minutes of the city of charles sturt council … · services – s hutchings ... a deputation...

City of Charles Sturt 1. CL Minutes 28/05/18

[Note: These minutes are unconfirmed until 12/06/2018]

MINUTES OF THE CITY OF CHARLES STURT

COUNCIL MEETING

HELD ON MONDAY, 28 MAY 2018

MEMBERS: Present: Her Worship the Mayor, Angela Evans

Councillors Ghent, B Wasylenko, Tullio, Scheffler, Wood, Grant, T Wasylenko, Thomas, Campbell, Agius and Alexandrides (from 7.03pm)

STAFF: Present: Chief Executive Officer – P Sutton General Manager Corporate Services – D Birbeck Acting General Manager Asset Management

Services – S Hutchings General Manager City Services – B Williams Acting Manager Governance & Operational

Support – A Filipi Manager Open Space, Recreation & Property

– S Higgins Manager Field Services – P Kinnersly Manager Organisational Development

– L Williams Senior Communications Advisor – L Lacey Governance Officer – M Del Giglio MEMBERS: Apologies: Councillor Harley, Councillor Sykes and Councillor Nguyen MEMBERS: Leave of Absence: Councillor Randall, Councillor Turelli 1. COUNCIL OPENING The meeting commenced at 7pm.



2. CONFIRMATION OF MINUTES 2.1 COUNCIL That the minutes of the previous meeting held on Monday, 14 May 2018 be

taken as read and confirmed. Moved Councillor Agius, Seconded Councillor Scheffler Carried Unanimously Leave of the meeting was sought to bring forward Deputation Items 4.15, 4.16 and 4.17. Leave was granted. At 7.03pm Councillor Alexandrides took his seat. 4. DEPUTATIONS 4.15 DEPUTATION – TRAFFIC CONCERNS IN RESIDENTIAL STREETS – FULHAM

GARDENS – MR ALEX HAYTER

Brief

A deputation request was received from Mr Alex Hayter in relation to his request that Council investigate traffic and speed reductions in the residential streets of Fulham Gardens bordered by Tapleys Hill Road and Grange Road.

Motion

1. That the deputation be received and noted.

2. That Mr Hayter be thanked for his presentation and any notes that comply with Council’s Code of Practice for Meeting Procedures and the laws of defamation, be included in the Minutes.

Moved Councillor Ghent, Seconded Councillor T Wasylenko Carried Unanimously



NOTES FROM DEPUTATION ‐ TRAFFIC CONCERNS IN RESIDENTIAL STREETS – FULHAM GARDENS – MR ALEX HAYTER ‐ Item 4.15 Notes consist of 28 pages.



4.16 DEPUTATION – COUNCIL’S DRAFT ANNUAL BUSINESS PLAN – MR TREVOR WHITE

Brief

A deputation request was received from Mr Trevor White, on behalf of the Cheltenham Park Residents Association, who would like to speak to Council in relation to the Draft Annual Business Plan.

Leave of the meeting was sought to grant Mr White an extension of time to complete his deputation. Leave was granted for an additional 2 minutes.

Motion


2. That the matters in Mr White’s notes be analysed by staff and a response be provided to the Corporate Services Committee.

3. That Mr White be thanked for his presentation and any notes that comply with Council’s Code of Practice for Meeting Procedures and the laws of defamation, be included in the Minutes.

Moved Councillor Thomas, Seconded Councillor T Wasylenko Carried Unanimously



NOTES FROM DEPUTATION ‐ COUNCIL’S DRAFT ANNUAL BUSINESS PLAN – MR TREVOR WHITE ‐ Item 4.16 Notes consist of 3 pages.



Leave of the meeting was sought in accordance with the Code of Practice for Meeting Procedures to hear a third deputation. Leave was granted. 4.17 DEPUTATION – COMMUNITY GREEN BUILDING GRANT – HENLEY SOUTH TENNIS

CLUB – MS LEAH JEFFRIES

Brief

A deputation request was received from Ms Leah Jeffries on behalf of the Henley South Tennis Club in relation to their unsuccessful Community Green Building Grant.

Motion


2. That Ms Jeffries be thanked for her presentation and any notes that comply with Council’s Code of Practice for Meeting Procedures and the laws of defamation, be included in the Minutes.

Moved Councillor Wood, Seconded Councillor Thomas Carried Unanimously



NOTES FROM DEPUTATION ‐ COMMUNITY GREEN BUILDING GRANT – HENLEY SOUTH TENNIS CLUB – MS LEAH JEFFRIES ‐ Item 4.17 Notes consist of 3 pages.

City of Charles Sturt Deputation to Council Monday 28/5/2018

• Leah Jeffries (committee member) representing the Henley South Tennis Club

(HSTC) and the club's submission for funding through the Community GreenBuildings Grant program

Henley South Tennis club background:

• Henley South Tennis Club is located in Henley Beach South within the City ofCharles Sturt

• The club has around 80 senior members and 50 junior members, who are residents

not only of Charles Sturt but other local council areas

• Even larger numbers of the local community access the club's facilities for a wide

range of services including junior and senior competitive tennis, coaching, cardio

tennis, hot shots, social tennis, Fast4, in addition to social functions and other

events and tournaments

• The wide range of offerings help the local community stay active, with a conscious

focus on women in sport, getting children involved in sport from a young age, and

maintaining fitness levels in the older generation

• There are strong connections between the club and the neighbouring community -

e.g. local schools and other local tennis clubs

• The club facilities (including 10 tennis courts and the clubrooms) are leased from

the City of Charles Sturt• HSTC is completely self-sufficient, with revenue coming from membership fees,

canteen and bar sales, fundraising, and tournament income

• HSTC has not received any funding or financial assistance from the City of Charles

Sturt in the last 10-12 years

Community Green Buildings Grant application:

• The City of Charles Sturt brought the grant program to our attention and it was

suggested that we obtain an independent energy review from the Energy Project

• Several options were identified in the review, one of which was the installation of a

3kW solar system

• The HSTC energy bills are around $5000/year, with a significant proportion of theusage contributed by the tennis court lighting which is in use most weeknights

• HSTC consulted two independent Clean Energy Council accredited solar system

providers (Solar-Man and Suntrix)

• The advice received by Suntrix was that a 3kW was not a large enough system to

make much impact on the club's energy bills

• Suntrix recommended a 6kW system as a minimum, and suggested either an 8RW

or 15kW system as feasible options

• Whilst all three options would generate approx 40% of our total energy usage, and

the larger systems had a higher installation cost, the payback period for all three

sizes were around the same (3 years) due to the excess production of solar energy

over the summer period and resultant feed-in-tariffthe club would receive

Solar-Man warned against going for an oversized system as it can have a negative

effect on the grid, when a large amount of solar energy is pushed through the grid in

the middle part of the day, causing the grid voltage to go too high, potentiallydamaging motors and appliances

Solar-Man settled on the recommendation of a 10kW system as a suitable size for

the HSTC because it would produce around 15,900 kWh/year, and the club's

current annual energy usage is around 15,000 kWh/year.

With a mismatch of solar energy production (higher in summer) and the club's

higher rate of energy consumption in winter (court lights used for longer periods with

less daylight hours) there is still a reliance on the feect-in tariff in summer to make

up for the deficit in winterAGL, the club's energy provider have given us assurance that our current energy

plan would not change following the installation of solar, with a feed-in tariff of

16.3c/kWh

HSTC submitted an application to council for funding from the Green EnergyBuildings Grant program in the amount of $10,000 GST inc, with a co-contribution

offered by HSTC in the amount of $4,529 GST inc (this was based on quote #1908from Solar-Man for $14,529 GST inc for a 10.46RW solar system)

Following submission I was contacted by Anna Rogers, Environmental

Management Officer, CCS and informed that council had requested a second quote

for a like-for-like solar system, after feedback that the quote from the Solar-Man was

above market average

A quote was obtained from Generate Energy (also Clean Energy Councilaccredited) for exactly the same system (quote Q-3435 for $14,290, $239 less thanSolar-Man)

Solar-Man was subsequently contacted, and was able to re-submit a discounted

quote of $13,942 (a saving of $587 from the original quote)This information was forwarded on to Anna Rogers on 30/4/18, along with the club's

justification for the 10kW system sizeFurther justification provided at this time included that the Solar-Man is the localFronius (solar invertor) service partner, hence would be the service technician

should there be any warranty or service issues, and can provide ongoing free

system monitoring

The club has also chosen the highest quality SunPower solar panels on the market

as they will ensure optimal performance and value for money and have the longest

warranty period in the market (25 years as opposed to 15 years for the next best

option - LG, which would retail for around $1500 less than the SunPower

equivalent)The HSTC agreed to keep their co-contribution the same, and reduce the amount

requested from council to $9,413 GST inc

I was informed that our grant application was unsuccessful on 16/5/18, and that I

could contact our ward councillor and/or submit a deputation to council on the club's

behalfI contacted Cr Robert Randall for the purpose of gaining a spokesperson at council

meetings should further funding arise

Cr Robert Randall also suggested that I could give a deputation to councilThere was a further request from Anna Rogers on 23/5/18 for the club's most recent

financial statement, which I submitted on the same day

The HSTC would like it noted that we have received state and federal grant money

for a kitchen upgrade, which will also require a co-contribution of a significant

proportion of the club's own funds

Following the kitchen upgrade, which will make a significant improvement to the

aesthetics and function of the council owned building, it is also possible that our

energy costs may increase, further increasing the usefulness of a solar system

The club is unlikely to be in a situation to fund the solar installation without the grantcontribution

The HSTC would appreciate the council re-assessing our application based on our

energy needs and the proposed long-term energy and cost saving strategy

The installation of a solar system would significantly reduce the club's running costs

in as little as 1-2 years, and help to ensure the longevity of the club and it's valuable

contribution to the City of Charles Sturt and the wider community



REPORTS OF COMMITTEES – Part I 2.2 Asset Management Committee, which met on Monday, 21 May 2018. That having considered the recommendations of the Committee which has read

and considered the reports in the agenda related to all Items with the exception of Items 3.29 and 3.30:

2.07 DEPUTATION – RIGHT OF WAY ‐ RIVERWAY RESERVE

Motion


2. That Mr Robb and Dr Odegaard be thanked for their presentation and that any deputation notes that comply with Council’s Code of Practice for Meeting Procedures and the laws of defamation, be included in the minutes.

3.26 RIGHT OF WAY ‐ RIVERWAY RESERVE

Motion

1. That the report be received and noted.

2. That Council refuse the Right of Way through Riverway Reserve and advise the owners accordingly.

Reason:

The proposal does not support an orderly form of development and is not considered to be an appropriate use of community land.

3.27 PRESENTATION – ROAD ASSET MANAGEMENT PLAN 2018

Motion


2. That Council adopt the Road Asset Management Plan 2018 in Appendix A.

3. That Council note the Replacement Value of Road Assets is $647.3 Million.

4. That Council note the average condition of assets is condition rating 2.

6. That Council note that updated audit data has been adopted from the 2017 independent condition audit and valuation of assets.

7. That Council note that useful lives have been amended due to findings of the 2017 condition audit and valuation.



8. That Council adopt the supporting 4‐year Capital Works Program for renewal in Appendix B.

9. That any changes to the endorsed Capital Works Program, further reports be bought to Asset Management Committee detailing the proposed changes.

10. That the Draft AMP will be presented to the local community for a 3 week consultation period. A final draft will then be presented to the Asset Management Committee at the next available meeting.

11. That Council endorse the presentation by Council’s Development Project Engineer and the presentation be included in the Minutes.

3.28 PETITION ‐ DUNE PROTECTION FENCING ‐ HENLEY BEACH ROAD TO GILMORE ROAD, HENLEY BEACH SOUTH

Motion

1. That the Asset Management Committee note the petition received from Ms Lisa Redman requesting Council stop the previously approved installation of the Coastal Path Fence intended to be installed along the Esplanade between Henley Beach Road and Gilmore Road, Henley Beach South.

3.31 REQUEST FOR THE INSTALLATION OF A FOOTPATH ON MILITARY ROAD, WEST BEACH (WESTERN SIDE)

Motion

1. That the Asset Management Committee notes that investigations into the request for the installation of a new footpath on Military Road, West Beach are ongoing.

2. That a report be presented to the meeting of the Asset Management Committee on 18 June 2018 with the outcomes of the investigation and Motions in relation to the request.

3. That the head petitioner of the request be advised of this decision.

3.32 ASSET MANAGEMENT SERVICES END OF QUARTER REPORT – JANUARY, FEBRUARY AND MARCH 2018

Motion

That the report be received and noted.



3.33 WEST LAKES LAKE EDGE RESERVES AND FOOT THOROUGHFARES ‐ PRIVATE ENCROACHMENT SURVEY AND PATH RENEWAL MASTER PLAN

Motion

1. That Council notes that 155 properties have been identified as encroaching into Reserves and Foot Thoroughfares around the lake.

2. That Council notes that 56 properties have encroachments classified as low risk; 78 properties have encroachments classified as medium risk; and 21 properties have encroachments classified as high risk.

3. That Council notes that 13 of the 21 owners of properties associated with high risk encroachments have fences that alienate public land.

4. That Council staff write to the owners of properties associated with low risk encroachments to acknowledge the existence of these encroachments and require owners to enter into a permit or licence for the encroachment under the Local Government Act 1999 should they seek to retain the encroachment.

5. That Council staff write to owners of properties associated with medium and high risk encroachments to notify them of the existence of these encroachments and require owners to enter into a permit or licence for the encroachment under the Local Government Act 1999, which will require owners to take out and keep current a public risk/liability insurance policy.

5. That Council endorses the inclusion of the Master Plan for Renewal and Upgrade of Lake Edge Paths and Link Paths in the next revision of the Paths Asset Management Plan.



3.34 ASSET MANAGEMENT SERVICES CAPITAL WORKS & OPERATING PROGRAM VARIATIONS

Motion

1. That the following variations to the Capital Works Program or Annual Operating Program be approved and adjusted in the Financial Statements as they involve transfers between renewal and new/upgrade works:‐

a. Budgeted expenditure for Road Reconstruction 2016/17 project 2816 Renewal be increased by $25,000 from savings in Public Lighting New Projects Project 2996 New.

2. That the following variations to the Capital Works Program be approved and budgets adjusted accordingly:‐

a. Budgeted expenditure for Tree Screen Renewal Project 17056 Annual Operating be increased by $12,000 from savings in Sand Drift Fencing Renewal – 2017/18 project 17102 Annual Operating.

b. Budgeted expenditure for FMN – Light Up Linear Torrens Park project 3004 Capital Works be increased by $49,500 from savings in New Lighting Shared Use Path Greenway – St Clair 16/17 project 2833 Capital Works.

c. Budgeted expenditure for Rowing Course Reserve Stage 4 – Scullers Reserve project 2938 capital works be increased by $35,000 from the Coast Park Fencing 2939 capital works by $20,000 as the fencing installation has been postponed; and Public lighting renewal 2924 capital works by $15,000.

d. Budgeted expenditure for Croydon Station South Streetscape Project – Capital Works project 2944 ‐ be increased by $15,000 from the Croydon Ave/Garnet Street – Reserve and Streetscape project ‐ Capital Works project 2994.

3. That by endorsing the variations listed in 1. above, Council is endorsing a variation to the approved Asset Management Plan renewal schedule where relevant.

3.35 PORT ROAD DRAINAGE & LANDSCAPING PROJECT ‐ UPDATE REPORT APRIL 2018

Motion


2. That further monthly reports be provided to Council updating the progress on the Project.



3.36 ST CLAIR RECREATION PRECINCT PROJECT ‐ UPDATE REPORT APRIL 2018

Motion


2. That further monthly reports be provided to Council updating the progress on the Project.

Council adopts the motions of the Committee as printed in the Minutes of this Committee.

Moved Councillor T Wasylenko, Seconded Councillor Campbell

Carried Unanimously

3.29 REGULATED TREE LOCATED IN FRONT OF 143 MARLBOROUGH STREET HENLEY BEACH

Motion

1. That the request for removal of the regulated Norfolk Island Pine (Araucaria heterophylla) located in front of 143 Marlborough Street, Henley Beach assessed against Council’s Tree and Streetscape Policy and the relevant provisions of the Development Act 1993 be approved for the following reasons:

Tree & Streetscape Policy Section 3.5 – Structural Integrity – the tree is in severe decline and all reasonable, remedial treatments and measures have been determined as being ineffective.

In that

A Development Application be lodged and processed, seeking approval to remove the regulated Norfolk Island Pine (Araucaria heterophylla) located in front of 143 Marlborough Street, Henley Beach.

2. That the tree is replaced with a semi‐mature tree in a nearby suitable location.

3. That the local community in Marlborough Street between Military Road and East Terrace be advised of Council’s decision along with a link to the previous Asset Management Committee report of 21 May 2018.

Moved Councillor T Wasylenko, Seconded Councillor Wood Carried Unanimously



Perceived Declaration of Interest Councillor Grant declared a perceived conflict of interest pursuant to section 75A of the Local Government Act for Item 2.2‐3.30. The nature of Councillor Grant’s perceived conflict is that he is a patron of the Woodville Hockey Club Inc. and the Club will receive a financial benefit for the establishment and upkeep of its premises and facilities which are available to him. Councillor Grant dealt with the conflict of interest in the following transparent and accountable way and left the meeting at 7.54pm. Perceived Declaration of Interest Councillor Thomas declared a perceived conflict of interest pursuant to section 75A of the Local Government Act for Item 2.2‐3.30. The nature of Councillor Thomas’s perceived conflict is that her daughter is a member of the Woodville South Girl Guides and Henley South Tennis Club. She is a personal friend of the deputee, Leah Jeffries and her cousin in law coaches and runs the Fitzroy Football Club junior program. Councillor Thomas dealt with the conflict of interest in the following transparent and accountable way and remained in the meeting. Perceived Declaration of Interest Mayor Evans declared a Perceived conflict of interest in pursuant to section 75A of the Local Government Act for Item 2.2‐3.30. The nature of the Mayors’ Perceived conflict is due to the Woodville Hockey Club applying for the Community Green Buildings Grant of which she is a patron of the Club and left the meeting at 7.56pm. In the absence of Mayor Evans, the Deputy Mayor, Councillor Scheffler took the Chair at 7.56 pm.

3.30 COMMUNITY GREEN BUILDINGS GRANTS – PROJECT FUNDING FOR ROUND

3 (FINAL ROUND)

Motion

1. That the item be deferred until the next meeting of Council on 12 June 2018 to allow administration to undertake an assessment of the applicants financial situation, as outlined in their latest financial statements, with regard to their available cash reserves and operating performance.

2. That the deputation by the Henley South Tennis Club be taken into consideration as part of this review.

Moved Councillor Alexandrides, Seconded Councillor Wood Carried Unanimously At 7.59pm Mayor Evans resumed her seat and the Chair. At 7.59pm Councillor Thomas resumed her seat. At 8pm Councillor Wood left the meeting. At 8pm Councillor Grant resumed his seat.



2.3 City Services Committee, which met on Monday, 21 May 2018. That having considered the recommendations of the Committee which has read

and considered the reports in the agenda related to Items:

2.01 DEPUTATION – KIDMAN PARK ROTARY CLUB – SUPPORT THE CONTINUING OF THE KIDMAN PARK ROTARY CLUB BOOKMART AS PART OF THE NEW WEST LAKES LIBRARY

Motion

1. That the deputation be received and noted. 2. That Mr Warren Hobbs and Mrs Margaret Sargent be thanked for their

presentation and any notes that comply with Council’s Code of Practice for Meeting Procedures and the laws of defamation, be included in the Minutes as Appendix A.

3.25 PRESENTATION ‐ KIDMAN PARK INDUSTRIAL AREA (SOUTH OF VALETTA

ROAD) ‐ REQUEST FOR A PRIVATELY FUNDED DPA

Motion


2. That the proponent be thanked for their presentation and a copy be included in the Minutes as Appendix B.

3. That Council agrees in principle to a privately funded Development Plan Amendment (DPA) to investigate rezoning the Kidman Park industrial area (south of Valetta Road) to a more appropriate zone.

4. That a further report be provided to the Committee detailing a draft Statement of Intent (SOI) to seek agreement from the Minister for Planning for the preparation of investigations into a draft Privately Funded Findon Road, Kidman Park Mixed Use (Residential & Commercial) Development Plan Amendment (DPA).

3.26 PRESENTATION – AUSTRALIA CHINA AGED CARE CONSORTIUM (ACACC) UPDATE

Motion


2. That Council notes the presentation and expresses its appreciation from Mr Greg Adey on behalf of the Australia China Aged Care Consortium.

3. That a copy of the presentation be included in the Minutes as Appendix C.



3.27 PRESENTATION – CITY OF CHARLES STURT VISITOR ECONOMY STRATEGY

Motion

1. That the report be received and noted and a copy of the presentation be included in the Minutes as Appendix D.

2. That the draft City of Charles Sturt Visitor Economy in Appendix A be endorsed for implementation.

3.28 PETITION ‐ KIDMAN PARK ROTARY CLUB BOOKMART – CONTINUATION OF CURRENT PROGRAM ‐ NEW WEST LAKES LIBRARY

Motion


2. That further discussions be undertaken with the Kidman Park Rotary Club in relation to a future location for the Bookmart within the City of Charles Sturt.

3. That a further report regarding the outcomes of these discussion be provided to the City Services Committee for its consideration.

3.29 OUTDOOR DINING BOLLARD GRANT‐ TASTE OF BOLLYWOOD, 130 PORT ROAD, HINDMARSH

Motion


2. That Council approves the allocation of $8,524.25 (ex GST) from the Outdoor Dining and Business Improvement Fund to reimburse the property owner of 130 Port Road, Hindmarsh for the supply and installation of energy absorbing bollards for the outdoor dining area, subject to the standard conditions of The Outdoor Dining and Business Improvement Fund guidelines.

3.30 REABLEMENT AND WELLNESS ‐ COMMONWEALTH HOME SUPPORT PROGRAM

Motion


2. That Council resolves to accept the Commonwealth and Home Support Program funding agreement for the period 1 July 2018 to 30 June 2020.

3. That the Mayor and CEO be authorised to sign and seal the required agreement documents now in receipt.



3.31 COMMUNITY VISITORS EXTENSION AND RECENTLY ANNOUNCED OPEN TENDER PROCESS

Motion


2. That Council accepts the letter of offer and standard agreement offering an extension of funding from 1 July 2018 to 31 December 2018 and that the Mayor and Chief Executive Officer be authorised to execute the agreement.

3. That Council applies through the open funding round to pursue continued delivery of this service and to remain a part of the Community Visitors Scheme Network from 1 January 2019 to 30 June 2021.

3.32 PLANNING DEVELOPMENT AND INFRASTRUCTURE ACT 2016 – PLANNING REFORMS UPDATE

Motion


3.33 COUNCIL ASSESSMENT PANEL – MARCH 2018 QUARTERLY REPORT

Motion


3.34 CITY SERVICES DIVISION END OF QUARTER REPORT ‐ JANUARY TO MARCH 2018 QUARTER

Motion


3.35 HERITAGE CONSERVATION GRANT APPLICATION – 3 HONEYTON STREET,

SEATON

Motion

That Council approve a grant allocation of $2,000 from the Heritage Conservation Grants Program to the land owner, the Greek Evangelical Church of Adelaide for conservation work to a Local Heritage Place, located at 3 Honeyton Street, Seaton as outlined in the application referred to in Appendix A, subject to the standard conditions of the Heritage Conservation Program Guidelines.



3.36 HERITAGE CONSERVATION GRANT APPLICATION – 25 BARHAM STREET, ALLENBY GARDENS

Motion

That Council approve a grant allocation of $2,000 from the Heritage Conservation Grants Program to the applicants, Ms M Scott for conservation work to a Contributory Item, located at 25 Barham Street, Allenby Gardens as outlined in the application referred to in Appendix A, subject to the standard conditions of the Heritage Conservation Program Guidelines.

3.37 HERITAGE CONSERVATION GRANT APPLICATION – 29 TORRENS AVENUE, WEST HINDMARSH

Motion

1. That Council approve a grant allocation of $500.00 from the Heritage Conservation Grants Program to the applicant, Mr D Harkin for conservation work involving tree maintenance pruning to a Regulated tree, located at 29 Torrens Avenue, West Hindmarsh as outlined in the application referred to in Appendix A, subject to the standard conditions of the Heritage Conservation Program Guidelines.

2. The maintenance pruning of the Regulated tree shall be undertaken in accordance with the Australian Standard AS 4373 — 2007 'Pruning of Amenity Trees'.


Moved Councillor Alexandrides, Seconded Councillor Thomas Carried Unanimously At 8.02pm Councillor Wood resumed her seat. 2.4 Audit Committee, which met on Tuesday, 22 May 2018. That having considered the recommendations of the Committee which has read


3.06 INTERIM AUDIT JUNE 2018

Motion




3.07 AUDIT COMMITTEE WORK PLAN 2017/2018 UPDATE

Motion


It is recommended the Audit Committee receive and note their progress against the 2017/2018 Work Plan.

3.08 INTERNAL AUDIT PLAN STATUS UPDATE

Motion


3.09 INTERNAL AUDIT REPORT ‐ CASH HANDLING

Motion


3.10 INTERNAL AUDIT AGREED ACTIONS UPDATE ‐ HIGH RISK

Motion


3.11 ANNUAL RISK MANAGEMENT PROGRESS UPDATE 2017/18

Motion


3.12 ANNUAL ORGANISATIONAL RISK ASSESSMENT 2018

Motion


3.13 INTERNAL AUDIT PLAN 2018/2019

Motion

That the Internal Audit Plan for Financial Year 2018/2019, as detailed in Appendix A to the report, be endorsed.

3.14 AUDIT COMMITTEE WORK PLAN 2018/19

Motion





Moved Councillor Wood, Seconded Councillor Ghent Carried Unanimously 2.5 Corporate Services Committee, which met on Tuesday, 22 May 2018. That having considered the recommendations of the Committee which has read


3.21 ANNUAL BUSINESS PLAN / BUDGET CONSULTATION 2018/19

Motion


3.22 PROPOSED RECURRENT BUDGET AND LIST OF CAPITAL AND ANNUAL OPERATING PROJECTS FOR 2018/19

Motion


2. That the Council consider the following Motions from the Corporate Services Committee as part of finalising the Budget:

3. That the Capital Projects (for Renewal) totalling $28,741,007 in expenditure and $815,583 in associated income for a net $27,925,424 as set out in Appendix A to the report, be provided for in the 2018/19 Budget.

4. That the Capital Projects (for New/Upgrade) totalling $38,615,115 in expenditure and $11,418,400 in associated income for a net $27,196,715 as set out in Appendix B to the report, be provided for in the 2018/19 Budget.

5. That Annual Operating Projects totalling $2,159,218 in expenditure and $73,669 in associated income for a net $2,085,549 as set out in Appendix C to the report, be provided for in the 2018/19 Budget.

6. That a recurrent operating expenditure budget of $115,382,980 (including depreciation) as summarised within the report be provided for in the 2018/19 Budget.

7. That a recurrent operating income budget of $14,800,980 (excluding rates income levied) be provided for in the 2018/19 Budget.

8. That an amount of approximately $106,022,000 be levied from rates in 2018/19 (excluding NRM Levy and rates fines, interest and rate rebates).



3.23 COUNCIL SOLUTIONS ‐ DRAFT ANNUAL BUDGET 2018/19

Motion

1. That the Council Solutions Consultation Draft Budget as detailed in Appendix A to this report be received and noted.

2. That the CEO provides any feedback on the Consultation Draft Budget to Council Solutions in writing by 1 June 2018.

Council adopts the motions of the Committee as printed in the Minutes of this

Committee. Moved Councillor Campbell, Seconded Councillor Agius Carried Unanimously 3. REPORTS 3.07 CONFERENCE ATTENDANCE REPORT – 2018 AUSTRALIAN COASTAL COUNCILS

CONFERENCE – COUNCILLOR OANH NGUYEN

Brief

Councillor Nguyen attended the 2018 Australian Coastal Councils Conference in Geelong, Victoria from Thursday 22 March 2018 to Friday 23 March 2018 and has provided a conference attendance report.

Motion


Moved Councillor Scheffler, Seconded Councillor Tullio Carried Unanimously



5. PETITIONS 5.07 PETITION – TRAFFIC CONCERNS – RESIDENTIAL STREETS IN FULHAM GARDENS

Brief

A petition has been received from Mr Alex Hayter requesting that Council investigate traffic and speed reductions in the residential streets of Fulham Gardens bordered by Tapleys Hill Road and Grange Road.

Motion

1. That the petition be received.

2. That Council note that traffic control treatments are proposed for Lancaster Avenue (the extension of Devonshire Avenue) in 2018/19 which may impact traffic conditions on Devonshire Avenue.

3. That following implementation of traffic controls on Lancaster Avenue, Council undertake further investigation of traffic conditions on Devonshire Avenue and adjacent streets to determine whether additional traffic controls are required and a report be presented to a future meeting of the Asset Management Committee.

4. That Council notify the head petitioner of Council’s decision.

Moved Councillor T Wasylenko, Seconded Councillor Thomas Carried Unanimously



6. BUSINESS (i) Items to be starred. (ii) All unstarred items to be adopted. Motion

That having read and considered the reports in the agenda related to items: 6.47 COUNCIL DRY ZONE RENEWAL 6.48 REQUEST FOR LEAVE OF ABSENCE – COUNCILLOR GHENT

Council adopt the motions as printed.

Moved Councillor Agius, Seconded Councillor Thomas Carried Unanimously 6.46* PATHWAYS TO PROSPERITY

Brief

To provide Council with an update on the successful delivery of the Pathways to Prosperity project including the key deliverables that have been achieved over the past two years with the introduction of this innovative initiative.

Motion


Moved Councillor T Wasylenko, Seconded Councillor Alexandrides Carried Unanimously

6.47 COUNCIL DRY ZONE RENEWAL

Brief

To provide consultation feedback results and seek Council endorsement to apply for renewal of our existing Dry Zones for a further 5 years.

Motion


2. That the application to the Department for Consumer and Business Services for renewal of existing Dry Zones, as detailed in Appendix A to the report, be endorsed for the period 1 July 2018 to 30 June 2023.

Moved Councillor Agius, Seconded Councillor Thomas Carried Unanimously [Note: Item passed en bloc by Council]



6.48 REQUEST FOR LEAVE OF ABSENCE – COUNCILLOR GHENT

Brief

A request has been received from Councillor Ghent formally seeking leave of absence from attending Council and Committee meetings for a period of four weeks.

Motion

That leave of absence is granted to Councillor Ghent from Sunday 3 June 2018 to Saturday 30 June 2018 inclusive.

Moved Councillor Agius, Seconded Councillor Thomas Carried Unanimously [Note: Item passed en bloc by Council] Leave of the meeting was sought to consider the Items of 6.49 individually. Leave was granted. 6.49* DISCRETIONARY WARD ALLOWANCE – CONSIDERATION OF APPLICATIONS

Brief

Discretionary Ward Allowances are available to community groups and not‐for‐profit organisations which are seeking funding support for programs, projects, activities and events and this report is for Council to consider new applications that have been received.

Motion

1. That the Discretionary Ward Allowance application for Sharon Moss Ukulele Lessons for $1,600.00 be approved.

Moved Councillor Ghent, Seconded Councillor Agius Carried Unanimously

2. That for the Discretionary Ward Allowance application for SA Athletic League be approved for the full application amount of $2,865.00, understanding that this application is being submitted this financial year for the event being held next financial year due to the unique circumstances of an election year and Caretaker Period (supported Cr Randall and Cr Wood);

Moved Councillor Wood, Seconded Councillor Thomas Carried Unanimously

3. That the Discretionary Ward Allowance application for Tracey Davis for Gorilla Art be approved for the full application amount of $3,192.43, to be split equally between Woodville and Hindmarsh Wards at $1,596.22 each (supported by Cr Campbell and Cr Alexandrides);

Moved Councillor Campbell, Seconded Councillor Grant Carried Unanimously



7. MOTIONS ON NOTICE

Nil 8. QUESTIONS ON NOTICE Nil 9. MOTIONS WITHOUT NOTICE Nil 10. QUESTIONS WITHOUT NOTICE Nil



11. BUSINESS – PART II – CONFIDENTIAL ITEMS EXCLUSION OF THE PUBLIC at 8.27pm Recommendation – Exclusion of the Public 1. That

a. pursuant to Section 90(2) of the Local Government Act 1999 Council hereby orders that the public be excluded from attendance at this meeting with the exception of Ms Allison Ashby of Ashby Magro Consulting, the Chief Executive Officer and staff including General Manager City Services, General Manager Corporate Services, Acting General Manager Asset Management Services, Manager People and Culture, Acting Manager Governance and Operational Support and Governance Officer currently in attendance at the meeting in order to consider Item 11.04 ‐ CEO PRESENTATION FOR PERFORMANCE REVIEW 2017/18 in confidence.

b. in accordance with Section 90(3) of the Local Government Act 1999 Council

is satisfied that it is necessary that the public be excluded to consider the information contained in report Item 11.04 ‐ CEO PRESENTATION FOR PERFORMANCE REVIEW 2017/18 on the following grounds:

a. information the disclosure of which would involve the

unreasonable disclosure of information concerning the personal affairs of any person (living or dead).

c. accordingly, on this basis the principle that meetings of the Council should

be conducted in a place open to the public has been outweighed by the need to keep the information or discussion confidential.

Moved Councillor Alexandrides, Seconded Councillor Ghent Carried Unanimously At 8.27pm Councillor Thomas left the meeting. At 8.29pm Councillor Thomas resumed her seat.



11.04 CHIEF EXECUTIVE OFFICER PERFORMANCE REVIEW 2017/18 (B6206)

Brief This report recommends the Council accepts the presentation from the Chief Executive Officer (CEO) on his achievements to date for the financial year 2017/18. After the presentation the Elected Members will receive a confidential survey to review the performance of the CEO. The external consultant engaged to assist in conducting the review, Allison Ashby of Ashby Magro (AM) Consulting, will be available to assist if required.

Motion

1. That the Council accepts the presentation provided by the CEO on the

achievements against the agreed objectives (key performance indicators) as outlined in the Performance Review Plan for 2017/18.

2. That the Elected Members consider the achievements of the CEO by way of

a survey provided by Ashby Magro Consulting. 3. That a further report be presented to Council on 23 July 2018 reflecting the

outcomes of the Elected Member Survey, the 360 degree staff survey, stakeholder survey feedback and any other relevant matters in order to finalise the CEO’s Performance Assessment.

4. That the objectives (Key Performance Indicators) developed by the Mayor

and CEO for the 2018/19 year be approved by the CEO Review Panel for the integration in to a Performance Review Plan, with the assistance from the appointed Consultant.

5. That Council authorise the General Manager Corporate Services to appoint

a consultant, in accordance with Council’s Procurement Policy, to assist the CEO Review Panel and Elected Members to complete the CEO annual performance review for 2018/19.

Moved Councillor Alexandrides, Seconded Councillor Wood Carried Unanimously



12. REPORTS OF COMMITTEES – PART II – CONFIDENTIAL

Nil 13. MEETING CLOSURE The meeting concluded at 8.56pm. The foregoing minutes are to be taken as read and confirmed at the meeting of Council on Monday, 12/06/2018. A EVANS, MAYOR ............................................................. DATED / /

minutes of the city of charles sturt council … · services – s hutchings ... a deputation...

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