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					Committee of the Whole
                                                                                                AGENDA NO. 15/09


Meeting Date: Tuesday 6 October 2009
Location:     Committee Room 2, Level 5, Civic Centre, 1 Devlin Street, Ryde
Time:         7.30pm


Note: This meeting will be recorded on audio tape for minute-taking purposes
      as authorised by the Local Government Act 1993.


                                            NOTICE OF BUSINESS
Item                                                                                                                Page

1      CONFIRMATION OF MINUTES ...................................................................... 1
2      RESULT OF PUBLIC EXHIBITION - Extension of Dog Off Leash Area
       Times at Meadowbank Park............................................................................. 2
3      STREET TREE PROGRAM - Progress to Date ............................................. 11
4      MAJOR PROJECT CONCEPT PLAN APPLICATION No. MP09_0029
       TO CONSTRUCT A MIXED USE DEVELOPMENT AT 63-77 WEST
       PARADE, WEST RYDE - COUNCIL SUBMISSION....................................... 18
5      91-93 WHARF ROAD, MELROSE PARK - Future Use Options .................... 42
6      ADVISORY COMMITTEE MINUTES- Crime Prevention 20 August 2009 ..... 51
7      REPORT ON ICLEI WORLD CONGRESS AND TOUR - 14 JUNE 2009
       TO 24 JUNE 2009 .......................................................................................... 57
8      ANNUAL TENDERS - Preferred Contractors for the Provision of Minor
       Works ............................................................................................................. 62
9      TENDER - Sole Professional Coaching Rights at the Ryde Aquatic
       Leisure Centre - COR-RFT 13/09 .................................................................. 69
10     ANNUAL TENDERS - Tender for Hire of Plant .............................................. 73
                                                 Committee of the Whole Page 1


1     CONFIRMATION OF MINUTES

                                            File Number: GRP/09/5/3 - BP09/765
RECOMMENDATION:

That the Minutes of the Committee of the Whole No. 14/09 held on 15 September
2009, be confirmed.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 2

2     RESULT OF PUBLIC EXHIBITION - Extension of Dog Off Leash Area
      Times at Meadowbank Park

Report prepared by: Manager - Open Space
Report dated:       4/08/2009                      File No.: GRP/09/4/3 - BP09/591


Report Summary
This report presents the results of a public exhibition consultation process regarding
an extension of days and hours for dogs to be allowed off leash at Meadowbank Park
Field 13. Feedback on the proposal was extensive with 358 submissions received.

This report recommends a limited extension of the times for the dog off leash area at
Meadowbank Park.

Background
Meadowbank Park is a large park in the City with many formal and informal users. In
winter the park has 13 fields that are used for soccer, football and hockey and there
are 21 paved netball courts. In the summer there are four concrete cricket pitches.
Meadowbank Park has four children’s playgrounds a number of car parks.

Field 13 of Meadowbank Park has been a restricted off leash area since 2 May 2006.
Current hours of use are Monday to Friday, 6am to 8am and 5pm to 7pm. This
particular area of Meadowbank Park was chosen as the site of Council’s second dog
off leash area because:
    • It was fenced for the majority of three sides
    • It was the least used area of the park, particularly in summer
    • There was parking within the park, close by.
Council has one other area available for off-leash exercise of dogs at Blenheim Park,
North Ryde.

Field 13 has an area of approximately 0.8 Ha which is 3% of the 26 Ha of
Meadowbank Park and is located to the western end of the Park (shaded orange in
the diagram below). This area is located near a playground towards the western end,
30m from the dog off leash area.

The only organised use of Meadowbank Park field 13, is women’s hockey, which
uses the area in the winter season on Saturdays until 5.30pm. There is no organised
summer use of the area.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 3

ITEM 2 (continued)




At its meeting of 2 March 2009 the Companion Animals Advisory Committee
requested that the hours that dogs might be allowed off leash at the existing area of
Meadowbank Park be widened.

Report
At the Public Facilities and Services Committee on 21 July 2009, Council resolved to
undertake consultation on the extension of the hours at the Meadowbank Park dog
off leash area. The proposed new times were as follows:
    • Dog off leash area - Sunday, Monday, Tuesday, Wednesday, Thursday and
        Friday, 24 hours
    • Saturday to be excluded as an off-leash time, no dogs permitted.

This report also outlined a process of public consultation. This process was adopted
by Council and implemented as follows, with the public exhibition period being from
24 July to 31 August 2009:
   • 203 letters to residents around the park in the following streets were
       distributed on 30 July 2009: James, Macintosh, Crowley, Cobham and
       Lancaster Avenue, south of Andrew Street (area 1 on the photograph below)
   • Information in Council’s Ryde City View newsletter on 19 August 2009
   • Information was placed on Council’s webpage with feedback capability on 24
       July 2009
   • Notices were placed at the playground adjacent to James Street and the
       entries to the park at Andrew Street and Lancaster Avenue advising of a web
       location for feedback on the proposal on 31 July. These signs were checked
       periodically to make sure they were present during the consultation period
       (white dots on the photograph below).

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 4

ITEM 2 (continued)

In recognition of an opportunity to improve the consultation process, the website
feedback mechanism was amended on 4 August to collect the email address, name
and postcode of the person providing the feedback.

In addition, on 14 August letters providing clarification on the proposed off leash
times were distributed to the original 203 households. Further letters were hand
delivered to all residences south of Constitution Avenue, between Wharf Road and
the rail line (area 2 on the photograph below) after requests from Councillors.




The submissions were recorded on a daily basis to determine if the change to the
website, additional letters and additional forms of notification had an effect on the
feedback.
   • From 27 July to 4 August, 123 responses were recorded, 117 (93%) favoured
      extension of the hours.
   • From 4 August to 10 August, an additional 51 responses were recorded; 47
      (92%) in favour of extended hours and 4 against.
   • From 10 August to 17 August, an additional 76 responses were received with
      60 (79%) being in favour of the extended hours.
   • One petition (signed by 131 people, some of whom had made submissions
      through other formats) was received opposing the proposal “to turn
      Meadowbank 13 into an off-leash area for dogs 24 hours a day, 6 days a
      week”.

Statistically, the requirement for name, email address and postcode made no
difference to the feedback trend.

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                         Committee of the Whole Page 5

ITEM 2 (continued)

Submission Source           Agree with proposal              Disagree with proposal
                        (includes additional day when area
                             not being used for sports)
       Email                           26                                  11*
      Website                         258                                   46
       Letter                          2                                     3
      Petition                          0                           1 (131 signatures)
      Totals                          286                                  191
                                                              (including all signatories on the petition)
* One late submission received.

During the exhibition period, 300 submissions were received from individuals, with
over 347 submissions being received in total. 88% of returns were through the web
site, with 97% of people from the Ryde Local Government Area. From those who
completed the website feedback, the majority of respondents were from the following
postcodes: 59% from 2114 (Meadowbank, West Ryde, Denistone West); 15% from
2112 (Putney, Denistone, Denistone East); and 7% from 2122 (Eastwood, Marsfield).

There were several submissions made by individuals, some as many as five and
many who signed the petition also made submissions. Overall the returns indicated
that although some people made multiple submissions both for and against the
proposal, the feeling of the community was reflected in the feedback received.

There were 214 submissions received with a comment of some type. Comments
received have been correlated and are ON FILE.

The comments received agreeing with the proposal to extend the dog off leash area
hours, focused on the following key themes:
   • The increased availability would increase flexibility for shift workers, families
       and others who find the restricted hours inconvenient
   • Access to the area on Saturdays was identified as being desirable when the
       area was not being used for organised sports (i.e. in the summer).
   • The restricted hours are too dark in the winter
   • The increased hours would support dog owners with a disability
   • This area provides an opportunity for both dog owners and dogs to socialise
       with others.

Key themes identified in the comments disagreeing with the proposal included the
following:
    • The general danger associated with dogs being off leash
    • The proximity of cycle/walk ways and the playground to the off leash areas
       and the potential harm a dog off leash could do
    • The lack of policing currently and possibly into the future, particularly late at
       night
    • The increased level of cars coming into the area and the limited car parking
    • Irresponsible owners not cleaning up after their dog
    • Restriction of the area for other uses, such as picnics and other passive uses.

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                    Committee of the Whole Page 6

ITEM 2 (continued)

In addition to the consultation outlined above, the informal group, Meadowbank Users
Group (Netball, Soccer, Hockey) were also consulted on this issue. They had no
objection to the proposed extension of hours for off-leash use of Meadowbank 13.

Three of Council’s formal Advisory Committees were also consulted, Bicycle Advisory
Committee and the Sports Council noted the proposal. The Companion Animals
Advisory Committee supports the extension of hours and raised the initial request.

From the feedback received it is generally recognised that dogs can play a valuable
part in people’s lives. However, there are a number of concerns, particularly from
surrounding residents about the ongoing management of these areas by dog owners
and Council and safety concerns particularly for children. There are some strategies
which could be implemented to address some of the concerns raised by the
community, including:
   • Replacing the log fence around the playground with a chain mesh fence,
        similar to the one along Andrew Street and the playground adjacent to the
        netball courts, pictured below. Installation off this fence would alleviate
        concerns around the safety of children using the playground and also when
        the concrete path is being used as parking on busy sports days at
        Meadowbank Park.
   • Provision of two additional doggy bag dispensers / bins at other entries to the
        area (there are currently two located at the entry to the area off Andrew
        Street). This would encourage dog owners to clean up after their dogs and
        also limit the opportunity for these stations to overflow with waste.
   • Provide removal of the doggy bins waste at a minimum of twice weekly,
        (currently weekly) to eliminate overflow and concerns regarding the smell of
        these stations.




                The type of fence proposed around the playground.
The provision and management of dog off leash areas is a very emotive issue with
many people on both sides of the argument. There is clearly support from the
community to extend the hours of the dog off leash area at Meadowbank Park, as are
there concerns.



Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 7

ITEM 2 (continued)

To mitigate the concerns and also improve this service for dog owners in the area, it
is suggested that the dog off leash hours at Meadowbank Park be extended to:
    • Monday to Friday - 6am to 10am and 5pm to 10pm
    • Saturday – 6pm – 10pm
    • Sunday – 6am to 10pm.

With increased hours and the implementation of the above strategies the
Meadowbank Park dog off leash park can cater for both the dog users and the other
users of the Park and surrounding residents.

Consultation
Internal Council business units consulted included:-
•     Regulatory Services
•     Public Works.

Internal Workshops held:-
•     Not Applicable.

City of Ryde Advisory Committees consulted included:-
•     Bicycle Advisory Committee
•     Companion Animals Advisory Committee
•     Sports Council.

External public consultation included:-
•    Public exhibition.

Comments
Consultation feedback is included in the body of this report.

Critical Dates
There are no critical dates or deadlines to be met.

Management Plan Budget / Linkages
This project forms part of the 2009/2010 Operational Budget for Public Works.

Relationship to Key Outcome Areas
            People
            This project meets the following key outcomes for People (set out on
            page 50 of the Management Plan 2009-2013):
P1 A vibrant city that is economically strong and engages its community through
     cultural and social activities
P2 A city that plans for people by involving them in decision making to improve their
     quality of life.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 8

ITEM 2 (continued)

The adopted public exhibition consultation process was implemented resulting in a
high number of responses received. The provision of the Meadowbank Park dog off
leash area provides dog owners with a venue that supports social interaction with like
minded people and exercise for the dogs and their owners. This area also supports
the diversity of activities available at Meadowbank Park, one of the City’s largest
parks.

            Assets
            This matter has no direct relationship to this key outcome area.


            Environment
            This matter has no direct relationship to this key outcome area.


            Governance
            This project meets the following key outcomes for Governance (set out on
            page 79 of the Management Plan 2009-2013):
G1   Improved awareness and understanding of Council’s decisions by the
     community.
G2   Members of the community are engaged in democratic decision making.
G5   Compliance with all legislative requirements and statutory obligations.
G6   An efficient and effective regulatory environment.

The community has been able to provide feedback on the proposal, which will be
considered in Council’s decision making processes on this issue. It is suggested that
the enforcement of the Meadowbank Park dog off leash area be increased to
manage the extension of hours and the concerns raised by surrounding residents
through this process.

Financial Impact
Adoption of the strategies outlined in this report will require additional expenditure for
the following:
   • Provision of doggy bags for the dispensers / bins - approximately $4,000 per
        year for the replacement of biodegradable bags
   • Installation of two bins - approximately $500
   • Replacement fencing the playground at the western end of the park -
        approximately $4,000
   • Amending the signage to the revised hours – minimal cost

These costs will be met through the existing Capital Works allocation for Parks -
playground and small parks.

Policy Implications
There are no policy implications through adoption of the recommendation as Ryde
already has one off leash area as required by the Companion Animals Act.


Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 9

ITEM 2 (continued)

Other Options
Other options Council may consider could include:
   • Extend the dog off leash hours as publicly exhibited to Sunday to Friday, 24
      hours
   • Maintain the existing dog off leash hours of Monday to Friday, 6am to 8am and
      5pm to 7pm.
   • Identify alternate times.

Conclusion
The provision and management of dog off leash areas is clearly one which the
community take great interest in, be that dog owners, non dog owners or surrounding
residents.

Feedback received through the consultation process on the proposal to extend the
hours of the Meadowbank Park dog off leash area to Sunday to Friday 24 hours was
extensive. The majority of responses were in favour of the extension, however
concerns raised by the surrounding residents were also identified, primarily safety
concerns.

A compromise of extending the hours, but not to the extent publicly exhibited will
support the key issues identified by the community in agreement with the proposal.
In conjunction with the implementation of particular strategies, outlined in the report,
will also address concerns raised by the surrounding residents.

RECOMMENDATION:

(a)   That the report of the Manager - Open Space, dated 4/08/2009 on RESULT OF
      PUBLIC EXHIBITION - Extension of Dog Off Leash Area Times at
      Meadowbank Park, be received and noted.

(b)   That the hours of the Meadowbank Park dog off leash area be amended to the
      following:
      Monday to Friday - 6am to 10am and 5pm to 10pm
      Saturday - 6pm to 10pm
      Sunday - 6am to 10pm.

(c)   That signage be amended to reflect the change in hours of the Meadowbank
      Park dog off leash area.

(d)   That two additional dog waste bag stations and bags be provided at the
      western end of Meadowbank Park.

(e)   The log fence around the playground at the western end of Meadowbank Park
      be replaced with a chain wire fence.

(f)   The Council increase the removal of the doggy bins waste to a minimum of
      twice per week.

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 10

ITEM 2 (continued)

(g)   That Council advise residents notified during the public exhibition of Council’s
      decision on the matter.

(h)   That Council provide updated information on the website and through the Ryde
      City View to inform the community of these changes.


ATTACHMENTS
There are no attachments for this report.

Report Prepared By:

Peter Hickman
Manager - Open Space

Report Approved By:

Maxine Kenyon
Acting Group Manager - Community Life




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                    Committee of the Whole Page 11

3     STREET TREE PROGRAM - Progress to Date

Report prepared by: Manager - Open Space
Report dated:       2/09/2009                       File No.: GRP/09/4/3 - BP09/688


Report Summary
The report addresses Council’s resolutions requesting information on the progress
and outcome of the Street Tree Program. The report also provides information on the
resolutions of the Bushland and Environs Advisory Committee for Ryde (BEACR) that
were considered by the Committee of the Whole on 1 September 2009.

Background
Council considered a report on the Street Tree Planting - 2009 at its meeting of the
Committee of the Whole of 17 March 2009, resolving in part;
    (c) That the Street Tree Planting proposed for Dan, Greene, Delange,
          Callagan, Cutler, Glenayr and Doomben Streets be deferred pending
          further consultation.
    (d) That the item referred to in part (c) above be referred for public
          consultation and feedback from the community and key stakeholders
          including the Bushland Environs Advisory Committee and that a further
          report be provided back to Council on the outcome of the consultation.

The Bushland Environs Advisory Committee were asked for feedback, as outlined in
part c of the resolution above and made comment. These comments were included
in the minutes of their meeting of 13 July 2009 adopted by the Committee of the
Whole on 1 September 2009. In consideration of the BEACR Minutes of the meeting
of 13 July, the Committee of the Whole resolved in part;
      (b) That Council note and consider the BEACR recommendations 1 and 2
            (outlined below) in a further report on the consultation outcomes of the
            Street Tree Program, as resolved at the Committee of the Whole of 17
            March 2009.

          1.    That all non local native trees and exotic trees proposed in the 2009-
                11 Street Tree Program and identified to Council by representatives
                of the Ryde Environment Group and Ryde Hunters Hill Fauna and
                Flora Protection Society in their letter of 25 March 2009 and
                discussions with Council Officers on 26 March be replaced by locally
                occurring, appropriate native trees submitted by Ryde Environment
                Group and the Society to Council on 25 and 26 March 2009.
          2.    That as a matter of urgency a program be started to have appropriate
                locally occurring native trees for the Street Tree Planting Program
                sourced from seed from local reserves (wherever possible) and
                grown up as tube stock by a native plant specialist grower. Where
                necessary, the tubestock will then be grown on by a commercial
                nursery to provide advanced trees for street planting.

     (d) That the Manager, Open Spaces provide a further report on how to best
         implement part (b) above.

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 12

ITEM 3 (continued)

Past street tree planting programs, have followed the process outlined below (after
funding has been allocated in the Capital Works Program);
   • A resident of a street has nominated their street for the planting program
   • Council has letter box dropped the street to ascertain the level of support for
       the program, nominating an exotic and a native (not endemic) tree species
   • After receiving feedback from residents Council has planted the more popular
       species in front of houses where the resident nominated they wanted a tree.
       In the case where residents did not respond or wish to have a tree in front of
       their house, a tree was not established.

Report
In considering the use of native, endemic or exotic trees for the Street Tree Planting
Program, there are a range of issues that need to be considered:

   1. Infrastructure Requirements
Tree species for the Street Tree Planting Program need to be selected with regard to
the environment in which they are to grow. In all streets there are restrictions
imposed by other services such as aerial power lines and street lighting. Not all
endemic species (or individuals within a species) will conform to the requirements for
planting around these services nor are able handle the necessary pruning that must
occur to these trees when placed around such infrastructure.

   2. Attributes of Native, Endemic and Exotic Trees
Exotic trees are ones that are not native to Australia. They have attributes that give
advantage in certain situations:
     • They may be propagated vegetatively giving;
             o Consistent form
             o Fibrous root systems
             o Consistent seasonal colouring
             o Uniform flowering
             o Can be pruned
             o Control over undesirable characteristics.
     • They may be deciduous, allowing solar access in the winter
     • They may have attractive flowers.
Trees sourced more widely than endemic or natives are available in a variety of
container sizes. This is an advantage when there are services located in the street
verge and the tree needs to be located in between existing infrastructure.

Trees that are native to Australia and have the following attributes:
   • Native trees are better environments for native birds
   • Certain native trees have become popular street trees as they may be
       propagated by grafting, which provides a more controlled and uniform habit of
       the tree.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 13

ITEM 3 (continued)

To be truly native the tree should be endemic, or naturally occurring in the locality.
Endemic species have a number of issues that need to be considered in the use of
them as street trees, including:
   • Trees that are endemic to Ryde would be seed propagated with a high level of
       genetic variability. In a commercial propagating nursery, seedlings would be
       culled if they did not meet quality guidelines, for example, having an erect
       habit, or forking at ground level.
   • Endemic trees also have requirements for soil types and qualities. Urban
       development means that the verge of the street will not have the original soil
       type but will have the result of road construction, building and trenching.
   • To the knowledge of Council’s arboriculture staff, no trials anywhere have
       been conducted into the maintenance required by endemic species. It is likely
       that this is higher than frequently used species, therefore this is a cost that
       Council will have to be prepared to accept and maintain.

“Urban Bushland in the Ryde LGA” report prepared by Oculus Landscape
Architecture in 2001 provides the best guide to the trees that naturally occur in the
City of Ryde.

   3. Species Selection
Staff are aware of the need to select native and endemic trees where they are
appropriate, however these species are not always the best selection and are not
always acceptable to residents.

Species should have been tried and proven to be successful species for the purpose
of street tree planting programs. For planting in the public domain, larger sizes are
preferred as they are not as susceptible to vandalism or dog injury and require less
initial maintenance.

    4. Availability of Stock / Use of Provenance Stock
Staff must consider commercially available species and stock availability. Staff
approached a supplier of trees to NATSPEC (NATSPEC provides a comprehensive
national specification system endorsed by government and professional bodies) for
standards and they have indicated that this will require a lead time of five years
before plant stock of 100litre capacity (approx 2.5m in height) will be available.
Smaller sizes would be available on a shorter time frame, however a lead time of at
least two years would be required to get trees of a suitable size for street tree
planting.

The supplier gave a variety of reasons in justification of the long lead in time. One of
which is that seed collection takes time. Seed it is not available all year and by its
very nature does not produce reliable tree form for street tree planting, needing a
high cull rate, this increases cost to the supplier and to Council.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                   Committee of the Whole Page 14

ITEM 3 (continued)

Council does have an ongoing program of street tree planting in its Capital Works
Program. It would be appropriate for a percentage of plants, say 50%, which would
be sourced in this way. These trees could be planted in streets and parks where they
would contribute to conservation areas or wildlife corridors.

Street Tree Planting 2008/09
The 08/09 Street Tree Planting Program was not fully implemented due to further
investigation and consultation into the use of Endemic trees as required by Council.
Due to this delay, the trees Council had ordered for the 08/09 program were sold by
the suppliers, apart from the native trees Banksia serrata and Angophora costata,
which were obtained. These will be planted at Santa Rosa Park in the next few
weeks.

Street Tree Planting 2009/10
The 09/10 Street Tree Planting Program is on schedule and all necessary
consultation has been completed.

As outlined in the Council Resolution of 1 September 2009 residents of Dan, Greene,
Delange, Callaghan, Cutler, Glenayr and Doomben Streets had a letter (some 400)
delivered by hand by 14 September asking for feedback on the questions of;
    • Preference for native or exotic tree species
    • Any objection to the planting of the suggested species on the nature strip (a
       picture of the species was attached to the letter)
    • Any preferred species that was not listed.

Thirty-two replies (8%) were received;

      Street       Request no tree       Happy with           Would prefer a
                   be planted            recommended          smaller species
                                         Species
      Dan          5                     1
      Delange      6
      Cutler       9                                          2
      Greene       2                     2
      Glenayr      4                                          1
      Doomben      No response
      Callagan     No response

As a result of this consultation process, those residents who were happy with the
recommended species and those who did not respond will have a tree planted on the
nature strip in the 09/10 program.

Those residents who requested a smaller species will be contacted to resolve a
suitable species from the street tree list which was adopted by Council on 1
September.



Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 15

ITEM 3 (continued)

Trees will not be planted where residents did not wish to have a tree in front of their
house.

Consultation
Internal Council business units consulted included:-
•     Public Works.

Internal Workshops held:-
•     Not applicable.

City of Ryde Advisory Committees consulted included:-
•     Bushland & Environs Advisory Committee.

External public consultation included:-
•    Residents of the streets concerned, outlined in the body of the report.

Comments
As outlined in the report.

Critical Dates
There are no critical dates or deadlines to be met.

Management Plan Budget / Linkages
This project is from the Management Plan Capital Works listed on page No. A-12 of
the Management Plan 2009-2013.

Relationship to Key Outcome Areas
            People
            This project meets the following key outcomes for People (set out on
            page 50 of the Management Plan 2009-2013):
P2 A city that plans for people by involving them in decision making to improve their
     quality of life.

Residents are encouraged to take part in processes that will have a long term impact
on their suburb and local environment.

           Assets
           This project meets the following key outcomes for Assets (set out on
           page 60 of the Management Plan 2009-2013):
A3   A high standard of visual appearance for our infrastructure, built environment
     and public areas.

Street tree planting has many benefits to the community and the local environment
and provides a more aesthetically pleasing environment.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 16

ITEM 3 (continued)

            Environment
            This project meets the following key outcomes for Environment (set out
            on page 69 of the Management Plan 2009-2013):
E5   A leafy City through parks, gardens, trees and the built environment.

Street tree planting has many benefits to the community and the local environment
and provides a more aesthetically pleasing environment and provides habitat for
native fauna.

           Governance
           This project meets the following key outcomes for Governance (set out on
           page 79 of the Management Plan 2009-2013):
G1   Improved awareness and understanding of Council’s decisions by the
     community.
G2   Members of the community are engaged in democratic decision making.

The program has a high degree of involvement by the community in deciding the
species of tree to be planted, with the ability to decide that they do not want a tree in
front of their house.

Financial Impact
Adoption of the option(s) outlined in this report will have no financial impact. This
project is provided for in the current Capital Works budget (2009/10).

Policy Implications
* There are no policy implications through adoption of the recommendation.
However, Council is currently developing an Urban Tree Management Strategy
Discussion Paper which will eventually form the Urban Tree Management Strategy.
This Strategy will identify a Masterplan for the Street Tree Planting Program and
identify species for particular areas and the strategic direction for the provision of
wildlife corridors through the city.

Other Options
That Council not proceed with any planting until the adoption of the forthcoming
Urban Tree Management Strategy, which will proceed through a community
consultation process.

Conclusion
A range of issues need to be considered in identifying trees to be planted as part of
the Street Tree Planting Program, including: Infrastructure Requirements; Attributes
of Native, Endemic and Exotic Trees; Availability of Stock / Use of Provenance Stock
and Species Selection. These issues will be considered when deciding on trees to
be used from the adopted listing of possible street trees.

Council staff undertook consultation with residents of the identified streets, feedback
has been noted and implementation, as outlined above, is recommended to occur in
the second quarter of 2010.

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                    Committee of the Whole Page 17

ITEM 3 (continued)

Council’s Urban Tree Management Strategy, planned for development in early 2010
will assist Council in the future to identify and manage the Street Tree Planting
Program according to a clear strategic framework.


RECOMMENDATION:

(a)   That the report of the Manager - Open Space, dated 2/09/2009 on STREET
      TREE PROGRAM - Progress to Date, be received and noted.

(b)   That Council use the agreed listing as adopted on 1 September 2009 for the
      Street Tree Planting Program.

(c)   That the residents of Dan, Greene, Delange, Callaghan, Cutler, Glenayr and
      Doomben Streets be thanked for their participation and advised:
      • Trees will be planted in the second quarter of 2010 for those residents who
         agreed with the species selected
      • Council will contact those residents who requested a smaller tree
      • Trees will not be planted for those residents who did not wish to have a tree
         informed that trees will be planted in the second quarter of 2010.

(d)   Where Council does have an ongoing program of tree planting in its Capital
      Works Program, that 50% of trees be from provenance stock and that these
      trees will be planted in streets and parks where they would contribute to
      conservation areas or wildlife corridors and are appropriate.
ATTACHMENTS
There are no attachments for this report.

Report Prepared By:

Peter Hickman
Manager - Open Space

Report Approved By:

Maxine Kenyon
Acting Group Manager - Community Life




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 18

4      MAJOR PROJECT CONCEPT PLAN APPLICATION No. MP09_0029 TO
       CONSTRUCT A MIXED USE DEVELOPMENT AT 63-77 WEST PARADE,
       WEST RYDE - COUNCIL SUBMISSION

Report prepared by: Client Manager; City Urban Designer
Report dated:       17/09/2009                 File No.: GRP/09/6/3 - BP09/747


Report Summary

Council has received a notification from the Department of Planning (DoP) regarding
a Concept Plan application lodged by Housing NSW with DoP for the redevelopment
of 63-77 West Parade, West Ryde. The proposal involves the erection of a mixed use
development containing 142 residential units, commercial and retail development
with associated basement and ground level parking spaces.

The application is considered a Major Project pursuant to Part 3A of the
Environmental Planning and Assessment Act 1979 and the Minister of Planning is the
approval authority. It has been placed on public exhibition and whilst the City of Ryde
has no role in the assessment process it is able to make a submission to the DoP.

This report provides a detailed description of the proposal and recommends that
Council make a submission to the DoP as detailed in this report.

Background

On 25 March 2009, the Minister for Planning declared that the proposed development
is a development of a kind to which Part 3A of the Environmental Planning and
Assessment Act applies i.e., a Major Project.

On 4/5/09 the Housing NSW, the proponent obtained the Director General’s
Environmental Assessment Requirements (DGRs) for the construction of a mixed use
development comprising of 140-150 residential units with associated commercial
floor space and community facilities. The concept schematic plans showed that the
development was proposed to be built in three building blocks of 3, 4 and 14 storeys -
the tallest building being located close to the existing 9 storey building adjacent to the
site.

Council was given an opportunity to provide the Director General its key issues and
assessment requirements to be incorporated into the DGRs. Council made a detailed
submission on 29 April 2009 highlighting the key issues.

In August 2009 the proponent submitted the subject concept plan application with the
DoP which was exhibited from 2 September 2009 to 2 October 2009. At the DoP’s
request copies of the submitted documents were placed for public viewing at the
Council’s Civic Centre and West Ryde Library. An additional copy was placed at the
Top Ryde Library.

At Council’s request the DoP has extended the closing date to 20 October 2009 to
enable Council making a submission to this current proposal.
Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 19

ITEM 4 (continued)

Report

The Site:

The site has an area of 3,745.4m2 and is comprised of an amalgamation of the
following allotments of land:

Lot 1 in DP 19985, 63 West Parade, West Ryde
Lot 2 in DP 19985, 65 West Parade, West Ryde
Lot 3 in DP 19985, 67 West Parade, West Ryde
Lot 4 in DP 19985, 69 West Parade, West Ryde
Lot 5 in DP 19985, 71 West Parade, West Ryde
Lot 6 in DP 19985, 73 West Parade, West Ryde
Lot 7 in DP 19985, 75 West Parade, West Ryde
Lot 8 in DP 19985, 77 West Parade, West Ryde

It is located between the Northern Railway Line and West Parade and adjacent to
West Ryde urban village.

The subject site is situated on a ridge of land which divides the two sides of West
Ryde village. The railway line is located along this ridge. The subject land along the
western side of the railway line is adjacent to West Ryde town centre core and is part
of the highest area of land available for development within West Ryde.

The area around the West Ryde village is made up of high to low density housing.
The land adjacent to the southern boundary of the subject site contains two 9 storey
apartment buildings.

The proposal:

The concept application as detailed in the submitted documents is summarised
below:

      Basement level – parking
      Ground floor – parking, office space and commercial/retail space
      Four towers – constructed over a ground level podium to contain approximately 142
      residential units in the following ways

      - Tower A – 12 storeys including ground level to contain 55 private housing
      - Tower B – 5 storeys including ground level to contain 24 private and affordable
        housing
      - Tower C – 8 storeys including ground level to contain 35 social housing
      - Tower D – 5 storeys including ground level to contain 28 social housing

The development is to be carried out in two stages i.e., Tower C and D will be
constructed as Stage 1 and Tower A and B will be constructed as Stage 2. The
demolition works are being carried out in accordance with the development consent
No. LDA2009/0026 granted by Council on 12 March 2009.

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 20

ITEM 4 (continued)

The details of the proposal are as follows:

Proposed Components                                            Provided
1 Bedroom Units                                                    46
2 Bedroom Units                                                    96
3 or 3+ Bedroom Units                                              Nil
Office space                                                     640m2
Retail Space                                                     400m2
Car Parking for
     Social Housing                                                6
     Affordable Housing                                            5
     Private Housing                                              44
     Private Visitors                                             14
     Retail Space                                                 Nil
     Office Space                                                 17

Plans of the proposed development are attached to this report as Attachment 1.

Documentation:

Council has been provided with a hard copy of the Environmental Assessment for a
Concept Application – dated August 2009 prepared by a number of consultants
engaged by the Housing NSW.

Due to the large volume of the document this report is not circulated to the
Councillors, however, an electronic copy has been placed in Council’s recording
system and a hard copy is placed in Council files.

The abovementioned Environmental Assessment report may be down loaded from
the DoP web site: http://majorprojects.planning.nsw.gov.au/

or from the following web-link:

http://majorprojects.planning.nsw.gov.au/index.pl?action=view_job&job_id=2958

Key Issues:

Permissibility and Landuse:
The subject site is zoned residential 2(c5) and the proposed development for the
construction of residential flat buildings is a permissible form of development with
consent under the provisions contained in the City of Ryde Planning Scheme
Ordinance (RPSO). The permissibility of retail and commercial uses is uncertain as
these are only permissible as ancillary uses. In this proposal the size of the retail and
commercial elements would be difficult to interpret as ancillary.

It is noted that under Section 75R the Minister has the authority to set aside
provisions of any local planning instrument and therefore, she could disregard this
issue.


Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                              Committee of the Whole Page 21

ITEM 4 (continued)

Current data obtained by Council’s Consultants suggests retail uses are not viable
outside of the town centre core itself unless it is servicing the immediate residents
(such as café). The location, which is out of the town centre core, might realistically
support ground floor uses such as town houses or apartments to provide direct
access to street at ground levels. Retail uses in this location are not envisaged in the
master plan principles for the Retail Precincts.

Compliance with the planning controls:
The following table provides the compliance and non-compliances of the proposal
against the applicable planning controls:

Ryde Planning Scheme Ordinance (RPSO)
Controls                        Required                     Provided             Complies
Clause 46 - Minimum allotment size           840m2           3745.4m2             Yes
          - Minimum frontage                 24m             135.85m              Yes
Clause 51 – Floor Space Ratio (FSR)          0.75:1          3.1:1                No
Clause 55 – Flat Building Density
Controls
            Site area                        12820m2         3746m2               No
            Landscaped area for each                                              (71%shortfall)
            dwelling (including podium)      5220m2          1360m2
                                                                                  No
                                                                                  (73%shortfall)
Clause 56 – Parking for 46 small and 96      46 x 1 =   46   86 with an option    No (shortfall
            medium dwelling units            96 x 1.2= 116   for 117 (including   of 129
            Visitor                          1/4units= 36    17 office parking    residential
                                             Total = 198     spaces)              car spaces)

Draft Local Environmental Plan 2008 (DLEP)
The subject site is zoned R4 High Density Residential and the concept plan proposal
comprising residential, public building, community facility and ancillary is a
permissible form of development with Council’s consent.

The following table summarises the compliance/non-compliances of the proposal
against numerical controls of the DLEP:
Controls                                         Required      Provided      Complies
Clause 4.3 – Height of Building                  11.5m         17.07m to     No
                                                               38.1 (max)
Clause 4.4 - Floor Space Ratio                   Nil           3.1:1         Not applicable to
                                                                             residential flat
                                                                             buildings unless
                                                                             shop top housing
Clause 4.5B – Density (required site area)
                                                 Maximum
(46 x1 bed) x 70m2 = 3,220m2                     3,745.4m2     12,820m2      No
(96 x 2 bed) x 100m2 = 9,600m2

Ryde Development Control Plan 2006 (DCP 2006)
The following table provides the compliance and non-compliances of the proposal
against the applicable numerical controls contained in Part 3.4 –Residential Flat
Building of the DCP 2006:

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                             Committee of the Whole Page 22

ITEM 4 (continued)

Controls                                     Required        Provided     Complies
Clause 3 – Minimum allotment size            840m2           3,745.4m2    Yes
Clause 5 – Density (required site area)      Same as         Same as
                                             above DLEP      above
Same as above DLEP table                     table           DLEP table   No
Clause 6 – Building height
           Storeys (max)                     3 storeys       12(max)      No
           In Metres                         11m             38.1m(max)   No
Clause 7 – Setbacks (from 5 to 8+
storeys)                                     14m -18.5m      2m           No
           Front                              9m -13.5m      4m           No
           Side                               9m - 3.5m      3m           No
           Rear
Clause 9.1 – Parking for 46x1bed and         46 x 1 = 46     86 with an   No (shortfall
             96x2bed dwelling units          96 x 1.2= 116   option for   of101 car spaces)
             Visitor                         1/4units= 36    117
Clause4.2 of Section 9.3 of DCP 2006         Total = 198
             Retail @1/25m2 400/25                      16   Nil          No 100% short
             Office @ 1/30m2 640/30                     21   17           No shortfall of 4
                                             Total = 235
Clause 10.1 – Landscaping

(46 x1 bed) x 30m2    = 1,380m2              5,220m2         1,360m2      No
(96 x 2 bed) x 40m2   = 3,840m2

Draft Ryde Development Control Plan 2008 (DDCP 2008)
The following table provides the compliance and non-compliances of the proposal
against the applicable numerical controls contained in the DDCP 2008:

Controls                                        Required     Provided     Complies
Clause 2.1 – Density
To be calculated as per Clause 4.5B of the      Not to       3,745.4m2
DLEP 2008 i.e.,                                 exceed the                No
                  2            2
                                                site area
(46 x1 bed) x 70m    = 3,220m                   i.e.,
(96 x 2 bed) x 100m2 = 9,600m2                  12,820m2

                                                Maximum      46
No of 1 bedroom units not to exceed 50% of      allowed                   Yes
the total No of dwellings                       71

Clause 2.2 – Building Height                    Maximum 3    12 storeys   No
                                                storeys
Clause 3.1 – Setbacks (5 to 8+ storeys)         Same as      Same as
                                                above        above        No
                                                DCP2006      DCP2006
                                                table        table




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 23

ITEM 4 (continued)

Controls                                 Required     Provided     Complies
Clause 5.1 - Parking                     Same as      Same as
                                         above        above        No
                                         DCP2006      DCP2006
                                         table        table
Clause 6.1 - Landscaping                 Same as      Same as
                                         above        above        No
                                         DCP2006      DCP2006
                                         table        table

It is noted from the above tables that the proposal contains significant variations to
both development standards and controls contained in the Development Control
Plans. These are discussed below:

FSR and Density:
It is noted from the submitted documentation that the proposal exceeds the maximum
FSR control of 0.75:1 to an FSR of 3:1. Also it does not comply with the site area
and landscaped area requirements.

Whilst the provisions of the State Environmental Planning Policy No.1, may be
invoked in considering such significant variations to the development standards, or
the provisions under Section 75R of the Environmental Planning and Assessment Act
1979 may be applied by the Minister with respect to the approved Major Project
where the Minister has the authority to set aside provisions of local environmental
planning instruments, it should be Council’s request that the proposal is further
developed in consultation with Council in order to ensure that the development
provides for significant public domain and associated streetscape improvements and
landscaping works including undergrounding of power lines along the full frontage of
the site.

The compliance tables presented in this report clearly shows that a 3 storey height
limit applies to the subject site under the applicable planning instruments. Given that
the existing taller buildings in the centre have set a precedent, it may be supported
that the proposal achieve higher densities than the surrounding 3 storey buildings
and that they are designed to be generally commensurate with the scale of the
existing taller buildings in the centre (the two brown brick buildings).

In this context the form of the proposal and density being presented may be
supported in principle, however, the proposed height is a matter of concern from an
urban design point of view. In the event that the approved CRI development (up to 12
storeys) on the eastern side of the railway tracks does not go ahead, this
development would be the most prominently visible feature within the West Ryde
precinct of the Local Government area.

Council in its previous submission to the Director General suggested that the building
height does not exceed 10 storeys and the proponent designs the proposal following
a thorough urban design analysis in order to present with high quality elevation
treatments that would result in a building bulk less visually intrusive when viewed
from near and afar.
Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                          Committee of the Whole Page 24

ITEM 4 (continued)

Council would welcome an opportunity to be involved in working with the Housing
NSW on developing a workable development solution on the site.

Urban Design:

Introduction
It is noted that the proposal is at a conceptual stage and the design documents have
not been completed as yet. Therefore, urban design/public domain issues cannot be
assessed at this point of time. However, given the site context and based on the
information provided and the submitted sketch plans the following major urban design
issues are identified:

      The current scheme is for a mixed used building containing retail, commercial and
      residential components.

      The predominant use is residential and approximately 142 units are being proposed.

      Half of these will be developed for the private market. The other half will remain in
      public ownership as public housing.

      The site is long and narrow running north from the town centre to Miriam Road.
      It is located next to the railway line to the east.

      The site falls outside the West Ryde Urban Village area. However, due to the size of
      the project and its proximity to the town centre there is reason to link the southern
      part of the site into the West Ryde village.

      The northern part of the site is residential in character.

Building Massing
The proposed scheme consists of 4 towers of between 4 – 11 storeys sitting on a 2
storey podium with another basement car park level below. There is a general but
inconsistent reduction in height running south – north across the site.

It is noted that the previously submitted concept for the site had a single high tower
(14 storeys) at the southern (town centre) end with the remainder of the buildings
being 3-4 storeys. Such an approach was more in keeping with the existing character
and scale of the surrounding area than the current proposal. Council in its previous
submission to the Director General suggested that the building height does not
exceed 10 storeys on the basis that it would be

      more in line with the current controls which allow for up to 10 stories adjacent
      to the railway station but only 3-4 stories in the R4 zone,
      the site being adjacent to an existing 9 storey development and WestRyde
      Urban Village, and
      recent approval for up to 12 storeys granted under Part 3A to the CRI
      development on the other side of railway tracks and at Ryedale Road.


Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                        Committee of the Whole Page 25

ITEM 4 (continued)

The following comments refer to the current concept.

The change of height across the site is supported in concept. It provides a transition
from the existing high rise adjacent to the town centre back to the single storey
residential buildings adjacent on Miriam Road. However there are a few provisons:

      Tower A is 12 storeys high (effectively 13 storeys due to the height of the podium
      level). Although containing only 2 additional storeys the topography of the site means
      the tower will be 4 stories higher than the existing residential towers. This is
      considered excessive as the massing will dominate the local skyline. As detailed in
      Council’s previous submission the height should be reduced to 10 storeys (including
      the podium). This is consistent with existing controls for the adjacent West Ryde
      transport precinct.

      Tower B sits between and is lower than towers A and C. This emphasises the height
      of the two taller towers and in particular tower C. It disrupts the transition from high
      rise tower adjacent to the town centre down to lower rise at Miriam Road.
      Furthermore, this arrangement contradicts the solar access report recommendation
      that lower towers be placed to the north of a taller tower to maximise northern sunlight
      into the apartments. The current proposal will reduce solar access to tower B.

          o   It is recommended that the transition from a higher to a lower built form be
              maintained across the site.

      Tower C is 8 storeys high (effectively 9). This is a change to the preliminary sketch
      proposal and is not supported. It is out of scale with the 3 storey buildings opposite.
      The proposed massing of tower 3 weakens the overall building form as noted above.

          o   It is recommended that tower C be reduced in height and be no higher than
              tower B.

      The height of the building (tower D) at the northern end of the site is out of character
      with the surrounding area (single houses and 3 storey walk-ups). The height is
      effectively 6 residential stories.

          o   It is recommended that the height be reduced to 4 storeys (including podium)
          o   The reduction in housing could be offset by incorporating residences at street
              level. In addition to maintaining dwelling numbers this would be a more
              appropriate use than retail or commercial adjacent to the Miriam Road
              residential area.

The proposal does not meet the separation or setbacks nominated in the Residential
Flat Design code. It is recommended that these be met.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                          Committee of the Whole Page 26

ITEM 4 (continued)

Building Form and Streetscape
The built form comments are by necessity of the preliminary nature of the documents
very general. It is recommended that built form be developed in line with the Sepp 65
objectives as the design is further resolved. These include:

      Building definition eg creating base, middle and top elements,
      Strong articulation of entries, corners, openings and facades,
      A variety of materials and finishes that will provide richness of detail and architectural
      interest especially at visually prominent parts of the building noted above.
      The facades should not contain large areas of blank wall or car parking
      The scale of the buildings particularly at street level should be consistent with the
      residential character of the area.

The current proposal includes podium around the base of the building to the
boundary line. The podium is visually 2 storeys high and follows the site boundary.
There are a number of concerns with the form and length of the podium:

      The podium form is not appropriate in a suburban residential setting. A podium form
      is most often successful in a city centre or urban setting. Along this section of West
      Parade it is not consistent with the existing or future residential character of the street.
      The northern end of the site which is adjacent to a low density residential precinct is
      of particular concern.
      The podium creates a wall along the entire development eliminating views into and
      through the site.
      The podium will visually dominate the local streetscape forming a large horizontal
      element that may isolate the proposed development from the street.
      The extent of retail use along the podium is not appropriate for the neighbouring
      residential dwellings.

The following is recommended to achieve an acceptable urban design outcome for
the local community:

      Redesign the proposed development to reduce or remove the podium
      With or without the podium the proposal should maintain a pedestrian scale through
      the articulation and detailing at street level including consideration of the following:
          o Adopting a successful lot structure / modulation of similar scale buildings. If
              the 2 storey podium remains local examples of successful pedestrian scale
              are the existing Ryedale Road shops. They establish a building articulation
              and fenestration pattern which is suitable for a long 2 storey building. (The
              Dept. of Housing’s consultant Caldis Cook have used such an approach with
              their Newtown apartments project)
          o Provide strong articulation and a richness of detail and architectural interest
              through, material and finishes at street level.
          o Consider the detailing of street awnings to support the building articulation and
              the proposed retail use at street level.
          o The retail premises should be orientated to the street front and local
              community.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                         Committee of the Whole Page 27

ITEM 4 (continued)

       The design allow for safe, active street fronts which complement the local area and
       contribute to the public domain. A variety of uses should be considered at street level.
       For example residential use at street level would be consistent with the character of
       the street and local area particularly at the northern end of the site.
       The northern edge of the podium be treated as an active public space.

Public Domain:
The applicant’s submission states that the landscape space with in the development
is relatively low. Therefore, the proposed development will create a greater demand
on the public domain locally and in the town centre. It will also create a more urban
character to the street in West Parade which is not desirable in the residential
context.

Based on this it is recommended that:

       the project enhances the local public domain and provide integration between the
       private and public domain. In particular the applicant should upgrade the public
       domain in West Parade as per current DCP requirements for the town centre.

       the design of the northern edge of the building include an active public space which is
       integrated with the small reserve to the north of the site. This will improve the
       transition to the residential buildings to the north.

Relationship to topography, view loss and solar access:
The submission does not fully discuss the impact of the proposed project on all its
immediate neighbours. This should be rectified.

The site is located on part of the highest topographic location within the West Ryde
precinct of the Ryde LGA. The site follows the ridgeline and the railway line. This
results in the site being significantly prominent both from the surrounding streets and
from within the West Ryde Urban Village Centre. The site is also significantly visible
throughout the local area as it sits at the centre of a topographic ‘bowl’ and is
surrounded to the West, North and East by a high ridgeline.

The position of the site will result in any such proposal being highly visible from within
the suburbs of Ryde, Denistone West and East, Eastwood and West Ryde. In
addition to the position, the tower building will result in all sides being highly visible
from near and afar. The site is also one of the major entry points into West Ryde.

Car Parking, Traffic Generation and Future Traffic Facilities:
Car parking controls are provided under Clause 56 of the RPSO and under section
3.4 and 9.3 of the Development Control Plan 2006. The total number of parking
provisions depends on the dwelling mix and other permissible land-uses. The
dwelling mix that has been provided with this concept plan is to erect 46 x 1 bedroom
and 96 x 2 bedroom units, which is an indicative figure only. Based on a strict
interpretation of the RPSO, the proposal requires a total of 235 car parking spaces.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 28

ITEM 4 (continued)

If the proposal is assessed against the requirements of the West Ryde Urban Village
Precinct, then the requirement is 190 spaces. Given the proximity of the site to the
Urban Village Core (it is adjacent) then this may be deemed a more appropriate
figure.

The applicant, Housing NSW has requested a variation to the parking requirements
mainly on the basis that

       the subject site is close to transport node,
       the provision of social housing where parking need is minimal and
       the site being adjacent to West Ryde Urban Village.

The Housing NSW suggests that this is an effective measure to encourage mode
shift to public transport together with increased walking and cycling.

With a discount rate applied for Social Housing (having regard to the lesser parking
requirements under West Ryde Urban Village DCP) it would suggest that an off-
street parking provision in the order of 138 spaces would be considered adequate.
The proponent has suggested a parking provision of 86 spaces which is 52 spaces
less than the minimum required under the West Ryde Urban Village DCP with a
parking rate discount applied for Social Housing.

Council’s Traffic Engineer has made the following comments in this regard:

“It is recommended that the applicant engage an independent organization proficient
in undertaking parking assessment surveys to gauge the level of parking demand at
similar NSW Housing sites, that are within close proximity to a State Road and Major
Public Transport Infrastructure (rail and/or bus).”

Having regard to the impacts of traffic generation, Council’s Traffic Engineer has
indicated that the applicant’s traffic report needs to provide details on the Level of
Service, Degree of Saturation, etc for the nearby street intersection(s).

Council’s Traffic Engineer further states that any measures that improve pedestrian
accessibility across busy streets would be supported.

Council’s submssion should insist that the proposal provides a minimim of 138
spaces within the development. It is noted that a shortfall in the provision of car
parking space attarcts a contribution of $15,777.99 per space under Council’s
Section 94 Contributions Plan.

Council’s Traffic Engineers report is attached to this report as ATTACHMENT 2.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 29

ITEM 4 (continued)

Section 94 Contributions:
Councils have been empowered under Section 94 of the Environmental Planning
and Assessment Act, 1979 to levy monetary contributions against development that
will place increased budget commitments on Council in terms of infrastructure and /
or service provision. In this case Section 94 contribution is payable in accordance
with Council’s Section 94 Contributions Plan.

The payable amount is calculated as follows noting that the number of dwelling yield
is indicative only and would be finalised by the Housing NSW in the subsequent
Project Specific Applications:

        46 one bedrooms x $9,083.71         = $ 417,850.66
        96 two bedrooms x $10,900.45        = $ 1,046,443.20
        640m2 Office x $ 110.96             =$     71,014.40
        400m2 Retail x $ 64.46              =$     25,784.00
               TOTAL                        = $1,561,092.20

Contributions for the shortfall of 52 spaces @ $15,777.99 per space would be
$820,455.48.

Housing NSW is seeking an exemption from the Section 94 Contributions mainly on
the following grounds:

       The proposal will deliver significant public benefit to the local area by way of
       providing social housing and potentially affordable housing;
       The proposed development will provide substantial amount of open space
       which will benefit the residents and thereby the greater community;
       The proposed development will have minimal impact on Council’s Roads,
       traffic management and stormwater management facilities; and
       The proposal will incorporate significant ESD measures (not yet articulated).

The submitted documents also states that Housing NSW would work with Council ‘to
try’ to incorporate cycleway elements within the project streetscape and provide
bicycle parking facilities.

It is noted that the project is at a conceptual stage and the final stage is yet to be
developed. Any development of this nature attracts contributions either cash or kind
such as material public benefits under the section 94 Contributions Plan. The
proposal does not offer any acceptable material public benefit, services and
infrastructure in lieu of the amount payable other than the provision of social housing.
Further there are no policies in place to waive the application of Council’s Section 94
Contributions Plan.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 30

ITEM 4 (continued)

It should be noted that the argument regarding the provision of Section 94 for the
social housing should not automatically extend to the commercial, retail and private
housing elements. It should also be noted that the affordable housing may at
sometime in future, revert to normal housing (the affordable housing SEPP
nominates a 10 year minimum time frame).

In view of this Council may not elect to support the request of Housing NSW to waive
the contribution amount. However, in the event that Housing NSW offers an
acceptable public benefit in consultation with the City of Ryde, Council should
reserve the rights to deal with this matter.

Council’s submission in this respect should include a request to the Minister not to
accept the applicant’s request to waive the payment of section 94 contributions and
that Council should be given an opportunity to calculate the section 94 contributions
amount and draft appropriate conditions in the event that the Minister is mindful of
granting consent to the proposal.

Stormwater Management:
Council’s Stormwater Engineer has assessed the proposal based on the information
currently available, and made the following comments:

“A stormwater management plan describing the proposed property drainage system,
including on-site detention system and proposed connection to Council’s stormwater
drainage system in West Parade is to be submitted with the application and referred to
Council for comment in order to confirm all of the development lots are adequately drained
and the scope of any drainage works within the public domain.”

Consultation
Internal Council business units consulted included:-
•     Strategic Planner
•     Senior Traffic Engineer
•     Drainage Engineer

Comments received upon consultations have been incorporated in this report.


Critical Dates
The following deadlines are required to be met:

     A submission is to be made to the Department of Planning on or before 20
     October 2009.

Management Plan Budget / Linkages
This project has no management plan budget linkages.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 31

ITEM 4 (continued)

Relationship to Key Outcome Areas
            People
            This project meets the following key outcomes for People (set out on
            page 50 of the Management Plan 2009-2013):
P2 A city that plans for people by involving them in decision making to improve their
     quality of life.
P3 A harmonious community through a culturally enriched and respectful society.

This project will provide the City of Ryde community a range of housing choices
within the high density residential environment, close to transport node.

           Assets
           This project meets the following key outcomes for Assets (set out on
           page 60 of the Management Plan 2009-2013):
A1   Well designed streets and paths where motorists, cyclists and pedestrians feel
     safe.
A2   Well designed places and spaces that minimise personal harm and where
     people interact with each other.
A3   A high standard of visual appearance for our infrastructure, built environment
     and public areas.

This project will support the public transport system, improve the infrastructure
facilities within West Ryde.

           Environment
           This project meets the following key outcomes for Environment (set out
           on page 69 of the Management Plan 2009-2013):
E1   Clean air through better integrated transport systems.
E2   Clean water through control of pollution entering our waterways and through
     protection of these waterways.
E3   Preserved natural ecological systems and areas.

This project meets the key outcomes for Environment seeking to provide attractive
streets, public places and buildings through better planning and design which is
responsive to community expectations and our local environments.

             Governance
             This project meets the following key outcomes for Governance (set out on
             page 79 of the Management Plan 2009-2013):
This project meets key outcomes for Governance in providing for improved
communication and engagement with the community and increased awareness and
understanding of Council’s decisions by the community. In addition, it provides an
efficient and effective regulatory environment and compliance with all legislative
requirements and statutory obligations.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 32

ITEM 4 (continued)

Financial Impact

Adoption of the recommendations outlined in this report will have no financial impact.

Policy Implications

There are no policy implications through adoption of the recommendation.

Other Options

Council may resolve not to make any submission to the major development
application, the subject of this report.

Conclusion

This Major Project under Part 3A of the Environmental Planning and Assessment Act,
1979 seeks approval of concept plan from the Minister for Planning. The applicant is
Housing NSW. It involves the erection of a Residential Flat Building to accommodate
142 dwelling units and retail and commercial facilities. The Department of Planning
has advertised the concept plan application and provided Council with an opportunity
for making a submission.

This report has identified that the permissibility of the proposal is questionable as it
incorporates commercial and retail facilities. It is also is non-compliant with the
building height, FSR, minimum site area, setbacks and the car parking controls
contained in the applicable planning instruments. Further the applicant has requested
an exemption from the payment of section 94 contributions which has not been
supported by any significant public benefit offer other than the provision of a social
housing component. The proposal also requires substantial design amendments
when the final design is progressed in order to address a number of Urban Design
issues as detailed in this report.

In view of the above, it is considered appropriate to make a submission to the
Department of Planning by Council having regard to the issues and concerns
highlighted in this report.


RECOMMENDATION:

(a)   That the report of the Client Manager and the City Urban Designer, dated
      17/09/2009 on MAJOR PROJECT CONCEPT PLAN APPLICATION No.
      MP09_0029 TO CONSTRUCT A MIXED USE DEVELOPMENT AT 63-77
      WEST PARADE, WEST RYDE - COUNCIL SUBMISSION , be received and
      noted.

(b)   That Council resolves that a submission be prepared in the light of the issues
      and concerns detailed in this report and submitted to the Department of
      Planning.
Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                               Committee of the Whole Page 33

ITEM 4 (continued)

ATTACHMENTS
1 Concept Plans
2 Traffic Engineer's Report


Report Prepared By:

Zia Ahmed
Client Manager

John Wilson
City Urban Designer

Report Approved By:

Dominic Johnson
Group Manager Environment & Planning




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 34

ITEM 4 (continued)                                                     ATTACHMENT 1




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                       Committee of the Whole Page 35

ITEM 4 (continued)                                                     ATTACHMENT 1




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                       Committee of the Whole Page 36

ITEM 4 (continued)                                                     ATTACHMENT 1




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                             Committee of the Whole Page 37

ITEM 4 (continued)                                                            ATTACHMENT 2



Memorandum                                                     City of Ryde
                                                                               Public Works

To:         Zia Ahmed                                                               Our Values

From:       Harry Muker                                                            Professional
            Senior Traffic & Development                                             Teamwork
            Construction Engineer – Public Works                                    Leadership
                                                                                        Ethical
Date:       22 September 2009                                                             Pride
                                                                                   Recognition
File:       Not Provided

Subject:    Housing NSW Development at 63-77 West
            Parade, West Ryde (Part 3A) - FINAL


Zia

I refer to your email dated 7 September 2009 where it is clearly stated that this application has
been lodged pursuant to Part 3A of the EP&A Act 1979.

The proposal entails the construction of 142 units (likely to be a 50%:50% mix of social and
private housing (including seniors living)) plus relevant commercial elements.

PART A: Parking Assessment

The proponents traffic consultant has proposed the following parking rates/provisions (extract
from the West Ryde Redevelopment Project – Transport and Accessibility Impact Study
(TAIS) by ARUP – July 2009)

Table 1.0 – Extract from ARUP’s TAIS




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                                  Committee of the Whole Page 38

ITEM 4 (continued)                                                              ATTACHMENT 2




To compare the proposed parking provisional rates and relate them collectively to Council’s
DCP 2006 (Parts 3.6 & 9.3 respectively) the following analysis is provided:

•     Part 3.6 – Urban Housing
•     Part 9.3 – Car Parking
•     Part 9.2 – Access for People with Disabilities (as appropriate)

Assumption(s):
• A blended rate has been applied to the proponent unit development at a rate of 1 bedroom
   dwelling (70%) / 2 bedroom (30%). This was derived from Part 5.5 Project Yields (from the
   West Ryde Proposal Justification by WorleyParsons – 4 February 2009)

The rate of 1 bedroom vs 2 bedroom units is applied to Table 1.0 to determine the likely
quantum of 1 bedroom and 2 bedroom units for the overall development. The result is a total
of 99 one bedroom units and 43 two bedroom units (three bedroom units are not provided by
the development)

Table 2.0 – Parking Rate Comparison Summary


                                                                                West Ryde Urban
                                            Ryde DCP 2006
                                                                                  Village DCP

                                                                                Onsite
                    GFA/                    No of                     No of                  No of
    Description               Part 3.6                 Part 9.3                 Parking
                    Units                  Spaces                    Spaces                 Spaces
                                                                               Provision

 1 bedroom
                     99       1 space        99        1 space          99     0.75 space     74
 dwelling




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                               Committee of the Whole Page 39

ITEM 4 (continued)                                                           ATTACHMENT 2
                                                      1.2
 2 bedroom                                          spaces
                   43       1 space        43                       52       1 space        43
 dwelling                                             per
                                                    dwelling
                                                      1.6
 3 bedroom                                          spaces                     1.25
                   Nil     2 spaces        Nil                      Nil                     Nil
 dwelling                                             per                     spaces
                                                    dwelling
                            1 space                  1 space                  1 space
 Visitors                    per 4         36         per 4         36         per 4        36
                           dwellings                dwellings                dwellings

                            1 space                 1 space                  1 space
 Office (from
                640 sqm      per 30        21        per 30         21        per 30        21
 Part 9.3)
                              sqm                     sqm                      sqm

                            1 space                 1 space                  1 space
 Retail (from
                400 sqm      per 25        16        per 25         16        per 25        16
 Part 9.3)
                              sqm                     sqm                      sqm

Table continues on the following page……….

                                                                             West Ryde Urban
                                          Ryde DCP 2006
                                                                               Village DCP

                                                                             Onsite
                 GFA/                    No of                     No of                  No of
 Description                Part 3.6                Part 9.3                 Parking
                 Units                  Spaces                    Spaces                 Spaces
                                                                            Provision
                  142
                 units+
 Subtotal                                 215                       224                     190
                 1040
                  sqm
 Discount
 (for Social                               63                       67                      52
 Housing)


 TOTAL                                    152                       157                     138



Note(s):
>> The parking rates utilised above under Ryde DCP 2006 apply to properties within 400
metres of Victoria Road, Epping Road or a Railway Station.
>> There are no provisions for a Loading Zone along the frontage of the development as the
on-street parking restrictions are “No Stopping”. Loading Bays are to be provided onsite that
service each tower development.
>> Council’s DCP’s do not have applicable parking rates for both Social Housing and
Affordable Housing which makes a comparative analysis difficult. Council recognizes that a
parking discount for “Social Housing” is appropriate as the need for parking for these types of
developments is likely to be at a rate, lower than Council’s DCP requirements for any I

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                               Committee of the Whole Page 40

ITEM 4 (continued)                                                          ATTACHMENT 2
bedroom and 2 bedroom units under Council’s current Planning instruments. The applicable
parking discount for Social Housing is calculated and summarized in the table below:

Table 2.1 – Parking Discount for Social Housing


                                                                             West Ryde Urban
                                         Ryde DCP 2006
                                                                               Village DCP

                                                                             Onsite
                 GFA/                    No of                     No of                  No of
 Description                Part 3.6                Part 9.3                 Parking
                 Units                  Spaces                    Spaces                 Spaces
                                                                            Provision
 1 bedroom
 dwelling          44       1 space       44        1 space         44      0.75 space       33
 (70%)
                                                      1.2
 2 bedroom
                                                    spaces
 dwelling          19       1 space       19                        23       1 space         19
                                                      per
 (30%)
                                                    dwelling
 TOTAL
 (Parking          63                     63                        67                       52
 Discount)

The parking provisions for the site show a range of outcomes which are dependent on which
DCP takes precedence. Reviewing the application on the basis of a minimalistic approach
with a discount rate applied (for Social Housing) would suggest that an off-street parking
provision in the order of 138 spaces would be considered adequate. The proponent has
suggested a parking provision of 86 spaces which is 52 spaces less than the minimum
required under the West Ryde Urban Village DCP (refer to Table 2.0) with a parking rate
discount applied for Social Housing.

To gauge whether the proposed parking rates by the proponents’ traffic consultant are
considered “reasonable” or that a “median” parking rate is to be determined and appropriately
applied, it is necessary to support the decision to drastically cut parking provision with
objective data.

It is recommended that the applicant engage an independent organization proficient in
undertaking parking assessment surveys to gauge the level of parking demand at similar
NSW Housing sites, that are within close proximity to a State Road and Major Public
Transport Infrastructure (rail and/or bus).

The results of the parking survey should then be distributed to the relevant stakeholders
(Council, Department of Housing) for further discussion, so that appropriate parking rates can
be determined for the various “mixed” uses.

There has been no reference tabled in the report as to the parking provisions for Disabled
persons. The provisions should be compliant with Council’s Planning Instruments (Part 9.2
Access for People with Disabilities for a Class ‘3’ building).




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                             Committee of the Whole Page 41

ITEM 4 (continued)                                                            ATTACHMENT 2

PART B: Traffic Generation Assessment

The traffic report needs to provide details on the Level of Service, Degree of Saturation, etc
for the intersection(s) as tabled below:

•   Ryedale Road and Marlow Road;
•   West Parade and Miriam Road;
•   West Parade and Anthony Road;

For comparative purposes the likely traffic generation through the above intersections at 2016
as a future base case (including the effects of traffic generation from the two (2) key
development sites) should be taken into consideration when undertaking intersection
analysis.

PART C: Future Traffic Facilities

Council would be supportive of measures that improve pedestrian accessibility across busy
streets, such as:

•   Upgrade of the crossing of West Parade in the form of adding a signalized pedestrian
    crossing on the north leg of the signalized intersection with Anthony Road.
•   A Travel Access Guide (TAG) to be developed by Housing NSW in consultation with
    Council’s Department of Environment and Planning to ensure there is consistency with the
    output.



•   Secure bike parking to be provided at the following rates:
       o 1 Bike Rack per two (2) units; and
       o 1 Bike Rack per two (2) staff
•   Council would be keen to further discuss any further traffic management measures that
    are to be considered on the local road network after the concept design development for
    the subject site has been progressed.
•   Disabled Parking (provisions should be compliant with Council’s Planning Instruments
    (Part 9.2 Access for People with Disabilities for a Class ‘3’ building)).

Please do not hesitate to call to discuss any points tabled above.

Regards,



Harry Muker
Senior Traffic & Development
Construction Engineer – Public Works




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                      Committee of the Whole Page 42

5      91-93 WHARF ROAD, MELROSE PARK - Future Use Options

Report prepared by: Property Manager - Development
Report dated:       8 September 2009          File No.: GRP/09/3/3 - BP09/358


Report Summary
This report provides Council with options for consideration for the use of the former
scout hall at 91-93 Wharf Road, Melrose Park recently acquired by Council.

Background
At the Council meeting No 18/08 held on 17 October 2008 it was resolved:
(a) That the report of the Manager Buildings & Property, dated 16 October 2008 on
      a possible property acquisition and providing various alternatives available to
      Council to progress the matter, be received and noted.

(b)   That the General Manager be authorised to enter into negotiations with the
      party mentioned in the report to establish a strategic alliance with the objective
      of the property being acquired for a community group/community use.

(c)   That a further report be provided to Council before any agreement is signed.

At the Committee of the Whole meeting No 15/08 a confidential Property Matter
report dated 27 October was considered under Item 11 and Council resolved:

That the City of Ryde purchase the property so named in the report.

Contracts for the purchase of this site were exchanged on 12 February 2009, and
settlement was completed on 1 May 2009.

The future use of the site has not been part of any Council’s resolution prior to
purchase. Since purchase the property has been secured, but no works have been
undertaken pending a decision on its future use by Council.

Report
At the meeting of the Committee of the Whole No 2/09, held on 17 February 2009 the
report on Item 5 Confidential Property Matter was considered and it was resolved:

(a)   That the report of the Property Manager – Development dated 12 February
      2009, concerning exchange of contracts for the purchase of the property, be
      received and noted.

(b)   That, in accordance with Section 31(2) of the Local Government Act 1993,
      the property referred to in this report be classified as operational land upon
      being transferred to Council.

(c)   That a further report be submitted to Council following the twenty eight (28) day
      public notification period.



Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 43

ITEM 5 (continued)

(d)   That on transfer of the property to Council, all reports to Council that can legally
      be made available, be made available to the public.

A public notice was placed in the local media to advise that the subject site will be
classified as operational land on completion of the 28 day notification period. The
notification period was completed on the 3 June 2009 with no objections received.
The General Manager’s report Item 5 dated 15 July 2009 was considered at the
Council meeting No 12/09 held on 28 July 2009 and Council resolved inter alia:

(b) That, in accordance with Section 31(2) of the Local Government Act 1993, the
    property referred to in this report be classified as operational land.

There are a number of options available to Council to consider for the future use of
this property. These are discussed later in this report and submitted for consideration
by Council.

The Property and Current Improvements

Erected on the land is an older style, single storey timber framed scout hall built
about 40-50 years ago.

The front part of the building is of rendered brick construction with the balance of the
building externally clad with timber weatherboards and is built on brick piers. It has a
main front entry on the southern elevation of the front part of the building with a
secondary side entry via a ramped pathway leading to a patio on the mid part of the
southern elevation. The building has timber framed windows, timber floors, fibro
sheeting and plasterboard lined walls and a gabled corrugated asbestos cement
“Super 6” roof, gutters and down pipes to the main with skillion roofs at rear and in
part lined with corrugated iron sheeting.

The area of the scout hall is about 254 sqm and comprises two clear span hall-like
areas, original older style and basic kitchen and various rooms. None of these areas
are suitable for public use without some form of refurbishment.

Toilet facilities are located within brick outbuildings to the rear of the scout hall and
are of a very basic specification and finish. They would be unsuitable for use by the
general public without upgrading to a reasonable standard.

There is a garage of brick construction with a reinforced concrete floor, timber framed
roof lined with corrugated iron sheeting, un-lined ceiling and it has dual roller shutter
access (at the front northern elevation). This building measures about 11.35 m x 7.3
m with a gross area of about 83 sqm of clear span accommodation.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 44

ITEM 5 (continued)

A Building Inspection report obtained prior to purchase details repairs required to
floor damaged by wood decay, water damaged ceilings, fences, kitchen fixtures,
external walls & windows, structural cracking in two areas and general refurbishment
including stripping and repainting. The asbestos cement roofing, gutters and down
pipes should be replaced.

The following is a list of those items initially thought as needing attention if the
building is to be retained and used by Council as a community facility:

   Replace the asbestos roof with steel clip lock sheeting
   Replace asbestos downpipes
   Strip paint from weatherboards (check for lead base paints) and repaint.
   Repair rot in weatherboard timbers
   Renovate basic kitchen to modern standard
   Relocate outside brick toilets facilities to inside hall including disabled toilets to
   comply with BCA requirements.
   Upgrade electrical wiring and fittings to BCA requirements
   Compliance with Disability Discrimination Act, particularly with access for the
   disabled.

Costs

Capital Costs
  Immediate repair
  If the building is to be retained for community use it has been estimated that
  approximately $150,000 would be required to bring it up to a reasonable minimum
  standard. Estimates have been derived from the Building Inspection report and
  the items listed above. More details are shown in the attachment which is
  CIRCULATED UNDER SEPARATE COVER and is ON FILE.


Operational Costs
  Immediate ongoing costs
  If the building is occupied by Council as a community facility, annual operating
  costs have been estimated at approximately $10,000 pa as follows:

        Electricity/gas     $1,500
        Water               $1,200
        Rates               $ 300
        Fire safety         $ 500
        Maintenance         $1,000
        Cleaning            $4,000
        Insurance           $1,500




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 45

ITEM 5 (continued)

Options

 Option Description                            Capital costs            Operational
                                                                        costs
 1          Council renovate to enable         $150,000                 $10,000 pa plus
            community use
 2          Seek EOI from community            Nil                      $10,000 pa
            groups for lease – subject to
            renovation costs being met by
            the users
 3          Sell the property                  Nil                      $30,000
                                                                        (vendor’s costs)
 4          Demolish, subdivide and sell       $300,000 - $355,000      $13,000 pa
            one lot, develop remainder for
            community uses
 5          Redevelop as low cost housing      $470,000 - $875,000      $5,000 - $10,000

1. Renovate at Councils cost to comply with existing building regulations and
   lease to community groups
   This option will require expenditure of approximately $150,000 to bring the building
   up to a bare minimum acceptable standard to comply with existing building
   regulations and standards. However, this does not cover any costs to adapt the
   building for use by specific community groups. This could incur an additional
   $200,000 depending on works required to adapt to specific user needs.

     Once completed some of the cost could be recovered by leasing out the facility to
     community groups. Any lease arrangements would need to be negotiated on
     completion of the renovation works. Rental return would not be expected to cover
     the renovation costs if a subsidised community group occupies the building.

2. Seek expressions of interest from community groups to renovate at their
   cost and occupy the building.
   This option will reduce Council’s expenditure with the funding for the works
   provided by the users. Funding provided by the users can be amortised over the
   lease term to calculate a mutually acceptable nominal rental. This has the
   advantage of providing a useful community facility similar to option 1 but without
   the need for Council to meet the renovation costs. However, in the current
   economic climate it may be difficult to find a suitable group that has the funds
   available to undertake the works to the extent required.

3. Sell the property
   This involves the property being sold in its current condition as soon as possible,
   but it is likely that in the current economic climate this may not recover the
   purchase price and ancillary costs. It eliminates the current holding charges. It is
   estimated that the property could be resold on the open market for $850,000 to
   $950,000.


Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 46

ITEM 5 (continued)

4. Demolish all improvements, sell one lot to partially finance the construction
   of a new community facility on the remaining lot.

  This option will enable Council to construct a smaller community facility on one lot
  and partially finance it by the sale of the adjacent lot. However, any requirement
  for car parking on site, may impact on what can be built on the reduced land area.
  A further feasibility study would be required to determine the type and size of
  facility to be built if this option is selected. Ball park estimates are as follows:

     Cost to demolish and remove debris:                $ 30,000 - $ 45,000
     Cost to construct 300 sqm Community facility:      $600,000 - $750,000
     Fit-out costs:                                     $225,000 - $300,000
     Less estimated sale price of vacant Lot:           $500,000
     Net expenditure required                           $300,000 - $355,000

5. Redevelop the site for low cost housing or essential staff housing

  To construct 3 townhouses on the site has been estimated at $470,000 - $875,000
  depending on quality of construction and finishes. This will require a financial
  feasibility study to determine the development potential of the site. The cost for the
  feasibility study is estimated at $5,000-$10,000. Also subject to confirmation that
  use is acceptable under the current zoning.

Depending upon Council’s decision as to which option is to be adopted, it can be
assumed that a further report would be required with more detailed analysis and cost
estimates.

Demographics available for possible use as a Community Hall

Council’s Manager Community & Culture, has provided the following general
guidance as to the potential uses for the hall but it is not a comprehensive list and will
require further consultation with the community to establish the future function of this
facility.

Meadowbank – Melrose Park is an established residential and institutional area. It is
bounded by Victoria Road, Ryde-Parramatta Golf Club, Andrew Street, Adelaide
Street, Constitution Road West, Bank Street, Rhodes Street and Macpherson Street
in the north, Macpherson Lane, Bowden Street and Constitution Road in the east, the
Parramatta River in the south and Wharf Road in the west. Part of the suburb of
Melrose Park is located in Parramatta City.

This suburb has a population of 4092, 72% of whom are aged between 18-59 and
12% between 0-11.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 47

ITEM 5 (continued)

The largest changes in age structure in this area between 2001 and 2006 were in the
age groups:

•   25 to 34 (+241 persons);
•   35 to 49 (+103 persons);
•   18 to 24 (+96 persons), and;
•   50 to 59 (+93 persons).



Analysis of the language spoken at home by the population of Meadowbank -
Melrose Park in 2006 compared to the City of Ryde shows that there was a smaller
proportion of people who spoke English only but a similar proportion of those
speaking a non-English language (either exclusively, or in addition to English).

•   Overall, 51.8% of the population spoke English only,
•   and 36.2% spoke a non-English language,
•   Compared with 57.9% and 36.3% respectively for the City of Ryde.

The dominant language spoken at home, other than English, in Meadowbank -
Melrose Park was Mandarin, with 5.2% of the population, or 211 people using this
language.

Analysis of household income levels in Meadowbank - Melrose Park in 2006
compared to the City of Ryde shows that there was a smaller proportion of high
income households (those earning $1,700 per week or more) as well as a smaller
proportion of low income households (those earning less than $500 per week).
Overall, 28.3% of the households earned a high income, and 15.2% were low income
households, compared with 30.9% and 17.3% respectively for the City of Ryde.

Possible community uses of the facility

Below is a list of possible activities that could take place from the facility however
these possibilities are derived from a desktop exercise. To determine an appropriate
level of need for the use of the facility for a community purpose further research is
required. Community & Culture has a project underway which will determine service
levels and gaps across the Ryde Local Government Area including Melrose Park.
This project is expected to be finalised shortly.

•   Multicultural activity groups
    With a large percentage of people from CALD backgrounds and an apparent lack
    of social support groups in this area, the space may be used for a migrant activity
    group.

•   Partnerships with other organisations
    These could be with such as Meadowbank TAFE to develop programs targeting
    the population. Macquarie Community College may also be interested.
Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 48

ITEM 5 (continued)

•   Children Services
    While the percentage of families is expected to drop from 26% to 24% by 2021
    there is still a lack of children and family services in the area. Options for use of
    the facility may include
    • Play groups
    • Before and after school care
    • Holiday activity programs
    • CALD supported play groups / mothers groups (Relationships Australia –
        CALD Parenting Support Project)

    Development of a Men’s Shed
    A men’s shed could be set up on the site targeting the Ryde LGA.

Consultation
Internal Council business units consulted included:-
•     Buildings and Property Unit
•     Urban Planning Unit
•     Community Life Group

Internal Workshops held:-
•     Not applicable

City of Ryde Advisory Committees consulted included:-
•     Not applicable

External public consultation included:-
Public notification of the proposed classification of the land as operational land was
undertaken by advertising in the local media for 28 days, commencing on 28 April
2009. No formal written objections were received after the expiration of the
notification period.

Critical Dates
There are no critical dates however a decision on the future use of the building is
required to avoid further deterioration of the building and to provide staff with a clear
direction on what actions are required.

Management Plan Budget / Linkages

This project is part of the Management Plan 2009-2013 and there is a capital works
budget of $200,000.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 49

ITEM 5 (continued)

Relationship to Key Outcome Areas
          People
          This project meets the following key outcomes for People (set out on
          page 50 of the Management Plan 2009-2013):

P1   A vibrant city that is economically strong and engages its community through
     cultural and social activities.
P2   A city that plans for people by involving them in decision making to improve their
     quality of life.

This building has potential with modifications to provide an additional community hall
and meeting place if Council decides to use the property as such. It can be renovated
and adapted provided sufficient funds are available for that purpose.

            Assets
            This project meets the following key outcomes for Assets (set out on
            page 60 of the Management Plan 2009-2013):

A2   Well designed places and spaces that minimise personal harm and where
     people interact with each other.
A3   A high standard of visual appearance for our infrastructure, built environment
     and public areas.

The current condition of this property does not meet these outcomes and would need
expenditure as outlined above to bring it up to a basic standard.

            Environment
            This project has no direct relationship to this key outcome area.


           Governance
           This project meets the following key outcomes for Governance (set out on
           page 79 of the Management Plan 2009-2013):
G1   Improved awareness and understanding of Council’s decisions by the
     community.
G3   Review of best practice approaches on Governance to enhance the delivery of
     services to the community.

The advertising of the classification of the land is in accordance with the Local
Government Act 1993. If an Expression of Interest option is adopted the community
will be given the ability to influence the final use of the asset.

Financial Impact
It is estimated that the total initial cost to bring the building up to a minimum standard
for community use is $150,000.



Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 50

ITEM 5 (continued)

An allocation of $200,000 has been included in the capital works budget for 2009/10.

The approximate cost for each option is provided above.

Policy Implications
There are no policy implications through adopting the recommendation.

Conclusion
This report provides Council with five (5) options for the future use of the property at
91-93 Wharf Road Melrose Park. It is recommended that Council now determines
what option it prefers.


RECOMMENDATION:

(a)   That the report of the Property Manager - Development, dated 08 September
      2009 on 91-93 WHARF ROAD, MELROSE PARK - Future Use Options, be
      received and noted.

(b)   That Council make its determination in respect of either Options 1, 2, 3, 4 or 5
      as detailed in this report.


ATTACHMENTS
There are no attachments to this report.

Report Prepared By:

Dirk Nagel
Property Manager - Development

Report Approved By:

Michael Betts
Manager - Buildings and Property

Kim Woodbury
Group Manager - Public Works




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 51

6     ADVISORY COMMITTEE MINUTES- Crime Prevention 20 August 2009

Report prepared by: Manager - Community and Culture
Report dated:       24/09/2009            File No.: COR2009/427 - BP09/755
Report Summary
This report recommends adoption of the of the Crime Prevention Advisory Committee
minutes.

Background
The Crime Prevention Advisory Committee meets bi-monthly and its minutes are
reported to Council for endorsement.

Report
The Crime Prevention Advisory Committee met on 20 August 2009.

The role of the Committee is as follows:
• Facilitate a multi-faceted and coordinated approach to the development of crime
   prevention strategies to prevent and deter future criminal activity in the Ryde
   Local Government Area.
• Facilitate the development of a Crime Prevention Policy and Action Plan.
• Promote cooperation between Council, the community, government and non-
   government agencies in relation to crime issues.

The minutes of the last Crime Prevention Advisory Committee meeting are attached
for Councillors’ information and endorsement.

Consultation
Internal Council business units consulted included:-
•     Not Applicable

Internal Workshops held:-
•     Not Applicable

City of Ryde Advisory Committees consulted included:-
•     Not Applicable

External public consultation included:-
•    Not Applicable

Critical Dates
There are no critical dates or deadlines to be met.

Management Plan Budget / Linkages
This project forms part of the 2008/2009 Operational Budget for Community Life.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 52

ITEM 6 (continued)

Relationship to Key Outcome Areas
          People
          This project meets the following key outcomes for People (set out on
          pages 32-33 of the Management Plan 2007- 2010):

P2    A city that plans for people by involving then in decision making to improve their
      quality of life.

The Crime Prevention Advisory Committee is an opportunity for members of the
community to influence decision making which impacts on their local area through
advice to Council.

            Assets
            This matter has no direct relationship to this key outcome area


            Environment
            This matter has no direct relationship to this key outcome area


            Governance
            This matter has no direct relationship to this key outcome area.
G1    Improved awareness and understanding of Council’s decisions by the
      community.

Community members participating in the Advisory Committee gain greater
understanding of Council processes.

Financial Impact
Adoption of the option(s) outlined in this report will have no financial impact.

Policy Implications
There are no policy implications through adoption of the recommendation

Conclusion
The minutes of the Crime Prevention Advisory Committee are reported for
Councillors’ information and endorsement.


RECOMMENDATION:

(a)   That the report of the Manager - Community and Culture, dated 24/09/2009 on
      ADVISORY COMMITTEE MINUTES- Crime Prevention 20 August 2009 , be
      received and noted.

(b)   That the minutes of the Crime Prevention Advisory Committee meeting held on
      20 August 2009 be received and noted.

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                               Committee of the Whole Page 53

ITEM 6 (continued)

ATTACHMENTS
1 Minutes- Crime Prevention Advisory Committee meeting 20 August        2
  2009                                                                  Pages


Report Prepared By:

Baharak Sahebekhtiari
Manager - Community and Culture

Report Approved By:

Maxine Kenyon
Acting Group Manager - Community Life




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                                Committee of the Whole Page 54

ITEM 6 (continued)                                                                ATTACHMENT 1
                                                                                        Page 54 of
Subject: Crime   Crime Prevention Advisory Committee                                    79
Venue:           Civic, Level 5, Room 2
Date:            20 August 2009
Time:            5.30pm – 6.30pm
Chair:           Councillor Roy Maggio

 Participants
Present Apology Name              Position Title                               Organisation
           X     Vic Tagg         Mayor                                        City of Ryde
           X     Artin Etmekdjian Councillor                                   City of Ryde
           X     Bill Pickering   Councillor                                   City of Ryde
           X     Nicole Campbell Councillor                                    City of Ryde
   X             Maxine Kenyon    Acting Group Manager – Community Life        City of Ryde
   X             Baharak          Manager – Community and Culture
                 Sahebekhtiari                                                 City of Ryde
           X     Suzanne          Community Projects Officer – Children and
                 Gresswell        Families                                     City of Ryde
   X             James            Road and Community Safety Projects Officer
                 Winstanley                                                    City of Ryde
           X                      Manager                                      Ryde Ex Services
                 James Roberts                                                 Club
           X     Peter Macron     Commander-Eastwood LAC                       NSW Police
   X             Dave Robins      Inspector Gladesville LAC                    NSW police,
   X             Judy Harris      Lions Club
   X             Charles Kilby    Ryde Chamber of Commerce
   X             Jim Szabo        Inspector-Eastwood LAC                       NSW Police




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                                 Committee of the Whole Page 55

ITEM 6 (continued)                                                                     ATTACHMENT 1
Details                                                                           Action    Date
1.   Introduction and apologies
     Acting Group Manager Community Life was introduced to the                   Nil
     Committee by the Chair.
     Apologies were received from councillors Vic Tagg, Artin
     Etmekdjian, Bill Pickering, Nicole Campbell and Mr James Roberts
     and Mr Peter Macron.
2.   Confirmation of previous Minutes                                            Nil
     Previous minutes were confirmed.
3.   Matters arising:                                                            Nil
     At the meeting of 18 June the Committee suggested that information
     on the Council graffiti removal program be published on the City of
     Ryde website. The committee was informed that this action has
     been completed. Tips for removal of graffiti, relevant contact
     numbers and forms for inclusion of private properties in the
     Council’s rapid removal program are now available on the website.
4.   Briefing paper – Crime prevention Action Plan (Attached)
     Council’s Road and Community Safety Projects Officer introduced a           Nil
     briefing paper on the development of a Crime Prevention Action
     Plan. The focus was on the development of a crime profile for Ryde
     as the basis for the action plan which will target 1 or 2 priority areas.
     The committee was asked for its input on the type of offences
     occurring in Ryde which should be targeted in the action plan.

     The Committee identified graffiti as the primary concern for many
     residents and business owners. Developments, including the
     building of the new shopping complex in Top Ryde and the
     expansion of the Macquarie park area were identified as factors
     which may influence, or alter the local crime profile in the future. In
     particular it was suggested that those areas may experience an
     increase in retail theft. It was also noted that the potential population
     increase may also have an impact on the local crime rate.

     Malicious damage and assault (which includes graffiti) were
     identified as areas which are usually under reported and therefore
     not accurately reflected in the BOCSAR statistics.

     Discussion concentrated on possible techniques to deter graffiti,
     including removal of offender’s driving licences.

     Councillor Roy Maggio suggested development and distribution of a
     public information leaflet which advises people on the effects of
     graffiti vandalism which can be considered as a strategy in the      Develop
     Crime Prevention Action Plan.                                        ment of
                                                                          draft
     Staff to take into account the Committee’s input and undertake       crime             Dec
     further research in developing a draft crime profile to be presented profile           2009
     to the Committee.



Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                            Committee of the Whole Page 56

ITEM 6 (continued)                                                          ATTACHMENT 1
Details                                                                    Action   Date
4.   Other Business
     The Chair informed the Committee that as part of the annual review
     of Council’s committee structure, there was a proposal to merge the
     Safe Communities Advisory Committee and the Crime Prevention
     Advisory Committee and sought members’ feedback.
     Members concurred with the Chair’s assessment that there is an
     overlap in the roles of the two committees and supported the
     merging of the committees.
5.   Date of next meeting: To be confirmed following Council’s review
     of its committee structure




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October 2009.
                                                    Committee of the Whole Page 57

7     REPORT ON ICLEI WORLD CONGRESS AND TOUR - 14 JUNE 2009 TO
      24 JUNE 2009

Report prepared by: Manager - The Environment
Report dated:       23/07/2009             File No.: COR2006/647 - BP09/561


Report Summary
Council’s Manager, The Environment represented the City of Ryde at the ICLEI
World Congress in Edmonton, Alberta Canada from 14-18 June 2009 and attended
the North American Study Tour which visited Vancouver, British Columbia, Canada,
Seattle, Washington, UA and San Francisco, California, USA from 19-24 June 2009.

This report provides Council with a summary of the numerous examples of the
practical and successful local government approaches to sustainability and liveability
being implemented in the Cities visited to combat climate change. (CIRCULATED
SEPARATELY) is the power point presentation given of the tour to Council staff, the
Ryde 2030 Environment Theme Committee and the Climate Change and
Sustainability Committee for Councillors benefit.

Council’s Manager was also invited to and presented Ryde’s approach to managing
sustainability and links to QBL management reporting framework on the opening day
of the Congress and his presentation was well received by the 600 strong Congress,
which represented over 57 countries.

Background
The City of Ryde recommended that the Manager, The Environment attend the
Congress and Tour in order to learn from other major cities that are successfully
delivering real, practical and viable climate change solutions, with a view to
introducing appropriate initiatives for Ryde.

It was considered beneficial for Ryde to learn from the Cities to be visited:
    • How to activate local communities to achieve sustainability, particularly
       enabling and getting communities to work together
    • How local government have a local responsibility to act globally
    • How existing governance structures in local government can be strengthened
       to assist in delivering sustainability
    • The importance of industry and sectoral benchmarking; and
    • How to manage sustainable urban growth

Report
The central theme of the congress and tour focussed on climate change mitigation
and adaptation and this report provides a summary of proceedings and recommends
how existing planning controls and sustainability plans and programs can incorporate
lessons learnt from the experience to benefit the local community and environment.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 58

ITEM 7 (continued)

Vancouver is responding through sustainable transport, use of clean power from
renewable resources (over 90% of its power is from renewable sources and they are
a leader in use of hydroelectric power and increased use of biogas from waste
treatment plants) and through sustainable building design and construction. The city
has a simple sustainable transport policy driven by the hierarchy of walking, cycling,
public transport, freight and car and a strict eco density policy based on sustainability,
livability and affordability guiding all development. Construction standards are driven
under a LEED certification system (similar to Green Star ratings), green roofs and
green curtains are encouraged for apartment living and where possible the
completion of public domain works is prioritised before major developments to
maintain public amenity. Public markets (Granville Island Public Markets) are
encouraged to promote local business and local organic produce and, with respect to
cars, while car numbers have risen with population growth, the rate of car ownership
and average distance travelled daily by commuters has fallen. Since 1994, walking
trips have risen by 44%, cycling by 180%, public transport use by 20% and car use is
down by 10%. This is achieved through effective transport demand management
policies that have imposed restrictions on drivers making it more difficult and
expensive to commute while introducing more benefits for non-drivers.

Seattle, is responding in a similar fashion, and, despite coming from more of a car
culture than Vancouver, is investing heavily in hybrid car and electric car technology.
Seattle too encourages public markets (Pike Street Public Markets) and are
demonstrating good transit oriented development policy built around promoting active
areas with shops, open space and housing, efficient, reliable transit and shorter
walks from home, and neighbourhood landmarks and gathering spaces. Seattle now
has a taxi fleet that is serviced almost entirely by hybrid vehicles and they are also
one of the few cities in North America whose bus fleet includes electric trolley buses.
In addition, Seattle, are also investing heavily in climate change adaptation measures
such as at High Point, West Seattle with a sustainable urban redevelopment suburb
(see slide show circulated separately), and at Renton on the Cedar River with sea
level rise work being done on the river to manage flooding and restore native habitat.

San Francisco, in a similar vein is promoting various public and active transport
initiatives and high standards of energy and water efficiency in their developments.
Interestingly, 50% ‘Friscans’ take public transport, walk or bike each day and over
17% of the city is devoted to parks and open space. San Francisco is investing
heavily in domestic micro wind turbine and electric car technology trials and are
getting ready to roll out more electricity recharge stations for the electric cars in
partnership with 4 providers, one of which is ‘Better Place’ who is also looking to
enter the Australian market. San Francisco is also encouraging solar panels, LEED to
silver for public facilities, and at present have over 70 projects underway that are
registered for LEED certification

By Australian standards, The City of Ryde is already demonstrating some advanced
greenhouse reduction activities and ways of integrating environmental management
into its business planning and operation.


Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                   Committee of the Whole Page 59

ITEM 7 (continued)

Initiatives such as promoting urban and environmental design excellence ‘Green Star’
development standards for Macquarie Park, progressing to CCP Plus of ICLEI’s CCP
Program (Greenhouse Gas Mitigation Action) for corporate and community emissions
and achieving 4 stars of Sydney Waters ‘Every Drop Counts’ Program (by integrating
water management into everyday business systems) are ways Ryde is demonstrating
its commitment to managing sustainability.

However, as observed in the Cities visited, there are still significant opportunities
available for Ryde to further improve its performance in the area of climate change
mitigation and adaptation planning.

The Ryde 2030 Community Strategic Planning Process and work through the various
theme and advisory committees will enable the following opportunities that are being
taken overseas, to be explored, and where appropriate, implemented:

   •   Re-defining urban spaces as Power Production opportunities to promote clean
       power (solar wind, grid purchases) and cogeneration
   •   Winpods – roof mounted wind systems
   •   Building a biodiversity corridor with carbon offsets
   •   Carbon neutral light rail, urban forestry (plantings management)
   •   More green roofs & green curtains to reduce urban heat island effect, reduce
       energy and recycle water
   •   Green transformers e.g. co-generation energy plant, water recycling, waste to
       energy, re-think use of underground space
   •   Small scale water, energy & waste systems
   •   Place based self sufficient cities
   •   Reviving urban waterways
   •   Sustainable transport city through increased public & active transport & green
       fleets through more hybrids/electric vehicles
   •   ‘Shrink to survive’ neighbourhoods to tackle economic decline
   •   Increase transit oriented, pedestrian oriented and green oriented development
       – Eco-Mobility including trip reduction programs (carshare)
   •   Sustainable building design such as Green Star and NABERS Energy to
       match LEED equivalent certification
   •   More interpretive and educative signage across City to keep reinforcing the
       sustainability message
   •   Adaptation planning for Council centres to include WSUD, peak everything,
       combat sea level rise e.g. King County, neighbourhoods transforming like High
       Point – West Seattle.
   •   Implement Ryde’s Project Sustainability Assessment Protocol widely across
       the organisation
   •   Energy efficient (retrofits, codes, policies, purchasing)
   •   Greater use of sustainable public lighting technologies e.g. LED & T5’s




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                   Committee of the Whole Page 60

ITEM 7 (continued)

Consultation
•   Nil

Internal Workshops held:-
•     Nil

City of Ryde Advisory Committees consulted included:-
•     Not Applicable

External public consultation included:-
•    Nil

Comments
Nil

Critical Dates
There are no critical dates for this report

Management Plan Budget / Linkages
Climate Change Adaptation and Mitigation are key drivers of Councils approach to
managing sustainability and has strong links to all key outcome areas of the 2009/13
Management Plan.

Relationship to Key Outcome Areas
          People
          This project meets the key outcomes for People (set out on page 50 of
          the Management Plan 2009-2013)


            Assets
            This project meets the key outcomes for People (set out on page 60 of
            the Management Plan 2009-2013)


            Environment
            This project meets the key outcomes for Environment (set out on page
            69 of the Management Plan 2009-2013)


            Governance
            This project meets the key outcomes for Governance (set out on page 79
            of the Management Plan 2009-2013)




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                         Committee of the Whole Page 61

ITEM 7 (continued)

Financial Impact
Adoption of this report will have no financial impact.

Policy Implications
There are no policy implications by the adoption of this report

Other Options
N/A

Conclusion
The opportunity for the Manager, Environment to experience what other major cities
are doing to respond to the challenges of climate change has provided significant
benefit to the City of Ryde. The report demonstrates numerous examples of practical
measures that are directly relevant to local greenhouse gas mitigation and adaptation
initiatives and the sustainability framework being built through the Ryde 2030
Strategic Planning Process. As new plans and strategies are developed or are
reviewed by Council, opportunities will be taken to incorporate these measures into
the various controls and work practices for improving sustainability performance.


RECOMMENDATION:

That the report of the Manager - The Environment, dated 23/07/2009 on REPORT
ON ICLEI WORLD CONGRESS AND TOUR - 14 JUNE 2009 TO 24 JUNE 2009 be
received and noted.



ATTACHMENTS
There are no attachments for this report.

Report Prepared By:

Sam Cappelli
Manager - The Environment

Report Approved By:

Dominic Johnson
Group Manager Environment & Planning




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                    Committee of the Whole Page 62

8     ANNUAL TENDERS - Preferred Contractors for the Provision of Minor
      Works

Report prepared by: Manager - Operations
Report dated:       30/09/2009                      File No.: GRP/09/3/3 - BP09/778


Report Summary
This report is to advise Council on the Tenders received for provisions of minor
construction and maintenance works, and to recommend acceptance of Tenders.

Background
In order to complete all the works on the Capital Works Program, Council utilizes its
direct control workforce, individual major contracts and minor “as required” contracts.
The minor works contractors are invited annually and a number of contractors are
placed on a Preferred Contractors List for a twelve (12) month period.

Tenderers provide contract rates for the type of work in which they specialize. A total
of forty three (43) types of works are contained within the tender documents as
follows:

Contract                                     Description
Item No:
1               Kerb and Gutter (150mm): New construction by machine.
2               Kerb and Gutter (150mm): New construction using boards.
3               Kerb and Gutter (150mm): Restoration
4               Median Kerbs or Kerb only: New construction by machines.
5               Dish Crossings (Heavy Duty): New construction
6               Dish Crossings (Heavy Duty): Restoration
7a              Kerb Ramps – New construction
7b              Kerb Ramps – To existing kerb
8               Concrete Footpaving / Vehicle Slabs, Steps: New Construction
9               Concrete Footpaving / Vehicle Slabs: New construction
10              Gutter Blocks
11              Concrete Footpaving / Vehicle Slabs: Restoration
12              Concrete Steps
13a             Paving Bricks / Blocks: Restoration
13b             Paving Bricks / Blocks on concrete base: Restoration
14              Standard Gully Pit: New construction
15              Placement of Pit Lintels: New
16a             Gully Pit: Reconstruction
16b             Gully Pit: Reconstruction
16c             Kerb Inlet: Reconstruction
16d             Gully Pit: Restoration
16e             Gully Pit: Restoration
16f             Kerb Inlet: Restoration
16g             Kerb Inlet Restoration with grates
17a             Junction Pit
17b             Junction Pit
17c             Junction Pit



Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                  Committee of the Whole Page 63

ITEM 8 (continued)

Contract                                   Description
Item No:
18             Pit Lid with Solid cast Iron: Replacement
19             Step Iron: Installation/Replacement
20             Footpath Pit
21             Retaining Walls: Mass Concrete
22             Retaining Walls: Reinforced Block
23             Pedestrian Refuge Islands
24             Median Strip
25             Rumble Bar Strip
26             Splitter Islands
27             Roundabout
28             Road Restorations: Road Pavement up to 10m2 area
29             Road Restorations: Road Pavement over 10m2 area
30a            AC Handwork: Road Pavement and Footpaving
30b            AC Handwork: Road Pavement and Footpaving
31a            AC Handwork: Road Pavement and Footpaving
31b            AC Handwork: Road Pavement and Footpaving.
32             Minor Turfing
33             Raise Hydrant Covers.
34             Stormwater Outlet, Kerb only.
35             Road sawing, Hand sawing and Core drilling.
36             Bricklaying
37             Bricklaying
38             Concrete BlockLaying
39             Cement Rendering
40             Footpath Grinding.
41             Linemarking
42             Guard Rails
43             CCTV Stormwater Drainage Inspection

Report
The Request for Tender was publicly advertised on 23, 27, 30 June 2009. Thirty
seven (37) tenders were received for the forty three (43) different items of work
included in the Schedule of Rates tender. Tender submissions were received from
the following respondents (in alphabetical order):

A J Paving (Kizan P/L)
All About Pipes
Allbuild (NSW) P/L
Ally Property Services Pty Ltd
Anzellotti Constructions P/L
Aqua-Assets P/L
Aranac (Contracting) P/L
Avoca Constructions (NSW) P/L
Barron Transport P/L
Barry Bros Specialised Services
Boss NSW P/L


Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 64

ITEM 8 (continued)

C W Concrete P/L
CMS Construction Maintenance Solutions P/L
Collective Civil P/L
Dean's Concrete Services P/L
Devcon Civil P/L
Guidance Road Management
ITS Trenchless P/L
JA Bradshaw Civil Contracting P/L
Kelbon Project Services
KK Civil Engineering
Kodi Civil P/L
Mastercut Concrete Aust P/L
Mid West Excavations P/L
MJ Smooth Concreting Services P/L
North Shore Paving Co P/L
On Line Pipe & Cable Locating
Pave-Link P/L
Performance Concrete P/L
Sam the Paving Man
Sewer Services P/L
Sorrento Constructions P/L
South West Kerbing
The Australian Grinding Company
Total Drain Cleaning Services P/L
Veolia Water Network Services
Workforce Road Services P/L

The following tenders were received after the nominated closing time and has been
excluded from further consideration

•   RIPA Concrete Cutting Pty Ltd
•   Platinum Civil Pty Ltd

A tender evaluation panel consisting of three (3) Council Officers was established to
assess the responses.

A Tender Evaluation Report is provided UNDER SEPARATE COVER and is ON
FILE – CONFIDENTIAL. Pursuant to Section 10A(2)(d) of the Local Government Act
1993, this document is listed as confidential as it contains commercial information of
a confidential nature that would, if disclosed, prejudice the commercial position of the
persons who supplied it. Furthermore, it is considered that discussion in open
meeting would, on balance, be contrary to the public interest as it could affect
Councils ability to secure the preferred tenderers.



Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 65

ITEM 8 (continued)

The assessment was based on the following criteria as outlined in the Request for
Tender document.

1.  Tender Price (60% Weighting)
2.  Previous Experience (10% Weighting)
3.  Organizational Structure (6% Weighting)
4.  Demonstrated Understanding of Council’s Requirements (5% Weighting)
5.  Proposed Personnel Including Sub-contractors (3% Weighting)
6.  OHS&R (10% Weighting)
7.  Conformity to EPA Requirements and Past Records of Non Compliance (6%
    Weighting)
8.  Insurance (Mandatory)
9.  Conformity to The Documentation (Mandatory)
10. Legal Status of the Entity (Mandatory)
11. Referees (Mandatory)

Tender submissions were evaluated by the assessment panel utilising an
Assessment matrix (TABLE A) and the summary of tender prices received (TABLE
B) which are ON FILE and CIRCULATED UNDER SEPARATE COVER. Pursuant
to Section 10A (2)(d) of the Local Government Act 1993, this document is listed as
confidential as it contains commercial information of a confidential nature that would,
if disclosed, prejudice the commercial position of the persons who supplied it.
Furthermore, it is considered that discussion in open meeting would, on balance, be
contrary to the public interest as it could affect Councils ability to secure the preferred
tenderers.

Tender Evaluation
Of the 37 submissions received, 19 contractors have been engaged previously by
council and the remaining 18 contractors are first time tenderers to the City of Ryde.
Eight of the new tenderers have submitted prices for the new service delivery area of
CCTV inspection and reporting of drainage infrastructure.

It is proposed that the engagement of contractors for individual service provision will
be undertaken on an “as and when required” basis, in the order of lowest tendered
rates engaged first to the highest tendered rates engaged last, depending upon
satisfactory performance and availability.

The following tenderer’s are categorized as either late or non-conforming:-

•    RIPA Concrete Cutting Pty Ltd (late)
•    Platinum Civil Pty Ltd(late)
•    Dean’s Concrete Services Pty Ltd (non conforming)




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 66

ITEM 8 (continued)

Consultation
Internal Council business units consulted included:-
•     Access Unit
•     Catchments Unit
•     Parks Unit
•     Risks & Audit

Internal Workshops held:-
•     Not Applicable

City of Ryde Advisory Committees consulted included:-
•     Not Applicable

External public consultation included:-
•    Not Applicable

Critical Dates
There are no critical dates or deadlines to be met.

Management Plan Budget / Linkages
Contractors will be used on a number of Capital Works Project & Maintenance
Programs as identified in the Management Plan 2009-2013.

Relationship to Key Outcome Areas

            People
            This matter has no direct relationship to this key outcome area


            Assets
            This project meets the following key outcomes for Assets (set out on
            page 60 of the Management Plan 2009-2013):

A1   Well designed streets and paths where motorists, cyclists and pedestrians feel
     safe.

            Environment
            This project meets the following key outcomes for Environment (set out
            on page 71 of the Management Plan 2009-2013):

     All Contractors are required to abide by Council’s environmental policies and
     procedures

            Governance
            This matter has no direct relationship to this key outcome area.


Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                   Committee of the Whole Page 67

ITEM 8 (continued)


Financial Impact
Each engagement of a contractor from the Contractor List will be funded from
approved Capital Works projects or operational/maintenance programs.

Policy Implications
There are no policy implications through adoption of the recommendation.

Other Options
The current system of inviting annual tenders provides an open and transparent
process of engaging contractors for minor works while ensuring competitive rates.

Conclusion
The tendered rates for the Minor Works contractors are considered competitive and
that the preferred panel of contractors satisfy Council’s selection criteria.



RECOMMENDATION:

(a)   That the report of the Manager - Operations, dated 30/09/2009 on ANNUAL
      TENDERS - Preferred Contractors for the Provision of Minor Works, be
      received and noted.

(b)   That all 36 conforming tenders listed below be accepted and that contractors be
      engaged in the order of lowest tendered price category first, to the highest
      tendered price category last, depending upon satisfactory performance and
      availability.

       A J Paving (Kizan P/L)
       All About Pipes
       Allbuild (NSW) P/L
       Ally Property Services Pty Ltd
       Anzellotti Constructions P/L
       Aqua-Assets P/L
       Aranac (Contracting) P/L
       Avoca Constructions (NSW) P/L
       Barron Transport P/L
       Barry Bros Specialised Services
       Boss NSW P/L
       C W Concrete P/L
       CMS Construction Maintenance Solutions P/L
       Collective Civil P/L
       Devcon Civil P/L
       Guidance Road Management
       ITS Trenchless P/L

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                   Committee of the Whole Page 68

ITEM 8 (continued)
      JA Bradshaw Civil Contracting P/L
      Kelbon Project Services
      KK Civil Engineering
       Kodi Civil P/L
      Mastercut Concrete Aust P/L
      Mid West Excavations P/L
      MJ Smooth Concreting Services P/L
      North Shore Paving Co P/L
      On Line Pipe & Cable Locating
      Pave-Link P/L
      Performance Concrete P/L
      Sam the Paving Man
      Sewer Services P/L
      Sorrento Constructions P/L
      South West Kerbing
      The Australian Grinding Company
      Total Drain Cleaning Services P/L
      Veolia Water Network Services
      Workforce Road Services P/L

(c) That the tenders submitted from the following late or non-conforming tenders not
    be accepted and advised accordingly:

   •   RIPA Concrete Cutting Pty Ltd (late)
   •   Platinum Civil Pty Ltd (late)
   •   Dean’s Concrete Services Pty Ltd (non conforming)

(d) That the accepted tenderers provide details of the required insurance (i.e. Public
    Liability and Workers’ Compensation), and other conforming documents for
    approval within fourteen (14) days from the date of acceptance of the Tender.


ATTACHMENTS
There are no attachments for this report.

Report Prepared By:

Barry Hodge
Manager - Operations

Report Approved By:

Kim Woodbury
Group Manager - Public Works




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                     Committee of the Whole Page 69

9      TENDER - Sole Professional Coaching Rights at the Ryde Aquatic
       Leisure Centre - COR-RFT 13/09

Report prepared by: Centre Manager
Report dated:       28/09/2009                       File No.: GRP/09/4/3 - BP09/764


Report Summary
This report is to advise Council of the outcomes of the Request for Tender COR-RFT
13/09 relating to the Sole Professional Coaching Rights during Peak Times at the
Ryde Aquatic Leisure Centre.

Background
At the Committee of the Whole meeting held 28 April following a report from the
Centre Manager, Council adopted a resolution that:
      ‘The City of Ryde tender for the sole professional coaching rights and enter into
      an agreement with the successful tenderer for a 3 year period with an option to
      renew for a further 2 year period to allow unfettered access to lanes by the
      successful tenderer with consideration for potential growth of the Ryde Aquatic
      Leisure Centre’s Swim School Program.’

Report
Council recently called for tenders (COR-RFT 13/09) for the Sole Professional
Coaching Rights during Peak Times at the Ryde Aquatic Leisure Centre. Tenders
were advertised in the Sydney Morning Herald on 28, 29 July and 1 August 2009.
Two (2) submissions were received.

Tenders were received from the following organisations, listed in alphabetical order:

•    Carlile Swim Centres Pty Ltd
•    Hunters Hill Swimming

The tenders were assessed by a panel consisting of three Council officers and one
representative from Swimming NSW. Tenders were evaluated against the following
criteria:
    1.    Proposed fee to Council
    2.    Coaching fee to be charged to participants
    3.    Demonstrated financial capability and capacity
    4.    Sustainability considerations
    5.    Business plan including vision for coaching (program and relevance),
          proposed resources, request for venue use and community benefits as
          related to the City of Ryde.
    6.    Suitability of respondent including experience, organisational structure and
          child protection procedures.
    7.    Suitability of respondent's staff including experience and qualifications.
    8.    Submission compliance (returnable schedules)
    9.    Insurances
    10. Occupational health and safety
    11. Facility referees responses.

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 70

ITEM 9 (continued)

The Tender Evaluation Report and tendered rates have been forwarded to
Councillors UNDER SEPARATE COVER – CONFIDENTIAL. Pursuant to Section
10A (2)(d)(i) of the Local Government Act 1993, these documents are listed as
confidential as they concern the receipt and discussion of commercial information of
a confidential nature that would, if disclosed, prejudice the commercial position of the
persons who supplied it.

The panel recommends a preferred tenderer, they were highest ranked when
assessed against the assessment criteria and also submitted the highest offer to
Council.

Consultation
Internal Council business units consulted included:-
•     General Counsel
•     Risk and Audit
•     Finance

Internal Workshops held:-
•     Not Applicable

City of Ryde Advisory Committees consulted included:-
•     Not Applicable

External public consultation included:-
•    Des Renford Aquatic Centre
•    Engadine Leisure Centre
•    Epping Aquatic Centre
•    Hornsby Aquatic Centre
•    Leichhardt Park Aquatic Centre
•    Mingara One
•    Peninsula Leisure Centre
•    Prairiewood Aquatic Centre
•    Shoalhaven Council
•    Swimming NSW
•    Sydney Aquatic Centre
•    Warringah Aquatic Centre

Comments
The leisure and aquatic centres listed above were consulted in relation to the squad
coaching practices in place as well as comparing fees charged to swimmers for
consideration with the tender.




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                      Committee of the Whole Page 71

ITEM 9 (continued)

Critical Dates
There are no critical dates or deadlines to be met.

Management Plan Budget / Linkages
This project forms part of the 2009/2010 Operational Budget for the Ryde Aquatic
Leisure Centre in the Community Life group.

Relationship to Key Outcome Areas
          People
          This matter has no direct relationship to this key outcome area.


            Assets
            This matter has no direct relationship to this key outcome area.


            Environment
            This matter has no direct relationship to this key outcome area.


            Governance
            This project meets the following key outcomes for Governance (set out on
            page 79 of the Management Plan 2009-2013):

G5   Compliance with all legislative requirements and statutory obligations.

The request for tender met statutory guidelines.

Financial Impact
This proposal is provided for in the current budget for the 2009/2010 financial year.

There will be no on-going costs of maintaining this proposal. Revenue to the Ryde
Aquatic Leisure Centre from this tender will be indexed to annual CPI increases.

Policy Implications
There are no policy implications through adoption of the recommendation.

Other Options
Council may reject the offer from preferred tenderer and re-tender for the sole
professional coaching rights at the Ryde Aquatic Leisure Centre.

Conclusion
The provision of sole professional squad coaching rights during peak times will
enhance the opportunity for quality coaching to swimmers, whilst maintaining the
opportunity for the Ryde Aquatic Leisure Centre to grow its own learn to swim
program.



Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                   Committee of the Whole Page 72

ITEM 9 (continued)
RECOMMENDATION:

(a)   That the report of the Centre Manager, dated 28/09/2009 on TENDER - Sole
      Professional Coaching Rights at the Ryde Aquatic Leisure Centre - COR-RFT
      13/09, be received and noted.

(b)   That the Tender COR-RFT 13/09 for the provision of Sole Professional
      Coaching Rights during peak Times at the Ryde Aquatic Leisure Centre be
      awarded to the preferred tenderer.

(c)   That the unsuccessful tenderer be advised of Council’s decision.



ATTACHMENTS
There are no attachments for this report.

Report Prepared By:

Paul Hartmann
Centre Manager

Report Approved By:

Maxine Kenyon
Acting Group Manager - Community Life




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 73

10       ANNUAL TENDERS - Tender for Hire of Plant

Report prepared by: Co-ordinator Plant & Fleet
Report dated:       24/09/2009              File No.: COR2009/1237 - BP09/758


Report Summary
This report is to advise the Council on the Tenders received for hiring of plant and to
recommend acceptance of Tenders to be placed on preferred contractors list
between 1 November 2009 and 31 October 2010.

Background
The plant owned by Council is not sufficient to carry out Councils work program. A
plant hire tender is invited annually for various categories of plant and are placed on
a preferred contractors list. Plant are hired on “as required” basis, from the preferred
contractor list in the absence of Council plant.

Report
Council has recently called tenders (COR-RFT-11/09) for the provision of hire plant
included in Council’s Construction and Maintenance Programs. Tenders were
advertised in the Sydney Morning Herald on 4, 5 & 8 August 2009. Thirty seven (37)
tenders were received for twelve (12) different categories of plant.

The tenders were assessed by a panel, consisting of three (3) Council Officers.
Tenderers compliance was evaluated on the following selection criteria:

•    Legal status of entity and conformity to documentation
•    Hire rates and transport charges
•    Correct insurance covers
•    Tenderer’s experience and references

It should be noted that several tenderers were unable to submit all financial and
insurance details required. This situation, however, will be rectified prior to the
execution of any contracts.

Tender prices were called for a total of twelve (12) categories of plant as follows.

      Category of Plant     Description
             1              Graders
             2              Loaders
             3              Backhoes
             4              Excavators
             5              Water Carts
             6              Skid Steer Loaders
             7              Skid Steer Loader and Truck combination
             8              Eight wheeler Truck
             9              5 -8 tonne Tipper with Canopy suitable to cart woodchip
            10              Rollers
            11              Cranes
            12              Elevated Platforms

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                    Committee of the Whole Page 74

ITEM 10 (continued)

The Tender Evaluation Report and Plant Hire Rates and Compliance Register have
been forwarded to Councillors UNDER SEPARATE COVER – CONFIDENTIAL.
Pursuant to Section 10A(2)(d)(i) of the Local Government Act 1993, these documents
are listed as confidential as they concern the receipt and discussion of commercial
information of a confidential nature that would, if disclosed, prejudice the commercial
position of the persons who supplied it.

The assessment panel has placed the Tenders into the following categories:

Category A: Preferred Contractors

        Tenderer                                Category of Plant
A & A Hire Services                              1, 3, 4, 6, 7
Action Recovery Services                         11
Active Tipper Hire Pty. Ltd.                     4, 6
All Purpose Plant Hire                           8
Allards Plant Hire Pty. Ltd.                     1, 2, 3, 4, 5, 6, 7, 10, 12
Argyle Excavations Pty Ltd                       4, 6, 7
Barren Transport Pty Ltd                         6, 7
Basement Civil Pty Ltd                           4, 6, 7
Coates Hire Operations Pty Ltd                   10, 12
Complete Hire                                    10, 12
Conplant Pty Ltd                                 10
D G Johnson Excavations Pty Ltd                  2, 4
Dinamo Pty. Ltd.                                 4, 6, 7
F C G Australia Pty Ltd                          4, 8
G & R D Chong Pty. Ltd.                          9
G N & L Martini Earthmoving Pty Ltd              4
Hickeys Earthmoving Pty Ltd                      4, 8,
Jam Haulage Pty Ltd                              8
Ken Coles Excavations Pty. Ltd.                  2, 3, 4, 5, 6, 7
Level & Load Plant Hire                          6, 7
M P Schultz Excavations                          4
Mainline Underground Services Pty. Ltd.          3, 4
R & K Johnson Excavations                        4
Raygal Pty Ltd                                   3, 5, 6, 7
Rick Davis Contracting Pty. Ltd.                 4
Stephensons Cranes Pty Ltd                       11
Supreme Earthmoving Pty. Ltd                     4
The Watercart Specialist Pty Ltd                 5
Universal Mobile Tower Hire                      12
V M C Truck & Plant Hire                         6, 7
Vanra Pty Ltd                                    6
W & D Elliott Earthmoving Pty Ltd                4
Watercarts Direct                                5



Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                       Committee of the Whole Page 75

ITEM 10 (continued)

Category B: Non complying Tenders

Advance Plant Hire
Busicom Solutions Pty Ltd.
Kingston Plant Hire
Waterview Excavations Pty Ltd

Works awarded to Contractors under this contract are carried out on an “as required”
basis, following consideration at the time of the following factors:

•    Type of work
•    Hire rates including transport
•    Availability
•    Previous workmanship
•    Relevant expertise
•    Previous service provided to residents
•    Previous compliance to safety requirements

Consultation
Internal Council business units consulted included:-
•     Operations unit, Public Works.
•     Waste & Fleet, Public Works

Critical Dates
New rates must be in place by 30 October 2009.

Management Plan Budget / Linkages
Contractors will be used on a number of Capital works project and Maintenance
programs as identified in the Management Plan 2009-2013.

This project forms part of the 2009/2010 Operational Budget for Public Works Group.

Relationship to Key Outcome Areas
          People
          This matter has no direct relationship to this key outcome area.


            Assets
            This project meets the following key outcomes for Assets (set out on
            page 60 of the Management Plan 2009-2013):

A3    A high standard of visual appearance for our infrastructure, built environment
      and public areas.

Plant hire compliments Council plant in the delivery of capital works and maintenance
programs.


Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                    Committee of the Whole Page 76

ITEM 10 (continued)

            Environment
            This project meets the following key outcomes for Environment (set out
            on page 69 of the Management Plan 2009-2013):

E6    Sustainable practices in buildings, waste management, transport, energy
      systems and water use.
All contractors are required to abide by Council’s environmental policies and
procedures

            Governance
            This project meets the following key outcomes for Governance (set out on
            page 79 of the Management Plan 2009-2013):

G6 An efficient and effective regulatory environment.
Open tender process with best outcome to the Council and best practice approaches
to governance.

Financial Impact
Each engagement from the Contractor list will be funded from approved Capital
works projects or Maintenance programs. Total Council expenditure on external plant
hire over 12 months is estimated at 1 million.

Policy Implications
There are no policy implications through adoption of the recommendation.

Other Options
The current system of inviting annual tenders provides an open and transparent
process of engaging contractors on an “as required “ basis. This ensures competitive
rates and better financial outcome.

Conclusion
The tendered rates for hiring of plant are considered competitive and that the
preferred list of contractors satisfy Council’s selection criteria.


RECOMMENDATION:

(a)   That the report of the Co-ordinator Plant & Fleet, dated 24/09/2009 on ANNUAL
      TENDERS - Tender for Hire of Plant, be received and noted.
(b)   That the tenders for hiring of plant until 31 October 2009 from the following
      tenderers be accepted on an “as required “ basis for the indicated category of
      plant:

      Tenderer                                   Category of Plant

      A & A Hire Services                       1, 3, 4, 6, 7
      Action Recovery Services                  11

Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                                    Committee of the Whole Page 77

ITEM 10 (continued)
    Active Tipper Hire Pty. Ltd.                 4, 6
    All Purpose Plant Hire                       8
    Allards Plant Hire Pty. Ltd.                 1, 2, 3, 4, 5, 6, 7, 10, 12
    Argyle Excavations Pty Ltd                   4, 6, 7
    Barren Transport Pty Ltd                     6, 7
    Basement Civil Pty Ltd                       4, 6, 7
    Coates Hire Operations Pty Ltd               10, 12
    Complete Hire                                10, 12
    Conplant Pty Ltd                             10
    D G Johnson Excavations Pty Ltd              2, 4
    Dinamo Pty. Ltd.                             4, 6, 7
    F C G Australia Pty Ltd                      4, 8
    G & R D Chong Pty. Ltd.                      9
    G N & L Martini Earthmoving Pty Ltd          4
    Hickeys Earthmoving Pty Ltd                  4, 8,
    Jam Haulage Pty Ltd                          8
    Ken Coles Excavations Pty. Ltd.              2, 3, 4, 5, 6, 7
    Level & Load Plant Hire                      6, 7
    M P Schultz Excavations                      4
    Mainline Underground Services Pty. Ltd.      3, 4
    R & K Johnson Excavations                    4
    Raygal Pty Ltd                               3, 5, 6, 7
    Rick Davis Contracting Pty. Ltd.             4
    Stephensons Cranes Pty Ltd                   11
    Supreme Earthmoving Pty. Ltd                 4
    The Watercart Specialist Pty Ltd             5
    Universal Mobile Tower Hire                  12
    V M C Truck & Plant Hire                     6, 7
    Vanra Pty Ltd                                6
    W & D Elliott Earthmoving Pty Ltd            4,
    Watercarts Direct                            5

(c)   That the preferred contractors be advised that the work will be allocated to them
      on an “as required” basis, following consideration at the time of the following
      factors: type of work, price, availability, previous workmanship, relevant
      expertise, previous service provided to the residents and previous compliance
      to safety requirements.
(d)   That the non-complying tenderers be advised of the Council’s decision.

      Tenderer

      Advance Plant Hire
      Busicom Solutions Pty Ltd.
      Kingston Plant Hire
      Waterview Excavations Pty Ltd




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.
                                               Committee of the Whole Page 78

ITEM 10 (continued)

ATTACHMENTS
There are no attachments for this report.

Report Prepared By:

Paul Chandrakumar
Co-ordinator Plant & Fleet

Report Approved By:

Kim Woodbury
Group Manager - Public Works




Agenda of the Committee of the Whole Report No. 15/09, dated Tuesday 6 October
2009.

				
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