NOTICE OF COUNCIL MEETING - Amazon S3 · 2017-09-08 · Robin Symes . Ian Tooley . Jim Vallelonga ....

NOTICE OF COUNCIL MEETING

TO: Mayor Deputy Mayor

Karen Redman David Hughes

Councillors Kevin Fischer Beverley Gidman David Hughes Paul Koch Merilyn Nicolson Adrian Shackley Robin Symes Ian Tooley Jim Vallelonga

NOTICE is hereby given pursuant to the provisions of Section 83 (1) of the Local Government Act 1999, that the next ordinary meeting of the Council for the Town of Gawler will be held in the Council Chamber, Town Hall, 89 Murray Street, Gawler, on Tuesday 26 July 2016, commencing at 7:00pm. A copy of the Agenda for the above meeting is supplied as prescribed by Section 83 (3) of the said Act.

......................................... Henry Inat Chief Executive Officer 21 July 2016

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Meeting of the Council for the Town of Gawler to be held on Tuesday 26 July 2016 at 7:00pm in the Council Chamber, Town Hall, 89 Murray Street, Gawler.

AGENDA 1. Statement of Acknowledgement

Mayor: We would like to acknowledge this land that we meet on today is the traditional lands for the Kaurna people and that we respect their spiritual relationship with their country. We also acknowledge the Kaurna people as the custodians of the greater Adelaide region and that their cultural and heritage beliefs are still as important to the living Kaurna people today.

2. Attendance Record

2.1 Roll Call 2.2 Apologies 2.3 Motions to grant Leave of Absence 2.4 Leave of Absence - Cr M Nicolson

3. Public Open Forum

(Limited to a total time of up to 20 minutes) 4. Deputations

4.1 Mr Shane Bailey – Markerspaces and Think Gawler

5. Petitions

Nil

6. Confirmation of Minutes

6.1 Council Meeting 28 June 2016 6.2 Special Council Meeting 5 July 2016

7. Business Arising from Minutes

TOWN OF GAWLER COUNCIL MEETING

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8. Officer Reports Page No.

8.1 Gawler Bowling Club Community Loan Application 5

8.2 Gawler Civic Centre and Gawler Business Centre Update 9

8.3 Town of Gawler - Principal Office 20

8.4 Memorandum of Understanding: Gawler Show Society 22

8.5 Council Development Assessment Panel Independent Member Vacancy

25

8.6 Code of Practice for Access to Council and Committee Meetings and Council Documents and Public Consultation Policy

29

8.7 Rainbow Flag Flying Request 32

9. Recommendations from Committees Page No.

• Gawler Youth Advisory Committee – meeting held 4 July 2016

34

• Corporate and Community Services Committee – meeting held 12 July 2016

34

10. Council Member Reports

Nil

11. Questions on Notice

Nil

12. Questions without Notice 13. Motions on Notice

Nil

14. Motions without Notice 15. Confidential Reports

15.1 Paternoster Road Land Offer 38

15.2 Gawler Business Centre Fit Out – Procurement Process 40


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16. Close 17. Next Ordinary Meeting

Tuesday 23 August 2016, commencing 7:00pm


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REPORTS BY OFFICERS

Item Number 8.1 Title GAWLER BOWLING CLUB COMMUNITY LOAN

APPLICATION Date 26 July 2016 Author(s) Paul Horwood, Manager - Finance & Corporate Services

Erin McGarry, Financial Accountant

Reference CC14/260; CR16/32683, CR16/30051, CR14/20888

Previous Motion NIL

Attachment/s Under Separate Cover

Attachment 1 – Loan Application & Audited Financial Statements Attachment 2 – Community Loans Policy

Ms Shirley Branson, Treasurer of Gawler Bowling Club Inc. will give a brief presentation to the Council on this matter.

OFFICER’S RECOMMENDATION Item 8.1 – Gawler Bowling Club Community Loan Application (CC14/260) That: 1. The Gawler Bowling Club Community Loan application of $100,000 be

received; 2. Council, having undertaken a review of the Club’s capacity to repay such a

loan in accordance with the Community Loans Policy, approve provision of a $100,000 Community Loan to the Gawler Bowling Club;

3. Council provide the loan to the Gawler Bowling Club via a 10-year Cash Advance Debenture Facility established with the Local Government Finance Authority;

4. Council authorise the Mayor and Chief Executive Officer to sign and apply the common seal of Council to all relevant documents, in order to execute the documents pertaining to the loan agreement with the Local Government Finance Authority.

BACKGROUND The Gawler Bowling Club has lodged a Community Loan application with Council ($100k), towards assisting them with the replacement of two of their three synthetic bowling green surfaces. A copy of their Community Loan application (and associated information required in accordance with the Community Loans Policy) is provided as Attachment 1. COMMENTS/DISCUSSION The Gawler Bowling Club was established in 1907. They currently have up to 220 members (both ladies and men) who participate in the Adelaide Metropolitan Competition. The Club pride themselves on their hospitality to visitors from other clubs and welcoming beginners to come and try. To continue to provide appropriate facilities


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for their Members, the Club is proposing to replace two of their synthetic bowling surfaces which have come to the end of their useful (10 year) life. The cost of the project, and how the Club is proposing to fund it, is outlined in Table 1 below. Table 1 – Gawler Bowling Club : Replacement of 2 Synthetic Greens Project Estimated Total Project Cost $300,000 funding sources: Community Loan from Council ($100,000) Club funds ($120,000) Bank / Members Loan ($80,000)

Financial Analysis In accordance with Clause 3.10 of the Community Loans Policy, staff have undertaken an analysis of the Gawler Bowling Club’s Audited Financial Statements (Attachment 1) from the past 3 years. A summary of the Club’s operations for the last three years is outlined in Table 2 below. Table 2 – Gawler Bowling Club recurrent operations 2013/2014 – 2015/2016 FINANCIAL YEAR Operations excluding Bar trading:

2013/14 $

2014/15 $

2015/16 $

Income 95,576 * 98,052 79,615 Expenditure 89,857 ** 63,712 59,430 Surplus / (Deficit) 5,719 34,340 20,185 Bar trading: Income 69,251 71,555 63,811 Expenditure 30,838 33,121 33,005 Surplus / (Deficit) 38,413 38,434 30,806 TOTAL Surplus / (Deficit) 44,132 72,774 50,991 Cash on hand at end of reporting period (31 March)

78,309 74,414 125,175

*Excludes State Government Active Club Program grant of $20k towards Clubhouse renovations ** Excludes capital expenditure of $97k towards Clubhouse renovations

The analysis indicates that the club is in a very strong financial position, as reflected by consistent operating surpluses, which have been achieved even without reliance on bar trading operations. Based on the above, and the expectation that the Club will continue to derive similar operating surpluses into the future, the Club will be in a suitable position to repay the loan to Council in addition to the $80K they propose to borrow from their Bank and/or Members. Structure of Proposed Community Loan Historically, Community Loans provided by Council have been established on a fixed-term and fixed-interest rate credit foncier loan arrangement. On this basis, fixed equal


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value repayments (incorporating both interest and principal components) have then been invoiced to the respective community group on a half-yearly basis. Whilst such an arrangement provides an element of future budget planning security (via known fixed repayments over the life of the loan), it does not adequately cater for instances where the organisation has the potential financial capacity to repay the loan debt over a shorter term (i.e. due to financial penalties incurred from early repayment which make such an option financially unviable). During discussions with Shirley Branson from the Gawler Bowling Club, staff became aware that the Club may be seeking to replace their 3rd green in a few years’ time. In light of this, and the Club’s solid financial performance/position, staff recommend that a Community Loan of $100k be provided to the Club on the basis of a 10-year, variable interest rate, Cash Advance Debenture facility with the Local Government Finance Authority (LGFA). The benefits of this approach are as follows:

• The Club can repay amounts off the loan principal at any time as cashflow permits (the facility effectively acts as a ‘bank overdraft’)

• With repayments ‘fast-tracked’, it minimises interest expense exposure • The Club can re-draw against the facility at any time, within the $100k limit (i.e.

when it proposes to replace the 3rd green) If the facility is established on a 10-year basis, any principal outstanding at the end of the loan term would need to be repaid in full (or otherwise renegotiated over a new loan term). Being a variable-interest rate facility, the interest rate applicable to a Cash Advance Debenture fluctuates with the market – albeit interest rates have been relatively stable for an extended period. The current interest rate applicable to Cash Advance Debentures is a very competitive 4.0%. As Members are aware, the revised loan strategy approach adopted by Council for its own purposes in 2012, as reflected by only using existing Cash Advance debentures for any loan funding requirements, has achieved material interest savings in recent years. This proposed loan funding approach is supported by the LGFA, who have indicated that other Councils are now also transitioning to providing community loans on this basis. The authors of this report will be attending a Gawler Bowling Club meeting on Thursday, 21 July 2016, to explain the proposed loan funding approach relative to their application and to also answer any queries that their membership may have. COMMUNICATION (INTERNAL TO COUNCIL) Nil CONSULTATION (EXTERNAL TO COUNCIL) Gawler Bowling Club Committee Local Government Finance Authority POLICY IMPLICATIONS


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Policy 6.14 Community Loans Policy (Attachment 2) STATUTORY REQUIREMENTS Nil FINANCIAL/BUDGET IMPLICATIONS The recommendation has no material impact on Councils budget or financial position. Whilst a loan established with the LGFA would be in Council’s name (and subsequently recorded as a liability on Council’s balance sheet), the same dollar value would be recorded as an asset on Council’s balance sheet (representing the debt due to Council from the Gawler Bowling Club). Interest accrued on the principal balance would be invoiced to Council on a quarterly basis, which would then be immediately on-charged to the Club. Principal repayments received from the Club to Council, which could be made at any time as their cashflow permits, would then be electronically transferred to the LGFA to reduce the principal outstanding. COMMUNITY PLAN Objective 3.2: Sporting facilities to meet local and regional community needs Objective 3.3: Provision of sufficient structured and informal recreation facilities Objective 5.4: Create and support community partnerships that contribute to the

implementation of this Plan


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REPORTS BY OFFICERS

Item Number 8.2 Title GAWLER CIVIC CENTRE AND GAWLER BUSINESS

CENTRE UPDATE Date 26 July 2016 Author(s) Richard Wunderlich, Project Manager Gawler Connect

Paul Horwood, Manager Finance & Corporate Services Erin Findlay, Manager Library & Community Services Ryan Viney, Acting Manager, Economic Development, Regulatory Services & Communication Rebecca Howard, Team Leader Property & Procurement

Reference CC14/1579, CR16/32775, CR16/35045, CR16/35044, CR16/35247. CR16/34305, CR16/34307

Previous Motion Council 17/05/2016, Motion No. 2016:05:177


Attachment 1 – Civic Centre program update Attachment 2 – Business Centre program update Attachment 3 – Business Centre floor plan Attachment 4 - Letter submission to Council from Gawler Community Gallery and the Gawler Art Society Attachment 5 – Letter submission from Gawler Community Broadcasting Association Inc. regarding Gawler Connect

OFFICER’S RECOMMENDATION Item 8.2 – Gawler Civic Centre and Gawler Business Centre Update (CC14/1579) That Council: 1. Receive a further briefing on the Gawler Civic Centre and Gawler Business

Centre as and where appropriate more particularly in regards to the Civic Centre site at the 50% design stage

2. Note and approve the library service and Council meeting/workshop arrangements as detailed in this report.

3. Receive, consider and determine the outcome of the Gawler Heritage Collection Committee deliberations in respect to the design and configuration of the related spaces to be created prior to final inclusion in the Gawler Civic Centre tender process.

4. Receive further details as to the proposed expression of interest process suggested to be applied to community and other groups seeking access to meeting rooms of both the Civic Centre and Business Centre.

5. Be appropriately briefed as to the outcomes of both the Multi-Functional Space and Digital Hub studies as they are progressed. Such briefings are to have close regard to Council’s considerations into progressing IT related enhancements that will improve experiences and interactions within both the Civic Centre and Business Centre.


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BACKGROUND Council has progressed with both the Civic Centre and Business Centre projects as per recent Council resolutions. This report provides an update in both regards. COMMENTS/DISCUSSION Gawler Civic Centre Update Design Development The Design Development phase of the Civic Centre was approved at the Council meeting held on 17 May 2016. Development Plan Consent As the current proposal does not contain Council office accommodation which is greater than what is currently on the site the Development Assessment Commission has determined that the Council will be the Approval Authority for this Project. Council’s Planners are currently completing the necessary documentation and it is anticipated that Development Plan Consent will be granted by mid-August 2016. Registrations of Interest for Building Contractors Open Registrations of Interest for suitably experienced and qualified building contractors for the Gawler Civic Centre will be uploaded on the Tenders SA website in July 2016. The assessment criteria in this regard will be informed by Council’s deliberations, refer Item 15.2 in this Agenda. The Registrations will close two weeks later and will be assessed in August 2016. Depending on the number and calibre of registrations received a short list of three to five building contractors will be invited to submit Fixed Lump Sum Tenders for the Project. Construction Documentation A workshop to update the Council on documentation progress is anticipated to occur in early August 2016. Construction documentation is anticipated to be completed by 2 September 2016. Building Rules Consent On completion of the construction documentation the Building Certifier, who is part of the Design Consultant’s Team, will grant Building Rules Consent by 30 September 2016. With this Consent and the aforementioned Development Plan Consent full Development Approval can be granted on or about 30 September 2016.


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Tendering & Assessment Tendering documents will be issued on 5 September 2016 with Tenders closing on 14 October 2016. Tenders will be assessed by the team by 4 November 2016. Council Approval of Tender It is anticipated that a report to Council recommending a Tender will be made during the week beginning 21 November 2016. Construction Program It is anticipated that construction will start early December 2016, however, subject to Australian Government approval the construction commencement will be delayed to January 2017. Construction is anticipated to be completed in 12 months given that the scope of the Project has been reduced, however an indication of the construction program will be known at the REOI stage and more definitively at the tendering stage. Program Please see Program attached. Attachment 1 Gawler Business Centre Update Fit Out Design and Development Approval The design of the fit out has been completed (refer Attachment 3) and has been lodged with the Development Assessment Commission for Development Approval for a change of use of the TAFE building. It is anticipated that the DA will be granted by 19 August 2016. An information report was presented to the Council Development Assessment Panel as part of its July meeting. Registrations of Interest for Fit Out Contractors Open Registrations of Interest for the fit out of the Council Business Centre were received on 20 June 2016. Nine registrations were received. An overview of this process and further details are provided to Council via a separate report, refer Item 15.2 in this Agenda. Construction Documentation Construction documentation was completed on 8 July 2016. Council Approval of Tender It is anticipated that a report to Council recommending a Tender will be presented to Council in August. Fit Out Construction It is anticipated that Construction will start on early September and be completed by end November 2016.


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Staff Relocations These are anticipated to occur in mid-November 2016. Program Please see Program attached. Attachment 2 Gawler Business Centre - Building Purchase and Lease Update The purchase and lease negotiations have progressed well, with both the Sale Contract and Licence to Occupy ready to be finalised with minimal amendments. The purchase price of the property is $1,588,400 + GST. This is the mid-way point between the two valuations and is well within the Councils May resolution which provided an upper limit of $1,670,000. Settlement has been scheduled for Friday 29 July, and arrangements for the transfer of the existing leases, utilities and services have commenced. TAFE are actively removing their furniture, fittings and equipment from the building, with the aim of providing Council vacant possession of the first floor and ground floor customer service area by mid July. The Licence to Occupy will provide Council with rights to access and undertake works in the ground floor customer service area and the first floor from 18 July. This Licence to Occupy ceases upon settlement, when the property transfers ownership to Council. The current area of negotiation is the Lease Agreement between TAFE and Council for the TAFE teaching areas from 30 July 2016 through until 30 June 2017. The existing Deed between the Council and the Minister for Education provides that Council has the ability (post settlement) to set a lease with commercial terms, conditions and rent. As detailed in the report received by Council at its May Council meeting, a discounted rental amount was offered ($215 per sqm) to TAFE. The Lease negotiations are continuing and expected to be finalised by the end of the month. Council staff have continued negotiations with a government department regarding a potential lease of the majority of the ground floor (commencing July 2017). The government agency has formally registered an interest in the site and have provided a draft lease document for Councils consideration. The agency is seeking to secure the site via a lease within the coming months. Temporary Library Arrangements The objective throughout the construction period of the Civic Centre is to continue to provide access to a broad range of library services, with the least interruption and inconvenience to the community as possible. Access to library services during this time will include several locations with varied service levels available. Three locations have been identified to provide services during the closure of the Town Hall Library:

1. Gawler Business Centre: This will be a pick up and drop off point only and will operate as part of the Customer Service area. While this service is basic it will


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allow patrons who find it difficult to travel to other locations access to a limited Library Service.

2. Gawler Sport and Community Centre: A shopfront Library will be set-up in Meeting Room 2. There will be one Library staff member present. Services offered will include a browseable collection, express PC use and Wi-Fi accessibility. Programming (Library activities) will also be offered where appropriate.

3. Evanston Gardens Community Centre Library: Full Library services will be available with current hours extended; the Library will be open 9am-5pm Monday to Friday and 9am-1pm Saturdays. This includes an expanded collection and regular programming such as Storytime. Library staff will also be accommodated at this location. Library and IT staff have commenced liaising with Public Library Services (PLS) to establish the network links required during this period.

Temporary arrangements will not be limited to the above locations, service enhancements will also occur in two important areas:

1. Outreach Services: As part of the 2016/17 budget, $20,000 has been allocated to Library outreach services and programs. This will include a presence at various community events and offering services at different locations around Gawler. Library staff are currently working through a plan of how these services will be rolled out during the closure of the Town Hall Library.

2. Expanded Home Library Service: Traditionally this service has been offered to housebound patrons only. During the temporary closure the guidelines will be revised to allow patrons that cannot access the locations provided to receive this service.

While preparations for the move into temporary accommodations are underway the Library has already taken some steps towards transition. The Evanston Gardens library will be opening its doors to the public on Thursdays 9.00am – 1.00pm from Thursday 28 July 2016. The current Library Preschool program being delivered at Gawler on Thursday mornings will move to Evanston Gardens and commence from Thursday 4 August 10.15 – 11.15am. This change in programming will encourage patrons to begin accessing Evanston Gardens Library for the services they require. Temporary Council Chambers During the construction closure period the Council Chambers will be located at the Gawler Sport and Community Centre and the Gawler Elderly Centre. These spaces will be made available Monday, Tuesday and Wednesday evenings to accommodate Council and Committee meetings and various workshops. A schedule has been devised to ensure the effective running of Council gatherings in this regard and the least inconvenience to community users of the spaces as possible, and is detailed below.

MONDAY Gawler Elderly Centre Small Hall This space is large enough to conduct a meeting or workshop with all Council Members. It has the additional feature of having the large digital screen which would be beneficial for presentations and minutes. The Large Hall is utilised at the Elderly Centre between 4.30pm and 9.00pm. The user group is small and should not cause any noise or access issues during this time.


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TUESDAY Gawler Sport and Community Centre Multi-Purpose Room This space is able to be utilised with the least amount of disruption to existing users groups and has all of the requirements for use as a Council Chamber. When the doors are closed the noise from the remainder of the centre will be at a suitable level. WEDNESDAY Gawler Sport and Community Centre Multi-Purpose Room This space is able to be utilised with the least amount of disruption to existing users groups and has all of the requirements for use as a Council Chamber. When the doors are closed the noise from the remainder of the centre will be at a suitable level.

Meeting Rooms at the either Gawler Sport and Community Centre or Gawler Elderly Centre will also be available for bookings on an ad hoc basis as required.

Gawler Heritage Collection Committee Update At the Special Council meeting on 17 May Council 2016 adopted the following recommendation from the Gawler Heritage Collection Committee.

Moved by Cr A Shackley Seconded by Cr P Koch Motion No: 2016:05:177 That the Gawler Heritage Collection Committee recommends to Council that the following be considered as part of Council’s deliberations for Gawler Connect:

1. Denise Schumann provide design and configuration specifications (including

lighting, compactus, shelving, electrical, communication and any such items to allow for the rooms to function as archival rooms) for the Heritage Research Room (LG06) and Heritage Store (LG04).

2. That Council acknowledge the risk due to moisture and flooding to items of the Gawler Heritage Collection stored in the Heritage Store (LG04), Cultural Heritage Store (LG05) and Heritage Research Room (LG06) and that all efforts will be made to mitigate these risks. Denise Schumann provide design and configuration specifications (including layout, lighting, cabinetry, electrical and communication) for the Heritage Gallery (G26) Ante Room (G05) and Reading Room (G04), LG Heritage Collection Storage Areas (LG-04).

3. Denise Schumann prepare specifications for a specialised hanging system in the Reading Room (G04) to hang 19th Century Artworks.

4. Agreement with the heritage Architect that the archways between corridor (LG02), Communications (LG03) and Heritage Store (LG04) will be retained (and repaired as required) with the new doors to be fitted into existing archway spaces.

5. The Gawler Heritage Collection Committee acknowledges that the financial consequences of recommendations relating to the Heritage Spaces to varying degrees are covered within the existing Gawler Connect budget and any qualifies variations are to be prodded by Denise Schumann.

6. The 19th Century Brass hanging rail be retained in the Reading Room (G04) for non-hanging purposes.

7. The Gawler Heritage Collection Committee are briefed regarding all heritage spaces prior to finalisation and release of construction documents.


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8. The ground floor voids at the Murray Street entrance be retained with the dimensions reviewed to ensure free movement within the space. The outcome of this review is reported back to the Gawler Heritage Collection Committee.

9. The Lower Ground Floor Street (LG01) be acknowledged as the preferred location for the display of the Town of Gawler “Walk of Honour” (honour Boards/War Memorials).

10. Gawler Heritage Collection Committee work with the Gawler Connect design team as advised by the Heritage Consultant and finalise a position on a recommended neutral palette for the Heritage Spaces.

11. The location of the Distribution Board, pipework and sprinklers to be further reviewed with the outcome of the review is reported back to the Gawler Heritage Collection Committee.

12. Gawler Heritage Collection Committee support the efforts of the Heritage Consultant in their efforts to retain heritage elements of the Reading Room (G04) as it relates to the timber floor and floor covering options.

13. Gawler Heritage Collection Committee are briefed regarding all Reading Room (G04) floor prior to the finalisation and release of construction documents.

14. The removal of Gawler Heritage Collection Committee recommendation “k” from “Gawler Heritage Collection Committee Response to the Gawler Connect Design Development Detailed Scheme Report” and is otherwise addressed in Recommendation 4.

15. Gawler Heritage Collection Committee acknowledge that except for the above recommendations presented in the three categories from the “Gawler Heritage Collection Committee Response to the Gawler Connect Design Development Detailed Scheme Report” are endorsed accordingly.

16. Gawler Heritage Collection Committee seeks these works be progressed as a matter of urgency to ensure the outcomes can be incorporated into the final Gawler Connect Detailed Construction Plan that will go to tender at the end of August 2016. Detailed costings shall also be provided.

These resolutions reflect considerations of the Gawler Heritage Collection Committee to ensure that designated Heritage spaces are fit for purpose and reflect Gawler’s unique heritage. Provided with this direction, Council staff continue with the assistance of the Heritage Consultant Denise Schumann, to undertake works related to the design and fit out of Heritage spaces within Gawler Connect. On 2 June Council staff, including the Gawler Connect Project Manager, met with Ms Schumann to confirm these works and related timelines. Subsequently, Ms Schumann attended the Town Hall site with Council staff on 3, 9 and 16 July to access designated Heritage Spaces and progress these works. The specifications and designs provided by Ms Schumann will be incorporated into the Gawler Connect tender documentation, subject to Council’s formal considerations. Currently, staff are preparing an update for the Gawler Heritage Collection Committee as to Ms Schumann’s progress. The Committee will convene to discuss these works once finalised and ready to be submitted for inclusion within the tender documentation.


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Gawler Youth Committee Update The Gawler Connect Youth Space will be located in the High Street Mezzanine area. Council staff have been working with the Gawler Youth Advisory Committee on the design and function of this space. A workshop was held with the Committee on Monday May 9 2016 to further progress the brief for this area. Since that time the Gawler Connect Project Manager has provided feedback to Council staff and the Committee met again on Tuesday July 12 to finalise recommendations for the fit out brief for this space. This brief was presented to and discussed with the Design Consultants on Monday July 18. Update plans will be provided to Council prior to the meeting. Community Groups at Civic Centre Update Recently Council has received submissions from several community groups in regards to the use of space in the Civic Centre building. The Gawler Community Gallery and Gawler Art Society presented a joint submission on 24 June 2016 that requested both have access to meeting space and artwork hanging/exhibition space, and is included in this report as Attachment 4. The Gawler Community Broadcasting Association submission was received on 15 June and details a request for access to meeting room space for various activities, and is included in this report as Attachment 5. It is anticipated that similar submissions will be received over the coming months from other community organisations. Consequently, Council staff are developing an Expression of Interest process (EOI) that will allow interested groups to request ongoing access to spaces within the newly created Gawler Civic Centre. While this EOI process will present opportunities for arrangements in regards to ongoing use, the concept of exclusive use is not proposed to be offered. This will assist in the fair and equitable access to spaces for all members of the community. The details of the EOI process are currently being refined and this will be presented to a subsequent Council Meeting. Staff Relocations Update Executive Management has reviewed and co-ordinated the staff workstation / office allocations within the first floor of the Gawler Business Centre. The fit-out design requirements have been accordingly modelled on such allocations. A ‘Staff Relocation Project Group’, consisting of the Manager – Financial Services (as Chairperson), Gawler Connect Project Manager, Team Leader – Property & Procurement, Team Leader – Information Technology & Records, Marketing & Communications Co-ordinator, and a representative from affected worksites, has recently been established to facilitate and co-ordinate the relocation of staff from the Town Hall/Library/IES (Centrelink building) sites to the Gawler Business Centre and Evanston Gardens Community Centre sites. Key matters discussed as part of the fortnightly meetings held to date include: 1) Gawler Connect Project Manager and Team Leader – Property & Procurement are

co-ordinating the physical relocation, which is earmarked to occur in mid-November 2016. Initial discussions have occurred with a removalist firm, being a firm familiar and experienced in Library relocations;


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2) Staff are actively preparing for the shift, by conducting a ‘spring clean’ of their workspaces and offices, such that the volume of records requiring physical relocation to the Gawler Business Centre is kept to a minimum. It is envisaged that the new Gawler Business Centre will incorporate best-practice Records Management activities and processes;

3) Staff are being regularly kept abreast of developments leading up to the relocation, via monthly staff newsletters solely dedicated to the matter; and

4) All ratepayers to be informed of the pending relocation via a brochure to be distributed with the initial 2016/2017 Rate notices in late July 2016. Other associated resident and customer communication material is under consideration to ensure all customer groups are aware of the move in office/service arrangements.

Multi-Function Space Consultancy Update On 11 April 2016 Requests for tender for the Management Framework for the Multi-Function Space opened. Play Your Part were the successful tenderer, significantly in part due to their broad level of experience with local government in particular in the area of arts. The consultants are based within the local region and have knowledge of the local economy and its relationship to multi-function spaces. Council staff met with the lead consultant on 14 July 2016 who is currently finalising the Project Plan that outlines timeframes and further defined deliverables. This is expected to be received by the end of July, with the project commencing in early August. Council will be kept informed as this study progresses. Digital Hub Consultancy Update On 11 April 2016 a request for tender for the Management Framework for Digital Hub was also opened, with two companies’ submitting tenders. However, due the quality of these submissions no contract was awarded. To assist Council in further processing this matter Ms Karen White, who has been engaged to prepare an IT and Digital Strategy for Town of Gawler, has been engaged to refine the tender brief and adopt a more targeted approach to engaging a suitably qualified and skilled consultant for the preparation of the digital Hub management framework/model. Investigations in this regard are continuing and Council will be kept informed as this study progresses. Gawler Business Centre and Gawler Civic Centre IT Update The Town of Gawler is committed to providing a quality and seamless customer experience and both the Gawler Connect Project and Gawler Business Centre Project have the potential to engage with customers and the community across all channels of communication using best practice technology solutions. In this hi-tech world of technological change, digital communication has become the norm and is fast becoming the mode in which customers prefer to interact. Referred to as digital disruption, the change that occurs when digital technologies affect the value proposition of existing customer services, the Gawler Connect Project and Gawler Business Centre are well placed to provide the same quality customer experience regardless of how the customer or visitor wishes to interact with Council.


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The creation of both sites provides the foundation on which to build best practice technology solutions for residents, customers, community groups and visitor information. Technology at the Civic Centre and the Business Centre will support all levels of communications and interactions in all facilities providing real-time information and immediate service provisions as needed. The current situation for technology in both sites is to gain and understanding of the facilities and apply realistic and practical business models in which to incorporate technology including wi-fi and direct access to services and digital information. These facilities include:

1. Multi-function spaces a) Arts and Cultural Heritage b) Conferencing facilities c) Community events d) Recreation

2. Social enterprise/Commercial spaces a) Café

3. Community/Business spaces a) Heritage Collection/display b) Digital hub c) Meeting rooms

4. Council services a) Library b) Customer Service

By incorporating the most appropriate technology solutions into these facilities the Town of Gawler will become the key hub for the northern region. COMMUNICATION (INTERNAL TO COUNCIL) Council Executive Relevant staff CONSULTATION (EXTERNAL TO COUNCIL) Community consultation undertaken during the project’s development over the past four years. Department of State Development TAFE Department for Environment, Water and Natural Resources All ratepayers (to be advised via a brochure distributed with the initial 2016/2017 Rates notice) POLICY IMPLICATIONS Nil STATUTORY REQUIREMENTS Nil


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FINANCIAL/BUDGET IMPLICATIONS The full purchase price for the TAFE building ($1,588,400 + GST) will be paid upon settlement, currently scheduled for Friday 29 July 2016. Expressions of interest have been received for the fit-out of the Council Business Centre, and subsequently short-listed to three for the purpose of receiving tenders. The Council has previously allocated an estimated $600,000 towards the fit-out of the Centre within the 2016/17 adopted budget. Rental income will commence to be derived after settlement has occurred for the purchase of the site. Such income has already been provided for within the 2016/17 adopted budget. With regards to the Gawler Civic Centre, the total project budget is currently $11.4m, with $9.5m allocated for building and fit out works. As reported at the Council Meeting on 17 May 2016, the current estimated building and fit out works is $10.3m, and that the $800k current shortfall may be addressed upon receipt of actual tenders to undertake the work, given the current tendering market is still very competitive. The Council has previously secured Federal Government funding of $5.6m towards the Gawler Civic Centre, which will be received in progress payments during the construction phase upon completion of identified project milestones. COMMUNITY PLAN Objective 1.2: Build a local community that is proud of Gawler Objective 1.3: Protect and promote Gawler’s unique heritage Objective 2.1: Physical and social infrastructure to match population growth Objective 2.2: Growth to be respectful of cultural and built heritage Objective 2.5: Manage growth through the real connection of people and places Objective 2.6: Local economic activity to create local job opportunities and generate

increased local wealth Objective 3.6: Encourage the development of the Arts Objective 3.7: Create a safe community environment Objective 5.2: Be recognised as a ‘best practice’ Local Government organisation


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REPORTS BY OFFICERS

Item Number 8.3 Title TOWN OF GAWLER – PRINCIPAL OFFICE Date 26 July 2016 Author(s) Chris Haynes, Governance Officer

Patricia Coonan, Governance Officer

Reference CC16/195; CR16/20317

Previous Motion NIL


NIL

OFFICER’S RECOMMENDATION Item 8.3 – Town of Gawler – Principal Office (CC16/195) That:- 1. Council, pursuant to section 45 of the Local Government Act 1999,

nominates 41 High Street, Gawler East as its principle office and it be known as the Gawler Business Centre.

2. Business hours at Town of Gawler’s offices remain unchanged. The business hours specifically for the principal office are 9am to 5pm.

3. Council approves the commencement of consultation with the public in accordance with Council’s public consultation policy regarding Council’s principal office location.

4. A report be prepared advising of any submissions from the public during the consultation period.

BACKGROUND The Local Government Act 1999, section 45 states:

45—Principal office (1) A council must nominate a place as its principal office for the purposes of

this Act. (2) Subject to subsection (3), the principal office of a council must be open to the

public for the transaction of business during hours determined by the council. (3) A council should consult with its local community in accordance with its public

consultation policy about the manner, places and times at which its offices will be open to the public for the transaction of business, and about any significant changes to these arrangements.

COMMENTS/DISCUSSION As a consequence of Council’s recent decision pertaining to office accommodation and more particularly Council resolving that 41 High Street, Gawler East is to form its principal office accommodation site, it must now formally resolve in this respect pursuant to section 45 of the Local Government Act.


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With the construction of the Gawler Connect Project about to commence and the relocation of Council staff to 41 High Street, Gawler East, it is timely to formally resolve the site of Council’s principal office and confirmation of business hours. Council will continue to receive mail at its Australia Post, post office box. It is not proposed to make any changes to the business hours of other sites staffed by Council employees at this time. A report will be presented to Council regarding the business hours of the Gawler Civic Centre prior to it being reopened to public use. In accordance with section 45(3) above, Council is required to undertake consultation with the public, in accordance with Council’s Public Consultation Policy regarding the Gawler Business Centre becoming the principal office. A further report updating Members with details of the relocation of staff and services from the current site to 41 High Street is provided at Item No. 8.2 of this Agenda. Council’s Civic Centre will form the current Town Hall / Institute site and be referred to as the Gawler Civic Centre. COMMUNICATION (INTERNAL TO COUNCIL) Governance Team Executive Management Group CONSULTATION (EXTERNAL TO COUNCIL) In accordance with section 45(3) of the Local Government Act, a process of public consultation is to be undertaken prior to adopting the principal place of office. The outcomes of the consultation process will be presented back to Council. POLICY IMPLICATIONS Policy 2.3 Public Consultation STATUTORY REQUIREMENTS Local Government Act 1999 FINANCIAL/BUDGET IMPLICATIONS Public consultation costs will be within current operating budget. COMMUNITY PLAN Objective 1.2: Build a local community that is proud of Gawler Objective 5.2: Be recognised as a ‘best practice’ Local Government organisation


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REPORTS BY OFFICERS

Item Number 8.4 Title MEMORANDUM OF UNDERSTANDING: GAWLER SHOW

SOCIETY Date 26 July 2016 Author(s) Bryce Norton, Team Leader Recreation and Community

Reference CC16/253; CR16/34091; CR16/34287

Previous Motion NIL


Attachment 1 – Memorandum of Understanding 2016: Town of Gawler and Gawler Show Society

OFFICER’S RECOMMENDATION Item 8.4 – Memorandum of Understanding: Gawler Show Society (CC16/253) That:- 1. Council adopt the Memorandum of Understanding 2016: Town of Gawler

and Gawler Show Society. 2. A report including a new multiyear sponsorship agreement, commencing in

2017, having regard to the Gawler Activation Strategy is presented to Council.

BACKGROUND The Gawler Show, founded in 1856 is South Australia’s largest country show attracting in excess of 30,000 patrons. One of Gawler’s key events, the Show is managed by the Gawler Agricultural, Horticultural & Floricultural Society Inc. (Gawler Show Society), an independent incorporated body, run almost entirely by volunteers. Council has resolved to financially support the ongoing annual delivery of the Gawler Show at the Gawler Showground precinct which includes making available the Council owned area for the event. The previous Memorandum of Understanding between the Council and the Gawler Show Society had the following three objectives:

- To provide support to each part to ensure the effective delivery of the Gawler Show

- To ensure patrons public safety is maintained for the Gawler Show - To support the ongoing professional delivery of valued social activity within the

Town of Gawler. The previous Memorandum of Understanding between the Gawler Show Society and Council expired on 30 September 2015.


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COMMENTS/DISCUSSION The development of an updated Memorandum of Understanding between the Gawler Show Society and Council for the Gawler Show will set out the obligations of both parties and govern the relationship concerning the event. The most recent Memorandum of Understanding for the Gawler Show was seen as effective by both parties and will be used as the basis for the new statement. The updated Memorandum of Understanding between Council and the Gawler Show Society is included as Attachment 1 of this report. There have been only minor changes made to the document that was utilised for the 2013-2015 events, with these amendments shown via tracked changes. It should be noted that this document has only a one year term, rather than the three years of the previous agreement. The development of a single year arrangement is strongly influenced by the Gawler Activation Strategy that will provide Council with strategic direction and a consistent philosophy for support to events and activities within Gawler. A key component of the Gawler Activation Strategy is the development of a suite of Sponsorship documentation. This will allow Council to more easily, accurately and in a consistent manner record the support (inkind and/or monetary) provided to events and activities. It will also provide event organisers with consistent key conditions, such as acknowledgement of support and cultural protocols, required of the provision of Council support. Council staff have been in regular contact with the Gawler Show Society in relation to both the Memorandum of Understanding and the early planning for the 2016 Gawler Show event. The Gawler Show Society are supportive of the single year Memorandum of Understanding for 2016 given the intention of developing a multiyear Sponsorship Agreement prior to the 2017 event that will be consistent with other Council supported events. COMMUNICATION (INTERNAL TO COUNCIL) Chief Executive Officer Manager Library & Community Services CONSULTATION (EXTERNAL TO COUNCIL) Gawler Agricultural, Horticultural & Floricultural Society Inc. POLICY IMPLICATIONS All relevant Council Policies are adhered to throughout the planning for and the delivery of the Gawler Show. STATUTORY REQUIREMENTS All relevant statutory requirements are adhered to throughout the planning for and delivery of the Gawler Show.


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FINANCIAL/BUDGET IMPLICATIONS Council has been a major sponsor of the Gawler Show for many years and will continue to provide ongoing support for such a major event. Council provided $28,270 of inkind support to the 2015 Gawler Show event. This figure includes the involvement of staff from the following areas of Council – Recreation Services, Depot Operations, Regulatory Services, Marketing and Communications and Engineering. Inkind support to the value of $30,000 has been provided for in the 2016-2017 Council budget. COMMUNITY PLAN Objective 1.2: Build a local community that is proud of Gawler Objective 1.4: Create a vibrant and active, event filled council area Objective 1.5: Value the role Arts play in promoting community spirit and pride Objective 2.6: Local economic activity to create local job opportunities and generate

increased local wealth Objective 3.3: Provision of sufficient structured and informal recreation facilities Objective 3.5: Recognise, respect, support and advocate on behalf of volunteers Objective 3.6: Encourage the development of the Arts Objective 5.1: Support and encourage community teamwork


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REPORTS BY OFFICERS

Item Number 8.5 Title COUNCIL DEVELOPMENT ASSESSMENT PANEL

INDEPENDENT MEMBER VACANCY Date 26 July 2016 Author(s) Sam Clements, Senior Planner/Acting Team Leader

Development Services

Reference CC15/614; CR16/33093; CR15/31787; CR16/34719

Previous Motion Council, 25/08/2015, Motion No. 2015:08:303


Attachment 1 – Council 25/8/2015 Agenda Item 8.3 Attachment 2– Applications of Mr S Zeller and Ms J Lennon

OFFICER’S RECOMMENDATION Item 8.5 – Council Development Assessment Panel Independent Member Vacancy (CC15/614) That:- 1. Council appoints _____________________ to the vacant Independent

Member position for the remainder of the Council Development Assessment Panel term noting that the candidate is a fit and proper person that holds the relevant skills and qualifications in their respective profession.

2. The term of the replacement Independent Member selected will commence on 1 August 2016 and shall conclude on 31 August 2017.

BACKGROUND One of the independent members on the Council’s Development Assessment Panel (CDAP) Mr Graham Goss tendered his resignation from the CDAP on 17 June 2016 due to ongoing health issues. This resignation has been acknowledged by the Public Officer of the CDAP (the Chief Executive Officer) in accordance with the prescribed procedure. There is now an independent member vacancy on the CDAP that needs to be filled. As the term of all Independent Members and the Presiding Member commenced on 1 September 2015 and will conclude on 31 August 2017, there is still 13 months remaining of the current term. In April 2015 Council resolved to commence a selection process for the new Council Development Assessment Panel (CDAP) members for the 2015/16 term. It was determined to establish a selection/recruitment panel to undertake this process. The selection panel shortlisted the 25 applications and chose to interview eight candidates, including all existing CDAP independent members. In the August 2015 meeting of Council, the recommended appointments of the four independent member positions, as selected by the recruitment panel, were adopted by the Council. The resolution is detailed below:


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Moved by Cr J Vallelonga Seconded by Cr K Fischer Motion No: 2015:08:303

That:- 1. Council appoint the following candidates as Independent Members to the

Town of Gawler Council Development Assessment Panel, noting that all candidates are fit and proper persons and hold relevant skills and qualifications in their respective professions –

a. Dr Susan Shannon b. Mr Rob Veitch c. Ms Fleur Bowden d. Mr Graham Goss;

2. Council resolves to appoint Dr Susan Shannon as the Presiding Member of the Town of Gawler Council Development Assessment Panel; and

3. The terms of all Independent Members and the Presiding Member shall commence on 1 September 2015 and shall conclude on 31 August 2017.

4. Council thank the existing independent Council Development Assessment Panel members for their contributions over the last 2 ½ years.

As mentioned, there is now a vacancy to one of these independent member positions. COMMENTS/DISCUSSION Whilst a panel within Metropolitan Adelaide must have seven members and the panel has now been reduced to six members, it is noted under Section 56A (18) of the Development Act 1993 that ‘an act of a council development assessment panel is not invalid by reason only of a vacancy in its membership or a defect in the appointment of a member.’ Therefore, the CDAP can still determine applications in this interim period, provided there is quorum (4 members must be present). The position however cannot be left vacant for the remainder of the term. This would also not be desired, noting that there must be a quorum in order to hold a meeting and there are periods when panel members are on leave or will be absent from certain meetings for various reasons. Having one less member makes it more difficult to coordinate meeting dates that there will be a quorum. It is also important to note that if a decision pertaining to a Council initiative is presented to the Panel, and all Elected Members declare an interest and remove themselves from the decision-making process, the CDAP will not have a quorum until that independent panel member vacancy is filled. Based on the above reasons, Council should endeavour to fill this vacancy as soon as possible. Upon receipt of the resignation of Mr Graham Goss, Council staff contacted all previously shortlisted and interviewed candidates that were unsuccessful. Of the four unsuccessful shortlisted candidates two are still interested in being on the CDAP, Mr Simon Zeller and Ms Janine Lennon. The legislation requires that at least one male and one female is on a CDAP. Noting that there is an even gender balance on the panel this is not considered to be determining factor. Mr Zeller was an independent member on the previous 2014-2015 Gawler CDAP. Ms Janine Lennon has not previously been on the Gawler CDAP, but was on the Light Regional Council DAP for three years previously and has been the Executive Officer on the West Torrens Council DAP for the last seven years.


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The following table details the relevant experience, expertise and qualifications of the two remaining shortlisted candidates. Ms Janine Lennon

• 2005 – 2006 Master of Urban and Regional Planning, University of South Australia;

• 2009 – 1010 Proteus Education & Training, Diploma of Management;

• 2000 – 2003 Bachelor of Urban and Regional Planning, University of South Australia;

• 3 years on the Light Regional Council DAP; • 7 Years as Executive Officer on the CDAP at City of West

Torrens; • Employed at the City of West Torrens as Manager City

Development and has practised as urban planner since 2003; • Experienced in dealing with development proposals in the

Adelaide Plains and the inner metropolitan region; and • Experience with and aware of the issues relevant to applications

in the Town of Gawler – land scale land divisions, land use conflicts, heritage considerations.

Mr Simon Zeller

• Diploma of Building, Marleston TAFE 2003; • Diploma of Building Design and Technology, Marleston TAFE

2005; • A Local builder since 2002, Has renovated, extended and build

several new buildings in Gawler; • Background in Carpentry; • Was an independent member on the Gawler CDAP for 2014/2015

term; and • Has been exposed through his work as a builder to different

approaches of urban planning and development.

As detailed in the above resolution, the current independent members on Gawler CDAP are Dr Susan Shannon, Mr Rob Veitch and Ms Fleur Bowden. Collectively these independent members have expertise in Architecture, Urban Design, Heritage Conservation, Landscape Architecture and Urban Planning. A summary of their experience, expertise and qualifications is detailed in the August 2015 Council report which can be found within Attachment 1. The member that has resigned, Mr Graham Goss, has qualifications in law, environmental management and public policy. He is the Principal Planner at the River Murray Unit of the Department of Environment, Water and Natural Resources / Department for Water. Since January 2007 he has sat on the City of Holdfast Bay’s CDAP, including 6 years as the Presiding member. It is also noted that before his resignation Mr Graham Goss was the Deputy Presiding Member on the Gawler CDAP. He was not a local to Gawler or wider Northern area. In summary, the previous independent member had a strong knowledge of development legislation, extensive experience on development assessment panels, urban planning and environmental management.


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Consideration has been given to the skills and experience that has been lost on the panel as a result of this resignation/vacancy. Of the two remaining shortlisted candidates, neither has experience in environmental management. In considering the other skills and experience that the previous member possessed, it is considered by Council staff that Ms Lennon is more aligned with this skill set. As a qualified and practising urban planner she has a strong knowledge of development legislation, has extensive experience on development assessment panels and in urban planning. Copies of each candidate’s applications are contained within Attachment 2. COMMUNICATION (INTERNAL TO COUNCIL) Chief Executive Officer Manager of Economic Development, Regulatory Services and Communications CONSULTATION (EXTERNAL TO COUNCIL) No external consultation has been required, although the resolution of Council will need to be published in The Bunyip within fourteen (14) days of the decision being made, as per the requirements of Section 56A of the Development Act, 1993. POLICY IMPLICATIONS This issue does not impact on any current Council policies. STATUTORY REQUIREMENTS Section 56A of the Development Act, 1993 FINANCIAL/BUDGET IMPLICATIONS This proposal has no financial or budgetary implications given that CDAP independent member remuneration is included within the endorsed 2016/17 Council budget. COMMUNITY PLAN Objective 1.2: Build a local community that is proud of Gawler Objective 1.3: Protect and promote Gawler’s unique heritage Objective 2.3: Urban growth to be sustainably managed


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REPORTS BY OFFICERS

Item Number 8.6 Title CODE OF PRACTICE FOR ACCESS TO COUNCIL AND

COMMITTEE MEETINGS AND COUNCIL DOCUMENTS AND PUBLIC CONSULTATION POLICY

Date 26 July 2016 Author(s) Patricia Coonan, Governance Officer

Chris Haynes, Governance Officer

Reference CC10/2601; CR16/34137; CR16/19253; CR16/19305

Previous Motion Council Meeting, 24/05/2016, Motion No’s: 2016:05:203-204


Attachment 1 – Code 1.2 Code of Practice for Access to Council and Committee Meetings and Council Documents Attachment 2 – Policy 2.3 Public Consultation

OFFICER’S RECOMMENDATION Item 8.6 – Code of Practice for Access to Council and Committee Meetings and Council Documents and Public Consultation Policy (CC10/2601) That Council adopts: 1. Code 1.2 Code of Practice for Access to Council and Committee Meetings

and Council Documents. 2. Policy 2.3 Public Consultation. BACKGROUND At its meeting held 24 May 2016 Council resolved the following motions:

Moved by Deputy Mayor D Hughes Seconded by Cr M Nicolson Motion No: 2016:05:203 That Council adopts the recommendation from the Corporate and Community Services Committee made at item 7.6 of the meeting of that Committee meeting held on 10 May 2016, being: Motion No: CCS:2016:05:32 1.a That the Committee recommends to Council that is supports the amended Draft Code 1.2 Code of Practice for Access to Council and Committee Meetings and Council Document and it be released for Public Consultation


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Moved by Deputy Mayor D Hughes Seconded by Cr M Nicolson Motion No: 2016:05:204 That Council adopts the recommendation from the Corporate and Community Services Committee made at item 7.6 of the meeting of that Committee meeting held on 10 May 2016, being: Motion No: CCS:2016:05:33 1.b That the Corporate and Community Services Committee recommends to Council that it supports the amended Draft Policy 2.3 Public Consultation and it be released for Public Consultation.

COMMENTS/DISCUSSION Code 1.2 Code of Practice for Access to Council and Committee Meetings and Council Documents Council staff reviewed this code and made amendments required due to legislative amendments to the Local Government Act 1999. As required under the Local Government Act, any changes to this code require public consultation. The code was released for public consultation on 15 June 2016 with a closing date of 6 July 2016. No feedback has been received from the public. The code released for public consultation as per the resolution of Council at its 24 May 2016 meeting is attached to this report (Attachment 1). Policy 2.3 Public Consultation Council staff reviewed and rewrote this policy based on the latest Model Policy released by the Local Government Association. As required under the Local Government Act, any changes to this Policy require public consultation. The policy was released for Public Consultation on 15 June 2016 with a closing date of 6 July 2016. No feedback has been received from the public. The policy released for public consultation as per the resolution of Council at its 24 May 2016 meeting is attached to this report (Attachment 1). COMMUNICATION (INTERNAL TO COUNCIL) Relevant Council staff CONSULTATION (EXTERNAL TO COUNCIL) Public consultation occurred between 15 June 2016 and 6 July 2016. POLICY IMPLICATIONS The Policies and Codes of Practice presented inform the operational consequences in the relevant areas of Council.


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STATUTORY REQUIREMENTS Local Government Act 1999. FINANCIAL/BUDGET IMPLICATIONS Implementation and application of Policies and Codes of Practice will to varying degrees have financial consequences on the Council. COMMUNITY PLAN Objective 5.2: Be recognised as a ‘best practice’ Local Government organisation


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REPORTS BY OFFICERS

Item Number 8.7 Title RAINBOW FLAG FLYING REQUEST Date 12 July 2016 Author(s) Paul Horwood, Manager Finance and Corporate Services

Reference CC10/90; CR16/34124; CR16/15593

Previous Motion Council, 28/07/2015, Motion No. 2015:07:294 Council, 26/08/2014, Motion No. 2014:08:319


Attachment 1 – Letter from Feast

OFFICER’S RECOMMENDATION Item 8.7 – Rainbow Flag Flying Request (CC10/90) That Council advises that the Rainbow Flag will no longer be flown during the annual Feast festival. BACKGROUND The initial request to fly the Rainbow flag, during the annual Feast Festival, was approved by Council in 2014. A subsequent approval was provided in 2015. A request has subsequently been received to again fly the flag during the same period in 2016 (refer Attachment 1). This item was presented to the Corporate and Community Services Committee (CCS) meeting held on 12 July 2016. At that meeting the committee resolved the following motion:

Moved by Cr A Shackley Seconded by Mayor K Redman Motion No: CCS:2016:07:46 That Item 7.10 Rainbow Flag Flying Request be deferred to the July 2016 Council meeting.

This item was resolved to be deferred as the new Flags Policy was also separately presented to the same CCS meeting. At that meeting the committee resolved the following motion in relation to the Flags Policy:

Moved by Cr R Symes Seconded by Cr A Shackley Motion No: CCS:2016:07:45 That the Corporate and Community Services Committee recommends that Council adopts the Flags Policy with an alteration to the wording in Section 4.2.1 to recognise the flying of flags during Naidoc Week and Reconciliation Week.


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In accordance with CCS Committee Terms of Reference because the motion above was not carried unanimously by the Committee it has been provided in this agenda at item 9 – Recommendations from Committees for the resolution of Council. The new Flags Policy stipulates that the only flags that will be flown at Council sites are those flown in accordance with Council’s governance role (per Clause 3.1) – namely, the National, State, Aboriginal and Council flag. The Committee resolved to amend the draft policy as presented to provide for the flying of the Aboriginal flag during NAIDOC and Reconciliation Week. Accordingly, it is recommended that the organising body of the Feast festival be advised that Council will no longer be flying the Rainbow Flag or any other third-party flags in accordance with the new Flags Policy. COMMENTS/DISCUSSION The recommendation is prepared and presented on the basis that the new Flags Policy is adopted as part of item 9 of this meeting. COMMUNICATION (INTERNAL TO COUNCIL) NIL CONSULTATION (EXTERNAL TO COUNCIL) Should the Flags Policy be adopted, third-parties who have had approval to fly flags in recent years will be advised of the new Policy accordingly. POLICY IMPLICATIONS Policy 7.16: Flags & Banners Policy STATUTORY REQUIREMENTS NIL FINANCIAL/BUDGET IMPLICATIONS NIL COMMUNITY PLAN NIL


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REPORTS BY OFFICERS

Item Number 9 Title RECOMMENDATIONS FROM COMMITTEES Date 26 July 2016 Author(s) Patricia Coonan, Governance Officer

Chris Haynes, Governance Officer

Reference CC16/195; CR16/32976

Attachment/s NIL

GAWLER YOUTH ADVISORY COMMITTEE – RECOMMENDATIONS

9.1 Item 5.2 – Youth Development Report That Council adopts the recommendation from the Gawler Youth Advisory

Committee made at item 5.2 of the meeting of that Committee meeting held on 4 July 2016, being:

Motion No: GYAC: 2016:07:14 That the Gawler Youth Advisory Committee recommends to Council that Mr Daniel Niutta be thanked for his article in the Generation Now Column in The Bunyip as published 8 June 2016.

CORPORATE AND COMMUNITY SERVICES COMMITTEE – RECOMMENDATIONS

9.2 Motions Made Under Delegated Authority for Noting That Council notes the adopted Motions from the Corporate and

Community Services Committee made under Delegated Authority at the meeting held on 12 July 2016, being: Item 7.2 – Youth Program Update (CC16/90) Motion No: CCS:2016:07:35 That the Corporate and Community Services Committee, under delegated authority, receives and notes the Youth Program Update. Item 7.4 – Disability Access and Inclusion Plan Update (CC15/410) Motion No: CCS:2016:07:39 That the Disability Access and Inclusion Plan Update report be noted. Item 7.5 - Gawler Aquatic Centre 2015/16 Season Review CC16/1027 Motion No: CCS:2016:07:41 That the Corporate and Community Services Committee, under delegated authority, receives and notes the Gawler Aquatic Centre 2015/16 Season Review report.


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Item 7.7 – Community Engagement Update (CC16/635) Motion No: CCS:2016:07:43 That the Community Engagement Update report be noted. Item 7.10 – Rainbow Flag Flying Request (CC10/90) Motion No: CCS:2016:07:46 That Item 7.10 Rainbow Flag Flying Request be deferred to the July 2016 Council meeting. (Refer Item 8.7 of this Agenda) Item 7.12 – Policy and Code of Practice Manual Review (CC13/241) Motion No: CCS:2016:07:48 That the Corporate and Community Services Committee adopts Code 1.3 Code of Practice for Committee Meeting Procedures. Motion No: CCS:2016:07:49 That the Corporate and Community Services Committee adopts Code 1.4 Code of Practice for Working Groups.

Motion No: CCS:2016:07:50 That the Corporate and Community Services Committee adopts Policy 3.8 Induction for New Councils with following amendments: 1. Addition of 4.1.4: that an annual refresher program be provided 2. Amendment of 4.1.2: that all Council Members are expected to attend

mandatory elements of the induction program and are expected to actively participate in other elements of the induction program.

3. Change the title of the policy to Induction for Council Members. Motion No: CCS:2016:07:51 That the Corporate and Community Services Committee adopts Policy 4.4 Safe Environment with the addition of the Work Health and Safety Act to the list of legislation on the front page.

9.3 Item 7.1 – Gawler Aquatic Centre – Gawler Based Swim Clubs (CC15/547)

That Council adopts the recommendation from the Corporate and

Community Services Committee made at item 7.1 of the meeting of that Committee meeting held on 12 July 2016, being:

Motion No: CCS:2016:07:40 That the Corporate and Community Services Committee recommends that Council: 1. Approves the inclusion of a “Gawler Based Swim Club” category in

Council Policy 5.10 – “Hire of Council Owned Facilities” with the following conditions: a. 75% concession for the hire of Gawler Aquatic Centre facilities –

e.g. lane hire, facility hire, training room hire. b. 50% concession for the hire of any other Council Owned

facilities – in line with the existing Category C within the Policy. c. 75% concession on entry (visit pass or season passes ONLY –

casual entry will receive no concession). 2. Receives a further report be presented about post 6pm pool usage

and responsibilities related to management of the pool post 6pm.


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9.4 Item 7.3 – Copyright Permission Request from Gawler Community Broadcasting

Association (CC10/2945) That Council adopts the recommendation from the Corporate and


Motion No: CCS:2016:07:36 That the Corporate and Community Services Committee recommends to Council that:- 1. Council approves the request from the Gawler Community

Broadcasting Association to use copyrighted material from the Town of Gawler publication Footprints: Gawler significant identities for a series of podcasts.

2. Council staff work with the Gawler Community Broadcasting Association to promote the podcasts and the original publication.

9.5 Item 7.6 – Community Grants and Temporary Public Art Grants – Review of

Guidelines and Application Forms (CC16/975) That Council adopts the recommendation from the Corporate and


Motion No: CCS:2016:07:42 That the Corporate and Community Services Committee recommends to Council that: 1. The 2016/17 Community Grants and Temporary Public Art Grants

Guidelines and application Forms be adopted subject to the following amendments: a. Guidelines Addition: No more than one (1) Community grant per

applicant and no more than two (2) Temporary Public Art grants per applicant.

b. Application Form Addition: An acknowledgement will be provided on receipt of applications and it is the applicant’s responsibility to contact Council if an acknowledgement is not received.

2. A Community Grant Selection Panel of the following Council Members be appointed by Council: a. Cr R Symes b. Mayor K Redman c. Cr P Koch

9.6 Item 7.8 – Banners Policy (CC13/241) That Council adopts the recommendation from the Corporate and


Motion No: CCS:2016:07:44 That the Corporate and Community Services Committee recommends that Council adopts the Banners Policy with the addition of 7.5.3: if spaces are available for other community events, the CEO and Mayor will deal with the application and may apply cost recovery charges. (refer Attachment 1)


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9.7 Item 7.9 – Flags Policy (CC10/90) That Council adopts the recommendation from the Corporate and


Motion No: CCS:2016:07:45 That the Corporate and Community Services Committee recommends that Council adopts the Flags Policy with an alteration to the wording in Section 4.2.1 to recognise the flying of flags during Naidoc Week and Reconciliation Week. (Refer Attachment 2)

9.8 Item 7.11 – Gawler Activation – Fringe Events (CC16/1061) That Council adopts the recommendation from the Corporate and


Motion No: CCS:2016:07:47 That the Corporate and Community Services Committee recommends that Council: 1. Agrees to the use of Walker Place as the main venue for the 2017

Gawler Fringe event with other community based Fringe activities facilitated at other venues.

2. Approves that the 2017 Walker Place Fringe event act as a transition event (with a Council Budget of $25,000 plus in-kind Council support), such that increased community involvement allows for this, or other similar Fringe activities, to be community led in 2018.

3. Requests a further report on the planning for the 2017 Gawler Fringe be presented to this committee at the November 2016 meeting.

4. Agrees to the development of the ‘Gawler Activation Strategy’, with a Council Member workshop to be held as part of the development of the strategy.

5. Requests that an update report on the ‘Gawler Activation Strategy’ be presented to this committee at the November 2016 meeting.

9.9 Item 7.12 – Policy and Code of Practice Manual Review (CC13/241) That Council adopts the recommendation from the Corporate and


Motion No: CCS:2016:07:52 That the Corporate and Community Services Committee recommends that Council adopts Policy 5.10 Hire of Council Owned Facilities.


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CONFIDENTIAL REPORTS BY OFFICERS

Item Number 15.1 Title PATERNOSTER ROAD LAND OFFER Date 26 July 2016 Author(s) Rebecca Howard, Team Leader Property and Procurement

Reference CC10/2464; CR16/33204, CR16/35615, CR16/35592, CR16/35617, CR16/35597

Previous Motion NIL In accordance with Sections 83(5) and 84(6) of the Local Government Act, 1999 – the Chief Executive Officer considers that this item may be considered in confidence by the Council on the grounds set out below (and therefore will remain confidential until the Council resolves how this item is to be classified). A further written report will be considered by Members at the Meeting after the following recommendation is carried. OFFICER’S RECOMMENDATION Item 15.1 – Paternoster Road Land Offer (CC10/2464) That: 1. Pursuant to Sections 90(2) and 90(3)(b) of the Local Government Act 1999

(the Act), the Council orders that the public be excluded from attendance at that part of this meeting relating to Item 15.1, excepting the following persons: • Chief Executive Officer • Acting Manager Economic Development, Regulatory Services &

Communications • Manager Infrastructure & Engineering Services • Manager Library & Community Services • Manager Finance & Corporate Services • Team Leader Property and Procurement • Minute Taker to enable the Council to consider Item 15.1 in confidence on the basis the Council considers it necessary and appropriate to act in a meeting closed to the public (excepting those persons listed above) in order to receive, discuss or consider in confidence the following information or matter relating to Item 15.1: (b) information the disclosure of which—

(i) could reasonably be expected to confer a commercial advantage on a person with whom the council is conducting, or proposing to conduct, business, or to prejudice the commercial position of the council; and

(ii) would, on balance, be contrary to the public interest;

Specifically, the present matter relates to the land value and potential purchase price expected by a landowner.


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The disclosure of this information could reasonably be expected to be commercially advantageous to a potential purchaser or developer who is seeking land in the vicinity. The Council has considered the public interest in relation to whether to make this order. The prevailing public interest in these circumstances is the requirement to not disadvantage a landowner through publication of his/her property values or plans, prior to a potential Development Application process. The Council considers that, on balance, disclosure would be contrary to the public interest.

2. Accordingly, on this basis, the principle that meetings of the Council

should be conducted in a place open to the public has been outweighed by the need to keep the information or matter confidential.


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CONFIDENTIAL REPORTS BY OFFICERS

In accordance with Sections 83(5) and 84(6) of the Local Government Act, 1999 – the Chief Executive Officer considers that this item may be considered in confidence by the Council on the grounds set out below (and therefore will remain confidential until the Council resolves how this item is to be classified). A further written report will be considered by Members at the Meeting after the following recommendation is carried. OFFICER’S RECOMMENDATION Item 15.2 – Council Business Centre Fit Out – Procurement Process (CC15/1121) That: 1. Pursuant to Sections 90(2) and 90(3)(k) of the Local Government Act 1999

(the Act), the Council orders that the public be excluded from attendance at that part of this meeting relating to Item 15.2, excepting the following persons: • Chief Executive Officer • Acting Manager Economic Development, Regulatory Services &

Communications • Manager Infrastructure & Engineering Services • Manager Library & Community Services • Manager Finance & Corporate Services • Team Leader, Property and Procurement • Project Manager, Gawler Civic Centre and Gawler Business Centre • Minute Taker to enable the Council to consider Item 15.2 in confidence on the basis the Council considers it necessary and appropriate to act in a meeting closed to the public (excepting those persons listed above) in order to receive, discuss or consider in confidence the following information or matter relating to Item 15.2: (k) tenders for the supply of goods, the provision of services or the

carrying out of works;

Item Number 15.2 Title COUNCIL BUSINESS CENTRE FIT OUT –

PROCUREMENT PROCESS Date 26 July 2016 Author(s) Rebecca Howard, Team Leader Property and Procurement

Reference CC15/1121; CR16/35333, CR16/35358, CR16/35533, CR16/27151, CR16/34193

Previous Reference/ Motion

Council, 24/05/2016, Motion No. 2016:05:217 Council, 19/04/2016, Motion No. 2016:04:100-101 Council, 03/03/2016, Motion No. 2016:03:63 Council, 22/12/2015, Motion No. 2015:12:514


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Specifically, the present matter relates to the procurement process being undertaken to engage a contractor for the fit out of the Council Business Centre located at 41-43 High Street, Gawler East.

2. Accordingly, on this basis, the principle that meetings of the Council

should be conducted in a place open to the public has been outweighed by the need to keep the information or matter confidential.


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