6 August 2014

 

Dear Councillor,

In pursuance of the provisions of the Local Government Act, 1993 and the Regulations thereunder, notice is hereby given that a POLICY REVIEW COMMITTEE MEETING of Penrith City Council is to be held in the Passadena Room, Civic Centre, 601 High Street, Penrith on Monday 11 August 2014 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 Greg Davies - 11 August 2014.

 

2.           APOLOGIES

 

3.           CONFIRMATION OF MINUTES

Policy Review Committee Meeting – 30 June 2014.

Policy Review Committee Meeting – 14 July 2014.

 

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 THE MEETING

 

6.           MAYORAL MINUTES

 

7.           NOTICES OF MOTION TO RESCIND A RESOLUTION

 

8.           NOTICES OF MOTION

 

9.           DELIVERY PROGRAM REPORTS

 

10.         REQUESTS FOR REPORTS AND MEMORANDUMS

 

11.         URGENT BUSINESS

 

12.         CONFIDENTIAL BUSINESS


POLICY REVIEW COMMITTEE MEETING

 

Monday 11 August 2014

 

table of contents

 

 

 

 

 

 

meeting calendar

 

 

confirmation of minutes

 

 

DELIVERY program reports

 


Council_Mark_POS_RGB2014 MEETING CALENDAR

January 2014 - December 2014

(adopted by Council on 25/11/13 and amended by Council on 26/5/14)

 

 

 

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

 

3

10&

 

 

 

 

 

 

22^ü

(7.00pm)

 

 

15

(7.00pm)

 

24@

24

28v

26#

23 *

28

25@

29

27

24#+

 

Policy Review Committee

7.00pm

 

 

 

14

12

30

14

11

8

13

10

8

 

10

10

 

 

 

 

 

 

 

 

 

 

 v

Meeting at which the draft corporate planning documents (Delivery Program and Operational Plan) are endorsed for exhibition

 *

Meeting at which the draft corporate planning documents (Delivery Program and Operational Plan) are adopted

 #

Meetings at which the Operational Plan quarterly reviews (March and September) are presented

 @

Meetings at which the Delivery Program progress reports (including the Operational Plan quarterly reviews for December and June) are presented

 ^

Election of Mayor/Deputy Mayor

 ü

Meeting at which the 2013-2014 Annual Statements are presented

 

Meeting at which any comments on the 2013-2014 Annual Statements are presented

 +

Meeting at which the Annual Report is presented

&

Extraordinary Meeting

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

ON MONDAY 30 JUNE 2014 AT 7:05PM

PRESENT

His Worship the Mayor, Councillor Ross Fowler OAM, Deputy Mayor, Councillor Jim Aitken OAM and Councillors Bernard Bratusa, Prue Car, Kevin Crameri OAM, Marcus Cornish, Greg Davies, Mark Davies, Maurice Girotto, Jackie Greenow OAM, Tricia Hitchen, Karen McKeown, John Thain and Michelle Tormey.

 

LEAVE OF ABSENCE

Leave of Absence was previously granted to Councillor Kevin Crameri OAM for the period 10 June 2014 to 25 July 2014 inclusive.

APOLOGIES

PRC 26  RESOLVED on the MOTION of Councillor Bernard Bratusa seconded Councillor Marcus Cornish that an apology be received for Councillor Ben Goldfinch.

 

CONFIRMATION OF MINUTES - Policy Review Committee Meeting - 12 May 2014

PRC 27  RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor Michelle Tormey that the minutes of the Policy Review Committee Meeting of 12 May 2014 be confirmed.

 

DECLARATIONS OF INTEREST

 

There were no declarations of interest.

 

DELIVERY PROGRAM REPORTS

 

Outcome 4 - We have safe, vibrant places

 

1        Renewable Burial Interment Rights                                                                                

PRC 28  RESOLVED on the MOTION of Councillor Karen McKeown seconded Councillor Greg Davies

That:

1.     The information contained in the report on Renewable Burial Interment Rights be received.

2.     Renewable tenure not be introduced at Cemeteries under the care and control of Penrith Cemeteries.

3.     A further report be provided on the Cemeteries and Crematoria Act 2013 in the second half of 2014.

4.     The Penrith Cemeteries Policy be reviewed and amended to reflect relevant legislative changes.

 

 


 

2        Costs of Community Facilities                                                                                        

PRC 29  RESOLVED on the MOTION of Councillor Mark Davies seconded Councillor Greg Davies

That:

1.         The information contained in the report on Costs of Community Facilities be received.

2.         The officers responsible for the report be thanked and their efforts be acknowledged.

3.         A communication strategy be developed to advise the community on the methods and standards of quality council community facilities are built too.

 

 

3        Dunheved Business Park Revitalisation Strategy                                                        

PRC 30  RESOLVED on the MOTION of Councillor Mark Davies seconded Councillor Jim Aitken OAM

That:

1.    The information contained in the report on Dunheved Business Park Revitalisation Strategy be received

2.    Council adopt the Dunheved Business Park Revitalisation Strategy as its policy for the ongoing improvement of the place.

3.    Council continue to work with the Penrith Valley Chamber of Commerce and the Penrith Business Alliance on the revitalisation of Dunheved Business Park. .

 

 

There being no further business the Chairperson declared the meeting closed the time being 7:16pm.


UNCONFIRMED MINUTES

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

ON MONDAY 14 JULY 2014 AT 7:04PM

PRESENT

His Worship the Mayor, Councillor Ross Fowler OAM, Deputy Mayor, Councillor Jim Aitken OAM and Councillors Bernard Bratusa, Prue Car, Marcus Cornish, Greg Davies, Mark Davies, Maurice Girotto, Ben Goldfinch, Jackie Greenow OAM, Tricia Hitchen, Karen McKeown aznd John Thain.

 

LEAVE OF ABSENCE

Leave of Absence was previously granted to Councillor Kevin Crameri OAM for the period 10 June 2014 to 25 July 2014 inclusive.

APOLOGIES

PRC 31  RESOLVED on the MOTION of Councillor Mark Davies seconded Councillor Maurice Girotto that an apology be received for Councillor Michelle Tormey.

 

DECLARATIONS OF INTEREST

 

Councillor Tricia Hitchen declared a Non-Pecuniary Conflict of Interest – Less than Significant in Item 1 -  Planning Proposal - Lots 1-4 Old Bathurst Road, Emu Plains as she owns a business across the road from the property subject of the report.

 

DELIVERY PROGRAM REPORTS

 

Outcome 2 - We plan for our future growth

 

1        Planning Proposal - Lots 1-4 Old Bathurst Road, Emu Plains                                    

Executive Officer Glenn McCarthy introduced the report and invited Dr Ian Joliffe, Independent Reviewer from GHD to give a presentation.

Ken Kanjian, Solicitor for the applicants then addressed Council on the Item.

A MOTION was MOVED by Councillor Greg Davies seconded Councillor John Thain

That:

 

1.    Council seek independent legal advice to obtain an interpretation of the potential responsibility of Council in respect to the Section 117 Direction including what is meant by the term “minor significance”.

 

2.     In accordance with the Environmental Planning and Assessment Act, 1979 and Regulations, 2000, Council commence the consultation program with State Agencies and the community in accordance with the Gateway Determination.

 

3.     A further report be presented to Council following the public exhibition of the Planning Proposal advising of the outcomes of the community and State Agency consultation and legal advice.

 

 

 

 

An AMENDMENT was MOVED by Councillor Bernard Bratusa seconded Councillor Tricia Hitchen

That:

 

1.    Council seek independent legal advice to obtain an interpretation of the potential responsibility of Council in respect to the Section 117 Direction including what is meant by the term “minor significance”.

 

2.    Should legal advice indicate that the Planning Proposal meets the requirements of “minor significance” the following two recommendations proceed:

 

a)    In accordance with the Environmental Planning and Assessment Act, 1979 and Regulations, 2000, Council commence the consultation program with State Agencies and the community in accordance with the Gateway Determination.

 

b)    A further report be presented to Council following the public exhibition of the Planning Proposal advising of the outcomes of the community and State Agency consultation and legal advice.

 

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

 

For

Against

Councillor Ross Fowler OAM

Councillor Karen McKeown

Councillor Bernard Bratusa

Councillor John Thain

Councillor Jackie Greenow OAM

Councillor Jim Aitken OAM

Councillor Tricia Hitchen

Councillor Prue Car

 

Councillor Marcus Cornish

 

Councillor Greg Davies

 

Councillor Mark Davies

 

Councillor Maurice Girotto

 

Councillor Ben Goldfinch

 

The AMENDMENT was PUT.

The AMENDMENT was LOST.

 

Councillor Jim Aitken OAM FORESHADOWED a further MOTION that the information contained in the report on Planning Proposal - Lots 1-4 Old Bathurst Road, Emu Plains be received.

 

The FORESHADOWED MOTION moved by Councillor Jim Aitken OAM seconded Councillor Bernard Bratusa was PUT.

 

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

 

 

 

 

 

For

Against

Councillor Jim Aitken OAM

Councillor Karen McKeown

Councillor Bernard Bratusa

Councillor John Thain

 

Councillor Ross Fowler OAM

 

Councillor Prue Car

 

Councillor Marcus Cornish

 

Councillor Greg Davies

 

Councillor Mark Davies

 

Councillor Maurice Girotto

 

Councillor Ben Goldfinch

 

Councillor Jackie Greenow OAM

 

Councillor Tricia Hitchen

 

The FORESHADOWED MOTION was LOST.

 

The MOTION moved by Councillor Greg Davies seconded Councillor John Thain was PUT.

 

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

 

For

Against

Councillor Karen McKeown

Councillor Jim Aitken OAM

Councillor John Thain

Councillor Bernard Bratusa

Councillor Prue Car

Councillor Ross Fowler OAM

Councillor Marcus Cornish

 

Councillor Greg Davies

 

Councillor Mark Davies

 

Councillor Maurice Girotto

 

Councillor Ben Goldfinch

 

Councillor Jackie Greenow OAM

 

Councillor Tricia Hitchen

 

 

The MOTION was CARRIED on becoming the SUBSTANTIVE MOTION was also CARRIED.

 

PRC 32  RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor John Thain

 

That:

 

1.    Council seek independent legal advice to obtain an interpretation of the potential responsibility of Council in respect to the Section 117 Direction including what is meant by the term “minor significance”.

 

2.     In accordance with the Environmental Planning and Assessment Act, 1979 and Regulations, 2000, Council commence the consultation program with State Agencies and the community in accordance with the Gateway Determination.

 

3.     A further report be presented to Council following the public exhibition of the Planning Proposal advising of the outcomes of the community and State Agency consultation and legal advice.

 

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

 

For

Against

Councillor Karen McKeown

Councillor Jim Aitken OAM

Councillor John Thain

Councillor Bernard Bratusa

Councillor Prue Car

Councillor Ross Fowler OAM

Councillor Marcus Cornish

 

Councillor Greg Davies

 

Councillor Mark Davies

 

Councillor Maurice Girotto

 

Councillor Ben Goldfinch

 

Councillor Jackie Greenow OAM

 

Councillor Tricia Hitchen

 

 

 

Outcome 5 - We care about our environment

 

3        Regional Waste Strategy

The Waste & Community Protection Manager, Tracy Chalk, introduced the report and invited Amanda Bombaci from WSROC to make a presentation.

Councillors Mark Davies and Jackie Greenow OAM  left the meeting, the time being 9:04pm.

Councillors Prue Car and Jim Aitken OAM left the meeting, the time being 9:04pm and did not return.

Councillors Mark Davies and Jackie Greenow OAM returned to the meeting, the time being 9:06pm.

Councillor John Thain left the meeting, the time being 9:07pm.

Councillor John Thain returned to the meeting, the time being 9:15pm.                                      

PRC 33  RESOLVED on the MOTION of Councillor Karen McKeown seconded Councillor Jackie Greenow OAM

That:

1.     The information contained in the report on Regional Waste Strategy be received.

2.     Penrith City Council endorse the Regional Waste Avoidance and Resource Recovery Strategy.

 

Outcome 4 - We have safe, vibrant places

 

2        Penrith City Centre Park Update

PRC 34  RESOLVED on the MOTION of Councillor Bernard Bratusa seconded Councillor Maurice Girotto that the information contained in the report on Penrith City Centre Park Update be received.

 

 

 

 

Outcome 7 - We have confidence in our Council

 

4        2014 Local Government NSW Annual Conference                                                       

PRC 35  RESOLVED on the MOTION of Councillor Karen McKeown seconded Councillor Maurice Girotto

That:

1.     The information contained in the report on 2014 Local Government NSW Annual Conference be received.

2.     The Issue detailed in the report be submitted for inclusion in the 2014 Local Government NSW Annual Conference Business Paper prior to 1 August 2014.

 

5        Community Building Partnership 2014                                                                                                                                                                                                                                    

PRC 36  RESOLVED on the MOTION of Councillor Bernard Bratusa seconded Councillor Mark Davies

That:

1.  The information contained in the report on Community Building Partnership 2014 be received.

2.     Council endorse the submission of application for the following four projects to the 2014 Community Building Partnership Program and confirm the source of matching funds, pending the application being successful:

                               Penrith: Interactive Active Zone - Tench Reserve

                               Estimate project cost: $94,000

                               Grant Request: $47,000        

                               Council contribution: $47,000 from the Parks Asset Renewal ($27,000)                   program and the Digital Economy Strategy project ($20,000).

                         
                             Londonderry: Pedestrian Bridge upgrade at Werrington Lake

                               Estimate project cost: $376,000

                               Grant Request:$60,000         

                               Council contribution: $316,000 from the District Open Space section 94                  plan.

                               Mulgoa: Installation of an outdoor health and fitness zone at Myrtle Road               Reserve, Claremont Meadows                       

                               Estimate project cost: $100,000

                               Grant Request: $50,000        

                               Council contribution: $50,000 from the Local Open Space Section 94 plan


                             Smithfield: Playground replacement at Kestral Cres Reserve, Erskine Park

                               Estimate project cost: $75,000

                               Grant Request: $37,500        

      Council contribution: $37,500 from the Parks Asset Renewal Program

 

 

REQUESTS FOR REPORTS AND MEMORANDUMS

 

RR 1           Reserve behind Erskine Park High School                                                          

Councillor Greg Davies requested a memo reply to East Ward Councillors providing an update on the reserve behind Erskine Park High School.

 

RR 2           St Clair High School Fire                                                                                        

Councillor Greg Davies requested a memo reply concerning the temporary school buildings which have been erected on the school sporting fields due to the recent fire at St Clair High School, providing information concerning returning the fields to their former condition once the temporary buildings have been removed.

 

RR 3           Clearing of Land - Werrington                                                                               

Councillor Tricia  Hitchen requested a memo reply providing an update on the clearing of land in the Cumberland Plain Woodland near Werrington shops.

 

 

URGENT BUSINESS

 

UB 1           Leave of Absence Request                                                                                     

Councillor Tricia  Hitchen requested leave of absence for the period 21 July 2014 to 27 July 2014 inclusive.

PRC 37  RESOLVED on the MOTION of Councillor Jackie Greenow OAM seconded Councillor Marcus Cornish that the matter be brought forward as a matter of urgency.

 

His Worship the Mayor, Councillor Ross Fowler OAM, ruled that the matter was urgent and should be dealt with at the meeting.

 

PRC 38  RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor John Thain that leave of absence be granted to Councillor Tricia Hitchen for the period 21 July 2014 to 27 July 2014 inclusive.

 

There being no further business the Chairperson declared the meeting closed the time being 9:25pm.

    


DELIVERY PROGRAM REPORTS

 

Item                                                                                                                                       Page

 

 

Outcome 1 - We can work close to home

 

1        International Relations Visit - May 2014                                                                             1

 

Outcome 4 - We have safe, vibrant places

 

2        Our River Plan of Management and Riparian Vegetation Management Plan                11

 

Outcome 6 - We're healthy and share strong community spirit

 

3        ClubGRANT Category 3 - Jamison Park Development - Funding Agreement              19

 

4        Allocation for the Use of New Sportsgrounds                                                                  26

 

5        Lease Arrangements - Nepean District Tennis Association, Penrith Cricket Club, Penrith Rugby Union Football Club                                                                                                          35

 

6        St Marys Tennis Courts Maintenance and Management                                                43

 

 

 

 

 


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


Outcome 1 - We can work close to home

 

Item                                                                                                                                       Page

 

1        International Relations Visit - May 2014                                                                             1

 

 

 



Policy Review Committee Meeting                                                                 11 August 2014

 

 

 

1

International Relations Visit - May 2014   

 

Compiled by:               Colin Dickson, Marketing & Events Co-ordinator

Authorised by:            Barbara Magee, Manager - Corporate Communications & Marketing

Barry Husking, Assistant General Manager and Chief Financial Officer  

 

Outcome

We can work close to home

Strategy

Diversify the region's economy and attract investment, particularly targeting new and emerging employment sectors

Service Activity

Build on our partnerships and alliances to achieve shared aspirations for the City's future

      

 

Executive Summary

At the invitation of the Mayor of Kunshan, a delegation of business representatives led by the Mayor of Penrith visited Kunshan, Peoples Republic of China in May 2014. The delegation also visited Gangseo-gu in Seoul, Korea and Xicheng District, West Beijing, Peoples Republic of China where a number of potential new business and cultural opportunities were explored and these new opportunities are now being pursued. The report recommends that the information be received.

Background

At the Ordinary Meeting of 24 March, 2014, Council was advised that an invitation had been received from the Mayor of Kunshan, People’s Republic of China to attend the China Import Expo in May 2014. The Mayor joined the delegation arranged by the Penrith Business Alliance (PBA) at their request to assist in facilitating discussions at the highest levels of government and business while the delegation was in Kunshan. The Deputy Mayor, Councillor Jim Aitken OAM also joined the delegation along with Paul Brennan, Chairman and Bijai Kumar, Chief Executive Officer of the Penrith Business Alliance.

 

In particular, the PBA were keen to explore foreign investor interest and a number of other key development opportunities on the back of the Commonwealth ‘Significant Investor Visa” (SIV) program.

 

The delegation consisted of a number of other high profile businesses and institutions who participated at their own cost and their participation was facilitated by the Penrith Business Alliance. The business representatives consisted of:

 

George Rabie OAM, Managing Director, Little & Rabie Better Home Living and PBA Board Member

Josh Vrsaljko, Founder, Dual Homes

John Vassallo, Chief Executive Officer, EJC Corporate Services Pty Ltd, the Property Development arm of the Baiada Group

Whitney Rousham, Director, WSI Business TAFE NSW, Western Sydney Institute and PBA Board Member

Sylvia Xu, International Regional Coordinator from the University of Western Sydney (for the China Import Expo component).

 

Council officers who participated in the delegation were Barry Husking, Assistant General Manager and Chief Financial Officer and Stacey Rossetto, City Marketing Officer. Additionally, Nicole Evans, Marketing Officer at the PBA also attended the China Import Expo component.

 

Current Situation

Gangseo gu, Republic of Korea

On route to Kunshan, the delegation visited Gangseo-gu, Seoul, Korea with whom a Mutual Co-operation Agreement was signed between Penrith City and Gangseo-gu in 1994. The Agreement is business oriented and based on the pursuit of mutual economic benefit.

 

During the visit to Gangseo-gu, Gangseo University expressed interest in establishing educational links with Western Sydney Institute of TAFE. TAFE are keen to explore this opportunity and participate in further discussions. From a cultural perspective, Gangseo-gu was also very keen to establish Memorandums of Understanding (MOU) between a library (English Training Centre) in Gangseo-gu and Penrith City library as well as the Gyeomjae Art Museum and our own regional Gallery with a view to establishing art exchanges between the two regions. It is anticipated that the library exchange may include initiatives such as creating a multicultural collection in each library and swapping children’s artworks for display. Gangseo gu are currently drafting a proposed MOU with a view to formalising this document during a potential visit to Penrith later this year.

 

The PBA will direct their future focus on strengthening business to business relationships through information exchange under the MOU with the Gangseo Chamber of Commerce and continue to promote key development opportunities such as the proposed Sydney Science Park through the Gangseo Chamber network.

 

Kunshan and Xicheng, People’s Republic of China

In China, the Penrith delegation met with senior government officials and business leaders in both Kunshan and Xicheng. Penrith City has a Friendship relationship with Kunshan, signed in 2003 and a Mutual Co-operation Agreement with Xicheng District, West Beijing signed in 1998, both geared towards generating mutual economic benefits for each region.

 

A major outcome achieved during this visit was the signing of MOU’s by the PBA Chairman and the heads of the powerful Kunshan Chamber of Commerce (over 2,000 members) and Xicheng District Association of Industry and Commerce marking a new beginning in the fostering of business relations and collaboration between these two regions of China and Penrith City. The relationship between Penrith City and Xicheng District was also re-affirmed while the delegation was in Xicheng with the signing by the Mayors of the two cities of a new Mutual Co-operation Agreement that consolidated the already strong relationship that existed.

 

While the MOU’s signed with the two powerful organisations will generate more business to business contacts through exchange of industry information they will also assist the PBA in supporting potential Chinese business interest in development opportunities in Penrith.

 

A further highlight was a meeting between the Penrith City delegation and high level government officials from the Beijing Financial Street Investment Group, responsible for the development of the Beijing Financial District. The Group has established a Hong Kong office to assess investment opportunities in other countries. The PBA intends to develop a relationship with the Hong Kong office to present future development opportunities to the Group.

 

Potential future investment opportunities and the reality of closer business relations between Penrith City and Kunshan and Xicheng were discussed including formal partnerships between educational institutions and TAFE NSW Western Sydney Institute as well as student exchanges. Healthcare and tourism were two other areas of interest.

 

In addition, Penrith City had a booth at the China Import Expo to promote tourism, adventure sports and the lifestyle offered by Penrith. Both TAFE and UWS promoted educational opportunities available at their respective institutions.

 

Positive responses were received from the business delegates. All commented that the visit provided them with the opportunity to share information and build relationships internationally and remain very optimistic that the relationships built over the course of the visit will lead to exciting opportunities in the future.

 

In particular, Whitney Rousham of TAFE NSW Western Sydney Institute has entered negotiations with a Chinese company regarding possible provision of Senior Secondary School qualifications and related Australian vocational programs in China with a future visit already proposed to progress possible partnering arrangements. Josh Vrsaljko of Dual Homes saw the signing of MOU’s in China as A springboard to better access to a range of businesses with greater opportunities to attract investment in his company’s housing development projects. John Vassallo of EJC Corporate Services indicated that the visit allowed him to develop invaluable relationships with Chinese business owners, political leaders and large stakeholders in the Chinese business market including successful science park operators. He was able to present the development and business opportunities of being involved in the Sydney Science Park, which is anticipated to be the first master planned and fully integrated science park in Australia. He was most optimistic that the relationships built over the course of the visit will lead to exciting opportunities in the future.

 

The delegation also received significant Chinese media coverage in both print, television and digital media.

 

Conclusion

The visit to Gangseo-gu, Kunshan and Xicheng saw a range of new and exciting opportunities canvassed. New contacts were established and existing ones reinforced and these opportunities now need to be converted into ongoing benefits for the City. As Council has identified the potential long term benefits to the City from international and cultural engagement, initiatives such as those outlined in this report demonstrate the wide range of opportunities available to the City through our investment in these programs.

 

 

 

RECOMMENDATION

That the information contained in the report on International Relations Visit - May 2014 be received.

 

 

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.  


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


 

 

Outcome 2 - We plan for our future growth

 

 

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


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


 

 

Outcome 3 - We can get around the City

 

 

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


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


Outcome 4 - We have safe, vibrant places

 

Item                                                                                                                                       Page

 

2        Our River Plan of Management and Riparian Vegetation Management Plan                11

 

 

 



Policy Review Committee Meeting                                                                 11 August 2014

 

 

 

2

Our River Plan of Management and Riparian Vegetation Management Plan   

 

Compiled by:               Karin Schicht, Landscape Architecture Supervisor

Victoria Patterson, Landscape Architect

Authorised by:            Michael Jackson, Design and Projects Manager  

 

Outcome

We have safe, vibrant places

Strategy

Improve our public spaces and places

Service Activity

Manage the development of master plans and designs for Council's assets and public domain

      

 

Executive Summary

Following on from the new vision and objectives for the Nepean River as determined through the development of the Our River Master Plan, we have engaged consultants to develop a Vegetation Management Plan and review and update the existing Plans of Management  for Tench Reserve, River Road Reserve and Weir Reserve. This is in accordance with the NSW Local Government Act requirement to review existing Plans of Management every 5 years and place the Drafts on Public Exhibition to provide opportunity for community input and feedback.

 

The purpose of this report is to seek Council approval to place the Draft Plan of Management and Vegetation Management Plan on Public Exhibition.

Background

The “Our River” Nepean River Master Plan (Clouston Associates 2013) identified the need for a plan to manage riverside or riparian vegetation along the Nepean River in Penrith. In particular, the Master Plan recognised the following actions are needed to achieve “Our Healthy River”:

 

·    Protect and enhance the natural resource of the river

·    Reinforce effective planting strategies

·    Create a high diversity habitat corridor

 

We have engaged consultants Eco Logical Australia to develop a Vegetation Management Plan consistent with the 2013 Master Plan and in accordance with best practice principles of river corridor management.

 

Eco Logical Australia (ELA) were also engaged to review and update the existing Plans of Management for Tench Reserve, River Road Reserve and Weir Reserve.

 

Based on their recent involvement in the Our River Master Plan engagement activities, People, Place and Partnerships were brought in to independently facilitate the Community Engagement aspects of this related project.

 

Plan of Management

The previous documents were:

·    Tench Reserve Riparian Corridor (2004)

·    River Road Riparian Corridor (2008)

·    Weir Reserve (2006)

 

The updated Draft “Our River” Nepean River Plan of Management for Tench Reserve, River Road Reserve and Weir Reserve combines the above individual Plans of Management. It has been developed following a review of information and recommendations from the previous Plans of Management as well as the “Our River” Master Plan (Clouston Associates 2013), Draft “Our River” Nepean River Riparian VMP (ELA 2014) and community feedback.

 

The Plan of Management identifies prioritised actions to be implemented over the next five years to address the following key issues:

 

·    Amenity (views, noise)

·    Flooding and bank stability
biodiversity (habitat, weeds, ecological communities, native species)

·    Access and recreation (paths, lookouts, platforms, playgrounds, picnic facilities, recreation, parking, vehicle access)

·    Services and utilities

·    Rubbish

·    Leases / licences

·    Adjacent development and activities

 

The Plan of Management should be read in conjunction with the “Our River” Nepean River Riparian Vegetation Management Plan.

 

The Draft Plan of Management is ready to be placed on Public Exhibition.

 

Vegetation Management Plan

The study area for the Vegetation Management Plan includes three major parklands, Weir Reserve, Tench Reserve and Regatta Park East, the long narrow foreshore River Road Reserve on the west bank of the river and the interface with the river itself.

 

The Vegetation Management Plan contains detailed recommendations about management of biodiversity and vegetation within the reserves along the riparian corridor. It:

 

·    Describes the values of riparian vegetation and aquatic habitat and identifies key threats to their condition

·    Describes the physical and biological characteristics of the study area, including endangered ecological communities and threatened species habitat

·    Recommends management issues including prioritised actions, riparian guidelines and recommended species for different zones within the corridor

·    Provides baseline conditions including species lists for selected sites to be used as a reference for future performance monitoring

 

To assist the initial implementation, the highest priorities are summarised as follows:

 

·    Develop and begin to implement a community education and involvement program

·    Regularly remove rubbish throughout the corridor

·    Carry out primary weeding in patches, starting with canopy weeds

·    Maintain areas of “good quality” vegetation communities

·    Continue to mow designated grassed areas

·    Selectively prune up to 30% canopy cover in dense areas to provide filtered views for residential areas

·    Assess and prepare detailed design of selected water edge access points

 

Implementation of this plan is subject to availability of funds and resources. A licence under Section 91 of the NSW Threatened Species Conservation Act will be needed from the Office of Environment and Heritage (OEH) to implement the Vegetation Management Plan as it will involve work within an Endangered Ecological Community.

 

The development of the Vegetation Management Plan took into consideration feedback from consultation with Council staff, the community, various stakeholders including the Deerubbin Local Aboriginal Land Council and State Government Agencies such as the NSW Office of Water, OEH and Department of Primary Industries (Fisheries).

 

The Vegetation Management Plan recognises that there are a range of strong opinions in the community about riparian vegetation and how it should be managed and the Vegetation Management Plan recommends on-going community education and involvement.

 

Community Engagement:

Community engagement for the Vegetation Management Plan was undertaken by People, Place and Partnerships and was a continuation of the consultation for previous Plans of Management for Tench, Weir and River Road Reserves and the “Our River” Master Plan.

 

As described in the by People, Place and Partnerships report, the community was invited to provide input via online comments and workshop participation. The workshop was widely promoted and advertised and held at Penrith City Council on 7 May 2014 from 6pm to 8pm. It was facilitated by People, Place and Partnerships with a presentation from Eco Logical Australia. The session was well-attended by 32 people, primarily residents from around River Road, Emu Plains.

 

The aim of the consultation session was to:

·    Provide an update to the community on Council activities regarding the Our River project

·    Raise awareness of the process for on ground implementation of activities
eg: funding/resourcing, grants, government approvals

·    Provide the community an opportunity to give feedback on the preliminary Draft Vegetation Management Plan and the proposed actions and priorities in the context of consideration of cost, environmental benefit, healthy river and amenity

·    Encourage the community to participate in ongoing implementation.

 

The Draft Vegetation Management Plan aims to address the issues raised, however, given the wide range of views expressed in the consultation process, it is not possible or desirable to satisfy all views.

 

Next Steps

Following approval at this meeting to place the Draft Plan of Management and Vegetation Management Plan on Public Exhibition, Council and the Consultants will launch into the development and production of exhibition material and associated communications activities will commence to promote the Public Exhibition Period from 25 August to 19 September 2014.

 

Accordingly, the dedicated page on Council’s website will be regularly updated with details about the public exhibition period and the exhibition material. (www.penrithcity.nsw.gov.au/OurRiver).

 

At any stage during the project, any feedback received from constituents by Councillors should be forwarded to Council’s project team for consideration (via the Design & Projects Manager).

 

After the Public Exhibition phase feedback will be reviewed and recommendations considered before the final draft is reported to Council for adoption.

 

Following adoption the associated planning, detailed design and documentation for implementation can commence.

 

 

RECOMMENDATION

That:

1.   The information contained in the report on Our River Plan of Management and Riparian Vegetation Management Plan be received.

2.   The Draft Nepean River “Our River” Plan of Management for Tench Reserve, River Road Reserve and Weir Reserve be endorsed for Public Exhibition.

 

3.   The Draft Nepean River “Our River” Riparian Vegetation Management Plan be endorsed for Public Exhibition.

 

 

 

ATTACHMENTS/APPENDICES

1.  

Nepean River ‘Our River’
Draft Plan of Management for Tench Reserve, River Road Reserve and Weir Reserve.  5 August 2014

81 Pages

Attachments Included

2.  

Nepean River ‘Our River’
Riparian Vegetation Management Plan, 29 July 2014

63 Pages

Attachments Included

3.  

Vegetation Management Plan
Community Workshop 7th May 2014
Report Prepared by People, Place and Partnership Pty Ltd
May 2014

9 Pages

Attachments Included

   


 

 

Outcome 5 - We care about our environment

 

 

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


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


Outcome 6 - We're healthy and share strong community spirit

 

Item                                                                                                                                       Page

 

3        ClubGRANT Category 3 - Jamison Park Development - Funding Agreement              19

 

4        Allocation for the Use of New Sportsgrounds                                                                  26

 

5        Lease Arrangements - Nepean District Tennis Association, Penrith Cricket Club, Penrith Rugby Union Football Club                                                                                                          35

 

6        St Marys Tennis Courts Maintenance and Management                                                43

 

 

 

 

 

 



Policy Review Committee Meeting                                                                 11 August 2014

 

 

 

3

ClubGRANT Category 3 - Jamison Park Development - Funding Agreement   

 

Compiled by:               Virginia Tuckerman, Recreation Co-ordinator

Andrew Moore, Financial Services Manager

Authorised by:            Andrew Robinson, Recreation Manager  

 

Outcome

We are healthy and share strong community spirit

Strategy

Provide opportunities for our community to be healthy and active

Service Activity

Provide and maintain sport and recreation facilities that meet community needs

      

 

Executive Summary

This report identifies that Council Officers submitted a successful grant application to NSW Department of Trade and Investment, Regional Infrastructure and Services – Office of Liquor, Gaming and Racing for a sum of $934,901 for the purpose of upgrading facilities at Jamison Park. Acceptance and subsequent expenditure of this grant, along with Council funding from District Open Space Section 94 Developer Contributions and its Parks Asset Renewal Program, will realise:

-        An all age and ability activity zone.

-        A new children’s playground, including shade.

-        Installation of 100 lux floodlights across the park.

-        Sports amenity building upgrades.

-        Sports field upgrades.

These facilities will contribute to increasing participation in sport and recreation facilities in Jamison Park and promote healthy lifestyles, community interaction and social engagement. In addition, field reconstruction and the addition and upgrade of floodlights will create greater playing field capacity and sustainability of use.

The report recommends that: Council accept the offer of the grant for $934,901 from the NSW Department of Trade and Investment, Regional Infrastructure and Services – Office of Liquor, Gaming and Racing and that the funding agreement be signed; a further allocation of $601,531 from the District Open Space Contributions Plan be made to this project; a letter of thanks is sent to the Minister for Hospitality, Gaming and Racing, Troy Grant MP, for the grant allocation of $934,901 from NSW Government Department of Trade and Investment, Regional Infrastructure and Services – ClubGRANTS Fund Category 3.

Background

In 2011, an amendment to the Gaming Machine Tax Act 2001 created a new pool of funding for NSW infrastructure projects. The ClubGRANTS Category 3 Fund is intended to support the development and enhancement of large scale sport, health and community infrastructure projects across NSW. The Fund receives 0.4% of registered club gaming machine profits over $1m, which was estimated at $12m in 2013/14.

 

In February 2014 the ClubGRANTS Fund Committee was appointed to oversee the application and assessment process, ensure appropriate performance measures are in place, and make recommendations to the Minister for Tourism, Major Events, Hospitality and Racing regarding projects to be funded.

 

The Committee comprises of key stakeholder organisations and government departments: Aboriginal Affairs, ClubsNSW, Council of Social Service of NSW, Community Relations Commission, NSW Family and Community Services, Local Government NSW, the NSW Ministry of Health, Sport and Recreation, and the Office of Liquor, Gaming and Racing.

 

Applications for the funding round opened on 7 March, with the deadline for funding submissions being 10 April 2014. The minimum funding that could be applied for was $500,000 with the maximum being $2m. There was no requirement for an organisation to provide match funding although the grant guidelines identified that preference would be given to projects and services that had partnership contributions, either cash or ‘in kind’. The guidelines also stipulated that projects funded under the 2013/2014 funding round must commence construction by 1 November 2014.

 

Council Officers assessed the funding criteria and identified that the only project with sufficiently developed detail, allocated funding resources, and the ability to have work commence prior to November 1 at the time of the call for grant submissions, was the project submitted for upgrades and new facility provision in Jamison Park. Consequently a grant application for $934,901 was submitted, including a contribution from Council of $934,901 (utilising available Section 94 Developer Contributions and Parks Asset Renewal Budget allocated to Jamison Park in 2014-2015) for a scope of work including:

 

-        An all age and ability activity zone featuring:

Multi-sport activity court

Outdoor health and fitness gym area

Seniors outdoor health and fitness area

8-15 years old physical activity equipment

Outdoor table tennis table

Ball toss/super shooter tower

Landscaping, pathways, seating/picnic tables.

 

-           A new children’s playground, with shade, to replace the existing play facility.

-           Installation of 21x100 lux floodlights.

-           Sports amenity building upgrades/extensions to include:

Canteen and store

Club meeting room

 

-        Reconstruction of 4 full size fields

-        Provision of drainage and irrigation to areas that currently do not incorporate this.

 

The estimated cost of the total project is $1.87m.

 

Current Situation

 

On 24 June 2014, the Minister for Hospitality, Gaming and Racing, Troy Grant MP, announced that Penrith City Council had been successful in its application for the full grant amount requested, from ClubGRANTS Category 3, of $934,901 as a contribution to the upgrades and new facility provision in Jamison Park.

 

Subsequently, in a media release on Wednesday 23 July 2014, Minister Grant announced that ten community projects have received more than $12.4m from the ClubGRANTS Category 3 Scheme to help build new and renew community sporting and recreational facilities (the full media release and list of other projects funded is attached to this report in Appendix 1). There were 182 grant applications from across the State with funding allocated to projects in Cessnock, Bega Valley, Gosford, Inverell, Lismore, Moree, Nambucca Heads, Port Macquarie-Hastings, Tamworth and Penrith local government areas.

 

To realise the implementation of the project in Jamison Park a program has been developed which will see all elements completed by June 2015. At this stage, it is the intention that the following schedule of work takes place:

 

-        Playground to commence in September 2014 with completion in October 2014.

-        Sportsground upgrades to commence in late September/October (at the conclusion of the winter season) and completed in January 2015.

-        All age and ability activity zone to commence in October 2014 with completion subject to the program provided by the successful tenderer.

-        Sports amenity upgrades to commence in December 2014 with completion in June 2015.  

-        Floodlight upgrades to commence in December 2014 with completion in March/April 2015.

 

A number of the elements of the project require that a tender process is followed and reports on the outcome of these tenders will be provided to Council throughout the course of the project.

 

Financial Services Manager Comment

 

Acceptance of the successful ClubGRANT Category 3 application of $934,901 commits Council to matching funds of $934,901. This funding can be provided through funds available in Council’s District Open Space Developer Contributions Plan which Council has previously prioritised for Jamison Park of $601,531, and funding already included in the 2014-15 Operational Plan for Jamison Park of $333,370.The acceptance of this grant provides future additional capacity in Council’s Asset Renewal Programs as some of the works funded had been priorities for upcoming years, including the existing playground which was due to be renewed in 2018. In addition a future funding source for the identified need to reconstruct the sports fields had not yet been identified.

 

Conclusion

 

Should Council endorse the recommendation to accept the grant and enter into a funding agreement with NSW Department of Trade and Investment, Regional Infrastructure and Services – Office of Liquor, Gaming and Racing, the implementation of the projects will complement significant recent upgrades to Jamison Park including the provision of additional pathway links, creation of additional car parking, the opening of an ‘off leash’ dog park, the provision of an upgraded netball canteen, and the current project to install new floodlights at fields 1-4 as well as the installation of a new substation. In addition, a new shade awning will be installed at the netball pavilion as a result of a Community Development Grant from the Federal Government.

 

The total investment, of close to $3m in improving infrastructure in Jamison Park will enable the venue to remain a major asset for the City for both active (team sports) and passive recreation as well as major events and competitions. With the necessary infrastructure in place it will also afford the opportunity to further consider future development of the Park.

 

This future development could include installation of a synthetic sports field should Council’s Synthetic Surface Study, with a draft findings report expected later this month, identify the need for such a surface in the City and, indicate that Jamison Park is a suitable location. At a recent workshop of peak sports bodies, a number of sites were suggested as potential locations for a synthetic surface, with Jamison Park seemingly being the most attractive.

 

The synthetic surface study will provide advice about the cost of installation, operation, maintenance and renewal of such a facility which will allow an assessment of funding models. Currently there is no funding available for such a facility in Jamison Park or elsewhere in the City, although the District Open Space Developer Contributions Plan does allow for the provision of a synthetic surface in the St Marys Release Area (which is subject to a separate planning agreement). While $155,000 will remain available for expenditure in Jamison Park, from the District Open Space S94 Developer Contributions Plan, once the ClubGRANT funded projects and other work is completed, the Plan does not allow any expenditure of the contributions on a synthetic field. The scope of work upon which developer contributions can be expended in Jamison Park is:

 

‘Provide additional sealed car parking, a shared pathway access circuit, park furniture, public art, landscaping and shade facilities. Provide fitness circuit equipment designed for all ages and ability levels. Provide lighting and irrigation system to soccer fields. Provide 4 additional netball courts.’

 

The project to upgrade Jamison Park provides exciting opportunities to generate greater participation in recreational activities and achieve fantastic community outcomes of health, engagement and interaction. As the project progresses opportunities will be sought to activate the spaces, particularly the all age active health and fitness zone, which promises to provide the City with a vibrant space that promotes positive social cohesion.

 

 

RECOMMENDATION

That:

1.    The information contained in the report on ClubGRANT Category 3 - Jamison Park Development - Funding Agreement be received

2.    Council enter into a funding agreement with NSW Government Department of Trade and Investment, Regional Infrastructure and Services for the sum of $934,901 for the purpose of upgrades to Jamison Park, including:

- An all age and ability activity zone

- A new children’s playground

- Sport field upgrades

- Floodlight installation

- Amenity building upgrades/extensions

3.       A further allocation of $601,531from the District Open Space Contributions             Plan be made to this project.

4.       A letter of thanks is sent to the Minister for Hospitality, Gaming and Racing,            Troy Grant MP, for the grant allocation of $934,901 from NSW                                       Government Department of Trade and Investment, Regional Infrastructure                  and Services – ClubGRANTS Fund Category 3.

 

ATTACHMENTS/APPENDICES

1.  

Media Release and Details of Successful Grant Applications

3 Pages

Appendix

  


Policy Review Committee Meeting                                                                               11 August 2014

Appendix 1 - Media Release and Details of Successful Grant Applications

 

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Policy Review Committee Meeting                                                                 11 August 2014

 

 

 

4

Allocation for the Use of New Sportsgrounds   

 

Compiled by:               Virginia Tuckerman, Recreation Co-ordinator

Authorised by:            Andrew Robinson, Recreation Manager  

 

Outcome

We are healthy and share strong community spirit

Strategy

Provide opportunities for our community to be healthy and active

Service Activity

Provide and maintain sport and recreation facilities that meet community needs

      

 

Executive Summary

Active recreation sites, including sportsgrounds, at Jordan Springs and Mulgoa Rise are at various stages of development and require determination of allocation to seasonal user groups. A variety of sports clubs have enquired about use of these new sportsgrounds.

 

This report recommends that the procedure for determination of allocation to user groups at new sportsgrounds is via an Expression of Interest (EOI) application process and that submissions are assessed by the Recreation Working Party with a further report to Council outlining the recommendations of the Working Party.

 

Background

Council has a key role in the provision of community open space and recreational facilities which provide the basis for programs and services that facilitate, develop and promote sport, recreation, wellness and community engagement.

 

Council continues to provide a diverse range of playing fields and associated infrastructure, improving the sustainability and capacity of existing venues as well as planning and realising new facilities. As a result of this planning, and working collaboratively with developers, new sportsgrounds and associated ancillary facilities will become available to use by the community, at Mulgoa Rise and Jordan Springs, during the course of the next two years.

 

During the design and development process the new sportsground spaces at Mulgoa Rise and Jordan Springs have been maintained as generic and flexible in their design, with the capacity to cater for a wide range of sports, as no one sport or organisation has yet been identified as the end user group. Indicatively, the grass space provided at each site can accommodate (indicative designs are attached at Appendix 1 – lines denoting sports fields are only examples):

 

Jordan Springs - Cnr of Greenwood Parkway and Alinta PromenadeThe Village Oval

 

·    2 x full size rectangular fields or 1 x oval size field, floodlit to 100 lux, with amenities pavilion.

 

·    Ancillary facilities at this location include outdoor fitness equipment, parkour area, sport court areas, playground, learn to cycle area, pathways and car parking

 

 

 

 

 

Jordan Springs – The Northern Road

 

·    1 x modified field, floodlit to 100 lux, with toilet provision. This is adjacent to the planned all abilities playground.

 

Mulgoa Rise

 

·    3 x full size rectangular fields or 2 x oval size fields, floodlit to 100 lux, with central amenities pavilion.

 

·    Ancillary facilities at this site include two playgrounds, connecting pathways and car parking

 

At Mulgoa Rise, the facility is being constructed in two stages as a result of different land ownership and subsequent planning agreements. The developer is responsible for Stage 1 which will provide:

 

·    2 x rectangular fields or 1 x oval field with 100 lux floodlights, car parking and a playground.

 

Stage 2 is the responsibility of Council to construct and will provide:

 

·    1 x rectangular field or 1 x oval field with 100 lux lights, the central amenities building, a playground, connecting pathways and car parking.

 

Current Situation

Facility Provision

At Mulgoa Rise, first stage construction of playing fields has now commenced and it is anticipated that the grass coverage on the playing fields will be suitably established to be available for programmed sporting activity in the winter season in 2015.

 

The second stage of the facility’s development is programmed for completion in November 2015 which means that the amenity building will be available for the 2015/2016 summer season and the field will become available for full use in the 2016 winter season.

 

Given the time lapse between finalisation of Stage 1 and Stage 2, consideration regarding provision of temporary amenity facilities, to ensure that the sportsgrounds are functional for use, is currently being undertaken.

 

At Jordan Springs, the indications from the developer are that the modified field at the Northern Road site should be ready and suitable for programmed sports activity in the winter 2015 season. In relation to the sports fields at the Village Oval, the latest advice from the developer is that works are scheduled to commence on this site in February 2015.  The playing fields should therefore be suitably established to be available for programmed sporting activity from March 2016.

 

Facility Use

This is the first time that Council has the opportunity to provide and allocate new sports grounds for use by local community for a significant number of years. To enable sports, recreation entities and the new communities in the surrounding residential areas of Jordan Springs and Mulgoa Rise to have the most equitable opportunity to access these facilities, and to ensure that there is the best return on investment, it is proposed that an EOI application process is implemented for new sports ground allocations.

 

Council already implements a sportsground allocation process twice a year for the winter and summer seasons to ensure that existing sportsgrounds are utilised appropriately. It is proposed that the EOI process is an extension of the existing allocation process with applications for use of new sports grounds to be assessed against the following criteria:

 

-        The club/group is locally based and draws/or can clearly demonstrate that it will draw the majority of its membership base from, in priority order:

o   Mulgoa Rise

o   Glenmore Park

o   Penrith LGA

 

-        The club/group is incorporated, or can demonstrate that it is taking steps to become incorporated and is a not for profit recreation and sport organisation.

 

-        The club/group is affiliated to its local sporting association or, where there is no local sporting association the peak body to which it belongs. (Affiliation to peak bodies of the sport ensures that common standards and processes are in place for risk management, financial management, recruiting and retaining volunteers, insurance, member protection, child protection, and best practice program development and delivery)

 

-        The club/group’s application for use of the new sportsground is endorsed by the club/group’s local association or, where there is no local association the peak body to which it belongs. Should the club/group be newly formed this endorsement must state the likelihood of the club/group attaining relevant affiliations.

 

-        Demonstrated participation trends, capacity to accommodate growth and need for the club/groups activity at the new sportsground. Or, in the case of a new club/group, demonstrate the sports participation trends in the Penrith LGA, and need for the club/groups activity at the new sportsground.

 

-        The ability, or clearly demonstrated commitment, to meet the various requirements/considerations outlined in Council’s ‘Conditions of Hire and Use of Sportsgrounds’.

 

-        The activity type and proposed amount of use is appropriate to the facilities provided, capacity of the venue, and the strategy for the sport in the Penrith LGA.

 

-        The club/group must demonstrate a commitment to community sport participation for all abilities over elite sporting activities and that it promotes/will promote equitable access.

 

-        Demonstrated, or commitment to, good club governance, and adherence to policies, procedures and practices of Council, and the sport.

 

-        Demonstrated human resources (volunteers) are available to the club and that these resources are suitably qualified to perform the function required e.g. coaches, canteen and food handling etc.

 

-        Demonstrated financial sustainability and the ability to contribute to the ongoing maintenance and development of the facility.

 

-        Demonstration of, or commitment to, being a community partner and providing community benefit.

 

-        Willingness to share use of the facility, as a community asset, in accordance with the capacity of the facility including grounds, canteen, amenities etc.

 

-        A commitment  to attend seminars, workshops, forums and the like organised by Council, the sports’ association or peak body, NSW Sport and Recreation and the like.

 

-        Willingness to, or demonstration of, participation in initiatives such as ‘Good Sports Program’ (alcohol management program for sports clubs), no smoking at sportsgrounds etc.

 

It is recognised that the majority of local sporting organisations remain dependent on a volunteer based framework. The criteria in the EOI process have not been designed to overburden the volunteers but, instead, to realise the most equitable process through which the future allocation of new sportsgrounds will provide the outcome with the most value reflecting both sport and community needs. The majority of information sought should be available or supported by the sports’ governing association. In addition, should a new group be establishing there is a significant amount of information available from NSW Department of Sport and Recreation through ‘Running Your Club’ which will assist any club/group in its submission.

 

Should the recommendations in this report be endorsed it is proposed that the process and timeframe in Appendix 2 is implemented for the allocation of the new sportsgrounds at Mulgoa Rise and those at Jordan Springs. This process identifies that communication about the EOI for Mulgoa Rise Stage 1 and the Northern Road site at Jordan Springs will commence in September 2014 with recommendations about the allocation of the venue being presented to Council’s scheduled Ordinary Meeting on 15 December 2014. In relation to Mulgoa Rise Stage 2 and Jordan Springs sports fields at the Village Oval, the process will commence in April 2015 with a report to be presented to Council in September 2015. Prior to the reports being provided to Council it is proposed that, a presentation outlining the applications for use, is provided to Council’s Recreation Working Party.

 

Final determination of field allocation will not result in an exclusive use agreement for the clubs/groups using the facility. Successful applicants will receive a ‘first right to use’ the grounds as per days and times provided to and approved by Council. On occasion there will be ad hoc requests to use the fields by schools, events, competitions and other activities.

 

Conclusion

This report provides an overview of the proposed EOI and allocation process for new sportsgrounds, in particular those being, or soon to be constructed at Mulgoa Rise and Jordan Springs.

 

The Expression of Interest process aims to ensure that there is the fullest and most equitable opportunity for community clubs/groups to outline sport and recreation needs and their capacity to deliver quality, sustainable outcomes which provide opportunities for our community to be healthy and active. It is important that Council ensures that all sportsgrounds are well programmed, well managed and well accessed.

 

 

RECOMMENDATION

That:

1.    The information contained in the report on Allocation for the Use of New Sportsgrounds be received.

2.    Council endorse the Expression of Interest process as detailed in this report for the allocation of new sports grounds.

 

 

ATTACHMENTS/APPENDICES

1.  

Mulgoa Rise and Jordan Springs Concept Plans

2 Pages

Appendix

2.  

Expression of Interest Process

2 Pages

Appendix

  


Policy Review Committee Meeting                                                                               11 August 2014

Appendix 1 - Mulgoa Rise and Jordan Springs Concept Plans

 

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Policy Review Committee Meeting                                                                               11 August 2014

Appendix 2 - Expression of Interest Process

 

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Policy Review Committee Meeting                                                                 11 August 2014

 

 

 

5

Lease Arrangements - Nepean District Tennis Association, Penrith Cricket Club, Penrith Rugby Union Football Club   

 

Compiled by:               Virginia Tuckerman, Recreation Co-ordinator

Authorised by:            Andrew Robinson, Recreation Manager 

Requested By:            Councillor Bernard Bratusa

 

Outcome

We are healthy and share strong community spirit

Strategy

Provide opportunities for our community to be healthy and active

Service Activity

Manage sport and recreation facilities, programs and services

      

 

Executive Summary

This report outlines comparative details, as requested by Councillor Bratusa at Council’s Ordinary Meeting on 24 March, with regards to leasing arrangements, maintenance costs, on site utility costs, marketing and/or any financial support in relation to facilities at which Penrith Cricket, Penrith Rugby Union, and the Nepean District Tennis Association (NDTA) operate.

 

The report highlights that current facility use is either under the terms of a lease agreement, licence agreement, or hire agreement. These have been established over a period of time and, dependent on the type of agreement, the user of the facility has differing levels of responsibility in management and operational terms.

 

The report also outlines that in the case of Penrith Rugby Union Club’s use of Andrews Road, the existing licence agreement has concluded and that a new proposed licence agreement has been developed. Similarly, the existing lease agreement with NDTA at Woodriff Gardens has expired and, given the uncertainty of the timescales for the future of facility, there is the opportunity to revise any agreement in consideration of this. In relation to Penrith Cricket Club, it operates at Howell Oval under a letter of agreement and hire agreements at Cook Park and Rance Oval. 

 

A review of the various agreements identifies that there are similarities, particularly that the facility users at each venue are responsible for payment of utility costs. In general terms the major differences that have emerged, in reviewing the agreements, are:

 

-        NDTA is responsible for sports surface maintenance and replacement and grounds maintenance.

-        NDTA is responsible for the removal of waste and garbage.

-        NDTA is responsible for floodlight replacement and maintenance/repair of associated infrastructure.

-        NDTA is responsible for repairing all broken or damaged plumbing, lighting, heating, and electrical equipment, and other fixtures and fittings of the lessor.

-        NDTA is responsible to paint, colour and paper with materials, all parts of the premises previously painted, coloured or papered.

 

The report indicates that, while there may be similarities and differences in the use agreements, Council has consistently supported the users through financial assistance, and Officer support (e.g. developing grant submissions, developing programs such as In2Tennis) regardless of terms in the agreement, to assist with the long term sustainability of the user groups.

 

The report recommends that the information be received; a revised agreement of use is finalised between Nepean District Tennis Association and Penrith City Council; the draft licence for use of Andrews Road sportsground by Penrith Rugby Union Football Club is advertised in accordance with terms of s47a of the Local Government Act 1993 and a further report be provided to Council; and a licence agreement for use of Howell Oval is finalised with Penrith Cricket Club with a further report to be presented to Council.

Background

Facility access agreements, particularly those covering ongoing access for an extended period of time, are usually presented to a sporting group in the form of a lease or licence. In addition, groups may also hire facilities for short term or ad hoc access.

 

The term ‘lease’, ‘licence’ and ‘hire’ tend to be used interchangeably to indicate any access agreement, however there are some significant legal differences.

 

A lease is a right granted by the owner of the land for an occupant to have exclusive use of that land for a specified period of time in exchange for a rental payment. In a sporting context, lease agreements are usually used where the site is either fully occupied for a specific purpose, for example bowling greens, tennis courts, synthetic hockey pitches; or where a club has made substantial contributions to the development of the site.

 

From a legal perspective, a lease arrangement creates an interest in the land and/or facility. If a lease agreement grants to the lessee exclusive occupancy over the land or facility it follows the maintenance and management expectations placed on the lessee will usually be much greater than they are under licence or hire agreements. As such, the terms and conditions of the lease agreement will generally be extensive.

 

Under the terms and conditions of a licence contract, the licensee is granted permission to access the property for a specified purpose(s), such as conducting a sporting activity, at specified times, and under specified conditions. As a licence does not provide for exclusive use of a facility beyond the specified times of access no ‘interest’ in the land is created. It is therefore reasonable to expect the rights and obligations of the lessee in respect to maintenance and management requirements of the facility will be less stringent under a licence agreement than a lease agreement.

 

Hire agreements are usually for short term or irregular one-off uses of a facility. In the case of hire agreements, the guidelines for use of a facility will be dependent on the hirer accepting the owners/hirers specific terms and conditions of hire of facilities. Similar to licence agreements, hire agreements do not create any interest in the facility and any responsibility either party has the other in regard to use of the facility ends when the agreed hire period expires.

 

A report was provided to Council’s Ordinary Meeting on 22 July 2013 outlining the historical and current arrangements in relation to agreements for use of sports grounds and tennis facilities in the City. The earlier report outlined the arrangements, highlighted in the following sections of this report, in place for NDTA at Woodriff Gardens; Penrith Rugby Union Football Club at Andrews Road; and Penrith Cricket Club at Howell Oval, Rance Oval, and Bill Ball Oval – Cook Park.

 

 

 

 

 

The 22 July 2013 report outlined:

 

i)        Nepean District Tennis Association - Woodriff Gardens (Lease Agreement)

 

The operation and management of Woodriff Gardens Tennis Complex is subject of a lease between the lessor being Council and the lessee being Nepean District Tennis Association Inc. (NDTA)

 

The lease was signed in 1992 with a twenty year term. Since 2012, Nepean District Tennis Association has been occupying the facility under clause 3.2 of the lease agreement, while determination about the future of the site and the provision of a Regional Tennis Facility is reached. The lease states:

 

‘If the Lessee continues to occupy the premises beyond the expiration of the term of the lease with the consent of the Lessor, otherwise than pursuant to a further lease granted by the Lessor to the Lessee, he shall do so as a monthly tenant only……’

 

At the commencement of the lease a minimum rent was set at:

 

‘the sum of $18,000 during the first year of the term of this Lease, and thereafter such amount as may be determined pursuant to Schedule Three.’

 

Currently, Nepean District Tennis Association is paying an annual rental sum of $28,560 (excl. GST) per annum, or $2,380 (excl. GST) per month. This figure has remained unchanged since February 2008 in order to support the NDTA to remain financially sustainable. Income received from the lease contributes to Council’s income and expenditure budget for tennis courts with any surplus being retained in the Recreation Reserve.

 

The lease includes numerous clauses around maintenance and repairs, cleaning, insurances, permissible use and the like. Within the terms of the existing lease it is also the lessee’s responsibility to resurface and maintain the tennis courts, maintain the grounds within the boundaries of the lease agreement, and to replace floodlight lamps.

 

ii)  Penrith Rugby Union Football Club – Andrews Road (Licence Agreement)

 

The operation and management of Andrews Road rugby complex is subject of a licence between the lessor being Council and the lessee being Penrith Rugby Union Football Club.

 

The most recent five year licence agreement expired in 2012 and Clause 3 of the agreement has been activated:

 

‘If the Union Club continues in occupation of the Land after the expiration of the term of the licence shall in all covenants and conditions continue as a yearly licence only to be determined by one month’s notice in writing  from either party at a fee payable in the preceding period.’

 

Under the term of the licence agreement, the annual licence fee that has been set is $1720 per annum inclusive of GST. Clause 32 of the licence identifies that:

 

Council will maintain its annual grant to the Union Club of not less than $20,000 per annum to assist the Union Club to undertake its responsibility  pursuant to Clause 8 hereof but not limited to those matters.’

 

Clause 8 of the Licence Agreement identifies that the Union Club shall at all times be responsible for the following items:

 

‘Maintenance of all internal improvements of the building including but not limited to chattels, carpets, bar, fixtures and fittings.

 

Mowing and maintenance of external areas outside perimeter fence of the field, excluding the top field;

 

Maintenance of all Union Club structures such as storage containers, canteen and ticket booths, including graffiti control.

 

Keeping the grounds free of rubbish.’

 

 

iii) Penrith Cricket Club – Howell Oval, Cook Park, Rance Oval (Hire Agreement)

 

The operation and management of Howell Oval, Rance Oval and Cook Park is subject of a and sportsground hire agreement between Council and the Penrith Cricket Club.

 

At the time of the 2013 report a sum of $71,979 indexed annually was allocated to Penrith Cricket Club for the maintenance of the three turf cricket pitch tables at Howell Oval, Cook Park and Rance Oval. Council’s Parks Department also mow the outfields at Cook Park and Rance Oval at a cost of $18,300 per season, as well as undertake the maintenance of the ground surrounds at each venue including vegetation management and litter removal.

 

Correspondence with Penrith Grade Cricket Club has outlined maintenance and management responsibilities for the recently developed cricket facility buildings at Howell Oval with this yet to be formalised into a licence agreement for this venue.

 

Current Situation

 

Since presenting the report to Council on 22 July 2013, the following has occurred or changed:

 

i)                Nepean District Tennis Association - Woodriff Gardens (Lease Agreement)

 

Representation has been received from NDTA in relation to reviewing and amending the terms of the existing lease arrangement given the uncertain nature of the long term future of tennis facilities at Woodriff Gardens. Following some discussion in the latter part of 2013, NDTA’s licence fee has subsequently remained unchanged for 2014-2015.

 

Given the age of the existing lease agreement with NDTA and the uncertainty of the longevity of the Woodriff Gardens site, Council Officers are continuing to review operational and financial arrangements for other tennis facility venues in other Local Government areas, as well as Tennis NSW’s  ‘Policy for Leasing Tennis Facilities’, to establish whether there is the opportunity to contemporise the existing lease with NDTA. A summary table of findings in relation to the management of other courts, and Tennis NSW’s ‘Policy for Leasing Tennis Facilities’ is attached at Appendix 1.

 

Penrith Panthers has been identified as the preferred site for the development of a Regional Tennis Facility, endorsed at Council’s Policy Review Meeting on 3 February 2014.

 

Council has funded $24,500 of tennis court maintenance repairs and, in the last two

weeks, committed to the expenditure of approximately $20,000 (awaiting final quotes) for the repair/replacement of up to 10 baseline court areas.

 

To resolve electrical supply to the floodlights and upgrade the switchboard, Council has expended $19,000.

 

In relation to general repairs and maintenance (including essential services, gutter

cleaning and other minor building repairs), Council expended $3,409 in 2013/2014.

In 2012-2013 this figure was $7,248 and this included the annual paint program (although it is identified in the lease as the responsibility of the lessee), and in 2011-2012 the amount was $3,341.

 

Council has contributed $5,000 and promoted the City wide ‘In2Tennis’ program which included widespread marketing and promotion of tennis facilities and programs including Woodriff Gardens.

 

In 2013, Council committed $3,000 to supporting NDTA’s Tennis Tie-Break Shoot Out

event. In 2012 this amount was $3,100 and, in 2011, it was $3,000.

 

During Easter 2014, NDTA hosted a tournament at St Marys Tennis Courts. Council Officers supported this event through waiving court and hall hire fees for the weekend of the competition, as well as undertaking additional maintenance. Council Officers have also supported the NDTA in compiling a grant submission for a shade awning at Woodriff Gardens which, unfortunately, was unsuccessful.

 

Other than the investment that Council has made in Woodriff Gardens, and the marketing and promotion of the sport of tennis in the last 12 months, in the last 5 years Council has provided over $50,000 towards facility upgrades including provision of a security fence, repair and replacement of damaged court fencing, relocation of the table tennis facilities in order for NDTA to create a club room and ‘pro-shop’, repair/replacement of a water bubbler, installation of bicycle racks, as well as occasional ‘in kind’ contribution such as the removal of waste too large to be collected in garbage bins.

 

ii)               Penrith Rugby Union Football Club – Andrews Road (Licence Agreement)

 

At the start of July 2014, negotiations with Penrith Rugby Union Club concluded and a proposed new licence agreement has been agreed and will be put into operation subject to Council approval. There are significant changes that have been made in the new proposed licence agreement, compared to the previous agreement, these include:

 

-        An increase in the licence fee. It is proposed that the lessee will be charged Council’s annual fee for a full size floodlit field, per season, for each of the fields used. Currently this is $1,150 per field, per season. Given that the club has a full year’s use (winter and summer season) of two floodlit fields, the total annual licence cost for both fields will be $4,600.

 

-        Council’s annual subsidy of $20,000 will be maintained in a Council Reserve for the term of the licence for the purpose of undertaking facility maintenance and development, rugby sport development program provision, and/or master planning those facilities identified in the licence agreement. Expenditure of the subsidy will be determined by the Club and Council Officers at the start of each year of the licence agreement.

 

-        A comprehensive maintenance and repair schedule has been developed with clearly assigned responsibilities.

 

-           An increased requirement of the lessee to provide Council with reports outlining use

and operational management outcomes.

 

The proposed licence agreement is attached at Appendix 2 and this report recommends that the agreement is progressed, in accordance with the terms of s47a of the Local Government Act 1993.

 

In the last 12 months Council has expended a total of $12,590 on general building repairs and maintenance, and has been responsible for all grounds maintenance (playing surface and surrounds) at a cost of approximately $10,000 with an additional $5,000 for top dressing in 2013/2014. $20,000 has also been expended on emergency electrical maintenance and repair.

 

Between 2009-2013, Council has expended $70,261 on repair and maintenance of the buildings at Andrews Road, with a further $7,940 expended on renewing fencing and bollards to the training field.

 

Penrith Rugby Union Club were recently successful in applying for a grant from the Community Building Partnership, with the $30,000 awarded facilitating the installation of a canteen. Council Officers provided the Club support during the application process.

 

iii)               Penrith Cricket Club – Howell Oval, Cook Park, Rance Oval (Hire Agreement)

 

Council endorsed an increase to Penrith Cricket Club’s subsidy of $10,000 in 2013-2014 at its Ordinary Meeting on 16 December 2013 and, recommended that: 

 

‘Council Officers work with the Penrith Cricket Club to enable the request for an increase to the grounds maintenance subsidy to be a part of the 2014-15 budget development’.

 

An increase to the grounds maintenance subsidy of is now included in Council’s 2014-2015 budget with the club now receiving $105,922. In the report to Council, on 16 December 2013, it was also identified that in addition to the maintenance subsidy, Council’s endorsed 2013-2014 fees and charges schedule did not include ground hire for the Club’s use of these facilities, providing a further subsidy to the Club of $3,930 annually.

 

Excluding costs associated with the construction of the new cricket pavilion at Howell Oval, Council has provided contributions totalling $52,000 towards the installation of a new electronic scoreboard, and renewal of sightscreens at Howell Oval in the last 5 years. In relation to general repair and maintenance of the buildings, in 2013-2014 the cost to Council has totalled $14,746. Between 2009-2013, this figure totalled $42,604. For Cook Park and Rance Oval together, the total amount expended on building repair and maintenance between 2009-2014 is shown as $20,067.

 

In the last two years, the Club has been successful with two Community Building Partnership applications to install fencing and shade, as well as construct a changing/kitchenette facility at Rance Oval. The total of these grants is $55,000, with the club providing $27,000 and Council contributing $36,000 from the Local Open Space S94 Contributions Plan. The final contribution to the canteen/kitchenette will be determined once detailed designs are finalised and quotes obtained.

 

 

 

 

Conclusion

 

It is difficult to draw a direct comparison between the use agreements affecting NDTA, Penrith Rugby Union Football Club, and Penrith District Grade Cricket Club at Woodriff Gardens, Andrews Road and Howell Oval. History, exclusive use versus non exclusive use, the provision commercial/semi commercial or non-commercial activities, and type of facility are just some of the considerations to be assessed in any final analysis.

 

In general terms the major differences that have emerged, in reviewing the agreements, are:

 

-        NDTA is responsible for sports surface maintenance and replacement and grounds maintenance.

-        NDTA is responsible for the removal of waste and garbage.

-        NDTA is responsible for floodlight replacement and maintenance/repair of associated infrastructure.

-        NDTA is responsible for repairing all broken or damaged plumbing, lighting, heating, and electrical equipment, and other fixtures and fittings of the lessor.

-        NDTA is responsible to paint, colour and paper with materials, all parts of the premises previously painted, coloured or papered.

 

These differences are as a result of NDTA historically entering into a lease compared to the obligations of a licence or hire agreement. However, this report has highlighted that despite the terms of the lease arrangement with NDTA the level of collaboration between Council and the Association has ensured that the operations continue at Woodriff Gardens in a sustainable manner.

 

In reviewing the agreements as part of the request for this report it is apparent that in a number of areas, the NDTA lease does need to be contemporised, particularly as there are clauses that have become out of date during the course of the last 20 years and, because current practice employed regarding maintenance and renewal is not reflected in the agreement. Tennis NSW’s Policy for Leasing Tennis Facilities provides a framework to progress this modernisation, and the research regarding other tennis facilities provides benchmarks that can also be used as a base.

 

Furthermore, should Council endorse the recommendation to progress to advertising the revised licence agreement for Andrews Road, in accordance with the s47a of the Local Government Act 1993, it offers the potential to utilise this framework as a template for any future agreement at Woodriff Gardens as well as to develop a formal agreement with Penrith Cricket Club for use of Howell Oval.

 

 

RECOMMENDATION

That:

1.    The information contained in the report on Lease Arrangements - Nepean District Tennis Association, Penrith Cricket Club, Penrith Rugby Union Football Club be received.

2.    A revised agreement of use for Woodriff Gardens is finalised between Nepean District Tennis Association and Penrith City Council.

3.    The draft licence for use of Andrews Road sportsground by Penrith Rugby Union Football Club is advertised in accordance with the terms of s47a of the Local Government Act 1993 with a further report to be presented to Council.

4.    A licence agreement for use of Howell Oval is finalised with Penrith Cricket Club with a further report to be presented to Council.

 

 

ATTACHMENTS/APPENDICES

1.  

Draft Tennis NSW Leasing Policy and Lease Review

14 Pages

Attachments Included

2.  

Andrews Road Proposed Licence Agreement

15 Pages

Attachments Included

3.  

Andrews Road Proposed Licence Maintenance Schedule

5 Pages

Attachments Included

  


Policy Review Committee Meeting                                                                 11 August 2014

 

 

 

6

St Marys Tennis Courts Maintenance and Management   

 

Compiled by:               Virginia Tuckerman, Recreation Co-ordinator

Christopher Brown, Recreation Facilities & Programs Officer

Authorised by:            Andrew Robinson, Recreation Manager 

Requested By:            Councillor Prue Car

Councillor Bernard Bratusa

 

 

Outcome

We are healthy and share strong community spirit

Strategy

Provide opportunities for our community to be healthy and active

Service Activity

Provide and maintain sport and recreation facilities that meet community needs

      

 

Executive Summary

At Council’s Policy Review Meeting on 10 March 2014, Councillor Bratusa requested a report regarding the operation of St Marys Tennis Courts, in particular:

 

-    Cost of repairs to the courts/amenities.

-    Current lease arrangements.

-    The option to offer the tennis courts to Nepean District Tennis Association (NDTA) to

       manage the facility as an interim arrangement.

 

Representation from Councillor Car has also been received in relation to the maintenance of the courts at St Marys.

 

This report provides information in response to the matters raised and recommends that the information on tennis court maintenance and management be received.

 

Background

Council developed a Tennis Development Plan in 2012 in response to; the desire for a Regional Tennis Facility promoted by the Nepean District Tennis Association (NDTA), identified tennis participation trends and facility conditions, the rescinding of leases at the St Marys and St Clair tennis court facilities, as well as challenges presented at Council’s other tennis court sites such as their isolation, condition and management difficulties. The Plan was presented to Council’s Policy Review Meeting on 25 July 2012 where it was adopted.

 

The Plan outlined the current status of the delivery of tennis across the City and identified opportunities to enhance the participation, programming, competition and management opportunities. In relation to management, the report made the recommendation:

 

‘Test the opportunity for the collective management of tennis courts across the City and establish a robust, unified and consistent management structure.’

 

The document also examined the provision and quality of Penrith City tennis facilities, through a comprehensive facility audit, and identified opportunities for improvements of the existing and future facility network with associated estimates of cost. A recommendation of the report was:

 

‘Deliver a program of minor repair and maintenance activities across the City’s tennis courts, with more targeted compliance and risk maintenance to be implemented.’

 

Current Situation

St Marys tennis courts are part of a precinct providing sports and recreation opportunities at South Creek Park, including athletics, BMX, aquatics, as well as rugby league and touch football. Council’s adoption of Blair Oval as the preferred site for an all weather athletics track, at its Policy Review Meeting on 12 May 2014, has presented the opportunity to progress more detailed designs and operational planning for this site, including the future development and operation of the St Marys tennis courts.

 

Council’s adopted Tennis Development Plan provides the following analysis in relation to St Marys tennis courts:

 

‘Consideration needs to be given to the overall reduction in the number of courts at the

site and the site’s overall purpose and function within the local tennis context, prior to committing investment into its redevelopment. An overall master plan for the precinct would assist in determining the best placement for tennis facilities within the overall precinct.

 

The disconnected areas of the tennis amenity buildings, including office, kitchen and toilets create little ability to use them as a central functioning area for any tennis management activities. These amenities are considered functionally obsolete. The isolated location also makes these facilities a potential target for vandalism and they would be considered a safety issue for any staff member undertaking cash handling responsibilities.

 

The condition of the building and its amenities are poor and do little to create an atmosphere where players and spectators would want to be. The kitchen is not usable and would fail to meet current health standards and regulations.

 

The potential use and conversion of the adjacent Community Hall would create an alternative for use as a centre management office and the re-establishment of a tennis club. Investment into this area should tennis remain at the site would be encouraged as opposed to reinvesting in bringing the tennis amenities up to standard.’

 

Given the findings of the Tennis Development Plan and that long term future planning is commencing in relation to the development of South Creek Park (in particular, Blair Oval), consideration about the ongoing management and maintenance of the St Marys tennis courts has focused on balancing both the short term and future need as well as potential opportunities.

 

In relation to management, in the short term, the options appear to be continued management by Council, management by the NDTA, or entering into an arrangement with Penrith Aquatic and Leisure Ltd (managing Ripples). Dependent on finalization of the future master plan for South Creek, longer term opportunities appear to be presented by creating a Community Tennis Hub being piloted by Tennis Australia or, seeking Expressions of Interest (EOI) for the long term development and management of the site by a commercial entity. Another opportunity may also present itself should a Regional Tennis Facility be built in the City with centralization of tennis facility management as a result.

 

With regards to maintenance, the facility audit for St Marys (provided to Councillors under separate cover) in the Tennis Development Plan has identified a range of work to be completed. However, given the cost estimates for this maintenance and renewal there appears to be better value for money in limiting maintenance and continuing to maintain the courts and buildings in a safe condition until the detailed design for South Creek, including the athletics track, is concluded.

 

Management of St Marys Tennis Courts

 

i)                Council Management

 

Currently, Penrith City Tennis Club books St Marys tennis courts every Saturday for 3 hours and there is an estimated 60-70 participants each week. As far as other use is concerned, courts are booked on average for a total of 20-25 hours per week, with utilization by approximately 100-130 participants. St Marys tennis courts and clubhouse are currently directly managed by Council, with Council’s Recreation Officers taking bookings and ensuring that participants and hall hirers get access to the courts and the buildings at the booked time. This arrangement has existed since the previous lessee rescinded its lease on the courts in 2011.

 

Given the volume of use at the courts this arrangement is currently manageable by Council’s Recreation Officers. However, to improve the service, new court access technology is being explored, as well as the cost benefits of installing this technology. This technology will allow users to book, pay for courts and activate floodlights via the Web, receive a pin code and gain entry via a key pad mechanism at the facility.  Any determination about the installation of such a system will ultimately be prioritized against the ongoing maintenance requirements of the site and providing a facility which is ‘fit for purpose.’

 

ii)               Nepean District Tennis Association

 

The Nepean District Tennis Association has expressed that it could assist in managing St Marys tennis courts if the facility is of an appropriate and compliant standard and other ancillary infrastructure is put in place e.g. a computerized management information system, office ‘fit out’ and the like. However, it is the understanding that providing a management service at St Marys is not the Association’s highest priority at this time. The NDTA has expressed that operations will continue to be focused on Woodriff Gardens to ensure sustainability of operations at that site in the first instance.

 

There were conversations prior to the development of the Tennis Development Plan with the NDTA about its capability to manage and operate all tennis court facilities across the City. However, at the time of these conversations, there were still incumbent tennis facility lessees and the NDTA also expressed concern about asset condition and the ongoing maintenance and renewal liabilities.

 

iii)      Penrith Aquatic and Leisure Ltd.

 

The Tennis Development Plan identifies that use of Ripples Leisure Centre, to promote court management and access is likely to be the most efficient and cost effective mechanism for operation in the short term and there has been preliminary discussion between the General Manager of Penrith Aquatic and Leisure Ltd (PAL) and Council Officers in this regard. At this stage, should this option be progressed there has been initial conceptual thinking of how this may work. This thinking has considered that a suitable arrangement, whereby Penrith Aquatic and Leisure Ltd are able to afford its members free or discounted rates for use of the courts, or the centre gains access to the facility for ancillary programs, could present an opportunity. There are further considerations to be made in this respect with the General Manager of PAL requiring presentation of any concept to the Board, and Council Officers seeking future endorsement from Council.

 

 

iv)              Community Activity  Hub – Tennis Australia

 

Tennis Australia are currently investigating and developing ‘pilot sites’ for Community Activity Hubs. As a result of Tennis Australia’s market research and changing recreation trends, it has been identified that smaller venues (4-8 courts) including smaller ‘hot shot’ (junior) tennis courts, that provide community amenities (e.g. playground, café, meeting space) and are connected to a precinct with other sports and recreation facilities present the opportunity to generate greater participation. A ‘Hub’ will provide affordable, accessible, active/vibrant recreation opportunities with quality service.

 

Should this model be implemented at South Creek Park, it will be in accordance with the findings of the Tennis Development Plan which identified that consideration should be given to reducing the number of courts at St Marys tennis courts. In addition, a Community Activity Hub fits within the recreation precinct concept at South Creek Park and, will complement any future development of an all weather athletics track, any enhancements to Ripples should they a happen in the future, and the ongoing regeneration of St Marys into the future.

 

At this stage, preliminary investigative discussions have taken place with Tennis Australia.

 

v)               Regional Tennis Facility

 

As part of the deliberations about the Regional Tennis Facility a variety of management models for tennis facilities have been explored and performance benchmarked. It may be possible, dependent on the final management outcome for the Regional Tennis Facility, that this arrangement could incorporate the management of the other courts in the City. Tennis NSW has indicated its willingness to continue this discussion at the appropriate time.

 

vi)              Commercial Management

 

During the course of the last six months there have been three separate approaches from commercial entities seeking the opportunity to create a multi-sport court facility, including tennis courts, at the St Marys tennis centre. As there has been no formal process in place in relation to receiving Expressions of Interest for the development of the St Marys tennis courts, this interest has been registered with the entities being advised that they will be notified as to the process, should Council endorse this approach.

 

The interest expressed suggests that this is an opportunity that should be further explored within the overall master plan for the South Creek area. This could include commercial entity developing and managing:- a tennis facility; a tennis and multi-sports court facility; incorporating the future development and management of the all weather athletics track into any facility and management planning; or engaging a commercial entity in the development of a Community Tennis Hub with Tennis Australia.

 

Facility Maintenance and Renewal

 

Currently, St Clair Leisure Centre staff undertake operational maintenance at all tennis complexes, (except Woodriff Gardens) on an average of 21 hours per week and at a employee cost of $32,500 (excluding on costs) annually. Typically, on a weekly or bi-weekly basis (including St Marys tennis courts), the St Clair Leisure Centre staff:

 

-        Perform basic court maintenance tasks including grooming.

-        Blow leaves/vacuum courts and immediate surrounds.

-        Mow and ‘whipper snip’ around courts and immediate surrounds.

-        Pick up any debris and rubbish from courts and immediate surrounds.

-        Empty rubbish bins from sites.

-        Tighten and repair tennis nets if required.

-        Clean BBQ’s at courts if required.

-        Remove weeds on courts.

-        Prune trees when required.

-        Remove, or report, any graffiti.

 

In addition to this general maintenance, Council has expended $27,000 in 2014 to date, at St Marys tennis courts, completing; court surface repairs and court cleaning, making provision for improved lighting of the toilets and painting the kitchenette. During the course of the last 5 years, approximately $113,000 has been expended at St Marys tennis courts on items such as floodlight repair and maintenance, provision of air conditioning in the hall, general fence repairs and grounds repairs, lock replacement, pest control, painting, maintenance of essential services and the like.

 

The facility audit for St Marys tennis centre, completed as part of the Tennis Development Plan, and previously reported to Council at the time of the Plan’s adoption, identifies that an estimated $248,000 will be required in the next 5 years for tennis court and ancillary infrastructure renewal (excluding further floodlight upgrades/renewal). In relation to building asset renewal, a sum of $201,000 has been identified as required to be expended during the course of the next 5 years, with up to a further $200,000 being required to be spent by 2024.

 

In terms of income, St Marys tennis courts has averaged approximately $15,000 per annum since 2010-2011.

 

Conclusion

There are a range of opportunities currently under investigation that could provide very positive outcomes for the provision of tennis and community recreation activities in St Marys. To realise these outcomes further investigation is required in some instances (such as the Community Activity Hub, with Tennis Australia), while more detailed design facility planning is required in others (incorporating future plans for the all weather athletics track). There is also the opportunity to test commercial interest in facility development and management at the St Marys Tennis Courts through an Expression of Interest process, as well as progress discussion with Tennis NSW regarding centralised management of tennis court facilities should a Regional Tennis Facility be developed in Penrith.

 

Given that this range of opportunities requires investigations to be finalised it is proposed that, in the interim period, management of St Marys tennis courts continues under the current arrangements and that maintenance on the facility is undertaken to a level, within resources available, which promotes a safe and clean venue.

 

 

RECOMMENDATION

That the information contained in the report on St Marys Tennis Courts Maintenance and Management and Management be received.

 

 

ATTACHMENTS/APPENDICES

There are no attachments for this report  


 

 

Outcome 7 - We have confidence in our Council

 

 

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



 

ATTACHMENTS   

 

 

Date of Meeting:     Monday 11 August 2014

Report Title:            Our River Plan of Management and Riparian Vegetation Management Plan

Attachments:           Nepean River ‘Our River’
Draft Plan of Management for Tench Reserve, River Road Reserve and Weir Reserve.  5 August 2014

                                Nepean River ‘Our River’
Riparian Vegetation Management Plan, 29 July 2014

                                Vegetation Management Plan
Community Workshop 7th May 2014
Report Prepared by People, Place and Partnership Pty Ltd
May 2014



Policy Review Committee Meeting                                                                               11 August 2014

Attachment 1 - Nepean River ‘Our River’ / Draft Plan of Management for Tench Reserve, River Road Reserve and Weir Reserve.  5 August 2014

 

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Policy Review Committee Meeting                                                                               11 August 2014

Attachment 2 - Nepean River ‘Our River’ / Riparian Vegetation Management Plan, 29 July 2014

 

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Policy Review Committee Meeting                                                                               11 August 2014

Attachment 3 - Vegetation Management Plan / Community Workshop 7th May 2014 / Report Prepared by People, Place and Partnership Pty Ltd / May 2014

 

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ATTACHMENTS   

 

 

Date of Meeting:     Monday 11 August 2014

Report Title:            Lease Arrangements - Nepean District Tennis Association, Penrith Cricket Club, Penrith Rugby Union Football Club

Attachments:           Draft Tennis NSW Leasing Policy and Lease Review

                                Andrews Road Proposed Licence Agreement

                                Andrews Road Proposed Licence Maintenance Schedule



Policy Review Committee Meeting                                                                               11 August 2014

Attachment 1 - Draft Tennis NSW Leasing Policy and Lease Review

 

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Policy Review Committee Meeting                                                                               11 August 2014

Attachment 2 - Andrews Road Proposed Licence Agreement

 

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Policy Review Committee Meeting                                                                               11 August 2014

Attachment 3 - Andrews Road Proposed Licence Maintenance Schedule

 

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