AGENDA
COVID-19 Relief and Recovery Committee
7 April 2020
Time: |
5.00pm |
Location: |
E-Meeting, Streamed live via the City's website http://webcast.vincent.wa.gov.au/ |
David MacLennan
Order Of Business
2 Apologies / Members on Leave of Absence
3 (a) Public Question Time and Receiving of Public Statements
(b) Response to Previous Public Questions Taken on Notice
5 Applications for Leave of Absence
7.2 Review of Guidelines for Electronic Council Proceedings
7.3 Implementation Plan Update
7.4 Community and Social impact on Sporting Clubs and Associations
7.5 Town Team Collaboration & Business Support Update
1 Introduction and Welcome
“The City of Vincent would like to acknowledge the Traditional Owners of the land, the Whadjuk people of the Noongar nation and pay our respects to Elders past, present and emerging”.
2 Apologies / Members on Leave of Absence
3 (a) Public Question Time and Receiving of Public Statements
(b) Response to Previous Public Questions Taken on Notice
Nil
5 Applications for Leave of Absence
Nil
That the COVID-19 Relief and Recovery Committee NOTES the update on the City’s actions relating to the COVID-19 pandemic. |
Purpose of Report:
This report provides an update on the actions to manage the COVID-19 pandemic in the City.
Background:
From mid-March it started to become clear that Australia’s response to the COVID-19 pandemic would have an effect on the City – both community and organisation. This response has involved regular announcements from the Prime Minister’s Office, on behalf of a National Cabinet, and the Australian Health Protection Principal Committee (AHPPC).
The announcements have been designed to reduce people’s ability to move around and gather; resulting in restrictions to travel, and temporary closure or significant impact to many community facilities and local businesses. Many of these announcements have become enforceable by WA Police through declaration of a State emergency, both through the Emergency Management Act 2005 and the Public Health Act 2016. A list of announcements and directives up until 27 March 2020 has been included in Sections 2.2 and 2.3 of the COVID-19 Relief and Recovery Strategy (the Strategy).
The impact of the National public health response on our health and wellbeing, community and organisation led to a strategic approach being adopted through the Strategy and COVID-19 Committee. This is supported by the operational component of the response, which has resulted in all service units within the City implementing mechanisms to maintain service performance to the community. This is being led from a public health perspective with significant contributions across the organisation, and support from a resilient community. The City has adopted a measured, scientific and educative approach to managing COVID-19.
Details:
COVID-19 Announcements
A further announcement from the National Cabinet on 29 March 2020 is to be added to the Implementation Plan. National Cabinet agreed to restrict both indoor and outdoor gatherings to two persons only with exceptions for families, funerals, weddings, workplaces and shops. It was also agreed playgrounds, skate parks and outside gyms should be closed.
These restrictions have further impacted the City’s ability to provide facilities which support physical activity, play and wellbeing, in additional to the already physical closure of Beatty Park Leisure Centre, Library and Local History Centre and Loftus Community Centre. The following actions have been implemented to manage these restrictions:
1. The Parks Team and Rangers have been monitoring the City’s public spaces and educating members of the public on social distancing measures;
2. Playgrounds which are fenced off from the remainder of the park have been locked;
3. Closure signage has been erected at all playgrounds; and
4. Adjacent barbecues and drinking fountains which require close face contact have been closed.
On 30 March 2020 a wage subsidy ‘JobKeeper payment’ program was announced by the Prime Minister’s Office. While this subsidy does not apply to local governments, many businesses operating within the City would be eligible.
Actions by the City
The Strategy contains objectives which guide COVID-19 relief and recovery. These objectives are implemented by the City in its day-to-day operations to ensure the City is fulfilling its commitment to be a strong community role model, setting a high standard to protect public health. Actions to support this approach, include:
1. Transitioning customer service away from face-to-face contact, providing uninterrupted service delivery primarily online and via the telephone;
2. Implementing workplace-based social distancing strategies by enabling functionality to work from home – including electronic attendance at Council meetings. Frontline workers who work in community spaces are also implementing strategies;
3. Communicating all directives to affected businesses and community members through social media, website, via phone and e-mail, and in person where practicable to do so;
4. Monitoring community spaces to educate the community on health directives;
5. Designing information technology solutions for high quality service delivery;
6. Monitoring the level of service delivery during the COVID-19 restrictions including changes to the demand for City services;
7. Implementing systems to control hazards associated with COVID-19; and
8. Engaging with community members on COVID-19 relief and recovery.
These actions enable the City to gather information and data which can inform the Implementation Plan. They also demonstrate the City’s commitment to the community and its workforce, and ability to respond in a fast changing environment. This is occurring in an environment with a highly engaged and concerned community.
Consultation/Advertising:
Nil.
Legal/Policy:
Nil.
Risk Management Implications:
COVID-19 is considered a very high risk to the City.
Strategic Implications:
This is in keeping with the City’s Strategic Community Plan 2018-2028:
Innovative and Accountable
Our community is aware of what we are doing and how we are meeting our goals.
SUSTAINABILITY IMPLICATIONS:
Nil.
Financial/Budget Implications:
The financial and budget implications of COVID-19 will be covered in separate reports to the Committee.
Comments:
The recent emergence of COVID-19 has required an agile response from the City and the community. Actions have been put in place to manage this incident and support the Strategy and Implementation Plan. These arrangements are in place to protect the most vulnerable in our community.
Attachments: 1. Electronic Council Proceedings - Guidelines ⇩
That the COVID-19 Relief and Recovery Committee: 1. NOTES the Guidelines for Electronic Council Proceedings, at Attachment 1; and 2. REQUESTS the Chief Executive Officer to review and propose amendments to the City’s Policy 4.2.3 – ‘Council Briefings, Meetings & Forums – Format, Procedure and Maximum Duration’ to allow for electronic Council proceedings. |
Purpose of Report:
To consider the format and procedure of Council Briefings and Meetings, Audit Committee Meetings and other Committee Meetings (Council proceedings) that are held electronically in accordance with regulation 14C of the Local Government (Administration) Regulations 1996.
Background:
On 25 March 2020 Parliament approved amendments to the Local Government (Administration) Regulations 1996 (Regulations) which allow Council and Committee meetings to be held electronically during a public health emergency or state of emergency. The current COVID-19 pandemic is a public health emergency. The Mayor confirmed by email on 31 March 2020, in accordance with regulation 14D(3) of the Regulations, that future Council Briefings, Council Meetings, Audit Committee and COVID-19 Relief and Recovery Committee Meetings would be held electronically, via video-conference, for the duration of the COVID-19 pandemic.
Public notice of the change to electronic meetings was published on the City’s website on 27 March 2020.
Electronic meetings are not contemplated in the City’s Meeting Procedures Local Law 2008 or Policy 4.2.3 – ‘Council Briefings, Meetings & Forums – Format, Procedure and Maximum Duration.’
Details:
Administration has prepared guidelines for the format and procedure of electronic Council proceedings, as at Attachment 1. The guidelines address the following key aspects of an electronic Council proceeding:
· Public access to the video-conference;
· Public question and statement protocols;
· Leave of absence and disclosure of interest protocols;
· Procedure during an electronic Council meeting, including leaving the video-conference and requesting to speak or vote on items;
· Procedure for considering matters behind closed doors; and
· Procedure to deal with technical difficulties.
Administration will review and update Policy 4.2.3 – ‘Council Briefings, Meetings & Forums – Format, Procedure and Maximum Duration’ to incorporate the format and procedure of electronic Council proceedings. In the interim to the completion of the review and adoption of the updated policy by Council, the guidelines will apply.
Consultation/Advertising:
As the guidelines are not a Council Policy no public notice is required.
Legal/Policy:
· Local Government (Administration) Regulations 1996;
· Meetings Procedure Local Law 2008; and
· Policy 4.2.3 – ‘Council Briefings, Meetings & Forums – Format, Procedure and Maximum Duration.’
Risk Management Implications:
Low: It is low risk for the Committee to note and comply with these guidelines.
Strategic Implications:
This is in keeping with the City’s Strategic Community Plan 2018-2028:
Innovative and Accountable
Our community is aware of what we are doing and how we are meeting our goals.
We are open and accountable to an engaged community.
SUSTAINABILITY IMPLICATIONS:
Nil.
Financial/Budget Implications:
Nil.
Attachments: 1. COVID-19 Relief & Recovery Implementation Plan - Update 7 April 2020 ⇩
That the COVID-19 Relief and Recovery Committee NOTES the updates to the COVID-19 Relief and Recovery Implementation Plan included as Attachment 1. |
Purpose of Report:
To consider the update to the COVID-19 Relief and Recovery Implementation Plan.
Background:
Council adopted the COVID-19 Relief and Recovery Strategy and Implementation Plan at the Special Council Meeting on 30 March 2020. The COVID-19 Committee is required to monitor implementation of the City’s response through weekly updates on the Implementation Plan. The purpose of this report is to provide a weekly update on the Implementation Plan.
Details:
The City has continued implementing the various actions identified in the COVID-19 Implementation Plan since it was adopted.
The City convened an electronic roundtable with Town Teams and the Town Team Movement to discuss the impact on our local town centres and businesses. This has resulted in a number of additional actions being included in the Implementation Plan.
The Mayor has written to the Minister for Local Government to advise on the City’s relief and recovery efforts. The Mayor raised local government eligibility for the JobKeeper program and the triennial GRV revaluation.
The City also opened the EOI process for the Leederville Gardens Trust COVID-19 relief funds.
A copy of the updated Implementation Plan is included as Attachment 1.
Consultation/Advertising:
Stakeholder and community engagement will continue through weekly meetings of the COVID-19 Relief & Recovery Committee.
Legal/Policy:
Nil.
Risk Management Implications:
It is low risk for the COVID-19 Committee to note an update on the Implementation Plan.
Strategic Implications:
This is in keeping with the City’s Strategic Community Plan 2018-2028:
Innovative and Accountable
Our community is aware of what we are doing and how we are meeting our goals.
SUSTAINABILITY IMPLICATIONS:
Nil.
Financial/Budget Implications:
Nil.
Attachments: 1. Category 1 & 2 Sporting Clubs and Community Groups Lease Fees ⇩
That the COVID-19 Relief and Recovery Committee NOTES the current status and update relating to the community and social impact on sporting clubs and associations. |
Purpose of Report:
To provide the COVID-19 Relief and Recovery Committee with an update on the current status and support being provided to sporting clubs and associations during the COVID-19 pandemic.
Background:
As the COVID-19 pandemic continues to spread globally, it is important for us to understand the negative community and social impact on our local sporting clubs and associations.
It is well documented that exercise and participation in sport remains an important part of our community’s physical and mental health with communities that actively participate developing strong social bonds. Whilst the physical benefits of sport are widely known, regular exercise is also attributed to the reduction of the risks associated with emotional problems such as anxiety and depression. Regular exercise can also increase self-esteem and self-confidence, reduce social isolation and decrease stress.
With the advice for public gatherings changing daily, it is vital to closely monitor the social, financial and sustainable future of our sporting clubs and associations.
Details:
In recent weeks, sporting clubs and organisations across the world have been forced to confront the reality of the COVID-19, along with the potential financial impact on their club or association, with our local groups no exception.
Administration has been receiving daily cancellations from regular facility and sportsground hirers for bookings on sportsgrounds and community halls. Sporting clubs and organisations are having to either re-structure their daily business operations, or cease them entirely, in order to comply with the strict social distancing rules imposed by the Federal Government.
Most local sporting clubs and associations have postponed the commencement of their winter season. Soccer have halted training and match play until 14 April, basketball until 29 May, and Australian Rules Football and hockey are postponed until 31 May.
It is anticipated that our local sporting clubs and associations will suffer financial losses, with some groups now concerned about their long term financial viability and sustainability. Clubs are currently trying to determine the economic impact of registrations and refunds, along with the subsequent loss of income from canteen and bar sales. In some instances, employed staff undertake the majority of the clubs administrative and management functions, with additional assistance provided by volunteers.
The City has over 35 sporting clubs and associations who regularly utilise City sportsgrounds, community facilities or have a lease or licence over a City owned property. In addition to this, the City has in excess of 60 groups who regularly use City facilities to run community and recreational programs. These groups are also impacted by the reduced capacity numbers, social distancing and cancellations from concerned members.
There have been a number of relief packages and initiatives rolled-out that will assist our sporting clubs, associations and community groups during this pandemic crisis as detailed below:
Cancellations and refunds for bookings
Administration has now contacted all regular and casual hirers of our community facilities, parks and sportsgrounds who have existing bookings and have continued to provide updates on the social distancing guidelines. Groups have not been penalised with cancellation fees being waived along with refunds for cancelled bookings being processed as a priority.
Rent relief
At the Special Council Meeting on 30 March 2020, Council endorsed several COVID-19 urgent relief measures including supporting tenants classified as Category 1 and 2 in the City’s Property Management Framework by providing rent relief. Other tenants will be reviewed on a case-by-case, within the debtor management framework. The tenants identified in Category 1 and 2 are detailed in Attachment 1. The total financial benefit to Category 1 and 2 tenants for six (6) months of rent relief is approximately $13,016.70
Personal Trainers
As part of the City’s Relief and Recovery Strategy, to encourage the uptake of health and wellbeing initiatives being delivered to the community, fees associated with one-on-one Personal Training sessions are being waived. If it is a commercial engagement, use of our facilities is supported on the condition that they are covered for Public Liability Insurance. The cost for a small group fitness session (1-5 people) is usually $330.00 for six months. Administration is in the process of developing a database of all personal trainers using parks and reserves.
Lotterywest
1. Resilient Arts, Sports, Events and Community Groups
Support will be available for not-for-profit arts, sports and community organisations to continue to provide support services and activities for the benefit of the Western Australian community during the pandemic crisis (e.g. maintain staff, pivot operations, maintain viability and build resilience for future recovery).
Information relating to eligibility has not yet been released, however Administration is monitoring the updates and will release the information to sporting clubs, associations and community groups when it becomes available.
2. Funding for Cancelled Events
The State Government has announced that Lotterywest Grants have been prioritised towards a $159 million COVID-19 Relief Fund. Included in this is urgent financial relief for not-for-profit sports, arts and community organisations experiencing hardship as a result of cancelled events. The compensation will include cancellation costs, lost revenue and incurred or committed operational costs associated with the cancelled events.
Information relating to eligibility has not yet been released, however Administration is monitoring the updates and will release the information to sporting clubs, associations and community groups when it becomes available.
State Government Rent Relief for Small Businesses and Not-for-profits
The State Government has announced rental waivers for small businesses and not-for-profits that lease from State Government agencies and trading enterprises for a period of six months to help the lease holders respond to the impacts of COVID-19.
State Government Liquor Licence renewal fees
Liquor licence renewal fees for 2020 will be waived and refunds provided to sporting clubs, community groups and businesses that have already paid, benefitting around 5,500 businesses and organisations with a liquor licence. All clubs located with the City are eligible for this refund and can email information and requests directly to the Department of Local Government, Sport and Cultural Industries. Applications should be processed within 6 weeks from receipt.
JobKeeper Subsidy
The Federal Government has announced a JobKeeper payment to provide wage subsidies to businesses (including sporting clubs and community groups) that are significantly affected by COVID-19. The Government has announced its intention to pass additional legislation to introduce new measures. If legislation is enacted, support will be directed to employers to pass on to employees.
Several of our larger sporting clubs and community groups employee staff to manage administrative tasks and assist with the day to day running of their operations.
Our local sporting clubs, associations and community groups may be eligible for the subsidy if:
· their business has a turnover of less than $1 billion and their turnover has fallen by more than 30 per cent (of at least a month); or
· their business has a turnover of $1 billion or more and their turnover has fallen by more than 50 per cent (of at least a month); and
· The business is not subject to the Major Bank Levy.
Affected groups who employ staff will be able to claim a fortnightly payment of $1,500 per eligible employee from 30 March 2020, for a maximum period of 6 months.
Consultation/Advertising:
Nil
Legal/Policy:
Nil
Risk Management Implications:
Nil.
Strategic Implications:
This is in keeping with the City’s Strategic Community Plan 2018-2028:
Enhanced Environment
Our parks and reserves are maintained, enhanced and well utilised.
Connected Community
We have enhanced opportunities for our community to build relationships and connections with each other and the City.
Our community facilities and spaces are well known and well used.
We are an inclusive, accessible and equitable City for all.
Thriving Places
Our physical assets are efficiently and effectively managed and maintained.
Innovative and Accountable
Our community is aware of what we are doing and how we are meeting our goals.
We are open and accountable to an engaged community.
SUSTAINABILITY IMPLICATIONS:
Nil
Financial/Budget Implications:
The rent relief provided to Category 1 & 2 groups in the City Property Management Framework will result in an estimated reduction in income of $26,000 per annum.
That the COVID-19 Relief and Recovery Committee NOTES the business support measures developed in collaboration with the Town Teams and Town Team Movement. |
Purpose of Report:
To update the COVID-19 Relief and Recovery Committee on the development of business support measures in partnership with the City’s Town Teams and the Town Team Movement.
Background:
Council adopted the COVID-19 Relief and Recovery Strategy and Implementation Plan at the Special Council Meeting on 30 March 2020.
The Implementation Plan includes Key Actions 2.20 Maintain contact with local businesses to understand impacts and support local business adaptation to new requirements and 2.21 Consider sponsorship, grants and relief packages for community groups, sporting clubs and local business.
To commence the delivery of Key Actions 2.20 and 2.21, the City convened the first of a series of weekly meetings with Town Teams and the Town Team Movement on 31 March 2020.
Details:
Supporting local and small business is a key element of the COVID-19 Relief and Recovery Strategy.
Regular electronic roundtable discussions with the Town Teams will enable the City to gain a better understanding of the current state of each town centre, whilst providing an opportunity to share learnings, identify issues and collaboratively develop solutions and business support measures to alleviate the impacts of COVID-19.
The key business support measures identified at the Town Team Roundtable inception meeting include:
1. Business Directory Database – create a comprehensive database of local businesses using existing and newly gathered data, to improve communications between the City and local business;
2. Business Health Checks – establish a system to check-in with the City’s local businesses to better understand where the City can provide support and advocacy, as well as track how businesses are faring, adapting and evolving over the coming months;
3. Support Local ‘Open for Business’ Campaign – continue to champion the Open for Business campaign and the communication of the services being offered and delivery options;
4. Celebrating Success – identify and promote local business and community success stories;
5. Rent Relief Advocacy – collaborate with Town Team Movement to identify what relief landlords are currently providing, what’s working well and what is not, to better inform the City’s advocacy position;
6. Centralise Business Communications – consider how the City could become the conduit for communicating accurate, up-to-date information for and amongst the Vincent business community;
7. Promote Business Relief & Recovery Initiatives – promote and link our business community with relevant information from third party organisations such as the Small Business Development Corporation (SBDC); and
8. Recovery Planning & Reboot – ensure future business and town centre funding allocations consider the changing business and consumer landscape.
Administration has committed to the delivery of the above measures over the coming months. The Business Health Checks initiative commenced on 2 April 2020 and the initial finding will be reported at the 14 April 2020 COVID-19 Relief and Recovery Committee meeting.
Consultation/Advertising:
Stakeholder and community engagement will continue through ongoing business health checks and weekly meetings with Town Teams and the Town Team Movement.
Legal/Policy:
Nil.
Risk Management Implications:
It is low risk for the COVID-19 Committee to note an update on the City’s Town Team collaboration and business support measures.
Strategic Implications:
This is in keeping with the City’s Strategic Community Plan 2018-2028:
Connected Community
We have enhanced opportunities for our community to build relationships and connections with each other and the City.
Thriving Places
We are recognised as a City that supports local and small business.
Innovative and Accountable
We are open and accountable to an engaged community.
SUSTAINABILITY IMPLICATIONS:
Nil.
Financial/Budget Implications:
Nil.
14 April 2020
· COVID-19 weekly update, including update on Strategy and Implementation Plan
· Homeless sector update and the City’s response
· Rent abatement and other relief measures for lessees
· Local Government response to COVID-19
· Service delivery update from Ranger Services
· Community Partnerships update on Strategy and Implementation Plan actions
21 April 2020
· COVID-19 weekly update, including update on Strategy and Implementation Plan