NAMBUCCA

SHIRE COUNCIL

 


Ordinary Council Meeting

AGENDA ITEMS

25 September 2014

 

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 AND on the Thursday two weeks before the Thursday meeting.  Both meetings commence at 5.30 pm.  Meetings are held in the Council Chamber at Council's Administration Centre—44 Princess Street, Macksville (unless otherwise advertised).

 

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 Council’s website: www.nambucca.nsw.gov.au


 

NAMBUCCA SHIRE COUNCIL

 

Ordinary Council Meeting - 25 September 2014

 

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 - 11 September 2014............................................................................. 6

5        NOTICES OF MOTION  

6        PUBLIC FORUM

Picnic Shelter at Duffo's Rest

Mr Don Parveez - Duffos Rest (Public Forum) on behalf of Lions Club of Nambucca Heads

7        ASKING OF QUESTIONS WITH NOTICE   

8        QUESTIONS FOR CLOSED MEETING WHERE DUE NOTICE HAS BEEN RECEIVED

9        General Manager Report

9.1     Election of Deputy Mayor 2014-2015............................................................................... 12

9.2     Committees of Management - Facilities and Events.......................................................... 16

9.3     Tabling of Returns Disclosing Interests of Councillors and Designated Persons - September 2014..................................................................................................................................... 19

9.4     Outstanding Actions and Reports.................................................................................... 21

9.5     Productivity Suggestions to Offset Loss of Financial Assistance Grants Funding.............. 31

9.6     "Fit for the Future" Reforms............................................................................................ 51

9.7     DA2001/095 Modification of existing Extractive Industry consent - Lot 100, 101 & 104 DP 1118337, 491 Valla Rd Valla  ............................................................................................................... 56

9.8     Outstanding DA's greater than 12 months, applications where submissions received not determined from 3 September to 17 September 2014......................................................................... 76

9.9     Macksville Streetscape Revitalisation - update................................................................. 78

9.10   Macksville Senior Citizens Centre - Handover of Day to Day Operations to Council Staff... 95

9.11   Transfer of the Eungai Pre-School to the Nambucca Valley Children's Group..................... 98

10      Assistant General Manager Corporate Services Report

10.1   Financial Report – Statement By Councillors And Management – 30 June 2014................ 101

10.2   Financial Report – Primary Financial Statements – 30 June 2014...................................... 103

10.3   Schedule of Council Public Meetings............................................................................. 112

10.4   Unkya Reserve Committee of Management - Minutes of Annual General Meeting - 6 August 2014.................................................................................................................................... 113

10.5   Warrell Creek Hall Committee of Management AGM -3 September 2014 - Minutes............ 122

11      Assistant General Manager Engineering Services Report

11.1   NSW Rural Fire Service Information Forum at Coffs Harbour  - Tuesday 26 August 2014.. 129

11.2   Request for donation of seat shelters for the unoffical rest area on Link Road Nambucca Heads by the Lions Club of Nambucca Heads.................................................................................... 136

11.3   Adoption of amended Asset Management Policy and new Bridges Service Level Policy.. 140

11.4   Nambucca District Water Supply Steering Committtee Meeting - 3 September 2014......... 142

11.5   Application for Road Closure - Dedication Macksville War Memorial - 1 November 2014... 152    


 

 

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

12.1   Productivity Suggestions - Organisation Structure

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) (d) of the Local Government Act, 1993, on the grounds that the report contains personnel matters concerning particular individuals; AND the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

 

12.2   Reconstruction failed stormwater drainage line in McNeill Close Macksville

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.

 

12.3   DA2001/095 Modification of existing Extractive Industry consent - CONFIDENTIAL ATTACHMENTS 491 Valla Rd Valla 

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) (e) of the Local Government Act, 1993, on the grounds that the report contains information that would, if disclosed, prejudice the maintenance of law.

  

            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.

 

TIME

 

 

DESCRIPTION

 

 

WHERE

 

 

OFFICER

4.30 pm

Briefing on Asset Management Plans for sealed and unsealed roads and Bridges

CC

AGMCS

&

AGMES

5.30 pm

Presentation of prizes & certificates for the MIDROC Woodsmoke Program

CC

Mayor

 

 


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).

 


NAMBUCCA SHIRE COUNCIL

Ordinary Council Meeting

MINUTES OF THE Ordinary Council Meeting HELD ON 11 September 2014

The following document is the minutes of the Ordinary Council meeting held on 11 September 2014.  These minutes are subject to confirmation as to their accuracy at the next meeting to be held on 25 September 2014 and therefore subject to change.  Please refer to the minutes of 25 September 2014 for confirmation.

 

 

PRESENT

 

Cr Rhonda Hoban (Mayor)

Cr John Ainsworth

Cr Bob Morrison

Cr Brian Finlayson

Cr Anne Smyth

Cr Kim MacDonald

 

 

ALSO PRESENT

 

Paul Gallagher (Acting General Manager)

Scott Norman (AGM Corporate Services)

Monika Schuhmacher (Minute Secretary)

 

 

 

APOLOGIES

 

Cr Paula Flack; Cr Elaine South; Cr Martin Ballangarry OAM

Michael Coulter (General Manager)

 

 

DISCLOSURE OF INTEREST

 

There were no disclosures of interest.

 

 

CONFIRMATION OF MINUTES - Ordinary Council Meeting 28 August 2014

 

429/14 RESOLVED:        (Smyth/Finlayson)

 

That the minutes of the Ordinary Council Meeting of 28 August 2014 be confirmed.

 

 

 

NOTICE OF MOTION - CR MacDonald

 

ITEM 5.1      SF1933              110914      Notice of Motion - Macksville Gift Committee of Management - Request for Donation (SF316; SF24)

430/14 RESOLVED:        (MacDonald/Finlayson)

 

1        That the Nambucca Shire Council donate an amount of $250 to the Macksville Gift Committee of Management out of the 2014-2015 Donations Budget to assist in the running of the 2014 Macksville Gift Carnival.

 

2        That Nambucca Shire Council provide the Committee with a suitable advertisement for the Gift’s Annual Program.

 

3        That a member of staff arrange for a Council Banner to be available to the Gift Committee to display in Macksville Park on Race Day.

 

4        That Council request the Grants Officer to look for available grant funding over the next 12 months in regard to sport events that can be of benefit to the Gift Committee.

 

 

 

NOTICE OF MOTION - CR Smyth

 

ITEM 5.2      SF1933              110914      Notice of Motion - Request for Leave from 17 October to 12 November 2014  (SF1228)

431/14 RESOLVED:        (Smyth/MacDonald)

 

That Cr Anne Smyth be granted leave of absence in accordance with Section 234(d) of the Local Government Act for the period 17 October 2014 to 12 November 2014 inclusive.

 

 

 

PRESENTATION

 

Mr John Turbill from the Office of Environment and Heritage addressed and provided a PowerPoint presentation to Council in regard to Item 9.7: Update - Vegetation Mapping and Koala Habitat Study

 

ITEM 9.7      SF1804              110914      Update - Vegetation Mapping and Koala Habitat Study

432/14 RESOLVED:        (Smyth/MacDonald)

 

1        That Council note the information provided in the report and the presentation by Mr John Turbill from the Office of Environment and Heritage.

 

2        That Council thank Mr Turbill for his informative presentation.

 

 

 

DELEGATIONS

 

There were no delegations or public forums.

 

 

 

ASKING OF QUESTIONS WITH NOTICE

 

There were no Questions with Notice.

 

 

QUESTIONS FOR CLOSED MEETING WHERE DUE NOTICE HAS BEEN RECEIVED

 

There were no Questions for Closed Meeting where due Notice has been received.

 

 

 

General Manager Report

 

ITEM 9.1      SF959                110914      Outstanding Actions and Reports

433/14 RESOLVED:        (Ainsworth/Smyth)

 

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

 

 

 

ITEM 9.2      SF791                110914      Development and Sale of Council's Residential Zoned Land at Hyland Park

434/14 RESOLVED:        (Finlayson/Ainsworth)

 

1        Council support the preparation of a tender for the development of the 13 lot residential subdivision in Hyland Park with the lots to be sold “off the plan” prior to starting the subdivision civil works.

 

2        There be a further report to Council on the outcome of the tender for the development of the subdivision and the establishment of sale prices and reserve prices for the proposed lots.

 

 

 

ITEM 9.3      SF1984              110914      Minutes of Australia Day Committee Meeting held on 1 September 2014

435/14 RESOLVED:        (MacDonald/Ainsworth)

 

That Council commission the fabrication and signwriting for two Honour Boards, for firstly residents of the Nambucca Valley who are recipients of honours in the Australian Honours system (which commenced in 1975), and secondly for Citizen of the Year Award recipients.   Further that the Boards be placed in a prominent place in the foyer of the Administration Building or in the Council Chambers.

 

 

 

ITEM 9.4      SF1148              110914      Council Rangers' Report August 2014

436/14 RESOLVED:        (Ainsworth/Smyth)

 

That the Council’s Rangers report for August 2014 be received and noted by Council.

 

 

 

ITEM 9.5      SF1920              110914      Minutes of the Access Committee meeting held 26 August 2014

437/14 RESOLVED:        (Smyth/MacDonald)

 

1        That a letter be sent to the Nambucca Hotel Macksville asking whether the small step at the back door could be modified to make it wheelchair accessible?

 

2        That the remainder of the minutes of the Nambucca Shire Council Access Committee meeting held 26 August 2014 be endorsed.

 

3        That Council note the passing of The Disability Inclusion Bill 2014 by NSW Parliament and the proposed Disability Inclusion Regulation 2014 which will require Council to prepare a 4-year Disability Inclusion Action Plan and report its implementation in its Annual Report to the Division of Local Government.

 

 

 

ITEM 9.6      SF1947              110914      Outstanding DA's greater than 12 months, applications where submissions received not determined from 2 August to 2 September 2014

438/14 RESOLVED:        (Ainsworth/Finlayson)

 

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

 

 

Item 9.7 was dealt with at the beginning of the meeting.

 

 

 

ITEM 9.8      SF265                110914      Home Dialysis Patients Allowances - Amendment to Existing Policy

439/14 RESOLVED:        (MacDonald/Smyth)

 

1        Council adopt the amended policy on Home Dialysis Patients Allowances.

 

2        That Council’s policy register be updated with the amended policy.

 

 

 

ITEM 9.9      SF1947              110914      2014 August - Development and Complying Development Applications Received

440/14 RESOLVED:        (Ainsworth/MacDonald)

 

That the Development Applications and Complying Development Applications received in August 2014 be received for information.

 

 

 

ITEM 9.10    SF1947              110914      Construction And Complying Development Certificates Approved August 2014

441/14 RESOLVED:        (Ainsworth/Finlayson)

 

That the Construction and Complying Development Certificates approved for August 2014 be noted and received for information by Council.

 

 

 

ITEM 9.11    SF265                110914      Amended Debt Recovery Policy

442/14 RESOLVED:        (Finlayson/MacDonald)

 

That Council adopt the Debt Recovery Policy with the amendment to 4.1.12 that “General Manager” be deleted and replaced with “ the Council”.

 

 

 

Assistant General Manager Corporate Services Report

 

ITEM 10.1    SF1755              110914      Progress Report - Business Services Unit

443/14 RESOLVED:        (Finlayson/Smyth)

 

That Council notes this progress report on the implementation of Business Services Unit.

 

 

 

ITEM 10.2    SF251                110914      Schedule of Council Public Meetings

444/14 RESOLVED:        (Ainsworth/MacDonald)

 

That the schedule of dates for public Council meetings be noted and received for information by Council.

 

 

 

ITEM 10.3    SF308                110914      Donnelly-Welsh Playing Fields Committee of Management - Annual General Meeting - 21 July 2014 - Minutes

445/14 RESOLVED:        (Finlayson/Ainsworth)

 

That Council endorse the minutes of the Committee of Management of the Donnelly-Welsh Playing Fields Annual General Meeting which was held on 21 July 2014 and that Council thank the outgoing Committee for their work in 2013/2014.

 

 

 

ITEM 10.4    SF315                110914      Mary Boulton Pioneer Cottage and Museum - Committee of Management - Annual General Meeting 16 August 2014

446/14 RESOLVED:        (Ainsworth/Finlayson)

 

That Council endorse the minutes of the Annual General Meeting held on 16 August 2014 for the Committee of Management for the Mary Boulton Pioneer Cottage and Museum and thank the outgoing Committee for their work in the past twelve months.

 

 

 

ITEM 10.5    SF334                110914      South Arm Hall Committee of Management - Minutes of Annual General Meeting - 24 August 2014

447/14 RESOLVED:        (Smyth/Finlayson)

 

That Council endorse the minutes of the Committee of Management for the South Arm Hall’s Annual General Meeting held on 24 August 2014 and thank the outgoing Committee for their work in the past twelve months.

 

 

 

ITEM 10.6    SF323                110914      Nambucca Entertainment Centre Committee of Management Annual General Meeting - 20 August 2014

448/14 RESOLVED:        (Ainsworth/MacDonald)

 

That Council endorse the minutes of the Committee of Management for the Nambucca Entertainment Centre’s Annual General Meeting held on 20 August 2014 and thank the outgoing Committee for their work in the past twelve months.

 

 

 

ITEM 10.7    SF1991              110914      Investment Report To 31 August 2014

449/14 RESOLVED:        (Ainsworth/Morrison)

 

That the Accountant’s Report on Investments placed to 31 August 2014 be noted.

 

 

 

Assistant General Manager Corporate Services Report - LATE

 

ITEM 10.8    SF24                  110914      Donation to Nambucca Heads Primary School

450/14 RESOLVED:        (Smyth/Morrison)

 

That a contribution of $100 be made to the Nambucca Heads Primary School towards costs for their participation in the Mid North Coast Tournament of Minds Competition.

 

 

 

Assistant General Manager Engineering Services Report

 

ITEM 11.1    SF85                  110914      NSW Rural Fire Service Liaison Committee meeting Thursday 14 August 2014 – Service Level Agreement 2013/14

Motion:      (Ainsworth/Smyth)

 

1        That Council receive, note the report and endorse the minutes for the RFS Liaison Committee Meeting Service Level Agreement - 2013/14 held on Thursday 14 August 2014.

 

2        That Council transfer any unexpended funds from the RFS budget allocation to the RFS reserve for instances where there are RFS budget overruns due to fire activity or purchase of fire assets.

Amendment:       (Hoban/Finlayson)

 

1        That Council receive, note the report and endorse the minutes for the RFS Liaison Committee Meeting Service Level Agreement - 2013/14 held on Thursday 14 August 2014.

 

2        That Council transfer any unexpended funds from the RFS budget allocation to the RFS reserve for instances where there are RFS budget overruns due to fire activity for that current year.

 

The amendment was carried and it became the motion and it was:

 

452/14 Resolved:        (Hoban/Finlayson)

 

1        That Council receive, note the report and endorse the minutes for the RFS Liaison Committee Meeting Service Level Agreement - 2013/14 held on Thursday 14 August 2014.

 

2        That Council transfer any unexpended funds from the RFS budget allocation to the RFS reserve for instances where there are RFS budget overruns due to fire activity for that current year.

 

   

 

CLOSURE

 

There being no further business the Mayor then closed the meeting the time being 7.10 pm. 

 

Confirmed and signed by the Mayor on 25 September 2014.

 

 

 

 

CR RHONDA HOBAN

MAYOR

(CHAIRPERSON)

 

          


Ordinary Council Meeting                                                                                           25 September 2014

General Manager's Report

ITEM 9.1      SF830              250914         Election of Deputy Mayor 2014-2015

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

It is a requirement under the Local Government (Elections) Regulations 1998, Clause 124, that the annual election of a Deputy Mayor is to be in accordance with Schedule 3 of that Regulation.

 

 

Recommendation:

 

1              That the election of a Deputy Mayor proceed by ordinary (secret) ballot if a ballot is required.

 

2        That nominations be invited and received by the General manager as returning Officer for the election of Deputy Mayor.

 

3              That the election of Deputy Mayor proceeds.

 

4        That following the election, the Mayor declares Cr……..elected as Deputy Mayor for the term of office expiring in September 2015. 

 

5        That the Division of Local Government be advised of the outcome of the election and Council’s website be updated.

 

 

OPTIONS:

 

There are options as to the method of election being open voting (show of hands); ordinary (secret) ballot or a preferential (secret) ballot.

 

 

DISCUSSION:

 

Schedule 3 provides that the General Manager is the Returning Officer, that nominations may be without notice but nominations must be in writing by two or more Councillors (one of whom may be the nominee) and is not valid unless the nominee has indicated consent to the nomination in writing and the nomination is delivered or sent to the Returning Officer.

 

Whilst a nomination form is included in this report, I appreciate that Councillors may not be able to print same.  For this reason I will have printed copies of the form available before the Council meeting.  I have also put a printed copy of the form in Councillors’ trays.

 

If only one Councillor is nominated, that Councillor is elected.  Where more than one nomination is received the Council must resolve whether the election is to proceed by preferential ballot, ordinary ballot or open voting.  (Preferential ballot and ordinary ballot are in fact secret ballots while open voting is a show of hands).

 

Ordinary Ballot or Open Voting

 

The process for an ordinary ballot or open voting is as follows:

 

·   Where there are only two candidates, the candidate with the highest number of votes is elected, and if they are tied the one to be elected is the none chosen by lot.

 

·   Where there are three or more candidates, the one with the lowest number number of votes is excluded.

 

·   If three or more candidates then remain, a further vote is taken and the one with the lowest number of votes from that further vote is excluded.

 

·   If after that three or more candidates still remain the procedure is to be repeated until only two candidates remain.

 

 

Where there are only two candidates (remaining) with equal votes the one elected is the one chosen by lot.  By contrast, where there are three or more candidates and some are tied for lowest, the one excluded is the one chosen by lot.

 

If the method of voting resolved by Council is by ordinary ballot or open voting the Part 2 of the Regulations apply (paragraph 20-2360 and onwards).

 

Preferential Ballot

 

The ballot papers are to contain the names of all the candidates.  The councillors are to mark their votes by placing the numbers “1”, “2”, and so on against the various names to indicate their order of preference for all the candidates.

 

If the candidate has an absolute majority of first preference votes, the candidate is elected.  If not the candidate with the lowest number of first preference votes is excluded and the votes on the unexhausted ballot papers counted to him or her are transferred to the candidates with the second preferences on those ballot papers.  A candidate who then has an absolute majority of votes is elected, but if no candidate then has an absolute majority of votes, the process is repeated until one candidate has received an absolute majority of votes.

 

For tied candidates, if there are 2 candidates and the numbers of votes cast for each are equal, the candidate whose name is first chosen by lot is taken to be elected.  If there are 3 or more candidates remaining in the election and the numbers of votes cast for 2 or more candidates are equal and those candidates are the ones with the lowest number of votes, then the candidates whose name is first chosen by lot is taken to have the lowest number of votes and is excluded.

 

Choosing by lot

 

The names of the candidates who have equal numbers of votes are written on similar slips of paper by the returning officer, the slips are folded by the returning officer so as to prevent the names being seen, the slips are mixed and one is drawn at random by the returning officer and the candidate whose name is on the drawn slip is chosen.

 

 

CONSULTATION:

 

There has been no sunsultation.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications.

 

Social

 

There are no implications.

 

Economic

 

There are no implications.

 

Risk

 

There are no implications.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There are no financial implications for Council.

 

Source of fund and any variance to working funds

 

There are no financial implications for Council.

 

Service level changes and resourcing/staff implications

 

There are no implications.

 


NAMBUCCA SHIRE COUNCIL

 

 

 

 

NOMINATION

 

ELECTION OF DEPUTY MAYOR

 

25 SEPTEMBER 2014

 

PRINT IN CAPITALS

NAME OF COUNCILLORS

NOMINATED FOR ELECTION:           ………………………………………………….

 

 

 

SIGNATURE OF COUNCILLORS

CONSENTING TO NOMINATION:      …………………………………………………..

 

 

 

SIGNATURE OF COUNCILLOR

ENDORSING THE NOMINATION:      ………………………………………………….

 

 

 

 

 

 

 

 

 

 

MICHAEL COULTER

GENERAL MANAGER

AND

RETURNING OFFICER

 

 

 

 

 

 

 

 

 

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           25 September 2014

General Manager's Report

ITEM 9.2      SF842              250914         Committees of Management - Facilities and Events

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

Council has many Section 355 Committees managing Council facilities and also staging community events.  At Council’s meeting on 19 March 2009 it was resolved that a roster be developed for the attendance of either Councillors or the General Manager at the Annual General Meeting (AGM) of each facility or event Committee of Management.  It may be pertinent that on occasions the General Manager’s delegate (usually an Assistant General Manager) attend the AGM.

 

At Council’s meeting on 26 September 2012 it was resolved that Council abolish the following Committees of Management:

 

i)          Donnelly-Welsh Playing Fields

ii)          Macksville Showground

iii)         North Macksville Playing Fields

 

It should be noted that Donnelly-Welsh Playing Fields’ Committee of Management is still active and reporting to Council; the Macksville Showground was sold; and the North Macksville Playing Fields Committee of Management is no longer active (however this field is used regularly).

 

 

Recommendation:

 

That Council note the roster for attendance at the Annual General Meetings for Section 355 Committees.

 

 

 

DISCUSSION:

 

Councillors are, by virtue of their office (ex officio) entitled to attend all meetings of Committees of Council.

 

However, although Councillors may attend in an ex officio capacity they do not necessarily have a right to vote.  That right to vote attaches to the appointment as a representative or member or delegate as appropriate.

 

At Council’s meeting on 19 March 2009 it was resolved that a roster be developed for the attendance of either Councillors or the General Manager at the AGM of each facility or event Committee of Management.  It may be pertinent that on occasions the General Manager’s delegate (usually an Assistant General Manager) attend the AGM.  The roster is as follows:

 

COMMITTEE OF MANAGEMENT

ROSTER FOR AGM ATTENDANCE

Argents Hill Hall

Cr Paula Flack

Australia Day

General Manager

Bowraville Folk Museum (*)

Cr Brian Finlayson

Burrapine Public Hall

General Manager

Coronation Park

Cr Anne Smyth

Crosswinds Wetland Nature Reserve

Cr Kim MacDonald

Donnelly-Welsh Playing Fields

Cr Ainsworth

EJ Biffin Playing

Cr Rhonda Hoban (Mayor)

Eungai District Memorial Hall

General Manager

Gordon Park Rainforest

Cr Anne Smyth

Gordon Park Tennis Club

Cr Anne Smyth

Grants Hall & B’Ville District Youth Club

Cr Martin Ballangarry OAM

Gumma Reserve (Boultons Crossing) **

Cr John Ainsworth

Macksville Gift

Cr Kim MacDonald

Macksville Park and Sports

Assistant General Manager Engineering Services

Macksville Senior Citizens Centre

Cr Elaine South

Macksville Tennis Courts

Assistant General Manager Engineering Services

Mary Boulton Pioneer Cottage & Museum

Cr John Ainsworth

Missabotti Community Centre

Cr Paula Flack

Nambucca District Band

Cr Martin Ballangarry OAM

Nambucca District Historical Society Museum

Cr Anne Smyth

Nambucca Entertainment Centre

Cr Bob Morrison

Nambucca Heads Senior Citizens Centre (*)

 

North Macksville Playing Fields & Soccer Club (**)

 

Scotts Head Events Committee

Assistant General Manager Corporate Services

Scotts Head Sports Field

Assistant General Manager Corporate Services

Scotts Head Tennis Courts

Assistant General Manager Corporate Services

South Arm Hall

Cr Martin Ballangarry OAM

Talarm Hall and Welsh Pioneer Park

Cr Brian Finlayson

Taylors Arm Hall

Cr Elaine South

Taylors Arm Sports Reserve

Cr Elaine South

Tewinga  Community Centre

Cr Bob Morrison

Unkya Reserve

General Manager

Valla Beach Tennis Club

Cr Hoban

Valla Beach Community Association

Cr Hoban

Valla Public Hall

Cr Hoban

Warrell Creek Public Hall

General Manager

 

(*)      the facility is in the process of being sold.

(**)     this Committee is currently not operational

 

 

CONSULTATION:

 

Nil

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

This report has no impact on the environment.

 

Social

 

This report has no social impacts.

 

Economic

 

This report has no economic impacts.

 

Risk

 

There are no risks associated with this report.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There are no direct or indirect financial impacts.

 

Source of fund and any variance to working funds

 

There are no variances to working funds.

 

Service level changes and resourcing/staff implications

 

There are no changes to service levels or staffing implicaitons.

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           25 September 2014

General Manager's Report

ITEM 9.3      SF355              250914         Tabling of Returns Disclosing Interests of Councillors and Designated Persons - September 2014

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

The Local Government Act 1993 requires that Councillors and designated persons submit returns disclosing their pecuniary interests and other matters annually.

 

 

Recommendation:

 

That the returns disclosing interests of Councillors and designated persons, for the period ended 30 June 2014 be tabled.

 

 

 

OPTIONS:

 

There are no options.  Section 450A of the Act requires the returns to be tabled.

 

 

DISCUSSION:

 

The General Manager is obliged to ensure returns are tabled in accordance with Section 450A of the Local Government Act.

 

In accordance with Section 450A of the Local Government Act, I hereby inform Council that returns disclosing interests of Councillors and designated persons have been received from:

 

Councillors

Rhonda Hoban; John Ainsworth; Martin Ballangarry OAM; Brian Finlayson; Paula Flack; Kim MacDonald; Bob Morrison; Anne Smyth; Elaine South

 

Designated Staff

Michael Coulter; Paul Gallagher; Scott Norman; Craig Doolan; Joanne Hudson; Wayne Lowe; Daniel Finlayson; Paul Guy; Coral Hutchinson; Richard Spain; Keith Williams; Clint Fitzsummons;

 

 

CONSULTATION:

 

There has been follow up for outstanding returns with Councillors and designated persons.

 

 

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 risk implications for Council.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There is no impact on budgets.

 

Source of fund and any variance to working funds

 

There is no impact on working funds.

 

Service level changes and resourcing/staff implications

 

There are no changes to service levels or resourcing/staffing implications.

 

Attachments:

There are no attachments for this report.

 


Ordinary Council Meeting                                                                                           25 September 2014

General Manager

ITEM 9.4      SF959              250914         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.

 

 

 

 

FILE

NO

COUNCIL

MEETING

SUMMARY OF MATTER

ACTION

BY

STATUS

 

MARCH 2011

1

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

 

GM

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.

Re the delay, Council’s Strategic Planner has followed up the RMS.

Staff meeting with Consultants on Wednesday 18/10/12.

Part funding for a Flood Risk Management Plan which would consider filling is included in the 2013/14 Environmental Levy program.  A grant has been applied for, if unsuccessful will not proceed until next year.

Grant funding application was successful and Council resolved at the 28 November 2013 meeting to accept the grant.  Project will commence in 2014.

 

Update as at 16 April – the consultant brief for the project is with the OEH for their approval.  The OEH are providing contributory grant funding towards the project.  Brief now endorsed by Estuary Committee.

 

As at 20 July – a selective tender is being undertaken through Local Government Procurement.

 


 

JULY 2011

2

SF1031

21/7/11

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

 

GM

Policy under revision and to be reported to future meeting.  Also the State Government policy has recently changed.

Awaiting finalisation of Nambucca River Flood Studies which are presently on exhibition, will report to Committee then Council once adopted then proceed with amending the climate change policy and report to Council.

Funding has now been received for the Flood Risk Management Plans.

 

Work to commence in 2014.

 

Update as at 16 April - the project is awaiting the completion of the floodplain risk management matrix which will formally consider the acceptance or otherwise of a forecast climate change induced sea level rise of 900mm by 2100.

 

OCTOBER 2011

 

3

SF1460

17/11/11

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.

 

AGMCS

Change in Rates staff meant that there has not been the opportunity to review the criteria.  To be reported in 2013/2014.

Shall be reviewed as part of the 2014-15 budget.

To be included in with proposed rates workshop – April 2014.

 

2014/15 rating structures set as per Special Rate Variation include with rating workshop August 2014.  Report in October.

 

 

AUGUST 2013

 

4

SF1031

14/08/13

That the tree policy be again presented after Councillors have had sufficient time to comment on the amendments presented by Councillors and in view of the previous motion of Council, namely “Tree Removal” (SF629) containing the 6D principles.

 

 

AGMES

Report in September 2013.

Deferred to October 2013.

At the request of Cr Morrison this item has been deferred to the first meeting in November 2013.

Cr Morrison has provided information to the Manager Civil Works who will draft a report to the December Council meeting.

Staff on leave during December – deferred until February 2014.

Deferred until April – Staff dealing with landslips.

Deferred until May 2014

Deferred until June 2014

Deferred until September 2014 and a report will be prepared on the outcome of the meeting.

Memo with updated policy and procedures will be provided to Councillors for comment at the end of September.

 

 

NOVEMBER 2013

 

5

SF1817

13/11/13

RMS be requested to place speed cameras at the northern approach/exit of the Macksville Bridge and a red light camera at Partridge/Cooper Street intersection or Boundary Street/Highway intersection.  Also RMS be requested to make the left lane at the Cooper/Partridge Street lights southbound a left turning lane only.

 

AGMES

Letter sent to RMS 15 November 2013.

 

Acknowledgement letter received from RMS advising the matter has been referred for investigation, (copy of RMS letter provide to Councillors on 17/12/13.)

Raised at the Traffic Committee on 4/2/14.  RMS advised that the matter is being investigated.

 

Letter sent to RMS 6 June seeking update on progress.

RMS advised, still under investigation.

 

 

6

SF642

28/11/13

That Council review both the Pesticides Use Notification Policy and Noxious Weed Policy.

AGMES

Report to April 2014 meeting and will include the State change to Noxious Weeds Act.

 

Deferred until September – pending outcome of the Noxious weeds review following the Minister of Primary Industries request that the Natural Resources Commission (NRC) conduct a review into the effectiveness and efficiency of weed management in New South Wales.

 

Report deferred to October 2014 pending a meeting with Noxious Weeds Inspector and DPI regarding any changes to the Act.

 

DECEMBER 2013

 

7

SF1830

11/12/13

That grants be sought to assist with the Pound upgrade costs.

 

GM

Report February/March 2014

DLG have announced a grant scheme arising out of the Companion Animals Taskforce.  Will need to await the formal release of the funding guidelines and criteria.

Grant officer has made enquiries about Grant Scheme.

16/9/14 – Grant program has now been announced and capital works to upgrade pounds are ineligible for funding.  A grant application will be lodged for education and a subsidised vaccination and de-sexing program.

 

 

8

SF1842

11/12/13

That if Council and IPART support a rate increase above rate pegging, Council provide a quarterly report either through a media release or its rates newsletter to confirm to ratepayers that the additional funds are being spent on roads and bridges as indicated in our community consultation.

 

GM

The first quarterly report would be the rates newsletter to be distributed with the 2014/2015 rates notice.

Report produced.

 

JANUARY 2014

 

9

SF1855

16/01/14

Council resolve to progress to detail plans for River Street – Macksville Streetscape Improvement

 

GM

The consultant is to be engaged in February 2014 to prepare the plans.  The matter was presented to the Local Traffic Committee on 5 February 2014.

Strategic Planner and Engineers to meet on site with consultants on 20 May to review engineering details.  The aim is to have the draft detailed concept plans completed by early June 2014.

Concepts reported to LATC meeting held on 3 June 2014.

Further concept designs received.  To be reported in September 2014.

 

 

FEBRUARY 2014

 

10

SF1755

13/02/14

Council receive a brief report from the AGMCS indicating the progress in his section, strengths and weaknesses and future direction.

 

AGMCS

Report to March 2014.

Deferred to April 2014.

Deferred to May 2014.

Financial Briefing at the Budget Meeting on 22 May 2014.

Asset Management briefing to meeting 12 June

Invitations emailed to all Councillors 27/5 -

Papers to be distributed prior to the meeting.

Report on asset accounting to Council in August.

BSU report September.

 

 

11

SF844

27/02/14

That Council prepare a Dam Filling Options report as required by the Office of Water and undertake consultation with Fisheries, EPA and downstream landholders.

 

AGMES

Report July 2014

Deferred until September meeting scheduled with Office of Water and a response will be presented to Council with the outcome of the meeting.

Email provided to Councillors on 4 Sept 2014 advising at this stage meeting in September is not required;

It was an anticipated that a further meeting would be required to finalise the draft options filling report Both the entities (Office of Water and Primary Industries – Fisheries) had no objection to the proposal put forward from Council which basically involved full release of minor rainfall events 5mm or less and increasing percentage of rainfall captured for larger events up to 90% capture for 100mm rainfall or over.

The Office of Water advised that the operating conditions (extraction rules and dam licence) do not come into effect until the dam is commissioned and this is considered to be at 60% full and water levels can be managed.  In effect this means that Council can pump as it likes within current licence and there is no requirement for transparent release of rainfall until the dam is 60% full.

Council has applied to Office of Water for a permit to capture surface water.

 

Email forwarded to Councillors on dam filling options update following question at Council meeting on 28 August.

 

 

MARCH 2014

 

12

SF125

SF1933

27/3/14

Report on staff training outlining what staff training requirements are, compared to training offered; perceived benefit/value/effectiveness of training

 

GM

MHR

Report in May 2014

Deferred to June 2014

A draft report has been prepared which was considered by MANEX on 18 June.  Requires more work. 

Deferred to July.

Deferred to August due to end of year wrap up.

Deferred to September.

Report underway deferred to October.

 

 

13

SF841

SF1933

27/3/14

Council make further representations re the option of bridging the NV floodplain in preference to a filled embankment and culverts.

Council make representations to the Minister re concerns regarding impact of construction phase – cut and fill and length of construction period and long term maint-enance costs and impact of addition flooding issue.

 

AGMES

Letter sent 24 April 2014 (TRIM 9433/2014)

Letter drafted 3 April 2014

Mayor discussed matter with the Deputy Premier on 27/6/2014 and is meeting with the Minister for Transport (train timetabling) and the Minister for Roads on 14/8/14.

Response provided to Councillors.

Council has been supplied with preliminary (15% complete) design for Nambucca River Crossing by the Acciona Ferrovial Joint Venture.

The Mayor met with Minister for Transport Gladys Berejiklian MP on and the Minister for Roads Duncan Gay MLC 14 August 2014.

 

 

APRIL 2014

 

14

PRF54

10/4/14

Council allow dogs on leads at the Gumma Reserve up until November 2014 and review the situation prior to the peak season.

 

GM

Report October 2014

 

15

PRF54

10/4/14

Council undertake an inspection of the Gumma Reserve after the grant funds for its upgrade have been expended.

 

GM

To be scheduled – second half of 2014

 

MAY 2014

 

16

SF1496

15/5/14

Commercial Fishing –

Andrew Goulston and Darren Reynolds from Fisheries be invited to address Council on state of recreational fishing

 

GM

Letters sent 6 June 2014.

Follow up letter sent 18 August 2014.

 

A response from NSW Fisheries has now been received and is attached.

 

17

SF1948

29/5/214

Council make a submission to the RMS in support of the revised policy for the location of highway service centres, and particularly the proposed service centre at the NH’s interchange.

 

GM

Letter sent w/e 6/6/2014

 

JUNE 2014

 

18

SF1933

12/06/14

That, in order to offset the impacts of the loss of FAGs indexation, all Managers be asked to identify and report on opportunities to make savings or increase revenue in their own area of operations which preferably maintain the service levels anticipated in Council's CSP: or alternatively and less preferred, propose a reduction in service levels on matters considered secondary to our mission statement.

 

GM

Report to Council August 2014.

 

Preparation of report underway.  Additional time being made for consideration by management which is to occur in August/September with a report to Council in September 2014.

 

19

SF988

12/06/14

That Council write to the NSW Minister for Health & the CEO of the MNC Local Health District emphasizing the urgent need for the planning & funding of a replacement of Macksville hospital and the urgent need for support for, and the recruitment of doctors & nurses.  Further that Council extend an invitation to the Minister to inspect the hospital and hear the concerns held for its future.

 

GM

Letter sent 20 June 2014

Mayor discussed matter with Deputy Premier on 27/6/2014.

 

20

SF988

12/06/14

Council look for possible sites for a new Macksville Hospital which are in flood free areas.

 

GM

Offer to assist MNCLHD in locating a new site referred to Minister and CEO of MNCLHD in letter of 20 June 2014.

Follow up letter to be sent 8 August 2014.

 

21

SF732

26/06/14

Council seek funding in the next round of the Sustainable Dredging Program to employ a consultant to prepare a report on the merits of a dredging strategy etc.

 

GM

Awaiting next round of the Government’s dredging program.

 

22

SF688

26/06/14

Council receive a report on ways to manage the preparation of the Environmental Levy program including consideration of Council’s earlier process that managed a strategic planning aspect.

 

GM

Strategic Planner on leave first 2 weeks in July.  Report in September 2014.

 

Consideration being given to public participation in the EL program and a component EL funding to be allocated to a community grants program.  Report in October 2014.

 

 

23

SF90

29/06/14

Traffic Committee consider speed zones and the policing of traffic in the Macksville Industrial Estate due to speeding.

 

AGMES

Report back to Council following the next scheduled Traffic Committee meeting.

 

MTS advises that he has notified the NSW Police of speeding issues in the Industrial estate and they will monitor as resources permit.

 

 

24

SF1496

29/06/14

That RMS and Acciona Ferrovial be invited to attend the next meeting of the Estuary Committee to explain how the new Pacific Highway bridge over the Nambucca River is to be constructed.

 

GM

Letter sent w/e 4/7/2014.  As indicated the design of the bridge by the Acciona Ferrovial Joint Venture (AFJV) is 15% complete.  The time available for having an input into its design and construction is running out.

 

JULY 2014

 

25

SF1480

31/07/14

Transfer of encroachment licence from Shibba to Dennien be deferred until 28 August 2014 pending receipt of information from Ms Gee in regard to the legal doc, plus clarification on any order plus advice on previous and proposed licence conditions.

 

GM

Report to 28 August 2014

Deferred to September 2014

Ms Gee has requested that the matter be deferred until 16 October 2014 so that she may obtain legal advice.

16/09/14 - Council has also received representations from other tenants who have encroachments wishing to make representations.  These tenants will be advised that the matter will be discussed by Council on 16 October 2014.

 

 

26

SF791

31/07/14

That in relation to the proposed reclassification and sale of part of lot 8 DP 821952, Valla Beach Road, Valla Beach, the item be deferred to a future Council meeting and that there be clarification on whether a reclassification can occur without a plan of management and that the information in the report include all information which Council holds on the land including threatened species, vegetation etc.

 

GM

Report in September 2014.

Unexpected leave – deferred to October 2014.

 

27

SF791

31/07/14

That item 2 (sale of part of Gordon Park to Leckie) be deferred until a further report from Crown Lands is received following their discussion with the Leckies and whether they (Crown Lands) have changed their opinion.

 

GM

Letter emailed to Crown Lands seeking their advice on 6/8/14.

 

28

SF791

31/07/14

Consideration of the proposed reclassification and rezoning of the Kingsworth Lake Reserve be deferred for 3 months so the matter can be reconsidered and those Clrs who did not attend the onsite visit have the opportunity to do so.

 

GM

Report November 2014

 

AUGUST 2014

 

29

SF1933

14/08/14

Proposal from Nambucca River Users Group to reinstate boat launching site at Wirrimbi be deferred until the Group submit a formal proposal to Council.

 

AGMES

Awaiting receipt of proposal.

 

30

SF1148

14/08/14

That Council receive a report regarding nose to kerb parking including what other LGAs are doing in regard to parking; the pros and cons of various ways of parking; and a parking strategy for Council’s consideration.

 

AGMES

Report March 2015

 

31

SF1933

28/08/14

That Council receive a report regarding:

a. public safety and liability risk to Council in terms of the barbed wire fence at the Nambucca Heads Skate Park

b. current management of the skate park including use, complaints, ranger reports, costs & management options

c. a copy of the Deed of Agreement presented to Council.

That Council undertake a site inspection of the Skate Park.

 

GM

Council’s Safety and Risk Officer is seeking advice from Council’s insurer.  Anticipate reporting in October.

 

32

SF595

28/08/14

That Council develop a plan of management for the ongoing maintenance of Hughes Creek.

 

AGMES

March 2015

 

33

SF247

28/08/14

Council correspond with landowners in the Lower Nambucca to gauge support for a pressure sewerage system; that Council engage a consultant to complete a concept design; that Council provide a budget variation of up to $10,000 for the work.

 

AGMES

October 2014

 

SEPTEMBER 2014

 

34

SF791

11/09/14

There be a further report to Council on the outcome of the tender for the development of the subdivision (Hyland Park) and the reserve price for the lots.

GM

Report February 2015.

 

 

Attachments:

1

27438/2014 - Fisheries NSW response

 

 

 


Ordinary Council Meeting - 25 September 2014

Outstanding Actions and Reports

 



Ordinary Council Meeting                                                                                           25 September 2014

General Manager

ITEM 9.5      SF399              250914         Productivity Suggestions to Offset Loss of Financial Assistance Grants Funding

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

The report contains “productivity” recommendations which range from the very operational through to strategic and policy recommendations which affect the governance of the organisation.

 

 

Recommendation:

 

That Council adopt the recommendations in the report.

 

 

OPTIONS:

 

There are many potential options however it is clear that Council will need to consider changing service levels if it wishes to achieve savings equivalent to the loss of Financial Assistance Grants (FAGs) indexation which will be $121,688 in 2014/15.

 

 

DISCUSSION:

 

In response to a Notice of Motion from the Mayor, at Council’s meeting on 12 June 2014 it was resolved as follows:

 

“That, in order to offset the impacts of the loss of Financial Assistance Grants (FAGs) indexation, all Managers be asked to identify and report on opportunities to make savings or increase revenue in their own area of operations which preferably maintain the service levels anticipated in Council’s Community Strategic Plan: or alternatively and less preferred, propose a reduction in service levels on matters considered secondary to our mission statement.”

 

The background to the notice of motion is that the proposed Federal budget measure to freeze indexation of the Financial Assistance Grants will, if implemented, see a reduction in Council’s general purpose revenue of $121,688 in 2014/15.  Council has actively pursued opportunities for efficiencies, savings and productivity gains for some time now; in order to address our infrastructure backlog and show those that we are accountable to that we are making a genuine attempt to become financially sustainable.

 

The recent T-Corp and Local Government Infrastructure Audit reports have both highlighted what Councillors and staff have known for some time – the Council is financially unsustainable under current practices and funding.  It is unlikely that efficiencies alone will solve the overall problem, but every small gain is an overall improvement to financial sustainability.  As stated in the Mayor’s notice of motion, we owe it to our community to ensure we have considered every possibility before we consider reducing service levels or imposing further rate increases.

 

Council has already asked ratepayers to dig deep with nine special rate variations in the last ten years and a current application with IPART for increases over the next three years.  There are also likely to be further cost pressures down the track as the RMS seeks to transfer responsibility for the maintenance of the existing Pacific Highway to Council.  The proposed “handover” of the Pacific Highway assets will see Council receive about 30 kilometres of the former Pacific Highway road, about 14 significant bridge or culvert structures and additional local connecting road.  In general terms the “handover” will equate to at least a 10% increase in Council’s sealed road and bridge assets.  The RMS are yet to put forward an offer of a funding package but have previously indicated that it would be time limited to 10 years.

 

Historically Council has made the final decisions regarding efficiency and productivity gains and ultimately they will have to do the same again.  The notice of motion acknowledges that Council’s Managers are best placed to identify potential efficiency and productivity gains and hence the resolution that all Managers be asked to identify and report on opportunities to make savings or increase revenue in their area of operations.

 

The recommendations which have come forward from managers range from the very operational to the strategic and from “one off” to perpetual savings and productivity gains.  Because of the spread between operational and strategic/policy, they have been grouped between those which can be actioned by the Council’s management executive and those which require a Council resolution.

 

Currently there is considerable interest across the local government sector in service delivery review.  The Australian Centre of Excellence for Local Government (ACELG) produced a report in June 2014 which provides a how to manual for local government.  The report by Hunting, S.A., Ryan, R, Robinson, T titled “Service Delivery Review: A How to Manual For Local Government, Australian Centre of Excellence for Local Government, University of Technology, Sydney sets out a framework for a service delivery review and recommendations on implementing change.  Much of the following commentary about delivering service reviews is based on the information in this manual.

 

Besides the work by the Australian Centre of Excellence for Local Government, the Mid North Coast Group of Councils (MIDROC) has commissioned consulting firm KPMG at a cost of about $70,000 to undertake a similar review across member Councils to try and ascertain the scope for productivity improvements through alliancing across local government boundaries.

 

Individual councils have also undertaken extensive service reviews, one recent example being the work of consultants LKS Quaero who have provided advice to Coffs Harbour City Council.  They delivered three documents – an Organisation Diagnostic, a Business Case and an Indicative Program Plan that outline cost efficiency improvements and changes in management practices that could ultimately yield savings of $3.2m per annum.  It is also identified that to yield these savings an investment of some $1.7m is required over the three year implementation period.  The work was undertaken as part of Coffs Harbour City Council’s Transformation to Sustainability Project (T2S) with a budget of $90,000.

 

Despite the recent extensive academic and consulting work in service delivery reviews, the concepts are essentially a recasting of past approaches to business improvement, continuous improvement and business excellence.  Service delivery reviews essentially help local government to:

 

ü Understand the service needs of their communities

ü Determine how to efficiently and effectively deliver those services

ü Work internally or with partners to deliver services

ü Continuously improve these services

 

A service delivery review aims to drive more efficient use of resources whilst providing services to meet the needs of the community.  It does this by helping the Council clarify the needs of their communities and uses an evidence base to understand how efficiently and effectively they are meeting those needs.

 

Service delivery reviews can be undertaken internally or by external experts.  The advantages of in-house reviews are:

 

ü There are fewer direct costs than engaging external consultants

ü Staff have a deep understanding of current processes and can provide suggestions for improvements

ü Knowledge gained in the process is kept in-house

ü Staff take greater ownership of results and recommendations

ü Change is more likely to “stick”

ü The review process develops a culture of continuous improvement

 

However, with in-house reviews the potential disadvantages are:

 

v Vested interests may lead to a lack of objectivity and independence

v Staff may be diverted from their usual duties

v It may be hard to set up review teams across departments

v Organisations may miss out on specialist knowledge and tools from external experts

 

The ACELG report identifies two options for achieving changes in service delivery being change via internal improvement or secondly being change via different delivery models.  The work of MIDROC concerns the second type of change via different delivery methods and particularly shared services models.

 

Traditionally the criteria applied to those services which may benefit most from a shared services model (with other councils and/or the private sector) as investigated by KPMG on behalf of MIDROC are:

 

·      Service requires a high degree of expertise

·      Service is largely self-contained

·      Potential to realise economies of scale

·      Service is non-strategic, low risk or rule based

·      Service has high volume transaction processing

·      Service requires the latest technology

 

According to the ACELG report the types of questions to be asked with an internal review are:

 

Aspect of the Service

Questions

Organisational structure

What is the staff structure?

How many locations are involved?  Can locations be combined?

Can “like” services be co-located?

 

Processes, procedures, work practices and tools

Are there duplicate processes?  Are there process gaps?

Where and what are the opportunities for improvement?

How can technology be used?

 

Resource use

Can resource use be optimised or reduced?

Can assets or infrastructure be consolidated or used more efficiently?

Can owned facilities be sold, leased, consolidated, regenerated or shared?

 

Community facilities

Do the facilities match community needs?  Are some facilities under-utilised?

Is there duplication with other nearby facilities?

What condition are the facilities in?  Do they require maintenance or upgrading and if so, what could this cost?

Do they generate a relatively low income from usage?

 

Staff productivity

Can jobs be redesigned to increase the variety of tasks and improve job satisfaction?

Would training increase productivity?  Can overtime levels be reduced?

Can incentives and rewards be provided?

Can staff outputs be monitored with appropriate measures?

 

Regulations

Can regulatory controls be reviewed?

Will lobbying for legislative change improve efficiency/maximise productivity?

 

Of course lengthy and expensive investigations for achieving changes in service delivery via internal improvement or through different (shared services) delivery models will only achieve a return if the changes are implemented.  A systematic review will likely founder if weighting is not given to matters such as political risk, financial risk and financial benefit.

 

The following report is not based on a systematic review of the organisation as recommended by the ACELG.  Rather it is a series of ideas from responsible managers about opportunities for change which may improve productivity.  As such some suggestions are far reaching, with significant potential financial savings and risk, whilst some are of narrower scope.

 

Productivity Improvements - Operational Recommendations

 

 

Suggestion 1

Change from Weekly to Fortnightly Pays (Manager Human Resources)

Savings/Benefit

Fortnightly payment cycles provide for an “off week” for payroll staff to conduct maintenance of employee data; develop & refine payroll procedures and increase process efficiency; undertaking training and development; more time to monitor and report on payroll such as overtime, staff turnover, timesheet accuracy and education of staff on timesheet usage.  Also will allow for follow up of Authority payroll system faults with Civica and time to work on enhancements.  More time to complete regular general and subsidiary ledger reconciliations for payroll, superannuation, workers compensation.  The overall savings in payroll processing time is estimated to be 1 to 1.5 days per fortnight comprised of checking the payroll before processing once a fortnight instead of once a week; processing of payroll once a fortnight instead of once a week and indoor staff pre-processing once a fortnight instead of once a week.

 

GM comment

This is a matter which requires consultation with staff. Approximately one third of employees voiced their opposition to the proposal.  Management resolved to proceed with aligning the payment of indoor staff to a week in arrears the same as outdoor staff.  This is a desirable first step to achieve the full advantages of fortnightly pay and is to take effect from 11 July 2015.  It will involve indoor staff “losing” one week’s pay.  A vote amongst management staff failed to provide a majority for the implementation of fortnightly pay and it was resolved to defer consideration of its implementation until May 2015.

 

Recommend

That Council move to fortnightly pay.

 

 

Suggestion 2

Address Council’s growing Long Service Leave Liability by:

I.    Grandfathering the existing policy that employees are not required to take long service leave within 5 years and enforcing the Award provision for new employees that they take their long service leave within 5 years of it falling due;

II.   Implementing a single issue long service leave cash out enterprise agreement (Manager Human Resources)

Savings/Benefit

Currently Council has a policy that employees are not required to take long service leave within 5 years of it falling due.  As at 30 June 2014, Council’s long service leave liability exceeded $2.2m.  Whilst the payment of Award leave is a legal obligation and an unavoidable liability, excessive amounts of accrued leave introduce potential additional costs to Council wherein there is less opportunity for other staff to “cover” an extended absence thereby requiring the appointment of casual staff and secondly the leave is paid at the employees current rate of pay when in fact it may have been accrued at a lower rate of pay in Council’s salary system.  Again, this is a matter which requires consultation with staff.  Ballina Shire Council entered into an Enterprise Agreement which provides the employee with the option of receiving a pay out of a proportion of their long service leave.  Approval is at the discretion of the General Manager.

 

GM Comment

A report will be put to the Consultative Committee seeking its views regarding measures to reduce Council’s long service leave liability and to the ongoing management of long service leave, including the proposal to “grandfather” the existing policy and to reduce the accrued liability via either a payout as per Ballina Council’s approach and/or a requirement that the leave be taken.

 

Recommend

That the views of the Consultative Committee be sought regarding:  (i) measures to reduce Council’s long service leave liability and (ii) the ongoing management of long service leave.

 

 

Suggestion 3

Address Council’s Sick Leave Liability (General Manager)

Savings/Benefit

Council has a policy dating from 1978 which was grandfathered in 1995. The policy provides that, for those staff who commenced employment with Council prior to 19 October 1995, employees with 5 years of service with Council shall be entitled to payment on termination for 35% of the value of untaken sick leave, graduating from this length of service through to a maximum of 75% at 25 years plus service.  Annual increments of 2% are applied.  Given that it has been 19 years since the grandfathering of the policy, the 28 employees who benefit from the policy (about 25% of the workforce) are either at or are close to reaching the 75% maximum.  This accrued liability for the 28 staff currently stands at $1,045,394.  The accruing liability will increase as the employees’ leave accruals increase and also through the 2% annual increment.  The accruing liability will decline as the 28 staff eventually retire or leave Council’s service and if leave taken exceeds the yearly accrual.  The Award provides for 15 days sick leave to be granted each year. Untaken sick leave is paid out at the employee’s rate of pay upon termination.

 

GM Comment

The existing policy cannot be revoked or varied unilaterally as it forms part of the employment contract for those 28 employees who benefit from it.  One option is for Council to “buy out” the entitlement via an enterprise agreement (such as the Fairfield City Council Attendance Productivity Payment Enterprise Agreement 2013).  The making of an enterprise agreement involves consultation with employees, their union and requires a majority vote of the employees.  Interest returns on the reserve for employee leave entitlements will contribute towards meeting the increase in accruals for those staff covered by the policy.  However given the State Government amended the Industrial Relations Act in February 1993 to prohibit an industrial award from allowing or requiring employees to cash in accumulated sick leave, there would be value in seeking a consensual termination of an arrangement which is out of step with other industries and awards.  If there is interest, Council’s capacity to pay may mean that the termination arrangements would have to extend over a number of years.

 

Recommend

In the first instance there be consultation with the 28 employees and their unions to ascertain interest in developing an enterprise agreement for the cashing out of accrued sick leave entitlements.

 

 

Suggestion 4

Rationalise training such as Red Card, First Aid, Working near Overhead Powerlines etc for essential staff only (Manager Human Resources)

Savings/Benefit

Currently outdoor staff receive such “standard” training regardless of whether the skills are used or are likely to be used on the job.  The reason for this is partly related to achieving skill based progression through the salary system rather than organisational need.

 

GM Comment

The comments are agreed with but there is also a competing consideration of having an adaptable and flexible workforce where staff can cover other functional responsibilities at short notice.  Base level training requirements cannot always be planned 12 months in advance.  The requirements for “standard” training for outdoor staff should be reviewed by managers and supervisors.

 

Recommend

That “standard” training requirements for outdoor staff be reviewed by the relevant supervisors and managers.

 


 

Suggestion 5

Implement e-learning system “Learning Seat” (Manager Human Resources)

Savings/Benefit

The system provides “standard” training courses over the internet and reduces training costs (time and money) as well as increasing compliance and providing the opportunity for training for outdoor staff during wet weather which also improves productivity.

 

GM Comment

Agree with the initiative.  The implementation of this system is already underway.

 

Recommend

The implementation of the e-learning system “Learning Seat” be noted.

 

 

Suggestion 6

Grandfather the 9 day fortnight and introduce 1 rostered day of leave every 3 weeks or one rostered day of leave per month for new staff (Manager Human Resources)

Savings/Benefit

Extended staff coverage

 

GM Comment

In Council’s customer service function where front line staff are required 5 days per week, the 9 day fortnight does cause some challenges in rostering particularly when annual leave and sick leave for team members is factored in.  Job sharing arrangements can effectively spread 1 EFT over the whole 5 days, although they require additional training and communication.  It can also be managed by requiring staff to take rostered days of leave on other than a Monday or a Friday.  New appointments are being made with a condition that management reserves the right to alter the employee’s nominated rostered day of leave.  With the outdoor staff there is the potential for loss of productivity in spending relatively longer periods in travel to and from the job site.  There is no real evidence to indicate that changing the 9 day fortnight will improve productivity.

 

Recommend

There be no change to the 9 day fortnight system.

 

 

Suggestion 7

Rationalise the annual assessment process on the basis that the Award states that, “the employer shall not be required to conduct annual assessments (of performance) for those employees who have progressed through the salary system to the maximum step unless the employee requests one in writing”.  (Manager Human Resources)

Savings/Benefit

The Manager Human Resources has noted a recent HR article when lists 5 reasons why we should stop giving performance reviews and start managing people.  The article notes that writing and delivering annual reviews is challenging, for both managers and employees.  It takes a significant amount of time on the part of managers and often does not result in actionable feedback for the employee to grow and improve.  In summary the five reasons listed are performance reviews aren’t useful; performance reviews don’t promote good manager/employee relationships; performance reviews ignore team dynamics; performance reviews don’t provide a complete picture; performance reviews are demotivating.

 

GM Comment

The criticisms of the performance review process are agreed.  However Council management need to demonstrate an alternative system for managing employee performance.  Having no system is unlikely to result in productivity improvements.

 

Recommend

Investigate alternative systems to the annual assessment process which provide for the review of position descriptions, the identification of training requirements as well performance evaluation.

 


 

Suggestion 8

Savings Identified in Information Technology budget (Manager Information Technology)

Savings/Benefit

The Manager Information Technology who was employed elsewhere during the preparation of the 2014/15 budget has identified amendments which will produce net savings of $37,020 in 2014/15.  The only fundamental change in operations is extending the service life of PC’s from the 3 year warranty period to 4 to 5 years.  Previous budget reductions have resulted in the PC replacement program being delayed past 3 years and the number of additional failures has been low.

 

GM Comment

Agreed.  Pushing out the replacement of PC’s will provide Council with on-going savings compared to the previous approach.

 

Recommend

That the identified savings of $37,020 be incorporated in the September quarter budget review.

 

 

Suggestion 9

Accelerate migration to e-services (General Manager & Manager Information Technology)

Savings/Benefit

With some relatively minor upgrades, Council has the software capability to be able to receive applications for certificates such as outstanding rates (S603) and zoning (S149) on line with payment by credit card.  It can then email the completed certificates.  Again with some relatively minor upgrades it has the potential to display development applications on its website and to invite on-line submissions.  The introduction of smart PDF forms which can be edited will reduce printing costs to Council and applicants alike and more easily facilitate on-line lodgement.  The savings from these types of e-services are not quantified but effectively remove the requirement for customers to attend the Council and improve the turnaround time for applications.  The changes will also improve Council productivity by reducing the staff resources required to answer enquiries at the front counter.  The Manager Information Technology (MIT) has suggested locating a self-service PC in the administration foyer to support this.  Another e-services initiative is emailing rate notices.  The MIT has also suggested utilising the Business Services Unit to administer Telstra invoices.  Telstra invoicing has dedicated software and reviewing invoices allocating costs is currently done by the IT section but it may be a better use of resources if Business Services undertook the task.

 

GM Comment

Agreed.

 

Recommend

That Council accelerate its migration to e-services.

 

 

Suggestion 10

Undertake an audit of A frame signage and restaurant footpath dining (Business Services Unit)

Savings/Benefit

The Business Services Unit believes there is an opportunity to increase revenue from checking to ensure that annual fees for A frame signs and footpath dining have been collected.  They believe the activity has not been monitored in recent years and potential revenue has been missed.  Until an audit is undertaken it is unknown what potential revenue has been missed.

 

GM Comment

The matter not only concerns revenue but also ensuring the business has the requisite insurance in place in the event of a trip and fall related to the placement of the sign or the table or chair.  Otherwise the Council may be the recipient of a legal action.  There could be an opportunity for productivity improvement for both Council and the business operators if the requirement for an annual licence could be changed to a less infrequent period.

Recommend

That as resources allow, Council staff review current displayed A frame signs and current footpath dining and check that their requisite approvals are in place.

 

 

Suggestion 11

Undertake an audit of properties which should be submitting annual fire safety certificates (Business Services Unit)

Savings/Benefit

The Business Services Unit has advised that the Fire Safety Certificate listing needs to be audited and more effectively monitored.  They believe there are many more properties that should be providing fire safety certificate information to Council.  The BSU has already commenced working on updating the register of certificates and the associated processes for this including the collection of fees.  In discussions with Development & Environment it has been identified that at present the register probably captures around 25% of the buildings that should be providing information.  As auditing progresses more properties will be listed and the revenue will be collected.  Again it is difficult to identify the specific revenue that will accrue from this activity.

 

GM Comment

The issue pertains to fire safety in buildings and Council revenue.  The law requires that the owners of certain classes of building submit annual fire safety statements to certify that their essential services for the prevention of fire have been checked.  The submission of the annual certificate can be made without a fee, however Council’s fees and charges provide a fee of $61 if the certificate is not lodged and Council has to follow it up.  Council and also impose an “on the spot” fine if the certificate is not lodged.

 

Recommend

That an audit of buildings which should be submitting annual fire safety certificates be undertaken.

 

 

Suggestion 12

Increase time allocated to parking enforcement (Business Services Unit)

Savings/Benefit

The BSU has identified that there could be benefits in a more consistent approach to the issuing of traffic infringement notices.  Whilst recognising it is a sensitive matter and could potentially have some impact on Council’s relationship with the community they believe there should be specific periods of time allocated for the Rangers to undertake more effective monitoring of parking, particularly in the shopping areas of Nambucca Heads and Macksville.  They believe that two (2) benefits will accrue.  One is that traffic safety and amenity will be enhanced and secondly that more infringement notices will be issued raising more revenue.

 

GM Comment

The Rangers have many different compliance responsibilities, one being the enforcement of on street parking regulations.  The responsible Manager is the person who has the best understanding of these competing responsibilities and should be the person who determines how the Rangers allocate their time.  In this regard the revenue produced from infringement notices, whether they be for parking offences or otherwise is only one of many considerations in the allocation of their time.

 

Recommend

That the Manager Development and Environment continue to determine how the Rangers allocate their time to compliance matters.

 

 

Suggestion 13

Improve the “take up” of Council staff for building certification (Business Services Unit and Manager Development and Environment)

Savings/Benefit

The BSU notes that development application numbers are well up on last year as are construction certificates.  This results in an increase in revenue to Council.  The BSU is endeavouring to improve relationships with local contacts to increase usage of Council as the principal certifying authority.  The BSU has been managing higher levels of activity by sharing across positions and cross training.  They suggest the Council has the capacity to achieve higher revenues from its existing staff compliment if it can get the building certification business.

 

The Manager Development and Environment also notes that this Council’s building surveyors recently assisted Bellingen Council in undertaking inspections and the issue of construction certificates as they had a number of staff on leave.  This provided revenue to this Council of $2,000.

 

GM Comment

I agree with and support the initiative.

 

Recommend

That the marketing of Council’s building certification services be improved through the conduct of an annual trade night; the use of magnetic advertising signs on the building surveyors and the sections vehicles and by improving the presentation of the Council signs displayed on building sites.

 

 

Suggestion 14

Call for quotations for Council catering including delivery to the Council Chambers, to provide a clear basis for charges (Business Services Unit)

Savings/Benefit

To provide a clear basis for charges.  Presumably it is also intended to achieve savings from the current arrangements.

 

GM Comment

There are limited options for the delivery of meals in Macksville and individual preferences are also a consideration.  It is a matter for Council as to the standard of meals but I don’t think there will be any tangible economies unless the evening supper is dropped in favour of sandwiches or no meal.

 

Recommend

No action be taken.

 

 

Suggestion 15

Place large rocks or concrete barriers along parking areas at beach fronts (Business Services Unit)

Savings/Benefit

To stop vandalism of the timber structures

 

GM Comment

The Valla Beach Community Association recently resolved that an existing timber fence at South Valla Beach be replaced with large rocks to prevent 4 wheel drive vehicles breaking or removing the existing timber railing to gain access to and from the beach.  But Council has also received complaints about the general unsightliness of barriers at beach carparks whether they be timber, concrete or otherwise.  There is also the possibility that they will be the subject of graffiti which will require attention by staff.  It is suggested that the proposal at South Valla Beach be trialled to ascertain how it is received by that community.

 

Recommend

That the placement of rocks be trialled at South Valla Beach carpark.

 

 

Suggestion 16

Purchase a letter folding machine for mail outs (reduction in time spent by staff in folding mail for larger mail outs – but only if the price is reasonable (Business Services Unit)

Savings/Benefit

The suggestion is aimed at reducing labour costs.

 

GM Comment

Worthwhile investigating but Nambucca Valley Phoenix also offers such services and Council should consider supporting its local disability service provider.

 

Recommend

That the cost of a letter folding machine be investigated.

 


 

Suggestion 17

Introduce a cheque scanner for improving cashiering (Business Services Unit)

Savings/Benefit

The suggestion is aimed at reducing labour costs.

 

GM Comment

Worthwhile investigating although the use of cheques is declining and may well be phased out over the next 10 years.

 

Recommend

That the cost of a cheque scanner be investigated.

 

 

Suggestion 18

Have a direct telephone line for Rates and Water (Business Services Unit)

Savings/Benefit

More efficient as many calls come into the BSU and then are transferred to Rates.

 

GM Comment

The issue is not restricted to rates and water.  Telephone calls coming to Council’s general inquiry line 65682555 can be avoided by staff listing their direct line and mobile telephone number (if they have one) on correspondence.  If the staff member is away a voice message can be left or in the case of rates and water enquiries the phones can be programmed to automatically redirect the calls to the person who is in.  A separate telephone line is not required.

 

Recommend

That no action be taken to establish a direct telephone line for Rates and Water but all staff be required to put their direct telephone number on correspondence they authorise or issue.

 

 

Suggestion 19

Improve productivity across the 12-2pm period so that all departments are adequately staffed by having dedicated lunch break times (Business Services Unit)

Savings/Benefit

There are times when departments are empty of staff and there is no officer able to manage calls or queries.

 

GM Comment

Agreed and indeed this was one factor in the establishment of the BSU.  It will always be the case that for some functional activities the requirement for planned and unplanned leave may mean that there will be no one who is capable of responding to an enquiry during a person’s lunch break.

 

Recommend

Supervisors of indoor staff be reminded to ensure there is a spread of lunch breaks for their staff so as to be able to better manage enquiries between 12pm and 2pm.

 

 

Suggestion 20

Start replying to the majority of correspondence by email when possible (Business Services Unit)

Savings/Benefit

Less staff time, reduced cost

 

GM Comment

My understanding of the convention for responding to correspondence is that it should be in the same medium as it was received in.  Increasingly correspondence is being received in the form of email and the proportion of paper responses is diminishing.

 

Recommend

Council staff always reply by email to emailed correspondence.

 


 

Suggestion 21

Improve maintenance management systems through routine inspections, intervention levels, work (complaint driven) requests, reports (Manager Assets)

Savings/Benefit

Reduces litigation risks and loss of reputation.  The observation is that when staff receive a work request from a complaint input into Council’s customer request software (merit) they tend to rush off to do the job even if they have 6 months to complete it.  The suggestion is that it is more productive to plan the work and do several jobs at once in the same area.

 

GM Comment

Agree.  It is essentially a planning matter for the Works Supervisor and for management.  The Council does have the software and systems to undertake higher level planning.

 

Recommend

That the matter be discussed by the Works Supervisors and Managers in the Engineering Services Department.

 

 

Suggestion 22

Fleet Management Software (Manager Assets)

Savings/Benefit

Optimise fleet usage and replacement

 

GM Comment

The matter has been previously discussed by management.  There are many products on the market.  The Manager Assets and Plant Supervisor need to define their requirements and in consultation with the Manager Information Technology put a proposal to MANEX for funding.  If there is agreement by MANEX then the matter would be put to Council for funding in its next budget.

 

Recommend

That the Manager Assets report to MANEX on fleet management software.

 

 

Suggestion 23

GPS Fleet and Asset Management Solutions (Manager Assets)

Savings/Benefit

Better understanding of fleet use; staff location; records location of works (maintenance grading, pothole repair, mowing etc); auto generated reports; reduces incidence investigation times; safety/duress; possible dispatching capabilities, for example in relation to customer complaints.

 

GM Comment

As per the comment in relation to fleet management software, the requirements of the system have to be defined and then a proposal put to MANEX for funding.  If there is agreement by MANEX then the matter would be put to Council for funding in its next budget.

 

Recommend

That the Manager Assets report to MANEX on GPS fleet and asset management solutions.

 

 

Suggestion 24

Video Inspections (Manager Assets)

Savings/Benefit

Staff focus on driving, data input in office; reduces the need for road inspectors to be on the road; record of inspection should there be litigation; multiple uses from one survey (condition, maintenance, signage, vegetation, parking usage etc); problem with large amounts of data storage.

 

GM Comment

The requirements of the system have to be defined and then a proposal put to MANEX for funding.  If there is agreement by MANEX then the matter would be put to Council for funding in its next budget.

 

Recommend

That the Manager Assets report to MANEX on opportunities for video inspections.

 

 

Suggestion 25

Review useful lives of assets to match funding in budget (Manager Assets)

Savings/Benefit

Extending the life will increase maintenance and risks, however should also reduce depreciation expense.

 

GM Comment

The Assistant General Manager Corporate Services is overseeing the preparation of Asset Management Plans which include a review of useful asset life.

 

Recommend

Continue current work on developing and reviewing asset management plans.

 

 

Suggestion 26

Investigate solar power and LED lighting for high use Council buildings such as the administration building and libraries (Manager Assets)

Savings/Benefit

Suggested lower energy costs will provide a 5 to 6 year pay off period for the required funding.

 

GM Comment

If the pay off period is only 5-6 years then the recommendation has merit.

 

Recommend

That the Technical Officer Assets report to MANEX on the cost/benefit of solar power and LED lighting for high use Council buildings.

 

 

Suggestion 27

Investigate the use of pavement stabilising aid (eg Polycom www.earthcoprojects.com.au) on unsealed roads (Manager Assets)

Savings/Benefit

Claimed increase in life of unsealed pavements with reduced dust and maintenance grading, and no environmental issues.

 

GM Comment

Additives with claims to reduce dust and improve unsealed pavements have been marketed for many years.  My understanding is that they break down with rain and are not so effective in higher rainfall areas such as the mid north coast.  The matter has been discussed with the AGMES who has previous experience with the use of such additives.  He doesn’t believe they are effective and does not support a trial.

 

Recommend

That no work be undertaken on investigating the use of a pavement stabilising aid on unsealed roads.

 

 

Suggestion 28

Trial “Work for the Dole” program in the parks and reserves summer season instead of appointing temporary labour (Assistant General Manager Engineering Services and Manager Business Development)

Savings/Benefit

Each summer season Council appoints between 5-6 seasonal workers, either through a labour high company or temporary employment for a period of between 3 to 5 months depending on the growing season.  Council also advertise a series of contracts of various values for work in outlying reserves.  The Council pays about $18,000 per month for temporary labour during the growing season.  The recently revamped “Work for the Dole” scheme provides a team comprised of 10 persons who work 15 hours per week.  Two teams are potentially available to Council.  Having 10 staff will allow for breaks during the heat.  There may be perception that this program is taking over full time jobs.

 

GM Comment

It is worth trialling and analysing the outcome.  The $54,000 spent on labour over the 3 summer months could be redeployed into new park equipment or toilet block upgrades.

 

Recommend

There be a trial of two (2) “Work for the Dole” gangs in parks or for other activities.

 

 

Suggestion 29

Trial Joint venture arrangement with Mid Coast Road Services on heavy patching and road repair – wet hiring specialled equipment and training Council day labour (Assistant General Manager Engineering Services)

Savings/Benefit

There is approx.$800,000 dollars allocated for the heavy patching program across rural roads and urban streets. Presently this work is awarded to Mid Coast Road Services (under a biannual contract) to undertake as Council does not have the required plant and machinery. The AGMES has been investigating a means to have Council day labour undertake some of this work to retain workforce continuity once flood damage grants begin to dry up as well as cuts within the FAGS funding

 

Discussions have been held with MCRS to place Council day labour with their team to supplement their labour with a view of training Council staff and only wet hiring the specialled equipment. MCRS are amicable with the joint venture and have provided tentative costings of wet hire of specialled equipment

 

There are potential scales of economy in saving for Council offsetting day labour working with private enterprise philosophies. This ensures that Council labour is up skilled, employment maintained and benchmarked against output of a private contractor. Unless we can maintain the same standard of work and output, it not worth Council considering looking at introducing specialised equipment and continue to contract the work out

 

It is unknown at this stage what potential savings would be made, but is anticipated that our labour rate would be lower resulting in potentially more work on the ground being undertaken with a major benefit of the up skilling of our staff.

 

GM Comment

This is a good initiative which will explore the opportunity for a productivity improvement through an alliance with an external party.  Heavy patching is a core maintenance and road rehabilitation task.  There are only a limited number of suppliers of the service and the addition of capacity on the part of Council to undertake the work should make the pricing more competitive.  It would also be advantageous for Council to have more control over the task so that its budgeting is less affected by the competing demands for the contractor’s services and the weather.

 

Recommend

That the AGMES proceed with negotiating a joint venture with Mid Coast Road Services for the provision of heavy patching.

 

 

Suggestion 30

Consider implementing more solar compactor bins in high/profile areas after  analysing the success of the current bins (Assistant General Manager Engineering Services)

Savings/Benefit

The initial results of the recently installed solar compactor bins are looking very promising, showing that we no longer need to empty the bins each day x 7 days per week (as per current practice), whilst still early we are getting up to 7 days at Macksville before emptying the bins and these are not at 80% capacity.

 

The bins located in the main street at Nambucca Heads are showing that we can empty them twice a week instead of 7 days per week. Additional services maybe required during peak holiday period or special events

 

Whist the bins are $5,000 each it is unknown at this stage what potential savings would be made, until we capture and analyse the data but is anticipated;

1 labour can be redeployed to other duties such as providing a greater emphasis on toilet and street cleaning

2 they appear to be quicker to empty and less travel time saving in fuel

 

GM Comment

Whilst still early days this initiative is showing great promise and has positioned Council as a regional innovator in improving productivity in waste management.  As indicated by the AGMES, the savings now have to be realised through the redeployment of labour and reduced fuel costs.

 

Recommend

That the progress with the installation and operation of the solar compactor bins be noted.

 

 

Suggestion 31

Investigate the growth in materials expense (Assistant General Manager Corporate Services)

Savings/Benefit

The graph below depicts growth trends in 3 broad categories of costs.  The most dramatic costs increase is that of materials which is over three time CPI.  Materials include goods and services and encompass payment to contractors.  These are operational costs and don’t include investment in capital items.  The growth in the class of expense may have a combination of very legitimate reasons, however the dramatic nature of the increase warrants further investigation.  This work has not been completed to date.

GM Comment

The suggestion is not in itself a productivity saving but a direction for investigation which may produce productivity savings.  The most likely issue posed by the graph is the relative efficiency of services provided by Council staff –v- contractors.  There are some activities undertaken by contract, for example traffic control and heavy patching, which could equally be undertaken by Council day labour.  The investigation of the graph will have to consider such issues.  The other factor which has likely influenced the graph is the completion of flood damage works.

 

Recommend

That there be investigation of the growth in materials expense and that the matter be the subject of a further report to council.

 

 

 

 

Productivity Improvements – Strategic/Policy Recommendations

 

Suggestion A

That Valla Beach Pre-School insures the building itself as it is a private commercial activity (Safety & Risk Officer)

Savings/Benefit

The saving to Council would be $3,085 per annum.

 

GM Comment

The Valla Community Preschool and Occasional Care is a community based incorporated association operated by a committee of management.  Its description as a “private commercial activity” does not reflect this.  The Incorporated Association rents the premises from Council via a license agreement which was entered into on 21 June 2012 for a three year term.  The license agreement requires the licensee to carry $20m in public risk insurance but like most tenancy arrangements does not require the licensee to pay for building insurance.  The initial rent charged for the property was $724 plus GST per annum and is subject to an annual rental adjustment.  Consideration has previously been given to either selling or transferring the property to the Incorporated Association who would then become responsible for all of its operating costs.  However the property includes the Valla Beach community hall and the Pre-School use the kitchen attached to the hall.  With the existing operating arrangements it would be difficult to separate the hall from pre-school by way of a subdivision.  Council may care to review the rent at the end of the current three year term to include the cost of building insurance.  I have recently reported on seeking to reclassify as operational land, the vacant land to the east of the hall.  The recommendation to reclassify the land has been deferred for a further report.

 

Recommend

Council review the property rental when the licence falls due for renewal in 2015.

 

 

Suggestion B

That Eungai Pre-School insures the building itself as it is a private commercial activity (Safety & Risk Officer)

Savings/Benefit

The saving to Council would be $1,367 per annum.

 

GM Comment

The same principles apply at the Eungai Preschool as at Valla Beach.  The Council has entered into a 5 year licence agreement with the community based and incorporated Preschool which commenced in October 2011 and concludes October 2016.  The rent is $429 plus GST per annum and is subject to an annual rental adjustment.  Several years ago the Pre-School executive advised they were agreeable in principle to the purchase of the property but were not in a position to do so at that particular moment.  The transfer of the property from Council to the Incorporated Association would avoid operating expenses like insurance and more significantly the cost of depreciation.  I am meeting with the Pre-School executive on 13 August as they wish to transfer the day to day operation of the Pre-School to the Nambucca Valley Children’s Group.  This would necessitate a change to the licence.  A possible transfer of ownership will be discussed with them.  The land has already been classified as operational land in Nambucca Local Environmental Plan 2010.

 

Recommend

That Council negotiate with the Eungai Pre-School Inc. with the intention of transferring ownership of the Eungai Pre-School being Lot 163 DP 822649, Little Tamban Road, Eungai Creek.

 

 

Suggestion C

All RFS fire sheds not be insured due to a very low level of risk (Safety & Risk Officer)

Savings/Benefit

There would be a saving of $6,317 per annum in insurance premiums.

 

GM Comment

Council has 14 RFS fire sheds on its insurance schedule with insurable values of between $119,000 and $201,000.  It is agreed that the risk is relatively low but the premium is also relatively low considering the number and value of the buildings on the insurance schedule.  It should also be noted that Council’s property insurance does not cover replacement cost, only the depreciated value.  The loss of just a single shed through fire or otherwise would likely cost Council more than 15 years of premiums.

 

Recommend

That the insurance cover for RFS fire sheds remain.

 

 

Suggestion D

All community halls including Grants Hall not be insured due to the low level of risk (Safety and Risk Officer)

Savings/Benefit

The valuation of the halls tends to reflect their historic value and not what they would be replaced with or whether they would be replaced.  For example the Taylors Arm hall is valued at $1.37m.  There would be a saving of $209,278 per annum.  The Safety and Risk Officer notes that the Council has 103 insured properties on its books, with a total value of $110,672,041.  This costs Council $307,000 per annum but notes that Council has not made one property claim in 5 years.

 

GM Comment

It has been previously reported that for a population of 19,000, the Council owns and maintains a very large stock of public halls and meeting facilities.  Examples of the insurable value of these buildings are the Nambucca Heads Entertainment Centre $3.38m, Bowraville Theatre $3.6m, Bowraville Folk Museum $2.5m, Taylors Arm Hall $1.37m, Macksville Senior Citizens Centre $1.2m, Valla Beach Pre-School & Hall $1.1m, Grants Hall $1.02m, South Arm Hall $772,000 and the list goes on with another eight halls listed on the schedule.  Action has been on-going in the transfer of some of these facilities to the incorporated associations who manage them.  This is currently underway for the Nambucca Senior Citizens Centre which has an insured value of $828,000 as well as the Bowraville Folk Museum which has an insured value of $2.5m.  Many of the facilities are older timber structures where there is greater risk and also greater replacement costs.  As a general principle the Council should not remove insurance cover unless it is confident that it would not seek to replace the building in the event of its destruction by fire or otherwise.  A level of confidence could only be achieved after extensive consultation with stakeholders and users of the facility.

 

Recommend

That the insurance cover for community halls be maintained but the Council continue to pursue opportunities for the transfer of the buildings to any incorporated associations who manage them.

 

 

Suggestion E

Council keep the commission from the Book Easy booking system (Finance Section)

Savings/Benefit

Council’s Finance Section currently provides the administrative support for the Book Easy bookings in terms of undertaking the reconciliation of bookings, including the distribution of payments to accommodation and service providers as well as paying the commission to Book Easy themselves.  The Finance Section has questioned if Council could keep the commission as it provides all of the administrative support and passes on the commission of about $5,000 per annum to Nambucca Valley Tourism Inc.

 

GM Comment

When the BookEasy internet booking system was purchased in 2006, the arrangement which was entered into was that Council would providing the booking commission to Nambucca Valley Tourism to support their tourism marketing activities.  It was reasoned this would encourage local accommodation providers and tourist operators to support the system as the proceeds would be coming back to support their local industry.  The redirection of the proceeds of the commission is not a productivity improvement but a negative change in the service level Council provides to local tourism.  The BookingEasy system has now been dwarfed by other on-line providers such as booking.com and wotif.com and other Councils have moved to partner with these major providers.  With the imminent relocation of the Pacific Highway there does need to be a strategic review of the role and function of the Visitor Information Centre and Council’s delivery of support to the tourism industry.  This review should include opportunities for revenue raising through commission and merchandise sales.  Advice has recently been received that Council owns the site of the Visitor Information Centre and can proceed to create a title to the property.

 

Recommend

There be a report to Council on the future of the Visitor Information Centre and Council’s delivery of support to the tourism industry.  The review should include opportunities for revenue raising through commission and merchandise sales.

 

 

Suggestion F

Reduce the number of elected Councillors from 9 to 7 (General Manager)

Savings/Benefit

This matter has been reported a number of times previously, the last time being on 16 February 2012.  The Council has the ability to conduct a referendum at the 2016 election to let the community decide in relation to whether there should be nine (9) or seven (7) councillors.  If the majority of the community decide to reduce the number of councillors it would take effect from the 2020 election.  In 2011 it was reported that such an initiative would save the Council at least $29,000 per annum.  Compared to other Mid North Coast councils, Nambucca Shire Council would still have a high level of representation per capita.  Our neighbouring Council of Bellingen already operates satisfactorily with seven (7) councillors.

 

GM Comment

The NSW Local Government Act provides that the number of councillors can range from 5 to 15 (one of whom is the Mayor).  In smaller communities, consideration needs to be given to the maintenance of a quorum where there may be pecuniary interests and instances of leave to be considered.  Seven (7) councillors would require a quorum of four (4).  This seems to be workable at Bellingen Shire Council whereas a reduction to the minimum of five (5) may pose difficulties.

 

Recommend

That Council conduct a constitutional referendum at the 2016 Council election in relation to whether the number of councillors, including the Mayor, be nine (9) or seven (7).

 

 

Suggestion G

Council investigate the potential for logging timber from its road reserves as a revenue opportunity (General Manager)

Savings/Benefit

This novel suggestion was put to the General Manager by a retired ratepayer who has extensive experience in the timber industry and who is aware of Council’s financial situation.  He was not representing any logging operator but was offering his advice in the hope that it may provide the Council with an on-going source of revenue.  The ratepayer did provide his time to show the General Manager and Manager Business Development the potential for logging along roads in Eungai as well as Congarinni Road South and Talarm Road.  It was plain from the inspection that there is a significant timber resource in many road reservations, some of which are only lightly trafficked.

 

GM Comment

Balanced against the potential revenue there are obviously environmental and work, health and safety considerations as well as the need for resident consultation and temporary road closures.  Survey work may also be required to establish that the trees are actually on the road reservation as fences do not necessarily represent the legal alignment.  My preliminary judgement is that risks of the endeavour (environmental, public complaints, work/health/safety) are unlikely to be justified by the potential financial return.  However I have no knowledge of or expertise in the timber industry and there is the option that Council could call for expressions of interest.

 

Recommend

That no further action be taken.

 

 

Suggestion H

Reduce Council meetings to once a month (Business Services Unit)

Savings/Benefit

Will assist senior management and staff with improved time management.

 

GM Comment

This initiative has previously been considered and reported on.  Given the amount of business and the need for timely decision making it is not considered feasible to reduce council meetings to one per month without a significant change in the way Council does business.  This will inevitably mean the elected Council will have less involvement in the conduct of the business.  Whilst some may see this as good in terms of freeing up the time of senior staff, it will not be conducive to team dynamics, accountability and in the end the governance of the organisation.

 

Recommend

There be no change to Council’s meeting arrangements.

 

 

Suggestion I

Council discontinue the policy of requiring the opportunity to comment on draft policies before they are submitted to Council (Business Services Unit)

Savings/Benefit

The staff observation is that there is a lot of wasted time and double handling in having draft policies being scrutinised on three occasions – once before it is submitted to Council, a second time when it is submitted to Council and prior to public exhibition and a third time at the conclusion of the public exhibition.  The staff also observe that there is often no or only a few minor comments submitted in response to the initial draft which could have been incorporated in the draft policy at the time it is submitted to Council for exhibition. 

 

GM Comment

I agree with the comments.  If the draft policy presented to Council by the staff is so flawed that it should not be placed on public exhibition, the Council always has the option of deferring it and providing the opportunity for Councillors to submit their comments to the author before it is reconsidered.  This is preferable to slowing down and doubling handling all draft policies.

 

Recommend

That Council discontinue the policy of requiring the opportunity to comment on draft policies before they are submitted to Council

 

 

CONSULTATION:

 

There has been consultation with Council’s management.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no significant implications for the environment.

 

Social

 

There are no significant social implications.

 

Economic

 

There are no significant economic implications.

 

Risk

 

It is possible that many of the suggestions will not be implemented for a range of reasons and hence the productivity savings will not be realised.  There are also risks associated with inaction.  The Federal Government will be removing a compounding $121,688 of revenue from Council’s operations for an indefinite period.  As Council’s financial sustainability is weak, it does need to respond to such changes rather than accept a “business as usual” approach.  “Business as usual” will almost certainly mean a reduction in expenditure on road construction being a large expenditure with diffuse stakeholders and likely longer lead times before there is a negative reaction from the community.  However besides the fact that the depreciation of Council’s infrastructure is the underlying reason for Council’s operating deficits, the Council has also made commitments in its special rate variation to maintain the funding commitment to roads.  For these reasons it is recommended that Council go further than the nominated productivity savings in the tables above and examine options within its organisation structure to achieve on-going savings of $121,688.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

If all of the suggestions and recommendations identified in the report were to be adopted and implemented they will not achieve, in aggregate, realisable and on-going cash savings to Council of $121,688 per annum.  This is the funding to be lost to Council in 2014/15 and subsequent years through the non-indexation of the financial assistance grants.

 

This outcome was foreshadowed in the notice of motion.  The dilemma for the council is that its continuing operating deficits before grants and contributions provided for capital purposes ($3.69m in 2011, $2.67m in 2012 and $9.8m in 2013) mean that its financial sustainability is weak.  The Council does need to avoid a worsening of this situation and it can only achieve this by realising on-going savings and/or revenue increases of at least $121,688 per annum.  As Council’s rates revenue is locked in for the next 3 years the focus must be on on-going savings.  And despite the many worthwhile productivity suggestions contained in the report, realisable cash savings will require an adjustment of Council’s organisation structure and the service levels related to that structure.

 

There will be a report in closed meeting on options to adjust Council’s organisation structure to achieve on-going savings of $121,688 per annum.

 

Source of fund and any variance to working funds

 

Some of the productivity suggestions will require expenditure before they are achieved. 

 

The proposed savings identified in information technology will improve Council’s working funds at the next quarterly review.

 

Service level changes and resourcing/staff implications

 

These matters are considered in the report and also the report in closed meeting.

 

Attachments:

There are no attachments for this report.  


Ordinary Council Meeting                                                                                           25 September 2014

General Manager's Report

ITEM 9.6      SF894              250914         "Fit for the Future" Reforms

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

The NSW Government has announced its response to the final report by the Independent Local Government Review Panel.  In broad terms the Government’s response is to support the Panel’s key recommendations with some funding “carrots” whilst at the same time establishing a framework which will allow some “stick” to be applied to the reform process at a later date.

 

It is apparent that the next few years will be a time of considerable change in NSW local government.  Council needs to be open to the opportunities which will improve productivity and service delivery, but at the same time carefully consider the risks associated with unproven endeavours such as the proposed Joint Organisations.

 

 

Recommendation:

 

That Council note the information concerning the NSW Government’s “Fit for the Future” reforms.

 

 

OPTIONS:

 

There are no real options.  The report is for information.  The NSW Government has announced its response to the final report by the Independent Panel and also its intention to legislate to introduce some aspects of the reforms, including the establishment of Joint Organisations.

 

DISCUSSION:

 

The NSW Government has now announced its response to the report by the Independent Local Government Review Panel approximately 11 months after the publication of its final report, “Revitalising Local Government”.

 

The package of reforms has been badged, “Fit for the Future” being, a “blueprint for the future of local government”.

 

The major provisions of the reform package as they relate to Nambucca Shire Council are as follows.

 

In October 2014, the council will receive a self-assessment tool to help it review its current performance against the Fit for the Future criteria.  A Fit for the Future council is one that is:

 

·      Sustainable

·      Efficient

·      Effectively manages infrastructure and delivers services for communities

·      Has the scale and capacity to engage effectively across community, industry and government.

 

The nominated criteria against which Council will be assessed are those which have been developed by the Office of Local Government based on the work of TCorp and the Independent Local Government Review Panel.  They are:

 

Definition

Criteria/Benchmarks

General sufficient funds over the long term to provide the agreed level and scope of services and infrastructure for communities as identified through the Integrated Planning and Reporting Process.

Operating Performance Ratio (> or equal to break even over 3 years)

Own Source Revenue Ratio (>60% over 3 years)

Building and Infrastructure Asset Renewal Ratio (>1 over 3 years)

Maximise return on resources and minimise unnecessary burden on the community and business, while working strategically to leverage economies of scale and meet the needs of communities as identified in the Integrated Planning and Reporting process.

Infrastructure Backlog Ratio (<2%)

Asset Maintenance Ratio (>1)

Debt Service Ratio (>0 and less than 0.2)

 

Efficient service and infrastructure delivery, achieving value for money for current and future ratepayers.

Real Operating Expenditure per capita over time.

Demonstrate strong organisational and regional capacity to mobilise resources to engage effectively across community, industry and government.

Has the scale and capacity consistent with the recommendations of the Independent Panel.

 

Council’s Financial Statements for the year ended 30 June 2013 indicate an average Operating Performance Ratio over the past 3 years of -19%; an average Own Source Operating Revenue Ratio over the last three years of 49%; and a Building and Infrastructure Asset Renewal three year average of 0.81.

 

In relation to the other nominated financial criteria the Council’s Infrastructure Backlog Ratio for the year ended 30 June 2013 was 31.0%; the Asset Maintenance Ratio was 0.69 and the Debt Service Ratio was 0.36.

 

In summary, this Council like most if not all Mid North Coast Councils, does not meet the criteria/benchmarks which have been established.  This Council, like many others, also falls short in a number of the benchmarks by such a margin that it might be queried whether the criteria are realistic.

 

The Office of Local Government has requested IPART review these financial benchmarks and it’s possible that the benchmarks which Council will be assessed against will be different to those listed in the Fit for the Future literature.

 

Following the receipt of the self-assessment tool, the Council will need to prepare a “roadmap” for becoming Fit for the Future, taking account of the community’s needs and future outlook.  Consideration of scale and capacity will be the starting point, based on the Independent Panel’s recommendations for the council.  Councils may submit proposals for scale and capacity that are different to the recommendations made by the Panel, so long as they are broadly consistent with the Panel’s recommendations.

 

Council will need to submit its “Fit for the Future roadmap” by 30 June 2015 for review by a team of independent experts.  The expert panel will make recommendations to the Minister before the end of 2015.

 

To support Councils in preparing their “roadmaps”, the NSW Government has offered the following support.

 

·      A one stop shop giving access to “Regional Relationship Managers” to assist councils explore options and access additional support;

·      Access to fully funded skilled facilitators, to assist in bringing councils to the table to identify risks, benefits and options for voluntary mergers;

·      Establishing a Panel of technical experts, with skills in financial analysis, asset management and governance, to support councils gaining access to the information and skills they need; and

·      Access to a structural change expert panel for councils that commit to structural change, to provide affordable access to technical advice to undertake due diligence and community consultation to support voluntary merger or Rural Council proposals.  The State will fund 50% of the cost to councils.

 

The State Government is providing $258m to held councils who have decided to merge to make the transition.

 

Council will be aware that this Council has been nominated to be part of a North Coast Regional Joint Organisation comprised of Clarence Valley, Coffs Harbour, Bellingen and Nambucca Councils.  The Fit for the Future package has some special provisions for the proposed Joint Organisations.  The Reforms identify Joint Organisations as an, “exciting new opportunity to connect ideas and priorities of local and State Governments at the regional level to help our local communities to grow and thrive”.

 

“They will be empowered to bring all councils in defined regions together to discuss and agree to strategic regional priorities for their communities.  They will also create a mechanism for State and local Government to collaborate on agreed priorities in a more consistent, structured and effective way than ever before.

 

Importantly, Joint Organisations are not about duplicating the work of councils or about replacing successful joint service delivery arrangements.  Nor are they about creating a fourth tier of Government.

 

Rather, they are about providing a means of elevating key community priorities, identified by councils through strategic planning processes, into a regional vision and core strategic priorities, and bringing people together to help make them happen.”

 

The State Government has suggested that successful Joint Organisations could be involved in the following activities:

 

·      Improving transport and freight links

·      Attracting education and industry

·      Improving land use planning and cutting red tape

·      Pooling resources to build major works

·      Integrating management of major infrastructure

·      Undertaking critical infrastructure and skills gap analysis

·      Supporting rural councils

 

The Fit for the Future package proposes to provide each Joint Organisation with $300,000 to get established and to enable the establishment of the organisations through legislation.

 

In relation to the Mid North Coast Councils, my view is that the proposed Joint Organisations are an ill-defined and poorly considered adjunct to the real mission which is obviously to improve councils’ financial sustainability.  The State Government itself even acknowledges that the essential elements of Joint Organisations will be developed with Councils over the next 12-18 months through a co-design and pilot model for four (4) regions.

 

By way of example, it is interesting to compare the draft findings of the KPMG report on optimising service delivery across Mid North Coast Councils with the State Government’s proposal for Joint Organisations.  There is little correlation between the draft findings of KPMG's report as to where the significant improvement and efficiency opportunities lie with alliancing and what the "Fit for the Future" package suggests a Joint Organisation will look like.

 

The Councils should be looking at productivity improvements through alliances for "back of house" and some front line customer service activities like information technology, financial services, human resources, customer management, procurement etc, rather than the fairly vague activities listed in the Fit for the Future vision for Joint Organisations, eg improving transport and freight links, attracting education and industry, improving land use planning etc.  Just in relation to improving land use planning and cutting red tape, over the past 10 years the State Government has undertaken a seemingly endless series of planning “reforms” with the intention of cutting “red tape”, but at the end of this process straight forward, non-controversial, domestic scale construction is arguably more regulated than ever.

 

A fundamental weakness with the proposed North Coast Joint Organisation is that it covers a collection of disparate communities stretching from Iluka and Yamba in the north to Scotts Head and Eungai in the south and places like Ewingar, Dorrigo and Burrapine in the west.  There is no single regional centre which anchors these disparate communities.  There is no discernible community of interest.  By way of example, Yamba is closer to Queensland’s Gold Coast than it is to Eungai.  Even State Government agencies apply differing regional boundaries to their involvement with the North Coast.

 

CONSULTATION:

 

The Assistant General Managers participated in a teleconference on 10 September 2014 with Office of Local Government staff and General Managers.  This was the day the reforms were publicly announced.  The précis of the teleconference was as follows:

 

1.       Road show will start next week

2.       $1 billion in funding

·      $300m direct funding

·      $600m interest savings on borrowings over 10 years

·      $100m savings due to reduction of red tape

3.       Key changes

·      New role for Auditor General

·      Minimum 2 year terms for Mayors (where elected by the Council)

·      Clearer role for Mayor

·      New Local Government Act with integrated planning and reporting more central and cuts to red tape

·      New Local Government Act phased in 2016/17

·      IPART review of rating and regulatory burden

·      $105m for regional council amalgamations with 2 councils into 1 receiving $5m; 3 councils into 1 receiving $11m and 4 or more councils into 1 receiving $13.5m.

 

I will be attending a meeting in Coffs Harbour on 18 September (after the business paper closed) which has been convened by the Office of Local Government to receive a briefing on the reforms.

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

At this stage there are no implications for the environment.

 

Social

 

At this stage there are no social implications.

 

Economic

 

At this stage there are no economic implications.

 

Risk

 

The reform package presents both risks and opportunities for the on-going sustainability of the Council.  Any Council cannot achieve the opportunities by acting in isolation to other councils.  Conversely if a Council seeks to act in isolation the likely risks to that Council will increase.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The funding package which has been provided for voluntary amalgamations is unlikely to offset the costs of establishing a new amalgamated Council let alone deal with any existing financial sustainability issue.

 

The proposed establishment of Joint Organisations will require funding from the constituent councils.  This is likely to have a significant budgetary impact.

 

Source of fund and any variance to working funds

 

At this stage there is no impact on working funds.

 

Service level changes and resourcing/staff implications

 

At this stage there is no impact on service levels or resources.  However depending upon the size and functions of the proposed Joint Organisation, the Council would need to reduce its own staffing compliment in order to fund the staffing required for the JO.

 

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           25 September 2014

General Manager's Report

ITEM 9.7      DA2001/096      250914         DA2001/095 Modification of existing Extractive Industry consent - Lot 100, 101 & 104 DP 1118337, 491 Valla Rd Valla 

 

AUTHOR/ENQUIRIES:    Paul Guy, Manager Development and Environment         

 

Summary:

 

Extensions to Valla Quarry (Marriott’s Quarry) Valla Road Valla were approved by The Land and Environment Court on 18/11/2002 subject to numerous conditions of consent including the life of the extraction area ceasing when 950,000cubic metres (in situ) (approximately 2,090,000 cubic metres of won material) has been extracted with a conditioned extraction rate of 50,000 cubic metres (in situ) per year.

 

Council was made aware at the 28/08/2013 meeting (Item 12.1) that the Quarry had exceeded the extraction limit and advised that the Quarry operator was preparing an application for modification of the existing consent to increase the annual extraction rate to 79,500 cubic metres (in situ).

 

The application was lodged on 27/09/2013 by the applicant Groundwork plus with legal qualification as to how the application meets the requirements of Section 96 of The Environmental Planning and Assessment Act as a modification requiring that the proposal be ‘substantially the same’.

 

The matter was notified to all properties previously notified, advertised/referred to appropriate Government Departments and Local Aboriginal Land Council.

 

Council resolved to approve the modification as follows:

 

1        That the application be approved for a twelve (12) month period only with a review at the end of that time.

2        That there be telephone notification of proposed blasting to all residents within a 2 km radius of the quarry.

3        That the modifications not be released until the land purchases resolving noise issues have been finalised.

4        That building inspections be undertaken where requested by concerned residents, detailing the present condition of any structures on the property.

5        That the quarry operator develop an appropriate Code of Conduct for truck drivers transporting quarry product on public roads.  The Code of Conduct is to be referred to Council for endorsement.

6        That Council formally request the Quarry to cease operations on a Saturday.

 

This application seeks to modify conditions 1 & 2 above as detailed in the report.

 

NOTE: This matter requires a “Planning Decision” referred to in Section 375A of the Local Government Act 1993 requiring the General Manager to record the names of each Councillor supporting and opposing the decision.

 

 

 

Recommendation:

 

That council support the modification and amend the subject conditions as follows:

 

Condition 1

 

The applicant shall cease extraction of rock and sand from the extension area of 7 hectares which is the subject of this consent when 950,000 cubic metres (in situ) of material has been extracted from that area.  While extraction of material in accordance with consent to DA 1995/056 continues to take place, the maximum annual extraction of material from the extension the subject of this consent shall not exceed, when combined with the extraction of material from the area subject of DA 1995/056, 50,000 cubic metres (in situ). Once extraction of material in accordance with consent to DA 1995/056 has ceased, the maximum annual extraction of material under this consent shall not exceed 79,500 cubic metres (in situ). for a period of 12 months at which time the matter will be reviewed following a written submission from the applicant qualifying reasons for its continuation.

 

Condition 2

 

Except in circumstances where urgent blasting is required for reasons of safety only, notification by telephone, in writing, advising two days two days prior to any blasting being undertaken on the site, shall be given made to the occupiers of neighbouring properties by ordinary mail or fax, e-mail, letter box drop, etc. Copies of such notifications are to be forwarded to NSC prior to the blasting being undertaken. Written notification is to include all properties within a 2km radius of the site by means acceptable to the occupiers, being telephone, e-mail or letter. Notification procedures are to be specified in the EM&RP. In the event that urgent blasting takes place for safety reasons the applicant shall notify the Council in writing of the reasons for such blasting and its nature, within 24 hours of the blasting occurring.

 

 

 

OPTIONS:

 

-     That council not approve all or part of the modification

-     That council amend the wording of the proposed conditions

-     That council approve the wording of the proposed conditions but incorporate additional conditions to further empower compliance of the two (2) matters being modified

-     That Council issue a time limited consent for the removal of the increased annual extraction rate of five (5) years whereby the  consent reverts to the original extraction rate of 50,000 m3 (insitu)

 

 

DISCUSSION:

 

An application to modify the consent has been submitted by Groundwork plus, a consultant acting for Quarry Solutions in accordance with Section 96(1A) of the Environmental Planning and Assessment Act 1979.

 

The quarry operator seeks to modify items 1 & 2 as listed in the summary and as per the recommendation.

 

The application for modification is made pursuant to s96(1A) of the Environmental Planning and Assessment Act 1979 (the ‘Act’) as it will be of minimal environmental impact. This application seeks to modify conditions 12 and 28.

 

Council in the first instance must determine that the modification is substantially the same development. To this end the proposed modification to the original approval is of minimal environmental impact as it does not alter the approved land use, development footprint, staging plans, method of extraction, equipment, plant, operating hours, total extraction limit (950,000 cubic metres), annual extraction limit (79,500 cubic metres in situ as modified by Council), total truck movements over the life of the quarry or finished land form from that approved. Nor does the proposed modification alter the previously identified environmental and amenity impacts and the measures employed at the site to manage and mitigate those potential impacts.

 

In establishing the application as a modification (‘substantially the same’) Council is able to proceed to a merit based assessment which requires amongst other matters in clause 96AA;

 

1        It has considered any submissions made concerning the proposed modification within any period prescribed by the regulations or provided by the development control plan, as the case may be.

 

2       In determining an application for modification of a consent under this section, the consent authority must take into consideration such of the matters referred to in section 79C (1) as are of relevance to the development the subject of the application.

 

And Clauses 35 & 36 of Schedule 3 in the Environmental Planning and Assessment Regulation

 

There have been four (4) submission made with respect to this application, however only those matters that relate specifically to the modification have been included in the following précis (the full submissions are contained in the confidential report)

 

The ability to use ‘urgent blasting’ as a means not to pre-notify

 

The recommended condition change includes ‘urgent blasting for safety reasons only.

 

A request for a list of residents Quarry Solutions claims to have attempted to contact for phone numbers, and why no apparent attempt appears to have been made to follow up by personal contact those that did not reply

 

This modification has been lodged to ensure more modes of contact available so occupiers do not miss out.

 

The review condition was in place because Quarry Solutions had shown a disregard for consent conditions and has exceeded their extraction limit in the past. Current figures suggest they are likely to do so for the current reporting period

 

The General Manager has recently reviewed the extraction figures to date and has written to Quarry Solutions seeking their proposed management model/methodology to ensure the annual extraction rate is not exceeded.

 

The following response has been received from Quarry Solutions to clarify the matter;

 

Following the recent modification of Consent on 2 May 2014 however, this anniversary date has subsequently changed to 2 May, meaning effectively that the clock restarted on the date of the decision. The annual extraction rate is now taken to be from 2 May for the 12 month period noted in the Consent.

 

To further clarify, Condition 12 of the Notice of Consent states:

 

‘………Once Extraction of material in accordance with consent to DA 1995/056 has ceased, the maximum annual extraction of material under this consent shall not exceed 50,000 79,500 cubic metres (in situ), for a period of 12 months at which time the matter will be reviewed following a written submission from the applicant qualifying reasons for its continuation.’

 

The condition clearly outlines a period of twelve months connected to the decision (being 2 May) and references the volume permitted to be extracted.

 

Further, in the Determination section on page 2 of the Notice to Applicant Determination of a Modification of Development Consent dated 2 May 2014, the following is noted:

 

‘Consent to operate from: 2 May 2014 for a period of 12 months at which time subject to review the consented Annual Extraction Rate shall revert to as previously approved (50,000 cubic metres).’

 

There has been consultation with solicitors Corrs Chambers Westgarth to confirm the interpretation of the conditions and consent with respect to the extraction limit and anniversary date and they have confirmed this is correct and are happy to provide a legal opinion on this matter if required by Council.

 

For Council’s information, we have been monitoring the volumes post 2 May 2014 carefully to determine our compliance position with the approval and can advise to the end of August 2014, we have extracted 60,719.76 tonnes or 23,353.75 cubic metres (in situ). If we continue at these average rates for the remaining eight (8) months of the reporting year, we will remain under the 79,500 cubic metre in situ limit.

 

The increase in demand is due to the current short term activity around the the Pacific Highway upgrade. Residents do not want an increase in extraction that is permanent.

 

Council can issue a time limited consent if they believe the increased activity is detrimental to environmental, economic or social factors. A consent for increased extraction for say 5 years would give some economic certainty for the development but is not what the modification is requesting and is open to challenge. Council would have to justify that the above considerations have led to the time limited consent.

 

The community went to court at monetary cost to get the consent conditions and we don’t want those conditions changed or weakened

 

The conditions imposed by the court were modified by council on 24/04/2014. The present modification seeks firstly economic certainty and secondly to improve notification of blasting.

 

The review was put in place because Quarry Solutions had shown a complete disregard for  complying with their consent conditions (mostly extraction rates) for two years in a row.

 

As noted previously in the report the Council can impose a time limit which is challengeable but it cannot impose a requirement for a review.

 

In line with increase in demand above detailed the submission suggests a three year time limit further stating that the residents object to a permanent increase in extraction limit because of a short term increase in demand

 

Refer above response to increase in demand

 

Clause 79c Environmental Planning and Assessment Act has a number of matters which need to be considered and accordingly have been addressed as follows:

 

Mid-North Coast Regional Strategy

 

The Valla quarry is seen as a regionally significant extractive resource meeting sustainability criteria for defining potential development boundaries.

 

LEP2010

 

The quarry is an approved development in accordance with councils Local Environmental Plan at the time and is identified in accordance with LEP 2010 clause 7.5 as a location of significant resource of extractive materials.

 

DCP 2010

 

The footprint for the development will be the same as originally approved with acceptable buffer separation. The objectives of the DCP have been managed by conditions of consent that have been previously imposed, currently modified and/or added.

 

SEPP (Mining, Petroleum Production, and Extractive Industries) 2007

 

The land occupied by the quarry as a Mineral and Extractive Resource has been identified by Clause 7.5 of the LEP and associated mapping as land that meets the requirements of Clause

 13 of this SEPP. Accordingly the aims of the SEPP have been identified and met.

 

Environmental Planning and Assessment Regulation

 

Schedule 3 Clause 35 – determines whether alterations or additions are designated development. In this case it is not an alteration or addition to the existing development as there is no change to the overall approved development.

 

The following conditions are requested to be modified; with any further requirements of 79© being assessed

 

Condition 12 as approved reads as follows:

 

The applicant shall cease extraction of rock and sand from the extension area of 7 hectares which is the subject of this consent when 950,000 cubic metres (in situ) of material has been extracted from that area.  While extraction of material in accordance with consent to DA 1995/056 continues to take place, the maximum annual extraction of material from the extension the subject of this consent shall not exceed, when combined with the extraction of material from the area subject of DA 1995/056, 50,000 cubic metres (in situ). Once extraction of material in accordance with consent to DA 1995/056 has ceased, the maximum annual extraction of material under this consent shall not exceed 79,500 cubic metres (in situ), for a period of 12 months at which time the matter will be reviewed following a written submission from the applicant qualifying reasons for its continuation.

Reason: To ensure that operations comply with application and approval.”

 

The applicant states that the previous modification application made to Nambucca Shire Council dated 25 September 2013 sought only to modify condition 12 of Consent DA 2001/096/01.

 

Council in making their decision further amended the condition to add a timeframe of approval of 12 months with a requirement for an additional submission to be made by the Applicant at the end of that 12 month period if it seeks to continue extraction at that level. The Council has authority under the EP&A Act to regulate conditions of consent. However, the requirement in condition 12 for the Applicant to make further submissions (in addition to its modification application) creates duplication and imposes unnecessary additional application and assessment processes. Council by way of their decision has also potentially reduced the life of the approval, certainly at the extraction rates requested which provides uncertainty for investment in the operation and for Quarry Solutions to consider longer term plans for the operation.

 

Quarry Solutions is requested to enter into contracts for supply of quarry materials to customers including for staged projects, requiring the quarry to commit to production of certain products at certain volumes within agreed project timeframes over a number of months or even years. Without certainty in approval, the quarry is unable to commit to contracts or agreements to guarantee supply to these types of projects which in most cases have a duration exceeding that imposed by Council.

 

The applicant requests that the review period be removed from the condition which is supported for the following reason:

 

The proposed modification to the development consent includes the removal of the condition 12 review period of the determination of the development consent which was imposed by Council as part of the previous modification application. Section 80A of the Environmental Planning and Assessment Act 1979 (EP&A Act) sets out circumstances in which conditions of development consent can be imposed. The provisions contained within section 80A do not allow for a condition to be imposed which facilitates the review of the determination of a development consent such as that included within the subject development consent. The only reviewable conditions permissible under section 80A are for entertainment venues, function centres, pubs, registered clubs, or restaurants with regards to a condition that permits extended hours of operation or a condition that increases the maximum number of persons permitted in a building.

 

Having regard to the above, the imposition of a condition within the subject development consent to review the determination of the development application is considered to be unlawful because Council does not have the power to include it within the development consent under section 80A of the EP&A Act.

 

When determining a development application for approval (which has occurred in this case), Council must be satisfied that the development will not result in any significant impacts on the natural, social, or economic environments of the site or surrounding area. Conditions are then imposed to ensure the deemed significant impacts are mitigated. As previously reported to Council it is considered that the recommended conditions of consent are satisfactory to mitigate any significant impacts posed by the increased extraction rate from the site. As such, it is recommended that the condition 12 review period be deleted from the development consent.

 

Alternatively, if Council is not satisfied that the proposed increased extraction rate will not significantly impact on the locality; the increased extraction rate should not have been approved and condition 12 should revert back to the previous limit imposed in the original consent i.e. 50,000 m3 in situ.

 

Further with respect to condition 28 which requires notification of blasting to be conveyed by telephone the applicant states, ‘Quarry Solutions has been historically undertaking notification in line with the previous format of the condition prior to amendment by Council on 2 May 2014  in writing via mail, e-mail, letter box drop and local newspaper advertisement. As a result of the recent amendment, Quarry Solutions wrote to all residents via letter box drop to seek to obtain their phone numbers to allow notification to be provided. Only a small number of residents responded to this letter and some who have been telephoned do not wish to be notified. Many phone numbers known to the quarry for surrounding residents were unsuccessful in contacting the residents in attempting to comply with this amended condition. A more effective way of notification would be via a number of mediums allowing for local residents to receive this information even if they are absent from their homes at the time of notification by telephone. No change was proposed to the wording of the condition in the previous modification application made to Council on 25 September 2013.

 

The modification is supported based on the practical inability to contact all people within the 2km radius however minor changes have been made to the condition to reflect the concerns of affected people

 

CONSULTATION:

 

All property owners (or their present equivalent) previously notified were renotified of the modification application with four (4) submissions made and responses from the EPA and NSW Government Trade and Investment Crown Lands

 

Submissions have been previously dealt with and the responses from the Government Departments were

-     EPA – No objection and satisfied that the proposed modification will not require a variation to Environment Protection Licence

-     Trade and Investment – No further comments

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Clause 7.5 of councils LEP identifies this land on the Mineral and Extractive Resources Map as a significant resource of extractive materials for the purpose of Clause 13 of SEPP (Mining, Petroleum Production and Extractive Industries) 2007.

 

Extract from Clause 13

 

Before determining an application to which this clause applies, the Consent Authority must:

 

a        Consider

 

i)        the existing uses and approved uses of land in the vicinity of the development, and

ii)       whether or not the development is likely to have a significant impact on current or future extraction or recovery of minerals, petroleum or extractive materials (including by limiting access to, or impeding assessment of, those resources), and

iii)      any ways in which the development may be incompatible with any of those existing or approved uses or that current or future extraction or recovery, and

 

b        Evaluate and compare the respective public benefits of the development and the uses, extraction and recovery referred to in paragraph (a) (i) and (ii), and;

 

c        Evaluate any measures proposed by the applicant to avoid or minimise any incompatibility, as referred to in paragraph (a) (iii).

 

In preparing the LEP environmental sustainability assessment was required and carried out.

 

The quarry has been listed as a regionally significant extractive resource in the Mid North Coast Regional Strategy which in the suggested threshold sustainability criteria for defining potential boundaries holds that natural resource limits are not exceeded and environmental footprint is minimised

 

Social

 

There is clearly social impacts experienced and significant public interest within the locality shown by the number of complaints, submissions of no support and community representation. However this was assessed in the original court issued approval and the development being substantially the same does not change that.

 

Economic

 

The quarry provides employment within its operation including the diverse product user groups and transport companies/drivers

 

Risk

 

There is a risk that the applicant may appeal against a refusal of their requested modification.  This would result in significant legal costs being incurred by Council.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Continued Section 94 contributions toward Valla Road upgrade

 

Source of fund and any variance to working funds

 

Nil.

 

Service level changes and resourcing/staff implications

 

Compliance surveillance impacts on staff resources.

 

Attachments:

1

27505/2014 - SOE - Change to conditions of approval

 

  


Ordinary Council Meeting - 25 September 2014

DA2001/095 Modification of existing Extractive Industry consent - Lot 100, 101 & 104 DP 1118337, 491 Valla Rd Valla 

 


Ordinary Council Meeting                                                                                           25 September 2014

General Manager's Report

ITEM 9.8      SF1947            250914         Outstanding DA's greater than 12 months, applications where submissions received not determined from 3 September to 17 September 2014

 

AUTHOR/ENQUIRIES:    Lisa Hall, Technical Officer Planning         

 

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).

 

Table 2 is 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:

 

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

 

Please note that there are no unresolved Development Applications in Excess of 12 months old.

 

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

2014/136

07/08/14

Dwelling-House

Lot 249 DP 755550, 22 Bemago Street, Nambucca Heads

One public submission has been received.

 

Opposing submission:

·    Positioning of air-conditioning motor is directly outside the submitter’s main bedroom. Would like it relocated.

·    Lower windows in SW elevation will be overlooked by submitter’s deck. These rooms are believed to be a bathroom and storeroom. Submitter would like the windows screened.

·    Height limit exceeded in SE elevation A – submitter will leave this to Council to administer.

Plans being amended

2014/131

01/08/2014

Boundary Adjustment, Rural

Lot 11 DP 730826, 382 Mitchells Road, Valla

One Public submission has been received.

 

·    Negotiations ongoing with applicant

·    Resides in Dwelling has and established house yard and gardens. 

·    Dwelling C has no access outlined on site map

2001/096

11/08/2014

Extractive Industry

Modification

Lot 100 DP 1118337, 491 Valla Road, Valla

Three Public submissions have been received.

 

·      Violation of spirit of agreement reached in Land and Environment Court 2001

·      EPA monitoring at home and noise exceeded limits

·      Dust, noise , blasts and quarry trucks on Valla Road

·      Should not have to sell home

·      No trust in law and monitoring of the extractive industries

·      Illness following last blast for approximately 20 minutes

·      Altering an amendment approved in May 2014

·      Altering method of notification

·      Increase in public risk

·      Not notified of urgent blasting

·      Quarry operator shows a disregard for consent conditions by exceeding extraction limit

·      Residents don’t want a permanent increase that will last after the highway construction has finished.

·      Risk of accidents on Valla Road because there has been no speed decrease on that road.

·      No review means it will be more likely that limits are exceeded.

 

Attachments:

There are no attachments for this report.  


Ordinary Council Meeting                                                                                           25 September 2014

General Manager's Report

ITEM 9.9      SF1855            250914         Macksville Streetscape Revitalisation - update

 

AUTHOR/ENQUIRIES:    Grant Nelson, Strategic Planner         

 

Summary:

 

The purpose of this report if for Council to note the progress of the Macksville Streetscape Revitalisation in preparation of the Pacific Highway Bypass.

 

 

Recommendation:

 

Council note the progress of the Macksville Streetscape Revitalisation and information provided in this report.

 

 

OPTIONS:

 

Council may resolve to undertake additional actions.

 

DISCUSSION:

 

On the 16 January 2014 Council resolved the following in regards to the report on the exhibition of the Macksville Streetscape Revitalisation Plans:

 

1        That Council note the responses to the draft plans received via formal submissions or feedback received in other forms.

 

2        That Council resolve to progress to detail plans for Priority Area 1 (River Street).  The detail design take into consideration the comments made through submissions including:

 

·       the location and nature of trees taking into account functionality of the town

·       the changes in parking and other traffic conditions

·       an alternative option to the relocation of the toilet block

·       the many varying suggestions town themes and how these may form part of the design.

 

Staff have progressed these resolutions and engaged consultants to re-draft the River St precinct in more detail. However, during this process and referrals to the Local Traffic Committee, it is clear that the plans will not progress to actual on ground works unless traffic matters are addressed in detail and with assistance of relevant experts. As such the more detailed plans have been paused at this point in time.

 

Council included $50,000 in the 2014/15 general budget to allocate towards this project and in consultation with the General Manager and Manager of Technical Services, Council’s Strategic Planner prepared a brief for the investigation of traffic issues in Macksville Town. The brief was titled “Macksville Revitalisation and Post Highway Traffic Needs Review and Solutions Report” and targeted a budget of $20,000.

 

The project scope encompasses the following main priorities:

 

-     Peer Review of the Revitalisation Plans for Macksville from a traffic and safety perspective;

-     A review of the towns traffic needs post bypass with a focus on intersection treatments and solutions;

-     Availability to discuss solutions with Councils Traffic Committee and Roads and Maritime Service Representatives;

-     Availability to attend a community forum;

-     Provision of cost estimates to install intersection treatments;

 

The outcomes of the project will be used to drive the delivery of the on ground works and ensure they meet relevant traffic outcomes, and provide certainty for future community consultation. If necessary the investigations will provide solutions to maintain the intent of the streetscape plans. Also the report will act as a tool for negotiating asset maintenance and financing of recommended changes with the Roads and Maritime Services. A copy of the project brief is attached to this report.

 

Three (3) local traffic consultants were provided copies of the brief, each submitting fee proposals. Roadnet Pty Ltd have been engaged largely due to a competitive fee proposal, experience with the Kempsey bypass and local knowledge (due to involvement with local developments such as woolworths).

 

To inform the project staff are presently gaining information relevant to project such as:

 

-     Traffic count data in the Macksville CBD (count tubes are currently in the CBD);

-     Other Engineering details;

-     Information from larger shop owners regarding delivery movements;

-     Information from the RMS.

 

All going well with the acquisition of data, a further progress report will be provided to Council on the traffic investigations in November 2014.

 

CONSULTATION:

 

Manager of Technical Services

General Manager

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The traffic management report aims at maintaining the intent of the Streetscape Revitalisation Report which included landscaping treatments and street tree installations

 

Social

 

The consultants have been provided with a copy of the Submissions report from the exhibition of the Streetscape plans. Issues raised by the community in relation to traffic matters have been highlighted by the consultant.

 

The brief includes an allowance for engagement with community representatives and stakeholders such as chamber of commerce, RMS, NSW Police and other emergency services. This will occur after the consultant is familiar with the plans, issues and potential solutions.

 

Economic

 

A budget was provided in the 2014/15 year to progress with the improvements to the Macksville CBD. Although the traffic report is at cost, for actual on-ground changes to occur it is imperative that the support of the local traffic committee is gained for any traffic changes or works cannot proceed.

 

Risk

 

Nil

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The 2014/15 general budget included an allocation of $50,000 towards to the Macksville Post Highway Bypass improvements.

 

Source of fund and any variance to working funds

 

Nil

 

Service level changes and resourcing/staff implications

 

Councils Strategic Planner and Manager of Technical Services are involved with the traffic investigations.

 

Attachments:

1

27619/2014 - Traffic Solutions Brief

 

  


Ordinary Council Meeting - 25 September 2014

Macksville Streetscape Revitalisation - update

 















Ordinary Council Meeting                                                                                           25 September 2014

General Manager's Report

ITEM 9.10    SF318              250914         Macksville Senior Citizens Centre - Handover of Day to Day Operations to Council Staff

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

The Macksville & District Senior Citizens Club Inc. has advised Council that it no longer has the capacity to undertake the day to day management of the Macksville Senior Citizens Centre as a Section 355 Committee of Management.  The Club has requested that Council take over the operational management of the Centre subject to some conditions.  As Council is the owner of the facility, the day to day management of the facility defaults to Council in the event that the Committee of Management is unable to discharge their duties.

 

 

Recommendation:

 

1.       That Council advise the Macksville & District Senior Citizens Club Inc. that it will assume           responsibility for the day to day management of the Macksville Senior Citizens Centre and           acknowledge that the Club’s usage of the facility will have a higher priority over any other           users.  Further that Council accept the usage arrangements nominated by the Club in their           letter of 25 August 2014 including that they not be subject to hire fees nor charges for           electricity or the like.

 

2.       That Council formally extinguish the Section 355 Committee of Management for the           Macksville Senior Citizens Centre.

 

 

OPTIONS:

 

There are no feasible alternatives.

 

DISCUSSION:

 

Council has received the attached letter from the Macksville & District Senior Citizens Club Inc.  The letter follows a discussion between the Club’s Secretary and the General Manager.

 

In summary, the number of Club members has diminished to the extent that the current Executive is unable to discharge their obligations as a Committee of Management.  The advancing age of the remaining members, many of whom are in their eighties, is also a significant factor.  Essentially, the Club wishes to maintain their regular use of the building but divest themselves of the day to day management responsibility.

 

As Council is the owner of the facility, the day to day management of the facility defaults to Council in the event that the Committee of Management is unable to discharge their duties.  In practical terms, this means that Council staff will have to take on responsibility for taking and managing hall bookings, issuing invoices for hall hire, paying invoices associated with the day to day running of the Centre, submitting BAS returns for GST etc.  There will need to be a formal “handover” meeting with the Club so that Council staff are fully informed as to the existing bookings and the applicable hall hire rates as well as making arrangements for the transfer of the Committee’s bank accounts, readdressing utility invoices etc.

 

As the primary purpose of the Centre is to provide for a meeting place for senior citizens and associated recreational activities it is agreed that the activities of the Macksville & District Senior Citizens Club Inc. should have the highest priority for the use of the facility.  The request for the use of the facility in the attached letter accords with the Club’s current usage.

 

Whilst the usage arrangements nominated by the Club in the attached letter are agreed, it would not be appropriate for the Council to enter into a legal agreement to limit its use of a building for which it is responsible for.  It is also likely that the usage of the building will change over time and a legal agreement which endeavours to fix future usage will quickly become redundant.  The preferred approach regarding decisions about the use of the building is to consult and negotiate rather than apply the strictures of a legal agreement.

 

CONSULTATION:

 

There has been consultation with the Executive of the Senior Citizens Club.

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no environmental implications.

 

Social

 

The proposed change in management arrangements will not affect the use of the facility.

 

Economic

 

There are no economic implications.

 

Risk

 

There are no significant risks.  However the issue does demonstrate Council’s risk exposure in relation to the large number of building assets it owns and the heavy reliance on Section 355 Committees of Management to manage the day to day operations of those facilities.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There is unlikely to be any budgetary impact as the hall user charges cover operational expenses.

 

Source of fund and any variance to working funds

 

It is anticipated that the existing cash reserves from the Committee will be transferred to Council.  These will improve Council’s working funds.

 

Service level changes and resourcing/staff implications

 

The most significant implication is that Council staff will be responsible for the day to day management of the facility.  This will require an additional commitment of staff time whereas there are other reports in this business paper which seek to improve productivity and reduce service levels so as to improve the Council’s financial sustainability.  The sections of Council which will be affected will be Business Services and the Finance Section.

 

Attachments:

1

25406/2014 - Letter from Macksville Senior Citizens Club Inc.

 

  


Ordinary Council Meeting - 25 September 2014

Macksville Senior Citizens Centre - Handover of Day to Day Operations to Council Staff

 


Ordinary Council Meeting                                                                                           25 September 2014

General Manager's Report

ITEM 9.11    SF1239            250914         Transfer of the Eungai Pre-School to the Nambucca Valley Children's Group

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

A summary is not required.

 

 

Recommendation:

 

1.       That Council agree to sell the Eungai Pre-School to the Nambucca Valley Children’s   Group for $1.00 plus reasonable compensation for the installation of a disabled access.

 

2.       That Council’s seal be attached to contracts and agreements as required and that the General Manager be provided with delegated authority to determine the reasonable        compensation for the provision of disabled access to the Pre-School.

 

3.       That Council meet all legal and transfer costs associated with the sale of the property except           any legal and associated costs incurred by the Nambucca Valley Children’s Group.

 

 

OPTIONS:

 

Council can decide not to sell the Eungai Pre-School.

 

Another option is that at the end of the existing licence period being 1 October 2016, Council could give notice to the Pre-School to vacate the property and then sell it.  This would be the preferred option for Council’s financial sustainability but the Council would face strenuous opposition to the sale and from experience it would be socially unsustainable.

 

DISCUSSION:

 

Council is the owner of a property on Little Tamban Road, Eungai which has been the subject of a licence agreement for occupation by the community based Eungai Pre-school Inc.  The Pre-school operates out of what appears to be the previous school principal’s residence which adjoins the Eungai Public School.  The building has been the subject of substantial modifications to suit its current purpose.

 

The Pre-School operates on each Tuesday, Wednesday and Thursday during school terms.

 

In May 2014 the Director of the Preschool, Ms Anna Veres, contacted Council advising that the Pre-School’s volunteer management committee could not properly acquit their responsibilities as “Approved Providers” of a Children’s Service.  On behalf of the Preschool, she proposed a new auspicing body for the pre-school being the Nambucca Valley Children’s Group which is an NGO and the existing approved provider for Nambucca Valley Family Day Care.  They also operate the Out-of-School Hours care and Early Intervention programs in addition to their family support services.

 

By way of background, the Nambucca Valley Children’s Group Incorporated is a community based organisation which was established in 1984 with the aim of increasing the level of services for children and families in the Nambucca Valley.

 

The Children’s Group established a Toy Lending Library in 1985 and in 1987 took on organising Vacation Care for the area.  Following the closure of the Nambucca Heads Community Service Centre in 1988, the Department of Community Services provided funding to the Children’s Group to establish a Family Support Service in the Nambucca and Bellingen Shires in 1989.  In 1990 funding was also received for a Family Day Care Service and in 1995, the Group received funding to establish an Early Childhood Intervention Service for children with disabilities and their families.

 

The Group restructured its management in 2003 to meet changing needs and increasing responsibilities and as part of this process, appointed a manager for all services operated.  In 2004 these increased with the Children’s Group resuming responsibility for the operation of the Nambucca Valley Out of School Hours Care Service.

 

In 2004 the funding was approved for management of the Reconnect Bellingen/Nambucca service through a partnership with two other local community services.  Macksville Vacation Care service was established in 2006 and After School Care commenced in Nambucca Heads in 2010.

 

Given the history of the Nambucca Valley Children’s Group they would seem to be well qualified to auspice a community based Pre-school.

 

The proposal is that the preschool continue to operate under the existing arrangements with the existing staff and that the preschool parent committee continue to operate in a consultative capacity but not as the responsible legal entity.

 

The relevance of this to Council is that the Director of the Pre-school sought a change to the licence wherein the licensee would no longer be the volunteer incorporated association of parents but instead be the Nambucca Valley Children’s Group.

 

I met with the Manager of the Nambucca Valley Children’s Group and the Director of the Pre-school on 13 August to discuss their proposal in the context of previous discussions to transfer ownership of the Pre-school to the Incorporated Association.

 

Following that meeting a response has now been received from the Manager of the Nambucca Valley Children’s Group advising that the Group would be interested in purchasing the Pre-school for a nominal price subject to the installation of a much needed disability access.

 

Council’s continued ownership of the Eungai Pre-School does represent a liability.  The annual licence fee is only $429.00 but Council is legally liable for all depreciation and building repairs and improvements.  The annual depreciation which Council records as an expense is $6,250.  The written down value of the building is $153,750.

 

The property is classified as operational land and there is no legal constraint to the proposed sale/transfer.

 

CONSULTATION:

 

There has been consultation with the Ms Anna Veres, the Director of the Pre-school and also with the Ms Denise Olsen, the Manager of the Nambucca Valley Children’s Group.

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no environmental implications.

 

Social

 

The proposed arrangements will not affect the existing service offered by the Pre-school.  Therefore there will be no social impact.

 

Economic

 

There is no economic impact.

 

Risk

 

The only discernible risk is that the new owner, the Nambucca Valley Children’s Group, may seek to discontinue the use of the facility as a Pre-school and realise the capital value of the property to finance other activities.  Given the role of the Children’s Group in our community, the risk of this happening is arguably no more than if Council was to remain the owner of the property.  For this reason it is not recommended that Council retain an option to take the property back in the event that the Pre-school service is discontinued.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There will be little budgetary impact in terms of Council’s cash, but there will be implications in terms of Council’s financial statements.  The Council will record the sale of the building as a capital loss because its recorded value is not being realised in the transaction.  On the other hand Council’s depreciation expense will be less.

 

The fact that there is a capital “loss” is of no relevance if the Council is satisfied that the property will continue to be used as a community based pre-school fulfilling the same function as it was under Council’s ownership.  In the longer term, the effective difference will be the reduced depreciation expense which will assist in improving Council’s financial sustainability.

 

Source of fund and any variance to working funds

 

Some working funds will be required to provide the disability access.

 

Service level changes and resourcing/staff implications

 

The transfer will reduce the staff overhead in administering the facility.  This is also a positive for the Council’s financial sustainability.

 

Attachments:

There are no attachments for this report.  


Ordinary Council Meeting                                                                                           25 September 2014

Assistant General Manager Corporate Services Report

ITEM 10.1    SF1874            250914         Financial Report – Statement By Councillors And Management – 30 June 2014

 

AUTHOR/ENQUIRIES:    Faye Hawthorne, Accountant         

 

Summary:

 

Council is required to make declarations under Section 413(2) (C) of the Local Government Act, Local Government Code of Accounting Practice and Financial reporting as per the following recommendations and detailed in the discussion.

 

Council’s financial reports must include a statement in approved form as set out in Sect. 215 of the Local Government (General) Regulation as to its opinion on the general purpose special purpose financial reports.  The declarations are required under the Local Government Act and Local Government Code of Accounting Practice and Financial Reporting and therefore needed in order for the audit to be commenced.

 

 

 

Recommendation:

 

1        That the Mayor, one other Councillor, the General Manager and Responsible Accounting Officer be authorised to sign the Statement on the General Purpose Financial Reports by Councillors and Management made pursuant to Section 413(2) (C) of the Local Government Act.

 

2        That the Mayor, one other Councillor, the General Manager and Responsible Accounting Officer be authorised to sign the Statement on the Special Purpose Financial Reports by Councillors and Management made pursuant to the Local Government Code of Accounting Practice and Financial Reporting.

 

 

 

OPTIONS:

 

Council has the option to form another opinion on the Financial Reports bearing in mind that the audit will need to be deferred until Council agrees to make a statement on the Financial Reports in the approved form.

 

 

DISCUSSION:

 

The audit is scheduled to occur from 30 September – 2 October and it is expected it will be completed to allow the audited Statements to be provided to the Department before the 31 October 2014 and presented to the Public prior to the end of November 2014.

 

A further report of the results for 2013/2014 will be presented to Council prior to presentation to the public.

 

In accordance with the requirements of Section 413(2)(C) of the Local Government Act and the Local Government Code of Accounting Practice and Financial Reporting, Council is required to prepare statements in the approved form as to its opinion on the general purpose and special purpose financial reports.

 

The General Purpose Reports Statement by Councillors and Management declares:

 

1          That the Financial Reports to be submitted to the Auditor have been drawn up in accordance with:

 

·                 The Local Government Act 1993 (as amended) and the Regulations made thereunder

·                 The Australian Accounting Standards and professional pronouncements, and

·                 The Local Government Code of Accounting Practice and Financial Reporting

 

2          That the Financial Reports also:

 

·              Present fairly the Council’s operating result and financial position for the year, and

·              Accords with Council’s accounting and other records.

 

3          That we are not aware of any matters that would render the reports false or misleading in any way.

 

The Statement must be made by resolution of Council and be signed by the Mayor, at least one other Councillor, the Responsible Accounting Officer and the General Manager.  The Statement has to be completed and attached to the relevant annual financial reports so that the audit process can continue.

 

The Special Purpose Reports Statement must also be signed by the Mayor, at least one other Councillor, the Responsible Accounting Officer and the General Manager.

 

The Statement declares:

 

1          That the Special Purpose Financial Statements have been prepared in accordance with the Local Government Code of Accounting Practice and Financial reporting and the:

 

·        NSW Government Policy Statement “Application of National Competition Policy to Local Government”

·        The Division of Local Government Guidelines “Pricing & Costing for Council Businesses - A Guide to Competitive Neutrality”

·        The Local Government Code of Accounting Practice and Financial Reporting

·        The NSW Office of Water (Department of Environment, Climate Change and Water) Guidelines – “Best Practice Management of Water and Sewerage”.

 

2        These reports, to the best of our knowledge and belief:

 

·        Present fairly the Operating Result and Financial Position for each of Council’s declared Business Activities for the year, and

·        Accords with Council’s accounting and other records

 

3          That we are not aware of any matter that would render the reports false or misleading in any way.

 

CONSULTATION:

 

·              Local Government Act 1993

·              Local Government (General) Regulation 2005

·              Local Government Code of Accounting Practice and Financial Reporting

 

 

SUSTAINABILITY ASSESSMENT:

 

Not applicable 

 

FINANCIAL IMPLICATIONS:

 

Refer to discussion.

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           25 September 2014

Assistant General Manager Corporate Services Report

ITEM 10.2    SF1874            250914         Financial Report – Primary Financial Statements – 30 June 2014

 

AUTHOR/ENQUIRIES:    Faye Hawthorne, Accountant         

 

Summary:

 

For Council’s information in relation to the report Item 10.1 - the “Statement by Councillors and Management” which is to be signed by Mayor, one other Councillor, the General Manager and responsible Accounting Officer, the completed 2013/2014 primary financial reports are presented at the end of this report.  These primary reports and the full set of financial statements have not yet been audited and may change after the audit.

 

 

Recommendation:

 

That Council notes the information.

 

 

CONSULTATION:

 

·              Local Government Act 1993

·              Local Government (General) Regulation 2005

·              Local Government Code of Accounting Practice and Financial Reporting

 

 

SUSTAINABILITY ASSESSMENT:

 

Not applicable 

 

 

FINANCIAL IMPLICATIONS:

 

Refer to discussion.


 

 

 

 

 

Updated Graphs illustrating trends in financial performance using unaudited 2014 Financial Statements

 

 

 

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           25 September 2014

Corporate Services

ITEM 10.3    SF251              250914         Schedule of Council Public Meetings

 

AUTHOR/ENQUIRIES:    Monika Schuhmacher, Executive Assistant/Business Services Unit         

 

SUMMARY:

 

The following is a schedule of dates for public Council meetings.  The meeting dates may change from to time and this will be recorded in the next available report to Council.

 

 

 

Recommendation:

 

That the schedule of dates for public Council meetings be noted and received for information by Council.

 

 

 

MEETING

DATE

VENUE

COMMENCING

Ordinary Council Meeting

11/09/2014

Council Chambers

5.30 PM

Access Committee

23/09/2014

Council Chambers

2.00 PM

Ordinary Council Meeting

25/09/2014

Council Chambers

5.30 PM

Ordinary Council Meeting

16/10/2014

Council Chambers

5.30 PM

Access Committee

28/10/2014

Council Chambers

2.00 PM

Ordinary Council Meeting

30/10/2014

Council Chambers

5.30 PM

Water Supply Steering Committee

05/11/2014

Council Chambers

10.45 AM

Ordinary Council Meeting

13/11/2014

Council Chambers

5.30 PM

Access Committee

25/11/2014

Council Chambers

2.00 PM

Ordinary Council Meeting

27/11/2014

Council Chambers

5.30 PM

Ordinary Council Meeting

11/12/2014

Council Chambers

5.30 PM

 

 

 

Attachments:

There are no attachments for this report.  


Ordinary Council Meeting                                                                                           25 September 2014

Assistant General Manager Corporate Services Report

ITEM 10.4    SF339              250914         Unkya Reserve Committee of Management - Minutes of Annual General Meeting - 6 August 2014

 

AUTHOR/ENQUIRIES:    Monika Schuhmacher, Executive Assistant/Business Services Unit         

 

Summary:

 

The report acknowledges the Minutes of the Annual General Meeting held on 6 August 2014 of the Unkya Reserve Committee of Management and the new Committee.  Copies of the Minutes of this meeting and the financial statement are attached.

 

 

Recommendation:

 

That Council endorse the Minutes of the Committee of Management for the Unkya Reserve’s Annual General Meeting held on 6 August 2014 and thank the outgoing Committee for their work during 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 Unkya Reserve’s Committee of Management was held on 6 August 2014

 

The Committee of Management for 2014/2015 comprises:

 

Chairperson           Benita Schuh

Vice Chairperson   Sharon Cunial

Treasurer               Jenny Gibson

Secretary               Karina Daniels

Committee             Lisa Hall

 

 

CONSULTATION:

 

There was no consultation.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

There are no social implications.

 

Economic

 

There are no economic implications.

 

Risk

 

This report poses no risk to Council.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There are direct or indirect impacts on current and future budgets.

 

Source of fund and any variance to working funds

 

There are no implications on working funds.

 

Service level changes and resourcing/staff implications

 

The matter is being attended to by the General Manager.

 

 

 

 

 

Attachments:

1

27187/2014 - Annual General Meeting minutes - 6 August 2014

 

2

23029/2014 - Treasurers and Presidents reports

 

  


Ordinary Council Meeting - 25 September 2014

Unkya Reserve Committee of Management - Minutes of Annual General Meeting - 6 August 2014

 

Annual General Meeting Unkya Reserve Committee

August 6th 2014 5.30pm

Eungai Hall

 

 

Open: 5.30

 

Present: Benita Schuh, Jenny Gibson, Karina Daniels,  Michael Coulter

 

Apologies:  Lisa Hall, Sharon Cunial, Bernie Keast, Damien Brown

 

Minutes from previous AGM July 17th 2013 as a true and accurate record.

Moved: Jenny

Seconded: Karina

 

President’s Report

Acceptance

Moved: Jenny

Seconded:Karina

 

Treasurer’s Report

Acceptance

Moved: Jenny

Seconded: Benita

 

Michael declared all Committee positions open

 

Nominations:

·    Chairperson:   Benita Schuh nominated by Jenny, seconded by Karina

·    Vice Chairperson:  Sharon Cunial has previously nominated herself, seconded by Karina

·    Treasurer:  Jenny Gibson nominated by Karina seconded by Benita

·    Secretary:  Karina Daniels nominated by Jenny seconded by Benita

 

Ordinary committee members:

·    Lisa Hall

 

User Fees

It was decided to maintain fees at $200 for permanent users; $60 full day use; $30 half day use.  The possibility of erosion control measures was discussed in the General meeting with the a fee increase identified as a possibility for funding.  Thanks to everyone who attended and accepted committee roles. A general meeting will be held immediately after the AGM.

 

Next meeting: 16th July 2015

Meeting closed:  6.10pm


Ordinary Council Meeting - 25 September 2014

Unkya Reserve Committee of Management - Minutes of Annual General Meeting - 6 August 2014

 







Ordinary Council Meeting                                                                                           25 September 2014

Assistant General Manager Corporate Services Report

ITEM 10.5    SF344              250914         Warrell Creek Hall Committee of Management AGM -3 September 2014 - Minutes

 

AUTHOR/ENQUIRIES:    Monika Schuhmacher, Executive Assistant/Business Services Unit         

 

Summary:

 

The report acknowledges the Minutes of the Annual General Meeting of the Warrell Creek Hall Committee of Management and the new Committee.  Copies of the Minutes of this meeting held on 3 September 2014, including the Treasurer’s report, are attached.

 

 

Recommendation:

 

That Council endorse the Minutes of the Committee of Management for the Warrell Creek Hall’s Annual General Meeting held on 3 September 2014 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 Warrell Creek Hall’s Committee of Management was held on Wednesday 3 September 2014.

 

The Committee of Management for 2014/2015 comprises:

 

          President                        Ray Williams

          Vice President                 Helen Searle

          Secretary                        Robyn Wood

          Treasurer                         Julie Roberts

          Booking Officers             Julie Roberts

          Committee Members       Shane O’Neill, Tracey Welsh, Megan Cartwright, Julie Roberts

 

 

CONSULTATION:

 

There was no consultation.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

There are no social implications.

 

Economic

 

There are no economic implications.

 

Risk

 

This report poses no risk 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 for working funds.

 

Service level changes and resourcing/staff implications

 

There are not changes to service levels nor are there any resourcing/staff implications.

 

 

Attachments:

1

26900/2014 - Minutes of AGM held 3 September 2014

 

  


Ordinary Council Meeting - 25 September 2014

Warrell Creek Hall Committee of Management AGM -3 September 2014 - Minutes

 





 


Ordinary Council Meeting                                                                                           25 September 2014

Assistant General Manager Engineering Services Report

ITEM 11.1    SF84                250914         NSW Rural Fire Service Information Forum at Coffs Harbour  - Tuesday 26 August 2014

 

AUTHOR/ENQUIRIES:    Paul Gallagher, Assistant General Manager - Engineering Services         

 

Summary:

 

The Deputy Mayor and the writer attended a NSW Rural Fire Service information forum at Coffs Harbour on Tuesday 26 August 2014.  The NSW Rural Fire Service Deputy Commissioner addressed the forum and outlined the activities 2013/14 state program.

 

 

Recommendation:

 

That Council receive and note the report.

 

 

OPTIONS:

 

Receive and note the report.

 

 

DISCUSSION:

 

The NSW Rural Fire Service Deputy Commissioner addressed the forum and outlined the 2013/14 state program encompassing the following agenda items:

 

·           Hazard reduction

·           2013/14 funding

·           Pre-season briefing

·           Vegetation clearing legislation

·           RFS Service Agreements

·           Customer Service Centres

·           State Mitigation Support Services

 

The forum was developed to cover the current and emerging issues of mutual interest between the RFS and Local Government.  The primary interest from Councils in attendance at the forum was the outcome of the review into the Rural Fire Service contributions.

 

The Deputy Commissioner provided an overview of the RFS operation and the 2013/14 state budget for the RFS as follows:

 

Membership is made up of 73,746 volunteers and 871 staff with 72% of NSW RFS staff from a volunteer background.  The volunteers in each region are 22,898 (East), 13,752 (North), 221,723 (South), 15,373 (West).

 

The NSW RFS has received 6,616 new volunteer membership applications for the 2013/14 period with total applications being 9,438 which include new, region, transfer, dual memberships etc.

 

Budget Key Elements for the NSW RFS include:

 

Ø  $9.7M additional funding for Brigade Stations and Fire Control Centres bringing the total allocation for 2014-15 to $15.7M.

Ø  $8.2M in response to issues which arose from the January and October 2013 bush fires including:

·      Improvements to NSW RFS website, Bush Fire Information Line

·      ICT Systems & ICON enhancement

·      IC and IMT development program

·      Bush Fire Behaviour and Impact Assessment Unit upgrades

·      Base Camp Facilities enhanced

Ø  Funding of $35.9M to protect bush fire prone communities including:

·      $  6  M   Local Government Fund

·      $14.7M  Fire Mitigation Works Crews Programs

·      $13.7M  Brigade Mitigation Grants

·      $  1.5M  Vulnerable Communities

Ø  $30.4M for new tankers & logistics support vehicles

Ø  $  2.3M for the Prepare Act Survive public awareness campaign

Ø  $10.3M for fire fighting equipment & PPE (includes ancillary items such as pumps, nozzles etc.

Ø  Offsets:

·      Conclusion of funding for the Private Radio Network and Paging project

·      Significant reduction in insurance costs for Red Fleet vehicles from $4.66M in 13/14 to $2.97M in 14/15.

 

Brigade stations and Fire Control Centres

 

$29M total budget held against District accounts as of 1 July 2013

$12M spent on infrastructure during 2013/14 financial year

$17M carried forward

$16M estimated allocation for 2014/15 financial year

$33M total estimated budget held against District

 

History of fires in New South Wales

 

Date

No. Deaths

Area (ha)

Losses

Location(s)

1938 December - 1939 January

13

73,000

Many houses pine plantations

Dubbo, Lugarno, Snowy Mountains, Canberra

1951 November – 1952 January

11

>4,000,000

 

Worst affected district around Wagga Wagga and Pilliga in the north-west

1968 September – 1969 January

14

>2,000,000

161 buildings (80 houses)

South Coast (Sept) much of the coastal and nearby range areas of the state

1974 75

6

4,500,000

50,000 stock, 10,170km fencing

Bourke to Balranald, Cobar Shire, Moolah-Corinya – most of the Western Division

1977-78

3

54,000

49 buildings

Blue Mountains

1978-79

NIL

>50,000

5 houses, heavy stock loss

Southern Highlands, south-west slopes

1979-80

13

>1,000,000

14 houses

Mudgee, Warringah and Sutherland Shires, majority of council areas, Goulburn and South Coast

1984-85

5

3,500,000

40,000 stock, $40 million damage

Western Division

1990-91

Nil

>280,000

8 houses, 176,000 sheep, 200 cattle, hundreds of km of fencing

Local government shires of Hay, Murrumbidgee, Carrathool, Hornsby, Kuring-Gai, Cessnock, Hawkesbury, Warringah, Wollondilly, Gosford, Wyong

 

Summary of Mitigation Works

 

In the 13/14 financial year, fire crews undertook a total of 1,456 works, 740 of which were mitigation works with a total of 5902 km of bush fire hazard vegetation managed and the completion of 716 jobs for the AIDER program.  141 hazard reduction works were undertaken on Council owned land and a further 113 on LPMA/Crown land.

 

Fire Activity 2013/2014

 

The NSW RFS attended 23,089 incidents in the 2013/14 financial year, detailed as follows:

 

Bush / Grass / Forest in Rural Fire District                     7,887

Structural in ICON                                                         1,126

Motor Vehicle (Fires) in ICON                                        1,543

Motor Vehicle (Collisions) in ICON                                 3,900

Other incidents in ICON                                                6,142

Hazard Reductions / Pile Burns in rural Fire District        2,491

 

Public Information – 2013 Bush Fires

 

 

7 – 21 January

17 – 26 October

Emergency Alert

99 campaigns (of which 43 used location based function)

72 campaigns - 418,247 messages sent

NSW RFS website

3.5M visitors

5.M visitors

 

8.7M page views

14.1M page views

NSW RFS Facebook

27.6M impressions

108.4M impressions

NSW RFS Twitter

15.5M impressions

24.2M impressions

Bush Fire Information Line

Over 26,300 calls received of which 12,600 taken by operators

46,545 calls to BFIL - 18,041 of these answered by BFIL operators

Fires Near Me

Over 150,000 downloads - 80,000 fire searches per hour

28,000 new downloads - 219,000 fire searches per hour at peak

 

Coronial and Legal Matters

 

Ø  Wambelong Fire Coronial – 19 – 29 August 2014 (Sydney)

Ø  Wambelong Fire Parliamentary Inquiry Public Hearings to be held at Coonabarabran 4 September 2014 and Sydney on 15 September 2014.

Ø  ACT appeal finished on 5 June 2014 – awaiting judgement.

 

10/50 Vegetation Clearing

 

If you are in a designated ‘10/50 vegetation clearing area’ you can:

 

Ø  clear trees on your property within 10 metres of a home, without seeking approval; and

Ø  clear underlying vegetation such as shrubs on your property within 50 metres of a home, without seeking approval. 

 

However, key things to remember are:

 

Ø  The 10/50 clearing entitlement applies for landowners on their land – it does not give a person power to remove vegetation on neighbouring properties

Ø  The clearing of vegetation is just one way of preparing for bush fires

Ø  A set of Frequently Asked Questions is available on the NSW RFS website.

 

 

CONSULTATION:

 

NSW Rural Fire Services

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

There are no social implications.

 

Economic

 

The economic implications associated with the ability to fund RFS contribution increases off-set against the reduction of Council services to Nambucca Valley communities to compensate for the increase

 

Risk

 

According to the RFS, a large proportion of the increase is in response to risks identified in the Victorian Bush Fires Royal Commission and requirement to meet statutory OH and Safety for the volunteers.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The 2013/14 budget incorporated the RFS contribution and there is no anticipated change to the current budget.

 

Source of fund and any variance to working funds

 

There is no variation to working funds required this financial year.

 

Service level changes and resourcing/staff implications

 

There is no change to service levels or implications relating to resourcing or staff.

 

Attachments:

1

27471/2014 - Attachment to report NSW Rural Fire Service Information Forum

 

  


Ordinary Council Meeting - 25 September 2014

NSW Rural Fire Service Information Forum at Coffs Harbour  - Tuesday 26 August 2014

 




Ordinary Council Meeting                                                                                           25 September 2014

Assistant General Manager Engineering Services Report

ITEM 11.2    SF952              250914         Request for donation of seat shelters for the unoffical rest area on Link Road Nambucca Heads by the Lions Club of Nambucca Heads

 

AUTHOR/ENQUIRIES:    Paul Gallagher, Assistant General Manager - Engineering Services         

 

Summary:

 

Council has a long affiliation with the Lions Club of Nambucca Heads who presently maintains the barbecues at Bellwood and ANZAC Park as well as the V-Wall.

 

The Secretary of Nambucca Lions Club wishes to address Council at the meeting scheduled for 25 September 2014 to request Council to erect shelters over the seats at the Link Road entrance. 

 

This area is not an official rest area and is not contained within any future management plans, future works program or funded within Council’s budget apart from general periodic mowing of the area.  However, Council resolved at its meeting on 30 August 2012 as follows:

 

“That the request from the Lions Club of Nambucca Heads be acceded to, giving approval to build and maintain a rest area and a sign dedicated to Mr Barry Duffus OAM, near the Link Road Nambucca Heads and that the sign be erected in the proposed garden.”

 

 

Recommendation:

 

That Council not accede to the request to supply seat shelters based on Council not having funds allocated for the unofficial rest area.

 

 

OPTIONS:

 

1        Resolve to provide funding this financial year from working funds or the Donation Policy.

 

2        Adopt the recommendation and not accede to the request.

 

 

DISCUSSION:

 

The AGMES met with Lions Club Secretary Mr Peter Mitchell and Mr Parveez in March 2014 to discuss shelters being placed over the seats at Link Road. The Club provided a quote (TRIM 6799/2014) of $422.30 (Ex GST) per shelter for the construction by a local fabricator.

 

The Lions Club were advised that the proposed fabricated shelters did not comply with Council specifications as all Council park furniture was being rationalised to provide uniformity across the Shire.  The entrance to Nambucca Heads via Link Road is a focal point and Council would need to ensure that the shelters were appropriate.

 

During this meeting the Lions Club advised that they were prepared to pay for the shelters and a formal quote was obtained from Council’s suppliers being $5,638.00 each (ex GST).

 

Council have two shelters in store which are already allocated for the replacement of aging infrastructure.

 

Background for Council information

 

The Nambucca Lions Club addressed Council on 30 August 2012 advising that they wanted to construct a rest area stop on the left hand side of Link Road heading into Nambucca Heads.  The Lions Club believe that it is an area that can be beautified to enhance the northern entrance to Nambucca Heads and have made the area a Lions project.

 

Council resolved at that meeting to allow the Lions Club to build and maintain a rest area in Link Road Nambucca Heads, and that a sign (dedicated to Mr Barry Duffus OAM) be erected in the proposed garden at the rest area.  The Lions Club were prepared to pay for the concrete slab for seating, the sign and the garden bed.  Council agreed to provide some seating made from recycled materials, ex Depot stock, to ensure uniformity of outdoor furniture throughout the Shire.

 

Following Council’s resolution, although the area is not an official rest area and is not contained within any future management plans, future works program or funded within Council’s budget, apart from general periodic mowing of the area, Council staff met Lions Club representatives on site to provide development advice.  Council staff advised that extensive road works would be required to make a formal information bay or area for cars to safely pull over. 

 

They further advised the Lions Club that Council had no funds available now or in the foreseeable future and that the Lions Club would need to fund the project through fundraising, grant funds or alternatively seek discussions with the RMS and/or the highway bypass contractors.

 

Council has an approved donations allocation within the 2013/14 in accordance with its new Donations Policy which does not include consideration of the shelters.  The total allocation required would be $11,276.00 to purchase the shelters and installation of costs of around $600.00.

 

CONSULTATION:

 

Lions Club

General Manager

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no environmental implications associated with this report.

 

Social

 

There are no social issues associated with this report.

 

 

Economic

 

There are no economic issues associated with this report.

 

 

Risk

 

There is no risk issues associated with this report

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The 2013/14 budget does not contain any funding for the shelters and should Council elect to provide the shelters there will be a direct impact on the current 2013/14 budget associated with this report

 

Source of fund and any variance to working funds

 

A variation to working funds to the value of $10,000.00 will be required should Council elect to provide the shelters.

 

Service level changes and resourcing/staff implications

 

There is no staff or resourcing, implications associated with this report unless Council resolve to provide the shelters which will be erected by Council staff.

 

Attachments:

1

25887/2014 - Request for Lions Club of Nambucca Heads to address Council meeting 25 September 2014 regarding provision of shelters for Duffo's Rest Area

 

  


Ordinary Council Meeting - 25 September 2014

Request for donation of seat shelters for the unoffical rest area on Link Road Nambucca Heads by the Lions Club of Nambucca Heads

 


Ordinary Council Meeting                                                                                           25 September 2014

Assistant General Manager Engineering Services Report

ITEM 11.3    SF1031            250914         Adoption of amended Asset Management Policy and new Bridges Service Level Policy

 

AUTHOR/ENQUIRIES:    Paul Gallagher, Assistant General Manager - Engineering Services; Clint Fitzsummons, Manager Assets; Terri Brown, Engineering Support Officer         

 

Summary:

 

Council resolved at its Ordinary meeting held on 31 July 2014 to

 

          “That Council place the Draft “Bridges Service Level” Policy and the revised “Asset Management Policy” on public exhibition for a period of 28 days for public comment with a further report to be provided to Council to formally adopt the “Bridges Service Level” Policy and the “Asset Management” Policy once any comment has been received and considered from the public exhibition period.”

 

The document was placed on public exhibition in accordance with Councils resolution with written submissions encouraged up until 4.00 pm on 11 September 2014.

There were no submissions received on the draft policies at the close of the public exhibition period.

 

Recommendation:

 

1        That Council adopt the amended Asset Management Policy (TRIM 27571/2010).

 

2        That Council adopt the new Bridges Service Level Policy (TRIM 13327/2014).

 

 

OPTIONS:

 

Adopt the policies.

 

DISCUSSION:

 

Pursuant with Council’s resolution the document was placed on public exhibition with submissions closing on 11 September 2014. 

 

At the end of the public exhibition period there were no submissions received either policy and the final documents are now presented to Council for formal endorsement.

 

 

CONSULTATION:

 

Councillors

General Manager

General Public (following public Exhibition)

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no environmental implications with the adoption of the policies

 

Social

 

There are no social issues associated with this report.

 

Economic

 

There are no economic issues associated with this report.

 

Risk

 

There are potential risk issues associated with the reduction of two lane bridges to that of a single lane, however the bridge policy clearly defines the parameters to mitigate any risk.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There is no direct or indirect impact on current or future budgets associated with this report as the bridges are managed within the budget confines of the annual budget

 

Source of fund and any variance to working funds

 

There is no proposed variation to working funds associated with this report.

 

Service level changes and resourcing/staff implications

 

There is no change to the level of service or staff implications associated with this report.

 

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           25 September 2014

Assistant General Manager Engineering Services Report

ITEM 11.4    SF844              250914         Nambucca District Water Supply Steering Committtee Meeting - 3 September 2014

 

AUTHOR/ENQUIRIES:    Richard Spain, Manager Water and Sewerage         

 

Summary:

 

Water and Sewerage Steering Committee (WSSC) meetings relating to the Nambucca District Water Supply Bowraville Off-River Storage Project are scheduled to be held monthly at the construction site office.  The meeting held on 3 September 2014 was noted as being the last meeting that will be held on site as the contractor plans to be completed within a few weeks and all site offices will be removed prior to the time of the next scheduled meeting.

 

A quorum was not available at the meeting held on 3 September 2014 so the agenda items were raised for information and discussion only. 

 

Copies of the minutes of the record of discussion relating to the meeting and a Position Paper on the transformer size for the power supply to the dam site are attached for Council’s information.

 

 

Recommendation:

 

1        That Council receive and note the minutes of the record of discussion held on 3 September 2014 in lieu of the formal Steering Committee Meeting.

 

2        That Council leave the transformer and consumer mains at their current sizing.

 

3        That Council write to GHD requesting them to undertake discussions with Essential Energy to demonstrate that the transformer size is adequate and a Council waiver is not required and if this cannot be agreed provide written confirmation that they will meet the cost of upgrading the transformer and consumer mains in the future if required.

 

4        That Council sign the Essential Energy waiver if the adequacy of the transformer is not agreed and GHD have provided the written confirmation above.

 

 

OPTIONS:

 

No other options considered.

 

 

DISCUSSION:

 

Main items of discussion were the ongoing risks to the project and their impact on the project budget including the following:

 

·   Haslin’s major claim for delay and additional work with Public Works advising that sign off from there senior executive was required prior to the claim being officially approved.

·   Delays to finalising the construction of the upstream clay blanket due to rain and the impact that stored water may have on finalising this work.  The final sections of this work were now underway and will not be affected by stored water. The expectation is that the final cost will be close to the budget estimate.

·   Backfilling of the downstream pipeline excavation utilising material excavated from the adjacent ridge using dozers.

·      Design consultants’ fees to complete the project.

·   Pumping arrangements to fill the dam and Office of Water advice that the extraction licence and surface water licence do not take effect until such time as the dam is commissioned and that is considered to be with water levels at 60% of capacity.

·   Drainage issues around the site.

·   Variations.

 

A position paper regarding the power supply to the dam site with specific reference to the sizing of the transformer was also discussed and copies of the paper were distributed to the Councillors present.

 

The paper highlights the fact that Essential Energy are seeking a waiver from Council to indemnify them against any responsibility for delays in restoring power to site should the transformer fuse fail. This is a very unusual request and clearly indicates that Essential Energy consider the transformer to be undersized for the full design load.

 

This full design load includes the operation of a compressor to supply air for the diffused air aeration system proposed in the original design.  At this stage the compressor has been deleted from the contract works and Council has opted to install a surface mixer for aeration and destratification of the stored water column. 

 

The mixer uses significantly less power than the compressor and its lower start up current means that the transformer can easily cater for the electricity demands as they now stand.  However there is a risk to Council if the surface mixer does not perform to expectation and has to be replaced with the original diffused air system.  The increased current required to operate the compressor is considered to have the potential to overload the transformer, causing its fuse to trip with a resultant loss of power to the whole site.

 

The report is self-explanatory and details a number of options available to Council to address the issue.  It is recommended that Council requests GHD to undertake discussions with Essential Energy to demonstrate that the transformer size is adequate and get written confirmation that a waiver is not required. If this is not forthcoming adopt option b of those presented in the report although it is considered that the author of the report is correct in stating that as time passes it will become more difficult for Council to obtain costs from GHD.

 

 

CONSULTATION:

 

General Manager

Assistant General Manager Engineering Services

NSW Public Works

NSW Office of Water

Haslin Construction Pty Ltd

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The environment impacts of the project are detailed in the Environmental Impact Statement (EIS) that was prepared by GHD.  The contractors are required to prepare and work to Environmental Management Plans that conform to the requirements of the EIS.

 

Social

 

The project aims to provide a social benefit through security of water supply.

 

Economic

 

The project will have a significant economic impact on the community as increases in both the typical residential bill and developer charges will be required to service Council’s financial commitment to the project.

 

The construction works have provide an economic stimulus to the Shire.

 

Risk

 

This is a major project for the Shire and there are significant risks associated with construction contracts of this size.  An updated project risk register is kept by the Project Managers and the risks are discussed during the meetings.

 

 

FINANCIAL:

 

Direct and indirect impact on current and future budgets

 

Delays to the construction program and the contractor claim for delay and additional works has required additional funding to be allocated in the 2014/15 budget.

 

Source of funds and any variance to working funds

 

Funding for the project will be sourced from reserves, grants and loans.

 

The Office of Water has confirmed a $14.8 million subsidy as part of the existing Country Towns Water Supply and Sewerage program.  $14.3 million of the funding has been claimed to date.

 

Council has also signed a Stage 2 funding deed for the remaining $9 million of a $10 million grant offered by the Federal Government.  The full amount of $9 million has now been claimed and paid.

 

A significant variation is being negotiated between the NSW Public Works and the Contractor which will have a major impact on the budget. 

 

Service level changes and resourcing/staff implications

 

There are no implications related to levels of service and resourcing.

 

 

Attachments:

1

26662/2014 - Minutes of Steering Committee Meeting held on 3 September 2014.

 

2

26639/2014 - Position Paper on transformer size for power supply to the dam site.

 

  


Ordinary Council Meeting - 25 September 2014

Nambucca District Water Supply Steering Committtee Meeting - 3 September 2014

 





Ordinary Council Meeting - 25 September 2014

Nambucca District Water Supply Steering Committtee Meeting - 3 September 2014

 




Ordinary Council Meeting                                                                                           25 September 2014

Assistant General Manager Engineering Services Report

ITEM 11.5    SF565              250914         Application for Road Closure - Dedication Macksville War Memorial - 1 November 2014

 

AUTHOR/ENQUIRIES:    Keith Williams, Manager Technical Services         

 

Summary:

 

Council has received a request for a temporary road closure for the dedication of Macksville War Memorial on River Street to take place 1 November 2014

 

 

Recommendation:

 

1        That Council approve a request from the Returned Services League of Macksville to conduct a march in dedication to the Macksville War Memorial, noting to the following has been received:

 

·      Certificate of Currency for Public Liability Insurance

·      Traffic Management Plan confirming Accredited Traffic Controllers will be on site, and

·      Police and Roads and Maritime Services approval for the road closures.

·      Road Occupancy License for the Pacific Highway closure

 

2        That Council endorse the road closures for the Dedication of Macksville War Memorial  march to be held 1115 to 1145 hours on 1 November 2014, as follows:

 

          Princess Street – from Winifred Street to Wallace Street

          Wallace Street – from Princess Street to Cooper Street

          Pacific Highway – from Wallace Street to River Street

          River Street – from Pacific Highway to Wallace Lane

          River Street and Princess Street – Wallace Lane to McKay Street only (1120 – 1230 hours)

 

3        That Council advertise the road closures seven (7) days prior to the March.

 

 

OPTIONS:

 

1        Refuse the applications for road closures.

 

2        Approve road closures for the march.

 

 

DISCUSSION:

 

With the Macksville War Memorial now near completion, the Macksville Sub/branch of the Returned Services League of Australia have requested permission to conduct an official dedication on 1 November 2014.

 

The dedication will include a parade of marchers following a route from Princess Street, Macksville adjacent to the Winifred Street intersection. 

 

The march will commence at 1130 hours on the corner of Winifred and Princess Street, then turn right into Wallace Street before proceeding through the main shopping centre, then turning left onto Pacific Highway and then left into River Street.

 

 

CONSULTATION:

 

Roads and Maritime Services

NSW Police

Returned and Services League of Australia –Macksville

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There is no impact on the environment associated with this report.

 

Social

 

The march recognises the 100 year anniversary of first AIF sailing from Albany Western Australia.

 

Economic

 

These events contribute to the local economy in an indirect way.

 

Risk

 

There is minimal risk to road users police and traffic controllers will be at the event.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There is no impact on current or future budgets. Council has made provision within the 2014/2015 budget for advertising road closure events.

 

Source of fund and any variance to working funds

 

There is no impact on working funds.

 

Service level changes and resourcing/staff implications

 

There is no impact other than administration.

 

Attachments:

1

25492/2014 - Application for Road Closure

 

2

23049/2014 - Request for Council's permission to conduct an official dedication

 

  


Ordinary Council Meeting - 25 September 2014

Application for Road Closure - Dedication Macksville War Memorial - 1 November 2014

 










Ordinary Council Meeting - 25 September 2014

Application for Road Closure - Dedication Macksville War Memorial - 1 November 2014