Minutes Council 27Feb2001 - Municipality of Burwood Drama Group’s continued use of the ... Council and Committee Meetings set down ... Councillor Wong, to Chair the meeting during

This is page 1 of the Minutes of the Ordinary Meeting of Burwood Council held on Tuesday, 27 February 2001.

COUNCIL MEETING MINUTES OF THE ORDINARY MEETING OF THE COUNCIL OF BURWOOD held at the Council Chambers, First Floor, 2 Conder Street, Burwood, on Tuesday, 27 February 2001 at 7.15pm. ATTENDANCE Councillor Chris Christogeorge

Councillor John Faker Councillor Lesley Furneaux-Cook Councillor Joseph Tannous (Mayor) Councillor David Weiley Councillor Teresa West Councillor Ernest Wong (Deputy Mayor) Mr P Peppin, General Manager Ms J Hartshorn, Executive Manager – Administration Mr M Tse, Executive Manager – Finance Mr J Wyatt, Group Manager - Engineering Services Ms D Jones, Acting Group Manager - Environmental & Community

Services Ms J Tovey, Customer Service Coordinator

OPENING OF MEETING The Mayor opened the meeting with a Prayer. DEATH OF SIR DONALD BRADMAN The Mayor asked all those present at the meeting to observe one minute’s silence as a mark of respect for Sir Donald Bradman who passed away on Sunday 25 February 2001. One minute’s silence was observed.

MINUTES OF ORDINARY COUNCIL MEETING – 27 FEBRUARY 2001


Councillor Tannous indicated that he believed that Council should forward a letter of sympathy to the family of the late Sir Donald Bradman, along with either a wreath or a donation to the Donald Bradman Foundation and that the flag outside the Council Chambers should be flown at half-mast on the day of the memorial service. URGENT BUSINESS

A MOTION was MOVED by Councillor Faker and SECONDED by Councillor Wong- That, Council’s condolences on the passing of Sir Donald Bradman be considered as urgent business. The MOTION was PUT to the MEETING and was CARRIED.

8 RESOLVED that Council’s condolences on the passing of Sir Donald Bradman be considered as urgent business. A MOTION was MOVED by Councillor Faker and SECONDED by Councillor West – That a letter of sympathy be forwarded to the family of the late Sir Donald Bradman, along with either a wreath or a donation to the Donald Bradman Foundation and that the flag outside the Council Chambers should be flown at half-mast on the day of the memorial service. The MOTION was PUT to the meeting and was CARRIED.

9 RESOLVED that a letter of sympathy be forwarded to the family of the late Sir Donald Bradman, along with either a wreath or a donation to the Donald Bradman Foundation and that the flag outside the Council Chambers should be flown at half-mast on the day of the memorial service.

OPEN FORUM Ms C Jantzen (resident representing the residents of Victoria Street, Burwood) addressed Council in relation to noise issues in the area (in particular noise from buses, Council’s street-sweepers and traffic associated with the Westfield Shoppingtown Cinemas). Ms Jantzen also indicated that she believed the signage on the corner of Shaftesbury Road and Victoria Street East was inappropriate and misleading. Mr V Barilla (resident) addressed Council in relation to the traffic volume and traffic speed in Weldon, Wyatt and Ethel Streets, Burwood. Mr K Martin (representing the Burwood Chamber of Commerce) congratulated the Councillors



on their performance since being elected, in particular, the conduct of Council and Committee meetings. Ms P Brock (resident) addressed Council in relation to the traffic problems in Weldon Street, Burwood. Ms E Smith (a member of ‘Woodstock Players’) addressed Council in relation to the Woodstock Players Drama Group’s continued use of the Woodstock Community Centre and the Fitzroy Centre. Mr N Kennedy (a member of ‘Woodstock Players’) addressed Council in relation to the Woodstock Players Drama Group’s continued use of the Woodstock Community Centre and the Fitzroy Centre. Mr M Velaracou (a member of ‘Woodstock Players’) addressed Council in relation to the Woodstock Players Drama Group’s continued use of the Woodstock Community Centre and the Fitzroy Centre. Mr R James (a member of ‘Woodstock Players’) addressed Council in relation to the Woodstock Players Drama Group’s continued use of the Woodstock Community Centre and the Fitzroy Centre. Mr R Chambers (a member of ‘Woodstock Players’) addressed Council in relation to the Woodstock Players Drama Group’s continued use of the Woodstock Community Centre and the Fitzroy Centre Mr G Tsekouras (resident) addressed Council in relation to the traffic problems in Weldon and Ethel Streets, Burwood. Ms M Ioannou (resident) addressed Council in relation to the traffic problems in Weldon Street, Burwood. APOLOGIES There were no apologies.

DECLARATIONS OF INTERESTS There were no declarations of interests by Councillors.

INFORMATION ITEMS COUNCIL / COMMITTEE MEETINGS



C-780 REPORT BY EXECUTIVE MANAGER – ADMINISTRATION Council and Committee Meetings set down for March 2001 are as follows:

MEETING DATE TIME

Building & Development Committee 6 March 2001 6.00pm

Services & Policy Committee 13 March 2001 6.00pm

Building & Development Committee 20 March 2001 6.00pm

Council 27 March 2001 7.00pm

PETITIONS

P-865 REPORT BY EXECUTIVE MANAGER – ADMINISTRATION The following petitions have been received by Council since 15 January 2001:

DATE RECEIVED

PETITION SUBJECT ACTION

1 February 2001 Oppose proposed traffic control device for Stanley Street.

Referred to Interim Traffic Engineer

8 February 2001 Stormwater structures between Monash Parade and Grogan Street, Croydon

Referred to Group Manager – Engineering Services

CONFIRMATION OF MINUTES Recommendation

That the Minutes of the Ordinary Meeting of Burwood Council held on Tuesday 23 January 2001 as typed and circulated, be confirmed and signed as a true record of the proceedings of that meeting.

A MOTION was MOVED by Councillor Weiley and SECONDED by Councillor Wong–



That the recommendation be adopted. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.

10 RESOLVED that the recommendation be adopted. NOTICES OF MOTION Councillor Tannous vacated the Chair and handed the Chair over to the Deputy Mayor, Councillor Wong, to Chair the meeting during consideration of Notice of Motion 1/01 to enable him (Councillor Tannous) to freely participate in the debate on the matter. (1/01) COUNCILLOR FAKER – SYDNEY AIRPORT – LOBBY STATE & FEDERAL MEMBERS, IMROC AND LGSA

P-1170 Councillor Faker TO MOVE: That Council write to: § The Federal Member, Mr John Murphy, MP, requesting him to raise the issue of the

expansion of both Sydney Kingsford Smith and Bankstown Airports in Parliament and advise the Government of Council’s decision to condemn the Howard Government’s broken promise of halving the number of planes over our Municipality. This will result in an increase in aircraft noise and have a detrimental impact on our Municipality.

§ The State Member, Mr Paul Whelan, MP, requesting him to write to the Prime Minister, requesting that he (i.e. the Prime Minister) keep his pre-election promise of a second Sydney Airport and not proceed with the expansion of Kingsford Smith Airport (KSA).

§ The Inner Metropolitan Regional Organisation of Councils (IMROC) requesting them to lobby the Howard Government to keep its promise of relieving our Municipality of the increase in aircraft noise by fully implementing the Long Term Operating Plan.

§ The Local Government Association requesting them to lobby the Howard Federal Government not to increase the capacity of KSA and to provide a second airport for Sydney which would relieve the level of aircraft noise currently being experienced by the residents of our Municipality from KSA.

(Council’s most recent decision on this matter (10 March 1998) is attached for Councillors’ information.) A MOTION was MOVED by Councillor Faker and SECONDED by Councillor Christogeorge –



That Council write to: § The Federal Member, Mr John Murphy, MP, requesting him to raise the issue of the

expansion of both Sydney Kingsford Smith and Bankstown Airports in Parliament and advise the Government of Council’s decision to condemn the Howard Government’s broken promise of halving the number of planes over our Municipality. This will result in an increase in aircraft noise and have a detrimental impact on our Municipality.

§ The State Member, Mr Paul Whelan, MP, requesting him to write to the Prime Minister, requesting that he (i.e. the Prime Minister) keep his pre-election promise of a second Sydney Airport and not proceed with the expansion of Kingsford Smith Airport (KSA).



An AMENDMENT was MOVED by Councillor Tannous and SECONDED by Councillor Furneaux-Cook - That Council seek bi-partisan support for addressing the aircraft noise in Burwood by writing to the Federal leaders of all major political parties. Councillors Faker and Tannous tabled a number of documents in relation to the airport issue and which were referred to in the debate on this matter. Councillor Tannous (the Mayor) returned to the Chair at this point in the meeting. The AMENDMENT was PUT to the meeting and was LOST. The MOTION was PUT to the meeting and was CARRIED.

11 RESOLVED that Council write to: § The Federal Member, Mr John Murphy, MP, requesting him to raise the issue of

the expansion of both Sydney Kingsford Smith and Bankstown Airports in Parliament and advise the Government of Council’s decision to condemn the Howard Government’s broken promise of halving the number of planes over our Municipality. This will result in an increase in aircraft noise and have a detrimental impact on our Municipality.

§ The State Member, Mr Paul Whelan, MP, requesting him to write to the Prime Minister, requesting that he (i.e. the Prime Minister) keep his pre-election



promise of a second Sydney Airport and not proceed with the expansion of Kingsford Smith Airport (KSA).



Councillor Tannous requested that his name be recorded as having voted against the above decision. Councillor Tannous vacated the Chair and handed the Chair over to the Deputy Mayor, Councillor Wong, to Chair the meeting during consideration of Notice of Motion 2/01 to enable him (Councillor Tannous) to freely participate in the debate on the matter. (2/01) COUNCILLOR FAKER - MAYORAL COLUMN – STATE GOVERNMENT DECISION TO OPEN NEW POLICE STATION IN STRATHFIELD P-1100 Councillor Faker TO MOVE: That, in the next Mayoral Column, it is made note (in exact words as follows): “Burwood Council supports the announcement by Mr Paul Whelan, MP, Minister for Police, for opening a new station at our neighbouring suburb of Strathfield. Burwood Council believes that this is a positive step in the fight against crime and commends the Minister for honouring his promise.” A MOTION was MOVED by Councillor Faker and SECONDED by Councillor Weiley– That, in the next Mayoral Column, the following statement be published (in exact words as follows): “Burwood Council supports the announcement by Mr Paul Whelan, MP, Minister for Police, for opening a new station in our neighbouring suburb of Strathfield. Burwood Council believes that this is a positive step in the fight against crime.” Councillor Tannous (the Mayor) returned to the Chair at this point in the meeting.



The MOTION was PUT to the meeting and was CARRIED. Councillors Weiley and Faker immediately rose and demanded a DIVISION. The DIVISION was then taken and the names of the Councillors voting Aye and No were as follows:

AYE NO

Councillor Christogeorge Councillor Tannous

Councillor Faker -

Councillor Furneaux-Cook -

Councillor West -

Councillor Weiley -

Councillor Wong -

12 RESOLVED that, in the next Mayoral Column, the following statement be published (in exact words as follows): “Burwood Council supports the announcement by Mr Paul Whelan, MP, Minister for Police, for opening a new station in our neighbouring suburb of Strathfield. Burwood Council believes that this is a positive step in the fight against crime.”

(3/01) COUNCILLOR CHRISTOGEORGE – COST OF FUNCTIONS IN RELATION TO CENTENARY OF FEDERATION AND ECONOMIC DEVELOPMENT

C-750 & F-200 Councillor Christogeorge TO MOVE: A. That the General Manager prepare a report advising the Council of the cost of the

functions held in relation to – Centenary of Federation (on 17 February, 2001) and Economic Development (on 21 February, 2001).

B. That any future functions to be held by Council or any of Council’s Committees are to come before Council via a report for approval.

C. That any guest invited to open or launch a function is also to be part of the report,

which is to be considered by Council. A MOTION was MOVED by Councillor Christogeorge and SECONDED by Councillor Weiley –



A. That the General Manager prepare an itemised report advising the Council of the cost of the functions held in relation to – Centenary of Federation (on 17 February, 2001) and Economic Development (on 21 February, 2001).


C. That the names of (3) guests (or their representatives) to be initially invited to

open or launch a function are also to be part of the report, which is to be considered by Council.

The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.

13 RESOLVED –

A. That the General Manager prepare an itemised report advising the Council of the cost of the functions held in relation to – Centenary of Federation (on 17 February, 2001) and Economic Development (on 21 February, 2001).


C. That the names of three (3) guests (or their representatives) to be initially

invited to open or launch a function are also to be part of the report, which is to be considered by Council.

REPORTS OF COMMITTEE Service & Policy Committee Report 2/01 (23 January) (As Distributed) Extraordinary Building & Development Committee Report 3/01 (30 January) (As Distributed) Building & Development Committee Report 4/01 (6 February) (As Distributed) Services & Policy Committee Report 5/01 (13 February) (As Distributed) Building & Development Committee Report 6/01 (20 February) (As Distributed) Recommendation That the reports be received and noted. A MOTION was MOVED by Councillor Furneaux-Cook and SECONDED by Councillor Wong – That the recommendation be adopted. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.



14 RESOLVED that the recommendation be adopted.

QUESTIONS WITHOUT NOTICE The following Questions without Notice were submitted at the meeting: Councillor West referred to legislation to go before State Parliament this session, enabling local Councils to remove graffiti from private property with the owner’s consent and enquired as to whether Council has applied for the $25,000 State grant associated with this matter and, if so, how the money would be spent. Councillor Furneaux-Cook expressed the concern of the Burwood Chamber of Commerce in relation to the number of “spruikers” operating in the Burwood Town Centre and asked that a policy be developed setting out guidelines on the use of “spruikers outside shops in the Town Centre. The guidelines are to include acceptable hours of operation and acceptable noise levels. Councillor West expressed concern in relation to a serious accident involving a school child in Wentworth Road, indicated that she had previously raised the issue that there is no safe crossing on Wentworth Road and enquired as to how Wentworth Road could be made safer for School children.

ITEMS OF CURRENT INTEREST Councillor Weiley referred to a letter from the Minister for Health advising that the assessment of three proposals for the former Western Suburbs Hospital site would be completed by March 2001. Councillor Faker indicated that he had received a letter from a resident expressing satisfaction with Councillors and Council staff in relation to services provided in Wyatt Avenue and Ethel Street, Burwood. Councillor Tannous referred to the ‘Roads to Recovery Program’ and advised that the first payment associated with the Program will be made to Councils on 1 March 2001. GENERAL BUSINESS

(4) REQUEST FOR LEAVE OF ABSENCE – COUNCILLOR DAVID WEILEY

C-650

REPORT BY THE GENERAL MANAGER



Councillor Weiley has submitted a written requests for Leave of Absence from Council and Committee Meetings, in accordance with Section 234(d) of the Local Government Act 1993, for the period 12 April 2001 to 28 May 2001. A copy of Councillor Weiley’s requests for Leave of Absence is attached. Recommendation That Councillor Weiley be granted a leave of absence from Council and Committee meetings for the period 12 April 2001 to 28 May 2001. The Mayor indicated that a written request for Leave of Absence from Council and Committee Meetings, in accordance with Section 234(d) of the Local Government Act 1993, had also been received from Councillor Faker, requesting Leave of Absence for the period 23 March 2001 to 22 April 2001. A MOTION was MOVED by Councillor Furneaux-Cook and SECONDED by Councillor Christogeorge – A. That Councillor Weiley be granted a leave of absence from Council and Committee

meetings for the period 12 April 2001 to 28 May 2001. B. That Councillor Faker be granted a leave of absence from Council and Committee

meetings for the period 23 March 2001 to 22 April 2001. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.

15 RESOLVED – A. That Councillor Weiley be granted a leave of absence from Council and

Committee meetings for the period 12 April 2001 to 28 May 2001. B. That Councillor Faker be granted a leave of absence from Council and

Committee meetings for the period 23 March 2001 to 22 April 2001. (It was noted by Councillor Faker that Councillors Christogeorge and Wong are expected to be absent for the Building & Development Committee scheduled to be held on 17 April 2001 and that, as such, that meeting may have to be deferred). (5) SHARE ALLOCATION – NRMA INSURANCE GROUP LIMITED

N - 50 REPORT BY EXECUTIVE MANAGER - FINANCE



At the Services & Policy Committee meeting on 8 August 2000, Council resolved as follows:

“ That Council keeps the parcel of 934 shares allocated by NRMA Insurance Limited and review this position in six months time.”

Since the shares were listed on the Australian Stock Exchange on 8 August 2000 to now, the share prices ranged from a high of $3.10 to a low of $2.56. The share prices have been reasonably steady and within 13% of the facility price of $2.75. Council has recently received from NRMA the shareholder package which consists of the following documents: 1. Issuer Sponsored Holding Statement 2. Correction of Name form 3. Tax File Number (TFN) and Australian Business Number (ABN) and 4. Request for Direct Credit of Payment form. Document 1 - confirms Council’s allocation of 934 shares. Document 2 - requires some corrections to change Council’s name from “Burwood Mun Council” to “Burwood Council” and the address be changed from “PO Box 240 The Town Clerk” to “PO Box 240, 2 Conder Street.” This document also requires the signature of securityholder(s). The purpose of a securityholder is to facilitate the execution of any documents relating to transactions such as acquisition and disposal of the shares. For practical purposes, it is recommended that the General Manager be delegated as the securityholder for the Council and that Council’s Common Seal be affixed to this document. Document 3 – Council will furnish its ABN. Document 4 – Council will furnish its General Fund bank account details and signature of securityholder, as well as affix Council’s Common Seal. In view of the small parcel of shares and the steady growth of the share prices, it is recommended that Council hold on to its portfolio until the need to dispose of the shares arises in the future. In the event that any dividends are received by Council in the future, these dividends be treated as general income of the Council. Recommendations A. That the report be received and noted. B. That the relevant information on Documents 2 to3 be furnished and corrected. C. That the General Manager be delegated to act as the securityholder of Council.



D. That Council’s Common Seal be affixed to Documents 2 and 4. E. That any dividends received from this parcel of shares be treated as general income of

Council. A MOTION was MOVED by Councillor Faker and SECONDED by Councillor Weiley– That the recommendations be adopted. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.

16 RESOLVED that the recommendations be adopted.

(6) REVIEW OF OUTDOOR EATING AREA POLICY

T-835 REPORT BY EXECUTIVE MANAGER - ADMINISTRATION Council’s Outdoor Eating Area Policy has been in place now for approximately 18 months. The policy has been reviewed in the light of issues encountered since the adoption of the original policy. The revised (draft) policy is attached. Some of the main aspects of the revised policy, are as follows: § Outdoor eating areas are to remain adjacent to the kerb (not the shop-front) as previously

endorsed by the Access Committee. § An application form has been established and prices have been increased by CPI. § The new policy encourages the use of umbrellas and awnings – to provide cover from sun,

wind and rain etc. § Recommended street furniture is in accordance with the Town Centre Consultant’s

recommendation. § The new policy still provides for consultation with the Traffic Engineer and Manager –

Building & Development prior to approval of any applications. § The new policy provides for notification of adjoining premises prior to a decision being made. § Minimum 2.0 metre clear width between shop-front and outdoor eating area has been

maintained. § 10 pedestrians/metre/minute (during peak periods) has been maintained as the maximum

allowable near outdoor eating areas. The main concern with respect to the outdoor eating areas approved to date, has been non-compliance with respect to the size of the licence area, in that some licencees are regularly placing more chairs and tables on the footpath and utilising more space than they have approval for. In an attempt to address this problem, the outdoor eating areas are now being inspected on a bi-monthly basis.



It is recommended that the revised (draft) policy be placed on public exhibition for a period of 28 days and that a copy of the policy be forwarded to the Burwood Access Committee and the three Chambers of Commerce in Burwood for comment during the public exhibition period. Recommendation That the draft policy be placed on public exhibition for a period of 28 days and that a copy of the policy be forwarded to the Burwood Access Committee and the three Chambers of Commerce in Burwood for comment during the public exhibition period. A MOTION was MOVED by Councillor Christogeorge and SECONDED by Councillor Weiley – A. That the draft policy be amended to incorporate the following:

§ a requirement that a notice be displayed in restaurants/cafés with approved outdoor eating areas, displaying a plan of the licensed area.

§ [at page 5 – part 2.3] a provision that no advertising is to be displayed on any furniture, equipment or other structure contained within licensed areas except for umbrellas. With respect to umbrellas, advertising will be limited to the advertising of food and non-alcoholic beverages sold by the restaurant/café. Council reserves the right to order that the umbrellas/advertising be removed, if considered inappropriate.

§ [at page 6 – part 2.3] the last sentence in part 2.3 to be amended to read as follows – “Council does not allow the use of artificial plants in planter boxes in conjunction with any outdoor eating area.”

§ [at page 12 – part 3.3] the words “After that time, the issuing of” on the first line of part 3.3 are to be removed and replaced by the following words “After 12 months of operation of a licensed area.”

B. That, subject to the above amendments, the draft policy be placed on public

exhibition for a period of 28 days and that a copy of the policy be forwarded to the Burwood Access Committee and the three Chambers of Commerce in Burwood for comment during the public exhibition period.


17 RESOLVED A. That the draft policy be amended to incorporate the following:

§ a requirement that a notice be displayed in restaurants/cafés with approved outdoor eating areas, displaying a plan of the licensed area.

§ [at page 5 – part 2.3] a provision that no advertising is to be displayed on any furniture, equipment or other structure contained within licensed areas except for umbrellas. With respect to umbrellas, advertising will be limited to the advertising of food and non-alcoholic beverages sold by the restaurant/café.



Council reserves the right to order that the umbrellas/advertising be removed, if considered inappropriate.

§ [at page 6 – part 2.3] the last sentence in part 2.3 to be amended to read as follows – “Council does not allow the use of artificial plants in planter boxes in conjunction with any outdoor eating area.”

§ [at page 12 – part 3.3] the words “After that time, the issuing of” on the first line of part 3.3 are to be removed and replaced by the following words “After 12 months of operation of a licensed area.”

B. That, subject to the above amendments, the draft policy be placed on public

exhibition for a period of 28 days and that a copy of the policy be forwarded to the Burwood Access Committee and the three Chambers of Commerce in Burwood for comment during the public exhibition period.

(7) COMMUNITY BUS DEED OF AGREEMENT

C-430 REPORT BY ACTING GROUP MANAGER, ENVIRONMENAL & COMMUNITY SERVICES

Background During 1998, at the original request of Burwood Community Welfare Services (BCWS), the Rotary Club of Burwood agreed to contribute towards the purchase of a Community Bus which was to be used for the benefit of the Burwood community in accordance with the document prepared by Burwood Council, in the Community Transport Needs paper of April 1998. In August 1999 a committee with representatives from Burwood Council, Burwood Rotary Club and Burwood Community Welfare Services was formed to consider issues about the proposed Community Bus and, as part of the process of investigation, a Woodstock bus was made available for a 3 days per week trial. Issues of concern were alleviated by the working party (comprising representatives of Rotary, Burwood Community Welfare Services and Council) through the trial period. Council, on 28 March 2000, agreed to enter negotiations with Rotary to attain the bus and to allocate funds for operational and establishment. Current Situation The Rotary Club of Burwood recently met with Council to finalise negotiations and a copy of the resulting Deed of Agreement is attached. The bus will replace the older of the two Woodstock community buses and will provide



wheelchair access/lift capabilities for those who would otherwise be unable to enter the bus. The bus will be available to Burwood Community Welfare Services on three days per week and to other community organisations and Woodstock on the remaining days. A set of guidelines for management and usage will now be established based on those used during the trial period. A tiered fee schedule will be proposed, based on identified social need, however, Burwood Community Welfare Services will be entitled to free use of the bus for three days per week, as stated throughout the negotiations with Rotary. Recommendations A. That Council agree with the proposed arrangements in relation to the Rotary Club of

Burwood’s contribution to the purchase of the community bus and the Common Seal of the Council be affixed to the Deed of Agreement for the purchase of the bus.

B. That once the Deed of Agreement has been signed by both parties, an order be placed for the

purchase of the Community Bus. C. The Manager Community Services submit a report to Council outlining the guidelines for

management and usage and a proposed tiered fee schedule for community use of the bus.

D. That appropriate publicity be given to this project. SUSPENSION OF STANDING ORDERS A MOTION was MOVED by Councillor Weiley and SECONDED by Wong – That Standing Orders be suspended to allow Mr Gary Michael (President of the Burwood Rotary Club) to address the Council in relation to Item No. 7. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.

18 RESOLVED that Standing Orders be suspended to allow Mr Gary Michaels (President of the Burwood Rotary Club) an opportunity to address the Council in relation to Item No. 7.

RESUMPTION OF STANDING ORDERS A MOTION was MOVED by Councillor Weiley and SECONDED by West – That Standing Orders be resumed and the business of the meeting be continued with. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.

19 RESOLVED that Standing Orders be resumed and the business of the meeting be continued with.



A MOTION was MOVED by Councillor Faker and SECONDED by Councillor Weiley– A. That Council agree with the proposed arrangements in relation to the Rotary Club of

Burwood’s contribution to the purchase of the community bus and the Common Seal of the Council be affixed to the Deed of Agreement for the purchase of the bus, subject to the following amendments to the Deed: § [Clause 1.5] the following words be added to the end of the clause – “and its

replacement, if required, for the five (5) year term of the Deed.” § [Clause 2.12] the word “of” on the second last line of the Clause and before the

words “shall return” to be changed to “or.” B. That once the Deed of Agreement has been signed by both parties, an order be placed

for the purchase of the Community Bus. C. The Manager Community Services submit a report to Council outlining the

guidelines for management and usage and a proposed tiered fee schedule for community use of the bus.


20 RESOLVED - A. That Council agree with the proposed arrangements in relation to the Rotary Club of

Burwood’s contribution to the purchase of the community bus and the Common Seal of the Council be affixed to the Deed of Agreement for the purchase of the bus, subject to the following amendments to the Deed: § [Clause 1.5] the following words be added to the end of the clause – “and its

replacement, if required, for the five (5) year term of the Deed.” § [Clause 2.12] the word “of” on the second last line of the Clause and before the

words “shall return” to be changed to “or.” B. That once the Deed of Agreement has been signed by both parties, an order be

placed for the purchase of the Community Bus. C. The Manager Community Services submit a report to Council outlining the

guidelines for management and usage and a proposed tiered fee schedule for community use of the bus.

(8) COMMUNITY SERVICES GRANTS PROGRAM 2000/2001 G-710 REPORT BY GROUP MANAGER ENVIRONMENTAL & COMMUNITY SERVICES



Background Each financial year Burwood Council allocates funds towards its Community Services Grants Program. This program provides opportunities to local non-profit community groups for community projects, arts initiatives and other community purposes. The objectives of the program are: § To stimulate the development of effective community services, cultural and community arts

programs to meet identified needs of local residents. § To assist the community in the provision of quality services and community arts programs

in the local area. § To encourage broad community participation in the development of community services

and community arts programs in order to enhance the 'quality of life' of people working, residing and visiting the municipality.

§ To maximise access and usage of community resources, services and facilities, including the promotion of access for special needs groups.



GST Applicants were informed that if they were registered for the GST, they were required to provide Council with a valid tax invoice displaying their ABN before grant proceeds were paid. Grants to these groups would be grossed up by 10% to cover the GST. Groups that were not eligible or not registered for the GST, were informed that Council may insist on the physical provision of goods and services rather than cash, or where a non-reciprocal benefit could be established, payment would be made as a non-GST cash donation. All current applicants have supplied an ABN.

Current Funding Round The current round of funding was advertised in the local press (both The Glebe and Inner Western Weekly and The Courier) on Wednesday 11 October and Monday 16 October, and in the Mayoral Column. A copy of the advertisement was placed in the Koori Mail on Wednesday 18 October, and displayed at Council facilities and Council libraries. As the Council Grants are well known to most organisations in the Inner West, groups now include the grants program in the organisation’s diary and call Council early in October to seek an application form. For the first time and in response to the standard of applications in 1999/2000, an Information Session was held on Tuesday 24 October at 5pm. By the closing date (Friday 15 December 2000), 26 applications requesting grants totalling $58,229.56 had been received. Council has a current budget allocation of $25,000 available for the Community Grants Program. An additional late application was received via the Mayor's office on 8 January 2001, requesting $8,600.00. Grants have now been individually assessed by the Community Services Division in line with selection criteria based on information provided to applicants in the Grants Package. The criterion used for assessment includes the objectives (as outlined above) and additional criteria outlined in the package including categories of eligibility and funding principles as attached. As in previous years, a workshop was held at Council Chambers where Councillors were provided with: § A detailed explanation of the grant applications § The rationale for decisions made by the Community Services Division § Opportunities to be involved in effective debate towards the decision making process The Applications Twenty six (26) applications were received from a broad range of community and other organisations. When groups phoned in response to the advertisement, they were requested to initially send a representative to the information session provided by Community Services staff. Six (6) people attended the information session which outlined the aims of the Grants Program



and overviewed the method of assessment. In addition, information in the grant package specifically requested each organisation speak with a community services staff member prior to lodging an application. This mechanism provided an opportunity for staff to guide groups where possible to focus their application on a community development project. Staff also suggested that groups attempt to keep applications to a limit of $2,000, wherever possible. An additional application was received from Burwood Community Welfare Services on 8 January 2001, for an amount of $8,600.00. This application was not included in the above group, due to the fact that it was received 3½ weeks after the deadline, with no request to the Community Services section for extension. In addition, contrary to specific requirements in the guidelines, the application was not discussed with a Community Services staff member prior to lodgement. The project itself focuses on teaching English to newly arrived migrants. Currently there are numerous English courses for newly arrived migrants being offered in the Burwood LGA and Inner West area. As such, Council would not be looking to fund a project that replicates others that are already well established in the area. Had Burwood Community Welfare Services spoken with Council staff they would have been advised that this application could not be supported and encouraged to apply for a project with more emphasis on local community development. The objectives and priorities form the criteria for assessment of applications. Rankings were established to effectively assess each application. Each application was given a priority of 1-5. The priorities were as follows:

1. Community development project 2. Seeding grant 3. Support for a locally based voluntary community service or program not funded from any other source 4. Purchase of equipment 5. Minor capital works (less than $3,000)

Staff added a further ranking (letters a, b, c, d) to assist in determining the value of the project to the community, thus a project with a “1a” ranking would be considered highly worthy of grant funding.

The applications were considered on their merits and summaries of the submissions with the amount requested and the amount recommended, are listed as attached for Council's consideration. A breakdown of the target groups for the application was undertaken to highlight trends for applications for community projects in the Burwood LGA:



Primary Target Group Number NESB 9 Children 6 Disability 4 Aged 2 Youth 2 Women 2 Aboriginal &Torres Strait Islanders 1 General 1 While the standard of applications was considered reasonable, staff did not feel that groups had sought to create projects with a community development focus. As in previous years, many groups sought funding for ongoing projects, such as rent assistance, festive celebrations, and other annual social activities. As discussed previously, many groups have come to rely on Council to assist with these ongoing needs and this needs to be redressed. To assist community groups and individuals in the provision of a more appropriate grant application in future, it is recommended that a letter detailing requirements and the focus of the community grants program be included with all responses to this year's applicants. Should Council adopt the proposed allocations, there will be a total of $2,612.04 in remaining funds. These funds will be used to ‘gross up’ grants for GST. It is suggested that this amount when recovered be used to cover the costs of advertising for the Grants Program, (N.B. To assist with Council’s assessment of the recommendations, a Councillors’ Workshop was held on 19 February. Details of the proposals were provided to those Councillors who were unable to attend and an invitation given to discuss these with the Manager Community Services.) Recommendations A. That the allocations for the 2000/2001 Community Services Grants Program be

approved. B. That all applicants be informed of Council's decision in writing. A MOTION was MOVED by Councillor Weiley and SECONDED by Councillor Furneaux-Cook – That the recommendations be adopted. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.




(9) PROVISION OF RECYCLING SERVICES TO COMMERCIAL PREMISES

G-251 REPORT BY GROUP MANAGER ENVIRONMENTAL & COMMUNITY SERVICES Introduction This report addresses the issues and options available for the provision of a recycling service to commercial premises. Current Situation Council has no agreement with any contractor for the carrying out of a recycling service for commercial premises nor does Council provide recycling services for commercial premises. If Council does receive inquiries from commercial premises wishing to recycle, they are advised that they must make private arrangements for such a service and are given the name and telephone number of companies that can provide the service they are requesting. The current contractor that Council has for domestic collections, Progressive Recycling, is one company that has been carrying out commercial collections through individual private arrangements. (N.B. Apparently in some situations this has been on a ‘no-charge’ basis.) The contractor is now charging $17.00 per collection and many shopkeepers are now seeking alternate options for the collection of recyclable paper and cardboard. There are increasing demands and expectations that Council should be responsible for all recycling collections including commercial collections. Issues The only material that is being considered for commercial collections is paper and cardboard. Hotels and bottle shops that have large quantities of glass and bottles have in place agreements with commercial glass collectors for the material to be recycled. The main problem with providing a consistent and regular commercial paper and cardboard collection service is that there is a wide variety as to the type of service that is required. At one extreme is a shopping centre requiring two or three container loads of cardboard to be removed per week while at the other extreme a 55 litre crate collected on a fortnightly basis from an office might be sufficient. The question therefore arises whether Council assumes responsibility for commercial recycling collections and provides such a service in-house or engages a contractor to provide such a service - or advises commercial premises that it is matter for them to address themselves.



As stated previously, it is apparent that there is an expectation and demand for a coordinated approach to commercial recycling collections. This concept is also in keeping with Council’s commitment and obligation to environmental stewardship and the principles of ecological sustainability. Council must therefore assume a more direct role in the provision of commercial cardboard and recycling collections. Options An effective short-term solution is for Council to provide an interim collection service while opportunities with commercial collectors are further investigated. The service could be carried out on a weekly basis by Council staff carrying out collections one day a week (subject to staff availability). There would have to be guidelines as to the type and quantity of material that could be collected and there would also need to be a charge for the provision of the service. The resources required in providing the service include a driver, loader, a collection vehicle and disposal charges. It is estimated that the cost for the service would be approximately $550.00 per collection day or $6,600.00 per quarter. The charge that would need to be made to recover the costs based on the number of users is as follows:

Number of users Cost per quarter 50 $132.00 100 $66.00 150 $44.00 200 $33.00 250 $26.40 300 $22.00 350 $18.85 400 $16.50

There are approximately 400 commercial premises that may find such a service of benefit and assuming that 150 premises were to participate in the service, the quarterly charge could be set at $44.00 (based on the above table). There will be instances where commercial premises have paper and cardboard recycling systems in place through private providers. The provision of a service by Council is simply an alternative to the options already available to assist commercial operators. Guidelines Guidelines need to be established to ensure that the service is not misused. The guidelines need to



address the quantity and type of material that are acceptable for collection. The following guidelines are proposed: • The quantity of material is not to exceed one cubic metre, • All cardboard boxes are to be flattened and stacked in neat and orderly piles, • Polystyrene packing, plastic and tie straps will not be accepted for collection • Waxed boxes will not be acceptable for collection. Conclusion The provision or availability of an interim commercial cardboard and paper recycling service by Council will alleviate some of the problems that are currently being experienced by commercial business houses. The service will also contribute to Council’s efforts in regard to waste minimisation initiatives and will provide valuable data to determine future needs and demands in relation to a permanent commercial recycling service. Recommendations A. That Council provide an interim paper and cardboard collection service for commercial

premises. B. That the service be provided on a once a week basis. C. That the cost for the service be $44.00 per quarter based on a minimum take-up of 150

premises. D. That the collections be subject to the following guidelines: § The quantity of material is not to exceed one cubic metre, § All cardboard boxes are to be flattened and stacked in neat and orderly piles, § Polystyrene packing, plastic and tie straps will not be accepted for collection § Waxed boxes will not be acceptable for collection.

E. That a report be submitted to Council in June 2001 to advise of the effect of Council’s

interim service during the first-quarter of its operations and the results of further negotiations with commercial providers.

A MOTION was MOVED by Councillor Wong and SECONDED by Councillor Christogeorge – That the recommendations be adopted. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.






(10) CORPORATE STRATEGIC PLAN 2001/02 – 2002/03

P-360 REPORT BY GENERAL MANAGER At the Council Meeting held on 23 January 2001, it was resolved:

That, arising from the Corporate Strategic Planning Workshop held on 28 and 29 October 2000, Council endorse the Draft Corporate Strategic Plan prior to the commencement of community consultation on the Plan.

Since that time, four consultation meetings have been held –

Staff Community 8:30 am Monday 12 January 4pm Monday 12 January 2:00 pm Monday 12 January 6pm Thursday 15 January

Written submissions were also invited (see details attached). A total of 24 resident and business stakeholders attended the community workshops whilst only 20 staff attended the in-house sessions. These low attendances are generally in line with the interest generated on this topic at other Council’s Areas. The main corporate strategic plan issues raised during these sessions were:-

Staff 1. The plan makes no reference to an IT Strategy

Even though IT is a ‘given’ for most organisations’ corporate progress, it probably warrants inclusion because of the strategic importance of IT to the overall efficiency of the organisation and to provide a strategic focus for the management of Council's information resources. Accordingly it has been added to Service Delivery.

2. Youth ‘Gangs’ in Burwood It was considered that perhaps the reference on the draft plan to this matter was a bit too operational for a corporate strategic plan. The Manager Community Services has proposed the following amendment:

Outcome: There will be an increase in the levels of harmony and sense of safety in Burwood’s public places. Strategy: Deliver a range of creative and appropriate activities for young people in public spaces.



Initiate partnerships to begin a strategic response to crime prevention including the development of a crime prevention plan. Indicator: Reduction in the reporting of the fear of crime and the incidence of anti-social behaviour.

3. 1% Reduction in Net Operating Costs

Questions were raised about: § The workings of this target and the effect on current workplace agreements § Benchmarking § Resource-sharing / contract services.

In view of the rate-pegging constraints and the requirements of our current salary system, I believe that this target is crucial to our financial stability and accordingly it has been retained.

4. Resources for Consultations, Social / Strategic Planning Consultation etc is prioritized in the Communication Goal Area. I believe that it is appropriate to mention the need to provide the necessary resources in future budgets for consultation to work effectively.

5. Road Maintenance / Depreciation Rates The inclusion of a specific figure for annual roads and other civil maintenance may be constraining, especially in view of the need to review our depreciation rates. It is proposed to change the wording of this strategy (Finance - Strategy 4) to: ‘Increase and maintain annual roads and other civil maintenance funding (in real dollars) at an amount equivalent to the level of depreciation expenses of the preceding financial year’.

Community

1. Improved Public Transport / Burwood Railway Station

This matter was raised at both workshops as was the future of the old Western Suburbs Hospital site. I am proposing that these be included as a specific item for advocacy in the Communication Goal Area.

2. Transport & Traffic / Revitalisation of Shopping Centres

Concerns regarding these were raised at both workshops. Small changes are proposed for Development – Strategy 5.

3. Economic Development Strategic Plan Minor changes to Development – Strategy 3 have been included to provide for this.



A number of other operational-type concerns were raised during the public workshops. These issues, which will/have been referred to the relevant Council Officer for action, were:

§ Nature strip mowing needs, including overgrown strips in Appian Way and around the old Western Suburbs Hospital site.

§ Trees/branches in overhead wires. § Development plans for old Burwood Post Office? § Better toilet facilities in Burwood LGA § Traffic problems at the intersection of Liverpool Road and Croydon Avenue. § U3A’s concerns with the management of Woodstock. § The need for improved streetscape on Shaftesbury Road in front of Westfield. § The need and benefits of a cohesive council. § Proposed action on shop-awning signage, public misdemeanors § Management of outdoor eating policy

As far as the written submissions are concerned, the following responses are provided: 1. Vision

A council’s vision is its long-term outcomes statement ie it looks beyond the next 5 years. It provides the ‘direction’ for the Council’s future. It should be short, focussed and concise – as our vision statement is. The measures of our success in achieving this come from the achievement of our Strategic Goals, as shown by the measures and indicators contained in these areas.

2. Goals

I believe that Council’s goal in Development is well defined and clearly measurable in each of the strategy areas. Similarly with Image/Role and the measures for a cohesive and stable Council.

3. Service Delivery Council’s published service standards already provide for targeted response times. The implementation of an appropriate tracking system will enable the results of service performance to be compared against our own standards and external benchmarks.

4. Development Proper urban design principles aim to improve the quality of the built environment and to ensure that consideration is given to the amenity, convenience and safety of public places. The strategies proposed will address these issues. The other matters raised (eg stormwater management, follow-up on conditions of DA approval etc) are operational issues which are already being addressed.

5. Communication Council’s commitment to the strategies in the plan will see these issues (ie democratic government, transparent decision-making) addressed.



6. Ward System of Government

Wards were abolished in Burwood in 1994. Papers have previously been prepared by staff on the arguments for/against the ward system. (N.B. The determination of this matter is really an elected council – not a staff – matter.)

7. Green Waste Drop-Off Service at Cheltenham Road This service still operates – the details were reported to the Services & Policy Committee meeting of 13 February 2001.

8. DA Sign-off/Checklist of Tasks Re DAs / Notification Policy / Published Information on DAs / Display of Development Models. These issues will be addressed as part of the current review of the Planning, Building and Health Sections.

9. Strategic Review of Council Assets This is planned to take place as part of the Economic Development Strategic Plan and the rolling programme on property management (previously reported to Council).

10. Speaker System in Council Chambers This is an operational matter and has been referred to the relevant officer.

11. Development of a Website

This is included in Communication – Strategy 2

Community Satisfaction Survey Strategies to address the issues highlighted by the recent Community Satisfaction Survey (under the Hunter Valley Research Foundation) need to be included in the Corporate Strategic Plan as part of the process of actioning the outcomes of the survey.

There were seven (7) services and facilities which residents identified as being of “high importance” to them and with which residents indicated a “low satisfaction.” Those services and facilities are as follows:

§ Maintaining footpaths.

§ Long term planning and vision [addressed by the development of the Corporate Strategic

Plan itself. There is a need for the strategies and outcomes identified in the Plan and for the achievement of outcomes and milestones to be continually communicated to the community].

§ Regulating traffic flow

§ Managing residential development [this issue is addressed under the “Development” goal

area].



§ Value for rate payers’ dollar [this issue is addressed under the “Finance” and “Service Delivery” goal area].

§ Community involvement in decision-making [this issue is addressed under the

“Communication” goal area]. § Council’s overall performance. [this issue is addressed under the “Image/Role” goal area]

All of the above issues have been identified and addressed in the draft Corporate Strategic Plan, except for “maintaining footpaths” and “regulating traffic flow.” Infrastructure issues are addressed under the “Finance” goal area and, as such, it is suggested that some minor amendment be made to that section of the Plan, as follows:

§ Maintaining footpaths [this issue is generally addressed under the “Finance” goal area

(Outcome No. 4), but given the importance placed on this issue by the residents, it is felt footpath maintenance should be specifically addressed in the “strategies” listed under that section].

The suggested strategy is – “Use footpath condition data to prepare a rolling programme of footpath repair and reconstruction works.”

§ Regulating traffic flow [it is felt that the issue warrants a specific strategy under the

“Finance” goal area (Outcome No. 4)].

The suggested strategy is - “Review recommendations of Traffic Study and prepare a rolling programme for the implementation of the recommendations of the study.”

(Note: A further report will be presented to Council in relation to the overall outcomes of the Community Satisfaction Survey and the additional actions to be taken). Conclusion The written and verbal submissions made as part of the public exhibition of the Draft Corporate Strategic Plan have high-lighted some matters which should be incorporated into the document eg IT, youth safety, depreciation rates, specific advocacy issues etc. Also the main outcomes of the Community Satisfaction Survey have been included in the plan, as appropriate. A number of other operational-type matters were raised during the consultation sessions and instructions will/have been given to the relevant council officer for action. Recommendation A. That, arising from the public exhibition of the Draft Corporate Strategic Plan, Council adopt

the Plan with the amendments as proposed. B. That the authors of the written submissions be thanked for their contributions.



A MOTION was MOVED by Councillor Furneaux-Cook and SECONDED by Councillor Faker – A. That, arising from the public exhibition of the Draft Corporate Strategic Plan,

Council adopt the Plan with the amendments as proposed, subject to the following, additional amendment to page 8 of the document [under the goal area of “development” – outcome No. 3] - the following words be added to the first strategy: “and provide for the review of the Burwood Heritage Study in future budgets.”

B. That the authors of the written submissions be thanked for their contributions. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.

23 RESOLVED – A. That, arising from the public exhibition of the Draft Corporate Strategic Plan,

Council adopt the Plan with the amendments as proposed, subject to the following, additional amendment to page 8 of the document [under the goal area of “development” – outcome No. 3] - the following words be added to the first strategy: “and provide for the review of the Burwood Heritage Study in future budgets.”

B. That the authors of the written submissions be thanked for their contributions.

(11) AFFIXING OF THE COMMON SEAL OF THE COUNCIL

24-9B REPORT BY EXECUTIVE MANAGER - ADMINISTRATION Clause 48(3) of the Local Government (Meetings) Regulation requires that “the seal of a Council must not be affixed to a document unless the document relates to the business of the Council and the Council has resolved (by resolution specifically referring the document) that the seal be so affixed.” The purpose of this report is simply to obtain formal Council authority to affix the Common Seal to the following documents: § Memorandum of Transfer – Sale of Lot 101 Bennett Street, Burwood (vacant block in the

Bennett Street subdivision). § Memorandum of Transfer – Sale of Lot 102 Bennett Street, Burwood (vacant block in the

Bennett Street subdivision).



Recommendation That the Common Seal of the Council be affixed to the following documents: § Memorandum of Transfer – Sale of Lot 101 Bennett Street, Burwood (vacant block in the

Bennett Street subdivision). § Memorandum of Transfer – Sale of Lot 102 Bennett Street, Burwood (vacant block in the

Bennett Street subdivision). A MOTION was MOVED by Councillor Wong and SECONDED by Councillor Faker– That the recommendation be adopted. The MOTION was PUT to the meeting and was CARRIED UNANIMOULSY.


(12) INNER SYDNEY WASTE BOARD – CONFIRMED MINUTES OF BOARD MEETING HELD ON 22 NOVEMBER 2000

G-11

REPORT BY GENERAL MANAGER The Inner Sydney Waste Board has requested that the confirmed Board minutes be included as a regular item in the Council Meeting Business Paper to ensure that Councillors are kept informed of the Board’s activities. A copy of the confirmed Minutes of the Board Meeting held on 22 November 2000, as provided by the Inner Sydney Waste Board, is attached. Recommendation That the Minutes of the Board Meeting held on 22 November 2000, as provided by the Inner Sydney Waste Board, be received and noted. A MOTION was MOVED by Councillor Wong and SECONDED by Councillor Faker – That the recommendation be adopted. The MOTION was PUT to the meeting and was CARRIED UNANIMOUSLY.




This concluded the business of the meeting and the Council rose at 11.20pm. Confirmed this 27th day of March 2001. MAYOR GENERAL MANAGER