Agenda of Council Meeting - Wednesday, 13 November 2024

Councillor Contact Details

Granville Ward
Clr Steve Christou	0419 651 187	Steve.Christou@cumberland.nsw.gov.au
Clr Joseph Rahme	0418 995 471	Joseph.Rahme@cumberland.nsw.gov.au
Clr Ola Hamed (Mayor)	0405 070 007	Ola.Hamed@cumberland.nsw.gov.au
Greystanes Ward
Clr Dr Diane Colman	0400 279 200	Diane.Colman@cumberland.nsw.gov.au
Clr Eddy Sarkis	0425 348 000	Eddy.Sarkis@cumberland.nsw.gov.au
Clr Nadima Kafrouni-Saba	0447 605 158	Nadima.KafrouniSaba@cumberland.nsw.gov.au
Regents Park Ward
Clr Enver Yasar	0497 428 929	Enver.Yasar@cumberland.nsw.gov.au
Clr Helen Hughes	0400 264 534	Helen.Hughes@cumberland.nsw.gov.au
Clr Steve Yang	0448 836 197	Steve.Yang@cumberland.nsw.gov.au
South Granville Ward
Clr Paul Garrard	0414 504 504	Paul.Garrard@cumberland.nsw.gov.au
Clr Ahmed Ouf	0436 936 553	Ahmed.Ouf@cumberland.nsw.gov.au
Clr Glenn Elmore	0418 459 527	Glenn.Elmore@cumberland.nsw.gov.au
Wentworthville Ward
Clr Michael Zaiter (Deputy Mayor)	0418 432 797	Michael.Zaiter@cumberland.nsw.gov.au
Clr Suman Saha	0419 546 950	Suman.Saha@cumberland.nsw.gov.au
Clr Sujan Selventhiran	0427 104 940	Sujan.Selventhiran@cumberland.nsw.gov.au

Statement of Ethical Obligations

Oath or Affirmation of Office

In taking the Oath or Affirmation of Office, each Councillor has made a commitment to undertake the duties of the office of councillor in the best interests of the people of Cumberland and Cumberland City Council and that they will faithfully and impartially carry out the functions, powers, authorities and discretions vested in them under the Local Government Act 1993 or any other Act to the best of their ability and judgment.

Conflicts of Interest

A councillor who has a conflict of interest in any matter with which the council is concerned, and who is present at a meeting of the council when the matter is being considered, must disclose the interest and the nature of the interest to the meeting as soon as practicable. Both the disclosure and the nature of the interest must be recorded in the minutes of the Council meeting where the conflict of interest arises. Councillors should ensure that they are familiar with Parts 4 and 5 of the Code of Conduct in relation to their obligations to declare and manage conflicts of interests.

For information on Council services and facilities please visit www.cumberland.nsw.gov.au

Council Meeting

13 November 2024

ORDER OF BUSINESS

All Council Meetings are livestreamed via Council’s website. An audio/visual recording of the meeting is published following the meeting. Recordings remain on Council's website for a period of 12 months and are archived following this.

1 Opening of Meeting

2 Opening Prayer / Acknowledgement of Country / National Anthem

3 Apologies / Requests for Leave of Absence/ Requests for Attendance by Audio-Visual Link

4 Confirmation of Previous Minutes

C11/24-8 Minutes of the Ordinary Meeting of Council - 21 August 2024.......................................... 6

C11/24-9 Minutes of the Extraordinary Meeting of Council - 16 October 2024 17

5 Disclosures of Interest

6 Mayoral Minutes

Nil

7 Public Forum / Presentation of Petitions

8 Items Resolved by Exception

9 Reports to Council

C11/24-10 Legal Report............................................ 27

C11/24-11 Draft Code of Meeting Practice and Draft Councillor Expenses and Facilities Policy.. 29

C11/24-12 Quarter 1 2024/25 Budget Review Statement and Financial Update.............................. 155

C11/24-13 Annual Report 2023-2024....................... 191

C11/24-14 State of Our City Report.......................... 339

C11/24-15 Community Grants - Round 1 2024/2025 Funding Recommendations.................... 386

C11/24-16 Councillor Code of Conduct Statistical Reporting............................................... 412

10 Reports of Council Committees

Nil

11 Motions Pursuant to Notice

C11/24-17 Notice of Motion - Dellwood Shopping Centre Condition................................................ 417

C11/24-18 Notice of Motion - Traffic Safety - Auburn 418

C11/24-19 Notice of Motion - Auburn Gardens and Progress Park - Toilet Facility Condition.. 419

C11/24-20 Notice of Motion - Cumberland Road Network.................................................. 420

C11/24-21 Notice of Motion - New Train Timetable... 422

C11/24-22 Notice of Motion - Request for Pedestrian Crossing on Tilba Street, Berala.............. 423

C11/24-23 Notice of Motion - Review of the Cumberland Local Environmental Plan and Cumberland Development Control Plan...................... 424

C11/24-24 Notice of Motion - Support for Lebanon and Recognition of Lebanese National Day.... 426

C11/24-25 Notice of Motion - Granville Pool Gardens 428

C11/24-26 Notice of Motion - 109A Church Street, Lidcombe............................................... 429

C11/24-27 Notice of Motion - Naming of Rooms at Heritage Centre, Granville....................... 430

C11/24-28 Notice of Motion - Lidcombe Community Hub/Town Centre................................... 431

C11/24-29 Notice of Motion - Intersection of Grafton Street and Old Prospect Rd, Greystanes. 432

C11/24-30 Notice of Motion - Cumberland Heritage Centre.................................................... 433

C11/24-31 Notice of Motion - Tamil Heritage Month.. 434

12 Motions to Alter or Rescind Council Resolution

Nil

13 Questions with Notice

C11/24-32 Questions on Notice - Submitted by Councillor Garrard.................................. 436

14 Closed Session Reports

C11/24-33 Tender Evaluation Report - Reactive Plumbing Services Panel and Reactive Electrical Services Panel (RFx680)

Note: Included in Closed Council in accordance with Section 10A(2)(d)(i) of the Local Government Act as the information involves commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it.

C11/24-34 Tender Evaluation Report - Kibo Reserve Upgrade Project (RFx900)

15 Confidential Attachments from Open Reports

C11/24-10 Legal Report

1.. Litigation register

Note: Included in Closed Business Paper in accordance with Section 10A(2)(g) of the Local Government Act as the information involves advice concerning litigation, or advice as comprises a discussion of this matter, that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

C11/24-15 Community Grants - Round 1 2024/2025 Funding Recommendations

1.. Community Grants Program 2024/2025 Applications Round 1

Note: Included in Closed Business Paper 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.

C11/24-15 Community Grants - Round 1 2024/2025 Funding Recommendations

2.. Community Grants Evaluation Report Round 1 2024 /2025

16 Resolutions passed in Closed Session

17 Other / General Matters

18 Close

Council Meeting

13 November 2024

Item No: C11/24-11

Draft Code of Meeting Practice and Draft Councillor Expenses and Facilities Policy

Directorate: Governance and Risk

Responsible Officer: Director Governance and Risk

Community Strategic Plan Goal: Providing Local Leadership

Summary

Council’s adopted Code of Meeting Practice and Councillor Expenses and Facilities Policy have been reviewed in accordance with Council’s statutory post-election obligations under the Local Government Act 1993.

This report recommends that the Draft Code of Meeting Practice and Draft Councillor Expenses and Facilities Policy be placed on public exhibition for consultation with the community.

Recommendation

That Council:

1. Endorse the Draft Code of Meeting Practice and Draft Councillor Expenses and Facilities Policy being placed on public exhibition for a period of 28 days.

2. Note that a 42 day submission period will be in place for the Draft Code of Meeting Practice, in accordance with Section 361 of the Local Government Act 1993; and

3. Receive a report following the conclusion of the exhibition period, detailing the results of the consultation process, and the final documents recommended for Council’s adoption.

Report

Draft Code of Meeting Practice

Under Section 361 of the Local Government Act 1993, Council is required to prepare a Draft Code of Meeting Practice, publicly exhibit it for a minimum of 28 days, with a submission period of minimum 42 days, and have it adopted by Council within 12 months of a general election.

The Draft Code of Meeting Practice has been prepared based on a number of considerations including:

· Council reducing the frequency of its Council meetings in line with the statutory minimum. The potential time duration of meetings is recommended to be longer as a result moving forward.

· Staff recommendations outlining opportunities in relation to enhancing the operations of Council meetings from last Council term.

· Any better practice guidance/recommendations and closer alignment to the mandatory provisions of the Model Code issued by the Office of Local Government.

Subsequently, the Draft Code of Meeting Practice is provided at attachment two, with a detailed list of changes recommended provided under Attachment three. The currently adopted Code of Meeting Practice is provided at attachment one. The Model Code of Meeting Practice as prescribed by the Office of Local Government can be found on the Office of Local Government Website as follows:

https://www.olg.nsw.gov.au/wp-content/uploads/2021/10/Model-Code-Meeting-Practice-2021.pdf

Draft Councillor Expenses and Facilities Policy

The Councillor Expenses and Facilities Policy sets out the entitlements of the Mayor and Councillors to Council facilities, fees and reimbursement of expenses during office.

Section 252(1) of the Local Government Act 1993 states:

Within the first 12 months of each term of a Council, the Council must adopt a Policy concerning the payment of expenses incurred or to be incurred by, and the provision of facilities to, the Mayor, the Deputy Mayor (if there is one) and the other Councillors in relation to discharging the functions of civic office.

Given the above statutory requirement, Council sought to review the operations of the Policy given the current environment, including agile modes of work, an increased focus on Councillor professional development in line with Councillors statutory obligations, and the economic/high inflationary environment and increased costs of expenses and facilities. The Policy has considered key matters such as:

· Carers Expenses - Councillors having the ability to access increased provisions for carer expenses to ensure they are able to fulfill their civic duties and attend key Council engagements if they are the primary carer of an adult or child/children. This promotes equity and participation in civic office and ensures that Councillors are not limited unfairly in participating in civic office if this applies to them.

· Councillor Training and Professional Development - Council has placed greater emphasis in this Draft Policy on Councillor professional development, a requirement under the Local Government Act for each individual Councillor during the Council term. Suggested updates to the Policy will enable each Councillor to have a tailored Professional Development Plan, better equipping Councillors with access to external professional training and development opportunities in accordance with their plan to enhance their understanding an capabilities. The budget will be set as part of the annual Budget and Operational Plan.

· Home Office/subscriptions - The Draft Policy recommends a slight increase to this threshold from $3,000 to $4,000 per Councillor. The Policy provides for a contemporary and inclusive approach to civic leadership, recognising the increasing nature of the digital age, and the various methods in which Councillors can undertake their civic duties. Further, this is justified given the cost of postage stamps have increased by 50% since this Policy was last adopted, and consumable goods to support a Councillors home office such as stationery and general office consumables have also increased markedly in price. The proposed increased home office/subscriptions threshold is considered essential in order for a Councillor to have the necessary support from Council to discharge their civic duties to the best of their ability.

The Draft Policy also recognises that Councillors may require certain subscriptions to assist them in undertaking their civic duties. The constant nature of news and media and different modes and platforms for online meetings means that Councillor subscriptions related to civic duties will continue to be supported, per the currently adopted Policy.

The currently adopted Councillor Expenses and Facilities Policy has been reviewed, and the Draft Policy at attachment five incorporates a number of recommended changes, whilst meeting the requirements of the Local Government Act 1993 and Office of Local Government guidance. A detailed list of changes recommended is provided under Attachment six. The currently adopted Policy is provided at attachment four.

It is now recommended that the Draft Code of Meeting Practice and Draft Councillor Expenses and Facilities Policy be endorsed to be placed on public exhibition, with a report to be provided back to Council at the conclusion of consultation.

Community Engagement

Under S.361 of the Local Government Act, Council is required to publicly exhibit its Draft Code of Meeting Practice for a minimum of 28 days, with a public submission period of minimum 42 days.

It is proposed that the Draft Councillor Expenses and Facilities Policy be publicly exhibited for 28 days, with a report to return to Council following the exhibition period outlining the submissions received and any proposed changes.

Policy Implications

There are no policy implications associated with this report. The currently adopted Code of Meeting Practice and Councillor Expenses and Facilities Policy will remain operative until superseded.

Risk Implications

The public notice and consultation of the Draft Code of Meeting Practice and Draft Councillor Expenses and Facilities Policy ensures that Council is on track to adhere to the requirements of Sections 252 and 361 of the Local Government Act 1993.

Financial Implications

Noting that Councillors historically have been prudent with their use of facilities and expenses, and are yet to exhaust the overall annual budget allocation, Council will ensure that the appropriate budget is included within the 2025/26 Draft Budget. For the remainder of the current financial year, if the Policy is adopted by Council prior to the end of financial year, this will be budgeted within the existing operational plan.

CONCLUSION

Council’s adopted Code of Meeting Practice and Councillor Expenses and Facilities Policy have been reviewed as required within 12 months of a general election, and are now recommended to proceed to public notice and consultation in Draft.

Attachments

1. Currently adopted Code of Meeting Practice

2. Draft Code of Meeting Practice

3. Code of Meeting Practice - Proposed Key Changes

4. Currently adopted Councillor Expenses and Facilities Policy

5. Draft Councillor Expenses and Facilities Policy

6. Councillor Expenses and Facilities Policy - Proposed Key Changes

Council Meeting

13 November 2024

Item No: C11/24-12

Quarter 1 2024/25 Budget Review Statement and Financial Update

Directorate: Corporate Performance

Responsible Officer: Director Corporate Performance (Deputy GM)

Community Strategic Plan Goal: Providing Local Leadership

Summary

The attached Quarterly Budget Review Statement (QBRS) refers to the period ended 30 September 2024. The QBRS indicates that Council’s overall financial position has remained sound.

Recommendation

That Council:

1. Approve the revised estimates of income and expenditure for 2024/25 contained in the Quarterly Budget Review Statement; and

2. Note the requirement for an additional meeting which may need to occur in December 2024 to finalise the Financial Statements.

Report

Clause 203(2) of the Local Government (General) Regulation 2021 (the Regulation) requires that Council’s Responsible Accounting Officer prepare and submit a QBRS that shows, by reference to the estimate of income and expenditure set out in the Operational Plan adopted by Council for the relevant year, a revised estimate of the income and expenditure for that year.

The QBRS, compiled for the information of Council and the community, provides a summary of Council’s financial position at the end of each quarter as to its progress against both the original Operational Plan and the last revised budget, as well as any recommended revisions identified as part of the budget review process.

Quarterly Budget Review Statement

As at the end of Quarter 1, Council is forecasting an unchanged recurring budget surplus of $3m; this forecast assumes that realised cost savings measures continue, and that remaining income estimates are met.

There continues to be some pressures on council expenditure due to the current high inflationary environment, particularly relating to asset maintenance costs. Any additional expenditure amounts identified in this report have been through a business case assessment to ensure accurate calculations and value for money.

Council’s accounting surplus as reported in the Operational Plan has remained at a $3m projected surplus, excluding capital income, as per the below table.

Significant material Operational Plan revisions arising in the September 2024 quarter forecast are as follows:

Major movements in the quarter three budget were due to:

· Decrease in user charges income of $1.5m, mainly attributable to childcare fee income.

· Increase in rates and annual charges of $1.2m, related to domestic waste fees.

· Increase in operating grants of $747k mainly related to environmental grants.

· Interest income increased by $1.4m, due higher interest rates and a higher invested balance than forecast.

· Increase in capital grants & contributions totalling $1.6m, mainly related to WestInvest projects.

· Increase in materials and services expenditure totalling $1.4m mainly attributable to function and activity cost, consultants and utility expenses.

The projected total capital expenditure has been increased to $80.3m. The following reallocations and funding adjustments have been made to the program:

· Allocation of Infrastructure Reserve funds towards Heavy patching road renewal works - $3.0m.

· Allocation of stormwater reserve funds towards Merrylands CBD Drainage- $1.8m.

· Allocation of grant reserve funds towards the finalisation of Parramatta Rd Urban Amenity Improvement program - $569k.

· Allocation of additional grant reserve funds towards Auburn Basketball Centre - $350k.

· Allocation of additional grant reserve funds towards Canal Road Park Upgrade - $399k.

· Allocation of funds towards Guildford West Sportsground drainage - $380k.

· Allocation of additional funds towards Traffic upgrade projects - $900k.

· Allocation funds towards Road renewal projects- $969k.

Council’s road network faces significant challenges due to severe weather conditions experienced in 2022 and the beginning of 2024, and increased development throughout the area, impacting not only residential areas but also the commercial and industrial areas. Assessments of the condition of the road network has confirmed this and identified the areas that require priority attention.

To effectively combat this deterioration of the road network, additional funding is necessary. It is proposed that $3 million from Council’s Infrastructure Reserve be allocated this financial year for local road repairs, and an additional $3 million in the following year.

Cash Forecast

The projected Cash and Investments position of Council is forecast to increase to $228.4m. Council’s estimated unallocated cash balance is forecast to finish at $11.4m. The final unrestricted cash amount will be dependent on the movements in council’s payables and receivables balances at 30 June 2024. Any amount above $10m in unrestricted funds will be allocated to the community and infrastructure reserves per Council policy. The September 2024 Investment report is attached to this report confirming investments are in accordance with S625 of the Local Government Act 1993 and clause 212 of the Local Government Regulations 2021, and Council’s investment policy.

2023/24 Annual Financial Statements Audit Update

As of the 2023/24 financial year, Council is now directly audited by the Audit Office (AO) of NSW as will be the case with all NSW councils. At the time of this update, the audit of Council’s 2023/24 financial statements remains ongoing and Council was required by the AO to request a 2-month extension to submitting its 2023/24 Financial Statements, from 31 October 2024 to 20 December 2024 which was granted.

There have been a number of delays with the audit mainly attributable to the scope and intensity of the audit work exceeding previous years, and some issues identified. As a result, the time allocated to audit Cumberland was not sufficient, and the AO put a halt to the audit to attend to other clients.

Further to this, Council has been in contact with the Assistant Auditor General expressing our concern about various aspects of the audit including scope and intensity as mentioned, significant impact on Council resources, issues raised in the final audit despite required information provided in March 2024, senior Audit Office staff on leave in November and the risk of changes to the draft statements not allowing the provision of the statements to Council for adoption at the 13 November 2024 Council meeting.

The Assistant Auditor General pledged 2 additional resources yet no audit clearance meeting has been set, and no audit completion date provided. The audit cannot be signed off until senior AO staff return from leave mid to late November. Council has also had discussions with the OLG expressing our concerns which has been noted.

This also has an impact on our annual report as we are unable to attach the statements to the annual report included in this business paper, as the audit is ongoing and statements are not finalised.

Attached to this report is the letter of request to the OLG requesting an extension, and the letter received from the OLG granting the extension.

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

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

Financial Implications

The current budget maintains Council’s forecast surplus to $3m and an unrestricted cash balance of above $10m. It should be noted that the $3m operational surplus will be distributed to the external waste and stormwater reserves as required under local government regulations.

Whilst budget and cash surpluses have been maintained, external pressures may continue to have ramifications for council income and expenditure. This will continue to be monitored and any changes to forecast will be reported to council.

CONCLUSION

As at the end of the first quarter, Council’s net operating result before capital is projected to finish the year at a surplus of $3m. Council is forecast to finish the 2024/25 financial year in a positive cash position. Close monitoring of Councils income is required to ensure that Council’s financial positioning in the medium to longer term remains on course to be achieved.

Attachments

1. Q1 Quarterly Budget Review Statement

2. Q1 2024-25 Budget Review for Merrylands CBD Drainage

3. Q1 2024-25 Budget Review for Guildford Pool Upgrade

4. Investment Report September

5. Council Extension Request for Submitting Financial Statements

6. OLG Granting of Extension for Submitting Financial Statements

Council Meeting

13 November 2024

Item No: C11/24-13

Annual Report 2023-2024

Directorate: Corporate Performance

Responsible Officer: Director Corporate Performance (Deputy GM)

Community Strategic Plan Goal: Providing Local Leadership

Summary

The purpose of this report is to present Council with the Annual Report 2023-2024, which under the NSW Local Government Act, is required to be completed within five months of the end of the financial year. The Annual Report must report progress against the principal activities set out in the Delivery Program and Operational Plan for that year, include statutory reports required under the Local Government Act, and the audited financial statements for the same period. This year, the audited financial statements will be presented in a separate report, following completion of the audit.

The Annual Report is an important statutory document and a key point of accountability between Council and the community. This document is an in-depth report on how Council did or did not deliver on the commitments made in the Operational Plan 2023-2024.

Accordingly, Cumberland City Council’s Annual Report for 2023-2024 is attached.

Recommendation:

That Council receive the Annual Report 2023-2024.

Report

The Operational Plan 2023-2024 commenced 1 July 2023, setting out how Council planned to deliver its activities through 38 frontline and internal services.

Six-monthly Performance Reports were produced throughout the year and the Annual Report 2023-2024 is a summary of these results. This report demonstrates the effectiveness of Council in the delivery of services to meet the strategic goals, objectives and strategies as outlined in the Community Strategic Plan 2017-2027.

Council invested heavily in capital projects to improve the infrastructure in Cumberland City with $75.3 million total capital expenditure allocated, including $42.3 million on renewal of assets and $33.0 million on new assets. The largest areas for capital expenditure in 2023-2024 include:

· Roads and Traffic

· Open Space

· Buildings

· Stormwater.

Other notable achievements from 2023-2024 included:

· Completion of the Civic Park and Pendle Hill Wetland Improvement Project

· Woodville Golf Course Improvements

· Jack & Jill Reserve, Regents Park Playground Upgrade

· Eric Tweedale Stadium, Granville Stadium Upgrades

· Daniel Street Park, Greystanes Park Upgrades

· Redgum Centre, Wentworthville Building Upgrades

· Ray Marshall Reserve, South Granville Sports Field Lighting Upgrade

Council’s Service Delivery was recognised with several awards through the year including:

· Winner Finance Dux - 2024 NSW Local Government Excellence Awards

· Winner 2023 Water Safety Program - Excellence in Risk Management Awards

· Winner Sydney Cherry Blossom Festival - Excellence in Risk Management Awards

· Winner Community Marketing Campaign of the Year - Aquatic and Recreation Institute’s 2023 Awards of Excellence

· Winner Child Safeguarding Award - Aquatic and Recreation Institute’s 2023 Awards of Excellence

Council also received a Certificate of Commendation in recognition of an outstanding attempt at saving a human life by the application of life saving skills.

In addition, Council was a finalist for 13 Awards and received Highly Commended for three Awards.

Community Engagement

The Annual Report 2023-2024 will be available on Council’s website and links will be sent to the Office of Local Government and the NSW Ombudsman as required under the Local Government Act 1993. The Audited Financial Statements will be attached to the Annual Report on completion of the audit.

Policy Implications

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

Risk Implications

Council would be in breach of the Local Government Act 1993 if it did not complete and forward the Annual Report 2023-2024 to the Office of Local Government by 30 November 2024.

Financial Implications

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

CONCLUSION

Cumberland City Council’s Annual Report 2023-2024 has been prepared in accordance with the Integrated Planning and Reporting requirements. It presents Council’s performance over the 2023-2024 financial year against the financial and service delivery commitments made in the Operational Plan 2023-2024.

Attachments

1. Annual Report

Council Meeting

13 November 2024

Council Meeting

13 November 2024

Item No: C11/24-14

State of Our City Report

Directorate: Corporate Performance

Responsible Officer: Director Corporate Performance (Deputy GM)

Community Strategic Plan Goal: Providing Local Leadership

Summary

The State of our City Report 2021-2024 previously known as the End of Term Report covers the previous term of Council. This report provides an update on how Cumberland City is progressing towards achieving our shared vision and the strategic objectives in the Community Strategic Plan 2017-2027. It provides information on community perceptions of progress as well as objective performance data. In addition, the report provides an overview of how effective the actions in Council’s Delivery Program and Operational Plans have been in helping the community towards their vision for the future of Cumberland. The State of our City Report will inform the development of the next Community Strategic Plan with the community’s long-term vision shaping Cumberland’s bright future.

Recommendation:

That the report be received.

Report

The State of our City Report is a requirement under the NSW Local Government Act 1993 and forms part of Council’s Integrated Planning and Reporting (IP&R) Framework. It is a key point of accountability between Council and the community and helps answer the key questions asked by the IP&R Framework:

· Where are we now?

· Where do we want to be in 10 years’ time?

· How will we know when we’ve arrived?

Cumberland City Council’s State of our City Report 2021-2024 focuses on four high level Strategic Goals that underpin the community’s vision in the Community Strategic Plan 2017-2027. Each Strategic Goal provides a strategic statement that outlines the desired outcomes established at the start of the Council term. In addition, there is a summary of the performance data to show overall progress towards or away from that Strategic Goal. Complimenting this is commentary highlighting the significant ways Council has helped contribute to the community’s progress through the activities it conducted during the term.

Whilst Cumberland City faced some challenges, overall movement toward the shared vision during the term has remained consistent. The specific data, achievements and challenges faced are summarised within the State of our City Report 2021-2024, in addition to overall movement within each Strategic Goal which is provided in Attachment 1 to this report.

The data from the State of our City Report 2021-2024 will be reviewed in conjunction with recent community engagement data and used to develop our next 10-year Community Strategic Plan. The new Community Strategic Plan 2025-2035, coupled with a full suite of integrated plans will be drafted and presented to the new Council in draft in April 2025 and for final adoption in June 2024.

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

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

The State of our City Report 2021-2024 documents how Council and other stakeholders have contributed to the objectives in Cumberland City Council’s Community Strategic Plan 2017-2027. It shows overall community progress towards our shared vision, ‘Welcome, Belong, Succeed’.

Attachments

1. State of Our City Report

Council Meeting

13 November 2024

Item No: C11/24-15

Community Grants - Round 1 2024/2025 Funding Recommendations

Directorate: Community and Culture

Responsible Officer: Director Community and Culture

Community Strategic Plan Goal: Supporting Community Health, Safety and Wellbeing

Summary

This report provides Round 1 funding recommendations under the three streams (Community Participation, Employment and Education Pathways, and Small Grants) of the Community Grants Program for Council’s consideration.

Recommendation

1. Adopt the 18 applications recommended for funding in Attachment 2 and allocate the $150,873 from the 2024/2025 Community Grants Program budget.

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

3. Advise all successful applications of the funding allocations from the Community Grants Program 2024/2025 and provide feedback and assistance to applicants that were unsuccessful.

4. Attach a table of the successful applicants to the Minutes.

Report

2024/2025 Community Grants Program Guidelines and Promotion

In accordance with the Community Grants and Donations Policy, detailed Guidelines for the Community Grants Program were made publicly available (included under Attachment 3).

The program was open from 15 July 2024 to 29 August 2024.

The Grants Program was promoted widely using the following methods:

· The Guidelines and Application form were available on Council’s website.

· Promotion of the Grants Program through Council’s social media channels.

· Emails were sent to community groups and key stakeholders.

Three streams of the Community Grants Program were offered:

· Community Participation

· Employment and Education Pathways

· Small Grants

In accordance with the Policy and the Guidelines, submitted applications were assessed against the published assessment criteria.

Grant Support Program

To assist applicants to develop their grant applications, Council provided the following opportunities:

· 25 one-on-one sessions with Council’s Grants and Funding Officer.

· 1 online grants information session held on Friday, 26 July 2024, attended by 31 participants.

Assessment Process

The Community Grants Program is a competitive process with applications assessed against the published criteria. Applications submitted for funding under the Program were assessed in two stages. This included:

Stage 1: Eligibility Assessment

Council’s grant administrators conducted an eligibility assessment of all applications submitted. These included applications being submitted on time, being complete and meeting all eligibility criteria.

Stage 2: Assessment Panel

An internal assessment panel consisting of relevant Council staff were convened to review and rank eligible applications against the assessment criteria. The panel consisted of staff from a cross-section of service areas.

Assessment Outcomes

A total of $166,667 across three funding streams was available in Round 1 2024/2025, Council received a total of 67 applications.

Of the applications received, 18 are recommended for funding in this Round. Applications not recommended for this round of funding have either; not met the eligibility criteria, have incomplete or insufficient information, or did not rate as highly against the assessment criteria.

The following table provides a summary of the assessment outcomes:

Funding Stream	Number of Projects recommended	Total $ recommendation
Community Participation	12	$122,686
Education and Employment Pathways	2	$20,235
Small Grants	4	$7,952
Total amount available in this round $166,667	18	$150,873

The full list of applications for Round 1, 2024/2025 is included in Attachment 1: ‘Community Grants Program 2024/2025 Applications Round 1’.

A detailed ‘Community Grants Evaluation Report Round 1’ is included in Attachment 2. Council staff will provide all unsuccessful applicants with an opportunity to receive tailored feedback on their grant application. This will provide applicants with an opportunity to improve their application and resubmit to future rounds of the Community Grants Program.

Community Engagement

Council will notify all applicants of the outcome of their application. Unsuccessful applicants will be offered feedback and supported to reapply for a subsequent round of funding.

Information about the Cumberland Community Grants Program including detailed guidelines will be widely promoted and made available to the community for the 2024/2025 Community Grants Program Round 2 (November 2024).

Policy Implications

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

Risk Implications

Successful applicants will be required to enter into a funding agreement with Council and meet all requirements of project delivery, reporting and acquittal.

Financial Implications

A total of $166,667 is available in the Community Grants Program 2024/2025 budget for Round 1 to fund the projects as recommended.

Community Grants Program	Annual Budget	Budget Available Round 1	Recommended Round 1 funding in this report
Community Grants Program	$500,000	$166,667	$150,873

CONCLUSION

The Cumberland Community Grants Program aims to support the delivery of services and programs that build a vibrant and sustainable Cumberland. Funded projects should deliver increased participation in community activities and address identified social issues. The projects recommended aim to deliver significant community benefits across the Cumberland Local Government Area.

Council has put in place appropriate acquittal and accountability measures for recipients of the Community Grants Program to ensure funds are spent in accordance with the Guidelines.

Attachments

1. Community Grants Program 2024/2025 Applications Round 1 (confidential) (Additional Attachment)

2. Community Grants Evaluation Report Round 1 2024 /2025 (confidential) (Additional Attachment)

3. Community Grants Program Guidelines

4. Community Grants and Donations Policy

Council Meeting

13 November 2024

Item No: C11/24-16

Councillor Code of Conduct Statistical Reporting

Directorate: Governance and Risk

Responsible Officer: Internal Ombudsman

Community Strategic Plan Goal: Providing Local Leadership

Summary

To report to Council regarding statistics on Code of Conduct Complaints relating to Councillors and the General Manager for the period 1 September 2023 to 31 August 2024.

Recommendation

That Council note the Statistical Report on Code of Conduct Complaints relating to Councillors and the General Manager for the period 1 September 2023 to 31 August 2024.

Report

Part 11 of the Procedures for the Administration of the Model Code of Conduct for Local Councils in NSW (the Procedures) require that Council’s Complaints Coordinator must report annually to the Council and to the Office of Local Government on a range of complaint statistics within three months of the end of each September. The prescribed annual reporting period is from 01 September to 31 August each year.

The reporting period includes the results of matters that were commenced in the previous reporting period and finalised in this reporting period, to explain the difference in complaints received and finalised.

This report will also be provided to the Office of Local Government as required under the Procedures:

Number of Complaints
1		The total number of complaints received in the reporting period about councillors and the General Manager (GM) under the code of conduct from the following sources:
	i	Community	0
	ii	Other Councillors	5
	iii	General Manager	0
	iv	Other Council staff	0
2		The total number of complaints finalised in the period about councillors and the GM under the code of conduct in the following periods:
	i	3 Months	4
	ii	6 Months	0
	iii	9 Months	2
	iv	12 Months	0
	v	Over 12 Months	0
Overview of Complaints and Cost
3	a	The number of complaints finalised at the outset by alternative means by the GM or Mayor	3
	b	The number of complaints referred to the Office of Local Government under a special complaints management arrangement	0
	c	The number of code of conduct complaints referred to a conduct reviewer	0
	d	The number of code of conduct complaints finalised at preliminary assessment by conduct reviewer	1
	e	The number of code of conduct complaints referred back to GM or Mayor for resolution after preliminary assessment by conduct reviewer	0
	f	The number of finalised code of conduct complaints investigated by a conduct reviewer	2
	g	Cost of dealing with code of conduct complaints via preliminary assessment	$3286.45
	h	Progressed to full investigation by a conduct reviewer	0
	i	The number of finalised complaints investigated where there was found to be no breach	1
	j	The number of finalised complaints investigated where there was found to be a breach	1
	k	The number of complaints referred by the GM or Mayor to another agency or body such as the ICAC, the NSW Ombudsman, OLG or the Police
	(i)	ICAC	0
	(ii)	NSW Ombudsman	0
	(iii)	OLG	1
	(iv)	Police	0
	(v)	Other	0
	l	The number of complaints being investigated that are not yet finalised	0
	m	The total cost of dealing with code of conduct complaints within the period made about councillors and the GM including staff costs	$44,083.45
Preliminary Assessment Statistics
4	The number of complaints determined by the conduct reviewer at the preliminary assessment stage by each of the following actions:
	a	To take no action (clause 6.13(a) of the 2020 Procedures)	1
	b	To resolve the complaint by alternative and appropriate strategies (clause 6.13(b) of the 2020 Procedures)	0
	c	To refer the matter back to the GM or the Mayor, for resolution by alternative and appropriate strategies (clause 6.13(c) of the 2020 Procedures)	0
	d	To refer the matter to another agency or body such as the ICAC, the NSW Ombudsman, OLG or the Police (clause 6.13(d) of the 2020 Procedures)	0
	e	To investigate the matter (clause 6.13(e) of the 2020 Procedures)	0
	F	Other action (please specify)	0
Investigation Statistics
5	The number of investigated complaints resulting in a determination that there was no breach, in which the following recommendations were made:
	a	That the council revise its policies or procedures	0
	b	That a person or persons undertake training or other education (clause 7.40 of the 2020 Procedures)	0
6	The number of investigated complaints resulting in a determination that there was a breach in which the following recommendations were made:
	a	That the council revise any of its policies or procedures (clause 7.39 of the 2020 Procedures)	0
	b	In the case of a breach by the GM, that action be taken under the GM’s contract for the breach (clause 7.37(a) of the 2020 Procedures)	0
	c	In the case of a breach by a councillor, that the councillor be formally censured for the breach under section 440G of the Local Government Act 1993 (clause 7.37(b) of the 2020 Procedures)	0
	d	In the case of a breach by a councillor, that the councillor be formally censured for the breach under section 440G of the Local Government Act 1993 and that the matter be referred to OLG for further action (clause 7.37(c) of the 2020 Procedures)	0
7	Matter referred or resolved after commencement of an investigation (clause 7.20 of the 2020 Procedures)		0
Categories of misconduct
8	The number of investigated complaints resulting in a determination that there was a breach with respect to each of the following categories of conduct:
	a	General conduct (Part 3)	1
	b	Non-pecuniary conflict of interest (Part 5)	0
	c	Personal benefit (Part 6)	0
	d	Relationship between council officials (Part 7)	0
	e	Access to information and resources (Part 8)	0
Outcome of determinations
9	The number of investigated complaints resulting in a determination that there was a breach in which the council:		0
	Adopted the independent conduct reviewers recommendation		0
	Failed to adopt the independent conduct reviewers recommendation		0
10	The number of investigated complaints resulting in a determination where:		0
	The external conduct reviewer’s decision was overturned by OLG		0
	Council’s response to the external conduct reviewer’s recommendation was overturned by OLG		0

Confidentiality

Clause 12.1 of the Procedures for the Administration of the Model Code of Conduct for Local Councils in NSW requires that information about Code of Conduct complaints and their management and investigation, is to be treated as confidential and is not to be publicly disclosed or discussed except as may be otherwise specifically required or permitted under the Procedures.

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

There are risk implications for Council associated with this report including reputational risk. Councillors are reminded of their obligations, including confidentiality obligations, under the Code of Conduct.

Financial Implications

There are cost implications for Council associated with this report. The total cost incurred in the reporting period was $44,083.45 (including GST).

CONCLUSION

The Statistical Report relating to Code of Conduct complaints about Councillors and the General Manager has been reported to Council and submitted to the Office of Local Government as required by the Procedures for the Administration of the Code of Conduct for Local Councils in NSW.

Attachments

Nil