NAMBUCCA SHIRE COUNCIL

 

 

Ordinary Council Meeting - 28 November 2013

 

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

 

1††††††† ASKING OF QUESTIONS WITH NOTICE

 

10††††† Assistant General Manager Corporate Services Report

10.6†† September 2013 Budget Review........................................................................................ 2

 

10.7†† Boulton's Crossing Funding Offer - Council Acceptance Required...................................... 6

 

11††††† Assistant General Manager Engineering Services Report

11.5†† Request for modification to Council footpath adjacent to 35 - 39 Valla Beach Road, Valla Beach††††††††† 8

 

 

 

 

 

 


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Ordinary Council Meeting††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† 28 November 2013

Assistant General Manager Corporate Services Report

ITEM 10.6††† SF1869††††††††††† 281113†††††††† September 2013 Budget Review

 

AUTHOR/ENQUIRIES:††† Craig Doolan, Manager Financial Services ††††††††

 

Summary:

 

General Fund:†††††††††††††† This review revises the net operating result for 2013/14 to a deficit of $189,800 and varies Current Liquid Equity to $2,211,221, a decline of $161,000 since the Original Budget.

†††††††††††††††††††††††††††††††††††††

Councilís estimated Current Liquid Equity position (available working capital at year end) is healthy at approximately $930,000 above the minimum level as per Councilís policy.

 

 

Water Supplies:†††††††††††† This review revises the net operating result for 2013/14 to a surplus of $800 and varies Current Liquid Equity to $1,954,291, a decline of $4,300 since the Original Budget.

 

Councilís estimated Current Liquid Equity position (available working capital at year end) is strong at approximately $1,074,000 above the minimum level as per Councilís policy.

 

 

Sewerage Services:†††††† This review revises the net operating result for 2013/14 to a surplus of $33,600 and varies Current Liquid Equity to $561,910, an improvement of $35,000 to the Original Budget.

 

Councilís estimated Current Liquid Equity position (available working capital at year end) is deficient at approximately $76,000 below the minimum level as per Councilís policy. Notwithstanding, there is availability to utilise Sewerage Services strong reserve funds for major unforeseen capital works.

 

The circularised budget review document includes, as variances, amounts required to match unexpected income/expenditure items plus resolved inclusions to the budget. Items varying $5,000 or more are briefly discussed commencing page 2 and referenced to the page no. in the budget review document. Significant variations influencing the result are discussed further in this report. On page 4 of the document is a summary of Councilís Cash and Investments (cash reserves). Restricted reserves and unrestricted cash are presented with the movements of these reserves for the 2013/14 year as at the 30 September 2013. Also on page 4 is a statement of the YTD expenditure associated with consultancies and legal expenses. It should be noted that these expenses are incorporated in the budget. The contracts register as per Government Information (Public Access) Act 2009 is presented on pages 4-7 of the budget review document.

 

 

 

Recommendation:

 

1††††††††† That the budget review for the quarter ended 30 September, 2013 be received.

 

2††††††† That the recommended increases and decreases in votes be included as subsequent votes for the financial year 2013/2014.

 

 

 

OPTIONS:

 

Not Applicable

 

 

DISCUSSION:

 

GENERAL ACTIVITIES

 

The summary of current liquid equity is on page 1 of the Budget Review document. The estimated current liquid equity surplus is $2,211,221 inclusive of internal loans.

 

The original 2013/14 budget forecast a net operating deficit of $28,800. Items revoted from 2012/13 amounted to $293,770. The balance of internal loans borrowed from current liquid equity was $1,007,600. This review sees a further decline in the deficit of $161,000.

 

An increase of $37,000 in Corporate Services salaries is required to temporarily employ a Manager Special Projects to undertake work associated with Councilís Special Rate Variation application and also to fill a maternity leave absence. The replacement off the septic pumpout system at Gumma Reserve has been included at a cost of $40,000 with $15,000 funded from the Environmental Levy. Councilís recent resolutions to undertake geotechnical investigations into two potential landslips totalling $182,000 have been included with this review.

 

A revised flood damage schedule indicating a further $782,000 in work has been included with this review along with the associated matching funding. Also, State grants including additional $33,000 (tied) for Roads & Maritime Services annual program, $28,000 in Financial Assistance Grant and $28,000 Local Infrastructure Renewal Scheme (LIRS) have been included following advice from the respective departments. Also, the contract estimate for the operation of the Aquatic Centre has been reduced by $32,000.

 

WATER SUPPLIES

 

Water Supplies estimated current liquid equity surplus is $1,954,291.

 

The original 2013/14 budget forecast a net operating surplus of $5,100. Items revoted from 2012/13 amounted to $50,000.

 

Additional work on telemetry that will tie into the new system to be installed at the headworks at a cost of $35,000 has been required to for this yearís budget.† This work is offset by postponing the majority of the Sewerage telemetry work. Also $23,000 for water reticulation analysis deferred from 12/13 awaiting improvement to GIS information has also been included with this review. These expenditure variances have been offset by a reduction of $47,000 in interest payments associated with a lower than budgeted interest rate on the recent Water Storage loan.

 

SEWERAGE SERVICES

 

The original 2013/14 budget forecast a net operating deficit of $1,400. No items were revoted from 2012/13.

 

There were no major variations other than the postponement of telemetry work mentioned above in the Water Supplies commentary.

 

As mentioned in the report on the 30 June 2013 result, due to working funds falling below the minimum level buffer, the 2013/14 operating budget will need to be closely monitored to ensure the end of year result does not return a further deficit. It should be noted that there is the availability to utilise Sewerage Services strong reserve funds for major unforeseen capital works.

 

 

CONSULTATION:

 

General Manager

Assistant General Managers

Responsible Officers

Accountant

 

 

SUSTAINABILITY ASSESSMENT:

 

Not applicable.

 

 

FINANCIAL IMPLICATIONS:

 

Refer to discussion.

 

Attachments:

1

†- Circularised Budget Review Document

 


Ordinary Council Meeting - 28 November 2013

September 2013 Budget Review

 

 

 

 

 

Placeholder for Attachment 1

 

 

 

September 2013 Budget Review

 

 

 

Circularised Budget Review Document

 

 


Ordinary Council Meeting††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† 28 November 2013

Assistant General Manager Corporate Services Report

ITEM 10.7††† SF1120††††††††††† 281113†††††††† Boulton's Crossing Funding Offer - Council Acceptance Required

 

AUTHOR/ENQUIRIES:††† Colleen Henry, Grants and Contributions Officer ††††††††

 

Summary:

 

The Council has been offered a grant of $111,000 through Crown Landsí Public Reserve Management Fund (PRMF) for an amenities building and two barbeques at Boultonís Crossing (Gumma) Campground. The funding agreement requires a resolution of Council to accept the grant.

 

 

Recommendation:

 

That Council accept the funding offer of $111,000 through Crown Landsí Public Reserve Management Fund (PRMF) for an amenities building and two barbeques at Boultonís Crossing (Gumma) Campground.

 

 

 

OPTIONS:

 

That Council decline the funding offer.†

 

 

DISCUSSION

 

As Council is aware, sewerage infrastructure works are underway at Boultonís Crossing. This funding would supplement the current budget allocation and enable some savings on Councilís part to upgrade the current amenities building either through renovation or replacement (which is to be determined in the near future).

 

It is envisaged that the barbeques would be gas powered, which is much more environmentally friendly than wood barbeques, which often encourage people to collect wood from the surrounding bush, destroying natural habitat.

 

The grant application commits Council to contribute $10,000 cash and $500 in-kind funding to the project. The money will come from the existing reserve account.

 

 

CONSULTATION:

 

General Manager

Manager, Business Development

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

This funding will supplement that already earmarked to be spent at Boultonís Crossing to improve the sewerage system which will improve environmental outcomes for the area. The gas barbeques are also more environmentally acceptable than wood-fired barbeques.

 

Social

 

The improvement to the amenities building will improve campersí experience at the campground. The current amenities are extremely degraded.

 

Economic

 

There are no likely economic impacts associated with this funding.

 

Risk

 

As with any project, there is a slight risk that it may not be completed within the time required by the funder, however there is provision to seek a variation to the timing of the project.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

The extra funds will supplement those already earmarked for works at Boultonís Crossing. The impact will be positive.

 

Source of fund and any variance to working funds

Not required.

 

Service level changes and resourcing/staff implications

The Manager, Business Development, will manage the amenities building improvement and installation of the barbeques as he is acting Reserve Manager.††

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† 28 November 2013

Assistant General Manager Engineering Services Report

ITEM 11.5††† DA2013/127††††† 281113†††††††† Request for modification to Council footpath adjacent to 35 - 39 Valla Beach Road, Valla Beach

 

AUTHOR/ENQUIRIES:††† Keith Williams, Manager Technical Services ††††††††

 

Summary:

 

Developers carrying out additions and extensions to the existing commercial premises at 35-39 Valla Beach Road have requested Council consider approving minor reshaping of the footpath adjacent to the car park of their development.

 

Council staff did not provide approval to construct the batter on Councilís asset and the applicant has now requested an onsite inspection with Councillors.† The inspection has been scheduled onsite for 3.30pm Thursday 28 November 2013.

 

 

Recommendation:

 

That Council advise the owners of 35-39 Valla Beach Road approval is not granted to reshape the public footpath adjacent to the development site to create a batter on Councilís land.

 

 

OPTIONS:

 

Council approve reshaping and turfing of the public footpath adjacent to the development site to create a batter on Councilís land subject to its installation and ongoing maintenance to the satisfaction of Council staff and the submission of a $2,000 maintenance bond for a period of 5 years.

 

 

DISCUSSION:

 

Council staff received a request to approve reshaping of part of the public footpath area that extends from Valla Beach Road to Max Graham Drive, Valla Beach. The works as proposed will coincide with the reconstruction of a private car park adjacent to the footpath.† The proposal does not affect the actual concrete paving, rather the landscaped area separating it from the development for an approximate width of 3.5 metres.

 

The primary reason to carry out the reshaping works is to reduce the level difference between the finished level of the car park surface and the adjacent footpath (drop off).

 

Relevant consent conditions for this development, DA2013/127, include the submission of plans for retaining walls that exceed 600mm in height and car parking plans which need to comply with AS 2890. 1:2004 Part 1: Off Street Parking Facilities.

 

AS 2890.1 2004 contains warrants for physical controls for off street car parks and recommends installing physical barriers (guardrail) where the drop off from the edge of the deck to a lower level exceeds 600mm, further where the drop off is between 150mm and 600mm only wheel stops may be provided.

 

The existing car park adjacent to the commercial premises is in disrepair, is a significant hazard to any users and needs replacing. The existing maximum drop off from the concrete car park to Council's footpath reserve is in excess of 1200mm.

 

The developerís engineer, John Hembry & Associates, offers the following points in support of their request:

 

ď1†††††† By removing and re-grading part of existing slab, the drop-off can be controlled to a maximum of 900mm;

 

2††††††† This 900mm drop-off can be further reduced by including a small batter to Council's reserve, reducing the drop off to less than 600mm will reduce the physical control requirement to wheel stops in lieu of guardrail

 

3††††††† This batter will be a maximum of 3.5m wide (measured from common boundary), will be at a 1 in 6 gradient and will involve a maximum change in level within the reserve of approximately 550mm;

 

4††††††† It is proposed that this new embankment will be turfed.

 

5††††††† Importantly, the concrete carpark apron, integrated kerb and footings will NOT rely on the presence of the new embankment for structural stability as it is proposed to gain that support from a line of bored concrete footing piers within the private property.Ē

 

John Hembry & Associates provided further details of the proposal as follows:

 

∑†††††††††† ďThe drop-off from carpark to 'finished surface' levels within the reserve is reduced to approximately 400mm.† This is significantly less that the maximum drop-off of 600mm allowed under AS 2890.2004 before physical vehicle barriers are required. Physical vehicle barrier would be in the style of Armco guard rail or similar. Minimising this kind of 'heavy' barrier treatment in this light commercial/residential area is considered an advantage.

 

∑†††††††††† The present differential in levels that exist between this carpark and the footpath reserve are ugly present an unnecessarily high climb/fall danger to carpark users and the public.† This differential will be greatly reduced by this proposal.

 

∑†††††††††† The proposed grass batter slope of 1 in 6 is significantly flatter than the maximum desirable ride-on mowing batter of 1 in 4.† The end result does not increase in any way Council's liability in this area.

 

∑†††††††††† The opportunity remains for beautification via a row of small trees between the existing concrete path and the carpark.† The clients would be happy to contribute towards tree planting costs.

 

∑†††††††††† The embankment will not be relied upon for any structural support for the carpark, embankment thereunder or any other private asset.

 

∑†††††††††† As a means of indicating the edge of the carpark (and boundary) to vehicles reversing from the designated car spaces it is proposed to provide a light form of post and top rail (or heavy rope) at the AS 2890 recommended 1300mm above concrete level. This lighter sight barrier approach will be more conducive to the use and amenity of this area (in my opinion).

 

Initial concerns for public safety and liability issues have been satisfied as the embankment will not be relied for structural support of the car park. Council however needs to consider a number of issues when considering the merits of the proposal:

 

∑†††††††††† Provision for on-going maintenance of the footpath, particularly in the event of the development being sold to others not so willing to maintain areas outside of the boundary;

 

∑†††††††††† Developers should keep all aspects of the development within the boundaries of their site and not rely on council land to be adjusted to suit development finished levels;

 

∑†††††††††† Council would be setting a precedent and would be expected to provide similar use of its land on request for future private projects with increasing levels of expectation.Ē

 

After considering the issues above and following discussions with the Assistant General Manager Engineering Services and Manager Civil Works, the applicants were advised as follows:

 

ďAfter consideration of your proposal we acknowledge the proposed batter detailed is not considered a structural element to support the car park and the slope would not pose a hazard. We cannot however approve the use of council land as a means to support, improve or enhance a private development. The development in its entirety needs to be contained solely within the development site. If the proposal was approved there would be a perception of either favouritism or an expectation that council would become involved in approving similar and escalating uses of its land to support private projects.Ē

 

 

CONSULTATION:

 

Assistant General Manager Engineering Services

Manager Civil Works

John Hembry and Associates

Applicants

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

No environmental impact as a result of the recommendation, other than the footpath will need to be maintained by council if the proposal is not approved.

 

Social

No social impact as a result of the recommendation.

 

Economic

No economic impact as a result of the recommendation.

 

Risk

There is a risk of setting a precedent for other developers to exploit if the proposal is adopted.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Nil

 

Source of fund and any variance to working funds

 

Nil

 

Service level changes and resourcing/staff implications

 

Ongoing maintenance of the footpath if the developers renounce it.

 

Attachments:

There are no attachments for this report. ††