CITY OF PALMERSTON
Notice of Council Meeting To be held in Council Chambers, Civic Plaza, Palmerston On Tuesday, 21 October 2014 at 6:30pm
AGENDA
Audio Disclaimer An audio recording of this meeting is being made for minute taking purposes as authorised by City of Palmerston Policy MEE3 Recording of Meetings, available on Council’s Website.
1. PRESENT
2. APOLOGIES
3. CONFIRMATION OF MINUTES
RECOMMENDATION
1. THAT the minutes of the Council Meeting held Tuesday, 7 October 2014 pages 7635 to 7648, be confirmed.
2. THAT the Confidential minutes of the Council Meeting held Tuesday, 7 October 2014 pages 158 to 159, be confirmed.
4. MAYOR’S REPORT M8-02
5. REPORT OF DELEGATES
6. QUESTIONS (WITHOUT DEBATE) FOR WHICH NOTICE HAS BEEN GIVEN
7. QUESTIONS (WITHOUT DEBATE) FOR WHICH NOTICE HAS NOT BEEN GIVEN
7.1 Development of Durack Heights
Questions raised by Alderman Carter to the Director of Technical Services at the Council Meeting held on 7 October 2014:-
“When can we expect a proposal from CIC with regards to the management of Public Land at The Heights Durack?”
7.1 Development of Durack Heights (continued)
The Director of Technical Services provided the following response:-
“Currently Council has approved two public parks and two native bush buffer zones in The Heights, Durack subdivision. These areas are shown in Green on the attached plan.
As stages roll out at The Heights, Durack additional open space areas will be considered.”
8. PETITIONS
9. DEPUTATIONS / PRESENTATIONS
9.1 City Centre Development Identity
10. CONSIDERATION OF MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN
11. COMMITTEE RECOMMENDATIONS
11.1 Governance and Organisation
THAT the minutes from the Governance and Organisation Committee meeting held on 9 October 2014 be received and noted and that Council adopts the recommendations made by the Committee and accordingly resolves as follows:
11.1.1 Tree Risk Assessment Manual GOC/0141
THAT Council approves the production of a Tree Risk Assessment Manual and that costs are assessed at the first budget review.
11.1.2 City Car Parking Advisory Group – Terms of Reference GOC/0143
1. THAT Council adopt the Terms of Reference in Attachment B to Report Number GOC/0069.
2 THAT the Chief Executive Officer recruits for membership of the City Centre Car Parking Advisory Group.
11.2 Economic Development and Infrastructure
THAT the minutes from the Economic Development and Infrastructure Committee meeting held on 9 October 2014 be received and noted and that Council adopts the recommendations made by the Committee and accordingly resolves as follows:
11.2.1 Contract TS2014/05 Lakeview Boulevard Reconstruction EDI/0221
1. THAT Council award Contract TS 2014/05, Lakeview Boulevard Reconstruction to JLM Civil Works Pty Ltd for $181,463.75 ex GST.
2. THAT Council approves an additional $38,382 for the Lakeview Boulevard reconstruction project.
3. THAT the Mayor and Chief Executive Officer sign and seal all contract documentation for Contract TS2014/05, Lakeview Boulevard Reconstruction.
11.2.2 Street naming Zuccoli Stage 2 (Mitchell Creek Green) EDI/0223
THAT Council supports the Place Naming theme of Native Flora for Zuccoli Stage 2 and in particular the following names:
1. Feathertop 2. Bluegrass 3. Blackspear 4. Rivergrass 5. Canegrass 6. Limestone 7. Haresfoot 8. Tassel 9. Comet 10. Myrtlewood 11. Sandstone 12. Sandpaper 13. Paperbark 14. Corkwood 15. Lilypily 16. Gooseberry 17. Leadwort 18. Turkeybush 19. Lasiandra
11.3 Community Culture and Environment
Nil
11.4 Internal Audit Committee
THAT the minutes from the Internal Audit Committee meeting held on 6 October 2014 be received and noted.
12. INFORMATION AGENDA
12.1 Items for Exclusion
12.2 Receipt of Information Reports
RECOMMENDATION
THAT the information items contained within the Information Agenda, be received.
12.3 Officer Reports
12.3.1 Action Report 8/0564 12.3.2 Chief Executive Officer – Recent Activities 8/0569 12.3.3 Professional Development Allowance – Alderman Byrne 8/0570
13. DEBATE AGENDA
13.1 Officer Reports
13.1.1 Financial Report for the month of September 2014 8/0565 13.1.2 Street Naming – The Height Durack, Stages 5-9 8/0566 13.1.3 Internal Audit Committee – Independent Representative Sitting Fee 8/0567 13.1.4 Proposed Traffic Signals at the Intersection of Roystonea Avenue and The Boulevard 8/0568 13.1.5 City Centre Public Open Space – Consultation Proposal 8/0571
14. CORRESPONDENCE
15. PUBLIC QUESTION TIME At the invitation of the Chair
16. OTHER BUSINESS – ALDERMAN REPORTS
By-law 14(8) provides that the Chairman must not accept a motion without notice if the effect of the motion would, if carried, be to incur expenditure in excess of $1,000 unless
a) the motion relates to the subject matter of a committee’s or sub committee’s recommendations (as the case may be, or an officer’s report that is listed for consideration on the business paper; or b) the matter is urgent
17. CONFIDENTIAL REPORTS
Nil
18. CLOSURE
Ricki Bruhn Chief Executive Officer
Any member of Council who may have a conflict of interest, or a possible conflict of interest in regard to any item of business to be discussed at a Council meeting or a Committee meeting should declare that conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same. ITEM NO. 4 Mayor's Report FROM: Ian Abbott REPORT NUMBER: M8-02 MEETING DATE: 21 October 2014
Summary:
My report provides Council with an update on recent meetings or events of interest to Elected Members.
General:
Wednesday, 1 October 2014
8.30am Community, Culture and Environment Committee Meeting
Thursday, 2 October 2014
7.30am Smith Family Supporters’ breakfast 9.50am Radio Interview with Territory FM - scheduled
Friday, 3 October 2014
9.00am Odd Socks Day BBQ Breakfast
Monday, 6 October 2014
3.00pm Media Catch Up with Communications Officer and CEO 4.30pm Internal Audit Committee Meeting
Tuesday, 7 October 2014
4.00pm JP Service 4.30pm NT Major Projects Conference Presentation Review with CEO 6.30pm Council Meeting
Wednesday, 8 October 2014
10.15am Radio Interview 360 with Pete Davies - scheduled
Thursday, 9 October 2014
8.30am NT News and Sunday Territorian Pride of Australia Medal 2014
Saturday, 11 October 2014
9.00am Silly Sausage Book Launch and meet Author Lauren Holmes 11.30am Vanguard Homes Birthday Party
Sunday, 12 October 2014
5.30pm 52nd Australia-Japan Joint Business Conference Monday, 13 October 2014
8.40am Formal Parade for the Changeover of Brigade Commanders 3.00pm JP Service
Tuesday, 14 October 2014
3.00pm Television Interview for ABC 3.30pm Media Catch Up with Communications Officer and CEO 5.10pm Radio Interview for ABC The Drive
Wednesday, 15 October 2014
6.30am Ride2Work Breakfast
RECOMMENDATION
THAT Council receives Report Number M8-02
Recommending Officer: Any queries on this report may be directed to Ian Abbott on telephone (08) 8935 9911 or email [email protected]
Schedule of Attachments:
Nil Item 7.1 Attachment
ITEM NO. 12.3.1 Action Report
FROM: Chief Executive Officer REPORT NUMBER: 8/0564 MEETING DATE: 21 October 2014
Municipal Plan: 4. Governance & Organisation 4.3 People We value our people, and the culture of our organisation. We are committed to continuous improvement
Summary:
Provided with this report are individual action items outstanding from previous Council Meetings:
Dec # Task Date Matter Action Update
Palmerston CBD Masterplan to Draft plan currently being NT Planning 8/0104 5/06/2012 be incorporated into the NT finalised by Roberts Day / Scheme Planning Scheme. Elton Consulting.
Cost Estimates have been DTS to conduct a feasibility received. Estimates are to be Yarrawonga study for a joint development 8/0738 20/08/2013 further staged. Expect report Land Proposal across Lots 9542 & 9543 with to the December EDI the lessee of Lot 9542. meeting.
Site possession granted to Design and project management Norbuilt on 5th September Real Housing contract awarded to Thinc. 2014. 8/0787 17/09/2013 for Growth Agreement to lease with the Norbuilt commenced Project CEO Department of Housing construction. Building pads has been executed. underway.
Letter received 9/04/2014 Discuss with NT Government on advising investigations are acquiring the Tourist currently being undertaken to 8/0847 19/11/2013 TC Zone Land Commercial (TC) Zone land – inform the potential release of Part Lot 8405 this site including servicing and development options. Irwin Consultants have completed the building compliance check noting that Development Expression of Interest for the there are no issues with the of Lot 10029 development of Lot 10029 and 8/0879 11/12/2013 proposed subdivision. and Part Lot Part Lot 9608 be prepared for Application for 9608 Council approval. consolidation/subdivision lodged with DCA Land Valuation underway.
An EOI to be brought to Council Expression of Council considering further as for the development of Lot Interest – part of the car parking 10024 and part Lot 9609 with Development strategy. 8/0899 14/01/2014 the purpose being for the of Lot 10024 Other potential uses for this provision of public car parking and Part Lot site are currently being combined with a mixed use 9609 investigated by staff. development comprising of retail, commercial or residential.
Guidelines placed on hold Draft guidelines to undergo a Palmerston pending the outcome of the Level 3 public consultation for a Draft NTG guideline development. 8/0946 18/02/2014 minimum period of six weeks, to Subdivision A further report will be include a community / industry Guidelines presented to Council shortly forum. on this matter.
Car Parking 8/0949 18/02/2014 Contribution Matter on the table Plan Update
Letter sent to the Dept. of Housing, Local Government CEO to seek Ministerial and Regional Services. dispensation pursuant to Clause Expecting a response week Marlow 30 (1) (b) of the Local beginning 22 September. 8/0976 18/03/2014 Lagoon Toilet Government (Accounting) Dept. has advised that the Block Regulations for the requirement response will be forwarded to call tenders. week commencing 29 September 2014. Self cleaning toilet has been placed on order. Traffic Management – Lakeview Tenders are to be called for the Contract awarded – 8/1030 15/04/2014 Boulevard, construction of works. Completed. McPhee Place and Bryant Terrace
Parking strategy, traffic City Centre Roberts Day to undertake the assessment, and Public Parking Parking Strategy and Public Realm Strategy drafts 8/1074 20/05/2014 Strategy and Realm Strategy in accordance received. Comments from Subdivision with their fee proposal dated 14 staff are being considered by Guidelines March 2014 subject to funding the consultant. being identified.
Council to enter into a
Reconstruct memorandum of understanding Drawings approved. 8/1126 17/06/2014 Radford Road regarding the use of any Project is out to Tender.
contractor security held by LDC.
Council to seek a proposal from Roberts Day for urban design advice and to project manage and the planning, design and documentation of the upgrade Goyder and integration of the Michels Warren Munday have Square – 8/1126 17/06/2014 Palmerston City Centre public been engaged to assist with Overall Design open space areas of Frances the public consultation. Concept Mall, Goyder Square, the section of Palmerston Circuit to be closed, Water Tower Park and the Woolnough Place car park.
Staff to provide a response in relation to the issues raised by Letter put to the Internal Audit Interim Audit UHY Haines Norton Chartered Committee meeting held on 6 8/1128 17/06/2014 Management Accountants from their letter October 2014, for Council Letter dated 20 May 2014, the Interim approval 21 October 2014. Audit Management Letter.
Officers to investigate funding Smoke Free Report to November EDI 8/1169 15/07/2014 options for the promotion of non- Areas meeting. smoking signs.
Policy GSTV01, commercial Community usage report and the signs code Workshop scheduled on 19 8/1169 15/07/2014 Group Access to be discussed at a workshop August 2014. Policy of full Council.
Tenders and Purchasing Policy to reflect changes to the Tender Tender Procedure approved policy Evaluation Procedure as 8/1206 19/08/2014 Evaluation amendments to November endorsed by the Committee and Procedure GOC meeting. forward the policy to Council for consideration.
CEO to seek further clarification Palmerston Awaiting reply to letter sent to from the NT Government on 8/1235 02/09/2014 Sporting the Dept. of Sport, Recreation their proposal to transfer Grounds and Racing. ownership and management of sporting facilities in Palmerston.
For the following be established and implemented prior to the commencement of the 2014/15 wet season utilising existing resources:-
- A register of all secured drains be established and maintained;
- All drains on the register be inspected specifically and Secured pit register is Coronial regularly not less than twice 8/1262 23/09/2014 underway, estimated to be Inquest a year (including once during completed end of October. the wet season) to review the integrity of the drain, its cover and that of all bolts and other fixings securing it;
- The results of each such inspection be recorded;
- Any maintenance and repairs undertaken be recorded and checked for satisfactory workmanship.
Electoral Council to undertake a further Awaiting changes back from 8/1281 7/10/2014 Review round of public consultation. Craig Rowe.
Access to the Mayor’s Council Mayor’s 8/1289 7/10/2014 Diary to be provided to all In progress Council Diary Elected Members. Mayor and the chairs or delegate of the three Standing Quarterly Committees be established to Meetings with meet with senior Ministers of the NT NT Government on a quarterly 7/10/2014 In progress 8/1290 Government basis to seek financial support Senior and provide updates on projects Ministers and initiatives associated with the Palmerston City Centre Master Plan. CEO to submit a funding National application pursuant to the 8/1291 7/10/2014 Stronger National Stronger Regions Fund Regions Fund for the redevelopment of Goyder Square. CEO to forward a letter to MLA Christmas Lia Finocchiaro in response to 8/1292 7/10/2014 Decorations in her correspondence dated 2 Completed Palmerston October regarding Christmas Decorations in Palmerston. Report to be prepared on how Palmerston 8/1293 7/10/2014 the Palmerston Markets Markets operate.
RECOMMENDATION
THAT Council receives Report Number 8/0564.
Recommending Officer: Ricki Bruhn, Chief Executive Officer
Any queries on this report may be directed to Ricki Bruhn, Chief Executive Officer on telephone (08) 8935 9902 or email [email protected]
Schedule of Attachments:
Nil
ITEM NO. 12.3.2 Chief Executive Officer – Recent Activities
FROM: Chief Executive Officer REPORT NUMBER: 8/0569 MEETING DATE: 21 October 2014
Municipal Plan: 4. Governance & Organisation 4.1 Responsibility
We are committed to corporate and social responsibility, the sustainability of Council assets and services, and the effective planning and reporting of Council performance to the community.
Summary:
To provide a summary of activities recently undertaken by the Chief Executive Officer.
Background:
Nil
General:
I advise Council of the following activities:-
- 6 October 2014 – Along with the Mayor and the Director Corporate and Community Services, a brief meeting was held with Michael Coombes to receive an update on the Gateway project. Staff is working with their civil contractors to progress the design work for the upgrade of The Boulevard.
- 8 October 2014 – I provided an update to council staff on key decisions made by council at last night’s meeting. This occurs after each council meeting and provides staff with early notification of decisions to enable implementation to occur on a timely basis.
- 9 October 2014 – I met with Trent Alston (Head of Real Estate Challenger Investment Partners) to provide an update on the development occurring within Palmerston, including future development opportunities within the Municipality.
- 10 October 2014 – Along with Senior Staff, I participated in discussions with representatives from Boab Design to view initial branding designs for the CBD. These will be presented to Council for consideration with a view to a new brand being incorporated specifically for the CBD. - 10 October 2014 – I attended the 2014 Urban Development Institute of Australia NT Awards Dinner at the Darwin Convention Centre. Local projects including “The Heights” Durack were acknowledged and will now compete for the National Awards. This is the first year UDIA-NT has held these Awards.
- 14 October 2014 – Along with the Director Technical Services, I attended court for the release of the Coroner’s Findings for the inquest into the death of Richard Baird. A copy of this document has been forwarded to all Elected Members for information.
- 14 October 2014 – I attended a Palmerston Regional Business Association (PRBA) function which included a visual celebration of 20 years in the Palmerston Business Community. This provided an excellent opportunity to network with developers, business operators and government representatives.
Other meetings attended included:-
- 1 October Community, Culture & Environment Committee - 6 October Internal Audit Committee Meeting - 7 October Council Meeting - 9 October Governance & Organisation Committee - 9 October Economic Development & Infrastructure Committee - 13 October Manex (Management) Meeting
Financial Implications:
Nil
RECOMMENDATION
THAT Council receives Report Number 8/0569.
Recommending Officer: Ricki Bruhn, Chief Executive Officer
Any queries on this report may be directed to Ricki Bruhn, Chief Executive Officer on telephone (08) 8935 9902 or email [email protected].
Schedule of Attachments:
Nil ITEM NO. 12.3.3 Professional Development Allowance – Alderman Byrne
FROM: Chief Executive Officer REPORT NUMBER: 8/0570 MEETING DATE: 21 October 2014
Municipal Plan: 4. Governance & Organisation 4.4 Systems We are committed to ensuring the systems and processes of Council support the organisation in delivering the best possible services to the community
Summary:
The Chief Executive Officer has approved Alderman Byrne’s request to allocate his professional development allowance to attend the Local Government Internal Audit Forum being held 6 November 2014 in Sydney.
Details of the forum have been attached for information.
Background:
The elected members facilities and benefits policy supports attendance by elected members to local and interstate seminars following submission and approval of the application. There has been other arrangements also approved involving specific educational training.
Financial Implications:
Elected Members Professional Development Allowance is set at $3,567 for the 2014/15 financial year. Alderman Byrne has the full allowance available.
Estimated costing for attending the conference is:-
Registration $ 840 Flights $ 620 Accommodation $ 200 Transfers & Incidentals $ 150
Total $1,810 Policy / Legislation:
EM02 – Elected Members Benefits and Support Policy
4.1.3 A Professional Development Allowance is paid to members to attend appropriate and relevant conferences or training courses which sustain the professional competence of members. Prior approval from the CEO is required to access this allowance.
RECOMMENDATION
THAT Council receives Report Number 8/0570.
Recommending Officer: Ricki Bruhn, Chief Executive Officer
Any queries on this report may be directed to Ricki Bruhn, Chief Executive Officer on telephone (08) 8935 9902 or email [email protected].
Schedule of Attachments:
Attachment: Local Government Internal Audit Forum Program
Local Government Internal Audit Forum Thursday, 6 November 2014 SMC Conference & Function Centre 66 Goulburn Street, Sydney
Growing internal audit’s strategic value
Local Government Internal Audit Forum 1 Program overview
Local government may not necessarily be at a crossroads, but more so at a holding point as past reforms find their way into implementation. The ongoing discussions around budget constraints have been joined by concerns around emerging risks and others which impact on the overall performance of local government organisations.
This puts the focus of internal audit firmly in the spotlight on how its role is still evolving and how can it add greater strategic value within the local government sector.
Taking the theme of “growing internal audit’s strategic value”, our annual Local Government Internal Audit forum will address how a robust internal audit function can support councils during these uncertain times, whilst effectively servicing the needs of local communities. Key areas that will be discussed include, risk management and building resilience; strengthening leadership and performance; managing new technology risk; effective asset management; pursuing better procurement practices; and reshaping the internal audit function to deliver strategic value.
The program will be presented through a variety of technical and interactive discussion sessions which will be delivered by senior local government executives, audit committee members, local government practitioners and technical experts. It will deliver practical strategies and insights across all the governance stakeholders in the local government sector including, mayors, general managers, councillors, audit committee members and internal audit, risk, compliance and governance managers.
I encourage you and your stakeholders to attend our 6th annual Local Government Internal Audit forum and take the opportunity to network, learn and discuss how all local government stakeholders can benefit from growing internal audit’s strategic value.
Stephen Horne CFIIA CIA CGAP CRMA President IIA-Australia
Principal Sponsor Major Sponsors Thursday 6 November 2014
8.30am – 8.55am REGISTRATION AND ARRIVAL REFRESHMENTS 8.55am – 9.00am WELCOME AND OPENING REMARKS 9.00am – 9.35am SESSION 1 Strengthening local government leadership and performance Strong local government leadership remains as important as ever in a time of budget constraints and community expectations. In this session we will explore: •• Various leadership approaches that have proven effective in local government settings •• Creating the right organisational culture to foster better performance •• Integrating risk and business-critical functions to drive internal outcomes •• Future challenges that will impact on council effectiveness Lindy Hyam, General Manager, Singleton Council 9.35am – 10.25am SESSION 2 The regional organisation model for efficient resource sharing and service delivery Local government regional organisations have demonstrated the effectiveness of a streamlined approach to operations and services. This collaborative and cooperative model will be highlighted in terms of: •• Achieving economies and efficiencies - Specific examples across councils and divisions •• Cost-effective service delivery •• Governance and financial outcomes •• Implications for government operations into the future Roger Stephan, Chief Executive Officer, Hunter Councils 10.25am – 10.55am MORNING NETWORKING BREAK 10.55am – 11.45am SESSION 3 Resilience – The 4th line of defence A dynamic approach to risk management is possible – one that builds organisational resilience and incorporates the expertise of all government functions including internal audit. This case study will cover: •• What is organisational resilience? •• Implementing and adjusting your risk appetites •• Maximising opportunities by taking calculated risks •• Going beyond compliance - Compliance verses survival Pete Gervasoni, Risk Manager, City of Ballarat Imogen Stockton, PhD Student, Federation University 11.45am – 12.45pm SESSION 4 The internal audit of tomorrow - What defines risk management quality in local government? The traditional control and compliance remit of internal audit has now been broadened to accommodate other discussions around performance management and business effectiveness. In a complex local government environment, where should internal audit be adding its most value? In this lively panel debate we will offer internal and external commentary on: •• The shape of risk management in local government - Is it right and is it still evolving? •• Do local councils actually understand all the legislation and regulations they must comply with and how do they incorporate them into their policies, procedures, and understanding of risk, particularly if there are areas of non-compliance? •• Are internal auditors being utilised to their full potential? If not, why and where should it change? •• Maintaining a strong risk culture for the long-term •• Governance structures/make up of audit committee skills Panel members: Steve Kent MIIA(Aust), Principal, Audit, BDO John Gordon MIIA(Aust), Audit Committee Member, Warringah Council Kylie McRae CMIIA CIA, Director Internal Audit, South Eastern Sydney Local Health District; Chair, Audit & Risk Committee, Wollongong City Council; and Chair, Governance, Risk and Audit Committee, Shellharbour City Council Cheryle Burns, Business Assurance & Risk Manager, Woollahra Municipal Council
12.45pm – 1.45pm NETWORKING LUNCH 1.45pm – 2.30pm CONCURRENT SESSION 5 5A Adding strategic value via internal audit In local government the internal auditor can act as an internal management consultant, adding strategic value across divisional lines and supporting long-term objectives. We will analyse: •• Specific examples of the “strategic auditor“ in action •• Internal audit service options •• The relationship between internal audit and finance – A closer look at the dynamics •• “Auditing” the auditor approach – How is the internal audit function changing in local government and how can it grow its importance? Juliette Hall MIIA(Aust), Corporate Internal Auditor, Sutherland Shire Council
Local Government Internal Audit Forum 3 5B Best-practice procurement and probity In this session we will dissect the key procurement and probity activities undertaken in local government, in the context of: •• Contract management and tendering - Current issues •• Accessing and utilising procurement resources •• Ensuring transparency and accountability •• Effective probity process and outcomes •• What are the reporting lines of probity advisors and how best can they function? Phill Scott, Contracts Manager, Local Government Procurement 2.30pm – 3.15pm CONCURRENT SESSIONS 6 6A Reinvigorating internal audit and providing essential insights As government goes through change processes, so too does internal audit need to do its own “spring cleaning” and be ready for new challenges. We will cover: •• Evaluating your audit function and understanding the business functions needs •• Being respectful of the past •• Increasing the recognition of internal audit at executive level •• Practical measures and benefits of a strengthened internal audit function Bronwyn Davies CIA MIIA(Aust), Head of Internal Audit, Sydney Trains and previous Independent Chair, Audit & Risk Committee, Southern Downs Regional Council
6B Cloud computing and mobile devices in local government Much as in the commercial world, cloud-based and mobile computing applications are having a revolutionary impact on government services. In this session we will identify: •• Why the Cloud? Why mobile computing? – Key drivers and technologies influencing adoption of Cloud and mobile computing •• Who is using these technologies and what are they doing? – Early adopters and their application of these technologies •• What benefits are being realised and what perceived benefits are not? •• How is this impacting security and risk management – What are the implications for auditors? •• What are the risks of not implementing these new technologies? Ben Dornier, Director of Corporate and Community Services, City of Palmerston 3.15pm – 3.45pm AFTERNOON NETWORKING BREAK 3.45pm – 4.30pm CONCURRENT SESSIONS 7 7A State of play, risk management in 2014 - How far have we come? This session will provide an overview of the state of play on risk management practices in the local government sector. Key questions to be addressed include: •• Has there been any progress/change in the approach of councils to risk management? •• What are the barriers to implementing effective risk management? •• Which risk areas are councils managing well and which ones not so well? •• Has the introduction of internal audit committees made a difference? •• What is the overall maturity level of risk management within local government at the moment? Mitchell Morley MIIA(Aust), Director, InConsult
7B Asset management - Using engagement to improve results The complexity of asset management requires innovative methods to engage internal and external stakeholders, which leads to improvement across the board. We will explain: •• Technology and documentation methods to improve the asset management approach •• Communicating accountabilities in a manner that increases engagement •• Meeting future asset management challenges through strong internal preparedness Anthony Ogle, Manager Assets, City of Ryde 4.30pm – 5.15pm SESSION 8 Creating a vibrant local government sector into the future Whilst we can’t predict the future with total certainty, we can start planning for the trends and changes which are already brimming beneath the surface for local government. In this final session Annalisa Haskell will provide her insights on the current state of play in the local government sector and aspirations for the future. Her key points of focus will be: •• The reform agenda - Where we are now, and where we hope to be •• The implications on operational effectiveness - What is the research telling us about councils? Annalisa Haskell, Chief Executive Officer, Local Government Professionals Australia, NSW 5.15pm – 5.20pm CLOSING REMARKS 5.20pm – 6.00pm NETWORKING DRINKS
4 Local Government Internal Audit Forum Pre-forum Workshop 1.00pm - 5.00pm – Wednesday, 5 November 2014
AUDIT COMMITTEE ESSENTIALS – A TOOLKIT TO AUDIT COMMITTEE EFFECTIVENESS The course will address the peculiar professional development needs of audit committees. It will provide relevant value to audit committee chairs and members as well as those involved in the administration of audit committees, including senior management, secretariats, internal audit, risk and compliance specialists. This workshop has been developed by one of Australia’s preeminent auditing specialists, Bruce Turner, who combines both extensive chief audit executive and audit committee know-how to deliver a practical learning experience. Key learning objectives: •• Distinguish relevant legislative and regulatory requirements •• Understand the role and emerging expectations of contemporary audit committees •• Appreciate techniques for running effective audit committee meetings •• Drive the key governance features of audit, risk management and compliance •• Adopt a three-pillars approach for measuring and reporting audit committee’s contribution •• Recognise ‘leading practice’ opportunities to embrace practical tips and tools The learning experience will be delivered through six interactive topics areas that combine the theory and practice of audit committees with case studies, exercises, and reflective thinking.
•• Legislative and regulatory requirements •• Role and emerging expectations of contemporary audit committees •• Techniques for running effective audit committee meeting •• Key governance features of audit, risk management and compliance •• Three-pillars approach for measuring and reporting audit committee’s contribution •• Practical tips and tools in ensuring good risk, control and governance practices
Workshop facilitator: Bruce Turner CFIIA CGAP CRMA Bruce is one of the preeminent audit specialists in Australia. He has achieved global, national and local awards in recognition of his contribution to the auditing profession. He is currently the chairman of several prominent audit and risk committees, and is the immediate past Chairman of the audit and risk committees of the NSW Department of Premier & Cabinet (covering the Office of Local Government) and Wyong Shire Council. Bruce established an exemplary track-record as a transformational Chief Audit Executive (CAE). In the decade prior to his retirement Bruce led the internal auditing activities for several large Australian entities to achieve ‘world class’ level. He retired as CAE at the Australian Tax Office in 2012. His senior executive roles have spanned the banking and finance, manufacturing, transport, and energy sectors. Bruce is currently a director of the Board of IIA-Australia, and chairman of its audit committee. He is international chairman of the IIA’s Global Public Sector Committee that provides thought leadership and produces better practice guidance publications across the world. Bruce is well-credentialed as a Certified Fellow Internal Auditor in Australia, Certified Government Auditing Professional, Certified in Risk Management Assurance, Certified Fraud Examiner, Certified Information Systems Auditor, Member Australian Institute of Company Directors, Fellow Financial Services Institute of Australasia [Formerly the Banker’s Institute], Fellow Institute of Public Accountants, and Fellow Australian Institute of Management.
Local Government Internal Audit Forum 5 How to register
Online Registration Register online at www.iia.org.au and follow Local Government Internal Audit Forum 2014 Fees the prompts. Each delegate must complete a Early Bird register before 10/10/2014 separate online registration form. Please note this is a secure website. Early Bird – Member & LGIAN $670 Early Bird – Non-Member $790
Early Bird – Group* (per delegate) $625
Standard register after 10/10/2014 Standard – Member & LGIAN $720 Registration forms Standard – Non-Member $840 Alternatively registration forms can be Standard – Group* (per delegate) $675 returned by fax +61 2 9264 9240, email: [email protected], or mailed to: Pre-forum Workshop PO Box A2311, Sydney South, NSW 1235, Australia. Forum Attendee – Member & LGIAN $300 IIA-Australia members must be financial at Forum Attendee – Non-Member $400 the time of registration to be eligible for the Workshop only – Member & LGIAN $350 member rate. Please complete and return the registration Workshop only – Non-Member $450 form along with full payment. Each delegate must complete a separate registration form. * Three or more delegates from the same organisation booking and paying at the same time. Each delegate must complete a separate registration form. Conference fees All fees are quoted in Australian Dollars and Schedule and General Changes are inclusive of the 10% compulsory goods IIA-Australia endeavours to ensure that accurate information is contained in this brochure at time of printing, and services tax (GST). however program content, speakers and information within this brochure are subject to change without notice. At times it might be necessary to cancel or reschedule a Forum after receipt of the confirmation letter. IIA-Australia will provide advance notice of such changes, and in doing so will not be responsible for penalties related to the cancelling or rescheduling of airfares, lodging, etc. Liability/Disclaimer To the extent permitted by law, IIA-Australia is not responsible for the actions, advice or representations of delegates and speakers of the Local Government Internal Audit Forum. In completing the registration form, the delegate indemnifies IIA-Australia for any direct, indirect or consequential loss or damage in connection with any personal accidents, losses or damage to the personal property of delegates and any later substitutes. It is strongly recommended that delegates take out adequate medical, travel and personal insurance prior to commencement of the forum and travel.
6 Local Government Internal Audit Forum Local Government Internal Audit Forum 2014 Registration form and tax invoice 6 November 2014, SMC Conference & Function Centre, Sydney, Australia
1. PROVIDE PERSONAL DETAILS – Please use block letters
Title Prof Dr Mr Mrs Ms Miss Other Family name Pre-forum Workshop Forum Attendee – Member & LGIAN Given name $300 Forum Attendee – Non-Member $400 Postnominal CMIIA® CIA® CCSA™ CGAP™ Workshop only – Member & LGIAN $350 CFSA™ CRMA™ Other Workshop only – Non-Member $450 Position TOTAL REGISTRATION FEES $
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Office Use Only Cheque $ Credit card $ Entered Date Comments ITEM NO. 13.1.1 Financial Report for the month of September 2014
FROM: Director of Corporate and Community Services REPORT NUMBER: 8/0565 MEETING DATE: 21 October 2014
Municipal Plan: 4. Governance & Organisation 4.1 Responsibility We are committed to corporate and social responsibility, the sustainability of Council assets and services, and the effective planning and reporting of Council performance to the community
Summary:
Financial Report for the month of September 2014.
Background:
The Local Government (Accounting) Regulations, prescribes that:
18 Financial reports to council (1) The CEO must, in each month, lay before a meeting of the council a report, in a form approved by the council, setting out: (a) the actual income and expenditure of the council for the period from the commencement of the financial year up to the end of the previous month; (b) the forecast income and expenditure for the whole of the financial year. (2) The report must include: (a) Details of all cash and investments held by the council (including money held in trust); (b) a statement on the debts owed to the council including the aggregate amount owed under each category with a general indication of the age of the debts; (c) other information required by the council. If a council does not hold a meeting in a particular month, the report is to be laid before the council committee performing the council’s financial functions for the particular month.
General:
Financial Officers provide year to date financial information for the month ended 30 September 2014. Financial Implications:
Nil
RECOMMENDATION
THAT Council receives Report Number 8/0565.
Recommending Officer: Ben Dornier, Director of Corporate and Community Services
Any queries on this report may be directed to Ben Dornier, Director of Corporate and Community Services on telephone (08) 8935 9976 or email [email protected].
Schedule of Attachments:
Attachment: Financial Management Report – September 2014
ITEM NO. 13.1.2 Street Naming – The Heights Durack, Stages 5-9
FROM: Director of Technical Services REPORT NUMBER: 8/0566 MEETING DATE: 21 October 2014
Municipal Plan:
3. Environment & Infrastructure
3.2 Assets and Infrastructure
We are committed to maintaining and developing community assets and infrastructure which meet the needs of our community
Summary:
This report seeks Council endorsement for the street names proposed for The Heights Durack, Stages 5-9 subdivisions.
General:
The Place Names Committee received a proposal from the Developer, CIC Australia, for naming five new streets in Stages 5-9 of The Heights Durack subdivisions. The committee considered the proposal and agreed to recommend the following names at its 192nd meeting.
1. King Street 2. O’Loughlin Street 3. Tambling Street 4. Teece Street 5. Thomson Street
The background information on the proposed names is contained in the letter from the Place Names Committee in ATTACHMENT A. The Committee has also provided a copy of the road layout plan of the subdivisions ATTACHMENT B.
Financial Implications:
Nil
Legislation / Policy:
Place Names Policy.
RECOMMENDATION
1. THAT Council receives Report Number 8/0566.
2. THAT Council endorses the following street names for The Heights, Durack Stages 5 to 9.
King Street O’Loughlin Street Tambling Street Teece Street Thomson Street
Recommending Officer: Mark Spangler, Director of Technical Services
Any queries on this report may be directed to Mark Spangler, Director of Technical Services on telephone (08) 8935 9958 or email [email protected].
Author: Jeetendra Dahal, Technical Services Manager.
Schedule of Attachments:
Attachment A: Place Names Committee’s letter with the list of proposed street names.
Attachment B: Road layout plan of The Heights Durack, Stages 5-9 subdivisions.
Attachment C: Place Names Policy.
ATTACHMENT A Place Names Committee for the Northern Territory
Telephone (08) 8995 5333 3rd Floor NAB House Facsimile: (08) 8995 5365 71 Smith Street E-mail: [email protected] GPO Box 1680 Web: www.placenames.nt.gov.au Darwin NT 0801
Our ref: 2014/0020
Mr Ricki Bruhn Chief Executive Officer City of Palmerston Council PO Box 1 Palmerston NT 0831
Dear Mr Bruhn
Durack – “The Heights” – Naming of roads in Stages 5 - 9, Town of Palmerston
The Place Names Committee (the Committee) has been asked by Developers, CIC Australia, to name five new roads in Stages 5 - 9 of “The Heights” subdivision in Durack, Town of Palmerston. The Developer requested access to the Reserve List (the Committee’s pre-approved list of names suitable for commemoration in Northern Territory place names) to select from.
At its 192nd meeting, the Committee considered the Developer’s naming proposal and recommended the following names for five new roads:
King Street named after Elsie Muriel King who was born in Bairnsdale Victoria in 1886. After completing her nursing training at Sale Hospital, she joined the Army Nursing Services. She served at Salonika and Egypt from 1916 - 1919. In 1922 she joined the Australian Inland Mission (AIM) and travelled to the Northern Territory by ship. She served at Victoria River Downs and made many hazardous journeys on horseback to nurse the injured and deliver babies. In 1925 Elsie was Matron at the Half Caste Home at Pine Creek and then transferred to the Bungalow Alice Springs caring for 140 children. She was then appointed to Channel Island Leprosarium in 1936. Elsie was made a Member of the British Empire (MBE) in 1938 for her services to nursing. She was unwell in Darwin hospital when the Japanese bombed in February 1942. She then left Darwin by train and convoy, eventually reaching Brisbane. She passed away in Brisbane in June 1942;
O’Loughlin Street named after Rev John Patrick O'Loughlin who was born in 1911. He worked in a missionary in New Guinea prior to becoming Bishop of Darwin in 1949 until 1985. Over this time, he had a major role in expanding the Church throughout the Northern Territory. Bishop O'Loughlin established numerous Parishes including Tennant Creek in 1953, Katherine and Nightcliff in 1969, Nhulunbuy, Casuarina and Jabiru in 1981, and Sanderson in 1982. He was also the authority for building the current St Mary's Star of Sea Cathedral in Darwin between 1958 and 1962; ATTACHMENT A
Tambling Street named after Tom Tambling who was born in Humpty Doo in the late 1940s early 1950s period, and had many children who continue to contribute actively in industry in Kakadu Ranger Uranium Mine rehabilitation among others. Tom worked for the CSIRO (Commonwealth Science and Industrial Research Organisation) Research Station at Middle Point and was also the first president of the Wairuk Association formed in the mid-1970s to build the community at Humpty Doo. He died very suddenly in the mid-1980s before he was able to achieve his full potential;
Teece Street named after Cecil (Ces) William Teece (1919-2006) who was born in Selwyn, Queensland. He spent his youth as a prospector, miner, roustabout, stockman, drover and horse-breaker. His droving work took him throughout the top end of Australia (including the Northern Territory). When WWII broke out, Cecil joined the Australian Imperial Forces. He served from December 1941 until February 1946 and spent 797 days of this overseas. After the war Cecil and his new wife, Lorna, spent some time in Perth. However, they soon moved back to the outback and he obtained work as a horse-breaker at Alexandria (a Northern Territory cattle station that spanned 11,994 square miles). After this he worked on other stations in the Territory, including Rockingham Downs, Banka Banka, The Elsey and Anthony's Lagoon, in various positions from head stockman to overseer. When working at Anthony's Lagoon (150 miles east of Newcastle Waters), Cecil was determined to run his own station. He obtained a lease from the Government for Rosie Creek run (located between McArthur and Limmen Rivers, 150km east of Borroloola). He set out from Anthony's Lagoon with 45 horses, an old truck, his three young children and wife, and two workmen. The journey was tough going and took them seven months to reach Rosie Creek run. They travelled through rugged and isolated land, getting bogged numerous times and crossing many crocodile infested rivers. They spent several years at Rosie Creek run, building their cattle station from scratch. Cecil also discovered large mineral deposits on his land, but was never able to get enough interest to make it profitable. His main priority was his family and the cattle station. However the isolation and poor access (no road) to Borroloola, made it difficult to transport stock. They conceded and left the station for a job offer in Queensland. The family later returned to the Northern Territory in 1962, when they purchased Mt Ringwood (309 square miles, near Adelaide River). They started from scratch again and developed the land into a profitable cattle and buffalo station. After five years, they sold the property for $260,000; and
Thomson Street named after Dennis Thomson who was born in Sydney in 1949 and first arrived in the Northern Territory in 1968 to catch buffalo. In 1971 Dennis completed a Bachelor of Veterinary Science at the University of Brisbane. Shortly after graduating, Dennis decided to leave the Northern Territory further his knowledge of Veterinary Science. This led him to work on large animals in a private practice for two years in Toowoomba and in New South Wales. During his seven months in Goondiwindi, Dennis met a local girl by the name of Roberta (Bobbie) Dyer who he eventually wed in Coffs Harbour in December of 1973. In 1974 Dennis was posted to Darwin as a compulsory transferee to the Northern Territory Public Sector with his newly wed wife Bobbie. In 2000 Dennis travelled to Sydney for two months as he was selected to be a Quarantine Veterinary Officer for the Sydney Olympics. Four years after, in 2004, Dennis was awarded the
ATTACHMENT A
Centenary Medal for his work in veterinary services, the citation of the medal read: "For improving veterinary services and standards in the Northern Territory". After being diagnosed with cancer in 2003 Dennis' health dramatically deteriorated and this led to his death on 3 January 2004. He is survived by his wife Roberta and his two children.
Please find attached a plan showing the location of the roads.
The Committee now seeks written support from Council for the proposed naming of King Street, O’Loughlin Street, Tambling Street, Teece Street and Thomson Street for “The Heights” subdivision in Durack, Town of Palmerston.
If comment could be provided by 16 September 2014 to progress the naming project, it would be appreciated.
Please note that the place name is not finalised until it’s been approved by the Minister for Lands, Planning and the Environment and the names are added to the Place Names Register at http://www.ntlis.nt.gov.au/placenames.
Yours sincerely
John Makrylos Place Names Officer
20 August 2014 att.
ATTACHMENT B ATTACHMENT C RS02
Name: Place Names Policy Type: Council Policy Owner: Chief Executive Officer Responsible Officer: Director Technical Services Approval Date: 14/01/2014 Next Review Date: 13/01/2015
1 Purpose
This policy sets out the application procedure for the naming of places in the Municipality of Palmerston.
2 Principles
The City of Palmerston encourages early contact with Council to ensure that place names applications are processed in a timely manner. The Council understands that in accordance with the Place Names Act the Place Names Committee must “before making a report….. seek the views of interested persons” including “the Council established for the area”. The Minister then considers the report and may approve names.
3 Definitions
For the purposes of this Policy, the following definitions apply:
Term Definition
4 Policy Statement
4.0 The City of Palmerston fully appreciates the development industry need for timely approvals. This policy is developed to ensure that street name approvals and other place name approvals are processed by Council in a timely manner.
4.1 Developers seeking consideration of street names and other place names by the Place Names Committee are encouraged to make an application for Council approval very early in the development process. Developers are required to forward a written application to Council containing the following information.
i. Details of any naming theme proposed for an area. ii. List of names proposed and a brief history of the names origins. iii. Where possible a diagram of the location of the features to be named. iv. Where streets are to be named the developer is encouraged to provide an excess of names to allow for any name that may be rejected by the Place Name Committee. v. A Place Name search to demonstrate that names are not being duplicated in the Palmerston and surrounding areas.
4.2 All applicants are referred to the Northern Territory Rules of Nomenclature on the Place Names Committee website. The naming rules are supported by the City of Palmerston.
Place Names Policy | Council Policy | Approval Date: 14/01/2014 | City of Palmerston | Page 1 ATTACHMENT C RS02
4.3 Before Council will consider an application the application must be reported to the Economic Development and Infrastructure Committee. Council will not guarantee that it supports a name nor that it won’t lay an application on the table while additional information is sought. This process will generally mean that an application can take more than a calendar month to process and the applicant should allow for this.
4.4 Once an applicant has Council approval for the proposed names an application which includes the Council resolution may be made to the Place Names Committee.
5 Associated Documents
Nil, there are no fees for Place Name Applications.
6 References and Related Legislation
Place Names Act.
Place Names Policy | Council Policy | Approval Date: 14/01/2013 | City of Palmerston | Page 2 ITEM NO. 13.1.3 Internal Audit Committee – Independent Representative Sitting Fee
FROM: Chief Executive Officer REPORT NUMBER: 8/0567 MEETING DATE: 21 October 2014
Municipal Plan: 4. Governance & Organisation 4.1 Responsibility We are committed to corporate and social responsibility, the sustainability of Council assets and services, and the effective planning and reporting of Council performance to the community
Summary:
The primary objective of the internal audit committee is to accept responsibility for the internal audit and to liaise with the external auditor.
The appointment of the current external auditor will expire on 6 November 2014. Appointment of external persons shall be made by Council by way of public advertisement and be for a maximum of two years. With the Independent Representative position soon to be advertised, it is asked for Council to set a ‘sitting fee’.
Background:
In previous years the sitting fee for an independent representative has been set at:-
2012-2014 $500 per meeting 2010-2012 $1,250 per quarter
As per Council Policy FIN09 the Committee shall meet formally at least four times a year.
General:
The Audit Committee is responsible for over viewing the responsibilities of corporate governance, in particular, maintain adequate internal controls over the revenue, expenditure and assets of the Council.
Financial Implications:
To be determined. Policy / Legislation:
Internal Audit Committee Council Policy FIN09
The Local Government (Accounting) Regulations, Section 10 (2) (b) requires
“the establishment and maintenance of an audit committee to monitor:
(i) compliance by the council with proper standards of financial management; and
(ii) compliance by the council with these regulations and the Accounting Standards.”
RECOMMENDATION
1. THAT Council receives Report Number 8/0567.
2. THAT a sitting fee be set of $______per quarter/per meeting for the services of the Independent Representative to the Internal Audit Committee for a maximum term of two years.
Recommending Officer: Ricki Bruhn, Chief Executive Officer
Any queries on this report may be directed to Ricki Bruhn, Chief Executive Officer on telephone (08) 8935 9902 or email [email protected].
Schedule of Attachments:
Attachment: Internal Audit Committee FIN09 Internal Audit Committee FIN09
Name: Internal Audit Committee Type: Council Policy Owner: Chief Executive Officer Responsible Officer: Manager Financial Services Approval Date: 19/06/2012 Next Review Date: 1/06/2013
1 Purpose
This Policy defines the composition and responsibilities of the Internal Audit Committee.
2 Principles
The Audit Committee is responsible for over viewing the responsibilities of corporate governance, particularly maintaining adequate internal controls over the revenue, expenditure and assets of the Council.
3 Definitions For the purposes of this Policy, the following definitions apply: Term Definition Committee This term refers to the Internal Audit Committee.
4 Policy Statement
4.1 The Committee has no executive powers. It undertakes a review and advisory role with the aim of ensuring financial management and control remains effective.
4.2 The Committee has the following responsibilities: 4.2.1 The Committee considers the effectiveness of the Council’s internal control over financial and performance reporting, including information technology security and control. 4.2.2 The Committee reviews managements’ approach to setting an appropriate control and risk management environment. 4.2.3 The Committee reviews the annual financial statements and considers whether they are complete, consistent with information known to committee members, and reflect appropriate accounting principles and standards. The Committee recommends to the Council whether the audited financial statements should be accepted. 4.2.4 The Committee considers the appropriateness of the Councils’ accounting policies and principles and whether these accord with professional Accounting Standards. 4.2.5 The Committee maintains an understanding of the current areas of significant risk and exposures for the Council along with managements’ plans to minimise these risks. 4.2.6 The Committee reviews, agrees and monitors the implementation of an effective, risk based and affordable medium term audit strategy and associated annual work program. 4.2.7 The Committee reviews annually the effectiveness of the internal audit service. 4.2.8 The Committee monitors management response to audit recommendations and their implementation.
Internal Audit Committee | Council Policy | Approval Date: 19/06/2012 | City of Palmerston | Page 1 Internal Audit Committee FIN09
4.2.9 The Committee reviews the results of management’s investigations and follow-up of any non compliance or fraudulent acts. 4.2.10 The Committee investigates reviews and advises on any ad hoc issues referred to the Committee by the Chief Executive Officer. 4.2.11 The Committee monitors actions to address audit findings and recommendations until scheduled completion and advises the Chief Executive Officer of any significant slippage in implementation. 4.2.12 The Committee reviews this Charter annually and provide any proposed amendments for approval by the Council. 4.2.13 The Committee reviews the Audit Committee’s performance and compliance with its terms of reference, in response to a request from the Council, or at its own initiative.
4.3 The Committee shall comprise three members appointed by the Council. Two members will be current elected members of Council. The chair of the Committee shall be external to the Council and independent of the Council. The independent Chairperson will not be associated with any firm engaged to provide internal audit or advisory services.
4.4 The Committee will meet formally at least four times a year and align with key accountability frameworks such as annual budget development and preparation of financial statements.
4.5 The Chief Executive Officer may attend meetings. The Committee may invite other members of staff to attend meetings as it considers necessary.
4.6 The Committee maintains a register of audit report recommendations and action taken to address these recommendations. The Committee considers any follow-up action required pursuant to the report or the implementation of report recommendations.
5 Associated Documents
5.1 City of Palmerston Finance Policy 5.2 City of Palmerston Internal Controls Policy
6 References and Related Legislation
6.1 Northern Territory Local Government Act 6.2 Northern Territory Local Government (Administration) Regulations 6.3 Northern Territory Local Government (Accounting) Regulations 6.4 Australian Accounting Standards 6.5 Ministerial Guidelines
Internal Audit Committee | Council Policy | Approval Date: 19/06/2012 | City of Palmerston | Page 2 ITEM NO. 13.1.4 Proposed Traffic Signals at the Intersection of Roystonea Avenue and The Boulevard
FROM: Director of Technical Services REPORT NUMBER: 8/0568 MEETING DATE: 21 October 2014
Municipal Plan:
3. Environment & Infrastructure
3.2 Assets and Infrastructure
3.2 We are committed to maintaining and developing community assets and infrastructure which meet the needs of our community
Introduction:
The Northern Territory Department of Transport have contacted the City of Palmerston requesting that Council support their Black Spot application for the intersection of Roystonea Ave and The Boulevard.
This report recommends that Council supports the application.
General:
While the City Centre Master Plan shows a cross intersection at Roystonea and The Boulevard the revised draft Master Plan being developed by Roberts Day no longer has the road connection to Georgina Cres. Any traffic signals at the intersection will need to include a pedestrian phase for the many pedestrians connecting to Yarrawonga from the bus interchange and surrounding city area.
Black Spot funding applications close on 31st October 2014.
Financial Implications:
There are no financial implications for Council.
Legislation / Policy:
Nil
RECOMMENDATION
1. THAT Council receive and note Report Number 8/0568.
2. THAT Council supports the Northern Territory Government’s safety initiative to install traffic signals at the intersection of Roystonea Ave and The Boulevard with a pedestrian phase and cyclepath connection.
Recommending Officer: Mark Spangler, Director of Technical Services
Any queries on this report may be directed to Mark Spangler, Director of Technical Services on telephone (08) 8935 9958 or email [email protected].
Schedule of Attachments:
Nil
ITEM NO. 13.1.5 City Centre Public Open Space – Consultation Proposal
FROM: Director of Technical Services REPORT NUMBER: 8/0571 MEETING DATE: 21 October 2014
Municipal Plan:
3. Environment & Infrastructure
2.3 City Planning
2.3 We are committed to effective and responsible city planning which balances and meets both residential and commercial needs in our community
Summary:
The City of Palmerston has commissioned Roberts Day to undertake the planning and design of the city centre open space. Roberts Day presented a design concept to Council on the 30 September 2014. Boab Design has been engaged to develop a Palmerston City Centre brand to be used to identify Council projects undertaken as part of the City Centre Master Plan. Projects include the city centre open space, The Boulevard and the mixed use high rise development. Michels Warren Munday has been engaged to assist with the development and implementation of a consultation program to support the city centre open space project. Council is asked to consider this report and approve:
The proposed city centre branding The proposed consultation program Commencing level 3 public consultation on the design concept
Background:
Council decision (8/1183 29 July 14) awarded a commission to Roberts Day to undertake the planning and design of the city centre open space. Roberts Day presented the design concepts for the redevelopment of Goyder Square to council in a workshop on the 30th September 2014.
Michels Warren Munday (MWM), the Darwin based communications consultancy firm previously assisted The City of Palmerston with the public consultation for the City Centre Master Plan. MWM has again been engaged to assist with the public consultation associated with the planning and design of the city centre open space.
Boab Design is a design and branding studio based in Darwin. Boab has experience in brand development, publication design, digital publishing and advertising. Boab Design has been engaged to develop a Palmerston City Centre brand unique to the
city centre projects. The brand could be used to identify Council projects undertaken as part of the City Centre Master Plan such as the:
city centre open space Boulevard mixed use high rise development updates of the city centre master plan
General:
Following the workshop with Council, Roberts Day has now updated the design concept and submitted updated images (Attachment A) of the design concept. The initial cost estimate for the design as presented is $5M - $7M with the likely cost around $6M. Key features of the concept design include:
integration with The Boulevard including allowance for buses to stop on road adjacent to Goyder Square shared footpath/bicycle path linking the shared path network from Roystonea Ave to Chung Wah Tce through the city centre zero depth water feature clear sight lines to key features such as the library and water tower layout to support the Palmerston markets
To date Roberts Day has prioritised the design concept on Goyder Square and linking the area to the Water Tower through the closed area of Palmerston Circuit adjacent to Goyder Square. Concept designs are not yet available for Frances Mall and Woolnough Place carpark. These concepts designs are expected to be available within 4-6 weeks.
Boab Design has considered the need for a brand that will unify the individual projects and create a strong overall brand that will be able to be used over a period of many years. Boab has recommended a brand identity based on a capital P that is able to be integrated with a range of graphics as shown in Attachment B and paired with the message of Palmerston – we’re on which is able to be adapted to a range of situations as shown in Attachment C.
Using the previous Boulevard consultation as a base, MWM has identified the stakeholders, undertaken a desktop stakeholder analysis to determine the likely issues associated with the concept design and recommended a range of communication tools and a communications program (Attachment D). The main identified issues associated with the concept design include:
If there will be a reduction in car parking How the Friday night markets will continue to use the space How vehicle access to businesses, drive through bottle shop and government departments may be affected What impacts such as noise could be expected during construction
How the project fits with the long term vision for the city centre How design will limit any potential anti-social behaviour
Should council approve commencing public consultation, the communication tools outlined in Attachment D such as leaflets, posters and fact sheets will be prepared using the city centre brand. An example of the poster utilising the Boab branding is shown in Attachment E.
Key dates for the proposed consultation include:
21 Oct 14 Council approval to commence public consultation 24 Oct 14 Council website project page live 25 Oct 14 Public notices in print media 31 Oct 14 Invited stakeholder meeting 31 Oct 14 Public forum at Library community room in conjunction with Friday night markets
Options:
The options available to Council include:
(a) commence public consultation utilising the available concept design for Goyder Square and the proposed city centre branding; or (b) commence public consultation utilising the available concept design for Goyder Square without the proposed city centre branding; or (c) defer public consultation until the concept design for whole of the city centre open space including Frances Mall and Woolonough Place car park is available.
Option (a) is the preferred option as it will allow Council to inform the community of the project and seek feedback on the design concept from city centre businesses and the public under a city centre brand that will also be used for other city centre projects. Further consultation for the open space including Frances Mall and Woolonough Place car park may be required at a later date.
Option (b) would allow Council to seek feedback on the design concept as an individual project but the public may not strongly associate this project with the redevelopment of the city centre under the Master Plan. Further consultation for the open space including Frances Mall and Woolonough Place car park may be required at a later date.
Option (c) would defer consultation for 2 months approximately but would enable public consultation to be undertaken for all of the city centre open space area being designed by Roberts Day.
Financial Implications:
Council approved an increase in project budget to $462,000 (Decision 8/1268 of 30 Sep 14) and the cost of the proposed public consultation program is able to be met from within budget. Project activity costs are shown below:
Consultant Activity Amount (ex GST)
RD Planning, design and documentation $365,940 RD Meeting attendance $11,040 RD Indicative disbursements $23,180 MWM Public consultation $25,000 Lighting Lighting design $18,500 Contingency $18,340
Total $462,000 *Boab consultancy costs are being met from within the mixed use high rise development budget.
Legislation / Policy:
Under Council’s Consultation Policy, it is Council’s prerogative to establish the level of consultation required when considering a subject requiring community consultation. The Policy sets out that Level 3 – City Wide consultation should be utilised for activities such as the Strategic Plan and Major Projects.
RECOMMENDATION
1. THAT Council receives Report Number 8/0571.
2. THAT Council approves the city centre project brand and message.
3. THAT Council approves the proposed consultation program for the city centre open space design concept.
4. THAT Council approves commencing level 3 city wide public consultation on the city centre open space design concept for Goyder Square and the link to the water tower park.
5. THAT Council note further public consultation for the city centre open space including Frances Mall and Woolonough Place car park may be required at a later date.
Recommending Officer: Mark Spangler, Director of Technical Services
Any queries on this report may be directed to Mark Spangler, Director of Technical Services on telephone (08) 8935 9958 or email [email protected].
Author: Gary Boyle, Major Projects Officer.
Schedule of Attachments:
Attachment A: Concept design
Attachment B: Communications Strategy
Attachment C: City centre brand
Attachment D: City centre messaging
Attachment E: Poster Example
ATTACHMENT A ATTACHMENT A
ATTACHMENT B
ATTACHMENT C
Messaging
A simple, effective 'rallying cry' intended to be inclusive and uniting
WE'RE PALMERSTON ATTACHMENT C
Messaging
WE'RE PALMERSTON
'We're Palmerston' likely to become defunct as messaging evolves over time
WE'RE WE'RE ONTRACK ALLONBOARD
WE'RE WE'RE BIGONSAFETY ONLY JUST BEGINNING ATTACHMENT D
Community Consultation Plan City of Palmerston City Centre Open Space Project
Prepared by Michels Warren Munday
ATTACHMENT D
Contents Executive Summary ...... 3 Background ...... 5 City Centre Open Space Project ...... 6 Concept design ...... 6 Issues analysis ...... 9 Stakeholder analysis ...... 10 Engagement goal ...... 11 Engagement objectives ...... 11 Engagement plan ...... 11 Timing and approach ...... 12 Strategy ...... 12 Tools ...... 13 Key messages...... 14 Implementation plan and timings ...... 16
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Executive Summary As part of implementing the Palmerston City Centre 2030 Master Plan, the City of Palmerston is undertaking a number of projects throughout the Palmerston city centre. A key project is the redesign of the public open space within the city centre.
The project aims to create a public space to unite the city area and become the civic heart of Palmerston. A draft design has been proposed which includes a number of changes that will impact on the functionality of the city centre as well as users such as business owners, shoppers and workers.
The purpose of this consultation strategy is to identify key stakeholders and outline the methodology for consulting and communicating with stakeholders prior to the finalisation of the design and the public tender for construction works.
This consultation strategy considers all likely impacts of the City of Palmerston City Centre Open Space Project. It includes an analysis of stakeholders who will have an interest in this project, or influence over its successful outcomes. It outlines their potential issues and concerns and a strategic and a planned approach for engagement.
It is expected that stakeholders and the general public will be also interested in the current revision of the 2030 Master Plan and a future car parking strategy for the city centre.
Issues
Key issues identified include:
parking access around the Water Tower and in front of Coles access to the Palmerston Shopping Centre underground car park impact on Palmerston Markets access to businesses including Highway House, Palmerston Shopping Centre and Satepak Building due to the closure of Palmerston Circuit access for the Palmerston Tavern’s drive through bottleshop impact on businesses and users during construction phase including dust, noise and access perception park redevelopment could encourage anti-social behaviour.
The project
Roberts Day has developed an initial design concept that takes into account concerns raised through an early design workshop with key stakeholders including land owners and operators in the area.
The concept design aims to create a formal and tropical civic park with a mix of commercial, retail, community, residential and open space that supports a variety of activities and events, sustained by a safe and convenient public transport and pedestrian links to the wider community.
Key elements of the first design stage include:
retaining the same number of car parking bays as the current design retaining the existing car park arrangement, including access to the Palmerston Shopping Centre underground car park relocating six short term (15 minute) car parking bays creating a simple and open space that is flexible for major events and the markets
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linking the open spaces including Frances Mall and the Water Tower a multiple purpose shade structure at the end of a large lawn that opens out both sides and could be used as a stage a zero depth water feature and a diverse range of seating in the shade and sun open space adjoining existing cafes with a series of spaces for different uses in the space, including the outdoor television screen.
It is understood that more design work still needs to be done for the existing car park area in front of the Coles entry to the Palmerston Shopping Centre and Frances Mall.
Method
Taking into consideration the previous consultation for the City of Palmerston 2030 Master Plan and The Boulevard redevelopment, the aim for this consultation will be to inform stakeholders about the concept design to gauge feedback on the proposal, while consulting with key stakeholders who are directly impacted by this project.
The consultation will be over a four-week period and involve:
media release to announce the start of consultation information and contacts for feedback on the City of Palmerston website key messages and contact details to provide feedback through media advertising including public notices, regular radio interviews and print media advertisements doorknock local businesses in CBD face-to-face briefings with directly impacted stakeholders a mail out to Palmerston residents and local businesses to inform them about the concept design and encourage feedback a public information display at the Palmerston library to coincide with Palmerston Markets.
Michels Warren Munday will record all interaction with stakeholders during the consultation and will compile the feedback, issues and suggestions in a report for the City of Palmerston.
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Background Palmerston City Centre 2030 Master Plan
The Palmerston City Centre 2030 Master Plan was developed in 2012. It provides a vision, framework and structured approach to facilitate the ongoing development of the city centre and creates an identity for the City of Palmerston.
As part of the implementation of Stage One the Goyder Square Redevelopment was completed in April 2014 and the upgrade of The Boulevard is underway.
The City of Palmerston is currently reviewing the Master Plan.
Consultation on The Boulevard
Michels Warren Munday was commissioned to create a community engagement strategy for the redevelopment of The Boulevard as part of the first stage of the Palmerston City Centre 2030 Master Plan. The strategy identified and mapped key stakeholders and sought community feedback on the development of the Palmerston City Centre.
Feedback was gathered from residents and stakeholders over a five-week consultation period through a dedicated email address, face-to-face meetings, mail outs, phone calls and a public information display.
The majority of feedback on the first element of Stage One of the Master Plan was very positive. There was an overwhelming view that the city centre needed to be redeveloped and that a Master Plan to guide development was a good idea. Many of the stakeholders also expressed their appreciation at being consulted before construction began for the first stage of the proposed project.
The Boulevard reconstruction
Following the closure of consultation and the finalisation of design, works on Stage One of The Boulevard Reconstruction commenced in August 2014 and are scheduled to be complete by 30 November 2014.
Stage One works will upgrade The Boulevard from Chung Wah Terrace to Frances Drive and include:
installation of traffic lights at The Boulevard – Chung Wah Terrace intersection with an integrated and safe pedestrian and bicycle road crossing removal of the roundabout at The Boulevard – Palmerston Circuit intersection closure of the section of Palmerston Circuit adjacent to Goyder Square Stage One of a new dedicated cycle lane that will eventually link the existing Chung Wah Terrace and Roystonea Ave cycle paths a new bus stop in the vicinity of the Library on-street parking.
The construction contract was awarded to BMD. The City of Palmerston has managed communication around this project internally, and tools have included public notices, a page on the City of Palmerston website, a media release, content on Facebook and a letter and flyers for locally affected businesses.
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City Centre Open Space Project The next stage of implementing the City of Palmerston 2030 Master Plan is the redevelopment of the Palmerston city centre open space to create a civic park.
Sydney-based architectural firm Roberts Day have prepared a proposed design concept for the space.
An initial design workshop was held with Roberts Day and several key stakeholders and landowners to gauge feedback, including the manager of the Palmerston Markets, Palmerston Shopping Centre (Joondanna Investments), Palmerston Tavern, Highway House and Goyder Building (Randazzo Investments).
While Michels Warren Munday were not involved in the initial consultation for this concept design, we understand stakeholders raised the following issues and feedback at this design workshop:
capacity to redesign elements around the water tower the medium to long term solution about parking servicing arrangements to ease congestion exiting areas and servicing the bottle shop some residual land in the open space is not owned by Council getting stakeholders on-board capacity to provide weather protection operation of the markets, including how they would operate during construction the southern edge of Goyder Square is privately owned.
Roberts Day indicated they had taken these issues into account with their latest concept design. Concept design In the concept design for the Palmerston City Centre Open Space project, Roberts Day aim to:
“Create a vibrant, tropical and lush place that connects a mix of commercial, retail, community, residential and open space and creates a unique identity; facilitated by authentic city streets, that supports a variety of activities, events, informal gathering spaces and entertainment; sustained by safe and convenient public transport and pedestrian links to the wider community.”
The key principles underlying the concept design is that the civic park is: a place to connect a place to relax a place to celebrate a place for daily life.
Roberts Day consultants said their research showed that the main user groups of the city centre are likely to be families and parents, students, youth and local workers. The design caters for a demographic that is young and mobile by being functional and connective. The design features a central open space with interconnecting pathways, seated areas and shady trees. It will allow for the area to be used for public events and celebrations, but also be a functional area for every day use.
The consultant’s research showed Palmerton’s current population of 33 000 could reach 42 000 by 2021, with up to 4 000 apartments in the city centre once the Master Plan is fulfilled. Palmerston is a younger than average town, with the median age of 28 years old and 55 per cent of people under 34 years of age.
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Key goals of the design include: engaging with the public realm through comfortable and diverse seating providing weather protection through tree planting maintaining a large open lawn for events and to host the Palmerston markets creating a central focus for the city as a ‘civic heart’ creating a city park that reflects the civic character a buildable and cost effective design providing more retail and commercial opportunities through interaction with the civic park clear pedestrian and cycle way access retaining sight lines across the park to existing businesses.
Key elements of the first design stage include: retaining the same number of car parking bays as the current design retaining the existing car park arrangement, including access to the Palmerston Shopping Centre underground car park relocating six short-term (15 minute) car parking bays linking the open spaces including Frances Mall and the Water Tower a multiple purpose shade structure at the end of a large lawn that opens out both sides and could be used as a stage an open green with shade around the edge a zero depth water feature diverse range of seating in the shade and sun open space adjoining existing cafes a simple and open space that is flexible for major events and the markets developing a series of spaces for different uses in the space, including the big outdoor screen.
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Since an initial design concept has been presented to Council, several of the draft concept plans have been put out into the public realm after they were posted to Facebook via external accounts. A confidential briefing has also been provided to key stakeholders.
Following on from feedback from City of Palmerston and key stakeholders, Roberts Day will refine the concept design in readiness for consultation.
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Issues analysis Removal of parking
The potential closure of parking around the water tower and in front of Coles is likely to be an issue for a number of stakeholders, including government and business employees, shoppers, tavern patrons and those generally visiting the city precinct.
Removing any of these car parks could put pressure on the remaining car parks, and potentially alter vehicle access to businesses in the immediate areas.
All car parks in the city centre are put under pressure while the markets are on, and removal of any parks may cause concern for the markets’ management and stall holders.
Palmerston markets
The Palmerston markets have operated in Goyder Square for a long time. Changes to access and parking arrangements may cause confusion for market-goers and cause concern for management. Removal of access to Goyder Square from Palmerston Circuit may also cause problems for set-up and pack-down. There may be concern about how the markets will operate in the news pace and stall-holders and operators will want to know what options are available to them and their customers.
Vehicle access to businesses
The businesses along Palmerston circuit are likely to be opposed to removing road access and parking. This could affect the delivery of goods, parking and customer access. Some businesses may feel that removal of vehicle access and parking could affect their revenue. They will want to know what other options are available to them.
The Palmerston Tavern will be concerned about lack of parking in their immediate vicinity, and also access to loading areas. They could also be concerned about potential safety issues for patrons walking to and from the Tavern in the dark to car parks that will now be much further away.
The owners of Palmerston Shopping Centre are likely to be concerned about the removal of parking in front of Coles and access to the underground car park.
Vehicle access to the Palmerston Tavern drive-thru bottle shop
Vehicle access to the Palmerston Tavern drive-thru bottle shop was an issue raised as part of the The Boulevard redevelopment and the Tavern will want to maintain clear access from The Boulevard, with allowances made for peak-hour back logs.
The potential redevelopment of parking and vehicle access around the water tower and car park next to the tavern could be a concern. Tavern owners will want any changes to access communicated clearly in advance so they can pass the message on to customers.
Vehicle access to government department offices
Staff and clients of the Department of Infrastructure and the Department of Land Resource Management currently park in the water tower car park, and removal of parking and vehicle access could cause concern. The
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pressure placed on nearby car parks might mean that there are not enough parks for government employees. This may result in parking on vacant blocks in the Palmerston CBD.
Access during peak hour while construction works are taking place could also cause concern for government employees.
Construction work
Reduced vehicle access, congestion, confusion and pressure on parking could potentially be issues raised during the construction phase of the project.
Clarity around medium-long term vision for CBD
Palmerston has experienced a boom in population over the past two years and a high turnover of residents could mean many residents may not be aware of City of Palmerston work on the Master Plan, including previous consultation.
Many businesses in the area are likely to appreciate an update on the Master Plan and some context around how the current works fit into the long-term vision.
A parking strategy has not yet been released for the Palmerston CBD and key messages around what people can expect from a parking strategy need to be included in key messages for this consultation.
Anti-social behaviour
The community and business owners may have concerns that more tree plantings, shade structures and seating in the city centre could encourage people to gather in the area and create issues with anti-social behaviour.
Stakeholder analysis The key stakeholders have been identified and the level of engagement is based on their expected level of interest and involvement in the City of Palmerston Open Space Project.
Stakeholders include:
businesses on The Boulevard and Palmerston Circuit businesses in the CBD industry and resident groups Palmerston residents Northern Territory Government elected members and several departments.
A comprehensive analysis of stakeholders’ potential concerns and how they will be consulted is outlined in Attachment A.
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Engagement goal Nearby business and landowners, residents and interested community groups will feel they have been well informed about the proposal to redevelop the City Centre and have the opportunity to provide constructive feedback on the concept plan.
Engagement objectives The objectives of Palmerston City Centre Open Space community engagement plan are to:
identify individuals and groups likely to be affected or have an interest in the project inform the community and stakeholders about the City of Palmerston’s plans for the redevelopment of the Palmerston City Centre Open Space area listen to ideas, suggestions, issues and concerns of directly impacted stakeholders build good relations with the community and stakeholders ensure Council has a good understanding of the likely impacts of the project give people confidence in Council’s commitment to community engagement.
Engagement plan Michels Warren Munday is guided by the principles of good community engagement as outlined by the International Association of Public Participation (IAP2), which outlines a continuum of engagement based on people’s level of interest and concern:
LEVEL OF PROMISE TO THE PUBLIC ENGAGEMENT Inform We will keep you informed Consult We will keep you informed, listen to your concerns and provide feedback on how the public’s input influenced the decision Involve We will work with you to ensure your concerns are reflected in the alternatives developed, and provide feedback on how the public’s input influenced the decision Collaborate We will look to you for advice, ideas and solutions and incorporate those into the decisions as much as possible Empower We will implement what you decide ©International Association of Public Participation www.iap2.org
It is recommended that community engagement for the City of Palmerston Master Plan concept design for the town centre and public open space be at the level of inform and consult, taking into consideration the work already done on the Master Plan itself.
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Timing and approach The Palmerston City Centre Open Space project is the third project the City of Palmerston is implementing as part of its 2030 Master Plan.
With a four-week time frame, this stage of consultation will aim to inform as many people in the Palmerston area as possible about the Master Plan and what is proposed as the next stage.
The aim of the consultation is to explain the principles behind the draft design concept and how it aligns with the Master Plan, and provide opportunities for feedback and suggestions from stakeholders.
In parallel, the consultation process will seek to engage with directly impacted stakeholders to gain a comprehensive understanding of their issues and any potential impact of the project. It is important to provide directly impacted stakeholders with a timely and reliable line of communication and to demonstrate a response to their concerns.
It will be important to link this project to a holistic vision for the future of Palmerston, as mapped out in the Master Plan. Key messages about what is planned for the future of parking in the area and about the medium and long-term goals of the Master Plan will need to be included in consultation materials to give the city centre project important context for the wider Palmerston community.
There are other ways to more creatively engage the public in consultations around planning, however, the time frame does not allow for this to happen.
Some of the ideas that could be looked at for future consultation about the master plan include:
public art competitions engaging with local schools to come up with design and public art ideas for the city centre set- up an ongoing, interactive display with creative ways for people to vote for different elements of the plan.
Strategy The purpose of this consultation is to gauge the feedback of directly impacted stakeholders about any issues they may have with the redevelopment of the city centre and on the design concept, while educating the wider Palmerston community about the progress and key objectives of the City of Palmerston Master Plan.
Face-to-face briefings will be offered to directly impacted stakeholders and potential local advocates that can help generate interest in the consultation and encourage people to provide feedback.
A leaflet will be sent out to all Palmerston residents to explain the concept, encourage feedback and invite them to the public information display at the Palmerston library.
Businesses in the city centre will be doorknocked to inform them about the consultation, explain the concepts and invite them to the public information display.
A dedicated email address will be used to channel all feedback to Michels Warren Munday.
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Consultation with stakeholders will include:
concepts that are explained in easy to understand terms key messages about the future parking strategy key messages on the status/progress of the Master Plan revision contact email address and phone number for consultants images that show the medium term look for the project localised images with reference points in the Palmerston CBD.
It is anticipated that the current works on The Boulevard redevelopment will generate feedback, which may not relate directly to the consultation for the open space concept, but will be noted.
It is understood that the City of Palmerston has engaged a local consultant to create a brand for the Master Plan, which will be used in communication materials for this consultation.
Tools Stakeholder briefings – hold briefings with directly impacted stakeholders to brief on project, seek feedback and discuss issues Letters to businesses – send letters to building owners and managers to explain project plans and offer a briefing Leaflet to residents – letterbox drop a leaflet to all Palmerston residents explaining project and detailing any impacts Website content – create dedicated page on Palmerston City Council site with regular project updates, refer back to the website in all communication materials Social media – provide regular project updates on Palmerston City Council Facebook page, partner with local champions to re-post updates on their pages Static information display – set up a static information display in the Library foyer for community members to visit at leisure Key stakeholder briefing – hold a group briefing for key stakeholders in the Library at the site of the static information display Public display – hold a public display at the markets or Palmerston Shopping Centre to show project plans and gather feedback Maps, visual diagrams and other display materials – to be used at public and static displays Public notices for NT News and Palmerston Sun Media release for NT News and Palmerston Sun Dedicated point of contact – provide a dedicated and available point of contact for public enquiries and complaints Q & A sheet – to help council staff, consultants, the Mayor and Aldermen answer questions and provide information on the project. These can also be included on the website and in information kits Key messages and talking points – for the Mayor and Aldermen and other internal use.
Project advocates Due to the quick timeframe for consultation, it is suggested that local advocates be asked to help distribute information about the consultation as well as encourage people to be involved.
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From the previous consultation, there was strong interest from several prominent stakeholders including:
Quest Palmerston Palmerston Regional Business Association Mayor of City of Palmerston one local MLA.
These people could potentially be briefed at the start of the consultation and asked to actively promote the consultation and encourage feedback from their networks. They can also help identify other opportunities, such as senior’s group meetings or the PRBA monthly meeting, where information about the consultation can be distributed and feedback encouraged.
Key messages Palmerston is one of the fastest growing cities in Australia and its population is expected to increase from 30 000 to 40 000 by 2021.
The Palmerston City Centre Master Plan is a long-term strategy to develop the city into a vibrant, pedestrian and vehicle friendly and safe city centre by 2030.
The Master Plan is a concept that provides vision and a framework for better planning and urban design to make it easier and more attractive to visit the city centre.
The aim is to help guide and attract investment, increase retail activity and create an identity for Palmerston city centre.
The Master Plan sets out six proposed stages. The first stage included the redesign and redevelopment of The Boulevard into a main street and redevelop Goyder Square.
The current project is to redesign the city centre open space, including: o redeveloping the existing water tower car park o closing off a section of Palmerston Circuit from The Boulevard to the water tower car park o developing the space as an open civic park for public use o green open areas, with connecting pathways and shaded seating areas.
Initial consultation with the community has informed the Master Plan and the City of Palmerston has now engaged local consultants to get feedback for the City Centre Open Space project as part of the master plan.
The City of Palmerston is talking to residents, local businesses, retailers, landowners and other users about the redevelopment of the city centre through: o meetings with landowners, businesses and other city users o a public information session o displays at the markets o updates on the City of Palmerston website.
The feedback and ideas from the community will be reported to the City of Palmerston.
The Master Plan is available on the City of Palmerston website at www.palmerston.nt.gov.au
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The City of Palmerston is currently developing a car parking strategy for the Palmerston city centre and will be consulting with major stakeholders and residents.
People can provide feedback face to face, via email or phone by contacting Penny Baxter or Elena Leslie from Michels Warren Munday on 89816445 or email (dedicated address to be determined).
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Implementation plan and timings Key milestones for the project are to be confirmed, but are estimated to be:
Roberts Day brief Council at workshop – 30 September 2014 Confidential briefing for major stakeholders – 1 October 2014 Council approval of design concept at an ordinary Council meeting – 21 October 2014 Public consultation period commences – 24 October 2014 Public and stakeholder forum – 31 October 2014 Public consultation period concludes – 21 November 2014 Community Consultation report – 28 November (TBC) 2014 Practical completion of this commission – (TBC) 2014
Stakeholder Activity Detail Who Timing
All Prepare Prepare written content for City of Prior to 24 materials materials before any engagement: Palmerston, with October leaflet to residents advice from fact sheet Michels Warren letters to businesses Munday. These public notice materials should employee notices be ready in time media release for the start of display materials engagement. Q&A dedicated webpage on Council’s website copy for social media
City of Internal Key council staff and Alderman to City of Prior to 24 Palmerston - briefings be briefed on consultation – in Palmerston October internal addition to briefings with Roberts Day – and provided with a copy of materials. This includes: key Council staff reception staff Mayor, Deputy Mayor and Aldermen
Directly impacted Briefing A coordinated briefing schedule Michels Warren Stakeholders stakeholders schedule for major stakeholders will ensure Munday contacted the right people hear about the prior to public project in the right order and from consultation the relevant people. period with appointments Call and set up briefings with key made for first stakeholders including week of public - Quest Palmerston consultation - Palmerston Regional Business period Association - Chief Executive of Infrastructure
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- Local MLAs - Randazzo Properties - Palmerston Shopping Centre - Palmerston and Rural Markets Association - Owners of Satepak Building - NT Police - Department of Transport - Department of Infrastructure - Department of Land Resource Management
Doorknock and invitation to public 27 – 28 information session for directly October TBC impacted businesses via email: - Istanbul Kebab Bar - Yummy Noodle - Blitz Hair and Beauty - Raine and Horne Real Estate - Ben and Sam’s café and bakehouse - LJ Hooker Real Estate - Department of Infrastructure - Department of Land Resource Management - National Australia Bank - YMCA - Flowers by Elise - Essence of Beauty - Elders Real Estate - Anglicare - Ironbark Indigenous Community Link - Department of Transport, Darwin Bus Network
Brief other major stakeholders via email, such as: - NT Emergency Services - Regional Safe Communities Committee - Service authorities (e.g. Power and Water) - Local resident action groups
Invite all directly impacted businesses and major stakeholders to an information session held prior to a public display, possibly in the Palmerston Library. Indirectly Letter and fact Walk around CBD and drop off 27 – 28 impacted sheet for letter and fact sheet to all October stakeholders businesses businesses, inviting them to the TBC public information display - Quest Apartments - Hog’s Breath
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- YMCA Palmerston Recreation Centre - Palmerston Library - Palmerston Library café - ANZ Palmerston - Northern Territory Herbarium (Dept. of Land Resource Management) - Mission Australia - Northern Sky Accounting and Advisory - APG Accounting - Department of Corporate and Information Services - Department of Community Corrections - Job Find - Bits 4 Bub - Sexy Land - Cucina Italian Diner - Century 21 Real Estate - NT Legal Aid - Holdfast Insurance Brokers - Coffee Break (kiosk) - Catholic Care NT Chilcott Real Estate - Australia Post - Palmerston Police Station - Palmerston Day Spa - YMCA
Post letter and fact sheet to businesses in areas surrounding the CBD, inviting them to the public information display: - Bunnings - K-Tong Chinese Restaurant - Motor Vehicle Registry - Tony Ferguson Weight Loss Clinic - Kerry’s Chinese Massage - Repco Palmerston - Salvation Army Salvos Store - KG Young and Associates Real Estate - Trevor Tschirping Conveyancing - Cash Converters - Band of Queensland - The Arch Rival - Beaurepaires - Hungry Joes. General public Public notice Place a public notice in the NT 25 October News and Palmerston Sun to ensure everyone is aware of the project and program of works.
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Static display Letter for Mail out with a leaflet explaining City of 27 October general public projects to all Palmerston Palmerston residents, with contact details. Include fact sheet. Media release Distribute media release to flag City of 24 October project and start of consultation Palmerston period Michels Warren Munday Radio and Include key messages and key City of 24 October – print media dates for the consultation in Palmerston 21 November opportunities scheduled media opportunities including ABC Grassroots, 360 with Pete Davies, Territory FM, NT News and Palmerston Sun Public display Hold public display for Michels Warren 31 October stakeholders to ask questions, Munday will TBC clarify information or to provide organise and feedback and discuss concerns. coordinate the Display could be held in public display Palmerston Library on a Friday (TBC) night to coincide with Palmerston Markets. Static display Have a static display in the City of 24 Oct – 21 Palmerston Library foyer and Palmerston Nov Council foyer for the duration of the public comment period. Social media Prepare a series of pre-approved City of 24 Oct – 21 Facebook posts to post at Palmerston Nov scheduled intervals throughout the consultation period. Be prepared to respond to comments or criticisms posted online. Post any unexpected updates on Facebook. Partner with local champions to share or repost City of Palmerston posts.
Evaluation
Based on the feedback provided during the consultation, Michels Warren Munday will produce a community engagement report outlining feedback, key issues, and suggestions.
Michels Warren Munday will keep a record of all consultation activity and will prepare a report for the City of Palmerston on the findings.
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Attachment A: Stakeholder analysis
Stakeholder Potential issue/concern Background Level of engagement and best Level of communication impact Businesses on The Boulevard Palmerston Tavern Closure of Palmerston Circuit from The The bottle shop drive-thru Consult Direct Boulevard through to the Water Tower was realigned a few years ago car park has affected vehicle access to the so its entrance was from The letter and fact sheet Tavern’s drive-thru bottle shop as cars Boulevard, this apparently face to face briefing previously lined up around the improved business as cars invite to information session roundabout, into Palmerston Circuit. could line up around the ongoing personal contact as roundabout and into project progresses (email or Redeveloping the car park area next to Palmerston Circuit. phone call) the tavern as part of the City Centre Open Space project may impact on vehicles They have been involved in exiting the bottle shop drive-thru and initial design workshop with parking for the tavern. Roberts Day.
The area used as a loading bay that services the Tavern and Highway House can get congested with large delivery trucks often blocking access. Quest Apartments Potential impacts on business during Opened in 2010. Offers Consult Indirect construction phase including noise, dust, accommodation, under- disruptions and access. ground parking and letter and fact sheet conference facilities. Located offer of face to face briefing Likely to be positive about the City Centre on The Boulevard. invite to information session Open Space Project and could be enlisted ongoing personal contact as as an advocate for the project. project progresses (email or phone call)
Hog’s Breath Cafe Potential impacts on business during Licenced restaurant open for Consult Indirect construction phase including noise, dust, lunch and dinner seven days a disruptions and access. week. Recently added a new letter and fact sheet alfresco section at the front of offer of face to face briefing Likely to be positive about the plans for the restaurant overlooking invite to information session the City Centre Open Space project. The Boulevard. ongoing personal contact as project progresses (email or phone call) ATTACHMENT D Stakeholder Potential issue/concern Background Level of engagement and best Level of communication impact YMCA Palmerston Potential impacts on business during Managed on behalf of City of Consult Indirect Recreation Centre construction phase including noise, dust, Palmerston. Offers health and disruptions and access. fitness, child-minding, letter and fact sheet stadium facilities and kiosk. It offer of face to face briefing Trainers use Goyder Square for boot is a building that has been ongoing personal contact as camp style training, could be interested in designed so it can be project progresses (email or what is happening in that area. relocated. phone call)
May be concerned about parking options May be concerned that the for customers. centre will be moved out of the city centre. Palmerston Library Potential impacts on library during Potential for using the library Consult Direct (City of Palmerston) construction phase including noise, dust, foyer to showcase planned disruptions and access. development. letter and fact sheet could be included in internal Library is operated by Council so is likely briefings. to be better informed about the Master Plan than other businesses and support the City Centre Open Space Project. Fusion Café Potential impacts on business during Part of library building and Consult Direct construction phase including noise, dust, overlooks Goyder Square. disruptions and pedestrian access. letter and fact sheet face to face briefing invite to information session ongoing personal contact as project progresses (email or phone call) ANZ Palmerston Potential impacts on parking and any Consult Indirect changes to access. letter and fact sheet Potential impacts on business during offer of face to face briefing construction phase including noise, dust, invite to information session disruptions and access.
Businesses on The Boulevard – TIO Building Mission Australia Any potential impacts on parking for staff Not-for-profit organisation Consult Indirect and customers, visibility and changes to that houses a number of access. ‘wings’ of its business in this letter and fact sheet office, including an offer of face to face briefing Potential impacts on business during employment office. This invite to information session construction phase including noise, dust, means that access and ATTACHMENT D Stakeholder Potential issue/concern Background Level of engagement and best Level of communication impact disruptions and access. visibility for clients is important. Northern Sky Any potential impacts on parking for staff Previously Consulting Direct, Consult Indirect Accounting and and customers, impact on visibility and small business accounting Advisory any changes to access. team of two staff. letter and fact sheet APG Accounting Small accounting team. offer of face to face briefing Indirect Potential impacts on business during invite to information session construction phase - access, noise, disruptions. Northern Territory Potential impacts on parking for staff and The Herbarium has a Consult Indirect Herbarium - disruptions to access. Noise during volunteer program, and some Department of Land construction. volunteers may be elderly, so letter and fact sheet Resource nearby parking and access offer of face to face briefing Management will be important. updates in internal communication – Chief Department of Executive newsletters etc Indirect Corporate and Information Services Department of Indirect Community Corrections – Palmerston Community Corrections Businesses on Palmerston Circuit – Highway House Istanbul Kebab Bar Potential issues could include: Many businesses in this Consult Direct Yummy Noodle precinct are new and will not Blitz Hair and Beauty - vehicle access to businesses have been involved in letter and fact sheet Raine and Horne Real - parking for customers and staff previous consultation face to face briefing Estate - designated loading zones for activities. invite to information session Ben and Sam’s Café deliveries ongoing personal contact as and Bakehouse - impact on business with no street Two of the food retail outlets project progresses (email or LJ Hooker Real Estate frontage due to reduced visibility for front onto the area that will be phone call) potential customers by removing redeveloped as part of the City through-traffic from Palmerston Centre Open Space Project Circuit and already use part of the - potential for itinerants and public area for al frescro dining. drinking in the park Department of Any potential impacts on parking and Consult Infrastructure changes to access. Staff parking is likely to be an issue, with the removal of parking letter and fact sheet ATTACHMENT D Stakeholder Potential issue/concern Background Level of engagement and best Level of communication impact around the water tower, as more face to face briefing pressure will be placed on existing car invite to information session parks. updates in internal communication – Chief Access and congestion during Executive newsletters etc construction may also be an issue. Businesses on Palmerston Circuit – Satepak building Owner of Satepak Potential issues could include: Most businesses in this Consult Direct building precinct have been there for NAB - vehicle access to businesses some time. The owners of the letter and fact sheet YMCA - parking for customers and staff Satepak building have not face to face briefing Flowers by Elise - designated loading zones for been available in previous invite to information session Essence of Beauty deliveries consultations to provide ongoing personal contact as Income Tax - impact on business with no street feedback. project progresses (email or Professionals frontage due to reduced visibility for phone call) Elders Real estate potential customers by removing through-traffic from Palmerston Anglicare Circuit Ironbark Indigenous - potential for itinerants and public Community Links drinking in the park Businesses on The Boulevard/Palmerston Circuit – The Goyder Centre Australia Post Likely to be concerned about changes These businesses have been in Consult Indirect NT Police (branch) access, traffic congestion and pressure on this precinct for some time. Chilcott Real Estate existing parking. Their parking and access is letter and fact sheet Department of Land most likely to be unaffected as offer of face to face briefing Resource Potential impacts on business during many use the car park in front Management construction phase including noise, dust, of Council. Coffee Break disruptions and access. Catholic Care NT Palmerston Day Spa Job Fit NT Legal Aid Commission Century 21 Real Estate Holdfast Insurance Brokers YWCA Domestic and Family Violence Centre ATTACHMENT D Stakeholder Potential issue/concern Background Level of engagement and best Level of communication impact Other businesses – Baywood Plaza Bits 4 Bub May want clarity around changes to Consult Indirect Red Lantern Chinese vehicle access in city centre. Restaurant letter and fact sheet Job Find Access and congestion during invite to public information Sexy Land construction may also be an issue. display Cucina Italian Diner Other businesses Bunnings May want clarity around changes to N/A Consult Indirect McDonalds vehicle access in city centre. K-Tong Thai Chinese letter and fact sheet Restaurant Access and congestion during invite to public information Motor Vehicle construction may also be an issue. display Registry May be interested in the future of the Tony Ferguson 2030 Master Plan Weight Loss Clinic Kerry’s Chinese Massage Repco Salvos Store KG Young and Associates Real Estate Trevor Tschirping Conveyencing Cash Converters BOQ The Arch Rival Beaurepaires Hungry Joes Northern Territory Government Lia Finocciaro Will represent the interests of Electorate Office in Palm Consult N/A Electorate Office constituents, has already been Plaza, with clear views to approached by members of the public for works. letter and fact sheet information on the project. offer of face to face briefing
Likely to support the plans and could be enlisted as an advocate for the project, including partnering on social media ATTACHMENT D Stakeholder Potential issue/concern Background Level of engagement and best Level of communication impact Nathan Barratt Will want to represent the interests of Electorate office is in Oasis Consult N/A Electorate Office constituents. Shopping Centre. letter and fact sheet offer of face to face briefing Peter Chandler Will want to represent the interests of Electorate office is in Consult N/A Electorate Office constituents. Palmerston Shopping Centre. letter and fact sheet offer of face to face briefing Shopping centre/building management Randazzo Likely to be supportive of project overall Long history of consultation Consult Direct Investments, owners if car parking and vehicle access issues around CBD Master Plan and of Highway House are dealt with. The Boulevard. letter and fact sheet offer of face to face briefing In particular, they are likely to be Involved in initial design invite to information session concerned about any loss of car parks workshop with Roberts Day. ongoing personal contact as around the Water Tower and Highway project progresses (email or House, and access to and visibility of phone call) businesses in Highway House.
Likely to be concerned about City of Palmerston long-term strategy in relation to car parking. Joondanna Likely to be concerned about the project Long history of consultation Consult Direct Investments, Owner due to potential impacts on vehicle access around CBD Master Plan and of Palmerston and car parking for the shopping centre. The Boulevard. letter and fact sheet Shopping Centre offer of face to face briefing Likely to be concerned about: Involved in initial design invite to information session workshop with Roberts Day. ongoing personal contact as - removal of roundabout on project progresses (email or Palmerston Circuit leading to the phone call) underground car park as it could restrict access to the shopping centre - vehicle access to Coles short term car park and traffic congestion - closure of Palmerston Circuit and any potential removal of car park around water tower. Owner of Satepak Arguably most affected building due to Unable to contact for prior Consult Direct Building loss of on-street parking and vehicle engagement, information sent access. through property manager letter and fact sheet Elders Real Estate. offer of face to face briefing ATTACHMENT D Stakeholder Potential issue/concern Background Level of engagement and best Level of communication impact invite to information session ongoing personal contact as project progresses (email or phone call) Palmerston residents All Palmerston Residents will want to know what will be Inform Indirect residents achieved by the redevelopment of the city centre and how it relates to the Master post a leaflet, directing them to Plan. website
They will want reassurance that parking and access is not being taken away and that the works will clean up and improve the city centre.
May be concerned about the cost of implementing the City Centre Open Space Project. Other stakeholders Palmerston and Rural Potential impacts on markets from Palmerston markets operate Consult Direct Markets Association construction prior to the season ending. from Goyder Square and have May want to know about long term operated for 29 years. letter and fact sheet planning for markets and the CBD and face to face briefing what options there may be. Involved in initial design invite to information session workshop with Roberts Day. ongoing personal contact as Will want to be reassured that any project progresses (email or construction will be finished and any phone call) disruption to access returned by start of 2015 season.
May be concerned about any potential long-term reduction of parking and also access to Goyder square for stallholders. NT Emergency Impacts on access and routes to attend Consult Could be direct Services emergencies letter fact sheet invite to information session keep informed through media, website, social media ATTACHMENT D Stakeholder Potential issue/concern Background Level of engagement and best Level of communication impact Service authorities - Impacts on current infrastructure and Inform Could be direct Power Water and provision of future infrastructure Telstra letter ongoing communication involved in the design stage Wayne Zerbe - Feedback on local business issues and is Wayne Zerbe is passionate Inform N/A Palmerston Regional likely to be supportive of redevelopment about Palmerston, and Business Association and improvements of the Palmerston city promotes the economic send fact sheet centre. development of the town. keep informed through media, website, social media Likely to strengthen PRBA’s membership Could be enlisted as a project advocate.
Greg Bicknell - Will be interested in the opportunities for Inform N/A Chamber of business growth in Palmerston Commerce NT CEO send fact sheet keep informed through media, website, social media Mark Johnson - Local development opportunities Inform N/A Property Council of Australia CE send fact sheet keep informed through media, website, social media Local Resident Action Usually advocates for proper consultation, These local advocacy groups Inform N/A Groups – such as information sharing, good planning, and are vocal, well planned and Gunn Residents environmental sustainability. articulate about issues that keep informed through media, Group, Durack directly impact on them. website, social media Residents Group, Potential issues could include law and offer face to face briefing if an Friends of Mitchell order, and neighbourhood safety. They may generally support issue arises Creek – who may development but may want to have an interest know any impact on the environment or vehicle and pedestrian access and parking on behalf of residents. ATTACHMENT E