Late Items Agenda of Council - Monday, 12 October 2020

Council 12 October 2020 Item 16.1

THRIVING

ITEM NUMBER 16.1

SUBJECT REVISED REPORT FOR APPROVAL: COVID-19 Update

REFERENCE F2020/01447 - D07560967

REPORT OF Senior Project Officer

This report has been updated to include information and recommendations for Popup Cycleways:

PURPOSE:

To provide:

- An update on the progress of actions in Council’s COVID-19 Relief Packages as adopted 7 April 2020, 9 June 2020 and 13 July 2020,

- Clarification on a number of existing COVID-19 endorsed actions and proposed modification to their application,

- A proposal to streamline the processing of draft site-specific Development Control Plans and Planning Agreements within the Parramatta CBD, as part of the Supporting Development action (R2).

- A new action for consideration, supporting economic recovery through a Live Music Pilot Program that enables the continuation of the City’s summer season of events (R21).

RECOMMENDATION

(a) That Council note the progress of actions in Council’s COVID-19 Community Resilience and Economic Relief Package adopted 7 April 2020, 9 June 2020 and 13 July 2020 (Attachment A).

(b) That Council endorse revisions to the application of 4 of the 32 actions previously endorsed in Council’s COVID-19 Community Resilience and Economic Relief Packages, to more appropriately respond to the changing impacts of COVID-19 on community and businesses and allow for clarity and ease of implementation (see table in paragraph 7). Specifically, this recommendation endorses changes to the following:

i. To split the action F5(a) into three actions to support ease of implementation of fee waivers – F5(a) (modified), F5(c) (new) and F5(d) new.

ii. To introduce a staged reintroduction of license and hire fees for F5(a) – Waiver of License and Hire Fees – Outdoor dining, food stalls, temporary premises and non-commercial advertising, returning to normal charges on 1 April 2021.

iii. To continue a staged reintroduction of hire fees F5(b) – Waiver of License and Hire Fees – Community halls, parks and community venues, returning to normal charges for hirers on 1 January 2020 and for seasonal hire of sports fields upon the commencement of the Winter season; and to update the description of this action.

iv. To introduce a staged reintroduction of license and approval fees for F5(c) – Waiver of Outdoor Dining Fees – License and Approvals (Outside Parramatta Light Rail (PLR) Corridor), returning to normal charges on 1 April 2021.

v. To continue a waiver of license and approval fees for F5(d) Waiver of Outdoor Dining Fees – License and Approvals (inside of Parramatta Light Rail (PLR) Corridor) up until 31 January 2021.

vi. To introduce a staged reintroduction of rents for F7(a) Waiver of Rents – Rent relief to all valid community groups, essential services and not for profit organisations, to update the description of this action, and return to normal charges on 1 April 2021.

vii. To introduce a staged reintroduction of rent relief for tenants of City of Parramatta Council’s Affordable Housing Dwellings for F7(b) Waiver of Rents – Rent relief to all valid community groups, essential services and not for profit organisations, to update the description of this action, and return to normal charges on 1 April 2021.

(c) That Council delegate authority to the Chief Executive Officer to endorse placing a draft site-specific Development Control Plan and/or a draft Planning Agreement on public exhibition for any site within the Parramatta CBD planning proposal boundary where the following criteria have been met:

i. Any draft site-specific DCP is consistent with the objectives of the Parramatta CBD Planning Proposal and the supporting documents considered by Council when it endorsed the Parramatta CBD Planning Proposal for the purposes of consultation (at its meeting on 25 November 2019);

ii. Any draft Planning Agreement is consistent with policy framework for Community Infrastructure in the Parramatta CBD and consistent with the objectives of Council’s Planning Agreements Policy;

iii. The applicant has confirmed they have no objections to the content of the draft site-specific DCP and/or draft Planning Agreement to be exhibited; and

iv. Councillors have been provided a copy of the draft site-specific DCP and/or draft Planning Agreement and given 7 days to allow consideration of the draft document(s) and opportunity to request they be reported to Council prior to it/them being exhibited.

(d) That Council implement a live music pilot program to support delivery of the City’s summer season of events between 1 November 2020 to 31 March 2021, and makes the following amendments to Council’s current Outdoor Dining Policy to enable this to occur:

i. To strike out the words ‘loudspeaker equipment’ from Section 3.2.3 of the policy;

ii. To alter Section 7.4.8 of Individual Standard User Agreements to remove restrictions on ‘musical instruments’ and ‘other equipment’ being used in an Outdoor Dining Area;

iii. That the changes to the Outdoor Dining Policy in Section 3.2.3 and Section 7.4.8 of Individual Standard Use Agreements apply on a temporary basis from 1 November 2020 to 31 March 2021, after which time the policy reverts back to current conditions.

(e) That, a report be provided to Council at the conclusion of the live music pilot program for consideration.

(f) That Council note the updated information regarding popup cycleways proposals on Thomas St and Wigram St provided at Attachment 1 and endorse the proposal for delivery by Transport for New South Wales.

(g) Further, that a report to Council be provided within 12 months from completion of installation for direction on removal or replacement, evaluating the performance of the popups and a summary of community feedback to date.

BACKGROUND

1. The impact of the COVID-19 Pandemic (COVID-19 or pandemic) has been felt across Australia since March 2020. As Australia’s fifth largest economy, Parramatta will bear a substantial portion of these impacts.

2. Council approved its first COVID-19 Community Resilience and Economic Relief Package on 7 April 2020 valued at $3 million, to respond and provide support for the local economy and community

3. Further support packages, including creative economy support, were approved 9 June 2020 and 13 July 2020.

COVID-19 Community Resilience and Economic Relief Package – Progress Report

1. Council endorsed its COVID-19 Relief Package on 7 April 2020. This included 23 actions that focus on financial relief, jobs and investment, health and wellbeing, and support for vulnerable people, totally $3 million in support.

2. An additional 5 actions were included in an endorsed Creative Economy Support Program on 9 June 2020.

3. An additional 4 actions were included to focus on rapid community and economic recovery on 13 July 2020.

4. Of the 32 actions that have been endorsed in the COVID-19 Community Resilience and Economic Relief Packages, 11 actions are completed, 21 actions are progressing- on track and no actions are progressing- off track. Full details are provided in the COVID-19 Community Resilience and Economic Relief Package – Action Tracker Progress Report September 2020 (Attachment A).

Previously endorsed COVID-19 Relief Package actions, now requiring revision

5. The nature and experience of COVID-19 in our community is changing, as are physical distancing requirements. Reopening of businesses, programs, services and facilities are well underway. Four of the actions that were endorsed by Council in its first COVID-19 Relief Package in April 2020 (which focused on relief measures in a time of crisis) are now no longer applicable in their current form and require revision to respond to the changing COVID-19 context.

6. The four actions proposed for revision are listed in the table below. A comparison of the changes proposed against the original endorsed action application description, as well as the reason for change, is provided in full at Attachment B.

7. Action F5(a) as it currently stands relates to waiver of license and hire fees for: outdoor dining, food stalls, temporary premises and advertising. Changes are proposed to this action item to provide clarity and ease of implementation of waivers, especially in the context of additional waivers that will result for those outdoor dining businesses within the Parramatta Light Rail (PLR) Corridor. It is proposed to split action F5(a) into three actions – F5(a) (modified), F5(c) (new), F5(d) (new).

Action Number	Title	Proposed New Title	Description	Proposed New Description
F5	(a) Waiver of License and Hire Fees -Outdoor dining, food stalls, temporary premises and advertising	(a) Waiver of License and Hire Fees -Outdoor dining, food stalls, temporary premises and non- commercial advertising	The Council will waive pre-paid and ongoing licence fees and hire fees for outdoor dining licenses, food stalls, temporary premises and advertising for the period of the shutdown	Council will provide a staged reintroduction of license fees relating to food stalls, temporary premises and non-commercial advertising. The waiver of license fees will apply as follows: - between 13 October 2020 to 31 December 2020: 50% reduction - between 1 January 2021 to 31 March 2021: 25% reduction - between 1 April 2021 to 30 June 2021: 0% reduction, return to normal A review of further need will occur at the end of this period, or if COVID-19 related circumstances significantly change.
F5	(b) Waiver of License and Hire Fees – Community halls, parks and community venues	No change.	The Council will waive pre-paid and ongoing licence fees and hire fees for community halls, parks and community venues for the period of the shutdown	Council will provide a staged reintroduction of license and hire fees for Community halls, parks and community venues. The waiver of fees will apply as follows: - a 50% waiver for summer seasonal hire for the full summer season; - A 50% waiver for annual hirers for a further 3 months; - The continuation of standard fees and charges and available subsidies for all casual hire of community facilities, parks and sportsgrounds A review of further need will occur at the end of this period, or if COVID-19 related circumstances significantly change.
F5	(a) Waiver of License and Hire Fees -Outdoor dining, food stalls, temporary premises and advertising	(c) Waiver of Outdoor Dining Fees – License and Approvals (Outside Parramatta Light Rail (PLR) Corridor)	The Council will waive pre-paid and ongoing licence fees and hire fees for outdoor dining licenses, food stalls, temporary premises and advertising for the period of the shutdown	Council will provide a staged reintroduction of license and Approval fees for outdoor dining licenses outside the PLR Corridor. The waiver of Fees will apply as follows: - between 13 October 2020 to 31 December 2020: 50% reduction - between 1 January 2021 to 31 March 2021: 25% reduction - between 1 April 2021 to 30 June 2021: 0% reduction, return to normal A review of further need will occur at the end of this period, or if COVID-19 related circumstances significantly change.
F5	(a) Waiver of License and Hire Fees -Outdoor dining, food stalls, temporary premises and advertising	(d) Waiver of Outdoor Dining Fees – License and Approvals (Inside of Parramatta Light Rail (PLR) Corridor)	The Council will waive pre-paid and ongoing licence fees and hire fees for outdoor dining licenses, food stalls, temporary premises and advertising for the period of the shutdown	Waiver of Outdoor Dining Fees inside the PLR Corridor will continue until 31 January 2021 and in accordance with Council Resolution of 28 October 2019.
F7 (a) (b)	Waiver of rents-Rent relief to all valid Outdoor Dining Approval holders outside of the PLR Corridor, community groups, essential services and not for profit organisations	Waiver of Rents - Rent relief to all valid community groups, essential services and not for profit organisations	The Council will waive all rents for Council owned assets which are occupied by community groups, essential services and not for profit organisations	F7(a) Council will extend the rent waiver currently in place for Council owned assets which are occupied by community groups, essential services and not for profit organisations. The rent waiver will apply: - between 13 October 2020 to 31 December 2020: 50% reduction - between 1 January 2021 to 31 March 2021: 25% reduction - between 1 April 2021 to 30 June 2021: 0% reduction, return to normal A review of further need will occur at the end of this period, or if COVID-19 related circumstances (including legislation) significantly change. F7(b) In addition, Council will provide rent relief for tenants of City of Parramatta Council’s Affordable Housing Dwellings, if tenants qualify for financial hardship and a request is made for rent reduction, on the following basis: - between 13 October 2020 to 31 December 2020: 50% reduction - between 1 January 2021 to 31 March 2021: 25% reduction - between 1 April 2021 to 30 June 2021: 0% reduction, return to normal

Streamlining the processing of draft site-specific Development Control Plans and Planning Agreements within the Parramatta CBD

8. Council Officers are investigating options for streamlining the assessment and processing of planning matters to support Council’s Planning Acceleration Program (endorsed by Council at its meeting on 13 July 2020). An opportunity has been identified to help streamline the assessment of site-specific Development Control Plans (DCPs) and Planning Agreements that are consistent with the planning framework set out in the Parramatta CBD Planning Proposal and Council’s policy framework for Community Infrastructure in the Parramatta CBD. These are cases where Council has a clear policy framework that can be used to assess draft site-specific DCPs and Planning Agreements.

9. Currently draft site-specific DCPs and Planning Agreements in the Parramatta CBD are the subject of two Council reports as follows:

a. They are reported to Council for endorsement to be placed on public exhibition,

b. They are reported back to Council post-exhibition.

10. In cases where the draft site specific DCP and draft Planning Agreement are consistent with Council’s adopted framework (Parramatta CBD Planning Proposal and Council’s policy framework for Community Infrastructure in the Parramatta CBD) these reports are procedural in nature. Therefore, Council Officers consider that this process could be streamlined by delegating to the Chief Executive Officer or Executive Director City Planning and Design the decision to place a draft site-specific DCP and draft Planning Agreement on exhibition. In cases where these documents are consistent with the principles underpinning the Parramatta CBD Planning Proposal and Council’s adopted Parramatta CBD Community Infrastructure Strategy. Any matters that are inconsistent or where agreement has not been reached on the content / controls of the draft site-specific DCP and/or Planning Agreement would be referred to Council prior to exhibition.

11. In determining whether to exhibit a draft site-specific DCP and/or Planning Agreement under delegation, the principles with which Council officers would ensure consistency are as follows:

a. Location: This option would only be available to site-specific matters within the Parramatta CBD (as Council has a clear policy framework for planning matters in this precinct, including both draft planning controls and a framework for Community Infrastructure provision)

b. DCPs: The main planning controls that the draft DCP controls reflect are to be consistent with those of the draft Parramatta CBD Planning Proposal as follows:

i. Land Use Zoning

ii. Height of Buildings (HOB) (including any relevant solar access provisions)

iii. Floor Space Ratio (FSR) (including provisions relating to any relevant bonuses)

iv. Heritage impacts

v. Flood management

vi. Car Parking controls

vii. Commercial Floor Space

viii. Active Frontages

ix. End of Journey Facilities

c. Planning Agreements: The draft Planning Agreement should be consistent with the policy framework for Community Infrastructure in the Parramatta CBD, namely:

i. The overall value of the Planning Agreement is consistent with Council’s current “Phase 1” and “Phase 2” value sharing rates (being $150/sqm and $375/sqm respectively)

ii. The draft terms of any land dedication or works-in-kind are to be fully agreed by Applicant and Council officers, with no outstanding issues.

iii. Payment staging consistent with Council’s Planning Agreements Policy.

iv. Recent additional clauses generally introduced to Planning Agreements in the Parramatta CBD, addressing the following potential circumstances:

1. If the rate in the Parramatta CBD Community Infrastructure framework changes;

2. If the site proceeds in whole or in part as a non-residential use (in which case the framework would not apply to non-residential floor space); and

3. If Council decides not to proceed with the Community Infrastructure framework, and instead pursues amendments to its other contributions plans.

d. Consistency with the above would not guarantee that a site-specific DCP and/or Planning Agreement would be exhibited under delegation. It would be within the discretion of the Chief Executive Officer / Executive Director City Planning and Design to forward a pre-exhibition report to Council even if the documents are consistent with the above principles if they consider that there is a particular reason for doing so.

12. Under this recommended process, it is proposed that Councillors would be provided with a copy of the documents proposed for exhibition and given 7 days to request the matter be reported to Council prior to exhibition. This will give Councillors the opportunity to “call up” a draft site-specific DCP and/or draft Planning Agreement to a Council meeting to allow Councillors to discuss and consider the draft documents. Draft site-specific DCPs and Planning Agreements would continue to be reviewed and considered for adoption by Council post-exhibition as per current practice.

13. This process would provide the following benefits/ outcomes:

a) support for delivering on Council’s Planning Acceleration Program

b) allowing the diversion of staff resources that are currently applied to preparing Council reports on these matters to support progression of priority projects such as finalising the Parramatta CBD Planning Proposal

c) Assisting developers who wish to pursue Design Excellence Competitions in anticipation of the finalisation of the Parramatta CBD Planning Proposal to resolve a site-specific DCP and Planning Agreement more efficiently. This will also help discourage these applicants from lodging site-specific Planning Proposals.

Proposed new action – Live Music Pilot Program

14. The impact of COVID-19 on small businesses in retail and hospitality sectors in Parramatta has been significant.

15. The City has a series of events scheduled over the summer season including Parramatta Lanes. These events are critical to bringing investment and visitors into the City which is vital to the support of local business and now in the context of COVID-19 is critical to their survival. However, due to physical distancing measures the delivery format of these events must now be modified.

16. Live music is a critical component of these events, delivering much-valued entertainment for the community, but also typically draws crowds of people which under current public health orders is very difficult to manage.

17. A solution for delivering live music as part of the City’s summer season of events, is to trial provision of live music through existing venues which can be more easily monitored against public health orders.

18. A 5-month live music pilot program is proposed, as follows:

a. Runs 1 November 2020 to 31 March 2021

b. Applies to the entire Parramatta LGA

c. Is voluntary for small businesses with existing outdoor dining approvals

d. Full details are provided at Attachment C

19. In order to implement the live music pilot program, the following temporary amendments to Council’s current Outdoor Dining Policy would be required for the period of the pilot, after which they would revert back to current conditions:

a. Section 3.2.3 of the Outdoor Dining Policy would be altered to remove the words ‘loudspeaker equipment’;

b. Section 7.4.8 of Individual Standard User Agreements for participating venues is altered to remove restrictions on ‘musical instruments’ and ‘other equipment’ being used in an Outdoor Dining Area.

20. Council officers will work with individual participating venues to alter the terms of their Individual User Agreement to facilitate the live music pilot program within their Outdoor Dining Area

21. Potential risks include the impact of live music programming in Outdoor Dining Areas on neighboring businesses. To mitigate potential risks, appropriate measures to co-ordinate and implement the program will be developed, including:

a. Issuing approvals for live music for 30 days, which can be renewed or revoked at Council’s discretion;

b. Centrally co-ordinating the management of the pilot program across Council to avoid programming conflicts and manage logistical issues as they may arise.

22. To be eligible to participate in the live music pilot program, businesses must not have any barriers to providing live music or entertainment on their premises in their existing development consent.

23. The pilot aligns with Council’s recently endorsed Parramatta Night City Framework 2020-2024 and will be managed by Council’s Economic Development Team, supported by Property Services, Place Services and City Experience teams. A report on the program will be provided to Council at the conclusion of the pilot.

24. The proposed live music pilot program is envisaged to make a significant impact for the economy and local businesses through encouraging visitation to the CBD, and by supporting the renewal of social connections for community members post COVID-19 lockdown period.

Popup Cycleways

25. At the Council meeting September 14, Council endorsed proceeding with popup cycleways on Wigram St Harris Park and Thomas St Parramatta, with Transport for NSW (TfNSW) covering all capital and operating costs.

26. However, since this meeting, TfNSW has issued a number of clarifications about the project that staff consider significant enough that they require further urgent Council direction.

27. TfNSW have indicated via email (9/10/2020) that they urgently require an answer by early next week (12 October) and advise that the funding may be withdrawn and reallocated if no response is provided.

28. The major changes are as follows:

a) Long shared paths are not supported by TfNSW therefore the proposed shared path on Cambridge Street (part of the Wigram Street popup) would need to be changed to an on-road cycleway, resulting in the loss of 6 on street 4P parking spaces as per the updated concept at Attachment 1.

b) Popup cycleways are to be installed through notification under temporary powers delegated under S115 of the Roads Act as per Attachment 3, not the statutory 28-day consultation required for permanent facilities.

29. TfNSW have advised that the intention of provision via temporary powers is to both enable the quick installation and that the physical popup cycleway will serve as the consultation tool. Impacts will be assessed, and works can be modified by TfNSW in response to community feedback.

30. TfNSW have committed to ongoing review and consultation support, and within 12 months the facility will be reviewed and a report to Council prepared. The report would outline whether the facility was successful or not from a user and community perspective, and whether it should be removed or replaced with a permanent facility.

31. Council can resolve to proceed with either route, both or neither.

CONSULTATION & TIMING

Stakeholder Consultation

32. The following stakeholder consultation has been undertaken in relation to this matter:

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
August – September 2020	Council Staff	All COVID-19 actions were developed with staff and management input	Council’s COVID-19 related actions reflect staff and management input, both via individual consultation and the Crisis Management Team	City Strategy Unit
September 2020	Council Staff	All Live Music Pilot Program actions were developed with staff and management input	Live Music Pilot Program related actions reflect staff and management input, both via individual consultation and the Crisis Management Team	City Strategy Unit

Councillor Consultation

33. The following Councillor consultation has been undertaken in relation to this matter:

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
13 July 2020	All Councillors	Councillors endorsed a report to be provided to the September Council meeting to further consider fee waivers	Fee waivers presented as part of this September Council Report	City Strategy
August 2020	All Councillors	Briefing Note provided to Councillors for their information on progress made related to Council’s COVID-19 package throughout August	Briefing note provided to Councillors for their information	City Strategy
September 2020	Lord Mayor	Executive Director City Planning and Development provided briefing to Lord Mayor on action R2 – Supporting Development	Lord Mayor briefed on action R2 – Supporting Development	City Planning
September 2020	All Councillors	Executive Director City Planning and Development provided briefing to all Councillors on action R2- Supporting Development at the planning matter briefing prior to the Council meeting	Councillors briefed on action R2- Supporting Development at the planning matter briefing	City Planning

FINANCIAL IMPLICATION FOR COUNCIL

34. The proposed revisions to Council’s previously endorsed COVID-19 actions will reduce the amount of lost revenue to Council over the coming ten-month period, primarily through a paring back of license, hire fee and rent waivers as businesses continue to work to varied business models and operating hours. However, this will be reviewed at least quarterly. Any revenue from a return to partial charging for these businesses will result in a positive budget impact, given that the exhibited 2020/21 budget assumes no revenue from these services.

35. The financial implications resulting from the proposed revisions to previously endorsed COVID-19 Relief Package actions is estimated to be as follows:

I. F5(a) Waiver of License and Hire Fees and F5(c) Waiver of Outdoor Dining Fees (Outside the PLR Corridor) – returning to a 50% waiver rate for license and hire fees for outdoor dining licenses (outside of the PLR corridor), food stalls, temporary premises, and non-commercial advertising would realise approximately $30,000 in revenue in Q2.

II. F5(b) Waiver of License and Hire Fees – returning to a 50% waiver rate for community halls, parks and community venues would realise an estimated (maximum) of $114,000 in revenue for Q2, recognising that the current budget does not include any revenue for hire of these facilities in Q2 (due to COVID-19). The level of hire activity is not easy to predict at this stage.

III. F7(a) Waiver of Rents – Returning to 50% rent relief to all valid Outdoor Dining Approval holders outside of the PLR Corridor, community groups, essential services and not for profit organisations renting Council facilities would result in approximately $37,000 in revenue for Q2.

IV. F7(b) Waiver of Rents – Affordable Housing Tenant Relief – if endorsed and applied at a 50% waiver, this would realise a maximum of $17,000 in revenue in Q2. No rent relief has been requested to date.

V. R2 Supporting Development – No financial impact.

VI. R21 Live Music Pilot Program - $10,000 has been allocated to implement the trial program from the Economic Development Special Rate, in addition to the budget allocation towards the City Events and Festival program. While this initiative will not provide any revenue directly to Council, it is estimated that the program could inject approximately $50,000 - $100,000 directly into local businesses over the trial period, which will aide in economic recovery.

36. TfNSW will 100% fund the entire popup cycleway program, therefore there will be no capital or operating cost impact to Council.

Katie Wearne

Senior Project Officer

Paul Perrett

Chief Financial Officer

Ian Woodward

Group Manager Legal Services

Geoff King

Group Manager City Strategy

Brett Newman

Chief Executive Officer

Attachments:

1 ⇩	Attachment A - September Action Tracker - Council's COVID-19 Response Package	10 Pages
2 ⇩	Attachment B - Proposed Changes to Applciation of COVID-19 Previously Endorsed Actions	2 Pages
3 ⇩	Attachment C- Proposed live music pilot program in Outdoor Dining Areas.docx	4 Pages

REFERENCE MATERIAL

Council 12 October 2020 Item 18.4

NOTICE OF MOTION

ITEM NUMBER 18.4

SUBJECT NOTICE OF MOTION: Dence Park Pool

REFERENCE F2017/03692 - D07669848

FROM Councillor Tyrrell

This Notice of Motion has been revised by Clr. Tyrrell:

MOTION

(a) That Council notes it resolved on 14 April 2020 (‘Dence Park Master Plan Implementation Plan’) to allocate $12M to ‘Package 1’ - Epping Pool Facilities, and $6.5M to ‘Package 2’ - Epping Pool Buildings, and that a further report was to be brought to Council in the event that the building elements were anticipated to require a budget in excess of $6.5M.

(b) That Council notes the $12M ‘Package 1’ Epping Pool Facilities estimate was based on a 50m outdoor pool, 20m indoor pool, and water play area.

(c) That Council notes a community and Epping Ward Councillor preference for a 25m indoor pool which adds $2.58M in additional cost to the Epping Pool Facilities package.

(d) That Council notes Point 19 of the 14 April 2020 Council report stated “Package 2 will undergo a quantity survey”, and that ‘Package 2’ has now undergone a quantity survey which identified an additional $2.92M in Epping Pool Buildings cost to make the existing buildings accessible and future-proof, and to add additional new building facilities to support expanded Learn-to-Swim and other programming.

(e) That, to address this $5.5M in additional project cost, the CEO is to:

i. Defer construction of the approx. $1M water play element, but still include the necessary pipework/plumbing within the project scope

ii. Allocate additional funding to the Epping Pool project to bring the total approved project budget to $22.8M as follows:

Description	Amount	Commentary
*Included in DPOP over 3 Years*
SCF Grant Funding	$ 13,300,000
Section 7.11 Former Hornsby Plan (Open Space & Recreation)	$ 5,200,000
Total Approved Budget Spend	$ 18,500,000

*Additional Allocated Funds to Project*
SCF Grant Funding	$ 1,000,000	Funds allocated to Epping Library Improvement works to be funded by Section 7.11 Former Hornsby Plan (Community Facilities)
Section 7.11 Former Hornsby Plan (Open Space & Recreation)	$ 3,300,000	Projected contributions received from 2020/21 financial year through 2022/23 financial year.
Total Additional Allocated Funds	$ 4,300,000

Total Amended Project Budget	$ 22,800,000

(f) That the CEO, as a matter of priority, proceed to public consultation, detailed design, and costings to enable the Epping Pool project to proceed to tender with the following key elements:

1. A 25 metre Indoor Pool

2. An 8 lane 50m Outdoor Pool

3. Refurbishment of the existing pool amenities building

4. Pipework/plumbing to support future water play elements.

(g) That Council notes that the estimated total budget for this project scope $23,019,780 (a budget shortfall of $219,780).

(h) That during detailed design, the CEO endeavour to minimise use of the project design contingency budget of $1.75M to address the budget shortfall of $219,780 whilst delivering the project to Councillor and community expectations.

(i) That the CEO seek additional capital funding sources for the water play area.

(j) That the CEO consult with the Epping Ward Councillors and other interested Councillors on facility programming to ensure that the facility is used to its full potential.

(k) Further, that information on the anticipated total cost of construction, and the pool’s future operating model, be brought to Councillor Workshop prior to the public Tender going out to market.

BACKGROUND

1. No background was provided for this Notice of Motion.

Bill Tyrrell

Councillor

DIRECTOR, PROPERTY & PLACE RESPONSE

2. The scope of Epping Pool works as outlined in the Dence Park Master Plan and in the Dence Park Master Plan Implementation Plan (14 April 2020 Council report) includes a new 8-lane 50m outdoor pool, new indoor pool, new water play facilities, new ‘sky bridge’ access, an upgraded amenities building, and enhanced spectator seating.

3. In April 2020, Council endorsed an $18.5M budget for Epping Pool, and the Dence Park Master Plan Implementation Plan. The Implementation Plan identified three packages of work. Package 1 encompassing the pool facilities; Package 2 encompassing the pool buildings; and Package 3 the remainder of the Dence Park.

4. The original and revised scope for this project is summarized in the table below:

	Description	Assumptions	14 April	Assumptions	12 Oct	Explanation of increase
Package 1 Pools	50M pool 20M indoor pool	Preliminary QS completed.	$11M	Indoor Pool increase 25M Water play area removed (increase $2.58M)	$13.58M
Package 1 Water Play area	Water Play Area		$1M	Recommend defer (assume cost $1m)	Nil
Package 2	Epping Buildings	Subject to QS report and report back to Council re funding	$6.5M	Add accessibility & new building to support learn to swim program (increase $2.92M) (preliminary QS complete)	$9.42M

Total			$18.5M		$23M

5. An internal investigation will be completed, and a report provided to the CEO setting out the reasons for the change in costs and making recommendations as to any changes and improvements in process to improve assurance regarding projects costings.

6. This alternative scope, based on a quantity survey estimate of $23,019,780, may be achieved by laying the waterplay pipework/plumbing and deferring the construction of the $1M waterplay equipment, and internal transfers of S7.11 funding as outlined in the Notice of Motion.

7. This would result in a funding shortfall of $218,780.

8. It is reasonable to anticipate at this stage that this remaining funding shortfall can be funded from the $1.75M design contingency component of the project budget.

Alternative Delivery Options

9. Alternate delivery options are possible but one of these (Option 4) is recommended by staff.

10. Option 1 – Proceed to design and construct only Package 1

It became evident through the due diligence process that it is not possible to separate Package 1 and Package 2.

This is due to access requirements, and storage of pool plant and equipment. In order for pool users to access the pool, they need to go through the amenities building. There are no other cost-effective alternative accessible pathways for users.

In addition, the existing pool pump room is structurally inadequate for the new facility. As such significant modifications will need to be made to the amenity building’s existing ground floor in order to create a new space for the pool plant and equipment.

Due to the above two reasons, it is also unlikely that a DA approval if Council proceed with only Package 1 would grant due not addressing the DDA compliance.

11. Option 2 – Design Package 1 and 2, but defer the construction of Package 2

This is not recommended for the same reason as Option 1.

12. Option 3 – Reduce the indoor pool

Reducing the indoor pool to 20m would reduce the budget by $2.58M, and allow Council to still deliver an extensive learn-to-swim program. However it is understood that this option is not preferred by Epping Ward Councilors or some elements of the Epping community.

It is noted that constructing a 25m indoor pool now allows for a wider range of activities over a 40-50 year asset life-cycle in a precinct undergoing rapid population growth. It is further noted that it would be exceedingly difficult and expensive to undertake a 5m indoor pool extension at a later date.

13. Option 4 - Defer the construction of the water play

This is a plausible option, is included in the Notice of Motion and saves approximately $1M. Subject to additional capital funding, it would not be difficult to add the water play equipment at a later date.

FINANCIAL AND RESOURCE IMPLICATIONS

14. $4.3M of the $4.5M funding shortfall may be addressed through a combination of internal S7.11 transfers as outlined in the Notice of Motion.

15. $1M from the Stronger Communities Fund (SCF) for Epping is currently allocated to upgrading Epping Library and Leisure and Learning Centre. The Notice of Motion proposes that Section 7.11 Former Hornsby Plan (Community Facilities line) be used to fully fund the library upgrade works instead. This will release the $1M SCF funding to be allocated to Dence Park Pool.

16. Council anticipates that $3.3M will be collected in the Section 7.11 Former Hornsby Plan (Open Space and Recreation) over the 2020/21, 2021/22 and 2022/23 financial years. It is permissible to allocate these funds towards Dence Park Pool. However, this will have short term implications for open space acquisition or undertaking upgrades to open spaces in Epping.

17. The above would provide $4.3M additional funding towards Epping Pool, and brings the total amended project budget to $22,800,000. It is anticipated that the remaining budget shortfall of $219,780 can be addressed through savings in the design contingency.

Bryan Hynes

Director, Property & Place

Brett Newman

Chief Executive Officer

Attachments:

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Concept Drawing

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