7 December 2011

 

Dear Councillor,

In pursuance of the provisions of the Local Government Act, 1993 and the Regulations thereunder, notice is hereby given that an ORDINARY MEETING of Penrith City Council is to be held in the Council Chambers, Civic Centre, 601 High Street, Penrith on Monday 12 December 2011 at 7:00PM.

Attention is directed to the statement accompanying this notice of the business proposed to be transacted at the meeting.

Yours faithfully

 

Alan Stoneham

General Manager

 

BUSINESS

 

1.           LEAVE OF ABSENCE

Leave of absence has been granted to:

Councillor Robert Ardill - 20 November 2011 to 21 December 2011 inclusive.

2.           APOLOGIES

3.           CONFIRMATION OF MINUTES

Ordinary Meeting - 21 November 2011.

4.           DECLARATIONS OF INTEREST

Pecuniary Interest (The Act requires Councillors who declare a pecuniary interest in an item to leave the meeting during discussion of that item)

Non-Pecuniary Conflict of Interest – Significant and Less than Significant (The Code of Conduct requires Councillors who declare a significant non-pecuniary conflict of interest in an item to leave the meeting during discussion of that item)

5.           ADDRESSING COUNCIL

6.           MAYORAL MINUTES

Council wins LGSA Local Government Excellence in the Environment Awards.

7.           NOTICES OF MOTION TO RESCIND A RESOLUTION

8.           NOTICES OF MOTION AND QUESTIONS ON NOTICE

9.           ADOPTION OF REPORTS AND RECOMMENDATION OF COMMITTEES

Policy Review Committee Meeting - 5 December 2011.

Local Traffic Committee Meeting - 5 December 2011.

Penrith Valley Community Safety Partnership Meeting - 30 November 2011.

10.         DELIVERY PROGRAM REPORTS

11.         REQUESTS FOR REPORTS AND MEMORANDUMS

12.         URGENT BUSINESS

13.         COMMITTEE OF THE WHOLE


ORDINARY MEETING

 

Monday 12 December 2011

 

table of contents

 

 

 

 

ADVANCE AUSTRALIA FAIR

 

 

STATEMENT OF RECOGNITION OF PENRITH CITY’S ABORIGINAL AND TORRES STRAIT ISLANDER CULTURAL HERITAGE

 

 

PRAYER

 

 

COUNCIL CHAMBER seating arrangements

 

 

meeting calendar

 

 

confirmation of minutes

 

 

PROCEDURE FOR ADDRESSING COUNCIL MEETING

 

 

MAYORAL MINUTES

 

 

report and recommendations of committees

 

 

DELIVERY program reports


 

ADVANCE AUSTRALIA FAIR

 

 

 

Australians all let us rejoice,

For we are young and free;

We’ve golden soil and wealth for toil;

Our home is girt by sea;

Our land abounds in nature’s gifts

Of beauty rich and rare;

In history’s page, let every stage

Advance Australia Fair.

 

In joyful strains then let us sing,

Advance Australia Fair.

 

Beneath our radiant Southern Cross

We’ll toil with hearts and hands;

To make this Commonwealth of ours

Renowned of all the lands;

For those who’ve come across the seas

We’ve boundless plains to share;

With courage let us all combine

To Advance Australia Fair.

 

In joyful strains then let us sing,

Advance Australia Fair.

 



Statement of Recognition of Penrith City’s

Aboriginal and Torres Strait Islander
Cultural Heritage

 

 

Council values the unique status of Aboriginal people as the original owners and custodians of lands and waters, including the land and waters of Penrith City.

 

Council values the unique status of Torres Strait Islander people as the original owners and custodians of the Torres Strait Islands and surrounding waters.

 

We work together for a united Australia and City that respects this land of ours, that values the diversity of Aboriginal and Torres Strait Islander cultural heritage, and provides justice and equity for all.

 

 

 

 

 


 

 

 

 

PRAYER

 

 

 

“Sovereign God, tonight as we gather together as a Council we affirm that you are the giver and sustainer of life.  We come together as representatives of our community to make decisions that will benefit this city and the people within it. 

 

We come not in a spirit of competition, not as adversaries, but as colleagues.  Help us to treat each other with respect, with dignity, with interest and with honesty.  Help us not just to hear the words we say, but also to hear each others hearts.  We seek to be wise in all that we say and do.

 

As we meet, our concern is for this city.  Grant us wisdom, courage and strength.

 

Lord, help us.  We pray this in the name of Jesus Christ our Lord.  Amen.”

 

 

 

 

 


For members of the public addressing the meeting

 
Council Chambers

Text Box: Lectern

Group Managers                          

                
          

 
Seating Arrangements

 

 

 

Director
Craig Butler

 

 

Director
Barry Husking

 

 

 

General Manager
Alan Stoneham

His Worship the Mayor
Councillor
Greg Davies
East Ward

 

Senior Governance Officer
Glenn Schuil

 

 

Minute Clerk

 

 

 

 

 
 

 

 

 

 

 

 

 


 

 


                                                        

 

 

Text Box: Public Gallery
Text Box: Managers
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Group Managers                          

                 
          

 
   


B&WHORIZ

2011 MEETING CALENDAR

January 2011 - December 2011

(adopted by Council on 29 November 2010, amended by Council on 28 February 2011, revised March 2011)

 

 

 

TIME

JAN

FEB

MAR

APRIL

MAY

JUNE

JULY

AUG

SEPT

OCT

NOV

DEC

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

 

Ordinary Council Meeting

7.30pm

 

7

 

11v

2

 

 

15#@

5ü

10

7

12

(7.00pm)

 

28#@

21

 

30#*

27

18

 

19^

(7.00pm)

 

21#

 

Policy Review Committee

7.30pm

 

 

14

4

9

6

4

1

 

 

14

5

31

21

 

 

 

 

 

22

26

31

 

 

Operational Plan Public Forum

 

6.00pm

 

 

 

 

Wed

4

 

 

 

 

 

 

 

 

 v

Meeting at which the Draft Operational Plan for 2011-2012 is adopted for exhibition

 *

Meeting at which the Operational Plan for 2011-2012 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 2010-2011 Annual Statements are presented

 

Meeting at which any comments on the 2010-2011 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 Senior Governance Officer, Glenn Schuil.

 


UNCONFIRMED MINUTES

 OF THE ORDINARY MEETING OF PENRITH CITY COUNCIL HELD IN THE

COUNCIL CHAMBERS

ON MONDAY 21 NOVEMBER 2011 AT 7:37PM

NATIONAL ANTHEM 

The meeting opened with the National Anthem.

STATEMENT OF RECOGNITION

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

 

Mayoral Minutes

 

1        The passing of Merv Cartwright                                                                                      

311      RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor Jackie Greenow that the Mayoral Minute on The passing of Merv Cartwright be received.

His Worship the Mayor, Councillor Greg Davies asked that the meeting observe a minute’s silence in memory of Merv Cartwright.

Councillor Jackie Greenow spoke in support of the Mayoral Minute.

 

LEAVE OF ABSENCE

Leave of Absence was previously granted to Councillor Robert Ardill for the period 20 November 2011 to 21 December 2011 inclusive.

APOLOGIES

There were no apologies.

 

CONFIRMATION OF MINUTES - Ordinary Meeting - 7 November 2011

312  RESOLVED on the MOTION of Councillor Ben Goldfinch seconded Councillor Marko Malkoc that the minutes of the Ordinary Meeting of 7 November 2011 be confirmed.

DECLARATIONS OF INTEREST

There were no declarations of interest.

  Reports of Committees

 

1        Report and Recommendations of the Local Traffic Committee Meeting held on 7 November 2011                                                                                                                  

313  RESOLVED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Jim Aitken OAM that the recommendations contained in the Report and Recommendations of the Local Traffic Committee meeting held on 7 November, 2011 be adopted.

 

2        Report and Recommendations of the Policy Review Committee Meeting held on 14 November 2011                                                                                                                  

314  RESOLVED on the MOTION of Councillor Jim Aitken OAM seconded Councillor Ross Fowler OAM that the recommendations contained in the Report and Recommendations of the Policy Review Committee meeting held on 14 November, 2011 be adopted.

 

DELIVERY PROGRAM REPORTS

 

A Leading City

 

2        Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors                                                                                                                         

315  RESOLVED on the MOTION of Councillor Kath Presdee seconded Councillor Marko Malkoc

That:

1.     The information contained in the report on Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors be received.

2.     Council adopt the Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors.

3.     Council forward a copy of the Council’s adopted Policy on the Payment of Expenses and Provision of Facilities to the Mayor, Deputy Mayor and Councillors to the DLG.

 

5        Summary of Investments and Banking for the period 1 October to 31 October 2011

316  RESOLVED on the MOTION of Councillor Kath Presdee seconded Councillor Marko Malkoc

That:

1.     The information contained in the report on Summary of Investments and Banking for the period 1 October to 31 October 2011 be received.

2.     The Certificate of the Responsible Accounting Officer and Summaries of Investments and Performance for the period 1 October 2011 to 31 October 2011 be noted and accepted.

3.     The graphical investment analysis as at 31 October 2011 be noted.

 

1        2011-2012 Operational Plan - September Quarter Review                                            

317  RESOLVED on the MOTION of Councillor Ross Fowler OAM seconded Councillor Jim Aitken OAM

That:

1.     The information contained in the report on 2011-2012 Operational Plan - September Quarter Review be received.

2.     The 2011-12 Operational Plan Review as at 30 September 2011, including the revised estimates and revotes identified in the recommended budget outlined in this report and detailed in Attachment 1 – 2011-12 Operational Plan, Services Performance and Financial Review Summary be adopted.

 

3        Council Meeting Calendar for 2012                                                                                 

318  RESOLVED on the MOTION of Councillor John Thain seconded Councillor Jim Aitken OAM

That:

1.     The information contained in the report on Council Meeting Calendar for 2012 be received

2.     The draft Meeting Calender for 2012 be adopted.

 

4        Urban Development Institute of Australia National Congress 2012                             

319  RESOLVED on the MOTION of Councillor Jim Aitken OAM seconded Councillor Ross Fowler OAM

That:

1.     The information contained in the report on Urban Development Institute of Australia National Congress 2012 be received.

2.     Council nominate Councillors Kevin Crameri OAM, Marko Malkoc, Ben Goldfinch, Mark Davies and Jim Aitken OAM to attend the National Congress of the Urban Development Institute of Australia in Perth from 6-9 March, 2012 and grant leave of absence as appropriate.

 

A City of Opportunities

 

6        Council's 2010-11 Annual Report                                                                                    

320  RESOLVED on the MOTION of Councillor John Thain seconded Councillor Ben Goldfinch

That:

1.     The information contained in the report on Council's 2010-11 Annual Report be received.

2.     The Annual Report be forwarded to the Division of Local Government by 30 November 2011.

 

7        Councillor Representative on the Board of Directors of the Penrith City Children's Services Cooperative (PCCSC) Limited                                                                                         

321  RESOLVED on the MOTION of Councillor Jackie Greenow seconded Councillor John Thain

That:

1.     The information contained in the report on Councillor Representative on the Board of Directors of the Penrith City Children's Services Cooperative (PCCSC) Limited be received.

2.     Councillor Kath Presdee be appointed to fill the vacant position on the Board of Directors of the Penrith City Children’s Services Cooperative Limited.

3.     Councillor Tanya Davies be formally thanked for her contribution on the Penrith City Children’s Services Cooperative Limited.

 

 

8        Development Application DA11/0570 for a Dwelling and Septic Tank at Lot 817 DP 1068323 No. 164-172 Capitol Hill Drive Mount Vernon  Applicant: Gail Lilian Malpass &  Bruce Lester Malpass;  Owner: Gail Lilian Malpass &  Bruce Lester Malpass          

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

That:

1.     The information contained in the report on Development Application DA11/0570 for a Dwelling and Septic Tank at Lot 817 DP 1068323 No. 164-172 Capitol Hill Drive Mount Vernon  be received.

2.     The terms of clause (b) of the restriction fourthly referred to in the 88B Instrument attached to Lot 817, DP 1068323, be varied as follows as it applies to Lot 817 only:

(b)       All development erected on the subject lot will be in accordance with the proposed building platform indicated on the Site Plan Prepared by Masterton Homes Pty Ltd, Drawing for Job Number 37989

 

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

4.     Development Application No 11/0570 for the construction of a dwelling and the installation of an on site sewerage management system, be approved subject to the recommended standard and special conditions of Development Consent as follows:

Standard Conditions

4.1       A008 – Works to BCA requirements

A009 – Residential Works DCP

A019 – Occupation Certificate

A046 – Issue of Construction Certificate

D001 – Sedimentation and Erosion Controls

D005 – No filling without prior approval

D009 – Covering Waste Storage area

D010 – Appropriate disposal of excavated material

E001 – BCA compliance

F010 – Septic distance from house

F014 – Aerated irrigation

H001 – Stamped plans and erection of site notice

H036 – Rainwater tank

H037 – Safe supply from catchment

H038 – Connection of rainwater tank supply

H039 – Rainwater tank pumps

H041 – Hours of work

I003 – Roads Act approval

K017 – Stormwater and sewerage plan

L001 – General landscaping

L008 – Tree preservation order

Q001 – Notice of commencement and appointment of PCA

Special Conditions

4.2      The development must be implemented substantially in accordance with the plans numbered for Job No BAC54507, drawn by Charleston Homes and dated 4th July 2011, the application form, the BASIX Certificate, and any supporting information received with the application, except as may be amended in red on the attached plans and by the following conditions

 

4.3     All boundary fences are to be low profile, open style and rural in character. The front fence is not to exceed 1.5m in height. The brick dwarf wall is not to exceed 300mm above natural ground level at any point.

 

4.4     The future swimming pool is to be the subject of a separate development application to Council.

 

4.5     Prior to the issue of a Construction Certificate for the development, the variation of the Restriction on the Use of land numbered 4(b) in DP 1068323, shall be registered with the Land and Property Information division of the Department of Lands

 

 

The variation to the covenant shall be in the terms approved by resolution of Penrith City Council

 

4.6     Cut and fill operations on the property are only permitted in conjunction with the building works and shall be strictly limited in depth and extent to that detailed on the approved plans and specifications

 

Before any fill material is imported to site, a validation certificate issued by an appropriately qualified person is to be provided to the Principal Certifying Authority. The validation certificate must demonstrate that the fill material is free from contaminants and weeds, that it is suitable for its intended purpose and land use, and that it will not pose an unacceptable risk to human health or the environment

 

          If Penrith City Council is not the Principal Certifying Authority, a copy of the validation certificate is to be submitted to Council for their reference

 

          {Note: Penrith Contaminated Land Development Control Plan defines an appropriately qualified person as “a person who, in the opinion of Council, has a demonstrated experience, or access to experience in hydrology, environmental chemistry, soil science, eco-toxicology, sampling and analytical procedures, risk evaluation and remediation technologies. In addition, the person will be required to have appropriate professional indemnity and public risk insurance.”}

 

4.7     All house sewer and plumbing work shall be carried out in accordance with Sydney Water's requirements or the Local Government (Water, Sewerage and Drainage) Regulation 1993

a)       Penrith City Council is both the consent authority and certifying authority for the installation of the On Site Sewage Management System (OSSM), otherwise known as a septic tank system. It is your responsibility to contact Council's Building Approvals and Environment Protection Department to organise all inspections required for the installation of the system. In this regard, the following will require inspection:

·     All internal and external drainage lines and septic tanks before they are backfilled/covered

·     On completion of the system's installation and prior to its commissioning, ensuring compliance with those conditions specific to the installation of the system

 

A copy of the satisfactory inspection reports carried out by Council shall be submitted to the Principal Certifying Authority if Council is not the Principal Certifying Authority

 

i.        The septic tank, drainage lines and effluent disposal area shall not be altered without the prior approval of Council. In addition, the septic tank shall not be buried or covered

ii.       There shall be no effluent runoff from the subject property to adjoining premises, public places or reserves

iii.      There shall be available all year round, adequate water supply that is available to the property

 

4.8     The Eco Max Cells shall have a minimum area of 140m2 and shall be prepared in accordance with the “Environmental and Health Protection Guidelines On Site Sewage Management for Single Households” and AS1547:2000

 

Prior to the issue of the Occupation Certificate and the issue of an operational licence for the OSSM system by Penrith City Council, the effluent disposal area shall be:

·    Prepared/ landscaped in accordance with the stamped - approved plans

 

All stormwater and seepage shall be diverted away from the disposal area by using an agricultural drain or earthen bund and dish drain

 

4.9     Prior to the commencement of construction works:

(a)     Toilet facilities at or in the vicinity of the work site shall be provided at the rate of one toilet for every 20 persons or part of 20 persons employed at the site. Each toilet provided must be:

·    A standard flushing toilet connected to a public sewer, or

·    If that is not practicable, an accredited sewage management facility approved by the council, or

·    Alternatively, any other sewage management facility approved by council

 

4.10   The recommended construction details to reduce aircraft noise intrusion to meet indoor design sound levels, as detailed in the report prepared by Acoustic Logic Consultancy and dated 12th May 2006 are to be undertaken during construction. As the recommended           construction details are carried out and on completion of the        development, a qualified acoustic consultant shall certify that the       development has been constructed to meet the indoor design sound          levels in accordance with the approved acoustic report

 

4.11   Roof and surface water shall be disposed of in accordance with the       approved drainage design. Overflow from the existing in-ground   rainwater tank is to be disposed of into the street gutter

 

4.12   The existing trees to the perimeter of the property, other than those nominated on the site plan to be relocated, shall be retained and duly protected during the construction of the development. Tree protection measures shall be installed before any works can commence on site including the clearing of site vegetation

 

4.13   An Occupation Certificate is to be obtained from the Principal Certifying Authority on completion of all works and prior to the occupation of the dwelling. The commitments listed in the BASIX Certificate are to be completed prior to the issue of the Occupation Certificate

 

The Certificate shall not be issued if any conditions of this consent, but not the           conditions relating to the operation of the development, are outstanding. This           includes submitting the following documentation to the Principal Certifying Authority:

(a)     Written documentation or Compliance Certificate from Penrith City Council certifying to the satisfactory completion of works approved under the Roads Act 1993

(b)     Written documentation or certification attesting to the         satisfactory installation of, and the Licence to Operate the on site sewage management system issued by Penrith City         Council

(c)     Certification from a qualified acoustic consultant certifying that the development has been constructed in       accordance with the approved acoustic report/to meet the indoor design sound levels in accordance with the approved acoustic report

 

4.14   A copy of the Occupation Certificate and all necessary documentation supporting the issue of the Certificate is to be submitted to Penrith City Council, if Council is not the Principal Certifying Authority.  In the event that a Compliance Certificate was issued by the Principal Certifying Authority certifying compliance that all conditions of the development consent required to be met has in fact been met as well as any documentation stated above, shall be submitted to Penrith City Council if Council is not the Principal Certifying Authority.

 

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

For

Against

Councillor Greg Davies

 

Councillor Tanya Davies

 

Councillor John Thain

 

Councillor Prue Guillaume

 

Councillor Mark Davies

 

Councillor Kevin Crameri OAM

 

Councillor Jim Aitken OAM

 

Councillor Ross Fowler OAM

 

Councillor Ben Goldfinch

 

Councillor Jackie Greenow

 

Councillor Marko Malkoc

 

Councillor Karen McKeown

 

Councillor Kath Presdee

 

Councillor Kaylene Allison

 

 

 

 

 

9        Section 96(1A) Application to Modify Development Consent DA11/0235 for a Liquor Store to remove Condition No. 2 at Lot 41 DP 610847 (No. 31) Moore Street, St Clair Applicant: Cityscape Planning and Projects;  Owner: F & L Russo Pty Ltd                                 

A MOTION was moved by Councillor Jim Aitken OAM seconded Councillor Tanya Davies

          That:

1.     The information contained in the report on Section 96(1A) Application to Modify Development Consent DA11/0235 for a Liquor Store to remove Condition No. 2 at Lot 41 DP 610847 (No. 31) Moore Street, St Clair be received.

2.     The Section 96(1A) Application to Modify Development Consent 11/0235 to remove Condition No.2 Lot 41 DP 610841 (No.31) Moore Street, St Clair be  refused for the following reasons:

2.1      The application is not satisfactory for the purpose of Section 79C(1)(b) of the Environmental Planning and Assessment Act 1979 due to the potential unreasonable impacts of an unlimited operational use:

·      Safety and security of the site and adjoining park; and

·      Anti social behaviour and loitering of patrons in the area.

 

2.2       The application is not satisfactory for the purpose of Section                           79C(1)(c) of the Environmental Planning and Assessment Act 1979 as               the site may not be suitable for the proposed development given its            proximity to the adjoining park and community land uses.

2.3       The application is not satisfactory for the purpose of Section                           79C(1)(e) of the Environmental Planning and Assessment Act 1979 as               the likely impacts may not be in the public interest.

Councillor John Thain FORESHADOWED a further MOTION

          That:

1.     The information contained in the report on Section 96(1A) Application to Modify Development Consent DA11/0235 for a Liquor Store to remove Condition No. 2 at Lot 41 DP 610847 (No. 31) Moore Street, St Clair be received.

2.     The Section 96(1A) Application to Modify Development Consent DA11/0235 for a Liquor Store to remove Condition No. 2 at Lot 41 DP 610847 (No. 31) Moore Street, St Clair be approved by:

2.1       Deleting the following Condition No.2:

This consent is limited to a period of 12 months from the date of this consent. Prior to the expiry date of this consent, the applicant will be required to submit an application for any continuance of the use.

 

2.2       Amending Condition No.8 to read:

“The Security Management Plan is to be reviewed and updated to incorporate mitigation measures by store management at the request and to the satisfaction of Penrith City Council and/or the NSW Police to respond to any occurrences of safety, security and anti social behaviour.”

 

3.     Those who made submissions be notified of the determination.

For

Against

Councillor Tanya Davies

Councillor Greg Davies

Councillor Mark Davies

Councillor John Thain

Councillor Jim Aitken OAM

Councillor Prue Guillaume

Councillor Ross Fowler OAM

Councillor Kevin Crameri OAM

Councillor Ben Goldfinch

Councillor Jackie Greenow

 

Councillor Marko Malkoc

 

Councillor Karen McKeown

 

Councillor Kath Presdee

 

Councillor Kaylene Allison

The MOTION was PUT.

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

 

The MOTION was LOST.

A FORESHADOWED MOTION moved by Councillor John Thain seconded Councillor Marko Malkoc was PUT.

For

Against

Councillor Greg Davies

Councillor Tanya Davies

Councillor John Thain

Councillor Mark Davies

Councillor Prue Guillaume

Councillor Jim Aitken OAM

Councillor Kevin Crameri OAM

Councillor Ross Fowler OAM

Councillor Jackie Greenow

Councillor Ben Goldfinch

Councillor Marko Malkoc

 

Councillor Karen McKeown

 

Councillor Kath Presdee

 

Councillor Kaylene Allison

 

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

 

The FORESHADOWED MOTION was CARRIED and on becoming the SUBSTANTATIVE MOTION was also CARRIED.

323 RESOLVED on the MOTION of Councillor John Thain seconded Councillor Marko Malkoc     

          That:

1.     The information contained in the report on Section 96(1A) Application to Modify Development Consent DA11/0235 for a Liquor Store to remove Condition No. 2 at Lot 41 DP 610847 (No. 31) Moore Street, St Clair be received.

 

2.     The Section 96(1A) Application to Modify Development Consent DA11/0235 for a Liquor Store to remove Condition No. 2 at Lot 41 DP 610847 (No. 31) Moore Street, St Clair be approved by:

2.1       Deleting the following Condition No.2:

This consent is limited to a period of 12 months from the date of this consent. Prior to the expiry date of this consent, the applicant will be required to submit an application for any continuance of the use.

 

2.2       Amending Condition No.8 to read:

“The Security Management Plan is to be reviewed and updated to incorporate mitigation measures by store management at the request and to the satisfaction of Penrith City Council and/or the NSW Police to respond to any occurrences of safety, security and anti social behaviour.”

 

3.     Those who made submissions be notified of the determination.

 

A Green City

 

10      Waste and Sustainability Improvement Payment Program                                           

324  RESOLVED on the MOTION of Councillor Marko Malkoc seconded Councillor Jim Aitken OAM that the information contained in the report on Waste and Sustainability Improvement Payment Program be received.

 

11      Penrith Recycled Water Scheme Stage 2                                                                         

325  RESOLVED on the MOTION of Councillor Marko Malkoc seconded Councillor Jim Aitken OAM

That:

1.     The information contained in the report on Penrith Recycled Water Scheme Stage 2 be received.

2.     A further report be presented to Council on completion of the detailed design stage of the project and prior to proceeding to the construction phase of the project.

 

A Liveable City

 

13      Reclassification of Land - Council Free Parking Area Agreements                             

326  RESOLVED on the MOTION of Councillor Jim Aitken OAM seconded Councillor Marko Malkoc

That:

1.     The information contained in the report on Reclassification of Land Council Free Parking Area Agreements be received.

2.     These identified lands (even though they are privately owned) be classified as operational land in accordance with the Director General Guidelines and only for the purpose of the free parking agreement.

3.     Glenmore Park Town Centre, Westfield Penrith, Centro Nepean and Coles (1st Choice Liquor’) be advised of Council’s decision.

 

14      Tender Reference 21-10/11, Roof Replacement and Rectification at Ripples Aquatic Centre                                                                                                                                             

327  RESOLVED on the MOTION of Councillor Jim Aitken OAM seconded Councillor Marko Malkoc

That:

1.     The information contained in the report on Tender Reference 21-10/11, Roof Replacement and Rectification at Ripples Aquatic Centre be received.

2.     Council rescind the resolution made at its meeting on 18 July 2011 to engage Bilas Knight Pty Ltd.

3.     Council readvertise the tender for the Roof Replacement and Rectification at Ripples Aquatic Centre.

 

12      Penrith War Memorial Swimming Pool - 50th Anniversary Event                              

328  RESOLVED on the MOTION of Councillor John Thain seconded Councillor Jim Aitken OAM

That:

1.     The information contained in the report on Penrith War Memorial Swimming Pool - 50th Anniversary Event be received.

2.     Entry be provided free of charge to Penrith War Memorial Swimming Pool for the Family Fun Australia Day, 26 January 2012.

 

A Vibrant City

 

15      Place Making and Public Art Policy                                                                                

329  RESOLVED on the MOTION of Councillor Ross Fowler OAM seconded Councillor Marko Malkoc

That:

1.     The information contained in the report on Place Making and Public Art Policy be received.

2.     Council endorse the Place Making and Public Art Policy provided as Appendix 1 to this report.

3.     Council write to the organisations making submissions on the minor alterations and Council endorsement of the Place Making and Public Art policy.

 

 

 

16      Transportation of restricted solid waste to SITA landfill facility                                  

330  RESOLVED on the MOTION of Councillor Prue Guillaume seconded Councillor Ross Fowler OAM that the information contained in the report on Transportation of restricted solid waste to SITA landfill facility be received.

 

REQUESTS FOR REPORTS AND MEMORANDUMS

 

RR 1          Regional Youth Forum                                                                                            

Councillor John Thain  requested a memo reply concerning the opportunity to hold a Regional Youth Forum which also engaged young people from outside the Penrith Local Government Area

 

RR 2          Industry Partnership Award                                                                                  

Councillor John Thain tabled an Award to Council received from the Schools Industry Partnership for hosting over 500 student HSC Workplacements in 2011.

 

RR 3          Designated Alcohol Free Areas                                                                               

Councillor Karen McKeown requested a Council report concerning designating the park adjacent to the  proposed Liquor Store at Lot 41 DP 610847 (No. 31) Moore Street, St Clair as an Alcohol Prohibited Area under Section 632A of the Local Government Act 1993.

 

RR 4          Removal of Tree in Reserve adjacent to 12 Lewis Road, Cambridge Gardens 

Councillor Kath Presdee requested Council inspect and appropriately prune a tree in the reserve bounding Lewis and Boomerang Roads and Carlyle Crescent, Cambridge Gardens as the branches overhang properties and drop foliage causing damage.

 

RR 5          Financial Resourcing of Community Campaigns                                                 

Councillor Prue Guillaume requested a report to Council detailing how Council has financially resourced community campaigns in the past, particularly concerning campaigns against the Castlereagh Tip in the 1990s and the campaigns against Badgerys Creek Airport and to preserve land on the ADI site.

 

RR 6          Consideration of Submissions relating to Development Applications                 

Councillor Tanya Davies requested a memo reply detailing why a submission from the NSW Police pertaining to DA11/0235 was not considered in the Section 96(1A) application to modify consent.

 

 

 

 

 

 

 

URGENT BUSINESS

 

UB 1          Commercial Matter - Tender Reference 25-10/11 for the provision of Grave Digging Services                                                                                                                      

Councillor Kevin Crameri OAM requested this item be discussed in committee of the whole as  the item refers to information that would, if disclosed, prejudice the maintenance of law and discussion of the matter in open meeting would be, on balance, contrary to the public interest.

 


Councillor Tanya Davies left the meeting, the time being 8:38pm and did not return.

 

Committee of the Whole

 

331  RESOLVED on the MOTION of Councillor Marko Malkoc seconded Councillor Ross Fowler OAM that the meeting adjourn to the Committee of the Whole to deal with the following matters, the time being 8:38pm.

 

 

1        Presence of the Public

 

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

 

 

A Leading City

 

2        Commercial Matter - Council Property - Sale of Lot 55, DP 1170183 Lenore Lane, Erskine Park                                                                                                                                    

 

This item has been referred to Committee of the Whole as the report refers to commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret and discussion of the matter in open meeting would be, on balance, contrary to the public interest.

 

3        Commercial Matter - Council Property - Leasing of Suite 9 at 140-142 Henry Street, Penrith (Allen Arcade)                                                                                                                    

 

This item has been referred to Committee of the Whole as the report refers to commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret and discussion of the matter in open meeting would be, on balance, contrary to the public interest.

 

4        Commercial Matter - High Street, Penrith                                                                      

 

This item has been referred to Committee of the Whole as the report refers to commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret and discussion of the matter in open meeting would be, on balance, contrary to the public interest.

 

The meeting resumed at 8:49pm and the Acting General Manager reported that the Committee of the Whole met at 8:38pm on Monday, 21 November 2011the following being present

 

His Worship the Mayor, Councillor Greg Davies, Deputy Mayor, Councillor Jackie Greenow,  Councillors Jim Aitken OAM, Kaylene Allison, Kevin Crameri OAM, Mark Davies, Ross Fowler OAM, Ben Goldfinch, Prue Guillaume, Marko Malkoc, Karen McKeown, Kath Presdee 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 - Sale of Lot 55, DP 1170183 Lenore Lane, Erskine Park                                                                                                                                    

332  RESOLVED on the MOTION of Councillor Ross Fowler OAM seconded Councillor Marko Malkoc

CW2 That:

1.     The information contained in the report on Commercial Matter - Council Property - Sale of Lot 55, DP 1170183 Lenore Lane, Erskine Park be received.

2.     Council sell Lot 55, DP 1170183 in accordance with Conditions 1-9 as outlined in summary of the report, subject to public auction.

3.     The Property Development Manager be authorised to sign a “Deed of Agreement” that is to be prepared by Council’s solicitors.

4.     The Property Development Manager be authorised to sign the agency agreement and Contract of Sale in consultation with the Group Manager -  Legal and Governance.

5.     A further report be presented to Council in relation to the setting of the reserve price prior to the public auction.

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

 

 

 

3        Commercial Matter - Council Property - Leasing of Suite 9 at 140-142 Henry Street, Penrith (Allen Arcade)                                                                                                      

333  RESOLVED on the MOTION of Councillor Marko Malkoc seconded Councillor Jim Aitken OAM

CW3 That:

1.     The information contained in the report on Commercial Matter - Council Property - Leasing of Suite 9 at 140-142 Henry Street, Penrith (Allen Arcade) be received.

2.     Council grant Master Coaching Penrith a new 3 year lease with a 3 year option over Suite 9 at “Allen Arcade” 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 - High Street, Penrith                                                                      

334  RESOLVED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Marko Malkoc

CW4 That:

1.     The information contained in the report on Commercial Matter - High Street, Penrith be received.

2.     The recommendation as proposed in the separate annexure to this report be adopted.

 

UB 1          Commercial Matter - Tender Reference 25-10/11 for the provision of Grave Digging Services                                                                                                                      

Councillor Kevin Crameri OAM requested a further report be brought to Council providing previous reports to Council and other relevant information including pricing.

 

ADOPTION OF Committee of the Whole

 

335  RESOLVED on the MOTION of Councillor John Thain seconded Councillor Jackie Greenow that the recommendation 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 8:53pm.

 



PENRITH CITY COUNCIL

 

Procedure for Addressing Meetings

 

Anyone can request permission to address a meeting, providing that the number of speakers is limited to three in support of any proposal and three against.

 

Any request about an issue or matter on the Agenda for the meeting can be lodged with the General Manager or Public Officer up until 12 noon on the day of the meeting.

 

Prior to the meeting the person who has requested permission to address the meeting will need to provide the Public Officer with a written statement of the points to be covered during the address in sufficient detail so as to inform the Councillors of the substance of the address and a written copy of any questions to be asked of the Council in order that responses to those questions can be provided in due course.

 

In addition, prior to addressing the meeting a person addressing Council or Committee will be informed that they do not enjoy any privilege and that permission to speak may be withdrawn should they make inappropriate comments.

 

It should be noted that persons who wish to address the Council are addressing a formal part of the Council Meeting. All persons addressing the Meeting should give consideration to their dress attire. Smart casual is a minimum that is thought to be appropriate when addressing such a forum.

 

It should be noted that speakers at meetings of the Council or Committee do not have absolute privilege (parliamentary privilege).  A speaker who makes any potentially offensive or defamatory remarks about any other person may render themselves open to legal action.

 

Prior to addressing the meeting the person will be required to sign the following statement:

 

“I (name) understand that the meeting I intend to address on (date) is a public meeting.  I also understand that should I say or present any material that is inappropriate, I may be subject to legal action.  I also acknowledge that I have been informed to obtain my own legal advice about the appropriateness of the material that I intend to present at the above mentioned meeting”.

 

Should a person fail to sign the above statement then permission to address either the Council or Committee will not be granted.

 

The Public Officer or Minute Clerk will speak to those people who have requested permission to address the meeting, prior to the meeting at 7.15pm.

 

It is up to the Council or Committee to decide if the request to address the meeting will be granted.

 

Where permission is to be granted the Council or Committee, at the appropriate time, will suspend only so much of the Standing Orders to allow the address to occur.

 

The Chairperson will then call the person up to the lectern or speaking area.

 

The person addressing the meeting needs to clearly indicate:

 

· Their name;

 

· Organisation or group they are representing (if applicable);

 

· Details of the issue to be addressed and the item number of the report in the Business Paper;

 

· Whether they are opposing or supporting the issue or matter (if applicable) and the action they would like the meeting to take;

 

·           The interest of the speaker (e.g. affected person, neighbour, applicant, applicants spokesperson, interested citizen etc).

 

Each person then has five minutes to make their address.  Those addressing Council will be required to speak to the written statement they have submitted.  Permission to address Council is not to be taken as an opportunity to refute or otherwise the points made by previous speakers on the same issue. 

 

The Council or Committee can extend this time if they consider if appropriate, however, everyone needs to work on the basis that the address will be for five minutes only.

 

Councillors may have questions about the address so people are asked to remain at the lectern or in the speaking area until the Chairperson has thanked them.

 

When this occurs, they should then return to their seat.

 

Glenn McCarthy

Public Officer

02 4732 7649                              


 

 

 

 

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Mayoral Minutes

 

Item                                                                                                                                                Page

 

1        Council wins LGSA Local Government Excellence in the Environment Awards

 

 



Ordinary Meeting                                                                                           12 December 2011

A Leading City

Mayoral Minute

Council wins LGSA Local Government Excellence in the Environment Awards

Strategic Objective: A Regional City that provides our jobs, education, services and entertainment (1)

           

 

I am extremely pleased that Council continues to be recognised as a leader in sustainability. Our Organic Recycling and Composting Service was named Overall Winner in the Waste Avoidance category at the 14th annual Local Government and Shires Associations of NSW (LGSA) Local Government Excellence in the Environment Awards.

 

The awards were presented by the Minister for the Environment, the Honourable Robyn Parker MP at the Museum of Contemporary Art in Sydney on Tuesday 29 November. We were one of several finalists invited to deliver a presentation before the awards ceremony, and I would like to congratulate all staff involved in preparing an excellent presentation about our innovative 3-bin waste service.

 

Council also won the Sustainable Procurement Category for our Sustainable Procurement Policy. This policy has supported various initiatives including:

·  use of the Sustainability Revolving Fund to finance projects ranging from an Energy Performance Contract to lighting upgrades and solar panel installation,

·    incorporation of sustainability criteria into relevant contracts and tenders, and

·    training and resources for staff making purchasing decisions.

 

Council was represented at the awards presentation by one of our Sustainability Champions Councillor Karen McKeown and staff including Waste and Community Protection Manager Tracy Chalk, Procurement Analyst Ben Rodwell and Senior Sustainability Planner, Krystie Race.

 

Congratulations to all involved for your efforts and contribution to this latest proud achievement.

 

Cr Greg Davies

Mayor

 

 

RECOMMENDATION

That the Mayoral Minute on Council wins LGSA Local Government Excellence in the Environment Awards be received.

 

 

  


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


Reports of Committees

 

Item                                                                                                                                                Page

 

1        Report and Recommendations of the Policy Review Committee Meeting held on 5 December 2011

 

2        Report and Recommendations of the Local Traffic Committee held on 5 December, 2011

 

3        Report and Recommendations of the Penrith Valley Community Safety Partnership Meeting held on 30 November 2011

 

 



Ordinary Meeting                                                                                           12 December 2011

A Leading City

REPORT AND RECOMMENDATIONS OF THE
 Policy Review Committee MEETING

HELD ON 5 December, 2011

 

 

 

PRESENT

His Worship the Mayor, Councillor Greg Davies, Deputy Mayor, Councillor Jackie Greenow (arrived at 7:37pm) and Councillors Jim Aitken OAM, Kaylene Allison, Kevin Crameri OAM, Mark Davies, Ross Fowler OAM, Ben Goldfinch, Prue Guillaume, Marko Malkoc, Karen McKeown, Kath Presdee and John Thain.

 

LEAVE OF ABSENCE

Leave of Absence was previously granted to Councillor Robert Ardill for the period 20 November 2011 to 21 December 2011 inclusive.

APOLOGIES

An apology was received for Councillor Tanya Davies.

 

CONFIRMATION OF MINUTES - Policy Review Committee Meeting - 14 November 2011

The minutes of the Policy Review Committee Meeting of 14 November 2011 were confirmed.

 

DECLARATIONS OF INTEREST

 

Councillor Ross Fowler OAM declared a Pecuniary Interest in Item 2 Placement of Council’s newspage, as he is one of the Directors of one of the companies subject to the report and therefore will leave the room during the consideration of the item and take no part in the consideration of the report.

His Worship the Mayor, Councillor Greg Davies declared a Non-Pecuniary Conflict of Interest – Significant in Item 2 Placement of Council’s newspage, as he has a Conflict of Interest in one of the companies that has been approached by the Advertising Working Party as part of the selection process subject to the report and therefore will leave the room during the consideration of the item and take no part in the consideration of the report.

Councillor Jim Aitken OAM declared a Pecuniary Interest in Item 2 Placement of Council’s newspage, as he is one of the Directors of one of the companies subject to the report and therefore will leave the room during the consideration of the item and take no part in the consideration of the report.

 

 

 

 


DELIVERY PROGRAM REPORTS

 

A Leading City

 

1        Results of Consultation - Planning Proposal for Amendments to Penrith Local Environmental Plan 2010 and draft Heritage Local Environmental Plan                   

RECOMMENDED

That:

1.     The information contained in the report on Results of Consultation - Planning Proposal for Amendments to Penrith Local Environmental Plan 2010 and draft Heritage Local Environmental Plan be received.

2.     Council endorse the post-exhibition changes to the Planning Proposal as outlined in the report.

3.     Council not hold a public hearing in relation to the Planning Proposal.

4.     Once the post-exhibition changes are made, the amended Planning Proposal, be forwarded to the Minister for Planning and Infrastructure with a request to:

a.   consider the changes made to the Planning Proposal in response to the public exhibition; and

b.   make the plan in accordance with the Environmental Planning and Assessment Act 1979.

 

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

For

Against

Councillor Greg Davies

 

Councillor John Thain

 

Councillor Prue Guillaume

 

Councillor Mark Davies

 

Councillor Kevin Crameri OAM

 

Councillor Jim Aitken OAM

 

Councillor Ross Fowler OAM

 

Councillor Ben Goldfinch

 

Councillor Jackie Greenow

 

Councillor Marko Malkoc

 

Councillor Karen McKeown

 

Councillor Kath Presdee

 

Councillor Kaylene Allison

 

 


A City of Opportunities

 

Having previously declared a Non-Pecuniary Conflict of Interest – Significant in Item 2, His Worship the Mayor, Councillor Greg Davies left the meeting, the time being 7:39pm.

 

Having previously declared a Pecuniary Interest in Item 2, Councillors Ross Fowler OAM and Jim Aitken OAM left the meeting, the time being 7:39pm.

 

2        Placement of Council's newspage

The Deputy Mayor, Councillor Jackie Greenow took the Chair, the time being 7:39pm.

RECOMMENDED

          That:

 

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

2.     Council commit to placement of Council’s weekly newspage with the Western Weekender for a two year period effective immediately.

3.     Paragraph 1 of the conclusion of the report be revised to indicate all prices quoted are based on a weekly rate by adding the words “per week” at the end of the prices quoted.

 

His Worship the Mayor, Councillor Greg Davies returned to the meeting and resumed the Chair, the time being 7:41pm.

 

Councillors Ross Fowler OAM and Jim Aitken OAM returned to the meeting, the time being 7.41pm.

 

A Liveable City

 

3        Sportsground Management Strategy

Recreation Manager, Andrew Robinson introduced the report and gave a brief overview of the report.

RECOMMENDED

That:

1.     The information contained in the report on Sportsground Management Strategy be received

2.     Council adopt the Sportsground Management Strategy.

3.     Council write to the organisations that made submissions notifying those groups of the response and Council’s decision regarding adoption of the draft Sportsground Management Strategy.

 

 

 

 

 

A Vibrant City

 

4        Subsidies to Local Bands, Orchestras and Musical and Performance Groups

Community and Cultural Development Manager, Erich Weller introduced the report gave a brief overview of the report.

RECOMMENDED

That:

1.     The information contained in the report on Subsidies to Local Bands, Orchestras and Musical and Performance Groups be received.

2.     The amended policy document on Subsidies to Performance Groups provided at Appendix 1 to this report be adopted.

 

 

5        Penrith and St Marys Centres Management Review

Group Manager – People and Places, Roger Nethercote introduced the report and gave a brief presentation.

RECOMMENDED

That:

1.     The information contained in the report on Penrith and St Marys Centres Management Review be received

2.     Council create new centre management entities for Penrith City Centre and St Marys Town Centre in accordance with the management model Option 1 and the new governance arrangements as described in this report

3.     Council write to the Penrith City Centre Association and the St Marys Town Centre Association to obtain their undertaking to the dissolution of the associations effective from 30 June 2012

4.     Council establish an Independent Review Panel to advise Council in the setting up of the new centre management entities and then to advise and make recommendations to Council in relation to the ongoing operational reviews and reporting on the new entities in accordance with the recommended governance arrangements

5.     Council endorse the appointment of a suitably qualified consultant to assist in the implementation of the new management arrangements with costs to be funded from the Penrith City Centre and St Marys Town Centre 2012/13 budget allocations

6.     The General Manager be authorised to advance the establishment of the new entities and associated management arrangements as recommended and a further report be provided to Council for Council’s formal endorsement to the final agreements as outlined in the report

7.     The Penrith City Centre Association, the St Marys Town Centre Association, the Penrith Business Alliance and the Penrith Valley Chamber of Commerce be formally thanked for their support of the Centre’s Review process and their valuable contributions to it.

 

There being no further business the Chairperson declared the meeting closed the time being 8:23pm.

 

 

RECOMMENDATION

That the recommendations contained in the Report and Recommendations of the Policy Review Committee meeting held on 5 December, 2011 be adopted.

 

 

 


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

REPORT AND RECOMMENDATIONS OF THE
 Local Traffic Committee MEETING

HELD ON 5 December, 2011

 

 

 

PRESENT

Michael Alderton – Road Network Services Engineer (Chairperson), Adam Wilkinson – Engineering Services Manager, David Lance - Roads and Traffic Authority, Councillor Karen McKeown, Senior Constable Mark Elliott – St Marys Police, Constable Bill Pearson – Penrith Police, Mark Holmes – Representative for the Member for Mulgoa, Daniel Davidson – Road Safety Co‑ordinator, David Drozd – Senior Traffic Engineer, Ruth Byrnes - Senior Traffic Officer, Imran Ahmed – work experience student.

 

IN ATTENDANCE

Paul Maynard – Ranger, Phil Davies - Westbus, Michael Pruss – Westbus, Edward Osiowy – Transport for NSW.

 

APOLOGIES

Apologies were accepted from the Deputy Mayor, Councillor Jackie Greenow, Wayne Mitchell – Group Manager City Infrastructure, Jacob Strong – Trainee Engineer

 

CONFIRMATION OF MINUTES - Local Traffic Committee Meeting - 7 November 2011

The minutes of the Local Traffic Committee Meeting of 7 November 2011 were confirmed.

 

DECLARATIONS OF INTEREST

 There were no declarations of interest.

 

DELIVERY PROGRAM REPORTS

 

A Liveable City

 

1        Local Traffic Committee - Meeting Dates for 2012                                                        

RECOMMENDED

That:

1.     The information contained in the report on Local Traffic Committee - Meeting Dates for 2012 be received.

2.     The above dates be confirmed for 2012.

 

 

2        Billington Place Car Park, Emu Plains - Request for Provision of 2-Hour Parking Restrictions                                                                                                                         

LTC Comment

Councillor McKeown noted that the 61 spaces proposed for 2P restrictions may be greater than the demand required for short-stay customer parking for this shopping strip.

Council’s Road Network Services Engineer advised that following approval from the Roads and Maritime Services, the number of spaces could be reviewed to ensure that parking in this area is equitable for all users.

RECOMMENDED

That:

1.     The information contained in the report on Billington Place Car Park, Emu Plains - Request for Provision of 2-Hour Parking Restrictions be received.

2.     Subject to separate approval from the Roads and Maritime Services, 2-hour parking restrictions be implemented for a maximum of 61 existing spaces in the public car park in Billington Place, Emu Plains.  The number of spaces signposted will be in accordance with the approval from the Roads and Maritime Services.

3.     The business operator (lead petitioner) be advised of Council’s resolution and be requested to advise all other petitioners.

 

 

3        Chain-o-ponds Road, Mulgoa - Proposed Provision of 3-Tonne Load Limit              

RECOMMENDED

That:

1.     The information contained in the report on Chain-o-ponds Road, Mulgoa - Proposed Provision of 3-Tonne Load Limit be received.

2.     A “No Trucks” sign with 3-tonne load limit be installed on Chain‑o‑ponds Road, Mulgoa, and appropriate signage, including advance warning signs, be implemented.

3.     The proposal be advertised in local newspapers and the Government Gazette for a period of two weeks.

4.     Council’s City Works Department be advised.

 

 

4        Tench Avenue, Jamisontown - Proposed Provision of "No Parking" & "No Stopping" Restrictions                                                                                                                         

RECOMMENDED

That:

1.     The information contained in the report on Tench Avenue, Jamisontown - Proposed Provision of "No Parking" & "No Stopping" Restrictions be received.

2.     Full-time “No Parking - Council & Emergency Services Vehicles Excepted” restrictions be provided along the eastern side of the service access lane located on Tench Avenue, Jamisontown, for a distance of 45m.

3.     Full-time “No Stopping” restrictions be provided along the western side of the service access lane on Tench Avenue, Jamisontown, from the western entry point north for a distance of 30m.

4.     Council’s Rangers, City Parks Department and City Works Department be advised of Council’s resolution.

 

 

5        Glossop Street, St Marys - Implementation of "No Stopping" Restrictions                 

RECOMMENDED

That:

1.     The information contained in the report on Glossop Street, St Marys - Implementation of "No Stopping" Restrictions be received.

2.    “No Stopping” restrictions be implemented on Glossop Street, St Marys, in the northbound lane between King Street and Phillip Street.

3.    “No Stopping” restrictions be implemented on Glossop Street, St Marys, in the southbound lane between Adelaide Street and the Great Western Highway, with the exception of the existing “Bus Stop” near No 164 Glossop Street.

4.    The existing “Bus Stop” near No 164 Glossop Street be signposted and formalised as a 20 metre “Bus Zone”.

5.    Transport for NSW be advised of Council’s resolution and be requested to provide advice with regard to responsibilities for providing Disability Discrimination Act 1992 compliant infrastructure at the new “Bus Zone”.

6.    East Ward Councillors be advised of Council’s resolution.

7.    Housing NSW be advised of Council’s resolution.

8.    Those people who made submissions be advised of Council’s resolution.

9.    The property owners/residents of No 164 Glossop Street be advised of Council’s resolution.

 

 

6        Woodriff Street, Reserve Street & Kendall Street, Penrith - Implementation of "Bus Zone" for Free Shuttle Bus Service                                                                                             

RECOMMENDED

That:

1.     The information contained in the report on Woodriff Street, Reserve Street & Kendall Street, Penrith - Implementation of "Bus Zone" for Free Shuttle Bus Service be received.

2.     The existing 17.4 metres of “No Parking” zone along the western side of Woodriff Street, Penrith, in front of Judges Park northern exit driveway, be removed.

3.     “No Stopping” restrictions be implemented on the western side of Woodriff Street, Penrith for a distance of 5.0 metres south of the Judges Park northern exit driveway.

4.     The existing “1 Hour Parking” on the western side of Woodriff Street be removed and “Bus Zone” be implemented on the western side of Woodriff Street, Penrith for a distance of 20 metres, south of the “No Stopping” zone and the Judges Park northern exit driveway.

5.     The existing temporary signposted “Bus Zones” on Reserve Street and Kendall Street be endorsed as permanent “Bus Zones”.

6.     Consultation be conducted with affected property owners and any substantial objections be referred back to the Local Traffic Committee for consideration.

7.     Subject to no substantial objections from affected property owners, “No Parking - Buses Excepted 10 Minutes” restrictions be implemented on the western side of Kendall Street, Penrith, in front of McDonalds Restaurant, between the two driveways.

8.     The Minister for Transport be advised of Council’s resolution.

 

 

7        Bel-Air Road, Penrith - Provision of Traffic Calming Devices                                     

RECOMMENDED

That:

1.   The information contained in the report on Bel-Air Road, Penrith - Provision of Traffic Calming Devices be received.

2.   Community consultation be conducted with affected residents regarding loss of parking associated with the facilities and any substantial objections be referred back to the Local Traffic Committee.

 

3.   Subject to no substantial objections, Design Plan AB 165 (excluding speed zone signage) for installation of three Watts Profile speed humps, be finalised and endorsed for construction.

 

4.   The Roads and Maritime Services be requested to consider a review of speed limits and the number of existing speed limit signs in Bel-Air Road, Penrith, with a view to reinforcing the general urban speed limit to complement the proposed physical treatments.

 

 

8        Womra Crescent, Glenmore Park - Proposed Provision of Linemarking                    

RECOMMENDED

That:

1.     The information contained in the report on Womra Crescent, Glenmore Park - Proposed Provision of Linemarking be received.

2.     Consultation be conducted with affected residents and any substantial objections be referred back to the Local Traffic Committee.

3.     Subject to no substantial objections, double-barrier linemarking be provided outside house number 56A Womra Crescent for a total distance of 50m.

4.     Curve warning signs (W1-3A) be installed on both approaches to the subject bend.

5.     The resident and Mrs Tanya Davies MP, Member for Mulgoa be advised.

 

 

9        Penrith City Council Road Safety Program Update                                                      

RECOMMENDED

That:

1.     The information contained in the report on Penrith City Council Road Safety Program Update be received.

2.     The information be noted.

 

 

10      Woodriff Street, Penrith - Proposed Provision of "No Stopping" Restrictions in Temporary Car Park                                                                                                                             

RECOMMENDED

That:

1.     The information contained in the report on Woodriff Street, Penrith - Proposed Provision of "No Stopping" Restrictions in Temporary Car Park be received.

2.     “No Stopping” restrictions be provided in front of the two existing accessible parking spaces at the northern end of the temporary car park (from the exit driveway through to the accessible parking spaces) on Woodriff Street, Penrith, between Judges Place and the Bowling Club.

3.     Penrith Valley Chamber of Commerce be advised of Council’s resolution.

 

 

GENERAL BUSINESS

 

GB 1          Australia Day Event – Thursday 26 January 2012  (Raised Council)                 

Council has received an application, in the form of a Traffic Management Plan (TMP) prepared by the Sydney International Regatta Centre (SIRC) at Penrith, to hold an Australia Day event on Thursday, 26 January 2012.  This event has been held in previous years, organised by Penrith City Council, and has proven a success with minimal traffic issues.

 

Current Situation

This event is considered a Class 2 Event under the Roads and Maritime Services (RM Services) (formerly the Roads and Traffic Authority’s) “Guide to Traffic & Transport Management for Special Events” and will require a TMP and a risk management plan to be prepared by the applicant and submitted to the Roads and Maritime Services for approval prior to the event.

 

This year, due to high temperatures normally experienced, the event is proposed to begin at the later time of 6:00pm and finish at 9.30pm and will be wholly contained within the SIRC.  The event is expected to attract up to 10,000 patrons to the site throughout the event period, which would be predominantly family groups.

 

From 4.00pm, there will be ingress of vehicles to the Premier’s Function which commences at 4:30pm at the restaurant on the island at SIRC.  These vehicles will enter SIRC via Gate E and park in P1, and will depart via Gate E to Cranebrook Road.  The Fireworks Finale will commence at 9.00pm and finish at 9.25pm.

 

It is anticipated that there will be a maximum of 2,000 vehicles on-site at any one time, with people coming and going throughout the afternoon/evening.  With suitable weather conditions, most of the above will be parked on-site.  There will be shuttle buses ferrying patrons on-site and up to 12 accessible buses operating throughout the day from the northern side of Penrith Railway Station and Penrith Pools between 6.00pm and 10.30pm.

 

Penrith Police and the RM Services have been actively involved in the planning process of the event, with Police Highway Patrol being in contact with the RM Services to resolve first-hand any traffic congestion issues that may arise.  The peak ingress of people and vehicles is expected to occur from 5.00pm, with the egress being after 9.25pm.

 

The event applicant has requested a reduction in the speed limit on Old Castlereagh Road for the duration of the event from 80km/h to 40km/h to improve road safety in this area.  This information must be included in the Traffic Control Plan and approved by the Roads and Maritime Services.

 

LTC Comment

 

The Penrith Police representative advised that Police have been consulted and have no objection to the proposed event, and further, that a Schedule 1 Form is not required for this event.

 

RECOMMENDED

That:

 

1.   The event applicant be advised that this is a Class 2 Event under the Roads and Maritime Services’ (formerly Roads and Traffic Authority) “Guide to Traffic and Transport Management for Special Events”, and that all conditions and requirements specified in the Guide must be complied with prior to the event.

2.   A Transport Management Plan including a Risk Management Plan be lodged by the event applicant with the Roads and Maritime Services for concurrence, prior to the event.  A copy of the Roads and Maritime Services concurrence must be submitted to Council prior to the event.

3.   The event applicant provide confirmation of Public Liability Insurance (usually a Certificate of Currency) of minimum $10 million, prior to the event.

4.   A detailed Traffic Control Plan shall be prepared by a qualified and certified professional and submitted to Council, the Roads and Maritime Services and NSW Police prior to the event.  The Traffic Control Plan shall include details of the proposed speed reduction on Old Castlereagh Road.  The Traffic Control Plan shall detail how a minimum 4.0m emergency lane is maintained at all times during the event.

5.   The event applicant arrange to place barricades and provide Roads and Maritime Services accredited Traffic Controllers where required by the endorsed Traffic Management Plan.  Where the Traffic Management and Traffic Control Plan indicate Traffic Controllers are to be used, all Traffic Controllers must have current Roads and Maritime Services certification.

6.   The event applicant must provide advice to Council prior to the event that the event complies with the NSW Occupational Health & Safety Act 2000 and the NSW Occupational Health & Safety Regulations 2001.

7.   The event organiser notify the Ambulance Service of NSW and fire brigades (NSW Fire Brigade and Rural Fire Service) and the State Emergency Services of the proposed event and submit a copy of the notification to Council prior to the event.

8.   The event applicant notify private bus companies of the proposed event and submit a copy of the notification to Council prior to the event.

9.   The event applicant shall ensure that noise control measures are in place as required by the protection of the Environment Operations (Noise Control) Regulation 2000.

10. Where provided Variable Message Sign boards should be located in accordance with the Roads and Maritime Services Technical Direction TDT2010/07.

11. The applicant be advised of Council’s resolution.

 

 

GB 2          Bringelly Road, Kingswood – Request for Provision of “No Stopping” Restriction  (Raised St Marys Police)                                                                                                              

The St Marys Police representative raised concerns on behalf of the Principal of Kingswood High School, regarding pedestrian safety when vehicles are parked on the traffic island outside the school in Bringelly Road, Kingswood.

The Police representative requested that the existing faded “Bus Zone” sign on the southern end of the “Bus Zone” be replaced, and Council investigate installation of another “Bus Zone” sign half way along the “Bus Zone” area.  In addition, he requested that “No Stopping” restrictions be provided along the inner section of the “Bus Zone” area on the southern kerb of the traffic island, similar to those at Emmaus Catholic College in Bakers Lane, Kemps Creek.

RECOMMENDED

That the matter be investigated.

 

GB 3          Fatal Incident Response Strategy Team (FIRST) Report – (Raised St Marys Police)  

The St Marys Police representative tabled a report regarding the recent fatal accident at the following location:

Parker Street & Barber Avenue, Kingswood:  accident involving a pedestrian occurred on Wednesday, 16 November 2011.  No inspection was carried out.  The report outcome showed there were other contributory factors to the accident rather than the road condition, ie, behavioural influences appeared to be the cause of the accident.

Council’s Senior Traffic Engineer raised discussion following the tabling of the abovementioned FIRST report.  He advised that there are several options available to improve pedestrian safety at this location, such as full-length pedestrian fencing, mid-block pedestrian signals or a pedestrian overpass.

The Committee noted that there is a master plan for the Hospital which increases services within the Hospital, and that the demand for parking around the health precinct will continue to grow despite the plans for a decked car park within the Hospital grounds.

Council also added that an increase has been made to the on-street Residential Parking Area Scheme in the streets surrounding the Hospital, together with the provision of a temporary car park on Council land in Somerset Street for construction workers’ vehicles.

RECOMMENDED

That Council write to the Roads and Maritime Services and provide a copy of the FIRST report regarding the pedestrian fatality in Parker Street, Kingswood, requesting their advice regarding options for improving pedestrian safety in this area.  Councillor McKeown suggested that a copy of the letter to the Roads and Maritime Services also be sent to Kay Hyndman, the Chief Executive Officer at Nepean Hospital, and also to the Nepean Private Hospital.

 

GB 4          Park Avenue, Wallacia – Fatal Accident  (Raised St Marys Police)                     

The St Marys Police representative advised of a fatal accident which occurred in Park Road, Wallacia on Saturday, 3 December 2011.

Police are currently investigating the cause of the accident.

RECOMMENDED

That the Committee note the information.

 

GB 5          Eye Spy Illegal Dumping Campaign  (Raised Council)                                         

Council’s Ranger Services representative advised of a campaign regarding illegal dumping and requested approval from the Roads and Maritime Services to place signs at key locations at the entries to the City.

RECOMMENDED

That the Committee note the information and Council’s Ranger Services Section liaise directly with the Roads and Maritime Services for approval of signs.

 

GB 6          North St Marys - Reinstatement of Bus Route 782  (Raised Westbus)                 

The ComfortDelgroCabcharge (Westbus) representative advised that in response to community feedback, Westbus is reintroducing a temporary shuttle service, which will operate along the previous bus Route 782 in North St Marys.

 

A map of the proposed temporary shuttle (formerly Route 782) from Werrington to St Marys via North St Marys was submitted to Council’s Road Network Services Engineer.  Westbus advised that they have informed Transport for NSW of their intention to introduce the temporary shuttle service on 21 December 2011.  This service is the same as the old 782 prior to the new network of 2009.

 

As per usual practice, Westbus have sent a letter to residents affected by the reinstatement of bus stops for the service.  Following the usual 14 day consultation, if no residents object to their location, Westbus would like to replace the “Bus Stop” signage for the proposed commencement date.

 

Westbus requests the Committee’s endorsement of the “Bus Stop” reinstatement associated with the temporary shuttle service for North St Marys.

LTC Comment

Council’s Road Network Services Engineer advised that this matter will be investigated further to check whether the “Bus Stops” on this route are in the recent lists where the approvals of “Bus Stops” has been rescinded.

In addition, Council requested advice from CDC regarding the requirements for providing compliant “Bus Stops” in accordance with the DDA and DSAPT, as we understand that “Bus Stops” cannot be approved, installed or reinstated unless they are now accessible in accordance with these standards.

 

Council provides “in principle” support for the temporary shuttle service and public transport initiatives for North St Marys communities.  Council provides “in principle” support for the replacement of the “Bus Stop” signage at the defined location, subject to advice regarding the Disability Discrimination Act and Disability Standards for Accessible Public Transport compliance for new and replacement “Bus Stops”.  In this regard the signage should not be reinstated until these matters are resolved.

 

It should be noted that Council has previously written to other organisations, including Transport for NSW, regarding responsibilities for providing such infrastructure and to date we have not received a formal response.

 

Council understands the importance of providing public transport services which the community asks for and we are always happy to investigate improvements, however we are mindful of the legislative requirements placed on service providers when providing these services, in particular the compulsory requirements of the Disability Discrimination Act.

 

RECOMMENDED

That:

 

1.   Council provide “in principle” support for the temporary shuttle service for North St Marys (formerly Route 782).

2.   New “Bus stops” be approved at the following seven locations:

·    2 Griffiths Street

·    25 Griffiths Street

·    28 Griffiths Street

·    52 Wattle Avenue

·    4 Jackaranda Road

·    35 Jackaranda Road

·    36 Jackaranda Road

 

subject to:

a.   ComfortDelgroCabcharge be advised that the prior approvals for “Bus Stops” for the former route on Jackaranda Road, Griffiths Street and Wattle Avenue, North St Marys, have previously been rescinded and the current request for “Bus Stops” is for new “Bus Stops” and not the reinstatement of existing “Bus Stops”

b.   community consultation being conducted by ComfortDelgroCabcharge with all affected property owners and occupiers and any objections referred to the Local Traffic Committee for consideration prior to the “Bus Stops” becoming operational

c.   ComfortDelgroCabcharge provide documentary evidence to Council prior to the “Bus Stops” becoming operational that the approved “Bus stops” comply with the legislative requirements of the Disability Discrimination Act and the Disability Standards for Accessible Public Transport for new “Bus Stops”.

3. ComfortDelgroCabcharge be advised of Council’s resolution.

 

 

There being no further business the Chairperson declared the meeting closed, the time being 11:15am.

 

RECOMMENDATION

That the recommendations contained in the Report and Recommendations of the Local Traffic Committee meeting held on 5 December, 2011 be adopted.

 

 

 


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

REPORT AND RECOMMENDATIONS OF THE
 Penrith Valley Community Safety Partnership MEETING

HELD ON 30 November, 2011

 

 

 

PRESENT      

Councillor Kaylene Allison; Ken Innes, Glenmore Park Action Group; Gina Field, Penrith Valley Chamber of Commerce; Julie Page, Nepean Hospital Needle and Syringe Program; Kylie Chang, St Marys Police; Kylie Druett, Nepean Blue Mountains Local Area Health Network; Ben Feszczuk, Penrith Local Area Command; Murray Halls, Penrith City Council; Tracy Leahy, Penrith City Council; Yvonne Perkins, Penrith City Council; David Burns, Penrith City Council; Olivia Kidon, Penrith City Council; Allison Kyriakakis, Penrith City Council; Erin Davidson, Penrith City Council.

 

APOLOGIES

His Worship the Mayor, Councillor Greg Davies; Councillor Karen McKeown; Glenn Cooper, University of Western Sydney; Gai Hawthorn, Penrith City Centre Association Manager; Darryl Jobson, St Marys Local Area Command; Ray Filewood, St Marys Local Area Command; Kristy Williams, St Marys Local Area Command; Darren Sloane, RailCorp; Julie Passau, Penrith Local Area Command; Grant Healey, Penrith Local Area Command.

 

CONFIRMATION OF MINUTES - Penrith Valley Community Safety Partnership Meeting - 28 September 2011

The minutes of the Penrith Valley Community Safety Partnership Meeting of 28 September 2011 were confirmed.

 

DECLARATIONS OF INTEREST

 

NIL. 

 

DELIVERY PROGRAM REPORTS

 

A Liveable City

 

1    Annual Review of Key Strategy Development and Project Delivery under the Penrith Valley Community Safety Plan 2007-2011

 

Allison provided an overview of programs and strategies delivered under the current Plan during 2011.

 

1.    Domestic Violence Resource Project

An afternoon tea was held in the Nepean Room, 30 November 2011 to celebrate the success of the Domestic Violence Resource Project and to thank trainers and Domestic Violence workers that delivered the various training sessions.

 

A Domestic Violence resource kit was also launched and copies will be provided to participants that attended training sessions throughout the program. The resource kit will assist a wide range of service providers to effectively refer clients that present with domestic and family violence issues.

 

The Domestic Violence Resource Project was funded by the NSW Department of Family and Community Services under the Area Assistance Scheme.

 

The project delivered a total of 16 training sessions to community workers from a range of fields. There were three (3) key components to the project including a training needs analysis, the delivery of a training program and the development of the resource kit to assist with effective referral processes.

 

2.    Solar Lighting Project

Solar lighting has been installed and trialled at three locations. Ched Towns Reserve, Glenmore Park; Todd Lane, St Clair and Daphne Lane, Kingswood.

 

The solar lighting has been installed for four months at these locations and feedback from sporting groups and residents has been positive.

 

3.    The Mondo Community Safety Project

 

Council was successful in receiving $200,000 in funding for The Mondo Community Safety Project. The project focuses on the coordination and delivery of youth programs within the green space and the upgrade of existing CCTV coverage.

 

Allison advised that recruitment is currently underway for two part time Youth Engagement Officers to coordinate and deliver activities and programs in the Green Space, primarily on Thursday, Friday and Saturday nights.

 

The secondary component to the Project incorporates upgrades to the existing CCTV within the space, scheduled to be installed in the near future.

 

4.    Citywide Graffiti Minimisation Strategy

 

Warner Group Education Program

 

Delivery of the Warner Group Graffiti Awareness Education Program to local primary and secondary schools has continued in 2011, the fourth year the program has been delivered in the Penrith Local Government Area. Feedback from students and teachers continues to be positive and the program will continue to be delivered in 2012.

Graffiti Hotspot Project - Crime Prevention Through Environmental Design (CPTED)

 

Council was selected by the NSW Department of Attorney General and Justice to receive $100,000 in funding for the Graffiti Hotspot Project which involves planting/green screening along fence lines to reduce the occurrence of graffiti.

 

The following sights have been selected:

·    Rotary Park, Glenmore Park

·    Coonawarra Drive and Reddington Reserve, St Clair

·    Fragar Road Reserve, South Penrith

·    Schoolhouse Channel, Jamisontown

Due to remaining funding an additional two sites were selected for treatment:

·    Bennett road, St Clair (from the M4 bridge to Endeavour Ave)

·    Parker Street Oval, Penrith

 

As planting will take some time to become established, the impact of the program will take some time to evaluate.

 

5.   Portable CCTV Camera Trial

 

A trial of portable CCTV cameras commenced in 2011 to assess different technologies available in responding to crime trends at selected locations.

 

Three locations were selected for inclusion in the trial. The amenities building at Ched Towns Reserve, Glenmore Park; Cambridge Park Hall, Cambridge Park and the amenities building at Leonay Oval, Leonay.

 

Two types of cameras are being trialled. Both cameras can be viewed and reviewed via remote internet access. One type of camera records video footage while the other captures still images when it detects movement.

 

The portable CCTV cameras have been installed for approximately three months. An evaluation will taken place in the first half of 2012.

 

6.    Red Cross Anniversary Park Bollard Lighting Project and Revitalisation

 

The installation of bollard lighting is complete at Red Cross Anniversary Park, Kingswood. The project was developed in response to recommendations from a Kingswood Community Safety Audit. 

 

As part of the revitalisation of the Park, public art installations, including seating, have been installed as a project facilitated by Community and Cultural Development.

 

A morning tea has been scheduled for the 1st December from 9.30am to launch the new lighting, seating and public art.

 

7.    Physical Closure of Identified Laneways

 

A number of pedestrian laneways have been reviewed for the physical closure through the installation of security gates in response to ongoing community reports of malicious damage, graffiti and antisocial behaviour.

 

After a review of all relevant data and correspondence Council resolved to physically close Carlyle Lane, Cambridge Gardens; Peachtree Lane, Penrith and Maurice Lane, St Clair.

 

Council will continue to monitor any new requests for laneway closures as they arise.

 

8.    Operation Bounce Back

 

Council successfully delivered the Operation Bounce Back program for the second time. The program is aimed to promote theft prevention and raise awareness of vehicle theft. It also involved the distribution of 100 vouchers for the supply and installation of an Australian Standards Approved engine immobiliser to local residents that own a vehicle manufactured prior to 1999.

 

Council successfully distributed all 100 vouchers although feedback received from the National Motor Vehicle Theft Reduction Council indicated that only 20% of voucher recipients had redeemed their vouchers.

 

9.    White Ribbon Day

 

This year, Council in partnership with Penrith Panthers hosted a White Ribbon Day Breakfast at Howell Oval.

 

Approximately 100 people attended the breakfast including Penrith Panthers football players and a large contingent of Council’s outdoor workforce to raise awareness on the significant issue of domestic violence and to pledge the White Ribbon Day Oath never to commit violence against women.

 

As part of the White Ribbon Oath, Panthers players along with staff were invited to sign a banner as part of their commitment never to condone violence against women.

 

10.  Community Safety Week

 

From the 28th November to the 2nd December Community Safety Staff will be visiting local shopping centres distributing Community Safety information for the holiday season as part of Community Safety Week.

 

 

RECOMMENDED that the information contained in the report on Annual Review of Key Strategy Development and Project Delivery under the Penrith Valley Community Safety Plan 2007-2011 be received.

 


 

2. Development of a new Community Safety Plan (2012-2015)

 

Council has formally written to the Crime Prevention Division of the NSW Department of Attorney General and Justice requesting information on the new guidelines to be implemented for the development of a new Community Safety Plan. Information received advised that the new guidelines are in the process of being developed and they will be more streamlined and easier for Council to apply for funding. Formal advice will be received in the coming months on the progress of the guidelines.

 

Council was advised in the interim to continue with developing a new Community Safety Plan using the current guidelines. Council has drafted a proposed framework for the new Plan and further information will be presented to Council in the early part of 2012.

 

RECOMMENDED that the information contained in the report on Development of a new Community Safety Plan (2012-2015) be received.

 

 

 Regular Items

 

A)  Police Statistics

 

Penrith Local Area Command Crime Statistics

 

August to October 2011

 

Crime Category

August

September

October

Assault

88

78

79

Robbery

5

2

6

Break & Enter

37

53

52

Stealing

153

173

149

Steal Motor Vehicle

36

38

27

Malicious Damage

105

104

117

Drug Detection

21

113

24

Traffic Offences

613

624

372

Motor Vehicle Accident

98

70

73

 

Ben provided a brief review of Penrith Local Area Command crime statistics and advised that all categories were on target with their State Plan.

 

 

 

 

 

 

 

 

 

St Marys Local Area Command Crime Statistics

 

August to October 2011

 

Crime Category

August

September

October

Assault

110

63

86

Robbery

10

3

7

Break & Enter

57

69

61

Stealing

125

124

162

Steal Motor Vehicle

29

30

20

Malicious Damage

112

120

113

Drug Detection

24

32

22

Traffic Offences

630

685

423

Motor Vehicle Accident

77

76

64

 

Kylie provided a brief review of St Marys Local Area Command crime statistics and advised that most crime categories were trending down. Stealing offences were up as there had been a few operations targeting shop lifters.

 

Yvonne advised that in the New Year the Partnership will discuss how to best report the Police statistics to the Penrith Valley Community Safety Partnership. It was suggested that we look at focusing on the crime categories that will be identified in the new Community Safety Plan.

 

B)  What’s in the Media?

 

Media File

October and November 2011

 

 

 

GENERAL BUSINESS

 

GB 1          Kylie Druett – Sexual Safety in Penrith Pubs and Clubs

Kylie spoke about a project that the Drug and Alcohol Unit from Nepean Blue Mountains Local Area Health Network would like to launch in the Penrith area.

 

Kylie explained that there are two key elements to the project. An assessment will be conducted of the licensed premises to determine the safety needs within the Pub/Club environment and an assessment of staff attitudes at each of the venues to determine their level of understanding of safety risks.

 

Focus groups will be conducted with staff to discuss attitudes, beliefs and workplace practices. An education package will then be tailored to workers specific needs and delivered through another focus group.

 

Currently three pubs/clubs have volunteered to be part of the project, Penrith Panthers, Phriction Night Club and St Marys Band Club.

 

Kylie further advised that the project is still in the planning phase and it is anticipated that the project will not commence until May next year. Nepean Blue Mountains Local Area Health Network is seeking partners in this project and potential workers to assist in the conducting of assessments and surveys.

 

GB 2          Number Plate Screws

Ben Feszczuk enquired as to the outcome of the Plate Safe project. Olivia advised that the project was finalised due to difficulties in the take up of the number plate screws in spite of the extensive advertising undertaken.  After discussion with the Department of Attorney General and Justice it was agreed to that funding could be diverted to a ‘What have you got to lose?’ project, also focusing on theft of or from a vehicle.

 

Signage was installed in identified car parks with the ‘What have you got to lose?’ message. In addition, notepads and post cards with this message were printed to complement the program and reinforce the message.

 

GB 3          E-Nose Trial

Julie Page enquired into how the E-Nose trial was progressing. Olivia advised that the further six week trial has ended. A full evaluation will now be conducted.

 

GB 4          Christmas Carols

Tracy advised that the Berkshire Park Christmas Carols will be held this Friday, 2nd December at Berkshire Oval

 

GB5           National Binge Drinking Grant

Olivia advised that Council submitted an application for the National Binge Drinking Strategy. The concept focused on a portable promotional booth where information could be distributed to raise awareness on the significance of binge drinking.

 

Olivia further advised that Council should hear back in the new year on the status of the submission.

There being no further business the Chairperson declared the meeting closed the time being 8.15pm.

 

 

RECOMMENDATION

That the recommendations contained in the Report and Recommendations of the Penrith Valley Community Safety Partnership meeting held on 30 November, 2011 be adopted.

 

 

  



DELIVERY PROGRAM REPORTS

 

Item                                                                                                                                                Page

 

 

A Leading City

 

1        Preparations and Financial Settings for the 2012-13 Operational Plan

 

2        Decision Making Arrangements During the Christmas/New Year Council Recess

 

3        Tender Reference RFT 11-12/11 - Provision of Election Services

 

4        Summary of Investments and Banking for the period 1 November 2011 to 30 November 2011

 

A City of Opportunities

 

5        Youth Week 2012 Program

  

A Liveable City

 

6        Development of a new playing field on the ‘Old Jam Factory’ site on Roper Road, Colyton – land contamination and grant funding  

 

7        Seating and Pathway to Bridge Link – Boronia Park and Whalan Reserve, North St Marys

 

8        Development of Netball Courts at Jamison Park

 

9        Tender Reference 11/12-09, Supply and Delivery of Pavers and Bluestone Kerbs

 

10      Tender Reference 11/12-04 Public Domain Cleaning Services

 

11      Tender Reference 11/12-08 for the Supply and Installation of Field Lighting, Mark Leece Sporting Complex, Endeavour Avenue, St Clair

 

12      Tender Reference 11/12-05, Alterations and Additions to 114 Henry Street, Penrith

 

13      Tender Reference 11/12-10, Upgrading Works on Mamre Road and Erskine Park Road, Erskine Park.

 

14      International White Ribbon Day

 

15      Proposed additional Alcohol Prohibited Area  

 

 

A Vibrant City

 

16      2011/2012 Heritage Assistance Fund

 

17      Magnetic Places Neighbourhood Renewal Community Cultural Grant Program 2011-12

 

18      2012 Seniors Week Grants Program

 

19      Fire Safety Report - NSW Fire and Rescue

 

 


A Leading City

 

Item                                                                                                                                                Page

 

1        Preparations and Financial Settings for the 2012-13 Operational Plan

 

2        Decision Making Arrangements During the Christmas/New Year Council Recess

 

3        Tender Reference RFT 11-12/11 - Provision of Election Services

 

4        Summary of Investments and Banking for the period 1 November 2011 to 30 November 2011

 

 



Ordinary Meeting                                                                                           12 December 2011

A Leading City

 

 

1

Preparations and Financial Settings for the 2012-13 Operational Plan   

 

Compiled by:               Geraldine Brown, Budget Accountant

Ken Lim, Management Planning Co-ordinator

Andrew Moore, Financial Services Manager

Authorised by:            Vicki O’Kelly, Group Manager - Finance   

 

Objective

We demonstrate accountability, transparency and ethical conduct

Community Outcome

A Council that behaves responsibly and ethically (5)

Strategic Response

Base our decisions on research, evidence, and our responsibility to anticipate harm before it occurs (5.2)

       

 

Executive Summary

This report provides a framework for the formal commencement of the development of the 2012-13 Operational Plan which represents the fourth and final instalment of Council’s 4 Year Delivery Program.

 

The delivery of a balanced budget has been challenging over recent years with increasing community expectations, and a demand for current services and service levels to continue as well as the provision of improved services. While roads, footpaths, parks, community buildings and public amenities are considered core services, there has been an increased demand for greater effort in areas such as environmental protection, neighbourhood renewal, economic development and City Centres improvements. The Special Rate Variation (SRV) approved by IPART, and phased in over 4 years commencing 2011-12, provides capacity for Council to meet these expectations, as well as accommodate key priorities.

 

Details of the broad assumptions being used to formulate a base budget for 2012-13 are contained within this report and the attached budget guidelines. This report recommends that Councillors endorse the preparation of a base budget in line with these assumptions which will be presented to the first Councillor Workshop on the 2012-13 Operational Plan scheduled for 12 March 2012.

 

The Operational Plan Structure

It is proposed that the Operational Plan format for 2012-13 remains essentially the same as the format for 2011-12, consisting of two parts:

 

·        The Part A - Operational Plan reflects the “operations” of Council in terms of the annual service plans and budgets. It provides a profile on every Council service and includes a service description, service levels, service budget, service tasks for 2012-13. This document will continue to form the basis for regular exception reporting to Council every quarter.

·        The Part B – Fees and Charges provides full details of Council’s Fees and Charges for that year (arranged by services). This format is proposed to remain unchanged.

 

The approach outlined in this report is designed to meet all the current statutory requirements in the Local Government Act 1993 and will allow the maximum opportunity for Council to guide management as to the shape which the Operational Plan should take.

Project Evaluation and Service Level Adjustments

Council’s 4 year Delivery Program provides the context by which all programs are rigorously evaluated, prioritised and resourced to reflect community needs and policy settings as reflected in Council’s selection of services and their levels.

 

‘Project Evaluation’ has been the name used for this component of Council’s Operational Plan development. Particular project proposals of merit will continue to be examined and prioritised through this process in 2012-13. However, the great majority of projects are contained within established program settings, which Council, through its Operational Plan will confirm or adjust. The contemporary focus of the Project Evaluation process is therefore more strongly on proposed adjustments to service levels, as discussed below.

 

The Operational Plan development for 2012-13 provides the opportunity for further review of all current service levels and the assessment of any proposals for adjustment. This will form the central focus of the ‘Project Evaluation’ process. Given the budget context discussed elsewhere in this report, the examination of all proposals will be rigorous and any bids will need to demonstrate strong links to the identified strategic priorities.

 

A further essential element of the Project Evaluation process is the nomination by Councillors for new projects or service enhancements for assessment and response by management. A “Councillor Project Nomination” form to register each proposal (often known as “bids”) was distributed to Councillors on 1 December 2011. The forms should be returned to Council Officers by Monday 6 February 2012.

 

Financial Strategy

Council’s financial position is sound, with adequate levels of working capital and liquidity. The 2011-12 SRV has ensured that Council has established a sustainable financing strategy to maintain current services and service levels. A key element of maintaining this strategy is providing an annual budget that starts with a balanced position and is carefully monitored throughout the year. Debt is managed in a way that ensures the amount of revenue devoted to servicing loans doesn’t hinder our ability to fund current programs into the future. A balanced budget is achieved by carefully assessing services at the start of the year and giving careful consideration as to how the community’s expectations can be met.

 

Council continues to strive for continuous improvement and efficiency gains over recent years are valued at over $3.5m annually. These range across new technologies, group purchasing and new contracts, better staffing structures and taking advantage of opportunities such as new workers compensation options.  These productivity savings have allowed for the City’s growth and will continue to be needed as Council accommodates significantly more expansion into the future.

 

In recent years these productivity savings have been coupled with one-off reductions to services of at least $1m per year. These reductions have included reduced spending on roads, kerb and gutter and drainage, areas where Council has lifted spending over many years so that these assets can be properly maintained. Following the approval of Council’s 2011-12 SRV and in line with past commitments these allocations were restored in the 2011-12 budget, and forward years’ projections. The finalisation of the 2011-12 budget added an additional $400,000 of savings to bring the total saving in 2011-12 to almost $1m with almost $200,000 of these additional savings being incorporated into the 2012-13 budget as ongoing reductions.

 

Council’s financial strategy over the years has been developed giving consideration to past and future efficiency opportunities, maintaining Council’s commitment to invest in our infrastructure assets, and providing services to our community in a financially prudent and sustainable way. The approved SRV further highlights this commitment by allowing Council to maintain current service levels, provide sustainable asset renewal programs, enhancing a number of services and providing for city centre upgrades. This strategy continues Council on the path towards being financially sustainable and has positioned Council adequately to address future community aspirations and expectations.

Budget Preparations

Each year Council is required to prepare a budget which represents the annual instalment of its four-year Delivery Program as part of the Operational Plan process.  In preparing the budget, Council must comply with relevant provisions of the Local Government Act, other legislation, Council’s financial management objectives, and other adopted Council policies.

 

A copy of the Annual Budget Guidelines is included with this report which summarises in one document those issues involved in the preparation of Council’s annual Budget and associated Fees and Charges booklet. This document provides a general guide and is regularly updated as new policies are developed or current policies revised.

 

The annual budget process is presently underway and in accordance with Council procedure the initial 2012-13 budget is being prepared on the basis of continuing existing service levels. The first draft of the 2012-13 budget is prepared by taking the current year’s budget, removing one-off items, making adjustments to wages and other major items, and including any other policy changes as required and the reinstatement of all one off adjustments made during the development of the 2011-12 Operational Plan. Provision is made for works programs and project funding that reflects previous Council funding decisions and policy settings. Following on from this process the draft budget will be presented to management for review and discussion.

 

Changes requested by Managers are reviewed to determine if the item is a required cost change or a service level change. Service level changes require a resourcing bid and specific endorsement by Council. Cost changes, such as CPI increases, or award increases associated with delivering the same program, form part of the base.

 

In addition, any known variations from the current year will be incorporated into the base budget as soon as the information becomes available. Further details are provided on the most significant of these known variations later in this report. Any assessment regarding available funds at this time must be highly qualified, as many variables cannot be forecast with accuracy at this stage. Significant factors affecting available funds in 2012-13 include the level of development related income, associated growth in rates income, the impact of the Clean Energy Future (CEF) package on Council costs (direct and indirect), energy costs, Government levies and contributions and the Financial Assistance Grant. Advice will be actively sought in regard to these and any other emerging issues, and if available, the information will be incorporated into the draft 2012-13 budget prior to the second Operational Plan Workshop on 2 April 2012.

 

In order to prepare the next budget, it is proposed that the following process (similar to that utilised for the 2011-12 Operational Plan) be followed:

1.       Non-discretionary costs and charges will be estimated.

2.       Labour costs will be estimated. Continuation of the same extent of service provision will form the base to which Council directives for increased or amended service will be added, in order to determine costs.

3.       Funding which has a particular purpose, such as grants or s94 contributions, will be directed towards that purpose.

4.       Established replacement and renewal programs will be continued in accordance with the relevant Council resolutions.

5.       All Special Rate Variation funded initiatives will be reported including detailed programs for each element.

6.       Rating and other general revenues will be estimated.

7.       Fees will be calculated in accordance with existing principles, which link each individual fee to a particular pricing mechanism.  Income will be estimated from the fee.

8.       A first draft budget is developed.  This draft then forms the starting point for Council to determine its budget.

9.       Further analysis and discussion of any unallocated revenue will take place to consider potential new requirements from Council’s strategy, project evaluation bids, major projects, organisation resourcing, debt management, Council reserves and available funds. 

 

As a result of following this process a draft 2012-13 budget will be completed by March 2012 forming the basis for budgetary discussions at the first Operational Plan Workshop on 12 March 2012. A Briefing Paper will be presented at this workshop that will identify available funds, major budgetary changes from the previous year, recurrent or multi-year projects included in the draft budget, and highlight any outstanding issues requiring direction.  In addition the Finance Working Party has been considering a review of Council’s Rating Structure and the impact of the proposed Stormwater Management Service Charge. It is proposed that a further meeting of the Finance Working Party will be held early in 2012 to finalise these reviews and the recommendations will be tabled at the first Operational Plan Workshop.

 

At this stage of the annual budget process the following assumptions have been made and will be incorporated in the preparation of the draft 2012-13 budget: 


 

1.    Labour Costs

a)      Award increase 

A new Local Government (State) award 2010 commenced 1 November 2010 which outlines wage movements for local government employees over the following three years. The remaining provisions of this award include the following:

 

·    3.25% increase with a minimum payment of $23 per week from 1 July 2012

·    3.25% increase with a minimum payment of $23 per week from 1 July 2013

 

These increases will be factored into calculations for employee costs in the development of annual budgets and the Long Term Financial Plan.

 

b)      Salary System

Council’s salary system provides staff with the opportunity to advance through the system via a skills and knowledge and performance based assessment. As with the current year, a provision of 1.8% will be made for 2012-13 to allow for staff to progress through the salary system. The employee cost budget continues to allow for Council’s Employee Performance Planning and Review system, which provides the potential for employees to receive a 1% bonus based on performance.

 

c)       ELE Reserve 

Council policy is to maintain an amount of at least 20%, averaged over three years, of leave entitlements (excluding annual leave) in the Employee Leave Entitlements (ELE) Reserve. Following the use of this reserve to assist in the funding of costs associated with the resignation/retirement of a number of long-serving employees, a strategy has been in place incorporating known and probable retirements, to bring the Reserve back to at least 20%.  This strategy has involved additional transfers to the Reserve of $200,000 in 2009-10 and the inclusion of a transfer to the Reserve of $300,000 in the 2010-11 and 2011-12 base budgets.

 

These transfers, combined with estimated ELE adjustments as at 30 June 2012 provide a projected Reserve balance of 20.25% of entitlements.  It is proposed that, as in the current year, all salary savings identified throughout 2012-13 would be retained in the resignations budget and any remaining funds at year end will be transferred to the ELE Reserve.

 

d)      Superannuation 

The minimum level of superannuation for employees who are not members of the Local Government Superannuation Scheme (LGSS) Defined Benefit Scheme (DBS) will continue to be 9% of wages in 2012-13. This is set to gradually increase to 12% by 2019-20.

 

Council currently has 159 employees covered by the DBS which requires members to contribute a percentage of their salary to superannuation. This percentage is reviewed and varied by employees on an annual basis. Council’s contribution is calculated based on the percentages nominated by employees. An increase in the percentages nominated by employees will result in an increase in superannuation costs for Council.

 

The DBS fund has in recent years been negatively impacted by the Global Financial Crisis (GFC). Council has been required to make increased contribution to the fund to make up for the deficits and liabilities of the fund as a result of the GFC. The LGSS have since revised the methodology for calculation of the additional contribution, which is no longer based on the individual contributions of employees but rather a flat annual contribution.  As a result an additional contribution of $850,000 pa (down from $1.6m in 2010-11) is included in the 2012-13 budget. It is expected that this additional contribution will be required for a further 7-10 years.

 

Council’s total contribution to the scheme in 2012-13 is estimated to be $2.6m.

 

e)       Workers Compensation

Claims history has a significant impact on workers compensation costs.  In recent years Council has implemented a program of OH&S and Injury Management (OHSIM) that reduced workplace injury through proactive injury management. Despite the results of this program significant growth in recent years premiums have been experienced by Council, independent of the claims pattern. Consequently an investigation into an alternate model for Workers’ Compensation was conducted by Council to recognise the improved OH&S and IM performance.

 

In June 2010 Council moved to Workcover’s Burning Cost Scheme as it provides a greater reward for Council’s investment in OH&S systems and Injury Management. Estimated annual savings of $700,000 are transferred to the Workers Compensation Reserve to provide for any future adjustments or claims.

 

The current estimated deposit premium for 2012-13 is $800,000, an increase of $30,000 (4%) from 2011-12.  This will enable a net transfer of approximately $600,000 to the reserve in 2012-13 after continuing the increased injury management. This represents savings of $855,000 compared to 2009-10 budget and provides significant savings compared to the 2009-10 actual cost of $1.3m.

 

 

2.    Non-Discretionary Costs

a)      Electricity Supply (General & Street Lighting)

There are two main streams of electricity supply:

·        Major and Minor Building sites

·        Electricity supply for street lighting.

 

1)   Buildings

Major Sites

The tender issued by LGP (Local Government Procurement) provided the lowest cost and best value for Council resulting in a new three year contract with Energy Australia. The Contract is in place from 1/7/2010 to 1/7/2013. The current contract provides for staged increases that result in rates in the third year of the contract (2012-13) being below Council’s 2009-10 contract rates. The final staged increase will be factored into electricity calculations in the development of the annual budget, in addition to estimates for increased consumption and expansion of major sites.  It is expected that six to eight months prior to the end of the contract LGP will seek information from interested councils to commence the tender process for a new contract.

 

Minor Sites

Minor Sites generally have electricity provided by AGL, which is under the State Government Contract. This contract expires in June 2012. Council is considering joining in a tender with other councils through Local Government Procurement. If this does not eventuate then Council will issue a tender and procure the best possible rates. With this factor in mind it is expected that charges for this area will rise approximately 5%.      

 

2)   Street Lighting

There are 2 main components of street lighting costs:

·        Supply of Electricity (Origin Energy)

·        Asset maintenance service charges (Endeavour Energy)

 

Supply of Electricity

The current contract arrangements negotiated with Origin Energy will expire in June 2013. It is expected that the overall supply cost under this contract will remain stable over the term of the contract with staged increases in transmission costs forming part of the contract agreement.  An allowance of 8% will be factored into the budget to cover expansion in street lighting assets and the subsequent increase in usage, and the increase in transmission costs included in the contract.

 

Asset Maintenance and Service Charges

The second component of Asset Maintenance and Service Charges represents the largest cost area for street lighting accounting for approximately 60% of costs. These charges are not subject to competition and are not contestable; therefore they are not limited in price increases by existing contracts.  At this stage existing rates are predicted to increase by 5% and will be affected by the level of expansion in 2012-13. In addition, an allowance for an increase in street lighting assets of $20,000 is proposed.

 

Opportunities for more sustainable options for delivery of these services, including lamp replacement programs, will continue to be advanced.


 

b)      Loan Repayments

Interest rates fell to record low levels in 2009 resulting in decreased debt service costs for Council’s annual borrowing program.  Considerable savings were also realised by renegotiating some existing loans at considerably lower rates than those that were on offer when the funds were originally borrowed.

Having risen gradually since 2009, interest rates are now on the decline and are expected to fall at least once more by June 2012 when the current borrowing program is due to be renegotiated.  The estimate of loan repayments for 2012-13 is $4.0 m of interest ($4.1m in 2011-12) and $8.19m of principal repayments ($7.65 in 2011-12).

 

c)       Telephone

There are 3 main service streams to consider as part of the budget development process:

-      Mobile phones (currently Optus)

-      Fixed Line Services (currently Telstra)

-      Internet Provider Services (currently Soul Pty Ltd)

Current agreements for all these services cover the period to August 2012 with any variation in costs relating to usage patterns. Due to the impending arrival of the National Broadband Network (NBN) in Penrith, it is proposed to put in place short term arrangements for all three services at the end of the contract period. This would allow the impact of the NBN to be reviewed before tendering for all services is undertaken.  While mobile phone services will not be affected by the NBN, it is considered cost effective to include it in the total telecommunications requirements when going to tender. 

As it appears that extending the current arrangements may not be possible, two options may be considered when the current agreement finishes:

1)   Using existing Local Government Procurement or State Government Contracts to put in place short term arrangements, or

2)   Issue a request for Tender for a 12 month period, with 12 month extension periods, including clauses to be able to terminate the arrangements should the introduction of the NBN make this necessary.

 

d)      Insurance Costs

Public Liability/Professional Indemnity Insurance is estimated to reduce by $53,780 to $799,220 in 2012-13, a decrease of 6%. Penrith City Council’s proportional contribution will fluctuate as a result of global economic conditions as well as the claims made against Council as a proportion of claims made against all Westpool members. Westpool is currently reassessing its premium calculation method to ensure there are no radical fluctuations, with the view to a maximum change of 20% in any one year.

 

A separate policy for Councillors, Directors and Officers has been included in the 2012-13 budget for $33,840. This policy was previously incorporated into the budget for the Public Liability Policy premium but has been separated in 2012-13 in order to identify expenditure.

 

Premiums for ISR (property) insurance are expected to increase by $32,800 to $524,800 in 2012-13, which is a 7% increase over the original 2011-12 budget. The increase is attributed to the cost of claims against UIP and market forces that have been adversely affected by natural disasters. A new policy for Crime and Fidelity Guarantee has been included in the 2012-13 budget for $23,500. This policy was previously included in the ISR policy but is now separated to conform with Australian Prudential Regulation Authority (APRA) requirements and to clearly identify the existence and cost of the policy. The total increase for property insurance is $56,300 representing an increase of 11% over 2011-12 estimates.

 

An additional policy for Flood Insurance has been included in the 2012-13 budget for an estimate of $100,000.  This additional policy is designed to provide additional coverage to the ISR policy. This will compliment the building protection and flood mitigation works currently being undertaken at the Civic Centre.

 

The estimated annual fleet insurance premium increases from $221,000 in 2011-12 to $223,210 in 2012-13, an increase of 1%. This increase in premium for 2012-13 represents the actuarial estimates required for self-insurance and reflects the increased cost of parts and repairs. A proportion of these increased costs will be recouped from drivers of the light vehicle fleet and plant hire rates. Nonetheless the motor vehicle insurance premium compared to private comprehensive insurance (average of $1,000) remains favourable, with insurance cost per fleet passenger vehicles increasing from $432 in 2011-12 to approximately $491 in 2012-13.

An allowance has been made for principal controlled insurance which may be required to ensure capital projects are sufficiently covered.  This premium for Other Insurance has been reduced in 2012-13 by $25,000 to an allocation of $10,000 representing a 71% decrease.

Insurance excess budgets are expected to remain unchanged for 2012-13.

 

All fluctuations in premiums have been funded by or returned to the Insurance Reserve.

 

e)       Clean Energy Future Package

The Clean Energy Future (CEF) Package was passed by the Senate on 8 November 2011.  The package outlines detail on the proposed price on carbon, compensation packages for households, businesses and industry and a range of support packages to encourage programs and innovation in renewable energy, energy efficiency and land use.

 

A report was presented to Council on 7 November 2011 providing information on the likely areas to be impacted by the CEF package which comes into effect on 1 July 2012.  The price on carbon will be fixed for three years starting at $23 per tonne in 2012-13 and increasing by 2.5% a year.  From 1 July 2015 onwards a full Emissions Trading Scheme (ETS) will be implemented with the price determined by the market.

 

The likely direct cost increases for Council from the proposed price on carbon include:

Ø Electricity (civic centres, swimming pools, street lighting etc.)

Ø Fuel (via the reduction in the Fuel Tax Credits Scheme rebate) with councils receiving a rebate of approximately 6 cents per litre.

Ø Waste Management (landfill charges).

 

Indirect costs can be attributed to the potential increase in the cost of goods and raw materials (such as steel, bitumen, concrete, timber etc).

 

The implications of the CEF package will be different for each council as well as for each State as waste management practices and the profile of energy sources varies significantly. To offset some of these costs the CEF package has a number of funding programs aimed at renewable energy and energy efficiency which will be available to Local Government.  In particular, the Low Carbon Communities program has been expanded from $80 million to $330 million under the CEF package and will be available for councils to introduce energy efficiency schemes, such as sustainable street lighting. 

 

In preparing the draft 2012-13 Operational Plan the impact of the CEF package on Council’s costs will be based on the current information available at the time with any assumptions being clearly defined.  Council’s electricity suppliers have advised that they will not be able to provide a definitive answer as to the impact on electricity prices until approximately February 2012.  Council will be updated as more information becomes available as part of the budget development process.

 

3.    Replacement and Renewal Programs

Council currently has a number of continuing multi-year programs for 2012-13. These programs include:

·        Routine plant and vehicle replacement

·        Buildings asset renewal (partly funded by AREAS, 2011-12 SRV, Property Development Reserve and Loan funds)  *

·        Roads program (partly funded by AREAS)

·        Drainage program

·        Shared Pathways program *

·        Environmental planning studies

·        Computer replacement program

·        Library Resources

·        Graffiti management and renewal (partly AREAS funded)

·        Public domain maintenance (partly AREAS funded and loan funds)

·        Established areas revitalisation (AREAS funded).

·        Parks Asset Renewal Program (10 years) *

·        Urgent Tree Removal

·        Public Amenity Replacement Program (10 years) *

·        Stormwater Management Service Charge programs (from 2012-13)

·        City Centre renewal *

* these programs are part or fully funded by the 2011-12 SRV.

 

Details of proposed programs for 2012-13 will be presented at the Operational Plan workshops.

 

4.    Rating Revenue 

Each year IPART announce the maximum permissible rate increase. This increase is based on the Local Government Cost Index (LGCI) that IPART has developed and is discounted by a productivity factor.

 

During the development of the 2011-12 budget investigations by management, in consultation with Councillors, identified a number of unfunded priorities within the current Delivery Program as well as challenges in continuing to deliver existing services and programs. As a result, during the 2011-12 budget process the Community was asked to consider a 4 year phased increase in rates (above the annual IPART increase) to maintain existing assets and service levels and to provide funding for a number of key priorities which are grouped into the following:

 

§ Maintaining existing assets and service levels

§ Enhanced services

§ City centres upgrades and renewal for Penrith and St Marys

 

The approved SRV will see the increase phased in over 4 years (5.8%, 5.5%, 5.0%, 4.5% respectively) commencing in 2011-12.  This approval also locks in the maximum rate increase and movements in the LGCI do not vary this rate.

 

As part of the SRV approval by IPART in June 2011, Council was encouraged to review the impact of the SRV on rural residential ratepayers.  A review has now commenced and a report was presented to the Finance Working Party on 23 November 2011 that considered the different options available in providing a discount to the rural residential sub-category and the impact this would have on other rating categories.  Further consideration will be given to this issue by the Finance Working Party meeting early in 2012 with a recommendation being taken forward to the 1st Operational Plan Workshop.

 

Initial estimates for rates income have now been developed with a net increase of $2.8m for rates income over the original estimate for 2011-12 to be included in the draft 2012-13 budget.  This increase incorporates an estimated 3.0% IPART increase, 2.5% SRV increase, and removal of the previous 2002-03 Special Rate Variation of 4.0%, which after allowing for changes in yields and growth results in an approximate increase of 1.51%.  Factored into this increase is growth of $1.03m, with $86,500 being predicted growth in non-residential rates.


 

5.    Specific Purpose Funding

a)      2004-05 Special Rate Variation

The charge to residents using Council’s sullage removal service was previously subsidised by the domestic waste management charge paid by all residential ratepayers.  Due to a change in the Local Government Act, Council was unable to continue this practice from 2004-05.  A special rate variation was applied for and received to subsidise the cost of this service for those households not having access to sewerage services.  Each year funding for the sullage services is increased by the Ministerial (IPART) rate increase, however as more households connect to the sewer the subsidy required will decrease.  Funding from the rate rise that is not required for the sullage service is transferred to the Reserve to be used to fund environmental projects throughout the City.

b)      2006-07 AREAS Special Rate Variation

In the 2006-07 financial year, Council was given Ministerial approval for a special rate variation to provide increased funding for  infrastructure renewal and public domain maintenance (including roads, buildings, graffiti removal and street cleaning), as well as maintenance of the Penrith City Centre and St Marys Town Centre, and programs addressing the needs of the City’s older areas. Funding for AREAS is increased each year by the Ministerial (IPART) rate increase until 2015-16.

c)       2011-12 Special Rate Variation

Commencing in 2011-12 IPART approved a Special Rate Variation (SRV) with increases to be phased in over 4 years (5.8%, 5.5%, 5.0%, and 4.5% respectively). The approved SRV represents the original requested increase reduced by 0.5% in each year included in the application. At the end of the four years these increases will be included in the base rate for 2015-16. This SRV will provide funding to maintain existing assets and service levels as well as provide for a number of key priorities within the current Delivery Program.

d)      Domestic Waste 

Residential properties, including vacant land, in the Penrith City Council area are required to be charged for domestic waste management services under the provisions of the Local Government Act.  The Fees and Charges section of the Operational Plan includes different service combinations, which create individual Domestic Waste Management sub-charges for each property. The Domestic Waste function is required to be self-funding.  This means that waste charges are set by Council to cover the cost of domestic waste collection services, landfill and waste processing costs, education and promotion, provision for future planning and technology and all other associated services.

 

Council’s Domestic Waste Strategy provides for the collection and processing of the 3 main waste types found in the domestic waste stream. Organics, recyclables and a portion of the residual waste stream are currently processed to recover valuable resources.

 

A 3-bin waste collection service for organics, recyclables and residual waste is provided in the urban areas of the City.  A 2-bin recycling and residual waste system extends to non-urban properties and properties with multi-unit dwellings.

 

The 3-bin collection service was introduced to increase sustainability, assist in achieving landfill diversion rates set by the State Government and improve responsibility in managing the environmental issues associated with waste disposal.  In 2009, the State Government introduced a new waste levy structure targeting landfill disposal rates with the aim of creating greater diversion and resource recovery practices.  A proportion of the waste levy paid by Council is returned annually via the Waste and Sustainability Improvement Payments (WaSIP) program provided that Council satisfies the criteria set by the State Government.  The criteria include, but are not limited to, the development and implementation of waste avoidance, resource recovery and strategies to demonstrate sustainable practices.  New criteria are set by the Office of Environment and Heritage (OEH) each year and Council must comply with all previous and any new criteria.

 

The waste levy paid is currently $82.20 per tonne and will increase by $10 per tonne plus CPI for the next five years resulting in a levy of over $130 per tonne in 2017.  The levy will apply to all waste collected from residual waste bins (red lid) if the waste is disposed to landfill. The levy does not apply to the organic waste (green lid), or to recyclables (yellow lid) except for contaminated loads.

 

As required the 2012-13 Domestic Waste Management Charge will be full cost recovery. All service options in 2012-13 will be calculated to provide sufficient funds for provision and maintenance of the service, allowances for contingency and future planning for environmental objectives and legislative requirements.

e)       Section 94 Development Contributions    

S94 of the Environmental Planning and Assessment Act allows Council to require the payment of a contribution towards the provision of public amenities and services, if a proposed development is likely to require the provision of, or increase the demand for such amenities and services. In order to levy s94 contributions, Council must first prepare and adopt a plan detailing the additional infrastructure that will be required and the cost of providing it. At certain times it may be necessary to re-exhibit adopted plans where there are fundamental changes to the plan e.g. increased cost of providing the asset or changes to the laws governing the management of contribution plans.

 

Council has little control over when the income is received, as this is linked to the rate at which development occurs in the market place. Council does control the timing of the expenditures, but must only spend the accumulated contributions on the amenities and services specified in the plan. Both the income and the expenditure must be estimated in the Council’s budget. In some instances, Council may choose to borrow funds, in advance of receipt of the contributions, to facilitate the provision of infrastructure which in itself may stimulate development within the plan area.

 

On 7 June 2010 the Minister for Planning announced a $20,000 per lot / dwelling cap on residential development contributions. This created a significant future shortfall of funds required to deliver the amenities and services.  In response Council, at its 21 June 2010 meeting, resolved to defer the issue of development consents for development applications where Development Contributions in excess of $20,000 would otherwise be charged, until satisfactory arrangements could be made for the funding and delivery of all infrastructure identified in the relevant Development Contributions Plan, through a legally binding commitment with the developer, or through other appropriate means.

 

On 15 September 2010 this cap was increased to $30,000 per lot (for Green fill release areas) with residential development in all other areas remaining at $20,000. Selected Contributions Plans (including Glenmore Park Stage 1 and Claremont Meadows Stage 2) were exempted (or “grandfathered”) from the cap, due to the extent of development that had occurred. The WELL Precinct, Glenmore Park Stage 2, District Open Space and Cultural Facilities Development Contributions Plans were not “grandfathered”, and hence a $30,000 per lot cap applies to development affected by these plans.  Whilst this adjustment to the cap reduced the likely shortfall of funds available to provide the amenities and services, it still imposed a substantial shortfall for some release areas (notably Glenmore Park Stage 2 and the WELL Precinct).

 

On 8 November 2010 Council resolved to support entering into a Voluntary Planning Agreement (VPA) with all landowners in Glenmore Park Stage 2 (GP2). This VPA would deliver all the infrastructure described in the GP2 s94 Plan and be exempt from the cap.

 

With regards to the WELL Precinct Council resolved on 27 June 2011 that the $30,000 cap would be directed towards funding recreation, community and selected road facilities in the WELL s94 Plan, and the revised District Open Space and Cultural Facilities Plans

 

Council is continuing to work with the DoP and affected landowners in the WELL Precinct to find a solution that will deliver the required infrastructure for the new community in the WELL Precinct and a unilateral offered has been accepted from Landcom for their proportion of the Precinct.

f)       Stormwater Management Charge 

With the expiry of the 2002-03 Special Rate Variation (EEP) in June 2012 other mechanisms have been explored to fund essential environmental enhancement programs and projects. The 2011-12 SRV included the implementation of a stormwater levy in accordance with the DLG Stormwater Management Service Charge Guidelines as the funding mechanism for a significant number of stormwater management services. A report on the Stormwater Management Charge was provided to the Finance Working Party on 23 November 2011. Further refinement and consultation with Councillors of the proposed program and the assumptions of the Stormwater Management Service Charge will continue over the coming months as part of the development of the 2012-13 Operational Plan.


 

6.    Fees and Charges

a)      General Policy

Under section 405(2) Council is required to include in its Operational Plan a statement of Council’s revenue policy. Council’s Fees & Charges document complies with this requirement, listing each fee and related pricing structure for each of Council’s services.

As part of the annual budget process Managers review their department’s fees and charges and where required recommend revised fee amounts, new fees or the removal of existing fees, for their services. This review process may involve applying an appropriate index or may extend to a full costing or community benefit exercise. The extent of the review is determined by the degree of change that has occurred over the previous year. Where services remain unchanged the fee applicable will normally increase a small amount to reflect the impact of inflation (or wage rises) on the cost of providing the service. For services that are subsidised the level of subsidy will remain to ensure that the original intent adopted by Council is maintained.

b)      Statutory Fees and Charges

Certain fees charged by Council are subject to direction through regulations and other state government controls. Information from the various controlling authorities will be requested, however information is generally not available at this time.

 

7.    Financial Assistance Grant

A significant part of Council’s annual revenue ($11.2m in 2011-12) is derived from the Financial Assistance Grant (FAG) from the Federal Government, representing 7% of operating revenue. Local Government financial assistance grants are general purpose grants that are paid to local councils under the provisions of the Commonwealth Local Government (Financial Assistance) Act 1995.

This grant has two components, a general component and a roads component. The calculation of the grant is an extremely complex exercise and Council has no control over many of the factors. As it is an allocation of a pool of funds, the impacts of social and economic factors in other areas of the State will have an impact on the amount available for Penrith.

As reported to Council on 5 September 2011, the actual Financial Assistance Grant allocated to Penrith this year was $445,304 below the 3% estimate included in the original 2011-12 budget. This amount represents a 0.93% decrease on the actual 2010-11 allocation to Council. As part of the 2012-13 budget process a 3% increase has been applied to the actual 2011-12 Grant. This increases the predicted Grant income by $335,735, of which $61,688 relates to the roads component and is added to the roads budget according to Council policy.

 

8.    Borrowings 

In 2006-07 Council conducted a review of its annual borrowing program for infrastructure which resulted in increasing the annual infrastructure borrowings from $2.8m to $3.2m, an increase of $400,000.

At this time specific purpose borrowing that has been identified for the 2012-13 budget is $913,000 to fund the majority of the unfunded portion of AREAS projects. This funding strategy was endorsed during the 2006-07 budget preparation.

The SRV approved for 2011-12 budget included a further $2m borrowings in 2011-12 and $1.6m in 2012-13 to forward fund the City Centres Renewal Program.

Borrowing levels for the past few years are shown in the following table:

New Money Borrowings

 

2007-08

2008-09

2009-10

 2010-11

2011-12

Proposed  2012-13

Infrastructure Borrowings

$3.2m

$3.2m

$3.2m

$3.2m

$3.2m

$3.2m

Penrith Valley Cultural Precinct

$1.3m

 

 

 

 

 

Drainage – Lambridge Estate

 

$(0.5)

 

 

 

 

Footpath Program

$2.0m

$2.0m

 

 

 

 

Asset Renewal

$0.3m

$0.9m

$0.9m

$0.9m

$0.9m

$0.9m

Civic Centre  ext.

$2.0m

 

 

 

 

 

Ripples Asset Renewal

 

$0.8m

 

 

 

 

Property Acquisition

$2.1m

 

$3.1

$0.8

 

 

Infrastructure Upgrade – Caddens Release Area

 

 

$4.6

 

 

 

Glenmore Park Child & Family Precinct

 

$1.3m

 

 

 

 

City Centres Renewal Program and Shared Pathways

 

 

 

 

$2.0

$1.6

Total

$10.9M

$7.7m

$11.8m

$4.9m

$6.1m

$5.7m

 

Any additional projects, above the borrowing targeted by the debt reduction policy, will be included in accordance with a practice of utilising additional loan funds only where there will be a positive net cash flow achieved.  The figures do not include any refinancing of existing loans which may occur periodically when contractual arrangements and interest rate differentials make it advantageous.

 

9.    Interest on Investments

Council’s portfolio is expected to remain between $50m and $60m during 2012-13. The funds will continue to be invested in the optimum mix of fixed and floating rate securities.  At this time the target rate of return on the portfolio is 5.5% which is slightly below the estimate for 2011-12.  The turmoil in the international financial market continues, causing economists to have uncertainty as to the future direction of interest rates in Australia.  The recent fall in the official interest rate is seen by many as the first in a series of moves downwards over the coming 6 - 12 months.

 

Long Term Financial Plan

The Long Term Financial Plan (LTFP) provides a key tool for the development and monitoring of Council’s Financial Strategy. The LTFP is including Council’s Resource Strategy 2011-2021 outlines Council’s capacity to manage assets and deliver services over the next ten years. The Finance chapter of the Resource Strategy presents Council’s Long Term Financial Plan (LTFP). Council has a responsibility to manage its resources and finances to ensure its long term existence. Following the recent SRV approval the LTFP demonstrates that Council has the capacity to manage its finances and deliver the services and programs identified in the Strategic Plan and Delivery Program. The LTFP is reviewed annually as part of the preparation of the Operational Plan, and reviewed every four years to coincide with the review of the Delivery Program.

Council’s long term financial plan is based on a set of assumptions which generally relate to those elements that are most likely to affect the overall outcome of the model.  Future years’ forecasts are linked to the Operational Plan and provide a means of assessing the long-term financial implication of current year decisions. Assumptions made in the plan include:

·    Rating Revenue

·    Development Growth

·    Investment Return

·    Financial Assistance Grant

·    Employee costs

·    CPI or other agreed indexations

·    Capital works and services programs

·    Anticipated Loan programs

·    Fees and Charges movements

·    Changes identified through ongoing improvement and review of services

 

It is important to keep in mind when projecting budgets over such a long period that estimates can alter significantly when assumptions are reviewed, particularly when the variances apply to larger items such as employee costs or rates. However, the LTFP remains an important planning tool and is regularly updated with current data to ensure its usefulness in providing information for Council’s financial planning decisions.

The LTFP will continue to be updated throughout the budget process, and further information in regard to future years’ available funds will be presented to the Operational Plan Workshops.

 

 

Further Budget Considerations

The above information details the procedural aspects of preparing the draft 2012-13 budget following existing practices, and highlights the major factors known at this time affecting the budget predictions.  These items are intended to create the base position from which Councillor input is required in order to prepare a budget that corresponds with Council’s priorities.

 

Further budget issues that are proposed to be addressed at the Operational Plan Workshops in March and April 2012 are:

·        Analysis of reserves which will indicate proposed programs and/or excess capacity to fund from reserves

·        Major projects and their funding requirements

·        Rating Policy which determines the relative share that will be contributed by Residential, Business, and Farmland properties

·        Draft Fees and Charges

·        Long term financial projections

·        Development Related Income

·        Project Evaluation bids – Service level adjustments and Councillor bids

·        New Stormwater Management Service Charge- development of detailed program.

·        Impact of CEF Package introducing a price on carbon 

 

The Operational Plan preparation process should proceed on the above criteria.  This will allow draft documents to be created which will facilitate decisions regarding Council’s capacity to provide its diverse range of services, address its existing and new priorities for the City, and make any necessary adjustments.

 

Operational Plan Timetable

The proposed timetable for the development of the 2012-13 Operational Plan, based on the factors discussed above and the adopted Council meeting schedule for 2012, is outlined in the following table:

 

Outline Timetable for Development of the 2012-2013 Operational Plan

Key Dates

Action or Requirement

November 2011 to February 2012

·    Draft Operational Plan preparation continues

·    Councillor nominations received for the Project Evaluation process.

23 November 2011

Finance Working Party to discuss:

·    Rating Structure

·    Stormwater Management Service Charge

January/February 2012

Finance Working Party to discuss:

·    Rating Structure

·    Stormwater Management Service Charge

·    Flood Study Update – program for urban drainage upgrade

12 March 2012

1st Council Operational Plan Workshop:

·    Confirmation that the initial Draft Plan and Budget reflects Council’s program and policy directions.

2 April 2012

2nd Council Operational Plan Workshop:

·    Follow up from Council's directions given at the first Workshop

·    Revised draft of Operational Plan information and determination of priorities for resourcing where required

23 April 2012

Report to Ordinary Meeting:

·    Adoption of Draft Operational Plan for Exhibition (including Fees & Charges).

8 May - 4 June 2012

Public Exhibition of Draft Operational Plan (including Public Meeting 28 May 2012 and other consultations).

25 June 2012

Report to Ordinary Meeting:

·    Adoption of 2012-2013 Operational Plan

 

Conclusion

If Council is in agreement with the broad approach outlined above, then management will be well placed to continue the development of the draft 2012-13 Operational Plan. Identification by Council of any particular issues to be considered and assessed in this process would further assist in this development.

 

The present report initiates a series of discussions with Council that will ultimately lead to the development of a Draft Operational Plan for public exhibition and consultation.

 

RECOMMENDATION

That:

1.     The information contained in the report on Preparations and Financial Settings for the 2012-13 Operational Plan be received.

2.     Council make initial identification of particular matters to be considered in the preparation of the Draft 2012-13 Operational Plan.

3.     Preparation of the Draft 2012-13 Operational Plan continue in the terms discussed in this report.

 

ATTACHMENTS/APPENDICES

1. View

Annual Budget Guidelines

31 Pages

Attachment

  


Ordinary Meeting                                                                                           12 December 2011

A Leading City

 

 

2

Decision Making Arrangements During the Christmas/New Year Council Recess   

 

Compiled by:               Adam Beggs, Governance Officer

Authorised by:            Glenn Schuil, Senior Governance Officer  

 

Objective

We demonstrate accountability, transparency and ethical conduct

Community Outcome

A Council that behaves responsibly and ethically (5)

Strategic Response

Champion accountability and transparency, and responsible and ethical behaviour (5.1)

       

 

Executive Summary

The purpose of this report is to inform Councillors of the decision-making arrangements during the Council Christmas/New Year recess and of any development applications that may need to be determined over this period. The report recommends that the information be received.

Background

Tonight’s meeting is the last Ordinary Council Meeting for 2011 and the first Ordinary Council Meeting in 2012 will be on 6 February 2012.

 

During Council’s recess, the General Manager, in consultation with the Mayor, has extensive delegations to deal with issues that come before Council during the break, other than policy matters and those matters that cannot be delegated under the Local Government Act. The role of the Mayor is, among other things, to exercise, in cases of necessity, the policy-making functions of the governing body of the Council between meetings of the Council.

 

At its Ordinary Meeting of 6 December 2004, Council adopted a policy on the decision-making arrangements in relation to development applications during Council’s Christmas / New Year recess. A copy of the policy is appended to this report for Councillors’ reference.

 

Current Position

Councillors who have matters to raise during the break can contact the General Manager, or Directors and Group Managers to have them dealt with as quickly as possible. Councillors will be provided with a contact list for Directors and Group Managers and the people who will be acting for them in cases of leave separate to this report.

 

At this stage, there are no development applications requiring determinations to be made between 13 December 2011 and 5 February 2012.

 

 

 

 

 

 

 

RECOMMENDATION

That:

1.     The information contained in the report on Decision Making Arrangements During the Christmas/New Year Council Recess be received

2.     Development Applications which would normally warrant reporting to Council between 13 December 2011 and 5 February 2012 inclusive be determined under the General Manager’s delegation by the General Manager, after consultation with the Mayor.

3.     A report be presented to the Ordinary Council Meeting (if required) to be held on 6 February 2012 relating to the operations of the organisation during this period.

 

ATTACHMENTS/APPENDICES

1.  

Decision Making Arrangements During Council's Christmas Recess Policy

2 Pages

Appendix

  


Ordinary Meeting                                                                                                           12 December 2011

Appendix 1 - Decision Making Arrangements During Council's Christmas Recess Policy

 

temp


temp


Ordinary Meeting                                                                                           12 December 2011

A Leading City

 

 

3

Tender Reference RFT 11-12/11 - Provision of Election Services   

 

Compiled by:               Glenn Schuil, Senior Governance Officer

Authorised by:            Stephen Britten, Group Manager - Legal & Governance   

 

Objective

We demonstrate accountability, transparency and ethical conduct

Community Outcome

A Council that behaves responsibly and ethically (5)

Strategic Response

Base our decisions on research, evidence, and our responsibility to anticipate harm before it occurs (5.2)

       

 

Executive Summary

The NSW Electoral Commission (NSWEC) advised the Council on 16 August 2011 that the Local Government Act 1993 has been amended to return the responsibility for administering elections to Councils.  Although the NSW State Government agreed to allow local Councils to have an active role to play in the conduct of their elections, Councils were given a short timeframe to make a decision as to whether they would manage their own elections or if they would engage the NSWEC or go to tender and engage an external contractor to manage the election function.

 

Councillors may recall that if the Council wanted to engage the NSWEC it had to resolve to do so by 30 November 2011. Given the late notification to Councils this did not leave much time for Councils to consider options regarding the conduct of their elections. If the NSWEC took on a more compromised position with local government and was willing to work in a partnership with local government concerning the 2012 local government elections, it is considered that a number of councils may have considered undertaking the elections themselves. However, the NSWEC made it clear from the outset that it was not interested in a partnership arrangement with local government to support Councils in the provision of only part of the service.

 

The Local Government and Shires Associations (LGSA) of NSW wrote to all Councils in August 2011 advising that the Australian Election Company (AEC) may be able to offer an alternative to the NSWEC for the conduct of the election. Subsequently, the LGSA organised a meeting with a number of representatives from Councils (including Penrith City Council) where Mr R Kidd, the Principal of AEC gave an overview of his Company’s abilities to undertake a local government election.

 

Councillors were advised at a Councillor Briefing on 31 October 2011 of the options that were open to conduct the local government election in 2011 and, as a result it was decided to go to tender for a contractor to undertake the election in 2012.

 

Following the close of the tender the Council received one tender from AEC. Council Officers believe that the tender submitted by AEC should be accepted by the Council as it offers a value for money proposition compared to the alternative option of engaging the NSWEC, as it is estimated that by engaging the AEC will enable savings in excess of $100K, with little, if any increase in risk. Council Officers have been advised that with the technology that AEC will be using at the election it should be able to deliver an earlier declaration of the Poll than was the case in 2008.

Background

The NSW Electoral Commission (NSWEC) advised the Council on 16 August 2011 that the Local Government Act 1993 has been amended to return the responsibility for administering elections to Councils. 

 

At a Councillor Briefing held on 31 October 2011 the Council was advised of the options that were available regarding the conduct of the local government election in 2012. Essentially, three options were available, these being to engage the NSW Electoral Commission; to engage the services of a commercial provider or for the Council to undertake the Council election itself.

 

If a Council wanted to engage the NSWEC it had to resolve by 30 November 2011 of this course of action. In the event that a resolution was not made by that time, a Council will not be able to engage the NSWEC for the conduct of the election in 2012.

 

After a Councillor Briefing on 31 October 2011 the Council agreed that a tender should be advertised for the provision of election services for the Council’s 2012 election.

 

Current Position

 

A tender for the provision of election services for the Council’s 2012 election was placed in the Penrith Western Weekender and the e-Tendering website on 4 November 2011; in the Australian on 5 November 2011 and in the Sydney Morning Herald on 8 November 2011. Tenders closed on Monday 28 November 2011 and only one tender was received from RMK Investments Pty Ltd ATF Kidd Family Trust, trading as Australian Election Company (AEC).

 

On 29 November 2011 a Memorandum was sent to all Councillors advising that only one tender had been received for the provision of Council’s election services and that Officers from the Legal and Governance Department considered that the tender received appeared to be a valid option for the task at hand, and as a result, it was not proposed to engage the NSWEC to conduct the Council election in 2012.

 

Tender Evaluation Panel

 

The Tender Evaluation Panel consisted of Glenn Schuil, Senior Governance Officer, Adam Beggs, Governance Officer and Ben Rodwell, Procurement Analyst.

 

Tender Evaluation Criteria

The selection criteria advertised and used for the tender and the evaluation in respect of the criteria is set out as follows:

List of similar election projects

The AEC has conducted a range of election projects, with the largest being a bi-election at the Mackay Regional Council Bi-election in 2010 where a ballot of 70,000 voters was involved. In addition the AEC has managed a number of smaller Council elections in Queensland, including the Sunshine Coast Council and a number of internet and postal based elections.

The AEC has advised that the Returning Officer that will be appointed to manage the Council’s election will be a career based public servant, usually an ex Australian Electoral Commission Divisional Returning Officer. The Principal of AEC, Mr Kidd who will manage and overseer the election activities, with his support staff, has had considerable experience with the Australian Electoral Office being an Area Manager for 14 years, and as the Qld State Director for the Australian Electoral Commission for 3 years.

List of current projects and industry references

The AEC is currently managing a number of elections; however these are mainly through either an internet based or telephone voting system.

Personnel intended to be nominated for the project

The AEC has advised that a Returning Officer and a Deputy Returning Officer will be appointed who will be career experienced, usually former Australian Electoral Commission Divisional Returning Officers. The AEC have nominated a number of key personnel who will be providing organisational support to the Returning Officer, including the Principal of the AEC, Mr Richard Kidd, who is a former Area Manager for the Australian Electoral Commission and Duke Ellis who has developed the vote counting software. Additionally, the AEC have staff who have been previous Divisional Returning Officers within their staffing structure.

Sub-consultants & sub-contractors intended to be nominated

The AEC has advised that a sub-contractor Electionz.com will undertake the Councillor Ballot paper scanning. The AEC has advised that this sub-contractor was engaged in the Mackay by-election and approximately 50,000 ballot papers were accurately scanned by 4pm the day after the by-election.

OH & S Management System of the Company

The AEC has provided extracts from the Company’s OH & S Management System Manual which identify appropriate responsibilities on supervisors and managers.

Quality Management System of the Company

The AEC has provided an index of the Company’s Quality Management Systems Plan. Although the AEC has advised that the Plan is not certified, AEC has advised that the Council Elections will be certified compliant with the Local Government Regulations by Deloittes (a major accounting firm).

Insurance policies

The AEC has responded adequately to insurance coverage required and provided copies of their relevant policies.

List of resources and capabilities available to undertake an election

The AEC has provided information detailing the manuals that will be provided to the Returning Officer and for each category of polling official, as well as prescribed forms for the election as prescribed through the Regulations and the supply of cardboard ballot boxes and voting screens. The AEC has also advised that it will deliver Pre-election training for both the Returning Officer and the Deputy Returning Officer. In the tender, the AEC has advised that there is a range of services that it is prepared to negotiate with the Council about potentially out-sourcing some service elements of the tender. Some specific examples that the Council Officers consider may be viable options for the Council to explore are the provision of the Returning Officer’s Office (an allowance has been made for $19,600), and advertising (an amount of $44,000 has been included within the tender). Another potential saving may be with the provision of security services where a provision of $7,000 has been allocated. In discussions with the Principal of the AEC he was willing for further discussions to be had on these matters at a later date.

Demonstrated ability / qualifications to be able to proficiently execute the requirements as listed in the ‘Scope of Requirements section of the tender documents.

The AEC has provided detailed information about the key personnel that will be used in the election and has advised that the majority of the Returning Officers that will be engaged in the 2012 local government elections have been involved at most levels in the conduct of Federal electoral events, and some have conducted Qld or NSW Local Government Elections.

Project milestones

The AEC has provided the Council with project management details including timelines and milestones, including an initial evaluation and developing an action plan for the election.

Tendered pricing schedules – cost effective provision of services

The AEC has provided an amount of $599,613 (exclusive of GST) for the full outsourcing of the Council’s election on 8 September 2012. The AEC’s tender price has been based on a number of assumptions; some of those are as follows:

AEC has used the pay rates currently listed on the NSW Electoral Commission’s website. AEC has advised that in the event the rates of pay increase prior to the election, then AEC will seek to apply the same increased rates. Given that the NSW Public Service was granted a 2 ½ % pay rise recently, this increase may need to be added to the salary cost of polling officials for the elections by approximately $5K.

In the event that the Superannuation Guarantee payments are increased from the current 9%, any increase would need to be applied. It is Council Officer’s understanding that the Superannuation Guarantee will increase progressively from 1 July 2013.

Other pricing components are dependent upon variables outside of AEC’s control, such as the level and type of advertising and the cost of hiring premises. In respect of the cost of hiring premises, the majority of premises used in Council elections are Schools, and a Memorandum of Understanding (MOU) has been in place between the NSW Electoral Commission and the Department of Education and Training for some years regarding the use of Schools as Polling Places. A similar MOU is in place with the Australian Electoral Office.

Council Officers have written to the Department of Education and Training questioning whether the current MOU can be applied to Councils. The Department has advised the Council that “While any council that continues to engage the services of the NSWEC will be catered for under the existing arrangements, nothing would prevent a council (or other contractor) that is administering the election individually approaching a school (or schools) to develop a community use agreement under the existing Community Use of School Facilities policy and associated guidelines”. Council officers have written to all the School Principals which have been used in the 2008 Council election putting them on Notice of the upcoming local government elections, and that we will be in contact with them in the New Year regarding the use of their School as a Polling Place.

 

 

Demonstrated possession of key skills and competencies as specified in the ‘Scope of Requirements’.

AEC have stated that the Returning Officers that they will be using are highly experienced in the conduct of large scale public elections. The AEC additionally has advised that the Returning Officer and Polling Officials will be conducting the election process in strict compliance with the Local Government Act and Regulations.

Potential Risks on engaging AEC to conduct the Council’s Election

Although AEC have undertaken a range of elections covering local government and private organisations, at this point in time it appears as though that AEC has not had any involvement in an election for a NSW Council, and conducted an election in accordance with the Local Government Act 1993 and the Regulations.

Despite this the AEC has extensive experience across Australia with election systems and experience with Senate elections, which are very similar to local government elections. The staff who will be employed by the AEC as Returning Officers have demonstrated their knowledge, skills and experience in the conduct of elections that will be held in September 2012.

In November 2010 AEC was engaged to undertake the by-election for Mackay Regional Council. That election involved approximately 70,000 ballot papers which included the ballot design and the electronic scanning of the ballot papers. A Council Officer spoke with the Executive Officer Administration of the Council about the conduct of the election by the AEC. The feedback received from the Executive Officer Administration was very positive.

A Council Officer also spoke with an Officer from the Sunshine Coast Council and requested feedback on the AEC’s performance with the by-election undertaken by the AEC. Again positive feedback was received regarding the conduct and efficiencies with the election process.

The Division of Local Government have stated that if Councils are not using the NSWEC they will need to ensure that the software that is being used to count the ballot papers has been audited. Council Officers have been in contact with the Principal of AEC on this issue and we have been advised that the proprietary count software has been reviewed by Deloitte and the AEC has received verbal confirmation that the software complies with the Regulations.

Summary

As detailed earlier in this Report, the NSW Government amended the Local Government Act to return the responsibility for administering elections to councils on 16 August 2011. While the actions of the NSW Government recognised the concerns of councils after the 2008 local government elections (and subsequent Parliamentary Standing Inquiry), unfortunately, this positive step in the right direction was not matched by the stance taken by the NSW Electoral Commission by not allowing Councils to manage the 2012 elections in a partnership arrangement with the Commission.

The short timeframe that Councils had to determine if they were in a position to undertake the elections themselves (Councils had to resolve by 30 November 2011) if they wanted to engage the Commission did not leave Councils with sufficient time to potentially pool together with other councils for the conduct of the elections. The Local Government and Shires Associations made representations on behalf of Councils to the Premier, the Hon B O’Farrell MP to delay the time to advise the Commission to March 2012, but this request was rejected by the NSW Electoral Commissioner. The Minister for Local Government, the Hon Don Page MP advised a meeting of WSROC that it appears that the decision made by the  NSW Electoral Commissioner was unable to be overturned by the State Government.

The NSWEC advised the Council that if the Commission was engaged to conduct the Council’s 2012 local government election the wages costs would increase by approximately 17% on top of the costs that were paid in 2008. Additionally, the Commission advised that other operational costs would increase by approximately 12%.  The Commission also advised that economy of scale loss may occur if there is a reduction in the number of councils using the Commission. Based on the first two assumptions it has been estimated that the cost of conducting the 2012 election, if the NSWEC was engaged, would be at least and, if not more than approximately $713K.  This is compared to the tender price of $599,614. The unknown factor is what increase the NSWEC would impose on Councils as a result of the estimated ten Councils that will not be engaging the NSWEC.

As was discussed earlier, the AEC has proposed that it is prepared to enter into discussions with the Council to out source some aspects of the election. Council Officers are of the opinion that potential savings in the order of a minimum of $20K can be achieved by the Council taking responsibility for some aspects of the Council’s election, and in particular the premises for the Returning Officer.

Even though only one tender was received for the provision of the Council’s elections for 2012, it is considered that the tender submitted by AEC should be accepted because of the following reasons:

1.          There will be significant savings to the Council in excess of $100K.

2.          The AEC will be using advanced technology to scan and count the ballot papers. It is envisaged that this efficient use of technology will lead to a quicker declaration of the poll compared to if the NSWEC was engaged.

Financial Services Manager’s Comment

Council’s annual Operational Plan makes a provision for the cost of administering Local Government Elections every four years. It is projected that the Election Reserve will have sufficient funds to accommodate the recommended tender by AEC of $599,613.56.

Tender Advisory Group (TAG) Comments

The Tender Advisory Group (TAG) consisting of the Senior Legal Officer, Matthew Bullivant and the Executive Officer, Glenn McCarthy met to discuss the tender for the provision of election services for the Council for 2012.

The TAG are aware that there was only one tender received from AEC for the advertised tender. The TAG members are satisfied that the tender evaluation was conducted in an open and transparent manner, and in particular the tender was assessed against the selection criteria identified in the tender. The TAG members are also satisfied that the tendering provisions in the Local Government Act 1993 and the Local Government (General) Regulation 2005 were complied with.

 

 

RECOMMENDATION

That:

1.     The information contained in the report on Tender Reference RFT 11-12/11 - Provision of Election Services be received

2.     The tender from RMK Investments Pty Ltd ATF Kidd Family Trust Trading As Australian Election Company (AEC) for the sum of $599,613.56 excl GST be accepted for the provision of  an election service for Penrith City Council’s local government election in 2012, subject to any price adjustments agreed to between the Council and the AEC, as a result of services taken on by the Council that were outsourced by AEC

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

4.     A letter be sent to the NSW Premier, the Hon Barry O’Farrell, MP thanking the Government for the changes made to the Local Government Act 1993 allowing Councils to be responsible for the conduct of elections in 2012, but raising concerns at the position taken by the NSW Electoral Commissioner in not wanting to enter into a partnership with local government in the conduct of the election.  

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Leading City

 

 

4

Summary of Investments and Banking for the period 1 November 2011 to 30 November 2011   

 

Compiled by:               Pauline Johnston, Expenditure Accountant

Authorised by:            Andrew Moore, Financial Services Manager   

 

Objective

We demonstrate accountability, transparency and ethical conduct

Community Outcome

A Council that manages its finances, services and assets effectively (4)

Strategic Response

Deliver services for the City and its communities, and maintain our long term financial sustainability (4.1)

       

 

Executive Summary

The purpose of this report is to provide a summary of investments for the period 1 November 2011 to 30 November 2011 and a reconciliation of invested funds at 30 November 2011.

The report recommends that the information contained in the report be received.

Background

CERTIFICATE OF RESPONSIBLE ACCOUNTING OFFICER

I hereby certify the following:

 

1.   All investments have been made in accordance with Section 625 of the Local Government Act 1993, relevant regulations and Council’s Investment Policy.

2.   Council’s Cash Book and Bank Statements have been reconciled as at 30 November 2011.

 

Vicki O’Kelly

Responsible Accounting Officer

 

 

RECOMMENDATION

That:

1.     The information contained in the report on Summary of Investments and Banking for the period 1 November 2011 to 30 November 2011 be received.

2.     The Certificate of the Responsible Accounting Officer and Summaries of Investments and Performance for the period 1 November 2011 to 30 November 2011 be noted and accepted.

3.     The graphical investment analysis as at 30 November 2011 be noted.

 

 

ATTACHMENTS/APPENDICES

1. View

Summary of Investments - November 2011

4 Pages

Attachment

   


A City of Opportunities

 

Item                                                                                                                                                Page

 

5        Youth Week 2012 Program

 

 



Ordinary Meeting                                                                                           12 December 2011

A City of Opportunities

 

 

5

Youth Week 2012 Program   

 

Compiled by:               Katerina Tahija, Youth Development Officer

Authorised by:            Erich Weller, Community and Cultural Development Manager   

 

Objective

We have a say in our future

Community Outcome

A Council that involves, informs and responds (10)

Strategic Response

Engage our communities by creating opportunities for participation, listening, provide information and responding (10.1)

       

 

Executive Summary

National Youth Week 2012 will be celebrated between Friday 13 and Sunday 22 April. Youth Week is an opportunity to celebrate the contributions of young people in the community. Youth Week is funded jointly by NSW Government and local councils. The budget available for Youth Week 2012 in Penrith City is $6,150.

 

The theme for 2012 is “Imagine.Create.Inspire”. Organisations applying for funds to hold a Youth Week activity are asked to incorporate the theme into their funding application.

 

The 2012 Youth Week funding opportunity is promoted widely across Penrith City, with organisations and community groups invited to apply.

 

Youth Week aims to provide opportunities for participation from a diverse range of young people, and organisations are required to outline how they will promote their proposed activity.

 

This report provides information on four applications received for the 2012 Youth Week funding round.  Four applications are recommended for funding.

 

The report recommends that Council receive the report and endorse the four recommended projects and funding amounts to the total value of $6,150 as outlined in Table 1 of this report.

Background

National Youth Week is an opportunity to celebrate young people in the local community. Youth Week activities and events are jointly funded by the NSW Government and local councils.  Activities funded are provided in the community with the opportunity to focus on the positive contributions that young people make and can make to society. In 2012 Youth Week will be held between Friday 13 and Sunday 22 April.

 

Program initiatives can be broad whilst still maintaining the theme and objectives as outlined by the NSW Government.  The range of activities encourages a large cross section of young people and the community to be involved.

 

Youth Week targets young people aged 12 to 24 years of age and is designed to offer a range of activities that focus on the issues and concerns of young people in the local area. The theme for Youth Week 2012 is “Imagine.Create.Inspire”.

 

This year, Council received $3,075 (excluding GST) from the NSW Government for Youth Week. As a requirement of receiving these funds, Council matches the amount on a dollar for dollar basis.  The total budget for 2012 Youth Week activities is $6,150.

 

Council’s Youth Development Officer provides advice, support and assistance to each applicant to develop their submission as well as negotiates final recommended funding amounts.

 

Youth Week Grants Program

Council allocates funds each year, through the Youth Week Grants Program, to community-based groups (including youth and community groups, churches, social/interest groups, training and employment agencies), to assist with organising activities, events and programs in conjunction with young people across the LGA.

 

The Youth Week aims will be achieved through young people’s active involvement in activities which:

 

·    Raise issues, ideas and concerns of young people

·    Develop strategies to address the issues important to young people

·    Increase the community’s awareness of young people and the issues which are important to them

·    Promote young people’s contribution to the community

·    Demonstrate the involvement of young people in the planning of activities

·    Demonstrate access to activities from a broad range of young people.

 

For Youth Week 2012, organisations are required to demonstrate what strategies they will employ to address any transport issues, and how the proposed activity will be advertised and promoted to a diverse range of young people. The NSW Government guidelines encourage involvement of a broad and diverse range of young people including:

 

·    Young Aboriginal and Torres Strait Islander people

·    Young people with disabilities

·    Young people that are geographically isolated

·    Young people from non-English speaking backgrounds

·    Young people disadvantaged by their socio-economic background

·    Young people who have left school early or are at risk of leaving school early

·    Young women

·    Young offenders

·    Young gay, lesbian, bisexual and transgendered people.

 

Organisations are also asked to demonstrate how young people will be involved in planning and implementing the activities.

 

Organisations have again been asked this year to be aware of the Penrith Youth Services Code of Practice.  Local youth services and Penrith City Council developed the Code in 2002 and it outlines best practice for organisations that work with young people.  The Code has been subsequently reviewed and confirmed as leading practice.

 

Successful applicants are required to acknowledge Penrith City Council and the NSW Government as funding contributors on any promotional material.

 

Successful applicants are required to submit an evaluation report to Council following their event or activity.

 

The opportunity to apply for Youth Week funds in 2012 was widely advertised, including through Penrith Youth Interagency, the Mayoral column, Council’s website and through extensive email networks.

 

Funding Applications for 2012

Council has received funding applications from a broad range of organisations.

 

A total of four applications have been received, with the requested amount totalling $10,000 including GST. The application from the Philippine Language and Cultural Association of Australia was withdrawn. Applications totalling $6,150, the 2012 Youth Week budget, have been recommended for funding. Three applications are recommended for funding.  One application has 7 community partners, including the applicant, to deliver a combined event. Table 1 below lists the recommended applications and funding amounts.

 

Council’s Youth Development Officer has negotiated final dates, times and recommended funding amounts with each applicant. Council’s Youth Development Officer will also provide assistance with planning, organising, promoting and supporting each event once final funding amounts are endorsed. 

 

Table 1 - Youth Week 2012 Recommended Activities and Funding Amounts

 

Applicant

Organisation

Activity

Description

Funding

Requested

Funding Recommended

1.    Nepean Area Disabilities Organisation Inc

Speak Out Radio Broadcast

$500

$500

2.   Imagine Nations Youth

Young & Bold

$3,300

$650

3.   Philippine Language and Cultural Association of Australia

Festival in Motion- A Modern Twist

$1,200

Application withdrawn

4.   Fusion Western Sydney

The Valley Youth Festival

$5,000

$5,000

 

 

Total Requested

$10,000

Total Recommended

$6,150.00

Excluding GST

 

A summary of each of the applications listed in Table 1 above is provided in the next section of this report.

Applications Recommended for Funding

1.        Nepean Area Disabilities Organisation Inc - Speak Out Radio Broadcast

 

This proposed Youth Week activity will be a forum for young people with a disability to promote awareness of their concerns, passions and issues to the broader community. Working with WOWFM, young people with a disability will have the opportunity to host a specific Youth Week broadcast. The proposed funding will be used to purchase recording equipment and assist with developing the radio program.

 

Any transport needs and venues for rehearsals will be provided by Nepean Area Disabilities Organisation Inc.

 

Proposed Event Details: The broadcast will be held during Youth Week - the final date to be confirmed.

 

Funding amount requested: $500

Recommendation: $500

 

2.   ImagineNations Youth: Young and Bold

 

This event will be a festival celebrating the diversity and potential of young people in our community. Activities will include carnival rides, food stalls, vintage op shop, dance competitions and a football workshop. The festival will culminate with a night concert of music.

 

Young people will be involved in planning and running the various activities as part of the festival. A range of volunteers from ImaginationNations will assist with the festival. There will be a charge for young people to participate in this event.

 

Proposed Event Details: The Young and Bold festival will held on Friday 13 April, from 3 - 7 pm at the ImagineNations Church Northern Road Penrith.

 

Funding amount requested: $3,300

Recommendation: $650

 

3.   Philippine Language and Cultural Association of Australia - Festival in Motion - A Modern Twist

 

Application withdrawn

 

4.   Fusion Western Sydney - the Valley Youth Festival

 

This youth event will provide a variety of activities catering to the broad and diverse range of young people in Penrith City. The event will provide young people with opportunities to express themselves through the creative and recreational activities provided and to meet other young people.

 

This festival event will consist of live bands and music from different performers. A scooter competition, games, amusement activities and competitions will also contribute to the festival. A video booth will be set up for young people to express their ideas and aspirations, focusing on the youth week theme of "Imagine.Create.Inspire ”. A range of services will also contribute on the day providing information and resources to young people.

 

This submission is supported by 6 local services who have committed to working in partnership to plan and implement this youth week event. The services include Werrington Youth Centre, St Clair Youth and Neighbourhood Team, Nepean Community and Neighbourhood Services, Nepean Migrant Access, Anglicare and Marist Youth Care through the Youth Accommodation Interagency Network. The submission is also supported by members of Penrith Youth Interagency.

 

Young people will have the opportunity to develop skills by participating in the planning and running of activities. Transport needs of young people will also be taken into consideration and organisation of shuttle buses will form part of the planning process. This event will be free to young people.

 

Proposed Event Details: The Valley Youth Festival will be held on Saturday 20 April from 3pm - 7pm at Jamison Park Penrith.

 

Funding amount requested: $5,000

Recommendation: $5,000

 

Youth Week Program Promotion

One of the key strategies to a successful Youth Week program is promotion and advertising.  A detailed program of events for 2012 will be developed and promoted once all arrangements for events and activities are finalised.  Promotional material will be distributed throughout neighbourhood and community centres, local schools, shopping centres and local media. 

 

The program will also be posted on Council’s website. The Youth Week program will incorporate a range of activities including those outlined above as well as activities organised by other services and youth organisations.

 

Council will also hold a Youth Week cheque presentation for the successful applicants.

 

Summary

National Youth Week 2012 is an opportunity to celebrate the contributions of a diverse range of young people in our community. The theme for Youth Week 2012 is “Imagine.Create.Inspire”. In 2012 Council received $3,075 from NSW Government to fund Youth Week activities.  Council is required to match this contribution. The funding round is promoted to a broad range of services, organisations and groups. A total of $6,150 is available for distribution to eligible community organisations.

 

The report recommends funding of the three applications received.  One application was withdrawn. Council will develop a calendar of events and other material to assist in promoting Youth Week events. Council will also hold a cheque presentation for successful applicants.

 

Council’s Youth Development Officer will also provide assistance with planning, organising, promoting and supporting each event once final funding amounts are endorsed. 

 

Successful applicants are required to acknowledge Penrith City Council and NSW Government as funding contributors and submit a final evaluation report of their event to Council in May 2012.

 

 

RECOMMENDATION

That:

1.     The information contained in the report on Youth Week 2012 Program be received.

2.     Council endorse the three recommended projects and funding amounts to the total value of $6,150 as outlined in Table 1 of this report.

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.  


 

 

A Green City

 

 

There were no reports under this Delivery Program when the Business Paper was compiled


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


A Liveable City

 

Item                                                                                                                                                Page

 

6        Development of a new playing field on the ‘Old Jam Factory’ site on Roper Road, Colyton – land contamination and grant funding  

 

7        Seating and Pathway to Bridge Link – Boronia Park and Whalan Reserve, North St Marys

 

8        Development of Netball Courts at Jamison Park

 

9        Tender Reference 11/12-09, Supply and Delivery of Pavers and Bluestone Kerbs

 

10      Tender Reference 11/12-04 Public Domain Cleaning Services

 

11      Tender Reference 11/12-08 for the Supply and Installation of Field Lighting, Mark Leece Sporting Complex, Endeavour Avenue, St Clair

 

12      Tender Reference 11/12-05, Alterations and Additions to 114 Henry Street, Penrith

 

13      Tender Reference 11/12-10, Upgrading Works on Mamre Road and Erskine Park Road, Erskine Park.

 

14      International White Ribbon Day

 

15      Proposed additional Alcohol Prohibited Area  

 

 



Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

6

Development of a new playing field on the ‘Old Jam Factory’ site on Roper Road, Colyton – land contamination and grant funding    

 

Compiled by:               John Gordon, Parks Manager

Authorised by:            John Gordon, Parks Manager   

 

Objective

Our public spaces encourage safe and healthy communities

Community Outcome

A City with safe, inviting parks and public spaces (18)

Strategic Response

Provide safe, well-maintained public spaces and parks (18.1)

       

 

Executive Summary

Penrith City Council was successful in obtaining grant funding ($173,000) from two sources towards the construction of a single playing field with floodlighting on the ‘Old Jam Factory’ site at Roper Road, Colyton. This project represented stage 1 of a project designed to deliver 2 playing fields and an onsite detention basin, from which water could be harvested to irrigate the new fields. At the time of design (2006) an assessment of soil contamination on the site was undertaken, with the onsite management of any contaminated soil identified as an appropriate strategy.

 

As part of the development of this project it has been determined through an independent analysis that the volume of contamination on the site is far more significant than initially identified. A recent estimate for the remediation of the site, prepared by consulting engineers, exceeds $1m, significantly exceeding the available project budget. On this basis the project cannot proceed in the short term.

 

The grant funding for this project was sourced through NSW Department of Sport and Recreations - Sport and Recreation Facility Grant Program and the Federal Government’s Regional and Local Community Infrastructure Program. Discussions with both Departments indicate that they would consider the expenditure of the grant funds at alternate locations.

 

It is proposed to expend the grant funding at alternate sportsground locations, with works designed to increase the sport ‘carrying’ capacity at each venue. The proposed locations and projects are:

 

·    Ridge Park, Oxley Park - upgrade floodlighting

 

·    Shepherd Street Park - upgrade the oval surfaces and floodlighting.

 

 

Background

The purpose of this report is to advise Council of a number of issues associated with the development of a new playing field on the ‘Old Jam Factory’ site at Roper Road, Colyton and the implications for grant funding obtained for this development.

 

The ‘Old Jam Factory’ site is located on Roper Rd, Colyton, to the south of the Kevin Dwyer Playing Fields. The site was operated for industrial purposes between 1947 and 1978. The land is owned by the Department of Planning, under the care, control and management of Council. The site is covered with vegetation and has been the subject of illegal dumping over many years. Council has previously attempted to address this issue through the construction of an earth mound along the Roper Road frontage to restrict unauthorised vehicular access.

 

Plans for the construction of two playing fields and an onsite detention basin were completed in 2006. The estimated cost of construction at that time was $900,000. The design process considered the management of ‘contaminated soil’ on the site based on a preliminary contamination assessment report undertaken by Hayes Environmental Consulting (HEC). Based on this report, it was assumed that the contamination could be managed onsite by burying and capping the material. The project had not proceeded at this time as a suitable funding source had not been identified.

 

To progress the project and explore opportunities to secure grant funding, the project scope was reviewed. It was determined that the delivery of a single field with floodlighting was possible on the northern side of the site. The estimated cost of this element of the project was $273,000.

 

On this basis, Council applied for, and successfully obtained, grant funding of $73,000 under the Federally funded Regional and Local Community Infrastructure Program and $100,000 under the NSW Sport and Recreation Facility Grant Program.  Matching funding is required under the terms of this program. These matching funds were identified in the Council’s District Open Space Contribution Plan. The total project cost is $273,000.

 

Following receipt of the grants, Council engaged consultants (GHD) to undertake further investigations on the site and to review the previous geotechnical investigation undertaken by HEC. The specific objectives of the engagement were to:

 

·    Assess the extent of the impacted fill identified in the previous assessment,

 ·    Supplementary soil sampling outside the area of identified fill to identify whether     further contamination is present,

·    Laboratory testing for a suite of selected contaminants, and

·    Preliminary waste classification of the fill encountered.

 

The catalyst for this investigation was to ensure that Council complied with the Managing Land Contamination: Planning Guidelines – SEPP55 Remediation of Land, and addressed all the issues required for the submission of a development application for the project.

 

The review identified a number of options for treating the site contamination, including onsite management or the removal of the contaminated material from the site.

 

The preferred option identified by GHD was for the “cutting and levelling of fill embankment material to required level and then capping of contaminated fill in situ (e.g. with geotextile marker and clay layer). The cap would need to be at least 300mm total thickness, including a geotextile marker fabric, topsoil and turfing. Even though a long term site management plan would be required, the option would be a lower cost to Council compared to complete removal of the source”.

 

To quantify the costs associated with both these options (onsite management and removal) Council’s Parks Department engaged Wyndham Prince – Consulting Civil Infrastructure Engineers. Their brief was to estimate the volume of contaminated soil and to prepare a cost benefit analysis between removing the contaminated soil and managing the soil onsite. Their analysis included a review of previously prepared geotechnical reports, detailed discussions with GHD and a desktop analysis of the site. Their investigations concluded that:

 

·  The existing fill material contained within the proposed Playing Field 1 is classified as ‘Special Waste’ (Asbestos Waste) and as such any handling of this material will require  handling and treatment by specialist contractors;

·  The fill extends to a maximum depth of approximately 2.5 metres below ground level;

·  The estimated total volume of cut required to achieve the design levels of the Proposed Playing Field No. 1 will be approximately 15,000m³ (solid). This includes undercutting of approximately 300mm to allow for turf / topsoil;

·  The estimated total volume of fill required for same will be 4000m³ (solid). This is to achieve the design levels minus 300mm for turf / topsoil.

 

Based on these conclusions, Wyndham Prince contacted a number of organisations who deal with the management and removal of this type of material. The outcome of these discussions and analysis was that the indicative cost of onsite management was $1,020,000. The indicative cost of offsite management was $5,160,000. Based on these estimates the project cannot proceed at this time as the remediation costs alone are significantly greater than the available budget ($273,000) for the project.

 

Land Management

The subject land (Lot 1 and 2 in DP342275) is owned by the Department of Planning, with Council having care, control and management of the site. The conditions under which Council accepted care, control and management of this site are being investigated, and are not clear at this time, nor are the responsibilities of each party for the remediation of contamination on the site. Further investigations on these matters are required and will be the subject of a further report to Council.

 

Grant Funding

Council was successful in securing grant funding from two sources for this project.

 

The first grant was for $73,000 under the Federal Government’s Regional and Local Community Infrastructure Program. These funds were granted to fund the floodlight component of the project. No Council funds were allocated to this element of the project.

 

The second grant was for $100,000 under NSW Department of Sport and Recreation’s - Sport and Recreation Facility Grant Program. This grant was for the construction of the playing field and required matching funding from Council. The matching funds were identified in the District Open Space S94 Contribution Plan.

 

Council’s Parks Manager has spoken with grant officers in the relevant State and Federal government departments in relation to the challenges facing Council in the delivery of this project in the short term. Both Departments have indicated that, subject to the endorsement of Council, they would be prepared to favourably consider the transfer of funds to alternate projects, on the basis that these projects were delivering similar outcomes and were located within the same State and Federal electorates. Should alternate projects not be identified Council may be required to relinquish the grant funding.

 

Potential Alternate Projects

The Parks Department and Recreation Department have reviewed the sportsground facilities in the eastern end of the City with a view to identifying potential sites for the expenditure of the allocated grant funding. Consideration has been given to the contents of the draft Sportsground Management Strategy, requests from clubs and associations, and the existing Parks Asset Renewal Program. Based on this analysis, the following projects are recommended for consideration by Council.

 

·  Ridge Park, Oxley Park – Floodlighting. This site consists of two playing fields and is located approximately 1.5km from the Roper Road site. A 4 pole floodlighting design for the site has been completed to ensure that the level of illumination complies with the current Australian Standards and meets the requirements of the sporting users. This project would utilise the $73,000 RLCIP funding provided by the Federal Government. These funds would supplement the $55,000 currently allocated to this site in Council’s current budget under the Telecommunications Access Fee (TAF) program. The aggregation of these funding sources will enable the full design to be implemented.

 

·  Shepherd Street Park, Colyton – Oval Surface Replacement and Floodlighting. This site consists of 3 playing fields. The site has floodlighting that does not currently comply with Australian Standards. The field is utilised by the Colyton Soccer Club during the winter season and junior / senior cricket in the summer. The field surface is compacted and is not conducive to good turf growth nor is it capable of sustaining high levels of utilisation in the winter months. The proposed project is to replace the playing field surface, incorporating recycled organic material sourced from Council’s 3 bin waste service into the growing medium, levelling and turfing. The cost of these works will be $100,000. Works could be undertaken at the conclusion of the 2012 winter season. Council has undertaken similar works in recent years at Greygums Oval, Peppertree Reserve, and Cranebrook Oval, with outstanding results.

 

The second element of this project is the upgrading of the floodlighting on the site. Funding available would enable 2 fields to be lit to 100 lux which fulfils. The cost of these works will be $100,000.

 

The total cost of this project is $200,000 and would utilise the $100,000 grant funding allocated under the SRGFP program, with matching funding provided from Council’s Telecommunications Access Fees reserve.

 

 

Recreation Manager’s Comments

The primary user of the facility at Ridge Park is the Colyton/Mount Druitt Colts Rugby League Club. The fields are currently floodlit, however the level of illumination is poor and it has been identified in Council’s draft Sportsground Management Strategy that they do not comply with the current Australian Standards for sports field floodlighting. The installation of new floodlights will increase the capacity for training by illuminating areas of the field that cannot currently be used due to the low level of lighting, thus spreading the training load and assisting in the sustainability of the playing surface. Lighting upgrades will assist with the continuing development of the club which, in 2011, fielded 25 teams finishing the season with 2 Premierships, 5 Minor Premierships, 5 Grand Finalists, 4 Finalists & and 7 Semi Finalists.

The project to replace the oval surface and upgrade the floodlights at Shepherd Street Park, Colyton will support the demands of a developing club by creating a safer and more sustainable playing area. The principles and proposed scope of the project are consistent with the recommendations and guidelines in Council’s draft Sportsground Management Strategy. This Strategy identified the proposed surface upgrade works as a medium to high rating of priority. This is the highest priority for field upgrade works in the area in which the grant can be spent. In relation to the floodlights the strategy has identified that current provision is non-compliant for the activity taking place.

This scope of works is fully supported by the Nepean District Soccer Football Association and the St Marys Football Club. The Club has had ongoing discussions with Council’s Recreation Department in relation to the condition of the playing surface and inadequate floodlighting for a number of years.

 

Matching Grant Funds - Telecommunications Access Fees (TAF) 

A number of Council’s sportsgrounds have mobile phone transmitters co-located on their floodlight poles. Mobile phone providers pay Council an annual rental fee for co-location. In accordance with Council’s adopted policy these fees are “utilised to upgrade facilities on the areas where the income was raised and to nearby reserves when identified works are completed.”

 

Shepherd Street Park has two mobile phone transmitters located on floodlight poles within the park. These transmitters generate approximately $40,000 in revenue per annum. Available funds in the TAF reserve significantly exceed the funds required to match the Sport and Recreation grant component of the proposed project

 

Financial Services Manager’s Comments

 

The reallocation of these grants to the proposed projects will ensure that the grant funds secure can still be utilised to enhance facilities within the City.  The TAF Reserve has sufficient funding to support the proposed allocation with the projected balance of the Reserve as at 30 June 2012 being $199,325.

 

 

 

RECOMMENDATION

That:

1.       The information contained in the report on Development of a new playing field on the ‘Old Jam Factory’ site on Roper Road, Colyton – land contamination and grant funding  be received.

 

2.       Council support the reallocation of project grant funding to sites at Ridge Park and Shepherd Street Park and that a formal approach be made to the NSW Department of Sport and Recreation and the Federal Governments Regional and Local Facility Infrastructure Program to amend the grant locations.

 

3.       Council allocate $100,000 from the TAF Reserve as matching funds to the NSW Department of Sport and Recreation Grants following the formal approved from both the NSW Department of Sport and Recreation and Federal Governments Regional and Local Facility Infrastructure Program to amend the grants to the proposed sites.

 

4.       Further investigations be undertaken into the responsibility and liability for the management of site contamination on Department of Planning land in accordance with the terms and conditions under which Council assumed care, control and management of this site, with the outcome of these investigations to be the subject of a further report to Council.

 

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

7

Seating and Pathway to Bridge Link – Boronia Park and Whalan Reserve, North St Marys   

 

Compiled by:               John Gordon, Parks Manager

Authorised by:            John Gordon, Parks Manager  

Requested By:             Councillor John Thain

 

Objective

Our public spaces encourage safe and healthy communities

Community Outcome

A City with safe, inviting parks and public spaces (18)

Strategic Response

Provide safe, well-maintained public spaces and parks (18.1)

       

 

Executive Summary

 

At the Council Meeting of Monday 10 October 2011 Councillor John Thain requested a report on the possibility of providing a pathway link to the pedestrian bridge at Boronia Park. The pedestrian bridge links Boronia Park and Whalan Reserve.

 

The creation of the pathway link will require the construction of a 250 metre long path. The estimated cost of this pathway is $37,000. No funding is available in the current City Parks budget to undertake these works. It is recommended that this project be listed for consideration in the development of the 2012/13 budget.

 

Background

Boronia Park is located on Boronia Road, North St Marys. The site is used for a range of sporting and passive recreation uses and includes a cricket oval, 5 rugby league fields with training level lighting, 16 grass netball courts, sealed carpark and an amenities building. The fields are bordered by Ropes Creek to the east, which serves as the boundary between Penrith City Council and Blacktown City Council. On the eastern side of the creek is Whalan Reserve, a major sporting facility managed and maintained by Blacktown City Council. A pedestrian bridge is located towards the southern end of Boronia Park. This bridge links Boronia Park and Whalan Reserve. This bridge is suitable for pedestrian or cycle use.

 

Current Situation

The bridge in Boronia Park has no formal pathway link from Boronia Road. There are obvious pedestrian desire lines across the grass playing fields that link to the approaches of the bridge. These desire lines indicate a regular flow of pedestrian traffic utilising this route. No seating is available for pedestrian use along the current route.

 

The eastern side of the bridge adjoins Whalan Reserve (Blacktown City Council) and is met by a concrete pathway, suitable for pedestrian or cycle use.

 

 

 

Proposal

There are two obvious pedestrian desire lines from Boronia Road to the bridge that links Boronia Park and Whalan Reserve. Both of these ‘informal’ pathways pass in close proximity to the playing fields. If constructed in concrete, pathways in this location would have an impact on the safe conduct of sport on the site. The location of any future pathway should consider the sporting uses on the site and any significant vegetation that exists adjacent to the proposed route.

 

Taking these issues into consideration, it is possible to construct a pathway that incorporates part of the existing desire lines utilised by pedestrians. The length of the pathway will be approximately 250 metres and will link the pedestrian bridge to Boronia Road. The determination of a final route for the pathway would include consultation with the sporting clubs that utilise this site.

 

As part of these works a seat would also be installed adjacent to the pathway for pedestrian use.

 

Project Costs

It is estimated that a pathway of approximately 250 (1.5m wide) metres would need to be constructed to link Boronia Road to the pedestrian bridge.

 

The estimated cost of the pathway would be $37,000. This is based on an estimated rate of $95/square metre for a reinforced concrete pathway. This estimate includes an allowance for disposal of material, service search costs etc.

 

Seating costs can be met out of the City Parks Operational budget, with the seats being ‘recycled’ and secured from a number of recent Council projects in which the existing seating was surplus to requirements.

 

No funds are available within the current City Parks budget to enable the construction of the pathway to proceed.

 

 

 

RECOMMENDATION

That:

1.     The information contained in the report on Seating and Pathway to Bridge Link – Boronia Park and Whalan Reserve, North St Marys be received.

2.     The estimated cost for these works be listed for consideration in the development of the 2012/13 Council budget.

 

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

8

Development of Netball Courts at Jamison Park   

 

Compiled by:               Andrew Robinson, Recreation Manager

Authorised by:            David Burns, Group Manager - City Presentation   

 

Objective

Our public spaces encourage safe and healthy communities

Community Outcome

A City with active and healthy communities (19)

Strategic Response

Provide community facilities, and recreation and leisure programs, that encourage healthy activity (19.1)

       

 

Executive Summary

Penrith District Netball Association has demonstrated to Council Officers that participation numbers are increasing and that the current number of sealed courts in Jamison Park cannot accommodate the level of demand for senior competition.

 

The Association has identified that they would like to replace five existing grass courts with five sealed courts to be constructed before the start of the season (28 April 2012) to enable both junior and senior competitions to operate effectively. Availability of the sealed courts will also ensure that the facility is ready to host the Netball NSW State Championships in June 2012 as well as other major carnivals scheduled throughout the Association’s 40th Anniversary year. 

 

The estimated cost of court construction is $138,393 and the Association has identified that it can contribute $40,000 towards the project cost. A submission has been made to the Community Building Partnership fund for $98,393 with a decision due in March 2012; however, the date of this decision is too late for the work to be completed before the start of the season.  Therefore an alternative source of funding is required to facilitate construction of the courts prior to 28 April 2012.

 

Council’s District Open Space Contributions Plan (Plan) provides for the future expansion and improvement of the Jamison Park Netball Facility. The works being proposed by the Penrith District Netball Association, among other identified improvements for the facility, are consistent with the Plan. 

 

To support the efforts of the Association and ensure that the improvements are in place for the 2012 season this report recommends that Council forward fund these works from the Plan.  Should the grant application be unsuccessful it is considered that these works should be reprioritised within the allocation for the Jamison Park Netball Facility within the Plan.  This reprioritising may require alternative funding, separate to Council, to be secured to complete any other future identified enhancements.

 

This report recommends that Council forward fund the works proposed, pending the outcome of the Community Building Partnership grant, enabling the works to be completed prior to the 2012 season.

Background

Penrith District Netball Association celebrates its 40th Anniversary in 2012. Its headquarters at Jamison Park is the recognised district venue for netball with over 4,000 players per week participating in competitive games, training, and coaching clinics. On occasion the venue also plays host to State Championships and other major carnivals.

 

There are currently 34 sealed courts at the venue. In partnership with Council, the Association has a track record of contributing its own funds and securing grants on a regular basis to enhance, maintain and operate the netball complex including the pavilion and amenities, to a high standard.

 

Current Situation

Council’s existing Section 94 Developer Contributions District Open Space Action Plan identifies a range of facility upgrades for Jamison Park including the provision of netball courts.

Recent research for Council’s draft Sportsground Management Strategy identified that:

 

‘It is likely that the lack of fields and training venues is constraining participation especially in soccer, Australian Rules Football and possibly cricket and netball. There is potential to grow these sports if fields are available…’

 

Since 2009 the Association has grown from 3,572 members to 4,007 members currently. This has equated to a growth of from 358 teams to 389 teams with further anticipated growth in membership in 2012. The tables included below provide more detailed statistics:

 

Year

Senior Players

Junior Players

Netta Players

Fun Net

Members

Non Playing Members

Total

Members

2009

1221

1351

601

240

159

3572

2010

1213

1539

632

282

180

3846

2011

1332

1588

645

282

160

4007

 

Year

No. of Senior Teams

No. of Junior Teams

No. of Netta Teams

Total Teams

2009

179

142

37

358

2010

176

144

44

364

2011

193

150

46

389

 

The existing 34 sealed courts are currently utilised to capacity and should the current rate of growth continue it will result in all of the required games not being able to be scheduled on a Saturday, unless additional sealed courts are provided. It has been identified that five additional sealed courts will be required to accommodate this local and district catchment demand and that conversion of five existing grass courts at the facility will accommodate this.

 

Should the number of sealed courts increase by five, this will also afford the opportunity for the Association and venue to host, and better accommodate, State Netball sponsored events. Identified events include the NSW Netball State Age Championships and the Catholic Netball Schools Carnival. Netball NSW has indicated a preference for Associations to host two divisions of State Age Championships which can only be accommodated on a minimum of 39 sealed courts. One such event is scheduled to take place at Jamison Park in June 2012. Events of this type are important for the ongoing sustainability of the Association from both a sport development perspective as well as through income that can be generated. There are also marketing and promotional opportunities that these events present to the City.

 

The season is due to commence on 28 April 2012 and should five of the existing grass courts be replaced with sealed courts they are required to be completed by this date.

 

Project Funding

The estimated cost for the construction of five sealed netball courts is $138,393. The Association does not have the total amount of funds available to undertake the project and has applied to the Community Building Partnership Fund for a grant. Within the grant submission the Association has indicated that it will contribute $40,000 to the project with the remaining $98,393 being requested from State Government.

 

In addition to the funds required for the construction, an additional sum of $4,000 is required for the design and installation of conduits for the future provision of floodlights. Installation of the conduits at this stage of the construction will prevent the need to dig up the newly laid courts at a later date when funds are available for the lights.

 

The determination of the grant application is expected in March or April 2012. For the courts to be completed for the start of the season the project will need to commence and be completed in advance of this adjudication. Furthermore, there is no guarantee that the grant application will be successful.

 

Improvements to the netball courts in Jamison Park, among a number of identified improvements to this venue, are included in Council’s existing Section 94 Developer Contributions District Open Space Action Plan. There are currently sufficient funds in this Plan for $98,393 to be utilised for the purpose creating five sealed courts pending the grant application decision. In addition, the $4,000 for the design and installation of the conduits could also be funded from the Section 94 Plan.

 

In relation to the funding criteria for Community Building Partnership grants, it is understood that the courts can be constructed prior to the grant announcement. The criteria outlines:

 

‘The program is designed to provide new or improved community infrastructure. Applications therefore need to be for new projects that will commence after 31 October 2011. Determination of successful grants is expected in March 2012 and works commenced prior to that date should not rely on an expectation that the grant request will be successful.’

 

Parks Manager’s Comment

 

The Parks Department has an ongoing program of renewing the surface of the netball courts in Jamison Park. In the current financial year Council has allocated $90,000 under the Parks Asset Renewal program to resurface 17 courts. These works are scheduled to be undertaken in January / February 2012. These works also include post removal and replacement and line marking.

 

Previous resurfacing works were undertaken in the 2009-10 financial year with $45,000 spent on court resurfacing works. These works ensure that the surfaces are safe, contemporary and meet the needs of the netball community.

 

The construction of 5 new courts at the southern end of the facility will compliment the existing court surfaces, further spread the use of the facility and provide netball with the capacity to support increased player numbers.  The ongoing maintenance and surface replacement costs will be incorporated into the Parks Asset Renewal Program. Based on current surface life it is anticipated that any new courts would not require resurfacing for 10 years.

 

Financial Services Manager’s Comment

 

The Netball Facility at Jamison Park is a key City and district recreation asset that has been identified in the District Open Space Contributions Plan for future expansion and improvement.  The capacity of the existing facility has now been reached and the Association has made an application to the NSW Community Building Partnerships program for $100,000 towards the conversion costs of five courts to sealed courts.  This report proposes that Council forward fund these works to enable the works to be completed prior to the commencement of the 2012 season. 

 

Should the grant application be unsuccessful the proposed works will need to be reprioritised within the embellishments proposed by the District Open Space Contributions Plan and funded from this source.  The projected balance of the Plan as at 30 June 2012 is $1,637,173 and it is considered, with reference to other commitments of the Plan, that this allocation can be accommodated.

 

Conclusion

 

Australia will host the Netball World Championships in 2015 and interest and participation will inevitably grow in the sport in the lead up to event and for a period afterwards. This will add to the existing growth of the sport at a local and district level which has been demonstrated by Penrith District Netball Association as significant. Provision of five sealed courts at Jamison Park will assist in meeting the demand as well as contribute to the development of players from social to representative level (of which the Association has produced many) into the future.

 

RECOMMENDATION

That:

1.     The information contained in the report on Development of Netball Courts at Jamison Park be received.

2.     Council allocate $100,000 from the District Open Space Contributions Plan to forward fund the construction of five (5) new seal netball courts at Jamison Park.

3.     Council allocate $4,000 from the District Open Space Contributions Plan for the design and installation of conduits for future lighting.

4.     A further report be provided to Council on the outcome of the grant application by Penrith District Netball Association and the remaining improvements, including funding sources.

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

9

Tender Reference 11/12-09, Supply and Delivery of Pavers and Bluestone Kerbs   

 

Compiled by:               Laura Schuil, Acting Supply Officer - Contracts

Siva Sivakumar, Project Engineer

Ari Fernando, Major Projects & Design Co-ordinator

Michael Doggett, Supply Co-ordinator

Authorised by:            Hans Meijer, City Works Manager   

 

Objective

Our physical infrastructure is adaptable, and responds to changing needs

Community Outcome

A City with an integrated local road and pathways network (16)

Strategic Response

Improve the City's footpath and cycleway network (16.3)

       

 

Executive Summary

Following an approval of a Special Rates Variation (SRV), a number of CBD upgrade projects are planned to be constructed over the next four years and beyond.  Due to the nature of anticipated projects, a tender for the Supply and Delivery of Pavers and Bluestone Kerbs within the Penrith Local Government Area was advertised on 16 September 2011 and closed on 13 October 2011.

This report advises Council of the outcome of the tender process and recommends that the tender from Melocco Pty Ltd be accepted as a preferred contractor and Sam The Paving Man Pty Ltd be accepted as secondary contractor for the Supply and Delivery of the Pavers only for a period of two (2) years with an option to extend for a further two (2) x one (1) year periods subject to satisfactory performance and allowing for rise and fall provisions.

Background

Tenders were advertised in the Penrith Western Weekender and the e-Tendering website on 16 September 2011 and the Sydney Morning Herald on 20 September 2011 for the Supply of Pavers and Bluestone Kerbs for a period of two (2) years with an option to extend for a further two (2) x one (1) year periods. Tenders closed on 13 October 2011.

 

It was proposed in the tender documents that Council would select two or more companies to perform the supply works and in order to get best price. It is expected that the primary contractor will be offered the work. The secondary contractor(s) would only be engaged in the event that the primary contractor was unable to fulfil the contractual requirements or did not have the capacity to complete supplying the ordered items within the required timeframe.

 

Tenderers were required to submit their tender on a standard pro-forma sheet, which clearly identified the required response against each of the evaluation criteria. Tenderers were also required to complete a price schedule setting out the unit rates for supplying the specified items.

 

Tender Evaluation Committee

The Tender Evaluation Committee consisted of Siva Sivakumar (Project Engineer), Ari Fernando (Major Projects & Design Coordinator), Ben Rodwell (Procurement Analyst), Michael Doggett (Supply Coordinator) and Laura Schuil (Acting Supply Officer – Contracts).

 

Tender Evaluation Criteria

The selection criteria advertised and used in assessing the tenderers were:

Company Information

·   Company profile

 

Commercial Requirements

·   Critical Assumptions

·   Conforming Requirements

·   Conflict of Interest Declaration

·   Insurances

·   Instrument of Agreement

·   Required Declarations

·   Compliance Statements

·   Business References

 

Scope of Requirements

·   Demonstrated Ability

·   Relevant Experience

·   Response Times

 

Cost/Price Category

·   Unit Rates

·   Payment Terms

·   Rise and Fall Provisions

·   Financial Viability

 

Business Category

·   Financial Viability

 

Management and Administration

·   Project Management Skills

·   Company Resources

·   Quality Assurance

·   Environmental Management

·   Occupational Health & Safety

 

Summary of Tenders Received

A total of two (2) submissions were received from the following respondents (listed in alphabetical order):

 

·    Melocco Pty Ltd. The Principals of the Company are I Lamble, J Saflekas, G Elder and K MGrath.

·    Sam The Paving Man Pty Ltd. The Principals of the Company are Sam Harb and Annette Harb.

 

All companies intending to submit a tender response were invited to attend a pre-tender briefing on 27 September 2011. The briefing included a review of the documents and provided an opportunity for prospective tenderers to seek any necessary clarification of the specified requirements.

 

Conforming Tenders

All tender submissions were conforming and were therefore considered for further evaluation.

 

Evaluation of Tenders

The tender documents provided prospective tenderers with indicative quantities of different sizes of Austral black granite pavers or equivalent, and Bluestone ‘Deer Park’ or equivalent kerb, vehicle crossovers, kerb ramps and lintels. Tenderers were asked to submit a unit rate for each of the specified items in the tender documents.

 

The unit rates submitted by each of the tenderers were annualised based on the estimated usage figures specified in the tender. The table below shows the annualised cost from each tenderer from lowest to highest.

 

 

Tenderer

Annualised Cost (Excl. GST)

Granite Pavers

Bluestone Kerb

Total

Sam The Paving Man Pty Ltd

$1,748,412

$657,990

$2,406,402

Melocco Pty Ltd

$1,800,000

$725,701

$2,525,701

 

Following a detailed analysis of all completed responses, each tender was evaluated against the pre-determined tender evaluation criteria. The evaluation showed that the overall effectiveness of both tenderers was of a high order with less than 1% difference between both companies.

 

Based on the samples presented by both companies during the tender evaluation, the granite pavers from the two companies have very little to differentiate in terms of colour, texture and the specified finished surface.

 

In comparison, the bluestone kerbs provided by Melocco Pty Ltd satisfies the expected surface finish specified in the tender. The samples presented by both companies are of Australian origin. The values of test results provided by both tenderers indicate that the bluestone from Melocco Pty Ltd has a lower absorption and higher density than the bluestone from Sam The Paving Man Pty Ltd.  Generally the lower absorption and higher density are indications of higher resistance to abrasion and higher flexural strength that will provide greater longevity.

 

The unit rate prices submitted by Sam The Paving Man Pty Ltd are slightly lower for both granite pavers and bluestone kerbs than the prices submitted by Melocco Pty Ltd. Based on the visual assessment of the sample supplied during the tender assessment and the values of test results included in the tender, the bluestone from Melocco Pty Ltd is considered to provide “value for money” in terms of the capacity to meet the quality requirements specified in the tender.

 

Considering that the lowest tenderer, Sam The Paving Man Pty Ltd, could not supply the same quality as Melocco Pty Ltd for bluestone kerbs, the Tender Evaluation Committee enquired as to whether Melocco Pty Ltd would agree to consider splitting the supply of items between the two companies (that was Melocco Pty Ltd to be the primary contractor for the supply of bluestone kerb, and for supply of granite pavers Sam The Paving Man Pty Ltd was to be the primary contractor and Melocco Pty Ltd was to be the secondary contractor).

 

Melocco Pty Ltd rejected splitting supply of items as it supplied pricing based on the supply of both materials.

 

Financial Services Manager’s Comment

Considering the nature of work to be performed under this contract, the risk of any adverse financial impact on Council is nil.  This is mainly as payment on any ordered quantities of items will be made after delivering the items to the satisfaction of Council.

 

Based on the speciality of these two companies in the industry and nil financial risk to Council, no independent reference checks, financial analysis or performance analysis were carried out for either tenderer.

 

It is noted that the initial quantity of pavers (for an area of about 1300sqm) is required for the Memory Park, Penrith upgrade works. Funding for the supply and delivery of pavers and bluestone kerbs has been allowed for in the Memory Park project allocation in the 2011-2012 financial year. The rest of the pavers are intended for the Penrith CBD rejuvenation and funding is expected to be allocated to span over the subsequent financial years, subject to the acceptance of the program by Council.

 

Conclusion

The tenders submitted by both Sam The Paving Man Pty Ltd and Melocco Pty Ltd met minimum criteria requirements in terms of effectiveness.  Though the price analysis showed that the tender submitted by Sam The Paving Man Pty Ltd was the lowest and difference in total price was $119,299 (excluding GST) which represented about 5% of the lowest price, Melocco Pty Ltd demonstrated its capacity to meet the quality requirements specified in the Works Specifications for both products.

 

Considering the nature of projects planned during the next four years under the Special Rating Variation (SRV) and comparing the price difference against their capacity to meet the quality and consistency requirements, the Tender Evaluation Committee is of the opinion that Melocco Pty Ltd can provide value for the money and is recommended to be ranked as the number one preferred supplier.

 

It is recommended that Sam The Paving Man Pty Ltd be selected as the secondary contractor and ranked as number two for supply of granite pavers only.

 

Tender Advisory Group (TAG) Comments

The Tender Advisory Group (TAG) consisting of the Legal and Governance Group Manager, Stephen Britten and the Senior Governance Officer, Glenn Schuil met to discuss the tender for the supply and delivery of pavers and bluestone kerbs.

The TAG has reviewed this tender previously and at that time, made an observation that as there were potential financial advantages for the Council in splitting the tender into a part for the pavers and another part for the bluestone kerbs, that this scenario should be put to the two Companies.

Given that the tender was specifically worded to include both of the tendered materials and not as two separate products and the response of one of the tenderers, the TAG supports the recommendations of the Tender Evaluation Committee.

 

 

 

RECOMMENDATION

That:

1.     The information contained in the report on Tender Reference 11/12-09, Supply and Delivery of Pavers and Bluestone Kerbs be received.

2.     Melocco Pty Ltd be appointed as the preferred contractor for the supply and delivery of pavers and bluestone kerbs for a period of two (2) years with the option to extend for a further two (2) x one (1) year periods subject to the following;

(i)                  Submission of certification confirming the origin of the stone at the commencement of the contract,

(ii)                 Submission of one set of test results certified by an accredited testing company at the commencement of the contract at its own expense,

(iii)       Satisfactory performance, and

(iv)       Allowing for rise and fall provisions.

3.     Sam The Paving Man Pty Ltd be appointed as the secondary contractor for pavers only and be engaged in the event the highest ranked contractor is unable to provide the service subject to the following;

(i)         Submission of samples and acceptance of them prior to the time of engagement,

(ii)        Submission of certification confirming the origin of the stone at the time of engagement,

(iii)       Submission of one set of complying test results certified by an accredited testing company at the time of engagement at its own expense, and

(iv)      Allowing for rise and fall provisions.

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

10

Tender Reference 11/12-04 Public Domain Cleaning Services   

 

Compiled by:               Murray  Halls, Public Domain Co-ordinator

Michael Doggett, Supply Co-ordinator

Yvonne Perkins, Public Domain Amenity and Safety Manager

Authorised by:            Yvonne Perkins, Public Domain Amenity and Safety Manager   

 

Objective

Our public spaces encourage safe and healthy communities

Community Outcome

A City with safe, inviting parks and public spaces (18)

Strategic Response

Provide safe, well-maintained public spaces and parks (18.1)

       

 

Executive Summary

 

The purpose of this report is to advise Council of the outcome of the Tender for the provision of Public Domain Cleaning Services within the Penrith and St Marys City Centres.  This service includes mechanical sweeping and cleaning of footpaths, street furniture cleaning (including signage), minor graffiti removal from street furniture, signs and tiled surfaces, and litter removal in selected locations during weekdays, weekends and public holidays.

 

A total of 11 tender responses were received.  Following a review of the tenders by the Tender Evaluation Panel a determination was made to short-list three (3) tenderers that represented the best value for money to Council.  The companies shortlisted were ADZ Cleaning Services, Corporate Commercial Facilities Pty Ltd, and Amazon Cleaning & Security Pty Ltd.  The three (3) shortlisted tenderers were then subjected to a formal interview with members of the Tender Evaluation Panel to further determine methodology and approach, staffing, wages and equipment to be allocated to the project. Independent financial risk analysis and referee checks were also conducted on the three (3) short-listed tenderers.

 

Independent referee checks indicated all three short-listed companies had satisfactory to very good performance and customer satisfaction ratings.  The independent financial analysis checks on the three short-listed companies showed no adverse findings and all demonstrated satisfactory capacity to undertake the works required by the tender.

 

Based on detailed evaluation interviews and independent risk analysis and best overall value for money, the Tender Evaluation Panel is recommending that the contract for Public Domain Cleaning Services in the Penrith and St Marys City Centres be awarded to Amazon Cleaning & Security Pty Ltd, at a cost of $298,574 per annum for an initial period of two (2) years, with an option to extend for a further two (2) x one (1) year periods (with provision for rise & fall) subject to satisfactory performance.

 

Background

 

Tenders for the provision of Public Domain Cleaning Services for an initial two (2) year period with an option to extend for a further two (2) x one (1) year periods allowing for rise and fall provisions were advertised in the Western Weekender on 9 September 2011 and the Sydney Morning Herald on 13 September 2011. The tender was placed on the e tendering website on 9 September 2011.  The tender closed on 6 October 2011.

 

The scope of the works required in this tender included the following requirements:

 

 To provide Public Domain Cleaning Services that includes mechanical sweeping and cleaning of footpaths; street furniture cleaning (including signage); minor graffiti removal from street furniture, signs and tiled surfaces; and litter removal during allocated time periods including weekdays, weekends and public holidays for selected areas in the Penrith and St Marys City Centres.

 

Tenderers were also required to submit provisional costs for the cleaning of Public Toilets in each City Centre.

 

It was proposed in the Tender documents that Council will select one preferred Contractor to perform all of the services specified.

 

All prospective tenderers were required to attend a mandatory pre-tender briefing on Tuesday 6 October 2011. 

 

Tenderers were required to submit their tender on a standard pro-forma sheet, which clearly identified the required response against each of the evaluation criteria.

 

Tender Evaluation Panel

The Tender Evaluation Panel consisted of Michael Doggett (Supply Coordinator), Laura Schuil (Acting Supply Officer Contracts), David Burns (Group Manager - City Presentation), Yvonne Perkins (Public Domain Amenity & Safety Manager), and Murray Halls (Public Domain Coordinator).

Evaluation process

The process for the evaluation of tenders was as follows:

1.         Initial review of tenders to determine compliance with the evaluation criteria including the ability to provide the full range of services specified;

2.          Assessment of costs based on the unit rates tendered and the allocated staff to perform the services;

3.          Determination of a short-list based on the best rankings from 1 and 2 above;

4.          Further evaluation of the short-listed companies through:

-     Formal Interviews

-     Independent Financial Risk Analysis

-     Independent Referee Checks

 

Tender Evaluation Criteria

The tenders submitted were initially assessed in accordance with the evaluation criteria specified in the tender documents.  The selection criteria advertised and used in selecting the successful tenderers were as follows:

Commercial Requirements

Company profile; Critical Assumptions; Conforming Requirements; Conflict of Interest Declaration; Insurances; Instrument of Agreement; Required Declarations; Compliance Statement; Business References.

Tenderers Capability

Demonstrated Ability; Compliance to Specified Requirements; Establishment and Response Times; Conformance to Relevant Standards

Cost / Price Category

Unit Rates; Rise and Fall Provisions; Financial Viability

Management and Administration

Resources and Personnel; Quality Assurance; Environmental Management; Industrial relations; Occupational Health & Safety

 

Summary of Tenders Received

A total of 11 submissions were received in response to the advertised tender.  Of these, SKG Pty Ltd and Snake Eye Services did not submit a price and therefore were non-compliant and were not considered further.

Tenders received from Statewide Quality Services Pty Ltd and Asset Security did not answer all questions requested.  Due to the lack of information it was not possible to properly assess either tender as the conditions of tender required all documentation to be completed.  Accordingly they were non-compliant and were not considered further.

The remaining seven (7) tenderers as listed in alphabetical order below were included in the initial evaluation:

ADZ Cleaning Services

Amazon Cleaning & Security Pty Ltd

BIC Services

Corporate Commercial Facilities

Economy Sweepers

FMF

Onsite Commercial Cleaning

Initial Evaluation of Tenders

Compliance

All remaining tenders were assessed against the evaluation criteria and based on their written submissions demonstrated that they met the specified requirements.

Prices

Prices were requested for each of the areas specified in the tender documents.  Tenderers were requested to provide a lump sum weekly cost for each of the services specified in the Penrith and St Marys City Centres.  There are two (2) cost tables included in this report. Table 1 shows the weekly tendered rates for each area (lowest to highest) and Table 2 show the annualised costs for each of the remaining tenderers.

Table 1.  Weekly unit rates for City Centre Cleaning of St Marys and Penrith (lowest to highest)

Tenderer

Penrith City Centre – Weekly Lump sum rate

St Marys City Centre – Weekly Lump sum rate

Total Weekly rate all areas

Onsite Commercial Cleaning

$1,877.15

$1,617.89

$3,495.04

Amazon Cleaning & Security Pty Ltd

$3,439.05

$2,302.75

$5,741.80

Corporate Commercial Facilities

$3,407.30

$2,762.16

$6,169.46

ADZ Cleaning Services

$3,795.00

$3,325.00

$7,120.00

Economy Sweepers

$5,221.17

$3,152.73

$8,373.90

BIC Services

$7,708.31

$5,143.19

$12,851.50

FMF

$9,680.77

$9,538.08

$19,218.85

 

Table 2. City Centre St Marys and Penrith – Annualised Cost (lowest to highest)

Tenderer

Annualised Cost

Onsite Commercial Cleaning

$181,742

Amazon Cleaning & Security Pty Ltd

$298,574

Corporate Commercial Facilities

$320,812

ADZ Cleaning Services

$370,240

Economy Sweepers

$435,443

BIC Services

$668,278

FMF

$999,380

 

 

Comments

As stated above all remaining seven (7) tenderers submitted tenders in accordance with the conditions of tender and demonstrated compliance by responding to the selection criteria.  After the initial evaluation it was determined by the Tender Evaluation Panel that there was no benefit to Council in further considering the higher priced tenders from the following companies;

·      Economy Sweepers

·      BIC Services

·      FMF

The tender submission received from Onsite Commercial Cleaning, although compliant in addressing the selection criteria, generally provided very poor responses to the selection criteria that did not demonstrate the company’s ability to undertake the contract.  Their overall assessment based on their responses was far below that of the other short-listed tenderers below.  Additionally it is considered by the Panel that the required level of service and required level of resources for the tender requirements could not be provided within the low tender price submitted. The tender from Onsite Commercial Cleaning was therefore not considered further.

 

Short Listed Tenders

Following Phase 1 and 2 of the evaluation, the Panel determined that the tenders received from Amazon Cleaning & Security Pty Ltd (the Director of the Company is Mark Evans), Corporate Commercial Facilities (the Director of the Company is Napoleon Giannoudis) and ADZ Cleaning Services (the Principal of the Company is Timothy Lee) be short-listed for further evaluation including;

 

Interviews

Formal interviews were conducted with the three short-listed tenderers to further determine their understanding of the scope of the works required, details of their relevant experience and to ascertain the level of resources, including equipment that each company would allocate to this contract.  The interview process also sought further information on methodology, staffing and clarification of awards used for payment of wages.

Following interviews with the three (3) remaining tenderers it was determined that all three companies demonstrated a high level of understanding of the requirements of the tender and the resources and equipment required to deliver the level of service required.  All companies could adequately carry out the work required. Corporate Commercial Facilities is the current contractor for the provision of this service.  They have held the contract since 2009.  All three companies pay staff in accordance with the relevant industrial awards.

 

After the interviews held with the three Companies the Tender Evaluation Panel were of the opinion that Amazon Cleaning & Security Pty Ltd would provide the most cost effective tender for the provision of public domain cleaning services.

 

Independent Financial Analysis

Third Party financial analysis checks were conducted by Corporate Scorecard Pty Ltd for all three short-listed tenderers.  There were no adverse findings and all tenderers demonstrated satisfactory financial capacity to undertake the works.

Independent Referee Checks

Third party referee checks were conducted by Corporate Scorecard Pty Ltd on all three short-listed tenderers. In all cases reports indicate a satisfactory to very good level of performance and customer satisfaction.

Conclusion

Based on the detailed evaluation, analysis of staffing, interviews, price submitted and independent financial analysis and referee checks, the tender that represents the best overall value for money to Council for the Public Domain Cleaning Services (excluding Toilet Cleaning) within the Penrith and St Marys City Centres was received from Amazon Cleaning & Security Pty Ltd and they are recommended for appointment by the Tender Evaluation Panel. They demonstrated a very good understanding of the scope of requirements and have provided a sound methodology for ensuring a high level of service.

Amazon Cleaning & Security Pty Ltd was the company appointed for the initial contract for cleaning services in the Penrith and St Marys CBDs in January 2007 and provided this service until the contact expired in 2009.  Amazon Cleaning & Security Pty Ltd was unsuccessful in the 2009 tender process due to its submitted price. The company is currently providing similar services to Gosford City Council and Wyong Shire Council.

 

Provisional Item – Cleaning of Public Toilets

Tenderers were also requested to provide a provisional sum for the cleaning of the public toilets within each City Centre, Allen Place and Judges Car Park in Penrith, and East Lane and West Lane in St Marys. 

This opportunity was taken to determine if an economy of scale could be achieved if the preferred tenderer for public domain cleaning services also undertook the cleaning of the public toilets in both Penrith and St Marys City Centres.  It was not the intention to have two separate contractors for these services.

 A wide range of costs were received for this provisional item ranging from $800 per week to $9,886 per week. There was no advantage to Council in considering the offer from Amazon Cleaning & Security Pty Ltd as the provisional sum tendered was higher than the current weekly cost of Council’s day labour staff.

As a result it has been determined that this provisional item not be included as part of the overall contract for Public Domain Cleaning Services within the Penrith and St Marys City Centres.

 

Financial Service Manager’s Comments

 

The preferred tender of $298,574, submitted by Amazon Cleaning & Security Pty Ltd, is within the allocated budget for Public Domain Cleaning included in the 2011-12 Operational Plan. 

 

 

Comment by Tender Advisory Group (TAG)

The Tender Advisory Group (TAG) consisting of the Group Manager, Legal and Governance, Stephen Britten and the Senior Governance Officer, Glenn Schuil met to consider the tender for the public domain cleaning services.

 

Based on the information contained within the report, the TAG agrees with the methodologies used by the Tender Evaluation Panel and supports the recommended tender submitted by Amazon Cleaning & Security Pty Ltd  be accepted.

 

 

 

RECOMMENDATION

That:

1.     The information contained in the report on Tender Reference 11/12-04 Public Domain Cleaning Services be received.

2.     A contract for a period of two (2) years with an option to extend for a further two (2) x one (1) year periods, (with provision for rise and fall), subject to satisfactory performance be awarded to Amazon Cleaning & Security Pty Ltd for the annual cost of $298,574 for the provision of Public domain cleaning services within the Penrith and St Marys CBDs.

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

11

Tender Reference 11/12-08 for the Supply and Installation of Field Lighting, Mark Leece Sporting Complex, Endeavour Avenue, St Clair   

 

Compiled by:               Michael Buckpitt, Parks Technical Officer

Virginia Tuckerman, Recreation Co-ordinator

Ben  Rodwell, Acting Supply Coordinator

Michael Doggett, Supply Co-ordinator

Authorised by:            John Gordon, Parks Manager   

 

Objective

Our public spaces encourage safe and healthy communities

Community Outcome

A City with safe, inviting parks and public spaces (18)

Strategic Response

Provide safe, well-maintained public spaces and parks (18.1)

       

 

Executive Summary

A tender for the installation of new floodlighting at Mark Leece Sporting Complex, Endeavour Avenue, St Clair was advertised on 2 September 2011 and closed on 29 September 2011.

 

The report advises Council of the outcome of the tender process and recommends that the tender from Master Electrical Pty Ltd be accepted as the successful tender for the installation of new floodlighting at the Mark Leece Sporting Complex.

 

Background

The Mark Leece Sporting Complex is located on Endeavour Avenue, St Clair. The site consists of three full sized playing fields. The site is utilised by the St Clair Football Club, school groups and the general community for a range of sporting and recreational uses. The existing floodlighting system has reached the end of its serviceable life and is no longer fit for purpose. The system has been identified for replacement as part of the Parks Asset Renewal program. The current system does not comply with the Australian Standards for the lighting of sporting fields, restricts training capacity and contributes to the uneven wear of the playing surface.

 

Tenders were advertised in the Western Weekender and the e-Tendering website on 2 September 2011 and in the Sydney Morning Herald on 6 September 2011, seeking submissions from companies with a proven capacity to supply and install sporting field lighting in accordance with the specification.

 

Tenderers were required to submit their tender on a standard pro forma sheet, which clearly defined the response required against each of the evaluation criteria.

 

 

 

Tender Evaluation Panel

The Tender Evaluation Panel consisted of Mike Buckpitt (Parks Technical Officer), Virginia Tuckerman (Recreation Co-ordinator), Ben Rodwell (Procurement Analyst) and Michael Doggett (Supply Co-ordinator).

 

Tender Evaluation Criteria

The selection criteria advertised and used in selecting the successful tenderer were:

Company Information

·    Conflict of Interest

·    Insurance

·    Instrument of Agreement

·    Company Profile

·    Statement of Conformance

Scope of Requirements

·    Demonstrated Ability

·    Technical Requirements

·    Project Completion Times

·    Applicable Standards

·    Critical Assumptions

Cost/Price Category

·    Project Cost

·    Provisional Sums

Business Category

·    Financial Viability

·    Employee Record

·    Business Record

Management and Administration

·    Company Resources

·    Support Systems

·    Quality of Product/Service

·    Occupational Health & Safety

Summary of Tenders Received

A total of ten (10) tenders were received by the closing date of the advertised tender, and are listed below in alphabetical order:

 

·    Havencord Pty Ltd

·    Highco Electrics Pty Ltd

·    Hix Group Pty Ltd

·    Master Electrical Contractors Pty Ltd

·    O’Connors Electrical and Civil Contractors

·    Power By Watts Pty Ltd

·    Proactive Pty Ltd

·    REES Electrical Pty Ltd

·    Sportz Lighting

·    Thomas and Coffey Pty Ltd

Tenderers were requested to complete a Price Schedule for:

·   Major Components – Total Lump Sum Price

·   Provisional Items – Tenderers were to list all provisional items along with the  relevant sum allowed and included in the Total Lump Sum Price. Unit rates were to be provided where applicable along with any known provisional quantities

·   Other – Tenderers were advised that all other applicable cost items not included above should be clearly identified and shown separately.

 

Lump Sum Price – Major Components              

 

Tenderer

Price

Havencord Pty Ltd

$139,000.00

Master Electrical Contractors Pty Ltd

$142,402.00

Hix Group Pty Ltd

$148,943.70

Sportz Lighting  

$159,220.00

REES Electrical Pty Ltd

$167,266.00

Power By Watts Pty Ltd       

$217,097.00

O’Connors Electrical and Civil Contractors

$228,989.25

Highco Electrics Pty Ltd

$240,720.00

Proactive Pty Ltd         

$243,044.00

Thomas and Coffey Pty Ltd

$267,300.00

 

Six tenderers, Havencord Pty Ltd, Highco Electrics Pty Ltd, Hix Group Pty Ltd, Master Electrical Contractor Pty ltd, Power By Watts Pty Ltd and REES Electrical Pty Ltd listed provisional items in the Price Schedule. These mainly included special foundations if required and excavation and/or boring in rock. It is considered that if any rock is encountered, the cost of its removal will not have a significant impact on the tendered prices.

Criteria Evaluation

The tender responses to the nominated criteria were evaluated using Council’s electronic All Purpose Evaluation Tool (APET). The Tender Evaluation Panel determined that all tenders received were complying tenders and provided responses to the evaluation criteria. An initial review of the tenders received however showed that some tenderers had not equally demonstrated their experience, services and capabilities in their responses.

 

After this initial review the Tender Evaluation Panel considered that there was no advantage to Council in further considering the higher priced tenders from Sportz Lighting, REES Electrical Pty Ltd, Power By Watts Pty Ltd, O’Connors Electrical & Civil Contractors, Highco Electrics Pty Ltd, Proactive Pty Ltd and Thomas & Coffey Pty Ltd. The tenders received from these companies also exceeded the available budget ($158,315.25) for the project.

 

In its tender Havencord Pty Ltd, although providing details of some relevant current and recent lighting projects, did not provide sufficient evidence of their project management system, administration support, quality assurance or OH&S policy, and hence were excluded from further evaluation.

 

Based on the tender compliance and cost rankings, Hix Group Pty Ltd and Master Electrical Contractors Pty Ltd were shortlisted for further evaluation as they have both displayed the experience and capability to supply and install 100 Lux sportsfield lighting at the Mark Leece Sporting Complex.

         

Short Listed Tenderers

 

Master Electrical Contractors Pty Ltd

This company is based on the Central Coast and has an office in Sydney. This company has undertaken a number of similar projects for Wyong, Moree and Bland Shire Councils that demonstrated their ability to undertake the installation of floodlighting.  The company demonstrated adequate management and administration support systems, quality assurance and OH&S management systems. The Principal of the Company is Ian Notley.

 

Hix Group Pty Ltd

This company has undertaken a number of similar projects for Penrith City Council and is their Preferred Electrical Contractors for Building Maintenance, and for many and varied quoted works for Parks and other building works. Testimonials have been provided. All supervisors had undertaken project management training, their support systems were robust and well documented, and both their quality assurance and OH&S policies were accredited. The Principal of the Company is Ian Hicks.

 

Hix Group submitted a higher price than Master Electrical Contractors Pty Ltd. They also scored a slightly higher rating on the weighted, non price criteria when compared with Master Electrical Contractors Pty Ltd.

 

Based on this assessment further referees and financial checks were undertaken on both companies to determine the preferred contractor.    

         

Other Assessments

Referee checks

Hix Group Pty Ltd is a well established electrical contracting company based in Penrith.

They have completed a number of similar type field lighting projects for Penrith City Council in a timely and satisfactory manner. Referees highly recommended Hix Group Pty Ltd for further work and have indentified the Hix Group Pty Ltd as a preferred contractor.

 

Master Electrical Contractors Pty Ltd listed a number of Councils as referees for the installation of floodlighting. Discussions held with these Councils indicated that Master Electrical Pty Ltd delivered a high standard of work, delivered projects on time and to budget and consistently demonstrated a high level of cooperation with Council staff. These organisations highly recommended Master Electrical Contractors Pty Ltd and would have no hesitation in using them again for similar types of work.

 

 

Financial analysis

An assessment of the financial capacity of both organisations has been undertaken to determine their financial capacity to undertake the specified works. A review of both organisations indicates that both have a very strong financial capacity to undertake this contract. The assessment was made on the information provided by the companies and other sources. All documents and information requested was provided on a confidential basis and no documents were withheld.

 

On the basis of this assessment both organisations have demonstrated that they have the financial and resource capacity to undertake the work specified.

 

Conclusion

 

Based on the assessment undertaken of both price and non price variables it is recommended that Council accept the tender price submitted by Master Electrical Contractors Pty Ltd to undertake the installation of floodlighting at the Mark Leece Sporting Complex. This conclusion is based on Master Electrical Contractor’s submitted price being $6,541.70 lower than Hix Group Pty Ltd.

 

Funding

An allocation of $192,220.00 (Project No PC26205) has been listed in the 2011/12 Parks Projects Budget, as part of the Asset Renewal Program. This allocation has been provided to renew the existing sportsfield lighting at Mark Leece Sporting Complex and to augment the existing supply and switchboard, which will cater for the increased load required for the increased level of lighting. The cost for this augmentation work is $33,904.75 excl GST, leaving a balance of $158,315.25 for the Supply and Installation of 100 lux lighting. If the tender of $142,402.00 excl GST from Master Electrical Contractors Pty Ltd is accepted, the balance of $15,913.25 would adequately cover any contingency work, such as rock being encountered in the pole foundation boring. 

 

Tender Advisory Group Comments

 

The Tender Advisory Group (TAG) consisting of the Group Manager – Legal and Governance, Stephen Britten and the Senior Governance Officer, Glenn Schuil met to consider the tender for the supply and installation of Field Lighting, Mark Leece Sporting Complex, Endeavour Avenue, St Clair.

 

The TAG reviewed the initial Report and asked a number of questions about the tenders received. The TAG are of the opinion that the Report now makes a fair assessment of the tenders received and we support the recommendation.

 

 

RECOMMENDATION

That:

1.     The information contained in the report on Tender Reference 11/12-08 for the Supply and Installation of Field Lighting, Mark Leece Sporting Complex, Endeavour Avenue, St Clair be received.

2.     The tender from Master Electrical Pty Ltd for the sum of $142,402.00 excl GST be accepted for the supply and installation of 100 Lux lighting to Field No 1,2 and 3 at the Mark Leece Sporting Complex, Endeavour Avenue, St Clair.

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

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

12

Tender Reference 11/12-05, Alterations and Additions to 114 Henry Street, Penrith   

 

Compiled by:               Rosemarie Canales, Architectural Supervisor

Ari Fernando, Major Projects & Design Co-ordinator

Authorised by:            Wayne Mitchell, Group Manager - City Infrastructure

Craig Ross, Major Projects Manager   

 

Objective

Our physical infrastructure is adaptable, and responds to changing needs

Community Outcome

A City with infrastructure that responds to community needs (17)

Strategic Response

Provide well-maintained community buildings (17.1)

       

 

Executive Summary

Council advertised the tender (RFT 11/12-05) for the refurbishment of 114 Henry Street, Penrith that involved internal alterations and additions. The tender documents were prepared by an external architect and their sub consultants. 

 

This report advises Council of the outcome of the tender process and recommends that the tender from Elite Commercial Solutions (ECS) be accepted as preferred contractor to carryout the scope of works outlined in RFT 11/12-05.

Funding and Background

The Property at 114 Henry Street, Penrith, widely known as the Top One Restaurant, was leased as a commercial entity for many years by the Property Development Department to offset outgoing charges for the Community Connections building which is predominantly used by Council to accommodate subsidised community based groups.

 

The tenancy contains some 700 m2 and it was initially leased for many years to W&L Pty Ltd (trading as Top One Restaurant) as an all you can eat family restaurant.  This was a successful operation until 2007 when they sold the business and had an assignment of lease approved to ASDA Catering Pty Ltd in 15 October 2007.

 

ASDA Catering traded relatively successfully from these premises for a couple of years but by 2009 had encountered operational difficulties including the effects of a depressed global financial market, loss of regular patronage, and new and more stringent health regulations resulting in individual financial constraints.

 

In 2010, ASDA Catering was prosecuted by Council’s Environmental Health Department for serious breaches of the Health Act and was formally fined $8,000 by the relevant Court.  This led ASDA Catering into discussions with the Property Development Department about the health regulations and the need to refurbish the restaurant areas.

 

The Property Development Department had offered to assist ASDA Catering by paying for major refurbishment works required to satisfy health regulations and splitting this tenancy into two smaller areas which would lower their existing rent. However, Council required the premises to be vacated for approximately 4-5 months to complete the works.

 

ASDA Catering could not allow Council this time because of their contract with bus tour operators to facilitate lunch and dinners for their tourist clients.

 

Due to this impasse, ASDA Catering Pty Ltd slowly degenerated operationally and finally ceased operations on 31 August 2010.

 

The Property Development Department has attempted to lease this area as a retail food outlet through several commercial leasing agents without any success.

 

The Property Development Department discussed this matter with informed industry experts and leasing agents and was informed the existing area of 700m2 was too large for a restaurant and would require extensive fit out to the whole of the restaurant to comply with health and other regulations.

 

Following this advice, and the existing soft leasing market for restaurants in the Penrith LGA, it was agreed that we would be better served to abandon having a restaurant in this area and renovate the premises to accommodate two future retail or commercial purposes with separate access to each tenancy from Henry Street and Allen Place car park.

 

The Property Development Department has engaged Council’s internal Major Projects team to perform the task required to manage this refurbishment.

 

Funding for this refurbishment has been allocated from the Property Development Reserve 2011-12 budget.

 

It is our view that separating this existing 700m2 area into two smaller tenancies will provide an optimum leasing alternative for the short and long term. 

 

Tender Submissions

Tenders were advertised in the Penrith Western Weekender and the e-Tendering website on 14 October 2011 and the Sydney Morning Herald on 18 October 2011, seeking Tenders from building contractors for the construction work associated with the proposed internal alterations and additions to existing commercial premises at 114 Henry Street, Penrith. The proposed works included the subdivision of the area into two unit tenancies, providing new office area and common amenities and upgrading the premises to two tenancy entrances from Henry Street and Allen Place.

 

The tender was originally advertised to close on 15 November 2011, however on the request from intended tenderers the tender closing date was extended to 22 November 2011. There were a number of additional clarifications to be issued during this period.

 

Tenders were required to submit their tender on a standard pro-forma sheet, which clearly identified the required response against each of the evaluation criteria.

 

Tender Evaluation Committee

The Evaluation Committee consisted of:

·    Rosemarie Canales (Architectural Supervisor)

·    Robert Paluzzano (Projects Coordinator)

·    Peter Blazek (Property Officer)

·    Michael Doggett (Supply Coordinator).

Evaluation Process: Criteria & Methodology

The process of evaluating all valid responses included the following;

·    Compliance with the pro-forma submission requirements

·    Capability assessment based on the tender evaluation criteria

·    Risk assessment including referee checks & financial assessment

 

Evaluation Criteria

The tender submission documents as advertised and used in assessing the tenderers were:

·   Pricing Schedule

·   Hourly Rates for Trades

·   Tenderers Construction Program

·   Industry Referees

·   Company project history

·   Sub-Contractors and Local Suppliers

·   Current projects and availability

·   Proposed site management team

·   Financial capacity 

·   Quality Management System

·   Occupation Health and Safety

 

Tenders received

A total of nineteen (19) submissions were received from the following respondents (listed in alphabetical order) in response to the advertised tender.

 

Tenderer

Tendered Price Before Assessment (Ex GST)

Acron building Services

$899,800

AMFM Constructions Pty Ltd

$883,238

AUSCORP Construction

$1,164,630

Avant Constructions

$849,200

Bilas Knight

$635,850

Cadwell Constructions & Interiors Pty Ltd

$643,720

(ECS)Elite Commercial Solutions Pty Ltd

$571,810

Intact Projects

$714,043

Inten Construction Pty Limited

$851,463

Interco Pty Ltd

$632,378

JCG

$729,145

JLW Interiors Pty Ltd

$783,890

Keystone Projects Group Pty Ltd

$600,333

Maincom Pty Ltd

$637,701

Marc Morabito Constructions

$719,687

Momentum Built P/L

$597,526

Ralph’s Building Constructions

No price

SR Construction Pty Ltd

$959,973

Stonewood Construction Pty Ltd

$896,621

Evaluation of Tenders

Prior to the assessment of tenders received, the evaluation score card criteria and weightings were agreed by the Tender Evaluation Committee.

 

All responses were evaluated against the pre-determined criteria and were ranked according to their overall capability, against each of the evaluation criteria giving a score against the submissions. Subsequently weightings were applied to the final scores.

 

Conforming Tenders

 

All tenders were considered for assessment and compliance to tender submission documentation. Initial assessment noted that a number of tenderers with higher prices did not include a number of submission documents and however the short-listed contractors as below submitted all documents properly completed. No further assessment was undertaken on tenderers, who did not submit all the tender schedules duly completed.

 

Recommended Shortlist

It was determined by the Tender Evaluation Committee that the three (3) highest ranking respondents appeared to offer the best potential outcome and minimum financial risk for Council and were suitable for the Selective Tender process.   All three provided conforming Tender submissions.

 

1

(ERS)Elite Commercial Solutions Pty Ltd

2

Momentum Built P/L

3

Maincom Pty Ltd

 

Risk Assessment

Risk assessment including referee checks and financial assessment were agreed to be carried out on the preferred 3 tenderers following evaluation of the submissions. 

 

Council engaged external consultants carried out reference checks and also carried out third party financial checks to provide detailed financial assessment, in the form of commercial-in-confidence reports. This information and reference checks undertaken confirmed that all the three (3) companies to be capable of undertaking the proposed project.

 

Profile of Short-listed Respondents

Elite Commercial Solutions

Elite Commercial Solutions (ECS) launched into the commercial fit-out arena in 2000 and currently has a financial capacity ranging from $10,000 to $2.5m. ECS is a Penrith based company with an extensive background in interior fit-outs and business relationships with contractors and suppliers within Penrith. The Principal of the Company is John Garatshun.

 

Maincom Pty Ltd

Maincom was founded in 1993 as a carpentry and joinery company. Maincom has grown into a diverse trade service and facility management provider. Maincom is a Penrith based company currently with construction, property, insurance and strata, fire safety upgrade, project management and facility management experience. The Principals of the Company are Mansour Youssef and Warren Bale.

Momentum Built Pty Ltd

Momentum Built P/L is a Quality Assured construction company founded on the principals of service, safety and sustainability. The Directors have combined over 30 years of construction experience. Momentum Built and its team have experience in various sectors of the Construction Industry. Their expertise lies in Commercial Fitout & Refurbishment, New Construction, Residential Construction and Refurbishment, Retail Fitout and Health & Hospitality. The Principals of the Company are Warren Stephens and Paul Boyd.

 

Tenderers interviews

The Tender Evaluation Committee interviewed the three highest ranking tenderers;

 

Ranking

Tender

Price (Ex GST)

1

Elite Commercial Solutions

$571,810.00

2

Momentum

$597,526.00

3

Maincom Pty Ltd

$637,701.00

 

All three provided satisfactory responses and were asked to confirm their tender submission, which they all provided.  The Evaluation Panel then considered the response from Elite Commercial solutions to offer the best value to Council for the work.

 

Financial Services Manager’s Comments

An independent Financial and performance report was commissioned from Corporate Scorecard on Elite Commercial Solutions and was reviewed by Financial Services. From the results obtained the Tenderer appears to be financially sound and well positioned to complete the required works.  The project will be funded by an allocation from the Property Development Reserve. The recommended tender amount of $571,810 is within the funds available.

 

 

 

Tender Advisory Group Comments

The Tender Advisory Group (TAG) comprising the Legal and Governance Group Manager and the Senior Governance Officer met to consider the report for the tender (RFT 11/12-05) for the alterations and additions of 114 Henry Street, Penrith.

 

Based on the information contained within the report, the TAG agrees with the methodologies used by the Tender Evaluation Committee  and supports the recommended tender submitted by Elite Commercial Solutions (ECS) be accepted.

 

Conclusion

 

The Tender Evaluation Committee has assessed the submissions against the evaluation criteria.  Consideration was given to the information provided by all tenderers received and subsequent independent financial analysis.

 

In view of the information provided and the assessment within the report, the Tender Evaluation Committee is of the opinion that Elite Commercial Solutions can provide value of money and recommend the Company as the preferred contractors to carryout the proposed internal alterations and additions to existing commercial premises at 114 Henry Street – Penrith creating a two unit tenancy, providing new office area and common amenities, and upgrade to two tenancy entrances (Henry Street and Allen Place).

 

If appointed, the builder intends to commence work on site after Australia Day, 2012 and hopes to have the project completed by the end of April 2012; this is based on his preliminary programme.

 

 

RECOMMENDATION

That:

1.     The information contained in the report for - Alterations and Additions to 114 Henry Street, Penrith be received.

2.     Elite Commercial Solutions (ECS) be appointed as contractor for the Alterations and Additions to 114 Henry Street, Penrith for the amount of $571,810.

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

 

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

13

Tender Reference 11/12-10, Upgrading Works on Mamre Road and Erskine Park Road, Erskine Park.   

 

Compiled by:               Ari Fernando, Major Projects & Design Co-ordinator

Authorised by:            Craig Ross, Major Projects Manager   

 

Objective

Our physical infrastructure is adaptable, and responds to changing needs

Community Outcome

A City with an integrated local road and pathways network (16)

Strategic Response

Provide a safe, efficient local road network (16.1)

       

 

Executive Summary

Council advertised the tender (RFT 11/12-10) for the upgrade and signalisation of the intersection of Mamre Road and Erskine Park Road, Erskine Park together with the widening and drainage upgrade of Erskine Park Road.

 

This report advises Council of the outcome of the tender process and recommends that the tender from NACE Civil Engineering Pty Ltd be accepted as the preferred contractor to carryout the scope of works outlined in the RFT 11/12-10, subject to the Roads & Maritime Services providing concurrence to proceeding with the construction.

Background

The Erskine Business Park S94 Plan has identified the upgrade and signalisation of the intersection of Mamre Road and Erskine Park Road as necessary infrastructure required by the estate.  The plan has also identified the upgrade of the Blinds Kemp Creek culverts in Erskine Park Road, east of the Mamre Road intersection.  As Erskine Park Road and Mamre Road are State Roads, concurrence of the works from the Roads & Maritime Services (RMS) (previously the Roads and Traffic Authority) is required.

 

The widening of Erskine Park Road to four lanes has not been identified as a requirement of the Erskine Business Park S94 Plan.  This work is required to meet the demands of the traffic generation form the remainder of the Western Sydney Employment Hub development.  There are significant cost efficiencies to be gained if this work is carried out as part of the S94 works.  The Department of Planning has agreed to meet the additional costs to complete the road widening and this has been included in the designs and tender.

 

The scope of the works has been agreed with the RMS and that authority is preparing and approving the Review of Environmental Factors (REF) for the project.

Tenders

Tenders were advertised in the Penrith Western Weekender and the e-Tendering website on 4 November 2011 and the Sydney Morning Herald on the 1 November 2011 seeking Tenders from suitably pre-registered contractors with the RMS to a pre-qualification level of R3 capability category and F25 financial capability.  This is a mandatory requirement of the RSM where works on State Roads are involved.

 

The tender was advertised originally to close on 24 November 2011 and on the request from the intended tenderers the tender closing date was extended to 10.00 am on 28 November 2011. There were a number of addenda and tender clarifications issued during the tender period.

 

Tenderers were required to submit their tender on a standard pro-forma sheet, which identified the required response to enable the assessment of tenders against the evaluation criteria.

Tender Evaluation Panel

The Tender Evaluation Panel consisted of Ari Fernando (Major Projects & Design Coordinator), Ben Gibbons (Civil Designer), Gowry Gowrythasan (City Works Coordinator) and Michael Doggett (Supply Coordinator).

 

Tender Evaluation Criteria

The selection criteria advertised and used in selecting the successful tenderer were:

 

Compliance with Mandatory requirements

·      Form of Tender

·      Insurances

·    Conflict of Interest

·    Compliance Statements

·    Completed Schedules

 

Tenderers Capability

·      Demonstrated ability to complete the Projects on time and on budget

·      Major Plant and equipment proposed to be used

·      Key Personnel, qualifications, experience and availability

·      Pre-qualification to the Roads & Maritime Services level of R3 & F25

·      Proposed project program

·      Technical & resource capability to complete the project

·      Financial Assessment & Viability

·      Relevant Industry References

 

Price

·      Tender Schedules

·      Lump Sum Price

 

Management & Administration

·      Company Resources – Personnel

·      Quality of Product / Service

·      Commitment to Quality Management systems

·      Availability of back-up, advisory and support systems and services

·      Demonstrated use of OH&S systems and compliance with OH&S Act

·      Relevant Licensing and Permits

·      Utilisation of local subcontractors, workers, trainees and indigenous people

 

Sustainability & Environment Management

·      Relevant Industry References

·      Demonstrated use of environmental management systems,

·      Use of environmentally sustainable work practices and waste management plans

Number of Tenders Received

A total of 3 submissions were received from the following contractors in response to the Tender by the close of the Tender on 28 November 2011 at 10.00 am.

 

Tenderer

Lump Sum Tendered Price

Duration of Contract

NACE Civil Engineering Pty Ltd

 

$4,485,275.58 ex GST

25 weeks

Roads & Maritime Services (Sydney Road Services)

$6,838,051.00 ex GST

33 weeks

AWJ Civil Contacting Professionals

$7,211,895.43 ex GST

36 weeks

 

All three tender prices were considered to be within the budget available for undertaking the construction works and were considered for further assessment.

Evaluation of Tenders

Prior to the assessment of tenders received, the evaluation score card criteria and weightings were agreed by the Tender Evaluation Panel.

 

The mandatory requirement was for tenderers to be pre-qualified with the Roads & Maritime Services (RMS and former RTA) to capability standard of R3 category and financial capability of F25.  All three tenderers satisfied the criteria.

 

All responses were evaluated against the pre-determined criteria and were ranked according to their overall capability, against each of the evaluation criteria giving a score against the submissions.  Subsequently weightings were applied to the final scores.

 

Being pre-qualified contractors with the RSM, all three contractors exhibited capacity and capability to undertake the proposed construction works and the final ranking therefore was influenced by the tender price.

 

Financial Risk Assessment

It was considered that the financial risk assessment of Roads & Maritime Services was not required in view of the organisation being a public authority.

 

It was decided to undertake the independent financial risk assessment including referee checks on AWJ Civil Contacting Professionals and NACE Civil Engineering Pty Ltd, following evaluation of the submissions.

 

Preferred Tenderer & Interview

NACE Civil Engineering Pty Ltd scored the highest ranking following evaluation of the submissions.  There were a number of qualifying assumptions submitted by this contractor to limit their exposure to unknown ground conditions that may have not been revealed in the geotechnical investigations.

 

The Tender Evauation Panel interviewed the representatives of NACE Civil Engineering Pty Ltd and requested clarification of a number of uncertain conditions.  It was confirmed by the contractor that the certified fill material will be brought from the recently awarded contract works of Erskine Park Link Road to comply with the specifications and therefore lower earthwork cost for this project.

 

The contractor also confirmed that two way traffic movements will be maintained on both State roads with reduced traffic speeds following approval from the RMS.

 

The contractor also confirmed that all excess material from this site will be cleared and considered in the tender price, subject to any material being non-contaminated.

 

Profile of NACE Civil Engineering Pty Ltd

 

NACE Civil Engineering Pty Ltd is the Civil Engineering division of the Kypreos Group of Companies – a privately owned Sydney bases organisation. This company is operating from Prestons.

 

NACE is currently constructing the F5 widening from Brooks Road, Ingleburn to Narellan Road for the RMS at a cost of $80m, nearing completion. They are also constructing the Central Coast Highway (HW30) at a cost of $36m due for completion in November 2012.

 

NACE Civil Engineering Pty Ltd was recently awarded the contract for Erskine Park Link Road between Lenore Lane and Old Wallgrove Road for $30m and is due for completion in December 2012.

 

As part of the tender submissions, a response was sought regarding any OH&S claims in the last five years.  NACE has submitted that there were a number of incidents, mainly involving public vehicles, during the F5 widening project.  WorkCover investigated one incident and found the company to be jointly liable for a breach and imposed a fine.

 

The company has maintained their OHS accreditation and the recent award of contract for the Erskine Park Link Road is evidence that the RMS is satisfied with their performance.  Council officers will closely monitor the  required OH&S management practices in accordance with the management plan submitted and accepted as part of the contract documentation.

 

Roads & Maritime Services Concurrence

 

The proposed works are both on State Roads of Mamre Road and Erskine Park Road.  As such, concurrence of the RMS is required before the works can proceed.

 

Council has progressively received comments on the detailed design.  The final approval of the Review of Environmental Factors from the RMS, and the formal sign-off on the design for issuing for construction have not been received as yet.  Council Officers are shortly due to meet with the responsible officers of the RMS to finalise the RMS concurrence.

Financial Services Manager’s Comments

This report proposes that NACE Civil Engineering Pty Ltd be awarded the contract for the construction of the intersection upgrade of Mamre Road & Erskine Park Road and associated drainage infrastructure for the Lump Sum contract price of $4,485,275.58 (excluding GST).  The tendered price represents value for money based on the estimated costs for these elements and after consideration of the expenditure to date in preparing the project. Funding for these works is available within the Erskine Business Park S94 Contributions Plan and the tender price can be accommodated within this allocation.

 

An independent financial risk assessment including referee checks were undertaken on NACE Civil Engineering Pty Ltd, following evaluation of the submissions.

 

Council’s Financial Services reviewed the reports produced by the Corporate Scorecard and were satisfied that NACE Civil Engineering Pty Ltd appeared to be financially sound and well positioned to complete the project.

 

 

Tender Advisory Group (TAG) Comments

The Tender Advisory Group (TAG) comprising the Group Manager Legal and Governance, Stephen Britten and the Senior Governance Officer, Glenn Schuil met to consider the report for the tender (RFT 11/12-10) for the upgrade and signalisation of the intersection of Mamre Road and Erskine Park Road and associated drainage infrastructure.

 

Based on the information contained within the report, the TAG agrees with the methodologies used by the Tender Evaluation Panel and supports the recommended tender submitted by NACE Civil Engineering Pty Ltd.

 

Conclusion

The Tender Evaluation Panel has assessed the three tender submissions against the evaluation criteria.  Consideration was given to the information provided in the tenders, interviews, reference checks, independent financial analysis and the tendered price.

 

The Panel considered the financial capability of NACE Civil Engineering Pty Ltd and is of the opinion that the company is capable of undertaking the proposed construction works.

 

 

 

RECOMMENDATION

That:

1.     The information contained in the report on Tender Reference 11/12-10, Upgrading Works on Mamre Road and Erskine Park Road, Erskine Park. be received

2.     NACE Civil Engineering Pty Ltd be engaged as contractor for the intersection upgrade works of Mamre Road & Erskine Park Road for the amount of $4,485,275.58 ex GST subject to the Roads & Maritime Services provide concurrence to proceeding with the construction.

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

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

14

International White Ribbon Day   

 

Compiled by:               Allison Kyriakakis, Community Safety Co-ordinator

Authorised by:            Yvonne Perkins, Public Domain Amenity and Safety Manager  

Requested By:             Councillor Karen McKeown

 

Objective

Our public spaces encourage safe and healthy communities

Community Outcome

A City with safe, inviting parks and public spaces (18)

Strategic Response

Provide safe, well-maintained public spaces and parks (18.1)

       

 

Executive Summary

This report outlines the successful outcome of the first White Ribbon Day event conducted by Penrith City Council in conjunction with Penrith Panthers, the Nepean Domestic Violence Network and the Penrith Valley Community Safety Partnership.  The idea for this event was first raised by Councillor Karen McKeown to the Penrith Valley Community Safety Partnership early in 2011.  Penrith Panthers Players joined with Penrith City Council to conduct this White Ribbon Day event on 24 November 2011. The event was a success with over 100 people in attendance. As a result of this success, Councillor McKeown has requested that consideration be given to extending the White Ribbon Day event to a community event facilitated by Council in 2012.

Background

In 1999, the United Nations General Assembly declared 25 November as the International Day for the Elimination of Violence against Women, with a white ribbon as its iconic symbol.

White Ribbon began in Australia in 2003 as part of UNIFEM (now UN Women). It formally became a Foundation in 2007. White Ribbon is Australia's only national male-led violence prevention campaign.

The White Ribbon Campaign is now the largest global male-led movement to stop men's violence against women.

Through primary prevention initiatives and an annual campaign, White Ribbon works to change the attitudes and behaviours that lead to men's violence against women.

Due to other White Ribbon Day commitments by Panthers Players on 25 November, this year Council in partnership with Penrith Panthers held a White Ribbon Day Breakfast BBQ at Howell Oval on Thursday 24 November 2011.

 

The event was a great success with over 100 people in attendance, including Panthers Players, The Mayor, Penrith City Councillors and staff, local Police and representatives from the Penrith Valley Community Safety Partnership and Nepean Domestic Violence Network.

 

Following an address by His Worship the Mayor, Councillor Greg Davies, Panthers Player, Chris Armit stated on behalf of Panthers Players:

 

“The Penrith Panthers are very proud to be here today, to show our commitment to end violence against women. As NRL players, we’re lucky enough to have the ability to use our public profile to reach out to the community, and help those who might not otherwise have their voices heard.

 

So today, we stand here united as a team and as part of the community, to make a pledge to do just that…to speak up about this important issue, and bring an end to violence against women.

 

I’ll ask you now to look at your cards (stating the oath to be taken), and join me in taking the White Ribbon Oath”.

 

Those in attendance were then led by Chris Armit to take part in a reading of the White Ribbon oath:

 

“I swear:

Never to commit violence against women,

Never to excuse violence against women, and

Never to remain silent about violence against women,

This is my oath.”

 

The Oath is a symbol of a personal commitment to stand up for women and be part of a world wide campaign for positive change. Wearing a white ribbon is a personal pledge that the wearer does not excuse violence against women.

 

Upon taking the oath, those in attendance were led by the Mayor and Chris to sign a banner as a commitment to never condone violence against women.

 

His Worship the Mayor, Councillor Greg Davies and Panther’s Player Chris Armit prepare to sign the white ribbon day banner following the oath ceremony.

This was a significant White Ribbon Day event in the City of Penrith and Penrith City Council was very well represented with the majority of the participants comprising Council’s outdoor workforce.

 

As in previous years, the Community Safety team also distributed white ribbons to all Council staff at the Civic Centre, Depot, Children’s Centre’s, Libraries and Visitor Information Centre. 

 

White ribbons were made free for all Council staff, however many staff members generously made gold coin donations, raising $346.40 towards the White Ribbon Day Foundation.

 

                               

         

Council staff in attendance at the White Ribbon Day Event

 

Conclusion

 

Following the success of this event, Councillor McKeown has requested that consideration be given to extending the White Ribbon Day event to a community event facilitated by Council in 2012.  Support of Domestic Violence initiatives is, and continues to be a high priority issue within the Penrith Valley Community Safety Plan.  This type of event would highlight the level of corporate and community support for the elimination of violence against women.

 

A larger event open to the wider community will require further investigation and planning and will be subject to a further discussion within the Penrith Valley Community Safety Partnership and a future report to Council with regard to the full scope of the project.

 

 

RECOMMENDATION

That the information contained in the report on International White Ribbon Day be received.

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Ordinary Meeting                                                                                           12 December 2011

A Liveable City

 

 

15

Proposed additional Alcohol Prohibited Area    

 

Compiled by:               Allison Kyriakakis, Community Safety Co-ordinator

Authorised by:            Yvonne Perkins, Public Domain Amenity and Safety Manager  

Requested By:             Councillor Karen McKeown

 

Objective

Our public spaces encourage safe and healthy communities

Community Outcome

A City with safe, inviting parks and public spaces (18)

Strategic Response

Provide safe, well-maintained public spaces and parks (18.1)

       

 

Executive Summary

At Council’s Ordinary meeting of 21 November 2011, Councillor Karen McKeown requested a report to Council for the establishment of an Alcohol Prohibited Area in the public reserve adjacent to the Melville Road Shopping Centre St Clair, bounded by Moore Street, Melville Road, Macarthur Drive, and Onslow Street, St Clair.

 

The location has been identified to support perceived and/or potential safety and security concerns as a result of the approval of a development application for a liquor outlet at 31 Moore Street (corner of Melville Road) St Clair. The report recommends that Council support the progression of the consultation process for the establishment of an Alcohol Prohibited Area at the location proposed and a further report be submitted to Council on completion of the advertising and consultation period. It is proposed that this location be declared alcohol free at all times, for 24 hours a day, 7 days a week.

Background

Legislation

 

Following the introduction of the Local Government Amendment (Confiscation of Alcohol) Act 2010 in December 2010, Alcohol Prohibited Areas can be established and are enforced under Section 632A of the Local Government Act 1993 - Confiscation of alcohol in certain public and other places.

 

Under Section 632A a police officer or an enforcement officer may seize any alcohol (and the bottle, can, receptacle or package in which it is contained) that is in the immediate possession of a person in an Alcohol Prohibited Area if the officer has reasonable cause to believe that the person is drinking, or is about to drink, or has recently been drinking alcohol in the Alcohol Prohibited Area.

 

A council may declare any public place (or any part of a public place) in the council’s area to be an Alcohol Prohibited Area, apart from spaces which are a public road (or part of a public road) or car park (as these are enforced as Alcohol Free Zones under section 644 of the Local Government Act).

 

 

Procedures for establishing Alcohol Prohibited Areas

 

Under current legislation, Alcohol Prohibited Areas are to be established in accordance with the same guidelines set out in Section 646 of the Local Government Act 1993, which relate to the establishment of Alcohol Free Zones. 

 

In the interests of consistency, Council’s Alcohol Free Public Spaces Policy also includes that the same process will be followed for the establishment of both Alcohol Free Zones and Alcohol Prohibited Areas in the Penrith Local Government Area.

 

The procedures for establishing Alcohol Prohibited Areas include:

 

1.   Advertising of the proposed locations and requesting community comment

2.   Advising holders of liquor licences adjacent to intended Alcohol Prohibited Areas

3.   Advising and obtaining approval of the Local Police Commander

4.   Consultation with community groups

5.   Advising the Anti-Discrimination Board of the intention to establish the zones/areas

6.   Consideration of any representations made in respect of the establishment of the zones/areas.

 

Following Council’s approval to progress with the abovementioned procedure, advertisements will be placed in local media inviting community comment on the proposed Alcohol Prohibited Area. Correspondence will also be sent to local licenced venues adjacent to the proposed Alcohol Prohibited Area, community groups and the Anti-Discrimination Board seeking comment.

 

Alcohol Prohibited Areas may be declared alcohol prohibited at all times, or only for specific days, times or events.

 

Proposed location of Alcohol Prohibited Areas

 

1.      Public reserve located adjacent to Melville Road Shopping Centre, St Clair (corner of Melville Road and Moore Street, St Clair).

 

This location has been proposed for the establishment of an Alcohol Prohibited Area following perceived and/or potential safety and security concerns following the approval of a development application for a liquor outlet at 31 Moore Street, St Clair.

 

The establishment of an Alcohol Prohibited Area at this location would assist in addressing any potential for alcohol related antisocial behaviour in the neighbouring public reserve, by enabling police to seize and confiscate alcohol from persons in this area. 

 

Proposed Hours of Operation

 

 It is proposed that the public reserve located adjacent to Melville Road Shopping Centre be declared alcohol free 24 hours a day, 7 days a week.

 

Signage will clearly denote the times that the Alcohol Prohibited Area will be enforced.

 

In accordance with other Alcohol Free Zones and Alcohol Prohibited Areas in the Penrith Local Government Area (LGA) the proposed Alcohol Prohibited Area is proposed to expire in June 2013, to enable a review of this location in conjunction with other areas.

 

Community Consultation

 

As outlined earlier in this report, Council’s Alcohol Free Public Spaces Policy outlines the steps required for the establishment of Alcohol Prohibited Areas and Alcohol Free Zones in accordance with New South Wales Ministerial Guidelines and legislation under Sections 632A, 644 and 646 of the Local Government Act 1993. Following approval to progress with the consultation process to establish an Alcohol Prohibited Area at the proposed location, advertisements will be placed in local media inviting community comment on the proposal. Correspondence will also be sent to local licensed venues adjacent to the proposed locations seeking comments. This will include the recently approved liquor outlet. A further report will be submitted to Council at the end of the consultation period.

 

 

RECOMMENDATION

That:

1.     The information contained in the report on the Proposed additional Alcohol Prohibited Area be received.

2.     Council support the progression of the consultation process for the establishment of an additional Alcohol Prohibited Area at the proposed location.

3.     A further report be submitted to Council on completion of the advertising and consultation period.

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.  


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


A Vibrant City

 

Item                                                                                                                                                Page

 

16      2011/2012 Heritage Assistance Fund

 

17      Magnetic Places Neighbourhood Renewal Community Cultural Grant Program 2011-12

 

18      2012 Seniors Week Grants Program

 

19      Fire Safety Report - NSW Fire and Rescue

 

 



Ordinary Meeting                                                                                           12 December 2011

A Vibrant City

 

 

16

2011/2012 Heritage Assistance Fund   

 

Compiled by:               Josephine Maejiirs, Environmental Planner

Authorised by:            Paul Lemm, Development Services Manager   

 

Objective

We build on our strengths, value our heritage, celebrate our cultural diversity, and foster creativity

Community Outcome

A City with design excellence that respects our local identity (22)

Strategic Response

Promote good design, sustainable buildings, and development that enhances our City (22.1)

       

 

Executive Summary

Council’s Heritage Assistance Fund (HAF) has been operating since 2007.  The fund is to assist owners, lessees and not-for-profit organisations in repair and maintenance works to properties listed in the Penrith Heritage Local Environmental Plan (LEP) as a heritage item or located within a heritage conservation area. The funding is not offered to commercial properties, or businesses.

 

The 2011/2012 Heritage Assistance Fund has a budget of $15,000.  The nomination period opened from 14 September 2011 and closed on Monday 14 November 2011. A total of 10 applications were received and assessed by Council’s Heritage Advisor and Council Officers. The results of this assessment process recommended funding being offered to 6 applications.  Council’s Heritage Committee have endorsed the assessment of 6 of the ten (10) applications and recommended to receive funding on the basis of the best value in relation to the assessment criteria.

Background

The aims of the fund are to:

 

·      Encourage the repair and maintenance of domestic scale heritage items and promote a positive community attitude to heritage conservation;

·      Provide a mechanism to achieve the conservation of specific elements that are considered important to an area such as streetscapes, buildings fabric and façade, and physical evidence of heritage items;

·      Promote a greater awareness, understanding and appreciation of heritage within Penrith City.

 

The funding assists in the promotion of a positive community attitude to heritage conservation and provides greater awareness, understanding and appreciation of heritage within Penrith City.

 

Applications Received and Assessment Process
A total of 10 applications for funding have been received with works consisting of re-painting, roof repair, building repairs, repairs to damaged brickwork and replace of verandah and windows (see Appendix No. 1 – Heritage Assistance Fund Applications List).

 

The applications were assessed by Council’s Heritage Advisor and Council Officers and were endorsed by Council’s Heritage Advisory Committee at it’s meeting on Thursday 24 November 2011.

The applications were assessed against the funding criteria as outlined in Appendix No. 2 of the report. The quality and clarity of information provided was also taken into account. Several of the applications proposed to undertake essential works but failed to address the required submission details and did not provide a schedule of works and/or quotations for the proposal.  

 

Successful Applicants

Six (6) of the ten (10) applications received have been recommended to receive funding. The recommended successful applications have been reported to and endorsed by Council’s Heritage Advisory Committee at its meeting on Thursday 24 November 2011.

The successful applicants are listed in the table below:

 

 

Applicant & Property

Proposed Work

Estimated cost of works

Grant Requested

Approved Fund

 

1.

Lesley Fraser

11 Brown Street,

Penrith NSW 2750

 

Remove existing corrugated iron roof with corrugated roofing

 

$9,460

$4,730

$2,000

2.

Ian Smith

6 Hemming Street,

Penrith NSW

 

Repaint Southern side of the house to match the recent painting approved in last year’s funding

 

$4118.40

 

$3,960

 

$2,000

3.

Jason & Jacqueline Daley

32 Nixon Street,

Emu Plains NSW 2750

 

Re-point & repair the front and side convict built external sandstone walls

$7,425

$3,712.50

$3,712

 

4.

Ethel Moody

61 Castlereagh Street,

Penrith NSW 2750

 

Renovation of ornate ceiling

$8,240

$4,120.00

$1,238

 

5.

Megan Donnelly

29 The Crescent,

 Penrith NSW 2750

 

Repairs to damaged brickwork at front of house verandah

$6,800

 

$3,400

$3,400

 

6.

Donald Haydon

26-28 Nepean Street,

Emu Plains NSW 2750

Building repairs to windows & doors

 

$12,500

$6,000

$2,650

 

 

 

 

TOTAL:

$15,000

 

 

 

 

Next Steps

All applicants will be advised of the status of their application. Applications which involve building works require development approval through the development application (DA) process.

 

Consultation and inspections with applicants will be undertaken until completion of all restoration works. Funding will be issued upon completion of all restoration works. 

 

Conclusion

Penrith City Council has a commitment and responsibility to the conservation of the City’s cultural and environmental heritage. This financial year has experienced the greatest number of responses through applications for funding since the heritage assistance fund was first offered in the 2007. Some of the applications received involve significant costs for the restoration works proposed. Completion of the 6 projects to which it is proposed to provide funding will provide a positive contribution towards these goals.

 

 

RECOMMENDATION

That:

1.     The information contained in the report on 2011/2012 Heritage Assistance Fund be received

2.     The list of successful applicants for the 2011/2012 Heritage Assistance Fund outlined in the report be endorsed by Council

 

 

 

ATTACHMENTS/APPENDICES

1.  

Heritage Assistance Fund Applications

1 Page

Appendix

2.  

Assessment Matrix

2 Pages

Appendix

  


Ordinary Meeting                                                                                                           12 December 2011

Appendix 1 - Heritage Assistance Fund Applications

 

 

Applicant & Property

Proposed Work

Estimated cost of works

 

Grant requested

Donald Haydon

26-28 Nepean Street,

Emu Plains NSW 2750

 

Building repairs to windows & doors

$12,500

$6,250

Sam & Lena Oliva

282 Aldington Road,

Kemps Creek NSW 2171

Re-stain existing timber decking & windows & repair  skirting boards

 

No indication

No indication

Necia Merrells

22-24 Bunyan Road,

Leonay NSW 2750

 

Replace verandah & windows

$29,800

$5,000

Lesley Fraser

11 Brown Street,

Penrith NSW 2750

Remove existing corrugated iron roof with new colourbond roofing + sarking & insulation

 

$9,460

$4,730

Insuratech P/L

340 High Street,

 Penrith NSW 2750

 

Repairs to 200 year old roof.

$26,035

$3,500

Ian Smith

6 Hemming Street,

Penrith NSW

 

Repaint Eastern side and Southern side of the house to match the recent painting approved in last year’s funding.

 

South: $4,118.40

East: $3,801.60

Total: $7,980

$3,960

 

Jason & Jacqueline Daley

32 Nixon Street,

Emu Plains NSW 2750

 

Re-point & repair the front and side convict built external sandstone walls.

$7,425

$3,712.50

Ethel Moody

61 Castlereagh Street,

Penrith NSW 2750

 

Renovation of ornate ceiling, replacement of hot water system & plumbing

$8,240

$4,120.00

Megan Donnelly

29 The Crescent,

 Penrith NSW 2750

 

Repairs to damaged brickwork at front of house verandah , repair and reinstate pillars at front steps

 

$6,800 +

$2420

$3,400

Ben Humel

64 Glebe Place

Penrith NSW 2750

 

Replace existing metal roof with colourbond roof, replace gutters + patch damaged rendered brickwork

$12,760

$5,000

 


Ordinary Meeting                                                                                                           12 December 2011

Appendix 2 - Assessment Matrix

 

Assessment Matrix – Heritage Assistance Fund 2011/2012

Criteria 1: Conservation work required to the item and urgent projects to avert a threat to a heritage item. Projects subject to conservation controls where the owner is able to show hardship arising from conservation work required to the item.

Criteria 2: Projects that have satisfied submission requirements: details of proposed works and schedule of the specific works to be undertaken, submission of suitable quote for the works.

Criteria 3: Demonstrates the proposed works is appropriate from a heritage point of view and would encourage the conservation of other heritage items.

Criteria 4: Projects that demonstrate value to the community. Projects those are highly visible to the public, e.g. the replacement of a verandah to a building in a main street location.

No

Applicant & Property

Proposed Work

Estimated cost of works

Grant requested

Criteria

1

 

Criteria  2

Criteria

3

Criteria

4

Eligibility

Yes/No

 

1.

Donald Haydon
26-28 Nepean Street, Emu Plains

Building repairs to windows & doors

$12,500

$6,250

ü

ü

ü

ü

Yes

2.

Sam & Lena Oliva 282 Aldington Road, Kemps Creek

Re-stain existing timber decking & windows & repair  skirting boards

No indication

No indication

ü

~

~

~

No

Cost of works & quotes not provided.

3.

Necia Merrells
22-24 Bunyan Road, Leonay

Replace verandah & windows

$29,800

$5,000

~

ü

~

~

No

Reconstruction,

not restoration

4.

Lesley Fraser

11 Brown St, Penrith 

Remove existing corrugated iron roof with new colourbond roofing + sarking & insulation

$9,460

$4,730

 ü

ü

ü

ü

Yes

5.

Insuratech P/L 340 High Street, Penrith

Repairs to 200 year old roof.

$26,035

$3,500

~

ü

ü

~

No.

 Applicant is a Business.

 

6.

Ian Smith
6 Hemming Street, Penrith

 

Repaint Eastern side and Southern side of the house to match the recent painting approved in last year’s funding.

South: $4,118.40
East: $3,801.60
Total: $7,980

$3,960

 

ü

ü

ü

ü

Yes

7.

Jason & Jacqueline Daley
32 Nixon Street,
Emu Plains

Re-point & repair the front and side convict built external sandstone walls.

$7,425

$3,712.50

ü

ü

ü

ü

Yes

8.

Ethel Moody
61 Castlereagh Street, Penrith

Renovation of ornate ceiling, replacement of hot water system & plumbing

$8,240

$4,120.00

ü

ü

ü

ü

Yes

9.

Megan Donnelly
29 The Crescent,
Penrith

 

Repairs to damaged brickwork at front of house verandah , repair and reinstate pillars at front steps

$6,800

+

$2420

$3,400

ü

ü

ü

ü

Yes

10.

 

Ben Humel
64 Glebe Place Penrith 

 

Replace existing metal roof with colourbond roof, replace gutters + patch damaged rendered brickwork

$12,760

$5,000

~

ü

ü

ü

No.

Applicant is a Business.

 


Ordinary Meeting                                                                                           12 December 2011

A Vibrant City

 

 

17

Magnetic Places Neighbourhood Renewal Community Cultural Grant Program 2011-12   

 

Compiled by:               Jeni Pollard, Neighbourhood Renewal Program Co-ordinator

Anjali Roberts, Cultural Development Officer - Local

Authorised by:            Erich Weller, Community and Cultural Development Manager   

 

Objective

We build on our strengths, value our heritage, celebrate our cultural diversity, and foster creativity

Community Outcome

A City with people and places that are inclusive, foster creativity, and celebrate diversity (20)

Strategic Response

Support cultural initiatives that meet local needs, and attract regional interest (20.2)

       

 

Executive Summary

This report informs Council of the successful outcomes of the 2010-11 Magnetic Places Neighbourhood Renewal Grants Program and enhancements to the 2011-12 program. The report further recommends funding of 12 exciting projects to be undertaken in the 2011-12 program.

 

Since 2007, the Magnetic Places program has made funds available to local community groups to support the development of creative activities and events in community meeting places across the Penrith Local Government Area. This has resulted in the delivery of 25 innovative and highly successful projects celebrating creativity, diversity, culture and pride in established neighbourhoods across the City.

 

The 2010-11 activities and events built on the success of previous years, bringing public places to life in innovative ways, making a valuable contribution to the health and wellbeing of residents and communities across the Penrith LGA. These outcomes have been award winning and continue to position Penrith City as an innovator in collaborative community place making in Western Sydney.

 

As the program has evolved, so has an awareness of the need to deliver a funding program which enables local residents to lead and generate localised activities that build cohesion and wellbeing in local communities.

 

In 2011-12 the Magnetic Places program has been amended and structured into three funding streams to incorporate creative, cultural and place making (short term and longer term) focused projects as well as smaller, community events that are connected to recommendations identified in Neighbourhood Action Plans.  This proposed change will support local residents to initiate and play a vital role in building healthy connected communities and places across the established areas.

 

In 2011-2012 funds totalling $50,000 are available for allocation. These funds, delivered through the endorsed Special Rates Variation in 2011 support a strategic and focused approach to responding to issues and opportunities identified by residents. The Magnetic Places program complements the additional infrastructure investments in Neighbourhood Renewal areas that is a key component of the endorsed Special Rates Variation.

 

Following extensive advertising a range of high quality applications were received with an emphasis on place making and community engagement. A total of 21 applications were received in the 2011- 2012 Magnetic Places Grants round and the selection process has identified 12 projects across a range of localities and communities in Penrith that meet the criteria for the program.

 

The report recommends that the information in the report be received and that the 12 projects listed in Tables 1 and 2 of this report are funded to the value of $42,987. 

Background                                

The Magnetic Places Neighbourhood Renewal Grants Program was initiated in 2007-08 as a pilot with the objective of enabling community partners or groups to develop projects, programs and activities that would activate local places. Funds were made available to local community groups to develop activities and events in their local communities to enliven, enrich and invigorate community meeting places across the Penrith Local Government Area.

 

Over the four years of the program to date, 25 innovative and highly successful projects have been funded, each celebrating creativity, diversity, culture and pride in established neighbourhoods across the City. These outcomes have generated a high level of interest from local communities, the community sector, the arts and cultural sector of Western Sydney, Sydney, as well as State and Federal arts and cultural agencies.

 

Magnetic Places has been an important catalyst in assisting local cultural activity to be more visible and enabling the local ‘character’ and the diverse voices of the community to be heard. Project evaluations have demonstrated that participants have made new friends, gained new confidence, and have learned new skills. It has brought public places to life in innovative ways developing pride in place. Public spaces have been transformed into magnetic, creative and meaningful places making a valuable contribution to the health and wellbeing of residents and communities.

 

The current framework for the Magnetic Places program is provided by Penrith City Council’s Strategic Plan 2031 - A Vibrant City, and the Penrith City Cultural Framework and Cultural Development Action Plan 2007 – 2013. 

 

The Magnetic Places initiative operates within the Neighbourhood Renewal Program, focussed on the delivery of a program of renewal for selected neighbourhoods to contribute to a sense of community identity and cohesiveness.  Funds allocated under the Magnetic Places initiative continue to prioritise projects in neighbourhood renewal communities. However, projects in other suburbs or neighbourhoods within the Penrith LGA are also considered if they are of strong merit and meet the essential criteria.

 

The Magnetic Places Program in 2010-11

In 2010-11, the Magnetic Places program provided financial support to not for profit, non-government community organisations delivering programs of benefit to residents in the Penrith Local Government Area.

 

In 2010-11 funding of $27,354 was available to further develop and activate community spaces and meeting places. A total of 5 projects were funded and are listed below:

 

·    Hip Hop Home (Werrington) auspiced by Werrington Community Project

·    Corner Interactive (St Marys) auspiced by CuriousWorks, New Media

·  Koori Story Exchange (Cranebrook) auspiced by ICE, Information and Cultural Exchange

·    Amplify Art (St Marys) auspiced by Sunnyfield Independence

·  Sustaining the Meadow (Claremont Meadows) auspiced by St Marys Area Community Development Project.

 

The Koori Stories Project is featured on the ICE website – www.ice.org.au

 

The projects funded under the Magnetic Places program received significant positive press coverage locally with the active support of Council’s Communications team. In addition to this, the Koori Story Exchange Project at Cranebrook was featured on Stateline (ABC) on 30th September. The coverage over seven minutes highlighted the positive impacts of engaging young people and the Aboriginal community through digital media.

 

A set of bookmarks were designed and distributed to celebrate the projects developed in the 2010-11 funding round. These bookmarks are featured throughout this report.

 

Magnetic Places Neighbourhood Renewal Grants Program 2011-12

In 2011 – 2012 the existing grants program has been amended to support the delivery of Magnetic Places outcomes in a more flexible and strategic manner. The Special Rates Variation proposal endorsed by Council this year included an annual allocation of funds to the Neighbourhood Renewal Program, including the Magnetic Places program to support implementation of identified priorities within Neighbourhood Action Plans. This has resulted in an enhanced program that is focused on implementing responses to issues identified by residents and through other evidence based sources.

 

In 2011-2012 the changes to the Magnetic Places Neighbourhood Renewal Grants Program included:

 

·    A review to simplify the language and structure of the program guidelines (undertaken by practised Community and Cultural Development consultant Vic Keighery),

·    Broadening the ‘eligibility’ criteria to include individuals and businesses,

·    Expanding the program to include a third ‘stream’ for projects that are developed and delivered over two years to ‘seed’ fund place-making project, and

·    Allowing for the cost of Public Liability Insurance that is required for all applicants to be included in the Magnetic Places budgets, ensuring that projects are adequately insured.

 

The 2011-2012 Magnetic Places program called for applications in the following categories:

 

Stream 1 Community Collaborations: provides funds for initiatives that offer creative and collaborative solutions to issues in local communities. Priority is given to proposals that deal with issues identified in existing endorsed Neighbourhood Action Plans (NAPs). Projects proposed in communities where a NAP does not exist are asked to provide evidence of community collaboration. Stream 1 was developed to support activities and projects such as family fun days, small local festivals, culturally-focussed events and school holiday activities.  Activities that promote the use of community meeting places such as parks, neighbourhood centres and schools as local meeting places have also been encouraged. Stream 1 projects could apply for funds between $500 and $1500.

 

Stream 2 Creative Communities: provides funds for initiatives that activate and bring life to public spaces and gathering places in communities through engagement with and expression of local residents in high quality creative and cultural outcomes. Stream 2 supports the development of high quality, creative and cultural engagement projects with a focus on place making. Stream 2 applicants are required to engage a professional artist or facilitator on their project to ensure high quality processes and demonstrate creative collaboration with a range of partners. Stream 2 projects could apply for funds between $5,000 and $8,000.

 

Stream 3 Seeding Initiatives: available for one project that activates and transforms a public space through creative and cultural collaboration with the local community, in a place-making initiative over 2 years. Stream 3 was developed to support projects over a two year period, providing an opportunity to engage with residents over a longer period of time, to develop strategic partnerships and examine local issues in greater depth. Stream 3 was developed to support and seed activities and projects such as festivals and productions. The extended project timeframe will contribute to sustainable place making outcomes and have an impact beyond the life of the project. Stream 3 projects could apply for funds from $8,000 and up to $16,000 for the first year of the project; and from $8,000 up to $14,000 for the second year of the project.

 

The revised Magnetic Places Neighbourhood Renewal Grants Program Guidelines 2011-12 are included in Appendix 1 of this report.

 

The online application form used through SmartyGrants was used successfully for the second year. A PDF of the program guidelines and Neighbourhood Action Plans were also available on Council’s website. All applications received in the current funding round (including supporting material) were submitted online through the Smarty Grants program demonstrating applicants’ preference for the online medium.

 

 

Bookmark from Corner Interactive auspiced by CuriousWorks in 2010-11

 

Promotion

The Magnetic Places Neighbourhood Renewal Grants Program 2011-12 was extensively promoted to artists, organisations and residents across Penrith and wider Western Sydney in a cross promotional strategy commencing in September through to November 2011. Applications were open for a total of 7 weeks in response to feedback from previous years that indicated a longer period was more desirable.

 

The promotional strategy included:

 

·    Information distributed through the Penrith Local Artist Network,

·    Information distributed through the local social service networks such as Penrith Interagency and Penrith Youth Interagency,

·    Promotion on the Council website,

·    A feature article in Artfiles News,  an online bulletin produced by Information & Cultural Exchange that is distributed extensively to artists across wider Western Sydney,

·    A classified advertisement in ArtsHub, an online resource accessed by 25,000 creative professionals

·    Information distributed at cultural sector events at Information and Cultural Exchange

·    Information and advertising in other cultural sector e-bulletins,

·    Information and presentation at the Artist + Community Toolkit Grant-Writing Intensive held in October, and

·    Stateline ABC coverage of the Koori Story Exchange a 2010-2011 Magnetic Places on 30 September 2011.

 

In addition, meetings were held with previous Magnetic Places Neighbourhood Renewal Grants recipients and prospective new applicants to provide verbal feedback on project ideas and encourage applicants to consider applying.

 

 

Bookmark from Amplify Art Project auspiced by Sunnyfield in 2010-11

 

Assessment of 2011-2012 Applications

A total of 21 applications were received in the 2011- 2012 Magnetic Places Grants round. Stream 1 received 9 applications and Stream 2 received 12 applications. Where it was considered more appropriate, some Stream 2 applicants were contacted and the option to revise their application to Stream 1 was discussed. This has resulted in some Stream 2 applications transferring to Stream 1 and more projects being recommended for funding than was initially received in this stream.

 

No applications were received in Stream 3. Feedback from potential applicants indicated that all chose to apply for Stream 2 funds due to the limited number of Stream 3 projects that could be funded. To address this issue, the guidelines will be amended next year to provide an opportunity for groups to apply for both Stream 2 and 3 funding concurrently without prejudice to their applications.

 

Applicants were requested to submit letters of support from community partners and at least two names and contact details for local residents involved in project proposals. This criteria is considered important to demonstrate that the project has strong connections within the local community.

 

All applications have been assessed against the Magnetic Places Neighbourhood Renewal Grants Program 2011-12 criteria for eligibility, examining their demonstrated capacity to deliver the Program objectives. 

 

To assist the selection process and support good practice assessment procedures as well as provide an independent voice, an external representative with expertise in Community Cultural Development (CCD) from the arts and cultural sector was invited to participate in the assessment process. Ms. Omeima Sukkarieh, Manager Auburn Community Development Network contributed to the assessment of Stream 2 submissions with Neighbourhood Renewal Program staff and the Manager Community and Cultural Development Department on Thursday 17 November 2011. Ms. Sukkarieh brought considerable insight and expertise in high quality place making, active community participation and sound budget processes to the evaluation process with her extensive experience in Community Cultural Development projects. She was able to offer creative suggestions for further project development in terms of Magnetic Places criteria, as well as provide information about alternative funding sources for applicants that did not meet the criteria.

 

Applications Recommended for Funding

A total of 21 applications were received. The applications assessed requested a total of $103,777 in funds, a doubling on the previous year.  Of the 21 applications, 12 have been recommended for funding, some for an adjusted amount in light of the merit of the project and the total funds available. Table 1 below is a summary of the 8 projects recommended for funding under Stream 1 totalling $12,000.

 

Table 1 - Recommended List Stream 1 Community Collaborations

 

Recipient

Project Name

Project Location

Project Summary

Funds Allocated

1. Aweil Community Association in NSW

Aweil Women’s Cultural Day

St Marys

This project will engage Aweil women in St Marys to come together and organise a cultural day for South Sudanese and other women living in the area. The day will include cultural dancing, music, story telling and food.

$1500

2. Nepean Community and Neighbourhood Services

Koolyangarra Aboriginal Art Project

Cranebrook

This project will support the Aboriginal community in Cranebrook to engage in developing the centre as a culturally friendly and accessible meeting place.

$1500

3. Mr Keith Heggart

Justice Citizens Film Voice Project

Kingswood

Young people will work with their communities to document their experiences through short films.  The films will be showcased at the first Justice Citizens Film Festival, at the Kingswood Neighbourhood Centre.

$1500

4. Nepean Community and Neighbourhood Services

Secret Life of Cranebrook

Cranebrook

This project will consist of a series of creative art workshops, followed by an exhibition designed to build self expression, community connection and self confidence through art and movement.

$1500

5. Nepean Community and Neighbourhood Services

North Penrith Family Fun

Kingswood Park

This is a family and community event aimed at bringing members of the community together. Activities will include face-painting, craft and games and information about available services will be provided.

$1500

6. North St Marys Neighbourhood Centre Inc

Yarning Around Our Talking Tree

North St Marys

This event aims to revitalise The Talking Tree as a place for the local community to connect, share their strengths, and celebrate the strong Aboriginal presence in the area, and promote this to the broader community. The event will encompass a tree re-scarring ceremony, educational elements, painting, games and a bbq.

$1500

7. Churches of Christ

Kingswood Park Community Festival

Kingswood Park

This is a monthly festival held to build community and provide much needed activities for the children and their families in Kingswood Park. The grant will cover special activities in March, April and May 2012.

$1500

8. St Mary and St Marina Church

Community Open Day

Llandilo

The open day will engage Llandilo residents by providing a place to meet, gather and participate in activities including face painting and rides, and engage with African and Middle Eastern cultures through food.

$1500

Total $

12,000

 

Table 2 below provides a summary of the 4 projects recommended for funding under Stream 2 of the Magnetic Places Neighbourhood Renewal Community Cultural Grants Program totalling $30,987.

 

Table 2 - Recommended List Stream 2 Creative Communities

 

1.Werrington Community Project

Activating Werrington Community Places

 

 

Werrington &  Werrington County

This project will activate two outdoor community spaces: Werrington Youth Centre, through the installation of a banner designed by young people at the centre facilitated by artist David Capra and secondly Namatjira Neighbourhood Centre, through the painting of pavers incorporating designs of students at Werrington Public School and community participants, facilitated by Aboriginal artist Bryan Boney.

$ 6987

2.Information and Cultural Exchange

Off the Hook – Local Koori Stories

Cranebrook

This project is developed with the Aboriginal community in Cranebrook and continues a partnership between ICE and local community groups to develop and grow local cultural infrastructure and capacity in the community. The project will involve sharing and recording of lives and cultures using storytelling, performance, video, and writing and supported by the mentored placement of an Aboriginal media artist at the Neighbourhood Centre to engage with the community. 

 

$8000

3.Mandy Schöne-Salter

My Suburb, My Community

Kingswood

This project will explore issues of racism by fostering an understanding of the cultural diversity within the community as seen through the eyes of young people. Kingswood High students of mixed abilities will be provided with the resources to take a series of photographs to develop a portrait of how they see their suburb, generating awareness about identity, place and belonging. The photos will be curated in an exhibition to the communities of Penrith.

 

$8000

4.Diamando Koutsellis

Colyton Tile Project

Colyton

This project will activate a public place in Colyton through the installation of a mosaic mural on site. Colyton High School’s Year 9 students will work in a cross-disciplinary manner with artist Diamando Koutsellis to design and fabricate the mural constructed from raw clay, which will be publicly launched.

$8000

 

Total $

30,987

 

Appendix 2 of this report provides a detailed summary of each recommended Stream 1 project. Recommended Stream 2 projects are detailed in Appendix 3 including a summary of how the projects address the criteria.  

 

Bookmark from Koori Story Exchange auspiced by ICE in 2010-11

 

Applications Not Recommended for Funding

Nine of the twenty-one applications assessed have not been recommended for funding as the applicants were unable to meet all of the essential criteria. Details are provided in Appendix 4 with the rationale for not recommending funding. Further feedback will be provided to the unsuccessful projects including suggestions for further development and where possible, alternative funding sources.

 

Conclusion

The Magnetic Places Neighbourhood Renewal Community Cultural Grants Program continues to grow and evolve as communities seek different ways to come together and celebrate their local identity and build creative capacity.

 

In 2011-2012 the program has been refined into three funding streams and a record number of applications have been received and recommended for funding. In 2012-13 further amendments will be made to assist groups to bring forward high quality, place making projects and activities.

 

In 2011-2012 the Magnetic Places Neighbourhood Renewal Grants Program has $50,000 in funds available for program delivery.  After careful consideration against the grants program criteria, twelve projects totalling $42,987 have been recommended for funding.

The proposals will provide significant opportunity for employment of local artists and creative engagement of residents and communities in Neighbourhood Renewal and other established areas.

 

The further development of Magnetic Places will continue to position Penrith City as a leader in community cultural engagement and collaborative place-making with local communities.

 

RECOMMENDATION

That:

1.   The information contained in the report on Magnetic Places Neighbourhood Renewal Community Cultural Grant Program 2011-12 be received.

2.   The 12 projects listed in Tables 1 and 2 of this report to the value of $42,987 be funded.