Agenda of Ordinary Meeting - 25 February 2019

Council_Mark_POS_RGB 2019 MEETING CALENDAR

January 2019 - December 2019

(Adopted by Council - 26 November 2018)

TIME

JAN

FEB

MAR

APRIL

MAY

JUNE

JULY

AUG

SEPT

OCT

NOV

DEC

Mon

Ordinary Council Meeting

7.00pm

25@

29v

27#

24*

26@

23^ü

28∞

25#+

Policy Review Committee

7.00pm

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 2018-2019 Annual Statements are presented
∞	Meeting at which any comments on the 2018-2019 Annual Statements are adopted
+	Meeting at which the Annual Report is presented
>	Briefing to consider Budget, draft fees & charges and corporate documents

- 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 Governance Coordinator, Adam Beggs on 4732 7597.

UNCONFIRMED MINUTES

OF THE ORDINARY MEETING OF PENRITH CITY COUNCIL HELD IN THE

COUNCIL CHAMBERS

ON MONDAY 17 DECEMBER 2018 AT 7:03PM

NATIONAL ANTHEM

The meeting opened with the National Anthem.

STATEMENT OF RECOGNITION

His Worship the Mayor, Councillor Ross Fowler OAM read a statement of recognition of Penrith City’s Aboriginal and Torres Strait Islander Cultural Heritage.

PRAYER

The Council Prayer was read by the Rev Neil Checkley.

PRESENT

His Worship the Mayor, Councillor Ross Fowler OAM, Deputy Mayor, Councillor Greg Davies, and Councillors Jim Aitken OAM, Todd Carney, Brian Cartwright, Robin Cook, Marcus Cornish, Kevin Crameri OAM, Mark Davies, Aaron Duke, Tricia Hitchen, Karen McKeown OAM and Kath Presdee.

APOLOGIES

301 RESOLVED on the MOTION of Councillor Kath Presdee seconded Councillor Jim Aitken OAM that apologies be accepted for Councillors Bernard Bratusa and John Thain.

CONFIRMATION OF MINUTES - Ordinary Meeting - 26 November 2018

302 RESOLVED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Mark Davies that the minutes of the Ordinary Meeting of 26 November 2018 be confirmed.

DECLARATIONS OF INTEREST

Councillor Mark Davies declared a Non-Pecuniary Conflict of Interest – Less Than Significant in Item 5 – Youth Week 2019 as he is on the Board of one of the groups receiving funding for Youth Week 2019.

Mayoral Minutes

1 Council Recognised for Environmental Excellence

Councillor Karen McKeown OAM spoke in support of the Mayoral Minute.

303 RESOLVED on the MOTION of Councillor Ross Fowler OAM seconded Councillor Karen McKeown OAM that the Mayoral Minute on Council Recognised for Environmental Excellence be received.

2 Former Mayor Achieves International Success

Councillors Greg Davies, Todd Carney and Marcus Cornish spoke in support of the Mayoral Minute.

304 RESOLVED on the MOTION of Councillor Ross Fowler OAM seconded Councillor Greg Davies that the Mayoral Minute on Former Mayor Achieves International Success be received.

3 Executive Manager Community and Chief Operating Officer Vicki O'Kelly Retires

Councillors Greg Davies, Marcus Cornish, Karen McKeown OAM and Mark Davies spoke in support of the Mayoral Minute.

305 RESOLVED on the MOTION of Councillor Ross Fowler OAM seconded Councillor Greg Davies That the Mayoral Minute on Executive Manager Community and Chief Operating Officer Vicki O'Kelly Retires be received.

Reports of Committees

1 Report and Recommendations of the Resilience Committee Meeting held on 21 November 2018

306 RESOLVED on the MOTION of Councillor Karen McKeown OAM seconded Councillor Kath Presdee that the recommendations contained in the Report and Recommendations of the Resilience Committee meeting held on 21 November, 2018 be adopted.

2 Report and Recommendations of the Local Traffic Committee Meeting held on 3 December 2018

307 RESOLVED on the MOTION of Councillor Marcus Cornish seconded Councillor Karen McKeown OAM that the recommendations contained in the Report and Recommendations of the Local Traffic Committee meeting held on 3 December, 2018 be adopted.

3 Report and Recommendations of the Policy Review Committee Meeting held on 10 December 2018

308 RESOLVED on the MOTION of Councillor Robin Cook seconded Councillor Tricia Hitchen that the recommendations contained in the Report and Recommendations of the Policy Review Committee meeting held on 10 December, 2018 be adopted.

DELIVERY PROGRAM REPORTS

Outcome 4 - We have safe, vibrant places

1 Tender Reference RFT18/19-12 Robin Wiles Park

309 RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor Tricia Hitchen

That:

1. The information contained in the report on Tender Reference RFT18/19-12 Robin Wiles Park be received

2. Romba Pty Ltd be awarded the contract subject to the execution of a formal agreement for Construction of landscape upgrades for Robin Wiles Park, North St Marys, for an amount of $388,000 excluding GST

3. Romba Pty Ltd be awarded the contract for installation of park furniture based on the schedule of rates and tender option prices provided.

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

2 Grant applications: State government funding for infrastructure and arts engagement projects

310 RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor Tricia Hitchen

That:

1. The information contained in the report on Grant applications: State government funding for infrastructure and arts engagement projects be received

2. Council endorse the grant application for $ 290,015 to Office of Responsible Gambling in September for the Construction of the Robin Wiles all-purpose recreation precinct project.

3. Council endorse the grant application for $65,020 to CreateNSW in September for the PAVEMENT+PADDOCK: suburban & semi-rural arts activation in Western Sydney project (Arts project funding for NSW)

4. Council endorse the grant application for $66,260 to CreateNSW in November for the PAVEMENT+PADDOCK: suburban & semi-rural arts activation in Western Sydney (Arts project funding for Western Sydney only)

5. Council endorse the grant application for $206,508 to CreateNSW in November for the Kingswood Corridors: connecting people, places & spaces as a community project (Strategic Partnership funding for Western Sydney only).

3 Works on private land to install lighting treatments to Broadwalk Arcade and Woodriff Lane

311 RESOLVED on the MOTION of Councillor Marcus Cornish seconded Councillor Todd Carney

That:

1. The information contained in the report on Works on private land to install lighting treatments to Broadwalk Arcade and Woodriff Lane be received.

2. Council approve the scoping and delivery of public works on private land at no cost to the property owners as described in this report.

Outcome 5 - We care about our environment

4 Peach Tree and Lower Surveyors Creeks Flood Study

312 RESOLVED on the MOTION of Councillor Kevin Crameri OAM seconded Councillor Marcus Cornish

That:

1. The information contained in the report on Peach Tree and Lower Surveyors Creeks Flood Study – Public Exhibition be received.

2. The Final Draft Peach Tree and Lower Surveyors Creeks Flood Study, November 2018 be endorsed for public exhibition for a period of no less than 28 days.

3. A further report to be presented to Council on the results of the public exhibition of the Final Draft Peach Tree and Lower Surveyors Creeks Flood Study, November 2018 addressing any submissions received during the exhibition period.

4. Council’s Engineering Services Department staff be thanked for their dedication to the preparation of the Peach Tree and Lower Surveyors Creeks Flood Study.

Outcome 6 - We are healthy and share strong community spirit

5 Youth Week 2019

313 RESOLVED on the MOTION of Councillor Marcus Cornish seconded Councillor Brian Cartwright

That:

1. The information contained in the report on Youth Week 2019 be received.

2. Council endorse the three recommended projects and funding amounts to the total value of $7,126 as outlined in Table 1 of this report.

6 Tender Reference RFT18/19-06 Childcare Consumables

314 RESOLVED on the MOTION of Councillor Marcus Cornish seconded Councillor Brian Cartwright

That:

1. The information contained in the report on Tender Reference RFT18/19-06 Childcare Consumables be received.

2. Klenall Industrial Supplies Pty Ltd be awarded the contract subject to the execution of a formal agreement for Childcare Consumables and contingent upon a satisfactory financial assessment.

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

7 Netball NSW Premier League Sponsorship

315 RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor Kath Presdee

That:

1. The information contained in the report on Netball NSW Premier League Sponsorship be received

2. Council endorse a $15,000 sponsorship of Panthers Netball for twelve (12) months.

3. The future sponsorship of Panthers Netball be evaluated once the Sponsorship Policy is adopted.

Outcome 7 - We have confidence in our Council

8 Write off of unrecoverable Sundry Debtor Accounts

316 RESOLVED on the MOTION of Councillor Tricia Hitchen seconded Councillor Brian Cartwright

That:

1. The information contained in the report on Write off of unrecoverable Sundry Debtor Accounts be received.

2. The four debts totalling $21,395 outlined within this report be written off as irrecoverable.

9 2019-20 Operational Plan - Budget Preparation and Settings

317 RESOLVED on the MOTION of Councillor Tricia Hitchen seconded Councillor Brian Cartwright

That:

1. The information contained in the report on 2019-20 Operational Plan - Budget Preparation and Settings be received.

2. Council make initial identification of particular matters to be considered in the preparation of the Draft 2019-20 Operational Plan.

3. Preparation of the Draft 2019-20 Operational Plan continue in the terms discussed in this report and outlined in the attached Annual Budget Guidelines & Settings.

10 Delegation of Authority to CivicRisk Mutual to Tender

318 RESOLVED on the MOTION of Councillor Tricia Hitchen seconded Councillor Brian Cartwright

That:

1. The information contained in the report on Delegation of Authority to CivicRisk Mutual to Tender be received

2. Council delegate its tender function for tenders that relate to CivicRisk Mutual and CivicRisk West to the respective Board under s377 of the Local Government Act while ever Penrith City Council remains a party to the Deed of Agreement.

11 Summary of Investments & Banking for the Period 1 November 2018 to 30 November 2018

319 RESOLVED on the MOTION of Councillor Tricia Hitchen seconded Councillor Brian Cartwright

That:

1. The information contained in the report on Summary of Investments & Banking for the Period 1 November 2018 to 30 November 2018 be received.

2. The certificate of the Responsible Accounting Officer and Summary of Investments and Performance for the period 1 November 2018 to 30 November 2018 be noted and accepted.

3. The graphical investment analysis as at 30 November 2018 be noted.

REQUESTS FOR REPORTS AND MEMORANDUMS

RR 1 Changes to SEPP for Boarding Houses

Councillor Tricia Hitchen requested a memo reply to all Councillors outlining the impact that the recent changes in State Environmental Planning Policy for Boarding Houses have had on current and approved development applications. The changes referred to are the requirement that there be a maximum of 12 rooms and 0.5 parking spaces per room.

RR 2 Jim Anderson Park

Councillor Tricia Hitchen requested a memo to all Councillors providing information as to whether Jim Anderson Park at Werrington Downs can be renamed Jim Anderson Reserve, or in conjunction with this another green space area in the city can be set aside for outdoor events as Jim Anderson Park is currently subject to flooding.

RR 3 Claremont Meadows Sign

Councillor Tricia Hitchen requested that a sign indicating the entry point to Claremont Meadows be placed at Gipps Street.

RR 4 Provision of Shade Structures at the Park at Morello Terrace/Hickson Circuit, Caddens

Councillor Mark Davies requested a memo reply to all Councillors regarding the provision of shade sails with coating within the park at Morello Terrace/Hickson Circuit, Caddens as there are no shade structures currently in the park, rendering it unusable during summer days.

RR 5 Road bridge at Eighth Avenue, Llandilo

Councillor Kevin Crameri OAM requested a memo reply to all Councillors detailing improvements that could be made to drainage on each side of the bridge at Eighth Avenue, Llandilo to minimise water overflowing onto the bridge and creating dangerous driving conditions.

RR 6 Noxious Weeds Notice

Councillor Kevin Crameri OAM requested a report to Council which provides a revision of the format of the noxious weeds notice currently appearing on Penrith City Council rates notices, as well as providing information on whether staff have reported or removed Apple of Sodom and Khaki Weed currently growing in culverts in Eighth Avenue, Llandilo.

RR 7 Mural on corner of Oxford and College Streets, Cambridge Park

Councillor Kevin Crameri OAM requested a memo reply to all Councillors regarding how much Penrith City Council has spent on continuing to repair the mural on the corner of Oxford and College Streets, Cambridge Park after continued application of graffiti and also investigating the possibility of painting over it to prevent further damage.

RR 8 Revised Tree Policy

Councillor Kevin Crameri OAM requested that the report on the revised Tree Policy for stand alone trees which he had previously requested now be reported to Council as soon as possible.

RR 9 St Marys Road, Berkshire Park

Councillor Kevin Crameri OAM requested a memo reply to all Councillors investigating modifications to the road construction in the area of St Marys Road where it meets Richmond Road in order to alleviate traffic congestion.

RR 10 100-102 Rickards Road, Agnes Banks

Councillor Kevin Crameri OAM requested that a briefing be held to discuss S149 certificate issues regarding 100-102 Rickards Road, Agnes Banks.

RR 11 Signage at Leonay

Councillor Karen McKeown OAM requested a memo reply to all Councillors concerning the provision of a town entry sign at Leonay.

RR 12 Parklands Avenue, Leonay

Councillor Karen McKeown OAM requested a memo reply to all Councillors regarding clearing the overgrown pathway at Parklands Avenue, Leonay.

RR 13 Proposed Badgerys Creek Airport - Provision of Sewerage Services

Councillor Greg Davies requested a briefing on the provision of sewerage services to the proposed Badgerys Creek Airport site.

There being no further business the Chairperson declared the meeting closed the time being 7:49pm.

PENRITH CITY COUNCIL

Procedure for Addressing Meetings

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

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

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

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

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

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

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

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

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

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

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

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

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

The person addressing the meeting needs to clearly indicate:

· Their name;

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

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

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

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

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

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

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

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

Glenn McCarthy

Public Officer

02 4732 7649

Ordinary Meeting 25 February 2019

Mayoral Minute

Locals recognised in 2019 Australia Day Awards

It is my great pleasure to congratulate two local residents on receiving an Order of Australia Medal (OAM) in the 2019 Australia Day Honours List on 26 January.

Vincent Le Breton OAM of Penrith was recognised for his dedication to the Brothers Penrith Junior Rugby League Club. He first became involved in the club back in 1968 and has dedicated more than half his life to assisting the development of both the club and its players. He has also served as President of the club for 20 years and was made a life member in 2000.

Maree Johnson OAM of St Marys was recognised for her service to support Vietnam veterans and their families. As an ex-service woman, Maree has spent almost three decades assisting veterans in St Marys. She founded the Nepean Wives of Vietnam Veterans Support Group in 1999 and is still a part of that group today. Additionally, she is also an active member of the Returned Service League of Australia.

On behalf of the community and the Council of the City of Penrith, I thank them for their contributions to our community and congratulate them once again on receiving one of our nation’s highest honours.

Additionally, two local residents were awarded the Public Service Medal. Alan Young of Leonay was recognised for his outstanding public service to local government in New South Wales and Laurel Russ of Penrith was recognised for outstanding public service to the Indigenous community of New South Wales.

Council also recognised the community work of six local residents and an outstanding community group at a special Australia Day function on Tuesday 22 January.

Penrith Citizen of the Year, Farah Madon, has dedicated much of her time to supporting people with a disability throughout Penrith. As an advocate for the rights of people with a disability, she works on a local and national level to ensure that the built environment and services are equally accessible to all regardless of their physical abilities.

Local Appreciation Award, Grace Brinckley OAM has been improving the lives of Penrith's senior citizens for the past 35 years. Playing a key role in the formation of the Penrith Seniors Centre and the Pensioners and Seniors Club Inc., she has acted with the Centre Management Committee since it formed in 1988 and has been Treasurer, Secretary, Vice Chair and, most recently, Chair. Her work was recognised when she received an Order of Australia Medal (OAM) for her projects.

Local Appreciation Award, Joh Dickens has owned her local florist and balloon business for 30 years and is always the first to volunteer her time to many worthy causes. Over the years she has donated to dozens of charities and organisations including Penrith Panthers Women in League, Luke Priddis Foundation, Music for Life Charity Ball, OZWAC, The Haven, Nordoff Robbins Music Therapy and the Thorndale Foundation.

Local Appreciation Award, Marlene Harris has volunteered her time for many years to help disadvantaged children, and women and children affected by domestic violence. Marlene has worked tirelessly to collect and make toys to ensure no child is forgotten at Christmas, bringing joy to children most in need.

Local Appreciation Award, Sean Hogan who, despite his full-time commitment to his own family, devotes much of his time to support men and boy's mental health. Working with local clubs and organisations, Sean has held successful fundraising events and sporting luncheons raising over $40,000. His passion and selfless work has made an enormous impact in the lives of men and boys in the community.

Local Appreciation Award, Melissa Spurrier has played a key role in the creation of 'Our Community Cares Penrith', a community force that gives the homeless, elderly and sick the support they need to feel a sense of worth. With first-hand experience of the impact of illness, Melissa brings an empathy to her work that helps people feel a sense of belonging within the community.

Penrith Community Group Award, Orchard Hills Rural Fire Brigade for their dedicated service to the Orchard Hills and Penrith area for 48 years. The Brigade, full of dedicated men and women from all walks of life, ranges from 12-year-old volunteers to those with more than 20 years of service.

I would like to congratulate each of these individuals and the Orchard Hills Rural Fire Brigade on this well deserved recognition and thank them for their outstanding contributions to Penrith City and our community.

Councillor Ross Fowler OAM

Mayor

RECOMMENDATION

That the Mayoral Minute on Locals recognised in 2019 Australia Day Awards be received.

Ordinary Meeting 25 February 2019

REPORT AND RECOMMENDATIONS OF THE
Access Committee MEETING

HELD ON 12 December, 2018

PRESENT

Councillor Tricia Hitchen (Chair), Councillor Robin Cook, Anthony Mulholland, Dianne Brookes, Allan Windley, Farah Madon, Carole Grayson.

IN ATTENDANCE

Hans Meijer – City Assets Manager, Erich Weller – Community and Cultural Development Manager, Claire Galvin – Disability Inclusion Officer, Melissa McSeveny – Social Planning Coordinator.

GUESTS

Aron Power and Jo Power – Ratha’s Place Café, St Marys.

APOLOGIES

Apologies were accepted from David Currie, Councillor Todd Carney, Craig Squires and Graham Howe.

CONFIRMATION OF MINUTES - Access Committee Meeting - 10 October 2018

The minutes of the Access Committee Meeting of 10 October 2018 were confirmed.

DECLARATIONS OF INTEREST

Nil.

DELIVERY PROGRAM REPORTS

Outcome 6 - We are healthy and share strong community spirit

2 Ratha's Place Cafe

Claire Galvin introduced Aron Power and Jo Power from Ratha’s Place Café in St Marys. It was advised that the catering for tonight’s Access Committee meeting was provided by Ratha’s Place Café.

Aron Power advised that Ratha’s Place Café provides training in hospitality skills for young people with intellectual and developmental disabilities and is an initiative of Help2Help. Aron Power gave the background of Help2Help and explained how Ratha’s Place Café was named after Ratha, a young Cambodian boy with disabilities. After establishing a skills training facility and restaurant in Cambodia Help2Help commenced operations in Australia.

The staff at Ratha’s Place have varied abilities and work varied hours. The staff train for a Certificate II or Certificate III in Hospitality and all have since been employed in permanent roles. There are procedures and visuals in place for every individual working at the café. The staff have become confident and independent. It is a long-term goal to have everyone well trained and able to work in other cafes and cope in any hospitality job.

The Department of Education has approached Help2Help to be the training provider for students in years 11 and 12 to train in hospitality. It is also proposed to train some of the staff from Ratha’s Place Café to be trainers.

Aron Power advised that a Ratha’s Place garden is to be constructed in Luddenham and another Ratha’s Place Café is to open in Oak Flats.

Councillor Hitchen thanked Aron and Jo Power for attending the Access Committee meeting.

Aron Power and Jo Power left the meeting at 5.25pm.

RECOMMENDED

That the information contained in the report on Ratha's Place Cafe be received.

1 Penrith Disability Inclusion Action Plan 2017 - 2018 Annual Reporting

Claire Galvin advised that in 2017 Council adopted the Penrith Disability Inclusion Action Plan 2017–2021. The Disability Inclusion Action Plan (DIAP), which includes 17 actions, is embedded into Council’s Delivery Program and Operational Plans.

Claire Galvin gave an overview of the DIAP achievements for 2017-2018. One of the major achievements was the Nepean Jobs for All project which supported local business to increase employment of people with disabilities.

It was advised that in 2019 a report will be presented to the Access Committee regarding development applications for group homes for people with disability in the Penrith LGA.

Reviewing accessibility elements in Council’s Development Control Plan will also commence in 2019. The Pedestrian Accessibility Mobility Plan, which is subject to RMS funding, is also hoped to commence soon.

Work has commenced on identifying opportunities in Council’s Sport, Recreation, Open Space and Play Strategy for provision of access and participation that is inclusive and accessible.

The accessibility of Council’s front counter will be reviewed and next year Council’s Customer Experience Manager will be invited to present to the Access Committee. The ICT Operations Manager will also be invited speak at an Access Committee meeting regarding technology and apps. It was suggested to invite guest speakers to the April meeting as the February meeting is likely to have a number of development applications to review.

RECOMMENDED

That the information contained in the report on Penrith Disability Inclusion Action Plan 2017 - 2018 Annual Reporting be received.

GENERAL BUSINESS

GB 1 Nepean Hospital Development - Bus Stop

Anthony Mulholland enquired about the bus stop near the Nepean Hospital redevelopment.

Erich Weller advised that Busways is a representative on the Local Traffic Committee. Concerns regarding bus stops should be taken to the LocalTraffic Committee.

Diane Brookes advised that she considered where the bus stop is currently located in Derby Street is a good position.

Councillor Hitchen advised that a designated bus parking bay is required at the hospital development.

Hans Meijer commented on a bus route going through the Nepean Hospital site.

Erich Weller advised that the bus stops and public transport issues would be discussed and clarified at the next presentation from the Nepean Hospital Redevelopment Committee.

GB 2 Holes in Footpaths

Carole Grayson advised that with the NBN going in there are many holes in footpaths. Hans Meijer requested that any issues be forwarded to him and they can then be forwarded onto the NBN.

GB 3 Services NSW

Councillor Cook expressed concern regarding the Services NSW building including the location and the lack of parking. Erich Weller advised that a number of complaints had been received regarding this matter and Craig Squires is following these up and will provide an update to the Access Committee.

GB 4 ZEST Community Award

Claire Galvin advised that Nepean Jobs for All has been nominated for a ZEST Community Award for “Outstanding Community Partnership across a Region”.

GB 5 Uniting a winner at the Australian Workplace Equality Index (AWEI) Awards

Dianne Brookes advised that Uniting won an AWEI award for the highest proportion of people with disability employed.

GB 6 Local Government NSW Excellence in the Environment Awards

Melissa McSeveny advised that Council won the award for the Sustainable Infrastructure category for Jordan Springs Community Hub at the Local Government NSW Excellence in the Environment Awards.

GB 7 Marveloo

Councillor Hitchen advised that she had recommended the purchase of a Marveloo at the December 2018 Council Ordinary Meeting. The purchase of a Marveloo has been listed with the other budget requests.

Erich Weller advised that Canterbury Bankstown Council purchased a Marveloo. The Marveloo located at Homebush for the Invictus Games was viewed by a number of people. A report will come back to the Access Committee on this matter.

GB 8 Penrith Community Profile

Melissa McSeveny advised that the Penrith Community Profile was recently launched. The link to the Community Profile on Council’s website is www.penrithcity.nsw.gov.au/Documents/Community/Penrith-Community-Profile/

GB 9 2018 National Award for Disability Leadership - Anthony Mulholland

Erich Weller congratulated Anthony Mulholland on receiving the 2018 National Award for Disability Leadership in the Change Making category.

Councillor Hitchen recommended that a Mayoral Minute be presented to Council regarding Anthony Mulholland winning the 2018 National Award for Disability Leadership award.

Councillor Hitchen wished all the Access Committee members a Merry Christmas and thanked them for their work with the Committee which is much appreciated.

There being no further business the Chairperson declared the meeting closed the time being 5.58pm.

RECOMMENDATION

That the recommendations contained in the Report and Recommendations of the Access Committee meeting held on 12 December, 2018 be adopted.

Ordinary Meeting 25 February 2019

REPORT AND RECOMMENDATIONS OF THE
Local Traffic Committee MEETING

HELD ON 4 February, 2019

PRESENT

Councillor Tricia Hitchen (Representative for the Member for Penrith), Councillor Karen McKeown OAM (Council Representative), Wayne Mitchell – Executive Manager Environment and City Development (Chair), Brana Ravichelvan – Roads and Maritime Services (RMS), Sergeant Matthew Shirvington – Nepean PAC (Police Area Command).

IN ATTENDANCE

Councillor Marcus Cornish, Steve Grady – Busways, Adam Wilkinson – Engineering Services Manager, Graham Green – Acting Traffic Engineering Coordinator, Ruth Byrnes – Senior Traffic Officer, Catherine Waerner – Road Safety Officer, Caitlin Bailey – Traffic Officer, Stephen Pham – Trainee Engineer, Jason Dang - Trainee, Bernie Meier – Signs and Lines Marking Supervisor.

APOLOGIES

Asith Nagodavithane – Transit Systems, David Drozd – Traffic Engineering Coordinator, Daniel Davidson – Senior Traffic Engineer.

CONFIRMATION OF MINUTES - Local Traffic Committee Meeting - 3 December 2018

The minutes of the Local Traffic Committee Meeting of 3 December 2018 were confirmed.

DECLARATIONS OF INTEREST

NIL.

DELIVERY PROGRAM REPORTS

Outcome 3 - We can get around the City

1 Water Street, Werrington - Proposed 3-Tonne Load Limit

Councillor Marcus Cornish and Steve Grady of Busways advised the Committee about concerns regarding the proposed 3 tonne load limit affecting people, particularly families with larger passenger vehicles that are over 3 tonnes.

RECOMMENDED

That:

1. The information contained in the report on Water Street, Werrington - Proposed 3-Tonne Load Limit be received.

2. Consultation be undertaken with affected business, landowners and Kurrambee School regarding the implementation of a 3-Tonne Load Limit in Water Street and Gipps Street as shown in Appendix 1.

3. The proposed load limit be advertised in local newspapers and Government Gazette for a period of 2 weeks.

4. Subject to no substantial objections “No Trucks” signage with a 3-Tonne Load Limit be implemented in Water Street and Gipps Street as shown in Appendix 1.

5. Roads and Maritime Services and Council’s Ranger Services be advised of Council’s resolution with regards to the proposed load limit.

6. Council’s Traffic Officers write to Roads and Maritime Services and request them to undertake a review of the 3 tonne load limits across the Penrith LGA, in particular, the impact same have on large passenger vehicles which exceed 3 tonnes.

7. Roads and Maritime Services advise Council of the outcome of the review.

2 Station Lane, Penrith - Results of Resident Consultation Regarding Proposed 'No Parking' Restrictions

Councillor Marcus Cornish was not in support of the western side of Station Lane, Penrith remaining as unrestricted parking. Councillor Marcus Cornish requested Council to investigate the possibility of providing a short section of parking restrictions directly opposite the garage(s) of the original complainant in Station Lane, Penrith.

Wayne Mitchell - Executive Manager Environment and City Development (Chair) recommended that the report be deferred and an investigation be undertaken into Councillor Marcus Cornish’s request.

RECOMMENDED

That:

1. The report be deferred and Council’s Traffic Officers be requested to investigate the possibility of providing a short section of parking restrictions directly opposite the garage(s) of the original complainant in Station Lane, Penrith.

2. A report be prepared and presented back to a future Local Traffic Committee meeting.

3 Manning Street, Kingswood - Proposed Separation Line, Double Barrier Line, Edge Line Marking and 'No Stopping' Signs

RECOMMENDED

That:

1. The information contained in the report on Manning Street, Kingswood - Proposed Separation Line, Double Barrier Line, Edge Line Marking and 'No Stopping' Signs be received.

2. The separation line, edge line and double barrier line marking be installed for the length of Manning Street, Kingswood, as shown in Appendix 1.

3. The ‘No Stopping’ signs be erected each side of the path way, 15m south of house number 48 in Manning Street, Kingswood, as shown in Appendix 1.

4. The resident who reported the matter be advised of Council’s resolution.

4 Ransley Street, Penrith - Proposed 'Give Way' Signage and Line Marking

RECOMMENDED

That:

1. The information contained in the report on Ransley Street, Penrith - Proposed 'Give Way' Signage and Line Marking be received.

2. ‘Give Way’ signage and the associated line marking be implemented on Ransley Street, at the intersection with Station Street, Penrith as shown in Appendix 1.

3. Sergeant Matthew Shirvington of Nepean Police Area Command (PAC) be advised of Council’s resolution.

5 Tench Avenue, Jamisontown - Endorsement of Signage and Line Marking Plans

RECOMMENDED

That:

1. The information contained in the report on Tench Avenue, Jamisontown - Endorsement of Signage and Line Marking Plans be received.

2. The signage and line marking plans prepared by NORTHROP for Tench Avenue, Jamisontown (Drawing No. C8.01 and C8.02, Revision H, dated 4 December 2018) be endorsed for construction (as shown in Appendices 1 and 2).

3. All associated signage and line marking be installed in accordance with Australian Standards.

4. All costs associated with the installation of the signage and line marking be funded by the applicant.

5. The development applicant be advised of Council’s resolution.

6 William Howell Drive, Marcus Clarke Crescent and Pritchard Place, Glenmore Park - Proposed 'No Stopping' and Intersection Line Marking

RECOMMENDED

That:

1. The information contained in the report on William Howell Drive, Marcus Clarke Crescent and Pritchard Place, Glenmore Park - Proposed 'No Stopping' and Intersection Line Marking be received.

2. Full time ‘No Stopping’ restrictions be installed in William Howell Drive, Glenmore Park, as shown in Appendix 1, on the eastern kerb between Pritchard Place and Morrison Street.

3. ‘Give Way’ signage and associated line marking and lead in double barrier line marking be installed at the intersections of Pritchard Place and Marcus Clarke Crescent, with William Howell Drive, as shown in Appendix 2.

4. The residents who reported this matter be advised of Council’s resolution.

7 St Marys RSL ANZAC Day March and Ceremony - Sunday, 14 April 2019

RECOMMENDED

That:

1. The information contained in the report on St Marys RSL ANZAC Day March and Ceremony - Sunday, 14 April 2019 be received.

2. The Traffic Management Plans for the Class 2 and Class 4 Special Events pursuant to Roads and Maritime Services “Guide to Traffic and Transport Management for Special Events 2006” for the ANZAC Day Ceremony and March on Sunday, 14 April, 2019 be endorsed, subject to the following conditions:

(a) Approval be given for the temporary closure of the following roads for the duration of the events: -

Roads	Sunday 14 April 2019
	Closure	Opening
Wilson Street, between Barker and Atchison Street	10.30am	11.30am
Atchison Street, between Wilson Street and Hall Street
Hall Street between Atchison Street and McDonalds access driveway

(b) A Traffic Management Plan and Traffic Control Plan detailing each event, including a Risk Management Plan, be lodged by the event applicant with the Roads and Maritime Services for approval and NSW Police for information prior to the events. A copy of the Roads and Maritime Services approval must be submitted to Council prior to the events. The Traffic Control Plan shall detail how a minimum 4.0m emergency lane is maintained at all times during the events.

(c) The event applicant submits to Council a copy of Public Liability Insurance (usually a Certificate of Currency) of minimum $20 million, prior to the events. In addition, the event applicant indemnifies Council in writing against all claims for damage and injury which may result from the proposed events.

(d) The event applicant arranges to place barricades and provide Roads and Maritime Services accredited Traffic Controllers where required by the approved Traffic Management Plan. Where the Traffic Management and Traffic Control Plans indicate Traffic Controllers are to be used, all Traffic Controllers must have current Roads and Maritime Services certification.

(e) The event applicant must provide advice to Council prior to the events that the event addresses all requirements of the NSW Occupational Health & Safety Act 2000 and the NSW Occupational Health & Safety Regulations 2001.

(f) The event applicant advertises the proposed temporary road closures in local newspapers a minimum of two weeks prior to the events, and provide Variable Message Signs (VMS) in appropriate locations a minimum of one week prior to the events, with the locations of the VMS boards submitted to Council for endorsement prior to their erection. VMS boards should be located in accordance with the Roads and Maritime Services Technical Direction TDT2002/11c.

(g) The event applicant deliver an information letterbox drop and personal communication to all business proprietors, property owners/tenants, residents and other occupants in the affected streets two weeks prior to the events. Any concerns or requirements must be resolved by the applicant or referred back to Council for consideration. Satisfactory arrangements must be made to address such concerns to allow the events to proceed.

(h) Signposting advising the date and time of all closures be provided and erected by the event organiser two weeks prior to the events (the applicant to liaise with the Roads and Maritime Services regarding size of sign and text height).

(i) The event organiser notifies ambulance and fire brigade (Fire and Rescue NSW and Rural Fire Services) and State Emergency Services of the proposed events and submit a copy of the notification to Council prior to the events.

(j) The event applicant notifies private bus companies of the proposed events and submit a copy of the notification to Council prior to the events. Bus companies shall be requested to advertise the changed route for affected buses at least one week prior to, and during, the events.

(k) Should the consultation process resolve to temporarily relocate bus stops or bus routes that were not indicated in the original Traffic Management Plan, a further report will be required to be submitted to the next available Local Traffic Committee meeting.

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

(m) The event applicant is to request participants to obey road rules and Police directions during the events.

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

4. As a requirement of the RMS "Guide to Traffic and Transport Management for Special Events 2006”, this approval endorsing the traffic management plans be considered as Council’s Authorisation to regulate traffic on Council roads.

8 Penrith LGA - Provision of "No Parking - Waste Collection and Removalist Vehicle Excepted" Zones

RECOMMENDED

That:

1. The information contained in the report on Penrith LGA - Provision of "No Parking - Waste Collection and Removalist Vehicle Excepted" Zones be received.

2. “No Parking – Waste Collection and Removalist Vehicles Excepted” signage (R5-447 modified) be installed in those locations as listed in the following table and in accordance with the relevant plans shown in Appendices 1 and 2.

DA No

Condition/Comments

Street frontage

Length

DA16/0262 RFB

50-54 Rodley Ave Penrith

Condition 66

Rodley Ave

Indented bay

20m

DA15/1456 MUH

38 Forbes Street Emu Plains

No specific condition

Forbes St

Kerbside

12m

3. All works associated with the implementation of the signposting to be undertaken by the applicants and at no cost to Council.

4. The applicants be advised of Council’s resolution.

5. Council’s Waste Services Section and Rangers be advised of Council’s resolution.

9 Speeding Prevention Project - Radar Variable Message Trailer - October to December 2018 Locations

Councillor Marcus Cornish requested The Lakes Drive, Glenmore Park and Gipps Street/ Water Street, Werrington be listed as upcoming locations for the radar variable message trailer to be deployed at.

RECOMMENDED

That:

1. The information contained in the report on Speeding Prevention Project - Radar Variable Message Trailer - October to December 2018 Locations be received.

2. The October to December 2018 locations be noted.

3. The Lakes Drive, Glenmore Park and Gipps Street/ Water Street, Werrington be listed as upcoming locations for the radar variable message trailer to be deployed at.

GENERAL BUSINESS

GB 1 Dryad Place, Leonay - Request for 'No Through Road' Sign

Sergeant Matthew Shirvington of Nepean PAC advised the Committee about instances where drivers have mistaken Dryad Place, Leonay as a through road. Sergeant Shirvington request that a ‘No Through Road’ sign be installed on Dryad Place, at its intersection with The Sanctuary Drive, Leonay.

RECOMMENDED

That:

1. Council’s Signage and Line Marking Officer be requested to install a ‘No Through Road’ sign on Dryad Place, Leonay at its intersection with The Sanctuary Drive.

2. Sergeant Matthew Shirvington of Nepean PAC be advised of the outcome.

GB 2 The Lakes Drive, Glenmore Park - Request for Police Enforcement

Councillor Marcus Cornish requested Police enforcement of driver behaviour and vehicle speeds on The Lakes Drive, Glenmore Park. Councillor Marcus Cornish also requested for RBT at this location.

RECOMMENDED

That:

1. Council’s Traffic Officers request Nepean PAC to conduct enforcement of driver behaviour and vehicle speeds on the Lakes Drive, Glenmore Park and arrange for a mobile RBT.

2. Councillor Marcus Cornish be advised of the request made to Nepean PAC.

GB 3 Great Western Highway, Emu Plains - Review of 'No Stopping' Signage

Councillor Marcus Cornish requested a review of the ‘No Stopping’ signage on the Great Western Highway, Emu Plains opposite Nepean Creative and Performing Arts High School and south of Old Bathurst Road.

RECOMMENDED

That:

1. Council writes to Roads and Maritime Services requesting a review of the ‘No Stopping’ signs on the Great Western Highway, Emu Plains opposite Nepean Creative and Performing Arts High School and south of Old Bathurst Road.

2. Councillor Marcus Cornish be advised of the outcome of the review.

GB 4 Gipps Street / Water Street, Werrington - Request for Centre & Edge Line Marking

Councillor Marcus Cornish requested an investigation into providing centre line marking and edge line marking on Gipps Street / Water Street, Werrington in order to delineate the road way and have a traffic control effect.

RECOMMENDED

That:

1. Council’s Traffic Officers be requested to conduct an investigation into providing both centre line marking and edge line marking on Gipps Street / Water Street, Werrington in order to delineate the road way and have a traffic calming effect.

2. Councillor Marcus Cornish be advised of the outcome.

GB 5 Penrith CBD Festival on 16 March 2019 - Bus Diversions

Steve Grady of Busways advised the Committee of the upcoming Penrith CBD Festival to be held on Saturday, 16 March 2019 and advised that there will be planned bus diversions in place.

RECOMMENDED

That the Committee note the information.

GB 6 The Northern Road, Penrith - Road Closures and Bus Diversions

Steve Grady of Busways advised the Committee of upcoming road closures taking place as part of The Northern Road Upgrade and advised that bus diversions will be in place at night. Steve Grady also advised of Jamison Road closure.

RECOMMENDED

That the Committee note the information.

GB 7 Speed Camera Requests to be Directed to the NSW Centre for Road Safety

Brana Ravichelvan of RMS advised the Committee that requests for speed cameras or mobile speed cameras are no longer to be directed to the RMS Road Safety team. Instead, requests for speed camera are to be directed to the NSW Centre for Road Safety (TfNSW).

RECOMMENDED

That the Committee note the information.

GB 8 Wedmore Road, Emu Heights - Resident Request for Road Closure

Councillor Karen McKeown OAM made representations on behalf of a resident, Mr Joel Pittman who has requested Wedmore Road, Emu Heights to be closed at the intersection with Old Bathurst Road.

RECOMMENDED

That:

1. Council’s Traffic Officers be requested to conduct an investigation into traffic conditions on Wedmore Road, Emu Heights and investigate the possibility of implementing a road closure.

2. Councillor Karen McKeown OAM and Mr Joel Pittman be advised of the outcome.

GB 9 Empire Circuit and Sydney Smith Drive, Penrith - Intersection Safety Concerns

Councillor Karen McKeown OAM advised the Committee of intersection safety concerns in relation to speeding vehicles travelling through the intersection of Empire Circuit and Sydney Smith Drive, Penrith when approaching from Coreen Avenue.

RECOMMENDED

That:

1. Council’s Traffic Officers be requested to conduct an investigation into speeding vehicles at the intersection of Empire Circuit and Sydney Smith Drive, Penrith.

2. Councillor Karen McKeown OAM be advised of the outcome.

There being no further business the Chairperson declared the meeting closed the time being 10:35am.

RECOMMENDATION

That the recommendations contained in the Report and Recommendations of the Local Traffic Committee meeting held on 4 February, 2019 be adopted.

Ordinary Meeting 25 February 2019

REPORT AND RECOMMENDATIONS OF THE
Policy Review Committee MEETING

HELD ON 11 February, 2019

PRESENT

His Worship the Mayor, Councillor Ross Fowler OAM, Deputy Mayor, Councillor Greg Davies, and Councillors Jim Aitken OAM, Bernard Bratusa, Brian Cartwright, Robin Cook, Marcus Cornish, Kevin Crameri OAM, Mark Davies, Tricia Hitchen, Karen McKeown OAM, and John Thain.

APOLOGIES

Apologies were received for Councillors Kath Presdee, Aaron Duke, Todd Carney.

CONFIRMATION OF MINUTES - Policy Review Committee Meeting - 10 December 2018

The minutes of the Policy Review Committee Meeting of 10 December 2018 were confirmed.

DECLARATIONS OF INTEREST

There were no declarations of interest.

DELIVERY PROGRAM REPORTS

Outcome 2 - We plan for our future growth

1 Planning Proposal to reclassify Council-owned land at 11 - 13 Chesham Street, St Marys

RECOMMENDED

That:

1. The information contained in the report on Planning Proposal to reclassify Council-owned land at 11 - 13 Chesham Street, St Marys be received.

2. Council endorse the Planning Proposal for 11 - 13 Chesham Street, St Marys provided in the separate enclosure to this report.

3. The General Manager be granted delegation to update and finalise the Planning Proposal referred to in resolution 2 prior to Council's submission of the Planning Proposal to the Minister for Planning and Parliamentary Counsel.

4. Council officers forward the Planning Proposal to the Minister for Planning and Parliamentary Counsel with a request to make the local environmental plan amendment.

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

For	Against
Councillor John Thain
Councillor Bernard Bratusa
Councillor Kevin Crameri OAM
Councillor Karen McKeown OAM
Councillor Greg Davies
Councillor Mark Davies
Councillor Ross Fowler OAM
Councillor Jim Aitken OAM
Councillor Tricia Hitchen
Councillor Marcus Cornish
Councillor Brian Cartwright
Councillor Robin Cook

2 Amending Precinct Plan for the Central Precinct of St Marys Release Area

RECOMMENDED

That:

1. The information contained in the report on Amending Precinct Plan for the Central Precinct of St Marys Release Area be received.

2. The matter be deferred to a future Councillor Briefing.

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

For	Against
Councillor John Thain
Councillor Bernard Bratusa
Councillor Kevin Crameri OAM
Councillor Karen McKeown OAM
Councillor Greg Davies
Councillor Mark Davies
Councillor Ross Fowler OAM
Councillor Jim Aitken OAM
Councillor Tricia Hitchen
Councillor Marcus Cornish
Councillor Brian Cartwright
Councillor Robin Cook

Outcome 7 - We have confidence in our Council

3 Procurement Policy

RECOMMENDED

That:

1. The information contained in the report on Procurement Policy be received.

2. The Procurement Policy be formally endorsed by the Policy Review Committee prior to being adopted by the Council.

3. The Procurement Policy formally replace all Supply Policies and Guidelines and Sustainable Purchasing Policy once adopted by the Council.

There being no further business the Chairperson declared the meeting closed the time being 7:18pm.

RECOMMENDATION

That the recommendations contained in the Report and Recommendations of the Policy Review Committee meeting held on 11 February, 2019 be adopted.

Ordinary Meeting 25 February 2019

REPORT AND RECOMMENDATIONS OF THE
Penrith Community Safety Partnership MEETING

HELD ON 7 November, 2018

PRESENT

Councillor Marcus Cornish, Councillor Karen McKeown; Allison Kyriakakis, Penrith City Council; Brett McFadden, Nepean Police Area Command; Jeni Pollard, Penrith City Council; Olivia Kidon, Penrith City Council; Annette Blackwell, Penrith City Council, Vesna Kapetanovic, Penrith City Council; Katerina Tahija, Penrith City Council; Ian Bridges-Webb, Needle and Syringe Program; Samantha Shakespeare, Penrith Valley Chamber of Commerce; Sue Fryer, St Marys Town Centre.

APOLOGIES

Erin Davidson, Penrith City Council, Tracy Leahy, Penrith City Council, Gai Hawthorn, Penrith CBD Corporation.

CONFIRMATION OF MINUTES - Penrith Community Safety Partnership Meeting - 6 June 2018

PCSP5 RESOLVED on the MOTION of Councillor Karen McKeown OAM seconded Brett McFadden that the minutes of the Penrith Community Safety Partnership Meeting of 6 June 2018 be confirmed.

DECLARATIONS OF INTEREST

Nil

DELIVERY PROGRAM REPORTS

Outcome 4 - We have safe, vibrant places

1 Update on the delivery of Community Safety projects

Development of the Community Safety Plan 2018-22

Olivia Kidon advised that the draft Community Safety Plan 2018-22 was recently placed on a 42-day public exhibition which concluded on 24 October 2018. Council received no formal feedback from the community regarding this.

The overview of the draft plan will focus on three (3) areas over the next four (4) years. The key themes of the draft Community Safety Plan 2018-22 are:

· Public Space Safety

· Domestic and Family Violence, and

· Community Cohesion and Resilience

The consultation process was comprehensive. Council consulted with over 1,000 people throughout the process, through online surveys, focus groups in each ward and a range of community engagement activities.

The Draft Plan will be presented to Council’s Ordinary Meeting on 26 November recommending adoption by Council. Pending Council adoption, the Plan will then be submitted to the NSW Department of Justice seeking endorsement as a Safer Community Compact. This gives Council eligibility to apply for NSW funding to support the delivery of local crime prevention programs and activities.

Brett McFadden, Nepean Police Area Command advised that he was pleased that the plan reflected the priorities of the police, particularly with domestic and family violence identified as a priority for action.

White Ribbon Day

Olivia advised that the annual White Ribbon Day event will be held on Sunday morning 25 November 2018 with a 3.5 kilometre walk along the banks of the Nepean River commencing at Weir Reserve, Penrith. Following the walk participants will be able to enjoy a breakfast BBQ courtesy of Outback Steakhouse. The Zonta Club Nepean Valley will also be displaying their powerful ‘Silent Walk’ Shoe display at Tench Reserve with every pair of shoes symbolising a woman or child who has sadly lost their lives as victims of violence this year.

A free shuttle bus will be available to transport participants back to Weir Reserve from 10.30 am. White Ribbon merchandise will also be available to purchase with proceeds going to the White Ribbon Foundation.

Partnership members are encouraged to promote the event and all are welcome to participate.

Olivia also advised that Council staff will be supporting Oxley Park and North St Marys resident’s groups with local White Ribbon day initiatives. A community BBQ will be held at Ridge Park, Oxley Park on Friday 23 November 2018 and residents of North St Marys are planning a local community walk during White Ribbon week.

At Councils Ordinary Meeting held on 29 October 2018, Council voted to support seven schools in their STEPS White Ribbon initiative. STEPS is aimed at addressing the complex issues surrounding bullying that can be defined as an ongoing misuse of power. Each school will receive $500 to support the purchase of White Ribbon day banners and other promotional resources.

Activities of the Nepean Domestic Violence Network

Olivia advised that the Nepean Domestic Violence Network together with the Outback Steakhouse, Penrith is hosting its annual Christmas Lunch in December for women and children who are or have been impacted by domestic and family violence.

Jeni Pollard noted that the Outback Steakhouse should be acknowledged for their community work and commitment to supporting events aimed to support women and their families affected by domestic and family violence.

On Tuesday 4 December Council will host an afternoon tea at Penrith Regional Gallery in Emu Plains. Invitations will be extended to member organisations of the Nepean Domestic Violence Network. The afternoon tea will provide an opportunity to acknowledge and thank local services for their ongoing work with victims of domestic and family violence in the Penrith region throughout the year.

Operation Bounce Back

Allison Kyriakakis advised that Council together with Nepean Police Area Command successfully ran Operation Bounce Back throughout May-July 2018, a grant program funded by the National Motor Vehicle Theft Reduction Council.

This year’s program focused on raising community awareness about how to avoid becoming a victim of motor vehicle theft by reducing the opportunity for offenders to target homes to access the keys of ‘secure’ vehicles.

Council staff together with police held a number of pop-up information stalls at local shopping centres providing local residents with information and advice on car security.

Cinema advertising with key campaign messages also ran for a three (3) month period from May to July in local cinemas.

Peppertree Reserve Youth Engagement Project, Erskine Park

Allison advised that delivery of the Peppertree Youth Engagement Project concluded in June 2018. Funded by the NSW Department of Justice under its Crime Prevention Grants Program, the project aimed to minimise antisocial behaviour and malicious damage in and around Peppertree Reserve, Erskine Park through working to engage young people, support leadership and build ownership of the area.

Council formed a partnership with Community Junction Inc. to deliver youth engagement and leadership programs at Peppertree Reserve for a 12-month period.

The project delivered a range of positive outcomes, including the completion of a mural on the Erskine Park Community Centre designed and painted by local young people.

Council will continue to seek and support partnership projects focused on positive youth engagement.

Project Update – Parklawn Place-Makers – North St Marys Community Safety Project

Allison advised that the Place Management team has commenced delivery of the ‘Parklawn Place-Makers’ project in North St Marys. $81,746 of grant funding was received from the NSW Department of Justice in 2017-18 with additional funding identified within the Neighbourhood Renewal Capital and Urban Design and Activation programs.

The project takes a multi-pronged approach to enhance safety and perceptions of safety in Parklawn Place, North St Marys. The project combines amenity upgrades (including public art, street furniture and other public space treatments, solar lighting) in Parklawn Lane, North St Marys, and intergenerational community engagement workshops.

Students from North St Marys Public School participate in fortnightly community workshops alongside older residents, and play an active role in shaping the amenity upgrades to Parklawn Place. A video project is also being developed to document the journey of the project from start to finish, exploring the themes of community cohesion, perceptions of safety and inter-generational connection.

Project Update – ‘Lights Bollards Active’

Allison advised that the Community Safety team was successful in receiving $267,000 in grant funding from the Federal Government’s Safer Communities Fund 2017 for the ‘Lights Bollards Activate’ project, contributing to security infrastructure on High Street, Penrith. The grant funding will support the installation of twenty (20) custom-designed bollards to provide pedestrian safety and space activation through the use of creative lighting and artistic design elements.

Bollards will be installed on the pedestrian linear plaza areas on High Street, and have been factored in current streetscape upgrade work schedules. Bollards with lighting and decorative design will be installed and operational by June 2019.

Grant Applications

NSW Community Safety Fund 2018 – ‘Illuminate Kingswood’

Allison advised that in August 2018 the Community Safety team submitted a funding application to the NSW Department of Justice under Round 4 of the NSW Community Safety Fund 2018. A total of $92,000 in grant funding has been requested for “Illuminate Kingswood’ – a crime prevention project aimed at enhancing street-level safety and perceptions of safety in Kingswood.

Safer Communities Infrastructure Fund 2018 – ‘Light My Way’ Kingswood Pedestrian Lighting Project

Allison advised that in September 2018 the Community Safety team submitted a funding application to the Federal Government Department of Business under Round 3 of the Safer Communities Fund 2018.

A total $800,000 in grant funding has been requested for the ‘Light My Way’ Kingswood Pedestrian Lighting Project to install pedestrian lighting poles along the Great Western Highway, Bringelly Road and Somerset Street, Kingswood.

If the application is successful, the project will aim to provide safer, well-lit public spaces for people living, studying or working in Kingswood’s busy public transport hub with local business, Western Sydney University and Nepean Hospital precincts. The project will enhance safety and amenity, support the local night-time economy and improve perceptions of safety in the Kingswood trader’s area and adjoining pedestrian routes.

Allison thanked the Nepean Police Area Command for their letters of support for both grant applications.

Applicants are expected to be notified of the outcome of both applications in early 2019.

Conclusion

Olivia noted that a number of community safety projects and initiatives have been successfully delivered in 2018. Olivia thanked the Penrith Community Safety Partnership for the ongoing support and contribution to various projects and initiatives that promote a safe and vibrant Penrith.

Jeni extended a thank you and best wishes to Penrith Community Safety Partnership on behalf of Penrith City Council for the festive season and working together in 2019.

RECOMMENDED

RESOLVED on the MOTION of Brett McFadden seconded Councillor Karen McKeown OAM that the information contained in the report on Update on the delivery of Community Safety projects be received.

REGULAR ITEMS

Nepean Police Area Command Update

Brett McFadden Nepean Police Area Command advised that the merger of the two (2) stations St Marys and Penrith LAC was going well.

Brett raised concerns around the two (2) deaths that occurred at the DEFQON concert, held at The Sydney International Regatta Centre, and questions have been raised regarding safety which has led to a review. He mentioned that the medical response is proactive on site and that they see many people over the course of the event for a wide range is issues. He said it was a social challenge no different to other areas where drugs were involved.

He also stated that there was an argument for the fact that 24,900 people attended and were doing the right thing and that DEFQON have organised a very well-planned event. He explained that maintaining DEFQON as an organised and approved event stops it from going ‘underground’ and operating without the current checks and balances. It is about having a considered approach and what the expectations are with the supply of drugs.

Brett offered to present to Council on the policing and safety aspects of managing DEFQON when Council next considers the event.

General Update

Brett mentioned that there were a lot of resources going into reducing road trauma, in particular with the accident that occurred where lives were recently lost. He also spoke about an incident that occurred at Nepean Public Hospital where a man presented with knives and attacked hospital staff and the Police. He said that the training worked like clock-work with police. Jeni thanked Brett for his update.

GENERAL BUSINESS

GB1 White Ribbon Cup

Katerina Tahija spoke about a White Ribbon initiative bringing eight (8) local high schools together to raise awareness around domestic and family violence. On 30 November 2018 the schools will come together at Jamison Park to participate in the ‘White Ribbon Cup’. A number of sporting activities are organised between the schools using sport to highlight the issue. Kingswood Public High School have taken the lead on this White Ribbon initiative.

GB2 Love Bites

The ‘Love Bites’ program, which promotes healthy relationships to students in local high schools, is being delivered for its third year. Dunheved High School will now include the program in their strategic programme.

GB3 Judges Place Car Park

Vesna Kapetanovic spoke about the homeless people that have been staying at Judges Place Car Park. Council were involved in supporting the people to move out into accommodation. Vesna mentioned that all of the people that had been staying there were placed with accommodation and that it was a good outcome.

Brett was very encouraged about how the removal was done in Judges Place Car Park and that we worked well as an interagency approach.

The Penrith Community Safety Partnership Meeting would like to acknowledge that Ken Innes, Glenmore Park Residents Group is no longer a member and we formally thank him for his contribution.

There being no further business the Chairperson declared the meeting closed the time being 4:30pm.

RECOMMENDATION

That the recommendations contained in the Report and Recommendations of the Penrith Community Safety Partnership meeting held on 7 November, 2018 be adopted.

Ordinary Meeting 25 February 2019

Amending Precinct Plan for the Central Precinct of St Marys Release Area

Compiled by: Matthew Rose, Senior Planner

Authorised by: Natasha Borgia, City Planning Manager

Outcome	We plan for our future growth
Strategy	Facilitate quality development in the City that considers the current and future needs of our community
Service Activity	Plan for and facilitate development in the City

Previous Items: 2- Amending Precinct Plan for the Central Precinct of St Marys Release Area- Policy Review Committee- 11 Feb 2019 7:00PM

Procedural note: Section 375A of the Local Government Act 1993 requires that a division be called in relation to this matter.

Executive Summary

This report presents the results of the public exhibition of proposed changes to the planning controls applying to the Central Precinct of the St Marys Release Area. It seeks Council’s resolution to adopt the proposed changes, as exhibited, making them the in-force planning controls.

The controls are set by a Precinct Plan, a document like Council’s Development Control Plan. This Plan was publicly exhibited between 12 November and 10 December 2018. No submissions were received in response to the exhibition. The proposed changes to the controls concern the mix and size of residential lots and types of dwellings with the aim of increasing the choice of housing and its affordability. The proposal builds on the Precinct Plan adopted by Council in December 2017 that, amongst other things, increased the planned number of new homes from approximately 970 to about 1,450.

The substantial completion of the subdivision of most of the Central precinct means that most of the proposed controls will apply to approximately 50-60 lots in a precinct within walking distance of the shopping centre. The proposed changes are considered to help meet the current demand for an increasing variety of homes to suit a broader demographic range. They will also help facilitate the delivery of more affordable homes.

Background

The St Marys Release Area is split into several precincts, including three residential precincts. These precincts are known as the East, West and Central Precincts. The East and West precincts are substantially developed and now form the respective suburbs of Ropes Crossing and Jordan Springs. The development of the Central Precinct is underway with approximately 1,140 lots approved.

The document managing the delivery of the Release Area is Sydney Regional Environmental Plan No. 30 – St Marys (SREP 30). SREP 30, in a similar fashion to Council’s local environmental plan, sets land use zones and planning processes to ensure that the desired social, environmental and economic outcomes for the release area are achieved.

The Sydney Regional Environmental Plan No. 30 – St Marys (SREP 30) requires a Precinct Plan, a document like Council’s development control plans, to be created for each precinct of the release area.

The current Precinct Plan for the Central Precinct sets a number of development outcomes, including the number of new homes (1,450), the size and mix of residential lots, the location of the local shopping centre, and the street network. The subdivision and development of the Central Precinct is well underway with about 1,140 lots already approved.

The changes, if adopted, will:

· Increase the types of permissible homes to include terraces, manor homes (3-4 units with the appearance of a large house), and granny flats or studio apartments.

· Allow multi-unit developments such as terraces and town houses on Strata-title lots sized 125m² or greater.

· Promote the construction of terraces and townhouses on Torrens title lots (house and land packages) instead of Strata title lots, reducing ongoing fees for homeowners.

· Reduce the standard lot size for detached dwellings from 270m² to 225m².

The proposed changes to the Precinct Plan predominantly aim to increase the diversity and mix of new lots and dwellings in a small area of the Central Precinct near the village centre to deliver a range of housing options not envisaged or in demand when the Central Precinct was originally planned in 2009. This area, known as Stage 3C, is within 200 metres of the planned local shopping centre and is planned to be developed with about 52 lots with an average lot size of 173m² typically providing an attached product. The remaining area has about 76 lots that are above 270 m² of which 35 lots are above 350m² typically providing a detached product. Attachment 1 provides more details on the lot sizes and the type of dwellings proposed for these lots.

The Public Exhibition

Council endorsed the public exhibition of the proposed controls at its 29 October 2018 Policy Review Committee Meeting. The public exhibition took place between 12 November and 10 December 2018. Notification of the exhibition was made in the Western Weekender during the weeks beginning 5, 12, 19, and 26 November 2018. The exhibition material was available at the Civic Centre, Penrith Library, and online. No submissions were received in response to the exhibition.

Previous Considerations

The results of the public exhibition, along with a recommendation to adopt the Amending Precinct Plan, were presented to Council at its 11 February 2019 Policy Review Committee Meeting. Council deferred its decision to seek additional information that clarified the lot sizes and the types of dwellings that would be delivered through the proposed changes.

This information is now provided in Attachment 1. These plans will show the lots where development consent is still to be issued, the various lot sizes, and the types of dwellings proposed for each of these lots.

Conclusion

The proposed changes are considered to allow a variety of housing types that meet market demand and more closely align with the residential developments being delivered in planned growth precincts. These alternative homes will increase the diversity of new homes, helping to cater for a changing demographic, principally, smaller households. The new homes will also potentially have a lower price than standard land and house packages.

The smaller housing types will only be permitted in a limited area with easy access to the planned local shopping centre. This is considered a suitable location for achieving a higher density residential outcome than the remainder of the Central Precinct. The new planning controls will not apply to the whole precinct.

It is recommended that Council adopt the Amending Precinct Plan, but with the addition of the plan in Attachment 1 to clearly set the development outcome for remaining areas including location of small lots and housing types.

RECOMMENDATION

That:

1. The information contained in the report on Amending Precinct Plan for the Central Precinct of St Marys Release Area be received

2. The Amending Precinct Plan (provided as a separate enclosure) be amended to include Attachment 1 Proposed Development Outcome.

3. The Amending Precinct Plan (provided as a separate enclosure) and amended in accordance with this report be adopted as the Precinct Plan for the Central Precinct of the St Marys Release Area.

ATTACHMENTS/APPENDICES

1. ⇩	Proposed Development Outcome	9 Pages	Attachments Included
2. ⇩	Amending Precinct Plan for Central Precinct	122 Pages	Attachments Included

Ordinary Meeting 25 February 2019

Roads and Maritime Services (RMS) 2018/19 Road Funding Grants

Compiled by: Patrick Robles, Management Accountant

Hans Meijer, City Assets Manager

Authorised by: Hans Meijer, City Assets Manager

Outcome	We can get around the City
Strategy	Provide a safe and efficient road and pathway network
Service Activity	Maintain the City's roads and pathways

Executive Summary

The purpose of this report is to advise Council of the Roads and Maritime Services (RMS) 2018/19 Road Funding Grants. RMS provides various Road Funding Grants to councils each year, to assist with maintenance of regional roads, road safety and traffic related matters.

The report recommends that Council accepts the grants offered.

Background

RMS provides various Road Funding Grants to councils each year, to assist with maintenance of regional roads, road safety and traffic related issues.

Advice has been received from RMS of the following grants for 2018/19:

Regional Road and Signs/ Traffic Facilities (signs & linemarking) (block grants)

The Regional Road Block Grant is made up of the following components:

- Road component: Allocated to maintenance work on Regional Roads. The allocation for 2018/19 has been indexed by RMS at 2.2% above the 2017/18 allocation amount;

- Supplementary Road Component: This is available for road works, as determined by Council, on regional roads. In 2016/17 this component is allocated to the Rural Roads Widening Program for the resurfacing of Castlereagh Road, Castlereagh (continuing 400m from works completed in 2017/18) and was included in the adopted 2018/19 Operational Plan. This allocation is not indexed and is the same as the amount allocated in previous years;

- Traffic Facilities Component: For the installation and maintenance of regulatory signs and lines on local and regional roads. The allocation for 2018/19 has been indexed by RMS at 2.2% above the 2017/18 allocation amount.

RMS advises that the following 2018/19 Program Funding is available to Council:

Regional Roads	2018/19	Basis of grant
Block Grant- Road Component	$530,500	100%
Block Grant – Supplementary Road Component	$156,000	100%
Block Grant – Traffic Facilities Component	$481,500	100%
Total allocation to Penrith City Council:	$1,168,000

RECOMMENDATION

That:

1. The information contained in the report on Roads and Maritime Services (RMS) 2018/19 Road Funding Grants be received

2. The RMS 2018/19 Program Funding Block Grant of $1,168,000 be accepted.

3. The Common Seal of the Council of the City of Penrith be affixed to the “Agreement for Block Grant Assistance to Council for Regional Roads 2018/19”.

ATTACHMENTS/APPENDICES

There are no attachments for this report.

Ordinary Meeting 25 February 2019

Penrith Mayoral Challenge Update

Compiled by: Lila Kennelly, Community Engagement Officer

Authorised by: Jeni Pollard, Place Manager

Outcome	We have safe, vibrant places
Strategy	Work with our communities to improve wellbeing and infrastructure in their neighbourhoods
Service Activity	Work with local communities to identify priority issues in their area

Executive Summary

This report provides Council with background information regarding the development of the Penrith Mayoral Challenge, along with an update on the progress of the 2018-19 Mayoral Challenge in Cook Park, St Marys.

The Penrith Mayoral Challenge is an exciting co design process that engages young people from disadvantaged communities in participatory budgeting, community consultation, civic engagement and learning more about local government. The spaces that have developed to date though the Mayoral Challenge have enduring ownership by local young people and have resulted in better connections between young people, their community and Council.

In addition, the report outlines the opportunity to deliver the Penrith Mayoral Challenge in Oxley Park in 2019-20 in line with ongoing requests from residents. The report recommends that Council receive the information and endorse Brian King Reserve as the site of the 2019-20 Mayoral Challenge.

Background

The Penrith Mayoral Challenge project evolved from the success in 2014 of the Callisto Playground Renewal Project in Cranebrook when the Mayor, Clr Ross Fowler OAM, challenged young people to design a new playground for their area.

Following a 3-year pilot Council received a report on the ongoing delivery of the Penrith Mayoral Challenge across a number of Neighbourhood Renewal areas at the Policy Review Committee Meeting on 11 September 2017. Council committed to continue giving young people a leading voice in designing improvements to public space on behalf of their community.

Neighbourhood Renewal have worked collaboratively with the community and across Council to add value to existing resources and build strong relationships with residents. The Penrith Mayoral Challenge has successfully been delivered in Barr and Bass Reserve in Colyton, Chapman Gardens in Kingswood and Lincoln Park in Cambridge Park. Further to these areas, the Parkitects project was delivered in the reserve on the corner or Australia St and Brisbane St following a request from Council to respond to issues raised by residents in Oxley Park.

Currently, the 2018-19 Penrith Mayoral Challenge project is under construction in Cook Park, St Marys.

Penrith Mayoral Challenge 2018-19 Cook Park, St Marys

The current Penrith Mayoral Challenge saw students from St Marys Public School redesign the play space at Cook Park, St Marys. Council endorsed the design created by the students at the Ordinary Meeting on 27 August 2018, providing additional funds through voted works to install a requested fence.

Construction of the new playground is now well underway. The new play space includes a double flying fox, multi-play unit, a spinner, new seating, fencing, swings, a bike loop and a picnic table.

In December 2018, Neighbourhood Renewal hosted a community BBQ in Cook Park to discuss the upgrade with local residents who were positive and excited about the project. At this gathering a number of residents raised concerns about the lack of shade in the park, particularly given the heat of summer and the exposure of the site.

Local residents discuss the Cook Park upgrade with Council officers at a community BBQ hosted by Neighbourhood Renewal in December 2018.

Staff have worked to pool existing resources in order to provide shade at the site as well as planting additional trees for natural shade provision. The new play space will be launched mid 2019 once the new trees have been established. An invitation to the launch will be extended to all Councillors.

Penrith Mayoral Challenge 2019-20

The Penrith Mayoral Challenge project seeks to add value to public spaces in Neighbourhood Renewal areas that often include older assets that no longer fit the needs of the local community and lack the amenity of those available to people living in new release areas. Young people from local schools have a significant voice in the design process, making decisions about the budget and ensuring the new play spaces reflect their community. The project also offers a unique opportunity to foster civic engagement and a greater understanding of local government amongst young people across the City’s older, more established neighbourhoods. Beyond this, participants regularly report that the project builds their understanding about the needs of others in their community.

To date, the Penrith Mayoral Challenge has been funded primarily through the Asset Renewal Program and Neighbourhood Renewal Program with additional funds through Voted Works, s7.11 and Community Building Partnership grants when successful.

The sites for the Penrith Mayoral Challenge have been identified by aligning the Parks Asset Renewal program with priorities identified in Neighbourhood Action Plans. In 2017 Council endorsed the delivery of the 2019-20 Penrith Mayoral Challenge at Spence Park in Penrith. However, since that time the draft Asset Renewal Schedule has progressed bringing the renewal of Brian King Reserve forward in the program for delivery in 2019-20 above Spence Park due to the relatively poorer condition of the facilities at Brian King Reserve. The facilities at Spence Park, whilst not new are still considered to be of relatively high amenity in comparison to Brian King Reserve.

Since early 2017, Neighbourhood Renewal has received ongoing requests from Oxley Park residents about the need for quality public spaces in the suburb. Residents continue to raise concerns about the low level of amenity in Brian King Reserve, requesting the park be upgraded to reflect the needs of the increased number of young families purchasing homes in the area. Given the number of resident requests, the renewal of Brian King Reserve is a key action of the Oxley Park Place Plan 2017-19.

Neighbourhood Renewal has built strong relationships within the Oxley Park community through the development and delivery of the Oxley Park Place Plan. A number of recent engagement activities have taken place at Brian King Reserve, and the renewal of the park is strongly supported by local residents. Unlike most suburbs across the City, Oxley Park has gaps in open space distribution meaning there are residents that are not in a comfortable walking distance to any open space. While opportunities to address this issue are longer term, the improvement of Brian King Reserve will offer a significant number of residents access to a quality recreation space within their neighbourhood and contribute to a positive place outcome.

Given the community enthusiasm for the renewal of Brian King Reserve, it is recommended that Council bring forward the delivery of the Penrith Mayoral Challenge project at this site to 2019-20. Delivering the 2019 Penrith Mayoral Challenge in Brian King Reserve offers an opportunity to further build on the goodwill generated amongst residents through the development and delivery of the Oxley Park Place Plan. In addition, it offers an opportunity to engage with young people in the area to design a play space that will offer greater value to current and future residents.

Future of the Penrith Mayoral Challenge

The Penrith Mayoral Challenge is a unique project and results in play and open space that is bespoke to the community that live around it, much like those delivered in new release areas of the city. The Mayoral Challenge is about giving young people a say in designing inclusive play spaces that reflect the needs of their communities and as described above in the report, results in outcomes that go far beyond the provision of play equipment.

The participants from the project often prioritise shade, accessible play equipment, adventure equipment, seating options and footpaths for access. Most of these elements are outside of the delivery scope of the $75,000 that is currently allocated from the Asset Renewal Program that typically will only cover the cost of upgrading or replacing existing play equipment. The total budget this year in Cook Park is close to $140,000. The significant shortfall is usually supplemented through funds from the Neighbourhood Renewal budget and Voted Works.

A future report will be provided to Council proposing the next sites for the delivery of the Penrith Mayoral Challenge, aligning with Council’s strategic open space direction, the Asset Renewal Program, updated s7.11 funding, and ongoing community engagement by the Neighbourhood Renewal team. The report will also flag proposed budgets for the projects going forward.

Conclusion

This report has provided Council with an update regarding the progress of the 2018 Penrith Mayoral Challenge in Cook Park, St Marys. The project has generated excitement amongst local residents and will be launched in mid-2019.

The report has also recommended that Council endorse bringing forward the delivery of the Penrith Mayoral Challenge in Brian King Reserve to 2019-20 in response to ongoing resident requests for improved public spaces in Oxley Park.

RECOMMENDATION

That:

1. The information contained in the report on Penrith Mayoral Challenge Update be received

2. Council endorse the delivery of the 2019-20 Penrith Mayoral Challenge in Brian King, Oxley Park

ATTACHMENTS/APPENDICES

There are no attachments for this report.

Ordinary Meeting 25 February 2019

RFT18/19-07 Childcare Cleaning Tender

Compiled by: Jade Bradbury, Acting Children's Services Manager

Authorised by: Sandy Davies, Executive Manager - People & Capability

Outcome	We are healthy and share strong community spirit
Strategy	Help build resilient, inclusive communities
Service Activity	Support children and families, particularly those living in vulnerable circumstances

Executive Summary

Tender reference RFT18/19-07 for the provision of Childcare Cleaning was advertised in the Western Weekender on 25 October 2018, Sydney Morning Herald on 30 October 2018 and the e-tendering website. All prospective tenderers were invited to attend a pre-tender briefing on Saturday 3 November 2018. This briefing included centre visits to explain the scope of works and provided an opportunity for prospective tenderers to seek any necessary clarification of the specifications required to perform the tender. The tender closed on 21 November 2018.

This report advises Council of the outcome of the tender process and recommends that the tender from Charmax Property Maintenance Pty Ltd for $431,210.00 p.a. be accepted for the provision (supply and delivery) of Childcare Cleaning for a period of three (3) years, with an option to extend for a further two (2) x (1) year periods, subject to satisfactory performance.

Background

Childcare Cleaning is funded from the operations of Council’s children’s services that are managed by the Penrith City Children’s Services Cooperative Ltd. Childcare Cleaning includes daily, weekly, monthly and periodic cleaning schedules that incorporate floors, windows, walls, bathrooms, kitchens, playrooms, bins, benches, carpets and air vents.

Tenderers were required to submit their tender either by using the APET 360 online Portal or a hard copy on a standard pro forma sheet, which clearly identified the required response against each of the evaluation criteria.

Tenderers were also required to complete a price schedule setting out the unit rates for the provision of cleaning the Childcare centres.

Tender Evaluation Process

The Tender Evaluation Panel consisted of Trish Heeley (Acting Children’s Services Manager), Jade Bradbury (Business Coordinator Children’s Services) and Julie Eddie (Werrianda Children’s Centre Director). Allyce Langton (Supply Officer -Contracts) performed the role of tender administration and probity officer for this tender. The evaluation criteria advertised and used in assessing the tenders received included the following:

· Demonstrated Ability

· Cost / Price Category

· Resources and Personnel

· Quality Assurance

· Environmental Management

· Industrial Relations

· Work Health & Safety

Initial Tender Review

A full listing of the tenders received is detailed below in price order. A total of 22 submissions were received from the following respondents (listed in pricing order) in response to the advertised tender:

Company	Tendered	Location of the business	Director
CleanupOZ Cleaning Services Pty Ltd	$350,000.00	St Clair NSW 2759	Noghayin Glory Osaghae, Toni Osaghae
VDG Pty Ltd	$429,790.00	Chipping Norton NSW 2170	Dean Graoroski
Charmax Property Maintenance Pty Ltd	$431,210.00	Smithfield NSW 2164	Charles Zammit Maxine Zammit
Advanced National Services Pty Ltd	$436,369.96	Beenleigh QLD 4207	Edward Klimowicz
AMC Commercial Cleaning Pty Ltd	$458,578.04	Baulkham Hills NSW 2153	Stephen Coade
Academy Services (NSW) Pty Ltd	$482,393.49	Roseville NSW 2069	Glen Browne
ATM Cleaning Management Pty Ltd	$487,257.00	Newington NSW 2127	Chorok Jun
CleanKings Pty Ltd	$499,890.00	Wheelers Hill Vic 3150	Don L D Hettiaratchie
Allied Security Management Pty Ltd	$516,256.56	Moorebank NSW 2170	Amer Awad
Command 51 Pty Ltd	$521,325.58	Artamon NSW 2064	Damian Martyr, Matthew Madden, Sam Saliba
Menzies International (Aust) Pty Ltd	$567,186.17	Kensington NSW 2033	Rodney William Menzies
Solo Services Group Australia Pty Ltd	$573,678.00	Crows Nest NSW 2065	Matt Salihi
TST Property Services Pty Ltd	$585,374.40	Wetherill Park NSW 2164	Najeeb Shamoon
Healthserv Pty Ltd	$599,405.81	Gladesville NSW 2111	Peter Houston Flowers, David Houston Flowers
Star Property Maintenance Pty Ltd	$629,793.00	West Hoxton NSW 2171	Steven Khalil
BG Corporate Services Pty Ltd	$684,389.16	Taylors Lake VIC 3038	Nicholas Bogdan, Ecaterina Bogden
International Investment Holdings Pty Ltd	$717,600.00	Castle Hill NSW 2154	Sergio Lopez, Mireya Lopez
SKG Cleaning Services Pty Ltd	$945,750.00	Miranda NSW 2228	George Manoussakis
AAA Asset Maintenance Pty Ltd	$1,130,317.96	St Marys NSW 2760	Armando Dimapilis, Cherry Dimapilis
Soho Property Services Pty Ltd	$1,161,787.10	Kingsgrove NSW 2208	Peter Angelopoulos
RD Cleaning Professionals Pty Ltd	$1,222,531.00	Toongabbie NSW 2146	Alpesh Prajapati, Vinodkumar RatanShibhai Patel
Shayona Business (NSW) Pty Ltd/Kleening Stars	$2,062,735.20	Ingleburn NSW 2565	Raju Harjibhai Patel, HimanshuKumar Bhupendrabhai Patel, Arpit Hitendrabhai Patel, Brijeshkumar Prahaladbhai Patel

Following the evaluation of the 22 tenders, the Tender Evaluation Panel determined that all 22 demonstrated compliance with the evaluation criteria.

Price Evaluation

Prices were requested for the following type of services:

· Daily, Weekly, Monthly, Quarterly and Annual cleaning cost as per cleaning schedule

· Additional costs including establishment fee

· Minimum or additional charges applicable for providing any of the services

· Total average staff hours allowed per clean per day

· Number of staff allocated per centre per clean

· Supervisory hours/quality inspections per week

· Total weekly cost

Criteria Evaluation

Following the evaluation of the 22 tenders, the Tender Evaluation Panel determined that the tender provided by CleanupOz Cleaning Services Pty Ltd specified an insufficient number of cleaning hours to undertake the work and their tender was not considered any further by the Panel. The costs submitted by Shayona Business (NSW) Pty Ltd/Kleening Stars, RD Cleaning Professionals Pty Ltd, Soho Property Services Pty Ltd, AAA Asset Maintenance Pty Ltd, SKG Cleaning Services Pty Ltd, International Investment Holdings Pty Ltd, BG Corporate Services Pty Ltd, Star Property Maintenance NSW Pty Ltd, Healthserv Pty Ltd,

TST Property Services Pty Ltd, Solo Services Group Australia Pty Ltd, Menzies International (Aust) Pty Ltd, Command 51 Pty Ltd, Allied Security Management Pty Ltd, CleanKings Pty Ltd and ATM Cleaning Management Pty Ltd, are excessive in comparison to the other tendered prices and the Tender Evaluation Panel determined that there was no advantage to Council in considering their tenders any further.

The remaining 5 tenderers were then assessed for capability and cost.

VDG Pty Ltd

Charmax Property Maintenance Pty Ltd

Advanced National Services Pty Ltd

AMC Commercial Cleaning Pty Ltd

Academy Services (NSW) Pty Ltd

Capability

Following the capability assessment against the evaluation criteria the Tender Evaluation Panel determined that the tenders submitted by Charmax Property Maintenance Pty Ltd, and VDG Pty Ltd demonstrated a much higher level of ability against the evaluation criteria and allocated hours for cleaning, than the offers submitted by Academy Services (NSW) Pty Ltd, Advanced National Services Pty Ltd and AMC Commercial Cleaning Pty Ltd. For the latter tenderers, the particular areas of concern are listed below:

· Advanced National Services Pty Ltd: Allocation of staff to cleaning hours was not adequate given the time constraints

· AMC Commercial Cleaning Pty Ltd: Allocation of staff to cleaning hours was not adequate given the time constraints

· Academy Services (NSW) Pty Ltd: Cleaning costs submitted were higher in comparison to the other tenders submitted

Cost

The annualised cost for each of the remaining tenderers is shown in the following table. Also included is the number of annual staff hours allocated to complete all cleaning tasks:

Tenderer	Annual Cost	Allocated Staff Hours for the year (not including supervisory hours)
VDG Pty Ltd	$429,790.00	12,560
Charmax Property Maintenance Pty Ltd	$431,210.00	13,375
Advanced National Services Pty Ltd	$436,369.96	10,250
AMC Commercial Cleaning Pty Ltd	$458,578.04	10,395
Academy Services (NSW) Pty Ltd	$482,393.49	14,880

Comments

The number of hours allocated by both Advanced National Services Pty Ltd and AMC Commercial Cleaning Pty Ltd were substantially lower than the hours allocated for the remaining tenderers. Accordingly, the tenders for these two companies were not considered further by the Panel. The cost submitted by Academy Services (NSW) Pty Ltd are higher in comparison to the other tendered prices and the Tender Evaluation Panel determined that there was no advantage to Council in also considering their tenders further.

Preferred Tenderer

Each tenderer shortlisted was assessed against their individual unit rates submitted. The assessment process showed that VDG Pty Ltd and Charmax Property Maintenance Pty Ltd offered the best annual prices based on their allocation of staffing hours required to clean the sites.

VDG Pty Ltd offered the most competitive price of the two shortlisted companies, however the Tender Evaluation Panel had concerns over the number of cleaning hours allocated to effectively clean each of the sites to the standard needed in a childcare facility. The panel used a benchmark of 13,000 cleaning hours per year to determine with confidence that all aspects of the cleaning scope could be completed to a standard that meets the National Regulatory controls for Childcare Centres. The benchmarked hours were calculated on historical cleaning times conducted by the incumbent and then adjusted by 15% to meet an increase in the daily cleaning requirements in the scope of works. VDG Pty Ltd has only allocated 12,560 hours which is lower than the benchmark and raises concerns over the number of hours allocated to clean large sites to a high standard like Yoorami and Glenmore Park Child and Family Centre. Charmax Property Maintenance Pty Ltd on the other hand has allocated 13,375 hours per year which is 815 hours more than VDG at a marginal cost increase of $1,430.00 per year. Based on these figures Charmax Property Maintenance Pty Ltd provides a better representation and understanding of the scope of works based on the different sites, their sizes and number of rooms.

Charmax Property Maintenance Pty Ltd advised that a Supervisor would be allocated to Penrith to manage the Children’s Services Contract. Three teams of three staff would work across the LGA to meet the scope of work requirements daily. Specialised crews of cleaners would then be used to meet the monthly, quarterly and annual cleaning requirements. Additionally, the Company provided extensive details on their quality control processes which included an on-line checklist reporting system that would be submitted electronically to the Centre. This process is an enhanced mechanism to measure cleaning performance at the Centres.

VDG Pty Ltd also advised that they would allocate a Supervisor that was directly responsible for the Penrith Council Children’s Services Contract however, they didn’t specify how there cleaning crews would meet the rigorous requirements of the cleaning scope of works each day, month, quarter and year across the 26 buildings. VDG Pty Ltd also use an on-line checklist system to manage quality control processes.

Referee checks have occurred for Charmax Property Maintenance Pty Ltd and it was identified that their quality, reliability and response to issues was exceptional and both referee checks rated them above 7 for quality of service provided.

During 2017/2018 the Council paid the current Contractor an amount of $449,652 which is approximately $18,000 above the amount tendered by the preferred tenderer, Charmax Property Maintenance Pty Ltd to perform this contract.

Conclusion

Based on the detailed evaluation, analysis of staffing levels to be provided, compliance requirements, quality control and cost rankings, the tender that represents the most advantageous to Council was received from Charmax Property Maintenance Pty Ltd and they are recommended for appointment by the Tender Evaluation Panel. The company demonstrated through their tender, and reference checks that they have an excellent understanding of the scope of requirements and have provided a sound methodology for ensuring a high quality of service.

The allocation of additional cleaning hours above the benchmarked amount of 13,000 demonstrates that Charmax Property Maintenance Pty Ltd will be able to meet the rigorous requirements of the scope of works to a quality standard that is supported by the Tender Evaluation Panel. The Panel are cognisant that the recommended tenderer is not the cheapest, but the Panel are confident that the company will provide effective cleaning of our child care centres at a cost that is lower than what we paid in 2017/18 for our current contract. Charmax Property Maintenance Pty Ltd pays their staff in accordance with NSW State Award AN120123 – Cleaning Services.

Financial Services Manager’s Comments

Included in the assessment of the tender was the commissioning of independent reference checks, financial analysis, and performance analysis on Charmax Property Maintenance Pty Ltd. These checks were completed by Corporate Scorecard Pty Ltd and have been reviewed by Financial Services. The preferred tenderer has been in operation since 1967. Based on the review by Financial Services, no issues were raised as to the ability of Charmax Property Maintenance Pty Ltd to perform the services described. A positive referee check was provided within Corporate Scorecard’s report. Given the type of contract, there would be minimal risk to Council as any financial exposure would be limited to payments outstanding for services performed.

The tendered cost of $431,210.00 p.a. by Charmax Property Maintenance Pty Ltd is covered in the 2018-19 Operational Plan allocation for Childcare Cleaning Services.

Tender Advisory Group (TAG) Comment

The Tender Advisory Group’s objective is to support the Council to achieve fair and equitable tender processes. The TAG, consisting of Jade Bradbury, Business Coordinator Children’s Services, Adam Beggs – Governance Coordinator and Neil Farquharson - Financial Services Manager, met to consider the report and recommendations in relation to the tender for the provision of Childcare Centre Cleaning. The TAG considered that the recommended supplier is not the lowest price tender, and that there were potential suppliers of Cleaning services in the Penrith Local Government Area. The TAG reviewed the evaluation process outlined within this report and is satisfied that the selection criteria have been correctly applied in making the recommendations. The TAG noted that, while a local supplier had provided the lowest price tender, the recommended tenderer provided the best overall value for money.

RECOMMENDATION

That:

1. The information contained in the report on RFT18/19-07 Childcare Cleaning Tender be received.

2. Charmax Property Maintenance Pty Ltd be awarded the contract subject to the execution of a formal agreement for the provision (supply and delivery) of Childcare Cleaning for a period of three (3) years, with an option to extend for a further two (2) x (1) year periods for the tendered price of $431,210.00 p.a., subject to satisfactory performance.

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

ATTACHMENTS/APPENDICES

There are no attachments for this report.

Ordinary Meeting 25 February 2019

Sports Facilities - Successful Grant Applications

Compiled by: Andrew Robinson, Community Facilities and Recreation Manager

Ben Collins, Management Accountant - Budget

Authorised by: Brian Steffen, Executive Manager - City Assets

Outcome	We are healthy and share strong community spirit
Strategy	Provide opportunities for our community to be healthy and active
Service Activity	Plan and advocate for sport and recreation facilities, services, programs and events for the City

Executive Summary

Council Officers have received notification that $5.25m has been awarded through NSW State Government and Australian Government grant programs for 6 community sport facility infrastructure projects in the Penrith Local Government Area.

The proposed projects at The Kingsway, Jamison Park, Hunter Fields, Surveyors Creek, Mulgoa Rise, and Marks Leece Oval will support approximately one million visitations annually. Over twenty sports clubs, associations, state sports organisations, school sports associations, schools, and event organisers will benefit from contemporary, accessible and sustainable facilities with increased capacity to accommodate a more diverse range of programs, activities and events of local, regional and state significance.

Grant applications were submitted to the NSW State Government’s Greater Sydney Sports Facility Fund (GSSFF) and the Australian Government’s ‘Move It Aus’ - Community Sport Infrastructure Program (CSIP) in August and September 2018.

The projects for which grant funding has been awarded are:

‘Move It Aus’ - Community Sport Infrastructure Program

Facility	Project	Grant	Council	Other	Est. Cost
Hunter Fields, Emu Plains	Amenities Upgrade	$200,000	$200,000	$0	$400,000
Surveyors Creek Softball Fields, Glenmore Park	Floodlight Upgrade – Diamond 1	$50,000	$25,000	$50,000 (NSW Govt. Community Building Partnership)*	$125,000
The Kingsway North, Werrington	Floodlight Upgrades	$500,000	$150,000	$0	$650,000
TOTAL		$750,000	$375,000	$50,000	$1,175,000

*NSW Community Building Partnership grant previously reported to Council

Greater Sydney Sports Facility Fund

Facility	Project	Grant	Council	Other	Est. Cost
Jamison Park, South Penrith	Multi-sport Synthetic Surface	$2,565,300	$1,127,200	$75,000 (Nepean FA)	$3,767,500
Mulgoa Rise, Glenmore Park	Amenity Building Extensions	$650,000	$0	$0	$650,000
Mark Leece Oval, St Clair	New Amenity Building	$1,285,000	$455,000	$0	$1,740,000
TOTAL		$4,500,000	$1,582,000	$75,000	$6,157,000

The report recommends that Council endorse the grant awards and that funding agreements be signed with the NSW State Government in relation to the Greater Sydney Sports Facility Fund and, the Australian Government for the ‘Move It Aus’ - Community Sport Infrastructure Program grants.

Background

Established in 2018, the NSW Government’s GSSFF is a three-year grant program with approximately $33m annually available across the 33 Local Government Areas in the Greater Sydney Region. The minimum grant available is $500,000 with the maximum being $5m. A minimum co-contribution of 25% is required for projects exceeding a $1m project cost.

The Australian Government announced that it would invest $29.7m in 2018-2019 to improve local community sport infrastructure. The ‘Move It Aus’ - Community Sport Infrastructure Program was established with three ‘streams’ available to cater for capital projects of small to medium scale, with the maximum grant amount being $500,000. The program opened for applications on 2 August 2018 and closed on 14 September 2018. Whilst not mandatory, co-contributions were encouraged with the grant guidelines outlining that: ‘co-contributions will be considered favourably and scored higher where they exist for projects.’

Current Situation

a) Greater Sydney Sports Facility Fund

At Council’s Ordinary Meeting, on 27 August 2018, it was resolved that 13 Expressions of Interest be submitted to the NSW Government’s Office of Sport GSSFF. Council Officers subsequently submitted these Expressions of Interest by the deadline of 31 August 2018.

The grant program received 154 Expressions of Interest in total from across Greater Sydney.

Three of Council’s applications were selected to progress to the second stage which

required the submission of a detailed business case by the 7 December 2018 deadline.

Council Officers submitted detailed business cases and, after assessment by NSW Office of Sport, notification has been received over the course of the last 4 weeks that the following projects have been awarded grant funding.

Jamison Park, South Penrith

Installation of a multi-sport/multi-purpose synthetic surface incorporating two rectangular fields and a cricket/AFL oval. Estimated project cost of $3,767,500 funded as follows:

GSSFF Grant $2,565,300

Council Contribution

2019-20 Parks Asset Renewal Program $100,000

S7.11 $300,000

Telecommunications Access Reserve $587,200

Major Projects $100,000

Synthetics Study $40,000

Total Council $1,127,200

Nepean Football Association $75,000

Mark Leece Oval, St Clair

Replace existing and construct a new amenity building. Estimated project cost $1.74m funded as follows:

GSSFF Grant $1,285,000

Council Contribution

2019-20 Building Asset Renewal Program $255,000

Telecommunications Access Reserve $100,000

Major Projects $100,000

Total Council $455,000

Mulgoa Rise Sportsground, Glenmore Park

Amenity building extension to include additional changing rooms. Estimated project cost $650,000 Funded as follows:

GSSFF Grant $650,000

Council Contribution $0 (not required in line with grant criteria)

b) ‘Move It Aus’ - Community Sport Infrastructure Program

In line with the grant criteria, timeframe for submission of applications, and review of existing Council resources and project programs, Council Officers completed five grant submissions.

Notification of grant award success, or otherwise, was provided on 21 December 2018. Subsequent notification was received on 13 February 2019 in regards to the outcome of the Kingsway Playing Fields submission. The following lists successful and unsuccessful projects and outlines both the grant awarded or the grant request

i) Successful Applications

- Kingsway Playing Fields (North), Werrington

The project will realise floodlight upgrades to contemporary standards for 18 touch football/oztag fields, as well as the installation of an accessible pathway around amenity building.

The grant award is for full amount requested, $500,000. Council’s 2019-2020 Parks Asset Renewal program includes $150,000 for floodlight upgrades which was included in the grant application as Council’s co-contribution. The project will also complement improvements to playing surfaces scheduled in 2019-2020 with $44,000 included in the Parks Asset Renewal program for this purpose.

- Hunter Fields Reserve, Emu Plains

The project will realise upgrades to the existing amenity building. The grant award is for the full amount requested, $200,000, Council’s co-contribution is $200,000 allocated from the 2018-2019 Building Asset Renewal program.

- Surveyors Creek Softball Fields, Glenmore Park

Floodlight upgrade to Diamond 1. The grant award is for the full amount requested, $50,000. Council’s contribution is $25,000 allocated from the 2018-19 Parks Asset Renewal Program, with a further contribution from the NSW Government’s Community Building Partnership $50,000.

ii) Unsuccessful Applications

- Parkes Avenue Reserve, Werrington; Amenity Upgrade. Grant requested $50,000.

- Kevin Dwyer Fields, St Marys; Amenity Upgrade. Grant requested $50,000.

Financial Services Manager’s Comment

Both the GSSFF and CSIP provides Council with the opportunity to leverage existing funding to improve facility standards, access, and participation in line with Council’s plans, programs and strategies.

Where co-contribution funding has been identified as part of the project budget, these can be accommodated through Council’s existing Building and Parks Asset Renewal Programs, s7.11 Developer Contributions Plans, the Telecommunications Access Fund and Council’s operating budgets (e.g. Project Design).

Once completed, the proposed projects will require an increase in Council’s asset maintenance and renewal requirements which are funded from General Revenue. It should be noted that the asset renewal costs resulting from the proposed Jamison Park Synthetic Fields will not be insignificant with such facilities requiring renewal of the playing surface approximately every ten years, in today’s dollars this cost is estimated to be in the vicinity of $1.2 million.

Conclusion

In realising $5,375,000 in grant funding and project contributions from others (Nepean Football Association and a previously awarded NSW Government Community Building Partnership grant), existing Council budgets will be leveraged with Council realising $2.75 for every dollar it invests in the development of six community sports infrastructure projects.

The proposed projects at the The Kingsway, Jamison Park, Hunter Fields, Surveyors Creek, Mulgoa Rise, and Marks Leece Oval will support approximately one million visitations annually. Over twenty sports clubs, associations, state sports organisations, school sports associations, schools, and event organisers will benefit from contemporary, accessible and sustainable facilities with increased capacity to accommodate a more diverse range of programs, activities and events of local, regional and state significance.

Increasing and managing the capacity of existing facilities, as well as the development of new facilities, will ensure that Council continues to provide diverse and inclusive sport and physical activity infrastructure that supports population growth, and encourages more residents to be more active, more often. Investment in the projects will also create the opportunity for economic return for the City through both the construction phase, and once the facilities are operational e.g. a Football NSW study outlines that every participant returns $1,734 to the economy and a $15.34 per participant health impact.

In terms of project process, Council is required to enter into funding agreements with both the NSW State Government and the Australian Government for the respective projects. Subject to finalisation of these agreements a project program will be established including consultation with user groups of each facility. Information will be provided to Council as the projects progress.

RECOMMENDATION

That:

1. The information contained in the report on Sports Facilities - Successful Grant Applications be received.

2. Council accept the Greater Sydney Sports Facility Fund grants awarded, and enter into funding agreements with the NSW Government, for the projects at:

- Jamison Park, South Penrith – multi-sport synthetic surface $2,565,300

- Mark Leece Oval, St Clair - new amenity building $1,285,000

- Mulgoa Rise, Glenmore Park – amenity building extension $650,000

3. Council accept the ‘Move It Aus’ - Community Sport Infrastructure Program grants awarded, and enter into funding agreements with the Australian Government, for the projects at:

- Hunter Fields, Emu Plains – amenities upgrade $200,000

- Surveyors Creek, Glenmore Park – floodlight upgrades $50,000

- The Kingsway (North), Werrington – floodlight upgrades $500,000

ATTACHMENTS/APPENDICES

There are no attachments for this report.

Ordinary Meeting 25 February 2019

Multicultural Working Party - Terms of Community Members

Compiled by: Tracy Leahy, Community Programs Coordinator

Authorised by: Erich Weller, Community and Cultural Development Manager

Outcome	We are healthy and share strong community spirit
Strategy	Provide opportunities for our community to be healthy and active
Service Activity	Deliver programs and work with government and community organisations to improve health and wellbeing

Executive Summary

This report provides Council with information regarding the Multicultural Working Party (MWP) community member two-year term which is from May 2017 to May 2019. The MWP meets on a quarterly basis.

MWP Community members have been very proactive during their initial term including participation at a planning session and the subsequent development of an Action Plan, suggesting guest speakers for the meeting and attendance and contribution to other events organised by Council including the International Day of Peace held in September 2017 and again in September 2018.

For a range of reasons there is significant benefit in extending the terms of the MWP Community members to September 2020 to align with the term of the current Council.

This report outlines some of these reasons and seeks endorsement from Council to change the Terms of Reference (TOR) for the MWP to extend the current agreed term for community members (May 2017 to May 2019) to a term ending in September 2020 to align with the term of the current Council.

The report recommends that:

1. The information contained in the Multicultural Working Party – Terms of Community Members report be received.

2. The term of community members on the Multicultural Working Party be extended to September 2020 to align with the term of the current Council.

3. The Terms of Reference for the Multicultural Working Party be amended so that the term of community members align with the Council election cycle.

Background

Until recently Multicultural NSW had in place Regional Advisory Councils (RACS) as the principal mechanism for consultation between the NSW Government, representatives of multicultural communities and local government.

With changes to legislation and their consultative mechanisms Multicultural NSW disbanded the Nepean Blacktown Regional Advisory Committee covering Penrith, Blue Mountains, Hawkesbury and Blacktown LGAs and incorporated this region into the West Sydney RAC covering eight (8) Local Government Area (LGAS). Local Government Councillors were previously represented on RACS (including Penrith Council) however with the changes local government Councillors cannot nominate for RACs. In addition, because the West Sydney RAC now covers a much larger region it is also more difficult for community members in the Penrith LGA to be represented on the West Sydney RAC.

Our City is committed to being inclusive and socially cohesive and Council does this by facilitating mutual understanding and dialogue, providing opportunities to connect through common interests and celebrating our different cultures.

In 2016 in Penrith City, 1 in 5 people or 21.6% were born overseas and over 33,000 people spoke a language other than English. The top six languages spoken at home other than English include: Filipino/Tagalog, Arabic, Hindi, Punjabi, Maltese and Mandarin.

At its Policy Review Committee meeting of 14 November 2016 Council resolved to establish a Multicultural Working Party to enable representatives of the multicultural communities in Penrith to engage with Council and contribute to social inclusion and community wellbeing in the City. Council at its Ordinary meeting of 28 November resolved that there would be three (3) councillor representatives. Initially Councillors Karen McKeown OAM, Aaron Duke and Joshua Hoole were the councillor representatives. After Councillor Hoole’s resignation Councillor Robin Cook is now the third Councillor representative. Council at its Ordinary meeting of 10 April 2017 endorsed the appointment of eight (8) community members to the MWP for a two-year term from May 2017 to May 2019.

Present Situation

The term for the community representatives on the MWP will end in May 2019. Council has valued the contribution and advice the community members have provided to Council on issues relating to Multiculturalism and the wellbeing of residents from Culturally and Linguistically Diverse (CALD) backgrounds in Penrith City. The following information gives examples of how the MWP is contributing to Council work to enhance the wellbeing of CALD communities in the City.

Community members have contributed to building the capacity of the MWP through their attendance at meetings and their interaction with Councillors and Council officers. The community members actively participated in the MWP planning session held on 23 February 2018 including completing a pre planning session survey. The information recorded from the planning day informed the development of the Action Plan for the MWP. This two-year action plan is in place for 2018-2020. This Action Plan guides the work of Council officers and at appropriate times Council will engage with the members of the MWP to advance the implementation of the plan. This is important in ensuring Penrith City continues to be inclusive and welcoming to people from different cultural and language backgrounds.

Community members of the MWP have been proactive in recommending guest speakers to present important information on issues of concern for our CALD communities. These presentations included the Nepean Blue Mountains Local Health District on the major redevelopment of the hospital. This presentation also included an invitation for members of the MWP to join or encourage other members of the CALD community to join the consumer reference group. This was a good example of how the MWP can advocate for the CALD community on planning health infrastructure and services for the Penrith LGA.

The Community members of the MWP have been engaged in presentations from services provided by Council. A recent presentation by the Library Services Manager was well received by the group and resulted in ideas for more signage in the library to inform CALD communities about the services the Library can offer including access to free computers in the Library.

A number of MWP community members have contributed to the International Day of Peace celebrations held for the first time in September 2017 and again in September 2018. A number of MWP community members also attended and contributed to the Multicultural NSW Advisory Board visit to Penrith and St Mary’s on 18 May 2018.

The MWP community members have developed a better understanding of Council processes and how they can support Council in enhancing service delivery to the City’s multicultural communities, with the outcome of building community capacity and cohesion.

This report requests that the term of MWP community members be extended from May 2019 until September 2020 to align with the Councillor term of office. At the MWP meeting of the 28 November 2018 all the community representatives and the Councillor representatives in attendance were consulted by way of a report and discussion and agreed in principle to request that Council extend the term for community members, to maximise the valuable contributions made by the MWP (members not in attendance were also consulted). There was consensus that the extension of the term would be positive and facilitate consistency in the delivery of the MWP Action Plan 2018-2020. This would allow an opportunity to further strengthen the contribution of the MWP.

In April 2018 Council extended the term of the Access Committee community members from two-year terms to a term that aligns with the current term of Council – that is to September 2020.

If Council confirms the extension of the term of community members, then community members will be informed in writing of Council’s decision.

Summary

This report provides Council with information regarding the current term of MWP community members as well as some achievements of the MWP.

This report seeks the endorsement of Council in relation to extending the two-year term for the Community representatives on the MWP to align with the Council election cycle, that is to September 2020.

RECOMMENDATION

That:

1. The information contained in the report on Multicultural Working Party - Terms of Community Members be received.

2. The term of community members on the Multicultural Working Party be extended to September 2020 to align with the term of the current Council.

3. The Terms of Reference for the Multicultural Working Party be amended so that the term of community members align with the Council election cycle.

ATTACHMENTS/APPENDICES

There are no attachments for this report.

Ordinary Meeting 25 February 2019

Organisational Performance and Financial Review - December 2018

Compiled by: Neil Farquharson, Financial Services Manager

Geraldine Brown, Strategic Finance Coordinator

Craig Shepherd, Corporate Reporting Coordinator

Allegra Zakis, Corporate Planning Coordinator

Authorised by: Andrew Moore, Chief Financial Officer

Outcome	We have confidence in our Council
Strategy	Manage our money and our assets to be sustainable now and into the future
Service Activity	Support financial sustainability through financial planning and budget management

Executive Summary

This report outlines Council’s progress towards implementing its four-year Delivery Program 2017-21 and annual Operational Plan 2018-19, and focuses on the period of 1 July to 31 December 2018. The report should be read in conjunction with the Organisational Report – December 2018 (refer attached), which records significant Variations, Reserve Movements, proposed Revotes, Contracts, Consultancies and Legal Expenses, Cash and Investments position, Income and Expenses by Program, and our progress in completing the organisation’s Operating and Capital projects for 2018-19.

At 31 December 2018, 98% of Council’s 245 reportable projects, and just over 95% of Council’s 83 reportable actions were ‘On Track’ or ‘Completed’. All 131 Service Activities were reported as being ‘On Track’. Some minor changes are also recommended to the Operational Plan and Delivery Program to recognise changes in the organisation.

Council projected a Balanced Budget in the adoption of the Original 2018-19 Operational Plan. The December 2018 Quarter Review has resulted in a surplus of $105,056 being predicted for the Quarter, and $167,139 for the full year.

This report recommends that the Organisational Report – December 2018 be received and that the revised Budget estimates identified in the report and detailed in the Organisational Report – December 2018 be adopted.

Organisational Performance Summary

The Organisational Report – December 2018 provides information on Council’s progress against its 2018-19 Operational Plan and Projects for the six-month period between 1 July 2018 to 30 December 2018. At 31 December 2018:

· 95% of 83 reportable Operational Plan Actions were ‘On Track’ or ‘Completed’

· 98% of 120 reportable Capital Projects were ‘On Track’ or ‘Completed’

· 97% of 125 reportable Operating Projects were ‘On Track’ or ‘Completed’

· 100% of 131 Service Activities were ‘On Track’

Table 1 provides a performance summary, which overall demonstrates that Council is successfully delivering its services and programs.

	Completed		On Track		Attention Required		Total
	No.	%	No.	%	No.	%	Total

Actions	4	5%	75	90%	4	5%	83
Capital Projects	30	25%	88	73%	2	2%	120
Operating Projects	14	11%	108	86%	3	3%	125

Table 1

Further detailed information can be found in the Organisational Report – December 2018 .

Organisational Highlights

Council’s programs and services delivered a number of significant achievements during the past three months. These include:

· hosting and supporting several successful events which injected $10 million into the local economy

· launching of our first Penrith Community Profile and Penrith New West – The Edge of Tomorrow

· delivering eight new playgrounds

· adding 13.8km of footpath and 3.2km of shared pathway.

Financial Position Summary

This report covers the second quarter of the 2018-19 financial year. Details of significant Variations, Reserve movements, and the status of Council’s Operating and Capital Projects compared to Budget are included in this document.

Council projected a Balanced Budget in the adoption of the Original 2018-19 Operational Plan. The September Quarterly Review reported some variations to the predicted annual budget including a number of proposed allocations that were adopted and combined with other adopted variations during the first quarter which provided for a revised projected surplus of $58,383 for 2018-19. The favourable budget position at this early stage of the financial year also presented the opportunity to transfer $500,000 to the Reserve budget to provide capacity to respond to current and emerging priorities.

The December Review again presents a positive result with a revised projected net surplus of $167,139 for 2018-19. This result comprises mainly positive variations to the adopted Budget, with the most notable for the December Quarter being additional Rates income ($419,219) and Interest on Investments ($330,000).

Net organisational salary savings of $331,961 have also been identified in this quarter, largely from staff vacancies. In keeping with Council’s adopted practice, these salary savings will be retained within the Employee cost budget at this stage and not be reallocated until the end of the year to manage any budgetary risks throughout the year. Council’s LTFP has foreshadowed that increases to the annual Employee Leave Entitlement (ELE) provision will be required and a strategy to increase this provision has been implemented. Council is committed to ensuring that sufficient provision is made for ELE and therefore it is proposed that any remaining salary savings will be transferred to the ELE Reserve as part of the June 2019 Review, once provision for current year payments are made.

Additionally, a total of $1.7m of Operating Project revotes are proposed as a result of the December 2018 Quarter Review, as the works will not be completed in this financial year. Further details on proposed major variations and revotes are provided later in this report with more detail in the Organisational Report – December 2018.

This report recommends that the revised Budget estimates, including Revotes, identified in this report and detailed in the attached Organisational Report – December 2018 be adopted.

Financial Position for the December 2018 Quarter

The financial position of Council for the Quarter is expressed by providing information in compliance with Quarterly Budget Review Statement (QBRS) requirements on:

· Budget position (whether balanced/surplus/deficit)

· Significant Variations

· Identified Revotes

· Funding summary

· Reserve movements for the Quarter

· Capital and Operating Budget Projects list for the quarter

· Key Performance Indicators

· Income and Expenses

· Income and Expenses by Program

· Capital Budget

· Cash and Investments

· Contracts and Other Expenses

· Consultancy and Legal expenses.

Budget Position

	$’000s
Original Budget Position	0
September 2018 Quarter Variations Adopted by Council	58.4
December 2018 Quarter Variations previously Adopted by Council	3.7
December 2018 Quarter Review Proposed Variations	105.0
Revised Budget Position Surplus/(Deficit) projected to June 2019	167.1

The predicted cumulative result for the year as at December 2018 is a surplus of $167,139 after the recommended variations for the quarter. Commentary is provided below on some of the more significant issues in the review (F= Favourable, U= Unfavourable, A= Allocation). Further details together with all proposed variations, variations with no impact on available funds, revotes, and reserve movements are detailed in the Organisational Report – December 2018.

Net Employee Costs

During the second quarter of 2018-19 salary savings have been realised primarily due to vacancies across a number of Departments. The majority of these vacant positions are in the process of being filled. It is recommended that some of the identified salary savings are retained in the individual Departments to enable alternative temporary staff resources to ensure the delivery of key Operational Plan tasks and projects. The net salary savings of those being retained by Departments total $331,961.

It is proposed that as part of the December Quarterly Review that the identified salary savings of $331,961 are retained within the employee costs area to assist with year-end employee cost balancing and to supplement the budget for any resignations or retirements. Any remaining savings at year end could then be considered for transfer to the Employee Leave Entitlement (ELE) Reserve as part of the June Quarterly Review.

Rates Income $419,219 F (0.3%)

Net Rates income is forecast to be $419,219 greater than previous budget estimates. This additional income can be attributed to recent development of industrial land around the Costco site in Kemps Creek and completion of some large residential strata developments. The income was predicted to be received in future years of Council’s Long Term Financial Plan (LTFP) and as such does not substantially increase Council’s financial capacity in future years.

Interest on Investments $330,000 F (18.3%)

The 2018-19 Original Budget was prepared using an expected interest return of 2.25%, which is slightly less than the current actual annual yield of 2.6%. It is anticipated that interest returns will continue to remain steady in the short term, and interest earned on untied investments will continue to perform at a rate of approximately 2.6%, with a corresponding increase of $330,000 for 2018-19 proposed in the December Quarterly Review.

Development Applications Income $100,000 F (3.7%)

DA income requires a variation to account for a spike in Major DA income this quarter. This is commensurate with fees for stages 2 and 3 of the Panther’s exhibition, conference centre and hotel development lodged in December and not anticipated this financial year. This adjustment is conservative to account for a level of uncertainty in 2019.

Construction and Compliance Certificates Income $130,000 U (26.5%)

The reduction in Construction and Compliance Certificate income is attributed to current market conditions impacting on lending/commencements and this trend is projected to continue throughout 2019.

Transfer to Reserve - $700,000 A

The development of the annual Budget each year requires a number of assumptions to be made in relation to both expenditure and income that are dependent on factors outside of Council’s control. To safeguard against movements in these assumptions and forecasts it is proposed that $700,000 be transferred to Reserve. In addition, this allocation will provide capacity to respond to some current and emerging priorities, including some of the priority resource requests.

Other variations with no impact on Available Funds and Proposed Revotes

A number of other variations, proposed as part of this review, do not have an impact on the available funds. Details of these adjustments are provided in the Organisational Report – December 2018.

In addition to these adjustments a total of $1.7m of planned Operating Projects are proposed for revote this quarter. The total value of Revotes for the year to date is $9.4m, inclusive of the Revote of $9.4m for Western Sydney Infrastructure Plan Local Roads Package (WSIP). This compares to $18.2m (inclusive of $14.3m for WSIP and $2.5m for the Better Boating Program) for the same period in 2017-18. A full list of Revotes is included in the attachment Organisational Report – December 2018.

Changes to the 2017-21 Delivery Program and 2018-19 Operational Plan

Some minor changes are recommended to the 2017-21 Delivery Program which will be reflected in the 2018-19 Operational Plan. These changes do not impact service delivery across council but are necessary to reflect recent organisational changes. Proposed changes will:

· Formally recognise the Risk and Compliance Function

This function has been involved in managing asbestos and other compliance issues for close to 12 months as a sub function within City Assets. It is now formalised as a function and therefore needs to be recognised in the Delivery Program. The activities being undertaken will not change.

· Modify the service activities within the Facilities Management Department to reflect an internal realignment

The internal alignment of the Facilities Management Department has been changed to improve service delivery. Function names and service activities will be updated accordingly.

· Update organisational indicators relating to housing approvals, variation to planning policies and sporting club members

The Delivery Programs notes that organisational indicators will be subject to review to ensure that they are the most appropriate given available data. Changes are needed to three indicators. The intent of reporting these indicators has not changed.

The above changes are minor but will ensure that the Delivery Programs and Operational Plan continue to accurately reflect the services and performance of Council. The updated Delivery Program and Operational Plan will be available on Council’s website.

Conclusion

This report, and the more detailed Organisational Report – December 2018 indicates that the performance of Council’s Capital and Operating Projects are on track to meet Council’s challenging annual program. Strong financial management combined with the fine tuning and confirmation of Budget assumptions have contributed to a surplus being projected to June 2019.

The Organisational Report – December 2018 is attached as a PDF. The final designed version will be placed on Council’s website and will be available in hard copy on request.

RECOMMENDATION

That:

1. The information contained in the report on Organisational Performance and Financial Review - December 2018 be received.

2. The Organisational Performance and Financial Review - December 2018 as at 31 December 2018, including the revised estimates outlined in this report and detailed in the Organisational Report - December 2018 be adopted.

ATTACHMENTS/APPENDICES

1. ⇩

December 2018 Organisational Report

124 Pages

Attachments Included

Ordinary Meeting 25 February 2019

2018-19 Borrowing Program

Compiled by: Cheryl Freeburn, Operational Project Accountant

Authorised by: Neil Farquharson, Financial Services Manager

Outcome	We have confidence in our Council
Strategy	Manage our money and our assets to be sustainable now and into the future
Service Activity	Provide accurate information to Council and the community on Council's financial activities

Executive Summary

The 2018-19 Borrowing Program comprises new borrowings of $5.5 million which is made up of $2.8m for the City Centre Renewal and Improvement Program, and $2.7m to fund the s7.11 Cultural Facilities current deficit amount. Note the deficit amount estimated for 2018-19 as part of the Financial Capacity Review was $4.8m, the current year’s budget will need to be reduced in line with the lessor loan amount proposed. In addition, $2.28 million of loans originally borrowed in June 2014 will be due for renegotiation and renewal in June 2019.

The loans will be drawn down prior to 30 June 2019 to take advantage of record low interest rates currently available.

Background

The adopted Operational Plan for 2018-19 includes a Borrowing Program that comprises new borrowings of $2.8 million to fund the City Centre Renewal and Improvement Program. The $1 million infrastructure borrowings were reduced last year to nil which is ahead of Council’s Financial Capacity Review revised Borrowing Strategy which recommended phasing in the removal of General Revenue funded borrowings by 2020.

Also included in the 2018-19 borrowings are existing loans totalling $2.28 million that require renewal for the remaining 5 years of their loan term. They were originally borrowed in 2014 for a 5 year fixed term.

Approval is sought from the Council to borrow a total of $7,782,752.08 consisting of:

· $5,500,000 new loans for a 10 year term

· $2,282,752.08 renewal loan for a 5 year term

Loan Application Process

A number of Banks and Financial Institutions will be contacted to submit preliminary quotations for this year’s Borrowing Program. Their responses will be reviewed and fixed quotations obtained. The Banks and Financial Institutions traditionally quote a firm interest rate for 24 hours and Council is required to accept the most favourable quote within this time frame. This process does not allow sufficient time for these rates to be referred to Council for a decision. Council has in the past approved the borrowings and provided delegation to the General Manager to negotiate and accept the final terms of the borrowings.

NSW Councils who were assessed as “Fit for the Future” qualify to access the NSW Treasury Corporation (TCorp) Loan Facility. As a result of Penrith City Council being deemed “Fit”, TCorp will also be invited to quote for Council’s new loan borrowings. As part of the 2018-19 loan application process Council will again establish a TCorp Loan Facility and evaluate the loan rates offered through the facility against those quoted by the Banks and Financial Institutions. TCorp will only quote for the new loans due to their policy of not refinancing existing loans. The most favourable rate(s) and terms will be selected.

Details of the quotations received, the evaluation undertaken and the final rates and terms accepted are then reported to the Council once the contracts are finalised.

This report recommends following the same Loan Application Process outlined above, for the 2018-19 Borrowing Program.

RECOMMENDATION

That:

1. The information contained in the report on 2018-19 Borrowing Program be received.

2. The current 2018-19 loan budget to offset s7.11 Cultural Facilities deficit balance be reduced from $4,800,000 to $2,700,000.

3. Council borrow the $7,782,752.08 to fund infrastructure assets.

4. The General Manager be granted delegated authority to negotiate the loans in accordance with this resolution.

5. The Common Seal of the Council of the City of Penrith be affixed to those documents that are necessary to finalise these borrowings.

6. The final terms and conditions of the borrowings be reported to the Council upon completion of the loan contracts.

ATTACHMENTS/APPENDICES

There are no attachments for this report.

Ordinary Meeting 25 February 2019

2019 Australian Local Government Association (ALGA) National General Assembly

Compiled by: Annalise Fairall, Administration Officer - Governance

Adam Beggs, Governance Coordinator

Authorised by: Glenn McCarthy, Governance Manager

Outcome	We have confidence in our Council
Strategy	Be open and fair in our decisions and our dealings with people
Service Activity	Promote ethical behaviour and open and fair decision making

Executive Summary

The 2019 Australian Local Government Association (ALGA) National General Assembly of Local Government will be held in Canberra from 16-19 June 2019.

The theme for this year’s conference is ‘future focused’, and will be held after the federal election.

Penrith City Council is entitled to have one voting delegate at each plenary session and it is open to councils to send additional Councillors as observers to the Assembly.

As in previous years, presentations will be given at the Assembly from key political leaders, and a number of other speakers. At this stage the program outlines a number of speakers including Political Commentator, Karen Middleton, Paralympic Champion, Kurt Fearnley OAM, Community Engagement Specialist, Kylie Cochran, Australian Futurist, Author, Technologist and Speaker, Steve Sammartino, TV Personality, Gretel Killeen, CEO - Foundation for Rural and Regional Renewal, Natalie Egleton, Drug Prevention in Iceland, Dr Jón Sigfússon, and CEO - Alcohol and Drug Foundation, Dr Erin Lalor.

Council should nominate its voting delegate to attend the Assembly and any observers who wish to attend, and grant leave of absence as appropriate.

Motions will close on 29 March 2019.

Motions for the Assembly this year must fall under the theme “Future Focused” and need to be submitted to the ALGA as soon as possible. A copy of the program and discussion paper is attached to this report. Councillors are welcome to put forward any suggested motions at tonight’s meeting, however the motion would need to be adopted at the meeting and forwarded to ALGA immediately.

Background

The 2019 National General Assembly of Local Government will be held in Canberra from 16-19 June 2019.

The National General Assembly, which is sponsored by the Australian Local Government Association (ALGA), will have as its theme, “Future Focused”.

As a result of this, two of the key note speakers include Australian Futurist, Steve Sammartino and Distinguished Professor and Director of the Autonomy, Agency and Assurance Institute, Genevieve Bell.

Delegates

Each Council is entitled to have one voting delegate at each plenary session. In addition to selecting its voting delegate, it is open to Council to send additional Councillors as observers.

In 2018, Council’s voting delegate to the National General Assembly (NGA) was His Worship the Mayor, Councillor John Thain, and Councillors Ross Fowler OAM, Jim Aitken OAM and other interested councillors who were nominated to attend as observers.

Submitting Motions

To enhance the quality of outcomes from this year’s National General Assembly, and to ensure that motions are relevant to local government nationally, the ALGA Board is calling for motions under the theme of “Future focused” as outlined in the discussion paper.

To be eligible for inclusion in the National General Assembly Business Papers motions must:

1. Be relevant to the work of local government nationally;

2. Be consistent with the themes of the Assembly;

3. Complement or build on the policy objectives of your state and territory local government association;

4. Be submitted by a council which is a financial member of their state or territory local government association;

5. Propose a clear action and outcome; and

6. Not be advanced on behalf of external third parties that may seek to use the NGA to apply pressure to Board members or to gain national political exposure for positions that are not directly relevant to the work of, or in the national interest of, local government.

All motions should have a contact officer, a clear national objective, a summary of the key arguments in support of the motion and endorsement from our council. These motions need to be lodged electronically by 29 March 2019.

The primary focus of all Motions should be to strengthen the capacity of local government to provide services and infrastructure in Australia. Providing clear actions within areas that are still emerging provides councils with an opportunity to influence the development of ALGA policy and advocacy by ALGA on federal election commitments.

The topics raised under this theme in the discussion paper are provided below and designed to generate thought for relevant motions to be put forward for the NGA to consider:

1. The Present

2. The Future

3. Employment

4. Technology

5. Demographics

6. Climate Change

Motions that are carried by the National General Assembly become Resolutions. These Resolutions are then considered by the ALGA Board when setting national local government policy and will also feed into the Australian Council of Local Government processes.

Motions

At this stage no motions have been put forward by staff for Council to consider. However, it is proposed that should any motions be developed in the near future that a report will be brought back to the next Policy Review Committee meeting. At this meeting it would be appropriate for councillors to suggest any motions that they would like to be drafted for the conference to be included any report that may be brought to the Policy Review Committee.

Conclusion

Council should nominate its voting delegate and any observers to the Australian Local Government Association for the 2019 National General Assembly in addition to considering the proposed motion for endorsement to the Conference.

RECOMMENDATION

That:

1. The information contained in the report on 2019 Australian Local Government Association (ALGA) National General Assembly be received.

2. Council nominate its voting delegate for the 2019 National General Assembly of Local Government.

3. Council nominate any Councillors that wish attend as observers at the 2019 National General Assembly of Local Government.

4. Leave of Absence be granted to all Councillors attending the 2019 National General Assembly of Local Government to be held in Canberra from 16-19 June 2019.

ATTACHMENTS/APPENDICES

There are no attachments for this report

Ordinary Meeting 25 February 2019

Audit, Risk and Improvement Committee

Compiled by: Stuart Benzie, Internal Audit and Policy Officer

Authorised by: Anthony Robinson, Risk and Audit Coordinator

Matthew Bullivant, Legal Services Manager

Outcome	We have confidence in our Council
Strategy	Be open and fair in our decisions and our dealings with people
Service Activity	Promote ethical behaviour and open and fair decision making

Executive Summary

This report provides information on the meeting of Council’s Audit, Risk and Improvement Committee held on 12 December 2018. The draft Minutes of the Audit, Risk and Improvement Committee meeting 12 December 2018 are attached to this report.

Background

The Local Government Amendment (Governance and Planning) Bill 2016 (NSW) requires that Council must appoint an Audit, Risk and Improvement Committee (the ARIC). The ARIC must keep under review the following aspects of the Councils operations:

a) compliance

b) risk management

c) fraud control

d) financial management

e) governance

f) implementation of the strategic plan, delivery program and strategies

g) service reviews

h) collection of performance measurement data by the Council, and

i) any other matters prescribed by the regulations.

The ARIC must also provide information to the Council for the purpose of improving the Council’s performance of its functions.

The ARIC operates under a Charter, most recently updated by Council resolution on 22 May 2017.

Current Situation

The ARIC met on 12 December 2018. This was the fourth meeting of the ARIC for the calendar year. The draft Minutes of the prior meeting, as provided to Council on 29 October 2018, were adopted without alteration.

A copy of the draft Minutes for the meeting of 12 December 2018 are attached to this report.

In keeping with the ARIC’s practice, the ARIC identified the following five key take-outs from the meeting:

1. The first steps have been taken to document and assess Council’s overarching governance and compliance framework in a consolidated form, and to assess changes to accounting standards (revenue from contracts with customers, leases, and income for not-for-profit entities e.g. volunteer services) that will likely substantially impact the presentation of Council’s financial statements.

2. The number of external audit recommendations raised by the Auditor General reduced by 58% from 26 in 2017 to 11 in 2018. None are rated extreme or high risk. Management will focus on closing out 8 ‘repeat issues’.

3. The ARIC considered updated risk treatment plans for 6 extreme and high rated operational risks that are outside Council’s defined risk appetite. Continued monitoring is underway until these risks are well controlled.

4. An internal audit of Regulatory and Compliance Enforcement (Rangers and Animal Services) concluded that major improvement is needed. The 51 recommendations address operational and cultural improvements.

5. A mandatory external quality assessment review of the internal audit activity is underway in line with professional auditing standards. The ARIC will receive the report at its March 2019 meeting.

Next Meeting

The next ARIC meeting is scheduled for 27 March 2019.

RECOMMENDATION

That the information contained in the report on Audit, Risk and Improvement Committee be received.

ATTACHMENTS/APPENDICES

1. ⇩

Draft ARIC Minutes from the Meeting of 12 December 2018

5 Pages

Appendix

Ordinary Meeting 25 February 2019

Summary of Investments & Banking for the Periods 1 December 2018 to 31 December 2018 and 1 January 2019 to 31 January 2019

Compiled by: Cheryl Freeburn, Operational Project Accountant

Authorised by: Neil Farquharson, Financial Services Manager

Outcome	We have confidence in our Council
Strategy	Manage our money and our assets to be sustainable now and into the future
Service Activity	Provide accurate information to Council and the community on Council's financial activities

Executive Summary

This report on the Summary of Investments & Banking for December 2018 and January 2019 is submitted for the purpose of financial accountability and to satisfy the investment reporting requirements of the Local Government (General) Regulation 2005 (clause 212), the Local Government Act 1993 (Section 625) and the Council’s Investment Policy.

The report certifies that the Council investments comply with the forms of investment made by order of the Minister under section 625(2) of the Local Government Act 1993. The current Ministerial Order was issued under Council Circular 11-01 on 17 February 2011.

The report provides a summary of investments for the period 1 December 2018 to 31 December 2018 and 1 January 2019 to 31 January 2019 and a reconciliation of invested funds as at 31 December 2018 and 31 January 2019.

The investment returns versus the benchmark as a percentage for December 2018 and January 2019 are:

December 2018:

· Council portfolio current yield (including FRNs) 2.72%

· 90 day Bank Bill Swap rate (Benchmark) 2.02%

January 2019:

· Council portfolio current yield (including FRNs) 2.72%

· 90 day Bank Bill Swap rate (Benchmark) 2.07%

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

Background

Attached to this report is a Summary of Investments including Economic Commentary for December 2018, Historical Investment Performance analysis tables and charts, a reconciliation of Invested Funds for December 2018 and January 2019 and various Investment Summary and Investment Portfolio analysis tables and charts.

The December 2018 Investment Report has been included in conjunction with January 2019 as there was no Council Meeting in January 2019.

CERTIFICATE OF RESPONSIBLE ACCOUNTING OFFICER

I hereby certify the following:

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

2. Council’s Cash Book and Bank Statements have been reconciled as at 31 December 2018 and 31 January 2019.

Andrew Moore

Responsible Accounting Officer

RECOMMENDATION

That:

1. The information contained in the report on Summary of Investments & Banking for the Periods 1 December 2018 to 31 December 2018 and 1 January 2019 to 31 January 2019 be received.

2. The certificate of the Responsible Accounting Officer and Summary of Investments and Performance for the period 1 December 2018 to 31 December 2018 and 1 January 2019 to 31 January 2019 be noted and accepted.

3. The graphical investment analysis as at 31 December 2018 and 31 January 2019 be noted.

ATTACHMENTS/APPENDICES

1. ⇩	Summary of Investments December 2018	6 Pages	Appendix
2. ⇩	Summary of Investments January 2019	6 Pages	Appendix

Ordinary Meeting 25 February 2019

A Leading City

1 Presence of the Public

Everyone is entitled to attend a meeting of the Council and those of its Committees of which all members are Councillors, except as provided by Section 10 of the Local Government Act, 1993.

A Council, or a Committee of the Council of which all the members are Councillors, may close to the public so much of its meeting as comprises:

(a) the discussion of any of the matters listed below; or

(b) the receipt or discussion of any of the information so listed.

The matters and information are the following:

(a) personnel matters concerning particular individuals;

(b) the personal hardship of any resident or ratepayers;

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business;

(d) commercial information of a confidential nature that would, if disclosed:

· prejudice the commercial position of the person who supplied it; or

· confer a commercial advantage on a competitor of the Council; or

· reveal a trade secret.

(e) information that would, if disclosed, prejudice the maintenance of the law;

(f) matters affecting the security of the Council, Councillors, Council staff or Council property;

(g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

The grounds on which part of a meeting is closed must be stated in the decision to close that part of the meeting and must be recorded in the minutes of the meeting.

The grounds must specify the following:

(a) the relevant provision of section 10A(2);

(b) the matter that is to be discussed during the closed part of the meeting;

(c) the reasons why the part of the meeting is being closed, including (if the matter concerned is a matter other than a personnel matter concerning particular individuals, the personal hardship of a resident or ratepayer or a trade secret) an explanation of the way in which discussion of the matter in open meeting would be, on balance, contrary to the public interest.

Members of the public may make representations at a Council or Committee Meeting as to whether a part of a meeting should be closed to the public

The process which should be followed is:

· a motion, based on the recommendation below, is moved and seconded

· the Chairperson then asks if any member/s of the public would like to make representations as to whether a part of the meeting is closed to the public

· if a member/s of the public wish to make representations, the Chairperson invites them to speak before the Committee makes its decision on whether to close the part of the meeting or not to the public.

· if no member/s of the public wish to make representations the Chairperson can then put the motion to close the meeting to the public.

The first action is for a motion to be moved and seconded based on the recommendation below.

RECOMMENDATION

That:

Outcome 4

2 Acquisition of 46-50 Station Street, Penrith. Lot 1 DP526304 & Lot E DP163176

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

Outcome 7

3 Personnel Matters

This item has been referred to Committee of the Whole as the report refers to personnel matters concerning particular individuals and discussion of the matter in open meeting would be, on balance, contrary to the public interest.

Ordinary Meeting 25 February 2019

Attachment 1 - December 2018 Organisational Report

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