STRATEGIC PLANNING & DEVELOPMENT POLICY COMMITTEE
NOTICE OF MEETING
To: Mayor Bill Spragg
Councillors Ward Councillor Ron Nelson Manoah Councillor Jan-Claire Wisdom Councillor Ian Bailey Marble Hill Councillor Jan Loveday Councillor Kate Hosking Councillor John Kemp Mt Lofty Councillor Simon Jones Councillor Bill Gale Councillor Lynton Vonow Onkaparinga Valley Councillor Andrew Stratford Councillor Linda Green Torrens Valley Councillor Malcolm Herrmann
Notice is hereby given pursuant to the provisions under Section 87 of the Local Government Act 1999 that the next meeting of the Strategic Planning & Development Policy Committee will be held on:
Tuesday 27 August 2013 6.30pm 36 Nairne Road, Woodside
A copy of the Agenda for this meeting is supplied under Section 87 of the Act.
Meetings of the Council are open to the public and members of the community are welcome to attend.
Andrew Aitken Chief Executive Officer
STRATEGIC PLANNING & DEVELOPMENT POLICY COMMITTEE
Tuesday 27 August 2013 6.30pm 36 Nairne Road, Woodside
ORDER OF BUSINESS
Council Vision Nurturing our unique place and people
Council Mission Delivering activities and services which build a resilient community, sustain our built and natural environment and promote a vibrant economy
1. COMMENCEMENT
2. APOLOGIES/LEAVE OF ABSENCE 2.1. Apology 2.2. Leave of Absence
3. MINUTES OF PREVIOUS MEETINGS 3.1. Strategic Planning & Development Policy Committee – 23 July 2013 Recommendation That the minutes of the Strategic Planning & Development Policy Committee held on 23 July 2013, as supplied, be confirmed as an accurate record of the proceedings of that meeting.
4. DELEGATION OF AUTHORITY Decisions of this Committee were determined under delegated authority as adopted by Council on 12 March 2013, 9 April 2013 and 9 July 2013.
5. DECLARATION OF INTEREST BY MEMBERS OF STRATEGIC PLANNING & DEVELOPMENT POLICY COMMITTEE
Strategic Planning & Development Policy Committee Meeting AGENDA
6. REPORTS 6.1. Presiding Member Reports 6.2. Councillor Reports 6.3. Information Circulars
7. MATTERS DEFERRED FOR FURTHER CONSIDERATION/LYING ON THE TABLE 7.1. Matters Deferred – Nil 7.2. Lying on the Table – Nil
8. MOTIONS ON NOTICE 8.1. Nil
9. QUESTIONS ON NOTICE 9.1. Nil
10. PETITIONS / DEPUTATIONS / PUBLIC FORUM 10.1. Petitions – Nil 10.2. Deputations – Nil 10.3. Public Forum
11. PRESENTATIONS 11.1. Leah Maxwell, Waste Coordinator – Waste Services 2012/13
12. OFFICER REPORTS 12.1. VELO Adelaide, Mt Lofty Challenge Cycling Event Support for 2014 That Council supports the holding of the VELO Adelaide Cycling Event 2014 within the district…. Refer to agenda report for further details 12.2. Application for Short Term Dry Zone – Woodside Christmas Pageant 1. Supports the request form the Woodside Commerce Group Inc. and lodges a Short Term Dry Zone Application with Consumer and Business Services for the Woodside Christmas Pageant 2013 to cover the period 6.30 pm – 9.30 pm on Thursday 19 December 2013, for the area of Onkaparinga Valley Road from Nairne Road to John Street junctions. 2. Council supports future Dry Zone applications, if requested by the Woodside Commerce Group, for the operation of the Woodside Christmas Pageant, along Onkaparinga Valley Road, Woodside, from the Nairne Road junction to the John Street junction.
Page 3 Strategic Planning & Development Policy Committee Meeting AGENDA
12.3. School Stationery Supply Contract That the report be received and noted.
12.4. Regional Tender for the Provision of Kerbside Waste Collection Services That Council delegates authority to the CEO to conduct a regional kerbside collection tender and report back to Council with the outcome of this process.
12.5. Illegal Dumping Birdwood That this report be received and noted.
12.6. Review of Terms of Reference for Advisory Groups Council adopts the Terms of Reference for the: - Sustainability Advisory Group - AHBTC Advisory Group - Sport & Recreation Advisory Group - Rural Land Management Advisory Group - Stirling Linear Park Advisory Group - The Summit Community Centre Advisory Group - Torrens Valley Community Centre Advisory Group…. (see agenda report for further details)
13. MOTIONS WITHOUT NOTICE
14. QUESTIONS WITHOUT NOTICE
15. CONFIDENTIAL ITEMS Nil
16. NEXT MEETING Tuesday 24 September 2013, 6.30pm, 63 Mt Barker Road, Stirling
17. CLOSE STRATEGIC PLANNING & DEVELOPMENT POLICY COMMITTEE MEETING
Page 4
Council Meeting/Workshop Venues 2013
August 27 August 2013 SPDPC Woodside Kylie Hopkins September 3 September 2013 CDAP TBA Karen Savage 4 September 2013 Workshop Stirling N/A 10 September 2013 Council Woodside Pam Williams 17 September 2013 Elected Member Training Stirling N/A 24 September 2013 SPDPC Stirling Kylie Hopkins October 1 October 2013 CDAP TBA Karen Savage 2 October 2013 Workshop Woodside N/A 8 October 2013 Council Stirling Pam Williams 15 October 2013 Elected Member Training Stirling N/A 22 October 2013 SPDPC Woodside Kylie Hopkins November 5 November 2013 CDAP TBA Karen Savage 6 November 2013 Workshop Stirling N/A 12 November 2013 Council Woodside Pam Williams 19 November 2013 Elected Member Training Stirling N/A 26 November 2013 SPDPC Stirling Kylie Hopkins December 3 December 2013 CDAP TBA Karen Savage 4 December 2013 Workshop Woodside N/A 10 December 2013 Council Stirling Pam Williams
Meetings are subject to change, please check agendas for times and venues. All meetings (except Workshops & Elected Member Training) are open to the public.
Community Forums 2013
DATE TYPE WARD LOCATION 29 October 2013 Community Forum Onkaparinga Valley TBA 17 December 2013 Community Forum (PROPOSED) Manoah TBA 18 February 2014 Community Forum (PROPOSED) Marble Hill TBA
ADELAIDE HILLS COUNCIL STRATEGIC PLANNING & POLICY COMMITTEE MEETING Tuesday 27 August 2013 AGENDA BUSINESS ITEM
Item: 12.1
Originating Officer: Gaye Tulloch – Event and Cemetery Coordinator
Responsible Director: Tim Piper – Director Corporate Services
Subject: VELO Adelaide, Mt Lofty Challenge Cycling Event Support for 2014
File No: 02.38.12
SMP Goal: Goal 3 – A Prosperous and Vibrant Economy
SMP Key Issue: 3.3 Tourism – Objective - Raise awareness support & commitment for tourism
1. SUMMARY
The VELO Adelaide Cycling Event organiser, Bike SA, has again formally approached Council seeking event support for their cycling event which is proposed to traverse parts of the Council area in March 2014. Council supported the event held in March 2012 and 2013.
Bike SA has provided significant detail supporting their application and these are contained in the appendices to this report.
This report seeks Council support for the event including consent for temporary road closures on Sunday 23 March 2014.
2. GOVERNANCE
Strategic Management Plan
Goal 3: A Prosperous and Vibrant Economy
Key Issue 3.3: Tourism, raise awareness support & commitment for tourism
Strategy a) Support and facilitate major/unique events with the Adelaide Hills brand for key target audiences
Legislation
Under Section 33 of the Road Traffic Act 1961, the Minister has the power to order the closure of a road for the purposes of a declared event. The Minister also has the powers to declare exemptions from the Australian Road Rules within the closed area of the road for the period of the closure.
Page 1 Adelaide Hills Council SPDPC Meeting 27 August 2013 VELO Adelaide Cycling Event Support
The Minister’s powers have been conferred to Councils in respect to local roads. As such, if the Council wishes to support the VELO Adelaide Cycling Event, it will need to execute a road closure order pursuant to the Road Traffic Act 1961 in respect to the affected Council roads. The recommendation has been worded to reflect the requirement to execute the order.
Sustainability
Economic Social Environmental Governance
Budget
There is no impact on budget, except for budgeted staff time to administer this process.
Consultation
The event organisers have again undertaken consultation with local residents and businesses including public meetings held at Ashton Hall, Summertown Uniting Church and individual meetings with Cleland Conservation Park, Mt Lofty House, the Mt Lofty Summit Café, Montacute Progress Association, Ashton Co-op and local CFS Groups.
Emergency Services, Members of Parliament and State Government representatives have also been consulted.
In addition, Bike SA continued its consultation and community engagement activities between March 2013 and July 2013.
The event, primarily a social activity targeted at cycling enthusiasts, is promoted as having local and regional economic benefits. The economic benefits are potentially realised by the attraction of visitors and participants (4000+) to the area, who can be expected to spend money at local retailers or hospitality providers.
Bike SA have now supplied additional considerations from their 2013 review involving consultation feedback with participants, business operators, community groups involvement and advertising in local newspapers.
3. BACKGROUND
The event organisers have provided substantial documentation that demonstrates a thorough and professional approach to managing the proposed event and includes:
• Letter of Application from VELO (Appendix 1) • Emergency Response Plan (Appendix 2) • Route maps (Appendix 3) • Extreme Weather Policy (Appendix 4) • Community Notification Information (Appendix 5) • 2013 survey results and comments (Appendix 6) • Letters of support for the event (Appendix 7)
Page 2 Adelaide Hills Council SPDPC Meeting 27 August 2013 VELO Adelaide Cycling Event Support
• Traffic Management Plan (Commercial in Confidence document provided separately to Elected Members) • Risk Management Plan (Commercial in Confidence document provided separately to Elected Members)
Council has supported mass participation cycling events previously including the Santos Tour Down Under (professional and amateur ride), Coast to Coast Bike Ride and the VELO Adelaide held in March 2012 and 2013. The events coordinated by Bike SA were well organised and undertaken to a standard that ensures the safety of competitors and the amenity of residents.
4. DISCUSSION
Details of the Event
The VELO Adelaide Cycling Event has already received significant support from State Government and SAPOL, as demonstrated by again securing the temporary closure of the east bound lanes of the South Eastern Freeway, including the Heysen Tunnel.
The event organisers are seeking Council support for their event, limited to consent for temporary road closures in order to provide for a safe environment for participants. No other support has been requested.
The VELO Adelaide Cycling Event includes a community bike ride through the Adelaide Hills, called the Mt Lofty Challenge. This challenge is a 50km/80km/110km ride starting and finishing in the CBD, taking riders along a loop via the South Eastern Freeway to Crafers, then to Mt Lofty, Summertown and Ashton, before riding back to the city via Montacute Road.
The event organisers propose that the main route from Crafers to Montacute Road be temporarily closed for a specific period. Closing the roads will ensure the safest possible event for the estimated 4,000+ participants. Within the event is an optional extra loop from Summertown to Balhannah, Verdun, Bridgewater and back to Summertown or an extended route beyond Balhannah – Littlehampton, Nairne, Woodside and back to Balhannah. Bike SA proposes that these loops remain open to normal traffic. There is also a 35km and a 65km route starting from Stirling and joining the road closures at Woodshill Road, Summertown, to Montacute.
The proposed route detail and road closures are provided in Appendix 3 in more detail:
8:15am -10:00am South Eastern Freeway eastbound /uphill lanes only – vehicles diverted to Crafers via Eagle on the Hill 8:30am -10:30am Mt Lofty Summit Rd from Crafers to Greenhill Rd. Alternative vehicle route via Piccadilly Rd 8:45am -12:00pm Woods Hill Rd and Stony Rise Rd from Greenhill Rd to Adelaide-Lobethal Rd. Alternative vehicle route via Range Rd or Tregarthen Rd 9:00am -12:45pm Monomeith Rd, Marble Hill Rd and Montacute Rd from Adelaide-Lobethal Rd to the intersection with Stradbroke Rd. Alternative vehicle route via Norton Summit Rd or Gorge Rd.
Page 3 Adelaide Hills Council SPDPC Meeting 27 August 2013 VELO Adelaide Cycling Event Support
There will be start activities at Stirling, and additionally refreshment stations located at Crafers, Mt Lofty, Ashton, and Verdun.
The Mt Lofty Challenge will again raise funds for The Smith Family, supporting the delivery of their Changing Gears program helping disadvantaged children and families. In March 2013 Bike SA donated over $49,000 to The Smith Family.
Notifications Required
If Council chooses to support this event, the approvals regarding road restrictions are to be forwarded to SAPOL, as per Legislative Requirements:
In accordance with Road Event Guidelines provided by the Minister of Transport April 2001: ”The South Australian Police have the Minister’s approval to declare events on roads which are under the care, control and management of both the Commissioner of Highways and Councils”.
That in conformance with the Minister’s Notice, the Commissioner of Highways, the SA State Emergency Service, SA Metropolitan Fire Service, SA Ambulance Service and the Public Transport Division be notified of the Council’s resolution.
Resident Reactions
When considering the proposal, Council must weigh up the benefits to the Adelaide Hills Council community that events like this provide, against the ongoing impact on residents that road closures such as those proposed have.
There has been a reported level of inconvenience to our residents brought about by event road closures where residents are locked in or out of their properties for the duration of the road closure. This was predominantly aligned to motor rally events where the same route has been used year after year.
There has been limited adverse resident reaction to bicycle events involving road closures in the past, with only one specific objection from the Ashton area in 2013.
The VELO Adelaide Cycling event does use a route that has been affected by motor vehicle road events in the past, and it is likely that the same residents will be affected by this event.
Event Analysis
The following provides a broad analysis of the event, as it may benefit or impact on the Council area and our community:
Benefits • Is in line with Strategic Management Plan Outcome as noted above • May provide tourism and local marketing exposure • Council logo marketing • Council seen to be supportive of major health active events • Reported participant spend of $90,000 into local community
Page 4 Adelaide Hills Council SPDPC Meeting 27 August 2013 VELO Adelaide Cycling Event Support
Impacts • Temporary road closure and resident inconvenience • Potential negative publicity from resident inconvenience
Management believes that Council’s objective when approving road events within the district is to promote and encourage community activities and tourism while managing the Council’s road network effectively and safely for residents, spectators and participants.
On the basis of maintaining consistency with support provided for the VELO Adelaide 2013 event and other similar bicycle events in the past, it is considered appropriate for the Council to support the event and the associated road closures.
4A OPTIONS
Should the Council resolve to support the event, staff will again work with the event organisers to ensure a successful outcome.
Should the Council resolve not to support the event, it will jeopardise the potential for the event to be held in the district in future years. It will avoid any inconvenience to affected residents, but also prevent the potential benefits to local businesses.
5. RECOMMENDATION
That:
1. Council supports the holding of the VELO Adelaide Cycling Event 2014 within the district.
2. Pursuant to Section 33 (2) of the Road Traffic Act 1961, Council consents to road closures of:
• Mt Lofty Summit Road from Crafers to Greenhill Road, 8.30 – 10.30am • Woods Hill Road and Stony Rise Road from Greenhill Road to Adelaide-Lobethal Road, 8.45 – 12.00noon • Monomeith Road, Marble Hill Road and Montacute Road from Adelaide-Lobethal Road to the intersection with Stradbroke Road, 9.00 – 12.45pm
And road restrictions for:
• Eastbound freeway traffic reduced to one lane between Eagle on the Hill and the Crafers exit, 8.15 – 10.00am
on 23 March 2014 for the purposes of the VELO Adelaide Cycling Event.
3. In conformance with the Minister’s Notice, the Commissioner of Highways, the SA State Emergency Service, SA Metropolitan Fire Service, SA Ambulance Service and the Public Transport Division be notified of the Council’s resolution.
Page 5 Adelaide Hills Council SPDPC Meeting 27 August 2013 VELO Adelaide Cycling Event Support
6. APPENDICES
(1) Letter of Application from VELO (2) Emergency Response Plan (3) Route maps (4) Extreme Weather Policy (5) Community Notification Information (6) 2013 survey results and comments (7) Letters of support for the event
Page 6
Appendix 1 Letter of Application from VELO
11 July 2013
Gaye Tulloch Event Co-ordinator Adelaide Hills Council PO Box 44 Woodside, SA 5244
Dear Gaye,
RE: VELO ADELAIDE COMMUNITY CYCLING EVENT – SUNDAY 23 MARCH 2014
Following the success of the 2nd annual VeloAdelaide community cycling event earlier this year I am writing to request the support of Adelaide Hills Council for road closures for the event to proceed next year, and ask that this be given consideration at the 13 August 2013 meeting.
The event is scheduled for Sunday 23 March 2014. VeloAdelaide is a festival of cycling which includes a community bike ride through the Adelaide Hills, called the Mount Lofty Challenge.
The Mount Lofty Challenge will again consist of a 30km / 50km / 80km / 110km ride starting and finishing in the CBD, taking riders along a loop via the South Eastern Freeway to Crafers, then to Mount Lofty, Summertown and Ashton before riding back to the city via Montacute Road. The proposal is for this main route from Crafers to Montacute Road to be temporarily closed for a specified period. Closing the roads will ensure the safest possible event, as well as deliver a unique riding experience. An additional start venue will be located in Stirling to enable a shorter 30km option that eliminates the climb to Mt Lofty for those who feel this is beyond their abilities. We anticipate over 3,000 recreational cyclists will participate.
There are two optional extra loops planned for the Mount Lofty Challenge - from Summertown to Balhannah then Littlehampton, Woodside, Verdun, Bridgewater and back to Summertown. Bicycle SA proposes that these two 30km loops remain open to normal traffic as they have for previous events.
In addition to the start activities at Stirling, there will be refreshment stations at Crafers, Mount Lofty, Ashton (for the main route) and Verdun (for the optional 30km loop).
The Mount Lofty Challenge will raise funds for The Smith Family, supporting the delivery of their Changing Gears programme helping disadvantaged children and families.
Bicycle SA is currently working with the state government and SA Police to again temporarily allow cyclists up the east-bound lanes of the South-Eastern Freeway (with vehicle traffic diverted via the Old Mount Barker Road), and a detailed Traffic Management Plan has been developed in collaboration with SA Police, the Department for Transport and a professional traffic management company (enclosed).
111 Franklin Street, Adelaide SA 5000 Telephone: + 61 8 8168 9999 Facsimile: + 61 8 8168 9988 Email: [email protected] Web: www.bikesa.asn.au ABN: 65 508 272 584
Closure of the additional local roads through the Adelaide Hills, from Crafers to Newton, would be coordinated by SA Police utilising contracted traffic management resources, as detailed in the Traffic Management Plan.
The Traffic Management Plan, the Emergency Response Plan and the Risk Management Plan have been developed in consultation with SA Police, Country Fire Service, State Emergency Service, SA Ambulance Service, Metropolitan Fire Service, St John First Aid, the Department of Planning, Transport, and Infrastructure and the Department of Environment and Natural Resources, and are based on the detailed plans adopted for the inaugural 2012 event and further developed for the 2013 event. A joint meeting with representatives of all the emergency services will be scheduled for September, following Adelaide Hills Council’s consideration of the proposal.
Adelaide Hills Council contributed to the development of the above-mentioned plans during the consultation period for the inaugural event, which included the full Council workshop in September 2011. Through this process the following issues were highlighted and addressed: 1. The importance of developing a safe, workable plan in the case of bushfires 2. Specific road closure time periods 3. Maximising benefits for local businesses, while minimising any negative effects 4. The importance of ongoing community engagement 5. Rider and driver safety 6. Leveraging tourism opportunities
Additional engagement with local residents and businesses has been conducted with one-on-one meetings and community consultations. This will be supported by additional community engagement between August 2013 and February 2014.
The following is a summary of consultations undertaken thus far:
1. A review of the 2013 event with SAPOL and DPTI revealed no major incidents involved during the event. Rider movement and road closures were within time expectations. Planning discussions for this event indentified additional considerations to enhance rider safety including: Full road closures with access for emergency and event support vehicle only In case of emergency residents will be advised to dial 000 for assistance additional traffic marshals at all intersections along the route securing demarcation tape across all driveways within the area of road closures along the Mt Lofty Scenic Route between Crafers and Newton to remind residents that the road is closed and help maintain the integrity of the road closures.
These measures proved to be most successful and would again be implemented for 2014. Both SAPOL and DPTI have indicated they have no objections to the event proceeding in the same manner in 2014.
111 Franklin Street, Adelaide SA 5000 Telephone: + 61 8 8168 9999 Facsimile: + 61 8 8168 9988 Email: [email protected] Web: www.bikesa.asn.au ABN: 65 508 272 584
2. CFS approval of Bushfire & Emergency Response strategy for the event. Discussions have taken place with Ian Hunter from Region 1 HQ, Mt Barker and Don Ford, Group Officer East Torrens Group. We have been advised that they are happy with our event and risk management strategies for VeloAdelaide.
3. Consultations with business operators along Mt Lofty Summit Road including Mt Lofty House, Mt Lofty Summit Cafe and Cleland Conservation Park have indicated that the 2012 and 2013 events did not cause any negative effects or reduce visitor numbers. All were appreciative of early consultation and timely communication of event details. They have all indicated that they have no objections to the event taking place again in 2014.
4. We have communicated with new management at Aston Co-op and Cold Stores and have been advised that there are currently no business trading or fruit harvest deliveries/collection taking place at these premises on a Sunday. Should the situation change we will consider options for access to the business during the harvest period, if required. The intersection of Tregarthen Rd/Woods Hill Rd will be controlled by accredited traffic marshals and traffic management personnel which, subject to approval from SA Police, may provide for controlled access to the cold stores. We will continue to liaise closely Ashton Co-op management, seeking a workable outcome if required.
5. Community information sessions were conducted on Wednesday 3 July at Ashton Hall and on Thursday 4 July at Summertown Uniting Church Hall. Notification for these meetings was sent via post on Monday 17 June to all residents along the road closure route as per contact list provided by AHC (approx 1500 addresses). Copies of these notices were also placed on public noticeboards/shop windows in Stirling, Norton Summit, Mt Lofty, Uraidla, Montacute, Ashton, Summertown and Crafers. In addition a public notice was placed in the June 21 edition of the Weekender Herald newspaper and the June 19 edition of the Courier newspaper. As a result of our notifications we have received 2 queries via email and 2 local residents attended the community information sessions seeking further clarification regarding closure times and access to/from their properties. We have responded to each query. I have attached a copy of their comments and our response.
6. Several local community groups have shown their support for the event, providing traffic marshal and refreshment station personnel for the event in 2012 and 2013. The Ashton Hall Committee, Summit Gym Club and Mt Lofty Scouts have indicated their interest in again being involved in 2014.
7. We have consulted with Montacute Progress Association President, Ian Sparnon, and will continue to work closely with him and other community groups.
8. We have communicated with the Rev Peter Balabanski from the Anglican Church of the Epiphany in Crafers. He has indicated their intention to conduct the church service at a later time on the day of the event when the road closures have finished.
111 Franklin Street, Adelaide SA 5000 Telephone: + 61 8 8168 9999 Facsimile: + 61 8 8168 9988 Email: [email protected] Web: www.bikesa.asn.au ABN: 65 508 272 584
A priority objective is to ensure a practical solution for local residents, businesses and other road users, as well as a safe and enjoyable rider experience.
The event will be launched in the media in September 2013 with registrations open at the same time. More extensive marketing and promotion will commence with the distribution of Bicycle SA’s ‘Love Your Ride’ magazine issued with The Advertiser on 11 October. Notification in the Courier newspaper is scheduled for February 2014.
The event Marketing Plan includes website, email, social media and printed collateral strategies; plus high profile television advertising, subject to confirmation with media and commercial sponsors.
Based on our experience from previous events and comparable Bicycle SA mass participation community events (Coast to Coast and Amy’s Ride), VeloAdelaide is again likely to deliver significant economic benefits to the region. A survey of those who took part in the 2012 and 2013 events indicated that on average participants spent over $30 per person over and above entry fees paid to Bicycle SA. This equates to $100,000 invested directly into the local economy over the two years. When additional fees and donations paid to community groups and businesses for services, such as catering, are added, plus a 1.5 multiplier effect, local economic activity exceeds $170,000.
Bicycle SA will again invite local businesses and service clubs to tender for certain services – such as catering – which would direct extra income to the economy. The results of a post-event evaluation including participant survey will confirm the event deliverables.
As a community activity, VeloAdelaide complements Adelaide Hills Council’s current Strategic Management Plan, specifically supporting ‘A Healthy, Safe and Connected Community’ and ‘A Prosperous, Growing and Vibrant Economy’ (Service Delivery – ‘Economic Development and Tourism’) strategies.
The route through the region provides unique opportunities for Adelaide Hills residents to participate. Apart from the option to start and finish the ride in the CBD, there will be options to ride from Crafers and/or Stirling, with all distance options allowing for the by-pass of Mount Lofty, if that proves for some to be a challenge too far. So not only are the hundreds of Bicycle SA members living in the Adelaide Hills expected to participate, but the broader community will be encouraged. Bicycle SA would welcome the opportunity to engage with Council in the facilitation of local participation, including reduced or free entry for local residents. The aim is to engage local residents in this healthy community activity. Bicycle SA looks forward to working with Adelaide Hills Council to leveraging the opportunity by maximising local participation.
111 Franklin Street, Adelaide SA 5000 Telephone: + 61 8 8168 9999 Facsimile: + 61 8 8168 9988 Email: [email protected] Web: www.bikesa.asn.au ABN: 65 508 272 584
Bicycle SA is an independent, not-for-profit membership-based association operating since 1982 with the support of hundreds of volunteers. We are the state’s peak body for recreational cycling and our mission is more South Australians cycling in safer, healthier communities. We have 30 years of bike event experience, managing groups of over 7,000 riders (including the recreational Challenge Tour as part of the Tour Down Under).
With the success of previous VeloAdelaide events in March 2012 and 2013, it is our intention to continue to conduct the event annually.
In support of our application, please find enclosed the following supporting documents: Traffic Management Plan, Risk Management Plan, Emergency Response Plan, Extreme Weather Policy, Organisation Structure, route map, 2013 Boileau VeloAdelaide event report including Media Audit and summary of Participant Survey Results, plus supporting letters received from several Adelaide Hills residents and Graham Jaeschke of the Smith Family. Further letters of support are expected to be forwarded shortly.
Please let me know if you require additional material to prepare your report for Council. I would also be happy to make a short presentation at the 13 August Council meeting if appropriate.
Kind regards,
Russell Miatke
Event Manager
111 Franklin Street, Adelaide SA 5000 Telephone: + 61 8 8168 9999 Facsimile: + 61 8 8168 9988 Email: [email protected] Web: www.bikesa.asn.au ABN: 65 508 272 584
Appendix 2 Emergency Response Plan
Author(s)
Name Function
Bicycle SA Emergency Response Plan
Revision History Version Revision Description Date Version 1 July 2013 First Approved
DISTRIBUTION LIST Distributed to Title Date
APPROVAL Name Title Signature Date
Christian Haag CEO See authority page
Michael Bridge General Manager See authority page
Maureen Merrick President See authority page
1
AUTHORITY
VELOADELAIDE 2014
EMERGENCY RESPONSE PLAN
The plan is prepared at the direction and under the authority of the Bicycle SA Inc as recognition of the need for preparedness and supplements any plans of SA Police, Emergency Services and participating organisations.
The Event Manager, or nominated deputy, as appointed by Bicycle SA Inc will be responsible under this authority, for the preparation, and activation of this plan.
______Michael Bridge General Manager Bicycle SA
/ / 13
DISTRIBUTION: Electronic/hard copy
2
CONTENTS
AUTHORITY ...... 2
PREFACE ...... 4
REVIEW OF VELOADELAIDE EMERGENCY RESPONSE PLAN ...... 4
PURPOSE AND PLAN ...... 5
LEGAL AND ADMINISTRATIVE FRAMEWORK ...... 5
PERIOD OF OPERATION ...... 5
DEFINITIONS INCIDENT ...... 6 SERIOUS INCIDENT ...... 6 EMERGENCY ...... 6 COORDINATING AGENCY RESPONSIBILITIES ...... 6
PREVENTION
RISK MANAGEMENT PLAN ...... 7
PREPAREDNESS WORKING GROUPS ...... 7 EVENT COMMUNICATIONS CENTRE ...... 7 RADIO NETWORK ...... 7 REVIEW OF INCIDENTS BY BICYCLE SA ...... 7
RESPONSE REPORTING ...... 8 ACTION ...... 8 BUILD UP ...... 8 OPERATION ...... 8 NOTIFICATION OF EVENT MANAGER...... 9 RUNDOWN ...... 9 DEBRIEF ...... 9 MEDIA MANAGEMENT ...... 10 CASUALTY INFORMATION CENTRE ...... 10
RECOVERY ...... 10
GLOSSARY ...... 11
ORGANISATIONAL STRUCTURE ...... 12
ANNEXES ...... 13 A Telephone numbers Pg14 G Medical Emergency (BLUE) Pg21 B Incident / hazard report form Pg15 H Chemical Spillage (ORANGE) Pg22 C Incident running sheet Pg17 I Flooding (BRIGHT YELLOW) Pg23 D Emergency Aide Memoir Pg18 J Explosion/structure collapse (GREEN) Pg24 E Emergency Numbers Pg19 K Bomb Threat (LEMON)) Pg25 F Fire (PINK) Pg20 L Suspicious Parcel (WHITE) Pg27
3
PREFACE
1. The VELOADELAIDE cycle event – hereafter referred to as The Event – will be conducted on Sunday 23 March 2014 2. The VELOADELAIDE Emergency Response Plan (ERP) is written pursuant to the requirements for Bicycle SA (BSA) to ensure that a response to any incident during the Event is dealt with satisfactorily. It outlines the means by which BSA staff, volunteers and contractors will fulfil their roles. 3. The ERP relies on strong cooperative, coordinated and consultative relationships among BSA, Local Emergency Services and contracted agencies. This plan details the role of the Police as the coordinating agency and also as a control agency under the State’s emergency management arrangements. 4. This plan does not assume a particular incident or event, and is based on the “comprehensive” and “All Hazards” principles to respond to incidents or events in the public area.
REVIEW OF VELOADELAIDE EMERGENCY RESPONSE PLAN
The Event Manager is responsible for the preparation and review of the ERP, which will be reviewed annually.
The Event Manager will coordinate the maintenance and distribution of the ERP prior to each event.
Enquiries should be directed to:
Michael Bridge General Manager Bicycle SA Inc 111 Franklin Street Adelaide 5000
Telephone 8168 9999 Facsimile 8168 9988 Email [email protected]
4
PURPOSE OF PLAN
The plan is intended for use by all staff, volunteers and contractors of Bicycle SA for The Event The aim of this plan is to satisfy all stakeholders, State Agencies and interested parties that an effective, efficient and coordinated plan has been developed to respond to any occurrence that requires action by the emergency services.
This document therefore provides an outline of arrangements for effective and efficient actions to be implemented with the restrictions of BSA to manage any, incident, serious incident or emergency, as defined in this plan, occurring during the proclaimed time frame.
The plan comprehensively describes BSA’s role and commitment when an incident occurs and is responded to as per the State’s emergency management arrangements.
The format of the plan, including the prevention, preparedness, response and recovery sections align directly with the other plans that are supported by this plan, and the plans prepared by other agencies that form the basis of the State’s emergency management arrangements.
LEGAL AND ADMINISTRATIVE
BSA has a duty of care to ensure that The Event is conducted in a safe environment for participants, staff, volunteers and the general public.
All companies involved in the production and delivery of The Event must agree with BSA the following:
Services and conditions Commencement date Completion date Insurance Indemnity Compliance with laws
PERIOD OF OPERATION
This emergency response plan will take effect from 0900 Saturday 22 March 2014 and 23.59 hrs Sunday 23 March 2014 during the conduct of the event and can be implemented in full or part at any time in response to the management of an emergency.
5
DEFINITIONS
The following definitions categorise the type of event which this plan refers.
INCIDENT
An incident is an occurrence that can be successfully managed by responding on site resources and services using standard operating procedures that will be adequate for the normalisation of the incident.
SERIOUS INCIDENT
A serious incident is an occurrence that although being able to be managed using standard operating procedures requires a higher level of coordination of emergency services and includes one or more of the following elements:
media management investigation by a Government Authority is unusual in circumstance A death or life threatening injury has occurred
EMERGENCY
An emergency is a major incident that requires a significant response by the emergency services or that the incident has the potential to escalate to endanger many lives or substantial facilities or property. The impact of the emergency or the potential to escalate will require the implementation of this plan and will include one or more of the following elements: multiple injuries or deaths likelihood to interrupt the program continuing danger to the public, staff or volunteers requires the utilisation of additional resources not on track result of accident that requires investigation by Government authority media management
COORDINATING AGENCY RESPONSIBILITY
The command, control and coordination of any incident will be undertaken by members of the emergency services, consistent with existing legislation and current practice.
Coordination is the bringing together of organisations and elements to ensure an effective response and is primarily concerned with the systematic acquisition of resources (organisation, staff and equipment) in accordance with the requirements imposed by the threat or impact of an emergency.
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PREVENTION
RISK MANAGEMENT PLAN
A comprehensive risk assessment has been conducted with a view to minimising the risks associated with the running of an event of this type. This includes documentation that reflects the Australian Standard AS4360 as amended. Copies of the risk management plan including risk definitions, risk register and risk action plan are distributed to all agencies involved in VELOADELAIDE and are also available from file as a consolidated document.
PREPAREDNESS
WORKING GROUPS BSA has experienced personnel and working groups developing relationships and co-operative strategies in the following areas: Traffic Management Risk Management Local Council and Government Contractors obligations Community groups, voluntary organisations and service clubs
EVENT OPERATIONS CENTRE
An Event Operations Centre (EOC) will be established in the BSA office for the duration of the event, located at 111 Franklin Street, Adelaide 5000. Direct Telephone number 8168 9901
The role of the EOC is to act as a centre to coordinate vehicle assets and route support as required in their response to incidents, serious incidents or emergencies as defined in the plan.
A co-ordinator will administratively manage the EOC.
As a minimum, the EOC will be staffed and equipped in time for the start of the event to its conclusion.
RADIO NETWORK
To enable a coordinated response to any incident, key personnel within BSA will be issued with a radio handset.
REVIEW OF INCIDENTS BY BSA
BSA has a role to monitor and evaluate the implementation of the Emergency Response Plan. All debriefs that relate to the activation of this plan, will be supplied to the General Manager for this to occur.
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RESPONSE
REPORTING
Staff, volunteers or contractors may become aware of an incident from many sources. It is imperative that the person becoming are of the incident takes action to ensure that the appropriate emergency service is notified. In some situations the person will be able to contact the emergency services nearby.
Primary advice may also come from via the public to emergency services communications or the police call centre; however, other emergency services or intelligence sources may provide advice of an incident that may require action by staff or volunteers.
ACTION
Upon becoming aware of an incident, the staff, volunteers or contractors will ensure that all assistance possible is given to minimise the risk or danger to the public, staff, volunteers or contractors resulting from the incident. Additionally the emergency services are to be assisted with access, egress, treatment of injured and normalisation of the incident.
Annex E details information on the actions to be taken for the following specific incidents; Fire Medical Chemical spillage Flooding/water damage Explosion/structural collapse Telephone/bomb threat Suspicious parcel Missing person
BUILD UP
In the event of an incident, emergency services will respond as per their normal operating procedures.
OPERATION
Activities during an identified serious incident or emergency will require on scene operations by emergency services to normalise the incident. This will be primarily focused around support to the control agency. On scene staff, volunteers or contractors are to assist the emergency services in any way possible.
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NOTIFICATION OF EVENT MANAGER
Where a serious event or emergency occurs the EOC will need to notify the Event Manager General Manager, CEO and President where deemed appropriate.
Where staff, volunteers or contractors are requested to assist emergency services they are to consider the effect of that request on their primary tasks associated with the events. In any case they must advise the EOC and Event Manager of their involvement in the incident.
Where contractors are requested to assist and additional costs may be incurred they are to contact BSA for direction.
Coordination functions will be carried out by SAPOL acting as Coordinating Agency.
RUNDOWN
The Police Commander/State Controller shall make the decision as to when the emergency can be scaled down and ended. This decision will be taken in consultation with the Control Agency and any other agency that is able to provide information. During this time full details of the response, including equipment and personnel costs are to be collected by BSA staff, volunteers or contractors for the debrief. In most emergencies recovery activities will commence simultaneously with response activities. If at the completion of response activities the recovery activities are on-going then staff, volunteers or contractors are to advise the EOC and Event Manager.
DEBRIEF
Upon completion of any activation of this plan the key BSA representative on site will ensure a debrief is conducted.
Debrief reports will be submitted to the Event Manager. BSA is to ensure that appropriate documentation is maintained with a view to determining the most appropriate issues for follow up.
Additionally a formal multi-agency debrief may be convened in order to ensure that any lessons learnt are captured. The convening of a multi-agency debrief will be the responsibility of Emergency Services to determine. BSA will ensure that any follow up debrief actions are reviewed to determine any commonalities with other similar incidents. Any issues that require follow up will be co-ordinated by BSA and actions issued as required.
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MEDIA MANAGEMENT
No organisation or individual is to make any comment (official or unofficial) to any member of the media in relation to an event related incident without prior consultation and approval through the General Manager/CEO of BSA. The CEO is the official spokesperson for and on behalf of BSA.
To give a clear and consistent message, the CEO will liaise closely with the Media Liaison Officer from each of the Emergency Services.
CASUALTY INFORMATION CENTRE (CIC): The State Registration and Inquiry Centre (SRIC) is operated by the Red Cross under the Community Services Functional Service and provides a service for the recording, matching and advice to persons who are dislodged or otherwise affected by an emergency incident. Within that centre is a service called the Casualty Information Centre (CIC) addressing the advice to callers related to persons who are dead or injured as a result of that incident.
RECOVERY
Recovery is the coordinated process of supporting affected communities in the reconstruction of the physical infrastructure and restoration of emotional, social, economic and physical well-being. During the process BSA may have a role in assisting staff, volunteers and members of the public in their recovery.
Any recovery actions must be approved by the CEO and General Manager of BSA. Examples of recovery may be:
1. Handling enquiries from friends and family of participants. Depending on demand, these enquiries would be dealt with by: * BSA personnel at the scene of an incident * BSA personnel at the BSA information desk at the finish * EOC Telephone 8168 9901 * BSA office Telephone 8168 9999 * Event Manager mobile With the support of other senior personnel as requested: General Manager, CEO, President / Volunteer Co-ordinator
2. Co-ordinating the collection, transport, storage and return of bikes of participants. In these circumstances, BSA personnel at the scene of an incident would contact EOC 8168 9901 and assist with arranging a BSA vehicle to collect the bike, which would be delivered to the BSA office. The bike would be handed over to the rider or their nominated representative (subject to presentation of ID and/or signed letter) during normal office hours.
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GLOSSARY
Command: The direction of members and resources of an organization in the performance of the organization’s role and tasks
Control: The overall direction of emergency management activities in an emergency situation. Authority for control carries with it the responsibility for tasking and coordinating other organisations in accordance with the needs of the situation.
Coordination: The bringing together of organisations and elements to ensure an effective response, primarily concerned with the systematic acquisition of resources in accordance with the requirements imposed by the threat or impact of an emergency.
Hazard: A potential or existing condition that may cause harm to people or damage to property or the environment.
ECC: Event Communications Centre
Recovery: The conduct of human, economic and environmental measures necessary to re- establish the normal pattern of life of individuals, families and communities affected by an emergency, including: (a) The restoration of essential facilities and services (b) The restoration of other facilities, services and social networks necessary for the normal functioning of a community (c) The provision of information, material and personal needs (d) The provision of means of emotional support (e) The recovery of the natural environment (f) Support to assist the recovery of business
Response: Activities that combat the adverse effects of the event, provide emergency assistance for casualties, and help reduce further injury or damage and facilitate effective recovery operations for and in the local community
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REGIONS RUSSELL MIATKE BSA Event Manager Adelaide City Council Adelaide Hills Council
CHRISTIAN HAAG EMERGENCY SERVICES Bicycle SA SAPOL CEO CFS MFS
SES BSA VOLUNTEERS SA Ambulance Service MICHAEL BRIDGE Team Leaders St John First Aid Bicycle SA Local hospitals General Manager
BSA VOLUNTEERS Marshals, Refreshment BICYCLE SA MAUREEN MERRICK Stations, Route Support, Office Volunteer Coordinator Administration, etc. Event Operations Centre Bicycle SA President
EXTERNAL OPERATORS & SUPPLIERS SPONSORS/PARTNERS Altus Traffic management COMMUNITY GROUPS & Boileau Business Solutions Event Strategies (corral) VOLUNTEERS Budget (vehicles) Mt Barker scouts The Smith Family Ivan Tanner - live band Mt Lofty Scouts Ground Effect David Birss (photographer) Scouts Rally SA Bakers Delight Cyclecover – insurance Kiwanis Powerade Australian Convenience Food - lunches Hills Christian Community School Verdun Various caterers Summit Community Club Ashton Various entertainment Littlehampton Peace Memorial Hall
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ANNEXES
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ANNEX A - TELEPHONE NUMBERS
EVENT OFFICE Ph: 8168 9999 Fax: 81689988
Bicycle SA office Personnel Position Number TBC BikeSA - Front counter 8168 9999 TBC Event Operations centre 8168 9901 TBC Event Operations centre 81689903 Event Personnel Russell Miatke Event Manager 0427 771 821 Michael Bridge General Manager 0429 679 669 Christian Haag CEO 0409 950 884 Maureen Merrick President/volunteer co- 0407 600 326 ordinator TBC Rapid Response 0417 545 574 TBC Support Bus 0458 966 527 TBC Sag Wagon 0438 438 846 EMERGENCY 000
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Annex B– Incident / Hazard Report Form
Please complete one form per person involved
1. Location & Summary Did the Incident occur: On Duty Off Duty Travelling to Work? Date of Incident: _ _ / _ _ / _ _ Time:...... Date Incident Reported: _ _ / _ _ / _ _ Time Reported: ...... Area: ...... Address: ...... Incident Hazard Details (What/When/How & Why?): ...... Is the incident Personal Injury? – Go to 2 Equipment Damage- Go to 3 Near Miss? – Go to 3
2. Injured Person: Male Female Date of Birth: _ _ / _ _ / _ _ Name: ...... Phone: ...... Employer: ...... Occupation: ...... Was the injured person: Employee Patron Other: ...... Is it likely the person may miss one complete shift: Yes No Attach statement by injured person, if applicable
3. Type of Injury: Multiple Puncture Wound Foreign Body Heat Stress/exhaustion Contusion (bruise) Laceration / abrasion Hearing Loss Welding Flash Pain / tenderness Crush Injury Irritation Burn (heat) Swelling Soft tissue Toxic Reaction Burn (chemical) Twist Dental Respiratory irritation Burn (other) Amputation Internal Animal / insect bite Other
4. Part of Body Injured: Left Right Multiple Chest Arm – upper Head / face Leg – upper Neck Internal Arm – lower Scalp Leg – lower Shoulder Abdomen Elbow Nose Knee Back – upper Hip Wrist Ears Foot / ankle Back – middle Genitals Hand Eyes Toe Back – lower Groin Finger Mouth Other
Action: First aid assistant given By ______ Returned to normal duties Sent home Sent to Doctor Sent to hospital How conveyed?...... When?: ...... Which Doctor / Hospital?
5. Witness Details: (Include details of person submitting this form)
Incident Witnessed by: ...... Phone: Witness Comments:
Signature: ...... Date of Birth: _ _ / _ _ /_ _
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6. Preliminary Investigation Factors that contributed – Equipment related Poor maintenance Electrical failure Wrong / faulty tools Deficiency of design layout Mechanical failure Inadequate operating instructions Other: ......
Factors that contributed – Environmental related Poor house keeping Weather conditions Accessibility Inadequate lighting Other: ......
Factors that contributed – Human element Inadequate instruction given Delayed discovery Wrong procedure Fatigue Not using protective equipment Misread instruction Poor planning Inadequate training / experience Failure to follow instruction Inadequate supervision Speeding / hurrying Other: ......
Comment on contributing factors: ......
7. Recommendation to Prevent Recurrence: ......
8. Classification of Incident:
Injury Near miss Alternative duties First Aid Medical treatment Aggravation of previous injury Occupational illness (eg. Hearing, overuse) Journey Lost time Estimate of damage / loss Is it likely that the injury (if applicable) is work related? Yes No
9. Incident / Hazard Investigation Managers Comments: ...... Departments Comments: ...... Follow Up Action: ......
Department Use Department Manager for comment Reported to Board Copy for Workcover File (if applicable) Recorded on Incident Register Reported to OHSW Committee Original filed in folder
Name of Person Completing this Report: ......
Signature: ...... Date: _ _ / _ _ /_ _
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BSA EMERGENCY RESPONSE PLAN
Annex C – INCIDENT RUNNING SHEET
- INCIDENT RUNNING SHEET
DAY/DATE……………………………………
Seri Time Location Type of Incident Agency Result Notified al responding 1. 2. 3. 4. 5 6 7 8 9 10 11 12 13 14 15 16 17 18. 19. 20. 21. 22. 23. 24.
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Annex D – EMERGENCY AIDE MEMOIR The information appearing in this annex is included to ensure that all emergency services and other agencies have information that enables them to respond to a variety of situations utilizing standard procedures. It is recommended that these procedures be distributed to staff of the emergency services and other agencies that are likely to be confronted with the type of incident that requires a coordinated response.
IT IS IMPERATIVE THAT YOU KNOW AT ALL TIMES EXACTLY WHERE YOU ARE AND THAT YOU ARE ABLE TO CLEARLY COMMUNICATE YOUR LOCATION TO OTHERS.
INTRODUCTION
The following EMERGENCY RESPONSE sequences have been developed in conjunction with the Emergency Services.
The purpose of this procedure is to familiarize key personnel in all organisations but in particular managers and supervisors, on the principles of incident management. Supervisors and managers are responsible at law for the actions or omissions of their staff.
Fire can be the prime reason for the implementation of an EMERGENCY RESPONSE however there are other events which may occur that require the total or part evacuation of a building including bomb threats or collapse of a structure.
It is important that all of your staff are familiar with these basic procedures, as a proper understanding could save life or alternatively, limit the risk of injury, and/ or prevent loss of valuable equipment and property.
A FEW TIPS
You must know where you are – always orientate yourself to your surroundings and try and locate your position on a circuit map
Find and identify the manager/ team leader in your area
If indoors, start from the outside of the building and identify an assembly area in case an evacuation is necessary – remember you may not decide to evacuate it may be done for you
Note the position of all fire extinguishers in your area.
Note the building or facility layout and at least one emergency evacuation route that will lead to your identified assembly area. En route this is at the BSA vehicle. At Victor Harbour this is the Budget 5 tonne truck.
NEVER re-enter a building until approved by Police and/ or Fire
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ANNEX E EMERGENCY RESPONSE PROCEDURES
In the event of a LIFE THREATENING EMERGENCY
CONTACT THE EVENT COMMUNICATIONS CENTRE (ECC) ON
PHONE 000
ASK FOR Ambulance Fire Police
ADVISE THE FOLLOWING
WHAT HAS HAPPENED: summarize the incident
WHERE: description of incident site to include names/numbers of seating stand/corporate box etc.
PHONE NUMBER: provide your details then stay off the phone until help arrives
FOLLOWING THE ABOVE, IMMEDIATELY NOTIFY YOUR MANAGER / TEAM LEADER (SEE ORGANISATION STRUCTURE) and provide the same information
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ANNEX F FIRE
FIRST
Remain Calm Assist anybody in immediate danger Raise the alarm
Dial 000
Restrict the danger area (close doors and windows) Evacuate away from the danger area Remain clear of the danger area.
THEN
Remain in the Assembly area Await further instructions from the authorities. Fight the fire only if it is safe to do so and if trained to use available equipment.
CAUTION
DO follow designated escape routes and fire exits DO NOT run or push in stairways. DO NOT re-enter building until advised by authorities
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ANNEX G MEDICAL EMERGENCY
FIRST
Check for danger in the immediate area. Eg. Electrical faults, dangerous objects / substances. Call for assistance in the immediate area or if qualified in First Aid, administer appropriate assistance.
Dial 000 and ask for an ambulance to attend (provide details as for Life Threatening Emergency)
THEN
Remain with the patient until medical aid arrives at your site.
3. First aid personnel in my area are (to be completed before the event)
Name Phone No. Location ......
CAUTION
Help only within your limits Don’t become a victim
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ANNEX H CHEMICAL SPILLAGE
FIRST
Establish what has been spilled (if practicable). Warn other persons in the vicinity of possible danger. If type of spillage or effects unknown EVACUATE.
Fire Service
Dial 000
Location of spillage. Type / name of chemical, if known. Size of spillage. Danger associated with spillage (eg. Fire, fumes, burns, poison).
THEN
Evacuate affected area and close doors/ windows. Wait for the assistance of the Fire Service.
CAUTION
DO follow designated escape routes and fire exits. DO NOT run or push in stairways. DO NOT re-enter building until advised by authorities.
BE ALERT
Fire Fumes Burns Poison
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ANNEX I FLOODING/ STORM WATER DAMAGE
FIRST
In the event of severe flooding or storm water damage within a building or confined area:-
Contact your Manager/ Team Leader and state;
Location. Extent of flooding. Cause (if known).
THEN
Commence evacuation as required. Await the assistance of Emergency Services or Engineering Services.
CAUTION
Short circuiting of water-affected electrical supply. Hazards due to contamination / presence of water. Build up of water in a roof space may result in the sudden collapse of ceiling structure. Sealing flood affected rooms may result in rising water within the area. Allow water to run-off where possible.
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ANNEX J
EXPLOSION / STRUCTURE COLLAPSE
FIRST
Dial 000
Assist injured or physically impaired persons.
THEN
Follow instructions
Evacuate the danger area (close doors and seal off if possible). Turn off utilities (power, gas, water). Await the assistance of Emergency Services.
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ANNEX K TELEPHONE / BOMB THREAT Write straight on to this page RESPONSE BY RECEIVER OF CALL Remain calm Don’t hang up Record the exact wording and nature of the threat Ask the following questions and record the answers
GENERAL THREAT BOMB THREAT What are you threatening to do? When is the bomb going to explode? Why are you making this threat? Where did you put the bomb? When do you intend to carry it out? When did you put it there? Do you intend to telephone again? What does the bomb look like? What is your name? What kind of bomb is it? Where are you? What will make the bomb explode? What is your address? Did you place the bomb? Why did you place the bomb?
EXACT WORDING OF THREAT ......
CALLERS VOICE (tick appropriate boxes) Male Slow Slurred Deep breathing Female Rapid Nasal Cracking voice Old Soft Stuttering Disguised Young Loud Lisping Accented Laughing Raspy Familiar Emotional
Abusive Inconsistent Well-spoken Incoherent Irrational Foul Recorded Message read by caller
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BACKGROUND NOISES Street noises House noises Clear Crockery
Motor Muffled Voices Aircraft Static PA System Office machinery Fading Music Factory machinery Local Animal noise Long distance Other details: ......
ACTION
Leave phone off the hook to assist in tracing the call Notify Police immediately using another phone; Dial 131444 Notify the Team Leader of affected area and hand this completed checklist to him/her or to the Police
CALL INFORMATION:
Date of call: ......
Time of call: ......
Duration of call: ......
Number called (i.e., your number) ......
RECIPIENT
Your name:......
Your address: ......
Contact Telephone number: ......
Your Signature: ......
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ANNEX L SUSPICIOUS PARCEL
First and most importantly if you see or hear of activity that you believe could be suspicious
Your Manager / Team Leader
Unattended parcels and other items
If you find an unattended item:
Do not touch it
Do not tilt it
Do not tamper with it
Then, make a risk assessment – use the ‘HOTUP’ principle
Applying the HOTUP test is a simple way of assessing the possible danger from an unattended item. Remember all property found should be treated as an ‘unattended item’ – and therefore possibly suspicious – until the HOTUP principle is applied.
If you are concerned about a package or substance you should ask yourself the following simple questions prior to making a decision about an item.
H - is the item hidden? O - is the item obviously suspicious? T - is the item typical of items usually found in that area? U - is there evidence or reports of unauthorized access or activity? P - is there public access to the area?
After you’ve asked yourself the HOTUP questions and you believe the package is suspicious, contact your Manager / Team Leader
Do not touch or move the item Clear the vicinity Secure the area
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Appendix 3 Route Maps
Appendix 4 Extreme Weather Policy
Event Management – Heat and Extreme Weather Policy 2014 VeloAdelaide
This heat and extreme weather policy will only cover the VeloAdelaide community event. The Mount Lofty Challenge is a recreational ride component of VeloAdelaide, open to all cyclists capable of completing the distance. The event is likely to attract many intermediate as well as experienced riders. Additional to the Boileau VeloAdelaide programme is a short family ride.
Issue The Mount Lofty Challenge is a 30km to 110km recreational bike ride as part of the VeloAdelaide festival of cycling event. As the event is held in March, the possibility of extremely hot weather poses potential hazards for cyclist’s wellbeing. The possibility of other extreme weather (eg. hail, electrical storms) also needs to be considered in event planning and management.
Implications Beyond the obvious issue of rider comfort, there are safety risks associated with heat/ extreme weather conditions. Bicycle SA (BSA), as the event owner and manager, has a duty to ensure rider safety is paramount in any decision affecting event delivery, postponement or cancellation.
Context What is Hot/Extreme Weather? For the purpose of this policy hot/extreme weather is weather that the majority of riders will find uncomfortable/unreasonable to ride the full event distance. It covers conditions such as: Hot and/or strong winds Excessive heat (apparent/wet bulb temperature) Hail Electrical storms Heavy rains/flooding
Imperatives Given the expected size of VeloAdelaide, the management’s response to heat and extreme weather, as outlined below, considers rider safety as paramount in ensuring the continuing success of the event.
Management Response To ensure the risk of accidental injury due to hot/extreme weather is minimised, the following preventative measures may be undertaken in the instance of hot/extreme weather by BSA:
1. Decrease/modify the route length 2. Unique rider ID 3. Hydration information in the Ride Guide and event website 4. Tips on ‘how to prepare’ from a former professional cyclist in Ride Guide and on event website 5. Water supplied at four appropriately positioned locations, including one food stop; isotonic hydration product also supplied at all locations, including the finish; water available at the start 6. Event Operations Centre dedicated landline contact 7. St John First Aid units 8. Additional mobile event units along the route carrying supplementary water 9. Marshal presence along the route 10. Option to stop a riders participation on health and safety grounds
EVENT MANAGEMENT – HEAT AND EXTREME WEATHER VELO ADELAIDE - 1 -
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1. Decrease/modify the route length The event course has escape route options allowing riders to go directly from Crafers to Summertown via Piccadilly Road, by-passing Mount Lofty. The additional start location at Stirling allows for participating riders to by-pass all the hill climb components.
2. Rider ID system Each rider will be identified by a unique four digit bib number worn on the shirt. Using the central database it is possible to identify individual riders just from their bib number.
3. Hydration information in ride guide and on the website Additional information on how to plan for the ride, how to identify heat exhaustion symptoms and what to do in an emergency has been added to the official Ride Guide, a publication all registered participants receive after accrediting for the ride. This information is also added to the event website.
4. Tips on ‘how to prepare’ from a professional cyclist In addition to the Ride Guide, an email with tips on how to prepare for the ride will be sent to all registered participants in the week prior to the event. This email will come from a well-known cyclist (accustomed to cycling in Australia’s conditions) and include tips on how to prepare for the ride in the days prior and what to take for the ride on the day.
5. Water and supplementary hydration product will be supplied at four appropriately positioned locations Water and hydration product are available at the start and finish locations as well as en route at refreshment stations. This will continue with appropriate amounts ordered to ensure all participants are adequately supplied. While packaged water is provided generally as back up, mains water will be used predominantly.
Hydration product contains valuable ingredients that replace the fluids lost during sporting activities. Product will be offered in powdered form, and riders can make their own mix with water. However it’s important to get the ‘mix’ right. Drinking too much product without enough water may present risks. In order to get this ‘mix’ right, event volunteers will communicate to riders the need to mix product properly and to not exceed the amounts detailed on the label, but at all times to only use as much as they know their body needs.
6. Event Operations Centre dedicated landline contact The EOC is responsible for coordinating all event mobile assets (vehicles) as well as acting as a conduit to information received from SAPOL and other emergency services. Six dedicated landlines can receive calls from participating riders, coordinating non-emergency enquiries. The EOC coordinator will oversee general event communication and be the receiving point for calls in the case of any emergency.
7. St John First Aid support Dedicated St John first aid units will provide first aid support, able to call upon emergency support. An additional SA Ambulance unit will be positioned at Ashton, staffed with high level personnel able to respond to medical emergencies along the route, especially Montacute Rd.
8. Additional mobile event units along the route Additional mobile event units along the route will carry supplementary water supplies, available as required. Event units include management personnel, bike maintenance crews, a Mobile Water unit, Rapid Response vehicles and Support Buses.
EVENT MANAGEMENT – HEAT AND EXTREME WEATHER VELO ADELAIDE - 2 -
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9. Marshal presence along the route Accredited, clearly identified event marshals, some with first aid qualifications, will be positioned at key locations along the route, including at every key junction, ensuring oversight of participating riders and providing additional back-up, support and communication.
10. Option to stop a rider’s participation on health and safety grounds. BSA will have the right to stop any rider believed to be incapable of continuing the ride. The final decision to stop a rider will rest with BSA with advice from the medical support should they feel a participant’s health and safety is in danger. Riders who are stopped will be collected by the BSA support vehicles and transported either to the Finish or nearest refreshment location, where they can be collected by friends or family; and / or emergency services to treat appropriately.
Cancellation of event due to hot/extreme weather All preventative measures will be in place prior to event day to minimise the effect of hot/extreme weather for riders in the event.
Extreme weather that may influence any decision to modify, postpone or cancel the ride would be assessed using the following criteria: If at least three consecutive days leading up to the event day experience extreme apparent/wet bulb temperatures; especially if the conditions are expected to remain the same or worsen for event day Severe electrical storms are forecast en route during the event Flooding over part of the route may force the route to alter or amend the route. However if the flooding is widespread over a majority of the route, event cancellation would be considered Hot / strong / storm winds are forecast and likely to endanger participants If a Total Fire Ban is declared
Procedures for event cancellation In the event of forecast hot weather during the week beginning Monday 17 March, regular assessments will be made. If extreme weather is expected, the option remains to modify, postpone or cancel the ride, and any such decision will not be made any later than 8am Saturday 22 March. Bicycle SA will make the decision based on advice and in consultation with SA Police and Country Fire Service. Any changes would be highlighted on the Bicycle SA website and attempts would be made to contact registered riders by email, mobile text or telephone.
As detailed in the Conditions of Entry, if the event is cancelled rider fees are transferable to other BSA events.
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Bicycle SA Contacts
Russell Miatke Event Manager 0427 771 821 or 8168 9999 [email protected]
Michael Bridge General Manager 0429 676 669 or 8168 9999 [email protected]
Christian Haag Chief Executive Officer 0409 950 884 or 8168 9999 [email protected]
Maureen Merrick Volunteer Coordinator and BSA President 0407 600 326 or 8232 2644 [email protected]
References Bicycle South Australia www.bikesa.asn.au Fitness Australia www.fitnessaustralia.com.au Sports Medicine www.sma.org.au Bureau of Meteorology www.bom.gov.au
Key Stakeholders Bicycle SA Adelaide Hills Council Adelaide City Council Department for Transport, Energy and Infrastructure Department for Environment and Natural Resources SA Police Country Fire Service Metropolitan Fire Service State Emergency Service SA Ambulance Service St John Ambulance
EVENT MANAGEMENT – HEAT AND EXTREME WEATHER VELO ADELAIDE - 4 -
- 4 -
Appendix 5 Community Notification Information
Appendix 6 2013 Participant Survey Results & Comments
Boileau VeloAdelaide Participation Survey results summary
Quick summary - Mount Lofty Challenge – Get Sponsored for the Smith Family 373 respondents = 49% response rate. o Survey sent to 761 addresses. o Total of 776 including 15 undeliverable. The most effective means of promotion were: o Bike SA enews – 69.5%. o Bike SA website – 47.9%. o Word of mouth – 41.2%. The most effective means of conversion were: o Bike SA enews – 28.9%. o Word of mouth – 28%. o Bike SA website – 20.7%. The main motivations behind participation, in order, were: 1. The personal challenge. 2. Riding 35 km of closed Adelaide Hills Roads. 3. Riding the South Eastern Freeway. 4. Riding through the Heysen Tunnel. 5. Starting and finishing in the Adelaide CBD. 6. Being supported so all you had to do was ride. The participants’ experience on the day was very positive, with the highest ranked elements (in order): o 35km of car-free roads. o The ride overall. o The route along the South Eastern Freeway and Adelaide Hills region. o The support provided en route by the marshals and other volunteer crew. 80.9% of participants felt extremely satisfied with the event. o Less than 1% felt dissatisfied. 93.2% of participants felt the event was good value for money however many comments indicated they are limited to only a few rides per year due to the costs. 313 respondents stated they would participate in the ride again (84%). 92% or respondents stated they would recommend the event to others however, many comments indicated they would only recommend it to people they felt were of a certain standard capable of completing the challenging ride. Suggested improvements were varied, but some common points were: o Fewer hills. o More signage. The majority of respondents identified Boileau as the main sponsor. Overall comments were very positive.
1
Boileau VeloAdelaide Participation Survey results summary
Quick summary – Free Family Fun Ride 62 respondents = 39% response rate. o Survey sent to 160 addresses. o Total of 167 including 7 undeliverable. The most effective means of promotion were: o Bike SA enews – 45.8%. o Bike SA website – 42.4%. o Word of mouth – 32.2%. The most effective means of conversion were: o Bike SA enews – 25.4%. o Word of mouth – 25.4%. o Bike SA website – 18.6%. o Messenger flyer inserts – 11.9%. The main motivations behind participation, in order, were: 1. Having the choice of various distances. 2. Riding with friends and/or family. 3. Riding through the Parklands and along the river The participants’ experience on the day was very positive, with the highest ranked elements (in order): o The support provided en route by the marshals and other volunteer crew. o The ride overall. o The route through Linear Park and along the river. o Your overall sense of safety and support along the route. o The festival finish at the Event Village. 62.1% of participants felt extremely satisfied with the event. o 5.1% felt dissatisfied. 54 respondents stated they would participate in the ride again (87%). 89.7% or respondents stated they would recommend the event to others. Suggested improvements were varied, but some common points were: o More signage or notification to Linear Park users of the event. o Staggering the start to alleviate bottle-necks. The majority of respondents identified Boileau as the main sponsor. Overall comments were very positive.
2
Boileau VeloAdelaide 2013 Participants comments
A really great event, with a lot of hard work, well done to Bike SA, thanks to Boileau and the other Sponsor's and especially to all the volunteers along the way. I'll definitely be encouraging others to ride next time.
Congratulations once again to all the BikeSA team for organising such a wonderful event. Without all of you the enjoyment of thousands of cyclists would not be possible. I cannot sing your praises loud enough! Thank you!
I just want to reiterate how great it is to ride up the freeway and through the Heysen Tunnels, and to ride the winding hills roads without worrying about cars. Huge thank you to the sponsors, organisers, and the workers and volunteers on the day.
Thank you for the opportunity to cycle through the Adelaide hills in a safe atmosphere. For someone who has owned a road bike for only a week before the event it was a much appreciated and valued event. It was a great event to start off with- well supported with signage, marshals, food etc. Cheers
A great attraction to doing rides like these is the closed roads, in particular the Heysen Tunnel and when doing the Amy Gillett ride on the Southern Expressway. Australians seemed to be locked into their car, seeing bicycles on the roads like this might make them think what can be done. I took up cycling because I saw a group on their way to Perth and felt inspired by them. If that is successful then we are on the way to a healthier fitter population.
Being able to ride the SE Freeway was challenging, fun and a great experience. I am now looking forward to bringing my 2 boys next year. I fully support the idea of making this an annual event.
Being able to ride through the hills with safety and that safety is supported by the state and local government, emergency service and residents shows a commitment to the safety of cyclists is SA and Australia. Well done and thanks for the support, keep it up, it is very welcoming Closing roads encourages less involved cyclists to become more involved. This makes it a greater community event encouraging friends and families to involved together and increasing physical activity.
Closing roads temporarily on a Sunday shows that Adelaide is serious about encouraging people to get on a bike for fun and fitness and for those that continue after the event, to lower road infrastructure costs by having some less cars on the road, hopefully during peak times as more people ride to work. It also gets motorists more used to seeing and accepting cyclists on the road, cyclists are most safe when they are ubiquitous. Cyclists are least safe when they are unexpected on public roads.
Closing the Freeway and having the police escort and ambulance services attracts more people to the event and makes you want to recommend more to participate, more people get fitter, less burden on the health system.
Closing the roads provides a unique experience of cycling through one of Australia's best cycling landscapes - it's fantastic and would love to do it again!!
Closing the SE Freeway adds a unique feature to this event, particularly cycling through the tunnel. Road closures add to the safety element of the riding - thanks to all the residents / businesses. affected!! Cycling events such as this, with varying distances, promote cycling in general and consequent long term health benefits. The fund raising for the Smith Family not only supports less fortunate people in our community and takes pressure off Government resources.
Capacity to ride in the absence of traffic is a wonderful opportunity that is generally only experienced by professional riders.
Closing these roads ensures safety for cyclist giving all the chance to enjoy the beautiful Adelaide hills whilst promoting cycling in a safe and friendly atmosphere.
Closure was great. Made the ride so much safer.
I strongly support proposed closure of roads to allow cycling events to take place. Cycling has an important place in any public transport system, whether for commuting or recreation, and it should be actively encouraged. Having the SE Freeway and Adelaide Hills roads closed was ultimately the critical factor in my decision to participate in the 2013 VeloAdelaide ride. Not being an experienced cyclist, I normally wouldn't do something like that on my own, or if the event took place on open roads. I feel there would be many people in a similar situation. By closing the roads, I'm sure that would encourage more people to participate, and thus possibly get interested in cycling for fitness, recreation, commuting after the event which would lead to immeasurable positive impacts for our community and the environment including more cyclists and less traffic congestion on our roads, better lifestyle outcomes and less pollution.
I am very thankful for the closed road segments during the Velo Adelaide event. All parties involved, especially the local residents, should be applauded for allowing this event to happen & I don't think such a ride would be possible without the closed roads - especially the start up the freeway with thousands of riders bunched together. The roads are only closed for a couple of hours (per year!) & it made the ride much safer & a more enjoyable experience. While training for this ride and during it, I've ridden through towns and past businesses that I never knew about before - it's a great advertisement for the Adelaide Hills.
I feel this closure makes for a truly unique experience, one that can’t be got elsewhere. and makes this ride wonderful
I loved the ride and felt safe due to the closed roads. I would like to ride the roads in the Hills more often but don't due to the danger posed by cars, so this was a great experience and one that I looked forward to since the first Boileau ride in 2012 (I marked the 2013 event in my diary as soon as I could find the date!) Riding up the Freeway was a lot of fun and a great challenge, and it was great to see so many others of all abilities joining in. A special thank you to all of the volunteers who did an amazing job, as well as residents who had their driveways blocked.
I support that the State of SA has provided an extremely good community event which could only be run safely and as successfully as it was due to the support of the Government departments, Local Councils, Bike SA and the local residents. This is a fantastic community endeavour which provides a great outlet for families to enjoy their cycling in the safest possible environment. Looking to the future of an even more cycle friendly City (and State) it is events like this that allow people to learn the skills to take on the challenge of getting out of their cars and onto their bikes to commute to work, school and anywhere they care to go.
I support the road closures as cyclist the safety is a major factor in doing rides like this as well the opportunity to ride through these small hill towns gives as an idea of which towns to come back to visit with a great view from a bike at local shops, stalls, business. I my self notice a couple of places I will be visiting. I think the most important thing for cyclists is that we like to ride in the hills, but the roads can be very dangerous because of the speeds of cars compared to cyclists. I think this type of ride provides a safe environment for cyclists to enjoy the roads and take their families and friends along and not worry about getting knocked over.... Grand Slam, Amy's, BUPA, Ride Like Crazy etc are similar in that there is safety in numbers.... but closing the roads is even better! Safety is the number one for my son when he starts to ride the hills rides.
I very much appreciate the fact that the roads and freeway can be closed for a time on this ride. It is only for a short period and they are rolling closures. It is once a tear and if the Govt. and public generally are really in favour of health and fitness this should continue.
It is great that so many people get behind this sort of thing and I would like to see it continue into the future, it is a very enjoyable day.
It was a fantastic event and the closure of roads was greatly appreciated. This type of event builds confidence in the large segment of the cycling community who are weekend riders or occasional riders so that they will become regular commuters by bike. It also sends a strong message to the motoring community that they need to be considerate of this growing sector in the community.
Thank you for allowing such road closures for the Boileau 2013 - this was an awesome opportunity to enjoy a day of fitness, challenge and fund raising with family and friends. It was great to be able to encourage many friends to complete this challenge. It gave us a sense of achievement and pride
The ability to be able to ride on closed roads albeit for short periods is magical to a cyclist. Knowing that you can concentrate on the experience and not worry about cars enhances the feeling of flying and also allows you to appreciate the magnificent views from the hills across the plains (between Ashton and Marble Hill ruins)
The ability to ride along new roads and experience a new type of cycling where you are able to ride independently is an experience that new and existing cyclists can all enjoy. The number of young cyclists at this year's event demonstrates how safe the event is, and this is assisted immensely due to road closures.
The closure of the roads really makes this event and the cooperation of all parties is really fantastic The delight in being able to cycle an event ride with so many other like minded people on some of the most scenic roads in Adelaide is only possible by temporary road closures which ensures riders maximum safety and enjoyment of fulfilling a healthy lifestyle
The road closures made a significantly enhanced experience. Whilst I often cycle the Adelaide Hills with a group, this created a special event and had a large impact on creating the unique experience.
These events are for good causes, promote a fit and healthy lifestyle. Road closures for this type of event are for short periods of time and contribute significantly to the safety aspects of these events and as such, ensure greater numbers being involved. It also promotes a better relationship for shared use of the roads between motorists and cyclists. State and Local Governments and the community in general should get behind events like this and support road closures to enable the events to proceed safely.
It was a great pleasure to be able to ride on closed roads through the Adelaide hills, I felt very safe knowing the roads were closed, it was a deciding factor in my participation of the event, I will continue to support these type of events in the future if I know I the roads will be closed and I come ride feeling very safe. Thank you to the organisers, volunteers, local residents and all the people involved in making this a great event.
Appendix 7 Letters of Support
9 July 2011
Mr Andrew Aitken Chief Executive Officer Adelaide Hills Council PO Box 44 Woodside SA 5244
Dear Mr Aitken
The Smith Family children’s charity is once again the exclusive Charity Partner for the 2014 Mount Lofty Challenge.
This is a very important fundraising event for our organization as we need to raise $100,000 through the support of our riders receiving sponsorship from family and friends.
The key to raising funds is to get as many riders as possible to register as only around 10% of riders actually fundraise. The feedback from riders, especially novice and recreational riders, is that closed roads is a huge factor in the decision to participate in the ride.
The money raised from this event will help fund bikes and bike safety training for a disadvantaged community in Adelaide as well as supporting our work to give disadvantaged students opportunities through education.
Thank you again for supporting this great event which will showcase the beautiful Adelaide Hills.
Yours sincerely
Graham Jaeschke General Manager The Smith Family
-----Original Message----- From: Ian Sabey [mailto:[email protected]] Sent: Thursday, 20 June 2013 6:47 PM To: BikeSA Office Subject: Proposed cycling event
Thank you for your advance notice of the proposed cycling event for 2014, which I read with dismay. How is it that a section of Highway 1 can be closed down so that a group of cyclists can ride from the suburbs of Adelaide to ostensibly enjoy an annual push bike ride in the Adelaide Hills? The Mount Barker Road as an alternative for vehicular traffic? Please can you tell me why my taxation is used to construct cycle pathways to the amount of multiple millions of dollars and this event must use a three lane highway? Is it a group of Public Service bureaucrats wishing to have social day out and find that the Old Mount Barker climb is too strenuous? As a resident of the area I find this type of event disruptive and your attitude to the Adelaide Hills population arrogant and patronizing. As far as your claim as to the promised economic benefits of this event, this is patently the carrot to the donkey as far as the commercial local interests are concerned. I can assure you, there is not a lot of profitable mark up in water for cyclists that is not provided by organizers. Personally, I wish you would take your event and run it around your local streets and see what reaction you get, I am sure it would not be positive.
Ian Sabey
From: Russell Miatke Sent: Monday, 1 July 2013 2:19 PM To: '[email protected]' Cc: BikeSA Office Subject: RE: Proposed cycling event
Hello Ian,
Thanks for your email.
We appreciate all feedback and note your objection. We understand that there will be some who may be affected by the proposed road closures albeit for a short period of time.
VeloAdelaide is a community challenge ride supporting The Smith Family as benefitting charity. In addition to the charity element, the event aims to provide a unique experience for participants that is outside of what they would normally be able to undertake. In the same manner as other mass participation community charity events such as the City to Bay fun run our proposal would see the road closures implemented as part of our event risk management with the aim of creating a safe event for all including ride participants, local residents and business.
With regard to the economic benefit to local business and community, Bicycle SA regularly engages with local business and volunteer community groups to provide event support such as traffic marshalling and refreshment stations providing welcome fundraising opportunity for many of them.
Again, thanks for your comments which will be taken into consideration as part of the planning and approval process.
Kind regards
RUSSELL MIATKE Events Manager From: susan pfeiffer [mailto:[email protected]] Sent: Monday, 1 July 2013 1:00 PM To: Russell Miatke Cc: [email protected] Subject: Mt lofty challenge ride, march 24, 2014
I am unable to attend the community information / consultation session Wed 3rd July at Ashton hall, however I am writing to voice protest on behalf of our household. In the same manner as last year, we resent being unable to freely come and go from our home on Monomeith Road for a period of nearly 4 hours. This being particularly due to the ongoing problems we have with cyclists passing our house in the early hours of the morning and waking us up with shouting which they seem to find necessary to share with us the details of their sex life, jobs and everything else they can think of - none of the shouting seems to have a purpose that we need to be woken up and hear about. Quite frankly cyclists are for the most part a thoughtless menace on the roads around here. As rate payers, we resent our road being closed for this purpose.
With regards, Susan Pfeiffer
From: Russell Miatke Sent: Monday, 1 July 2013 1:41 PM To: 'susan pfeiffer' Cc: [email protected] Subject: RE: Mt lofty challenge ride, march 24, 2014
Hello Susan,
Thanks for your email.
We appreciate all feedback and note your objection. We understand that there will be some who may be affected by the proposed road closures.
Our proposal would see the road closures implemented as part of our event risk management with the aim of creating a safe event for all including ride participants, local residents and business.
Your comments will be taken into consideration as part of the planning and approval process .
Please feel free to contact us again if you have further queries.
Kind regards
RUSSELL MIATKE Events Manager
From: Klopp, Nalini (DEWNR) [mailto:[email protected]] Sent: Thursday, 11 July 2013 2:26 PM To: Russell Miatke Subject: RE: Bike SA - VeloAdelaide community cycle event Sunday 23 March 2014
Hi Russell,
Thank you again for your consultation.
As discussed the I am supportive of the arrangements outlined below, and have no objections to the proposal. The process ran smoothly last year, reducing the overall impact on our business.
Regards
Nalini Klopp Manager Cleland Wildlife Park 0407 719 130
From: Russell Miatke [mailto:[email protected]] Sent: Tuesday, 2 July 2013 4:09 PM To: Klopp, Nalini (DEWNR) Subject: Bike SA - VeloAdelaide community cycle event Sunday 23 March 2014
Hi Nalini,
Good to touch base with you today.
Following the success of the 2nd annual Boileau VeloAdelaide community cycle event earlier this year, we are now in the planning stages to conduct the event again on Sunday 23 March 2014.
The format, including road closures, will be the same as this year’s event with refinements as deemed necessary to make the event a bigger and better experience for all.
The Mt Lofty Challenge Ride will again include temporary road closures along the Mt Lofty Scenic Route including Mt Lofty Summit Road between Crafers and Greenhill Rd from 8.30am – 10.30am. Only emergency vehicles and official event vehicles will be allowed to travel along Mt Lofty Summit Rd during the closure period. Staff who need to access or depart from Cleland Wildlife Park will need to do so before 8.30am or after 10.30am.
In case of fire emergency we will again make arrangements for your emergency response teams to gain access and issue vehicle passes for them to place in their cars to facilitate fast access through closure points.
Please see attached documents outlining details of next year’s event.
If you have particular concerns or queries I happy to discuss with you either via phone or meet with you personally at Cleland. Otherwise I would be much appreciative if you could send me a quick acknowledgment that you have been advised of our event and have no objections to our proposal.
Don’t forget, we’re happy to run a short promo piece for Cleland Wildlife in one of our eNewsletters if you would like to make a special offer for ride participants and families to use at a future date.
Many thanks again for your cooperation and assistance with the ongoing development of this unique community event.
Kind regards
RUSSELL MIATKE Events Manager
Bicycle SA Phone 08 8168 9999 Direct 08 8168 9901 Fax 08 8168 9988 Mob 0427 771 821 [email protected]
111 Franklin Street, Adelaide SA 5000 www.bikesa.asn.au
Upcoming 2013 Bike SA events: 25 August - Grand Slam Challenge Series #4 - Strathalbyn 19 - 26 October - Annual Tour - Kangaroo Island - SOLD OUT 3 November - Amy's Ride SA - Flinders University - Adelaide 24 November - Gear Up Girl SA - Elder Park - Adelaide
Attention: Please consider the environment before printing this email. This e-mail message and accompanying data may contain information that is confidential and subject to legal privilege. Any information provided is given in good faith. However unless specifically stated to the contrary, the sender accepts no liability for the content of this e- mail or for the consequences of any action taken on the basis of the information provided, unless that information is subsequently confirmed in writing. If you are not the intended recipient, you are notified that any use, dissemination, distribution or copying of this message or data is prohibited. If you received this e-mail message in error, please notify the sender immediately and erase all copies of this message and attachments. Thank you.
From: Craig Dodd [mailto:[email protected]] Sent: Friday, 5 July 2013 6:18 PM To: Russell Miatke Subject: RE: Bike SA - VeloAdelaide community cycle event Sunday 23 March 2014
Evening Russell,
Hope your well.
I don’t foresee any issues at all with the closure of the road etc. and have no objections to your proposal.
Additionally would love to include an accommodation offer in your newsletter and any other publication relating to the event. When do you require the information and artwork for the offer?
Thanks
Craig Dodd General Manager Mount Lofty House, M Gallery
2012 Hotel Industry Awards for Excellence – Winner 2011 Hotel Industry Awards for Excellence – Winner p (08) 8339 6777 | m 0407 412 395 | f (08) 8339 5656 [email protected] 74 Mt Lofty Summit Road Crafers, Adelaide Hills, SA 5152 www.mtloftyhouse.com.au
Subscribe to go into the draw to win this months prize of a $200 gift voucher. You will also receive our monthly newsletter and receive access to exclusive offers, special events and news from Mount Lofty House. 15 Minutes to Adelaide CBD | Boutique Hotel | Wedding Receptions | Conference Retreat
From: Russell Miatke [mailto:[email protected]] Sent: Tuesday, 2 July 2013 3:57 PM To: Craig Dodd Subject: Bike SA - VeloAdelaide community cycle event Sunday 23 March 2014
Hi Craig,
Following the success of the 2nd annual Boileau VeloAdelaide community cycle event earlier this year, we are now in the planning stages to conduct the event again on Sunday 23 March 2014.
The format, including road closures, will be the same as this year’s event with refinements as deemed necessary to make the event a bigger and better experience for all.
The Mt Lofty Challenge Ride will again include temporary road closures along the Mt Lofty Scenic Route including Mt Lofty Summit Road between Crafers and Greenhill Rd from 8.30am – 10.30am. Only emergency vehicles and official event vehicles will be allowed to travel along Mt Lofty Summit Rd during the closure period. Staff and guests who need to access or depart from Mt Lofty House will need to do so before 8.30am or after 10.30am.
Please see attached documents outlining details of next year’s event. You may already be aware that we have scheduled community meetings to take place at Ashton and Summertown this week.
If you have particular concerns or queries I happy to discuss with you either via phone or meet with you personally at Mt Lofty House. Otherwise I would be much appreciative if you could send me a quick acknowledgment that you have been advised of our event and have no objections to our proposal.
Don’t forget, we’re happy to run a short promo piece for Mt Lofty House in one of our eNewsletters if you would like to make a special offer for ride participants and families to use at a future date.
Many thanks again for your cooperation and assistance with the ongoing development of this unique community event.
Kind regards
RUSSELL MIATKE Events Manager
Bicycle SA Phone 08 8168 9999 Direct 08 8168 9901 Fax 08 8168 9988 Mob 0427 771 821 [email protected]
111 Franklin Street, Adelaide SA 5000 www.bikesa.asn.au
Upcoming 2013 Bike SA events: 25 August - Grand Slam Challenge Series #4 - Strathalbyn 19 - 26 October - Annual Tour - Kangaroo Island - SOLD OUT 3 November - Amy's Ride SA - Flinders University - Adelaide 24 November - Gear Up Girl SA - Elder Park - Adelaide
Attention: Please consider the environment before printing this email. This e-mail message and accompanying data may contain information that is confidential and subject to legal privilege. Any information provided is given in good faith. However unless specifically stated to the contrary, the sender accepts no liability for the content of this e- mail or for the consequences of any action taken on the basis of the information provided, unless that information is subsequently confirmed in writing. If you are not the intended recipient, you are notified that any use, dissemination, distribution or copying of this message or data is prohibited. If you received this e-mail message in error, please notify the sender immediately and erase all copies of this message and attachments. Thank you. ADELAIDE HILLS COUNCIL STRATEGIC PLANNING & POLICY COMMITTEE MEETING Tuesday 27 August AGENDA BUSINESS ITEM
Item: 12.2
Originating Officer: Gaye Tulloch – Event and Cemetery Coordinator
Responsible Director: Tim Piper – Director Corporate Services
Subject: Application for Short Term Dry Zone – Woodside Christmas Pageant
File No: 02.38.2-02
SMP Goal: Goal 5: Effective and Efficient Governance
SMP Key Issue: 5.5: Promote Community Engagement
1. SUMMARY
The Woodside Commerce Group has approached Adelaide Hills Council seeking a ‘Dry Zone’ to be declared for the main street of Woodside during the 2013 Christmas Pageant, as requested by SAPol. The area would cover Onkaparinga Valley Road from Nairne Road to John Street intersections.
It is recommended that Adelaide Hills Council support this event by making application to Consumer and Business Services for a Short Term Dry Zone for the hours of 6.30pm to 9.30pm on Thursday 19 December, 2013, and support any future Dry Zone applications for this event if requested.
2. GOVERNANCE
Strategic Management Plan
Goal 5: Effective and Efficient Governance
Legislation
Liquor Licensing Act 19997, Section 131
Sustainability
Economic Social Environmental Governance
Page 1 Adelaide Hills Council SPDPC Meeting 27 August 2013 Application for Short Term Dry Zone – Woodside Christmas Pageant
Budget
There would be a one off cost to Council of approximately $634.00 for the erection of temporary signage which can be accommodated within existing budgets.
Consultation
Letters of support are attached from:
• Woodside Commerce Association Inc. • The Woodside Hotel • Mark Goldsworthy MP • SAPol.
SAPol also met with Council Officers to discuss the reasons behind their request for the Dry Zone.
3. BACKGROUND
SAPol experienced some consumption of alcohol and anti-social behaviour on the streets of Woodside during the 2012 Woodside Christmas Pageant. This led them to liaise with the event organisers to seek a Dry Zone to cover the 2013 event. Dry Zones have worked well for other evening events that are held for family enjoyment.
4. DISCUSSION
The Woodside Commerce Association Inc. has been the event organiser for many years and plans to hold the same event in 2013. This successful family oriented event is held in the evening and has strong local and visitor support.
All applications must be made by Council who is required to submit supporting evidence for the dry zone and include comments from local Member of Parliament, local police, hotels and relevant local community.
Any changes to the area for the Dry Zone will need to come back to Council for resolution.
5. RECOMMENDATION
That Council:
1. Supports the request form the Woodside Commerce Group Inc. and lodges a Short Term Dry Zone Application with Consumer and Business Services for the Woodside Christmas Pageant 2013 to cover the period 6.30 pm – 9.30 pm on Thursday 19 December 2013, for the area of Onkaparinga Valley Road from Nairne Road to John Street junctions. 2. Council supports future Dry Zone applications, if requested by the Woodside Commerce Group, for the operation of the Woodside Christmas Pageant, along Onkaparinga Valley Road, Woodside, from the Nairne Road junction to the John Street junction.
6. APPENDICES (1) Letter of Application & Map (2) Letters of support
Page 2
Appendix 1 Letter of Application and Map
Appendix 2 Letters of support
ADELAIDE HILLS COUNCIL STRATEGIC PLANNING & POLICY COMMITTEE MEETING Tuesday 27 August 2013 AGENDA BUSINESS ITEM
Item: 12.3
Originating Officer: Chris Button
Subject: School Stationery Supply Contract
File No: 10.85.8
SMP Goal: Goal 3: A Prosperous & Vibrant Economy
SMP Key Issue: 3.1 Promoting & supporting the District’s Economy
1. SUMMARY
Council received a request from the Mayor of City of Charles Sturt to lobby the State Finance Minister re the ordering of stationery supplies by SA schools. The inclusion of the school stationery supply contract in a larger ‘whole of Government’ contract had effectively stopped local businesses from supplying local schools.
Advice has just been received that this issue has now been resolved with assistance from the South Australian Primary Principals Association.
2. GOVERNANCE
Strategic Management Plan
Goal 3: A Prosperous and Vibrant Economy 3.1 Promoting & supporting the District’s Economy
Legislation
Not applicable
Sustainability
Economic Social Environmental Governance
Budget
Not applicable
Consultation
Not applicable
Page 1 Adelaide Hills Council SPDPC Meeting 27 August 2013 School Stationery Supply Contract
3. BACKGROUND
The Mayor has received a request from the Mayor of the City of Charles Sturt asking for support in lobbying the State Finance Minister to reconsider the exemption process that SA schools must undertake to order stationery supplies from local suppliers.
The Department of Education and Child Development (DECD) has now taken steps to resolve the issue and advice has been provided to schools that they can buy stationery supplies and all back-to-school supplies from the supplier of their choice.
4. DISCUSSION
The information from the City of Charles Sturt advises that the inclusion of the school stationery supply contract in a larger ‘whole of Government’ contract has effectively cut local businesses out of supplying local schools.
This would affect a number of local businesses in Adelaide Hills Council, eg in Stirling, Birdwood, Woodside, Lobethal, Bridgewater, Gumeracha, Kersbrook and Aldgate at least.
On 22 July 2013 the City of Charles Sturt passed the following motion:
1. That Council writes to Minister O’Brien asking him to reconsider the exemption process that SA schools must endure, to order supplies from non-contracted suppliers. 2. Council asks the Minister to consider if item 10.1 of the DECD procurement framework could be implemented in lieu of the exemption process. 3. That the Mayor send a message to the other Mayors seeking their support
Mayor Kirsten Alexander requested that other Councils raise their concerns with the Minister to urgently review the exemption process, so that South Australian Schools can order simply and efficiently from their preferred suppliers. A copy of the correspondence from the City of Charles Sturt is attached as Appendix 1 and includes a draft letter to the Minister for Finance.
We have since been advised from an officer at DECD that:
“South Australian Primary Principals Association (SAPPA) has been actively involved in trying to ensure the exemption process for stationery supplies is as streamlined as possible. I was concerned that the interim proposal, where a value for money exercise had to be completed for every purchase, was excessive red tape. I spoke with the Commissioner for Small Business on a number of occasions and he was supportive of our quest to have a process that reduced red tape to a minimum. Schools were advised of the updated process last week and while not ideal from my perspective, it is workable for schools. SAPPA will provide schools with sample templates to make the task less time consuming. These will be in the Members Only section of the SAPPA Website by Wednesday of this week . This means you can buy stationery supplies and all your back to school supplies from …. if you wish”
Page 2 Adelaide Hills Council SPDPC Meeting 27 August 2013 School Stationery Supply Contract
5. RECOMMENDATION
That the report be received and noted.
6. APPENDIX
(1) Copy of the correspondence from the City of Charles Sturt
Page 3
Appendix 1 Correspondence from the City of Charles Sturt
M—rW-*--WW0--to*** 0 * 0 *** 0 •0* • • * • * **0****** 0• . 0 •• 0 • I, **** ** ••0 •0• • • o • SCANNED 2 August 2013 5MM
Mayor Bill Spragg ADELAIDE HILLS COUNCIL Adelaide Hills Council RECEIVED PO Box 44 WOODSIDE SA 5244 r5 AUG 2013
Dear Mayor
Associated Newsagents Cooperative (Ancol) Job Losses
At its Council meeting on 22 July 2013, Council received a deputation from the Associated Newsagents Cooperative (ANCOL). The ANCOL cooperative is owned by 385 newsagents in South Australia (SA) and has been supplying SA Schools with stationary needs for the past 40 years. The paper is supplied by the company Metropolitan Paper who have a manufacturing facility at Edinburgh North (previously Elizabeth West). They also have an office on Grange Road, Allenby Gardens employing 45 fulltime, 55 part time secondary & tertiary students and 15 fulltime employees at Elizabeth.
It is understood that the inclusion of the school stationary supply contract in a larger 'whole of Government' contract has effectively cut these local businesses out of supplying longstanding school customers.
It is understood that the Government through the Finance Minister, Michael O'Brien has provided an exemption process where schools can order outside the major supplier contract, but that system is cumbersome and has not proven to be effective with the potential impact of likely job losses from these local businesses in the immediate future.
The City of Charles Stun on the 22 nd of July passed the following motion:
That council writes to Minister O'Brien asking him to re-consider the exemption process that South Australian schools must endure, to order supplies from non- contracted suppliers.
Council asks the minister to consider if item 10.1 of the DECD procurement framework could be implemented in lieu of the exemption process.
That the Mayor send a message to the other Mayors seeking their support."
I therefore request that other Councils raise their concerns with the Minister to urgently review the exemption process, so that South Australian Schools can order simply and efficiently from their preferred suppliers. Attached is a draft letter to Minister O'Brien for your consideration.
13/186729
City of Charles Stun 72 Woodville Road, Woodville, South Australia 5011 1 0884081111 F 08 8408 1122 www.charlessturt.sa.gov.au I urge you to support this proposal, to provide local jobs for local people.
Yours sincerely
Kirsten Alexander Mayor
Enclosure
13/186729 72 Woodville Road, Woodville T08 8408 1111 South Australia 5011 F 08 8408 1122 PO Box 1, Woodville SA 5011 charlessturt.sa.gov.au
DRAFT LETTER TO MINISTER O'BRIEN FOR CONSIDERATION
Michael O'Brien MP Minister for Finance GPO Box 668 ADELAIDE SA 5001
Associated Newsagents Cooperative (ANCOL)
The City of Charles Stud has brought to our attention job losses in the stationary industry as a result of government contracting. Associated Newsagents Cooperative (ANCOL) who have been supplying SA Schools with stationary needs for the past 40 years has lost work and jobs. The paper suppliers Metropolitan Paper, I understand has had to lay off staff. This paper manufactured is also immediately adjacent to your electorate of Napier.
It is understood that the inclusion of the school stationary supply contract in a larger 'whole of Government' contract has effectively cut these local businesses out of supplying longstanding school customers.
It is understood that you have provided an exemption process where schools can order outside the major supplier contract, but that system is cumbersome and has not proven to be effective with the potential impact of likely job losses from these local businesses in the immediate future.
I therefore request that you as the responsible Minister urgently review the exemption process, so that South Australian Schools can order simply and efficiently from their preferred suppliers.
It is understood that this would not only preserve jobs at ANCOL but also through the manufacture of the paper at Metropolitan Paper. This approach would be consistent with the Government's Manufacturing Works (2013) strategy of preserving local manufacturing jobs.
I urge you to reconsider this issue and preserve local jobs across SA and in your own electorate.
Yours sincerely
Title
13/186729
• 410• • 4r> •• 0 • 04■ 41 • 11041 • • • • •011 • 011.0 • 4: ■ 11 II • 4104.41 • • • 41 O• • O.. 0•0•00•00•.**000.•0•00•0•00•00•••00•00•0•00•0•00•0 ADELAIDE HILLS COUNCIL STRATEGIC PLANNING & POLICY COMMITTEE MEETING 27 August 2013 AGENDA BUSINESS ITEM
Item: 12.4
Originating Officer: Leah Maxwell
Responsible Director: Marc Salver
Subject: Regional Tender for the Provision of Kerbside Waste Collection Services
File No: 05.36.6
SMP Goal: 4: Well managed and maintained community infrastructure
SMP Key Issue: 4.2: Waste Management
1. SUMMARY
The kerbside waste collection contracts at the District Council of Mount Barker and the Rural City of Murray Bridge are due to expire in March 2015 and it is proposed that three Councils within the Adelaide Hills Region being Mount Barker, Murray Bridge and Adelaide Hills investigate the option of releasing a regional kerbside collection tender. The purpose of this regional approach will be to test the market place, achieve economies of scale and streamline our waste services and administration processes.
2. GOVERNANCE
Strategic Management Plan
Goal Area 4: Well managed and maintained community infrastructure.
Key Issue 4.2 – Waste management
(a) Ensure waste services are managed according to a long term waste management strategy which is consistent with waste minimisation principles and State Government waste strategies
(b) Review waste service operations to ensure they are efficient and meet sound environmental, service, and financial objectives
Legislation
Council has an obligation to provide kerbside waste collection services and encourage recycling where possible, which is strongly driven by community expectation.
Page 1 Adelaide Hills Council SPDPC Meeting 27 August 2013 Regional Tender for the Provision of Kerbside Waste Collection Services
The following legislation is considered to be most relevant to waste management for Local Government:
- Local Government Act 1999 - Public & Environmental Health Act 1987 - Public and Environmental Health (General) Regulations 2006 - Environment Protection Act 1993 - Environmental Protection (Waste to Resources) Policy
Sustainability
Economic Social Environmental Governance
Budget
Waste and recycling collection services (excluding waste disposal expenses) cost the Adelaide Hills Council in excess of 2.3 million annually. Across the Region waste services cost the three Councils in excess of $5.5 million annually. By combining the tender release to provide better economies of scale for a contactor the aim will be to achieve a better price for this service provision.
Consultation
Discussions have been held with the District Council of Mt Barker and the Rural City of Murray Bridge and the AHRWMA regarding the release of a regional tender.
3. BACKGROUND
The waste collection services at the Rural City of Murray Bridge and The District Council of Mount Barker are due to expire in March 2015.
Currently the Councils within the Adelaide Hills Region utilise three different service providers for waste collection services under four separate contracts or service arrangements.
The Rural City of Murray Bridge utilise SITA Australia to collect the kerbside waste bins and Solo Resources to collect the kerbside recycling and green bins.
The District Council of Mount Barker utilise SITA Australia to collect the kerbside waste, recycling and green bins.
The Adelaide Hills Council is a member of East Waste who collects the kerbside waste, recycling and green organics bins in accordance with a Charter.
It is proposed that a Regional Tender is called in order to test the market and to potentially rationalise service providers and gain benefits from a larger service area.
Page 2 Adelaide Hills Council SPDPC Meeting 27 August 2013 Regional Tender for the Provision of Kerbside Waste Collection Services
Currently all councils transport their waste to the Brinkley Landfill operated by the Adelaide Hills Region Waste Management Authority. Recyclables and green organics are collected and transported for processing by the collection contractor. Alexandrina Council is a member of the Adelaide Hills Region Waste Management Authority, however they are also a member of the Fleurieu Regional Waste Authority and their waste, recycling and green organics kerbside services are provided via that Authority.
4. DISCUSSION
There are many advantages of releasing a regional tender. For example one set of Tender documents can be created across the Councils, as opposed to two or three. It may be possible to achieve economies of scale by providing a larger service area and number of collections for a service provider to complete. It will enable service sharing and consistency across the region which is an objective of the Adelaide Hills Region Waste Management Authority and its Member Councils. It may result in one service provider across the Region to meet with and manage the service, reducing administration requirements. It will also enable a service provider to potentially base their trucks centrally and avoid additional travel.
The Adelaide Hills Council is in a unique position where it is a member of East Waste and therefore pays for its kerbside services in accordance with a budget and only pays for what the service actually costs. East Waste sets a budget at the beginning of the financial year and invoice Council quarterly based on this budget. At the end of the year if the service comes in under or over budget Council either receives a refund or pays the difference. In the 2012/2013 financial year Council received a refund as the service had been over budgeted, however in previous years Council has been required to pay additional monies.
There are many advantages of being members of East Waste, such as paying for what the service actually costs, receiving additional or altered services if and when required, such as the green organics service or travelling to an alternative landfill, without having to negotiate contract changes. Investigations into the cost of East Waste’s services have identified that they are on par with other kerbside service providers.
However there are also some disadvantages, such as East Waste being located in Wingfield and AHC not fitting in regionally with East Waste’s other member Councils, including Burnside, Campbelltown, Mitcham, Norwood Payneham and St Peters and the Town of Walkerville. It is also difficult to budget for a service that does not have a set price.
It is proposed that Adelaide Hills Council participate in the Tender process as an option, which will enable AHC to assess the Tender price and choose to either continue with East Waste or accept the Tender and progress with exiting from East Waste.
There are considerations to be made in regards to a regional tender, including ensuring that each council is charged for their portion of the service and no council is adversely affected by another council’s service. The service provisions to be included for each council will also need to be considered. Currently each council has different ways of replacing bins and providing new bins and collecting street litter bins. Where possible this will be streamlined, however some difference will remain, such as supply and ownership of green bins. Adelaide Hills and Murray Bridge
Page 3 Adelaide Hills Council SPDPC Meeting 27 August 2013 Regional Tender for the Provision of Kerbside Waste Collection Services
Councils supply green bins whereas Mount Barker require residents to obtain their own bins.
Legal advice in regards to The Adelaide Hills Council’s participation in a Regional Tender has been sought, which has confirmed that this process to test the market place is appropriate as long as Council is open and transparent regarding the process and the tender documents clearly define Council’s position and intentions.
4A OPTIONS
Council may continue to utilise East Waste as its kerbside service provide and choose not to participate in a regional tender process. Alternatively Council may take this opportunity investigate its options to participate in a regional tender and test the market place in regards kerbside waste service provisions.
5. RECOMMENDATION
That Council delegates authority to the CEO to conduct a regional kerbside collection tender and report back to Council with the outcome of this process .
Page 4 ADELAIDE HILLS COUNCIL STRATEGIC PLANNING & POLICY COMMITTEE MEETING 27 August 2013 AGENDA BUSINESS ITEM
Item: 12.5
Originating Officer: Chris Button
Subject: Illegal Dumping – August Street, Birdwood
File No: 05.71.6
SMP Goal: 4: Well Managed and Maintained Community Infrastructure
SMP Key Issue: 4.2 Waste Management
1. SUMMARY
A question on notice sought that steps be taken to control illegal dumping at a site in Birdwood. Staff have taken steps to educate the public and monitor the site. From those observations that matter appears to be under control as there have been no identified instances of dumping in the past two months.
2. GOVERNANCE
Strategic Management Plan
Key issue 4.2 Waste Management. The management of illegal dumping is part of waste management and regulatory functions.
Legislation
Persons caught dumping or littering can be prosecuted under section 235 of the Local Government Act 1999.
Sustainability
Economic Social Environmental Governance
Budget
To date expenses of $400 have been incurred in dealing with this issue.
Consultation
Not applicable
Page 1 Adelaide Hills Council SPDPC Meeting 27 August 2013 Illegal Dumping – August Street, Birdwood
3. BACKGROUND
At the Strategic Planning & Policy Committee Meeting of 28 May 2013 in a response to a Question on Notice regarding illegal dumping in Birdwood the SPDPC resolved;
“That the CEO take the necessary action to discourage and ultimately prevent illegal dumping on the council road reserve at 2 August Street, Birdwood.”
Later in that same meeting during Motions without Notice the committee further resolved;
“That arising from Item 8.1, a detailed report, including costings, be submitted to Council on the effectiveness of preventing illegal dumping on the road reserve adjacent 2 August Street, Birdwood by no later than 27 August 2013.”
This report is provided in response to those resolutions
4. DISCUSSION
In response to the Question of Notice Council staff advised that they had been working with the owner of the adjacent premises had obtained his cooperation in dealing with the matter. Staff also advised that they had arranged for a sign to be installed at the site to discourage members of the public from dumping material at that site.
Ranger Services staff installed a sign on the fence at these premises immediately after the SPDPC meeting of 28 May. The sign was installed during a regular patrol so the only cost incurred was for the sign ($100) and installation ($50).
Since that time there have been two instances where small amounts of material have been dumped and removed by Council. The first required a separate trip to collect at a cost of $250. On the second occasion a small amount of material was picked up by a ranger during a regular patrol and incurred no additional cost.
Both of the above instances occurred during the first weeks after the sign was installed. Since that time no illegally dumped material has been detected.
5. RECOMMENDATION
That this report be received and noted.
Page 2 ADELAIDE HILLS COUNCIL STRATEGIC PLANNING & POLICY COMMITTEE MEETING 27 August 2013 AGENDA BUSINESS ITEM
Item: 12.6
Originating Officer: Chris Button
Responsible Director: Chief Executive Officer
Subject: Review of Terms of Reference for Advisory Groups
File No: 09.14.5
SMP Goal: 5: Open, Effective & Efficient Governance
SMP Key Issue: 5.5 Promote Community Engagement
1. SUMMARY
This report provides the outcome of the process to review the Terms of Reference (TOR) for the various Advisory Groups that have been formed by Council.
The review process has focussed on standardising the layout and terms of the TOR and seven are attached to this report and presented for adoption two further TOR are presented to Council for noting as they are subject to review by the relevant Advisory Groups.
2. GOVERNANCE
Strategic Management Plan
Promote Community Engagement – The meetings of these groups allow for informal discussion between the community and Council staff on current and ongoing issues. Ultimately the information gathered from these meetings allows for a clearer understanding of the issues and informed decision making.
Legislation
Section 41 of the Local Government Act 1999 allows Councils to establish Council Committees (S41 Committees). These committees have similar reporting and operating requirements to those of Council. S41 committees are generally established where a committee is providing advice directly to Council undertaking a function delegated to the committee by the Council.
It has not been the intention of Council to establish its advisory groups as S41 committees.
Legal advice has been sought to ensure that the reviewed TOR are consistent with that of an Advisory Group rather than a S41 Committee.
Page 1 Adelaide Hills Council Meeting 27 August 2013 Review of Terms of Reference for Advisory Groups
Sustainability
Economic Social Environmental Governance
Budget
Not Applicable
Consultation
Council’s Advisory Groups provide a means of discussing relevant topics among Elected Members, staff and community representatives in an informal manner which leads to a clearer understanding of the issues by all parties and informed decision making.
3. BACKGROUND
Over time Council has established 14 Advisory Groups which report to various Council officers. It is necessary to review the TOR of these groups from time to time to ensure that each TOR accurately reflects the role of the group and provide some consistency across all of Council’s advisory groups.
At is meeting of 26 February 2013 Council resolved that:
The Terms of Reference for each Advisory Group be reviewed by the group for consideration by Council within 3 months in an attempt to standardise Terms of Reference across all groups.
At its meeting 13 May 2013 Council endorsed the TORs for The Animal Management Plan Advisory Group, The Bushfire Advisory Group, and the Youth Advisory Committee. An extension of time was also granted to review the remaining TOR. At that time Council resolved.
That:
1. Council approves the Terms of Reference for the: • Animal Management Plan Advisory Group • Bushfire Advisory Group, with the alteration of the words ‘CFS Region 1’ to ‘one representative from a CFS Region’ • Youth Advisory Committee with the alteration of the words ‘representing Council’ to ‘participating in Council activities’ under the heading of Procedures 2. That the review of the Terms of Reference for all Council’s Advisory Groups be completed by July 2013 with a further report to Council by 13 August 2013.
The report in response to the 13 May 2013 resolution was not presented to 13 August Council meeting as aspects of the review had not yet been completed. We apologise for this oversight.
Page 2 Adelaide Hills Council Meeting 27 August 2013 Review of Terms of Reference for Advisory Groups
4. DISCUSSION
Council currently has 14 advisory groups plus a number of other committees that are formed under other legislative powers. Three of the TORs were approved at the May 2013 Council meeting and a further nine are presented with this report for Council endorsement or noting.
The TOR for the Social Planning Reference Group are not presented as the activities of this group will, in the near future, be the subject of an external report and management changes due to the appointment of a new Director. It is proposed that the role and function of this group be the subject of a further report to Council.
There are no current TOR for the Hills Voice Working Party and it is proposed that the role and function of this group will be the subject of a further report to Council.
Neither the Cemeteries Advisory Group nor the Property Advisory Group have met to consider their TOR. Accordingly their TOR are presented for noting subject to review by those groups. The remaining seven TOR have been reviewed by the relevant advisory groups and are presented for adoption
The TOR for the Advisory Groups listed below are attached to this report. The table below shows the Appendix number, the date of review and any other comments.
Advisory Appendix Date Comments Group No. Reviewed Sustainability 1 20/06/13 AHBTC 2 05/08/13 Sport & Recreation 3 18/ 07/13 Rural Land Management 4 31/ 07/13 Stirling Linear Park 5 02/ 05/13 Torrens Valley Community Centre 6 08/08/13 The Summit Community Centre 7 31/07/13 Property 8 N/A Has not met for some months. TOR to be confirmed when PAG next meets. Cemeteries 9 N/A Term of previous members expired end 2012, call for new members undertaken but not yet appointed. TOR to be confirmed when CAG next meets. Hills Voice Working Party N/A There are no current TOR for this group. Appears that this group only meets occasionally, mainly communicating via email. Council needs to determine whether is an advisory group, network, or possibly expand its role.
Page 3 Adelaide Hills Council Meeting 27 August 2013 Review of Terms of Reference for Advisory Groups
It can be seen from the above that seven of the listed Advisory Groups have reviewed their TOR. Two, the Cemeteries Advisory Group and the Property Advisory Group are yet to do so. It is intended that these groups should be convened to discuss their TOR and ongoing roles within the next 3 months.
There is a question as to whether the Hills Voice Working Party is indeed a working party or rather an editorial network. There may be an opportunity for Council to consider a broader communications role for this group following the upcoming management appointments. A report on the role of this Working Party will be presented to Council before the end of January 2014.
The basis of this review process has been to standarise the format of the TOR and some of the terms therein (eg terms of members etc). Endorsement of seven of these TOR is now sought. The TOR for the Cemeteries Advisory Group and the Property Advisory Group are presented for noting.
5. RECOMMENDATION
That:
1. Council adopts the Terms of Reference for the: - Sustainability Advisory Group - AHBTC Advisory Group - Sport & Recreation Advisory Group - Rural Land Management Advisory Group - Stirling Linear Park Advisory Group - The Summit Community Centre Advisory Group - Torrens Valley Community Centre Advisory Group.
2. The draft Terms of Reference for the Cemeteries Advisory Group and the Property Advisory Group be noted subject to a meeting of those advisory groups and a further report to Council being received not later than 31 December 2013 seeking adoption of their Terms of Reference.
3. That a report considering the roles and functions of the Hills Voice Working Party be presented to Council not later than 31 January 2014.
4. That a report considering the roles and functions of the Social Planning Reference Group be presented to Council not later than 31 January 2014.
6. APPENDICES
(1) Sustainability Advisory Group Terms of Reference (2) AHBTC Advisory Group Terms of Reference (3) Sport & Recreation Advisory Group Terms of Reference (4) Rural Land Management Advisory Group Terms of Reference (5) Stirling Linear Park Advisory Group Terms of Reference (6) Torrens Valley Community Centre Advisory Group Terms of Reference (7) The Summit Community Centre Advisory Group Terms of Reference (8) Property Advisory Group Terms of Reference (9) Cemeteries Advisory Group Terms of Reference
Page 4
Appendix 1 Sustainability Advisory Group Terms of Reference
DRAFT
ADELAIDE HILLS COUNCIL SUSTAINABILITY ADVISORY GROUP
REVISED TERMS OF REFERENCE May 2013
BACKGROUND
Adelaide Hills Council (the Council) recognises that responding to key issues such as sustainability, biodiversity, climate change, greenhouse gas reduction, energy management, water and waste management are important for achieving a sound future for both the Adelaide Hills area and the planet as a whole.
The Council has initiated steps to reduce its environmental footprint by undertaking a range of sustainable actions. A Council resolution dated 14 August 2012 adopted the Adelaide Hills Environmental Sustainability Framework which sets out a strategic direction aimed at achieving sustainability through reductions in greenhouse gas emissions, energy usage, overall water usage, delivery of solid waste to landfill and management of biodiversity.
The Council also recognises the vast wealth of knowledge and expertise residing in community members and external organisations therefore Council has resolved to establish a Sustainability Advisory Group (SAG) comprising members of the public who will give their time voluntarily to advise Council staff and support Council in its sustainability agenda.
ROLE
The SAG shall provide Council staff with access to external expertise, networks and links to other organisations with regard to sustainability issues including climate change, energy management, water management, waste reduction, environment, conservation and biodiversity.
Where applicable it is recognised that members of the SAG may provide informal feedback to the community on how the Council is pursuing its sustainability objectives.
The SAG does not commission work in its own right, but rather provides advice to the Manager Health & Regulatory Services.
Adelaide Hills Council Sustainability Advisory Group Revised Terms of Reference May 2013
DRAFT
WORKING RELATIONSHIPS
The SAG provides advice to the Manager Health & Regulatory Services through bi-monthly meetings whist the Sustainability Officer is responsible for:
• coordinating the provision of advice to members via background material, issues papers, reports and presentations; and • preparation of reports to Council as part of Council’s normal agenda process.
Where acknowledged expertise exists the SAG may also provide technical information and support to the Sustainability Officer to further the sustainability objectives of the Council.
FUNCTIONS
The Sustainability Advisory Group (SAG) is expected to provide advice on: • Climate change issues including scientific findings, current knowledge and the implications of predicted climate change • Likely impacts of climate change and appropriate methods of adapting to its potential effects • Appropriate actions, methods and/or technology to reduce greenhouse gas emissions, reduce energy use, reduce water use and reduce waste production. • Appropriate environmental considerations and conservation strategies for natural assets under Council’s care and control. • Opportunities for grant and other project funding • Networking opportunities so Council may develop links with experts, community groups, organisations and skilled individuals in the areas of climate change; climate adaption; water, energy and waste minimisation; natural resource management and biodiversity • Achieving the Strategic Goals of Council that relate to sustainability • Linkage of Council’s Strategic Goals, Policy and objectives with those of State and Federal Governments within the domain of sustainability
MEMBERSHIP
The SAG shall comprise up to nine (9) members, four (4) of whom shall be Elected Members (EM’s) appointed by Council.
The remaining five (5) members shall be community representatives selected on the basis of skills, knowledge and experience based on selection criteria
Adelaide Hills Council Sustainability Advisory Group Revised Terms of Reference May 2013
DRAFT listed below and following a publicly advertised Expression of Interest process.
The Sustainability Officer (or nominee) shall act as Executive Officer for the SAG.
SELECTION CRITERIA
SAG members shall be selected on the basis of skills, knowledge and experience in one or more of the following: 1. Environmental sustainability, biodiversity, natural resource management, climate change, climate adaption or similar 2. Energy, water and/or waste reduction strategies and/or technology 3. Government grants process particularly as related to climate change, energy, water and waste reduction 4. Advisory committees and/or community consultation 5. Links to networks and/or groups with expertise in environment, sustainability, climate change and/or climate adaption.
It shall be a pre-requisite that community representatives live, work or have an active interest in the Council area.
It shall also be a requirement that community representatives: i) are willing to support and work within the SAG’s Terms of Reference (TOR); ii) demonstrate a commitment to attend bi-monthly meetings; and iii) undertake to provide regular feedback to the community.
The selection process begins with an advertising campaign calling for nominations. Advertising will be through Council’s website, local newspapers, council service centres and libraries. Nominees will be requested to submit a written application which will identify responses to the selection criteria.
The selection process for community representatives will be conducted by the Manager Health & Regulatory Services, with the assistance of the Director Engineering, Chief Executive Officer and two (2) EM’s appointed by the Council.
Recommendations for community membership of the SAG will be provided in a report to Council and appointment will be made by a resolution of Council.
EM representatives will be appointed by resolution of the Council.
Adelaide Hills Council Sustainability Advisory Group Revised Terms of Reference May 2013
DRAFT
TERM OF OFFICE
The term of office for community representatives is two (2) years, or such other time as resolved by the Council at the time of appointment.
The term of office for EM’s is also two (2) years or such other time as resolved by the Council.
Casual vacancies may be filled by following the selection process, and passed by resolution of Council, except if the vacancy occurs less than six (6) months before the expiry of the term of office, when the vacancy may remain unfilled. Current members of the SAG may serve more than one term and may reapply for appointment.
A member of the SAG may be removed from office on the grounds that they were absent, without leave from the SAG, from three or more consecutive meetings (the first of which having been held three months or more before the last).
The SAG shall elect a chairperson from its members. A deputy chairperson may also be elected. The chairperson shall have the same voting rights as an ordinary member.
STATUS OF OFFICE OF MEMBERS
Independent members of the SAG have status as volunteers of the Council and are insured in accordance with the Volunteer Insurance Policy that is part of the Council’s membership of the Mutual Liability Scheme.
Independent members are not indemnified by the Council against any liability arising as a result of their actions or omissions related to their involvement with the SAG or undertaken in connection with their role as a member of the SAG.
Elected Members’ involvement with the SAG constitutes the exercise of official functions and duties of office of an elected member under the Local Government Act 1999. Elected Members are, therefore, protected from civil liability in their role pursuant to section 39 of the Local Government Act 1999.
MEETING PROCEDURE
Topics for the agenda should be forwarded to the Sustainability Officer seven (7) days prior to the scheduled meeting date. The Agenda and Minutes of the previous meeting will be distributed to members no later than three days prior to the next meeting date.
Adelaide Hills Council Sustainability Advisory Group Revised Terms of Reference May 2013
DRAFT
Where necessary, decisions will be made by SAG by way of majority vote All members of the SAG have voting rights; being one (1) vote per member. All EM’s are invited to attend meetings, however only the appointed EM’s have voting rights.
SAG meetings require a quorum of members which is one-half of the current voting membership plus one.
Minutes of the SAG meetings and the recommendations contained therein will be posted on the EM Portal.
The Advisory Group shall meet at least 4 times per year, or more frequently if agreed by the majority of members.
Proposed meeting dates shall be posted on the EM Calendar and minutes of the SAG meetings and any recommendations resulting will be made available on the EM Portal.
The SAG shall also meet and provide advice on items referred to it by the Sustainability Officer.
Adelaide Hills Council Sustainability Advisory Group Revised Terms of Reference May 2013
Appendix 2 AHBTC Advisory Group Terms of Reference
DRAFT
ADELAIDE HILLS COUNCIL Adelaide Hills Business & Tourism Centre (AHBTC) Advisory Group
TERMS OF REFERENCE (August 2013)
BACKGROUND
The Lobethal Woollen Mills closed down in 1992 and the site was transferred to the then District Council of Onkaparinga from State Government. A mission to maximise employment outcomes to the mill site and enhance the local economy was given to Council as part of the transfer. Since taking over the site, renamed to the Adelaide Hills Business & Tourism Centre (AHBTC), Council has carried out substantial capital improvements to the buildings and infrastructure. This has led to tenancies being let for most of the building within the Centre. Consequently the Centre now employs around 170 people, mostly from the local area, in a range of commercial food and beverage production and retail businesses. Adelaide Hills Council is very proud of its achievements at AHBTC and recognises the Centres importance to the local community infrastructure, economy and culture.
ROLE
The AHBTC Advisory Group will provide independent, specialist advice to Council staff on the operations of the Adelaide Hills Business & Tourism Centre (AHBTC) through the involvement of the Centre’s relevant public and private stakeholders.
The AHBTC Advisory Group will not commission work in its own right or have decision making powers, but rather provide advice to the Director Engineering & Assets.
WORKING RELATIONSHIPS
The AHBTC Advisory Group shall provide advice to the Director Engineering & Assets. .
The Director Engineering & Assets is responsible for: • coordinating the provision of advice to members via background material, issues papers, studies, reports and presentations • preparation of reports to Council as part of Council’s normal agenda process.
DRAFT
FUNCTIONS
The AHBTC Advisory Group is expected to provide advice to the Director Engineering & Assets on:
• Strategic and Business/Operating Plans for the Centre, for approval by Council • Investigating and attracting new enterprises and the promotion, development and growth of business • Liaison with the Adelaide Hills, Fleurieu and Kangaroo Island Regional Development Australia (RDA) and relevant State & Federal Government agencies on business assistance and economic development programs • Improvement and development of the Centre to enhance its business support and economic development role • Monthly operational and financial performance via monthly reports from the Centre’s Administration Officer and/or Executive Officer • Assisting in identifying any issues with current operations
MEMBERSHIP
Membership of the AHBTC Advisory Group shall be as follows: • Three (3) Elected Members of the Adelaide Hills Council • Director Engineering & Assets • AHBTC Administration Officer • Three (3) Community Representatives
Members shall be eligible for renomination
The Director Engineering & Assets (or nominee) shall act as Executive Officer for the AHBTC Advisory Group. The Executive Officer shall hold a non-voting capacity role.
The Advisory Group shall appoint a Chairperson and other such office bearers as may be deemed necessary from time to time.
Office bearers shall be appointed at the first meeting of each new Advisory Group.
The Advisory Group shall be supported by AHBTC Administration Officer. The AHBTC Administration Officer shall be responsible for administrative duties such as agendas, minutes, correspondence and reports and other matters that may arise from time to time. DRAFT
SELECTION CRITERIA
Community representatives shall be selected on the basis of their skills, knowledge and experience in one or more of the following: • Small business • Employment and training • Business facilitation and investment • Economic and community development (inc job creation) • Business marketing and promotion • Financial management and planning • Tourism
It shall be a pre-requisite that community representatives live, work or have business interests in the Adelaide Hills Council area. It shall also be a requirement that community representatives: • are willing to support and work within the Advisory Group’s Terms of Reference • demonstrate a commitment to attend bi-monthly meetings • undertake to provide feedback to the community they represent
Nomination for appointment as Community Representatives on the Advisory Group shall be called by public notice in the local newspapers.
The selection process for independent members will be conducted by a panel comprising two (2) Councillors appointed by the Council, Council’s Chief Executive Officer and Director Engineering & Assets.
Recommendations for independent membership of the Advisory Group will be made to Council and appointment will be made by resolution.
Councillor representatives will be appointed to the Advisory Group by resolution of the Council.
TERM OF OFFICE
The term of office for the Chairperson and Community Representatives on the Advisory Group will be two (2) years or such other time as resolved by Council at the time of appointment.
The term of office for Elected Members will be two (2) years or such other time as resolved by Council.
Casual vacancies may be filled using the selection process with any appointment(s) made by resolution of Council. Where a vacancy occurs less than four (4) months before the expiry of the term of office, the vacancy may remain unfilled.
DRAFT
A member of the Advisory Group may be removed from office on the grounds that: • He or she was absent, without leave from the Advisory Group, from two or more consecutive meetings; or • Has made public statements that may be detrimental to the review process or the effective functioning of the Advisory Group; or • Has, or is, behaving in a way which is detrimental to the smooth, efficient and effective workings of the Advisory Group. Such behaviour shall be assessed by a reference panel comprising the Chairperson, Mayor, Chair of the Audit Committee and Chief Executive Officer.
STATUS OF OFFICE OF MEMBERS
Community Representative members of the AHBTC Advisory Group have status as volunteers of the Council and are insured in accordance with the Volunteer Insurance Policy that is part of the Council’s membership of the Mutual Liability Scheme.
Community Representative members are not indemnified by the Council against any liability arising as a result of their actions or omissions related to their involvement with the AHBTC Advisory Group or undertaken in connection with their role as a member of the AHBTC Advisory Group.
Councillor members’ involvement with the AHBTC Advisory Group constitutes the exercise of official functions and duties of office of an elected member under the Local Government Act 1999. Councillor members are, therefore, protected from civil liability in their role as AMPAG members pursuant to section 39 of the Local Government Act 1999.
MEETING PROCEDURE
Topics for the agenda should be forwarded to the Executive Officer seven (7) days prior to the scheduled meeting date. The Agenda and Minutes of the previous meeting will be distributed to members no later than five (5) days prior to the next meeting date.
All members of the Advisory Group have voting rights, being one (1) vote per member. All Elected Members are invited to attend meetings as observers,
A quorum of Advisory Group members must be present to hold a meeting. The quorum is one-half of the current voting membership plus one.
Proposed meeting dates shall be posted upon the Elected Member Calendar and minutes of the Advisory Group meetings and any recommendations resulting will be made available on the Elected Members Portal.
DRAFT
The AHBTC Advisory Group shall meet bi-monthly or more frequently if agreed by the majority of members.
Reports The Advisory Group shall make at least one report to Council annually.
Task Groups The Advisory Group may appoint task groups for time limited periods to investigate specific tasks as determined by the Advisory Group.
Membership of task groups shall be determined by the Advisory Group which may include persons from the general community and other agencies.
The membership of each task group must include at least 1 member of the Advisory Group.
Task groups must report regularly to the Advisory Group and must refer all recommendations to the Advisory Group, who shall in turn forward recommendations through the Director Engineering & Assets.
Appendix 3 Sport & Recreation Advisory Group Terms of Reference
DRAFT
ADELAIDE HILLS COUNCIL Sport and Recreation Advisory Group
TERMS OF REFERENCE (July 2013)
BACKGROUND
There are numerous Sport and Recreation organisations and facilities spread throughout the various communities within the Adelaide Hills Council’s area. These cater for a wide range of sports including football, soccer, netball, cricket, tennis to name a few. Council recognises the importance to the community of these many sporting and recreation groups and the facilities they are custodians for.
Council administers the budget for operational and capital facilities improvement grants which are provided to the various sporting and recreation groups. These grants assist with the running, upkeep and improvement of the facilities used by the groups.
Council also assists with support for lodgement of external grants made by the various sport and recreation groups to other government organisations.
The Sport and Recreation Advisory Group was formed in order to provide; • representation for the various sport and recreation groups and, • advice to Council staff involved with sport and recreation
ROLE
The Sport and Recreation Advisory Group will provide independent, specialist advice to Council staff on sport and recreation matters and priorities within the community.
The Sport and Recreation Advisory Group will not commission work in its own right or have decision making powers, but rather provide advice to the Director Engineering & Assets and/or Manager Community Development. DRAFT
WORKING RELATIONSHIPS
The Sport and Recreation Advisory Group shall provide advice to the Director Engineering & Assets and Manager Community Development. .
The Director Engineering & Assets and Manager Community Development are responsible for: • coordinating the provision of advice to members via background material, issues papers, reports and presentations • preparation of reports to Council as part of Council’s normal agenda process.
FUNCTIONS
The Sport and Recreation Advisory Group is expected to provide advice to the Director Engineering & Assets and Manager Community Development on:
• Sport and recreation matters and priorities within the community • liaison between Council and public, private and commercial sport and recreation groups, associations and individuals within the community • priorities in relation to the annual sport and recreation budget including grant funding • Suggested changes to Sport and Recreation Policy as part of any policy reviews It is expected that members of the Advisory Group will attend all meetings and provide an apology in advance where unable to attend.
MEMBERSHIP
Membership of the Advisory Group shall be as follows: • Three (3) Elected Members of the Adelaide Hills Council • Director Engineering & Assets • Manager Community Development • Up to nine (9) Community Representatives
Members shall be eligible for renomination.
The Director Engineering & Assets (or nominee) shall act as Executive Officer for the Sport and Recreation Advisory Group.
The Advisory Group shall appoint a Chairperson and other such office bearers as may be deemed necessary from time to time.
Office bearers shall be appointed at the first meeting of each new Advisory Group. DRAFT
The Advisory Group shall be supported by a Secretary provided by Council. The Secretary shall be responsible for administrative duties such as agendas, minutes, correspondence and reports and other matters that may arise from time to time.
SELECTION CRITERIA
Each of the community representative members of the advisory group shall be selected on the basis of skills, knowledge and experience in one or more of following areas: • Demonstrated association with local or regional sporting groups, organisations or associations; • Held an organisational management role in a related area; • Actively worked with similar committees; • Demonstrated ability to achieve results and remain impartial.
Nomination for appointment as Community Representatives on the Advisory Group shall be called by public notice in the local newspapers.
The selection process for independent members will be conducted by a panel comprising two (2) Councillors appointed by the Council, Council’s Chief Executive Officer, Director Engineering & Assets and the Manager Community Development.
Recommendations for independent membership of the Advisory Group will be made to Council and appointment will be made by resolution.
Councillor representatives will be appointed to the Advisory Group by resolution of the Council.
TERM OF OFFICE
The term of office for the Chairperson and Community Representatives on the Advisory Group will be two (2) years or such other time as resolved by Council at the time of appointment.
The term of office for Elected Members will be two (2) years or such other time as resolved by Council.
Casual vacancies may be filled using the selection process with any appointment(s) made by resolution of Council. Where a vacancy occurs less than four (4) months before the expiry of the term of office, the vacancy may remain unfilled.
A member of the Advisory Group may be removed from office on the grounds that: • He or she was absent, without leave from the Advisory Group, from two or more consecutive meetings; or • Has made public statements that may be detrimental to the review process or the effective functioning of the Advisory Group; or DRAFT
• Has, or is, behaving in a way which is detrimental to the smooth, efficient and effective workings of the Advisory Group. Such behaviour shall be assessed by a reference panel comprising the Chairperson, Mayor, Chair of the Audit Committee and Chief Executive Officer.
STATUS OF OFFICE OF MEMBERS
Community Representative members of the Sport & Recreation Advisory Group have status as volunteers of the Council and are insured in accordance with the Volunteer Insurance Policy that is part of the Council’s membership of the Mutual Liability Scheme.
Community Representative members are not indemnified by the Council against any liability arising as a result of their actions or omissions related to their involvement with the Sport & Recreation Advisory Group or undertaken in connection with their role as a member of the Sport & Recreation Advisory Group.
Councillor members’ involvement with the Sport & Recreation Advisory Group constitutes the exercise of official functions and duties of office of an elected member under the Local Government Act 1999. Councillor members are, therefore, protected from civil liability in their role as AMPAG members pursuant to section 39 of the Local Government Act 1999.
MEETING PROCEDURE
Topics for the agenda should be forwarded to the Executive Officer seven (7) days prior to the scheduled meeting date. The Agenda and Minutes of the previous meeting will be distributed to members no later than five (5) days prior to the next meeting date.
All members of the Advisory Group have voting rights, being one (1) vote per member. All Elected Members are invited to attend meetings as observers,
A quorum of Advisory Group members must be present to hold a meeting. The quorum is one-half of the current voting membership plus one.
Proposed meeting dates shall be posted upon the Elected Member Calendar and minutes of the Advisory Group meetings and any recommendations resulting will be made available on the Elected Members Portal.
The Sport & Recreation Advisory Group shall meet bi-monthly or more frequently if agreed by the majority of members.
Reports The Advisory Group shall make at least one report to Council annually.
DRAFT
Task Groups The Advisory Group may appoint task groups for time limited periods to investigate specific tasks as determined by the Advisory Group.
Membership of task groups shall be determined by the Advisory Group which may include persons from the general community and other agencies.
The membership of each task group must include at least 1 member of the Advisory Group.
Task groups must report regularly to the Advisory Group and must refer all recommendations to the Advisory Group, who shall in turn forward recommendations through the Director Engineering & Assets.
Appendix 4 Rural Land Management Advisory Group Terms of Reference
DRAFT ADELAIDE HILLS COUNCIL Rural Land Management Advisory Group
TERMS OF REFERENCE (27 August 2013)
BACKGROUND
The Rural Land Management Advisory Group (hereafter referred to as the “Advisory Group” was established by Council shortly after amalgamation to provide advice on rural land management matters and issues affecting primary producers generally.
ROLE
The purpose and role of the Advisory Group is to advise Council staff on how: • it can support achievement of objectives for the primary production component of the Strategic Management Plan; • to help the Council staff develop policies and strategies for the retention of and optimum utilisation of rural land; • to ensure protection of the rural landscape qualities of the district; • to act as a conduit for information between rural land users and Council staff; and, • to be pro-active in initiating work and providing expertise to Council staff on matters that the Advisory Group considers warrants attention and consideration by the Council staff where Council has jurisdiction in the matter
WORKING RELATIONSHIPS
The Executive Officer of the Advisory Group is the Director Strategy and Development or nominee.
The RLMAG shall provide advice the Executive Officer.
• The Executive Officer is responsible for: • 4.1 coordinating the provision of advice to members via background material, issues papers, reports and presentations • 4.2 preparation of reports to Council as part of Council’s normal agenda process • 4.3 administrative support provided by Council
As this is an advisory group to Council, it is appropriate that only the Mayor, Council’s Chief Executive Officer and where delegated, the Executive Officer be the media spokespersons on behalf of the Group.
Rural Land Management Group – draft Terms of Reference – July 2013
FUNCTIONS
Matters requiring the consideration of the Council shall be referred to the Strategic Planning and Development Policy Committee of Council where it relates to matters within that Committee’s terms of reference, or to Council if required. Such matters shall include, but not be limited to matters within the scope of the Group such as: • Advice and recommendations on matters that are referred to it by Council related to rural land management and primary production practice and policy • Consultation on and/or research with appropriate organisations and individuals on matters within the scope of these terms of reference • Alerting Council staff to matters which may have an impact on the primary production industry and/or land management practices
The Advisory Group is to provide advice to Council staff on matters which include, but are not limited to: • Land use • Land use conflicts • Biosecurity issues • Water resources • Demographic & social impacts • The relationship between primary production and the environment • Sustainable and viable primary industry • Education and Public Relations • Performance criteria – industry/community best practice • Supporting infrastructure • Best practices • Trends affecting use of rural land and primary production • Rural land management issues, eg fire • Natural resources management • Climate Change
MEMBERSHIP
Appointments shall be at the Council’s sole discretion and be based upon the skills, knowledge and experience of appointees relevant to the Advisory Group. Recommendations for membership shall be reported to and made by resolution of Council.
Council may appoint up to three (3) elected members to the Advisory Group.
Page 2 of 5 Rural Land Management Group – draft Terms of Reference – July 2013 The Advisory Group shall also include rural landholders who are involved in primary production activities in the district and who have expertise in one or more of the areas outlined in item 9 above.
Membership of the Advisory Group shall be limited to a maximum of 12 members (including elected members).
The Advisory Group will be supported by such Technical Reference Groups or specific working parties as are required. A Technical Reference Group could include representatives of: • Conservation Council • Country Fire Service • Department of Environment, Water and Natural Resources • Department of Planning, Transport and Infrastructure • Environment Protection Authority • Forestry SA • Native Vegetation Council • Primary Producers SA • SA Water
The membership of the Advisory Group will, by simple majority, select the Chairperson and Deputy Chairperson (to act in the absence of the Chairperson), who may or may not be elected member(s).
Where a representative of an agency or department or stakeholder group is able to designate a proxy, the details of that proxy shall be forwarded to the Council at the time of appointment of the substantive representative.
SELECTION CRITERIA
Membership of the Advisory Group shall comprise representatives from the following areas of expertise or organisations: • Viticulture • Horticulture • Horse Keeping • Grazing/Broad acre • Primary Production Industry representative • Natural Resources Adelaide & Mt Lofty Ranges (NRAMLR) Representative (staff representative) • NRAMLR Representative (Board/Group representative) • Dept. of Primary Industry and Regions SA (PIRSA) • Adelaide Hills Council (Elected Members & Staff)
Page 3 of 5 Rural Land Management Group – draft Terms of Reference – July 2013 Agency representatives will be nominated by the respective agency
Any independent members of the Advisory Group shall be rural landholders who are actively involved in primary production activities in the district and who have expertise in one or more of the areas outlined in item 9 above.
TERM OF OFFICE
The term of office for members of the Advisory Group, other than Elected Members, shall be two (2) years.
The term of office for Elected Members will be 2 years or such other time as resolved by Council.
Casual vacancies may be filled using the selection criteria established above with any appointment(s) to be made by resolution of Council. Where a vacancy occurs less than four (4) months before the expiry of the term of office, the vacancy may remain unfilled.
A member of the Advisory Group may be removed from office on the grounds that: • he or she was absent, without leave from the Advisory Group, for three (3) or more consecutive meetings (the first of which having been held three (3) months or more before the last); or, • has made public statements that may be detrimental to the review process or the effective functioning of the Advisory Group; or, • has, or is, behaving in a way which is detrimental to the smooth, efficient and effective workings of the Advisory Group. Such behaviour shall be assessed by a reference panel comprising the Chairperson, Mayor, Chair of the Audit Committee and Chief Executive Officer.
STATUS OF OFFICE OF MEMBERS
Independent members of the Advisory Group have status as volunteers of the Council and are insured in accordance with the Volunteer Insurance Policy that is part of the Council’s membership of the Mutual Liability Scheme.
Independent members are not indemnified by the Council against any liability arising as a result of their actions or omissions related to their involvement with, or undertaken in connection with their role as a member of, the Advisory Group.
Councillor members’ involvement with the Advisory Group constitutes the exercise of official functions and duties of office of an elected member under the Local Government Act 1999. Councillor members are, therefore, protected from civil liability in their role as Advisory Group members pursuant to section 39 of the Local Government Act 1999.
Page 4 of 5 Rural Land Management Group – draft Terms of Reference – July 2013
MEETING PROCEDURE
Meetings shall be held as deemed necessary but at least quarterly, and convened by the Chairperson and Executive Officer with a meeting agenda, meeting time and place sent to members at least five calendar days before the meetings.
A special meeting may be convened to consider a matter of urgency by the Chairperson and Executive Officer with at least five calendar days’ notice. If such a special meeting is at the request of a member of the Advisory Group, then such a request shall have the support of the majority of the members before it can be convened.
Topics for the agenda should be forwarded to the Executive Officer seven (7) days prior to the scheduled meeting date. The Agenda and Minutes of the previous meeting will be distributed to members no later than five (5) days prior to the next meeting date. Late items may be accepted subject to the approval of the Chairperson and Executive Officer.
All members of the Advisory Group, including Elected Members and excluding the Executive Officer and his nominee, have voting rights comprising one (1) vote per member. While it is expected that decisions will normally be made by consensus, a decision by simple majority will be considered a decision of the Advisory Group. In addition to a deliberative vote, the Chairperson shall have a casting vote in the case of a tie.
A quorum of Advisory Group members must be present to hold a meeting. The quorum is one-half of the current voting membership plus one. Where there is a declared vacancy, then a quorum shall be half the remaining members plus one.
Proposed meeting dates shall be posted upon the Elected Member Calendar and minutes of the Advisory Group meetings and any recommendations resulting will be made available on the Elected Members Portal.
Matters presented to the Advisory Group as confidential shall be dealt with, and remain, in- confidence until such time as confidentiality is withdrawn by the Council.
GENERAL MATTERS
The Advisory Group may make recommendations to Council on changes to these Terms of Reference to enhance achievement of the Advisory Group’s purpose and role.
The administrative costs of the Advisory Group shall be borne by the Council. The cost of any studies, investigations or other operating expenses of the Advisory Group shall only be borne by the Council where such costs are part of a budget allocation approved by the Council for such purposes.
A report shall be submitted to the Council on the activities of the Advisory Group at least annually.
Page 5 of 5
Appendix 5 Stirling Linear Park Advisory Group Terms of Reference
DRAFT
ADELAIDE HILLS COUNCIL
STIRLING LINEAR PARK ADVISORY GROUP
TERMS OF REFERENCE
(August 2013)
BACKGROUND
The Adelaide Hills Council has adopted a Management Strategy for Stirling Linear Park to guide the development, maintenance and management of the Park.
The vision for the Stirling Linear Park is as follows:
“The Stirling Linear Park, made up of Stirling Park, Woorabinda Reserve, Hender Reserve and Madurta Reserve, will be an attractive and functional network of reserves where there is:
• Enhancement of the Linear Park as a regional passive recreation asset without measurable impact upon its environmental value; • Equity of access; • Efficient and effective resource management; and • Flexibility to respond to changing needs”.
Underpinning the “vision” for the Stirling Linear Park are the Guiding Management Principles. The Guiding Management Principles are, in turn, supported by a set of detailed actions.
The Guiding Management Principles and Actions are contained in the Management Strategy.
The Management Strategy provides that a Management Advisory Committee (hereafter referred to as a “Group”) be in place to provide advice and assistance to the Council staff in ensuring informed decision making and enhancement of Council and community activities in Council’s responsibilities to implement the Strategy.
These Terms of Reference set out the operating framework, roles and responsibilities of the Management Advisory Group (‘the Group’) and its members.
Role
The role of the Group shall be to provide guidance to Council staff in its implementation of the Stirling Linear Park (‘the Park’) Management Strategy. Adelaide Hills Council has overall responsibility for the Park development and management. The Council’s administration has responsibility for implementing budgeted development and maintenance works at the Park in accordance with the Management Strategy. The Group will not commission work in its own right or have any decision making powers. Rather, the Group’s sole function is to provide advice to the Manager Engineering & Assets in line with this Terms of Reference.
DRAFT
WORKING RELATIONSHIPS
The Group shall provide advice direct to The Manager Engineering & Assets.
The Manager Engineering & Assets is responsible for: • coordinating the provision of information to members of the Group via background material, issues papers, reports and presentations; and • preparation of reports to Council as part of Council’s normal agenda process, which may incorporate any suggestions or advice provided by the Group as The Manager Engineering & Assets considers appropriate.
FUNCTIONS
Matters for consideration by the Group in relation to the development and management of the Park shall include but not necessarily be limited to:
- Works program recommendations, priorities and funding requests to Council staff for development and maintenance activities; - Advising on budget submissions to Council staff for the subsequent financial year; - Making recommendations to Council staff on potential avenues for external funding grants for development and management activities; - Providing advice to Council staff on external funding applications - Providing guidance and assistance to the Council staff in coordinating the work of volunteers and volunteer groups in the development and maintenance of the Park; - Providing advice and guidance or promoting avenues of guidance and advice to Council staff concerning the development and management of the Park; - Providing advice and assistance to the Council staff in the dissemination of information to the Community about the Park; - Providing guidance and assistance to the Council staff to ensure adequate stakeholder consultation takes place on proposals for the Park which have potential to impact on those stakeholders; - Providing guidance and advice to the Council staff on the conduct or introduction of community activities or leisure pursuits in the Park; - Monitoring the performance of the actions of the Management Strategy and Management Plan against the objectives; and - Making recommendations to the Council staff on changes to the Management Strategy in the light of changing circumstances or demonstrated need.
All recommendations and advice shall be made the Manager Engineering & Assets
DRAFT
MEMBERSHIP
Membership of the Group shall comprise six (6) or such differing number of community representatives appointed by the Council following a public invitation for nominations. Persons other than nominees from a public invitation for nomination may be made by the Council.
Elected Member(s) will serve to provide input and advice concerning the role, function and decision making processes of the Council and advice on strategic and policy matters adopted by the Council.
A Chairperson shall be appointed from within the membership of the Group by the Council who may or not be an Elected Member of the Adelaide Hills Council. The Council shall also nominate a Deputy Chairperson to act in the absence of the Chairperson.
Members and the Chairperson shall be appointed for a term of two (2) years or such other period as the Council may determine. Retiring persons shall be eligible to nominate for reappointment.
The Manager Engineering & Assets will act as Executive Officer for the Group. The Executive Officer may nominate a proxy to attend meetings or to conduct the functions of the Executive Officer in the Executive Officer’s absence or on the Executive Officer’s behalf. The Executive Officer has no voting rights and is to provide support and advice as necessary.
SELECTION CRITERIA
Appointments shall be of Council’s sole discretion based upon the skills, knowledge and experience of appointees relevant to the management advice needs of the Council. Appointees may include persons with skills, knowledge and experience in the following areas:
o natural resource management; o native flora and fauna conservation; o open space planning and management, o leisure planning; o community education and development; o bushfire prevention; o marketing and promotion; and, o any other areas of relevance.
Appointments shall be to persons and not representatives of particular interest groups, organisations or partisan interests. Appointees shall be appointed to represent all stakeholders. This does not preclude members of particular interest groups or those aligned with particular stakeholder interests from being appointed to the Group.
Recommendations for community representative appointments shall be made to the Council by the Chief Executive Officer who may appoint other officers to assist in the selection process.
DRAFT
TERM OF OFFICE & REMOVAL FROM OFFICE
The term of office for members of the Group will be two (2) years or such other time as resolved by Council at the time of appointment.
Casual vacancies may be filled using the selection process identified above with any appointment(s) made by resolution of Council. If a vacancy occurs less than four (4) months before the expiry of the term of office, the vacancy may remain unfilled.
A member of the Group may be removed from office on the grounds that: • he or she was absent, without leave from the Group, from two or more consecutive meetings; or • has made public statements that may be detrimental to the review process or the effective functioning of the Group or otherwise reflect poorly on the Council and/or brings the Council into disrepute; or • has behaved, or is behaving in a way that is detrimental to the smooth, efficient and effective workings of the Group.
The determination as to whether a member’s conduct constitutes grounds for removal from office will be made by a reference panel comprising the Chairperson, Mayor, Chair of the Audit Committee and Chief Executive Officer. The Reference Panel will observe the principles of natural justice in making any decision to remove a member of the Group from office. That is, the member will be given an opportunity to comment in relation to any adverse allegations against him/her and in relation to any proposal that he/she be removed from office. Any comments made by the member will be taken into account by the Reference Panel before a decision is made.
STATUS OF OFFICE OF MEMBERS
Community members of the Group have status as volunteers of the Council and are insured in accordance with the Volunteer Insurance Policy that is part of the Council’s membership of the Mutual Liability Scheme.
Community are not indemnified by the Council against any liability arising as a result of their actions or omissions related to their involvement with the Group or undertaken in connection with their role as a member of the Group.
Councillor members’ involvement with the Group constitutes the exercise of official functions and duties of office of an elected member under the Local Government Act 1999. Councillor members are, therefore, protected from civil liability in their role as AMPAG members pursuant to section 39 of the Local Government Act 1999.
MEETING PROCEDURE
Meetings shall be held as deemed required and at least quarterly, convened by the Chairperson and Executive Officer with a meeting agenda and meeting time and place sent to members not less than five (5) clear days before meetings.
A special meeting may be convened to consider a matter of urgency by the Executive Officer with five (5) clear days notice following a request from a simple majority of members or if needed by the Council to obtain advice on a matter of urgency.
DRAFT
A quorum for a meeting shall be a simple majority of members including the Chairperson.
Voting at meetings shall be by simple majority of members including the Chairperson. In addition to a deliberative vote, the Chairperson shall have a casting vote in the case of an even vote.
The Group may appoint task forces to investigate and prepare advice to the Group on specific matters. Such task forces shall include at least one Group member and shall report to the Group.
• Matters presented to the Group as confidential shall be dealt with and remain in- confidence until such time as confidentiality is withdrawn by the Council. • Contact with the media shall be by the Executive Officer, Management Officer or Chairperson via the Council’s media spokesperson. • The Group may make recommendations to Council staff on changes to these Terms of Reference to enhance achievement of the role and objectives of the Group. • The administrative costs of the Group shall be borne by the Council. The cost of any studies, investigations or other operating expenses of the Group shall only be borne by the Council where such costs are part of a budget allocation approved by the Council for such purposes. • A report shall be submitted to the Council by the Manager Engineering & Assets on the activities of the Group and the management of the Park including performance against the Management Strategy and Management Plan at least annually.
Appendix 6 Torrens Valley Community Centre Advisory Group Terms of Reference
DRAFT
ADELAIDE HILLS COUNCIL Torrens Valley Community Centre Advisory Group
TERMS OF REFERENCE 2013
BACKGROUND
Adelaide Hills Council provides Community Centres in order to strengthen local communities through a central hub for community connection, programs, services and lifelong learning. The centres aim to provide an inclusive environment to support, educate and encourage community participation and the development of new friendships.
Aim of the Summit Community Centre :
The Torrens Valley Community Centre will work in partnership with the community to provide a community resource for development activities which are responsive to local community needs and aspirations and which assist local community building.
Objectives of the Torrens Valley Community Centre: To develop, provide and promote an integrated range of activities, services and programs aimed at:
• meeting clearly identified local needs and assisting in the sustainable development of the local community through a balance of economic, social, cultural and environmental goals; • promoting community development and capacity building in cooperation with other community agencies with similar objectives; • promoting a sense of belonging, community spirit and community pride; • recognising and encouraging the value of volunteers and volunteering and making best use of volunteer resources to develop and provide programs and services; • improving equity of access for all to community resources and reducing social isolation with a focus on disadvantaged groups.
ROLE
The Advisory Group will provide independent, specialist advice to the Centre Coordinator on the operation of the Torrens Valley Community Centre
The Advisory Group will not commission work in its own right or have decision making powers, but rather provide advice to the Centre Coordinator.
1
DRAFT
The primary role of the Advisory Group is to assist the Centre Coordinator through: • development and implementation of the Business and Operating Plans for the Centre, that provide value for money and are consistent with Council approvals and priorities,; • overseeing specific programs and activities as a representative of the Community Centre; • making recommendations on the improvement and development of the Centre to enhance its community service delivery, community building and social outcomes; • providing and receiving feedback from the community; • assisting in promotion of the Centre and its programs and services;
WORKING RELATIONSHIPS
The Torrens Valley Community Centre Advisory Group shall provide advice and support to the Coordinator of the Torrens Valley Community Centre.
The Coordinator is responsible for: • coordinating the provision of advice to members via background material, issues papers, reports and presentations
FUNCTIONS
The Torrens Valley Community Centre Advisory Group is expected to provide advice to the Coordinator on: • planning, review, evaluation and future directions of the centre • aims and objectives of the centre
The Torrens Valley Community Centre Advisory Group represents the interests of the local community.
MEMBERSHIP
The Advisory Group shall consist of 7 members, comprising: • One Councillor nominated by the Adelaide Hills Council • One member representing the Gumeracha Hall Committee. If they are unable to provide a representative to attend meetings then they shall continue as a “non attending” member receiving minutes and agendas. • One community member representing youth; • Four community members with skills in one or more of the following:- • social services and/or volunteering • cultural activities
2
DRAFT
• fundraising / grant writing • marketing and or communications • community development /social planning.
The Centre Coordinator will provide administrative support to the Advisory Group.
Members of the Advisory Group will annually elect a Chairperson from within their membership
Members are expected to support the objectives of the Centre and to diligently exercise their role and duties.
The Advisory Group may establish working parties to further particular objectives and appropriate external members may be co-opted to assist working parties.
Casual vacancies shall be filled by following the selection process, with recommended appointments approved by Council resolution.
A member of the Advisory Group may be removed from office on the grounds that: he or she was absent, without leave from the committee, from three or more consecutive meetings. if in the opinion of the Chairperson, they engage in disruptive and/or dishonest behaviour, or do not support the objectives of the Centre. He or she has made public statements that may be detrimental to the effective functioning of the Advisory Group; or He or she exhibits behaviour which is detrimental to the smooth, efficient and effective workings of the Advisory Group. Such behaviour shall be assessed by a reference panel comprising the Chairperson, Mayor, Chair of the Audit Committee and Chief Executive Officer.
SELECTION PROCESS
The process to select Community Members will be as follows: • Nominations for the Advisory Group will be sought both directly and through public advertising. Advertising will be through Council’s website, local newspapers, Council service centres and libraries at least four weeks prior to closing nominations. • Interested parties will be requested to submit an application outlining their skills in relation to the role of the Advisory Group. • The selection process will consider the range of applicants and their relative skills and will be conducted by the Manager Community Development and the Team Leader Community Centres. The Director of
3
DRAFT
Community and Customer Services will review the recommendations prior to reporting to Council. • Recommendations for membership will be reported to Council and appointment will be made by resolution of Council. • Members can be re-appointed and there is no limit on the number of times a member can be nominated.
The Elected Member appointment will be made by resolution of Council.
TERM OF OFFICE
The term of office for Advisory Group members will be two years. The Elected member representative will be appointed for two years or such other period as decided by resolution of Council.
Casual vacancies may be filled using the selection process with any appointment made by resolution of Council. Where a vacancy occurs less than four months before the expiry of the term of office, the vacancy may remain unfilled.
STATUS OF OFFICE OF MEMBERS
As this Advisory Group does not operate as a Section 41 Committee as defined under the Local Government Act 1999 , Community members are not indemnified under this Act against any liability arising as a result of their actions or omissions related to their involvement with the Torrens Valley Community Centre or undertaken in connection with their role as a member of the Advisory Group.
However, Community members of The Advisory Group have status as volunteers of the Council and are insured in accordance with the Volunteer Insurance Policy that is part of the Council’s membership of the Mutual Liability Scheme. This includes indemnity in line with their duties on the Advisory Group.
The Elected members’ involvement with the Torrens Valley Community Centre Advisory Group constitutes the exercise of official functions and duties of office of an elected member under the Local Government Act 1999. Councillor members are therefore protected from civil liability in their role as Advisory Group members pursuant to section 39 of the Local Government act 1999.
MEETING PROCEDURE
Meetings shall be held at least four times per year. Topics for the agenda should be forwarded to the Centre Coordinator seven days prior to the scheduled meeting date.
4
DRAFT
The Agenda and related documentation will be distributed to members no later than five days prior to the next meeting date.
A quorum of Advisory Group members must be present to hold a meeting. The quorum is one-half of the current membership plus one.
All members of the Advisory Group, including the Chairperson, will have voting rights.
Decisions will generally reflect consensus of the meeting however, when voting is necessary, a quorum of Advisory Group members must be present. In the event of a tied vote, the Chairperson has one casting vote.
Minutes of the Advisory Group meetings will be distributed to members within five days of the meeting and any recommendations contained therein will be acted on by the Coordinator. The Council will be updated on the outcomes of the activities of the Advisory Group as needed.
Proposed meeting dates shall be posted upon the Elected Member Calendar and minutes of the Advisory Group meetings and any recommendations resulting will be made available on the Elected Members Portal.
5
Appendix 7 The Summit Community Centre Advisory Group Terms of Reference
DRAFT
ADELAIDE HILLS COUNCIL The Summit Advisory Group
TERMS OF REFERENCE 2013
BACKGROUND
Adelaide Hills Council provides Community Centres in order to strengthen local communities through a central hub for community connection, programs, services and lifelong learning. The centres aim to provide an inclusive environment to support, educate and encourage community participation and the development of new friendships.
Aim of The Summit:
The Summit will work in partnership with the community to provide a community resource for development activities which are responsive to local community needs and aspirations and which assist local community building.
Objectives of The Summit: To develop, provide and promote an integrated range of activities, services and programs aimed at:
• meeting clearly identified local needs and assisting in the sustainable development of the local community through a balance of economic, social, cultural and environmental goals; • promoting community development and capacity building in cooperation with other community agencies with similar objectives; • promoting a sense of belonging, community spirit and community pride; • recognising and encouraging the value of volunteers and volunteering and making best use of volunteer resources to develop and provide programs and services; • improving equity of access for all to community resources and reducing social isolation with a focus on disadvantaged groups.
ROLE
The Advisory Group will provide independent, specialist advice to the Centre Coordinator on the operation of The Summit Community Centre
The Advisory Group will not commission work in its own right or have decision making powers, but rather provide advice to the Centre Coordinator.
1
DRAFT
The primary role of the Advisory Group is to assist the Centre Coordinator through: • development and implementation of the Business and Operating Plans for the Centre, that provide value for money and are consistent with Council approvals and priorities,; • overseeing specific programs and activities as a representative of the Community Centre; • making recommendations on the improvement and development of the Centre to enhance its community service delivery, community building and social outcomes; • providing and receiving feedback from the community; • assisting in promotion of the Centre and its programs and services;
WORKING RELATIONSHIPS
The Summit Advisory Group shall provide advice and support to the Coordinator of The Summit.
The Coordinator is responsible for: • coordinating the provision of advice to members via background material, issues papers, reports and presentations
FUNCTIONS
The Summit Advisory Group is expected to provide advice to the Coordinator on: • planning, review, evaluation and future directions of the centre • aims and objectives of the centre
The Summit Advisory Group represents the interests of the local community.
MEMBERSHIP
The Advisory Group shall consist of 7 members, comprising: • One Councillor nominated by the Adelaide Hills Council • One member representing the Adelaide Hills Natural Resources Centre. If they are unable to provide a representative to attend meetings then they shall continue as a “non attending” member receiving minutes and agendas. • One community member representing youth; • Four community members with skills in one or more of the following:- • social services and/or volunteering • cultural activities • fundraising / grant writing • marketing and or communications 2
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• community development /social planning.
The Centre Coordinator will provide administrative support to the Advisory Group.
Members of the Advisory Group will annually elect a Chairperson from within their membership
Members are expected to support the objectives of the Centre and to diligently exercise their role and duties.
The Advisory Group may establish working parties to further particular objectives and appropriate external members may be co-opted to assist working parties.
Casual vacancies shall be filled by following the selection process, with recommended appointments approved by Council resolution.
A member of the Advisory Group may be removed from office on the grounds that: he or she was absent, without leave from the committee, from three or more consecutive meetings. if in the opinion of the Chairperson, they engage in disruptive and/or dishonest behaviour, or do not support the objectives of the Centre. He or she has made public statements that may be detrimental to the effective functioning of the Advisory Group; or He or she exhibits behaviour which is detrimental to the smooth, efficient and effective workings of the Advisory Group. Such behaviour shall be assessed by a reference panel comprising the Chairperson, Mayor, Chair of the Audit Committee and Chief Executive Officer.
SELECTION PROCESS
The process to select Community Members will be as follows: • Nominations for the Advisory Group will be sought both directly and through public advertising. Advertising will be through Council’s website, local newspapers, Council service centres and libraries at least four weeks prior to closing nominations. • Interested parties will be requested to submit an application outlining their skills in relation to the role of the Advisory Group. • The selection process will consider the range of applicants and their relative skills provided and will be conducted by the Manager Community Development and the Team Leader Community Centres. The Director of Community and Customer Services will review the recommendations prior to reporting to Council.
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• Recommendations for membership will be reported to Council and appointment will be made by resolution of Council. • Members can be re-appointed and there is no limit on the number of times a member can be nominated.
The Elected Member appointment will be made by resolution of Council.
TERM OF OFFICE
The term of office for Advisory Group members will be two years. The Elected member representative will be appointed for two years or such other period as decided by resolution of Council.
Casual vacancies may be filled using the selection process with any appointment made by resolution of Council. Where a vacancy occurs less than four months before the expiry of the term of office, the vacancy may remain unfilled.
STATUS OF OFFICE OF MEMBERS
As this Advisory Group does not operate as a Section 41 Committee as defined under the Local Government Act 1999 , Community members are not indemnified under this Act against any liability arising as a result of their actions or omissions related to their involvement with the Torrens Valley Community Centre or undertaken in connection with their role as a member of the Advisory Group.
However, Community members of The Advisory Group have status as volunteers of the Council and are insured in accordance with the Volunteer Insurance Policy that is part of the Council’s membership of the Mutual Liability Scheme. This includes indemnity in line with their duties on the Advisory Group.
The Elected members’ involvement with The Summit Advisory Group constitutes the exercise of official functions and duties of office of an elected member under the Local Government Act 1999. Councillor members are therefore protected from civil liability in their role as Advisory Group members pursuant to section 39 of the Local Government act 1999.
MEETING PROCEDURE
The Advisory Group will meet at least four times per year. Topics for the agenda should be forwarded to the Centre Coordinator seven days prior to the scheduled meeting date.
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The Agenda and related documentation will be distributed to members no later than five days prior to the next meeting date. A quorum of Advisory Group members must be present to hold a meeting. The quorum is one-half of the current membership plus one.
All members of the Advisory Group, including the Chairperson, will have voting rights.
Decisions will generally reflect consensus of the meeting, however when voting is necessary, a quorum of Advisory Group members must be present. In the event of a tied vote, the Chairperson has one casting vote.
Minutes of the Advisory Group meetings will be distributed to members within five days of the meeting and any recommendations contained will be acted on by the Coordinator. The Council will be updated on the outcomes of the activities of the Advisory Group as needed.
Proposed meeting dates shall be posted upon the Elected Member Calendar and minutes of the Advisory Group meetings and any recommendations resulting will be made available on the Elected Members Portal.
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Appendix 8 Property Advisory Group Terms of Reference
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ADELAIDE HILLS COUNCIL Property Advisory Group
TERMS OF REFERENCE (August 2013)
BACKGROUND
Council owns and has care and control over a large portfolio of property, buildings and land. This is comprised of reserves, parks, roads (both made and unmade), community land such as halls and sporting facilities and buildings ranging from council offices and community halls, to commercially leased heritage buildings. Council also maintains a community land register. The Property Advisory Group was established to provide advice to Council staff administrating the property portfolio and community land register.
ROLE
The Property Advisory Group will provide independent, specialist advice to Council staff on matters relating to the operations, maintenance, improvement and rationalisation of Adelaide Hills Council’s building and property portfolio.
The Property Advisory Group will not commission work in its own right or have decision making powers, but rather provide advice to the Manager Governance & Risk.
WORKING RELATIONSHIPS
The Property Advisory Group shall provide advice to the Manager Governance & Risk. .
The Manager Governance & Risk is responsible for: • coordinating the provision of advice to members via background material, issues papers, reports and presentations • preparation of reports to Council as part of Council’s normal agenda process. DRAFT
FUNCTIONS
The Property Advisory Group is expected to provide advice to the Manager Governance & Risk on: • matters relating to the operations, maintenance, improvement and rationalisation of Adelaide Hills Council’s building and property portfolio • progress of rationalisation, management and key transactions as reported by the Director Engineering • specific property transactions, leases or other issues related to property and building matters • formulation of annual asset management plans and works programs related to property and building matters.
MEMBERSHIP
The Reference Group shall comprise four (4) Elected Members as appointed by Council.
The Manager Governance & Risk shall attend meetings in a non-voting capacity.
The Advisory Group may nominate one of its members to chair meetings.
The Manager Governance & Risk (or nominee) shall act as Executive Officer for the Property Advisory Group.
SELECTION CRITERIA
Elected Members shall be appointed to the Property Advisory Committee based on their skills, knowledge and experience in one or more of the following:
• Property acquisition and/or sales • Property, building and lease management • Property and/or building maintenance • Management of community facilities such as land, parks, buildings and facilities • Asset management and capital works planning • Financial management and planning
DRAFT
TERM OF OFFICE
The term of office for Elected Members will be 2 years or such other time as resolved by Council.
Casual vacancies may be filled using the selection process with any appointment(s) made by resolution of Council. Where a vacancy occurs less than four (4) months before the expiry of the term of office, the vacancy may remain unfilled.
A member of the Advisory Group may be removed from office on the grounds that: • He or she was absent, without leave from the Advisory Group, from two or more consecutive meetings; or • Has made public statements that may be detrimental to the review process or the effective functioning of the Advisory Group; or • Has, or is, behaving in a way which is detrimental to the smooth, efficient and effective workings of the Advisory Group. Such behaviour shall be assessed by a reference panel comprising the Chairperson, Mayor, Chair of the Audit Committee and Chief Executive Officer.
STATUS OF OFFICE OF MEMBERS
Councillor members’ involvement with the Property Advisory Group constitutes the exercise of official functions and duties of office of an elected member under the Local Government Act 1999. Councillor members are, therefore, protected from civil liability in their role as advisory group members pursuant to section 39 of the Local Government Act 1999.
MEETING PROCEDURE
Topics for the agenda should be forwarded to the Executive Officer seven (7) days prior to the scheduled meeting date. The Agenda and Minutes of the previous meeting will be distributed to members no later than five (5) days prior to the next meeting date.
All members of the Advisory Group have voting rights, being one (1) vote per member. All Elected Members are invited to attend meetings as observers, however only the appointed Elected Members have voting rights.
A quorum of Advisory Group members must be present to hold a meeting. The quorum is one-half of the current voting membership plus one.
Proposed meeting dates shall be posted upon the Elected Member Calendar and minutes of the Advisory Group meetings and any recommendations resulting will be made available on the Elected Members Portal.
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The Property Advisory Group shall meet at least quarterly, or more frequently if agreed by the majority of members.
Appendix 9 Cemeteries Advisory Group Terms of Reference
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ADELAIDE HILLS COUNCIL Cemetery Advisory Group
TERMS OF REFERENCE (August 2013)
BACKGROUND
Council’s Cemetery Advisory Group formed in March 2010 to advise staff on both strategic and operational matters. Major contributions included developing general principles on dog access in cemeteries and providing comments on the Draft Cemetery and Cremation Bill 2012.
ROLE
The Cemetery Advisory Group will provide independent, specialist advice to Council staff on decision-making and enhancement of the operations of the cemeteries that Council operates in the Adelaide Hills.
The Cemetery Advisory Group will not commission work in its own right or have decision making powers, but rather provide advice to Manager Community
DevelopmentWORKING RELATIONSHIPS
The Animal Management Plan Advisory Group (AMPAG) shall provide advice direct to the Manager Community Development .
The Manager Community Development is responsible for: • coordinating the provision of advice to members via background material, issues papers, reports and presentations • .preparation of reports to Council as part of Council’s normal agenda process.
FUNCTIONS
The Cemetery Advisory Group is expected to provide advice to the Manager Community Development on:
• formulating and overseeing the implementation of the Strategic and Business/Operating Plans for the Cemeteries DRAFT
• making recommendations for the improvement and development of the Cemeteries to enhance its social and financial sustainability. • assisting in identifying any issues with current operations.
MEMBERSHIP
The Cemetery Advisory Group shall comprise up to seven (7) members, four (4) of whom shall be Elected Members appointed by Council.
The remaining three (3) members shall be: • One (1) representative from a local historical society • One (1) representative from the funeral industry • One (1) representative from the community
Appointment of the Chairperson and the independent expert members shall be undertaken using a publicly advertised Expression of Interest process based on selection criteria listed below.
The Manager Community Development (or his/her delegate) shall act as Executive Officer for the Cemetery Advisory Group.
SELECTION CRITERIA
Representatives shall be selected on the basis of their skills, knowledge and experience in one or more of the following:
• Knowledge of industry trends • Knowledge of industry services • Commercial experience • Business marketing and promotion • Financial management and planning • Involvement in local historical societies • Involvement in management of cemeteries • Knowledge of management of plots over license life
It shall be a pre-requisite that the local historical society representative be a member of an historical society whose interests are in the Adelaide Hills Council area. It shall also be a requirement that community representatives:
• be willing to support and work within the Group’s Terms of Reference • demonstrate a commitment to attend monthly meetings • undertake to provide feedback to the community they represent
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The selection process will begin with an advertising campaign calling for nominations. Advertising will be through Council’s website, newspapers, council service centres and libraries. Interested parties will be requested to submit a written application which will identify responses to the selection criteria.
The selection process for independent members will be conducted by a panel comprising two (2) Councillors appointed by the Council, Council’s Chief Executive Officer, Director Engineering and the Manager Health & Regulatory Services.
Recommendations for independent membership of the Cemetery Advisory Group will be made to Council and appointment will be made by resolution.
Councillor representatives will be appointed to the Cemetery Advisory Group by resolution of the Council.
TERM OF OFFICE
The term of office for the Chairperson and Independent Experts on the Advisory Group will be two (2) years or such other time as resolved by Council at the time of appointment.
The term of office for Elected Members will be two (2) years or such other time as resolved by Council.
Casual vacancies may be filled using the selection process with any appointment(s) made by resolution of Council. Where a vacancy occurs less than four (4) months before the expiry of the term of office, the vacancy may remain unfilled.
A member of the Advisory Group may be removed from office on the grounds that: • He or she was absent, without leave from the Advisory Group, from two or more consecutive meetings; or • Has made public statements that may be detrimental to the review process or the effective functioning of the Advisory Group; or • Has, or is, behaving in a way which is detrimental to the smooth, efficient and effective workings of the Advisory Group. Such behaviour shall be assessed by a reference panel comprising the Chairperson, Mayor, Chair of the Audit Committee and Chief Executive Officer.
STATUS OF OFFICE OF MEMBERS
Independent members of the Cemetery Advisory Group have status as volunteers of the Council and are insured in accordance with the Volunteer Insurance Policy that is part of the Council’s membership of the Mutual Liability Scheme. DRAFT
Independent members are not indemnified by the Council against any liability arising as a result of their actions or omissions related to their involvement with the Cemetery Advisory Group or undertaken in connection with their role as a member of Cemetery Advisory Group.
Councillor members’ involvement with the Cemetery Advisory Group constitutes the exercise of official functions and duties of office of an elected member under the Local Government Act 1999. Councillor members are, therefore, protected from civil liability in their role as AMPAG members pursuant to section 39 of the Local Government Act 1999.
MEETING PROCEDURE
At the inaugural meeting of the Advisory Group, a Chairman and Deputy Chairman will be selected by the group.
Topics for the agenda should be forwarded to the Executive Officer seven (7) days prior to the scheduled meeting date. The Agenda and Minutes of the previous meeting will be distributed to members no later than five (5) days prior to the next meeting date.
All members of the Advisory Group have voting rights, being one (1) vote per member. All Elected Members are invited to attend meetings as observers,
A quorum of Advisory Group members must be present to hold a meeting. The quorum is one-half of the current voting membership plus one.
Proposed meeting dates shall be posted upon the Elected Member Calendar and minutes of the Advisory Group meetings and any recommendations resulting will be made available on the Elected Members Portal.
The Cemetery Advisory Group shall meet at least four times per year, or more frequently if agreed by the majority of members.