Ordinary Meeting of Council - 23 August 2016 GB.5 / 1 Item GB.5 S10654 10 February 2016

LINDFIELD VILLAGE GREEN - FINAL CONCEPT DESIGN

EXECUTIVE SUMMARY

PURPOSE OF REPORT: To present to Council the final concept plan for the Lindfield Village Green.

BACKGROUND: At the Ordinary Council Meeting of 23 June 2015 Council adopted a concept plan prepared by JMD Design & TZG (Option B) as the preferred design for the Lindfield Village Green. Council also requested that a full review of all comments made by the public and specialist consultants be undertaken; that a larger café space be included; and that the final concept plan be reported back to Council. Council resolved that it would allow minor variations to the preferred concept plan to accommodate potential amendments arising from comments made by the public and specialist consultants.

COMMENTS: A full review of all comments made by the public and specialist consultants has been undertaken and a Pre-Design Services Report has been prepared which includes a final concept plan incorporating the recommended amendments.

Specialist market advice has been sought to optimise the size requirement of the new park café and the finding recommends a larger café space. This is included in the final concept plan.

RECOMMENDATION: That Council adopts the final concept plan as the basis for design development and preparation for the submission of a development application.

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Ordinary Meeting of Council - 23 August 2016 GB.5 / 2 Item GB.5 S10654 10 February 2016 PURPOSE OF REPORT To present to Council the final concept plan for the Lindfield Village Green.

BACKGROUND At the Ordinary Council Meeting of 23 June 2015 considered GB.5 Lindfield Village Green - Preferred Concept Design, which was a detailed analysis of three concept designs prepared for the Lindfield Village Green. Council resolved, in part, that:

A. Council adopt the concept plan prepared by JMD Design & TZG (Option B) as the preferred design.

B. A full review of all comments made by the public and specialist consultants is

undertaken and revisions are made (if required) to the concept plan addressing the key issues raised.

C. Council allow minor variations to the preferred concept plan to accommodate potential

amendments arising from comments made by the public and specialist consultants. D. The preferred concept be modified so as to provide a larger café space, which would be

retained in Council ownership, and would cover annual operating costs attributable to the facility, excluding depreciation.

E. The final concept plan be reported back to Council in 2015 and that the report includes

recommendations in relation to the number of commuter parking spaces to be accommodated within the proposal.

F. That once adopted by Council the final design be made public.

G. In relation to completion of the concept design stage of work for the project, and

pursuant to Section 55(3)(i) of the Local Government Act, Council is of the opinion that a satisfactory result would not be achieved by inviting tenders for the following reasons:

• the consultant team JMD Design and TZG were selected as a result of a

competitive process (an EOI) based on experience and expertise with similar projects;

• the consultant team JMD Design and TZG have a significant amount of prior involvement having worked on the project since December 2014;

• The consultant team JMD Design and TZG preliminary concept design has achieved a high level of community support and meets all the technical criteria;

• Engaging another consultant to complete the concept design would risk loss of design integrity and potentially be a risk to Council’s reputation;

• Engaging another consultant to complete the concept design would result in significant delays to the project which would potentially be a risk to Council’s reputation; and

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• JMD Design and TZG would be at a significant advantage over other potential tenderers and a satisfactory result would not be achieved by inviting tenders at this stage.

H. That the three design teams responsible for the exhibited concept plans be advised of

Council’s decision and thanked for their participation in the project. This report will address resolutions A to F above. In relation to resolution G a decision was made to seek tenders for the next stage of design rather than engaging consultants directly pursuant to Section 55(3)(i) of the Local Government Act 1993. A report went to Council on 10 May 2016 - Design Services - Request for Tender No. 07-2016 which recommended a preferred consultant team to undertake the next stage of design and submit a development application. This proved price advantageous to Council. In relation to Resolution E this has been partly acquitted by a report that came to Council at OMC 10 November 2015 which recommended that Council submit a formal proposal to TfNSW as the basis for commencing negotiations and completing an agreement between the parties for the provision of 100 commuter car parking spaces as part of the proposed Lindfield Village Green project. A formal proposal was subsequently submitted to TFNSW in December 2015 and discussions have commenced. Resolution H requires the three design teams responsible for the exhibited concept plans be advised of Council’s decision and thanked for their participation in the project. This was completed in December 2015. COMMENTS A full review of all comments made by the public and specialist consultants has been undertaken and a Pre-Design Services Report has been prepared which includes a final concept plan incorporating recommended amendments (see Attachment A1). A summary of the report findings and subsequent refinement of the concept plan are set out below. Vehicle circulation – current proposal The current proposal (top diagram) provides a one-way traffic movement along Chapman Lane and one-way along Kochia Lane between Chapman Lane and Milray Street. The review has found this would create potential pedestrian and vehicle conflicts along Chapman and Kochia Lanes in the following areas:

• between the Village Green and the Aqualand retail centre; • between the Village Green and the western part of Kochia Lane (which provides access to

Lindfield Rail Station); and • creates a barrier between the Green and the surrounding destinations to the north and

west.

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Figure 1 – Vehicle circulation showing the Preferred Concept Design (top) with the Final Concept Design (below).

Vehicle circulation - Final Concept Design The revised concept design (bottom diagram) proposes a one-way traffic flow along Havilah Lane in a northern direction and one-way along Kochia Lane between Milray Street and the Havilah Lane intersection. A shared zone with restricted vehicle access is proposed along Chapman Lane allowing a seamless public domain with limited pedestrian and vehicle conflicts. This proposed traffic circulation minimises the potential pedestrian and vehicle conflicts, providing a safer environment. The revised concept plan provides a public domain which is integrated with surrounding uses and pedestrian networks. Café Specialist market advice has been sought to rationalise the size requirement of the new park café. Following the findings of this report (see Confidential Attachment A2) a larger café than proposed in the Preferred Concept Plan will be pursued in moving forward with the design. The proposed change in Net Lettable Area is from some 27m2 proposed in the Preferred Concept Design to a minimum of 80m2 internal (but not more than 120m2 internal) plus 30m2 of outdoor seating area. Car park layout The basement car park with an east-west car parking configuration established in the preferred concept design would require the building to be constructed from boundary to boundary, with a zone of 450mm for structure which would not provide any tolerance for wall thickness and constructability.

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Ordinary Meeting of Council - 23 August 2016 GB.5 / 5 Item GB.5 S10654 10 February 2016 In response to the issues raised through assessment of the concept plan, and to ensure that safety and legibility are paramount, a new option has been developed. So as to allow for a suitable construction tolerance, a north-south car parking configuration has been adopted for basement levels B1 and B2. This configuration would provide approximately 1m of construction tolerance along the eastern and western boundaries.

Figure 2 – Illustrative Masterplan showing the Preferred Concept Design (top) with the Final Concept Design (below)

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Ordinary Meeting of Council - 23 August 2016 GB.5 / 6 Item GB.5 S10654 10 February 2016 Seating and Gazebos The Lindfield Village Green public domain aims to create an inclusive environment by providing a variety of seating types in both sun and shade, and in social and quiet zones. Accessible paths are to be provided to different seating areas. In order to achieve these objectives it is proposed that additional seating be incorporated in the revised master plan along Lindfield Avenue, Tryon Road and Kochia Lane as well as along the northern edge of the park and near the pavilions. In order to support community inclusivity in the public domain, it is proposed that the gazebo structures be separated to provide seating in both quiet and social zones. In addition, one of the gazebo structures has been relocated to integrate it with the required fire stair structure from the basement car park. INTEGRATED PLANNING AND REPORTING Places, Spaces and Infrastructure – P4 Revitalisation of our centre Community, People and Culture – C4 Healthy lifestyles Community Strategic Plan Long Term Objective

Delivery Program Term Achievement

Operational Plan Task

A range of well planned, clean and safe neighbourhoods and public spaces designed with a strong sense of identity and place.

P4. 1.1

Plans to revitalise local centre are being progressively implemented and achieve quality design outcomes in collaboration with key agencies, landholders and the community.

P4. 1.4

An improvement plan for Lindfield centre is being progressively implemented in collaboration with owners, businesses and state agencies

Implement a place management approach for the local centre improvements to co-ordinate works and achieve quality outcomes.

Engage with relevant stakeholders to establish timing, extent and partnership opportunities.

Undertake due diligence and undertake project scope.

Identify and engage with the key stakeholders.

A healthy, safe and diverse community that respects our history and celebrates our differences in a vibrant culture of learning.

C4. 1.2

New and enhanced open space and recreational facilities have been delivered to increase community use and enjoyment.

Undertake acquisitions for new parks.

Undertake assessment and identify locations for new parks.

Complete the design for identified parks and include design principles which facilitate passive recreation activities.

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Ordinary Meeting of Council - 23 August 2016 GB.5 / 7 Item GB.5 S10654 10 February 2016 Community Strategic Plan Long Term Objective

Delivery Program Term Achievement

Operational Plan Task Construct parks at identified locations and include design principles which facilitate passive recreation activities.

FIT FOR THE FUTURE IMPROVEMENT ACTION PLAN The NSW Government's Fit for the Future initiative required all councils to prepare an Improvement Proposal and supporting Implementation Plan demonstrating how all seven Fit for the Future benchmarks would be met by 2016/17, and maintained or improved thereafter. Council's Fit For the Future Improvement Proposal and supporting Implementation Plan underpins the decision to stand alone and not merge with Hornsby Council. The objectives established in the Improvement Proposal and Implementation Plan are embedded in Council's adopted Integrated Planning and Reporting documents including the Revised Delivery Program 2013-2017 and Operational Plan 2015-2016, Long Term Financial Plan 2015/16 to 2024/25 and Asset Management Strategy 2015/16 to 2024/25. As the actions proposed in this report result from previous Council Resolutions all proposed actions are in accordance with Council’s Fit For the Future Improvement Proposal and supporting Implementation Plan. GOVERNANCE MATTERS This project has been reported extensively to Council with a total of fourteen (14) reports to full Council since 2011. The reports have addressed a broad range of matters including open space planning, project definition, project scope and budget, tenders, community engagement and concept plans and compulsory acquisition. The reports are as follows:

1. Ordinary Meeting of Council 10 May 2016 - GB.5 - Lindfield Village Green - Design Services - Request for Tender No. 07-2016

2. Ordinary Meeting of Council 10 November 2015 - GB.9 – Lindfield Local Centre – Commuter Car Parking

3. Ordinary Meeting of Council 23 June 2015 - GB.5 – Lindfield Village Green Preferred Concept Design

4. Ordinary Meeting of Council 21 April 2015 - GB.5 – Compulsory Acquisition of Roads 5. Ordinary Meeting of Council 31 March 2015 - GB.7 - Update Report on the

Development Contributions System 6. Ordinary Meeting of Council 28 October 2014 - GB.10 – Lindfield Village Green –

Selection of Preferred Tenderers T17/2014 7. Ordinary Meeting of Council 9 September 2014 - GB.5 – Lindfield Village Green –

Confirmation of Preliminary Scope of Works, Project Budget and Program 8. Ordinary Meeting of Council 7 October 2014 - GB.8 - Update Report on the

Development Contributions System 9. Ordinary Meeting of Council 4 April 2014 - GB.11 - Update Report on the Development

Contributions System

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10. Ordinary Meeting of Council 10 December 2013 - GB.19 - Lindfield Village Green - Tryon Road - Project Update

11. Ordinary Meeting of Council 13 August 2013 - GB.6 - Update Report on the Development Contributions System

12. Ordinary Meeting of Council 9 April 2013 - GB.5 - Reclassification of Council Land – 9 Havilah Lane, Lindfield - Report following Exhibition and Public Hearing

13. Ordinary Meeting of Council 9 April 2013 - GB.6 - Lindfield Village Green - Stage 1 - Project Commencement

14. Ordinary Meeting of Council 13 December 2011 - Confidential item C.1 – Open Space Acquisition - Lindfield

RISK MANAGEMENT Council has actively managed the key risks identified to date. Risk 1 - The final concept plan exceeds the budget Cost of proposed work is being actively managed to ensure it is within the project budget. To date four quantity surveyor firms have been engaged to undertake audits and estimates. The adopted concept prepared is considered to represent the best value for money against Council’s project budget and the least risk. In addition it would allow some capital budget flexibility for design development and scope creep and does not require value engineering to meet the budget. The cost estimate for the Final Concept Design is included as Confidential Attachment A3. The estimate has been updated to account for minor variations of the Preferred Concept Design. Risk 2 – Extended development assessment period may delay construction commencement This project comprises two components. The first is the construction of a two layer underground carpark. The second is the construction of a park on top of the carpark. The park and the carpark are interlinked but it is considered that each component is best suited to different planning approvals. It is considered that the most appropriate approval method for the park is the State Environmental Planning Policy (Infrastructure) 2007 (Infrastructure SEPP), an alternate process for assessing Council open space projects under Part 5 of the EP & A Act. This process allows the design intent to be maintained and the approval managed in a time and cost efficient manner. Consistent with the normal approval process for such a facility, a Review of Environmental Factors (REF) will be prepared by Council and assessed by an independent external assessor. For the carpark areas, it is proposed to seek approval through the development application process, under Part 4 of the EP & A Act with the above mentioned approval under the Infrastructure SEPP to be included in the development application.

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Ordinary Meeting of Council - 23 August 2016 GB.5 / 9 Item GB.5 S10654 10 February 2016 Risk 3 – Ongoing negotiations with Transport for NSW (TfNSW) may delay submission of

Development Application Council is currently in negotiations with TfNSW whereby they would take on the lower level of the carpark as commuter car parking. The specific details of the arrangement are yet to be agreed, however, it is intended that TfNSW compensate Council for the up-front cost of these parking spaces along with the ongoing maintenance costs. Once all approvals are in place it will be easier for Council to quantify the abovementioned costs and then conclude negotiations with TfNSW. Council is acting in good faith with TfNSW by including a layer of commuter car parking in the design. Should negotiations fail post-development approval, Council would have the option to either modify the current consent to remove this layer or to review the funding for the project and keep the second level for short or long stay parking at Council’s cost. This mitigation measure has been chosen because the removal of a layer of car parking is a reduction in the scale of the development, hence making any subsequent approval easier to obtain rather than the alternate which is an increase in intensity of development. It is proposed to have the funding from TfNSW locked away prior to Council entering into a construction contract. It is acknowledged that it would be better from Council’s perspective to have this agreement finalised now. However there are still too many uncertainties regarding the ultimate construction cost for Council to make such a commitment at this point in time. Any agreement with TfNSW would be the subject of a separate report to Council. FINANCIAL CONSIDERATIONS This project is identified in Council’s Long Term Financial Plan and listed in Council’s Revised Delivery Program 2013 – 2017. The Operational Plan 2015 – 2016 identifies funds in the Capital Works Program & Operational Projects 2015/2016 and 2016/2017. The total project budget was determined by Council at OMC 9 September 2014. The budget is $19,730,000.000 which includes all contingencies, professional fees, staff time and other costs. This does not include the cost of a second basement level which will be funded by TfNSW. The budget is largely derived from development contributions with a small proportion from the sale of no. 9 Havilah Lane for the year 2016 – 2017. As per part D of the previous resolution, Council has investigated the optimum size of the café and outdoor seating area. Please see point 2 of the Comments section, earlier in this report. Annexed to this report as Confidential Attachment A2 is a report from Jones Lang LaSalle estimating a market rental for the café in today’s market. This figure is an indicative range only. A further consideration is that of Statutory Outgoings, including Council rates. Currently the property does not attract rates. However, once part of the property is leased, as will happen with the café and potentially one level of basement parking, the property is then subject to council rates. These rates will become an operating cost for the project and will have to be deducted from the rental income received. Other Statutory outgoings may well also be imposed on the land.

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Ordinary Meeting of Council - 23 August 2016 GB.5 / 10 Item GB.5 S10654 10 February 2016 The ultimate cost of these outgoings is based on land values and other circumstances. They will be determined at a later date through statutory processes. SOCIAL CONSIDERATIONS The provision of additional community infrastructure providing both outdoor and indoor community spaces will ensure Lindfield becomes a vibrant and popular place to live and recreate for all ages. ENVIRONMENTAL CONSIDERATIONS There are no environmental issues arising from this report. All environmental impacts will be considered as part of a Statement of Environmental Effects which will be prepared as part of the proposed scope of work. COMMUNITY CONSULTATION Community engagement and consultation is an integral component of the ‘Activate Lindfield’ initiative and Lindfield Village Green project delivery. Multiple engagement activities have been undertaken since project inception in February 2014. A detailed account of all community engagement can be found at Attachment A4 Lindfield Village Green – Community Engagement Recent engagement activities undertaken earlier this year include individual meetings with adjacent neighbours of the project site to provide updates on the concept design and discussion on traffic and car parking issues. A briefing was held on Friday, 12 August 2016 for the Member for Davidson on the proposed revisions to the concept plan. Concern previously raised by Mr O’Dea, particularly in relation to modifications to vehicle access and circulation, have been addressed in the final concept plan. INTERNAL CONSULTATION A workshop was undertaken on 18 July 2016 with Council staff from Strategy and Environment, Operations, Development and Regulation, and Community Departments in collaboration with DEM, the project design consultants. The aim of the workshop was to review technical issues concerning the Preferred Concept Design. The outcomes of the workshop have contributed towards refinement of the concept plan and are documented in the Pre-Design Services Report, refer to Attachment A1. SUMMARY In June 2015 Council resolved to adopt a preferred concept design for the Lindfield Village Green. Following a robust tender process, new design consultants were awarded the next design stage which will take the project through to development consent. Phase 1 of the new consultancy has been to validate the Preferred Concept Design not only in terms of its functionality and buildability but also in terms of its alignment to community and stakeholder input. The result of this study concluded that the preferred concept design largely works with some minor variations required to improve upon the outcome.

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Ordinary Meeting of Council - 23 August 2016 GB.5 / 11 Item GB.5 S10654 10 February 2016 A summary of concept plan refinements is as follows:

1. Creation of one-way traffic movement from Milray Street, west along Kochia Lane to Havilah Lane and north along Havilah Lane;

2. Creation of a pedestrian priority shared zone along Chapman Lane to enhance and extend the public domain;

3. Revised car park layout to provide increased capacity, heightened safety, increased construction tolerance, and the ability to maintain pedestrian access along Kochia Lane during construction;

4. Provision of additional seating in both sun and shade and in social and quiet zones to enhance community inclusivity;

5. Separation and repositioning of the gazebos to support the creation of social and quiet zones and to integrate one of the gazebo structures with the required fire stair structure from the basement car park;

6. Deletion of the gazebo swings to increase safety and reinforce the character of the Village Green as a civic space; and

7. Café enlargement. Council approval is now sought to begin the design development phase so as to progress the project toward development application. RECOMMENDATION: That:

A. Council adopts the final concept design for the Lindfield Village Green as presented in this report as the basis for preparing a development application for the project.

B. The final design is made available to the public.

C. That the General Manger be given delegation to grant Owner’s Consent for all necessary planning approval applications and associated documents.

Sue-Anne Fulton Public Domain Projects Officer

Dean Payne Project Leader

Bill Royal Team Leader Urban Design

Ian Dreghorn Manager Strategic Projects

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Ordinary Meeting of Council - 23 August 2016 GB.5 / 12 Item GB.5 S10654 10 February 2016 Andrew Watson Director Strategy & Environment Attachments: A1 Pre-design Services Report Excluded 2016/221043 A2 JLL market report Confidential A3 Cost estimate Confidential A4 Community Consultation report 2016/220018

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