(Report by General Manager, Mr V Lampe)

(Report by General Manager, Mr V Lampe)

(Report by General Manager, Mr V Lampe)

(Report by General Manager, Mr V Lampe)

(Report by Director Administration, Mr J Tripp)

(Report by Director Service Delivery, Mr L O'Connor)

(Report by Director Planning and Development, Mr M Watt)

(Report by Manager Environmental Sustainability, Mr I Curtis)

(Report by Sport & Recreation Officer, Mrs C Irwin)

(Report by Sport & Recreation Officer, Mrs C Irwin)

(Report by Sport and Recreation Officer, Mrs C Irwin)

(Report by Sport & Recreation Officer, Mrs C Irwin)

(Report by Sport & Recreation Officer, Mrs C Irwin)

(Report by Sport & Recreation Officer, Mrs C Irwin)

(Report by Sport & Recreation Officer, Mrs C Irwin)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Events and Protocol Officer, Ms H Dickenson-Panas)

(Report by Manager Community Services, Mr D Linden)

(Report by Manager Community Services, Mr D Linden)

(Report by Manager, Library Museum & Entertainment, Ms R Schulz)

(Report by Sport & Recreation Officer, Mrs C Irwin)

(Report by Sport & Recreation Officer, Mrs C Irwin)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Director Service Delivery, Mr L O'Connor)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Manager Library Museum & Entertainment, Ms R Schulz)

(Report by Commercial Property Manager, Mr G McDonald)

(Report by Internal Ombudsman, Mr W Park)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Chief Financial Officer, Ms K Foldi)

(Report by Financial Control and Risk Manager, Ms R Matienga)

(Report by Manager Corporate Planning, Mr E Mishra)

(Report by Chief Financial Officer - Ms K Foldi)

(Report by Chief Financial Officer, Ms K Foldi)

(Report by Manager Corporate Governance & Records, Mrs K Garske)

(Report by Commercial Property Manager, Mr G McDonald)

(Report by Manager Property Portfolio, Mr D Vedamuthu)

(Report by Manager Property Portfolio, Mr D Vedamuthu)

(Report by Manager Property Portfolio, Mr D Vedamuthu)

(Report by Commercial Property Manager, Mr G McDonald)

(Report by Councillor A Wagstaff)

(Report by Councillor A Wagstaff)

(Report by Councillor A Wagstaff)

(Report by Councillor A Wagstaff)

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.

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.

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.

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:

"I would like Hurstville City Council to consider the possibility of allocating the Kingsgrove Colts an additional enclosed ground to play Rugby League in season 2012 and beyond. The Kingsgrove Colts successfully competed in the Bundaberg Red Cup competition in 2011 which is an open aged competition and is controlled by the NSWRL. This competition creates a pathway for players to compete at a higher level and the possibility of playing in the NRL.

The Kingsgrove Colts require the use of an enclosed ground to successfully meet the requirements of the competition and provide a quality surface for senior Rugby League to be played on. The club has 17 teams operating out of the one field (Beverly Hills Park) which has a synthetic cricket wicket in the middle of the playing field and we have simply “run out of room”.

We would kindly ask that Hurstville City Council make serious consideration to our clubs request in assisting the Kingsgrove Colts in acquiring an additional enclosed ground to assist in meeting our requirements. We are open to any other suggestions to meet our needs such as using Hurstville Oval on occasions."

• Peakhurst Park Soccer Field No 5 is currently hired out to St George Soccer Association. The field is used as the home ground for the Under 11s and Under 12s junior association representative teams and is also used for association club games. The length of Peakhurst Field No 5 is too small for a full size rugby league field and therefore unsuitable.
• Olds Park AFL field No 1 is currently hired out to St George AFC and is the only senior AFL field in the Hurstville area. This field is used as the home ground for the St George AFC which is identified as the headquarters of AFL in the Sydney South Area. The installation of rugby league posts on this field would not be practical.
• Kingsgrove Colts previously made requests for the use of Hurstville Oval to play some Bundaberg Cup home games. Under the advice from Hurstville Oval’s Superintendent, who raised concerns that the turfed surfaces, particularly those on the centre wicket square, will suffer excessive wear and tear, Council were not prepared to allow additional games other than those already permitted on Hurstville Oval for the 2011 Winter Sporting Season.

• 12/05/11 – 16/05/11 17/05/11 - Fencing erected the evening of Thursday 12th May up until Monday 16th May. (warning letter issued via email and hard copy)
• 20/05/11 – 22/05/11 Fence erected Friday 20/05 and not removed till Sunday morning 22/05 where the removal was initiated by Council Officers and then completed by the Soccer Club. Council officers were contacted by another Club that was to use the field for a Gala Day that day and the fencing was impeding the event.
• 11/06/11 – 13/06/11 – Fencing in place Saturday 11/06, Sunday 12/06 and not removed until Monday 13/06. ( PIN issued )
• 18/06/11 – 20/06/11 - Fencing in place Saturday 18/06, Sunday 19/06 and not removed until Monday 20/06.
• 1/07/11- 4/07/11 - complaint received 2/07 that fence was erected Friday. (another warning letter issued)
• 15/07/11 - 18/07/11- Fencing in place Saturday 16/07, Sunday 17/07 and not removed until Monday 18/07 (Second PIN issued)

• 9/4/2011
• 23/4/2011
• 30/4/2011
• 14/5/2011
• 21/5/2011
• 11/6/2011
• 13/6/2011
• 18/6/2011
• 2/7/2011
• 16/7/2011
• 30/7/2011
• 20/8/2011

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.

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:

• The 2011/2012 Summer Sporting Season will commence on Saturday, 1st September 2012.
• The 2012 Winter Sporting season will commence on Saturday, 31st March 2012.

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.

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:

• An application for the use of grounds required.
• A copy of the club/associations public liability insurance to the value of not less than $10 million.
• Liquor Licence Applications, as lodged with the Casino, Liquor and Gaming Control Authority, where applicable.
• Signed and sealed ‘Deed of Agreement’.
• A copy of keys to all locks
• An updated list of all contacts

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:

Materials
All line marking must be done in either specific line marking lime or paint. No poison such as glyphosate is allowed for line marking.

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

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:

• Replacement of synthetic cricket practice wickets at Evatt Park and replacement of synthetic cricket wicket cover at Olds Park No 1
• Resurfacing of Gannons Park Fields No. 8 and Penshurst Park Fields Nos 1 & 2
• Replacement of Netball Grass Court at Olds Park No 6
• Replacement of Children's Playgrounds at Stephens Park, Peakhurst Park
• Replacement of Ken Rosewall Tennis Court No.4
• Topdressing at Riverwood Park No 4, Evatt Park Fields 1, Gannons Park Field no 6. and Olds Park grass netball courts 1 to 9
• installation of reversible netball/basketball post on court 10 in Olds Park.

• Topdressing of Gannons Park Fields 1 & 2
• Topdressing of Peakhurst Park Field 1
• Topdressing of Olds Park Soccer Field 3
• Topdressing of Oatley Park Oval
• Resurfacing of Olds Park Field 1
• Resurfacing of Peakhurst Park Field 5
• Reconstruction of Ken Rosewall Court 8
• Replacement of Olds Park Practice Cricket Wickets
• Replacement and extension of Beverly Hills Park Practice Cricket Wickets
• Replacement of Tallawalla Reserve Children's Playground
• Replacement of Cedar Street Reserve Children's Playground
• New Children's Playground Shade Structure at Ruby Wing Reserve
• New Children's Playground at Pole Depot Park
• Wharf repairs at Oatley Park

• Resurfacing of Olds Park Field 1 commencing September with field closure until 1st April 2012 including Cricket Wicket No. 1
• Resurfacing of Peakhurst Park Field 5 field closure until 1st April 2012

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.

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.

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.

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.

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.

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.

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.

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:

"I write in follow up to our discussions regarding Special Olympics Australia and the commencement of a cricket program in the Hurstville Local Government Area (LGA).
Special Olympics is an organisation which provides year round and seasonal sporting opportunities for people with an intellectual disability. It is a worldwide organisation, found in 180 countries. Australia has Special Olympics programs operating in every state and the ACT and offers participation and competition pathways via Regional, State, National and International events.

In NSW, a Special Olympics region which includes the Hurstville LGA was in August 2011 awarded a CDSE grant (Hurstville City Council / Illawarra Catholic Club) to commence cricket. I write on behalf of this region to ask:
Program Launch – Hurstville Oval, Sunday 9 October 2011, 2:30pm – 4:30pm
Outfield use only to run a tabloid of modified games and drills – support from St George DCC
Use of toilets
Hurstville Council Mayor to be invited (or delegated Councillor) and a representative from the Illawarra Catholic Club
Open for males & females with an intellectual disability aged 8 years and over of any skill level

Weekly Program
Mondays 5:15pm – 6:30pm at Peakhurst Park to be used during 2011 school term 4 (commencing 17 October 2011) and 2012 school term 1 (program season finish mid March 2012)
Using synthetic cricket nets, synthetic wicket
Toilet key would be required

This activity is not for profit and is providing a wonderful opportunity for people with an intellectual disability. I also ask that ground fees be waivered – a recent discussion suggested you would recommend this – could you confirm this please?

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.

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:

I write seeking the Council’s continued support and help with the Prostate Cancer Institute segment of the Lugarno Lions Club Spring festival.

Last two years Council has offered great support with $5,000 towards the costs of attracting Olympic class show jumpers and this was so well received and very instrumental to the overall success of the event.

The Lions Festival is a great avenue to not just raise funds but significant awareness for the Prostate Cancer Institute. We are currently fund raising towards the clinical trials unit after the official opening of the Prostate Cancer Institute.

This year the committee will be locating the show jumping arena in the centre of Gannons Park and we have added more events to be staged to give this far greater recognition and exposure.

We have several sponsors that have already committed to support the day and add even more impetus to what we are attempting to achieve. We would therefore be grateful if you could contribute $5,000 once again and we will grant HCC naming rights to the arena with extensive signage and the opportunity to open the show jumping and make the major presentations. You will also be featured in the Leader advertisements with the event.

We will also extend invitations to councillors and staff to attend the VIP area that will also consist of members of the Prostate Cancer Institute and other sponsors.

You can be assured that you will be well identified and have maximum signage of the arena and we will produce this as part of your contribution.

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.

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.

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:

a) the individual concerning being 18 years of age or under
b) the individual being a resident of Hurstville City area
c) the activity being a recognised regional, state, national or international competition or performance
d) the individual being required to submit a report on the results achieved at the competition or performance notwithstanding whether the individual participated on an individual or team basis.

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:

a) the individual concerning being 18 years of age or under
b) the individual being a resident of Hurstville City area
c) the activity being a recognised regional, state, national or international competition or performance
d) the individual being required to submit a report on the results achieved at the competition or performance notwithstanding whether the individual participated on an individual or team basis.

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:

a) the individual concerning being 18 years of age or under
b) the individual being a resident of Hurstville City area
c) the activity being a recognised regional, state, national or international competition or performance
d) the individual being required to submit a report on the results achieved at the competition or performance notwithstanding whether the individual participated on an individual or team basis.

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:

"We, the undersigned Hurstville Ward Councillors, recommend the removal of two (2) lemon scented gum trees from the rear of the above property because of the damage being caused to the pavers and the number of tree branches that fall with the potential risk of endangering the residents. There is also a risk of the tree falling onto the house due to the excessive lean that currently exists. Signed.......Councillor Nancy Liu, Councillor Clifton Wong and Councillor Andrew Istephan."

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

• best practice governance structures
• getting value from audit committees
• internal audit standards and guidelines
• enterprise risk management frameworks and systems
• operation / service delivery reviews
• infrastructure asset management
• streamlining procurement practices

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

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.

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

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.

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.

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

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:

• Completion of the new 86-space car park at the Hurstville Aquatic Leisure Centre. Construction works are underway on the new crèche.
• All projects outlined in the 2010/11 Infrastructure Plus Program were completed.
• Completion of a new 41-space car park in Cook Street, Mortdale.
• The Office of Environment and Heritage provided grant funding of $187,200 to help implement the Peakhurst Light Industrial Stormwater Harvesting and Reuse Scheme.
• Council adopted the Hurstville Community Strategic Plan 2021 (CSP) and the Management Plan 2011-15. The 2021 CSP focuses on community priorities and sets the direction for the Hurstville local government area over the next 10 years.
• The NSW Office of Environment and Heritage approved funding up to $50,000 to assist with a comprehensive Heritage Study Review.
• Introduction of a new electronic Rate Notice service which allows residents to receive notices via Council’s website along with an SMS reminder.
• The 2011 Excellence in Business Awards held on 6 June 2011 recognised and celebrated the success of local small to medium-sized businesses.
• Council held two Citizenship Ceremonies where approximately 130 people received their certificates.
• More than 130 attended a Council Open Day for the Mandarin speaking community held on 18 May 2011.
• Council approved $248,333 in concessional rentals from local organisations intending to hire Hurstville Entertainment Centre and Hurstville City Council facilities.
• The Hurstville Community Development and Support Expenditure (CDSE) Committee allocated nearly $400,000 to 54 community organisations for projects and programs which will benefit Hurstville residents.
• Approximately 2,200 trees and shrubs were planted in bushland areas, streets and parks
• More than 40 people attended Reconciliation Week activities, including an event on 26 May 2011 featuring Aboriginal performers.
• Council received three awards at the 2011 Local Government Cultural Awards ceremony held at NSW Parliament House on 6 May 2011.
• More than 700 students attended the annual St George Career Compass on 7 June 2011 which focused on career pathways, education options, trade and vocation opportunities.
• In total, 547,583 people visited Library, Museum and Gallery facilities in 2010/11. The Penshurst Branch Library recorded its busiest year since 2008 with 110,524 visitors.

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.

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.

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.