NOTICE TO THE MAYOR AND COUNCILLORS. An ordinary meeting of the Council of the City of Prospect will be held in the Civic Centre, 128 Prospect Road, Prospect on Tuesday 17 December 2013 at 6.00pm.

A G E N D A 1. OPENING

1.1 Acknowledgment of the Kaurna people as the traditional custodians of the land

1.2 Council Prayer

2. ON LEAVE – Nil

3. APOLOGIES – Nil

4. CONFIRMATION OF MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD ON TUESDAY 26 NOVEMBER 2013

5. MAYOR’S REPORT (Page 2389-2390)

6. VERBAL REPORTS FROM COUNCIL REPRESENTATIVES ON LOCAL GOVERNMENT OR COMMUNITY ORGANISATIONS

7. QUESTIONS WITH NOTICE

Nil.

8. QUESTIONS WITHOUT NOTICE

9. PETITIONS – Nil

10. DEPUTATIONS

Nil.

11. MOTIONS ON NOTICE

Nil.

12. DECLARATION BY MEMBERS OF CONFLICT OF INTEREST

13. PROTOCOL The Council has adopted the protocol that only those items on Committee reports reserved by members will be debated and the recommendations of all items will be adopted without further discussion.

14. REPORT OF COMMITTEES

14.1 Report of the Audit Committee Meeting on 9 December 2013 (Pages 2391-2393, Recommendations on Pages 2391-2392)

15. COUNCIL REPORTS – INFORMATION REPORT - Nil

16. COUNCIL REPORTS Core Strategy 1 – Our Community

16.1 Community Support Fund 2013/2014 (Pages 2394-2410, Recommendation on Page 2397)

16.2 Charles Cane Reserve / Parndo Yerta Licence (Pages 2411-2428, Recommendation on Page 2415)

16.3 Eastern Health Authority Charter Review (Pages 2429-2482, Recommendation on Page 2430)

16.4 Eastern Health Authority First Budget Review (Pages 2483-2509, Recommendation on Page 2484)

17. COUNCIL REPORTS Core Strategy 2 – Our Economy

Nil.

18. COUNCIL REPORTS Core Strategy 3 – Our Environment

Nil.

19. COUNCIL REPORTS Core Strategy 4 – Our Character

Nil.

20. COUNCIL REPORTS Core Strategy 5 – Your Council

Nil.

21. COUNCIL DIARY

21.1 Event: Club 5082 Date: Thursday 16 January 2014 (7pm-10.30pm) Venue: Old Exchange Hotel, Grenfell Street, Adelaide

21.2 Event: 2014 Tourrific Prospect Date: Tuesday 21 January 2014 (5pm-11pm) Venue: Prospect Road

21.3 Event: Santos Tour Down Under Bike Exchange Stage 2 Date: Wednesday 22 January 2014 (8am – 11am) Venue: Prospect Road

21.4 Event: Australia Day Awards & Citizenship Ceremony Date: Tuesday 28 January 2014 (5pm-7pm) Venue: Prospect Town Hall

22. GENERAL BUSINESS Council has resolved that an Agenda Item “General Business” be included on Council and Committee Agendas to enable members to raise matters of a minor nature for action by the Administration, or to call for reports.

23. GENERAL BUSINESS – URGENT MATTERS Council has resolved that an Agenda Item “General Business – Urgent Matters” be included on Council and Committee Agendas for members to raise matters of a genuinely urgent nature, is not a change to Council Policy and cannot wait until the next Council or Committee meeting recognising that the leave of meeting will be required for each item on each occasion.

24. CONFIDENTIAL ITEMS

24.1 Order to Exclude - Australia Day Citizen of the Year Award Nominations 2014 (Pages 2510, Recommendation on Page 2510)

24.2 Australia Day Citizen of the Year Award Nominations 2014 (Pages 2511-2517, Recommendation on Page 2513)

25. CLOSURE

Mark Goldstone Chief Executive Officer 12 December 2013

ITEM NO.: 5 ON AGENDA TO: Council on 17 December 2013 FROM: Mayor David O’Loughlin SUBJECT: Monthly Report This report covers the period from 27 November 2013 – 17 December 2013. In brief, the Mayoral activities have included the following: 1. Activities

Attended the Tourrific Tour Down Under Bus Tour Attended and opened the Lions Club Christmas Carols and the new Memorial

Gardens playground shade sail Attended the Cultural Festival of India Attended and presented at the Volunteers Lunch Attended and presented at the Prospect Centre Graduation Ceremony Presented at the Local Government Financial Management Group Opened the "Salad Days" Art Exhibition and Arts Market at Prospect Gallery Attended the Building & Construction Industry Futures Forum Attended the Lord Mayor's Christmas Luncheon Hosted the 2013 Mayor’s Christmas Event Attended the 2013 SA China Forum: Building sustainable & sophisticated

relationships Deputy Mayor Mark Groote attended the following on the Mayors behalf Santos Tour Down Under - Partner Christmas Drinks

2. Meetings Council Workshops Agenda Review Meeting prior to Council Ordinary Meeting of Council Weekly meetings with CEO and EA Regular meetings with the Director Business & Economic Development Regular meetings with the Director Infrastructure Assets & Environment Metropolitan Local Government Group MLGG Meeting Reconciliation SA Board Meeting Audit Committee Meeting Churchill Road Site Meeting with Council Staff Mainstreets SA Committee Meeting Attended a meeting with David West from Premier Retail Marketing regarding

Business Improvement Districts and centralised management Met with Katie & Mike Pettigrew and Executive to discuss Town Hall opportunities Town Hall Working Party meeting

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3. Other Media Enquiries Various phone calls, emails, letters, etc Constituent queries

I’d be grateful if an elected member would move this report. David O’Loughlin Mayor

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ITEM NO.: 14.1 ON AGENDA TO: Council on 17 December 2013 FROM: Audit Committee SUBJECT: Report of the Audit Committee Meeting on 9 December 2013

Please note: the full Agenda of this Audit Committee meeting is available on the website.

The following recommendations of the Committee are submitted for adoption:

Item 10.1 Mutual Liability Scheme – Risk Management Review 2013 (1) Audit Committee to note the Local Government Association Mutual Liability Scheme’s

Risk Management Review for 2013.

(2) The status of implementation of the recommendations arising from the Review to be reported to the May 2014 Audit Committee Meeting.

Carried

Item 10.2 Review of Council’s Risk Management policy

This item was withdrawn pending further amendments.

Item 10.3 Loans to Third Parties Policy

(1) Council adopt the Loans to Third Parties Policy (as amended) and embed it in the Accounting Policies and Procedural Manual.

Carried

The amended Policy is provided at Attachment 1 Item 10.4 Periodic Review of Key Financial Indicator Targets

(1) Council adopt the following key performance indicators in preparation for its Long Term Financial Plan and 2014-2015 Budget;

a) Operating Surplus 2% - 5%

b) Net Financial Liabilities 10% - 50%

c) Asset Sustainability Ratio 100% - 120%

(2) The IAMP be used as the basis for calculating asset sustainability ratio rather than relying on depreciation as a basis, consistent with LGA Financial Sustainability Information Paper 9 – Financial Indicators.

Carried

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Item 10.5 Financial Internal Control – Status Report

(1) The Financial Internal Control Status Report for the period 1 July 2013 to 30 November 2013 be noted.

(2) That the Audit Committee is satisfied with the process undertaken to ensure compliance with Section 129 of the Local Government Act 1999 for Internal Controls.

Carried

Item 10.6 First Quarter Budget Review for 2013-14

(1) Council note feedback from the Audit Committee regarding the First Budget Review Report for period to the end of 30 June 2014 and that the Audit Committee is satisfied that the First Budget Review has been carried out accordingly.

Carried

Item 10.7 Audit Committee - Outstanding Resolutions

(1) Council notes the Audit Committee Outstanding Resolutions Report and associated scheduled action items.

Carried

Item 10.8 Audit Committee Work Program

(1) Council notes the Audit Committee Work Program – November 2012 – October 2014 provided as Attachments 1-25.

Carried

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Extract from Accounting Policies & Procedures Manual Loans to Third Parties Policy

7.18 Loans

7.18.1 It is not Council’s core is not in the business of providingto provide financial security to third parties through the lending of finances, nor is it a registered financial institution.

7.18.2 Council from time to time may provide financial loans or guarantees to local based organisations adding value to the community of the City of Prospect.

7.18.3 The Local Government Act 1999 Section 139 precludes council from making investments into businesses or operations of a business for profit nature. Consequently Council will only consider applications that support the community at large.

7.18.4 An application for a community loan will only be considered where there are no other funding options and evidence is provided to demonstrate that other options have been sort sought and exhausted.

7.18.5 Applications will be considered on an individual basis by Council.

7.18.6 The recipient of a loan must be an incorporated non-profit community organisation located or providing direct service within the City of Prospect.

7.18.7 The purpose of the loan must be deemed to be one which provides a direct benefit to the residents of the community, responds to a community need and is consistent with Council’s Strategic Plan.

7.18.8 The project must be a new project. Refinancing of existing commitments will not be considered.

7.18.9 The Council may either go guarantor or provide financial support through the advancing of funds to a community based organisation.

7.18.107.18.9 A community loan will only be approved where there is strong evidence that loan repayments can feasibly be met and that Council’s level of risk is ascertained to be minimal. Updated financial records to evidence this may be requested periodically through the life of the agreement.

7.18.117.18.10 All approved community loan applicants will be required to enter into a written agreement with Council.

7.18.127.18.11 In the event of a loan, Council will seek security from its debtor. The preferred method is via an asset residing on Council owned land. The preferred method is by registered first mortgage over the real property or other appropriate security.

7.18.137.18.12 Interest rates, security and repayment terms will be set by the Council in a consistent manner on a case by case basis based on market condition. However Council may approve preferential terms where projects are regarded to be of significant community benefit..

7.18.147.18.13 The Elected Body of Council may only give authorisation to the advancing of funds but may delegate to the Mayor or Chief Executive the power to sign loan documentation.

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Attachment 1 2393

ITEM NO.: 16.1 ON AGENDA TO: Council on 17 December 2013 FROM: Director Community & Planning SUBJECT: Community Support Fund 2013/2014 1. PURPOSE OF REPORT

1.1 To seek endorsement for the allocation of funds from the 2013/2014 Community Support Fund.

2. RELEVANCE TO STRATEGIC DIRECTIONS / POLICY

2.1 CORE STRATEGY 1 – Our Community

1.1 Create an active, healthy, connected and safe community.

1.1.2 Encourage and support community leadership and participation. 1.1.2 Develop, maintain and provide opportunity for a strong network of local

community groups, clubs and schools. 1.1.5 Provide a range of cultural, recreation, and arts activities and events.

1.2 Promote Lifelong Learning

1.2.2 Provide and / or support regular opportunities for local people to share their skills and learn from others.

2.2 Section 2.2.1 of Council’s Policy Manual:

2.2.1 Community Grants Program

(1) The aim of the Program is to encourage, develop and support local community projects of a community development and social welfare nature provided either by, or for the benefit of, the residents of City of Prospect.

(2) Any community group may apply, provided they are either based in City of Prospect or provide service or activities or activities of benefit to a significant number of Prospect residents and meet the established guidelines.

3. COMMUNITY INVOLVEMENT

3.1 Our Community Champions and Friend, met on Tuesday, 26 November to discuss and provide recommendation according to each grant application.

3.1.1 Cr. Mark Groote as the Treasurer and Cr. Kristina Barnett as the Minute Taker for PREFER – Prospect Community Gardens declared an interest with regard to a grant application received from that community group.

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3.1.2 Cr. Mark Groote as a member of Multiple Birth SA declared an interest with regard to a grant application received from that community group.

3.2 Before advertising the Community Support Fund this year a focus group was held with community groups to seek feedback on the process. After discussion with Our Community and Our Environment Champions some minor changes were made to the funding categories, eligibility and criteria. It was also agreed that next year the Community Support Fund will be offered earlier in the financial year to overcome the issue of Christmas activities being ineligible.

3.3 Based on the feedback from the focus groups, staff and Champions a new category was added to this year’s Community Support Fund,

Environmental Projects that focus on the ‘funding priorities’ and that benefit the local environment and encourage community involvement in the areas of waste management, water usage, energy efficiency and biodiversity. These environmental projects that contribute and support activities that positively affect climate change.

3.4 Environmental Applications were rated like the other four categories.

3.5 The change means there will be a small reduction in advertising costs and administration time due to combining the Community Support Fund and the Environment grants into one process.

4. DISCUSSION

4.1 Applications from not-for-profit community organisations for grants from Council’s Community Support Fund are called for annually.

4.2 The current round was opened on 23 August 2013 and the closing date for applications was Monday, 1 November 2013.

4.3 Advertisements calling for applications were placed in the City North Messenger Newspaper on 9 October 2013.

4.4 The Funding Guidelines and Application Form (Attachment 1-12) were:

mailed directly to ninety six (96) local community groups and service clubs,

advertised and available on Council’s website and Facebook page; and

advertised and available from the Civic Centre Customer Service Desk and Prospect Library.

4.5 A total of fifteen (15) applications for funding were received requesting a total of $24,164.90

4.6 All applications were assessed and ranked according to their ability to meet the eligibility and funding criteria. A summary of the applications, assessment and recommendations can be found in Attachment 13.

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4.7 Projects that did not meet the criteria or were judged as having less community benefit when compared to the other applications have not been recommended for funding with one exception.

4.7.1 Discussions were held with the Prospect Blair Athol Lions Club regarding their grant application to provide their annual Christmas Carols at Memorial Gardens. Under the guidelines they are not eligible for reimbursement for money already spent. This event has been funded for many years contrary to the guidelines. As this is a valued community event the recommendation is that the funding be approved this year, but that the guidelines be adhered to in the future. The Lions Club have been advised of this view.

4.7.2 With the Community Support Fund being offered earlier in 2014/15 Christmas events will be eligible.

4.8 Additionally, those projects not recommended for funding are from groups that have either received funding in previous years, or have an alternative means of achieving their project.

4.9 From the total budgeted amount of $23,000, $1,200 has been spent on advertising and it is recommended:

4.9.1 $16,992 be allocated to Community and Sporting Groups across the Equipment, Facility Improvement, Community Development Program and Event categories, and

4.9.2 $2,500 be allocated to one application received in the new category of Community Environmental Grant.

4.10 Approximately $2,300 would remain unspent. Council could choose to increase the recommended allocations in Attachment 13, use the funds for other similar purposes such as a small grant round to encourage local community events or address other potential budget pressures across the organisation.

4.10.1 A small events program could include funding Christmas Street Parties this year as attempts to seek sponsorship for this activity have not been successful.

4.10.2 It should be noted that Prospect RSL, although notified by mail of the opportunity, have not submitted an application to this Community Support Fund round in anticipation of costs associated with their ANZAC Day commemoration.

4.11 All applicants will be notified of the outcome in December.

4.12 At the February Council meeting dinner, representatives from selected community projects funded under the Community Support Fund 2012/2013 will be invited to showcase how they have used the grant funds.

5. PREFERRED OPTION & JUSTIFICATION

5.1 A diverse range of applications have been received for the Community Support Fund that will support activities and develop new programs that will be of benefit to the Prospect community.

5.2 All applications for funding received in the 2013/14 round of the Community Support Fund have been assessed in accordance with the criteria for funding, taking into

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account the benefit of the project to the local community and the organisation’s capacity to deliver the proposed outcomes.

6. RECOMMENDATION

(1) Funding is allocated for the 2013/14 Community Support Fund as outlined in Attachment 13.

Debbie Richardson Director Community and Planning Report prepared by Brendan Lott, Manager Community Development

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Attachment 1

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Community Grants Program 2013/14

Introduction City of Prospect, through its Community Support Fund, provides the opportunity for local groups and organisations to receive funding to support their activities and to develop new programs that will be of benefit to the Prospect community. Grants of up to $5,000 are available to eligible community groups and organisations on an annual basis. Who is eligible to apply? Individuals and commercial entities are not eligible to apply. To be eligible for funding groups must be: • Not-for-profit, and • An Incorporated Association, and • Based in the City of Prospect, and/or • Proposing an activity that will take place in the City of Prospect for the benefit of the

local community. Applications from previously funded groups who have not satisfactorily fulfilled requirements regarding financial accountability and reporting for completed projects will not be considered. Please note: In cases where a group is not incorporated, it must demonstrate that it has the support of an incorporated association who will take responsibility for the administration of the funds. GST Requirements Funds are subject to GST legislation and Council requires supply of either: • ABN status • GST status • GST exemption declaration What cannot be funded? Applications not considered eligible for funding include: • reimbursement for money already spent • recurrent funding of a project or program previously funded by Council • travel allowances • fundraising activities, sponsorships or prize monies • an organisation’s ‘birthday’, anniversary or other celebrations • payment of salaries (excluding tutors/instructors fees) or recurrent operational costs • activities, programs or projects which seek to make a profit for the organisation

Attachment 2

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Community Grants Program 2013/14

• programs conducted by State and Federal Government departments are not eligible; however consideration will be given where applications are of benefit to the local environment and encourage community involvement in the areas of waste management, water usage, energy efficiency and biodiversity. Environmental projects that contribute and support activities that positively affect climate change.

• projects or resources that have a political or religious purpose or objective

Funding categories • Small Equipment Purchase Contributing to the purchase of equipment to support an organisation’s activities. Where

the need for the equipment has been identified by more than one organisation, the Council may purchase the equipment on their behalf to be made available for use by the whole community.

Maximum amount $1,000 • Community Development Program

Supporting new projects and activities involving and developing the local community. Significant projects that are being undertaken in partnership with other community organisations may be eligible to apply for more than the maximum amount of funding in his category.

Maximum amount $2,000 • Facilities Improvement Contributing to the maintenance and improvement of local community facilities. Prior

approval must be sought from Council for any improvement to Council owned property.

Maximum amount $2,000 • Major Community Event Supporting events, held in the City of Prospect, with broad appeal to both the local and

wider community. A portion of the funding must be spent on promotion of the event.

Maximum amount $2,000 • Environmental Grants Supporting community projects that focus on addressing our City’s impact on the

environment in the areas of waste management, water usage, energy efficiency, transport and biodiversity. Innovative ideas and positive environmental projects that demonstrate the notion of ‘think global, act local’ and benefit the local environment and our community will be highly regarded.

Maximum amount $2,000

Attachment 3

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Community Grants Program 2013/14

Criteria for funding Applications should meet the following funding criteria:

1. The purchase of equipment or improvement to a facility must have a clearly stated purpose and a practical plan for achieving it.

2 Programs and events should enable members of the local community to increase their skills, knowledge and understanding and encourage ongoing meaningful participation and involvement in community life.

3. Applicants must demonstrate that the proposed program, project or event will be undertaken in partnership with at least one other organisation and/or utilise the services of volunteers.

4. Applicants must provide evidence of their own contribution, either cash or in-kind, towards the project or program.

5. Programs and projects should demonstrate the ability to deliver a significant benefit to the Prospect community.

6. All parts of the application form must be completed and accompanying support materials received by the closing date.

7. Projects must be completed within twelve months of funding being received.

Funding Priorities Priority will be given to projects that: • Are new and innovative and aim to satisfy an unmet community need. • Have no alternative sources of funding. • Have not previously received funding from Council. • Identify and cater to the needs of groups with special needs including those who are;

- socially isolated - disabled - culturally and linguistically diverse.

Evaluation and acquittal of funds Following the completion of the project or program a written report including a financial statement showing how funds were spent must be forwarded to Council. The necessary Evaluation and Acquittal Forms will be supplied to the group at the time of receiving the funding.

Attachment 4

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Community Grants Program 2013/14

Application and assessment process • Applications will be assessed by a panel and take into account the ability of the

proposed program or project to meet the eligibility and funding criteria as stated in the guidelines.

• Following assessment by the panel, a recommendation will be made to Council for a decision to release the funding.

• The amount of funds paid by Council may not be the full amount requested. • This process generally requires a minimum of 6-8 weeks. • Applicants will be notified in writing of the result of their application. Closing date for applications Applications for the Community Support Fund close at 5pm on Friday, 1 November 2013. Further information and assistance If you require any further information or assistance with your application please contact: Alison Wall Volunteer and Community Programs Coordinator 8342 8059 alison.wall@prospect.sa.gov.au Where to send your completed application Applications together with attachments should be forwarded to: Volunteer and Community Programs Coordinator Community Support Fund City of Prospect PO Box 171 Prospect SA 5082

Attachment 5

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Community Grants Program 2013/14

Community Support Fund Application Form 2013 / 14 ALL APPLICANTS: • Read the Information and Program Guidelines prior to completing this application. • Make sure you attach supporting materials. • Please print legibly. • Applications must be completed in full or they will not be accepted.

1. APPLICANT / ORGANISATION DETAILS

Namel of Organisation: Name of Contact Person:

Postal Address: P/Code:

Location Address (if different to postal address): P/Code:

Contact Person Details:

Telephone Mobile: Fax: Email:

2. FUNDING CATEGORY

Which of the following funding categories does your project best reflect? (please tick only one box) Community Development Program Small Equipment Purchase

Facilities Improvement Major Community Event

Environmental

Attachment 6

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Community Grants Program 2013/14

3. ELIGIBILITY CRITERIA

a) Is the applicant: (please tick only one box)

Community group / organisation Non Government Organisation

Educational Institution Voluntary / Service Club

Is the organisation incorporated? If no, please ensure section b) is completed

Yes No

Does the organisation have an ABN? Yes No

If yes, please list number:

Is you organisation or group registered for GST? Yes No

b) If the organisation is not incorporated it needs a sponsor – an incorporated body to accept the legal and financial responsibility for the project. Please ensure you attach a letter of agreement from the sponsor organisation, confirming acceptance of responsibility for the project, and please complete the sponsor organisation information below.

Name of the Sponsor Organisation:

Address: P/Code:

Agrees to receive funds on behalf of:

Name:

Position in Organisation:

Contact Person Details: Telephone: Mobile: Fax: Email:

Signature: Date:

Attachment 7

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Community Grants Program 2013/14

4. DESCRIPTION OF PROJECT

Please describe your proposed project or program:

a) Title of Project:

b) Description of Project:

c) How will it be achieved:

d) List the expected outcomes of the project:

What are the anticipated commencement and completion dates of your project:

Commencement: Completion:

Will the project be carried out in partnership with other relevant organisations or services of volunteers?

Yes No

If YES, who is involved and what will their role / contribution be?

Name of Organisation Contact Person Role / Contribution

Attachment 8

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Community Grants Program 2013/14

5. ESSENTIAL CRITERIA

a) How will your project or program benefit and involve the community of the City of Propect?

b) Will your project or program target any of the following groups? (please tick)

Socially Isolated Culturally & Linguistically Diverse Disabled

Other (please specify)

c) How will your program or project foster ongoing community development and increase skills, knowledge awareness and / or participation of community members?

d) How will you maintain your program or project in the longer term without ongoing funding?

Attachment 9

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Community Grants Program 2013/14

6. PUBLICITY AND PROMOTION

a) Will you promote your program or project?

Yes No

b) How? (please tick relevant boxes)

Signage Official Launch Advertiser

Other Newsletter Messenger

7. REPORTING AND EVALUATION How will you know that you have achieved your intended outcomes?

8. FINANCIAL ASPECTS OF PROPOSED

What is the amount sought from Council’s Community Support Fund? $

Please identify how Council funds will be spent (attach copies of quotes as appropriate)

What is your contribution? (cash only) $

What is your contribution (in-kind only) Note: Volunteer hours can be calculated at a rate of $10 per hour to give an

estimate of ‘in-kind’ contribution $

What is the total cost of the proposed project? (including ‘in-kind’ support)?

$

Please complete income and expenditure details on the next page.

Attachment 10

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Community Grants Program 2013/14

Please complete income and expenditure details in the chart below making sure to identify those

items on which Council funds will be spent:

EXPECTED INCOME EXPECTED EXPENSES

Item Amount $ Item Amount $ Organisation’s cash contribution Promotion

(if applicable)

Fundraising for project (if applicable)

Equipment purchases (please specify)

Donation / fees to be received for the project (if applicable)

In kind (please specify – e.g. materials, volunteer hours)

Materials (please specify)

Income already secured (please specify – e.g. other grants)

Tutors or other fees (not where the salary forms part of the organisation’s usual responsibility e.g. consultants)

Other income (Please specify)

Other expenses (please specify)

Council Grant Funds Expected

TOTAL INCOME $ TOTAL EXPENDITURE $

NB: Total income must equal total expenditure

Attachment 11

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Community Grants Program 2013/14

9. PREVIOUS GRANTS RECEIVED FROM

Please list any grants received from Council in the last 3 years

Amount Date received Project, Initiative or Resource

10. APPLICANT ORGANISATION INFORMATION AND STRUCTURE

What are the aims and objectives of your organisation or group?

What number or percentage of your members reside within the City of Prospect

What is the current membership total of your organisation or Group?

11. DECLARATION

I hereby certify that

I have been authorised to prepare and submit this application on behalf of the abovementioned group or organisation and that the information contained in the application is true and correct to the best of my knowledge.

Title Given name: Family name:

Position Held:

Signature: Date:

12. DOCUMENTATION CHECKLIST AND FURTHER INFORMATION

Any supporting documentation that may be appropriate (maximum of 2 pages)

Certified Financial Statement detailing income and expenditure assets and liabilities for the past financial year (your application will not be processed without a statement).

Quotes for purchases (items over $1,000)

Attachment 12

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Organisation Project

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1 2 3 4 5 6 7 Yes/

No

1 2 3 4 1 2 3 4 5 Tota

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Ex

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Am

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R

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Agr

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Fund

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Comments /10 /10 /10 /15 /10 /10 /10 /10 /15 /100

Adelaide Miniature Steam Railway Society Inc

This organisation is seeking funding to partly fund the purchase and installation of a Picnic Shelter. A place for visitors to enjoy picnics and children's birthday parties.

X X X X X X X X Yes 5 5 2 10 10 10 10 10 10 72 $6,699.00 $2,000.00 2,000.00$ Application is supported to assist with the funding of the Picnic Shelter.

Broadview Croquet Club Inc

Permanent Line Marking. Laying of permanent PVC strips to outline croquet courts. Eliminating the need for this to be done every fortnight which can be difficult in hot weather because of advanced age of members.

X X X X X X X X Yes 5 5 5 10 10 10 10 2 10 67 $1,546.50 $1,246.50 1,247.00$ This application is supported. To purchase and lay permanent PVC strips to outline croquet courts.

Habitat for Humanity Australia SA

Purchase a computer for their volunteers. Project aims to support, train and provide up-to-date equipment (PC) for their volunteers who work for this organisation.

X X X X X X X No 5 5 10 15 10 5 10 10 0 70 $4,445.40 $973.40 -$

This appliction is not supported as it has minimal benefit to the local community as projects are held outside of council area. Organisation is encouraged to apply to a more appropriate funding body i.e. Grants-gov.com.au (Volunteer Grants), FaHCSIA.gov.au

Prospect Local History Group

Publication of a booklet that reflects the change and continuity of the City of Prospect Census dating back to 1881. Prospect Friends of the Library support this project and are acting as the auspicing body.

X X X X X X X X Yes 10 10 5 5 10 10 10 10 15 85 $8,399.29 $2,000.00 2,500.00$ Application is approved to support the publishing of this booklet.

Mulitiple Birth SA Inc

This organisation is seeking funding for their Annual Christmas Picnic / 40th Anniversary that was held on 17 November 2013 in Memorial Gardens.

X X X X X X X No 10 5 10 5 10 10 10 4 5 69 $2,200.00 $700.00 -$

Event is taking place in Prospect but the Application has limited benefit to the local community (residents / members residing in Prospect). Application is asking for reimbursement for money already spent. Unlike the Lions club being a community event this is an event held for members only.

Mulitiple Birth SA IncThis organisation is seeking funding to provide 2 x 6 hour First Aid Courses for their members who are parents and caregivers of multiple births.

X X X X X X X X Yes 5 10 10 5 10 10 10 1 5 66 $1,580.00 $1,440.00 1,440.00$ This application is supported as project provides tangible benefit to the community.

Kiwanis Club of ProspectThis organisation is seeking funding to provide drinks, iceblocks and a face painter for the Twilight Concerts.

X X X X X No 0 0 5 0 0 5 10 0 5 25 $2,000.00 $2,000.00 -$ Application incomplete as no support material provided (financial statement, quotes, budget). ABN not provided.

KOS Society of SA - Hippocrates IncPurchase digital TV, DVD player and TV antenna for their Seniors to watch programs, documentaries etc in Greek.

X X X X X X X No 0 0 10 15 10 10 10 2 5 62 $1,305.00 $1,000.00 -$ No audited financial statement provided only bank statements. ABN not provided; therefore organisation would be required to complete a Statement by Supplier.

PREFER - Prospect Community Garden

Provide educational workshops on environmental topics - sustainable gardening and practical gardening. Local community and local schools benefit from these workshops.

X X X X X X X X Yes 10 10 2 15 10 10 10 5 15 87 $4,800.00 $2,500.00 2,500.00$ This application is supported within the Environmental Grant category this round. It has significant benefit to the local community and is in line with the Strategic Plan.

Prospect Blair Athol Lions Club

Provide a community event 'Christmas Carols in the Park' on 29 November 2013. Prospect Blair Athol Lions Club has been coordinating and holding this event for many years and the community expectation is high to continue this event.

X X X X X X X No 5 5 2 5 10 10 10 5 10 62 $3,800.00 $2,000.00 2,000.00$

This application was rated as ineligible under the guidelines. Due to the timing of the grant round and the event taking place, this organisation can only apply for money already spent. This is a valued community event and the recommendation is that the application be funded.

Prospect Active Walkers (PAWS)

Project aims to increase the profile of the PAWS group promoting free physical activity within our city by purchasing t-shirts as a visual promotion for their new walkers making them feel welcome and have a sense of belonging to this group. Heart Foundation support this program and are acting as the auspicing body.

X X X X X X X X Yes 5 10 2 15 10 10 10 6 15 83 $730.00 $510.00 510.00$ This application is supported an active local group that provides tangible benefit to the local community.

Prospect - Broadview Bowling Club Inc

Purchase an upright freezer cabinet for their kitchen to replace the existing and now redundant freezer that volunteers find difficult to access.

X X X X X X X X Yes 5 5 2 5 10 10 10 2 5 54 $870.00 $795.00 795.00$

Application is supported to purchase an upright freezer for their kitchen. Recommmendation is to purchase a high star rating freezer, improving the energy efficiency therefore having economic and environmental benefits.

Prospect District Cricket Club Inc

Purchase of new tables and chairs for the club room to replace existing old and uncomfortable furniture. Comfortable environment increases the potential to hire out facilities to raise revenue to assist further with improvements.

X X X X X X X X Yes 5 5 10 5 10 10 10 2 10 67 $2,800.00 $2,000.00 2,000.00$ This application is supported. Purchase tables and chairs to enhance their clubrooms and attract hirers and encourage members and non members to feel welcome.

Prospect Tennis Club Inc

Purchase tennis nets and court squeegees including an upright display fridge for their clubrooms that services more than 300 players per week.

X X X X X X X X Yes 5 10 10 0 10 10 10 6 10 71 $4,637.59 $3,000.00 2,000.00$ Application is supported to upgrade their equipment and to assist with the purchase of a fridge for their clubrooms.

The Rotary Club of Prospect IncProvide an event in Prospect during April 2014 to raise awareness of men's health issues and the importance of regular health checks for men.

X X X X X X X X Yes 10 5 10 15 10 10 10 10 15 95 $6,600.00 $2,000.00 2,500.00$

This application is supported and consideration given to the total project expenditure recommendation was that funding be increased to support this new and innovative project that attempts to raise awareness towards men's health.

52,412.78$ 24,164.90$ 19,492.00$

Successful Applicants for 2013-2014 Unsuccessful Applicants for 2013-2014 Requested 24164.9Adelaide Miniature Steam Railway Society Inc Habitat for Humanity Australia SA Budget 21793.89Broadview Croquet Club Inc Mulitiple Birth SA Inc - Event Balance 2301.89Prospect Local History Group Kiwanis Club of ProspectMulitiple Birth SA Inc - First Aid Courses KOS Society of SA - Hippocrates IncPREFER - Prospect Community GardenProspect Blair Athol Lions ClubProspect Active Walkers (PAWS)Prospect - Broadview Bowling Club IncProspect District Cricket Club IncProspect Tennis Club IncThe Rotary Club of Prospect Inc

Community Grants - Application Assessment Table

Applicant Details

Refer to details within the Guidelines

RecommendationFunding Category Eligibility Requirements Funding

PrioritiesFunding Criteria

Eligibility 1. Not for Profit 2. Incorporated Association 3. Based in Prospect 4. Takes place in Prospect / benefits our community. 5. Cannot fund: reimbursement for money already spent, recurrent funding, travel, fundraising, sponsorship or prize money, birthdays, anniversaries, salaries, or project that seek to make a profit. 6. Application complete and Support Material provided 7. Previous Grants Acquitted. Funding Priorities 1. A New and Innovative Project 2. Have no alternative funding 3. Funding previously received from Council 4. Cater for Socially Isolated, Disabled, CALD Funding Criteria 1. Purpose and Practical Plan for achieving outcome 2. Increase skills, knowledge, and community participation. 3. Partnerships or volunteer involvement 4. Own Contribution either cash or in-kind towards project 5. Demonstrate the ability to deliver significant benefit to Prospect Community.

Attachment

Attachment

Attachment 13 2410

ITEM NO.: 16.2 ON AGENDA TO: Council on 17 December 2013 FROM: Director Community & Planning SUBJECT: Charles Cane Reserve (Parndo Yerta) Licence 1. PURPOSE OF REPORT

1.1 To provide an update on the process to seek a Sporting Club Licensee(s) for Charles Cane Reserve (Parndo Yerta) and endorse a second stage of the Expression of Interest process.

2. RELEVANCE TO STRATEGIC DIRECTIONS / POLICY

2.1 Core Strategy 1 – Our Community.

1.1 Create an active, healthy, connected and safe community.

1.1.2 Develop, maintain and provide opportunity for a strong network of local community groups, clubs and schools.

1.1.5 Provide a range of cultural, recreation, and arts activities and events.

1.6 Provide a diverse range of attractive local facilities.

1.6.3 Build partnerships with and between recreation, sports and community organisations.

3. COMMUNITY INVOLVEMENT

3.1 Broad community engagement is not required at this stage.

3.2 Sporting Clubs were notified of the opportunity to be involved in an Expression of Interest (EOI) process for a long term licence at Charles Cane Reserve in October 2013. Six submissions were received. The process was outlined in detail in item 16.1, November 2013, Attachment 1-13.

3.3 The process to date has included regular communication with the Clubs. The proposed next steps will include meetings with each club and the opportunity to provide further information as outlined below.

4. DISCUSSION

4.1 An EOI process for a long term licence for Charles Cane Reserve closed on 10 November 2013. The submissions were assessed in accordance with the criteria developed in conjunction with Council and included in the EOI information.

4.2 The Clubs were invited to present at a Council workshop on 19 November 2013.

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4.3 A report was prepared for the November 2013 Council meeting, Attachment 1-13. The report provides background information on the location, current licence and licensee, the EOI process, criteria and assessment process. It also made a recommendation for a proposed new licensee and community engagement.

4.4 At the November meeting the Director Community and Planning provided a verbal update including information that one Club, the current licensee Ovingham Football Club had withdrawn from the process.

4.5 A range of questions were raised prior to the meeting and during debate about the submissions, assessment and possible collaboration between the Clubs.

4.6 Considerable discussion and concern was expressed in relation to the potential financial impact on Council and the Licensee of the cost of water use at the reserve, and any associated ongoing maintenance costs and capital expenditure.

4.7 Consequently there was no decision made at the November meeting (the motion lapsed due to want of a mover and a seconder) and a workshop was scheduled for 3 December 2013.

4.8 At the December workshop:

4.8.1 A presentation was received and discussed regarding water use, turf maintenance and irrigation,

4.8.2 Elected Members suggested a range of additional information was required to inform decision making on a long term licence, and

4.8.3 Options for progressing the matter were discussed.

4.9 At the workshop there was general agreement that:

4.9.1 There should be a clear process that is transparent and equitable but also allows Council to be flexible to achieve the right community outcome,

4.9.2 The matter should be resolved as quickly as possible,

4.9.3 Enabling use of the Reserve, even if via an interim or short term licence is a priority for the 2014 winter sports season.

4.9.4 A “consortium” model is preferred.

4.9.5 A report should be prepared for the December 2013 Council Meeting to confirm the next steps, and

4.9.6 A report should be prepared for the January 2014 Council Meeting recommending a preferred licensee (s) and responding to the additional information requested by Members.

4.10 Elected Members were advised that the additional work will be resource intensive and may impact other projects or have minor financial implications.

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Additional Information Requested

4.11 Elected Members suggested that a range of information was required to inform decision making on a potential long term licence. Although there is some overlap, for clarity this information has been grouped and summarised below as either, Infrastructure and Maintenance, Identifying a Licensee(s), Conditions of the Licence, and Leasing and Licensing Policy.

4.11.1 Infrastructure and Maintenance

A detailed plan and costing for upgrade, maintenance and management (including regular monitoring) of the irrigation system with particular reference to any change in use. This should include whether or not components can be reused and the background and rationale of previous changes to the irrigation system at the Reserve.

Information related to any change in ongoing maintenance or capital expenditure

Although not directly related to this matter information regarding water use at Broadview Oval has also been requested.

4.11.2 Identifying a Licensee(s)

The process for selecting a licensee(s) is outlined below.

The governance model for the Licence e.g. a licence holder and sub licensees or an alternative.

The model for ongoing management of the facility e.g. a management committee structure.

4.11.3 Conditions of the Licence

Duration of the licence including impacts on community engagement requirements

Should water, maintenance and/or capital improvement or replacement costs be included in licence agreement? How would this operate?

What standards would be set for turf management?

4.11.4 Leasing and Licensing Policy

Develop a policy to apply across the City for turf management and water costs.

4.12 It should be noted that some of the information requested above may have Policy implications across the City. Developing a policy and/or assessing the implications of applying conditions relevant to the issues mentioned above to other lease holders is not work that can be completed in the short term.

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4.13 Information will be collected and assessed on these matters but the implication on other leases and licences will not have been considered except in very general terms. This may mean a decision will be made on the licence conditions for Charles Cane Reserve that may not be applied to other leases or licences. Although this may not be the best strategic approach it is the most practical way to expedite the Licence and work with current resources.

Identifying a Licensee(s)

4.14 Although high quality expressions of interest were received and assessed it is appropriate for Council to seek further information if it feels it is not possible to make a decision or that a better outcome can be achieved. It is also appropriate that this additional information or “process” be collected and conducted in a fair and transparent manner.

4.15 It is recommended that the information provided in the EOI process be used to inform further discussions with the Clubs. This will generally be conducted as follows,

4.15.1 Meetings with Clubs to exchange information,

4.15.2 Clubs are requested to provide any further proposals or information in writing with a closing date,

4.15.3 Any further information required to clarifying the proposals is requested,

4.15.4 Workshop discussion on 14 January 2014,

4.15.5 Report provided for consideration at January 2014 Council meeting.

4.16 The following should be noted,

4.16.1 Advertising of the EOI process was comprehensive. It is therefore not recommended that any Clubs who did not submit an EOI be considered in the next phase.

4.16.2 Initial meetings with the Clubs will already have occurred prior to this report being considered by Council. A verbal update can be provided at the Council meeting.

4.16.3 Adelaide Star Soccer Club has not been included in this process due to their low score in the EOI.

4.16.4 Although Ovingham Football Club have withdrawn from the process, as a long term tenant of City of Prospect staff will/have met with the Club to discuss the conclusion of their lease and transition arrangements.

4.16.5 To ensure a timely conclusion to the Licence negotiations staff may undertake more detailed negotiations with a Club or Clubs that they believe will best match the criteria and views expressed by the Council.

5. PREFERRED OPTION & JUSTIFICATION

5.1 It is recommended that a second stage of the EOI for Charles Cane Reserve Licence process be conducted. To ensure the process is clear and transparent it is recommended that the general steps are endorsed.

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5.2 Although a second stage was not previously anticipated or communicated to interested parties it is appropriate that Council, as custodians of community assets ensures the process is of sufficient rigour to achieve the best possible outcome for the community.

5.3 It should be noted that expanding this process to a second stage and collecting the additional information requested regarding water use, turf management etc will have resource implications such as impacts on other projects or minor financial costs.

5.4 Clubs that are not being considered for the Licence should be notified now to enable them to progress other opportunities and plans for their Club.

6. RECOMMENDATION

(1) Adelaide Star Soccer Club be thanked for their interest and advised that they will not be considered for a Licence at Charles Cane Reserve Parndo Yerta.

(2) Ovingham Football Club be thanked for their service to the Community and be formally advised that their withdrawal from the Expression of Interested process is noted and they will not be further considered for a new licence for Charles Cane Reserve Parndo Yerta.

(3) A second stage of the Expression of Interest process for a Licence of Charles Cane Reserve Parndo Yerta be generally conducted as follows,

meetings with BOSA Soccer Club, Eagles Lacrosse Club, Adelaide Villa

Soccer Club and Broadview Football Club be conducted to enable general discussions and information sharing,

the Clubs be advised in writing of the opportunity to submit any additional information or proposals by 24 December 2013, and

all information collected during both stages of the EOI process be reviewed and discussed at a Council workshop.

(4) A report be prepared for the January 2014 Council meeting outlining the information collected during the Expression of Interested process, proposed licensee(s), or options for licensee(s), proposed licence conditions, community engagement and information regarding water use, turf maintenance and associated expenditure.

(5) It is noted that development of a Leasing and Licensing Policy or considering in detail the strategic implications new licensing conditions at Charles Cane Reserve will not be completed in the short term.

Debbie Richardson Director Community and Planning

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ITEM NO.: 16.1 ON AGENDA TO: Council on 26 November 2013 FROM: Acting Director Community & Planning SUBJECT: Charles Cane Reserve (Parndo Yerta), Long Term Licence

1. PURPOSE OF REPORT

1.1 Seeking Council endorsement of the preferred applicant (sport club) to a recent Expression of Interest process regarding the opportunity to grant a long term Licence Agreement for Charles Cane Reserve (Parndo Yerta). The License includes access to the Clubrooms year round and the oval from 1 April through to 30 September of each year. The long term License is for an initial three years with the option of two renewals each for an additional three years, a total of nine years.

1.2 Council to confirm a community engagement strategy that clearly describes the preferred sport club, their proposed activities, conditions of use and days and times of access to Charles Cane Reserve (Parndo Yerta). Findings from this community engagement strategy will be brought back to a Council meeting to be scheduled for early 2014 to allow discussion and a final decision as to the successful sport club with regard to Council entering into a long term Licence Agreement.

2. RELEVANCE TO CORE STRATEGIES / POLICY

2.1 Core Strategy 1 – Our Community.

1.1 Create an active, healthy, connected and safe community.

1.1.2 Develop, maintain and provide opportunity for a strong network of local community groups, clubs and schools.

1.1.5 Provide a range of cultural, recreation, and arts activities and events.

1.6 Provide a diverse range of attractive local facilities.

1.6.3 Build partnerships with and between recreation, sports and community organisations.

2.2 Charles Cane Reserve and Clubrooms (Parndo Yerta) is wholly described as being located within Certificate of Title Volume 1693 Folio 130 and Certificate of Title 5872 Folio 112. Located within the western part of City of Prospect alongside Churchill Road and Elizabeth Street, Prospect. Refer to Attachment 1.

2.3 The required community engagement strategy will be based upon Council’s Community Engagement and Consultation Policy and Local Government Act 1999.

2.4 Council’s Community Engagement and Consultation Policy requires that: Atta

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Attachment 1 2416

For all Level 2 & Level 3 consultation matters, Elected Members will determine the consultation level and which of the elements within that level will be undertaken. For Level 1 consultation, the Chief Executive Officer (or delegates) will be responsible for making a determination regarding level and elements therein.

The provision of Leases and Licences for Community Land falls under the classification of Level 2.

2.5 South Australia Local Government Act 1999 (Version: 1.9.2013) Chapter 11—Land. Part 1—Local government land Division 6—Disposal and alienation of local government land 202—Alienation of community land by lease or licence

1. A council may grant a lease or licence over community land (including community

land that is, or forms part of, a park or reserve).

2. Before the council grants a lease or licence relating to community land, it must follow the relevant steps set out in its public consultation policy.

3. However, a council need not comply with the requirements of subsection (2) if—

a. the grant of the lease or licence is authorised in an approved management

plan for the land and the term of the proposed lease or licence is five years or less; or

b. the regulations provide, in the circumstances of the case, for an exemption from compliance with a public consultation policy.

4. A lease or licence is to be granted for a term not exceeding 21 years and the term of the lease or licence may be extended but not so that the term extends beyond a total of 21 years. a. Subsection (4) does not prevent a new lease or licence being granted at the

expiration of 21 years (subject to the other requirements of this Act or any other law).

5. A lease or licence may provide for—

a) the erection or removal of buildings and other structures for the purpose of

activities conducted under the lease or licence;

b) the exclusion, removal or regulation of persons, vehicles or animals from or on the land, and the imposition of admission or other charges;

c) any other matter relevant to the use or maintenance of the land.

6. A lease or licence must be consistent with any relevant management plan.

7. This section operates subject to the provisions of the Adelaide park lands act

2005 in respect of the Adelaide park lands under that act.

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Attachment 2 2417

3. DEFINITION

3.1 Quiet enjoyment - is a right to undisturbed occupation and possession of an estate in land. Such a right is given by implication of a lease or licence.

4. COMMUNITY INVOLVEMENT

4.1 Sporting Clubs were notified of the opportunity to be involved within the Expression of Interest process through:

4.1.1 An advertisement within the City North Messenger on 2 October 2013, refer to Attachment 2.

4.1.2 Support was provided by SA Office Recreation & Sport who, on Council’s behalf, completed an extensive mail-out to relevant sporting clubs across Adelaide inviting submission to the Expression of Interest process.

4.1.3 Personal contact was made to the relevant sports clubs who have a long association with Prospect and well as those club’s with an expressed interest in or association with Charles Cane Reserve (Parndo Yerta).

4.2 Expression of Interest information was mailed out to interested sport clubs and made accessible from Council’s Website, including a direct link from the front page. Refer to Attachments 3-10.

Information provided:

4.2.1 Expression of Interest form: details of the Licence opportunity; guidelines for the completion and submission of an Expression of Interest; background regarding the existing arrangements for the Oval; details of the Criteria against which submissions will be assessed; specific questions used to draw answers in relation to the Criteria.

4.2.2 Site Map detail.

4.2.3 An example of Council’s Licence Agreement document.

5. BACKGROUND

5.1 The existing Licence Agreement held with Ovingham Football Club commenced on 1 April 2004 with the term of the Agreement being ten years from that date, concluding 31 March 2014. Refer to Attachments 11- 44.

5.2 The Licence fee for the current Licence Agreement is one dollar ($1) payable on demand. Use of the premises is allowed for community recreational activities, specifically playing and training of Australian Rules Football and associated club functions.

5.3 Times of use within the current Licence Agreement are from dawn to midnight Monday to Sunday in the months of April through to September in each year.

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Attachment 3 2418

5.4 A brief History of Ovingham Football Club (Ovingham Cats):

5.4.1 Ovingham Football Club has a long history and connections within the Prospect community, recently celebrating their 100 year anniversary.

5.4.1 Ovingham Football Club was established in 1897, well before the South Australian Amateur Football League (SAAFL) was formed. The Club has had a long football history and played in several leagues, including the Uniting Church League, the Southern Metropolitan Football Association and the Central District Football Association before joining the SAAFL in 1980.

5.4.2 At its beginnings the Club played in the area where the North Adelaide swimming pool now stands, going into recess during the First World War and from 1926 to 1938. In 1948 it crossed the park to the ground opposite the Rua Rua Hospital, and in 1951 and 1952 were Jubilee Premier’s of the Uniting Church League, aided by former West Torrens stars Len Coverlid and Doug Cockshell.

5.4.3 The move to Charles Cane Reserve, an area donated to the Council by Charles Cane, occurred through the efforts of Reg Mead, who coached the Club for 16 seasons winning 13 grand finals.

5.4.4 The Club joined the SAAFL in 1980, and in 1985 was suspended after round 11, then allowed to re-affiliate in 1989 and has been re-established as a Club in the SAAFL since season 2010.

5.4.5 Fielding only one senior team, the club performed well in 2012 the Ovingham Cats only won 3 games and in season 2013 only lost 3 games and were runners up in the league.

5.4.6 The Ovingham Cats have a large contingent of Australian Defence Force (ADF) personnel who play at the Club, some of the ADF personnel benefit from their membership of the Club as part of their re-integration into the community when coming off deployments.

5.5 Unfortunately a long term Licence with Ovingham Football Club at a ‘peppercorn’ rent has not resulted in a sustainable club that has been able to invest in their clubrooms and the oval.

5.5.1 The ability of Ovingham Football Club to provide quality sports opportunities to local families has proven to be very limited, with no future plans to be able to change this position on their own.

5.5.2 Over many years Ovingham Football Club has not provided consistent evidence of their ability to field more than a minimum of senior teams.

5.5.3 It is evident that a lack of a junior development program has resulted in local families not being able to take their children to Charles Cane Reserve (Parndo Yerta) by joining a junior club, gaining benefit from their involvement in Australian Rules Football at a local level. This lack of a junior team or junior development strategy has severely reduced the club’s ability to grow new players and membership.

5.5.4 The Clubrooms continue to be run down and present as undeveloped and unkempt. Atta

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Attachment 4 2419

5.6 Due to the timing of this Expression of Interest process, clubs submitting to the Expression of Interest process were informed that Council may decide, in consideration of their long association with Prospect, to grant a short term Licence to Ovingham Football Club to allow them to train and hold league matches at the Oval during the 2014 Australian Rules Football season.

5.6.1 If offered a short-term Licence, Ovingham Football Club will be limited to their use of the oval during their 2014 season and provided with controlled access to the clubrooms. The incoming Licence holder would be required to, in that first year, accommodate the minimum requirements of the one senior team being fielded by Ovingham Football Club at Charles Cane Reserve (Parndo Yerta).

5.6.2 Due to existing league and membership commitments for 2014, access to the oval and clubrooms is an urgent issue to Ovingham Football Club.

5.6.3 Ovingham Football Club has in the past been training at the Oval Tuesday and Thursday evenings with home match games on Saturday’s.

5.7 A short-term License granted to Ovingham Football Club for 2014 would impact on the operations during that year of any club that was successful in their application to take up a long term License over Charles Cane Reserve (Parndo Yerta) and clubrooms.

6. DISCUSSION

Current Use

6.1 Until now the two sport codes played at Charles Cane Reserve (Parndo Yerta) are Cricket (Prospect District Cricket Club) during their summer season and Australian Rules Football (Ovingham Football Club) during their winter season.

6.2 In addition there has been a long standing arrangement with Broadview Football Club for their use of Charles Cane Reserve (Parndo Yerta), at times that do not conflict with Ovingham Football Club, to allow for the ‘spill over’ of junior games from Broadview Oval.

6.3 In collaboration with Council groundsmen, the oval at Charles Cane Reserve (Parndo Yerta) has for many years been used by Broadview Football Club to help manage wear upon Broadview Oval on those occasions when weather and heavy use begin to compromise the condition of the playing surface.

6.4 From the start of the 2014 season, new rules from SAAFL will be applied to clubs to reduce the number of players within each of their junior teams. This places additional pressure upon Broadview Football Club to field additional teams to cater for their existing junior players.

6.5 Unless an alternative oval is found, a loss of access to Charles Cane Reserve (Parndo

Yerta) oval will result in a reduction to the current operations and future plans of Broadview Football Club. The Club would be limited to the resource capacity of Broadview Oval and their existing Clubrooms.

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Attachment 5 2420

6.6 Alternative oval options for exploration are:

Council staff to hold discussions with North Adelaide Football Club to assess opportunities for Prospect Oval to take up the ‘spill over’ requirements of Broadview Football Club junior players in the event that Charles Cane Reserve (Parndo Yerta is not available to them.

Council staff to hold discussions with Blackfriars Priory School to assess opportunities for St Dominic’s Oval to take up the ‘spill over’ requirements of Broadview Football Club junior players in the event that Charles Cane Reserve (Parndo Yerta) is not available.

St Dominic’s Oval (located next to the Adelaide Aquatic Centre) is leased by the School and is currently sub-let to BOSA Soccer Club.

6.7 In liaison with Ovingham Football Club, Blackfriars Priory Primary School Football Team has had a long standing arrangement for their use of the oval by three teams on Saturday mornings for inter-school matches and Tuesday evenings for training. Blackfriars Priory School has indicated that, in the event that BOSA Soccer Club gives up its use of the Schools Ovals (makes use of Charles Cane Oval), Blackfriars Priory Primary School Football Team will be able to make use of the Schools Ovals.

6.8 During their season, Prospect District Cricket Club has access to the Charles Cane Reserve (Parndo Yerta) oval for Cricket matches and access to the clubrooms change rooms only. The shed located adjacent to the clubrooms, houses the Cricket Club’s equipment which is used to maintain the cricket pitch.

6.9 During the summer season and in liaison with Prospect District Cricket Club,

Blackfriars Priory Primary School Cricket Team also has use of the Oval for Cricket matches on Saturday mornings.

6.10 The proposed new Licence has been described to clubs as providing ‘quiet enjoyment’ of the oval and clubrooms from dawn to midnight Monday to Sunday 1 April through to 30 September each year.

6.11 With consideration of the requirements and current Licence Agreement held between Council and Prospect District Cricket Club, the Licence will also allow ‘quiet enjoyment’ of the clubrooms from dawn to midnight Monday to Sunday 1 October through to 30 March in each year. Effectively, it is proposed that access to the clubrooms is offered year round to the new Licence holder.

Expressions of Interest

6.12 Expressions of Interest were received up until Sunday 10 November 2013.

6.13 Inspections of the oval and clubrooms were arranged with interested Club’s representatives upon request.

6.14 The Criteria against which all submissions to the Expression of Interest process were assessed was discussed at the Council Workshop 17 September 2013 as detailed below:

6.14.1 Expression of Interest Criteria Atta

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Attachment 6 2421

Community (50%) 1. Actual Local Prospect resident participation within the sport or club organisation 2. Potential Local Prospect resident participation within the sport or club organisation 3. Maximise use of Oval and Clubrooms - willingness and capacity to operate

cooperatively and share the facilities, e.g. seasonal sports. 4. Accessible - encourage participation, fees, equipment, casual and member 5. Diversity in opportunities in the City - type of sport, gender, age, culture, social

inclusion 6. Meeting a community need – demand for activity

Infrastructure (25%) 7. Contribution to replacing, maintaining, improving the amenities of the Oval and

Clubrooms 8. Environmental considerations e.g. demonstrated application of ‘water wise’

practices.

Finance and Governance (25%) 9. Governance - business plan, management structure, policies and evaluation, risk

management, child protection practices, history of effective systems etc. 10. Economic Sustainability – systems, grant funding 11. Willingness and ability to operate within a cooperative management structure

according to the broad requirements of the Sports precinct. 12. Establishment and operating costs to Council.

6.15 It should be noted that there was a wide variation to the standard of submissions received for the Expression of Interest process. However, many of the six sport clubs invested considerable volunteer hours towards the investigation and writing of their submission, reflecting their keen interest to gain access to the valuable community resource of Charles Cane Reserve (Pando Yerta).

6.16 Council’s Manger Community Development has read each of the six submitted Expressions of Interest and utilised a weighting matrix format, according to the agreed Criteria, to provide a brief comment and comparative score. Refer to Attachments 45-46.

From a maximum score of 100 the following results were achieved:

BOSA Soccer Club – a score of 80

Broadview Football Club – a score of 79

Eagles Lacrosse Club – a score of 70

Adelaide Villa Soccer Club – a score of 67

Adelaide Star Soccer Club – a score of 48

Ovingham Football Club – a score of 30

6.17 One Expression of Interest submission took the unanticipated approach of submitting a joint application. Broadview Football Club, Eagles Lacrosse Club and Ovingham At

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Attachment 7 2422

Football Club met and reached an agreement to submit an offer of collaboration for their joint use of Charles Cane Reserve (Parndo Yerta) and clubrooms.

6.18 Details of the Agreement have not been finalised however, Eagles Lacrosse Club have provided a draft Memorandum of Understanding between the three Clubs as part of their Expression of Interest and an expression of good will and mutual interest.

6.18.1 If this option was to be pursued, Council staff will work closely with Broadview Football Club, Ovingham Football Club and Eagles Lacrosse Club to ensure the details of an Agreement for shared use and responsibility for the operation of Charles Cane Reserve (Parndo Yerta) and clubrooms is well described, accommodates each of the Clubs and Council’s requirements and provides guidelines for joint decision making, accountability and conflict resolution.

6.18.2 In the interests of accountability and overall responsibility, Eagles Lacrosse Club would hold the Licence under an agreement that would accommodate the requirements of Broadview and Ovingham Football Clubs.

Key Messages

6.19 Eagles Lacrosse Club submission demonstrates an active women’s team program that address gender involvement relevant to the Criteria of Diversity, the two Australian Rules Football Clubs scored less for this Criteria.

Eagles are a well managed and effective club with a strong connection and commitment to Prospect and a growing support base.

6.20 The combined resources of the three Clubs (Ovingham Football Club, Eagles Lacrosse Club and Broadview Football Club) may allow for maintenance and upgrade of the Charles Cane Reserve (Parndo Yerta) facilities to be more easily achieved.

6.21 Although in recent years they have faltered, the long history and consistent contribution made by Ovingham Football Club to Prospect may be acknowledged through the opportunity to continue their residency in a joint agreement at Charles Cane Reserve (Parndo Yerta).

6.22 Ovingham Football Club would benefit from the high standards of governance, experience and resources as demonstrated by Broadview Football Club and Eagles Lacrosse Club.

6.23 Broadview Football Club is well managed, well utilised and is a highly valued local Prospect Club that each year expands its membership and its ability to field teams in response to local community interest.

6.24 The management of the Oval surface at Broadview Oval through the use of Charles Cane Reserve (Parndo Yerta) on those occasions when weather and heavy use begin to take its toll is an important consideration for the management of on-going management and maintenance costs to Council.

6.25 The proposed use of both Broadview Oval and Charles Cane Reserve (Parndo Yerta) by Broadview Football Club is not dissimilar to the current use of all three ovals within Prospect by Prospect District Cricket Club. Council may consider the operation of its three ovals collectively for the benefit of our Licence holders and in consideration of a broader oval management strategy. At

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Attachment 8 2423

6.26 BOSA Soccer Club have strong local connections and are a well run and effective Club who have very clearly expressed their motivation and commitment to develop Soccer within Prospect for the benefit of the local community.

6.27 BOSA have spent much time in developing and now have in place a Long Term Financial Plan offering surety to Council as to their ability to adhere to and deliver the terms and conditions of a Long Term License. BOSA were the only applicant to provide a Long Term Financial Plan and have included much needed renovations to the clubrooms as part of that Plan.

6.28 BOSA have capped their player development program, taking into consideration potential overuse of the oval and allowing space in their program for other clubs and local recreational users. They are open to accommodating other local clubs at Charles Cane Reserve (Parndo Yerta) with the aim of maximising community use and access.

6.29 BOSA have an active woman’s, youth and multicultural player program. They have a strong web presence that supports the work of the club and helps attract and retain members and players and are open to making links with Council’s web presence.

6.30 Originally Blackfriars Old Scholars Soccer Club, it has direct ties to that School, since 1998 the Club has re-positioned itself as a community club and changed its name to BOSA Soccer Club. Over the last fifteen years BOSA Soccer Club has grown to 293 members with 60% being local Prospect residents.

6.31 BOSA Soccer Club play all of their home matches upon an oval of Blackfriars Priory School and use St Dominic’s Football Oval at North Adelaide for training.

6.32 Adelaide Villa Soccer Club are a club in good standing with a solid membership base however, on comparison are unable to offer the high level of governance, long term planning and security as compared to the preferred candidate and as required by Council.

6.33 Adelaide Star Soccer Club, it is considered that Adelaide Star is still in the very early stages of its development and as such do not have the resources, membership base or governance systems to be able to manage a Long Term License.

Financial Analysis

6.34 Council’s financial management staff undertook and assessment of all financial statements provided by the clubs as part of their Expression of Interest. Although this information relates only to the previous twelve months of the clubs operation, it is provides some indication of their financial security and their capacity for future development.

6.35 This is particularly relevant to clubs that have indicated an interest to contribute significant resources towards the development of the oval and clubrooms.

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Ovingham FC

Broadview FC

Eagles Lacrosse

BOSA Soccer

Adelaide Star

Adelaide Villa

Active Members N/A 622 150 293 96 70

Financial Statements Provided No Yes Yes Yes No Yes

2012 Financial Information Provided

Operating Surplus Ratio* N/A -5.2% -1.1% 32.3% N/A 3.3% Net Financial Liabilities** N/A -0.2% -6.8% -41.4% N/A -32.7%

Long Term Financial Plan Provided No No No Yes No No

N/A = Not Provided in Club Submission

*Operating Surplus Ratio

Calculated by (Operating Surplus or Deficit)/Total Income The objective is to identify what percentage of revenue is sourced vary from operating expenditure. As an indicator, the higher the returned figure the better indication of financial result.

**Net Financial Liabilities Calculated by (Total Borrowings-Total Cash)/Total Income

The objective of the indicator is to consider the net amount owed to others by the annual income. As an indicator, a negative result indicates that the club has no borrowings. A larger negative value represents a higher liquidity position held by the club

The above is a brief analysis based on information provided as part of the Clubs submissions. Not all clubs have provided financial information in their submissions, therefore staff are unable to provide an adequate comparison betweens the clubs.

6.36 Participation in the Main Football Codes

6.36.1 The following information is an excerpt from a feature article provided by the Australian Bureau of Statistics with findings from the 2009 Census; the article draws attention to the fact that Soccer enjoys increasing popularity within Australia. Prospect does not provide Soccer at any of its ovals. #

# Australian Bureau of Statistics 2009 4156.0.55.001 - Perspectives on Sport, May 2009 (http://www.abs.gov.au/AUSSTATS/abs@.nsf/Lookup/4156.0.55.001Feature+Article1May%202009#)

Of the four main football codes, soccer (outdoor) was the most popular sport and physical recreation activity among Australians aged 15 years and over with 2.6% of the population participating (419,600). More males Atta

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participated in this activity (3.9% or 311,500) than females (1.3% or 108,100).

The next most popular football code was Australian Rules Football with 268,700 participants and a participation rate of 1.7%. Males had a higher rate of participation in Australian Rules Football (240,800 or 3.1%) than females (27,900 or 0.3%).

Even though touch football and soccer (indoor) are not considered as one of the four main football codes their reported participation rates of 1.6% and 1.2% respectively were higher than both rugby league and rugby union (0.6% and 0.5% respectively).

Participants, selected football codes

When looking at participation in the football codes by age group the following observations were made from the survey.

The 15-17 year age group recorded the highest number of participants (127,500) for soccer (outdoor) in the 12 months prior to interview as well as the highest participation rate, at 16%. Soccer (outdoor) recorded the highest participation rate in all age groups.”

6.37 The above statistics are significant as they address five of the first six Criteria according to this Expression of Interest process; hence each of the three Soccer Club submissions attracted a higher score against those Criteria. 6.37.1 High participation in Soccer across Australia is likely to be replicated in

Prospect, with local families being able to bring their children down to Charles Cane Reserve (Pando Yerta) to join junior teams (both boys and girls), as well as adults being able to participate within senior teams.

6.37.2 Soccer is increasingly popular and it may be considered that there is an expectation from local residents that Council accommodate local opportunities for a local Soccer Club.

6.38 Australian Rules Football is well provided for at Prospect Oval and Broadview Oval, there is currently no Soccer available within any of the three Prospect Ovals.

6.39 The two submissions from Australian Rules Football Clubs provide for very limited women’s participation to play, hence both of those Clubs scored less against the Criteria of Diversity.

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7. PREFERRED OPTION & JUSTIFICATION

7.1 It is evident that the Expression of Interest process has provided Council with a number of viable options from which to provide a long term licence for use of the Charles Cane Reserve and Clubrooms (Parndo Yerta).

7.2 Following Council determination of this matter a community engagement strategy will be conducted that clearly describes the preferred Sport Club, their proposed activities and the days and times of their use of Charles Cane Reserve (Parndo Yerta). Findings from this community engagement strategy will be brought back to a Council Meeting to be scheduled for early 2014 to allow discussion and a final decision with regard to Council entering into a long term Licence Agreement.

7.2.1 The suggested Community Engagement Strategy will include:

Compliance with statutory requirements.

Advertisement in the City North Messenger.

Information provided through Council’s website.

Utilise Council’s website to conduct an on-line survey and provide hard copies of the survey through Council’s Customer Service Desk and Prospect Library.

Mail-out to properties in accordance with Council’s Community Engagement and Consultation Policy.

Report back to Council on findings.

7.3 Winter sport within Australia has continued to enjoy significant changes since 2004 when the last License for Charles Cane Reserve (Parndo Yerta) was provided by Council to a local Australian Rules Football Club.

7.3.1 The central role of Australian Rules as the dominant code of football within this country has been challenged by the enormous popularity of Soccer, with all indications being that this popularity will continue to expand well into the future and migration patterns typical to South Australia likely strengthen this trend.

7.3.2 Soccer has been well placed to benefit from the other significant change that has occurred within Australian sport over recent years, the active participation of women in playing sport and the clear demands upon Clubs to respond to their requirements both at junior and senior levels, Soccer provides women’s club competitions with strong and active women’s soccer teams and involvement in coaching, umpiring and Club management.

7.4 The availability of this long term Licence is an opportunity for Council to respond to the changing needs and future requirements of our communities in accordance with one of the guiding principles of our Strategic Plan:

Innovation and Creativity - Challenge ourselves to seek new and effective solutions. Atta

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7.5 BOSA Soccer Club has gained the highest score according to the set Criteria for the Expression of Interest process and successfully demonstrated their keen interest and capacity to deliver a high standard of Sport opportunities at Charles Cane Reserve (Parndo Yerta).

7.6 Within the limitations of sharing an Oval and without any Clubrooms, BOSA Soccer Club has been successful over many years to provide a high standard of Soccer activities to a broad range of ages and both genders.

7.7 The capacity of the BOSA Soccer Club would increase significantly as a result of the security of tenure they would gain from their own long term Licence for Oval and Clubrooms and enable them to expand the number of teams, scope of their operations and provide a significant investment in junior development for the benefit of local families.

8. RECOMMENDATIONS

(1) The current Licence Agreement (which expires on 31 March 2014) with Ovingham Football Club for their use of Charles Cane Oval and clubrooms (Parndo Yerta) is not renewed.

(2) BOSA Soccer Club is confirmed as the preferred option for Council to enter into a long term Licence Agreement for their use of Charles Cane Reserve (Parndo Yerta) and clubrooms.

(3) Council enter into a Community Engagement and Consultation process in

accordance with the details of this report, with a further report to Council to allow discussion and a final decision with regard to Council entering into a long term Licence Agreement with the successful club.

Carolyn Ramsey Acting Director Community and Planning Report prepared by Chris Newby, Manager Development Services

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ITEM NO.: 16.3 ON AGENDA TO: Council on 17 December 2013 FROM: Director Community & Planning SUBJECT: Eastern Health Authority Draft Amended Charter 2013 1. PURPOSE OF REPORT

1.1 To seek Council endorsement of the Draft Amended Charter as the new Charter of the Eastern Health Authority (EHA).

2. RELEVANCE TO STRATEGIC DIRECTIONS / POLICY

2.1 5.7.1 - Actively participate in resource sharing and collaborative service delivery initiatives, with a particular focus on working through the Eastern Region Alliance.

3. COMMUNITY INVOLVEMENT

3.1 Not applicable.

4. DISCUSSION

4.1 In June 2013 a review of the EHA Charter commenced as required by the Local Government Act 1999.

4.2 The Draft Amended Charter was developed following consideration the outcomes from a workshop held on 18 September 2013 for EHA Board Members and Senior Council staff and subsequent feedback from constituent Councils. Deb Richardson, Director Community & Planning attended the workshop.

4.3 At the Authority’s Board of Management meeting held on 30 October 2013 the Draft Amended Charter was ratified pending approval from all Constituent Councils. The report that was considered by the Board of Management which summarises the changes to the Charter (from Wallmans Lawyers) is provided at Attachments 1-21.

4.4 The amendments made to the document presented to the Board include:

4.4.1 Inclusion of a Preamble at Clause 1.3.

4.4.2 Minor grammatical changes.

4.5 An amended draft Charter is provided at Attachments 22-52.

5. PREFERRED OPTION & JUSTIFICATION

5.1 The EHA Board, inclusive of City of Prospect Board Members, has been involved in the Charter Review and has endorsed the Amended Charter.

5.2 It is recommended that Council resolve to approve the amended Charter as attached.

..

6. RECOMMENDATION

(1) Council approve and endorse the Eastern Health Authority Draft Amended Charter as the new Charter of the Eastern Health Authority.

Ginny Moon Director Corporate Services Report prepared by Kerry Loughhead, Manager Governance & Administration

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ITEM NO.: 16.4 ON AGENDA TO: Council on 17 December 2013 FROM: Director Corporate Services SUBJECT: Eastern Health Authority First Budget Review 2013-2014 1. PURPOSE OF REPORT

1.1 Eastern Health Authority Inc (EHA) is requesting approval for a variation to their budget.

2. RELEVANCE TO STRATEGIC DIRECTIONS / POLICY

2.1 Local Government Act 1999

2.2 Local Government (Financial Management) Regulations 2011

3. COMMUNITY INVOLVEMENT

3.1 Community consultation was not required in preparation of this report.

4. DISCUSSION

4.1 In accordance with regulation 9 of the Local Government (Financial Management) Regulations 2011, a regional subsidiary of a council must prepare and consider at least three separate budget review reports annually.

4.2 In the event that its budget requires amendment, EHA must seek approval from Constituent Councils pursuant to clause 25 (3) of Schedule 2 of the Local Government Act 1999.

4.3 A written request for approval of an amendment has been received from EHA. A copy of the report and subsequent resolutions which detail the proposed variations is provided as Attachments 1 – 11.

4.4 The EHA Board have agreed that EHA should not request funds from Constituent Councils for funding depreciation costs. This will mean the EHA will run an operating deficit for a number of years. The recently adopted Long Term Financial Plan details the effects of the depreciation. The LTFP and covering explanation letter is provided as Attachments 12-25.

4.5 As a result of the increased depreciation of $53,302 resulting from the fit out of their St Peters office and computer refresh, the subsidiary’s operating result has now changed to be a deficit of $33,562.

4.6 This projected deficit highlights the need to provide sufficient income to cover the future cost of replacing existing assets. The decision to not fully fund depreciation would mean that there would be not enough funding available when these assets (such as the office fit out) need to be replaced. Constituent Councils may be called upon to increase their contributions when the replacement of existing assets fall due, resulting in a cost being subsidised by future generations.

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4.7 As at 30 June 2013, Council owned a 13.47% share in the EHA joint venture project, formed in partnership under the Local Government Act 1999 Section 43. Council’s share of equity equates to $39,769.

4.8 For the 2013-14 EHA projected revised budget Council’s estimated share of equity is 13.6%. Council’s share of equity is projected to be $35,589. This will be a reduction of $4,180 in Council’s equity. This is an unfavourable amount that will affect Council’s operating result.

4.9 Before EHA can adopt the budget amendments, approval must be obtained from all constituent Councils.

4.10 Council’s own adopted budget for 2013-2014 did not include an allocation of profit share from either subsidiary, being both EHA and Waste Care SA. Traditionally this allocation has been included in the fourth quarter budget review, when final audited statements have been received. This is a book figure adjustment and not a cash transaction.

4.11 If Council were to approve the budget variation it would be prudent to make an early adjustment to include the $4,180 anticipated loss on joint venture in its next budget review (Second Budget Review).

5. PREFERRED OPTION & JUSTIFICATION

5.1 The increased allocation of depreciation has been incurred due to the improved assets of EHA and is largely unavoidable due to the decision of acquiring the assets has already passed.

5.2 If Council makes agreement to the budget amendment, it should make amendment to its own budget in the next quarter budget review to include an allocation to loss on joint venture of $4,180.

6. RECOMMENDATION

(1) The request from Eastern Health Authority Inc for budget amendments as a result of their first Budget Review 2013-2014 be approved.

(2) Council make adjustment to its own 2013-2014 budget as part of the second quarter budget review to reflect Council’s portion of the expected loss on joint venture ($4,180).

Ginny Moon Director Corporate Services Prepared by Chris Birch, Manager Financial Services

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City of Prospect

ITEM NO.: 24.1 ON AGENDA TO: Council on 17 December 2013 FROM: Director Community & Planning SUBJECT: Order to Exclude Public - Australia Day Citizen of the Year Award

Nominations 2014 It is recommended:

(1) That under the provisions of section 90 (2) and (3)(a) of the Local Government Act, 1999, an order be made that the public, with the exception of the Chief Executive Officer, Director Corporate Services, Director Infrastructure Assets and Environment, Director Economic Development, Marketing & Communications, Director Community & Planning and the Minute Secretary, be excluded from attendance at the meeting in order to receive, discuss or consider in confidence:

(a) information the disclosure of which would involve the unreasonable disclosure of information concerning the personal affairs of any person (living or dead);

as the item includes the winners of the Australia Day Awards which are to be announced at the Australia Day Citizenship & Awards Ceremony on 28 January 2014.

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