committee of the whole - city of ryde · 2016. 1. 12. · in brisbane 11,900 people are homeless...

Committee of the Whole

AGENDA NO. 1/11

Meeting Date: Tuesday 1 February 2011 Location: Committee Room 2, Level 5, Civic Centre, 1 Devlin Street, Ryde Time: 7.30pm Note: This meeting will be recorded on audio tape for minute-taking purposes

as authorised by the Local Government Act 1993.

NOTICE OF BUSINESS MAYORAL MINUTE MM01 DISASTER RELIEF APPEAL Item Page REPORTS 1 CONFIRMATION OF MINUTES - Meeting held on 07 December 2010........... 2 2 MOTIONS PUT WITHOUT DEBATE ............................................................. 13 3 FOOTPATH ACTIVITY POLICY .................................................................... 14 4 MACQUARIE PARK FLOODPLAIN RISK MANAGEMENT STUDY &

PLAN.............................................................................................................. 38 5 RYDE PLANNING AND BUSINESS CENTRE............................................... 42

Mayoral Minute

Committee of the Whole, dated 01 February 2011

MM01/11: DISASTER RELIEF APPEAL The Mayor, Artin Etmekdjian

File Number: D11/5558

The devastation in much of Australia including Queensland, Victoria and NSW as a result of the recent floods is enormous. It has been reported that as at 25th January, the death toll in southern Queensland alone is 22 with many people still missing in Toowoomba and the Lockyer Valley. In Brisbane 11,900 people are homeless and 2,500 businesses have been affected. Fifty one out of 73 Queensland local government areas are affected. In economic terms it is considered that the flood may be the largest natural disaster to affect Australia. As with the bushfires in Victoria two years ago, the impact of the tragic loss of lives, loss of homes and belongings will be lasting. The support provided by volunteers, government agencies and businesses has been overwhelming, however it will take years for some communities to recover and they will need every possible assistance. I am proposing that Council establish the City of Ryde – Disaster Relief Appeal to enable City of Ryde residents and Ryde businesses to support the appeal effort. Collections were carried out at the Australia Day Concert on 26th January and the Macquarie and Top Ryde shopping centres on Thursday 27th January 2011. These events were publicised on Council’s website and through other media. $1659.80 was raised at the Australia Day concert and an update on the shopping centre collection will be available at the Council meeting. In addition to the above collections, I am proposing, through the office of the Mayor, to host a golf day fundraiser event with all funds going to the Disaster Relief Appeal. It is anticipated that this event will be held at no cost to Council. To commence the Disaster Relief Appeal, I am recommending that Council contribute $20,000. Although not budgeted for, funds should be sourced through the March Budget Review process. Given the magnitude of the disaster and the long term economic effects the floods will have on many communities I believe the appeal is a chance for the people of the City of Ryde and Council to work together to raise much needed funds to support those affected and their communities.

Mayoral Minute (contd) MM01 (continued)

Committee of the Whole, dated 01 February 2011

RECOMMENDATION: (a) That Council establish the City of Ryde – Disaster Relief Appeal. (b) That Council contribute $20,000 to this appeal, with funds being sourced

through the March Budget review process. (c) That Council report back to the community regarding the funds raised through

details being provided on Council’s website, Ryde CityView and the Mayor’s Column.

Artin Etmekdjian The Mayor

Committee of the Whole Page 2

Agenda of the Committee of the Whole Report No. 1/11, dated Tuesday 1 February 2011.

1 CONFIRMATION OF MINUTES - Meeting held on 07 December 2010

File No.: GRP/11/5/4/3 - BP11/14

In accordance with Clause 3.4.4 of Council’s Code of Meeting Practice, a motion or discussion with respect to such minutes shall not be in order except with regard to their accuracy as a true record of the proceedings. RECOMMENDATION: That the Minutes of the Committee of the Whole Meeting 18/10, held on Tuesday 07 December 2010, be confirmed. ATTACHMENTS 1 Minutes of COW Meeting 18/10 held on 07/12/10

Committee of the Whole Page 3 ITEM 1 (continued) ATTACHMENT 1


Committee of the Whole

MINUTES OF MEETING NO. 18/10

Meeting Date: Tuesday 7 December 2010 Location: Committee Room 2, Level 5, Civic Centre, 1 Devlin Street, Ryde Time: 7.33pm Councillors Present: The Mayor, Councillor Etmekdjian and Councillors Butterworth, Campbell, Li, Maggio, Petch, Perram, Pickering, Tagg and Yedelian OAM. Apologies: Councillors O’Donnell and Salvestro-Martin Staff Present: General Manager, Group Manager – Community Life, Group Manager - Corporate Services, Group Manager – Environment & Planning, Group Manager - Public Works, Manager Open Space, Manager Urban Planning, Media & Community Relations Officer and Senior Administration Co-ordinator. DISCLOSURES OF INTEREST Councillor Maggio disclosed a less than significant non-pecuniary interest in the MATTER OF URGENCY regarding cricket wicket on Field 6 at Morrison Bay Park as he is associated with the Junior cricket association administration, and coaches the Junior cricket and representative teams that play at Morrison Bay Park. Councillor Butterworth disclosed a less than significant non-pecuniary interest in Item 10 – WEST RYDE COMMUNITY FACILITY, as he is a former volunteer with Christian Community Aid. Councillor Tagg disclosed a less than significant non-pecuniary interest in Item 10 – WEST RYDE COMMUNITY FACILITY, as he is a former Director with the Gladesville office of Christian Community Aid.



MATTER OF URGENCY RESOLUTION: (Moved by Councillors Maggio and Yedelian OAM) That, as a Matter of Urgency, Standing Orders be suspended, the time being 7.35pm, for Council to consider the public safety concerns on the proposed use of the cricket wicket on Field 6 at Morrison Bay Park for senior cricket. Record of Voting: For the Motion: The Mayor, Councillor Etmekdjian and Councillors Li, Maggio, Petch and Pickering, Against the Motion: Councillors Butterworth, Campbell and Perram MATTER OF URGENCY – CRICKET WICKET ON FIELD 6 AT MORRISON BAY PARK Note: Mr Elias Hazouri addressed the Committee in relation to this matter. Note: An item of correspondence dated 22 November 2010 from Council to residents of Putney was tabled regarding this matter and IS ON FILE. Note: A petition dated 25 November 2010 from residents of Putney was tabled regarding this matter and IS ON FILE. RESOLUTION: (Moved by Councillors Maggio and Petch) (a) That Council advise the cricket association that No Senior cricket matches are

to be played on Field 6 in order to remove any safety risks to the public. (b) That Council proceed with the works associated with the relocation of a new

cricket wicket on Field 6 at Morrison Bay Park. Record of Voting: For the Motion: The Mayor, Councillor Etmekdjian and Councillors Li, Maggio, Petch, Pickering and Yedelian OAM Against the Motion: Councillors Butterworth, Campbell, Perram and Tagg



ORDER OF BUSINESS – Suspension of Standing Orders RESOLUTION: (Moved by Councillors Petch and Pickering) That due to the speakers for Items 10 and 8, the Committee Suspend Standing Orders to consider these items following the speakers on each item. Record of Voting: For the Motion: Unanimous. 10 WEST RYDE COMMUNITY FACILITY- Establishment of Framework for

Rental Contribution by Community Tenants Note: Councillor Butterworth disclosed a less than significant non-pecuniary

interest in this item.

Note: Councillor Tagg disclosed a less than significant non-pecuniary interest in this item.

Note: Mr Gopolan, Mr Kilby and Ms Boustani addressed the Committee.

RESOLUTION: (Moved by Councillors Campbell and Yedelian OAM) That this matter be deferred to enable extensive consultation with affected stakeholders to achieve a more sustainable model to enable the continuing provision of services by these community organisations. Record of Voting: For the Motion: Unanimous. 8 STATE HERITAGE LISTING OF BRUSH FARM PARK Note: Mr Peter Brown addressed the Committee. RESOLUTION: (Moved by Councillors Petch and Yedelian OAM) (a) That Brush Farm Park not proceed to State Heritage Listing. (b) That $50,000 be considered for the Open Space Unit’s 2011/2012 budget to

prepare an Archaeological Management Plan in accordance with the NSW Heritage Branch Guidelines and that the consultant also provide educational workshops for bush carers and relevant Council staff.

Record of Voting: For the Motion: Unanimous.



RESUMPTION OF STANDING ORDERS Standing orders were resumed at 9.23pm. 1 CONFIRMATION OF MINUTES - Meeting held on 02 November 2011 RESOLUTION: (Moved by Councillors Yedelian OAM and Pickering) That the Minutes of the Committee of the Whole Meeting 17/10, held on Tuesday 02 November 2011, be confirmed. Record of Voting: For the Motion: Unanimous. 2 MOTIONS PUT WITHOUT DEBATE RESOLUTION: (Moved by Councillors Campbell and Yedelian OAM) That all items on the agenda be dealt with in seriatim. Record of Voting: For the Motion: Unanimous. 3 STATE OF THE ENVIRONMENT REPORT 2009/10 RESOLUTION: (Moved by Councillors Yedelian OAM and Petch)

(a) That the report of the Sustainability Programs Coordinator, dated 17/11/2010 on the STATE OF THE ENVIRONMENT REPORT 2009/1010, be received and noted.

(b) That the City of Ryde State of the Environment 2009/10 Summary Newsletter

be endorsed. (c) That both the NSROC Regional State of the Environment Report (RSoER)

2009/10 and the City of Ryde State of the Environment 2009/10 Summary Newsletter be placed on the Ryde website and also promoted in the next available edition of the Ryde City View.

(d) That all libraries in the Ryde local government area be provided with 2 copies

of the NSROC State of the Environment Report 2009/10 for their reference section.

Record of Voting: For the Motion: Unanimous.



4 REQUEST FOR WAIVER OF FEES FOR CHRISTMAS COMMUNITY EVENT

IN WILGA PARK Motion: (Moved by Councillors Yedelian OAM and Petch) (a) That the request by Salvation Army Ryde City for the use of Wilga Park for a

“Community Carols by Candlelight” event on Sunday 19 December 2010 be approved and that the hire fees and supply cost of four (4) additional garbage and four (4) additional recycling bins amounting to $367.00 be waived on this occasion.

(b) That a refundable bond of $500.00 is levied as recommended within this report. (c) That groups be encouraged to apply for community events through Council’s

Community Grants Program. Amendment: (Moved by Councillors Maggio and Pickering) (a) That the request by Salvation Army Ryde City for the use of Wilga Park for a



Community Grants Program. (d) That a policy document be prepared to address the waiver of fees for

community organisations and be brought back to Council for consideration. (e) That future requests for the waiver of fees be put on hold until the policy is

brought forward to Council. (f) That the Mayor and Councillors attend the Salvation Army event and that the

Mayor be authorised to donate $400 in recognition for work undertaken by the Salvation Army in the City of Ryde. This small donation will assist the Salvation Army to share the joy of Christmas with those in need.

Record of Voting: For the Amendment: The Mayor, Councillor Etmekdjian and Councillors Maggio and Pickering Against the Amendment: Councillors Butterworth, Campbell, Li, Perram, Petch, Tagg and Yedelian OAM



On being put to the Meeting the AMENDMENT was declared LOST with three (3) votes For and seven (7) Against. The Motion was then put. RESOLUTION: (Moved by Councillors Yedelian OAM and Petch) (a) That the request by Salvation Army Ryde City for the use of Wilga Park for a



Community Grants Program. Record of Voting: For the Motion: Unanimous. 5 DRAFT VOLUNTARY PLANNING AGREEMENTS POLICY RESOLUTION: (Moved by Councillors Petch and Maggio) (a) That the draft City of Ryde Planning Agreements Policy and Attachments be endorsed for public exhibition for a period of not less than 28 days, commencing in February 2011. (b) That the outcomes of the public exhibition of the draft City of Ryde Planning Agreements Policy and Attachments be reported to Council. Record of Voting: For the Motion: The Mayor, Councillor Etmekdjian and Councillors Li, Maggio, Perram, Petch, Pickering, Tagg and Yedelian OAM Against the Motion: Councillors Butterworth and Campbell 6 NOTIFICATION OF DEVELOPMENT APPLICATIONS DCP - Review Status

Report RESOLUTION: (Moved by Councillors Petch and Yedelian OAM) That a review of Section 2.1 – Notification of Development Applications of City of Ryde Development Control Plan 2010 and associated process be carried out to address the issues raised in this report, and that a further report be provided to Council in March 2011 once the review process is completed. Record of Voting: For the Motion: Unanimous.



7 CITY OF RYDE LOCAL PLANNING STRATEGY RESOLUTION: (Moved by Councillors Yedelian OAM and Maggio) (a) That the amended draft City of Ryde Local Planning Strategy 2010 be adopted. (b) That the draft City of Ryde Local Planning Strategy 2010 and Draft Ryde Local

Environmental Plan 2011 be amended to incorporate proposed changes to the planning provisions for 39 – 43 Forster Street, West Ryde, and the southern part of Forster Lane, in accordance with ATTACHMENT 2.

(c) That the City of Ryde Local Planning Strategy be made publicly available when

Draft Local Environmental Plan 2011 is publicly exhibited. (d) That development control plans be prepared for West Ryde town centre and for

Blenheim Road small centre. Record of Voting: For the Motion: The Mayor, Councillor Etmekdjian and Councillors Campbell, Maggio, Petch, Tagg and Yedelian OAM Against the Motion: Councillors Butterworth, Li, Pickering and Perram 8 STATE HERITAGE LISTING OF BRUSH FARM PARK This item was dealt with earlier in the meeting as detailed in these Minutes. 9 WEST RYDE URBAN VILLAGE DEVELOPMENT - Current Project Status

SUSPENSION OF STANDING ORDERS RESOLUTION: (Moved by Councillors Petch and Maggio) That standing orders be suspended, the time being 10.20pm in order for representatives from Coles to address the Committee in relation to Item 9 – WEST RYDE URBAN VILLAGE DEVELOPMENT. Record of Voting: For the Motion: Unanimous. Mr Reg Binding, Development Manager representing the Coles Property Group Development, addressed the meeting in relation to Item 9 – WEST RYDE URBAN VILLAGE DEVELOPMENT.



RESOLUTION: (Moved by Councillors Petch and Maggio) (a) That Council approves the changes to the current traffic management plan as

detailed in the letter from C&M Consulting Engineers Pty Ltd dated 21 October 2010.

(b) That the design of the village square as shown in the attachment CIRCULATED

UNDER SEPARATE COVER to this report be endorsed.

(c) That the revised arrangements for the temporary carpark at 7 Anthony Road be approved.

(d) That the proposal for temporary disabled carparking and community bus access

be noted. Record of Voting: For the Motion: Unanimous. RESUMPTION OF STANDING ORDERS RESOLUTION: (Moved by Councillors Butterworth and Maggio) That Standing orders be resumed at 10.25pm. Record of Voting: For the Motion: Unanimous. 10 WEST RYDE COMMUNITY FACILITY- Establishment of Framework for

Rental Contribution by Community Tenants This item was dealt with earlier in the meeting as detailed in these Minutes. 11 SAFETY EVALUATION OF TREES WITHIN THE CITY OF RYDE Motion: (Moved by Councillors Yedelian OAM and Petch) (a) That Council adopt the proposed revised Tree Management Process as

outlined in the report subject to the appeal fee being set at $50 and removing the need for an arborist’s report at the Notice of Intent stage.

(b) That a review of the City Of Ryde’s Development Control Plan 2010 Part: 9.6

Tree Preservation be undertaken and reported to Council in six months.



Amendment: (Moved by Councillors Campbell and Butterworth) That the matter be deferred for a further report back to Council regarding the required technical report that should support the appeal process with a $150 appeal fee to be imposed. Record of Voting: For the Amendment: Councillors Butterworth, Campbell, Tagg and Perram Against the Amendment: The Mayor, Councillor Etmekdjian and Councillors Li, Maggio, Petch, Pickering and Yedelian OAM On being put to the Meeting the AMENDMENT was declared LOST with four (4) votes For and six (6) Against. A Further amendment was then put. Amendment: (Moved by Councillors Maggio and The Mayor, Councillor Etmekdjian) (a) That Council adopt the proposed revised Tree Management Process as outlined

in the report and a $150 appeal be imposed. (b) That a review of the City Of Ryde’s Development Control Plan 2010 Part: 9.6

Tree Preservation be undertaken and reported to Council in six months. Record of Voting: For the Amendment: The Mayor, Councillor Etmekdjian and Councillors Butterworth, Campbell and Maggio Against the Amendment: Councillors Li, Perram, Petch, Pickering, Tagg and Yedelian OAM On being put to the Meeting the AMENDMENT was declared LOST with four (4) votes For and six (6) Against. The Motion was then put. RESOLUTION: (Moved by Councillors Yedelian OAM and Petch) (a) That Council adopt the proposed revised Tree Management Process as outlined

in the report subject to the appeal fee being set at $50 and removing the need for an arborist’s report at the Notice of Intent stage.

(b) That a review of the City Of Ryde’s Development Control Plan 2010 Part: 9.6

Tree Preservation be undertaken and reported to Council in six months. Record of Voting: For the Motion: The Mayor, Councillor Etmekdjian and Councillors Li, Maggio, Petch, Pickering, Tagg and Yedelian OAM Against the Motion: Councillors Butterworth, Campbell and Perram



The meeting closed at 11.00pm.

CONFIRMED THIS 1ST DAY OF FEBRUARY 2011.

Chairperson



2 MOTIONS PUT WITHOUT DEBATE

File Number: GRP/11/5/4/3 - BP11/15

In accordance with Council’s Code of Meeting Practice, Council can determine those matters on the agenda that can be adopted without the need for any discussion. RECOMMENDATION: That the recommendations in respect of items 3 to 5 inclusive, as submitted to Committee of the Whole Meeting 01/11, be adopted with the exception of items as determined by the Council.



3 FOOTPATH ACTIVITY POLICY

Report prepared by: Strategic Planner Report dated: 21/12/2010 File No.: GRP/11/6/3/3 - BP11/4

Report Summary On 19 October 2010, Council endorsed a revised draft Footpath Activity Controls policy for public exhibition and resolved that associated fees and charges for display of merchandise be incorporated into the Fees and Charges Schedule of the City of Ryde Management Plan. The draft policy and fees and charges for display of merchandise were publicly exhibited for 30 days from 10 November to 10 December 2010. One submission was received from the general public and comments were received from staff in response to the exhibition. This report provides a summary of the exhibition and submissions received. This report recommends minor amendments to and adoption of the draft policy and endorsement of the fees for the display of merchandise into Council’s Fees and Charges Schedule 2010/11 annexed to Council’s Management Plan 2010-2014. RECOMMENDATION: (a) That the Footpath Activity Controls – Council Policy (ATTACHMENT 1 to the

report of the Strategic Planner dated 21 December 2010) be adopted to replace the City of Ryde Footpath Activity Policy.

(b) That a public notice be placed in Cityview to advise of the adoption and coming

into effect of the Footpath Activity Controls – Council Policy. (c) That fees and charges for the Display of Merchandise be adopted for 2010/11

and incorporated into the Schedule of Fees and Charges annexed to the City of Ryde Management Plan 2010 -14. The Fees and Charges for the Display of Merchandise are:

• $189 / week for a full display; • $109 / week for up to 3m²; and • $76.40 / week for up to 1.25m².

ATTACHMENTS 1 Footpath Activity Controls - Council Policy latest version for consideration and

adoption by Council 1 February 2011 2 Correspondence from Director General NSW Planning

Committee of the Whole Page 15 ITEM 3 (continued)


Report Prepared By: Melissa Burne Strategic Planner Report Approved By: Lexie Macdonald Team Leader - Strategic Planning Meryl Bishop Manager - Urban Planning Dominic Johnson Group Manager Environment & Planning



Background A review of Council’s existing Footpath Activity Policy was carried out in response to Council’s resolution regarding the preparation of a policy to allow the display of merchandise (18 May 2010) and to undertake amendments consequential to the revised Outdoor Dining Policy (adopted December 2009). At its meeting on 19 October 2010, Council considered a report on the development of a revised policy and process for footpath activities and resolved:

“(a) That the draft City of Ryde Footpath Activity Controls Council Policy attached to the report of the Strategic Planner dated 12 October 2010 be endorsed and placed on public exhibition for a period of not less than 28 days and the public, local Chambers of Commerce and Ryde Business Forum be invited to provide comments on the revised policy. (b) That a further report on submissions to the draft City of Ryde Footpath Activity Controls Council Policy be presented to Council as soon as practicable after the exhibition period. (c) That the Group Manager Environment and Planning write to the NSW Department of Planning requesting exemptions for footpath activities and for outdoor dining under the Environmental Planning and Assessment Act and to the NSW Department of Local Government requesting exemptions for footpath activities and for outdoor dining under the Local Government Act. (d) That the fees and charges for Display of Merchandise be $189/week for full display, $218/fortnight for half display (up to 3m²), $331 per month for single table only (up to 1.25m²) and these charges be incorporated into the Fees and Charges Schedule of the City of Ryde Management Plan.”

Report Public Exhibition The draft Footpath Activity Controls – Council Policy and fees and charges for Display of Merchandise were publicly exhibited for a period of 30 days from 10 November to 10 December 2010 inclusive. The draft policy, fees and charges (for display of merchandise) and information relevant to the public exhibition were placed on Council’s website and made available in hard copy at Council’s Customer Service Centre and libraries. The City of Ryde community was advised of the public exhibition through an advertisement in the Ryde Cityview. Exhibition activities included presentations to the Access Advisory Committee the Economic Development Advisory Committee and relevant staff. Council also wrote to the Ryde Business Forum and local Chambers of Commerce advising of the exhibition and inviting comments.



The exhibition and consultation was carried out in accordance with Council’s Engagement Policy. Response to Exhibition and Consultation One submission was received in response to the exhibition. The submission cited nuisance caused by chairs obstructing general pedestrian flow and smoking in relation to outdoor dining. These matters were discussed with the author of the submission and it was acknowledged that they relate to outdoor dining and are addressed under separate policies of Council and as a result do not relate to the draft footpath activities policy on exhibition. A number of comments were received in response to internal consultation and these are summarised later in this report (refer Consultation). Minor changes only have been made to the draft policy in response to comments made through internal consultation, discussed later in this report. The changes do not affect the intent of the policy. A copy of the amended draft policy is attached (ATTACHMENT 1). In relation to the fees and charges, Council’s Executive Team has requested that these are standardised for easy application and transparency (though not altered from the fees and charges exhibited). This has resulted in the fees and charges proposed to be incorporated into the Management Plan being expressed as follows:

• $189 / week for a full display; • $109 / week for up to 3m²; and • $76.40 / week for up to 1.25m².

Request for Exemptions In accordance with the resolution of 19 October 2010, the Group Manager Environment and Planning wrote to the

• NSW Department of Planning requesting exemptions for footpath activities and outdoor dining under the Environmental Planning and Assessment Act; and

• NSW Department of Local Government (now known as the Division of Local Government, NSW Department of Premier and Cabinet) requesting exemptions for footpath activities including outdoor dining under the Local Government Act.

On 20 January 2011 Council received a response from the Director General Planning NSW (ATTACHMENT 2), supporting including footpath activities and outdoor dining as exempt activities in the Ryde Comprehensive Local Environmental Plan and advising of a review of the Codes State Environmental Policy (SEPP). Council has subsequently received a discussion paper proposing changes to the NSW Commercial and Industrial Codes SEPP on exhibition until 21 February 2011. The discussion paper proposes to expand the exempt types of development to include commercial use of footpaths and roadside stalls on Council land provided that development:



• Comply with the Roads Act 1993 and Local Government Act 1993 • Not be provided where abutting a classified road • Be limited to locations immediately in front of premises from which they are

grown, manufactured or sold. • Paths of travel to the public road from exits remain clear of all obstructions • And in relation to outdoor dining be limited to locations immediately in front of

a lawful food and drink premises. Council’s draft footpath Activity Policy is consistent with the proposed Codes SEPP. City of Ryde staff will make a submission on the discussion paper supporting the proposed exemptions and citing Council’s previous resolutions to streamline outdoor dining and footpath activities development applications generally. Consultation Internal Council business units consulted included:-

• Buildings and Property • Assessment • Urban Planning • Regulatory Services • Environmental Health and Building • Risk and Audit

Comments were received from internal consultation – see below under Comments. Internal Workshops held:-

• Not applicable City of Ryde Advisory Committees consulted included:-

• Access Committee • Economic Development Advisory Committee

Presentations were made to both Committees. No comments were submitted from these Committees. External public consultation included:- Letters advising of the exhibition were sent to the following stakeholders:

• Ryde Business Forum • Chambers of Commerce in the City of Ryde LGA

No submissions were received from these groups in response. Comments Internal consultation: A summary of the comments in response include:

• Environmental Health and Building: comments on matters in the Definition, Guideline and Procedure sections of the draft policy, in particular in relation to clarity and consistency in terminology, display stands, standing vehicles and references to approvals/permits.



• Assessment: comments in relation to clarity on the meaning of circulation

area. • Risk and Audit: no objection to the draft policy • Customer Service Centre: various comments in relation to the process and

application requirements. Minor amendments have been made to the exhibited version of the draft policy in response to the abovementioned matters, with the exception of process and application requirements which are internal matters not covered by the policy. The amendments provide clarity and do not change the intent of the policy. They are included in the version attached to this report (ATTACHMENT 1). Council’s Chief Financial Officer was consulted regarding the exhibition of the fees and charges for display of merchandise and preparation of a recommendation to adopt the set of fees and incorporates them into the Management Plan. Critical Dates There are no critical dates or deadlines to be met. Financial Impact The recommendation to adopt the draft Footpath Activity Controls Policy will have a positive financial impact through leasing of footpath areas. The financial impact however, can not be predicted because;

• footpath leasing will be subject to external market forces; and • local demand is not known as the policy creates new opportunities.

Policy Implications The revised Footpath Activity Policy has been drafted to ensure consistency with other related policies of Council. Other Options OPTION 1: The recommendation is to adopt the draft Footpath Activity Controls - Council Policy with minor amendments to replace Council’s existing Footpath Activity Policy. This option is preferred. OPTION 2: The draft revised policy does not proceed. Option 2 is not supported as it would not promote streamlining the current policies and procedures related to footpath activities nor be in accordance with Council’s previous resolutions to review the policy in order to permit certain footpath activities.



Conclusion Council’s current Footpath Activity Policy was reviewed to give effect to Council’s resolution to permit footpath activities such as the display of goods. The draft Footpath Activity Controls - Council Policy was prepared and exhibited and minor amendments for clarity have been made in response to internal consultation, as outlined in this report. The draft Footpath Activity Controls - Council Policy as amended (ATTACHMENT 1) is ready for adoption to replace the current Footpath Activity Policy.



4 MACQUARIE PARK FLOODPLAIN RISK MANAGEMENT STUDY & PLAN

Report prepared by: Manager Stormwater and Park Assets Report dated: 18/01/2011 File No.: GRP/11/3/6/3 - BP11/10

Report Summary To recommend Council’s adoption of the Macquarie Park Flood Study and Floodplain Risk Management Study and Plan. Following exhibition of the final draft and a four (4) year process in accordance with the Department of Environment, Climate Change and Water, the Macquarie Park Flood Study and Floodplain Risk Management Study and Plan is now ready for adoption. RECOMMENDATION: That Council adopts the Macquarie Park Flood Study and Floodplain Risk Management Study and Plan and supporting model as the basis for managing development and guiding flood mitigation works in the Macquarie Park stormwater catchments. ATTACHMENTS Attachments to this report are circulated under separate cover. Report Prepared By: Austin Morris Manager Stormwater and Park Assets Report Approved By: Terry Dodds Group Manager - Public Works



Background The Floodplain Risk Management Program is being undertaken by the City of Ryde in accordance with the process outlined in the NSW Government’s Floodplain Development Manual, gazetted in April 2005. The program is part funded by the NSW Government. The Floodplain Development Manual assists Councils in developing and implementing floodplain management plans, and is the practical expression of the NSW Government’s Flood Prone Land Policy. The City of Ryde has completed several similar studies over recent years as part of a program to cover the whole city. This study and plan focuses on the Macquarie Park catchments. The project has been overseen by Council’s Floodplain Management Committee (FMC), which is comprised of community representatives, Councillors and staff from the City of Ryde, business representatives, Macquarie University and representatives from various NSW Government agencies - the Department of Environment, Climate Change and Water (DECCW) and SydneyWater. Report Community consultation on the draft Flood Study and draft Floodplain Risk Management Study and Plan for Macquarie Park has now been completed. Copies of the final Flood Study and Floodplain Risk Management Study and Plan are CIRCULATED UNDER SEPARATE COVER. Community consultation has been an important component of this project. Key elements of this consultation process have been as follows: • Regular meetings of the Macquarie Park FMC. • Public exhibition of the flood study during June and July 2009, including public

displays and meetings. • Reports to Council in May and August 2009. • Public exhibition of the Floodplain Risk Management Study and Plan during

October and November 2010, including public displays and meetings. • Reports to Council in June and October 2010. At its meeting of 9 December 2010, Council’s FMC resolved to recommend to Council adoption of the Macquarie Park Flood Study and Floodplain Risk Management Study and Plan. The minutes of the FMC meeting of 9 December 2010 are CIRCULATED UNDER SEPARATE COVER. Adoption of the recommended Plan has the following key benefits for the City of Ryde: • Council will be eligible to seek grant funding from the NSW Government for costs

associated with the implementation of flood mitigation works,



• Council will be taken to have acted in good faith by substantially complying with

the Floodplain Development Manual, and so afforded immunity from liability under Section 733 of the Local Government Act,

• The Plan includes strategies to implement flood risk management in partnership with the private sector, such as the Macquarie Shopping Centre, through the development process, and

• The more detailed flood mapping will contribute to development certainty within the Macquarie Park catchment.

Consultation Internal Council business units consulted included:- • Urban Planning City of Ryde Advisory Committees consulted included:- • Not Applicable External public consultation included:- • Macquarie Park Floodplain Management Committee • Department of Environment, Climate Change and Water • Macquarie Park Business Forum. Comments The minutes of the September FMC meeting contain details of the issues raised by local residents, and the response provided by Council’s consultants. Critical Dates The following deadlines are required to be met: • The grant was received from DECCW to undertake the FPRMS&P, on a 2:1

basis. The conditions of the grant are that the project must be completed by the end of the 2010/2011 financial year.

Financial Impact This project is provided for in the current 2010-2011 budget. Policy Implications There are no policy implications through adoption of the recommendation. Other Options The Council may: • Endorse the recommendations of this report without change. • Endorse the recommendations of this report with amendments, or • Reject the recommendations of this report.



It is considered, however, that the core recommendations of this report seeking the adoption of the final study documents are the appropriate course of action for the City of Ryde. Conclusion Following extensive community consultation and oversight by Council’s Floodplain Management Committee, this report now seeks Council adoption of the Flood Study and Floodplain Management Study and Plan for Macquarie Park. These documents have been developed in accordance with the NSW Government’s Flood Prone Land Policy and represent a best practice approach to managing floodplain development.



5 RYDE PLANNING AND BUSINESS CENTRE

Report prepared by: Manager Customer Service Report dated: 20/01/2011 File No.: GRP/11/5/4/3 - BP11/12

Report Summary This report seeks Council’s endorsement of establishing the new Ryde Planning and Business Centre in providing an enhanced customer service delivery for all planning related and business related matters within the City of Ryde. The report details the proposed functions to be delivered by the Centre, its hours of operation and the supporting communication and marketing initiatives that will be taken for the Centre (in conjunction with the new library), in informing all key stakeholders and the broader City of Ryde community on the Centre’s operations. RECOMMENDATION: That Council endorse the establishment of the Ryde Planning and Business Centre as detailed in this report. ATTACHMENTS 1 Ground Level Plan, Ryde Planning & Business Centre Report Prepared By: Angela Jones-Blayney Manager Customer Service Report Approved By: Roy Newsome Group Manager - Corporate Services



Background As Council is aware, the City of Ryde through the Voluntary Planning Agreement, received community space at the new Top Ryde City Shopping Centre for both a new library, additional office space and the space provided for the Ryde Planning and Business Centre. Both Centres are due to open in April 2011. This space was handed over to Council in August 2010 and currently the fit out is in the process of being finalised for both facilities. Council at its meeting on the 22 June 2010, considered a report on the co-location of the Ryde Business Forum at the new Centre and resolved as follows; (a) The Council endorse providing up to two staff office spaces in the CoR

Development and Customer Service Lounge for the Ryde Business Forum; (b) That the provision of the spaces be negotiated by the General Manager as part

of a Memorandum of Understanding between the two organisations which will be reported back to Council in due course.

Since this resolution the name of the Centre has been confirmed as the Ryde Planning and Business Centre given the focus on planning and development matters, together with business and economic development initiatives and the partnership with the Ryde Business Forum and the local Chambers of Commerce. Report The Ryde Planning and Business Centre is a dedicated space for planning and development services that includes advisory services for building approvals and preliminary assessment and lodgement of applications. The Centre will also provide advice and support services to businesses across the City of Ryde through Council’s Economic Development Officer (when appointed) and the Ryde Business Forum. A copy of the general layout of the Centre is ATTACHMENT 1. Key features of the Centre will be: • Provision of a “greeter” role at the Centre, who will welcome customers and assist

with enquiries. This position will be fully proficient in all facets of Council’s operations and will deal with minor customer requests.

• All customers lodging applications or requiring assistance with a

development, planning or business matter will be required to make a booking either on-line or by telephone in advance of arriving at the centre, to meet with a Customer Service or Planning Officer. The initiative of making a booking in advance is to enable adequate allocation of time and resources for each customer. To ensure all customers and stakeholders are fully informed on how this will operate a comprehensive communication and marketing plan is in the process of being implemented.



• The Centre will provide multi media self help technology to promote the diverse

services provided by Council that will include access to Council’s website and on-line services. Council has already in place a Development Application (DA) tracking facility on its website and will be implementing further services that will be available on line through 2011/ 2012. The lodgement of DAs on line is targeted for implementation by June 2012.

• The Centre will initially operate on the hours of 9.00am to 5.00pm (Monday to

Friday) which aligns with the major four (4) banks in the Top Ryde Shopping Centre. The Centre will open at 10am on the 2nd Thursday of each month to facilitate staff training and development. A review of operating hours will be undertaken in December 2011 to determine if any change to the hours of operation is required.

• The Centre will provide dedicated space for the Ryde Business Forum (who are

yet to confirm their involvement) and also Council’s Economic Development officer, when appointed.

With the establishment of the Ryde Planning and Business Centre the Customer Service Centre at the Civic Centre will provide the balance of customer services to the community. A summary of services provided from each Centre is detailed below: Ryde Planning and Business Centre (Appointment Only)

Customer Service Centre (Civic Centre)

Pre DA planning and enquiries (formal meetings and drop in).

Application Lodgement – including DA, Complying Developments, Construction Certificates, Subdivision Certificates and all related engineering requirements (e.g. work zone permits, driveway gutter crossings etc).

Payment of application lodgement fees and fees required by Conditions of Consent.

Point of contact throughout the assessment process – including lodgement of amended and additional plans, discussions with Assessment Officer / Engineers / Building Inspectors.

Viewing of notification and exhibition material (electronic and hard copy).

Rates payments and enquiries. Park and hall hire payments. Animal identification and

registrations. Property enquiries (e.g.

commercial filming applications, kiosk hire).

Event and service bookings. Community Information / Events

and Festivals. Permit applications (parking, skip

bins and temporary placement). Infringement enquiries. Vacation care. Waste services. Maintenance and cleaning of

Council infrastructure. Council reports. Complaints / Compliments /

Feedback. Traffic enquiries and requests.



Building Compliance – including inspection bookings and results, lodgement and resolution of face to face complaints (unauthorised works, building certificates, notices and orders), lodgement and sign off of final occupation certificates.

Information / plan searches of historical applications, plans and files (some electronic but primarily hard copy).

Economic Development/Business enquiries and activities.

Ryde Business Forum office.

Tree management applications. Notice of Intent applications. Statutory Certificates. Permits and applications for

Council infrastructure (alignment levels, gutter crossings, road opening permits).

Building Compliance – including inspection bookings and results, lodgement of complaints regarding unauthorised works, building certificates, enquiries in relation to notices and orders via mail or phone.

All development enquiries received by telephone will be handled through the call centre, and calls transferred / messages sent to the Duty Officer located in the Ryde Planning and Business Centre, if required. It is expected in the initial phase of opening the new centre, even with a strong communication and marketing message, that it is likely many customers will expect a full service offering from both Customer Service locations. As all Customer Service Officers are multi-skilled in all of Council’s products and services, officers will be able to assist with all types of customer enquiries at the Ryde Planning and Business Centre, if required. This approach will be adopted in assisting customers through the initial period following the opening of the Centre. However, where customers come to the Civic Centre with a development enquiry, in the majority of cases they will need to be redirected to the Ryde Planning and Business Centre due to the availability of the Duty Planner from this location. As stated earlier in the report, a Communications and Marketing plan is currently being finalised and will commence to be implemented in February, 2011. This plan, will address the needs of both new facilities and whilst they are clearly different in their target markets etc, the plan will ensure that all initiatives taken will also use the opportunity to promote both facilities. The key features of the plan for the new Centre will include: • Targeted communication with key stakeholders i.e. developers, housing industry

organisations, businesses, business organisations and the general community. • A separate page on the City of Ryde website that provides updates on the

progress of the fit-out and opening of the library and Ryde Planning and Business Centre.



• Key articles promoting the openings of the new facilities in both the Ryde City

View and through press releases. • Provide flyers promoting both new facilities, highlighting the services and

operating arrangements of the new Centre, that will be distributed from both existing libraries and the Customer Service Centre, included with the rate notices and with any approved development consents.

Consultation Internal Council business units consulted included: • Executive Team. Internal Workshops held:- • Not applicable. External public consultation included:- • Not applicable. However as detailed in the report a comprehensive

Communications and Marketing plan is to be implemented from February to April 2011.

Critical Dates The following deadlines are required to be met:

• The new Ryde Planning and Business Centre and new Ryde Library will open in April 2011.

Financial Impact There is no additional financial impact on Council’s budget as a result of this report. All initiatives to be undertaken in supporting the opening of both the new Ryde Library and the Ryde Planning and Business Centre are incorporated in the existing budget. Policy Implications There are no policy implications through adoption of the recommendation. Other Options

1. That no specialised service be provided for the planning/development/business sector. This would have required additional resources as it would have resulted in a duplication of all services being provided from both locations.



2. That the space provided for the Ryde Planning and Business Centre be

utilised for another purpose. Conclusion This report seeks Council’s endorsement of establishing the new Ryde Planning and Business Centre in providing an enhanced customer service delivery for all planning related and business related matters within the City of Ryde. The report details the proposed functions to be delivered by the Centre, its hours of operation and the supporting communication and marketing initiatives that will be taken for the Centre together with the new library, in informing all key stakeholders and the broader City of Ryde community on the Centre’s operations.

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