COMMENCING AT 7PM

AGENDA

FOR A

SPECIAL COUNCIL MEETING

TO BE HELD ON

TUESDAY 17 AUGUST 2021

COMMENCING AT 7PM

The public can access the agenda here: Special Council

https://www.mitchamcouncil.sa.gov.au/council/council-meetings/minutes-and-agendas

SPECIAL COUNCIL

AGENDA 17 AUGUST 2021

AGENDA FOR A SPECIAL MEETING OF THE COUNCIL TO BE HELD IN THE COUNCIL CHAMBERS ON TUESDAY, 17 AUGUST 2021 AT 7PM.

MEMBERSHIP: Mayor H Holmes-Ross

Crs J Bange, C Cheney, A Christopoulos, K Hockley, D Kruse, C McCarthy, R Moss, D Munro, J Sanderson, K Steele, L Taeuber, A Tilley and Y Todd

The purpose of this meeting is to discuss the following:

INDEX

PLEDGE AND KAURNA ACKNOWLEDGEMENT ................................................... 1

PRESENT: ................................................................................................................. 1

APOLOGIES: ............................................................................................................. 1

LEAVE OF ABSENCE: .............................................................................................. 1

ABSENT: ................................................................................................................... 1

STAFF IN ATTENDANCE: ........................................................................................ 1

WELCOME ................................................................................................................ 1

BUSINESS ................................................................................................................. 1

1. ELECTED MEMBERS’ DECLARATIONS OF INTERESTS ................ 1

2. DEPUTATIONS ............................................................................. 2

3. CONFIDENTIAL REPORTS ........................................................... 3

3.1 PT LINCOLN BLVD - VOLUNTARY SITE REMEDIATION PROPOSAL ...... 3

4. ITEMS ON NOTICE FOR FUTURE DECISION................................. 4

4.1 HAWTHORNDENE OVAL REVISED FACILITY PLANS SEEKING COUNCIL'S CONSIDERATION ..................................................................... 4

CLOSE ........................................................... ERROR! BOOKMARK NOT DEFINED.

SPECIAL COUNCIL AGENDA

INDEX PAGE 2 17 AUGUST 2021

…………………………………. MATTHEW PEARS CHIEF EXECUTIVE OFFICER

SPECIAL COUNCIL

AGENDA 17 AUGUST 2021

NOTICE OF AND AGENDA FOR A SPECIAL MEETING OF THE COUNCIL CALLED BY HER WORSHIP THE MAYOR, TO BE HELD IN THE COUNCIL CHAMBERS, 131 BELAIR ROAD, TORRENS PARK ON TUESDAY, 17 AUGUST 2021 AT 7PM. MEMBERSHIP: Mayor H Holmes-Ross

Crs J Bange, C Cheney, A Christopoulos, K Hockley, D Kruse, C McCarthy, R Moss, D Munro, J Sanderson, K Steele, L Taeuber, A Tilley and Y Todd

PLEDGE AND KAURNA ACKNOWLEDGEMENT

The Mayor will pledge: We acknowledge that this land we meet on is the traditional land of the Kaurna people. We respect their spiritual relationship with their country. We, as a Council, welcome all members of the community and pledge honesty and good governance in all of our dealings.

PRESENT:

APOLOGIES:

LEAVE OF ABSENCE:

ABSENT:

STAFF IN ATTENDANCE:

WELCOME

BUSINESS

1. ELECTED MEMBERS’ DECLARATIONS OF INTERESTS

The Mayor will ask if any Member wishes to disclose an interest in relation to any item being considered at the meeting.


PAGE 2 17 AUGUST 2021

ITEM 2.1

2. DEPUTATIONS

Deputations are to be no more than six minutes in length, without leave of the meeting.



ITEM 3.1

3. CONFIDENTIAL REPORTS

3.1 PT LINCOLN BLVD - VOLUNTARY SITE REMEDIATION PROPOSAL Report Author/Manager: John Valentine & Matthew Romaine General Manager: Craig Harrison (Meeting Date: 17 August 2021) (Location: Babbage Ward) (Consultant Used: $562,000) PROPOSAL To consider a response to the Environment Protection Authority in relation to their request for a Voluntary Site Remediation Proposal. REASON THIS IS BEING PRESENTED TO COUNCIL Only Council has Delegation BACKGROUND Pursuant to Section 83(5) of the Local Government Act 1999, the Chief Executive Officer confirms that this item may be discussed in confidence under the provisions of Section 90(2) and 90(3)(d)(i)&(ii) and (h). DISCUSSION The Chief Executive Officer recommends that this report be considered in confidence under Chapter 6, Part 3 of the Local Government Act 1999 as this item considers matters relating to .

RECOMMENDATION – ITEM 3.1 DECISION 1 – GO INTO CONFIDENCE That pursuant to Section 90(2) of the Local Government Act 1999, the Council orders the public be excluded with the exception of staff present the basis that the Council considers it necessary and appropriate to act in a meeting closed to the public in order to receive, discuss or consider in confidence Agenda Item 3.1 Pt Lincoln Blvd - Voluntary Site Remediation Proposal and that the Council is satisfied with the principle that the meeting should be conducted in a place open to the public has been outweighed in relation to the matter under consideration because the information is of the nature specified in Subsection 90(3)(i) of the Local Government Act 1999, being information relating to litigation that the Council believes on reasonable grounds will take place; and the legal advice provided to Council to support this mean the disclosure of this information may compromise the Council’s position if an appeal is commenced.



ITEM 4.1

4. ITEMS ON NOTICE FOR FUTURE DECISION

4.1 HAWTHORNDENE OVAL REVISED FACILITY PLANS SEEKING COUNCIL'S CONSIDERATION Report Author/Manager: Hayley Ashworth / Anneke Polkamp General Manager: Craig Harrison (Meeting Date: 17 August 2021) (Location: Craigburn Ward) Due to the complexity of this issue and community interest, a draft report has been attached for discussion prior to a final report being presented to a future meeting. PROPOSAL For Council to review a new facility design and costings for a community/sporting facility at Hawthorndene Oval and consider whether or not to provide approval and a funding contribution to the project. REASON THIS IS BEING PRESENTED TO COUNCIL Council Resolution Attachments:

1. Draft Report - Hawthorndene Oval Revised Facility Plans seeking

Council's Consideration A. Attachment to Draft Report - Hawthorndene Oval Community/Sporting

Facility Design

RECOMMENDATION – ITEM 4.1 That the report be received for information only.



ITEM 4.1 - ATTACHMENT 1

0.0 HAWTHORNDENE OVAL REVISED FACILITY PLANS SEEKING COUNCIL'S CONSIDERATION Report Author/Manager: Hayley Ashworth / Matthew Romaine General Manager: Craig Harrison (Meeting Date: 24 August 2021) (Location: The Park Ward) (Consultant Used: $Nil) PROPOSAL For Council to review a new facility design and costings for a community/sporting facility at Hawthorndene Oval and consider whether or not to provide approval and a funding contribution to the project. REASON THIS IS BEING PRESENTED TO COUNCIL Council Resolution

RECOMMENDATION – ITEM 0.0 DECISION 1 – FUNDING Option 1 (Staff Recommendation) – Council Funding Contribution of $436,000 1. That Council endorse $62,233 recurrent operating cost and a once off

capital contribution of $436,000 for building work at Hawthorndene Oval as per Attachment A to be included at Budget Review 1.

2. That Council notes that the State Government is committing a total of $406,000 to the project and that Coromandel Valley Rambers Cricket Club are committing $15,000.

3. That Council note that its contribution to this project equates to an additional rate increase of 0.05% required next year.

4. That Council notes that the actual cost to complete the project is $857,000, and that the original resolution to endorse $182,000 toward a $668,000 total project cost in 2019 is unable to be enacted.

Option 2 – Council Chooses the Funding Contribution 1. That Council endorse $X recurrent operating cost and a once off capital

contribution of $X for building work at Hawthorndene Oval to be included at Budget Review 1, noting that this will require a redesign of the facility.

2. That Council notes that the State Government is committing a total of $406,000 to the project and that Coromandel Valley Rambers Cricket Club are committing $15,000.

Option 3 – No Funding

That Council does not provide a funding contribution for building work at Hawthorndene Oval.




DECISION 2 – TENANCY AGREEMENT FOR PROPOSED FACILITY Option 1 (Staff Recommendation) – 5-year Tenancy Agreement That subject to Development Approval, Council endorses a 5-year tenancy agreement being granted to the Coromandel Valley Ramblers Cricket Club for their use of the proposed facility at Hawthorndene Oval.

Option 2 – Consult on a 10-year Tenancy Agreement

1. That Council endorse community consaltation as per Councils Community

Consultation Policy on a 10 year tenancy agreement being granted to the Coromandel Valley Ramblers Cricket Club for their use of the proposed facility at Hawthorndene Oval.

2. That at conclusion of the consultation a report is brought back to Council for their consideration in granting a 10 year tenancy agreement to the Coromandel Ramblers Cricket Club for their use of the proposed facility at Hawthorndene Oval.

BACKGROUND In 2019, Council endorsed a funding contribution of $182,000 for a building that was estimated at $668,000. That decision has not been enacted and after engaging a quantity surveyor to provide a costing, Administration have determined that it is not possible to build the building that was auspice on those plans for that money. As such this report is a fresh request for funding towards a fresh set of plans.

The following information was provided in Councils report on 11 May 2021 however is being provided again within this report to provide context and background: Background on facility proposal at Hawthorndene Oval - The Club began meeting with Council staff in 2014/15 to discuss a facility

proposal at Hawthorndene Oval - The Club were involved in the engagement for the 2016 Sports Facility

Strategy which included reference to a facility at Hawthorndene Oval - At a meeting of Council on 14 November 2017 the Club received landlord

approval and a funding contribution for a small clubroom and community facility

- The Club submitted a grant application to Office for Recreation, Sport and Racing however were unsuccessful due to the changerooms not meeting Cricket Australia Guidelines as they were too small

- The Club submitted a development application in 2017 for the small clubroom and community facility however this was withdrawn

- As part of the 2018 State Election the Club received a $80,000 State Election Pledge




- On 12 November 2019, a revised design which included changerooms which met Cricket Australia guidelines was put forward to Council and received landlord approval and a funding contribution of $182,000

- When a report was presented to Council in November 2019 a grant application was due to be submitted the following day. Due to the tight timeframe a quantity surveyor could not be sourced, therefore the costings provided to Council for this facility design were estimations

- Club submitted a grant application to Office for Recreation, Sport and Racing and in June 2020 were notified they were successful in receiving $326,000. On top of the Council contribution, State Government Election funding and Club contribution this resulted in a total budget for the previous design being $668,000.

- A Development Application for the facility which included some minor internal alterations was lodged and as per the Development Act requirements those within 60m of the site were directly notified

- The Club, letter box dropped to those within 60m of the oval inviting them to meet at the oval on 8 October if they had any questions in relation to the facility – 1 resident attended

- Residents held a separate meeting on 28 October – 70 people were in attendance including the Mayor, Cr Kruse, Cr Bange and Cr McCarthy and Council staff

- Development Application was withdrawn - Report presented to Council to endorse Community Consultation, 8

December 2020 - Community consultation which consisted of a survey and community

working group took place between 18 February – 27 March. During this time the community were consulted on possible amendments to the Community Land Management Plans for Hawthorndene Oval and Apex Park, the Coromandel Valley Ramblers four proposals which includes a facility proposal and the granting of a 10 year lease/license to the Coromandel Valley Ramblers Cricket Club for their use of areas of Hawthorndene Oval.

Following the extensive consultation process, at Councils meeting on 11 May 2021 Council resolved the following:

Facility - Changerooms, Storage, Public Toilets, deck and verandah – No multipurpose space, bar or canteen No approval for Liquor Licence/No Cricket Nets/Defer Lease/licence decision for facility/ 10 year licence for Clubs use of the oval for their existing use and Club able to seek additional weeknights a year which will be considered under existing Administration delegation 1. That Council notes the feedback received from the community in

Attachment F & G provided separately that can be viewed at https://www.mitchamcouncil.sa.gov.au/council/council-meetings/full-council and the letter from the Coromandel Valley Ramblers Cricket Club in Attachment I.

2. That Council endorse an operating cost of $15,000 to be reflected at Budget Review 3 for Administration to develop a plan/s for a shared-use flexible community / sporting facility and that the proposed facility includes the following:




➢ Two changerooms

➢ Storage area

➢ Umpires changeroom

➢ Community accessible public toilets which include a minimum

of two toilets and one DDA toilet (total of three)

➢ Deck/verandah

➢ Accessible access path to facility

➢ That the design includes environmental initiatives and

complements the surrounding natural environment.

➢ Facility is relocated from the current public toilet location and

relocated to the south western side of Hawthorndene Oval

➢ Facility footprint is an increase when compared to current

public toilet facility

Council notes that this option will result in the Coromandel Valley Ramblers Cricket Club reducing their funding contribution. That once the design and costing is finalised a report is brought back to Council to consider providing landlord approval prior to progressing to the development application process. The design of the building should try to minimise its visual and environmental impacts upon the location, for example, as small a footprint as compatible with efficient and practical function; use of sympathetic colours and materials that blend with its surrounds; that it be screened, where practical, by appropriate vegetation; and additional planting be done to mitigate for vegetation requiring removal for the building construction.

3. Landlord approval for a liquor licence for a facility at Hawthorndene Oval

is not provided, on the basis of the Clubs participation in community engagement activities and their desire to be part of the community, they are withdrawing their request for a liquor licence.

4. That Council defers a decision regarding a lease/licence being issued to the Coromandel Valley Ramblers Cricket Club for their use of the proposed building until a report is brought back to Council for their consideration of providing landlord approval for a facility at Hawthorndene Oval.

5. That Council endorses a 10-year licence being granted to the Coromandel Valley Ramblers Cricket Club for their existing use of Hawthorndene Oval as per the following: 1 October – 31 March Saturday 12pm – 6pm Sunday 8.30am – 12.30pm. That Council notes that the Club will seek approval for the occasional evenings for special activities e.g. introductory cricket, T20 games. These require separate approval from Council’s Administration under delegated authority. The Club will be required to advertise their hours of use on the Clubs website.

6. That the CLMP for Hawthorndene Oval excludes the provision for cricket nets.




Following the Council resolution Administration engaged DASH Architects (the same Architects engaged for Kingswood Oval Project) to develop plans for a facility at Hawthorndene Oval which was in accordance with Councils resolution. As per the resolution these plans are being brought to Council for their consideration on whether or not to provide approval to progress to the development application process. Attachments: A. Hawthorndene Oval Community/Sporting Facility Design STRATEGIC OBJECTIVES Goal 1 - Accessible, Healthy & Connected Community Theme 1.3 Services & Facilities: We provide convenient access to a diverse range of information, services, activities and facilities for our community. Goal 1 - Accessible, Healthy & Connected Community Theme 1.2 Heath & Wellbeing: We build capacity for people to be active, healthy and connected, and provide inclusive and safe environments for all. DISCUSSION Facility Design Administration prepared an Architect Brief and Request for Quote which outlined the proposed project and DASH Architects were successful in being awarded the consultancy. DASH Architects subcontracted structural and services engineers and a cost consultant to develop the concept plans. Administration had an initial startup meeting the Architects to provide some background to the project and provide clarifications prior to commencing their work. After a few alterations, Administration believes the plans provided in Attachment A meet the resolution of Council on May 11, 2021. The facility is proposed to be built in the south western side of Hawthorndene Oval. The external look of the facility has been designed to blend in with the natural environment through the use of the following: ➢ Neutral colouring ➢ Minimum floor area whilst complying with required standards –

reduced footprint of 29 square metres when compared with previous design.

➢ Low profile roof to reduce the bulk and size of the building ➢ Panelling to the rear and sides of the building that complements the

‘tree’ environment ➢ Grassed embankments adjacent to the building to incorporate the

building into the main oval area ➢ Vegetation to be planted at the rear of the building to assist in

providing screening for residents located behind the building on




Wattle Ave noting that the images of the plantings shown in Attachment A are indicative and appropriate plantings will be discussed.

➢ Building has been lowered to the ground to assist in reducing the profile

➢ Images used on the front of the building and public toilets assist the community to identify what the facility is

As per Councils resolution (11 May 2021) the facility includes the following elements:

➢ Two changerooms ➢ Storage area ➢ Umpires changeroom ➢ A total of three community accessible public toilets ➢ Deck/verandah to assist in sheltering the community from the

weather. There is also benches included on the deck which can be used by the community.

➢ Appropriate DDA Access The facility also has been designed with the inclusion of the following environmental initiatives:

➢ Stormwater soakage pits to capture rainfall from the roof of the facility and recharge the aquifer

➢ Use of recycled and renewable materials where possible ➢ Insulation to the building above Building Code of Australia standards ➢ Passive ventilation (no air-conditioning) ➢ Low water use fittings and on timers ➢ Smart energy use lighting that with sensor and central switch controls

The changerooms and associated amenities meet the bare minimum cricket Australia facility requirements and the public toilets meet building code requirements. Although the multipurpose space was removed there were two new toilets required to be included in a new facility therefore this has resulted in 29 m2 reduced footprint.

The proposed facility still does require the removal of three Eucalypt trees. The three Eucalypt trees that would require removal to allow for the construction of the facility were previously approved for removal by Full Council in September 2020. One of the trees is considered a regulated tree under the current provisions and therefore would require development approval to be removed. Council‘s Arborist has advised that the location and footprint is situated in an area where it would make minimal encroachment and minimal potential impact to larger regulated and significant trees. Project Costs

Project Budget and Costs for Previous Hawthorndene Oval Facility Design When a report was presented to Council in November 2019 a grant application was due to be submitted the following day. Due to the tight timeframe a quantity surveyor could not be sourced, and the costings




provided to Council were figures sourced from a modular company who only costed a modular building that was based on standard site and service connections. Administration also then included an estimated figure of $200,000 for site matters such as services connections and DDA access. Noting that this cost also didn’t include the demolition of the existing toilets. Council allocated $182,000 towards the project and the Club gained State Government Funding and allocated a contribution of their own to the project which resulted in a total budget for the previous design being $668,000. Since the Council decision in November 2019 and the subsequent Office for Recreation, Sport and Racing funding announcement in June 2020, the previous plans were submitted to a Quantity Surveyor who returned a cost estimate of $868,000. This then highlighted that the previous design was never able to be constructed within the $668,000 budget and was mentioned in the discussion section of Item 9.4 of Council’s 8 December 2020 Agenda. New Hawthorndene Oval Facility Design The new facility design has been costed by a quantity surveyor at a cost of $857,000 (including demolition of the existing public toilets). The new design is a bespoke design that will have a greater lifespan than a modular building, require lower maintenance costs and incorporates environmental initiatives, as listed above. This new design now has a funding shortfall of $436,000 Funding Following Councils meeting in May, the Club wrote to the Office for Recreation, Sport and Racing and were granted a second extension from the State Government with construction to commence by Mid November 2021. Due to the Clubs previous proposals for a liquor licence, training nets and associated use and multipurpose space being removed from a facility design this reduces the Clubs ability to raise funds and limits their use of the building. The Club has sourced all the external State Government Funding totaling $406,000 and are willing to contribute $15,000 to this project. The funding breakdown is as follows:

Funding Source Funding Amount Status Coromandel Valley Ramblers Cricket Club

$15,000 Confirmed

State Government – Election Pledge

$80,000 Approved (two extensions granted)

Office for Recreation, Sport and Racing

$326,000 Approved (two extensions granted)

City of Mitcham $436,000 Subject of this Council report

TOTAL $857,000

This therefore would require a council contribution from of $436,000.




Licence/Lease Agreement with Coromandel Valley Ramblers Cricket Club As part of Council’s previous resolution Council resolved to defer a decision in relation to a lease/licence agreement until a decision relating to a new facility was being presented to Council. The results of the survey were in support of a lease for the facility which would grant the Club exclusive use of the facility. As the design of the facility has now changed the Club are happy with an agreement which grants them use of the changeroom component during the times when they use the oval and exclusive use of the storage component so they don’t have to move their equipment at the end of every season. The changerooms can therefore be licensed to Auskick and other users for their use during summer. Administration have the delegation to enter into 5-year tenancy agreements with Clubs and will use their delegation to renew Coromandel Valley Ramblers Cricket Clubs tenancy agreement at the end of the 5-year term. Community Implications This facility will provide the community with new public toilets and shelter from the weather. This facility includes changerooms which can be utilized by users of the oval including Coromandel Valley Ramblers Cricket Club and Auskick. Environmental / Heritage Implications The facility has been designed to include environmental initiatives. The facility does require the removal of 3 trees, one of which is regulated and does require full development approval. Cost Shifting Implications / Legislative Cost Imposts Nil. Impact on Budget including Lifecycle Costing and Resourcing Implications Decision 1 - Option 1 This project currently has a budgeted Council contribution of $182,000. The proposal to increase Council’s contribution by $254,000 to a net project cost of $436,000 will increase the existing ongoing budgeted costs by $28,806 annually, providing a total ongoing annual cost of $62,233 for the overall project. This equates to an additional rate increase of 0.05% required next year. Risk Management / WHS Assessment There is a risk that the Club may lose the $406,000 State Government Contribution if this project is not delivered within the end date of the grant agreements, with construction required to commence prior to the end of the




year. Noting that the Club have already received two grant extensions, therefore it is unlikely another will be received. Administration will be responsible for managing the detailed design, procurement and constructions phases of this project. Legal / Policy Implications Nil. Engagement Community consultation on the previous building design took place between 18 February – 27 March with over 700 survey responses and a community working group being formed. Council considered this feedback when resolving to pursue an alternate design and therefore Administration is of the view that no further consultation on the design is necessary. Council can choose to consult with the community noting that this would need to be in line with Councils Community Consultation Policy which requires a minimum of 28 days. Public Notification will occur as part of the Development Application Process. CONCLUSION

DASH Architects were engaged to design a facility at Hawthorndene Oval as per Council resolution from 11 May 2021. These plans are provided in Attachment A and Administration believes the fresh design aligns with the Council resolution and provides a great public toilet and changeroom facility that can be used by all members of the community.

In 2019, Council endorsed a funding contribution of $182,000 for a building that was estimated at $668,000. That decision has not been enacted and after engaging a quantity surveyor to provide a costing Administration have determined that it is not possible to build the building that was auspice on those plans for that money. The State Government is committing a total of $406,000 to the project and that Coromandel Valley Rambers Cricket Club are committing $15,000 and this report seeks a decision from Council on whether or not to provide a funding contribution of $436,000 for the plans as per Attachment A.



ITEM 4.1 - ATTACHMENT A

























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