Services Special Committee - 14 Sep 2015 - SC48 - … · Services Special Committee Agenda 14/09/15...

Services Special Committee Agenda 14/09/15

SC8 Hawthorn Bowls Club Renewal - St James Park

Abstract The Hawthorn Bowls Club is based within St James Park, Hawthorn and has been in operation since 1880. The pavilion design development commenced in 2013/14 and the project has been allocated renewal funding for final design and construction in 2015/16. Planning discussions with the Hawthorn Bowls Club Committee have been underway for some time and a series of public information sessions and opportunities for community feedback have previously informed the design development. A report outlining the consultation and history of the project was submitted at the Services Special Committee (SSC) on 13 July 2015 (Attachment 3). The Services Special Committee resolved: 1. That this item be deferred and the Hawthorn Bowls Club be advised that:

a) it is not Council’s intention to demolish, or relocate, the existing building or

to construct Option B; b) Council wishes to receive written confirmation from the Hawthorn Bowls

Club regarding its intentions having regard to the factors set out in a) above;

c) Council officers will discuss the internal layout of Option E (Revised) with the Club prior to reporting the Club’s response to Council.

2. That a further report be submitted to the Services Special Committee for

consideration in September 2015. The Hawthorn Bowls Club was advised of the Services Special Committee’s resolution. In line with the resolution, officers have met with the Hawthorn Bowls Club Committee to discuss and further refine the internal layout of Option E (Revised). A letter has been received from the Club regarding its intentions. This report outlines the outcome of the recent consultation with the Club and recommends the renewal of the Hawthorn Bowls Club pavilion through an internal refurbishment and small extension of the existing building. This will provide full access to all levels with facilities suitable for ongoing use described as Option E (Revision 2).

Officers' recommendation That the Services Special Committee resolves that: 1. The outcome of the consultation with the Hawthorn Bowls Club in response to

the Services Special Committee resolution of 13 July 2015 be noted.

2. The renewal of the Hawthorn Bowls Club pavilion proceed through an internal refurbishment and small extension to the existing building providing full access to all levels, with facilities suitable for ongoing use described as Option E (Revision 2) attached to this report.

Document information

City of Boroondara Hawthorn Bowls Club of 29


Responsible director: Bruce Dobson

Environment & Infrastructure ___________________________________________________________________ 1. Purpose

In accordance with the resolution of the Services Special Committee on 13 July 2015, this report advises on further consultation with the Hawthorn Bowls Club in relation to the Hawthorn Bowls Club pavilion renewal project and recommends that the renewal of the Hawthorn Bowls pavilion proceed through an internal refurbishment and small extension to the existing building providing full access to all levels with facilities suitable for ongoing use described as Option E (Revision 2) attached to this report.

2. Policy implications and relevance to council plan

A key Strategic Objective in the Council Plan 2013-17 is that ‘assets and facilities are proactively managed to meet the community’s current and future needs’. As part of this Strategic Objective, Strategy 13 states that: ‘We will implement strategies for the development and ongoing renewal of Council’s physical assets’. The HBC pavilion renewal project aligns with the Sporting Facilities Capital Investment Policy (2013) and the Development and Funding of Sportsground Pavilions Policy (2010, amended 2013). The proposed project also aligns with the following strategic objective from the Boroondara Public Health and Wellbeing Plan (2013-17): Strategy 1.2: to increase participation and create opportunities for social connection through a range of activities including the arts, recreation and sport.

3. Background

The existing clubhouse was constructed in 1938 and is a two storey brick and weatherboard facility situated in the north western corner of St James Park, Hawthorn. The building requires upgraded services and fabric, structural repairs, improved amenities and compliant access. The pavilion design development commenced in 2013/14 and the project has been allocated renewal funding for final design and construction in 2015/16. The Services Special Committee on 13 July 2015 considered a report (Attachment 3) describing five options and detailing the consultation process, heritage advice and cost estimates for each option. The Services Special Committee (SSC) resolved:

1. That this item be deferred and the Hawthorn Bowls Club be advised that:

a) it is not Council’s intention to demolish, or relocate, the existing building

or to construct Option B;



b) Council wishes to receive written confirmation from the Hawthorn Bowls

Club regarding its intentions having regard to the factors set out in a) above;

c) Council officers will discuss the internal layout of Option E (Revised) with the Club prior to reporting the Club’s response to Council.

That a further report be submitted to the Services Special Committee for consideration in September 2015.

4. Outline of key issues/options

In accordance with the resolution of the SSC officers engaged with the Hawthorn Bowling Club Committee to discuss the internal layout of Option E (Revised). The outcomes of these discussions are described in Item 5. Consultation/communication. In response to this further consultation, Option E (Revision 2) (Attachment 1) was developed. Option E (Revision 2) involves the refurbishment and extension of the existing building and includes provision of code-compliant access. The building footprint is the same as Option E (Revised) as presented to the SSC on 13 July 2015. The proposed works include: Stabilise structure Upgraded toilet and change facilities on the ground floor New office Internal lift and stairs Access from greens into lift and stairs at intermediate landing Extended social room New kitchen New toilets on first floor New stairs to deck Officers consider that Option E (Revision 2) provides a functional building and meets the key renewal objectives. In the Services Special Committee report of 13 July 2015 officers support Option E (Revised) for the following summary reasons:

Consistent with Statutory Planning and expert Heritage advice, the existing building is retained.

Accessibility to all areas of the building meets current legislative requirements.

It is considered that it will satisfy the Club’s functional requirements. The petanque green is preserved for future use or open space whilst

the impact on the open space thought the northern extension is minimal.

This option would only require a relatively minor increase in the available budget.

The Hawthorn Bowling Club Committee has in a letter dated 26 August 2015 (Attachment 2) indicated that it is supportive of Option E (Revision 2). It is officers' recommendation that this option be advanced to provide a viable renewal solution for the Hawthorn Bowls Club.



Planning requirements Earlier options involving substantial changes to the existing building or partial demolition to the existing building would have required a planning permit. However in relation to Option E (Revision 2) the Statutory Planning Department advised as follows: Based on the information provided, it appears that a planning permit would only be necessary for the demolition of the opening to accommodate the new extension. The rest of the proposed buildings and works associated with the Hawthorn Bowling Club would not require planning approval as the proposed works will be less than $1 million and carried out by Council. In determining whether a planning permit is required, the value of the works in this case excludes the internal refurbishment of the existing building as well as project consultant fees.

5. Consultation/communication

Further refinement of Option E (Revised) The Hawthorn Bowls Club Committee was advised of the Services Special Committee’s resolution of 13 July 2015. In response to Item 1(c) of the resolution Council officers have held meetings with the Hawthorn Bowls Club Committee and have adjusted the internal planning and developed Option E (Revision 2) (Attachment 1). The internal adjustments include:

An additional first floor toilet Additional Servery and Joinery General adjustments to areas and the inclusion of a store room

In undertaking these adjustments, the overall building footprint has remained unchanged.

In response to Item 1(b) of the resolution Council received a letter dated 26 August 2015 (Attachment 2) from the Hawthorn Bowls Club advising (in part):

That the majority of current committee of HBC agree with the principles and major design elements of Option E (Revision 2)

We look forward to continuing to work with Council officers on the last final details of Option E (Revision 2)

The Committee has viewed the updated internal layout and has indicated that it is satisfied with this layout in general barring minor design changes. Officers agree that Option E (Revision 2) presents a functional design solution.



6. Financial and resource implications

A Cost Plan A estimate for Option E (Revision 2) for $1,230,000 was provided by Prowse Building Surveyors based on construction to start in February 2016. This cost is slightly more than the earlier cost estimate for Option E (Revised), resulting from the internal adjustments.

The approved budget for this project is $1,130,000. Of this $50,000 was allowed for in 2014/15 for planning and $1,080,000 in 2015/16 for construction. It is anticipated that construction will occur over two financial years (2015/16 and 2016/17). There is currently no allocation for the Hawthorn Bowls Club in 2016/17; however, the Capital Works Renewal Budget “Foreshadowed expenditure” is adjusted on an annual basis as cost estimates for projects are refined and finalised. The “foreshowed expenditure” includes an allocation for “future building expenditure” to address these minor adjustments as required. Option E (Revision 2) would require a budget increase of approximately $100,000 which can be funded from the existing funding in the Long Term Financial Strategy (LTFS).

7. Governance issues

The implications of this paper have been assessed in accordance with the requirements of the Victorian Charter of Human Rights and Responsibilities. The officers responsible for this paper have no direct or indirect interests requiring disclosure

8. Social and environmental issues

One key element of the renewal is to ensure the pavilion is able to function effectively as a bowls Club. Option E (Revision 2) will provide an appropriate outcome for the renewal project.

9. Conclusion

Following the SSC meeting of 13 July 2015 Council Officers and the Hawthorn Bowls Club Committee have met to review and refine Option E (Revised). The committee has indicated its support for the proposed renewal works to the existing building as indicated in Option E (Revision 2) and its willingness to work with council officers to achieve a successful project outcome. A copy of its letter is attached (Attachment 2). In conclusion, it is officers' recommendation that Option E (Revision 2) be advanced to provide a viable renewal solution for the Hawthorn Bowls Club.

Manager: Charles Turner, Projects and Strategy Report officer: Fiona Currie, Senior Project Architect, Projects and Strategy


Attachment 1

Services Special Committee Agenda 14/09/15______________________________________________________________________________________

______________________________________________________________________________________City of Boroondara Hawthorn Bowls Club of 29


SC6 Hawthorn Bowls Club Renewal - St James Park

Abstract

The Hawthorn Bowls Club is based within St James Park, Hawthorn and has been in operation since 1880. The Club currently has 110 members and is highly valued by the community.

The Hawthorn Bowls Club pavilion was constructed in 1938 and is a two storey brick and weatherboard facility situated in the north western corner of St James Park, Hawthorn. The building is tired and requires upgraded services and fabric, structural repairs, improved amenities, general refurbishment and code-compliant access.

The pavilion design development commenced in 2013/14 and the project has been allocated renewal funding for construction in 2015/16.

Planning discussions with the Club’s Steering Committee have been underway for some time and have resulted in a Club preference for demolition of the existing building and the construction of a new pavilion on an adjacent disused petanque green.

The investigation of the Club’s preference for demolition has included consideration of broader club and community member opinion, detailed structural assessments, the heritage and community value of the existing building and impact on the amenity/open space of the precinct. As a result of this process Council officers have presented several renewal options for Club member and community feedback.

A series of public information sessions and opportunities for community feedback have now concluded and, while there are divergent views, the majority preference expressed is for construction of a new facility. However, project planning processes included a concurrent assessment of the existing facility from a heritage perspective which has concluded that the existing building contributes to the heritage significance of the precinct and it would be difficult to support an option that does not preserve the heritage fabric of the current building. Council’s Heritage Policy, set out in the Boroondara Planning Scheme, would generally discourage demolition of “contributory” graded buildings.

This report sets out officers’ recommendation that, on balance, redevelopment and extension of the existing facility is the preferred option.

Officers' recommendation

That the Services Special Committee resolves to:

1. Direct officers to proceed with the renewal of the Hawthorn Bowls Club pavilionthrough the alteration and a small extension of the existing building providingfull access to all levels with facilities suitable for ongoing use described asOption E (Revised) in this report.

2. Note that the current design for Option E (Revised) will be further refined inrelation to layout and appearance.

Document information

City of Boroondara Hawthorn Bowls Club Page 1 of 22




Responsible director: Bruce Dobson Environment & Infrastructure

___________________________________________________________________

1. Purpose

This report advises on the Hawthorn Bowls Club pavilion renewal project and outlines the renewal options for consideration by Council. Planning this particular project has identified different community views, coupled with heritage considerations in a sensitive location. The report recommends that Council approves that the renewal project proceeds as per Option E (Revised) as described.

2. Policy implications and relevance to council plan

A key Strategic Objective in the Council Plan 2013-17 is that ‘assets and facilities are proactively managed to meet the community’s current and future needs’. As part of this Strategic Objective, Strategy 13 states that: ‘We will implement strategies for the development and ongoing renewal of Council’s physical assets’.

A further Strategic Objective is that ‘the character of our neighbourhood is protected and improved’. As part of this Strategic Objective, Strategy 10 states that: ‘We will engage the community in striving for the protection and enhancement of the natural and built environment’.

The HBC pavilion renewal project aligns with the Community Facilities Leasing Policy (2006, amended 2013) and the Development and Funding of Sportsground Pavilions Policy (2010, amended 2013).

The proposed project also aligns with the following strategic objective from the Boroondara Public Health and Wellbeing Plan (2013-17):

Strategy 1.2: to increase participation and create opportunities for social connection through a range of activities including the arts, recreation and sport.

3. Background

The Hawthorn Bowls Club (HBC) is located within St James Park, Hawthorn as shown in Attachment 1.

The HBC has been in operation since 1880 with the current pavilion constructed in 1938. The Club currently has 110 members. In accordance with Council’s Community Facilities Leasing Policy, the HBC recently replaced one of the bowling greens in its leased area at its own expense.

St James Park is located on Crown Land within the West Hawthorn Precinct Heritage Overlay HO220. The majority of the park is listed as significant within the HO gradings. The bowls club pavilion is listed as contributory within the precinct. The original pavilion was opened in 1882, relocated in 1889 and the current pavilion was erected in 1938. Any building work within the Bowling Club reserve will require a planning permit due to the Heritage Overlay on the site.





During 2012 the Camberwell Petanque Club, which shared the facility with the HBC, moved to Lynden Park Community Facility leaving Hawthorn Bowls Club as the sole tenant in the St James Park Facility.

The 2014/15 budget allocated $1,130,000 for this project - $50,000 in 2014/15 for planning and $1,080,000 in 2015/16 for construction.

During 2013 Council officers met with the Hawthorn Bowls Club Committee to discuss development of a proposed design for a new pavilion to meet the Club requirements. In December of that year, officers met with Club members and local residents to initiate consultation about the proposed renewal and the Club’s preferred option of demolishing the current building and building a new, purpose built building, in a new location (the dis-used petanque green). There were a number of concerns about this approach and officers committed to undertake further structural inspections on the existing clubhouse and to develop a number of different renewal options for consideration.

Based on these inspections, and in discussion with the HBC committee, officers prepared three options for consultation with Club members and local residents. Broadly speaking these options involved:

Option A- Alteration and Extension - comprising lowering the current pavilion to green level and extending to the north to allow space for improved club toilets and other amenities

Option B - New Pavilion - Removal of the current pavilion and build on the unused petanque green to the south west of the current pavilion

Option C - Renovation and Extension - involves the renovation and extension of the current pavilion in a way that architecturally mimics the existing pavilion

The options were prepared in line with Council’s Development and Funding of Sports Ground Pavilions Policy (2013) and the Sporting Facilities Capital Investment Policy (2013). These options took the following into consideration:

- A requirement to provide a structurally sound building. - A requirement to satisfy Council’s asset renewal criteria. - A requirement to ensure the building is compliant with all relevant building

codes.- A requirement to provide equitable access into the building, throughout the

building and for access to the greens. - Improved functionality. - A requirement for social and meeting space to allow the club to function

properly.- The need to preserve the significant tree to the south of the current

pavilion.

In response to the feedback and information provided during this consultation period, officers sought advice from Council’s Statutory Planning Department and independent advice from heritage consultants Lovell Chen on the likelihood of being granted a planning permit to demolish the current pavilion.





The advice given to officers by both parties clearly indicated that the issuing of a permit to demolish the current pavilion would be difficult to justify given that property is graded “contributory” to the Hawthorn West Heritage Precinct (HO220). Council’s Heritage Policy, set out in the Boroondara Planning Scheme, is to not normally allow the total demolition of a “contributory” building. The advice also indicated that if Council were to approve demolition and this decision was challenged by objectors at the Victorian Civil and Administrative Appeals Tribunal (VCAT), the likelihood is that such an appeal would be successful.

Advice at that time also indicated a potentially similar outcome for an option that either alters the structure and look of the current pavilion (Option A) or architecturally mimics the current pavilion (Option C).

This advice led to officers developing a fourth option:

Option D - Alteration and Extension - involves the renovation and extension of the current pavilion in line with heritage advice received.

This design proposal preserves the south, east and west elevations of the pavilion, repairs the existing structure and retains the feel and shape of the current clubhouse. In accordance with the recommendations of the heritage consultant at that time, the proposed northern extension in Option D is architecturally distinct from the current building. The extension provides facilities and access to ensure the building is compliant with current building codes and provides adequate areas for the HBC to function.

Following the creation of Option D further consultation was carried out with club members and local residents.

There were mixed opinions expressed in the consultation about Option D. In addition, further cost estimates identified that Option D was well above the available budget. With this in mind, a further more basic renewal solution was subsequently developed:

Option E - Renovate existing building and provision of access - involves the renovation and minor extension of the current pavilion providing DDA compliant access and is in line with heritage advice received at the time.

This design proposal preserves the south, east and west elevations of the pavilion, repairs the existing structure and retains the feel and shape of the current clubhouse. In accordance with the recommendations of the heritage consultant at the time, the proposed northern extension in Option E was architecturally distinct from the current building. The extension provides facilities and access to ensure the building is compliant with current building codes and retains the existing functionality. However this option does not provide the same functionality as Option D.

Following the creation of Option E further consultation was carried out with club members and local residents.

Full details of these five options are included as Attachment 2.





4. Outline of key issues/options

Although five options were developed, in response to community consultation indicating a clear preference for Option B and heritage advice not supporting Options A and C, three options are presented for further consideration in this report.

Option B is not supported by officers as it involves the demolition of a “contributory” building, however details on this option are provided below given the strong support from the community and Club members for this option.

Table 1 below provides a comparison of Option B, D and Option E.

Option B Option D Option E

Estimated Cost* $1,150,00 $1,540,000 $1,170,000

Compliance Fully compliant with relevant building codes.

Fully compliant with relevant building codes.

Fully compliant with relevant building codes.

Accessibility Provides good on grade access to the building without the need for a passenger lift.

Provides code compliant access to the building.

Provides code compliant access to the building.

Building floor area

238m2 417m2 320m2

Kitchen Provides akitchen that meets the requirements of Council’s pavilion policy.

Provides a large kitchen given the size of social space

Provides a smaller kitchen than Options B&D but will be designed to meet the requirements of Council's pavilion policy.





Option B Option D Option E

Amenities Provides amenities,facilities and locker rooms at same level as greens.

Provides good amenities on ground floor (six toilets and three urinals) and first floor (four toilets) including good sized changing facilities and locker rooms.

Amenity provision is adequate on the ground floor (five toilets and two urinals) but there is only one toilet on the first floor to service the social space. It is intended to improve toilet access on the first floor in the final design. Comparablelocker space can be provided.

Office space Provides an office with direct access onto the bowling green.

Provides an office with direct access onto the bowling green.

Provides office space separate from the green on the lower floor of the building. While it is preferable to keep the office space on level 1, moving it to the lower floor will increase the capacity of the social space on level 1.

Socialspace/Meetingroom

Provides social space at greens level with access to meeting facilities

Providesexpanded social space on level 1.

Providesexpanded social space on level 1.Existing ground floor meeting room is reduced in size however will still adequately cater for existing use of this space.

Impact on open space,considering the petanque green as existing open space.

The net impact on open space would be a reduction of approximately100m2.



* Cost estimates - June 2015 by Prowse Quantity Surveyors for construction to commencing in February 2016.





All three options would require a planning permit as they involve buildings and works within a Heritage Overlay and because the value of the works is more than $1,000,000.

Heritage advice has indicated that Options D and E would comply with the relevant requirements of Council's Planning Scheme. It is noted that during earlier consultation on Option D (more extensive alterations and extension than Option E), there was some negative feedback regarding the “modern” style of the extension. Option E may draw the same comments and concerns. Clause 22.05 of the Boroondara Planning Scheme currently states that any extension to a contributory heritage place should “make use of materials and surface finishes that are complementary to the original fabric but should be discernible as new. Details should be interpretive, that is, a simplified, modern interpretation of the historic form rather than a direct reproduction.”

The Option E design would be refined further in order to ensure balance in meeting the planning requirements while also being conscious of feedback regarding the building style.

Officers consider that Option E presents a viable alternative which meets the key renewal objectives.

It should be noted that the refurbishment and extension of the building was not the preferred option of the majority of Club members or community when consulted on Options A, B, C and D.

Change in Heritage Policy and Option E (Revised)

At the Urban Planning Special Committee meeting on 1 June 2015, the Committee considered a report on Council’s review of the Boroondara Planning scheme, which includes a revised Municipal Strategic Statement, local planning policies and planning controls.

The Committee heard submissions from the community which sought changes to the existing Heritage Policy in the Planning Scheme which would represent a significant departure to how Council currently assesses planning permit applications under a Heritage Overlay. In summary, the submissions:

Strongly objected to contemporary design and architecture and favoured imitation and period reproduction architecture associated with alterations and additions to buildings in the Heritage Overlay.

Sought to mandate built form and design outcomes through the use of local planning policy, notably, the prohibition of flat roof extensions to buildings in the Heritage Overlay.

In response to community submissions the Committee made a number of changes to the revised Heritage Policy. Of particular relevance, the Committee removed all references in the policy to the use of the word ‘modern’ when describing additions and new buildings in a Heritage Overlay and updated the definition of ‘Interpretative’ at Clause 22.03-6 of the Planning Scheme to read as follows:

Interpretative: Means design and materials that are sympathetic to and blend in with the heritage character of their surroundings including building and roof forms, proportions, colours, detailing and decoration.





A planning scheme amendment process is currently underway to make the changes to the Council’s local Heritage Policy as described above (Amendment C229). If the planning scheme amendment is successful and the policy is amended, future alterations and additions to buildings in the Heritage Overlay will be encouraged to be designed in the style of the original fabric. This is a move away from the existing policy (current Clause 22.05 to the Boroondara Planning Scheme) which encourages alterations and addition to be distinguishable from the original fabric (ie contemporary finishes).

Given this change in policy position and given some feedback from the community as part of the consultation on Option E the external design of the building in the concept plans prepared has been altered to provide a design that is more sympathetic to the existing building in accordance with the proposed amended policy. This option is presented as Option E (Revised) in Attachment 3.

It should be noted however that, for the purposes of supporting a Council decision at VCAT, Council’s current Heritage Policy as contained in Clause 22.05 is still the basis for assessing planning permit applications for properties in the Heritage Overlay. This will remain the case until the new policy is formally introduced through the normal planning scheme amendment process. Having said this, Council may still choose to apply the new policy position to the design of the pavilion as an adopted local policy.

The current design can be modified to improve the functionality and the layout and design will be further refined if Option E (Revised) is identified as the option to proceed with. The cost implication of any modifications would be minimal on the condition that the building footprint is not increased.

5. Consultation/communication

Initial Consultations on Options A, B and C

Consultation was initially undertaken on options A, B and C with the Club committee and members, who were invited to a meeting with Council officers in April 2014. This meeting was followed by two information sessions held for local residents. During the meeting and information sessions officers explained the three concept options and answered questions. Approximately 70 people attended at least one session.

Following the meeting and information sessions a survey was issued to all attendees and made available at the HBC pavilion, Hawthorn Library and on the HBC pavilion renewal website. The survey aimed to seek feedback and comment on preferred options to help Council understand what was important to the community. The survey also aimed to determine members’ and residents’ valued aspects of each option.

During the four week consultation period a total of 82 surveys were received with 43 member responses and 39 non-member responses.





As part of the survey, people were asked to rank their preference of the three options. The results are outlined in the table below (note: not all respondents ranked each option)

Overall results Option A Option B Option C

1st preference 6 (7%) 59 (73%) 16 (20%)

2nd preference 50 (66%) 3 (4%) 22 (30%)

3rd preference 20 (26%) 18 (24%) 38 (50%)

Table 2: Overall survey results

The survey results show that Option B - New building was the most supported option with the difference between the second and third preference being minimal.

The results below indicate the percentage of members and non members who selected each option as their first preference;

Option A (2% members and 13% non members)

Option B (88% members and 56% non members)

Option C (10% members and 31% non members)

Broadly speaking, people supported Option B primarily as it would provide a new, purpose built facility and they believed that it will improve the general and visual amenity of the area.

Support for Options A and C was primarily based on wanting to preserve the heritage and character of the current building and surrounds.

During the initial consultation period there were a number of other submissions and pieces of information that had to be considered by officers:

Petition

Following consultation on options A, B and C, a petition was signed by 55 local residents in support of Option B. Of these people 36 also completed a survey.

Heritage Report

A heritage report in relation to the site was submitted by a resident during the consultation process.

War Memorial

There was a submission from a local resident claiming that Option B would overlook and disrupt both a local playground and the war memorial.

Officers from Council’s Environment and Sustainable Living Department have reviewed this submission and concluded that the proposed Option B building is too far from either the War Memorial or playground to have any impact.





Conflict of Interest

One Club member raised a concern that the perceived impact on property values may be driving support for Option B.

Council’s Revenue and Property department has confirmed that there is no reason to believe any of the options will make a significant difference to local property prices.

Department of Environment, Land, Water & Planning (DELWP)

Concerns were raised by a number of attendees at the information sessions about the approval process from DELWP, which is the land owner.

DELWP has given in principle support for Options A, B or C on the basis that the community has been consulted, the extension into parkland is minimal and the use of the land is not changing. DELWP also advised that it would not be able to provide approval until final plans are submitted. Options D and E have also been through a consultation process, involve similar impact on parkland to the previous options and maintain the same use of land. No issues would therefore be expected from DELWP with these options.

Use of the Petanque Green for Future Club Growth

Some Club members commented that building on the petanque green will limit the opportunity for the Club to grow as they will not be able to develop a further green. This view is contrary to the view of the Club committee andresearch completed by Council Officers. The HBC currently has 110 members with 2,050 m2 of green space, meaning approx. 19m2 of green space per member under current conditions. In Boroondara there are three bowls clubs that have less than 10m2 of green space per member which suggests that the HBC has ample opportunity to increase in size with the current amount of green space. Officers therefore do not support the view that the Club will require the use of an additional green anytime in the near future.

Heritage Advice and Option D

Following consideration of the heritage advice and development of an additional option in response, further consultation was carried out on Option D via an information session held on 13 November 2014. This was followed by a new survey asking people for their views on Option D and to rate Option D against the earlier three options.

A total of 34 surveys were received, the majority being from members (26).

Again, the survey results indicated a preference for Option B (59%) with Option D being the next most preferred with 25% of the respondents ranking it first. Least preferred were Options A (8% of respondents ranked as first preference) and C (8% of respondents ranked as first preference).

Respondents were also asked ‘if planning constraints were to dictate that the only feasible outcome is Option D, would this represent an acceptable outcome for you?’ In response to this question, 29% of respondents said they found Option D acceptable.





The majority of people who indicated support for Option D did so only on the understanding that the design of the extension be modified to be more in keeping (architecturally) with the current building.

While earlier discussions with the Hawthorn Bowls Club indicated that Option D functionally met many of their needs, the Club clearly supported Option B.The Club wrote to Council in March 2015 indicating that they opposed Option D, or other redevelopment Options A&C, for the following reasons:

1. They provide a very poor outcome for the operation of the bowling club, and the comfort and safety of our members and guests.

2. They provide a very poor outcome for the appearance and vista our historic St. James Park.

3. They provide a poor outcome for other potential user groups, such as the Hawthorn West Primary School and Church.

4. They provide a very poor outcome for the rate-payers of Boroondara due to the unnecessary wastage of funds.

Option E

In relation to Option E, a letter drop was done to all properties within a 750m radius of the Club, information was provided to everyone who requested to be kept informed during the earlier consultation, the option was displayed at the Hawthorn Bowls clubhouse and this option was also available on Council’s Website.

26 responses were received in response to this consultation. Community feedback relating to option E indicates that there are conflicting views about whether the extension should remain distinctive from or be in keeping with the existing pavilion. Some of those who supported Option E also suggested that it could be further improved if some changes were made, including better matching the colour of the extension to the existing building, the addition of a decking looking out over St James Park and a more functional internal layout.

6. Financial and resource implications

The 2014/15 budget allocated $1,130,000 to this project - $50,000 in 2014/15 for planning and $1,080,000 in 2015/16 for construction.

The cost estimates provided in the report are based on a Cost Plan A prepared by Prowse Building Surveyors based on construction to start in February 2016. A Cost Plan A typically includes a number of exclusions and the actual project cost can vary up to 20% compared to a Cost Plan A.

Based on the current Cost Plan, Option B or Option E (Revised) would require a budget increase of approximately $20,000 and $40,000 respectively, whereas Option D would require the current budget to be increased by approximately $410,000.

It is anticipated that construction will occur over two financial years (2015/16 and 2016/17). There is currently no allocation for the Hawthorn Bowls Club in 2016/17; however, the Capital Works Renewal Budget “Foreshadowed expenditure” is adjusted on an annual basis as cost estimates for projects are refined and finalised. The “foreshowed expenditure” includes an allocation for “future building expenditure” to address these minor adjustments as required.





7. Governance issues

The implications of this report have been assessed in accordance with the requirements of the Victorian Charter of Human Rights and Responsibilities.

The officers responsible for this report have no direct or indirect interests requiring disclosure.

8. Social and environmental issues

One key element of the renewal is to ensure the pavilion is able to function effectively as a bowls club. The new pavilion should also help ensure that the club is viable into the future. All the options have been developed with this factor in mind. Options B and D provide the highest level of functionality, however officers consider Option E would still provide an appropriate outcome for the renewal project.

Option E would retain building fabric which is of “contributory” heritage significance to the City of Boroondara, subsequently preserving valuable social and architectural history for future generations to enjoy.

9. Conclusion

In response to both planning investigations and consultation to date, Council officers believe Option E (Revised) (Renovate existing building and provision of access) provides a cost-effective and viable option which meets the key renewal objectives at an estimated cost of $1,170,000. This option can be funded from existing funding in the LTFS without negatively impacting on any other projects.

The preferred option from the club and community consultation undertaken is Option B, (Construction of a new pavilion on the old disused petanque green and demolition of the existing pavilion).

Advice from Council’s Statutory Planning Department and independent specialist heritage advice from Lovell Chen Architects clearly indicates that the issuing of a permit to demolish the current pavilion will be difficult to justify given that the property is a “contributory” building to the West Hawthorn Precinct Heritage Overlay (HO220). Council’s Heritage Policy as set out in the Boroondara Planning Scheme is to not normally allow the demolition of a “contributory” graded building.

Based on this advice it is not recommended that any option involving the demolition of the existing building be considered.

Officers therefore support Option E (Revised) for the following summary reasons:

Consistent with Statutory Planning and expert Heritage advice, the existing building is retained.

Accessibility to all areas of the building meets current legislative requirements.

It provides a larger floor area than Option B.





It is considered that it will satisfy the Club’s functional requirements. The petanque green is preserved for future use or open space whilst

the impact on the open space thought the northern extension is minimal.

The net impact on open space is the least of all options. This option would only require a relatively minor increase in the

available budget.

Manager: Charles Turner, Projects and Strategy

Report officer: Fiona Currie, Senior Project Architect




Services Special Committee - 14 Sep 2015 - SC48 - … · Services Special Committee Agenda 14/09/15...

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