Agenda of Ordinary Meeting

UNCONFIRMED MINUTES

OF THE ORDINARY MEETING OF PENRITH CITY COUNCIL HELD IN THE

COUNCIL CHAMBERS

ON MONDAY 25 JUNE 2007 AT 7:33 PM

NATIONAL ANTHEM

The meeting opened with the National Anthem.

STATEMENT OF RECOGNITION

His Worship the Mayor, Councillor Pat Sheehy AM read a statement of recognition of Penrith City’s Aboriginal and Torres Strait Islander Cultural Heritage.

PRAYER

The Council Prayer was read by the Rev Neil Checkley.

PRESENT

His Worship the Mayor Councillor Pat Sheehy AM, Councillors David Bradbury, Lexie Cettolin, Kevin Crameri OAM, Ross Fowler, Jackie Greenow, Susan Page, Garry Rumble, Steve Simat and John Thain.

APOLOGIES

200 RESOLVED on the MOTION of Councillor Jackie Greenow seconded Councillor Garry Rumble that the apologies from Councillors Greg Davies and Mark Davies be accepted.

LEAVE OF ABSENCE

Leave of Absence was previously granted to Councillor Jim Aitken OAM for the period 7 June 2007 to 29 June 2007 inclusive.

Leave of Absence was previously granted to Councillor Karen McKeown for the period 25 May 2007 to 26 June 2007 inclusive.

Leave of Absence was previously granted to Councillor Kaylene Allison for the period 26 May 2007 to 1 July 2007 inclusive.

CONFIRMATION OF MINUTES - Ordinary Meeting - 28 May 2007

201 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Susan Page that the minutes of the Ordinary Meeting of 28 May 2007 be confirmed.

DECLARATIONS OF INTEREST

Councillor Steve Simat declared a pecuniary interest in Item 10 – St Marys Release Area - Public Exhibition of draft Plan of Management for Wianamatta Regional Park, as his employer provides consultancy services to Delfin Lend Lease. He stated that he would leave the Chamber during consideration of this matter.

Councillor Kevin Crameri OAM declared a non-pecuniary interest in Item 10 - St Marys Release Area - Public Exhibition of draft Plan of Management for Wianamatta Regional Park, as he lives in a neighbouring area.

Councillor John Thain declared a non-pecuniary interest in Item 9 – City of Penrith Regional Indoor Aquatic and Recreation Centre Ltd – Subsidy, as he is a Director on the Board of the City of Penrith Regional Indoor Aquatic and Recreation Centre Ltd.

Councillor Ross Fowler declared a non-pecuniary interest in Item 9 – City of Penrith Regional Indoor Aquatic and Recreation Centre Ltd – Subsidy, as he is a Director on the Board of the City of Penrith Regional Indoor Aquatic and Recreation Centre Ltd.

MAYORAL MINUTES

1 Locals receive 2007 Queen’s Birthday Honours

202 RESOLVED on the MOTION of Councillor Pat Sheehy AM seconded Councillor Jackie Greenow that the Mayoral Minute on Locals receive 2007 Queen’s Birthday Honours be received.

2 Council recognised for innovative use of compost

203 RESOLVED on the MOTION of Councillor Pat Sheehy AM seconded Councillor Jackie Greenow that the Mayoral Minute on Council recognised for innovative use of compost be received.

Reports of Committees

1 Report and Recommendations of the Local Traffic Committee Meeting held on 4 June 2007

204 RESOLVED on the MOTION of Councillor Steve Simat seconded Councillor Jackie Greenow that the recommendations contained in the Report and Recommendations of the Local Traffic Committee meeting held on 4 June, 2007 be adopted.

2 Report and Recommendations of the Policy Review Committee Meeting held on Monday 4 June 2007

205 RESOLVED on the MOTION of Councillor Garry Rumble seconded Councillor Kevin Crameri OAM that the recommendations contained in the Report and Recommendations of the Policy Review Committee meeting held on 4 June, 2007 be adopted.

MASTER PROGRAM REPORTS

Leadership and Organisation

1 2007-2008 Management Plan

206 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Susan Page

That:

1. The information contained in the report on 2007-2008 Management Plan be received.

2. The recommended actions, including changes to the draft budget, staff establishment, and tasks as detailed in the report be adopted, and those which relate to variations to the exhibited draft plan, be incorporated into the Management Plan.

3. The 2007-2008 Management Plan, as amended, be formally adopted.

4. Council approve for expenditure the budget as detailed in the 2007-2008 Management Plan, and on that basis formally vote these funds for the 2007-2008 financial year.

5. Those individuals and organisations who made submissions on Council’s Management Plan be thanked for their input and advised of Council’s decision.

6. Those projects in the 2006-2007 Management Plan, which were approved by Council in the March Quarter Review 2007 to be carried forward, be added to the adopted Management Plan and Budget for 2007-2008.

7. A further report be presented to Council providing a detailed response to the issues raised by Mr Bruce Oliver in his submission dated 1 June 2007.

2 Making of Rates and Charges for 1 July 2007 to 30 June 2008

207 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Susan Page

That:

1. The information contained in the report on Making of Rates and Charges for 1 July 2007 to 30 June 2008 be received.

2. Ordinary Rate

In accordance with Section 535 of the Local Government Act 1993, an ordinary rate named Residential ordinary in accordance with Section 543(1) of point four zero two three (.4023) cents in the dollar being ad valorem amount on the land value of all rateable land in the City categorised as residential under Section 493 and that an ordinary rate named Farmland ordinary of point two zero one one five (.20115) cents in the dollar on the land value of all rateable land in the City categorised as Farmland and that an ordinary rate named Business ordinary of point seven two six zero three (.72603) cents in the dollar on all rateable land in the City categorised as business and that an ordinary rate being a subcategory of Business rate named Penrith CBD Rate of point eight three three eight (.8338) cents in the dollar and that an ordinary rate being a subcategory of Business rate named St Marys Town Centre Rate of one point one two one seven (1.1217) cents in the dollar be now made for the period 1 July 2007 to 30 June 2008 subject to a minimum rate under Section 548(5) of six hundred and forty nine dollars ($649.00) in respect of each separate parcel of land categorised as Residential and Farmland and that each separate parcel of land categorised as Business or as a subcategory of Business be subject to a minimum rate under Section 548(5) of the Local Government Act, 1993 of eight hundred and thirty dollars and forty cents ($830.40).

3. Service of Rate Notices

The rate or charge for the 2007-08 rate year be levied on the land specified in a rates and charges notice by the service of that notice, and the General Manger be and is hereby authorised, to prepare and serve such notice for and on behalf of Council.

4. Charges

The charges attached to the report to the Ordinary meeting on 25 June 2007, titled Making of Rates and Charges for 1 July 2007 to 30 June 2008, be made (see attachment).

5. Interest

For the purpose of calculating the interest on overdue rates and charges in accordance with Section 566(3) of the Local Government Act, 1993, Council make the interest charge for 2007-08 ten (10.0) percent per annum.

6. Pension Rebate

All eligible pensioners under Section 575 of the Local Government Act, 1993 be granted a rebate of 50% of the ordinary rate and domestic waste management service up to a maximum of $250.00 under Section 575(3) of the Local Government Act, 1993.

Councillor Kevin Crameri OAM requested that his name be recorded as having voted AGAINST the MOTION.

The City in its Broader Context

3 Penrith Valley Cultural Precinct - grant applications

208 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Steve Simat

That:

1. The information contained in the report on Penrith Valley Cultural Precinct - grant applications be received.

2. An application to the Federal Department of Transport and Regional Services for a $860,000 grant under the Regional Partnerships Program be made.

3. An application to the NSW Department of Utilities, Energy and Sustainability for a $60,000 grant under the Public Facilities Program be made.

The City as a Social Place

4 Youth Week 2007

209 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Steve Simat that the information contained in the report on Youth Week 2007 be received.

5 Community Assistance Program 2006/07 Rolling Component

210 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Steve Simat

That:

1. The information contained in the report on Community Assistance Program 2006/07 Rolling Component be received.

2. Council approve a grant allocation of $1,000 each, to the Mamre Plains Ltd, the Werrington Community Project Inc and Nepean Migrant Access Inc, under the Rolling Component of the 2006/07 Community Assistance Program, for the identified projects.

6 Tender 17-06/07 - Grave Digging Services

211 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Steve Simat

That:

1. The information contained in the report on Tender 17-06/07 - Grave Digging Services be received.

2. L J Follington Constructions Pty Ltd be awarded a contract for grave digging services for a period of 2 years, with an option to extend the agreement for a further 2 x 1 year periods, subject to satisfactory performance, with provision for rise and fall.

3. G A and A P Lane be thanked for their grave digging service to Council and the community.

7 Roadside Trading on Public Land

212 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Steve Simat that the information contained in the report on Roadside Trading on Public Land be received.

8 Penrith Football Stadium Redevelopment

213 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Steve Simat

That:

1. The information contained in the report on Penrith Football Stadium Redevelopment be received.

2. The NSW State Government be thanked for their $5 million contribution to the Penrith Football Stadium Redevelopment.

3. The Penrith Football Stadium Redevelopment Working Party be re-convened for the Stage 2 works, comprising Councillors Lexie Cettolin, Greg Davies and Mark Davies, Mr Alan Travers, Penrith City Council General Manager (or his representative), Karyn Paluzzano MP, Member for Penrith, four (4) representatives of Panthers and one (1) representative of the Penrith Valley Sports Foundation.

4. The Terms of Reference for the Penrith Football Stadium Redevelopment Working Party be:

“To develop and report back to Council on a recommended scope of works for Stage 2 of the Penrith Football Stadium Redevelopment.”

9 City of Penrith Regional Indoor Aquatic and Recreation Centre Ltd - Subsidy

214 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Steve Simat

That:

1. The information contained in the report on City of Penrith Regional Indoor Aquatic and Recreation Centre Ltd - Subsidy be received.

2. An additional subsidy of $98,500 be provided to the City of Penrith Regional Indoor Aquatic and Recreation Centre Ltd for the 2006-07 financial year.

11 Variation of Subdivision Control currently applying to Lot 20 DP 20420 (No. 11) Hornseywood Avenue, South Penrith. Applicant: Mrs Mary Gibbons; Owner: M & T Gibbons DA07/0396

215 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Steve Simat

That:

1. The information contained in the report on Variation of Subdivision Control currently applying to Lot 20 DP 20420 (No. 11) Hornseywood Avenue, South Penrith be received

2. The Common Seal of Penrith City Council be affixed to all necessary documentation to vary the covenant

3. The development application DA07/0396 for dwelling additions on Lot 20, DP 20420, 11 Hornseywood Avenue, Penrith be approved, subject to the following conditions:

Standard Conditions

4.1 A001 – Approved plans

A008 – Works to BCA requirements

A009 – Residential Works DCP

A020 – Use of building

A043 – Air conditioner

B001-B006 – Demolition

D001 - Erosion and sediment control measures

D007 – Filling of land

D009 – Covering of waste storage areas

D010 – Waste disposal

E001 – BCA compliance

E005 – Smoke detector

F006 – Rainwater tank and nuisance

G005 – Rainwater tank plumbing

H01F – Stamped plans and erection of site notice

H013 – Further details of building components

H014 – Slabs/footings

H015 – Termite Control

H022 – Survey

H030 – Roof finishes

H036-H039 – Rainwater tank

H041 – Hours of work

I003 – Road Act condition

K016 – Stormwater

Q01F – Notice of commencement and appointment of PCA

Q05F – Occupation certificate

Special conditions

4.2 Prior to the issue of a Construction Certificate for the development, the variation of the registration on the use of land referred to as (c); in the Section 88b instrument attached to the Deposited Plan 20420 shall be registered with the Department of Lands

The variation of the covenant shall be in terms approved by Penrith City Council in the documentation submitted in support of the development application.

Councillor Steve Simat left the meeting, the time being 8:07 pm.

10 St Marys Release Area - Public Exhibition of draft Plan of Management for Wianamatta Regional Park

216 RESOLVED on the MOTION of Councillor John Thain seconded Councillor Susan Page

That:

1. The information contained in the report on St Marys Release Area - Public Exhibition of draft Plan of Management for Wianamatta Regional Park be received.

2. Council endorse a submission to the Department of Environment and Climate Change on the draft Plan of Management for Wianamatta Regional Park as outlined in the recommendations contained in the report.

3. Council seek the support of the Department of Environment and Climate Change for the detailed Masterplan for Wianamatta Regional Park facilities and infrastructure being prepared and publicly exhibited as a priority and that Council be consulted in this process.

4. Council write to the Commonwealth Government, requesting confirmation that funds of $1.1M will be provided for the erection of feral-proof fencing around the proposed Regional Park.

5. A field inspection of the area be carried out, and maps be provided detailing detention basins, parks and any potential problems.

The City In Its Environment

Councillor Steve Simat returned to the meeting, the time being 8:13 pm.

12 Clean Up of Illegal Dumping on Deerubbin Local Aboriginal Land Council Lands Grant

217 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Jackie Greenow

That:

1. The information contained in the report on Clean Up of Illegal Dumping on Deerubbin Local Aboriginal Land Council Lands Grant be received.

2. Council auspice $50,000 in grant funding to the Deerubbin Local Aboriginal Land Council for the clean up and deterrence of illegal dumping.

3. The Principal of St Paul’s Grammar School be advised of the action to be taken to clean up the site, and be provided with a copy of the report, if required.

13 Energy Savings Action Plan

218 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor John Thain

That:

1. The information contained in the report on the Energy Savings Action Plan be received

2. Council adopt the Energy Savings Action Plan

3. The adopted Plan be submitted to the Minister for Environment and Climate Change for approval.

4. Council write to the Penrith Whitewater Stadium, seeking information as to the feasibility of fitting turbines to the watercourses in order to utilise water to generate electricity.

The City Supported by Infrastructure

14 2007/2008 Auslink National Black Spot Program

219 RESOLVED on the MOTION of Councillor Jackie Greenow seconded Councillor Kevin Crameri OAM

That:

1. The information contained in the report on 2007/2008 Auslink National Black Spot Program be received.

2. Council accept the grants offered under the 2007/2008 Auslink National Black Spot Program, as detailed in the report.

3. Council make representations to both State and Federal Governments, regarding the intersection on Mamre Road, at Lonsdale and Wilson Streets, and also the Sherringham Road intersection at Cranebrook, proposing that these two areas be included in the National Black Spot Program.

4. A further report be provided to Council detailing how the process of obtaining Black Spot funding works and how State Government indicates its support of applications for the inclusion of various roads in the Program.

15 Proposed Closure of Driver Lane, Wallacia

220 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Susan Page

That:

1. The information contained in the report on Proposed Closure of Driver Lane, Wallacia be received.

2. Council endorse the proposed closure of Driver Lane, Wallacia.

3. The Property Development Manager submit an application to the Department of Lands to finalise the closure.

4. The Property Development Manager present a further report to Council after the valuation of the land and pending acceptance by the adjoining owner.

5. The owners of adjoining properties be advised of Council’s intentions in this matter and be provided with a copy of this report.

16 Funding for the Local State Emergency Service to Provide Improved Volunteer Amenities

221 RESOLVED on the MOTION of Councillor Garry Rumble seconded Councillor Jackie Greenow

That:

1. The information contained in the report on Funding for the Local State Emergency Service to Provide Improved Volunteer Amenities be received.

2. Council receive an additional $30,000 in funding for the construction of an amenities building for the Local State Emergency Service.

Leadership and Organisation

17 Pecuniary Interest Returns

222 RESOLVED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Ross Fowler that the information contained in the report on Pecuniary Interest Returns be received.

19 Council Property - Dedication as Road - Lot 184 DP 575962, Forbes Street, Emu Plains. Owner: Penrith City Council - Applicant: Penrith City Council

223 RESOLVED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Ross Fowler

That:

1. The information contained in the report on Council Property - Dedication as Road - Lot 184 DP 575962, Forbes Street, Emu Plains. Owner: Penrith City Council - Applicant: Penrith City Council be received.

2. Lot 184 DP 575962 be dedicated as road.

3. The Common Seal of the Council of the City of Penrith be affixed to all necessary documentation including the Plan of Subdivision.

21 Audit Tender 2007

224 RESOLVED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Ross Fowler

That:

1. The information contained in the report on Audit Tender 2007 be received.

2. The tender from PricewaterhouseCoopers be accepted in accordance with the specifications defined in the tender documentation, and Council appoint the firm of PricewaterhouseCoopers for the period 1 July 2007 to 30 June 2013.

3. The Common Seal of the Council of the City of Penrith be affixed to any necessary documentation.

4. Council officers contact Council’s Controlled Entities to advise them of the tender responses for their consideration.

22 Council Property - Sale of Land in Belmore Street, Penrith

225 RESOLVED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Ross Fowler

That:

1. The information contained in the report on Council Property - Sale of Land in Belmore Street, Penrith be received

2. Council agree to the reimbursement to the Property Development Reserve, from the Penrith Town Centre Section 94 Fund, for the sale of land that has been dedicated for road widening purposes in Belmore Street, Penrith as indicated in the report.

23 Summary of Investments and Banking for the period 1 May to 28 May 2007

226 RESOLVED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Ross Fowler

That:

1. The information contained in the report on Summary of Investments and Banking for the period 1 May to 28 May 2007 be received.

2. The Certificate of the Responsible Accounting Officer and Summaries of Investments and Performance for the period 1 May 2007 to 28 May 2007 be noted and accepted.

3. The graphical investment analysis as at 28 May 2007 be noted.

18 City Operations Directorate Report to end of May 2007

227 RESOLVED on the MOTION of Councillor Garry Rumble seconded Councillor Kevin Crameri OAM that the information contained in the report on City Operations Directorate Report to end of May 2007 be received.

20 Audit Committee

228 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Jackie Greenow

That:

1. The information contained in the report on Audit Committee be received.

2. In addition to the Mayor of the day, or his Councillor nominee, Council appoint Councillors Karen McKeown, Ross Fowler and Garry Rumble to the Audit Committee.

3. The number of independent members be increased to a maximum of three.

4. The section of the Charter of the Audit Committee headed “Audit Committee Membership and Meetings” be replaced with the revised section attached to this report.

5. Council endorse Robert Coombes, Frank Gelonesi and Jayant Gulwadi as members of the Audit Committee.

QUESTIONS WITHOUT NOTICE

QWN 1 Contents Insurance - Bush Fire Brigade Sheds

Councillor Kevin Crameri OAM requested a report to Council on the issue of obtaining contents insurance for donated and purchased equipment stored in Bush Fire Brigade sheds.

QWN 2 Quarries - Rates and Land Valuations

Councillor Kevin Crameri OAM requested a report to Council detailing the reasoning behind the Valuer General’s low valuation of quarry lands in the Penrith LGA, per hectare, and taking into consideration the possibility that this land may be zoned for high density housing in the future.

QWN 3 Road Connecting Erskine Park Employment Area to the M7 Motorway

Councillor Steve Simat requested a report to Council on the status of the planning and funding for the provision of a road to connect the Erskine Park Employment Area to the M7 motorway.

QWN 4 Footpath Paving - Wallacia

Councillor Ross Fowler requested that an amount of $18,000 from South Ward voted works be allocated to footpath paving from the corner of Mulgoa and Silverdale Roads, Wallacia, on the northern side of Silverdale Road, then along Alwyn Avenue, connecting the Caravan Park to existing paving.

229 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Garry Rumble that the matter be brought forward and dealt with as a matter of urgency.

His Worship the Mayor, Councillor Pat Sheehy AM, ruled that the matter was urgent and should be dealt with at the meeting.

230 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Garry Rumble that an amount of $18,000 from South Ward voted works be allocated to footpath paving from the corner of Mulgoa and Silverdale Roads, Wallacia, on the northern side of Silverdale Road, then along Alwyn Avenue, connecting the Caravan Park to existing paving.

QWN 5 Traffic Conditions at Kurrambee School

Councillor John Thain requested that the matter of new traffic conditions at Kurrambee School, regarding parking in Water Street, be referred to the Local Traffic Committee for investigation.

QWN 6 Building Design Awards

Councillor John Thain requested that his thanks be passed on to staff involved in the recent Building Design Awards.

QWN 7 IPART Inquiry into Rail Fares

Councillor David Bradbury requested that Council prepare a submission to the Independent Pricing and Regulatory Tribunal (IPART) in relation to IPART’s current inquiry into rail fares, the submission objecting to any increase in fares on the bases that: (1) no increase in fares should be approved until trains travelling to the outer suburbs of Western Sydney are adequately equipped with heating for the winter and air conditioning for the summer; and (2) patronage levels have been rising in recent years and excessive fare increases will discourage further increases in patronage.

231 RESOLVED on the MOTION of Councillor David Bradbury seconded Councillor Kevin Crameri OAM that the matter be brought forward and dealt with as a matter of urgency.

His Worship the Mayor, Councillor Pat Sheehy AM, ruled that the matter was urgent and should be dealt with at the meeting.

232 RESOLVED on the MOTION of Councillor David Bradbury seconded Councillor Kevin Crameri OAM that Council prepare a submission to the Independent Pricing and Regulatory Tribunal (IPART) in relation to IPART’s current inquiry into rail fares, the submission objecting to any increase in fares on the bases that: (1) no increase in fares should be approved until trains travelling to the outer suburbs of Western Sydney are adequately equipped with heating for the winter and air conditioning for the summer; and (2) patronage levels have been rising in recent years and excessive fare increases will discourage further increases in patronage.

QWN 8 Review of National Framework for Women in Local Government

Councillor Susan Page requested a report to Council on the process of implementation of recommendations for this Council, from the recent Review of National Framework for Women in Local Government.

QWN 9 Water Run-off - Parker Street, Penrith

Councillor Susan Page requested a memo reply regarding a resident’s concerns about rainwater running under their house in Parker Street, Penrith, from a nearby service road.

QWN 10 Speeding Vehicles - Station and Lethbridge Streets, Penrith

Councillor Susan Page requested a memo reply concerning complaints received from residents about speeding vehicles, particularly between 5.30 and 7.30 pm, on Station and Lethbridge Streets, Penrith, and outlining any appropriate speed reduction measures that may be taken in this area.

QWN 11 Availability of Nursing Home Places within Western Sydney for Young People with Disabilities

Councillor David Bradbury requested a report to Council on the availability of nursing home places within Western Sydney for young people suffering from severe and permanent disability, with the report to consider the availability of funding arising out of the recent intergovernmental agreement between the States and the Commonwealth.

Committee of the Whole

233 RESOLVED on the MOTION of Councillor Susan Page seconded Councillor Ross Fowler that the meeting adjourn to the Committee of the Whole to deal with the following matters, the time being 8:53 pm.

1 Presence of the Public

CW1 RESOLVED on the motion of Councillor Susan Page seconded Councillor Ross Fowler that the press and public be excluded from Committee of the Whole to deal with the following matters:

Leadership and Organisation

2 Commercial Matter - Council Property - Acquisition of Land in Lawson Street, Penrith

This item has been referred to Committee of the Whole as the report refers to information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business and discussion of the matter in open meeting would be, on balance, contrary to the public interest.

Leadership and Organisation

3 Commercial Matter - Council Property - Lease of Shop 10, Allen Arcade, 140-142 Henry Street, Penrith

4 Commercial Matter - Council Property - Lease of Shop 8 at Allen Arcade, 140-142 Henry Street, Penrith

The meeting resumed at 9:03 pm and the General Manager reported that the Committee of the Whole met at 8:53 pm on 25 June 2007, the following being present

His Worship the Mayor Councillor Pat Sheehy AM, Councillors David Bradbury, Lexie Cettolin, Kevin Crameri OAM, Ross Fowler, Jackie Greenow, Susan Page, Garry Rumble, Steve Simat, and John Thain

and the Committee of the Whole excluded the press and public from the meeting for the reasons set out in CW1 and that the Committee of the Whole submitted the following recommendations to Council.

CONFIDENTIAL BUSINESS

2 Commercial Matter - Council Property - Acquisition of Land in Lawson Street, Penrith

RECOMMENDED on the MOTION of Councillor Ross Fowler seconded Councillor Susan Page

CW2 That:

1. The information contained in the report on Commercial Matter - Council Property – Land in Lawson Street, Penrith be received.

2. The matter be reported to an Ordinary Meeting of Council.

3 Commercial Matter - Council Property - Lease of Shop 10, Allen Arcade, 140-142 Henry Street, Penrith

RECOMMENDED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Ross Fowler

CW3 That:

1. The information contained in the report on Commercial Matter - Council Property - Lease of Shop 10, Allen Arcade, 140-142 Henry Street, Penrith be received.

2. Council grant Benchmark Resources Pty Ltd a 3 year lease with a 3 year option over Shop 10 at Allen Arcade, 140-142 Henry Street, Penrith in accordance with the terms and conditions as outlined in the report.

3. The Common Seal of the Council of the City of Penrith be placed on all necessary documentation.

4 Commercial Matter - Council Property - Lease of Shop 8 at Allen Arcade, 140-142 Henry Street, Penrith

RECOMMENDED on the MOTION of Councillor Ross Fowler seconded Councillor Garry Rumble

CW4 That:

1. The information contained in the report on Commercial Matter - Council Property - Lease of Shop 8 at Allen Arcade, 140-142 Henry Street, Penrith be received.

2. Council grant Benchmark Resources Pty Ltd a new 3 year lease with a 3 year option over Shop 8 at Allen Arcade, 140-142 Henry Street Penrith, in accordance with the terms and conditions as outlined in the report.

3. The Common Seal of the City of Penrith be placed on all necessary documentation.

ADOPTION OF Committee of the Whole

234 RESOLVED on the MOTION of Councillor Ross Fowler seconded Councillor Steve Simat that the recommendations contained in the Committee of the Whole and shown as CW1, CW2, CW3 and CW4 be adopted.

There being no further business the Chairperson declared the meeting closed the time being 9:04 pm.

*Ordinary Meeting*	*2 July 2007*
*The City as a Social Place*

The City as a Social Place

Seniors Week 2007 "Embrace Life Through Music" Celebration

Compiled by: Athena Kandris, Community Development Officer - Aged and Disability

Authorised by: Erich Weller, Community Development Manager

Strategic Program Term Achievement: Strategies are in place to respond to the social and health needs of the community.

Critical Action: Support community organisations to address the differing needs and issues of the various age groups through Council's policy responses, program initiatives and advocacy.

Purpose:

To inform Council about the "Embrace Life Through Music" 2007 Seniors Week celebration and other activities held during Seniors Week. The report recommends that the information be received.

Background

Seniors Week is celebrated annually across New South Wales, and Seniors Week 2007 was held from 11 to 18 March. The celebrations during Seniors Week encourage the involvement of older people in the community generally, and support their continued participation in local activities. Once again, the theme for this year was ‘Live Life’, and the emphasis was on the contribution that seniors make to family, friends, workplaces and communities.

On Thursday, 15 March, Penrith Council held a special event ‘Embrace Life through music’ for our local senior residents. Council received $1,000.00 from the Department of Ageing, Disability and Homecare (DADHC) to assist with the event.

Council’s Event

A working group consisting of representatives from local government and non-government organisations, senior groups, including Penrith and St Mary’s Senior Citizen Centres, assisted Council staff in organising the event. The expansion of the working group offered an opportunity to build on existing skills and knowledge and fostered new ideas by working on joint projects and building on the capacity of working group members. It aided in strengthening the relationships of the sector and provided the opportunity for new relationships.

Council’s celebration was extremely successful, with over 400 people attending at the Joan Sutherland Performing Arts Centre.

‘Embrace life through music’ aimed to showcase local musical acts across generations and cultures, and incorporate the concept of music for the wellbeing of older people by involving them in the activities.

The Mayor, Councillor Pat Sheehy, formally opened the event and officially launched Seniors Week 2007 in Penrith City.

Students from Cranebrook High School opened the concert with a spectacular and colourful showcase of their multi-award winning Rock Eisteddfod musical and drama performance. This was followed by a dance performance by the Aboriginal Catholic Ministry Dancers made up of mainly Aboriginal elders.

The International Dance Group made up of women from Penrith Older Women’s Network took the audience on a multicultural journey by performing dances from Turkey to Armenia, from Mexico to the South Pacific and from the USA to Israel. This was followed by students from The Maher-Hamilton School of Irish Dance who performed dances they had performed while representing Australia in the Irish National Championships.

Next the St Mary’s Seniors Greek group ‘Enosis’ performed traditional dances from the rugged and mountainous region of ‘Epirus’. The audience then welcomed Robin Howat from the Golden Stave Music Therapy Centre with participants from the Penrith Aged Mobile Service-St Clair Aged and Disabled Day Centre who demonstrated the benefit of music for the wellbeing of older people and people with disabilities by singing and playing instruments.

Penrith Seniors Choir Performing at Seniors Week

One of the major highlights of the concert was the performance by the Penrith Seniors Choir, which was recently formed with the assistance of Penrith City Council and the Joan Sutherland Performing Arts Centre. This successful cultural development outcome was an initiative of the working group who aimed to offer an opportunity for seniors to come together to form a senior’s choir and perform at Council’s Seniors Week event. This became possible with the assistance of the Joan Sutherland Performing Arts Centre who provided a tutor to work with the choir. Consequently, the choir which is made up of 16 seniors rehearses weekly at the Joan Sutherland Performing Arts Centre and hopes to be able to perform at other local events.

The concert came to a close with a sing-a-long by the Penrith Seniors Choir and members of the St Mary’s and District Historical Society, who were dressed in early 1900’s costumes. Participation was invited from the audience.

Master of Ceremonies was Margaret Pope from the local Penrith Music and Comedy Company.

Participants having Lunch at Seniors Week

Council allocated the two Community Access buses to transport seniors to and from Llandilo and St Mary’s Senior Citizens Centre. Additionally, a Great Community Transport bus assisted in picking up and returning seniors.

Evaluation

An evaluation survey was conducted with the working group and identified that the event was very successful and a great concert. Some of the comments were:

“The Joan Sutherland Performing Arts Centre was an excellent venue – for comfort and sound, very central. Feel this is an ideal venue for the Penrith Council’s annual event.”

“Congratulations to everyone – without your help and your commitment the event would not have been such a success.”

“According to St Mary’s Branch CPSA members who attended, everything was excellent.”

“The concert was very, very good. Some said even better than the Sydney Concert.”

“Volunteers worked well together and having the students there to help was great.”

“Having all seniors being seated at the one time for lunch.”

“People seemed happy and enjoyed the day out.”

“I just wish to make a comment about the senior’s concert as that it was my first visit to the Joan Sutherland Centre and I found the venue excellent. We were looked after extremely well by the young boys who looked after us with the morning teas and lunch, they were so well mannered. The concert we did enjoy and in particular the Irish Dancers and the Penrith Seniors Choir.”

“To the Penrith City Council – thank you for the wonderful senior’s week concert. Thank you to the person who organized it. Thank you for the morning tea and the very nice lunch. I enjoyed the morning so much.”

“The recent concert and luncheon held at the Joan Sutherland Performing Arts Centre on Thursday 15^th March, for Seniors Week was very successful and enjoyed by an audience of 400 people. They were very supportive of the local amateur performers which consisted of the very young to the more elderly of the district. It was encouraging to see all age groups participating on the day in such a pleasant venue of which Penrith can be proud. The council can be applauded for organizing the whole day.”

The evaluation survey was also valuable in gathering comments about ways in which the celebration can be improved for next year’s event.

Seniors Week Grants

Council allocates funds each year through the Seniors Week Grant Program to assist community-based groups in organising activities during Seniors Week for older residents in the community. At the Ordinary meeting on 12 February 2007, Council allocated $6,500 to fund nine (9) local community organisations to assist in the delivery of projects during Seniors Week.

The range of events showcased the skills of older people, their participation, and their contribution to the community. The following activities and organisations indicate the range of activities in 2007:

· Catholic Parish of Holy Spirit St Clair hosted a morning and afternoon tea, together with lunch at Mamre Homestead and a sing-along by local school students;

· The Anglo-Indian Association of NSW held a multicultural day of entertainment for senior residents of Erskine Park;

· National Seniors Association Penrith Nepean had a coach trip to Nan Tien Temple in Wollongong with morning tea and lunch.;

· St Mary’s Combined Pensioners and Superannuants Association (CPSA) of NSW Inc held an Ecumenical Church Service with refreshments and a variety of activities;

· St Mary’s CPSA of NSW Inc held a cultural event with a mix of Greek/Australian music, food and other activities;

· South Penrith Community Project hosted a seniors morning tea and luncheon including entertainment. Seniors participated in various activities;

· Werrington Community Project Inc held its annual seniors arts and craft Expo, with a special 10th year celebration featuring arts and crafts done by local people, 55 years and over;

· Nepean Voluntary Aid Red Cross celebrated 50 years in Penrith by holding a luncheon to recognise the contribution that volunteers make in our community.

Council had allocated funds to Nepean Retired Men’s Club Inc to hold an Older Men’s ‘Wellness’ and Information Session but, due to issues with the organisation of proposed activities, the event was unable to proceed.

The funds were consequently put towards the additional costs of Council’s event ‘Live Life through music’ which included the hiring of additional tables and chairs.

Evaluation was sought from all groups who received grants to assist with planning for Seniors Week 2008. The feedback has been very positive. Events were well attended, often exceeding the expectations of organisers. The events have been a great opportunity for seniors to participate in activities, interact with other groups and learn from each other.

Conclusion

Seniors Week offers organisations and individuals the opportunity to become involved in

programs to celebrate the contribution seniors make to communities. Council’s 2007 successful event ‘Embrace Life through music’ acknowledged and celebrated the contribution older people make to communities, but it also highlighted the importance of music for the well-being of older people by involving them in the activities. It was a day filled with music, dance, sounds, laughter and celebration which involved local performers across generations and cultures and the assistance of local volunteers and school children.

Additionally the eight (8) community-based groups who organised activities during senior’s week showcased the skills of older people and their contribution to the communities. The activities encouraged the involvement and participation of local school children, volunteers, older people from culturally and linguistically diverse backgrounds and older people with disabilities.

As indicated earlier, all events were successful. Seniors Week 2007 has been a valuable opportunity for seniors to participate in activities with other groups.

Certificates of Appreciation and letters were forwarded to students who volunteered at Council’s event ‘Embrace Life through music’. Letters of appreciation together with a disc of photos taken of the event were also forwarded to performers and working group members. Lastly letters of gratitude were forwarded to local businesses which contributed to making the event a success.

RECOMMENDATION

That the information contained in the report on Seniors Week 2007 "Embrace Life Through Music" Celebration be received.

ATTACHMENTS/APPENDICES

There are no attachments for this report.

*Ordinary Meeting*	*2 July 2007*
*The City in its Environment*

The City in its Environment

Civic Waste Collection and Disposal Tender

Compiled by: Geoff Brown, Waste Management Co-ordinator

Authorised by: Barry Ryan, Waste and Community Protection Manager

Strategic Program Term Achievement: Waste to landfill and indiscriminate dumping are significantly reduced and resource recovery is optimised.

Critical Action: Develop and implement service systems to complement waste reduction strategies and satisfy community needs.

Previous Items: Domestic Waste Contract Tenders - Ordinary Meeting - 5 March 2007

Additional Information on the Domestic Waste Contract Tenders - Ordinary Meeting - 5 March 2007

Purpose:

To provide a further report to Council on the Civic Waste and Collection and Disposal Tender as a consequence of correspondence being received from Grundy's Waste regarding additional information to their tender. The report recommends the preferred tenderer for the Civic Waste Collection and Disposal Contract be SITA Environmental Solutions.

Background

At the Ordinary meeting of 5 March 2007, Council considered a number of non domestic waste tenders, including the Civic Waste Collection and Disposal Tender. The report on the Civic Waste Collection and Disposal Tender recommended that SITA Environmental Services (SITA) be appointed as the preferred tenderer for this service. Although SITA did not have the lowest tender ($2,871 per annum more than the lowest tenderer being Grundy’s Waste) they provided a tender that satisfied all of the evaluation criteria.

The tender evaluation team considered that SITA provided the best overall tender, and while not the lowest tenderer, provided a competitive price, and has the capacity and resources to provide both Garbage and Recycling Services as specified in the tender.

It was resolved however, as a result of correspondence (provided on the evening of the Council meeting) from one of the tenderers, being Grundy’s Waste, that a further report be presented to Council on the tender for Civic Waste Collection and Disposal Services.

Civic Waste Services

Civic Waste Services are garbage and recycling services provided to Council properties throughout the city. These properties include the Civic Centre and Library, Childcare Centres and Pre-Schools, Community Centres, Recreational Facilities, State Emergency Services, Rural Fire Services and facilities for street cleaning services.

These properties and facilities currently receive waste and recycling collection services using bins ranging in capacity from small 240L mobile garbage bins up to large 4500L waste containers. There are currently 58 Council properties provided with these services, of which 87% of the properties utilise the large waste containers. The remaining 13% utilise the small 240L mobile bins, most of which are provided at Penrith and St Marys Cemeteries.

From a logistical approach, to service the different bin categories and waste categories it would be necessary to have at least a front lift truck for the large waste containers and a rear lift truck for the small 240L mobile bins, remembering that each truck will need to collect and dispose of both garbage and recyclables in separate collection programs or provide two separate fleets of trucks to perform the service.

Payment for these services comes from the budgets of the respective Council departments receiving these services.

Correspondence from Grundy’s Waste

Correspondence received from Grundy’s on 5 March provides the following information:

1. Grundy’s Waste is a locally owned and operated business, not foreign owned and employs their people.

2. Grundy’s Waste has recently purchased a Rear Loader Truck which has put Grundy’s Waste in a much better situation for the small part of the tender for the 240 and 660 carts.

3. Grundy’s Waste is currently doing and has been for a couple of years, on going work with the Council at their Works Depot at Copeland Street, Kingswood and also their other tip off point at Werrington Road, Werrington. Also the costing of this work equates to around the same as the costing of this tender.

4. Grundy’s Waste has proven to be a reliable and efficient service for this period of time and currently uses Penrith City Council as one of our references when applying for other work.

5. Grundy’s Waste was the cheapest price, understanding that doesn’t mean that we should win, but a local business comes a long with a pricing structure (understanding that at the time of the tender application, Grundy’s Waste did not own a Rear Loading Vehicle, but now do) shouldn’t the local business be given a shot at the small part of the tender.

6. Question was asked about how could Grundy’s Waste offer such cheaper rates for the 240 carts in general waste and also in Recycling. Our answer to that is Grundy’s Waste are very keen to build on a working relationship with their local Council and is willing in areas to find tune margins, a bigger advantage of being the smaller business, less overheads.

7. Grundy’s Waste is a growing business, hence since the application for this tender Grundy’s Waste has purchased a Rear Loader, another Hook Lift truck and Dog Trailer and recently purchased a brand new Vacuum Tanker. Grundy’s Waste will continue to grow.

Grundy’s Waste understands that the Council’s decision is final after tonight and can find no discrepancies with the tender information on the Web.

Grundy’s Waste would just like the Council to please take into consideration the working relationship that this local business is keen to build with there local Council.

Tender Process Overview

Tenders were invited for the Civic Waste services on 15 August 2006, and closed on 17 October 2006. The tenders were evaluated by the Tender Evaluation Team, comprising the Waste and Community Protection Manager, Waste Management Co-ordinator, Waste Education Officer and Financial Accountant - Entities. An overview to the process was provided by Council’s legal Officer.

As a part of the evaluation process, interviews were conducted with the short listed tenderers, being SITA Environmental Solutions and Grundy’s Waste. The matter was then reported to Council on 5 March 2007.

On the evening of 5 March 2007, prior to the Council meeting, correspondence from Grundy’s Waste, regarding their tender, was received. As a result of this correspondence, Council resolved that a further report be provided.

The information contained in the letter from Grundy’s Waste (as detailed above) provided no additional information relevant to their tender, other than that they had recently purchased an additional truck. As a result of this, Grundy’s Waste advised that this additional truck would place them in a much better situation for the small part of the tender which deals with the emptying of the 240L mobile bins (this information comes five months after close of tenders and three months after interviews with Grundy’s Waste and SITA).

A meeting was held with Grundy’s Waste representatives, as a result of Council requesting a further report on this matter. This meeting was conducted in conjunction with Council’s Legal Officer, Waste and Community Protection Manager and Waste Management Co-ordinator. The outcome of this meeting provided no additional information relevant to the tender process that would change the evaluation of this tender.

Grundy’s tendered price for the small 240 litre bin service was very low, which is likely to encourage the take up of this service in lieu of large waste containers which are predominantly used for this service. This issue was put to Grundy’s representatives at this meeting.

At this meeting Grundy’s indicated that if there was a substantial take up of the small 240 litre mobile bin service then they would require a price increase for this service, i.e request a variation to the contract.

Criteria Used to Evaluate the Tender

The criteria to evaluate the tender included Value for money, Management skills, staff and other resources, Vehicles Plant and Equipment (including Depot and facilities), Customer Service, Occupational Health and Safety, Service delivery and capacity, Industrial Relations and Financial capacity.

SITA Environmental Solutions satisfied the evaluation team with respect to each of the criteria. The evaluation team however, had concerns regarding the criteria Value for money, Vehicles Plant and Equipment, Service delivery and capacity and Financial capacity, with respect to the Grundy’s tender. These issues will be detailed below.

Value for money - Whilst Grundy’s tender price for the main component of this contract is comparable to that of SITA’s, their price for the small 240L mobile bin component of the contract is very low, and it would appear that the price for these services would barely cover disposal costs let alone costs for bin supply, labour, fuel and oil.

The tender price for the component of this tender being the small 240L Mobile bins is so attractive that Council Childcare Centres and other Council properties (currently using large waste containers) may wish to avail themselves of the 240L mobile bin service, in lieu of the large waste containers, for cost savings and convenience. If Grundy’s Waste was awarded the contract, the low cost of the 240L mobile bin component of this service could prove to be financially unviable and may have an impact on their financial capacity to deliver these services.

Recent discussions with the management of Grundy’s Waste indicated that, should the service for the small 240L mobile bin component of this contract increase, then Grundy’s Waste would need to increase the price for this service i.e. request a variation to the contract.

For comparative purposes, if this (the small 240L mobile bin component) component of the Civic Waste collection tender was removed, then SITA would be the lowest tenderer by about $3,800 per annum for the primary portion of the contract.

Vehicles Plant and Equipment – Grundy’s Waste advised in their tender that this contract is a one man one vehicle operation, and a back up vehicle and drivers are available if required. Grundy’s Waste nominated a front lift truck for the performance of this service, and a spare front lift truck as back up. This type of garbage truck is suitable for emptying large waste containers, and is not ideal for emptying the small 240L and 660L mobile bins. Grundy’s Waste did not have any other truck resources for the servicing of all the bins that Council currently utilises.

The new truck nominated in Grundy’s letter (referred to previously in this report) is suitable for the emptying of small 240L and 660L mobile bins; however, Grundy’s have no suitable back-up vehicle in the event of breakdown or other circumstances where this truck is not available.

Council utilises large waste containers for 2 different waste streams, being garbage and cardboard, and uses the smaller mobile bins also for 2 different waste streams, being garbage and commingled recycling.

The truck nominated in Grundy’s tender is not ideal for all different types and sizes of bins, whereas SITA has Garbage and Recycling trucks for the bin sizes and waste types to be collected and has an extensive commercial fleet of trucks as back up.

Logistically SITA are in a better situation to provide this service under this contract due to their truck resources, i.e. variety and number.

Service delivery and capacity – As Grundy’s Waste had nominated only one truck to perform these services (front lift truck suitable for large waste containers), it was considered that the logistics of performing the service, (given that there are two bin categories and two waste streams for each bin category) would prove very difficult.

SITA, on the other hand, has nominated trucks suitable for the collection of the various bin sizes and waste types, and has an extensive commercial fleet of trucks as back up in the event of breakdown or service growth.

In discussions with Grundy’s Waste, it was indicated that their core business is the provision of hook lift waste containers (waste containers up to 30m³ in capacity). Their tender confirmed this, identifying 6 hook lift trucks and 2 front lift trucks, the 2 front lift trucks being appropriate for servicing the large waste containers under this contract.

SITA however, has a large commercial fleet of garbage and recycling trucks for the collection of the different types of waste and recyclables under this contract, and also has back up trucks and support staff in the event of breakdown or staff absence.

Financial capacity – a Financial Risk Assessment by Council’s consultant Risk Manager has been conducted for SITA and Grundy’s Waste. Details of the financial analysis is provided under cover of a confidential memorandum to Councillors. SITA and Grundy’s Waste financial standing have been assessed as strong and satisfactory respectively.

Legal Officer’s Comment

Council has an obligation to assess the tenders in accordance with the criteria. This ensures that there is fair process for all. I am of the opinion that the report represents a fair and impartial assessment by the Council staff. It is open to the Council to take a different view, but Council must ensure it is fair in its assessment. It seems that in this process all are bound by the criteria set, which must be used to assess the outcome.

Evaluation Summary

Further consideration has been given to the tenders of both SITA and Grundy’s Waste, as a result of correspondence being provided by Grundy’s Waste. The correspondence was received over 5 months after close of tenders, and after a report to Council (to determine the tenders) had been released (on Council’s web site) for view by the community, four days prior to the scheduled meeting on 5 March 2007.

In the interest of maintaining a level playing field, one may argue that it is unfair to allow the extra truck to be considered. If Council did do this, then all tenderers should be allowed the same opportunity.

It is considered that SITA Environmental Solutions has provided the best overall tender, with a competitive price, and logistically is in a much better position to provide the service for Council. SITA has the capacity and resources to provide both garbage and recycling services for the small 240L mobile bin services and also the large waste container service. SITA’s financial standing is also strong and has a minimal insolvency risk.

It will be recommended that SITA Environmental Solutions be nominated as the preferred Tenderer for Civic Waste Collection and Disposal and that contract negotiations be conducted with this organisation.

RECOMMENDATION

That:

1. The information contained in the report on Civic Waste Collection and Disposal Tender be received.

2. SITA Environmental Solutions be appointed as the preferred tenderer for Civic Waste Collection and Disposal Services.

3. The Waste and Community Protection Manager, in consultation with the Legal Officer, be authorised to negotiate contracts consistent with the report presented to Council at its Ordinary meeting of 5 March 2007.

ATTACHMENTS/APPENDICES

There are no attachments for this report.

*Ordinary Meeting*	*2 July 2007*
*Appendix 1 - Sponsorship proposal from Australian Dragon Boat Federation for World Dragonboat Championships*

Dragons Downunder Pty Ltd.

_____________

ACN 121 171 766

AusDBF Members

Canberra Dragon Boat Assoc

Dragonboat Assoc of SA

Dragon Boats NSW

Dragon Boats NT

Dragon Boat Federation WA

Queensland Dragon Boat Federation

Victorian Dragon Boat Assoc

Dragons Abreast Australia

Associate Members

Tasmanian Dragon Boat Federation

___________

2007 Organising Committee

Championships Director

Jon Taylor

Technical Director/Assisting Championship Director

Melanie Cantwell

Directors

Akal Khalsa (Medical)

M Lee (Volunteers)

C Osman (Ceremonies)

C Wong (Transport)

H Wong (Site)

S Wong (Admin)

____________

Correspondence

PO Box 3329

Nth Strathfield NSW 2137

Australia

J Taylor: 0412.041272

M Cantwell: 0418.480731

Fax: (02) 9746 3214

Website: dragonboat07.com.au

20^th May 2007

Paul Page

Marketing Supervisor

Penrith City Council

PO Box 60

Penrith NSW 2751

RE: SPONSORSHIP PACKAGE FOR THE 2007 WORLD DRAGON BOAT CHAMPIONSHIPS

Background

The 8^th IDBF (International Dragon Boat Federation) World Dragon Boat Championships are to be held in Australia for the first time. The event is to be run at the Sydney International Regatta Centre, Penrith from 19^th – 23^rd September 2007.

The World Championships are only held every 2 years and Australia was awarded the right to host back in 2003 and has been working on the Championships ever since.

The schedule for the week will be as follows:

DATE	Schedule
Sun 16^th Sept	Arrival of International Teams
Mon 17^th Sept	Team training sessions Sightseeing tours
Tue 18^th Sept	Team training sessions Sightseeing tours
Wed 19^th Sept	Team training sessions PM – Opening Ceremony
Thu 20^th Sept	1000m racing all categories
Fri 21^st Sept	AM – IDBF Council meeting PM – 500m mixed racing
Sat 22^nd Sept	200m racing all categories
Sun 23^rd Sept	500m racing open/women all categories PM – After Party
Mon 24^th Sept	Departure of all teams

Currently the Championships have received entries from the following countries for participation:

Country	No of participants	Accommodation
Australia	500	Chifley and Penrith Valley Inn
Canada	350	Parramatta
China	196	Booked own
Germany	193	Nepean Shores Resort, Penrith
Great Britain	140	Log Cabin, Quality Inn Penrith and Parramatta
Hong Kong – China	60	???
Japan	83	Parramatta
Macau-China	60	Blacktown
New Zealand	252	Windsor + all over
Philippines	50	Blacktown
Poland	25	Wentworthville
Switzerland	25	Blacktown
Ukraine	25	Wentworthville
USA	365	Parramatta
Volunteers	400	Parklea Garden Village
IDBF Officials	25	Chifley Penrith

As you can see we have utilised all the accommodation that was available to us in the area.

We are still waiting to hear from Italy, Singapore, South Africa and Russia.

The Championships Committee intends to utilise as much as possible local resources hence have been working closely with companies such as Penrith Party Hire, Muru Mittigar, and Panthers already.

As this will be the first time for many of these athletes to come to Australia, the Championship committee has been working very hard to put on a good event for them.

This is a very exciting opportunity to have all these countries visiting shores, but also the competition is going to be incredible. For that reason we envisage that the event will attract lots of spectators both from within the dragon boat community around Australia and locally.

The sport of dragon boats is very unique in so much as it is not only a sport of the highest calibre but is very culturally diverse with many traditions. The fact the sport is open to both and men who are able to compete side by side is very unique in the sporting area.

The World Championships is going to bring a lot of money into the local economy, whether it is through the accommodation, dining, Shopping centres, tourist attractions, transport – you name it.

The Championship Committee are already a long way into the organising for the event and in fact used the National Championships recently held at Penrith during Easter as a trial run for the World Championships. The feedback from the athletes that attended was it was the best National Championships ever! As an aside NSW has put in a bid to host the 2008 National Championships again.

The Championship Committee are now having fortnightly meetings (which anyone from Council is invited to attend)

Budget

1. The budget has been reviewed numerous times for the Championship committee and final approval of the budget lies with the International Dragon Boat Federation.

2. The World Championships event is being underwritten by the Australian Dragon Boat Federation.

3. Currently the budget for the event is being worked on strictly volunteer basis (no paid staff).

4. The committee would be happy to forward this to you at any time

The World Championships Committee is very excited and looking forward to the prospect of working with Penrith City Council for this event.

Currently Eco Point Resorts and NSW Major Events are the events Titanium Sponsors. We would be delighted if Penrith City Council would come on board as a Platinum Sponsor.

The Championship Committee would like to recommend the following package:

In kind support - $15k

1. Penrith City Council would host all the IDBF Officials and sponsors to a Civic reception

2. Distribution of leaflets and posters to various Council venue’s, including visitor Information centre

3. Inclusion in Council’s official “What’s on” information distributed in hard copy and on line

4. Banners down High Street promoting the event with PVC and Event logo on them

5. Discount vouchers to the stores in the local area (to be given to the athletes)

6. Invitation sent to all the schools in the local area to attend the event on Thurs or Fri as a school excursion

7. Assistance with any promotion on the local radio or local papers

(Panthers magazine, Historic Windsor Paper, Blue Mountains Tourist Newspaper, Penrith City Star, The Western Weekender, Penrith Press)

8. Gifts for the athletes – e.g. a water bottle with the Penrith Valley branding and Eco friendly bags “souvenir show bags” that each athlete would be given. (we already have quotes and a supplier for these) (water bottles $2.20 each and bags $1.30 each)

9. Supply of promotional kits for the athletes

Cash Support - $25k

This contribution would be used for items like:

1. Water for all the athletes (2000 dozen) for the 4 days and volunteers (450 dozen) this could certainly have Penrith Valley branding on them

2. Infrastructure – portaloo’s, fencing, barricades (fencing could certainly have the PVC branding on it)

3. Lunch for the athletes and or volunteers each day

4. Lanyards with Penrith valley branding which will used for all the photo ID’s for the athletes., officials and volunteers

In Return

1. Advert in the official event program (in good faith an advert went in the Official event for the

National Championships – April 2007)

2. Signage on both sides of one dragon boat (In good faith this has already been completed and was

used at the National Championships in April 2007)

3. Use of Penrith Valley /Penrith City Council logo on all materials and on official website

(www.dragonboat07.com.au)

4. Article in an issue of the “Drum Downunder” – This goes out monthly to all the athletes attending the World Championships.

5. Penrith Valley display banners at the event

6. Daily hospitality passes to the VIP area and Opening ceremony (10 per day)

7. Invitations were issued to the VIP function for the National Championships in April 2007 in good faith

8. 1 x Team building activity for staff (at a mutually agreed time)

9. Display stand during the Championships in the Cultural village

10. Mayor to present championship medals in one category during the Championships

11. Mayor to speak at the Opening Ceremony

12. Mayor to be part of the Official Closing for the Championships

The Championship Committee look forward to a favourable reply

Yours Sincerely

Melanie Cantwell

Assisting Championship /Technical Director

Mob: 0418 480 731

Email: president@dragonboatsnsw.org.au

*Ordinary Meeting*	*2 July 2007*
*The City Supported by Infrastructure*

The City Supported by Infrastructure

Grading of rural road shoulders in Berkshire Park and Llandilo and status of Llandilo Trunk Drainage Scheme

Compiled by: Hans Meijer, Asset Systems Engineer

Gowry Gowrythasan, Civil Operations Engineer

Glenn Mallard, Design Co-ordinator

Authorised by: David Burns, Director - City Operations

Requested By: Councillor Kevin Crameri OAM

Strategic Program Term Achievement: An asset management strategy is in operation for civil infrastructure that optimises its use and maintains it to agreed standards fit for its contemporary purpose.

Critical Action: An Asset Management Strategy for civil assets is developed, maintained and implemented.

Purpose:

To advise Council of the current procedure of grading of rural road shoulders in Berkshire Park and Llandilo and the status of the Llandilo Trunk Drainage Scheme. The report recommends that the information be received.

Background

Rural road shoulder grading

Councillor Kevin Crameri OAM, on 18 June 2007, requested a report to Council on how Council currently handles the grading of road shoulders in Llandilo and Berkshire Park.

There are currently 43km of local sealed roads and 14km of regional sealed roads in Berkshire Park and Llandilo. Council has undertaken, over several years, to widen the sealed pavements along the regional rural road network in Llandilo and Berkshire Park to between 8 and 9m. The remaining sealed rural local roads within Llandilo and Berkshire Park are generally 5-6m in width.

Historically, Council has graded table drains frequently, resulting in sediment entering waterways. As an environmentally aware Council, routine grading of road shoulders is no longer conducted. The NSW Roadside Environment Committee also discourages the disturbance of vegetation along the roadside, as sediment may be mobilised and washed downstream. Removal of the established vegetation encourages weeds, which compete with regeneration and existing native trees, shrubs and groundcovers.

Current Situation

Council currently operates a single construction grader. This grader is used to grade the remaining 14km of unsealed Council roads, prepare carparks for sealing, and assists in road reconstruction and construction works. The majority of road shoulders are not suitable to be graded by this grader due to its size. There are currently in excess of 478km of unsealed road shoulders within the rural road network.

The recent storm and rain events during June have highlighted several road shoulder locations where water has travelled along the road pavement instead of along the table drains.

During the recent storm events throughout Berkshire Park and Llandilo, Council’s after hours call-out staff identified several locations where water was temporarily flowing along the road pavement. It was noted by these staff that the majority of this water was no longer on the road after the rain stopped. This is similar to urban drainage, where the urban system is designed for specific storm events only and anything above that flows within the street.

Council’s call-out staff have also identified and prioritised works in Llandilo and Berkshire Park, following the February storms. The Works Coordinator – Drainage Maintenance sent letters to 11 properties in Llandilo, following concerns raised during the February storm event. Three responses have been received to date, as a result of these letters, and authorisation to enter private property by the property owners to maintain the channels has been granted.

The identified works, which included mowing of drains, grading of selected shoulders, improving table drains and cleaning culverts, have been completed at the following locations:

· Second Avenue, between Seventh Avenue and Fifth Avenue;

· Second Avenue, between Eighth Avenue and Ninth Avenue;

· Fourth Avenue, between Third Avenue and The Northern Road;

· Seventh Avenue, between Second Avenue and Third Avenue;

· Eighth Avenue, between Second Avenue and Third Avenue;

· Ninth Avenue, 100m south of Eighth Avenue;

· Intersection of Second Avenue and Eighth Avenue;

· Mayo Road - entire length;

· Llandilo Road mowing of drainage channel between Fourth Road and Richmond Road.

Additional routine maintenance works are programmed in these suburbs, and have been prioritised with other drainage issues identified across the remaining rural suburbs. Council’s Civil Operations Engineer is currently in the process of re-allocating the workforce to increase the staff available to respond directly to drainage issues.

Where water was identified in the rural area as flowing along the street, it was frequently where property owners appear to have installed undersized pipe crossings within the table drain to provide access to their property. Material from property owners’ unformed driveways also appeared to be deposited within the table drains. Council staff are currently identifying these locations and, where appropriate, installing larger pipes to improve water flow within the table drains. Backhoes are also being used to reshape the table drains in identified locations, to minimise disturbance to the established vegetation. Backhoes and bobcats are better able to minimise disturbance to vegetation by remaining on the road shoulder, and do not clear more than is essential to improve drainage. Council staff allocate the appropriate plant to perform works at each identified location to get the best possible outcome.

Llandilo and Berkshire Park Trunk Drainage Scheme

At Council’s Ordinary Meeting on 5 March 2007, Councillor Kevin Crameri OAM requested a report to Council, providing a review and audit of the Llandilo Trunk Drainage Scheme.

During the 1980s, Council constructed numerous open earth Trunk Drainage Schemes in the rural areas, in an effort to assist residents in alleviating stormwater inundation lying over their properties for extended periods, after consistent rains. Such schemes included Berkshire Park Trunk Drainage, The Driftway Trunk Drainage and Llandilo Trunk Drainage.

The Llandilo Scheme was constructed by Council in the early 1980s. The area of Llandilo bounded by Fifth Avenue, Second Avenue, Eighth Avenue and South Creek is very flat and subject to local nuisance flooding.

The purpose of the Llandilo Trunk Drainage Scheme is to de-water the area following periods of heavy rain and property flooding. Because of the flatness of the channels, due to the surrounding low-lying topography, this de-watering may take some time after the rainfall ceases. The drainage scheme implemented was not intended to protect properties from flooding, and it is not possible to construct a drainage system that will protect the properties from local nuisance flooding.

Following extensive consultation, and unanimous approval by all property owners, the Scheme was constructed with a series of shallow, flat channels through the privately owned land. As part of these works, the capacity of the original culvert at Fifth Avenue was assessed and subsequently amplified to accommodate significant flows. The invert of the new culvert was set at the lowest level possible whilst maintaining a tailout grade to South Creek (approximately 900m).

At the time, Council did not acquire easements over these channels which, in the main, follow property boundaries and not a defined ‘natural’ watercourse.

Power of Entry

In the early 1980s, when the Llandilo drainage system was constructed, Council had power under the Local Government Act 1919 to enter private property to implement drainage systems and to repair, maintain and replace such drainage systems.

The Local Government Act 1993 appeared to remove the power that existed under the previous Act for councils to enter private property to repair, maintain and replace drainage systems.

Following the apparent removal of the power of entry by the 1993 Act, there became an increased awareness of Council’s inability to access its infrastructure on private property. This could only be overcome by the creation of easements, which could be a costly exercise, with possible compensation as well as the survey, registration and legal costs of creating the easements.

However, after a three year campaign by the Water Directorate (an organisation which currently has 95 member councils and county councils responsible for water supply and/or sewerage services in NSW), and the LGSA, the Minister for Local Government endorsed the reinstatement of power of entry, and on 1 August 2002 the Local Government Amendment (Miscellaneous) Bill, 2002 commenced. Section 59A was included in the LGA 1993.

59A Ownership of water supply, sewerage and stormwater drainage works

(1) Subject to this Division, a council is the owner of all works of water supply, sewerage and stormwater drainage installed in or on land by the council (whether or not the land is owned by the council).

(2) A council may operate, repair, replace, maintain, remove, extend, expand, connect, disconnect, improve or do any other things that are necessary or appropriate to any of its works to ensure that, in the opinion of the council, the works are used in an efficient manner for the purposes for which the works were installed.

The commencement of Section 59A confirmed Council’s power to enter and conduct maintenance works on existing drainage systems on private land, and negated the absolute need to create easements to enable access for the maintenance of the drainage system through private property.

Easements

An easement is a limited legal right to make use of a property owned by another. The creation of an easement may also restrict particular types of developments or structures being placed within these easements.

To commence the easement process, surveyors had been engaged to survey the drainage system within the Llandilo system to determine the areas/widths of easements that would be required to be created.

The survey information was provided and individual draft plans have since been prepared for consultation with the thirteen owners affected.

The creation of easements over the individual properties would result in them being registered on the Certificate of Title, and remove any doubt as to Council’s rights or ability to enter the properties to carry out future maintenance on the drainage system, if required. It would also serve notice on any intending purchaser of the existence of the drainage system and Council’s rights to enter and maintain.

However, the agreement of the thirteen owners involved would be required to the creation of the easements. In past similar situations, private owners affected by drains may agree to maintenance being carried out, but would not agree to the granting of an easement to Council, and may seek, and in certain instances claim, the right to compensation.

It is envisaged that the owners within the Llandilo drainage system would also have reluctance to the grant of easements, especially if it is to be without compensation, and may challenge the need for the granting of easements with Council having the power of entry under Section 59A. In the absence of an easement, Council will, following advice to the property owner, utilise the power under Section 59A to maintain the drainage system.

Conclusion

Council needs to ensure that any drainage maintenance work has regard for the environmental impacts, particularly in relation to erosion and sedimentation controls. Erosion is known to be a significant cause of water pollution and causes impacts such as turbidity, nitrification and salinity. Erosion can also damage native vegetation, alter natural drainage pathways and cause a deterioration in riparian and aquatic habitats.

It is currently best practice to maintain grass cover as a protection against erosion in roadside drains and drainage channels. Broad scale grading or disturbance of drainage channels is generally avoided, and where necessary must be complemented with temporary erosion control measures until revegetation occurs. Mowing is the preferred maintenance option, except where sediment has built up to an unacceptable level.

RECOMMENDATION

That the information contained in the report on Grading of rural road shoulders in Berkshire Park and Llandilo and status of Llandilo Trunk Drainage Scheme be received.

ATTACHMENTS/APPENDICES

There are no attachments for this report.

*Ordinary Meeting*	*2 July 2007*
*Appendix 1 - Audit Tender 2007*

Leadership and Organisation

Audit Tender 2007

Compiled by: Andrew Moore, Financial Accountant

Authorised by: Vicki O’Kelly, Financial Services Manager

Strategic Program Term Achievement: Council provides adequate resources to deliver its program and has introduced measures to increase its capacity.

Critical Action: Develop annual and longer-term resource plans aligned to the Strategic Program and service specifications.

Purpose:

To advise Council of Penrith City Council's Audit Tender outcome. The report recommends that the preferred tender be accepted.

Background

Council is required to appoint an external auditor by tender every 6 years, in accordance with Sections 422 to 425 of the Local Government Act (1993).

The current audit tender held by PricewaterhouseCoopers expires at the completion of the audit for the year ended 30 June 2007.

Tenders have been sought and evaluated and the outcomes are summarised in this report, together with the recommendation for the appointment of an external auditor for the period to 30 June 2013.

Tender Process

Public notice of the tender was given through newspapers during the week commencing 14 May 2007. The tender was also placed on the WSROC e tender website. While no hard copies of the tender document were requested, a total of 13 packages were retrieved from the WSROC e tendering site

Tenders closed 5 June 2007 and an evaluation of the 2 submissions received is provided below.

Evaluation Process

An evaluation has been undertaken by a panel consisting of Councillor Ross Fowler (as nominated by the Finance Working Party), the Chief Financial Officer, Financial Services Manager and Financial Accountant.

The evaluation process included an appraisal and ranking of the submissions received, in accordance with the selection criteria contained within the tender.

Tender Evaluation

Each tenderer was assessed against the assessment criteria set out in the tender document. While both firms clearly demonstrated a capacity to deliver the services requested by the tender, PricewaterhouseCoopers was the higher rated firm prior to the assessment of price and scored particularly well on the Scope of Service criteria. Once price was considered, PricewaterhouseCoopers remained the highest rated firm.

Annual Price (excluding GST)

PricewaterhouseCoopers $60,909 (annual increases ~ CPI)

Pitcher Partners $100,000 (annual increases ~ CPI)

At this point, it was determined to make contact with the referees provided by PricewaterhouseCoopers. Subject to satisfactory references for PricewaterhouseCoopers, the references for Picture Partners would not be investigated.

The referees for PricewaterhouseCoopers provided very positive feedback.

PricewaterhouseCoopers is Council’s current external auditor, and also the current auditor of 30 other NSW councils, and the quality of their work is well known to Council’s officers who have a good relationship with PricewaterhouseCoopers staff.

Based on the above assessment the panel recommends that Council appoint PricewaterhouseCoopers as external auditor to Penrith City Council for the period 1 July 2007 to 30 June 2013.

Controlled Entities

As reported to the Finance Working Party in February 2007, the audit tender requested submissions from firms interested in providing Audit and Financial Services to Council’s Controlled Entities. It was seen as an opportunity to assess if economies or efficiencies could be achieved by this approach from both financial and workflow aspects.

The tender allowed respondents to provide submissions for services to:

ù Penrith City Council only;

ù Penrith City Council and its Controlled Entities (individually); or

ù The Controlled Entities (individually) only.

The tender documentation acknowledged that differing start dates would be required to accommodate existing contract arrangements. Respondents were to price all Entities separately. The tender stated that it was not incumbent on any of Council’s Controlled Entities to engage an auditor as a result of the tender, but a recommendation may be made by Council to the Board of each entity for their consideration.

No responses were received that addressed the Entities only. However, both PricewaterhouseCoopers (PwC) and Pitcher Partners did provide submissions for all entities. Both firms demonstrated capacity and complying tenders. The proposed fees (excluding GST) for 2007-08 are summarised in the following table:

	PwC	Pitcher Partners
RIPPLES	$9,091	$15,000
PWS	$9,091	$15,000
PPVA	$4,545	$15,000
Annual Increase	CPI	CPI

The fees proposed by PricewaterhouseCoopers are lower than the fees currently charged by the respective auditors for each entity.

RECOMMENDATION

That:

1. The information contained in the report on Audit Tender 2007 be received.

3. The Common Seal of the Council of the City of Penrith be affixed to any necessary documentation.

4. Council officers contact Council’s Controlled Entities to advise them of the tender responses for their consideration.

ATTACHMENTS/APPENDICES

There are no attachments for this report.

# Meetings at which the Management Plan ¼ly reviews are presented.	^ Election of Mayor/Deputy Mayor [only business]
#+ General Manager’s presentation – half year and end of year review	@ Strategic Program progress reports [only business]
v Meeting at which the Draft Management Plan is adopted for exhibition	ü Meeting at which the 2006/2007 Annual Statements are presented
* Meeting at which the Management Plan for 2007/2008 is adopted

*Ordinary Meeting*	*2 July 2007*
*The City as an Economy*

*Ordinary Meeting*	*2 July 2007*
*Appendix 1 - Council Property - Electricity Easements at Wallacia Bushfire Brigade, Lot 422 DP 706223, Park Road, Wallacia*

*Ordinary Meeting*	*2 July 2007*
*Appendix 1 - Council Property - Lawson Street, Penrith*

*Ordinary Meeting - Urgent Report*	*2 July 2007*
*Leadership and Organisation*

	Tender Schedule Price	Corrected Price
Penrith City Council	$60,909	$67,000
RIPPLES	$9,091	$10,000
PWS	$9,091	$10,000
PPVA	$4,545	$5,000