Finance and Governance Committee

Notice of Meeting

Monday, 14 May 2018

 

 

 

A meeting of the Finance and Governance Committee will be held at 6.00pm on Monday 14 May 2018 on  Level 1, Georges River Civic Centre, corner Dora and MacMahon Streets, Hurstville, for the consideration of the business available on Council’s website at http://www.georgesriver.nsw.gov.au/Council/Council-Meetings.

 

 

 

 

 

BUSINESS

 

1.      Apologies

2.      Disclosures of Interest

3.      Minutes of previous meetings

4.      Committee Reports

5.      Confidential items

 


Finance and Governance Standing Committee Meeting

Summary of Items

Monday, 14 May 2018

 

Previous Minutes

MINUTES: Finance and Governance - 09 April 2018 (17/1831)  

Committee Reports

FIN025-18         Draft 2018/19 Budget - Consideration of Regional Aquatic Facility

(Report by Manager Community & Cultural Development).................................... 2

FIN026-18         Draft 2018/19 Budget - Consideration of Creative Cultural Strategy

(Report by Manager Community & Cultural Development).................................... 7

FIN027-18         Draft 2018/19 Budget - Consideration of Proposed Public Amenities Building at Pole Depot Park Penshurst

(Report by Manager Project Delivery)....................................................................... 10

FIN028-18         Draft 2018/19 Budget - Consideration of CCTV

(Report by Manager Community & Cultural Development).................................. 16

FIN029-18         Draft 2018/19 Budget - Consideration of Waratah Private Hospital Car Parking

(Report by Strategic Property Specialist)................................................................. 19

FIN030-18         Draft 2018/19 Budget - Consideration of Asbestos Education Program

(Report by Manager Environmental Health & Regulatory Services).................. 26

FIN031-18         Draft 2018/19 Budget - Consideration of Energy Conservation and Sustainability Policy

(Report by Manager Environmental Health & Regulatory Services).................. 28

FIN032-18         Draft 2018/19 Budget - Consideration of Skate Park Options

(Report by Manager Project Delivery)....................................................................... 30

FIN033-18         Draft 2018/19 Budget - Consideration of Community Open Day Program

(Report by Acting Executive Manager, Office of the General Manager)............ 34

FIN034-18         Draft 2018/19 Budget - Consideration of Defibrillators in Parks

(Report by Manager Project Delivery)....................................................................... 37

FIN035-18         Draft 2018/19 Budget - Consideration of Costings for Additional Works at Sans Souci Pool

(Report by Manager Project Delivery)....................................................................... 41

FIN036-18         Draft 2018/19 Budget - Consideration of Councillor Ward Discretionary Fund

(Report by Acting Executive Manager, Office of the General Manager)............ 43

FIN037-18         Draft 2018/19 Budget - Consideration of Lighting/ Floodlighting at Major Sporting Fields

(Report by Manager Infrastructure)........................................................................... 57

FIN038-18         Draft 2018/19 Budget - Consideration of Rebound Walls at Major Sports Fields.

(Report by Manager Infrastructure)........................................................................... 61

FIN039-18         Draft 2018/19 Budget - Consideration of Annual Program to Improve the Streetscape, Pedestrian Safety and Public Domain at Public School Entrances

(Report by Manager Infrastructure)........................................................................... 68

FIN040-18         Local Government Remuneration Tribunal Determination - Mayor and Councillors fees for 2018-2019

(Report by Acting Executive Manager, Office of the General Manager)............ 74

FIN041-18         Southern Sydney Regional Organisation of Councils - Proposed Changes to Governance and Structure

(Report by Acting Executive Manager, Office of the General Manager)............ 99

FIN042-18         Mayor and Councillors Expenses and Facilities Policy - Results of Exhibition

(Report by Acting Executive Manager, Office of the General Manager).......... 130

FIN043-18         Advice on Costs and Status of Council's Court Proceedings - April 2018

(Report by General Counsel).................................................................................. 153

FIN044-18         Sydney Cricket Association Inc First Grade Ground of the Year Competition

(Report by Director Assets and Infrastructure)..................................................... 167

FIN045-18         Quarterly Budget Review for Quarter Ending 31 March 2018

(Report by Coordinator Financial Management)................................................. 170

FIN046-18         Contract Number T18/006 - Tender for Insurance Services

(Report by Coordinator Procurement and Risk)................................................... 182

FIN047-18         TENDER T17/051 - Human Resource Information System (HRIS) - funded by the New Council Implementation Fund

(Report by Senior Projects Officer )........................................................................ 187  

Confidential (Closed Session)

FIN001A-18       Property Matter - Proposed Sale of Land - Coreen Avenue Peakhurst

(Report by Strategic Property Officer)  

 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 3

4.      Committee Reports

Item:                   FIN025-18          Draft 2018/19 Budget - Consideration of Regional Aquatic Facility 

Author:              Manager Community & Cultural Development

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)     That Council endorse the preparation of a Site Suitability and Feasibility Study on the development of a Georges River Regional Aquatic Facility in the Carss Park recreation and sporting precinct following the development and adoption of the Georges River Council Open Space, Recreation and Community Facilities Strategy.

(b)     That Council endorse the allocation of $150,000 from the Aquatic Facilities Reserve in the 2018/19 Budget for the preparation of the Study.

 

Executive Summary

1.      Council resolved on 23 April 2018 (Notice of Motion 019-18) to commence the preparation of a site suitability and feasibility study for the construction of a new Georges River regional aquatic facility in the Carss Park recreation and sporting precinct subject to funding being considered for the 2018/19 financial year.

2.      This report responds to Council’s resolution by recommending the allocation of $150,000 from the Aquatic Facilities Reserve to undertake the study and prepare the feasibility report in the 2018/19 financial year.

 

Background

3.      The Greater Sydney Commission recently released the South District Plan which requires councils to adapt infrastructure to meet future community needs and optimise utilisation.

4.      The draft Georges River Community Strategic Plan (CSP), currently on public exhibition indicates that the Open Space, Recreation and Community Facilities Strategy will guide the provision of contemporary passive and active recreation spaces, aquatic facilities, synthetic fields and community centres.

5.      Georges River Council (Council) currently has three aquatic facilities within the Georges River Local Government Area (LGA).

·    Kogarah War Memorial Swimming Pool

·    Sans Souci Swimming Pool

·    Hurstville Aquatic Leisure Centre

 

6.      In August 2016, Council commissioned a Building Assets Condition Assessment of all three facilities.  This assessment was undertaken by Cardno Engineers who reviewed electrical, mechanical, structural, fire and hydraulic components. 

7.      The report for the Kogarah War Memorial Pool at Carss Park stated:

·    The electrical equipment sighted are generally built a very long time ago and are in a poor condition. Having no emergency and exit lighting within the installation is a significant safety hazard.

·    There is no air-conditioning for the swimming pool complex except for the Physio room which has a dedicated split a/c unit. There is no air temperature or humidity control for the gyms, toilets and the reception areas. The Kogarah War Memorial Swimming Pool is adequately naturally ventilated through openable windows in external walls and less than full height internal walls.

·    The general condition of the hydraulic services inspected is in a poor condition.

·    The only fire service present onsite are the fire extinguishers. Fire hose reels and fire hydrants are not present on site, however, both systems are required hence the building is non-compliant.

·    The gym structure/reception building does not comply with current Australian Standards in term of loading requirement. Foundation settlement is evident throughout the site in the forms of cracking to slab and brick walls. Significant corrosion to the steel framed awning structure is evident throughout. The overall condition of the structure throughout is in poor condition.

·    Visual inspection of outdoor swimming pool was carried out, and found:

i. Cracking to the swimming pool edge due to aging was evident

ii.  It is possible that there is no dowel bars between base slab movement joints; therefore each panel of the base slab may move independently; thus causing jointing sealant to crack. Water within the swimming pool may be penetrating through the joints and cause soil erosion on site; this may be the other contributing factor for excessive water bill.

iii. Due to the age of this outdoor pool, the chloride-ion from chlorine may have penetrated the concrete cover if the waterproofing layer has not been maintained; thus it is highly likely that the reinforcement inside the base slab may have been corroded.

iv. It is very likely that there might be localised failure of the plumbing system below the pool base slab if no maintenance works have been carried out in the past.

8.      The Report concludes that “in general, the building structure at Kogarah War Memorial Swimming Pool was in poor condition at the time of our inspection. Extensive rectifications are required in order to bring the building to the level of current Australian Standards and reasonable condition. It is our opinion that the building structure has reached its design life and rebuilding of the facility may be a more cost effective solution.”

9.      The total estimated cost of recommended remedial works at time of assessment was $1,168,000 with a significant proportion being required immediately.

Open Space, Recreation and Community Facilities Strategy

10.    Council is developing an Aquatic Strategy, as part of the Open Space, Recreation and Community Facilities Strategy 2018 – 2036, that will provide the community with a recommended number of aquatic facilities for the Local Government Area for the next 20 years, as well as identifying an appropriate site for any new facilities.

11.    As identified in the Georges River Council Stronger Communities Framework, this project will provide the community with infrastructure that will meet the growing needs of residents, businesses and visitors.

12.    The purpose of the project is to review the existing strategies and plan and deliver a consolidated Georges River Council Open Space, Recreation and Community Facilities Strategy that encompasses:

·    Passive and active recreation

·    Aquatic facilities

·    Synthetic fields

·    A regional athletics facility

·    Community centres

·    Library facilities

13.    The Strategy will examine existing services and current demand, and determine the infrastructure needed based on projected future population for the LGA until 2036.

Project Scope

14.    The Strategy will:

·    Determine what Georges River Council, adjoining councils and others provide to the community in terms of open space, recreation, library and community facilities in terms of type, scale and extent.

·    Identify which areas or types of facilities are currently over-provided or under-supplied, both within the LGA and on a regional level.

·    Establish how the Council can reconfigure or reorganise its existing service offering to best meet the needs of the existing and future population whilst also considering how Council can make best use of its existing land holdings.

·    Identify what kind of amenities and services will be needed to meet the demands of future development and growth in the city centre and wider local government area until 2036.

·    Identify the extent to which adjoining councils and other providers will likely contribute towards the provision of facilities and services to meet future demand until 2036.

·    Outline the contemporary trends in the provision of open space and recreation, community facilities and library services.

·    Investigate the role local councils are fulfilling in the contemporary provision of open space and recreation, community facilities and library services.

·    Identify what innovative and partnership service models can be applied to meet existing and future needs.

·    Provide a proposed implementation program identifying priorities and indicative costings, including allocation of Section 94 work schedules/costings.

Timeline

The project is to be prepared for draft strategy to be placed on public exhibition in late May 2018, with the final strategy to be completed and presented to Council in July 2018.

 

The general phases of the project will be as follows:

 

1.   Project inception/clarification of objectives and milestones;

2.   Discussion paper preparation and consultation;

3.   Preparation of draft strategy (including preparation of community infrastructure works schedule);

4.   Exhibition of draft strategy (exhibition material to be prepared by consultant); and

5.   Final strategy

 

Regional Aquatic Facility Site Suitability and Feasibility Study

15.    It is proposed that the Regional Aquatic Facility Site Suitability and Feasibility Study will include:

(i)      The identification of whether a suitable site exists (having regard to the likely footprint/size of the facility, location and environmental constraints) to accommodate a regional aquatic facility in the Carss Park recreation and sporting precinct;

(ii)     Opportunities to improve public access to aquatic facilities in the city, including year-round recreational usage and the hosting of elite-level competitions;

(iii)    Complementary activities that could be co-located within the facility such as indoor courts, gymnasium, child care and library services, dining and rehabilitation/health care services, elite coaching/sports education, community meeting rooms and car parking;

(iv)    The preparation of funding options for the facility, including opportunities to stage the construction and funding of the facility over time;

(v)     The outcomes of the draft Open Space, Recreation and Community Facility Strategy and other strategic studies that are currently being prepared (such as the Foreshore Strategy and Carss Park Sport and Recreation Precinct Masterplan); and

(vi)    Other potential sites in the LGA that could accommodate a regional aquatic facility should the Carss Park precinct not be found to be suitable.

 

Project Milestones and Timeframe

16.    The following program of works is proposed for the preparation of the Site Suitability and Feasibility Study. This program of works may change following receipt of Council’s draft Open Space, Recreation and Community Facility Strategy.

 

Milestone

Date

Receipt of Draft Open Space, Recreation and Community Facility Strategy

July 2018

Councillor Workshop on Draft Open Space, Recreation and Community Facility Strategy

July 2018

Development of RFQ brief for Regional Aquatic Facility Study

August 2018

Tender to award Study consultancy

October 2018

Consultant to engage with key stakeholders, undertake community consultation and prepare draft Regional Aquatic Facility Study

November 2018 – February 2019

Draft Regional Aquatic Facility Feasibility Study submitted to Council

March 2019

 

17.    It is anticipated that the Georges River Regional Aquatic Site Suitability and Feasibility Study will be completed in March 2019.

18.    The above program includes community consultation and engagement to build on the consultation already undertaken as part of the Open Space, Recreation and Community Facility Strategy.

 

Financial Implications

 

19.    There is no budget in the 2017/18 financial year allocated to the Study and report preparation. Costing of the studies and sourcing funds will be subject to a further report.

20.    Funding of $150,000 is sought from the 2018/19 budget for the preparation of the report. This report recommends allocation of the budget from the Aquatic Facilities Reserve which has a current forecasted balance as at 30 June 2018 of $1.4 million.

 

Community consultation

21.    Community engagement will be undertaken as part of the Open Space, Recreation and Community Facilities Strategy.

22.    Consultation undertaken to develop Council’s Community Strategic Plan has highlighted the need for additional facilities within our parks and reserves to support our community’s goal of active and accessible places available to all. The provision of aquatic facilities will support this Strategic Plan.

23.    Initial consultation has been undertaken with all stakeholders to determine a suitable location for a new aquatic facility within the LGA.  Further consultation will be undertaken over the coming months as part of the Open Space, Recreation and Community Facilities Strategy 2018 – 2036.

 

 

File Reference

D18/18972

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 8

Item:                   FIN026-18          Draft 2018/19 Budget - Consideration of Creative Cultural Strategy 

Author:              Manager Community & Cultural Development

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)     That Council endorse the preparation of a Creative Cultural Strategy for Georges River Council.

(b)     That Council endorse the allocation of $200,000 from the remaining balance of the Collateralised Debt Obligations (CDO) Recovery Reserve for the creation and delivery of the Creative Cultural Strategy in the 2018/19 budget.

 

Executive Summary

1.      Council resolved on 23 April 2018 (Notice of Motion 023-18) to commence the preparation of a new Creative Cultural Strategy in order to establish the cultural priorities of the City and to advance the liveability and quality of life of the Georges River community, subject to funding being considered for the 2018/19 financial year.

2.      This report responds to the Council resolution, by recommending the allocation of $200,000 from the Collateralised Debt Obligations (CDO) Recovery Reserve to engage a consultant to prepare a Creative Cultural Strategy in the 2018/19 financial year.

 

Background

3.      Both the former Kogarah and Hurstville Councils had developed public art policies, which were intended to guide the wide and varied development of public art in the region.

4.      Georges River Council has adopted an Events Strategy 2018-2020, which outlines the strategic management of Council and community events for the greatest social, cultural, economic and environmental benefit to the local community.

5.      Council has adopted a Community Engagement Strategy 2017 to ensure that strong and positive relationships are maintained within the local community and also to ensure that the community has effective methods of communicating with the organisation.

6.      The Greater Sydney Commission recently released the South District Plan, which highlights the need for councils to adapt infrastructure to meet future community needs and optimise utilisation.

7.      The draft Georges River Community Strategic Plan (CSP), which is currently on public exhibition indicates that a pillar to shape our planning for a harmonious and proud community with the right social services and infrastructure will be facilitated by the implementation of a Social and Cultural Plan.

8.      It is proposed that the Creative Cultural Strategy will aim to:

a.   Engage with and inspire the local community

b.   Contribute to making the Georges River area a safer and more beautiful place

c.   Create a sense of community and greater cohesiveness

d.   Support the creation of a culture of night life

e.   Facilitate Georges River as a destination location

f.    Provide opportunities for local, national and international artists to practise their art in the local area.

The Strategy will outline a long-term vision for cultural development and highlight achievable goals to move forward in building Georges River as a leader in arts and culture.

The Strategy will address:

a.   The role that a creative community plays in the liveability of Georges River as a targeted “30-minute city” within the Greater Sydney Commission’s vision for culturally rich and connected communities that celebrate the arts and support creativity and innovation;

b.   The identification of cultural facilities within the local government area and the role they play in developing a creative community;

c.   The vital role that the arts plays in the economic, social and cultural development of the area;

d.   The importance of public art as a means of activating community spaces to create a safer, more liveable city;

e.   Potential areas for the development of innovative and creative approaches to planning and infrastructural projects;

f.    Opportunities for the activation of CBDs, town centres and suburban areas through public art and cultural programming, whilst retaining the distinctive and unique attributes of precincts;

g.   Sector development and sustainability of a cultural arts community and its positive effects on local business, economic development, tourism and brand recognition of Council

h.   Improving access and participatory rates of engagement in the area’s creative and cultural life; and

i.    The recognition and fostering of Georges River’s cultural diversity.

 

9.   The following program of works is proposed for the preparation of the Discussion Paper and Creative Cultural Strategy.

The Cultural Strategy Project will involve three stages:

Stage 1: April – June 2018

·    Development of a Cultural Strategy Discussion Paper

·    Approval from Council’s Executive Team to seek a consultant to prepare the Cultural Strategy

Stage 2: July – September 2018

·    Prepare Scope document

·    Select consultant from Local Government Procurement panel if appropriate or tender if required

Stage 3: October – December 2018

Consultant to expand on discussion paper, conduct further community consultation and prepare the Georges River Creative Cultural Strategy (including 10-year action plan).

10.    The above program includes community consultation and engagement to build on the consultation already undertaken as part of the Community Strategic Plan.

 

Financial Implications

11.    This report recommends the allocation of additional $200,000 from the Collateralised Debt Obligations (CDO) Recovery Reserve.

12.    Prior to consideration of this allocation request, the remaining balance of the CDO Recovery Reserve is presently $1 million.

 

Community Engagement

13.    Community engagement will be conducted via a Have Your Say page on Council’s website, with all relevant documents to be available online and a link for the community to make an online submission.

14.     The purpose of a public exhibition on the discussion paper is to encourage the community to provide initial conversation starters for the development of the Creative Cultural Strategy.

 

15.     Council will:    

a.   carry out a letterbox drop to every resident/ratepayer/occupier, seeking comment on the Cultural Strategy Discussion paper;

b.   maintain a Have Your Say page on Council’s website, with all relevant documents to be available online and a link for the community to make an online submission;

c.   Inform participants and attendees of Council-run programs and events of the Discussion Paper and the proposed Creative Cultural Strategy, and encourage them to participate in the Have Your Say page on Council’s website.

 

16.     Community engagement was conducted including an online survey through the Have Your Say panel seeking initial feedback on community members’ lived experience of arts and culture in the Georges River area, as well as extensive consultation on cultural matters through the Community Strategic Plan community engagement process.

 

 

 

File Reference

D18/81789

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 11

Item:                   FIN027-18          Draft 2018/19 Budget - Consideration of Proposed Public Amenities Building at Pole Depot Park Penshurst 

Author:              Manager Project Delivery

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)     That Council notes the estimated cost of the installation of a public amenities building at Pole Depot Park, Penshurst.

(b)     That Council notes the correspondence from the 3 Bridges Community advising Council of availability of access to the toilets in their adjacent facility.

(c)     That Council notes that funding is not proposed to be included in the 2018-2019 draft Budget and that these works will be considered in a future capital works program.

 

Executive Summary

1.      This report is presented to Council following NOM 004-18 considered at the 26 March 2018 Council meeting.

 

Background

2.      Council will recall that at its meeting on 26 March 2018 the following was resolved:

(a) That the General Manager investigate the construction of a new public amenities building in Pole Depot Park, Penshurst, adjacent to the 3Bridges Community Centre.

(b) That the General Manager prepare a report to Council providing various options including costs and location for public amenities in the Pole Depot Park Penshurst.

(c) That, as part of the budget investigation, Council write to the State Member for Oatley, Mr Mark Coure MP and the Federal Member for Banks Mr David Coleman MP requesting their support and a funding contribution towards the construction of a public amenities building in Pole Depot Park.”

3.        Following the above resolution, Council has undertaken detailed site investigations of Pole Depot Park to determine an appropriate location for the new amenities building.  The new amenities could include:

4.       

a.   One (1) urinal

b.   One (1) ambulant male toilet

c.   One (1) ambulant female toilet

d.   One (1) female toilet

e.   One (1) unisex accessible toilet with baby change table

 

5.        Due to constraints relating to sewer and water supply, the only feasible location for a new amenities building is outlined below:

 

 

 

 

 

 

 

 

 

 

 

 

 

6.        The location shown will maintain clear vision of the playground from the road and facilitate access for the parks maintenance crews from the existing driveway and gate. It will be necessary to remove two existing Wattle trees for construction.

 

7.        Council Officers have identified that a new power supply will be required for the building and this will need to be extended across Forest Road to a new power pole and meter board within the boundary.  The sewer is available approximately 1m into the first southbound lane on Forest Road, and a new water connection to the Sydney Water main (in the footpath) will be required.

 

8.        The cost of construction of the new amenities building is estimated at $350,000.

 

9.        Council has received correspondence from 3 Bridges Community who advise Council of the following:

 

“Where possible we do provide supervised access to the toilets on a case-by-case basis for parents with young children. This is only possible when children are not attending our childcare services or when vulnerable clients are not in the centre.    

Adults (staff, volunteers, clients or guests) are prohibited from using the centre’s toilets each day from 7am to 9.30am and 2.30pm and 6pm.”

 

10.     A copy of the correspondence from 3 Bridges Community is attached for information.

 

11.     Due to the small catchment area for the Park, and the existence of access (albeit limited) to adjoining toilet facilities, and the greater demand for amenities at other parks in the LGA, at this time Pole Depot Park remains a lower priority on Council’s works program for the provision of an amenities building.

 

Financial Implications

12.    Additional non-budgeted funds of $350,000.

 

Community Engagement

13.    Community engagement will be conducted with affected residents should the project be approved in the 2018/19 budget.

 

File Reference

18/1055

 

 

 

ATTACHMENTS

Attachment 1

Letter from 3 Bridges Community - Access to amenities

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN027-18              Draft 2018/19 Budget - Consideration of Proposed Public Amenities Building at Pole Depot Park Penshurst

[Appendix 1]          Letter from 3 Bridges Community - Access to amenities

 

 

Page 14

 


 


 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 17

Item:                   FIN028-18          Draft 2018/19 Budget - Consideration of CCTV 

Author:              Manager Community & Cultural Development

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)     That Council notes that the grant application for funding through the NSW Department of Justice (DoJ) Community Safety Fund was unsuccessful for Closed Circuit Television Cameras (CCTV) upgrades and new infrastructure in the Hurstville CBD and Lugarno.

(b)     That Council applies for alternative funding opportunities through further rounds of the NSW Department of Justice Community Safety Fund as recommended by the DoJ.

(c)     That, should alternative grant funding applications be unsuccessful, Council consider the allocation of $144,032 during the quarterly reviews of the 2018/19 budget to fund the provision of CCTV cameras in the Hurstville CBD and Lugarno.

(d)     That, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund be considered during the 2018/19 financial year.

 

Executive Summary

1.      Council resolved on 26 March 2018 (Notice of Motion 015-18) to investigate the installation of Closed Circuit Television Cameras (CCTV) near the roundabout at the intersection of Forest Road and Grandview Crescent, Lugarno, including the preparation of cost estimates, opportunities to secure grant funding and any NSW Police requirements pertaining to the surveillance of the community.

Background

2.      Following requests from members of the local Lugarno community, Council officers met with representatives from the Business Owners Group of Lugarno, Lugarno Progress Association and Local Area Police Command on 12 December 2017 to discuss their concerns and review options.

3.      Pursuant to this meeting, Council submitted a grant application to the NSW Department of Justice’s Community Safety Fund to deliver a range of CCTV projects across the Local Government Area, including the area adjacent to the shopping village at Forest Road, Lugarno, known as Chivers Hill Shopping Centre.

4.      The total value of the Community Safety Fund grant application was $144,032 (plus GST). The funding project included upgrades to existing CCTV networks in Hurstville CBD, installation of new CCTV cameras in the Hurstville CBD and Lugarno, as well as upgrades to Council’s recording server to improve access to recorded footage.

5.      A letter of support to improve Council’s overall CCTV network was received from St George Local Area Police Command.  This was submitted with the application. A letter of support was also received from Mr Nicholas Christo, representing the Business Owners Group of Lugarno, in support of the application.

6.      Council received notification on 1 May 2018 that the grant application to the NSW Department of Justice was unsuccessful. However, Council was encouraged to apply again in future rounds of the grant program.

7.      The budget breakdown for of each of the components of the grant application is as follows:

·     Bus Interchange, Hurstville                              $18,000.00 +GST

·     Station Ramp, Hurstville                                   $16,450.00 +GST

·     Memorial Square, Hurstville                                      $11,800.00 +GST

·     Civic to Council Building, Hurstville               $10,500.00 +GST

·     Humphries Lane, Hurstville                             $13,500.00 +GST

·     Westfields Taxi Rank, Hurstville                      $13,500.00 +GST

·     Council Building Recording Server upgrade         $25,000.00 +GST

·     Chivers Hill, Lugarno                                        $35,282.00 +GST

 

8.      The value of the Lugarno CCTV installation adjoining the Forest Road (Chivers Hill) shops has been costed at $35,282 (excluding GST). This includes purchase and installation of the following:

·    Four (4) x Cameras 5MP Vandal Proof Network IR Dome Cameras

·    Two (2) x 10/100 Network Switch (Full Power 8 port PoE, 2 x SFP Combo ports, 2 x Gigabit Link Ports)

·    Two (2) x Wireless Network Link Transmitters

·    Two (2) x Wireless Network Receiver

·    Two (2) x Stainless Steel IP66 400mm x 400mm Field Cabinets including anti tamper locks and switches

·    Two (2) x Connection to Ausgrid Power Grid Circuits

·    Two (2) x Current VMS Controller inputs (cabinet tamper, Mains Fail Alarms)

·    All parts, labour and incidentals required to facilitate the installation.

 

Financial Implications

9.      This report recommends that Council applies for alternative funding opportunities through further rounds of the NSW Department of Justice Community Safety Fund as recommended by the DoJ.

10.    Further it is recommended that, should alternative grant funding applications be unsuccessful, Council consider the allocation of $144,032 during the quarterly reviews of the 2018/19 budget to fund the provision of CCTV cameras in the Hurstville CBD and Lugarno.

11.    Alternatively, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund could be considered by the relevant Ward Councillors during the 2018/19 financial year.

 

Community Engagement

12.     Community engagement, including consultation, was conducted with residents and business owners from the local government area, as well as consultation with the St George Local Area Police Command.

 

 

File Reference

D18/81790

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 20

Item:                   FIN029-18          Draft 2018/19 Budget - Consideration of Waratah Private Hospital Car Parking 

Author:              Strategic Property Specialist

Directorate:      Office of the General Manager

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)     That Council continue with 1 hour free parking (as per the 2018/19 exhibited Fees and Charges) to offset the operating loss currently incurred at the Waratah Private Hospital Car Park.

(b)     That the General Manager investigate the consolidation of all Council-owned car spaces onto discrete basement levels with a view to being able to install boom gates or other devices which would enable separate management of the Council car parking spaces and report back to Council on options.

 

 

Executive Summary

 

1.   At present Council is losing $231,000 per annum after operating expenses, for the 150 Council owned spaces located within the Waratah Private Hospital Car Park.

 

2.   Should Council increase the 1 hour free parking to 3 hours free parking the cost to Council is estimated to be in the order of $400,000 per annum after operating expenses. This figure is inclusive of the compensation that may be payable to the owners’ consortium for the decrease in its revenue arising from the increase in the extra 2 hours free parking.

 

Background

 

3.   Council is the registered proprietor of a 150 space stratum public car park legally described as Lot 1 in DP1157338 and located at 31 Dora Street, Hurstville. The public car parking spaces are located predominantly on levels B3 and B4 within the basement car park, with some spaces being located on levels B2 and B5. In addition to the Council owned parking, the Hospital, as part of the development consent for this property, is required to make an additional 100 car parking spaces available for public and patients/visitor parking.

 

4.   Prior to construction of the hospital, the land was used as an at grade public car park by the former Hurstville City Council.  The site was sold on a commercial basis and there was no requirement as part of the sales agreement for the new owner to provide free public or private parking on the site.

 

5.   Once the hospital was constructed, (circa 2010) the reinstated underground car park offered 1 hour free parking for all of the public and privately owned car spaces located in the basement, with commercial rates charged thereafter. 

 

6.   Furthermore, the development consent for the Hospital did not specify any parking rates or include a requirement that the public or private parking should be provided free of charge for any period of time.  The development consent allows for the entire car park to be operated as a commercial car park, consistent with the original sales agreement. 

 

7.   It should be noted that Council has never actively managed its spaces and has contracted the management of the public car spaces to a car parking management company.

 

8.   For the avoidance of doubt, there was no requirement in the contract for sale or in the subsequent development consent that Council or the owner had to reinstate any 3 hour free parking within the development.

 

9.   In the years that followed, Council requested that the free parking arrangement be increased from 1 hour free to first 2 hours free.  This was agreed to by the Hospital owner at the time (being Cortez Enterprises) on the basis that Council subsidised the loss in revenue for the additional free hour. 

 

10. The parking fees were subsequently changed following the appropriate regulatory public notification process (28 day exhibition period) as required under the Local Government Act, 1993, to amend the fees applying to Council’s car spaces.

 

11. As a result of the above mentioned changes, the former Hurstville City Council in December 2013 was advised that it was incurring losses for this facility in excess of $470,000 per annum due to a combination of high strata fees and car park losses.

 

12. Due to a best practice approach by the Hospital (being a Consortium made up of the Waratah Private Hospital, Generation Healthcare and Goldman Sachs who bought the Hospital (debt) from Suncorp Bank following the previous owner being declared bankrupt), the operational costs relating to the strata were subsequently reduced for the building.  That in turn, reduced Council’s operational expenses for the car park from $337,000 to $265,000 per annum thereby also reducing Council’s annual loss.

 

13. In February 2015, Mayor Hindi, by way of media release, informed the public (and staff) that the first 3 hours parking at the hospital would now be free.  Unfortunately, the formal process to amend Council’s fees and charges, as is required by the Local Government Act, 1993 did not take place.

 

14. Without a public consultation process, there was subsequently no formal opportunity for the Hospital’s owners’ consortium to comment on the proposed changes.  The increase in free parking was not supported by the owners’ consortium.

 

15. However, in a sign of goodwill, the Consortium agreed to the change the parking to first 3 hours free, on the basis that Council would once again compensate them for the loss in revenue that would result from the change. 

 

16. The Consortium’s agreement was provided on the condition that the commercial situation would be reviewed once the long term contractual agreements with Secure Parking, (which the previous owner Cortez had established) expired in February 2016.

 

17. The increase to the free parking period from 2 to 3 hours resulted in the level of Council compensation increasing from approximately $1,500 per month to over $4,000 per month.   In what would be a general upward trend, Council’s file indicates that the month of October 2015 recorded a reimbursement amount of approximately $7,000.

 

18. On 25 February 2016 following the expiry of the Secure Parking management contract, Council resolved:

 

“THAT paid public parking continues according to Council’s adopted Schedule of Fees & Charges (eg – first 3 hours free).

 

THAT, notwithstanding the two previous resolutions, should Waratah Private Hospital not wish to proceed on the same basis with Secure Parking for management of their public parking spaces, then Council’s public spaces will revert to unpaid 3 hours timed parking patrolled by Council rangers.”

 

 

19. This resolution to retain the 3 hour free arrangement gave the Consortium little choice on how the car park would be managed, and appears to be a departure from the long held arrangement that neither party could impose its will on the other in managing the shared car park.

 

20. Pursuant to the resolution, Council advised the owners’ consortium that it would no longer subsidise the free parking period and that if the consortium didn’t agree, then Council would manage its spaces independently.

 

21. Council additionally advised that it did not want to pay for any parking equipment costs including the boom gate as Council did not require security to its part of the car park.  Despite being a shared facility with Council and Hospital spaces co-located across various basement levels, Council reasoned that if the hospital required controlled access then it should be up to the owners’ consortium to pay.  Council resolved to send its rangers to patrol the Council-owned car parking spaces (and issue fines for overstaying designated parking limits).

 

22. The owners’ consortium was then left to manage its spaces independently of Council’s.  However, being a shared facility, the approved configuration of the parking levels does not allow for individual spaces to be separated and/or managed separately from the Hospital’s spaces. 

 

23. In the face of mounting costs in relation to the management and operation of the car park, the owners’ consortium met with the General Manager on several occasions and prepared a submission to the draft Georges River Operational Plan 2017-2018 (the draft budget’s Fees and Charges. 

 

24. The submission outlined the business case for changing the 3 hour free parking back to 1 hour free, which based on financial modelling, should offset the current losses incurred by Council and the consortium, if car parking occupancy rates reached a level of 80%.

 

25. The submission also advised Council that the consortium would reserve its legal rights to pursue compensation for any ongoing loss of revenue due to Council’s failure to operate its car parking spaces in a manner that was not financially detrimental to the owners’ consortium.

 

26. There is no doubt that the Waratah Private Hospital is considered to be a valuable community asset.  However, it should be noted that the previous Hospital owner (Cortez) encountered financial hardship and was placed in receivership as a result of the exorbitant operational costs associated with running the facility.

 

27. While costs have reduced for both Council and the consortium (due to an industry best practice approach by the Consortium), Council’s 150 public car park component of this facility continues to operate at a significant annual loss of more than $230,000 per annum.

 

28. It is anticipated that any attempt to again reduce the commercial viability of the Hospital’s car park by reinstating the 3 hour free parking regime will be met with opposition by the owners’ consortium.

 

Next Steps

29. Council officers are currently investigating the consolidation of all Council-owned car spaces onto discrete basement levels with a view to being able to install boom gates or other devices which would enable separate management of the Council spaces.

 

30. Until such time as that consolidation and separate management can be achieved, it is recommended that Council continue with the existing 1 hour free parking period at the site (consistent with the draft 2018/19 fees and charges).

 

Current Position

 

31. Council’s car parking spaces currently operate at an annual loss of approximately $231,000.

32. Council strata fees amount to approximately $265,000 per annum.

 

33. Reducing free parking back to a 1 hour period has increased Council’s revenue at the facility by approximately $50,000 per annum with upward trends continuing.

 

34. Current utilisation rate for the Council car parking spaces is between 45% and 55%.

 

35. It is anticipated that the car park could break even or may possibly become profitable at a utilisation rate of 80%. Based on the consortium’s modelling, the car park operating at 80% capacity with only the first hour free, could potentially result in Council’s current operational costs being cost neutral.


 

 

36. The table below shows forecast budget details based on the 1 and 3 hour free models:

 

Waratah Private Hospital Car Parking - Impact on Decision for 3 Hours Free Parking

 

 

 

 

Current Arrangement - 2017 -18 Budget

 

1 Hour Free Parking

 

 

Per Annum

 

Income

                              70,000.00

 

 

 

Strata fees

                           265,000.00

 

OPEX

                              36,704.00

Secure Parking management

 

 Total expenses

                           301,704.00

 

 

 

 

 

 

 

Loss

-                          231,704.00

 

 

 

 

 

 

 

 

 

 

Proposed Arrangement - 2018-19 Budget

 

3 Hours Free Parking with likely compensation payable to the Consortium

 

 

 

 Income

                              20,000.00

 

 

 

 Strata fees

                           265,000.00

 

 OPEX

                              40,920.00

Metro Parking management

 

 Compensation

                           114,000.00

Estimate based on 2015-16 + CPI

 

 Total expenses

                           419,920.00

 

 

 

 

 

 

 

 Loss

-                          399,920.00

 

 

 

 

 

 

 

 

Options

 

37. The following options are available to Council for consideration:

Option 1:                   Status Quo – No change to 1 hour free parking.

Option 2:          Separate Parking Area and Operation - Boom gate and Council management of area; Council rangers to provide infringement and enforcement; consortium applies no free parking, amendment to  stratum to consolidate car spaces.

Option 3:          Increase to 3 hours free parking - compensation will be due to the consortium for extra 2 hours free parking - significant income reduction to Council, cost increase of approximately $168,000 per annum including compensation to the Consortium.

Option 4:          Increase to 2 hours free parking - reduces compensation payable to approximately $57,000 per annum.  This option is unlikely to be agreed to by the consortium.

Option 5:          Investigate disposal of Council car spaces.


 

 

Financial Implications

 

38. Possible financial impacts are:

 

·    Approximately $50,000 decrease in revenue should free parking change from 1 hour free parking to 3 hours free parking.

 

·    Approximately $114,000 in compensation to the consortium should the free parking increase to 3 hours free.

 

·    Approximately $57,000 in compensation to the consortium should the free parking increase to 2 hours free.

 

Community Engagement

 

39. Community consultation is currently being conducted through the draft 2018/19 Budget (Fees and Charges) public exhibition period.

File Reference

D13/1543

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 26

Item:                   FIN030-18          Draft 2018/19 Budget - Consideration of Asbestos Education Program 

Author:              Manager Environmental Health & Regulatory Services

Directorate:      Environment and Planning

Matter Type:     Committee Reports

 

 

 

Recommendation

That Council note the allocation of additional funds in the 2018/19 budget is not required to fund the development and implementation of an Asbestos Education Program as the program will be funded as part of the 2018/19 operational budget of the Environment, Health and Regulatory Services Department.

 

Executive Summary

1.   A report is currently being prepared for Council’s meeting in June 2018 on an Asbestos Management and Education Program in response to a Council resolution dated 27 November 2017. While the details of the community education program have yet to be finalised it is not envisaged that a separate budget allocation will be required to fund a program.

 

Background

2.      Council at its meeting on 27 November 2017, by Notice of Motion Number 22 resolved:

(a)     That the General Manager prepare a report to Council on the introduction of an Asbestos Management and Education Program within the Local Government Area in early 2018.

(b)     That the report include options for improving community awareness and strategies to improve the regulation, enforcement and coordination of asbestos handling across the various levels of Government and relevant agencies.

(c)     That the report identify potential sources of funding and timeframes for implementation of the Program during 2018.

3.      While the requested report is currently being researched and discussions are being held with relevant representative from the various levels of Government and relevant agencies, it is envisaged that a separate budget allocation will not be required for this resolution. The requested report will be presented to Council at its June 2018 meeting.

4.      A number of Government and Non-Government Agencies currently produce a range of free resources to raise awareness regarding asbestos within the environment and asbestos related illnesses. The opportunity for improvement as highlighted in the request for the report is to develop a more effective coordination of resources and information across the three levels of Government.

5.      It is not proposed to ‘reinvent the wheel’ with the proposed Asbestos Management and Education Program moreover it is proposed to harness the existing resources available and expand the coverage of these resources further into the community.

6.      While the report is yet to be finalised, methods that may be used could include, distributing of information with development consent documentation, improved website/Facebook information, targeted community education evenings and use of Council’s existing print communication networks to reach the community.

7.      While there will be a cost associated with any of the above communication networks, these costs can be incorporated into Council’s existing operational budget.

Financial Implications

8.   Within budget allocation.

 

Community Engagement

9.   Community engagement will be conducted as discussed above and will be considered in further detail in the report to Council on the Asbestos Management and Education Program in June 2018.

 

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 28

Item:                   FIN031-18          Draft 2018/19 Budget - Consideration of Energy Conservation and Sustainability Policy 

Author:              Manager Environmental Health & Regulatory Services

Directorate:      Environment and Planning

Matter Type:     Committee Reports

 

 

 

Recommendation

That Council note the allocation of additional funds in the 2018/19 budget is not required for the development and implementation of the Energy Conservation and Sustainability Policy and a further report will be presented to Council on a works program and funding options for Council’s key facilities.

 

Executive Summary

1.      An energy and water audit is currently being conducted via funding from the 2017/2018 budget. The consultant performing the audit provided Councillors with a Briefing on the progress of the audit on 16 April 2018. The consultant is currently finalising the final audit report and once received a program of works and proposed funding options will be prepared and reported to Council with any budget bids to be considered as part of Council’s future budget processes.

Background

2.      Council at its meeting on 18 December 2017, by way of Notice of Motion Number 27 resolved:

a)      That the General Manager prepare a report to Council on the development of an Energy Conservation and Sustainability Policy within the Local Government Area in early 2018.

b)      That the report include options for promoting the creation of environmentally resilient buildings, options for energy efficient upgrades to new and existing multi-storey buildings and sustainable design provisions that could be included within future Development Control Plans for the City.

c)      That the report identify potential sources of funding and timeframes for the development and implementation of the Policy during 2018.

3.      Council’s 2017/2018 budget provided funding for an energy and water audit to be conducted with the intention of identifying improvements in process, plant and equipment that can be incorporated into Council’s building infrastructure.

4.      The consultant engaged to conduct this audit provided a presentation to Councillors at Council’s briefing on 16 April 2018. This presentation highlighted the energy savings that could be achieved with various improvements in infrastructure across Council’s top ten energy consuming sites.

5.      Many of these improvements can be funding through Council’s future asset replacement programs, maintenance improvement programs, Section 94 funds, low interest loans or specific budget allocations. The first stage of these improvements will be delivered via the Stage 2 and 3 works at the Hurstville Leisure Centre which is funded via Section 94 funding.

6.      The consultant is currently finalising the final audit report and once received a program of works and proposed funding options will be prepared and reported to Council.

7.      To commence with the implementation of the works program $100,000 has been included in the 2018 2018 budget.  The consultant’s report and recommendations relating to the work program to the key council facilities will be used to develop budget bids to future budgets.

 

Financial Implications

8.      Funds of $100,000 have been allocated in the 2018/2019 budget to commence the implementation of the works program for a number of Council’s key facilities.

 

Community Engagement

9.      Community engagement will be conducted as necessary and as part of the specific energy efficiency installation.

 

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 30

Item:                   FIN032-18          Draft 2018/19 Budget - Consideration of Skate Park Options 

Author:              Manager Project Delivery

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation

(a) That Council notes the preliminary preferred locations and estimated costs for skate parks within the local government area as outlined in the report.

(b) That Council endorse the development of a detailed feasibility study for each of the preferred locations for skate parks.

(c)  That Council notes that funding is not included in the 2018-2019 draft Budget and that these works will be considered in a future capital works program, subject to the outcomes of the feasibility studies.

(d) That Council applies for funding opportunities through relevant State and Federal Government Departments subject to the outcomes of the feasibility studies.

 

Executive Summary

1.        This report is presented to Council following NOM 001-18 tabled at the 26 February 2018 Council meeting whereby Council resolved to investigate potential locations for the construction of a Skate Park within the local government area.

 

Background

2.      Council will recall that at its meeting on 26 February 2018, the following Notice of Motion (NOM001-18) was resolved:

“Construction of a Skate Park in the Georges River Local Government Area

(a) That Council investigate potential locations for the construction of a Skate Park within the Georges River local government area.

(b) That the results of the investigation, along with an indicative construction budget, be report to Council in March 2018”

 

3.        Following the above resolution, Council has undertaken detailed site investigations  to determine an appropriate location for a new skate park.  The following preliminary locations have been determined as suitable:

 

a.   Hogben Park

b.   Olds Park

c.   Former Oatley Bowling Club (southern part)

 

Hogben Park

4.        Hogben Park is located at the corner of Harrow Road and Railway Parade in Kogarah and is 2.6 hectares in size.  Hogben Park has been dedicated as a local youth recreation precinct.  The park is located within close proximity to the CBD.  It is used by three nearby schools including St George Girls High School, Kogarah High School and Kogarah Primary School and is accessible by foot from Kogarah Railway Station   In June 2010 a Master Plan for Hogben Park was completed which recommended several improvements be implemented to the park.  The Hogben Park Landscape Master Plan includes plans for a skate park and improved lighting to enhance safety and reduce anti-social behaviour.

 

5.        It is proposed that the skate design should include a combination of ‘Street Style’ and ‘Transition Style’ which allows for progression of skill from beginner to advanced users that caters for all ages, abilities and user styles.

 

6.        By developing a design which caters to everyone Council will be able to ensure that the skate park becomes a family friendly facility which will see younger children on scooters mixing with older children within the park while parents watch on.  This is consistent with the Georges River Council Community Strategic Plan and Stronger Councils Framework of providing outstanding service provision with regard to infrastructure and solving local issues.

 

Olds Park

7.        Olds Park is a 9.5 hectare park which has a frontage on Forest Road and access from Holley and Queensbury Roads.  The park is a sporting hub used for regional competitions. Sports played at the park include:

 

a.        Australian Rules Football

b.        Athletics

c.        Baseball

d.        Cycling

e.        Cricket

f.         Netball

g.        Soccer

 

8.        Olds Park also contains an aging skate facility which was built in 1986.  The 32 year old skate park is comprised of one shallow concrete bowl and 2 steel ramps.

 

9.        The Georges River Council Youth Survey 2017 identified that 30% of respondents had used the facility and many of those respondents also stated that it should be replaced with a safe, modern and more challenging skate park.

 

10.     It is proposed that the skate design should include a combination of ‘Street Style’ and ‘Transition Style’ which allows for progression of skill from beginner to advanced users that caters for all ages, abilities and user styles.

 

11.     By developing a design which caters to everyone, Council will be able to ensure that the skate park becomes a family friendly facility which will see younger children on scooters mixing with older children within the park while parents watch on.  This is consistent with the Georges River Council Community Strategic Plan and Stronger Councils Framework of providing outstanding service provision with regard to infrastructure and solving local issues.

 

Former Oatley Bowling Club site (southern part)

 

12.     This site is located along the rail corridor in the vicinity of Oatley Train Station and adjacent to Myles Dunphy Reserve.  It is located in extremely close proximity to the station making it an attractive destination for young people and families.  Demographic data indicates a need to provide additional recreational space for the younger demographic in this area.

 

13.     Whilst a detailed investigation is required for the site, it is viewed that the provision of a skate park at this location would be consistent with the Georges River Council Community Strategic Plan and Stronger Councils Framework of providing outstanding service provision with regard to infrastructure and solving local issues.

 

14.     The site is currently subject to a Planning Proposal to rezone the former bowling greens to permit aged care development to occur on the northern part of the site.  The southern portion of the former bowling club site will remain zoned for open space and could accommodate a skate park facility.

 

Construction Costs

15.     Council officers have undertaken a review of construction costs with comparisons being made to neighbouring Councils who have recently undertaken similar works.  Indicative construction costs for each skate park include:

 

Item

Amount

Design

$150,000

Construction

$850,000

Contingency

$100,000

Total Costs

$1,100,000

 

16.     It is anticipated that each Skate Park would cost approximately $1,100,000.

 

Financial Implications

17.     Additional non-budgeted funds of $1,100,000 per skate park.

Community Engagement

18.    Community engagement will be conducted with affected residents should any project be approved for construction in the future.

 

File Reference SF18/591  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 33

Item:                   FIN033-18          Draft 2018/19 Budget - Consideration of Community Open Day Program 

Author:              Acting Executive Manager, Office of the General Manager

Directorate:      Office of the General Manager

Matter Type:     Committee Reports

 

 

 

Recommendation

That Council endorse the allocation of $20,000 from the existing operational budget of the Office of the General Manager in the 2018/19 Budget to facilitate the Community Open Days Program, as outlined in this report.

 

Executive Summary

1.      In accordance with the resolution of Council, this report is provided to inform in regards to the establishment of Community Open Day program and provides logistical details in regards to but not limited to timings, locations, staffing and budgetary implications.

2.      The proposal is consistent with Council’s Community Engagement Policy, with funds of $20,000 being allocated in the Draft 2018/19 Budget. 

 

Background

3.      At its meeting held on 26 March 2018 Council considered a notice of motion in relation to the establishment of Council-run Community Open Day program, and subsequently resolved as follows:

(a)     That the General Manager provide a report to Council on the establishment of an annual Community Open Day program for each Ward, to provide the community with an opportunity to meet their Ward Councillors, be informed of works and projects that will be undertaken in their area over the next 12 months and provide feedback on Council services.

(b)     The report should identify potential locations, staff requirements, timings and cost estimates with a view to inclusion in the 2018/19 budget process and 2018/19 corporate events calendar.

4.      A Community Open Day program provides Council with an opportunity to actively engage with its community in a less traditional non-formal setting.

5.      Each open day session would be conducted in a similar format. The open day sessions will be communicated and publicised to the community as a single program of consultation. Whilst a session will be held in each ward, all Councillors will be invited to attend each session to reinforce to the community that Councillors represent their ward but govern for all residents of Georges River.

6.      Open days will be structured to act as a drop in service where members of the community can pop in just to meet their Councillors and to also enable community members to register for a ten minute session with a Councillor to discuss a particular issue. During the session there will be on display details of upcoming projects and works in that ward. Council staff will be on hand to record and lodge any feedback, complaints or requests for service.

7.      The Community Open Day program will be a rolling program with a session to be held in each ward, a total of five sessions will be held in the period from July to June (no sessions will be held in January or December).

8.      To ensure that the widest possible cross section of the community can attend the open days, it is proposed that sessions be held on different days of the week and different times of day. To cater for residents who work full time, two sessions will be held on a Saturday morning and another session on a Thursday evening. The remaining two sessions will be held during daylight hours on a weekday.

9.      The location selected for each open day will give consideration to the day of the week the session is being held as well as the general activities predominantly undertaken by residents at those times. For example a session in Peakhurst Park / Library on a Saturday morning provides an opportunity to engage with young families whose parents may work full time and spend their weekends engaged in organised sport on a Saturday. A weekday session located at a Community Centre with good public transport options will provide access to residents who may have mobility issues. Prior to the finalisation of the Program staff will liaise with Ward Councillors about the best location for the open day session in each ward. 

10.    Sessions will run, on average for a duration of two - three hours and will be supported by two council staff from the Community Development team and the Customer Service team, however composition of support staff would be varied based on issues to be addressed.  Some assistance from the Community Events would also be required in terms of set up and the provision of facilities.

 

Financial Implications

11.    Each open day program session would require the provision of the following:

Requirement

Expected Cost per Session

1 x customer service staff member to man information / enquiry booth

1 x member of Community Development Team to engage with public

1 x member of Events Team

 

Weekend / After Hours Sessions will attract overtime – approx. $800

Weekday sessions can be facilitated within existing staff resources

Small number of portable table and chairs to allow residents to discuss issues with Councillors in comfort

 

Council owns trestle tables however chairs would need to be sourced at an approx. cost of $2.50 each (20 chairs@ $2.50 = $170) and a delivery charge $120. 

Marquee for outdoor located sessions

Equipment already available.

Use of Community facilities for some sessions

Use of Community Facilities would be subject to Council’s current hire rates which range between $30 to $95/hour.

Promotional materials, posters, information leaflets and brochures

Up to $100 per session

The Office of the General Manager has an annual consultancy budget of $380,000.  Funds of $20,000 have been allocated from this budget in the draft 2018/19 Budget.

Community Engagement

12.    Council has adopted a Community Engagement Policy and the Community Open Day program is consistent with the principles outlined in this policy through the provision of opportunities for members of the community to provide feedback and to be informed of council initiatives.

 

 

File Reference

17/2414

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 36

Item:                   FIN034-18          Draft 2018/19 Budget - Consideration of Defibrillators in Parks 

Author:              Manager Project Delivery

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)  That Council notes the cost of the installation of Automatic External Defibrillators (AED) as outlined in the report.

(b) That Council notes that funding is not included in the 2018-2019 Draft Budget and that these works will be considered in a future capital works program.

(c) That Council applies for alternative funding opportunities through the NSW Office of Sport and other relevant grant bodies.

(d) That, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund be considered during the 2018/19 financial year.

 

Executive Summary

1.      This report is presented to Council following NOM 011-18 tabled at the 26 March 2018 Council meeting whereby Council resolved to investigate the installation of defibrillators at Council's Major Sporting Fields and Parks.

 

Background

2.      Council will recall that at its meeting on 26 March 2018 the following Notice of Motion (NOM011-18) was resolved:

“Installation of Defibrillators at Council's Major Sporting Fields and Parks

That as Council commences the construction of new sports amenities buildings as part of the Stronger Communities Funding, the General Manager develop the following report for consideration by Council as part of the 2018/19 budget:

(a)     An audit of defibrillators at sporting grounds and passive recreation areas in the LGA that includes:

i.        Location

ii.       Accessibility of unit

iii.      Condition of unit.

(b)     A list of potential locations of new defibrillators at sporting grounds and passive recreation areas in the LGA that includes:

i.        Location

ii.       Cost of new unit.”

 

3.      Following the above resolution, Council Officers have undertaken a review of the allocation and distribution of defibrillators in parks within the local government area.

4.      In 2016, St George Football Association obtained grant funding to roll out Automatic External Defibrillators (AED) to each of its twenty three (23) clubs across Georges River and Bayside Councils.  An audit of the Automatic External Defibrillators (AED) was undertaken by Council officers to determine their location and accessibility within the Georges River Council Local Government Area.  This audit is outlined below:

 

Club

Home Ground

Public Access

Location

Condition

Notes

All Saints Oatley West

Oatley Park

No

Unknown

Unknown

Club also use Gifford Park

Carlton Rovers

*Harold Fraser Oval

No

Unknown

Unknown

Club train at Todd Park

Carss Park

Charles Pirie

No

Unknown

Unknown

 

Connells Pt Rovers

Poulton Park

No

Unknown

Unknown

Club train at The Quary & Todd Park

Forest Rangers

Gannons Park

No

Unknown

Unknown

 

Glory FC

Riverwood Park

No

Unknown

Unknown

Relocated from Penshurst Park in 2018

Hurstville Minotaurs

Beverley Hills Park

No

Unknown

Unknown

 

Hurstville ZFC

Carss Bush Park

No

Unknown

Unknown

 

Lugarno FC

Gannons Park

No

Unknown

Unknown

 

Oatley FC

Renown Park

No

Unknown

Unknown

Club also use The Green

Peakhurst United

Peakhurst Park

No

Unknown

Unknown

 

Penshurst West

Olds Park

No

Unknown

Unknown

 

Sans Souci

Claydon Reserve

No

Unknown

Unknown

Club also train at Carss Bush Park

St George Warriors

Charles Pirie

No

Unknown

Unknown

 

 

5.      As indicated by the audit, the Automatic External Defibrillators (AED) were issued to the Clubs and permanent locations were not provided with the exception of Claydon Reserve.

 

6.        Council Officers have also investigated the total cost for the installation of Automatic External Defibrillators (AED).  These costs include:

 

Item

Cost

Automatic External Defibrillators (AED)

$3,000 to $5,000 per unit

Monitored Surrounds

$3,000 per unit

Installation of electricals (including WiFi)

$2,000 per unit (depending on location of AED)

Monitoring of AED

$600 per year

WiFi Charges

$500 per year

Total Cost per AED

$8,000 - $10,000 per unit

Total Annual Maintenance Costs per AED

$1,100 per year

**Costs do not include the following:

·    Out of warranty repairs on AEDs and cabinets

·    Replacement of the AED or cabinet if damaged or unrecoverable through wear and tear, vandalism, accident, and or misuse.

·    Ongoing maintenance outside of the scope.

 

7.      The Automatic External Defibrillators (AED) units are operated as follows:

 

a.   Emergency situation – user pressed the call button on the unit which notifies the monitoring centre

b.   The responder confirms via a speaker that the unit is required

c.   The user is issued a PIN code to access the unit (via the cabinet)

d.   Once the cabinet, an automated camera take a photo of the user

e.   The user utilises the Step-by-Step guide to operate

f.    Once completed, the unit is returned to the cabinet

These steps vary depending on the type of supplier you engage.

8.      As part of the Capital Works Program the following public and / or sports amenities will be constructed in 2018-2019:

 

a.   Renown Reserve (x2)

b.   Olds Park

c.   Claydon Reserve

d.   Peakhurst Park

e.   Oatley Memorial Park

f.    Harold Fraser Oval

g.   Beverly Hills Park

h.   Riverwood Park

i.    Carss Bush Park

 

9.      The cost of installing Automatic External Defibrillators (AED) at each of the above locations would be $72,000 to $90,000 plus annual maintenance costs of $9,900 per year.

 

Financial Implications

10.     Additional non-budgeted funds of $72,000 to $90,000 plus annual maintenance costs of $9,900 per year.

 

Community Engagement

11.    Not required at this time.

 

 

File Reference

13/1340

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 40

Item:                   FIN035-18          Draft 2018/19 Budget - Consideration of Costings for Additional Works at Sans Souci Pool 

Author:              Manager Project Delivery

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)     That Council notes the additional costs at Sans Souci Pool to upgrade amenities and the toddler pool plant room.

(b)     That Council notes that funding is not included in the 2018-2019 draft Budget and that these works be considered in a future capital works program.

 

Executive Summary

1.      This report is presented to Council following the request from the 23 April 2018 meeting to provide a report on how much it would cost to replace plant and replace heat exchangers and any other part of the pool that is required to be replaced with a view to inclusion in 2018/19 budget process.

 

Background

2.        Council will recall that at its meeting on 23 April 2018 the following was resolved:

“(a) That Council accepts the Tender from Dapcor Building Services Pty Ltd, in the amount of $973,909.55, after having regard to all the circumstances, as the tender that appears to be the most advantageous and appoint Dapcor Building Services Pty Ltd as the Principal Contractor under the Contract Number T17/039 Sans Souci Pool Concrete Remediation and Refurbishment Works.

 

(b) That the General Manager be authorised to sign the Contracts with the preferred Contractors on behalf of Council.

 

(c) That Council Officers inform the unsuccessful Tenderers of the resolution to decline to accept those tenders.

 

(d) That the General Manager provide a report on how much it would cost to replace plant and replace heat exchangers and any other part of the pool that is required to be replaced with a view to inclusion in 2018/19 budget process.”

 

3.        Following the above resolution, Council officers have undertaken site investigations of Sans Souci Pool to determine the additional works required at the facility.  The following elements have been identified:

a.   Upgrade of amenities (accessed from Park) = $100,000

b.   Upgrade of amenities (inside the facility) = $200,000

c.   Replacement of toddler pool plant room = $50,000

 

4.      The cost of these additional works would be $350,000.

 

5.      It should be noted that all works associated with the indoor pool and gym are the responsibility of the lessee.

 

 

Financial Implications

6.      Additional non-budgeted funds of $350,000.

 

Community Engagement

7.        Community engagement will be conducted with the Lessee should the project be approved in the future.

 

File Reference

T17/039

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 42

Item:                   FIN036-18          Draft 2018/19 Budget - Consideration of Councillor Ward Discretionary Fund  

Author:              Acting Executive Manager, Office of the General Manager

Directorate:      Office of the General Manager

Matter Type:     Committee Reports

 

 

 

Recommendation

(a) That Council endorse the draft Councillor Ward Discretionary Fund Policy, as contained in Attachment 1.

(b) That the draft Councillor Ward Discretionary Fund Policy be referred to the Independent Commission Against Corruption and the Office of Local Government for their consideration.

(c)  That, a further report be provided to Council, subject to the receipt of any feedback from the Independent Commission Against Corruption and the Office of Local Government, which may necessitate amendments to the Policy. 

 

(d) That Council endorse the allocation of $1,000,000, consisting of $150,000 of non-capital funds and $850,000 capital funds in the 2018/19 Budget to facilitate the establishment of the Councillor Ward Discretionary Fund.

 

 

Executive Summary

1.      In accordance with the resolution of Council, this report is provided to allow consideration of the draft Councillor Ward Discretionary Fund Policy.

2.      The draft Councillor Ward Discretionary Fund Policy will enable a timely and flexible approach to requests for funds while ensuring that all allocations are determined in a manner that is transparent and accountable.

Background

3.      At its meeting held on 26 March 2018, Council considered a report in relation to establishing a Councillor Ward Discretionary Fund (CCL012-18) and subsequently resolved as follows:

(a)     That the Councillor Ward Discretionary Fund be considered for implementation as part of 2018-2019 financial year budget.

 

(b)     That Council adopts Option 1 in paragraph 11 of this report and considered as part of the 2018/19 budget process.

 

(c)     That the General Manager prepare a Councillor Ward Discretionary Fund administrative guideline, to support the implementation of the Fund, having regard to similar successful Funds currently operating in New South Wales and Victorian councils.

 

(d)     That the administrative guidelines be referred to the Independent Commission Against Corruption (ICAC) for feedback.

 

(e)     That the Councillor Ward Discretionary Fund guideline be sent to the Office of Local Government (OLG) for feedback.

 

(f)      That, subject to adoption by Council, the Councillor Ward Discretionary Fund be conducted as a trial for a period of 12 months, from 1 July 2018.

 

4.    Advice from the Office of Local Government has confirmed that under the Local Government Act 1993 a council can delegate the granting of financial assistance and is not required to give public notice if:

-    the financial assistance is part of a specific program, and

-    the program’s details have been included in the council’s draft operational plan for the year in which the financial assistance is proposed to be given, and

-    the program’s proposed budget for that year does not exceed 5 per cent of the council’s proposed income from the ordinary rates levied for that year, and

-    the program applies uniformly to all persons within the council’s area or to a significant group of persons within the area.

 

The proposed Councillor Ward Discretionary Fund Policy (the Fund) satisfies these requirements.

 

5.    In keeping with the resolution of Council, the Fund will be implemented as a trial for a period of 12 months, commencing from the 1 July 2018, at which time a report will be provided to council on the operation of the Fund.

 

Draft Councillor Ward Discretionary Fund Policy

6.    The purpose of the Fund is to provide a framework which enables Councillors to provide minor financial support (donations or sponsorship) to individuals, community groups or for the provision of minor capital works within wards which will complement Council’s existing grants, sponsorship and donations framework.

 

7.    The funding allocation must benefit Georges River Council residents. It is proposed that the Fund could be allocated in a more timely and flexible approach to requests for funding from the community.  It will supplement Council’s existing community grants program and sponsorship and donations program and will reduce red tape and allow the consideration of late and urgent requests to occur, which will reduce the number of retrospective approvals that currently occur.

 

8.    The draft Policy allows for consideration of these requests in a manner that ensures:

-    the approval of all Fund applications can only be considered at a formal meeting of Council;

-    the process for consideration of applications through the Fund is open, transparent and accountable, to this end a register of all approved Fund allocations will be made available on Council’s website;

-    there is an appropriate acquittal process for the spending of funds; and

-    that Council is acknowledged for providing the funds.

 

9.    It is proposed that on a monthly basis Councillors will be asked to consider a report at each Council meeting provided by the General Manager outlining the details of any Councillor requests for funding.

 

10.  Councillors will then be able to approve the requests they would like to support and the amount they would like to contribute up to a maximum of $1,500 per non-capital request. 

 

11.  In regard to funding for minor capital works, these requests will be forwarded for consideration to the relevant Director who will be responsible for providing comment to Council which will take into account the benefits of the proposed works, consistency with existing policies and works programs and whether funding has been projected in future budgets.

 

12.  In both circumstances outlined above Councillors are required to make a declaration in regards to conflicts of interest, consistent with the relevant provisions contained in Council’s Code of Conduct.  In circumstances where a Councillor has a conflict of interest due to their relationship with a potential recipient, this conflict must be declared and dealt with in the required manner pursuant to the Local Government Act 1993 and the Code of Conduct.

 

13.  In keeping with ensuring accountability and transparency, a register of all funds awarded will be made available on Council’s website, including the amount of funds provided and the purpose for which the funds are to be utilised and the outcome. The Fund would be audited quarterly.

 

Financial Implications

14.  The model adopted by Council (Option 1, as detailed in the previous report) allows for the allocation of $170,000 of pooled capital funds per Ward and $10,000 of non-capital funds individually allocated to each Councillor.

 

15.  Funds of $1,000,000 consisting of $150,000 of non-capital funds and $850,000 of capital funds have been allocated in the Draft 2018/19 Budget.

 

Community Engagement

16.  Community engagement is current being undertaken as part of the 2018/19 budget process.

 

 

File Reference

D18/96401

 

 

 

ATTACHMENTS

Attachment 1

Councillor Ward Discretionary Fund Policy - Version 2

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN036-18              Draft 2018/19 Budget - Consideration of Councillor Ward Discretionary Fund

[Appendix 1]          Councillor Ward Discretionary Fund Policy - Version 2

 

 

Page 45

 


 


 


 


 


 


 


 


 


 


 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 56

Item:                   FIN037-18          Draft 2018/19 Budget - Consideration of Lighting/ Floodlighting at Major Sporting Fields 

Author:              Manager Infrastructure

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)  That Council notes the funding requests from the various sporting groups to upgrade the lighting at the various sports fields.

 

(b) That Council notes that funding is not included in the 2018-2019 Draft Budget and that these works will be considered in a future capital works program.

(c) That Council applies for alternative funding opportunities through NSW Office of Sport and other relevant grant bodies.

(d) That, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund be considered during the 2018/19 financial year.

 

allocated from the proposed Councillors’ Discretionary Ward Fund.

 

 

Executive Summary

1.      On 23 April 2018 (Notice of Motion 029-18) Council resolved to investigate the installation of lighting and/or floodlighting on all major sporting fields within the Georges River Local Government Area and to provide results of the investigation, along with an indicative installation budget, to Council in May 2018.

2.      An assessment of existing lighting and floodlighting was undertaken for all major sporting fields in the Georges River Local Government area. 

3.      Indicative costs have been provided to install both additional floodlighting and general lighting in Council parks.

4.      There are currently four requests from sporting clubs for additional flood lighting with a total cost of approximately $90,000.

 

Background

5.      The results of the park lighting assessment showed that all major sporting fields currently have sports field floodlighting available. Significant investment by both former councils has been made to install and upgrade floodlighting over the past 10 years.

6.      The table below shows a listing of Council’s major sporting fields, the status of lighting and requests received to provide improvements to floodlighting.

Sportsground Name

Existing floodlight towers

Requested upgrades

Beverly Hills Park

10

Carss Bush Park Fields

7

Claydon Reserve

9

Gannons Park

10

Light design completed for additional tower on Pindari Road. Existing light on corner of Pindari Rd and Isaac St to be re-aimed

Gifford Park

4

H.V. Evatt Park

4

Harold Fraser Oval

4

Hurstville Oval

2

Kogarah Park

(training field)

2

Jubilee Oval

4

Oatley Park

4

Olds Park

10

Parkside Drive Reserve

5

Additional light tower requested - unable to be accommodated due to proximity to residential

Peakhurst Park

12

Existing lighting design includes provision for 2 additional towers for training area and rep field No. 5.

Penshurst Park

4

Subject to masterplan redevelopment

Poulton Park

6

Quarry Reserve

2

Renown Park

11

Riverwood Park

9

The Green Reserve

2

Todd Park

3

Light design completed for additional tower on Princes Highway. Existing lights scheduled to be re-aimed

Vanessa Street

12

 

7.      A review was also conducted of night-time lighting at the above locations when sports field floodlighting is not in use. Levels of light vary considerably from site to site depending on adjacent street lighting networks, trees and other factors. Generally only low levels of lighting exist at these locations. Primarily this is lighting for amenities blocks or car parking areas and often runs off the existing streetlight network.

8.        The installation of both sports field floodlighting and general park lighting is covered by several Australian standards including;

a)   AS 2560.1 – 2002 Sports lighting Part 1: General Principles

b)   AS 2560.2.3 – 2007 Specific Applications – Lighting for football (all codes)

c)   AS/NZS 1158: Lighting for Pedestrian and Public Spaces

d)   AS 4282 – 1997 Control of the obtrusive effects of outdoor lighting.

 

9.   The application of these standards is complex and Council obtains specialist lighting design for all new floodlighting projects to ensure compliance with standards, in particular ‘AS 4282 - 1997 Control of the obtrusive effects of outdoor lighting’.

 

10. Generally park lighting for pedestrian and public spaces is designed to provide a lux level of approximately 3 lux. Sports field floodlighting for training purposes is 50 lux and for club competition games is recommended to be 100 lux. Professional sports stadium lighting can be upwards of 1000 lux.

 

11. The lux scale is not linear. 100 lux is not perceived by the observer to be twice as bright as 50 lux. Glare factor and uniformity of light levels also play a major role in perceived lighting levels.

 

12. Council currently provides sports field floodlighting to 50 lux training standard with a small number of fields providing 100 lux.

 

Indicative Costing

 

13. The table below shows the indicative costing to supply and install both types of lighting and also includes the ground area that is illuminated by one pole.

 

Type

Cost

Coverage

Lux

Consumption

3 x 2,000 Watt floodlights

On a single 20 metre pole

$22,000

3,000 m2 (1/2 football field)

50

6,000 watts/hr

Pedestrian Light

on 8 metre pole

$6,500

300 - 500m2

3

30-60 watts/hr

 

14. There is a significant difference in energy consumption and running costs between these two types of lighting.  A typical sports lighting tower consists of 3 x 2,000 watt luminaires. In contrast, a typical ‘Pedestrian and Public Space’ luminaire ranges from 20 - 100 watts and can often be 100% solar powered.

 

15. The typical energy cost for a sports floodlight tower is $1.50 per hour whereas a pedestrian light is approximately 0 – 2 cents per hour. The annual maintenance cost per pole for a sports floodlight tower ranges from $110 to $180 averaged over the existing network and varies dependant on bulb failures. The annual maintenance cost per pole for a pedestrian light is estimated to be $80 per pole. 

 

Conclusion

16. The provision of sports field floodlighting is currently considered adequate. There are currently four requests from sporting clubs for additional lighting with a total cost of approximately $90,000.

 

17. Winter sports training occurs at the majority of the above locations on most weeknights. Due to the large areas covered by these lights there is considerable space and opportunity on the fringes of these areas to accommodate general community use for passive recreation. This was observed during the preparation of this report and this type of use is also in line with the communities accepted hours of use.

 

18. Whilst costing has been provided for general pedestrian lighting at major sporting fields, it is recommended that this information be provided to the consultant preparing the Open Space and Recreation Strategy so that the need for night-time park lighting for passive recreation is included within the scope of the strategy.

 

19. New technology such as automated lighting control systems that can be controlled by SMS and new luminaires that can be dimmed to low power consumption may also allow Council additional flexibility as the existing floodlighting assets are renewed.

Financial Implications

20. For consideration in the 2018/19 Budget.

Community Engagement

21. Community engagement is essential for the installation of this type of asset. Extensive consultation will be undertaken as part of the Open Space, Recreation and Community Facilities Strategy.

 

File Reference D18/92273  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 59

Item:                   FIN038-18          Draft 2018/19 Budget - Consideration of Rebound Walls at Major Sports Fields. 

Author:              Manager Infrastructure

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation

(a) That Council construct a trial rebound wall in Olds Park.

(b) That, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund be considered during the 2018/19 financial year for rebound walls in each ward, subject to a successful trial.

 

 

Executive Summary

 

1.      On 23 April 2018 (Notice of Motion 030-18) Council resolved to investigate the construction of rebound walls at all major sporting fields within the Georges River Local Government Area and to provide indicative locations, and the number and size of walls to be provided at each field to Council in May 2018.

2.      An assessment of existing infrastructure was undertaken for all major sporting fields in the Georges River Local Government area. 

3.      Indicative costs have been provided to install rebound walls at major sporting fields.

 

Background

4.      Georges River Council has 281 parks and reserves covering an area of 437 hectares. 22 of these parks are considered major sporting fields that host regular organised sports. There are a further 15 smaller parks that provide some form of sporting facility for training or casual use. A summary of these locations and the facilities provided is shown in the attached table.

5.      There is currently one rebound wall provided in the Georges River Council Local Government area. This is located in Evatt Park, Lugarno and is approximately 35 years old but in good condition. The wall is primarily designed for tennis practice with a large concrete slab on one side.

6.      In undertaking an assessment for this type of facility and possible suitable locations, relevant studies from other Councils were first reviewed. It was found that rebound walls are commonly requested by the community and considered mostly suitable for tennis hit-up practice, soccer and handball. They are considered ‘youth friendly’ and support informal (non-organised) recreational use of parks similar to Half-court basketball and skate facilities.

7.      Recent provision of these facilities is now trending towards a combined multi-purpose facility including Half-Court Basketball and Tennis Rebound Walls with potential for optional inclusion of minor skate equipment on one side of the rebound wall to provide additional facilities attractive to young people.

8.      An example of this type of combined facility is shown below.

 

 

Indicative Locations

9.      Identification of any sporting facility requires developing and accessing criteria to establish suitable locations. A summary of these criteria is outlined below;

 

Ø  Local demographics

Ø  Noise and light spill issues

Ø  Proximity to transport

Ø  Co-location opportunities

Ø  Sense of safety through passive surveillance

Ø  Maintenance access

Ø  Environmental and land use implications

Ø  Community consultation and support

 10.   It is not possible within the resources and timeframe required for this report to undertake a detailed site analysis for all Council parks and reserves observing each of the criteria above. It is recommended that this analysis be included within the scope of the Open Space, Recreation and Community Facilities Strategy for the Georges River Council. 

 

Indicative Costing

11.    A recent project completed by City of Boroondara in Victoria in 2016 for the construction of the Summerhill Park basketball half-court and rebound wall cost $61,000.

12.    It is estimated that a budget of $40 - $60,000 would be required dependant on the size and combination of facilities to be provided.

 

Financial Implications

13.    For consideration in the 2018/19 Budget.

 

Community Engagement

14.    Community engagement is essential for the installation of this type of facility. Extensive consultation will be undertaken as part of the Open Space, Recreation and Community Facilities Strategy.

 

File Reference

D18/93090

 

 

 

ATTACHMENTS

Attachment 1

GRC Sporting Facilities

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN038-18              Draft 2018/19 Budget - Consideration of Rebound Walls at Major Sports Fields.

[Appendix 1]          GRC Sporting Facilities

 

 

Page 62

 


 


 


 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 66

Item:                   FIN039-18          Draft 2018/19 Budget - Consideration of Annual Program to Improve the Streetscape, Pedestrian Safety and Public Domain at Public School Entrances  

Author:              Manager Infrastructure

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation

(a) That Council notes the cost of the annual program to improve the streetscape, pedestrian safety and public domain at public school entrances as outlined in the report.

(b) That Council notes that funding is not included in the 2018-2019 draft Budget and that these works will be considered in a future capital works program.

(c) That, in the event that the proposed Councillors’ Discretionary Ward Fund is endorsed by Council, allocation of capital funding from this Fund be considered during the 2018/19 financial year.

 

Executive Summary

1.      On 23 April 2018 (Notice of Motion 016-18) Council resolved as follows;

(a)     That Council initiate an annual program (up to the value of $200,000 per year) to improve the streetscape, pedestrian safety and public domain surrounding the entrances to all public schools within the Local Government Area.

(b)     That Council determines which school entrances will be upgraded in each ward during the annual budget process, in consultation with school communities and ward councillors.

(c)     That, where all ward councillors agree, funding for the program be sourced from ward based funding allocations or the annual capital works budget allocation.

(d)     That Council write to the Minister for Education, the Hon Rob Stokes MP, requesting co-funding for projects identified under this program.

 

Background

2.      Georges River Council has 31 public schools in the Local Government Area comprising the following:

a.   Twenty (20) primary schools

b.   Nine (9) secondary schools; and

c.   Two (2) Special Purpose Schools.

A list of all schools is provided in the attached table.

 

3.      In investigating the types of works that could be undertaken to “improve the streetscape, public safety and public domain,” the following improvements are recommended.

(a)  Renewal of concrete areas at school main entrances to include existing dirt areas, where applicable, that do not support consistent turf growth due to foot traffic wear.

(b)  Install designated tree pits to enhance street tree planting.

(c)   Construct raised planter beds on the school boundary where schools agree to the ongoing maintenance of the garden area. 

4.      Pedestrian safety aspects around all schools in the Georges River Local Government Area will be reviewed as part of the proposed Road Safety Officer position jointly funded by RMS. This position, if approved, will focus on school safety in the first 12 months.

 

Indicative Locations

5.      It was not possible within the timeframe required for this report to undertake a site analysis for all 31 public schools. Should funding be allocated, it is proposed that an asset condition assessment of the footpath area in front of each school be completed and schools prioritised based on the condition of existing footpath and nature strip areas.

 

Indicative Costing

6.      A basic estimate to renew concrete areas at school main entrances, construct garden beds or install designated tree pits is outlined in the table below.

Description

Rate $

Qty

Cost $

Footpath

110

200m2

$22,000

Raised garden bed (brick) 4m x 1m

4,200

2

$8,400

Strata vault tree pit or similar

(3 x 5m footprint)

20,000

2

$40,000

Cost of Streetscape Improvements per School

 

 

$70,400

Annual Maintenance costs for all sites

 

 

$80,000

 

7.      The annual maintenance cost of planted garden beds at 31 public school entrances is estimated to be $80,000 per annum based on 0.5 -1 hour per week at each site. This would require appointment of additional staff in the Parks Maintenance team should Council be responsible for ongoing maintenance of these areas.

8.      It should that these costs do not include any pedestrian safety measures that may be required at the schools.

 

Financial Implications

9.      For consideration in the 2018/19 draft Budget.

 

Community Engagement

10.    Community engagement will include consultation with schools to determine if they wish to participate in upgrade works and ongoing maintenance of raised garden beds.

 

File Reference

D18/95319

 

ATTACHMENTS

Attachment 1

GRC Schools List

Attachment 2

Streetscape Planting and Tree Pit exmaples

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN039-18              Draft 2018/19 Budget - Consideration of Annual Program to Improve the Streetscape, Pedestrian Safety and Public Domain at Public School Entrances

[Appendix 1]          GRC Schools List

 

 

Page 68

 


 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN039-18              Draft 2018/19 Budget - Consideration of Annual Program to Improve the Streetscape, Pedestrian Safety and Public Domain at Public School Entrances

[Appendix 2]          Streetscape Planting and Tree Pit exmaples

 

 

Page 71

 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 72

Item:                   FIN040-18          Local Government Remuneration Tribunal Determination - Mayor and Councillors fees for 2018-2019 

Author:              Acting Executive Manager, Office of the General Manager

Directorate:      Office of the General Manager

Matter Type:     Committee Reports

 

 

 

 

Recommendation

That Council adopt the following fees for Councillors and the Mayor, effective from 1 July 2018:

(i)         Councillor fee of $25,150 per annum; and

(ii)        Mayoral fee of $66,860 per annum, in addition to the Councillor fee.

 

 

Executive Summary

1.      The Local Government Remuneration Tribunal (LGRT) released on 17 April 2018 its Annual Report and Determination under sections 239 and 241 of the Local Government Act 1993.

2.      The Annual Report advises that the LGRT undertook a significant review of the categories of Councils; specifically Georges River Council is classified as a Metropolitan Medium Council.

3.      Additionally, the Annual Report advises the LGRT has recommended a general increase of 2.5% in remuneration.

Background

4.      In accordance with Section 239 of the Local Government Act 1993 the LGRT determines the category of each Council; while in accordance with Section 241 the LGRT determines remuneration to be paid to Councillors and the Mayor. 

5.      The 2018 Review saw the LGRT receive ten requests for re-categorisation; however the LGRT found the current categorisation to be appropriate, but noted that some of these requests would in the future be likely to meet the criteria for re-categorisation.  

6.      Through this process Georges River Council was categorised as “Metropolitan Medium” Council.

7.      In the review of Mayoral and Councillors Fees under this category, the LGRT determined that an increase of 2.5% to Councillors fees and Mayoral fees was appropriate.  This decision took into consideration a number of factors including the current cap on public sector wages and key economic indicators. 

8.      The table below provides a summary of the minimum and maximum fees determined by the Tribunal.

 

 

 

 

Metropolitan Medium

Minimum fee

2018/2019

Maximum fee

2018/2019

Maximum fee 2017/2018

Councillor Annual Fee

$13,480

$25,150

$24,550

Mayor Additional Fee

$28,640

$66,860

$65,230

 

9.      This report recommends that Council endorse the maximum Councillor and Mayoral fees noting that there are sufficient funds proposed in the draft 2018-2019 Budget.

Financial Implications

10.    Based on the table above, the total cost of paying the maximum Councillor and Mayoral fees will be $444,110 per annum. There is provision for this amount in the draft 2018-2019 Budget. The new fees are payable as of 1 July 2018.

 

File Reference

16/80

 

 

 

ATTACHMENTS

Attachment 1

2018 Annual Determination LGRT - Local Government Remuneration Tribunal

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN040-18              Local Government Remuneration Tribunal Determination - Mayor and Councillors fees for 2018-2019

[Appendix 1]          2018 Annual Determination LGRT - Local Government Remuneration Tribunal

 

 

Page 74

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 97

Item:                   FIN041-18          Southern Sydney Regional Organisation of Councils - Proposed Changes to Governance and Structure 

Author:              Acting Executive Manager, Office of the General Manager

Directorate:      Office of the General Manager

Matter Type:     Committee Reports

 

 

 

Recommendation

(a) That Council endorse the Southern Sydney Regional Organisation of Councils (SSROC) proposal to establish a Council of Mayors and the implementation of an appropriate business model as outlined in the attached report - SSROC Council of Mayors and Incorporation (December 2017).

(b) That SSROC be advised that Council requires the alternate delegate to the Mayor to be appointed by a resolution of Council.

 

 

Executive Summary

1.      At the Southern Sydney Regional Organisation of Councils (SSROC) meeting held on the 15 February 2018 it was agreed that consultation be undertaken with member councils to seek their input into the proposed changes to SSROC’s governance and structure.

2.      The proposed changes will address issues raised by NSW Fair Trading in regard to SSROC’s current business structure and will see the establishment of strategic organisational model.

 

Background

3.      In March 2017 SSROC representatives agreed to the establishment of a Council of Mayors, however consideration and implementation of this proposal was subject to the appointment of delegates to SSROC which has now occurred.

4.      The proposed model would see the replacement of the existing structure with a Council of Mayors, supported by a new General Managers Committee. The intention being to create a powerful strategic voice for southern Sydney which would have sufficient influence to merit regular meetings with the Premier to address key objectives of the metropolitan plan, regional issues and policy development.

5.      In addition to this proposed change, SSROC, on advice received from NSW Fair Trading is required to change its corporation status.

 

6.      The attached report, SSROC Council of Mayors and Incorporation (December 2017), provides further background information in regard to the implications of both of these changes.

 

7.      The essential changes include the requirement for one voting delegate per council in the future (being the Mayor) and an alternate delegate being nominated by the Mayor.  It is considered that the alternate delegate should be appointed by Council rather than being nominated at the discretion of the Mayor.  Therefore it is recommended that SSROC be advised that Council requires the alternate delegate to the Mayor to be appointed by a resolution of Council.

 

8.      The document also details a recommended approach to establish the proposed Council of Mayors and the implementation of a more suitable business model. 

 

Financial Implications

9.      Council’s annual membership fee for SSROC has increased from $65,000 to $95,000 as a result of the total cost of the secretariat being shared between 11 councils instead of the former 16 councils. 

10.     Whilst Council has not received formal notification of the cost of the 2018/19 membership fee, initial advice received is that the fee will be increased by 2.3% bringing the cost of membership to $97,185, this increase in membership fees is within budget allocation.

 

 

File Reference

17/2896

 

 

ATTACHMENTS

Attachment 1

Attachment 1 - Mayors Dels GM re SSROC restructure

Attachment 2

Attachment 2 - SSROC CofM Briefing Paper - NOT FINAL

Attachment 3

Attachment 3 - ROC 180302 CofM Overview

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN041-18              Southern Sydney Regional Organisation of Councils - Proposed Changes to Governance and Structure

[Appendix 1]          Attachment 1 - Mayors Dels GM re SSROC restructure

 

 

Page 99

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN041-18              Southern Sydney Regional Organisation of Councils - Proposed Changes to Governance and Structure

[Appendix 2]          Attachment 2 - SSROC CofM Briefing Paper - NOT FINAL

 

 

Page 100

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN041-18              Southern Sydney Regional Organisation of Councils - Proposed Changes to Governance and Structure

[Appendix 2]          Attachment 2 - SSROC CofM Briefing Paper - NOT FINAL

 

 

Page 124

 


 


 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN041-18              Southern Sydney Regional Organisation of Councils - Proposed Changes to Governance and Structure

[Appendix 3]          Attachment 3 - ROC 180302 CofM Overview

 

 

Page 127

 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 128

Item:                   FIN042-18          Mayor and Councillors Expenses and Facilities Policy - Results of Exhibition 

Author:              Acting Executive Manager, Office of the General Manager

Directorate:      Office of the General Manager

Matter Type:     Committee Reports

 

 

 

Recommendation

(a) That the draft Mayor and Councillors Expenses and Facilities Policy, as attached to this report as Attachment 1, be endorsed.

(b) That the Policy (when endorsed) be referred to the Office of Local Government and NSW Independent Commission Against Corruption for information.

 

Executive Summary

1.      Council at its meeting of the 26 March 2018 resolved that the draft Mayor and Councillors Expenses and Facilities Policy be publically exhibited.

2.      In accordance with the resolution the draft Policy was also forwarded to the Office of Local Government (OLG) and the Independent Commission Against Corruption (ICAC).

 

3.      No public submissions have been received, however, the feedback received from OLG and ICAC has been incorporated.

 

Background

4.      The draft Policy was publically exhibited from the 6 April to the 4 May 2018 and contained the proposed amendments as detailed in the previous report, (FIN011-18).  During this period no public submissions were received.

5.      A copy of the draft Policy was forwarded to the OLG and ICAC and feedback has been received which is detailed below.  All of the recommended amendments from these agencies have been included in the final Policy. In regards to point (i) reference to an asset disposal strategy, raised by ICAC, the development of this strategy will be further explored in future revisions of the Policy.

Office of Local Government

a.   Under section 252 (5) of the Local Government Act 1993 (Act), a council’s expenses and facilities policy must comply with OLG’s Councillor Expenses and Facilities Guidelines, which are issued under section 23A of the Act. On page 15 of those Guidelines, it states under the heading ‘General Travel’ that:

 

‘The policy should clarify that all travel by councillors should be undertaken by utilising the most direct route and the most practicable and economical mode of transport subject to any personal medical considerations’.

 

OLG is unable to identify this clarification in the exhibited version of Council’s expenses and facilities policy and would recommend its inclusion.

 

b.   OLG notes that on page 9 of the exhibited policy, under clause 7.2.3 c) i), there is a reference to the Local Government Pecuniary Interest and Disciplinary Tribunal. That tribunal no longer exists and its functions are now undertaken by the NSW Civil and Administrative Tribunal (NCAT). As such, clause 7.2.3 c) i) should refer to the NCAT.

 

Independent Commission Against Corruption

 

a.   Seek and refer to guidance from the Office of Local Government

b.   To enhance the readability of the policy, it is suggested that GRC insert a table of contents.

c.   Page 2 - Some related documents are referred to in the policy that are not included in this table.

d.   Page 2, references and legislation - GRC may wish to include the relevant circular numbers in line with the OLG template.  GRC may also wish to refer to the Local Government Circular 05-08 Legal assistance for councillors and Council Employees.

e.   Table 1 - While the maximum expenditure limits vary from council to council, GRC may wish to benchmark their figures with other similar councils.

f.    Table 1 – Headings are missing from this table.

g.   Page 8 – The policy contains a budget for both professional development (e.g. training and education courses) and conferences and seminars.  GRC could include further detail about how these activities are approved and the selection criteria that should be taken into account to ensure that only appropriate activities are approved.

h.   Page 16, Clause 13 “Reporting of expenses paid under this policy” – According to this clause, all claims and payments will be published on the council website.  Ideally, this expenditure should be able to be summarised as a total cost for all councillors and it should also be presented per individual councillor.  It is unclear from the policy whether GRCD intends to make both units of analysis available.

i.    Page 14, Clause 10 – GRC should consider referring to an asset disposal strategy.  For example, if councillors get to keep their electronic device or computer equipment at the conclusion of their term councillors should pay market rate for this item.

j.    Page 17, responsibilities table – if this table is not confined to operational staff, it is suggested that GRC include the role of internal audit in this table.

 

Financial Implications

6.      Funds of $232,400 have been included in the draft 2018/19 budget. The changes proposed to the expenses policy will not have an impact on the proposed allocation.

Community Engagement

7.        Community engagement was conducted including the exhibition of the draft Policy on Council’s website (public exhibitions) and also through the ‘Have Your Say’ webpage.

 

8.        Hard copies of the draft Policy were also made available at Council’s customer service centres and libraries.

 

File Reference

D18/96399

 

 

ATTACHMENTS

Attachment 1

Mayor and Councillors Expenses and Facilities Policy - APPROVED 7 August 2017 (2)

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN042-18              Mayor and Councillors Expenses and Facilities Policy - Results of Exhibition

[Appendix 1]          Mayor and Councillors Expenses and Facilities Policy - APPROVED 7 August 2017 (2)

 

 

Page 131

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN042-18              Mayor and Councillors Expenses and Facilities Policy - Results of Exhibition

[Appendix 1]          Mayor and Councillors Expenses and Facilities Policy - APPROVED 7 August 2017 (2)

 

 

Page 149

 


 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 151

Item:                   FIN043-18          Advice on Costs and Status of Council's Court Proceedings - April 2018 

Author:              General Counsel

Directorate:      Office of the General Manager

Matter Type:     Committee Reports

 

 

 

Recommendation

That the report, Advice on Costs and Status of Council’s Court Proceedings – April 2018, be received and noted.

 

Executive Summary

1.      Advice on Council’s Court Proceedings for the period 29 March 2018 to 1 May 2018 is contained within this report.

2.      Total nett costs to date for the 2017/18 financial year for Court proceedings are $484,725. This is within Council’s legal budget of $1million.

3.      Total legal costs recovered to date for the 2017/18 financial year are $205,247.

4.      Total costs for Court proceedings in the 2016/17 financial year were $736,241 [$575,161 (Hurstville) and $161,080 (Kogarah)].

Background

5.      The current Court Proceedings for the reporting period are broken down as follows:

Supreme Court

·   1 x Application under s88K for property easements (Telado) over Council’s land

Land and Environment Court

·   24 x Class 1 (Merit/DA)

·   5 x Class 4 Proceedings (including 2 x Contempt of Court proceedings)

·   2 x Appeals from Local Court

District Court

·   1 x Workers Compensation

Local Court

·   10 x Prosecutions

NSW Civil and Administrative Tribunal

·   1 x Application (Briscoe-Hough v Tegg & Ors)

Cost Recovery

·   6 x cost recovery matters

 

Overview – New Matters

 

6.      Three new matters were received during the reporting period where Council is the respondent: Land and Environment Court Class 1 appeal (Wang, Abrahim and Nelson Architecture Pty Limited).

7.      One Land & Environment Court Class 1 matter was finalised (Wang) - discontinued, as was one cost recovery matter - (Mifsud) paid in full.

Current Table

8.      The Court Proceedings current for the reporting period are set out below. The external costs include both external legal and expert consultants’ fees.

 

 

 

No.

Property Address / Applicant / Proceedings Number

Description of Matter

Status / Critical Dates

External Costs to Date From 2017/18 FY

Land and Environment Court Proceedings – Class 1 Appeals

1

58 and 60 Blackshaw Avenue

MORTDALE

 

Applicant:

Marion McDowell and Associates

 

Proceedings No.

241879 of 2016

 

Class 1 Appeal against Council Order for demolition of existing unauthorised structure.

Judgment handed down on 13 June 2017.  Council’s order was upheld. Compliance period extended to 13 September 2017, pending outcome of building certificate application.  Building certificate application refused.  Appeal lodged.

Awaiting outcome of appeal to commence enforcement.

$7,765.00

2

70 – 78 Regent Street, Kogarah

 

Applicant: Regent Land Pty Limited ATF Regent Land Unit Trust

 

Proceedings No. 215083 of 2017

Class 1 Appeal against deemed refusal of DA 2017/111 for the demolition of existing buildings over eight lots (5 properties), amalgamation of the lots and development of an 11 storey residential flat building with 127 apartments and 145 car parking spaces.

 

Matter not resolved at S34 Conference on 6 December 2017.  Matter has now been listed for hearing on 5 and 6 July 2018.  External urban design, planning and traffic consultants briefed.

$38,249.00

3

11 Stanley Street & 28 – 36 Victoria Street, Kogarah

 

Applicant: No. 1 Victoria Dragons Pty Limited

Proceedings No. 217118 of 2017

Class 1 Appeal against deemed refusal of DA9/2017/110/1 for demolition of existing buildings and construction of a residential flat building comprising 96 residential dwellings over 3 levels of basement parking.

Matter not resolved at S34 Conference on 4 December 2017.   Matter listed for hearing on 5 and 6 July 2018.  External urban design, planning, heritage and traffic consultants briefed.

$37,339.00

4

2 – 10 Palmerston Street, Kogarah

 

Applicant: Palmerston Dragon No. 1 Pty Limited

 

Proceedings No. 217105 of 2017

 

Class 1 Appeal against deemed refusal of DA9/2017/112/1 for demolition of existing buildings and construction of a residential flat building comprising 67 residential dwellings over 2 levels of basement parking.

Matter not resolved at S34 Conference on 5 December 2017. Matter now listed for hearing on 15 & 16 August 2018.  External urban design, planning, heritage and traffic consultants briefed.

$24,067.00

5

41 – 47 Princes Highway, Kogarah

 

Applicant:

GCK Investments Pty Limited

 

Proceedings No.  235909 of 2017

Class 1 Appeal against refusal of DA183/2016 for the demolition of existing buildings and construction of a 10 storey mixed use development consisting of ground floor commercial tenancy and 51 residential apartments over basement car parking.

Matter not resolved at S34 Conference on 19 December 2017.  Matter now listed for hearing on 28 & 29 August 2018. External urban design, planning, heritage and traffic consultants briefed.

$25,691.00

6

58 and 60 Blackshaw Avenue

MORTDALE

 

Applicant:

Marion McDowell and Associates

 

Proceedings No.

294745 of 2017

 

Class 1 Appeal against refusal of Building Certificate Application No. 149D2016/0038 lodged on 21 September 2016 and refused on 20 September 2017.

Matter listed for contested hearing on 2 March 2018.  Applicant ordered to carry out structural rectification works to the warehouse building within 28 days, to pay $7,000 for contribution to storm water works and to obtain Sydney Water consent relative to the sewer assets within 3 months.

$20,137.00

7

1 – 5 Treacy Street, Hurstville

 

Applicant: G R Capital Group Pty Limited

 

Proceedings No. 304530 of 2017

Class 1 Appeal against refusal of DA2017/0205 for the construction of five additional levels (31 apartments) to an approved mixed development under Development Consent DA2014/0183 (as modified)

Matter is listed for hearing on 29 & 30 May 2018. External town planner and traffic consultant briefed.

$19,469.00

8

6 The Crescent, Kingsgrove

 

Applicant: One Funds Management Ltd ATF Kingsgrove Property Trust

 

Proceedings No. 2017/309712

Class 1 Appeal against actual refusal of DA2017/0151 for construction of new off-street entry to premises along Vanessa Street, Kingsgrove.

Matter was unresolved at the S34 Conference on 22 March 2018 and 4 April 2018.  The matter has now been set down for hearing on 13 and 14 September 2018.

$0

9

16 – 20 Tooronga Terrace, Beverly Hills

 

Applicant: Nicole Saoud

 

Proceedings No. 328848 of 2017

Class 1 appeal against refusal of DA 2016/0230 seeking development consent for retention of existing development fronting Tooronga Terrace, Beverly Hills and construction of a 3 storey building at rear for use as a boarding house of 15 rooms with parking at ground level

Matter was listed for S34 Conference on 30 April 2018 and adjourned to 10 May 2018 to allow provision of amended scheme. Negotiations are continuing.  External town planner and traffic consultant briefed.

$4,290.00

10

70 Carwar Crescent, Carss Park

 

Applicant: Belinda Sun

 

Proceedings No. 335225 of 2017

Class 1 appeal against refusal of DA263/2016 for demolition of existing structure and construction of a new 2 storey attached dual occupancy with sub floor garage.

Matter was listed for S34 Conference on 1 May 2018. Matter is adjourned to allow for provision of amended plans.  Parties to advise Court online if S34 Agreement to be filed by 22 May 2018.

$250.00

11

27 Newman Street, Mortdale

 

Applicant: Morgan Ng

 

Proceedings No. 343784/2017

 

Class 1 appeal against deemed refusal of DA2017/0121 for demolition of existing structure and construction of a new boarding house (12 rooms) and carport.

Matter listed for S34 Conference on 8 May 2018.

$0

12

849 King Georges Road, South Hurstville

 

Applicant: Urban Link Pty Limited

 

Proceedings No. 351493 of 2017

 

Class 1 Appeal against refusal of DA for demolition of existing structures and construction of a 4 storey flat building with 13 units and basement parking.

Matter is listed for S34 Conference on 16 May 2018.  External planner briefed.

$6,362.50

13

14 Wright Street, Hurstville

 

Applicant:

Prajna Monastery Australia Incorporated

 

Proceedings No. 2017/353101

Class 1 appeal against Council’s deemed refusal of DA 2017/0384 for demolition of an existing single storey dwelling and construction of a place of worship (Buddhist monastery).

Matter listed for hearing on 21 & 22 May 2018. External planning, traffic and noise consultants briefed.

$19,086.00

14

2 – 10 Woniora Road, Hurstville

 

Applicant:

Stellar Hurstville Pty Limited

 

Proceedings No. 2017/370324

Class 1 Appeal against deemed refusal of DA262/2016 for demolition of existing buildings and ancillary structures and construction of a new mixed use commercial residential building comprising three basement levels containing car parking and storage, ground floor commercial and basement parking and 12 residential apartment levels containing 112 apartments.

Matter has been listed for S34 Conference on 15 June 2018.

$7,409.00

15

2 – 4 Gladstone Street & 10 Victor Street, Kogarah

 

Applicant: Vortex Property Group

 

Proceedings No. 2017/377046

Class 1 appeal against Council’s deemed refusal of DA 2017/0519 for demolition of existing structures and construction of eleven (11) storey residential flat building containing thirty eight (38) units with basement car parking at 2 – 4 Gladstone Street and 10 Victor Street, Kogarah.

Matter has been listed for S34 Conference on 11 July 2018.  External traffic and urban design briefed.

$8,282.00

16

832 – 836 King Georges Road & 51 Connells Point Road, South Hurstville

 

Applicant:  Cash Warwick Pty Limited

 

Proceedings No. 2017/384934

Class 1 appeal against Council’s deemed refusal of modification application no. MOD2017/0169 seeking to modify development consent structures and construction of a part 5, part 7 storey residential flat building containing sixty seven (67) units to provide for internal reconfigurations and addition of a storey to building B at 832-836 King Georges Road and 51 Connells Point Road, South Hurstville.

 

Matter listed for S34 Conference on 25 June 2018.

$9,961.00

17

35 – 37 Empress Street, Hurstville

 

Applicant: Tribeca Property Developers Pty Limited

 

Proceedings No. 2017/385110

Class 1 appeal against Council’s deemed refusal of DA 2017/0496 lodged on 20 October 2017 for the demolition of existing structures and construction of a four (4) storey residential flat building comprising of fifteen (15) units with partially below ground basement car parking at 35 – 37 Empress Street, Hurstville.

 

Matter listed for S34 Conference on 29 May 2018.

$6,235.00

18

2D The Crescent, Kingsgrove

Applicant:  W & J Lee Property Investments Pty Limited

Proceedings No. 2018/9499

Class 1 appeal against Council’s refusal of DA 2016/0107 for the construction and operation of a Resource Recovery Facility at 2D The Crescent, Kingsgrove.

 

Matter listed for S34 Conference on 6 September 2018.  Council asserts application is designated development.  Preliminary legal point listed for hearing on 16 May 2018.

$9,907.00

19

5 – 9 John Street, Kogarah Bay

 

Applicant: Touma Property Developments

Proceedings No. 2018/38420

Class 1 appeal against Council’s deemed refusal of DA 2017/0663 for demolition of existing structures and construction of a six storey residential flat building with 44 units with associated 2 levels of basement parking.

 

Matter listed for S34 Conference on 30 July 2018.

$0

20

80 Penshurst Street, Penshurst

 

Applicant: 80 Penshurst St Pty Ltd ATF 80 Penshurst St Trust

 

Proceedings No. 2018/84104

Class 1 appeal against Council’s deemed refusal of Modification Application MOD2018/0007 to modify Development Consent 2016/0363 to add an additional unit on level 4, modifications that increase floor space to units on level 3, reduction of floor space for ground floor retail and addition of a substation.

Matter was listed for first directions hearing on 17 April 2018 and adjourned to 4 May 2018 to allow for Statement of Facts and Contentions to be provided by Council’s external planner.

$0

21

2/68 Llewellyn Street, Oatley

 

Applicant: Benjamin & Cynthia Wang

 

Proceedings: No. 2018/79028

Class 1 appeal against an order issued under s121B of the Act.

Matter discontinued as the Applicant was out of time to appeal.

$0

22

1 – 3 John Street, Kogarah Bay

 

Applicant: Al Abrahim

 

Proceedings No. 2018/114721

Class 1 appeal against deemed refusal to grant development consent to the Applicant for the demolition of existing structures and construction of a 7 storey residential flat building compromising 25 residential apartments and basement parking to

1 – 3 John Street, Kogarah Bay.

 

Matter listed for first directions hearing on 11 May 2018.

$0

23

22 Vaudan Street, Kogarah Bay

 

Applicant: Nelson Architecture Pty Limited

 

Proceedings No. 2018/121980

 

Class 1 appeal against deemed refusal of Development Application DA2017/0571 for the demolition of existing house, driveways and parking areas at 22 Vaudan Street, Kogarah Bay.

Matter listed for first directions hearing on 11 May 2018.

$0

24

25 Koorabel, 25A Koorabel, 25B Koorabel Street

LUGARNO

 

Parties:

Daoud & Daoud Developments Pty Ltd

Appeals against Penalty Notices issued for carrying out development not in accordance with development consent.

Defendant found guilty of 2 offences of carrying out development without consent.  Judgment handed down on 16 March 2018 with penalty of $30,400 and costs of $12,000 (total $42,400) ordered.  Appeals lodged in the Land and Environment Court.  First directions hearing is listed on 15 June 2018.

$12,299.00

 

Subtotal

 

 

$244,499.00

Land and Environment Court Proceedings – Class 4 Proceedings

1

117 Kyle Parade, Kyle Bay

 

Parties: Michael Stanley Lowe

 

Proceedings No. 127157 of 2017

 

Class 4 proceedings commenced (arising from Meet the Administrator community sessions) in relation to the long standing issue of the removal of a crane

Matter heard 16 and 17 October 2017.  Orders made for crane to be removed by 17 April 2018 and costs of $30,000 to be paid by 17 February 2018.  Costs received.  Respondent has not complied fully with the Court orders.  Council has served letter advising he has 7 days to show cause why contempt proceedings should not commence.

$19,054.00

2

977 Forest Road, Lugarno

 

Parties: The Congregational Christian Church in Samoa, Parish of Sydney Incorporated and Taeipo Malifa

 

 

Proceedings No. 2018/23816

Proceedings commenced against Respondents for a declaration that the First and Second Respondents have each breached the Protection of the Environment Operations Act 1997 by failing to comply with prevention notices given to each of them under section 96 of that Act by Council.

 

Matter was listed for mediation on 21 March 2018.  Confidential agreement reached at mediation.  Mediation has been adjourned to 7 May 2018 to ascertain compliance.

$6,476.00

3

34 Milsop & 47 Jersey Avenue, Mortdale

 

Robert Stojanovski &

Steven Stojanovski

 

Proceedings No. 2018/99739

Proceedings commenced for unauthorised erection of structures and slabs, including habitation of structure at the premises.

Matter listed for further directions hearing on 25 May 2018.

$6,341.00

Land and Environment Court Proceedings – Class 4 Proceedings (Contempt)

4

84D Roberts Avenue

MORTDALE

 

Parties:

 

Romanous Developments Pty Ltd

 

Proceedings No.

40883 of 2013

 

Court orders entered on 24 July 2015 for Class 4 proceedings requiring remediation works under supervision of independent site auditor.

 

Class 4 Proceedings for Contempt of Court commenced.

Respondent sought variation to complete works the subject of DAs for Wall and Drainage Works (as defined) which were to be completed in December 2017.    Respondents have repeatedly failed to comply with timeframes within the orders.  Contempt proceedings have been commenced.  Matter is listed for further directions on 11 May 2018.

$3,983.00

5

58 and 60 Blackshaw Avenue, Mortdale

 

Applicant: Marion McDowell and Associates

Proceedings No. 114546 of 2018

Contempt of Court proceedings arising out of continued use of premises as waste transfer station.

Matter listed for hearing on 14 August 2018.

$7,765.00

 

Subtotal

 

 

$43,619.00

Supreme Court

1

296 Forest Road and Diment Way, Hurstville

 

Applicant: Telado Pty Limited

 

Proceedings No. 299079 of 2017

Applicant seeks s88K order for property rights in perpetuity over Council land known as Central Plaza.

Evidence filed.  Mediation formerly fixed for 6 April 2018 now vacated following successful motion by Council (opposed by Applicant). Applicant has lodged a s96 modification application to delete conditions requiring easements.  Hearing fixed for 25 and 26 June 2018.

$90,087.00

 

Subtotal

 

 

$90,087.00

District Court

1

Proceedings commenced by former employee for work injury damages

 

StateCover has issued a response to the Work Injury Damages Claim declining liability.  Statecover has served pre-filing defence.  Conciliation expected in April/May 2018 followed by a hearing.  Awaiting advice from StateCover.

$0 (StateCover funded)

 

Subtotal

 

 

$0

 

 

Local Court Proceedings

1

13-17 Peake Parade

PEAKHURST

 

Parties:

Oxford (NSW) Pty Ltd

Appeal against Penalty Notice for breaches of development consent. Defendant pleaded not guilty.

Defendant has been found guilty and judgment to be delivered on 25 May 2018.

$2,277.00

2-6

13-17 Peake Parade

PEAKHURST

 

Parties:

Oxford (NSW) Pty Ltd

Appeals against five Penalty Notices for breaches of development consent and one water pollution offence under POEO Act.

Defendant has been found guilty and judgment to be delivered on 25 May 2018.

$4,428.00

7

46 Queens Road, Connells Point

 

Parties:

Kosta Karkoulas

Appeal against Penalty Notice for unauthorised building works not in accordance with development consent.

Defendant entered guilty plea on 29 March 2018.  Court ordered a fine of $500 and prosecutor’s costs of $4,500 which has now been paid.  Matter complete.

$0

8

33 Robyn Street, Peakhurst Height and Gannons Park, Peakhurst Heights

 

Parties:

Hassan Abbas

Local Court prosecution for unlawful tree removal.

Defendant has pleaded not guilty.  Matter listed for hearing on 2 May 2018.

$0

9

8 Kimberley Road, Hurstville

 

Parties:

Petre Dimovski

Local Court prosecution for unlawful tree removal.

Defendant has pleaded not guilty. Matter listed for hearing on 8 May 2018.

$0

10

Roy Maalouf

Prosecution for dog attack leading to death of another animal and injury to an adult.

 

$0

 

Subtotal

 

 

$6,705.00

NSW Civil & Administrative Tribunal

1

Briscoe-Hough v Tegg & Ors

Gregory Briscoe-Hough v Warren Tegg, Constantine Hindi, Lupco Konjarski, Gavin Tennant & Greg Copson

Applicant has commenced proceedings alleging, “seeking the voiding of the election held on 9 September 2017 for the Mortdale Ward of Council due to electoral irregularities perpetrated by the Electoral Commission being of a nature that these defects strike at the entire election”.

Applicant has now lodged an application against the Electoral Commissioner.  The matter was listed for directions on 20 April 2018 at which time submissions were made from former respondents seeking costs. 

Council is not a party to the proceedings and maintains a watching brief only.

$0

 

Sub Total

 

 

$0

Costs Recovery

1

The Baptist Church Union of NSW and The Baptist Churches of NSW Property Trust

 

No. 83357 of 2017

 

Church has taken proceedings to  prevent gazettal of the acquisition notice relating to 4 – 6 Dora Street, Hurstville

Council was successful in resisting the Church’s injunction.  Property acquired by Council on 31 March 2017.  Costs initially agreed (approximately $40,000). However, the Church has now refused to pay Council’s costs.

Matter now with costs assessor.

$2,568.00

2

37 Boronia Street

KYLE BAY

 

Parties:

Mrs Megan McOnie

 

Proceedings No.

40940 of 2015

 

Class 4 commenced in relation to failing to comply with Council Notices/Orders relating to a non-compliant swimming pool fence, overgrown vegetation and unhealthy swimming pool water.

Court Orders in support of Council’s Notices/Orders made including costs.  Costs recovery to be commenced for outstanding rates, legal and compliance costs. 

$0

3

977 Forest Road, Lugarno

 

Applicant: Congregational Christian Church Samoa Parish of Sydney

 

Proceedings No: 103967 of 2017

Class 1 Appeal against refusal of DA2015/0443 for a child care centre

Council successful in obtaining costs order for $1,200 following applicant’s application being out of time.  Costs recovery action being undertaken as payment has not been made, following refusal by the Church to pay.

$0

4

1 Arnold Street

PEAKHURST

 

Parties:

Mofeed Louis Tanious

 

Proceedings No.

2017/32320

 

Class 2 Land and Environment Court commencing in relation to failing to comply with Council Notices/Orders concerning keeping of poultry at the premises.  Orders upheld by Court with extension of time to comply to 25 April 2017.

Council was successful in resisting the applicant’s leave application to the Court of Appeal and High Court.  Matter raised with Minister and Local Member.

$1,350.00

5

70 – 76 Pitt Street, Mortdale

 

Applicant: D R Design (NSW) Pty Limited

 

Proceedings No. 273727 of 2017

Class 1 Appeal against deemed refusal of DA2017/0242 for demolition of existing structures, site amalgamation and the construction of a 3 storey residential flat building with basement car parking.

Matter was listed for S34 Conference on 18 January 2018. S34 Agreement included reconfiguration of common open space to maintain privacy of adjacent dwelling.  Awaiting payment of s97B costs in the amount of $4,500.  The matter has been referred to debt recovery agency due to applicant’s failure to pay agreed costs.

 

$0

6

5 Maclaurin Street, PENSHURST

 

Parties: Emanuel Mifsud & Crystina Mifsud

 

Proceedings No. 377447 of 2016

 

Class 4 commenced in relation to clearing of articles and matter.

Contempt proceedings heard on 26 July 2017 before her Honour Justice Pain.   Judgment delivered on 1 September 2017.  Mr Mifsud was fined $2,000 (to be paid by 29 September 2017) and fined $500 per week until the orders are complied with. Mr Mifsud was allowed until 24 November 2017 to clean up the property before the $500 per week fine would commence. Council was awarded costs.

Mr Mifsud has complied with orders to clean up the property. Costs of $40,000 for these and earlier proceedings have now been paid.  Matter is now complete.

$10,130.00

 

Subtotal

 

 

$14,048.00

 

9.       The cost savings to date by virtue of S34 delegations are as follows:

 

Month (2017/18)

Savings

July

$0

August

$32,000

September

$32,000

October

$0

November

$0

December

$16,000

January

$16,000

February

$32,000

March

$0

April

$0

 Total

$128,000

 

Financial Implications

 

10.    Within budget allocation.

 

File Reference

09/1077

 

 

 

Financial Implications

 

11.    Within budget allocation.

 

File Reference

09/1077

 

 

 

  


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 165

Item:                   FIN044-18          Sydney Cricket Association Inc First Grade Ground of the Year Competition 

Author:              Director Assets and Infrastructure

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)     That Council make an ex-gratia payment to Mr Rainis to the amount of $500 awarded to him by the Sydney Cricket Association Inc.

(b)     That Council congratulate the Hurstville Oval Ground Staff for their achievement in gaining 2nd Place in the Sydney Cricket Association Inc. First Grade Ground of the Year Competition.

 

Executive Summary

1.      This report is presented to inform Council that Hurstville Oval has been awarded 2nd Place in the Sydney Cricket Association Inc. First Grade Ground of the Year Competition.

 

Background

2.        The Sydney Cricket Association Inc. First Grade Ground of the Year Competition awards are made to acknowledge the important contribution of ground staff to the success of the Grade competitions, with officiating umpires assessing every ground on every match day during the season.

 

3.        At its annual Premier’s Dinner the following Awards were presented:

·    1st Place                  Joe McAleer Reserve, Blacktown City Council (147.95 points)

·    2nd Place                Hurstville Oval, Georges River Council (145.53 points)

·    3rd Place                 Raby 1, Campbelltown City Council (142.45 points)

 

4.        This award carries with it a monetary amount of $500, with the recipient being the Superintendent of the Oval, Mr Philip Rainis.  Mr Rainis subsequently forwarded the cheque to Council, ensuring compliance with Council's Code of Conduct which specifically addresses "Gifts and Benefits", and also to ensure recognition of a well-deserved performance reward.

 

Financial Implications

5.      Within budget allocation.

 

Community Engagement

6.      Community engagement will not be conducted.

 

File Reference

18/1087

 

 

 

ATTACHMENTS

Attachment 1

Notification of Sydney Cricket Association Inc First Grade Ground of the Year Competition

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN044-18              Sydney Cricket Association Inc First Grade Ground of the Year Competition

[Appendix 1]          Notification of Sydney Cricket Association Inc First Grade Ground of the Year Competition

 

 

Page 167

 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 168

Item:                   FIN045-18          Quarterly Budget Review for Quarter Ending 31 March 2018 

Author:              Coordinator Financial Management

Directorate:      Office of the Chief Operating Officer

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)  That Council receives and notes the Third Quarterly Budget Review Report for the Quarter Ending 31 March 2018.

(b)  That Council approve the recommendations to maintain the current operational budget and proposed capital budget variations as detailed in this report.

 

 

Executive Summary

1.   This report is a review Council’s third quarter financial performance against the 2017/18 current budgets and recommends that the operational budget result remains as per the second quarter review results of $14.114m in operating surplus.

2.   In addition, this report also recommends the approval of proposed capital budget variations of $13.151m in line with the revised projected year end cash balance.

3.   In accordance with Clause 203(2) of the Local Government (General) Regulations 2005, the Quarterly Budget Review Statement for Georges River Council for the quarter ended 31 March 2018 indicates that Council’s projected financial position at 30 June 2018 will be satisfactory at year end, having regard to the projected estimates of income and expenditure and the original budgeted income and expenditure.

Background

4.   Clause 203 of the Local Government (General) Regulation 2005 requires that a quarterly budget review be considered by Council that shows current estimates for income and expenditure for the year, indicates whether Council’s financial position is satisfactory and makes recommendations for remedial action, if required.

5.   Quarterly Budget Review Statements, attached to this report, provide a comprehensive high level review of Council’s financial position as at 31 March 2018, in accordance with requirements developed by the Office of Local Government (OLG) that assist councils in meeting their obligations as set out in legislation.

6.   A review of Council’s budget up to 31 March 2018 has identified no changes to the operational budget and proposed capital works variations to existing budgets based on updated budget forecasts for the financial year 2017/18.

7.   Tables containing the details of the actual year to date and proposed capital works budget variations and their effect on the projected year end result are attached to this report. (Table 1: Income & Expenditure Budget Review Statement & Table 2: Capital Budget Review Statement)

Financial Comment

Operating Budget

8.   Council’s year to date performance based as at 31 March 2018 is an actual operating surplus of $17.193 m.

 

9.   Based on the analysis of the year to date financial results and a considered view of the forecast results at year end, the option proposed is to maintain the current operating budget surplus of $14.114m at year end.

 

10. It is observed that income from four sources (Sale of Property, Financial Assistance Grant (FAG), Rates and Parking Fines) is likely to result in year-end actuals being lower than budgeted levels. These reductions will, to some extent, be offset by gains in Investment Income and higher than expected DA Fees.

 

11. In addition, savings in expenditure have been observed particularly in Materials and Contracts and Other Expenses. While there are charges that are yet to be processed, due to delays in receiving and processing invoices, it is probable that the net savings in expenditure will offset the above decline in income, with the aim of maintaining budgeted operating surplus of $14.114m.

 

12. Consequently, the financial focus in the last quarter is to monitor these items of income and expenditure and provide a weekly update to the Executive Team to ensure the budgeted operating surplus of $14.114m for year-end is maintained.

Capital Budget

13. The revised 2017/18 Capital Works Budget is $61.106m.

 

14. At the end of the third quarter, anticipated variations of a reduction of $13.151 million to the total Capital Budget have been identified. $8.4m of this reduction is Stronger Communities Funded Projects, which have been included in the Draft Budget for 2018/19.

 

15. An additional, an adjustment has been made to accommodate for seeking quotations for the Preparation of Addendum to the Strategic Traffic and Transport Assessment Report prepared to support Amendment No. 2 to Kogarah LEP 2012. This study will be funded from the repealed Kogarah S94 Plan No.3 account.

 

16. Based on current estimates, the full year Capital expenditure is anticipated to be $47.955m.

 

17. At this stage there will be carryovers required at year end and will be reported to Council under the formal carryover process.

 

18. Table 2 of the appendix provides movements of the capital budget.

 

Working Capital

19. The proposed variations to capital expenditure will have an impact on the cash available for Council to invest in the current year. Since the majority of projects are being deferred to the following year, cash will, however, still need to be reserved to meet this expenditure at a later time. Council’s position is proposed to move from a cash deficit to a projected year result of cash surplus of $861,000.

File Reference

17/2686

 

 

 

ATTACHMENTS

Attachment 1

Quarterly Budget Review Report Attachment - 31 March 2018

 


Georges River Council - Finance and Governance Standing Committee Meeting - Monday, 14 May 2018

FIN045-18              Quarterly Budget Review for Quarter Ending 31 March 2018

[Appendix 1]          Quarterly Budget Review Report Attachment - 31 March 2018

 

 

Page 170

 


 


 


 


 


 


 


 


 


 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 180

Item:                   FIN046-18          Contract Number T18/006 - Tender for Insurance Services 

Author:              Coordinator Procurement and Risk and Manager Governance and Risk

Directorate:      Office of the Chief Operating Officer

Matter Type:     Committee Reports

 

 

 

Recommendation

(a) That, under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accept the tender that is recommended as the most advantageous tender for Contract Number T18/006, Provision of Insurance Services to Georges River Council.

 

(b) That Council inform the unsuccessful Tenderers of the resolution to decline to accept those tenders.

 

Executive Summary

1.   The purpose of this report is to advise Council of the results of the tender process completed in accordance with Part 3, Division 1, Section 55 and Section 377 of the Local Government Act 1993, for the Provision of Insurance Services to Georges River Council, and to seek a resolution from Council on entering into a contract with a successful Tenderer to appoint as the Service Provider for the provision of insurance services to te Council. 

 

2.   This report explains the background to Council’s decision to enter into a contract with the entity recommended as the Service Provider. The report also details the tender process (criteria, weightings, and evaluation) supporting the recommendation for Council’s consideration, with the confidential matters being within the Confidential Attachments.

 

Background

3.   Following the amalgamation of the former Kogarah and Hurstville Councils, an independent review of the insurance arrangements in place as at 30 June 2017 was undertaken in September 2017 by the industry expert, Inscon Pty Ltd. This review examined the appropriateness of the current insurance policies, premium competitiveness and emerging risks.  A key recommendation of this was to approach the insurance market to test the operational efficiencies of Council’s current insurance program as these arrangements have not been tested in as many as 10 years.

 

4.   Accordingly Council decided to use the selective tendering method in accordance with Section 168 of Local Government Regulation (2005), to invite Expressions of Interest (stage 1) via public advertisement and then invite Tenders (Stage 2) from those who will be able to fulfil the requirements of the proposed contract for insurance services. 

 

Stage 1: Request for Expression of Interest (EOI)

 

The tasks undertaken as part of the EOI process are as follows:

 

5.   Council invited EOI for the Provision of Insurance Services (E17/001) on 12 December 2017 via public advertisement on Tenderlink e-tendering portal and Sydney Morning Herald. The EOI was advertised for a period of 35 days. The EOI was closed on 16 January 2018 at 10:00am. One Addendum was issued regarding the pre-tender information session which was conducted on 19 December 2018.

 

6.   This EOI process required potential commercial insurance providers/brokers to respond to a range of compliance and qualitative criteria that addressed:

 

a.   Organisational capability and capacity to meet Council’s future service needs,

b.   Quality of service standards and processes offered and,

c.   Ability to support Council’s strategic objectives.

 

7.   Three (3) responses were received from the following entities:

 

a.    AON Risk Services Australia Pty Ltd received via Tenderlink.

b.    Civic Risk Mutual Pty Ltd received via Tenderlink

c.    Jardine Lloyd Thompson Pty Ltd (JLT) received via Tenderlink

                                                                                            

EOI Evaluation

 

8.   An EOI Evaluation Plan consistent with the Regulation and the Conditions of Application of this EOI was prepared and a Tender Evaluation Committee (TEC) was appointed prior to closing of the EOI. 

 

9.   The evaluation criteria established were:

 

a.   Compliance criteria

i. Completeness

ii.      Conformity to EOI requirements

iii.     previous performance and relevant experience;

iv.     organisational, technical and resource capability and capacity to meet EOI requirements, including financial capacity;

 

b.   Qualitative criteria

i.    Organisational capability and features

ii.   Service team and account management plan – including proposed service level agreement and transition plan

iii.  Claims Management Services

iv.  Risk Management Services

v.   Available additional services

 

10. The TEC having completed the EOI assessment regarded all 3 (three) responses were complying and agreed that all 3 responses to be included in the next stage of the evaluation process which is to invite to tender.

 

Stage 2: Request for Tenders (RFT)

 

11. The 3 tenderers were invited to tender for RFT Number T18/006 which was called on 27 February 2018 via Tenderlink. The RFT was advertised for a period of 35 days and closed on 03 April 2018 at 10:00am. An Addendum issued for this RFT on 6 March 2018, offering revised Tender Schedules, Supply Agreement and Scope of Services.

 

12. Tenders were received from all 3 tenderers who were invited to tender. These were;

 

a.   AON Risk Services Australia Pty Ltd received via Tenderlink.

b.   Civic Risk Mutual Pty Ltd received via Tenderlink

c.   Jardine Lloyd Thompson Pty Ltd (JLT) received via Tenderlink

 

13. The RFT was based on Schedule of Prices – Lump Sum as tendered and intended to appoint a service provider for provision of Insurance Services for four years from date of contract, with a provision to extend for 1+1 years – subject to review and satisfactory contract performance. 

 

14. The RFT required the tenderers to provide insurance program design and pricing which included the following in response to the Council’s claims history offered in the RFT:

a.   Conceptual insurance program pricing for classes of insurance,

b.   Identify proposed insurers to participate in the conceptual program,

c.   Commentary on operation of retentions, shared limits and sub-limits for each class of insurance

d.   Details of surplus and rebate distribution methodology and,

e.   Copies of proposed Deeds, contract or similar.

Price to Non- Price ratio applicable to this tender was 70:30.

 

15. A Tender Evaluation Plan (TEP) consistent with the Regulation and the Conditions of Tendering of the RFT was prepared prior to close of tenders. The TEP included the evaluation methodology prepared independent of the TEC.

 

16. The TEC met on a single occasion, on 15 March 2018 to review and accept the TEP and the evaluation process including methodology. The TEC then proceeded to assess and evaluate the 3 tenders received from against the evaluation criteria stated in the RFT and in accordance with the TEP.

 

Tender Evaluation Criteria

 

17. The evaluation criteria for this tender included compliance and qualitative criteria. The established ratio of price to non-price (qualitative) is 70:30. The price and non-price scoring procedures were established within the TEP.

 

18. In accordance with the Tender Evaluation Plan, the TEC established estimates of the   program of insurance services prior to advertising of the tender as part of the scoring procedure against which the Tendered Prices are assessed. These aspects were captured in the following tender schedules and formed the basis for the Compliance Assessment.

 

·    Tender Schedule 1 - Pricing;

·    Tender Schedule 2 - Conflict of Interest;

·    Tender Schedule 3 - Tenderer's structure, financial capabilities and other details;

·    Tender Schedule 4 - Tenderer's experience and current workload;

·    Tender Schedule 5 - Tenderer's key personnel;

·    Tender Schedule 6 - Insurance;

·    Tender Schedule 7 - Demonstrated understanding of the key issues in delivering the Tendered Activities;

·    Tender Schedule 8 – Project Plans – NOT USED;

·    Tender Schedule 9 - Miscellaneous Contract Particulars;

·    Tender Schedule 10 – Transition Program;

·    Tender Schedule 11 - Quality Management Information;

·    Tender Schedule 12 - WHS Management Information;

·    Tender Schedule 13 - Environmental Management Information; and

·    Tender Schedule 14 - Financial Assessment Information

 

19. The weighted non-price (qualitative) evaluation criteria that were both scored and weighed were:

·    Demonstrated capability and capacity to meet Council’s further service needs (15%);

·    Quality of service standards and processes (10%); and

·    Ability to support the achievement of Council’s Strategic Objectives (5%)

 

20. The TEC completed the tender assessments and the evaluation process in accordance with the requirements set out in the TEP and identified a tender that best represents value for money, therefore the most advantageous tender. The TEC also recommends the Service Provider for the provision of insurance services to Council under the proposed Contract Number T18/006.

 

21. The TEC recommends that, under Section 178 (1) (a) of the Local Government   (General) Regulation 2005, Council accepts the tender identified as the most advantageous tender as outlined in the confidential attachments to this report.

 

22. A financial assessment was not performed on JLT Pty Ltd as in tendering for insurance broking services, the risk of financial exposure is considered to be limited due to risk being underwritten by insurers. In this instance, risk is underwritten by JLT/Statewide.

 

23. Tenderers have submitted their responses as strictly “Commercial in Confidence” and requested that commercially sensitive aspects of their respective offers be discussed by Council officers, Councillors and others in closed sessions only and is not to be made public.  The Tenderers consider the information that is commercial in confidence nature if disclosed to the public and to their competitors, could be damaging to their business.

 

Other Staff Comments

24. Ms Menaka Kulatunge – Coordinator Procurement and Risk

The tendering process undertaken has satisfied the legislative and statutory requirements and the intent of:

·    The Local Government Act 1993 (NSW, Part 3, Division 1, Section 55;

·    Local Government (General) Regulation 2005, Part 7 Tendering, Division 2, in particular Sections 168 and 170; and

·    Local Government (General) Regulation 2005, Part 7 Tendering, Division 3 Sections 173 to 178.

 

Financial Implications

25. Within operating budget allocation.

 

Community Engagement

26.    Community engagement – Not applicable.

 

File Reference

D18/91559

 

 

 

ATTACHMENTS

Attachment 1

Tender Evaluation Report - T18-006 (Confidential)

Attachment 2

EOI Evaluation Report (Confidential)

Attachment 3

RFT Evaluation Report (Confidential)

 


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 185

Item:                   FIN047-18          TENDER T17/051 - Human Resource Information System (HRIS) - funded by the New Council Implementation Fund 

Author:              Senior Projects Officer  

Directorate:      Transformation and Change

Matter Type:     Committee Reports

 

 

 

Recommendation

(a)     That, under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accept the supplier that is recommended as the most advantageous tenderer for T17/051 Human Resources Information System (HRIS).

 

(b)     That the General Manager be authorised to sign the Contracts with the preferred supplier on behalf of Council.

 

(c)     That Council note that the contract is funded from the New Council Implementation Fund (NCIF) allocation of $500,000.

 

(d)     That Council inform the unsuccessful Tenderers of the resolution to decline.

 

Executive Summary

1.      The purpose of this report is to advise Council of the results of the tender process completed in accordance with Part 3, Division 1, Section 55 and Section 377 of the Local Government Act 1993 for the supply, implementation, support and maintenance of software relating to a HRIS at Georges River Council.

2.      This report also seeks a resolution from Council on entering into a contract with the successful supplier to be appointed as the Principal Contractor to carry out the proposed contract works relating to the supply, implementation, support and maintenance of the HRIS software.

 

3.      This report explains the background for Council to decide if it wishes to enter into a contract with the entity recommended as the Principal Contractor. The report also details the tender process (criteria, weightings, and evaluation) supporting the recommendation for Council’s consideration, with the confidential matters being within the Confidential Attachments.

 

Background

4.      In line with the key objectives of the Transformation and Change Directorate to harmonise and improve Council services, a review of the current HRIS was undertaken.

5.      The review highlighted inefficiencies within the current system/s including manual data management, inaccurate information particularity in payroll processing and integration inefficiencies across the organisation.

6.      An initial request for proposal (RFP) was undertaken to understand the capabilities of current systems in the market and to provide information to refine the tender scope.

7.      On the 24th October 2017, Executive endorsed the HRIS Project Plan Request for Tender.

8.      The funding for the purchase of the software is committed from the New Council Implementation fund (NCIF).

 

Tender Process

The tasks undertaken as part of the tendering process are as follows:

9.      Tender documents prepared and reviewed in-house, a Tender Evaluation Plan (TEP) was prepared and endorsed by the Executive Team and a Tender Evaluation Committee (TEC) was appointed prior to the calling/advertising of the tender.

 

10.    Tender T17/051 HRIS was advertised on December 11th 2017 on the Council’s public website, Tenderlink, Sydney Morning Herald and the local newspaper via the open tendering method in accordance with clause 167 of the Local Government (General) Regulation 2005.

 

11.    The TEC met 15th December 2017 to review and accept the TEP.

 

12.    The Tender was initially advertised for a period of 45 days, with the closing date expected to be 25th January 2018. The initial time extension was due to the tender being open during the Christmas and New Year holiday period. The Tender was extended then for a further period due to additional information being required for all suppliers. The Tender then closed February 1st 2018, thus resulting in the Tender being open for 52 days in total.

 

13.    The Tender boxes were opened by the Tender Opening Committee.

 

14.    Several clarifications had been sought during the tender period, resulting in 2 Addenda being issued.

 

15.    The Tender based on both Price and Non Price Scoring intended to appoint a Principal Contractor under the proposed contract number T17/051.

 

16.    The Tender evaluation was based on non-price (qualitative) and price (value) scoring in a ratio of 80:20 respectively.

 

17.    The Evaluation Criteria established in the Tender are as follows-

i.    Compliance assessment criteria – no score

•  Completeness – all Tender schedules are submitted

ii.   Qualitative (non-price) Scoring -80% Weighting

iii.  Value (price) Scoring – 20% Weighting

 

18.    The TEC proceeded to assess and evaluate 5 (five) tenders received from the following entities

i.    Affinity

ii.   Frontier

iii.  Presence of IT (1)

iv.  Presence of IT (2)

v.   TechnologyOne

 

19.    The TEC completed the Tender assessments and the evaluation process in accordance with the requirements set out in the TEP and identified a Tender that best represents suitability to Council’s business requirements and value for money, and therefore represents the most advantageous Tender. The TEC also recommends the Principal Contractor for appointment under the proposed Contract Number T17/051.

 

20.    The TEC recommends that, under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accepts the Tenderer identified as the most advantageous Tender as outlined in the Confidential Attachments to this report.

 

Financial Implications

21.    The TEC requested a financial assessment the top 2 Selected Tenderers in order to confirm its assessment of the financial capacity and the ability of the Tenderer to fulfil the obligations under the proposed contract number T17/051.

 

22.    Tenderers have submitted their responses as strictly “Commercial in Confidence” and requested that commercially sensitive aspects of their respective offers be discussed by Council officers, Councillors and others in closed sessions only and is not to be made public.  The Tenderers consider the information is of commercial in confidence nature if disclosed to the public and to their competitors, could be damaging to their business.

 

23.    The recommended Supplier has proposed an offer within Council’s budget allocation as per the Financial Implications breakdown in the Tender Evaluation Report. 

 

24.    As per the Deed of Agreement for the New Council Implementation Fund, funds have been allocated to the purchase of a new HRIS for Georges River Council and endorsed by the Office of Local Government (OLG).

a.      Upfront capital costs and year 1 licences will be covered by the NCIF

b.      Ongoing costs for year 2, 3 & 4 licences, support and maintenance will be funded from the Information, Management & Technology Operational Budget from Financial Year 2019/2020.

 

Other staff comments

Menaka Kulatunge – Probity Advisor (Coordinator Procurement & Risk, Georges River Council)

25.    The Tendering process undertaken has satisfied the legislative and statutory requirements and the intent of;

i.    The Local Government Act 1993 (NSW), Part 3, Division 1, Section 55

ii.   Local Government (General) Regulation 2005, Part 7 Tendering, Division 2, in particular Sections 167 and 170

iii.  Local Government (General) Regulation 2005, Part 7 Tendering, Division 3 Sections 173 to 178

Public Consultation

26.    Consultation is not required for this Tender.

Conclusion

27.    The procurement process has complied with the relevant legislative requirements for tendering and with Council’s Procurement Policy.

 

28.    In accordance with the Local Government Act 1993, Section 10A subsections (C) and (d), it is advised that all attachments herewith be considered in closed committee because they may confer a commercial advantage on a person with whom the Council is proposing to conduct business and reveal commercial in-confidence information.

 

File Reference

T17/051 HRIS

 

 

 

ATTACHMENTS

Attachment 1

Tender Evaluation Report - T17/051 HRIS (Confidential)

   


Georges River Council – Finance and Governance Standing Committee Meeting -  Monday, 14 May 2018            Page 189

5.      Confidential items (Closed Council Meeting)

Council's Code of Meeting Practice allows members of the public present to indicate whether they wish to make representations to the meeting, before it is closed to the public, as to whether that part of the meeting dealing with any or all of the matters listed should or should not be considered in closed session.

 

Recommendation

That in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the following matters be considered in closed Council Meeting at which the press and public are excluded.

 

FIN001A-18       Property Matter - Proposed Sale of Land - Coreen Avenue Peakhurst

(Report by Strategic Property Officer)

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matters dealt with in this report be considered in closed Council Meeting at which the press and public are excluded. In accordance with Section 10A(2) (c) it is considered the matter information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D it is considered that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

 

That in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to these matters be withheld from the press and public.