NAMBUCCA SHIRE COUNCIL

 

 

Ordinary Council Meeting - 07 May 2009

 

LATE AGENDA††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Page

9††††††† General Manager Report

9.14†† Report on Management Plan Workshop -
6 May 2009

9.15†† Draft Budget 2009/2010 - Hall Maintenance

11††††† Director Engineering Services Report

11.3†† Report on Management Plan Workshop - 6 May 2009 -Engineering Services

 

 



Ordinary Council Meeting

7 May 2009

General Manager's Report

ITEM 9.14††† SF1213††††††††††† 070509†††††††† Report on Management Plan Workshop -
6 May 2009

 

AUTHOR/ENQUIRIES:†††† Michael Coulter, General Manager †††††††

 

Summary:

 

A series of recommendations from the workshop are listed.

 

 

Report On Additional Hours For Ranger

 

Recommendation:††††† Court/Flack

 

1††††††† That council note the report on the increased hours for the Ranger and the leasing of an appropriate 4WD vehicle and that the additional expenditure and projected income has been included in the draft in the 2009/2010 Budget.

 

 

Report On Additional Resources For The Preparation Of The State Of The Environment Report

 

Recommendation:††††† Ainsworth/Moran

 

2††††††† That Council note the report on the Nambucca Shire comprehensive State of the Environment Report and no additional funds or resources be provided in the 2009/2010 Budget.

 

 

Report On Additional Resources For The Community And Social Plan

 

Recommendation:††††† Court/Ainsworth

 

3††††††† That Council note the report on the Social and Community Plan and no additional funds or resources be provided in the 2009/2010 Budget.

 

 

Recommendation:††††† Ainsworth/Moran

 

4††††††† That Council write a letter to the Department of Local Government requesting they endorse Councilís proposal to only review its current Social and Community Plan so it may invest its resources in a new integrated plan and reporting program.

 

 

Options For The Provision Of General Fund Contributions Towards Section 94 Works And The Possibility Of Establishing A Reserve

 

Recommendation:††††† Ainsworth/South

 

5††††††† That the information be received.

 

 

Draft infrastructure management plan and forward financial plan 2009/2010 to 2013/2014

 

Recommendation:††††† Court/South

 

6††††††† That Council note the changes to the Draft Infrastructure Management and Forward Financial Plan 2009/2010 to 2013/2014 made by MANEX and that provision be made for a footpath extension in Adin Street in the Forward Financial Plan for 2010/2011.

 

 

Recommendation:††††† Moran/Ainsworth

 

7††††††† That Council write to its Hall Committees of Management and advise them of Councilís financial position; that provision has been made in its draft Budget for 2009/2010 for required maintenance expenditure on its halls; that there is no capital funding available and any capital improvements which the Hall Committees may desire will have to be funded through grants.

 

 

Recommendation:††††† Moran/Court

 

8††††††† That a strategic plan for Councilís cemeteries be reported to Council

 

 

Recommendation:††††† Finlayson/Court

 

9††††††† That Council consider a report on the operation of the saleyards as a business unit and in particular what, if any, subsidy is to be applied to its operations.

 

 

Recommendation:††††† Finlayson/Moran

 

10††††† That Council review the cycleway plan so as to ensure its funding requirements are realistic.

 

 

Recommendation:††††† Finlayson/Ainsworth

 

11††††† That Council receives a report on the funding and use of the reserves for the Council Chambers Upkeep, Self Insurance and Tourist Centre Upkeep.

 

 

Draft Management Plan

 

Recommendation:††††† Ainsworth/Finlayson

 

12††††† That Council note the changes to the Draft Budget for 2009/2010 made by MANEX.

 

Recommendation:††††† Court/Finlayson

 

13††††† That Council endorse the draft Management Plan (Strategies, Actions and KPIís) for exhibition.

 

 

Recommendation:††††† Court/Finlayson

 

14††††† That Council place all draft Management Plan documents as amended on public exhibition for at least 28 days from Thursday 14 may 2009 and that a public meeting to explain the documents and answer questions be held at the Council Chambers during the first week of the public exhibition.

 

 

Recommendation:††††† Finlayson/Court

 

15††††† That Council Endorse its application to the Minister for a special rate variation of 1.3% over and above rate pegging for 2009/2010 as its fourth and final year of the Strategy to draw down $5m in loan funds to renew and restore roads and bridges.

 

 

Recommendation:††††† Moran/South

 

16††††† That Council be provided with a report on the cost of removing waste from Councilís Administrative Building.

 

 

Recommendation:††††† Hoban/Flack

 

17††††† That Council receive a report at its meeting on 7 May 2009 on the proposed allocation of the road reseal Budget.

 

 

Recommendation:††††† Moran/Court

 

18††††† That the proposed $12 tip provision voucher be deleted from the Draft Budget.

 

 

Recommendation:††††† Moran/Court

 

19††††† That Council receive a report on funding of $91,600 which has been carried over for Scotts Head Reserve improvements (Item 45130) and also, the provision in the Draft Infrastructure Management Plan for proposed landslip restoration at Little Beach, corner Matthew and Vernon Street, scheduled for 2011/2012.

 

 

Recommendation:††††† Flack/Court

 

29††††† That a provision of $10,000 for picnic tables and shelters be included in the Draft Infrastructure Management Plan for 2010/2011 (Item 45182).

 

 

Recommendation:††††† Ballangarry/Flack

 

21††††† That the provision for the construction of the southern section of Adam Lane, Bowraville be included in the Draft Infrastructure Management Plan for 2010/2011.

 

 

Recommendation:††††† Flack/Court

 

22††††† That Council make a provision of $6,200 for tree planting (Item 11060) in the Draft Management Plan for 2009/2010 with the funding to come from an equivalent reduction in the Budget for Banners and Flags promotion and maintenance (Item 3641).

 

 

Recommendation:††††† Flack/Court

 

23††††† That Council consider a report on the expenditure of the $12,000 Budget for the provision of a unisex toilet for the Macksville Library.

 

 

 

OPTIONS:

 

There are no options.

 

 


DISCUSSION:

 

A series of recommendations from the workshop are listed.

 

All of the changes to the Draft Budget which are the subject of late reports have now been accounted for with the Draft Budget for 2009/2010 now being a $12,300 surplus.

 

 

CONSULTATION:

 

The workshop discussed Councilís Draft Infrastructure and Management Plan and Draft Budget.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The implications are contained in the Draft Management Plan documents.

 

Social

 

The implications are contained in the Draft Management Plan documents.

 

Economic

 

The implications are contained in the Draft Management Plan documents.

 

Risk

 

The implications are contained in the Draft Management Plan documents.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future Budgets

 

The workshop was about establishing Councilís future Budget for the purposes of advertising for public comment.

 

Source of fund and any variance to working funds

 

It is anticipated that Council will produce a balanced Budget in which case there will be no impact on working funds.

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting

7 May 2009

General Manager's Report

ITEM 9.15††† SF1213††††††††††† 070509†††††††† Draft Budget 2009/2010 - Hall Maintenance

 

AUTHOR/ENQUIRIES:†††† Michael Coulter, General Manager †††††††

 

Summary:

 

The report considers a discrepancy in the budget workshop papers and the reported budget figures.The operating expenses for halls have been reviewed and the revised costs are shown in the table in the report.There is an additional cost for public halls Ė operating expenses of $46,500.

 

 

Recommendation:

 

That the provision for Public Halls Ė Operating Expenses in the draft budget for 2009/2010 be adjusted in accordance with the table shown in this report.

 

 

OPTIONS:

 

There are no real options.Councilís halls have to be maintained to an acceptable standard.

 

DISCUSSION:

 

There was discussion at the budget workshop concerning the provision which had been made for hall maintenance and in particular commentary that the allocation for hall maintenance will need to be increased by $32,000 in 2009/2010.

 

The budget figures have been reviewed and the reported figures versus the reviewed figures are as follows:

 

Public Halls - Operating Expenses

 

Account No.

Revised Budget - Dec BR 2008/2009 ($)

Reported Draft 2009/2010 budget ($)

Reviewed budget figure 2009/2010 budget ($)

Maintenance sundry expenses public halls

62,700

32,000

-

Maintíce South Arm Hall

-

2,000

11,500

Maintíce Grants Hall

16,400

16,000

30,000

Maintíce Eungai Hall

-

5,500

10,500

Maintíce Burrapine Hall

-

2,500

16,000

Maintíce Missabotti Hall

-

7,000

13,000

Maintíce Talarm Hall

-

2,000

9,500

Maintíce Taylors Arm Hall

-

13,000

18,000

Maintíce Tewinga Hall

-

2,000

8,000

Maintíce Utungun Hall

-

2,000

5,000

Maintíce Valla Hall (rural)

-

2,000

3,000

Maintíce Warrell Ck Hall

-

2,000

9,000

Depreciation

46,000

120,600

120,600

Rates/Water

11,600

6,100

6,100

Sub Total

136,700

214,700

260,200

 

Therefore the increased requirement for hall maintenance above what was reported to the workshop is $45,500.The increase is due to a detailed review of the maintenance requirements of halls by Councilís Technical Officer Ė Assets and also the recent acceptance of a contract for fire protection.

 

CONSULTATION:

 

There has been consultation with the Manager Civil Works.

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

There are no social implications.

 

Economic

 

There are no economic implications.

 

Risk

 

Council is obligated to maintain buildings which are open to the public to a certain standard.There are risks if buildings are not maintained to these standards.There are also financial risks if maintenance is not carried out in a timely manner which then leads to more expensive capital works at a later time.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The change results in an additional cost to the draft budget of $45,500.

 

Source of fund and any variance to working funds

 

It is proposed that the draft budget for 2009-2010 be balanced in which case there is no impact on working funds.

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting

7 May 2009

Director of Engineering Services Report

ITEM 11.3††† SF1213††††††††††† 070509†††††††† Report on Management Plan Workshop - 6 May 2009 -Engineering Services

 

AUTHOR/ENQUIRIES:†††† Noel Chapman, Manager Civil Works; Michael Coulter, General Manager †††††††

 

Summary:

 

Council raised a number of issues in the workshop that required clarification.

 

 

Recommendation:

 

That the information be noted.

 

 

OPTIONS:

 

There are no options.

 

 

DISCUSSION:

 

Waste collectionóadministration building

 

The current contract is:

††††††††† Waste†††††††††††††††††††††††††††† $24.9297/month

††††††††† Recycle†††††††††††††††† $40.4580/month

 

Little Beachí

 

The allocation for the Little Beach retaining wall is for a slip area adjacent to the existing footpath. (Photos will be tabled at Councilís meeting).Negotiations are being held with the Department of Lands.

 

Scotts Head Reserve

 

Job numbers 45130-000 and 45130-001.

These allocations relate toBuz Brazel Reserve and will be the subject of a report to Councilís meeting on 21 May 2009.

 

Adam Lane

 

Page 6of the Budget Report identifies Adam Lane ($40,000) as works not included in the Budget.

 

Page 10 of the Draft Infrastructure Management Plan 2009/2014 identifies works in Adam Lane to be programmed in the 2011/2012 financial year.The description and amount on this entry are incorrect and should read Adam Lane, Phoenix to Bowra Street which is the completion of the section of lane between Belmore and Bowra Streets.The actual estimated cost is $40,000.

 

Councilís resolution is to undertake this work in 2010/2011, therefore, the Forward Financial Plan and Infrastructure Management Plan need to be amended accordingly.

 

Reseals

 

The $235,000 unallocated amount will be expended by bringing forward works identified in the Infrastructure Management Plan for completion in 2010/2011.This, in turn, would allow other works to be brought forward from 2011/2012 to 2010/2011.

 

 


The additional works for 2009/2010 are:

 

††††††††† Valla Road (Highway to Deep Creek road intersection)†††††††††††††††† $86,000

††††††††† Deep Creek road (FULL length)††††††††††††††††††††††††††††††††††††††††††††††††† $80,000

††††††††† Waterford Drive (full length)††††††††††††††††††††††††††††††††††††††††††††††††††††††† $36,000

††††††††† Acacia Drive (full length)††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† $15,000

††††††††† Coronation Road†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† $18,000

††††††††††††††††††††††††††††††††††††† TOTAL†††††††††††††††††††††††††††††††††††††††††††††††††††††††† $235,000

 

Beach Permit Income

 

Job Number 6230-000.

Income for the current year has exceeded the original budget and a variation of $1,000 was made at the December Budget Review.

 

The estimates for the budget and forward financial plan were based on the original budget allocation.This is a conservative figure and is matched by expenditure Item 761-000.

 

Note:Income for †† 2006/07†††††††††††††††† $5535

†††††††††††††††††††††††††††† 2007/08†††††††††††††††† $6540

 

Additional Staff MembersóTown Services

 

Council, at its meeting on 18 December 2008, resolved to ďmake the position of excavator operator redundant and the savings be applied to increase the Town Services crew from 4 staff to 5 staff.Ē

 

While the cost of additional wages for Town Services is easily identifiable on two job allocations the savings related to the excavator position are harder to determine as the machine would normally work on a wide range of projects with each having a small saving.An amount of $50,000 will be deducted from roadwork and other projects.

 

It is envisaged that productivity of the remaining excavator will increase, however, it is possible that a hired excavator will be required on occasions and this will reduce any savings identified.

 

Adin Street Footpath

 

The link between the end of the existing path and the Bowling Club carpark is approximately 250 m long.There will be some construction difficulties due to steep embankments immediately adjacent to the proposed path.

 

The preliminary estimate, subject to detail design, is $15,000.

 

Waste Management

 

The previous Budget had Job numbers:

 

††††††††† 1505-055 for $11,877 and

††††††††† 1575-055 for $2,969.28 for Education Levy.

 

These have now been replaced by items Advertising Local Requirements Job numbers:

 

††††††††† 1549-000 for $11,900 and

††††††††† 1613-000 for $3,000.

 


Macksville LibraryóUnisex/Disabled Toilet

 

It was determined that insufficient funds were allocated to the project and an alternative solution was implemented.Whilst $12,000 had been allocated to the job it did require major building works which would have resulted in the relocation of the storeroom and the reduction of the Library floor area.

 

An alternate solution was implemented whereby access is available to a disabled unisex toilet in the Senior Citizens Centre.This was implemented at a cost of $2,300 providing Council a saving of $9,700.

 

There was a consequent saving to Job number 44502-000 ($9664) that was returned to the General Fund.

 

Administrative Support for Engineering Services

 

The Draft Budget made reference to a provision for increased hours for Engineering support.A check of the salary proposals for the Draft Budget indicates that they contain a proposal to increase an existing part time Administrative Support position from three days per week to five days per week.This has been done outside any formal consideration of Councilís Organisation Structure and has been deleted from the Draft Budget with a saving of $12,000.

 

 

CONSULTATION:

 

Safety Officer

Manager Financial Services

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

No issues as a result of this report.

 

Social

 

No issues as a result of this report.

 

Economic

 

No issues as a result of this report.

 

Risk

 

No issues as a result of this report.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

No issues as a result of this report.

 

Source of fund and any variance to working funds

 

No issues as a result of this report.

 

 

Attachments:

There are no attachments for this report.