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Council Meeting 27 November 2018 |
Live Streaming of Council Meeting
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An audio recording of this meeting will be taken for the purpose of verifying the accuracy of the minutes.
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Council Meeting 27 November 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 30 November 2018 Council Meeting 5
Minutes of 13 November 2018 Council Meeting 36
7 Mayoral Minutes
Nil at the time of printing.
8 Condolence Motions
Nil at the time of printing.
9 Staff Reports
ITEM Page
C1118(2) Item 1 Future of White Bay Cruise Ship Terminal Bus Service 50
C1118(2) Item 2 Enterprise Bargaining Agreement 53
C1118(2) Item 3 Council Meeting Schedule for 2019 55
C1118(2) Item 4 Quarterly update on Tenders awarded 57
C1118(2) Item 5 Draft Tree DCP - Endorsement for Exhibition 58
C1118(2) Item 6 Sporting Grounds Allocation Policy 91
C1118(2) Item 7 Events in Parks Policy 133
C1118(2) Item 8 Results - Community Satisfaction Research 2018 204
C1118(2) Item 9 Local democracy update 324
C1118(2) Item 10 Audited Financial Reports as at 30 June 2018 329
C1118(2) Item 11 Inner West Council Annual Report 2017/18 423
C1118(2) Item 12 Classification of Crown Lands and Prioritisation of Park Plans of Management 507
C1118(2) Item 13 Heritage Pub Protections Update 519
C1118(2) Item 14 Proposed Expansion of Longitude Building, 36 James Craig Road, Rozelle 526
C1118(2) Item 15 Proposed Compliance & Enforcement Levy 533
C1118(2) Item 16 Abandoned Shopping Trolley Policy and Protocol 537
C1118(2) Item 17 Draft Inner West Council Asbestos Policy 555
C1118(2) Item 18 2018/19 First Quarter Budget Review. 744
C1118(2) Item 19 Local Traffic Committee Meeting held on 6 November 2018 764
C1118(2) Item 20 Inner West Local Planning Panel Update 814
C1118(2) Item 21 Compliants Handling Policy 828
C1118(2) Item 22 Status of Legal Proceedings 847
C1118(2) Item 23 Investment Report as at 31 October 2018 858
10 Notices of Motion
ITEM Page
C1118(2) Item 24 Notice of Motion: Save Globe Preschool - EOI and Contingency Fund 893
C1118(2) Item 25 Notice of Motion: Bring Council Meetings Back to the Community 895
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 Page
C1118(2) Item 26 Greenway Delivery Project Management and Engagement Plan 897
C1118(2) Item 27 Request for Reimbursement of Legal Expenses 916
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Council Meeting 27 November 2018 |
Minutes of Ordinary Council Meeting held on 30 October 2018
Meeting commenced at 6.35pm
Present: |
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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 Louise Steer Elizabeth Richardson |
Mayor Deputy Mayor Councillor Councillor Councillor Councillor Councillor Councillor Councillor Councillor Councillor (6.40pm) 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
Harjeet Atwal
Cathy Edwards-Davis David Birds Erla Ronan Kendall Banfield Ian Naylor Darcie Huisman |
Group Manager Civic and Executive Support, Integration, Customer Service and Business Excellence Group Manager Development Assessment and Regulatory Services Group Manager Trees, Parks and Sportsfields Group Manager Strategic Planning Group Manager Community Services and Culture Manager WestConnex Unit Manager Civic and Executive Support Business Paper Support Officer |
APOLOGIES: (Byrne/Steer)
THAT Apologies from Councillor York be accepted and a leave of absence be granted.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Raciti, Stamolis and Steer
Against Motion: Nil
DISCLOSURES OF INTERESTS:
Clr Lockie and Clr Steer declared non-significant, non-pecuniary interests in Item 9 as their works is featured in an exhibition that is proposed to receive a grant from Council.
Motion: (Hesse/Stamolis)
THAT the declaration of interests be noted.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Raciti, Stamolis and Steer
Against Motion: Nil
CONFIRMATION OF MINUTES
THAT the Minutes of the Council Meeting held on Tuesday, 9 October 2018 be confirmed as a correct record, subject to the following change:
On page 8 of the Minutes, amend the Declaration of Interest for Clrs Iskandar and Macri to refer to Item 5.
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Raciti, Stamolis and Steer Against Motion: Nil |
Clr Porteous entered the meeting at 6.40pm
THAT:
1. Council write to the shareholders of Wests Tigers, including Wests Ashfield, seeking discussions about how a Tigers Leagues Club could be delivered and operated within any approved development of the former Balmain Leagues Club site, as is required under Council’s planning controls and the most recent NSW Land and Environment Court determination;
2. Write to the Administrator of the Balmain Leagues Club seeking clarification about the state of the Club’s assets, the likelihood of the Board being reformed and the potential for Wests Tigers’ shareholders to take up the ownership or management of a Tigers Leagues Club within any approved development;
3. Note the previous resolution of Leichhardt Council to offer assistance in the establishment of a charitable trust to fund the Balmain Tigers Rugby League Football Club;
4. Write to Wests Tigers, the Australian Rugby League Commission and the New South Wales Rugby League stating our preference for arrangements to be made for the ongoing funding of the Balmain Tigers Rugby League Football Club through a charitable foundation, or other means, to ensure the Football Club’s ongoing existence;
5. Write to the NSW Government restating our opposition to the compulsory acquisition of the former Leagues Club site for use as a dive site for the proposed Western Harbour Tunnel, noting the enormous environmental, health and amenity impacts the project would have on the local community and Rozelle Public School; and
6. Seek confirmation from Council Officers about when the Development Control Plan for the site will be reported to Council.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti and Stamolis Against Motion: Crs Hesse and Steer |
THAT:
1. Council proceed with the event focusing on the prevention of violence against women planned to be held on 21 November at the Addison Road Community Centre; 2. Council’s publicity material for the above event should focus on the 16 Days of Activism to prevent violence, as aligns with Council’s current practices and initiatives, and encourage our community partners to take a similar stance; 3. Council writes urgently to the CEO of White Ribbon Day: a. Seeking private and public clarification from White Ribbon about their policy position and intentions with regards to women’s reproductive rights; b. Requiring a response to this enquiry by 2 November to allow Council to further determine in which way Council will be involved with the White Ribbon Day event planned for 21 November 2018 at the Addison Road Community Centre; and 4. Confirming that we will remove Council association with White Ribbon if the organisation changes its policy position regarding reproductive rights.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Raciti, Stamolis and Steer Against Motion: Cr Passas |
Suspension of Standing Orders
Motion: (Byrne/McKenna OAM)
THAT Council hear from all of the registered speakers and that the speaker registered for Item 28 be heard first.
Motion Tied
For Motion: Crs Byrne, Drury, Iskandar, Macri, McKenna OAM, Passas and Raciti
Against Motion: Crs Da Cruz, Hesse, Kiat, Lockie, Porteous, Stamolis and Steer
The Chairperson used his Casting Vote for the MOTION and the MOTION was carried.
Foreshadowed Motion: (Porteous/Stamolis)
THAT Council bring forward the items that the speakers have registered to speak to and that the speaker registered to Item 28 be heard first.
The Foreshadowed Motion lapsed.
ADJOURNMENT
8.47pm - The Mayor, Clr Byrne adjourned the meeting for a short recess.
9.11pm– The Mayor, Clr Byrne resumed the meeting.
Clr Iskandar retired from the meeting at 8.47pm.
Resumption of Standing Orders
Motion: (Byrne/McKenna OAM)
THAT Standing orders be resumed.
Motion Lost
For Motion: Crs Byrne, Drury, Macri, McKenna OAM, Passas and Raciti
Against Motion: Crs Da Cruz, Hesse, Kiat, Lockie, Porteous, Stamolis and Steer
Absent: Cr Iskandar
Foreshadowed Motion: (Porteous/Hesse)
THAT Council bring forward the items that the speakers have registered to speak to.
Motion Carried
For Motion: Crs Da Cruz, Hesse, Kiat, Lockie, Porteous, Stamolis and Steer
Against Motion: Crs Byrne, Drury, Macri, McKenna OAM, Passas and Raciti
Absent: Cr Iskandar
Suspension of Standing Orders
Motion: (Byrne/Porteous)
THAT Item 1 be brought forward.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer
Against Motion: Nil
Absent: Cr Iskandar
Clr Passas left the meeting at 9.31pm
THAT Council:
1. Receives and notes the report; and
2. Endorses the Financial Statements to be placed on public exhibition, ensuring that the document is exhibited in an Accessible and readable form, with a view of tabling the final report at the November 2018 Council meeting.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Porteous, Raciti, Stamolis and Steer Against Motion: Nil Absent: Crs Iskandar and Passas
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Clr Passas returned to the meeting at 9.37pm
THAT:
1. Council appoint an Office of Sport Coordinator to assist and partner local sporting clubs and organisations to strategically address community health and wellbeing and actively promote this service;
2. The position be be temporarily appointed for a trial period of two years initially. The effectiveness and success of the Office of Sport shall be evaluated at the end of the two year period;
3. The Office of Sport Coordinator strategically partner with the sporting clubs and key partners to increase participation of girls, women, people from lower socio economic backgrounds, seniors and people with disabilities as informed by the Recreation Needs Study: A Healthier Inner West, and engage also with residents participating in individual and non-club based recreational activity; and
4. Council receive a report back after one year on a review of the position of Office of Sport Coordinator.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil Absent: Cr Iskandar |
Clr Passas left the meeting at 10.04pm
Clr Passas returned to the meeting at 10.13pm
Motion: (Stamolis/Passas)
THAT items 10, 13, 16, 17, 22, 23 and 25 be brought forward and moved en bloc and the recommendations contained in the reports be adopted by Council.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer
Against Motion: Nil
Absent: Cr Iskandar
THAT Council:
1. Write to the City of Sydney Council requesting it supports the preparation of a joint letter to the RMS WestConnex Delivery Unit seeking their funding and delivery of the City West Cycle Link as a component of the M4-M5 Link Project; and 2. Write to the Minister for Roads and Minister for Transport, highlighting the unique opportunity, presented by construction of the Rozelle Railyards Linear Park, to permit the creation of the City West Cycle Link and requesting their support in pursuing its synchronised construction with the park and Council’s active transport network and its funding and delivery by RMS.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil Absent: Cr Iskandar |
THAT the report be received and noted.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil Absent: Cr Iskandar |
THAT the following legacy policies rescinded as they are deemed obsolete:
a) Audio Recording of Council Meetings Policy;
b) Council Committee Structure and Terms of Reference;
c) Councillor Expenses and Facilities Policy;
d) Provision of Information to Councillors Policy;
e) Councillor Policy For Payment Of Expenses & Provision Of Facilities;
f) Meetings Between Councillors & Members Of Parliament and/or Government Departments;
g) Precinct Committee System Policy;
h) Precinct Committee System Policy;
i) Social Media Policy;
j) Media Relations Policy;
k) Community Engagement Policy; and
l) Social Media Strategy.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil Absent: Cr Iskandar |
THAT the report be received and noted.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil Absent: Cr Iskandar |
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, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer
Against Motion: Nil
Absent: Cr Iskandar
Members of the public were asked to leave the Chamber.
Motion: (Byrne/Passas)
THAT Council return to open session to read out the recommendations from the
Closed Session.
The Mayor read out to the Meeting the recommendation from the Closed Session of
Council.
Reports with Confidential Information
THAT Council note the report.
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous and Raciti Against Motion: Crs Hesse, Stamolis and Steer Absent: Cr Iskandar |
That the meeting be adjourned until 6.30pm, Tuesday 6 November 2018.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil Absent: Cr Iskandar |
Meeting Adjourned at 11.03pm
Meeting resumed at 6.36pm on Tuesday 6 November 2018
Present: |
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Darcy Byrne Victor Macri Marghanita Da Cruz Mark Drury Lucille McKenna OAM Colin Hesse Tom Kiat Pauline Lockie Julie Passas Rochelle Porteous Vittoria Raciti John Stamolis Louise Steer Elizabeth Richardson |
Mayor Deputy Mayor 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
Harjeet Atwal
David Birds Erla Ronan Kendall Banfield Jan Orton Wal Petchler Ian Naylor Katherine Paixao |
Group Manager Civic and Executive Support, Integration, Customer Service and Business Excellence Group Manager Development Assessment and Regulatory Services Group Manager Strategic Planning Group Manager Community Services and Culture Manager WestConnex Unit Group Manager Environment and Sustainability Group Manager Roads & Stormwater Manager Civic and Executive Support Business Paper Coordinator |
APOLOGIES: (Drury/McKenna OAM)
THAT Apologies from Councillor Iskandar be accepted.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer
Against Motion: Nil
Councillor Macri left the Meeting at 7:13 pm.
Councillor Macri returned to the Meeting at 7:19 pm.
THAT Council:
1. Includes in its next quarterly newsletter information on WestConnex impacts and areas of assistance offered by Council, with reference to the issues listed in the Council report. This information is to be supported by complementary information on Council’s website and within the existing WestConnex Weekly Update Reports. Actions to be investigated and implemented for increasing the readership of the Weekly Update Reports;
2. a) That Council writes to the NSW Premier with copies to relevant ministers and local State members to:
· Request details of the outcome of any Roads & Maritime Services (RMS) review carried out of the location and installation of RMS street ‘furniture’ (cabinets, signs and poles) at Haberfield-Ashfield and similarly obstructive signs and infrastructure in St Peters, such as the electrical box recently installed outside 10 Brown St, St Peters; · Direct relevant Ministers, RMS and the M4 East contractor to review and relocate street furniture (wherever possible) in consultation with Council and the local community, to ensure that this infrastructure should be located well away from footpaths within the verge as close as possible to the kerb, not blocking footpaths or creating a hazard for pedestrians, other footpath users and to drivers exiting streets; · Direct the redesign and widening of the footway on the southern or Ashfield side of Parramatta Road between Orpington & Bland Streets including the intersection with Chandos Street to its original pre-WestConnex width of approximately four metres; · Point out that the newly-installed WestConnex-related road signs at the front of Ashfield Park are in breach of M4 East Condition of Approval B26, which is intended to prevent visual impacts on Ashfield Park; · Request a review of the safety and accessibility of signalised pedestrian crossings around the M4 East Haberfield interchange, i.e. Parramatta Road crossing at Bland Street, Parramatta Road crossing at Wattle Street, Wattle Street crossing at Ramsay Street and Dobroyd Parade crossing at Waratah Street; · Request RMS and project contractors to take immediate action to reduce kerbside parking demands in Haberfield-Ashfield, particularly around the Haberfield Public School, noting work on the Parramatta Road construction sites is about to commence; · Request the RMS and project contractors work with Council to install traffic calming and 40kph speed limits around all Haberfield-Ashfield construction sites; · Request RMS to supply to Council and DP&E information from ‘consistency assessments’, to be examined by Council and DP&E for consistency with conditions of approval; · Request a meeting with DP&E staff prior to approval of WestConnex Stage 3 Modification 1 regarding the following further construction impact mitigation measures: vehicular access to both Parramatta Road construction sites to/from Parramatta Road; reduced vehicle speed limit around all construction sites; no out-of-hours works on civil sites; no shuttle bus or construction vehicle layover to service out-of-area construction sites; all spoil haulage trucks to use M4 East tunnels; increased level of mitigation for noise, vibration, dust and property damage; extension of the project impact area for property assessment purposes from 50 to 100 metres; temporary pedestrian access bridge between Parramatta Road construction sites to be open to the public; additional crossing guards around Haberfield Public School, funded by RMS, SMC and/or project contractors; and an expanded area for offer of alternative accommodation or voluntary acquisition for severely affected residents around construction sites.
b) Staff: · Work with the local traffic committee and disability groups in their advocacy work toward relocation of the RMS street furniture, widening of the Parramatta Road footway and assessment of signalised pedestrian crossings; and · Support the Haberfield Public School efforts to approach to RMS to secure crossing guards at Bland St and Denman Avenue;
3. Writes to the NSW Premier and relevant Ministers seeking a dialogue with the WestConnex Stage 3A (mainline tunnel) contractor to inform the community of details of what facilities and activities are planned for the Ashfield-Haberfield Muirs sites;
4. a) Writes to the Premier and relevant Ministers seeking a meeting with relevant Minister(s) and staff from RMS and Sydney Motorway Corporation (SMC): · to express concern about inadequate consultation on the M4 East Urban Design & Landscape Plan (UDLP) to date; · to seek further input by Council and the community in this plan prior to its finalisation; and · to ensure there is adequate consultation on the Haberfield Gardens legacy plan prior to its finalisation. b) Writes to the Premier requesting that Treasury authorises RMS to return all residual lands in Haberfield and Ashfield to open space or other appropriate community uses, in recognition of the considerable impacts suffered by the Haberfield-Ashfield community from WestConnex construction and the limited amount of open space available in this densely-developed part of Ashfield; c) Discusses with the owner of the former Buddhist temple site the possibility of working with RMS to create more publicly-accessible open space around the realigned Parramatta Road between Orpington and Chandos Streets at Ashfield; and d) Requests information from RMS on all residual lands (including acquired properties that are surplus) and lands that are proposed to be acquired;
5. a) Requests a review by Council legal staff of the proposed occupation of a portion of Reg Coady Reserve at Haberfield that is part of the creation of the G-loop for WestConnex Stage 3. Legal staff to investigate seeking appropriate compensation for use of this land. b) In collaboration with Canada Bay Council, writes to Sydney Water to clarify details and timelines for the proposed naturalisation of Iron Cove Creek. Council to propose that part of the cost of this naturalisation work be borne by RMS, SMC and/or Stage 3 contractor as a contribution to revitalising areas that have been negatively affected by WestConnex;
6. a) Establishes a register and map of properties that have been reported to have suffered damage from WestConnex construction. Council to inform residents of this register and encourage them to inform Council of WestConnex-related property damage regardless of distance from WestConnex tunnels and construction sites. The register to be kept up-to-date and be available to the public via Council’s website. Advice from Council’s legal and risk management staff on legal or other risks to be sought before proceeding with this action; and b) Writes to RMS, SMC and WestConnex Stage 3 contractors to advocate increasing the qualification zone for pre-condition reports from 50m to 100m.
7. Reimburses Rozelle Against WestConnex (RAW) $890 (including GST) for flyer printing for the 14 April 2018 anti-WestConnex rally in King George Park and $113.85 (including GST) for materials needed to erect 150 of Council’s anti-WestConnex corflute signs on poles in the Rozelle area (total RAW expenses = $1,003.85). Reimbursement is subject to provision to Council of invoices, receipts or other proof of expenses.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, McKenna OAM, Porteous, Raciti, Stamolis and Steer Against Motion: Crs Macri and Passas
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Amendment (Porteous/Hesse) THAT Council reimburses Rozelle Against WestConnex (RAW) $890 (including GST) for flyer printing for the 14 April 2018 anti-WestConnex rally in King George Park and $113.85 (including GST) for materials needed to erect 150 of Council’s anti-WestConnex corflute signs on poles in the Rozelle area (total RAW expenses = $1,003.85). Reimbursement is subject to provision to Council of invoices, receipts or other proof of expenses.
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Motion Carried For Motion: Crs Da Cruz, Hesse, Kiat, Lockie, Porteous, Stamolis and Steer Against Motion: Crs Byrne, Drury, Macri, McKenna OAM, Passas and Raciti
As the Amendment was carried it was incorporated into the Primary Motion. |
THAT Council:
1. Upgrade the fencing, gate and playground equipment at the pocket park located at Elizabeth Street, Ashfield between Alt Street and Frederick Street, Ashfield with the funds from the Ashfield SRV Parks renewal fund; and
2. Repair the fencing, gate and playground equipment at the pocket park located at Elizabeth Street, Ashfield between Alt Street and Frederick Street, Ashfield.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil
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Amendment (Hesse/Da Cruz)
THAT Council repair the fencing, gate and playground equipment at the pocket park located at Elizabeth Street, Ashfield between Alt Street and Frederick Street, Ashfield.
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Lockie, McKenna OAM, Porteous, Stamolis and Steer Against Motion: Crs Macri, Passas and Raciti Absent: Cr Kiat
As the Amendment was carried it was incorporated into the Primary Motion.
Clr Kiat re-entered to the meeting at 7.50pm |
Councillor Passas left the Meeting at 7:54 pm.
Councillor Passas returned to the Meeting at 7:58 pm.
Councillor Raciti left the Meeting at 8:35 pm.
Councillor Raciti returned to the Meeting at 8:48 pm.
THAT Council:
1. Approve the funding recommendations for the Inner West Council Grant Program 2018-19 contained in Attachments 1-5;
2. Receive a report which provides information to councillors on providing a significant increase to the grants program funding in the order of 15%-25%; and
3. Look at providing the full grant requested for successful grants.
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, McKenna OAM, Porteous, Stamolis and Steer Against Motion: Crs Macri, Passas and Raciti |
ADJOURNMENT
9.08pm - The Mayor, Clr Byrne adjourned the meeting for a short recess.
9.22pm– The Mayor, Clr Byrne resumed the meeting.
Councillor Passas re-entered to the Meeting at 9:34 pm.
C1018(2) Item 18 Local Traffic Committee Meeting held on 2 October 2018 |
Motion: (Lockie/Stamolis)
THAT the Minutes of the Local Traffic Committee Meeting held on 2 October 2018 be received and the recommendations be adopted, with the following amendments:
a) Council to provide a donation to the Newtown Neighbourhood Centre for the equivalent sum of any application fees required to authorise the road closures required for the operation of the Newtown Festival (LTC1018 Item 22).
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Stamolis and Steer Against Motion: Nil Absent: Cr Raciti |
Councillor Raciti re-entered to the Meeting at 9:36 pm.
THAT this report be received and noted.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil |
Councillor Kiat left the Meeting at 9:46 pm.
That Council adopt the Asset Management Policy.
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil Absent: Cr Kiat |
Councillor Kiat returned to the Meeting at 9:49 pm.
C1018(2) Item 24 Adoption of Public Access to Information held by Council Policy
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Motion: (Drury/McKenna OAM)
THAT Council:
1. Adopts the revised Public Access to Information held by Council Policy (Attachment 1); and
2. Rescinds the following policies: a) Inner West Council “Public Access to Information Policy” reviewed 14 October 2016 (Attachment 2); b) former Ashfield Council “Access to Council Information Policy” dated September 2010 (Attachment 3); c) former Ashfield Council “Access to Council Information Policy” dated September 2010, reviewed May 2012 (Attachment 4); and d) former Marrickville Council “Public Access to Information Policy” reviewed October 2010 (Attachment 5).
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Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer Against Motion: Nil |
Councillor Raciti and Passas retired from the Meeting at 10:09 pm.
ADJOURNMENT
10.28pm - The Mayor, Clr Byrne adjourned the meeting for a short recess.
10.30pm– The Mayor, Clr Byrne resumed the meeting.
Councillor Lockie retired from the Meeting at 10.30 pm.
THAT a report be brought back on introducing tiered waste charges across the Inner West LGA including associated promotion to ratepayers and tenants about council and community services to divert resources and minimise waste going to landfill.
Motion Carried For Motion: Crs Da Cruz, Hesse, Kiat, Porteous, Stamolis and Steer Against Motion: Crs Byrne, Drury, Macri and McKenna OAM Absent: Crs Passas and Raciti |
Meeting closed at 10.32pm.
Public Speakers:
Item #
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Speaker |
Suburb |
Item 36: |
A/Prof Melanie Bishop |
Macquarie University |
Item 3: |
Ian Holmes Fiona Ledden |
Ashfield Croydon |
Item 4: |
Paul Power Carole Allen |
Rozelle Leichhardt |
Item 5: |
Jo Blackman |
Dulwich Hill |
Item 6: |
Paul Power Paul Dawson John Thomson Paul Avery Terence Kelly |
Rozelle Annandale Lilyfield Balmain Rozelle |
Item 11: |
Allison Heller |
Sydney |
Item 12: |
Paul Apostoles Janet Dandy-Ward Carolyn Day Karen Torrisi Christopher White |
St Peters St Peters St Peters St Peters St Peters |
Item 14: |
Sharon Laura Eddie Tezel Janet Dandy-Ward Malachy Ward Anne Picot Rachel Davies |
Haberfield Ashfield St Peters Haberfield St Peters Ashfield |
Item 16: |
Neil Tonkin |
Lilyfield |
Item 28: |
Stephanie Koch |
Ashfield |
Minutes of Ordinary Council Meeting held on 13 November 2018
Meeting commenced at 6.33 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 Louise Steer 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 David Birds Erla Ronan Wal Petschler Melodie Whiting Harjeet Atwal
Laura Stevens |
Deputy General Manager Chief Financial and Administration Officer Group Manager Strategic Planning Group Manager Community Services and Culture Group Manager Roads and Stormwater Group Manager Human Resources Group Manager Development Assessment and Regulatory Services Group Manager Communications, Engagement and Events |
Ian Naylor |
Manager Civic and Executive Support |
Katherine Paixao |
Business Paper Coordinator |
APOLOGIES:
Motion: (Byrne/McKenna OAM)
THAT Apologies from Councillor York be accepted and a leave of absence be granted
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer
Against Motion: Nil
DISCLOSURES OF INTERESTS:
Clr Drury declared a significant, pecuniary interest in Item 5 Proposed Amendments to the NSW Planning System - Short Term Rental Accommodation as his wife uses home away (a short term rental accommodation service) to rent their holiday flat and he will leave the chamber during discussion and voting.
Motion: (McKenna OAM/Hesse)
THAT the declaration of interest be noted.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer
Against Motion: Nil
Centenary of Armistice Day
The Mayor advised the meeting that on remembrance day the Deputy Mayor and himself attended an exhibition at Petersham RSL Club celebrating the 100 year anniversary of the Armistice that ended World War I.
As part of this exhibition there was a mayoral minute adopted by Petersham Council in 1918 and the Mayor read this mayoral minute out to the meeting as it is a timely reminder of the reason for celebrating the anniversary of the Armistice.
Suspension of Standing Orders
Motion: (McKenna OAM/Hesse)
THAT Council Suspend Standing Orders to bring forward the speakers registered for Item 14.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer
Against Motion: Nil
Confidential Session
Motion: (Byrne/McKenna OAM)
THAT Council move into Confidential Session to consider Items 14 and 16 which contains Confidential Information.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and Steer
Against Motion: Nil
Councillors left the chamber and convened the confidential session in the Committee Room due to the large number of public in attendance.
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 and Steer
Against Motion: Nil
The Mayor read out to the Meeting the recommendations from the Closed Session of
Council.
Reports with Confidential Information
Items 14 and 16 were dealt with in conjunction.
C1118(1) Item 14 Ashfield Aquatic Centre Construction Tender Recommendation |
Councillor Passas left the Meeting at 7:58 pm.
ADJOURNMENT
7.59pm - The Mayor, Clr Byrne adjourned the meeting for a short recess.
8.10pm– The Mayor, Clr Byrne resumed the meeting.
Suspension of Standing Orders
Motion: (Byrne/McKenna)
THAT Council further Suspend Standing Orders to hear from all registered speakers.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Kiat, Lockie, Macri, McKenna OAM, Raciti, Stamolis and Steer
Against Motion: Nil
Absent: Crs Iskandar, Passas and Porteous
Councillor Porteous re-entered the Meeting at 8:11 pm.
Councillor Iskandar re-entered the Meeting at 8:12 pm.
Councillor Passas re-entered the Meeting at 8:13 pm.
Councillor Passas left the Meeting at 8:19 pm.
Councillor Raciti left the Meeting at 8:19 pm.
Suspension of Standing Orders
Motion: (Byrne/Hesse)
THAT Council further Suspend Standing Orders to bring forward Items 3, 4, 5, 6, 11 and 12.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis and Steer
Against Motion: Nil
Absent: Crs Passas and Raciti
Councillors Passas and Raciti returned to the Meeting at 8:36 pm.
THAT Council:
1. Endorse the Multicultural Policy;
2. Reallocate $113,000 in 2018/19 and subsequent financial years within the Community Services and Culture Group to deliver the Multicultural program priorities: a. Employing a part time Multicultural Policy Project Officer ($84,000 per annum); b. Developing and delivering a multicultural small grants program enabling community-lead celebrations of culture $29,000; c. Initiating the Multicultural Advisory Committee commencing 29 November 2018; d. Initiating the Inter-Faith Reference Group commencing first quarter 2019 e. Continuing translation of key Council documents into community languages as required; f. Developing the framework and protocols supporting community to community relationships; and g. Identifying a prospective Chinese city with which to form a community to community relationship.
3. Note that the following Multicultural program priorities are not recommended to proceed in 2018/19 and are unfunded: a. Additional investment in expanding Lunar New Year celebrations b. Investment in an anti-racism film competition and festival.
4. A report be brought back at the December 2018 Ordinary Council meeting on funding the multicultural project officer as a full time position; and
5. A report be brought back in 12 months on a review of the achievements of the Multicultural Project Officer.
|
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis and Steer Against Motion: Crs Passas and Raciti |
Councillor Passas retired from the Meeting at 9:06 pm.
THAT Council:
|
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Raciti, Stamolis and Steer Against Motion: Nil Absent: Cr Passas |
Councillor Drury left the Meeting at 9:23 pm as he had declared a pecuniary, significant conflict of interest in item 5. He did not participate in discussion or vote on this matter.
Councillor Raciti retired from the Meeting at 9:25 pm.
Councillor Drury returned to the Meeting at 9:35 pm.
Councillor Macri left the Meeting at 9.55 pm.
Resumption of Standing Orders
Motion: (Byrne/Porteous)
THAT Standing Orders be resumed.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, McKenna OAM, Porteous, Stamolis and Steer
Against Motion: Nil
Absent: Crs Macri, Passas and Raciti
Councillor Macri returned to the Meeting at 10.01 pm.
THAT Council:
1. Send a letter of condolence to the family of Richard Gill, expressing our sadness at their loss and our appreciation of the enormous contribution Richard made to the inner west and the cultural community of Australia; 2. Commemorate Richard Gill by naming the new musical instrument lending library, which is under development, in his honour; and 3. Convene a meeting of interested cultural organisations to assist with their goal of establishing a music festival to commemorate Richard Gill. |
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis and Steer Against Motion: Nil Absent: Crs Passas and Raciti |
THAT Council:
1. Economic Development Officers contact all eligible restaurants and cafes in the former Leichardt LGA and notify them of the gazettal of changes to the Leichhardt Local Environmental Plan that means they can use a Complying Development pathway to convert from an existing property with consent to operate as a restaurant or café, to a Small Bar; and 2. Officers review the implementation of the amendments with a view to incorporating the provision into the new Inner West Council LEP.
|
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis and Steer Against Motion: Cr Hesse Absent: Crs Passas and Raciti |
THAT Council:
1. Adopt the Banners, Flags and Temporary Signage Policy subject to
$166,000 being funded at the next quarterly budget review;
|
Motion Carried For Motion: Crs Da Cruz, Hesse, Kiat, Lockie, Porteous, Stamolis and Steer Against Motion: Crs Byrne, Drury, Iskandar, Macri and McKenna OAM Absent: Crs Passas and Raciti
|
Amendment (Kiat/Porteous)
THAT:
|
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis and Steer Against Motion: Nil Absent: Crs Passas and Raciti
As the Amendment was carried it was incorporated into the Primary Motion. |
The Mayor ruled this motion out of order as the motion did not identify a source of funds to undertake the work as required by Clause 5.1(1) of the Code of Meeting Practice.
|
|
Motion Carried For Motion: Crs Da Cruz, Hesse, Kiat, Lockie, Porteous, Stamolis and Steer Against Motion: Crs Byrne, Drury, Iskandar, Macri and McKenna OAM Absent: Crs Passas and Raciti
As the Amendment was carried it was incorporated into the Primary Motion. |
Foreshadowed Motion (Byrne)
THAT there be no extra budget allocation to the policy in this financial year.
This Foreshadowed Motion lapsed. |
Suspension of Standing Orders
Motion: (Drury/Byrne)
THAT Council Suspend Standing Orders to move into Confidential Session to consider Items 13 and 15 as they contain Confidential Information.
Motion Carried
For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis and Steer
Against Motion: Nil
Absent: Crs Passas and Raciti
Members of the public were asked to leave the Chamber.
Motion: (Byrne/Iskandar)
THAT Council return to open session to read out the recommendations from the
Closed Session.
The Mayor read out to the Meeting the recommendation from the Closed Session of
Council.
Reports with Confidential Information
C1118(1) Item 15 Compulsory Acquisition for Construction Lease - Part Burrows Ave Sydenham |
THAT the General Manager (or Delegate) sign a Deed of Compensation & Acquisition and Construction Lease once lease terms are finalised for lease over a Council road being Part Burrows Avenue Sydenham (known as Lot 5 in PPN 1245223), for the Sydney Metro project.
|
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis and Steer Against Motion: Nil Absent: Crs Passas and Raciti |
THAT Council:
1. Adopt the Sponsorship policy; and
2. Rescind the below legacy policies of the former Ashfield, Leichhardt and Marrickville councils as this new Inner West Council policy replaces them: - Sponsorship and small donations policy (Ashfield); - Sponsorship policy (Leichhardt); and - Sponsorship policy (Marrickville).
|
Motion Carried For Motion: Crs Byrne, Da Cruz, Drury, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis and Steer Against Motion: Cr Hesse Absent: Crs Passas and Raciti
|
Amendment (Steer/Da Cruz)
THAT the Policy be amended to remove the following words from the fifth dot point under part four restrictions ‘unless the business is based in Council’s local government area and can demonstrate considerable contributions to the community’.
Motion Tied For Motion: Crs Da Cruz, Hesse, Kiat, Porteous, Stamolis and Steer Against Motion: Crs Byrne, Drury, Iskandar, Lockie, Macri and McKenna OAM Absent: Crs Passas and Raciti
The Chairperson used his Casting Vote against the MOTION and the MOTION was lost. |
Meeting closed at 11.03 pm.
The following items will be considered at the next Ordinary Council Meeting on 27 November 2018; Items 7, 8, 9 and 10.
Public Speakers:
Item #
|
Speaker |
Suburb |
Item 3: |
Judy Singer Sebastian Berrans |
Balmain Rozelle |
Item 4: |
Bill Holliday Neil Tonkin (NSW Bicycle Coalition) |
Lilyfield Lilyfield |
Item 5: |
Jim Robertson |
Birchgrove |
Item 6: |
Les Johnston |
Balmain |
Item 11: |
Neil Tonkin (NSW Bicycle Coalition) |
Lilyfield |
Item 12: |
Gem Romuld (ICAN) |
Woonona |
Item 14: |
Rachel Brittliff David Collins-White Rene Holmes Phil de Gail (President UNSW Wests Water Polo) Alfie Jellett |
Ashfield Croydon Ashfield Artarmon
Croydon |
|
Council Meeting 27 November 2018 |
Subject: Future of White Bay Cruise Ship Terminal Bus Service
Council at its meeting on 13 November 2018 resolved that the matter be deferred to the meeting to be held on 27 November 2018.
Prepared By: Bernadette Selfe - Business Relations Coordinator
Authorised By: David Birds - Group Manager Strategic Planning
SUMMARY The purpose of this report is to respond to Council Resolution C1018(1) Item 10 Notice of Motion - Future of White Bay Cruise Ship Terminal Bus dated 9 October 2018 which required staff to: 1. Provide an update on the status and effectiveness of the minibus service to the White Bay Cruise Ship Terminal 2. Detail the costs to Council of the minibus service since it commenced 3. Widely consult with the Chamber and businesses in Balmain and Rozelle about any future use of the funds used for the bus.
In 2016, Council entered into a two year funding agreement with the Port Authority NSW that aimed to capture the economic potential of the White Bay Cruise Terminal as a tourism asset for Balmain Peninsula by providing a free bus service for passengers from the cruise terminal to Balmain and Rozelle villages. This agreement ended in March 2018. The program evaluation showed that the project was tracking very short of the anticipated $1.4m per year return and showed no sign of achieving that return. Based on the evaluation Council declined an offer to extend the new agreement with the Port Authority. The total cost to Council to deliver the program over two years was $75,000. Council provided one off funding for this initiative which ceased in the 2017-18 financial year.
Representatives from the Balmain Rozelle Chamber were consulted about the project and where made aware that the funds associated with the bus service were only for a two year period. As a result there are no funds available in the 2018-19 budget for related initiatives. However staff from the Economic Development Unit are in discussions with the Balmain Rozelle Chamber to examine other possible promotional initiatives for the area. |
RECOMMENDATION
THAT Council notes the information outlined in this report. |
BACKGROUND
In 2015, the former Leichhardt Council and the Port Authority NSW entered into a two year agreement to develop, promote and capture the economic potential of the White Bay Cruise Terminal as a tourism asset for Balmain and Rozelle villages. This project provided a free bus service for passengers from the cruise terminal to Balmain and Rozelle. This agreement ended in March 2018.
MATTERS FOR CONSIDERATION RAISED IN THE NOTICE OF MOTION
1. Provide an update on the status and effectiveness of the minibus service to the White Bay Cruise Ship Terminal
Council undertook an evaluation that showed the initiative did not justify Council’s continued financial investment in this project. It was estimated by a consultant when the project was developed that the initiative would generate around a $1.4m per year return into the local economy over a four year period. This figure was based on an average passenger spend of $120 for a self-guided tour and $45 for crew arriving at the White Bay Terminal.
Based on the figures for 2016/17 and in Table 1 below, it is estimated that in the two years that the program operated the Balmain and Rozelle economy received the following passenger spend:
· 2016/17 (21 ships) - $70,560 (5.04% of the anticipated target $1.4m return)
· 2017/18 (34 ships) - $117,600 (8.4% of the anticipated target $1.4m return).
Table 1. Number of passengers using the bus 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 |
|
|
The estimated 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 anticipated final $1.4m return.
These figures are much lower than the staged growth targets for those years of $650,940 for 2016/17 (only 10.8% achieved) and $928,500 for 2017/18 (only 12.6% achieved). 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 34. The evidence appears to indicate that iconic attractions such as the Opera House, Harbor Bridge, Darling Harbour, Kings Wharf and the retail shopping opportunities in Sydney City appear to be more attractive to passengers.
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.
Council staff have reviewed the shuttle service and confirm that approximately 50% of the morning passengers were 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 was 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.
2. Detail the costs to Council of the minibus service since it commenced
Council provided one off funding for this initiative for two years ending in 2017-18. The cost to deliver the program was $75,000 a year which was shared equally between the Port Authority NSW and Council at $37,500 each per year. Funds were used to run two shuttle buses from 8.30am to 5.30pm from White Bay to Balmain/Rozelle. There was also the cost to Council of one staff member attending quarterly meetings, and around 4 hours a week during cruise season (approximately $3,100).
3. Widely consult with the Chamber and businesses in Balmain and Rozelle about any future use of the funds used for the bus
As noted earlier in this report, Council provided one off funding for this initiative which has now ceased. There are no funds allocated for this project in 2018-19 and therefore no funds available to use on related initiatives in the area. Representatives from the Balmain Rozelle Chamber were consulted about this project and were made aware that the funds associated with the bus service were only for a two year period. However staff from the Economic Development Unit are in discussions with the Balmain Rozelle Chamber to examine other possible promotional initiatives for the area for consideration.
Council’s Economic Development Unit continues to promote and market the local economy to drive awareness, visitation and local spend to businesses, including in Balmain and Rozelle. The 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 and is also liaising with the local chamber on the Strategy.
FINANCIAL IMPLICATIONS
Nil.
OTHER STAFF COMMENTS
Nil.
PUBLIC CONSULTATION
Staff contacted the local business chamber for their feedback on the project to help inform this report.
CONCLUSION
The program evaluation showed that the project was tracking very short of the anticipated $1.4m per year return. The two year funding agreement between Council and the Port Authority NSW ended in March 2018. Based on the evaluation Council declined to enter into a new agreement with the Port Authority and there are no remaining funds that were allocated to the project that are available for use on other projects.
|
Council Meeting 27 November 2018 |
Subject: Enterprise Bargaining Agreement
Council at its meeting on 13 November 2018 resolved that the matter be deferred to the meeting to be held on 27 November 2018.
Prepared By: Melodie Whiting - Group Manager Human Resources
Authorised By: Rik Hart - Interim General Manager
SUMMARY To respond to the Council Resolution of 25 September 2018, requesting a report on the status of the current Enterprise Bargaining Agreement and any recent action in this area. |
RECOMMENDATION
THAT Council receive and note this report. |
BACKGROUND
At the 25 September 2018 Council Meeting Council resolved:
THAT:
4. A report be brought to Councillors about current Councils Enterprise Bargaining Agreement and any recent action in this area.
Council has given a commitment to staff, Unions and the Consultative Committee to harmonise conditions of employment for all staff.
One of the impediments to achieving this is the former Council Agreements which are specific to small groups of staff from the former Councils and do not apply to all of our current staff in like jobs. The conditions contained therein are in many cases irrelevant, have been superseded by the Award provisions or Council Policy or Protocols.
There is also some disparity and discord between the conditions of these old agreements and they are preventing harmonisation. Although Council is making good progress we need to take further action to advance the harmonisation process and to provide staff with one set of conditions for all staff or like groups. The Eba’s include:
• Marrickville Industrial Agreement No. 7340 from 1984
• Marrickville Industrial Agreement No. 8627 from 1991
• Marrickville Industrial Agreement IRC 7340 from 1992,
• Leichhardt Council Waste Collection Enterprise Agreement 2006-2009 (IRC6/581)
• Leichhardt Municipal Council Enterprise Agreement 2006-2008 (IRC6/580)
• Leichhardt Council Parks and Streetscapes Team Enterprise Agreement 2004-2006 (IRC4/5240)
Also following the co-location, consultation and negotiations with unions and staff representatives on the Council a number of improvements have also been identified they include:
· harmonisation of service standards,
· better “fit for purpose” plant and equipment
· team configurations,
· tasks undertaken
· conditions of employment and
· the review and in some cases replacement of the old Council agreements
The Unions, staff representatives and Council are now preparing to commence meetings. The outcomes will be the subject of consultation with the Unions, Staff and the Joint Consultative Committee.
FINANCIAL IMPLICATIONS
It is hoped that there will be some financial savings but they are subject to the consultation and negotiations with Staff and unions.
OTHER STAFF COMMENTS
The Joint Consultative Committee has received and noted a report on this and looks forward to the consultation to begin.
PUBLIC CONSULTATION
Nil.
|
Council Meeting 27 November 2018 |
Subject: Council Meeting Schedule for 2019
Council at its meeting on 13 November 2018 resolved that the matter be deferred to the meeting to be held on 27 November 2018.
Prepared By: Ian Naylor - Manager Civic and Executive Support
Authorised By: Nellette Kettle - Group Manager Integration Customer Service & Business Excellence
SUMMARY To adopt the Council Meeting Schedule for 2019. |
RECOMMENDATION
THAT Council:
1. Adopt the Council Meeting Schedule for 2019 as detailed in the report; and
2. Publicise the Schedule on Council’s website, at Council’s Service Centres and on the Inner West Council page in the Inner West Courier. |
BACKGROUND
Council has previously adopted a Meeting schedule of 2nd and 4th Tuesdays from February through to November and on 2nd Tuesday of December. Council also resolved in 26 June 2018 to schedule a 2 week meeting and briefing recess in July each year. The below schedule takes into account these previous Council resolutions and provides the meeting dates for 2019 for Council’s endorsement. It is anticipated that Councillor Briefings will commence on 5 February.
2019 Council Meeting Schedule
Tuesday 12 February |
Tuesday 26 February |
Tuesday 12 March |
Tuesday 26 March |
Tuesday 9 April |
Tuesday 23 April |
Tuesday 14 May |
Tuesday 28 May |
Tuesday 11 June |
Tuesday 25 June |
Tuesday 23 July |
Tuesday 13 August |
Tuesday 27 August |
Tuesday 10 September (Mayor and Deputy Mayor Election) |
Tuesday 24 September |
Tuesday 8 October |
Tuesday 22 October |
Tuesday 12 November |
Tuesday 26 November |
Tuesday 10 December |
FINANCIAL IMPLICATIONS
Nil.
OTHER STAFF COMMENTS
Nil.
PUBLIC CONSULTATION
Nil.
CONCLUSION
Nil.
|
Council Meeting 27 November 2018 |
Subject: Quarterly update on Tenders awarded
Council at its meeting on 13 November 2018 resolved that the matter be deferred to the meeting to be held on 27 November 2018.
Prepared By: Joe Cavagnino - A/Group Manager Procurement and Fleet
Authorised By: Elizabeth Richardson - Deputy General Manager Assets and Environment
SUMMARY Following resolution by Council at its meeting on 3rd July 2018, a list of tenders awarded under delegation by the General Manager is reported to Council for its information. |
RECOMMENDATION
THAT information on tenders awarded by the General Manager be received and noted. |
BACKGROUND
On 3rd July 2018, Council resolved that the General Manager be given the delegated authority to enter into Council contracts up to the value of $1,500,000.
Council further resolved:
2. Information on tenders issued and awarded under delegation by the General Manager be reported to Council for information only at the next possible council meeting.
Accordingly, this report provides advice to Council on tender contracts awarded by the General Manager that are below the $1,500,000 delegated amount.
For the quarter 1 July 2018 to 30 September 2018, the following tender and subsequent contracts were awarded:
Tender No
|
Description of Goods & or Services |
Awarded Tenderer |
Amount Inc GST |
T08-16
|
Replacement of the Chester Street Footbridge across Johnston Street Annandale |
Fleetwood Urban Pty Ltd |
$495,002.00 |
T11-17 |
Replacement of AKAC Fitness Equipment
|
Technogym |
$189,971.10 |
FINANCIAL IMPLICATIONS
Nil.
OTHER STAFF COMMENTS
Nil.
PUBLIC CONSULTATION
Nil.
|
Council Meeting 27 November 2018 |
Subject: Draft Tree DCP - Endorsement for Exhibition
Prepared By: Gwilym Griffiths - Urban Forest Manger
Authorised By: Elizabeth Richardson - Deputy General Manager Assets and Environment
SUMMARY This report is seeking Council’s endorsement of the draft Tree Management Development Control Plan (DCP) to be placed on public exhibition for 28 days, in accordance with ‘Notice of Motion: Tree DCP Mail Out’ resolved at the 11th September 2018 Council meeting. The results will be presented to Council along with a final Tree Management DCP for adoption. |
RECOMMENDATION
THAT:
1. Council resolve to publicly exhibit the draft Tree Management Development Control Plan for the Inner West, as detailed in ATTACHMENT 2 of this report, for a period of 28 days, to replace the existing tree management controls contained in: i. the Comprehensive Inner West Development Control Plan 2016 for Ashbury, Ashfield, Croydon, Croydon Park, Haberfield, Hurlstone Park and Summer Hill; ii. Leichhardt Development Control Plan 2013; and iii. Marrickville Development Control Plan 2011.
2. The results of the public exhibition and community engagement process are presented to Council along with a final Tree DCP for adoption.
|
BACKGROUND
At the 13 February 2018 Council Meeting (C0218 Item 11), it was resolved that Council:
Urgently review the DCP controls on trees relating to issues arising around damage to residents and properties and the financial burden to residents of tree retention ie. The requirement to obtain engineers and arborist reports and bring forward and expedite the harmonisation of Council DCP relating to tree preservation and replacement.
The following process has been followed:
FINANCIAL IMPLICATIONS
Staff resources have been allocated to the preparation and administration of this DCP amendment as part of their annual action plan.
Funding options for the grant scheme are currently being developed and will be presented to Council with the final Tree DCP for adoption.
OTHER STAFF COMMENTS
The following teams have had input into the development of the draft Tree DCP: Strategic Planning; Legal Services; Development Assessment & Regulatory Services; and Environment & Sustainability.
PUBLIC CONSULTATION
Community consultation was undertaken as part of the discussion paper engagement process, comments received have been considered during the development of the Draft Tree DCP.
It is intended to undertake this exhibition process concurrently with the exhibition of the aligned DCP provisions currently being prepared by Strategic Planning. These are proposed to be reported to Council early in the new year with exhibition commencing shortly thereafter. This will result in all revisions to the 3 current DCP’s to align certain provisions being exhibited together.
Engagement will be carried out in accordance with ‘Notice of Motion: Tree DCP Mail Out’ at the 11th September 2018 Council meeting, where it was resolved that;
An LGA wide mail out calling on submissions on the new Tree DCP with information on what is happening in 5 ethnic languages, after the adoption of draft changes to the DCP.
CONCLUSION
The Draft Tree DCP has been developed to address the Council resolution 13 February 2018 Council Meeting and meet the requirements of Environmental Planning & Assessment Act 1979, State Environmental Planning Policy (Vegetation in Non-Rural Areas) 2017 and other planning policy. It aims to strike a balance between ensuring adequate protection of people and property while also enabling an increase in urban canopy to achieve broader canopy targets.
1.⇩ |
Previous Council Report 25 September 2018 |
2.⇩ |
Draft Tree Management DCP |
Council Meeting 27 November 2018 |
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 The draft Sporting Grounds Allocation Policy was placed on public exhibition from 15 October 2018 to 12 November 2018. This report provides a summary of the outcomes of the public exhibition and community engagement process and presents the final Sporting Grounds Allocation Policy for adoption.
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RECOMMENDATION
THAT:
1. Council adopt the Sporting Grounds Allocation Policy;
2. The 46 Clubs currently utilising sporting grounds in the Inner West be advised by email that the Sporting Grounds Allocation Policy has been adopted; and
3. Council rescind the Sports Ground Allocation Policy of the former Marrickville Council.
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BACKGROUND
At the Council meeting on the 9 October 2018, the following was resolved:
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.
The purpose of the Sporting Grounds Allocations 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 connectivity.
· 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; seniors; 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 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. These criteria include:
· 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
· Traffic and Parking Impacts
Allocation Process and Determination
The winter season Clubs have requested that the allocations process occur earlier. Previously the winter season allocation application forms were 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.
PUBLIC EXHIBITION: COMMUNITY COMMENTS AND OFFICER RESPONSE
The draft Sporting Grounds Allocation Policy was placed on public exhibition on Your Say Inner West from 15 October 2018 to 12 November 2018. The 46 Clubs currently utilising sporting grounds in the Inner West were advised by email that the draft Policy was on public exhibition. The project was promoted via social media channels and on Council pages in Inner West Courier as YSIW feature project on 6 November.
There were 133 aware participants who visited the Your Say project page with the Draft Policy, with 58 people downloading documents. 17 submissions were made on the Draft Policy through Your Say Inner West and three sporting clubs emailed Council staff directly. Two submissions indicated that they supported the draft Policy, 17 submissions indicated that they supported the draft Policy, with changes and one submission did not support the draft Policy.
Following the public exhibition period, the policy has been further updated to reflect community feedback prior to being considered and adopted by Council.
Community comments |
Council officer response |
This has been done without any community consultation , this affects Residents In surrounding area, This will have major implications for noise, amenity of residents, shared use of the park, parking and pedestrian and traffic safety.
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The draft Sporting Grounds Allocation Policy was placed on public engagement through the Your Say Inner West website. The project was promoted via social media channels and on Council pages in Inner West Courier as YSIW feature project on 6 November. All members of the community were invited to comment on the draft Policy.
Parks Plans of Management (POM) outline the hours of use that sporting grounds may be utilised. The Sporting Grounds Allocation Policy does not seek to extend the hours of use of the sporting grounds, with the associated impacts such as noise and parking. The Policy aims to manage the activities within the already allocated hours of use as defined by the relevant POM. If an individual POM is reviewed in the future, this will be required to be placed on public exhibition, allowing for further community engagement.
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I would support community organisations being prioritised higher and particularly above private schools. Eg football United does soccer programs for refugees.
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Agreed. This is supported by the Weighted Criteria Score as outlined in the proposed Policy. |
Firstly, it would be good to have explicit mention of the similar policy for council owned swimming pools.
With respect to the Hierarchy of Use list: 1. I think that it makes more sense for the actual "Community based sporting club games" to be given a higher priority than "Community based sporting club training"
2. There is mention of "Major Council events endorsed by Council". I presume that minor events endorsed by council falls under "Community based organisations". If that is the case can it be changed to "Community based organisations including minor council endorsed events" or adding a separate item at a similar level. 3.
For public schools there is a location requirement of Inner West public schools but there is not a similar restriction for private schools, tertiary education providers or community based organisations.
Some alignment of points would be good.
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Noted. This comment has been referred to the Aquatic Facilities Manager.
In practice training is largely on weekday afternoons and evenings and games on weekends. Generally, these two activities will not conflict. Training has lesser impact on the sporting grounds. These two priorities are both at the top of the eight different prioritised groups.
Agreed, this is unclear. This has been updated to say “Council events and events endorsed by Council.”
Agreed, this has been updated in the Policy. |
Council should never refuse the use of a sporting ground if there is no one using the sporting ground.
The hire fees are also too high. Sport has to be encouraged.
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Agreed. The purpose of the Policy is to encourage active sports participation. Council will endeavour to accommodate seasonal and casual allocations, within the number of sporting grounds available and taking into consideration the long term whole-of-life cost of the assets including depreciation and maintenance. In general, Council will approve the use of a sporting ground if it is available. From time-to-time this may not be appropriate if for example, renovation works are underway or the activity proposed would have a detrimental impact on the turf (eg. driving food trucks onto a sporting ground).
Fees and charges are not considered as part of this Sporting Grounds Allocation Policy. The review of the fees and charges will be considered separately.
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Exclusive use of Lambert Park by one club should not be the case. it's a highly sought after artificial surface that should be shared amongst the other major football clubs in our LGA.
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As outlined in the Policy, Lambert Park is currently “out of scope” for this Policy as it is the subject of an existing lease.
The lease is due to expire in March 2020 and the ongoing use of Lambert Park can be reviewed at this time.
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I think it is important to ensure availability for casual non-club group users - especially if you want to meet this objective: "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." Piease see article attached. https://theconversation.com/pushing-casualsport-to-the-margins-threatens-cities-social-cohesion-92352
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Sporting clubs have exclusive access where they have made a booking through Council. Outside of these times, casual use of the sporting grounds is supported and encouraged. Eg. people going for a jog or a small group of friends informally kicking a football.
Council is responsible for the management of all activities within parks and sporting grounds. 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.
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[Club Name] welcomes Council’s decision to adopt a Sporting Grounds Allocation Policy incorporating a clear and consistent policy.
It is understood council may apply some elements of the draft policy to winter 2019 applications, which will shortly open. [Club Name] requests that careful consideration is given to the staged implementation of the policy where new requirements are introduced to ensure clubs are not disadvantaged by short lead times.
The policy would introduce significant new demands on clubs in collating information and administering compliance. Noting most small to medium sized sporting clubs are run largely or entirely by volunteers.
To a degree [Club Name] has reached a threshold in size as dictated by the availability of fields for training and games. Some clubs may not exercise such self regulation and this could disadvantage those who do.
The general presumption that where one only one application for a field is received by it will be granted is supported. It is suggested team numbers should be added to the later, in that this, rather than raw numbers, is basis for field occupation and use.
It may be that a district association wishes to hire on behalf of all or a subset of its clubs in the LGA. There would need to be some consideration of the detail of how this might operate (such as clubs agreeing to the application and then to the outcome, transparency on how an association sub-allocates to clubs).
Further, the selection criteria are worded as if clubs will be the only applicants, in that “club” is predominantly used. To accommodate other bodies it is suggested “club or other hirer” be used as appropriate.
[Club Name] has lower fees than many other soccer clubs because of the high level of volunteer effort. Fees are minimised as part of the club’s efforts for inclusive participation. It is requested council carefully consider the financial ramifications of its policy for any perverse effects on participation.
The policy at various points requires the supply of information. It would be useful to define acceptable documentation and how facts are to demonstrated. It is suggested the point at which information on the selection criteria will be requested be specified.
There is a public interest in maintaining a range of clubs in each sport. It would be undesirable for choice, diversity and heathy competition to have large clubs increase in size at the expense of smaller ones, or new ones. The presumption against substantial increases in allocation is noted and welcomed.
As a sporting club [Club Name] supports the principal of use of public transport, walking and cycling. However, there are practical limits to utilisation.
The club has storage in shipping containers at [location]. These have been used for many years. The club relies on this storage during the winter season and over summer. Were these longstanding arrangements to change the club would be disadvantaged both financially in having to make alternative arrangements and in the extra effort of transporting bulky equipment to and from fields.
Where a sporting club has use of facilities not owned or managed by council, such as a school or government agency, this should be taken into account by council in allocating its fields to avoid effective over-allocation.
It is not entirely clear from the draft if increased tenure would only be available where capital contributions are made, or if it may otherwise be requested by a club. This should be clarified in the final policy.
There are equity issues in managing increased tenure in exchange for increased fees. It may favour clubs with greater resources and those based in higher socioeconomic areas.
Hosting Neutral Games and Finals The current usage agreement is not clear of the permissibility of this.
State Sporting Association is defined but is not used in the policy. The policy refers variously to “governing sporting Association”, “all relevant sporting associations”, “parent associations” and “sports associations” which could give rise to some confusion. It is suggested a single defined term be used throughout for regional/district associations.
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Should Council adopt the Policy on the 27 November 2018, it is proposed that the Policy will apply to the Winter 2019 allocations.
It is noted and understood that all/ most Clubs will be unable to demonstrate targeted programs and this will be an ongoing target and objective.
Section 6.5 of the Policy outlines that Hirers may request additional allocations. However, Council will not generally approve an individual Hirer substantially increasing their allocation. The purpose of this is to help ensure diversity of sporting code access.
Agreed. Team numbers have been added.
Agreed. If the Association is the hirer, the expectation is that they would also need to meet the objectives of the Policy.
Agreed. The use of association, applicant or hirer has been reviewed and utilised only where appropriate.
Fees and charges are not considered as part of this Sporting Grounds Allocation Policy. The review of the fees and charges will be considered separately.
Agreed. Further information on when selection criteria information is needed has been added to the Policy.
Agreed. Section 6.5 of the Policy outlines that Hirers may request additional allocations. However, Council will not generally approve an individual Hirer substantially increasing their allocation. The purpose of this is to help ensure diversity of sporting code access.
Noted. This is only one of the weighted selection criteria. There are a number of other factors which will also be considered in the allocation process.
The Policy outlines that hirers are not entitled to storage space. At this stage there are no plans to make changes to historical storage arrangements. Should changes be proposed in the future, this would be discussed with the relevant club.
Noted. This can be considered. It may be difficult for Council staff to do this, as this information is not always available.
Agreed. This has been clarified in the Policy.
Agreed. The Policy has been updated such that where a Club makes a capital contribution for extended tenure, the applicant must contribute an equivalent amount to Council to be used by Council to upgrade or renew priority sporting ground assets as identified in the Parks and Sportsfields Asset Management Plan. This would help address one of the adopted principles of equity.
Agreed. The Hiring Conditions have been modified to say that Games played on home grounds must be in accordance with the scheduled, home and away fixtures as determined by state sporting associations and any scheduled game must involve a home team, except where the club is hosting finals as scheduled by the state sporting association.
Agreed. The terminology has corrected in the Policy.
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AFL NSW/ ACT and the Newtown Jets made the following comments:
The only item we would like reviewed is item 3.2 Out of Scope.
AFL NSW/ACT [and the Jets] has an agreement for the non-exclusive use of Henson Park till 30 September 2024. Should Henson Park be therefore added to the list of grounds which are out of the new policy?
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As the Clubs have identified, there is a non-exclusive agreement between Council and AFL NSW/ ACT and the Newtown Jets.
Within the scope of the agreement, AFL and the Newtown Jets have prioritised access to the grounds. However, Council may also licence these grounds for use by other Clubs when not in use by AFL and Newtown Jets.
The Policy has been updated to reflect this.
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In 6.2 of policy, could have public, tertiary and private schools at same level, and then preferences will first go to school's space (as a ratio to number of students) and then those who don't have enough space to run events.
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The priority has been clearly set such that public schools have highest priority, followed by tertiary education providers and finally private schools. It is not recommended that these priorities be changed. |
In broad terms, our club is very supportive of the Draft Policy.
That the Winter Season be defined as starting on the 2nd Monday in March and ending on the 2nd Monday in September. Reason: It better reflects the actual usage required by Winter and Summer sports.
The definition of the pre-season allocation is too vague in its implementation to allow either winter or summer sporting clubs to plan the start of their seasons, knowing that preseason training is an integral part of all sports. Fields start to free up at the end of both seasons due to finals involving fewer teams. This decreased usage could allow maintenance to begin earlier on some fields. This approach would support the intention of 6.7. Out of Season Use; sporting clubs would have a greater incentive to notify council to identify those opportunities, knowing the benefit is delivered back to their members via earlier access pre-season.
6.6. Allocation Process & Determination - Item 8 Remove the sentence "Council will not deduct for wet weather". Reason: This statement is related to hire fees and should not be included in the Allocation Policy as it is not relevant to the operation of the Policy.
6.11. New/ Upgraded Sporting Grounds Remove the sentence in paragraph 2: "This historical usage does not extend to the new additional hours of use". Reason: The Weighted Criteria Score table is a comprehensive means of determining the selection criteria and is the centrepiece of the Grounds Allocation Policy. It would be contrary to the stated objective of the policy - to provide a "consistent methodology for the seasonal allocation of sporting grounds and facilities" - if any other methodology were used to determine allocations for fields currently being used by local sporting clubs, regardless of whether they have been upgraded or not. Reason: Sporting clubs and their members are essential to gaining local support and funding for the upgrade of fields and facilities. A club's historical usage of a ground should continue to be recognised where they have been integral to the upgrade taking place. If club's cannot be certain of benefiting from the upgrade for which they and their members have lobbied, volunteered and raised funds then there will be no incentive for clubs to assist in the process. Reason: One of the most important outcomes of the Allocation Policy is to provide certainty for community based sporting clubs. It would be inequitable and unreasonable to expect a local club to compete for access to upgraded local grounds at which the club has proven historic usage, purely on the basis that the ground is now in better condition or offers better facilities.
6.11. New/ Upgraded Sporting Grounds Remove the part of the sentence in paragraph 3 that states: "or upgraded" so that the revised line reads "Should Council obtain new sporting grounds, access to these new facilities will be via a public, open, advertised Expression of Interest". Reason: On meeting the criteria as established in the Weighted Criteria Score table, sporting clubs with proven historic usage of a ground should retain/increase their allocation on that field if it is upgraded.
Games Add the following words at the end of the current sentence: "except where the club is hosting finals as scheduled by the parent association". Reason: Finals games are often played on neutral grounds.
Soccer Goals Amend the following line so that it reads: "The only approved method of affixing nets to goals is as per the goal manufacturer's instructions or by the use of velcro". Reason: some goal posts come with a nylon track system that allows nets to be affixed without velcro or any other type of strap.
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Agreed. This definition can be changed. This can apply from Winter 2020. It is noted that the Winter 2019 allocation EOIs have already been distributed (which do not reflect this change). However, for Winter 2019, this request will be taken into consideration on a case-by-case basis.
Noted. Deductions are related to the fees and charges. However, they also represent a potential significant administration burden for staff in the allocations process and in the issuing of invoices (and/ or refunds). The need to avoid this administration burden needs to be highlighted in the Policy as well.
If a ground has historically been used for 30 hours per week by a club, as per the Policy, generally that club would continue to enjoy the use of those grounds for those 30 hours.
An upgrade may include a new synthetic turf field. In this instance, it would be anticipated that a significant number of additional hours could be utilised from these grounds. An additional 30 hours per week may be realised. It is intended that these 30 additional hours could be allocated to other potential applicants, including new and emerging sports. This reflects the objectives of the Policy to provide a diverse range of opportunities for participation in sports and to ensure the opportunity for participation of broad mix of groups, including participation of girls; women; people from lower socio economic backgrounds; people with disabilities; seniors and people from culturally and linguistically diverse backgrounds.
Notwithstanding this, if a historical user has made a capital contribution to the upgrade, it is agreed that they should be the be predominant/ sole beneficiary of the additional hours. This would be discussed at the time of the contribution. As outlined in 6.10 Tenure & Capital Contributions, any proposal to accept a capital contribution from a Hirer and offer increased tenure and/ or decreased hire fees will be reported to Council, who will make the final determination as to whether to accept the capital contribution.
The sentence has been changed to read, “Should Council obtain new or upgraded sporting grounds (where the hours of use is substantially increased), access to these new facilities will be via a public, open, advertised Expression of Interest.”
The reason for this is as per the comment above.
Agreed. This has been changed in the Policy.
Agreed. This has been changed in the Policy.
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Seven submissions were received from the community requesting exclusive off-leash areas within the Inner West, at specified times, for greyhound dogs.
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The Sporting Grounds Allocation Policy was not developed to address this particular issue.
Some of Council’s sporting grounds are off-leash when not in use for sporting games or training. There is no capacity at the present time or in the foreseeable future for any team sports to be removed from sporting grounds to allow additional access for off-leash dogs (greyhounds or otherwise).
If Council were to develop exclusive off-leash area for greyhounds, this is likely to create a regional attractor. There is already an ongoing high demand for open space resources within the Inner West, particularly with increasing densities. In this respect, there are other larger areas within the greater Sydney metropolitan area which may be suitable for such use. I note that the NSW State Government supports the greyhound racing industry as well as regulating and monitoring the welfare of greyhounds. In this respect, sites controlled by the NSW Government may be better options for the Greyhound Group to investigate.
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FURTHER AMENDMENTS
In response to feedback from various individual Councillors, the following amendments have also been incorporated into the proposed final Policy:
· “Hockey” has been added as a traditional winter sport in the definitions.
· In the Conditions of Seasonal Hire – Car Parking, “and visitors” has been added to the sentence, “Hirers are responsible for the conduct of their members in this regard.”
· Clarification has been made that the Policy does include Richard Murden netball courts.
· In the capital contribution section, an additional requirement has been added that where a Club makes a capital contribution for extended tenure, the applicant must contribute an equivalent amount to Council to be used by Council to upgrade or renew priority sporting ground assets as identified in the Parks and Sportsfields Asset Management Plan. This would help address one of the adopted principles of equity.
FORMER LEGACY COUNCIL/S’ POLICIES TO BE RESCINDED
In developing this new Policy, the Sports Ground Allocation Policy (former Marrickville Council) was considered. It is appropriate that on adoption of the new Policy, the former Sports Ground Allocation Policy be rescinded by Council. This former Policy is attached.
FINANCIAL IMPLICATIONS
Staff resources have been allocated to the administration of this Policy as part of their annual action plan.
OTHER STAFF COMMENTS
The 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 draft Sporting Grounds Allocation Policy was emailed to all sporting clubs currently utilising sporting grounds in the Inner West on the 17 October 2018. The clubs were requested to provide feedback on the draft Policy by the 12 November 2018.
The following diagram illustrates the process to develop the Sporting Grounds Allocation Policy.
Feedback from the Clubs and community representatives is discussed above in the report.
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.
1.⇩ |
Sporting Grounds Allocation Policy |
2.⇩ |
Former Marrickville Sports Ground Allocation Policy |
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Council Meeting 27 November 2018 |
Sporting Grounds Allocations Policy
Sporting Grounds Allocations Policy
DOCUMENT PROFILE
Title |
Sporting Grounds Allocations Policy |
Summary |
This Policy will contribute to a Healthier Inner West by encouraging active sports participation. The Policy establishes eligibility and the selection criteria for the seasonal allocation of sporting grounds. |
Background |
The Policy provides a transparent, equitable and consistent methodology for the seasonal allocation of sporting grounds and facilities |
Policy Type |
Council Policy |
Relevant Strategic Plan Objective |
Strategic direction 4: Caring, happy, healthy communities 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 2. Provide opportunities for people to participate in recreational activities they enjoy |
Relevant Council References |
Events in Parks Policy Park Access Application Park Plans of Management |
Main Legislative Or Regulatory Reference |
Local Government Act |
Applicable Delegation Of Authority |
As per Delegations Register |
Attachments |
See Appendixes |
Record Notes |
External available document |
Version Control |
See last page |
Document: |
Council Policy |
Uncontrolled Copy When Printed |
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Custodian: |
Parks Planning & Engagement Manager |
Version # |
1 |
Approved By: |
Group Manager Trees, Parks & Sportsfields |
TRIM Ref # |
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Adopted By: |
Council |
Publish Location |
Internet |
Adopted Date and Minute #: |
Xx / xx / xx |
Next Review Date |
XX / XX / xX |
1. PURPOSE
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.
2. OBJECTIVE
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; seniors 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 state 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.
3. SCOPE
3.1. In scope
This policy applies to the following sporting grounds within the Inner West:
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 (outside of the non-exclusive Deed of Agreement), HJ Mahoney Memorial Reserve, King George Park, Leichhardt Oval # 2, Leichhardt Oval # 3, Mackey Park, Marrickville Park, Petersham Oval, Pratten Park, Richard Murden Netball Courts, SSC Leichhardt Campus, Steel Park, Tempe Recreation Reserve and Waterfront Drive (Callan Park).
This policy will apply to any new sporting grounds within the Inner West. See 6.9 New/ Upgraded sporting grounds for further information.
This policy applies to all sporting clubs, state sporting associations, schools, tertiary education providers and other organisations seeking an allocation to utilise Council sporting grounds and facilities.
3.2. Out of scope
This policy does not apply to those sporting grounds which are the subject of an existing long term (greater than one season) lease or licence, until such time as these existing leases/ licences expire. These grounds include:
Sporting Ground |
Organisation with Lease/ Licence |
Expiry of Lease/ Licence |
Centenary Park |
Super 6 Soccer Pty Ltd (Summer) |
March 2020 |
Lambert Park |
APIA Leichhardt Tigers Football Club |
March 2020 |
Pratten Park |
Western Suburbs District Cricket Club (Summer) |
August 2032 |
Canterbury District Soccer Football Association (Winter) |
March 2021 |
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Tempe Reserve Netball Courts (part of Robyn Webster Sports Centre) |
Sydney University Sport and Fitness |
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This policy does not apply to those sporting grounds which are the subject of a Deed of Agreement, within the terms of the non-exclusive Deed of Agreement and until such time as the Agreement expires. These grounds include:
Sporting Ground |
Deed of Agreement (Non-Exclusive) |
Expiry of Agreement |
Henson Park |
AFL NSW/ ACT (Winter) and Newtown Jets (Winter) |
September 2024 |
The above sporting grounds will be subject to the Policy (in scope) should the lease, licence or Deed of Agreement expire and it is not renewed.
New Leases, Licences and Deeds of Agreements
Should Council enter into a new lease, licence or Deed of Agreement with a club or state sporting association, the Policy would no longer apply to the relevant sporting ground.
Leichhardt Oval
This policy does not apply to allocations at Leichhardt Oval. The Application to hire Leichhardt Oval may be found on the Council website.
Events in Parks Policy and Guidelines
This policy does not apply to special events and one-off events. These activities are managed under the Events in Parks Policy and Guidelines.
4. DEFINITIONS
Allocation
An allocation is an agreement between Council and a hirer to utilise a Council sporting ground and/or facility. It is a short term licence (less than a year). An allocation allows a hirer non-exclusive use of a sports ground and/or facility at specific agreed times. Allocations can be annual, seasonal or casual in nature.
Applicant
An applicant includes any sporting club, state sporting association, community group, school, tertiary organisation or any other group or organisation that make an application for a seasonal hire allocation.
Casual Allocation
An allocation to a club, association, community group, school or commercial sporting provider to utilise a sporting ground or facility on a single occasion for a pre- determined fee. Seasonal allocation requirements are prioritised over casual allocations and are also subject to ground availability and condition.
Facilities
The buildings adjacent to sporting grounds, including
toilets, canteens, storerooms and change rooms.
Hirer
A hirer includes any sporting club, state sporting association, community group, school, tertiary organisation or any other group or organisation that hires a sporting ground.
In Season Allocation
During the summer or Winter Season as defined.
Lease
A Lease grants a tenant exclusive possession of a Council property and gives the tenant a proprietary interest in the Council Property which is binding on third parties. Leases will not generally be used for the tenure of sporting grounds.
Licence
Licences confer non-exclusive use of a licenced area for a specified period subject to payment of a licence fee. Multiple licences may be issued to multiple users of the same licenced area for different times. Licences can be for a one off use (permit or hire agreement) or regular ongoing use throughout a season (seasonal hire).
Pre-Season Allocation
A restricted allocation (subject to availability) to a hirer to utilise a Council sporting ground and/or facility at agreed times prior to the commencement of the competitive scheduled winter sporting season for the purpose of sports training and physical preparation for the winter season.
Seasonal Allocation
An allocation to a hirer to utilise a Council sporting ground and/or facility at agreed times throughout the summer or winter season.
School Allocation
An allocation to a school to utilise a Council sporting ground and/or facility during the day (between 9am – 3pm during school terms) at agreed times throughout the summer or winter season.
Sporting Grounds and Facilities
Council owned sporting infrastructure available for sporting use for training and game days.
State Sporting Association
A pre-eminent governing body for a sport in NSW
Substantial Increase
A substantial increase in allocations is greater than ten hours or greater than 10% of the hirer’s current allocation in one year (whichever is the lesser) AND/ OR greater than 20 hours or greater than 20% of the hirer’s current allocation over five years (whichever is the lesser).
Summer Season Allocation
An allocation to a hirer to utilise a Council sporting ground and/or facility at agreed times between the period of second Saturday in September and second Sunday in March (subject to maintenance needs).
Summer Sports (Traditional)
The following are traditional summer sports: athletics, baseball, cricket, oz tag, touch football, ultimate frisbee and six aside soccer,
Winter Season Allocation
An allocation to a hirer to utilise a Council sporting ground and/or facility at agreed times between the period of the second Monday in March and the second Friday in September (pre-season allocations may start earlier).
Winter Sports (Traditional)
The following are traditional winter sports: football (soccer), netball, rugby league, rugby union, hockey and Australian Rules football.
5. POLICY STATEMENT
The Inner West Council recognises that access to open space for sporting and recreational use is of strategic importance to residents who live, work and play in the Inner West. Access to sporting grounds, which provide for a diverse range of recreational opportunities, is important in contributing to a healthy Inner West.
The Sporting Grounds Allocation Policy establishes the eligibility and selection criteria to be applied when allocating use of Council’s sports grounds and facilities to sporting clubs, state sporting associations, schools, tertiary education providers and commercial operators within the Inner West Council Local Government Area.
Council allocates sporting grounds on a seasonal and casual basis. Council will endeavor to accommodate seasonal and casual allocations, within the number of sporting grounds available and taking into consideration the long term whole-of-life cost of the assets including depreciation and maintenance.
6. POLICY
6.1. Policy Principles
This Sporting Grounds Allocation Policy has been developed in accordance with the following principles:
· Transparent
· Equitable
· Consistent
These principles were discussed with the Inner West sporting clubs and associations in the development of this Policy.
Council staff will utilise the following hierarchy to prioritise the allocation of sporting grounds:
1. Community based sporting club training
2. Community based sporting club games
3. Council events and events formally endorsed by Council
4. Inner West public schools competitive sporting programs and physical education classes
5. Tertiary education providers
6. Inner West private schools competitive sporting programs and physical education classes
7. Community based organisations
8. Commercial organisations
6.3. Allocation Types
Council offers the following types of allocations for the use of sporting grounds and their associated facilities:
· Winter Season Allocation
· Summer Season Allocation
· Preseason Allocation (subject to availability)
· Casual Allocation (subject to availability)
· School Allocation
6.4. Applicant Eligibility Criteria
To be eligible to submit an application for a sporting ground and associated facilities, applicants must satisfy the following criteria:
· Submit to Council a completed and accurate Allocation Application Form/s by the advertised closing date; and
· Provide documented evidence that the majority of their membership resides within the Inner West Council local government area; and
· Have no outstanding debt with Council; and
· Provide a Certificate of Currency for public liability insurance of a minimum of $20 million. 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 and include functions such as organising and running a sporting event or sporting club or state sporting association; and
· Provide a copy of the applicant’s annual report, including the financial report; and
· Provide a copy of the applicant’s documented plan to increase participation of girls and women, culturally and linguistically diverse and socially disadvantaged people.
The applicant must satisfy the Eligibility Criteria outlined in 6.3 Applicant Eligibility Criteria. Once this is satisfied, Council will review allocation requests for sporting grounds sequentially as follows:
1. The hierarchy in 6.2 Hierarchy of Use will be utilised.
2. Where only one applicant is requesting access to a suitable sporting ground, in general this will be made available to them.
3. Council accepts that hirers require reasonable assurance that they will continue to be allocated seasonal use of sporting grounds to plan and manage their strategic plans effectively. Where a hirer continues to demonstrate membership numbers, Council will not unreasonably refuse to provide an allocation, consistent with the previous season’s allocations.
4. Hirers may request additional allocations. From year-to-year, Council will not generally approve an individual hirer substantially increasing their allocation. The purpose of this condition is to help ensure diversity of sporting code access.
5. Council encourages applicants to collaborate with each other. Should two or more applicants put forward a proposed sharing arrangement of a sporting ground, Council will give this favourable consideration.
6. Council staff will attempt to resolve conflicting requests through mutual agreement between applicants.
7. Where Council cannot resolve the conflicting request through mutual agreement, when required, competing requests will be assessed against the weighted criteria outlined below, with the allocation given to the applicant with the highest weighted criteria score. At this stage, applicants will be requested to submit information which demonstrates their capacity to address the weighted criteria.
Weighted Criteria Score
|
Criteria |
Principles |
Scoring |
Assessment Guide |
A |
Historical Use of Facilities |
Council will recognise applicants with a strong history at particular facilities. Council recognises that active sporting grounds are in high demand and priority access will be given to Inner West residents. Priority will be given to clubs which have the majority of members based in the Inner West. |
10 |
Historical home ground of Inner West sporting club (i.e. No other club has been based there) |
5 |
Inner West home based sporting club for more than ten years |
|||
3 |
Inner West home based sporting club for less than ten years |
|||
0 |
Applicant with no previous home within the Inner West |
|||
B |
Community Based |
Sporting grounds are a limited resource and must be utilised to provide maximum overall benefit to the community. Council recognises that sporting clubs provide community building benefits. |
5 |
Not-for-profit sporting clubs with demonstrated strong ties to the local community (e.g. community groups, schools) |
3 |
Not-for-profit sporting clubs with no demonstrated links to the local community |
|||
0 |
Commercial operators |
|||
0 |
No information provided |
|||
C |
Membership/ Team Numbers |
Sporting clubs and associations are instrumental in increasing positive social, cultural and economic benefits and developing community leaders. Participation levels are therefore a factor in the level of benefit to the community. If an applicant has declining membership/ teams, their hours of access may be decreased, they be relocated to an alternative venue more suited to the applicant’s level of usage or a secondary allocation may be given to another applicant to maximise use; |
5 |
Applicant membership numbers/ teams are steady or increasing |
3 |
Applicant membership numbers/ teams have declined in the last year |
|||
0 |
Applicant membership numbers/ teams have declined over the last three years |
|||
0 |
No information provided |
|||
D |
Tenancy Record |
Council recognises the social and cultural important of an applicant having a good relationship with Council, other park users and the local community. A history of compliance with all terms and conditions of hire is essential. Consideration will be given to factors such as only utilising the grounds during allocated hours, maintaining allocated sporting grounds and facilities in a clean and tidy manner, and no substantiated complaints from nearby residents. |
5 |
Good records of stewardship of sporting grounds. No impact on neighboring residents. No breaches in the previous five years. |
3 |
Fair record of stewardship. No impact on neighboring residents within the previous two years. No breaches in the previous two years. |
|||
0 |
Breach within the previous two years |
|||
E |
Access & Equity |
Ensuring the opportunity for participation of a broad mix of groups. Council will allocate ground to support sporting applicants which have programs to increase participation of girls; women; people from lower socio economic backgrounds; people with disabilities; seniors and people from culturally and linguistically diverse backgrounds. |
5 |
Three or more programs or support for people from a targeted group. |
3 |
Two programs or support for people from a targeted group. |
|||
1 |
One program or support for people from a targeted group. |
|||
0 |
Zero programs or support for people from a targeted group. |
|||
0 |
No information provided |
|||
F |
Support for Access & Equity |
Demonstrated long term support by applicants for increased participation of girls; women; people from lower socio economic backgrounds; people with disabilities; seniors and people from culturally and linguistically diverse backgrounds. |
5 |
Demonstrated increase in applicant membership numbers from a targeted group. |
1 |
Steady applicant membership numbers from a targeted group. |
|||
0 |
Declining applicant membership numbers from a targeted group. |
|||
0 |
No information provided |
|||
G |
Leadership Diversity |
Council will support sporting applicants which demonstrate increasing numbers of women; people from lower socio economic backgrounds; people with disabilities; seniors and people from culturally and linguistically diverse backgrounds in positions coaching, leading, instructing, decision makers, officials and administrators at all levels. |
5 |
Demonstrated increase in applicant leadership diversity. |
1 |
Steady applicant leadership diversity. |
|||
0 |
Declining applicant leadership diversity. |
|||
0 |
No information provided |
|||
H |
Diversity of Sports |
Council will allocate grounds to encourage a diversity of sporting codes. Where a new and emerging sport can demonstrate that they have a plan for the ongoing success of the applicant for a number of years, Council will endeavor to accommodate their needs. For emerging applicants, the allocation of sporting grounds will not be based solely on applicant membership numbers. |
5 |
New or emerging sport, where the applicant can demonstrate a plan for ongoing success |
1 |
New or emerging sport, where the applicant cannot demonstrate a plan for ongoing success |
|||
I |
Traditional Seasonal Allocations |
Sporting grounds are a limited resource. Preference will be given to the traditional seasonal allocations. |
5 |
Request for a summer season allocation by a summer sport OR request for a winter season allocation by a winter sport. |
0 |
Request for a summer season allocation by a winter sport OR request for a winter season allocation by a summer sport. |
|||
J |
History of Financial Responsibility |
Sporting grounds are a limited resource and the costs are subsidised by Council. Priority will be given to fiscally responsible applicants. |
5 |
No outstanding debt with Council in the previous five years. |
3 |
Outstanding debt with Council in the previous five years, which has now been repaid. |
|||
No Allocation |
Current outstanding debt with Council. |
|||
K
|
Applicant Development |
Ensuring applicants have good policies and practices in place including risk management, child protection and anti-bullying to ensure a safe environment for all participants. Facility management, succession planning and organisation management structure documentation is also well regarded. |
5 |
Applicants with documented policies and initiatives to support volunteers. |
3 |
Applicants with policies in development |
|||
0 |
No documented policies or plains in place. |
|||
0 |
No information provided |
|||
L |
Traffic and Parking Impacts |
Traffic and parking impacts must be minimised for the amenity of the surrounding community. |
5 |
Applicants with documented policies to incorporate public and active transport in their organisation of activities. |
3 |
Applicants with policies in development. |
|||
0 |
No documented policies or plains in place. |
|||
0 |
No information provided |
School and Tertiary Organisation Selection Criteria
Council will review allocation requests for sporting grounds from school and tertiary organisations as follows:
· Priority will be given to schools and tertiary organisations as outlined in 6.2 Hierarchy of Use; and
· Priority will then be given to schools and tertiary organisations in accordance with the following hierarchy (in order):
1. No available grounds within the school/ tertiary organisation
2. Limited available grounds within the school/ tertiary organisation
3. Substantial available grounds within the school/ tertiary organisation
6.6. Allocation Process & Determination
The allocation process is undertaken as follows:
1. Staff will advertise for Expressions of Interest and distribute the Allocation Application Forms for the summer season by June and for the winter season by November (it may be possible to bring this forward in the future pending the introduction of an online booking system). Notwithstanding this, in all cases, it is the responsibility of the hirer to ensure that application forms are requested and received.
2. Summer applications are due back to Council in July and winter applications are due back in December. The due date will be stated on the application. Late applications will not be considered.
3. Council staff will assess the applications in accordance with 6.2 Hierarchy of Use, 6.3 Applicant Eligibility Criteria and 6.4 Selection Criteria. This process takes approximately one month.
4. The allocation determination will be made by Council staff as resolved by Council on the 21 August 2018.
5. Council staff will distribute the Draft allocations to the hirers for comment for a period of ten days.
6. Council staff will distribute the Final allocations. Council staff will advise hirers of any shut down or maintenance periods during the seasonal allocation (e.g. Easter) at the start of the season.
7. Any further requested changes to the allocation (e.g. as a result of increased / decreased registrations) will be accommodated subject to availability and consistency with the principles contained in this Policy.
8. Council will issue invoices for seasonal allocations one month after the commencement of the respective sporting season. Council will not deduct for wet weather.
9. At the start of each season, the seasonal allocations, including the relevant hirer, will be published on Council’s website (this will not include casual hirers).
6.7. Out of Season Use
Applicants are allocated grounds for the fixed summer or winter season only.
All applicants are required to notify Council’s Parks Planning and Engagement team two weeks prior to the season completion advising if sporting grounds are not required for finals. Subject to maintenance requirements, Council may permit the hirer in the following season to start training earlier.
Council may allow hirers to utilise the sporting grounds for out of season use if there are grounds available.
All commercial operators or associations running competitions must make sure that their competitions run within the winter and summer allocation periods. There is no provision for these competitions to overlap seasons or be moved to alternative sporting ground in the interim.
6.8. Sporting Ground Rest Periods
Sporting grounds will be managed to maximise long term usage and minimise over-use. Council will restrict sporting ground use in order to maintain safe playing surface conditions and minimise maintenance.
All of the sporting grounds will be rested (not utilised) for a minimum of one week between the seasons. Generally this will be in the last week of March and the first week of September. This may change annually if longer rest periods are required.
Council will advise the hirers at the start of the season, the week(s) that the sporting grounds will be not utilised.
All sporting grounds will be rested on Mondays, with the exception of those grounds listed in the table below.
Sporting Ground |
Exemption to use on Monday (Reason) |
Arlington Reserve |
Arlington Reserve is a synthetic turf sporting ground and as such it does not need to be rested. Arlington Reserve has a Management Plan in place. |
Hard surface courts (eg. basketball, netball, tennis, multi-purpose) |
Hard surface courts do not need to be rested. |
Henson Park |
Henson Park currently has training Monday to Friday evenings. The sporting grounds are rested during the daytime as there is no school usage |
King George Park |
Athletic events only, with minimal impact on the grounds. |
Synthetic Turf Sporting Grounds |
Should any new synthetic turf sporting grounds be installed by Council, these will not need to be rested. |
Tempe Reserve |
St George Oztag has been playing at Tempe Reserve on Monday nights (only) for many years. They have indicated that they would like this to continue. The exemption to use Tempe Reserve by St George Oztag on Mondays will be granted for a fixed period until 2021, to allow the Club time to make other arrangements. The Club will be given notice. |
6.9. Fees and Charges
The seasonal allocation of sporting grounds to hirers is subject to the payment of the relevant fees and charges. These fees and charges are updated annually and are advertised on Council’s website.
6.10. Tenure & Capital Contributions
Council is committed to the provision and maintenance of a range of well-maintained and safe sporting grounds and facilities to encourage informal and organised recreation activities consistent with community needs.
Council has an adopted Parks and Sportsfields Asset Management Plan which provides a comprehensive plan to ensure the delivery of services from parks and sportsfields infrastructure is provided in a financially sustainable manner. The asset management plan details information about infrastructure assets including actions required to provide an agreed level of service in the most cost effective manner while outlining associated risks. The plan defines the services to be provided, how the services are provided and what funds are required to provide the services over a 20-year planning period.
Long Term Leases/ Licences
Most parks are classified as community land. S46A(3) of the Local Government Act requires leases of community land greater than five years to be via public, open tender.
If applicants are seeking a lease/ licence of greater than five years, in the first instance, applicants should contact the Trees, Parks & Sportsfields service unit to discuss this process.
Short Term Licences
Council has no expectation that sporting clubs or associations will make a capital contribution to the development of a facility. In general, allocations will continue to be managed on a seasonal basis as outlined in this policy.
Notwithstanding this, Council aims to recognise and encourage organisations who do contribute to the development and/or upgrade of a Council facility. In recognition of a capital contribution, Council may (at its absolute discretion) provide the following:
· Increased tenure (up to a maximum of five years)
· Decreased hire fees
The following will be given consideration when determining whether to accept a capital contribution:
· The applicant seeking longer tenure must meet the following minimum criteria:
o The majority of their membership must reside within the Inner West Council local government area
o Not-for-profit sporting clubs with demonstrated strong ties to the local community (e.g. community groups, schools)
o Applicant membership numbers are steady or increasing
o Good records of stewardship of sporting grounds. No breaches in the previous five years.
o Demonstrated programs to support increased participation of girls; women; people from lower socio economic backgrounds; people with disabilities; seniors and/ or people from culturally and linguistically diverse backgrounds.
o No outstanding debt with Council in the previous five years;
· Any improvements must be consistent with the Recreation Needs Study: A Healthier Inner West and the relevant park Plan of Management.
· Any improvements must have the appropriate planning approvals.
· The capital improvements must coincide with and not adversely impact on the needs of the other sporting ground users and the wider community.
· In addition to the amount contributed to apply for extended tenure, the applicant must contribute an equivalent amount to Council to be used by Council to upgrade or renew priority sporting ground assets as identified in the Parks and Sportsfields Asset Management Plan.
· Council must be willing and financially able to take on the increased maintenance and depreciation associated with the capital upgrade.
· No assumption should be made that Council will make a co-contribution to the capital improvements. Council may (at its absolute discretion) choose to partner with an applicant if the proposed works are already identified and funded in the Long Term Financial Plan and Parks and Sportsfields Asset Management Plan.
· Throughout the period of tenure, the licence agreement will require ongoing participation levels to justify the allocation of the facility and the ongoing financial viability of the organisation.
· Any substantial increase in hours (e.g. lights or synthetic surface) will require a public, open EOI process as outlined in 6.10 New/ Upgraded Sporting Grounds.
Organisations contributing toward the capital upgrade of Council facilities do so on the understanding that the facility remains in Council ownership and that Council will specify and project manage all capital construction works.
Increased Tenure
Increased tenure will be calculated as follows:
Length of Tenure |
Anticipated Capital Contribution |
1 season |
Advertised fees and charges for 1 year x 1 |
2 seasons |
Advertised fees and charges for 2 years (Inc. CPI) x 1.25 |
3 seasons |
Advertised fees and charges for 3 years (Inc. CPI) x 1.5 |
4 seasons |
Advertised fees and charges for 4 years (Inc. CPI) x 1.75 |
5 seasons |
Advertised fees and charges for 5 years (Inc. CPI) x 2 |
For example, if an applicant in year 2018 pays $1,000 and they are seeking a five year tenure, their capital contribution will be:
($1,000 + 1,030 + $1,061 + $1,091 + $1,126) x 2 = $10,618
A similar calculation will be utilised for decreased hire fees.
The capital contribution made by the applicant will be utilised as follows:
· 50% for the capital improvements nominated by the applicant
· 50% for capital improvements nominated by Council to upgrade or renew priority sporting ground assets as identified in the Parks and Sportsfields Asset Management Plan. These improvements may be located in another sporting ground.
Grant Funding Submissions
If requested by the Clubs, Council can be the lead applicants in grant funding submissions to State and Federal Governments and peak state sporting associations for infrastructure upgrades to Council grounds. Council staff will prepare the grant submission. Sporting Clubs will be required to assist in the provision of information to satisfy the grant funding application requirements.
Council Approval
Any proposal to accept a capital contribution from a hirer and offer increased tenure and/ or decreased hire fees will be reported to Council, who will make the final determination as to whether to accept the capital contribution.
6.11. New/ Upgraded Sporting Grounds
Council may take possession of new sporting grounds. Council may also upgrade sporting grounds such that the hours of use for those grounds is substantially increased (e.g. through new floodlighting or a synthetic surface).
As outlined above, the allocation of sporting grounds will recognise the historical usage of the grounds. This historical usage does not extend to the new additional hours of use.
Should Council obtain new or upgraded sporting grounds (where the hours of use is substantially increased), access to these new facilities will be via a public, open, advertised Expression of Interest. The Expression of Interest will be advertised in the local newspaper. The criteria for allocation of the new or upgraded sporting grounds will be outlined in the advertisement.
Any hirer using a sporting ground or facility which is in breach of the Conditions of Hire outlined in Annexure 1 – Conditions of Seasonal Hire as attached may be subject to the following:
· Exclusion from future allocations
· Monetary penalty
Warnings
Where it is alleged that a hirer has breached the Allocation conditions, the following will be undertaken:
· On the first alleged breach, Council staff will investigate the breach and make an assessment. The hirer will be notified in writing of the breach assessment.
· On the second alleged breach, Council staff will investigate the breach and make an assessment. If upheld, the hirer will be provided with the breach assessment and a first written warning.
· On the third alleged breach, Council staff will investigate the breach and make an assessment. If upheld, the hirer will be provided with the breach assessment and a second written warning.
· On the fourth alleged breach, Council staff will investigate the breach and make an assessment. If upheld, the hirer will be provided with the breach assessment and a final written warning. At this point, at its absolute discretion, Council may cancel the hirer’s allocations for the season.
Future Allocations
Council will excluded an applicant from future allocations for the following:
· If the applicant has an outstanding debt with Council; OR
· If the applicant has been issued with a final written warning in the preceding season.
Council may consider excluding an applicant from future allocations for the following:
· If the applicant has been issued with one or more written warnings in the preceding season; OR
· If the damage caused by the applicant impacts on the start of the season for the subsequent sporting ground hirer.
Monetary Penalties
All damage to Council property, either deliberate or accidental should be reported to Council as soon as possible, outlining full details of the incident.
After the season, excepting usual seasonal wear and tear, the sporting ground and facilities are to be returned to the same condition as they were prior to the season. In the event that the hirer does not hand back the site in the same condition, Council will clean and repair the sporting ground and facilities to the standard required by Council at the hirer’s cost.
During the season, Council will on-charge any additional costs incurred by Council to the hirer including:
· The cost of monitoring activities for compliance with conditions of consent; and
· The cost to clean up waste from a park, sporting grounds or change/ amenity building; and
· The cost to repair unreasonable damage after use; and
· Use of canteens and kiosks.
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.
7. APPEAL PROCESS
Applicants may only make an appeal if they have no outstanding debt with Council. Appeals may only be made by not-for-profit volunteer based sporting clubs.
Should an individual Club be unsatisfied with the allocations made available to them, the following appeal process will be followed:
· The Club is to lodge a written appeal, outlining their reasons for appealing. The appeal must be received within two weeks from the date when final allocations are issued by Council. The written appeal is to be signed by the state sporting association (where there is one). The Group Manager Trees, Parks & Sportsfields (or equivalent) will review the appeal and advise the Club of:
o The outcome of the appeal and any action taken;
o The reason/s for the decision;
o The proposed remedy or resolution/s that will be put in place (if needed); and
o Any options for review
· Should the Club still be unhappy with the allocation, 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 be referred to the Allocations Review Committee. The Allocations Review Committee will respond to the Club with the following:
o The outcome of the appeal and any action taken;
o The reason/s for the decision; and
o The proposed remedy or resolution/s that will be put in place (if needed).
The elected Councillors will play no part in the allocation appeal process.
Allocations Review Committee
Terms of Reference will be prepared for the Allocations Review Committee in accordance with the following:
· Summer and winter season Allocations Review Committees will be established.
· Membership of the Allocations Review Committee is to be made up of Council officers and members of all relevant state sporting associations.
· The relevant state sporting associations must have sporting clubs which are locally based with the Inner West area.
Council
The elected Councillors may only overturn a staff allocation determination or an Allocations Review Committee determination through a resolution of Council via a Notice of Motion to Council.
8. RESPONSIBILITIES
Parks Planning & Engagement Staff, within the Trees, Parks & Sportsfields service unit are responsible for administering, assessing and determining the allocations in accordance with the above methodology.
The Group Manager Trees, Parks & Sportsfields (or equivalent) is responsible for reviewing first appeals in accordance with the above methodology. The Allocations Review Committee is responsible for reviewing second appeals in accordance with the above methodology.
The Finance service unit are responsible for issuing invoices to the hirers, on advice from the Trees, Parks & Sportsfields service unit.
Trees, Parks & Sportsfields service unit are responsible for maintenance of the sporting grounds.
The Properties, Major Building Projects and Facilities team are responsible for maintenance and cleaning of the facilities.
9. ASSOCIATED PROCEDURES
The following are related legislation, policies and procedures:
· Inner West Events in Parks Policy and Guidelines
· Park Plans of Management
· Inner West Council Park Use & Access Guidelines
· Inner West Council Fees & Charges
· Inner West Mobile Food Vending Policy
· Local Government Filming Protocol
· Inner West Council Events Policy
· Local Government Act 1993 (NSW)
· Crown Lands Act
· Environmental Planning & Assessment Act 1979 (NSW)
· Local Environment Plans
· Development Control Plans
· Food Act 2003 (NSW)
· Food Regulation 2015 (NSW)
· Food Standards Code
· Liquor Act 2007 (NSW)
· Smoke-Free Environment Act 2000 (NSW)
· Smoke-Free Environment Regulation 2016 (NSW)
· Callan Park (Special Provisions) Act 2002 (NSW)
Version Control - POLICY HISTORY:
The history of modifications and approval to the Policy must be detailed in the table below post adoption
Governance Use only:
Version |
Amended By |
Changes Made |
Date |
TRIM # |
1 |
Group Manager Trees, Parks & Sportsfields |
New IWC Policy |
October 2018 |
|
2 |
|
|
|
|
Annexure 1 – Conditions of Seasonal Hire
By submitting a Sporting Grounds Allocation Application, applicants and hirers are agreeing to the Conditions of Season Hire outlined below.
Written Approval
Hirers may only utilise the sporting grounds when they have an agreed allocated booking. Council will provide written approval of allocations. This is to help ensure that the sporting grounds have adequate rest periods and to maintain the sporting grounds in the long term.
Where a hirer is found to be playing on a sporting ground outside their allocated booking, they will be subject to the penalties outlined in 6.11 Damages and Breaches.
Subletting
Hirers may not sublet or reallocate grounds and/ or facilities to other users on a casual or seasonal basis. All grounds allocations must be approved by Council. This is primarily to manage risk and ensure public safety.
Hours of Operation
The standard hours of operation for sporting grounds within the Inner West are as follows:
· Mondays - all sporting grounds are closed for rest and maintenance (with the only exceptions noted in 6.8 Sporting Ground Rest Periods)
· Tuesdays to Fridays 7.00 am – 9.00 pm
· Saturday 8.00 am – 6pm.
· Sunday 8.00 am – 5pm
Any exception to the standard hours of operation must be approved by Council in writing.
Games
Games played on home grounds must be in accordance with the scheduled, home and away fixtures as determined by state sporting associations and any scheduled game must involve a home team, except where the club is hosting finals as scheduled by the state sporting association.
Availability of Grounds Outside Allocations
Sporting grounds and facilities are not available for use outside the approved times unless prior arrangements have been confirmed with the Parks Planning and Engagement team. Where such use is permitted, the casual hire charges will apply.
Should any hirer find it necessary to alter the times of ground usage during the season, arrangements should be made with the Parks Planning and Engagement team prior to any changes being made.
Ground Closures
Council reserves the right to close any sporting ground and/ or facility due to inclement weather, to protect the playing surface and other assets, due to safety concerns, to reduce risk to players and the public or to allow the completion of capital and maintenance works. This decision is not negotiable.
Council staff inspect the sporting grounds regularly, as part of ongoing maintenance. Hirers are also required to conduct pre-match ground assessments and address any hazards.
In the event of inclement weather conditions, Council will inspect each ground and determine its suitability for use.
Council will close grounds during inclement weather on weekdays to prevent playing surface deterioration, in preference to match play on weekends.
Council will assess and notify users of sporting ground closures through the following means:
· Council website (https://www.innerwest.nsw.gov.au/explore/parks-sport-and-recreation/sporting-ground-status)
· Wet weather line on 9367 9190
· Twitter: @IWCsportgrounds
· Open and Closed signs at the sporting grounds (where available).
Council staff will update the ground closure notifications by 10am for the Schools and 3pm for the evening hirers.
If during the season, the condition of the sporting ground deteriorates, Council may, at its absolute discretion reduce the hours or cancel the right of a hirer to use a sporting ground for health and safety and/ or maintenance reasons.
Council will not be held responsible for relocating or finding alternative sporting grounds for the hirers. Council will not be held responsible for any costs incurred by a hirer relocating to an alternative venue due to ground closures.
No refunds will be provided for closures associated with inclement weather. It is noted that Council heavily subsides the management and maintenance of access to sporting grounds for community access.
Other Users
Outside of the agreed allocation hours to hirers, Council retains the right to make the sporting grounds and facilities available to casual hirers.
Member Behaviour
The hirer is responsible for the satisfactory conduct of all members and persons attending their training/ games/ utilising the sporting ground. The hirer 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.
Emergency Access
Council will issue keys to seasonal sporting ground hirers. Access to the venue must be maintained for emergency vehicles. Hirers, if onsite, are responsible for allowing access in the case of an emergency.
Storage Allocation and Containers
Hirers are not entitled to storage space. If storage is available at the sporting ground, Council may at its absolute discretion provide hirers with access to this space. Council will at its absolute discretion determine the design, placement and size of storage space made available to hirers.
Any storage will be approved on a seasonal basis. Council staff may direct hirers to remove any items stored at the end of the season.
No new shipping containers, utilised for storage, will be permitted within the Inner West.
Sporting Ground Damage
When undertaking training, hirers are encouraged to rotate their training/ drill areas within the sporting grounds to reduce wear and tear, e.g. By moving goal mouths. This minimises damage to the grounds and potential risk of injury to players. Council staff can work with the hirers on potential options to facilitate this.
Seasonal Changeover
All hirers are required to notify Council’s Parks Planning and Engagement team two weeks prior to the season completion advising if sporting grounds are not required for finals.
Sporting Forum
A seasonal sporting forum will be held twice yearly (generally March and September). Every hirer is generally expected to send a representative to attend this forum. A maximum of two representative committee members per hirer may attend.
Car Parking
Car Parking is restricted to designated car parks only. At no times are cars allowed on parks or sporting grounds without the approval of Council. Hirers are responsible for the conduct of their members and visitors in this regard. It is the hirer’s responsibility to monitor and control car parking.
Soccer Goals
Soccer Nets are not to be secured to soccer goals using electrical tape (or any other tape) which is permanently affixed and/ or leaves a residue. The only approved method of affixing nets to goals is as per the goal manufacturer's instructions or by the use of Velcro.
Floodlighting
Council is responsible for the maintenance of all floodlighting on sporting grounds. Hirers will be provided with access to floodlighting at the commencement of the season once seasonal allocations are finalised. Training on sporting grounds must cease by 9pm with the floodlights automatically going off at 9:15pm (if not turned off earlier by the hirer). This does not apply to Arlington Reserve (9:30pm) and Tempe Reserve (10pm). Any faults associated with floodlight use are to be reported to Council.
Marking of Grounds
Council is responsible for the marking of all sporting grounds. The hirers may not linemark the grounds.
Maintenance of Baseball Diamonds
Council is responsible for the maintenance of baseball diamonds. The hirers may not undertake these works. Nominated hirer representatives may provide advice to Council on the formation of the baseball diamond at the commencement of the baseball season.
Cricket Covers
Council is responsible for the maintenance and preparation of the wicket block and outfield. The ownership and management of cricket wicket covers lies with the respective cricket clubs or association. The home team is responsible for the covering, removal and storage of cricket covers where inclement weather is forecast. Cricket covers are to be stored appropriately and not left on turf areas where they may damage the turf surface.
Waste
Council provides bins at each sporting ground. All hirers are responsible for waste generated from their respective sporting activities. Hirers are responsible for ensuring that the sporting grounds are left in a clean state. At no time are hirers permitted to store or stack waste next to bins. Hirers found to have stored waste next to bins will be charged for the removal and disposal of such waste by Council.
Advertising and Sponsorship
No permanent advertising may be displayed at the sporting grounds. Seasonal hirers may display advertising signage during their allocated sporting ground hours only. With the exception of fences, advertising may not be affixed to the facilities. Advertising is limited to temporary banner signage only. Advertising must not include alcohol, soft drink, fast food, firearms, pornography or tobacco sponsorship.
Smoking
Smoking is prohibited on all Council sporting grounds. All hirers are responsible for informing their members and educating sporting ground visitors that sporting grounds are smoke free.
In addition, 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/ kiosk/ canteen.
Selling of Goods
Hirers may only sell food, drinks (non-alcoholic) and raffle tickets.
Public Address System
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).
Good Sports
Council expects all hirers to demonstrate respect towards each other and towards Council staff.
All Inner West sporting clubs must be accredited with Good Sports. The Good Sports program is a preventive health initiative. It’s implemented voluntarily through community sporting clubs; helping clubs to promote healthier, safer and family-friendly environments and behaviors.
Alterations and Building Works
The hirer may not make alterations, additions or deletions to the facilities or any Council assets without first obtaining permission in writing from Council as the owner of the land and buildings. If works are approved, they shall be carried out under the supervision of Council.
Buildings, improvements, additions and extensions, if approved, once built become the absolute property of Council without the hirer being entitled to any payment or compensation in request thereof.
Dogs
Some of the sporting grounds are off-leash for dogs when there is no organised, approved hiring of the sporting grounds. Signage will be in place onsite to indicate if the sporting grounds are off-leash for dogs.
The following sporting grounds are off-leash for dogs when there are no approved bookings
· Balmain Road Sporting Ground
· Blackmore Oval
· Cohen Park
· Easton Park
Glover Street Sporting Ground
· HJ Mahoney Reserve
· King George Park
· Leichhardt #2
· Leichhardt #3
· Waterfront Drive Sporting Ground
If there are any issues with dogs off leash during booking times, hirers are asked to contact Council Rangers on 02 9392 5000.
Coaching Clinics
All school holiday coaching clinics for sport within the Inner West LGA must be run through a registered Inner West sporting club with clinics and training dates approved by Council.
School Allocations
Schools must submit an application form for all usage of the sporting grounds (even if Council does not charge for this usage).
Activities Requiring Approval
The following activities require an approval from Council in writing:
· Filming (commercial);
· Selling or consuming alcohol;
· Installing any structure, screen, awning, sign, enclosure, equipment, stalls or amusement devices;
· Exhibiting or distributing advertisements or handbills;
· Any use that brings in a third party supplier, including amusement devices, formal catering, etc.
Prohibited Activities
The following activities are not permitted within any park or sporting ground:
· Tree pruning
· Trench digging
· Attaching signs or structures to trees or Council signage
· 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).
Council discourages the use of balloons, plastic straws, glitter, party poppers and confetti in parks and discourage Colour Run events.
Management Plans
Council may require the hirer to prepare and implement management plans. The size and nature of the activities being held on the sporting ground will determine if the hirer must prepare 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 activities
· Install temporary fencing around the perimeter of the activities
· Install Variable Message Signs in advance of the activities
· Prepare 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
Additional Conditions
In consideration of the hirer’s proposed activities, Council at its sole discretion may apply additional conditions of approval, as deemed necessary.
Council Meeting 27 November 2018 |
Subject: Events in Parks Policy
Prepared By: Cathy Edwards-Davis - Group Manager Trees, Parks and Sports Fields
Authorised By: Elizabeth Richardson - Deputy General Manager Assets and Environment
SUMMARY The draft Events in Parks Policy was placed on public exhibition from 20 September 2018 to 14 November 2018. This report provides a summary of the outcomes of the public exhibition and community engagement process and presents the final Events in Parks Policy for adoption.
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RECOMMENDATION
THAT:
1. Council adopt the Events in Parks Policy;
2. The known Event Organisers who currently manage events in Inner West parks be advised that the Policy commences on 1 January 2019;
3. Council rescind the Event Management Manual of the Leichhardt Council; and
4. Council staff negotiate with Athletics Australia and enter into an Agreement on the basis of the responsibilities outlined in the report below.
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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 11 September 2018 a draft Events in Parks Policy and Events in Parks Guidelines were considered. Council resolved:
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;
3. The Events in Parks Guidelines be noted; and
4. The words ‘discourages the use of’ be inserted at the beginning of condition 44 of the Park Event Conditions included in the Policy.
PUBLIC EXHIBITION: COMMUNITY COMMENTS AND OFFICER RESPONSE
The draft Events in Parks Policy was placed on public exhibition on the Your Say Inner West from 20 September 2018 to 14 November 2018. Known Event Organisers who currently manage events in Inner West parks were advised by email that the draft Policy was on public exhibition.
102 people visited the Your Say website with the Draft Policy, with 57 people downloading documents. Eight people were engaged and made a submission on the Draft Policy. Three people indicated that they supported the draft Policy, two people indicated they supported the draft Policy with changes. Three people did not support the draft Policy.
Following the public exhibition period, the policy has been further updated to reflect community feedback prior to being considered and adopted by Council.
Community comments |
Council officer response |
Any planned event which has any commercial content whatever should be totally banned in public parks, or other public places. Public parks are there for when members of the public may need them. Their availability for public use must not be dictated to by the commercial whims and preferences of commercial entities. For example, a stressed citizen, seeking solitude, must have the space available when required, not at a time dictated by commercial interests. Too many times i have entered into public parks, to find portion of the park fenced off for a private function, usually with the attendant loud music, or car parking etc. Any form of leasing arrangement for commercialised functions would not result in fainess, because Council is incabable of properly and fully administering the operation of such functions. Nor would residents or the public generally, have any idea whether a given function was authorised by Council, or not.
IF Council decides to allow commercialised functions in parks, no function or any group of functions should be allowed to occupy any more than 10% of the public park at any one time. The entity holding the function must fund the necessary security and traffic control arrangements, including pedestrian traffic.
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Council encourages the use of parks for events. Some commercially run events may still contribute to the health, wellbeing and liveability of the Inner West.
Some events may be not-for-profit in general but have a part commercial component to them (eg. food trucks at events).
When assessing the suitability of any commercially run event, staff give consideration to factors such as broad community appeal and accessibility. Council staff have in the past refused events which proposed to fence off the majority of a park, charge a substantial entry fee and therefore exclude many community members from attending the event.
It is noted that any commercial event must pay full fees and charges, including waste fees and any costs associated with traffic management controls. |
This is far too bureaucratic. Fees, Schedules and 4 weeks notice kills all spontaneity and drains organisers of the will to live. We should be able to just turn up with a sound system and play some tunes till a reasonable hour (determined by proximity to residences). At the very most it should just be a 2 minute phone call to council to let them know to put more bins out.
We could trial it in a section of one park for a bit. Reclaim The Streets would be happy to curate it.
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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.
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.
It is noted that for a Park Casual Event of less than 30 people, no approval is needed from Council (subject to the conditions as outlined in the Policy).
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 a “one-stop-shop” solution for the approval of an event in a park.
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Park facilities are well managed by the community including fitness, other non-commercial & not for profit events. Applications for use of park facilities should continue to not be required for non-commercial & not for profit events of any size. |
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.
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.
It is noted that for a Park Casual Event of less than 30 people, no approval is needed from Council (subject to the conditions as outlined in the Policy).
|
It would be good if the list of events could be expanded
to encompass council events as well.
|
Agreed. The Events in Parks Policy also applies to Council run events. This has been added to the Policy, for clarity.
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. Events will be assessed within the parameters of this objective. If it is suitable to have a non-Council event on the same weekend as a Council event then this will be permitted. If the impact would be too great, then only one of the events may be permissible. Council staff would work with Event Organisers to find another suitable venue and/ or date for the event.
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1. The policy needs to be coordinated with policy for
events run by the Council, which does not have much transparency in its application.
For instance, since the council merger, the Council has started banning dogs
from the offleash area in Enmore Park for some events (and days leading up to
the events), with the event manager claiming it was published and advertised
policy. Despite having my contact details she has yet to provide the proof
requested. I have not been able to locate anything on the Marrickville or
Inner West council sites.
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Agreed. The Events in Parks Policy also applies to Council run events. This has been added to the Policy, for clarity.
The Inner West Council does not currently have a Companion Animal Management Policy. However, staff are in the process of preparing this.
Agreed. Waste management is an important component of event management. The Policies outlines, 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 Events in Parks Guidelines, which complement the Policy, states, “Event Organisers are responsible for developing a Waste and Litter Management Plan, which must be submitted to Council for approval, and must include:…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;…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.” |
Athletics Australia Partnership
At the Council meeting on the 27 February 2018, a Notice of Motion was considered with regards to a partnership with Athletics Australia. Council resolved:
THAT Council:
1. Endorse a partnership between Inner West Council and Athletics Australia for the purpose of developing a template that can make it easier for organisations to establish and manage fun runs and other athletics events;
2. Officers ensure that the Policy meets the needs of Inner West Council; and
3. Officers provide a report to Council on the final Policy, with recommendations on how it can be implemented in the inner west local government area.
Proposal from Athletics Australia
Athletics Australia has the following objectives:
· Grow Recreational Running/Walking connections by 2020.
· Position Athletics Australia as the leading Authority for Recreational Running/Walking in Australia.
· Continue to build innovative, market driven programs and services that deliver positive outcomes for Australian Runners/ Walkers;
· To improve the health of Australians with a particular focus on inactive groups, women and socially disadvantaged.
Athletics Australia have identified that Event Organisers may experience difficultly in preparing for and supporting an athletics event. Athletics Australia has approached Council with a proposal to partner with them to guide the instigation and organisation of athletics events in the LGA and across Australia. Athletics Australia have developed a company called iRun 2.0, a dedicated business focused on the growth of recreation running and walking.
In summary, the proposal from iRun 2.0 and Athletics Australia is as follows:
· iRun would develop their website to include a sanctioning/ licencing portal that athletics Event Organisers could log into and it would provide a “one stop” shop providing what they need to operate and manage an athletics event.
· Athletics Australia, through iRun 2.0 would become the regulatory arm of government, removing layers of bureaucracy involved in the approving events.
· iRun 2.0 would connect sanctioned events to walking and running enthusiasts.
· A best practice framework and risk management protocol would be developed with Council and used by Athletics Australia for running and walking events.
iRun 2.0 intend to charge athletics Event Organisers for use of their services and they have developed a pricing structure based on the event type, distance and size.
Proposed Responsibilities
It is noted that Council has a duty of care to the broader community regarding the use of public spaces and it cannot devolve itself of its statutory obligations. Athletics Australia cannot become the regulatory arm of government. Therefore it is recommended that the following responsibilities be outlined in any Agreement between Council and Athletics Australia.
Athletics Australia and iRun 2.0 would be responsible for:
· Providing a “one stop” shop and advice to athletics Event Organisers on planning events, insurance, traffic management, etc.
· Providing a contact point between the athletics Event Organiser and Council.
Council would be responsible for:
· Nominating a single point of contact for Athletics Australia and iRun 2.0 when organising and managing athletics events within the Inner West.
· Retain all statutory obligations (including Section 68 Approvals, Development Application Approvals, Traffic Committee approvals, etc.).
· Approving the use of a park or public space for an athletics event in order to ensure:
o That a single space is not booked by multiple users at the same time;
o The safety of event participants (eg. suitability of the location for the size of the event, ensuring appropriate rest periods for turf); and
o Impacts on adjacent residents are considered and managed.
The Events in Parks Policy and associated Guidelines provide templates and assistance to all Event Organisers, including those who wish to manage an athletics event. Further, with the existing structure, Council has allocated two staff within the Parks Planning & Engagement team whose role is to assist Event Organisers in preparing their event. A partnership with Athletics Australia is complementary to the proposals contained within the Events in Parks Policy.
It is therefore recommended that Council staff negotiate with Athletics Australia and enter into an Agreement on the basis of the responsibilities above and the Events in Parks Policy.
Policy Introduction
It is proposed that the new Policy be introduced from 1
January 2019. The planning for some future scheduled events in parks is
likely already well progressed. It is not intended that these events
would have to make any adjustments at this stage; albeit that any changes would
likely be only minor in nature.
FORMER LEGACY COUNCIL/S’ POLICIES TO BE RESCINDED (copies also attached)
In developing this new Policy, the Event Management Manual (former Leichhardt Council) was considered. It is noted that this former Manual provided practical advice on running an event. A separate Inner West document, Events in Parks Guidelines provides practical guidance on the management of major events in parks. A copy of the Guidelines is available on Council’s website.It is appropriate that on adoption of the new Policy, the former Event Management Manual be rescinded by Council.
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
The public engagement process is outlined above in the report.
CONCLUSION
The objective of the Events in Parks 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.
Council has allocated staff resources to assist Event Organisers in preparing their event.
1.⇩ |
Events in Parks Policy |
2.⇩ |
Former Leichhardt Event Management Manual |
|
Council Meeting 27 November 2018 |
Events in Parks
Policy
Events in Parks Policy
Title |
Events in Parks Policy |
Summary |
The purpose of this policy is to assist community Event Organisers by guiding them through the approval process for events that take place in parks in the Inner West Council.
|
Background |
Council encourages the use of parks for events as they help contribute to the health, wellbeing and liveability of the Inner West. It is Council’s objective to ensure that park events are suitable and managed in a manner which is safe and which is appropriate to the local environment and surrounding community.
|
Policy Type |
Council Policy |
Relevant Strategic Plan Objective |
Strategic direction 4: Caring, happy, healthy communities Outcome 4.1 Everyone feels welcome and connected to the community 1. Foster inclusive communities where everyone can participate in community life Outcome 4.3 The community is healthy and people have a sense of wellbeing: 1. Provide the facilities, spaces and programs that support wellbeing and healthy communities
|
Relevant Council References |
Events in Parks Guidelines Sporting Grounds Allocations Policy Park Access Application Park Plans of Management Event Invitation and Speaking Policy LAP Waste Management in Public Places Policy
|
Main Legislative Or Regulatory Reference |
Local Government Act |
Applicable Delegation Of Authority |
As per Delegations Register |
Attachments |
See Annexures |
Record Notes |
External available document |
Document: |
Council Policy |
Uncontrolled Copy When Printed |
|
Custodian: |
Parks Planning & Engagement Manager |
Version # |
1 |
Approved By: |
Group Manager Trees, Parks & Sportsfields |
TRIM Ref # |
|
Adopted By: |
Council |
Publish Location |
Internet |
Adopted Date and Minute #: |
Xx / xx / xx |
Next Review Date |
XX / XX / xX |
Table of Contents
1. Purpose
2. Objective
3. Scope
3.1. In scope
3.2. Out of scope
Sporting Grounds Allocation Policy. 5
Commercial Fitness Trainers Policy. 5
Park Access for Works
Filming in Parks
Busking
4. Policy Statement
5. Policy
5.1. Selecting a Park Venue
5.2. Event Size
Park Casual Event (less than 30 people)
Park Minor Events (up to 500 people) 6
Park Major Events (greater than 500 people)
6. Park Major Event Approval Process
6.1. Park Event Booking and Approval by Council’s Parks Planning & Engagement team
6.2. Planning Approval by Council’s Development Assessment & Regulatory Services team (where needed)
7. Park Event Fees
8. Fee Waiver
9. Damage Bonds
10. Related Legislation, Policies and Procedures
11. Appeal Process
Council
12. Responsibilities
Annexure 1 - Park Event Conditions. 14
Annexure 2 – Parks & Facilities Which May be Booked
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 practical guidance on the management of major events in parks. A copy of the Guidelines is available on Council’s website.
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
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.
This policy applies to all events in parks, including Council run events.
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, tertiary organisations 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.
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.
This Policy does not apply to applications for filming in parks. Applications for filming are available on Council’s website.
This Policy does not apply to applications for busking. Applications for busking are available on Council’s website.
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.
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 practical guidance on the management of major events in parks. A copy of the Guidelines is available on Council’s website.
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.
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 practical guidance on the management of major events in parks. A copy of the Guidelines is available on Council’s website.
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 the application 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.
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.
Council may issue a fee waiver for certain events to eligible applicants. An application, available on Council’s website, will need to be submitted.
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)
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)
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.
The elected Councillors may only overturn a staff event application determination through a resolution of Council via a Notice of Motion to Council.
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 in writing.
|
|
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 |
Council discourages the use of balloons, plastic straws, glitter, party poppers and confetti in parks and discourages Colour Run events.
|
ü |
ü |
ü |
45 |
Plans/incentives should be developed 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 persons 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 |
* |