Agenda of Strategy and Assets Committee

Minutes of the Strategy and Assets Committee

Meeting Date: Tuesday, 10 December 2019

Location: Council Chambers, City Administrative Centre, Bridge Road, Nowra

Time: 5.00pm

The following members were present:

Clr John Wells - Chairperson

Clr Amanda Findley

Clr Patricia White

Clr Kaye Gartner

Clr Nina Digiglio

Clr John Levett

Clr Mitchell Pakes

Clr Greg Watson

Clr Mark Kitchener

Clr Bob Proudfoot

Mr Stephen Dunshea - Chief Executive Officer

Apologies / Leave of Absence

Apologies were received from Clr Guile, Clr Gash and Clr Alldrick.

Confirmation of the Minutes

RESOLVED (Clr White / Clr Kitchener) MIN19.920

That the Minutes of the Strategy and Assets Committee held on Tuesday 12 November 2019 be confirmed.

CARRIED

Declarations of Interest

Clr Proudfoot – SA19.221 Advice - Fees - New Multi Level Car Park - Shoalhaven District Memorial Hospital – less than significant non pecuniary interest declaration – will remain in the room and will take part in discussion and vote – his daughter is a nurse at Shoalhaven Hospital.

Clr Pakes – SA19.202 Tenders - Trade Services Panel - 2020/2021 – less than significant non pecuniary interest – will remain in the room and will take part in discussion and vote – some contractors known to him as he is from the local area.

Call Over of the Business Paper

The following items were called up for debate:

SA19.198, SA19.199, SA19.200, SA19.201, SA19.206, SA19.208, SA19.209, SA19.210, SA19.217, SA19.218, SA19.219

The remaining items were resolved en bloc (Clr White / Clr Proudfoot) at this time. They are marked with an asterisk (*) in these Minutes.

Mayoral Minutes

Nil

Deputations and Presentations

SA19.197 Notice of Motion - Milton Ulladulla Historical Society - Permanent Exhibition Space

Ms Cathy Stewart, representing the Milton Ulladulla Historical Society, addressed the meeting and spoke in favour of the recommendation.

SA19.200 Narrawallee Beach Southern Dog Prohibited Area

Mr Mike Devlin, representing Paws 4 Thought, addressed the meeting and spoke in favour of the recommendation.

Mr Ray Rushton addressed the meeting and spoke in favour of the recommendation.

SA19.199 Audit Risk & Improvement Committee Annual Report 2018-2019

Mr Peter McLean, Chair of Council’s Audit Risk & Improvement Committee, presented the Committee’s Annual Report 2018-2019.

Notices of Motion / Questions on Notice

SA19.197 Notice of Motion - Milton Ulladulla Historical Society - Permanent Exhibition Space

HPERM Ref: D19/418151

Recommendation (Item to be determined under delegated authority)

That:

1. Council make every endeavor to locate, build, or refurbish a building to house the Milton Ulladulla Historical Society’s Exhibits.

2. Once a preferred option has been identified and the project is shovel ready, Council consider funding the proposal in a future budget and make applications for one or more grants to assist with the refurbishment/construction works.

RESOLVED (Clr Watson / Clr Pakes) MIN19.921

That:

1. Council make every endeavor to locate, build, or refurbish a building to house the Milton Ulladulla Historical Society’s Exhibits.

3. Council form a working party comprising 3 members of the MUHS, the 4 ward Councillors and available Councillors to develop a solution for a permanent home for the MUHS, which may include consideration being given to the acquisition of an old house.

4. The use of loan funding be considered.

CARRIED

Procedural Motion - Bring Item Forward

RESOLVED (Clr Proudfoot / Clr Pakes) MIN19.922

That the matter of the following items be brought forward for consideration:

· SA19.199 - Audit Risk & Improvement Committee Annual Report 2018 – 2019

· SA19.200 - Narrawallee Beach Southern Dog Prohibited Area

CARRIED

Reports

SA19.198 Quarterly Progress Report - Councillors' Notices of Motion

HPERM Ref: D19/386124

Item dealt with later in the meeting see MIN19.925

SA19.199 Audit Risk & Improvement Committee Annual Report 2018 - 2019

HPERM Ref: D19/416204

Recommendation (Item to be determined under delegated authority)

That the Strategy and Assets Committee receive and note the Audit, Risk & Improvement Committee annual report for 2018 – 2019.

RESOLVED (Clr Gartner / Clr Findley) MIN19.923

That:

1. The Strategy and Assets Committee receive and note the Audit, Risk & Improvement Committee annual report for 2018 – 2019.

2. Council inform the ARIC the need to address climate change risk should be included as a key issue in the Committee’s audit plan.

For: Clr Wells, Clr Findley, Clr White, Clr Gartner, Clr Digiglio, Clr Levett, Clr Kitchener, Clr Proudfoot and Stephen Dunshea

Against: Clr Pakes, Clr Watson

CARRIED

SA19.200 Narrawallee Beach Southern Dog Prohibited Area

HPERM Ref: D19/400331

Recommendation (Item to be determined under delegated authority)

That Council:

1. Rescind MIN19.578 and approve a twelve-month trial to commence prior to Christmas, to create a 15m wide Dog On-leash strip passing from the Surfers Avenue unformed beach access area (Shoalhaven Water access road), to the commencement of the Dogs On-Leash area of the main Narrawallee Beach

2. Amend the existing Dog Off-leash Guide diagram for Narrawallee Beach, to alter the Dog Prohibited area by redesignating a 15m wide strip between the Surfers Avenue unformed beach access and the Victor Avenue stairs to the north, as Dog On-leash. At the same time, obtain new signage for installation at the northern and southern limits of the proposed Dog On-leash strip.

3. Commence investigation of the feasibility of establishing an access track to the east of the Dog Prohibited Area of the beach, to allow dog owners to walk their dogs between the Surfers Avenue stairs and the Victor Avenue stairs to avoid walking across the Dog Prohibited area.

4. Inform the local Community Consultative Bodies of this twelve-month trial.

RESOLVED (Clr Proudfoot / Clr White) MIN19.924

That Council:

1. Rescind MIN19.578 and approve a twelve-month trial to commence prior to Christmas, to create a 10m wide Dog On-leash strip passing from the Surfers Avenue unformed beach access area (Shoalhaven Water access road), to the commencement of the Dogs On-Leash area of the main Narrawallee Beach.

2. Amend the existing Dog Off-leash Guide diagram for Narrawallee Beach, to alter the Dog Prohibited area by redesignating a 10m wide strip between the Surfers Avenue unformed beach access and the Victor Avenue stairs to the north, as Dog On-leash. At the same time, obtain new signage for installation at the northern and southern limits of the proposed Dog On-leash strip.

3. Commence investigation of the feasibility of establishing an upgrade of the trial track west of the Dog Prohibited Area of the beach, to allow dog owners to walk their dogs between the Surfers Avenue stairs and the Victor Avenue stairs to avoid walking across the Dog Prohibited area.

4. Conduct the Dog Off-leash trial using the same times as those used in the 2015-16 trial (4pm-8am 1 October – 30 April and 3pm-10am 1 May – 30 September) consistent with other Dog Off-leash locations in the Shoalhaven.

5. Inform the local Community Consultative Bodies of this twelve-month trial.

For: Clr Wells, Clr Findley, Clr White, Clr Gartner, Clr Digiglio, Clr Levett, Clr Pakes, Clr Watson, Clr Proudfoot and Stephen Dunshea

Against: Clr Kitchener

CARRIED

SA19.198 Quarterly Progress Report - Councillors' Notices of Motion

HPERM Ref: D19/386124

Recommendation (Item to be determined under delegated authority)

That the Progress report on Councillors’ Notices of Motion be received for information.

RESOLVED (Clr Proudfoot / Clr Pakes) MIN19.925

That the Progress report on Councillors’ Notices of Motion be received for information.

CARRIED

SA19.201 Marine Vegetation Protection - Jacob Ellmoos Reserve, Sussex Inlet

HPERM Ref: D19/398801

Recommendation (Item to be determined under delegated authority)

That Council

1. Adopt and sign Acceptance of Conditions Form for PN18/22 (permit amendment) and to harm marine vegetation associated with mowing of foreshore area of Jacob Ellmoos Reserve, Sussex Inlet – within and adjacent to Lot 7023 DP 1057156.

a. Reconsider methodology of delineating Fisheries identified saltmarsh zones within Jacob Ellmoos Reserve:

i. Notify neighbouring residents of Council’s Resolution prior to installation of signage and ground level turf markers and provide Fisheries’ brochure for their information.

ii. Install interpretive signage and ground level turf markers to delineate saltmarsh protection zones.

b. On the advice of NSW DPI Fisheries, abandon plans to use bollards to demarcate saltmarsh protection zones in the future.

RESOLVED (Clr White / Clr Kitchener) MIN19.926

That Council

a. Reconsider methodology of delineating Fisheries identified saltmarsh zones within Jacob Ellmoos Reserve:

i. Notify neighbouring residents of Council’s Resolution prior to installation of signage and ground level turf markers and provide Fisheries’ brochure for their information.

ii. Install interpretive signage and ground level turf markers to delineate saltmarsh protection zones.

b. On the advice of NSW DPI Fisheries, abandon plans to use bollards to demarcate saltmarsh protection zones in the future.

CARRIED

Items marked with an * were resolved ‘en bloc’.

SA19.202 Tenders - Trade Services Panel - 2020/2021

HPERM Ref: D19/402873

Clr Pakes – less than significant non pecuniary interest – will remained in the room and took part in discussion and voted – some contractors known to him as he is from the local area.

RESOLVED* (Clr White / Clr Proudfoot) MIN19.927

That Council consider a separate confidential report in accordance with Section 10A(2)(d)(i) of the Local Government Act 1993.

CARRIED

SA19.203 State Government Funding for Public Libraries - Renew Our Libraries Phase Two

HPERM Ref: D19/404351

RESOLVED* (Clr White / Clr Proudfoot) MIN19.928

That Council:

1. Make representation to the local State Members, the Hon. Shelley Hancock MP, and the Hon. Gareth Ward MP in relation to the need for a sustainable state funding model for the ongoing provision of public library services.

2. Write to the Hon. Don Harwin, Minister for the Arts and the Hon. Walt Secord, Shadow Minister for the Arts, calling for bi-partisan support for Consumer Price Index (CPI) indexation of state funding for NSW public libraries, as well as legislation of all elements of the 2019-20 to 2022-23 NSW state funding model.

3. Take a leading role in lobbying for sustainable state government funding for libraries.

4. Endorse the distribution of the NSW Public Libraries Association NSW library sustainable funding advocacy information in Council libraries, as well as involvement in any actions proposed by the Association.

CARRIED

SA19.204 Tenders - Hardware Supply Panel 2020/2021

HPERM Ref: D19/406031

RESOLVED* (Clr White / Clr Proudfoot) MIN19.929

That Council consider a separate confidential report in accordance with Section 10A(2)(d)(i) of the Local Government Act 1993.

CARRIED

SA19.205 September 2019 Quarterly Budget Review

HPERM Ref: D19/388877

RESOLVED* (Clr White / Clr Proudfoot) MIN19.930

That Council:

1. Receive the September Quarterly Budget Review information

2. Adopt the adjustments, as outlined in the September Quarterly Budget Review document.

CARRIED

SA19.206 Sanctuary Point Library Building

HPERM Ref: D19/420440

Recommendation (Item to be determined under delegated authority)

That Council:

1. Accept this report as an update on MIN18.841 and defer the decision regarding the future use of the Sanctuary Point building until the new District Library at Sanctuary Point project has progressed.

2. Receive a future a report discussing relocation options for the building, including potential uses and locations (such as Sussex Inlet Library options and others as relevant), estimated costs of these options, and information about the possibility of leaving the existing building where it is.

3. Accept this report as an update on MIN19.242, and agree no further action be taken regarding the P.C.Y.C in Sanctuary Point.

4. Accept this report as an update on MIN18.91 and defer community consultation at Sussex Inlet until the new District Library at Sanctuary Point project has progressed to funded and approved for delivery.

5. Receive a future report covering the cost of relocating the building to Sussex Inlet, potential site locations and feedback on the outcomes of the community consultation.

RESOLVED (Clr Findley / Clr Proudfoot) MIN19.931

That Council:

3. Accept this report as an update on MIN19.242, and agree no further action be taken regarding the P.C.Y.C in Sanctuary Point.

5. Receive a future report covering the cost of relocating the building to Sussex Inlet, potential site locations and feedback on the outcomes of the community consultation.

CARRIED

SA19.207 Shoalhaven Heads Community Centre - Proposed Extension

HPERM Ref: D19/420483

RESOLVED* (Clr White / Clr Proudfoot) MIN19.932

That Council

1. Not support the proposed extension of Shoalhaven Heads Community Centre.

2. Investigate funding options through Council’s Sports Grants Program (Capital Works) (POL17/90), to purchase replacement tatami Judo mats as and when required for the operation of Bushido Judo Club Inc.

3. Encourage the club to utilise the Shoalhaven Indoor Sports Centre and assist to identify alternative venues if the Centre does not meet the Club’s requirements.

CARRIED

SA19.208 Investment Policy Review

HPERM Ref: D19/406691

Recommendation (Item to be determined under delegated authority)

That having actioned the resolution from the Ordinary Meeting 26 November to remove (previous) paragraph 15 from the Investment Policy, Council adopt the revised Investment Policy presented as Attachment 1, inclusive of the staff amendments outlined in the report.

RESOLVED (Clr Proudfoot / Clr White) MIN19.933

For: Clr Wells, Clr Findley, Clr White, Clr Digiglio, Clr Pakes, Clr Watson, Clr Kitchener, Clr Proudfoot and Stephen Dunshea

Against: Clr Gartner and Clr Levett

CARRIED

SA19.209 Materials Recovery Facility (MRF) proposal - Business Case

HPERM Ref: D19/386132

Recommendation (Item to be determined under delegated authority)

That That Council consider a separate confidential report in accordance with Section 10A(2)(d)(i) of the Local Government Act 1993.

RESOLVED (Clr Findley / Clr Gartner) MIN19.934

That That Council consider a separate confidential report in accordance with Section 10A(2)(d)(i) of the Local Government Act 1993.

CARRIED

SA19.210 Revolving Energy Fund (REFund) - Project Updates

HPERM Ref: D19/369795

Recommendation (Item to be determined under delegated authority)

That Council endorse the following list of projects to be initiated under the $230,000 Revolving Energy Fund (REFund) in 2019/20:

Location	Initiative	Budget Estimate	Payback Period
Nowra Library	Energy savings LED lighting upgrade	$40,000	4.5 years
Bomaderry Works Depot	30 kW solar PV installation on Auto Workshop	$33,000	6 years
Nowra Library	30 kW solar PV rooftop installation	$33,000	3 years (tariff benefits included)
Aquatic Centres - various	Energy savings LED lighting upgrade	$30,000	5 years
TOTAL		$136,000

RESOLVED (Clr Levett / Clr Findley) MIN19.935

That Council endorse the following list of projects to be initiated under the $230,000 Revolving Energy Fund (REFund) in 2019/20:

Location	Initiative	Budget Estimate	Payback Period
Nowra Library	Energy savings LED lighting upgrade	$40,000	4.5 years
Bomaderry Works Depot	30 kW solar PV installation on Auto Workshop	$33,000	6 years
Nowra Library	30 kW solar PV rooftop installation	$33,000	3 years (tariff benefits included)
Aquatic Centres - various	Energy savings LED lighting upgrade	$30,000	5 years
TOTAL		$136,000

CARRIED

SA19.211 Special Rates Review - Streetscape Renewal Budget 2019/20

HPERM Ref: D19/380677

RESOLVED* (Clr White / Clr Proudfoot) MIN19.936

That Council adopts the landscape/streetscape renewal projects in accordance with the Special Rates Variation – Streetscape Renewal Budget funding of $525,000. As per the table below.

SRV 2019/2020	High Ranking

Town/Village	Description of work		Estimate

Shoalhaven Heads			$48,400
Shoalhaven Heads Rd & Woolstencraft St landscape corner	Landscape corner removes bike rack & replace with new. Shoalhaven Heads Landscape Masterplan		$24,200
Shoalhaven Heads Rd & opposite Lloyd St - Shopping Complex, landscape	Street trees, seats, bin enclosure, garden bed. Shoalhaven Heads Landscape Masterplan		$24,200
Nowra			$151,364
Batts Folly		Landscape refurbishment. Maintain memorial, plant curtilage & include footpath & crossings.	$99,000
Nowra Sails		landscape, sandstone walling, signage	$52,364
Nowra East			$22,550
Nowra East Shops		Landscape improvements to include approximately 200m2 of low maintenance garden beds and say 8 x 75L trees.	$22,550
Callala Beach			$24,320
Emmett St opposite shops		Tree planting 100 x 45L @$220 ea	$24,320
Huskisson			$102,431
Huskisson Rd		North & south sides of road between Huskisson Bowling Club entrance & Kioloa Rd.	$80,431
Owen St 2018/19 rolled over budget for 8 new bins.		8 x bins to match	$22,000
Vincentia			$55,400
Jervis Bay Rd & Forest Rd corner stockpile site landscape		Mound stockpile with soil, plant	$27,700
Naval College Rd & Forest Rd corner stockpile site landscape		Mound stockpile with soil, plant	$27,700
Milton			$46,640
Mick Ryan Reserve, Princes Highway		Landscape design of pathway link from Princes Highway under fig to amenity block. Protection of significant fig tree, mulching, landscape.	$46,640
Ulladulla			$52,850
Princes Highway		Additional bin enclosures. 20 bin surrounds required	$52,850
Mollymook			$21,000
Matron Porter Drive roundabout & nibs landscape and concrete works		Low landscape and oxide concrete apron to the roundabout, 3m wide concrete oxide to entry nibs	$21,000
			$524,955

CARRIED

SA19.212 Retail Lease - Shop 39/43 Kinghorne Street Nowra

HPERM Ref: D19/394291

RECOMMENDATION* (Clr White / Clr Proudfoot)

That Council:

1. Enter into a lease with Louise Fenton-Jones trading as Pony Clothing for two (2) years with a two (2) year option at a commencing rent of $23,718.72 inc GST, per annum with annual 3% fixed increases; and

2. Authorise the Chief Executive Officer to sign all documentation required to give effect to the resolution and to affix the Common Seal of the Council of the City of Shoalhaven to all documentation required to be sealed.

CARRIED

SA19.213 Retail Lease - Schofields Lane Nowra

HPERM Ref: D19/396438

RECOMMENDATION* (Clr White / Clr Proudfoot)

That Council:

1. Enter into a lease with Phillip & Jayanne Robertson trading as Paceway Cafe for one (1) year with a one (1) year option at a commencing rent of $22,653.36 inc GST, per annum with annual 3% fixed increases; and

2. Authorise the Chief Executive Officer to sign all documentation required to give effect to the resolution and to affix the Common Seal of the Council of the City Of Shoalhaven to all documentation required to be sealed.

CARRIED

SA19.214 RMS Bridge Construction Licences on Crown Land

HPERM Ref: D19/401872

RESOLVED* (Clr White / Clr Proudfoot) MIN19.937

That Council as the Crown Land Manager of Reserves No R68918 and R70802 issue concurrence to construction licences between Roads & Maritime Services (RMS) and Dept of Planning, Industry and Environment – Crown Lands.

1. R68918 being Part Lots 7302 (approx.11,780m2 and 8,389m2) & 7303 (approx. 1,981m2) DP 1164490 (Greys Beach & Fairway Drive)

2. R70802 being Part Lot 7325 (approx. 156m2) DP 1166966 (Scenic Drive Nowra).

CARRIED

SA19.215 Opportunity Shops - Tipping Fee Support

HPERM Ref: D19/401918

RESOLVED* (Clr White / Clr Proudfoot) MIN19.938

That Council note that the Opportunity Shops listed below have taken up the EPA levy exemption and Council’s charitable organisations assistance and thus have received fee reductions of $39,881 in 2018/19:

a. Anglicare

b. Salvation Army

c. Salvation Army Ulladulla

d. Salvation Army Illawarra

e. St Vincent de Paul

f. Uniting Church

CARRIED

SA19.216 Coronial Inquest (1 May 2019) - Stormwater Inlet - Public Reserves / Land - assessment

HPERM Ref: D19/404183

RESOLVED* (Clr White / Clr Proudfoot) MIN19.939

That Council

1. Notes that as at the end of November 2019, 75% of the required inspections of stormwater drainage system has been completed and five sites have been identified to date that require remedial works, pursuant to the Coronial Inquest (1 May 2019) – Stormwater Inlet – Public Reserves/Land.

2. The total cost to finish the inspections, adjust the identified (and likely remaining) Stormwater Inlet pits will be in the order of $50,000 and this work will be funded from savings identified in the next 2019/2020 budget quarterly review.

CARRIED

SA19.217 Roadwork Coordination Plan Production - Construction Phase

HPERM Ref: D19/427894

Recommendation (Item to be determined under delegated authority)

That Council note that in order to improve coordination and planning of roadworks a graphical representation of proposed work locations is being developed for Council’s website and this will be available early in 2020.

RESOLVED (Clr Proudfoot / Clr White) MIN19.940

CARRIED

SA19.218 Citywide CMP Scoping Study - Variation of Project Funds and Scope

HPERM Ref: D19/371286

Recommendation

That Council:

1. Endorse the variation in scope, removing the need to prepare a scoping study, for the Lake Conjola and Shoalhaven River estuary Coastal Management Program (CMP) grant projects, as detailed in this report, as a Draft Citywide Scoping Study has been prepared for the open coast and all estuaries.

2. Acknowledge the shortfall of funds remaining in the Open Coast and St Georges Basin/Sussex Inlet CMP grant, as the full cost of preparing the citywide Scoping Study has been attributed to this grant (job number 15885).

3. Submit a grant variation to NSW DPIE for an increase of the project costs by $114,000 (50% to be funded by Council) to fund the preparation of the Open Coast and St Georges Basin/Sussex Inlet CMP.

4. Allocate additional funds of $57,000 from job number 75742 to the Open Coast and St Georges Basin/Sussex Inlet CMP (job number 15885), as Council’s 50% contribution to item 3 above at the December 2019 quarterly review.

RECOMMENDATION (Clr Findley / Clr Levett)

That Council:

3. Submit a grant variation to NSW DPIE for an increase of the project costs by $114,000 (50% to be funded by Council) to fund the preparation of the Open Coast and St Georges Basin/Sussex Inlet CMP.

CARRIED

SA19.219 Draft Citywide Scoping Study Report - Public Exhibition

HPERM Ref: D19/416733

Recommendation

That Council:

1. Adopt the draft Shoalhaven Citywide Coastal Management Program (CMP) Scoping Study report for public exhibition from mid-December to mid-February to allow sufficient time for the community to make submissions, taking into account the Christmas and Summer holiday period.

2. Copies of the draft Shoalhaven Citywide Coastal Management Program (CMP) Scoping Study report to be placed on Council’s ‘Get Involved’ webpage; at the Nowra, Sanctuary Point, Milton and Ulladulla libraries; the Bay & Basin and Ulladulla Leisure Centres and Council administration buildings.

3. Notify those people that participated and provided their contact details in the scoping study community consultation workshops and drop-in sessions; Council Consultative Bodies and owners of properties located in known coastal hazard locations that the Draft Shoalhaven Citywide Coastal Management Program (CMP) Scoping Study is on public exhibition.

4. Report back to Council following the pubic exhibition period detailing any submissions received and any recommended amendments to the draft Shoalhaven Citywide Coastal Management Program (CMP) Scoping Study report, for final adoption.

RECOMMENDATION (Clr White / Clr Wells)

That Council:

CARRIED

SA19.220 Expressions of Interest Water and Sewer Mains Construction Panel

HPERM Ref: D19/410998

RESOLVED* (Clr White / Clr Proudfoot) MIN19.941

That Council consider a separate confidential report in accordance with Section 10A(2)(d)(i) of the Local Government Act 1993.

CARRIED

Introduction of Items as Matters of Urgency

MOTION (Clr Pakes / Clr Proudfoot)

That

1. The following addendum reports be introduced as matters of urgency:

· SA19.221 - Advice - Fees - New Multi Level Car Park - Shoalhaven District Memorial Hospital

· SA19.222 - Proposal to Recommence Opening Works at Lake Conjola

2. Council consider an urgent item on Water Availability - Bush Fire Affected Properties

The Chairperson ruled the matters as ones of urgency as they relate to urgent business of Council and allowed their introduction.

Addendum Reports

SA19.221 Advice - Fees - New Multi Level Car Park - Shoalhaven District Memorial Hospital

HPERM Ref: D19/406787

Clr Proudfoot – less than significant non pecuniary interest declaration – remained in the room and took part in discussion and voted – his daughter is a nurse at Shoalhaven Hospital.

Recommendation (Item to be determined under delegated authority)

That Council receive the report on the intended fees for the new Shoalhaven District Memorial Hospital multi-level car park for information.

RESOLVED (Clr White / Clr Pakes) MIN19.942

That Council:

1. Receive the report on the intended fees for the new Shoalhaven District Memorial Hospital multi-level car park for information.

2. Receive a further report on the issues raised at this meeting.

3. Write back to the Illawarra Shoalhaven Local Health District noting the concerns of staff and local residents.

4. Write to both local State Members to request that they intervene to ensure that hospital staff are exempt from parking fees at the new Shoalhaven District Memorial Hospital multi-level car park.

CARRIED

SA19.222 Proposal to Recommence Opening Works at Lake Conjola

HPERM Ref: D19/435172

Recommendation (Item to be determined under delegated authority)

That Council endorse the proposal to reopen Lake Conjola (subject to any objection from the Minister administering the Crown Land Management Act 2016) for a short duration before the 2019 Christmas season with the objective to flush the lower reaches and provide the opportunity for the grey nurse shark to find its way back into open water on a retreating tide and thus address the local communities’ safety and environmental concerns.

MOTION (Clr Pakes / Clr White)

PROCEDURAL Motion (Clr Watson / Clr Pakes)

That the MOTION be PUT.

For: Clr Wells, Clr White, Clr Pakes, Clr Watson, Clr Kitchener, Clr Proudfoot and Stephen Dunshea

Against: Clr Findley, Clr Gartner, Clr Digiglio and Clr Levett

carried

RESOLVED (Clr Pakes / Clr White) MIN19.943

For: Clr Wells, Clr Findley, Clr White, Clr Pakes, Clr Watson, Clr Kitchener, Clr Proudfoot and Stephen Dunshea

Against: Clr Gartner, Clr Digiglio and Clr Levett

CARRIED

SA19.223 Additional Item - Water Availability – Bush Fire Affected Properties

Note: Clr Findley left the meeting at 7.23pm, noting she would have voted in favour of the recommendation.

RECOMMENDATION (Clr Watson / Clr Kitchener)

That

1. Council adopt and trial a policy of making 4,500 L of water available at no cost to property owners facing an imminent fire threat, where their tank water supplies have been depleted, and logistics and Staff safety enables Council to comply with the policy.

2. The initial trial area be Evans Lane which forms the border between the farmlands adjacent to Milton and the forested lands.

3. Should the property owners wish to increase the allocation this is to charged to them at cost.

4. If for any reasons Council resources are not available, property owners be encouraged to make their own water transfer arrangements while still having the benefit of the first 4,500 L of water at no cost.

5. The Chief Executive Officer be authorised to vary this policy following advice from The Rural Fire Service, or the Director Shoalhaven Water.

6. This activity be deemed to be a Community Service of Shoalhaven Water.

CARRIED

CEO Note:

This Recommendation lies outside the delegation of the Strategy & Assets Committee as would amount to the allocation of funding. The CEO has acknowledged this as an urgent direction of Council and will activate it prior to the endorsement of the Recommendation by Council at the Ordinary Meeting.

Confidential Reports

Pursuant to Section 10A(4) the public were invited to make representation to the meeting before any part of the meeting is closed, as to whether that part of the meeting should be closed.

No members of the public made representations.

Note: Clr Pakes left the meeting at 7.28pm

RESOLVED (Clr Gartner / Clr Digiglio) MIN19.944

That the press and public be excluded from the Meeting, pursuant to section 10A(1)(a) of the Local Government Act, 1993, to consider the following items of a confidential nature.

CSA19.19 Tenders - Trade Services Panel - 2020/2021

Commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it.10(A)(2)(d)(i)

There is a public interest consideration against disclosure of information as disclosure of the information could reasonably be expected to reveal commercial-in-confidence provisions of a contract, diminish the competitive commercial value of any information to any person and/or prejudice any person’s legitimate business, commercial, professional or financial interests.

CSA19.20 Tenders - Hardware Supply Panel 2020/2021

Commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it.10(A)(2)(d)(i)

CSA19.21 Materials Recovery Facility (MRF) proposal - Business Case

Information that would, if disclosed, confer a commercial advantage on a competitor of the council.10(A)(2)(d)(ii)

There is a public interest consideration against disclosure of information as disclosure of the information could reasonably be expected to undermine competitive neutrality in connection with any functions of an agency in respect of which it competes with any person or otherwise place an agency at a competitive advantage or disadvantage in any market.

CSA19.22 Expressions of Interest - Water and Sewer Mains Construction Panel

Commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it.10(A)(2)(d)(i)

CARRIED

The meeting moved into confidential the time being 7.29pm.

The meeting moved into open session, the time being 7.30pm.

Report from confidential session

The following resolutions of the meeting, whilst closed to the public, were made public.

CSA19.19 Tenders - Trade Services Panel - 2020/2021

HPERM Ref: D19/403081

RESOLVED MIN19.945C

That

1. Council appoint the following suppliers and trades to the zones noted to be on the Preferred Supplier Panel commencing immediately upon the execution of the Panel Deeds and expiring on 31 December 2021.

Electrical
Supplier Name	Zone 1	Zone 2	Zone 3
Aus Spark Electrics Pty Ltd	ü	ü	ü
Ben Guise Electrical		ü	ü
Brian Hayward Electrical	ü	ü
Core Infrastructure Services Pty Ltd	ü	ü	ü
Downer Engineering	ü	ü	ü
Ian Jorgenson Electric & Data	ü	ü	ü
JB Installations		ü
J Quinn Pty Ltd	ü
L. Sandstrom Installations	ü	ü	ü
ProGroup management Pty Ltd	ü	ü	ü
Qes Electrical Contracting Pty Ltd	ü	ü	ü
Simmark (Nth Nowra Investments)	ü	ü	ü
Star Electrical Co Pty Ltd	ü	ü	ü
Stowe Australia P/L	ü	ü	ü
Transelect (ARA Electrical High Voltage Services Pty Ltd)	ü	ü	ü
Wade Henry			ü
Plumbing
Supplier Name	Zone 1	Zone 2	Zone 3
Absolute Plumbing Services	ü	ü
Accredited Plumbing t/a Mark Smith Plumbing		ü	ü
Albatross Plumbing	ü	ü	ü
City Coast Plumbing Services Pty Ltd	ü	ü	ü
Flavells Plumbing Service P/L	ü	ü
Fowlers Plumbing Service	ü	ü	ü
Jim Freeman Plumbing	ü	ü	ü
Jordans NSW	ü
Lifestyle Plumbers Pty Ltd		ü	ü
P.D Curran Plumbing Pty Ltd	ü	ü
Parrish Group NSW Pty Ltd	ü	ü	ü
Pascall Group Pty Ltd	ü	ü	ü
Pipeguy Plumbing Services			ü
S & N Watson Plumbing (Steve Watson Plumbing)	ü	ü	ü
Simmark (Nth Nowra Investments)	ü	ü	ü
Ison Plumbing (Reserve)	ü	ü
Culburra Plumbing		ü
Complete Plumbing & Fire Pty Ltd	ü	ü
Building
Supplier Name	Zone 1	Zone 2	Zone 3
AJ Grant Group	ü	ü	ü
Core Infrastructure Services Pty Ltd	ü	ü	ü
Jas Wearne Building	ü	ü	ü
Knowles Constructions	ü	ü	ü
Relyon Constructions Pty Ltd	ü
SW & S Roskelly (N & S Construction)	ü	ü	ü
Wellco developments	ü	ü	ü
Wilson Hirst Carpentry, Building and maintenance	ü	ü	ü
Batmac Constructions (Reserve)	ü	ü	ü
Fulton Hogan (Reserve)	ü	ü
Ibuild Creations Pty Ltd (Reserve)	ü
Roofing
Supplier Name	Zone 1	Zone 2	Zone 3
AJ Grant	ü	ü	ü
Fowlers Plumbing Service	ü	ü	ü
Jas Wearne Building	ü	ü	ü
Knowles Constructions	ü	ü	ü
Lifestyle Plumbers Pty Ltd		ü	ü
Parrish Group NSW Pty Ltd	ü	ü	ü
Wilson Hirst Carpentry, Building and maintenance	ü	ü	ü
Concreting
Supplier Name	Zone 1	Zone 2	Zone 3
City Coast Services	ü	ü	ü
Jas Wearne Building Services	ü	ü	ü
Kalvanis Pty Ltd t/a MGC Civil Works	ü	ü	ü
Knowles Constructions	ü	ü	ü
Pascall Group Pty Ltd	ü
Wellco Developments P/L	ü	ü	ü
Wilson Hirst Carpentry, Building and maintenance	ü	ü	ü
Fulton Hogan (Reserve)	ü	ü
Planet Civil Pty Ltd (Reserve)	ü	ü	ü
Fencing
Supplier Name	Zone 1	Zone 2	Zone 3
Encat Pty Ltd	ü	ü
First Choice Fencing Pty Ltd	ü	ü
Jas Wearne Building Services	ü	ü	ü
Knowles Constructions	ü	ü	ü
Northern Fencing Specialists Pty Ltd	ü	ü	ü
RBK Pty Ltd	ü	ü	ü
Wilson Hirst Carpentry, Building and maintenance	ü	ü	ü
Air Conditioning
Supplier Name	Zone 1	Zone 2	Zone 3
Cool Blue Air Conditioning Pty Ltd	ü	ü	ü
Innovate Energy (IEC Solutions Pty Ltd)	ü
Jordans NSW	ü
Quantum FM Pty Ltd	ü	ü	ü
Simmark	ü	ü	ü
Star Electrical Co Pty Ltd	ü	ü	ü
Climax Air Conditioning (Reserve)	ü	ü	ü
Under Road/Underground Boring Services
Supplier Name	Zone 1	Zone 2	Zone 3
Shoalhaven Under Road Boring P/L	ü	ü	ü
Southern Infrastructure and Hire	ü	ü	ü
Signwriting
Supplier Name	Zone 1	Zone 2	Zone 3
John Hills Signs P/L	ü	ü	ü

2. Council not appoint suppliers to the Preferred Supplier Panel for painting, pump fitters, locksmith services, tiling and heat pumps, and that these services continue to be engaged in accordance with adopted procurement policies and procedures.

3. The contract documents and any other associated documents be executed on behalf of the Council in accordance with cl165 of the Local Government Regulation by the relevant Group Director.

CARRIED

CSA19.20 Tenders - Hardware Supply Panel 2020/2021

HPERM Ref: D19/406135

RESOLVED MIN19.946C

That

1. Council appoint the following suppliers to the Hardware, Paints, Electrical, Plumbing and Garden Supplies – Preferred Supplier Panel commencing immediately upon the execution of Panel Deeds and expiring on 31 December 2021 with two (2) x one (1) year extension options.

Supplier	Paints	Electrical	Hardware	Construction	Hand and Power Tools	Garden	Plumbing
	A	B	C	D	E	F	G
Bishops Seed & Produce	X	X	X	X	X	ü	X
J Blackwood & Son Pty Limited	ü	ü	ü	X	ü	X	ü
Bunnings Group Ltd	ü	ü	ü	ü	ü	ü	ü
BVN Landscape Supplies	ü	X	X	ü	X	ü	X
Gordon Macdonald Electrical	X	ü	X	X	X	X	X
Hendo’s Power Tools	X	X	ü	ü	ü	X	X
Ison & Co Pty Ltd	ü	ü	ü	ü	ü	ü	ü
Lawrence & Hanson	ü	ü	ü	X	ü	ü	ü
Turfco Australia Pty Ltd	X	X	X	X	X	ü	X
UES International t/a Jennings McDonald	ü	ü	ü	X	ü	ü	ü

2. The contract documents and any other associated documents be executed on behalf of the Council in accordance with CL165 of the Local Government Regulation by the relevant Group Director.

CARRIED

CSA19.21 Materials Recovery Facility (MRF) proposal - Business Case

HPERM Ref: D19/377988

RESOLVED MIN19.947C

That:

1. Council adopt the business case to establish a best practice Materials Recycling Facility (Talis Consulting October 2019) at its existing West Nowra Waste Management Precinct to process commingled recycling, in Principle. The features of the business case being;

• Maximum operational capacity: up to 24,000 tonnes per annum (or 15 tonnes per hour);

• Availability considering scheduled (and unscheduled) downtime: 95%;

• Equipment and internal stockpiling area: 4,500m²;

• Building area: 7,500m²;

• Building Height: 9.5m (gutter height);

• Fully enclosed operations including receival hall and bunker;

• Sealed roads;

• Community education and viewing platform; and

• Fire protection and control system.

• A payback period with a $10million grant will be 6.83 years, but should Council not receive the grant and have to fund the full amount through loans, the payback period will be 11.67 years.

2. The CEO (Director Assets and Works) seek public comment on the proposal to establish a best practice Materials Recycling Facility (Talis Consulting October 2019) at its existing West Nowra Waste Management Precinct to process commingled recycling and conduct an independent peer review of the Business Case and report back to an Ordinary Council Meeting as soon as possible with the outcome of those processes and recommending a way forward.

CARRIED

CSA19.22 Expressions of Interest - Water and Sewer Mains Construction Panel

HPERM Ref: D19/410956

RESOLVED MIN19.948C

That

1. Council accept the Expressions of Interest evaluation recommendation to appoint a panel of Water and Sewer Main Construction Contractors comprising:

· Select Civil Pty Ltd

· Hisway Pty Ltd T/A Hisway Earthmoving

· Interflow Pty Ltd

· Ledonne Constructions Pty Ltd

· Murphy, McCarthy and Associates Pty Ltd T/A MMA Civil Contractors

· Green Civil Con Pty Ltd

· Eire Constructions Pty Ltd

· Killard Infrastructure Pty Ltd

· UEA Pty Ltd

· Infrastructure Renewal Services Pty Ltd

· Pipe Replacement Solutions Pty Ltd

· Lis-Con Pty Ltd

· Lynch Civil Contractors Pty Ltd

· Cadifern Pty Ltd

CARRIED

There being no further business, the meeting concluded, the time being 7.35.

Clr Wells

CHAIRPERSON

Strategy and Assets Committee – Tuesday 21 January 2020

Page 1

SA20.2 Southern Section of Shoalhaven Community and Recreation Precinct

HPERM Ref: D19/363929

Section: Recreation Community & Culture

Approver: Jane Lewis, Acting Director Finance Corporate & Community Services

Attachments: 1. Artie Smith Oval - Design Report and Plans (under separate cover) ⇨

2. Bomaderry Basketball Stadium Functional Review (under separate cover) ⇨

3. Artie Smith Oval Opinion of Probable Costs (Confidential - under separate cover)

4. Bomaderry Basketball Stadium - Opinion of Probable Cost (Confidential - under separate cover)

Reason for Report

To provide Council options for completion of the southern section of the Shoalhaven Community and Recreation Precinct (SCaRP). The southern section includes the Artie Smith Oval Site and existing Basketball Stadium at Cambewarra Road Bomaderry.

Recommendation (Item to be determined under delegated authority)

That Council:

1. Regarding the design and relevant approvals for the southern section of the SCaRP project, being the Artie Smith Oval Site and the existing Basketball Stadium:

a. Receive the Artie Smith Oval DA Ready Design report (Attachment 1), including the estimated costing plan (Attachment 3, Confidential), for information and give ‘In Principle’ support for the project to proceed

b. Receive the functional review report on the existing Basketball Stadium (Attachment 2) including the estimated costing plan (Attachment 4, Confidential), for information and give ‘In Principle’ support for the project to proceed

c. Progress necessary steps to enable the lodgement of Development Applications to be funded from within existing budgets

d. Proceed to develop the Capital Expenditure Review Report for the Office of Local Government from within existing budgets.

2. Regarding the funding for the southern section of the SCaRP Project at Bomaderry:

a. Advocate to seek funding to fully deliver the southern section of the SCaRP to:

i. State Government and the Local Members for Kiama and South Coast

ii. Federal Government and the Federal Member for Gilmore.

b. Work with relevant agencies, community and sporting organisations to actively advocate for the project and pursue grant funding opportunities.

c. Refer the consideration of committing funding for grant opportunities, up to $6 million, from a combination of Section 7.11 Contributions, General Fund and loan funding to the 2020/21 Financial Year budget process.

Options

Option 1 – as recommended and written above.

That Council:

2. Regarding the design and relevant approvals for the southern section of the SCaRP project, being the Artie Smith Oval Site and the existing Basketball Stadium:

a. receive the Artie Smith Oval DA Ready Design report (Attachment 1), including the estimated costing plan (Attachment 3, Confidential), for information and give ‘In Principle’ support for the project to proceed

b. receive the functional review report on the existing Basketball Stadium (Attachment 2) including the estimated costing plan (Attachment 4, Confidential), for information and give ‘In Principle’ support for the project to proceed

c. progress necessary steps to enable the lodgement of Development Applications to be funded from within existing budgets

d. proceed to develop the Capital Expenditure Review Report for the Office of Local Government from within existing budgets.

2. Regarding the funding for the southern section of the SCaRP Project at Bomaderry:

a. advocate to seek funding to fully deliver the southern section of the SCaRP to:

i. State Government and the Local Members for Kiama and South Coast

ii. Federal Government and the Federal Member for Gilmore.

e. work with relevant agencies, community and sporting organisations to actively advocate for the project and pursue grant funding opportunities.

f. commit funding for grant opportunities, up to $6 million, from a combination of Section 7.11 Contributions, General Fund and loan funding as part of the 2020/21 Financial Year budget process.

Implications:

· Council and the user groups of the Southern Section of the SCaRP project (Artie Smith Oval and old Indoor Basketball Stadium) will have a clear decision and direction on the way forward for the site.

· This will allow Council to complete the OLG CapEx Review, other studies, and submit the DA’s.

· Council will be able to actively apply for grants with matched funding available.

· The user groups of the site will be able to advocate for funding for the project.

Option 2

That Council:

1. Regarding the design and relevant approvals for the southern section of the SCaRP project, being the Artie Smith Oval Site and the old Indoor Basketball Stadium:

g. receive the Artie Smith Oval DA Ready Design report (Attachment 1), including the estimated costing plan (Attachment 3, Confidential), for information and give ‘In Principle’ support for the project to proceed

h. receive the functional review report on the old Basketball Stadium (Attachment 2) including the estimated costing plan (Attachment 4, Confidential), for information and give ‘In Principle’ support for the project to proceed

i. progress necessary steps to enable the lodgement of Development Applications to be funded from within existing budgets

j. proceed to develop the Capital Expenditure Review Report for the Office of Local Government from within existing budgets.

3. Regarding the funding for the southern section of the SCaRP project at Bomaderry:

a. advocate to seek funding to fully deliver the southern section of the SCaRP project to:

i. State Government and the Local Members for Kiama and South Coast

ii. Federal Government and the Federal Member for Gilmore.

b. work with relevant agencies, community and sporting organisations to actively advocate for the project and pursue grant funding opportunities.

c. Do not commit any additional funds at this stage of the project.

Implications:

· Council and the user groups of the southern section of the SCaRP project will have a clear decision and direction on the way forward for the site.

· This will allow Council to complete the OLG CapEx Review, other studies, and submit the DA’s.

· Not having funds available will limit Councils ability and eligibility for grant funding opportunities. This will rely 100% of the project to be funded from grant funding.

· The user groups of the site will be able to advocate for funding for the project.

Background

This report provides an update to Council on the works taken to progress Council resolutions in relation to:

· the Artie Smith Oval - MIN18.296,

· the ‘old’ basketball stadium - MIN18.982

These facilities are located on Cambewarra Road, Bomaderry and form the southern part of the Shoalhaven Community and Recreation Precinct (SCaRP).

Artie Smith Oval

Council resolved in May 2018 MIN18.296:

“That Council authorise and fund up to $200,000 for the development of detailed designs for Artie Smith Oval, that is, sports infrastructure on lands on the southern side of Cambewarra Road, Bomaderry”.

In response, and following a competitive quotation process, Council engaged Ayling & Drury to undertake the DA Ready Design of the Artie Smith Oval Site at Cambewarra Road Bomaderry, with the aim to develop a Regional Cricket / AFL facility, Croquet facility and associated works.

Council staff facilitated a workshop with the project consultants, user groups and relevant stakeholders in October 2018 at the 30% complete stage. Having considered the stakeholder feedback, the consultants then proceeded to the 60% design phase and costings. At this time, Council also engaged Acclimate, an additional consulting company, to approach potential government and other funding bodies to advocate and assist with the delivery of the project.

A Councillor briefing was held on 6 December 2018, Ayling & Drury presented the work to date to Councillors.

Council staff again met with Ayling & Drury, user groups and relevant stakeholders in April 2019 at the 60% stage of detail design. At this time, Council received endorsement letters for the design from Cricket NSW and AFL NSW/ACT following this meeting.

Council staff held a briefing, facilitated by Ayling & Drury, at the beginning of August 2019, where they presented finalised plans and estimated costings. These plans and costings form this report.

Indoor Basketball Stadium Bomaderry

Council resolved in December 2018 MIN18.982

That Council:

1. Receive the status update report on Stage 1 – detailed design for Artie Smith Oval for information.

2. Reactivate Stage 2 of Shoalhaven Community and Recreation Precinct, noting the inclusion of the athletics track and an amended concept plan for the pavilion to include a 50-metre indoor pool.

3. Allocate a budget of $30,000 to undertake further investigation and consultation regarding possible uses and works required of the existing Bomaderry Basketball Stadium.

4. Allocate a budget of $150,000 from the forward design budget to amend the master plan and develop a preliminary Quantity Survey, cost benefit analysis and business case for the whole of Shoalhaven Community and Recreation Precinct prior to proceeding with detail design.

5. Identify the $180,000 funding requirements for Recommendations 3 & 4 above in future quarterly reviews of the 2018/19 budget.

6. That the location of the athletics track be subject to consultation with surrounding neighbours.

Further Councillor Briefing

Council held a further briefing with Councillors on the 3 October 2019 to provide an overview and update of the whole SCaRP project, facilitated by the consultants Acclimate, speaking to the SCaRP project, and Ayling Drury, who spoke to the Artie Smith Oval finalised design and its implications.

Updates, further investigations and key findings

The ‘Artie Smith Oval - DA Ready Design Report and Plan’ – Attachment 1

The Artie Smith Oval DA Ready Design Report and Plan (at Attachment 1) covers off on the following:

· Site Planning and landscape

· Architecture AFL/Cricket and Croquet amenities building

· Civil, Structural, hydraulic, electrical and mechanical Services engineering

· Irrigation and drainage

· Accessibility (DDA Report)

· National Construction Code Section J Report (Energy Efficiency)

· Costing Plan

It is also noted that there will still need to be:

· A traffic impact assessment,

· Statement of Environment Effects (SEE) and

· Engagement with Service Providers to ascertain the capacity of adjoining infrastructure (power, water, sewer).

With the remaining budget, as allocated in MIN18.296, staff are proceeding with the engagement of service providers to ascertain the capacity of adjoining infrastructure and the Statement of Environment Effects.

The traffic impact assessment will need to be considered in the broader context of the SCaRP masterplan and will need to be undertaken at the time that the broader SCaRP project is finalised.

The DA preparation phase is complete as per the consultant’s brief. Final lodgement of the DA will need to include the SEE and Service Providers Design. This is ‘shovel ready’ once the DA is approved, therefore providing opportunity for Council staff and user groups to seek funding to deliver the project.

Bomaderry Basketball - a further investigation – Stadium Functional Review (Attachment 2)

Staff engaged Edmiston Jones to in line with the MIN18.982 resolution of Council. The Bomaderry Basketball Stadium Functional Review (at Attachment 2) found the building to be non-compliant in many aspects and as a result, the existing building cannot be used in its present state without significant upgrades.

Overall, the condition of the building is described as poor to fair given its age and non-compliance with current standards. The existing building requires as a minimum the following:

· replacement of external cladding, guttering and downpipes

· rectification work to base of portal frames

· significant upgrades to achieve compliant accessibility and egress (see further detail on future design options below)

· new mechanical ventilation systems throughout, or compliant natural ventilation

· upgraded lighting to provide compliant illumination for indoor sporting venues

· upgraded hydraulic and sewage systems and fittings

· new electrical works

· removal of hazardous materials and further testing of some internal material of unknown but suspected hazardous origin.

The final uses of the facility may necessitate further improvements as identified during the DA process.

The following sports were assessed for use for regional and local competition, and for training, please see the summary table below. Overall this shows that many sports can be accommodated in this space with the minimum upgrades.

	Overflow space for competition at a regional level	Competition at local level	Training at Local Level	Alterations required for Regional Competition
Basketball (Full court)	No	Yes	Yes	Extend courts in length by 2m Lift the roof significantly over the courts to achieve a height of 7m
Basketball (3 on 3)	N/A	Yes	Yes	(For increased participation) Increased 4m of length and 5m width to accommodate four 3 on 3 courts Lift the roof significantly over the courts to achieve a height of 7m
Volleyball	No	Yes	Yes	Lift the roof significantly over the courts to achieve the height of 7m
Netball	No	Yes	Yes	Extend courts in length by up to 5m Lift the roof significantly over the courts to achieve a height of 8.3m
Indoor Cricket	Yes	Yes	Yes	No increases to existing court size required, subject to the number of pitches required and impact on existing tiered seating
Futsal	Yes	Yes	Yes	No increases to existing court size required
Badminton	Yes	Yes	Yes	No increases to existing court size required
Table Tennis	Yes	Yes	Yes	No increases to existing court size required
Martial Arts	Yes	Yes	Yes	No increases to size required
Gymnastics	N/A	N/A	N/A	Not recommended – floor work could be accommodated.

Next Steps

Artie Smith Oval

Staff will continue to proceed with the Statement of Environmental Effects and design works to understand the capacity of services for the site (sewer, water, electricity), traffic study as far as funding allows.

Upon completion of the above steps the project would be ready to be submitted to Development Services.

Due to the proposed costing of the project, there are some additional steps that are required. These include:

a. DA Approval will need to be assessed by the Joint Regional Planning Panel. This process will identify any other works that may need to be undertaken to receive a Construction Certificate for the project.

b. The project will need to undergo an Office of Local Government Capital Expenditure (CapEx) review, it is proposed that staff progress this.

Council will continue to work with AFL NSW/ACT, Cricket NSW and Bomaderry Croquet for the delivery of the project. All three user groups have been consistent supporters and advocates for the project; both in formal meetings and via written correspondence. Currently there is no allocated funding from their Associations, however they have identified they will apply or assist in applying for any relevant grant monies.

Bomaderry Basketball

It is recommended that staff work to redesign the building to address all compliance issues and satisfy minimum operation requirements. In the Bomaderry Basketball Stadium Functional Review report this is referred to as design option 1 is illustrated below and presents an early draft of the floor plan and elevated design.

This would aim to retain structural elements and provide for compliance with building standards. It would also allow for separate public toilets and change room facilities, but currently does not include any office spaces. The upgrades proposed are to meet local level sporting requirements only, it is not intended to be a regional or state sporting facility.

It is understood that office space is important consideration for local / regional sporting associations operations and activities to be accommodated in the building. This will be a consideration when the designs are further developed based on community feedback.

· Office spaces could be incorporated with a further extension to the building. This is not designed or costed at this point.

· Council will continue to work with the current and potential user groups of the old Basketball Stadium to help move this project forward.

An early draft of the floor plan and elevated design is shown below.

Photo Montage of refurbished stadium.

SCaRP – finalising the Master Plan and next steps

Council staff are currently working with the consultants Acclimate to revise the Master Plan and Master Planning Study for the SCaRP project in line with the Council’s recommendation – MIN18.982.

This redesign will ensure that the northern section of SCaRP, including the Athletics Track and the community hub with a 50-metre indoor pool, will be accommodated in the revised masterplan.

Staff will provide the outcomes to Council of these next steps in a future report in 2020.

Community Engagement

Council have engaged extensively with the users and potential user groups throughout the process, gaining their feedback and endorsement of the project.

In addition, the user groups and stakeholders have been informed of this Council report and have been positive engaged with the project moving forward.

Council has met with AFL, Cricket and Croquet regarding funding options for the development. Currently these groups do not have identified funding but have indicated their desire to help Council seek grant funding once the detail design has been approved.

As this project moves through the DA process, it will include further community consultation.

Council recently meet with representative of the Office of Sport who identify the SCaRP project as a key priority of the state for a regional facility. They cannot identify any current funding sources for this project through the Office of Sport.

Council will consult with existing and potential users of the old Basketball Stadium with the findings of the report and the proposed way forward.

Financial Implications

Current Budget

The remainder of the budget in Job Number 22037 Artie Smith Design will be expended to deliver the:

· Statement of Environmental Effects

· Level 3 Service Design (Electrical)

· Acclimate Solutions Pty Ltd – Continue with advocacy for the project

· Office Local Government (OLG) Capex Review - given the estimated value of the project this is a requirement

The Cost Benefit Analysis for the SCaRP project will be funded from within the Community & Recreation allocated budget.

The southern SCaRP project does not have funding for the construction and delivery of the plan and is currently not identified in the Long-Term Financial Plan, ways to assist with funding to progress this project is set out below.

Estimated Costs for Delivery

The Artie Smith DA Ready Plan and Design package at Attachment 1 includes cost estimates for the delivery, however, these have been separated to be a confidential Attachment 3.

The preliminary costings for the indoor Basketball stadium are in a separate confidential report at Attachment 4.

Grant Opportunities

If approved, Council and the user groups will be eligible to apply for grant funding for the delivery of the project. This could be undertaken in stages, for example if the Croquet are successful with funding, this part of the development could proceed.

It is recommended that Council advocate for funding to deliver the project from State and Federal Government. It is also recommended that Council work with relevant agencies, community and sporting organisations to actively pursue grant funding opportunities.

Council staff have undertaken some industry investigation into similar large projects in the state. Several areas have been successful in gaining large amounts of State Government funding for development of sporting facilities. Some examples include:

· Hornsby Council has been successful in receiving more than $40 million from the State Government – formally approved and allocated for the development of Westleigh Park. This project features a recreational centrepiece with a multifaceted recreational open space including space for soccer, cricket, AFL and netball facilities, as well as space for mountain bike tracks.

· Orange City Council have also been successful in receiving $25 million from the NSW State Government for a purpose-built sporting precinct. This facility features spaces for AFL, cricket, an athletic field and track and covered tiered seating. It also boasts a main rugby union/league field with 1500 seat grandstand and overall capacity for 8500 people.

Council’s Options for Funding and to Help Leverage Access to Grants Funds

In order to maximise opportunities for State and Federal Government, is recommended that Council commit to contributing some funding to this project.

This project is not currently identified in our budgets or Long-Term Financial Plan, although with approval from Council this could be made a priority in the future.

It is recommended, in order to maximise opportunities for seeking State and Federal Government funding, that Council consider prioritising up to $6 million for grant opportunities as part of the 2020/21 budget deliberations. If approved, this will be taken from combination of Section 7.11 Contributions (s7.11), General Fund and loan funding in the 2020/21 Financial Year.

1. Section 7.11 Contributions (s7.11)

Council has a Contribution Plan. This is where property developers provide money to Council for essential capital infrastructure in the area, or for city wide projects, however the amount of money that can be used for projects is set and protected by legislation.

This project, (SCaRP), is currently identified in Council’s Contribution Plan and this can be used on the Artie Smith project.

The developer contributions to this project is set at 21% of the total cost to Council. This means, if Council funded the whole project without grant funding, 21% of the total cost can be collected through developer contributions (s7.11 = 21% of Council cost). The maximum amount available from s7.11 is however impacted by grant funding received.

2. General Fund and Loan Funding

It is recommended that Council consider prioritising this project to the extent of $6m as part of 2020/21 budget process through a combination of s7.11, general funds and potentially loan funding should adequate grant funds become available.

Strategy and Assets Committee – Tuesday 21 January 2020

Page 1

SA20.5 District Library at Sanctuary Point - Update on site options

HPERM Ref: D19/445709

Section: Recreation Community & Culture

Approver: Jane Lewis, Acting Director Finance Corporate & Community Services

Attachments: 1. Site A - District Library - Paradise Beach Road, Sanctuary Point ⇩

2. Site A - Basement Plan ⇩

3. Site A - First Floor Plan ⇩

4. Site A - Second Floor Plan ⇩

5. Site B - District Library - Sports Field, Sanctuary Point ⇩

6. Site B - First Floor Plan ⇩

7. Site B - Second Floor Plan ⇩

Reason for ReportTo provide Council options to decide on a preferred site for the District Library at Sanctuary Point.

Recommendation (Item to be determined under delegated authority)

That Council

1. Accept this report as an update on MIN18.910

2. Select Site A, located on the corner of Kerry Street and Paradise Beach Road, as the preferred site for building of a new district library at Sanctuary Point.

3. Proceed to community consultation, detailed design and lodgement of a Development Application.

Options

Option 1 – as recommended

1. Accept this report as an update on MIN18.910

2. Select Site A and the preferred site for building of a new district library at Sanctuary Point.

3. Proceed to community consultation, detailed design and lodgement of a Development Application.

Implications:

· This will allow staff to progress the building of a new district library at Sanctuary Point

· This site has the potential to contribute substantially to the quality of the Sanctuary Point shopping village streetscape and overall amenity of the area.

· There are no bushfire requirements or biodiversity assessments required at this site.

· The site has good street frontage on the corner of Kerry Street and Paradise Beach Road, which is considered to better meet requirements for the library.

· This was not the original preferred site of Council and adopting this option would replace the previous resolution of Council on the preferred site at Sanctuary Point.

· This site has underground parking in the concept design.

· Option A is believed to be more likely to meet criteria of grant funding.

Option 2

1. Accept this report as an update on MIN18.910

2. Select Site B, Francis Ryan Reserve as the preferred site for building of a new district library at Sanctuary Point.

3. Proceed to community consultation, detailed design and lodgement of a Development Application.

Implications:

· This will allow staff to progress the building of a new district library at Sanctuary Point.

· This site has no street frontage and is not visible to passers-by. This does not meet the principles of safer by design and may be subject to higher vandalism.

· This site has possible additional costs, bushfire requirements, and requires biodiversity assessments.

· This was Council’s original preferred site and adopting this option would align with the previous resolution.

Option 3

1. Accept this report as an update on MIN18.910

2. Proceed to community consultation for both sites A (Francis Ryan Reserve) and B (Kerry Street), prior to progressing detailed design and DA application for the community preferred site.

Implications:

· This will allow the community to view both sets of concept plans and be involved in the process of selecting the site for the new library for their community.

· Additional consultation will delay the progress of the library until a site has been formally selected.

Background

At its meeting of 30 November 2018, MIN 18.910, Council resolved to

‘Confirm the Francis Ryan Reserve Site as the site for the Bay and Basin District Library and prepare a concept plan for the construction of the Library to the maximum size suitable for the site’

A pre-lodgement advice meeting was held focussing on the Francis Ryan site (Site B). This meeting included discussions around:

· Car parking

· Building design and accessibility

· Bushfire zoning

· Building impact on neighbouring properties – especially residential

· Bio-diversity assessment

· Discussions highlighted possible issues with bushfire zoning, bio-diversity impact and lack of adequate car parking

· Ability to integrate the design of the building with some of the oval uses, proving options for a mixed-use space.

This meeting also identified an alternative site, close to the Francis Ryan Site, on the corner of Kerry Street & Paradise Beach Road (Site A). This new potential site:

· Is in the same precinct but had not previously been considered due to the previous direction to only look at vacant land owned by Council.

· Is Council owned land currently in use as a car park and is 1,838m².

· Adjoins a vacant parcel of land, which Council have recently purchased, and provides the option to increase the site size to 2,438m².

· Does not require any bio-diversity assessment or additional bushfire requirements

Library Preliminary Concept Plans Progressed on 2 Potential Sites

To move forward with the project, both sites were looked at as potential locations and a brief was provided to architects Brewster Hjorth. Their work included:

· Assessment of both the sites existing site survey, including contours and drainage information.

· Provision of preliminary library concept plans. Please see attachments 1-7 for Site A and Site B.

The map above shows both potential sites, in addition to the initial site identified.

Further information on Site A – corner of Kerry Street and Paradise Beach Road

· 192 – 196 Kerry Street (Lots 944-946 DP 27857) is owned by Shoalhaven City Council

· The area is zoned B2 - Business – Local Centre, as defined in the Shoalhaven LEP2014 this is:

o “to provide a range of retail, business, entertainment and community uses that serve the needs of people who live in, work in and visit the local area.

o To encourage employment opportunities in accessible locations.

o To maximise public transport patronage and encourage walking and cycling.”

· A library is permissible in this zone

· This site has much greater positive exposure and has the potential to contribute significantly to the streetscape and of Sanctuary Point.

· All three lots are currently classified as Operational Land and their current purpose is a Car Park, adjacent to the local shopping precinct.

· The site has good street frontage on the corner of Kerry Street and Paradise Beach Road, and this is preferred for libraries.

· As the site is on a corner, there is potential for varied access points for both pedestrians and vehicles.

· There are no bushfire requirements or biodiversity assessments required.

· The land has existing water, sewer and power available for connection however, given the location of the current water and sewer lines, relocation of same are required. No capacity has been determined.

· This site is preferred from a placemaking and urban design point of view. It is believed that activating the high-profile corner of the CBD will have a significant and positive impact on the amenity and useability of the space as well as reinvigorating the Sanctuary Point CBD.

· Activation of the space will also have a positive impact on neighbouring businesses, supporting economic development in the township.

Further information Site B – Francis Ryan Reserve:

· Francis Ryan Reserve (Part – Lot 4 DP 806393) is owned by Shoalhaven City Council

· The area is zoned RE1 – Public Recreation “Community Facilities” as defined in the Shoalhaven LEP2014 is:

“a building or place:

a) Owned or controlled by a public authority or non-profit community organisation

b) Used for the physical, social, cultural or intellectual development or welfare of the community, but does not include an educational establishment, hospital, retail premises, place of public worship or residential accommodation”

· A library is permissible in this zone

· The current access is through the carpark servicing the rear of the retail precinct fronting Kerry Street and the oval comprising Francis Ryan Reserve.

· The site has no street frontage and is not visible to passers-by. This does not meet the principles of safer by design and may be subject to higher rates of vandalism.

· The site is situated in a bushfire zone and requires a biodiversity assessment.

A Councillor Briefing and Advocacy to State and Federal Members

On 24 October 2019, a Councillor Briefing was conducted which presented both concept plans. Land details, including current services, car parking, building design and accessibility, bushfire zone, bio-diversity assessment and building impact were discussed.

Councillors present recognised the merits of each design and requested staff consult with local State Members of Parliament to present the designs and seek feedback on which concept plan would align with State priorities and would be the best option to attract and secure grant funding opportunities.

Letters were sent to The Hon. Shelley Hancock MP and The Hon. Gareth Ward MP. Subsequently, the CEO and the Director or Finance, Corporate and Community (Acting) met with the Hon. Shelley Hancock MP to present both concepts on 12 December 2019.

Positive feedback was received on both design proposals, and the merits of each was recognised. It was noted that Site A has street frontage, which may meet economic development and placemaking objectives, in addition to addressing social need for a library, creating a landmark building for the precinct and complimenting the investment by the State Government with the new Police Station. It was acknowledged that Site B provides for a new library and additionally enables new changing rooms and amenities to be provided to support the Francis Ryan Oval and sporting activities. However, as the site is not as visible it may not offer the same economic and town planning / placemaking opportunities as Site A. The local member appreciated being informed about the project, noting that the final decision on site selection remains with Council, and requested to be kept up to date with the progress of the project.

Given the size of the project there is a requirement to complete an Office of Local Government Capital Expenditure Review. A business case and economic modelling will also be required and typically need to be provided with any grant applications for funding.

Given the value of the project a Development Application would need to be determined through the Joint Regional Planning Panel.

A further report will be provided to Council at the conclusion of the detailed design process and will enable Council to consider a DA ready design for the District library at Sanctuary Point. At this stage a quantity survey report with an estimate of cost will also be presented to Council, along with funding options.

Community Engagement

Council has two different approaches to community development to consider on this project.

Option 1, as recommended above.

Council has the option to select their preferred site and seek community consultation on the design and uses of the building. This is the recommended approach and the preferred site has many benefits to the street scape and the overall amenity of the township. Should Council determine a preferred site, community consultation will be undertaken with a range of stakeholders as the project progresses to a DA ready design to ensure that key stakeholders and the community have input into the new library.

An Alternative Method reflected in Option 3 above.

Community consultation can be undertaken upfront, with a wide range of stakeholders, to determine the community’s preferred site. This would continue as the project progresses so that the community have input into the design, and, the location for the new library.

Financial Implications

There is funding in the current FY 2019/20 budget of $5,000,000, this is based on the 2004 Contributions Plan which provided for a library of 1,269m² at that time. The funding comprises:

· 2019/20 Budget $5,000,000:

o Loan funded - $1,127,146

o S7.11 recoupment - $248,710

o S7.11 reserve - $1,133,000

o S7.11 matching - $2,491,144

The estimates for the provision of a District Library have not been inflated over the 15 years since first included in the 2004 Contributions Plan

With regard to Site A the Contributions Plan identifies additional Car Parking in Planning Area 3 at Kerry Street (adjacent to Site A). The funding allocated in December 2009 is $573,967 and the remaining balance of funds that could be contributed to this project if Site A is selected is $591,650 (previously expensed $122,466)

With regard to Site B the Francis Ryan Oval amenities are identified for refurbishment at a cost of $60,000. The works are identified in LTFP, they are currently unscheduled and unfunded.

Recent new build library projects undertaken by NSW Councils include:

· Shellharbour City Library 2095m² - 2018 - $14 million

· Oran Park Library 2500m² - 2018 - $14 million

· Rockdale Library 2400m² - 2016 - $14.2 million

· Woollahra Library 2200m² - 2016 - $12.6 million

Council undertook works at the Ulladulla Civic Centre in 2013/14, this included refurbishing the library at a cost of $10 million.

This project is at preliminary concept stage, hence there is not sufficient detail to provide a reliable cost estimate, however the recent library projects completed in NSW provides Council with a guide as to the level of investment that would be required to build and deliver a contemporary district standard library.

The current allocation of funding will enable this project to progress to a DA ready design subject to a location being determined by Council. This will enable the project to be ‘shovel ready’ and enable grant funding to be sought.

This next stage of the process will include:

· Prepare a Request for Tender to appoint consultant

· Community and Stakeholder consultation:

o 30% and 60% detail design meetings

· Investigations (including but not limited to):

o Review of Environmental Factors / Statement of Environmental Effects

o DDA / BCA / Safer By Design

o Review of site services capacity – water, power, sewer etc

o Traffic Management Study / car parking study

o Site surveys, Geotech, Hydrological studies

· Quantity Survey

· Further report back to Council at completion of detailed design

· DA would be determined through Joint Regional Planning Panel

· Office of Local Government Capital Expenditure Review / Business Case

Given that the proposed new library is larger and potentially extends and expands the range of services, activities and opening hours, Council should anticipate a change in the operating costs. This will be considered as part of the business planning process that accompanies progressing the project to a DA ready design. In this way Council can plan for changes in the operational costs associated with providing libraries services in its forward budgets. Subject to Council adopting the proposed resolution, a further report will be submitted to Council at the conclusion of the DA ready design process, this will include providing estimates of probable cost.