NAMBUCCA SHIRE COUNCIL

 

 

Works Inspection Committee - 16 April 2008

 

AGENDA                                                                                                   Page

 

1        APOLOGIES

2        PRAYER

3        DISCLOSURE OF INTEREST

4        CONFIRMATION OF MINUTES — Works Inspection Committee - 19 March 2008

5        DELEGATIONS—Motion to hear Delegations

6        ASKING OF QUESTIONS WITH NOTICE

7        QUESTIONS FOR CLOSED MEETING WHERE DUE NOTICE HAS BEEN RECEIVED

8        General Manager Report

8.1     Draft Management Plan

9        Director Environment and Planning Report

9.1     Rural-Residential Excess Area Report

10      Director Engineering Services Report

10.1   Extension of Road Maintenance

10.2   Emergency Management Plan

10.3   Draft Budget 2008/2009 - Capital Roadworks

10.4   Policy Review - Roadside Maintenance

10.5   Town Services    

 



Works Inspection Committee

16 April 2008

General Manager's Report

ITEM 8.1      SF939              160408         Draft Management Plan

 

AUTHOR/ENQUIRIES:     Michael Coulter, General Manager         

 

Summary:

 

Council’s Vision/Mission and Objectives/Strategies for a 20 year Community Strategic Plan has been the subject of a workshop facilitated by Ms Kerry Grace.  The draft Management Plan which has been prepared this year represents further development of Council’s “traditional” Management Plan by including 20 year strategies and the outcome of the customer satisfaction and youth surveys.

 

 

Recommendation:

 

1        That the draft Management Plan be placed on public exhibition for a minimum of 28 days.

 

2        That a public information session be conducted on the draft Management Plan and Budget           at the Council Chambers during the exhibition period.

 

 

OPTIONS:

 

Council has the option of making changes to the draft Management Plan as it sees fit.

 

DISCUSSION:

 

At the Works Inspection Committee meeting held on 19 March 2008, Ms Kerry Grace facilitated a discussion on a review of Council’s Vision/Mission and Objectives/Strategies for a 20 year Community Strategic Plan.

 

A consolidated draft Management Plan has now been prepared encapsulating the overarching 2028 targets and strategies as well as Council’s activities for the next 4 years.

 

The draft Management Plan has also been strengthened by identifying the outcomes of the customer satisfaction and youth surveys.  In terms of developing strategies it’s obviously preferable that they be targeted at those matters where residents believe the Council could improve its performance.

 

The refinement and integration of this draft Management Plan with Council’s other statutory plans and reports will be an on-going process.  Investigation is proceeding into computer software which facilitates the integration of the Management Plan with Council’s other plans, reports and performance indicators so that both reporting and plan preparation are simplified.  It is also hoped to achieve a closer integration of the strategies and the budget than is currently the case.

 

In relation to the budget it will be recalled that Council made provision for a rate pegging increase of 3% in 2008/2009 whereas the Minister recently announced the rate pegging increase would be 3.2%.  After inclusion of the additional 0.2% in rate pegging and with rate supplementary lists to February updated to the rate file, the updated draft budget results for 2008/2009 now stand at:

 

General Fund                   $4,100 surplus

Water Fund                     $8,100 deficit

Sewer Fund                     $16,000 deficit

 

CONSULTATION:

 

There has been consultation with Council on 19 March 2008.  Council’s Directors and Managers have all contributed to developing the draft Management Plan.

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The draft Management Plan is Council’s major policy statement of its objectives and strategies for the next 20 years.  It allocates scarce resources to competing priorities.  Under Section 7 of the Local Government Act Council must have regard to the principles of ecologically sustainable development.  Therefore it must be satisfied that the objectives, strategies and funding made available directly and indirectly for the purposes of the environment are appropriate and adequate for this obligation.

 

Social

 

Council must be satisfied that the objectives, strategies and funding made available directly and indirectly for social outcomes are appropriate and adequate.

 

Economic

 

Council must be satisfied that the objectives, strategies and funding made available directly and indirectly for social outcomes are appropriate and adequate.

 

Risk

 

There are no particular risks.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Council has adopted the draft budget for the purpose of placing on public exhibition.

 

Source of fund and any variance to working funds

 

There is no impact on working funds as a consequence of this report.

 

Attachments:

There are no attachments for this report.

  


Works Inspection Committee

16 April 2008

Director Environment & Planning's Report

ITEM 9.1      SF529              160408         Rural-Residential Excess Area Report

 

AUTHOR/ENQUIRIES:     Greg Meyers, Director Environment and Planning         

 

Summary:

 

Following Council’s resolution 1 in Item 10.9 from the 20 March 2008 meeting relating to the Draft Rural-Residential Land Release Strategy, staff have prepared a new map which identifies an area of over 3,400ha of land proposed to be zoned R5 - Large Lot Residential, under the new Nambucca Shire LEP 2008.

 

A letter has been sent to the Department of Planning seeking their comments with regard to this resolution and the amount of land proposed to be zoned R5. In addition the Department have been invited to attend the 16 April 2008 Works Committee to discuss this matter.

 

 

Recommendation:

 

That the exhibition of the Nambucca Shire Draft Rural-Residential Land Release Strategy be deferred until agreement has been reached with the Department of Planning regarding the amount of land proposed to be zoned R5 as a consequence of Council’s resolution at its 20 March 2008 Meeting.

 

 

OPTIONS:

 

That Council exhibit its Draft Residential Land Release Strategy aware that the map will contradict its own draft Strategy and not likely to be supported by the Department of Planning.

 

 

DISCUSSION:

 

Council at its 20 March 2008 meeting resolved:

 

1        That Council publicly exhibit the zoning map after altering it to include all land which had a previous zoning of Rural 1C and that the Draft Rural-Residential Release Strategy and proposed Zoning Map be placed on public exhibition for a minimum period of 28 days commencing Thursday 27 March 2008.

 

2        That Council delegate authority to the General Manager to extend the exhibition period for an additional period should it be considered necessary based on public interest.

 

3        That the draft strategy and proposed zoning map be formally referred to appropriate government agencies for consideration and comment during the exhibition period.

 

4        That upon completion of the exhibition period and as agreed to in the Council brief, Council staff consolidate submissions and forward to the planning Consultants for consideration.

 

Staff have now prepared a new map which identifies an area of over 3,550ha of land which includes all that land proposed to be zoned as originally presented to Council through the Land Zoning Map within the Draft Strategy and all land previously zoned 1(c) Rural (Small Holdings) under Nambucca LEP 1986. This 3,550ha equates to over 89 years supply based on the identified demand within the draft Strategy.

 

A letter has been sent to the Department of Planning seeking their comments with regard to this resolution due to the amount of land proposed to be zoned R5, to ensure that the exhibition of the draft strategy is not further delayed should the Department do not concur with Council’s resolution in light of the following points from their letter of 21 February 2008:

 

1        Some of the recommended release areas are partly affected by the RTA’s preferred route for the Pacific Highway upgrade. Formally confirming such areas as candidates for Rural-Residential may conflict with future highway plans. It is suggested that Council review this matter with the RTA prior to Exhibition.

 

2        If before exhibition Council wishes to reprioritise releases such that long term release area are promoted to become short medium term release, then the equivalent areas of short medium term release should be reallocated to long term release, in order to maintain equilibrium in the land balance sheet prepared by the consultant.

 

3        If before exhibition Council seeks to include any additional land for Rural-Residential Settlement, then selection of any such area should be achieved in accordance with the planning principles contained in the consultants draft strategy and the Mid North Coast Strategy.

 

The Department of Planning have also been invited to attend the 16 April 2008 Works Committee to discuss this matter in an attempt to progress the Draft Rural-Residential Land Release Strategy to exhibition.

 

 

CONSULTATION:

 

Department of Planning

General  Manager

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no environmental impacts or risks with this report.

 

Social

 

There are no social impacts or risks with this report.

 

Economic

 

Should Council proceed to exhibit the Draft Rural-Residential Strategy without resolving any issues with the Department of Planning, Council could incur additional costs with the need to further amend the Draft Strategy and re-exhibit it further delaying the adoption of the Strategy and the new Shirewide Draft LEP 2008.

 

Risk

 

There is a risk that until the strategy has been finalised, there will be no formal system in place to accept rural-residential subdivision applications.

 

Council’s resolution of 20 March 2008 is at odds with the Draft Strategy as to the amount of land required for rural-residential development within the shire and the likelihood that the Department of Planning will return the Strategy for amendment to ensure that the proposed areas to be zoned comply with the Strategy and relevant Department of Planning guidelines and strategies.

 

 


FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

As previously advised there is no impact on the current budget. Future budgets may need to set aside project monies to review the hard constraint layers used in this strategy (vegetation and flooding).

 

Source of funds and any variance to working funds

 

As previously advised the funds required for the Consultants have come from and within the Strategic Planning Consultant budget in the 2007/2008 budget allocation.

 

Attachments:

There are no attachments for this report.

  


Works Inspection Committee

16 April 2008

Director of Engineering Services Report

ITEM 10.1    SF444              160408         Extension of Road Maintenance

 

AUTHOR/ENQUIRIES:     Noel Chapman, Manager Civil Works         

 

Summary:

 

Council has received applications to extend maintenance on three lengths of public roads not currently maintained.

 

These roads are Mill Lane, Moores Lane and Figtree Road.

 

 

Recommendation:

 

1        That a 61 m section of public road known as Mill Lane be added to Council's Road Register and be listed for routine maintenance.

 

2        That a 265 m section of public road known as Moores Lane be added to Council's Road Register and be listed for routine maintenance.

 

3        That a 180 m section of public road known as Figtree Road be added to Council's Road Register and be listed for routine maintenance.

 

 

OPTIONS:

 

Extend maintenance responsibility

Refuse requests.

 

DISCUSSION:

 

Mill Lane

 

This is a short section of road off the Pacific Highway at Warrell Creek.  The section under consideration is approximately 61 metres long.  This extension is required to improve private access.  (Allan Harris)

 

Moores Lane

 

Council currently maintains 0.75 km of this road.  The request is to extend maintenance responsibility by approximately 265m to improve access for one existing property.  (Louise Byrnes)

 

Figtree Road

 

Council currently maintains 795 metres of this road comprising 627 metres of sealed road and the remainder unsealed.  The request is to extend maintenance by approximately 180 m to improve access for one property.  (Karin Croghan)

 

CONSULTATION:

 

Director Engineering Services

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment—no change.

 

Social—improved access for residents.

 

Economic—a minor increase in maintenance expenditure.

 

Risk—will eliminate the need for residents to undertake their own maintenance.

 

 

FINANCIAL IMPLICATIONS:

 

Assuming $1000/km for grading the additional operating cost will be approximately $500 per service.

 

Attachments:

1View

Maps and Letter from Alan Harris

 

 

 


Works Inspection Committee - 16 April 2008

Extension of Road Maintenance

Attachment 1

Maps and Letter from Alan Harris

 

 


Works Inspection Committee

16 April 2008

Director of Engineering Services Report

ITEM 10.2    SF81                160408         Emergency Management Plan

 

AUTHOR/ENQUIRIES:     Bruce Redman, Director Engineering Services         

 

Summary:

 

Emergency Risk Management Plans have to be prepared within each Local Government area by the Local Emergency Management Committee.

 

The draft has been completed for the Nambucca Valley enabling the consultation phase to commence.  The process has been facilitated by Nigel Sutton (Echelon) and he will make a presentation to Council prior to the general consultation with the community.

 

 

Recommendation:

 

That Council note the development of the draft Nambucca Emergency Risk Management Plan.

 

 

OPTIONS:

 

No options.

 

DISCUSSION:

 

Over the last two years all Local Government area through their Local Emergency Management Committee (LEMC)have been preparing Emergency Risk Management Plans (ERMP).

 

The LEMC created a sub-committee of:  Council (Bruce Redman), SES (Barry Swan), RFS (Tony Jarret) to work through the implementation guide.  A grant was sought and obtained to engage a facilitator experienced in this process to help the sub-committee.

 

The draft plan has been completed and the facilitator Nigel Sutton of the company Echelon will be providing Council with an outline of the document.

 

The steps involved are set out in the following table:

 

MANAGEMENT

EMERGENCY RISK MANAGEMENT

 

Problem

Establish the context

Define the problem.

Describe community and the environment.

Define the management framework.

Determine process limitations.

Develop risk evaluation criteria

 

Research

Identify risks

Identify and describe hazards.

Review description of community and environment.

Identify elements at risk.

Generate risk statements.

Confirm risk statements.

 

Analysis

Analyse risks

Determine likelihood.

Assign measure of consequence.

Determine level of risk.

 


 

Decision making

Evaluate risks

Confirm risk levels.

Risk referral.

Risk acceptability.

 

implementation

Treat risks

Develop treatment options.

Select and prioritise options.

Plan and implement risk treatments.

 

Monitor and review

Monitor and review.

 

Communicate and consult

Communicate and consult.

 

 

Responsibility for managing ERM project within New South Wales including final decision making, rest with EMC at all levels because they have:

 

·     Current and appropriate authority

·     Appropriate agency and key stakeholder representation

·     An established reporting system

·     Acknowledged and accepted expertise.

 

The draft ERMP will be placed on public display with associated publicity prior to the Local Emergency Management Committee modify, if necessary, adopting and submitting the plan to the State body for final approval.

 

The timeline is for the plan to be submitted prior to 30 June 2008.

 

This process does not interfere with any emergency agencies' regular role rather it focuses on those disasters that are large or significant and require a coordinated, multi-agency response.

 

 

CONSULTATION:

 

·     Local Emergency Risk Management Plan sub-committee

·     Nigel Sutton, Echelon.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The impact of disasters on the environment is one of the considerations.

 

Social

 

The plan seeks to protect and assist the community through the process of preparation, implementation, response.

 

Economic

 

The impact of disasters on the economic viability of businesses and the community is one of the considerations.

 


 

Risk

 

Individual agencies have assigned roles and responsibilities for specific emergencies.  There are examples when that emergency escalates requiring assistance other agencies and coordination of the response.  These are identified in the Emergency Risk Management Plan.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The cost of the consultation is met by a grant.  The participation of the Director Engineering Services is as the Local Emergency Management Officer (LEMO).  Council meets this cost whether at sub-committee meetings or the regular meetings.

 

Source of fund and any variance to working funds

 

Extra cost have been met by a grant of $19,800 (inc GST).

 

Attachments:

There are no attachments for this report.

 


Works Inspection Committee

16 April 2008

Director of Engineering Services Report

ITEM 10.3    SF1027            160408         Draft Budget 2008/2009 - Capital Roadworks

 

AUTHOR/ENQUIRIES:     Bruce Redman, Director Engineering Services         

 

Summary:

 

A budget of $200,000 is currently included in the draft budget for rural road reconstruction.  Council has requested an inspection of the potential sites before confirming which road is funded.

 

Four sites will be inspected.

 

·     Clayholes Road

·     Browns Crossing Road

·     North Arm Road

·     Newee Creek Road

 

 

Recommendation:

 

That Council determine the road to be included in the 2008/2009 budget under the Rural Road Reconstruction Activity.

 

 

OPTIONS:

 

·     Select 1 or more section from the short list.

·     In terms of asset management Councils priority should always be rehabilitating existing sealed pavement rather than creating new sealed pavement.  Roads such as Scotts Head Road, Wirrimbi Road, and Rodeo Drive all have sections in need of urgent rehabilitation which have traffic movements far in excess of any of the unsealed roads nominated in this report.  If Council wishes to direct capital funds outside the sealed road network then on the information submitted Newee Creek would be the second best option.

 

 

DISCUSSION:

 

The draft budget provides for $200,000 to be spent on Clayholes Road as follows to remove a recurring maintenance problem.

 

              0.1 – 0.3 km (Bitumen)            $40,000

              0.5 – 0.7 km (Bitumen             $40,000

              0.7 – 1.3 km (Widening)         $120,000

 

              TOTAL                                  $200,000

 

During the budget deliberations it was resolved to compare this site with others including an inspection.  The other sites identified are:-

 

·     Browns Crossing Road – High maintenance section.

·     North Arm Road “Fertiliser” bend is a sharp corner with low sight distance for motorists.

·     Newee Creek Road – Highest traffic count for gravel road.

 

Browns Crossing Road

 

The priority section is from 0.24 – 0.4 km on the flat that connects the existing bitumen on the highway end to a dust suppressant section at a house and driveway.  A second section from 0.6 – 0.85 km could be considered to extend the seal past K Baldwins entrance.  Going to 1.45 km connects to the first railway bridge.

 

Estimate:

 

     0.24 – 0.4 (4m wide) @ $95,000                       $16,000

     0.4 – 0.6 Reseal existing bitumen                      $6,000

     0.60 – 0.85 (4m wide) @ $95,000                     $24,000

     Widen 2 corners                                             $16,000

 

     Establishment                                                  $8,000

 

     TOTAL                                                          $70,000

 

     Option 0.85 – 1.45 km (4m wide) @ $95,000     $57,000

     Widen 1 corner                                                 $8,000

 

     TOTAL                                                          $65,000

 

 

North Arm Road

 

A corner known as “Fertiliser Bend” provides poor site distance on North Arm Road.  Land was acquired in 1993.  The attached plan shows the widening and the location of the house.

 

Benching has been carried out to improve the sight distance and the corner has been bitumen sealed to reduce the dust nuisance for the house.

 

No other work is feasible because of the house location.  Greater value would be achieved extending the bitumen from 9.60 km where it currently ends.

 

 

Newee Creek Road

 

The southern end of Newee Creek Road has the highest traffic count for the gravel road section.  This makes it the highest priority based on usage and is currently the project is nominated for 2009/2010.

 

The end of the bitumen is at 2.2 km and the current intersection works at Richards Road is at 3.3 km. This length of 1.1 km could be prepared and bitumen sealed for $200,000.

 

 

CONSULTATION:

 

Nil

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Each site will involve some degree of roadside clearing.

 

Social

 

The provision of extra lengths of bitumen seal is considered by residents to provide a higher level of service.  Bitumen sealing removes the dust nuisance.

 

 

Economic

 

In any assessment based on asset management extending the length of the bitumen road network should be a secondary consideration to maintaining the existing bitumen roads.

 

Risk

 

Road safety will be improved by constructing a stable pavement surface and improving vision.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

An amount of $200,000 is currently included in the draft 2008/2009 budget.  The extra length of bitumen will result in increased maintenance costs each year.

 

Source of fund and any variance to working funds

 

Provided in draft budget.

 

Attachments:

1View

Plans

 

2View

Letter from K and M Baldwin

 

 

 


Works Inspection Committee - 16 April 2008

Draft Budget 2008/2009 - Capital Roadworks

Attachment 1

Plans

 

 


Works Inspection Committee - 16 April 2008

Draft Budget 2008/2009 - Capital Roadworks

Attachment 2

Letter from K and M Baldwin

 

 


Works Inspection Committee

16 April 2008

Director of Engineering Services Report

ITEM 10.4    SF265         160408         Policy Review - Roadside Maintenance

 

AUTHOR/ENQUIRIES:     Bruce Redman, Director Engineering Services          

 

Summary:

 

The policy on roadside maintenance was adopted on 7 December 2006.  The policy at the time represented an amalgamation of urban and rural policies relating to mowing and herbicide use.

 

No change is suggested.

 

 

Recommendation:

 

That Council adopt the reviewed policy on Roadside Maintenance.

 

 

 

OPTIONS:

 

·     Retain existing policy.

 

·     Alter policy.

 

 

DISCUSSION:

 

Council adopted this policy on 7 December 2006 and it remains relevant.

 

 

CONSULTATION:

 

Nil.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment—The policy includes herbicide use but that must comply with the Pesticide Notification Plan.

 

 

Social—No change.

 

Economic—No change.

 

Risk—No Change

 

 

FINANCIAL IMPLICATIONS:

 

No additional funding sought.

 

 

Attachments:

1View

Roadside Maintenance - Policy Review February 2008

3 Pages

 

 


Works Inspection Committee - 16 April 2008

Policy Review - Roadside Maintenance

Attachment 1

Roadside Maintenance - Policy Review February 2008

 

 

 

 

 

 

NAMBUCCA SHIRE COUNCIL

 POLICY

ROADSIDE MAINTENANCE

 

 

 

Function:  ENGINEERING SERVICES

 

 

Adopted: 7 December 2006 

Last reviewed: 2008 

 

 

 

1.0     Policy objective

 

To set in place a range of work practices that determines Councils acceptable level of roadside maintenance activities.

 

2.0     Related legislation

3.0       Definitions

4.0     Policy statement

 

URBAN

 

4.1     Mowing of Footpath Verges

 

·      Council will only mow footpath verges on a regular basis under the following conditions:

 

·      the footpath is an integral part of an adjacent park or reserve.

 

·      the footpath is the frontage for Council owned land for which Council provides mowing (eg Council’s Administrative Centre).

 

·      Council will only mow footpath verges on a needs basis if road and pedestrian safety is an issue where a sight restriction has been created at an urban intersection by vegetation growth.

 

4.2        Use of Herbicides

 

·      Councils pesticide notification plan applies.

 

·      The use of herbicides must comply with the label instructions.

 

·      Weed control using herbicide can be carried out on the main arterial roads into the towns eg Mann Street, to control growth in gutters, footpaths, median strips, fencing and guardrail as required.

 

·      Weed control using herbicide can be carried out in the commercial areas of towns and villages to control growth in pavers, footpaths, against buildings, around electricity poles and landscaping as required.

 

·      Weed control using herbicide can be carried out in recreation areas including beaches, parks and reserves to control growth and to create efficient maintenance as required.  Such work can include grass control around bench seating, shelters, drains, fencing, playgrounds and the like

 

RURAL

 

4.3        Mowing of Rural Roadsides

 

·      The road shoulder of bitumen sealed roads is to be mown by a tractor by a tractor/slasher combination where the terrain permits.

 

      Mowing is to be restricted to the immediate shoulder adjacent to the bitumen edge.  The typical width of mowing will be 1.0 – 2.0 metres in width.  Council does not require mowing of the road reserve to the fenced boundary at level areas or over the top of cuttings.

 

      The following exceptions will apply:

 

      Intersections            Mow area to ensure adequate sight distance for motorists.

                                      Reason – Road Safety

 

      Public Halls             Mow the frontage of halls and parking areas.

                                      Reason – Maintenance of Public Facilities

 

      Stockpiles                         Mow around gravel stockpiles

                                      Reason – To reduce fire hazard and weed growth

     

      The main arterial roads are to be mown 2 to 3 times a year with lesser roads mown 1 to 2 times a year.

 

·      The mowing of steep batters and around structures such as bridges, behind guardrails is to be undertaken by a “slope” mower on both sealed and unsealed roads.

 

      This type of mowing is undertaken for the following reasons:-

 

·      To ensure adequate sight distance for motorists on bends and narrow roads.

·      To provide adequate clearance from the road pavement to roadside vegetation for vehicles.

·      To remove the debri of herbicide treated weeds such as lantana.

·      To retain adequate sight distance at structures such as bridges.

 

      This is a rolling program that addresses identified problem areas but with the aim of working through all roads over time.

 

4.4     Use of Herbicides

 

·      Council’s pesticide notification plan applies

 

·      The use of herbicides must comply with the label instructions.

 

·      Weed control using herbicide can be used to control vegetation growth for a width of 1.0 metres against the edge of the bitumen should this be necessary to assist the mowing program.

 

·      Weed control using herbicide can be used to control dense vegetation such as lantana where it is deemed not practical to mow.

 

·      Gravel roads can be subject to encroachment on the edges from vegetation growth.  This does not apply to all roads but where such vegetation is growing in the watertable, on road shoulders and in gravel windows generally within 1.5 metres of the road edge it will be sprayed with herbicide if required in advance of grading and gravel maintenance and contamination of the road making material and improving the efficient operations of the equipment.

 

·      The control of roadside vegetation on road reserves will at times require the removal of earth, trees and other vegetation by using earthmoving equipment such as excavators.

 

5.0        History

 

            This policy replaced the following policies:-

·      Policy No 1 (S22) – Mowing of Urban Footpath Verges.

·      Policy No 6 (R10) – Road Shoulder Herbicide Use

This policy defines the scope of works for:-

·      Contract 5446 – Roadside Mowing.

---oo0oo---

 


Works Inspection Committee

16 April 2008

Director of Engineering Services Report

ITEM 10.5    SF699              160408         Town Services

 

AUTHOR/ENQUIRIES:     Bruce Redman, Director Engineering Services         

 

Summary:

 

A review of the town services operations continues to show that resources, in particular staff resources are not keeping up with the demand.

 

This area is expected to experience further growth and with it the need to increase resources.  A staged approach is recommended.

 

 

Recommendation:

 

That Council progressively increase staff and equipment levels in accordance with the 3 year strategy as part of the annual budget process.

 

 

OPTIONS:

 

·     Adopt 3 year plan.

·     Adopt a shorter implementation period.

·     Make no changes and further reduce the level of service even further.

 

 

DISCUSSION:

 

A report was presented to Council on the 2 August 2007 on the area of Council known as Town Services.

 

The preference of that report was to increase the number of staff by one including an extra vehicle.

 

The reason for this preference is that staff are unable to dedicate enough time to all of their duties which are waste bin servicing in parks and shopping areas, cleaning the public toilets and gutter sweeping in main streets.  The shortage of time impacts most on the toilet cleaning and gutter sweeping.

 

Town Services is an important area of operation as its presents a public image to the community in terms of the local values regarding cleanliness, hygiene and facility standards.  This was reflected in the results of the community survey.  Part of the problem is the quality of the buildings and vandalism impacts on the structures and cleanliness but the main issue is manpower.  A review of the activities shows this clearly.

 

              Public Toilet Cleaning                            2.6 persons per week

              Street and Gutter Cleaning                    4.4 persons per week

              Litter Control Streets and Reserves        1.4 persons per week

 

              TOTAL                                                 8.4 persons per week

 

Details of the calculation are shown in Appendix 1.

 

The available staff level is only 4.  Apart from the workload there is no backup and not all areas receive daily cleaning.  Nambucca Heads is under serviced at weekends especially when vandalism occurs.

 

Options:-

 

·     Councils with towns not much larger than ours have access to mechanical sweeper trucks on a regular basis.  It is not yet feasible to take this step nor is it feasible to use adjoining neighbours vehicles as the best time is early morning when they need it.

 

A small walk behind unit has been demonstrated and should make a difference.

 

·     Merge all waste services into one area.  The landfill staff and town services staff could be jointly managed.  This does not increase numbers but would enable backup when staff are ill or on leave and allow job rotation creating a more versatile workforce.

 

One of the side benefits is that the Assistant Overseer would be able to devote more time to areas such as road maintenance.

 

·     Extra staff member and vehicle.  The basic analysis says that 4 extra staff should be put in place.

 

·     Contract out litter bin collection.  At least 2 companies are able to do this.

 

 

Looking forward shows an increasing need to address staffing levels because of the following:-

 

·     Growing population

·     New growth areas

·     Expansion of bin system (eg dog bins)

·     Aging buildings

·     Increasing vandalism

·     Spreading of business areas (eg new shopping centres on the perimeter)

·     Increased level of service (eg Valla Beach receives minimal service because of the small number of shops)

·     Community expectation.  The recent survey rated these services low.

 

Taking this into account all the options will need implementation over time.  A phased in approach such as the following allows growth.

 

Year 1

 

·     Purchase walk behind sweeper to speed up this activity and improve the level of service.

·     Assess the best structure for a Waste Services Team.

 

 

Year 2

 

·     Implement the new Waste Services Team.

·     Additional fund to upgrade toilets.

·     Increase staff numbers by 1 with an extra vehicle

·     Or tender out litter bin collection.

 

Year 3

 

·     Review

 

 

CONSULTATION:

 

Manager Civil Works

Waste Officer

Assistant Overseer


 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Poor operations could lead to an impact on the environment.

 

Social

 

Need to maintain public facilities in an hygienic manner.

 

Economic

 

The area of public amenities and general street cleanliness reflects on the community and could impact on tourism.

 

Risk

 

The public expect clean and safe facilities.  A low level of service could increase the risk of unhealthy conditions.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Direct and indirect impact on current and future budgets.  Typical costs are for an extra staff member ($36,000 pa wages), extra vehicle ($30,000 purchase, $15,000 pa operation), street sweeper ($75,000 - $125,000).

 

Changes will result in significant recurrent costs as each stage is introduced.

 

Source of fund and any variance to working funds

 

The upgrading of Waste/Town Services would be linked to each budget to enable specific funding to be allocated prior to the adoption of the budgets.

 

Attachments:

1View

Appendix 1

 

 

 


Works Inspection Committee - 16 April 2008

Town Services

Attachment 1

Appendix 1

 

APPENDIX 1

 

i)        Public Privies Maintenance

 

            By their nature and for proper hygiene public conveniences require cleaning at least daily.  Practice shows that these facilities are often severely soiled (accidentally or deliberately) a short time after cleaning.  This results in a need for re-servicing on a regular basis.  This is a particular problem at weekends when generally only one employee is on duty.  As a consequence bins aren’t serviced and further cleaning is required on Mondays.

 

            In addition to daily cleaning a thorough clean and washout needs to be carried out at least quarterly.  Environmental regulations also require that no contaminated water leaves the site thus slowing the cleaning process.

 

            The estimated labour requirement for the 19 conveniences is:

           

Daily

19 @ 0.75 hrs X 7 days

= 2.6 persons per week

Quarterly

19 @ 1.5 hrs

= 0.75 person per quarter

 

ii)          Street and Gutter Cleaning

 

            The kerb and gutter and footpaths in the central business areas of Bowraville, Macksville and Scotts Head and Nambucca Heads require sweeping on a daily basis.  This activity is normally performed outside normal business hours ie early mornings.

 

            The estimated labour requirement for this activity is:

           

Kerb and Gutter

7,400m @ 20m/min

= 1.2 persons/week

Footpaths

10,700 sqm/min

= 3.2 persons/week

 

            Note:         The cleaning of the CBD of Bowraville (High Street) is currently under contract to Phoenix.

 

iii)      Litter Control on Streets and in Reserves

 

            There is a mixture of 50 and 240 litre rubbish bins provided for casual waste disposal.  Frequency of servicing can vary in line with holidays and special events, however, volume of rubbish is not the only factor.  The relatively hot climate means that daily servicing is recommended even if the bins aren’t full.

 

            The estimated labour requirement for this activity is:-

           

170 bins @ 2min/bin

= 42 hrs per week

Plus travelling between bins

= 11 hrs per week

 

Total labour requirements = 1.4 person/week

 

Hence the total labour requirement for the three Town Services Maintenance functions is 8 persons/week.

 

This theoretical resource requirements is not currently being achieved as only four (4) staff members are funded and engaged on a seven (7) day roster to service these activities.

 

In the current roster one employee works every weekend.  If he is sick or requires time off for family commitments the town facilities are not serviced unless another employee is “called in” to work at additional cost.