Agenda of Ordinary Council - Thursday, 23 May 2024

Ordinary Council Meeting 23 May 2024

Notice of Motion - Crisis Fund supporting local families with early childhood education costs

Subject: Notice of Motion - Crisis Fund supporting local families with early childhood education costs

Ordinary Council at its meeting on 18 April 2024 resolved that the matter be referred to the next Ordinary Council Meeting to held on the 23 May 2024.

Record No: SU140 - 19139/24

Division: Lane Cove Council

Author(s): Councillor Rochelle Flood

Executive Summary

A motion to commence work on establishing a crisis relief fund to assist local residents/families with children experiencing financial stress, to help them access and maintain enrolment in early childhood education.

Background

Research clearly supports the benefits of early childhood education. Babies are born ready to learn, with around 90 percent of brain development occurring in the first five years of life. The early years are important, as how the brain grows is strongly influenced by what's happening in a child's environment and their interactions with the people around them.

Research shows that children who participate in quality early childhood education programs are more likely to arrive at school equipped with the social, cognitive and emotional skills they need to help them to continue learning. These benefits extend well beyond primary school. Higher levels of educational success, employment and social skills have all been linked to moderate levels of participation in quality early childhood education.

Of particular relevance to this motion is the fact that experts have found that disadvantaged children benefit the most from early childhood education. However, the gap between disadvantaged and least-disadvantaged groups is widening, particularly when it comes to early education targets.

Experts have found that despite the overwhelming benefits, Australian children are still missing out on early education. A report published by the Murdoch Children’s Institute in January 2022 found that almost half of all Australian children enrolled in early childhood education, were not enrolled for the recommended number of hours (15 hours per week recommended) to obtain the full benefit. These numbers are even worse for disadvantaged groups.

The Murdoch Children’s Institute report provided the following figures on disadvantaged groups and their access to the recommended enrolment hours for early childhood education:

· As few as 12% of children from families with a healthcare card are enrolled for the recommended number of hours

· 50% of Children from Aboriginal and Torres Strait Islander backgrounds were enrolled for the recommended hours

· 13-38% of children with a disability

· 19-32% of children from non-English speaking backgrounds

Furthermore, families have expressed concerns that the new subsidies introduced late last year are already being eroded – with high operating costs and limited places driving up fees (Mary Ward, ‘This subsidy released

Discussion

While we have a patchwork of subsidies available to help improve affordability, including several released late last year – it is clear that this is not enough to help those most in need. With early childhood education costs having a significant impact on household budgets, families who face disadvantage risk being left behind if they fall on hard times and are unable to afford enrolment fees for their children. This may be due to health issues, disability, family or domestic violence impacts, sudden job loss or similar factors that erode a family’s ability to pay early childhood education fees.

As outlined above, the impact on children if they do not have access to early education is significant. This will compound with further disadvantage later in life if they do not receive a good start early on. Similarly, for parents looking at maintaining employment, if they are unable to afford the costs of enrolling their children in early education, they may become trapped in a cycle where they find it harder and harder to re-enter the workforce. To this day it is women who often carry the costs in this regard – with the impact felt right through their life and into retirement where the will be left with smaller superannuation balances on which to retire.

While Lane Cove Council cannot fix this problem alone, we could help those most in need in our local community by establishing a crisis fund to provide support to those experiencing difficulties such as those listed above – so they are able to access and maintain enrolment in early education for their children. This aligns with community priority 1.2 – community health and wellbeing. Here, we have several top line strategies which align with this recommendation including – 1.2.2, ‘implement and support programs to meet childcare needs’. Council has a clear role to play here in supporting vulnerable people in our community and ensuring that their children are able to receive a good start in life.

RECOMMENDATION

That Council:-

1. Establish a ‘crisis fund’ to assist local families in accessing and maintaining enrolment in early childhood education facilities; and

2. Establish eligibility criteria and a budget allocation which are to be finalised and brought back to a subsequent Council meeting for approval, though they should seek to address the following:

a) Families/individuals impacted by family and domestic violence;

b) Families/individuals with health issues and/or disabilities that impact their ability to maintain full employment and afford enrolment fees; and

c) Families/individuals experiencing acute financial stress who are temporarily unable to afford fees.

ATTACHMENTS:

There are no supporting documents for this report.

Ordinary Council Meeting 23 May 2024

Notice of Motion – Wellbeing for Elected Councillors

Subject: Notice of Motion – Wellbeing for Elected Councillors

Record No: SU2520 - 26086/24

Division: Lane Cove Council

Author(s): Councillor Bridget Kennedy

Executive Summary

This motion provides the contents of the ALGWA Survey Report on Bullying, Harassment and Intimidation in NSW Local Government, January 2024 (ALGWA Report -AT-1) and seeks that the findings and recommendations of the ALGWA Report will inform and will be integrated into the Council’s Workplace Management Plan 2024, Councillor Staff Engagement Policy and Psycho-social Risk Formulation and that these documents will being included as part of the Councillors Induction Program.

Discussion

In January this year, the Australian Local Government Women’s Association (ALGWA) NSW Branch released the results of its survey on Bullying, Harassment and Intimidation in NSW Local Government. (139 respondents, 28% of councillors completed the survey).

The results are sobering and many of the comments made by respondents are concerning. These issues are real and action needs to be taken as a priority to address the impact of this behaviour in the workplace.

Here are some of the results;

· 55% of women experienced, bullying, harassment or intimidation during their election campaign;

· During the election campaign, 63% did not feel comfortable advertising their residential address;

· In their first term as an elected member, 65% felt supported by fellow councillors and exec staff. However, 33% of women felt they were not supported by fellow councillors or exec staff, with main areas of concern being feeling ostracised and excluded, a lack of guidance by re-elected councillors and senior staff, difficulties experienced when a councillor feels a lack of support or bullying from the Mayor and/or General Manager.

· 38% felt that details/information were neglected in their induction, calling for more support in the following areas; handling bullying, harassment, slander, confrontation and physical intimidation; handling social media and the negative aspects of social media users; understanding the councillor roles including rights and responsibilities.

· Whilst many responded that they do not do their role for the remuneration, 80% of women thought the remuneration received is inadequate. Prevailing themes included;

· The role requires 20-40 hours per week;

· The level of remuneration is a deterrent for those who work full-time;

· There is a disparity of remuneration across LGAs, however, there is still a high level of responsibility for all councillors regardless of location;

· Several respondents report they could earn a higher wage at McDonalds or the local supermarket.

· 97% thought it would be beneficial if all councillors were provided the opportunities to represent their community by attending openings, events etc. with many citing that their busy schedule only sometimes permits their attendance. Common feedback included;

· There is a bias towards certain councillors or party-aligned councillors to receive these opportunities;

· Access to childcare is a barrier for councillors with children to attend these events;

· Respondents desire equal opportunities to attend these events.

· 78% of respondents agreed that it should be mandatory for all councils in NSW to video record, as well as audio record, Council and committee meetings. Many respondents stated this was already happening. There was concern that any additional recording would place financial impost on councils, and the thought was that audio and video recordings may be a useful tool to deter poor behaviour in meetings.

· Whilst 59% of respondents thought there was an adequate budget available for councillor’s training and development needs, several also highlighted;

· The cost vs benefit of training;

· That attending training is an additional time commitment and many lack time to attend;

· The public perception that councillors are at ‘junket’ events when they are actually attending training;

· And that there is an unspoken pressure to avoid training opportunities to assist the council budget.

· When elected for the first time, 45% of respondents did not feel confident to speak up and ask questions regarding their role.

· When asked whether there were any areas in the Council workplace where they felt unsafe, more than 25% indicated they did - including;

· Lack of feeling safe in the council chambers due to a toxic culture and the public gallery sitting behind councillors;

· Meetings finishing after dark require councillors to use poorly-lit carparks and utilise public transport which impacts their sense of safety;

· Councillors also reported feeling threatened or unsafe dealing with angry community members and/or fellow councillors.

· Just under half of survey respondents reported experiencing bullying, harassment or intimidation when they voiced their preferences for training, committee selections and/or conference interests. Barriers councillors have encountered include;

· Selection for committees is determined by a political party affiliation or relationships with senior staff;

· Councillors have had their preferences ridiculed or dismissed;

· Reasons provided to councillors for their requests being denied include budget, events are not worthwhile, and training is not applicable to smaller councils.

· When asked whether they were aware of the litigation risks since becoming a councillor, 74% responded that they were, with the following prevailing themes;

· Councillors would benefit from a refresher on this topic to ensure their knowledge is up to date, and;

· There are respondents who indicated they have received no information regarding this risk.

· 91% agreed that free legal/financial reimbursement should be available to alleviate the need for councillors to cover their own legal expenses, with many respondents stating that this should only be provided where a councillor has not acted dishonorably or dishonestly; or intentional misconduct has taken place.

· 74% of respondents said they would stand for re-election, with a number stating they were doing this to ‘stand up to the bullies’. Key factors that would influence a decision included;

· The remuneration associated with the role;

· The impact of being an elected councillor on their mental wellbeing;

· The desire to give back to the community;

· Weighing up the work-life balance.

· 35% said they would not feel comfortable lodging a complaint if they would not be supported by their council. Key findings include;

· 21% felt that the GM/CEO is a roadblock in progressing complaints;

· There is a lack of action from Office of Local Govt (OLG) when complaints are lodged;

· There is concern of potential repercussions following lodgement of a complaint;

· Complaints are not taken seriously or actioned at a council level; and

· Councillors indicate it is difficult to lodge a complaint when it concerns the GM/CEO and/or The Mayor.

· When asked ‘have you been the subject of or witnessed bullying, harassment or intimidation?’ the responses were as follows and of these 61% of incidents involved another councillor and 39% of incidents a member of the public;

· 61% said they had been the subject of bullying.

· 61% said they had witnessed bullying.

· 49% said they had been the subject of harassment.

· 49% said they had witnessed harassment.

· 7.6% said they had been the subject of sexual harassment.

· 3.4% had witnessed sexual harassment.

· 59% said they had been the subject of intimidation.

· 48% have witnessed incidents of intimation.

· 15% said none of the above.

· 56% of those who experienced or witnessed bullying, harassment and intimidation reported it. Of those who didn’t, the reasons cited included;

· Lack of confidence the matter would be actioned - either by Council or OLG;

· There is concern about the repercussions following lodgement of a complaint;

· The matter concerned the CEO/GM or a mayor or a councillor who is friends with the mayor;

· Complainants would be seen as weak or not resilient if they lodged a complaint.

· When asked what was the outcome to those who raised a complaint, these were the top responses;

· 11% behaviour ceased;

· 12% were offered counselling;

· 17% additional stress or harassment;

· 31% report received then ignored;

· 64% Other - see below;

· many respondents believe there is no ramifications for the offenders;

· several who reported an incident commented that they did not know the outcome of their report;

· 7 respondents indicated their reports were still being investigated. These include reports lodged to council, OLG and Police;

· ‘Other’ also includes respondents who indicated their complaint was still in progress, unresolved/dismissed or no action taken.

· When asked about the result of either being a victim or witness to an incident. The respondents identified the following;

· 46% - decreased job satisfaction;

· 29% - decreased commitment to their role;

· 19.5% - lower productivity at work;

· 21% - financial impact;

· 55% - self-esteem and confidence decreased;

· 59% - health implications - mental or physical stress;

· 29% - other, which included;

· a decreased level of trust;

· dissatisfaction with local government in general;

· seeking professional care to assist with stress and anxiety;

· the incident also impacted family members of the councillor;

· decline in interest in standing for re-election;

· increasing levels of stress or difficulty experienced in their role as a councillor following their report of the incident(s).

· When asked about factors that were barriers to reporting incidents, more than half stated a concern about personal impact or repercussions, and a lack of confidence that the concern would be addressed. Other factors included;

· They’d raised the concern before and weren’t listened to;

· There was no way to raise the concern anonymously;

· They didn’t feel they were able to judge if the issue was serious enough to be worth raising;

· Obtaining evidence or witnesses to support their claim;

· Did not know how to raise a concern.

· 100% of respondents had read and understood their Council’s Code of Conduct with 96% supporting compulsory training sessions on this. Feedback included that an external trainer was preferred, and some expressed doubt that training would curb incidents of poor behaviour.

· Only 43% of respondents thought adequate information was available for local government councillors on bullying, harassment and/or intimidation.

· When asked if they had any concerns about whether their Council’s Code of Conduct is adhered to, 22% of respondents said yes, and no. 43% made further comments below (a total of 84 people responded to this question);

· There were calls to have complaints of regarding workplace bullying harassment and intimidation taken out of the hands of the GM/CEO and Mayor;

· The Code of Conduct does not seem to deter bad behaviour;

· The Code of Conduct can be weaponised by some councillors for political gain;

· In cases where the code is not adhered to, there is concern OLG does not take these reports seriously;

· There needs to be greater penalties for those who do not adhere to the code.

The issue of psychosocial hazards in the workplace is an important one and the potential impact of psychosocial hazards in the workplace has been brought to the council’s attention in the last few months.

The mental well-being of all who are engaged in the workplace of Lane Cove Council, including Councillors, must be considered when addressing these concerns.

It’s important, as part of this process, to ensure that we implement processes to ensure a supportive environment for all women councillors.

RECOMMENDATION

That council;

1. Receives and notes the contents of the ALGWA Survey Report on Bullying, Harassment and Intimidation in NSW Local Government, January 2024 (ALGWA Report - AT 1);

2. Provides the ALGWA Report to all stakeholders engaged in the development of the Council’s Workplace Management Plan 2024, Councillor Staff Engagement Policy and Psycho-social Risk Formulation;

3. Ensures that the findings and recommendations of the ALGWA Report will inform and will be integrated into the documents listed in 2;

4. Reviews its Councillor Induction Program, to be implemented for the coming 2024 Council Term, to include Council’s Workplace Management Plan 2024, Councillor Staff Engagement Policy, Psycho-social Risk Formulation and the ALGWA Report;

5. Following the May Council meeting, record all future councillor workshops and committee meetings and stores in the same way as per existing councillor confidential documents.

Councillor Bridget Kennedy

Councillor

ATTACHMENTS:

AT‑1 View

ALGWA Survey Report on Bullying, Harassment and Intimidation in NSW Local Government, January 2024

84 Pages

Available Electronically

Ordinary Council Meeting 23 May 2024

Notice of Motion - Cancellation of Partial Closure of Canberra Avenue

Subject: Notice of Motion - Cancellation of Partial Closure of Canberra Avenue

Record No: SU1462 - 26260/24

Division: Lane Cove Council

Author(s): Councillor Merri Southwood

Background

Overview

On 7 December 2023 Council resolved (255/2023) to proceed with the partial closure of Canberra Avenue but to retain public vehicle access until at least 1 November 2025.

https://lanecove.infocouncil.biz/Open/2023/12/CNL_07122023_AGN_AT.PDF p 42

https://lanecove.infocouncil.biz/Open/2023/12/CNL_07122023_MIN.PDF pp 4,5

The report to Council for the 7 December 2023 meeting did not reference changes to planning controls in and adjacent to St Leonards South, some details of which were in the public domain at the time of the meeting, namely-

· the affordable housing/ incentive FSR provisions in Chapter 2 of the State Environmental Planning Policy (Housing) 2021 (Housing SEPP)

· the Transport Oriented Development (Accelerated Precincts) rezoning program for a high growth area around the Crows Nest Metro Station (TOD).

The impact of these changes on the road network within the St Leonards South Master Plan area (including access roads to River Road and Pacific Highway) will depend on the ultimate scale of changes in development controls and the uptake of developers in response.

The impact is unquantifiable.

Whilst open space is an important consideration with increasing population density, this should not be at the expense of the unknown impacts of increased vehicle movements, in a tight road network, on amenity and safety of residents in the St Leonards and St Leonards South precinct after all developments have been completed and occupied.

In the interests of certainty for all stakeholders, it is appropriate that the partial closure of Canberra Avenue be cancelled now.

Council’s decision to proceed with partial closure of Canberra Avenue not formalised until 7 December 2023

Council resolved to start the process for partial closure of Canberra Avenue on 11 May 2020 (68/2020).

Top Spring lodged its DA 99/2021 on 29 July 2021.

At the time of lodgement of the DA, Top Spring had no certainty around the partial closure of Canberra Avenue.

Top Spring’s DA was set for determination by the Sydney North Planning Panel (SNPP) on 2 March 2022.

On 21 February 2022 (before the SNPP determination hearing) Council resolved unanimously that ”No action will be taken in respect of any future closure of Canberra Avenue without a further resolution of Council to commence the road closure process”. (23/2022).

The Council resolution called, inter alia, for a report detailing impacts on the road network within the St Leonards South Master Plan area (including access roads to River Road and Pacific Highway) of all vehicles after development and occupation of the sites in St Leonards South.

So, when the SNPP hearing took place, Council and, presumably Top Spring, were aware that there was no certainty about the partial closure of Canberra Avenue.

It was not until 7 December 2023 that Council resolved (255/2023) to proceed with the partial closure of Canberra Avenue but to retain public vehicle access until at least 1 November 2025.

Traffic modelling undertaken to 7 December 2023 decision

On 21 February 2022 Council resolved (23/2022) to review the proposed partial closure of Canberra Avenue after receipt of a report detailing impacts on the road network within the St Leonards South Master Plan area (including access roads to River Road and Pacific Highway) of all vehicles after development and occupation of the sites in St Leonards South.

The report by Bitzios Consulting was considered by Council at its meeting on 21 July 2022.

The Bitzios report was based on a modelling assessment of 1,974 dwellings in St Leonards South and the development at 88 Christie Street (JQZ).

Changes to planning controls announced mid to late 2023.

The changes to planning controls that will impact the number of dwellings and vehicle movements in St Leonards South and the area adjacent to the Crows Nest Metro site are –

· the affordable housing/ incentive FSR provisions in Chapter 2 of the State Environmental Planning Policy (Housing) 2021 (Housing SEPP)

These changes were announced in June 2023 and implemented by an amendment to the Housing SEPP on 14 December 2023.

· the Transport Oriented Development (Accelerated Precincts) rezoning program for a high growth area around the Crows Nest Metro Station (TOD). The existence of the TOD scheme was disclosed in an article in the Sydney Morning Herald on 5 December 2023 https://www.smh.com.au/national/nsw/revealed-the-25-sydney-suburbs-where-the-government-will-seize-control-of-housing-20231205-p5ep72.html

In December 2023 the Department of Planning Housing and Infrastructure released its guideline on the TOD program.

https://www.planning.nsw.gov.au/sites/default/files/2023-12/transport-oriented-development-program.pdf

Chapter 2 of Housing SEPP

The incentive provisions in Chapter 2 of the Housing SEPP have been legislated.

A developer is entitled to a 30% uplift in maximum permissible FSR if 15% or more of the GFA of a development is affordable housing.

A developer that already has an approved DA for a development may lodge a new application to capture the above incentive.

Council will be the assessing authority for development applications with a CIV to $75 million.

Developments with a CIV of over $75 million will gain access to the State Significant Development pathway whereby Council has only the same rights to make submissions/object as any other party. It is unclear if SSDs will go to the Independent Planning Commission (IPC) if Council lodges an objection.

Most developments in St Leonards South have or will exceed a CIV of $75 million.

Section 19 (2) includes the following non-discretionary standards for developments that take up the incentives offered by Chapter 2-

(e) the following number of parking spaces for dwellings used for affordable housing—

(i) for each dwelling containing 1 bedroom—at least 0.4 parking spaces,

(ii) for each dwelling containing 2 bedrooms—at least 0.5 parking spaces,

(iii) for each dwelling containing at least 3 bedrooms— at least 1 parking space

(f) the following number of parking spaces for dwellings not used for affordable housing—

(i) for each dwelling containing 1 bedroom—at least 0.5 parking spaces,

(ii) for each dwelling containing 2 bedrooms—at least 1 parking space,

(iii) for each dwelling containing at least 3 bedrooms—at least 1.5 parking spaces,

The number of car spaces in developments approved under Chapter 2 will depend on the configuration of bedrooms in each development and Council will have no control over this.

There has already been uptake of the Housing SEPP for two developments in St Leonards South.

These developments relate to just 4 of 23 St Leonards South development areas, yet, if approved, will add 94 additional apartments and approximately 55 car spaces.

As other developers become aware of the impacts on their developments of the height changes proposed for the two developments already in the pipeline, particularly in terms of view loss and loss of solar access, it is to be expected that they will elect to take advantage of the Chapter 2 incentives as well.

The domino effect.

More dwellings and more car spaces.

The documentation in support of the HPG (Hyecorp) DA 33/2024 – refer below- clearly contemplates this.

1.Scoping Report for SSD application by Modern Construction and Development for Areas 13, 14 and 15 of the St Leonards South precinct. https://majorprojects.planningportal.nsw.gov.au/prweb/PRRestService/mp/01/getContent?AttachRef=PDA-69355956%2120240408T011928.410%20GMT

Modern Construction and Development has already received DA consent (DA 56/2023) from the Sydney North Planning Panel (4 March 2023) for a 10 storey development in 3 buildings to a total of 185 dwellings with basement parking for 240 vehicles.

It now seeks to add 4 storeys to two of the buildings and 3 storeys on the third building.

The number of dwellings in the development will increase from 185 (in the original DA) to 255 under the SEPP incentive scheme.

It is unclear from the Scoping Report the exact numbers and configuration of bedrooms to be included in the build to sell and affordable housing dwellings but “The proposed development will seek to provide car parking in accordance with parking provisions (e) and (f) of clause 19 of the Housing SEPP, which are minimum parking rate for affordable housing and built to sell units”.

For this reason, it is not possible to determine the exact impact on car spaces in the development and consequent impacts on the road network.

It is, however, noted that the Scoping Report acknowledges that “During operation, the proposed development will likely increase traffic movements. Consideration of peak traffic movements will need to be considered and the impact this will have on the surrounding road networks”

2. DA33/2024 lodged by HPG General Pty Ltd for 13-19 Canberra Avenue (Hyecorp site).

Hyecorp already has DA approval (DA 162/2021) for 78 apartments.

It has a pending appeal to the Lane and Environment Court for an additional storey.

The new DA lodged under the affordable housing incentives seeks to increase dwelling numbers by 24/25 dwellings. https://ecouncil.lanecove.nsw.gov.au/TRIM/documents_TE/323600801/TRIM_PAN-425980%20-%20Statement%20of%20Environmental%20Effects%20-%2013%20CANBERRA%20AVENUE%20ST%20LEONARDS%202065%20-%20DA2024%2033_1793973.PDF

This will add 5 storeys to the currently approved development (to take it to 19 storeys) or 4 if the current appeal is successful.

Residential parking spaces will increase from 78 to 101.

Council will be required to assess the new application with regard to the non-discretionary provisions contained in Section 19(2) of the Housing SEPP.

Council will have no grounds for refusal on the basis of increased car spaces if the proposal is consistent with Section 19(2).

TOD re-zonings

The re-zonings for the Crows Nest Metro Accelerated Precinct are state led.

Lane Cove Council has been advised that the impact of the re-zonings will not extend to 1.2 k from the Metro site but will be limited to the area within the 2036 Plan.

The exact scope of the TOD will only be clear when the NSW government releases its proposed controls for public comment – expected within a few months.

The impact of the re-zonings on the surrounding road networks is unknown and will depend on the gazetted LEP amendments and controls and on uptake by developers within the planned precinct.

Bitzios Consulting traffic modelling now out of date

It is already apparent that there will be far more dwellings and car spaces in the St Leonards South and St Leonards area than contemplated by Bitzios Consulting.

The Conclusion in the Council report for the meeting of 19 October 2023 that “The network level model determines that the closure of Canberra Avenue will have no noticeable impact on the road network” has little relevance now that it is apparent there will well in excess of 1,974 dwellings in St Leonards South and an unknown number in the broader TOD precinct.

Future development patterns and volume of traffic movements cannot be quantified.

Current status of the partial closure of Canberra Avenue

The Top Spring development, adjacent to Canberra Avenue, is at the excavation stage.

A date for “near completion” is not known.

There has been no gazettal of the road closure.

The partial closure (or not) of Canberra Ave would have minor, if any, impact on the development, given the location of the Top Spring carpark entrance outside the potentially closed section.

Status of approval under Section 138 of the Roads Act 1993

On 29 September 2023 Council granted a consent to Top Spring under Section 138 of the Roads Act 1993 to carry out works on Council property including works on Canberra Avenue.

Council can revoke this consent at any time and for any reason by notice in writing served on Top Spring.

Voluntary Planning Agreement (VPA) for Top Spring site

Under the terms of the VPA for the Top Spring development, the amount provisioned for the works on Canberra Avenue is offset against the Section 7.11 contributions otherwise payable for the development.

In the event that the partial closure of Canberra Avenue does not proceed, the amount paid to Council by way of Section 7.11 funds remains unchanged.

In summary

Open space is an important consideration with increased population.

But this should not be at the expense of the unknown impacts of increased vehicle movements, in a tight road network, on amenity and safety of residents in the St Leonards and St Leonards South precinct after all developments have been completed and occupied.

In the interests of certainty for all stakeholders, it is appropriate that the partial closure of Canberra Avenue be cancelled now.

RECOMMENDATION

In the light of detail now available and to become available to Council about changes to planning controls in and adjacent to St Leonards South, namely-

· the affordable housing/ incentive FSR provisions in Chapter 2 of the State Environmental Planning Policy (Housing) 2021 (Housing SEPP)

· the Transport Oriented Development (Accelerated Precincts) rezoning program for a high growth area around the Crows Nest Metro Station (TOD) and the unquantifiable impacts of these changes on the road network within the St Leonards South Master Plan area (including access roads to River Road and Pacific Highway), that Council -

1. rescinds Clause G of Resolution 68/2020

2. rescinds Resolution 255/2023

3. revokes, to the extent that it relates to works on Canberra Ave, the approval under Section 138 of the Roads Act granted to Top Spring dated 29 September 2023, such revocation to be by notice in writing served on the holder of the consent

4. advises the Traffic Committee of its intention not to proceed with the partial closure of Canberra Avenue

5. proceeds with the master planning of Newlands Park in its current configuration

Councillor Merri Southwood

Councillor

ATTACHMENTS:

There are no supporting documents for this report.

Ordinary Council Meeting 23 May 2024

Creating a Multipurpose Performance Space for Lane Cove

Subject: Creating a Multipurpose Performance Space for Lane Cove

Record No: SU9095 - 23001/24

Division: Community and Culture Division

Author(s): Stephanie Kelly

Executive Summary

This report updates the progress made towards transforming the Council Chambers into a multifunctional performance space for theatrical productions, as detailed in the 2023/24 Operational and Delivery Plan and Budget.

The development of this project has been challenging due to the requirement for development consent to change the use of the space. As part of this process, it has been identified that any work on the Council Chamber to convert it into a performance space will trigger wider upgrades to the entire Civic Centre to comply with the current Building Code of Australia (BCA). The cost of the work on the building and the disruption to moving staff out of offices to complete the work has added significant costs to the project. It also extends the time needed to complete the project.

As an alternative, a proposal has been developed to convert the Terrace Function Room at Lane Cove Community Hub into an enhanced performance space. This facility has the required development consent for public performances and is similar in size to the Council Chambers. This space can be converted in significantly less time than the Council Chambers and within the already allocated budget.

It is recommended that Council resolves to amend the action in the 2023/24 Operational and Delivery Plan and related Council resolution to convert the Terrace Function Room into a multifunctional performance space targeting theatrical-style productions.

Background

Lane Cove Council's Cultural Action Plan included an action to 'Continue to investigate opportunities for a multipurpose cultural performance space and work alongside community cultural groups to ensure the solution is viable and sustainable.' The main space that has yet to be provided is for theatre/performance, and the conversion of the Council Chambers was aimed at meeting this need.

Council at the meeting of 23 February 2023, resolved “That Council:-

1. Include the conversion of the Council Chambers into a Performance space targeting theatrical style productions into the 2023/24 Operational and Delivery Plan;

2. Include in the 2023/24 budget an amount to undertake the conversion including the cost of setting up a temporary Council Chambers;

3. Consider if Council meetings should move permanently from the current Council Chambers location once the detailed planning and design phase is completed;

4. In June 2023 seek submissions from interested community members to be part of a reference group to assist in the planning for the project; and

5. Notify all participants in the 31 January workshop of the Council’s resolution.

This report addresses the progress of the actions detailed in the above resolution.

The conversion of the Council Chambers into a performance space targeting theatrical style productions was included as a major capital works project in the 2023/24 Operational and Delivery Plan along with a financial allocation from the Section 7.11 Contributions Plan of $1M.

This project has made significant strides, including the completion of a comprehensive Feasibility Study by planning expert Arup. This study has been instrumental in defining a project scope. A dedicated Theatre Space Planning Reference Group has been established and has met five times, providing invaluable insights. Furthermore, a survey of local performance groups has been conducted to validate the draft scope, ensuring that the project is aligned with the needs of the community.

Assessments of the impacts of any changes to the Civic Centre have also been undertaken, building upon the details within the Feasibility Study, which have been investigated. This work established that, a development consent is required to change the use of the space. Compliance with current requirements in BCA would be required as part of the project. Compliance with current BCA standards would require work to the entrances to the Council building to meet Disability Discrimination Act (DDA) compliance. Additional fire safety measures, including new water pump equipment, additional sprinklers, fire safety blinds and monitoring would be required across all building floors, which would involve significant work on windows, ceilings, and pipes across the entire Civic Centre building.

Indicative costs were received based on the performance space outlined in the Feasibility Study, by an experienced local contractor. These costs also considered the adaptations required across the entire building to meet the BCA requirements. The indicative price was over three times the budgeted amount.

As directed in the February 2023 Council report, the Terrace Function Room was assessed as a location for the Council meetings. During this assessment, it was also quoted as an alternative location for a performance space, as the dimensions of the space were very similar. However, unlike the Council Chambers, the room is already appropriately approved for public performances. Only minor work would be required to transform the space to meet the many needs identified in the scope of the performance space.

Discussion

As part of the Corporate Planning Weekend held on 10 February 2024, the progress and challenges associated with converting the Council Chambers into a multifunctional performance space were presented to Councillors. As part of this discussion, four options were considered to address the challenges with the time and cost of delivering the project.

The first option is for the project to be pursued as detailed in the 2023/24 Delivery and Operational Plan if additional time, scope, and funding is approved. The additional funding of three-times the original budget has been identified as the likely cost of works. The time for delivering this program would be significantly longer than the proposed year identified in the delivery plan and would take around two years to complete given the complexity and the scope has increased to ensure the entire building complies with the current BCA standards.

The alternative proposal for converting the Terrace Function Room into a multifunctional performance space presents a compelling case. This approach offers additional space, as the room is slightly larger than the Council Chambers, has better access to car parking, is fully accessible, and is already approved for public entertainment. It also requires less structural adaptation than the Civic Centre. The proposed performance space is proposed to have a seating capacity of up to 135 seats and a level stage, making it suitable for a wide range of performances, from theatrical productions, talks and lectures to musical concerts. It is possible to deliver this space by the end of the calendar year. The plan for this option includes specific design changes, such as installing soundproofing, stage lighting, and creating a backstage area for performers.

The third option requires the Council to seek license agreements with other local performance facility managers for access to performance spaces to broker time for local groups. While requiring coordination with multiple stakeholders, this option could provide a cost-effective solution by leveraging existing performance spaces in schools and surrounding theatres. Preliminary soundings around this approach with local music groups and some facilities teams suggest it is feasible within a reasonable distance of Lane Cove Village Centre.

The final option offers no resolution in the short term. It involves postponing the project until the Civic Centre can be upgraded, and it includes the opportunity for a theatre in the redevelopment of this site when funds permit. While delaying the delivery of the performance space, this option could provide a more comprehensive solution by incorporating a purpose-built theatre into the redevelopment.

The four options were also discussed with the Theatre Space Planning Reference Group (TSPRG), which consists predominantly of Lane Cove Theatre Company members. The group was formed at the Council's request to provide guidance and support for the project. It has been actively involved in the planning and scoping processes, and its recommendations have been instrumental in shaping the project. After considering several factors and completing a walk around the Terrace Function Room, storeroom and carpark storage space, they indicated that the second option of converting the Terrace Function Room into a multipurpose performance space offered significant benefits and opportunities. Primarily, this could be achieved within budget in a reasonably fast period and provide an exciting local venue. Many of their needs and aspirations can be met in the space, including a 4.5-metre flat performance area with a minimum of 96 seats, level storage space, a back-of-house space, and a street frontage.

In addition, the Terrace Function Room offers benefits over the Civic Centre conversion, including good accessibility for people with poor mobility with extensive undercover parking and lift access into the room, which is essential to support the Different Degrees Theatre Group. It also offers the opportunity for a grand piano to be wheeled in for Lane Cove Music and Culture to be used in performances, which could not be accommodated at the Civic Centre due to the size of the space.

The vision for the multipurpose performance space is to provide “a vibrant, innovative, and inclusive community space that enhances creativity, collaboration, and cultural enrichment in the Lane Cove community.’

The proposed scope for the Terrace Function Room will include:

Deliverables	Inclusive
Design	Concept drawing and construction documents. Design documents to include a consideration of any items to be supplied by the LCTC. Consultant’s report recommendation to be included in this package including acoustics and compliance requirements.
Preparation	Removal of redundant elements in the room, such as ceiling tiles, electrical floor plates in the stage area, electric stage and carpet.
Construction	Construction of curtain bays, lighting riggs and bench tops as required.
Air conditioning relocation.	Relocation of air conditioning system to run around the perimeter of the room and over the walkways. This will maximize the ceiling area for tiered seating and lighting structures.
Wall finishes	Repainting of walls ceiling, doors and trims in matt black. Installation of acoustic wall panels with black ash finish and acoustic ceiling panels painted to match. Consider compliance with access requirements. (Also includes appropriate contrast boarders as per AS1428 .1 luminescent contrast).
Curtains	Supply and install black curtains: to create- entrance corridor and gathering place at the rear of the room, stage cover at a depth of 3.5 metres and to cover all rear windows. Install blackout blinds along the side windows in matt black. Curtains to create defined dressing areas backstage
Audio visual	Audio-visual works, including the installation of LED stage lighting, additional audio equipment, digital screen, and controls in internal spaces. This excludes electrical works.
Electrical works.	Electrical works to accommodate lighting and AV and install GPOs for the control desk and backstage. Supply and install exit-emergency lights as required
Seating	Supply of portable tiered seating. Reuse of existing seating if possible. Some seating with arms to support people with poor mobility must be included in the design.
Flooring.	Supply and installation of new mid-brown wood look floor cover and carpet in the backstage area. The existing carpet may be reused.
Stage	Floor level stage with dimensions of up to 4.5m by 8m.
Backstage area	Dressing room fit out to include power points, mirrors and lighting. Curtain tracks to create separate spaces within the room. Acoustics of this space need consideration. Appropriate furniture required.
Storage	Storage in the carpark at level with theatre to be created.

There are some exclusions to this program that should be noted.

· Moving of walls, doors, and windows

· Kitchen modifications, equipment and fit out work

· Any balcony and outdoor works

· Portable audiovisual control desk

· Bathroom works

Artist impressions have been provided for the conversion to help audiences visualise the changes.

The TSPRG has identified some constraints in transforming the Terrace Function Room. These include the lack of access to the adjacent kitchen. There is insufficient space or funds to create a kitchenette in the backstage area. The kitchen in the Terrace Function room has been leased out to a local business for the next five years. Although this business can cater for any event in the performance space, users of the theatre will have to make alternative arrangements if they want to provide all refreshments during their programming as fundraising. It is possible to provide the user groups with alternative kitchen space within the building.

Additionally, the TSPRG identified that they would prefer a separate performers' toilet installed in the backstage area. Unfortunately, a toilet cannot be retrofitted into the backstage within budget. However, an existing exit to the toilets from the backstage can be used, and it is only metres from the entry into the existing bathrooms.

Subject to Council approval, a comprehensive project plan for the proposal will be created based upon the outlined scope. Council will lead this project in-house and plan to issue separate contracts to specialist tradespeople rather than signing a tender managed externally. This enables the work to be delivered more quickly and helps manage the risks in the project. This plan will also consider the inclusion of as many circular economy principles as possible, including the reuse of current performance group assets, reuse from the existing fabrics in the facility and sustainable construction materials. By incorporating these elements into the project, Council is demonstrating its commitment to environmental sustainability and responsible resource management.

Conclusion

In conclusion, converting the Terrace Function Room into a multipurpose performance space is the best value approach and offers several advantages over converting the Council Chambers. Due to its existing consent for public entertainment, appropriate dimensions, and street presence, the Terrace Function Room offers a cost-effective means of supporting local cultural organisations and attracting a broader array of performances and audiences. Council’s current budget provides $1M for the creation of a performance space, which will be utilised for the project at the new location.

RECOMMENDATION

That Council:

1. Amend 4.2.1.b. in the Operational Plan, which states, "Convert the Civic Centre Council Chambers Space into a Multifunction Theatre Space" and associated budget of $1,000,000 be amended to “Progress the development of a multifunctional performance space in the Terrace Function Room” with a budget of $1,000,000”; and

2. Approve the project scope in this report as the key project deliverables.

Stephanie Kelly

Director - Community and Culture

Community and Culture Division

ATTACHMENTS:

There are no supporting documents for this report.

Ordinary Council Meeting 23 May 2024

May 2024 Update - Lane Cove Sport and Recreation Project

Subject: May 2024 Update - Lane Cove Sport and Recreation Project

Record No: SU9115 - 26085/24

Division: General Managers Unit

Author(s): Sebastian Stivala; Craig Wrightson

Executive Summary

Almost 12 months since commencement of construction, the full detailed design documentation for the Lane Cove Sport and Recreation Centre (LCSRC) is now complete and in parallel three key risks have been identified that are impacting the project. Two of the risks are now forecast to see the $75 million project budget exceeded. The current forecast is in the order of a 7% increase in cost for the project. In reaching the 100% design milestone and upon finalisation of authority approvals and latent condition works within the near future, Council will have past the peak risk stage of the project in terms of cost exposure. Funding has been identified to address the increased costs, which will not impact Council’s existing capital works projects. It is recommended that the report be received and noted and Council update the Long Term Financial Plan at the June council meeting, post exhibition.

Background

Council is currently constructing Lane Cove Sport and Recreation Centre (LCSRC) to address shortfalls in the provision of sporting facilities in the local government area and beyond.

The project features:

• Four (4) indoor multi-sport courts including two (2) show courts.

• Four (4) outdoor multi-sport courts (tennis / netball) including terraced seating.

• Four (4) flexible program spaces totaling more than 700m2 for recreation and leisure.

• A sustainable building that aligns with good practice design principles of local and international environmental standards as specified by consultants Steensen & Varming.

• Activities, functions, and events spaces (including a “golfer’s lounge” and provision for dance floor).

• Performance stage located on the stadium / show courts.

• Meeting Room.

• Kitchen, bar, and outdoor dining area.

• Reception, office, and administration.

• Golf and tennis pro-shop.

• Accessible toilets, changing places amenity, and male / female change rooms.

• Underground (naturally ventilated) car park.

• Enhanced pedestrian and bicycle access on the site

Construction commenced in June 2023 and works have been ongoing with bulk excavation, and detailed excavation including piling to create foundations for the building approaching completion.

The project is being managed by Council’s inhouse team who delivered The Canopy, Wadanggari Park and Lane Cove 12ft Skiff Club. Council has also engaged Forge Venture Management as its external project managers to assist.

Council engaged ADCO constructions under a combined design and construct contract, after Council had completed 80% design prior to calling for tenders, at a total project budget of $75M. The facility is due for completion in late 2025.

Discussion

Council’s Current Cost Risk Exposure

Council has been providing progress updates through the monthly snapshot report to each Council meeting. The February Council report highlighted that “There has been a delay in the completion of sewer diversion works due to authority delays. Contractors are realigning program to minimise delays.” The March Council Report highlighted “The additional costs of sewer works are under assessment.” The April Council Report advised that the revised Remediation Action Plan had been released and “The additional costs of sewer works and revised Remediation Action Plan are under assessment”.

At the April Project Control Group meeting, based on forecast estimates of the sewer works and revised Remediation Action Plan, staff became aware that the total project budget of $75M was likely to be exceeded. Councillors were advised of this at a confidential briefing also in April and Council staff has since been seeking to obtain firm quotations for the variation to the contract value to complete the works associated with the risks. The current forecast is in the order of a 7% increase in cost for the project.

The actual budget impacts from these additional works will not impact the 2023/4 budget, nor the 2024/25 budget, but rather the 2025/26 budget, when the project will be completed. In terms of Council’s ability to fund the changes, Council has not committed the interest that is being accrued on the $75 million put aside for the project for any purpose. In the 2023/24 Budget – Third Quarter Review, included in this business paper agenda, consistent with Council’s existing practice for the project, Council is transferring approximately $2.1M of interest received to the Reserve for the (LCSRC) towards the additional costs. Based on the cash flow for the remainder of the project, additional interest accrued from the balance of the project funds for the project will also be added to the reserve through to completion. To further protect Council’s financial stability, Council has an estimated $10 million in its Capital Works Reserve, all of which is uncommitted to projects at this time.

All of Council’s existing capital project commitments, including Bob Campbell Oval, Stage 2 Village Streetscape Improvements, Resurfacing of Blackman Park, and new Lane Cove Theatre, remain unaffected. Based on the estimate and available funding the additional cost is not considered material in the context of Council’s current financial position and its Long-Term Financial Plan (the combined value of which approximates $900 million (fully funded) over the next 10 years) which is currently on public exhibition. Not withstanding this, Council will seek to update the Long-Term Financial Plan post exhibition.

The following summary is provided of the two key cost risks:-

1. Unexpected Sewer Works - Council was aware it had to divert a small sewer branch line relating to 13 properties to the west of the site. Ultimately, despite earlier advice to the contrary, Council was required by Sydney Water to also undertake reconstruction of the main sewer line which was 6m underground, including installation of two new manholes (6m) and encasement of part of the sewer line under the corner of the proposed building (despite Council having being advised that encasement would not be required). There are additional costs for carrying out these works and associated delay costs for the contractor.

2. Updated Remediation Action Plan – The initial Remediation Action Plan submitted with the Development Application, consistent with contemporary practice, called for the excavation of 3 containment cells for the retention of any contaminated material identified on the site, which would ultimately be encased underneath the building slab. During the initial excavation of the site, contaminated material (bonded asbestos) was identified that included organic matter. This material was unable to be included in the containment cells under the slab as organic material would not allow sufficient compaction to support the building slab. On this basis, Council paid a variation of circa $1M to remove material from the site. After identifying this contaminated material, a revised Remediation Action Plan was developed whereby the vast majority of the site (rock areas are excluded) would be treated as if it were contaminated, negating the need for specific containment cells. Essentially this requires either a concrete capping or clay capping across the entire site. To eliminate the risk of importing contaminated material for the landscaping of the site, virgin engineered/manufactured soil will be utilised. There are additional costs for carrying out these works and associated delay costs for the contractor.

Council’s Ongoing Cost Risk Exposure

There are two main types of construction contract arrangements:-

1. A combined design and construct contract arrangement; and

2. Separate design contract and separate construct contract arrangement.

Regardless of which method is used, it is standard industry practice that cost risk associated with authority approvals (utilities, e.g. Sydney Water) and latent conditions (in-ground/ sub-surface risks/ conditions) are retained by the Principal (Council). This includes cost escalation from changes in the expected latent conditions and authority works that occur throughout the project and any associated delay costs to the overall construction program. This is because contractors either will not accept the risk associated with this element of the project or if they do accept the risk, they charge additional risk premium (buffer to actual) which is cost prohibitive compared to paying the actual costs incurred. Council has retained the risk for authority approvals (utilities) and latent conditions in the current project as outlined above.

The advantage of a combined Design and Construction contract is that other than authority approvals (utilities) and latent conditions, throughout the construction process, Council doesn’t carry the cost risk for any design-related issues unless Council requests design changes. This scenario was highlighted by PWC. as a key cause of the issues associated with the North Sydney Pool project.

The LCSRC has now reached the 100% design stage, with the majority of sub-contracts let by ADCO, with the following principles adhered to:-

1. The facility spaces and capacity within the design will be retained;

2. The design aesthetics of the building design will be retained; and

3. The project will retain a sustainable building design that aligns with good practice design principles of local and international environmental standards as specified by consultants Steensen & Varming.

On this basis there is now very minimal risk of Council requiring design changes which would give rise to a contract price variation.

The Third Risk which has emerged is wet weather delays arising from the extensive rain that has been experienced. Since commencement of the project there have been considerable wet weather events which have seen the original contract provision of 35 days allowance for delays from weather exhausted. Despite this occurring early in the construction program, Council is not exposed to cost risk as under the contract the contractor is entitled to an extension of time to avoid liquidated damages associated with not meeting the project completion date, but is not entitled to claim additional costs associated with these delays. Despite the wet weather to date, the project is still on target for completion in late 2025.

Conclusion

Council in switching to a design and construct contract arrangement for the construction of the Lane Cove Sport and Recreation Centre has limited the cost risk exposure. In reaching the 100% design milestone and upon finalisation of authority approvals and latent condition works within the near future, Council will have past the peak risk stage of the project in terms of cost exposure. Two risks have given rise to a project cost increase, currently forecast to be in the order of 7%. Funding has been identified to address the increased costs, which will not impact Council’s existing projects. The variation is not considered material in the context of Council’s Long Term Financial Plan currently on exhibition. It is proposed to update the Long-Term Financial Plan post exhibition upon further detailed information being available.

RECOMMENDATION

That Council:-

1. receive and note the report; and

2. update the Long-Term Financial Plan post exhibition upon further detailed information being available.

Craig Wrightson

General Manager

General Managers Unit

ATTACHMENTS:

There are no supporting documents for this report.

Ordinary Council Meeting 23 May 2024

Draft Councillor and Staff Interaction Policy

Subject: Draft Councillor and Staff Interaction Policy

Record No: SU241 - 65817/23

Division: Corporate and Strategy Division

Author(s): Stephen Golding

Executive Summary

The purpose of this report is for Council to consider endorsing the Draft Councillor and Staff Interaction Policy with a view to publicly exhibiting the document for community consultation purposes.

Background

In 2022, the Office of Local Government released the Model Councillor and Staff Interaction Policy (the ‘Model Policy’). The Model Policy was developed following two rounds of consultation with the local government sector and represents a ‘best practice’ approach. The model policy is not mandatory, and Councils are free to choose whether they use it or adapt it to suit their own purposes.

The development of the Draft Councillor and Staff Interaction Policy has been the subject of several resolutions passed by Councillors over the past 9 months and has also been the subject of several discussions with Councillors at Councillor Workshops. A summary of the relevant resolutions passed by Council is provided below:

21 September 2023

Point 5 of the resolution (154//2023) - “That Council requests that the General Manager prepare, as soon as possible, a draft ‘Councillor and Staff Interaction Policy’ and amendments to the code(s) to incorporate the recommendations received from Local Government NSW on September 11, 2023, together with any other recommendations from the General Manager that address the concerns raised in the Mayoral Minute”.

7 December 2023

Point 1 of the resolution (263/2023) - All future Councillor requests for information should temporarily be directed solely to the General Manager until further notice.

Point 2 of the resolution (263/2023) - Engage the services of a clinical psychologist to provide training to staff and Councillors in identifying, managing, and eliminating (are far as possible) workplace Psychosocial hazards.

Point 3 of the resolution (263/2023) - Obtain legal advice and other professional advice if required, to draft policies that complement the training and advice provided by the clinical psychologist to improve Councillor and Staff interactions

18 April 2024

Point 1 of the resolution (84/2024) - Council adopt the current draft Interaction Policy and Flow Chart as a protocol for communication pending the finalisation of the draft, and Councillors are obliged to adhere to a maximum cap of five (5) questions per Councillor per week.

Discussion

The Draft Councillor and Staff Interaction Policy, attached as AT-1, is largely based on the Model Policy issued by the Office of Local Government (all BLACK text in the attached Draft Policy indicates OLG Model Policy wording).

The Model Policy includes prompts where Council can provide input that uniquely reflects their organisation (all BLUE text in the attached Draft Policy indicates OLG Model Policy wording).

The Draft Policy includes independent legal advice and recommended criteria for the management of the councillor requests system (marked in RED text). A copy of the legal advice has been distributed separately to Councillors.

Importantly, the Draft Policy is aligned with and should be read in conjunction with Council’s adopted Code of Conduct, Code of Meeting Practice, the Local Government Act, 1993 and the Work, Health and Safety Act, 2011.

A summary of legal advice and an overview of the Draft Policy was presented to Councillors at a Councillor Workshop, dated 13 May 2024.

Community Consultation

Statement of Intent

The consultation is designed to inform the community of the new policy and its intent. Any comments received will be reviewed and evaluated before they are presented to Council for consideration and determination on whether to proceed with the new policy or not.

Method

Level of Participation	Inform	Consult
Form of Participation	Open	Open
Target Audience	Lane Cove Community	Lane Cove Community
Proposed Medium	Website and eNewsletter	Website ‘Have Your Say’ Written Submissions
Indicative Timing	Late May to early July 2024	Late May to early July 2024

RECOMMENDATION

That Council endorse the Draft Councillor and Staff Interaction Policy for the purposes of publicly exhibiting the document in conjunction with the recommended community consultation plan.

Steven Kludass

Director - Corporate and Strategy

Corporate and Strategy Division

ATTACHMENTS:

AT‑1 View

Final Draft Councillor and Staff Interaction Policy

Ordinary Council Meeting 23 May 2024

Lane Cove Aquatic and Leisure Centre Electrification Roadmap

Subject: Lane Cove Aquatic and Leisure Centre Electrification Roadmap

Record No: SU3046 - 24869/24

Division: Community and Culture Division

Author(s): Stephanie Kelly

Executive Summary

The Lane Cove Aquatic and Leisure Centre (LCALC) is Council's highest energy using facility, accounting for over 60% of Council's energy usage and 99% of its gas usage.

As part of the Council's long-term plan to improve energy efficiency and reduce emissions across the municipality, a detailed site energy audit was completed and a roadmap for upgrades to the centre's heating and cooling systems has been developed (refer AT-1). The roadmap includes modifications to the heating and cooling control systems to improve energy efficiency and restore humidity controls, installation of equipment to implement passive heat recovery, a heat pump heat recovery system to replace gas boilers that heat the indoor pool water and air-conditioning, and a direct pool water heat pump for the outdoor pool. These changes are projected to reduce CO₂ by 740 tonnes and reduces gas usage by 3,470,000 kWh per annum.

The purpose of this report is to inform Council of the development of this roadmap and approach to enable future electrification of the site, including notice of two government grant applications which have been made to fund the infrastructure renewal program.

Background

Lane Cove Aquatic Leisure Centre operates all year round. It is a multifunctional facility serving a range of the community's needs with a fitness centre café, and indoor and outdoor pools. Last year, the centre attracted over one million visitors, hosted 35 different schools, enrolled over 3,500 learn-to-swim participants in three languages, and hosted over 15 community groups. The site is managed by Bluefit on behalf of Council. The pool hall is 2400m² and contains a 25m main pool, Program Pool, Leisure Pool with various pool toys, and Spa Pool. The facility also has a 50m outdoor Lap Pool that operates year-round. The proposed upgrades will improve energy efficiency, reduce emissions, and enhance the overall experience of the centre's visitors and users.

LCALC is a challenging site due to its complex location in the centre of Lane Cove village, close to homes, businesses, and high-use areas. The site constraints and issues pose significant challenges for the plant layout and external plant installation. The current plant is distributed across the site in small areas, and limited space is available for new external plant installations. Moreover, multiple heating circuits between external and internal plant areas add complexity to the installation. The significant distance between plant areas further complicates the installation process as shown in figure1 below.

The building fabric is not well insulated and sealed, which could adversely impact energy efficiency. Aquatic facilities are the most energy-intensive buildings which councils operate. Consequently, facilities have high greenhouse gas emissions and high operational costs.

The road map provides an essential analysis of how a program can be effectively implemented despite site constraints at the LCALC; and identifies feasible solutions to address these issues and ensure efficient plant operation. In addition, LCALC needs improved humidity control in the pool hall, which has a broken building management system (BMS) and poorly insulated building fabric, leading to a high risk of condensation. The building fabric is being strained by condensation, which significantly reduces the longevity of the construction materials and increases operation and maintenance costs.

Discussion

The roadmap initially focuses on the aquatics area due to budget and operational constraints. The feasibility assessment considered existing infrastructure, plant areas, and building control systems. The areas of the site with the highest energy consumption (shown in Figure 2) were targeted first.

The long-term plan involves gradually phasing out gas usage and introducing electric alternatives. The proposed electrification is achieved via six stages outlined, and an overall long-term scope

of work was identified, which can be found in the feasibility report/roadmap,

refer AT-1.

The preferred electrification plan was chosen, focusing on retrofitting existing facilities while improving humidity control and energy efficiency. The initial steps include:-

· Upgrading the building control system.

· Adding heat recovery to HVAC systems.

· Installing metering systems.

· Implementing heat pump systems for pool heating.

These steps lay the groundwork for future electrification stages, including connecting the heat pump system to the pool hall HVAC and replacing boiler-based heating with air-source heat pumps.

Implementing the complete electrification initially is cost-prohibitive, so elements of this roadmap will be implemented in the near term through matching grants. This information has been used to apply for two government grants to fund the infrastructure renewal program. The Federal Government Grant, Community Energy Upgrades Fund (CEUF), and NSW Government's Metering Plan Implementation Grant, which are specifically designed to support projects that improve energy efficiency and reduce emissions. Council has offered capital funding of $700,000 already committed in the current budget to this program as matched funding. A commitment of $500,000 has also been made by the pool operator Bluefit, which has also been used as leverage funding for the grant application to the CEUF. The CEUF is an important opportunity to accelerate Council’s achievement of this roadmap.

Even partial implementation, as would be achieved by the CEUF grant, will achieve substantial progress to being carbon neutral. Installing a heat pump heat recovery to serve only the indoor pools reduces the use of gas by -2,280,000 kWh and reduces CO₂ by 293 – 561 for an investment of $1,300,000. For the outdoor pool a direct pool water heat pump is proposed reducing use of gas in that facility by 1,190,000 kWh gas and reduces CO₂ by 140 – 179 tonnes for approximately $700,000. If this grant application is successful, the outdoor pool can be completely removed from gas. The overall CO₂ emission addressed by the program is up to 740 tonnes per year.

This work sets the site up for the long-term complete electrification, where the heat pump heat recovery system will eventually be connected to also provide heating to the pool hall HVAC, and additional air source heat pumps (ASHPs) will be installed to replace the remaining boiler-based heating. This will need to be funded through sustainability initiatives and capital investment in the facility as part of planned maintenance and the replacement of aged equipment.

Conclusion

In conclusion, due to the complex nature of the site, it is crucial to have a detailed roadmap for delivering a sustainable and cost-effective approach in the long run. This roadmap will equip the Council with the necessary tools to reduce fossil fuel consumption and diminish reliance on gas. The project will have a significant impact on the sustainable management of one of Lane Cove's most valued community facilities. Council will be updated on the progress of the grant program.

Acknowledgement of the work of the BECA energy consultancy for their authorship of the report, as well as the significant collaboration of Council’s operators Bluefit in the delivery of this comprehensive report and grant applications should be noted.

RECOMMENDATION

That Council:

1. Receive and note the report; and

2. Acknowledge BECA and Bluefit for their contributions to this program.

Stephanie Kelly

Director - Community and Culture

Community and Culture Division

ATTACHMENTS:

AT‑1 View

Lane Cove Aquatic and Leisure Centre Energy Audit and Electrification Feasability Study

46 Pages

Available Electronically

Ordinary Council Meeting 23 May 2024

St Leonards Early Childhood Centre Fit Out Proposal

Subject: St Leonards Early Childhood Centre Fit Out Proposal

Record No: SU8525 - 23925/24

Division: Community and Culture Division

Author(s): Stephanie Kelly

Executive Summary

This report seeks Council’s approval to enter into a contract with the developer of Area 5 13-19 Canberra Avenue in St Leonards, HPG General Pty Ltd ABN 53 158 946 331 (Hyecorp) to provide the internal fit-out for the early childhood education centre and the community facility delivered as part of the Voluntary Planning Agreement (VPA). The VPA provided only the building shell, and Council is responsible for the fit-out of the centre.

The report seeks Council approval to enter into this contract without proceeding to tender under the exemption to s55 of the LG Act noted in section 55(3)(i) of the LG Act. Council separately identifies that it is satisfied that no satisfactory result would be achieved if tenders were invited. Council's reason for this is that progressing through a competitive tendering process would not achieve a better outcome. There are five key reasons for this, as summarised below:-

1. Asset Protection: protecting our assets by managing the risks associated with the building defects warranties;

2. Timing: fulfilling a contract in time to benefit from the developer's proposal to include the fit-out in their program of works on the site;

3. Community Benefit: maximising community benefits by prioritising the timely opening of the early childhood education centre and community centres to align with the building's occupation;

4. Expertise and Economies of Scale: the achievement quality and economies of scale and

5. Value of Money: having reviewed the quotation against a Quantity Surveyor estimate and as a result of the aforementioned elements achieving best value for Council.

Background

The development consent for this site (DA162/2021) required the provision of public benefits to gain access to the incentive floor space and building height. Those public benefits included the provision of an indoor community facility and early childhood education centre with an outdoor play area within the mixed-use development.

As a part of this executed VPA, Hyecorp, the developer, is required to dedicate the following community infrastructure in the cold shell:

· early childhood education centre indoor area – total 692.5m²

· early childhood education centre outdoor area – total 462m²

· community facility – 139m²

Council subsequently worked with a specialised designer to develop the layout, specifications, and detailed finishes for the early childhood education centre on this site. The developed design is available in AT-1. This has ensured that Council will receive a fit-for-purpose early childhood education centre. The centre will comprise accommodation for preschool (3-5 year olds), toddler room (2-3 year olds), and nursery room (0-2 year olds). There will be a need to modify the DA to facilitate these changes to the original plans.

In February, Hyecorp, who have a proven track record in delivering a quality early childhood education centre for Council at 2 Waterview Drive, Lane Cove, presented a fit-out quotation. This proposition offered Council value, by bundling the fit-out delivery with suppliers for the remaining construction of the building. It also highlighted the opportunity to include the launch of the community facilities at the same time as new residents moved into the building and the precinct generally.

To utilise this proposal, Council must navigate the responsibilities outlined in the Local Government Act relating to procurement. Section 55(1) of the Local Government Act 1993 (LG Act) ordinarily requires that Council must invite tenders before entering a contract for the provision of work, services or facilities to the Council subject to the exceptions noted in s 55(3) of the LG Act. Section 55(3)(i) provides that s 55(1) of the LG Act does not apply to a "a contract where, because of extenuating circumstances, remoteness of locality or the unavailability of competitive or reliable tenderers, a council decides by resolution (which states the reasons for the decision) that a satisfactory result would not be achieved by inviting tenders". Section 55(3) of the LG Act requires the Council to pass a resolution stating reasons why a satisfactory result would not be achieved by inviting tenders, in this case based on the extenuating circumstances and/or unavailability of competitive or reliable tenderers, in order to rely on this exemption.

Section 55(3)(i) of the LG Act, requires that the resolution by the Council address the exceptions (in this case) of extenuating circumstances and separately identify that it is satisfied that no satisfactory result would be achieved if tenders were invited. Council must articulate its reasons as to why a better outcome would not be achieved by progressing through a competitive tendering process.

Discussion

Hyecorp has provided a quote (including contingency) for the fit-out of the community infrastructure to be delivered by the suppliers of the remainder of the building's construction. The fit-out includes the early childhood education centre, the community hall, and the outdoor play area. The package includes the preparation of a modification application to the development application consent to reflect the final design changes from Council.

Council subsequently engaged a quantity surveyor (MBM) to prepare a cost estimate report for the proposed fit out of the early childhood education centre and community facility to the same extent and standard as Hyecorp proposal. A separate confidential memorandum has been circulated separately to Councillors containing the confidential commercial information in including a comparison between the quotation and the quantity surveyor estimate. Hyecorp's proposal demonstrated value for money for the Council.

Further to the requirement for Council to articulate its reasons as to why a better outcome would not be achieved by progressing through a competitive tendering process, the following reasons are provided:-

1. It provides asset protection. Appointing the developer to manage the fit out of the early childhood education centre helps avoid a range of risks for the Council. The developer's fit-out team will work collaboratively and have access to experts on-site who can guide and ensure the work does not damage any structural elements of the building. If the developer is responsible for all works on-site, any defects that arise in the future are solely their responsibility. Rectifying the problem will be easier since the developer cannot blame the other trades and works for causing defects, which will likely occur when multiple contractors work on a site. This will simplify the Council's management of defects and asset warranties effectively.

2. This is a time-limited offer. The developer has requested the Council respond to their offer to complete the fit-out within a reasonable time to ensure that the work can be included in their tender program for the wider site works. Any Council tender process would add a significant time delay and may risk this opportunity.

3. There is community benefit in this approach. The development being handled by the developer means that the community facilities could be open on the day the building is open. The developer can only allow Council contractors on-site after the site handover, which delays the fit-out by up to twelve months. This lack of time delay means the community has better and faster access to early childhood education centre and community facilities. It also ensures a better outcome for new residents on the site with no conflicts between the fit-out contractors or disruption to continued building on site.

4. Hyecorp has a proven track record and delivered high-quality outcomes for the Council at Waterview Drive, Early Childhood Education Centre. Their broad development expertise and value-add through economies of scale have resulted in a quality of finish that surpasses similar projects tendered out by the Council. Early childhood education centre development is not the Council's core competency, and the opportunity to leverage specialised knowledge from the developer's builders will improve quality and reduce costs to the Council.

5. It offers value for money and would achieve best value for Council. Council's team has confirmed through a quantity surveyor who has provided a price above the Hyecorp quote. Council will realise an income from this facility up to a year earlier than if the works were tender to the market. Engaging Hyecorp directly to fit out of the community facilities represents a sound financial decision for the Council.

Conclusion

This report concludes that a satisfactory result would not be achieved by inviting tenders due to the “extenuating circumstances” which is expected to result in the “unavailability of competitive …tenderers”. This complies with the Local Government Act 1993 part 3, section 55(3)(i) and Councils Tendering Procedure section 5.2.2.

Engaging Hyecorp directly for the fit-out of the Early childhood education centre at 13-19 Canberra Avenue represents a sound financial decision for the council.

Council has identified funding for this and the other proposed childcare centre within the precinct by utilising funds from an existing Voluntary Planning Agreement within St Leonards, which is the subject of a separate report to this Council Meeting.

RECOMMENDATION

That Council:

1. Award the contract for the fit out for the early childhood education centre and community centres at 13-19 Canberra Avenue in St Leonard’s, HPG General Pty Ltd ABN 53 158 946 331 pursuant to section 55(3)(i) of the Local Government Act 1993 due to extenuating circumstances, where a satisfactory result would not be achieved through a competitive tendering process pursuant to s 55(1) of the LG Act, for the following reasons:

a) Asset Protection: protecting Council’s asset by managing the risks associated with the building defects warranties;

b) Timing: fulfilling a contract in time to benefit from the developer’s proposal to include the fit out in their program of works on the Site;

c) Community Benefit: maximising community benefits by prioritising the timely opening of the early childhood education centre and community centres to align with the building’s occupation;

d) Expertise and Economies of Scale: the achievement quality and economies of scale; and

e) Value for Money: having reviewed the quotation against a Quantity Surveyor estimate and as a result of the aforementioned elements achieving best value for Council.

2. Council delegates authority to the General Manager to finalise and execute the agreement with Hyecorp, and any other documentation required to effect this resolution.

Stephanie Kelly

Director - Community and Culture

Community and Culture Division

ATTACHMENTS:

AT‑1 View

Design for the Early Childhood Education Centre 13-19 Canberra Avenue, St Leonards

20 Pages

Available Electronically

Ordinary Council Meeting 23 May 2024

Petition Requesting Traffic Changes in Innes Avenue from Residents at 6 Ulonga Avenue

Subject: Petition Requesting Traffic Changes in Innes Avenue from Residents at 6 Ulonga Avenue

Record No: SU1326 - 25583/24

Division: Open Space and Infrastructure Division

Author(s): Sri Sritharan

Executive Summary

Council has received a petition comprising 38 residents from resident of the aged care facility at 6 Ulonga Avenue.

The petition states that there is limited visibility at the intersections of Ulonga Avenue and Innes Road and Ronald Avenue and requests it to be improved to address the safety hazards. There were also a number of other requests including the removal of on-street parking on Innes Road and the installation of convex mirrors.

This report investigates the above requests. The report concludes that there is adequate visibility when exiting the subject intersections however, Council will arrange to trim the vegetation on the south side of Innes Road between Pacific Highway and Ulonga Avenue to further improve visibility. No further action is required at these intersections.

Council’s Road Safety Officers will also visit the aged care facility at 6 Ulonga Avenue and establish initial contact with the management and offer Community Road Safety Educational Programs if there is interest.

Background

Council has received a petition comprising 38 residents from resident of the aged care facility at 6 Ulonga Avenue.

The petition states that there is limited visibility at the intersections of Ulonga Avenue and Innes Road and Ronald Avenue and requests it to be improved to address the safety hazards. In addition to the above, the petition also requests the following:

· Reviewing the existing parking arrangement in Innes Road to improve access and traffic congestion.

· Trimming of vegetation.

· Installation of convex mirrors.

· Revising the geometry of the intersection i.e. road widening

· Increase community awareness and education regarding safe driving practices and pedestrian awareness.

Discussion

Inness Road, Ronald Avenue and Ulonga Avenue are local streets. The kerb-to-kerb road width of Innes Road is 7.0m. A very high percentage of the local streets in Lane Cove Council area are 7.0m and parking is allowed on both sides of the streets. This arrangement acts as traffic calming and reduces the vehicle speeds and prevent mid-block type accidents.

Traffic volume and speed counts were undertaken on Innes Road between Ulonga Avenue and Ronald Avenue with the following results:

Innes Road 1/7/23 to 11/8/23
Volume		85^th percentile speed
Westbound	Eastbound	Westbound	Eastbound
41veh/h	53 veh/h	36.9km/h	39.3 km/h

Accident History

According TfNSW accident data, no crashes have been reported over a 5 year period (2018-2023) at the above mentioned intersections.

Limited visibility at the intersection of Innes Road and Ulonga Avenue

This intersection is adequately sign posted with ‘No Stopping’ zone as per the requirements of the NSW Road Rules. The south side of Innes Road from Ulonga Avenue to Pacific Highway is sign posted with a ‘No Parking’ Zone. There are no visibility issues when egressing from Ulonga Avenue on to Innes Road.

Innes Road is a collector street, and it has low traffic volume and speed environment (94 veh/h and 85^th percentile of 38.4 km/h in both directions). In accordance with the Guide to Traffic Generating Developments the desirable maximum capacity of a collector road is 300 veh/h. The recorded traffic volume of 94 veh/h demonstrates that it is only carrying 33.3% of acceptable road capacity for a collector road. There have been no reported accidents and therefore no further action is proposed for this intersection.

Council will arrange to trim all the vegetation on the south side of Innes Road between Pacific Highway and Ulonga Avenue to further improve visibility.

Visibility concerns at intersection of Innes Road and Ronald Avenue

This intersection is adequately sign posted with a ‘No Stopping’ zone as per the requirement of NSW Road Rules. There are no visibility issues when egressing from Ronald Avenue on to Innes Road. Innes Road is a local road it has lower volume and speed (94 veh/h and 85^th percentile of 38.4 km/h in both directions). In accordance with the Guide to Traffic Generating Developments states that the desirable maximum capacity of a collector road should be 300 veh/h. The recorded traffic volume of 94 veh/h demonstrates that it is only carrying 33.3% or a third of acceptable road capacity for a local road. There have been no reported accidents reported at this intersection and therefore no further action is proposed for this intersection.

Review of existing parking arrangement in Innes Road

Parking demand is very high in this area. Removal of any parking spaces would require community support. The vehicle crossings to the properties along the street provide gaps for traffic flow and to navigate through the street. This arrangement provides the lower speed environment. Therefore, removal of any parking spaces is not supported. Given that the traffic volumes are within the environmental capacity for a collector road, traffic congestion does not seem to be an issue on Innes Road.

Installation of convex mirrors.

The installation of convex mirrors on public roads to improve visibility is not supported by Transport for NSW and Council. Convex mirrors provide a distorted image and the distance of on-coming traffic and can potentially be misinterpreted by motorists. Further to this, convex mirrors do not work well at night and during wet weather which can cause confusion for motorists.

As such, Council is not proposing to install any new convex mirrors on public roads.

Increase community awareness and education regarding safe driving practices and pedestrian awareness.

Council’s Road Safety Officers will visit the aged care facility at 6 Ulonga Avenue and establish initial contact with the management and offer Community Road Safety Educational Programs if there is interest.

Conclusion

Visibility at the intersections of Innes Road/Ulonga Avenue and Innes Road/Ronald Avenue was investigated and its was found that there is adequate visibility when exiting these intersections. However, vegetation on the south side of Innes Road between Pacific Highway and Ulonga Avenue will be trimmed to further improve visibility.

No changes to the existing parking arrangement are proposed on Innes Road given that the traffic volumes are within the environmental capacity for a collector Road.

Convex mirrors on public roads are not supported by Transport for NSW and Council due to the distortion of the images. As such, no new convex mirrors are proposed on public roads.

RECOMMENDATION

That Council:

1. receive and note the report; and

2. The vegetation on the south side of Innes Road between Pacific Hwy and Ulonga Avenue be trimmed.

Martin Terescenko

Director - Open Space and Infrastructure

Open Space and Infrastructure Division

ATTACHMENTS:

There are no supporting documents for this report.

Ordinary Council Meeting 23 May 2024

Dogs on Sportsfields

Subject: Dogs on Sportsfields

Record No: SU8288 - 26054/24

Division: Open Space and Infrastructure Division

Author(s): Martin Terescenko

Executive Summary

Council has had ongoing issues with off-leash dog walking on sports fields. These issues relate to damage caused to sports fields, often when sports fields are not being used for organised sport or training. This damage includes digging of holes and dog excrement being left on the fields. There are also issues with some dog walkers not leaving the field when sport is being played.

Council at its March 2024 meeting resolved, to discuss the Notice of Motion relating to “Measures to Minimise Impacts of Dogs on Grassed Off-Leash Sports Field” at a Councillor Workshop.

This topic was discussed at the May 2024 Councillor Workshop. This report provides a summary of the workshop discussion and recommends that Council undertake community consultation to seek suggestions from the community for solutions to the issues raised.

Background

Council has had ongoing issues with off-leash dog walking on our sports fields, receiving many complaints from sporting codes who pay fees to hire Council’s sports fields. These issues relate to damage caused to sports fields, often when sports fields are not being used for organised sport or training. This damage includes digging of holes, dog excrement being left on the fields or leaving of sticks on the playing surface after they have been used for dog play. There are also issues with some dog walkers not leaving the field when sport is being played and dogs running onto the field during training or games. To try and address these issues Council developed a Dog Strategy and created the Dog Advisory Committee.

Council at its March 2024 meeting resolved to discuss the Notice of Motion relating to “Measures to Minimise Impacts of Dogs on Grassed Off-Leash Sports Field” at a Councillor Workshop.

The main issues raised in the Notice of Motion were:

· Signage around sports fields

· Dog holes on sports fields

· Dog excrement on sports fields

· Data on fines/cautions

In addition to the points raised above Council also liaised with other NSROC councils (Hornsby, Hunter’s Hill, Ku-ring-gai, Lane Cove, Mosman, North Sydney, Ryde and Willoughby), to find out whether they allow dogs on sports fields and if they have any ongoing issues with dogs on their sports fields.

Discussion

This topic was discussed at the May 2024 Councillor Workshop and this report provides a summary of the discussion.

Dog Registrations in Lane Cove

The dog population in our Local Government Area (LGA) is increasing. There is limited reporting available from the NSW Dog Registry. Data on dog registrations shows that between 2015 and 2019 there were 871 dogs registered in our LGA and between 2020 to May 2024 there has been 1,122 dogs registered. By deduction this shows that there are approximately 2000 registered, dogs, with the number increasing by 29% since 2020.

Unfortunately, this data does not show the true number of dogs in the LGA as during our "Pawsome Party" that was held in September 2023 our Rangers undertook an education activity where they were scanning dogs to see if they were registered. This activity indicated that 60% of dogs checked were unregistered, anecdotally as many residents may think that microchipping results in registration.

Sports Fields

The Lane Cove LGA has a high demand for sports fields. There are 6 sports field reserves which have a total area of 14.21ha. This equates to 0.35ha of sports fields per thousand residents. The NSROC Average is 1.83ha of sports field per thousand residents. This demonstrates the high demands placed on Council’s sports fields to service the population, which has increased by 25% since 2010.

Table 1 below shows that Lane Cove Council has the lowest area of sports fields out of all the 8 NSROC councils.

Table 1: Total Sports Field Area for NSROC councils

Off-Leash Dog Areas

The Lane Cove LGA provides the second highest number of off-leash dog areas out of all the NSROC councils. Lane Cove has 19 off-leash dog areas:

· 6 of which are sports fields;

· 2 are purpose built fully enclosed dog areas - Blackman Park and Turrumburra Park;

· 11 are in parks.

This equates to 2,133 residents per off-leash dog area while the NSROC average is 6,382 residents per off-leash dog area.

The Table 2 below compares the availability of off-leash dog areas for the 8 NSROC councils.

Table 2: Comparison of off-leash dog areas in NSROC

Signage Around Sports Fields

There are 6 sports field reserves in Lane Cove: Blackman Park, Kingsford Smith Oval, Tantallon Oval, Pottery Green Reserve, Bob Campbell Oval and Burns Bay Reserve. Council has undertaken a signage audit of 5 of these sports field reserves (Bob Campbell Oval was not audited as it currently closed for an upgrade).

Below is a summary of the sign audit, maps and further information can be found in attachment AT-1.

· Blackman Park, has a total of 60 Council signs, 35 of which contain information relating to dogs

· Kingsford Smith Oval, has a total of 41 Council signs, 23 of which relate to dogs

· Tantallon Oval, has a total of 32 signs, 13 of which relate to dogs

· Pottery Green Reserve has a total of 25 signs, 7 of which relate to dogs

· Burns Bay Reserve has a total of 34 signs, 10 of which relate to dogs

Dog Holes and Excrement on Sports Fields

As a result of the Notice of Motion in March 2024, over the past 2 months Council has been collecting data on the numbers of dog holes and dog excrement on our sports fields. The audit was undertaken every Friday morning prior to our Depot Staff filling the dog holes to make the fields safe for weekend sport. The data from this audit indicates that:

· Kingsford Smith Oval has the highest volume of the dog holes and excrement

· Blackman Park has the second highest volume of the dog holes and excrement

Attachment AT-2 shows the data collected for each of the 6 sports field reserves.

Ranger Dog Patrols

Over a 4-month period Council's Rangers were keeping records of their patrols which were mainly undertaken at Blackman Park. During weekdays, these patrols were undertaken between 5:00pm and 7:00pm and on weekends, the patrols were during the day. For the 4 month period 58 patrols were completed and 27 offences were recorded and verbal warnings were issued in these instances. Of the recorded offences only 7 related to dogs being on the sports fields.

Anecdotally, Council's Rangers have commented that 95% of dog walkers are doing the right thing, 4% are not following the rules but are not causing any issues and 1% are not following the rules and their dogs are causing issues.

NSROC Councils

Council has liaised with our NSROC councils to establish whether they allow dogs on their sports fields and if they have similar issues to ones occurring in Lane Cove:

· Hornsby Council only allows off-leash dog walking on 2 sports fields

· Mosman Council does not allow dogs on sports fields

· Ku-ring-gai Council allows dogs off-leash on 10 of its sports fields

· North Sydney Council allows dogs off-leash on all of its sports fields except North Sydney Oval & St Leonards Oval

· Ryde Council allows dogs off-leash on some sports fields

· Willoughby Council allows dogs off-leash on some of its sports fields

All these councils have reported that they are experiencing the same issues relating to dogs that are being experienced in Lane Cove, i.e. holes and excrement and they all provide soil for people to repair their dog’s holes.

Community Consultation

Statement of Intent

Having assembled the information Council is undertaking community consultation to seek suggestions for solutions to manage the issues raised in this report and how to reduce the conflicts which arise from the use of sports fields for sport and as a dog off-leash area.

The consultation will take place for a period of six (6) weeks and any comments received will be reviewed and evaluated to assist Council determining solutions.

Method

Level of Participation	Inform	Inform	Consult
Form of Participation	Open	Targeted	Open
Target Audience	Lane Cove Community	Dog Advisory Committee Sporting Club Advisory Committee	Lane Cove Community
Proposed Medium	Advertisement and eNewsletter	Item discussed at Committee Meeting	Public Exhibition, Website Exhibition and Survey
Indicative Timing	Timing of consultation (June - August 2024)	Timing of consultation (June - August 2024)	Timing of consultation (June - August 2024)

Conclusion

Council has had ongoing issues with off-leash dogs on sports fields. These issues mainly relate to the digging of holes and dog excrement being left behind on our sports fields or dog walkers not leaving the field when sport is being played.

These issues are also occurring in our surrounding NSROC councils and are complex and difficult to address.

RECOMMENDATION

That Council:

1. Receive and note the report; and

2. Undertake community consultation to seek suggestions for solutions to manage the conflicts which arise from the use of sports fields for sport and as a dog off-leash area.

Martin Terescenko

Director - Open Space and Infrastructure

Open Space and Infrastructure Division

ATTACHMENTS:

AT‑1 View	Dogs on Sports Field - Sign Audit	17 Pages	Available Electronically
AT‑2 View	Dogs on Sports fields - Dog hole and Excrement Audit	3 Pages	Available Electronically

Ordinary Council Meeting 23 May 2024

Further amendments to Council's Development Control Plan

Subject: Further amendments to Council's Development Control Plan

Record No: SU6808 - 23747/24

Division: Planning and Sustainability Division

Author(s): Christopher Pelcz; Terry Tredrea

Executive Summary

The purpose of this report is to amend Council’s Development Control Plan, particularly Parts C (Residential Development), J (Landscaping and Tree Preservation) and S (Environmental Sustainability).

Changes include:

· Removing the control on pool heating systems (in Part C) as this is a direct conflict with state policy,

· Rewording the tree preservation guidelines (in Part J) to make it consistent with Council’s existing policies and approach, and

· Rewording some of the objectives in Part S to better reflect the focus on human health.

These changes are not major policy changes, they have arisen in application of the controls in Development Applications (DA) process and inconsistencies with existing Council policies and state policies. As such they do not need to be reviewed by the Design Review Panel.

It is recommended that Council publicly exhibit the draft Development Control Plans prior to adoption.

Background

At its 21 September 2023 meeting, Council adopted several housekeeping amendments to its Development Control Plan (DCP) along with a new Part S – Environmental Sustainability.

These policies have been in place for over 6 months and have been applied to all relevant Development Applications. During this time, some minor inconsistencies with Council’s internal policies have been noticed along with direct conflict with a State Policy, as described below.

Discussion

Section 1.10.1 of Part C deals with private swimming pools and states that “new swimming pool heating systems cannot utilise gas heating”. However, Schedule 2 (section 4) of the State Environmental Planning Policy (Sustainable Buildings) 2022 allows both a swimming pool or a spa to utilise gas or electric heating systems. This is considered a competing provision under the SEPP and would be of no effect – as a result this provision should be replaced in Part C of the DCP with “To achieve net zero, new swimming pool heating systems should preferably not utilise gas heating”, see page 18 of AT-1.

The changes in Part J (see AT-2) include minor re-wording and particularly affect Section 4.2 which is the regulatory controls for tree preservation and vegetation.

The changes in Part S (see AT-3) are to better align this section with the original intent of the document which is focus on human health. “Reduce indoor and outdoor air pollutants associated with the combustion of gas or wood and improve human health ~~air quality~~”. The changes do not change any policy intent.

Community Consultation

Statement of Intent

The consultation is designed to consult with the Lane Cove community. Any comments received will be reviewed and evaluated to determine whether or not to proceed with the amendments.

Method

Level of Participation	Inform	Consult
Form of Participation	Open	Open
Target Audience	Lane Cove Community	Lane Cove Community
Proposed Medium	E-Newsletter	Public Exhibition, Website Exhibition
Indicative Timing	6 weeks	6 weeks

Conclusion

Following the adoption of the Development Control Plan amendments, a 6 month review has found some minor inconsistencies with Council internal policies and one inconsistency with a State policy.

The change to Part S is only to ensure that the document more accurately aligns to the focus on human health.

These changes are recommended to be placed on public exhibition for comments.

RECOMMENDATION

That Council:

1. Endorse the draft Development Control Plan (see AT-1, AT-2 & AT-3) for public exhibition for a period of 6 weeks.

2. Following public exhibition, receive a further report on the consultation results.

Mark Brisby

Director - Planning and Sustainability

Planning and Sustainability Division

ATTACHMENTS:

AT‑1 View	Draft Part C - Residential Development	41 Pages	Available Electronically
AT‑2 View	Draft Part J - Landscaping and Tree Preservation	42 Pages	Available Electronically
AT‑3 View	Draft Part S - Environmental Sustainability	13 Pages	Available Electronically

Ordinary Council Meeting 23 May 2024

2023/24 Budget - Third Quarter Review

Subject: 2023/24 Budget - Third Quarter Review

Record No: SU9506 - 21784/24

Division: Corporate and Strategy Division

Author(s): Don Johnston

Executive Summary

The 2023/24 Budget - Third Quarter Review involves a number of variations to both income and expenditure estimates. Taking into consideration the variations from the Third Quarter Review, the projected 2023/24 overall operating result has been revised to a surplus of $28,580K, with the operating result before capital grants and contributions forecast to be a surplus of $2,492K. Capital expenditure has been decreased by $(7,879K) to $69,761K mainly due to the re-phasing of a number of projects’ budgets into the 2024/25 financial year budget. When transfers to and from Reserves are taken into account, the net result of the quarterly review is a small surplus of $3,018.

It is recommended that the 2023/24 Budget be varied in accordance with this report.

Background

Council is required to prepare a Budget Review Statement each quarter, in accordance with Clause 203 of the Local Government (General) Regulation 2021. The purpose of these reviews is to ensure that the impacts of financial variations are reflected in the forecast of Council’s financial position to 30 June 2024, and that it remains satisfactory.

The main third quarter adjustments include:

· Additional receipts of St Leonards South section 7.11 developer contributions totalling $7,220K plus an increase in LGA Wide contributions of $94K, a total increase in income of $7,314K;

· An additional $3,155K in interest on investments - $2,486K general interest and $669K interest on s7.11 contributions and associated transfers to Reserves outlined below;

· A $1,714K reduction in the budget provision for the acquisition of properties in St Leonards South, as there will be no further acquisitions this financial year, with the balance being returned to the s7.11 St Leonards South Reserve;

· The transfer of $750K Little Street remediation to the operating budget plus additional $350K for fire safety and associated works;

· An additional $550K (net) in fines income - $450K in parking fines and $300K in other fines, offset by a $200K increase in processing costs;

· An additional $450K to complete St Leonards Over Rail Plaza, funded from s7.4 VPAs;

· Transfer $350K from the Capital Works Reserve to fund Local Roads – Capital, freeing up general revenue to fund additional Little Street works;

· A $300K budget for the replacement of the Aquatic Centre building management system, funded from the Aquatic Centre Reserve;

· An additional $268K in s7.11 administration fees arising from additional contributions received;

· Additional income and expenditure provisions of $225K for new grant funded projects – Longueville Road Threshold ($140K) and Lloyd Rees Drive Raised Pedestrian Crossing ($85K);

· A $200K reduction in the Longueville Road Paving project with unexpended funds returned to the Capital Works Reserve;

· A $6,609K reduction in capital budget expenditure and funding due to the re-phasing of the following projects’ budgets into the 2024/25 financial year budget:

o Bob Campbell Oval upgrade $4,517K

o The Terrace Performance Space $800K

o Burns Bay Road Paving $600K

o Aquatic Centre $392K

o Linley Point Bicycle Facilities $300K

· Additional transfers to Reserve totalling $10,473K as detailed below:

o s7.11 St Leonards South contributions and interest $7,544K

o Sport & Recreation Facility Interest on Reserve balance $1,606K

o Sport & Recreation Facility Loan Interest on Reserve balance $492K

o s7.11 LGA Wide contributions and interest $439K

o The Canopy Replacement additional net income $145K

o Bushland Remediation contributions received $106K

o Affordable Housing additional net income $82K

o Market Square Replacement $59K

The combined transfers to the Sport and Recreation Facility ($2,098K) are consistent with the report titled ‘May 2024 Update – Lane Cove Sport and Recreation Project’ also being considered by Council in this business paper agenda.

In addition to these main adjustments there were numerous adjustments to align income and expenditure forecasts with year-to-date actuals and/or additional information that has come to hand.

A copy of all proposed budget adjustments can be found in AT-1.

Discussion

A summary of Council’s revised Budget for 2023/24 and a summary of budget movements have been included in this report:

	Original Budget (000’s)	First Quarter Adjustments (000’s)	Second Quarter Adjustments (000’s)	Third Quarter Adjustments (000’s)	Revised Budget (000’s)
Operating Income	59,815	574	665	4,770	65,824
Operating Expenditure	59,742	576	663	2,351	63,332
Surplus/(Deficit) before Capital Grants/Contributions	73	(2)	2	2,419	2,492
Capital Grants/Contributions	5,944	370	15,092	4,683	26,088
Surplus/ (Deficit)	6,017	368	15,094	7,102	28,580
Operating Budget Reserve movements:
Net transfer to Reserves	4,127	-	15,435	9,656	29,218
Non-cash items – depreciation, leave entitlements accrual, book value of assets disposed	(10,713)	-	147	71	(10,495)
Capital Expenditure	54,839	7,408	15,393	(7,879)	69,761



Funded by:
Transfers from Reserves	43,174	7,040	15,884	(5,250)	60,848
Grants and Contributions	4,944	370	(521)	(2,632)	2,161
Internal Plant Hire	96	-	-	-	96
Sale of Assets	241	-	-	-	241
General Revenue	6,384	(2)	30	3	6,415
Total Funding	54,839	7,408	15,393	(7,879)	69,761

Summary of Budget Movements

Operating Income:

The Review includes a $4,770K net increase in Operating Income made up of:

- $3,155K increase in interest on investments arising from higher interest rates and a larger average portfolio than envisaged in the original budget, $2,486 general interest and $669K s7.11 interest;

- $750K increase in fines income based on fines received year-to-date, partly offset by a $200K increase in processing costs;

- $268K increase in s7.11 administration fees due to additional contributions received;

- $136K in various new contributions which are offset by increased expenditure;

- $127K increase in Council’s Financial Assistance grant based on Grants Commission advice regarding the 2023/24 grant allocations;

- $121K additional rates to recognise rates levied year-to-date;

- $106K in contributions received for Burumin Reserve remediation which has been transferred to a newly created Bushland Remediation Reserve to be drawn down over the next ten years;

- $95K additional income from The Canopy which has been transferred to The Canopy Replacement Reserve;

- $91K in additional construction zone fees arising from the current level of construction activity;

- $(110K) reduction in development assessment income streams due to the current level of applications; and

- $31K net increase in income from various other sources

Operating Expenditure:

The Review includes a $2,351K net increase in Operating Expenditure made up of:

- $1,100K for Little Street remediation, $750K transferred from the capital budget (the work being undertaken is not on a Council asset) plus an additional $350K for fire safety and associated works;

- $291K increase in mechanical sweeping due to an increase in tipping charges – Council was originally paying the lower green waste rate but due to the level of contamination, is now paying the general waste rate;

- $200K increase in fine processing costs due to an increase in the number of fines issued;

- $154K increase in maintenance and repair budgets across Council;

- $142K additional budget required for St Leonards Library and car park to cover strata levies, ticketless parking, and cleaning;

- $136K additional expenditure associated with new contributions received;

- $106K required for temporary contract staff to fill short-term vacancies;

- $100K increase in development assessment legal fees due to the current number of appeals;

- $40K required for additional tree contract works;

- $36K increase required to cover additional bulky waste collections – funded from the Domestic Waste Management Reserve;

- $35K increase required for external audit fees based on advice received from the NSW Audit Office;

- $33K for software support charges – the original budget was deficient;

- $32K for additional Corporate Services legal fees;

- $(72K) in operational Sustainability Levy project funding transferred to capital; and

- $18K for all other adjustments to operating expenditure budgets.

Capital Income

The Review includes a $4,683K net increase in Grant and Contributions for Capital Purposes made up of:

- $7,314K increase in developer contributions ($7,220K St Leonards South and $94K LGA Wide);

- $285K for four new grant funded projects; and

- ($2,917K) decrease in grant income due to the re-phasing of the Bob Campbell Oval upgrade project into the 2024/25 financial year budget.

Capital Expenditure

The Review includes a $(7,879K) net decrease in Capital Expenditure made up of:

- $450K increase to complete the St Leonards Over Rail Plaza project, funded from s7.4 VPAs;

- $300K increase to fund replacement of the building management system at Lane cove Aquatic Centre;

- $225K increase for two new grant funded projects – Longueville Road Threshold ($140K) and Lloyd Rees Drive raised pedestrian crossing ($85K);

- $128K additional budget for replacement goal posts and net, partly funded by grant;

- $117K increase to upgrade parking meter 3G SIMs;

- $72K in Sustainability Levy funding transferred from the operating budget to fund the Gallery Lighting Upgrade and partly fund Civic Centre Solar Panels;

- $72K for Kingsford Smith Oval cricket nets, partly funded by grant;

- $68K additional budget required to complete the Pottery Oval Amenities upgrade;

- $50K for St Leonards South Child Care to fund fitout design and QS evaluation of fitout cost;

- $28K net increase to complete various projects;

- $(117K) reduction in the completed St Leonards South drainage with unexpended funds returned to the s7.11 St Leonards South Reserve;

- $(200K) reduction related to the completed Longueville Road paving with unexpended funds being returned to the Capital Works Reserve;

- $(750K) Little Street remediation transferred to the operating budget;

- $(1,714K) reduction in St Leonards South land acquisitions due to no further acquisitions this financial year with unexpended funds being returns to the s7.11 Reserve; and

- $(6,609K) reduction due to the re-phasing of the projects below into the 2024/25 financial year budget:

§ Bob Campbell Oval upgrade $4,517

§ The Terrace Performance Space $800K

§ Burns Bay Road Paving $600K

§ Lane Cove Aquatic Centre $392K

§ Linley Point Bicycle Facilities $300K.

Reserve Movements

The table below summarises the Reserve movements proposed in the Third Quarter Review.

Operating Budget
Transfers to Reserves:
s7.11 Reserve – additional contributions and interest	$7,983K
Sport & Recreation Facility Reserve – interest on Reserve balance	$1,606K
Sport & Recreation Facility Loan Reserve – interest on Reserve balance	$492K
Other Reserves – additional net income	$392K
Transfers from Reserves:
Insurance Reserve – funding transferred from the capital budget for Little Street	$(750)
Sustainability Levy – project funding transferred to the capital budget	$72K
Employee Leave Entitlements – to fund leave entitlement payments	$(73K)
Domestic Waste Management – to cover additional operational expenses	$(57)
Bushland Remediation – year 1 of Burumin Reserve remediation expenditure	$(10K)
Net Operating Budget transfer to Reserves	$9,656K
Capital Budget
Transfers from Reserves:
s7.11 St Leonards South – unexpended land acquisitions and drainage budgets	$1,831K
Insurance Reserve – Little Street remediation funding transferred to operating	$750K
s7.4 VPAs – funding for completion of St Leonards over Rail Plaza and Child Care expenditure	$(500K)
Capital Works Reserve – funding for Local Roads – Capital to free up general revenue to fund additional Little Street expenditure	$(350K)
Aquatic Centre – funding for building management system replacement	$(300K)
Capital Works – unexpended Longueville Road Paving budget	$200K
Sustainability Levy – project funding transferred from Operating budget	$(72K)
Budget re-phasing – projects transferred to the 2024/25 financial year budget:
Bob Campbell Oval upgrade – s7.11	$1,100K
Bob Campbell Oval upgrade – Capital Works	$500K
The Terrace Performance Space – s.7.11	$800K
Burns Bay Road Paving – Capital Works	$600K
Lane Cove Aquatic Centre – Aquatic Centre	$392K
Linley Point Bicycle Facilities – s7.11	$300K
Capital Budget transfer from Reserves	$5,250K
Net Transfer to Reserves	$14,906K

Conclusion

The variations recommended in the Third Quarter Review see the projected 2023/24 overall operating result increasing to a revised to a surplus of $28,555K, with the operating result before capital grants and contributions forecast to be a surplus of $2,467K. Capital expenditure has been decreased by $(7,954K) mainly due to the re-phasing of a number of projects’ budgets into the 2024/25 financial year budget. When transfers to and from Reserves are taken into account, the net result of the review is a small surplus of $3,018.

The following statement by the Responsible Accounting Officer is made in accordance with Clause 203(2) of the Local Government (General) Regulation 2021.

It is my opinion that the Quarterly Budget Review Statement for Lane Cove Council for the quarter ended 31 March 2024 indicates that Council's projected financial position will be satisfactory at year end 30 June 2024, having regard to the projected estimates of income and expenditure and the original budgeted income and expenditure.

RECOMMENDATION

That the 2023/24 Budget be varied as follows: -

	Original Budget (000’s)	First Quarter Adjustments (000’s)	Second Quarter Adjustments (000’s)	Third Quarter Adjustments (000’s)	Revised Budget (000’s)
Operating Income	59,815	574	665	4,770	65,824
Operating Expenditure	59,742	576	663	2,351	63,332
Surplus/(Deficit) before Capital Grants/Contributions	73	(2)	2	2,419	2,492
Capital Grants/Contributions	5,944	370	15,092	4,683	26,088
Surplus/ (Deficit)	6,017	368	15,094	7,102	28,580
Operating Budget Reserve movements:
Net transfer to Reserves	4,127	-	15,435	9,656	29,218
Non-cash items – depreciation, leave entitlements accrual, book value of assets disposed	(10,713)	-	147	71	(10,495)
Capital Expenditure	54,839	7,408	15,393	(7,879)	69,761
Funded by:
Transfers from Reserves	43,174	7,040	15,884	(5,250)	60,848
Grants and Contributions	4,944	370	(521)	(2,632)	2,161
Internal Plant Hire	96	-	-	-	96
Sale of Assets	241	-	-	-	241
General Revenue	6,384	(2)	30	3	6,415
Total Funding	54,839	7,408	15,393	(7,879)	69,761

Steven Kludass

Director - Corporate and Strategy

Corporate and Strategy Division

ATTACHMENTS:

AT‑1 View

Quarterly Budget Review Statement - March 2024

Available Electronically

Ordinary Council Meeting 23 May 2024

Community Assistance Grants to Community Groups 2024-2025

Subject: Community Assistance Grants to Community Groups 2024-2025

Record No: SU9671 - 25902/24

Division: Community and Culture Division

Author(s): Susan Heyne

Executive Summary

This Report discusses the 2024/2025 financial assistance application process and recommends various grants. Under Section 356 of the Local Government Act 1993, Council may grant financial assistance to community organisations. Each year Council calls for applications for financial assistance from community groups either based in the Lane Cove Local Government Area (LGA) or those whose assistance addresses the identified needs of people within the LGA.

Applications for the 2024/2025 Community Assistance Grants program opened 14 December 2023 and closed 1 March 2024. The funding program was promoted through Council’s Website, eNewletters, and social media. The 2024/2025 budget includes a provision for financial assistance to community groups and programs. Council received a total of 23 applications requesting funds to the value of $595,272.

Background

Community organisations play a critical role in providing vital community and recreational activities and keeping the community healthy and connected. Council’s approach to working with local community organisations is to work in partnership so that the local community can receive high quality services and participate in volunteering and community orientated activities improving their connectedness and ability to participate.

Community Grant Applications Received for 2024/2025

Currently Council’s Community Grants to community organisations fall into the following categories: -

· arts and cultural programs

· services for youth, children, and families

· community services for seniors and people with disability

· community development and social inclusion

· sporting programs

Applications are assessed against the criteria provided in the Guidelines attached as AT-1.

Applicants are required to show how their application meets the needs of Lane Cove by referring to Council’s Plans. The application form also includes questions regarding inclusion to ensure people living with disability and people from culturally and linguistically diverse backgrounds are considered and included in the projects.

The commitment for Council based on the recommendations from the Council Selection

Committee of 13 May 2024 is $529,973. A copy of these recommendations has been circulated separately to Councillors in a Confidential Memo.

Recurring commitments to community organisations total $34,034.55 and are listed in AT-2. The

majority of these are longstanding commitments relating to Council’s contributions to rate payments, or the waiving of payments and other costs. This has been allocated within the Financial

Assistance budget.

Two community groups have taken up the opportunity of the Cultural Venue Performance

Hire Subsidy Funds for the 2024/2025 financial year of $2,067.

An amount of $18,000 has been set aside for Council to manage funds for the Lane Cove Art

Award and $2,000 has been allocated for the ANZAC Day Ceremony.

The total amount of the Financial Assistance Grants Program recommended in this Report is $584,074.55.

Discussion

The funding recommendations were made with a focus on several areas including:

· Support to longstanding and established organisations within the community, namely Sydney Community Services and Centrehouse;

· Support to projects that can be successfully completed within the 2024/2025 financial year.

· Support to new projects that have been identified as a need in the Lane Cove community, namely The Lane Cove Toy Library

Sydney Community Services and Centrehouse

In the 2020/2021 round of financial assistance a 3-year Service Agreement was made with both Sydney Community Services and Centrehouse (trading as Gallery Lane Cove +

Creative Studios). These agreements end on 30 June 2024.

In 2024/2025 both Sydney Community Services and Centrehouse will be offered 3-year service agreements. The 3-year agreements will provide funding security to the organisations whilst also allowing for flexibility if circumstances change for the organisations.

The Lane Cove Toy Library

At the Council meeting held 29 September 2022, it was resolved that Council enter into a funding and licence agreement with The Sydney Library of Things to operate a Toy Library, and to provide funding to cover initial establishment costs.

A 2-year service agreement will be offered to The Lane Cove Toy Library.

Managing Applicant expectations

In previous years, some applications for funding have asked that Council bear the full cost of the project. In 2021 Council resolved to require applicants to provide a co-contribution, either as funding or an in-kind contribution. Organisations who are unable to provide a co-contribution are required to provide an explanation as to why the organisation is unable to contribute to the program. The guidelines and application form for the 2024/2025 funding round clearly indicate Council’s expectations regarding co-contributions.

To ensure a range of services and programs are supported by the grants program, Council limited the maximum amount of funding available to groups to $10,000, unless prior approval by Council has been granted. The average amount of funding requested in 2024/2025 was $7,075.

Organisations with service agreements are exempted from this funding limit.

Financial Assistance Grants Comparisons with Other Areas

It is difficult to compare Council’s financial assistance program with other Council areas because:-

· Each council is different as there is a mix of community based and local government services;

· In some areas organisations apply for funds under the ClubGRANTS program;

· There is no consistent accounting procedure across councils which captures the value of

contributions that councils provide to local organisations; and

· Some councils may support local groups out of separate line items as identified in their Delivery and Operational Plans and budgets.

Community Grants Presentation

Each year Council invites all funded groups to a presentation ceremony on the first Wednesday in August. This provides the opportunity for Council to showcase its Grants Program and for local groups to receive recognition for the work they do in a wider forum. It also offers community groups the opportunity to network and connect with other local organisations. It is suggested that the practice be continued, and the ceremony take place on Wednesday 7 August 2024. The presentation evening is funded out of the Community Assistance Grants budget.

Conclusion

Council’s Financial Assistance Grants Program assists in the development of a range of

community based services which meet, and are responsive to, changes in the needs of people living and working in Lane Cove. It promotes equitable outcomes in terms of access to services and quality of life for all residents. Council uses its planning documents to assist in organisations’

understanding the needs of the community and in assessing the grant submissions.

RECOMMENDATION

That Council:

1. Approve the recommended Community Assistance Grants and Cultural Venue Performance Hire Subsidy Funds to Community Groups for 2024-2025;

2. Approve the recurring commitments to community organisations for 2024-2025;

3. Negotiate a 3-year service agreement with both Sydney Community Services and Centrehouse, commencing 1 July 2024;

4. Negotiate a 2-year service agreement with The Lane Cove Toy Library commencing 1 July 2024

5. Host the Community Assistance Grants presentation ceremony in August 2024.

Stephanie Kelly

Director - Community and Culture

Community and Culture Division

ATTACHMENTS:

AT‑1 View	CAG 2024-2025 - Community Assistance Grants - Guidelines and Information for Applicants	5 Pages
AT‑2 View	CAG 2024-2025 - Recurring payments - Standard rates and contributions	1 Page

Ordinary Council Meeting 23 May 2024

Delivery Program and Operational Plan - 2023/24 Third Quarter Review.

Subject: Delivery Program and Operational Plan - 2023/24 Third Quarter Review.

Record No: SU238 - 21657/24

Division: Corporate and Strategy Division

Author(s): Stephen Golding

Executive Summary

This report outlines the 2023/24 Third Quarter progress towards achieving the projects and activities listed in the adopted 2023/24 Delivery Program and Operational Plan. It is recommended that the report be received and noted.

Discussion

The 2023/24 Delivery Program and Operational Plan was adopted by Council on 22 June 2023. Council’s 2023/24 Delivery Program and Operational Plan outlines the strategies, actions and new initiatives proposed to be undertaken during the financial year in order to advance the goals and objectives of the Community Strategic Plan: Liveable Lane Cove: 2035.

The Third Quarter Review of the 2023/24 Delivery Program and Operational Plan is attached at AT-1. The report indicates the responsible work area and includes a short progress report and action status. Some highlights for the Second Quarter include;

· The Australia Day celebration saw 110 conferees become Australian Citizens. Recognition for Aboriginal people and culture was achieved with a smoking ceremony, bushtucker offered to all our guests and a gift or an Aboriginal art fan and native plant for guests. Later that day there was live music in the Plaza and a celebration of Australian Rock Music with Oils Ain’t Oils at The Canopy. This program was kindly supported by The Australia Day Council Grant,

· Sunset in the Village and Autumn Harmony events were held this quarter and were promoted widely across digital and print platforms,

· Taylor and her Besties show at The Canopy was the biggest event to be held there to date with over one thousand participants in person and thousands more engaged on social media,

· Summer In Wadanggari Park was a three-week festival for Lunar New Year and Summer involving movie in the park, live music, big games, craft workshops, photos stages and giveaways. Over one thousand people were engaged and the program was made possible through sponsorship by Mall 88 through Colliers Real Estate Agents,

· The Senior’s Festival was held in March with a program of over 30 events that proved popular with many being booked out. Events hosted by Council included a Senior's Health Talk, Exercise in the Park programs and a Laughter Workshop. The program featured local artist John Palmer, a Lane Cove local,

· International Women's Day was celebrated in partnership with our Business Breakfast event. Guest speaker was Shirley Chowdhary, an internationally experienced leader and is always pushing for positive change and connection within the community.

· The Youth Advisory Committee was formed and launched.

· A Mardi Gras program hosted to support the LGBQTIA+ community. Events such as the Silver Rainbow Walk, Mardi Gras Anthems DJ performance at The Canopy and a Connect with Pride panel discussion were well received,

· A new Management Advisory Committee for Kindy Cove was appointed,

· Council’s ‘On the Verge’ program planted 388 plants for nature strips and pocket parks during the third quarter,

· 241 solar panels, boasting a capacity of 99.6kW, were recently installed on the roof of Council’s Civic Centre. This upgrade marks a significant step towards our commitment to sustainable energy practices and reducing our environmental footprint with the total installed solar capacity across Council-owned buildings now standing at 541.4kW. The system installation was made possible with the assistance of the Sustainability Levy,

· Council was recognised for exceptional planning and implementation of Wadanggari Park and St Leonards Library precinct by Place Leaders Asia Pacific in their international competition for Excellence in Governance Award,

· Community meeting held and submission made to the NSW State Government in relation to the proposed Planning Reforms,

· Council participating in the TOD project team in relation to the Crows Nest Metro Station as part of the NSW Planning Reforms,

· Launch of the new HomeCycle Service, following a successful 12-month trial of the RecycleSmart service for the collection of ‘tricky to recycle’ items from households in Lane Cove, Council launched the new HomeCycle Service for the ongoing collection and recycling of problematic materials such as soft plastics, e-wastes, and textiles. The HomeCycle service is being delivered by Southern Cross Recycling, who were selected as the preferred service provider following a competitive procurement process. This quarter a total of 5,530 kg's was collected, with textiles, e-waste and soft plastics being the most common items placed out by residents,

· Resilience and Social Cohesion - Heat was the focus of a range of events this quarter, with Council delivering six 'Get to Know Your Neighbour' engagement events at St George Community Housing complexes and Pottery Gardens Retirement Home where residents learnt about the issue of heat and identified potential challenges and opportunities specific to their buildings. Council also partnered with Sydney Community Services to trial the concept of a 'Cool Centre' to provide a safe space for vulnerable residents to seek relief from the heat, and provided Cool Kits to clients of Sydney Community Services during a declared heat event, and

· Sustainability Rebates - Since commencement of the rebates program, Council has approved 127 pre-approval applications, with 65 applications for solar panels, 35 applications for batteries, 22 applications for EV chargers and 5 applications for rainwater tanks. A total of 96 final claims have been received and approved. Based on figures from pre-approval applications, community investment in sustainability products through this program will total $1,273,647, providing estimated emission reductions of 1,728 tonnes per year.

RECOMMENDATION

That the Third Quarter Review of the 2023/24 Delivery Program and Operational Plan be received and noted.

Steven Kludass

Director - Corporate and Strategy

Corporate and Strategy Division

ATTACHMENTS:

AT‑1 View

Delivery Program and Operational Plan - 3rd Quarterly Review - 2023-2024

207 Pages

Available Electronically

AT‑1 View	Council Snapshot April 2024	44 Pages	Available Electronically
AT‑2 View	Resolution Tracker for the 23 May 2024 Council Meeting	39 Pages	Available Electronically