Community and Resources Committee 18 June 2018 Agenda

COMMUNITY AND RESOURCES COMMITTEE

18 JUNE 2018

AGENDA

It is advised that a meeting of the Community and Resources Committee will be held at 6.00pm Monday 18 June 2018 in Council Chambers at the Town of Cambridge Administration/Civic Centre, 1 Bold Park Drive, Floreat.

JOHN GIORGI, JP 12 June 2018 ACTING CHIEF EXECUTIVE OFFICER

MEMBERS:

Cr Andres Timmermanis (Presiding Member) Mayor Keri Shannon Cr Rod Bradley Cr Louis Carr Cr Jo McAllister

First Deputy (Coast Ward) Cr Kate McKerracher First Deputy (Wembley Ward) Cr James Nelson

Second Deputy (Coast Ward) Cr Ian Everett Second Deputy (Wembley Ward) Cr Jane Powell

COMMUNITY AND RESOURCES COMMITTEE

18 JUNE 2018

ORDER OF BUSINESS

1. DECLARATION OF OPENING

2. RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE

3. PUBLIC QUESTION TIME

4. DEPUTATIONS AND PETITIONS

5. CONFIRMATION OF MINUTES

6. DECLARATION OF MEMBERS' INTERESTS

7. REPORTS

INFRASTRUCTURE

CR18.86 Amended Proposed Blackspot Project - Harborne Street - Grantham Street 1 CR18.87 Proposed Pangbourne Street Ruislip Street Intersection Treatment 9 CR18.88 West Leederville Memorial Garden Precinct - Proposed L20 Car Park abd Memorial Garden Upgrade Works 12 CR18.89 Council Policy Review - Infrastructure 18

COMMUNITY DEVELOPMENT

CR18.90 Perry Lakes Parkrun Proposal 22 CR18.91 Reabold Tennis Club Request to Sub Lease for Padel Tennis Facility 28 CR18.92 Wembley Golf Course Booking Rules 33 CR18.93 Wembley Golf Course General Manager Attendance at 2018 Golf Business Forum 36 CR18.94 Review of Annual Donations 39 CR18.95 2018-2019 Community Events Plan 46 CR18.96 Approval Request for Extraordinary Events to be held at Town Reserves - Kidney Health Australia 53 CR18.97 2018-19 Review of Fees and Charges Sports Grounds and Reserves and Community Safety 56 CR18.98 2018-2019 Review of Fees and charges - Cambridge Youth Services 60 CR18.99 2018-2019 Review of Fees and Charges - Cambridge Library 63 CR18.100 2018-2019 Review of Fees and Charges - Quarry Amphitheatre 69 CR18.101 2018-2019 Review of Fees and Charges - The Boulevard Centre 76 CR18.102 2018-2019 Review of Fees and Charges - Wembley Community Centre, Leederville Town Hall and Holyrood Pavilion 85

CORPORATE/GOVERNANCE

CR18.103 Documents Sealed - June 2018 90 CR18.104 Model Litigant Policy for Civil Litigation - May 2018 92 CR18.105 Supply of Food and Beverages by Sporting Clubs to the General Public 94

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 (I)

CR18.106 Floreat Park Tennis Club - Request for Variation to Liquor Licence 98 CR18.107 Council Policy Review - Property and Finance 102 CR18.108 Payment of Accounts - May 2018 105 CR18.109 Investment Schedule - May 2018 107

8. CONFIDENTIAL ITEMS

CR18.110 Insurance Tender 2018/19 114

9. CLOSURE

COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.86 AMENDED PROPOSED BLACKSPOT PROJECT - HARBORNE STREET - GRANTHAM STREET

SUMMARY:

Main Roads WA (MRWA) has accepted Council's alternative design option to modify the scope of the Harborne Street/Grantham Street Blackspot Intersection. The 100% funded Federal Government Grant has been approved in order to modify the traffic signals by introducing a right turn ban along Harborne Street for south bound traffic turning west bound into Grantham Street. In addition, a green right turn arrow will be provided along Harborne Street for north bound traffic turning east into Grantham Street.

These phases will only operate during AM and PM peak periods while also providing a full pedestrian upgrade with the green and red man walking lanterns. It is recommended that Council approves the installation of these works as it provides the best balance to improving safety and preserving the residential amenity.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

community to another level of government/body/agency. Executive The substantial direction setting and oversight role of the Council. e.g.  adopting plans and reports, accepting tenders, directing operations, setting and amending budgets. Legislative Includes adopting local laws, town planning schemes & policies.

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

a person’s right and interests. The judicial character arises from the obligation to abide by the principles of natural justice. Examples of Quasi-Judicial authority include town planning applications, building licences, applications for other permits/licences (e.g. under Health Act, Dog Act or Local Laws) and other decisions that may be appealable to the State Administrative Tribunal. Information For the Council/Committee to note.

BACKGROUND:

Council decided on 22 August 2017 that:-

The Town progresses with a modified signals design for the intersection of Harborne Street/Grantham Street that incorporates the outcomes in Attachment 3 which includes:-

(i) a design which will provide a right turn ban along Harborne Street north of Grantham Street during the AM and PM peak times;

(ii) the design will provide protection for the right turning motorist along Harborne Street south of Grantham Street by providing a leading right turn (green arrow) or separate phasing during AM and PM peak times; and

(iii) the Town will submit a modified Black Spot proposal with approval from Main Roads WA to the Federal Government for a modified signals design at Grantham/Harborne Street included in sections (i) and (ii) above.

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2014 Submission Report

The project commenced with report (CR14.116 26 August 2014) where Council approval was given to submit a Blackspot application to Main Roads WA for traffic signal modifications and installation of right turn pockets along Harborne Street at the intersection of Harborne Street/Grantham Street in order to create a single diamond turn (similar to Oceanic/Howtree), refer to Attachment 1.

2015 Federal Grant

In April 2015, the Federal Government confirmed a Grant of $700,000 be made available to the Town as a 100% contribution to the project.

A design was presented to Council at the 22 September 2015 Council Meeting (Report CR15.114) and it was decided that:-

(i) the Town continue with designing and investigating Options B and C;

(ii) the Administration identify and communicate the revised project designs and cost estimates to Main Roads WA seeking approval for the Blackspot Grant;

(iii) the designs incorporate upgraded and maintained landscaping and/or paving on directly affected verges within the construction year, and

(iv) the Administration prepare a report for presentation to Council which includes a residential survey to directly affected residents and the general public within a 400 metre radius of the site.

Option B within the (i) decision above relates to an alternate proposal where no widening is required, whereby each approach leg receives its own green phase. All other legs are on the red phase.

Option C is the original Blackspot grant application and involves significant areas of road widening along Harborne Street.

Attachment 2 illustrates the projected queuing lengths for the existing arrangement, Option C and Option B from the September 2015 report.

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2016 Updated Council Report

An update report was considered on 26 April 2016 by Council (Report CR16.50) which identified preliminary cost increases in excess of $400,000 on the original budget as a result of utility service relocations. The Council decision in April 2016 noted the following:-

(i) support be given to continuing the design and budget estimates process;

(ii) the Town apply to Main Roads WA for a one year extension of the Grantham Street /Harborne Street project in order to satisfy the Council’s consultation and complex project requirements; and

(iii) Council request Main Roads WA and the Minister for Transport to reconsider Option B as a Black Spot solution on the basis Council considers Option C will not provide a safer option and will considerably reduce pedestrian safety and amenity as identified in a Road Safety Audit. (Disability access will also be substandard).

Option C (original grant submission) design and estimating continued. Project cost estimates based on the 85% design stage increased to $1,335,000 in May 2016. A letter signed by the Mayor and CEO on 30 May 2016 to MRWA highlighted that Option B is the preferred Council option. Option B operates with each leg being operated independently by its own green phase.

2016 Meeting with MRWA

Officers of the Town met with senior MRWA officials in September 2016. A request for Option B - the no road widening option was put on the table as an amendment to the original grant submission.

The main outcomes from this meeting were:-

(i) No support for Option B, the MRWA viewed this as very inefficient as demonstrated by extensive increases in queuing, refer to Attachment 2;

(ii) The Town was requested to conduct a traffic modelling review in order to investigate a leading right turn from Harborne Street turning right into Grantham Street travelling east bound during AM and PM peak;

(iii) An accompanying right turn ban for Harborne Street south bound turning into Grantham Street west bound during AM and PM peak;

(iv) MRWA agreed to assist the Town with the traffic modelling.

In summary, the proposed signal modifications during AM and PM peak would operate with a right turn ban for motorists on Harborne Street south bound attempting to turn right into Grantham Street west bound. North bound Harborne Street motorists in effect will have a either a green right turn arrow, or another separate phase which could then turn to a solid green light depending on demand after AM and PM peak. Refer to Attachment 3.

The effect of these signal modifications should minimise crash conflicts which is evident in the crash patterns previously exhibited (Attachment 4). The result as negotiated with MRWA will help reduce the severe crashes - the right turn through crashes.

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2017 Meeting with MRWA

The Administration again met with MRWA on 21 February 2017, when MRWA presented the LINSIG computer modelling results for the leading right turn and right turn ban signals scenario.

The modelling from MRWA supported the proposal for the leading right turn with the right green arrow and right turn ban as the proposed signals will maintain the current Level of Service (LoS) - Level E with no significant loss in the level of service.

DETAILS:

Following the latest Council decision 22 August 2017 (Report CR17.124) MRWA were engaged to design a modified signalised intersection for Harborne Street/Grantham Street.

The MRWA design incorporated the following:-

1. Ban right turn movements in peak hours (AM and PM) south bound along Harborne Street; 2. Install green right arrow north bound along Harborne Street in peak hours (AM and PM); 3. Upgrade to pedestrian parallel walks; 4. Upgrade street lighting; 5. Install sections of pedestrian paths near signal poles; 6. Upgrade pedestrian ramp and median islands. The proposed treatment changes should mitigate and reduce the likeliness of the severe type crashes at the Harborne Street/Grantham Street intersection. It is noted that over the last 5 years covering the period 2013-2017 that 54 crashes have occurred and that 13 of the crashes have been casualty crashes (fatals, hospitals, medicals). An examination of the crash diagram in attachment 4 depicts that the severe crash patterns are right through and right angle crashes. Over the last 5 years 2013-2017 there have been 14 right through and 6 right angle crashes.

The signals and civil design was completed 20 December 2017 by Main Roads WA. A full modified submission for the Harborne Street/Grantham Street Blackspot Project was submitted to the Federal Government on 15 February 2018.

The approval from the Federal Government to vary the scope and funding to $366,000 from $700,000 was received 29th March 2018 for Harborne Street/Grantham Street.

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Attachment 3 provides for four separate signal phases as follows:-

It is recognised that the proposed bans at signals may affect local traffic flows and given this, a review was undertaken which addressed what some of the impacts may be to the road network.

Based on turning movements counted in March 2014 and again in October 2016, the following numbers of right turn movements from Harborne Street south bound onto Grantham Street west bound were recorded on a typical week day and are:-

Time March 2014 October 2016 7.00 - 8.00 am 34 22 8.00 - 9.00 am 64 42 4.00 - 5.00 pm 26 19 5.00 - 6.00 pm 24 15 Total: 148 98

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Following the proposed implementation of a peak hour right turn ban on Harborne Street south bound approach to Grantham Street, drivers may attempt to seek out alternate routes to make right turns off Harborne Street to reach their destination.

Given the variable behaviour of motorists, it is likely that from the existing low numbers of right turn movements turning from Harborne Street south bound turning into Grantham Street west bound the proposal should have a minimal impact on some of the other route option roads such as:-

• Dodd Street • Rason Street • Ruislip Street • Cambridge Street • McKenzie Street

Listed below are the No Right Turn signalised intersections in Perth.

Importantly, the current recorded right turns south bound movements along Harborne Street into Grantham Street west bound are quite low - about 4.5% of Harborne Street south bound movements AM and PM peak.

It is probable that existing Harborne Street motorists may use Herdsman Parade, which would be making good use of another district distributor road.

Therefore an informative process of consultation for the community is proposed with advertisements in the West Australian, the community newspapers and with signs displayed at the Harborne Street/Grantham Street intersection.

Additionally, the Town will also request the WA Police to establish a camera at the intersection in order to monitor and review the performance of the revised signal works.

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In summary, the concerns from residents in relation to amenity are preserved as there is no road widening associated with the works. Furthermore, safety will be improved through the mitigation of the modified traffic signal improvements.

POLICY/STATUTORY IMPLICATIONS:

Both Grantham Street and Harborne Street are District Distributor roads. Policy No. 5.2.17(a) 'Road Design Standards' indicates that "design and construction be compatible with best modern practice and design".

The modified proposal including line marking, signage and signal modifications (relocation, electrical cabling, control equipment upgrade and phase changes) has received MRWA approval and Federal Government endorsement.

FINANCIAL IMPLICATIONS:

There are no financial implications at this stage. The Blackspot Federal Government Grant of $700,000 has now been varied under the new scope to $366,000. The funding is available for 100% of the project costs.

STRATEGIC DIRECTION:

This report recommendation embraces the following strategies of the Town's 2017-2027 Strategic Community Plan:-

Our Planned Neighbourhoods Goal: Efficient transport networks Strategy: Develop an integrated transport plan in response to population growth

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Consultation Policy 1.2.11 as "INFORM" with the objective "we will keep you informed".

It is envisaged that residents and the wider community will be informed in major newspapers regarding the signal modifications.

OFFICER INVOLVEMENT:

Responsible Executive Chris Colyer, Director Infrastructure Responsible Manager N/A Contributors Frank Strever, Coordinator Infrastructure Design

ATTACHMENTS:

1. Plan 15-5-68/402 Rev C original grant 2015; 2. Queuing diagrams for Options A, B, and C; 3. Schematic of modified signals with right turn ban Harborne Street north of Grantham Street; 4. Intersection Collision Diagram Report 2013-2017; and 5 Design drawings approved by MRWA Harborne Street/Grantham Street.

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ADMINISTRATION RECOMMENDATION:

That:-

(i) the installation of the modified traffic signals design for Harborne Street/Grantham Street intersection as noted for delivery in the 2018/2019 financial year be endorsed. Refer to Attachment 5 (Drawing No. 201748-4046-B, 201748-4048-C) and Attachment 3; and

(ii) the community be informed of the signal modifications by advertising in the West Australian, Community Western Suburbs Newspapers and on site bulletin boards.

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CR18.87 PROPOSED PANGBOURNE STREET RUISLIP STREET INTERSECTION TREATMENT

SUMMARY:

A concept design has been developed in order to address adjacent resident concerns regarding four crashes recorded over the last two years (2016 and 2017) at the Pangbourne/Ruislip street intersection.

A proposed raised plateau/threshold treatment along Pangbourne Street, immediately north and south of the Ruislip Street STOP signs, has been designed for Council to consider for inclusion in the 2018/2019 budget for $30,000 ex GST.

The proposed design should mitigate the likelihood of further crashes by increasing the awareness of motorists approaching the stopping line.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

The intersection safety of Pangbourne Street and Ruislip Street has been raised as an issue by the local community as a result of two recent 2018 traffic incidents (unconfirmed yet on the Main Roads crash report summary).

Pangbourne Street and Ruislip Street are classed as local access roads under the Town's Road Hierarchy. Typical traffic volumes for Pangbourne Street is 1,360 vehicles per day (vpd) and Ruislip Street is approximately 1,960 vpd. From 1 January 2013 to 31 December 2017, four crashes have been reported for the Pangbourne Street/Ruislip Street intersection. However, four crashes have been right angle crashes, with the crashes actually occurring between 2016 and 2017.

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DETAILS:

It is proposed to improve the intersection safety by improving the awareness of the approaching Pangbourne Street motorists. This will be achieved by constructing a speed plateau/threshold type treatment as detailed in Attachment 1.

The treatment along Pangbourne Street north and south of Ruislip Street characteristically exhibits a flush red asphalted area of approximately two car lengths prior to the Stop Lines and a raised plateau designated by white piano lines before negotiating the flush red asphalt zone.

With Ruislip Street identified as a potential Bike Boulevard in the Draft Town of Cambridge Bicycle Plan 2018-2022, this treatment is well suited to the design concepts of safe active streets.

It is envisaged that, subject to Council approval, Ruislip Street could be further calmed with various types of treatments which would encourage lower speeds within the scope of a Bike Boulevard or general traffic calming. This strategy could also provide additional safety features to the cross street intersections.

One such intersection to the east is the Ruislip Street/Holland Street intersection, which received Council approval on 25 July 2017 (Report CR17.104) for a raised intersection platform as part of the 2018/19 Blackspot Program ($48,000 budget). The Pangbourne Street/Ruislip Street proposal, combined with the treatments at Holland Street/Ruislip Street, should further mitigate and reduce the crash rates along this block of Ruislip Street.

In summary, the proposed traffic treatment at Pangbourne Street/Ruislip Street is an effective counter to raising motorists awareness in negotiating the Stop control. The provisional estimate to deliver the traffic treatment as identified on Plan E 225 18 01 is $30,000 excluding GST.

POLICY/STATUTORY IMPLICATIONS:

Policy No. 5.2.17(a) 'Road Design Standards' indicates that 'design and construction be compatible with best modern practice and design'.

The proposal, including line marking and signage, requires Main Roads WA approval.

FINANCIAL IMPLICATIONS:

It is proposed that the works be funded and considered within the 2018/2019 budget. It is estimated that $30,000 excluding GST will be required for the works.

STRATEGIC DIRECTION:

This report recommendation embraces the following strategies of the Town's 2017-2027 Interim Strategic Community Plan:-

Our Planned Neighbourhoods Goal: Efficient transport networks Strategy: Develop an integrated transport plan in response to population growth.

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COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy 1.2.11 as "INFORM" with the objective "to provide balanced and objective information".

OFFICER INVOLVEMENT:

Responsible Executive Chris Colyer, Director Infrastructure Responsible Manager NA Contributors Frank Strever, Coordinator Infrastructure Design

ATTACHENTS:

1. Plan E 225 18 01

ADMINISTRATION RECOMMENDATION:

That Concept Plan E 225 18 01 be approved for the Pangbourne Street/Ruislip Street intersection and that the preliminary amount of $30,000 be considered for inclusion in the 2018/2019 budget.

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CR18.88 WEST LEEDERVILLE MEMORIAL GARDEN PRECINCT - PROPOSED L20 CAR PARK ABD MEMORIAL GARDEN UPGRADE WORKS

SUMMARY:

The purpose of this report is to seek Council approval for additional funds to be expended on the West Leederville Memorial Garden Precinct car park and associated landscape upgrading works at the L20 car park and memorial garden site in Cambridge Street, West Leederville.

In March 2018 (Report CR 18.33), Council considered and approved a proposal to provide commemorative artwork for the Memorial Gardens and Cenotaph. This project attracted a $24,000 Federal Government grant from the Department of Veteran Affairs which will be supplemented with $26,000 funding from the Town in the 2018/2019 budget.

The works are proposed to be completed in advance of the Armistice centenary on Remembrance Day on 11 November 2018.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its community to another level of government/body/agency.  Executive The substantial direction setting and oversight role of the Council. e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets. Legislative Includes adopting local laws, town planning schemes & policies. Review When the Council operates as a review authority on decisions made by Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects a person’s right and interests. The judicial character arises from the obligation to abide by the principles of natural justice. Examples of Quasi-Judicial authority include town planning applications, building licences, applications for other permits/licences (e.g. under Health Act, Dog Act or Local Laws) and other decisions that may be appealable to the State Administrative Tribunal. Information For the Council/Committee to note.

BACKGROUND:

The Memorial Garden Precinct Precinct in West Leederville will commemorate the 100 year anniversary of WW1 Armistice on Remembrance Day 11 November 2018.

In March 2018, Council considered and approved a proposal to provide commemorative artwork for the Memorial Gardens and Cenotaph. This project attracted a $ 24,000 Federal Government grant from the Department of Veteran Affairs which will be supplemented with $ 26,000 funding from the Town in the 2018/2019 budget. The proposal is to replace existing flower beds and paving with a commemorative mosaic path and improve accessibility for RSL members and the general public.

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The Administration has discussed the Remembrance Day ceremony with the Cambridge sub branch of the RSL WA. The RSL wholeheartedly supported the Cenotaph proposal. The RSL made comment to the Town that the Memorial Garden precinct could no longer accommodate the Cambridge community because of the increased number of attendees expected for the commemoration service. The RSL WA also had concerns that the precinct could not service the needs of their aged and disabled veterans. Many of the veterans could not attend previous commemoration services because of the fear of falling over on the uneven ground at the site and the precinct having no disabled access.

After discussions between representatives from the Town's Community Development, Rangers and Parking Services, Infrastructure Parks and Works Departments a proposal has been developed to alleviate the concerns of the RSL WA over the precinct and also encompass the Town’s corporate strategic objectives to improve the amenity of the area to benefit the whole community.

A concept plan has been prepared for Council's consideration and potential endorsement to proceed with the proposed car park upgrade works and associated landscape improvements.

Image 1 – Existing Memorial Gardens Precinct, West Leederville.

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Image 2 – Concept Design for the Memorial Garden Precinct, West Leederville – Proposed L20 car park and Garden upgrading works ( Refer Attachment 1).

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DETAILS:

A concept plan (as included in Attachment 1) has been prepared to revitalise the Memorial Garden Precinct in West Leederville.

Key features of the proposed plan include:-

• Addressing the concerns of the RSL WA by regrading the existing access road and car parking area around the Memorial Garden to allow safer access to the community; • Provide accessibility ramps to Memorial Garden; • Provide compliant graded crossovers to the access road and car parks from Cambridge Street; • Reconfigure the car park to provide disabled parking bays adjacent to the Memorial Garden access way; • Asphalt resurface the existing 62 car parking bays in red asphalt; • Resurface the car park aisles in black asphalt; • Upgrade sections of kerbing; • Reconfigure the access to the overflow car park at the rear of the L20 car park; • Provide a median area in the car park which will be planted with advanced nursery trees; • Provide a northern landscape area to be planted with advanced nursery trees; • Upgrade the car park drainage; • Relocate the existing parking ticket machines and make them accessibility compliant; • Install irrigation to the landscaped areas; and • Install electrical conduits for potential future lighting upgrades;

The proposals will result in significant improvement to appearance and functionality of the precinct and would complement the historic West Leederville Town Hall. These works will also compliment the Cenotaph commemorative artwork proposal adopted by council in March 2018.

The following preliminary estimate has been carried out for the works associated with the concept plan:-

• L20 car park upgrading works $ 90,000 • Associated carpark Landscape improvements $ 30,000 TOTAL $ 120,000

POLICY/STATUTORY IMPLICATIONS:

Nil

FINANCIAL IMPLICATIONS:

In the 2017/18 budget, funds of $52,000 were allocated for the resurfacing of the existing L20 car park in Cambridge Street West Leederville. It is proposed these funds be carried forward into the 2018/2019 budget.

The additional works associated with the concept plan will require further funds of $68,000 to complete the proposed works. No funds are currently allocated for the implementation of the concept pending Council endorsement.

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STRATEGIC DIRECTION:

This report recommendation embraces the following strategies of the Town's 2017-2027 Strategic Community Plan:-

Our Community

Goal 1 A sense of community, pride and belonging Strategy 1.2 Encourage and support participation in a range of public activities and events where residents can gather and interact Strategy 1.2 Promotion of a strong community identity and focus our responses on the needs of local residents

Goal 2 Quality local parks and open spaces for the community to enjoy Strategy 2.1 Adopt a more strategic and coordinated approach to the planning of parks and green spaces recognising their diverse roles and local community preferences Strategy 2.2 Improve the amenities of our local parks reflecting local values and priorities

Goal 3 An active, safe and inclusive community Strategy 3.1 Create and improve the places where community groups can interact to encourage greater participation Strategy 3.2 Continue to deliver more programs which support local clubs and community groups and their capacity to run their community activities Strategy 3.3 Encourage a range of activities that better align with the diverse needs of ratepayers of all ages, cultures and abilities Strategy 3.4 Act to create and maintain safe, friendly and open environments that residents can access and enjoy

Our Neighbourhoods

Goal 4 Neighbourhoods where individual character and quality is respected and planning is responsive to residents Strategy 4.1 Examine and better identify through planning and consultation those features and qualities which define our individual neighbourhoods Strategy 4.3 Ensure new development is harmonious with established residences and respects our existing “sense of place” and our unique character Strategy 4.4 Enhance and respect our existing streetscapes, setbacks and green spaces

Goal 5 Successful commercial, retail and residential hubs Strategy 5.3 Ensure a high standard of public infrastructure is maintained in and around our centres throughout the Town

Goal 6 Efficient transport networks Strategy 6.1 Coordinate our approach to approach to transport planning, acknowledge transport pressures and respond to local needs and broader district and regional initiatives

Our Environment

Goal 7 The Town is environmentally responsible and leads by example Strategy 7.1 Manage our reserves to enhance and protect conservation values and protect our native animals and plant species

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Our Council

Goal 10 The Town is proactive local government that provides financially sustainable public assets, services and facilities Strategy 10.1 Ensure appropriate resources are allocated to the preparation and implementation of day to day decision making, broader strategic planning and major projects

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy 1.2.11 as "CONSULT" with the objective of keeping all affected parties informed and to provide input.

Discussions have been undertaken with the Cambridge sub-branch of the RSL WA for the Remembrance Day commemoration service and they fully support the proposal. No formal engagement has been carried out with other community groups that use the West Leederville Memorial Garden Precinct.

It is proposed that if the concept plan is endorsed by Council, formal consultation be carried out with owners, businesses and community groups in the immediate vicinity of the proposed works.

OFFICER INVOLVEMENT:

Responsible Executive Chris Colyer, Director Infrastructure Responsible Manager Walter Van Der Loo, Manager Infrastructure Parks Contributors Peter Foxcroft, A/Manager Infrastructure Works

ATTACHMENTS:

1. West Leederville Memorial Garden Precinct Improvement Plan.

ADMINISTRATION RECOMMENDATION:

That:-

(i) the West Leederville Memorial Garden – Proposed L20 Car Park upgrading works and associated landscape improvements concept plan, be endorsed for construction;

(ii) additional funds totalling $68,000 be made available to undertake the car park upgrading works and landscape improvements within the 2018/2019 budget;

(iii) community organisations in the immediate vicinity of the proposed works be advised of the Council's decision and consulted regarding the proposed works.

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CR18.89 COUNCIL POLICY REVIEW - INFRASTRUCTURE

SUMMARY:

This report reviews the Council's policies pertaining to the Infrastructure Directorate (encompassing Parks and Landscape, Works and Engineering and Waste Management) and recommends any updates or changes.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

community to another level of government/body/agency. Executive The substantial direction setting and oversight role of the Council. e.g.

adopting plans and reports, accepting tenders, directing operations, setting and amending budgets. Legislative Includes adopting local laws, town planning schemes & policies.  Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

In accordance with Council Policy 1.2.1, Council Policies are reviewed and updated as necessary biennially by April following ordinary Council elections. This review on a regular basis ensures policies reflect current operating practices and procedures.

The policies presented here are Council and not administrative policies. The purpose of the policies is to provide a guide to the Administration, assisting it to function in an efficient and effective manner and respond to resident’s enquiries as soon as possible. The policies are a guide to Council’s position in regard to the various subject matters to enable the Administration to act without unnecessary and repetitious reference to Council.

The policy manual is not prepared as a reference manual of solutions to all problems that Council may be requested to investigate.

DETAILS:

36 infrastructure policies and one Development and Sustainability Policy were reviewed and the following is proposed:

Parks

5.1.1 - Management of Conservation Areas Within Public Open Space Last reviewed 24 May 2016 - retain, key changes to 'Guidelines for Community Groups' section.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 18 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

5.1.3 - Management of Street Trees Last reviewed 24 May 2016 - retain, minor changes

5.1.4 - Management of Park Trees Last reviewed 24 May 2016 - retain, minor changes

5.1.5 - Street Tree Protection During Property Development Last reviewed 24 May 2016 - retain, minor changes

Works and Engineering

5.2.1 - Parking - Uniform Traffic Control Signage Last reviewed 24 May 2016 - retain, no change

5.2.2 - Footpaths - Laying of Memorial Plaques Last reviewed 24 May 2016 - retain, no change

5.2.3 - Verges - Grading to Building Line Last reviewed 24 May 2016 - retain, no change

5.2.4 - Verges - Paving in Commercial Areas Last reviewed 24 May 2016 - retain, no change

5.2.5 - Construction of Footpaths and Shared Paths Last reviewed 24 May 2016 - retain, changes to path widths in City Beach as per CR18.2 (February 2018)

5.2.6 - Reinstatement of Roads and Footpaths Last reviewed 24 May 2016 - retain, no change

5.2.7 - Vehicle Crossovers - Specification Last reviewed 24 May 2016 - retain, minor change

5.2.8 - Truncations - Sight Lines at Driveways and Entries to Rights of Way Last reviewed 24 May 2016 - retain, no change

5.2.9 - Truncations - Intersection of Roads Last reviewed 24 May 2016 - retain, no change

5.2.10 - Truncations - Rights of Way (Laneways) Last reviewed 24 May 2016 - retain, no change

5.2.11 - Stormwater Drainage Connections Last reviewed 24 May 2016 - retain, no change

5.2.13 - Parking - Work Zones for Building Sites Last reviewed 24 May 2016 - retain, no change

5.2.14 - Road Lighting Last reviewed 26 April 2017 - retain, no change

5.2.15 - Street and Rights of Way Name Signs Last reviewed 24 May 2016 - retain, no change

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 19 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

5.2.16 - Car Park Numbering System Last reviewed 24 May 2016 - retain, no change

5.2.17 - Road Design Last reviewed 24 May 2016 - retain, no change

5.2.18 - Rights of Way Development Last reviewed 24 May 2016 - retain, amendments to section (v) Public Consultation, as per CR18.30 (March 2018)

5.2.19 - Road Verges - Landscaping and Maintenance Last reviewed 24 May 2016 - retain, no change

5.2.20 - Public Events - Application for a Temporary Road Closure to Conduct a Street Party or Sporting Event Last reviewed 24 May 2016 - retain, no change

5.2.21 - Road Traffic Policy Last reviewed 24 May 2016 - retain, no change

5.2.22 - Parking Restrictions Last reviewed 24 May 2016 - retain, no change

Waste

5.3.1 - Waste Removal Services - Residential Properties Last reviewed 24 May 2016 - retain, updates made

5.3.2 - Waste Removal Services - Commercial/Business Premises Last reviewed 24 May 2016 - retain, updates made

5.3.3 - Waste Removal Services - Bulk Verge Collection Last reviewed 24 May 2016 - retain, updates made

5.3.4 - Waste Policy Fee Rebate (Concession) for Hardship Last reviewed 24 May 2016 - retain, updates made

General

5.4.2 - Verges - Maintenance and Cleaning Last reviewed 24 May 2016 - retain, no change

5.4.3 - Plant and Vehicles - Sale Of Last reviewed 24 May 2016 - retain, no change

5.4.5 - Signs - Directional Signs Last reviewed 24 May 2016 - retain, no change

5.4.6 - Signs - Service Clubs Last reviewed 24 May 2016 - retain, no change

5.4.8 - Loan of Town of Cambridge Equipment Last reviewed 24 May 2016 - retain, no change

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 20 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

5.4.9 - Asset Management Last reviewed 24 May 2016 - Full re-write as we are no longer in a development phase with our asset management program.

Development and Sustainability - Health 4.2.1 - Paving and Drainage of Rights of Way Last reviewed 27 April 2010 - recommend deletion, as the policy has not been acted on in 20 years.

Marked up versions of the amended policies are included in the report attachment.

POLICY/STATUTORY IMPLICATIONS:

Policy 1.2.1 requires a biennial review of all policies by April following Council elections.

FINANCIAL IMPLICATIONS:

There are no Financial Implications related to this report.

STRATEGIC DIRECTION:

This report recommendation embraces the following strategies of the Town's 2017 Interim Strategic Community Plan:-

Our Council

Goal 9 Transparent, accountable governance Strategy 9.1 Implement initiatives that strengthen governance skills and knowledge.

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy 1.2.11 as "INFORM" with the objective "to provide balanced and objective information".

All Infrastructure Policies will be available on the Town's website following this review.

OFFICER INVOLVEMENT:

Responsible Executive Chris Colyer, Director Infrastructure Responsible Manager Contributors Walter Van Der Loo, Manager Infrastructure Parks Peter Maloney, Manager Infrastructure Assets

ATTACHMENTS:

1. Infrastructure Policies with Mark-ups

ADMINISTRATION RECOMMENDATION:

That the policies relating to Infrastructure be retained unchanged, amended or deleted, as detailed in the report, and the changes be incorporated into the Policy Manual.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 21 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.90 PERRY LAKES PARKRUN PROPOSAL

SUMMARY:

To seek Council support for ‘Parkrun’ at Perry Lakes Reserve and a financial contribution of $7,000.

Parkrun is a series of 5kms events that occur on Saturday mornings in areas of public open space around Australia. The events are open to all, free of charge and have a positive impact on the overall health and wellbeing of residents.

It is envisaged Parkrun will commence in August/September 2018 subject to all necessary approvals and financial support.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

Parkrun is a global volunteer-based community organisation that arranges free, weekly 5km timed runs all over the world, usually 1 hour between 8am to 9am. Although a community organisation, Parkrun do have commercial sponsors in Medibank and the Athletes Foot.

The runs are open to everyone, free of charge, and are a safe and easy option for those looking to become more physically active. A key element of the Parkrun delivery model is reliance upon grass roots support from the community, both in terms of volunteering and participation, as well as venue assistance from local government authorities.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 22 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Parkrun has its origins in the United Kingdom and was first implemented in Australia on the Gold Coast in April 2011 under the umbrella of Parkrun Australia. Parkrun has now established a strong presence throughout the Perth Metropolitan region on a weekly basis at a number of reserves. These include but are not limited to:-

• Applecross - City of Melville • Bibra Lake Reserve –City of Cockburn • Canning River Regional Park, City of Canning • Carine Regional Open Space, City of Stirling • Central Park, Aveley in the City of Swan • Churchill Park, City of Rockingham • Claisebrook Cove, City of Perth • Marine Parade, Town of Cottesloe • Lake Joondalup, City of Joondalup • Pioneer Park, City of Gosnells; and • Shelley - City of Canning; and • Quinns Rock - City Wanneroo.

Parkrun has also been established in country regions including Albany, Bunbury, Busselton, Kalgoorlie- Boulder, Manjimup, Margaret River and Port Hedland.

After contacting several of these Local Governments that host Parkrun, there is little impact on other users of the reserves and is well received by the local community.

DETAILS:

Prior to the introduction of the Perry Lakes Parkrun a number of the event elements need to be confirmed. These include:

1. Indicative Route; 2. Access to Overflow Car-Parking; 3. Financial Contribution; 4. Volunteers; 5. Public Toilets; and 6. Reserve Booking.

1. Indicative Route

An indicative Parkrun route at Perry Lakes Reserve has been proposed by Parkrun and is provided as Attachment 1. The route has been selected due its access to public toilets and distance away from Hockey (during the winter) and cricket (during the summer).The intent of the route is to provide a hybrid running experience incorporating on-pavement and cross- country elements.

One of the requirements of Parkrun is that the route must not cross traffic roadways. The route proposed at Perry Lakes is not an issue because the roads that have been chosen for the route are closed to vehicular traffic on the weekends. The Town's Parks and Reserves Business Area will carry out all necessary maintenance to keep the roadways adequately free of debris to minimise risks to runners. This may require more regular mechanical sweeping than currently scheduled. Minor maintenance of the road surface will be carried out where required on an ongoing basis until such time that the paths are resurfaced (pending development of and Activity Plan for Perry Lakes Reserve).

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 23 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Part of the route is proposed around the South-eastern section of Alderbury Park. This part of the park is predominantly used by dog owners as an off-leash exercise area. While dog owners are required to maintain control of their pets at all times, there is potential for conflict between dogs and groups of runners. The administration recommends an alternative route be considered by Parkrun away from the dog exercise area. However, if the current proposed route is maintained for the inaugural event, careful monitoring of the run is recommended to determine if the risk of conflict is acceptable or not and the route may need to be reconsidered in the future.

2. Overflow Parking

Overflow car-parking may be required if the level of interest is high and if participation numbers are sustained. This could be facilitated at Perry Lakes Reserve Area 6 (opposite Rugby WA and Basketball WA) - refer Attachment 2. If this was to eventuate Administration would need to ensure that this area would still be available to hire for other charity events which are held there including Motor Neuron Disease WA Walk to D'Feet, Parkinson's WA Walk in the Park, Alzheimer's WA A Walk to Remember, and Baby Steps Big Pram Walk.

If overflow parking is required the Town will arrange access to the area through the gate. However the responsibility for cordoning off and marshalling the parking in the area will be the responsibility of Parkrun.

3. Financial Contribution

Parkrun have requested an amount of $7,000 as a once off contribution to purchase a defibrillator, stop watches, laptop, software, and other equipment. A full list is provided as Attachment 3, titled 28 May 2018 Quote.

Consultation was undertaken with a number of other Local Governments where Parkrun currently operates to ascertain the level of financial support provided. Various levels of financial support have been provided, ranging from $0 to $5,000. In addition, reserve hire fees have been waived.

The request of $7,000 does not meet the Town's funding guidelines as Parkrun is not a local community organisation. However, it should be noted that Parkrun indicate that they would provide in-kind support of approximately $12,000 per annum for the event at Perry Lakes. Refer to Attachment 4.

If Council wish to provide $7,000 it is at their discretion. It is noted that Council could include $7,000 in the 2018/2019 Draft Budget if they so wish.

4. Volunteers

Interest for local volunteers to be part of the Parkrun at Perry Lakes has been received. Once the Parkrun has been initiated at Perry Lakes Reserve, the recruitment and management of volunteers will be undertaken by Parkrun.

5. Public Toilets

One of the requirements of Parkrun is that the event attendees are required to have good access to public toilets. The preference of Parkrun to use the toilets located in the central Western side of the reserve is supported as they well suited to use by larger groups and in a better condition than the toilets located near the Alderbury clubrooms.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 24 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

6. Reserve Booking

Parkrun will be required to complete the necessary Town's reserve bookings form, comply with the Town's Conditions of Hire, have the appropriate Public Liability Insurance and a Risk Management Plan in place.

It is suggested that a Memorandum of Understanding (MOU) is introduced outlining the responsibilities of each party.

7. Coffee Van

Parkrun have also suggested that a Coffee Van would be ideal and would complement the event. Parkrun have the opportunity to source a Coffee Van to attend the events. The Coffee Van operator would need to apply for a stallholders permit and pay a licence fee. If the demand for a Coffee Van at Perry Lakes exceeds that generated by Parkrun, the Coffee Van operator could apply to extend their operating time.

Alternatively, the Town could undertake an Expression of Interest process, similar to what is being undertaken at Lake Monger Reserve.

POLICY/STATUTORY IMPLICATIONS:

2.1.15 - Community Funding Program

As Parkrun Australia is not a community organisation based within the Town they are not eligible for funding under the Towns Community Funding Program. Parkrun Australia is a peak body organisation with a management team and board.

2.1.21 - Hire of Reserves

Parkrun Australia will need to complete the necessary booking forms for the use of Perry Lakes Reserve and the over-flow car-parking Area 6.

FINANCIAL IMPLICATIONS:

In accordance with the Town’s 2017/2018 Fees and Charges Schedule, the loss of revenue associated with waiving fees and charges for the hire of Perry Lakes Reserve are as follows:-

46 weeks x $26.50 per hour x 2 hours = $2,438

If Council support the funding request by Parkrun an amount of $7,000 would be included in the Draft 2018/2019 operational budget.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 25 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

STRATEGIC DIRECTION:

The Parkrun Event at Perry Lakes Reserve supports a number of goals within the Town's 2017-2027 Strategic Community Plan.

These include:

Our Community Life

Goal 1: A sense of community, pride and belonging

Strategy 1.1: Encourage and support a range of activities and events at which communities can gather and interact Strategy 1.2: Promotion of a strong community identity

Our Council

Goal 11: A strong performing local government

Strategy 11.5 Continuously strive to improve services delivered to the community

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy and no community consultation is required.

ATTACHMENTS:

1. Indicative Parkrun Perry Lakes Reserve 2. Overflow Parking - Perry Lakes Reserve Area 6 3. Parkrun financial request; and 4 Parkrun in-kind contribution.

OFFICER INVOLVEMENT:

Responsible Executive Mr Cam Robbins - Director Community Development Responsible Manager Ms Carole Lambert - Manager Community Development Contributors Mr Walter Van der loo - Manager Infrastructure Parks Ms Rosemarie Arnephie - Acting Senior Community Development Officer Ms Samara Flanagan - Bookings and External Events Officer

ADMINISTRATION RECOMMENDATION:

That:-

(i) Parkrun at Perry Lakes Reserve be supported by providing in-kind sponsorship for reserve booking fees up to the value of $2,500 per year in recognition that the events provide free access for the community to participate in a physical activity program;

(ii) a Memorandum of Understanding (MOU) between Parkrun and the Town of Cambridge be finalised by the Town's Chief Executive Officer;

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 26 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

(iii) Parkrun source a Coffee Van operator direct to complement their program at Perry Lakes Reserve; and

(iv) the request for $7,000 by Parkrun for the purchase of various pieces of equipment for the Perry Lakes Reserve program be at the Council's discretion.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 27 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.91 REABOLD TENNIS CLUB REQUEST TO SUB LEASE FOR PADEL TENNIS FACILITY

SUMMARY:

The Reabold Tennis Club (RTC) is seeking the Town's approval to sub-lease an area of approximately 1,360m2 within their leased premises to Play Padel Pty Ltd (PP) who will introduce and manage a Padel tennis facility, including a cafe/pro-shop. The term of the sub- lease requested by the RTC is 16 years (RTC option) which will coincide with their end lease term of 2031.The RTC have also requested a financial contribution from the Town towards landscaping works.

The capital cost of developing the facility and ongoing costs will be met by PP. Subject to Council approval, the Padel tennis facility would operate as soon as possible.

From the Town's point of view, the request by the RTC to use an area within their lease for a Play Padel facility is supported for a number of reasons including:-

1. Similar sub-leases have been supported in a number of leased premises, including Lake Monger Recreation Club, Cambridge Bowling Club and West Coast Amateur Football Club; 2. It will provide the community with another unique sporting activity; and 3. It will assist the RTC in being more financially sustainable; and

However, before supporting the Padel Tennis facility at the RTC and finalising the sub-lease documentation, it is recommended that the consultation is undertaken with residents within 200 metres of the RTC and the Floreat Sporting Precinct Sporting Clubs. A similar process was undertaken for the Lake Monger Recreation Club and the Cambridge Bowling Club when they requested sub-leases.

In relation to the request for financial support towards landscape works is not supported.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 28 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

BACKGROUND:

The RTC club room facilities were refurbished as part of the 2006 Floreat Sporting Precinct works and funded through part proceeds of the Kalinda Drive/The Boulevard subdivision (now known as Ocean Mia) and as a result of an amalgamation between the City Beach and the Floreat Park Bowling Clubs.

The RTC has written to the Town seeking approval to sub-lease an area within their lease premises to Play Padel Pty Ltd to provide a Padel tennis facility. Refer to Attachment 1.

Approval for a sub-lease is required by the Council.

DETAILS:

The RBC has a long term lease with the Town (until 2031), including land and buildings.

Play Padel Pty Ltd has approached the RBC to sub-lease an area of approxiamtely1,360m2 to facilitate a Padel Tennis facility, including a café/pro-shop. A draft sub-lease document is being prepared and in accordance with the lease between the Town and the RTC, the RTC requires the Town's approval before entering a sub-lease with Play Padel Pty Ltd.

The Town has met representatives from both the RTC and Play Padel Pty Ltd to discuss the Play Tennis facility.

The proposal entails the construction of two Padel tennis courts where the existing playground and vacant land exists on the eastern end of the RTC facilities and next to the Fox Football Five soccer nets. A map highlighting the area is provided as Attachment 2.

Padel Tennis Facility (Three Courts), costs met by Play Padel Pty Ltd

Construct three floodlit (3) courts (10x 20 metre per court); and Construct Café/Pro - Shop with decking and outdoor seating.

An artist's impression is provided as Attachment 3 with all capital and operating costs met by Paly Padel Pty Ltd.

The operating hours proposed is from 7am until 10.30pm, 7 days a week. These proposed hours will be subject to Community Consultation and Council support.

In return for the sub-lease approval, the RTC will receive approximately $15,000 per annum from Play Padel Pty Ltd and within 3 years to achieve $20,000 per annual after 3 years. In addition it is anticipated that the RTC will receive increased bar trading and social club membership, which will assist them with their future financial sustainability.

Landscaping and New Entrance, costs met by the Town

The RTC have also requested to Landscape the bank along Howtree Place and upgrade the entrance stairs to the Club and that the Town fund these works (approximate cost of $50,000, ex GST). Although these works will enhance the entrance to the RTC, they would directly benefit members of the RTC with no benefit to the Town. Therefore the Town does not support contributing funds towards these works.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 29 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

POLICY/STATUTORY IMPLICATIONS:

1. Town Planning Scheme No.1 Metropolitan Region Scheme

The Reabold Tennis Club is on land reserved as Parks and Recreation under Town of Cambridge Town Planning Scheme No.1. As such, the Reserve may be used for:

(a) A use which gives effect to the purpose for which the land is reserved under this Scheme; and (b) Where the land is vested in a public authority, a Commonwealth agency or in the Council, a use which give effect to any purpose for which the land may lawfully be used.

As such, any uses on the land must be relevant to the Parks and Recreation use of the land. It would be considered that a pro shop relevant to the tennis club would be appropriate. A coffee shop, provided it was related to the use of the tennis club (i.e. incidental to the tennis club and for tennis patrons only) could also be considered related to the main use of the land and incidental to the 'Recreation' use.

A planning application should be made for any extensions or alterations proposed to the tennis club buildings.

2. Lighting Policy 2.1.17

The TOC lighting policy requires any proposals for installation of external lighting to:

• Demonstrate that the lighting will result in a substantial increase in the use of the facility; • Comply with Australian Standards in relation to the acceptable level of spill and the appropriate Lux standards for the particular sport; • Ensure lighting will be turned off by 10.30pm; and • Confirm that all operating costs relating to the lighting, including electricity and maintenance, will be borne by the sub-lessee.

All these conditions will be met by the RTC through their sub-lease with Play Padel Pty Ltd.

With the RTC already have lighting facilities within their leased premise's and are bordered by the Cambridge Bowling Club, Cambridge Croquet Club, the Floreat Oval (all of which have lights) the Floreat Primary School and the Floreat Forum Shopping Centre, there would be minimal impact upon nearby residents in relation to lighting.

3. Reabold Tennis Club Lease

Clause 7.1 (a) of the lease between the Town and the Reabold Tennis Club states that subletting of the premises requires the prior written consent of the Town, which consent the Town may refuse or grant (with or without conditions) in the Town absolute and unlimited discretion.

Community Facilities Asset Management Policy 3.1.10

Play Padel Pty Ltd will meet the costs of the renewal of the lighting and synthetic surface during the term of the sub-lease. The Town will not be contributing the 2/3rd maintenance cost of the Padel tennis facilities.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 30 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

From the Town's point of view, the request by the RTC to use an area within their lease for a Padel Tennis facility is supported for a number of reasons:

1. It provides an opportunity for the local community to participate in another sporting activity; 2. It provides the RTC with an income source to assist them in their financial sustainability; and 3. There is precedence with a number of leased premises that encompass sub -leases.

FINANCIAL IMPLICATIONS:

In relation to capital cost, there will be no cost to Council or the RTC as the cost of installing the new infrastructure will be met by Play Padel Pty Ltd. In addition, all operating costs associated with the Facility such as electricity, cleaning, maintenance and court replacement will be met by Play Padel Pty Ltd through the sub-lease with RTC.

If for some reason it does not prove financially viable, the cost to remove any infrastructure will also be the responsibility of Play Padel Pty Ltd and/or the RTC pursuant to the sub- lease.

STRATEGIC DIRECTION:

A proposed sub lease of the Reabold Tennis Club to Play Padel Pty Ltd supports a number of goals within the Town's 2017-2027 Strategic Community Plan.

These include:

Our Community Life

Goal 1: A sense of community, pride and belonging

Strategy 1.1: Encourage and support a range of activities and events at which communities can gather and interact Strategy 1.2: Promotion of a strong community identity

Goal 3: An active, safe and inclusive community

Strategy 3.4: Create and maintain safe environments

Our Council

Goal 11: A strong performing local government

Strategy 11.5 Continuously strive to improve services delivered to the community

Goals 12: Advocacy for the Community

Strategy 12.1 Foster key relationships with government and other stakeholders

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 31 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

COMMUNITY ENGAGEMENT:

It is recommended that comments from the Floreat Sporting Precinct Sporting Clubs and residents within 200 metres of the RTC premises (18 households) in relation to the proposed operating hours of the five-a-side soccer competition are sought.

A similar radius of 200 metres was used in relation to the Cambridge Bowling Club - Five- A -Side facility (2016), Lake Monger Recreation Club Five-A-Side facility (2012), Cambridge and new lighting infrastructure installed at the City Beach Tennis Club (2011).

Support from other sporting clubs within the Floreat Precinct - Cambridge Bowling Club, Subiaco-Floreat Cricket Club and the Wembley Lacrosse will also be sought by the RTC.

ATTACHMENTS:

1. Letter from Reabold Tennis Club 2. Location of the Padel Tennis courts; and 3. Artists impressions

OFFICER INVOLVEMENT:

Responsible Executive Mr Cam Robbins - Director Community Development Responsible Manager Nil Contributors Mr Paul O'Keefe Ms Marlaine Lavery - Director Planning and Development

ADMINISTRATION RECOMMENDATION:

That:-

(i) the request by the Reabold Tennis Club to sub-lease approximately 1,360m2 to Play Padel Pty Ltd be acknowledged;

(ii) comments be sought from residents within 200 metres of the Reabold Tennis Club and Floreat Precinct Sporting Clubs in relation to the proposed Padel Tennis facility with operational hours of Monday to Sunday 7.00am to 10.30pm;

(iii) a further report be presented on the outcome of (ii) above; and

(iv) the Reabold Tennis Club request for financial support from the Town towards costs associated to landscaping works is not supported.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 32 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.92 WEMBLEY GOLF COURSE BOOKING RULES

SUMMARY:

Council amended its booking rules at the Wembley Golf Course in December 2013 (CR13.167) to accommodate online bookings (through the website and mobile app) and alleviate pressure on staff who was receiving approximately 5,000 phone calls per month with a majority (70%) of them requesting to book a game of golf. Furthermore due to the popularity of the WGC, many phone calls do not get answered.

Since 2013, the prevalence toward online access has increased steadily and it is proposed to amend the on line bookings for the general public from 7 days in advance to 10 days and 11 days for Wembley Golf Club members and social clubs which will once again ease congestion on the WGC phone lines and secondly increase the WGC database.

There will be no change to phone and in-person bookings which will remain at 7 days in advance.

AUTHORITY / DISCRETION

BACKGROUND:

The WGC is reportedly the busiest golf course in Australia. Due to the high volume of customers it is difficult to sustain a high level of customer service, service standards and culture. One of the key factors that hinder staff performances and customer experience is the time spent booking a game of golf for a customer on the phone and in the shop.

Currently, WGC customers have a number of avenues to book a game of golf, specifically:

• On Line • Telephone or; • In person.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 33 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Regardless of the way the customer books, the following WGC rules apply (adopted by Council in December 2013, CR13.167):

1. Online and in person bookings be 7 days in advance for all days; 2. Phone bookings 7 days in advance for Monday to Friday

To free up staff time and provide a better customer service experience it is suggested to amend these booking rules and incentivise the customer to book on line.

DETAILS:

Currently, there is little incentive for the customer to book online as they can either book over the phone or in person at the Pro Shop 7 days in advance just like online.

It is suggested to increase the booking times in advance to encourage customers to book on-line and to alleviate congestion on the phone lines and in the Pro Shop and to improve the overall customer experience.

The following amendments are recommended and would become effective 1 July 2018:

1. Online bookings available 10 days in advance for the public (was 7 days in advance) 2. Wembley Golf Course social clubs online bookings available 11 days in advance (was 7 days in advance) 3. Wembley Golf Club members online bookings available 11 days in advance (was 7 days in advance)

In relation to telephone and in person bookings they shall remain the same at 7 days in advance

POLICY/STATUTORY IMPLICATIONS:

Nil

FINANCIAL IMPLICATIONS:

Currently the financial return is difficult to ascertain. However it is envisaged that staff will be able to spend more time to serve customers. Furthermore, the WGC would be able to grow its database via the online portals and target specific markets with sales initiatives, coaching, and online shopping which all could lead to increase in pro-shop sales.

STRATEGIC DIRECTION:

Minor amendments to the Wembley Golf Course booking rules supports a number of goals within the Town's 2017-2027 Strategic Community Plan as follows:

Our Council

Goal 11: A strong performing local government

Strategy 11.5 Continuously strive to improve services delivered to the community

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 34 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy and no community consultation is required.

It is proposed to inform all customers of the changes via various mediums including on-line, social media, the WGC data base, website and display posters in the pro-Shop.

OFFICER INVOLVEMENT:

Responsible Executive Mr Cam Robbins - Director Community Development Responsible Manager Mr Joshua Madden - Wembley Golf Course General Manager Contributors Nil

ATTACHMENTS:

Nil

ADMINISTRATION RECOMMENDATION:

That:-

(i) the Wembley Golf Course booking rules be amended to (and become effective as from 1 July 2018):

(a) Online bookings are available 10 days in advance for the public; (b) Wembley Golf Course social clubs online bookings are available 11 days in advance; and (c) Wembley Golf Club member's online bookings are available 11 days in advance

Note: Phone and in person bookings to remain at 7 days in advance

(ii) any future amendments to the Wembley Golf Course booking rules be Delegated to the General Manager Wembley Golf Course.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 35 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.93 WEMBLEY GOLF COURSE GENERAL MANAGER ATTENDANCE AT 2018 GOLF BUSINESS FORUM

SUMMARY:

To seek Council approval for the Wembley Golf Course General Manager to attend the 2018 Golf Business Forum in Melbourne from 30-31 July.

The approximate cost is $2,000 with funds accommodated within the 2017/2018 and 2018/2019 draft operational Wembley Golf Course Budgets. Airfares and registration fees will be paid out of the 2017/2018 Budget and accommodation out of the 2018/2019 Draft Budget.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

The Golf Business Forum was established in 2016 to capture golf course professionals within public and private golf courses throughout Australia. The Golf Business Forum 2018 has been designed to fill a gap in terms of golf management specific conferences and a modern take on challenges in the game.

DETAILS:

The 2018 Golf Business Forum will be held in Melbourne from 30-31 July 2018 and will cover the following themes:

1. Trends in Sport and Entertainment venues 2. Marketing Influences 3. Fan Engagement 4. Digital Technologies 5. The Female Economy and How to Make it Work For You 6. Golf Retail and Driving Your Revenue 7. Concept of Useful Belief; and 8. Showcase of Adelaide Shores Complex (South Australia) and Curlewis Golf Club (Victoria).

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 36 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

With the Wembley Golf Course just coming off significant facility development and investment, the need to market and promote the various programs, facilities and services is important for the Wembley Golf Course to remain as a market leader in the Golf industry. The Wembley Golf Course is entering into the next phase of its evolution and management is in the process of developing a plan that engages the community, considers strategic partnerships, focuses on data acquisition and ultimately grows the game and patronage at our facility.

POLICY/STATUTORY IMPLICATIONS:

1.1.3 - Conference Attendance - Representation and Expenses.

FINANCIAL IMPLICATIONS:

The cost for the Golf Business Forum is approximately $2,000 and includes:-

Accommodation $300 (shared accommodation) Airfare $600 Program $900 Miscellaneous $200 (meals/Taxis)

A total of $1,500 (airfare and registration) will be accommodated within the 2017/2018 Wembley Golf Course Budget and the remaining $500 from the 2018/2019 Draft Budget.

STRATEGIC DIRECTION:

The attendance of the Wembley Golf Course General Manager at the 2018 Golf Business supports a number of goals within the Town's 2017-2027 Strategic Community Plan.

These include:

Our Community Life

Goal 1: A sense of community, pride and belonging

Strategy 1.1: Encourage and support a range of activities and events at which communities can gather and interact Strategy 1.2: Promotion of a strong community identity

Our Council

Goal 11: A strong performing local government

Strategy 11.5 Continuously strive to improve services delivered to the community

It further assists the General Managers professional growth within the golf industry.

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy and no community consultation is required.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 37 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

OFFICER INVOLVEMENT:

Responsible Executive Mr Cam Robbins - Director Community Development Responsible Manager Mr Joshua Madden - Wembley Golf Course General Manager Contributors Nil

ATTACHMENTS:

Nil

ADMINISTRATION RECOMMENDATION:

That:-

(i) the Wembley Golf Course General Manager be authorised to attend the 2018 Golf Business Forum in Melbourne from 30 to 31 July 2018 at an approximate cost of $2,000; and

(ii) the expenditure in (i) above be charged to Budget Item Wembley Golf Course Conferences.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 38 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.94 REVIEW OF ANNUAL DONATIONS

SUMMARY:

The Town's annual donations program provides assistance to voluntary organisations that support our community and build social capital. The Annual Donations Program is not part of the Town's Community Funding Program as each request for an ongoing annual donation is decided by Council.

A review of recipients of the Town's annual donations program to ensure that future donations remain relevant to the local community has been undertaken and recommends:

• Continuation of annual donations to Youthcare for school chaplaincy services, and • Discontinuation of annual donations to Volunteer Taskforce, People Who Care and Whitfords Volunteer Sea Rescue Group.

Furthermore, it also recommends a maximum donation of $2,000 for any new requests for annual donations which will be decided by Council.

SUMMARY:

To review the Council's Annual Donations and recommend any updates or changes and propose a management program for the future.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

Each year Council sets aside an approved amount of money for donations to voluntary organisations to support them in providing community services that benefit residents of the Town. Many of these annual donations have been ongoing for over 10 years and it has become evident that some recipient organisations may no longer be providing a service to the Town, as originally intended. Consequently, the Administration have reviewed all annual donations to confirm what services they are for, the service level, and if the donation amount is proportionate to the service provided.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 39 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

DETAILS:

The Town currently provides the following annual donations to a variety of voluntary organisations servicing the Town. The length of time funded and the annual amount donated is outlined in Table 1 below.

Table 1: Current Town of Cambridge Annual Donations

$ ORGANISATION ANNUAL LENGTH OF FUNDING DONATION Volunteer Taskforce $1,000 1999/2000 - 2002/2003 (4 years) $3,500 2003/2004 - 2017/2018 (15 years) People Who Care $1,000 1999/2000 - 2017/2018 (19 years) Whitfords Sea Search & Rescue $5,000 2004/2005 - 2017/2018 (14 years) Churchlands Senior High School Chaplaincy $2,000 2007/2008 - 2017/2018 (11 years) Shenton College Chaplaincy Service $2,000 2007/2008 - 2017/2018 (11 years) West Leederville Primary School Chaplaincy $ 500 2007/2008 - 2017/2018 (11 years) Floreat Park Primary School Chaplaincy 2007/2008 - 2017/2018 (11 years) $ 500 Service

On 15 March 2018, formal notification was sent to all recipients of annual donations advising that the Town is reviewing all of its community funding programs including annual donations to ensure that the services being provided are still relevant and benefiting the local Cambridge community. Each organisation was requested to provide the following:

• A completed Community Organisations Annual Donation Feedback/ Evaluation form; • A copy of their most recent annual report (if relevant); • A written request for financial support, including how their organisation benefits the Town and the local community, with supporting evidence.

Recipient organisations were asked to return this information to the Town by 5pm Friday 30 March 2018 and it was noted that failure to submit the requested information may jeopardise future financial support from the Town.

Below is a summary of the information provided by each organisation. This information has informed the Administrations recommendations for future funding.

1. Volunteer Taskforce (now known as Chorus)

Volunteer Taskforce has recently merged with Community First and Care Options to form the not-for-profit organisation Chorus. Chorus has a team of more than 1,000 staff and volunteers who work with seniors and people living with a disability or mental health issues, to support their needs and assist them to live independently. Chorus provides in-home and community support to more than 10,000 people across the metropolitan area and in regional WA. The following data confirms the services provided to local Town of Cambridge residents:

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 40 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Table 2: Chorus Services Provided to Town of Cambridge Residents

Active Clients in the Town of Service Cambridge Client Monitoring 97 Domestic Assistance 1 Gardening 44 Home Maintenance 46 Shopping 1 Step Into Life 2 Transport 53 WaterWise 3

Note: Client Monitoring is not a billable service but a telephone call to check on clients.

The Administration is unable to estimate the exact number of Cambridge residents accessing Chorus services from the information received as it is not known whether the abovementioned services are accessed by the same or different clients.

Chorus provides support services which are funded by the Federal Government through the Home and Community Care (HACC) program. The original intention of the annual donation was to provide funding for services that the Town's HACC program did not provide, such as gardening and home maintenance. It is important to note these services are only available to people who have been assessed as eligible HACC clients.

The Town only received minimal feedback from Chorus in relation to the benefits provided to the local Town of Cambridge community. In addition, Chorus provides minimal acknowledgement of the Town's donation. It is therefore recommended that no funding is provided to Chorus.

2. People Who Care

People Who Care is a community-based, not-for-profit organisation, relying on a combination of government funding, fundraising strategies and donations to provide essential care services throughout the Perth metropolitan area. Their team of employees and volunteers deliver programs and services to their clients, who include aged, frail and disabled members of the community. As demands increase for services and the population continues to age, People Who Care have continued to develop strategies to ensure they can meet the challenges of providing comprehensive in-home care.

The acquittal information provided by People Who Care outlined that their annual donation was utilised for food vouchers for those in need, however, no data relating to the actual number of Cambridge residents that benefitted was provided.

People Who Care provides support services which are funded by the Federal Government through the Home and Community Care (HACC) program. The original intention of the annual donation was to provide funding for services that the Town's HACC program did not provide, such as gardening and home maintenance. It is important to note these services are only available to people who have been assessed as eligible HACC clients.

The Town only received minimal feedback from People Who Care in relation to the benefits provided to the local Town of Cambridge community. In addition, People Who Care provides minimal acknowledgement of the Town's donation. It is therefore recommended that no further funding is provided to People Who Care.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 41 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

3. Whitfords Volunteer Sea Rescue Group

The Whitfords Volunteer Sea Rescue Group (WVSRG) is a not-for-profit organisation contracted by the State Government to provide the following relevant coastal management duties:

• Acting as the State Government’s ‘first responder’ for all sea rescue incidents that occur between Alkimos in the north and City Beach in the South; • Providing crew, radio operators, support personnel, craft, equipment, and communication facilities for marine search and rescue operations; • Providing training in powerboating, marine search and rescue, Recreational Skippers Ticket, Marine Radio Operators Certificate, and coastal navigation; • Providing escort vessels for large events (i.e. Rottnest Channel Swim, Dragon Boat Races in Hillarys Boat Harbour); and • Assisting the Water Police Coordination Centre in search and rescue operations.

The Town has provided an annual donation of $5,000 since 2004/2005 equating to $65,000 over the past 14 years. The table below outlines financial contributions made by other local government authorities along the coastline which are serviced by WVSRG:

Table 3: Local Government Financial Contributions to WVSRG

Local Government Authority Annual Contribution Town of Cambridge $5,000 City of Joondalup $60,000 City of Wanneroo $0 City of Stirling $0

The City of Joondalup is currently the only other LGA that provide funding to WVSRG. However, it is important to note that the group is based in the City of Joondalup at a purpose built council facility at Ocean Reef Marina, which they hold a lease over. The City of Joondalup considers the WVSRG as a similar group to that of their local Surf Clubs.

There are only approximately 1,075 registered boat owners within the Town of Cambridge amounting to just 2% of the 52,442 registered in the Perth metropolitan region. In the most recent acquittal information sent through to the Town, WVSRG were unable to provide any data relating to Town of Cambridge residents rescued in the last financial year. However, data received from WVSRG in May 2017 confirmed that 30 people residing within the Town of Cambridge area utilized WVSRG services in the 10 years between 2007 and 2016. This averages out to 3 people per year.

Although the service is valued by the boating community, service costs should not necessarily be borne by local government authorities with coastal boundaries. Boat owners are able to purchase an annual membership to the group for a nominal amount of $50 to access the group's services. In addition the group, although still voluntary, now falls under DFES which funds the majority of the group’s operating costs.

It is recommended not to continue funding the WVSRG given that the group now receives funding from DFES and provides limited benefit to the wider Cambridge community.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 42 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

4. Youth Care Chaplaincy Services

Each year YouthCARE help thousands of students, staff and family members in Western Australian State School communities by providing a social, emotional, mental health and spiritual support service. They offer confidential, non-judgmental pastoral care and values education based on respect, compassion and service.

Their aim is to support young people and their communities who may be facing challenging personal and social issues and provide referrals for extra help, if appropriate. They also aim to create positive school communities, where students are empowered and encouraged to be the best they can be.

Chaplaincy services are currently provided by YouthCare to Floreat Park and West Leederville Primary Schools within the Town; as well as Shenton College and Churchlands Senior High School, which although located outside the Town are catchment schools for Town of Cambridge residents.

Floreat Park Primary School has 621 students who have access to the schools chaplaincy service. Of these 621 students, the majority are Town of Cambridge residents as the Department of Education's catchment area falls completely within the Town's boundaries. Both the students and their families have access to the chaplaincy services.

West Leederville Primary School has approximately 550 students who have access to the schools chaplaincy service. Of these 550 students, the majority are Town of Cambridge residents however there are some students who live in the City of Vincent as per the gazetted Department of Education catchment area.

Churchlands SHS and Shenton College have collectively around 4,900 students who have access to the schools chaplaincy services. According to the Australian Bureau of Statistics, Census of Population and Housing 2016, of these 4,900 students 615 (12.5%) are residents of the Town of Cambridge.

The chaplaincy services offered at Floreat Park and West Leederville primary schools and both Churchlands and Shenton Colleges also provide significant benefits to the wider Cambridge community, as these services are also extended to each of the student's families.

YouthCARE has provided the Town with detailed acquittal information outlining the benefits of the chaplaincy service to local residents, along with a request to continue funding into the future. It is recommended that funding continue for these Chaplaincy Services, as they provide a significant benefit to young people and their families within the Town of Cambridge.

To assist with the allocation and acquittal of funds, it is suggested that the donations are paid via a single payment directly to YouthCare in preference to allocating individual amounts to each school. YouthCARE would then acquit all the donations via one annual report outlining the benefits the funding has provided and the number of local students who have access to the chaplaincy service.

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5. Turf Wicket Maintenance Contribution

The Town provides an annual contribution to turf maintenance for Wembley Athletic Club ($20,000), Subiaco/Floreat Cricket Club ($50,000) and Cambridge Croquet ($30,000). These contributions are outside this review of the Town's annual donations program and will be subject to a separate Council report in the future. The Town's contribution to each of these sporting groups turf maintenance costs (total of $100,000 in 2018/2019 financial year) expires on 30 June 2019.

Proposed Annual Donations

As a result of the Administration's review of the Town's Annual Donations program the following annual donations are recommended for allocation within the 2018/2019 Budget:

Table 4: Proposed Annual Donations 2018-19

Current Annual Annual Donations Organisation Donations 2018/2019 2017/2018

Volunteer Taskforce $3,500 Nil People Who Care $1,000 Nil Whitfords Volunteer Sea Rescue Group $5,000 Nil Churchlands Senior High School Chaplaincy $2,000 $2,000 Shenton College Chaplaincy Service $2,000 $2,000 West Leederville Primary School Chaplaincy $ 500 $ 500 Floreat Park Primary School Chaplaincy Service $ 500 $ 500 TOTAL $14,500 $5,000

As shown in Table 4 above, a total of $5,000 is required in the 2018/2019 Welfare Services budget, a reduction of $9,500 on previous years.

It is also proposed that those organisations that have had their annual donations withdrawn will need to reapply providing evidence of the benefit their services provide to the local Town of Cambridge community. Any future requests for annual donations will be the subject of an annual report to Council in June of each year.

Finally, it is recommended that a maximum of $2,000 per year apply to any new donation requests and that all annual donations are reviewed every three years.

POLICY/STATUTORY IMPLICATIONS:

There are no Policy or Statutory Implications related to this report.

FINANCIAL IMPLICATIONS:

Annual donations totalling $5,000 will be required within the 2018/2019 Welfare Services budget. This represents a reduction of $9,500 from 2017/18.

STRATEGIC DIRECTION:

The review of the Town's Annual Donations supports a number of key Priority Ares of the Town's Strategic Community Plan 2017-2027 and Corporate Business Plan 2013-2018:

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 44 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Our Council

Goal 11: A strong performing local government Strategy 11.5 Continuously strive to improve services delivered to the community

Goal 12: Advocacy for the Community Strategy 12.1 Foster key relationships with government and other stakeholders

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Consultation Policy. In accordance with the assessment criteria it was rated at Level 1, for which no community consultation is required.

OFFICER INVOLVEMENT:

Responsible Executive Director Community Development, Cam Robbins Responsible Manager Manager Community Development, Carole Lambert Contributors Community Development Officer, Renee McIntosh

ATTACHMENTS:

Nil

ADMINISTRATION RECOMMENDATION:

That:-

(i) an amount of $5,000 be allocated in the 2018/2019 Welfare Services Budget under YouthCARE, to assist in providing chaplaincy services to the following local schools:

Churchlands Senior High School Chaplaincy $2,000 Shenton College Chaplaincy Service $2,000 West Leederville Primary School Chaplaincy $500 Floreat Park Primary School Chaplaincy Service $500

(ii) the previously approved annual donations to the following organisations not be supported:

Volunteer Taskforce $3,500 People Who Care $1,000 Whitfords Volunteer Sea Rescue Group $5,000

(iii) any future requests for annual donations to a maximum of $2,000 will be subject to Council endorsement;

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 45 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.95 2018-2019 COMMUNITY EVENTS PLAN

SUMMARY:

On 27 June 2017, a Community Events Plan was endorsed by Council (CR17.92). The Plan outlined a series of proposed events and their associated costs.

The various events were well received by the Cambridge community and it is proposed to provide similar events in the 2018/2019 financial year, with the exception of the Commonwealth Games Queens Baton relay and modifications to the Movies in the Park event at Beecroft Park.

The purpose of this report is to seek Council support for the following:

1. Continuation of the major community events held in 2017/2018; 2. Continuation of functions held in 2017/2018; 3. Proposed modifications to the Movies in the Park Event held in 2017/18; 4. Proposed new events for 2018/2019; and 5. Events proposed not to proceed in 2018/2019.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

The Town provides a comprehensive calendar of events over the summer period which is well patronised by the local community. For the past three Community Events seasons, the 'Summer of Fun Events Guide' has been produced and distributed to each household. This promotional tool has received a high level of positive feedback from the community, resulting in increased awareness and attendances at the events promoted, in particular the Christmas Festival at Lake Monger, the Australia Day Festival at Perry Lakes, the Anzac Day ceremony at the West Leederville Memorial and the Cambridge Street Festival in Wembley.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 46 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

All major annual events including the Christmas Festival and Australia Day Festival were held with great success and saw excellent attendance numbers with around 5,000 people attending the Christmas Festival at Lake Monger and 3,000 attending the Australia Day celebrations. The Town's Cambridge Street Festival continued to be a popular event in its fourth year, engaging community groups and community businesses in the event. The 2018 event had approximately 15,000 people attending over the five hour event, with 55 market, community and food stalls, roaming entertainment and a stage entertainment program.

DETAILS:

1. Continuation of the major community events held in 2017/2018.

The following events have been very popular with the local community and are recommended to continue in 2018/2019:

• Sunset Music Event at Rutter Park; • Christmas Festival at Lake Monger; • Australia Day Festival & Citizenship Ceremony; • The Cambridge Street Festival; and • ANZAC Day Ceremony & Community Breakfast.

2. Continuation of functions held in 2017/2018;

The following functions have been very successful and are recommended to continue in 2018/2019:

• Citizenship Ceremonies (4); • Community Awards and Volunteer Recognition Function.

3. Proposed modifications to events for 2018/2019 - Movies in the Park at Beecroft Park

On Friday 16 February 2018, the Town provided a "Movies in the Park" event at Beecroft Park in City Beach. This event was originally removed from the events calendar in 2012 due to small attendance numbers, however, was put back on the calendar in 2017/2018 due to requests from the local community. Unfortunately, attendance numbers were no greater in 2018 with only around 100 people attending. Factors for low attendance could partially be attributed to the potential bad weather forecast for the evening and a clash with two local primary school being held on that evening.

While weather cannot be managed, the clash with the local school events was raised at the annual Principal Liaison meeting in February 2018. The schools were requested to be mindful of the dates they choose for events and to avoid clashes with Town run events which are organised months in advance and are unable to be changed.

It is proposed to keep an event at Beecroft Park as the redevelopment of the Gayton Road Shopping complex adjacent to Beecroft Park has made this area an increasingly popular community meeting place. Holding an event there will add to the already vibrant atmosphere of Beecroft Park and the adjacent shopping and restaurant facilities. Building on the past success of Music in the Park events held at Rutter Park, City Beach and Floreat Beach, it is proposed to hold a Sunset Music event at Beecroft Park on the afternoon of Sunday 31 March 2019.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 47 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Having the event on a Sunday afternoon will reduce the risk of a clash with school events and sporting activities. In addition, the popularity of the Town's other Music in the Park events suggests the community prefer music activities over a Movie event which needs to be held later in the evening and is less interactive.

4. Proposed new events for 2018/2019

4.1 Remembrance Day Centenary Ceremony

Cambridge Sub-Branch RSL WA has requested the Town assist with their Remembrance Day - Armistice Centenary at West Leederville Memorial Gardens on 11 November 2018. Remembrance Day has a special significance in 2018, marking the Centenary of the Armistice which ended the First World War.

The ceremony program will run similarly to ANZAC Day, however there is no parade and the event will take less than one hour.

Cambridge Sub-Branch RSL WA has applied for a $7,000 grant from the Department of Veteran affairs to assist with costs involved with the event. If they are successful in obtaining this grant, it will offset the $7,000 set aside in the draft 2018/2019 Recreation Services Festival and Events budget.

4.2 Twilight Food and Artisan Market

Street Hassle Events, the event management company contracted to run the Cambridge Street Festival, have approached the Town to run a series of Twilight Food and Artisan Market events at Perry Lakes. Street Hassle Events have been running a successful twilight market in Rockingham at Churchill Park and are looking to expand on the event template to include other suburbs.

The Twilight Markets provide a family friendly atmosphere where patrons can sample food, listen to acoustic music and browse market stalls while children are entertained by fun activities.

The timing of the events is still to be confirmed, however, the proposal is to run the market monthly over the Spring/Summer period (approximately three events) on a Saturday or Sunday evening from 5pm to 8pm and include:

• Handmade and Unique Market Stalls - Baked goods - Handmade products - Art/Photography; • Community Group Exhibits - Fundraisers and Membership Drives; • Performance from local buskers; • Gourmet Food Vans; • Children’s Activities – mix of free and paid; and • Seating Areas

There would be no entry fee for patrons to attend and no cost incurred by the Town. Street Hassle Events have, however, requested in-kind assistance with promoting the event series to the local community and a waiver of reserve hire fees for Perry Lakes Reserve Area 5 (former Garden Week site) for the first three markets while they trial them to test the area and success of the event. The cost of hiring the reserve is estimated to be $5,565 ($1,855/day - heavy commercial rate x 3 days).

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A similar style of event 'Truckstop', was held successfully on Sunday afternoons in April 2016 at the same location and managed by Sunset Events at a cost to the Town of $20,000.

Street Hassle Events have a proven track record of running successful events within the Town and this series of events would provide a great compliment to the Town's event calendar.

5. Events proposed not to proceed in 2018/2019 - Commonwealth Games Queens Baton Relay

On 25 February 2018 the Commonwealth Games Queens Baton relay (CGQBR) travelled through City Beach and Floreat Beach. As a selected CGQBR 'celebration community', the Town was invited to provide a celebration event to mark the baton's passage through the Town. A variety of activities were provided to activate the area including music and free children's entertainment, along with state sporting associations and local sporting clubs providing sporting activities. The event was successful with good attendance from the local community. As this event was a 'one off' it will not be held again in 2018/2019.

6. Proposed 2018/2019 Calendar of Events

Below is the proposed 2018/2019 calendar of events, outlining dates, expected attendance numbers and the proposed expenditure associated with each event.

Table 1 Proposed 2018/2019 Calendar of Events

2018/2019 Expected 2017/2018 2018/2019 Event Proposed Dates Attendance event cost cost $ $ Remembrance Day Centenary Sunday, 11 Nov Ceremony (NEW) 2018 750 0 7,000 Sunday, 25 Nov Sunset Music Event - Rutter Park 2018 750 6,835 7,000 Christmas Festival - Lake Monger Thursday, 13 Dec Reserve (incl Christmas Tree Lights) 2018 5,000 77,391 78,000 Australia Day Festival & Citizenship Saturday, 26 Jan Ceremony 2019 3,000 46,753 47,000 Movies in the Park - Beecroft Park N/A N/A 5,473 0 Sunday, 31 March Sunset Music Event - Beecroft Park 2019 750 0 7,000 Commonwealth Games Queens Baton N/A Relay Celebration N/A 20,735 0 Saturday, 16 Mar Cambridge Street Festival 2019 (TBC) 15,000 59,115 65,000 ANZAC Day Ceremony & Community Thursday, 25 Apr Breakfast 2019 1,000 13,236 16,000 1,000 Twilight Food and Artisan Market TBC per event N/A 0 Event Equipment N/A 3,574 2,000

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 49 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

2018/2019 Expected 2017/2018 2018/2019 Event Proposed Dates Attendance event cost cost $ $ Events Insurance (LGIS) N/A 2,331 2,400 APRA Licensing (Australasian N/A Performing Rights Association) 1,316 1,300 PPCA Licensing (Phonographic N/A Performance Company of Australia) 3,631 3,700 SUB TOTAL 240,390 236,400 -24,000 Income - Lotterywest Funding -23,890 TBC

TOTAL $216,500 $212,400 Proposed 2018/2019 Functions July, Sept & Nov Citizenship Ceremonies (4 per year) 2018 (Australia Day ceremony not included) April 2019 150 each 14,500 15,000 Community Awards and Volunteer 24 May 2019 Recognition Function 200 9,000 11,000 SUB TOTAL $23,500 $26,000 TOTAL EXPENDITURE $240,000 $238,400

It is proposed to maintain the same Festivals and Events budget for 2018/2019, as that of 2017/2018. Nominal increases to cover increased traffic management requirements or increased entertainment and activities needed to sustain the growth in the popularity of major events have been taken into consideration particularly in relation to Christmas at Lake Monger, the Australia Day Festival, Anzac Day Ceremony and Cambridge Street Festival.

A request from the West Leederville Residents Association (WLRA) has been received to hold an event at Holyrood Park in West Leederville similar to that of Music in the Park at Rutter Park in Wembley. The estimated cost of this event is $5,000 - $7,000. As it is the intention to not increase the Festivals and Events budget in 2018/2019, it is proposed that this request be reviewed for inclusion in the 2019/2020 budget. Alternatively, the WLRA may be able to apply for a Community Development grant to run a similar event, however funding available would only be up to $2,000.

7. Other Planned Community Events in 2018/2019

This report does not include the following major events coordinated by Bold Park Aquatic Centre, Cambridge Youth Services and Waste Management:

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Table 2 Other Planned Community Events in 2018/2019

2018/2019 Expected 2017/2018 2018/2019 Attendance event cost estimated Event Dates $ cost $ Lake Monger Markets (part of the 20 Oct 2018 3,000 36,000 36,000 National Garage Sale Trail) Extreme Water Sports Fun Day 19 Jan 2019 1,000 2,000 2,000 Exposure Youth Music Festival 24 Feb 2019 1,500 10,000 12,000 TOTAL EXPENDITURE $48,000 $50,000

POLICY/STATUTORY IMPLICATIONS:

There are no Policy or Statutory Implications related to this report.

FINANCIAL IMPLICATIONS:

An amount of approximately $240,000 has been included on the Draft 2018/2019 Recreation Services budget. This amount includes $24,000 of unconfirmed grant funding provided by Lotterywest for public community events.

STRATEGIC DIRECTION:

The Community Events Plan strongly supports a number of the goals of the Town’s 2017-2027 Strategic Plan, namely:-

Goal 1: A sense of community, pride and belonging Strategy: Encourage and support a range of activities and events at which communities can gather and interact

Key Actions: Plan and coordinate more local events and support major events managed by others.

Goal 2: Quality local parks and open spaces for the community to enjoy Strategy: Focus on activating our major public open spaces

Goal 3: An active, safe and inclusive community Strategy: Encourage activity that meets the needs of people of all ages, cultures and abilities

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Consultation Policy. In accordance with the assessment criteria it was rated at Level 1, for which no community consultation is required.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 51 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

OFFICER INVOLVEMENT:

Responsible Executive Director Community Development - Cam Robbins Responsible Manager Manager Community Development - Carole Lambert Contributors Senior Community Development Officer - Renee McIntosh

ATTACHMENTS:

Nil

ADMINISTRATION RECOMMENDATION:

That:-

(i) an amount of $240,000 be in included in the 2018/2019 Draft Budget to facilitate the various community events and functions including:

1. Remembrance Day Centenary Ceremony; 2. Sunset Music at Rutter Park; 3. Christmas Festival at Lake Monger; 4. Australia Day Festival & Citizenship Ceremony at Perry Lakes; 5. Twilight Food and Artisan Markets at Perry Lakes; 6. Sunset Music at Beecroft Park; 7. Cambridge Street Festival; 8. ANZAC Day Ceremony & Community Breakfast; 9. Citizenship Ceremonies (4); and 10. Community Awards and Volunteer Recognition Function at The Boulevard Centre;

(ii) the request received from West Leederville Residents Association for a Music in the Park event at Holyrood Park in West Leederville not be approved for 2018/2019 but be reconsidered for the 2019/2020 Events Plan.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 52 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.96 APPROVAL REQUEST FOR EXTRAORDINARY EVENTS TO BE HELD AT TOWN RESERVES - KIDNEY HEALTH AUSTRALIA

SUMMARY:

To seek Council support for an Extraordinary Event (Category 2) to be held at one of the Town's reserves, as follows:

Perry Lakes Reserve - Kidney Health Australia - The Big Red Kidney Walk

The Town supports this event subject to the various conditions of Policy 2.1.19 being met and the signing of a Memorandum of Understanding (MOU).

BACKGROUND:

In accordance with Policy 2.1.19, Extraordinary Events (Category 2 events) require Council approval and a Memorandum of Understanding (MOU) between the event organiser and the Town outlining the responsibilities of both parties including, but not limited to, financial and insurance arrangements, risk management, traffic and parking management, noise control, waste management and community/resident consultation.

The Town has received a request by Kidney Health Australia for an Extraordinary Event to be held at Perry Lakes Reserve on Sunday, 2 September 2018.

DETAILS:

Kidney Health Australia has requested to hold the Big Kidney Walk event at Perry Lakes Reserve on Sunday, 2 September 2018.

Kidney Health’s Big Red Kidney Walk invites the people of Australia to walk together as one, in support of Australians affected by kidney disease. With 1 in 3 Australians at increased risk of disease, this is a chance to make a difference in raising awareness, and fundraise for kidney health. Some walkers are personally affected by kidney disease and others walk in honour of a loved one.

The Big Red Kidney Walk is the flagship event on the Kidney Health Australia calendar. This community event is held to raise funds to support people living with Kidney disease in Western Australia. They are expecting approximately 800 people to attend. Over $200,000 has been raised with the support and efforts of Kidney Community and these funds will help improve the lives of the 1.7 million Australians affected by kidney disease.

Perry Lakes Reserve is well suited to accommodate Extraordinary Events (Category 2) as it has designated event parking facilities and is located a good distance away from residents hence minimising the impact in terms of noise and traffic. This event has been held successfully at Perry Lakes for the past two years and has slowly grown in size and popularity.

POLICY/STATUTORY IMPLICATIONS:

Policy No. 2.1.19 - Conduct of Special Events, Concerts, Parties and Large Public Events

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 53 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

FINANCIAL IMPLICATIONS:

The approximate total reserve hire fees that would be associated with this event booking is $929.00.

This is based on 2017/2018 Fees and Charges - Sportsgrounds and Reserve Fees (CR17.69).

It is recommended that a waiver of reserve hire fees be granted for the Kidney Health Australia event, as they are a registered charity and all funds raised from the event go towards supporting people living with kidney disease in WA. It is noted that Council in May 2017 (CR17.69) approved the waiver of grounds/reserves hire to charitable organisations for small events (Category 1, fewer than 500 people). However any extraordinary event with more than 500 people, in accordance with Policy 2.1.19, will be referred to Council for determination.

A bond of $1,000 will be charged for this event.

STRATEGIC DIRECTION:

Holding Extraordinary Events in the Town supports a number of goals within the Town's Strategic Community Plan 2013-2023. These include:

Priority Area: Our Community Life

Goal 1 A sense of community, pride and belonging Strategy 1.1 Encourage and support a range of activities and events at which communities can gather and interact

Goal 2 Quality local parks and open spaces for the community to enjoy Strategy 2.1 Focus on activating our major public open spaces

Goal 3 An active, safe and inclusive community Strategy 3.1: Create and improve the places where community groups can interact. Strategy 3.3: Encourage activity that meets the needs of people of all ages, cultures and abilities.

Priority Area: Our Council

Goal 11 A strong performing local government Strategy 11.5: Continuously strive to improve services delivered to the community.

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy No 1.2.11 as not requiring community consultation.

ATTACHMENTS:

Nil

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 54 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

OFFICER INVOLVEMENT:

Responsible Executive Mr Cam Robbins - Director Community Development Responsible Manager Ms Carole Lambert - Manager Community Development Contributors Ms Samara Flanagan - Bookings and External Events Officer

ADMINISTRATION RECOMMENDATION:

That:-

(i) Kidney Health Australia, The Big Red Kidney Walk Event be approved to be held at Perry Lakes Reserve (former Garden Week site) on Sunday 2 September 2018, subject to the event organiser meeting all the requirements outlined in Policy No. 2.1.19 for a Category 2 event;

(ii) a Memorandum of Understanding for all this event be finalised by the Town's Director Community Development; and

(iii) in accordance with Section 6.12 (1)(b) of the Local Government Act 1995, the fee associated with the hire of Perry Lakes Reserve of $929 for Kidney Health Australia be waived by an ABSOLUTE MAJORITY.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 55 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.97 2018-19 REVIEW OF FEES AND CHARGES SPORTS GROUNDS AND RESERVES AND COMMUNITY SAFETY

SUMMARY:

The purpose of the report is to review the current fees and charges for sports grounds and reserves and community safety services. The report recommends a 0.9% increase to the sports grounds and reserves fees and charges which have been rounded to the nearest 50 cent value. It also recommends the introduction of a new sport grounds and reserves fee for functions on reserves with recreational activities for less than 50 people.

In relation to Community Safety Service charges, an increase of $5 is recommended for the fitting and checking of vehicle child restraints for non-residents.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

Each financial year, Council must establish the fees and charges to be levied at its sports grounds and reserves and for community safety services. The most appropriate time to review and set these fees is prior to adopting the annual budget so that the new fees can be reflected in the revenue items.

DETAILS:

Historically, fee increases are made in line with Consumer Price Index (CPI) Perth movements. The CPI Perth movement for the 12 month period ending 31 March 2018 was 0.9%, therefore the recommended fee increase is 0.9% to cover increases in wages and contractor suppliers.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 56 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

1. New Sports Grounds and Reserves Fees

1.1 Functions on Reserves with Recreational Activities (less than 50 people)

The Town has received an increase in requests for small functions on reserves with recreational activities that require significant infrastructure to be brought onto the ground such as bubble soccer, laser tag, archery, bouncy castles and marquees. These types of bookings take up significant space in the park to the point of being exclusive by restricting access to the general public. Additionally, they require significant resources including but not limited to site meetings, reticulation markings, bunting of areas and vehicle access to the ground. Currently, there are no charges for small functions with less than 50 participants. Due to a number of Councils charging for these types of bookings (as outlined in Table 1 below), the Town has experienced an influx in booking applications from hirers outside the Town. Approximately 80% of these bookings are from non-residents and as such it is proposed to introduce a fee of $27 per hour for both private and corporate functions to off-set the costs associated with these types of functions.

TABLE 1: Proposed Reserve Hire Fees for Functions with Less Than 50 People - Comparative Analysis

LGA Hire Fee

Town of Cambridge $27 Per Hour (maximum 2 hours) $81 Half Day (+2hrs - 5hrs) $160 Full Day (+5hrs - 8hrs)

City of Stirling $30 Per Hour $210 Per Day

City of Nedlands $13 Per hour $88 Per Day

City of Subiaco $112 Per Booking (Low Risk) $169 Per Booking (Med Risk) $1,000 Per Booking (High Risk) $2,250 Per Booking (Very High Risk)

2. Fee Reductions for Sportsgrounds and Reserve Hire

2.1 Local First Approach

Council, at its meeting held on 27 March 2018, endorsed the Locals First Approach (CR18.35) which provides local not-for-profit sporting organisations with a 50% discount off the standard ground senior (over 18 years of age) hire charge for the use of the Towns various sporting grounds. In addition, a 50% discount off the standard oval lighting charge is provided to local not-for-profit organisations that have contributed funds towards lighting infrastructure, and a 10% discount off the standard local lighting charge is provided to local not-for-profit organisation that have not contributed funds towards lighting infrastructure.

These Locals First rate have been incorporated into the 2018/19 fees and charges for sportsgrounds and reserves.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 57 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

To assist the Administration in applying the Locals First discount and avoid public misinterpretation, it is proposed that a local not-for-profit organisation should meet all of the following criteria:

a) Has a facility or office located within the boundaries of the Town OR has a postal address within the Town; b) Is a not for profit incorporated community group; and c) At least 40% of the group's memberships are residents of the Town.

2.2 City Beach Rooftop Terrace (Non-Exclusive Use)

Feedback received from the community has indicated that the fees are too high for this facility resulting in a very poor occupancy rate. Our data shows only eight (8) bookings were made for the rooftop terrace in the past 12 months. In order to increase usage of the area, it is therefore recommended that we no longer offer exclusive use and that the Rooftop Terrace be re-instated as a public open-space and charges changed to align with the appropriate open-space fees depending on the type of activity (i.e. Functions on Reserves, Filming Licence, Promotion and Public Sampling, Wedding Permit Licence, Commercial Reserve and Commercial Group Fitness Licence).

3. Other Community Development Fees and Charges

3.1 Street Party Road Closure - Bond Damage and Litter

The Town charges a bond for all events/ functions as security against damage to Towns assets and for the clean-up of litter should the hirer fail to clean up after their function. The bond for a Street Party has not been increased in over five (5) years and it is recommended that the bond be increased to $200 in line with the function bond currently charged for functions on reserve.

3.2 Fitting and Checking of Vehicle child restraints (Non-residents)

There has not been an increase in fees for over four (4) years for this service for non- residents. It is therefore recommended that all fees associated with checking and fitting child car seats are increased by $5. It is also recommended that rather than place a dollar value on the purchase of an extension strap that the fee is charged at cost recovery.

3.3 Fitting and Checking of Vehicle Child Restraints (Residents)

This service is currently provided free of charge to Town of Cambridge residents. The only charge applicable is for the purchase of the extension strap which is currently provided at cost price of $20. It is recommended that rather than place a dollar value on the purchase of an extension strap that the fee is charged at cost recovery.

POLICY/STATUTORY IMPLICATIONS:

The proposed 2018/2019 fees and charges will be advertised as part of the adoption of the 2018/2019 Draft Budget.

FINANCIAL IMPLICATIONS:

The adoption of the proposed fees and charges will have a direct positive impact on the revenue in the 2018/2019 financial year.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 58 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

STRATEGIC DIRECTION:

The adoption of the proposed fees and charges supports three key goal areas within the Town's Strategic Community Plan 2017-2027:

Goal 2: Quality local parks and open spaces for the community to enjoy. Strategy 2.2: Improve the amenities of our local parks and sports grounds

Goal 3: An active, safe and inclusive community Strategy 3.1: Create and improve the places where community groups can interact.

Goal 11: A strong performing Local Government Strategy 11.5: Continuously strive to improve services delivered to the community.

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Consultation Policy. In accordance with the assessment criteria it was rated at Level 1, for which no community consultation is required.

OFFICER INVOLVEMENT:

Responsible Executive Director Community Development, Cam Robbins Responsible Manager Manager Community Development, Carole Lambert Contributors Community Development Officer, Rosemarie Arnephie

ATTACHMENTS:

1. Proposed 2018/2019 Sports Grounds/Reserve and Community Safety Fees and Charges

ADMINISTRATION RECOMMENDATION:

That:-

(i) the fees and charges for the Town's Sports Grounds and Reserves and Community Safety, as detailed in Attachment 1 to this report, be adopted effective from 1 July 2018.

(ii) to qualify for the Locals First discount rate, a local not-for-profit organisation be required to meet all of the following criteria:-

(a) has a facility or office located within the boundaries of the Town OR has a postal address within the Town; (b) is a not for profit incorporated community group; and (c) at least 40% of the group's memberships are residents of the Town;

(iii) the Chief Executive Officer be authorised by an ABSOLUTE MAJORITY to waive fees and charges in accordance with the provisions of Section 6.12 (1)(b) of the Local Government Act 1995 should special circumstances apply.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 59 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.98 2018-2019 REVIEW OF FEES AND CHARGES - CAMBRIDGE YOUTH SERVICES

SUMMARY:

The purpose of the report is to review the current fees and charges for Cambridge Youth Services. The report recommends all fees and charges for programs, activities and for telephone and photocopier use remain unchanged.

BACKGROUND:

Each year, as part of the budgetary process, the fees and charges are reviewed. This process encompasses the review of various services and programs provided within the Town’s Youth Service. The most appropriate time to set and review these fees is prior to adopting the Budget so that the new fees can be reflected in the revenue items.

Historically, fees and charges have increased in line with Consumer Price Index (CPI) Perth movements. The CPI for Perth movement for the twelve month period ended 31 March 2018 was 0.9%.

DETAILS:

Cambridge Youth Service delivers a wide range of programs and services, primarily from the premises at 86 Cambridge Street, West Leederville (Number 86), but also at other off-site locations within the Town and at nearby high schools. Participating in some of these activities attracts a small fee and monies collected from participants are offset against the overall activity cost. The Youth Service also offers limited photocopying and telephone usage, which attracts a nominal cost recovery charge.

While many families are able to pay for youth activities, feedback suggests the low cost is both a relief and a significant factor in participation. Many young people who use the Youth Service are on low incomes with limited capacity to pay and are often avoid participation in activities requiring payment. It is these young people who are often most in need of support and while the Youth Service offers many other free services, it is the activities which provide an important means of engaging with young people. It is important that all young people are able to use the Youth Service, regardless of their ability to pay.

A CPI increase of 0.9% equates to an increase in fees of seven (7) cents for most activities. Consequently, it is recommended that fees and charges for all activities remain unchanged with the proviso that the discretion of staff is required in cases of genuine hardship.

The cost to the town for photocopying and telephone calls is below the fee charged therefore no increase is proposed.

Table 1 below outlines the proposed fees for the Youth Service activities and other available resources.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 60 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Table 1- Cambridge Youth Service Proposed Fees and Charges

Item 2016/2017 fee Proposed 2017/2018 Difference fee Entry Fees - Gigs and Music Events $7.40 per event $7.40 per event Nil Entry Fees - Activities and Workshops $7.40 -$46 per $7.40 - $46 per Nil (dependent upon material cost) activity/workshop activity/workshop Photocopying $0.20 per page $0.20 per page Nil Telephone $0.60 per call $0.60 per call Nil

POLICY/STATUTORY IMPLICATIONS:

The proposed 2018/2019 fees and charges will be advertised as part of the adoption of the 2018/2019 budget with approximately $500 generated in income.

FINANCIAL IMPLICATIONS:

The adoption of the proposed fees and charges will have minimal impact on the proposed 2018/19 Draft Budget.

STRATEGIC DIRECTION:

The adoption of the proposed fees and charges supports a number of goals within the Town's Strategic Community Plan 2017-2027 specifically:

Goal 3: An active safe and inclusive community Strategy 3.1 Create and improve the places where community groups can interact. Strategy 3.3 Encourage activity that meets the needs of people of all ages, cultures and abilities.

Goal 11: A strong performing local government Strategy 11.5 Continuously strive to improve services delivered to the community.

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy No. 1.2.11. In accordance with the policy it has been assessed as not required.

OFFICER INVOLVEMENT:

Responsible Executive Director Community Development, Cam Robbins Responsible Manager Manager Community Development, Carole Lambert Contributors Snr Youth Development Officer, Salli Higham

ATTACHMENTS:

Nil

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 61 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

ADMINISTRATION RECOMMENDATION:

That:-

(i) the Fees and Charges for Cambridge Youth Service for 2018/19 as detailed in the above report be adopted, effective from 1 July 2018;

(ii) the Chief Executive Officer be authorised to waive fees and charges in accordance with the provisions of Section 6.12 (1)(b) of the Local Government Act 1995 should special circumstances apply.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 62 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.99 2018-2019 REVIEW OF FEES AND CHARGES - CAMBRIDGE LIBRARY

SUMMARY:

The purpose of the report is to review the current fees and charges relating to the Cambridge Library, with no new fees or increases recommended for the 2018/2019 financial year.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

The Town of Cambridge reviews its fees and charges on an annual basis. The most appropriate time to establish fees is prior to the adoption of the Annual Budget so that these fees can be reflected in the revenue accounts.

DETAILS:

Current Fees and Charges Benchmarking analysis as outlined in Table 1 reveals that current fees and charges for the Library remain competitive with other libraries. Cambridge Library generally has the higher and more extensive list of charges. Table 1 2017/18 Comparative analysis of Fees and Charges Mosman Park, Service Cambridge Subiaco Nedlands Peppermint Claremont Grove, Cottesloe Photocopying A4 B/W $0.20 $0.20 $0.20 $0.20 $0.20 A3 B/W $0.40 $0.30 $0.20 $0.20 $0.30 A4 Colour $2.00 $0.50 $0.50 $0.50 $0.50 A3 Colour $3.00 $1.00 $1.00 $0.50 $1.00

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 63 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

$5.00 (if card $5.00 (if card Replacement under 2 yrs $5.00 (if card $6.50 under 2 yrs $5.50 M/ship Cards old) under 2 yrs old) old)

Flash Drives $10.00 N/A. $3.00 $5.50 N/A Audio Ear Buds $4.00 N/A N/A $4.00 $3.00 (pair) Library Bags $1.00 $1.10 $1.00 N/A $2.00 Children's Reading Door $0.50 N/A N/A N/A N/A Hangers

SLWA stock depreciated SLWA stock cost depreciated Local stock Full Full SLWA stock cost Lost/Damage of full replacement replacement depreciated cost Local stock Library Items replacement costs - no cost + $3 Local stock cost full cost minimum admin fee of item replacement $7.50 cost minimum

Printing Charges (per $0.20 $0.20 $0.20 $0.20 $0.20 page) Scanning Multifunctional Charge (per machine - low page) Free Free usage FREE to Free Free email

No charge - PLC Internet $10.00 N/A N/A students N/A Training volunteer

Temporary $50.00 Membership 2 items N/A N/A Free Free deposit (Single) borrowed

$4.00 (Free PC Guest pass for first 15 Free 15 Free 30 min $3.00 per $2.00 (per hour) min) minutes limit hour

Room Hire Silent Study $20.00 p/h $15.00 p/h (if Space excludes PCs not meeting $25.00 p/h $20p/h (non- associated room - no includes PCS $11 p/h commercial) $40 with literacy charge, not $100 - $125/ p/h(commercial) and for profit only day numeracy)

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 64 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

$20.00 p/h (if not $22.00 p/h Free to associated Social Space No facility No facility Commercial community with literacy use groups and numeracy) $10.00 p/h (if not associated S.O.L.O No facility No facility No facility No facility with literacy and numeracy) Non-collection of Reservation $2.00 Free $2.00 Free Free Fee Event

Attendance Introductory Free Free seldom held N/A N/A special events Child: $2 - Various. Full $5 (outside or partial 1-2 hours $15.00 performer) N/A N/A cost Adult: $5 - recovery. $50 Per hour over 2 $10.00 N/A N/A N/A N/A hours Non-attendance $5.00 N/A N/A N/A N/A Fee Historical Photographs on disk (Council copyright) commercial Per image Various $5.00 N/A use $30 per N/A (includes disc) charges image Debt Collection Administration $3.00 after 4 $10.00 N/A $3.00 per item $3.00 Fee weeks

Overdue Loan Fines

Per item per day $0.20 N/A N/A N/A N/A overdue $3.00(after 5 $3.00 (after $3.00(after 4 $3.00(after 4 Maximum charge $5.00 week grace 4week grace week grace week grace per item period) period) period) period)

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 65 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Various Sale of discarded $0.50c - $0.50c - N/A Various N/A items $10.00 $2.00 Sale of Local Studies publications $27.50 N/A N/A N/A N/A (audio and books)

Proposed 2018/19 Fees and Charges

New charges

There are no new charges proposed.

Increases

Following a competitive analysis it is recommended that no increases are implemented in the 2018/2019 financial year.

The proposed 2018/2019 fees and charges are listed below in Table 2.

Table 2: 2018/2019 - Proposed Cambridge Library Fees and Charges

Service 2017/2018 2018/2019 Difference Photocopying Black and White A4 $0.20 $0.20 Nil Black and White A3 $0.40 $0.40 Nil Colour A4 $2.00 $2.00 Nil Colour A3 $3.00 $3.00 Nil Replacement Membership Cards $6.50 $6.50 Nil

Flash Drives $10.00 $10.00 Nil Audio ear buds $4.00 $4.00 Nil (pair) Library Bags $1.00 $1.00 Nil Children's Reading $0.50 $0.50 Nil Door Hangers (New) Lost/Damage of Library items $7.50 $7.50 Nil minimum charge

Printing Charges $0.20 $0.20 Nil (per Page)

Scanning facilities Nil Nil Nil

Internet Training $10.00 $10.00 Nil per hour Temporary Membership $50.00 $50.00 Nil Deposit (Single) Free first 15 minutes PC guest pass 1 Free first 15 minutes $4.00 $4.00 15 minutes -1 Nil hour 15 minutes -1 hour hour Room hire per hour Silent Study Space $15.00 $15.00 Nil

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 66 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Social Space $20.00 $20.00 Nil S.O.L.O $10.00 $10.00 Nil Non-collected $2.00 $2.00 Nil Reservation Fee Event attendance Introductory/ Special Free Free Nil Events 1-2 hours $15.00 $15.00 Nil Per hour over 2 $10.00 $10.00 Nil hours Non-Attendance $ 5.00 $ 5.00 Nil Fee Historical Photos on disc (Council

1 image (includes $5.00 $5.00 Nil disc) 2 or more images $5.00 $5.00 Nil (per image) Debt Collection $10.00 $10.00 Nil Administration Fee Overdue Loan Fines Per day overdue $0.20 $0.20 Nil Maximum charge per $5.00 $5.00 Nil item. Sale of discarded Various charges from 50c Various charges from Nil items to $2.00 50c to $2.00 Sale of Local Studies publications (audio $27.50 $27.50 Nil and books)

POLICY/STATUTORY IMPLICATIONS:

The proposed 2018/2019 fees and charges will be advertised as part of the adoption of the 2018/2019 budget.

FINANCIAL IMPLICATIONS:

The adoption of fees and charges for the Cambridge Library will have a direct impact on revenue in 2018/19, albeit minimal with an amount of $50 000. The 2018/2019 Budget which is currently in draft format has incorporated the proposed fees as mentioned in this report.

STRATEGIC DIRECTION:

The adoption of the proposed fees and charges supports a number of priority areas and goals in the Town's 2017/2027 Community Strategic Community Plan, specifically:

Our Community Life Goal 3: An active, safe and inclusive community Strategy 3.1: Create and improve the places where community groups can interact. Strategy 3.3: Encourage activity that meets the needs of people of all ages, cultures and abilities.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 67 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Our Council Goal 11: A strong performing local government Strategy 11.5: Continuously strive to improve services delivered to the community.

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Consultation Policy. In accordance with the assessment criteria it was rated at Level 1, for which no community consultation is required.

The budget will be advertised for public comment prior to adoption. Once adopted, all Fees and Charge are available to the public and published on the Town's website.

OFFICER INVOLVEMENT:

Responsible Executive Cam Robbins, Director Community Development Responsible Manager Priya Narula, Manager Library Services Contributors Nil

ATTACHMENTS:

Nil

ADMINISTRATION RECOMMENDATION:

That:-

(i) the fees and charges pertaining to the Cambridge Library for the 2018/2019 financial year, as detailed in the above report be adopted, effective from 1 July 2018; and

(ii) the Chief Executive Officer be authorised to waive fees and charges in accordance with the provisions of Section 6.12 (1)(b) of the Local Government Act 1995 should special circumstances apply.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 68 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.100 2018-2019 REVIEW OF FEES AND CHARGES - QUARRY AMPHITHEATRE

SUMMARY:

The purpose of this report is to review the current fee structure for the Quarry Amphitheatre (QA) for the 2018/2019 financial year. Following a competitive analysis, it is recommended that all charges remain unchanged except for some minor reductions in ticketing fees.

BACKGROUND:

The Quarry Amphitheatre (QA) is an outdoor theatre built in 1987. The Town assumed in- house management in May 2009 and continues to manage all operations excluding catering and ticketing which are contract managed. The QA generates revenue from a number of sources including venue and equipment hire, casual staff re-coup, catering and ticketing commissions. Each year, as part of the budgetary process, the fees and charges of all Council Facilities are reviewed. This report reviews market pricing and recommends no changes to fees and charges at the QA except for a minor reduction in ticketing fees.

DETAILS:

1. Venue

The Quarry Amphitheatre has three distinct areas for hire:

• The Main Auditorium (the Amphitheatre) – a 557 seat outdoor theatre; • The Cavern – a dressing room to the Amphitheatre and a function/ rehearsal area for up to 100 people and; • The Café Lawn – a picturesque lawn area in front of the café with panoramic views.

The Quarry Amphitheatre is traditionally a seasonal venue and there are currently two periods in the Quarry’s calendar year. They are:

• Ticketed Events only. Period (Nov 1 to March 31); and • Ticketed & Private Events. Period (April 1 to October 31).

2. Occupancy by Classification

While a Standard venue hire rate applies for private hirers and commercial organisations, a discounted Concession rate applies for local non-profit community organisations. The percentage of annual usage from 1 July 2017 to 30 June 2018 for each rate classification is recorded as follows:

• 87% Standard Rate (up 1% from 2016/17) - Commercial Business, Private Individuals, State and Federal Government, and Not for Profit Organisations. • 13% Concession Rate (down 1% from 2016/17) - Local Community Groups, Local Not for profit organisations and Local Primary Schools.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 69 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Financial Performance

Graph 1 demonstrates the financial operating performance excluding depreciation and ABC cost allocations for 2017/18. Although patronage has increased by 7% compared to 2016/17, the overall number of events and revenue is slightly down. This is due to a solid year by the WA Ballet resulting in higher returns to the Town being offset by a minor decrease in the number of concerts and weddings. In addition $68,000 of non-capital works is included in 2017/18.

Graph 1: Financial Operating Performance 2010/11 to 2017/18 (Est)

$500,000 27000

$400,000 26000 25000 $300,000 24000 $200,000 23000 $100,000 22000 Amount $0

21000 Patronage ($100,000) 20000 2017/18 2010/11 2011/12 2012/13 2013/14 2014/15 2015/16 2016/17 (Est) Revenue $205,818 $228,971 $252,737 $230,737 $336,870 $384,097 $309,024 $306,500 Expenditure $230,777 $270,011 $284,531 $292,871 $350,217 $431,209 $351,698 $389,500 Operating Result ($24,959) ($41,040) ($31,794) ($62,134) ($13,347) ($47,112) ($42,674) ($83,000) Patronage 24007 26116 24595 23023 24241 25476 22231 23861

*Excludes depreciation and ABC cost allocations.

It is pleasing to note that WA Opera have recently increased their usage of the QA confirming an annual November concert (already sold out and another date added) and a new 5-day booking in March 2019. The QA now has 3 State Performing Arts companies as regular users being WA Ballet, WA Youth Jazz Orchestra and WA Opera Company. Other regular hirers include WASUP (on the Rocks), Helene Gowers Ballet School, Diana Waldron Dance Academy, Floreat Lions, and The Ballet Workshop (Diana Waldron).

3. Venue Hire Fees Comparative Analysis

Due to the Quarry's uniqueness there is no venue in Perth that is exactly comparable in terms of location, size and services, however the Fremantle Arts Centre (FAC) does provide an indicative comparison as outlined in TABLE 1. According to the analysis, the QA sits between the FAC's Front Garden and Inner Courtyard for both capacity and price which suggests the QA's Standard Hire Fees is about where it should be.

TABLE 1: Venue Hire Comparison - Commercial Rates per night VENUE CAPACITY HIRE FEE Minimum per day Quarry Amphitheatre 557 $1,576 (standard rate) FAC South Lawn 3400 $8,800 (minimum) FAC Front Garden 850 $2,500 (minimum) FAC Inner Courtyard 300 (seated) $ 990 (minimum)

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 70 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Proposed 2018/19 Venue Hire Fees

From the analysis in Table 1, the annual performance in Graph 1 and considering the marginal CPI index to 31 March 2018 of 0.9%, it is proposed to maintain all Amphitheatre hire fees at the 2017/18 rates for 2018/19. This also aligns with the results of the competitive analysis and recommendations for the Towns other community facilities.

In addition and as a result of Council's adoption of the Locals First policy granting a 50% discount off the Standard rate for local Not-For-Profit organisations and state schools that reside within the Town (CR18.35; March 2018), the new Local First rate has been incorporated to replace the Concession rate.

To assist the Administration in applying the Locals First discount and to avoid public misinterpretation, it is proposed that a local not-for-profit organisation should meet all of the following criteria:

Table 2 - QA Venue Hire Fees and Charges 2018/19

AMPHITHEATRE - Standard Rate Standard Rate Early Week Discount Rate (Sun-Wed) 2017/1 8 $1576.00 n/a Performance 2018/1 day 9 $1576.00 n/a Difference Nil 2017/1 Non 8 $790.00 n/a Performance 2018/1 (Excl Thurs-Sat) 9 $790.00 n/a Difference nil Early Week Discount Rate AMPHITHEATRE -Concession Rate Concession Rate (Sun - Wed) 2017/1 8 $1040.00 Delete Performance 2018/1 day 9 $1040.00 Delete Difference Nil Nil 2017/1 Non 8 $556.00 Delete Performance 2018/1 (Excl Thurs-Sat) 9 $556.00 Delete Difference Nil Nil Early Week Discount Rate AMPHITHEATRE -Locals First Rate (New) Locals First Rate (Sun - Wed) 2018/1 Performance 9 $788.00 $731 Day Diff btwn Concession -252.00 Nil Non 2018/1 Performance 9 $395.00 n/a* (Excl Thurs-Sat) Diff btwn -$161.00 $27

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Concession Early Week Discount Rate CAFÉ LAWN AREA -Standard Rate Standard Rate (Sun-Wed) 2017/1 8 $445.00 n/a Per Day 2018/1

9 $445.00 n/a Difference Nil Early Week Discount Rate CAFÉ LAWN AREA -Concession Rate Concession Rate (Sun - Wed) 2017/1 8 $295.00 n/a Per Day 2018/1 9 $295.00 n/a Difference Nil Early Week Discount Rate CAFÉ LAWN AREA -Locals First Rate Locals First Rate (Sun - Wed) 2018/1 9 $222.50 n/a Per Day Diff btwn Concession -$72.50 Early Week Discount Rate CAVERN AREA - Standard Rate Standard Rate (Sun - Wed) 2017/1 8 $142.00 n/a Performance 2018/1 Per Day 9 $142.00 n/a Difference Nil 2017/1 Non 8 $71.00 n/a Performance 2018/1 Per Day 9 $71.00 Difference Nil Early Week Discount Rate CAVERN AREA -Concession Rate Concession Rate (Sun - Wed) 2017/1 8 $93.00 n/a Performance 2018/1 Per Day 9 $93.00 n/a Difference Nil 2017/1 Non 8 $46.00 n/a Performance 2018/1 Per Day 9 $46.00 Difference Nil Early Week Discount Rate CAVERN AREA - Locals First Rate Locals First Rate (Sun-Wed) 2018/1 Performance 9 $71.00 n/a Per Day Diff btwn Concession -$22.00 Non 2018/1 Performance 9 $35.50 n/a Per Day Difference -$10.50

*The Amphitheatre Non-Performance Day Concession rate applies to local not for profits and schools for all non-performance days on the off peak days of Sunday to Wednesday. Consequently the Early Week discount has been omitted deliberately to eliminate the anomaly of a discount on an already discounted rate.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 72 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

4. Equipment Hire Fees

It is proposed to maintain all charges for equipment hire at the 2017/18 rates for 2018/19.

Table 3 - Proposed 2018/19 Equipment Charges (no change)

Equipment Hire Prices per Night 2017/18 2018/19 Difference Radio Mic (ea) $82.50 $82.50 Nil Data Projector & Screen $213 $213 Nil Architectural Lighting $182 $182 Nil Chairs (ea) $3 $3 Nil Lectern $26 $26 Nil PA System $304 $304 Nil 3 x 3 Blue Marquee (open) $60 $60 Nil 3 x 3 White Marquee (closed) $116 $116 Nil 21 x 10 Marquee (per function) $2,588 $2,588 Nil 9 x 10 Marquee (per production) $1,061 $1,061 Nil Crowd control bollards (set of six) $102 $102 Nil Ottomans (each) $81 $81 Nil Trestle Tables $11 $11 Nil

5. Staff Fees and Charges

The cost of casual duty staff and ushers at the QA is recouped from hirers of the facility on a 100% cost recovery basis. Table 4 below shows the current and proposed staff re-coup charges which remain unchanged.

Table 4 - Proposed 2018/19 Staff Charges (no change)

2017/18 2018/19 USHERS & Staff Staff CARPARK ATTENDANTS Charges Charges Diff ALL days 7:00am - 10:00pm $41.00 $41.00 Nil Weekdays after 10:00pm $41.00 $41.00 Nil Saturdays after 10:00pm $49.00 $49.00 Nil Sundays - after 10:00pm $56.00 $56.00 Nil Public Holidays - all times $76.50 $76.50 Nil

2017/18 2018/19 Staff Staff DUTY MANAGERS Charges Charges Diff ALL days 7:00am - 10:00pm $44.00 $44.00 Nil Weekdays after 10:00pm $44.00 $44.00 Nil Saturdays after 10:00pm $55.00 $55.00 Nil Sundays - after 10:00pm $62.30 $62.30 Nil Public Holidays - all times $86.70 $86.70 Nil

6. Bonds

There are no proposed changes to the amount of the bond or the cancellation notice given.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 73 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Table 5 - Proposed 2017/18 Bonds (no change)

BONDS Number of Nights 2017/18 2018/19 1 night $750 $750 2-4 nights $1500 $1500 Amphitheatre 5-10 nights $3000 $3000 10 or more nights $4500 $4500 1 night $375 $375 Cavern & Café Lawn More than 1 night $750 $750

7. Ticketing Fees and Other Charges

In September 2017, the Town contracted out the QA's ticketing operations (RFT 03-17) and the new contract provides price reductions for Hirers of the QA (refer CR17.140). Table 6 below outlines the new fees and charges pertaining to the QA's ticketing services.

Table 6 - Proposed 2017/18 Ticketing Fees

2017 Pre CATEGORY 2018/19 Difference/Notes RFT 03-17 (a) Booking Fee - Standard -0.58 / ticket $3.88 / ticket $3.30 / ticket (30% commission to the Town ex Gst) (b) Booking Fee - Concession $3.88 / ticket $2.50 / ticket new (30% commission to the Town ex Gst) (b) Variable Hire fee - Less than $25 per $1.00 $1.00 nil ticket (plus all printed tickets) (c) Variable Hire fee - $25 to > $45 per $1.50 $1.50 nil ticket (d) Variable Hire fee - $45 or more per $2.00 $2.00 nil ticket Hard tickets - Printed Tickets $1.45 / ticket $1.43 / ticket -0.02

Complimentary Tickets - Standard $1.45 / ticket $1.43 / ticket -0.02

Complimentary Tickets - Concession $1.45 / ticket $1.23 / ticket new

Catering Commission

The Town receives 10% commission from all Gross revenue derived from Café sales, VIP and Private functions. There is no proposal to change the commission rate.

Security Call- Out Charges

Charges for after-hours security call outs, on-site security personnel, additional cleaning, stage hands and technical crew remain at 100% cost recovery per invoice to the Town.

POLICY/STATUTORY IMPLICATIONS:

Policy No.2.1.31 - Quarry Amphitheatre Bookings

FINANCIAL IMPLICATIONS:

The adoption of the proposed fees and charges will have an immediate impact on the proposed 2018/19 Budget.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 74 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

STRATEGIC DIRECTION:

The adoption of the proposed fees and charges supports a number of goals within the Towns Strategic Community Plan 2017-2027 namely:-

Goal 3 An active, safe and inclusive community Strategy 3.1: Create and improve the places where community groups can interact

Goal 11 A Strong performing local government Strategy 11.5: Continuously strive to improve services delivered to the community.

COMMUNITY ENGAGEMENT:

The proposed new fees and charges for 2018/19 financial year have been assessed under the Community Engagement Policy No. 1.2.11. In accordance with the policy it has been assessed as not required.

OFFICER INVOLVEMENT:

Responsible Executive Director Community Development, Cam Robbins Responsible Manager Manager Community Development, Carole Lambert Contributors Community Facilities Manager, Graham Godwin

ATTACHMENTS:

1. Nil

ADMINISTRATION RECOMMENDATION:

That:-

(i) the fees and charges for the Quarry Amphitheatre for 2018/2019, as detailed in the above report, be adopted effective from 1 July 2018;

(ii) to qualify for the Locals First discount rate, a local not-for-profit organisation is required to meet all of the following criteria:

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 75 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.101 2018-2019 REVIEW OF FEES AND CHARGES - THE BOULEVARD CENTRE

SUMMARY:

Each year, as part of the budgetary process, the fees and charges of all Council facilities are reviewed. This report reviews the current fees and charges for the Boulevard Centre (TBC), located under the Cambridge Library. TBC's performance over the last ten years has resulted in an average positive return to the Town, however, since 2015/16 revenue has been in decline due to a sustained down turn in the economy and a reduction in both commercial and Government funded professional development and training. Following a competitive analysis, it is suggested that all fees remain unchanged for the 2018/19 financial year except for some reductions in equipment hire fees.

BACKGROUND:

The Boulevard Centre (TBC) is a purpose built Conference, Function and Community Facility constructed as a part of the Cambridge Library redevelopment that opened in early July 2002. The Centre generates revenue from a number of sources including room hire, equipment hire, and catering.

Over the ten years since 2008/09, TBC has generated a positive net return (less cost allocations and depreciation) of approximately $253K. In the seven (7) years of positive net return from 2008/09 to 2014/15, the funds were allocated to a Community Facilities Reserve which paid for capital improvements to the facility. However, since 2015/16 when the economic downturn commenced and the State Government cut funding for professional development and training, TBC has been unable to deliver a positive net return across all business classifications and this is anticipated to continue in the short term.

In 2016/17, in response to the changes in the market, Council reduced the TBC's fees to increase competitiveness; however, this has not resulted in an improved operating result.

DETAILS:

1. Occupancy by Classification

Prior to TBC's opening, a Council report on the interim business plan for TBC (CCS01.152; December 2001) stated that ' Whilst the Centre will have a high level of finish that will make the venue attractive to corporate clients, it will still need to be an accessible community asset. After 15 years of operations the user mix continues to be well balanced servicing both NFP community organisations and commercial hirers. Actual bookings from 1 July 2017 to 31 May 2018 against each classification are recorded as:

• 52% Agency (Down 3%) - NFP, incorporated organisations and Local Government. • 18% State and Federal Government (no change) - State and Federal Departments/ Agencies. • 30% Commercial - (Up 3%) Individuals and commercial business.

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TBC Financial Performance

Graph 1 below shows the entire operating performance of the TBC from 2003 to 2018 excluding depreciation and cost allocations. Graph 1 - TBC Operating Performance 2003 to 2018

Analysis of performance Graph (1) shows three distinct periods:

• 2002/03 to 2007/08 - The Establishment Phase: During this period the centre ran at a loss which had been expected as outlined in the December 2001 Council report (CCS01.152) "To allow the Centre to reach its potential it is necessary for it to be adequately resourced in terms of staffing, materials and in the short term subsidised."

• 2008/09 to 2014/15 - The Profitable Years: Throughout this period the centre delivered a positive net return. This was a direct result of a buoyant WA economy providing increased business opportunities, coupled with improved customer services levels achieved through staffing the venue after hours.

• 2015/16 to 2017/18 - The Hospitality Recession: The economic downturn resulted in a significant decline in bookings, due mainly to reduced State Government funding which was central to its past performance. It is also reported by the Town's contract caterers at both TBC and the Quarry Amphitheatre that the hospitality sector continues to be in recession regardless of the customer type. This is evident by the reduced number and size of all events including conferences, seminars, weddings, training and development run by Commercial, Private and NFP organisations alike.

Table 1 below outlines the number of attendees at the TBC over the last six (6) years and demonstrates the decrease in attendances from approximately 39,000 in the 2012/2013 financial year to approximately 23,500 in the 2016/17 financial year.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 77 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Table 1: TBC Attendees (2012/13 to 2017/18)

YEAR NUMBER 2012/2013 39,070 2013/2014 32,602 2014/2015 33,925 2015/2016 23,391 2016/2017 23,440 2017/2018 (YTD May 2018) 18,762

2. Room Hire Fees - Comparative Analysis

Tables 2 and 3 below provide a comparative analysis of the Commercial and Not-For-Profit hire rates across TBC'c major competitors which include The Bendat Community Centre at Lake Monger, The Rise in Bayswater and Technology Park in Bentley. The Bendat Community Centre is a D.I.Y facility after hours and The Rise is a non-specialist venue offering a mix of community, sporting, recreational and business facilities. Consequently, Technology Park is the only directly comparative facility.

Table 2 - Comparative Room Capacity Vs Commercial Daily Hire Fees

Room Capacity/ Commercial Daily Hire Fees VENUE 220-260 Pax 100-130 Pax 50-100 Pax 25-50 Pax 10-15 Pax The Boulevard Centre $980 $490 $320 $260 $200 Technology Park $990 $560 $560 $375 $375 Bendat Community Ctre $1000 $500 $300 $300 $300 The Rise $960 $608 $376 $288 $212

To remain competitive, the Town reduced TBC's room hire fees in 2016/17. Furthermore the Town did not increase room hire fees on any of its community facilities in 2017/18 and Technology Park has not increased its hire fees since October 2015.

In this most recent competitive analysis Table 2 confirms that TBC remains competitive in Commercial room hire fees across all room sizes.

Table 3 below shows TBC's Agency (Not-for-Profit) room hire rate compared to the Rise's Community rate. Note: the other two competitors do not offer any discount rates for Not-for- Profit (NFP) organisations.

Table 3 - Comparative Room Capacity Vs Not-For-Profit Daily Hire Fees

Room Capacity/ Non-Profit Daily Hire Fees VENUE 220-260 Pax 100-130 Pax 50-100 Pax 25-50 Pax 10-15 Pax Boulevard Centre $588 $330 $264 $132 $117 The Rise $656 $368 $232 $176 $130

As per Table 3, the current not-for-profit room hire fees at the TBC remain very competitive against The Rise.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 78 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

3. Proposed 2018/19 Fees and Charges

After taking into account the annual performance in Graph 1, the competitive analysis provided in Tables 2 and 3 and the marginal CPI index to 31 March 2018 of 0.9%, it is proposed to maintain all room hire fees at the 2017/18 rates for 2018/19.

Locals First In addition and as a result of Council's adoption of the Locals First policy (CR18.35; March 2018) granting a 50% discount off the Standard rate for local NFP's and state schools that reside within the Town, the new Locals First rate has been incorporated and the current Commercial rate has been renamed as the Standard rate.

Table 4 - TBC Proposed 2018/19 Fees and Charges

Lake Oceani Boulevard Boulevard Boulevard Perry Lakes Monge c ROOM North South Hall Lakes Suite r Room Room Capacity 130 130 260 40 40 80 20 STANDARD RATE- Commercial business and private individuals Hour 2017/1 71.00 71.00 146.00 32.00 32.00 64.00 28.00 Rate 8 2018/1 71.00 71.00 146.00 32.00 32.00 64.00 28.00 9 Diff nil nil nil nil nil nil nil 2017/1 Day Rate 490.00 490.00 980.00 260.00 260.00 320.00 200.00 8 2018/1 490.00 490.00 980.00 260.00 260.00 320.00 200.00 9 Diff nil nil nil nil nil nil nil STATE & FEDERAL GOVERNMENT RATE - State and Federal departments and agencies Hour 2017/1 49.00 49.00 106.00 22.00 22.00 44.00 20.00 Rate 8 2018/1 49.00 49.00 106.00 22.00 22.00 44.00 20.00 9 Diff nil nil nil nil nil nil nil 2017/1 Day Rate 406.00 406.00 700.00 154.00 154.00 308.00 137.00 8 2018/1 406.00 406.00 700.00 154.00 154.00 308.00 137.00 9 Diff nil nil nil nil nil nil nil AGENCY RATE - Local governments and incorporated NFP organisations Hour 2017/1 42.00 42.00 84.00 19.00 19.00 38.00 17.00 Rate 8 2018/1 42.00 42.00 84.00 19.00 19.00 38.00 17.00 9 Diff nil nil nil nil nil nil nil Day Rate 2017/1 330.00 330.00 588.00 132.00 132.00 264.00 117.00

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 79 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Lake Oceani Boulevard Boulevard Boulevard Perry Lakes Monge c ROOM North South Hall Lakes Suite r Room Room Capacity 130 130 260 40 40 80 20 8 2018/1 330.00 330.00 588.00 132.00 132.00 264.00 117.00 9 Diff nil nil nil nil nil nil nil LOCALS FIRST RATE - Local NFP organisations and State Schools located within the Town Hour 2018/1 35.50 35.50 73.00 16.00 16.00 32.00 14.00 Rate 9 Diff new new new new new new new 2018/1 Day Rate 245.00 245.00 490.00 130.00 130.00 160.00 100.00 9 Diff new new new new new new new

4. Equipment and Other Fees - Comparative Analysis

The Boulevard Centre has a range of equipment for hire. Table 5 below provides a comparison of the hire fees for the most commonly used equipment with TBC's major competitors.

Table 5 - Comparative Equipment Fees (hire per day)

VENUE / Data Projector P.A with Lecturn Radio Laptop EQUIPMENT (Large) & Microphone Microphone Computer Boulevard Centre 150.00 Included 75.00 75.00 Technology Park 180.00 100.00 100.00 50.00 Bendat Centre 200.00 Included unknown Not Supplied The Rise Included Included Included Not supplied

Most equipment at the Boulevard Centre has little associated maintenance costs therefore the most significant operational equipment cost is in replacement or specialised labour to set it up. All current equipment purchase costs have been re-couped 10's if not 100's of times over. Therefore it is proposed to decrease the fees on items that are either permanently installed, maintenance free, or negligible and delete small items that have been re-couped and are not expected to be replaced in the foreseeable future.

Table 6 - Proposed 2018/19 Equipment Fees and Ancillary Charges

2017/18 2018/19 2017/18 2018/19 ITEM Diff Diff Hourly Hourly Per Day Per Day Data Projector (large) 50.00 40.00 -10.00 150.00 120.00 -30.00 Data Projector (small) 30.00 20.00 -10.00 90.00 60.00 -30.00 PA & Lecturn mic Included Included nil Included Included nil Laptop Computer 25.00 20.00 -5.00 75.00 60.00 -15.00 Radio Microphone 25.00 20.00 -5.00 75.00 60.00 -15.00 Extra Microphones - - - 24.00 Delete -24.00 100Kg Ice - - - 62.00 Delete -62.00 Effects Lighting - - - 206.00 Delete -206.00 Ceiling Silks - - - 345.00 150.00 -195.00 Tea & Coffee one serve - - - 2.00 1.50 -0.50 Tea & Coffee two serves - - - 3.50 3.00 -0.50 Tea & Coffee three serves - - - 5.00 4.00 -1.00 Tea & Coffee four serves - - - 6.50 5.00 -1.50 Crockery per setting - - - 1.85 Delete -1.85

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 80 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

2017/18 2018/19 2017/18 2018/19 ITEM Diff Diff Hourly Hourly Per Day Per Day Kitchen fee (per head) - - - 1.50 1.50 nil Preferred catering - - - 10% 10% nil High Cocktail bars - - - 29.00 Delete -29.00 High Cocktail bars with - - - 58.00 Delete -58.00 linen Photo Copying A4 (B & - - - 0.35 0.35 nil W) Photo Copying A4 - - - 0.50 0.50 nil (colour)

5. Staffing Charges

TBC is a staffed facility during business hours and has been since it was first opened in July 2002. At that time Council recognised that TBC is not a standard/traditional community facility due to the high level of presentation conducive for corporate training and conferences, and therefore it required a different management approach to the Town's other facilities. Council also recognised that the Library and TBC needed to be managed separately as they each require different knowledge and requirements. Unfortunately during the establishment phase, the venue suffered negative operational consequences as a direct result of being unstaffed after-hours. These included equipment damages and theft, facility damage, and the building constantly being left unlocked. In 2008, TBC became fully staffed both during and after business hours which resolved the operational issues, stopped security call out fees and improved customer services levels which then attracted a substantial clientele.

A full time Functions Coordinator attends to the bookings and day to day operations of TBC during business hours (8am - 4pm Monday to Friday). Where set up requirements are large, complex or have strict deadlines, casual staff are employed to set up and clean up for the booking. The cost of casual staff is recouped from the hirer on a 100% cost recovery basis. If set up requirements are simple the Functions Coordinator prepares the room.

For afterhours bookings (i.e. after 4pm Monday to Friday or on weekends), casual staff are employed as duty staff to: ensure building security (i.e. open and close the building; arm/disarm the alarm system, ensure furniture/ equipment/ kitchen usage is in line with the booking, and ensure the security of the artwork in the gallery); set up the room and any AV equipment/ lighting/ air-conditioning; coordinate and serve all food and beverages; assist with any requests from the hirer; and clean up after the booking has finished. The cost of these casual staff is recouped from the hirer on a 100% cost recovery basis.

In addition and as per the February 2018 Notice of Motion 12.7 Locals First Approach, not- for-profit organisations are now able to hire TBC without the requirement to pay for staffing costs to set up and close rooms or provide tea and coffee facilities. Consequently, for local NFP bookings during business hours, these tasks are undertaken by the Functions Coordinator, with assistance from casual staff if required, at no cost to the hirer.

For Local NFP bookings after hours, while the hirer may be happy to set up the room themselves and provide their own tea and coffee, there is still the need to ensure building security (i.e. open and close the building; arm/disarm the alarm system, ensure furniture/ equipment/ kitchen usage is in line with the booking, and ensure the security of the artwork in the gallery). Consequently it is only possible to allow the afterhours NFP booking to proceed without casual duty staff present if the booking is within Library opening hours so that library staff can open and close the centre. Library hours are as follows:

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 81 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Monday to Thursday 9am - 7pm Friday and Saturday 9am - 5pm Sunday and Public Holidays Closed

Staff Charges - Comparative Analysis

It should be noted that the Rise and Technology Park are also fully staffed venues during business and after hours, while the Bendat Community Centre is only staffed during business hours.

Table 7: Comparative Staff Charges

The Bendat Technolog Current 2017/18 Staff Boulevard The Rise Community y Park Charges Centre Centre $41 p/hr D.I.Y Set-up & Cleaning fee (exc NFP's) Included Included Weekdays 7:00am - 7:00pm $41 p/hr n/a n/a n/a Weekdays after 7:00pm $41 p/hr n/a $120 p/hr n/a $49 p/hr $340 $120 p/hr n/a Saturdays p/session $56 p/hr $530 $120 p/hr n/a Sundays p/session $76.50 p/hr $750 $120 p/hr n/a Public Holidays p/session

From Table 7 above, it is noted that the Rise has a flat staff charge applicable from 6:00pm to 12:00pm only, TBC and Technology Park offer a more cost effective approach with a flexible hourly charge while the Bendat Centre offers no after-hours customer service at all.

Table 8 below shows the current and proposed staff re-coup charges which remain unchanged.

TABLE 8: Proposed 2018/19 Staff Charges (unchanged)

2017/18 2018/19 Customer Service Staff Staff Attendants Charges Charges Diff $41.00 $41.00 Set-up & cleaning fee Nil (exc NFP's) (exc NFP's) Weekdays 7:00am - 7:00pm $41.00 $41.00 Nil Weekdays after 7:00pm $41.00 $41.00 Nil Saturdays - all times $49.00 $49.00 Nil Sundays - all times $56.00 $56.00 Nil Public Holidays - all times $76.50 $76.50 Nil

6. Cancellation Fees

Where a cancellation of a booking occurs without sufficient notice, a cancellation fee in the form of a percentage of the room hire is levied. There are no changes proposed for the cancellation notice period or fees levied as presented in Table 9 below:

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Table 9: Cancellation Notice and Fee Schedule (unchanged)

Percentage Held Cancellation Notice Period in DAYS 2017/18 2018/19 0% Greater than 45 days No change 25% 30 to 45 days No change 50% 15 to 29 days No change 100% 0 to 14 days No change

7. Security Call- Out Charges

Security call out fees, Crowd Control and additional cleaning is set at 100% cost recovery per invoice to the Town which is the same across all council facilities.

POLICY/STATUTORY IMPLICATIONS:

The proposed 2018/2019 fees and charges will be advertised as part of the adoption of the 2018/2019 budget.

FINANCIAL IMPLICATIONS:

The adoption of Policy changes and the proposed fees and charges will have an immediate impact on the proposed 2018/19 budget and is designed to encourage more business through maintaining competitive rates.

STRATEGIC DIRECTION:

The adoption of the proposed fees and charges supports a number of goals within the Towns Strategic Community Plan 2017 - 2027 specifically:-

Goal 3 An active, safe and inclusive community Strategy 3.1: Create and improve the places where community groups can interact

Goal 11 A Strong performing local government Strategy 11.5: Continuously strive to improve services delivered to the community.

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy No. 1.2.11. In accordance with the policy it has been assessed as not required.

OFFICER INVOLVEMENT:

Responsible Executive Director Community Development, Cam Robbins Responsible Manager Manager Community Development, Carole Lambert Contributors Community Facilities Manager, Graham Godwin

ATTACHMENTS:

Nil

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 83 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

ADMINISTRATION RECOMMENDATION:

That:-

(i) the Fees and Charges for The Boulevard Centre for 2018/19 as detailed in the above report be adopted, effective from 1 July 2018;

(ii) to qualify for the Locals First discount rate, a local not-for-profit organisation be required to meet all of the following criteria:

(iii) the Chief Executive Officer be authorised to waive fees and charges in accordance with the provisions of Section 6.12 (1)(b) of the Local Government Act 1995 should special circumstances apply.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 84 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.102 2018-2019 REVIEW OF FEES AND CHARGES - WEMBLEY COMMUNITY CENTRE, LEEDERVILLE TOWN HALL AND HOLYROOD PAVILION

SUMMARY:

The purpose of this report is to review the current fees and charges for the hire of the Wembley Community Centre (WCC), the Leederville Town Hall (LTH) and the Holyrood Pavilion (HP). Following a competitive analysis and a marginal CPI index of 0.9% at 31 March 2018, this report recommends to retain all fees and charges at 2017/18 rates and incorporate the Council endorsed Locals First rate for the 2018/19 financial year.

BACKGROUND:

Each year, as part of the budgetary process, the fees and charges of all Council facilities are reviewed. This report relates to three service areas, the Wembley Community Centre (WCC), the Leederville Town Hall (LTH) and the Holyrood Pavilion (HP). Each of these facilities has a number of income sources including room hire fees, storage and leases.

DETAILS:

1. Occupancy by Classification

Average annual usage across the WCC, LTH and HP facilities from 1 July 2017 to 30 June 2018 against each classification reflects minimal change from last year and is recorded as follows:

• 91% Agency (Down 2%) - NFP incorporated organisations and Local Government. • 2% State and Federal Government (up 1%) - State and Federal Departments/ Agencies. • 7% Commercial (Up 1%) - Individuals and commercial business.

2. Room Hire Fees Comparative Analysis

Table 1 compares the WCC/LTH/HP room capacities and non-profit room hire fees against various community halls and facilities in the Local Government areas of Subiaco, Nedlands, Vincent and Mosman Park. It should be noted that the City of Subiaco has only one rate which is aligned to a commercial rate and does not provide any discount for non-profit organisations. All other Councils have two rates being Commercial and a combined rate for NFP and Private Hirers.

Table 1 - Non-Profit Room Hire Fee Comparison

Council Room Capacity/Community Room Hire per hour Room Capacity 250-300 Pax 150-200 Pax 60-70 Pax 10-20 Pax Cambridge $40.00 $34.00 $32.00 $29.00 Subiaco N/A $88.00 $42.00 $25.50 Nedlands N/A $31.00 $36.00 $36.00 Vincent $35.00 $30.00 N/A N/A Mosman Park N/A $22.00 $45.00 N/A

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 85 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Table 2 compares the WCC/LTH/HP room capacities and commercial room hire fees against the same Local Council facilities.

TABLE 2 - Commercial Room Hire Fee Comparison

Council Room Capacity/Commercial Rate per hour Room Capacity 250-300 Pax 150-200 Pax 60-70 Pax 10-20 Pax Cambridge $64.00 $82.00 $78.00 $45.00 Subiaco N/A $88.00 $42.00 $25.50 Nedlands N/A $31.00 * $36.00 $36.00 Vincent $70.00 $60.00 N/A N/A Mosman Park N/A $45.00 $35.20 N/A

* This hall rate is specific to Daglish which is much older than other Nedlands community facilities.

3. Proposed 2018/19 Room Hire Fees

Cambridge has the highest commercial rate for the smaller to mid-size rooms however we are the most competitive in all the NFP rates where 91% of the WCC's business is derived. Based on the comparative analysis provided in Tables 1 and 2, the current occupancy data and the CPI index of 0.9% as at 31 March 2018 it is recommended to retain all fees and charges at the current rates.

As a result of Council's decision (CR18.35) to grant a 50% discount off the Standard rate for local NFP's that reside within the Town, the new Locals First rate has been incorporated. Table 3 also shows the savings gained by Local NFP hirers as the difference between the Agency rate (i.e. what they would have paid) and the Locals First rate. In addition, to align the current Commercial rate with the Locals First policy it is recommended to change the name of the Commercial rate to the Standard rate.

Table 3 - WCC & LTH Proposed 2018/19 Fees and Charges

Main Dining Activity Craft Board Wembley Holyrood Leederville 2018/19 Hall Room Room Room Room Playgroup Pavilion Town Hall LOCAL FIRST RATE (New) - Local Not-for-Profit Organisations and State Schools Per 2018/19 34.00 * 32.00 * 22.50 16.50 12.75 22.50 18.75 32.00 Hour Diff b/w Nil Nil -6.50 -11.50 -10.25 -5.50 -3.25 -8.00 Agency Per 2018/19 235.00 * 220.00 * 160.50 115.75 89.00 160.50 n/a 222.75 Day Diff b/w Nil Nil -35.50 -72.75 -76.00 -28.00 n/a -60.25

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 86 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Main Dining Activity Craft Board Wembley Holyrood Leederville 2018/19 Hall Room Room Room Room Playgroup Pavilion Town Hall Agency

AGENCY RATE - Other Non-profit incorporated organisations and Local Govt Per 2017/18 34.00 32.00 29.00 28.00 23.00 28.00 22.00 40.00 Hour 2018/19 34.00 32.00 29.00 28.00 23.00 28.00 22.00 40.00 Diff nil nil nil nil nil nil nil nil Per 2017/18 235.00 220.00 196.00 188.50 165.00 188.50 n/a 283.00 Day 2018/19 235.00 220.00 196.00 188.50 165.00 188.50 n/a 283.00 Diff nil nil nil nil nil nil n/a nil GOVERNMENT RATE - State and Federal Government Departments and Agencies Per 2017/18 59.00 56.00 37.50 31.00 25.50 37.50 n/a 53.00 Hour 2018/19 59.00 56.00 37.50 31.00 25.50 37.50 n/a 53.00 Diff nil nil nil nil nil nil n/a nil Per 2017/18 418.00 391.50 263.00 214.00 175.00 259.50 n/a 371.00 Day 2018/19 418.00 391.50 263.00 214.00 175.00 259.50 n/a 371.00 Diff nil nil nil nil nil nil n/a nil STANDARD RATE - Commercial Business and Private Hirers Per 2017/18 82.00 78.00 45.00 33.00 25.50 45.00 37.50 64.00 hour 2018/19 82.00 78.00 45.00 33.00 25.50 45.00 37.50 64.00 Diff nil nil nil nil nil nil nil nil Per 2017/18 582.50 546.50 321.00 231.50 178.00 321.00 n/a 445.50 Day 2018/19 582.50 546.50 321.00 231.50 178.00 321.00 n/a 445.50

Diff nil nil nil nil nil nil n/a nil

*Note: The application of the Locals First discount (being 50% off the Standard room hire rate) for the WCC's Main Hall and Dining room results in the Locals First rate being higher than the current Agency rate. Therefore the lower Agency rate has been applied as the Locals First rate for these rooms to ensure existing users who are local NFP's do not incur a fee increase. This represents a discount of 59% off the standard hourly rate and 60% off the standard daily for both rooms.

4. Other Income and Equipment Hire

The WCC also generates income from Other Income and Minor Programs. No change to these fees is recommended

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 87 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Table 4 - WCC 2017/18 Proposed Other Income and Equipment Hire Fees

2017/18 2018/19 Other Income & Minor Programs Difference Per Session Per Session Cards, bowls, mah-jong 3.40 3.40 nil Photocopying - per copy 0.30 0.30 nil Re-imbursement phone and electricity Equal to bill Equal to bill nil Storage fee per square metre per month 5.30 5.30 nil

5. Miscellaneous Fees – Relating to Halls and Community Centres

Security Call- Out Charges

Security call outs, crowd control and additional cleaning is set at 100% cost recovery per invoice to the Town which is the same across all Council facilities. No change is recommended.

Cancellation Fees

Where a cancellation of a booking occurs without sufficient notice a cancellation fee in the form of a percentage of the room hire is levied. No change is recommended for the notice period or percentage of room hire levied.

Table 5: 2017/18 Proposed Cancellation Fees

2017/18 2018/19 2017/18 Cancellation Notice 2018/19 Cancellation Notice period % of fees Period % of fees retained retained More than 45 days 0% No Change 0% 30 to 45 days 25% No Change 25% 15 to 29 days 50% No Change 50% 14 days or Less 100% No Change 100%

POLICY/STATUTORY IMPLICATIONS:

There are no Policy or Statutory Implications related to this report.

FINANCIAL IMPLICATIONS:

The adoption of the proposed fees and charges will have immediate impact on the proposed 2018/19 Draft Budget.

STRATEGIC DIRECTION:

The adoption of the proposed fees and charges supports a number of goals within the Town's Strategic Community Plan 2017-2027 specifically:

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 88 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Goal 11: A strong performing local government Strategy 11.5 Continuously strive to improve services delivered to the community.

COMMUNITY CONSULTATION:

This matter has been assessed under the Community Consultation Policy. In accordance with the assessment criteria it was rated at Level 1, for which no community consultation is required.

OFFICER INVOLVEMENT:

Responsible Executive Director Community Development, Cam Robbins Responsible Manager Manager Community Development, Carole Lambert Contributors Community Facilities Manager, Graham Godwin

ATTACHMENTS:

Nil

ADMINISTRATION RECOMMENDATION:

That:-

(i) the fees and charges for the Wembley Community Centre and the Leederville Town Hall for 2018/19, as detailed in the above report, be adopted effective from 1 July 2018;

(ii) to qualify for the Locals First discount rate, a local not-for-profit organisation be required to meet all of the following criteria:

(iii) to ensure local not for profit organisations which are existing users of the Wembley Community Centre Main Hall and Dining Room do not incur a fee increase the Locals First discount for these rooms are 59% off the standard hourly rate and 60% off the standard daily rate; and

(iv) the Chief Executive Officer be authorised by an ABSOLUTE MAJORITY to waive fees and charges in accordance with the provisions of Section 6.12 (1)(b) of the Local Government Act 1995 should special circumstances apply.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 89 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.103 DOCUMENTS SEALED - JUNE 2018

SUMMARY:

To advise Council of documents that have been affixed with the Common Seal of the Town of Cambridge.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

community to another level of government/body/agency. Executive The substantial direction setting and oversight role of the Council. e.g.

adopting plans and reports, accepting tenders, directing operations, setting and amending budgets. Legislative Includes adopting local laws, town planning schemes & policies.

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

DETAILS:

There is no statutory requirement for the Council to give prior approval for the Seal of the Municipality to be placed on documents, however, Council Policy directs the type of documentation to which the seal may be affixed, and requires a subsequent report to Council.

A schedule of documents affixed with the Common Seal of the Town of Cambridge appears below:

Date Sealed Document Details Purpose No. Copies Town of Cambridge has Transfer of Land - 35 Boronia purchased Lot 123 on 24/05/2018 2 Crescent, City Beach Diagram 18104, 35 Boronia Crescent, City Beach Notification Under Section 70A of the The dwelling is to be Transfer of Land Act - Lot 6 on Strata occupied by at least one 30/05/2018 Plan 76909 - Apartment 6 to be 1 person over the age of 55 occupied by at least one person over years. the age of 55 years. In accordance with Clause 18(d) of the Sale and Withdrawal of Caveat - 31 Gayton Development Agreement, 1/06/2018 2 Road, City Beach. caveat will be withdrawn once the occupancy certificate is issued.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 90 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

POLICY/STATUTORY IMPLICATIONS:

There are no Policy or Statutory Implications related to this report.

FINANCIAL IMPLICATIONS:

There are no Financial Implications related to this report.

STRATEGIC DIRECTION:

Sealing of Council documents is consistent with the Strategic Community Plan 2013-2023 priority area of Capacity to Deliver and goal of transparent, accountable governance.

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy. In accordance with the assessment criteria it was determined that community engagement is not required as the matter is administrative.

OFFICER INVOLVEMENT:

Responsible Executive John Giorgi JP, Acting Chief Executive Officer Responsible Manager N/A Contributors Tess Jackson Administration Officer, Governance & Contracts

ATTACHMENTS:

Nil.

ADMINISTRATION RECOMMENDATION:

That it be noted that the Common Seal of the Town of Cambridge has been affixed to the documents as listed in the schedule as it appears in this report.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 91 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.104 MODEL LITIGANT POLICY FOR CIVIL LITIGATION - MAY 2018

SUMMARY:

The Town has adopted a Model Litigant Policy for Civil Litigation. The Council has required that a status report be provided to each Council meeting regarding the conduct of any civil litigation and the legal costs incurred.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

community to another level of government/body/agency. Executive The substantial direction setting and oversight role of the Council. e.g.

adopting plans and reports, accepting tenders, directing operations, setting and amending budgets. Legislative Includes adopting local laws, town planning schemes & policies.

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

At the Town's Ordinary Council meeting of 19 December 2017 the Council adopted a Model Litigant Policy. The decision made at the meeting is detailed below:

That:-

(i) the Town ADOPTS the Model Litigant Policy for Civil Litigation;

(ii) the Model Litigant Policy for Civil Litigation be effective immediately and be applied to all civil litigation currently being undertaken or responded to by the Town;

(iii) the Town will receive a report from Chief Executive Officer regarding the conduct of any civil litigation undertaken and the legal costs incurred by the local government at each full Town meeting.

The Policy has been adopted is adopted and this report provides the information required to be presented monthly in clause (iii) above.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 92 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

The following table provides a summary of the civil Litigation the Town is currently engaged in as at May 2018:

Party Description Cost Big Deal Investments Pty Ltd (From Repurchase of Lot 501 Omaroo Terrace, $108,415 May 2017 to May 2018) City Beach

POLICY/STATUTORY IMPLICATIONS:

Council Policy 1.2.17 Model Litigant Policy for Civil Litigation applies which states "This Policy has been endorsed by the Town to assist in maintaining proper standards in litigation".

FINANCIAL IMPLICATIONS:

The costs of litigation are not known prior to the adoption of the Budget. Whilst there is a general provision for legal expenses in various cost centres there may not be sufficient provision allocation. The 2017/18 operating expenditure budget is approximately $49 million and the legal costs are generally managed within this overall budget.

STRATEGIC DIRECTION:

The status report regarding the conduct of any civil litigation and the legal costs incurred is consistent with the Town's Strategic Community Plan 2017/2027 Goal 9 - Transparent, accountable governance.

COMMUNITY ENGAGEMENT:

OFFICER INVOLVEMENT:

Responsible Executive Jason Giorgi JP, Acting Chief Executive Officer Responsible Manager Not Applicable Contributors Not Applicable

ATTACHMENTS:

Nil

ADMINISTRATION RECOMMENDATION:

That the Civil Litigation status report for May 2018 be received.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 93 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.105 SUPPLY OF FOOD AND BEVERAGES BY SPORTING CLUBS TO THE GENERAL PUBLIC

SUMMARY:

At its May 2018 meeting, Council determined that a review of the Community Facilities Asset Management Policy ('the Policy") and the associated leases was to be conducted with suggested amendments to allow clubs to provide food and beverage offerings to the general public.

This report recommends the Town does not proceed with any amendments to the Policy that would allow Clubs to sell food and beverage to the general public but maintain the current clause within the Policy which allows Clubs to sell food and beverages to Club members, spectators during sporting events.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

At the its meeting held on 22 May 2018, Council considered a report (CR18.78) regarding the Lake Monger Expression of Interest invitation for food trucks and beverage licence in and around Lake Monger. The Council decided that:

(ii) the Lake Monger Recreation Club be invited to make a proposal to the Town for the provision of food and beverages to the public from its premises.

(iii) the Town provide a report to the June council meeting with suggested amendments to the Town’s leasing policy and lease documents to allow the Town to grant a limited license to sporting clubs and associations where there is no equivalent and competing private operator providing goods in particular catering and beverages to members of the public in the vicinity of the Town’s facility.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 94 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

DETAILS:

The Town of Cambridge has twenty community buildings leased to community organisations, eighteen of which are the subject of the Community Facilities Asset Management Policy. The Community Facilities Asset Management Policy and associated lease document currently prevents Clubs and Associations from serving food to the general public.

The Policy recognises that in certain circumstances, it is appropriate for the community facility to be used to generate an income, where that income is used to support the community activity as long as the use is acceptable having regard for the following:

• The use is ancillary and/or complementary to the main use. • The use provides an additional service not otherwise provided. • The community benefit outweighs the competitive advantage. • The use does not contravene any written law. • The use is not considered a nuisance under the nuisance provisions of the lease agreement.

Food and Beverage sales have generally been determined as acceptable uses under the Policy as long as the Club or Association only sell to Club members, spectators during sporting events and Planning, health and liquor licensing approvals have been obtained.

As a result of the Council decision in May, a study was completed on the number commercial hubs that offer food and beverage within a 300 metre radius of the Clubs. This evaluation is attached to this report and shows that 70% of clubs and Associations have a commercial precinct or activity centre which offers food and beverage within 300m.

The following Clubs and Associations are located in areas that do not have a commercial food and beverage provider within 300m:

• Lake Monger Recreation Centre - Lake Monger • Cambridge Scout and Girl Guild Hall - Alderberry Reserve • YMCC Hockey - Alderberry Reserve • West Coast Bridge Club - City Beach Civic Centre • City Beach Tennis Club - Frinton Avenue City Beach

Cambridge Scout Hall and YMCC Hockey are isolated due to their location on Alderberry Reserve. People only attend these buildings to participate in the sport being offered or to attend meetings. During the week; these buildings are vacant except for the occasional hire of the function rooms by outside groups.

City Beach Tennis and West Coast Bridge Club are located within suburban areas in City Beach. These Clubs are only open during certain times of the day for practice and during game or tournament days. These Clubs are again isolated to the general public due to their location and only cater for the public who wish to participate in the sport or activity being offered.

The Town has also met with the Lake Monger Recreation Club (the Club) to determine their level of interest in the proposal. The Club expressed some interest in the proposal, however, had concerns regarding a number of issues including:

• Food and beverage not core function. • Suitability of building / kitchen.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 95 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

• Sustainability on an ongoing basis. • Issues with liquor licence. • Set up costs

Following the meeting the Club has advised the Town that whilst the proposal was first met with enthusiasm, the Club has realised they could only offer a very limited food and beverage offering to the public plus staffing the cafe would put more pressure on volunteers and staff at the Club. Therefore, the Club does not want to move forward with the proposal at this time.

The Town recognises that that it needs to investigate alternative revenue streams for the clubs operating from within facilities leased from the Town. The Town will be undertaking a significant review of the Community and Facilities Asset Management Policy and it is expected that this review will provide more information and a possible solution to this issue.

POLICY/STATUTORY IMPLICATIONS:

Town of Cambridge - Community and Facilities Asset Management Policy No.3.1.10

FINANCIAL IMPLICATIONS:

Nil

STRATEGIC DIRECTION:

A variation to the Town’s leasing policy supports a number of goals in a number of Priority Areas within the Town’s Strategic Community Plan 2013 - 2023 specifically:

Priority Area: Our Community Life

GOAL 3 An active, safe and inclusive community

Strategy 3.1 Create and improve the places where community groups can interact;

Strategy 3.3 Encourage activity that meets the needs of people of all ages, cultures and abilities.

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy. Consultation is not necessary due to this matter being administrative in nature.

OFFICER INVOLVEMENT:

Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Stuart Hobley, Manager Governance and Contracts Contributors Paul O'Keefe, Coordinator Property and Governance

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 96 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

ATTACHMENTS:

1. Food and Beverage Offerings within 300 metres of Clubs

ADMINISTRATION RECOMMENDATION:

That the Town does not proceed with any amendments to the Community Facilities Asset Management Policy that would allow Clubs to sell food and beverage to the general public but maintain the current Policy which allows Clubs to sell food and beverages to Club members, spectators during sporting events.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 97 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.106 FLOREAT PARK TENNIS CLUB - REQUEST FOR VARIATION TO LIQUOR LICENCE

SUMMARY:

Floreat Park Tennis Club (the Club) has lodged an application with the Department of Local Government, Sport and Cultural Industries (DLGSCI) for an extension of their Saturday liquor trading hours. The Club has written to the Town seeking its support of the application.

The Club's current Liquor licence on Saturday concludes at 11.00pm. The application requests an extension of one hour on Saturday trading to conclude at 12.00pm (midnight).

It is recommended that the Town undertake a letter box drop to nearby residents, businesses and local police within 200 metres of Floreat Park Tennis Club for a 14 day period regarding the liquor licence extension of one hour on Saturday trading.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

The Floreat Tennis Club currently has a Club Restricted Liquor Licence which allows the Club, (after a period of at least 12 months), to apply to vary the trading hours of their Club Restricted Licence by lodging an application for variation with DLGSCI (previously the Department of Racing, Gaming and Liquor). The Floreat Park Tennis Club's current Restricted Club Liquor Licence approved hours are as follows:

Days Hours Total No Hours Monday 2.30pm to 11.00pm 8.5 Tuesday 2.30pm to 11.00pm 8.5 Wednesday 2.30pm to 11.00pm 8.5 Thursday 2.30pm to 11.00pm 8.5 Friday 2.30pm to 11.00pm 8.5 Saturday 2.30pm to 11.00pm 8.5 Sunday 2.30pm to 10.00pm 7.5 Total Hours 58.5

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 98 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

Tennis Clubs within the vicinity of the Floreat Tennis Cub have either a Club or Club Restricted Licence. Below are the licenced hours for Reabold Tennis Club and City Beach Tennis Club as a comparison to the hours of Floreat Park Tennis Club. The Reabold Tennis Club has a Club Licence with the following Liquor Licence approved hours.

Days Hours Total No Hours Monday 6.00pm to 12.00pm 6 Tuesday 6.00pm to 12.00pm 6 Wednesday 6.00pm to 12.00pm 6 Thursday 6.00pm to 12.00pm 6 Friday 6.00pm to 12.00pm 6 Saturday 6.00pm to 1.00am 7 Sunday 10.00am to 10.00pm 12 Total Hours 49

The City Beach Tennis Club has a Club Restricted Licence with the following Liquor Licence approved hours.

Days Hours Total No Hours Monday 5.00pm to 10.00pm 5 Tuesday 5.00pm to 10.00pm 5 Wednesday 1.30pm to 11.00pm 9.5 Thursday 7.00pm to 11.00pm 4 Friday 4.00pm to 10.00pm 6 Saturday 1.00pm to 10.00am 9 Sunday 2.00pm to 8.30pm 6.5 Total Hours 45

DETAILS:

Floreat Park Tennis Club has lodged an application with the Department of Local Government, Sport and Cultural Industries (DLGSCI) for an extension of their liquor trading hours for Saturday evenings (from 11.00pm to 12.00pm Midnight).

These hours will assist in maximising the use of the facility and increasing financial viability of the Club through increasing the hire of the Club rooms for Club and private functions. Currently, the Club must to apply for a special extension each time the Club has a social event (four times a year) to extend their licence past 11.00pm.

It is far more practical for the Club to apply for a permanent extension of one hour on Saturdays to alleviate the time taking to apply for an extended Trading Permit with DLGSCI. The DLGSCI has advised that there has been no liquor related incidents reported concerning the Floreat Park Tennis Club. A check of Town's records reveals that no liquor related incidents have been reported.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 99 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

POLICY/STATUTORY IMPLICATIONS:

Liquor Licensing Act

The provisions of the Liquor Control Act 1988 govern the granting of Liquor Licenses and enable the Town to act under the legislation. The Director of Liquor Licensing, in assessing any licence would consider the views of the relevant Local Government Authority in that regard. The Town is able to make recommendations for conditions of liquor licence.

Lease

This report only deals with the approval as the landowner. There are no specific clauses in the lease dealing with the liquor licence conditions, other than a general clause that the tenant must comply with all laws at all times.

FINANCIAL IMPLICATIONS:

Nil

STRATEGIC DIRECTION:

A variation to the FPTC Liquor Licence supports a number of goals in a number of Priority Areas within the Town’s Strategic Community Plan 2013 - 2023 specifically:

Priority Area: Our Community Life

GOAL 3 An active, safe and inclusive community

Strategy 3.1 Create and improve the places where community groups can interact;

Strategy 3.3 Encourage activity that meets the needs of people of all ages, cultures and abilities.

COMMUNITY ENGAGEMENT:

As the Club is situated within a residential area, consultation regarding the proposed extension of the Saturday night liquor licence operational hours from 11pm to 12 midnight will be undertaken with nearby residents, business and local police within 200 metres of the Floreat Park Tennis Club.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 100 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

OFFICER INVOLVEMENT:

Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Stuart Hobley, Manager Governance and Contracts Contributors Paul O'Keefe, Coordinator Property and Governance

ATTACHMENTS:

Nil

ADMINISTRATION RECOMMENDATION:

That:-

(i) the Town undertake a letter box drop to nearby residents and businesses within 200 metre radius of the Floreat Park Tennis Club and WA Police for a 14 day period seeking comments in relation to the proposed extension of the Saturday night liquor licence operational hours from 11pm to 12 midnight; and

(ii) a further report be presented to Council on the outcome of (i) above.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 101 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.107 COUNCIL POLICY REVIEW - PROPERTY AND FINANCE

SUMMARY:

This report reviews Council's policies pertaining to the Property and Finance departments of the Governance, and Corporate and Strategic areas of the Town, and recommends updates and further development.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

BACKGROUND:

In accordance with Policy 1.2.1 - Policy Manual - Updating Procedures, Council's Policy Manual is to be reviewed at regular intervals, thus ensuring that the policies remain current and relevant.

All policies shall, subject to the following qualifications, be reviewed biennially in April following the Local Government Ordinary Elections. The last Elections were held on Saturday, 21 October 2017.

Policies may be reviewed at an earlier date as a result of:

(i) Legislative changes (Act/Regulations/Local Laws), which have a bearing on a particular policy; (ii) Decisions of the Council which affect the continued validity or applicability of policies; (iii) Important technological and social changes; or (iv) Such other circumstances as would justify an earlier review.

Policies provide a guide to the Town's Administration to assist it to function in an efficient and effective manner, and to respond to resident and ratepayer enquiries as soon as practicable. Policies are a guide to Council's position in regard to the various subject matters.

The Policies presented in this report are Council and not administrative policies. Where changes have been affected, text to be deleted has been struck through, and any additional text proposed has been shown in red, as detailed in the attachments to this report.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 102 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

The Town strives for a process of continual improvement, and in doing so, policies deemed to no longer be required, or the identified need for new policies, will be reported to Council for consideration.

DETAILS:

3.1 PROPERTY

3.1.1 Restricted Club Licences on Leased Premises Retain. No amendments necessary.

3.1.2 Advertising - City of Perth and Floreat Surf Life Savings Clubs Retain. No amendments necessary.

3.1.3 Commercial Enterprises on Council Land Retain. No amendments necessary.

3.1.8 Commercial Leases - Auditing of Gross Sales Retain. No amendments necessary.

3.1.10 Community Facilities Asset Management Policy A detailed review of this policy will be undertaken and a further report will be provided at a later date.

FINANCE

3.2.1 Contracts and Procurement Retain. No amendments necessary. Amendment was made in August 2016 to include provisions for Panel Tenders.

3.2.2 Budget Implementation and Management Retain. No amendments necessary.

3.2.3 Council Bank Accounts and Payments Amend. Include "Town of Cambridge - Bold Park Aquatic Centre Account" in the list of Municipal Accounts and include a reference to the Town of Cambridge - Corporate Credit Card Management Practice in the Credit Cards Payment operations.

3.2.4 Significant Accounting Policies Retain. No amendments necessary.

3.2.5 Investment Policy Retain. No amendments necessary.

3.2.6 Reserve Allocations for Future Asset Replacement Retain. No change

3.2.7 Allocation of Funds from Reserve Accounts and the Endowment Lands Account Retain. No amendments necessary.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 103 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

3.2.8 Financial Policy for Debt Recovery Retain. No amendments necessary.

3.2.9 Provisional Risk Management Retain. No amendments necessary.

POLICY/STATUTORY IMPLICATIONS:

Any changes to the Town's policies recommended by the report will be incorporated into Councils Policy Manual.

FINANCIAL IMPLICATIONS:

There are no Financial Implications related to this report.

STRATEGIC DIRECTION:

Goal 9 Transparent, accountable governance

Strategy 9.1 Implement initiatives that strengthen governance skills and knowledge

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Policy. Consultation is not necessary due to this matter being administrative in nature.

OFFICER INVOLVEMENT:

Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Stuart Hobley, Manager Governance and Contracts Contributors

ATTACHMENTS:

Nil

ADMINISTRATION RECOMMENDATION:

That Council's Policies relating to Property and Finance be retained, unchanged, amended or deleted, as detailed in the above report, and the changes be incorporated into the Council Policy Manual.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 104 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.108 PAYMENT OF ACCOUNTS - MAY 2018

SUMMARY:

Under the Local Government Act (Financial Management) Regulations 1996, payments of accounts made by the Town are to be submitted to Council. The report contains a summary of payments made for the month with detailed payment listings attached providing more information.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its

community to another level of government/body/agency. Executive The substantial direction setting and oversight role of the Council. e.g.

adopting plans and reports, accepting tenders, directing operations, setting and amending budgets. Legislative Includes adopting local laws, town planning schemes & policies.

Review When the Council operates as a review authority on decisions made by

Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects

DETAILS:

Regulation 13 of the Local Government (Financial Management) Regulations 1996 requires a list of accounts to be prepared and presented to Council. Below is a list of the cheques raised and Electronic Funds Transfers for the payment of accounts from the Municipal Account (and Trust Account where applicable). Included as an attachment to this report is a listing of all payments issued for the past month.

POLICY/STATUTORY IMPLICATIONS:

Payments are in accordance with Policy No. 3.2.3 “Council Bank Accounts and Payments”.

FINANCIAL IMPLICATIONS:

Expenses incurred are charged to the appropriate items included in the annual budget.

STRATEGIC DIRECTION:

The presentation of details of accounts is consistent with the Town’s Strategic Community Plan's goal of transparent, accountable governance.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 105 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

COMMUNITY ENGAGEMENT:

This matter has been assessed under the Community Engagement Matrix Consultation Level - Inform - To provide the public with balanced and objective information to assist them in understanding the problem, alternatives, and/or solutions.

OFFICER INVOLVEMENT:

Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Roy Ruitenga, Manager Finance Contributors Nil

ATTACHMENTS:

1. Account Payment Listing

ADMINISTRATION RECOMMENDATION:

That in accordance with Regulation 13 of the Local Government (Financial Management) Regulations 1996, the schedule of accounts, as detailed below and attached, be confirmed:

(i) CHEQUE PAYMENTS

Date From Date To Details Amount

Municipal Fund 01-May-2018 04-May-2018 055046 - 055063 $18,443.71 Municipal Fund 11-May-2018 11-May-2018 055064 - 055083 $112,225.40 Municipal Fund 18-May-2018 18-May-2018 055084 - 055113 $87,392.60 Municipal Fund 25-May-2018 25-May-2018 055114 - 055139 $42,129.46 Municipal Fund 31-May-2018 31-May-2018 055140 - 055164 $23,598.31 Wembley Golf Course 01-May-2018 31-May-2018 000595 - 000595 $282.05 $284,071.53

(ii) ELECTRONIC FUND TRANSFERS (EFT'S)

Date From Date To Details Amount

Investments 01-May-2018 31-May-2018 INV01034 - INV01038 $7,555,689.77 Direct Bank Charges 01-May-2018 31-May-2018 SUP443 - Sup447 $107,907.27 Accounts Payable 01-May-2018 04-May-2018 E31978 - E31990 $4,108,789.90 Accounts Payable 04-May-2018 04-May-2018 E31991 - E32070 $173,183.25 Accounts Payable 11-May-2018 16-May-2018 E32071 - E32166 $488,005.41 Accounts Payable 16-May-2018 23-May-2018 E32167 - E32253 $466,177.78 Accounts Payable 25-May-2018 31-May-2018 E32254 - E32369 $911,056.36 Payroll 01-May-2018 31-May-2018 Pay1041 - Pay1052 $1,935,584.89 Wembley Golf Course 01-May-2018 31-May-2018 EP000302 - EP000309 $235,933.25

Total EFT Payments $15,982,327.88

TOTAL PAYMENTS $16,266,399.41

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 106 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

CR18.109 INVESTMENT SCHEDULE - MAY 2018

SUMMARY:

The Council invests funds that are surplus to operational requirements with various financial institutions and reports on the amounts invested, the distribution of those funds and the financial performance of each investment, being interest earned, against year to date budget.

AUTHORITY / DISCRETION

Advocacy When the Council advocates on its own behalf or on behalf of its community to another level of government/body/agency. Executive The substantial direction setting and oversight role of the Council. e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets. Legislative Includes adopting local laws, town planning schemes & policies. Review When the Council operates as a review authority on decisions made by Officers for appeal purposes. Quasi-Judicial When the Council determines an application/matter that directly affects a person’s right and interests. The judicial character arises from the obligation to abide by the principles of natural justice. Examples of Quasi-Judicial authority include town planning applications, building licences, applications for other permits/licences (e.g. under Health Act, Dog Act or Local Laws) and other decisions that may be appealable to the State Administrative Tribunal.  Information For the Council/Committee to note.

BACKGROUND:

Council’s Investment Policy No. 3.2.5 allows for investing of funds into direct investment products and managed funds which comply with both the credit risk rating and terms to maturity guidelines as set out in the policy.

DETAILS:

Investment Portfolio Performance

At its June meeting, the Reserve Bank of Australia decided to leave the cash rate unchanged at 1.50% as expected.

The global economy has strengthened over the past year with a number of advanced economies growing at an above-trend rate with the Chinese economy continuing to grow solidly. Global financial markets remain expansionary and supporting growth although there has been some impact on financial markets in Europe, particularly by political developments in Italy.

With respect to the Australian economy, growth is expected to continue with business conditions remaining positive and non-mining business investment improving. High level of public infrastructure investment is also supporting the economy. Stronger growth in exports is expected. Uncertainty remains with respect to household consumption with income growth slow and debt levels high. Employment growth grew strongly over the past year and is

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 107 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018 forecast to continue. Inflation remains low but is forecast to rise as the economy strengthens. Low interest rates continue to support economic growth.

Looking forward, in terms of the Town’s investment portfolio, interest rates remain much the same. The major banks rates for one to three month terms are on average 2.21%, for terms of four to six months on average 2.54% and for terms of seven months to nine months on average 2.59%. The UBS Bank Bill Index rate (an index measuring performance of interest rates over a 90 day period) was 2.05% for May 2018. The 90 days BBSW or Bank Bill Swap rate (a measure of future interest rates) was 1.98% as at 31 May 2018. As Council’s investment portfolio is predominantly short term cash products, the cash rate of 1.50% for May 2018 is the more appropriate performance measure.

Against these interest rate indicators, the Town's investment portfolio outperformed the cash rate with a weighted average interest rate of 2.49%. The weighted average investment period of 183 days (approximately six months) is consistent with term deposit rates (with the major Australian banks) which for this period were an average of 2.57%, interest rates recently showing signs of improving and which should see the Town's weighted average interest rate lift over the coming months.

Investment Portfolio Performance for May 2018

The graphs below show the interest rate performance of the Town's investment portfolio for the 12 month period May 2017 to May 2018.

Investment Performance Interest Rates For May 2017 to May 2018 4.00

3.00

2.00

1.00

0.00

Weighted Avg Interest UBS Bank Bill Index Cash Rate

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 108 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

The graph below shows the rolling 12 month weighted average investment performance of the Town's investment portfolio, since May 2015.

Rolling Weighted Average Investment Performance Interest Rates For May 2015 to May 2018

6.00

5.00

4.00

3.00

2.00

1.00

0.00 May-15 Aug-15 Nov-15 Feb-16 May-16 Aug-16 Nov-16 Feb-17 May-17 Aug-17 Nov-17 Feb-18 May-18

Weighted Avg Interest 90 UBS Bank Bill Index

The total investment at the end of May 2018 is $62.8 million which consists of Municipal Funds of $11.6 million, Reserve Funds of $41.8 million, Endowment Lands Funds of $7.4 million and Trust Funds of $2 million.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 109 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

The graph below represents the total investment portfolio of the Town from May 2017 to May 2018.

Millions Investment Portfolio 81 78 75 72 69 66 63 60 57 54 51 48 45 42 39 36 33 30 27 24 21 18 15 12 9 6 3 0 May 17 Jun 17 Jul 17 Aug 17 Sep 17 Oct 17 Nov 17 Dec 17 Jan 18 Feb 18 Mar 18 Apr 18 May 18

Reserves Endowment Trust Municipal

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 110 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

The Managed Cash Funds performance as at the end of May 2018 is as follows:

Current % of Weighted Term Interest May 2018 Total Amount Funds Average (Days) Rating Rate Income Invested Invested Interest Floating Rate Notes . Emerald Reverse Mortgage "AAA" 2.38% $1,158 $594,229 0.95% 0.02%

Sub-total $1,158 $594,229 0.95% 0.02% Term Deposits and Bank Bills ANZ - Term Deposit 154 "A1+" 2.56% $2,174 $1,005,120 1.60% 0.04% ANZ - Term Deposit 154 "A1+" 2.56% $2,174 $1,005,120 1.60% 0.04% BANKWEST - Term Deposit 364 "A1+" 2.45% $207 $101,936 0.16% 0.00% BANKWEST - Term Deposit 126 "A1+" 2.70% $2,362 $1,032,276 1.64% 0.04% BANKWEST - Term Deposit 154 "A1+" 2.50% $4,348 $2,059,090 3.28% 0.08% BANKWEST - Term Deposit 273 "A1+" 2.50% $4,309 $2,058,270 3.28% 0.08% BANKWEST - Term Deposit 140 "A1+" 2.50% $2,153 $1,022,899 1.63% 0.04% BANKWEST - Term Deposit 273 "A1+" 2.55% $4,356 $2,037,458 3.24% 0.08% BANKWEST - Term Deposit 154 "A1+" 2.50% $3,215 $1,524,860 2.43% 0.06% BANKWEST - Term Deposit 112 "A1+" 2.63% $2,623 $1,519,337 2.42% 0.06% BANKWEST - Term Deposit 161 "A1+" 2.55% $3,249 $1,515,719 2.41% 0.06% BANKWEST - Term Deposit 150 "A1+" 2.55% $4,115 $1,916,194 3.05% 0.08% BANKWEST - Term Deposit 136 "A1+" 2.47% $3,147 $1,510,658 2.40% 0.06% BANKWEST - Term Deposit 98 "A1+" 2.55% $1,083 $502,061 0.80% 0.02% BANKWEST - Term Deposit 126 "A1+" 2.65% $2,251 $1,003,775 1.60% 0.04% NAB - Term Deposit 119 "A1+" 2.63% $2,329 $1,045,422 1.66% 0.04% NAB - Term Deposit 140 "A1+" 2.55% $4,435 $2,059,084 3.28% 0.08% NAB - Term Deposit 77 "A1+" 2.52% $4,392 $2,059,224 3.28% 0.08% NAB - Term Deposit 145 "A1+" 2.55% $4,441 $2,059,028 3.28% 0.08% NAB - Term Deposit 119 "A1+" 2.45% $7,445 $3,602,264 5.73% 0.14% NAB - Term Deposit 168 "A1+" 2.57% $2,183 $1,004,647 1.60% 0.04% NAB - Term Deposit 168 "A1+" 2.57% $2,183 $1,004,647 1.60% 0.04% NAB - Term Deposit 133 "A1+" 2.52% $5,373 $2,525,629 4.02% 0.10% NAB - Term Deposit 112 "A1+" 2.61% $2,590 $1,511,651 2.41% 0.06% NAB - Term Deposit 59 "A1+" 2.45% $3,222 $2,003,222 3.19% 0.08% NAB - Term Deposit 44 "A1+" 2.23% $1,558 $1,501,558 2.39% 0.05% AMP - Term Deposit 365 "A1" 2.60% $10,599 $4,880,009 7.77% 0.20% Westpac - Term Deposit 367 "A1+" 2.57% $6,548 $3,011,829 4.79% 0.12% Westpac - Term Deposit 362 "A1+" 2.52% $1,413 $660,410 1.05% 0.03% Westpac - Term Deposit 364 "A1+" 2.52% $4,281 $2,000,552 3.18% 0.08% Westpac - Term Deposit 364 "A1+" 2.62% $4,450 $2,006,604 3.19% 0.08% Suncorp - Term Deposit 182 "A1" 2.56% $2,174 $1,006,102 1.60% 0.04% Suncorp - Term Deposit 203 "A1" 2.61% $4,508 $2,059,506 3.28% 0.09% Suncorp - Term Deposit 154 "A1" 2.50% $4,337 $2,058,686 3.28% 0.08% Suncorp - Term Deposit 126 "A1" 2.60% $7,363 $3,345,049 5.32% 0.14% Suncorp - Term Deposit 238 "A1" 2.50% $2,123 $1,014,589 1.61% 0.04% Term Deposit Matured in Apr $18,488

Sub-total $148,201 $62,234,487 99.05% 2.47%

Total Investments $149,358 $62,828,715 100.00% 2.49% Weighted Average 183 2.49%

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 111 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

POLICY/STATUTORY IMPLICATIONS:

The general, reserves and Endowment Lands funds are invested in accordance with the guidelines set down in the Town’s Policy No. 3.2.5 – Investment.

FINANCIAL IMPLICATIONS:

Interest from investments represents a significant revenue item in the Council’s Budget and it is therefore important that the Council’s investment performance is monitored closely. Detailed monthly reports together with detailed policy investment guidelines support this.

The Investment Schedule, as circulated, provides details of the performance of each individual investment to date. A summary of the investment performance to budget is provided below:

Actual as at 30 Budget YTD Budget as Actual as at June 2017 2017/2018 at May 2018 May 2018 % General * $434,576 $477,500 $424,900 $449,087 94.0% Reserves $955,700 $1,044,000 $963,000 $1,046,055 100.2% Endowment Lands $21,813 $154,000 $132,000 $110,443 71.7% External Investments $1,412,089 $1,675,500 $1,519,900 $1,605,585 95.8%

Endowment Lands (Internal Loans) $579,111 $795,500 $728,800 $731,822 92.0% Total Investments $1,991,200 $2,471,000 $2,248,700 $2,337,407 94.6%

* Includes Bank Account Interest of $32,734.

STRATEGIC DIRECTION:

The investment of Council funds is consistent with the Town's Strategic Community Plan, specifically:

Our Council

Goal: 11 A strong performing local government.

Strategy: 11.1 - Invest our wealth wisely so that current and future generations benefit.

COMMUNITY ENGAGEMENT:

OFFICER INVOLVEMENT:

Responsible Executive Jason Lyon, Director Corporate and Strategic Responsible Manager Roy Ruitenga, Manager Finance Contributors Nil

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 112 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

ATTACHMENTS:

1. Prudential Consolidated Investment Report - May 2018

ADMINISTRATION RECOMMENDATION:

That the Investment Schedule as at 31 May 2018, as attached, be received.

AGENDA - COMMUNITY AND RESOURCES COMMITTEE MEETING - 18 JUNE 2018 113 COMMUNITY AND RESOURCES COMMITTEE MONDAY 18 JUNE 2018

8. CONFIDENTIAL ITEM

CR18.110 INSURANCE TENDER 2018/19

9. CLOSURE

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