Nowra CBD Revitalisation Strategy Committee
Meeting Date: Wednesday, 11 September, 2019
Location: Jervis Bay Rooms, City Administrative Centre, Bridge Road, Nowra
Time: 4.00pm
Please note: Council’s Code of Meeting Practice permits the electronic recording and broadcast of the proceedings of meetings of the Council which are open to the public. Your attendance at this meeting is taken as consent to the possibility that your image and/or voice may be recorded and broadcast to the public.
Agenda
1. Apologies
2. Confirmation of Minutes
· Nowra CBD Revitalisation Strategy Committee - 3 July 2019..................................... 1
3. Declarations of Interest
4. Reports
CBD19.33... Report - Annual Financial Statements - Nowra CBD Promotions Budget - 2018-2019 Financial Year................................................................................................. 6
CBD19.34... Outstanding / Ongoing Actions.................................................................... 10
CBD19.35... Committee Membership............................................................................... 21
CBD19.36... Council Policy Review - "Occupation of Council Owned or Managed Land" 28
5. General Business
CBD19.37... Claude Neon - Scott Baxter
Scott Baxter requested Claude Neon be placed on the Agenda
CBD19.38... Update - Christmas 2019 - Nowra CBD
Annie Aldous to provide an update on Christmas 2019.
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Nowra CBD Revitalisation Strategy Committee – Wednesday 11 September 2019 Page |
Membership
Mr James Caldwell - Chairperson
Clr Jo Gash
Clr Patricia White
Clr Nina Digiglio
Mr Paul Keech or delegate
Mr Phil Costello or delegate
Ms Annie Aldous
Mr Scott Baxter
Mr Brendan Goddard
Mr George Parker
Mr Wesley Hindmarch
Non-voting members
All other Councillors
Quorum – Five (5) members
Role
Note: Tasks in relation to 1.4 will not be undertaken by Councillors
For the purpose of this Terms of Reference, Councils annual Capital Works Budget which is defined as any Special Rate on the CBD (currently $500,000) plus any top up funding (such as grants or loans obtained by council or other council budgetary allocations) that Council provides to deliver a project initiated by Special Rate Funding.
Note: Any other Capital Works Funding in excess of $100,000 within the CBD will be discussed with the Committee prior to expenditure of funding.
1.1. Recommend to Council possible refinement of, and improvements to, the Nowra CBD Revitalisation Strategy as the committee considers appropriate.
1.2. Develop a list of projects (with estimated costings) for Council to consider priorities over a rolling three year time frame, that will assist in achieving the ten elements of the Nowra CBD Revitalisation Strategy. The list is to be presented to an Ordinary Meeting of Council in February each year, and thus adopted by the Council.
1.3. Make a formal submission to Council’s annual capital works budget as it relates to the Nowra CBD, in accordance with Council’s budgeting process.
1.4. Monitor the expenditure of Council’s annual capital works budget as it relates to the Nowra CBD, in particular;
1.4.1. Approving design plans and specifications at the preliminary concept stage and prior to the detailed drafting and then at final approval stage.
1.4.2. In cases where the General Manager (or delegate) determines that capital works within the Nowra CBD, will be tendered out, the Committee Chair (or delegate) will approve the tender documentation before tenders are advertised.
1.4.3. The Committee Chair and delegate are to participate on tender evaluation panels for capital expenditure in the Nowra CBD.
1.4.4. Assign a Project Steering Working Group to endorse the payment of progress claims and endorse the approval of variations, for capital expenditure in the Nowra CBD.
1.4.5. In the case where Council staff undertake substantial capital expenditure (greater than $150,000) in the Nowra CBD, the Committee will receive a report outlining progress (including expenditure updates) and plans at each of the Committee’s Meetings.
1.5. Act as a communication conduit between Council and the CBD stakeholders in respect to the ten elements within the Nowra CBD Revitalisation Strategy and approved Capital Works within the Nowra CBD with reasonable support from Council, at Council’s expense, as determined by the General Manager.
1.6. Assist Council in advocating to the community the adopted list of projects that seek to deliver on the ten elements of the CBD Revitalisation Strategy.
1.7. Provide a report to Council each quarter outlining the year to date expenditure of Council’s annual capital works budget as it relates to the Nowra CBD and present a report to an Ordinary Meeting of Council in August each year that explains the capital expenditure and any non-expenditure, for the previous financial year.
1.8. Consult with relevant stakeholders as needed.
Delegated Authority
· To expend funds allocated to the CBD Nowra Revitalisation Strategy Committee by Council within the approved budget. Budget adopted $500,000.
· To establish sub Committees as deemed appropriate.
· To promote the advantages of the CBD inside and outside the area, including making press releases and promoting the Nowra CBD Revitalisation Strategy project.
· To raise funds other than rates and loans to fund the objectives of the Committee.
· To expend funds raised outside of Council as the Committee deems appropriate, e.g. promotions, entertainment etc.
Nowra Revitalisation Committee - Sub/Working Groups
Events / Promotions |
Infrastructure (including Wayfinding signs) |
Writers / Historic Walk |
Mural Proposal – Bonnie Greene |
Banners / Perm Lighting |
Logo / Communications |
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James Caldwell (Chair) |
Yes |
Yes |
Yes |
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Yes |
Yes |
Cr Jo Gash |
Yes |
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Yes |
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Cr Patricia White |
Yes |
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Yes |
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Cr Nina Digiglio |
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Yes |
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Wesley Hindmarch |
Yes |
Yes |
Yes |
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Vacant |
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Annie Aldous |
Yes |
Yes |
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Scott Baxter |
Yes |
Yes |
Yes |
Yes |
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Brendan Goddard |
Yes |
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Yes |
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George Parker |
Yes |
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Vacant |
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Phil Costello |
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Yes |
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Paul Keech |
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Yes |
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Yes |
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SCC Contact (Director Rep) |
Jessica Rippon |
Tom Dimec |
Gordon Clark |
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Tom Dimec |
Jessica Rippon |
Minutes of the Nowra CBD Revitalisation Strategy Committee
Meeting Date: Wednesday, 3 July 2019
Location: Jervis Bay Rooms, City Administrative Centre, Bridge Road, Nowra
Time: 4.03pm
The following members were present:
Mr James Caldwell - Chairperson
Clr Joanna Gash – left 5.51pm
Mr Phil Costello - Director Planning Environment and Development
Ms Annie Aldous
Mr Scott Baxter
Mr Brendan Goddard
Mr Wesley Hindmarch
Others present:
Clr John Wells
Stephen Dunshea – Chief Executive Officer
Gordon Clark – Strategic Planning Manager
Tom Dimec – Assets Manager
Sara McMahon – Governance Unit Manager
1. Apologies / Leave of Absence |
Apologies were received from Paul Keech and Clr White.
2. Confirmation of the Minutes |
RESOLVED (By consent)
That the Minutes of the Nowra CBD Revitalisation Strategy Committee held on Wednesday 15 May 2019 be confirmed. CARRIED
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3. Declarations of Interest |
Nil
Reports
CBD19.25 Outstanding / Ongoing Actions |
HPERM Ref: D19/191665 |
CBD18.58 – ongoing – A report will be provided to the next meeting based on the Contract Tender CBD18.113 – remove CBD19.7 – ongoing CBD19.11 – ongoing CBD19.14 – ongoing – Mr Dunshea advised that Jessica Rippon will be working on a platform on the Get Involved Page and will liaise with Brendan Goddard and the Working Party CBD19.20 – ongoing – Annie Aldous advised that she had met with Jessica Rippon and worked on the basis for the quotes CBD19.24 – ongoing – the positions are currently being advertised via the South Coast Register and Council’s Webpage. They will also be advertised via the Council Face Book page. CBD19.21 – ongoing – Council is trying to source the correct tree in the required size, and have not located one available yet CBD19.22 – ongoing – The night time walk is to occur on the evening of the meeting. It was confirmed that a list of items had been drawn up and Annie Aldous would provide it to the Governance Staff. CBD19.19 – remove
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Recommendation (Item to be determined under delegated authority) That: 1. The Outstanding/Ongoing Action report be received for information. 2. The following items marked in the Action Listing attached to the report as completed be removed from the listing: a. CBD18.113 Update - Report - Berry Street Footpath Upgrade (Western Side Between Junction and Worrigee Streets) b. CBD19.21 Additional Item - Tree Replacement - Junction Street - report required c. CBD19.19 Draft Capital Works Program – Proposed Projects – Nowra CBD
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RESOLVED (By consent) That: 1. The Outstanding/Ongoing Action report be received for information. 2. The following items marked in the Action Listing attached to the report as completed be removed from the listing: a. CBD18.113 - Update - Report - Berry Street Footpath Upgrade (Western Side Between Junction and Worrigee Streets) b. CBD19.19 - Draft Capital Works Program – Proposed Projects – Nowra CBD CARRIED
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CBD19.26 Current Existing Budget & Final Costings for Pre-Tender - Footpath Upgrade - Berry Street (Western Side) - Nowra |
HPERM Ref: D19/198848 |
The Committee discussed the Berry Street Project. The Committee raised concerns that costs incurred by Shoalhaven Water were going to be borne by the Committee. Concerns were also raised with respect to the costs of some of the individual items in the Quantity Surveyor Report. It was queried if it would be appropriate for the Committee to proceed to tender stage given their concerns. Mr Dunshea advised that those matters can be resolved prior to signing of the tender contract and the Committee should proceed. Mr Dunshea assured the Committee that he would obtain the figures from Shoalhaven Water with respect to their works and provide them to the Committee for review. This would occur concurrently with the tender process.
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Recommendation (Item to be determined under delegated authority) That the Committee: 1. Accept the general Budget and Projects Update report for information. 2. The Berry Street project will proceed for tendering using funds drawn from the Nowra CBD Revitalisation budget. 20/19 financial year.
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RESOLVED (Clr Gash / Brendan Goddard) That the Committee: 1. Accept the general Budget and Projects Update report for information. 2. The Berry Street project proceed to tendering using funds drawn from the Nowra CBD Revitalisation budget 2019/2020 financial year, subject to the CEO obtaining from Shoalhaven Water its estimate of costs for the upgrading of assets on Berry St and those costs being acceptable to the Nowra CBD Committee as a deduction from the project costs covered by the committee. CARRIED
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CBD19.27 Proposed Establishment of Architectural Ideas Competition in Nowra CBD |
HPERM Ref: D19/198093 |
Wesley Hindmarch – less than significant non-pecuniary interest declaration – he is a member of the Australian Institute of Architects, but he and his associates will not be entering any competition – remained in the room and took part in discussion.
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Wesley addressed the meeting and spoke to the report. It was agreed that this was a matter for the Council to determine and that it would be beneficial if there were some agreed projects to focus on.
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Recommendation (Item to be determined under delegated authority) That a Working Party be established to investigate the suitability of an architectural design competition in the Nowra CBD, which 1. Discusses the potential competition locations noted within this report; 2. Works towards a competition objective, organisational structure and funding model to be submitted to NRSC 3. Includes membership of a relevant Council Officer and other members.
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RECOMMENDATION (Wesley Hindmarch / Scott Baxter) That a Nowra CBD Revitalisation Strategy Committee consider establishing a Strategic Working Party to investigate the suitability of an architectural design competition in the Nowra CBD, which: 1. Discusses the potential competition locations noted in the report; 2. Works towards a competition objective, organisational structure and funding model to be submitted to NRSC 3. Includes membership of a relevant Council Officer and other Nowra CBD Revitalisation Strategy Committee members.
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GENERAL BUSINESS
CBD19.28 Additional Item - Committee Approval Process for Payments |
James Caldwell raised concerns regarding the process for payments and the budget and questioned the process for invoices and the sign off of expenditure of all funds by the Chairperson before payment.
Stephen Dunshea advised that this is an operational issue and that a discussion should be held with the CEO and the Chairperson outside of the meeting proceedings.
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CBD19.29 Additional Item - Historical Walk and Wayfinding Signs |
Brendan Goddard raised the Historical Walk signs and questioned whether these signs were going to clash with the Wayfinding signs.
The Committee was advised that the signs will be in different locations
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CBD19.30 Additional Item - Claude Neon - Contract Review - Update |
Scott Baxter advised that he has reviewed the Claude Neon Contract and has raised 2 matters with Paul Keech. He is still awaiting a response.
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CBD19.31 Additional item - Weekend Car Parking Times for Egans Lane and Stewart Place Car Parks - Review |
Scott Baxter raised concerns that on weekends in the Egans Lane and Stewart Place Car Parks most spaces are vacant, however the same parking time limit still applies as to weekdays. He suggested that the timing of these car parks for weekends be reviewed and changed to all day on weekends.
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RESOLVED (Scott Baxter / Brendan Goddard) That the CEO (Director Assets and Works) submit a report to the Nowra CBD Revitalisation Strategy Committee on options for the Egans Lane and Stewart Place Car Park time limits being amended to permit all day parking on Saturday and Sunday. CARRIED
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CBD19.32 Additional Item - Investigate - Oneway Traffic Junction Street |
Scott Baxter advised that some pedestrians are finding the crossing of Junction Street difficult to navigate when there is two-way traffic.
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RESOLVED (Scott Baxter / James Caldwell) That the CEO (Director Assets and Works) submit a report to the Nowra CBD Revitalisation Strategy Committee on investigations into the possibility of making Junction Street (between Berry and Kinghorne Streets) a one-way street (eastbound) to allow for the safety of all pedestrians and steady traffic flow. CARRIED
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Note: Clr Gash left the meeting at 5.51pm
CBD19.33 Additional Item - Mural Proposal by Bonnie Greene - Working Group |
Wesley Hindmarch addressed the meeting and advised the Committee of a recent Mural Project Proposal by Bonnie Greene and had distributed information regarding this project.
The general consensus was that the Committee was interested in a mural project and that a Working Party be formed to further investigate the mural proposal and report back to the Committee.
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RESOLVED (Wesley Hindmarch / Scott Baxter) That a Working Group be formed consisting of Wesley Hindmarch, Annie Aldous and Scott Baxter to examine the mural proposal submission from Bonnie Greene and provide a report back to the Committee. CARRIED
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There being no further business, the meeting concluded, the time being 5.53pm.
Mr James Caldwell
CHAIRPERSON
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Nowra CBD Revitalisation Strategy Committee – Wednesday 11 September 2019 Page 0 |
CBD19.33 Report - Annual Financial Statements - Nowra CBD Promotions Budget - 2018-2019 Financial Year
HPERM Ref: D19/290810
Group: Finance Corporate & Community Services Group
Section: Human Resources, Governance & Customer Service
Attachments: 1. Nowra CBD Promotions Budget ⇩
Purpose / Summary
To advise the Committee and Council of the Annual Financial Statements (2018- 2019 Financial Year) provided by the Nowra CBD Business Chamber.
That the Annual Financial Statements (2018-2019 Financial Year) (Attached) provided by the Nowra CBD Business Chamber be received for information.
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Options
1. As recommended
2. Adopt an alternate recommendation.
Background
At its Ordinary Meeting in March 2018, Council resolved that the Nowra CBD Revitalisation Strategy Committee promotional events funds “…be allocated to the Nowra CBD Business Chamber Inc for the expenditure and completion of promotional events” (MIN18.228).
A Letter of Understanding was prepared and signed and the balance of funds of $48,453.95 to 30 June 2018 was transferred following the receipt of an invoice from the Nowra CBD Business Chamber.
Council considered a further report on 28 August 2018 (MIN18.673) with respect to the financial reporting from the Chamber on the expenditure of funds, and resolved:
That Council’s resolution that Nowra CBD Business Chamber provide audited quarterly reports to Council on promotional activities and expenditure be amended to remove the requirement for audit and instead require the forwarding to Council of an annual financial report.
On 16 July 2019, Mr James Caldwell on behalf of the Nowra CBD Business Chamber provided the attached Statements for the Nowra CBD Promotions Budget.
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Nowra CBD Revitalisation Strategy Committee – Wednesday 11 September 2019 Page 0 |
CBD19.34 Outstanding / Ongoing Actions
HPERM Ref: D19/295308
Group: Finance Corporate & Community Services Group
Section: Human Resources, Governance & Risk
Attachments: 1. Ongoing Actions Table ⇩
Purpose / Summary
To advise and update the Committee on the Outstanding/Ongoing Actions from the Nowra CBD Revitalisation Strategy Committee.
Options
1. As Recommended
2. Adopt an alternate recommendation
Background
The actions listed in the attachment are drawn from Resolutions made by the Committee of which an action is required.
The Action Table (attached) is current as at the time of drafting this report (28 August 2019).
This will be a standing report on the Agenda for each meeting to keep the Committee informed of progress on the actions/resolutions from previous meetings.
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Nowra CBD Revitalisation Strategy Committee – Wednesday 11 September 2019 Page 0 |
CBD19.35 Committee Membership
HPERM Ref: D19/302329
Group: Finance Corporate & Community Services Group
Section: Human Resources, Governance & Risk
Attachments: 1. Current Terms of Reference ⇩
Purpose / Summary
To allow consideration of the current membership of the Committee prior to the selection process for recently advertised vacant positions.
That with respect to membership of the Nowra CBD Revitalisation Strategy Committee 1. Consideration be given to appropriate adjustments to be made to ensure the membership of the Committee aligns with the Terms of Reference. 2. The Selection Criteria for new members be confirmed as outlined in the Report.
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Background
The current Terms of Reference of the Committee (attached) outlines the Membership of the Nowra CBD Revitalisation Committee (POL19/5) as follows:
“Voting Members
· Three Councillors
· Director of Assets and Works or delegate
· Director of Planning and Development Services or delegate
· Two (2) Community members (non-business operator or landowner)
· Two (2) CBD landowners
· Three (3) CBD Business owner/operators (not property owners)
· One (1) CBD Business retailer”
At the meeting of the Committee held on 15 May 2019 the Committee considered report CBD19.24 and recommended:
“That an Expression of Interest (EOI) be called for both the Community member and Business Retailer vacant positions on the Committee.”
Advertisement for the vacant positions of Business Retailer and Community Member occurred from 19 June to 12 July 2019. Several applications were received.
During discussions about the selection criteria for the new members, the intent of the original arrangement of the Committee to minimise the control by landowners, has been identified as a consideration.
The applications have been placed on hold to allow consideration by the Committee of this matter in respect of the Terms of Reference of the Committee.
Current Membership
It has been identified that current membership of the Committee is as follows:
· Director Assets and Works or delegate
· Director – Planning & Development Services or delegate
· Community Member (not business operator or landowner)
1. Mr Wesley Hindmarch (appointed 24 October 2017)
2. Vacant
· CBD Landowner
1. Ms Annie Aldous (appointed 10 December 2014)
2. Mr James Caldwell (appointed 10 December 2014)
· CBD Business Owner/ Operator (Not property owner)
1. Mr Brendan Goddard (appointed 10 December 2014)
· CBD Business Owner/ Operator (Not restricted by property ownership)
1. Mr George Parker (appointed 10 December 2014)
· Business Retailer
1. Vacant
· Nowra CBD Business Chamber Representative
1. Mr Scott Baxter (appointed 15 March 2016)
· Councillors
1. Councillor Nina Digiglio (appointed 25 September 2018)
2. Councillor Joanna Gash (appointed 25 September 2018)
3. Councillor Patricia White (appointed 25 September 2018)
This membership does not align with the membership structure in the current Terms of Reference.
A timeline of the changes of the membership in the Terms of Reference since inception of the Committee has been outlined below (changes are highlighted in red):
2014 |
2017 (POL17/34) |
2018 (POL18/62) – Current Membership |
Staff: General Manager or delegate Director Assets and Works (or delegate) Director – Planning (or delegate) |
Staff: Director Assets and Works (or delegate) Director – Planning (or delegate) |
Staff: Director Assets and Works (or delegate) Director – Planning & Development Services (or delegate) |
Community Member (not business or landowner) – 1 position |
Community Member (not business or landowner) – 2 positions |
Community Member (not business or landowner) – 2 positions |
CBD Landowner – 3 positions |
CBD Landowner – 2 positions |
CBD Landowner – 2 positions |
CBD Business Owner/ Operator – 3 positions |
CBD Business Owner/ Operator (Not property owner) –3 positions |
CBD Business Owner/ Operator (Not property owner – 3 positions |
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Business Retailer – 1 position |
Business Retailer – 1 position |
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Councillors -3 |
The variance from the adopted Terms of Reference has been the result of:
· A representative of the Nowra Chamber of Commerce not being added to the Terms of Reference following the Council Resolution of 15 March 2016 which appointed Mr Baxter on this basis.
· There was no adjustment to actual members at the time of the amendments to the Terms of Reference in 2017. Therefore, members who had been appointed prior to that time and remain as members now do not all fit within the current structure.
Direction is now sought from the Committee as to adjustments to be made to ensure the membership aligns with the Terms of Reference and the appropriate membership structure is in place.
Selection Criteria for new members.
The current Terms of Reference (attached) outlines the membership of the Selection Committee at Part 5.
When Council appointed the Committee in October 2014 the selection criteria for membership was as follows:
· Meeting the specific requirements for the Membership Position
· Commit to represent the interests of the group that the Membership Position represents
· Time to commit to the Committee Meetings and other times between meetings
· Acceptance of the Terms of Reference and willingness to work within that framework
· Demonstrated understanding of the role that CBDs play in the economy of the community
· Demonstrated commitment to the implementation of the Nowra CBD Revitalisation Strategy
· Previous experience in working on groups/committees that deliver outcomes.
The Committee’s views are sought to confirm if these selection criteria remain appropriate for the current selection process. These will be added to Part 5 of the Terms of Reference for clarity.
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Nowra CBD Revitalisation Strategy Committee – Wednesday 11 September 2019 Page 0 |
CBD19.36 Council Policy Review - "Occupation of Council Owned or Managed Land"
HPERM Ref: D19/232238
Group: Assets & Works Group
Section: Technical Services
Attachments: 1. Track Changes - POL16/150 ⇩
2. 'Clean Skin' version of POL16/150 ⇩
Purpose / Summary
To provide the Nowra CBD Revitalisation Strategy Committee with the amended POL16/150 “Occupation of Council Owned and Managed Land” for information prior to its submission to Council’s Strategy & Assets Committee for re-confirmation.
To allow the Nowra CBD Revitalisation Strategy Committee to consider amendments to POL16/150 “Occupation of Council Owned and Managed Land” and recommend changes for consideration by Council’s Strategy & Assets Committee
The Nowra CBD Revitalisation Strategy Committee receive for information Policy 16/150 (POL16/150) “Occupation of Council Owned & Managed Land” with minor amendments.
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Options
1. Resolve as recommended
2. Not resolve as recommended
Implications: The Nowra CBD Revitalisation Strategy Committee will not have an opportunity to see the proposed amendments to the Policy.
Background
This Policy was first implemented in January 2010 in accordance with MIN09.1798. Prior to this Council had no policy relating to the occupation of its owned and/or managed properties. It is noted that notwithstanding the policy title refers to land, the policy applies to commercial buildings, community infrastructure/buildings and land.
Extensive community consultation was undertaken when the policy was first developed in 2009/10. Given only minor amendments have occurred since that time no further community consultation has been undertaken or deemed necessary.
The policy over its life has been amended and re-confirmed in 2013, 2015 with the last review conducted in 2016.
The evolution of the policy has seen amendments which support taking a compassionate approach when dealing with “not for profit” organisations. This resulted in the introduction of subsidies when negotiating rental agreements, and is still in place today, in order that such groups be treated consistently and with due regard for their ability to pay. At the same time however, Council needs to ensure that in the interest of the wider Shoalhaven community, the user pays principle is adhered to wherever possible so that any financial burden on the ratepayer through support of community groups is kept to a minimum. This is best achieved through the execution of subsidised rental agreements in accordance with the rental assessment framework or, in exceptional cases, by the adoption of the statutory minimum rent determined by Crown Lands.
Attachment 1 shows the ‘marked up’ version of POL16/15 whereas Attachment 2 shows the ‘clean skin’ version of the ‘marked up’ policy.
The essential changes are as follows;
1. the objectives have been spelt out in detail
2. the principles have been refined
3. Update references to changed and new legislation
4. Update Section references based on council organisational re-structure
5. Exclusions to the Policy (POL16/150)
Community Engagement
A decision to review the Policy now originated from a Nowra CBD Revitalisation Strategy Committee (CBD18.58) meeting where a discussion relating to Council’s leasing of a vacant premises in Kinghorne Street, Nowra for a pop-up shop was questioned.
Policy Implications
The policy was due for review in December 2020, however, given the legislative changes that have occurred recently i.e. the new Crown Land Management Act 2016, Council restructuring resulting in Section name changes and continued better understanding of community expectations relating to how Council manages its properties, the early review at this point in time is justified.
Financial Implications
There are nil financial implications.
Risk Implications
The policy has been in place since 2009 and there have been no issues identified from its application.