MINUTES - City of Armadale · PDF fileMINUTES OF COMMUNITY ... & Security Conference 2007 to be held between Thursday, ... resident of Burrowa Street alleging that a white Bull Terrier

CITY OF ARMADALE

MINUTES OF COMMUNITY SERVICES COMMITTEE HELD IN THE COMMITTEE ROOM, ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON TUESDAY, 24 APRIL 2007 AT 7.28 PM PRESENT: Cr A L Cominelli JP (Chair)

Cr J H Munn JP Cr L Reynolds Cr L Scidone Cr G T Wallace Cr H A Zelones JP

APOLOGIES: Cr R J Tizard

Cr G A Best (Deputy for Cr Tizard) OBSERVERS: Nil

IN ATTENDANCE: Mr C Askew - Executive Director Community Services

Mrs Y Ward - Minute Secretary

Public: Nil

COMMUNITY SERVICES 2 24 APRIL 2007 COMMITTEE DISCLAIMER The Disclaimer for protecting Councillors and staff from liability of information and advice given at Committee meetings was not read by the Chairman, given no members of the public were present. DECLARATION OF MEMBERS’ INTERESTS Nil QUESTION TIME Nil DEPUTATION Nil CONFIRMATION OF MINUTES

RESOLVED Minutes of the Community Services Committee Meeting held 27 March 2007 be confirmed. Moved Cr Zelones MOTION CARRIED (6/0)

ITEMS REFERRED FROM INFORMATION BULLETIN – ISSUE NO. 8/2007 The following matters were included for information in the Community Services section:

Outstanding Matters Report on Outstanding Matters – Community Services Committee

Monthly / Quarterly Departmental Reports Library & Heritage Services General Monthly Report – March 2007 Manager Ranger & Emergency Services Monthly Report – March 2007

Minutes from Occasional/Advisory Committees Minnawarra Festival Committee – 7 March 2007 Public History Advisory Committee – 1 February 2007

Committee noted the information and no items were raised for discussion and/or further report purposes.

INDEX

COMMUNITY SERVICES COMMITTEE

24 April 2007

COMMUNITY DEVELOPMENT

COMMUNITY SAFETY & SECURITY CONFERENCE 2007 ............................................................3

RANGER & EMERGENCY SERVICES

APPLICATION FOR MULTIPLE DOG REGISTRATION...................................................................5 RECREATION

PROPOSED AMENDMENT TO POLICY RECN 1 – LIGHTING ON SPORTING RESERVES........9 REVIEW OF HALL HIRE POLICY .....................................................................................................12 REQUEST TO CONDUCT A CIRCUS IN THE CITY........................................................................15

COMMUNITY SERVICES 3 24 APRIL 2007 COMMITTEE – Community Development COMMUNITY SAFETY & SECURITY CONFERENCE 2007 WARD All FILE REF: DATE 12 April 2007 REF YW RESPONSIBLE MANAGER

Executive Director Community Services

In Brief: • The Community Safety & Security Conference

2007 will be held in Sydney from Thursday, 17 May to Friday, 18 May 2007. The Manager Community Services or Community Development Officer (Safety) will be attending the Conference.

• Recommend that a Councillor be nominated to attend.

Referred to Full Council of 7 May 2007 for nomination.

Tabled Items Nil Officer Interest Declaration Nil Strategic Implications Building Our Community – deliver a range of services to meet community needs and improve the overall well-being and safety of the community. Legislation Implications Nil Council Policy/Local Law Implications Council Policy ADM3 – Conferences, Seminars and Training. Budget/Financial Implications Approximate cost including registration is $2,300 per person. Consultation Chief Executive Officer DETAILS OF CONFERENCE The Community Safety & Security Conference 2007 will be held at Dockside in Sydney from Thursday, 17 May to Friday, 18 May 2007. A copy of the Conference brochure is attached. (Refer to Attachment “A-1” – as circulated with the Agenda.) In accordance with Council Policy ADM3 it is recommended that Council support the attendance by interested members at the Conference. COMMENT This national Conference will provide insights into community security strategies adopted by local governments across Australia. The Conference will be heavily focused on case studies so as to enable delegates to draw important lessons from security and safety initiatives

COMMUNITY SERVICES 4 24 APRIL 2007 COMMITTEE – Community Development nationally. It will also provide a unique opportunity to network with community safety and development Managers in local government from all parts of the country. Presentations at the Community Safety & Security Conference are pertinent to the current developments in the City of Armadale. They will include: • A practical approach to CPTED (Crime Prevention Through Environmental Design) • Tackling Graffiti and Vandalism; • Emergency Management Capabilities and Strategies; • Working with Young People to Reduce Crime; • Building Partnerships and Community Engagement; • CCTV Systems for Security and Detection; • Community Mobilisation against Alcohol and Substance Abuse; • Diversity and Bias-Related Crime Prevention; and • Local Business Safety & Security Showcase The Conference is aimed at Community Development Managers, Community Safety Practitioners; Emergency Resource Officers; Senior Council Managers; Councillors; and industry specialists in community development. Conclusion The Manager Community Services and yet to be appointed Community Development Officer (Safety) will be attending this Conference, and the item is raised for information for any Councillors who may wish to nominate to attend the Conference. (Note that Management Practice ADM 3 Conferences, Seminars and Training 2 (d) states that Where a member of Council at the date of the conference, seminar or training course has an electoral term of less than six (6) months to complete, such a member shall be ineligible to attend unless such is specifically authorized by Council.) C26/4/07 RECOMMEND

That Council nominate Cr……………… to attend the Community Safety & Security Conference 2007 to be held between Thursday, 17 May to Friday, 18 May 2007 at Dockside Sydney with costs incurred to be charged to the Members’ Development Account. OR, if there are no nominations at the Council Meeting of 7 May 2007, then the resolution be as follows:

That Council make no nomination for the Community Safety & Security Conference 2007 to be held between Thursday, 17 May to Friday, 18 May 2007 at Dockside Sydney.

Moved Cr WallaceP MOTION CARRIED (6/0)

Amended Full Council 7 May 2007

COMMUNITY SERVICES 5 24 APRIL 2007 COMMITTEE – Ranger & Emergency Services APPLICATION FOR MULTIPLE DOG REGISTRATION Tabled Items

Nil Officer Interest Declaration Nil Strategic Implications Nil Legislation Implications Dog Act 1976 - Section 26: Limitations as to Numbers: Where by a local law under this Act a Local Government has placed a limit on the keeping of dogs in any specified area but the Local Government is satisfied in relation to any particular premises that the provisions of this Act relating to approved kennel establishments need not be applied in the circumstances, the Local Government may grant an exemption in respect of those premises but any such exemption – (a) may be made subject to conditions, including a condition that it applies only to the

dogs specified therein; (b) shall not operate to authorize the keeping of more than 6 dogs on those premises; and (c) may be revoked or varied at any time. Any person who is aggrieved – (a) by the conditions imposed in relation to any exemption from the provisions of a Local

Law placing a limitation on the number of dogs that may be kept on any premises; or

(b) by the refusal of a Local Government to grant such an exemption, or by the revocation of an exemption; may appeal in writing to the State Administrative Tribunal who may, after such inquiry as it thinks fit, give directions to the Local Government concerned and effect shall be given to any such direction.

WARD Lake FILE REF: DATE: 11 April 2007 REF: MR&ES RESPONSIBLE MANAGER


In Brief:

• An application to keep four (4) dogs on the premises at 7 Burrowa Street Armadale.

• Recommendation that the application be

refused.

COMMUNITY SERVICES 6 24 APRIL 2007 COMMITTEE – Ranger & Emergency Services Council Policy/Local Law Implications Policy 1.4.4 - Keeping of Dogs: Exemptions - Section 26 Dog Act 1976: When considering applications under Section 26 of the Dog Act 1976, for exemptions to keep more than two but not more than six dogs Council: - 1 is of the opinion that all applications of a commercial nature shall not be approved and the

applicant be advised that it is an activity more suitable to an approved kennel zone; 2 as a general rule will require the property on which the dogs will be kept to be at least

4047 square metres in area, however where it considers that circumstances do not warrant such an area, Council may consider a lesser area, and in this respect, the criteria laid down in point 3 will be referred to;

3 will, where considered appropriate use the following criteria in assessing each

application:

(a) the property must be fenced and be of a suitable size in which the dogs can be adequately retained;

(b) the number, size, breed, age and sex of the dogs; (c) where the dogs are to be kept kennelled and the distance from all surrounding

residences; (d) suitable kennels to be provided and constructed of materials approved by the health

surveyor and building surveyor; (e) a survey is undertaken by the City of all owner/occupiers within a 300 metre radius

of the applicants property and those persons affected by the application be invited to make written comment on the application. The Manager Ranger & Emergency Services be authorised to vary the survey radius for applications to keep more than two (2) dogs in residential areas to seventy five (75) metres if circumstances warrant;

(f) Ranger Services to undertake an on site inspection and assessment of the property prior to Council considering the application.

Local Law Relating to Dogs Limitations on the Number of Dogs: - The owner or occupier of premises within the district shall not, unless the premises are licensed as an approved kennel establishment, or has been granted an exemption in accordance with Section 26(3) of the Dog Act 1976 or the First Schedule of this Local law, keep or permit to be kept on those premises more than two (2) dogs over the age of three (3) months.

COMMUNITY SERVICES 7 24 APRIL 2007 COMMITTEE – Ranger & Emergency Services First Schedule Premises having a Land Area of: Maximum Number of Dogs Permitted less than 4,000 square metres 2 4,000 square metres but less than 10,000 square metres

3

10,00 square metres or greater 4 Budget/Financial Implications Nil Consultation APPLICANT Owner/Occupier OBJECTIONS Correspondence was sent to owners/occupiers of properties within a seventy five

(75) metre radius of the subject property, advising of the application and inviting comment. Eight (8) objections were received in relation to this application, however only six (6) related directly to the applicant and the dogs kept on the abovementioned property.

APPLICANTS REASONS FOR REQUIRING EXEMPTION

The applicant advises that they moved from a 700 acre property to the current house in order to renovate it with the intention of selling it at a later stage. Three of the dogs came with them, however one of the dogs had pups and they decided to keep one.

INSPECTION REPORT

An officer from Ranger Services has inspected the premises and is of the opinion that the fencing on the property is of a standard that would effectively confine the dogs.

Application Details PROPERTY SIZE/ZONING

722 Sqm/Residential

PRIOR COMPLAINT/OFFENCE

Ranger Services has received a number of complaints alleging that the dogs from 7 Burrowa Street are wandering, barking and generally being a nuisance. On 8 January 2007 Ranger Services received a report from a resident of Burrowa Street alleging that a white Bull Terrier Cross dog from 7 Burrowa Street had attacked her dog whilst it was being walked on a leash in the street. A subsequent investigation by Ranger Services has established a prima-facie case against the owner of the dog for a dog attack and as a result of this, charges are pending.

SURVEY RESULTS Twenty Three (23) owner/occupiers in the area were surveyed. A total of twelve survey forms were returned, with eight (8) objections to the application

DETAILS OF DOGS Breed Sex Age Labrador/Bull Terrier Cross Female 3 Yrs Staffordshire/Bull Terrier Cross Male 2Yrs Bull Arab/Kelpie Cross Female 2 Years Great Dane/Mastiff Cross Male 1 Yr

COMMUNITY SERVICES 8 24 APRIL 2007 COMMITTEE – Ranger & Emergency Services COMMENT All of the objections received in relation to this particular application expressed a concern about the number of dogs in the area generally, however six (6) of the objections related specifically to the applicant and her apparent lack of control and responsibility over the dogs situated on the premises. There is a strong opinion that the keeping of four (4) dogs, as proposed in the application, is unsuitable for a residential area. On the basis of the survey results, the complaints received by Ranger Services in relation to these particular dogs and the size of the property not being considered appropriate for the housing of four (4) large dogs, Ranger Services is of the view not to support the application. C27/4/07 RECOMMEND

That Council:

a. Not approve the application from the owner/occupier to keep four

(4) dogs on the premises at 7 Burrowa Street Armadale, for the reasons that Council is of the view that the dogs are likely to cause a nuisance by barking and otherwise, and the property size is not considered appropriate for the housing of four (4) dogs.

b. Advise the owner/occupier of their right of appeal pursuant to

Section 26 (5) and (6) of the Dog Act 1976. Moved Cr Cominelli MOTION CARRIED (6/0)

COMMUNITY SERVICES 9 24 APRIL 2007 COMMITTEE - Recreation PROPOSED AMENDMENT TO POLICY RECN 1 – LIGHTING ON SPORTING RESERVES WARD All FILE REF: Policy & Procedures DATE 26 March 2007 REF JKM RESPONSIBLE MANAGER

Manager Recreation Services

In Brief: This report recommends that Council endorse a minor amendment to the Policy RECN 1 – Lighting on Sporting Reserves to include reference to the Australian Standard for Sports Lighting (AS 2560).

Tabled Items Nil Officer Interest Declaration Nil Strategic Implications Deliver a range of services to meet the needs of the community. Legislation Implications Australian Standards 2560 Council Policy/Local Law Implications RECN 1 Budget/Financial Implications Nil Consultation • Manex • Manager Recreation Services • Technical Services Staff BACKGROUND Council Policy and Management Practice RECN 1 was adopted in March 2004 to address the process and specific requirements for the installation or upgrading of floodlights at sporting reserves. DETAILS OF PROPOSAL The proposal is to make a minor amendment to the existing Policy and Management Practice of RECN 1 to include reference to the Australian Standard for Sports Lighting (AS 2560). The revised Policy and Management Practice is attached to the Agenda (Refer to Attachment “A-2” – as circulated with the Agenda.)

COMMUNITY SERVICES 10 24 APRIL 2007 COMMITTEE - Recreation Policy Amendment For ease of referral, the current Policy reads as follows:

Rationale To support local sporting groups within the City by assisting with the provision of adequate standard lighting. Policy Council will on a progressive basis provide or upgrade reserve lighting on selected reserves for training, competition and public safety purposes. The provision and upgrading of lighting shall be in accordance with the current Management Practice.

The proposed amendment is to include the words “and Australian Standards AS 2560” after the word “Practice” at the end of the Policy. The last sentence of the Policy would therefore read as follows:

“The provision and upgrading of lighting shall be in accordance with the current Management Practice and Australian Standards AS 2560.”

Management Practice Amendment The proposed amendment to the Management Practice is to include a new part 7 (b) as follows:

Lighting Plans must comply with the following Australian Standards for outdoor sports lighting. AS2560 2.1 - Outdoor tennis AS2560 2.3 - Football (all codes) AS2560 2.6 - Baseball/softball AS 2560 2.7 - Hockey AS2560 2.8 - Bowling Greens

The existing part 7 (b) would be renumbered 7 (c), and existing parts 7 (c) to 7 (g) would also be renumbered in correct sequence. The other proposed minor change is to amend the existing part 7 (c) by increasing the minimum height of lighting towers on sporting reserves from 18 metres to 20 metres as per the updated Australian Standard 2560. The proposed amendments to the Policy and associated Management Practice as outlined above have been endorsed by Manex. COMMENT Analysis

COMMUNITY SERVICES 11 24 APRIL 2007 COMMITTEE - Recreation The proposed minor amendment to the Policy and Management Practice is to clearly state Council’s position that any lighting upgrades at sporting reserves must be in accordance with Australian Standards. Although this already occurs at an administrative level, this report proposes that this be formally included in the Policy and Management Practice. It must be taken into account that the Australian Standard 2560 is only the minimum requirement for floodlighting standards on sporting reserves. Each individual project on any reserve must still be analyzed for its requirements to ascertain whether the minimum standard is sufficient to bring about the desired effect for any proposed upgrading of floodlights. There may be incidences where the standards may need to be exceeded. Over the past several years, Council has been progressively upgrading floodlighting on its sporting reserves through a combination of Council, Club and grant funding. Subject to the availability of funding, it is proposed to continue with this program over the next few years which will see good standard lighting at all venues. Options Should Council not be supportive of the proposed amendment to Policy RECN 1, the alternative would be to not amend the Policy and continue to apply the Australian Standard at an administrative level. Conclusion It is recommended that Council endorse the proposed amendments to Policy and Management Practice RECN 1 as identified in the report. C28/4/07 RECOMMEND

That Council, pursuant to Section 2.7(2)(b) of the Local Government Act 1995 reaffirm, as amended, the application and operation of Council Policy RECN 1– Lighting on Sporting Reserves for a further (3) years or such earlier date as Council may determine from time to time.

Moved Cr Scidone MOTION CARRIED (6/0)

COMMUNITY SERVICES 12 24 APRIL 2007 COMMITTEE - Recreation REVIEW OF HALL HIRE POLICY WARD All FILE REF: Policy & Procedures DATE 16 April 2007 REF PGQ RESPONSIBLE MANAGER


In Brief: This report presents a proposal to review, amend and rename Council’s existing Hall Hire Policy and recommends: That Council, pursuant to Section 2.7(2)(b) of the

Local Government Act 1995 reaffirm, as amended, the application and operation of Council Policy RECN 4 – Hire of Halls and Buildings for a further (3) years or such earlier date as Council may determine from time to time.

Tabled Items Nil Officer Interest Declaration Nil Strategic Implications Deliver a range of services to meet community needs and improve the overall well-being and safety of the Community. Legislation Implications Nil Council Policy/Local Law Implications Property Local Law Council Policy Manual Budget/Financial Implications Nil Consultation • Manex • Community Services staff • Corporate Services staff • Technical Services staff BACKGROUND Council adopted the Hall Hire Policy (ENG10) in March 2003 (C6/2/03) as part of the major review of its Policy Manual. In line with section 3.1 of the Policy Manual, which requires all policies to be reviewed every three years, the revised Policy for Hire of Halls and Buildings) is presented for Council’s consideration and adoption. (Refer to Attachment “A-3” – as circulated with the Agenda).

COMMUNITY SERVICES 13 24 APRIL 2007 COMMITTEE - Recreation The existing policy only addresses cases where hirers request multiple sessions and a requirement for there to be a one hour break between user groups. For ease of referral, the current Policy reads as follows: Rationale To establish conditions on permits, without having to include them within the local law. Policy 1. In the case of a hirer requesting multiple sessions of use of a facility on the same day,

such booking be considered to be continuous unless the sessions are separated by a minimum of one hour.

2. Where sequential bookings are made a minimum of one hour between bookings be required.

The existing Policy also does not have a Management Practice attached to it. At the time Council last reviewed and adopted the Hall Hire Policy, responsibility for administering the hire of Council facilities rested with Technical Services. This responsibility has since been transferred to Recreation Services, hence the proposal to review and rename the Policy. DETAILS OF PROPOSAL The proposal is to amend and rename the existing Policy ENG 10 to more broadly reflect Council’s aim to maximise the use of its Halls, Community Centres and Pavilions for the benefit of the local community. It is also proposed to include a Management Practice for the new Policy that covers a range of matters related to the hire of Halls and buildings, including those addressed by the current Policy. The proposed wording of the revised Policy is as follows:

Rationale To maximise and promote diversity of usage of Council Halls, Community Centres and Pavilions. Policy Council’s intention is to manage its Halls, Community Centres and Pavilions in a fair and equitable manner for the benefit of the community. Council aims to maximise the use of its facilities and wherever possible, accommodate a diverse range of activities and user groups rather than provide exclusive use of facilities for a single user group or activity. Hire of Council Halls, Community Centres and Pavilions shall be in accordance with Management Practice RECN 4.

COMMUNITY SERVICES 14 24 APRIL 2007 COMMITTEE - Recreation COMMENT Analysis The existing Policy only addresses specific situations that may occur from time to time with the hiring of Halls and buildings. It is proposed that these matters, along with various other matters, be included in a new Management Practice that will provide procedural guidance to officers involved the hiring of these facilities. The revised Policy seeks to reflect Council’s aim of maximising the use of its Halls and Buildings, and expresses Council’s view that its facilities should be available for a diverse range of activities and programs rather than for exclusive use of a single user group. The new Management Practice for Policy RECN 4 provides procedural guidance to officers involved in the hiring of halls, community centres and pavilions and has been endorsed by Manex. Options The following options are presented for consideration: 1. Endorse the amended Policy as presented. 2. Include further changes to the amended policy. 3. Retain the existing policy. Conclusion For the reasons outlined in this report it is recommended that Council adopt the revised Policy Hire of Halls and Buildings (RECN 4) as presented in this report. C29/4/07 RECOMMEND

That Council: a. delete Policy ENG 10; b. pursuant to Section 2.7(2)(b) of the Local Government Act 1995

adopt Council Policy RECN 4 – Hire of Halls and Buildings as per Attachment “A-3”.

Moved Cr Scidone MOTION CARRIED (6/0)

COMMUNITY SERVICES 15 24 APRIL 2007 COMMITTEE - Recreation REQUEST TO CONDUCT A CIRCUS IN THE CITY WARD All FILE REF: Sundry Events DATE 13 April 2007 REF JKM RESPONSIBLE MANAGER


In Brief: This report: Presents a request to conduct a Circus in the City and recommends that Council approve the request subject to the following conditions: • Compliance with Public Building Regulations. • All health and safety matters being addressed to the

satisfaction of the Manager Health Services. • Parking and traffic management issues being

satisfactorily resolved to the satisfaction of the Executive Director Technical Services.

• A hire fee of $500 plus a bond of $1,000 plus GST.

Tabled Items Nil Officer Interest Declaration Nil Strategic Implications To facilitate a wider range of social and cultural experiences. To improve the overall well-being of the community. Legislation Implications Public Building Regulations. Council Policy/Local Law Implications Nil Budget/Financial Implications If Council was to approve the request it could expect to charge a reasonable fee for the hire of a suitable venue. Consultation

• Joseph Ashton Circus. • Planning Department. • Residents of Lot 164,163,162,161 Abbey Road, 1 Robin Court, 1 Castle Place

Armadale. BACKGROUND An application was assessed and approved by Council in 2005 for Ashton Circus to utilise the “ Frog Hollow” section of Minnawarra Park.

COMMUNITY SERVICES 16 24 APRIL 2007 COMMITTEE - Recreation The Circus conducted a series of shows from 10 to 23 October in 2005. A rental fee of $1,000 and a bond of $1,000 was charged for the site of which $413.44 of the bond was retained for repairs to the park surface and minor repairs to the reticulation. As “Frog Hollow” is no longer available, the request has been made to utilise the reserve area at the corner of Abbey and Armadale Roads which is represented by Lots 143,144 Armadale Road. This report deals with another request by Ashton Circus to utilise the venue on which to perform in 2007. DETAILS OF PROPOSAL Basic details of the proposal are as follows: Venue: The requested venue is the Reserve at the corner of Abbey and

Armadale area. Dates: Monday, 14 May – Sunday, 20 May 2007. Times: Weekend shows 2.00pm & 7.30pm and a possible mid-week show on

Wednesday at 7.30pm. Insurance: Public Liability Insurance to the minimum value of $20 Million would

be required. Other requirements: Access to a water supply and electricity source. (It will be the

responsibility of the applicant to source these utilities.) Licenses and Permits: The erection of Circus tents and structures is subject to Public Building

Regulations and all health and safety issues would need to be addressed to the satisfaction of the Acting Manager Health Services.

COMMENT Analysis A number of Local Governments do not support Circuses that use exotic animal in their performances. The only animals that Joseph Ashton Circus has in their performances are horses, small dogs, ponies & geese. The series of performances that were conducted on Frog Hollow in 2005 were well attended by the community without any complaints being received. In terms of its size, Joseph Ashton Circus is a small family Circus with its main tent occupying an area of 34 metres x 34 metres with an additional foyer tent of 18 x 12 metres. The two tents will leave a footprint of approximately 60 metres at its widest point. The main tent has a seating capacity of 500 people and is an attractive looking structure. Feedback

COMMUNITY SERVICES 17 24 APRIL 2007 COMMITTEE - Recreation from Council staff who attended the performances in 2005 stated that it was a highly entertaining and professional show. The area that has been requested to be used is currently zoned as Recreation Reserve but it is primarily road reserve and thus not serviced by any utilities that accompany passive reserves such as water, electricity or sewerage connections. It will be the responsibility of the applicant to source these services. The Reserve in question is often used for car parking for the City’s events such as the Australia Day Celebrations. One concern exists with approving the Abbey Road site, that being the close proximity of the private property Lot 164 Abbey Road. However, it is possible to orientate the main tent and its footprint to allow a minimum of 20 metres in distance from the furthest tent peg and the above property boundary. The residents of Lots 164 – 161 Abbey Road, adjacent to the Reserve and the three residents opposite on Abbey Road have been contacted by letter to inform them of the pending possibility of the Circus occupying the Reserve from 14 -20 May 2007. Included with the letter is a map that indicates the size and location on the Reserve of the main tent, supporting equipment and vehicles. (Refer to Attachment “A-4” – Summary of Attachments – buff page.) Should the residents have any major concerns regarding the circus they have been invited to raise them by 7 May 2007. Unless Council has other reasons for not wanting to allow the Circus to operate in the City, it is recommended that Council support the proposal, subject to all health and safety issues being addressed to the satisfaction of the Acting Manager Health Services. Unless Council has particular concerns with the Abbey Road site, it is recommended that this site be approved. In terms of a hire fee, Council does not have a designated hire fee for Circuses, however, the fee of $500 plus a bond of $1,000 is deemed appropriate for the use of the Reserve for the week. Options

1. Approve the request at the Abbey Road, Armadale site.

2. Approve the request at an alternative site.

3. Decline the request. Conclusion On balance it is recommended that Council approve the request to conduct a Circus at the Abbey Road site from 14 May – 20 May 2007 subject to the following conditions:

Compliance with Public Building Regulations.

COMMUNITY SERVICES 18 24 APRIL 2007 COMMITTEE - Recreation

All health and safety matters being addressed to the satisfaction of the Manager Health Services.

Parking and traffic management issues being satisfactorily resolved. A hire fee of $500 plus a bond of $1,000 plus GST.

C30/4/07 RECOMMEND

That Council grant temporary planning approval for Joseph Ashton Circus to conduct a Circus on the Reserve at the corner of Abbey and Armadale Roads, Armadale from Monday, 14 May to Sunday, 20 May 2007, subject to the following conditions:

a. Compliance with Public Building Regulations. b. All health and safety matters being addressed to the satisfaction of the

Manager Health Services. c. Parking and traffic management issues being satisfactorily resolved to

the satisfaction of the Executive Director Technical Services. d. A hire fee of $500 plus a bond of $1,000 plus GST.

Moved Cr Wallace MOTION CARRIED (6/0)

COMMUNITY SERVICES 19 24 APRIL 2007 COMMITTEE EXECUTIVE DIRECTOR COMMUNITY SERVICES REPORT Nil COUNCILLORS’ ITEMS Nil MEETING CLOSED AT 7.55 PM

COMMUNITY SERVICES COMMITTEE

SUMMARY OF “A” ATTACHMENTS

24 APRIL 2007

Attachment

No. Subject Page

A-1

REGISTRATION DETAILS FOR COMMUNITY SAFETY & SECURITY CONFERENCE 2007

20 - 23

A-2

POLICY RECN 1 – LIGHTING ON SPORTING RESERVES AND MANAGEMENT PRACTICE

24 - 27

A-3

POLICY RECN 4 – HIRE OF HALLS AND BUILDINGS AND MANAGEMENT PRACTICE

28 – 32

A-4

MAP OF RESERVE - CORNER OF ABBEY AND ARMADALE ROADS SHOWING LOCATION OF MAIN TENT AND SUPPORTING EQUIPMENT & VEHICLES

33

COMMUNITY SERVICES 20 Attachment “A-1” COMMITTEE – 24 APRIL 2007





POLICY RECN 1 – Lighting on Sporting Reserves

Management Practice RECN 1

Relevant Delegation N/A

Rationale To support local sporting groups within the City by assisting with the provision of adequate standard lighting.

Policy Council will on a progressive basis provide or upgrade reserve lighting on selected reserves for training, competition and public safety purposes. The provision and upgrading of lighting shall be in accordance with the current Management Practices and Australian Standards AS 2560. Related Local Law N/A

Related Policies N/A

Related Budget Schedule M91 Last Reviewed 19 April 2004

Next Review Date 4 March 2007 Authority Council Meeting of 4 March 2003

(C6/2/03) 19 April 2004 (CS14/4/04)


MANAGEMENT PRACTICE

RECN 1 Lighting On Sporting Reserves 1. Any sporting club wishing to upgrade the lighting at a City venue must firstly

discuss its proposal with the Manager Technical Services or Manager Recreation Services to ensure the proposal is in line with the City’s Lighting Strategy for Sporting Reserves. Under no circumstances is any club permitted to proceed with the installation of any lighting at a City venue without the City’s formal approval.

2. Subject to the proposal being in accordance with the City’s Lighting Strategy

for Sporting Reserves, a Lighting Plan is to be prepared which reflects the long term needs for the reserve.

3. A formal proposal is to be presented to the City which, as a minimum,

provides the following information:

(a) Summary of proposal (b) Needs analysis (c) Feasibility (d) Lighting Plan (e) Cost Estimates (f) Funding Proposal (g) Future Development

The Community Services Committee (need and concept aspects) and the Technical Services Committee (technical feasibility and costing aspects) shall consider the matter prior to a recommendation to Council.

4. If supported by Council, the project is to be referred to the Technical Services Committee for consideration of inclusion in the Parks Development 5 Year Rolling Programme.

5. Grant applications are to be prepared which seek the nominated grant

contribution to the project. Grant applications are to tie in with the likely timeframe for any City contribution to the project.

6. Subject to final approval of funding for the project, the installation of any new

lighting or upgrading of existing lighting is to be carried out by an approved Contractor under City supervision.

7. Design Criteria:

(a) For all new lighting installations or upgrades, a Lighting Design must be prepared which provides the following information:

A computer print-out of horizontal illumination over the playing surface;


Average illumination; Maximum illumination; Minimum illumination; Uniformity; Maintenance factor; Playing surface boundaries and dimensions; Column positions.

(b) Lighting Plans must comply with the following Australian Standards

for outdoor sports lighting.

AS2560 2.1 –Outdoor tennis AS2560 2.3 - Football ( all codes) AS2560 2.6- Baseball/softball AS 2560 2.7- Hockey AS2560 2.8- Bowling Greens

(c) Any new light pole to be installed must be designed to accommodate

its ultimate carrying capacity in accordance with the approved Lighting Plan and supplier’s specifications.

(d) Minimum heights for any new lighting towers to be installed on

sporting reserves and tennis/hard courts are as follows:

Sporting reserves - 20 metres Tennis/hard courts - 15 metres

(e) The base for any new lighting tower must be designed to

accommodate the ultimate carrying capacity of the lighting tower and comply with the supplier’s specifications.

(f) The City’s Electrical Consultant must approve the electrical

specifications.

(g) Factors to be considered when selecting light fittings for a sporting reserve include: (i) Light output (ii) Maintenance factor (iii) Luminous efficacy (how efficiently a light converts electrical

energy to light) (iv) Rated life (expected average operating life of the lamps) (v) Lamp guarantee (vi) Lamp replacement costs (vii) Uniformity (viii) Energy consumption (ix) Cabling and switching needs (x) The sail area and mass of the floodlight (xi) Spill light control (xii) Aesthetic considerations (xiii) Robustness


(xiv) Back up services such as preparation of lighting plans, aiming of lights, availability of parts and lamps etc

(xv) Price

(h) Once a particular type of light fitting has been chosen for a sporting reserve, any subsequent upgrading of the lighting at that venue is to utilise the same type of floodlight wherever possible.

7. Funding

(a) Any proposal, which is in accordance with the City’s Lighting

Strategy for sporting reserves, and is supported by the City, shall be funded through a combination of City, Club and grant contributions. Subject to availability of funding, some projects may need to be staged over a number of years.

(b) Any proposal, which is not in accordance with the City’s Lighting

Strategy for sporting reserves (e.g. a proposal for a training standard lighting venue to be upgraded to competition standard), will be considered on its merits by the City, but may not attract financial support from the City.


POLICY RECN 4 – Hire of Halls and Buildings

Management Practice RECN 4

Relevant Delegation N/A

Rationale To maximise and promote diversity of usage of Council Halls, Community Centres and Pavilions. Policy Council’s intention is to manage its Halls, Community Centres and Pavilions in a fair and equitable manner for the benefit of the community. Council aims to maximise the use of its facilities and wherever possible, accommodate a diverse range of activities and user groups rather than provide exclusive use of facilities for a single user group or activity. Hire of Council Halls, Community Centres and Pavilions shall be in accordance with Management Practice RECN 4. Related Local Law Property Local Law Related Policies N/A Related Budget Schedule N/A Last Reviewed 4 March 2003 Next Review Date February 2010 Authority


MANAGEMENT PRACTICE RECN5

Hire of Halls and Buildings

1. Regular Hirers

1.1 Any request for regular hire of a Council Hall or building shall initially be referred to the Customer Service Officer located in the Community Services Directorate Administration Centre.

1.2 Upon receipt of an enquiry or request for regular hire of a Hall or

Building, the Customer Services Officer shall undertake the following tasks:

Check the availability of the Hall or building on the requested days and

times. Identify the nature of the activity and assess the suitability of the

activity for the requested facility. If in doubt refer to the Manager Recreation Services before proceeding further with the request.

Determine whether the hirer is commercial or a community group, and advise the hire rates for the requested facility.

Request the hirer to complete an Application for Hire of Council Facility form.

Refer the Application to the Manager Recreation Services for approval. Once the Application is approved, prepare the standard letter to

confirm the booking along with the conditions of hire and hire rates. Prepare an invoice for the first month’s fee and the bond, and enclose

with the confirmation letter. Record the booking in the City’s electronic booking system. Upon receipt of the first month’s hire fee and the bond, issue key(s) for

the relevant facility. Notify Property Services of the booking to ensure cleaning schedules

do not clash with the new booking.

1.3 In the event that the requested booking is not recommended for approval, the Manager Recreation Services shall discuss the matter with the Executive Director Community Services and formally advise the applicant of the reason(s) for not approving the booking.

1.4 Regular hire of Council Halls and buildings is reviewed annually and the

maximum period of any booking is 1 year i.e. 1 January – 31 December.


1.5 The process for reviewing regular hire of Council Halls and buildings is as

follows:

By 30 September each year send out letters to all regular hirers inviting them to apply to renew their booking of the Hall or building for the following year.

By 30 November each year, assess all requested bookings and advise the Manager Recreation Services of any clashes. Negotiate with hirers to resolve any clashes as required.

By mid December each year, send letters to all regular hirers confirming their bookings along with the first month’s invoice.

Input all regular bookings into the electronic bookings system.

1.6 The minimum time for any booking is one (1) hour, and bookings will only be accepted in multiples of one hour blocks i.e. 2 hours, 3 hours etc.

1.7 Regular hirers shall only have access to the Hall or building from the start

time of their booking, and must have finished their activity and vacated the premises by the end time of their booking. If the activity requires set up and pack away time, this is to be included in the booking time.

1.8 In the case of a hirer requesting multiple sessions of use of a facility on the

same day, such bookings are considered to be continuous unless the sessions are separated by a minimum of one hour.

1.9 Subject to availability of storage space, the City will consider requests

from regular hirers to store equipment in Halls and/or buildings on the condition that the City accepts no responsibility for the loss or damage of any equipment that may belong to the hirer. In cases where there is sufficient space to accommodate storage requests, it shall be the responsibility of the hirer to provide and pay for their own storage facility, and pay to the City an annual storage fee as set by Council in its Fees and Charges Schedule within its adopted annual Budget.

1.10 Unless alternative arrangements are made with the Manager Recreation

Services, invoices shall be raised for rent in advance at the beginning of each month, with payment due by the end of the month. In the event that hire fees for the use of a Hall or building are not received by the due date, the Manager Recreation Services is to make contact with the group and request immediate payment.

1.11 In any case where hire fees remain outstanding for 60 days, the hire

agreement is to be terminated until such time as all outstanding hire fees have been paid.

2. Casual Hirers

2.1 Upon receipt of an enquiry or request for casual hire of a Hall or Building, the Customer Services Officer shall undertake the following tasks:


Check the availability of the Hall or building on the requested day and

times. Identify the nature of the activity and assess the suitability of the

activity for the requested facility. If in doubt refer to the Manager Recreation Services before proceeding further with the request.

Determine whether the hirer is commercial or a community group, and advise the hire rates for the requested facility.

Request the hirer to complete an Application for Hire of Council Facility form.

Refer the Application to the Manager Recreation Services for approval. Once the Application is approved, prepare the standard confirmation

letter outlining the conditions of hire and hire rates. If alcohol consumption is requested and approved by the Manager Recreation Services, prepare a permit to consume alcohol and enclose with the confirmation letter. Forward one copy of the alcohol consumption permit to the Armadale Police Station.

Prepare an invoice for the hire fee and the bond, and enclose with the confirmation letter.

Record the booking in the City’s electronic booking system. Upon receipt of the hire fee and the bond, issue key(s) for the relevant

facility. If the hirer wishes to pay by cheque, payment must be received at least one week prior to the booking date.

Advise Property Services of the booking to ensure cleaning schedules do not clash with the booking and to enable checking of the facility after the booking.

2.2 In the event that the requested booking is not recommended for approval,

the Manager Recreation Services shall discuss the matter with the Executive Director Community Services and formally advise the applicant of the reason(s) for not approving the booking. Booking requests that may be deemed unsuitable include 18th and 21st birthday parties, Rock bands close to residential properties, rallies of outlawed political parties, “R” rated events etc.

2.3 Upon return of the key(s) and receipt of the report from Property Services

that the facility has been left clean and tidy and there has been no damage, process the bond refund.

3. Hire Fees

3.1 Hire fees for Council’s Halls and building shall be reviewed each year as part of the budget process.

3.2 Any request for waiving of hire fees for “one –off” free use of Council

Halls and buildings shall be referred to the Executive Director Community Services and shall be considered on its merits but will normally only be eligible for approval if it is a not-for profit community service activity that provides a significant benefit to the community.


3.3 Any requests for ongoing free use of Council Halls and buildings shall be referred to the Community Services Committee for consideration and recommendation to Council.

4. Bonds

4.1 In addition to payment of normal hire fees, hirers of Council’s Halls and Buildings shall be required to pay a bond prior to keys to the facility being issued. Bond amounts shall be reviewed each year as part of Council’s budget process.

4.2 The standard bond for regular hirers must be received prior to issuing keys to

the facility. Should the nature of the activity warrant a larger bond, the bond may be increased at the discretion of the Manager Recreation Services.

4.3 Depending on the nature of the booking, the standard bond for casual hirers

may be increased at the discretion of the Executive Director Community Services.

4.4 Any request for waiving of bonds shall be referred to the Executive Director

Community Services but will generally only be approved in exceptional circumstances where there is considered to be little or no risk of damage to the facility.


Proposed Location of Circus – Reserve on the corner of Abbey & Armadale Roads, Armadale

Documents

MINUTES - City of Armadale · PDF fileMINUTES OF COMMUNITY ... & Security Conference 2007 to be held between Thursday, ... resident of Burrowa Street alleging that a white Bull Terrier