Agenda of Policy Review Committee Meeting

2010 MEETING CALENDAR

February 2010 - December 2010

(adopted by Council on 9/11/09 and amended by Council on 19/4/10)

TIME

FEB

MAR

APRIL

MAY

JUNE

JULY

AUG

SEPT

OCT

NOV

DEC

Mon

Ordinary Council Meeting

7.30pm

16#

6ü

11¨

(7.00pm)

22#

24#

21*

27^

(7.00pm)

Policy Review Committee

7.30pm

13@

29@

Operational Plan Public Forum

6.00pm

v	Meeting at which the Draft Operational Plan for 2010/2011 is adopted for exhibition
*	Meeting at which the Operational Plan for 2010/2011 is adopted
#	Meetings at which the Operational Plan quarterly reviews are presented
@	Delivery Program progress reports
^	Election of Mayor/Deputy Mayor
ü	Meeting at which the 2009/2010 Annual Statements are presented
¨	Meeting at which any comments on the 2009/2010 Annual Statements are presented

- Extraordinary Meetings are held as required.

- Members of the public are invited to observe meetings of the Council (Ordinary and Policy Review Committee).

Should you wish to address Council, please contact the Acting Executive Officer, Glenn Schuil.

UNCONFIRMED MINUTES

OF THE POLICY REVIEW COMMITTEE MEETING OF PENRITH CITY COUNCIL HELD IN THE PASSADENA ROOM, PENRITH

ON MONDAY 10 MAY 2010 AT 7:33PM

PRESENT

His Worship the Mayor Councillor Kevin Crameri OAM, Councillors Jim Aitken OAM, Robert Ardill, Greg Davies, Mark Davies, Tanya Davies, Ross Fowler OAM, Ben Goldfinch, Jackie Greenow, Prue Guillaume, Karen McKeown, Kath Presdee and John Thain.

APOLOGIES

PRC 20 RESOLVED on the MOTION of Councillor Jackie Greenow seconded Councillor Greg Davies that apologies be received from Councillors Kaylene Allison and Marko Malkoc.

CONFIRMATION OF MINUTES - Policy Review Committee Meeting - 29 March 2010

PRC 21 RESOLVED on the MOTION of Councillor Ross Fowler OAM seconded Councillor Mark Davies that the minutes of the Policy Review Committee Meeting of 29 March 2010 be confirmed.

DECLARATIONS OF INTEREST

There were no declarations of interest.

DELIVERY PROGRAM REPORTS

A City of Opportunities

2 Penrith Valley Community Fund

Councillor Jim Aitken OAM left the meeting, the time being 8:01pm.

Councillor Jim Aitken OAM returned to the meeting, the time being 8:03pm.

Community & Cultural Development Manager, Erich Weller introduced the report and invited Richard Eastmead from the Penrith Valley Community Fund and Store owner of Penrith Good Guys, and Douglas Taylor from United Way to address the Committee.

Richard Eastmead presented a short DVD on homelessness. It was indicated that homelessness is a complex issue involving a large number of families and that there are over 600 people living “rough” in the local area. The Council was advised about the ‘Penrith Valley Fund’ and how it benefits the homeless and of the need to generate a community groundswell to make homelessness a major issue.

Douglas Taylor presented a PowerPoint on ‘United Way’ and he explained the concept of establishing a ‘Workplace Giving Fund’ to tackle the problem of homelessness and other social problems in the local area. It was outlined how the organisation works with the corporate and business sector.

PRC 22 RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor Karen McKeown

That

1. The information contained in the report on Penrith Valley Community Fund be received.

2. The presenters be thanked for their presentation and the work they are undertaking.

3. Further advice be provided to Councillors on a workplace giving program after discussions are held between Council staff and United Way.

A Leading City

1 Waterside Estate - Acoustic Buffer

Councillor Greg Davies left the meeting, the time being 8:20pm.

Councillor Greg Davies returned to the meeting, the time being 8:21pm.

PRC 23 RESOLVED on the MOTION of Councillor Ross Fowler OAM seconded Councillor Ben Goldfinch

That:

1. The information contained in the report on Waterside Estate - Acoustic Buffer be received

2. Council simultaneously amend the Waterside section of Penrith Development Control Plan 2006 and Draft Penrith Development Control Plan 2008 to include acoustic terrace housing as an option for providing the required acoustic buffer to industrial noise.

In accordance with Section 375A of the Local Government Act 1993, a DIVISION was then called with the following result:

For	Against
Councillor Prue Guillaume
Councillor Karen McKeown
Councillor Kath Presdee
Councillor Greg Davies
Councillor John Thain
Councillor Jackie Greenow
Councillor Jim Aitken OAM
Councillor Robert Ardill
Councillor Mark Davies
Councillor Tanya Davies
Councillor Ross Fowler OAM
Councillor Ben Goldfinch
Councillor Kevin Crameri OAM

A City of Opportunities

3 Paid Maternity Leave

A MOTION was MOVED by Councillor Karen McKeown seconded Councillor Greg Davies

That:

1. The information contained in the report on Paid Maternity Leave be received

2. Council’s Parental Leave Policy be varied to provide 18 weeks paid maternity leave and 2 weeks supporting parent leave, inclusive of current Award provisions, effective 1 July 2010.

3. Council support any proposal to increase paid maternity leave to 18 weeks as a standard condition for all Local Government Employees as part of negotiations in the Local Government (State) Award 2010.

4. In accordance with Recommendation 2, the Children’s Services Cooperative be requested to make provision within its budget for the increased cost of maternity leave provisions for Children’s Services staff from 1 July 2010. In addition, provision will also need to be made for any further increase in paid maternity leave entitlements within the 2010 Award.

PRC 24 An AMENDMENT was MOVED by Councillor Ross Fowler OAM seconded Councillor Jim Aitken OAM

That:

1. The information contained in the report on Paid Maternity Leave be received

2. Council’s Parental Leave Policy be varied to provide 14 weeks paid maternity leave and 2 weeks supporting parent leave, inclusive of current Award provisions, effective 1 July 2010.

On being PUT to the meeting, the AMENDMENT was CARRIED and on becoming the MOTION was also CARRIED.

Councillor Karen McKeown called for a DIVISON.

For	Against
Councillor Jim Aitken OAM	Councillor Prue Guillaume
Councillor Robert Ardill	Councillor Karen McKeown
Councillor Mark Davies	Councillor Kath Presdee
Councillor Tanya Davies	Councillor Greg Davies
Councillor Kevin Crameri OAM	Councillor John Thain
Councillor Ross Fowler OAM	Councillor Jackie Greenow
Councillor Ben Goldfinch

A Green City

4 Accreditation of Council's Building Surveyors with the Building Professionals Board

Councillor Robert Ardill left the meeting, the time being 9:21pm.

Councillor Robert Ardill returned to the meeting, the time being 9:23pm.

PRC 25 RESOLVED on the MOTION of Councillor Ross Fowler OAM seconded Councillor Mark Davies

That:

1. The information contained in the report on Accreditation of Council's Building Surveyors with the Building Professionals Board be received.

2. A further report be brought back to a future Policy Review Committee meeting when more detailed information is available regarding the annual accreditation and the continuing professional development requirements.

7 Part 3a Major Project Proposed Orchard Hills Waste and Resource Facility at Lot 40 DP 738126 (No. 123-179) Patons Lane Orchard Hills. Applicant and Owner Dellara Pty Ltd

Councillor Jim Aitken OAM left the meeting, the time being 9:25pm.

Councillor Jim Aitken OAM returned to the meeting, the time being 9:30pm.

PRC 26 RESOLVED on the MOTON of Councillor Tanya Davies seconded Councillor Prue Guillaume

That:

1. The information contained in the report on Part 3a Major Project Proposed Orchard Hills Waste and Resource Facility at Lot 40 DP 738126 (No. 123-179) Patons Lane Orchard Hills be received.

2. Council strongly lobby the Department of Planning to increase the notification area for the proposed Orchard Hills Waste and Resource Facility.

3. A Report be prepared to a future Committee of the Whole meeting of Council on the dealings Council has had with the Environmental Protection Agency (EPA) and on why there is no State register in place regarding the disposal of asbestos and dangerous waste materials. The report to include what the current EPA system for tracking and recording dangerous waste is such as asbestos, and compliance issues in terms of how asbestos came to be disposed at this site originally.

4. A Motion be prepared for the 2010 Local Government Association Conference on the need for a system to be established to track and record the disposal of contaminated waste products such as asbestos, and as a condition attached to any development consent involving the disposal of waste material, developers are to provide the Council with the details of the location of the disposal site for the demolished materials and provide certification that the disposal site is appropriate for the material.

A Liveable City

5 Draft Neighbourhood Facilities Management Policy

Councillor Ben Goldfinch left the meeting, the time being 9:58pm.

Councillor Ben Goldfinch returned to the meeting, the time being 9:59pm.

Councillor Karen McKeown left the meeting, the time being 9:59pm.

PRC 27 RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor Robert Ardill

That:

1. The information contained in the report on the Draft Neighbourhood Facilities Management Policy be received

2. The draft Neighbourhood Facilities Management Policy be adopted to support the management of Council’s Neighbourhood Facilities.

Councillor Karen McKeown returned to the meeting, the time 10:02pm.

6 Managing Requests to Waive or Subsidise Hire Fees for Council Managed Neighbourhood Facilities

Councillor Mark Davies left the meeting, the time being 10:02pm.

Councillor Mark Davies returned to the meeting, the time being 10:03pm.

PRC 28 RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor John Thain

That:

1. The information contained in the report on Managing Requests to Waive or Subsidise Hire Fees for Council Managed Neighbourhood Facilities be received.

2. The interim procedure for assessing requests to waive or subsidise hire fees for Council managed neighbourhood facilities as detailed in the report be adopted.

3. All Councillors to be advised through memorandum when any application to waive or subsidise hire fees is accepted or refused.

4. The budget allocation for waiving or subsidising hire fees of $3,000 increase annually in accordance with any increase in hall hire fees.

There being no further business the Chairperson declared the meeting closed the time being 10:17pm.

*Policy Review Committee Meeting*	*28 June 2010*
*A Leading City*

One Association for Local Government in NSW

Compiled by: Stephen Pearson, Executive Services Officer

Authorised by: Glenn Schuil, Acting Executive Officer

Strategic Objective: We demonstrate accountability, transparency and ethical conduct

Strategic Direction: Our decisions are based on research, evidence, and our responsibility to anticipate harm before it occurs

Executive Summary

The Local Government and Shires Associations of NSW are both in favour of the formation of One Association to represent Local Government in NSW and they have established a Taskforce to discuss and determine various models for One Association.

The Taskforce will be holding a One Association Convention on 16 & 17 August 2010 and it has invited all Mayors, Councillors and General Managers to attend the Convention so that they have an input into the most appropriate model for the One Association.

Council has previously resolved to support in principle the establishment of one Association for local government in NSW.

A Discussion Paper is being prepared by the Taskforce on this matter and it will be circulated to all Councillors when received. A Position Paper will be then be prepared for Council’s consideration and endorsement for delegates to take to the Convention.

At this point, the issue that needs to be determined is if any Councillor(s) will attend the Convention and represent the Council’s views on the establishment of One Association. It should be remembered that 16 August 2010 is an Ordinary Council Meeting, but the documentation suggests that the Convention will conclude at 5pm on 16 August allowing Councillors time to still attend the Council Meeting later that evening.

Background

The Local Government and Shires Associations of NSW have resolved to progress the formation of One Association for Local Government with a view to forming a strong and unified voice to represent Local Government in NSW.

In 2009, the Shires Association resolved:

“That the Shires Association continue to engage the Local Government Association in discussions to achieve amalgamation of the two Associations.

That the Association develop alternative models for consideration by both Associations.”

In the same year the Local Government Association resolved:

“That the Local Government Association conference, as a matter of priority, proceed with the formation of one Association to represent Local Government in New South Wales. In order to facilitate this move, it is recommended that a constitutional convention of both organisations take place to consider the formal amalgamation or the dissolution of both associations and the formation of one new representative body.”

Current Position

Both Associations have formally established a joint Working Party – named the One Association Taskforce, to facilitate the formation of One Association to represent Local Government in NSW.

The Taskforce, comprising of 5 representatives from each Association and an Independent Chairperson – Ms Libby Darlison, has been meeting regularly within the Terms of Reference to discuss and determine models for One Association.

Proposed Discussion Paper

A Discussion Paper will be distributed prior to the Convention for Council’s consideration. The Paper will include the base principles to be presented to delegates for consideration, discussion and feedback at the Convention.

One Association Convention

The various models for One Association will be presented at the One Association Convention for discussion and consideration.

The Convention is to be held at Star City, Sydney on 16 & 17 August 2010.

The Taskforce is keen to have Councillors involved in this process and it has invited all Mayors, Councillors and General Managers to attend the Convention. The Convention is intended as an opportunity for Local Government in NSW to learn, engage, debate and have a say as to what One Association for Local Government in NSW might look like.

Voting at the Convention will be One Vote per full member Council and a majority vote will be represented by 66% of delegates present. Any decisions from the Convention will not be binding on either Association, but will signify a way forward for the Taskforce and the respective Associations to vote on at their respective Conferences.

Further details of the Taskforce and the Convention can be found on the Associations website: www.lgsa.org.au/oneassociation

Council’s Position

Council previously resolved at its Ordinary Meeting held on 15 August 2005 to support in principle the establishment of one Association for local government in NSW.

A motion by Shoalhaven City Council was proposed to the 2009 Local Government Association Conference as follows:

“That the Local Government Association conference resolve, as a matter of urgency, to proceed with the formation of one Association to represent Local Government in New South Wales. In order to facilitate this move, it is recommended that a constitutional convention of both organisations take place to consider the formal amalgamation or the dissolution of both associations and the formation of one new representative body.”

Penrith City Council supported this motion and the motion was carried by the 2009 Conference with a minor amendment to wording in the first line (“as a matter of urgency” changed to “as a matter of priority”).

The Taskforce Discussion Paper will be circulated to Councillors when received at which time a Position Paper will be prepared for Council’s consideration and endorsement.

Nomination of Council’s Delegates to the Convention

Council now needs to determine if it will be represented at the Convention, and if so, nominate those Councillors to attend the One Association Convention. It is proposed that the General Manager and / or his representative will also attend this Convention.

The first day of the Convention, Monday 16 August 2010, is the date of Council’s Ordinary Meeting. However, the documentation available indicates that the business on this day will commence at 10am and conclude at 5pm, which would allow a Councillor(s) to attend the Convention and still be able to attend the Council Meeting later that night.

RECOMMENDATION

That:

1. The information contained in the report on One Association for Local Government in NSW be received.

2. Council nominate Councillors to attend the One Association Convention to be held in Sydney on 16 & 17 August 2010.

3. A Position Paper be prepared for Council’s consideration and endorsement once the Discussion Paper is received.

ATTACHMENTS/APPENDICES

There are no attachments for this report.

*Policy Review Committee Meeting - Urgent Report*	*28 June 2010*
*A Leading City*

Placement of Council's news page

Compiled by: Adam Beggs, Administration Officer - Policy and Council Support

Authorised by: Glenn Schuil, Acting Executive Officer

Strategic Objective: We demonstrate accountability, transparency and ethical conduct

Strategic Direction: We champion responsible and ethical behaviour

Executive Summary

Council’s Advertising Working Party has met six times since the review of Council’s Advertising Services commenced on 16 March 2009. As part of this process, at its 25 May 2009 Meeting, Council resolved to reappoint Council’s Advertising Agency, Leonard Holt Robb (LHR) for a period of two years.

Since this time the Advertising Working Party has written to the local newspapers on several occasions inviting submissions about providing Council with a full Council news page for a 12 month period. On the latest occasion, Council received submissions from the Penrith Press, Penrith Star and Western Weekender. (The Nepean News did not lodge a submission).

The submissions received were similar to previous offers received and were reviewed by Council’s staff and LHR. All three newspapers indicated that they were able to provide Council with a full page advertisement for 12 months in a prominent position in their paper that would cover the entire Penrith Local Government Area (LGA), this included the use of sister publications for the Penrith Press and Penrith Star.

Currently Council spends $2,476.15 (ex GST) per week on its news page. Placement of the news page in the Western Weekender will cost Council $1,195.00 (ex GST) per week. This represents a significant cost saving to Council of $61,495.20 pa (ex GST).

The members of the Advertising Working Party met on 17 June 2010 and were of the opinion that the Council should place its weekly news page in the Western Weekender for 12 months because the paper is delivered to all of the LGA and is the most cost effective option.

Over the period that the Advertising Working Party has been meeting three issues have remained paramount to the decision about the placement of the Council’s news page, those being: the amount of local LGA content in the papers; their circulation and readership and cost effectiveness.

Background

The Advertising Working Party was reconvened on 16 March 2009 to review the strategic placement of Council’s advertising. This review was necessary due to changes in the local media industry and in technology since the last review. For example, the Western Weekender had ceased operations and the Weekly View began production, and rebranded as the Western Weekender a short time later. The Nepean News had entered the market, adding to the existing publications the Penrith Press and the Penrith Star and their sister papers the Mt Druitt St Marys Standard and St Marys Mt Druitt Star. There has also been a general change in the way advertising is carried out due to technological improvements and the rise of new forms of communication.

Despite this the Advertising Working Party, Council staff and LHR agree that the weekly Council news page still plays an important part in Council’s communication strategy with the community. A thorough assessment of the placement was required to ensure Council is comprehensively communicating its messages effectively and receiving value for money.

Previously members of the Advertising Working Party have raised concerns about the circulation of all the local newspapers and the lack of Penrith content provided to East Ward residents by the Mt Druitt St Marys Standard and St Marys Mt Druitt Star. These concerns have been acknowledged by Council Staff, however the issue remains that the boundaries of these two publications do not coincide with the Penrith Local Government boundaries and that there is a mix of content in the East Ward papers that focuses on other local government areas as well as Penrith. It is generally acknowledged that this is always going to be the situation.

The Advertising Working Party originally considered submissions from local papers at its Meeting of 12 April 2010. At the Meeting the Advertising Working Party was of the opinion that the offers received were not acceptable in terms of value for money. A new process was entered into and the local papers were written to again and asked to prepare new submissions, which included addressing new criteria. An analysis of these latest submissions was considered at the Advertising Working Party on 17 June 2010. The majority of submissions received did not change their costs from previous submissions made.

Current Situation

Currently, Council places its Council news page in the Penrith Press/Mt Druitt St Marys Standard (Cumberland) as a combined buy. This page runs 48 weeks a year and is guaranteed to appear on the same page each week. The Penrith Press is not distributed in St Clair, St Marys and Colyton areas; however these areas are picked up by the Mt Druitt St Marys Standard which runs the same Council news page as the Penrith Press. Concerns have been raised in the past by members of the Advertising Working Party that the Mt Druitt St Marys Standard did not contain sufficient Penrith content. An arrangement is in place with the Mt Druitt St Marys Standard to stop the run of the paper and insert some Penrith Council news, however the general content in this paper is inevitably geared towards its distribution area which includes the Blacktown LGA.

Council also places feature, recruitment and tender advertisements in other local papers and metropolitan papers as required. This is usually when a major advertising campaign is underway or an important message needs to be communicated widely. On these occasions the Department requesting the advertising makes this decision.

The latest letter requesting submissions from the four local newspapers was sent with an accompanying form on 12 May 2010 and the papers were given 10 days to respond. Council received responses from all papers except the Nepean News. The submissions returned were similar to the previous submissions received, but there were minor changes to the cost of some advertising placements. Additional details were also provided including updated readership figures and innovative ideas for how Council could move forward with its advertising such as better utilisation of the papers online capability, local government directories, special wrap offers and other forms of advertising media.

The Advertising Working Party on 17 June 2010 considered the submissions from the Penrith Press, Penrith Star and Western Weekender based on a number of criteria including cost, distribution, readership and circulation. The Advertising Working Party also discussed the lack of Penrith content in the Mt Druitt St Marys Standard and St Marys Mt Druitt Star.

It has been difficult to make a meaningful comparison of readership figures in the assessment process as the Western Weekender does not subscribe to the Roy Morgan Readership Survey and therefore Readership figures could not be confirmed, unlike the Penrith Press and the Penrith Star. As a result the readership figures for the Western Weekender had to be estimated. The table below highlights the estimated circulation and readership figures of the papers that are distributed in the Penrith LGA only.

Newspaper	Penrith Press/Mt Druitt Standard	Penrith Star/Mt Druitt Star	The Western Weekender

Circulation	65,860 (Tuesday) 54,742 (Friday)	67,900	59,050
Readership	101,180 (Tuesday) 75,000 (Friday)	89,503	82,908 publisher’s claim 77,683 LHR estimate

It was demonstrated that the Penrith Press and Mt Druitt St Marys Standard have higher readership and circulation figures than the other papers, however the Working Party was of the view that the Western Weekender provided a far more cost effective solution to Council. The figures provided to the Advertising Working Party for different types of advertisements have been provided to Councillors separately in a confidential memorandum. This has been provided in this manner as some of the pricing submitted was on a commercial in confidence basis.

The Advertising Working Party also considered that the Penrith Press created issues with readership in regard to the lack of Penrith content in the Mt Druitt St Marys Standard. The Western Weekender unlike the other publications delivers to the entire LGA and provides its readers with Penrith content only. It was considered by the Working Party that for these reasons the option of placing the Council’s news page in the Western Weekender would provide the best value for money for Council.

In addition to this the Western Weekender offered Council the opportunity to have an additional insert placed into the paper every 2 months. This offer has the potential to save Council $44,000 pa. This offer should be further explored and it is intended this will be brought to a future Advertising Working Party Meeting.

Conclusion

The Advertising Working Party was of the opinion that the submissions received from the Penrith Press and Penrith Star were still not acceptable in terms of value for money. The issue of the amount of Penrith content in the East Ward sister publications for these papers still remained a concern for the members of the Working Party.

Currently Council spends $2,476.15 ex GST per week on its news page. Placement of the news page in the Western Weekender will cost Council $1,195.00 ex GST per week. This represents a significant cost saving to Council of $61,495.20 pa., ex GST.

The Advertising Working Party was of the view that the Western Weekender represents the best value for money in terms of cost; and also has the benefit of being a single publication which is delivered to the entire LGA. Based on all of the available information before the Advertising Working Party, the members were of the view that the Western Weekender was the preferred option for the placement of Council’s weekly news page for a trial period of 12 months, after which the advertising placement will be reviewed again.

Other outcomes and issues discussed at the latest Advertising Working Party include the need to:

· investigate methods of improving the readership of the news page

· put in place quality measuring tools to gauge the effectiveness of the news page and its readership levels

· have Council’s Communications team redesign the news page to improve its look and ‘feel’

· monitor distribution of the Western Weekender to ensure that it is being delivered on time and to all areas within the LGA

· present a further report focusing on recruitment advertising to a future Advertising Working Party Meeting.

Council’s Communications team will start addressing these issues as soon as practical and present any further initiatives or changes to the Advertising Working Party as required.

RECOMMENDATION

That:

1. The information contained in the report on Placement of Council's news page be received.

2. The weekly Council news page be placed in the Western Weekender for a trial period of 12 months in the Early General News section of the paper.

3. A further report be brought to a future Advertising Working Party discussing recruitment advertising.

ATTACHMENTS/APPENDICES

There are no attachments for this report