NAMBUCCA

SHIRE COUNCIL

 


Ordinary Council Meeting

AGENDA ITEMS

16 May 2012

cOMMENCING AT 8.30 AM

 

Council has adopted the following Vision and Mission Statements to describe its philosophy and to provide a focus for the principal activities detailed in its Management Plan.

 

Our Vision

Nambucca Valley ~ Living at its best.

 

Our? Mission Statement

 

?The Nambucca Valley will value and protect its natural environment, maintain its assets and infrastructure and develop opportunities for its people.?

 

Our Values in Delivery

?                Effective leadership

?                Strategic direction

?                Sustainability of infrastructure and assets

?                Community involvement and enhancement through partnerships with Council

?                Enhancement and protection of the environment

?                Maximising business and employment opportunities through promotion of economic development

?                Addressing social and cultural needs of the community through partnerships and provision of facilities and services

?                Actively pursuing resource sharing opportunities

 

Council Meetings:? Overview and Proceedings

 

Council meetings are held on the last Thursday of each month commencing at 5.30 pm AND the second Wednesday before the last Thursday of each month commencing at 8.30 am. ?Council meetings are held in the Council Chamber at Council's Administration Centre?44 Princess Street, Macksville.

 

How can a Member of the Public Speak at a Council Meeting?

 

1??????? Addressing Council with regard to an item on the meeting agenda:

Members of the public are welcome to attend meetings and address the Council.? Registration to speak may be made by telephone or in person before 2.00 pm on a meeting day.? The relevant agenda item will be brought forward at 5.30 pm in agenda order, and dealt with following preliminary business items on the agenda.? Public addresses are limited to five (5) minutes per person with a limit of two people speaking for and two speaking against an item.?

 

2??????? Public forum address regarding matters not on the meeting agenda:

Council allows not more than two (2) members of the public per meeting to address it on matters not listed in the agenda provided the request is received before publication of the agenda and the subject of the address is disclosed and recorded on the agenda.

 

Speakers should address issues and refrain from making personal attacks or derogatory remarks.? You must treat others with respect at all times.

 

Meeting Agenda

 

These are available from the Council's Administration Building, the Regional Libraries in Macksville and Nambucca Heads as well as Council?s website: www.nambucca.nsw.gov.au


 

NAMBUCCA SHIRE COUNCIL

 

Ordinary Council Meeting - 16 May 2012

 

Acknowledgement of Country????????? ? (Mayor)

 

I would like to acknowledge the Gumbaynggirr people who are the Traditional Custodians of this Land.? I would also like to pay respect to the elders both past and present and extend that respect to any Aboriginal People present.

 

AGENDA?????????????????????????????????????????????????????????????????????????????????????????????????? Page

 

1??????? APOLOGIES

2??????? PRAYER

3??????? DISCLOSURE OF INTEREST

4??????? CONFIRMATION OF MINUTES ? Ordinary Council Meeting - 26 April 2012

5??????? NOTICES OF MOTION

5.1???? Notice of Motion - Endorsement Of Voting Delegate ? One Association Ballot (SF640)............. ?

6??????? DELEGATIONS/ PUBLIC FORUM

10.8?? Flying Fox Plan of Management - Grassy Park, Bowraville.....................................................

????????? I)??????? Ms Diane Glennon

????????? II)?????? Ms Joy Vonson

 

7??????? ASKING OF QUESTIONS WITH NOTICE ??

8??????? QUESTIONS FOR CLOSED MEETING WHERE DUE NOTICE HAS BEEN RECEIVED

9??????? General Manager Report

9.1???? Outstanding Actions and Reports.........................................................................................

9.2???? Grant Application Status Report ..........................................................................................

9.3???? Organisation Review - Business Services Unit.......................................................................

9.4???? Scotts Head Tennis Club Committee of Management - Minutes of the Annual General Meeting - 4 April 2012..................................................................................................................................

9.5???? Fixed Term Contracts for Management Positions...................................................................

9.6???? Investment Report to 30 April 2012.......................................................................................

9.7???? Unkya Reserve Playground Grant - Matching Funding............................................................

10????? Director Environment and Planning Report

10.1?? Outstanding DA's greater than 12 months, applications where submissions received not determined to 30 April 2012..........................................................................................................................

10.2?? DA's and CDC's Received and Determined under Delegated Authority to 4 May 2012................

10.3?? DEP Applications and Statistical Reports 2011-2012, and Certificates Received 2010-2012 (April 2012)????

10.4?? Contract Regulatory Officer's Report April 2012......................................................................

10.5?? Library Policies for Nambucca Shire Council Library Services.................................................

10.6?? Report on Access Committee minutes from 24 April 2012......................................................

10.7?? DA 2011/165 Application for a dwelling to be located outside the dwelling envelope - Taylors Arm Road, Upper Taylors Arm..............................................................................................................

10.8?? Flying Fox Plan of Management - Grassy Park, Bowraville-DELEGATIONS.............................

11????? Director Engineering Services Report

11.1?? NSW Rural Fire Service Liaison Committee Meeting No.3 ? 2011/12.......................................

11.2?? Flood Event - June 2011 - Claim For Natural Disaster Funding - Restoration For Local Roads....

11.3?? Nambucca Shire Emissions Reductions Program (NARP) - Streetlight Upgrade.......................

11.4?? Mid North Weight of Loads Group - Half Yearly Meeting - 5 March 2012...................................

11.5?? Tender for Road Safety Barrier Systems...............................................................................

11.6?? Timber Whale Sculpture -Offer to Finance the Installation and Ongoing Maintenance................

11.7?? Nambucca District Water Supply Steering Committee Meeting ? 2 May 2012..........................

11.8?? Coronation Park BBQ Kiosk................................................................................................

11.9?? Bowraville Sewage Treatment Plant ? Proposed Constructed Wetland To Improve Effluent Quality?? ???

12????? General Manager's Summary of Items to be Discussed in Closed Meeting

12.1?? Outstanding Debtors - POEO Administration Fee Write Offs

It is recommended that the Council resolve into closed session with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (g) of the Local Government Act, 1993, on the grounds that the report contains advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

 

12.2?? Organisation Review - Director Corporate and Community Services

It is recommended that the Council resolve into closed session with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (a) of the Local Government Act, 1993, on the grounds that the report contains personnel matters concerning particular individuals.

 

12.3?? Unauthorised Earthworks - Main Beach, Nambucca Heads

It is recommended that the Council resolve into closed session with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (g) of the Local Government Act, 1993, on the grounds that the report contains advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

??

??????????? a????? Questions raised by Councillors at 8 above

 

?????? i???????? MOTION TO CLOSE THE MEETING

?????? ii??????? PUBLIC VERBAL REPRESENTATIONS REGARDING PROPOSAL

???? TO CLOSE

?????? iii?????? CONSIDERATION OF PUBLIC REPRESENTATIONS

?????????????????? iv??????? DEAL WITH MOTION TO CLOSE THE MEETING

13????? MEETING CLOSED TO THE PUBLIC

14????? REVERT TO OPEN MEETING FOR DECISIONS IN RELATION TO ITEMS DISCUSSED IN CLOSED MEETING.

Starts 8.30AM

 

Time

Description

Where

OS/CC

Item

8.30 am

Flying Fox Plan of Management (Delegations)

CC

10.8

9.00 am

DA 2011/165 application for a Dwelling to be located outside the dwelling envelope ? Taylors Arm Road

(Delegation)

CC

10.7

9.30 am ? 11.30

Business Paper

CC

 

12.00 noon

Unkya Reserve Playground Grant

OS

 

 

Lunch at Eungai

OS

 

1.00 pm

Coronation Park and Kiosk

OS

 

2.00 pm

Bowraville Sewage Treatment Plant ? Proposed Constructed Wetland To Improve Effluent Quality

OS

 

3.00 pm

Business Paper and Close

CC

 

 


NAMBUCCA SHIRE COUNCIL

 

 

DISCLOSURE OF INTEREST AT MEETINGS

 

 

Name of Meeting:

 

Meeting Date:

 

Item/Report Number:

 

Item/Report Title:

 

 

 

I

 

declare the following interest:

????????? (name)

 

 

 

 

Pecuniary ? must leave chamber, take no part in discussion and voting.

 

 

 

Non Pecuniary ? Significant Conflict ? Recommended that Councillor/Member leaves chamber, takes no part in discussion or voting.

 

 

Non-Pecuniary ? Less Significant Conflict ? Councillor/Member may choose to remain in Chamber and participate in discussion and voting.

 

For the reason that

 

 

 

 

 

 

Signed

 

Date

 

 

 

 

 

Council?s Email Address ? council@nambucca.nsw.gov.au

 

Council?s Facsimile Number ? (02) 6568 2201

 

(Instructions and definitions are provided on the next page).

 


Definitions

 

(Local Government Act and Code of Conduct)

 

 

Pecuniary ? An interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person or another person with whom the person is associated.

(Local Government Act, 1993 section 442 and 443)

 

A Councillor or other member of a Council Committee who is present at a meeting and has a pecuniary interest in any matter which is being considered must disclose the nature of that interest to the meeting as soon as practicable.

 

The Council or other member must not take part in the consideration or discussion on the matter and must not vote on any question relating to that matter. (Section 451).

 

 

Non-pecuniary ? A private or personal interest the council official has that does not amount to a pecuniary interest as defined in the Act (for example; a friendship, membership of an association, society or trade union or involvement or interest in an activity and may include an interest of a financial nature).

 

If you have declared a non-pecuniary conflict of interest you have a broad range of options for managing the conflict.? The option you choose will depend on an assessment of the circumstances of the matter, the nature of your interest and the significance of the issue being dealt with.? You must deal with a non-pecuniary conflict of interest in at least one of these ways.

 

?        It may be appropriate that no action is taken where the potential for conflict is minimal.? However, council officials should consider providing an explanation of why they consider a conflict does not exist.

?        Limit involvement if practical (for example, participate in discussion but not in decision making or visa-versa).? Care needs to be taken when exercising this option.

?        Remove the source of the conflict (for example, relinquishing or divesting the personal interest that creates the conflict or reallocating the conflicting duties to another officer).

?        Have no involvement by absenting yourself from and not taking part in any debate or voting on the issue as if the provisions in section 451(2) of the Act apply (particularly if you have a significant non-pecuniary conflict of interest).

 

???


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

Notice of Motion

ITEM 5.1????? SF1714??????????? 160512???????? Notice of Motion - Endorsement Of Voting Delegate ? One Association Ballot (SF640)

 

AUTHOR/ENQUIRIES:???? Rhonda Hoban, Councillor ????????

 

Summary:

 

Council has been asked to provide the name of its voting delegate in the upcoming secret ballot to be conducted by the Australian Electoral Commission to determine ?One Association?.

 

 

 

Recommendation:

 

That Council endorse the Mayor as Council?s voting delegate in the secret ballot to be conducted by the Australian Electoral Commission to determine the proposal to establish ?One Association?.

 

 

 

 

DISCUSSION:

 

Council was advised by memo of the recent progress of the proposal to form ?One Association? to represent Local Government in NSW.

 

The Shires Association have written (letter attached) to advise that the next stage is to have the proposal to form One Association submitted to a secret postal ballot. The ballot will be conducted by the Australian Electoral Commission and each Shires Association member council has one vote. Council must notify the Shires Association of the name and private mailing address of its delegate by the 31st May 2012.

 

Attachments:

1View

11100/2012 - Letter - Information relating to forming "One Association"

 

??


Ordinary Council Meeting - 16 May 2012

Notice of Motion - Endorsement Of Voting Delegate ? One Association Ballot (SF640)

 


??? ?


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

General Manager

ITEM 9.1????? SF959????????????? 160512???????? Outstanding Actions and Reports

 

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

 

 

The following table is a report on all outstanding resolutions and questions from Councillors (except development consents, development control plans & local environmental plans). Matters which are simply noted or received, together with resolutions adopting rates, fees and charges are not listed as outstanding actions. Where matters have been actioned they are indicated with strikethrough and then removed from the report to the following meeting. Please note that the status comments have been made one week before the Council meeting.

 

 

Recommendation:

 

That the list of outstanding actions and reports be noted and received for information by Council.

 

 

 

No

FILE

NO

COUNCIL

MEETING

SUMMARY OF MATTER

ACTION

BY

STATUS

JULY 2009

1

SF1272

16/07/09

Council consider as a first priority the provision of a data link and adequate server for backup in the quarterly review. That Council consider suitable remote office space to house disaster recovery equipment at the quarterly review.

 

RO/IT

Hardware has been installed being:

1. ESXi host server in the library. This server runs VMware ESX which is then capable of hosting our servers in a virtual environment if required.

2. Platespin Protect. Installed on the ESX host is a virtual server dedicated to handling replications from our physical servers. Each physical server has a Platespin agent installed to facilitate this replication.

3. Fibre link between admin office and library DR site.

Initial testing has been done of virtual server in library. Power points and wireless connection being provided in Senior Citizens Centre for a full test of disaster recovery.

Full testing to occur at Senior Citizens Centre on Sunday 11 March. Issues with testing on 11 March 2012. Further testing to be scheduled.

 

 

JULY 2010

4

SF638

15/07/10

Council formulate a plan of management for land which is occupied by the Valla Beach Pre-School.

 

GM

Scheduled for October 2010.

Deferred to November 2010.

Pre School unable to secure an easement over adjoining land for maintenance of bushfire buffer. Plan of Management to be prepared following resolution of Pre School extensions.

 

Pre-School advised to proceed with preparation of easements for bush fire hazard reduction.

 

5

SF218

15/07/10

Council review investigations to extend sewer to the Lower Nambucca and investigate effluent disposal issues in Eungai.

 

GM/

DEP

Letter sent to owners in Lower Nambucca. Briefing and discussion with property owners to be arranged.

DEP to investigate Eungai.

De Groot Benson contacted concerning a meeting date in February 2011.

Information sent through to consultant. Meeting now not likely to late March 2011.

Consultant advised that meeting will need to be deferred to May 2011 due to unavailability.

Staff workloads have not permitted to proceed in May. June now targeted.

Now deferred to August.

Costing being prepared on a pressurised system so facts and figures will be discussed.

 

Further deferred.

 

MARCH 2011

7

DA2010/234

17/3/11

Council develop a policy as to the cumulative impacts of locating fill on the floodplain at Macksville and also review the matrix in the Floodplain Risk Management Plan

 

DEP

Brief to be prepared and new floodplain study to be undertaken during 2011.

 

RTA has now engaged Consultants to prepare a new full and comprehensive flood study which will be provided to Council upon completion. At this time Council will be able to proceed to complete a new Flood Plain Risk Management Plan incorporates a revised matrix.

 

DEP advised meeting arranged with RTA.

 

Draft flood study likely to be presented to Council May/June 2012.

 

 

MAY 2011

8

SF1031

19/5/2011

That a new policy covering donations to charities be prepared to cover all existing policies and to better ration the limited donations budget.

 

GM

In progress ? report to October Council meeting. Agenda for Oct GPC too large.

Deferred to November.

Deferred to December 2011.

Deferred to January 2012.

Further deferral due to workload.

 

JUNE 2011

9

SF841

2/06/2011

Council write to the RTA requesting they design the new Nambucca River bridge at Macksville to provide 62m between the main channel piers and ensure the bridge is tall enough to allow yachts to pass under at maximum high tide.

 

DEP

Letter sent 8 June 2011.

 

No response as at 6 December 2011.

 

Further letter sent 10 January 2012.

 

No formal response, however RMS have verbally advised that a formal response will be with Council prior to the end of May 2012

JULY 2011

11

SF1031

21/7/2011

That the policy for Climate Change Adaption be deferred to allow amendments to be made to the draft policy

 

DEP

Policy under revision and to be reported to future General Purpose Committee Meeting.

SEPTEMBER 2011

12

SF21

1/09/2011

Council investigate an effluent management system for the Saleyards

 

GM

Preferred design to be determined by 30/6/2012.

Advice received from EPA.? To be reported in June.

 

13

SF21

1/09/2011

Council investigate funding an effluent management system at the Saleyards through its environmental levy.

 

GM

To be the subject of a further report. Cannot be funded before 2012/2013.

 

Advice received from EPA.? To be reported in June.

14

SF1496

1/09/2011

That more information on the pilot program for the aquatic system monitoring be provided to a future GPC meeting. (River Health Program)

 

DEP

Information being sought for presentation to February GPC meeting.

 

Deferred to 31 May 2012 Council meeting.

OCTOBER 2011

15

SF1595

6/10/2011

 

Councillors to be provided with major documents at least 3 weeks before the nominated GPC when they are to be first considered.

 

GM

In place for a six month trial.

 

17

SF1595

20/10/2011

Council review its Tree Maintenance and Removal Application Policy asap, to provide greater clarity with regard to application assessments

 

DES

January GPC

 

Draft policy to be provided to Councillors at the end of January for comment and report to March GPC.

 

Further work being undertaken on the policy emanating from the resolutions of Council?s meeting 2/2/12. Draft policy will now be provided to Councillors for comment at end of February.

Due to natural disasters deferred to May 2012.

 

18

SF29

20/10/2011

The Library Working Group meet with the Manager Community & Cultural Services asap to arrange discussions with the State Library, meetings with Kempsey, Port Macquarie-Hastings and Coffs Harbour councils so that a recommendation can be made to Council in February 2012 on the future of the library service.

 

DEP

Reporting on establishing a stand alone library service now the priority. Arrangements with other Councils to be the subject of on-going investigation.

 

Establishment of a stand alone library now taken priority over arrangements with other Councils.

 

Order has been placed for Spydus software.

 

Librarian position advertised closing 23 April.

Interviews being scheduled for late May 2012.

 

19

SF688

20/10/2011

Council consider and prioritise the unfunded items in the Environmental Levy in a future report to Council.

 

DEP

Report to follow IPR Exhibition.

 

Decision made to defer pending determination by IPART re special variation.

 

20

 

SF938

3/11/2011

Council receive from the Property Officer a draft policy on future licensing for water reservoir space

 

GM

Report in December 2011. Deferred due to resignation of Property Officer.

 

21

SF1595

17/11/2011

DES consider the unsealed section of South Arm Road or McHughs Creek Road as a site for expenditure of the $25,000 allocated for unsealed pavement management testing.

 

DES

To be considered in 2012.

 

Sections identified on South Arm Rd and scheduled for May 2012

 

22

SF1460

17/11/2011

Structure of the Farmland (rate) Category be changed to incorporate the statutory minimum with ad valorem maintaining yield. Council undertake a review of the farmland criteria to better reflect high intensity pursuits.

 

GM

Farmland criteria to be revised prior to the issuing of the 2012/13 rates. Given recent resignation of Rates Officer this may not be possible for reasons of workload.

 

 

DECEMBER 2011

24

SF1496

1/12/2011

Council receive a report on consistent terminology for reporting forecast flood frequency, for example 1 in 100 ARI floods.

 

DEP

To January Council meeting.

Deferred to February Council meeting.

Further deferred to 31 May 2012.

 

25

SF84

1/12/2011

Council write to the Minister for Police and Emergency Services requesting a detailed itemised budget for the line item ?other support? and the line item ?insurances?. Also that an explanation be provided as to why the RFS budgets are not provided to Council by no later than 28 February each year in accordance with the Service Level Agreement

.

DES

Letters Sent 6 December 2011

 

Response received from the Premier (provided to Councilors week ending 13 Jan 2012) advising the Premier has referred the matter to the Minister  

 

 

 

26

SF674

15/12/2011

That Council investigate the possibility of acquiring additional land from NSW Forests to expand Council?s current waste management depot.

 

DES

Letter sent to NSW Forests 6 February 2012

No response as at 6 March 2012.

DES will forward a further letter to Forestry NSW.

 

Advice received from Forests that they would be prepared to enter into negotiations with Council. A feasibility study will be required to determine costs and issues and address legislative matter ? it is proposed to provide a report to Council in May.

 

27

SF844

15/12/2011

That Council forward a request to the Minister that the Country Towns Program subsidy be on the total costs of BORS.

 

Mayor

Letter sent 6 January 2012. Follow up letter sent 22 February 2012.

 

No response as at 6 March 2012.

No response as at 7 May 2012

JANUARY 2012

28

SF1714

19/01/2012

That an on-site inspection at the Nambucca Beach Holiday Park be conducted by Councillors at a GPC to resolve DA2011/142 and the proposal be pegged out for that site inspection.

 

DEP

Will be scheduled once application is ready for determination.

29

SF85

19/01/2012

Council write to the Minister for Police & Emergency Services and Deputy Premier seeking clarification on the GRN component of the RFS budget.

 

DES

Letter sent 25 January to the Minister for Police & Emergency Services and Deputy Premier

 

Acknowledgement letters have been received advising that matter is being investigated.

30

SF84

19/01/2012

Council write to the Premier requesting a complete audit of the RFS focussing on financial accountability and efficiency of service delivery.

 

DES

Letter sent 25 January to the Premier seeking an audit of the RFS

 

Response received from the Dept Local Government regarding Council?s December resolution (provided to Councillors 20 Jan 2012)

 

Acknowledgement letters have been received advising that matter is being investigated.

 

31

SF742

19/01/2012

Council prepare a draft brochure to demonstrate land slip risk and tips for minimising risk.

 

GM

Aim to have completed by June 2012.

 

Existing information brochures have been sourced.

FEBRUARY 2012

32

GB2/12

02/02/2012

Appropriate sized nesting boxes be place in trees in close proximity to the Cabbage Gum site (Link Road)

DES

20 nesting boxes organised and will be installed once they have been received; two advanced trees ordered and will be planted.

 

33

SF741

16/02/2012

That a further report be prepared (on the Paveline) for the year July 2011 to June 2012 for comparison with the same period in the previous year.

 

DES

August 2012

 

MARCH 2012

34

SF959

1/03/2012

Council write to the Hon. Katrina Hodgkinson requesting clarification as to the Native Title Tribunal claim involving the Gumma (Boultons Crossing) Reserve.

 

GM

Letter sent 6 March 2012.

35

DA2011/122

1/03/2012

Re road name Kenwil Drive, that the matter be deferred to enable the policy to be reviewed and exhibited and then the recommendation, that Council advertise its intention to name the road ?Ken Wilson Drive? be reconsidered.

 

DES

In accordance with Council?s direction for 3 weeks notice the matter will be considered in May 2012.

36

SF341

15/03/2012

Council incorporate a question in its 2013 Resident Satisfaction Survey on community attitudes to vehicles on beaches.

GM

Survey to be arranged to be conducted in 2013.

 

Funds will be required 2012/13 budget.

37

SF327

15/03/2012

Council consider making a budget provision of $4,000 to the Nambucca District Band Committee of Management for 2012/2013.

 

GM

To be considered in budget.

38

SF281

15/03/2012

Council staff report to Council regarding the use of Facebook or Twitter to communicate with young people.

 

DEP

Referred to Youth Development Officer for investigation and report to Council.

39

SF777

15/03/2012

Council write to the Hon Tony Burke MP asking what public consultation occurred prior to the determination re Lowland Rainforest EEC; also requesting any available mapping; and seeking assistance for ground truthing.

 

DEP

Letter sent 3 April 2012.

No response as at 7 May 2012

42

SF1743

15/03/2012

The tree register be referred back to the DES so that he may prepare a further report and recommendation to Council on a proposal which addresses historic, senescent or publicly significant trees on public land in urban areas.

 

DES

Report will be presented to Council in August 2012,

43

SF1653

4/04/2012

Senior management establish and lead a continuous improvement program across the organisation to achieve productivity savings, efficiency gains and revenue enhancement.

 

GM

Report in May 2012 on proposed program.

44

SF1653

4/04/2012

Council receive a report on the merit or otherwise of ensuring that all future Director and management positions be advertised on fixed term contracts

.

GM

Report in May 2012.

 

See report in business paper.

45

SF1714

11/04/2012

Council write to Minister Hodgkinson seeking an assurance of the continuation of the Business Advisory Service.

 

GM

Letter sent 16 April 2012.

46

SF1714

11/04/2012

Council receive a report setting out the number of rural blocks which front sealed roads but do not have a building entitlement.

 

DEP

Deferred to June 2012.

47

SF1714

11/04/2012

Council review the availability of industrial (employment) land at Nambucca Heads and Macksville and if necessary take steps to rezone further land.

 

DEP

Deferred to June 2012.

48

DA2012/004

11/04/2012

Council review its Car Parking Code

 

DEP

Deferred to June 2012

49

SF544

11/04/2012

Clarification be sought on the mining and/or extractive industries contribution plan and information also be provided on coal seam gas extraction exploration and its implications for contribution planning.

 

GM

Report in May 2012

50

SF61

11/04/2012

Council receive a report regarding extending life guard services over the Easter break, including community education. Also that the report consider markers for boats to access Forsters Beach at Scotts Head without conflicting with swimmers.

 

 

DES

Report in May 2012

 

Quotes being sourced and a report prepared for the May 2012 meeting

 

51

SF452

11/04/2012

Council receive a quarterly waste management report including infringements issued, progress with the Biomass, community education, landfill construction etc

 

DES

Report in July 2012

52

SF959

26/04/2012

Council consider a future budget allocation to widen the footpath on the northern side of Marshall Way to accommodate motorised scooters and other forms of assisted transport.

 

DES

To be considered with budget in June 2012

53

SF959

26/04/2012

Council resubmit previous requests to the RMS for reconsideration of the speed limit to 80 kph for all Shire roads and the Pacific Highway except those already signposted with a lower speed limit.

 

DES

Letter sent to RMS 2 May 2012.

54

SF959

26/04/2012

Council request the Local Traffic Committee to consider a limit of 40kph for Seaview Street and Bent Street, Nambucca Heads

 

DES

Placed on the Traffic Committee agenda for June Meeting.

55

PRF15

26/04/2012

Council consider financial assistance to the Nambucca Senior Rugby League for funding the construction of a BBQ Kiosk at Coronation Park in the 2012/12 budget

 

DES

Referred to Manager Assets to include in draft budget 2012/13

56

SF1642

26/04/2012

The proposed constructed wetland at Bowraville STP be deferred to the next Council meeting in order to conduct an onsite inspection and Council write to other councils, including Byron Bay, requesting information about the success or otherwise of constructed wetlands

 

DES

Manager Water and Sewerage has contacted other councils seeking further information.

 

On site inspection scheduled for 16 May 2012

57

SF843

26/04/2012

Council include information on its website and in the next rate payers? newsletter about the costs to and impacts on the environment of detergents and urging the use of lower impact environmental products

 

GM

Information to go out in July rates newsletter

Attachments:

There are no attachments for this report.

?


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

General Manager's Report

ITEM 9.2????? SF1120??????????? 160512???????? Grant Application Status Report

 

AUTHOR/ENQUIRIES:???? Colleen Henry, Grants Officer ????????

 

Summary:

 

At Council?s meeting on 7 December 2006 it was resolved that there be a quarterly return submitted to Council on grant programs.

 

 

Recommendation:

 

That the list of grant applications and their status to 9 May 2012 be received.

 

 

Successful grant applications (not yet acquitted):

Grant and date of approval

Funding Amount

Amount Council

Description

Sport and Recreation Participation Program

December 2010

$9,888

None required

Staying Strong exercise program to be delivered as part of Safe and Savvy Seniors (SASS), at Macksville Senior Citizens? Centre

 

Federal Government election commitment?

$120,000

None required

Relocation of 2NVR radio station to Tewinga Hall

 

Department of Sustainability, Environment, Water etc

 

$1 million

None required

Detailed design for off river water storage

Indigenous Sport and Recreation Program

August 2011

$46,300 (full request of $168,000 not awarded)

None required

Nambucca Valley Sports Facilitation Program (Ritchie Donovan)

NSW Floodplain Management Program

October 2011

 

$60,000

None required

Implementation (continued) of the Nambucca River Flood Study

Northern Rivers Catchment Management Authority

November 2011

$37,000

None required

Weed control from Swimming Creak to Deep Creek. Installation of geo-textile for dune stabilisation, working with Nambucca Dunecare Group.

Transport for NSW

Better Boating Program

Closed 29 July 2011

$47,734

$47,734

(S.94 funds)

Scotts Head Boat Ramp ? all-season facility

Department of Health and Ageing

Closed 19 August 2011

$566,430

None required

Healthy Communities Initiative Phase 3

?Live Healthy Nambucca?

Department of Sport and Recreation Facilities Grant

Closed 15 April 2011

1. $480

(received half requested funds)

2. $4761

(received only partial funding)

 

None required

1. Table Tennis Tables for Nambucca Heads Table Tennis Club (NHTTC), under the auspice of Nambucca Shire Council

2. Bowraville Cricket Club Nets and Pitch

 

SUCCESSFUL APPLICATIONS IN THIS PERIOD:

 

Grant and Date of Notice

Amount

Amount - Council

Description

Community Arts Support Program

Closed 10 February 2012

$1,000

NA

Unkya CoM to contribute some funds

Creation of mosaic artwork ?The Harmony Tree? for Unkya Reserve

Office of Communities

Community Building Partnership Program

Closed 31 October 2011

$19,745

Matching funding (subject to Council approval )

Creation of a sand lagoon and other playground equipment, and installation of a composting toilet at Unkya Reserve.

Clean Energy Future ? Biodiversity Fund

(application made by Council?s Noxious Weeds Inspector)

Closed January 2012

$455,000 over six years

$30,000 over six years

(No additional cost to Council ? contribution will come

from existing weed budget)

Invasive species control on Cliffs and High Conservation areas on the Coastal Fringe of the Nambucca Valley ? Funds will be used to manage invasive species including Bitou Bush and Lantana within the Coastal Reserve System, along 8.2km of coastline. The project will enhance the biodiversity of a large tract of connected coastal habitat and build capacity of the local community to protect and enhance the natural environment.

Total year to date

$2,368,330

 

Please note that the Unkya Playground Grant is subject to consideration by Council following an inspection of the site by Councillors. Please also note that this specific grant application was not listed in this report as the CoM submitted the application directly (with Council as auspice), however the same project was the subject of an application to the NSW Sport and Recreation listed in the section ?Grant Applications Made But Not Yet Determined? in previous reports.

 

Applications made but not yet determined:

 

Funding Body

Amount

Amount - Council

Project Name

Department of Sustainability, Environment, Water, Population and Communities

No closing date

 

$10 million

TBC

Off-river water storage (subject to a number of conditions including detailed plans, relevant approvals, Council funding, confirmation of final project costs.

Foundation for Rural and Regional Renewal ? Flood Fund

Closes 24 February 2012

$5,000

NA

Valla Beach Comm Assc

Storage shed for storing VBCA equipment.

Office of Environment and Heritage NSW

Closed 28 February 2012

$80,000

$40,000*

 

Nambucca Shire Beaches Access way Improvement Program (unsuccessful in previous round, so resubmitted in new round)

Office of Environment and Heritage NSW

Closed 28 February 2012

$80,000

$40,000**

Gumma Reserve Water Management Regime

Wetlandcare to contribute $40,000

Indigenous Sport and Active Recreation Program Prime Minister and Cabinet

Closed 9 March 2012

$338,478

NA

Three-year program employing Ritchie Donovan and Paul Evans to continue to deliver Sport and Well-Being/Sports Facilitation program at Buz Brazel Oval

 

Foundation for Rural and Regional Renewal

Closed 30 March 2012

$4000

 

$2000

 

$2000

NA

Valla Hall ? plastic barrier curtains for veranda

Burrapine Hall ? water tank and 2 toilet cisterns

Eungai Hall ? water tank, plumbing and guttering

 

NSW Govt ? Local Infrastructure Renewal Scheme (LIRS)

Closed 26 March 2012

 

4% interest rate subsidy

Loan repayment

Council has made application for an interest rate subsidy under LIRS for the construction of three bridges (Touts, Lavertys & Eungai Creek) which have combined value of $1.314million.

Office of Environment and Heritage - Aboriginal Lands Cleanup Program

Closed 10 April 2012

$48,000

In-kind support with financial administration and grant acquittal

Partnership with Unkya Local Aboriginal Lands Council and Green Team/Ngarrala to clean up Gaargal Wanggaan National Park and Boat Harbour.

 

*??????? The Draft Environmental Levy Fund, which Council considered in October 2011, identifies $40,000 for the implementation of actions from the Nambucca Coastal Zone Management Plan.

**?????? From the Environmental Levy Fund, subject to Minister approving rate increase.

 

 

Unsuccessful applications in this period:

 

Funding Body

Amount

Amount - Council

Project Name

NSW Community Building Partnership Program

Closed 31 October 2011

$48,685

$48,685

(S.94 funds)

Macksville Showground internal road

Environmental Trust Restoration and Rehabilitation Grant

Closed 2 September 2011

$95,600

Some in-kind

Construction of access way from southern part of Wellington Headland to avoid landslip area; weed management of steep slopes and native plant regeneration on site

 

 

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

General Manager's Report

ITEM 9.3????? SF1653??????????? 160512???????? Organisation Review - Business Services Unit

 

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

 

Summary:

 

The concept of a Business Support Unit is supported because it will provide more emphasis to the needs of the organisation as a whole rather than three Departments ?competing? for limited resources. It should provide a structure which reduces ?demarcation? disputes and the inefficiencies which are borne from three Departments developing separate approaches to corporate systems.

 

So as to stimulate the initiatives and activities required to make the Business Services Unit successful, it is recommended that the Business Services Coordinator be employed on a term contract of two (2) years to enable a review of the Unit?s achievements after two (2) years.

 

The United Services Union, which represents many of the staff affected by the establishment of the Business Services Unit, has advised that whilst its members have some concerns about how the Unit will operate and how it will deliver the stated objectives, they (the staff) are still prepared to give it a fair chance and will cooperate in the process.

 

 

Recommendation:

 

1??????? That Council proceed to establish the Business Services Unit in accordance with the organisation structure adopted by Council at its meeting on 4 April 2012 for a trial period of two (2) years.

 

2??????? That Council recruit a Business Services Co-ordinator for a two (2) year fixed term, with the future of the position and the Business Services Unit to be determined following a review of the Unit?s performance.

 

3??????? That the United Services Union be thanked for their input into the consultation process.

 

4??????? That the staff who made submissions also be thanked for their input.

 

 

OPTIONS:

 

Beside the recommendation Council can decide to:

 

A?????? Not proceed with the Business Services Unit and retain the administrative staff in each of the existing departments. This option seems to be the preference of most of the sixteen (16) affected staff.

 

B?????? Not have a two (2) year trial and instead appoint the Business Services Co-ordinator as a permanent position in its organisation structure.

 

DISCUSSION:

 

At Council?s meeting on 4 April 2012 it was resolved;

 

?That the organisation structure be based on Model 2 and only have the following four positions answering directly to the General Manager:

 

i.??????? Director Corporate and Community Services

ii??????? Director Engineering Services

iii?????? Manager Business Development

iv?????? Strategic Planning Officer

 

The Manager Applications and Compliance would report to, for example, the Director Corporate and Community Services?.

 

Under the Local Government (State) Award 2010, where Council has made a ?definite decision? to introduce major changes to its organisation structure and where those changes have ?significant effects? on staff, it has an obligation to discuss those changes with the staff concerned and also the union to which they belong.

 

Whilst the definition of ?significant effects? is open to some interpretation, an assessment undertaken by Council?s Manager Human Resources indicates there are potentially twenty one (21) staff who have to be afforded the opportunity of consultation in accordance with the provisions of the Award. Those staff are covered by three (3) different unions. The logistics of making arrangements which are suitable to the individual staff, their union representatives and management are such that it has proven impossible to furnish a single report on the implementation of Council?s resolutions of 4 April.

 

It is now proposed to deal with all matters except the proposed engineering positions of Manager Construction and Manager Maintenance. The obligatory discussions under the Award will need to await the return of the relevant staff from leave in late June. Council should be able to make a final decision in relation to these positions in July.

 

This report concerns the proposed establishment of a Business Services Unit reporting to the proposed position of Director Corporate and Community Services (Assistant General Manager).

 

The suggestion for the establishment of the Unit arose out of the Organisation Review Report which stated that;

 

?Many staff expressed concern about the lack of customer service presence on the front counter now that it is a part time role. Although the current appointment period for customers to meet with staff is mostly effective, there is still a requirement for service outside of these specified hours, and the cashier?s presence behind the front counter provides a false perception that they can assist with such enquiries. Staff also expressed an interest in multi-skilling.

 

The Consultants identified an opportunity to introduce a Business Support Team, headed by the current Environment and Planning Executive Assistant who currently manages the administration and customer service pool for the Environment and Planning Department.

 

This team would absorb all customer service, administration support and Records under a Business Services Coordinator to support the whole organisation on a rotational basis. This would include a full time presence on the front counter and the cashier trained to assist on general enquiries. Additionally, with the need for increased HR efforts, a nominated member of this team would provide HR support when required. This team would sit under Corporate and Community Services as it would be providing in-house services to the whole organisation.

 

This transition would see a coordinated approach to coverage of the front counter and provide a multi skilled team to provide back up to team members during periods of absence.

 

It is recommended that a Business Support Unit be established within Corporate and Community Services, headed by a Business Services Coordinator and transfer all existing customer service and administration support to this unit.

 

Consideration should be given to increasing the FTE by 0.5 should the rotational approach not be sufficient in servicing all areas of the organisation?.

 

The concept of a Business Support Unit is supported because it will provide more emphasis to the needs of the organisation as a whole rather than three Departments ?competing? for limited resources. It should provide a structure which reduces ?demarcation? disputes and the inefficiencies which are borne from three Departments developing separate approaches to corporate systems. A recent illustrative example of this is the findings of the Internal Audit review of records management. Notwithstanding that Council has an electronic records management system, Council still maintains more than ten (10) different types of hard copy files including:

 

?????????????? legal documents

?????????????? documents with seals on them

?????????????? official council minutes

?????????????? development application files

?????????????? various environment and planning inspection files

?????????????? copies of tenders and contracts

?????????????? various large documents

?????????????? payment invoices

?????????????? timesheets

?????????????? leave applications

 

These records have to be tracked and managed in various locations including the strong room, individual work areas, records area, engineering filing areas, development and environment inspection compactus and the depot. Whilst Council will need to retain some hard copy records (eg legal documents), it has neither adequate storage nor storage which is compliant with the State Records Act. And there is no back up in the event that these paper records are lost or destroyed.

 

In terms of meeting Council?s obligations under the Award the attached memo was circulated to affected staff on 11 April. Subsequently there have been discussions pursuant to the Award with a number of individual staff as well as a group meeting of all affected staff on 24 April.

 

The main issues identified at the group meeting have been identified in italics below. Comments from the Manager Human Resources or General Manager are provided in response to each issue.

 

How often are position descriptions (PD?s) reviewed and what mechanism exists for the review to occur?

 

Comment by Manager Human Resources: PD's are reviewed at least annually by the job-holder and their supervisor and also prior to advertising a vacant position. Council also has a Salary Review policy which outlines the steps by which an employee or their supervisor/manager/Director can initiate a review of their job evaluation/competencies.

 

Will Business Services Unit staff have their PD's reviewed?

 

Comment by Manager Human Resources: Once Council has reaffirmed its decision, PD's will be reviewed to show new reporting lines.

 

How is the use of higher level skills recognised?

?

Comment by Manager Human Resources: The Award provides that employees must be paid in accordance with the skills acquired and applied. Council has and will continue to comply with its obligations in this regard.

 

Records management ? it should be a senior officer or someone in a senior management role, not the proposed Business Services Coordinator.

 

Comment by General Manager: The General Manager has a statutory obligation to comply with the requirements of the State Records Act. A key obligation under the State Records Act is for Council to establish and maintain a records management program. Under the Standard on Managing a Records Management Program a NSW public office must assign responsibility for oversight of the records management program to a senior officer, known by State Records as the 'Nominated Senior Officer'. This person must be at a suitably senior level, have organisation-wide influence and appropriate strategic and managerial skills to be able to direct the records management program. The person with the requisite oversight role in the new structure will be the Director (Assistant General Manager).

The question raised is whether Council?s Records Officer should report directly to the Assistant General Manager or to the Business Services Coordinator? There are arguments to support either approach, but on balance given that most of the staff in the Business Services Unit will have important day to day responsibilities in the maintenance of ?State Records?, it is recommended that the Records Officer report to the Business Services Coordinator. If the Business Services Coordinator does not have training or recognised prior learning in the application of the State Records Act, it is recommended they receive training shortly after they commence duties.

 

Desire for some to maintain their specialist role?

 

Comment by General Manager: There is no reason why some specialist roles in the Business Services Unit cannot be maintained. The Unit will comprise sixteen (16) staff and whilst it is expected there will be additional multi-skilling opportunities for many staff, the Unit has enough capacity to support some specialised positions. The preparation of Section 149 zoning certificates and the administration of Council?s records management system are examples of specialised functions.

 

Indeed with the skills shortage which will continue into the foreseeable future it makes good economic and policy sense for administrative staff to, wherever possible, undertake more complex and specialised duties. Even if Council is able to recruit new trained engineers, town planners, health and building surveyors, accountants etc, it is better that the ?non core? responsibilities of those positions be delegated to staff on $50,000 per year than remain with the professional on $100,000 per year.

 

The suggestion by LGMS to create a Business Support Unit was in response to the lack of customer service presence at the front counter yet the proposal does not address this?

 

Comment by General Manager: The Business Services Coordinator will have the opportunity to move staff to attend to customer service requirements whether they be face to face, telephone or written. Importantly there is likely to be more multi-skilling at the front counter rather than separate department based operations at either end.

 

Increasing the staffing complement of the Business Services Unit can only be considered in the context of a review of Council?s organisation structure which considers competing priorities and Council?s financial position.

 

Should we wait until the Director's position is filled before advertising the Business Support Coordinator's role?

 

Comment by General Manager: This would be an ideal arrangement however assuming Council commences recruitment for the Director (Assistant General Manager) in late May/June, an appointment is unlikely to be made before August and the position may not actually be filled until October. After the Director had the opportunity to review the position description, the recruitment process for the Business Services Coordinator would then commence in say November and if there was an external appointment, the position may not be filled until February 2013. Given the complaints from staff about the uncertainty created by the organisation review process and the length of time it has taken to date, a further delay of eight (8) months to establish the Business Services Unit is unacceptable.

 

Also in response to the question below, the Business Services Unit will operate as a 2 year trial so the Director will have the opportunity to evaluate and report on its performance with the option of terminating the Unit at the end of the trial.

 

Suggested that the Business Services Coordinator?s role be for a fixed term of 2 years?

Comment by General Manager: This issue is also raised in the submission from the United Services Union (attached). As indicated in the Union?s submission under Clause 30 of the Award, Council may employ a person on a term contract to trial a new work area, provided that the duration is not longer than is reasonably necessary to trial the new work area (clause 30 (f)). If there is an external appointment to the position of Business Services Coordinator, then for the purposes of a trial, the appointment can be made for a fixed term of 2 years. If there is an internal appointment to the position of Business Services Coordinator, then for the purposes of the trial, the appointment can also be for a fixed term of 2 years, and if the position does not proceed the internal appointee would resume their previous position and previous grade.

The only disadvantage with such an arrangement is perhaps reducing the interest in the position to potential external applicants. However at the same time the arrangement is likely to stimulate the initiatives and activities required to make the Business Services Unit successful. On balance it is recommended that the Business Services Coordinator be employed on a term contract of two (2) years to enable a trial of the operations of the Business Services Unit.

 

Suggested that the Business Services Coordinator?s role be advertised internally first?

 

The Local Government Act (Section 349) requires that appointments are to be on merit, ie from among the applicants eligible for appointment, and the applicant who has the greatest merit is to be selected. Section 348 of the Act requires that the position be advertised in a manner sufficient to enable suitably qualified persons to apply for the position.

 

One of the parameters provided for the organisation review report was to ensure no increase in recurrent salary costs. For this reason it was intended that the position Business Services Coordinator be filled from the existing complement of administrative support staff (ie not be an additional position). This would mean the position would need to be advertised internally. This is lawful and appropriate as Council does have many capable and experienced staff who could fill the role.

 

However there is a chance a vacancy will arise amongst the business services staff. If this does occur then the opportunity would be taken to advertise both externally and internally so as to increase the pool of applicants.

 

Submission from United Services Union

 

The submission from the United Services Union is attached. The USU indicates that its members, whilst concerned about how the Business Services Unit will operate and how it will deliver the stated objectives, are still prepared to give it a fair chance and will cooperate in the process.

 

Submission from Administrative Support Officer ? Teresa Boorer

 

The submission is attached. The author is fundamentally against the establishment of the Business Services Unit, but in the event the proposed restructure proceeds puts forward the following points:

 

1????????? the unit not be established until the new Director?s position is filled and the Co-ordinator appointed

2????????? suggests preferences for sharing resources apply to existing department staff

3????????? suggests existing grade range amongst staff (3-9) is too great and that it be ?streamlined? before the establishment of the unit

4????????? will existing delegations held by affected staff continue?

5????????? will staff have input into changes to their position descriptions?

 

Comment by the General Manager: it is agreed that the establishment of the Unit should await the appointment of the Co-ordinator. However for reasons indicated previously, the establishment of the Unit should proceed prior to the commencement of the Director. It is expected that the Co-ordinator will look for opportunities for multi-skilling and these should not be constrained by former departmental ?boundaries?. It is agreed that the grade range is too great but its ?streamlining? should only occur when the opportunities for multi-skilling and productivity improvements are realised in accordance with clause 8 of the Award. It is expected that delegations currently held by staff would continue but this would be a matter for the Coordinator. It is agreed that staff should be consulted in relation to changes to their position descriptions to reflect any multi-skilling. Council?s existing process for annual performance reviews includes the opportunity to review position descriptions.

 

CONSULTATION:

 

There has been consultation with affected staff.

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

There are no social implications.

 

Economic

 

There are no economic implications.

 

Risk

 

There are no significant risk issues, particularly with the proposed two (2) year trial period and fixed term appointment for the Business Services Co-ordinator.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The overall complement of administrative staff is not changing. The Business Services Co-ordinator will be paid about $10,000 per year more than a grade 9 Executive Assistant. The overall staffing costs for the Business Services Unit will be depend on the application of skills, including multi-skilling, and the extent to which the replacement of staff through natural attrition compresses the existing salary range. In this context the creation of the Unit will not have a significant impact on current or future budgets. As discussed in the report, the potential for administrative staff to be delegated work currently undertaken by higher paid staff would actually reduce Council?s overall salary costs.

 

Source of fund and any variance to working funds

 

There is no impact on working funds. Provision has been made in the budget for 2012/2013 for the additional cost of the Business Services Co-ordinator.

 

Attachments:

1View

8866/2012 - Advice to Business Support Unit staff

 

2View

10469/2012 - USU submission

 

3View

10473/2012 - Submission from Teresa Boorer

 

??


Ordinary Council Meeting - 16 May 2012

Organisation Review - Business Services Unit

 

M E M O R A N D U M

 

TO: ????????????????????????????? LORRAINE HEMSWORTH

??????????????????????????????????? HEATHER LECLERCQ

??????????????????????????????????? BARBARA PARKINS

??????????????????????????????????? MONIKA SCHUHMACHER

??????????????????????????????????? KAREN FERRIS

??????????????????????????????????? CHERYL FORTESCUE

??????????????????????????????????? KYLIE JOHNSON

??????????????????????????????????? SAMANTHA STEELE

??????????????????????????????????? LORETO WRIGHT

??????????????????????????????????? TERESA BOORER

??????????????????????????????????? PAULINE FOSS

??????????????????????????????????? LISA HALL

??????????????????????????????????? CANDICE LOPEZ

??????????????????????????????????? EMMA SHAW

??????????????????????????????????? TERRI-ANNE BROWN

??????????????????????????????????? MARK NORTHOVER

 

FROM:????????????????????????? GENERAL MANAGER

 

SUBJECT:??????????????????? ESTABLISHMENT OF A BUSINESS SUPPORT UNIT

 

DATE:?????????????????????????? 11 APRIL 2012

 

FILE NO:????????????????????? SF1653

 

 

 

This memo indicates the changes which I believe are likely to occur as a consequence of the establishment of the proposed Business Support Unit.? The proposed Coordinator of the Unit as well as the proposed Director Corporate and Community Services will have a significant input into its operations so I am unable to make a commitment about the changes they may seek to initiate.

 

 

Context

 

As you are aware the suggestion for the establishment of a Business Support Unit arose out of the Organisational Review Report. The report stated the following:

 

?Many staff expressed concern about the lack of customer service presence on the front counter now that it is a part time role.? Although the current appointment period for customers to meet with staff is mostly effective, there is still a requirement for service outside of these specified hours, and the cashier?s presence behind the front counter provides a false perception that they can assist with such enquiries.? Staff also expressed an interest in multi-skilling.

 

The Consultants identified an opportunity to introduce a Business Support Team, headed by the current Environment & Planning Executive Assistant who currently manages the administration and customer service pool for the Environment & Planning Department.

The team would absorb all customer service, administration support and Records under a Business Services Coordinator to support the whole organisation on a rotational basis.? This would include a full time presence on the front counter and the cashier trained to assist on

 

-2-

 

 

general enquiries.? Additionally, with the need for increased HR efforts, a nominated member of this team would provide HR support when required.? This team would sit under Corporate & Community Services as it would be providing in-house services to the whole organisation.

 

This transition would see a coordinated approach to coverage of the front counter and provide a multi skilled team to provide back up to team members during periods of absence.

 

It is recommended that a Business Support Unit be established within Corporate & Community Services, headed by a Business Services Coordinator and transfer all existing customer service and administration support to this unit.

 

Consideration should be given to increasing the FTE by 0.5 should the rotational approach not be sufficient in servicing all areas of the organisation.

 

Cost:

 

?????? One off redundancy packages should these transfers not be accepted by staff as these would be a significant change to their current positions.

?????? Increase in payroll should FTE be increased by 0.5.?

 

 

Proposal

 

The concept of a Business Support Unit is supported because it will provide more emphasis to the needs of the organisation as a whole rather than three Departments ?competing? for limited resources.? It should provide a structure which reduces ?demarcation? disputes and more readily facilitates continuous improvement.? Technical staff and management will be more accountable to properly plan their work and in particular provide sufficient notice of work load peaks which will impact on support staff.

 

It is proposed that the Business Support Unit comprise all Executive Assistants, Administrative Support staff, Customer Service staff and Records staff.? Because of the training requirements for these staff and their different grades in the salary system, it is not anticipated there would be a full scale, regular rotation of positions.? However it is likely that staff will be exposed to a greater range of tasks than has occurred in the past.

 

Contrary to the statement in the report, Section 348 of the Local Government Act requires that the Coordinator?s position be advertised at least internally.? As there is currently no vacant full time position amongst the staff which would comprise the Business Support Unit, it is proposed that the position be advertised internally.? If a vacancy were to occur, the position would be advertised externally.

 

The Business Support Unit staff would report to the Coordinator who in turn would report to the proposed Director Corporate and Community Services.

 

Under the Local Government (State) Award 2010 the parties (Council staff, Unions and Council Management) are committed to improving the skill levels and removing impediments to mult-skilling and broadening the range of tasks that the employee is required to perform.? The proposal would seem to fall within this Award objective.

 

 

 

 

-3-

 

 

Expected Effects of the Changes on Employees

 

Will there be any changes to the composition, operation or size of the staff comprising the Business Support Unit?

 

At this stage there is no proposed change to the staffing resources to be allocated to the functions undertaken by the Business Support Unit.? Our focus should be to improve effectiveness by doing more with the same staff rather than doing the same with less staff.? Based on this approach, to the extent that the staff in the Business Support Unit can undertake functions delegated by more expensive technical staff means it has significant potential to improve the organisation?s efficiency and effectiveness.? Combined with concerns about the skill?s shortage, the role and importance of the Business Support Unit staff is likely to increase rather than decrease.

 

As a consequence of the introduction of the Business Support Unit, no redundancies are proposed, nor any changes to rates of pay.? On-going staffing requirements would be assessed by the Coordinator and Director and any proposed changes would need to be reported in a review of the organisation structure.

 

Will there be any changes to the skills required?

 

In essence the existing work will be undertaken by the existing workforce so it is not foreseen that there will be any ?additional? training or skills required.? There may be more movement of staff between different functional responsibilities to meet work loads than is currently the case.? If staff are directed to undertake different functional responsibilities they would obviously require the requisite training and may be eligible for higher grade pay.? It is also possible that the Coordinator or Director may seek to improve existing skill levels through training.? This will only be known once they have commenced in their positions and have had an opportunity to review service delivery.

 

Will there be any elimination of diminution of job opportunities?

 

No.? In fact the opposite may occur through multi-skilling.

 

Will there be any elimination or diminution of promotion opportunities or job tenure?

 

As a consequence of the proposed introduction of the Business Support Unit none of the staff to be appointed to the Unit will be made redundant nor will there be any changes to rates of pay.? A position description and pay rate for the Coordinator needs to be prepared/determined.

 

Currently there is a range in grades (3 to 9) for those staff to be located in the Business Support Unit.? If the establishment of the Unit is successful, it is possible that over time and through natural attrition that the grade range be reduced.

 

Will there be any alteration to hours of work?

 

No

 

Will there be a need for retraining or transfer of employees to other work or locations?

 

As indicated there may be more movement of staff between different functional responsibilities to meet work loads than is currently the case.? If staff are directed to undertake different functional

 

-4-

 

 

responsibilities they would obviously require the requisite training and be eligible for higher grade pay, if applicable.

 

I have been asked about the role of the Executive Assistants in the Business Support Unit.? The Executive Assistants are on Grades 7, 8 and 9.? Two of the Executive Assistants have responsibility for supervising staff.

 

My expectation is that with the appointment of a Business Unit Coordinator the structure would be two levels and Executive Assistants would no longer have responsibility for the supervision of staff.? Therefore to the extent that the higher grades reflect supervision responsibilities, the incumbents would become present occupants only.? However the proposed Business Support Unit Coordinator and the proposed Director Corporate and Community Services should have some involvement in this decision.

 

I will be pleased to discuss the arrangements for the Business Support Unit and to answer questions when we meet next week.

 

 

 

 


Ordinary Council Meeting - 16 May 2012

Organisation Review - Business Services Unit

 



Ordinary Council Meeting - 16 May 2012

Organisation Review - Business Services Unit

 

Teresa M Boorer (JP 162005)

PO Box 279, Bowraville? NSW? 2449

Phone: (02) 6564 7404?? E-mail: tboorer@bigpond.net.au

 

 

30 April 2012

 

Mr Michael Coulter

General Manager

Nambucca Shire Council

PO Box 177

MACKSV ILLE? NSW? 2447

 

Dear Mr Coulter

 

SUBMISSION? IN REGARD TO ESTABLISHMENT OF A BUSINESS SUPPORT/SERVICES UNIT (BSU) TO SERVICE THE WHOLE ORGANISATION AS DISCUSSED AT A MEETING WITH AFFECTED STAFF ON TUESDAY, 24 APRIL 2012

 

Thank you again for the opportunity to send in a submission in regard to the establishment of a BSU, with particular regard to the matters discussed at the meeting on the above date.

 

In principle, my opinion in regard to the establishment of a BSU is essentially unchanged from that contained in my previous submission, dated 20 February 2012. I am still fundamentally against the establishment of a BSU, as I don?t see the perceived need to deviate from the ?status quo? that currently exists in terms of administrative support across the organisation, with particular regard to the fact that all our ?position descriptions? now allow for us to be directed to carry out other tasks as required, and the example cited at the meeting, was a prime example of that redirection. The other question, still unanswered, is how will the establishment of a BSU fix the issue of limited staff at the front counter when needed, and the fact we are already a ?lean? organisation?

 

However, I believe that the BSU will be established, as this is an integral part of the structure, as adopted, being Option 2.5, that was agreed to by Council at their meeting on Wednesday, 4 April 2012.

????????????________________________

Page 1 of? 3


 

That being the ?perceived case? I will simply reiterate some issues raised at the above meeting that I think are important to the function of a BSU within our organisation, firstly with regard to its initial establishment.

 

Throughout the Memo sent to affected staff in regard to its establishment, it is noted that the majority of the decisions in regard to how the BSU will function/operate, reporting lines, etc would be discussed by and decided by the ?new? Director of Corporate and Community Services and the BSU Co-ordinator, once they are both appointed.

 

I would make the suggestion that the BSU not be established, or set up, until the two (2) positions, integral to its function and operation, are filled and then the decisions can be made in regard to how it will work/operate within our organisation.

 

Secondly, as the BSU will span across the whole organisation, I would make the suggestion, that preference always be given to the Departments we now work in for the ?sharing of resources? before we are shared with other Departments, as all our ?strengths? are within our current positions and Departments in which we now work ? the positions we applied for and currently work in. A lot of the affected staff have worked hard to build up ?technical? skills and knowledge to fulfill their current roles and perform a very important role in the function of Council.

 

Thirdly, I believe that the span of grades, being 3 to 9, is too great to make the BSU function effectively, with particular regard to higher grade pay when people step up to undertake higher duties. Perhaps, to offset the very regular need that will arise to pay people at higher grades, it could be better to streamline the grades prior to the establishment of the BSU, perhaps making the lowest grade a Grade 5, and the highest a Grade 9, to incorporate the ?POO?s? with readjustments to position descriptions, particularly with regard to staff supervision if this is to be carried out by the BSU co-ordinator.

 

In regard to the Position Description for the BSU Co-ordinator, I ask the question about delegations assigned to the Co-ordinator. They incorporate a lot of the delegations held by affected staff, as identified, re a BSU, so will these delegations be removed from these staff members, or will they be in conjunction with the Co-ordinator?

 

????????????________________________

Page 2 of? 3


 

Also, as all our reporting lines will alter, and our Position Descriptions will have to be changed, are we all to have input into these changes,? and will the positions all be re-evaluated?

 

Once again, thank you for allowing me the chance to again make a further submission, and I look forward to further consultation and meetings prior to any implementation.? This process will continue to create a sense of discomfort amongst staff, however hopefully, if we at the very least, appoint the Director and Co-ordinator, prior to the establishment of the BSU, and they have the opportunity to discuss the way forward, and how it will look, function and operate, we will all have a structure to look at first, and this will assist with a ?vision? of where we are heading, which may ease some of the uncertainty.

 

Yours sincerely

 

Teresa Boorer

Teresa M Boorer

Community & Compliance Administration Support Officer

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

????????????________________________

Page 3 of 3


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

General Manager's Report

ITEM 9.4????? SF332????????????? 160512???????? Scotts Head Tennis Club Committee of Management - Minutes of the Annual General Meeting - 4 April 2012

 

AUTHOR/ENQUIRIES:???? Monika Schuhmacher, Executive Assistant ????????

 

Summary:

 

The report acknowledges the Annual General Meeting of the Scotts Head Tennis Club?s Committee of Management and the new Committee. A copy of the minutes, including the financial statements, is attached.

 

 

Recommendation:

 

That Council endorse the Scotts Head Tennis Club Committee of Management?s minutes of the Annual General Meeting held on 4 April 2012 and thank the outgoing Committee for their work in the past twelve months.

 

 

OPTIONS:

 

There are no real options. Council needs voluntary Committees of Management to manage recreation and community facilities across the Nambucca Valley.

 

 

DISCUSSION:

 

The Annual General Meeting of the Scotts Head Tennis Club Committee of Management was held on Wednesday 4 April 2012.

 

The Committee of Management for the ensuing year consists of the following Office Bearers:

 

????????? President ?????????????????????? Andrew Pearson

????????? Vice President???????????????? Rob Luff

????????? Secretary??????????????????????? Tracey Ross

????????? Treasurer???????????????????????? Darren Hawkes

????????? Committee????????????????????? Peter Ross, Heather Hawkes, Tony Comyn

 

 

CONSULTATION:

 

None

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications on the environment.

 

Social

 

There are no social implications.


Economic

 

There are no economic implications.

 

Risk

 

There are no risks to Council.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There are no financial implications.

 

Source of fund and any variance to working funds

 

There are no implications to the working funds.

 

Attachments:

1View

10729/2012 - Minutes of AGM

 

??


Ordinary Council Meeting - 16 May 2012

Scotts Head Tennis Club Committee of Management - Minutes of the Annual General Meeting - 4 April 2012

 










Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

General Manager's Report

ITEM 9.5????? SF790????????????? 160512???????? Fixed Term Contracts for Management Positions

 

AUTHOR/ENQUIRIES:???? Joanne Hudson, Manager Human Resources ????????

 

Summary:

 

Council at its meeting of 4 April 2012, resolved to receive a report on the merit or otherwise of ensuring that all future Director and management positions be advertised as fixed term contracts.

 

The engagement of staff on fixed term contracts is explicitly covered under the provisions of the Local Government Act (ie senior staff) and the Local Government (State) Award (ie other staff).

 

At present, Council has two senior staff positions: General Manager and Director Engineering Services. ?Based on the criteria outlined in both the Act and the Award, the only other position in Council?s adopted structure that could be advertised as a fixed term contract is the Director Corporate and Community Services. If Council determines this way, the remuneration package would have to be at least $159,000.

 

 

 

Recommendation:

 

That Council note the information.

 

 

OPTIONS:

 

The options are very limited. Essentially, Council can only engage a director or manager on a fixed term contract if it is a senior staff position ie in charge of a Department and with a remuneration package of at least $159,000.

 

 

DISCUSSION:

 

Generally speaking, NSW local government employees are either engaged under the Division of Local Government Standard Contracts (general managers and senior staff) or the Local Government (State) Award 2010. Both instruments provide for term contracts but only in certain situations.

 

Fixed Term Contracts under the Local Government Act (Standard Contracts)

 

The Standard Contract provisions of the Local Government Act 1993 were introduced in 2006 to bring the employment of general managers and other senior staff of councils into line with the approach taken to the employment of officers in the Senior Executive Service (NSW Public Service). The new requirements were designed to ensure consistency and certainty in employment relationships at the management level in local government and reflect community expectations by providing greater transparency and accountability. They also ensure appropriate flexibility by allowing certain contractual matters to be negotiated by the parties, namely:

?

??????????? duration of the contract (within legislative limits ie 1-5 years)

??????????? structure and level of the remuneration package

??????????? performance-based requirements

 

Under section 332 of the Act, senior staff positions are defined as having:

 

??????????? responsibilities generally equivalent to those applicable to the Executive Band of the Local Government (State) Award (ie accountable for direction and control of council or a department or the like); and

??????????? a remuneration package, the total value of which is equal to or greater than SES Level 1 in the State Public Service. Currently this is $159,000 per annum.

 

At present, Council has two senior staff positions: General Manager and Director Engineering Services. Based on level of responsibility, the only other position in Council?s adopted structure that could be determined senior staff is the Director Corporate and Community Services. If Council determines this way, the remuneration package would have to be at least $159,000.

 

Other management positions in Council?s structure would not meet the criteria for determination as senior staff and therefore could not be engaged on a Standard Contract under the Act.

 

Fixed Term Contracts under the Local Government (State) Award

 

Clause 30 of the Award restricts the employment of a person on a term contract of employment to the following situations:

 

??????????? for the life of a specific task or project that has a definable work activity, or

 

??????????? to perform the duties associated with an externally funded position where the length of the employment depends on the length of the funding, or

 

??????????? to perform the duties associated with a vacant position until the vacant position is filled on a permanent basis, provided that the duration is not longer than is reasonably necessary to undertake recruitment for the vacant position

 

??????????? to temporarily replace an employee that is on approved leave, secondment, workers compensation or acting in a different position

 

??????????? to trial a new work area, provided that the duration is not longer than is reasonably necessary to trial the new work area

 

??????????? to perform the duties associated with a vacant position during the intervening period between when a council has made a definite decision to introduce major changes in production, program, organisation structure or technology that are likely to have significant effects on the employment in the vacant position and the date that the changes are implemented;

 

??????????? to accommodate the time limitations imposed by law or sought by the employee (eg visa restrictions).

 

The appointment of directors and managers on fixed term contracts per se is therefore precluded by the Award.

 

However the Award does provide for development of key performance indicators/targets for positions and mechanisms to address performance issues including disciplinary procedures.

 

 

CONSULTATION:

 

None however points of reference were:

 

??????????? Local Government Act 1993 (sections 332 and 338)

??????????? Local Government (State) Award 2010

??????????? DLG Circular 06-37: Standard Contract of Employment for General Managers ? in force from 1 July 2006)

??????????? DLG Circular 06-52: Standard Contract of Employment for Senior Staff (other than General Managers) in force from 1 September 2006

??????????? Local Government Weekly Circular 43/11 Item 16: Senior Executive Staff Remuneration

 


SUSTAINABILITY ASSESSMENT:

 

Environment

 

Not applicable.

 

Social

 

Not applicable.

 

Economic

 

Not applicable.

 

Risk

 

Not applicable.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Not applicable.

 

Source of fund and any variance to working funds

 

Not applicable.

 

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

General Manager's Report

ITEM 9.6????? SF394????????????? 160512???????? Investment Report to 30 April 2012

 

AUTHOR/ENQUIRIES:???? Faye Hawthorne, Accountant ????????

 

Summary:

 

The total return on investments from 1 July 2011 to 30 April 2012 is $778,220.

 

Accrued Interest due to 30 April 2012 is $731,883.

 

Total interest accrued to 30 April 2012 is $1,510,104.

?????????????????????????????????????

The budget allocation for ?2011/12? is $1,452,000.

 

Council currently has $30.44 Million invested:

?????? $5.12 Million with Managed Funds,

?????? $1.05 Million with On call accounts,

?????? $22.77 Million on term deposits,

?????? $1 Million in a Floating Rate Term Deposit

?????? $0.5 M in a Floating Rate Note.

 

This report details all the investments placed during April and Council funds invested as at 30 April 2012.

 

The following investment report has been drawn up in accordance with the Local Government Act 1993 (as amended), the Regulations and Council Policy 1.9 ? Investment of Surplus Funds

 

 

 

C P Doolan

Responsible Accounting Officer

 

 

 

Recommendation:

 

That the Accountants? Report on Investments placed to 30 April 2012 be noted.

 

 

OPTIONS:

 

This report is for information only.

 

 

DISCUSSION:

 

This report details all the investments placed during April 2012 and Council funds invested as at 30 April 2012.

 


 

Investments Matured & Interest & Returns 1 to 30 April? 2012

Term Deposits/Bank Bills

 

 

 

 

 

 

Institution

?Amount

Period (Days)

Rate

?Interest

 

 

 

AMP

?$1,000,000.00

272

6.00%

?$44,712.33

 

 

 

Newcastle Permanent

?$1,233,494.91

238

5.55%

?$44,639.00

 

 

 

Managed Funds

 

 

 

 

 

 

Institution

Amount

Period (Days)

Performance for Month

Returns This Month

Annualised Performance FYTD

Returns FYTD

 

UBS Wealth M'ment Aust Ltd

?$198,671.12

31

-0.18%

-$359.93

5.88%

?$7,882.70

Interest Paid Daily each Quarter

ANZ (On call)

?$1,048,335.89

31

4.50%

?$7,020.92

3.62%

?$48,335.89

 

Macquarie Global Income Opportunity

?$3,511,278.47

31

0.16%

?$5,562.50

2.57%

?$88,669.03

 

Long Term Funds

 

 

 

 

 

 

Institution

Amount

Period (Days)

Performance for Month

Monthly change in net asset value

Change in net asset value LTD

Coupons Paid to Date

Annualised Performance FYTD

NSW Treasury Corp

?$979,964.69

31

0.07%

?$719.94

-$55,478.26

N/A

2.55%

Averon II*

?$425,350.00

31

-0.74%

-$3,150.00

-$74,650.00

?$28,396.10

2.26%

Floating Rate Term Deposits/Notes

 

 

Institution

Amount

Period (Days)

Performance for Month

Monthly change in net asset value

Change in net asset value LTD

Coupons Paid to Date

Annualised Performance FYTD

ING

?$502,595.00

31

0.00%

?$ -??

?$ -??

?$ -??

0.00%

Investec Bank

?$1,000,000.00

31

0.00%

?$ -??

?$ -??

?$ -??

0.00%

 


 

Investments held at 30 April 2012

Institution

 

?Amount

?Date Invested

Period (Days)

Maturity Date

Interest for month

Interest

?Interest Due at maturity

BCCU - No 1

A2

$566,072.38

03/03/12

159

09/08/12

2,721.80

5.85%

?$14,425.54

BCCU - No 2

A2

$723,112.14

27/05/11

1096

27/05/14

3,922.64

6.60%

?$143,306.96

BCCU - No 3

A2

$1,066,847.97

02/06/11

366

02/06/12

5,655.76

6.45%

?$69,000.22

IMB - No 1

A2

$1,021,024.93

02/02/12

217

06/09/12

4,674.34

5.57%

?$33,811.03

IMB - No 2

A2

$1,064,117.33

19/03/12

108

05/07/12

5,072.78

5.80%

?$18,262.00

Bendigo & Adel.- No 1

A-

$1,060,535.47

14/04/11

469

26/07/12

5,404.37

6.20%

?$84,488.36

Bank of Qld - No 1

B7

$611,526.80

23/02/12

273

22/11/12

2,864.96

5.70%

?$26,071.15

Bank of Qld - No 2

BBB

$1,000,000.00

20/04/12

153

20/09/12

4,849.32

5.90%

?$24,731.51

ME Bank

BBB

$1,024,049.32

08/03/12

224

18/10/12

4,965.94

5.90%

?$37,079.00

NAB - No 3

AA-

$1,072,443.58

05/07/11

731

05/07/13

5,694.23

6.46%

?$138,749.52

NAB - No 4

AA-

$1,173,534.96

09/02/12

188

15/08/12

5,690.84

5.90%

?$35,662.60

NAB - No 5

AA-

$800,000.00

05/08/11

286

17/05/12

3,932.05

5.98%

?$37,485.59

NAB - No 6

AA-

$1,173,486.09

09/12/11

370

13/12/12

5,275.86

5.47%

?$65,069.00

NAB - No 7

AA-

$1,034,982.74

19/01/12

182

19/07/12

5,018.96

5.90%

?$30,448.34

NAB - No 8

AA-

$800,000.00

30/06/11

539

20/12/12

4,201.64

6.39%

?$75,489.53

Suncorp - No 1

A+

$915,387.71

13/12/11

142

03/05/12

4,416.43

5.87%

?$20,904.45

Westpac - No 1

AA-

$913,025.85

12/01/12

182

12/07/12

4,487.58

5.98%

?$27,224.68

AMP(CPG) - No 1

A

$1,000,000.00

30/06/11

366

30/06/12

5,136.99

6.25%

?$62,671.23

AMP(CPG) - No 3

A

$500,000.00

09/09/11

731

09/09/13

2,465.75

6.00%

?$60,082.19

AMP(CPG) - No 4

A

$500,000.00

09/09/11

731

09/09/13

2,465.75

6.00%

?$60,082.19

Bendigo & Adel.(CPG)

A-

$750,000.00

17/06/11

367

18/06/12

3,852.74

6.25%

?$47,131.85

ING Bank (Aust) Ltd

A

$500,000.00

26/03/12

213

25/10/12

2,523.29

6.14%

?$17,915.34

Rabobank(Aust)-No.1

AA

$500,000.00

23/04/12

1827

24/04/17

2,630.14

6.40%

?$160,175.34

Rabobank(Aust)-No.2

AA

$1,000,000.00

25/03/11

1832

30/03/16

5,876.71

7.15%

?$358,871.23

Rabobank(Aust)-No.3

AA

$500,000.00

25/11/11

1827

25/11/16

2,547.95

6.20%

?$155,169.86

ING Bank (Aust) Ltd

A

$1,500,000.00

13/12/11

1829

15/12/16

7,779.45

6.31%

?$474,287.26

ING Bank (Aust) Ltd

A

$502,595.00

26/04/12

1426

22/03/16

2,747.06

6.65%

?$130,576.93

Investec Bank Australia

BBB-

$1,000,000.00

23/02/12

1099

26/02/15

5,260.27

6.40%

?$192,701.37

ANZ (On Call)

At call

$1,048,335.89

01/05/12

30

31/05/12

7,020.92

4.50%

?$ 3,877.41

Macquarie Income

A

$3,511,278.47

01/05/12

30

31/05/12

5,562.50

5.21%

?$15,035.97

UBS Wealth? Aust Ltd

At Call

$198,671.12

01/05/12

30

31/05/12

-359.93

4.50%

?$???????????????????? 734.81

NSW Treasury Corp

A

$979,964.69

01/05/12

30

31/05/12

719.94

0.00%

?$??????????????????????????? -??

Averon II

A

$425,350.00

01/05/12

30

31/05/12

-3,150.00

0.00%

?$??????????????????????????? -??

TOTAL

 

?$30,436,342.44

 

 

 

?$131,929.03

 

?$2,621,522.46

 


 

 

 

 


 

 

 

 

 

 

 

 

 


CONSULTATION:

 

Grove Research and Advisory

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no environmental implications.

 

Social

 

There are no social implications.

 

Economic

 

There are no economic implications.

 

Risk

 

That Council may not meet its budget returns for 2011/2012 based on current performance.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

A review of budgeted interest returns for 2011/2012 will be completed with the March 2012 Budget Review and GPG Research & Advisory will provide Council with the updated interest rates.

 

Source of fund and any variance to working funds

 

Interest on investments will be assessed with the March 2012 Budget Review.? Variances will be distributed between the Water, Sewerage and General Funds for the third quarter of the financial year.

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

General Manager

ITEM 9.7????? SF1650??????????? 160512???????? Unkya Reserve Playground Grant - Matching Funding

 

AUTHOR/ENQUIRIES:???? Colleen Henry, Grants Officer ????????

 

Summary:

 

At Council?s meeting of 26 April 2012 it was resolved as follows:

 

1/12 Resolved:?? (Ainsworth/Flack)

 

That Council defer this matter until it has had the opportunity to conduct an onsite inspection at Council?s next meeting to ascertain the exact position of the playground.

 

2/12 Resolved:?? (Flack/Smyth)

 

That any grant application that involves a financial contribution from Council comes to Council for consideration if time allows and in the event of deadlines precluding the above, that the application be brought to Council?s attention at the next ordinary meeting.

 

The Unkya Reserve Trust Committee of Management, applying under the auspice of Nambucca Shire Council, has received a $19,745.50 grant for the creation of a playground (sand lagoon) at Unkya Reserve. The grant requires matching funding.? The Committee of Management was advised that Council approval would be required for the matching funding.

 

 

 

Recommendation:

 

That funding of $19,745.50 be allocated to the Unkya Reserve Playground Project as matching funding for the Community Building Partnership Program 2011/2012 grant.

 

 

 

OPTIONS:

 

Council can decline the request for matching funding in which case the Committee of Management would be forced to decline the funding.

 

 

REPORT:

 

The Unkya Reserve Trust Committee of Management, under the auspice of Nambucca Shire Council, has received a grant from the NSW Communities? Community Building Partnership Program? (CBPP) to create a multi-age play area at Unkya Reserve. The project, designed in consultation with Council?s Engineering staff, would construct a play area featuring activity net, slides, sand lagoon, climbing, balancing and creative play apparatus made from natural, salvaged and recycled materials. Only half the amount requested was received, a total of $19,745.50.

 

The application was based on an earlier application to the Department of Sport and Recreation?s Facilities Grant program submitted by Council?s Grants Officer. This application was reported in her monthly report, in which it was signalled that Council funds of $20,000 would be required for the project.

 

A member of the Unkya Reserve Committee of Management approached the General Manager in early 2011 to ask for in-principle support for matching funding, for the Sport and Recreation application. This support was also requested for the later CBPP funding and the General Manager?s response is provided at the attached e-mail.?

 

DISCUSSION:

 

The need for a playground was identified through a community planning workshop in January 2011 and further assessment of local interest found strong support for this project. It will build on the already strong community use of the Reserve, which occurs through the bi-monthly market and other activities, and would provide activities for older youth in the area as well as a travel stop for commuters on the Pacific Highway.

 

The project design was developed in consultation with Council?s Manager Assets. The original application included funding for a composting toilet, however with only half the requested amount on offer, not all elements of the project will be able to be implemented. Further project planning will occur if Council funding is committed.

 

This process illustrates the challenge of applying for grants which require matching funding, which is the majority of the time. The Grants Officer, in consultation with the General Manager and others, are often asked to indicate that matching funding will be available, and hope that if the grant is awarded, Council will agree to the allocation, often there is limited notice before the deadline for the application lodgement. Many grant applications are not made due to the lack of matching funding.

 

CONSULTATION:

 

General Manager

Director Engineering Services

Manager Assets

 

SUSTAINABILITY ASSESSMENT:

 

Environment

There are no environmental issues as a result of this report.

 

Social

The Eungai community will benefit from the multi-age play area: Families and carers in the Eungai area with children between 2 and 12 will have a family friendly community hub as there are no other play areas nearby. Families from other areas will have access to a play area different to the ones in their villages, and travellers will be able to stop and enjoy the experience.

 

Economic

There are no economic issues as a result of this report.

 

Risk

There are no risks as a result of this report.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

There is no impact on the current budget; however, an allocation of $19,745.50 will need to be set aside in 2012/2013 budget.

 

Source of fund and any variance to working funds

There is no impact on working funds.

 

Attachments:

There are no attachments for this report. ??


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

Director Environment & Planning's Report

ITEM 10.1??? SF1709??????????? 160512???????? Outstanding DA's greater than 12 months, applications where submissions received not determined to 30 April 2012

 

AUTHOR/ENQUIRIES:???? Barbara Parkins, Executive Assistant ????????

 

Summary:

 

In accordance with Council resolution from 15 May 2008 meeting, the development applications listed below are in excess of 12 months old (Table 1) (one application is in excess of 12 months old).

 

Table 2 are development applications which have been received but not yet determined due to submissions received. In accordance with Minute 848/08 from Council meeting of 18 December 2008, should any Councillor wish to ?call in? an application a Notice of Motion is required specifying the reasons why it is to be ?called in?.

 

If an application is not called in and staff consider the matters raised by the submissions have been adequately addressed then the application will be processed under delegated authority. Where refusal is recommended the application may be reported to Council for determination.

 

 

Recommendation:

 

1????????? That the list of outstanding development applications (in excess of 12 months old) be noted and received for information by Council

 

2????????? That the applications where submissions have been received be noted and received for information by Council.

 

 

 

TABLE 1: ????? UNRESOLVED DEVELOPMENT APPLICATIONS IN EXCESS OF 12 MONTHS OLD

 

DA NO

DATE OF RECEIPT

PROPOSAL

PROPERTY DESCRIPTION

COMMENTS ON APPLICATION

2010/221

03/09/2010

Additions to existing pre-school

Part Lot 8 DP 821952, Valla Beach Road, Valla Beach

This application was placed on hold pending further discussions regarding a Bushfire Hazard easement over the adjoining land. Whilst the applicants were requested to withdraw the application, they requested that the matter remain live as external funding is tied to this proposal and progress has been made with the adjoining landowners regarding the easement with a finalisation considered imminent.

Council has resolved outstanding matters in relation to the easement.

Application referred to RFS on 27 March 2012

Application being assessed

 

 


TABLE 2: DEVELOPMENT APPLICATIONS WHERE SUBMISSIONS HAVE BEEN RECEIVED AND ARE NOT YET DETERMINED

 

DA NO

DATE OF RECEIPT

PROPOSAL

PROPERTY DESCRIPTION

SUBMISSIONS RECEIVED/
STAFF COMMENTS

2011/165

4/10/11

Rural Dwelling-House

Lot 2 DP 1130291, Taylors Arm Road, Upper Taylors Arm

? Concerns with the position of the road

Requires a modification as outside approved dwelling envelope; Additional information required re OSSM, Bushfire Assessment, Buffer Assessment & ROW

Some information received from applicant but awaiting further Bushfire Assessment - Received

Referred information to RFS

Conflict with rural buffer policy - to be referred to a Council meeting for determination

Final discussions with RFS & applicant prior to Council determination

See Report in Agenda papers

 

2011/142

25/08/2011

Consolidation of 3 existing short term sites to create 1 long term site within the existing Nambucca Beach Holiday Park

Lot 162 DP 755560, 26 Swimming Creek Road, Nambucca Heads

? DA was not publicly advertised

? The proposed site adjoins a public reserve for public recreation and setback variances are greater than 80%

? nine (9) trees will need to be removed to facilitate the DA, including 3 melaleuca trees that provide homes for nesting tawny frogmouth owls;

? Why is Nambucca Shire Council also providing greater variances than 10% to accommodate the park owner's structures

? Dwelling and associated structures will not fit on proposed site;

? Service issues & non-compliance with Regulations;

? Fire risk and issues as to placement of hose reels;

? Submitted plan is not accurate;

? Proposed building 3 times larger than buildings already in the park;

Currently being assessed

Rec'd letter from RFS on 3/01/2012 requesting further information is required to enable them to assess the application

Information received and forwarded to RFS - awaiting reply

Matter to be presented to GPC meeting for final determination once assessment completed

 

 


 

DA NO

DATE OF RECEIPT

PROPOSAL

PROPERTY DESCRIPTION

SUBMISSIONS RECEIVED/
STAFF COMMENTS

2011/182

2011/183

2011/184

14/11/11

Alterations & Additions to unit

Lots 2, 3, 4 SP 36372, 2/3/4 40 Waratah Street, Scotts Head

? Potential overshadowing in the winter months;

? Design is poor, and will undervalue the potential of this prime site;

? Height of proposed buildings 8.5m;

? The proposed pitched roof line with hinder views and be detrimental to the amenity of Scotts Head;

? Overlooking? and noise from the proposed balconies;

? Plans appear to be more in line of a new construction and do not resemble alterations;

? Does not fit with the future character of the locality;

? Development will reduce amount of sea breeze hence affecting cross-ventilation;

? Encroachment on privacy;

Referred to engineers and H&B. Applicant has been advised of additional information required. Clock stopped.

Substantial additional information required

Works impact on community common space (Body Corporate).

Assessing application - Application on hold because of dispute with Body Corporate and resolution to permit the application to be lodged

Strata Management Meeting 2/4/2012

Application will be presented to Council for determination at a later meeting

Strata considering recision motion to withdraw owners consent for DA

7 Day letter issued 17/04/2012 to applicant requesting that applications be withdraw or the matter will be presented to Council for determination based on the information in front of Council - this letter was extended to 14 days and is being followed up

A report will be presented to Council following assessment of the applications.

 

 

Attachments:

There are no attachments for this report. ?


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

Director Environment & Planning's Report

ITEM 10.2??? SF1709??????????? 160512???????? DA's and CDC's Received and Determined under Delegated Authority to 4 May 2012

 

AUTHOR/ENQUIRIES:???? Barbara Parkins, Executive Assistant ????????

 

?Summary:

 

For Council?s information, below are listed Development Applications and Complying Development Applications received by Council and applications determined under Delegated Authority.

 

 

Recommendation:

 

That Council note the Development Applications/Complying Development Applications received and determined under delegated authority.

 

 

DEVELOPMENT APPLICATIONS RECEIVED TO 4 MAY 2012

 

DA Number

Application Date

Applicant/Owner

Development

Address

Estimated Value

2012/042

20/04/2012

Shane Norton

Shed

Lot 1 DP 862848, 485 rodeo Drive, Wirrimbi

11,389

2012/043

23/04/2012

Cilbert Wallank

Patio cover and Deck

Lot 50 DP 849393, 1 Ridge Street, Nambucca Heads

21,800

2012/044

24/04/2012

Peter Mackay

Additions, Garage, Granny Flat and Shed

Lot 1 DP 715242, 344 Boggy Creek Road, Valla

162,200

2012/045

24/04/2012

Susan Hokin

Approval to use existing dwelling as Dual Occupancy

Lot 19 Section 1 DP 30512, 18 John Avenue , Nambucca Heads

0

2012/046

19/04/2012

Mitchell Tutt

Rural Shed

Lot 102 DP 1107938, 32 Pickett Hill Close, Valla

20,000

2012/047

27/04/2012

Mr M Khalifa

Change of Use/Signage

Lot 14 Section F DP 20823, 5 Adin Street, Scotts Head

15,000

2012/048

30/04/2012

Mr R Torelli

Change of Use to Hairdressing/Beauty Salon

Lot 23 DP 242451, 1 Princess Street, Macksville

15,000

2012/049

30/04/2012

Mr G Boulton

Shed

Lot 3 DP 32372, 35 East Street, Macksville

20,683

2012/050

02/05/2012

Mr Chris Rennie

Carport

Lot 1 DP 31587, 10 Egan Lane, Macksville

3,500

2012/051

04/05/2012

Coffs Carports/ Mrs S Welsh

Patio Cover

Lot 47 DP 228703, 95 Ocean View Drive, Valla Beach

12,430

 

 


COMPLYING DEVELOPMENT APPLICATIONS RECEIVED 4 MAY 2012

Including those issued by Private Certifiers

DA Number

Application Date

Applicant/Owner

Development

Address

Estimated Value

2012/614

17/04/2012

Michael Cole

Internal Renovations

Lot 11 DP 17707, 6 Matthew Street, Scotts Head

10,000

2012/615

24/04/2012

Robert & Angela Paton

Roof over existing deck

Lot 73 DP 255323, 105 Coronation Drive, Macksville

22,000

2012/616

30/04/2012

P Carlow & L Edmondson

Verandah and Pergola

Lot 2 DP 731255, 261 Congarinni Road South, Macksville

11,602

 

DEVELOPMENT APPLICATIONS/COMPLYING DEVELOPMENTS AND MODIFICATIONS DETERMINED UNDER DELEGATED AUTHORITY TO 4 MAY 2012

CONSENT/ DA

PROPERTY DESCRIPTION

DEVELOPMENT DETERMINED

EST VALUE

$

2002/300/01

Lot 1 DP 598314, 11 Mill Lane, Warrell Creek

Swimming Pool MODIFICATION

5,000

2011/195

Lot 10 DP 841964, 47 Rogers Drive, Valla Beach

Continued Use of existing shed

20,000

2012/031

Lots 4 & 5 DP 19307, 1-3 Short Street, Macksville

Caf? within Seniors Living Complex

85,000

2012/026

Lot 109 DP 618980, 19 Blackbutt Lane, Valla

Second Dwelling of a Dual Occupancy

200,000

2012/021

Lot 113 DP 710507, 21 Grevillea Close, Nambucca Heads

Dwelling-House

200,000

2012/038

Lot 18 DP 1049360, 28 Charles Place, Nambucca Heads

Shed

19,500

2012/024

Lot 23 DP 20689, 13 Old Coast Road, Nambucca Heads

Continued Use of Carport and Shed

20,000

2012/008/01

Lot 2 SP 12843, 2/28 Ridge Street, Nambucca Heads

Commercial Premises ? Tattoo Shop MODIFICATION

15,000

2012/039

Lot 1 DP 628854, 571 Upper Warrell Creek Road, Congarinni

Dwelling Additions

75,000

2012/016

Lot 1 DP 857720, 88 Florence Wilmont Drive, Nambucca Heads

Additions ? Residential

$150,000

2012/033

Lot 4 DP 1076134, 8 Langsford Way, Valla Beach

Dwelling ? House

$220,000

2012/015

Lot 4 DP 1068358, Lots 18, 162, 163, 164, 234, 243, 259, 303 & 306 DP 755549, 1352 Bellingen Road, Missabotti

Consolidation and Boundary Adjustment to create four lots in two stages

$0

2012/040

Lot 16 DP 1162372, 8 Susanah Place, Macksville

Dwelling

169,000

2012/037

Lot 1 DP 121639, 49 High Street, Bowraville

Change of Use

0

Attachments:

There are no attachments for this report.

?


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

Director Environment & Planning's Report

ITEM 10.3??? SF1709??????????? 160512???????? DEP Applications and Statistical Reports 2011-2012, and Certificates Received 2010-2012 (April 2012)

 

AUTHOR/ENQUIRIES:???? Barbara Parkins, Executive Assistant ????????

 

Summary:

 

Environment and Planning Department Development Application statistics for the calendar year 2012 compared with 2011 and Certificate Applications/Drainage Diagrams/Outstanding Notice Applications received and determined are provided in the body of the report.

 

 

Recommendation:

 

1????????? That Council note development application statistics and processing times for 2012 compared with 2011.

 

2????????? That Council note the statistical information for Applications and Certificates received and released by Council for 2010-2012.

 

 

Development Application Statistics

 

The figures show a 4.41% decrease in the number of DA?s received to April 2012 with construction costs decreasing by -126.04% compared to the same period in 2011. The total number of DA?s/CD?s approved for the month of April was 11 plus 2 modifications.

 

 

DA?S AND COMPLYING DEVELOPMENT

 

Construction Costs

No Applications Received

Applications Approved (DA & CD)

Jan-April 2011

$10,864,402

71

65

Jan-April 2012

$? 4,806,436

68

44

 

 

FINANCIAL:

 

Direct and indirect impact on current and future budgets

 

The above comparisons will be considered in the next quarterly budget review to identify what impact the development application numbers will have on our projected income.

 

Source of fund and any variance to working funds

 

An average income is estimated at the start of each budget year and is reviewed at each quarterly review.


 

TURNAROUND TIMES FOR DEVELOPMENT APPLICATIONS 2012

Month

Mean Time

Median

#Average age of DA?s (Days)

Average

Highest

Lowest

January

41.20

42

79.20

202

42

February

51.53

29

86.00

189**

15

March

39.21

31

39.88

112

15

April

42.45

41

53.00

115

21

May

 

 

 

 

 

June

 

 

 

 

 

July

 

 

 

 

 

August

 

 

 

 

 

September

 

 

 

 

 

October

 

 

 

 

 

November

 

 

 

 

 

December

 

 

 

 

 

 

#Average age of DA?s

 

The average age of all DA?s for the month is derived from the total number of days from when the applications were lodged with Council until determined. This average is provided for information as many applications required additional information by Council and/or other Government Agencies to enable them to be processed (ie Stop Clock applied).

 

** The clock was not ?stopped? on this application as Council was waiting for referrals from the RTA.


COMPLYING DEVELOPMENTS RECEIVED

 

YEAR

Jan

Feb

Mar

Apr

May

June

July

Aug

Sept

Oct

Nov

Dec

Total

2010 Private Cert

3

6

6

3

4

0

12

1

2

1

1

0

39

2010 Council

3

6

2

1

2

1

9

3

1

2

2

0

32

2011 Private Cert

1

0

3

7

4

4

3

1

7

6

3

1

40

2011 Council

2

2

0

1

0

1

1

0

2

0

2

1

12

2012 Private Cert

2

4

5

4

 

 

 

 

 

 

 

 

15

2012 Council

0

1

1

0

 

 

 

 

 

 

 

 

2

 

 

CONSTRUCTION CERTIFICATES RELEASED

 

YEAR

Jan

Feb

Mar

Apr

May

June

July

Aug

Sept

Oct

Nov

Dec

Total

2011 Private Cert

2

9

6

4

6

5

2

4

8

5

6

6

63

2011 Council

8

8

8

7

14

9

6

8

8

4

5

5

90

2012 Private Cert

3

3

3

1

 

 

 

 

 

 

 

 

10

2012 Council

3

3

3

4

 

 

 

 

 

 

 

 

13

 

 

 

CONVEYANCING CERTIFICATES ISSUED

 

YTD (April)

Drainage Diagrams

Section 149 Certs

Outstanding Notices

2010

65

228

53

2011

101

245

39

2012

85

203

43

 

 

 

OCCUPATION CERTIFICATES RELEASED

 

YEAR

Jan

Feb

Mar

Apr

May

June

July

Aug

Sept

Oct

Nov

Dec

TOTAL

Average/
Month

Private
2010

4

4

12

2

7

2

4

5

7

1

3

4

55

4.58

Council
2010

10

14

9

12

11

7

11

7

6

3

2

7

99

8.25

Private
2011

9

6

11

0

5

12

3

10

9

7

4

10

86

7.16

Council
2011

6

22

15

5

10

11

12

15

6

9

8

9

128

10.66

Private
2012

4

7

7

4

 

 

 

 

 

 

 

 

22

5.5

Council
2012

11

9

6

9

 

 

 

 

 

 

 

 

35

8.75

Attachments:

There are no attachments for this report.

?


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

Director Environment & Planning's Report

ITEM 10.4??? SF1148??????????? 160512???????? Contract Regulatory Officer's Report April 2012

 

AUTHOR/ENQUIRIES:???? Barbara Parkins, Executive Assistant ????????

 

Summary:

 

The following is the Contract Regulatory Officer?s Report for April 2012.

 

 

Recommendation:

 

That the report from the Contract Regulatory Officer for April 2012 be received and noted by Council.

 

 

 

 

Cats

Dogs

ANIMALS IN AND ARRIVING AT COUNCIL'S FACILITY

 

 

Animals In Council's Facility (Start of Month)

0

4

Council?s Seizure Activity

 

 

Seized (doesn?t include those animals dumped or surrendered)

 

6

Returned to Owner

 

1

Abandoned or Stray

1

2

Surrendered

 

 

Transferred to Council's Facility from Seizure Activities

1

7

Total Incoming Animals

 

5

ANIMALS LEAVING COUNCIL'S FACILITY

 

 

Released to Owners

 

1

Sold

 

 

Released to Organisations for Rehoming

 

 

Died at Council's Facility(other than euthanased)

 

 

Stolen from Council's Facility

 

 

Escaped from Council's Facility

 

 

Other

 

 

Euthanased

 

 

Restricted Dogs

 

 

Dangerous Dogs

 

 

Owner?s Request

 

 

Due to Illness, Disease or Injury

 

 

Feral/infant animal

 

2

Unsuitable for rehoming

 

4

Unable to be rehomed

 

2

Total Euthanased

 

8


 

Total Outgoing Animals

 

9

TOTAL IN COUNCIL'S FACILITY (END OF MONTH)

1

2

 

 

Kilometres travelled

 

 

 

CSR?s (Customer Service Requests) Actioned ? Not including Merit

29

Attachments:

There are no attachments for this report.


Ordinary Council Meeting????????????????????????????????????????????????????????????????????????????????????????????????????? 16 May 2012

Director Environment & Planning's Report

ITEM 10.5??? SF265????????????? 160512???????? Library Policies for Nambucca Shire Council Library Services

 

AUTHOR/ENQUIRIES:???? Coral Hutchinson, Manager Community and Cultural Services ????????

 

Summary:

 

Under the Clarence Regional Library arrangement, library policies were developed in collaboration with the Library Advisory Committee and then adopted by Clarence Valley Council (CVC) as the executive council.

 

As Nambucca Shire Council will be delivering its own library services from 1 July 2012, Council needs to adopt by this date, its own policies in regard to the delivery of library services.

 

The existing CVC policies have now been reviewed, comments have been sought from Councillors and the following draft policies are being presented to Council for endorsement:

 

1??????? Collection Development

2??????? Children and Young Adults

3??????? Loans Policy

4??????? Fee Waiving

5??????? Internet

 

 

Recommendation:

 

That the following Library Policies be adopted by Council:

 

1????????? Collection Development

2????????? Children and Young Adults

3????????? Loans

4????????? Fee Waiving and

5????????? Internet.

 

 

 

OPTIONS:

 

Council will require a range of policies to guide library services so the options are limited. Councillor comments have been taken into account (refer to the Discussion in this report) and so it is recommended that Council adopt the policies as presented.

 

 

DISCUSSION:

 

Council?s library services have previously operated under policy direction from either Nambucca Shire or Clarence Valley Councils depending on the subject/responsibility. From 1 July 2012, Nambucca Shire Council assumes responsibility for all aspects of library operations and therefore will need to have the necessary range of policies in place for the efficient operation of its library branches.

 

To promote a smooth transition to independent library operations, it is proposed to introduce major changes only where necessary. It is therefore intended that the Nambucca Shire Library Policies reflect current practice where possible. Also, the existing CVC policies are well known to library members and staff, and have been recently reviewed by CVC and the Library Committee and subject to public comment. Nambucca Shire Council staff have undertaken a short review of those policies and sought comments from Councillors in accordance with Council practice. Two submissions were received (details below).

 

The policies being presented to Council are based on the existing CVC policies with changes where necessary to reflect current legislation, our own particular community and requirements, and comments from Councillors. It is not proposed to seek public comment as a part of this process given that the policies aren?t entirely new and time is of the essence. The Policies can reviewed again at a future date and changed where necessary when our own library services are more established.

 

Note: Library Fees have been included in the draft Nambucca Shire Council 2012-2013 Revenue Policy which will be presented to Council and the community as a part of the upcoming budget development process.

 

INTERNET POLICY: Comments from Cr Anne Smyth

Page Number

Proposed Changes/Comments/Questions

Staff Response

2

4.2 Users under 15 years of age

?Young people are welcome to access the Internet in the Library...?

?????? Suggest the words ?(users under 15 years of age)? be added after ?Young people? at the beginning of this paragraph, for clarification. Or perhaps reword to ?Young people under the age of 15 years are welcome....?

?????? How will staff monitor the requirement that parents of ?young people? have given permission for them to access the Internet in the Library? Should we require a ?Permission Note? of some sort?

 

Draft Policy changed as suggested.

 

Children and Young Adults Policy point 4.2.1 Access to Resources? changed to:

It is the responsibility of parents/carers to monitor young people's selection and use of library resources including the internet.

 

Permission to use or not use the internet is included in the application to join the library which the parent/guardian signs. Children without permission to use the internet have a red library card (not blue). All children are refused access to the internet without their library card.

4

The Library Council of NSW recommends that public libraries implement procedures to address:

?????? Situations where clients are found to be accessing material on library computers or on library premises which would otherwise be restricted under the Classification (Publications, Films and Computer Games) Act 1995

?????? Circumstances where clients are found to have accessed child pornography.

This could be an appropriate Policy in which to include the procedures to deal with such breaches. The Library Council?s Access to Information in New South Wales Public Libraries Guidelines contains suggestions as to the procedures (as per Appendix 3 of our draft Collection Development Policy)

Section 4.12 Library Role and Responsibilities amended to include the following statement from Appendix 3:

 

Library clients must be sensitive to the values?.? Where a client is found to be using library computers to access pornographic, offensive or objectionable material, or for any unlawful purpose, library staff reserve the right to direct the client to leave the library, to direct that the client not re-enter the library for a specified period and to report unlawful conduct to the relevant authorities.

 

Staff also arrange furniture so that computer screens are potentially able to be viewed by others to encourage self-monitoring.


 

COLLECTION DEVELOPMENT POLICY: Comments from Cr Anne Smyth

Page Number

Proposed Changes/Comments/Questions

Staff Response

3

 

 

3

 

4.1.2 Other reasons for not including an item

d. The material is classified by the Office of Film and Literature Classification as R rated

4.1.3 Censorship

Censorship powers are vested in both State and Federal governments. Material will not be rejected on moral, political, racial or religious grounds if it otherwise meets library selection criteria. It is the responsibility of parents or guardians, rather than library staff, to determine the suitability of materials used by their children.

 

These two seem to conflict. 4.1.3 indicates that material will not be rejected on various grounds, but 4.1.2 d indicates that items rated R can be rejected.

No change to draft policy is proposed as the 2 matters are different.

Items classified R are usually because of high levels of violence or sexual content and therefore the rating may be a valid reason for excluding a particular item from the collection.

 

On the other hand, 4.1.3 addresses subject matter and is intended to ensure that libraries don?t act as a moral guardian in terms of the subject included in the collection.

 

APPENDIX 3 ? second page

Procedures

First dot point: ??It is advisable that the Library develop appropriate procedures to be observed where clients are found to be accessing material on library computers or on library premises which would otherwise be restricted under this Act.?

Second dot point: ??It is advisable that the Library develop a policy to address circumstances where clients are found to have accessed child pornography.?

 

Perhaps the suggested Procedures contained in this Appendix could be added to the Internet Policy?

 

 

 

Some wording has been modified within the policy and the appropriate appendix has been added.

The Policy (with the inclusion of the Appendix) covers possible actions by staff where people have used library resources for unlawful purposes.

 

Staff are also guided by government legislation.

 

CHILDREN AND YOUNG ADULTS POLICY: Comments from Cr Anne Smyth

Page Number

Proposed Changes/Comments/Questions

Staff Response

1

3.0? Definitions

Child:?????? Clients aged 0-12 years

Young adult:? Clients aged 13 years up to and including 18 years

 

The ages for ?Child? and ?Young Adult? in this Policy do not seem to be consistent with the definitions contained in the Collection Development Policy, i.e. Young Adult Collection ?is aimed at children between the ages of 12 and 18 years?; Junior Fiction ?is for children 6-14 years? and Junior Easy ?is for children from 0-6 years?????????????

The definitions differ between the policies to reflect people?s actual age and reading age.

 

The Collection Development Policy is framed around appropriate reading for people of different ages based on international library practice.

 

No change to draft policies proposed.

 

LOANS POLICY: Comments from Cr Anne Smyth

Page Number

Proposed Changes/Comments/Questions

Staff Response

2

4.1? Registration of Members

Should ?ratepayers? be included as well as ?All permanent residents?? Are absentee ratepayers entitled to membership of Nambucca Shire?s library service?

 

Yes

Yes

Policy wording changed to reflect this.

3

4.6 Inter Library Loans (ILL)

Doesn?t mention when payment should be made.

 

 

I feel we should be requesting payment for Inter Library Loans when the reservation for the item is made.

 

Point 4.6 now includes the following: ?Payment has to be made before the item is collected from the library.?

A good idea but not practical as it can?t be applied to ILLs made on-line and also most ILLs take some time to process and therefore aren?t always finalised with the borrower in the library.

In effect the Policy requires this as the fee applies whether or not the item is actually borrowed.

 

 

 

LIBRARY POLICIES GENERALLY: Comments from Cr Janet Court

Page Number

Proposed Changes/Comments/Questions

Staff Response

N/A

I could find no mention of any plans to include ebooks and audiobooks. Could some reference to ebooks be included?

Wording in Collection Development Policy changed from ?Talking Books? to ?Audio Books? to reflect current terminology.

Books in all formats including ebooks are covered by Collection Development Policy.

The extent to which the ebook collection is developed is yet to be determined and will depend on resources.

Libraries also promote free access to ebooks via the State Library ? membership is also free.

 

 

CONSULTATION:

 

Councillors

Library staff


 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The are no environmental sustainability issues.

 

Social

 

Nothing specific identified.

 

Economic

 

Nothing identified.

 

Risk

 

Clear and practical Council policies are a part of Risk Management.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Nothing identified.

 

Source of fund and any variance to working funds

 

Nothing required.

 

Attachments:

1View

5800/2012 - POLICY - Library Management Collection Development Policy

 

2View

5801/2012 - POLICY - Library Management Children and Young Adults

 

3View

5803/2012 - POLICY - Library Management Fines and Fee Waiving Policy

 

4View

5804/2012 - POLICY - Library Management Internet Policy

 

5View

5805/2012 - POLICY - Library Management Loans Policy

 

??


Ordinary Council Meeting - 16 May 2012

Library Policies for Nambucca Shire Council Library Services

 

 

 

 

NAMBUCCA SHIRE COUNCIL

LIBRARY MANAGEMENT

COLLECTION DEVELOPMENT POLICY

 

 

Our Vision

 

Nambucca Valley ~ Living at its best

 

Our Mission Statement

 

?The Nambucca Valley will value and protect its natural environment, maintain its assets and infrastructure and develop opportunities for its people.?

 

 

 

 

1.0???? Policy objective

 

a??????? To provide a balanced collection of resources that provide for the educational, informational, recreational and cultural needs of the people served by Nambucca Heads and Macksville Libraries;

b??????? To identify the strengths and weaknesses of the collection as a whole, and then to redress any weaknesses and to build on strengths; and

c??????? To act as a guide for future collection building.

 

 

2.0???? Related legislation

 

Library Act 1939

Library Regulation 2010

Classification (Publications, Films and Computer Games) Act 1995

 

 

3.0???? Definitions

 

ALIA:??? Australian Library and Information Association

 

 

4.0???? Policy statement

 

This policy endorses the ALIA Statement on free access to information; the ALIA Statement on public library services; and the Library Council of NSW Access to Information in NSW Public Libraries (see Appendices 1-3).

 

Notwithstanding the methods of selection outlined in this policy, further guidance may be obtained from the Population Profile prepared by the Australian Bureau of Statistics and other publications outlining particular characteristics of the community eg age, cultural diversity.

 


4.1???? Selection Methodology

 

Selection is undertaken using a range of resources:

 

???????? Catalogues/reviews

???????? Bibliographic tools

???????? Library suppliers? visits and promotional material

???????? Standing orders

???????? Bookshop and warehouse visits

???????? Suggestions for purchase from members and staff

 

4.2???? General Selection Criteria

 

a??????? Libraries must accept responsibility for providing free access to materials, presenting, as far as possible, all points of view on current issues.

b??????? Library staff must not select materials based on personal moral, political, social or ideological views, except where subject to State or Federal prohibition.

c??????? Each type of material should be evaluated on its own merits and its suitability for its intended audience.

d??????? Regular culling of the collection is needed to keep it useful and up-to-date.

e??????? School, TAFE and university text-books will not be collected unless no other suitable material is available.

f???????? Multiple copies of materials are only bought for high demand fiction, and to a lesser extent, non-fiction. In many subject areas, where interest is in the subject, rather than particular titles, the library should buy several different titles on the same subject. In this way, the library can add variety and depth to the collection. Duplicate copies of the following materials may be purchased: best selling fiction authors; literary award winners; reference books needed on a regular basis at each branch, and local history titles (loan and reference copies).

 

Materials considered for purchase, must meet one or more of the following criteria: client demand, content, arrangement and style, format, value for money.

 

4.2.1?????? Client Demand

 

a?????? Popular authors

b?????? New reading trends

c?????? Media influence eg. television programs

 

4.2.2?????? Content

 

a?????? Subject matter should be current or present current views on historical matters

b?????? Care should be taken that collection in a certain area is balanced and presents all viewpoints

c?????? Representation of significant genre or national culture

 

4.2.3?????? Arrangement and Style

 

a?????? Indexing and bibliographies should be included where appropriate

b?????? Arrangement, language and style should be suitable for the intended user

 

4.2.4?????? Format

 

a?????? The format should be suitable for the material presented, and convey the information to the user in the most appropriate way.

b?????? The material should be strong and durable - hardbacks with library binding are generally preferable, but paperbacks may be purchased where no hardback edition is available, or is too expensive. Paperbacks may also be purchased if they are deemed more suitable for the user group eg. members receiving the Home Library Service often prefer fiction in paperback format.

 

4.3???? Reasons for not including an item

 

Notwithstanding that an item meets one or more of the selection criteria above, there may be overarching reasons for not including an item. For example instances where:

 

a??????? Items of a highly technical or specialised nature, or those fulfilling a one-off technical request which can be provided through Inter Library Loan.

b??????? The material is out of date, very expensive, or published in an unsuitable format.

c??????? There are suitable alternative titles in stock on the subject.

d??????? The material is classified by the Office of Film and Literature Classification as R rated.

e??????? Information is readily available via the Internet.

 

4.4???? Censorship

 

Censorship powers are vested in both State and Federal governments. Material will not be rejected on moral, political, racial or religious grounds if it otherwise meets library selection criteria. It is the responsibility of parents or guardians, rather than library staff, to determine the suitability of materials used by their children.

 

Materials prohibited by law will not be included in the collection.

 

4.5???? Controversial Material

 

Libraries aim to provide materials which collectively represent all sides of controversial issues providing they are not prohibited by law.

 

4.6???? Collection Statements

 

4.6.1?????? Reference Collection

 

The aim is to provide access to a broad range of up-to-date information for study and research. It should be of high quality in its content, format and expression. The reference collection is not for loan and includes a range of formats including both print and non-print formats such as on-line resources. The reference collection also encompasses a number of special collections including Legal Information Access Centre, Infocus and Drug Information @ your Library publications. Criteria for selection include:

 

a??????? Up-to-date

b??????? Written by an authority in the particular field

c??????? Easy to use, with appropriate arrangement for the subject, good indexes and bibliographies, illustrations, photographs, maps and timelines

d??????? Relevance to the needs of our members

e??????? Value for money

 


4.6.2?????? Local Studies Collection

 

The aim of the Local Studies collection is to provide a comprehensive collection of resources relating to the communities served by the Nambucca Shire Council Libraries. The collection is intended to preserve and make accessible materials of past, present and future of a cultural, historical, social and environmental nature in a variety of formats. Library branches collect material related to the local history of their area, including Council reports and other documents.

 

The collection will include monographs, newspapers, periodicals, annual reports, pamphlets, photographs, maps, sound recordings, video recordings, manuscripts, microforms, CD-ROMs and press cuttings. All subjects related to the local area will be covered including history, biography, geography, social conditions, Aboriginal and migrant groups and local industries. Careful attention will be paid to the proper conservation and storage of items. The Library will not collect realia such as costume or furniture (with the exception of some artefacts for display purposes), as this is the responsibility of the local historical societies.

 

Libraries will acquire items for the Local Studies collection through purchase, donations and transfers from other Council departments.

 

All local history titles will have at least one copy ?not for loan?, with duplicate copies available for loan, if resources allow.

 

4.6.3?????? Non-fiction Collection

 

The non-fiction collection contains resources for the recreational and informational needs of all people of all ages in our communities. Material should be collected that allows people to understand and participate in our society, to follow personal interests and to pursue life-long learning. The non-fiction collection should also support school (and other) students carrying out research for projects, local business people and council employees in the course of their work. Hardcover and paperback monographs are collected, with hardcover being the favoured format, depending on price and availability. Criteria for selection:

 

a??????? Material should be accurate, up-to-date, and non-biased (or if a work presents a clearly-stated viewpoint, it should generally be balanced by another work presenting a differing viewpoint).

b??????? Authority of author(s) and publisher

c??????? Easy-to-use and containing indexes, bibliographies, photos, illustrations, maps and timelines (depending on the nature of the work)

d??????? Relevant to the needs of our members

e??????? Good quality

f???????? Value for money

 

4.6.4?????? Adult Fiction

 

This collection includes all types of fiction suitable for adult readers, including literary and popular works with particular attention being paid to buying Australian fiction. The purchase of hardback books with library binding is preferred (but not essential due to the cost involved), with paperback editions being purchased to provide additional copies or where the book is not published in hardback. Multiple copies of best-sellers and award winners may be purchased. Criteria for selection:

 

a??????? Literary merit

b??????? Imaginative writing

c??????? Effective plot and characterisation

d??????? In popular demand

e??????? Part of existing series

f???????? Standard genre fiction - western, mystery, romance, thriller, science fiction and fantasy.

 

4.6.5?????? Large Print

 

The Large Print collection is targeted at those members who have difficulty reading normal print. It consists largely of fiction titles, with some popular non-fiction (such as biographies) included. It should include all genres and best-sellers. While the preferred format for large print is hardback, softcover will sometimes be bought in preference, in consideration for aged or arthritic users. Criteria for selection:

 

a??????? Literary merit

b??????? Imaginative writing

c??????? Effective plot and characterisation

d??????? Standard genre fiction to be included

e??????? In popular demand

f???????? Bestselling authors

 

4.6.6?????? Magazines

 

The magazine collection should contain titles of general interest to all ages of the community. Australian publications should be the preferred option, and should complement and add currency to the general collection. Criteria for selection:

 

a??????? Of general interest to the community

b??????? Reputable publisher

c??????? Regular publishing schedule

d??????? Australian publications preferred

e??????? Cost

f???????? Popularity

g??????? Content

 

4.6.7?????? Young Adult Collection

 

This is aimed at children between the ages of 12 and 18 years. It will include both literary and popular authors, with an emphasis on Australian writers; and should contain books of high interest to teenagers to encourage the habit of reading for pleasure. Criteria for selection:

 

a??????? Literary merit

b??????? Original writing

c??????? Effective plot and characterisation

d??????? Subject matter of interest to young adults

e??????? Includes latest trends and genres

f???????? Attractive format, including graphic novels

g??????? Award winning titles and authors

 

4.6.8?????? Junior Fiction

 

This collection is for children 6-14 years. The collection will include both literary and popular authors, with an emphasis on Australian writers. The collection should contain books of interest to children, to foster and encourage a lifelong love of reading and literature.

 

Criteria for selection:

 

a??????? Literary merit

b??????? Original writing

c??????? Effective plot and characterisation

d??????? Of interest to children in primary school

e??????? Includes latest trends and genres

f???????? Attractive format, including graphic novels

g??????? Award winning titles and authors

 

4.6.9?????? Junior Easy

 

The collection is for children from 0-6 years and includes picture books, nursery rhyme/ fairytale books, books for parents to read to children, and easy books for children who are learning to read. Australian authors and illustrators should be emphasised. This collection should introduce children to reading as an enjoyable and rewarding experience by providing a range of titles, which stimulate the imagination, introduce children to language and their cultural heritage, and add to their knowledge of the world. Criteria for selection:

 

a??????? Literary merit

b??????? Illustrations that enhance text

c??????? Original writing

d??????? Attractive presentation

e??????? Suitability for the age

f???????? Award winning titles

 

4.6.10???? Audio Books

 

The Audio book collection (ie books in CD or downloadable format) is to provide clients of all ages access to a wide range of books in a spoken word format. Criteria for selection should be similar to that used for print material, taking into account the needs and interests of members of this collection, as well as the following criteria. Criteria for selection:

 

a??????? Unabridged versions where possible

b??????? Quality and clarity of reader?s voice

c??????? Physical quality of CD cases

d??????? Availability of replacement CDs

e??????? Companies offering downloadable books will be selected on the range of their ?????? catalogue and cost of items

 

It will be necessary to monitor trends in technology to ensure that the talking book collection is providing clients with new and alternative formats as they are developed.

 

4.6.11???? DVD?s

 

The aim is to develop a DVD collection that enhances the fiction and non-fiction collections. It will support and stimulate the information, educational, recreational and cultural needs of the community and is aimed at providing viewing, listening and instructional materials to complement and/or supplement the print collections. Particular emphasis will be on:

 

a??????? Documentaries

b??????? Do-it-yourself and instructional presentations

c??????? Performance of dramas or screenplays with particular emphasis on Australian works

d??????? Popular series, classic films, drama, comedy, award winning films and films with an Australian interest

 

4.6.12???? CD-Roms

 

The aim is to complement materials already held in the reference, local studies and non-fiction collections. CD-Rom?s offer an alternative format for presentation of information and in some cases may be the only comprehensive format available in a particular subject area. The collection should also include appropriate educational children?s games.

 

4.7???? On-line resources

 

The Libraries provide their clients with access to a range of electronic databases some of which provide remote access for clients. A plethora of information is available through the Internet.

 

4.8???? Donations

 

Donations of material are accepted on the understanding that they become the property of the library and as such the library staff reserve the right to evaluate, use, or dispose of the materials as deemed appropriate. Any books not considered suitable for our needs will be sold at a library book sale, given to charity or recycled. Donations must meet the selection criteria outlined in the Collection Development Policy for each individual collection area.

 

4.9???? De-selection

 

De-selection is an on-going process that ensures the collection maintains its effectiveness, quality, currency and integrity.

 

In general, factors for de-selection mirror those used for selection: content, arrangement and style, format and so on. Additional criteria for de-selection include:

 

a??????? Physical condition ? dirty, tatty or items damaged beyond repair should be discarded

b??????? Titles that have not been borrowed for two years

c??????? Items that contain outdated or inaccurate information should be removed

d??????? Items superseded by a new edition should be removed

e??????? Incomplete sets or series may be withdrawn, depending on the usefulness of the remaining parts of the set or series

 

Material that is withdrawn from stock is not automatically replaced unless it is a standard work, a popular title or subject. Withdrawn items are sold or recycled.

 

 

5.0???? Appendix

 

1??????? ALIA Statement on free access to information

2??????? ALIA Statement on public library services

3??????? Library Council of NSW, Access to Information in NSW Public Libraries

 

Department:

Environment and Planning

 

Last Reviewed

Resolution Number

Author:

Manager Community & Cultural Services

 

 

 

Document No.

 

 

 

 

First Adopted:

2012

 

 

 

Resolution No:

 

 

 

 

Review Due:

 

 

 

 


APPENDIX 1

 

ALIA Statement on free access to information

 

 

ALIA objects addressed

 

To promote the free flow of information and ideas in the interests of all Australians and a thriving culture and democracy.

 

 

Principle

 

Freedom can be protected in a democratic society only if its citizens have unrestricted access to information and ideas.

 

 

Statement

 

There are several different levels at which the free flow of ideas can be impeded. At the societal level, legislative bodies of all kinds are expected to consider the legal and regulatory frameworks they put in place to support the free flow of information and ideas about the interests and concerns of citizens. At the institutional level, library and information services are expected to encourage the free flow of information and ideas within the scope of their roles and responsibilities. At the individual level, citizens are expected to make informed decisions in exercising their rights and responsibilities.

 

The Australian Library and Information Association believes that library and information services have particular responsibilities in supporting and sustaining the free flow of information and ideas including:

 

1??????? asserting the equal and equitable rights of citizens to information regardless of age, race, gender, religion, disability, cultural identity, language, socioeconomic status, lifestyle choice, political allegiance or social viewpoint;

 

2??????? adopting an inclusive approach in developing and implementing policies regarding access to information and ideas that are relevant to the library and information service concerned, irrespective of the controversial nature of the information or ideas;

 

3??????? ensuring that their clients have access to information from a variety of sources and agencies to meet their needs and that a citizen's information needs are met independently of location and an ability to pay;

 

4??????? catering for interest in contemporary issues without promoting or suppressing particular beliefs and ideas;

 

5??????? protecting the confidential relationships that exist between the library and information service and its clients;

 

6??????? resisting attempts by individuals or groups within their communities to restrict access to information and ideas while at the same time recognising that powers of censorship are legally vested in state and federal governments;

 

7??????? observing laws and regulations governing access to information and ideas but working towards the amendment of those laws and regulations which inhibit library and information services in meeting the obligations and responsibilities outlined in this Statement.

 


APPENDIX 2

 

ALIA Statement on public library services

 

 

ALIA objects addressed

 

To promote the free flow of information and ideas in the interests of all Australians and a thriving culture and democracy.

To promote and improve the services provided by all kinds of library and information agencies.

Principle

 

Freedom of access to public library and information services is essential to the democratic process and to the social well-being of the Australian community.

Statement

 

Each member of the Australian community has an equal right to public library and information services regardless of age, race, gender, religion, nationality, language, disability, geographic location, social status, economic status and educational attainment.

A public library services its community through the provision of access to knowledge, information and works of imagination through a range of resources and services. It does this through access to materials in any format in order to meet the needs of individuals and groups for education, information and personal development including recreation and leisure.

Public libraries have an important role in the development and maintenance of a democratic society by giving individuals access to a wide and varied range of information, ideas and opinions.

Public libraries serve as a first point of access for information for the general public and for the public's access to the national system of library and information services.

The satisfaction of a person's information needs must be independent of an ability to pay.

Local, state/territory and Commonwealth governments have an obligation to provide public library services to all members of the library's clientele without direct charge to the user.

Australians resident in rural, regional and remote areas should have access to the library and information services they require at a level comparable to that available to Australians who reside in metropolitan areas.

The Australian Library and Information Association believes that public library services have particular responsibilities to monitor and respond to the changing demographic characteristics and trends of their communities, to consult with their communities and to meet information, learning and recreational needs of an increasingly diverse society. Public library services should ensure that they have policies in place to respond to and meet relevant legislative requirements.


APPENDIX 3

 

Library Council of New South Wales

Access to Information in New South Wales Public Libraries

 

Guideline and Introduction

 

This guideline is framed with reference to the Library Act 1939 and the principles expressed in the Australian Library and Information Association Statements on Free Access to Information and Online Content Regulation and the International Federation of Library Associations and Institutions Statement on Libraries and Intellectual Freedom.

 

Policy Statement

 

The State Library of New South Wales and the state-wide network of public libraries provide free and equitable access to information for the people of New South Wales.

 

Collections

 

Public libraries develop and maintain collections of resources to meet the information needs and interests of their communities. Libraries have collection development policies and guidelines to assist in the selection of library material.

 

1??????? A public library has a role as an unbiased source of information and ideas, including online content. It must accept responsibility for providing free access to materials and information presenting, as far as possible, all points of view on current and historical issues, including controversial issues.

2??????? Libraries should endeavour to provide access to comprehensive and balanced collections that meet the needs of their communities as far as budget, space and availability of materials allow.

3??????? Library materials that have not been subject to Federal and State restriction or prohibition should not be excluded from a public library on moral, political, racial, religious, sexist, language, or other sensitive grounds alone. Nor should library materials be included on these grounds alone, whatever pressure may be brought to bear by individuals or groups.

4??????? The arrangement of the collection should facilitate access. Restricting access to certain titles or classes of materials, eg. by holding them in special collections available on request, can be an indirect form of censorship. No materials should be held in closed access except for the express purpose of protecting them from injury, theft or due to Office of Film and Literature Classification restrictions

5??????? Adult collections should not be limited because of the possibility that materials may fall into the hands of children. Monitoring the reading of children is the responsibility of their parents or guardians.

 

Library Use

 

6??????? Everyone has the right to use a public library whatever their age, sex, race, religion, cultural identity, language, disability, socioeconomic status, individual lifestyle, political allegiance or social views.

7??????? Library clients must be sensitive to the values and beliefs of others when displaying potentially controversial information or images on computer screens located in public areas (see explanatory note). Where a client is found to be using Library computers to access pornographic, offensive or objectionable material, or for any unlawful purpose, the Library reserves the right to direct the client to leave the Library, to direct that the client not re-enter the Library for a specified period and to report unlawful conduct to the relevant authorities.

 

8??????? The Library Council does not support the use of censoring software as it inhibits free access to information (see 3) and it does not provide adequate protection for children from all material that may be harmful on the Internet.


9??????? The Library Council supports the right and responsibility of parents and guardians to direct the use of the Internet by their children. Parents and guardians who wish to limit or restrict access by their children should personally oversee their use of the Internet and other forms of electronic information.

 

Role of Public Librarians

 

10????? Librarians should not exercise censorship in the selection of materials by rejecting, solely on the grounds mentioned in (3), material which is otherwise relevant and which meets the standards of the library concerned.

11????? Notwithstanding their opposition to censorship, librarians must strictly observe laws, which may ban or restrict access to certain material.

12????? Librarians have a role in educating clients in the safe and informed use of the Internet, guided by acceptable use policies.

 

The continuous review of library materials is necessary as a means of maintaining a current and useful collection. This procedure should not be used as a means of removing materials presumed to be controversial or disapproved of by sections of the community.

 

Explanatory note:

 

The Library Regulation 2010, Section 17(1)(b) states that library users may be directed to leave if the person?s conduct or manner is likely to give offence to any person in the library or to interfere with any other person?s use of the library. This may include accessing websites that may reasonably be considered to offend. Examples may include displaying images of deceased persons which can cause offence to Aboriginal and Torres Strait Islander people, or displaying adult content.

Alternatively, there may be legitimate reasons for accessing such material requiring special arrangements to be made with the library staff.

 

Procedures

 

It is recommended that public libraries implement procedures to address certain situations or offences that may occur. These include:

 

?? Under the Classification (Publications, Films and Computer Games) Act 1995 persons are taken to have publicly exhibited a film or computer game where they have ?superintendence of management? of the public place where the exhibition or demonstration takes place. It is advisable that the Library develop appropriate procedures to be observed where clients are found to be accessing material on library computers or on library premises which would otherwise be restricted under this Act.

 

The suggested procedure is for staff to instruct the client to stop accessing the material. In some circumstances it may be appropriate for staff to contact the relevant authorities. In other circumstances it may be appropriate to suggest that the client accesses the material in a different part of the library not accessible to the general public.

 

?? It is possible that the Library may, as a result of a client?s unlawful internet use, inadvertently come to possess child pornography (if downloaded to a computer drive). Section 91H of the Crimes Act 1900 contains defences that should protect library staff from criminal liability in these circumstances. It is advisable that the Library develop a policy to address circumstances where clients are found to have accessed child pornography.

 

Such procedures would involve reporting the incident to the NSW Police Force, ensuring that the material is not able to be accessed by other clients using the computer(s), and once advised by the authorities that is appropriate to do so, deleting the material from the Library?s system.

 


Related documents

 

Library Regulation 2010 - www.legislation.nsw.gov.au

Access to Information in New South Wales Public Libraries 3 File number: 8547 & 8450 - Library Council of NSW

Children?s Policy Guidelines for NSW Public Libraries March 2005

http://www.sl.nsw.gov.au/pls/policies/pdf/childrens_policy_2005.pdf

ALIA Statement on Free Access to Information http://alia.org.au/policies/free.access.html

ALIA Statement on Online Content Regulation http://www.alia.org.au/policies/content.regulation.html

International Federation of Library Associations and Institutions (IFLA) Statement on Libraries and Intellectual Freedom http://www.ifla.org/V/press/pr990326.htm

Library Council of NSW, endorsed 24 April 2006 (updated 27 August 2007) - www.sl.nsw.gov.au/pls/policies

Information on this Guideline is available from the State Library of NSW, Public Library Services division.

 

 


Ordinary Council Meeting - 16 May 2012

Library Policies for Nambucca Shire Council Library Services

 

 

 

 

 

NAMBUCCA SHIRE COUNCIL

LIBRARY MANAGEMENT

CHILDREN AND YOUNG ADULTS POLICY

 

 

Our Vision

 

Nambucca Valley ~ Living at its best

 

Our Mission Statement

 

?The Nambucca Valley will value and protect its natural environment, maintain its assets and infrastructure and develop opportunities for its people.?

 

 

 

1.0?????? Policy objective

 

Young people are core clients of public libraries and are the future adult users and supporters of our library services. This policy outlines the responsibilities of Nambucca Shire Council Libraries, Library staff and parents/carers of children and young adults who use the Library?s facilities.

 

 

2.0?????? Related legislation

 

The Children and Young Persons (Care and Protection) Act 1998

The Classification (Publications, Films and Computer Games) Act 1995

NSW Library Act 1939

Library Regulation 2010

 

 

3.0?????? Definitions

 

Child

Clients aged 0 ? 12 years

Young adult

Clients aged 13 years up to and including 18 years

Unattended child

A child using public library facilities unsupervised by a parent or carer

 

 

4.0?????? Policy statement

 

4.1 Service Statement

 

Public libraries are agencies that provide the public (including young people) with access to information and recreational materials through a variety of services and resources. Libraries also support young people through the provisions of programs that foster an appreciation of literature and promote the development of information literacy skills.

 

The Nambucca Shire Council Library services for young people include:

 

a??????? Fiction and non-fiction (study and recreational books)

b??????? Magazines

c??????? Non- Print resources, eg: CD-ROMs, DVD?s, online databases, eAudio

d??????? Internet access

e??????? Assistance from staff in accessing collections and information

f???????? Public access computers, including Internet access

g??????? Pre-school story time

h??????? Visits by school classes and space for activities and study

i???????? Visits to schools by library and other council staff

 

4.2 Parental Responsibility Statement

 

4.2.1? Access to resources

 

Library collections are available to all library users without restriction, except for items restricted by law. The Library exercises no limitation on access to publications classified Unrestricted under the Classification (Publications, Films and Computer Games) Act 1995.

 

It is not the responsibility of the Nambucca Shire Council or its library staff to exercise a supervisory or restrictive role in determining which library resources young people may use or access. Parents/carers are encouraged to set their own family rules in consultation with their child/ren. It is the responsibility of parents/carers to monitor young people's selection and use of library resources including the internet.

 

4.2.2? Items classified MA or R

 

Public libraries observe the Classification (Publications, Films and Computer Games) Act 1995. Multimedia rated ?MA 15+? are restricted viewing to persons of 15 years and over and may only be borrowed or viewed by persons under 15 with the permission of their parent/guardian. Resources classified R may only be borrowed or viewed by persons over the age of 18 upon presentation of ID.

 

4.2.3? Access to electronic resources

 

Library staff do not monitor or control the content of materials offered through the Internet. Parents/carers are responsible for their child's use of the Internet, in accordance with the Library Internet Policy. Some exceptions to the parent/carer consent may be made for minors who are living independently.

 

4.3???? Unattended children

 

4.3.1??? Staff take care to ensure that the library is a safe and welcoming place for all library users. Responsibility for a child's use of the library, however, lies with the parent/carer at all times. Libraries do not have the facilities or appropriate licences to attend to children who are left unsupervised. Young children left alone in a library can become distressed, bored or disruptive. Library users, including young people, who disturb other library users, may be removed from the library under the Library Act 1939.

 

4.3.2??? Unsupervised children can be at risk in any public place, including public libraries. Library staff do not supervise children in the library, so there is a risk that unattended children may leave the library at any time, hurt themselves, or be approached by strangers. Libraries are busy public places, open to all, and staff cannot judge which members of the public present a possible danger to children. In addition, libraries do not have the facilities to attend to children who are sick, injured or hungry.

 


4.3.3??? A child left unattended in a public library may be classed as a child or young person at risk of harm under the Children and Young Persons (Care and Protection) Act 1998, s23, and subsequently may be reported as such to the Department of Family and Community Services under s24 or s27 of the Act.

 

4.3.4??? There is no law that specifies a minimum age at which children may be left unattended in public. The Children and Young Persons (Care and Protection) Act 1998 is concerned with individual circumstances rather than age. For example, a 7 year old child who uses the library constructively on his/her own for an hour every day after school while waiting for a parent is unlikely to be considered a problem, and is indeed a welcome client. On the other hand, a 10 year old child who is left at the library every day of the summer holidays from opening time until closing time is at risk and presents an unreasonable burden for the public library.

 

4.3.5??? Parents who leave a child unattended in a public library are exposing their child to potential harm, and may themselves be committing an offence under the Children and Young Persons (Care and Protection) Act 1998, s228.

 

4.3.6?????????? If a child is left unattended in the library for a long period of time, parents/carers will be contacted and informed of library policy.

 

4.3.7??? If the parents/carers ignore this policy or are unable to be contacted, the situation may be reported to the Department of Family and Community Services if library staff determine the child is at risk of harm.

 

4.3.8??? If a child is left unattended at closing time staff should call the Police.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Department:

Environment and Planning

 

Last Reviewed

Resolution Number

Author:

Manager Community and Cultural Services

 

 

 

Document No.

 

 

 

 

First Adopted:

2012

 

 

 

Resolution No:

 

 

 

 

Review Due:

 

 

 

 

 


Ordinary Council Meeting - 16 May 2012

Library Policies for Nambucca Shire Council Library Services

 

 

 

 

 

NAMBUCCA SHIRE COUNCIL

LIBRARY MANAGEMENT

FINES AND FEE WAIVING POLICY

 

 

Our Vision

 

Nambucca Valley ~ Living at its best

 

Our Mission Statement

 

?The Nambucca Valley will value and protect its natural environment, maintain its assets and infrastructure and develop opportunities for its people.?

 

 

1.0?????? Policy objective

 

To establish guidelines for staff when dealing with customer requests to reduce or waive library fines and charges.

 

This policy outlines the criteria under which requests for the reduction or waiving of library fees and charges can be made and the circumstances under which requests will be considered. Generally charges will only be reduced or waived as a result of extenuating or unforeseen circumstances such as accident, illness or disaster. This policy enables library staff to make decisions based on individual customer circumstances and provides for staff to refer more complex requests to a supervisor where necessary.

 

 

2.0?????? Related legislation

 

Local Government Act 1993

NSW Library Act 1939

NSW Library Regulation 2010

 

 

3.0?????? Definitions

 

Borrow

Use of a library item, with an obligation to return it by the due date without damage; includes use of public access computers

Charge

An amount applied for lost or damaged items

Due Date

Refers to the date recorded by Nambucca Shire Council Libraries when a lent item is required to be returned to the Library

Fee/Fine

An amount applied for overdue items

Item

Refers to any article regardless of physical form, that is part of the Library collection; includes books, magazines, videotapes, CDs, DVDs, cassettes or any other recorded material; microfilm, microfiche, toolkits

Library

Refers to the Nambucca Shire Council branch libraries at Macksville or Nambucca Heads

Library Member

Shall mean a person who has been issued a library card and is entitled to borrow items from the library for which they may incur fines or charges

 


4.0?????? Policy statement

 

Council recognises there are cases requiring respect and compassion in special circumstances. This policy establishes guidelines for applying the principles of fairness, integrity, confidentiality and compliance with statutory requirements.

 

4.1???? Waiving of Overdue Fines

 

Overdue fines may be waived on the following grounds:

 

i???????? Serious illness or death of library member or a member of their family

ii??????? Accident involving library member or a member of their family

iii?????? Presentation of Medical Certificate or Statutory Declaration

iv?????? Disasters such as flood, fire

v??????? When a lost or damaged item charge has been paid, outstanding overdue fines on that item will be waived.

 

There may be additional grounds under which the reduction or waiver of overdue charges may apply. Staff will consider individual circumstances and the member?s explanation.

 

4.2???? Waiving of Lost/Damaged Charges

 

Lost/Damaged charges may be waived on the following grounds:

 

1??????? Natural Disaster

2??????? Stolen Library Card

 

4.3???? Reduction of Overdue Fines

 

A maximum charge will apply for overdue fines only. The maximum is identified in Council?s current Revenue Policy. Amounts above the threshold will be waived. There is no maximum charge limit for lost/damaged items. Once the maximum amount of fines is reached the Library Management System prevents a borrower from borrowing or reserving items (this includes use of public access computers) until the full amount owing has been paid.

 

4.4???? Reduction or Waiving of Inter Library Loan Charges

 

Inter Library Loan (ILL) charges will be waived if the request has been altered so that a charge no longer applies. This may occur where the request has been altered to a ?suggestion for purchase? request, a reservation, or a combined ILL request in the case of a two part title.

 

4.5???? Procedures

4.5.1????? Customers are responsible for the library materials borrowed on their cards and are xpected to return materials in a timely manner.

4.5.2????? The waiving of fines and fees is an unusual circumstance. Customers who have had large amounts of fines or charges waived or reduced, either as a single act, or over a period of time, may be denied further service.

4.5.3????? When dealing with all fines and charges, staff should remind borrowers of the various methods available to avoid fees, ie. renewing items in person, by phone, or online.


4.5.4????? Upon waiving a fine or charge, staff must record in the library's computer system that a fine or charge was waived, the location, amount waived, reason for the waiver, and the staff member?s name.

 

 

 

 

 

 

 

Department:

Environment and Planning

 

Last Reviewed

Resolution Number

Author:

Manager Community and Cultural Services