Agenda of Council Meeting

Council Meeting

3 April 2019

ORDER OF BUSINESS

1 Opening Prayer / Acknowledgement of Country / National Anthem

2 Notice of Live Streaming of Council meeting

3 Apologies

4 Declarations of Pecuniary & Non Pecuniary Conflicts of Interest

5 Confirmation of Previous Minutes

C04/19-40 Minutes of the Ordinary Meeting of Council - 20 March 2019 5

6 Mayoral Minutes

Nil

7 Public Forum / Invited Speakers

8 Items Resolved by Exception

9 Reports to Council

General Manager

C04/19-41 Legal Report - March 2019.............................................. 17

Director People & Performance

Nil

Director Finance & Governance

Nil

Director Community Development

C04/19-42 Renewal and Establishment of Alcohol-Free Zones - Stage 2.................................................................................... 19

C04/19-43 Draft Cumberland Cultural Plan 2019 – 2029..................... 95

C04/19-44 Tender Evaluation Report - CCTV and Lighting Upgrades 139

Director Environment & Planning

C04/19-45 Cumberland Design Excellence Panel............................. 143

Director Works & Infrastructure

C04/19-46 Contract Extension - Receival and Processing of Residential Kerbside Clean Up Material............................................ 171

C04/19-47 Contract Extension - Mixed Solid Waste Processing Agreement.................................................................... 173

C04/19-48 Hyland Road Reserve - Exhibition of Draft Master Plan.... 175

C04/19-49 Tender Evaluation Report - Alterations & Additions to Friend Park Children's Centre................................................... 189

C04/19-50 Tender Evaluation Report - Woodville Golf Course Irrigation Project.......................................................................... 193

C04/19-51 Expression of Interest Evaluation Report - Supply, Install and Maintain Bus Shelters.................................................... 197

10 Reports from Committees

C04/19-52 Quarterly Progress Report and Submissions Received for Council Consultative and Advisory Committees............... 201

11 Motions pursuant to Notice

C04/19-53 Notice of Motion - School Holiday Care Program............. 293

C04/19-54 Notice of Motion - Cumberland Council Administration Building......................................................................... 295

12 Notices of Rescission

Nil

13 Questions on Notice

Nil

14 Presentation of Petitions

Nil

15 Closed Session Reports

C04/19-55 Proposed Closure and Sale of Part of Finns Lane, Merrylands

Note: Included in Closed Council in accordance with Section 10A(2)(c) of the Local Government Act as the information involves information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

Council Meeting

3 April 2019

Item No: C04/19-42

Renewal and Establishment of Alcohol-Free Zones - Stage 2

Responsible Division: Community Development

Officer: Director Community Development

File Number: C-37-64

Community Strategic Plan Goal: A safe accessible community

Summary

This report outlines the renewal of 15 Alcohol-Free Zones within Greystanes, Girraween, Guildford, Merrylands, Pendle Hill, South Wentworthville, Toongabbie, Wentworthville and Westmead, which are due for renewal on 13 June 2019. It also recommends the establishment of two new Alcohol-Free Zones in Greystanes.

Recommendation

That Council:

1. Commence the mandatory consultation and notification process in accordance with the Local Government Act 1993 for the renewal of existing and proposed additional Alcohol-Free Zones in the Greystanes, Girraween, Guildford, Merrylands, Pendle Hill, South Wentworthville, Toongabbie, Wentworthville and Westmead areas as outlined in this report for a four year period.

2. Receive a further report for consideration at the conclusion of the public consultation and notification process.

Report

Background

At the Ordinary Meeting of Council held on 7 March 2018, Council considered a report which recommended a two stage process for the renewal and extension of Alcohol-Free Zones in Cumberland due to the different cycles across the three former Council areas.

In accordance with the Stage 1 renewals, Council resolved to:

“1. Establish 24 Alcohol-Free Zones in accordance with Section 644B of the Local Government Act 1993 in the areas within Auburn, Berala, Lidcombe, Granville, Guildford, Merrylands, Pemulwuy and Wentworthville for a four year period (26 March 2018 to 25 March 2022).”

The report also recommended that in April 2019, Council commence the review, consultation and notification process for the renewal of the remaining Alcohol-Free Zones (Stage Two) prior to their expiry on 13 June 2019.

Council has undertaken a review of the 15 existing Alcohol-Free Zones due for renewal. This report provides details of these and two additional areas in Greystanes recommended for establishment as Alcohol-Free Zones.

The Purpose of Alcohol-Free Zones

The purpose of Alcohol-Free Zones is to provide an early intervention measure to prevent the escalation of irresponsible street drinking to incidents involving serious crime.

Alcohol-Free Zones are enforced by the NSW Police. Any person observed to be drinking in an Alcohol-Free Zone may have the alcohol in their possession immediately seized and tipped out or otherwise disposed of.

The drinking of alcohol is prohibited in an Alcohol-Free Zone. It is important to note that Alcohol-Free Zones can only be created for a public road or part of a public road, footpath or public place that is a car park or part of a car park. The prohibition of the consumption of alcohol in other places such as parks and reserves is governed under Section 632A of the Local Government Act 1993 as ‘Alcohol Prohibited Areas’. These do not require approval of Council.

Existing Alcohol-Free Zones Requiring Renewal (Stage Two)

The following Alcohol-Free Zones within Greystanes, Girraween, Guildford, Merrylands, Pendle Hill, South Wentworthville, Toongabbie, Wentworthville and Westmead are due for renewal on 13 June 2019.

It is recommended that Council renew the establishment of Alcohol-Free Zones in the public road, car parking areas and adjacent footpaths for the 15 areas listed below (maps are included in Attachments 1 to 15).

Greystanes

· Zone 24: Nemesia Street Park Car Parks, Greystanes - Carnation Street, Greystanes (western side) - commencing from the northern boundary of 17 Carnation Street to the intersection with Nemesia Street, Greystanes; Nemesia Street (on the southern side) commencing from the intersection with Carnation Street to the intersection with Hyacinth Street; Car park on the northern side of Nemesia Street Park (accessed via Nemesia Street); Hyacinth Street (eastern side) from intersection with Nemesia Street to northern boundary of 4 Hyacinth Street; Car park on the southern side of Nemesia Street Park (accessed via Gardenia Parade); Gardenia Parade (northern side) from eastern boundary of 72 Gardenia Parade to western boundary of 78 Gardenia Parade.

· Zone 25: Darling Street Park Car Parks, Greystanes - Car park on the southern side of Darling Street Park (accessed via Darling Street); Car park on the northern side of the Darling Street Park (accessed via MacLeay Street).

· Zone 26: Bathurst Street Shopping Centre and Car Park, Greystanes - 41 to 51 Bathurst Street (southern side of Bathurst Street along the frontage of Bathurst Street Shopping Centre) incorporating the adjacent car park.

· Zone 27: Greystanes Shopping Centre, Greystanes - Merrylands Road (on the eastern side) between Cumberland Road and Braeside Road; Braeside Road between Merrylands Road and Terry Street (on the western side) and No. 146 Braeside Road (on the eastern side); Terry Street between Braeside Road and Cumberland Road; Benaud Street Laneway between Benaud Street and Cumberland Road; Cumberland Road between Terry Street and Merrylands Road.

· Zone 28: Hyland Road, Greystanes between 2 and 7 Hyland Road, 100 metres east and south of the Cumberland West Men’s Shed.

Guildford

· Zone 31: McCredie Park Car Park, Guildford - Car park on the eastern side of McCredie Park (accessed via Tamplin Road and Guildford Leagues Club).

Merrylands

· Zone 32: Merrylands Oval Car Parks, Merrylands - Car parks (servicing the Merrylands Swimming Centre, Merrylands Oval and Merrylands Park Tennis Courts) on the eastern side of Burnett Street.

· Zone 33: Hilltop Road, Merrylands between Clarence Street and the western boundary of 13 Hilltop Road (northern side); Hilltop Road between Clarence Street and the western boundary of 12 Hilltop Road (southern side).

Pendle Hill

· Zone 34: Civic Avenue, Pendle Hill between Pendle Way and Billabong Street including the Civic Park Car park (at the western end of Civic Avenue); Pendle Way, Pendle Hill (eastern side) between Stapleton Street and Joyce Street; Pendle Way (western side) between Gilba Road and Joyce Street; Joyce Street (northern and southern sides) between Pendle Way and Purdie Lane; Purdie Lane between Stapleton Street and Joyce Street incorporating the adjacent car park; Stapleton Street between Pendle Way and Purdie Lane.

South Wentworthville

· Zone 35: Ted Burge Sportsground Car Park and street frontage surrounds, South Wentworthville - Hollywood Street (south side) between Centenary Road and Richmond Street including the adjacent car parking areas; Richmond Street (western side) between Hollywood and Richmond Street; Fairmount Street (northern side) between Centenary Road and Richmond Street.

Girraween

· Zone 36: CV Kelly Park Car Park, Girraween - Car park on the southern side of CV Kelly Park (accessed via Oramzi Road).

Toongabbie

· Zone 37: Toongabbie Town Centre - Portico Parade, Toongabbie between Aurelia Street and Junia Avenue; Aurelia Street between Portico Parade and Octavia Street; “The Portico” being those sections of roads and adjacent footpaths adjacent to the perimeter of Portico Park extending between Portico Parade and Aurelia Street and Portico Parade and Cornelia Road.

Wentworthville

· Zone 38: Wentworthville Town Centre inclusive of:

- The Kingsway (between Cumberland Highway and Station Street including The Kingsway Car Park);

- Dunmore Street (between the Cumberland Highway and Lane Street including the car parks on the eastern and western sides of the Wentworthville Library and Community Centre (2 - 8 Lane Street), and the car park on the corner of Garfield Street);

- Lane Street (between Dunmore and Veron Street, including the car park at 13 Lane Street, to the rear of the Wentworthville Hotel, described as Lot 29 DP 963);

- Veron Street (between Lane Street and 57 Veron Street);

- Station Street (between The Kingsway and McKern Street);

- Pritchard Street (between Station Street and Garfield Street); and

- Garfield Street (between Dunmore Street and Pritchard Street).

· Zone 39: Ringrose Park (Monty Bennett Oval) Car Parks, Wentworthville - the car park on the eastern side of Monty Bennett Oval (accessed via Cumberland Highway) and the car park on the northern side of Monty Bennett Oval (accessed via Smith Street, adjacent to the Wentworthville Leagues Club Car Park).

Westmead

· Zone 40: The western side of Hawkesbury Road, Westmead adjacent to the frontage of the Oakes Shopping Centre (74 Hawkesbury Road) between Nolan Crescent and Church Avenue and the laneway behind.

Proposed New Alcohol-Free Zones

It is recommended that Council establish two additional Alcohol-Free Zones in the public road, car parking areas and adjacent footpaths for the two areas listed below (maps are included in Attachments 16 and 17).

Greystanes

· Zone 29: Greystanes Sportsground Car Park – Car park on the northern side of Greystanes Sportsground (accessed via Merrylands Road).

Rationale: To curtail the consumption of alcohol and anti-social behaviour in the Greystanes Sportsground and surrounding streets and locations to reduce alcohol related incidents that may cause fear and harm to local residents and the public.

· Zone 30: Daniel Street Park Car Park - Car park on the western side of Daniel Street Park (accessed via Virgil Street).

Rationale: To curtail the consumption of alcohol and anti-social behaviour in the Daniel Street Car Park and surrounding streets and locations to reduce alcohol related incidents that may cause fear and harm to local residents and the public.

The above locations are all situated in the Cumberland Police Area Command.

Consultation for the Renewal and Establishment of Alcohol-Free Zones

All pre-existing Alcohol-Free Zones which are due for expiry, and all proposed new Alcohol-Free Zones, are required to be implemented in accordance with Section 644B of the Local Government Act 1993.

In accordance with the Ministerial Guidelines on Alcohol-Free Zones, Council must undertake a consultation process to decide if an Alcohol-Free Zone is appropriate. Once established by Council resolution, the roads, footpaths and public car parks within the zone must be signposted and notice of the zone must appear in the local press. The maximum duration of an Alcohol-Free Zone is four years, although it may be re-established at the conclusion of the original period following a review by Council of its continuing applicability.

Council has consulted with the Cumberland Police Area Command and proposes the implementation of the 17 Alcohol-Free Zones as recommended above for a four year period.

Community Engagement

Council will undertake a public consultation and notification process as required by Section 644A of the Local Government Act 1993.

During this period, the Cumberland Police Area Command and proprietors of the nearest liquor outlets will be requested to make representations or provide objections within the public consultation and notification period. Notification of the public consultation process will be advertised in local newspapers and on Council’s website.

Preliminary consultation with the Cumberland Police Area Command has indicated that the existing Alcohol-Free Zones are effective and support the additional Alcohol-Free Zones proposed.

Policy Implications

The renewal and establishment of Alcohol-Free Zones is a key action in the Cumberland Community Safety and Crime Prevention Plan 2018 - 2022 (Action 9.5.3).

It is necessary that all applications are considered on individual merit determination and in accordance with the Local Government Act 1993 and Ministerial Guidelines. As such there are no Council policy implications for the establishment of Alcohol-Free Zones.

Risk Implications

There are no risk implications for Council associated with this report.

Financial Implications

Sufficient resourcing has been included for the manufacture and installation of the appropriate signage in the approved 2018/2019 budget. There are no further financial implications for Council associated with this report.

CONCLUSION

Section 644 of the Local Government Act 1993 requires Council to prepare a proposal of all existing and new Alcohol-Free Zones. In accordance with the Ministerial Guidelines, approval in principle is sought for the renewal of Council’s Alcohol-Free Zones in Greystanes, Guildford, Girraween, Merrylands, Pendle Hill, South Wentworthville, Toongabbie, Wentworthville and Westmead including two additional zones in Greystanes. This report commences the process for their renewal and establishment for a four year period.

Following a resolution of Council, the mandatory consultation and notification process will then commence and a report will be brought back to Council at the conclusion of this process, which is a requirement under the Local Government Act 1993.

Attachments

1. Alcohol-Free Zone 24 - Nemesia Street Park Car Park, Greystanes ⇩

2. Alcohol-Free Zone 25 - Darling Street Park Car Park, Greystanes ⇩

3. Alcohol-Free Zone 26 - Bathurst Street Shopping Centre and Car Park, Greystanes ⇩

4. Alcohol-Free Zone 27 - Greystanes Shopping Centre, Greystanes ⇩

5. Alcohol-Free Zone 28 - Hyland Road, Greystanes ⇩

6. Alcohol-Free Zone 31 - McCredie Park Car Park, Guildford ⇩

7. Alcohol-Free Zone 32 - Merrylands Oval Car Park, Merrylands ⇩

8. Alcohol-Free Zone 33 - Hilltop Road, Merrylands ⇩

9. Alcohol-Free Zone 34 - Civic Avenue, Pendle Hill ⇩

10. Alcohol-Free Zone 35 - Ted Burge Sportsground Car Park, South Wentworthville ⇩

11. Alcohol-Free Zone 36 - CV Kelly Park Car Park, Girraween ⇩

12. Alcohol-Free Zone 37 - Toongabbie Town Centre ⇩

13. Alcohol-Free Zone 38 - Wentworthville Town Centre ⇩

14. Alcohol-Free Zone 39 - Ringrose Park (Monty Bennett Oval) Car Park, Wentworthville ⇩

15. Alcohol-Free Zone 40 - Oakes Shopping Centre, Westmead ⇩

16. Alcohol-Free Zone 29 - Greystanes Sportsground Car Park, Greystanes ⇩

17. Alcohol-Free Zone 30 - Daniel Street Park Car Park, Greystanes ⇩

Council Meeting

3 April 2019

Item No: C04/19-43

Draft Cumberland Cultural Plan 2019 – 2029

Responsible Division: Community Development

Officer: Director Community Development

File Number: C-36-70

Community Strategic Plan Goal: A great place to live

Summary

The Draft Cumberland Cultural Plan 2019 - 2029 has been developed to guide Council’s planning of programs, services and infrastructure for arts and culture over the next ten years.

This report outlines the process Council undertook to develop the Draft Plan and recommends that the Draft Cumberland Cultural Plan 2019 – 2029 be placed on public exhibition for a period of 28 days for consultation with the community.

Recommendation

That Council place the Draft Cumberland Cultural Plan 2019 – 2029 on public exhibition for a period of 28 days, with a report to be provided back to Council following the conclusion of the exhibition period.

Report

The Draft Cumberland Cultural Plan 2019 - 2029 provides a long term vision for culture in Cumberland to help guide Council’s decisions and work in arts and cultural development over the next ten years. The Draft Plan sets a roadmap for how cultural outcomes can be achieved collectively by Council working with other levels of government and community partners.

The Draft Plan identifies a series of priorities and actions that aim to increase opportunities for creative and cultural expression, improve access to the arts and strengthen Cumberland’s unique identity.

Development of the Draft Plan

Council undertook an extensive research and community engagement process to develop the Draft Plan. This included:

· Audit and mapping of existing cultural assets across Cumberland and by neighbourhood. Cultural assets mapped included heritage items, public art, food-related businesses, cultural programs and events, cultural workers, cultural groups and networks, cultural facilities and arts spaces.

· Auditing and benchmarking of current cultural facilities.

· Review and analysis of domestic and international leading practice approaches to strategic cultural planning.

· Community and stakeholder engagement, including two community workshops (93 participants), 23 stakeholder interviews, workshops with Council staff, an online interactive cultural asset mapping tool (97 pins), and an artist/arts organisation survey (75 respondents).

· Consultation with the following five Council Advisory and Consultative Committees: Arts, Aboriginal and Torres Strait Islander, Youth, Culturally and Linguistically Diverse and Heritage.

A background report, The State of Culture in Cumberland 2019, provides detailed background data from this research and an evidence base which has been used to develop the Draft Plan.

Priority Areas

The Draft Plan identifies five priority areas to guide Council’s planning of programs, services and infrastructure for arts and culture.

The five priority areas include:

Priority 1: Recognising Cumberland’s Aboriginal cultural heritage

Priority 2: Celebrating strength in diversity

Priority 3: Improving cultural facilities, spaces and streets

Priority 4: Enhancing place identity and activation

Priority 5: Supporting cultural groups and individuals

The Draft Plan outlines 14 strategies and 48 actions to support and grow a creative, culturally active and vibrant community in Cumberland over the next ten years.

Alignment with Strategies of Council

The implementation of the Cultural Plan will be supported by the Draft Cumberland Employment and Innovation Lands Strategy, currently in development. The Strategy seeks to foster local jobs by building on Cumberland’s comparative advantages and fostering emerging industry sectors, including creative industries such as food and artisan industries.

Other relevant strategies that align with actions in the Draft Plan include the Cumberland Events Strategy 2017 - 2019, the Cumberland Reconciliation Action Plan 2019 – 2021, the Cumberland Library Strategy 2018 – 2021, the Cumberland Youth Strategy 2017 – 2021 and the Draft Cumberland Community Facilities Strategy (currently in development).

Tracking Progress and Reporting

Implementation of the Cultural Plan has been incorporated into Council’s Delivery Program and Operational Plan. It will also be supported by an annual implementation plan which will identify the priority actions to be implemented with accompanying responsibilities, performance indicators and timeframes.

Progress against the Cultural Plan will be reported quarterly to Council as part of Council’s Corporate Planning and Reporting Framework as well as through Council’s Arts Advisory Committee. An evaluation of the Plan will be undertaken at the midway mark and at the completion of the ten year term in 2029. The results of this evaluation will be reported to Council and the community.

Community Engagement

The Draft Cumberland Cultural Plan 2019 - 2029 will be placed on public exhibition for a period of 28 days to enable the community to have an opportunity for further input.

During the public exhibition period, the following actions and additional community engagement activities will be undertaken:

· The Draft Plan will be distributed to residents, community groups, committees and key stakeholders who participated in the engagement process to seek additional feedback and comment.

· The Draft Plan will be made available on the Council website and at Council libraries, staffed community centres and Council’s customer service centres.

· Promotion of the public exhibition period via Council’s social media channels and distribution of media releases to local papers.

· Advertisement of the public exhibition period via advertisements in the Auburn Review and Parramatta Advertiser.

· The Draft Plan will also be distributed through community and artist networks, at advisory committee and interagency meetings.

Copies of the Draft Plan, The State of Culture in Cumberland 2019 Background Report, and Community Engagement Report will also be available on Council’s ‘Have Your Say’ community engagement website.

Feedback and public comments arising from the public exhibition period will be reported back to Council and used to inform the final Plan to be reported back to Council for adoption.

Policy Implications

This is the first Cultural Plan for Cumberland Council. Actions in the Draft Cumberland Cultural Plan 2019 - 2029 related to the Art and Cultural Collection Policy 2017 will be implemented in accordance with the Policy.

The Plan also aligns with Council’s Community Engagement Policy and Access and Equity Policy.

Risk Implications

There are no risk implications for Council associated with this report.

Financial Implications

Funding for the implementation of the Draft Plan has been factored into the Draft 2019/2020 Operational Budget. Council will also proactively seek funding and partnerships to support the delivery of actions outlined in the Draft Plan.

Some strategies within the Draft Plan will need to be scoped and costed further. Additional funding may need to be allocated in the coming years of the Plan when details are available.

Council will recruit a Gallery and Cultural Services Coordinator who will oversee the implementation of the Cultural Plan and monitor progress. This position is identified in the new Community Development Directorate structure with existing budget allocated in the approved 2018/2019 Operational Budget.

CONCLUSION

The Draft Cumberland Cultural Plan 2019 - 2029 is a whole-of-Council planning tool which provides direction for Council in planning for cultural infrastructure, programs and events over the next ten years. It builds on Cumberland’s rich cultural assets and sets the long term vision for culture in Cumberland.

It is recommended that the Draft Cumberland Cultural Plan 2019 - 2029 be placed on public exhibition for a period of 28 days for consultation with the community.

Attachments

1. Draft Cumberland Cultural Plan 2019 - 2029 ⇩

Council Meeting

3 April 2019

Item No: C04/19-44

Tender Evaluation Report - CCTV and Lighting Upgrades

Responsible Division: Community Development

Officer: Director Community Development

File Number: C-37-01/09

Community Strategic Plan Goal: A safe accessible community

Summary

This report outlines the outcome of the tender evaluation process for tender number T-2018-060 for the CCTV and Lighting Upgrades project and recommends that Council decline to accept the tenders and invite fresh tenders based on one separable portion of the original tender.

Recommendation

That Council:

1. Reject all tenders for Tender T-2018-060, CCTV and Lighting Upgrades, in accordance with Clause 178(3) (b) of the Local Government (General) Regulation 2005 and invite fresh tenders based on one separable portion of the original tender.

2. Notify all tenderers of Council’s resolution in (1) above.

Report

Tender Information

Tender Number:	T-2018-060
Tender Title:	CCTV and Lighting Upgrades
Advertising:	18 December 2018 to 15 February 2019

Background

Council’s Closed Circuit Television (CCTV) in Public Spaces Program encompasses the use of both fixed and relocatable CCTV cameras in public spaces throughout the Cumberland Local Government Area (LGA).

The existing CCTV infrastructure and the management of CCTV cameras across the Cumberland LGA varies considerably as a result of amalgamation. Council’s CCTV systems comprise a varied range of fixed cameras installed at Council facilities and car parks across Cumberland as well as relocatable CCTV cameras located primarily in town centres as well as at other crime and illegal dumping hotspot locations.

A centralised CCTV system is required to integrate and manage the hybrid of fixed and relocatable CCTV cameras across the Cumberland LGA and ensure limitations and inefficiencies with the current systems are addressed to enable expansion.

As part of the CCTV and Lighting Upgrades project, funded by the NSW Government’s Stronger Communities Fund, Council has undertaken the following work:

· An independent security consultant has been engaged to undertake a review and audit of all existing CCTV systems across Council sites (23 sites and 43 relocatable cameras);

· A comprehensive lighting assessment at each location has been completed;

· The current maintenance contracts for existing systems have been reviewed;

· Significant consultation with the NSW Police has been conducted, including identification of sites for expansion;

· Specifications and detailed design have been completed for a Video Surveillance System to meet Council and Police requirements and to enable the integration and central management of Council CCTV cameras.

In addition to funding allocated under the NSW Government’s Stronger Communities Fund, Council has also sought additional funding from State and Federal Government grants to support the integration and expansion of the CCTV in Public Spaces Program. Council has not been successful in obtaining additional funding to date.

In response to the findings of the above review and audit programs, this tender sought an appropriately licensed, qualified, trained and experienced contractor or organisation to provide a standardised and integrated security monitoring and management system for Council.

This tender specifically involved four separable portions to enable a phased expansion of different components of Council’s CCTV system. The scope of the tender included the installation of new CCTV cameras, upgrading of the associated lighting, and introduction of software and hardware to integrate and accommodate future expansion of the Council’s CCTV network.

Tender Process

Tenders were invited by way of public invitation. Advertisements were placed in the Sydney Morning Herald, and on the Council and the NSW e-Tender websites on 18 December 2018, and 8 and 15 January 2019. Advertisements were also placed in local newspapers on 18 December 2018 and 15 January 2019.

A pre-tender briefing was held on 24 January 2019 at 2pm. The purpose of the pre-tender briefing was to ensure that tenderers were fully informed of the scale of works required and to provide a forum to answer questions from the prospective tenderers. A total of 16 groups or companies were represented.

The Tender portal closed on 15 February 2019.

Details of Tenders Received

At the close of tender, one on-time tender was received as listed below:

Tenderer	ABN
Telstra SNP Monitoring	88 169 549 820

Evaluation of Tenders

The Tender Evaluation Panel consisted of three (3) Council officers with relevant expertise, a convenor and an internally appointed probity advisor. In addition, an independent external advisor was available to clarify technical matters.

Weighted Evaluation of Tenders

The tender received was scored against each of the weighted evaluation criteria as stated in the tender document and agreed by the Tender Evaluation Panel as follows:

· Demonstrated experience

· Schedule of key personnel, knowledge and experience

· Schedule of Implementation and Proposed Programme

· Management System

· Schedule of fees

Each Tender Evaluation Panel Member assessed and evaluated the tender received independently and scored in accordance with the predetermined weightings. The individual Tender Evaluation Panel member assessments were discussed by the Panel and a consensus score was agreed for each evaluation criteria.

Further details in relation to the Tender Evaluation Panel’s assessment is included under Attachment 1, which is included as a confidential item with this report.

The Tender Evaluation Panel concluded that the tender received from Telstra SNP Monitoring could not be recommended for engagement. Subsequently, the Tender Evaluation Panel recommends that Council decline the submitted tender and seek new tenders based on one separable component of the original tender in order to utilise available funding provided by the NSW Government under the Stronger Communities Fund.

Community Engagement

Council invited open tenders for a period of 60 days in accordance with Clause 167 of the Local Government General Regulation. The Tender was advertised in the Sydney Morning Herald, local papers, and on the Council and NSW eTendering websites.

Policy Implications

The Tender process was undertaken in accordance with Council’s Procurement Framework and Procedures.

Risk Implications:

The Tender Evaluation Panel recommends that Council decline the submitted tender and seek new tenders based on one separable component of the original tender in order to utilise available funding allocated under the NSW Government Stronger Communities Fund.

The Stronger Communities Fund is to be spent or committed by 30 June 2019 and all funding acquitted before 31 December 2019. The separable component, which involves the purchase and installation of CCTV cameras in the Merrylands CBD is achievable in this timeframe and would be dealt with under the delegated authority of the General Manager due to the amount of funding available.

Financial Implications:

There are no financial implications for Council associated with this report.

Conclusion

On the basis of all factors and considerations outlined in this report, the Tender Evaluation Panel agreed that the submission received from Telstra SNP Monitoring Pty Ltd be declined and Council seek new tenders based on one separable component of the original tender in order to meet the requirements of the NSW Government Stronger Communities Fund.

Attachments

1. Tender Panel Evaluation Report - CCTV and Lighting Upgrades (confidential)

2. Tender Panel Evaluation Scoresheet (confidential)

Council Meeting

3 April 2019

Item No: C04/19-45

Cumberland Design Excellence Panel

Responsible Division: Environment & Planning

Officer: Director Environment & Planning

File Number: SC629

Community Strategic Plan Goal: A resilient built environment

Summary

This report provides an update on the introduction of the Cumberland Design Excellence Panel. It seeks adoption of an interim Design Excellence Panel Policy to enable establishment of the Panel, as well as details on the Design Excellence Procedures, expressions of interest for panel members, and proposed fees and charges. The report also seeks endorsement for further work to be undertaken to support the Cumberland Design Excellence Panel, including consultation on the Design Excellence Panel Policy and consideration of design competition provisions.

Recommendation

That Council:

1. Adopt the Design Excellence Panel Policy as an interim policy to enable establishment of the Panel;

2. Receive and note the Design Excellence Panel Procedures to support the delivery of the Interim Policy;

3. Receive and note recommendations for Panel members to form the Cumberland Design Excellence Panel; and

4. Endorse that further work is undertaken to support the Cumberland Design Excellence Panel, including consultation on the Design Excellence Panel Policy and consideration of design competition provisions.

Report

At the ordinary meeting on 5 December 2018, Council resolved to:

1. Establish a Design Excellence Panel to advise on all applications involving buildings above 25m height, including those to which Design Excellence provisions apply, and engage qualified experts for panel membership for a period of 2 years.

2. Be provided with a report on the operational process and guidelines and the recommended fees for the 2019/2020 budget.

3. Review the operation of the Panel 12 months after the formal commencement.

4. That applications proposing development below 25 metres have the option to be voluntarily referred to the design excellence panel.

An update on the progress of this resolution is provided in this report.

Interim Design Excellence Panel Policy

An Interim Design Excellence Panel Policy (Attachment 1) has been prepared to establish the principles, purpose and scope of the Design Excellence Panel. Importantly, the policy reflects the Design Excellence Panel referral triggers as per Council’s previous resolution, where applications for buildings over 25 metres and developments subject to design excellence provisions in the relevant Local Environmental Plans (LEP) will be sent to the Panel for design review. Voluntary referrals to the Design Excellence Panel will also be considered.

An interim policy has been developed as an immediate measure to enable the establishment of the Cumberland Design Excellence Panel. This will allow Council to take advantage of the Panel in considering design excellence for a range of development applications at key centres that are anticipated to be submitted in the near future for Council assessment.

Consultation will also be undertaken on the Design Excellence Panel Policy to formalise this from an interim policy to a final policy. It is proposed that the interim policy be publicly exhibited for a period of 28 days. Any submissions received will be considered prior to recommending a final policy for Council.

Design Excellence Panel Procedures

The policy will be supported by the Design Excellence Panel Procedures (Attachment 2) which provides for the detailed operations of the Panel. The General Manager will be delegated to approve, review and update the Procedures (as required) and in accordance with the interim Policy (and subsequent amendments to the policy).

The Design Excellence Procedures encompasses, but is not limited to, the following:

· Meeting frequency and capacity

· Quorum provisions

· Responsibilities of Panel members, chairperson and Panel administrator

· Meeting procedures

· Panel considerations and recommendations

· Panel membership and terms

· Conflicts of interest

· Code of conduct

The Cumberland Design Excellence Panel is available for design advice and a design excellence certificate (if provided for in the relevant LEP). For design advice, a quorum of three (3) panel members is required. For design excellence certification provided under the relevant LEP, a quorum of four (4) panel members is required, one of whom is to be a representative from the NSW Government Architect’s office (or their nominee). Where there are an even number of panellists, the chairperson will have the casting vote.

Expressions of Interest for Panel Members

Council sought expressions of interest from highly experienced professionals with qualifications in architecture and urban design to form the Cumberland Design Excellence Panel. Expressions of interest were sought between 18 January 2019 and 20 February 2019. Advertisements were placed in the Sydney Morning Herald, local newspapers, as well as on Council’s website and social media platforms.

Council received thirteen (13) applications during the expression of interest period. These applications have been assessed against an established selection criteria by an internal evaluation panel. The selection of panel experts is based on demonstrated extensive experience, and qualifications in architecture and/or urban design. Preference was given to applicants who have demonstrated knowledge, skills and capabilities in the relevant fields through their design portfolio of major development, and/or experience assessing large scale projects on design panels.

A pool of nine experts has been identified for the Cumberland Design Excellence Panel. These experts have a range of experience in architectural and urban design fields. The preferred pool of panel members is provided in Attachment 3.

Fees and Charges

Clause 248 of the Environmental Planning and Assessment Regulation 2000 prescribes a maximum fee for referral to a design review panel of $3000 which is charged to applicants. The maximum fee of $3000 will be incorporated into the draft 2019/2020 Fees and Charges Policy.

Panellists will be remunerated for meeting attendance and associated work, with the chairperson being paid an additional fee as a function of the additional responsibilities associated with being chairperson. The NSW Government Architect’s office or their nominee will be remunerated as per the agreed rate set by the NSW Government Architect’s office. An agreed set hourly rate will be prescribed for any additional work that may be required outside of typical panel meeting activities.

Design Competition

To further increase the standard of architectural and urban design in the Cumberland area, Council can consider requiring a design competition for significant developments. A design competition is a competitive process in which architects or designers are sought to submit a proposal for a precinct, site or building either by invitation or an open tender. An independent jury of design professionals and/or panel members would select the successful design, based on an agreed set of design-related selection criteria outlined in a competition brief and associated guidelines.

A number of other Councils in metropolitan Sydney require a design competition for key sites and major developments, including Parramatta, Penrith, Strathfield and Sydney.

For these areas, costs associated with the competitive design process are borne by the developer; however, Council facilitates the evaluation and decision making process. A comparison of design competition thresholds for various Councils in metropolitan Sydney is provided in Table 1.

Council	Height Threshold	Capital Investment Value Threshold
Parramatta	Greater than 55 metres	Greater than $100 million
Penrith	Greater than 24 metres	Greater than $1 million on key sites
Strathfield	Greater than 30 metres	Greater than $20 million
Sydney	Greater than 55 metres	Greater than $100 million

Table 1: Comparison of design competition thresholds

There are a range of factors for Council to consider if there is endorsement to undertake further work on design competition provisions. These include:

· Setting thresholds for the design competition process. There are a range of thresholds in place across metropolitan Sydney for design competitions that can be considered by Council. As an example, the use of the design thresholds for Parramatta and Sydney council areas (greater than 55m in height and capital investment value of more than $100 million) would lead to selected sites in the town centres of Auburn, Granville, Lidcombe, Merrylands and Wentworthville being applicable for a design competition.

· Role of planning controls. A design competition process must be supported by associated provisions in the relevant Local Environmental Plan (LEP) which prohibits granting of consent for certain development types in certain areas unless it has undergone a competitive design process. There is an opportunity for this to be considered as part of the new Cumberland LEP being undertaken by Council.

· Guidelines for design competitions. Design competitions would need to be conducted in accordance with an appropriate set of guidelines. This could be either the NSW Government Architect’s Design Excellence Competition Guidelines or a new design competition policy and procedure that is prepared by Council.

Community Engagement

Consultation to finalise the Design Excellence Panel Policy will be undertaken at a future date following the adoption of the interim policy.

Policy Implications

This report outlines the delivery of Council’s resolution on the Cumberland Design Excellence Panel.

Risk Implications

There are no risk implications for Council associated with this report.

Financial Implications

Financial implications are covered in the main body of this report.

CONCLUSION

Work has progressed to deliver on Council’s resolution for the Cumberland Design Excellence Panel to support higher levels of architecture and urban design quality for the built form in the area.

The report seeks adoption of an interim Design Excellence Panel Policy to enable establishment of the Panel, as well as details on the Design Excellence Procedures, expressions of interest for panel members, and proposed fees and charges.

The report also seeks endorsement for further work to be undertaken to support the Cumberland Design Excellence Panel, including consultation on the Design Excellence Panel Policy to finalise this work, as well as consideration of design competition provisions to further support quality design outcomes for the Cumberland area.

Attachments

1. Interim Cumberland Design Excellence Panel Policy ⇩

2. Cumberland Design Excellence Panel Procedures ⇩

3. Preferred Pool of Panel Members for Cumberland Design Excellence Panel ⇩

Council Meeting

3 April 2019

Item No: C04/19-46

Contract Extension - Receival and Processing of Residential Kerbside Clean Up Material

Responsible Division: Works & Infrastructure

Officer: Director Works & Infrastructure

File Number: HC-01-05-96

Community Strategic Plan Goal: A clean and green community

Summary

This report seeks to extend Council’s current contract for the receival and processing of bulky waste with Dial A Dump Industries Pty Ltd.

Recommendation

That Council delegate authority to the General Manager to execute the first contract extension option in Council’s receival and processing of bulky waste contract with Dial A Dump Industries Pty Ltd.

Report

The former Holroyd City Council entered into a five year contract with Dial A Dump Industries Pty Ltd (DADI) to receive and process approximately 3,000 tonnes of waste generated from Council’s household clean up and illegal dumping collection services. The initial term of the contract ended on 17 February 2019.

On the 4^th September 2018, Council issued a notice of intent to DADI in regards to exercising a one year extension of the contract. This will extend the termination date of the contract to 17 February 2020.

As a result of Council exercising this contract extension, Dial A Dump is proposing to vary the current material recovery percentage from 85% to 75%. This will result in a $19 increase per tonne to account for the additional waste levy costs which equates to approximately $57,000 per year.

Council has undertaken an informal market evaluation, to ensure the current contract provides Council with the most competitive rate and the proposed cost increases provided by DADI are within the current market parameters.

Community Engagement

There are no consultation processes for Council associated with this report.

Policy Implications

There are no policy implications for Council associated with this report.

Risk Implications

Should Council not proceed with the contract extension, there is the potential for significant risk implications to Council, including reputational risks associated with lower levels of service delivery and financial risks associated with contractual uncertainty.

Financial Implications

The financial implications associated with this report can be funded from Council’s existing Domestic Waste budget.

CONCLUSION

To ensure the continuity of processing of material generated by Council’s household clean up and illegal dumping collection services, it is necessary to facilitate the extension of Council’s contract with Dial A Dump for the receival and processing of bulky waste.

Attachments

Nil

Council Meeting

3 April 2019

Item No: C04/19-47

Contract Extension - Mixed Solid Waste Processing Agreement

Responsible Division: Works & Infrastructure

Officer: Director Works & Infrastructure

File Number: HC-27-05-7/02

Community Strategic Plan Goal: A clean and green community

Summary

This report seeks to extend Council’s current mixed solid waste processing agreement (Contract) with SUEZ Recycling and Recovery Pty Ltd, for material collected as part of Council’s garbage collection service.

Recommendation

That Council delegate authority to the General Manager to execute the first contract extension option in Council’s mixed solid waste processing agreement with SUEZ Pty Ltd.

Report

The former Holroyd City Council entered into a ten year contract with SUEZ Recycling and Recovery Pty Ltd (SUEZ) (formerly WSN) to receive and process approximately 30,000 tonnes of mixed solid waste (red lid bin material) at the UR-3R alternative waste treatment facility at Eastern Creek. The contract includes two (2), two year extension options, with the initial term of the contract ending on 20 March 2019.

Council notified SUEZ of its intention to take up the first contract extension option in September 2018. This will extend the current termination date of the contract to 20 March 2021.

SUEZ responded to Council’s Notice of Intention with no significant variations.

Council has informed SUEZ of its intention to harmonise Council’s waste processing and disposal contracts in December 2022. To achieve this, Council will need to consider implementing the second contract extension option with a variation to the termination date to align it with the end date for Council’s disposal contract with Veolia.

Council has undertaken an informal market evaluation, to ensure the current contract provides Council with the most competitive rate for the processing of mixed solid waste.

The recent regulatory amendments by the NSW EPA in regards to the outputs from mixed solid waste are not likely to pose any significant impact on the existing conditions of this contract.

Community Engagement

There are no consultation processes for Council associated with this report.

Policy Implications

There are no policy implications for Council associated with this report.

Risk Implications

Financial Implications

The financial implications associated with this report can be funded from Council’s existing Domestic Waste budget.

CONCLUSION

To ensure the continuity of processing of material generated by Council’s household garbage collection services, it is necessary to facilitate the extension of Council’s contract with SUEZ for the receival and processing of mixed solid waste.

Attachments

Nil

Council Meeting

3 April 2019

Item No: C04/19-48

Hyland Road Reserve - Exhibition of Draft Master Plan

Responsible Division: Works & Infrastructure

Officer: Director Works & Infrastructure

File Number: PK-HYLAR-1

Community Strategic Plan Goal: A great place to live

Summary

This report seeks approval to place the Draft Masterplan for Hyland Road Reserve on public exhibition for a period of 42 days.

Recommendation

That Council:

1. Place on public exhibition the Draft Masterplan for Hyland Road Reserve for a period of 42 days, in accordance with Section 38 of the NSW Local Government Act (1993).

2. Receive a report following the conclusion of the exhibition period detailing the results of submissions made, along with an updated version of the adopted Plan of Management incorporating the revised Landscape Masterplan.

Report

Background

Prior to the proclamation that formed Cumberland Council, the former Holroyd City Council received a proposal for the lease of community land at Hyland Road Reserve, Greystanes.

In response to this proposal, Council received reports in August 2016, November 2016 and at the Ordinary Council meeting on 7 June 2017, when Council, under Administration considered a final report on the proposal. This report concluded that the leasing process be abandoned and that a review of the appropriate uses for the site be undertaken and reported back to Council.

At the Ordinary Meeting of Council on 18 July 2018, Council considered a report (C07/18-137) – Hyland Road Reserve – Review of Appropriate Uses (Min. 219) and resolved:

“That Council:

1. Develop a masterplan and park design for the Hyland Road Reserve in keeping with the objectives and strategies documented in the Gipps Road & Hyland Road Regional Parklands Plan of Management 2013.

2. Ensure the design is consistent with the potential future use of the site for a community facility, in accordance with the Reserve’s General Community Use categorisation under the Local Government Act 1993.”

Current Position

The NSW Local Government Act (1993) requires Councils to prepare Plans of Management (the PoM) for all areas of community land to guide the future planning, ongoing management and development of these open space areas.

Community land as defined by regulation includes parks, sportsgrounds, natural areas, areas of cultural significance and land for general community use; and Plans of Management may be prepared on a generic, site specific or geographical basis.

The Gipps Road & Hyland Road Regional Parklands Plan of Management (2013) provides a coordinated framework for decision making, enhancement and management of the open space and aims to integrate the vision and needs of the community and Council.

This Draft Park Masterplan has been developed to reflect the objectives of the current Plan of Management and the environmental constraints detailed in recent land use assessments.

The Hyland Road Reserve is a 15.16 hectare site situated between Greystanes and Pemulwuy. The site comprises remnant Cumberland Plain woodland intermixed with open native grasslands.

It is bounded to the east by the Hyland Road Park wetlands and riparian corridor and the Greystanes 2(a) residential area, to the south by Hyland Road Park (the site for proposed future sports fields), to the north by Munro Street Park and to the west by the Lower Prospect Canal Reserve shared pathway and a proposed future residential area (Pemulwuy Southern Residential Lands).

The reserve currently has no facilities and is used for low key passive recreation such as walking and dog walking. It is isolated physically and visually from surrounding land uses, with no passive surveillance, and will remain so until the proposed development of the Pemulwuy Southern residential lands to the west and planned Hyland Road Park sports facilities to the south.

Council’s previous report on 18 July 2018 indicated there were no planning or technical grounds (environmental, traffic, heritage), which would prevent Council from developing a child-care centre or other community facility, or entering into a lease agreement with a community organisation to develop a cultural or community facility on the site sometime in the future.

Council’s objectives for the development of the Masterplan are to:

· Incorporate site analysis, research and diagrammatic information.

· Clarify and prioritise how Council will manage the land, and how the current land may be developed.

· Incorporate feedback raised in consultation with stakeholders.

· Identify improvements, existing assets and maintenance requirements and provide a list of actions and priorities.

Hyland Road Reserve Draft Masterplan

The Hyland Road Reserve Draft Masterplan optimises the park’s environmental and community recreation values and opportunities but is sufficiently flexible so as not to preclude a future community facility or a sports field and/or indoor sports centre development.

The Hyland Road Reserve Masterplan supports initiatives to provide improvements to Hyland Road Reserve consistent with the management strategies and implementation plan articulated in the Gipps Road & Hyland Road Regional Parklands Plan of Management (2013) and are summarised below:

· Existing vegetation and green corridors being retained and enhanced through additional planting.

· Opportunity for a future community facility.

· Opportunities for public amenities adjoining the community facility.

· Car parking and access using Hyland Road and within the reserve with accessible spaces.

· Reflecting the previous usage - select areas of the former Hyland arboretum planting retained from when the forestry commission had management of the site.

· Existing and proposed cycleway and pedestrian linkages including linkages to Munro Street, Pemulwuy and Gipps Road.

· Including public art and interpretation of the Prospect canal

· Overall improving visibility and safety for park users.

The Masterplan includes the following broader park community benefits:

· Shared paths including loop paths for walking and cycling.

· Shaded picnic and bbq areas with seating and interpretative signage.

· Areas for informal recreation use.

· Arboretum planting and walking trails including interpretative signage.

· Access to public amenities when using the reserve.

Statutory Land Use Framework

The key land use framework document is the Gipps Road & Hyland Road Regional Parklands Plan of Management and Master Plan (2013).

Hyland Road Reserve is one of three parks (the others being Hyland Road Park and Gipps Road Playing Fields) managed under this Plan of Management (PoM).

The PoM identifies objectives, significance, planning considerations (zoning and categorisation), management strategies and implementation actions for the three parks.

The PoM categorises the site as general community use. The core objectives for management of community land categorised as general community use are to promote, encourage and provide for the use of the land, and to provide facilities on the land, to meet the current and future needs of the local community and of the wider public.

Objectives

Specific objectives of the PoM, relevant to the future uses of Hyland Road Reserve, are:

· Ensure that the parklands are conserved for sporting and recreational purposes.

· Ensure the park is a visually attractive and safe environment that is available and accessible for use by all sectors of the community.

· Manage, develop, protect, restore, enhance and conserve the environmental values of the park to ensure it is sustainable for future generations whilst being visually attractive, and operates with minimum impact on adjoining land holders.

Zoning

Hyland Road Reserve is zoned RE1 ‘public recreation’ in the former Holroyd Council Local Environment Plan (LEP). The objectives of this zone are to:

· Enable land to be used for public open space or recreational purposes.

· Provide a range of recreational settings and activities and compatible land uses.

· Protect and enhance the natural environment for recreational purposes.

The previous land use assessments determined that the site is suitable for recreation (both indoor and outdoor) and can provide a range of community facilities (e.g. child care, cultural or community centre).

Choosing the optimal use or uses is subject to future developments and interdependencies, including:

· The Southern lands residential development, which will underpin the viable use of the reserve.

· The Hyland Road Park landfill closure plan which will determine what facilities can be accommodated on that site.

A Development Application (DA) for the Pemulwuy Southern residential lands, comprising 154 residential lots, 6 open spaces and 2 super lots, is currently being assessed by Council with an estimated resident population of 500.

Community Engagement

Community engagement will be undertaken as part of the public exhibition of this proposed park design and masterplan as recommended by this report.

It is intended that Council will hold community workshops, an internal Council workshop and an external community stakeholder forum.

Notifications for the community stakeholder forum will be delivered to all residential properties surrounding Hyland Road Reserve and advertisements will be published in the local newspapers.

Community engagement activities for the period of public exhibition will include a “Have Your Say” page, newspaper advertisements and notification to surrounding residents.

Policy Implications

There are no implications for existing Council policies and no requirement to create new policies as a result of this report.

Risk Implications

There are no risk implications for Council associated with this report

Financial Implications

Actions and elements identified in the Hyland Road Reserve Masterplan will be considered in the development of Council’s future Capital Works programs and will be funded by Council revenue and developer contributions, as well as grant funding contributions when available. The construction of a future community facility will be subject to a competitive expression of interest process which will recognise external funding opportunities.

CONCLUSION

The Draft Hyland Road Reserve Masterplan has been prepared to guide the ongoing management and development of Hyland Road Reserve in compliance with the Gipps Road and Hyland Road Regional Parklands Plan of Management (2013) and the requirements of the NSW Local Government Act (1993).

The future enhancements and facilities could ideally take place in conjunction with development of the Southern residential lands to ensure adequate use of and demand for the site as well as to ensure the safety and comfort of users from the increased passive surveillance.

Council’s previous land use report identified that there were no planning or technical grounds (environmental, traffic, heritage) which would prevent Council from developing a child-care centre or other community facility or entering into a lease agreement with a community organisation to develop a cultural or community facility on the site in the future. This option has been retained in the Masterplan.

The park’s design seeks to address the park’s environmental and community recreation values and opportunities but also be sufficiently flexible so as not to preclude a future community facility.

This report recommends that the Draft Hyland Road Reserve Masterplan be placed on public exhibition for further consultation with the community.

Attachments

1. Hyland Road Reserve Masterplan ⇩

Council Meeting

3 April 2019

Item No: C04/19-49

Tender Evaluation Report - Alterations & Additions to Friend Park Children's Centre

Responsible Division: Works & Infrastructure

Officer: Director Works & Infrastructure

File Number: T-2018-058

Community Strategic Plan Goal: A great place to live

Summary

This report outlines the outcome of the tender evaluation process for tender number T-2018-058 for the alterations and additions to Friend Park Children’s Centre and recommends that Council award the tender to 2020 Projects Pty Ltd.

Recommendation

That Council:

1. Accept the Tender Evaluation Panel’s recommendation to award the contract for the alterations and additions to Friend Park Children’s Centre to 2020 Projects Pty Ltd (ABN 35 114 198 140) in accordance with Clause 178(1)(a) of the Local Government (General) Regulations 2005, for an amount of $1,349,552 (excluding GST) as the most advantageous and best value offer received.

2. Delegate to the General Manager the authority to execute the contract and any associated documents.

Report

Tender Information

Tender Number:	T-2018-058
Tender Title:	Alterations and additions to Friend Park Children’s Centre
Advertising:	6 December 2018 to 5 February 2019

Background

This tender is for the alterations and additions to the Friend Park Children’s Centre as identified in Council’s 2018/19 Capital Works Program.

The alterations when completed in early 2020 will increase capacity at the Centre from the current sixteen (16) places to forty (40) places.

Tender Process

Tenders were invited by way of public invitation. Advertisements announcing the public invitation were placed in the Sydney Morning Herald, local newspapers and on the NSW e-Tender websites on 6 December 2018.

The invitation documents called for prospective tenderers to submit lump sum tenders for an agreed scope of works to provide alterations and additions to the Friend Park Children’s Centre in Wentworthville.

The Tender portal closed on 5 February 2019.

Details of Tenders Received

The following eight (8) on time tenders were received:

Tenderer	ABN
2020 Projects Pty Ltd	35 114 198 140
Civil Property Group Pty Ltd	59 099 609 435
Cranebrook Constructions	86 395 530 421
Mono Constructions Pty Ltd	24 107 404 679
Mr Pesty Test Control Solutions	17 119 286 565
SDL Project Solutions Pty Ltd	83 169 440 804
The Tenderer Dezign	30 841 898 791
Every Trade Building Services Pty Ltd	Not Provided

Weighted Evaluation of Tenders

Each tender received was scored against each of the weighted evaluation criteria as stated in the tender document and agreed by the Tender Evaluation Panel. The weighted criteria included requirements to demonstrate:

· Tenderer experience

· Schedule of key personnel, knowledge and experience

· Schedule of program and methodology

· Construction programme plan and duration

· Schedule of pricing information

Each Tender Evaluation Panel member assessed and evaluated each of the tenders received independently and scored these in accordance with the predetermined weightings. The individual Tender Evaluation Panel member assessments were discussed by the panel and a consensus score was agreed for each evaluation criteria.

The combined final assessment ranking is as follows:

Tenderer	Ranking
2020 Projects Pty Ltd	1
The Tenderer Dezign	2
Civil Property Group Pty Ltd	3
Cranebrook Constructions	Non-Conforming
Mono Constructions Pty Ltd	Non-Conforming
Mr Pesty Test Control Solutions	Non-Conforming
SDL Project Solutions Pty Ltd	Non-Conforming
Every Trade Building Services Pty Ltd	Non-Conforming

Further detail in relation to the Tender Evaluation Panel’s assessment is included under Attachment 1, which is included as a confidential item with this report.

The Tender Evaluation Panel concluded that the tender received from 2020 Projects Pty Ltd was the highest scored tender and represents the best value option for Council.

Community Engagement

Council invited open tenders for a period of 61 days complying with Clause 167 of the Local Government (General) Regulations 2005. The Tender was advertised in the Sydney Morning Herald, local papers and on the NSW eTendering website.

Policy Implications

The tender process was undertaken in accordance with Council’s procurement framework and procedures.

Risk Implications:

There are no risk implications for Council associated with this report.

Financial Implications:

The cost of the tender as proposed by 2020 Projects Pty Ltd is $1,349,552 excluding GST and will be funded from the Capital Works budget.

Conclusion

On the basis of all the factors and considerations outlined in this report, the evaluation panel seeks Council’s endorsement and resolution to award the Tender Number T-2018-058 for the alterations and additions to the Friend Park Children’s Centre to 2020 Projects Pty Ltd.

Attachments

1. Tender Panel Evaluation Report (confidential)

2. Tender Panel Evaluation Scoresheet (confidential)

Council Meeting

3 April 2019

Item No: C04/19-50

Tender Evaluation Report - Woodville Golf Course Irrigation Project

Responsible Division: Works & Infrastructure

Officer: Director Works & Infrastructure

File Number: T-2018-053

Community Strategic Plan Goal: A resilient built environment

Summary

This report outlines the outcome of the tender evaluation process for tender number T-2018-053 for the supply and installation of a fully automatic irrigation system at the Woodville Golf Course, Rawson Road, South Granville and recommends that Council award the tender to Australian Turf Projects Pty Ltd.

Recommendation

That Council:

1. Accept the Tender Evaluation Panel’s recommendation to award the Contract to Australian Turf Projects Pty Ltd (ABN 60 144 747 035) in accordance with Clause 178(1)(a) of the Local Government (General) Regulation 2005, for an amount of $863,370.00 (excluding GST) as the most advantageous and best value offer received.

2. Delegate to the General Manager the authority to execute the Contract and any associated documents for this project.

Report

Tender Information

Tender Number:	T-2018-053
Tender Title:	Woodville Golf Course Irrigation Project
Advertising:	13 November 2018 to 4 December 2018

Background

This tender is for the supply and installation of a fully automatic irrigation system at the Woodville Golf Course, Rawson Road, South Granville as resolved at the Ordinary Meeting of Council on 1 August 2018 (Min 233 Item C08/18 -148)

“That Council:

1. Endorse the installation of a full irrigation system across the Tees, Fairways, and Greens at Woodville Golf Course at an estimated value of $1.4m funded from the Woodville Ward Reserve.

2. That the project be incorporated into the 2018/19 Capital Works program as part of the Quarter 1 budget review process.”

As part of Council’s on-going commitment to improving the community’s recreational facilities at the Woodville Golf Course, funding has been allocated to Council’s 2018/19 and 2019/2020 Capital Works programs from the Woodville Ward Reserve, to install a fully automatic irrigation system.

The new irrigation system will allow regular, consistent watering of the golf course to ensure that the course and turf can be prepared and presented to the highest level with the turf maintained in good health and excellent condition.

The enhanced presentation of the course will provide the opportunity for Council to increase player numbers and improve the overall reputation of the course. In recent times the course has suffered significantly as a result of regular extended hot dry conditions, which impacts the playing surface condition and leaves the greens and fairways with weed and insect infestations.

The irrigation system will allow Council to optimise water efficiency at the site and improve the overall turf quality on all greens, fairways and lawn areas within the golf course.

Tender Process

Tenders were invited by way of public invitation for the construction of a fully automatic irrigation system. The tender period commenced on the 13 November 2018 and concluded on the 4 December 2018.

Advertisements announcing the public invitation were placed in the Sydney Morning Herald, NSW e-Tender website, Auburn Review and the Parramatta Advertiser. At the close of the tender portal on 4 December 2018, four (4) on time tenders were received.

Details of Tenders Received

Details of the four (4) conforming tenders received are listed in Table 1.

Table 1: Conforming Tender Respondents

Tenderer	ABN
Australian Turf Projects Pty Ltd		60 144 747 035
Gosford Irrigation Water Solutions Pty Ltd		46 149 322 225
Jaddfe Pty Ltd		46 097 407 791
Neverstop Water Group of Companies Pty Ltd		90 107 666 606

Weighted Evaluation

Each tender received was scored against each of the weighted evaluation criteria as stated in the tender document and agreed by the Tender Evaluation Panel. The Tender Evaluation Panel consisted of three (3) Council officers with relevant expertise and a probity advisor.

The weighted criteria included requirements to demonstrate:

· Tenderer experience

· Tenderer capability including key personnel, knowledge and experience

· Schedule of program and methodology

· Schedule of pricing information

The combined final assessment ranking is as follows:

Tenderer	Ranking
Australian Turf Projects Pty Ltd		1
Gosford Irrigation Water Solutions Pty Ltd		2
Jaddfe Pty Ltd		3
Neverstop Water Group of Companies Pty Ltd		4

Further details in relation to the Tender Evaluation Panel’s assessment are included under Attachments 1 and 2, which are included as confidential items with this report.

The Tender Evaluation Panel concluded that the tender received from Australian Turf Projects Pty Ltd which achieved the highest score, represents the best value option for Council.

Community Engagement

Council invited open tenders for a period 22 days ( minimum required 21 days) therefore satisfying the minimum requirements of Clause 167/168 of the NSW Local Government (General Regulation 2005).

The tender was advertised in the Sydney Morning Herald, local papers and the e-tendering web site.

Policy Implications

The tender process was undertaken in accordance with Council’s Procurement Framework and Procedures.

Risk Implications:

There are no risk implications for Council associated with this report.

Financial Implications:

The cost of the tender as proposed by Australian Turf Projects Pty Ltd is $863,370 excluding GST and will be funded from 2018/19 Capital Works budget.

Conclusion

On the basis of all the factors and considerations outlined in this report, the evaluation panel seeks Council endorsement and resolution to award the Tender Number T-2018-053 for the Woodville Golf Course Irrigation Project to Australian Turf Projects Pty Ltd.

Attachments

1. Tender Panel Evaluation Report (confidential)

2. Tender Panel Evaluation Scoresheet (confidential)

Council Meeting

3 April 2019

Item No: C04/19-51

Expression of Interest Evaluation Report - Supply, Install and Maintain Bus Shelters

Responsible Division: Works & Infrastructure

Officer: Director Works & Infrastructure

File Number: T-2018-063

Community Strategic Plan Goal: A resilient built environment

Summary

This report outlines the outcome of the Expressions of Interest (EOI) evaluation process for tender number T-2018-063 for the supply, install and maintenance of bus shelters.

Recommendation

That Council:

1. Decline all Expression of Interest (EOI) submissions in accordance with Clause 178(1)(b) of the Local Government (General) Regulations 2005, as two out of the three of the EOI respondents could not meet the EOI requirements; and

2. Invite tenders in accordance with Clause 167, 168 or 169 of the Local Government (General) Regulations 2005.

Report

Tender Information

Tender Number:	T-2018-063
Tender Title:	Supply, Install and Maintain Bus Shelters
Advertising:	22 January 2019 and 29 January 2019

Background

At the time of amalgamation, Council inherited three contracts for the supply and maintenance of bus shelters. The bus shelters from the former Auburn and Parramatta Council areas were maintained under a contract with Adshel Pty Ltd (now Ooh Media) and those in the former Holroyd area were contracted to Overexposure Pty Ltd. These contracts have now expired and Council is now in a position to seek a unified contract for the entire LGA.

The shelters in the former Holroyd area are now maintained in-house whereas the others are being maintained by Ooh Media on an ongoing basis until a new contract is finalised.

In view of the above, Expressions of Interest were invited to supply, install and maintain bus shelters and this report provides the outcome of this EOI process.

Details of Expressions of Interest Received

At the close of the EOI period, 19 February 2019, three (3) on time responses were received as listed below:

Respondents	ABN
Claude Outdoor Pty Ltd	14 000 919 540
Eurotech International Pty Ltd	73 165 310 385
Ooh Media	77 000 081 872

Evaluation of Expression of Interests

The responses received were evaluated on non-price criteria. This approach was used to objectively assess the ability and merit of each offer received.

The Evaluation Panel endorsement and the evaluation report is included under Attachment 1, which is included as a confidential item with this report.

Claude Outdoor Pty Ltd and Eurotech International Pty Ltd failed to meet one or more of the minimum compliance criteria.

The Evaluation Panel subsequently concluded that the best approach was to:

- Decline all the Expression of Interest submissions and proceed to call for open tenders.

- Review and set new compliance criteria such that more tenderers would be able to submit a complying tender without Council compromising on certain minimum requirements.

Community Engagement

Council invited open Expressions of Interest for a period of 21 days in accordance with clause 167/168 of the NSW Local Government General Regulation. The EOI was advertised in the Sydney Morning Herald on 22 and 29 January 2019.

Policy Implications

There are no policy implications for Council associated with this report.

Risk Implications

There are no risk implications for Council associated with this report.

Financial Implications

There are no financial implications for Council associated with this report.

CONCLUSION

On the basis of all the factors and considerations outlined in this report, the evaluation panel agreed to recommend that Council; decline all Expressions of Interest and invite tenders after refinement of the criteria to achieve the best value outcome for Council.

Attachments

1. Expression of Interest Panel Evaluation Report T-2018-017 (confidential)

Council Meeting

3 April 2019

Item No: C04/19-52

Quarterly Progress Report and Submissions Received for Council Consultative and Advisory Committees

Responsible Division: Community Development

Officer: Director Community Development

File Number: T034994/2018

Community Strategic Plan Goal: Transparent and accountable leadership

Summary

This report presents the minutes of the Consultative and Advisory Committee meetings held since December 2018 and also outlines changes to the Terms of Reference for the Youth Advisory Committee, Access Committee and Community Safety and Crime Prevention Committee.

The report also provides an overview of the nominations received by community members for vacancies remaining on Council’s Consultative and Advisory Committees and recommends that Council adopt 20 nominations for community membership.

Recommendation

That Council:

1. Receive the minutes of the Consultative and Advisory Committee meetings held as listed in the report and included under Attachments 1 to 10.

2. Adopt the change of name and revised Terms of Reference for the Community Safety and Crime Prevention Committee included under Attachment 11.

3. Receive and note the resignations received and vacancies for the Aboriginal and Torres Strait Islander Consultative Committee, Access Committee, Community Safety Committee, Culturally and Linguistically Diverse Advisory Committee, Events Advisory Committee, and Youth Advisory Committee.

4. Adopt the community representatives listed in the report for membership on Council’s Advisory Committees for a two year term and advise all applicants in writing of the outcome of their nomination for membership.

5. Adopt the revised Terms of Reference for the Access Committee included under Attachment 12.

6. Adopt the revised Terms of Reference for the Youth Advisory Committee included under Attachment 13.

Report

Progress Report on Council Committee Meetings

The following Committees have met since December 2018:

Committee	Meeting Date	Number of Attendees
Arts Advisory Committee	11 December 2018	8
Companion Animals Advisory Committee	29 January 2019	5
Aboriginal & Torres Strait Islander Consultative Committee	5 February 2019	7
Events Advisory Committee	7 February 2019	3
Youth Advisory Committee	25 February 2019	7
Access Committee	28 February 2019	5
Arts Advisory Committee	5 March 2019	9
Community Safety Advisory Committee	12 March 2019	9
Library Committee	12 March 2019	8
Culturally & Linguistically Diverse Consultative Committee	14 March 2019	8

The minutes of each of the above Committee meetings are included under Attachments 1 to 10.

Proposed Changes to the Community Safety Advisory Committee Terms of Reference

At the Community Safety Advisory Committee meeting held on 12 March 2018, the Committee recommended that the name of the Committee be changed to the Community Safety and Crime Prevention Committee to align with the name of the Cumberland Community Safety and Crime Prevention Plan 2018 - 2022 and that the Terms of Reference be amended accordingly.

A revised Terms of Reference for the Committee is attached for Council’s consideration.

Committee Resignations and Vacancies

Council received notification of seven resignations from the following community Committee members:

· Jeanice Corso - Aboriginal and Torres Strait Islander Consultative Committee

· Cleonie Quayle and Lisa Rhodes - Arts Advisory Committee

· Alejandro Blanco, Hedayat Osyan and Mitra Valicharla - Culturally and Linguistically Diverse Consultative Committee

· Tamana Muslih - Youth Advisory Committee

As stated in the Committee Terms of Reference:

“Members are expected to attend all committee meetings where possible. If a member is unable to attend, an apology is to be provided to the meeting convener prior to the meeting. A member who fails to attend two (2) consecutive meetings without submitting a satisfactory explanation will forfeit his/her place on the Committee.”

As a result, nine further vacancies have arisen from forfeited positions. Council has contacted all Committee members who have not attended Committee meetings to confirm that their position has been forfeited. These include:

· Taneem Mannan, Mitra Valicharla, Arunesh Seth, Sue Hafza and William Ho - Community Safety Committee

· Logessan Pillay - Culturally and Linguistically Diverse Consultative Committee

· Usha Kiran Bariya - Events Advisory Committee

· Usha Kiran Bariya and Sami Mangol - Youth Advisory Committee

Expression of Interest Process for Advisory Committees of Council

Given the vacancies arising across a number of Committees, Council called for Expressions of Interest (EOIs) for community representatives. Nominations from community members or representatives were invited between 1 February and 11 March 2019.

Nominations were invited via a public expression of interest process which was promoted widely using the following methods:

· The nomination form and Terms of Reference for each of the Committees were made available on Council’s website;

· Promotion through Council’s social media channels and e-news;

· Emails were sent to community groups, Committee members and other key stakeholder groups (over 1,500 emails);

· Advertisements were placed in local newspapers: The Parramatta Advertiser (30 January 2019) and Auburn Review (5 February 2019).

A total of 42 nominations were received and considered by Council for vacancies on the Aboriginal and Torres Strait Islander Consultative Committee and eight Advisory Committees of Council.

The following table outlines the nominations received for each of the Committees. All nominations were reviewed against the selection criteria by Council officers. Recommendations of Committee members are based on those found to be successful in meeting one or more of the selection criteria. Where limited vacancies exist, Council has taken into consideration the current membership of the Committee and sought to ensure broad community representation on the Committee.

It is recommended that Council adopt the nominations of the following 20 community members:

Committee Name	Number of vacancies	Number of nominations received	Number of nominations recommended	Nominations recommended
Aboriginal & Torres Strait Islander Consultative Committee	4	2	1	Cleonie Quayle
Access Committee	1*	3	2	Jessica Bain Sue Huxtable Jones * Note: It is recommended that Council change the Terms of Reference to increase the number of Committee members.
Arts Advisory Committee	3	5	3	Christopher Hodge Mohan Ayyar Seema Garg
Community Safety Committee	3	4	3	Ernest Kulauzovic Salwa Al Baz Sanjeev Goyal
Culturally and Linguistically Diverse Advisory Committee	3	13	3	Chandrika Subramaniyan Ernest Kulauzovic Farzana Farzana
Events Advisory Committee	1	4	1	Agathia Yin Lan Ge
Library Advisory Committee	2	2	2	Agathia Yin Lan Ge Chandrika Subramaniyan
Youth Advisory Committee	3*	9	5	Fiona Nguyen Ibrahim Taha Jennifer Nga Dan Madeleine Soyer Oscar Iredale * Note: It is recommended that Council change the Terms of Reference to increase the number of Committee members.

Those nominees who have not been recommended to join one of the Committees, due to limited number of vacancies or not meeting the selection criteria, will be provided with feedback on their nomination and offered other opportunities to be involved with Council. Council will also consider those nominations who were found to be successful in meeting one or more selection criteria if any future vacancies arise.

Proposed Changes to the Access Committee and Youth Advisory Committee Terms of Reference

In order to increase representation on the Youth and Access Committees, it is recommended that the number of community members be increased and that the Terms of Reference be amended as follows:

· Access Committee be increased to ten (10) community members.

· Youth Advisory Committee be increased to fourteen (14) community members.

The revised Terms of Reference for the Access Committee and Youth Advisory Committee are attached for Council’s consideration.

Community Engagement

There are no further consultation processes for Council associated with this report.

Policy Implications

Council’s Consultative and Advisory Committees are recognised as a key method for involving the community in Council’s decision making processes in Council’s Community Engagement Policy. They aim to enable Council to undertake a high level of engagement with the community.

All Consultative and Advisory Committees of Council and their members are expected to comply with the Cumberland Council Code of Conduct and supporting policies.

Risk Implications

All new Committee members will be required to participate in a Council induction session to ensure they are aware of their obligations under the Cumberland Council Code of Conduct and supporting policies.

Financial Implications

There are no financial implications for Council associated with this report.

CONCLUSION

This report provides a progress update on the implementation of Council’s Consultative and Advisory Committees and presents the minutes of the Committee meetings held since December 2018.

Furthermore, it is recommended that the nominations for community membership on Council’s Consultative and Advisory Committees as outlined in this report are adopted. All community members will be advised in writing of the outcome of their nomination.

Attachments

1. Minutes of Meeting - Arts Advisory Committee - 11 December 2018 ⇩

2. Minutes of Meeting - Companion Animals Advisory Committee - 29 January 2019 ⇩

3. Minutes of Meeting - Aboriginal & Torres Strait Islander Consultative Committee - 5 February 2019 ⇩

4. Minutes of Meeting - Events Advisory Committee - 7 February 2019 ⇩

5. Minutes of Meeting - Youth Advisory Committee - 25 February 2019 ⇩

6. Minutes of Meeting - Access Committee - 28 February 2019 ⇩

7. Minutes of Meeting - Arts Advisory Committee - 5 March 2019 ⇩

8. Minutes of Meeting - Community Safety Committee - 12 March 2019 ⇩

9. Minutes of Meeting - Library Committee - 12 March 2019 ⇩

10. Minutes of Meeting - Culturally & Linguistically Diverse Consultative Committee - 14 March 2019 ⇩

11. Draft Terms of Reference - Crime Prevention and Community Safety Committee ⇩

12. Draft Terms of Reference - Access Committee ⇩

13. Draft Terms of Reference - Youth Advisory Committee ⇩

Granville Ward
Clr Steve Christou	0419 651 187	Steve.Christou@cumberland.nsw.gov.au
Clr Ola Hamed	0405 070 007	Ola.Hamed@cumberland.nsw.gov.au
Clr Joseph Rahme	0418 995 471	Joseph.Rahme@cumberland.nsw.gov.au
Greystanes Ward
Clr Greg Cummings (Mayor)	0417 612 717	Greg.Cummings@cumberland.nsw.gov.au
Clr Ross Grove	0418 987 241	Ross.Grove@cumberland.nsw.gov.au
Clr Eddy Sarkis	0418 306 918	Eddy.Sarkis@cumberland.nsw.gov.au
Regents Park Ward
Clr Ned Attie	0419 583 254	Ned.Attie@cumberland.nsw.gov.au
Clr George Campbell	0409 233 315	George.Campbell@cumberland.nsw.gov.au
Clr Kun Huang	0418 911 774	Kun.Huang@cumberland.nsw.gov.au
South Granville Ward
Clr Glenn Elmore (Deputy Mayor)	0418 459 527	Glenn.Elmore@cumberland.nsw.gov.au
Clr Paul Garrard	0414 504 504	Paul.Garrard@cumberland.nsw.gov.au
Clr Tom Zreika	0449 008 888	Tom.Zreika@cumberland.nsw.gov.au
Wentworthville Ward
Clr Lisa Lake	0418 669 681	Lisa.Lake@cumberland.nsw.gov.au
Clr Suman Saha	0419 546 950	Suman.Saha@cumberland.nsw.gov.au
Clr Michael Zaiter	0418 432 797	Michael.Zaiter@cumberland.nsw.gov.au