VC: GR

 

25 March 2011

 

 

 

 

 

 

 

 

 

 

 

Dear Councillor/Sir/Madam

 

You are invited to attend an CIVIC CENTRE REDEVELOPMENT STEERING COMMITTEE of Ashfield Council, to be held at the Haberfield Library, 78 Dalhousie Street, Haberfield on TUESDAY  29 MARCH 2011 at 5:30 PM.

 

Yours faithfully

 

 

 

VANESSA CHAN

General Manager

 

 

 

SEE ATTACHED AGENDA

 

 

 

 

 

 

 

Civic Centre Redevelopment Steering Committee - 29 March 2011

 

AGENDA

 

1.                      Opening

 

2.                      Acknowledgement of Local Indigenous Community

 

3.                      Apologies/Request for Leave of Absence

                   

4.                      Condolence and Sympathy Motions

 

5.                      Moment of Private Contemplation

 

6.                      Disclosures Of Interest

 

Disclosures to be made by any Councillors who have a pecuniary / non-pecuniary interest in respect of matters that are before Council at this meeting.

(29/03/2011)

 

7.                      Confirmation of Minutes of Council/Committees

 

Civic Centre Redevelopment Steering Committee - 15/02/2011

 

8.                      Staff Reports

8.1        Superintendent’s Report

 

8.2        Denham’s Project Report – No.19

 

8.3        Plans for Opening Events and Ceremonies For New Civic Centre

 

8.4        New Library Opening – Status Report

 

8.5        Financial Update

 

9.                      General Business

 

9.1        DLG RESPONSE TO REQUEST FOR INQUIRY INTO THE CIVIC CENTRE REDEVELOPMENT PROJECT

 

10.                  Reports with Confidential information

 

Reports appearing in this section of the Business Paper are confidential in their entirety or contain confidential information in attachments

 

The confidential information has been circulated to Councillors separately

 

10.1     CIVIC CENTRE REDEVELOPMENT - PHASE 2 UPDATE

 

 

NOTE:           Impending Late Report on Move and Relocation of Staff and Council                             to be Emailed to Councillors on Monday, 28 March 2011.

11.                  Close

 

Ashfield Council

 

Civic Centre Redevelopment Steering Committee - 29 March 2011

 

 

8         Summary of  Staff Reports

 

8.1         Superintendent's Report. Stephen Joannidis - Director Works and Infrastructure. Report submitted with attachment 1.

(23/03/11)                                                                                                                  CCRD

                                          h:\reports.bp\Committees\Reports\CCSC290311SR_4.doc

                                                                                                            CCSC 8.1 Attached

 

RECOMMENDATION

 

That Council receive and note this report.

 

8.2         DENHAM'S PROJECT REPORT - N0.19. Stephen Joannidis - Director Works and Infrastructure. Report submitted with attachment 1.

(23/03/11)                                                                                                                  CCRD

                                          h:\reports.bp\Committees\Reports\CCSC290311SR_5.doc

                                                                                                            CCSC 8.2 Attached

 

RECOMMENDATION

 

That Council receive and note this report.

 

8.3         Plans for opening events and ceremonies for new civic centre. Annie Coulthard - Communications Team Leader. Report submitted.

(17/03/11)                                                                                                                  CCRD

                                          h:\reports.bp\Committees\Reports\CCSC290311SR_2.doc

                                                                                                            CCSC 8.3 Attached

 

RECOMMENDATION

 

That the information in this report be received and noted and that Council provide feedback and input into the planning for opening events and ceremonies for the new Civic Centre.

 

8.4         New Library Opening - Status Report. Frances Riva - Manager Library Services. Report submitted.

(14/03/11)                                                                                                                  Library

                                          h:\reports.bp\Committees\Reports\CCSC290311SR_1.doc

                                                                                                            CCSC 8.4 Attached

 

RECOMMENDATION

 

That the information in this report be received and noted.

 

8.5         FINANCIAL UPDATE. Kumar Pathmanathan - Acting Chief Financial Officer. Report submitted with attachments 1 and 2.

(21/03/11)                                                                                                                  CCRD

                                          h:\reports.bp\Committees\Reports\CCSC290311SR_3.doc

                                                                                                            CCSC 8.5 Attached

 

RECOMMENDATION

 

That the report be received and noted.

 

9.           GENERAL BUSINESS

 

9.1         DLG RESPONSE TO REQUEST FOR INQUIRY INTO THE CIVIC CENTRE REDEVELOPMENT PROJECT. Vanessa Chan - General Manager. Report submitted with attachment 1.

(24/03/11)                                                               Civic Centre Redevelopment Project

                                          h:\reports.bp\Committees\Reports\CCSC290311SR_7.doc

                                                                                                            CCSC 9.1 Attached

 

RECOMMENDATION

 

That the Committee receive and consider the response from the DLG

  

 

10.         CLOSED (PUBLIC EXCLUDED) COMMITTEE

 

              That the Committee resolve into Closed (public excluded) meeting to consider the following items and the Press and Public be excluded during the committee’s consideration in accordance with Section 10A Subclause (2)(a) of the Local Government Act, 1993.

 

 

 10.1      CIVIC CENTRE REDEVELOPMENT - PHASE 2 UPDATE. Stephen Joannidis - Director Works and Infrastructure. Report submitted with attachments 1 to 4.

(23/03/11)                                                                                                                   CCRP

                                           h:\reports.bp\Committees\Closed\CCSC290311SR_6.doc

                                                                                                              C/W 10.1 Attached


Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 29 March 2011

CCSC8.1

Subject                            SUPERINTENDENT'S REPORT

 

File Ref                            CCRD

 

Prepared by                   Stephen Joannidis - Director Works and Infrastructure       

 

 

Reasons                         To provide Council with an overview of activities for February 2011.

 

 


Overview of Report

The attached report provides an overview of the activities for the month of February 2011.

 

 

 

 

 

ATTACHMENTS

Attachment 1View

Superintendent's Report No. 3

10 Pages

 

 

 

RECOMMENDATION

 

That Council receive and note this report.

 

 

 

 

 

 

 

 

Stephen Joannidis

Director Works and Infrastructure

 

 

 

 


Attachment 1

 

Superintendent's Report No. 3

 











Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 29 March 2011

CCSC8.2

Subject                            DENHAM'S PROJECT REPORT - N0.19

 

File Ref                            CCRD

 

Prepared by                   Stephen Joannidis - Director Works and Infrastructure       

 

 

Reasons                          To provide Council with a project overview of activities for February 2011

 

 


Overview of Report

The attached is the contractors monthly project report for the month of February 2011.

 

 

 

 

ATTACHMENTS

Attachment 1View

Denhams project report - No.19

28 Pages

 

 

 

RECOMMENDATION

 

That Council receive and note this report.

 

 

 

 

 

 

 

 

Stephen Joannidis

Director Works and Infrastructure

 

 

 

 


Attachment 1

 

Denhams project report - No.19

 






Attachment 1

 

Denhams project report - No.19

 







Attachment 1

 

Denhams project report - No.19

 











Attachment 1

 

Denhams project report - No.19

 


Attachment 1

 

Denhams project report - No.19

 







Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 29 March 2011

CCSC8.3

Subject                            PLANS FOR OPENING EVENTS AND CEREMONIES FOR NEW CIVIC CENTRE

 

File Ref                            CCRD

 

Prepared by                   Annie Coulthard - Communications Team Leader       

 

 

Reasons                          To advise the CCSC of plans/options for celebrating the opening of Ashfield’s new Civic Centre

 

 

 


Overview of Report

 

This report provides an update of staff planning activities regarding the opening events and ceremonies to celebrate Ashfield’s new Civic Centre.

 

 

Background

 

·    Council staff have come together to work on how the opening events and ceremonies of Ashfield’s new Civic Centre can best reflect the values of the Ashfield community. This document represents their input.

 

·    The opening ceremonies and events of this building are an opportunity for Council to reframe and enhance its presence in the community through branding and choice of activity.

 

·    It is noted that the opening of new civic buildings are very important events in the life of a community. Photographs and reports of these types of events tend to remain in the public domain for posterity.

 

·    Council staff are mindful that this new civic building joins a distinguished list of Ashfield’s civic buildings, some of which are still standing, some of which are not. It is hoped that the history of Ashfield’s civic buildings is in some way acknowledged in the opening of this one.

 

·    It was suggested that the opening events and ceremonies be scheduled over a number of days at appropriate times to maximise their impact in the community.

 

·    As the building will open in two distinct phases, it is suggested that there is a two phase opening schedule, first in May then in October 2011

 

The following ideas and suggestions are presented for Council discussion and input.

PHASE ONE  - suggested structure/timings of events and ceremonies

 

Events/ceremonies in May 2011 would celebrate the opening of the:

 

·    Customer Service Centre

·    Library

·    Public forecourt/plaza

 

These events/ceremonies would aim to reflect themes such as:

 

·    Learning

·    Information

·    History

·    What Council does

·    Connection with streetscape, city centre, the community

 

 

Key audiences/stakeholders:

·    Councillors

·    Staff

·    Funding bodies

·    Library Users

·    Customer Service users

·    School children

·    Community Language Groups

·    Seniors

·    Community members using the city centre

 

Suggested event/ceremony format for May:

 

Week long program of events to introduce the building and its facilities to the community and other key stakeholders. Possible events that could fall within this week include:

 

·    Week starts with traditional official opening ceremony (evening, invited guests)

·    Next day large scale community morning tea opening ceremony (all welcome)

·    Week continues with program of taster/introductory events for library, including Sydney Writers Festival event. Library staff are working on this.

·    Launch of Merry Month of May music events in forecourt at lunchtime

·    Exhibition of Council’s official art work

·    Exhibition of history of Council’s civic buildings

·    Exhibition of local studies

·    Exhibition of Adam Hill’s Mural

 


Traditional official opening ceremony

 

Suggested to be held at the beginning of opening week in the evening with invited guests. Event to possibly include:

 

·    Official speeches

·    Indigenous smoking ceremony

·    invited representatives of community groups, leaders

·    ‘Opening moment’ –plaque revealed

·    Singing by Australia Day Ambassador Amelia Farrugia or other appropriate entertainment

 

Large scale community morning tea opening ceremony

All the community would be invited. Event to possibly include:

 

·    ‘Opening moment’ – opening signified by the opening of large book which could be made by Men’s Shed.

·    Indigenous input

·    Firecrackers reflecting how Chinese Community conduct opening ceremonies

·    Input from other language communities symbolising ‘opening’ ceremonies

·    Visitors book for all to sign (to be inside the ‘big book’)

·    Creation of time capsule

·    School children’s competition to be the first to borrow a book – essay/picture entries to be displayed

·    Sausage sizzle

·    Eco workshop

·    Opening to be presided over by ABC Radio’s Richard Glover

·    Demonstrations of new library facilities

·    Council facilities demonstration

 

 

Special marketing of May program beyond usual channels

 

Suggestions include:

 

·    Visual countdown once date has been announced either on website or more visibly on building itself or on the street in some way

·    Special Ashfield Council signage and branding

 

 

 

 

 

 

 

 

 

PHASE TWO  - suggested structure/timings of events and ceremonies

 

Events/ceremonies in October 2011 would celebrate the opening of:

 

·    Town Hall

·    Youth Centre

·    Family Hub

·    Activity rooms

·    Staff Accommodation

 

 

These events/ceremonies would aim to reflect themes such as:

 

·    Formal opening

·    Posterity and heritage

·    Entertainment

·    Families

·    Young people

 

 

Key audiences/stakeholders:

 

·    Councillors

·    Staff

·    Funding bodies

·    Ashfield Community Leaders

·    Children and parents

·    Young people

 

 

Suggested event/ceremony formats:

 

·    Gala concert in Town Hall featuring Youth Theatre and other entertainment

·    Day in which the public can tour the building and staff stand at ‘stations’ explaining their function and the facilities

 

 

Gala Concert Event

 

This would act as the formal opening of the building as a whole and as such a dignitary such as the Prime Minister, Governor of NSW Prof. Marie Bashir, Governor General Quentin Bryce, or the NSW Premier could be invited to open the building. Their attendance could not be guaranteed however and an invitation would have to be sent as soon as possible.  Again Amelia Farrugia could be invited to sing.  The Youth Theatre would also be invited to stage a production.

 

 

 

Financial Implications

A budget for the opening activities and celebrations will be developed once input and direction has been received from Council.

 

Conclusion

The opening of Ashfield’s new facilities is a unique opportunity to showcase Council to the wider community. Council has an opportunity to be creative and innovative in this endeavour whilst remaining inclusive and mindful of formal obligations. This report outlines a series of events which if approved would fulfil that aim.

 

 

 

ATTACHMENTS

There are no supporting documents for this report.

 

RECOMMENDATION

 

That the information in this report be received and noted and that Council provide feedback and input into the planning for opening events and ceremonies for the new Civic Centre.

 

 

 

 

 

 

 

 

 

Nellette Kettle

Director Corporate & Community Services

 

 

 

 


Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 29 March 2011

CCSC8.4

Subject                            NEW LIBRARY OPENING - STATUS REPORT

 

File Ref                            Library

 

Prepared by                   Frances Riva - Manager Library Services       

 

 

Reasons                          To advise ACCRD Steering Committee of the status of progress towards the new library opening.

 

Objective                         For the committee to be abreast of the opening plans and to take into account relevant issues having impact on target dates and project success.

 

 

 


Overview of Report

This report seeks to provide an update on progress of Library Services planning and activities toward the new library opening in the Civic Centre Redevelopment.

 

 

Background

The following is a summary of the status of planning and projects for the opening of the new Ashfield Library as part of the Civic Centre Redevelopment. The Library project teams comprise of all Library staff and Council staff from other areas working on specific issues such as IT, collections, marketing and communications, programming, partnerships, uniforms, name badges, the overall look and image, Archives and Local Studies and important OH&S issues. As the completion date approaches the focus has moved to five key areas that staff are currently focusing on:

1.   Technology

2.   Marketing

3.   Programmes and partnerships

4.   OH&S

 

Technology

·    The library will be driven by state of the art RFID (radio frequency identification) technology which will enable borrowers to check-out their own items without the assistance of a library staff member.

·    There will be three RFID units in the library – two in the library itself and one in the foyer as part of the library collection – newspapers, magazines and periodicals – will be housed in a lounge area in the foyer.

·    The units’ suppliers, Bibliotheca, have been at Ashfield Library recently to install and test the units along with Library and IT staff. As of March 18, the three units have been fully tested and are ready for installation in the new building.  Staff training has commenced and procedures on how the new system will be introduced to the community are being prepared.

·    The units work in similar fashion to supermarket self-check units; the borrower swipes the member card and places up to six items on a bench pad and the machine prints a check-out slip. This will free up staff to provide a personal approach to customer service within the Library.

·    There are security gates which sound an alarm if items are taken out of the area without being borrowed.

·    A key priority for library staff within the new space will be ensuring that all technology is in perfect working order with easy to use instructions and staff to assist as needed.

·    Bibliotheca staff will be at Ashfield on opening day to assist with teething problems. Library staff will continue to provide assistance at the information desk for manual check-out as usual.

·    Ashfield staff have visited several libraries with RFID operating including Canada Bay on their cutover day to gain information on the smaller issues that may arise.

·    Incidentally, in Australian libraries using RFID technology, the take-up rate among borrowers is 93%.

·    Investigating the implementation of social networking

 

Marketing

·    Publicity about the new library has already begun on the website, in the Library Gazette and in internal Council communications with three key messages:

1.   The new library is more than twice the size of its predecessor;

2.   It will run with state of the art technology;

3.   It will be laid out in bookshop style with subject or ‘genre’ rooms.

·    The second wave of publicity will feature an opening date.

·    A project team is working on a full program of opening events which will synchronize with a broader program for opening of the full civic centre.

·    Richard Glover, well-known ABC broadcaster and local, has tentatively agreed to be our guest at the opening.

 

 

Programmes & Partnerships

·    Library staff are working actively with Community Services, the Sustainability Team, Customer Services, Ashfield Historical Society and Communications staff to ensure comprehensive planning for a range of new and some of the old favorite programmes along with the usage of the new space.

·    The new library will herald the return to Ashfield of Authors @ Ashfield and its new children’s space will bring plenty of room for the return of Story Time and other young peoples’ activities to the centre of Ashfield.

 

OH&S

OH&S issues in relation to the move have been considered and are discussed at all project meetings.  OH&S in relation to the new Library will become a major focus closer to the move date as an audit of the new space will be undertaken and evacuation procedures prepared prior to the opening of the new library.

 

Financial Implications

There are no financial implications beyond existing budget allocations.

 

Conclusion

Progress towards the completion of the Library component of the Ashfield Civic Centre Redevelopment project is on target. This paper outlines for the Steering Committee issues that it needs to be aware of as the project nears completion.

 

 

 

ATTACHMENTS

There are no supporting documents for this report.

 

RECOMMENDATION

 

That the information in this report be received and noted.

 

 

 

 

 

 

 

 

Nellette Kettle

Director Corporate & Community Services

 

 

 

 


Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 29 March 2011

CCSC8.5

Subject                            FINANCIAL UPDATE

 

File Ref                            CCRD

 

Prepared by                   Kumar Pathmanathan - Acting Chief Financial Officer       

 

 

Reasons                          To provide Council with an update on the expenditure associated with Stage 1 and Stage 2 of the Civic Centre re-development project as at 28th February 2011.

 

 


Overview of Report

This financial update report provides Council with information on the income and expenditure associated with Stage 1 and Stage 2 of the Civic Centre re-development project.

 

 

Background

This is a standard monthly update report, providing information to Council on the income and expenditure associated with Stage 1 and Stage 2 of the Civic Centre re-development project.

 

Financial Implications

The report shows the Total Funds Available, Expenditure for the period and Net Result for the period. 

 

 

Other Staff Comments

n/a

 

Public Consultation

n/a

 

Conclusion

This report provides Council with updated information on the income and expenditure associated with Stage 1 and Stage 2 of the Civic Centre re-development project as at 28 February 2011.

 

 

ATTACHMENTS

Attachment 1View

Civic Centre Redevelopment - Phase 1

1 Page

 

Attachment 2View

Civic Centre Redevelopment - Phase 2

1 Page

 

 

 

RECOMMENDATION

 

That the report be received and noted.

 

 


Attachment 1

 

Civic Centre Redevelopment - Phase 1

 


Attachment 2

 

Civic Centre Redevelopment - Phase 2

 


Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 29 March 2011

CCSC9.1

Subject                            DLG RESPONSE TO REQUEST FOR INQUIRY INTO THE CIVIC CENTRE REDEVELOPMENT PROJECT

 

File Ref                            Civic Centre Redevelopment Project

 

Prepared by                   Vanessa Chan - General Manager       

 

 

Reasons                          To update Council on the DLG response to Council’s request for an inquiry

 

Objective                         For information

 

 


Overview of Report

Please see attached the response from the DLG to Council’s request for an independent inquiry.

 

 

Background

 

Council requested the DLG conduct an independent inquiry into the Civic Centre Redevelopment Project. Attached is their response to that request.

 

Financial Implications

NIL

 

Other Staff Comments

NIL

 

Public Consultation

NIL

 

Conclusion

For consideration of Committee.

 

 

ATTACHMENTS

Attachment 1View

DLG response letter to independent inquiry

1 Page

 

 

 

RECOMMENDATION

 

That the Committee receive and consider the response from the DLG

 

 

 

 

 

 

 

 

 

Nellette Kettle

Director Corporate & Community Services

 

 

 

Vanessa Chan

General Manager


Attachment 1

 

DLG response letter to independent inquiry