HURSTVILLE CITY COUNCIL
CIVIC CENTRE, MACMAHON STREET, HURSTVILLE.
__________________________________
SUMMARY OF ITEMS TO BE ADDRESSED AT
THE ADMINISTRATION MEETING
TO BE HELD ON 17TH SEPTEMBER, 2003
Summary:
Item No: ADM134 - 03 - BUSINESS ENTERPRISE CENTRE, ST. GEORGE AND SUTHERLAND SHIRE LTD - RENEWAL OF MEMBERSHIP
(Report by Manager - Administration, Mr L Mifsud) C/00092
Item No: ADM135 - 03 - DIVERSITY IN HEALTH CONFERENCE
(Report by Acting Manager, Community Services - Mr D Linden)
Item No: ADM136 - 03 - FAMILIES FIRST IN PRACTICE CONFERENCE 9 & 10 OCTOBER 2003
(Report by Children's Services Co-ordinator - Mrs H Hodsdon)
Item No: ADM137 - 03 - HURSTVILLE CITY COUNCIL RE-VOTES FOR 2002/2003
(Report by Management Accounting Officer, Mrs J Gilbert)
Item No: ADM138 - 03 - HURSTVILLE CITY COUNCIL REVOTES FOR COMMUNITY SERVICES 2002/2003
(Report by Management Accounting Officer, Mrs J Gilbert)
Item No: ADM139 - 03 - PLANNING INSTITUTE OF AUSTRALIA – BEST PRACTICE IN LOCAL GOVERNMENT PLANNING FORUM
(Report by Manager Strategic Planning, Mr M Jericho) C/00061
Item No: ADM140 - 03 - RIVERWOOD COMMUNITY CENTRE (INC) - REQUEST FOR DONATION
(Report by Manager - Administration, Mr L Mifsud) F/00036
Item No: ADM141 - 03 - SYDNEY CHINESE OPERA INC. - REQUEST FOR WAIVING OF RENTAL OR REDUCED RENTAL - MARANA AUDITORIUM
(Report by Manager - Administration, Mr L Mifsud) C/00255
Item No: ADM142 - 03 - TENDERS - SUPPLY AND DELIVERY OF MECHANICAL BROOM SWEEPERS
(Report by Manager - Administration, Mr L Mifsud) 03/00674
Item No: ADM143 - 03 - YOUNG LEADERS FOUNDATION LTD - 2003 NATIONAL YOUNG LEADERS' DAYS
(Report by Manager - Administration, Mr L Mifsud) 03/00133
___________________________________________________________________________
Meeting No. 8 to be held on 17th September, 2003
HURSTVILLE CITY COUNCIL
CIVIC CENTRE, MACMAHON STREET, HURSTVILLE 2220
10 September, 2003
His Worship the Mayor and the Councillors
Dear Member
I have by direction to inform you that a meeting of the ADMINISTRATION Committee of the Council will be held at the Civic Centre, Hurstville, on WEDNESDAY, 17 SEPTEMBER, 2003 at 7.00 P.M for consideration of the business mentioned hereunder.
Yours faithfully,
GENERAL MANAGER
B U S I N E S S:
5.30 p.m. Dinner
7.00 p.m. 1. Apologies
2. Disclosure of Interest
3. Consideration of reports submitted to the:
Administration Committee
His Worship the Mayor, Councillor V Badalati (Chairperson)
Deputy Mayor, Councillor C Wong
Councillor C Lee
Councillor S McMahon
Meeting Date: 17/09/2003
| ADM134 - 03 | BUSINESS ENTERPRISE CENTRE, ST. GEORGE AND SUTHERLAND SHIRE LTD - RENEWAL OF MEMBERSHIP |
 REPORT AUTHOR/S | Manager - Administration, Mr L Mifsud |
FILE REFERENCE | C/00092 |
REASON FOR REPORT | Request for financial assistance |
DOES AN EXISTING POLICY COVER THIS MATTER? | No |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | Funds available in the 2003/2004 Adopted Program Budget. |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | Yes - ADM104/03 to Council Meeting on 23rd July, 2003 |
EXECUTIVE SUMMARY
Council has previously resolved to advertise its intention to consider granting financial assistance to the Business Enterprise Centre, St. George and Sutherland Shire Ltd.
The proposal was advertised and following the expiration of the advertising period, no submissions had been received.
RECOMMENDATION
THAT in accordance with Section 356 of the Local Government Act, 1993, Council grant financial assistance in the amount of $5,500.00 (including GST) to the Business Enterprise Centre, St. George and Sutherland Shire Ltd for the 2003/2004 financial year.
FURTHER, THAT His Worship the Mayor be nominated as Council's representative on the Business Enterprise Centre Board.
REPORT DETAIL
Council at its meeting on 23rd July, 2003, gave consideration to a request from the Business Enterprise Centre, St. George and Sutherland Shire Ltd for Council to renew its membership of the organisation, as a Corporate Member, and pay the relevant fee of $5,500.00 (including GST).
At that meeting, Council resolved as follows:-
- "THAT as required by Section 356(2) of the Local Government Act, 1993, the Council place an appropriate public notice in the St. George Shire Leader, in accordance with Section 705(2) of the Act, advising of Council's intention to consider granting financial assistance in the amount of $5,500.00 to the St. George & Sutherland Shire Business Enterprise Centre and advising that submissions will be received by the Council regarding the proposal for a period of twenty-eight (28) days from the date of publication of the notice.
FURTHER, THAT the St. George and Sutherland Shire Business Enterprise Centre be advised of Council's actions in this matter and that the request will be further considered at the conclusion of the advertising period and that the proposed contribution will be in respect of the 2003/2004 financial year."
In accordance with the above resolution, an appropriate advertisement was placed in the St. George and Sutherland Shire Leader on Thursday, 7th August, 2003, requesting submissions regarding the proposal. Following the expiration of the advertising period, no submissions had been received by Council regarding the proposal.
Provision has been made in the 2003/2004 Adopted Program Budget for the provision of financial assistance of $5,000.00 (excluding GST) to the Centre.
In the past Council has also nominated His Worship the Mayor as its representative on the Centre's Board.
In view of the above, the recommendation outlined earlier is referred to Council for consideration.
APPENDIX
COMMITTEE RECOMMENDATION
THAT in accordance with Section 356 of the Local Government Act, 1993, Council grant financial assistance in the amount of $5,500.00 (including GST) to the Business Enterprise Centre, St. George and Sutherland Shire Ltd for the 2003/2004 financial year.
FURTHER, THAT His Worship the Mayor be nominated as Council's representative on the Business Enterprise Centre Board.
(Moved Clr M Lynch /Seconded Clr M Frawley)
COUNCIL RESOLUTIONRESOLVED THAT in accordance with Section 356 of the Local Government Act, 1993, Council grant financial assistance in the amount of $5,500.00 (including GST) to the Business Enterprise Centre, St. George and Sutherland Shire Ltd for the 2003/2004 financial year.
FURTHER, THAT His Worship the Mayor be nominated as Council's representative on the Business Enterprise Centre Board.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
| ADM135 - 03 | DIVERSITY IN HEALTH CONFERENCE |
REPORT AUTHOR/S | Acting Manager, Community Services - Mr D Linden |
FILE REFERENCE | N/A |
REASON FOR REPORT | Submitted for the information of Councillors |
DOES AN EXISTING POLICY COVER THIS MATTER? | No |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | $594 if paid before 19 September or $649 after that date |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | N/A |
EXECUTIVE SUMMARY
This report seeks approval for attedance at a Conference on Diversity in Health to be held in Sydney in late October 2003.
RECOMMENDATION
THAT interested Councillors and the Community Worker - Aged and Disability Services be authorised to attend the Diversity in Health Conference in Sydney and that the registration fees be met by Council.
REPORT DETAIL
The Diversity Health Institute and a number of other organisations have organised a three day Diversity in Health 2003 Conference at the Sydney Convention and Exhibition Centre Darling Harbour from 27-29 October 2003.
The theme of the Conference is Innovation…..Creativity……Harmony and focuses on the challenges facing the community, carers, service providers and policy makers in ensuring the health and wellbeing of people from culturally and linguistically diverse backgrounds. The organisers have attracted national and international speakers to present keynote addresses.
Papers will be delivered on a range of topics including innovation in service design, development and delivery; creating healthy public policy; building capacity in communities and systems and dealing with diversity in consumers and carer participation and would be of interest to Council’s Aged and Disability Services Community Worker.
As the conference is being held in Sydney the only expense incurred is the registration fee of $594 if paid before 19 September 2003 and $649 if paid after that date.
The Director – Administration advises that the amounts of $14,654.78 and $28,868.97 have been expended or committed to date from the 2003/04 Delegates Expenses Allocation of $70,000 and $55,000 for Councillors and Senior Officers respectively.
Accordingly the amounts of $55,345.22 and $26,131.03 are available for further commitment as at the date of this report.
APPENDIX
COMMITTEE RECOMMENDATION
THAT interested Councillors and the Community Worker - Aged and Disability Services be authorised to attend the Diversity in Health Conference in Sydney and that the registration fees be met by Council.
(Moved Clr S McMahon /Seconded Clr C Lee)
COUNCIL RESOLUTIONRESOLVED THAT interested Councillors and the Community Worker - Aged and Disability Services be authorised to attend the Diversity in Health Conference in Sydney and that the registration fees be met by Council.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
| ADM136 - 03 | FAMILIES FIRST IN PRACTICE CONFERENCE 9 & 10 OCTOBER 2003 |
REPORT AUTHOR/S | Children's Services Co-ordinator - Mrs H Hodsdon |
FILE REFERENCE | N/A |
REASON FOR REPORT | Submitted for the information of Councillors |
DOES AN EXISTING POLICY COVER THIS MATTER? | No |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | $400 |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | N/A |
EXECUTIVE SUMMARY
Advice has been received of a Families First conference to be held on 9 and 10 October, 2003 at the Wesley Conference Centre, Sydney and this report recommends approval for the Children's Services Coordinator to attend.
RECOMMENDATION
THAT approval be granted for the Children's Services Coordinator to attend the Families First in Practice Conference on 9 and 10 October 2003 and that the registration fee of $400 be met by Council.
REPORT DETAIL
Families First is the NSW Government’s interagency prevention and early intervention strategy to support families in raising their children. The strategy started in three areas in NSW in late 1998 and has now commenced in all areas of NSW.
Families First focuses on improving outcomes for the entire population of children, 0-8 years living in NSW. It is designed to increase the effectiveness of early intervention and prevention services in helping families to raise healthy, well-adjusted children.
The Families First in Practice conference is about sharing experiences of the development of Families First in New South Wales. The conference aims to reflect on what it takes to build a support network that aims to improve outcomes for children.
The conference will offer a valuable opportunity to exchange information and stimulate ideas on planning, practices, performance and future possibilities and is for practitioners, policy officers, planners, managers, volunteers and researchers who are delivering Families First in New South Wales.
The themes of the conference are:
· Building and nurturing networks to support planning and better service delivery
· Changing the way we work together to support families
· Re-thinking and developing practices for better outcomes
There will be a range of conference workshops in the following areas:
· Policy and systems issues
· Service models
· Key population groups
Council’s Children’s Services Coordinator is currently involved in a Families First project in the South East Sydney region. This project is looking at developing models and resources to support Children’s Services to enhance their role in linking to other services and being a resource for families, and developing and enhancing community capacity. The conference is seen as being valuable in addressing many of the issues which will be investigated further in this project.
As the conference venue is local, there are no additional costs to the registration fee.
The Director – Administration advises that the amounts of $14,654.78 and $28,868.97 have been expended or committed to date from the 2003/04 Delegates Expenses Allocation of $70,000 and $55,000 for Councillors and Senior Officers respectively.
Accordingly the amounts of $55,345.22 and $26,131.03 are available for further commitment as at the date of this report.
APPENDIX
COMMITTEE RECOMMENDATION
THAT approval be granted for the Children's Services Coordinator to attend the Families First in Practice Conference on 9 and 10 October 2003 and that the registration fee of $400 be met by Council.
(Moved Clr S McMahon /Seconded Clr C Lee)
COUNCIL RESOLUTIONRESOLVED THAT approval be granted for the Children's Services Coordinator to attend the Families First in Practice Conference on 9 and 10 October 2003 and that the registration fee of $400 be met by Council.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
| ADM137 - 03 | HURSTVILLE CITY COUNCIL RE-VOTES FOR 2002/2003 |
REPORT AUTHOR/S | Management Accounting Officer, Mrs J Gilbert |
FILE REFERENCE | N/A |
REASON FOR REPORT | Votes lapse at the end of the financial year and needs Council's approval to be revoted to current financial year. |
DOES AN EXISTING POLICY COVER THIS MATTER? | No - needs consideration by Council each financial year. |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | None - as source of funds are set aside from previous year's budget allocations. |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | No - needs consideration by Council each financial year. |
EXECUTIVE SUMMARY
The Local Government (Financial Management) Regulations 1993, Clause 17 states that all approvals of expenditure and votes lapse at the end of the financial year, except for works, service, goods and materials or facilities already started or contracted to be carried out or to be provided before the end of the year concerned.
The following are votes for the 2002/2003 year that have not been commenced or finalised and therefore need to be revoted for expenditure in the current financial year, 2003/2004.
RECOMMENDATION
THAT Council adopt this report for the Revote of expenditure from 2002/2003 into the current financial year totalling $3,218,756.
REPORT DETAIL
The Local Government (Financial Management) Regulations 1993, Clause 17 states that all approvals of expenditure and votes lapse at the end of the financial year, except for works, service, goods and materials or facilities already started or contracted to be carried out or to be provided before the end of the year concerned.
The following are votes for the 2002/2003 year that have not been commenced or finalised and therefore need to be revoted for expenditure in the current financial year, 2003/2004.
The total amount being revoted for 2002/03 is $3,218,756 broken down into Operating expenditure of $504,939, Capital expenditure of $1,118,647 and Infrastructure expenditure of $1,595,170.
Council’s Executive Committee has reviewed the revotes listing and has consulted with the individual line Managers in relation to each revote item. It should be noted that, a new Revotes Policy will be implemented for the 2003-2004 financial year, which will address the parameters, processes and procedures for the year end revotes.
A separate report will be submitted to Council in relation to this new Revotes Policy.
OPERATING EXPENDITURE
Manager's Name | Directorate | Program Number | Description | Account Number | Amount |
| Michael Andon | Administration | 1-022 | GIS Software Support | 40200-100 | 25,357 |
| Chris Lawlor | Administration | 1-002 | Re-valuation of Assets | 40801-031 | 15,000 |
| Brian Mortimer | Policy, Planning & Environmental | 1-015 | Human Resources Salaries | 40172-010 | 52,385 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | Transport Land Use Strategy | 45799-360 | 5,000 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | DCP for Business Zones | 45780-040 | 824 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | Business Zones Analysis | 45780-050 | 2,000 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | ESD Framework | 45782-030 | 15,000 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | Sustainability Living Guide | 45782-040 | 10,000 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | Exhibition Printing | 45787-000 | 6,964 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | Design for Narrow Lots | 45791-100 | 7,535 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | Community Consultation | 45795-000 | 9,050 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | Review of DCP’s | 45796-700 | 1,411 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | Urban Form Strategy Riverwood | 45799-250 | 1,525 |
| Matt Jericho | Policy, Planning & Environmental | 5-007 | Heritage Assistance Grant | 45799-570 | 7,000 |
| Cindy Cunningham | Policy, Planning & Environmental | 5-009 | Revolving Energy Fund | 45814-010 | 25,000 |
| Cheryl Flynn | Policy, Planning & Environmental | Hurstville Town | Property Council Sponsorship | 45799-610 | 325 |
| Cheryl Flynn | Policy, Planning & Environmental | Hurstville Town | Hurstville Town Centre Banners | 49074-020 | 17,807 |
| Cheryl Flynn | Policy, Planning & Environmental | Hurstville Town | Hurstville Strathfield Railway Study | 49074-080 | 16,759 |
| Cheryl Flynn | Policy, Planning & Environmental | Hurstville Town | Hurstville Bus/Rail Inter Study | 49074-090 | 18,776 |
| Cheryl Flynn | Policy, Planning & Environmental | Hurstville Town | Urban Improvement Program | 49074-100 | 3,999 |
| Cheryl Flynn | Policy, Planning & Environmental | Hurstville Town | Tourist Fact Sheets Hurstville Town Centre | 49074-175 | 3,617 |
| Cheryl Flynn | Policy, Planning & Environmental | Hurstville Town | Living Centre Program | 49074-177 | 41,390 |
| Cheryl Flynn | Policy, Planning & Environmental | Riverwood Town | Riverwood Town Marketing Manager | 49080-010 | 5,000 |
| Cheryl Flynn | Policy, Planning & Environmental | Mortdale Town | Mortdale Town Centre Marketing Manager | 49078-010 | 5,000 |
| Garry Dickens | Service Delivery | 2-002 | Pigeon Control Hurstville | 42475-000 | 4,500 |
| Kerrie Yates | Service Delivery | 4-001 | Miscellaneous Grant Family Day Care | 43141-250 | 29 |
| Kerrie Yates | Service Delivery | 4-001 | Family Day Care Outdoor Playground | 43141-402 | 427 |
| David Linden | Service Delivery | 4-004 | Barratt Street Refurbishment | 49833-400 | 10,000 |
| David Linden | Service Delivery | 4-004 | Social Work Indigenous Program | 43406-450 | 4,564 |
| David Linden | Service Delivery | 4-004 | Positive Ageing Projects | 43412-110 | 7,726 |
| Garry Dickens | Service Delivery | 5-001 | Waste Services Contingency New Contract | 44020-210 | 6,532 |
| Garry Dickens | Service Delivery | 5-001 | Waste Education Program – Multi Unit Dwellings | 44107-010 | 12,301 |
| Garry Dickens | Service Delivery | 5-001 | Illegal Dumping Clean Up Grant | 45518-005 | 70,000 |
| Lynne George | Service Delivery | 6-006 | Recarpeting Branch Library | 46615-020 | 18,000 |
| Lynne George | Service Delivery | 6-006 | Library Special Projects | 46721-010 | 19,608 |
| Lynne George | Service Delivery | 6-006 | Library Nestle Write Around Australia Grant | 46724-000 | 106 |
| Andrew Sharp | Service Delivery | 6-011 | Leisure Centre Building M&R | 47605-610 | 8,494 |
| Andrew Sharp | Service Delivery | 6-011 | Leisure Centre Plant Maintenance | 47605-620 | 7,832 |
| Andrew Sharp | Service Delivery | 11-002 | Evatt/Riverwood Park Additional Lighting | 47282-200 | 18,096 |
| Lynne George | Service Delivery | 11-002 | History of Hurstville Council | 46716-010 | 20,000 |
| | | | TOTAL | 504,939 |
CAPITAL EXPENDITURE
MANAGER'S NAME | DIRECTORATE | PROGRAM NUMBER | DESCRIPTION | ACCOUNT NUMBER | AMOUNT |
| Warren Park | Administration | 1-010 | Festoon Lighting Civic Centre | 02150-020 | 3,960 |
| Warren Park | Administration | 1-010 | Records Modification | 02150-026 | 3,000 |
| Warren Park | Administration | 1-010 | Civic Centre Refurbishment | 01825-000 | 48,043 |
| Peter Boggie | Administration | 6-010 | Entertainment Centre Consolidation Account | 02199-750 | 169,889 |
| Susan McAnna | Administration | 9-001 | Computers general Upgrade (WAN) | 02140-710 | 16,459 |
| Chris Lawlor | Administration | 9-002 | Install Split System Air Con | 02105-115 | 1,717 |
| Laurie O’Connor | Service Delivery | 1-016 | Upgrade Engineers Software | 02710-056 | 3,410 |
| David Linden | Service Delivery | 4-004 | DDA Works | 01839-000 | 9,478 |
| Andrew Sharp | Service Delivery | 6-001 | Stairs / Boardwalk Ponderosa Street | 01980-310 | 40,000 |
| Lynne George | Service Delivery | 6-006 | Library Courtyard Landscaping | 02676-030 | 10,000 |
| Lynne George | Service Delivery | 6-007 | Home Library Office Machines | 02660-000 | 900 |
| Khaled Azer | Service Delivery | 6-011 | Gym Equipment for Leisure Centre | 02030-450 | 212,680 |
| Khaled Azer | Service Delivery | 6-011 | Cardio Theatre Leisure Centre | 02030-460 | 658 |
| Khaled Azer | Service Delivery | 6-011 | POPE Leisure Centre Extension | 02030-480 | 223,000 |
| Khaled Azer | Service Delivery | 6-011 | Pool Joints – Leisure Centre | 02030-430 | 17,253 |
| Khaled Azer | Service Delivery | 6-011 | Space Heating – Leisure Centre | 02030-400 | 10,000 |
| Khaled Azer | Service Delivery | 9-003 | Torino Refurbishment | 02108-610 | 173,200 |
| Laurie O’Connor | Service Delivery | 10-001 | Compressor C45 | 03000-021 | 15,000 |
| Chris Lawlor | Service Delivery | 11-002 | Civic Centre Chiller | 01831-310 | 160,000 |
| | | | TOTAL | 1,118,647 |
INFRASTRUCTURE EXPENDITURE
| MANAGERS NAME | DIRECTORATE | PROGRAM NUMBER | DESCRIPTION | ACCOUNT NUMBER | AMOUNT |
| Geoff Montgomery | Service Delivery | 6-001 | Lugarno Boardwalk & Wetlands | 80700-110 | 236,745 |
| Andrew Sharp | Service Delivery | 6-001 | Riverwood Boardwalk Bridge | 80700-114 | 42,374 |
| Geoff Montgomery | Service Delivery | 6-001 | Edith Bay Boardwalk | 80700-115 | 70,950 |
| Peter Dickson | Service Delivery | 8-001 | Regional Road Development Repair Program | 68000-250 | 15,137 |
| Mick Ward | Service Delivery | 8-001 | GPT Penshurst Park Car Park | 74000-215 | 17,500 |
| Peter Dickson | Service Delivery | 8-003 | Hill St @ Treacy St | 65000-505 | 295 |
| Peter Dickson | Service Delivery | 8-003 | Junction Rd @ Mountview Ave | 65000-507 | 89,491 |
| Peter Dickson | Service Delivery | 8-003 | Forest Rd – Park to Samuel Sts | 65000-508 | 660 |
| Peter Dickson | Service Delivery | 8-003 | Oatley Park Ave | 65000-509 | 3,500 |
| Peter Dickson | Service Delivery | 8-003 | Penshurst St – Edgbaston Rd | 65000-511 | 470 |
| Peter Dickson | Service Delivery | 8-003 | Narwee – Broadarrow Rd | 65000-512 | 228 |
| Peter Dickson | Service Delivery | 8-003 | Josephine St – Belmore Rd | 65000-515 | 768 |
| Peter Dickson | Service Delivery | 8-003 | Lily St – Stabilisation | 65000-516 | 108,210 |
| Peter Dickson | Service Delivery | 8-003 | Catherine St @ Villers St | 65000-517 | 513 |
| Peter Dickson | Service Delivery | 8-003 | Old Forest Rd – School Crossing | 65000-518 | 19 |
| Peter Dickson | Service Delivery | 8-003 | Carlton Pde – Lily St | 65000-521 | 180 |
| Peter Dickson | Service Delivery | 8-003 | Samuel St – Webster St | 65000-522 | 166 |
| Peter Dickson | Service Delivery | 8-003 | Victoria Ave – Ocean St | 65000-525 | 77 |
| Peter Dickson | Service Delivery | 8-003 | Moore St – Clevedon to Wellington | 65000-527 | 107 |
| Peter Dickson | Service Delivery | 8-003 | Oaktree Place | 65000-531 | 99 |
| Peter Dickson | Service Delivery | 8-003 | Roseberry St – Hawk to Nicholson | 65000-532 | 266 |
| Peter Dickson | Service Delivery | 8-003 | Gregory Cres | 65000-533 | 69 |
| Peter Dickson | Service Delivery | 8-003 | Moreton Ave - | 65000-534 | 912 |
| Peter Dickson | Service Delivery | 8-003 | Marsden Cres | 65000-523 | 28 |
| Mick Ward | Service Delivery | 8-005 | Boundary Rd / Roberts Ave | 67400-015 | 30,000 |
| Mick Ward | Service Delivery | 8-005 | Rose St – Westfield Entrance | 74000-152 | 15,385 |
| Mick Ward | Service Delivery | 8-005 | Patrick St – Joan to Sackville St | 78000-062 | 107,316 |
| Mick Ward | Service Delivery | 8-005 | Waratah St | 68000-400 | 12,544 |
| Mick Ward | Service Delivery | 8-005 | Donald St Drainage | 74000-076 | 42,852 |
| Mick Ward | Service Delivery | 8-005 | Cross St / The Avenue Flood Study | 74000-153 | 8,856 |
| Mick Ward | Service Delivery | 8-005 | Wright/Hudson St Flood Investigation | 74000-074 | 5,794 |
| Mick Ward | Service Delivery | 8-005 | Clarendon Rd Drainage | 74000-090 | 99,011 |
| Andrew Sharp | Service Delivery | 11-002 | Lime Kiln Bay Foreshore Access | 80700-100 | 167,614 |
| Peter Dickson | Policy, Planning & Environment | Hurstville Town | Tracey St Car Park | 75000-017 | 247,649 |
| Khaled Azer | Policy, Planning & Environment | Hurstville Town | Memorial Square Upgrade | 70000-700 | 134,049 |
| Mick Ward | Policy, Planning & Environment | Riverwood Town | Coleridge St Drainage | 72000-249 | 135,336 |
| | | | TOTAL | 1,595,170 |
GRAND TOTAL $3,218,756
APPENDIX
COMMITTEE RECOMMENDATION
THAT Council adopt this report for the Revote of expenditure from 2002/2003 into the current financial year totalling $3,218,756.
(Moved Clr S McMahon /Seconded Clr C Lee)
COUNCIL RESOLUTIONRESOLVED THAT Council adopt this report for the Revote of expenditure from 2002/2003 into the current financial year totalling $3,218,756.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
| ADM138 - 03 | HURSTVILLE CITY COUNCIL REVOTES FOR COMMUNITY SERVICES 2002/2003 |
REPORT AUTHOR/S | Management Accounting Officer, Mrs J Gilbert |
FILE REFERENCE | N/A |
REASON FOR REPORT | Votes lapse at the end of the financial year and needs Council's approval to be revoted to current financial year. |
DOES AN EXISTING POLICY COVER THIS MATTER? | No |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | None - as source of funds are set aside from previous year's budget allocation. |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | A separate report will be submitted outlining the Revotes Policy designed by XCOM. |
EXECUTIVE SUMMARY
The Local Government (Financial Management) Regulations 1993, Clause 17 states that all approvals of expenditure and votes lapse at the end of the financial year, except for works, services, goods and materials or facilities already started or contracted to be carried out to be provided before the end of the year concerned.
The following are votes for 2002/2003 year that have not been commenced or finalised and therefore need to be revoted for expenditure in the current financial year 2003/2004.
RECOMMENDATION
THAT Council adopt this report for the revote of expenditure from 2002/2003 into the current financial year totalling $5,231.
REPORT DETAIL
The Local Government (Financial Management) Regulations 1993, Clause 17 states that all approvals of expenditure and votes lapse at the end of the financial year, except for works, services, goods and materials or facilities already started or contracted to be carried out to be provided before the end of the year concerned.
The following are votes for 2002/2003 year that have not been commenced or finalised and therefore need to be revoted for expenditure in the current financial year 2003/2004.
The total amount being revoted for 2002/03 is $5,231 the total being all operating expenditure.
OPERATING EXPENDITURE
| MANAGERS NAME | DIRECTORATE | PROGRAM NUMBER | DESCRIPTION | ACCOUNT NUMBER | AMOUNT |
| David Linden | Service Delivery | 4-004 | Cultural Programs | 43406-470 | 2,781 |
| David Linden | Service Delivery | 4-004 | Crime Prevention Plan Community Services | 43406-480 | 950 |
| David Linden | Service Delivery | 4-004 | Youth Graffiti Management Strategy | 43417-140 | 1,500 |
| | | | TOTAL | 5,231 |
The job numbers and amounts listed in the table above are to be revoted and transferred into job number 43417-155 for the Paved Paradise Mural Project at Smith Park Kingsgrove.
APPENDIX
COMMITTEE RECOMMENDATION
THAT Council adopt this report for the revote of expenditure from 2002/2003 into the current financial year totalling $5,231.
(Moved Clr S McMahon /Seconded Clr C Lee)
COUNCIL RESOLUTIONRESOLVED THAT Council adopt this report for the revote of expenditure from 2002/2003 into the current financial year totalling $5,231.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
| ADM139 - 03 | PLANNING INSTITUTE OF AUSTRALIA – BEST PRACTICE IN LOCAL GOVERNMENT PLANNING FORUM |
REPORT AUTHOR/S | Manager Strategic Planning, Mr M Jericho |
FILE REFERENCE | C/00061 |
REASON FOR REPORT | Endorsement to attend Conference |
DOES AN EXISTING POLICY COVER THIS MATTER? | N/A |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | N/A |
FINANCIAL IMPLICATIONS | $680 + accommodation |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | No |
EXECUTIVE SUMMARY
Endorsement is sought to attend the Planning Institute of Australia (PIA) NSW Division annual conference to be held in Thredbo from 28-31 October 2003. The conference theme is Taking Planning to New Heights. A range of topics will be covered including local, regional planning trends as well as sustainable tourism planning. The conference theme is based around current issues affecting the profession and the opportunity to gauge response from the broader community. Of particular relevance will be the effectiveness of public policy, the ability of planning to respond to change and the impact of legislative change.
Comments from Director Administration
The Director Administration has advised that the amounts of $14,654.78 and $28,868.57 have either been expended or committed to date from the 2002/03 Delegate Expenses Allocation of $70,000 and $55,000 for Councillors and Senior Officers respectively.
Accordingly, the amounts of $55,345.22 and $26,131.03 are available for further commitment as at the date of this report.
RECOMMENDATION
THAT Council authorise staff from Policy, Planning and Environment to attend the Planning Institute of Australia, NSW Division, Annual Conference, with registration and accommodation costs funded by Council.
FURTHER THAT attendance by nominated/available Councillors be endorsed and funded from Delegates’ Expenses.
REPORT DETAIL
APPENDIX
COMMITTEE RECOMMENDATION
THAT Council authorise staff from Policy, Planning and Environment to attend the Planning Institute of Australia, NSW Division, Annual Conference, with registration and accommodation costs funded by Council.
THAT attendance by nominated/available Councillors be endorsed and funded from Delegates’ Expenses.
FURTHER, THAT after the Conference is held, copies of the discussion papers and any other relevant papers from the Conference be distributed to all Councillors.
(Moved Clr S McMahon /Seconded Clr C Lee )
COUNCIL RESOLUTIONRESOLVED THAT Council authorise staff from Policy, Planning and Environment to attend the Planning Institute of Australia, NSW Division, Annual Conference, with registration and accommodation costs funded by Council.
THAT attendance by nominated/available Councillors be endorsed and funded from Delegates’ Expenses.
FURTHER, THAT after the Conference is held, copies of the discussion papers and any other relevant papers from the Conference be distributed to all Councillors.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
| ADM140 - 03 | RIVERWOOD COMMUNITY CENTRE (INC) - REQUEST FOR DONATION |
REPORT AUTHOR/S | Manager - Administration, Mr L Mifsud |
FILE REFERENCE | F/00036 |
REASON FOR REPORT | Request for a donation |
DOES AN EXISTING POLICY COVER THIS MATTER? | No |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | A donation of $1,000 has been provided in Program 1-014 of the 2003/2004 Adopted Program Budget |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | No |
EXECUTIVE SUMMARY
Riverwood Community Centre (Inc) has requested Council to provide a donation to go towards an activity that is part of the 2003 Riverwood Community Festival.
RECOMMENDATION
THAT a donation of $1,000.00, under the provision of Section 356 of the Local Government Act, 1993, be made from Program 1-014 of the 2003/2004 Adopted Program Budget to the Riverwood Community Centre (Inc) towards an activity that is part of the 2003 Riverwood Community Festival.
REPORT DETAIL
Council has received the following letter dated 19th August, 2003, addressed to His Worship the Mayor, Councillor Badalati from Riverwood Community Centre (Inc) requesting a donation towards an activity that is part of the 2003 Riverwood Community Festival, which will be held on Saturday, 25th October, 2003.
- "October 25th has been set aside for the 2003 Riverwood Community Festival. The Festival is run jointly by Riverwood Community Centre and George's River Rotary Club.
The aim of this event is to primarily promote and enhance community spirit in this area. And secondly to raise much needed funds to continue providing quality programs that benefit the whole community. As you are aware, a large proportion of the local community is financially disadvantaged and rely upon the services the Centre provides.
We take this opportunity requesting a donation to go towards one of the activities to be provided on this day. In return we would advertise your organisation's name as the sponsor of the Festival, or any other advertising that may request.
Your prompt reply is much appreciated. Your support does make a great deal of difference."
As has been the case with previous Festivals, Council is providing "in-kind" support by providing garbage bins and barricades for the 2003 Festival.
Council has previously provided donations to the Riverwood Community Centre (Inc) towards the cost of operating the Festivals. The most recent occasion was for the 2000 Festival when Council made a donation of $1,000.00. Council did not provide donations for the 2001 and 2002 Festivals as Council did not receive any requests for donations.
Provision has been made in Program 1-014 of the 2003/2004 Adopted Program Budget for a donation of $1,000.00 towards the Riverwood Community Festival.
Accordingly, in view of the above, the recommendation outlined earlier is submitted for Council's consideration.
APPENDIX
COMMITTEE RECOMMENDATION
THAT a donation of $1,000.00, under the provision of Section 356 of the Local Government Act, 1993, be made from Program 1-014 of the 2003/2004 Adopted Program Budget to the Riverwood Community Centre (Inc) towards an activity that is part of the 2003 Riverwood Community Festival.
(Moved Clr S McMahon /Seconded Clr C Lee)
COUNCIL RESOLUTIONRESOLVED THAT a donation of $1,000.00, under the provision of Section 356 of the Local Government Act, 1993, be made from Program 1-014 of the 2003/2004 Adopted Program Budget to the Riverwood Community Centre (Inc) towards an activity that is part of the 2003 Riverwood Community Festival.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
| ADM141 - 03 | SYDNEY CHINESE OPERA INC. - REQUEST FOR WAIVING OF RENTAL OR REDUCED RENTAL - MARANA AUDITORIUM |
REPORT AUTHOR/S | Manager - Administration, Mr L Mifsud |
FILE REFERENCE | C/00255 |
REASON FOR REPORT | Request for waiving of rental or reduced rental for the use of the Marana Auditorium |
DOES AN EXISTING POLICY COVER THIS MATTER? | Yes |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | Possible foregoing of rental income |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | No |
EXECUTIVE SUMMARY
This report details a request from Sydney Chinese Opera Inc. for the waiving of the rental or reduced rental for the use of the Marana Auditorium for a Chinese Opera.
RECOMMENDATION
THAT Sydney Chinese Opera Inc. be advised that Council is unable to accede to their request for the waiving of the rental or reduced rental for the use of the Marana Auditorium as requested on Thursday, 11th March, 2004.
FURTHER, THAT Sydney Chinese Opera Inc. be advised of Council's policy in this regard and that the Marana Auditorium will be available for rental on Thursday, 11th March, 2004, for a fee of $858.00.
REPORT DETAIL
Council has received a letter dated 29th July, 2003, from the Sydney Chinese Opera Inc. requesting the waiving of the rental or reduced rental for the use of the Marana Auditorium on Thursday, 11th March, 2004 for a Chinese Opera performance during "Seniors' Week".
Sydney Chinese Opera Inc. is located at Liberty Grove and has advised that it is a non-profit organisation.
Council's policy in request of matters such as this is reproduced, in part, hereunder:-
- "(a) For hire on Friday, Saturday, Sunday or Public Holidays by any organisation, the full hiring charges as fixed by Council from time to time be applied to such usage.
(b) For hiring on days other than Friday, Saturday, Sunday or Public Holidays by charitable, non-profit making local organisations located within the City, and schools within the Cities of Hurstville and Rockdale and Municipality of Kogarah, the amount charged be the actual cost to Council for wages and direct costs plus ten (10) per cent.
(c) For hirings at any time by profit making organisations, the full hiring charges as affixed by Council from time to time be applied to such usage."
The Entertainment Centre Officer has advised that the normal rental for the use of the Marana Auditorium as requested on Thursday, 11th March, 2004, would be $858.00 and that the Costs plus 10% would be approximately $478.50.
Accordingly, as this request does not comply with Council's policy, as outlined earlier, the above recommendation is submitted for Council's consideration.
APPENDIX
COMMITTEE RECOMMENDATION
THAT Sydney Chinese Opera Inc. be advised that Council is unable to accede to their request for the waiving of the rental or reduced rental for the use of the Marana Auditorium as requested on Thursday, 11th March, 2004.
FURTHER, THAT Sydney Chinese Opera Inc. be advised of Council's policy in this regard and that the Marana Auditorium will be available for rental on Thursday, 11th March, 2004, for a fee of $858.00.
(Moved Clr S McMahon /Seconded Clr C Lee)
COUNCIL RESOLUTIONRESOLVED THAT Sydney Chinese Opera Inc. be advised that Council is unable to accede to their request for the waiving of the rental or reduced rental for the use of the Marana Auditorium as requested on Thursday, 11th March, 2004.
FURTHER, THAT Sydney Chinese Opera Inc. be advised of Council's policy in this regard and that the Marana Auditorium will be available for rental on Thursday, 11th March, 2004, for a fee of $858.00.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
| ADM142 - 03 | TENDERS - SUPPLY AND DELIVERY OF MECHANICAL BROOM SWEEPERS |
REPORT AUTHOR/S | Manager - Administration, Mr L Mifsud |
FILE REFERENCE | 03/00674 |
REASON FOR REPORT | List of tenders received |
DOES AN EXISTING POLICY COVER THIS MATTER? | No |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | Not applicable |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | No |
EXECUTIVE SUMMARY
The report provides a list of tenders received for the supply and delivery of two (2) Mechanical Broom Sweepers.
RECOMMENDATION
THAT the information be received and noted.
REPORT DETAIL
The receipt of tenders for the supply and delivery of two (2) Mechanical Broom Sweepers closed at 2.00 pm on Tuesday, 2nd September, 2003.
The tenders received have been referred to the Manager - Works for a report to Council and are as follows:-
- 1. Hako Australia Pty Ltd, PO Box 360, RYDALMERE BC 1701
2. Capital Finance Australia Limited, Level 19, Angel Place, 117-123 Pitt Street, SYDNEY 2000
3. MacDonald Johnston Engineering Company Pty Ltd, PO Box 6305, WETHERALL PARK BDC 2164
4. Schwarze Industries Australia Pty Ltd, PO Box 146, CAROLE PARK 4300
5. ComLease AFG Limited, PO Box 335, MILSONS POINT 1565
6. Sweep Australia, PO Box 6008, PARRAMATTA BC 2150
The above details are submitted for the information of Members.
APPENDIX
COMMITTEE RECOMMENDATION
THAT the information be received and noted.
(Moved Clr S McMahon /Seconded Clr C Lee)
COUNCIL RESOLUTIONRESOLVED THAT the information be received and noted.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
| ADM143 - 03 | YOUNG LEADERS FOUNDATION LTD - 2003 NATIONAL YOUNG LEADERS' DAYS |
REPORT AUTHOR/S | Manager - Administration, Mr L Mifsud |
FILE REFERENCE | 03/00133 |
REASON FOR REPORT | To advise of The National Young Leaders' Days |
DOES AN EXISTING POLICY COVER THIS MATTER? | No |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | The cost of tickets is up to $49.00 for each student and $15.00 for each adult. Funding is available under Program 1-014 of the 2003/2004 Adopted Program Budget. |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | No |
EXECUTIVE SUMMARY
This report outlines a request from the Young Leaders Foundation Ltd for Council to sponsor young people in its area to attend a National Young Leaders' Day.
RECOMMENDATION
THAT the Committee give consideration to this matter.
REPORT DETAIL
The following letter dated 20th August, 2003, and addressed to His Worship the Mayor, Councillor Badalati, has been received from the Young Leaders Foundation Ltd requesting Council to be involved in and sponsor young people in its area to attend a National Young Leaders' Day.
- "My purpose in writing to you is to inform you about an exciting event that the Hurstville City Council may like to be involved in.
Each year thousands of secondary students from across Australia attend The National Young Leaders' Days. These annual leadership training days, organised by the Young Leaders Foundation, are held in November each year. They target top young leaders, such as school captains, prefects, SRC representatives, sporting captains and young community leaders.
The National Young Leaders' Days bring together the emerging young leaders of our nation to hear from an older generation of national and international leaders. This year, some of our nations most influential leaders will be there to speak and interact with the students.
In previous years, local governments have sponsored young people in their area to attend the event as a reward for their past contribution to the community and encouragement for future service. This has proven to be an excellent initiative for Mayors, Councillors and Youth Officers, who have strengthened links with schools, parents, and young people. You may like to contact local secondary schools or local media to initiate this process.
Please find enclosed some further information about The 2003 National Young Leaders' Days. Schools, local politicians and other community leaders will also be sent this information. There is also more information and an updated list of confirmed speakers at our website - www.youngleadersfoundation.org.
The students who attend the National Young Leaders' Days are among the highest achieving young people in the country and many aspire to future leadership positions in business, sport, politics, community service, science, media and the arts. Our hope is that by influencing these students in a positive way all Australians will benefit in the future."
The further information referred to in the above letter is an information booklet regarding this matter, a copy of which is available on Council's file for interested Members.
Council can be involved by sponsoring young people in its area to attend the event as a reward for their past contribution to the community and encouragement for future service. Council can contact local secondary schools or local media to initiate this process. Should Council wish to proceed in this matter Customer Relations Section could co-ordinate the advertising a nd purchase of tickets.
The National Young Leaders' Days are held in Sydney, Melbourne, Brisbane, Adelaide and Perth. The event in Sydney will be held on Monday, 24th November, 2003 from 9.00 am to 2.30 pm at the Sydney Convention Centre, Darling Harbour.
The cost of the tickets to attend the event is $46.00 to $49.00 for each student and $15.00 for each adult.
If Council were to purchase tickets, an amount of $4,000 has been allowed for in Program 1-014 (Sponsorship - Sporting, Cultural, Academic) of the 2003/2004 Adopted Program Budget. No monies of the $4,000 have been utilised to date.
The National Young Leaders' Days are an annual event initiated in 1997 to develop student leadership in schools and build a better future for the young Australian people. Young Leaders Foundation Ltd is a non-profit organisation.
The above details are submitted for consideration.
APPENDIX
COMMITTEE RECOMMENDATION
THAT Council write to all local Secondary Schools in the area with Year 12 students, requesting they nominate one (1) student from their School to attend the National Young Leaders' Day to be held on Monday, 24th November, 2003 at the Sydney Convention Centre, Darling Harbour.
THAT Council also request the Youth Council to nominate two (2) representatives to attend the event.
FURTHER, THAT Council pay for the purchase of the tickets for the students and representatives attending the event and these costs be met from Program 1-014 (Sponsorship - Sporting, Cultural, Academic) of the 2003/2004 Adopted Program Budget.
(Moved Clr S McMahon /Seconded Clr C Lee)
RESOLVED THAT Council write to all local Secondary Schools in the area with Year 12 students, requesting they nominate one (1) student from their School to attend the National Young Leaders' Day to be held on Monday, 24th November, 2003 at the Sydney Convention Centre, Darling Harbour.
THAT Council also request the Youth Council to nominate two (2) representatives to attend the event.
FURTHER, THAT Council pay for the purchase of the tickets for the students and representatives attending the event and these costs be met from Program 1-014 (Sponsorship - Sporting, Cultural, Academic) of the 2003/2004 Adopted Program Budget.
(Moved Clr M Frawley /Seconded Clr S McMahon)
Meeting Date: 17/09/2003
ADDENDUM
| ADM144A - 03 | DISPOSAL / RETENTION OF AUDIO TAPES OF COUNCIL MEETINGS |
REPORT AUTHOR/S | Archivist, Ms G Pracy |
FILE REFERENCE | R/00582 |
REASON FOR REPORT | To Implement a disposal program as authorised under the General Disposal Authority for Local Government (GDA 10). |
DOES AN EXISTING POLICY COVER THIS MATTER? | No |
IF "NO" - SHOULD A POLICY BE DEVELOPED? | No |
FINANCIAL IMPLICATIONS | If recommendation adopted, an ongoing cost-saving to Council. |
DOES THIS REPORT REFERENCE AN EARLIER REPORT? (If so, then indicate full report reference details) | Yes - Administration Committee Meeting - 16/4/03 - Item ADM048-03 |
EXECUTIVE SUMMARY
At the 23rd April 2003 Council Meeting a report titled: Disposal / Retention of Audio Tapes of Council Meetings was tabled for discussion, following which Councillors requested additional information on several matters as well as passing the following resolution:
- “THAT the matter be deferred in order for Council to seek advice from the Local Government Minister’s Office and also legal advice from Council’s Solicitors.”
RECOMMENDATION
That Council authorise the Archivist to undertake disposal of Council’s audio tapes in accordance with the recommendations of the General Disposal Authority for Local Government Records (GDA10). This Authority has been issued under Section 21 (2) (c) of the State Records Act 1998 and is the legal instrument for the disposal of local government records in New South Wales.
FURTHER THAT Council’s Code of Meeting Practice be amended in accordance with the provisions of Division 1, Part 2 of Chapter 12 of the Local Government Act, to concur with the recommendations of Council’s legal advisors, Deacons and the Acting Privacy Commissioner as outlined in this report.
REPORT DETAIL
Historically, the Local Government Act has decreed the type and format of records which local government bodies must create in order to undertake their business activities and comply with their legal obligations. While this authority to decree the type and format of records to be created still exists, jurisdiction in relation to the retention/disposal of those records was transferred under the State Records Act, which came into being in 1998.
1. Ministerial advice
A letter was forwarded to the Minister for Local Government, the Honourable Tony Kelly MLC by David Rosenbaum, Director – Administration on 26th May seeking the Minister’s advice on the matter. In his response received on 4th August the Minister stated:
- “I am advised that the Department of Local Government, in conjunction with Privacy NSW, is currently developing a policy in this area which will satisfy the requirements of the Local Government Act 1993 for open access to documents (including audio tapes) while ensuring the protection of personal information under privacy legislation.
When the policy is finalised all councils will be circulated with details.”
2. Council’s Legal Advice
Legal advice regarding the retention/destruction of the audio tapes of Council meetings was sort from Council’s legal advisor Deacons, who advised on the following issues:
a. Whether the tapes can be disposed of:
- “In our view the tapes from 1972 to February 2003 (assuming all the relevant minutes have been transcribed) may be disposed of. This is in keeping with the Privacy and Personal Information Protection Act 1998 (“PPIPA”) which commenced on 1st February 1999. It does not have retrospective effect and accordingly, its provisions are not relevant to those earlier recordings prior to the date of commencement. We understand that those recordings have served their intended purpose and may be disposed of in accordance with the General Disposal Authority – Local Government records (GDA 10) that is three months after action was completed.”
- Note:
It should be mentioned that in April, prior to the original report to Council, an approach was made to the Privacy Commissioner in relation to whether the tape recording of Council meetings could be in breach of the Privacy and Personal Information Protection Act 1998. A response was provided by Anna Johnston, the Acting Privacy Commissioner who summarised her reply with the following:
- “I believe that as a threshold issue, the purpose of tape recording council meetings must be questioned in terms of each council’s compliance with IPPs 1 and 4 in the PPIP Act. Each council is ultimately responsible for making its own decisions in respect of compliance with the PPIP Act, and must be confident of defending those decisions in the Administrative Decisions Tribunal in the event of a review under Part 5 of the PPIP Act.
I would therefore recommend that if Council decides to tape record meetings, that Council make appropriate provision in its Code of Meeting Practice (adopted under s.360 of the Local Government Act) to ensure that:
- (i) tape recordings of meetings will only be used for verifying the accuracy of minutes;
(ii) tape recordings of meetings will not be made available to the public or disclosed to any third party under s.12(6) of the Local Government Act, except as allowed under s.18(1)(c) or s.19(1) of the PPIP Act, or where Council is compelled to do so by Court order, warrant or subpoena (see eg s.23(5) of the PPIP Act) or by any other law (eg. the FOI Act);
(iii) tape recordings of meetings will be destroyed as soon as their original purpose is served or immediately after three months since their creation (whichever is the later), except where retention for a longer period is otherwise required or recommended under the State Records Act 1998; and
(iv) appropriate signage will be displayed in the public gallery or at the public entrance to council meetings, as well as verbal statements at the commencement of each meeting, to notify the public of the matters required under s.10(a)-(e) of the PPIP Act.
- “Retaining the tapes of Council meetings, for a period of 12 months, may be considered a breach of the PPIPA”.
- “We do however adopt the Acting Privacy Commissioner’s suggested inclusions in Council’s Code of Meeting Practice, points (i) to (iv) inclusive at page 9 of her letter (see extract above). However, in respect of points (ii) and (iii) we would amend them to read as follows:
- · (ii) tape records of meetings will not be made available to the public or disclosed to any third party under s12(6) of the Local Government Act, except as allowed or exempted under sections 18, 19 and/or 23 of the Privacy and Personal Information Act 1998 or by any other law eg. The Freedom of Information Act
· (iii) tape recordings of meetings will be destroyed as soon as their original purpose is served or immediately after three months since their creation (whichever is the later), except where retention for a longer period is otherwise required or recommended under the State Records Act 1998 or for any other lawful purpose”
- The response from Deacons included the following:
“If a councillor or council officer defames a person that person would be entitled to commence civil proceedings. Should the person be defamed during the course of a Council meeting and that person commences proceedings it may be that a subpoena will be issued seeking the tape of that meeting. Pursuant to s23(5)(c) of PPIPA, Council would be obliged to provide the tape in accordance with the subpoena (assuming it is within the three month period). However if Council is on notice that there are proceedings on foot arising out of allegedly defamatory comments made during the course of a particular Council meeting, and although no subpoena has issued for the time being, we would consider Council should retain the tape notwithstanding the three month period has elapsed.
Accordingly, the potential exposure of a councillor or council officer to a defamation action is no greater with the recording of council meetings but it may be easier to establish that a defamatory comment has, or has not, been made if a recording is available.”
3. Councillor’s queries:
During the course of debate on the 23rd April, Councillors requested additional information be obtained for the following issues:
Issue 1:
What is the retention procedure for the audio tapes of State and Federal Governments’ parliamentary session’s?
(It should be noted that members of both State and Federal Houses of Parliament are protected by Parliamentary Privilege. This allows them to speak freely in parliament without the risk of prosecution they might incur if they said the same things outside)
· NSW State Parliament:
- (Information was provided by Mr Robert Lawrie, Manager, Parliamentary Archives)
“the debates of Parliament and all Parliamentary Committee proceedings are recorded by the Parliamentary Reporting Staff (commonly known as ‘Hansard’). The Hansard staff use Reporter’s Notebooks to record speeches in shorthand; the proceedings are also recorded on audio-tape, which is used as a back-up for the shorthand notes. The debates are then transcribed and a daily ‘Hansard’ and then a weekly ‘Hansard’ is issued. Eventually after any necessary corrections, the final 'Hansard’ is issued.”
Mr Lawrie confirmed that the retention/disposal of Parliamentary records is guided by the State Record’s Disposal Authority. Both record types, ie. the Shorthand Notebooks and the Audio-tapes are destroyed according to the guidelines as set out in Authority once the final printed ‘Hansard’ is bound.
· Federal Parliament:
- (Information was provided by Mr John Templeton – Secretary Department of Parliamentary Reporting Staff & Henry Evans, Clerk of the Senate)
“The Federal Parliament records its sessions for the sole purpose of ensuring the Hansard is accurate. Until 1996, recordings were made on audio cassette tapes. These were only kept until the full transcript of proceedings, ie. the Hansard, was printed. In 1996, a new digital audio system was installed. The Department of Parliamentary Reporting Staff archives these recordings for 18 months.”
Since 1988, when television facilities became available in the new Parliament House, both Houses have recorded their proceedings on video tape. These videos are transferred to the National Archives of Australia who is responsible for the management and preservation of the recordings.
Issue 2:
Do other NSW Councils in NSW Local Government Councils tape record their meetings and if so, what retention period applies to these tapes?
An email was sent to all NSW Councils requesting information on whether they followed the practice of tape recording their Council meetings and if so, what retention decision they imposed on the tapes.
A response was received from 39 Councils, of which only 16 stated they record their meetings on audio cassette tape, the specific purpose of which is to assist the Minute Clerk in ensuring the official Minutes is a true and accurate account of the meeting.
Of this 16, only 5 Councils retained their tapes permanently. The majority dispose of their tapes when the Minutes have been signed off and in accordance with the guidelines as set out in the disposal authority for Local Government, the GDA 10, ie the tapes are destroyed after three months. Many also expressed their concern in relation to the Privacy laws as another important factor in their Council decision to dispose of the tapes.
Issue 3:
Investigate other formats onto which data recorded on the audio tapes can be migrated, and obtain some costing information.
It should be noted that conservators recommend that audio tapes be copied every 10 years to ensure the information recorded on them is retained. After this period of time, tapes can become unstable and the information on them may deteriorate.
To copy information from one audio cassette tape onto another requires the use of a tape copying machine. Costs incurred include the cost of the replacement tape and the cost of staff time to undertake the copying process. (Note: at present there are 1,309 audio tapes in the archives that will need to be copied if a decision is made to retain them).
The two media formats onto which information recorded on audio tapes can be transferred are DVD’s or Audio CD-roms, though before Council considers either technology as a serious option, it should be remembered:
· Neither technology is archival
· The copying process is both expensive and would require the skills of a professional technician
· Under Part 2, Section 14 of the State Records Act, if Council migrates information from one format onto another, then Council has an obligation to retain in good working order, all technology required to access these records, no matter what the format
· While DVD’s would store more information on one disc than on one audio cassette tape, the data would then need to be indexed (at an additional cost) to ensure accurate and efficient retrieval of data
· Converting a 90 minute audio cassette tape to an 80 minute audio CD would require 2 CD discs
Quotes for migration of data from audio tape have been obtained from the following companies:
· American Video Transfers - Strawberry Hills Ph: 8300 3829
- Quoted: $1.00 per minute of tape to transfer information onto audio CD-rom
Ph: 9922 1000
- Quoted a bulk price of $25.00 per tape onto an audio CD-rom
- Their minimum charge would be $40.00 per tape to copy onto 2 audio CD-roms
Should a decision be made to retain the tapes, then re-copying them onto audio cassettes tapes would be the preferred option. The cost of migrating recorded information from audio-tapes onto either DVD or CD-Rom is prohibitive especially when there is no creditable benefit to Council to justify such an expensive undertaking.
Copying onto audio-tapes would also enable Council to meet its obligation under the State Records Act which requires Council to permanently retain all technology (both hardware and software) required to retrieve its digital and/or electronic information. Tape-recorders are a relatively simple and unsophisticated technology, cheap to purchase and to maintain.
The minimum cost to Council for copying onto audio cassette tapes has been estimated at $2,000, (the cost for the 1,309 replacement tapes), this cost does not include any associated staff costs that would be incurred as part of any copying procedure, nor the on-going charges that would be incurred for specialised archival storage
At present Council stores seven boxes of audio tapes at the Government Records Repository at Kingswood (GRR). The GRR provides specialised archival storage conditions, suitable for the preservation of audio tapes. That is, the temperature and relative humidity are maintained at a constant temperature of 5°c. This specialised storage costs Council $55.44 per box per annum. Should Council decide to retain the audio-tapes, then an additional twelve boxes will be immediately transferred to the GRR, bringing the annual charge for storing the audio tapes from $388 to $1,053.36.
As a note of caution it should be mentioned that any copying process, no matter what format is to be used, ie. audio-cassette tapes, DVD or audio CD-Rom, carries with it the real prospect that the integrity of the data will be compromised. Each time recorded data is copied, it looses definition. Continual copying will over time, will render the original recordings useless.
Summary of Costs
Costs associated with undertaking the copying procedure for the 1,309 audio cassette tapes:
1. Audio CD-Roms or DVD's: $
- GRR Storage, @$55.44 per box for 65 boxes: 3,604.00
- Additonal Costs, for CD Player: 300.00
- External Copying Charges, @ $25.00 per audio tape: 32,725.00
2. Audio Cassette Tapes: $
- GRR Storage, @$55.44 per box for 19 boxes: 1,054.00
- Additonal Costs, for replacement audio tapes: 2,094.00
- Associated staff costs estimated at 175 hours, of disrupted time:
$6,661.00
Conclusion
Having regard to the legal advice received from both Deacons and the Acting Privacy Commissioner; the provisions of the Privacy and Personal Information Protection Act 1998; and with regard to the costs and resources required to undertake a copying program; it is recommended that Council authorise the Archivist to undertake the disposal of Council’s audio tapes three months after the date of the relevant meeting, in accordance with the recommendations of the General Disposal Authority for Local Government records (GDA10). This Authority has been issued under Section 21 (2) (c) of the State Records Act 1998 and is the legal instrument for the disposal of local government records in New South Wales.
It is also recommended that Council’s Code of Meeting Practice be amended to concur with the recommendations of Council’s legal advisor, Deacons and the Acting Privacy Commissioner. If all of these recommendations are not accepted, then Council should consider adopting the Acting Privacy Commissioner’s recommendation (iv):
(v) appropriate signage will be displayed in the public gallery or at the public entrance to council meetings, as well as verbal statements at the commencement of each meeting, to notify the public of the matters required under s.10(a)-(e) of the PPIP Act.
Note:
Section 10 (a)-(e) of the PPIP Act sets out the responsibilities/requirements for a public sector agency when collecting personal information.
APPENDIX
COMMITTEE RECOMMENDATION
THAT Council authorise the Archivist to undertake disposal of Council’s audio tapes in accordance with the recommendations of the General Disposal Authority for Local Government Records (GDA10). This Authority has been issued under Section 21 (2) (c) of the State Records Act 1998 and is the legal instrument for the disposal of local government records in New South Wales.
FURTHER THAT Council’s Code of Meeting Practice be amended in accordance with the provisions of Division 1, Part 2 of Chapter 12 of the Local Government Act, to concur with the recommendations of Council’s legal advisors, Deacons and the Acting Privacy Commissioner as outlined in this report.
(Moved Clr C Lee /Seconded Clr S McMahon)
COUNCIL RESOLUTIONRESOLVED THAT Council authorise the Archivist to undertake disposal of Council’s audio tapes in accordance with the recommendations of the General Disposal Authority for Local Government Records (GDA10). This Authority has been issued under Section 21 (2) (c) of the State Records Act 1998 and is the legal instrument for the disposal of local government records in New South Wales.
FURTHER THAT Council’s Code of Meeting Practice be amended in accordance with the provisions of Division 1, Part 2 of Chapter 12 of the Local Government Act, to concur with the recommendations of Council’s legal advisors, Deacons and the Acting Privacy Commissioner as outlined in this report.
(Moved Clr M Frawley /Seconded Clr S McMahon)