notice of committee meeting - city of west torrens · civic committee page 4 28 april 2015 7.3...

Notice of Committee Meeting

NOTICE IS HEREBY GIVEN in accordance with Sections 87 and 88 of the Local Government Act 1999, that a meeting of the

CIVIC NON-PRESCRIBED GENERAL COMMITTEE

Members: Councillor S Rypp (Presiding Member), Mayor Trainer, Councillors: G Vlahos, K McKay, G Demetriou, S Tsiaparis, G Nitschke, T Polito.

of the

CITY OF WEST TORRENS

will be held in the Mayor's Reception Room, Civic Centre 165 Sir Donald Bradman Drive, Hilton

on

TUESDAY, 28 APRIL 2015 at 6.00 PM

Terry Buss Chief Executive Officer City of West Torrens Disclaimer Please note that the contents of this Committee Agenda have yet to be considered by Council and Committee recommendations may be altered or changed by the Council in the process of making the formal Council decision.

CIVIC COMMITTEE 28 April 2015

I N D E X

1. MEETING OPENED ............................................................................................. 1

1.1 Evacuation Procedure ............................................................................. 1

2. PRESENT ............................................................................................................ 1

3. APOLOGIES ........................................................................................................ 1

4. DISCLOSURE STATEMENTS ............................................................................. 1

5. CONFIRMATION OF MINUTES .......................................................................... 1

6. COMMUNICATIONS BY THE CHAIRPERSON................................................... 1

7. REPORTS OF THE DEPUTY CHIEF EXECUTIVE OFFICER ............................. 2

7.1 ANZAC Commemoration ......................................................................... 2 7.2 Summer Festival ...................................................................................... 3 7.3 Public Art Expression of Interest Proposal ............................................ 4 7.4 Disbursement of Council Grants, Sponsorships and Donations 2014-2015 .................................................................................................. 5 7.5 Community Grants Round 2 2014-2015 ................................................ 14 7.6 2015 Environment Grant Recommendation Report ............................. 23 7.7 Review of Grant Guidelines ................................................................... 31 7.8 Letters of Thanks ................................................................................... 40

8. OUTSTANDING REPORTS/ACTIONS .............................................................. 47

9. OTHER BUSINESS ........................................................................................... 47

10. NEXT MEETING ................................................................................................ 47

11. MEETING CLOSE ............................................................................................. 47

CIVIC COMMITTEE Page 1 28 April 2015 1. MEETING OPENED

1.1 Evacuation Procedure 2. PRESENT

3. APOLOGIES

Mayor Trainer 4. DISCLOSURE STATEMENTS

The following information should be considered by Committee Members prior to a meeting: 1. Consider Section 73 of the Local Government Act and determine whether they have a conflict

of interest in any matter to be considered in this Agenda; and

2. Disclose these interests in accordance with the requirements of Sections 74 and 75 of the Local Government Act 1999.

The following disclosures of interest have been made in relation to:

Item Elected Member 5. CONFIRMATION OF MINUTES

RECOMMENDATION That the Minutes of the meeting of the Civic Committee held on 24 February 2015 be confirmed as a true and correct record. 6. COMMUNICATIONS BY THE CHAIRPERSON

CIVIC COMMITTEE Page 2 28 April 2015 7. REPORTS OF THE DEPUTY CHIEF EXECUTIVE OFFICER

7.1 ANZAC Commemoration Brief To update Council on the activities commemorating the centennial of ANZAC. RECOMMENDATION It be recommended to Council that the report be noted. Introduction To update Council on the activities commemorating the centennial of ANZAC. Discussion Council has initiated a range of activities to support the commemoration of the Centenary of ANZAC. Chief among these has been the special Gallipoli edition of Talking Points which has been distributed to each household in West Torrens and the ANZAC commemorative exhibit in the Auditorium Gallery; a recreation of the Cheer Up Hut. This exhibition was opened on 20th April with approx. 60 invited guests in attendance. In addition to Elected Members and senior staff there was representation from the Hilton and Lockleys RSL sub branches, the State RSL, the Keswick Army Museum, the Thebarton Historical Society, the West Torrens Historical Society, Cowandilla Primary School, distinguished guests included family members and descendants of the original Cheer UP Women. The exhibition runs until 15th May. A once-off ANZAC prize was offered in three categories (Visual Arts, Essay and Poetry) to residents aged between 15-25 years. However there were insufficient entries to conduct an assessment and recommend an award. The Library has created a special ANZAC collection with distinctive signage. It has collected all of the relevant publications in one place and it is being progressively added to as relevant publications become available. \West Torrens also participated in the Poppies project which saw many thousands of poppies made and donated by community members, some for local use and some for a national installation to be made in Melbourne later this year. In addition to poppies West Torrens also initiated its own violets project. During the development of the exhibit it became known that poppies were not the original flower of remembrance during WW1, violets were. Poppies were only adopted in the 1920s. On that basis the community gave very strong support to reclaiming and reinitiating violets as the appropriate flower for WW1 commemorations As part of the Auditorium Gallery exhibit an honour wall has been created which names every person who enlisted in the West Torrens area (and Thebarton as it was then) who has been able to be identified to date. At the time of writing that number has reached 395. However the records are not perfect and more names are being identified the more publicity this activity receives. In order to be as inclusive and complete as possible the Administration will keep the register of names open throughout the duration of the WW1 Commemoration and regularly publicise this activity. It is intended that by 11th November 2018 Council will be in a position to include a full list of names in a respectful installation associated with the Cross of Sacrifice in the Memorial Gardens. Conclusion This report canvasses the Council contribution to the Centenary of ANZAC.

CIVIC COMMITTEE Page 3 28 April 2015 7.2 Summer Festival Brief To provide information on possible developments in the Summer Festival Program. RECOMMENDATION It be recommended to Council that the report be received. Introduction To provide information on possible developments in the Summer Festival Program. Discussion For several years now, the City of West Torrens has staged a Summer Festival which is a series of community events in Memorial Gardens. The 2015 Summer Festival held over 6 Saturdays in January and February continued to be popular and well supported. It is estimated that approx. 4,000 people attended over the Festival at an average of over 600 per event. This year followed a similar formula of live music and entertainment, diverse groups presenting their culture and art forms and movie nights all combined with food set in a casual garden atmosphere. There was a more prominent emphasis on providing children's activities which proved very popular, and will be continued. It was not possible to attract private sponsorship from local businesses for this last Festival despite approaches to several key businesses. This may reflect the economic stressors currently being faced by the community. Similarly it may also reflect that businesses do not perceive an advantage in being associated with the Festival. The Administration has been considering ways in which the Festival (whilst preserving the core events at the Memorial Gardens) could evolve to include other venues and other types of activities and events. The aim being to make the Festival even more broadly appealing. In so doing this may provide alternate opportunities for local businesses to participate in Festival programs in ways which are more relevant and appealing for them. Proposals could include;

• Using other City of West Torrens venues, such as Thebarton Community Centre/Kings Reserve or other parks for family fun days or outdoor movies or dog/pet picnics in the dog park. This could in part link with programs currently run as part of the Summer School Holiday programs.

• Approaching local businesses and organisations to participate in the Festival. CWT would offer to promote the Festival and coordinate common badging. Examples can be

o Restaurants and cafes approached to include "festival specials" on their menus o Local live music venues encouraged to include their summer programming in

Festival promotions o Local art galleries encouraged to include their summer programming in Festival

promotions o Locally based arts and crafts groups be encouraged to stage exhibits and events

linked to and promoted as part of the Festival.

Because several of these concepts have been successfully tried and tested in other councils it can be expected that they could also be effective as part of an expanded Festival. However in the first instance it is suggested that a gradual, staged approach be adopted so that the Summer Festival's core events in Memorial Gardens are preserved whilst a limited range of new initiatives are trialled. Conclusion It is recommended to the Committee that the report be received.

CIVIC COMMITTEE Page 4 28 April 2015 7.3 Public Art Expression of Interest Proposal Brief To propose the release of an expression of interest for public art proposals for the City of West Torrens RECOMMENDATION It be recommended to Council that the report be received. Introduction At its previous meeting (24/02/2015) the Civic Committee requested that a proposal be developed for an expression of interest for the creation of public artwork in the City of West Torrens. It was identified that there was $40,000 allocated for public art in existing funds. Proposal That an expression of interest be made calling for the submissions of proposals for public artwork to be displayed in a prominent place(s) in the City of West Torrens. The EOI should give preference to, but not limited to, local artists. A brief would be developed offering guidance for applicants. This brief would include the following;

• The artwork must be of robust and durable construction • It may be made of new or recycled material or in combination • It may be one piece or several related pieces which are placed in prominent places in a

West Torrens' park or parks • The Artwork is to be themed to the concept of "Play". • It is to be interactive which may include several features including moving parts and/or

water features. It may also be connected through Wi-Fi to other features. • It must be safe for all users to interact with, especially children.

Artwork designed along these lines would support a broader aim of activating West Torrens parks and places making them even more attractive to a wider range of families and individuals. In addition to the EOI call it is anticipated that potential applicants would be invited to an information session where they could be briefed in more detail about what is being planned. The Friends of the Gallery (which is a group of close to 100 local artists and people interested in art in West Torrens) may also provide a useful vehicle for developing concepts further. Assessment of proposals could be made by volunteer members of the Civic Committee assisted by artistic consultants drawn from the South Australian School of Art - University of South Australia. Conclusion It is recommended to the Committee that the report be received.

CIVIC COMMITTEE Page 5 28 April 2015 7.4 Disbursement of Council Grants, Sponsorships and Donations 2014-2015 Brief To provide an update to the Committee on the year to date disbursement of grants, sponsorships and donations in financial year 2014-2015. RECOMMENDATION It be recommended to Council that the report be received. Introduction Council provides a range of sponsorship, donations, ex gratia and grant funded programs each year to the community, including the Junior Development Grant program. The Junior Development Program provides financial support to young residents (under18 yrs.) of West Torrens to participate in sporting, recreation, cultural and artistic events at a representative level. Programs

Sponsorship - Budget $30,000

$2,500 Adelaide Bangladeshi Cultural Club (Bangladeshi Food & Cultural Festival)

$3,000 Greek Orthodox Community of SA (George St Greek Festival)

$3,000 Cooperating Churches of West Adelaide (Christmas Carols Festival)

$1,800 Cooperating Churches of West Adelaide (Back to Bethlehem)

$1,500 Judo SA (SA International Open Judo Competition 2014)

$4,000 Camden Athletic Club (2015 Camden Classic Carnival)

$11,700 Remaining Budget

Community Grants - Budget $50,000

$2,000 Lockleys Football Club

(Revised program increasing participation & developing skills in in AFL football using the "Soccer FUN United model in conjunction with Youth Team). Scheduled for Term 2.

$1,000 Greek Senior Citizens Club of Mile End & Western Suburbs

$1,590 Reedbeds Community Centre


CIVIC COMMITTEE Page 6 28 April 2015

Donations - Budget $5,000

Nil expenditure


Junior Development Grants - Budget $30,000

$20,800 Expenditure to Date (Attachment 1)


Ex Gratia - Budget $5,000

Nil


$10,200

Carryover (2013-2014)

$40,000 Public artwork - in reserves

$126,510 Total Budget Remaining

Conclusion It is recommended that the report be received.


ATTACHMENT 1

CIVIC COMMITTEE Page 14 28 April 2015 7.5 Community Grants Round 2 2014-2015 Brief This report seeks endorsement for the distribution of the second round of the 2014-2015 Community Grants. RECOMMENDATION(S) The Civic Committee recommends to Council that: 1. The distribution of round two of the 2014 -2015 Community Grants, as detailed in the report

and attachments, be endorsed. 2. A special equipment only grant round be conducted by the Administration, using funds to

the value of $____ Introduction Council has provided another opportunity this financial year for individuals, incorporated not-for-profit organisations and community groups to apply for one-off grants through its Community Grants Program. Discussion The aim of the Program is to assist any individual, organisation or group to contribute to the well-being of the residents of West Torrens. Eighteen applications were received by the due date (27th February 2015), nine have been assessed as meeting the eligibility criteria and are recommended for full or partial funding for a total allocation of $13,404 from a budgeted amount remaining in this line of $38,410 (Attachment 1). To be a successful grant recipient, applicants and their projects must demonstrate that they meet the eligibility and essential criteria as outlined in the Grant Program's guidelines (Attachment 2). Applications NOT recommended for approval are: # 1 African Community Organisation of SA Africa Day event & Soccer Carnival. Does not meet criteria 3.1 ( Located in the area and primarily serving West Torrens residents). Also criteria 4.3 "are deemed to be inappropriate", funds were requested for coaches and players uniforms trophies, trees to be planted in Council parks and items relating to the running of the event. #2 Hilton RSL Sub-branch Purchase of a roller shutter door for their bar facilities. Not eligible due to criteria 4.4 "seek to make financial profits or undertake commercial activities" and 4.6 "…day to day operation of the organisation/group". #3 Islamic Information Centre of SA Registration fees for cricket tournament. Did not satisfy 3.2 …capacity to provide services or benefits to Council residents by forming partnerships. This grant would be of specific benefit only to team members rather than the wider community.

CIVIC COMMITTEE Page 15 28 April 2015 #4 Messinian Hawks Purchase of team uniforms as well as purchase of a food warmer. Did not satisfy 3.2 …capacity to provide services or benefits to Council residents by forming partnerships. This grant would be of specific benefit only to team members rather than the wider community . The purchase of a food warmer may be more appropriately considered should Council proceed with a Community Equipment Grant round. #5 REACH Community Partnership A partnership between a private general practice (Holdfast Council) & William Light School. Furniture and resources for a therapy room and fee subsidies for students in financial difficulty. Noot eligible due to 4.5 "…considered the primary role or responsibility of another level of government.". #6 Richmond Primary School Community garden project; purchase of resources & materials (paint brushes staining oils, paving & edging, timber for outdoor seating & compost bins). Ineligible due to 4.9 " projects already commenced or completed prior to application being lodged". #7 SA Centrals Soccer Club Registration fees, balls, goals, misc. sporting equipment, medical supplies, uniforms, bags and water bottles. Not eligible due to criteria 4.6 "…day to day operation of the organisation/group". Also this grant would be of specific benefit only to team members rather than the wider community. #8 St Michaels College Purchase key items for study tour of France and battlefield of the Western Front. This submission was more suited to an application for a Junior Development Grant for the West Torrens participants ( N=4). These were subsequently received and approved. #9 Thebarton Senior College Football Club Training goals, balls, agility poles and bench. Not eligible due to criteria 4.6 "…day to day operation of the organisation/group". Also this grant would be of specific benefit only to team members rather than the wider community. A further Round of Grants In the past, the Committee has recommended (and Council has approved) a special equipment only grant program (managed by the Administration) to distribute the funds remaining from the grants program. The recommended guidelines are in Attachment 3. The funds remaining in the community grant program will be dependent on decisions made at this meeting. It is recommended that a simple grants for equipment round be conducted using the attached guidelines to a value to be determined by the Committee. Conclusion The Civic Committee recommends to Council that: 1. The distribution of round two of the 2014 -2015 Community Grants, as detailed in the report

and attachments, be endorsed. 2. A special equipment only grant round be conducted by the Administration, using funds to

the value of $____


ATTACHMENT 1 Community Grant Round Two: Recommendations

Org Purpose Requested Recommended Australian Refugee Association (ARA)

Small scholarship payments to refugees who are living or studying in the West Torren Council for the cost of education including uniforms, course fees, text books, other calculated study costs.

$2,000 $2,000 Council supported ARA for a similar community grant last year (2014). Benefiting the refugees in our community.

Churches of Christ Care Works

To purchase 3 computers to improve efficiency in assisting clients with accessing Centrelink records and employment opportunities.

$771 $771

Glenlea Tennis

Equipment for centenary: hire jumping castle, and face painter for children for the family fun day event open to the whole community. Install native plants to improve appearance. Left over funds for other events held throughout the year.

$2000 Partial Approve - $600 Approve for the family fun day event.

Iraqi Families United of SA Inc

To provide an event in October for Iraqi families with entertainment food and drinks. For materials such as disposable cutleries, table, cloth, belly dancer and a singer.

$2,000 $2,000 Council supported similar event last year. This is open to the wider community.

Kiwanis Club of Reedbeds

Purchase a trailer for fundraising and service activities.

$1,500 $1,500 Trailer is being used to service youth in the whole community.

CIVIC COMMITTEE Page 17 28 April 2015 The Hub Men Shed

To purchase a dust extraction

$2,000 $2,000 This will improve the health of men participating in this program. The program is open to men in the community who feel socially isolated.

Outdoor Playgroup Adelaide

To purchase storage tubs, trestle table for children. Finger paints, and t-shirts to help identify assistants.

$596.40 $596.40 Outdoor play group is open to all families within the West Torrens area.

Reedbeds Community Centre

Purchase 10 trestle tables for the community centre.

$1,950 $1,950 Community Centre is open to all of the community.

West Torrens Historical Society

To continue filing and recording local events with proper archival materials such as filing cabinets, and boxes.

$1,987 $1,987 Open to all of the community to view.

Total recommended

$13,404


ATTACHMENT 2


ATTACHMENT 3 Sample Community Equipment Grant Guidelines

CIVIC COMMITTEE Page 23 28 April 2015 7.6 2015 Environment Grant Recommendation Report Brief This report seeks endorsement for distribution of the 2015 Environment Grants. RECOMMENDATION The Civic Committee recommends to Council that the distribution of the 2015 Environment Grants, as recommended in the report, be endorsed. Introduction The City of West Torrens benefits from the work undertaken by residents, local businesses and non-profit organisations (such as community groups and schools) to enhance and protect our natural environment. Through its Environment Grant Program, Council provides the opportunity for community groups and organisations to develop and implement initiatives that contribute to improving the well-being of the citizens of West Torrens and the natural environment. Discussion As part of the 2015/2016 budget, $10,000 was allocated for the Environment Grant Program. Five applications were received:

• Glandore Kindergarten • Plympton Primary School • Environmental Defenders Office (SA) • St. John Bosco Primary School • Camden Park Childcare Centre.

Applications have been assessed against the program's eligibility and essential selection criteria to determine the recommended projects for funding. To be a successful grant recipient, applicants and their projects must demonstrate that they meet the following eligibility requirements including:

• are located within the Council area and primarily serve West Torrens residents • demonstrate their capacity (if located outside the City of West Torrens) to provide

services and/or benefits to Council residents by forming partnerships with one or more local community groups

• have a current ABN or are auspiced/sponsored by an incorporated body with an ABN.

CIVIC COMMITTEE Page 24 28 April 2015 As per the Community and Environment Grant guidelines, projects, initiatives or resources are considered ineligible if they:

• clearly duplicate an existing service, program, project or event • have a political or religious purpose and objectives • are deemed inappropriate or offensive • seek to make financial profits or undertake commercial activities • are considered the primary role or responsibility of another level of government • seeking funding for recurrent operating, for the day-to-day operation of the

organisation/group • seek funding for salaries, where the salary forms part of the organisation's/individuals

usual responsibility • seek funding for the payment of travelling allowances or prize money • seek funding for projects or initiative which have already commenced or been completed

prior to the application being lodged. Applications received by Council total $12,776. After assessment of all projects by the Administration, $9,776 is recommended for disbursement. The Environment Grant application summary and recommendation table is provided in Attachment 1.

CIVIC COMMITTEE Page 25 28 April 2015 Table 1: Summary of Applications

Applicant Project Funding sought

Funding recommended Notes

Glandore Kindergarten

Hand operated water pump $2,500 $2,500

Plympton Primary School

Nature Play redevelopment

project $3,000 $3,000

Environmental Defenders Office

Community awareness seminars

$3,000 $0

Application is for funding for

salaries and other

administrative costs. Not

located within City of West

Torrens.

St John Bosco Primary School

Natural Play Space

$3,000 $3,000

Camden Park Childcare Centre Vertical garden $1,276 $1,276 .

Conclusion Five applications were considered as part of the 2015 Environment Grants Program. Applications were assessed against eligibility criteria and are presented for the Civic Committee’s determination.


ATTACHMENT 1

CIVIC COMMITTEE Page 31 28 April 2015 7.7 Review of Grant Guidelines Brief To provide information for discussion on possible improvements in grant guidelines and applications. RECOMMENDATION It be recommended to Council that the report be received. Introduction At its previous meeting Civic Committee was provided copies of Grant Guidelines in preparation for a regular review, held annually. Discussion of the Guidelines was scheduled for this meeting (28/04/2015). Discussion Junior Development Grants have been growing in popularity and appear to be well targeted. Last year Council boosted this budget line as it was overspent by the third quarter. This grant line currently budgeted at $30,000 is trending to be fully expended by the end of the financial year. Applications for Community Grants have proved to be more problematic. It is not uncommon for this budget line to be underspent. Council has in previous years, after the two rounds of submissions, called for applications for Community Equipment Grants in an effort to fully expend this line. A general overview of the grant applications received indicates that they are of variable quality with several of them being rejected as not meeting eligibility criteria. For example in this current February round 50% of applications were recommended to be rejected on eligibility grounds. It can be assumed that the purpose of these grants is not clearly understood by community members. There is also evidence that applicants have focussed on their applications rather than referring to the Guidelines to assist them in developing their proposals. Also several applicants provide incomplete or limited information making it difficult to assess their proposals. Some ways of addressing these problems can be;

• A redesign of the documentation. This includes o Combining the Guidelines and Applications documents into one document o Adopting a more "plain language" style in the documentation o Freshening up the "look and feel" of the document to make it more user-friendly.

• Developing a "Frequently Asked Questions" document which includes examples of the types of projects able to be funded. This may also be provided in other community languages.

• Holding Community Information Sessions for potential applicants. • Proactively seeking submissions on identified themes or issues and

coordinating/facilitating partnerships between interested groups. Conclusion It be recommended to Council that the report be received.


ATTACHMENT 1

CIVIC COMMITTEE Page 40 28 April 2015 7.8 Letters of Thanks Brief This report advises the Civic Committee of 'thank you' letters received from recent recipients of Council sponsorships and grants. RECOMMENDATION It be recommended to Council that the report be received. Introduction Letters of thanks have been received from the following Junior Development Grant recipients:

• Harrison Green • Sophia Jericho • Tayler Talbot • Ellie Sparrow


ATTACHMENT 1

Harrison Green

CIVIC COMMITTEE Page 42 28 April 2015 Sophia Jericho

CIVIC COMMITTEE Page 44 28 April 2015 Tayler Talbot

CIVIC COMMITTEE Page 46 28 April 2015 Ellie Sparrow

CIVIC COMMITTEE Page 47 28 April 2015 8. OUTSTANDING REPORTS/ACTIONS

9. OTHER BUSINESS

10. NEXT MEETING

23 June 2015, 6.00pm in the Mayor's Reception Room. 11. MEETING CLOSE

notice of committee meeting - city of west torrens · civic committee page 4 28 april 2015 7.3...

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