of meeting to all members of council i wish to advise that an ordinary meeting of council will be...

NOTICE OF MEETING

To All Members of Council

I wish to advise that an ordinary meeting of Council will be held in the:

Council Chambers 72 Woodville Road, Woodville

commencing at 7.00 pm on Monday, 14 May 2018.

PAUL SUTTON CHIEF EXECUTIVE OFFICER

Dated 10 May 2018

Please advise Adam Filipi if you are unable to attend this meeting or will be late. Telephone 8408 1115.

We acknowledge that the land we meet on today is the traditional land of the Kaurna people. We respect their spiritual relationship with this land. We also acknowledge the Kaurna people as traditional custodians of the Kaurna land. We will endeavour, as Council, to act in a way that respects Kaurna heritage and the cultural beliefs of the Kaurna people.

City of Charles Sturt 1. CL Agenda 14/05/18

A G E N D A 1. COUNCIL OPENING 1.1 Prayer 1.2 Apologies for absence 2. CONFIRMATION OF MINUTES 2.1 COUNCIL Confirmation of the minutes of the previous meeting held on Monday, 23 April

2018. REPORTS OF COMMITTEES – Part I 2.2 Corporate Services Committee, which met on Monday, 7 May 2018.

That having considered the recommendation of the Committee which has read and considered the reports in the agenda related to items:

2.2 DEPUTATION – SURF LIFE SAVING SA 3.16 REQUEST FOR LICENCE FEE REDUCTION ‐ SURF LIFE SAVING SA 3.17 QUARTERLY BUDGET REVIEW – MARCH 2018 3.18 END OF QUARTER REPORT MARCH 2018 3.20 CORPORATE SERVICES END OF QUARTER REPORT – MARCH 2018 3.19 SPORTING AND COMMUNITY CLUB FEE POLICY REVIEW

Council adopts the recommendations of the Committee as printed in the Minutes

of this Committee. Page No. 3. REPORTS 3.06 MAYORAL REPORT ‐ APRIL 2018 (35) 1 4. DEPUTATIONS 4.11 DEPUTATION – COASTAL PATH FENCING – HENLEY BEACH SOUTH – MS LISA

REDMAN (B35) 6

Brief

A deputation request was received from Ms Lisa Redman in relation to her request that Council consider rescinding a previous decision to install fencing along the Coastal Path between Glimore Road and Henley Beach Road, Henley Beach South.


4.12 DEPUTATION – OPPOSITION TO REQUEST FOR RE‐OPENING OF ROAD CLOSURE – WRIGHT STREET, RENOWN PARK – MS ELYSE MITANI (B106) 7

Brief

A deputation request was received from Ms Elyse Mitani in relation to her request for the Wright Street (North), Renown Park, road closure to remain closed to all vehicular traffic at Torrens Road.

4.13 DEPUTATION – OPPOSITION TO REQUEST FOR RE‐OPENING OF ROAD CLOSURE – WRIGHT STREET, RENOWN PARK – MR RAY PENS (B106) 8

Brief

A deputation request was received from Mr Ray Pens in relation to his request for the Wright Street (North), Renown Park, road closure to remain closed to all vehicular traffic at Torrens Road.

[Note: The City of Charles Sturt’s Code of Practice for Meeting Procedures only provides for two deputations per meeting, except with leave of the meeting. Therefore this deputation will only be heard if leave of the meeting is granted.]

5. PETITIONS 5.04 PETITION – STOP THE BUILDING OF THE FENCE ON COASTAL PATH – HENLEY

BEACH SOUTH (B4471) 9

Brief

A petition has been received from Ms Lisa Redman requesting Council stop the previously approved installation of the Coastal Path Fence intended to be installed between Henley Beach Road and Gilmore Road on the Esplanade, Henley Beach South.

5.05 PETITION – PARKING IN ABERFELDY AVENUE, WOODVILLE (B4407) 11

Brief

A petition has been received from Mr Josip Pasovac requesting that consideration be given to the installation of two hour parking on the northern side of Aberfeldy Avenue, Woodville between 19A and 25, with resident exclusion from the two hour parking restrictions.


5.06 PETITION – KIDMAN PARK ROTARY CLUB BOOKMART – CONTINUATION OF CURRENT PROGRAM ‐ NEW WEST LAKES LIBRARY (B4471) 13

Brief

A petition has been received from Mr Warren Hobbs on behalf of the Kidman Park Rotary Club Bookmart requesting that the group are able to continue their current program as part of the new West Lakes Library.

5.07 PETITION – OPPOSITION TO REQUEST FOR RE‐OPENING OF ROAD CLOSURE – WRIGHT STREET, RENOWN PARK (B4471) 15

Brief

A petition has been received from Ms Elyse Mitani requesting that Wright Street (North), Renown Park, road closure remain closed to all vehicular traffic at Torrens Road, in opposition to the recent petition put forward to Council to re‐open the intersection.

6. BUSINESS (i) Items to be starred (ii) Unstarred items to be adopted.

“That having read and considered the reports in the agenda related to items: (list the number of each item and its title) adopt the recommendations as printed.”

6.42 RECOGNITION OF YEARS OF SERVICE ‐ COUNCILLOR SCHEFFLER (B35) 17

Brief

To recognise Councillor Scheffler’s 15 years of service through the Local Government Association.

6.43 PUBLIC CONSULTATION POLICY REVIEW (B7530) 19

Brief

The Public Consultation Policy (PCP) was last reviewed in May 2015. Since that time the PCP has undergone significant review by the Supreme Court associated with the Coast Park judgement. This review provides invaluable learnings for the revised Policy going forward. As a result, a new Draft PCP was prepared and endorsed by Council on 11 December 2017 for the purposes of public consultation, with thirty five (35) public submissions received and four (4) deputations heard on 9 April 2018. Further to this Council held an Elected Member workshop on 30 April 2018 to consider all of the information and discuss key points and concerns. Following this, and a series of further amendments, the Draft Public Consultation Policy is attached for Council’s information, prior to undertaking a further round of community consultation in regards to the Draft PCP document.


6.44 REQUEST FOR LEAVE OF ABSENCE ‐ COUNCILLOR TURELLI (B35) 36

Brief

A request has been received from Councillor Turelli formally seeking leave of absence from attending Council and Committee meetings for a period of 2 weeks.

6.45 DISCRETIONARY WARD ALLOWANCE – CONSIDERATION OF APPLICATIONS (B35) 38

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.

7. MOTIONS ON NOTICE Nil 8. QUESTIONS ON NOTICE Nil 9. MOTIONS WITHOUT NOTICE [As previously identified and agreed to by Mayor.] 10. QUESTIONS WITHOUT NOTICE 11. BUSINESS – PART II – CONFIDENTIAL ITEMS Nil 12. REPORTS OF COMMITTEES – PART II – CONFIDENTIAL

Nil 13. MEETING CLOSURE


Upcoming Meeting Schedule

Date Time Meeting

Monday 14 May 2018 7pm Council

Wednesday 16 May 2018 6.30pm Council Assessment Panel

Monday 21 May 2018 6pm Asset Management Committee City Services Committee

Tuesday 22 May 2018 4.30pm Audit Committee

Tuesday 22 May 2018 6pm Corporate Services Committee

Monday 28 May 2018 7pm Council

Monday 4 June 2018 6pm Corporate Services Committee

Wednesday 6 June 2018 6.30pm Council Assessment Panel

Tuesday 12 June 2018 7pm Council

Monday 18 June 2018 6pm Asset Management Committee City Services Committee

Wednesday 20 June 2018 6.30pm Council Assessment Panel

Monday 25 June 2018 7pm Council

Monday 2 July 2018 6pm Corporate Services Committee

Wednesday 4 July 2018 6.30pm Council Assessment Panel

Monday 9 July 2018 7pm Council

Monday 16 July 2018 6pm Asset Management Committee City Services Committee

City of Charles Sturt 1. CL Report 14/05/18

TO: Council FROM: Mayor Evans DATE: 14 May 2018

3.06 MAYORAL REPORT ‐ APRIL 2018 (35)

Date Time Subject Location

01‐04‐2018 Nil.

02‐04‐2018 03:00 PM Paddle SA ‐ 2018 Australian Canoe Polo National Championships

Rowing SA Centre, Oarsman Reserve, 100 Military Road, West Lakes Shore

03‐04‐2018 10:00 AM Mayor and EA Catch up Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

10:30 AM Mayor and CEO Catch Up Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

11:30 AM Mayor and Linda Catch Up Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

01:30 PM Met with staff for update on Public Consultation Policy

Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

03:00 PM Review of Council Agenda Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

03:30 PM Briefing with staff ‐ Roads to Recovery Project – West Beach Road


06:00 PM Corporate Services Committee CC2/3, Civic Centre, 72 Woodville Road, Woodville

04‐04‐2018 09:30 AM Met with Berndatte Cranwell and Lisa Redman ‐ Dune Protection Fencing ‐ 95‐153 The Esplanade, Henley Beach South


10:00 AM City of Charles Sturt and City of West Torrens met with the Local Government Grants Commission ‐ Roads to Recovery Project – West Beach Road

Boardroom, Civic Centre, 72 Woodville Road, Woodville

03:00 PM Henley Beach Library Ideas Café Henley Beach Library, 299 Seaview Road, Henley Beach

05‐04‐2018 10:00 AM UnitingSA ‐ Official Opening of Portway Housing Association's Pennington Complex

640 Torrens Road, Pennington

06.30 PM Welcome Centre ‐ Community Dinner Drayton Street, Bowden

06‐04‐2018 07:00 PM West Torrens District Cricket Club ‐ Presentation Night

Morphettville Junction, Anzac Highway, Morphettville

08:30 PM Greek Orthodox Community of SA ‐ Lamentation Service

Church of Koimisis Theotokou, 1a William Street, Croydon


MAYORAL REPORT ‐ APRIL 2018 Item 3.06 Continued


07‐04‐2018 06:45 PM Woodville District Basketball Club ‐ Presentation Dinner

The Lakes Hotel, 141 Brebner Drive, West Lakes,

08‐04‐2018 12:00 PM Semaphore Park Community Garden ‐ Official Opening

Trust Reserve, Bartley Terrace, Semaphore Park

02:10 PM Eagles v Central District football game Woodville Oval, Oval Avenue, Woodville South

09‐04‐2018 10:00 AM Mayor and CEO Catch Up Mayor's Office, Civic Centre, 72 Woodville Road, Woodville


05:30 PM Commercial Opportunity Discussion CEO's Office, Civic Centre, 72 Woodville Road, Woodville

06:00 PM Council Workshop ‐ Tree Canopy in City of Charles Sturt

CC2/3, Civic Centre, 72 Woodville Road, Woodville

7:00 PM Council Meeting Council Chamber, Civic Centre, 72 Woodville Road, Woodville

10‐04‐2018 11:00 AM Bupa Woodville ‐ Better Practice Award by the Aged Care Quality Agency

Bupa Woodville, 104 Woodville Road, Woodville

11‐04‐2018 02:00 PM Local Government Training Needs Analysis meeting with Elected Members

LG House, 148 Frome Street, Adelaide

12‐04‐2018 10:30 AM 2018 Council Next Practice Showcase – Chair of Concurrent Session A1 ‐ Planning for Excellence ‐ How two SA Councils are leading the way

Adelaide Town Hall, 128 King William Street, Adelaide

05:30 PM Henley High School ‐ 2018 Arts Festival and Mural Grand Opening

Henley High School, Cudmore Terrace, Henley Beach

13‐04‐2018 08:30 AM 2018 Council Next Practice Showcase and LGA Ordinary General Meeting

Adelaide Town Hall, 128 King William Street, Adelaide

04:00 PM South Australian Football Commission ‐ Magarey Grove Adelaide Oval Unveiling

Adelaide Oval, North Adelaide

14‐04‐2018 09:30 AM Law Enforcement Torch Run 'Final Leg' for the Special Olympics National Games ‐ Arrival of the 'Flame of Hope' with the lighting of the Cauldron Ceremony

Henley Square, Henley Beach

02:00 PM Ukulele for Beginners ‐ Graduation Party

West Lakes Community Centre, Corner West Lakes Boulevard & Brebner Drive, West Lakes

15‐04‐2018 Nil.




16‐04‐2018 10:00 AM MLGG Executive Committee Meeting LG House, 148 Frome Street, Adelaide

12:30 PM Review of Council agenda Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

02:00 PM Met with staff to discuss Christmas Dinner arrangements


02:30 PM Met with staff and the Cyprus Community of South Australia


03:50 PM Special Olympics National Games ‐ Opening Ceremony and Sponsor Function

Titanium Security Area, 44A Crittenden Road, Findon

06:00 PM Confidential Workshop ‐ Commercial Opportunity (Closed to the Public)


07:00 PM Asset Management Committee Meeting

CC1, Civic Centre, 72 Woodville Road, Woodville

07:54 PM City Services Committee


17‐04‐2018 09:30 AM Mayor and EA Catch up Mayor's Office, Civic Centre, 72 Woodville Road, Woodville


11:00 AM Discuss DWA's going up to Council Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

11:30 AM Briefing with Peter Graves for Ageing Well Information Session


04:30 PM Met with Vesna Rozman and Shihab Siddiquee ‐ Sace Simplified and Human Appeal International Australia


18‐04‐2018 04:00 PM Special Olympics National Games ‐ Medal Presentation

AMF Bowling and Laser Tag Woodville, 819 Port Road, Woodville

19‐04‐2018 07:30 AM Site Visit with staff Various Locations

09:30 AM Mayor and Jan Cornish Catch Up Jan's Office, Beverley Depot

10:20 AM Greek Orthodox Community of SA ‐ Hellenic Presidential Guard

Ridleyton Greek Home for the Aged, 89 Hawker Street, Ridleyton

02:30 PM Mayor and CEO Catch Up Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

03:00 PM Met with CEO and the Hon Tung Ngo MLC ‐ Vietnamese Boat People Monument


04:00 PM Met with Sam Higgins to discuss resident complaint regarding memorial seat and plaque


04:30 PM Met with staff and Dennis Mason, Seaton High School ‐ FLO Programme DWA Application





20‐04‐2018 09:30 AM Asia Opportunities in Ageing Well ‐ Information session

CC1, Civic Centre, 72 Woodville Road, Woodville

10:45 AM Special Olympics National Games ‐ Medal Presentation

The Arc Campbelltown, 531 Lower North East Road, Campbelltown

02:30 PM Catch up with resident Eileen Harris West Croydon

03:40 PM Special Olympics National Games ‐ Closing Ceremony

Titanium Security Area, 44A Crittenden Road, Findon

21‐04‐2018 01:00 PM Launch of the Life Center for Youth Development and Empowerment

Diamond House, 19 Kilkenny Road, Woodville Park

22‐04‐2018 Nil.

23‐04‐2018 10:30 AM Mayor and CEO Catch Up Mayor's Office, Civic Centre, 72 Woodville Road, Woodville


01:00 PM Mayor and Darren Birbeck (GM Corporate Services) Catch up


06:00 PM Workshop ‐ Hard Waste Service 17 months on


07:00 PM Council Meeting Council Chamber, Civic Centre, 72 Woodville Road, Woodville

24‐04‐2018 11:30 AM Met with staff regarding budget consultation briefing


25‐04‐2018 06:00 AM Henley and Grange RSL ‐ ANZAC Day Dawn Service

Memorial at Seaview Road, Henley Beach

26‐04‐2018 06:30 PM Budget Consultation CC1, Civic Centre, 72 Woodville Road, Woodville

27‐04‐2018 Nil.

28‐04‐2018 09:55 AM Official Opening of ‘Doggie Land’ at Albert Greenshields Reserve

Albert Greenshields Reserve, Torrens Road, Ridleyton

01:50 PM The Charles Sturt Memorial Museum Trust Inc ‐ 223rd Anniversary Birthday Celebrations

Sturt's Colonial Home, 'Grange' 39d Jetty Street, Grange

06:00 PM Adelaide Tamil Association ‐ Sangamam ‐ The Melting Pot of Tamils

Woodville Town Hall, Woodville Road, Woodville

29‐04‐2018 11:00 AM Vietnamese Community in Australia SA Chapter ‐ Commemoration Ceremony of Black April

Vietnamese Australian War Memorial, Torrens Parade Ground, Adelaide

30‐04‐2018 11:50 AM Nazareth Catholic College ‐ Anzac Liturgy

Secondary Campus, 1 Hartley Road, Flinders Park

03:00 PM Mayor and Linda Catch Up Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

05:00 PM Mayor and CEO Catch Up Mayor's Office, Civic Centre, 72 Woodville Road, Woodville

06:00 PM Workshop ‐ Public Consultation Policy Council Chamber, Civic Centre, 72 Woodville Road, Woodville


MAYORAL REPORT ‐ APRIL 2018 Item 3.06 Continued Mayoral representation at events and declined invitations

Council/Staff Member Name

Organisation Event Date Time Location

Invitation Decline

Adelaide Business Hub

Informal Network Event and Tour of Upgraded Facilities

05/04/2018 4.30pm Adelaide Business Hub, 6 Todd Street, Port Adelaide

Cr Oanh Nguyen

Woodville District Cricket Club

Senior Presentation Night

06/04/2018 6.45pm Palais Hotel, Semaphore

Invitation Decline

SBS Exploring Diversity in South Australia Forum

12/04/2018 6.00pm The Mercury Theatre, 13 Morphett Street, Adelaide

Invitation Decline

The Order of Australia Association

Reception to honour the recipients of Australia Day honours

20/04/2018 5.30pm Unley Town Hall

Cr Paul Sykes Legion of Frontiersman & Henley & Grange RSL

2018 Henley Beach Anzac Eve Youth Vigil

24/04/2018 7.45pm Henley Beach Soldiers Memorial Hall

Invitation Decline

Mark Butler MP, Federal Member for Port Adelaide

Semaphore and Port Adelaide RSL Anzac Day Dawn Service

25/04/2018 5.45am Semaphore War Memorial, Esplanade, Semaphore

Cr Edgar Agius

Lord Mayor Martin Haese, City of Adelaide

Lord Mayoral Reception to mark the anniversary of Colonel William Light's Birthday

27/04/2018 5.00pm Adelaide Town Hall, King William Street, Adelaide

Invitation Decline

Lady Mayoress of City of Adelaide

Golf Day 30/04/2018 7.30am North Adelaide Golf Club


TO: Council FROM: Governance Officer DATE: 14 May 2018

4.11 DEPUTATION – COASTAL PATH FENCING – HENLEY BEACH SOUTH – MS LISA

REDMAN (B35)

Brief

A deputation request was received from Ms Lisa Redman in relation to her request that Council consider rescinding a previous decision to install fencing along the Coastal Path between Glimore Road and Henley Beach Road, Henley Beach South.

Recommendation

1. That the deputation be received and noted. 2. That Ms Redman 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.

Deputation A deputation request was received from Ms Lisa Redman in relation to her request that Council consider rescinding a previous decision of Council to install fencing along the Coastal Path between Glimore Road and Henley Beach Road, Henley Beach South.



4.12 DEPUTATION – OPPOSITION TO REQUEST FOR RE‐OPENING OF ROAD CLOSURE –

WRIGHT STREET, RENOWN PARK – MS ELYSE MITANI (B106)

Brief

A deputation request was received from Ms Elyse Mitani in relation to her request for the Wright Street (North), Renown Park, road closure to remain closed to all vehicular traffic at Torrens Road.

Recommendation

1. That the deputation be received and noted. 2. That Ms Mitani be thanked for her presentation and any notes that comply

with Council’s Code of Practice for Meeting Proceudres and the laws of defamation, be included in the Minutes.

Deputation A deputation request was received from Ms Elyse Mitani in relation to her request for the Wright Street (North), Renown Park, road closure to remain closed to all vehicular traffic at Torrens Road.



4.13 DEPUTATION – OPPOSITION TO REQUEST FOR RE‐OPENING OF ROAD CLOSURE –

WRIGHT STREET, RENOWN PARK – MR RAY PENS (B106)

Brief

A deputation request was received from Mr Ray Pens in relation to his request for the Wright Street (North), Renown Park, road closure to remain closed to all vehicular traffic at Torrens Road.

Recommendation

1. That the deputation be received and noted. 2. That Mr Pens 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.

Deputation A deputation request was received from Mr Ray Pens in relation to his request for the Wright Street (North), Renown Park, road closure to remain closed to all vehicular traffic at Torrens Road.



5.04 PETITION – STOP THE BUILDING OF THE FENCE ON COASTAL PATH – HENLEY

BEACH SOUTH (B4471)

Brief

A petition has been received from Ms Lisa Redman requesting Council stop the previously approved installation of the Coastal Path Fence intended to be installed between Henley Beach Road and Gilmore Road on the Esplanade, Henley Beach South.

Recommendation 1. That the petition be received and referred to the Asset Management

Committee on 21 May 2018. 2. That Council notify the head petitioner of Council’s decision.

Petition The petition was submitted by Ms Lisa Redman and contains 104 signatures. A copy of the petition is available to Council Members in accordance with Council’s Code of Practice for Meeting Procedures. Appendices

Appendix Title of Document No. of Pages TRIM Ref

A Petition – Request to Stop the Installation of the Coastal Path Fence – Esplanade, Henley Beach South

13 18/124280


PETITION – STOP THE BUILDING OF THE FENCE ON COASTAL PATH – HENLEY BEACH SOUTH Item 5.04

APPENDIX A



5.05 PETITION – PARKING IN ABERFELDY AVENUE, WOODVILLE (B4407)

Brief

A petition has been received from Mr Josip Pasovac requesting that consideration be given to the installation of two hour parking on the northern side of Aberfeldy Avenue, Woodville between 19A and 25, with resident exclusion from the two hour parking restrictions.

Recommendation

1. That the petition be received and referred to the City Services Committee

on 18 June 2018. 2. That Council notify the head petitioner of Council’s decision.

Petition The petition was submitted by Mr Josip Pasovac and contains 4 signatures. A copy of the petition is available to Council Members in accordance with Council’s Code of Practice for Meeting Procedures. Appendices


A Petition – Request for Two Hour Parking Restrictions in Aberfeldy Avenue, Woodville

1 18/125291


PETITION – PARKING IN ABERFELDY AVENUE, WOODVILLE Item 5.05

APPENDIX A



5.06 PETITION – KIDMAN PARK ROTARY CLUB BOOKMART – CONTINUATION OF

CURRENT PROGRAM ‐ NEW WEST LAKES LIBRARY (B4471)

Brief

A petition has been received from Mr Warren Hobbs on behalf of the Kidman Park Rotary Club Bookmart requesting that the group are able to continue their current program as part of the new West Lakes Library.

Recommendation 1. That the petition be received and referred to the City Services Committee

on 21 May 2018. 2. That Council notify the head petitioner of Council’s decision.

Petition The petition was submitted by Mr Warren Hobbs and contains 415 signatures. A copy of the petition is available to Council Members in accordance with Council’s Code of Practice for Meeting Procedures. Appendices


A Petition – Kidman Park Rotary Club Bookmart – Continuation of Current Program – New West Lakes Library.

34 18/139041


PETITION – KIDMAN PARK ROTARY CLUB BOOKMART – CONTINUATION OF CURRENT PROGRAM ‐ NEW WEST LAKES LIBRARY Item 5.06

APPENDIX A



5.07 PETITION – OPPOSITION TO REQUEST FOR RE‐OPENING OF ROAD CLOSURE –

WRIGHT STREET, RENOWN PARK (B4471)

Brief

A petition has been received from Ms Elyse Mitani requesting that Wright Street (North), Renown Park, road closure remain closed to all vehicular traffic at Torrens Road, in opposition to the recent petition put forward to Council to re‐open the intersection.

Recommendation

1. That the petition be received and referred to a future meeting of the Asset

Management Committee in 2018 presenting the outcomes of consultation and investigations.

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

Petition The Petition was submitted by Ms Elyse Mitani which contains 239 signatures. A copy of the petition is available to Council members in accordance with Council’s Code of Practice for Meeting Procedures. Appendices


A Petition – Road Closure to Remain in Place – Wright Street, Renown Park

22 18/137824


PETITION – OPPOSITION TO REQUEST FOR RE‐OPENING OF ROAD CLOSURE – WRIGHT STREET, RENOWN PARK Item 5.07

APPENDIX A



6.42 RECOGNITION OF YEARS OF SERVICE ‐ COUNCILLOR SCHEFFLER (B35)

Brief

To recognise Councillor Scheffler’s 15 years of service through the Local Government Association.

Recommendation

That Council congratulate and thank Councillor Scheffler who will be receiving recognition of 15 years of service through the Local Government Association.

Status This report relates to or impacts upon the following Community Plan Objectives 2016‐2027. Our Leadership ‐ A leading & transformational Local Government organisation

Be bold and innovative in our practices, leadership and decision making.

Adaptive and sustainable management of the City’s finances.

A collaborative, agile and high performing work place.

Practise transparent and accountable governance. Relevant Council policies are:

Recognition of Service Policy Council Members, Freeman, Freedom and Keys to the City

Relevant statutory provisions are:

Nil Background Mayor Evans, as a Board Member of the Local Government Association of South Australia will present Councillor Scheffler with a Certificate for 15 years of service in Local Government.


RECOGNITION OF YEARS OF SERVICE ‐ COUNCILLOR SCHEFFLER Item 6.42 Continued Report Councillor Scheffler has reached 15 years of continuous service as an Elected Member with the City of Charles Sturt in May 2018. In accordance with the Recognition of Service Policy Council Members, Freeman, Freedom and Keys to the City, Councillor Scheffler will be presented with a Certificate of Service from the Local Government Association. Financial and Resource Implications There are no financial or resource implications. Customer Service and Community Implications There are no customer service or community implications. Environmental Implications There are no environmental implications. Community Engagement/Consultation (including with community, Council members and staff) There is no requirement for Community engagement or consultation. Risk Management/Legislative Implications There are no risk management or legislative implications. Conclusion That Councillor Scheffler is recognised for his 15 years of continual service with the City of Charles Sturt. Appendices Nil


TO: Council FROM: Community Engagement Coordinator DATE: 14 May 2018

6.43 PUBLIC CONSULTATION POLICY REVIEW (B7530)

Brief The Public Consultation Policy (PCP) was last reviewed in May 2015. Since that time the PCP has undergone significant review by the Supreme Court associated with the Coast Park judgement. This review provides invaluable learnings for the revised Policy going forward. As a result, a new Draft PCP was prepared and endorsed by Council on 11 December 2017 for the purposes of public consultation, with thirty five (35) public submissions received and four (4) deputations heard on 9 April 2018. Further to this Council held an Elected Member workshop on 30 April 2018 to consider all of the information and discuss key points and concerns. Following this, and a series of further amendments, the Draft Public Consultation Policy is attached for Council’s information, prior to undertaking a further round of community consultation in regards to the Draft PCP document.

Recommendation

1. That the report be received and noted. 2. That Council note the Summary and Response to Public Submissions

Report ‐ Appendix A. 3 That Council note the track changed version of the Draft Public

Consultation Policy (PCP) showing amendments following public consultation and the Elected Member workshop ‐ Appendix B.

4. That the Draft Public Consultation Policy (PCP), as per Appendix C to this

report, be approved for the purposes of undertaking public consultation. 5. That Council endorse the proposed community engagement approach, as

detailed in Appendix D, for the purposes of undertaking further consultation on its Draft Public Consultation Policy

6. That following public consultation a further report be presented to Council

for its consideration.


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued Status This report relates to or impacts upon the following Community Plan Objectives 2016‐2027. Our Community ‐ A strong and connected community Create opportunities for community leadership and civic participation.

Educate and regulate to enable a safe and healthy environment. Our Liveability ‐ A liveable City of great places

An urban environment that is adaptive to a changing and growing City.

Create valued urban places that bring people together and reflect local character and identity.

Our Leadership ‐ A leading & transformational Local Government organisation



Public Consultation Policy Relevant statutory provisions are:

Local Government Act 1999 Previous Reports Council considered this matter at its meeting on 11 December 2017 (refer CL 11/12/2017, Item 6.155) where it endorsed a new Draft PCP for public consultation. The resolution read:

“1. That the report be received and noted. 2. That Council note the existing Public Consultation Policy (PCP) and Public

Consultation Implementation Procedure (PCIP) in Appendix A. 3. That the draft Public Consultation Policy (PCP) as per Appendix B to this report

be endorsed for the purposes of public consultation. 4. That Council notes the proposed community engagement approach, as detailed

in Appendix C, in accordance with its current Public Consultation Policy. 5. That following public consultation, a report be brought back to Council for a

decision about whether or not to adopt the draft PCP in substitution for the existing PCP and PCIP.”


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued Following this resolution the Draft PCP was released for consultation between 29 January 2018 and 2 March 2018 with the outcomes considered formally for the first time at its meeting of 9 April 2018. At this meeting 4 deputations were heard in support of their formal submission. Council resolved at this meeting to convene a workshop to enable Elected Members to consider the draft PCP in more detail. Executive Summary Between 29 January and 2 March 2018 Council undertook public consultation on a revised Public Consultation Policy. The review was deemed timely in light of feedback from Council’s lawyers following the Supreme Court decision on Coast Park. The policy review has sought to strengthen the recognition of Council’s role as defined in Chapter 2 of the Local Government Act 1999, while removing non statutory procedural matters that make compliance both difficult and open to interpretation. A total of 35 responses have been received and summarised. In addition it was resolved at its meeting 9 April 2018 to convene a workshop that was held 30 April 2018 where further amendments were considered including referencing the Community Engagement Approach document in Part 3 of the Policy and appending to the Policy itself. The Draft Policy has been amended to accommodate changes where they strengthen the intent of the review and have been further reviewed by Council’s legal counsel and Barrister to ensure clarity of language and legislative compliance. These changes, while not fundamental, do bring into question whether re‐consultation is required. It is recommended this occur to ensure compliance with our existing PCP. A package of documents is therefore attached for Council’s consideration. The package includes the Summary and Response to Public Submissions Report (Appendix A), that sets out an overview of key themes raised in public submissions, together with a table summarising key points from each submission and providing a comment and response to key points within each submission. The package also includes a track changed version of the new Draft PCP (Appendix B) showing amendments following public consultation and the elected member workshop. A clean version for the purposes of further public consultation forms Appendix C and the proposed Community Engagement Approach for Council’s endorsement (Appendix D) to guide this additional consultation. Background Council first endorsed its Public Consultation Policy in March 2000 and has undertaken several reviews and amendments since then. Under the Local Government Act 1999 Part 5, Section 50(2) ‐ Public Consultation Policies, Council is required to prepare and adopt a public consultation policy that;

(a) must set out steps that the council will follow in cases where this Act requires that a council must follow its public consultation policy; and (b) may set out steps that the council will follow in other cases involving council decision‐making.


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued A council may from time to time alter its public consultation policy, or substitute a new policy” (Section 50(5) of the Act).

The recent judicial review of Council’s Coast Park decisions of April 2016 and January 2017, found that Council had failed to comply fully with its Public Consultation Policy (PCP), which incorporates both the PCP and the PCIP (Public Consultation Implementation Procedure). This is despite extensive coast park community engagement being undertaken over several years. What has become clear is that Council had, over time, as determined by Justice Blue complicated its PCP by including a requirement for other projects and issues that involve Council decision making being linked to the PCP (as per Section 50(2)(b) above). As a consequence these other projects and issues became bound to a legal obligation to consult consistent with the Policy. Council’s Policy, has also, over time, sought to adopt a framework by which Council or the CEO would endorse the level of community engagement. The level of engagement was determined based on the complexity of the issue or project to be consulted on and the opinion of staff in making the recommendations to Council in accordance with the Policy. None of this is required under the Act. Further to this a PCIP formed part of the Policy and, while not required under the Act, was given legal status as it included some of the mandatory requirements required in a PCP and was therefore deemed to form part of the PCP. The net result of this was a Public Consultation Policy where Council’s compliance was open to debate and legal interpretation. This added uncertainty. Upon reflection it was considered that amending the Policy was the most responsible course of action. Given the above, the PCP has been reviewed to better align to Council’s statutory obligations to engage with the community. The Draft PCP has been drafted in accordance with what local government must do (in accordance with the requirements of the Local Government Act), rather than what it may do. Accordingly, the objective is for the Draft PCP to be less open to legal interpretation and better reflect the requirements of the Act. Further, the Draft PCP and the Community Engagement Approach will assist staff plan and implement public consultation activities in a consistent manner. Whilst the focus on the Draft PCP is about what Council must do, Council has a range of other obligations under the Local Government Act 1999. A number of these are described under Chapter 2 “System of Local Governments” Parts 6, 7 and 8 of the Act. For example:

2.6. (a) to act as a representative, informed and responsible decision‐maker in the interests of its community 2.7.( c) to provide for the welfare, well‐being and interests of individuals and groups within its community


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued 2.8 (a) provide open, responsive and accountable government 2.8 (f) seek to facilitate sustainable development and the protection of the environment and to ensure a proper balance within its community between economic, social, environmental and cultural considerations;

Council also has a series of project management requirements, risk assessment considerations and political imperatives for ensuring community views are taken into account when making decisions. These are already enshrined in local government practices and also in Council’s Community Engagement Approach template which will now, following the Elected Member workshop of April 30, form an appendix to the Policy.

The purpose of public consultation is to provide the community with:

Easy access to the appropriate information. Opportunities to provide input and feedback on projects or initiatives.

Processes that build positive relationships between Council and the community, and positions Charles Sturt as an organisation that is providing sound management decisions.

Public consultation provides decision makers with an appreciation of the views of individuals and groups who may be interested or impacted by a particular matter. To assist decision making, Council currently employs a Community Engagement Coordinator and several staff across business units where community consultation for capital works occurs. The staff meet regularly as a team, are trained in contemporary practice and report consultation outcomes to Council. Council also funds the on‐line engagement tools of Your Say and its e‐Panel, as well as social media and communication staff to promote and seek feedback. Feedback from community consultation / engagement is one of many tools or sources of information which Council uses to inform its decision making. Given the above, the Draft PCP has been structured in 3 parts:

Part 1 being Council’s public consultation requirements prescribed under the Act;

Part 2 being Council’s public consultation requirements prescribed under the Act that must follow Council’s PCP; and

Part 3 being additional public consultation that Council may choose, at its absolute discretion, to undertake over and above the minimum requirements of the Act. Following the workshop with Elected Members on 30 April 2018 a Community Engagement Approach template has been included as Appendix 1 to the Policy. It is envisaged that this template will assist Elected Members and staff scope and plan community engagement processes.

This policy has undergone legal review and community consultation.


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued Report The new Draft PCP was prepared and endorsed by Council on 11 December 2017 for the purposes of public consultation. The public consultation period officially ran from Monday 29 January 2018 to Friday 2 March 2018, with some consultation activities commencing prior to the official start date. The engagement activities include the following minimum statutory requirements under the Local Government Act 1999 and existing PCP; and additional non‐legislative engagement activities (activities beyond the requirements of the Act and PCP). Minimum statutory engagement requirements under the Act and PCP 1. Notices were published in the CCS Messenger column of the City Messenger,

Westside Weekly Messenger and Portside Messenger on Wednesday 24 January 2018.

2. Notices were published in the City Messenger, Westside Weekly Messenger and Portside Messenger on Wednesday 31 January 2018 inviting interested persons to make submissions on the proposal.

3. A document (draft PCP) was prepared setting out the proposal in relation to the matter.

4. The draft PCP document was made available for inspection and collection at the Civic Centre, libraries and community centres.

5. Information about the draft PCP was made available on Council’s website and made available at Council’s facilities.

6. The community were invited to make written submissions to Council. 7. A report was prepared summarising consultation feedback and outcomes. Additional non‐legislative engagement activities 1. Information was promoted on the City of Charles Sturt’s social media platforms

(reached more than 1,500 people). 2. Information and consultation opportunity was provided on the Charles Sturt Your Say

site, including a call out for residents to join a project mailing list, and an e‐newsletter to 1,900 registered Your Say participants. Over the consultation period 337 people visited the project page; a further 231 people downloaded a document or visited multiple project pages; and a further 14 people completed an online submission or asked a question.

3. A fact sheet was made available at the Civic Centre, libraries and community centres. 4. A letter and the draft PCP was sent to key stakeholders (more than 70 local

community, environmental and sporting groups; as well as adjoining councils and relevant government departments) raising awareness of the proposal and inviting written submissions.

5. A flyer was posted out to properties (around 37,000 of 56,000 rateable properties) with the 3rd quarter rate notice to raise awareness and invite written submissions.

6. Charles Sturt Banners were placed on Port Road.


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued Public Submissions and Key Themes Raised Thirty five (35) public submissions were received, 14 via the Charles Sturt Your Say site, 20 via email, and one via the post. In addition, a total of four deputations were heard at Council’s April 9 2018 meeting. Key themes raised in the submissions and deputations relate to either the PCP consultation process or specific content within the Draft PCP. Themes relating to PCP Process 1. Insufficient time and process for community consultation on draft PCP ‐ Council

hasn't allowed sufficient time for the community to read and understand the complexities of the draft PCP and how it differs from the existing policy and a greater effort should have been made to meet with its residents to provide clearer explanations on why Council would propose what it has. The present consultation should be extended by several weeks and, further, should become one in which the community is more properly ‘consulted’ using, especially, more of the strategies for discursive and engaging consultation set out in the existing PCIP.

Staff Response – Significant effort was made to connect to our community via direct stakeholder engagement, mail outs and banner boards among other methods previously mentioned. The timeframe was considered reasonable to ensure the community had time to respond. Staff met with those seeking clarification on matters within the time period to enable full and detailed submissions to be received.

2. Level of engagement ‐ the degree of impact and political sensitivity of changing the

existing PCP is greater than the level of ‘Consult’. It seems to us to be more one of contrasting expectations, multiple issues that need to be resolved, with no clear way forward, and is of political interest affecting democratic processes of the whole Charles Sturt community, which would make the formal level closer to ‘Involve’, or ‘Collaborate’.

Staff response‐ The level of engagement selected by Council can be a matter of opinion and while a useful framework for establishing processes, does not need to be enshrined in policy and legislation. Staff believe “consult” was the appropriate level for this matter and provided its rationale as part of the previously endorsed consultation approach.

3. Briefing of Elected Members ‐ Council needs to provide Elected Members with clear

briefings of community concerns about this policy before they are asked to approve any final draft PCP, and that information being provided in a timeline and set of processes appropriate to ensuring that elected members are as fully informed as practically possible.


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued

Staff response‐ Elected Members have received previous briefings and have an obligation to read and understand the report they are considering. All individual responses are available to Elected Members and a summary of community views forms an appendix to this report. In addition an Elected Member workshop was held on 30 April 2018 to consider all the issues and outcomes of the submissions and deputations.

Themes relating to draft PCP Content 4. The draft PCP is an over‐reaction – the draft PCP appears from a community

perspective to be over‐reacting to the Coast Park Supreme Court Judgement by reducing the ability of local stakeholders to contribute, participate and partner in addressing complex issues. Council should make abundantly clear the nature of any differences between the existing policy and the proposed policy, and explain why this is considered necessary.

Staff response – Staff have spent time with individuals and groups who expressed a keen interest in the matter. The existing policy had not intended to include the procedure but was deemed by the Court to be all inclusive. On that alone the need to separate policy from procedure was considered prudent by staff and its legal counsel and set the basis of this review.

5. PCP is less inclusive ‐ the existing PCP is more inclusive and democratic than the draft

PCP that is out for public comment. I have read the decision of Justice Blue and can see that his concerns were not so much the Policy but more the implementation of the Policy.

Staff response‐ Staff felt that given the vast range of engagement council and its staff undertake, having a policy and procedure that was open to interpretation and unwieldy would make ongoing compliance difficult. It was therefore agreed to try to simplify the policy to increase the likelihood of future compliance.

6. Loss of the Procedure ‐ concern at the loss of the Public Consultation Implementation

Procedure (PCIP) which is linked to and forms part of the existing PCP.

Staff response – The draft policy, in Part 3, has been amended to draw reference to guidance material for public consultation, such as the Local Government Association of South Australia Community Engagement Framework and IAP2 resources, thereby enabling staff and council to consider best practice thinking around additional consultation. Following the April 30 workshop Council staff are recommending that the Community Engagement Approach template from an appendix to the policy.

7. Not sure how the draft PCP improves policy ‐ difficult to see how the Draft PCP

improves the existing policy. Our Council undertook extensive training from Ms Barbara Chappell IAP2 to develop its existing policy and the IAP2 model is what the


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued Local Government Association and the SA Government policy and guidelines are based on. It is an internationally recognised model of engagement and goes through steps of engagement that would involve our Elected Members to eventually empower community, the very thing our Council takes pride in talking about but would fail to put into practice within the draft.

Staff response – Staff will continue to draw direction and guidance from such best practice examples. The policy has been amended in Part 3 to link to the Local Government Community Engagement Framework and IAP 2 resources. In addition the Community Engagement Approach is now linked as an Appendix to Part 3 of the Policy.

8. Purpose ‐ the current content and tone of the draft PCP fails to acknowledge Council’s

obligations. Council has an obligation to provide open, responsive and accountable government and be responsive to the needs, interests and aspirations of individuals and groups within its community.

Staff response‐ Some drafting changes have been made. In particular Chapter 2 of the Local Government Act 1999 defines Councils obligations and has been referenced in the Purpose of the revised draft policy.

9. Roles and Responsibilities ‐ concern about the loss of roles of Council and staff; and

decision making powers of the CEO.

Staff response ‐ The draft policy has been amended to clarify the roles and responsibilities of Council, the CEO, General Managers, Managers and Staff as they relate to the Policy and community engagement. The ability for the Council to determine a matter over and above the CEO or staff has been made explicit.

10. Clear definition of consultation steps ‐ the draft policy does not provide clear

definition of all the steps considered necessary before making the relevant decision. We are not reassured that the draft PCP protects the roles of the community as a partner in engagement.

Staff response – Staff are of the view that other sections of the Local Government Act, in particular, Section 2, better recognises the relationship between Council and its community. As such this has been further highlighted and included in the amended policy Purpose section. Following the workshop of April 30 Part 3 now provides some guiding principles council and the CEO may consider in undertaking additional discretionary consultation

11. Newspaper dissemination ‐ concern expressed regarding the delivery of the

Messenger being cut back recently and that it is no longer a reliable means to disseminate information regarding consultations. Another, non‐electronic, medium such as flyers or posters in the local libraries might be needed.


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued

Staff response – The Act requires Council to use a paper generally circulating in the area. It doesn’t require that everyone receives it and of course not everyone will read it. As such the Act also requires Council to use additional means. Council will continue to use a number of additional mediums depending on the issue to reach its community.

12. Requirement for further consultation ‐ the draft PCP be amended to include a

requirement which ensures that any amendment to actions or decisions that were originally subject to public consultation, be subject to further consultation to at least those who previously participated.

Staff response – The current draft policy does not preclude this from happening, nor does it specifically require it. There are several factors to be considered not least Councils obligations under Chapter 2 of the Local Government Act 1999 that has been reflected in the Purpose section of this policy. The inclusion of Principles in Part 3 also provides some direction when considering further consultation.

13. Guidance for use of Part 3 ‐ the draft PCP be amended to include guidance or a

threshold for when the discretion in Part 3 will be utilised by reference to the magnitude, impact or effect of a decision.

Staff response‐ There is considered suitable guidance within the Local Government Act 1999 and the draft policy with the additional amendments. Council employ professional qualified engagement specialists and others to advise Council. There will always be some need for discretion, judgement and pragmatism in Council fulfilling its role. However in response to this Principles have been included in Part 3 that go some way to addressing this matter.

Response to Public Submissions A further Summary and Response to Public Submissions Report is included in Appendix A. This report provides an overview of key themes raised in public submissions, includes a table summarising key points from each submission, and provides a comment and response to key points within each submission. A number of amendments are proposed to the Draft PCP to address points raised in public submissions and the deputations. These amendments improve the readability of the document and explain more fully Council’s obligations in relation to open, responsive and accountable governance. Key amendments to the Draft PCP include: 1. Purpose ‐ add reference to Council’s obligations; as stated in Chapter 2 of the Local

Government Act 1999; to improve community understanding of Council’s obligations, enhance the “tone” of the wording; and remove reference to “where appropriate”.


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued 2. Roles and Responsibilities – clarify the roles and responsibilities of Council, the CEO,

General Managers, Managers and Staff as they relate to the Policy and community engagement.

3. Part 1 – includes additional references to matters requiring public consultation in

accordance with the Local Government Act, 1999. 4. Part 2 – minor edits to the text in Part 2 to improve the readability and intent of the

Policy. 5. Part 3 ‐ includes guidance for when the discretion in Part 3 will be utilised; and

amends wording in Part 3 to include “additional, or discretionary consultation steps and or consultation activities”. Following the workshop of April 30 2018 further proposed amendments include Principles that may guide when additional discretionary consultation may be warranted, appending the Community Engagement Approach to the policy and greater clarity to confirm that Part 3 does not form part of Council’s statutory obligations under Section 50 of the Local Government Act 1999.

6. Definitions ‐ amend the definitions for “Communication”, “Community Engagement”

and “Council”. During the Elected Member workshop of April 30 2018, Elected Members queried the definition of “Council” as it included both Elected Members and Council staff operating under delegated authority, to act on behalf of Council. It also includes contractors and consultants with the authority to act on behalf of Council. Legal advice was sought on this query and reads:

“While we understand the concern of the Elected Members, Parts 1 and 2 of the PCP apply to “the Council”. If the definition of “the Council” is amended to remove reference to a “delegate”, then in every matter which arises under Part 1 or 2, there would need to be a Council resolution before consultation activities can take place, which is likely to prove impractical particularly for things like road closure permits which are likely to be more routine, operational type decisions”. Given this advice and the fact that Council can override a delegated decision at any time and call in matters for its consideration (as described in the Roles and Responsibilities section of the Policy) no amendment has been made.

The revised PCP contained within Appendix C incorporates proposed amendments following public consultation and the workshop of April 30 2018. The version of the revised Draft PCP contained in Appendix B shows the proposed amendments as track changes following public consultation and the April 30 2018 workshop to assist the reader view where amendments have been made.


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued These amendments while not fundamental have shifted the Policy to some degree from what was originally proposed. The inclusion of the Community Engagement Approach as an appendix addresses a number of concerns and is now included. As a consequence it is recommend further consultation occur to ensure the community is aware of the proposed changes and has the opportunity to provide further comment. Legal advice has been sought which concurs with this approach. Financial and Resource Implications The cost to undertake the review and engagement is estimated at $15,000 and has been accommodated for in recurrent budgets. Customer Service and Community Implications There is a perception within a number of submissions received that Councils commitment to community engagement and consultation will diminish as a consequence to the amended policy. But that is not the purpose of the review. Amendments have been made to the Draft Policy to reinforce Council’s statutory obligation to make informed decisions and be accountable and transparent in the process. The recent Supreme Court decision suggested Council could have placed greater weight on this in forming its view on Coast Park. By increasing its importance in the Draft Policy by the inclusion of Chapter 2 of the Local Government 1999 in the Policy’s Purpose and deleting procedural matters that are subjective, it is believed the Policy’s focus is sharpened and that community engagement practices will continue to be conducted in accordance with contemporary industry standards. The inclusion of the Community Engagement Approach template in the Policy will assist in providing direction to Council and transparency to the broader community. Environmental Implications There are no environmental implications. Community Engagement/Consultation The Draft Public Consultation Policy has public consultation standards consistent with Council’s current Public Consultation Policy. The outcomes of this consultation, deputations and Elected Member workshop forms the basis of this report. Risk Management/Legislative Implications Council has sought legal advice and has based the Summary and Response to Public Submissions Report (Appendix A) and Draft PCP (Appendix C) on this advice. Further legal advice on the final draft was obtained from Council’s barrister who represented Council in the Supreme Court to ensure Council’s policy drafting reflects its policy intent.


PUBLIC CONSULTATION POLICY REVIEW Item 6.43 Continued Conclusion The Local Government Act 1999 requires decision makers to take into account individual and community views to reach balanced decisions. The Act requires that Council consult on some matters in accordance with the Local Government Act 1999, consult on some matters in accordance with its Public Consultation Policy (PCP) and may wish to include non‐statutory engagement requirements in regard to other matters. The recent judicial review of Council’s Terminus to Third Coast Park decisions found that Council had failed to comply fully with its PCP, which incorporates mandatory and non‐mandatory engagement processes. This is despite extensive Coast Park community engagement being undertaken over several years. The PCP has been reviewed and redrafted following the Coast Park determination, legal advice, public consultation that was conducted in accordance with Council’s current PCP and the Elected Member Workshop of 30 April 2018. The revised Draft PCP is presented to Council for consideration and a further round of public consultation. Upon conclusion of this additional consultation a further report will be presented to Council for its consideration. Appendices


A Summary and Response to Public Submissions Report

29 18/102067

B Draft Public Consultation Policy showing amendments as track changes

12 18/141884

C Draft Public Consultation Policy 11 18/141888

D Proposed Community Engagement Approach for undertaking further consultation on the Public Consultation Policy

7 18/141355


PUBLIC CONSULTATION POLICY REVIEW Item 6.43

APPENDIX A Appendix A consists of 29 pages.

Charles Sturt Council

Public Consultation Policy (PCP)

Summary and Response to Public Submissions

7 May 2018

Charles Sturt Council Public Consultation Policy


Table of Contents

1. Introduction .................................................................................................................................................... 2

2. Consultation ................................................................................................................................................... 2 Engagement Activities ................................................................................................................................... 2 Minimum statutory engagement requirements under the Act and PCP ....................................................... 2 Additional non-legislative engagement activities ......................................................................................... 3

3. Public Submissions and Key Themes .............................................................................................................. 3 PCP Process ................................................................................................................................................... 3 Draft PCP Content ......................................................................................................................................... 4

4. Response to Public Submissions and Recommended Changes...................................................................... 5

Attachment A: Summary and Response to Public Submissions ............................................... 6

Page 1 of 28



Page 2 of 28

1. Introduction This report is provided in accordance with Section 50, Section (6)(e) of the Local Government Act 1999 to identify matters raised during the consultation period and any recommended alterations to the Draft Public Consultation Policy (PCP). The report also provides details of the consultation process undertaken by Council. This Report should be read in conjunction with the track changed version of the Draft PCP.

2. Consultation

Engagement Activities The consultation period officially ran from Monday 29 January 2018 to Friday 2 March 2018, with some consultation activities commencing prior to the official start date. The engagement activities include the following minimum statutory requirements under the Local Government Act 1999 and existing PCP; and additional non-legislative engagement activities (activities beyond the requirements of the Act and PCP).

Minimum statutory engagement requirements under the Act and PCP 1. Notices were published in the CCS Messenger column of the City Messenger, Westside Weekly

Messenger and Portside Messenger on Wednesday 24 January 2018.

2. Notices were published in the City Messenger, Westside Weekly Messenger and Portside Messenger on Wednesday 31 January 2018 inviting interested persons to make submissions on the proposal.

3. A document (Draft PCP) was prepared setting out the proposal in relation to the matter.

4. The Draft PCP document was made available for inspection and collection at the Civic Centre, libraries and community centres.

5. Information about the Draft PCP was made available on Council’s website and made available at Council’s facilities.

6. Community were invited to make written submissions to Council.

7. A report was prepared summarising consultation feedback and outcomes.



Additional non-legislative engagement activities 1. Information was promoted on the City of Charles Sturt’s social media platforms (reached more than

1,500 people).

2. Information and consultation opportunity was provided on the Charles Sturt Your Say site, including a call out for residents to join a project mailing list, and an e-newsletter to 1,900 registered Your Say participants. Over the consultation period 337 people visited the project page; a further 231 people downloaded a document or visited multiple project pages; and a further 14 people completed an online submission or asked a question.

3. A fact sheet was made available at the Civic Centre, libraries and community centres.

4. A letter and the Draft PCP was sent to key stakeholders (more than 70 local community, environmental and sporting groups; as well as adjoining councils and relevant government departments) raising awareness of the proposal and inviting written submissions.

5. A flyer was posted out to properties (around 37,000 of 56,000 rateable properties) with the 3rd quarter rate notice to raise awareness and invite written submissions.

6. Charles Sturt Banners were placed on Port Road.

FIGURE 1: COMMUNITY REACH DURING PCP ENGAGEMENT PERIOD

3. Public Submissions and Key Themes Thirty five (35) public submissions were received, 14 via the Charles Sturt Your Say site, 20 via email, and one via the post. Key themes raised in the submissions are summarised under two headings being “PCP Process” and “Draft PCP Content”.

PCP Process

94,000

37,000

1,900 1,500

85

Messenger Newspaper Distribution

Flyer with Quarterly rates notice

Your say newsletter

Social Media

Other

Page 3 of 28


Summary and Response to Public Submissions 1. Insufficient time and process for community consultation on Draft PCP - Council hasn't allowed

sufficient time for the community to read and understand the complexities of the Draft PCP and how it differs from the existing policy and a greater effort should have been made to meet with its residents to provide clearer explanations on why Council would propose what it has. The present consultation should be extended by several weeks and, further, should become one in which the community is more properly ‘consulted’ using, especially, more of the strategies for discursive and engaging consultation set out in the existing PCIP.

2. Level of engagement - the degree of impact and political sensitivity of changing the existing PCP is greater than the level of ‘Consult’. It seems to us to be more one of contrasting expectations, multiple issues that need to be resolved, with no clear way forward, and is of political interest affecting democratic processes of the whole Charles Sturt community, which would make the formal level closer to ‘Involve’, or ‘Collaborate’.

3. Briefing of Elected Members - Council needs to provide Elected Members with clear briefings of community concerns about this policy before they are asked to approve any final Draft PCP, and that information being provided in a timeline and set of processes appropriate to ensuring that elected members are as fully informed as practically possible.

Draft PCP Content 4. The Draft PCP is an over-reaction – the Draft PCP appears from a community perspective to be

over-reacting to the Coast Park Supreme Court Judgement by reducing the ability of local stakeholders to contribute, participate and partner in addressing complex issues. Council should make abundantly clear the nature of any differences between the existing policy and the proposed policy, and explain why this is considered necessary.

5. PCP is less inclusive - the existing PCP is more inclusive and democratic than the Draft PCP that is out for public comment. I have read the decision of Justice Blue and can see that his concerns were not so much the Policy but more the implementation of the Policy.

6. Loss of the Procedure - concern at the loss of the Public Consultation Implementation Procedure (PCIP) which is linked to and forms part of the existing PCP.

7. Not sure how the Draft PCP improves policy - difficult to see how the Draft PCP improves the existing policy. Our Council undertook extensive training from Ms Barbara Chappell IAP2 to develop its existing policy and the IAP2 model is what the Local Government Association and the SA Government policy and guidelines are based on. It is an internationally recognised model of engagement and goes through steps of engagement that would involve our Elected Members to eventually empower community, the very thing our Council takes pride in talking about but would fail to put into practice within the Draft.

8. Purpose - the current content and tone of the Draft PCP fails to acknowledge Council’s obligations. Council has an obligation to provide open, responsive and accountable government and be responsive to the needs, interests and aspirations of individuals and groups within its community.

9. Roles and Responsibilities - concern about the loss of roles of Council and staff; and decision making powers of the CEO.

10. Clear definition of consultation steps - the draft policy does not provide clear definition of all the ‘steps considered necessary before making the relevant decision. We are not reassured that the Draft PCP protects the roles of the community as a partner in engagement.

11. Newspaper dissemination - concern expressed regarding the delivery of the Messenger being cut back recently and that it is no longer a reliable means to disseminate information regarding consultations. Another, non-electronic, medium such as flyers or posters in the local libraries might be needed.

12. Requirement for further consultation - the Draft PCP be amended to include a requirement which ensures that any amendment to actions or decisions that were originally subject to public consultation, be subject to further consultation to at least those who previously participated.

Page 4 of 28


Summary and Response to Public Submissions 13. Guidance for use of Part 3 - the Draft PCP be amended to include guidance or a threshold for when

the discretion in Part 3 will be utilised by reference to the magnitude, impact or effect of a decision.

A report on each submission (summary, comments, and action taken in response to each submission) is included in Attachment A.

4. Response to Public Submissions and Recommended Changes Each of the 35 public submissions has been considered and the table forming Attachment A below sets out a summary of each submission, comments relevant to each submission and Council’s response which includes reference to amendments to the draft Public Consultation Policy. There are several areas where amendment of the Draft PCP is proposed to address points raised by the community. Key amendments include: 1. Purpose - add reference to Council’s obligations; as stated in Chapter 2 of the Local Government

Act 1999; to improve community understanding of Council’s obligations, enhance the “tone” of the wording; and remove reference to “where appropriate”.

2. Roles and Responsibilities – clarify the roles and responsibilities of Council, the CEO, General Managers, Managers and Staff as they relate to the Policy and community engagement.

3. Part 1 – include a few additional references to matters requiring public consultation in accordance with the Local Government Act, 1999.

4. Part 2 – minor edits to the text in Part 2 to improve the readability and intent of the Policy.

5. Part 3 - include guidance for when the discretion in Part 3 will be utilised; and amend wording in Part 3 to include “additional, or discretionary consultation steps and or consultation activities”. Include principles to guide thinking when discretionary consultation may be warranted. Include Community Engagement Approach template as an appendix to the policy to further reinforce matters that staff will consider when prepare for additional and discretionary consultation.

6. Definitions - amend the definitions for “Communication”, “Community Engagement” and “Council”. For Council include reference to “a delegate” rather than staff.

There are several areas where amendment of the Draft PCP is not recommended, these include: 1. Further community engagement desired on the Draft PCP - the official timeframe for consultation

was Monday 29 January to Friday 2 March 2018, slightly beyond the requirement of one month required under the Local Government Act 1999. One of the Council’s objectives is to have the new policy in place as soon as practicable to address the matters raised in the recent judicial review. Council have many projects and initiatives and thus having a policy framework that reflects the legal parameters made through the recent court decision is highly desirable. Accordingly, we believe the consultation timeframe was sufficient to allow input and will allow Council and the community to work together in an environment of certainty.

2. Loss of best practice engagement principles - the new policy does not intend for there will be any lowering of the standard of consultation and Council’s intent for open and transparent consultation remains. Council is committed to delivering effective public consultation to identify and to understand the communities concerns and aspirations, build partnerships and encourage an engaged community. This is enshrined as a requirement of local government in Chapter 2 of the Local Government 1999 and is something Council is committed to.

The existing PCP is open to debate and legal interpretation (notwithstanding its positive intent), leading to uncertainty. The new Draft PCP more clearly articulates the steps Council will take under the Local Government Act 1999 in relation to public consultation. This is intended to create the certainty and clarity required following recent court proceedings.

Page 5 of 28


Summary and Response to Public Submissions The PCP states the mandatory forms of public consultation, further to this Council will continue to engage the community in a wide range of ways. Council will continue to have regard to best practice community engagement guidelines, such as the Local Government Association of South Australia Community Engagement Framework which includes reference to the International Association for Public Participation (IAP2) model. The inclusion of the Community engagement Approach template as an appendix for Part 3 of the policy goes some way to addressing this concern.

3. Dissemination of information via local Messenger Newspapers – the Local Government Act 1999 requires publication of a notice within the area of the council for matters set out in Table 1 and 2. The local Messenger newspapers are generally considered the preferred option for matters, however use of other newspapers may be appropriate in some circumstances and this will be determined on a project by project basis. The Messenger is freely available and delivered either directly to households or available at local community centres, libraries and selected newsagencies.

4. Requirement for further consultation - The intention of Part 3 is for the Council or CEO to approve additional, or discretionary, consultation steps and or consultation activities. These additional or discretionary steps and activities enable the CEO or Council to undertake additional consultation where the outcomes and intended amendments may have a material impact on people and further consultation to ensure natural justice and procedural fairness are provided.

There is no need to amend the policy in relation to re-consulting on a matter as this relates to general principles of law that institutions are accountable for including local government. The suggestion to include reference to “decisions of high impact or significant importance” is addressed to some degree in Part 3 with the proposed inclusion of principles that may be considered when contemplating whether to initially consult or to further consult. Attachment A: Summary and Response to Public Submissions.

Report on each public submission received in relation to the Draft Public Consultation Policy (PCP). The Table includes a summary, comments and action taken in response.

Page 6 of 28

Sub No.

Received via

Name Submission Summary Comment Council Response

1. CCS YourSay

Peter Webb

1. Expressed concern about the 'interpretation' of the Local Government Act, and Part One and Part Two of the Draft PCP which are open to interpretation. Having said this, Council was responsive to the overwhelming response to the meter and Henley Library.

2. The1999 Act is not readily accessible and reference to this Act is therefore, pointless and serves only to make it more difficult for meaningful consultation.

3. Expressed that if Council actively seeks consultation through a desire to improve the area rather than consult due to obligation, better outcomes will ensue.

1. Noted. The purpose of the Draft PCP is to provide clarity and improve interpretation.

2. Noted. The LG Act 1999 is accessible via the internet.

3. The new policy does not intend that there will be any lowering of the standard of consultation and Council’s intent for open and transparent consultation remains. Council is committed to delivering effective public consultation to identify and understand communities concerns and aspirations, build partnerships and encourage an engaged community. This is enshrined as a requirement of the local government in Chapter 2 of the Local Government 1999 and is something this Council is committed to.

1. No change. 2. No change. 3. Add reference

under the heading “Purpose” to refer to Chapter 2 of the Act regarding Council’s obligations to provide open, responsive and accountable government.

2. CCS YourSay

William Harradine

1. Expressed hope that the City of Charles Sturt are going to ask ratepayers on all key issues that affect certain wards of the council (e.g. Henley issues where Henley residents are consulted).

1. Noted. Council will continue to actively engage with its community.

1. Add reference under the heading “Purpose” to refer to Chapter 2 of the Act regarding Council’s obligations to provide open, responsive and accountable government. The addition of Principles to Part 3 helps guide the thinking on matters requiring additional consultation

3. CCS CAA 1. No comment provided. 1. No comment required. 1. No change.

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Council Name Title Development Plan Amendment Attachment H – Statement of Investigations (as written at Public Consultation stage)

YourSay

4. CCS YourSay

Kayaker 1. Expressed concern about the “Purpose” statement that the final decision rests with the Council. It was exactly the "final decision" made by council which ignored the consultative process undertaken with community groups and individuals affected in the Henley Square and Coast Park matters.

2. Expressed concern about how Council will consider community contributions and relevant information. Who decides what is "relevant information"?

3. Expressed concern about who decides what are in the "best interests of the public". Ratepayers and interested and informed community groups who often have far more specialist and historical knowledge.

4. Suggested that the final decision should rest with the outcome of community consultation. If it doesn't then all of the airy words in the rest of this document are meaningless.

1. Council has a range of obligations under the Local Government Act 1999 to act as a representative, informed and responsible decision-maker in the interests of the community.

2. When considering matters, Council is obligated to balance economic, social, environmental and cultural considerations.

3. As per 1 and 2 above. 4. As per 1 and 2 above.

1. Add reference under the heading “Purpose” to refer to Chapter 2 of the Act regarding Council’s obligations to provide open, responsive and accountable government.

2. As per 1 above. 3. As per 1 above. 4. As per 1 above.

5. CCS YourSay and Post

David & Janet Hamilton

1. Expressed concern that the Draft PCP places too much power with the CEO who could easily not inform council of important matters.

2. Expressed concern that nowhere in the document is the natural environment mentioned, and the planting of trees is mentioned but not pulling out trees.

3. Expressed concern that “where appropriate” is used frequently but without any explanation.

4. Suggested that publications should include all local papers and the Advertiser as this publication also circulates widely in the council area

5. Suggested that one month is not enough notice to make submissions and should be extended to at least two months

6. Suggested that The Mayor should be required to allow all submitters, who wish to, to address council

7. Suggested that Council decisions should be announced on the council website not “as determined by the CEO”

8. Expressed concern that the definition of community includes everyone and is far too wide (anyone who visits or even drives through or thinks about the council area is included). The Macquarie dictionary definition of community is “a social group of any size whose members reside in a specific locality, share government and have a cultural and historical heritage”. In other words “community” should essentially be residents, particularly those who are ratepayers. Council is elected to represent the interests of its ratepayers, like any elected state or federal government.

1. Noted. Council is the elected body charged with responsibility for making decisions. There is opportunity to clarify the roles and responsibilities of Council, CEO, Managers and staff.

2. The matters referred to in the Draft PCP are those referred to under the Local Government Act 1999.

3. Agree that reference to “where appropriate” can be improved.

4. The Local Government Act 1999 requires publication of a notice within the area of the council for matters set out in Table 1 and 2. The local Messenger newspapers are generally considered the preferred option for matters, however use of other newspapers may be appropriate in some circumstances and this will be determined on a project by project basis. The Messenger is freely available and delivered either directly to households or available at local community centres, libraries and selected newsagencies.

5. The official timeframe for consultation was Monday 29 January to Friday 2 March 2018,

1. Add reference, under the heading “Roles and Responsibilities” to clarify roles and responsibilities.

2. No change. 3. Remove

reference to “where appropriate” under “Purpose”.

4. No change. 5. No change. 6. No change. 7. No change. 8. No change.

Page 8 of 28

slightly beyond the requirement of one month required under the Local Government Act 1999. One of the Council’s objectives is to have the new policy in place as soon as practicable to address the matters raised in the recent judicial review. Council have many projects and initiatives and thus having a policy framework that reflects the legal parameters made through the recent court decision is highly desirable. Accordingly, we believe the consultation timeframe was sufficient to allow input and will allow Council and the community to work together in an environment of certainty.

6. The Local Government Act 1999 provides opportunity for a person to request a deputation.

7. Noted. The intention is to use Council’s website. 8. Disagree. There will be matters where the people

interested or impacted will be greater than residents and or ratepayers.

6. CCS YourSay

Pedro 1. Expressed concern at the consultation period. It is not the simple matter as presented where the draft deals only with issues mandated by the Local Government Act. Public Consultation extends beyond this narrow focus and there is so much to read that the community needs more time.

1. The official timeframe for consultation was Monday 29 January to Friday 2 March 2018, slightly beyond the requirement of one month required under the Local Government Act 1999. One of the Council’s objectives is to have the new policy in place as soon as practicable to address the matters raised in the recent judicial review. Council have many projects and initiatives and thus having a policy framework that reflects the legal parameters made through the recent court decision is highly desirable. Accordingly, we believe the consultation timeframe was sufficient to allow input and will allow Council and the community to work together in an environment of certainty.

1. No change.

7. CCS YourSay

Distraught

1. Expressed concern about lack on consultation and the scale and siting of a neighbouring shed.

1. Noted. This concern relates to different legislation (Development Act 1993) and accordingly is not relevant to the consideration of this Draft PCP.

2. No change.

8. CCS YourSay

pcashen 1. The broad policy seems fine. 2. Expressed concern that with regard to the Coast Park it seemed to that there

1. Noted. 2. Noted. The existing Draft PCP is open to debate

1. No change. 2. No change.

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was (very) extensive consultation with the community, over an extended period, and yet in the end a small group was able to overturn the agreed decision. Is there any guarantee that the same outcome will not continue to occur? Also, it is probably beyond the wording of any general policy on consultation, but another aspect that annoyed me was the extent to which some parties opposed to the Coast Park appeared to be representing environmental concerns but were really motivated by more personal interests.

3. Expressed concern that the Coast Park is more than a Council facility and represents, arguably, one of the most significant state-wide tourist and recreation developments. How does the community beyond Charles Sturt have a say?

and legal interpretation (notwithstanding its positive intent), leading to uncertainty. The new Draft PCP more clearly articulates the steps Council will take under the Local Government Act 1999 in relation to public consultation. This is intended to create the certainty and clarity following recent court proceedings.

3. Noted. The Draft PCP includes a definition of “community” which acknowledges potential wide interests.

3. No change.

9. CCS YourSay

Hilton Solyom

1. The consultation policy appears to be comprehensive. 2. Suggested that Council also define the period available for responses by

stakeholders such as the community. A minimum period of 14 or 21 days could apply depending on the complexity of the matter being consulted on.

1. Noted. 2. Noted. The new Draft PCP does stipulate

minimum timeframes for matters relating to Part 2, these minimum timeframes are specified by the Local Government Act 1999.


10. CCS YourSay

Marie Fantasia

1. Pointed out that there are spelling errors in the PCP document. 1. Noted. Spelling errors will be addressed. 1. Spelling errors to be addressed.

11. CCS YourSay

kate-sp 1. Suggested a number of points relating to strategic planning and review of Development Plan policy.

1. Noted. Points raised are not directly related to the review of the PCP but will be passed on to relevant parts of Council for consideration.

1. No change.

12. CCS YourSay

Kdarlaston

1. Concern expressed regarding the delivery of the Messenger being cut back recently and that it is no longer a reliable means to disseminate information regarding consultations. Another, non-electronic, medium such as flyers or posters in the local libraries might be needed.

2. Suggested that methodologies for analysing data collected in consultations should be made public too, as should the reasons behind decisions that the council have made.

3. Why is the council only addressing what is required by the act? Can this policy be extended?

4. Suggested that the decision be communicated in a wider forum than the website - this is an access issue.

5. Expressed concern that the policy does not address how councillors address the evidence in reports and deputations - this needs to be done in a meaningful and considered manner.

1. Noted. The Local Government Act 1999 requires publication of a notice within the area of the council for matters set out in Table 1 and 2. The local Messenger newspapers are generally considered the preferred option for matters, however use of other newspapers may be appropriate in some circumstances and this will be determined on a project by project basis. The Messenger is freely available and delivered either directly to households or available at local community centres, libraries and selected newsagencies. A wide range of non-electronic medium, such as flyers or posters in local libraries and letters to stakeholders, regularly form part of our community engagement approaches. The approach for each project is tailored to the objectives for the project, stakeholder and community interest and impacts, and understanding what is and is not negotiable.

1. No change. 2. No change. 3. No change. 4. Amend Part 3 to

refer to guidelines.


Page 10 of 28

2. Noted. Reporting on common themes from community engagement regularly forms part of the reporting process. This will continue.

3. Noted. The purpose of the PCP is to provide policy for matters relating to the Local Government Act 1999. Other legislation prescribes what public consultation is required on the matters raised in that legislation. Furthermore the PCP is not to cause conflict with other legislation.

4. Noted. Council will continue to engage the community in a wide range of ways. Council will continue to have regard to best practice community engagement guidelines, such as the Local Government Association of South Australia Community Engagement Framework.

5. Noted. Council members receive briefings and reports that assist them meet their obligations to act as a representative, informed and responsible decision-maker in the interests of its community.

13. CCS YourSay

No name provided

1. Expressed concern over why community need to register to use the YourSay site. 1. Noted. Other methods of lodging a submission on this matter were available to community.

1. No change.

14. CCS YourSay

No name provided

1. Will this new policy allow the public to have their opinions heard before final decisions are made? I ask because the last time I rang to give my opinion about a playground upgrade happening in my area I was told the plan were already set.

1. Council will consider all submissions and deputations in support of any submission may be granted at the discretion of the Presiding Member, unless otherwise prescribed in the relevant legislation.

1. No change.

15. Email Dean Liston

1. To the average person the policy seems to be meaningless repeated, motherhood statements. The policy is worded in bureaucratic terms which are confusing and difficult for the un-initiated to follow.

2. There seems to be no apparent assurance that rate payers actual reaction will get to council, as opposed to management’s screening and then submitting their preferred position.

3. Despite the Council stated intention for regular public consultation on important everyday issues to rate payers, (like making unwanted decisions on wards road speed limits, without real consultation or worse , by ignoring peoples wishes), makes this policy rather hollow.

1. Noted. The existing Draft PCP is open to debate and legal interpretation (notwithstanding its positive intent), leading to uncertainty. The new Draft PCP more clearly articulates the steps Council will take under the Local Government Act 1999 in relation to public consultation. This is intended to create the certainty and clarity following recent court proceedings.

2. Noted. Council members receive briefings and reports that assist them meet their obligations to act as a representative, informed and responsible decision-maker in the interests of its community.

1. No change. 2. Add reference

under the heading “Purpose” to refer to Chapter 2 of the Act regarding Council’s obligations to provide open, responsive and

Page 11 of 28


Decisions on projects will continue to rest with Council.


accountable government.


16. Email Tom Crompton Senior Associate BOTTEN LEVINSON Acting for Coastal Ecology Protection Group Incorporated (CEPG)

1. The CEPG submits that the Draft PCP be amended to include guidance or a threshold for when the discretion in Part 3 will be utilised by reference to the magnitude, impact or effect of a decision. • Suggested that the Draft PCP should expressly recognise the common law

rules of natural justice and procedural fairness that are to be afforded to those impacted by Council’s actions and decision-making, at least as a guide to the discretion to be exercised in decisions under Part 3.

• Suggested that, in recognition of procedural fairness, for those Council decisions which fall into Part 3, absolute discretion is given to the Council or its CEO about whether, and what consultation may be given to its community.

• The actions and decisions that fall into Part 3 of the Draft PCP potentially encompasses an extremely wide range of decisions of potentially high impact and importance on its community. Part 3 of the Draft PCP presently provides no guidance on the exercise of the discretion afforded to its elected members or CEO. The LG Act says that the Council should provide at least some guidance for itself in exercising that discretion.

• The CEPG submits that there must be some recognition in the draft PCP that the community will be consulted on decisions of high impact or significant importance or where a person’s rights, interests, status of legitimate expectations are directly affected by such a decision. Further, we submit that such decisions of such high impact or significant importance should be subject to a specified level of public consultation.

• Our client submits that Part 3 of the draft PCP be amended to recognise that where Council decisions satisfy a specified threshold of impact or importance, or directly affect an individual (or individuals) rights, interests, status or legitimate expectations, they must be subject to some level of

1. Noted. There is no need to amend the policy to recognise the common law rules of natural justice and procedural fairness, as articulated by Botten Levinson, as these are general principles of law that institutions are accountable for including local government. The suggestion to include reference to “decisions of high impact or significant importance” is not appropriate to place in the policy document. The intention of Part 3 is for the CEO to approve additional, or discretionary, consultation steps. There is opportunity to expand the wording of Part 3 to include additional consultation steps and or consultation activities. These additional or discretionary steps and activities enable the CEO or Council to undertake additional consultation where the outcomes and intended amendments may have a material impact on people and further consultation to ensure natural justice and procedural fairness are provided.

2. There is opportunity to expand the wording to include reference to additional discretionary, consultation steps and activities. Chapter 2 of the Local Government Act 1999 and other general principles of law affords this discretion. The idea that everyone who makes a submission needs have the right to be heard is considered

1. Amend Part 3 to refer to additional or discretionary consultation steps and or activities.

2. Amend Part 3 wording to refer to discretionary consultation steps or activities which affords the CEO and or Council that discretion.

3. Amend Part 3 to include principles that may guide council or the CEO in determining if additional discretionary consultation is warranted.

Page 12 of 28

consultation, at least including a right to be heard and to make submissions, which must be considered by the Council in making the relevant decision.

2. The CEPG submits that the Draft PCP be amended to include a requirement which ensures that any amendment to actions or decisions that were originally subject to public consultation, be subject to further consultation to at least those who previously participated. • Suggested that proposals that are the subject of Council decision-making

may alter following initial consultation, and the Council should establish a scheme for guidance about when re-notification or further consultation about a proposal is appropriate. It seems to our client that in many cases, an initial proposal or decision about which the Council has consulted, may be subject to amendment in a way that materially affects the community or those who participated in the original consultation.

• Our client says that it is entirely appropriate to at least recognise in the Draft PCP, that there will be circumstances where a further period of consultation is appropriate.

• Our client therefore strongly submits that the Draft PCP should be amended to expressly recognise a right to further consultation in appropriate circumstances, or at least a right to be heard about any material amendments to Council decisions or actions following initial consultation.

impractical for the purposes of the PCP. The Local Government Act affords people the right to seek a deputation, its discretionary upon the Presiding Member as to whether it be granted. This is considered an effective method to ensure decision makers can gather the information they need to make an informed decision.

17. Email Mark Swann

1. I think that the time limit for consultation on the draft PCP is too short to enable interested parties to consult with legal advisors and others.

2. Expressed concern that the PCP process is a blatant attempt to "push" this through before the State election. The parliament is in "caretaker" mode and the same should apply to local governments.

1. The official timeframe for consultation was Monday 29 January to Friday 2 March 2018, slightly beyond the requirement of one month required under the Local Government Act 1999. One of the Council’s objectives is to have the new policy in place as soon as practicable to address the matters raised in the recent judicial review. Council have many projects and initiatives and thus having a policy framework that reflects the legal parameters made through the recent court decision is highly desirable. Accordingly, we believe the consultation timeframe was sufficient to allow input and will allow Council and the community to work together in an environment of certainty.

2. Local government represents a different level of government to State government and different caretaker modes apply.


18. Email Rob & Sandy Dekker

1. The Draft PCP needs to address its use of the word ‘information.’ Information is power and those who have the power can choose which information is sought, disseminated, withheld, and have control of the inaccuracy or accuracy of the

1. Council is obliged to be open and transparent. 2. The definition of ‘Community” is included in the

Draft PCP to provide clarity.

1. No change. 2. No change. 3. No change.

Page 13 of 28


information. The Draft PCP does not make consideration to limit/control the bias of the Council, its members, the Mayor, or forced directives from the powers that be about the information relating to issues under consultation. It does not include processes whereby the accuracy of the information is guaranteed, that all of the information is disseminated, that information not fitting with Council’s bias is withheld.

2. Which public? Which community? If the council wants to build something in Croydon and asks me for my view on the issue and I don’t live anywhere near Croydon, What’s the point?

3. All outcomes of consultation need to be made transparent, disseminated, and summarise the public consultation process and outcomes.

3. The steps set out in the Draft PCP for Part 2 matters includes the collation and analyse of community contributions and responses, and preparation of a summary report for Council. Following the decision making process, outcomes are communicated through the Charles Sturt Website and Your Say site if relevant.

19. Email Matthew Palmer

1. Suggest “where appropriate” be deleted under “Purpose”. 2. Concern expressed at meaning of “may be elevated to Council”. 3. Concern expressed that community engagement will be limited to publication in

newspapers. It should be a requirement to write to those likely to be affected, and a communications strategy should be developed for each matter.

4. Explain the circumstances for reference in Step 3 to Sections 123, 151 and 156. 5. Copies of submissions should be collated and made publicly available. 6. Part 3 is too vague and gives the CEO too much discretion. 7. The steps are very small in number and detail well short of a comprehensive and

best practice consultation process. An external consultant should be engaged to devise such an important policy and then consult with the community as this will form the basis of all consultation on all matters. The policy does not give any information or include any steps that involve communicating back to those that make submissions. This should be a requirement on Council

8. Step 6 should grant the right of a community member to address Council and should not be at the discretion of the Mayor.

1. Agreed. 2. Noted. Amend the PCP to acknowledge that

Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit.

3. Step 3 outlines the minimum statutory consultation activities prescribed by the Local Government Act 1999, Council will tailor each community engagement approach to the matter and draw on a range of potential consultation activities to suit the project and potential community interests and impacts.

4. These are sections of the Local Government Act 1999 that refer to matters where a public meeting is to be held.

5. Submissions are considered by Council but there is legislation that governs whether or not Council can make submissions publicly available.

6. Agree that improvements can be made to Part 3. 7. Noted. Council will continue to engage the

community in a wide range of ways. Council will continue to have regard to best practice community engagement guidelines, such as the Local Government Association of South Australia Community Engagement Framework.

8. The Local Government Act 1999 provides opportunity for a person to request a deputation.

1. Delete “where appropriate” under “Purpose”.

2. Amend “Roles and Responsibilities”.

3. No change. 4. No change. 5. No change. 6. Amend Part 3 to

include additional or discretionary consultation steps and or consultation activities.

7. Amend Part 3 to refer to Local Framework and IAP2 resources.

8. Amend Part 3 to reference the Community Engagement Approach template and attach to policy as an appendix.

9. No change.

Page 14 of 28

20. Email Christopher Naylor

1. The LGA already has a Consultation and Community Engagement Policy, see attached. Does this not apply to City of Charles Sturt Council staff and councillors?

1. The Local Government At 1999 requires each council to prepare and adopt a PCP.

1. No change.

21. Email Lorimer J Packer

1. I reviewed the Draft PCP as an opportunity for the City of Charles Sturt to show its leadership in this area with project decision making made on the basis of evidence-based facts. Unfortunately, the way the DRAFT is written makes less consultation inevitable with more of the wrong outcomes a consequence. The new draft is an attenuated version of the old Policy giving the CEO more power to decide many things reducing rather than improving Community input.

2. The City of Charles Sturt has had a succession of Community Engagement Co-ordinators, any of whom would be able to formulate a draft that does not reduce the impact of Community Engagement, but could enhance and modernise the process. Primarily, expert advice needs to be received and options based on the factual advice as presented, and then needs to be promulgated to the Community as the basis for consultation.




2. Amend Part 3 to refer to guidelines.

22. Email Peter Schultz (Pedro)

1. Suggested that Justice Blue’s rulings and interpretations based on the Local Government Act 1999 appear to favour more not less consultation. In item 380, it states: “Considered as a whole, the Act evinces a clear policy that Councils consult with their constituents. Section 3 provides that the objects of the Act include encouraging the participation of local communities in the affairs of local government. Section 6 provides that the role of a Council includes acting as an informed and responsible decision-maker in the interests of the community. Section 8 requires a Council to provide open, responsive and accountable government and be responsive to the needs, interests and aspirations of individuals and groups within its community.”

2. I would urge Council to consider withdrawing the current Draft PCP awaiting more and better research by staff before presenting a more inclusive draft for public consultation.

3. Expressed concern at losing the “motherhood statements from the existing PCP. 4. Expressed concern at the loss of the Public Consultation Implementation

Procedure (PCIP) and lack of explanation of “consultation activities”. 5. Expressed concern about the loss of roles of staff and elected members. 6. Expressed concern at the wording of Part 3. 7. The definitions for “Communication” and “Community Engagement” in the

1. Noted. Council has a range of obligations under the Local Government Act 1999 to act as a representative, informed and responsible decision-maker in the interests of the community. Council will continue to have regard to best practice community engagement guidelines, such as the Local Government Association of South Australia Community Engagement Framework.

2. The Draft PCP has been prepared having regard to legal, governance and community engagement expertise and experience. Noted. Make reference to the obligations of Council under “Purpose”.

3. Noted. Refer to 1 above. 4. Noted. Opportunity to add further roles and

responsibilities. 5. Noted. Part 3 amendments are proposed. 6. Noted. Revised definitions are proposed.

1. Add reference, under the heading “Purpose” in the Draft PCP, to Council’s obligations stated in Chapter 2, Local Government Act 1999. Amend Part 3 to refer to guidelines

2. As per 1 above. 3. As per 1 above. 4. Amend “Roles

and Responsibilities”.

5. Amend Part 3 to

Page 15 of 28


existing PCP are more inclusive. refer to additional and discretionary consultation steps and or consultation activities.

6. Amend the definitions for “Communication” and “Community Engagement”.

23. Email Sarah McGrath

1. The City of Charles Sturt has stated that it “…is committed to delivering effective public consultation (community engagement) to identify and understand community concerns and aspirations, build partnerships and encourage an engaged community.” Yet the same flyer states that “Council staff will continue to refer to best practice public consultation guidelines but these will not form part of the PCP”.

2. The flyer states “The draft PCP now clearly aligns to Council’s statutory obligations to engage with the community” yet the draft PCP only delivers the minimal statutory requirement under Section 50 of the Local Government Act (1999).

3. If the Council were absolutely truthful and honest in their obligations to their constituents, rate-payers, residents and business owners, then they would be engaging and solidifying best practice public consultation in the PCP.

4. As it is now at the CEO’s discretion as to whether or not community engagement is elevated to Council, what training and certification does the CEO have with regard to ensuring successful community consultation?

5. There is a complete lack of specifics and technical aspects in the draft PCP. No addressing of metrics (data analysis, collection), sampling of rate-payers and community opinions, follow up and responding to stakeholders, modification of plans based on feedback, evaluation of the council process, (aims, objectives, outcomes all fact and evidence-based on measurable and quantifiable data) and what actions should be taken based on the outcomes.

6. Considered as a whole, the LGA (1999) evinces a clear policy that councils consult with their constituents. Section 3 provides that the objects of the Act include encouraging the participation of local communities in the affairs of local government. Section 6 provides that the role of a council includes acting as an informed and responsible decision-maker in the interest of the community. Section 8 requires a council to provide open, responsive and accountable government and be responsive to the needs, interests and aspirations of


2. The Draft PCP’s purpose is to set out statutory requirements relating to matters under the Local Government Act 1999.

3. Refer to 1 above. 4. Noted. Amend the PCP to acknowledge that

Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit. The CEO will receive advice and proposed community engagement approach documents from Council staff with responsibilities in community engagement and from time to time legal counsel to ensure Council is meeting its broader legal responsibilities.

5. The Draft PCP outlines a seven step process which includes collation and analysis of community contributions and responses and preparation of a report to Council (which the current PCP doesn’t).

6. Noted. Council has a range of obligations under the Local Government Act 1999 to act as a representative, informed and responsible decision-maker in the interests of the community.

1. Amend Part 3 to refer to guidelines.

2. Add reference, under the heading “Purpose” in the Draft PCP, to Council’s obligations stated in Chapter 2, Local Government Act 1999.

3. As per 1 above. 4. Amend “Roles


5. No change. 6. Add reference,

under the heading “Purpose” in the Draft PCP, to Council’s obligations stated in Chapter 2, Local Government Act

Page 16 of 28

individuals and groups within its community. 1999.

24. Email Giulio Ponte

1. I think Council Community Engagement/Consultation needs to be made very transparent. I think the process for any consultation needs to be clear from the beginning of the process, with any questions asked in any consultation surveys and answers received should be made clear to those being consulted how they will be used.

2. There seemed to be an inconsistent approach in the way the community engagement was undertaken in relation to the 40 km/h speed limit change. Some areas were sent flyers and people were directed to complete a survey online, e.g. West Croydon (there may have been a paper survey as well? I cannot recall) and residents seemed to have had enough information to make an informed decision. This was termed the “traditional” consultation method, and a favourable outcome was achieved (that is, a majority of those consulted favoured a 40 km/h speed limit change). Other areas like Grange, Findon and Seaton, I assume were given the same information as West Croydon, but the ‘traditional’ consultation did not yield a favourable outcome for council (that is a majority did not support 40 km/h). So the Council engaged Colmar-Brunton to undertake a second ‘statistical’ survey of residents, which yielded an over whelming support when council included “did not mind either way” as support of the 40km/h. A consistent approach to community engagement is needed.

3. Step 3: Conduct (plan, deliver and manage) consultation activities. Lately the distribution of the free weekly Messengers has been very limited, resulting in limited numbers of people seeing any public notices. So that is not a very inclusive community approach. Secondly, believe it or not, there are older people who still do not have access to the internet or social media, advertising on the two media above, will no doubt miss certain cross sections of the community. So alternative methods of community engagement will need to be proposed to ensure good engagement.

1. The steps set out in the Draft PCP for Part 2 matters includes the collation and analyse of community contributions and responses, and preparation of a summary report for Council (which the current PCP doesn’t). Following the decision making process, outcomes are communicated in the most appropriate manner.

2. Community engagement approaches will differ from project to project because of differing characteristics in terms of socio-economics, geographic area, potential barriers facing communities, the project specifics and the outcomes being sought.

3. Noted. The Local Government Act 1999 requires publication of a notice within the area of the council for matters set out in Table 1 and 2. The local Messenger newspapers are generally considered the preferred option for matters, however use of other newspapers may be appropriate in some circumstances and this will be determined on a project by project basis. The Messenger is freely available and delivered either directly to households or available at local community centres, libraries and selected newsagencies.


25. Email Carol Crossley The Fulcrum People

1. Expressed concern about the lack of guidance on the exercise of the discretion afforded to its elected members or CEO.

2. Surely it is not the intention to oust the ordinary common law rules of procedural fairness.

1. Noted. Amend the PCP to acknowledge that Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit.

2. Noted. There is no need to amend the policy to recognise the common law rules of natural justice and procedural fairness as these are general principles of law that institutions are accountable for including local government. There is opportunity to expand the wording of Part 3 to include additional consultation steps and or consultation activities. These additional or


2. Amend Part 3 to refer to additional or discretionary consultation steps and or activities.

Page 17 of 28


discretionary steps and activities enable the CEO or Council to undertake additional consultation where the outcomes and intended amendments may have a material impact on people and further consultation to ensure natural justice and procedural fairness are provided.

26. Email Louise and Ronald Woodcock

1. We are not satisfied with the new "Consultation" draft. It is less inclusive than the previous version. There would appear to be CEO bias, Staff bias, and lack of genuine opinion.

2. Genuine sampling of ratepayers' opinions, market sampling, and metrics on determining how the Council listens and responds is not mentioned.

3. Genuine engagement and modification of plans based on feedback is needed. This situation has been unsatisfactory for ratepayers for many years and Council has ignored many representations. Many unilateral decisions have been made by Council in the past and it appears this situation continues to frustrate and anger those who are forced to pay rates for actions which do not take into account in any way what ratepayers actually expect from a responsible and representational Council.

1. The PCP has undergone significant scrutiny by the Supreme Court as part of the judicial review for Coast Park. The net result was that the existing PCP was found to be open to debate and legal interpretation (notwithstanding its positive intent), leading to uncertainty. The judicial review found that Council’s Public Consultation Implementation Procedure formed part of its PCP. Council intended the procedure document to be a useful guide that assisted Council and its staff in the planning and implementation of community engagement projects, rather than form part of the policy. Council determined following legal advice that amendment of the policy was the most practicable course of action. The Draft PCP more clearly articulates the steps Council will take under the Local Government Act 1999 in relation to public consultation. This is intended to create the certainty and clarity following the recent proceedings.

2. The steps set out in the Draft PCP for Part 2 matters includes the collation and analyse of community contributions and responses, and preparation of a summary report for Council (which the current PCP doesn’t).

3. Noted. Council has a range of obligations under the Local Government Act 1999 to act as a representative, informed and responsible decision-maker in the interests of the community.

1. No change. 2. No change. 3. Add reference,

under the heading “Purpose” in the Draft PCP, to Council’s obligations stated in Chapter 2, Local Government Act 1999.

4. Include community engagement approach as an Appendix to policy will go some way to addressing these concerns .

27. Email Valerie Wales

1. While I fully understand the need for Council to implement a new Consultation Model, I feel that the Draft is a big step backwards and does the Community a huge disservice. This is community engagement at the lowest possible level and totally at the discretion of the CEO or staff. In my opinion this Draft Policy does not reflect the principles of common justice, and needs reviewing.

1. Noted. There is no need to amend the policy to recognise the common law rules of natural justice and procedural fairness as these are general principles of law that institutions are accountable for including local government. There is opportunity to expand the wording of Part 3 to

1. Amend Part 3 to refer to community engagement guidelines and additional or

Page 18 of 28

refer to community engagement guidelines and include additional consultation steps and or consultation activities. These additional or discretionary steps and activities enable the CEO or Council to undertake additional consultation where the outcomes and intended amendments may have a material impact on people and further consultation to ensure natural justice and procedural fairness are provided.

discretionary consultation steps and or activities.

2. Include principles and the community engagement approach in Part 3

28. Email Jim Douglas

1. I believe the Council existing policy was far more inclusive and democratic than the DRAFT that is out for public comment. I have read the decision of Justice Blue and can see that his concerns were not so much the Policy but more the implementation of the Policy.

2. I am of the view that Council hasn't allowed sufficient time for the community to read and understand the complexities of the draft and how it differs from the existing policy .Far more time should have been allowed and a greater effort should have been made by council to meet with its residents to provide clearer explanations on why Council would propose what it has.

3. The way I am reading the Draft it is difficult to see how it improves the existing policy. Our Council undertook extensive training from Ms Barbara Chappell IAP2 to develop its existing policy and the IAP2 model is what the Local Government Association and the SA Government policy and guidelines are based on. It is an internationally recognised model of engagement and goes through steps of engagement that would involve our Elected Members to eventually empower community, the very thing our Council takes pride in talking about but would fail to put into practice within the Draft.

4. I have serious concerns that the DRAFT empowers the CEO to have too much decision making authority that will bypass the elected members and close off the community from seeking representation through committees and within the Chamber.

1. The PCP has undergone significant scrutiny by the Supreme Court as part of the judicial review for Coast Park. The net result was that the existing PCP was found to be open to debate and legal interpretation (notwithstanding its positive intent), leading to uncertainty. The judicial review found that Council’s Public Consultation Implementation Procedure formed part of its PCP. Council intended the procedure document to be a useful guide that assisted Council and its staff in the planning and implementation of community engagement projects, rather than form part of the policy. Council determined following legal advice that amendment of the policy was the most practicable course of action. The Draft PCP more clearly articulates the steps Council will take under the Local Government Act 1999 in relation to public consultation. This is intended to create the certainty and clarity following the recent proceedings.

2. The official timeframe for consultation was Monday 29 January to Friday 2 March 2018, slightly beyond the requirement of one month required under the Local Government Act 1999. One of the Council’s objectives is to have the new policy in place as soon as practicable to address the matters raised in the recent judicial review. Council have many projects and initiatives and thus having a policy framework that reflects the legal parameters made through the recent court decision is highly desirable. Accordingly, we believe the consultation timeframe was sufficient

1. No change. 2. No change. 3. Add reference in

Part 3 to guidelines.


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to allow input and will allow Council and the community to work together in an environment of certainty.


4. Noted. Amend the PCP to acknowledge that Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit.

29. Email Alan Simpson

1. Based on that review it appears the new Draft PCP is a significant step back from Community Engagement and eschews all the principles that the Council has touted in the past and in previous PCP’s. Does the City of Charles Sturt no longer believe in Inclusiveness, Mutual Respect, Representation, Reaching Out, Shared Responsibility and Continuous Improvement? I recommend that these principles are integrated into the new PCP. The new Draft PCP seems to take as its principles that the Council knows what is best and will make decisions on that basis “the Council will consider community contributions and relevant information prior to making decisions that are in the best interests of the public, however the final decision in all such matters will rest with the Council.”

2. I believe that the Council has missed the target of its review. As noted in the Fact Sheet distributed as part of the package the impetus for the change in the existing policy is stated as “the PCP and Procedure has undergone scrutiny by the Supreme Court regarding the Coast Park Project, where it was found to be open to debate and legal interpretation”. I am surprised by that statement since it is in complete variance to Justice Blue’s comments. A better target would be setting meaningful principles and consultation targets and then working to ensure elected members and staff comply with these consultation targets.

3. Part 2 of the new Draft PCP lays out a list of matters where the Council is required to follow its published PCP. Part 2 covers such matters as the Business Plan, Changes to the Basis of Rating and Community Land Management. These are significant and high impact areas and decisions in these areas will impact many people. There is a list of 7 steps which will be followed in Part 2 of the PCP. These steps need not be approved by Council but are at the discretion of the CEO and it is also a decision of the CEO whether these steps are elevated to Council. It is my belief that the CEO is being granted too much discretion or power to decide in this area. I recommend that this section be reworded to ensure fairness and transparency.

1. Noted. The new policy does not intend that there will be any lowering of the standard of consultation and Council’s intent for open and transparent consultation remains. Council is committed to delivering effective public consultation to identify and understand communities concerns and aspirations, build partnerships and encourage an engaged community. This is enshrined as a requirement of the local government in Chapter 2 of the Local Government 1999 and is something this Council is committed to.

2. Noted. The existing Draft PCP is open to debate and legal interpretation (notwithstanding its positive intent), leading to uncertainty. The new Draft PCP more clearly articulates the steps Council will take under the Local Government Act 1999 in relation to public consultation. This is intended to create the certainty and clarity following recent court proceedings.

3. Noted. There is opportunity to amend the references to Council and or CEO within Steps 1 to 7. There is also opportunity to amend the PCP to acknowledge that Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit.

4. Noted. There is no need to amend the policy to


2. No change. 3. Minor

amendments to Steps 1 to 7.

4. Amend Part 3 to refer to additional or discretionary consultation steps and or activities

5. No change. 6. As per 1 above.

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4. Part 3 of the Draft PCP relates to additional public consultation, at the Council’s discretion, and which would be over and above the minimum requirement of the Act. The Council has clearly moved back from engagement and moved away from all the principles of its previous policy and arguably is moving away from “practising transparent and accountable governance”.

5. It would appear that the CEO is now responsible for the review of the PCP. I would query whether this is good governance. Surely there should be set review periods and the ability for the public to further review and comment in the policy in future and at set times.

6. Reducing and neutering Public Consultation allows decision making to take place away from public involvement, scrutiny and comment and reduces the quality of the decision making process and further separates the Council from its ratepayers.

recognise the common law rules of natural justice and procedural fairness as these are general principles of law that institutions are accountable for including local government. There is opportunity to expand the wording of Part 3 to include additional consultation steps and or consultation activities. These additional or discretionary steps and activities enable the CEO or Council to undertake additional consultation where the outcomes and intended amendments may have a material impact on people and further consultation to ensure natural justice and procedural fairness are provided.

5. The CEO is currently responsible for the regular review of the PCP.

6. Refer to 1 above.

30. Email Geoffrey Reed Chairman WEDGE (Wild Endangered Dunes Group)

1. The Draft PCP has been met with outrage and indignation by our constituents. Despite the carefully constructed weasel words, this is not about putting in place due process, but rather a clandestine attempt at further reducing consultation with ratepayers and our ability to speak out. It is clear to us that this response is a knee jerk response following the Supreme Court action. The Draft PCP is inconsistent with the formal duties and responsibilities (objects) set out in the Local Government Act.

2. We don't presume to be experts on world's best practice regarding consultation and engagement with the community. But the guiding principle behind IAP2 is quite brilliant. (i.e.: that smart, responsible governments actually increase the level of consultation in proportion to sensitivity of the public issue under dispute).

3. The Draft PCP gags dissent and empowers the CEO.



3. Noted. There is also opportunity to amend the PCP to acknowledge that Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit.


2. Amend Part 3 to refer to guidelines, include principles and append the Community Engagement Approach.

3. Add reference, under the heading “Roles and Responsibilities”.

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31. Email Richard Smith On behalf of WACRA

1. We valued the time we spent with staff discussing our questions and major issues, but it is regrettable that little effort has been made by Council to host workshops or other gatherings to explain the need for the changes and answer questions on the substance and consequences of changing the existing policy.

2. The Draft PCP appears from a community perspective to be over-reacting to the Coast Park Supreme Court Judgement by reducing the ability of local stakeholders to contribute, participate and partner in addressing complex issues. WACRA contends that this apparent reduction in democratic processes is counter-productive, and asserts that Council should make abundantly clear the exact nature of any differences between the existing policy and the proposed policy, and explain why this is considered necessary.

3. We note the debate over what a council must and may do but do not agree that the best way forward for any Council is to restrict consultations to only what it must do to meet the statutory requirements of the Local Government Act (LGA) 1999. We understand that other matters, not requiring community consultation by the LGA Act, or other legislation – but still being necessary when a need is clear to Council – or the CEO – will be carried out in ways which are based on Council’s long experience with community consultation, and on Guidelines to staff, presently being developed.

4. Charles Sturt current PCP (PCP), and Public Consultation Implementation Procedures (PCIP), appear diminished in the present draft PCP. The Draft PCP removes much that was worthwhile. WACRA contends that the proposed policy, and the present consultation on it, in fact, does none of this. We look forward to being part of the development of Guidelines which are intended to replace the existing Procedures and will provide necessary detail missing in the current draft.

5. We note that ‘Council will continue to refer to best practice public consultation guidelines…’ Such reference is not at all apparent in the proposed policy. This intention should be realised in the existing consultation around the proposed policy, and in the draft policy itself.

6. WACRA contends that the present consultation processes around the draft policy do not provide all in the community with ‘easy access to the appropriate information’, and that they are far from ones which could ‘build positive relationships between Council and the community, and positions Charles Sturt as an organisation that is providing sound management decisions’. The scope for wider engagement of the community beyond the level of ‘Inform’ appears to be diminished. The Draft focuses on restricted strategies with communication one-way from the Council and one-way communication from the community back to Council in written submissions.

7. The community has benefitted in the recent year from being able to participate vigorously with Council on a number of planned initiatives due to the robust nature of the existing PCP and PCIP. The experience of these consultations is that the model has worked well with lots of back and forth, proper analysis of feedback by staff and consequent modifications of plans voted by elected

1. Council adopted an approach of providing the draft PCP to around 70 key stakeholder groups who were likely to have an interest in the Draft Policy, and a broadcast approach where a wide range of ratepayers were invited to consider the matter.

2. Noted. The existing Draft PCP is open to debate and legal interpretation (notwithstanding its positive intent), leading to uncertainty. The new Draft PCP more clearly articulates the steps Council will take under the Local Government Act 1999 in relation to public consultation. This is intended to create certainty and clarity following recent court proceedings. The main change has been to separate policy from practice. There is opportunity to refer to guidelines in Part 3.

3. The Draft PCP more clearly articulates the steps Council will take under the Local Government Act 1999 in relation to public consultation. This is intended to create the certainty and clarity.

4. Noted. As per 2 above. 5. Council’s legal advice recommended that the PCP

should be a single stand-alone document, and should not cross-reference the PCIP or any other separate document. There is opportunity to refer to guidelines in Part 3.

6. The role of the Draft PCP document is to set out the prescribed public consultation matters, steps and minimum consultation activities, thereby ensuring clear processes.


8. Noted. There is opportunity to amend the PCP to

1. No change. 2. Amend Part 3 to

refer to guidelines.

3. No change. 4. As per 2 above. 5. As per 2 above. 6. No change. 7. Add reference,

under the heading “Purpose” in the Draft PCP, to Council’s obligations stated in Chapter 2, Local Government Act 1999.

8. Add “Roles and Responsibilities”.

9. As per 2 above. 10. No change. 11. Amend Part 3 to

refer to additional or discretionary consultation steps and or activities, include principles and append the Community Engagement Approach..

12. No change. 13. Refer to 9 above. 14. As per 8 above. 15. As per 2 above. 16. No change. 17. No change. 18. No change.

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members as a result of proper community consultations. This process was fruitful democracy in action.

8. Several of the roles previously spread between stakeholders, including elected members, are now given to the CEO. WACRA is concerned that the existing policy spelling out roles of elected members has been deleted. It is a significant part of normal checks and balances in a democratic system that elected members represent their constituents in the broader Council. They are a vital conduit between individuals and the elected decision-makers. To deny them a specific set of roles and responsibilities seems to concentrate all power in the CEO who may or may not be interested to further debates and discussions in a wider community context on issues of interest to the Council’s community, whether or not those issues be of direct and clear interest to the community, or of a contentious nature.

9. The Draft PCP has also taken out some major parts of the existing PCP, including reducing its Scope, cutting out the Policy Statement, Principles, Level of Engagement and responsibilities of Council Members. The Draft PCP now confines itself purely to items mandated to be consulted on by the LGA Act 1999.

10. The proposed policy also states it will conform to consultation required by other legislation. This begs the question of who will decide which legislation allows community consultation – or recommends it – or provides the ‘rules of the game’ around council activities that ratepayers and residents might wish to be consulted about. The proposed policy would be significantly more informative, and useful, to the community if some of the possibilities covered by this idea were provided, together with an indication of who will, in fact, decide whether community consultation will occur, and how it will be implemented.

11. WACRA notes that the draft PCP continues its minimalist stance in providing no information about how Council intends to make decisions about, and execute, public consultations that are not required by any legislation, or to build faith with the community that it will enter into full consultations of the kind necessary if some of the intentions set out under Relevant Community Plan Outcomes noted at the top of the draft policy are to be realised.

12. WACRA understands the need for Council to respond constructively to Justice Blue’s Supreme Court Judgement on the Coast Path in relation to the public consultation methods employed. By our reading, the judgement does not criticise the City of Charles Sturt existing PCP. It finds against Council due to the problems of implementing and interpreting parts of Council’s own policy. It does not say explicitly that the policy itself was wrong.

13. WACRA does not believe that the draft policy provides clear definition of all the ‘steps ….considered [by the community] to be necessary before making the relevant decision’. We are not reassured that the Draft PCP protects the roles of the community as a partner in engagement. In particular, there is some alarm at the draft policy’s removal of the sections contained in the existing policy on Principles and a Policy Statement affirming of community participation and

acknowledge that Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit.


10. Public consultation prescribed by other legislation must be undertaken in accordance with that legislation (for example Amendments to Development Plans must be undertaken in accordance with Sections 24 and 25 of the Development Act 1993).

11. Noted. There is no need to amend the policy to recognise the common law rules of natural justice and procedural fairness as these are general principles of law that institutions are accountable for including local government. There is opportunity to expand the wording of Part 3 to include additional consultation steps and or consultation activities. These additional or discretionary steps and activities enable the CEO or Council to undertake additional consultation where the outcomes and intended amendments may have a material impact on people and further consultation to ensure natural justice and procedural fairness are provided.

12. Refer to 2 above. Council determined following legal advice that amendment of the policy was the most practicable course of action.

13. Refer to 9 above. 14. Noted. There is also opportunity to amend the

PCP to acknowledge that Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit.

15. Council will continue to draw on internal practice and wider best practice, including the Community Engagement Framework development by the Local Government Association of SA. There is

19. No change. 20. No change. 21. No change. 22. No change.

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deliberation, partnering, and good governance. 14. WACRA considers that the proposed policy should ensure that the outcomes of

community engagement/consultation processes are given appropriately strong consideration in the CEO’s decision-making, along with input from Council staff and elected members.

15. WACRA contends that both the PCP and its Guidelines should be available for community comment side-by-side – because they both determine the nature of community engagement. We are reassured by verbal assurance provide by Council staff that concurrent development of the PCP and its Guidelines. will, as far as possible, be pursued.

16. The draft PCP calls for ‘relevant review and evaluation of this policy’, but makes no mention of someone/some group responsible for monitoring, evaluating and reviewing individual community engagement plans, and project learnings and outcomes, i.e. what actually happened, not just the policy itself.

17. WACRA contends that the degree of impact and political sensitivity of changing the existing PCP is greater than the level of ‘Consult’. It seems to us to be more one of contrasting expectations, multiple issues that need to be resolved, with no clear way forward, and is of political interest affecting democratic processes of the whole Charles Sturt community, which would make the formal level closer to ‘Involve’, or ‘Collaborate’. Hence the current public consultation level of engagement on the draft PCP is set lower than appropriate.

18. WACRA contends that it is in the community’s and Council’s interests for the present community engagement on the draft PCP to be increased in both timeline, and in generosity of level.

19. WACRA has appreciated being included in face-to-face meetings with senior council staff to discuss our concerns after we raised them with the CEO.

20. We recommend that Council: 1. revisit the legal advice it received, with a view to amending the Draft to become more inclusive. 2. provide evidence in the draft policy, and/or the related Guidelines, that its authors have compared and contrasted this important document with advice from the Local Government Association and equivalent public consultation policies of other Councils. This would ensure that the rationale for the new Charles Sturt policy has been tested against peers and make it more likely that new directions are fully justifiable. WACRA has been informed by the CEO that the March 2nd deadline for submissions provides for a week longer than the prescribed four-week period for this consultation. WACRA contends that the matter of defining how a council will consult with its community, towards best practical outcomes for community and Council is one of a level of complexity that requires that the timeline and the processes involved are generous. This is far from the case at present. If Council chooses to continue with the present Draft PCP, then, given that this complex issue could require more time, WACRA recommends that Council:

opportunity to refer to guidelines in Part 3. 16. Council will continue to review and evaluate its

policies and practices. 17. The proposed level of engagement of “Consult”

has been selected given the: • Single issue nature of the matter; • Moderate degree of impact on the

community; and • Clear way forward.

18. The official timeframe for consultation was Monday 29 January to Friday 2 March 2018, slightly beyond the requirement of one month required under the Local Government Act 1999. Council are working to have the new policy in place as soon as practicable to address the matters raised in the recent judicial review. Council have many projects and initiatives that we consult on and thus having a policy framework that reflects the legal parameters made through the recent court decision is highly desirable. Accordingly, we believe the consultation timeframe and approach was sufficient to allow input and will adoption of the policy will allow Council and the community to work together in an environment of certainty.

19. Noted. 20. Noted and address in above responses. 21. Elected Members have been briefed in relation to

the draft PCP and public consultation on the PCP. 22. Noted.

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3. provide and advertise widely an extension of at least another month to allow time for open community information meetings and further staff research. The experience of the extra month of library consultation allowed both the staff to follow their plan and to let the word of mouth get around the community. Extending the existing consultation period by at least a month more could make a big difference to the final outcome of the present public consultation, and the nature and practical and democratic usefulness of a new PCP. Failing this, council should provide evidence of the risk analysis (as required by the existing PCIP) that has demonstrated probable likelihood that it would be vulnerable to legal challenges to consultations carried out under its existing PCP in that extra consultation period i.e. evidence of the need for the present haste. 4. provide a level of community engagement that at least approaches ‘Involve’/’Collaborate’. We urge Council staff to amend the current Draft PCP, based on more comprehensive and better-informed research. This would include incorporating statements about community participation objectives found in Chapter 2 of the Local Government Act. We believe this would result in a more inclusive and generous Draft policy, accompanied by a draft set of relevant Guidelines, both for concurrent public consultation of a timeline and level appropriate to this matter.

21. WACRA urge Council to provide elected members with clear briefings of community concerns about this policy before they are asked to approve any final Draft, that information being provided in a timeline and set of processes appropriate to ensuring that elected members are as fully informed as practically possible.

22. Note: Lionel Edwards, President, Residents of Inner North-West Adelaide Incorporated (RINWAI) has endorsed WACRA’s submission.

32. Email Richard Smith

1. Expressed concern that the material did not provide anywhere near enough information about the reasons for revising the existing PCP ahead of the time when it was due for review. The information did not inform me of the detail of the significant differences between the existing PCP and the draft PCP; or give clear indications of how the resultant changes to the PCP would benefit both Council, its ratepayers and other citizens living and working within the Council boundaries. The ‘Community Engagement Approach for the revision of the PCP’ contains information about the reasons for renewing the PCP that were not available to me as a member of the community.

2. Council’s existing Public Consultation Implementation Procedures (PCIP) require, among other things, that during community engagement at the level of ‘Consult’. The existing PCIP provides suggestions to Council about the activities it should carry out in an engagement at the level of ‘consult’. The present consultation provided very few of the activities listed under ‘consult’.

3. The present consultation should be extended by several weeks and, further,

1. Noted. Different levels of information were available to community with links to the website and Your Say site and staff contact details enabling further information to be sourced and queries to be answered.

2. The proposed level of engagement of “Consult” was selected given the: • Single issue nature of the matter; • Moderate degree of impact on the

community; and • Clear way forward. The existing PCIP was considered in the development of the community engagement approach.

3. The official timeframe for consultation was


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should become one in which the community is more properly ‘consulted’ using, especially, more of the strategies for discursive and engaging consultation set out in the existing PCIP.

Monday 29 January to Friday 2 March 2018, slightly beyond the requirement of one month required under the Local Government Act 1999. Council are working to have the new policy in place as soon as practicable to address the matters raised in the recent judicial review. Council have many projects and initiatives that we consult on and thus having a policy framework that reflects the legal parameters made through the recent court decision is highly desirable. Accordingly, we believe the consultation timeframe and approach was sufficient to allow input and will adoption of the policy will allow Council and the community to work together in an environment of certainty.

33. Email Kirsten Alexander

1. I urge you not to adopt the policy as proposed, and to adopt the following amendments to it (as a minimum). Retain the use of the IAP2 Model in the policy. The IAP2 model, which I believe to be the "best practice public consultation guidelines" referred to on your website (yet not adopted in the draft policy), is an excellent model that allows good risk management of the consultation process by allowing it to be scaled up or down to suit the needs of a project. I would recommend this model being referenced in the policy (as I believe it was previously). By requiring Council to decide on the appropriate level of consultation, the local knowledge and understanding of Elected Members is harnessed to the best advantage, avoiding expensive re-work by adopting the most appropriate form of consultation up front on a project. As projects progress, there is more and more time and money spent on them. The importance of genuine and early community feedback on a proposal cannot be understated.

2. Ensure that Council must authorise the proposed community engagement approach, not the CEO, particularly on major projects.

3. As Council heads towards the next local government elections, the adoption of a policy that essentially takes Elected Members out of the picture in terms of crucial decisions over public consultation would be a very "courageous decision". I would urge all Elected Members to consider this in the light of their responsibilities under the Local Government Act. It seems to me that the proposed policy is in conflict with the provisions of the Act (and certainly with its intent!).

4. Ensure that a range of consultation strategies are used to promote engagement with the community, including the use of social media and of community reference groups.

5. It is unusual to see a metropolitan Council not using social media as part of its

1. Noted. Council will continue to engage the community in a wide range of ways. Council will continue to have regard to best practice community engagement guidelines, such as the Local Government Association of South Australia Community Engagement Framework. There is opportunity to refer to guidelines under Part 3.

2. Noted. There is opportunity to amend the PCP to acknowledge that Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit.


4. The intent of the Draft PCP is to state the statutory requirements regarding public consultation, however each community engagement approach will select additional

1. Amend Part 3 to refer to guidelines and the IAP2 resources, include principles and append the Community Engagement Approach.



4. As per 1 above. 5. No change.

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consultation strategy, and the use of community or project reference groups is something that at one time saw the City of Charles Sturt leading the way in community engagement. The draft policy does not appear to recognise the value of using alternate consultation strategies, and instead adopts a "bare minimum" statutory approach, which is unlikely to be successful on major projects or on controversial proposals. Elected Members I am sure would want to maximise their engagement with their community, not to minimise it.

relevant consultation strategies ranging from social media, letterbox drops, workshops, surveys, YourSay online forums, corflute street signs, community open days, and the like. The wide variety of strategies are known to the community engagement staff within Council and Part 3 will reference guidelines as well.

5. Council actively uses social media and more than 1,500 interactions occurred using Council’s social media during the PCP consultation period.

34. Email Lynn Walsh

1. I appreciate the opportunity to make a range of comments regarding the draft policy proposals. With the limited information made available to me as a rate payer, I am unclear why it is necessary to review the policy at this stage. I have found it difficult to identify how the changes proposed are of any significant advantage to residents during any anticipated consultative process.

2. There appears to be significant shift to give power to the CEO rather than with the Councillors elected to represent the wards within the City of Charles Sturt, or to the residents themselves. It is unclear how the voice of residents will be given appropriate and reasonable consideration or application during the process.

3. The methodology to disseminate unbiased information to residents so that they can fully understand the matter under anticipated consultation is not articulated in other than a check list.

4. Will the views of residents be collated and shared on web pages? Will responses and explanations be forthcoming in the public domain?

5. Comparison of the draft policy for the City of Charles Sturt with consultative policies and procedures in other Cities/Councils in the metropolitan are not particularly positive. In comparison to the current policy of the City of Charles Sturt, the draft appears to restrict/limit consultation to a greater degree. This draft appears to be cobbled together under pressure.

6. I feel strongly that the consultative period for this draft should be extended with open opportunity for amendments and restricting to be incorporated. Perhaps a 6 week period would provide adequate time to consider this complex matter.

1. Noted. The PCP has undergone significant scrutiny by the Supreme Court as part of the judicial review for Coast Park. The net result was that the existing PCP was found to be open to debate and legal interpretation (notwithstanding its positive intent), leading to uncertainty. The judicial review found that Council’s Public Consultation Implementation Procedure formed part of its PCP. Council intended the procedure document to be a useful guide that assisted Council and its staff in the planning and implementation of community engagement projects, rather than form part of the policy. Council determined following legal advice that amendment of the policy was the most practicable course of action.

2. Noted. There is opportunity to amend the PCP to acknowledge that Council is the elected body charged with responsibility for making decisions. Council may delegate or call a matter to come before Council as it sees fit.

3. Different levels of information were available to community with links to the website and YourSay site and staff contact details enabling further information to be sourced and queries to be answered.

4. The steps set out in the Draft PCP for Part 2 matters includes the collation and analyse of community contributions and responses, and preparation of a summary report for Council. Following the decision making process, outcomes are documented and communicated.

1. No change. 2. Amend “Roles


3. No change. 4. No change. 5. No change. 6. No change.

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5. In 2017 the existing PCP underwent significant scrutiny by the Supreme Court as part of the judicial review for Coast Park. The net result was that the existing PCP was found to be open to debate and legal interpretation leading to uncertainty. Council determined following legal advice that amendment of the policy was the most practicable course of action. It is likely that other Councils in SA will revise their PCP in light of this recent landmark determination.

6. The official timeframe for consultation was Monday 29 January to Friday 2 March 2018, slightly beyond the requirement of one month required under the Local Government Act 1999. Council are working to have the new policy in place as soon as practicable to address the matters raised in the recent judicial review. Council have many projects and initiatives that we consult on and thus having a policy framework that reflects the legal parameters made through the recent court decision is highly desirable. Accordingly, we believe the consultation timeframe and approach was sufficient to allow input and will adoption of the policy will allow Council and the community to work together in an environment of certainty.

35. Mail Pip Elias 1. Expressed concern that consultation does not appear to reach the residents affected by changes (e.g. we have only been consulted on speed limit changes and hard rubbish removal). How can council improve on a facility that is, for the most part, non-existent.

2. Expressed concern that the material did not provide enough information about policy changes proposed.

1. The PCP aims to clarify where public consultation is prescribed under the Local Government Act 1999.

2. Noted. Different levels of information were available to community with links to the website and Your Say site and staff contact details enabling further information to be sourced and queries to be answered.


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APPENDIX B Appendix B consists of 12 pages.

TRIM Ref City of Charles Sturt 72 Woodville Road, Woodville, South Australia 5011 T 08 8408 1111 F 08 8408 1122 www.charlessturt.sa.gov.au

Public Consultation Policy

Reference Number: 4.3

Type: Council

Category: Safety and Community

Relevant Community Plan Outcome: Our Community - A strong and connected community

Create opportunities for community leadership and civic participation.

Educate and regulate to enable a safe and healthy environment.

Our Liveability - A liveable City of great places



Our Leadership - A leading & transformational Local Government organisation


Practise transparent and accountable governance.

Responsible Officer(s): Community Engagement Coordinator

First Issued/Approved: March 2000

Minutes Reference: TBA

Last Reviewed: May 2018November 2017

Next Review Due: May January 2020

Applicable Legislation: Local Government Act 1999

Related Policies: Nil

1. Purpose

The purpose of this policy is to articulate the steps that Council intends taking under the Local Government Act 1999 (the Act) in relation to public consultation (referred to in this Policy as community engagement). This pPolicy only applies to matters relating to the Act. Accordingly, public consultation prescribed by other legislation will be undertaken in accordance with that legislation rather than this policy. Under Chapter 2 of the Act outlines principles to be observed by a council, which include to provide open, responsive and accountable government. A a council is established to provide for the governance and management of its area at the local level and, in particular:

(a) to act as a representative, informed and responsible decision-maker in the interests of its community; and

(b) to provide and co-ordinate various public services and facilities and to develop its community and resources in a socially just and ecologically sustainable manner; and

(c) to encourage and develop initiatives within its community for improving the quality of life of the community; and

(d) to represent the interests of its community to the wider community; and

(e) to exercise, perform and discharge the powers, functions and duties of local government under this and other Acts in relation to the area for which it is constituted.

More particularly, Section 8 of the Act outlines establishes Principles to be observed by a council in the performance of its roles and function including but not limited to:

provide open, responsive and accountable government;

be responsive to the needs, interests and aspirations of individuals and groups within its community;

seek to facilitate sustainable development and the protection of the environment and to ensure a proper balance within its community between economic, social, environmental and cultural considerations; and

seek to provide services, facilities and programs that are adequate and appropriate and seek to ensure equitable access to its services, facilities and programs.

Where appropriate, This pPolicy will guide Council with the planning, delivery and evaluation of community engagement will consider community contributions and relevant information prior to making decisions that are in the best interestson behalf of the public under the Act. however the final decision in all such matters will rest with the Council. The Council recognises that consultation can result in diverse views being expressed in relation to a particular matter or proposal. that is the subject of consultation and iIn all these cases, the Council will consider all relevant facts and circumstances, weighing and balancing competing considerations were necessary, presented on balance and in line with Section 8 Act before making a determination. The final decision in matters will rest with the Council.

2. Scope of the Policy

This policy will apply to public consultation processes required or undertaken under the Act.

3. Roles and Responsibilities This policy applies to Council members, staff, contractors, and agents or consultants with authority to act on behalf of Council in the delivery of community engagement activities for the Council. Council is the elected body charged with responsibility for making decisions under the Act on behalf of the community. Under specific circumstances Council may delegate decision making to Council officers; or Council may override a delegation and call a matter to come before Council as and when it sees fit. The Chief Executive Officer (CEO) is responsible for causing the implementation and review of this Policy, reporting outcomes of consultations and review(s) to Council.

Approvaluthorisation of the community engagement approach associated with a matter where required. At

the discretion of the CEO, approvaluthorisation of the community engagement approach may be elevated to

Council.

Implementation of consultation initiatives in accordance with this policy.

Reporting to Council on the outcomes of these consultation initiatives as a means of informing decision making.

Regular review and evaluation of this policy, achieved through critical reflection and ongoing learning.

Generral Managers and Managers are responsible for ensuring their staff comply with this Policy.

Managers and staff that have Community Engagement Responsibilities are to provide advice and assistance, and keep the Policy visible and readily accessible.

4. Local Government Act 1999 Requirements Chapter 2 of the Act outlines principles to be observed by a council, which include to provide open, responsive and accountable government.

SMore particularly, section 50 of the Act requires that a council must prepare and adopt a public consultation policy, which may be altered from time to time or substituted with a new policy.

Elsewhere, the Act makes reference to public consultation in various sections.

In some cases, the Act prescribes that public consultation be undertaken in accordance with the minimum requirements of the Act. Refer Part 1 below.

In other cases, the Act prescribes that public consultation be undertaken in accordance with Council’s public consultation policy. Refer Part 2 below.

In other cases, the Act does not require that public consultation be undertaken.

Part 1: Council decisions where the Act prescribes specific public consultation requirements The matters listed below require Council to follow the public consultation steps prescribed in the relevant parts of the Act. Refer Table 1.

Table 1: Matters requiring public consultation in accordance with the Act

Matter Act Section reference

Representative Reviews Section 12

Status of a council/change of names Section 13

Commercial Activities – Prudential Requirements Section 48

Public Consultation Policy Section 50

Strategic Management Plans Section 122(6)

Applying to vary certain trusts Section 141

Conversion of Private Road to Public Road Section 210

Impounding of vehicles Section 237

Passing By-laws Section 249

Policies on Orders Section 259

Stormwater Management Plans Schedule 1A, Clause 16(2)(c)

In relation to matters set out in Table 1 these situations, the Council will comply with its legislative obligations under the Act. Part 2: Council decisions where the Act requires that Council follow its Public Consultation Policy The matters listed below require Council to follow public consultation steps prescribed in the Council’s Public Consultation Policy. Refer Table 2.

Table 2: Matters requiring public consultation in accordance with Council’s Public Consultation Policy

Matter Section reference

Principal Office – Opening hours Section 45(3)

Code of Practice – Access to meetings and documents Section 92(5)(b)

Annual Business Plan Section 123(3) and (4)

Changes to Basis of Rating Section 151(5),(7) and (8)

Rating – Differential Rates Section 156(14a) and (14d)

Community Land – Revocation of Classification Section 194(2)(b)

Community Land – Adoption of a Management Plans Section 197(1)

Community Land – Amendment or Revocation of a Management Plan Section 198 (2)

Community Land – Alienation by lease or licence Section 202(2)

Roads – Permits restricting access or for use or activity requiring public consultation under regulations

Section 223

Trees – Planting trees and vegetation that may have a significant impact on residents, the proprietors of nearby businesses or advertisers in the area

Section 232

In relation to matters set out in Table 2,these situations, the Council will consult in accordance with the steps outlined set out below , together with any other requirements under the Act.

Step 1: Prepare a document that outlines the proposed community engagement approach in relation to the matter having regard to the requirements of the Act and public consultation policy.

Step 2: Obtain approvaluthorisation of the proposed community engagement approach from the Council or CEO. At the discretion of the CEO the approvaluthorisation of the community engagement approach may be elevated to Council or the Council may request the community engagement approach be brought before it.

Step 3: Conduct (plan, deliver and manage) consultation activities in accordance with the approved community engagement approach that will inform and seek the views of its community. The consultation activities will provide for, at least the following:

1) The publication of a notice:

i. in a newspaper or newspapers circulating within the area of the council, such as the Westside Weekly Messenger, or Portside Messenger, or The City Messenger, or in some cases two or all three of these; and

i.ii. the City of Charles Sturt website or on anothersuch other website as may be

determined by the CEO, such as ‘Your Say Charles Sturt’ the City of Charles Sturt website describing the matter under consideration and inviting interested persons to make submissions in relation to the matter it within a period (which must be at least one month in relation to matters prescribed in Section 50(6) or at least 21 calendar days for all other matters prescribed under the Act) stated in the notice; and

2) Copies of the proposal being made available for inspection and purchase at the council’s principal office and available for inspection on the City of Charles Sturt website or a website determined by the CEO, such as the ‘Your Say Charles Sturt’ website determined by the CEO.

3) The consideration by the council of any submissions made in response to an invitation made in response to sub-step (1) above; and

4) Implementation of any other public consultation requirements (if any) prescribed in the relevant parts of the Act.

5) In addition to sub-steps (1) to (4) above; in circumstances where Council is conducting a public consultation process to which Sections 123(4)(a), 151(7)(a) and (b), and 156(14d)(a) of the Act apply, inviting interested persons to attend a public meeting held at least 21 calendar days after publication of the notice regarding that meeting.

Step 4: At the conclusion of the public consultation activities, responsible staff will Ccollate and analyse community contributions and responses to the extent necessary in the circumstances.

Step 5: Responsible staff will then Pprepare a report for Council which:

Summarises the public consultation process and outcomes;

Presents information in the broader context of the matter under consideration; and

Makes recommendations for Council to consider when deciding on the matter, and is included on the agenda of the relevant Council meeting.

Step 6: Council members will consider the report and recommendation(s) and decide on the matter. The right of a member of the community to address Council by way of deputation in support of any submission may be granted at the discretion of the Mayor or Presiding Member as per the applicable meeting procedure, unless otherwise prescribed in the relevant legislation.

Step 7: Following the decision making process, communicate the decision on the Charles Sturt website and/or a website determined by the CEO, such as the ‘Your Say Charles Sturt’ website.

Part 3: Additional public consultation at the Council’s discretion

For matters that fall under Part 1 or Part 2 of this Policy, and in relation to other Council decisions made in accordance with the Act where the Act does not require public consultation, Council or CEO may, on a case-by-case basis, determine in its absolute discretion to undertake consultation over and above the minimum requirements of the Act.

Further, Council or the CEO, may conduct public consultation activities in relation to other Council decisions where the Act does not expressly require public consultation.

For example, additional or discretionary consultation may be appropriate for a project or matter which, in the opinion of the Council or CEO:

involves significant expenditure on large scale capital works;

is of economic, social, environmental or cultural importance;

is, or is likely to be, of significant community interest;

is likely to be enhanced through engagement with the community. In these situations, it will be a matter for the Council or CEO to approve additional, or discretionary, consultation steps and or consultation activities. Where it has been determined to undertake additional or discretionary consultation steps and or consultation activities, the Council or CEO may have regard to:

to guidance materials for public consultation, such as the Local Government Association of South Australia Community Engagement Framework, to assist in determining what additional steps or activities will be undertaken. and the International Association for Public Participation (IAP2) resources; and

The Community Engagement Approach template attached at Appendix 1.

For the avoidance of doubt, there is no obligation on the Council or CEO to undertake, or to consider whether or not to undertake, any additional or discretionary consultation steps or consultation activities in matters covered by this Part 3 and, further, any additional steps or activities adopted or carried out under this Part 3 are not steps that Council is following under section 50(2)(b) of the Act..

5. Definitions Key terms and acronyms that are referred to in the policy are defined in Table 3.

Table 3: Definitions

Key Term – Acronym Definition

Communication The imparting or exchange of information between the Council and the community to produce greater understanding.

Community A general term for the people who live, work, study, own property, conduct private or government business, visit or use the services, facilities and public spaces and places of the City of Charles Sturt. The community are often referred to as “stakeholders” in the affairs of Council. A community may be a geographic location (community of place), a community of similar interest (community of interest), or a community of affiliation or identity (such as industry or sporting club).

Community Engagement Public Consultation

Public consultation involves providing information and opportunities for community input to inform the decision maker. Public consultation is important in the successful development of acceptable policies and decisions in government, the private sector and the community. A planned process with the specific purpose of working with community that has an interest in a decision or proposal, or may be directly or indirectly affected by a decision.

In the context of this policy, the term “community engagement” is synonymous with the term “public consultation’.

Community Engagement Approach

A document that articulates the community engagement approach and process for a specific matter, sometimes also referred to as a Community Engagement Plan.

Consultation The process of obtaining feedback on a matter that can be understood and used to inform decision makers.

Council Means the elected member body representing the City of Charles Sturt community or Council staff operating under delegated authority to act on behalf of Council. It also includes contractors and consultants with the authority to act on behalf of Council.

CEO Refers to the Chief Executive Officer of the City of Charles Sturt and includes a person acting in the office of the chief executive officer.

Engagement A generic term to describe the broad range of interactions between Council and the community. Engagement can include a variety of approaches, such as communication, and consultation.

Policy Refers to this Public Consultation Policy.

Public Refer to the definition for “Community”.

Stakeholder An individual, group of individuals or agency/organisation that has an interest in a decision or proposal, or may be directly or indirectly affected by a decision that has been made or is being proposed.

The Act Means the Local Government Act 1999, as amended from time to time.

6. Appendices

APPENDIX 1 – Community Engagement Approach Template

APPENDIX 1 Community Engagement Approach Template

TEMPLATE

Template Only – this template may be used to assist plan for additional consultation activities under Part 3 of Council’s Public Consultation Policy

Community Engagement Approach for (Add Project Name)

May 2018

Contact: Georgina House, Community Engagement Coordinator 8408 1364, [email protected]

mailto:[email protected]

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1. Purpose and Objectives State the purpose and objectives of the Community Engagement Approach, which is to outline the proposed community engagement approach in relation to a specific project (matter) having regard to the requirements of the Local Government Act 1999 and Council’s Public Consultation Policy.

2. Project Background Set the context and background to the project and community engagement.

3. Consultation Scope Outline the scope of the consultation including aspects of the project that are negotiable and non-negotiable. In other words develop a clear understanding of the aspects the community may be in a position to influence. Examples of non-negotiables might relate to State Government funding parameters, need to comply with legislation or a pre-determined timeframe.

4. Communities of Interest Identify the stakeholders and broader communities of interest for the project. A stakeholder may be an individual, group of individuals or agency/organisation that has an interest in a decision or proposal, or may be directly or indirectly affected by a decision or proposal. A community of interest may be a geographic locality (community of place); a community of similar interest (community of interest); or a community of affiliation or identity (such as industry group, sporting club, resident action group, cultural group or language-based group) who may be interested in or affected by a project. Consider the need to seek out the interests of ‘hard to reach’ sectors in our community who experience barriers to participation or remain unheard on a project or issue that may affect them. Examples include youth, socially-disadvantaged, Aboriginal and Torres Strait Islander representatives, and non-English speaking residents.

5. Planning Community Engagement The consultation steps and activities will be planned and tailored to best suit the project having regard to guidance materials for public consultation, such as the Local Government Association of South Australia Community Engagement Framework and International Association for Public Participation (IAP2) resources. The consultation steps and activities selected will vary from project to project according to:

Project context and background (project history, previous community engagement, and project goal);

Community context within which the project sits (social and political context, level of community interest); and

Project parameters (project scale, legislative requirements, budget, timeline and resources available).

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There will be times when available timelines, legislation, policy or budget may dictate the consultation steps and activities selected. In such cases the approach should clearly state which consultation steps and activities meet the consultation requirements of the Local Government Act 1999 and PCP, and which form additional non-legislated steps. Levels of Engagement The Local Government Association of South Australia Community Engagement Framework and International Association for Public Participation (IAP2) provide information about the five ascending levels of engagement including: inform, consult, involve, collaborate and empower. The level “empower” will not be considered as one of the levels of public engagement for the purposes of the Public Consultation Policy under the Local Government Act 1999. The Act empowers an elected Council in South Australia to make policy, strategic and budget decisions on behalf of its community, and delegations for decision making cannot be provided to the public. Reasoning for the level of engagement selected may relate to one or more of the following: The “inform” level of engagement:

Single issue nature of the matter.

Minor degree of complexity across a localised or broad community of interest.

Low degree of impact on the community.

Clear process forward.

Routine, “like for like”, replacement of existing assets. The “consult” level of engagement:

Single issue or a few issues involved in the matter.

Multiple issues within a localised community.

Moderate degree of complexity across a localised or broad community of interest.

Moderate degree of impact on the community.

Clear process forward or clear options for the way forward. The “involve” level of engagement:

Multiple issues involved in the matter.

Divided community views.

Moderate or high degree of impact on the community.

Moderate or high political interest.

Clear options for the way forward or no clear way forward. The “collaborate” level of engagement:

Council partnering with a key stakeholder. For example: rebuild of a sporting club, or master planning a specific place or main street.

Communication and Engagement Techniques and Promotions The communication and engagement techniques and promotions listed below, whilst not intended to be all-encompassing, provide a wide variety of activities for consideration when Council’s Managers and staff design and tailor a community engagement approach for a specific project.

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Not all techniques are valid for all projects. Some techniques are useful when the purpose of a project is to generate new ideas; other techniques are useful when presenting and comparing options; some are useful when consulting with a defined geographic area; and others work well when trying to consult ‘hard to reach’ sectors in our community. Communication Techniques and Promotions Engagement Techniques and Promotions

Print Media Techniques

CCS Column in the Messenger Newspaper

Public Notice in the Messenger Newspaper or other newspaper

Insert or Article in Messenger Newspaper

Article in CCS Kaleidoscope Magazine Social Media Techniques

CCS Facebook

CCS Twitter

CCS Instagram

CCS Snapchat

CCS Linked In Online Techniques

City of Charles Sturt website

City of Charles Sturt social media platforms

City of Charles Sturt's e-Newsletter Diamond Bytes

Your Say Charles Sturt

Newsletter to Your Say Charles Sturt registered participants (includes over 1,900 registered participants)

Video Public Display Techniques

Corflute Sign in project area

Charles Sturt Banner in project area

Display in CCS Libraries

Display in CCS Community Centres

Display in Civic Centre Internal Street

Display in local shopping centre

Travelling Display

Poster

Flyer Other Communication Techniques

Letter Box Drop / Mail Out

Email

Insert in Rates Notice

Fact Sheet

Frequently Asked Questions

Online Engagement Techniques

Your Say Charles Sturt engagement - open to the general community

Survey of CCS E-Panel (an advisory panel of 800 members which provides Council with a geographically and demographically representative community across the eight Wards)

Online Survey – open to the general community

Story Telling Forum

Ideas Generation Forum

Livestream Meeting

Livestream Q & A Session

SMS / Text Messages Conventional Engagement Techniques

Survey - hardcopy, telephone or face to face

Door Knocking

Interview - individual or small group

Written Submission

Stakeholder Briefing

Stakeholder Meeting

Community Workshop

Focus Group

Involvement in a regular meeting of existing local group

Advisory or Reference Group

Mediation / Negotiation

Public Meeting

Contact number for further information and questions

Council Deputation Other Engagement Techniques

Community Open Day

Community Event Activity

Marketplace Activity

Expo Activity

Street-corner Meeting

Kitchen Table Meeting

Site Visit, Local Area Walkabout or Field Trip

Shop Front/Project Office in project area

World Café

Design Charrette / Enquiry by Design

Open Space Technology

Fish Bowl

Future Search Conference

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6. Reporting on Community Engagement Outline how the community engagement process and feedback will be captured; analysed, summarised, and reported on. Following the decision making process, community will be informed and the feedback loop closed.

7. Budget Outline the resources required to plan, deliver and report on the community engagement for this project. Resources may include administration costs, public advertisement costs, printing costs, banner or corflute sign production and installation costs, venue hire, event running costs, consultant services, and the like. Consultation will generally increase in line with project complexity and associated costs need to have regard to budget constraints associated with the project.

8. Timeframe Provide an outline of the timeframe for planning, delivering and reporting on the community engagement for the project. The time required to successfully plan, implement and report on an engagement project is generally proportionate with project complexity. Some consultation techniques will require a greater time commitment from staff in order to deliver them successfully. The consultation approach needs to fit within the overall timeframe associated with the project.

9. Risk Management Consider risks associated with the community engagement and plan to minimise and mitigate the impacts. Potential risks include:

Balancing individual views with broader community views.

Community satisfaction.

Failing to understand community sentiments on a project.

Impacts associated with project delays.

Media interest.

Reputational risks.

10. Approval of the Community Engagement Approach Seek Council or CEO approval for the community engagement approach.



APPENDIX C Appendix C consists of 11 pages.


Public Consultation Policy

Reference Number: 4.3

Type: Council

Category: Safety and Community

Relevant Community Plan Outcome: Our Community - A strong and connected community

Create opportunities for community leadership and civic participation.

Educate and regulate to enable a safe and healthy environment.

Our Liveability - A liveable City of great places



Our Leadership - A leading & transformational Local Government organisation


Practise transparent and accountable governance.

Responsible Officer: Community Engagement Coordinator

First Issued/Approved: March 2000

Minutes Reference: TBA

Last Reviewed: May 2018

Next Review Due: May 2020

Applicable Legislation: Local Government Act 1999

Related Policies: Nil

1. Purpose

The purpose of this policy is to articulate the steps that Council intends taking under the Local Government Act 1999 (the Act) in relation to public consultation (referred to in this Policy as community engagement). This Policy only applies to matters relating to the Act. Accordingly, public consultation prescribed by other legislation will be undertaken in accordance with that legislation. Under Chapter 2 of the Act a council is established to provide for the governance and management of its area at the local level and, in particular:

(a) to act as a representative, informed and responsible decision-maker in the interests of its community; and

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(b) to provide and co-ordinate various public services and facilities and to develop its community and resources in a socially just and ecologically sustainable manner; and

(c) to encourage and develop initiatives within its community for improving the quality of life of the community; and

(d) to represent the interests of its community to the wider community; and (e) to exercise, perform and discharge the powers, functions and duties of local government under this

and other Acts in relation to the area for which it is constituted. More particularly, Section 8 of the Act establishes Principles to be observed by a council in the performance of its roles and function including but not limited to:

provide open, responsive and accountable government;

be responsive to the needs, interests and aspirations of individuals and groups within its community;

seek to facilitate sustainable development and the protection of the environment and to ensure a proper balance within its community between economic, social, environmental and cultural considerations; and

seek to provide services, facilities and programs that are adequate and appropriate and seek to ensure equitable access to its services, facilities and programs.

This Policy will guide Council with the planning, delivery and evaluation of community engagement prior to making decisions under the Act. The Council recognises that consultation can result in diverse views being expressed in relation to a particular matter or proposal. In all cases, the Council will consider all relevant facts and circumstances, weighing and balancing competing considerations were necessary, before making a determination. The final decision in matters will rest with the Council.

2. Scope of the Policy

This policy will apply to public consultation processes required or undertaken under the Act.

3. Roles and Responsibilities This policy applies to Council, staff, contractors, and agents or consultants with authority to act on behalf of Council in the delivery of community engagement activities for the Council. Council is the elected body charged with responsibility for making decisions under the Act on behalf of the community. Under specific circumstances Council may delegate decision making to Council officers; or Council may override a delegation and call a matter to come before Council as and when it sees fit. The Chief Executive Officer (CEO) is responsible for causing the implementation and review of this Policy, reporting outcomes of consultations and review(s) to Council. General Managers and Managers are responsible for ensuring their staff comply with this Policy. Managers and staff that have Community Engagement Responsibilities are to provide advice and assistance, and keep the Policy visible and readily accessible.

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4. Local Government Act 1999 Section 50 of the Act requires that a council must prepare and adopt a public consultation policy, which may be altered from time to time or substituted with a new policy. Elsewhere, the Act makes reference to public consultation in various sections. In some cases, the Act prescribes that public consultation be undertaken in accordance with the minimum requirements of the Act. Refer Part 1 below. In other cases, the Act prescribes that public consultation be undertaken in accordance with Council’s public consultation policy. Refer Part 2 below. In other cases, the Act does not require that public consultation be undertaken. Part 1: Council decisions where the Act prescribes specific public consultation requirements The matters listed below require Council to follow the public consultation steps prescribed in the relevant parts of the Act. Refer Table 1. Table 1: Matters requiring public consultation in accordance with the Act

Matter Act Section reference

Representative Reviews Section 12

Status of a council/change of names Section 13

Commercial Activities – Prudential Requirements Section 48

Public Consultation Policy Section 50

Strategic Management Plans Section 122(6)

Applying to vary certain trusts Section 141

Conversion of Private Road to Public Road Section 210

Impounding of vehicles Section 237

Passing By-laws Section 249

Policies on Orders Section 259

Stormwater Management Plans Schedule 1A, Clause 16(2)(c)

In relation to matters set out in Table 1, the Council will comply with its legislative obligations under the Act. Part 2: Council decisions where the Act requires that Council follow its Public Consultation Policy The matters listed below require Council to follow public consultation steps prescribed in the Council’s Public Consultation Policy. Refer Table 2.

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Table 2: Matters requiring public consultation in accordance with Council’s Public Consultation Policy

Matter Section reference

Principal Office – Opening hours Section 45(3)

Code of Practice – Access to meetings and documents Section 92(5)(b)

Annual Business Plan Section 123(3) and (4)

Changes to Basis of Rating Section 151(5),(7) and (8)

Rating – Differential Rates Section 156(14a) and (14d)

Community Land – Revocation of Classification Section 194(2)(b)

Community Land – Adoption of a Management Plans Section 197(1)

Community Land – Amendment or Revocation of a Management Plan Section 198 (2)

Community Land – Alienation by lease or licence Section 202(2)

Roads – Permits restricting access or for use or activity requiring public consultation under regulations

Section 223

Trees – Planting trees and vegetation that may have a significant impact on residents, the proprietors of nearby businesses or advertisers in the area

Section 232

In relation to matters set out in Table 2, the Council will consult in accordance with the steps set out below, together with any other requirements under the Act.

Step 1: Prepare a document that outlines the proposed community engagement approach in relation to

the matter having regard to the requirements of the Act and public consultation policy. Step 2: Obtain approval of the proposed community engagement approach from the Council or CEO. At

the discretion of the CEO the approval of the community engagement approach may be elevated to Council or the Council may request the community engagement approach be brought before it.

Step 3: Conduct (plan, deliver and manage) consultation activities in accordance with the approved

community engagement approach. The consultation activities will provide for, at least the following:

1) The publication of a notice:

i. in a newspaper or newspapers circulating within the area of the council, such as the Westside Weekly Messenger, or Portside Messenger, or The City Messenger, or in some cases two or all three of these; and

ii. the City of Charles Sturt website or such other website as may be determined by

the CEO, such as ‘Your Say Charles Sturt’ describing the matter under consideration and inviting interested persons to make submissions in relation to it within a period (which must be at least 21 calendar days) stated in the notice; and

2) Copies of the proposal being made available for inspection and purchase at the council’s

principal office and available for inspection on the City of Charles Sturt website or a website determined by the CEO, such as the ‘Your Say Charles Sturt’ website

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3) The consideration by the council of any submissions made in response to an invitation made in response to sub-step (1) above; and

4) Implementation of any other public consultation requirements (if any) prescribed in the

relevant parts of the Act. 5) In addition to sub-steps (1) to (4) above; in circumstances where Council is conducting a

public consultation process to which Sections 123(4)(a), 151(7)(a) and (b), and 156(14d)(a) of the Act apply, inviting interested persons to attend a public meeting held at least 21 calendar days after publication of the notice regarding that meeting.

Step 4: At the conclusion of the public consultation activities, responsible staff will collate and analyse

community contributions and responses to the extent necessary in the circumstances. Step 5: Responsible staff will then prepare a report which:

Summarises the public consultation process and outcomes; Presents information in the broader context of the matter under consideration; and Makes recommendations for Council to consider when deciding on the matter

Step 6: Council will consider the report and recommendation(s) and decide on the matter. The right of

a member of the community to address Council by way of deputation in support of any submission may be granted at the discretion of the Presiding Member as per the applicable meeting procedure, unless otherwise prescribed in the relevant legislation.

Step 7: Following the decision making process, communicate the decision on the Charles Sturt website

and/or a website determined by the CEO, such as the ‘Your Say Charles Sturt’ website. Part 3: Additional public consultation at the Council’s discretion

For matters that fall under Part 1 or Part 2 of this Policy, Council or CEO may, on a case-by-case basis, determine in its discretion to undertake consultation over and above the minimum requirements.

Further, Council or the CEO, may conduct public consultation activities in relation to other Council decisions where the Act does not expressly require public consultation.

For example, additional or discretionary consultation may be appropriate for a project or matter which, in the opinion of the Council or CEO:

involves significant expenditure on large scale capital works;

is of economic, social, environmental or cultural importance;

is, or is likely to be, of significant community interest;

is likely to be enhanced through engagement with the community. Where it has been determined to undertake additional or discretionary consultation the Council or CEO may have regard to:

Guidance materials for public consultation, such as the Local Government Association of South Australia Community Engagement Framework, and the International Association for Public Participation (IAP2) resources; and

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The Community Engagement Approach template attached at Appendix 1. For the avoidance of doubt, there is no obligation on the Council or CEO to undertake, or to consider whether or not to undertake, any additional or discretionary consultation steps or consultation activities in matters covered by this Part 3 and, further, any additional steps or activities adopted or carried out under this Part 3 are not steps that Council is following under section 50(2)(b) of the Act.

5. Definitions Key terms and acronyms that are referred to in the policy are defined in Table 3.

Table 3: Definitions

Key Term – Acronym Definition

Communication The imparting or exchange of information between the Council and the community to produce greater understanding.

Community A general term for the people who live, work, study, own property, conduct private or government business, visit or use the services, facilities and public spaces and places of the City of Charles Sturt. The community are often referred to as “stakeholders” in the affairs of Council. A community may be a geographic location (community of place), a community of similar interest (community of interest), or a community of affiliation or identity (such as industry or sporting club).

Public Consultation Public consultation involves providing information and opportunities for community input to inform the decision maker. Public consultation is important in the successful development of acceptable policies and decisions in government, the private sector and the community. In the context of this policy, the term “community engagement” is synonymous with the term “public consultation’.

Community Engagement Approach

A document that articulates the community engagement approach and process for a specific matter, sometimes also referred to as a Community Engagement Plan.

Council Means the elected member body representing the City of Charles Sturt community (and includes a delegate)

CEO Refers to the Chief Executive Officer of the City of Charles Sturt and includes a person acting in the office of the chief executive officer.

Engagement A generic term to describe the broad range of interactions between Council and the community. Engagement can include a variety of approaches, such as communication, and consultation.

Policy Refers to this Public Consultation Policy.

Public Refer to the definition for “Community”.

Stakeholder An individual, group of individuals or agency/organisation that has an interest in a decision or proposal, or may be directly or indirectly affected by a decision that has been made or is being proposed.

The Act Means the Local Government Act 1999, as amended from time to time.

6. Appendices

APPENDIX 1 – Community Engagement Approach Template

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Community Engagement Approach Template 18/XXX City of Charles Sturt 72 Woodville Road, Woodville, South Australia 5011 T 08 8408 1111 F 08 8408 1122 www.charlessturt.sa.gov.au

APPENDIX 1 Community Engagement Approach Template

TEMPLATE

Template Only – this template may be used to assist plan for additional consultation activities under Part 3 of Council’s Public Consultation Policy


May 2018



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1. Purpose and Objectives State the purpose and objectives of the Community Engagement Approach, which is to outline the proposed community engagement approach in relation to a specific project (matter) having regard to the requirements of the Local Government Act 1999 and Council’s Public Consultation Policy.

2. Project Background Set the context and background to the project and community engagement.

3. Consultation Scope Outline the scope of the consultation including aspects of the project that are negotiable and non-negotiable. In other words develop a clear understanding of the aspects the community may be in a position to influence. Examples of non-negotiables might relate to State Government funding parameters, need to comply with legislation or a pre-determined timeframe.

4. Communities of Interest Identify the stakeholders and broader communities of interest for the project. A stakeholder may be an individual, group of individuals or agency/organisation that has an interest in a decision or proposal, or may be directly or indirectly affected by a decision or proposal. A community of interest may be a geographic locality (community of place); a community of similar interest (community of interest); or a community of affiliation or identity (such as industry group, sporting club, resident action group, cultural group or language-based group) who may be interested in or affected by a project. Consider the need to seek out the interests of ‘hard to reach’ sectors in our community who experience barriers to participation or remain unheard on a project or issue that may affect them. Examples include youth, socially-disadvantaged, Aboriginal and Torres Strait Islander representatives, and non-English speaking residents.

5. Planning Community Engagement The consultation steps and activities will be planned and tailored to best suit the project having regard to guidance materials for public consultation, such as the Local Government Association of South Australia Community Engagement Framework and International Association for Public Participation (IAP2) resources. The consultation steps and activities selected will vary from project to project according to:

Project context and background (project history, previous community engagement, and project goal);

Community context within which the project sits (social and political context, level of community interest); and

Project parameters (project scale, legislative requirements, budget, timeline and resources available).

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There will be times when available timelines, legislation, policy or budget may dictate the consultation steps and activities selected. In such cases the approach should clearly state which consultation steps and activities meet the consultation requirements of the Local Government Act 1999 and PCP, and which form additional non-legislated steps. Levels of Engagement The Local Government Association of South Australia Community Engagement Framework and International Association for Public Participation (IAP2) provide information about the five ascending levels of engagement including: inform, consult, involve, collaborate and empower. The level “empower” will not be considered as one of the levels of public engagement for the purposes of the Public Consultation Policy under the Local Government Act 1999. The Act empowers an elected Council in South Australia to make policy, strategic and budget decisions on behalf of its community, and delegations for decision making cannot be provided to the public. Reasoning for the level of engagement selected may relate to one or more of the following: The “inform” level of engagement:

Single issue nature of the matter.

Minor degree of complexity across a localised or broad community of interest.

Low degree of impact on the community.

Clear process forward.

Routine, “like for like”, replacement of existing assets. The “consult” level of engagement:

Single issue or a few issues involved in the matter.

Multiple issues within a localised community.

Moderate degree of complexity across a localised or broad community of interest.

Moderate degree of impact on the community.

Clear process forward or clear options for the way forward. The “involve” level of engagement:

Multiple issues involved in the matter.

Divided community views.

Moderate or high degree of impact on the community.

Moderate or high political interest.

Clear options for the way forward or no clear way forward. The “collaborate” level of engagement:

Council partnering with a key stakeholder. For example: rebuild of a sporting club, or master planning a specific place or main street.

Communication and Engagement Techniques and Promotions The communication and engagement techniques and promotions listed below, whilst not intended to be all-encompassing, provide a wide variety of activities for consideration when Council’s Managers and staff design and tailor a community engagement approach for a specific project.

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Not all techniques are valid for all projects. Some techniques are useful when the purpose of a project is to generate new ideas; other techniques are useful when presenting and comparing options; some are useful when consulting with a defined geographic area; and others work well when trying to consult ‘hard to reach’ sectors in our community. Communication Techniques and Promotions Engagement Techniques and Promotions

Print Media Techniques

CCS Column in the Messenger Newspaper

Public Notice in the Messenger Newspaper or other newspaper

Insert or Article in Messenger Newspaper

Article in CCS Kaleidoscope Magazine Social Media Techniques

CCS Facebook

CCS Twitter

CCS Instagram

CCS Snapchat

CCS Linked In Online Techniques

City of Charles Sturt website

City of Charles Sturt social media platforms

City of Charles Sturt's e-Newsletter Diamond Bytes

Your Say Charles Sturt

Newsletter to Your Say Charles Sturt registered participants (includes over 1,900 registered participants)

Video Public Display Techniques

Corflute Sign in project area

Charles Sturt Banner in project area

Display in CCS Libraries

Display in CCS Community Centres

Display in Civic Centre Internal Street

Display in local shopping centre

Travelling Display

Poster

Flyer Other Communication Techniques

Letter Box Drop / Mail Out

Email

Insert in Rates Notice

Fact Sheet

Frequently Asked Questions

Online Engagement Techniques

Your Say Charles Sturt engagement - open to the general community

Survey of CCS E-Panel (an advisory panel of 800 members which provides Council with a geographically and demographically representative community across the eight Wards)

Online Survey – open to the general community

Story Telling Forum

Ideas Generation Forum

Livestream Meeting

Livestream Q & A Session

SMS / Text Messages Conventional Engagement Techniques

Survey - hardcopy, telephone or face to face

Door Knocking

Interview - individual or small group

Written Submission

Stakeholder Briefing

Stakeholder Meeting

Community Workshop

Focus Group

Involvement in a regular meeting of existing local group

Advisory or Reference Group

Mediation / Negotiation

Public Meeting

Contact number for further information and questions

Council Deputation Other Engagement Techniques

Community Open Day

Community Event Activity

Marketplace Activity

Expo Activity

Street-corner Meeting

Kitchen Table Meeting

Site Visit, Local Area Walkabout or Field Trip

Shop Front/Project Office in project area

World Café

Design Charrette / Enquiry by Design

Open Space Technology

Fish Bowl

Future Search Conference

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6. Reporting on Community Engagement Outline how the community engagement process and feedback will be captured; analysed, summarised, and reported on. Following the decision making process, community will be informed and the feedback loop closed.

7. Budget Outline the resources required to plan, deliver and report on the community engagement for this project. Resources may include administration costs, public advertisement costs, printing costs, banner or corflute sign production and installation costs, venue hire, event running costs, consultant services, and the like. Consultation will generally increase in line with project complexity and associated costs need to have regard to budget constraints associated with the project.

8. Timeframe Provide an outline of the timeframe for planning, delivering and reporting on the community engagement for the project. The time required to successfully plan, implement and report on an engagement project is generally proportionate with project complexity. Some consultation techniques will require a greater time commitment from staff in order to deliver them successfully. The consultation approach needs to fit within the overall timeframe associated with the project.

9. Risk Management Consider risks associated with the community engagement and plan to minimise and mitigate the impacts. Potential risks include:

Balancing individual views with broader community views.

Community satisfaction.

Failing to understand community sentiments on a project.

Impacts associated with project delays.

Media interest.

Reputational risks.

10. Approval of the Community Engagement Approach Seek Council or CEO approval for the community engagement approach.



APPENDIX D Appendix D consists of 7 pages.

1

Community Engagement Approach for the Revision of the Public Consultation Policy

May 2018



Community Engagement Approach for the Revision of the Public Consultation Policy Consultation Purpose & Scope The purpose of this Community Engagement Approach is to articulate the process and measures that will be undertaken to ensure our community, stakeholders and Elected Members are appropriately informed and engaged in relation to the intent to replace the existing Public Consultation Policy (PCP) and Public Consultation Implementation Procedure (PCIP) with a new PCP. Under the Local Government Act 1999 Part 5, Section 50(2) - Public Consultation Policies, Council is required to prepare and adopt a public consultation policy that;

“(a) must set out steps that the council will follow in cases where this Act requires that a council must follow its public consultation policy; and (b) may set out steps that the council will follow in other cases involving council decision-making. A council may from time to time alter its public consultation policy, or substitute a new policy” (Section 50(5) of the Act.

The engagement techniques referenced in this Community Engagement Approach are consistent with Council’s PCP and PCIP. Background The recent judicial review of Council’s coast park decisions of April 2016 and January 2017 found that Council had failed to comply with its PCP which incorporates both the PCP and the PCIP as determined by Justice Blue. This is despite extensive coast park community engagement being undertaken over several years. What has become clear is that Council had, over time, complicated its PCP by including a requirement for other projects and issues that involve Council decision making being linked to the PCP (as per Section 50(2)(b) above). As a consequence these other projects and issues became bound to a level of legal obligation to consult consistent with the policy. Council’s policy had also, over time, sought to adopt a framework by which Council or the CEO would endorse the level of community engagement. The level of engagement was determined based on the complexity of the issue or project to be consulted on and the opinion of staff in making recommendations to Council in accordance with the policy. None of this is required under the Act. Further to this a PCIP formed part of the Policy and, while not required under the Act, had been given legal status as it includes some of the mandatory requirements required in a PCP and was therefore deemed to form part of the PCP. The net result of this is a PCP where Council’s compliance is open to debate and legal interpretation. This has added uncertainty and complexity. In light of this it is considered prudent to amend the policy for future public consultation activities to create certainty around the process. As a result, a new draft PCP was prepared and endorsed by Council on 11 December 2017 for the purposes of public consultation. Public consultation on the draft PCP occurred in January to March 2018 with thirty five (35) public submissions received and four (4) deputations heard on 9 April 2018. Further to this Council

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held an Elected Member workshop on 30 April 2018 to consider all of the information and discuss key points and concerns. The draft PCP has been amended through the course of public consultation and the Elected Members workshop, and the policy has been further reviewed by Council’s legal counsel and Barrister to ensure clarity of language and legislative compliance. These changes, while not fundamental, do bring into question whether re-consultation is required. It is recommended this occur to ensure compliance with our existing PCP. Accordingly, this community engagement approach outlines a proposed second round of public consultation on the draft Public Consultation Policy. Project Negotiables and Non-negotiables / Community Influence Council will receive community feedback on the draft PCP and consider the merit of community suggestions prior to finalising the PCP. It is important that the PCP meets Council’s obligations as set out under the Local Government Act 1999. Legislative Requirements Under the Local Government Act 1999 Part 5, Section 50(6), before a council adopts, alters or substitutes a public consultation policy the council must:

“(c) prepare a document that sets out its proposal in relation to the matter; and (d) publish in a newspaper circulating within the area of the council a notice of the proposal

inviting interested persons to make submissions on the proposal within a period (which must be at least one month) stated in the notice; and

(e) consider any submissions made in response to an invitation under paragraph (d).”

The Council must also follow the steps set out in its existing PCP and PCIP. Objectives The objectives of this Community Engagement Approach are to ensure: • That our Charles Sturt community has easy access to the appropriate information. • That our Charles Sturt community is given opportunities to provide feedback. • That the process builds positive relationships between Council and the community, and positions

Charles Sturt as an organisation that is providing sound management decisions. • That information is provided to the Charles Sturt community of the decision and reasoning for the

decision. Engagement Catchment Area / Key Stakeholders All people who reside in, own property in, and do business in the City of Charles Sturt form the community of interest for this project. General communications methods such as Council’s website, Your Say site and social media platforms; notices in local newspapers; Port Road banners; and display at Council facilities will work to inform the general community. The employment of multiple communications methods will work to raise awareness of the consultation process on the PCP across the engagement catchment area. Key stakeholders with an interest in this matter include: • Mayor and Elected Members. • Adjoining Councils and any relevant agencies.

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• Local business and resident groups known to Council. • Stakeholders who lodged written submissions and gave deputations following the earlier round of public

consultation. Budget The resources required to plan, deliver and report on the public consultation of the proposed PCP include the following: Resource Requirement Budget Estimate Internal administration costs associated with drafting the PCP and preparation of associated key messages and documents

Covered by recurrent operational budget

Legal advice at preparation stage, and legal advice at consideration of written submissions stage

$5,000

Notice in the Westside Weekly, Portside and The City Messengers (3 newspapers)

$1,500

Use of City of Charles Sturt website, Charles Sturt YourSay site, and City of Charles Sturt’s social media platforms

Covered by recurrent operational budget

Printing of PCP and fact sheet and distribution to civic centre, libraries and community centres and key stakeholders (e.g. local resident and business groups)

$500

Charles Sturt Banners on Port Road $600 Total $7,600 Level of Engagement Consistent with Council’s existing PCP and PCIP, the proposed level of engagement is “Consult”. The “consult” level of engagement has been determined given the: • Single issue nature of the matter and subsequent minor degree of complexity. • Moderate degree of impact on the community - community interest and impact is likely to focus on

the extent to which councils should engage their community. • Broad community interest in the matter and given the matter applies to the whole council area. Approval Responsibilities In accordance with Council’s Public Consultation Policy and Public Consultation Implementation Procedure, the CEO is responsible for approving consultations with the engagement level of “Consult”, the CEO may choose to elevate this responsibility to Council or Council may override the delegation and call a matter to come before Council as and when it sees fit. Techniques and Promotions The following communication and engagement techniques and promotions are proposed.

• Westside Weekly Messenger, Portside Messenger Newspaper, and The City Messenger Newspaper. • City of Charles Sturt website. • City of Charles Sturt social media platforms. • Charles Sturt Your Say site. • Charles Sturt Banners on Port Road. • Fact sheet. • Letters to key stakeholders attaching the draft PCP (refer to Appendix A for the list of stakeholders).

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• Letters to stakeholders who lodged written submissions and gave deputations following the earlier round of

public consultation. • Invitation to prepare a written submission.

Scope of Engagement The scope for community engagement includes the following steps:

Step Title Description 1 Prepare

Approach Prepare a community engagement approach in relation to the matter.

2 Authorise Approach

Obtain authorisation of the community engagement approach.

3 Undertake Community Engagement

Plan, deliver and manage engagement activities that will: • Inform the community of the intent to replace the existing

Public Consultation Policy (PCP) and Public Consultation Implementation Procedure (PCIP) with a new PCP; and

• Invite submissions on the proposed new PCP. The engagement activities include the following minimum statutory requirements under the Local Government Act 1999 and existing PCP; and additional engagement activities beyond the Act and PCP. Minimum statutory requirements under the Act and PCP

• Prepare a document (proposed PCP) that sets out the proposal in relation to the matter.

• Make the proposed PCP document available for inspection and for purchase.

• Publish, in the Westside Weekly Messenger Newspaper, Portside Messenger Newspaper and The City Messenger Newspaper, a notice of the proposal inviting interested persons to make submissions on the proposal within a period (which must be at least one month) stated in the notice.

• Information about the project and its progress on Council’s website and made available at Council’s facilities.

• Invite written submissions to Council. • A report that summarises consultation feedback and

outcomes. Additional engagement activities

• Provide information and resources on the City of Charles Sturt’s social media platforms.

• Provide information and consultation opportunity on the Charles Sturt Your Say site, including a call out for residents to join a project mailing list.

• Make available a fact sheet at the Civic Centre, libraries and community centres.

• Send letters to key stakeholders (refer to Appendix A for the list of stakeholders) raising awareness of the proposal.

• Send letters to stakeholders who lodged written submissions and deputations following the earlier round of public consultation.

• Charles Sturt Banners on Port Road.

4 Consider Submissions

Consider written submissions received.

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5 Prepare Report Prepare a report for Council which:

• Summarises the community engagement process and outcomes; • Presents information in the broader context of the matter; and • Makes recommendations for Council to consider when deciding

on the matter.

6 Council Decision Council members will consider the report and recommendation(s) and decide on the matter. The right of a member of the community to address Council by way of deputation in support of any written submission may be granted at the discretion of the Mayor.

7 Communicate Decision

Following the decision making process, communicate a summary of consultation feedback and the decision on the City of Charles Sturt website, City of Charles Sturt social media sites, via traditional media and Charles Sturt Your Say site.

Timeframe The timeframe for the scope of Engagement is outlined below.

Step Title Timing 1 Prepare Approach

May 2018

2 Authorise Approach

May 2018

3 Undertake Community Engagement Late May/early June – end June/early July 2018 (minimum one month)

4 Consider Submissions June/July 2018 5 Prepare Report July 2018 6 Council Decision

July/August 2018

7 Communicate Decision

August 2018

Risk Management The key issues and risks for Council if a community engagement approach is not delivered, or not delivered well, include:

• Potential loss of reputation. • Potential complaints to Customer Contact. • Potential negative stories in local media. • Political upset if stakeholders and community are ill-informed. • A lack of understanding and awareness of the proposal. • Impacts associated with project delays.

This community engagement approach aims to mitigate and or manage any risks that may arise during the community engagement process.

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Appendix A: Key stakeholders to receive a letter, fact sheet and draft PCP during the PCP consultation period Key stakeholders have been selected having regard to Council’s existing consultation policy and procedure. Under our existing Public Consultation Implementation Procedure (PCIP) stakeholders are described as ”someone who may have an in interest in, or may be affected by, the project or issue under consideration.” Given the PCIP’s description of stakeholders, interested stakeholders are considered to be stakeholders with an interest in how Council governs and how Council consults, including advocacy and lobby groups. Relevant stakeholders will receive a letter including the fact sheet and draft PCP at the outset of the engagement period.

• The Mayor and Elected Members • Bowden Residents Action Group • Cheltenham Park Residents Association Inc • Friends of West Lakes Group • Gibson Street Traffic Group • Henley & Grange Dunecare • Henley and Grange Historical Society Inc • Henley Beach Business Association • Henley, Grange & West Beach Greening Group • Hindmarsh Greening Group • Hindmarsh Historical Society Inc • Hindmarsh Residents Association • Historical Society of Woodville Inc • Kilkenny Gorilla Art Group • Lakespeace Inc • Linear West Residents Committee • Residents of Inner North-West Adelaide Inc • Rosetta Street Greening • Sandpiper Dunes Care Group • Semaphore Park Coastcare Group • St Clair Reserve Residents Association • Tennyson Dunes Group • The Coastal Ecology Protection Group Inc ( CEPG) • The Wild Endangered Dunes Group (WEDGE) • West Beach Trust • Western Adelaide Coastal Residents Association (WACRA) • Western Business Leaders Executive • Westside BUG • Woodville Business Association • Relevant organisations that hold a lease or licence over Council land • Adjoining Councils • Relevant Government Departments and Agencies • Local Government Association • Stakeholders who lodged written submissions and gave deputations following the earlier round of public

consultation.

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6.44 REQUEST FOR LEAVE OF ABSENCE ‐ COUNCILLOR TURELLI (B35)

Brief

A request has been received from Councillor Turelli formally seeking leave of absence from attending Council and Committee meetings for a period of 2 weeks.

Recommendation

That leave of absence is granted to Councillor Turelli from Sunday 27 May 2018 to Sunday 10 June 2018 inclusive.

Status This report relates to or impacts upon the following Community Plan Objectives 2016‐2027. Our Leadership ‐ A leading & transformational Local Government organisation


Code of Practice of Meeting Procedures Relevant statutory provisions are:

Local Government Act 1999 Report A request has been received from Councillor Turelli formally seeking leave of absence from attending Council and Committee meetings during the period Sunday 27 May 2018 to Sunday 10 June 2018 inclusive.


REQUEST FOR LEAVE OF ABSENCE ‐ COUNCILLOR TURELLI Item 6.44 Continued This request is made in accordance with Clause 3.3 of the Code of Practice for Meeting Procedures which states: 3.3 Attendees, Apologies and Absences

If a Member expects to be late or be absent from a meeting the Presiding Member or relevant Council Officer is to be advised. Contact details for the officer will be included on the front of the Council and Committee agendas. At the discretion of the Council Member, they may seek a leave of absence if they are unable to undertake Council business for a period of one week or more. However, members must seek leave of absence if they intend being absent for three or more consecutive ordinary meetings of the Council.

Financial and Resource Implications There are no financial or resource implications. Customer Service and Community Implications There are no customer service or community implications. Environmental Implications There are no environmental implications. Community Engagement/Consultation (including with community, Council members and staff) There is no requirement for Community engagement or consultation. Risk Management/Legislative Implications There are no risk management or legislative implications. Conclusion It is recommended that Councillor Turelli is granted his leave of absence during the period Sunday 27 May 2018 to Sunday 10 June 2018 inclusive. Appendices Nil


TO: Council FROM: Chief Executive Officer DATE: 14 May 2018

6.45 DISCRETIONARY WARD ALLOWANCE – CONSIDERATION OF APPLICATIONS (B35)

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.

Recommendation

1. That the Discretionary Ward Allowance application for Flinders Park

Football Club for $5,000.00 be approved / not approved. 2. That the Discretionary Ward Allowance application for The Maltese Guild

of SA Inc for $5,000.00 be approved / not approved. 3. That the Discretionary Ward Allowance application for Seaton High School

Flexible Learning Options Programme for $2,150.00 be approved / not approved.

4. That the Discretionary Ward Allowance application for the South

Australian Volleyball Association be:

a) Approved for $2,310.00, being the remaining ward balance for Grange (Supported Cr Scheffler and Cr Tullio);

b) Approved for the full application amount of $5,000.00, made up of $2,310.00 from Grange ward and $2,690.00 from another ward/s that wish to support the application (also supported by Cr Scheffler and Cr Tullio).

c) Not Approved.


DISCRETIONARY WARD ALLOWANCE – CONSIDERATION OF APPLICATIONS Item 6.45 Continued Status This report relates to or impacts upon the following Community Plan Objectives 2016‐2027. Our Community ‐ A strong and connected community Provide accessible social infrastructure and services that engage our diverse

community.

Capitalise on partnerships, build community resilience and sense of belonging.

Create opportunities for community leadership and civic participation. Our Leadership ‐ A leading & transformational Local Government organisation



Discretionary Ward Allowance Policy Relevant statutory provisions are:

Nil Background Council provide discretionary funds to assist eligible not‐for‐profit organisations and the community sector who are seeking support for programs, projects, activities and events that address identified community priorities, building local capacity, strengthening social diversity and enhancing the health and wellbeing of residents in the City of Charles Sturt. The establishment and operation of the Discretionary Ward Allowance (DWA) is derived from Council’s powers under Section 137 of the Local Government Act 1999. Report Four applications were finalised and supported by Councillors, following assessment during the period of 17 April 2018 – 7 May 2018. All four applications have been considered by the Ward Councillors to determine if the applications are consistent with the funding criteria under the DWA guidelines and relevant policies and procedures. All applications have received the support of the relevant Ward Councillor/s and a summary of the applications are contained in Appendix A of this report. Copies of these applications will be available for perusal at the Council meeting or by contacting Caitlin Tierney at [email protected] or on 8408 1100. Applications are also accessible through the Elected Members Extranet.


DISCRETIONARY WARD ALLOWANCE – CONSIDERATION OF APPLICATIONS Item 6.45 Continued Applications that are currently being considered for approval for the 2017/18 financial year are detailed in Appendix B. Applications that have been approved for the 2017/18 financial year are detailed in Appendix B. It also highlights the in progress applications and applications which are under review by Councillors. Applications that were approved for the 2016/17 financial year and are still being processed and/or acquitted are detailed in Appendix C. Financial and Resource Implications The approved budget for the DWA program is $276,000 for which each Ward is allocated $34,500. The approved applications will be funded from this allocation and Appendix A provides a summary of the funds currently available for each ward and the impact of the new applications. Customer Service and Community Implications There are no customer service or community implications. Environmental Implications There are no environmental implications. Community Engagement/Consultation (including with community, Council members and staff) Public advertisement of the DWA scheme to community groups and residents will occur at the commencement of the financial year and at other times throughout the year should the Council members determine this is necessary in the interests of good probity practices. Risk Management/Legislative Implications The establishment and operation of the Discretionary Ward Allowance (DWA) is derived from Council’s powers under Section 137 of the Local Government Act 1999. Conclusion That Council consider the DWA applications outlined within this report, finalised for approval during for the period 17 April 2018 – 7 May 2018, and determine what funds, if any, will be allocated to the applicants.


DISCRETIONARY WARD ALLOWANCE – CONSIDERATION OF APPLICATIONS Item 6.45 Continued Appendices


A 2017/18 Discretionary Ward Allowance Applications for approval.

4 N/A

B 2017/18 Register of Discretionary Ward Allowance Applications.

5 N/A

C 2016/17 Register of Discretionary Ward Allowance Applications.

4 N/A


DISCRETIONARY WARD ALLOWANCE – CONSIDERATION OF APPLICATIONS Item 6.45

APPENDIX A

2017/18 DISCRETIONARY WARD ALLOWANCE APPLICATIONS FOR APPROVAL

Ward Project Allowance Available

Application Amount

Supported Ward Contribution

Allowance Remaining (allowing for GST)

Beverley Flinders Park Football Club Inc ‐ Purchase of an honour board

$12,032.19 $5,000.00 $5,000.00 $7,486.74

Assessment

Date of initial receipt – 11/04/18

Applicant is incorporated. Evidence of Incorporation obtained in lieu of Certificate of Incorporation being provided.

Applicant ABN number provided and checked.

Auditors Report including Profit and Loss and Balance Sheet for the year ended 30 September 2017 provided.

Bank statement for one week for 8 March 2018 to 14 March 2018 provided.

AGM Executive Committee Minutes for 1 December 2017 provided in lieu of an Annual Report.

One quote provided for $5,250.00 ex GST as required by the guidelines for application amounts $5,000 or under.

DWA Funding in the last three years o 2017/18: $4,807.05 ‐ Purchase of Gym Equipment o 2016/17: Nil o 2015/16: $2,270.00 ‐ Automated external defibrillator o 2015/16: $2,530.00 ‐ Replacement of broken windows and damaged iron

sheets Other council support or subsidies in the last three years

o 2017/18: $35k council commitment to Public Lighting‐ $22k ex GST paid to date on 14/09/17

Query the relevance of the community benefit outside of the club membership base for purchase and installation of a Club honour board.



APPENDIX A Continued


Application Amount



Beverley The Maltese Guild of SA Inc ‐ interior painting of premises at 6 Janes Street, Beverley ‐ Maltese Community Centre ‐ including minor repairs and maintenance

$7,486.74 $5,000.00 $5,000.00 $2,486.74

Assessment




Audited Financial Report for year ended 30 June 2017 provided.

Bank Balance as at 27 April 2018 provided.

Annual Report not able to be provided. Agenda of the AGM Meeting held 24 September 2017 has been provided but the approved minutes were not available. As such, minutes of the Special General Meeting of 26 November 2018 have been provided in lieu.

Two quotes provided for $9,200.00 incl. GST, and $13,189.00 incl. GST. Only one quote is required by the guidelines for application amounts $5,000 or under.

DWA Funding in the last three years: o 2017/18 ‐ Malta National Day Dinner Dance ‐ NOT APPROVED o 2016/17 ‐ Nil. o 2015/16 ‐ Nil. o 2014/15 ‐ Replace roof sheeting ‐ $4,000

Other council support or subsidies in the last three years: o 2017/18 ‐ 50% Rate Rebate of $1,488.20 o 2016/17 ‐ 50% Rate Rebate of $2,548.80 o 2015/16 ‐ 50% Rate Rebate of $2,455.80 o 2014/15 ‐ 50% Rate Rebate of $2,381.35

Cr Edgar Aguis has declared a conflict as the President of the Maltese Community Council of SA Inc which is affiliated to the Maltese Guild through their membership to the Council. Conflict will be declared in the chamber. Please note that the application is therefore available for review by Elected Members on the Council Member Extranet or by requesting a copy from the Executive Assistant to the CEO.





Application Amount



Grange Seaton High School Flexible Learning Options Programme ‐ Heal the World backing tape and music video production with disadvantaged or disengaged community groups

$4,055.12 $2,150.00 $2,150.00 $2,100.57

Assessment


Applicant is a (public) school and is therefore not incorporated.


Financial and/or bank statements are not able to be provided for a public school.

2017 Annual Report including a Financial Statement table for income sources, provided.

Quote provided in the form of anticipated costs for the professional production stages of the project and incidental costs.

Other costs are being covered by in‐kind support or discounted services to obtain the recording equipment, editing time and volunteer support as required.

DWA Funding in the last three years: o Nil

Other council support or subsidies in the last three years: o Nil Known

The applicant has advised that key contributors and sponsors, including CCS, will be provided with a final copy of the music video production that can be used, for example, at events or citizenship ceremonies.





Application Amount



Grange South Australian Volleyball Association ‐ To purchase and erect four temporary beach volleyball courts at Grange Beach

$2,100.57 $5,000.00 $2,310.00 (Cr Tullio and Cr Scheffler)

$0.57

Assessment




Committee Financial Report for year ended 30 June 2017 provided.

Annual Report and Statement of Accounts for 2016/17 provided.

One quote provided for $6,888.42 incl. GST as required by the guidelines for application amounts $5,000 or under.

DWA Funding in the last three years: o Nil.

Other council support or subsidies in the last three years: o Nil known.



APPENDIX B Appendix B consists of 5 pages.

Checklist

TRIM Ref.

Date initial

application

received Council Approval Date

& Item No.

Payment

Processed in

TECH ONE?

Applicant and Project Allocation Application

Amount

Approved

Amount

Total Expenditure

Approved ex GST

GST

applicable

Balance Final TRIM

Ref.

Status / Notes

SEMAPHORE PARK

Projects $34,500

17/210243 1/06/17 10/07/2017 Item 6.77 YES SMOSH West Lakes Football Club - Purchase new Footballs for the 2017 Season $4,390.00 $4,390.00 $4,390.00 FALSE $30,110.00 17/326711 25/08 - Statement of Acquittal received.

17/210521 8/05/17 10/07/2017 Item 6.77 YES West Lakes Canoe Club Inc- Support athletes nominate to represent Australia at 2017 Junior Olympic Hopes

Sprint Canoe Regatta

$4,000.00 $2,000.00 $2,000.00 FALSE $28,110.00 17/389696 02/08/ Letter sent advising transfer of funds. 29/11/17 Statement of

acquittal and application finalised.

17/210795 20/04/17 10/07/2017 Item 6.77 YES Woodville West Torrens Football Club Inc - 2017 Eagles Community Carnival Day $5,000.00 $625.00 $568.18 TRUE $27,541.82 17/333131 25/07 Advised transfer of funds. Split amongst all wards. Acquittal

received 09/10.

17/224084 7/07/17 24/07/2017 Item 6.84 YES Henley and Grange Baseball Club - Hire of Baseball Nets at Seaton High School Indoor Facility for 2017

Preseason training and purchase of replacement equipment (to value of $200).

$3,200.00 $3,200.00 $3,200.00 FALSE $24,341.82 17/399372 02/08 - Letter sent enclosing Cheque. 04/12 - Statement of Acquittal

received.

17/234023 18/07/2017 24/07/2017 Item 6.84 YES Prostate Cancer Foundation of Australia - SA - Paddle for Prostate Cancer event 11/02/18 $5,000.00 $2,500.00 $2,272.73 TRUE $22,069.09 16/08 Advised transfer of funds. Split with Grange Ward.

17/210294 17/05/17 24/07/2017 Item 6.84 YES Golden Memories Karaoke Inc - Delivery of "Making a Difference" program to Aged Care facilities in the City of

Charles Sturt

$200.00 $200.00 $181.82 TRUE $21,887.27 04/08 Letter sent advising transfer of funds - Various Wards

17/243619 18/07/17 14/08/2017 Item 6.92 YES West Lakes Contract Bridge Club Inc - 17 electronic "Bridgemates" for scoring and 1 Bridgemate Server $4,100.00 $4,100.00 $4,100.00 FALSE $17,787.27 17/306078 25/08 - Payment letter advising EFT funds transferred sent. 13/09

Acquittal Received

17/260254 9/08/17 28/08/2017 Item 6.98 YES Neighbourhood Watch West Lakes Shore Area 2 - Purchase of promotional materials for Semaphore Park and

West Lakes Shores Area

$1,000.00 $1,000.00 $1,000.00 FALSE $16,787.27 18/36969 30/08 - email to advise of success. 12/09 - Cheque posted. 01/02 -

Statement of Acquittal completed. 05/02 Application acquitted.

17/280523 10/07/17 11/09/2017 Item 6.107 YES West Lakes Rotary Club - (Christmas) Carols By the Lake $4,850.00 $4,850.00 $4,850.00 $11,937.27 18/116826 21/09 - Cheque payment posted. 16/04 Completed statement of

Acquittal Received.

17/282415 15/08/17 11/09/2017 Item 6.107 -

subject to

YES West Lakes Combined Probus Club - Supply and install of projector at the Lakes Sports and Community Club -

Club West Lakes

$4,919.15 $4,909.43 $4,909.43 $7,027.84 18/47927 29/09 - Advised payment transferred. 11/01/18 aquittal received but

unspend monies to be returned. 18/01/18 Funds returned. 12/02/18 -

Acquittal finalised.

17/289662 29/08/17 11/09/2017 Item 6.107 YES Toughlove SA Inc - printing of new coloured brochures advertising Toughlove $820.00 $820.00 $820.00 $6,207.84 18/30188 21/09 - Cheque payment posted. Follow up acquittal 02/01/18.

29/01/18 - Statement of Acquitall Received. 05/02 Application

finalised.

17/260939 9/08/17 11/09/2017 Item 6.107 -

subject to

YES Fort Glanville Historical Association Inc - Commemorative Open Day 15 Oct 17 and Public Awards Night Dinner

and Presentation 27 Oct 17

$5,000.00 $2,000.00 $1,818.18 TRUE $4,389.66 Email advising approval sent 13/09 subject to annual report. 03/10

AGM minutes and financials received. Split with Grange and

Henley.12/10 Payment sent.

17/303153 4/09/17 25/09/2017 Item 6.114 YES West Lakes Croquet Club inc - To subsidise cost of annual turf maintenance costs Oct 17-Jun 18 $3,000.00 $2,107.21 $2,107.21 $2,282.45 $2,107.21 ward balance approved, with remaining $892.79 being

contributed by Grange Ward. Phoned 26/09 to advise approval and

request bank details. 06/10 Cheque Sent.

17/330962 5/10/17 23/10/2017 Item 6.125 YES Semaphore Surf Life Saving Club - Replacement of Beach Patrol Trailer $2,500.00 $2,500.00 $2,272.73 TRUE $9.72 Grange ward picked up remaining trailer costs above application

amount. Total project was $4,675.00. Approval advised by email

01/11/17. Payment via eEFT 08/11.

17/350637 5/10/17 13/11/2017 Item 6.132 NO Semaphore Park Baptist Church - New guttering and rain tank off kitchen to store water for garden $2,000.00 $0.00 FALSE No funds - Seeking support from other wards. Query Woodville - Cr

Grant supported.

1/02/18 26/02/2018 Item 6.22 YES Seaton Paint Bank (Olga Larizza) - Purchase of materials for Stobie Pole Painting $4,976.86 $9.72 $9.72 $0.00 18/128901 Balance of Woodville West application to be made up of $9.72 -

sempahore park ward and $3,249.55 split 50% between Beverley and

Findon wards. 01/03 Payment Voucher created. 26/04 - Statement of

Acquittal completed.

Total Spend to Date $34,500.00 $0.00

Allocation Application

Amount

Total

Expenditure

Balance TRIM Ref. Notes

GRANGE

Projects $34,500

17/210296 15/06/17 10/07/2017 Item 6.77 YES Grange Surf Life Saving Club - Defibrillator $1,790.00 $1,790.00 $1,790.00 FALSE $32,710.00 17/248406 25/07 Letter sent advising transfer of funds. UPDATED 26/07 While

applicant is GST registered, purchase was GST EXEMPT.


received 09/10.

17/234022 18/07/1724/07/2017 Item 6.84

YESProstate Cancer Foundation of Australia - SA - Paddle for Prostate Cancer event 11/02/18 $5,000.00 $5,000.00 $4,545.45 TRUE $27,596.36

16/08 Advised transfer of funds, split with Semaphore park


Charles Sturt

$400.00 $400.00 $363.64 TRUE $27,232.7304/08 Letter sent advising transfer of funds - Various Wards

17/239490 21/07/17 14/08/2017 Item 6.92 YES Grange Bowling Club - Subsidy for purchase of sports trousers for members of the Bowling Club $5,000.00 $5,000.00 $4,545.45 TRUE $22,687.27 17/377935 25/08 - Payment letter advising EFT funds transferred sent. 17/11/17

Statement of Acquittal received. 21/11 Application finalised.

17/260939 9/08/17 11/09/2017 Item 6.107 -

subject to




AGM minutes and financials received. Split with Semaphore Park and

Woodville. 12/10 Payment sent.

17/303153 4/09/17 25/09/2017 Item 6.114 YES West Lakes Croquet Club inc - To subsidise cost of annual turf maintenance costs Oct 17-Jun 18 $3,000.00 $892.79 $892.79 FALSE $20,430.85$892.79 being contributed by Grange Ward, with remaining semaphore

park ward balance of $2,107.21 approved. Phoned 26/09 to advise

approval and request bank details.06/10 Cheque payment sent.

17/309885 18/09/17 **WITHDRAWN 04/10/17** NO Christian Family Centre Inc - Christmas (Carols) in the Square - Dec 2017 $10,000.00 $5,000.00 $0.00 TRUE $20,430.85 17/326696

Proposed Split with Henley Ward. Application withdrawn on 04/10.

17/330962 5/10/17 23/10/2017 Item 6.125 YES Semaphore Surf Life Saving Club - Replacement of Beach Patrol Trailer $2,500.00 $2,175.00 $1,977.27 TRUE $18,453.57 Grange ward picked up remaining trailer costs above application

amount. Total project was $4,675.00. Approval advised by email

01/11/17. Payment made EFT 08/11

17/316069 25/09/17 13/11/2017 Item 6.132 YES Zahra Foundation - Women on the Run Fun Run event $1,000.00 $1,000.00 $909.09 TRUE $17,544.48 18/28683 24/11/17 - Advice of EFT payment sent. Statement of Acquittal

received 11/01/18 - change in scope - 29/01/18 - approved by Ward

Crs. Finalised 29/01/18.

17/333870 12/10/17 13/11/2017 Item 6.132 YES Henley and Grange Swimming Club - West Lakes Challenge, Long Swim Qualifying Event at Oarsman

Reserve, West Lakes, 11am- 4pm - 12/11/2017

$2,000.00 $1,000.00 $909.09 TRUE $16,635.39 Awaiting tax invoice following two email requests. Invoice received

02/01/18. 12/01 - Cheque posted.

17/374326 10/11/17 27/11/2017 Item 6.152 YES Seaton Community Children's Centre - Purchase of new range hood and cabinetry for ktichen updgrade $5,490.00 $5,490.00 $4,990.91 TRUE $11,644.48 18/34972 EFT payment letter sent 08/12/17. 01/02/18 - Statement of Acquittal

received. Application finalised 02/02

18/93746

5/03/18 26/03/2018 Item 6.33

**Not Approved**

NO Sharon Moss - 80 x Branded, performance group T-Shirts and microphones with holders $1,500.00 $1,500.00 $0.00 FALSE $11,644.48SEMAPHORE PARK WARD application. 31/03 advised not approved.

18/67386 2/03/18 26/03/2018 Item 6.33 TBA Charles Sturt Memorial Museum Trust Inc - Trust Celebration of the Birthday Anniversary of Captain Charles

Sturt on 28 April 2018.

$700.00 $700.00 $636.36 TRUE $11,008.12

31/03 advised approved. 13/04 - EFT Payment letter sent.

18/93755 6/03/18 26/03/2018 Item 6.33 YES Subsonix Dragon Boat Club Inc - New Club Uniforms for Members $1,430.00 $1,430.00 $1,430.00 FALSE $9,578.12 SEMAPHORE PARK WARD application. 31/03 advised approved.

05/04 Chq posted.

BALANCE REMAINING (PENDING APPLICATIONS SUBMITTED FOR

Checklist

TRIM Ref.

Date initial

application


& Item No.

Payment

Processed in

TECH ONE?


Amount

Approved

Amount

Total Expenditure

Approved ex GST

GST

applicable

Balance Final TRIM

Ref.

Status / Notes

18/85351 16/03/18 23/04/2018 Item 6.41 TBA Grange Uniting Netball Club Inc for users of groups at Grange United Church - Defibrillator and Red Cross

Training

$4,773.00 $4,773.00 $4,773.00 FALSE $4,805.12 Ammount changed from $4,898.40 to $4,773 in accordance with

cheaper quote as agreed with applicant. 26/04 Advised approved and

payment voucher created. 03/05 EFT payment advised.

18/94397 26/03/18 23/04/2018 Item 6.41 TBA Stitchin Sisters Quilting Group - Quilts for Domestic Violence $750.00 $750.00 $750.00 $4,055.12 SEMAPHORE PARK WARD application. 26/04 Advised approved

subject to bank statement receipt. 27/04 Bank statement received.

03/05 EFT payment advised.

18/93188 26/03/18 Up to Council 14 May

2018

NA Seaton High School Flexible Learning Options Programme - Heal the World backing tape and music video

production with disadvantaged or disengaged community groups

$2,150.00 $2,150.00 $1,954.55 TRUE $2,100.57

18/116506 17/04/2018 Up to Council 14 May

2018

NA South Australian Volleyball Association - To erect four temporary beach volleyball courts at Grange Beach $5,000.00 $2,310.00 $2,100.00 TRUE $0.57

Total Spend to Date $34,499.43 $0.57


Amount

Total

Expenditure


HENLEY

Projects $34,500

17/210416 30/05/17 10/07/2017 Item 6.77 YES Probus Club of Airport District Inc - Postage of newsletter for 12 months $250.00 $250.00 $250.00 $34,250.00 17/348085 23/10 - Statement of Acquittal Received.

17/211060 26/06/17 10/07/2017 Item 6.77 YES SA Athletic League Inc - The Henley Gift Racing Carnival Event $4,000.00 $2,500.00 $2,500.00 FALSE $31,750.00 17/377944 Approved for partial funding. 25/07 Letter sent advising transfer of

funds. 17/11/17 Statement of Acquittal received. 21/11 Application

flinalised.


received 09/10.

17/210222 14/06/17 24/07/2017 Item 6.84 YES Living Ruff in SA Inc - Purchase of Emergency dog kennels $860.00 $286.67 $286.67 $30,895.15 18/91357 Split with Hindmarsh and Woodville Wards. 04/08 Letter sent advising

transfer of funds. 21/03 Acquittal received.

17/282409 21/08/17 11/09/2017 Item 6.107 YES Henley Bowling Club Inc - Subsidy towards replacement of existing brush fence to pool style fence $5,000.00 $5,000.00 $4,545.45 TRUE $26,349.69 18/116151 Email advising approval sent 13/09. 30/10 Invoice Received. Payment

made 08/11. 13/04 Statement of Acquittal Received.

17/227716 11/07/17 11/09/2017 Item 6.107 YES Korea & South East Asia Forces Association - Missing in Action Memorial 14 Oct 17 $2,750.00 $2,750.00 $2,750.00 FALSE $23,599.69 17/381932 Email advising approval sent 13/09. 21/09 - Cheque payment posted.

Acquittal received 23/11 Application Finalised.

17/309885 18/09/17 **WITHDRAWN 04/10/17** NO Christian Family Centre Inc - Christmas (Carols) in the Square - Dec 2017 $10,000.00 $5,000.00 $0.00 FALSE 17/326696 Proposed split with Grange Ward. Application withdrawn on 04/10.

17/326380 20/09/17 23/10/2017 Item 6.125 YES West Beach Surf Life Saving Club - Pink and Blue Swim Fundraiser - Feb 2018 $4,500.00 $4,500.00 $4,090.91 TRUE $19,508.78 18/106351 Email advising approval sent 25/10/17. 24/11/17 EFT Payment advice

sent. 23/03 - Statement of Acquittal received. 09/04 Acquittal and

application finalised.

17/321393 29/09/17 23/10/2017 Item 6.125 YES Australian Melanoma Research Foundation - AMRF Summer Awareness Event 2-3 Dec 2017 $2,377.45 $1,188.73 $1,188.73 $18,320.05 18/67498 Email advising approval sent 25/10/17. Sundry creditor requisition in

progress.05/12 - Payment advice sent for 30/11/17. 01/03/18

Statement if Acquittal received and application finalised.

17/316069 12/09/17 **WITHDRAWN 20/09/17** NO Henley Mosaics - Mary Lovich will work with students from Henley Beach Primary School children to design and

create the 'Sea Mosaics'.

$1,800.00 $0.00 FALSE Application was retrospective.

17/369484 10/11/17 11/12/2017 Item 6.162 YES Henley Beach Primary School - Memorial Plaque and stone for garden bed for Lucas Mazzei $1,000.00 $1,000.00 $909.09 TRUE $17,410.96 18/66250 13/12 - Applicant advised of Approval. Awaiting Invoice. Chq sent

01/02. 27/02 - Statement of acquittal received.

17/400819 4/12/17 11/12/2017 Item 6.162 YES Seaside Tennis Club Inc - Tennis Australia Tournament Event 2-5 January 2018 for event prize money $3,000.00 $3,000.00 $3,000.00 $14,410.96 06/12 - Following up with the Club missing grant acquittals from historic

Community Benefit Donation received in 14/15 and 15/16. Acquittals

received 08/12 and added to extranet. 13/12 - Applicant Advised of

approval. Cheque payment posted 18/12/17. 05/04 - partial acquittal

received.

17/405943 13/12/17 22/01/2018 Item 6.14 YES

Henley Beach Primary School - Community outdoor movie night in Feb 2018 at the school

$1,000.00 $1,000.00 $909.09 TRUE $13,501.87 18/106364 08/01/17 - Not support by Cr Randall. 31/03 EFT letter sent. 06/04

Statement of Acquittal Received. 09/04 Finalised.

5/03/18 26/03/2018 Item 6.33 YESWest Torrens District Cricket Club - To provide CCS Trophy for Player of the Season Award at presentation

night 6 April 2018

$135.00 $135.00 $122.73 TRUE $13,379.15 18/132148 31/03 advised approved. 13/04 - EFT Payment letter sent. Advised

only $130 spent, $5 to be returned to Council. 27/07 Statement of

Acquittal received with $5.00 chq. 02/05 Finalised.

FALSE

FALSE

Total Spend to Date $21,120.85 $0.00 $13,379.15


CONSIDERATION BY COUNCIL APPROVED)



Checklist

TRIM Ref.

Date initial

application


& Item No.

Payment

Processed in

TECH ONE?


Amount

Approved

Amount

Total Expenditure

Approved ex GST

GST

applicable

Balance Final TRIM

Ref.

Status / Notes


Amount

Total

Expenditure


WOODVILLE

Projects $34,500

17/210795 20/04/17 10/07/2017 Item 6.77 YES Woodville West Torrens Football Club Inc - 2017 Eagles Community Carnival Day $5,000.00 $625.00 $568.18 TRUE $33,931.82 17/33313125/07 Advised transfer of funds. Split amongst all wards. Acquittal

received 09/10.


Charles Sturt

$400.00 $250.00 $227.27 TRUE $33,704.5504/08 Letter sent advising transfer of funds - Various Wards. 13/09

$150 to be refunded from applicant. 19/09 Received.

17/210222 14/06/17 24/07/2017 Item 6.84 YES Living Ruff in SA Inc - Purchase of Emergency dog kennels $860.00 $286.67 $286.67 FALSE $33,417.88 18/91357 Split with Hindmarsh and Henley Wards. 04/08 Letter sent advising

transfer of funds. 21/03 Acquittal received.

17/260939 9/08/17 11/09/2017 Item 6.107 -

subject to




AGM minutes and financials received. Split with Semaphore Park and

Grange. 12/10 Payment sent.

17/302732 13/09/17 25/09/2017 Item 6.114 YES Vietnamese Community in Australia - SA Chapter - Fawk Reserve Co Vang Yellow Flag Memorial Space

Upgrade

$5,000.00 $5,000.00 $4,545.45 TRUE $27,508.78 Advised 26/09 application approved. Inter-Council Journal to be

processed to open space and rec for payment towards the works.

Journal request sent to Sarah B 27/11. 08/01 - confirmed

intercompany journal of funds has been completed. Letter sent 08/01

17/305337 15/09/17 09/10/2017 Item 6.120 YES Woodville District Basketball Club - Woodville Warriors - Purchase of loan uniforms for girls U10 and U12

teams and subsidy of Woodville Warriors club fees inc court hire, medals and admin costs so they can charge

reduced membership fees to encourage more players.

$5,000.00 $5,000.00 $4,545.45 TRUE $22,963.33 18/126644 19/10 - Letter sent enclosing cheque. 05/02 Statement of Acquittal

received. 06/02/18 - Email to advise acquittal is not compliant.

27/02/18 - Statement of Acquittal received. 24/04 - Statement of

Acquittal Outcomes document received. Completed.

17/345407 20/10/2017 13/11/2017 Item 6.132 YES The Polish Society of Dom Mikolaja Kopernika - building upgrades to the Dom Kopernika Polish Club on Grand

Junction Road to re-establish Polish School.

$4,800.00 $4,800.00 $4,800.00 FALSE $18,163.33 18/39239 15/11 - Sundry requisition submitted. EFT Letter sent 05/12/17 for

30/11/17 payment. 02/02 - Statement of Acquittal received. 07/02

Application finalised.

17/350637 5/10/17 13/11/2017 Item 6.132 YES Semaphore Park Baptist Church - Installation of new rain tank, including new guttering off kitchen to store water

for garden surrounds.

$2,000.00 $2,000.00 $1,818.18 TRUE $16,345.15 18/84000 No ward funds in Sempahore Park so supported by Cr Robert Grant of

Woodville Ward. EFT Letter sent 05/12/17 for 30/11/17 payment.

Statement of Acquittal received.

17/38580127/11/17 22/01/2018 Item 6.14 YES Vipers Football Club - Purchase of portable goals and balls for junior program $4,999.00 $4,999.00 $4,999.00 FALSE $11,346.15 30/01 - Payment voucher done. Chq payment 08/02.

18/6978

5/01/18 22/01/2018 Item 6.14 YES 1st Kilkenny Scout Group - Scouts Association of Australia SA - Community Family Fun Day Festival -

24/02/2018

$4,179.85 $3,000.00 $2,727.27 TRUE $8,618.88 29/01 - Invoice received. 08/02 EFT Payment made.

18/115819 16/04/18

**AWAITING FURTHER

INFORMATION** NA

Woodville Concert Choir - cost of operation expenses including insurance, lease costs, and licenses and permit

fees

$4,000.00 $4,000.00 $4,618.88

18/132178 1/05/18

**AWAITING FURTHER

INFORMATION** NA

Somali Communities Council Inc - Programs for Somali Women $3,000.00

18/132164 1/05/18

**AWAITING FURTHER

INFORMATION**

Somali Communities Council Inc - Somali Cultural Festival $5,000.00

Total Spend to Date $29,881.12 $0.00 $4,618.88


Amount

Total

Expenditure


WEST WOODVILLE

Projects $34,500

17/210795 20/04/17 10/07/2017 Item 6.77 YES Woodville West Torrens Football Club Inc - 2017 Eagles Community Carnival Day $5,000.00 $625.00 $568.18 TRUE $33,931.82 17/33313125/07 Advised transfer of funds. Split amongst all wards. Acquittal

received 09/10.

17/210116 27/06/17 24/07/2017 Item 6.84 YES Woodville South Sports and Community Club Inc - purchase of equipment for football and cricket sporting

groups

$3,000.00 $3,000.00 $2,727.27 TRUE $31,204.55 17/309376 20/09/17 - Application finalised and complete.

17/210348 26/06/17 **WITHDRAWN** NO Woodville Bowling Club Inc - Replace worn and stained carpet with new carpet and vinyl tiles $5,000.00 $0.00 $0.00 FALSE $31,204.55 17/223741 WITHDRAWN - As per discussion with Cr Wasylenko and Perry

Nesbitt. Being managed via Council Property Team.


Charles Sturt

$400.00 $400.00 $363.64 TRUE $30,840.91

04/08 Letter sent advising transfer of funds - Various Wards

17/248826 26/07/17 14/08/2017 Item 6.92 YES United Church Royal Park Carpet Bowls - For purchase of a carpet for carpet bowls $2,038.40 $2,029.28 $2,029.28 FALSE $28,811.63 17/360539 23/08 Letter with cheque sent to auspice organisation and letter

emailed to cub advising of payment. 02/11 Statement of Acquittal

received including cheque refund for $9.12. 03/11 Finalised.

17/260001 3/08/17 14/08/2017 Item 6.92 YES The Society of Saint Hilarion Aged Care - Subsidised purchase of a NuStep Cross Trainer $5,000.00 $4,000.00 $3,636.36 TRUE $25,175.27 17/348140 Approved for $4k. 25/08 - Payment letter advising EFT funds

transferred sent. 24/10 Statement of Acquittal received.

17/259029 7/08/17 28/08/2017 Item 6.98 YES Woodville Glengarry Tennis Club Inc - Retrospective payment for purchase of Chillmatic 2 door 1000L upright

glass display fridge with Compressor

$1,906.00 $1,906.00 $1,906.00 FALSE $23,269.27 30/08 - Sent email advising of success. 06/09 - Payment advice Sent

17/289995 28/08/17 11/09/2017 Item 6.107 YES Woodville District Cricket Club - Replacement of Sightscreens $4,999.00 $4,000.00 $3,636.36 TRUE $19,632.90 Email advising approval sent 13/09. 29/09 Sent letter advising funds

transferred.

17/293538 5/09/17 25/09/2017 Item 6.114 YES Lions Club of Charles Sturt - Laptop computer, MS Office Software, Case and accessories for staff to carry out

administrative duties.

$2,936.22 $2,936.22 $2,936.22 $16,696.68 Advised and payment voucher created 02/10. Advice of EFT Payment

sent 06/10.

17/293368 5/09/17 25/09/2017 Item 6.114 YES Woodville Croquet Club Inc - Upgrade to current kitchen facilities including stovetop and cabinetry $3,500.00 $3,500.00 $3,500.00 FALSE $13,196.68 18/33173 19/10 - Letter sent advising EFT Payment on 05/10. 31/01 - Statement

of Acquittal received.

17/317959 12/09/17 09/10/2017 Item 6.120 YES Woodville City Soccer Club TA Western Strikers Soccer Club - Purchase of more club chairs due to growth of

club and replacement of 3 x cash registers not functioning

$2,612.00 $2,612.00 $2,374.55 TRUE $10,822.14 18/4666 19/10 - Letter sent enclosing cheque. 02/01-Acquittal Received.

17/382673 15/08/17 11/12/2017 Item 6.162 YES Royal Park Dog House Club Inc - Purchase of audio visual equipment to promote the club on the internet and

for use in an oral history project.

$5,000.00 $4,400.00 $4,000.00 TRUE $6,822.14 18/94164 13/12 - Applicant advised of approval. Applicant group is Not Reg for

GST but Auspice group is so Auspice group will invoice $4,400 so that

net $4,000, as approved, can be paid onto the applicant group. Council

will then claim the $400 GST back from ATO. Invoice received.

Cheque sent to auspice 02/01/18. 26/03 Statement of Acquittal

received.

18/39998

7/02/18 26/02/2018 Item 6.22 NO Our Lady Queen of Peace School - Mural on rear of private fence at 1 Jervois Street, Woodville West facing

train line (lot 1 - land no 24006)

$4,900.00 $4,900.01 $4,454.55 TRUE $2,367.58 26/02/18 - Subject to approval from the resident owing the private

property where the fence is located. 13/4 Payment Sent. 1c additional

payment due to GST.

18/40687 1/02/18 26/02/2018 Item 6.22 YES Seaton Paint Bank (Olga Larizza) - Purchase of materials for Stobie Pole Painting $4,976.86 $1,717.59 $1,717.59 FALSE $649.99 18/128901Balance of application to be made up of $9.72 - sempahore park ward

and $3,249.55 split 50% between Beverley and Findon wards. 01/03

Payment Voucher created. 26/04 - Statement of Acquittal completed.



Checklist

TRIM Ref.

Date initial

application


& Item No.

Payment

Processed in

TECH ONE?


Amount

Approved

Amount

Total Expenditure

Approved ex GST

GST

applicable

Balance Final TRIM

Ref.

Status / Notes

18/64635 16/02/18 12/03/2018 Item 6.31 YES Hendon / Royal Park Neighbourhood Watch - Area 210 - Purchasing items from NHW shop for promotion and

for general administration expenses.

$650.00 $650.00 $650.00 -$0.0129/03 - EFT payment letter sent.

Total Spend to Date $34,500.01 -$0.01


Amount

Total

Expenditure


FINDON

Projects $34,500

17/210370 26/06/17 10/07/2017 Item 6.77 YES Findon Skid Kids Inc – Trophies and coolroom, first aid and toilet hire for Open and World Championship $4,005.00 $4,005.00 $4,005.00 FALSE $30,495.00 17/413759 18/07 - Cheque Sent. 13/12 Statement of Acquittal Received. 20/12

Application finalised.


received 09/10.


Charles Sturt

$200.00 $200.00 $181.82 TRUE $29,745.00

04/08 Letter sent advising transfer of funds - Various Wards

17/275186 14/08/17 28/08/2017 Item 6.98 YES Mother Teresa Catholic Albanian Association of SA Adelaide - Mother Teresa Feast Day 03 Sept 17 $3,000.00 $3,000.00 $3,000.00 FALSE $26,745.00 18/30186 29/08 - Phoned to advised success. Statement of Supplier to be

completed. 06/09 - Payment advice Sent. 29/01/18 - Acquittal

documentation received. 05/02 Application Finalised.

17/306008 15/09/17 25/09/2017 Item 6.114 YES Kidman Park Primary School - 50 Year Birthday Event on school grounds $3,000.00 $3,000.00 $2,727.27 TRUE $24,017.73 17/415728 27/09 - Advised and tax invoice requested. 19/10 - Email second

request for tax invoice to be supplied. 26/10 Payment made and

advice sent. 19/12/17 - Statement of Acquittal Received.

17/320800 29/09/17 23/10/2017 Item 6.125 YES Bulgarians' Educational and Friendly Society (BEFS) - hire of Marquees, seating and tables, a central stage,

and sound system for the inaugural Bulgarian Cultural Festival on 11 February 2018 at its premises at 443

Tapleys Hill Road Fulham Gardens.

$5,000.00 $5,000.00 $4,545.45 TRUE $19,472.27 18/72529 Invoice received 30/10/17 - Sundry creditor request completed

06/11/17. Payment via EFT 08/11. 02/03 Statement of Acquittal

received.

17/400780 8/12/17 22/01/2018 Item 6.14 YES Woodville District Baseball Club - Upgrade and repairs to the baseball 1st base pergola on the main diamond at

Don Klaebe Reserve including new post, repalcement of damaged facia and cross beams, painting of beams,

removal and replacement of shade cloth. Damage resulting from vandalism.

$3,900.00 $3,900.00 $3,900.00 FALSE $15,572.27 18/136875 30/01 - Payment voucher done. 8/02 EFT payment made. 02/05 -

Statement of Acquittal received.

18/11040 11/01/18 26/02/2018 Item 6.22 YES Woodville Rechabite Cricket Club - Purchase of a Defibrillator $2,219.95 $2,219.95 $2,219.95 FALSE $13,352.32 01/03 Payment Voucher created.

18/40687 1/02/18 26/02/2018 Item 6.22 YES Seaton Paint Bank (Olga Larizza) - Purchase of materials for Stobie Pole Painting $4,976.86 $1,624.78 $1,624.78 FALSE $11,727.55 18/128901 Balance of Woodville West application to be made up of $9.72 -


Findon wards. 01/03 - Payment Voucher created. 26/04 - Statement of

Acquittal completed.

18/114598 11/04/18 NA - See notes TBA Fullham United Football Club - Purchase and install of a reverse cycle split system for heating in clubrooms $4,986.00 $0.00 $0.00 FALSE $11,727.55 18/120974Application is being reviewed by Property Services to determine if this

can come from Property contingency budget for this year given it's a

non-existing amenity. Being funded through property services.

FALSE

Total Spend to Date $22,772.45 $11,727.55


Amount

Total

Expenditure


HINDMARSH

Projects $34,500


received 09/10.

17/165243 12/05/17 24/07/2017 Item 6.84 YES Gorilla Art - Community SALA tour through Woodville Park and Kilkenny $800.00 $800.00 $800.00 FALSE $33,131.82 17/386720 03/08 Letter sent to Auspice and Applicant enclosing cheque payment.

24/11/17 Acquittal received. 28/11 Application finalised.

17/232063 2/05/17 24/07/2017 Item 6.84 YES Adelaide Sarvajanik Ganeshotsav Samittee Inc for Adelaide Sarvajanik Ganeshotsav Festival 2017 $4,168.79 $1,477.85 $1,477.85 FALSE $31,653.97 04/08 letter sent advising transfer of funds. Acquittal received but

following up as not compliant.

17/211277 28/06/17 24/07/2017 Item 6.84 YES Adelaide Secondary School of English - Funding to continue to two High Impact Readiness Programs $10,000.00 $2,500.00 $2,272.73 TRUE $29,381.24 17/407686 Individual program cost is $2,500 approx. 02/08 Letter sent enclosing

cheque payment. Request acquittal extension to Feb when program is

finished. 14/12/17 -Statement of Acquittal received.


Charles Sturt

$400.00 $250.00 $227.27 TRUE $29,153.9704/08 Letter sent advising transfer of funds - Various Wards. 13/09

$150.00 to be refunded from applicant. 19/09 Received.

17/210222 14/06/17 24/07/2017 Item 6.84 YES Living Ruff in SA Inc - Purchase of Emergency dog kennels $860.00 $286.67 $286.67 FALSE $28,867.30 18/91357 Split with Woodville and Henley Wards. 04/08 Letter sent advising

transfer of funds.21/03 Acquittal received.

17/296776 7/09/17 25/09/2017 Item 6.114 YESLost Pets of South Australia Inc - Purchase of 2 x branded marquees for roadside "Pop Up" ChipBlitz Program

offering pet microchipping for a $10 fee

$5,000.00 $5,000.00 $4,545.45 TRUE $24,321.84 18/74700 Approved and invoice requested and received. Payment process

underway 02/10. Advice of EFT Payment sent 06/10. 05/03/18

Statement of Acquittal finalised.

18/3912 4/01/1822/01/2018 Item 6.14

YES Preca Community (Society of Christian Doctrine) - Improvement of existing community garden $5,000.00 $5,000.00 $4,545.45 TRUE$19,776.39

18/132154 29/01 - Invoice received. 30/04 - Statement of Acquittal received.

02/05 Finalised.

18/54446 4/09/17 26/02/2018 Item 6.22 YES Rosetta Street Greening - Purchase of paint and cement sheeting for the beatification project of stobie poles in

West Croydon

$786.01 $786.01 $786.01 FALSE $18,990.38 01/03 Payment Voucher created

18/21427 19/01/2018 26/02/2018 Item 6.22 YES Ideas for Adelaide - Third Annual Croydon to Kilkenny Water Balloon Fight - Annual Insurance cost and minor

event promotional costs

$673.00 $263.81 $263.81 FALSE $18,726.57

26/02 - Approved for one day event insurance only of $x

18/64549 19/02/18 12/03/2018 Item 6.31 TBA West Croydon & Kilkenny RSL Sub Branch - Replacement of old PA Amplifier, repair wiring, supply & install of

wireless microphone system with 2 microphones & supply & install of 2 outside horn speakers at the Memorial

Hall.

$2,900.00 $2,900.00 $2,636.36 TRUE $16,090.21

21/03 Cheque payment posted

18/54813 19/02/18 ON HOLD by applicant TBA Fitzroy Community Club - Purchase of club room tables $4,917.00 $4,917.00 FALSE

18/47617 13/02/18 12/03/2018 Item 6.31 YES The Croatian Club Adelaide Inc - contribution towards the expense of a new club oven $9,943.89 $4,999.00 $4,544.55 TRUE $11,545.66

29/03 Payment Advice Sent.

27/02/19 26/03/2018 Item 6.33 TBA Sharon Hefferan for Croydon Paint Bank - paint and brushes to the West Croydon and mainly Corydon

residents for the beautification of Stobie Poles project

$4,976.90 $4,976.90 $4,976.90 FALSE $6,568.76

31/03 advised approved. 13/4 Payment Sent





Checklist

TRIM Ref.

Date initial

application


& Item No.

Payment

Processed in

TECH ONE?


Amount

Approved

Amount

Total Expenditure

Approved ex GST

GST

applicable

Balance Final TRIM

Ref.

Status / Notes

FALSE



Amount

Total

Expenditure


BEVERLEY

Projects $34,500


received 09/10.

17/167864 26/05/17 **Not approved** *NO* Maltese Guild of SA Inc. for Malta National Day Dinner Dance - 09/09/2017 $4,000.00 $0.00 $0.00 FALSE $33,931.82 17/243233 Not supported by Councillors. Not Approved.

17/239828 12/07/17 14/08/2017 Item 6.92 YES Hindmarsh Historical Society Inc - Cost of signwriting on newly restored baker's cart and cartage to and from

workshop

$1,117.00 $1,117.00 $1,117.00 FALSE $32,814.82 17/370642 31/08 - Letter sent advising of transfer of funds. 13/11/17 Statement of

Acquittal received. 15/11 Application flinalised.

17/256519 2/08/17 14/08/2017 Item 6.92 *NO* The Over 50's Club Flinders Park - Bus Hire for Seniors Outing to Aldinga $407.00 $407.00 $0.00 FALSE $32,814.82 17/326706 01/09/17 - CHEQUE RETURNED - Bus no longer required.

17/256600 1/08/17 14/08/2017 Item 6.92 YES Cyprus Community of SA Inc - Cyprus Festival 2018; Hire of audio visual and kitchen equipment $5,000.00 $5,000.00 $4,545.45 TRUE $28,269.36 18/106358 Approved for application amount. 06/09 - Cheque and payment advice

sent. 06/04 - Statement of Acquittal Received. 09/04 application

finalised.

17/279852 21/08/17 11/09/2017 Item 6.107 YES Community Neighbours George Avenue - Community barbeque incorporating the Christmas Street Light Up $200.00 $196.35 $196.35 FALSE $28,073.01 17/397785 Email advising approval sent 13/09. 21/09 cheque payment sent.

05/12 - Acquittal finalised. $3.65 returned to Council in unspent funds.

17/321139 29/09/17 23/10/2017 Item 6.125 YES Flinders Park Football Club Inc - purchase of gym equipment for various sporting players and users of the club $4,807.05 $4,807.05 $4,370.05 TRUE $23,702.97 18/104197 Invoice received 26/10/17 for processing. Payment via EFT 08/11.

29/03 Acquittal Received.

17/355656 27/10/17 11/12/2017 Item 6.162 YES Maltese Queen of Victories Band SA Inc - ourchase of knitted vests with band emblem for evening outside

performances.

$2,046.00 $2,046.00 $2,046.00 FALSE $21,656.97 18/91354 CL 27/11 Request to resubmit with more info to 11/12 meeting. Chq

and letter posted 18/12/17. 21/03 Acquittal received.

18/8210 9/01/18 22/01/2018 Item 6.14 YES Findon Skid Kids - Purchase of New Uniforms to Celebrate 60th Birthday of the Club on 25/02/18 $3,000.00 $3,000.00 $3,000.00 FALSE $18,656.97 Ward is Findon, however they were not able to support as they had pre-

committed grants so Beverley requested the application fall in their

ward allowance. 30/01 - Payment voucher done. 08/02 Chq payment

made.

18/20909 19/01/18 26/02/2018 Item 6.22 YES Nuba Mountains Association of South Australia Inc - All Wards - venue hire fees, catering costs, performance

fees, insurance costs and other incidentals for their fundraising event for Nuba Mountain Refugees in Yida

Camp in South Sudan - 24 March 2018 – for Harmony Day.

$5,000.00 $5,000.00 $5,000.00 FALSE $13,656.97

18/40687 1/02/18 26/02/2018 Item 6.22 YES Seaton Paint Bank (Olga Larizza) - Purchase of materials for Stobie Pole Painting $4,976.86 $1,624.78 $1,624.78 FALSE $12,032.19 18/128901 Balance of Woodville West application to be made up of $9.72 -


Findon wards. 26/04 - Statement of Acquittal completed.

18/111415 11/04/18

Up to Council 14 May

2018 NA

Flinders Park Football Club Inc - Purchase of an honour board $5,000.00 $5,000.00 $4,545.45 TRUE $7,486.74

1/05/18

Up to Council 14 May

2018 NA

The Maltese Guild of SA Inc - interior painting of premises at 6 Janes Street, Beverley - Maltese Community

Centre - including minor repairs and maintenance

$5,000.00 $5,000.00 $5,000.00 FALSE $2,486.74

FALSE


$237,218.36 $0.00 $38,781.64 Total amount of funds available for use 16/17 (PENDING APPLICATIONS SUBMITTED FOR CONSIDERATION BY COUNCIL APPROVED)

$110,721.49 YTD Actual in

Tech 1







APPENDIX C Appendix C consists of 4 pages.

DISCRETIONARY WARD ALLOWANCE 2016/17

IN TECH ONE

/ PROCESSED

Checklist

TRIM Ref.

Date initial

application

received

Council Approval Date

& Item No.

Allocation Application Amount Total Expenditure

Approved

- GST (allowance

for GST if

applicable)

Balance Final TRIM

Ref.

Status Notes

SEMAPHORE PARKProjects $34,500

16/198078 1/07/16 25/07/2016 Item 6.93 Yes West Lakes Contract Bridge Club Inc - purchase of PA System and playing equipment $2,160.35 $2,160.35 $2,160.35 $32,339.65 16/275018 Cheque sent 18/8/16

16/221514 28/07/16 08/08/2016 Item 6.103 Yes Henley and Grange Baseball Club Inc - hire of Seaton High School for pre-season training $3,200.00 $3,200.00 $3,200.00 $29,139.65 16/306265 Cheque sent 30/8/16

16/209276 15/07/16 08/08/2016 Item 6.103 Yes Semaphore Park Baptist Church - purchase of new overhead projector $1,021.00 $1,021.00 $928.18 $28,211.47 16/275019 Cheque sent 31/8/16

16/198349 4/07/16 08/08/2016 Item 6.103 Yes North West Junior Soccer Association Inc - purchase of new soccer goals (Combined contribution with

other wards)

$2,000.00 $2,000.00 $2,000.00 $26,211.47 16/279635 Cheque sent 18/8/16

16/239792 9/08/16 22/08/2016 Item 6.110 Yes West Lakes Rotary Club Incorporated - Bright Hours Christmas Lunch $2,600.00 $2,600.00 $2,600.00 $23,611.47 16/377621 23/11 - receipts received but no form. 14/12

- acq. Form received and sent through to IS

for TRIM. RD

16/264644 6/09/16 12/09/2016 Item 6.116 Yes Port Adelaide Softball Club – Coaching Training Course and new equipment gear bags $2,900.00 $2,900.00 $2,900.00 $20,711.47 17/193947 15/6 - Statement of Acquittal received and

sent to Council Members

16/291607 2/10/16 25/10/2016 Item 6.138 Yes Adelaide Phoenix Dragon Boat Club Incorporated - Purchase of new club uniforms $5,000.00 $5,000.00 $5,000.00 $15,711.47 16/358287 Complete

16/322981 21/10/16 14/11/2016 Item 6.151 Yes Prostate Cancer Foundation of Australia - SA - Paddle for Prostate Cancer on 22 January 2017 $5,000.00 $2,500.00 $2,272.73 $13,438.74 17/103028 30/3 - sent Statement of Acquittal and

event report to Councillors

Also submitted for Grange Ward

16/360500 25/11/16 12/12/2016 Item 6.168 Yes Lakes Sports and Community Club - new kitchen materials - Club West Lakes $1,450.00 $1,450.00 $1,318.18 $12,120.56 17/35143 2/2 - acq. Info received. - FILE

16/376755 14/12/16 23/1/2017 Item 6.15 No Canoe South Australia - defibrillator device $2,500.00 $0.00 $0.00 $12,120.56 17/06561 APPLICATION WITHDRAWN PRIOR TO

PAYMENT BEING MADE

16/390231 21/12/16 23/1/2017 Item 6.15 Yes Delfin Island Neighbourhood Watch - Area 489 (Part of Watch SA) $1,428.00 $1,428.00 $1,428.00 $10,692.56 17/66749 31/1/17 - payment voucher prepared. 1/2 -

chq. Left in Cr Ghent pigeon hole to collect

with letter.

17/51293 14/02/17 27/2/2017 Item 6.25 Yes West Lakes Tennis Club Inc. - purchase new chairs $4,565.00 $4,565.00 $4,565.00 $6,127.56 17/93921 23/3 Acquittal and receipts received and

send to EM's

17/103629 31/03/17 10/4/2017 Item 6.43 Yes West Lakes Sports Club Inc. - purchase roller shutter and lightweight canopy for canteen $2,550.00 $2,550.00 $2,318.18 $3,809.38 17/249684 31/07/17 - Funds acquitted and application

finalised.

17/87063 3/04/17 10/4/2017 Item 6.43 Yes Subsonix Dragon Boat Club Inc. - life vests $2,875.00 $2,875.00 $2,875.00 $934.38 17/164227 20/4 - Letter with cheque sent

17/129796 18/04/17 8/5/2017 Item 6.55 Yes West Lakes Current Affairs Group - bus hire for excursion to Hahndorf and general expenses $600.00 $600.00 $600.00 $334.38 17/289603 01/09/2017 - Acquittal received and


17/154959 15/05/17 22/5/2017 Item 6.62 Yes Westport Primary School - sports equipment and uniforms $4,600.00 $367.82 $334.38 $0.00 17/351560 8/6 - Cheque sent. 24/10 Statement of

Acquittal received.

Combined with Beverley Ward

Total Spend to Date $35,217.17 $34,500.00 -$0.00 BALANCE REMAINING (PENDING APPLICATIONS SUBMITTED FOR CONSIDERATION BY COUNCIL APPROVED)

Allocation Application Amount Total

Expenditure


GRANGEProjects $34,500

16/289941 27/09/16 10/10/2016 Item 6.131 Yes Zahra Foundation Australia - Women on the Run fun run event on 4 December 2016 $448.83 $448.83 $408.03 $34,091.97 17/38043 Shared with West Woodville, Hindmarsh

and Woodville 3/2/17 - acquittal documents

received and sent to Ward Councillors.

16/322876 24/10/16 14/11/2016 Item 6.151 Yes SCOSA International Day of People with Disability event on 2 December 2016 $4,750.00 $2,375.00 $2,159.09 $31,932.88 17/72369 Agreed to share with Woodville 2/3 -

acquittal docs sent to Councillors

16/331780 8/11/16 Not Approved N/A St Mary's Jacobite Syrian Orthodox Church Inc. - Carol Night on 19 November 2016 to be held at

Christian Family Centre Seaton

$5,000.00 $0.00 $0.00 $31,932.88 16/344533 14/11 meeting - not supported; organisation

advised

Church located in Cowandilla; not supported by one Cr

16/322981 21/10/16 14/11/2016 Item 6.151 Yes Prostate Cancer Foundation of Australia - SA - Paddle for Prostate Cancer on 22 January 2017 $5,000.00 $5,000.00 $4,545.45 $27,387.43 17/103028 30/3 - sent Statement of Acquittal and

event report to Councillors

16/335539 9/11/16 28/11/2016 Item 6.158 Yes Italian Historical Society of SA Inc. - migration experience project $3,957.00 $3,957.00 $3,957.00 $23,430.43 11/11 - sent to Crs for support. NB - DWA

also submitted to West Woodville Ward.

13/11 Cr Tullio provided support via email

and conflict of interest. 15/11 - Cr Scheffler

provided support. Document ready for next

Council meeting. 4/1 - letter sent following

EFT in Dec 2016.

16/355735 23/11/16 12/12/2016 Item 6.168 Yes West Lakes Combined Probus Club Inc. - hall hire for info day Feb 2017 $900.00 $900.00 $900.00 $22,530.43 17/72336 26/2 - acquittal docs received and sent to

Councillors - fwd. to IS for file

16/358429 24/11/16 12/12/2016 Item 6.168 Yes Grange Baptist Church Inc. - new gas cookers $4,000.00 $4,000.00 $4,000.00 $18,530.43 17/125241 19/4 - Statement of Acquittal and tax

invoice received

17/6097 6/12/16 Not Approved N/A Grange Uniting Netball Club - medals and trophies $5,000.00 $0.00 $0.00 $18,530.43 17/38048 6/1 - sent to Crs for support with comment

re previous funding. 1/2 advised applicant

not approved.

17/119985 4/04/17 24/4/2017 Item 6.49 Yes The Charles Sturt Memorial Museum Trust Inc - Anniversary of Captain Charles Sturt's Birthday $500.00 $500.00 $454.55 $18,075.88 17/211121 5/4 - Letter advising funds have been

transferred sent

17/119995 4/04/17 24/4/2017 Item 6.49 Yes The Charles Sturt Memorial Museum Trust Inc - Repairs to toilet block $2,200.00 $2,200.00 $2,000.00 $16,075.88 17/260795 09/08 - Statement of Acquittal received and


N/A 25/05/17 *WITHDRAWN* N/A Grange Primary School - Restoration of artwork of Captain Charles Sturt $900.00 $0.00 $0.00 $16,075.88 17/181839 1/6 - *Application withdrawn*

Total Spend to Date $19,380.83 $18,424.12 $16,075.88 BALANCE REMAINING (PENDING APPLICATIONS SUBMITTED FOR CONSIDERATION BY COUNCIL APPROVED)

2008/09 - Page 1


Checklist

TRIM Ref.

Date initial

application

received


& Item No.


Approved

- GST (allowance

for GST if

applicable)

Balance Final TRIM

Ref.

Status Notes


Expenditure


HENLEYProjects $34,500

16/221591 25/07/16 22/08/2016 Item 6.110 Yes South Australia Athletic League Incorporated - Henley Gift Carnival $4,000.00 $4,000.00 $4,000.00 $30,500.00 17/72376 1/3 - emailed re acquittal paperwork with

amount query. 3/3 - acquittal docs sent to

Cr Randall and to IS for final file

16/257705 29/08/16 12/09/2016 Item 6.116 Yes Henley Beach Neighbourhood Watch Central 011 - Operational and project costs for 2016/2017 $150.00 $150.00 $150.00 $30,350.00 16/342902 Filed

16/221993 20/07/16 26/09/2016 Item 6.122 Yes Henley Community Garden - Purchase of wicker beds, building materials for Pergola and Chook Fest

Community Event

$3,500.00 $3,500.00 $3,500.00 $26,850.00 17/72361 2/3 - acquittal doc sent to Cr Randall and to

IS for final file

16/265090 1/09/16 26/09/2016 Item 6.122 Yes The Korea & South East Asia Forces Association of Australia - SA Branch - Missing in Action Service on

8 October 2016

$3,347.00 $3,347.00 $2,944.83 $23,905.17 16/362669 1/12 - portion of funds not used and chq.

Returned to CCS and sent to finance

9/1/17 - adjustment of $97.90 made by

finance and -GST amount adjusted with

formula. COMPLETE

16/289941 27/09/16 Not Supported N/A Zahra Foundation Australia - Women on the Run fun run event on 4 December 2016 $1,795.30 $0.00 $0.00 $23,905.17 17/38043 *NOT SUPPORTED* By Henley Ward -

see West Woodville, Hindmarsh, Woodville

& Grange

16/289882 21/09/16 10/10/2016 Item 6.131 Yes The Combined Probus Club of West Beach Incorporated - Purchase Data projector, laptop, printer,

hardrive and computer accessories

$1,771.00 $1,771.00 $1,610.00 $22,295.17 17/69745 1/3 - acquittal docs sent to Councillors

16/322606 31/10/16 12/12/2016 Item 6.168 Yes West Beach Surf Life Saving Club - Pink & Blue Swim/ Walk on 21 January 2017 $5,000.00 $5,000.00 $4,545.45 $17,749.72 17/191934 14/6 - Sent Statement of Acquittal to Ward

Councillors

16/355959 25/11/16 12/12/2016 Item 6.168 Yes International Mirror Class Association of SA Inc. - 51st National Mirror Championships $4,000.00 $4,000.00 $4,000.00 $13,749.72 17/163434 19/5 - sent copy of statement of acquittal to

Councillors

17/6776 9/12/16 Not Supported N/A St Michael's College - Battlefields Tour to France for students $2,725.00 $0.00 $0.00 $13,749.72 17/38025 9/1 - sent to Crs for support noting initial NOT SUPPORTED

17/87104 10/03/17 27/03/2017 Item 6.34 Yes West Torrens District Cricket Club - Purchase of David Hookes Memorial Trophy $135.00 $135.00 $122.73 $13,626.99 17/166339 23/5 - Statement of Acquittal sent to Cr's.

17/178839 5/05/17 22/5/2017 Item 6.62 Yes Wheel Chairs for Opportunities Inc - equipment for weekend markets and Fulham Gardens Primary

School

$2,365.00 $2,365.00 $2,365.00 $11,261.99 17/202236 21/6 - Statement of Acquittal sent to Ward

Councillors

17/148892 12/04/17 22/5/2017 Item 6.62 N/A Dulwich Bakery - Bike racks and bike repair station $5,780.00 $3,878.90 $3,526.50 $7,735.49 17/368489 30/6 - Invoice sent to Dulwich Bakery for

50% of project - note amount reduced

Dulwich Bakery to match application amount. Amount endorsed by

Council $5,780. Amount changed to $3,878.90

17/165158 12/05/17 13/06/2017 Item 6.67 Yes West Torrens District Cricket Club - Replacing curator's shed door with roll up door $1,760.00 $1,760.00 $1,600.00 $6,135.49 17/243123 26/07/17 - Finalised

17/164999 19/05/17 13/06/2017 Item 6.67 Yes Marine Discovery Centre - Annual Fundraising Event on 27 June 20147 and two new laptops, paper cutter

and shredder

$4,990.45 $2,409.50 $2,190.45 $3,945.04 17/212348 30/6 - Statement of Acquittal sent to

Council Members

Approved only for the purchase of IT and office equipment not for

fundraising event aspect



Expenditure


WOODVILLEProjects $34,500

16/195361 5/07/16 11/7/2016 Item 6.86 Yes Woodville Hockey Club - Cleaning and inspection of their artificial field, new rubber footbaths and a

promotional banner

$2,898.50 $2,898.50 $2,635.00 $31,865.00 18/104194 Funds transferred 29/7/16. Acquitted

04/04/18


other wards)

$1,735.00 $1,735.00 $1,735.00 $30,130.00 16/279635 Cheque sent 18/8/16




16/302956 4/10/16 25/10/2016 Item 6.138 Yes Challa Gardens Primary School - Stobie Pole Painting $3,000.00 $3,000.00 $2,727.27 $26,994.70 17/284461 23/08/17 - Statement of Acquittal Received.

28/08/17 Application finalised.

16/198107 7/06/16 14/11/2016 Item 6.151 Yes Challa Gardens Primary School - Labs' n Life Program $4,000.00 $1,500.00 $1,363.64 $25,631.06 17/173085 Acquittal received and trim application

finalised 28/08/17.

16/264962 30/08/16 14/11/2016 Item 6.151 Yes Somali Bantu Community Association of Australia - hire of Enfield Community Centre for indoor soccer $2,000.00 $2,000.00 $2,000.00 $23,631.06 16/11 - new sundry creditor req. prepared.

1/12 - chq. Posted with letter

16/322876 24/10/16 14/11/2016 Item 6.151 Yes SCOSA International Day of People with Disability event on 2 December 2016 $4,750.00 $2,375.00 $2,159.09 $21,471.97 17/72369 Agreed to share with Grange Ward. 2/3

acquittal docs sent to Councillors

16/357127 28/11/16 Not Supported No Adelaide Rotary Club Inc. - World Festival of Magic $4,800.00 $0.00 $0.00 $21,471.97 16/384321 28/11 - sent to various Crs for support with

rec. not to endorse

Rec. not to approve

17/10244 6/01/17 23/1/2017 Item 6.15 Yes Vietnamese Community in Australia - SA Chapter Inc - TET Festival $5,000.00 $4,990.00 $4,536.36 $16,935.61 17/133279 26/4 - Statement of Acquittal, event report

and invoice received

17/26482 24/01/17 13/2/2017 Item 6.22 Yes First (1st) Kilkenny Scouts Group (Scouts SA) - Community Fun Day $3,000.00 $2,410.00 $2,190.91 $14,744.70 17/169788 17/2 - invoice requested following approval

20/2 - invoice to IS, 2/3 - chq. Posted

17/40748 7/02/17 13/2/2017 Item 6.22 Yes Clubhouse SA Inc. - Diamond House - purchase air conditioner $5,000.00 $5,000.00 $4,545.45 $10,199.25 17/274568 21/08/17 - Finalised. Note, original

application misplaced.

17/155097 16/02/17 22/5/2017 Item 6.62 Yes The Woodville Concert Choir Inc. - hall hire, licences and subscriptions $4,000.00 $4,000.00 $4,000.00 $6,199.25 8/6 - Cheque sent

17/176553 29/05/17 13/06/2017 Item 6.67 Yes Woodville Community Dog Training Centre - purchase activity equipment $1,500.00 $460.46 $460.46 $5,738.79 17/242765 29/6 - Funds transferred Shared with West Woodville Ward

17/195582 19/06/17 26/06/2017 Item 6.62 Yes West Croydon Football Club - Guernseys for inaugural indigenous football round on 8 July 2017 $5,109.77 $5,109.77 $5,109.77 $629.02 17/238741 21/07 - Statement of Acquittal received

Total Spend to Date $35,927.56 $33,870.98 $629.02 BALANCE REMAINING (PENDING APPLICATIONS SUBMITTED FOR CONSIDERATION BY COUNCIL APPROVED)

2008/09 - Page 2


Checklist

TRIM Ref.

Date initial

application

received


& Item No.


Approved

- GST (allowance

for GST if

applicable)

Balance Final TRIM

Ref.

Status Notes


Expenditure


WEST WOODVILLEProjects $34,500


other wards)

$500.00 $500.00 $500.00 $34,000.00 16/279635 Cheque sent 18/8/16

16/257570 29/08/16 12/09/2016 Item 6.116 Yes Woodville South Sports and Community Club – Purchase of items for kitchen upgrade $3,155.00 $3,155.00 $2,868.18 $31,131.82 17/69740 1/3 acquittal docs sent to Councillors and to

IS

16/264881 2/09/16 26/09/2016 Item 6.122 Yes Woodville Croquet Club - Hammer Time Community Croquet Club Program $5,000.00 $4,000.00 $4,000.00 $27,131.82 17/72072 Amount amended to $4,000; 3/3 - acquittal

documents sent to Councillors and to IS for

file

16/246078 19/08/16 10/10/2016 Item 6.131 Yes Rotary Club of Charles Sturt Grange - purchase of timber board, hardware items, paints, rods,

consumables, tooling aids and cutters to be used in the manufacture of quality wooden toys

$2,047.32 $2,047.32 $2,047.32 $25,084.50 17/69738 1/3 - acquittal docs sent to Crs.

16/277529 16/09/16 10/10/2016 Item 6.131 Yes Combined Probus Club of Woodville South Incorporated - Postage for Club bulletin and stationary $350.00 $350.00 $350.00 $24,734.50 Cheque sent 3/11/16




16/302917 4/10/16 24/10/2016 Item 6.138 Yes Woodville Glengarry Tennis Club - purchase of lawn mower and smooth turf roller $5,000.00 $4,000.00 $4,000.00 $20,326.47 17/69742 Amount amended to $4,000 1/3 - acquittal

16/335446 9/11/16 28/11/2016 Item 6.158 Yes Italian Historical Society of SA Inc. - migration experience project $2,625.00 $2,625.00 $2,625.00 $17,701.47 6/12 - sundry req. prepared. NB - DWA

also submitted to Grange Ward. 4/1 - letter

16/376325 8/12/16 23/1/2017 Item 6.15 Yes Italian Home Delivered Meals and Services - PISA $4,950.00 $4,950.00 $4,500.00 $13,201.47 17/165638 23/2 - letter with acquittal form sent via

email

17/38020 7/02/17 27/02/2017 Item 6.25 Yes Peer Veet Training - 2017 Graduation and Awards Night $500.00 $500.00 $454.55 $12,746.93 17/193942 15/6 - Statement of Acquittal received and

sent to Councillors

17/86756 17/03/17 27/03/2017 Item 6.34 Yes Woodville West Torrens Football Club Inc - Repairs to PA System in Southern Grandstand $4,800.00 $4,800.00 $4,363.64 $8,383.29 17/186522 13/6 - Statement of Acquittal received

17/92901 28/02/17 27/03/2017 Item 6.34 Yes Port Adelaide United Workers Club (Semaphore Workers Club) on behalf of Royal Park Doghouse Club –

Storage and shelving for historical items and computer used for recording historical items and Club’s

administration

$5,000.00 $3,000.00 $3,000.00 $5,383.29 17/202218 20/6 - Statement of Acquittal sent to Ward

Councillors

17/118812 1/02/17 *NOT APPROVED* N/A Waratah Close Complex- Purchase of TV and home theatre system $2,000.00 $0.00 $0.00 $5,383.29 17/133520 24/4/17 - *NOT APPROVED* - Funds to

come out of Property Budget next financial

year

17/129927 22/03/17 8/5/2017 Item 6.55 Yes Seaton Park Ukulele Group - Purchase of group polo shirts $1,058.75 $1,058.75 $1,058.75 $4,324.54 17/263894 31/5 - Letter with cheque sent

17/129973 21/04/17 8/5/2017 Item 6.55 Yes Woodville City Soccer Club Inc (Western Strikers Soccer Club) - Purchase of tables and chairs for club

rooms

$2,785.00 $2,785.00 $2,785.00 $1,539.54 17/284494 28/08 - Application acquitted and finalised .

17/176638 31/05/17 13/06/2017 Item 6.67 Yes Woodville South Neighbourhood Watch - Door Stop Alarms for residents $500.00 $500.00 $500.00 $1,039.54 17/286318 28/08 - Statement of Acquittal received and

sent to Crs. 29/08 - Finalised.

17/176553 29/05/17 13/06/2017 Item 6.67 Yes Woodville Community Dog Training Centre - purchase activity equipment $1,500.00 $1,039.54 $1,039.54 $0.00 17/242765 29/6 - Funds transferred Shared with Woodville



Expenditure


FINDONProjects $34,500

16/257879 31/08/16 12/09/2016 Item 6.116 Yes Associazione Sinopolese Maria SS Di Tutte Le Grazie Incorporated – Feast in Honour of Our Lady of All

Graces

$4,999.00 $4,999.00 $4,999.00 $29,501.00 16/334736 Acquittal completed and final document in

TRIM - 15/11

16/332260 3/11/16 28/11/2016 Item 6.158 Yes Findon Skid Kids Incorporated - Replace track safety fence $4,950.00 $4,950.00 $4,950.00 $24,551.00 17/106556 6/12 - cred req. payment voucher prepared

14/12 - final letter sent with acq. Info

17/14524 13/01/17 23/01/2017 Item 6.15 Yes Seaton Calisthenics Club - new equipment $652.00 $652.00 $652.00 $23,899.00 17/191918 13/6 - sent Statement of Acquittal to Ward

Councillors

17/36367 30/01/17 13/02/2017 Item 6.22 Yes Woodville District Baseball Club - defibrillator $2,395.00 $2,395.00 $2,395.00 $21,504.00 17/72379 20/2 - payment voucher prepared; 23/2 -

letter with acquittal form sent via email 3/3 -

acquittal received and sent to file

17/66850 22/02/17 14/03/2017 Item 6.30 Yes Fulham Cricket Club - defibrillator and tables $5,620.00 $5,620.00 $5,620.00 $15,884.00 17/225927 Preparing payment voucher for cheque

17/87033 2/03/17 27/03/2017 Item 6.34 Yes Woodville Little Athletics Centre Inc - purchase and installation of discus ring $2,120.00 $2,120.00 $2,120.00 $13,764.00 17/252701 03/08/17 - Acquittal received and


17/101767 28/03/17 10/04/2017 Item 6.43 Yes Woodville District Baseball Club - Shelters for junior players and officials $3,674.00 $3,674.00 $3,674.00 $10,090.00 17/356564 27/4 - Funds transferred. 31/10 Acquittal

received. 01/11 - Application finalised.

17/153572 15/05/17 22/5/2017 Item 6.62 Yes Woodville District Baseball Club - Don Klaebe Reserve baseball main diamond bases and ground

upgrade

$4,960.00 $4,960.00 $4,960.00 $5,130.00 17/277907 21/08/17 - Statement of Acquittal Received.

N/A 7/04/17 *WITHDRAWN* N/A Nazareth Catholic College - Musical instruments $3,500.00 $0.00 $0.00 $5,130.00 17/155758 15/5 - *Application withdrawn*

17/167935 25/05/17 13/06/2017 Item 6.67 Yes Fulham United Football Club - Electrical Load Audit and fryer $4,684.90 $4,684.90 $4,259.00 $871.00 17/322343 28/09/17 - Statement of Acquittal received.

04/10 application finalised


2008/09 - Page 3


Checklist

TRIM Ref.

Date initial

application

received


& Item No.


Approved

- GST (allowance

for GST if

applicable)

Balance Final TRIM

Ref.

Status Notes


Expenditure


HINDMARSHProjects $34,500

16/188858 7/06/16 11/7/2016 Item 6.86 Yes Elizabeth Street Traders Croydon - ‘Queen of SALA’ street party $2,400.00 $2,400.00 $2,400.00 $32,100.00 Cheque sent 20/7/16

16/246038 19/08/16 10/10/2016 Item 6.131 Yes Kilkenny Primary School - Purchase equipment to create beehive $1,499.00 $1,499.00 $1,362.73 $30,737.27 16/334614 15/11 - final document received via TRIM

with acquittal16/289941 27/09/16 10/10/2016 Item 6.131 Yes Zahra Foundation Australia - Women on the Run fun run event on 4 December 2016 $448.83 $448.83 $408.03 $30,329.25 17/38043 Shared with West Woodville, Hindmarsh



16/322576 September

2016

12/12/16 Item 6.168 Yes Ideas for Adelaide - Croydon to Kilkenny Water balloon fight - buckets and sponges $600.00 $600.00 $600.00 $29,729.25 17/164222 15/12 - cred. Req. prepared 19/12 -

payment voucher completed 4/1 - letter

sent following EFT.

17/7792 3/01/17 23/01/2017 Item 6.15 Yes Art N Heart - creation of handmade mosaic murals project $5,000.00 $5,000.00 $5,000.00 $24,729.25 18/103457 23/2 - letter with acquittal form sent via

email

17/16862 17/01/17 13/02/2017 Item 6.22 Yes Sister Gallery - Community support - materials and gallery opening assistance $5,000.00 $5,000.00 $5,000.00 $19,729.25 17/191947 4/5 - Letter and cheque sent to Ideas for

Adelaide

17/118776 7/04/17 24/04/2017 Item 6.49 Yes Rosetta Street Greening - Storage trailer with signage $4,267.40 $4,267.40 $4,267.40 $15,461.85 17/260877 09/08 - Acquittal received and application

finalised.

17/129829 21/04/17 8/05/2017 Item 6.55 Yes Sharon Hefferan - Paint and brushes for stobie pole painting in West Croydon $5,000.00 $5,000.00 $5,000.00 $10,461.85 17/276405 21/8 Statement of Acquittal sent to Ward

Councillors

17/129893 20/04/17 8/05/2017 Item 6.55 Yes Welcome to Australia - Iftar Dinner on 22 June 2017 - catering and Woodville Town Hall hire $6,080.00 $6,080.00 $5,625.45 $4,836.39 17/238440 21/07 - DWA records linked and finalised

17/164879 21/05/2017 13/06/2017 Item 6.67 Yes Park Terrace Community Garden Inc. - site box for garden with padlock including delivery $439.94 $439.94 $439.94 $4,396.45 17/237178 21/07 - DWA records linked and finalised

17/164935 23/05/17 13/06/2017 Item 6.67 Yes Croydon Bowling Club - replace lino, benchtops and cupboards in kitchen and repaint walls and ceilings $4,500.00 $4,396.45 $4,396.45 $0.00 17/249679 Statement of Acquittal received 31/07.

Finalised 01/08. Combined with Beverley Ward.



Expenditure


BEVERLEYProjects $34,500

16/202377 12/07/16 25/07/2016 Item 6.93 Yes Cyprus Community of SA Inc - 2016 Cyprus Festival $4,999.00 $4,999.00 $4,544.55 $29,955.45 17/133295 26/4 - Statement of Acquittal, event report

and invoice received


other wards)

$605.00 $605.00 $605.00 $29,350.45 16/279635 Cheque sent 18/8/16

16/203970 12/08/16 22/08/2016 Item 6.110 Yes Over 50's Club Flinders Park Incorporated - purchase of laptop, printer and Microsoft Office software $1,578.45 $1,578.45 $1,578.45 $27,772.00 16/275720 Cheque sent 31/8/16

16/264938 1/09/16 26/09/2016 Item 6.122 Yes The Society of St Hilarion - Feast Day of St Hilarion $5,000.00 $5,000.00 $4,545.45 $23,226.55 17/202209 21/6 - Statement of Acquittal received and

sent to Ward Councillors.

Rounding issue

16/257822 30/08/16 10/10/2016 Item 6.131 Yes Community Neighbours George Avenue, Allenby Gardens - Annual Christmas Light Up $250.00 $164.65 $164.65 $23,061.90 16/362677 1/12 - CHq. Returned for 85.35 and sent to

finance. Acquittal completed and all docs

sent to IS. COMPLETE

$85.35 returned

16/276895 15/09/16 *NOT APPROVED* N/A Wheelchair Sports Association of South Australia Incorporated - catering and cleaning of hall for

Guinness World Record Basketball event on 22/23 October 2016

$1,000.00 $0.00 $0.00 $23,061.90 16/304761 *NOT SUPPORTED*

17/4623 22/12/16 23/01/2017 Item 6.15 Yes Ukrainian Community School - auspiced by Association of Ukrainians in South Australia Inc. $4,990.00 $4,990.00 $4,990.00 $18,071.90 13/2 - acquittal letter posted with cheque.

17/29831 2/01/17 13/02/2017 Item 6.22 Yes Beverley Neighbourhood Watch - Watch SA - office expenses, printing support $150.00 $150.00 $150.00 $17,921.90 17/178043 31/5 - Statement of Acquittal sent to Cr's.

17/50728 10/02/17 27/02/2017 Item 6.25 Yes Flinders Park Senior Citizens Club - Over 50's Club Flinders Park - new TV $998.00 $998.00 $998.00 $16,923.90 17/147215 Cheque sent 10/03/2017

17/154959 15/05/17 22/5/2017 Item 6.62 Yes Westport Primary School - sports equipment and uniforms $4,600.00 $4,232.18 $3,847.44 $13,076.47 17/351560 8/6 - Cheque sent. 24/10 Statement of

acquittal received.

Combined with Semaphore Park Ward

17/164935 23/05/17 13/06/2017 Item 6.67 Yes Croydon Bowling Club - replace lino, benchtops and cupboards in kitchen and repaint walls and ceilings $4,500.00 $103.55 $103.55 $12,972.92 17/249679 Statement of Acquittal received 31/07.

Finalised 01/08.

Combined with Hindmarsh Ward. Statement of Acquittal received

31/07. Finalised 01/08.


$250,608.75 $241,506.15 $34,493.85 Total amount of funds available for use 16/17 (PENDING APPLICATIONS SUBMITTED FOR CONSIDERATION BY

COUNCIL APPROVED)

2008/09 - Page 4


7. MOTIONS ON NOTICE Nil 8. QUESTIONS ON NOTICE Nil 9. MOTIONS WITHOUT NOTICE [As previously identified and agreed to by Mayor.] 10. QUESTIONS WITHOUT NOTICE 11. BUSINESS – PART II – CONFIDENTIAL ITEMS Nil 12. REPORTS OF COMMITTEES – PART II – CONFIDENTIAL

Nil 13. MEETING CLOSURE

of meeting to all members of council i wish to advise that an ordinary meeting of council will be...

Documents