Community and Culture Committee

NOTICE OF MEETING

Tuesday, 12 June 2018

 

 

 

A meeting of the Community and Culture Committee will be held at 7.00pm on Tuesday, 12 June 2018 in the River Room, 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

 


Community and Culture Standing Committee Meeting

Summary of Items

Tuesday, 12 June 2018

 

Previous Minutes

MINUTES: Community and Culture - 14 May 2018

Committee Reports

COM019-18       Georges River Council Draft Place Naming Policy

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

COM020-18       Sponsorship and Donation Requests

(Report by PA to Manager Communications, Customer Service and Events).. 16

COM021-18       Review of Terms of Reference of Community Development and Services Advisory Committee

(Report by Coordinator Community Development)................................................ 21

COM022-18       Tender for the Manufacture and Installation of Georges River Council Branded Signage - New Council Implementation Fund

(Report by Communications Officer)........................................................................ 30   

 


Georges River Council – Community and Culture Standing Committee Meeting -  Tuesday, 12 June 2018            Page 2

Committee Reports

Item:                   COM019-18       Georges River Council Draft Place Naming Policy 

Author:              Manager Community & Cultural Development

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation:

 

(a) That Council endorses the attached draft Place Naming Policy to be placed on public exhibition for a period of no less than 28 days.

 

(b) That a further report be submitted to Council detailing any public submissions made during the exhibition period, prior to adoption.

 

 

Executive Summary

 

1.      The Place Naming Policy will establish the rules and priorities under which Council will consider applications to name or rename roads, reserves and other Council-owned features within the local government area.

2.      The policy is intended to facilitate consistent responses to naming and renaming applications. The internal processes are intended to ensure applications are addressed by relevant staff who have expertise in the subject matter.

 

Background

 

3.      Council sometimes receives requests to name or re-name roads, reserves and other Council-owned features within the local government area. Whilst there are established parameters for these protocols by the Geographic Names Board (GNB), Georges River does not currently have a clear policy or procedure for dealing with these requests.

4.      Council also receives requests for the placement of plaques and memorials from the community. The management of these requests is not covered by the GNB, however some of the guiding principles may be used to establish guidelines for local councils to manage these requests.

5.      In addition, Council is required to name newly-constructed buildings and facilities, as well as rooms, theatres and other venues under its management. This Policy will provide clear guidelines for the naming of these facilities.

6.      The guiding principles of the draft Place Naming Policy stipulate that applications must be appropriate and significant to the Georges River Local Government Area. Names will be selected that represent the diverse history of the region including:

·        Aboriginal history, heritage and culture;

·        early settlers;

·        historically significant people (deceased), activities and industries; and

·        gender diversity.

7.      Applications to re-name already named items will generally not be accepted, and the onus will be placed on the applicant to demonstrate the inappropriateness of the existing name, as well as community support for the new name.

8.      The Policy covers applications from within Council and from the wider community.

9.      The Policy is consistent with the guidelines of the governing body in this area, the NSW Geographic Names Board.

10.    It is recommended that the draft Place Naming Policy be placed on public exhibition from Wednesday 4 July to Wednesday 8 August 2018. Feedback from the community will be considered and the final policy will be presented to the September Community and Culture Standing Committee, for endorsement by Council at the September Council meeting.

 

Financial Implications

 

11.    No budget impact for this report.

 

Community Engagement

 

12.    Community engagement will be conducted including the public exhibition of the draft Place Naming Policy seeking feedback from the community.

 

 

File Reference

D18/81563

 

 

 

ATTACHMENTS

Attachment 1

Draft Place Naming policy

 


Georges River Council - Community and Culture Standing Committee Meeting - Tuesday, 12 June 2018

COM019-18            Georges River Council Draft Place Naming Policy

[Appendix 1]          Draft Place Naming policy

 

 

Page 4

 


 


 


 


 


 


 


 


 


 


 


 


Georges River Council – Community and Culture Standing Committee Meeting -  Tuesday, 12 June 2018            Page 16

Item:                   COM020-18       Sponsorship and Donation Requests 

Author:              Administration Officer – Communications & Customer Service

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation:

(a)     That Council retrospectively approves the in-kind sponsorship request of $300 for the Nicole Fitzsimons Foundation for the hire fee of the Marana Auditorium data projector for the Nicole Fitzsimons Foundation Senior Classical Ballet Scholarship at the St George Dance Eisteddfod event that was held on Friday 18 May 2018 at Marana Auditorium, Hurstville.

 

(b)     That Council approve the sponsorship request of $31,897 ($18,200 financial support, and $13,697 of in-kind support) for the 39th Lugarno Lions Spring Festival to be held on Sunday 16 September 2018 at Gannons Park, Peakhurst.

 

(c)     That Council approve the sponsorship request of $10,150 ($8,300 of in-kind support for the hire and installation and $1,850 financial support for cost of banners from Bannerconda supplier) for the promotion The St George and Sutherland Medical Research Foundation (SSMRF) fundraising event the “Beachside Dash” to held on Sunday 9 September 2018 in the Sans Souci and Brighton Le Sands area.

 

(d)     That Council retrospectively approve a donation request of $1,500 for the Angels with Grace Fundraiser dinner which was held on Friday 25 May 2018 at Conca Doro, Riverwood. 

 

 

 

Executive Summary

 

1.      On Saturday 21 April, 2018, Council received correspondence from Julie Fitzsimons on behalf of the Nicole Fitzsimons Foundation. The foundation requests an in-kind sponsorship of $300.

2.      On Thursday 4 January 2018, Council received initial correspondence from the Chairman of 2018 Spring Festival Lions Club of Lugarno and subsequently an event application for the event 39th Lugarno Lions Spring Festival. The organisation requests sponsorship totalling $31,897 ($18,200 financial support, and $13,697 of in-kind support).

3.      On Tuesday 6 February 2018, Council received correspondence from the Events Coordinator of SSMRF for the event the “Beachside Dash”. The organisation requests permission to use the Georges River Council owned flagpoles as a new promotional initiative for their fundraising event totalling $10,150.

4.      On Friday 11 May 2018, Council received correspondence from Louiza Marras on behalf of Angels with Grace for their Fundraiser event. A donation of $1,500 for the event is recommended.

 

Background

 

5.      The Nicole Fitzsimons Foundation is a local registered charity that has two main goals:

·        The promotion of travel safety

·        To honour the late Nicole Fitzsimons’ passion for sport and performing arts with grants and programs.

The foundation requests an in-kind donation of $300.

The Nicole Fitzsimons Foundation has supported the St George Dance Eisteddfod event over the past 5 years, as Nicole competed in these events through her dance training years and also as a means of supporting the local community.

 

As per the decision making criteria in section 4.3 Funding Determination Model of the Strategy this has been rated as a Tier 3.

 

6.      The Lugarno Lions Spring Festival has evolved from a small Education Week event to a significant local community and family event that attracts crowds of up to 40,000.

A multicultural event, largest of its kind south of the Royal Easter Show, attracting people all over to our LGA. The festival also creates a venue to enable community based charities to fundraise.

As per the decision making criteria in section 4.3 Funding Determination Model of the Strategy this has been rated as a Tier 1.

 

7.      In 2017 the Beachside Dash celebrated 10 years. This family fun morning engaged over 800 participants (of which 30% were from the Georges River catchment) in the 2km, 5km and 10km events raising funds to support research at St George & Sutherland Hospitals. The Dash is a significant event that promotes a healthy activity as well as the role of medical research in our local community.

This year the aim is to turn the event into a spectacular fundraiser for vital medical research local hospitals; research that will positively impact those served by St George Hospital and The Sutherland Hospital.

As per the decision making criteria in section 4.3 Funding Determination Model of the Strategy this has been rated as a Tier 2.

 

8.         May 2018 marked 20 years since Kris Toumazis’ murder. The Toumazis family wish to honour his life lost and remember him. In honour of Kris and as a legacy to his name, an event has been created to raise money to contribute directly to Grace's Place which is a project to construct a recovery centre for children affected by homicide.

As per the decision making criteria in section 4.3 Funding Determination Model of the Strategy this has been rated as a Tier 1.

 

9.      An assessment of these donations and sponsorship requests occurred using Council’s Sponsorship and Donations Policy and Events Strategy, as per the decision making criteria in section 4.3 Funding Determination Model of the Strategy.

Financial Implications

 

10.      The total financial request for community events: $43,847, consisting of

·        Total in-kind value: $22,297

·        Total financial donation value: $21,550

 

2017/18 budget remaining Community run events: $26,530

 

2017/18 budget remaining for Donations: $28,814

 

If these sponsorship and donation requests are approved by Council they will be spilt across the two budgets and therefore will be within the budget allocation.

 

Community Engagement

 

11.    Community engagement was undertaken in the development of the Sponsorship and Donations Policy and Events Strategy.

 

File Reference

D18/74265

 

 

 

 

ATTACHMENTS

Attachment 1

Sponsorship for Community Run Events tracking budget 2017-18

Attachment 2

Donations Paid as of 1 June 18

 


Georges River Council - Community and Culture Standing Committee Meeting - Tuesday, 12 June 2018

COM020-18            Sponsorship and Donation Requests

[Appendix 1]          Sponsorship for Community Run Events tracking budget 2017-18

 

 

Page 19

 


Georges River Council - Community and Culture Standing Committee Meeting - Tuesday, 12 June 2018

COM020-18            Sponsorship and Donation Requests

[Appendix 2]          Donations Paid as of 1 June 18

 

 

Page 20

 


Georges River Council – Community and Culture Standing Committee Meeting -  Tuesday, 12 June 2018            Page 21

Item:                   COM021-18       Review of Terms of Reference of Community Development and Services Advisory Committee  

Author:              Coordinator Community Development

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation:

(a)     That the updated Community Development and Services Advisory Committee Terms of Reference are adopted;

(b)     That an Expression of Interest be advertised in July 2018 for nominations for community representatives on the Committee to commence in September 2018. 

 

 

Executive Summary

 

1.      The Community Development and Services Advisory Committee (CDSAC) meets bi-monthly to advise on matters relating to community capacity building, social inclusion and cultural development, monitor the changing needs of the community and provide recommendations on how Council is to address these needs, as per the Committee Terms of Reference.

2.      Matters will include, but not be limited to, the development and implementation of Council’s programs, policies, services and facilities in the areas of:

·    Multicultural services

·    Aboriginal services

·    Aged services

·    Youth services

·    Access and inclusion

·    Community safety

 

Background

 

3.      The Terms of Reference for the Community Development and Services Advisory Committee were reviewed by the Committee at the CDSAC meeting held on 1 November 2017, and adopted at the Council meeting held on Monday 27 November 2018. The period for review as per the Terms of Reference was six (6) months after adoption by Council.

4.      The CDSAC Terms of Reference have been reviewed and the following changes have been recommended.

i.    Change to the start of the meeting time from 4pm to 5pm to allow committee representatives who work the ability to attend meetings outside business hours.

ii.   Change to the timeframe for the document to be reviewed from the initial document’s 6-month review period, to 2 years.

iii.  Inclusion of a new “Terms of Office” clause, stating:

Members of the Committee will be appointed for a one (1) year term with the option of a further one (1) year at the discretion of Council. Council may also from time to time, appoint additional members for a lessor period, to assist the Committee to achieve its objectives.

Membership of the Committee will be confirmed by a resolution of Council in the first instance and on an annual basis prior to September each year. Membership of the Committee can be altered or withdrawn by a resolution of Council. Council staff will be appointed to the Committee by the General Manager.

A member of the Committee can be removed and/or replaced by the Chair for:

·   Non-attendance at three (3) consecutive meetings; or

·   For disorder at a meeting.

5.      The three Committee representatives from Community Organisations representing the Health, NGO and Education sectors were appointed on an interim basis of nine (9) months at the CDSAC meeting held on 1 November 2017, and adopted at the Council meeting held on Monday 27 November 2018.

6.      To ensure a broad representation within the local community that have an impact on the delivery of Council’s community development functions, it is proposed that the three representatives from Community Organisations representing the Health, NGO and Education sectors are chosen through an open Expression of Interest process.

7.      It is proposed that applicants are invited to apply to become a member of the CDSAC from Wednesday 4 July until Friday 3 August 2018. The applications would be reviewed in early August 2018 and a recommendation would be presented at the 13 August Community and Culture Standing Committee. The new representatives would then be endorsed at the 27 August 2018 Council meeting, with successful applicants being notified in September 2018 in time for the CDSAC meeting to be held on Tuesday 16 October 2018.

8.      The Expression of Interest form would be placed on Council’s ‘Have Your Say’ webpage, and an ad would be published in the St George and Sutherland Leader for 28 days, from Wednesday 4 July 2018. 

9.      Representatives of Council’s three community reference groups (Aboriginal, Multicultural and Access & Inclusion) and Council’s Youth Advisory Committee are elected to the CDSAC from within these groups. The representative from the St George Police Area Command is nominated by the local Commander.

 

Financial Implications

 

10.    Within budget allocation.

 

Community Engagement

 

11.    Community engagement will be conducted including invitations to apply to become a community member of the CDSAC being widely advertised.

 

File Reference

D18/109643

 

 

 

 

 

 

ATTACHMENTS

Attachment 1

Terms of Reference - Community Development and Services Advisory Committee - Version 2.0 - May 2018

 


Georges River Council - Community and Culture Standing Committee Meeting - Tuesday, 12 June 2018

COM021-18            Review of Terms of Reference of Community Development and Services Advisory Committee

[Appendix 1]          Terms of Reference - Community Development and Services Advisory Committee - Version 2.0 - May 2018

 

 

Page 24

 


 


 


 


 


 


Georges River Council – Community and Culture Standing Committee Meeting -  Tuesday, 12 June 2018            Page 30

Item:                   COM022-18       Tender for the Manufacture and Installation of Georges River Council Branded Signage - New Council Implementation Fund 

Author:              Communications Officer and Graphic Designer

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation:

 

(a)     That under section 178 (1) (b) of the Local Government (General) Regulation 2005, Council accept the tender that is recommended for T18/024 Manufacture and Installation of Georges River Council Branded Signage as outlined in the report.

 

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

 

(c)     That Council inform the unsuccessful Tenderers of the resolution.

 

 

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 Tender – Manufacture and Installation of Georges River Council Branded Signage, and to seek resolution from Council on entering into a Contract with a successful Tenderer to appoint as the Principal Contractor to carry out the proposed contract works.

2.      This report explains the background for the Council to decide if it wishes to enter into contract with the entity recommended as the Principal Contractor. The report details the tender process supporting the recommendation for Council’s consideration, with the confidential matters being contained within the confidential attachments.

 

Background

 

3.      Following an extensive period of community consultation for the creation of a new Georges River Council logo, Council adopted ‘The Dragon’ logo at the Council Meeting on 3 April 2017 (CCL055-17). Following the adoption of the logo, Council then adopted at the 7 August 2017 Meeting (CCL183-17) a phased plan to roll-out the new brand. This phased roll-out will replace the logos of the former Hurstville City and Kogarah City Councils across Council facilities, parks and reserves, and venues in the way of new signage with the new Georges River Council brand. The roll-out was to also further highlight the presence of Georges River Council as the new local government organisation within the local area.

 

4.      The first phase of this plan (Phase 1) focused on rolling out Council’s brand across high profile locations and major facilities, including:

·        Georges River Council Civic Centre;

·        Libraries and Service Centres;

·        Childcare Centres; and

·        Premier Council-owned sporting venues, such as Jubilee Oval and Harold Fraser Oval.

Phase 1 also included the installation of Council branded gateway signs at key entry points to the local government area.

 

5.      To date, Council’s approach to re-branding has been:

·        To meet community expectations.

·        To ensure value for money, including utilising in-house expertise and resources and minimising wastage.

·        To achieve a greater impact of re-branding by targeting high priority areas that are highly frequented by the community.

·        To rationalise the need for signage where possible.

·        To ensure strategic alignment and timing with planned property assets retirement, the refurbishment of town centres and the opening of new or refurbished facilities.

 

6.      Following the completion of Phase 1, Council commenced planning the second phase of the roll-out.

 

7.      For the purposes of Phase 2, Council officers prepared a Request for Tender (RFT) for the Manufacture and Installation of Georges River Council Branded Signage, which would be used for major parks, suburbs and premium facilities. For the preparation of the RFT, Council’s in-house Graphic Designer developed a suite of signs, which included:

·        Park main entry signs

·        Park sub-entry signs

·        Park way-finding signs

·        Park historical/information signs

·        General suburb marker signs

·        Large suburb marker signs; and

·        Illuminated premium facilities signs

 

The designs for each of the signs included the desired style, look and minimum size to be used.

 

8.      The designs also incorporated the level of detail Council desired for the signs along with the specific colour and materials. For the signs designed for premium facilities – these also included designs for the signs to be illuminated as these are highly frequented facilities during the evening and the night for sporting games and events. 

 

9.      All of the designs created by Council’s in-house Graphic Designer were completed with the input of all relevant business units and external agencies to ensure they were appropriate for their intended purpose. The sign designs also included minimum height requirements for each sign and the use of appropriate materials.

 

10.    The identified park signs are to be manufactured and installed for the following locations:

·        Jubilee Park, Mortdale

·        Oatley Park, Oatley

·        Carss Bush Park and Carss Park Flats, Carss Park

·        Poulton Park, South Hurstville

·        Gannons Park, Peakhurst

·        Beverly Hills Park, Beverly Hills

·        Olds Park, Penshurst

·        Moores Reserve, Hurstville Grove/Oatley

·        Renown Reserve, Oatley/Mortdale

 

11.    The signs are also to be manufactured and installed in each of the 23 suburbs covered throughout the local government area, with the inclusion of two large suburb marker signs – one for the Hurstville CBD and one for the Kogarah CBD.

 

12.    The signs were then also to be manufactured and installed for the following premium facilities:

·        Jubilee Oval, Kogarah/Carlton

·        Harold Fraser Oval, Kogarah Bay

·        Hurstville Oval, Hurstville

 

13.    For this Tender process, the documents were reviewed by Manager Communications, Customer Service and Events as well as members of Council’s Procurement team prior to issuing.

 

14.    The Tender documentation included:

 

a.      RFT T18/024 – Manufacture and Installation of Georges River Council Branded Signage

b.      Required schedules for the Tender

c.       General conditions of the Contract

d.      The designs as created by Council’s in-house Graphic Designer

e.      Indicative locations for park signs

 

15.    The nominated Tender Evaluation Committee determined the Tender Evaluation Criteria prior to reviewing the tender applications. The essential criteria and mandatory criteria was determined as follows:

 

Essential Criteria

·        Best value for money

o   Price for the cost of works, which includes the manufacture and installation of the signs requested

o   Individual unit and installation costs for additional signs as required

 

·        Demonstrated capacity and ability to carry out the works

o   Specific experience and expertise in similar works

o   Company profile; current commitments for main

 

·        Demonstrated managerial capacity, qualifications and experience

o   Quality experience and quality references of the Tenderer

o   Nominated site personnel CVs and previous work history

o   Nominated sub-contractors CVs and previous work history with the Tenderer

 

·        Capacity to meet deadlines

o   Proven capacity to meet deadlines

o   Program shows critical paths and detailed tasks required to achieve deliverables for the project

o   Sequencing of the works

 

·        Proposed project plans and timelines

o   Project plan for the manufacture of the signs required

o   Project plan for the installation of the signs

 

 

Mandatory Criteria

·        Insurances

o   Public Liability – minimum $20 million

o   Workers Compensation

o   Comprehensive Vehicle(s) insurance

 

·        Conformity and compliance of the Tenderer’s submission with the RFT.

 

16.    T18/024 Tender for Manufacture and Installation of Georges River Council Branded Signage was advertised in the Sydney Morning Herald on 24, 25 and 28 April 2018, and uploaded to the Tenderlink Portal on Tuesday 24 April 2018.

 

17.    The Tender was closed at 10.00am Tuesday 15 May 2018 in the presence of the Tender Opening Committee. Five (5) submissions were received – four (4) via the Tenderlink form and one (1) in hard copy form through the Tender Dropbox located at George River Council Civic Centre. The following companies had submitted an application:

 

a.      Claude Outdoor Pty Ltd

b.      Danthonia Designs

c.       SMS – Singleton Moore Signs Co. Pty Ltd.

d.      The Wetton Group

e.      Cunneen Signs

 

No late submissions were received.

 

18.    The Tender Evaluation Committee individually assessed the submissions of each application and met on 16 May 2018 to discuss the applications and seek clarifications. Details of the Tender Evaluation Panel and this meeting are provided in the confidential attachment.

 

19.    The Tender Evaluation panel completed the assessments and the evaluation process and identified the ideal company that best met the essential criteria. 

 

20.    The Tender Evaluation Committee recommends that under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accepts the tender identified as the preferred contractor as outlined in the confidential attachment to this report.

 

Financial Implications

 

21.    Within budget allocation – $248,570, this will be funded from the New Council Implementation Fund (NCIF).

 

22.    Council has allocated $344,921 from the NCIF to cover the costs of the manufacture and installation of the signs and to cover any variations to the project, including the possibility of manufacturing and installing additional signs.

 

23.    Council spent $134,550 on the roll-out of Council’s new brand as part of Phase 1, which has been funded by the New Council Implementation Fund; and a further $32,233 from Stronger Communities Fund.

 

Community Engagement

 

24.    Georges River Council undertook extensive community engagement to assist the creation of a new corporate logo, which was adopted by Council at the 3 April 2017 Council Meeting (CCL055-17).

Council engaged Elton Consulting to undertake the consultation period. During the engagement process, a total of 693 people had their say on the new logo during the engagement period. The feedback provided by these people helped inform Council on the new logo.

 

File Reference

D18/105306

 

 

 

ATTACHMENTS

Attachment 1

Confidential Tender Recommendation - T18/024 - Manufacture and Installation of Georges River Signage (Confidential)