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COUNCIL MEETING

NOTICE OF MEETING
Wednesday, 28th September 2011


Thursday 22 September 2011.

His Worship The Mayor and Councillors

I have by direction to inform you that a meeting of the Council Meeting of the Council will be held at the Civic Centre, Hurstville on Wednesday, 28th September 2011 at 7.00 pm for consideration of the business available on Council's website at http://www.hurstville.nsw.gov.au/Agendas-and-Minutes.

Victor G D Lampe
General Manager


BUSINESS

1. The National Anthem
2. Opening Prayer
3. Acknowledgement of traditional custodians
4. Apologies
5. Mayoral Minute
6. Matters of Privilege
- Condolences
- Other
7. Disclosures of Interest
8. Minutes of previous meetings
9. Council Reports
10. Notices of Motion
11. Questions With Notice
12. Committee of the Whole (Closed Council Meeting)
13. Consideration of Committee of the Whole Recommendations

The Quorum for the meeting is 7

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COUNCIL MEETING

SUMMARY OF ITEMS
Wednesday, 28th September 2011

ITEMS


CCL171-11 MINUTES: COUNCIL MEETING - 22/08/2011 (09/1229)CCL172-11 MINUTES: EXTRAORDINARY COUNCIL MEETING - 30/08/2011 (09/1229)CCL173-11 MINUTES: EXTRAORDINARY COUNCIL MEETING - 21/09/2011 (09/1229)CCL174-11 MINUTES: EXTRAORDINARY COUNCIL MEETING - 12/09/2011 (09/1229)CCL175-11 MINUTES: FINANCE PROPERTY & PROJECTS COMMITTEE - 21/09/2011 (09/1213)CCL176-11 MINUTES: SERVICE DELIVERY CHILD CARE POLICY & SENIOR CITIZENS POLICY COMMITTEE - 21/09/2011 (09/1215)CCL177-11 MINUTES: POLICY PLANNING ENVIRONMENT & MASTER PLAN IMPLEMENTATION COMMITTEE - 21/09/2011 (09/1216)CCL178-11 GANNONS PARK LANDSCAPE MASTERPLAN (11/353)CCL179-11 ALLOCATION OF PLAYING FIELDS FOR THE 2011/2012 SUMMER SEASON AND 2012 WINTER SEASON (11/1399)CCL180-11 2011/ 2012 SPORTING SEASONS AND THE COMMENCEMENT OF WINTER TRAINING. (11/1399)CCL181-11 2011/2012 FEES & CHARGES (11/1399)CCL182-11 SPORTING BODIES OBLIGATIONS AND PROCEDURES (11/1399)CCL183-11 LINE MARKING OF FIELDS (11/1399)CCL184-11 REMOVAL OF CONCRETE CRICKET WICKET (10/926)CCL185-11 INFRASTRUCTURE PLUS (10/1996)CCL186-11 QUORUM NUMBERS - SPORTS ADVISORY COMMITTEE (11/1399)CCL187-11 RETURN OF THANKS (10/31)CCL188-11 REPORT OF THE MAJOR EVENTS COMMITTEE MEETING (09/1426)CCL189-11 2011 COMMUNITY GRANTS PROGRAM (11/923)CCL190-11 ST GEORGE MIGRANT RESOURCE CENTRE - REQUEST FOR ASSISTANCE (11/1528)CCL191-11 CONCESSIONAL RENTAL – SANDRA MALONE DANCERS – MARANA AUDITORIUM AND CIVIC THEATRE IN THE ENTERTAINMENT CENTRE (11/492)CCL192-11 CONCESSIONAL RENTAL REQUEST - SMITH PARK (D11/91775)CCL193-11 CONCESSIONAL RENTAL - HURSTVILLE OVAL (D11/92516)CCL194-11 INVITATION - DINNER FOR ORPHANS OF JAPANESE EARTHQUAKE (11/58)CCL195-11 SPONSORSHIP REQUEST - SHOWJUMPING AT LUGARNO LIONS CLUB SPRING FAIR (SF11/170)CCL196-11 SPONSORSHIP REQUEST - MS CHERIE BURTON MP AND VARIETY (11/58)CCL197-11 SPONSORSHIP REQUEST - 2NBC RADIOTHON (11/96)CCL198-11 YOUTH SPONSORSHIP REQUEST - SOPHIE CAUKILL (11/59)CCL199-11 YOUTH SPONSORSHIP REQUEST - ELIZA JOHNSTON (11/59)CCL200-11 YOUTH SPONSORSHIP REQUEST - CLAUDIA ALLISON (11/59)CCL201-11 REQUEST FOR REMOVAL OF PRIVATE TREE - 3/65 GLOUCESTER ROAD, HURSTVILLE (TR10/43)CCL202-11 INSTITUTE OF INTERNAL AUDITORS LOCAL GOVERNMENT INTERNAL AUDIT CONFERENCE (11/1413)CCL203-11 AMENDMENT TO THE LIBRARY MUSEUM AND GALLERY'S 2011 - 2012 FEES AND CHARGES FOR DOCUMENT DELIVERY (11/389)CCL204-11 TRANSFER OF LAND FROM DEPARTMENT OF PLANNING AND INFRASTRUCTURE TO COUNCIL (10/2030)CCL205-11 INTERNAL REPORTING POLICY (10/1325)CCL206-11 CODE OF MEETING PRACTICE REVIEW (11/1069)CCL207-11 MORTDALE BOWLING CLUB - IN LIQUIDATION (11/844)CCL208-11 PRELIMINARY INVESTMENT REGISTER AS AT 31 AUGUST 2011 (11/442)CCL209-11 MANAGEMENT PLAN 2010 -2014 PROGRESS REPORT - FOURTH QUARTER 2010/11 (09/1305)CCL210-11 QUARTERLY FINANCIAL REVIEW - JUNE 2011 (SF11/350)CCL211-11 ANNUAL FINANCIAL ACCOUNTS 2010/11 FOR AUDIT (11/458)CCL212-11 QUESTIONS WITH NOTICE (09/1229)CCL213-11 EASEMENT TO DRAIN WATER OVER COUNCIL PROPERTY, OATLEY (11/1073)CCL214-11 PROPERTY MATTER – NEW SUITE LEASE - HURSTVILLE HOUSE (C04/2083)CCL215-11 PROPERTY MATTER – LEASE OF 7 DEPOT ROAD, MORTDALE (10/1346)CCL216-11 PROPERTY MATTER – LEASE OF 1 BARRATT STREET, HURSTVILLE (04/1080)CCL217-11 PROPERTY MATTER - COVENANT OVER 321 FOREST ROAD, HURSTVILLE (11/310)QWN022-11 SUSTAINABILITY HEALTH CHECK (09/464)QWN023-11 DESTINATION 2036 WORKSHOP IN DUBBO ON 13-14 AUGUST 2011 (11/16)QWN024-11 GENERAL MANAGER’S REIMBURSEMENTS – 2 MARCH TO 30 JUNE 2010 (11/598)QWN025-11 GENERAL MANAGER'S SALARY PACKAGE (09/1229)
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COUNCIL MEETING
Wednesday, 28th September 2011



CCL178-11

GANNONS PARK LANDSCAPE MASTERPLAN

Report Author/s

Manager Environmental Sustainability, Mr I Curtis

File

11/353

Reason for Report

For approval

Existing Policy?

No

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

In March 2011, Council engaged a specialist consultant to prepare a Landscape Masterplan for Gannons Park, Peakhurst. The purpose of this report is to present to Council the draft Plan, its key features including indicative costings, and to seek Council approval to place the document on public exhibition for a period of 28 days commencing Monday 10 October 2011.


AUTHOR RECOMMENDATION

THAT Council place the draft Gannons Park Landscape Masterplan on public exhibition, generally in accordance with this report, for a period of 28 days commencing Monday 10 October 2011.

THAT a further report be presented to Council detailing the outcomes of the exhibition process, and any proposed amendments to the draft Plan that may be required as a result of the submissions and feedback received during the exhibition period.


REPORT DETAIL

Background
Gannons Park is approximately 30 ha and is one of the largest areas of public open space within the Hurstville Local Government Area (LGA). The Park is relatively unique in that it caters for a range of both active and passive recreational pursuits, while also having a number of important environmental attributes including the presence of threatened species and endangered ecological communities (EEC’s - both EEC’s and threatened species are protected under either [or both] State and Federal Government legislation).

In April 2011, Council engaged a specialist consultant to prepare a landscape Masterplan for the Park. The purpose of the Plan was to describe a long term vision for the site, and to propose a range of recreational pursuits that would enhance and diversify the types of experiences visitors to the Park could enjoy. More specifically, the key requirements of the engagement included:

  1. A shared walking/cycling track that looped around the Park and linked with local and regional walking track and cycle path networks.
  2. Opportunities to enhance the environmental attributes of the site with the application of bush regeneration and Water Sensitive Urban Design (WSUD) management approaches.
  3. The identification of a suitable site where a BMX track could be located within the Park.
  4. To provide a schedule of indicative costings and materials for the key elements described in the Plan.

The scope of works also drew on the recommendations of the Hurstville Open Space, Recreation, Community and Library Facilities Strategy (the facilities strategy), which was endorsed by Council in June 2010. In this regard, the strategy recommended that a Masterplan be prepared for Gannons Park that described enhanced local and regional connectivity, and the upgrading of existing buildings and facilities including public amenities. All these matters have been considered in the draft Plan.

The purpose of this report is to describe the key features of the draft Gannons Park Landscape Masterplan, and to seek Council approval to place the document on public exhibition for a period of 28 days. During this time Council will be able to seek further input from the local community on the vision that the draft Plan proposes. The report also describes the indicative costs associated with the various elements depicted in the draft Plan, and proposes a suggested exhibition and consultation process.

A copy of the draft Gannons Park Masterplan report, exhibition panels, and community consultation flyer are provided as Appendices 1-7.

Why Gannons Park?
Gannons Park presents a diverse range of characteristics that could support the transformation of the site into a first class parkland of district, and potentially regional, significance. Indeed, Council's facilities strategy identified the importance of the Park within the local and district context. Moreover, the draft Masterplan has identified and capitalised on several key features of the site, which are described below.
  1. Size: The Park, including the sports fields in the northern section of the site, is nearly 30ha, and is the second largest area of parkland and open space in the LGA following Oatley Park (~ 49 ha, excluding Oatley Baths). This being the case, the site presents a range of opportunities in terms of open space, and park and bushland in which various recreational pursuits can be considered.
  2. Environmental attributes: The site is comprised of approximately equal proportions of open space (~14ha) and remnant/re-established bushland (~13ha). Within these areas are several threatened species and EEC’s, which are particularly rare and therefore highly valued in urbanised environments like the Hurstville LGA. The site also has the potential for stormwater harvesting and reuse, which has been shown to be viable in Council's Hurstville Stormwater Harvesting Project: Hurstville Golf Course and Gannons Park study. Reclaimed water has the potential to be used as irrigation on the upper sports fields and as a water feature/treatment system within the lower Park.
  3. Regional and local connectivity: In 2004, Council endorsed the Great Kai’mia Way (GKW), which aims to link more than 200km of walking and cycling tracks that extend throughout the Georges River catchment and portions of the Illawarra Escarpment. Gannons Park is recognised as a component of the GKW, and as such any upgrade to the site presents an ideal opportunity to reinforce its role within the broader regional network. This aspect of the site was given specific consideration in the development of the draft Plan.

Draft Masterplan
(a) Key features
The draft Masterplan comprises a brief report that describes the key issues and analysis that underpin the Plan (Appendix 1), together with a series of panels that visually interpret the written report (Appendices 2-6). The panels have been developed based on the breakdown of the site into smaller sections that extend in a north-south direction across the Park (Figure 1). The key features of the draft Plan, based on the individual sections are described below.


Figure 1 Gannons Park shown as a series of discrete sections or Areas.

Area 1 & 2: Area 1 & 2 (Appendix 4) comprise the northern section of the Park and include the sports fields and Boatwright Avenue car park. In general terms, the draft Plan does not propose any significant changes to the configuration of the Park in this area, and the current arrangement of playing fields (soccer and cricket pitches) would remain unchanged. However, the draft Plan does propose the upgrade of several car parks and existing facilities within the Area and the completion of the current walking/cycling track to form a completed loop around the upper Park. Moreover, it is proposed that the Boatwright Ave car park be upgraded and include bike hire facilities and an amenities block that would provide shower and locker facilities. In this case, the Boatwright Ave car park would serve as the key vehicle access point to the southern section of the Park via a new bitumen access road to be constructed along the western boundary of the Park. Parking bays would be provided along the length of the road, and at its southern extremity, where vehicles are considered to have the least impact on adjoining residential properties. Existing stormwater pipes would also be exposed in this Area so as to capture base (continuous flows independent of rainfall) and low flow rainfall events which could in turn be used for irrigation or for water treatment features in the lower Park. Storm flows (medium and high flows) would continue to be accommodated within existing underground stormwater systems.

Area 3: Area 3 (Appendix 5) represents the transitional area between the northern and southern sections of the Park, and would be characterised by a permanent pond/water storage feature. The pond would serve as a powerful aesthetic element within the Park, while also providing flows for a reinstated vegetated swale that would treat and convey low flows to Boggywell Creek. The reinstated swale would be constructed of materials including sandstone and recycled timbers and would flow along the full length and either side of the southern Park. The swales would be relatively shallow and present a minimal safety hazard for users of the Park. Timber foot bridges would also be constructed along the length of the shared cycle/walking path to enable Park patrons to access areas of open space.

Area 4: Area 4 (Appendix 5) includes a dedicated dog off leash area and soccer training field. The dimensions of the field are approximately 70m x 35m and would be used for training events and possibly futsal (a variant of soccer). The key feature of this section is the deliberate separation of the dog off leash area, which would include the training field, from the shared cycle/walking path by the vegetated swale. This has been done specifically to enhance a stronger sense of safety and security amongst park/path patrons that may feel threatened or intimidated by freely roaming dogs.

Area 5: Area 5 (Appendix 6) depicts perhaps the most significant change described in the draft Plan with the proposed upgrade of the existing Council facility located in the general vicinity of Vale Lane to a small café. The café could include a small sun deck on which patrons could enjoy a light meal and/or refreshments (tea, coffee etc.). The facility could also accommodate a small exhibition space and/or information centre. The café would serve as a key hub for the activation of the lower Park and help provide passive surveillance with this area. A small area of formalised bitumen parking is also proposed where vehicles now park informally. These bays would be provided primarily for café staff and less able members of the community wishing to frequent the café or Park, and for service vehicles (i.e. delivery and waste service vehicles) associated with the operation of the café. The primary location for car parking within the lower section of the Park is along the proposed western access road from the Boatwright Avenue car park.

Area 6: Area 6 (Appendix 6) proposes an area of open parkland that would be bordered by a number of shaded seating areas and BBQ facilities. This section of the Park would be designed specifically to accommodate family and other small groups wanting to enjoy an outdoor picnic or get together in an informal natural setting. The central grassed area could in turn be used for informal family games or as a place to relax following a picnic or BBQ. In order to reduce the likelihood of bushfire, it is envisaged than any BBQ facilities would be either gas or electric powered.

Slightly further to the south within Area 6, the draft Plan depicts a BMX track and adventure play area. These facilities could be used by family groups in the adjoining BBQ area, or by small groups accessing the site via the proposed western access road. In this regard, it should be noted that the draft Plan proposes that all the various recreation opportunities within the lower Park be accessed either by bicycle (or on foot) along the shared path, or by vehicle and the western access road.

Area 7: Area 7 (Appendix 6) is the final Area within the draft Plan. This section includes an area of salt marsh and mangroves that could be used by community and school groups as an outdoor classroom. In this context, the Park could be utilised as an important educational resource, where patrons could learn more about the Park and its environmental attributes, as well as the health and importance of the broader Georges River Catchment. This Area also depicts the southernmost point of the shared cycle/walking path/loop and the proposed mangrove board walk, which in time could be used to link the Park with other foreshore areas, including Lime Kiln Bay Reserve.

(b) Materials and indicative costings
A key requirement of Council’s consultant brief was the preparation of a schedule of materials and indicative costings for the various elements described in the draft Plan. More specifically, Council required that the materials, wherever possible be recycled and/or in keeping with the sensitive nature of the site and its semi bushland setting.

The purpose of the schedule was to assist Council and the local community to better understand the approximate cost and feel (based on material choice) of the different elements identified in the draft Plan. This information could then be used by Council and the local community to develop an appropriate, prioritised schedule of works that could be undertaken within a 5-10 year implementation horizon. For simplicity, the draft schedule has been condensed and is presented in Table 1. A full version of the schedule is provided in the Materials and estimated costings section of the draft Masterplan report (Appendix 1).

Table 1: Condensed schedule of indicative costings for the various elements described in the draft Plan
Item
Indicative cost excluding GST ($)
Wetland, vegetated swale and saltmarsh (reinstated flow path)
1,775,960
Facilities upgrade (Northern Section [sports fields])
1,216,500
Facilities upgrade (Southern Section [café, playgrounds, BBQ areas)
1,168,980
Road and parking areas
959,700
Timber bridges and boardwalks
516,250
BMX area
475,500
Pathways and stone work
380,750
Services (water, sewerage, electricity, lighting [excluding training lights on soccer training field])
250,000
Revegetation works (tubestock)
220,000
TOTAL
6,963,640

Consultation and Exhibition
(a) Exhibition period
In order to seek the community’s views on the draft Plan, it is proposed that it be placed on public exhibition for a period of 28 days commencing Monday 10 October 2011. In the week prior to the exhibition period it is also proposed that Council write to known users of the Park, including sporting groups and associations, and that all residential properties within the vicinity of the Park be letter box dropped with a flyer describing the key features of the draft Plan and the exhibition process. A copy of the draft flyer is provided as Appendix 7. The exhibition would also be promoted on Council’s website and advertised in the local media. All correspondence and exhibition material would include an invitation to local residents, user groups and other interested parties to attend a public meeting that would be held during the exhibition period, and where participants could raise any concerns they may have directly with Council officers.

Should Council choose to place the draft Plan on public exhibition, it is envisaged that it would be displayed, as a minimum, at the Hurstville Civic Centre, Hurstville Library and on Council’s website.

(b) Exhibition materials
Should Council choose to exhibit the draft Plan, the following materials would be made available:
· Masterplan report (Appendix 1)
· Masterplan, Analysis, and Area Panels 1-7 (Appendices 1-6)
· Project flyer (Attachment 7).

In order to better depict how certain aspects of the implemented Plan may appear, 3D panels can also be prepared. For example, these could be prepared for the proposed café and wetland areas presented in the draft Plan. Examples of panels that have been prepared by Council's specialist consultant for other projects within the Sydney region are provided as Appendices 8 and 9. The two 3D panels and the associated costs can be accommodated within the current project budget.

As part of the exhibition materials, an on line feedback form would also be prepared that would seek responses from local residents and user groups on, amongst other things:
· Those aspects of the draft Plan which they like best
· Whether respondents lived in close proximity to the Park or simply visited from adjoining suburbs and neighbourhoods
· Which aspects of the draft Plan they would like to see implemented first
· Whether they, or their group or association would assist Council implement the Plan with either financial or in kind support.

Following the completion of the exhibition period a further report would then be provided to Council detailing the outcomes of the exhibition process and any amendments that may be required to the draft Plan. This report would also include a potential implementation and funding strategy, and identify matters for further investigation including appropriate planning approvals and associated studies (e.g. traffic modelling, geotechnical studies etc.) Landowners consent would also be required from the NSW Department of Primary Industries – Crown Lands Division given that a large portion of the lower Park is part of the Sutherland Regional Crown Reserve.

Conclusion
The draft Gannons Park Landscape Masterplan provides a long term vision for the site that if implemented, would enhance and diversify the range of recreational experiences it offers, while also improving the integrity of the environmental assets it supports. Should Council choose to exhibit the draft Plan, it would represent the first step in developing a solid partnership with local residents, user groups and other stakeholders that could underpin the ongoing refinement and ultimate realisation of the vision it presents.


RESOLUTION - CCL

THAT Council place the draft Gannons Park Landscape Masterplan on public exhibition, generally in accordance with this report, for a period of 28 days commencing Monday 10 October 2011.

THAT a further report be presented to Council detailing the outcomes of the exhibition process, and any proposed amendments to the draft Plan that may be required as a result of the submissions and feedback received during the exhibition period.

(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX
Appendix 9 - 3D Panel, Example 2.jpgAppendix 1 - Masterplan report.pdfAppendix 2 - Analysis.jpgAppendix 3 - Masterplan.jpgAppendix 4 - Areas 1 & 2.jpgAppendix 5 - Areas 3 & 4.jpgAppendix 6 - Areas 5, 6 & 7.jpgAppendix 7 - Letter box drop flyer.pdfAppendix 8 - 3D Panel, Example 1.jpg


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COUNCIL MEETING
Wednesday, 28th September 2011

CCL179-11ALLOCATION OF PLAYING FIELDS FOR THE 2011/2012 SUMMER SEASON AND 2012 WINTER SEASON
Report Author/sSport & Recreation Officer, Mrs C Irwin
File11/1399



EXECUTIVE SUMMARY

To advise Council of the allocation of sporting fields for the upcoming Summer and Winter Sporting Seasons and to consider requests for additional sporting field use by Kingsgrove Colts and Penshurst West Soccer Club. This report also covers the request to remove approval for Hurstville City Minotaurs use of Beverly Hills Park as a home ground for representative Youth League games under the NSW Football Federation competition.


AUTHOR RECOMMENDATION

THAT the allocations of fields be adopted by Council as listed.

THAT money from the existing Parks Maintenance budget be used to fund the cost of the floodlight hire for Olds Park during the St George Little Athletics Club Friday night summer competition.

THAT the request by Kingsgrove Colts for use of an enclosed field for the Bundaberg Cup games be denied.

THAT the permission be denied for the use of Beverly Hills Park as the home ground for Hurstville City Minotaurs in 2012.

THAT Penshurst West Soccer Club and Penshurst RSL Junior AFC develop a workable plan for both parties for the 2012 winter sporting season for the use of Field 2 at Olds Park.

FURTHER THAT this plan be reviewed after the 2012 Winter Sporting Season.


REPORT DETAILS

Due to the 2011/2012 Parks Infrastructure Program, it has been necessary to make the following change to the field allocations for the summer sporting season for 2011/2012.

* With the resurfacing of Olds Park AFL field 1, St George Little Athletics Association will be relocated to Olds Park AFL field 2. Due to the inadequate lighting on field 2, portable floodlights will be hired for Friday night competitions commencing 2nd September until the 23rd March.

Request by Kingsgrove Colts:
An application has been received from the Kingsgrove Colts Rugby League Club on the 8th August via email as follows:

Hurstville Council currently has three enclosed fields within in the Local Government Area, Olds Park AFL field No 1, Peakhurst Park soccer field No 5 and Hurstville Oval.
Hurstville Council does not have any additional enclosed fields to suit the purpose of hosting the Kingsgrove Colts Bundaberg Cup games.

Use of Beverly Hills Park for Youth Home Football Games - Hurstville City Minotaurs
Development consent 10/DA-505 was granted on 6th April 2011 to Hurstville City Minotaurs Soccer Club for lighting, permanent seating and temporary metal fencing at Beverly Hills Oval. Condition no.38 of the development consent states:

“38. The temporary fence shall be removed at the completion of the last game played for each days play and stored off site.”

Following the Queen’s Birthday long weekend ( June 11-13 ) Council’s Compliance Officers reported that the subject fencing was in place for the Saturday, Sunday and finally removed the evening of the Monday.

The matter was then referred to Council’s Building Control Unit where a review of the recent history with respect to the Soccer Club and the Development Consent indicated that there were numerous breaches of the development consent and that the Soccer Club were advised of this. It was determined that a number of breaches had occurred and there was enough reason and enough evidence to issue a penalty infringement notice. PIN No.3015246190 was issued on 17th June 2011 for development not in accordance with consent - $1500.00

It is well documented that there have been on numerous occasions, clear breaches of the development consent condition no.38 relating to fencing. The breaches have occurred both prior to and following the issue of the Fine.

The following is a brief chronology of the recent history of events:

The above is a brief summary of the recent events regarding the temporary metal fencing. Further Council Officer reports, community complaints and concerns by other sporting associations have been documented for Council record.

Following is the approved dates for exclusive use of the oval:
The Hurstville City Minotaurs Soccer Club are fully aware of the development consent conditions. Their ongoing disregard for the requirements is causing continual concern for the community and Council.

In light of the continued breach of the development consent conditions is recommended that approval to use Beverly Hills Park for home games in 2012 be rescinded.

Penshurst West Soccer Club
Representations were made by Penshurst West Soccer Club to request permission from Council to allow the club to rest their home ground (Olds Park field no 3) by playing full sized soccer games on a Sunday on the junior AFL field (No 2). This field is currently hired out to Penshurst RSL Junior AFC. Penshurst West soccer club currently use this area for mini and small sided games and wish to schedule full size matches around the AFL fixture list.

Penshurst RSL Junior AFC have met with Penshurst West Soccer Club and their committee has agreed in principle to draft a plan that will enable Penshurst West soccer club to access Olds 2 under certain provisions in 2012. The integrity of the field surface is their main concern, however they have advised Council that their intention is to work together with Penshurst West soccer club to formalise a temporary agreement in time for the 2012 Winter sporting season.

Allocations
The following list shows the allocations for the 20011/2012 Summer Season and 2012 Winter Season and forms the basis of the fees/charges to be paid by each Association/Club.

All Associations/Clubs should ensure that their application for ground usage is forwarded to the Sport and Recreation Officer, no later than one month prior to the start of the 2011/2012 Summer Season and one month prior to the start of 2012 Winter Season.

2011/2012 Summer Season


Georges River-Penshurst District Cricket Association

16 Grounds (Saturday)
2 Grounds (Sunday)
12 Grounds (week nights)+ nets

Evatt Park
St George Junior Baseball Club

Ground No’s 1 & 2

Gannons Park
Peakhurst Touch Football Association (Thurs night)
Hurstville All-Breeds Dog Club
St George Oz Tag

Ground No’s 3, 4 & 5
Lower Gannons
Grounds No’s 1, 2, (shared) 3, 4 5,6 & 7 (Tues)

Hurstville Oval
St George District Cricket Club
St George Cycling Club

Ground No 1 (Licence)
Velodrome

Olds Park
St George Little Athletics Centre

Ground No’s 2 & 3

Penshurst Park
Football Excellence Academy

Sunday mornings

Peakhurst Park
Peakhurst Touch Football Association
St Joseph’s Riverwood Softball Club
St George Touch Association

Ground No’s 3 & 4
Ground No 1 (training only)
Ground 3 Sunday mornings only

Riverwood Park
St George Oztag Association

Ground No’s 1, 2, 3 & 4 (Wed)



2012 Winter Season


Beverly Hills Park
St George Junior Rugby League
St George Soccer Association

Ground No. 1
Ground No. 2 & 2 x Mini

Evatt Park
Olds Park Women’s Netball
Oatley Rugby Club
St George Junior Rugby League

Netball Court (Training)
Ground No. 1 & 3 (shared)
Ground No’s 2 & 3 (shared)

Gannons Park
St George Soccer Association
Hurstville All Breeds Dog Training Club

Ground No’s 1, 2, 3, 4, 5,6, 7,& 8
Lower Gannons Park

Gifford Park
St George Soccer Association
Football Excellence Academy

Ground No 1
Ground 1 (Monday & Friday training)

Hurstville Oval
St George Junior Rugby League
Hurstville Soccer

Ground (subject to Tender)
Ground (subject to Tender)

Oatley Park
St George Soccer Association
St George Cycle Club

Ground No. 1
Roadway (Saturday pm)

Olds Park
St George Aust Football Club
St George Soccer Association
Olds Park Women’s Netball Association
Penshurst RSL Junior Aust. Football Club
Penshurst West Youth Club

Ground No’s 1
Ground No 2 (Shared)(mini) Ground No 3
14 courts (5 top, 9 bottom)
Ground No 2 (Shared with soccer for mini field)
2 courts(Training)

Peakhurst Park
Peakhurst Touch Football Association
St George Soccer Association
St George Junior Rugby League

Ground No’s 3 & 4
Ground No’s 1, 2 5 & 6 (mini)
Ground No’s 3 & 4

Penshurst Park
Hurstville United Netball Club
St George Soccer Association

2 Courts
Ground No’s 1, 2 & Mini

Smith Park
Olds Park Women’s Netball Association
Hurstville United Netball Club

2 Courts(Training)
4 Courts(Training)

Jubilee Park
Oatley RSL Netball Club

All Courts(Training)

Riverwood Park
St George Soccer Association
St George Junior Rugby League
St George Oztag Association

Ground No’s 1,2
Ground No’s 3,4
Ground No’s 3, 4 (Wed)


RESOLUTION - CCL

THAT the allocations of fields be adopted by Council as listed.

THAT money from the existing Parks Maintenance budget be used to fund the cost of the floodlight hire for Olds Park during the St George Little Athletics Club Friday night summer competition.

THAT the request by Kingsgrove Colts for use of an enclosed field for the Bundaberg Cup games be denied.

THAT the Hurstville City Minotaurs be permitted to use Beverly Hills Park in 2012, on the proviso that the fence be erected on Friday afternoon and removed by 5pm on Monday (pending a construction certificate), and when not in use stored in the park next to the water tanks.

THAT Penshurst West Soccer Club and Penshurst RSL Junior AFC develop a workable plan for both parties for the 2012 winter sporting season for the use of Field 2 at Olds Park.

FURTHER THAT this plan be reviewed after the 2012 Winter Sporting Season.

(Moved Councillor V Badalati / Seconded Councillor J Jacovou)





APPENDIX


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COUNCIL MEETING
Wednesday, 28th September 2011

CCL180-112011/ 2012 SPORTING SEASONS AND THE COMMENCEMENT OF WINTER TRAINING.
Report Author/sSport & Recreation Officer, Mrs C Irwin
File11/1399



EXECUTIVE SUMMARY

This report outlines the 2011/ 2012 sporting seasons and the commencement of winter training.


AUTHOR RECOMMENDATION

THAT the information be received and noted.


REPORT DETAILS

The sporting seasons for 2011/2012 are as follows:


A reminder to clubs/associations who need to remove AFL Goal Posts and Soccer Goals, could you please ensure this is done prior to the commencement of the Summer Sporting Season, which is Saturday, 3rd September 2011.

All Clubs/Associations who choose to commence preseason winter training are reminded that they are not to interfere or disrupt the Summer Season Sporting Codes training and competition field usage.

All pre season training and trial matches MUST be applied for in writing by Friday 27th January 2012.

If a Club/Association is continually reported as disrupting a Summer Season Sporting Code, Council may consider declining their application for field usage for the coming Winter Sporting Season. Please note that the 20011/2012 Summer Sporting Season does not finish until Sunday, 18th March 2011 (inclusive).

There will be a two week transitional period from the end of the 2011/2012 Summer Season to the start of the 2012 Winter Season. During this time Council will be preparing the grounds for the upcoming season. Requests to extend the season due to exceptional circumstances must be made in writing to Council's Sport & Recreation Officer for consideration.


RESOLUTION - CCL

THAT the information be received and noted.
(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011

CCL181-112011/2012 FEES & CHARGES
Report Author/sSport and Recreation Officer, Mrs C Irwin
File11/1399



EXECUTIVE SUMMARY

To advise the fees and charges for 2011/2012 summer and 2012 winter sporting seasons.


AUTHOR RECOMMENDATION

THAT the information be received and noted.


REPORT DETAILS

Fees for the 2011/2012 Summer Season and 2012 Winter Season and as indicated in Council’s Fees & Charges are as follows:

2011/2012 Summer Season

          VENUE TYPE
          TOTAL
          ( incl. GST)
          Cricket field (per season)
          $897.00
          Soccer field (per season)
          $897.00
          Touch Football/ Oztag field (per season)
          $450.00
          Baseball field, etc (per season)
          $897.00
          Casual charge (parkland per day)
          $375.00
          Refundable cleaning deposit (parkland)
          $213.00
          Seasonal fee for floodlighting usage (per field/ 1 night per week)
          $250.00
          Cycling
          Hurstville Oval Velodrome (per season)
          $2056.00
          Personal Training (per field per month)
          · Floodlighting (per field/night)
          Personal Training (per field /per annum)
          · 6 - 18 persons
          · 3 – 5 persons
          · 2 persons or less
          Personal Training (per field /per quarter)
          · 6 - 18 persons
          · 3 – 5 persons
          · 2 persons or less
          $130.00
          $12.00

          $1,360.00
          $680.00
          $340.00


          $375.00
          $193.00
          $91.00
          Private Sport Clinics(per field per annum)
          · Full field

          Private School Holiday Sporting Clinics
          · Per week
          · Less than 5 days (rate per day)
          School Holiday Sporting Clinics (community)
          per week
          less than 5 days daily rate
          $1795.00



          $2575.00
          $515.00



          $448.00
          $125.00
2012 Winter Season

          VENUE TYPE
          TOTAL
          ( incl. GST)
          Football field (per season)
          $897.00
          Soccer field (per season)
          $897.00
          Touch Football/ Oztag field (per season)
          $450.00
          Baseball field, etc (per season)
          $897.00
          Athletics field (per season)
          $897.00
          Hurstville Oval (Soccer/ League) (per game)
          ‘A’ Grade & Under 21’s
          Under 16’s to Under 19’s
          Under 10’s to Under 15’s
          Under 6’s to Under 9’s
          $250.00
          $236.00
          $181.00
          $125.00
          Casual charge (parkland per day)
          $375.00
          Refundable cleaning deposit (parkland)
          $213.00
          Seasonal fee for floodlighting usage (per field/ 1 night per week)
          $250.00
          Netball courts:
          Local clubs (per season)
          Initial line marking fee
          Subsequent line marking fee (per request/ court)
          Night training only fee (per season/ per court)
          $100.00
          Nil

          $62.00

          $75.00
          Schools
          Hurstville Oval:
          Sports Carnivals
          Plus marking of track
          Plus canteen/glasshouse
          Plus cleaning deposit
          Other Grounds
          $436.00
          $312.00
          $125.00
          $206.00
          Nil
          Personal Training (per field per month)
          · Floodlighting (per field/night)
          Personal Training (per field /per annum)
          · 6 - 18 persons
          · 3 – 5 persons
          · 2 persons or less
          Personal Training (per field /per quarter)
          · 6 - 18 persons
          · 3 – 5 persons
          · 2 persons or less
          $130.00
          $12.00

          $1,360.00
          $680.00
          $340.00


          $375.00
          $193.00
          $91.00
          Private Sport Clinics(per field per annum)
          · Full field

          Private School Holiday Sporting Clinics
          · Per week
          · Less than 5 days (rate per day)
          School Holiday Sporting Clinics (community)

          per week
          less than 5 days daily rate
          $1795.00



          $2575.00
          $515.00



          $448.00
          $125.00
All fees must be paid prior to the start of each season.



RESOLUTION - CCL

THAT the information be received and noted.

(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011

CCL182-11SPORTING BODIES OBLIGATIONS AND PROCEDURES
Report Author/sSport & Recreation Officer, Mrs C Irwin
File11/1399



EXECUTIVE SUMMARY

To advise Council of clubs/associations procedures and obligations.


AUTHOR RECOMMENDATION

THAT the information be received and noted.


REPORT DETAILS

All sport clubs and associations are reminded of Council’s requirements prior to the commencement of each sporting season. Following is a list of these requirements:


Please ensure that all documents requested by Council are submitted by the specified dates. This is especially important for contact lists to ensure our database is up to date.

Clubs/Associations are also reminded of the following:

Removal of AFL Goal Posts and Soccer Goals
A reminder to clubs/associations who need to remove AFL Goal Posts and Soccer Goals, could you please ensure this is done prior to the commencement of the Summer Sporting Season, which is Saturday, 3rd September 2011.

Procedure for Placing Maintenance Requests
Could all clubs/associations please ensure that all members including coaches, team managers, canteen operators are aware of the correct protocol/ procedure to address any problems or concerns they may have relating to the grounds.

The correct procedure for the team member is to first approach the club secretary or president, who will then relay the information to the association, who will then be in contact with Council to advise of the situation. This way Council is only relaying the information to one person and not many from within that team/club.

Sub Letting Playing Fields
No Club/Association is permitted to sublet any facilities allocated to them for a given season without the written consent of Council.

Wet Weather Park Closure Information
All information regarding park closure can be found on the Hurstville Council Website under Park, Sport & Recreation in the Services Section. The hotline number 9330 6272 is operational 24 hours a day 7 days a week. In the event of inclement weather, the message on both the hotline and website is updated by 4:00PM on week days and at 7:00AM on the weekend.


RESOLUTION - CCL

THAT the information be received and noted.
(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011

CCL183-11LINE MARKING OF FIELDS
Report Author/sSport & Recreation Officer, Mrs C Irwin
File11/1399



EXECUTIVE SUMMARY

To remind clubs/associations that the use of poison to line mark fields is a breach of the conditions of use of Council's Sporting Fields.


AUTHOR RECOMMENDATION

THAT the information be received and noted.


REPORT DETAILS

Some clubs/associations are still using poison to mark out fields. This practice causes a liability risk for other users of the fields by creating ruts.

In Council’s Deed of Agreement relating to the use of its sporting grounds, Section 10, paragraph 1 it states:


Could all Clubs/associations please ensure that only acrylic paint, line marking paint or lime is used to mark out fields.

Breaches may result in Council declining any further applications from the use of Council sporting fields in the future.


RESOLUTION - CCL

THAT the information be received and noted.
(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011

CCL184-11REMOVAL OF CONCRETE CRICKET WICKET
Report Author/sSport & Recreation Officer, Mrs C Irwin
File10/926



EXECUTIVE SUMMARY

This report is presented to advise Council of the proposed removal of the concrete cricket wicket currently located on the rugby league football field at Peakhurst Park.


AUTHOR RECOMMENDATION

THAT the report be received and noted


REPORT DETAILS

Numerous requests have been received from Peakhurst Touch Association to place a synthetic cover over the concrete wicket, as a number of players are concerned with the state of the field with the concrete wicket covered in dirt. A synthetic cover is unable to be used over this wicket and the wicket is covered with dirt for the Winter Sporting Season.

Georges River District Cricket Association were contacted recently and have advised that the concrete wicket is no longer required as the concrete causes damage to the cricket balls. In light of this it is recommended to remove the wicket and restore the field with grass.


RESOLUTION - CCL

THAT the report be received and noted

(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011

CCL185-11INFRASTRUCTURE PLUS
Report Author/sSport & Recreation Officer, Mrs C Irwin
File10/1996



EXECUTIVE SUMMARY

To provide information of the Parks 2011/12 Parks Infrastructure Program.


AUTHOR RECOMMENDATION

THAT the information be received and noted.


REPORT DETAILS

Each year, Council allocates funds from its Infrastructure Plus program for asset renewal in our Parks. For the 2010/11 financial year, the following works were undertaken:


In addition to the above, four (4) new exercise stations were installed in both Gannons Park and Olds Park funded from Infrastructure Plus funding and a grant from NSW Sport and Recreation.

Toilets were renovated in Evatt Park, Gannons Park and Olds Park. Olds Park Netball Association contributed $20,000 from grant funding secured from NSW Sport & Recreation for the upgrade of the women's toilet at Olds Park.

For 2011/12 financial year, Council has committed $500,000 to undertake works such as field/court resurfacing, topdressing, wicket renewal and children's playgrounds as outlined below:

2011/12 Financial Year
The resurfacing of Riverwood Park Field 4 and Evatt Park Field 3 to is be undertaken in 2012/13 instead of 2011/12 to accommodate a request from Georges River District Cricket Association.

Tenders for the above works will have been advertised, with works commencing late September 2011. During this time, the following restrictions will be in place:Furthermore, Council is reviewing floodlighting in Olds Parks (Field 2) with a view to upgrade the lighting to appropriate Standards.


RESOLUTION - CCL

THAT the information be received and noted.
(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL186-11

QUORUM NUMBERS - SPORTS ADVISORY COMMITTEE

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

11/1399

Reason for Report

For approval

Existing Policy?

No

New Policy Required?

No

Financial Implications

Nil

Previous Reports Referenced

Yes



EXECUTIVE SUMMARY

At the Extraordinary Council Meeting of 12 September 2011, it was proposed that the quorum for the Sports Advisory Committee be reduced to 3. The report addresses queries raised at the meeting as to whether a quorum of three (3) members is appropriate for the Committee.


AUTHOR RECOMMENDATION

THAT the information be received and noted.

FURTHER THAT the quorum of three (3) members for the Sports Advisory Committee be confirmed.


REPORT DETAIL

Members are advised that S260 of the Local Government (General) Regulation 2005 (Council may establish committees) states that
(3) The quorum for a meeting of a committee is to be:

  1. such a number of members as the council decides, or
  2. if the council has not decided a number - a majority of the members of the committee.

In proposing and adopting a quorum of three (3) members for the Sports Advisory Committee, Council has fulfilled its obligations under the Regulation.


RESOLUTION - CCL

THAT the information be received and noted.

FURTHER THAT the quorum of three (3) members for the Sports Advisory Committee be confirmed.
(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011


CCL187-11

RETURN OF THANKS

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

10/31



EXECUTIVE SUMMARY

For the information of Councillors.


AUTHOR RECOMMENDATION

THAT the information be received and noted.


REPORT DETAILS

For the information of Councillors, it is advised that Return of Thanks have been received from the following:

  1. Letter from Louise Winchester, Marist College, Penshurst, thanking Mayor Sansom and Council for the generous sponsorship money to compete as a member of the Australian Women's Open Team in the recent World Cup tour of Scotland in June. The Australian Women's Open Team's World Cup campaign was a very successful one. They played many different nations from around the World including their toughest competitors, New Zealand, and managed to finish the tournament undefeated. Louise played New Zealand in the Final and won 5-3. Council's support went a long way to ensure the continued success of the Australian Women's Open team.
  2. Letter from Mr Allan McKinnon, Community Engagement Manager, AFL NSW/ACT, thanking Council, in particular Mayor Philip Sansom, Deputy Mayor Councillor Con Hindi, Councillor Steve McMahon and the General Manager Victor Lampe, for hosting the recent Civic Luncheon with the Sydney Swans at Hurstville Oval for the visiting Chinese AFL team. The Chinese are extremely generous when Australians visit their country, so AFL NSW/ACT were very grateful that Hurstville was able to extend such generous hospitality to our visiting guests.
  3. An email from Mr Bob Thomas, Bank of China, thanking Mayor Philip Sansom and his fellow Councillors for including Ms Sarah Leung and himself among the guests for the Civic Luncheon for the Red Demons Chinese team on 16 August 2011. They were both pleased to be invited and congratulate the Council for supporting the Red Demons Chinese team by extending such generous hospitality and warmth during their stay in Australia. Mr Thomas also mentioned Councillor Steve McMahon for his active response and Mr Allan McKinnon from the Australian Football League.
  4. Letter from Mrs Leonie Dufty thanking Council for its generous donation of $300.00 in sponsorship for her son, Matthew, to attend the Australian School Boys Rugby League tournament which was held in Perth between 26 June and 1 July 2011. Matthew was fortunate in that he played 5/8 in this tournament and performed extremely well. Mrs Dufty advised that without the support of organisations such as Council, Matthew would not be able to compete at the elite level.
  5. Email from Hurstville Public School's School Captain, Lina Park and Ambassador, Sueann Chen, thanking Council, for its donation of plants, in particular, Mr Casey, for coming to the school and choosing the right plants. The students have planted most of the plants and they are looking great! Thank you for your continuing support.
  6. Letter from Mr Duan Jielong, Consul General of the People's Republic of China, thanking the Mayor and Council for its hospitality on 26 August 2011. Mr Jielong advised his discussions with Councillors on ways to further promote the friendly exchanges and cooperation between China and the City of Hurstville was truly fruitful. He advised he was impressed and encouraged by our willingness to develop even stronger ties with China. Mr Jielong advised he cherishes the good relationship between Council and the Consulate General and looks forward to working to further enhance that good relationship.
  7. A Certificate of Appreciation to Hurstville City Council in recognition of its contribution to the Peakhurst West Public School by providing trees for National Tree Day on 29 July 2011.
  8. Letter from the Australian Government, Department of Infrastructure and Transport, following Mayor Sansom's letters to the Prime Minister and the Minister for Infrastructure and Transport, about the Roads to Recovery Program. The Australian Government is investing a record $1.75 billion in the Roads to Recovery Program from 2009-10 to 2013-14. This is an increase of $42.5 million per annum over five years compared to the previous program. The Government has no plans to withdraw this financial support. Apart from this additional funding, no other significant aspect of the Program has been changed.


RESOLUTION - CCL

THAT the information be received and noted.
(Moved Councillor P Sansom / Seconded Councillor A Istephan)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL188-11

REPORT OF THE MAJOR EVENTS COMMITTEE MEETING

Report Author/s

Events and Protocol Officer, Ms H Dickenson-Panas

File

09/1426

Reason for Report

For approval

Existing Policy?

No

New Policy Required?

No

Financial Implications

Yes, outside of existing budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

To report the outcomes of the Major Events Committee Meeting held on 21 September 2011.


AUTHOR RECOMMENDATION

THAT the information be received and noted.

FURTHER THAT Council support the 2012 Hurstville City Council Australia Day Festival to be held at Oatley Park on Thursday, 26 January 2012 as outlined in the report.

FURTHER THAT the Mayor and General Manager be authorised to finalise the details of the event and engage relevant contractors to assist with organising the event.



REPORT DETAIL

The Major Events Committee met on 21 September 2012 to discuss the possible format for the 2012 Hurstville City Council Australia Day Festival to be held at Oatley Park on Thursday, 26 January 2012.

Mayor Steve McMahon, Councillor Philip Sansom (Chair), Deputy Mayor Con Hindi and Councillors Jack Jacovou and Clifton Wong and Council’s Manager, Public Relations and Events and Events and Protocol Officer were present at the Committee meeting. Apologies were forwarded by Councillors Andrew Istephan and Nancy Liu.

The Committee agreed that 2012 Hurstville City Council Australia Day Festival should be held at Oatley Park on Thursday, 26 January 2012 from 10:00am – 4:00pm. The event will consist of live entertainment, food and market stalls as well as amusement rides and activities for children at Steam Roller Park. It will also include the traditional Australia Day Public Citizenship Ceremony, a Big Backyard Cricket Competition and a Barbeque Competition at Oatley Park Oval.

Oatley West Public School will be approached to assist with parking and a Traffic Management Plan will be developed to minimise the impact on local residents.

Council is endeavouring to minimise the costs however to ensure a successful event, it could cost up to $85,000. As with the Chinese New Year Festival, it is aimed that the event will attract sponsorship in future years to reduce the costs to Council. Furthermore, as this will be the first year the event is held at a new venue, there are associated start-up costs that will not be necessary in future years. There is existing funding of $20,000 in the Australia Day Festival budget and an additional $17,345 can be utilised from the Full Moon Festival budget as Council did not host an event in 2011. The remaining funds can be transferred from the Working Capital Surplus.

The Major Events Committee recommends that Council support the 2012 Hurstville City Council Australia Day Festival to be held at Oatley Park on Thursday, 26 January 2012 as outlined above. Further it recommends that the Mayor and General Manager be authorised to finalise the details of the event and engage relevant contractors to assist with organising the event.



RESOLUTION - CCL

THAT the information be received and noted.

FURTHER THAT Council support the 2012 Hurstville City Council Australia Day Festival to be held at Oatley Park on Thursday, 26 January 2012 as outlined in the report.

FURTHER THAT the Mayor and General Manager be authorised to finalise the details of the event and engage relevant contractors to assist with organising the event.

(Moved Councillor P Sansom / Seconded Councillor C Wong)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL189-11

2011 COMMUNITY GRANTS PROGRAM

Report Author/s

Manager Community Services, Mr D Linden

File

11/923

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

Council at its meeting on 24 August 2011 deferred consideration of the applications under the 2011 Community Grants Program and the report is now resubmitted.


AUTHOR RECOMMENDATION

THAT the applications as recommended for funding be approved.


REPORT DETAIL

Applications for the Community Grants Program for the 2011/12 financial year closed on 30 June 2011 and a total of 36 applications were received requesting funding to the value of $199,388.

The applications have been assessed by the members of the Community Services team in accordance with the Policy Guidelines which contain the funding criteria and funding guidelines. Those applications recommended for funding cover a range of projects benefiting the different demographic groups and in particular the priority areas of improving access to services and facilities for disadvantaged persons and increasing the opportunities for persons from different backgrounds to participate in community life.

The following applications are submitted for approval of the level of funding shown:

Central Syd Sth Tenant Resource Service $3,985
Chinese Australian Services Society $3,500
CoAsIt $600
Georges River Life Care $5,000
Georges River Lioness Club $600
Hurstville Discovery Writers Group $3,000
Kingsgrove Garden Club $900
Kogarah Community Services $1,500
Learning Links $5,000
Hurstville Lions Club $1,800
Mortdale Community Services $3,000
Narwee Public School $1,950
Pole Depot Community Centre $5,000
Resourceful Australian Indian Network $4,600
Rotary Club of Caringbah $2,550
St George Advocates for Children $5,000
St George Choir $4,000
St George Family Support Service $3,834
SHARE Incorporated $6,380
Shopfront Theatre for Young People $5,000
Southern Sydney Youth Refuge $1,900
Youthworks Outdoors $6,000

TOTAL $75,099


RESOLUTION - CCL

THAT the applications as recommended for funding be approved.

(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL190-11

ST GEORGE MIGRANT RESOURCE CENTRE - REQUEST FOR ASSISTANCE

Report Author/s

Manager Community Services, Mr D Linden

File

11/1528

Reason for Report

For approval

Existing Policy?

No

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

The St George Migrant Resource Centre has requested financial assistance with the celebration of its 30th anniversary.


AUTHOR RECOMMENDATION

THAT Council congratulate the St George Migrant Resource Centre on its achievements over the past 30 years and provide $500 towards the proposed celebration of this milestone.


REPORT DETAIL

The St George Migrant Resource Centre located at Rockdale has advised Council that it will be celebrating 30 years of providing services to the St George and Sutherland areas.

As part of the celebration of this event the organisation is proposing to refurbish their shopfront and hold a celebration lunch and have requested that Council give consideration to making a financial contribution towards this event.

The St George Migrant Resource Centre has made an invaluable contribution to the Region in support programs for newly arrived migrants, refugees, the aged, youth and the unemployed and has worked in close partnership with Hurstville Council over the years in many joint projects.

It is considered appropriate for Council to recognise these achievements and assist financially with the celebration.


RESOLUTION - CCL

THAT Council congratulate the St George Migrant Resource Centre on its achievements over the past 30 years and provide $500 towards the proposed celebration of this milestone.

FURTHER THAT Council send a formal letter of congratulations to the Centre.

(Moved Councillor P Sansom / Seconded Councillor V Badalati)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011


CCL191-11CONCESSIONAL RENTAL – SANDRA MALONE DANCERS – MARANA AUDITORIUM AND CIVIC THEATRE IN THE ENTERTAINMENT CENTRE
Report Author(s)Manager, Library Museum & Entertainment, Ms R Schulz
File11/492
Reason for ReportFor approval
Existing Policy?YesNew Policy Required?No
Financial ImplicationsYes, within existing program budget
Previous Reports ReferencedNo



EXECUTIVE SUMMARY

Council has received a request from Sandra Malone Dancers asking that Council provide a concessional rental to the value of $2432.50 for booking of Marana Auditorium and Civic Theatre in the Hurstville Entertainment Centre on 29 November for the dance rehearsal and 4 December, 2011 for their dance concert.



AUTHOR RECOMMENDATION

THAT the application for concessional rental from Sandra Malone Dancers for $2432.50 be denied.

FURTHER THAT, if approved, the applicant be advised that they must acknowledge Council's sponsorship on all their promotion and marketing material (tickets, flyers, brochures etc) at programs and at the event/function


REPORT DETAILS

Council has received a request from Sandra Malone Dancers asking that Council provide a concessional rental to the value of $2,432.50 for booking of Marana Auditorium and Civic Theatre in the Hurstville Entertainment Centre on 29 November and 4 December 2011 for their dance rehearsal and concert. The total proposed cost of the event is $4,865 for the hire of the Marana Auditorium and Civic Theatre. The organisation is requesting a 50% concession on the hire fees.

In a report to Council on 25 May 2011 (CCL084-11) Council resolved to approve concessional rentals for the 2011/2012 financial year totalling $248,333.00. The total budget for concessional rentals in 2011/2012 is $283,034.00. Therefore, there is $34,701 in unallocated funds in 4065 – Community rental subsidy. It was proposed to leave the surplus amount in the budget as a contingency amount to consider applications that may be submitted to Council throughout the year which could be approved by the General Manager under delegated authority in accordance with Council’s Policy or by Council itself.

Sandra Malone Dancers do not meet the priorities set out in the Concessional Rental Policy:

  1. demonstrate a benefit to the communities within the Hurstville Local Government Area (LGA) - Sandra Malone indicates that the organisation offers cost effective dance for young people, many from the Hurstville LGA.
  2. are located in the Hurstville LGA - Sandra Malone Dancers are not from the LGA.
  3. can demonstrate proof of their not-for-profit status - Sandra Malone Dancers are a profitable organisation.
  4. are able to pay a percentage of the booking fee - Sandra Malone Dancers propose to pay 50% of the hire fees.
  5. do not charge participants for their event - Sandra Malone indicates participants will pay a $20 fee per person.
  6. place a tentative booking for the required space/facility in the Entertainment Centre booking system - Sandra Malone Dancers have a booking in the Entertainment Centre booking system.
  7. provide a copy of their latest operating (income) statement and balance sheet - Sandra Malone Dancers have not provided this statement.


RESOLUTION - CCL

THAT the application for concessional rental from Sandra Malone Dancers for $2432.50 be denied.

FURTHER THAT, if approved, the applicant be advised that they must acknowledge Council's sponsorship on all their promotion and marketing material (tickets, flyers, brochures etc) at programs and at the event/function
(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011


CCL192-11CONCESSIONAL RENTAL REQUEST - SMITH PARK
Report Author(s)Sport & Recreation Officer, Mrs C Irwin
FileD11/91775
Reason for ReportFor approval
Existing Policy?NoNew Policy Required?No
Financial ImplicationsYes, outside of existing budget
Previous Reports ReferencedNo



EXECUTIVE SUMMARY

The Body of Christ Mission Centre Church has asked for Council's consideration to waive the park booking fee for the hire of Smith Park. The church has also hired the Kingsgrove Community Centre in Smith Park and are paying a not-for-profit rate for the hire of the centre.


AUTHOR RECOMMENDATION

THAT Council waive the park booking fee of $375.00.

FURTHER THAT a refundable cleaning deposit of $213.00 be imposed.


REPORT DETAILS

The following email was received on the 23rd August 2011:

"We are from The Body of Christ Mission Centre Church. As discussed, we would like to hire the Park on Sunday, 25 September 2011 from 9am to 3pm.

It is for our church anniversary where we would like to invite communities around Kingsgrove area for a sausage sizzle family day out.
Activities:
- sausage sizzle
- animal petting / pony ride (to be confirmed)
- children performing dance (using small amplified music as background for their dance)
- face painting
- photo booths (to be confirmed)

It would be appreciated if you could allow concessional rate for the hiring as we have booked the Community Centre for the associated events too."

The church has provided a copy of their indemnity insurance. As The Body of Christ Mission Centre Church is a not for profit organisation it is recommended that Council waive the park booking fee as they are already paying a fee for the hire of the Community Centre.


RESOLUTION - CCL

THAT Council waive the park booking fee of $375.00.

FURTHER THAT a refundable cleaning deposit of $213.00 be imposed.

(Moved Councillor V Badalati / Seconded Councillor P Sansom)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011


CCL193-11CONCESSIONAL RENTAL - HURSTVILLE OVAL
Report Author(s)Sport & Recreation Officer, Mrs C Irwin
FileD11/92516
Reason for ReportFor approval
Existing Policy?NoNew Policy Required?No
Financial ImplicationsYes, outside of existing budget
Previous Reports ReferencedNo



EXECUTIVE SUMMARY

Special Olympics Australia has requested Council's permission to waive the park booking fees for the hire of Hursville Oval for the launch of the Special Olympics Cricket Program. They are seeking to use the outfield area of Hurstville Oval and have the support of St George District Cricket Association and Cricket NSW.

The weekly program will then be run on a Monday at Peakhurst Park commencing school terms 4 in 2011 and in school term 1 in 2012. The Special Olympics Regional Unit were granted $3,000 under the Community Development and Support Expenditure (CDSE) Scheme (from gaming profits of registered clubs) to undertake the development and delivery of a cricket program for people with an intellectual disability.

This is a not for profit organisation and this will be a free program for the participants.


AUTHOR RECOMMENDATION

THAT the fee for the hire of Hurstville Oval for the launch of the Special Olympics Cricket Program be waived.

FURTHER THAT Council receives appropriate recognition on all promotional material and advertising associated with the event and that the program organiser is made aware of this condition.


REPORT DETAILS

The following email was received on 5th September from Mr Andrew Sadlier from Special Olympics Australia:

The Special Olympics Regional Unit were granted $3,000 under the Community Development and Support Expenditure (CDSE) Scheme (from gaming profits of registered clubs) to undertake the development and delivery of a cricket program for people with an intellectual disability. The grant funding will be used to purchase equipment and the cost of running the weekly program.


RESOLUTION - CCL

THAT the fee for the hire of Hurstville Oval for the launch of the Special Olympics Cricket Program be waived.

FURTHER THAT Council receives appropriate recognition on all promotional material and advertising associated with the event and that the program organiser is made aware of this condition.
(Moved Councillor V Badalati / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL194-11

INVITATION - DINNER FOR ORPHANS OF JAPANESE EARTHQUAKE

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

11/58

Reason for Report

For consideration

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

Council has received an invitation to attend a fundraising dinner in support of orphans of the Japanese earthquake.


AUTHOR RECOMMENDATION

For Council Consideration.


REPORT DETAIL

Council received an invitation on 19 September from the Hon Marie Ficarra MLC and the Hon Shaoquett Moselmane MLC to a fundraising dinner to support orphans of the recent Japanese earthquake. The invitation is attached to this report for information. The dinner is to be held on Thursday 20th October in the NSW Parliamentary Dining Room, at a cost of $100 per person.

Should Council wish to purchase tickets, the cost will be funded from the Delegates Expenses (Community and Charitable Events) budget that has a balance of $7,500 (at the time of preparing this report). It should be noted that other reports for consideration at the Council Meeting of 28 September 2011 may also impact on this budget.


RESOLUTION - CCL

The matter was deferred pending further information from staff regarding previous donations.

(Moved No mover / Seconded No seconder)





APPENDIX
Invitation Japanese Orphans Fundraiser.pdf


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL195-11

SPONSORSHIP REQUEST - SHOWJUMPING AT LUGARNO LIONS CLUB SPRING FAIR

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

SF11/170

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

Council received a request from the Prostate Cancer Institute to sponsor an event at the Lugarno Lions Club Spring Festival which was held on 18 September 2011. The request was for a $5,000 contribution. Due to the timing of the request and event, Councillors were requested to indicate their support for the request, and the majority of Councillors approved the sponsorship.


AUTHOR RECOMMENDATION

THAT Council endorses the sponsorship of the Prostate Cancer Institute event at the Lugarno Lions Club Spring Festival, to the extent of $5,000.


REPORT DETAIL

Council received the following request on 31 August 2011:


Council has supported the Prostate Cancer Institute and this event in the past. Due to the time at which the request was received, it was not possible to send a report to Council for approval before the event was held. The request was distributed and received majority support from Councillors when they were asked to indicate their support of the donation.

At the time of preparing this report, there has been no expenditure from the Additional Donations budget.


RESOLUTION - CCL

THAT Council endorses the sponsorship of the Prostate Cancer Institute event at the Lugarno Lions Club Spring Festival, to the extent of $5,000.
(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL196-11

SPONSORSHIP REQUEST - MS CHERIE BURTON MP AND VARIETY

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

11/58

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

A request for sponsorship has been received from Cherie Burton, MP, who is raising money for Variety, the Children's Charity, by running the New York Marathon.


AUTHOR RECOMMENDATION

THAT Council endorses the purchase of a table for a fundraising dinner in support of Variety, the Children's Charity.


REPORT DETAIL

Council received the following letter on the 15th September 2011:

As you may be aware I have been given the Shadow Ministry Portfolio of Healthy Lifestyles and to demonstrate my commitment to this portfolio I will be running in the 2011 New York Marathon to raise money for Variety, the Children's Charity.

Variety is dedicated to transforming the lives of seriously ill, special needs and disadvantaged children and proceeds raised will enable Variety to continue its vital work of transforming the lives of children in need within our community.

Please find attached an invitation to join me for dinner on Wednesday the 28th of September 2011 to help me raise funds for Variety.

I look forward to seeing you there.

Yours sincerely

Cherie Burton MP
Member for Kogarah
Shadow Minister for Healthy Lifestyles

The invitation is attached to this item. The ticket price is $200 per ticket, or $2000 for a table of 10. As the RSVP date was before the Council meeting, an email was sent to Councillors requesting support for this event, and a majority of Councillors responded positively to purchasing a table. Council has therefore reserved a table for the event, the cost of which will be funded from the Delegates Expenses (Community and Charitable Events) budget that has a balance of $7,500 (at the time of preparing this report). It should be noted that other reports for consideration at the Council Meeting of 28 September 2011 may also impact on this budget.


RESOLUTION - CCL

THAT Council endorses the purchase of a table for a fundraising dinner in support of Variety, the Children's Charity.

(Moved Councillor V Badalati / Seconded Councillor P Sansom)





APPENDIX
Invitation - Variety Fundraiser.pdf


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL197-11

SPONSORSHIP REQUEST - 2NBC RADIOTHON

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

11/96

Reason for Report

For consideration

Existing Policy?

No

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

Council has received an invitation and request to provide a donation to 2NBC's Radio on the Road Day Fundraiser to be held on Friday 30th September.


AUTHOR RECOMMENDATION

For Council's consideration.


REPORT DETAIL

On the 14th September, Council received the following correspondence addressed to the Mayor:

With this letter I am extending to you an invitation to attend the RADIOTHON we will be conducting on Friday, 30 September.

This fundraiser will be known as "Radio on the Road". The aim of the RADIOTHON is to raise funds for Radio Station 90.1 NBCFM and in particular for the purchase of a vehicle to be used as a Broadcast Van for the various outside broadcasts and presentations we do for the local community. In particular, the vehicle would be used for the Lions And Rotary Clubs annual fundraising days held at Oatley, Gannons Park, Kogarah Bed Race, Australia Day at Carss Park etc. etc.
I am sure there are many outside functions we could broadcast for Hurstville Council.

The RADIOTHON will be held at the 90.1 NBCFM Studios, 33-39 Baumans Road, Peakhurst, commencing at 10.00am and continuing until 2.00pm. The enclosed flyer (attached) will give you further information.

We hope you accept our invitation and perhaps make a donation towards the day and while you are visiting the RADIOTHON we would be more than happy to conduct an ONAIR interview with you.

This RADIOTHON is very important to 90.1 NBCFM as it will give us more opportunity to engage with the community. You could say that 90.1 NBCFM is "ON THE MOVE" towards more community involvement and in this way let our listeners know what is going on in their respective areas.

With all good wishes and trusting you will attend our "Radio on the Road "RADIOTHON" on Friday, 30 September.

Yours Sincerely
Paul McGrath
Manager

90.1 NBC FM was first started as Sydney's first full time suburban community radio station and is based in Peakhurst. The station started on the 6th May 1983 and is on air 24 hours a day. The station is operated by over 100 volunteers.

No donation amount has been specified in the request. Should Council wish to make a donation, members are advised that at the time of preparing this report, there has been no expenditure from the Additional Donations budget, however there are other reports to the Council Meeting of 28 September which may impact this budget.


RESOLUTION - CCL

THAT Council donates $1000 to the 2NBC Radiothon.

(Moved Councillor V Badalati / Seconded Councillor P Sansom)





APPENDIX
Radiothon Flyer.pdf


Print
COUNCIL MEETING
Wednesday, 28th September 2011


CCL198-11YOUTH SPONSORSHIP REQUEST - SOPHIE CAUKILL
Report Author(s)Manager Corporate Governance & Records, Mrs K Garske
File11/59
Reason for ReportFor approval
Existing Policy?YesNew Policy Required?No
Financial ImplicationsYes, within existing program budget
Previous Reports ReferencedNo



EXECUTIVE SUMMARY

A request has been received from Mrs Kathryn Caukill seeking financial assistance for Sophie Caukill to help her attend the 2011 Australian Aerobics Championships in Melbourne.


AUTHOR RECOMMENDATION

THAT Council provides a donation in the amount of $300 under the provisions of Section 356 of the Local Government Act 1993 from the Donations (Youth Sponsorship) program budget to assist Sophie Caukill attend the 2011 Australian Aerobics Championships.

FURTHER THAT Sophie Caukill be requested to submit a report on the results achieved at the 2011 Australian Aerobics Championships.


REPORT DETAILS

The following letter has been received by Council on 29 August 2011 from Mrs Kathryn Caukill:

To whom it may concern,
 
I wish to submit an application on behalf of Sophie Caukill for Youth Sponsorship towards competing in the 2011 Australian Aerobics Championships in Melbourne, Victoria from 3-6 October 2011.  Sophie has been selected as a member of the NSW State Team to compete in the national competition hosted by Gymnastics Australia at the State Netball & Hockey Centre in Melbourne. 

Sophie is 11 years of age and in Year 5 at Oatley West Public School.  She is a member of the Oatley RSL Youth Club sport aerobics team with head coach Laura Pemberton.  This is her third year of competing in sport aerobics and the third consecutive year she has been selected to represent NSW.  This year she has will be competing in the Level 2 Junior division.  

The costs of competing in a national competition held interstate include competition fees, state team uniforms, accommodation, insurance, flights etc which amounts to over $1,000.  A Youth Sponsorship would be a great assistance in helping to fund Sophie to represent NSW in the national sport aerobics competition.

Your consideration of this application would be greatly appreciated.  Should you require any further information to support this application, please do not hesitate to contact me.

Kind regards

Kathryn Caukill.

Sophie is under 18 years of age and resides within the Hurstville City area. The application meets the criteria outlined in the Youth Sponsorship Policy adopted by Council on 27 July 2011. This policy provides sporting, cultural, art and academic sponsorship, to enable individuals selected by governing or sponsoring body of a recognised competition or performance to participate subject to:


Council's policy provides for donations of up to $350 depending on the location of the event venue, to assist with expenses for competitions and exhibitions. As this competition is being held interstate, Council's policy allows for a donation of $300.

Specific funding has been made available in the 2011/2012 Adopted Program budget for Youth Sponsorship. At the time of the report being written, no budget has been expended, however one other reports being considered at the Council Meeting will impact upon this program.


RESOLUTION - CCL

THAT Council provides a donation in the amount of $300 under the provisions of Section 356 of the Local Government Act 1993 from the Donations (Youth Sponsorship) program budget to assist Sophie Caukill attend the 2011 Australian Aerobics Championships.

FURTHER THAT Sophie Caukill be requested to submit a report on the results achieved at the 2011 Australian Aerobics Championships.
(Moved Councillor V Badalati / Seconded Councillor A Wagstaff)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL199-11

YOUTH SPONSORSHIP REQUEST - ELIZA JOHNSTON

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

11/59

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

A request has been received from Mrs Lyn Johnston seeking financial assistance for Eliza Johnston to help her attend the 2011 Australian Aerobics Championships in Melbourne.


AUTHOR RECOMMENDATION

THAT Council provides a donation in the amount of $300 under the provisions of Section 356 of the Local Government Act 1993 from the Donations (Youth Sponsorship) program budget to assist Eliza Johnston attend the 2011 Australian Aerobics Championships.

FURTHER THAT Eliza Johnston be requested to submit a report on the results achieved at the 2011 Australian Aerobics Championships.


REPORT DETAIL

The following letter has been received by Council on 19 September 2011 from Mrs Lyn Johnston:

I am writing to seek financial assistance in relation to my daughter's recent selection for the NSW State Team for Sports Aerobics with Gymnastics Australia.

The State competition was held on Saturday 20th August at Sydney Olympic Park and my daughter Eliza Johnston and her partner were pleased to place 1st in the level 1 Junior Pairs competition. As State Champions, they are now eligible to attend the National Competition to be held in Melbourne in October 2011.

Council was very generous last year providing financial assistance and it was much appreciated. Thank you. I was enquiring whether Council would consider my request for assistance again this year. The costs for accommodation and participation are $743.00. This amount does not include uniform costs or travelling to Melbourne.

I am more than happy to provide details of the competition upon our return from Melbourne.

Regards,
Lyn Johnston

Eliza is under 18 years of age and resides within the Hurstville City area. The application meets the criteria outlined in the Youth Sponsorship Policy adopted by Council on 27 July 2011. This policy provides sporting, cultural, art and academic sponsorship, to enable individuals selected by governing or sponsoring body of a recognised competition or performance to participate subject to:


Council's policy provides for donations of up to $350 depending on the location of the event venue, to assist with expenses for competitions and exhibitions. As this competition is being held interstate, Council's policy allows for a donation of $300.

Specific funding has been made available in the 2011/2012 Adopted Program budget for Youth Sponsorship. At the time of the report being written, no budget has been expended, however other reports being considered at the Council Meeting will impact upon this program.


RESOLUTION - CCL

THAT Council provides a donation in the amount of $300 under the provisions of Section 356 of the Local Government Act 1993 from the Donations (Youth Sponsorship) program budget to assist Eliza Johnston attend the 2011 Australian Aerobics Championships.

FURTHER THAT Eliza Johnston be requested to submit a report on the results achieved at the 2011 Australian Aerobics Championships.
(Moved Councillor V Badalati / Seconded Councillor A Wagstaff)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL200-11

YOUTH SPONSORSHIP REQUEST - CLAUDIA ALLISON

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

11/59

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

A request has been received from Mrs Cathy Allison seeking financial assistance for Claudia Allison to help her attend the 2011 Australian Aerobics Championships in Melbourne.


AUTHOR RECOMMENDATION

THAT Council provides a donation in the amount of $300 under the provisions of Section 356 of the Local Government Act 1993 from the Donations (Youth Sponsorship) program budget to assist Claudia Allison attend the 2011 Australian Aerobics Championships.

FURTHER THAT Claudia Allison be requested to submit a report on the results achieved at the 2011 Australian Aerobics Championships.


REPORT DETAIL

The following letter has been received by Council on 22 September 2011 from Mrs Cathy Allison:

I am writing to you as a request for financial assistance in relation to our daughter's recent selection into the NSW Sport Aerobics State Team with Gymnastics Australia.

The State competition was held at Sydney Olympic Park on the 20th August. Our daughter Claudia Allison and her partner Eliza Johnson were very excited when they received a first place medal in the Junior Pairs Level 1 competition. As State Champions, they are now eligible to compete in the National Championships which will be held in Melbourne this October.

I am enquiring to see if HCC could assist us financially with the expenses we will encounter in sending Claudia to Melbourne. The costs for accommodation and participation are $743.00. This amount does not include uniform costs or travelling to Melbourne.

Claudia is currently a member of Oatley RSL Gymsports and attends Oatley Public School where she is in Year 5.

We would appreciate your consideration in this matter.

Kind regards,
Cathy and Matt Allison

Claudia is under 18 years of age and resides within the Hurstville City area. The application meets the criteria outlined in the Youth Sponsorship Policy adopted by Council on 27 July 2011. This policy provides sporting, cultural, art and academic sponsorship, to enable individuals selected by governing or sponsoring body of a recognised competition or performance to participate subject to:


Council's policy provides for donations of up to $350 depending on the location of the event venue, to assist with expenses for competitions and exhibitions. As this competition is being held interstate, Council's policy allows for a donation of $300.

Specific funding has been made available in the 2011/2012 Adopted Program budget for Youth Sponsorship. At the time of the report being written, no budget has been expended, however other reports being considered at the Council Meeting will impact upon this program.


RESOLUTION - CCL

THAT Council provides a donation in the amount of $300 under the provisions of Section 356 of the Local Government Act 1993 from the Donations (Youth Sponsorship) program budget to assist Claudia Allison attend the 2011 Australian Aerobics Championships.

FURTHER THAT Claudia Allison be requested to submit a report on the results achieved at the 2011 Australian Aerobics Championships.
(Moved Councillor V Badalati / Seconded Councillor A Wagstaff)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011


CCL201-11REQUEST FOR REMOVAL OF PRIVATE TREE - 3/65 GLOUCESTER ROAD, HURSTVILLE
Report Author(s)Director Service Delivery, Mr L O'Connor
FileTR10/43
Reason for ReportFor approval
Existing Policy?NoNew Policy Required?No
Financial ImplicationsYes, within existing program budget
Previous Reports ReferencedNo



EXECUTIVE SUMMARY

Council has received a request to remove two private trees from the rear of property at 3/65 Gloucester Road, Hurstville.


AUTHOR RECOMMENDATION

THAT the removal of two (2) lemon scented gum trees from the rear of property at 3/65 Gloucester Road, Hurstville, be approved due to the damage being caused to the pavers and the number of tree branches that fall with the potential risk of endangering the residents.


REPORT DETAILS

Following a request from the resident of 3/65 Gloucester Road, Hurstville, for the removal of two private trees, an inspection was undertaken by the Hurstville Ward Councillors and recommended the following:

It is also noted there is a risk of the tree falling onto the house due to the excessive lean that currently exists.


RESOLUTION - CCL

THAT the removal of two (2) lemon scented gum trees from the rear of property at 3/65 Gloucester Road, Hurstville, be approved due to the damage being caused to the pavers and the number of tree branches that fall with the potential risk of endangering the residents.
(Moved Councillor N Liu / Seconded Councillor W Pickering, OAM)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL202-11

INSTITUTE OF INTERNAL AUDITORS LOCAL GOVERNMENT INTERNAL AUDIT CONFERENCE

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

11/1413

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

A request has been received from Councillors interested in attending the Institute of Internal Auditors Local Government Internal Audit Conference in Sydney to be held on 4 November 2011.


AUTHOR RECOMMENDATION

THAT in accordance with the Civic Expenses Policy, interested Councillors, and other staff approved by the General Manager, be authorised to attend the Institute of Internal Auditors Local Government Internal Audit Conference in Sydney, and that registration fees, other expenses and sustenance allowances be met by Council.


REPORT DETAIL

Conference Details
The Institute of Internal Auditors Local Government Internal Audit Conference is being held on 4 November 2011 in Sydney. Held annually, this conference focuses on practicality, best practice and creating value. This forum provides an ideal opportunity for stakeholders in local government to learn and share information with industry experts and practitioners.

The Forum topics of

may be of interest to Councillors.

Further information can be found at the Conference website http://www.iia.org.au/learnDevel/eventdetail.aspx?ID=2860

Attendance arrangements
Councillor attendance at conferences is outlined in the Civic Office Expenses Policy and a budget is provided in the Delegates Expenses program. The registration cost for non-members is $510 per person, in addition to any accommodation, travel or sustenance allowance.

If approved by Council, Councillors that wish to attend the conference are requested to contact the Executive Assistant to the Mayor & Councillors, Ms P Lim, so that arrangements can be made.


RESOLUTION - CCL

THAT in accordance with the Civic Expenses Policy, interested Councillors, and other staff approved by the General Manager, be authorised to attend the Institute of Internal Auditors Local Government Internal Audit Conference in Sydney, and that registration fees, other expenses and sustenance allowances be met by Council.
(Moved Councillor P Sansom / Seconded Councillor V Badalati)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011


CCL203-11AMENDMENT TO THE LIBRARY MUSEUM AND GALLERY'S 2011 - 2012 FEES AND CHARGES FOR DOCUMENT DELIVERY
Report Author(s)Manager Library Museum & Entertainment, Ms R Schulz
File11/389
Reason for ReportFor approval
Existing Policy?NoNew Policy Required?No
Financial ImplicationsYes, within existing program budget
Previous Reports ReferencedYes



EXECUTIVE SUMMARY

Seeking approval to amend a section of the Schedule of Fees and Charges 2011-2012 "Institutional charge (non NSW Public Library) At cost" to: "Institutional charge At cost" in the Library fees and charges, related to document delivery.


AUTHOR RECOMMENDATION

THAT Council approve the amended Schedule of Fees and Charges 2011-2012


REPORT DETAILS

On the 27 July 2011 Council adopted the recommendation by the Service Delivery Child Care Policy and Senior Citizens Policy Committee to approve the public exhibition of the amended Schedule of Fees & Charges 2011-2012 for a period of 30 days between 28 July and 26 August 2011 and that following the exhibition period, a report be presented to the subsequent Council meeting advising of any submissions received relating to the amendment.

The amended Schedule of Fees and Charges was placed on public exhibition for the required period and no public submissions were received.


RESOLUTION - CCL

THAT Council approve the amended Schedule of Fees and Charges 2011-2012

(Moved Councillor V Badalati / Seconded Councillor W Pickering, OAM)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL204-11

TRANSFER OF LAND FROM DEPARTMENT OF PLANNING AND INFRASTRUCTURE TO COUNCIL

Report Author/s

Commercial Property Manager, Mr G McDonald

File

10/2030

Reason for Report

For approval

Existing Policy?

No

New Policy Required?

No

Financial Implications

Nil

Previous Reports Referenced

No



EXECUTIVE SUMMARY

NSW Department of Planning & Infrastructure have offered to transfer ownership of four parcels of land to Council as regional open space.


AUTHOR RECOMMENDATION

THAT Council approves the transfer of ownership of Lot 1 DP564191, Lot 3 DP548815, Lot 1 DP596535 and Lot 7 DP702963 from the NSW Department of Planning and Infrastructure to Council.

FURTHER THAT the Mayor and General Manager be authorised to execute all necessary documentation and affix the Common Seal, if required.


REPORT DETAIL

In response to Council's request to the NSW Department of Planning and Infrastructure (NSW P&I) to include their Corporation Sole land (Lot 1 DP564191) within the scope of the proposed Plan of Management for Myles Dunphy Reserve, NSW P&I have offered to transfer this parcel and three additional parcels of land to Council as regional open space (see attached letter). All four parcels are currently under the care, control and management of Council with Council being responsible for all maintenance costs for these sites.

The sites are:

Lot
DP
Location
Area (sq metres)
Zoning
1
564191
At rear of 36 Mimosa Street, Oatley
551
Open space
3
548815
At rear of 7A Southern Street, Oatley
709
Open space
1
596535
Kempt Field
31,375
Open space
7
702963
Evatt Park
100,797
Open space
Attached aerial photographs show the site locations.


Transfer of ownership of these properties to Council will streamline the future management of these sites. It will also negate the need for Council to seek approval from NSW Department of Planning & Infrastructure if it wishes to undertake any future works (eg construction of community facilities) on these sites.


RESOLUTION - CCL

THAT Council approves the transfer of ownership of Lot 1 DP564191, Lot 3 DP548815, Lot 1 DP596535 and Lot 7 DP702963 from the NSW Department of Planning and Infrastructure to Council.

FURTHER THAT the Mayor and General Manager be authorised to execute all necessary documentation and affix the Common Seal, if required.

(Moved Councillor V Badalati / Seconded Councillor W Pickering, OAM)





APPENDIX
Dep't of Planning & Infrastructure Letter of Offer.pdfLot 1 DP564191   -  at rear of 36 Mimosa Street, Oatley.pdfLot 3 DP548815 - at rear of 7A Southern Street, Oatley.pdfLot 1  DP596535   -  Kempt Field, Hurstville.pdfLot 7  DP702963  -  Evatt Park.pdf


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL205-11

INTERNAL REPORTING POLICY

Report Author/s

Internal Ombudsman, Mr W Park

File

10/1325

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Nil

Previous Reports Referenced

Yes



EXECUTIVE SUMMARY

Council at its meeting on 23 June 2010 adopted a new Internal Reporting Policy incorporating the requirements of the Protected Disclosures Act. The Policy was developed from the model provided by the NSW Ombudsman. On 3 March 2011 the name of the Act was changed to the Public Interest Disclosures Act. From 1 July 2011 public authorities have three months to develop an Internal Reporting Policy whilst having regard to the NSW Ombudsman's Guidelines.

In accordance with the changes in legislation and the changes to the model Internal Reporting Policy provided by the NSW Ombudsman a new Internal Reporting Policy is now submitted for adoption.


AUTHOR RECOMMENDATION

THAT the Internal Reporting Policy be adopted


REPORT DETAIL

The NSW Ombudsman has advised Council of amendments to the Protected Disclosures legislation. The NSW Ombudsman has advised that since the commencement of the Protected Disclosures Act in 1995 it has not been possible to determine how well the Act was functioning because there was no obligation to collect information about how the system was working in practice. In addition, it became clear that the system could be more effective in uncovering serious problems and protecting those who make disclosures.

In recognition of the need for change, the State Government has now passed a series of amendments that effectively widen the protections available to people who make disclosures and place obligations on public authorities to have systems in place to enable them to properly handle
disclosures when they are made and collect data in relation to that work.

This report details the amendments to the Act and provides an amended Internal Reporting Policy for Council’s adoption.

The Protected Disclosures Act 1994 sets out the system under which people working within the NSW public sector can make complaints internally and externally about the functioning of the public sector in a way that minimises the risk of reprisal, such as corrupt conduct and maladministration.

In October last year, the State Government passed a number of amendments to this Act:-

· The Act has been renamed the Public Interest Disclosures Act, 1994;
· Protected disclosures can now be made for failure to properly fulfil functions under the Government Information (Public Access) Act 2009 (GIPA Act). Disclosures of this nature can also be made externally to the Information Commissioner;
· From 1 July 2011, the NSW Ombudsman has an oversight role of the Act;
· There are new options for people who believe they have suffered or are threatened with retribution substantially in reprisal for making a protected disclosure;
· Public Sector agencies are required to have a policy in accordance with the amended Act, in place which details receiving, assessing and dealing with protected disclosures by 1 October 2011; and
· From 1 January 2012, there is a new obligation for public sector organisations to report annually on their work with protected disclosures.

In response to their new oversight role, the NSW Ombudsman has set up a Public Interest Disclosures Unit that has developed guidelines for public sector organisations. On 1 July 2011, the Public Interest Disclosures Unit issued model guidelines for local government for the development of a policy in accordance with the amended Act, that deals with receiving, assessing and dealing with protected disclosures. In accordance with the model guidelines, internal protected disclosures are to be made to:-

· Council’s Disclosures Coordinator (Internal Ombudsman) or the General Manager or other Disclosure Officers where it is a disclosure about Council staff;
· The Mayor where it is a disclosure about the General Manager; and
· The General Manager or the Mayor, where it is a disclosure about a Councillor.

Protected disclosures can also be made to external government agencies such as ICAC for corrupt conduct and the NSW Ombudsman for maladministration.

The Disclosures Coordinator has a central role in dealing with reports made by staff. They receive them, assess them, and refer them to the people within Council who can deal with them appropriately.

The General Manager and Mayor must make sure there are systems in place to support and protect staff who report wrongdoing. They are also responsible for referring actual or suspected corrupt conduct to the Independent Commission Against Corruption.

All NSW councils must adopt a policy based on the model guidelines prior to 1 October 2011. Attached is Council’s amended Internal Reporting Policy, based on the model guidelines.

Annual Reporting of Protected Disclosures

From 1 January 2012, Council is required to:-

· Start collecting data about protected disclosures received and report them to Parliament by 30 November each year; and
· Provide a copy of this report to the NSW Ombudsman.

To meet this requirement Council will collect this data, report it to the NSW Parliament and include a summary in the Annual Report. It is expected that the NSW Ombudsman will issue further guidelines on these reporting requirements later this year.

On adoption of this amended policy, it will be placed on Council's website and distributed to staff on induction and through Council's elearning database. Councillors should note the requirements outlined in sections 3 & 4 if making a protected disclosure.


RESOLUTION - CCL

THAT the Internal Reporting Policy be adopted

(Moved Councillor P Sansom / Seconded Councillor C Wong)





APPENDIX
Internal Reporting Policy - Public Interest Disclosures Act 1994.doc


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL206-11

CODE OF MEETING PRACTICE REVIEW

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

11/1069

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Nil

Previous Reports Referenced

Yes



EXECUTIVE SUMMARY

Council at its meeting on 27 July 2011 considered a report on a new draft Code of Meeting Practice and resolved to advertise the Code for public comment prior to it being reconsidered by Council. The advertising period closed on 16 September 2011 and five (5) submissions were received. The draft Code is now submitted for consideration.


AUTHOR RECOMMENDATION

THAT the draft Code of Meeting Practice be adopted, including the amendments outlined in the report or at the meeting.

FURTHER THAT it be noted the new meeting structure will commence from 1 November 2011.


REPORT DETAIL

Council at its meeting on 27 July 2011 considered a report on a new draft Code of Meeting Practice and resolved to advertise the Code for public comment prior to it being reconsidered by Council. The advertising period closed on 16 September 2011 and five (5) submissions were received.

During the advertising period, the opportunity was taken to conduct an internal review of the draft amended Code. A number of minor amendments are suggested to enhance the Code. They are:

Cl 5 Frequency of meetings of the Council
The amended draft Code currently states, in part,
(6) That Standing Committee Meetings be adjourned at 7:30pm, until such day and time as shall be fixed by the Chairperson, the majority of Councillors present or the General Manager (cl 233 Regs).

The above wording does not provide flexibility for an extension of time should a meeting of a Standing Committee not be concluded by 7:30pm, to enable a Council Meeting to commence at 7:30pm.

The suggested change is as follows:
(6) That Standing Committee Meetings be adjourned at 7:30pm, unless a Motion for a 15 minute extension of time to 7:45pm and, if necessary, for a further 10 minutes to 7:55pm be carried, until such day and time as shall be fixed by the Chairperson, the majority of Councillors present or the General Manager (cl 233 Regs).

Clause 35 - Rescission Motions - Council Meetings
The amended draft Code currently states, in part,
(1) That the procedure in relation to the submission of rescission motions be that in the event of a Councillor/s advising verbally of the intention to lodge a rescission motion following a meeting of the Council, that verbal advice be notified ASAP to the General Manager but by no later than noon on the day (Thursday) immediately following Council with the Member/s submitting the formal rescission motion duly signed by three (3) Councillors by noon on the Monday following Council. Failure to meet this timetable may see the original resolution actioned.

As the Council may meet on a day other than a Wednesday (as recently experienced) it is proposed to make reference to working days after a Council meeting without stating an actual day of the week.

The suggested change is as follows:
(1) That the procedure in relation to the submission of rescission motions be that in the event of a Councillor/s advising verbally of the intention to lodge a rescission motion following a meeting of the Council, that verbal advice be notified ASAP to the General Manager but by no later than noon on the day immediately following a meeting of the Council with the Member/s submitting the formal rescission motion duly signed by three (3) Councillors by noon on the third working day following a meeting of the Council. Failure to meet this timetable may see the original resolution actioned.

Clause 28 - Questions with Notice (QWN)
The amended draft Code currently states, in part,
(1) The relevant council officer will endeavour to provide a written response within the business paper at the time of publication, if time permits, or up to Tuesday evening prior to the Council meeting. If an answer cannot be provided in this manner or at the Council meeting the QWN would be taken on notice for a report to a subsequent meeting. Questions With Notice are to be submitted electronically and to be received by the Governance Officer by noon, seven (7) days prior to the Council meeting. Updated versions of items amended after initial publication of the business paper are to be provided to the public gallery.

The above wording implies that only the public gallery in attendance at the meeting would have access to an updated version, whereas Council's electronic business paper allows for the public and Councillors to access any updated items on-line. For clarity, it is suggested that the on-line availability of the reports and any updates be accentuated.

The suggested addition is as follows:
(1) The relevant council officer will endeavour to provide a written response within the business paper at the time of publication, if time permits, or up to Tuesday evening prior to the Council meeting. If an answer cannot be provided in this manner or at the Council meeting the QWN would be taken on notice for a report to a subsequent meeting. Questions With Notice are to be submitted electronically and to be received by the Governance Officer by noon, seven (7) days prior to the Council meeting. Updated versions of items amended after initial publication of the business paper are to be provided to the public gallery at the meeting and are available electronically to Councillors and to the public on-line.

Clause 60 - Tape Recording of meeting of the Council or committee prohibited
The amended draft Code currently states, in part,
(4) In this clause, tape recorder includes a video camera and any electronic device capable of recording speech, whether a magnetic tape is used to record or not.

Given the propensity of mobile phones and the increase in applications available for these devices, it is recommended for clarity that mobile phones be specified within the clause.

The suggested addition is as follows:
(4) In this clause, tape recorder includes a video camera, mobile phone and any electronic device capable of recording speech, whether a magnetic tape is used to record or not.


Public submissions
Five (5) submissions were received as at the closing date of 16 September 2011. The submissions raised three (3) concerns within the amended draft Code. The submissions were provided to Councillors via their Portal.

Clause 7 - Councillor Workshops, briefings and informal meetings (1 comment)
The submission received requested a sub-clause to be added to this clause requiring the meetings outlined to be held within the LGA or in the immediate vicinity. Reference was made to workshops held at the Central Coast and Hunter Valley.
Officer's Response:
Members would be aware that workshops, briefings and informal meetings are generally held on Council's premises on a Wednesday evening as these sessions include a number of short presentations by either consultants or staff and are dealt with generally within a two hour limit. When Council is considering major strategic issues, its Management Plan and the like, a strategic planning workshop may be held over a weekend due to the number or complexity of issues to be addressed. In recent times the strategic planning workshops have been held away from Council to ensure there are minimal disruptions to discussing the business at hand.

Clause 56 - Participation at Council Meetings (4 comments)
The submissions generally refer to sub-clauses 3 & 4 regarding the number of speakers at meetings and the number of times an individual can speak in a calendar year. Reference has also been made that the note at the end of the clause appears to be contrary to the sub-clauses.
Officer's response:
Members would be aware that sub-clauses 3 & 4 are actually notes to the Code and do not form a part of the Code. These notes were included in the Code following a resolution of the Council in December 2010. This matter was affirmed by Council at its meeting on 25 May 2011. Members may recall that former Mayor Clr P Sansom indicated "This change will have minimal affect as recent data indicates more than 90 per cent of people who speak at Council meetings do so only once or twice each year. By making this change, I feel it will create more opportunities for other community members to get involved and encourage a wider representation of the Hurstville community at Council meetings."

Clause 56(1) - Participation at Council Meetings - Requests to speak (1 comment)
The submission received queried how do (Council) get to know what a speakers position is 48hrs in advance.
Officer's response:
Members would be aware that the initial application to address the Council or Committee (excluding DAC) does not require an applicant to state whether they are for or against the matter under consideration, even though the content of the business paper is available several days before the application deadline. Should a number of applicants wish to speak on the same item, it has been customary for officers to contact the applicants to determine their position "for" or "against" the matter. However, it is further noted that there have been several instances where Council has allowed more than one speaker "for" or "against" a motion to address Council, for example Council Meeting 22 September 2010 - NOM018-10 Eggs from Cage-Free Hens. Once a speaker is approved by the Mayor or Chair to speak, the applicant is confirmed by officers. The order of address is customarily in the order of the items on the agenda.

Clause 60/61 - Recording of Council Meetings (1 comment)
The submission received seeks approval for members to record meetings and if not, that Council video them and upload it to a YouTube channel which will assist residents unable to attend Council meetings.
Officer's Response:
Clause 273 (1) of the Local Government (General) Regulation 2009 allows a person to record a meeting of the Council or Committee but only with the authority of the Council or Committee. Members would be aware that Council has moved away from tape recording of meetings (which had previously been used to confirm the accuracy of the minutes) since the implementation of displaying and recording motions on the three large screens for the benefit of Councillors and members of the public by ensuring everyone can view what is being debated and what is resolved. The displaying of motions in this manner negates the need for meetings to be tape recorded.

Amendment to the Code of Meeting Practice
S362 (2) of the Local Government Act states
Adoption of Draft Code
If the council decides to amend its draft code, it may publicly exhibit the amended draft in accordance with this Division or, if the council is of the opinion that the amendments are not substantial, it may adopt the amended draft code without public exhibition as its code of meeting practice.

Conclusion
The review of the Code of Meeting Practice mainly stemmed from the proposal to change the Council/Committee structure by dispensing with the Development Assessment Committee and to have two Council meetings in the one month to increase turn-a-round time for planning matters and to consider other matters that have a time priority whilst minimising the need to call Extraordinary Council Meetings to consider matters of urgency etc.

As the submissions did not raise issues over these aspects, a recommendation for adoption of the amended draft Code is submitted for consideration. As the amendments outlined above and any that may result from the submissions received are not considered to be substantial, the amendments do not require further advertisement.

Council should now consider the submissions received. Following consideration of the submissions, Council may adopt the draft Code with amendments outlined in this report and any further amendments raised at the Council Meeting as its new Code of Meeting Practice. Should Council adopt the amended draft Code the revision markings will be removed in addition to including any further amendments from the Council meeting before the Code is placed on Council's website.


RESOLUTION - CCL

THAT the draft Code of Meeting Practice be adopted, including the amendments outlined in the report or at the meeting.

THAT the requirements for verbal notification of a rescission motion be amended to ‘next business day’.

FURTHER THAT it be noted the new meeting structure will commence from 1 November 2011.
(Moved Councillor P Sansom / Seconded Councillor V Badalati)





APPENDIX
DRAFT Code of Meeting Practice - 2011.pdf


Print
COUNCIL MEETING
Wednesday, 28th September 2011


CCL207-11

MORTDALE BOWLING CLUB - IN LIQUIDATION

Report Author/s

Chief Financial Officer, Ms K Foldi

File

11/844



EXECUTIVE SUMMARY

To update Council on the status of Mortdale Bowling & Recreation Club Ltd now in Liquidation


AUTHOR RECOMMENDATION

THAT the information be received and noted.


REPORT DETAILS

As previously advised, Mortdale Bowling & Recreation Club Ltd (MBC) was placed into Voluntary Administration on 12 April 2011. The Club is located in Jubilee Park, Mortdale adjacent to Boundary Road.

The second meeting of Creditors was held on Friday 29 July 2011. As recommended by the Administrators, Creditors voted to place MBC into Liquidation. Council was thanked by Lawler Partners for their cooperation and willingness to assist through the process of administration.

It is expected that the liquidation will take a number of months to complete. As the only secured creditor Council will be first to receive any funds obtained from the sale of assets held but this is expected to be of minimal value following realisation of costs.


RESOLUTION - CCL

THAT the information be received and noted.

(Moved Councillor A Istephan / Seconded Councillor P Sansom)





APPENDIX


Print
COUNCIL MEETING
Wednesday, 28th September 2011


CCL208-11PRELIMINARY INVESTMENT REGISTER AS AT 31 AUGUST 2011
Report Author(s)Financial Control and Risk Manager, Ms R Matienga
File11/442
Reason for ReportFor information
Existing Policy?YesNew Policy Required?No
Financial ImplicationsYes, within existing program budget
Previous Reports ReferencedNo



EXECUTIVE SUMMARY

The Preliminary Investment Register as at 31 August 2011 is attached


AUTHOR RECOMMENDATION

THAT the report be received and noted


REPORT DETAILS

Total Cash and Investments increased by $8.1M mainly due to the receipt of first quarter rate instalments due at the end of August 2011. The current book value of the securities reflects their fair value assessment as at 30 June 2011 but is still subject to external audit by Hill Rogers Spencer Steer.


RESOLUTION - CCL

THAT the report be received and noted

(Moved Councillor P Sansom / Seconded Councillor A Istephan)





APPENDIX
Preliminary Investment Register Aug 2011.XLS


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL209-11

MANAGEMENT PLAN 2010 -2014 PROGRESS REPORT - FOURTH QUARTER 2010/11

Report Author/s

Manager Corporate Planning, Mr E Mishra

File

09/1305

Reason for Report

For information

Existing Policy?

No

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

The fourth quarter progress report against the Management Plan 2010-2014 is submitted for the information of Council and the community, as required by the Local Government Act (1993).


AUTHOR RECOMMENDATION

THAT the report be received and noted.

FURTHER THAT Council publish the Management Plan Progress Report by posting it on Council's website.


REPORT DETAIL

The Local Government Act (1993) requires that Council prepare and adopt an annual Management Plan and that Quarterly Reports be presented to Council identifying progress against the Management Plan. The current Management Plan was approved on 26 May 2010 - CCL094 - 10 Adoption of Management Plan 2010-2014 and Schedule of Fees & Charges 2010/11. The Management Plan is designed to steer the Work Program over the next four years and to identify specific initiatives to be implemented.

In the 2010/11 financial year, Council recorded an Operating Surplus of $7.5 million, which was $5.6 million above the Adopted Budget. The result benefited from the final instalment of the NSW Transport grant for construction of the new Bus Interchange, improved performance from the investment portfolio and tight control of costs while maintaining day-to-day service levels. For further details, see the Quarterly Financial Review – June 2011.

Significant achievements over the fourth quarter include:


The Management Plan 2010-2014 April - June 2011 Fourth Quarter Progress report is attached.


RESOLUTION - CCL

THAT the report be received and noted.

FURTHER THAT Council publish the Management Plan Progress Report by posting it on Council's website.
(Moved Councillor P Sansom / Seconded Councillor A Istephan)





APPENDIX
Management Plan 2010-2014 April - June 2011 Fourth Quarter Progress.pdf


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL210-11

QUARTERLY FINANCIAL REVIEW - JUNE 2011

Report Author/s

Chief Financial Officer - Ms K Foldi

File

SF11/350

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Yes, within existing program budget

Previous Reports Referenced

No



EXECUTIVE SUMMARY

This report is a review of the fourth quarter's financial performance against the 2010/11 Current Forecast.


AUTHOR RECOMMENDATION

THAT the report in relation to the June 2011 Quarterly Financial Review be received and noted.


REPORT DETAIL

Section 203(1) of the Local Government (General) Regulation 2005 requires that at the end of each quarter a budget review statement be prepared and submitted to Council that indicates the latest estimates of income and expenditure for the year.

An Operating Surplus of $7.5 million was achieved in the year, which was $5.6 million above the Adopted Budget. The result benefited from the final instalment of the NSW Transport grant for construction of the new Bus Interchange, improved performance from the investment portfolio and tight control of costs.

The following table summarises the full year result and compares it to the Current Forecast (which includes March Review Forecast and resolutions of Council since April 2011).



The following table provides a breakdown of key variances that contributed to the Revised Full Year result.



The following Appendices have been prepared in line with new Quarterly Budget Review Statements which will be required by the Department of Local Government in the 2011/12 financial year. The Contracts & Other Expenses Report, which will be part of next year's DLG reporting requirements, is under development with our new financial system - TechnologyOne.

APPENDIX 1 - Report by Responsible Accounting Officer
Council’s Chief Financial Officer, as the Responsible Accounting Officer, advises that the projected financial position is satisfactory.

APPENDIX 2 - Income Statement
The Income Statement shows the 2010/11 Adopted Budget, the Current Forecast and the Actual result for the year. The Income Statement has been prepared in line with accrual-based accounting principles. As such, the Income Statement does not include any funding sources from prior years that have been included in the Program Budget.

APPENDIX 3 – Balance Sheet
The Balance Sheet shows Council's position at the end of the previous Financial Year, the position according to the Adopted Budget and Current Forecast and Actual as at 30 June 2011. This statement has been produced in line with statutory accounting standards.

APPENDIX 4 – Capital Budget
The Capital Budget summarises Council's capital expenditure for 2010/11 in asset groups and capital funding sources. That is; Rates & Charges, Capital Contributions, External and Internal Reserves utilised to fund this expenditure.

APPENDIX 5 - Cash and Investments
The Cash and Investment Statement lists all of Council's External and Internal Reserves, Opening Balance as at 1 July 2010, movements through the year resulting from income and expenditure and the Closing Balance as at 30 June 2011.

APPENDIX 6 - Key Performance Indicators
Key Performance Indicators listed are as per the Department of Local Government Code of Accounting Practice and show ratios for the previous two years, 2010/11 Adopted Budget, Current Forecast and Actual result.


RESOLUTION - CCL

THAT the report in relation to the June 2011 Quarterly Financial Review be received and noted.

(Moved Councillor P Sansom / Seconded Councillor A Istephan)





APPENDIX
Appendix 1 - Report by Responsible Accounting Officer

Signed report by responsible accounting officer June 11 quarterly review.pdf

Appendix 2 - Income Statement

Income Statement June 2011 Quarterly Review.pdf

Appendix 3 - Balance Sheet

Balance Sheet June 2011 Quarterly Review.pdf

Appendix 4 - Capital Budget

Capital budget statement June 2011 Quarterly Review.pdf

Appendix 5 - Cash & Investments

Cash & Investment statement June 2011 Quarterly Review.pdf

Appendix 6 - Key Performance Indicators

Key Performance Indicators June 2011 Quarter review.pdf


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL211-11

ANNUAL FINANCIAL ACCOUNTS 2010/11 FOR AUDIT

Report Author/s

Chief Financial Officer, Ms K Foldi

File

11/458

Reason for Report

For approval

Existing Policy?

Yes

New Policy Required?

No

Financial Implications

Nil

Previous Reports Referenced

No



EXECUTIVE SUMMARY

The statement by Councillors and Management must be provided prior to the completion of the external audit. This report seeks Council's approval to sign the statement and submit the accounts to Council’s external auditors, Hill Rogers Spencer Steer, Chartered Accountants.


AUTHOR RECOMMENDATION

THAT in accordance with Section 413 (2) (c) of the Local Government Act, Council authorises the Mayor, a nominated Councillor, the General Manager and the Chief Financial Officer to sign the 2010/2011 Statutory Accounts.

THAT the Annual Financial Statements for the year ended 30 June 2011 be referred to the Council’s Auditor for audit.

THAT Council delegate to the General Manager the authority to "finalise the date" at which the auditors report and financial statements are to be presented to the public as per Sect 418 (1).

THAT Council delegate to the General Manager the authority to "authorise the year end accounts for issue immediately upon receipt of the auditors report" subject to there being no material audit changes or audit issues, in accordance with AASB 110.

THAT arrangements be made to place copies of the audited financial reports on public exhibition and the necessary advertisements be published.

THAT a copy of the audited financial reports be forwarded to the Department of Local Government.

FURTHER THAT the audited financial reports be presented at a meeting of Council to be held on 2 November 2011 in accordance with Section 418 of the Local Government Act, 1993.


REPORT DETAIL

The Local Government Act 1993 (“the Act”) relating to the preparation of Council’s annual financial reports requires that:

1. Section 413 – A council must prepare financial reports for each year, and must refer them for audit as soon as practicable after the end of that year. Clause 215 of the Local Government (General) Regulation 2005, requires that the Statement under Section 413 (2) (c) on the annual financial report must be made by resolution of the Council and signed by the:
i) Mayor
ii) at least one (1) other Councillor
iii) General Manager
iv) Responsible Accounting Officer.

2. Section 416 – A council's financial reports for a year must be prepared and audited within 4 months after the end of the year concerned.

3. Section 418 – As soon as practicable after Council receives a copy of the Auditor’s report, the reports must be placed on public exhibition and notice given of a meeting at which Council proposes to present its audited financial reports together with the Auditor’s report.

In order to facilitate the public notice, meeting and submission process, it is considered appropriate that Council delegate to the General Manager authority, upon receipt of the Auditor’s Report by Council, to:

  1. Arrange for the public notice of this meeting, in the required format, to be placed in the St George Leader, advising of the meeting at which the Auditor’s Reports will be presented.
  2. Arrange for the Council’s audited financial reports and a copy of the Auditor’s Reports to be made available for public inspection on Council’s web page and at the Council’s Civic Centre and libraries.
  3. List the audited financial reports and Auditor’s Reports on the Agenda for the Council Meeting of the 2 November 2011 for presentation to the public, which allows for the 7-day public notice requirement.

Attached to this report is the Financial Statement required under Section 413 (2) (c) of the Local Government Act and 2010/11 Draft Income Statement and Balance Sheet.


RESOLUTION - CCL

THAT in accordance with Section 413 (2) (c) of the Local Government Act, Council authorises the Mayor, a nominated Councillor, the General Manager and the Chief Financial Officer to sign the 2010/2011 Statutory Accounts.

THAT the Annual Financial Statements for the year ended 30 June 2011 be referred to the Council’s Auditor for audit.

THAT Council delegate to the General Manager the authority to "finalise the date" at which the auditors report and financial statements are to be presented to the public as per Sect 418 (1).

THAT Council delegate to the General Manager the authority to "authorise the year end accounts for issue immediately upon receipt of the auditors report" subject to there being no material audit changes or audit issues, in accordance with AASB 110.

THAT arrangements be made to place copies of the audited financial reports on public exhibition and the necessary advertisements be published.

THAT a copy of the audited financial reports be forwarded to the Department of Local Government.

FURTHER THAT the audited financial reports be presented at a meeting of Council to be held on 2 November 2011 in accordance with Section 418 of the Local Government Act, 1993.

(Moved Councillor P Sansom / Seconded Councillor J Jacovou)





APPENDIX

Attachment 2: 2010/11 Draft Income Statement and Balance Sheet

Attchment 2 - 2010-11 Draft Income Statement and Balance Sheet.pdf

Attachment 1: Financial Statement required under Section 413 (2) (c) of the Local Government Act.

GPFS_10_11 Statement by Councillors and Management.pdf


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COUNCIL MEETING
Wednesday, 28th September 2011



CCL212-11

QUESTIONS WITH NOTICE

Report Author/s

Manager Corporate Governance & Records, Mrs K Garske

File

09/1229

Reason for Report

For information

Existing Policy?

No

New Policy Required?

No

Financial Implications

Nil

Previous Reports Referenced

No



EXECUTIVE SUMMARY

To update Councillors on the status of Questions With Notice raised at previous Council meetings.


AUTHOR RECOMMENDATION

THAT the information be received and noted.


REPORT DETAIL

The Outstanding Questions With Notice report is now submitted as an appendix for the information of Councillors.


RESOLUTION - CCL

THAT the information be received and noted.

(Moved Councillor A Istephan / Seconded Councillor C Wong)





APPENDIX
Questions With Notice - September 2011.pdf


Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL213-11

EASEMENT TO DRAIN WATER OVER COUNCIL PROPERTY, OATLEY

Report Author/s

Commercial Property Manager, Mr G McDonald

File

11/1073

Reason for Report


Existing Policy?


New Policy Required?


Financial Implications


Previous Reports Referenced



AUTHOR RECOMMENDATION

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A(2)(d) it is considered the matter concerns commercial information of a confidential nature that would if disclosed
- prejudice the position of a person who supplied it, or

- confer commercial advantage on a competitor of the council

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it could jeopardise future submissions of detailed information about pricing and operations (and therefore adequate assessments) if tenderers understood that it was Council’s practice to release such commercial information of a confidential nature included in tender submissions.


FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.



RESOLUTION - CCL

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A(2)(d) it is considered the matter concerns commercial information of a confidential nature that would if disclosed
- prejudice the position of a person who supplied it, or

- confer commercial advantage on a competitor of the council

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it could jeopardise future submissions of detailed information about pricing and operations (and therefore adequate assessments) if tenderers understood that it was Council’s practice to release such commercial information of a confidential nature included in tender submissions.


FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.

(Moved Councillor P Sansom / Seconded Councillor W Pickering, OAM)





Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL214-11

PROPERTY MATTER – NEW SUITE LEASE - HURSTVILLE HOUSE

Report Author/s

Manager Property Portfolio, Mr D Vedamuthu

File

C04/2083

Reason for Report


Existing Policy?


New Policy Required?


Financial Implications


Previous Reports Referenced



AUTHOR RECOMMENDATION

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A (2) (c) it is considered the matter contains information that would, if disclosed, confer a commercial advantage on a person with whom council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it relates to a proposal where prior knowledge could confer unfair financial advantage on a person and prejudice Council’s ability to secure the optimum outcome for the community.

FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.



RESOLUTION - CCL

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A (2) (c) it is considered the matter contains information that would, if disclosed, confer a commercial advantage on a person with whom council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it relates to a proposal where prior knowledge could confer unfair financial advantage on a person and prejudice Council’s ability to secure the optimum outcome for the community.

FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.

(Moved Councillor P Sansom / Seconded Councillor W Pickering, OAM)





Print
COUNCIL MEETING
Wednesday, 28th September 2011



CCL215-11

PROPERTY MATTER – LEASE OF 7 DEPOT ROAD, MORTDALE

Report Author/s

Manager Property Portfolio, Mr D Vedamuthu

File

10/1346

Reason for Report


Existing Policy?


New Policy Required?


Financial Implications


Previous Reports Referenced



AUTHOR RECOMMENDATION

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A (2) (c) it is considered the matter contains information that would, if disclosed, confer a commercial advantage on a person with whom council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it relates to a proposal where prior knowledge could confer unfair financial advantage on a person and prejudice Council’s ability to secure the optimum outcome for the community.


FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.



RESOLUTION - CCL

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A (2) (c) it is considered the matter contains information that would, if disclosed, confer a commercial advantage on a person with whom council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it relates to a proposal where prior knowledge could confer unfair financial advantage on a person and prejudice Council’s ability to secure the optimum outcome for the community.


FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.

(Moved Councillor P Sansom / Seconded Councillor W Pickering, OAM)





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COUNCIL MEETING
Wednesday, 28th September 2011



CCL216-11

PROPERTY MATTER – LEASE OF 1 BARRATT STREET, HURSTVILLE

Report Author/s

Manager Property Portfolio, Mr D Vedamuthu

File

04/1080

Reason for Report


Existing Policy?


New Policy Required?


Financial Implications


Previous Reports Referenced



AUTHOR RECOMMENDATION

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A (2) (c) it is considered the matter contains information that would, if disclosed, confer a commercial advantage on a person with whom council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it relates to a proposal where prior knowledge could confer unfair financial advantage on a person and prejudice Council’s ability to secure the optimum outcome for the community.


FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.



RESOLUTION - CCL

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A (2) (c) it is considered the matter contains information that would, if disclosed, confer a commercial advantage on a person with whom council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it relates to a proposal where prior knowledge could confer unfair financial advantage on a person and prejudice Council’s ability to secure the optimum outcome for the community.


FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.

(Moved Councillor P Sansom / Seconded Councillor W Pickering, OAM)





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Confidential
COUNCIL MEETING
Wednesday, 28th September 2011

CCL217-11PROPERTY MATTER - COVENANT OVER 321 FOREST ROAD, HURSTVILLE
Report Author(s)Commercial Property Manager, Mr G McDonald
File11/310
Reason for ReportFor approval
Existing Policy?NoNew Policy Required?No
Financial ImplicationsYes, outside of existing budget
Previous Reports ReferencedYes



AUTHOR RECOMMENDATION

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A (2) (c) it is considered the matter contains information that would, if disclosed, confer a commercial advantage on a person with whom council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it relates to a proposal where prior knowledge could confer unfair financial advantage on a person and prejudice Council’s ability to secure the optimum outcome for the community.

FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.



RESOLUTION - COW

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matter dealt with in this report is to be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A (2) (c) it is considered the matter contains information that would, if disclosed, confer a commercial advantage on a person with whom council is conducting (or proposes to conduct) business.

THAT in accordance with Section 10D, it is considered, that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it relates to a proposal where prior knowledge could confer unfair financial advantage on a person and prejudice Council’s ability to secure the optimum outcome for the community.

FURTHER, THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to this matter be withheld from the press and public.

(Moved Councillor P Sansom / Seconded Councillor W Pickering, OAM)





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COUNCIL MEETING
Wednesday, 28th September 2011


QWN022-11

SUSTAINABILITY HEALTH CHECK

Author/s

Councillor A Wagstaff

File

09/464



COUNCILLOR QUESTION

Has Council completed its Sustainability Health Check? If so, when will Council be briefed of the outcomes?


OFFICER RESPONSE




COUNCILLOR BACKGROUND

On 25/2/09 Council resolved "That Council endorse the Sustainability Health Check framework as described in this report.

Further, that the outcomes of the Sustainability Health Check are the subject of a future briefing to Council."

Following my enquiry in relation to the status of the Sustainability Health Check, I was advised on 28 January 2011:

"While preliminary workshops have been undertaken amongst key staff, the formal assessment phase workshops have not yet been completed. In this regard, the Health Check has been deferred to ensure that it integrates with, and builds on, Councils forthcoming Community Strategic Plan.

Given that the CSP will set the strategic direction for Council in the medium to long term, it is intended that the Health Check process will be used to determine those actions that Council will need to undertake to not only improve its own sustainability, but contribute to the realisation of the communities aspirations as described in the completed CSP. Such an approach was considered an effective way of integrating community and organisational (Council) sustainability objectives and actions.

Following the commencement of the newly recruited Environmental Sustainability Coordinator in early February a new timetable for the completion of the Health Check will be developed to coincide with the finalisation of the CSP process in June 2010."


RESPONSE - CCL


(Moved Councillor A Wagstaff / Seconded Councillor W Pickering, OAM)





APPENDIX


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COUNCIL MEETING
Wednesday, 28th September 2011


QWN023-11

DESTINATION 2036 WORKSHOP IN DUBBO ON 13-14 AUGUST 2011

Author/s

Councillor A Wagstaff

File

11/16



COUNCILLOR QUESTION

Could a report on the Destination 2036 Workshop be provided to Council, showing the points raised by the General Manager and the Mayor?

Did the Mayor and/or General Manager raise the issue of amalgamation?

Did the Mayor and/or General Manager discuss financial sustainability?

What were the main outcomes of the workshop?


OFFICER RESPONSE



General Manager

Mr V G D Lampe
Members are advised

  1. The Mayor of the Day (Councillor P Sansom) and the General Manager participated, at all times, in all the Workshop Sessions.
  2. A Discussion Paper was provided to all Councillors on 27 July 2011 in which the General Manager requested any points that should be raised at the Workshop be provided to him. No points were forthcoming.
  3. A Communiqué from the NSW Government was released at the conclusion of the event and a copy was posted onto the Councillors' portal on 25 August 2011.
  4. The Destination 2036 Outcomes Circular and Report was received by Council on 22 September and posted to the Councillors' portal on Tuesday 27 September 2011. Hard copies were also distributed to Councillors.

Councillors are now able to comment on the Destination 2036 Outcomes Report. Should any Councillor wish to contribute to a collective response from Council, please have comments to the Manager Corporate Governance & Records, Mrs K Garske, by 28 October 2011. Alternatively, Councillors can contribute individually directly to the Project team.


COUNCILLOR BACKGROUND

Mayors and General Managers from across NSW attended the Division of Local Government's "Destination 2036" Workshop, which was held in Dubbo on 17 and 18 August 2011. The Workshop was designed to examine the current workings of Councils and set the strategic future for Local Government in NSW.


RESPONSE - CCL



General Manager

Mr V G D Lampe
Members are advised
  1. The Mayor of the Day (Councillor P Sansom) and the General Manager participated, at all times, in all the Workshop Sessions.
  2. A Discussion Paper was provided to all Councillors on 27 July 2011 in which the General Manager requested any points that should be raised at the Workshop be provided to him. No points were forthcoming.
  3. A Communiqué from the NSW Government was released at the conclusion of the event and a copy was posted onto the Councillors' portal on 25 August 2011.
  4. The Destination 2036 Outcomes Circular and Report was received by Council on 22 September and posted to the Councillors' portal on Tuesday 27 September 2011. Hard copies were also distributed to Councillors.

Councillors are now able to comment on the Destination 2036 Outcomes Report. Should any Councillor wish to contribute to a collective response from Council, please have comments to the Manager Corporate Governance & Records, Mrs K Garske, by 28 October 2011. Alternatively, Councillors can contribute individually directly to the Project team.
(Moved Councillor W Pickering, OAM / Seconded Councillor V Badalati)





APPENDIX


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COUNCIL MEETING
Wednesday, 28th September 2011


QWN024-11

GENERAL MANAGER’S REIMBURSEMENTS – 2 MARCH TO 30 JUNE 2010

Author/s

Councillor A Wagstaff

File

11/598



COUNCILLOR QUESTION

Could a report showing all reimbursements to the General Manager from 2 March 2010 to 30 June 2010 please be provided to the September 2011 Council meeting?


OFFICER RESPONSE



Manager Corporate Governance & Records

Mrs K Garske
A report noting reimbursements for the General Manager for the period 1 March 2010 to 30 June 2010 is appended.


Members are reminded that under the Credit Card & Reimbursements Policy adopted by Council on 25 May 2011 (CCL076-11), the Manager Corporate Governance & Records is scheduled to submit a report on this matter to Council "within two (2) months of September and March to reflect the previous six (6) months".

The report provided to Council on 22 June 2011 (CCL105-11) following the adoption of the Policy retrospectively addressed the reimbursements for the first period (being to March 2011) and noted that there have been no reimbursements made since December 2010, up to the date of the report's publication, being 16 June 2011.


COUNCILLOR BACKGROUND

A report CCL271-10 QWN10-03 - CLR W PICKERING - GENERAL MANAGER'S MONETARY REIMBURSEMENTS showing reimbursements made to the General Manager from 1 March 2009 to 1 March 2010 was provided to Council on 15 December 2010.

One week before the Council meeting on 25 May 2011 I submitted the following Question With Notice:


At the Council meeting on 25 May 2011 reports CCL077-11 GENERAL MANAGER'S REIMBURSEMENTS - JULY TO DECEMBER 2010 and QWN012-11 GENERAL MANAGER'S MONETARY REIMBURSEMENTS showing reimbursements to the General Manager from July to December 2010 were provided.

At the Council meeting on 22 June 2011 a report CCL105-11 QWN012-11 GENERAL MANAGER'S MONETARY REIMBURSEMENTS showing reimbursements to the General Manager from 1 September 2008 to 28 February 2009 was provided.

I note there have been no reimbursements made to the General Manager since December 2010.

However, it appears that a report showing reimbursements to the General Manager from 2 March 2010 to 30 June 2010 has not been provided.


RESPONSE - CCL



Manager Corporate Governance & Records

Mrs K Garske
A report noting reimbursements for the General Manager for the period 1 March 2010 to 30 June 2010 is appended.


Members are reminded that under the Credit Card & Reimbursements Policy adopted by Council on 25 May 2011 (CCL076-11), the Manager Corporate Governance & Records is scheduled to submit a report on this matter to Council "within two (2) months of September and March to reflect the previous six (6) months".

The report provided to Council on 22 June 2011 (CCL105-11) following the adoption of the Policy retrospectively addressed the reimbursements for the first period (being to March 2011) and noted that there have been no reimbursements made since December 2010, up to the date of the report's publication, being 16 June 2011.

(Moved Councillor P Sansom / Seconded Councillor A Istephan)





APPENDIX
Reimbursements - GM - March 10 - June 10.pdf


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COUNCIL MEETING
Wednesday, 28th September 2011


QWN025-11

GENERAL MANAGER'S SALARY PACKAGE

Author/s

Councillor A Wagstaff

File

09/1229



COUNCILLOR QUESTION

What is the total amount of the salary package of the General Manager?


OFFICER RESPONSE




COUNCILLOR BACKGROUND

On 8 July 2011 the Division of Local Government issued Guidelines for the Appointment & Oversight of General Managers. These Guidelines, a copy of which was placed on our portal on 11 July 2011, state:


On 27 July 2011 however, when Council decided to renew the General Manager’s contract, Council did not agree to the total amount of any salary package and the salary package was not reported to the open council meeting. Council simply resolved at the open council meeting,

“THAT Council approve a renewal of contract for a term of five (5) years under the Senior Officers Contract for the General Manager (DLG template) commencing 1 January 2012.

FURTHER THAT the contract be signed under the common seal of Council.”


RESPONSE - CCL


(Moved Councillor A Istephan / Seconded Councillor D Perry)





APPENDIX