NAMBUCCA

SHIRE COUNCIL

 


Ordinary Council Meeting

AGENDA ITEMS

28 September 2017

 

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:

 

Nambucca Shire Council believes that the opportunity for any person to address the Council in relation to any matter which concerns them is an important demonstration of local democracy and our values.  Accordingly Council allows members of the public to address it on matters not listed in the agenda provided the request is received before publication of the agenda (registration to speak may be made by telephone or in person before 2.00 pm on a meeting day) and the subject of the address is disclosed and recorded on the agenda.

 

In relation to regulatory or enforcement matters it needs to be understood that the Council has certain legal obligations which will generally prevent the Council from providing an immediate response to any concerns or grievances which may be raised in the public forum.  In particular the Council has to provide procedural fairness and consider all relevant information. 

 

Generally this cannot be done with matters which have come direct to Council via the public forum.  So the fact that the Council may not immediately agree to the representations and seek a report instead should not be taken to indicate disagreement or disinterest.

 

Where the subject matter concerns an on-going complaint which has been the subject of previous investigation by Council staff and/or external bodies such as the NSW Ombudsman, the General Manager in consultation with the Mayor will decide on whether or not the person will be allowed to speak in the public forum.

 

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 - 28 September 2017

 

 

 

INSPECTION: 

 

4.00pm departure from Council Adminstration Centre for 4.30pm onsite inspection at Scotts Head Tennis Courts – Adin Street Reserve

 

 

 

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 - 14 September 2017............................................................................. 7

5        NOTICES OF MOTION  

6        PUBLIC FORUM

7        ASKING OF QUESTIONS WITH NOTICE   

8        QUESTIONS FOR CLOSED MEETING WHERE DUE NOTICE HAS BEEN RECEIVED

9        General Manager Report

9.1     Outstanding Actions and Reports.................................................................................... 16

9.2     Tabling of Returns Disclosing Interests of Councillors and Designated Persons - September 2017..................................................................................................................................... 22

9.3     Muuurrbay Aboriginal Language and Cultural Centre - Request for Assistance in a Temporary Relocation..................................................................................................................................... 23

9.4     Inquiry into Preference Counting in Local Government Elections in NSW............................ 25

9.5     Aboriginal Land Claims 18485, 18486, 18487, and 19194 at Nambucca Heads.................... 29

9.6     Results of Exhibition of Gordon Park Flying-fox Camp Plan of Management..................... 41

9.7     DA2017/138 Continued Use of Dwelling House at Lot 1342 DP631671 No.99 Deep Creek Road, Valla.................................................................................................................................... 175

9.8     Development Applications greater than 12 months or where submissions received -  to 20 September 2017............................................................................................................................. 192

9.9     Request for Donation - North Coast Academy of Sport.................................................. 194

9.10   Regional Sports Infrastructure Fund - Discussions with Funding Body - Office of Sport & Rec    200

10      Assistant General Manager Corporate Services Report

10.1   Minutes of the Audit Risk and Improvement Committe Meeting - 13 September 2017........ 210

10.2   Replacement Phone System.......................................................................................... 215

10.3   Grant Application Status Report ................................................................................... 217

10.4   Investment Report to 31 August 2017............................................................................. 227

10.5   Schedule of Council Public Meetings 2017..................................................................... 232

10.6   Warrell Creek Hall Committee of Management - Annual General Meeting - 6 September 2017 233

10.7   Year End Financial Working Capital Result - 30 June 2017 Budget Review....................... 238

11      Assistant General Manager Engineering Services Report

11.1   Appointment of NSW State Emergency Services Local Controller to the Nambucca Local Government Area............................................................................................................................. 321

11.2   2017-18 Capital Works Program Monthly Report............................................................. 323

11.3   Development of 2018-2028 Strategic Asset Management Plan (SAMP)............................ 328

11.4   Funding for declared natural disaster event March 2017.................................................. 331

11.5   2017-18 Allocation for NSW Rural Fire Fighting Fund...................................................... 334

11.6   Triennial Mowing Quotations 1 October 2017 - 30 September 2020 - Under Delegated Authority   337

11.7   Investigation relating to purchasing of electric motor vehicles......................................... 339     


NAMBUCCA SHIRE COUNCIL

 

Description: nambucca valley nsc

 

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 14 September 2017

The following document is the minutes of the Ordinary Council meeting held 14 September 2017.  These minutes are subject to confirmation as to their accuracy at the next meeting to be held on Thursday 28  September 2017 and therefore subject to change.  Please refer to the minutes of 28 September 2017 for confirmation.

PRESENT

 

Cr Rhonda Hoban (Mayor)

Cr John Ainsworth

Cr Brian Finlayson

Cr Susan Jenvey

Cr David Jones

Cr Janine Reed

Cr Anne Smyth

Cr John Wilson (entered meeting at 5.50 pm)

 

 

ALSO PRESENT

 

Michael Coulter (General Manager)

Scott Norman (AGM Corporate Services)

Paul Gallagher (AGM Engineering Services)

Lorraine Hemsworth (Minute Secretary)

 

 

APOLOGIES

 

Cr Martin Ballangarry OAM

 

 

 

PRAYER

 

Reverend Clyde Appleby of Macksville Anglican Church offered a prayer on behalf of the Nambucca Minister's Association.

 

 

DISCLOSURE OF INTEREST

 

Councillor Reed declared a pecuniary interest in Item 9.3 Concept Design to provide water and sewerage to the proposed new Macksville Hospital under the Local Government Act as Cr Reed is a member of the Midnorth Coast Health District. Cr Reed left the meeting for this item.

 

 

CONFIRMATION OF MINUTES - Ordinary Council Meeting

 

SUBJECT:   CONFIRMATION OF MINUTES - Ordinary Council Meeting 31 August 2017

456/17 RESOLVED:        (Jenvey/Smyth)

 

That the minutes of the Ordinary Council Meeting of 31 August 2017 be confirmed.

 

 

 

 


 

NOTICE OF MOTION - CR Hoban

ITEM 5.1      SF2303              140917      Transfer of Rural Fire Service (RFS) Brigade Stations to the RFS or the Crown

457/17 RESOLVED:        (Hoban/Finlayson)

 

That Council submit the following motion to LGNSW for inclusion in the LGNSW Annual Conference 2017 Business Paper:

 

“That LGNSW initiate discussion with the State Government with a view to transferring without compensation ownership of and responsibility for Rural Fire Service Brigade Stations to either the Rural Fire Service or the Crown”.

 

 

 

 

NOTICE OF MOTION - CR Reed - LATE

ITEM 0.0      SF2303              140917      Notice of Motion - Macksville Aquatic Centre

458/17 RESOLVED:        (Reed/Ainsworth)

 

That Council agree to take advantage of the consultant's visit to Macksville tomorrow (15/09/2017) to have them inspect the Macksville Aquatic Centre in order to develop a concept plan for the enhancement of the area and that such enhancements include consideration to heating the swimming pool, grandstand seating, storage, a development room and any other options which may assist in supporting economic benefits.

 

 

 

  

PUBLIC FORUM AND DELEGATIONS

RECOMMENDATION

 

That the following delegations be heard:

 

i         Roger Fry - on behalf of Westpac Life Saver Rescue Helicopter - Development of Regional Advisory Committee

 

ii        Michael Ettelson on behalf of Nambucca Business Advisory Committee Presentation on River Street concept and Chambers of Commerce

 

iii       Paul Shoker - on behalf of AUSVEG of ITEM 9.5 - Conflict Arising from Horticulture within the Nambucca Shire - Against the LEP being changed

 

iv       Stephen McEvoy on behalf of Arakoon Homes (Builders) Pty Ltd - ITEM 9.11 Review of Section 64 and 94 Developer Contributions

 

 

 


 

PUBLIC FORUM

 

i         Roger Fry - on behalf of Westpac Life Saver Rescue Helicopter - Development of Regional Advisory Committee

 

          Presentation and paper provided to Council on operations of the Westpac Life Saver Rescue Helicopter Service.

 

ii        Michael Ettelson on behalf of Nambucca Business Advisory Committee Presentation on River Street concept.

 

 

 

 

ACKNOWLEDGEMENT OF 30 YEARS OF SERVICE – COUNCILLOR AND DEPUTY MAYOR JOHN AINSWORTH

 

It was noted that Cr John Ainsworth has serviced as a Councillor for thirty (30) continuous years contesting eight (8) successive elections.

 

 

 

 

 

                   SF2381        140917         Bring Forward Conflict Arising from Horticulture within the Nambucca Shire

 

459/17 Resolved:        (Jones/Ainsworth)

 

That Item 9.5 - Conflict Arising from Horticulture within the Nambucca Shire be brought forward.

 

 

 

 

 

ITEM 9.5      SF2381              140917      Conflict Arising from Horticulture within the Nambucca Shire

460/17 RESOLVED:        (Ainsworth/Jones)

 

That the item be deferred and referred to the Office of Local Government and or the Minister seeking clarification as to whether the number of Councillors involved in horticulture means that Council is unable to determine the matter for want of a quorum and what action the Office of Local Government or the Minster recommends that Council takes.

 

For the motion:                Councillors Hoban, Ainsworth, Finlayson, Jenvey, Jones, Reed, Smyth, Wilson

                                       (Total 8)

 

Against the motion:         Nil

                                       (Total 0)

 

 

 


 

 

DELEGATIONS

ITEM 9.5 Conflict Arising from Horticulture within the Nambucca Shire Paul Shoker - on behalf of AUSVEG - Against the LEP being changed did not address Council as resolution was deferred.

 

 

DELEGATIONS

ITEM 9.11 Review of Section 64 and 94 Developer Contributions with prepared notes being placed on file DA2016/010 (35226/2017).  Stephen McEvoy on behalf of Arakoon Homes (Builders) Pty Ltd.

 

 

General Manager Report - LATE

 

ITEM 9.11    DA2016/010        140917      Review of Section 64 and 94 Developer Contributions - Late Report Responding to Further Submissions

461/17 RESOLVED:        (Smyth/Jenvey)

 

1        That Mr McEvoy be provided with an opportunity to provide whatever information he may possess to support the substantial commencement of the 2005 and 2006 consents applying to his land, following which the Council obtain legal advice as to whether or not the development consents issued in 2005 and 2006 for the subdivision of Mr McEvoy’s land have lapsed for want of substantial commencement.

 

2        Following the receipt of legal advice that the matter be reported back to Council.

 

3        That in reviewing the Section 64 developer contributions as part of the Integrated Water Cycle Management Strategy and related financial plans, consideration be given to abandoning the “grandfathering” arrangement for consents pre 2012 if a reasonable reduction in contributions can be achieved.

 

 

For the motion:                Councillors Hoban, Ainsworth, Finlayson, Jenvey, Jones, Reed, Smyth, Wilson

                                       (Total 8)

 

Against the motion:         Nil

                                       (Total 0)

 

 

 

 

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                140917      Outstanding Actions and Reports

462/17 RESOLVED:        (Reed/Smyth)

 

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

 

 

 

 

 

ITEM 9.2      SF2195              140917      2016 World Rally Road Damage

463/17 Resolved:        (Reed/Smyth)

 

1        Council note the advice of Rally Australia that it is too late to make changes to the 2017 World Rally which will include the Nambucca Stage.

 

2        Council advise Rally Australia that it will not support future World Rally events (post 2017) being held in the Nambucca Valley unless the balance of Council’s “out of pocket” expenses for the 2016 Rally being $58,905 is paid, plus any costs incurred as a consequence of damage caused by the 2017 World Rally event.

 

3        Council advise Destination NSW that the World Rally event brings very little promotion or economic benefit to the Nambucca Shire which is a small rural local government area and that residents have experienced traumatic incidents as a result of the rally in the past and therefore request that before further funding is committed to this event, that steps are taken to ensure that, should the World Rally which to use roads in the Nambucca Local Government Area consideration is given to the cost burden on ratepayers and mitigating the impact on residents and their animals along the route(s) and that the cost of any damage incurred to roads be reimbursed in full by the World Rally.

 

4        Should Rally Australia pay their outstanding debt to Council, that a legal agreement be drafted between Nambucca Shire Council and World Rally Australia for events held after 2017.

 

 

 

 

Cr Reed left the meeting for Item 9.3 at 7.05 pm and returned after the conclusion of Item 9.3 at 7.06 pm.

 

ITEM 9.3      SF988                140917      Concept Design to Provide Water and Sewerage Services to the Proposed New Macksville Hospital

464/17 RESOLVED:        (Ainsworth/Finlayson)

 

The General Manager be provided with delegated authority to engage a suitable consultant to prepare a concept design and cost estimate for the provision of water and sewerage services to the site of the proposed new Macksville hospital.

 

 

 

 

 

ITEM 9.4      SF2395              140917      Regional Cultural Fund - Expressions of Interest for Extension of the Nambucca Heads Library and Improved Sound and Lighting for the Bowraville Theatre

465/17 RESOLVED:        (Jenvey/Smyth)

 

1        That Council note the expressions of interest for an extension of the Nambucca Heads library and improved sound and lighting for the Bowraville Theatre which have been lodged under the Regional Cultural Fund.

 

2        That Council thank Teresa Boorer, Grants Officer for lodging the Expression of Interest in such a short time frame.

 

 

 

 

Item 9.5 was dealt with earlier in the meeting

 

 

 

ITEM 9.6      DA2016/010        140917      Review of Section 64 Developer Contributions

466/17 RESOLVED:        (Wilson/Ainsworth)

 

That Council note the review of Section 64 Developer Contributions.

 

For the motion:                Councillors Hoban, Ainsworth, Finlayson, Jenvey, Jones, Reed, Smyth, Wilson

                                       (Total 8)

 

Against the motion:         Nil

                                       (Total 0)

 

 

 

 

 

ITEM 9.7      SF2293              140917      Development Applications greater than 12 months or where submissions received -  to 6 September 2017

467/17 RESOLVED:        (Finlayson/Reed)

That the information be noted by Council and that DA2017/179 be determined by Council and that a site inspection take place.

 

 

 

 


 

 

ITEM 9.8      DA2017/178        140917      Development Application 2017/178 - Secondary Dwelling, Lot 9 DP 8420, 27 West Street, Macksville

468/17 RESOLVED:        (Reed/Ainsworth)

 

That Council grant development consent to the proposal in accordance with the development assessment report and recommended conditions of development consent in attachment 2 to this report.

 

For the motion:                Councillors Hoban, Ainsworth, Finlayson, Jenvey, Jones, Reed, Smyth, Wilson

                                       (Total 8)

 

Against the motion:         Nil

                                       (Total 0)

 

 

 

 

 

 

ITEM 9.9      SF2293              140917      2017 August - Development and Complying Development Applications Received

469/17 RESOLVED:        (Ainsworth/Finlayson)

 

That the Development Applications and Complying Development Applications received in August 2017 be received for information.

 

 

 

 

 

ITEM 9.10    SF2293              140917      2017 August - Approved Construction and Complying Development Certificates

470/17 RESOLVED:        (Wilson/Ainsworth)

 

That the Construction and Complying Development Certificates approved for August 2017 be noted and received for information by Council.

 

 

 

 

Item 9.11 dealt with earlier in the meeting.

 

 

 


 

Assistant General Manager Corporate Services Report

ITEM 10.1    SF544                140917      Draft Section 94A Developer Contributions Plan for Approval

471/17 RESOLVED:        (Ainsworth/Reed)

 

That Council adopt the Draft s.94A Development Contributions Plan (Our Ref: TRIM 17267/2016).

 

For the motion:                Councillors Hoban, Ainsworth, Finlayson, Jenvey, Jones, Reed, Smyth, Wilson

                                       (Total 8)

 

Against the motion:         Nil

                                      (Total 0)

 

 

 

 

 

ITEM 10.2    SF2391              140917      Adin Street Reserve Committee of Management - Inaugural Annual General Meeting - 23 August 2017

472/17 RESOLVED:        (Smyth/Jenvey)

 

That Council endorse the minutes of the Adin Street Reserve Committee of Management Inaugural Annual General Meeting held on 23 August 2017 and thank the Committee for volunteering to serve.

 

 

 

 

 

ITEM 10.3    SF251                140917      Schedule of Council Public Meetings 2017

473/17 RESOLVED:        (Wilson/Reed)

 

That the schedule of dates for Council meetings in 2017 be noted and received for information by Council.

 

 

 

 

 

ITEM 10.4    SF321                140917      Missabotti Hall Committee of Management - Annual General Meeting - 29 July 2017

474/17 RESOLVED:        (Ainsworth/Finlayson)

 

That Council endorse the minutes of the Missabotti Hall Committee of Management Annual General Meeting held on 29 July 2017 and thank the outgoing Committee for their work in the past twelve months.

 

 

 

   

 

 

CLOSURE

 

There being no further business the Mayor then closed the meeting the time being 7.23 pm.

 

Confirmed and signed by the Mayor on 28 September 2017.

 

 

 

 

 

 

Cr Rhonda Hoban

MAYOR

(CHAIRPERSON)

 

             


Ordinary Council Meeting                                                                                           28 September 2017

General Manager

ITEM 9.1      SF959              280917         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

 

JULY 2011

1

SF1031

21/7/11

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

 

GM

31/05/17 Now that the Floodplain Management Study and Plan are completed this policy can be referred to the next Estuary Committee meeting for consideration.

 

DECEMBER 2013

 

2

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

15/7/17 – AGMCS has prepared a Rates Newsletter

 

AUGUST 2015

 

3

SF674

13/08/15

Council write to the appropriate Minister drawing attention to the history of the matter (negotiations to extend Council’s Waste Depot) and particularly Council’s investment in studies made in good faith as well as the importance of the facility to the growth and security of our local community.

 

AGMES

Letter to be drafted to appropriate Minister.

Letter sent week ending 30 September 2015.

Nil response from the Minister to date, another letter sent 3 December 2015.

Response received from Minister and report to a meeting in March 2016.

 

Minister referred staff to Forests and a meeting is being organised with Forests NSW in 2016 for further discussion with a report to be presented to Council afterwards.

 

22 March 2017: AGMES has contacted Forestry and a further meeting to be arranged to consider sites for offset forestry.

 

 

OCTOBER 2015

 

4

SF1855

26/11/15

That Council receive a report regarding any options for traffic lights at River Street and Cooper Street following the completion of the Macksville by-pass.

 

GM

Report late 2017

 

JANUARY 2017

 

5

SF2208

12/01/17

Council engage a qualified person to undertake an assessment of flora and fauna on Lot 701 Boronia Street, Nambucca Heads to determine impact of required APZ’s.

 

GM

Report May 2017

15/05/17 – Ecologist has been engaged and a report has been prepared. It will be included/ considered in the housekeeping amendment going to the next council meeting.

01/06/17 – Housekeeping amendment planned to be finalised by end of 2017.

 

 

MARCH 2017

 

6

SF474

16/03/17

That Council support & fund a new tourism website etc.

 

MCD

18/3/17 - Contractor being engaged.  Availability of required staff resources being assessed.

 

2/5/2017 – Quote accepted and website template being developed – this will take approximately 6 weeks

 

The website www.nambuccatourism.com.au is now live.  Some issues remain to be sorted out including banner behaviour, and the complexity of event administration.  An email to all tourism related businesses will be sent out soon asking them to check their listings and links and to provide high resolution photos.

Whilst this is happening the Tourism Coordinator is busy putting all upcoming events on the website as they couldn’t be salvaged from the Bookeasy site.  The Chambers of Commerce will also be asked to check the texts on each town and to update them as required.

 

 

7

SF2230

16/03/17

Council assess the appropriateness of the Water & Sewerage restricted reserves after the completion of the review of the Water Cycle Management Plan

 

AGMCS

18/3/17 – Report late 2017

 

 

8

SF2303

30/3/17

Council seek further advice from Mr Miles as to ways Council may be able to connect with the veterans either formally or informally on the Nambucca River leg (Operation Pilgrimage)

 

MCD

3/5/17 – Further investigation being undertaken

22/6/17 – Contact has been made with Mr Miles.  There are 7 veterans involved with Operation Pilgrimage.  The MCD is awaiting information from Mr Miles confirming dates and the assistance which Council might be able to provide.

 

 

APRIL 2017

 

9

LF6505

13/04/17

Council again request the RMS to construct the road connection to Florence Wilmont Drive on the basis that the RMS has created the situation and that the Minister’s assistance be sought.

 

GM

1/5/17 - Letter sent

 

18/5/17 – Further meeting with head of Pacific Highway requesting funding for the connection as a consequence of Old Coast Road be severed and made a dead end road.  Awaiting response.

 

22/8/12 – Mayor has sent a follow-up email.

 

 

MAY 2017

 

10

SF1541

25/05/17

That the review of the local environmental plan include consideration and a subsequent report on the creation of more residential land near Macksville and more industrial land (including land for bulky goods) near Macksville.

 

GM

31/05/17 – Report in October 2017

 

11

SF818

25/05/17

That Council write to DPI Water requesting a meeting to pursue the licence amendment (for the Bowra Dam).

 

AGMES

31/05/17 – Awaiting response to request

16/06/17 – Letter sent to DPI Water

31/07/17 – Meeting organised with DPI Water in Grafton on Monday 7 August at 1pm

 

9/08/2017 – Mayor, GM and MW&S met Office of Water and Fisheries at Grafton.  Those Departments are insisting Council undertake a 7 part test to change the dam licence to capture flood flows.

 

 

 

JUNE 2017

 

12

SF2303

15/06/17

In consultation with Finance staff the GM & AGMCS conduct a review of the capacity of the Finance Section to meet reporting requirements.  Consider matters such as skill sets, training needs, capacity to backfill critical positions, workload spread & opportunities for efficiencies in process & removal of duplication.

 

GM & AGMCS

Report in July 2017

 

15/7/17 - Delayed due to EOFY priorities.  Report in August 2017

 

/8/17 – Due to statements further delayed until September 2017.

 

20/09/17 Report in October 2017.

 

 

13

SF2290

15/06/17

That Council revise the Plan of Management for Gordon Park in consultation with the Section 355 Committee of Management.

 

GM

Report in November 2017.

 

JULY 2017

 

14

SF841

27/7/17

Make representations to the Member for Oxley re supporting residents’ concerns in relation to the post construction operational noise of the Pacific h/w between Nambucca Heads and Urunga, requesting additional noise attenuation.

 

GM

Letter sent 31/07/17

 

20/09/17 Valla residents have met with Melinda Pavey who has provided them with an undertaking to investigate their concerns.

 

AUGUST 2017

 

15

SF88

17/8/17

Council advertise the draft Resignations – Purchase of Gifts Policy (and report back).

 

GM

Report in September 2017

17/09/17 Deferred due work load.  Will be reported in October.

 

16

SF979

17/8/17

Council receive advice from Council’s planning staff on whether the declaration of a Great Koala National Park would have any impact on the permissible uses of adjoining land.

 

GM

Report in September 2017

17/09/17 Deferred due work load.  Will be reported in October

 

17

SF979

17/8/17

The advice of the Forestry Corp, the three local sawmills as well as the Opposition Leader, Premier, NSW Greens and NSW Shooters Fishers and Farmers Party (in relation to the Great Koala National Park) be further reported to Council.

 

GM

Report in October 2017

 

20/09/17 Letters have been written to political parties, local sawmills and Forestry Corporation.

 

18

SF1855

17/8/17

The Macksville Revitalisation Strategy be placed back on exhibition in relation to the non-native species that have been chosen which are not included in Council’s “Guidelines – Trees on Public Land”.

 

GM

Placed on exhibition on 7/09/2017.  Report back in October.

 

 

 

19

SF2278

17/8/17

That council investigate opportunities through the Sustainability Advantage Program to conduct an audit of Council’s electricity use and establish the business case for installing solar panels on the Council’s buildings/assets.

 

GM

Report in October 2017

 

20

SF2278

17/8/17

Council investigate purchasing electric (or similar) vehicles for the Mayor and GM prior to the next replacement date.

 

AGMES

Mayor’s car is due for replacement this financial year.

 

8/17 – Report to be done in September 2017.

 

21

SF1631

17/8/17

Advice be sought from NSW Health as to whether it is appropriate for Council to advise water consumers connected to the transfer main upstream of the balance tank that they should treat the reticulated water supplied as non-potable and boil all water proposed to be used for drinking and cooking.

 

AGMES

8/17 – Report to be done in October 2017

 

6/09/17 - Letter sent to NSW Health (Port Macquarie).

 

Waiting on a response.  Can report to Council once received.

 

22

SF1631

17/8/17

Council consider the construction of a water treatment plant in its future capital works (IWCM) program and financial planning.

 

AGMES

8/17 – Report to be done in October 2017

 

6/09/17 - Water filtration plant will be included in IWCM capital works and financial modelling.

 

23

SF1631

17/8/17

Grant funding be sought for a conceptual design and costing for a water treatment plant.

 

AGMES

8/17 – Report to be done in September 2017 following submission of EOI.

 

6/09/17 - An EOI will be submitted for funding of a concept design through the Safe and Secure Water program.

 

 

24

SF2303

31/8/17

That consideration of the Rainbow Walk be deferred until after the contentious Same Sex Marriage plebiscite has been determined by the Australian Government with information to be provided in relation to the legal ramifications and risk of painting the footpath and there be a further report to Council.

 

GM

Depending on outcome of plebiscite and the Government’s actions.  Estimate report in December 2017.

 

25

SF2307

31/8/17

There be a further report to Council’s meeting on 28 September 2017 in relation to contact with the funding body and feedback on the projects eligible for lodgement of an Expression of Interest, re the Regional Sports Infrastructure Fund).

 

GM

Report to meeting on 28 September 2017.

 

26

SF1031

31/8/17

That the draft Payment of Developer Contributions Policy be placed on exhibition for the required period of time.

 

GM

Report in October 2017.

 

27

SF2226

31/8/17

That the draft Debt Recovery Policy be displayed for public comment.

 

AGMCS

Report in October 2017.

 

SEPTEMBER 2017

 

28

SF2303

14/09/17

Council agree to take advantage of the consultant’s visit to Macksville on 15/9/17 to have them inspect the Aquatic Centre in order to develop a concept plan for the enhancement of the area including consideration to heating the pool, grandstand seating, storage, a development room & any other options which may assist in supporting economic benefits.

 

GM

An architect and landscape architect from King & Campbell inspected the centre on 15/9 and have been requested to submit a fee proposal for the preparation of a concept plan.

 

29

SF2381

14/09/17

Conflict arising from horticulture – be deferred and referred to the OLG seeking clarification as to the difficulty of achieving a quorum.

 

GM

OLG telephoned on 15/09/17 and letter sent seeking advice on 16/09/17.

 

30

DA2016/010

14/09/17

Council obtain legal advice as to whether or not the development consents issued in 2005 & 2006 have substantial commencement.  Following receipt of advice the matter be reported back to Council.

 

GM

Anticipate a report in October 2017.

 

31

SF988

14/09/17

GM be provided with delegated authority to engage a suitable consultant to prepare a concept design and cost estimate for the provision of water & sewerage to the new Macksville hospital site.

 

GM

Anticipate a report in November 2017

 

32

DA2017/179

14/09/17

Council determine this DA (Optus mobile base station) & that a site inspection take place.

 

GM

Unlikely to make the meeting on 28/9/17 at Scotts Head.  Report to meeting in October.

 

Attachments:

There are no attachments for this report.

 


Ordinary Council Meeting                                                                                           28 September 2017

General Manager's Report

ITEM 9.2      SF355              280917         Tabling of Returns Disclosing Interests of Councillors and Designated Persons - September 2017

 

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 2016, be tabled.

 

 

 

OPTIONS:

 

There are no options.  Section 449 of the Act requires the returns to be summited to the General Manager.

 

 

DISCUSSION:

 

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

 

In accordance with Section 449 of the Local Government Act, I hereby inform Council that returns disclosing interests of Councillors and designated persons have been requested from :

 

Councillors

Rhonda Hoban; John Ainsworth; Martin Ballangarry OAM; Brian Finlayson; Anne Smyth; Susan Jenvey, Janine Reed and David Jones.

 

Designated Staff

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

 

 

CONSULTATION:

 

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

 

 

SUSTAINABILITY ASSESSMENT:

 

Nil

 

FINANCIAL IMPLICATIONS:

 

Nil

 

Attachments:

There are no attachments for this report.

 


Ordinary Council Meeting                                                                                           28 September 2017

General Manager's Report

ITEM 9.3      SF652              280917         Muurrbay Aboriginal Language and Cultural Centre - Request for Assistance in a Temporary Relocation

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

A summary is not required.

 

 

Recommendation:

 

1        Council offer to provide support in principle to the temporary accommodation of the Muurrbay Aboriginal Language and Cultural Centre in the Council Administration building or other Council premises whilst their existing premises are renovated, subject to

 

2        That the Muurrbay Aboriginal Language and Cultural Centre offer to provide free cultural awareness training to Councillors and staff.

 

 

OPTIONS:

 

Council has the option of whether or not to provide assistance for the temporary placement of the Muuurrbay Aboriginal Language and Cultural Centre and also the type of assistance which might be offered.

 

DISCUSSION:

 

Following a telephone conversation with the General Manager, the Council has received the following request from the Muurrbay Aboriginal Language and Cultural Centre.

 

Following our phone conversation last week, I am writing to confirm that we are in the process of discussing funding to help renovate our building with both Heritage NSW and Create NSW.  If we are successful, we shall probably have to relocate temporarily and would need desks for around 7 people as well as a space for teaching.  This would be unlikely to occur before around May next year.  At this stage, I am not sure how long it would take, it depends if we get funding for minor or major renovations.  I will keep you informed about developments.

 

We are hoping to receive major funding to allow us to expand our building so that we can make a real contribution to the area.  For example, we plan to make ourselves more well-known to visitors who would be able to come here to view a film about our work and about the richness of the Indigenous Cultural Heritage in this region.  We also hope to be able to offer more courses than our present space allows.

 

Kind regards

 

Mari Rhydwen

Coordinator/linguist

Muurrbay Aboriginal Language and Culture Cooperative

14 Bellwood Road

Nambucca Heads 2448”

 

Whilst there is some uncertainty as to the arrangements which might need to be made it is proposed that Council provide support in principle to the request from the Muurrbay Aboriginal Language and Cultural Centre.

 

The Centre has a national reputation as a language centre that provides strategic support to revitalise the languages of seven Aboriginal communities, of central to northern NSW.  Muurrbay publishes a wide range of resources on Aboriginal language and culture.  It is arguably the pre-eminent cultural organisation of the Nambucca Valley and operates like most non-government organisations (NGO’s) on a tight budget.  Cr Ballangarry is on its Board.

 

It is proposed that Council’s Committee Room be made available on a temporary basis and if necessary other Muurrbay staff could be placed within the building.  Council has a rear meeting room which can be used in place of the Committee Room for small meetings on a temporary basis.

 

Given the important role of the Centre in documenting the language and culture of our Aboriginal community it is not proposed that Council charge any rent.  It is proposed that there be an exchange of letters wherein the period of temporary accommodation and their office requirements be documented.

 

 

CONSULTATION:

 

There has been consultation with the Muurrbay Aboriginal Language and Cultural Centre and Council’s Manager Community Development.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

The proposal will support the continuity of the work undertaken by the Muurrbay Aboriginal Language and Cultural Centre.

 

Economic

 

There are no economic implications.

 

 

Risk

 

There are no significant risks.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There will be no significant impact on existing budgets.

 

Source of fund and any variance to working funds

 

There will be no significant impact on working funds.

 

Service level changes and resourcing/staff implications

 

There is likely to be some minor inconvenience in relation to the normal use of the Council’s administration building but this can be worked around for a limited period.

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           28 September 2017

General Manager's Report

ITEM 9.4      SF770              280917         Inquiry into Preference Counting in Local Government Elections in NSW

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

A summary is not required.

 

 

Recommendation:

 

That Council note the Inquiry into Preference Counting in Local Government Elections in NSW.

 

 

OPTIONS:

 

Council can choose to whether or not to make a submission and the content of the submission.

 

DISCUSSION:

 

The Council has been advised that The Joint Standing Committee on Electoral Matters is conducting an inquiry into preference counting in local government elections in NSW.  The terms of reference for the Inquiry are as follows:

 

Terms of Reference

 

That the Joint Standing Committee on Electoral Matters inquire into and report on:

 

a)   The current system of “random selection” in the counting of preferences in local government elections,

b)   Whether this system delivers fair results in all cases for candidates,

c)   Whether there are any alternative methods of ballot counting which would produce more accurate preference flows, and

d)   Any other related matter.

 

That the Committee report by 14 November 2017.

 

The Council has been invited to make a submission to the Inquiry.  The closing date for submissions is Friday 29 September 2017 meaning any submission will need to be made tomorrow.

 

A media release which provides some background to the matter is attached.

 

Australia does utilise a variety of voting systems including full preferential voting where each candidate must be given a preference by the voter, optional preferential voting where the voter may allocate preferences to as few as one candidate; proportional representation (which is the NSW local government system) and the Hare-Clark system which is used in Tasmania and for the ACT Legislative Assembly.

 

It is the case that all of the systems have strengths and weaknesses and biases towards major or minor parties/independents.

 

One issue with the proportional voting system is how the surplus of each successful candidates votes are transferred, according to the second preferences shown on the ballot papers to continuing candidates.

 

Because it is impossible to specify which votes actually elect a Councillor and which are surplus to that outcome, some distribution method is needed.  In a close election different random selections can produce different results.  An alternative and fairer method would be look at the second preferences of all these ballot papers and count the number of second preferences given to each candidate, and give each of the candidates the appropriate proportion of the quota surplus.

 

The Committee will presumably look at this option.

 

There may be other cost effective options for improving preference counting which Council is not aware of.  The Council has no special expertise in voting systems and for these reasons it is not proposed to make a submission.

 

CONSULTATION:

 

The Mayor has provided the following comment:

 

“… It relates to the distribution of preferences once quota is reached. As you know at local government elections a quota is set and if a candidate receives the required quota of primary votes they are declared elected.

 

Roughly speaking the quota is arrived at by dividing the number of eligible voters in a LGA divided by the number of candidates. For example, our quota might be 1100 primary votes. If a candidate gets 1100 or more primary votes on the first count they are declared elected. But say the candidate actually got 1500 primary votes. The 1100 that got the candidate elected are "exhausted" or used and the 400 spare are then transferred at a proportional value to the candidate who was marked number 2 on the ballot paper.

 

The problem is that of the 1500 votes, which ones do you set aside and declare exhausted and which do you use to transfer a value to the second preference candidate on the ballot paper. This is where the random selection comes in. The electoral commission use computers to randomly select 400 of the ballot papers and then look to them to transfer preferences. But what if there are 100 of the exhausted ballot papers that have candidate X marked number two but only 3 of the randomly selected ballot papers have candidate X marked as 2. If candidate X misses out on being elected by say ten votes he has been dudded and this happens. In tests that have been conducted by repeating the random selection differing results in terms of who gets elected have occurred. It flows right on down the system and can affect a number of candidates…

 

The problem with randomly selecting which ones are declared exhausted and which are transferred, is that you cannot duplicate the result. Because local government deals in relatively smaller numbers to state and federal it can mean a lot of people can be elected where if you re-ran the process and did another random selection they would be the ones who just missed out.”

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

The social implications are outlined in the report.   The random selection of quota surplus can affect the results of an election.

 

Economic

 

There are no economic consequences.

 

Risk

 

The risks associated with random selection of votes are discussed in the report.

 


 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

At this stage there are no budgetary implications.

 

If the Committee determines to introduce additional counting requirements then the council will be expected to pay for any additional cost.

 

Source of fund and any variance to working funds

 

There are no implications for working funds.

 

Service level changes and resourcing/staff implications

 

There is no service level or resourcing implications.

 

Attachments:

1

34678/2017 - Media release - Inquiry into preference counting

 

  


Ordinary Council Meeting - 28 September 2017

Inquiry into Preference Counting in Local Government Elections in NSW

 


Ordinary Council Meeting                                                                                           28 September 2017

General Manager's Report

ITEM 9.5      SF621              280917         Aboriginal Land Claims 18485, 18486, 18487, and 19194 at Nambucca Heads

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

Council has received advice from the Aboriginal Land Claim Investigation Unit (ALCIU) of the Department of Industry – Lands of four Aboriginal Land Claims in the Nambucca local government area.  They are:

 

·      Claim No. 18485 from the NSW Aboriginal Land Council lodged on behalf of the Nambucca Heads Local Aboriginal Land Council for Lot 7056 DP 1113432 lodged on 24 July 2009 and;

 

·      Claim No. 18486 from the NSW Aboriginal Land Council lodged on behalf of the Nambucca Heads Local Aboriginal Land Council for Lot 533 DP 789281 lodged on 24 July 2009.

 

·      Claim No. 18487 from the NSW Aboriginal Land Council on behalf of the Nambucca Heads Local Aboriginal Land Council for Lot 7020 DP 1113430 lodged 24 July 2009.

 

·      Claim No. 19194 from the NSW Aboriginal Land Council for Lot 532 DP 789281 lodged on 7 August 2009.

 

The ALCIU is seeking advice from Council that establishes:

 

·      Lawful use or occupation and

·      Need or likely to be needed for an essential public purpose

 

The ALCIU also note that if Council has no interest in the granting or refusal of the claims, that the ALCIU be advised as such to prevent unnecessary delays in processing claims.

 

The ALCIU have requested that Council provide a response by 5 October 2017.

 

 

Recommendation:

 

That the Aboriginal Land Claim Investigation Unit be advised as follows:

 

1        That subject to the creation of easements over existing sewer lines in relation to the land contained in claims 18485, 18486 and 18487, Council has no need or likely need to use the land for an essential public purpose.

 

2        Council has no interest in the granting or refusal of these claims.

 

 

OPTIONS:

 

There are no realistic alternative options.

 

DISCUSSION:

 

Council has received the attached advice from the Department of Industry concerning four Aboriginal Land Claims which are being investigated by the Aboriginal Land Claim Investigation Unit.

 

Claim No. 18485 – Lot 7056 DP 1113432, Charlton Street, Nambucca Heads

 

A plan showing the land the subject of the claim is attached.  It is 3.3 hectares of bushland zoned R3 Medium Density Residential.

 

A 150mm sewer gravity line encroaches to a minor extent on southern and eastern boundaries of the land.  It is suggested that this line be protected by a 3m wide easement but otherwise the Council has no need or likely need to use the land for an essential public purpose

 

Claim No. 18486 – Lot 533 DP 789281, Lee Street, Nambucca Heads

 

A plan showing the land is attached.  It is 4.6 hectares of bushland zoned R1 General Residential.  It contains larger sewer gravity lines with 400mm, 600mm and 150mm diameter lines dissecting the site.  Again these sewer lines should be protected by easements.

 

Claim No. 18487 – Lot 7020 DP 1113430, Charlton Street, Nambucca Heads

 

This is a triangular shaped lot of 1.9 hectares of bushland just to the west of the Nambucca Heads cemetery.  It is zoned R3 Medium Density Residential.  It has a 400mm diameter running along its western boundary.

 

A plan showing the land is attached.

 

Claim No. 19194 – Lot 532 DP 789281, Lee Street, Nambucca Heads

 

This is an irregular shaped piece of bushland at the end of Lee Street, Nambucca Heads.  It has an area of approximately 5,000 sq. metres and is zoned R1 General Residential.  It does not contain any sewer lines.

 

A plan showing the land is attached.

 

 

CONSULTATION:

 

There has been consultation with Council’s Manager Water & Sewerage.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The environmental implications relate to the use of the land rather than its ownership.

 

Social

 

There are no significant social implications.  It is an on-going source of frustration to the Aboriginal community that properly constituted land claims remain undetermined after decades.  The Council has previously made representations in relation to these delays but nothing seems to change.  The uncertainty regarding the future of the land does impact on the adjoining property owner who utilises the land.

 

Economic

 

At this stage there are no economic implications.

 

Risk

 

There are no significant risks to Council.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

At this stage there are no budgetary implications.

 

 

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 are no significant resourcing implications.

 

Attachments:

1

35832/2017 - Aboriginal Land Claims 18485, 18486, 18487, 19194

 

2

35845/2017 - Aboriginal Land Claim 18485

 

3

35861/2017 - Aboriginal Land Claim 18486

 

4

35874/2017 - Aboriginal Land Claim 18487

 

5

35875/2017 - Aboriginal Land Claim 19194

 

  


Ordinary Council Meeting - 28 September 2017

Aboriginal Land Claims 18485, 18486, 18487, and 19194 at Nambucca Heads

 


 


 


 


 


Ordinary Council Meeting - 28 September 2017

Aboriginal Land Claims 18485, 18486, 18487, and 19194 at Nambucca Heads

 


Ordinary Council Meeting - 28 September 2017

Aboriginal Land Claims 18485, 18486, 18487, and 19194 at Nambucca Heads

 


Ordinary Council Meeting - 28 September 2017

Aboriginal Land Claims 18485, 18486, 18487, and 19194 at Nambucca Heads

 


Ordinary Council Meeting - 28 September 2017

Aboriginal Land Claims 18485, 18486, 18487, and 19194 at Nambucca Heads

 


Ordinary Council Meeting                                                                                           28 September 2017

General Manager's Report

ITEM 9.6      SF2290            280917         Results of Exhibition of Gordon Park Flying-fox Camp Plan of Management

 

AUTHOR/ENQUIRIES:    Grant Nelson, Coordinator Strategic Planning & Natural Resources         

 

Summary:

 

The purpose of this report is to provide Council with the results of the exhibition of the Gordon Park Flying Fox Camp Plan of Management.

 

 

Recommendation:

 

1        Council note the submissions made to the Draft Gordon Park Flying-fox Camp Plan of Management;

 

2        That Council endorse in principle the Gordon Park Camp Flying-fox Plan of Management with amendments recommended in the body of this report;

 

3        That Council endorse a permit application to the Office of Environment and Heritage under the scope of the plan to obtain approval to undertake actions such a pathway maintenance, vegetation management and other similar activities;

 

4        That Council allocate funds from the Environmental Levy to undertake actions in the endorsed plan on an annual basis while the camp is present at Gordon Park. Appropriate grant funding is also to be considered as it becomes available.

 

 

OPTIONS:

 

Council may choose not to endorse the plan.

 

DISCUSSION:

 

Nambucca Shire Council received funding from LG NSW to support the preparation of a Flying Fox Management Plan for the camp at Gordon Park shown on the adjoining page. Council engaged Ecosure to prepare the Plan of Management.

 

To guide the preparation of the plan the initial phase of the project included a survey targeted at residents located near to Gordon Park and also a workshop with stakeholders represented by some adjoining landholders and businesses as well as some community groups and clubs directly involved with activities at Gordon Park including, the Tennis Club, the Rainforest Committee and the Lions Club.

 

Council received excellent feedback in respect to these processes and during the preparation of the plan council received over 100 responses to a survey. The surveys provide a good representation of community views.

 

Ecosure prepared a draft management plan for the camp in accordance with the relevant OEH templates and guides for the preparation of Flying fox Management Plans. The draft plan was endorsed by Council for exhibition in June 2017 and was exhibited from 29 June 2017 to 28 July 2017. Due to a number of phone calls regarding the matter in late July the exhibition period was extended until 8 August 2017.

 

Despite initial interest only four (4) formal submissions were received to the plan. Each is attached to this report. Submissions were received from:

 

-     Council’s Access Committee;

-     The Gordon Park Rainforest Committee;

-     The Gordon Park Tennis Club;

-     The Office of Environment and Heritage

 

A review of the submissions has been undertaken by Ecosure Pty Ltd. This review which also includes a response to the points raised in the submissions is provided in attachment 1.

 

A revised version of the Gordon Park Flying-Fox Camp Management Plan which includes recommended responses to matters raised in the submissions has been circulated to Councillors via the LG Hub.

 

The plan gives consideration to options for management raised by the community and also options that have been implemented and tested elsewhere. The planned management approach focuses on Level 1 and Level 2 management options which include some vegetation management over footpaths and tennis facilities, activities to minimise impacts to surrounding residents, existing facilities such as the walking tracks in the rainforest and tennis courts.

 

The plan does not support any level 3 activities which include dispersal and direct modifications to the camp such as vegetation clearing.

 

The planned management approach as amended post exhibition is presented below as an extract from the draft plan. It is recommended that Council review the revised draft document in full so that the management actions can be placed in context to all the matters considered (changes are shown in red) and are tabled at the end of this report.

 

Medium/ Long Term Actions

The following will be considered depending on outcomes of short-term actions completed during the life of this Plan:

•      If a nearby, suitable alternative camp site is identified in a low conflict location, it will be restored and improved to encourage flying-foxes to relocate from Gordon Park (see Section 8.1.6). Habitat improvement works will also consider the outcomes of any new research which may improve the likelihood of ‘attracting’ flying-foxes to a desired location.

•      If it is not feasible to attempt to encourage flying-foxes to an alternative site, and provided that the rainforest is sufficiently resilient to accommodate additional flying-foxes in a smaller area, buffers will be created to deter flying-foxes roosting at the edge of Gordon Park. Buffers can be created through minor trimming of roost trees combined with permanent/semi-permanent deterrents (e.g. canopy-mounted sprinklers. This is a Level 2 action and will require an s91 licence application.

 

Other actions

 

Council submitted an application to Stream 3 of this Program on 25 May 2017 and requested funding to implement some actions identified in this DRAFT plan. Council’s application was for $15,400 in grant funding, whilst Council was to contribute $3,800 in cash, and $15,400 in-kind works to the project.

 

At the Council meeting of 29 June Council resolved as follows:

 

          That Council accept the funding offer of $15,400 from the Local Government NSW to support the implementation of some actions identified in the DRAFT Management Plan for the Flying-fox camp at Gordon Park, Nambucca Heads.

 

That subject to the availability of funds, Council allocate an amount of $3,800 from the Environmental Levy Reserve to support the implementation of the actions. This, combined with $15,400 of in-kind input from Council, to a project valued at $34,600, represents Council’s 50:50 contribution to the $15,400 grant funded by LGNSW.

 

The works will involve, removal of dead trees and debris blocking the walking trail and minor improvements to ensure it is safe for public use, preparation and implementation of a regeneration program to allow for recruitment of rainforest trees to replace the senescent canopy, design and construction of a number of signs which provide interpretive information in respect to the rainforest and flying-foxes, and some education information in respect to the flying-foxes.

 

Council has engaged a local ecologist to prepare a vegetation management plan for the site. This plan is expected in draft form at the time of writing this report. The preparation of this plan has benefited from engagement with representatives from the Rainforest Committee.

 

This project is behind schedule at this time.

 

 

 

 

CONSULTATION:

 

Ecosure Pty Ltd

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The consideration of management actions for a species that is considered of both high conservation significance and also by many as unfavourable species to be located in an urban area is a challenging exercise. This management plan has been prepared giving consideration to both environmental and social implications.

 

Social

 

The consideration of management actions for a species that is considered of both high conservation significance and also by many as unfavourable species to be located in an urban area is a challenging exercise. This management plan has been prepared giving consideration to both environmental and social implications.

 

Economic

 

This plan has been jointly funded by Council’s Environmental Levy and LG NSW. It is recommended Council give consideration to implementing actions within the Management Plan annually as part of the environmental levy program and as available grant funding be sought to assist in the management of the area.

 

The negative economic impacts on local economy are difficult to quantify, however as suggested in the plan these may be offset to some extent if some effort is made to identify the location as an area of interest for eco-tourism.

 

Risk

 

The plan has been prepared to investigate and identify actions which may alleviate pressures on the local environment and community. The actions proposed do not include dispersal of the flying-fox camp which is identified as a potential costly exercise and which may splinter the camp to other nearbye residential/ urban locations.

 

Should Council not endorse the plan it could be taken to be endorsing a do nothing approach to the management of the camp.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Future management actions will be given consideration as part of the environmental levy budget and available grant funding.

 

Source of fund and any variance to working funds

 

nil

 

Service level changes and resourcing/staff implications

 

nil

 

Attachments:

1

29340/2017 - Comments from the Office of Environment and Heritage on the Draft Plan of Managment

 

2

36036/2017 - scanned Submissions - Gordon Park Flying Fox Camp Management Plan

 

3

36324/2017 - Report Attachment - PR2402PM.Submission Tracker

 

4

36325/2017 - Report Attachment - PR2399-DE Gordon Park CMP FINAL DRAFT

 

  


Ordinary Council Meeting - 28 September 2017

Results of Exhibition of Gordon Park Flying-fox Camp Plan of Management

 


 


Ordinary Council Meeting - 28 September 2017

Results of Exhibition of Gordon Park Flying-fox Camp Plan of Management

 


 


 


 


 


 

 

 

 


Ordinary Council Meeting - 28 September 2017

Results of Exhibition of Gordon Park Flying-fox Camp Plan of Management

 


Ordinary Council Meeting - 28 September 2017

Results of Exhibition of Gordon Park Flying-fox Camp Plan of Management

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Ordinary Council Meeting                                                                                           28 September 2017

General Manager's Report

ITEM 9.7      DA2017/138      280917         DA2017/138 Continued Use of Dwelling House at Lot 1342 DP631671 No.99 Deep Creek Road, Valla

 

AUTHOR/ENQUIRIES:    Brad Lane, Senior Town Planner         

 

Summary:

 

The proposal comprises the continuing use of a dwelling which was the former manager’s residence of a caravan park that previously operated on the site.  Development for the purpose of a caravan park is prohibited in the RU1 Zone.  The site has not been used as a caravan park for a number of years, and as such the “existing use” has been abandoned.  Since the subject dwelling was ancillary to the existing use, it presently has no development approval to be used as a dwelling, separate to the operation of the caravan park.

 

The rural zoned land is less than 40ha in size and does not have a dwelling entitlement.  The Department of Planning and Environment (DPE) has provided concurrence to a Clause 4.6 variation to the minimum lot size relating to dwelling houses in certain rural zones (Clause 4.2A).  As the proposed variation to the development standard exceeds 10%, the application cannot be determined by Council Officers under delegated authority.  Instead, the application has been referred to Council for determination.

 

NOTE: This matter requires a “Planning Decision” meaning a decision made in the exercise of a function of the council under the Environmental Planning and Assessment Act 1979 including a decision relating to a development application, an environmental planning instrument, a development control plan or a development contribution plan.  Under Section 375A of the Local Government Act 1993 it requires the General Manager to record the names of each Councillor supporting and opposing the decision.

 

 

Recommendation:

 

That Council determines Development Application DA2017/138 by granting development consent subject to the recommended conditions within in Attachment 1.

 

 

OPTIONS:

 

1    Council determines the development application by granting development consent subject to the recommended conditions within Attachment 1.

2    Council determines the development application by refusing to grant development consent with reasons.

 

DISCUSSION:

 

Description of the Site

 

The subject land is legally described as Lot 1342 DP: 631671 and is known as 99 Deep Creek Road, Valla. The total site area is 1.879ha. The subject land is accessed via a gravel driveway to Deep Creek Road and is enclosed with a wire mesh and barbed wire fence with a height of approximately 2m. 

 

The subject land is occupied by a various structures and infrastructure associated with the former use of the site as a caravan park.  This includes a dwelling which was previously utilised as the caravan park manager’s residence, an amenities block, sheds, old accommodation structures, gravel access tracks, concrete slabs and caravan “site” electricity posts.  The remainder of the site is vacant.  Application Plans are provided as Attachment 2.

 

Description of the Proposal

 

The proposal comprises the continuing use of the former manager’s residence as a dwelling house.

 

ENVIRONMENTAL PLANNING AND ASSESSMENT ACT 1979 ASSESSMENT

 

The proposed development is assessed against the relevant sections of the Environmental Planning and Assessment Act 1979 as follows:

 

Section 5A - Significant effect on threatened species, populations or ecological communities, or their habitats

 

It is considered that sufficient information is available to satisfy Council that the proposed development will not be contrary to the matters for consideration outlined in this section subject to the recommended conditions of consent. As such, it is not considered that the proposal will have any significant effects on threatened species, populations, communities or their habitats.

 

Section 79BA - Consultation and development consent—certain bush fire prone land

 

Conditions have been included within the conditions of consent which will ensure the proposed development is consistent with Planning for Bushfire Protection 2006.

 

Section 79C(1) In determining a development application a consent authority is to take into consideration such of the following matters as are of relevance to the development the subject of the development application:

 

(a)(i)   The provisions of any environmental planning instrument (EPI)

 

NAMBUCCA LOCAL ENVIRONMENTAL PLAN 2010

 

The proposed development is assessed against the relevant clauses of the Nambucca Local Environmental Plan 2010 in the following table:

 

Clause

Complies

Comments

2.3 - Zone objectives and land use table

Yes

The proposed continued use of the former caravan park managers residence as a dwelling house is considered to be consistent with the zone objectives as the structure is existing and the lot is already fragmented and of a size that is too small for any sustainable agricultural activity.

The consent will be conditioned to exclude the residential or short term accommodation use of other structures on the site from this consent.

4.2A - Erection of dwelling houses and dual occupancies (attached) on land in certain rural and environmental protection zones

Yes

The site does not have a dwelling entitlement and is less than the minimum 40ha minimum lot size development standard.  The applicant has submitted a request to vary the development standard pursuant to Clause 4.6.

As the application seeks to vary a development standard relating to the minimum lot size for the erection of a dwelling in the RU1 zone and the lot has an area of less than 90% of the development standard, Council may not assume the Secretary’s concurrence. 

The application was referred to DPE requesting the Secretary’s concurrence.  The Secretary’s concurrence was provided by letter dated 26 July 2017.  A copy of the concurrence letter is provided as Attachment 3.

Following a review of the applicant’s written request, Council is satisfied that it has adequately demonstrated that compliance with the development standard is unreasonable or unnecessary in the circumstances of the case and that the proposed development will be in the public interest because it is consistent with the objectives of the standard and the zone objectives.

To elaborate, the circumstances of this case are that the lapsing of an existing use right that applied to the former caravan park use of the site has left a situation where the former manager’s residence associated with the caravan park use remains on site and cannot be lawfully occupied without granting development consent for the use of that building as a dwelling house.

No additional dwellings will be created as a result of the proposal, and the land will not be further fragmented.  Rather it will merely make lawful the use of the dwelling which presently exists on the site.

The use of the dwelling as a dwelling house will maintain the historic permanent residential use of the property and therefore is unlikely to result in any additional adverse impact upon the potential of the site or surrounding properties to be used for agricultural purposes.

5.9AA – Trees or vegetation not prescribed by a development control plan

Yes

The Nambucca Development Control Plan 2010 (NDCP) is the only DCP applicable to the proposed development. The NDCP does not prescribe for the purposes of clause 5.9 any tree or other vegetation.

7.3 – Flood Planning

Yes

The subject dwelling is located on land that is above the flood planning level.

7.4 - Public utility infrastructure

Yes

The site is serviced by on-site rainwater storage and an on-site effluent disposal system.  A condition will be included to ensure that the OSSM is inspected and approval to operate renewed. Reticulated electricity is connected.

7.5 – Development in the vicinity of identified mineral resource areas

Yes

It appears that a sand extraction lease is identified to the east of the site.  Given the existing nature of the dwelling and its former use as a managers residence it is considered that the use of the structure would not give rise to any unreasonable impact on the potential operation of the extractive industry or introduce any unreasonable impacts upon the future occupants of the dwelling.

 

STATE ENVIRONMENTAL PLANNING POLICIES

 

The proposed development is assessed against the relevant State Environmental Planning Policies in the following table:

 

State Environmental Planning Policy

Complies

Comments

SEPP 44 - Koala Habitat Protection

Yes

The site contains a majority of exotic vegetation and as such the site is not considered potential koala habitat.

The proposal will not require removal of native vegetation and on that basis no further assessment is considered necessary.

SEPP 55 - Remediation of Land

Yes

The site is adjacent to a former service station, which has no record of having underground storage tanks removed or remediated.  To ensure that the dwelling is suitable for continued residential occupation, a condition requiring a Detailed Investigation will be included on the consent.  Should evidence of contamination be found the condition will require remediation and validation/ audit.

SEPP 62 - Sustainable Aquaculture

Yes

Subject to ensuring approval and monitoring of the OSSM system the proposal should not have any adverse impact upon aquaculture development.

SEPP (Building Sustainability Index: BASIX) 2004

Yes

The proposed use is for the use of the building as a dwelling house.  A BASIX Certificate is not required.

SEPP (Rural Lands) 2008

Yes

The matters in clause 10 of the SEPP are similar to the controls considered under the LEP and DCP.  In summary it is considered that there will be no adverse land use conflicts with adjoining rural land uses as a result of the proposal due to features of the adjoining land and the existing nature of the dwelling.

 

(a)(ii) The provision of any draft environmental planning instrument (EPI)

 

The proposal is consistent with draft environmental planning instruments applicable to the proposed development.

 

(a)(iii) The provision of any Development Control Plan

 

NAMBUCCA DEVELOPMENT CONTROL PLAN 2010

 

The proposed development is assessed against the relevant clauses of the Nambucca Development Control Plan 2010 in the following table:

 

NAMBUCCA DCP 2010

Complies

Comments

Notification and advertising (Part A)

Yes

Adjoining land owners have been notified for a period of 14 days.  One letter of support was received.

Environmental context (Part A)

Yes

These matters predominantly relate to controls in other planning instruments and have been adequately considered elsewhere in this report.

Site Analysis (Part A)

Yes

A site plan has been provided with the application and is considered adequate. 

Car Parking & Traffic (Part C)

Yes

Adequate on site car parking is available.

Rural and environmental development (Part F)

Yes

Having regard to the background to this site and the former use of the building as a manager’s residence associated with the former caravan park use, it is considered that the proposed development is unlikely to result in any adverse conflicts which are contrary to this part.

Waste Minimisation and Management (Part N)

Yes

The site is be serviced by Council’s waste collection service by placing bins at the site frontage. 

 

(a) (iiia) Any planning agreement that has been entered into under section 93F, or any draft planning agreement that a developer has offered to enter into under section 93F.

 

There are no planning agreements applying to the subject site.

 

(a) (iv) Any Matters prescribed by the Regulation

 

The proposed development is assessed against the relevant matters for consideration prescribed by the regulation in the following table:

 

Clause

Complies

Comments

Clause 93 — For development involving a change of use not involving alterations or additions; is fire protection and structural capacity of buildings appropriate to new use?

Yes

Conditions are proposed to be applied regarding upgrade works to the proposed dwelling.

 

(a) (v) any coastal zone management plan

 

It is not considered that the nature or location of the proposed development will be contrary to any of the management actions outlined within the Coastal Zone Management Plan for the Nambucca Shire Coastline.

 

(b)      The likely impacts of that development, including environmental impacts on both the natural and built environments, and social and economic impacts in the locality.

 

Issue

Applicable

N/A

Comments

Context and Setting

X

 

It is not considered that the proposed development will result in any significant impacts on the existing character of the site or surrounding area since it is consistent with the past use of the structure as a manager’s residence.

Access, Transport and Traffic

X

 

Vehicular access to the site is via an existing sealed public Road. A condition of consent will require the sealing of the access driveway crossover.

Public Domain

X

 

It is not considered that the proposed development will result in any adverse impacts on the public domain as the structure is existing.

Utilities

X

 

The existing arrangements for servicing the development will be used.

Heritage

X

 

In accordance with the Due Diligence Code of Practice, there are no relevant confirmed site records or other associated landscape feature information on AHIMS, no other sources of information of which a person is already aware, and the development will not impact on any landscape features that are likely to indicate the presence of Aboriginal objects.

Other Land Resources

X

 

A san extraction licence exists to the north east of the site.  Since the dwelling is existing and other dwellings are located in the vicinity, no adverse impacts are likely.

Water

X

 

Existing on-site water supply will be utilised. 

Soils

X

 

No site disturbance is required.

Air and Microclimate

 

X

 

Flora and Fauna

X

 

It is not considered that the proposal will have any significant impacts on threatened species, populations, communities or their habitats.

Waste

X

 

The site is serviced by Councils domestic bin collection. 

Energy

X

 

The site is connected to electricity and will not result in additional capacity constraints.

Noise and Vibration

X

 

The use is unlikely to generate or be affected by adverse noise and vibration impacts.

Natural Hazards

X

 

The site is subject to potential bushfire hazard.  Conditions will be included on the consent.

Technological Hazards

 

X

 

Safety, Security and Crime Prevention

X

 

The proposed use of the dwelling will not create any adverse safety or crime risk.

Social Impact in the Locality

X

 

Additional residential occupation of the site will improve passive surveillance of the area.

Economic Impact in the Locality

X

 

The proposal will have minimal economic impact.

Set Design and Internal Design

X

 

The siting of the dwelling is suitable.

Construction

X

 

Conditions have been included regarding building upgrade work.

Cumulative Impacts

X

 

The proposal is unlikely to result in undesirable precedent as the decision has been based on a former residential use of the site which was lawfully established in association with an abandoned existing use.

 

(c)      The suitability of the site for the development

 

Does the proposal fit in the locality?

Yes

No

 

X

 

Are the site attributes conducive to development?

Yes

No

 

X

 

 

d)       Any submissions made in accordance with this Act or the Regulations

 

One submission was received in support of the proposed development.

 

(e)      The public interest

 

Subject to the recommended conditions of consent, it is not considered that the proposal is contrary to the public interest because it will not result in any significant impacts on the natural, social, or economic environments.

 

Section 94 - Contribution towards provision or improvement of amenities or services

 

Development Contribution Plan

Applicable

N/A

Contribution Amount

Community Facilities and Open Spaces

 

X

 

Local Roads & Traffic Infrastructure

 

X

 

Surf Lifesaving Equipment

 

X

 

Mines and Extractive Industries

 

X

 

Upper Warrell Creek Overbridge

 

X

 

Upper Warrell Creek Road

 

X

 

Smiths Lane Upgrade

 

X

 

Section 94A Development Contribution Plan

 

X

 

Administration 

 

X

 

 

Section 64 – Construction of Works for Developers (Local Government Act 1993)

Section 64 of the Local Government Act 1993 enables council to levy developer charges for water supply, sewerage and stormwater. This derives from a cross-reference in that Act to Section 306 of the Water Management Act 2000.

 

Development Servicing Plan

Applicable

N/A

Contribution Amount

Water Supply

 

X

 

Sewerage

 

X

 

 

 

CONSULTATION:

 

Internal Referrals

 

Engineering – N/A

 

Health and Building – Yes

 

Government Departments

 

NSW Rural Fire Service – N/A

 

NSW Roads and Maritime Service – N/A

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Subject to compliance with the recommended conditions the proposal is unlikely to create any adverse impact upon the environment.

 

Social

 

With regard to the matters discussed within the report, the proposal is unlikely to create any adverse social impacts.

 

Economic

 

The proposal is of a minor nature and is unlikely to create any significant economic impacts.

 

Risk

 

While the proposed development does present a risk of setting an undesirable precedent in relation to the use of Clause 4.6 to allow a dwelling houses on an under sized lot, it is unlikely that many other cases would exist that satisfy the same circumstances where a dwelling exists due to an association with a former lawful use of the site.  In this instance the risk is considered to be minor.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Nil

 

Source of fund and any variance to working funds

 

Nil

 

Service level changes and resourcing/staff implications

 

Nil

 

Attachments:

1

34929/2017 - DA2017/138 - Attachment 1 - Recommended Conditions

 

2

34928/2017 - DA2017/138 - Attachment 2 - Application Plans

 

3

34931/2017 - DA2017/138 - Attachment 3 - DPE Concurrence

 

  


Ordinary Council Meeting - 28 September 2017

DA2017/138 Continued Use of Dwelling House at Lot 1342 DP631671 No.99 Deep Creek Road, Valla

 

DETAILS OF CONDITIONS

 

GENERAL CONDITIONS OF THIS CONSENT

 

Development is to be in accordance with approved plans

 

1.       The development is to be implemented in accordance with the plan(s) endorsed with the Council stamp, dated 15/08/2017, and set out in the following table except where modified by any conditions of this consent.

 

Plan Title/Description

Dwg. No

Prepared by

Dated

Floor Plan and Typical Section

A01

Pittsbuilt Design and Construct

15/05/2017

Elevations

A02

Pittsbuilt Design and Construct

15/05/2017

Site Plan

A03

Pittsbuilt Design and Construct

15/05/2017

 

In the event of any inconsistency between conditions of this development consent and the plan(s) referred to above, the conditions of this development consent prevail.

 

Limitation of Consent

 

2.       This consent does not authorise the permanent or short term accommodation in any structure on the property other than the dwelling house identified on the plans referred to in Condition 1 of this consent.

 

THE FOLLOWING CONDITIONS ARE TO BE COMPLIED WITH WITHIN 6 MONTHS FROM THE DATE OF THIS CONSENT

 

Structural Engineering Certification

 

3.       Certification is to be provided by a practicing professional structural engineer that the:

 

a.       Foundations are adequate to support the existing building loads

b.       Framing and tie down of the structure are adequate.

 

General Building Compliance Work

 

4.       The following matters are required to be attended to by suitably qualified/licensed persons:

 

a.    Provide advice to Council from a licensed pest control agent attesting to the most suitable method of achieving protection from subterranean termites in accordance with AS3660. Implementation of the most suitable method shall then be employed.

b.    Repair damaged guttering and downpipes.

c.    Visible openings in ceiling linings to be sealed and/or repaired to prevent moisture/vermin entry to the ceiling spaces.

d.    Smoke detection and alarm system to be upgraded to comply with AS3786. Certification of such is required by a licensed electrician.

e.    The solid fuel heating device is to be removed or installed to comply with NCC 3.7.3.5

f.     Installation of floor wastes in the laundry and bathroom and confirmation on method of wet-seal.

g.    Stairway to be upgraded to comply with NCC 3.9.1.2

 

Contaminated Land Investigation

 

5.       A Detailed Investigation is to be undertaken by the proponent to confirm the presence or absence of contamination. The Detailed Investigation must be prepared in accordance with Council’s Contaminated Land Policy, the Managing Land Contamination Planning Guideline (1998), relevant EPA Guidelines and the Assessment of Site Contamination NEPM (1999 as amended 2013).

 

Any recommendations identified in the Detailed Investigation report, including and requirement for remediation, validation and auditing shall be binding on the development.

 

Decommission Other Accommodation Buildings

 

6.         Evidence must be provided that other existing structures are not capable of being used as a separate domicile or short term accommodation.

As a minimum the evidence must demonstrate all kitchen cabinetry and cooking facilities have been removed and that all kitchen plumbing has been capped off behind the internal wall lining.

All plumbing works must be in compliance with the Plumbing and Drainage Act 2011, AS3500 Parts 1-4, and associated Council policy.

 

System of Sewage Management

 

7.       An approval under section 68 of the Local Government Act 1993 to operate a system of sewage management to service the development shall be obtained from Council.

 

          Note: The Approval to Operate the existing on site sewerage management system lapsed on 30 June 2016.

 

Rural Stormwater Disposal

 

8.       Stormwater must be collected and disposed of in a controlled manner such that stormwater flows are:

a        Clear of buildings and infrastructure,

b        Clear of effluent disposal areas,

c        Not concentrated so as to cause soil erosion,

d        Not directly to a watercourse, and

e        Not directly onto adjoining land.

 

Rural Driveway

 

9.       Construct a driveway in accordance with Council’s “Requirements for Rural Driveway Construction” plans, drawing numbers F.007.1 and F.007.2 (attached), or in accordance with any other approval granted by Council.

 

Note: Where the existing road is sealed, the driveway must also be sealed from the edge of the existing road seal to 3m within the subject land, or to a maximum length extending 10m from the edge of the existing bitumen seal (whichever is the lesser).

 

Bushfire Safety

 

10.     Undertake the following bushfire protection measures:

·       Upgrade the building to improve ember protection. This is to be achieved by enclosing all openings (excluding roof tile spaces) or covering openings with a non-corrosive metal screen mesh with a maximum aperture of 2mm. Where applicable, this includes any sub floor areas, openable windows, vents, weepholes and eaves. External doors are to be fitted with draft excluders.

·       The land around the dwelling to a distance of 20 metres or to the property boundary, whichever is the lesser, shall be maintained as an inner protection area (IPA) as outlined within section 4.1.3 and Appendix 5 of 'Planning for Bush Fire Protection 2006' and the NSW Rural Fire Service's document 'Standards for asset protection zones'.

·       In recognition that no reticulated water supply exists, a 10,000 litre dedicated water tank shall be provided for fire fighting purposes to the temporary dwelling. The water tank shall be made of non-combustible materials and be fitted with a 65mm metal Storz outlet with a gate or ball valve. A hardened ground surface for truck access is to be supplied up to and within 4 metres of the Storz outlet.

·       Property access roads shall comply with section 4.1.3 (2) of 'Planning for Bush Fire Protection 2006', except that a reversing bay may be provided in lieu of a loop road around the dwelling or a turning circle. Where a reversing bay is provided it shall be not less than 6 metres wide and 8 metres deep with an inner minimum turning radius of 6 metres and outer minimum radius of 12 metres.

·       A Bush Fire Survival Plan is to be prepared by of the residents of the subject property. Information to assist in the preparation of a Bush Fire Survival Plan can be found at www.rfs.nsw.gov.au.

 

Rural Address Number

 

11.     The rural address number for the subject land is 99 Deep Creek Road. The rural address number must be displayed at the main driveway entrance approved for the subject land to enable prompt identification by emergency services and the general public. The number must be maintained for the life of the development.

 

THE FOLLOWING CONDITIONS ARE TO BE COMPLIED WITH DURING CONSTRUCTION

 

Building Code of Australia

 

12.     All building work must be carried out in accordance with the requirements of the Building Code of Australia as in force on the date the application for the relevant construction certificate was made.

 

Construction Times

 

13.     Any works involving the generation of noise which extends beyond the boundary of the land, other than works required in an emergency to avoid the loss of life, damage to property and/or to prevent environmental harm, shall only be carried out between 7:00 am and 6:00 pm Monday to Saturday inclusive. No works shall occur on public holidays.

 

The builder/site manager is responsible to instruct and control sub-contractors regarding the hours of work

 

Construction Waste and Materials

 

14.     All construction waste must be contained on the subject land in a suitable waste enclosure and disposed of at a facility that may lawfully accept the waste. Building materials are to be delivered directly onto the subject land. Public roads and reserves are to be maintained clear of rubbish, building materials and all other items.

 

Driveway Inspections

 

15.     The following inspections are required to be carried out by Council in regard to driveway construction works within the public road reserve:

 

          (a)      Pre and reo prior to undertaking concrete or bitumen sealing works; and

          (b)      Final completion.

Note: Council requires a minimum 48 hours’ notice to undertake each inspection. Inspections are done on a Tuesday or Thursday between 7.30 – 12.00 and 1.30pm - 3.30pm preferably.  Inspections outside these times can be arranged in liaison with Council.  You will need to quote your development application number when contacting Council to arrange an inspection and ensure all fees have been paid and a Certificate of Currency for Public Liability in the name of the company and/or person doing the work has been supplied to Council.

 

Driveway Works

 

16.     The work is to proceed as quickly as reasonably possible and is to be done in such a manner that the minimum of inconvenience to pedestrian or vehicular traffic is caused and care must be taken for pedestrian safety both during and after construction.

Where any of the work involved in constructing the access is carried out on the roadway, appropriate signage and traffic control is to be provided.  Applicants are to be familiar with and conform to the requirements of AS1742.3-2002, Traffic Control Devices for Works on Roads and in particular any traffic controllers are to possess a Traffic Control (Flagman) Certificate.

Any works on a Public Road Reserve are classified as High Risk Construction as defined in the Work Health and Safety Act 2011.  All works is to be carried out in accordance with this Act and Work Health and Safety Regulation 2011 copies of which may be obtained from WorkCover.

For the purposes of the Work Health and Safety Act 2011 “the applicant” will be the Principal Contractor.

 

Public Liability

 

17.     All care is to be taken to ensure the safety of the public in general, road users, pedestrians and adjoining property. A minimum of $20 million public liability insurance cover is to be maintained for the duration of the construction of the development. Council is to be nominated as an interested party on the policy. Council is not to be held responsible for any negligence caused by the undertaking of the works.

 

 

REASONS FOR CONDITIONS

 

·           To ensure that the proposed development:

a        achieves the objectives of the Environmental Planning and Assessment  Act 1979;

b        complies with the provisions of all relevant Environmental Planning Instruments;

c        is consistent with the aims and objectives of Council’s Development Control Plans, Codes and Policies.

 

·           To ensure that the relevant public authorities have been consulted and their requirements met, or arrangements made, for the provision of services to the satisfaction of those authorities.

 

·           To ensure the protection of the amenity and character of land adjoining and in the locality of the proposed development.

 

·           To minimise any potential adverse environmental, social or economic impacts of the proposed development.

 

·           To ensure that all traffic, car parking and access requirements arising from the development are addressed.

 

·           To ensure the development does not conflict with the public interest.

 

 


Ordinary Council Meeting - 28 September 2017

DA2017/138 Continued Use of Dwelling House at Lot 1342 DP631671 No.99 Deep Creek Road, Valla

 



Ordinary Council Meeting - 28 September 2017

DA2017/138 Continued Use of Dwelling House at Lot 1342 DP631671 No.99 Deep Creek Road, Valla

 


 


 


Ordinary Council Meeting - 28 September 2017

DA2017/138 Continued Use of Dwelling House at Lot 1342 DP631671 No.99 Deep Creek Road, Valla

 


Ordinary Council Meeting                                                                                           28 September 2017

General Manager's Report

ITEM 9.8      SF2293            280917         Development Applications greater than 12 months or where submissions received -  to 20 September 2017

 

AUTHOR/ENQUIRIES:    Lisa Hall, Technical Officer - Development and Environment         

 

Summary:

In accordance with Council's resolution from 15 May 2008 meeting, the development applications listed below are in excess of 12 months old (Table 1).  Table 2 shows development applications which have been received but not yet determined due to submissions received. 

 

In accordance with Minute 848/08 from Council’s 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 information contained in the report on Development Applications greater than 12 months or where submissions have been received as at 20 September 2017 be noted by Council.

 

 

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

 

There are no Development Applications in excess of 12 months old.

 

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

 

DA NUMBER

DATE OF RECEIPT

PROPOSAL

ADDRESS

2017/179

3 August 2017

Telecommunications Facility (Mobile Phone Tower)

Lot 3 DP 1147417, 1079 Scotts Head Road, Scotts Head

Thirty-six submissions have been received – thirty-four oppose the proposal, one does not object but offers an alternative site and one supports the proposal

·           Proposed development is unsightly and will spoil the bushland views and visual amenity

·           It will threaten existing native fauna and impact habitat of native fauna – comprehensive impact study required

·           Concerned about electromagnetic energy impacts on nearby residents and the school

·           No evidence that the local community will benefit from it

·           Exceeds height limit for site – tower is much too high – over 20m above the tree line

·           In Acid Sulphate Soils Class 2 area

·           Located in an area of “threatened Remnant Coastal Wetland” and the site floods

·           This would be better situated on the other side of Scotts Head Road

·           More suitable sites should be investigated

·           Could be bad for people’s health

·           Properties will be devalued

·           If a red light is placed on top of the tower, residents should receive compensation or blinds to reduce the impact

·           Too close to the school, the oval, yarning circle and adjoining residences

·           Low-lying site will not provide for optimal effectiveness of the tower

·           Will have a detrimental impact on lifestyle and tourism for Scotts Head

·           Does not comply with relevant planning principles set by the NSW Land & Environment Court, including impacts on neighbouring properties, including amenity, reasonableness, loss of reasonable development potential and poor design

·           Does not comply with Visual Impact Minimization principles as provided within the NSW Telecommunications Facility Guideline as it does not respond appropriately to its rural landscape setting

·           Exact location of tower not clear from information provided

·           Proposal is not visually aesthetic – too close to neighbouring residences

·           Too much vegetation will need to be cleared.

·           Not required as homes with broadband internet can make and receive calls using the NBN

·           A visual montage should be provided by the applicant

·           Council should conduct a site visit

·           Causing stress and anxiety in the local community

·           Would like it to be considered at a public council meeting

·           Could pose a catastrophic risk to residents in the event of a bushfire

·           More property owners should have been notified and the local community consulted with more thoroughly

·           Appears to be a cost savings exercise by Optus

·           Area is of significance to the Gumbaynggirr people

·           Should be a more suitable colour to blend in with the surrounding landscape

·           Does not comply with Clause 5.5 objectives of the Nambucca Local Environmental Plan 2010 – Coastal Policy

 

·           Owner of Lot 106 DP 251748 would be happy to have the tower on their property and believes this would have less of an impact as it would be close to main power transmission lines

 

·           The tower will provide better reception for Scotts Head which is important in emergency situations

 

STATUS: Being assessed- waiting for flora and fauna report and SEPP 44 Koala Habitat Protection report.  To be reported to Council and with Council to also undertake a site inspection.

 

DA NUMBER

DATE OF RECEIPT

PROPOSAL

ADDRESS

2017/188

21 August 2017

Community Facility

Lot 3 SP 12843, 3/28 Ridge Street, Nambucca Heads

Two submissions have been received

·      One requests that operating hours be from 8.30am to 5.30pm

·      One believes that the proposed development will devalue their investment property

STATUS: Being assessed- waiting for information about operation of facility

 

Attachments:

There are no attachments for this report.  


Ordinary Council Meeting                                                                                           28 September 2017

General Manager's Report

ITEM 9.9      SF25                280917         Request for Donation - North Coast Academy of Sport

 

AUTHOR/ENQUIRIES:    Teresa Boorer, Grants Officer         

 

Summary:

 

Council has received a request for a donation of $2,237 from the North Coast Academy of Sport (NCAS).

 

A copy of the letter of request is attached.

 

 

Recommendation:

 

That Council approve a donation of $500, from the Donations Budget 2017/2018 to assist the Academy in the delivery of their programs.

 

 

OPTIONS:

 

1        Council can resolve to donate $500;

2        Council can resolve to donate the same amount as the previous year, $575;

3        Council can resolve not to donate.

 

 

DISCUSSION:

 

The North Coast Academy of Sport is a non-government and not-for-profit organisation dedicated to helping talented sporting youth on the NSW North Coast, covering 12 local government areas from Hastings to Tweed Heads.

 

Council receives a request each year from the Academy for a calculated contribution amount, “or a donation that the Council deems appropriate”. The request for the donation is attached.

 

Council currently has a balance of $2947 in the Donations Budget for 2017/2018 – see attached excerpt from the Donations Register.

 

 

CONSULTATION:

 

General Manager

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There is no impact on the environment

 

Social

 

Council's donation would assist all athletes in the North Coast area that attend programs delivered by the Academy.

 

Economic

 

There are no economic issues.

 


 

Risk

 

There is no risk to Council.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Funds are available from Council's donation budget.

 

Source of fund and any variance to working funds

 

There are no implications on source of funds or any variance to working funds.

 

Service level changes and resourcing/staff implications

 

There is no impact on service level changes or resourcing/staff implications.

 

 

Attachments:

1

33762/2017 - Request for 2017/2018 financial support of North Coast Academy of Sport

 

2

34349/2017 - Excerpt from Donations Register and current status of Donations Budget 2017/2018 as at 18 September 2017

 

  


Ordinary Council Meeting - 28 September 2017

Request for Donation - North Coast Academy of Sport

 


 


 


Ordinary Council Meeting - 28 September 2017

Request for Donation - North Coast Academy of Sport

 


Ordinary Council Meeting                                                                                           28 September 2017

General Manager's Report

ITEM 9.10    SF2397            280917         Regional Sports Infrastructure Fund - Discussions with Funding Body - Office of Sport & Rec

 

AUTHOR/ENQUIRIES:    Teresa Boorer, Grants Officer         

 

Summary:

 

A recommendation from Council at its meeting on 31 August 2017, was for a further report once discussions had been held with the funding body for the recently announced $100 million Regional Sports Infrastructure Fund and Council’s prioritised projects, as adopted at this meeting.

 

A telephone meeting was held on Wednesday, 13 September 2017, commencing at 12pm.

 

The report outlines the responses from John Egan and Cathy Gorman from the Office of Sport & Rec, regarding the 3 proposed projects for submission of EOI’s for this funding being:

 

1   major improvements to the Hennessey Tape oval sporting precinct in Bowraville, as a part of the Bowraville Connections concept plan; and

 

2   major drainage works and installation of lighting at E J Biffin Fields, Nambucca Heads;

 

3   an application to heat the outdoor pool at the Macksville Memorial Aquatic Centre, and other options for this facility;

 

 

Recommendation:

 

a    That Council note the feedback received, and information regarding the discussion;

 

b    That Council staff proceed with submission of an EOI for the Hennessey Tape Sporting Precinct in Bowraville, with input from the newly formed “Working Party” of stakeholders in conjunction with Council and update the Bowraville Connections Concept Plan;

 

c    That Council staff gather additional information, and quotations, to support submission of an EOI in the future for the Macksville Aquatic Centre, to ensure the project meets the criteria and the budget requirements for this funding program; and

 

d    That Council remove the major drainage works and installation of lighting at E J Biffin Fields, Nambucca Heads from the prioritised list for EOI’s for this funding program.

 

e    That Council engage consultants King & Campbell to conduct an inception workshop for stakeholders of the Macksville Memorial Aquatic Centre prior to considering a fee proposal for the preparation of concept plans for a future EOI under the Regional Sports Infrastructure Fund.

 

 

 

OPTIONS:

 

Council identified 3 projects as priorities for the submission of Expressions of Interest (EOI) for the Regional Sports Infrastructure Fund and it was also acknowledged that there may be many other options for potential grant funding over the 4 year life of this funding program.

 

Following discussions with representatives from the funding body the above recommendations are put forward to Council.

 

Council may determine that no EOI’s are to be submitted, or that only one should be submitted at this time, with the potential for applications to be submitted under the Stronger Country Communities Fund next August, that aren’t contestable, for the two projects that currently don’t meet the criteria, or budget expectations, however would still be eligible for funding under this program.

 

DISCUSSION:

 

It will be recalled that the NSW Government announced as part of the $1.3 billion Regional Growth Fund, the opening of a $100 million Regional Sports Infrastructure Fund on 7 August 2017 which will, “create a network of spaces and places that enable communities to enjoy quality sport and participate in physical activity. It will invest in new and existing venues to improve participation and performance in sports at all levels”.

 

The $100 million will be available over 4 years, and funding applications will be open all the time. Applications, however, must be for projects valued at $1 million or more.

 

Applicants are encouraged to contact the funding body to discuss their proposals before submitting an EOI and if they proceed with an EOI, and this is approved, the Department of Premier and Cabinet staff, and grant funding body staff, will assist applicants to prepare a Business Case for the application.

 

Council staff made contact with the Office of Sport and Recreation and were directed to Mr John Egan, who is the contact for this program. Mr Egan was unavailable to take part in a face-to-face meeting, so a telephone meeting was scheduled for Wednesday, 13 September 2017, and all Councillors and stakeholders in the 3 prioritised projects, were invited to attend.

 

Attendees at the telephone conference were:

 

Councillor Reed, Councillor Wilson, Michael Coulter, (Council’s General Manager), Representatives from the Hennessey Tape Sporting Precinct Working Party – Paul LeCerf & Craig Doolan, representatives from the E J Biffin Fields Committee of Management – Erin Blanch & Andy Johnson, representatives from the Macksville Marlins – Dianne Wall & Lyndel Sutton, and Teresa Boorer (Council’s Grants Officer). From the Office of Sport and Recreation John Egan and Cathy Gorman were in attendance.

 

After introductions, John Egan asked questions on the first prioritised project, being the Hennessey Tape Oval project. Teresa Boorer gave an overview, and answered the initial question, and Paul LeCerf requested that he speak to the project.

 

Mr LeCerf mentioned this project would be a priority for the community of Bowraville, and the Nambucca Valley as a whole, and referenced the high Aboriginal population, the SEIFA Index, the Vincent Report, high involvement in sporting groups and activities, Bowraville Solutions Brokerage, disadvantaged community, focus area for a multitude of sports, links to the town and moving into the future. Mr LeCerf also mentioned the community support and the newly formed “Working Party”. John Egan and Cathy Gorman were both very positive about this project.

 

The second project discussed was the E J Biffin Fields underfield drainage and lighting. Erin Blanch, the Secretary of E J Biffin Fields Committee of Management, answered the directed questions on this project. The drainage is the main issue here as carnivals have to be cancelled when heavy rain falls as the open drain between the fields is not adequate. Both John Egan and Cathy Gorman advised that whilst this project was good for the community it may not meet the requirements of this program.

 

The final project that was discussed was heating of the Macksville 50m outdoor pool. Dianne Wall, the President of the Macksville Marlins outlined some project considerations for this proposal, including the inability to hold Regional Carnivals, and an extension of the swimming season, whilst also identifying the community support for the project, and other sporting groups that would use a heated facility if it was available.

 

John Egan, from the Office of Sport and Rec, then outlined the priorities the funding body would be looking for in an EOI. They are:

 

1        Strategic Alignment;

2        Multi-sport / Multi-purpose;

3        Economics and sustainability;

4        Affordability; and

5        Deliverability.

 

Based on these conversations, Mr Egan advised that he is really keen on the Bowraville project as he believes all the priorities, including partnerships, increased health benefits and inclusive communities, and the five listed priorities, could be addressed by this project.

 

The E J Biffin Fields project was not considered a viable project, it would struggle for this funding program, and discussions with the Committee of Management following the telephone conference identified that the priority was the under field drainage, not the lighting, so it may be a potential project for the next round of the Stronger Country Communities Funding next year.

 

The project to heat the Macksville Pool was identified as a project that may struggle in the EOI process, however there is a strong argument to support it, given the community backing showing its importance as a whole. John Egan advised that: The Macksville Pool project will need some strong “packaging” - needs to be more than heating a pool”.

 

Council’s General Manager also posed a question regarding the program priorities for Regional NSW and our fear as a smaller centre that we would miss out as we have less population than nearby major regional centres like Coffs Harbour and Port Macquarie. John Egan advised that the funding was “not just for the bigger centres. It is about the importance to community”.

 

It was also pointed out that there are resources available on the Department of Premier and Cabinets website regarding preparing a strong EOI, and a webinar on the project, and some questions relating to the funding. John Egan has provided the links to these resources to Council’s Grants Officer.

 

The teleconference concluded at 1:30pm.

 

Conclusion

 

It is recommended that Council note the feedback from the Office of Sport and Recreation and proceed with the submission of an EOI for the Bowraville project, in collaboration with the “Working Party” and adopting any changes to the Bowraville Connections concept plan to support the EOI submission. It is suggested further work and research is done on the potential for submission of an expression of interest for the Macksville Pool, with “stronger packaging” of the facilities to meet the criteria, and remove the E J Biffin Fields project from the list of priorities.

 

CONSULTATION:

 

There has been consultation with:

 

General Manager

Councillor Reed

Councillor Wilson

Manager Business Development

Manager Financial Services

Senior Community Development Officer

Bowraville Sporting Precinct Working Party

Representatives from E J Biffin Fields Committee of Management

Representatives from Macksville Marlins

 

Comment by General Manager

 

On 15 September David Tooby and Nigel Swift, a landscape architect and architect respectively from Port Macquarie based firm King & Campbell visited Thistle Park to consult with the cricket club and commence the review of the Thistle Park Master Plan.  Following the meeting at Thistle Park I took the opportunity to take Mr Tooby and Mr Swift to the Macksville Aquatic Centre to outline and discuss the proposals which have been received for heating the 50m pool and some of the issues with the ageing infrastructure.

 

Following the meeting I sought a fee proposal from King & Campbell based on the following instructions.

 

“In relation to the discussion at the Macksville Memorial Aquatic Centre the Council resolved last night to provide me with delegated authority to seek a proposal from King and Campbell to development a concept plan for the enhancement of the facility including consideration of heating the Olympic pool, grandstand seating, storage, a development room and any other options which may assist in supporting economic benefits.

 

As per our discussion at the pool, the preparation of a concept plan will need to include:

 

1.   Two workshops involving all stakeholders being firstly an inception workshop wherein all stakeholders try to agree on the required new/replacement facilities.  The second workshop would be to take feedback from stakeholders on the draft concept plans.

2.   Plans of sufficient detail to enable the lodgement of a development application

3.   Cost estimates derived from a schedule of rates, only of sufficient detail to provide an estimate of cost in a grant application

 

I appreciate that the amount of time required in item 2 is likely to largely relate to the scope of work identified at the inception workshop.

 

For this reason you may care to firstly put forward a proposal for undertaking the inception workshop and a report on the outcome of that workshop.

 

And depending upon the work identified in that report the Council could then consider a further proposal from you to prepare a concept plan including drawings of sufficient detail to enable the lodgement of a development application.

 

If you are interested in undertaking this work the Council would appreciate receiving a proposal from you.  Also any suggestions as to other work or a different approach to the preparation of a concept plan would be appreciated.

 

I have now received a fee proposal from King and Campbell which is attached.

 

In the first instance the quoted fee for the inception workshop is $1,958 excluding GST.

 

It is recommended that Council proceed with this workshop so as to build the “packaging” for an EOI for the Macksville Aquatic Centre.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

At this stage there are no implications for the environment.

 

Social

 

At this stage there are no significant social implications.  The recommendation effectively provides for the submission of one EOI for this funding program and further consultation regarding one of the identified proposals based on the feedback from the Office of Sport & Rec on 13 September 2017.

 

Economic

 

At this stage there are no particular economic issues.

 

Risk

 

The major risk with any new community infrastructure is the additional operating and on-going costs.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

At this stage there are no budgetary impacts.

 

Source of fund and any variance to working funds

 

At this stage there are no impacts on working funds.

 

Service level changes and resourcing/staff implications

 

At this stage there is no service level or resourcing implications.

 

Attachments:

1

32539/2016 - Bowraville Connections - Stage 1, Community Recreation and Sports Precinct Concepts 21 9 16

 

2

36141/2017 - King & Campbell - Macksville Memorial Aquatic Centre Fee Proposal

 

  


Ordinary Council Meeting - 28 September 2017

Regional Sports Infrastructure Fund - Discussions with Funding Body - Office of Sport & Rec

 


 


 


Ordinary Council Meeting - 28 September 2017

Regional Sports Infrastructure Fund - Discussions with Funding Body - Office of Sport & Rec

 


 

 


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Corporate Services Report

ITEM 10.1    SF1415            280917         Minutes of the Audit Risk and Improvement Committe Meeting - 13 September 2017

 

AUTHOR/ENQUIRIES:    Scott Norman, Assistant General Manager Corporate Services         

 

Summary:

 

A meeting of the Audit Risk and Improvement Committee was held Wednesday 13 September 2017.  The unconfirmed minutes are provided for Council’s information.  These minutes will be presented for confirmation at the Committee Wednesday 16th November 2017.

 

 

Recommendation:

 

That Council note the Unconfirmed Minutes of the Audit Risk and Improvement Committee 13  September 2017.

 

 

OPTIONS:

 

This report is for information and no options are provided.

 

DISCUSSION:

 

The Minutes of the Audit Risk and Improvement Committee meeting held Wednesday 13 September 2017 are attached for Councils information.  The list of outstanding internal audit recommendations is also provided for information.  Internal Audits on Governance and Risk Management are currently being completed and will be present to the next Committee meeting.  The 2017-18 program of Audits are:

 

1.   Works Order Module - Asset Management System

2.   Procurement

3.   Project Management

4.   Employee Performance Management

 

 

CONSULTATION:

 

The mechanism for reporting the Committee’s recommendation and Internal Audit Reports was agreed at the Committee Meeting of the 18th January 2017.

 

 

SUSTAINABILITY ASSESSMENT:

 

Nil.  This report primarily relates to governance and internal procedural matters

 

 

FINANCIAL IMPLICATIONS:

 

The Internal Audit Program is funded under the current budget.

The Audit recommendations often contain possible financial implications; these are considered using Council’s normal budget processes.

 

Attachments:

1

35185/2017 - Unconfirmed Minutes of Risk Audit and Improvement Committee 13 Sept 2017

 

2

22504/2017 - Outstanding Actions

 

  


Ordinary Council Meeting - 28 September 2017

Minutes of the Audit Risk and Improvement Committe Meeting - 13 September 2017

 

Meeting open 10.06am

 

PRESENT

 

Peter Lawry, Chairperson

Scott Norman, Secretariat

Kevin Franey, Internal Auditor

by Phone item 4.5

Cr John Wilson

Michael Coulter, General Manager

Anton Juodvalkis, Independent Member

Craig Doolan, Manager Financial Services

Ken Fowler, Safety and Risk Officer

 

 

APOLOGIES

 

Joanne Hudson, Manager Human Resources

Cr Rhonda Hoban, Mayor

 

DISCLOSURE OF INTEREST

There were no Disclosures of Interest declared.

 

CONFIRMATION OF MINUTES

 

RESOLVED:          (Wilson / Juodvalkis)

 

That the Committee confirm the Minutes of the Meeting held 14 June 2017.

 

Audit Risk and Improvement Committee Reports

ITEM 4.1      SF1415              130917      Outstanding Actions

RESOLVED:          (Juodvalkis /Wilson)

 

That the list of outstanding Actions be noted and the inclusions and deletion endorsed by the Committee.

 

That the content of the Outstanding Audit Recommendations be noted and the following amendments approved:

Remove:

1.   Improvements to processes are required to ensure asset revaluations are accurate and finalised in a timely manner.

1.1 improve the asset revaluation planning process to ensure engineering and finance personnel are aware of revaluation requirements, responsibilities and agreed deadlines;

1.3 ensuring that all revaluations are finalised well before balance date to allow for comprehensive checking by finance and engineering staff as well as audit of the revaluation prior to 30 June;

1.4 utilise project management principles to ensure an efficient and effective revaluation and financial reporting process;

1.5 We also recommend that Council investigate the use of external valuers to undertake its annual asset revaluation process. A cost / benefit analysis should be undertaken to determine whether it is beneficial for Council to utilise external resources for asset valuations. Factors which should be considered are:

·      time taken by Council personnel to undertake annual valuations and whether this could be better spent on other operational initiatives;

·      consistency of approach and output arising from internal v external valuations; and

·      availability of external expertise relating to asset management practices under where Council utilises an independent valuer.

3.   Asset Accounting Policy and Procedure

3.7 reconciliation of the asset register to the general ledger on at least a quarterly basis.

 

ITEM 4.2      SF1415              130917      Audit Office of NSW

RESOLVED:          (Wilson / Juodvalkis)

 

That the next Audit Risk and Improvement Committee Meeting be moved from the 8th November to 16th November 2017 to co-inside with Audit Office of NSW’s visit to the Nambucca Shire Council.

 

 

ITEM 4.3      SF1415              130917      Macksville Earthquake

RESOLVED:          (Juodvalkis /Wilson)

 

The Committee note the report.

 

ITEM 4.4      SF1415              130917      Draft Financial Statements 2016/17

RESOLVED:          (Wilson / Juodvalkis)

 

The Committee note the Draft Primary Financial Statements and further explanation be provided

for the layout of the Statement of Cash Flows (investments on Hand - end of year) and the calculation of retained earnings on the Statement of Financial Position.

 

ITEM 4.5      SF1415              130917      Internal Audit Update TNR

RESOLVED:          (Wilson / Juodvalkis)

 

The Committee note the report.

 

 

NEXT MEETING DATE

The next meeting will be held on 16th November 2017  commencing at 10am.

 

CLOSURE

There being no further business the Chairperson then closed the meeting the time being 11.15 am. 

 

 

 

………………………………

(CHAIRPERSON)

 

 


Ordinary Council Meeting - 28 September 2017

Minutes of the Audit Risk and Improvement Committe Meeting - 13 September 2017

 

Audit Risk and Improvement Committee Reports

ITEM 4.1      SF1415            130917         Outstanding Actions

 

AUTHOR/ENQUIRIES:    Scott Norman, Assistant General Manager Corporate Services         

 


 

Summary:

 

This Report lists actions previously resolved by the Committee.  Once an action is complete it is struck through then deleted on the next report.

 

The report also a second separate list of recommendations attached that arise from Audit Reports. These items can only be removed from this list by resolution of the Committee.

 

 


 

Recommendation:

 

That the list of outstanding Actions be noted and the inclusions and deletion endorsed by the Committee.

 

That the content of the Outstanding Audit Recommendations be noted and the following amendments approved:

Remove:

1.   Improvements to processes are required to ensure asset revaluations are accurate and finalised in a timely manner.

1.1 improve the asset revaluation planning process to ensure engineering and finance personnel are aware of revaluation requirements, responsibilities and agreed deadlines;

1.3 ensuring that all revaluations are finalised well before balance date to allow for comprehensive checking by finance and engineering staff as well as audit of the revaluation prior to 30 June;

1.4 utilise project management principles to ensure an efficient and effective revaluation and financial reporting process;

1.5 We also recommend that Council investigate the use of external valuers to undertake its annual asset revaluation process. A cost / benefit analysis should be undertaken to determine whether it is beneficial for Council to utilise external resources for asset valuations. Factors which should be considered are:

·    time taken by Council personnel to undertake annual valuations and whether this could be better spent on other operational initiatives;

·    consistency of approach and output arising from internal v external valuations; and

·    availability of external expertise relating to asset management practices under where Council utilises an independent valuer.

3.   Asset Accounting Policy and Procedure

3.7 reconciliation of the asset register to the general ledger on at least a quarterly basis.

 

 


OPTIONS:

 

This report is for information no options are presented

 

Outstanding Actions - Resolutions of the Committee

 

 

Meeting

Summary

Status

1

14/7/17

In regard to the Financial Reporting Internal Audit; that the Committee receive a response from Council Management at the meeting 13 September 2017.

 

Report provided this meeting

 

A detailed list of progress against agreed actions is attached.

 


Attachments:

1

34404/2017 - AUDIT RISK AND IMPROVEMENT COMMITTEE  outstanding Audit Recommendations  Updated  for Meeting 13 September 2017

 

 


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Corporate Services Report

ITEM 10.2    SF2246            280917         Replacement Phone System

 

AUTHOR/ENQUIRIES:    Scott Norman, Assistant General Manager Corporate Services         

 

Summary:

 

Council’s phone system is now 17 years old, recent failures have highlighted that it can no longer be maintained in timely manner.  It is recommended Council allocate funds to replace it.

 

 

Recommendation:

 

The Council allocate $45,000 from working funds to replace the Council Chambers PABX system.

 

 

OPTIONS:

 

Option one - Do nothing.  The current system is working except for some voice mail functions - occasionally calls go unanswered.  The downside is a series of outages has established that the repair of faults can leave Council without phones or only a partially working system for weeks.

 

Option two - install a fibre link from the Council Chambers to the exchange.  This would give Council access to uncontested broadband, open up new possibilities with cloud base and telephony services.  This is undoubted technically superior however it is unknown if this is possible.  Council would initially commission Telstra (at a cost) to investigate the possibility and estimate the installation cost.  This solution should not be confused with NBN which is a public network and unable to support Session Initiation Protocol (SIP) communications.  The suggested alternative is purchase a system that uses the current ISDN connections but can be converted to SIP in the future.

 

Glossary

 

Session Initiation Protocol (SIP) is a communications protocol for signalling and controlling multimedia communication sessions in applications of Internet telephony for voice and video calls, in private IP telephone systems, as well as in instant messaging over Internet Protocol (IP) networks.

 

Integrated Services Digital Network (ISDN) is a set of communication standards for simultaneous digital transmission of voice, video, data, and other network services over the traditional circuits of the public switched telephone networks.

 

DISCUSSION:

 

Council’s current phone system is 17 years old; it is functionally adequate for Council’s needs and is supported by a maintenance agreement with Telstra.  While it was working reliably there seem to be no pressing need to update it. 

 

Recently a power outage triggered a series of faults that took weeks to resolve.  At times Council had no land line phones, more often the system was partially working with some direct dial number working and limited ability to transfer calls.  Telstra’s inability to quickly rectify the problem was caused by a combination of a local contractor with limited product knowledge and a reliance on reconditioned, used replacement parts that proved to be unsatisfactory.  The system is now substantially working except for some of the voice messaging and occasionally calls that should go to voice mail are being lost.  When Telstra tried to fix this, the system failed altogether and it was then reinstated back to the “mostly working” status, this seemed far preferable to having no phones again.  Telstra has since confirmed that they consider the sensible course of action is to leave the system as is, as the functionality we have lost is not worth the risk of another sustained outage.

 

This has highlighted the old system has had it day and needs replacing.  There is currently no budget allocation and it is suggested that Council allocated funds from working capital to cover the cost.

 

Three quotes have been obtained.

 

 

CONSULTATION:

 

Manager Information Technology

General Manager

 

 

SUSTAINABILITY ASSESSMENT:  Nil

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Minimum requirements have been developed and 3 quotes sought.  At the time of writing this report 2 quotes have been received.

 

Forsythes Technology  $42, 244

 

VIS IT Group $57,330

 

Source of fund and any variance to working funds

 

Working Funds

 

An alternative is the IT and Office Equipment Reserve, it currently has a balance of $127,000, the major projected spending related to this reserve is the eventual replacement of the Enterprise System (Civica Authority) This is some time off but at the current costs it will run into millions of dollars.

 

 

Service level changes and resourcing/staff implications

 

Council is committed to having a person answer the phone and not an automated voice activated menu system.  Alternatives have been considered as a cost saving measure but the suggestions have been rejected as it was felt that the point a difference is appreciated by our customers.  The automated system is available with the current system and all quoted systems so any future change can be accommodated.

 

The new system will have increased functionality - notability PC based phone options and mobility and four alternate switch positions - this means a switch operator can log in as “switch” and doesn’t have to physically sit at the one switch position. 

 

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           28 September 2017

Corporate Services

ITEM 10.3    SF1120            280917         Grant Application Status Report

 

AUTHOR/ENQUIRIES:    Teresa Boorer, Grants Officer         

 

Summary:

 

This report provides an overview of grant applications and their status for the previous quarter.

 

 

RecommendationS:

 

That Council receive the list of grant applications to 20 September 2017.

 

 

Successful grant applications (ACTIVE PROJECTS):

 

Grant and date of approval

Funding Amount

Amount Council

Description

OEH Floodplain Management Grant

Closed 21 March 2013

$90,000

$45,000

(Enviro Levy)

Develop Flood Plain Management Study and plan for Nambucca River and Deep Creek

**COMPLETE**

Environmental Trust Restoration and Rehabilitation Grant

Closed 19 September 2014

 

$86,160

$23,060 (in-kind)

Protection of two endangered populations and treatment of Wakki Beach, Scotts Head and bush track

**Ongoing – Glycine Project**

Indigenous Advancement Strategy – Nambucca Valley Sport and Wellbeing Program

$154,442

NA

Two year program paying Ritchie Donovan’s contract for continuation of program

**Ongoing**

Department of Infrastructure and Regional Development - National Stronger Regions Fund

Closed 28 November 2014

$241,340

$241,340

South Nambucca Sewerage Infrastructure Installation

**COMPLETE**

Transport for NSW – Community Transport

 

$12,000

In-kind only

Young people’s awareness raising/skills sessions using public transport

**Ongoing**

Office of Environment and Heritage Coastal Management

$82,150

$82,150 (EL)

Nambucca EcoHealth Monitoring Programme

**Ongoing**

Office of Environment and Heritage Coastal Management

$85,000

$50,000 (EL) $25,000 (NSW Coastal Holiday Parks Trust) $10,000 (Local Land Services)

Scotts Head Headland Coastal Hazard Reduction

**Ongoing**

Fish Habitat Grant (Large)

 

$40,000

$44,450 (in-kind and EL)

Restoring Fish Habitat on the Nambucca River – Congarinni North Stage 2

**Acquittal to be submitted**

Flying Foxes Grants Program – Stream 2

 

$15,000

$10,800 (NSC)

$4,375 (In-kind)

Gordon Park Flying Fox Camp – Preparation of Management Plan

**DRAFT Management Plan exhibited – to be reported to Council**

Regional Communities Fund

$55,000

N/A

Design & Development Plan for Valla Industrial Estate

**Preliminary works underway**

Pedestrian Infrastructure around schools Program – Application submitted April 2016 – advised part successful December 2016

 

Cost of works – fully funded

 

Install traffic calming devices and enhanced signage – Nambucca Heads Public School

 

Successful grant applications (ACTIVE PROJECTS): (continued)

 

Grant and date of approval

Funding Amount

Amount Council

Description

NSW Boating Now (2015-2017) – RMS – 6 Projects:

Stuart Island – MN-16 – started December 2015

Shelley Beach – MN-17 – started: September 2015

Gordon Park – MN-18 – started January 2016

Nambucca Heads RSL boat ramp – MN-19 – to be started

 

Macksville Foreshore – MN-20 – started August 2015

Deep Creek – MN-21 – to be started

 

 

$98,400

 

$137,000

 

$287,000

 

$27,000

 

 

$60,000

 

$30,000

 

 

$98,400

 

$137,000

 

$287,000

 

$27,000

 

 

$76,000

 

$24,000

 

 

MN-16: Stage 2 – Stuart Island, Nambucca Heads **Final report done - COMPLETED**

MN-17: Upgrade boat ramp & car park at Shelley Beach, Nambucca Heads **Ongoing**

MN-18: Upgrade boat ramp & car park at Gordon Park, Nambucca Heads **Ongoing**

MN-19: Improve access for non-powered vessels at Nambucca Heads RSL boat ramp **Yet to be started**

MN-20: Macksville River Foreshore Improvements **COMPLETED**

MN-21: Upgrade boat ramp and car park at Deep Creek **Yet to be started**

Community Building Partnership Grant funding

Closed 22 July 2016 – advised successful 15 December 2016

$8,200

$5,700 (NSC)

$2,500 (CoM)

Taylors Arm Hall CoM – painting the hall

CBP16 – 1258

**Order created for works – painting yet to start – Progress Report completed**

Community Building Partnership Grant funding

Closed 22 July 2016 – advised successful 15 December 2016

$4,519

$4,520 (CoM)

Valla Beach Community Association CoM – upgrade of the community hall

CBP16 – 1035

**Very close to completion – Progress Report completed**

Community Building Partnership Grant funding

Closed 22 July 2016 – advised successful 15 December 2016

$3,307

$3,000 (CoM)

Valla Beach Tennis Club Inc CoM – Completion of concrete works, new table & seating & equipment

CBP16 – 0736

**CoM advised funds project well under way and co-ordinating with Nambucca Heads Mens Shed with table expected completion by end of October 2017**

Coastal & Estuary Grants Program 2016-2017

Closed 18 August 2016 – advised successful 14 March 2017

$207,500

$207,500 (NSC)

Nambucca Shire Council – Stage 2 Nambucca Heads Surf Lifesaving Club protection

**Quotes received from Coastal Engineers for design*

National Reconciliation Week 2017 funding

Closed 5 May 2017 – advised successful 19 May 2017

$5,000

$0 (NSC)

Nambucca Valley Cultural Steps Forward

**COMPLETED**

Department of Planning & Environment – Bowraville Solution Brokerage

Announced 20/03/2017 – advised successful 19 May 2017

$150,000

$0

Bowraville Community Connections Project – Stage 1 – Community Recreation & Sports Precinct

**Proposed Funding Agreement sent to Department of Planning & Environment – awaiting Final Copy**

Local Heritage Places Grants 2017 – 18 and 2018 – 19

Closed 12 December 2016 – advised successful 30 May 2017

$6,000 each year for the 2 years

$6,000 (NSC)

Nambucca Shire Council Local Heritage Places grant - #LGP2017076

**Grant accepted – ongoing**

Coastal & Estuary Grants Program – 2016-17 – Planning Funding

Closes 30/06/2017 – advised successful 2 June 2017

$25,000

$27,000 (NSC cash & in-kind)

Transition of CZMP & EMP to a CMP to support estuary management actions

**Grant accepted - ongoing**

 

Flying-fox Grants – Stream 3

Closed 26/05/2017 – advised successful 19 June 2017

$15,400

$3,800 (NSC cash)

$15,400 (NSC in-kind)

Implement some actions from DRAFT Management Plan

**Grant accepted - ongoing**

 

 

SUCCESSFUL APPLICATIONS IN THIS QUARTER:

 

Grant and Date of Notice

Amount

Amount - Council

Description

 

2017/2018 Walking & Cycling Programs – RMS – Priority Cycleways

Nominations Closed 9 September 2016

 

$864,889 – RMS approved a grant of $500,000

$0

Cycleway – 1.81km – Upper Warrell Creek Road to Boundary Street, South Macksville

Public Reserves Management Fund Program 2017 - 2018

Closed 24 March 2017 – advised successful 25 August 2017

 

$29,080

$16,080 (NSC)

$13,000 (NHds Rotary)

Public Reserve #88483 – Revitalisation of Rotary Park lookout, Nambucca Heads – Application #170235

Public Reserves Management Fund Program 2017 - 2018

Closed 24 March 2017 – advised successful 25 August 2017

 

 

$16,500

$35000 (NSC)

$18000 (NCLLS)

$7290 (Dune Care Volunteers)

 

Public Reserves #88941, 69215, 47599 & 81006 – Nambucca Coastal Zone – Weed Control – Application #170770

Public Reserves Management Fund Program 2017 - 2018

Closed 24 March 2017 – advised successful 25 August 2017

 

$4,950

$4,445 (NSC)

 

Public Reserve #140105 – Deep Creek – Weed Control – Application #170829

Heritage Near Me Local Strategic Projects 2016-17

Open for EOI’s

ADVICE REC’D IN FAVOUR – WORKSHOP HELD 15/09/2017 with OEH

EOI only at this stage

$25,000 (NSC cash)

Macksville Bridge – Brightening the future by highlighting our heritage – see TRIM #27621/2017

Feedback very favourable – will proceed with submission of application for funding once advice back from OEH post workshop – ranked as #1 project in EOI’s

2017/18 Safer Roads Program – 26332 – Aboriginal Communities – advised successful 17 August 2017

 

$1,560

$0

Bowraville – Gumbayngirr Road – installation of 50km/hr signs and children playing signs - #P.0022279

2017/18 Safer Roads Program – 26332 – Aboriginal Communities – advised successful 17 August 2017

 

$15,860

$0

Bowraville – South Arm Road – improve access to bus shelter - #P.0022278

2017/18 Safer Roads Program – 26332 – Aboriginal Communities – advised successful 17 August 2017

 

$38,010

$0

Bowraville – South Arm Road – finish missing path link between High and Carbin Streets - #P.0022277

Social Community Housing Improvement Fund – Round 3 -

Closed 10 May 2017

$40,000

$22,690 (NSC - $5,000 cash & balance in-kind)

Shade for Bellwood Park Playground, Nambucca Heads

 

Social Community Housing Improvement Fund – Round 3

Closed 10 May 2017

$50,000

$12,000 (NSC - in-kind)

Bowraville Connections – Multipurpose playing courts for the whole community: tennis, basketball and netball

 

Bridges Renewal Programme – Round 3

Closed 15 May 2017

$1,000,000

$1,000,000 (NSC)

Replacement of Lanes Bridge, Bowraville

 

 


Applications made but not yet determined:

 

Funding Body

Amount

Amount - Council

Project Name

2017/2018 Walking & Cycling Programs – RMS – Priority Cycleways

nominations closed 9 September 2016

$2,185,694

$0

Cycleway – 4.25km – Florence Wilmont Drive to Nursery Road, North Macksville

Building Better Regions Fund – Community Investments Stream

Closed 31 March 2017

$8,500

$3,650 (in-kind NSC)

$3,000 (in-kind Nambucca Valley Landcare)

Nambucca Valley Organic Farm Business Program

Environmental Education Grants

EOI’s close 10/04/2017

 

 

Joint EOI between Coffs Harbour City Council, Nambucca Shire Council & Bellingen Shire Council as part of “Our Living Coast Alliance”

Heritage Activation Grants 2017-18

Closed 21 April 2017

 

$97,000

$71,000 (NSC – budgeted cash & in-kind)

Nambucca Heads Cultural Way – Stage 1 – V-Wall accessibility and revitalisation

Floodplain Management Program 2017-18

Closed 27 April 2017

$37,333.33

$22,666.67 (NSC)

Installation of radio telemetry on two flood gauges in the Nambucca River

Regional Growth Marketing and Promotions Fund

Closed 31/05/2017

$25,000

$5,000 (NSC);

$5,000 (BSC) &

$5,000 (CHCC)

Joint regional application between Nambucca Shire Council, Bellingen Shire Council & Coffs City Council for Coffs Coast Skills and Investment Digital Marketing Campaign

Youth Opportunities Program 2017/18 – Round 6

Closed 26/06/2017

$38,600

$5,000 (NSC in-kind)

Nambucca Valley Youth Force – Paving the Way - #YOP6081 – see TRIM #23753/2017

Smart Cities and Suburbs Program

Closed 30/06/2017

$115,750

$115,750 (NSC cash & in-kind)

Upgrade of sewage telemetry and SCADA for Scotts Head and Macksville

Community Building Partnership Grant funding

Closed 9 August 2017

$18,143

$8,144 (NSC)

$10,000 (CoM)

NSC / Scotts Head Tennis Club CoM – Replacement of Fencing - CBP17 - 1025

Community Building Partnership Grant funding

Closed 9 August 2017

 

$22,200

$22,200 (NSC)

Nambucca Shire Council – Pool Blankets for 50m pool at Macksville Memorial Aquatic Centre

CBP17 - 1439

Community Building Partnership Grant funding

Closed 9 August 2017

 

$13,100

$13,100 (NSC cash & in-kind)

Nambucca Shire Council – Conversion of 2 tennis courts to basketball & handball courts – Macksville Fitness Precinct

CBP17 - 2770

Community Building Partnership Grant funding

Closed 9 August 2017

 

$15,752

$12,752 (NSC)

$1,000 (CoM);

$1,000 (Falcons);

$1,000 (MRLFC)

Nambucca Shire Council – Macksville Park – Amenities upgrade and lighting maintenance

CBP17 - 3195

Community Building Partnership Grant funding

Closed 9 August 2017

 

$3,876

$3,876 (CoM)

Nambucca Shire Council – Mary Boulton’s Pioneer Cottage & Museum – Museum Reading Room Extension to house historical local newspapers -

CBP17 - 3310

Community Building Partnership Grant funding

Closed 9 August 2017

 

$3,910

$3,910 (CoM)

Nambucca Shire Council - Taylors Arm Sports Reserve CoM – Manual Changeable Sign installed on community reserve - CBP17 - 0655

 

Applications made but not yet determined (continued):

 

Funding Body

Amount

Amount - Council

Project Name

Stronger Country Communities Fund (SCCF)

Closed 9 August 2017

 

$500,000

$126,950 (NSC cash & in-kind)

Nambucca Shire Council – Lighting Up Coronation Park – SCCF1A-0032

Stronger Country Communities Fund (SCCF)

Closed 9 August 2017

 

$130,950

$74,400 (NSC cash & in-kind)

Nambucca Shire Council – Bowraville Connections – Amenities Upgrade, BBQ Area and Connecting Path – SCCF1A-0068

Stronger Country Communities Fund (SCCF)

Closed 9 August 2017

 

$213,050

$71,000 (NSC cash & in-kind)

Nambucca Shire Council – Macksville Park – New Lighting, kitchen renewal and security fencing replacement at Allan Gillett Oval – SCCF1A-0069

2017/18 Resources for Regions – EOI only

Closed 18 August 2017

 

$130,000

$130,000

Upgrade of Valla Road, Valla from Valla Quarry towards Pacific Highway

2017/18 Resources for Regions – EOI only

Closed 18 August 2017

 

$270,000

$270,000

Upgrade of local infrastructure roads located at Gumma

NSW Boating Now - Round 2

Closed 20 August 2017

$90,000

$85,000 (NSC Cash & in-kind)

Weir Reserve Boat Ramp and Amenities Upgrade, South Pacific Drive, Scotts Head

NSW Boating Now - Round 2

Closed 20 August 2017

$122,000

$110,000 (NSC Cash & in-kind)

Gumma Reserve Amenities and Trailer Parking Improvements, 197 Boulton’s Crossing Road, Gumma

NSW Boating Now - Round 2

Closed 20 August 2017

$35,000

$35,000 (NSC Cash & in-kind)

Devil's Elbow and Grassy Park Passive Launching area and Canoe Trail

2018 NSW Seniors Festival Grants – Category 1 & 2

Closed 8 September 2017

$1,000

$5,305 (NSC Cash & in-kind)

A Dose of Good Cheer (11/04/2018) – 2018 Seniors Week

Fixing Country Roads – Round 3

Closed 1 September 2017

$131,000

$131,000 (NSC)

$131,000 (LBR Action Group – residents)

Upgrade of Lower Buckrabendinni Road, Buckra Bendinni

Fixing Country Roads – Round 3

Closed 1 September 2017

$211,766

 

Road Sealing from Deer Hill Road to Hanging Rock Road, Buckra Bendinni

Fixing Country Roads – Round 3

Closed 1 September 2017

$500,000

$500,000 (NSC)

$1,000,000 (Bridges Renewal Programme – appl’n submitted May 2017)

Replacement of Lanes Bridge Bowraville with a concrete bridge

 


Applications made but not yet determined (continued):

 

Funding Body

Amount

Amount - Council

Project Name

Regional Cultural Fund – Round 1 – EOI only -

Closed 4 September 2017

$30,000

$2,000 (Cash – CoM)

$4,480 (in-kind – CoM)

$1,600 (in-kind – NSC)

Historical Bowraville Theatre - Upgrade sound and lighting - #RCF17R1S00115

Regional Cultural Fund – Round 1 – EOI only -

Closed 4 September 2017

$1,536,215

$113,000 (Cash – NSC – Fittings etc)

$13,578 (NSC – DA fees)

NSC – commitment to cover costs of parking requirements and project management

Extension of Nambucca Heads Library and Cultural Precinct- #RCF17R1L00068

Regional Cultural Fund – Round 1 – EOI only -

Closed 4 September 2017

$40,534

$7,000 (Cash – CoM)

)

Nambucca Community Arts Centre – improvements to Main Hall

 

 

NOTES

 

 

1       Letter of support for NCAC for Round 1 Regional Cultural Fund;

2       Assisting Taylors Arm Reserve CoM with CBP Grant application and Letter of support;

3       Assisting with and submitting MCC 3D Archery Club Holden Home Ground Advantage grant application;

4       Assisting Talarm Hall CoM with grant application preparation for next round of FRRR Small grants for Rural Communities;

5       Assisting Macksville Park CoM with CBP Grant application, and liaised with other sporting groups that use the fields – and submitting on their behalf and Letter of support;

6       Assisting Mary Boulton’s Pioneer Cottage & Museum CoM with CBP Grant application – and submitting on their behalf and Letter of support;

7       Assisting BowraLea Farm Pty Ltd with application under Dairy Industry Fund for underpass on Bellingen Road;

8       Completed Progress Report for CBP16-1035 – Valla Beach Community Hall Refurbishment;

9       Completed Progress Report for CBP16-1258 – Taylors Arm Hall Repainting;

10     Final Report and Acquittal of PRMFP _ F567077 – Stage for Unkya Reserve;

11     Meeting with representative of Business Advisory Committee to discuss grant opportunities for Macksville;

12     Meeting with Steve Vallance from NSW Department of Industry to discuss submission of applications for Stronger Country Communities Fund;

13     Travelled to Grafton for RMS Workshop meeting for Fixing Country Roads Program to discuss applications;

14     Attended Information session in Coffs Harbour on Regional Growth Fund;

 

 

 

Attachments:

1

9814/2016 - Grants Calendar excerpt quarterly for Council report

 

  


Ordinary Council Meeting - 28 September 2017

Grant Application Status Report

 


 


 


 

 


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Corporate Services Report

ITEM 10.4    SF2368            280917         Investment Report to 31 August 2017

 

AUTHOR/ENQUIRIES:    Faye Hawthorne, Accountant         

 

Summary:

 

The return on investments from 1 July 2017 to 30 June 2018 is currently estimated to be $997,600.

 

The original budget allocation for the financial year “2017/18” is $979,000.

 

Council currently has $34.370 Million invested:

 

·      $   6.087     Million with Managed Funds

·      $   2.177     Million with On Call Accounts

·      $ 22.106      Million on Term Deposits

·      $   4.000     Million with Floating Rate Notes

 

This report details all the investments placed during June and Council funds invested as at 31 August 2017.

 

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

 

 

 

C P Doolan

Responsible Accounting Officer

 

 

Recommendation:

 

That the Accountants’ Report on Investments placed to 31 August 2017 be noted.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

OPTIONS:

 

This report is for information only.

 

 

DISCUSSION:

 

This report details all the investments placed during August 2017 and Council funds invested as at August 2017.

 

 

CONSULTATION:

 

Grove Research and Advisory

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no environmental implications.

 

Social

 

There are no social implications.

 

Economic

 

Risk

 

That Council may not meet its budget returns for 2017/2018 based on current performance.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

A review of budgeted interest returns for 2017/2018 will be completed with the September 2017 Budget Review and GPG Research & Advisory will provide Council with the updated interest rates.

 

Source of fund and any variance to working funds

 

Interest on investments will be assessed with the September 2017 Budget Review. Variances will be distributed between the Water, Sewerage and General Funds for the financial year during the year.

 

Service level changes and resourcing/staff implications

 

Not applicable

 

Attachments:

There are no attachments for this report.  


Ordinary Council Meeting                                                                                           28 September 2017

Corporate Services

ITEM 10.5    SF251              280917         Schedule of Council Public Meetings 2017

 

AUTHOR/ENQUIRIES:    Lorraine Hemsworth, Executive Assistant         

 

SUMMARY:

 

The following is a schedule of dates for public Council meetings to be held in 2017.  The meeting dates may change from to time and this will be recorded in the next available report to Council.

 

Comment from General Manager

 

It is recommended that Council undertake some “away” meetings in spring when the weather and insects are kinder to meetings in public halls.  By way of suggestion it is proposed that there be meetings in Scotts Head, Valla Beach or Valla Rural and Burrapine.  These have been scheduled for September, October and November 2017.

 

 

Recommendation:

 

That the schedule of dates for Council meetings in 2017 be noted and received for information by Council.

 

MEETING

DATE

VENUE

COMMENCING

On-site Inspection

28 September

Scotts Head Tennis Courts

4.30 PM

Ordinary Council Meeting

28 September

Scotts Head at SLSC

5.30 PM

Traffic Advisory Committee

3 October

Committee Room

10.30 AM

Ordinary Council Meeting

12 October

Council Chambers

5.30 PM

Access Committee

24 October

Council Chambers

2.00 PM

Ordinary Council Meeting

26 October

Valla Beach Community Association Hall

5.30 PM

NSW Rural Fire Service SLA Meeting

8 November

NEOC Building

09.00 AM

Vehicular Access to Beaches Committee

10 November

Council Chambers

1.30 PM

Audit & Risk Improvement Committee

16 November

Council Chambers

10.00 AM

Ordinary Council Meeting

16 November

Council Chambers

5.30 PM

Access Committee

28 November

Council Chambers

2.00 PM

Ordinary Council Meeting

30 November

Burrapine Hall

5.30 PM

Traffic Advisory Committee

5 December

Committee Room

10.30 AM

Land Development Committee Meet

14 December

Council Chambers

3.30 PM

Ordinary Council Meeting

14 December

Council Chambers

5.30 PM

Attachments:

There are no attachments for this report.  


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Corporate Services Report

ITEM 10.6    SF344              280917         Warrell Creek Hall Committee of Management - Annual General Meeting - 6 September 2017

 

AUTHOR/ENQUIRIES:    Lorraine Hemsworth, Executive Assistant         

 

Summary:

 

The report acknowledges the minutes of the Annual General Meeting (AGM) of the Warrell Creek Hall Committee of Management.  A copy of the minutes and financial report are attached.

 

 

Recommendation:

 

That Council endorse the minutes of the Warrell Creek Hall Committee of Management Annual General Meeting held on 6 September 2017 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 AGM of the Warrell Creek Hall Committee of Management was held on 6 September 2017.

 

The Committee of Management for 2017/2018 comprises:

 

President                                  Ray Williams

Vice President                          Helen Searle

Secretary                                  Robyn Woods

Treasurer                                  Julie Roberts

Booking Officer                        Julie Roberts

 

 

CONSULTATION:

 

There has been no consultation in preparing this report.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications on the environment.

 

Social

 

There are no social implications.

 

Economic

 

There are no economic implications.

 


Risk

 

There are no risk implications.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There are impacts on current and future budgets.

 

Source of fund and any variance to working funds

 

There is no variance to working funds.

 

Service level changes and resourcing/staff implications

 

There are no changes or implications stemming from this report.

 

 

Attachments:

1

35898/2017 - Annual General Meeting - 6 September 2017 - Warrell Creek Hall Committee of Management

 

  


Ordinary Council Meeting - 28 September 2017

Warrell Creek Hall Committee of Management - Annual General Meeting - 6 September 2017

 


 


 


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Corporate Services Report

ITEM 10.7    SF2245            280917         Year End Financial Working Capital Result - 30 June 2017 Budget Review

 

AUTHOR/ENQUIRIES:    Craig Doolan, Manager Financial Services         

 

Summary:

 

Once again a substantial fourth quarter surplus has resulted with the June Budget Review.  The end of year forecast surplus provides a different result scenario to that at the March Budget Review.

 

Cumulatively over time Council’s working funds have been topped up by a number of surpluses to budget results and all three funds are showing levels of strength. On the other hand the timeliness of many of the variations has been inconvenient where earlier detection would have assisted 17/18 budget considerations. Importantly though, CLE levels are now more than capable to withstand future unforeseen budget variations.

 

A summary of Current Liquid Equity is shown on page 1 of the attached budget review document. A list of revotes and explanations commence page 2 of the Budget Review document and a review of the estimated results for 2016/17 is discussed below and explanations for items impacting the budget result by 5% and $10,000 are shown from pages 11 to 25. From page 26 actual totals and the variances for each budget review heading are shown.

 

The figures are subject to audit which is in its final stages. Once complete, Council’s audited Annual Financial Statements will be reported to Council along with the audit report.

 

 

Recommendation:

 

That the list of revotes be approved and included as subvotes for 2017/18.

 

 

OPTIONS:

 

The June Budget Review is not mandatory since the commencement of the IP&R regime in accordance with paragraph 203 of the General Regulation. Continued reporting year end of budget vs actuals is considered important along with advising of Council’s working capital result and approval of revotes.

 

 

DISCUSSION:

 

Working Capital Results

 

Current Liquid Equity (CLE) represents Council’s ‘working funds’ account or Council’s short term uncommitted cash and receivables balance. The greater the level of CLE the more ability Council has to manage day to day and short term contingencies. At the 30 June after taking into account non cash operational items such as depreciation and employees leave liability the remaining surplus or deficit either increases or decreases CLE respectively. During a budget year CLE will fluctuate depending on blowouts or savings in expenditure, unplanned inclusions to the budget, and new, greater or less than estimated sources of income.

 

The results shown are preliminary and are subject to any further end of year annual statement procedures and audit. Any changes to the estimated position as a result of the completion of the Annual Statements will be reported as part of the presentation of the audited Financial Statements.

 

Net Change in Working Capital as at 30 June 2017

 

General Fund:               The original 2016/17 budget forecast a net operating surplus of $13,800. Items revoted from 2015/16 amounted to $1,163,500. The balance of internal loans borrowed from current liquid equity was $1,513,464.

 

The estimated 30 June 2017 net change in working capital for the year 2016/17 is a surplus of $1,498,548, which changes to a deficit of $2,104,784 after net revotes to 2017/18 of $2,202,900 and internal loans due of $1,400,432. Thus, an improvement in working capital of $572,180 and a surplus of $558,380 on the original budget.

 

Water Supplies:             The original 2016/17 budget forecast a net operating surplus of $37,400. Items revoted from 2015/16 amounted to $50,000.

 

The estimated 30 June 2017 net change in working capital for the year 2016/17 is a surplus of $379,182, which changes to a surplus of $322,382 after net revotes to 2017/18 of $56,800. Thus, an improvement in working capital of $372,382 and a surplus of $334,882 on the original budget.

 

Sewerage Services:       The original 2016/17 budget forecast a net operating surplus of $7,700. Items revoted from 2015/16 amounted to $122,000.

 

The estimated 30 June 2017 net change in working capital for the year 2016/17 is a surplus of $729,462, which changes to a surplus of $498,162 after net revotes to 2017/18 of $231,300. Thus, an improvement in working capital of $620,162 and a surplus of $612,462 on the original budget.

 

General Activities

 

Current Liquid Equity

 

At the 30 June 2017, the current liquid equity position for General, net of depreciation and employees leave liability provision is estimated as a surplus of $7,054,738. Allowing for net revotes of $2,202,900 and internal loans due of $1,400,432, the adjusted estimated position is $3,451,406 (Surplus).

 

General’s net current liquid equity position at the 30 June 2016, was a surplus of $2,879,226 therefore the estimated position has improved by $572,180.

 

Current Liquid Equity is in a position of relative strength $2,000,000 above the minimum level as per Council’s policies.

 

Budget Review Result

 

The 2016/17 General Activities Budget was adopted with a $13,800 forecast surplus.

 

Recapping the first three quarterly budget review reports;

 

·      The September review predicted a $142,000 decline in the 16/17 result. Variances totalling $234,000 for Bradley’s & Coleman’s Bridge was the significant  inclusion. Also, Council’s Workers Compensation Premium was increased by $52,000.  Offsetting the expenditure variations slightly was revenue for OSSM annual charges revised up by $63,000 and successful grant funding of $55,000 for the Valla Industrial Plan.

 

·      The December review saw a turnaround in the result of $234,300 producing an estimated surplus result of $92,300 and an increase in ‘working funds’ of $220,500. The major contributor to the result was an additional $142,000 in Waste Facility Tipping Fees and to a lesser extent $38,000 in additional interest on investments.

 

·      A number of variations contributed to a $428,900 deficit swing at the March Budget Review. The main contributors were a $136,000 working funds contribution to Stage 2 of the Nambucca Main Beach Coastal Hazard Protection project, $70,000 to purchase the Zipper plant item, $46,000 street cleaning service increase, a shortfall in parking fine revenue of $45,000 and $35,000 for the Business Services Unit review.

 

With the significant predicted decline in the result at March coupled with the draft 17/18 budget result of $181,900 predicted at that time, it was important that the outcome of operational and capital costs meet budgets at the 30 June. This has more than been achieved with a $570,000 result. It should be noted that this result is prior to audit of the annual financial statements.

 

As has been the case in recent times another major turnaround from the March Budget Review has occurred. As mentioned in corresponding reports in previous years this is a continual trend and somewhat a concern as various major revenue and expenditure budget items aren’t acknowledged until year end. As mentioned in last year’s report, a review of budget management procedures are needed particularly with regard to the recent organisational structure changes.

 

The following provides a brief review of the major variations in General Activities for the final quarter:

 

In addition to bridge maintenance expenditure coming in $94,000 under budget cumulative savings of around $260,000 in Roads and Ancillary works operational expenditure occurred. The cumulative figure in Parks & Reserves maintenance came in under budget by $82,000. Aquatic Centre operations were underspent by $64,000 due partly from the contractor’s late submission of their June invoice and maintenance was down slightly on budget. Noxious Weeds operations were down by $39,000 as with Libraries by a similar figure. Bus Shelters was $17,000 under budget along with maintenance to various halls which were down $14,000. There was also a $16,000 saving to Council’s commitment to the Scotts Head Headland precinct protection.

 

In infrastructure works expenditure on stormwater pollutant trap & minor system extensions were overestimated by $36,000. Expenditure on footpaths capital works was $19,000 under budget. Sport & Recreation capital works were under budget by $14,000 due to the nil spend on Brotherhood Park & Taylors Arm Reserve Access Rd.

 

Administration building maintenance was under budget by $29,000 primarily relating to electricity costs being less than anticipated. With a different vender providing a slightly lower service to that considered in the original budget for IT network penetration, a saving of $19,000 was achieved. Also in terms of IT, communication network expenses were overestimated by a similar amount. This figure has been reduced for the 17/18 budget.

 

Less legal challenges in 16/17 saw a saving of $38,000 in legal costs being $23,000 relating to Town Planning and $15,000 Administration. Council’s professional liability and public liability insurance was overestimated by $39,000 and Council saved around $14,000 on the contingency figure set aside for the excess on insurance claims. General staff training was overestimated $17,000. Councillor expenses were under the budget allocation by $13,000. Economic Development promotional expenses were $12,000 less than budget and there was an underspend of $11,000 on donations paid.

 

Although the State Government deferred the implementation of the Fire & Emergency Services Levy the commitment to offset costs were still honoured and Council received a further $38,000. Council also saved $24,000 on the expected implementation costs by undertaking the administrative work to the Authority system in house.

 

In terms of revenue variations, the continuation of the highway construction generated a further surplus of gate fees revenue at the Waste Depot with an extra $119,000 to the revised budget which was offset slightly by land fill levies of $12,000.

 

With a significant increase in development within the local economy Council received an additional to budget of $106,000 in development and building approval statutory revenue. Cemetery Revenue was underestimated by $42,000. Although Gumma Reserve admission fees came in under the revised budget by $10,000, lease income in Parks & Reserves more than compensated with $12,000 additional income to budget. There was also additional OSSM application income to that estimated of $26,000. Once again the diversity of Council’s investment portfolio coupled with greater than expected cash on hand for the second six months of the year provided an additional $90,000 in unrestricted interest on investments.

 

Council received around $80,000 of unbudgeted rebates and incentive payments from its insurers during the year. The Valla Beach Comm. Association contribution towards a second shade sail was not brought into the budget and therefore the receipt of the funds contributed $14,000 to the overall result.

 

Oncosts were recovered above actual by $85,000 or 3.3%. In addition there was around $54,000 in overhead distribution savings to working funds via final transfers to restricted activities such as Water, Sewerage and Domestic Waste.

 

The following variances slightly offset the favourable variances mentioned above.

 

Part of the Flood Damage income ($211,000) received in 16/17 relates to the $5m Riverside Drive project. These funds have been earmarked for the current slip at Riverside Drive which required a transfer to reserves at the 30 June.

 

Employee costs for staff not directly allocated to jobs i.e. Governance, Corporate Services, Operational & Technical Services, Environmental Services, Community Development were over budget by $173,000 representing an increase of 3.6%.

 

A more thorough analysis of vehicle hire rates is required as supervisory vehicle costs again exceeded budget. There was an increase of 25% equating $102,000. This variance was not compensated by the internal recovery of overall plant expenditure as both plant expenditure and hire rate income were both under budget by 11% & 12% respectively which also had a negative net impact on the budget of around $73,000. Other factors that may well have attributed to the variation were greater than expected usage coupled with less than expected allocations directed to specific jobs, which may slightly accredit to the under expenditure on jobs mentioned earlier.

 

In relation to the EPA Levy, the 13/14 & 14/15 outstanding payment to Coffs Harbour City Council committed to be paid in the 17/18 budget was required to be brought to account at the 30th June, therefore $215,000 attributable to Domestic Waste and $92,000 Other Waste has been factored in this review with a corresponding adjustment to be made at the September Budget Review for the 17/18 budget year.

 

With the advance to the Gordon Park Tennis Club being over 10 years, $63,000 is required to be made noncurrent and therefore reducing working funds by that amount.  With respect to the contributions received for the shared Ranger, Council raised only $29,000 of the budgeted $67,000 and were also down $26,000 on fines revenue. Bad debts were also underestimated by $23,000 as a result of the doubtfulness associated with the contribution sought from World Rally Australia which was offset by a rates write off during year for lot 2 DP 359393, Wallace Street, Macksville accounted for as doubtful in previous years. Engineering Design & Assessment costs were underestimated by $23,000 but partly offset by Survey Costs coming in $15,000 under budget. Expenditure on roads and traffic signs maintenance was underestimated by $21,000.

 

Water Supplies

 

Current Liquid Equity

 

The current liquid equity position for Water Supplies, net of depreciation is estimated as a surplus of $3,361,007. Allowing for net revotes of $56,800, the adjusted estimated position is $3,304,207 (Surplus).

 

Water Supplies’ net current liquid equity position at the 30 June 2016, was a surplus of $2,931,825, therefore the estimated position has improved by $372,382.

 

Current Liquid Equity levels remain strong at approximately $2,200,000 above the minimum level as per Council’s policy.

 

Budget Review Result

 

Council adopted a $37,400 surplus net change in working capital in the original budget.

 

There were no major variances of note in the September Budget Review.

 

It was predicted at the December Budget Review that pump stations would realise $50,000 in energy savings. This with $32,700 in interest revenue were the major variations revising the result to a surplus of $68,000.

 

The March Budget Review saw a $121,300 improvement in the predicted result primarily through a $95,000 increase in water sales through purchases from contractors in relation to the highway construction.

 

In this review consumption revenue was overestimated by $310,000 or around 7% due to wetter than average start to the Dec-May period. 2017/18 budget is to be revised after first read in December. The figure has been predominately offset by a transfer from consumption revenue reserve. Also other water sales were overestimated by $16k.

 

As mentioned in General Activities, greater than expected cash on hand for the second six months of the year and diversity of the investment portfolio provided and additional $58,000 in unrestricted interest revenue. Pump Station Energy costs were overestimated by $43,000. Dam maintenance costs were overestimated by $41,000 and capital works for Real Time Monitoring were over estimated by $16,000. Water Meter capital expenditure was $26,000 down on budget. There was nil spent on the Laboratory Building ($20,000) and Seal Bore Casings ($5,000). Fluoride and lime costs were down on budget by $30,000. Insurance premium costs were overestimated by $27,000. With Water Infrastructure revaluations done in house the $25,000 allocated was not required. Water conservation costs were down by $18,000 primarily due to the reducing take up of the rebate on water saving devices.

 

Sewerage Services

 

Current Liquid Equity

 

The current liquid equity position for Sewerage Services, net of depreciation is estimated as a surplus of $3,831,604. Allowing for net revotes of $231,300, the adjusted estimated position remains $3,600,304 (Surplus).

 

Sewerage’s net current liquid equity position at the 30 June 2016, was a surplus of $2,980,142, therefore the estimated position has improved by $620,162.

 

Current Liquid Equity level is also strong at $2,900,000 above the minimum level as per Council’s policy.

 

Budget Review Result

 

Council adopted a $7,700 surplus net change in working capital in the original budget.

 

There was a slight decline in the result at the September Budget Review with the need to replace, upgrade and maintain pump station switchboards.

 

The December Budget Review predicted an increase in unrestricted interest of $40,000 and was the main variation increasing the result slightly.

 

A further improvement of $47,800 was predicted at the March Budget Review. This came about from a number of variations between capital projects.

 

With regard to the June review, in a similar scenario to Water, the sewerage usage revenue was overestimated based on overall water consumption down then directed as 11% Business & 89% Residential split. This shortfall was also predominately offset by a consumption revenue reserve. 2017/18 period is to be revised after first read in December. Sewerage Services also benefitted from the favourable investment returns with an additional $117,000 in unrestricted interest revenue.

 

The Bowraville STP Upgrade of Recycled Water System came in $92,000 under the budget allocated for last financial year. In Filtration Plant Maintenance an overestimation of energy costs at Nambucca Heads and Macksville outweighed overspending on Biosolids processing resulting in favourable variance of $53,000. Pump Station Energy costs were also overestimated by $39,000. Macksville Sewer Mains maintenance expenditure was overestimated by $32,000. As with Water Supplies the $25,000 for infrastructure revaluations was not required. Pump Station Energy costs were also overestimated by $39,000. The saving on a utility purchase was offset by less than expected internal plant hire recovery income.

 

CONSULTATION:

 

General Manager

Assistant General Manager Corporate Services

Assistant General Manager Engineering Services

Accountant
Budget item responsible officers

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Not applicable

 

Social

 

Not applicable

 

Economic

 

Not applicable

 

Risk

 

Not applicable

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Refer to discussion

 

Source of fund and any variance to working funds

 

Refer to discussion

 

Service level changes and resourcing/staff implications

 

Refer to discussion

Attachments:

1

36206/2017 - Attachment - Budget Review Summary as at 30 June 2017

 

2

36207/2017 - Attachment - Budget Revote Explanations as at 30 June 2017

 

3

36210/2017 - Attachment - Budget Review Variations Greater Than 5% as at 3 June 2017

 

4

36229/2017 - Attachment - Budget Review as at 30 June 2017

 

  


Ordinary Council Meeting - 28 September 2017

Year End Financial Working Capital Result - 30 June 2017 Budget Review

 


Ordinary Council Meeting - 28 September 2017

Year End Financial Working Capital Result - 30 June 2017 Budget Review

 


 


 


 


 


 


 


 


 


Ordinary Council Meeting - 28 September 2017

Year End Financial Working Capital Result - 30 June 2017 Budget Review

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Ordinary Council Meeting - 28 September 2017

Year End Financial Working Capital Result - 30 June 2017 Budget Review

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Engineering Services Report

ITEM 11.1    SF86                280917         Appointment of NSW State Emergency Services Local Controller to the Nambucca Local Government Area

 

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

 

Summary:

 

The Nambucca Local Controller for the NSW State Emergency Services (NSWSES), Peter Shales, was appointed for a 2 year period effective 29 September 2015.

 

Michael Stubbs, Deputy Region Controller, NSWSES has advised of a proposed change in the representation of NSW State Emergency Services (NSWSES) to the Local Emergency Management Committee (LEMC).

 

The SES are rationalising their operational structure across all their regions in New South Wales and it is now proposed to appoint one NSWSES Local Controller to represent the three Local Government Areas of Nambucca, Coffs Harbour and Bellingen at their respective Local Emergency Management Committees which will provide efficiencies in the management function having a more streamlined reporting line.

 

This proposed structure is in line with what is happening across other LGA’s in New South Wales and is no to dissimilar to the RFS operations.

 

 

Recommendation:

 

1        That the information be received and noted.

 

2        That Council supports the appointment of Maurice (Bill) Roffey as NSWSES Local Controller for the Nambucca, Coffs Harbour and Bellingen Local Government areas and the Nambucca Local Emergency Management Committee.

 

3        That Council formally thank Mr Peter Shales as the Volunteer Local Controller for the Nambucca SES Unit for the period 29 September 2015 to 29 September 2017.

 

 

OPTIONS:

 

1        Agree with the NSWSES proposal.

2        Do not agree with the NSWSES proposal and seek more information.

 

 

DISCUSSION:

 

The Deputy Region Controller, Michael Stubbs, NSW State Emergency Services (NSWSES) has advised that the NSWSES are looking at the appointment of one Local Controller to represent NSWSES for Coffs Harbour, Bellingen and Nambucca Shire Local Government Areas.  Presently, LEMC’s are combined between Coffs Harbour and Bellingen LGA’s and the SES currently has only one Local Unit at Nambucca.

 

The NSWSES is proposing to appoint Maurice Roffey as the Local Controller supported by two Deputy Local Controllers (yet to be identified) and six Unit Controllers who will continue to manage operations locally as has been in the past 60yrs being:

 

·      Corindi;

·      Coffs Harbour;

·      Dorrigo;

·      Bellingen;

·      Urunga; and

·      Nambucca

 

Mr Roffey has vast experience and is very familiar with the Nambucca LGA having provided relief as the Local Controller during storm events.

 

The rationalising of three Local Controllers into one Local Controller provides enormous efficiencies in the management function with more streamline reporting lines. It also provides major benefits to Units in the resource sharing during operational events and non-operational times with training co-ordination.

 

This structure is in line with what is happening elsewhere in New South Wales and is not restricted to our area of operation.  The NSWS SES Commissioner will be forwarding Council an appointment letter in the near future pending acceptance by Council.

 

NSWSES advise it is their intention to continue to supply the best possible protection to the local communities at all times.  NSWSES advise that Bill Roffey will be introduced to Council in due course.

 

Coffs Harbour City Council are in agreement with this change and the appointment of Bill Roffey to the position of Local Controller.

 

 

CONSULTATION:

 

NSW State Emergency Services

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

There are no environmental implications associated with this report.

 

Social

There are no social implications associated with this report.

 

Economic

There are no economic implications associated with this report as the position is on a volunteer basis.

 

Risk

There is no risk implication associated with this report.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

There is no impact on the 2017/2018 budget as Council make a provision to the operating expenses of the Nambucca SES and also the Emergency Service Levy within the annual budget and management plan.

 

Source of fund and any variance to working funds

There is no variance to working funds.

 

Service level changes and resourcing/staff implications

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

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Engineering Services Report

ITEM 11.2    SF1676            280917         2017-18 Capital Works Program Monthly Report

 

AUTHOR/ENQUIRIES:    Paul Gallagher, Assistant General Manager - Engineering Services; Clint Fitzsummons, Manager Assets; Matthew Leibrandt, Manager Infrastructure Services; Keith Williams, Manager Technical Services; Richard Spain, Manager Water and Sewerage; Wayne Lowe, Manager Business Development         

 

Summary:

 

The summary of the entire 2017-18 Capital Works Program is located on the Council website. The capital works primarily associated within Engineering Services has been developed to be updated on the Council website within the first week of each month. Capital works administered by other departments has been included and staff will provide comment on their individual areas with respect to the progress.

 

In lieu of the QBR reports it is now intended to report the Capital Works monthly to Council through the Business Paper which have a more transparent and proactive approach in the review of the program and report potential risks as they arise and not respective after the fact as per a QBR report.

 

A hard copy is provided to Councillors and the update was placed on the website on Friday 8 September 2017. At the time of preparing this report $2,531,971.00 has been expended or committed funding (orders raised for goods) on the capital works program representing 16% of the allocation year to date.

 

This report also seeks some variations to the program emanating from unforeseen external factors which are further explained within the discussion of this report.

 

 

Recommendation:

 

That Council

 

a)   Receive and note the information pertaining to the progress of the 2017-2018 Capital Works Programme.

 

b)   Allocate an amount of $50,000.00 from Working Funds to WO 2392 Thompson Street car park to complete the embankment revetment due to the Fisheries Permit conditions of not being able to reuse previously placed rock material being classified as habitat.

 

c)   Reallocate the amount of $150,000.00 for WO 3053 Ridge Street Amenities for the construction of a new toilet block adjacent to the Nambucca Heads Library to the replacement of the Lions Park Reserve amenities at Valla Beach as the proposed extension design of the Nambucca Heads library incorporates new public toilet amenities as part of the overall project.

 

d)   Allocate an additional $12,000.00 from the Rural Fire Service (RFS) reserve to WO 1716 RFS station toilet upgrade at North Arm.

 

 

OPTIONS:

 

Reallocation of WO 3053 for the amenities block:

 

·      The decision to reallocate the funds at this early stage in the capital works program will ensure that a new amenities block for Valla Reserve can be put out to tender and completed this financial year.

 

·      Council may also elect to reallocate the funding to offset the furniture and fitting shortfall for the proposed library extension in lieu of drawing from working funds.

 

Addition of funding for the RFS amenities WO 1716:

 

·      The decision to allocate additional funds at this early stage in the capital works program will ensure the works will be completed this financial year.

 

·      Council may also elect not to allocate the addition funds from the RFS reserve

 

No other options were considered with this report other that than the addition of recently received grant funding for capital works and inclusion of natural disaster funding from the March storm event.

 

 

DISCUSSION:

 

A publicly available, rolling update of the progress of Council’s capital works program will be of assistance to the public, Council staff and Councillors in answering enquiries.  It will also provide Council management with the opportunity to more proactively review the implementation of the program and potential risks.

 

At the time of preparing this report, Council has also been advised and incorporated additional external funding into the capital works report for:

 

·      The declared March storm event.  A separate report is included in this business paper for Council to accept the funding.

 

·      A $1million Federal grant funding application for the replacement of Lanes Bridge has been successful and a funding agreement is to be prepared and signed by Council prior to any works being able to commence. Council will be required to match the funding on a 50/50 basis.

 

·      A $40,000 grant application to install shade cover over the playground at Bellwood Park

 

Variations to the 2017/18 Program:

 

WO 2392 car parks: Allocate an additional amount of $50,000.00 from working funds to complete the embankment revetment around the Thompson Street car park at Valla Beach

 

Reason: Work in and around water way areas requires a Fisheries Permit and a Review of Environment Factors (REF) before any work can be commenced. Council are now in receipt of the permit, however when the area was inspected in preparation of the budget, it was anticipated that the rock that has previously been placed by Council in and around the vicinity (in the order of 50t) could have been reused and placed with additional rock and geofabric material in accordance with the approved OEH design plans.

 

The Fisheries permit will not allow the reuse of the rock as it is now considered to be a habitat area, and therefore additional rock will be required to repair the embankment. The area has also been further impacted by the recent weather with the area surrounding the eastern end of the car park subject to high tides and severe erosion from the weather requiring further asset protection of the embankment.

 

The current allocation provided for the work is $30,000 ($20,000 from WO 2178 provided under the Environmental Levy and $10.000 council funds). At the time of preparing this report the work identified for the eastern end has been completed.

 

WO 3053 buildings: Reallocate the amount of $150,000.00 for WO 3053 Ridge Street Amenities to Lions Park Reserve amenities at Valla Beach

 

Reason: The General Manager has advised that an application for a substantial grant has been made to extend the Nambucca Heads Library and the draft designs received include the provision of new public toilet amenities as part of the project.

 

It is anticipated that there is a reasonable chance that this grant will come to fruition. Council could place the funds into a reserve in case the grant for the library does not eventuate or reallocate the funds to the next planned amenities block on Council asset replacement program which is the Valla Beach Lions Reserve amenities.

 

A decision to reallocate the funds at this early stage in the capital works program will ensure the new amenities block can be put out to tender and completed this financial year. Council would recall the report provided by the General Manager on the submission of an EOI for the proposed library extension on the 14 September and that if Council were to be successful in securing the grant funding it would be required to fund $113,000 for furniture and fittings. There was discussion raised that the funding allocated to the amenities could potentially be redirected to offset the furniture and fitting shortfall in funding.

 

WO 1716 RFS amenities: Allocate an additional $12,000.00 from the RFS reserve to WO 1716 RFS station toilet upgrade at North Arm.

 

Reason: As advised in the June 2017 capital works report the RFS funding only became available in May 2017, following the notification from the RFS Zone Manager to AGMES with confirmation regarding the toilets and a budget allocation. Council’s recently appointed Engineering Designer drafted a design, has obtained some quotations from a qualified builder which has seen a substantial price well in excess of that budgeted.

 

The matter of the North Arm Brigade toilet amenities was raised at the most recent SLA meeting, unfortunately the RFS Zone Manager was unable to attend due to fires within the region..  He has recognised that the quote provided by the builder is well above funding provided by the RFS and has requested that in the absence of any discretionary RFS funds, could Council fund the outstanding component of this important community project from the RFS reserve.

 

Council should note that the actual brigade station is a Council owned asset and by default we are required to provide facilities that meet the relevant standards and Work Health and Safety requirements. Council resolved some four years ago to place any unexpended RFS allocations into a reserve to cover any potential cost over runs and or unfunded Section 44 fires within the Shire, There are funds within the RFS reserve that could be used to top up the budget required without having to draw from Council working funds.

 

The 2017/18 works program is in progress in accordance with the time parameters listed on the Council website.

 

At the time of preparing this report the following works have been completed or are in progress:

 

COMPLETED - Scotts Head Road WO 2837: The rehabilitation of Scotts Head Road has been completed with line marking scheduled to be undertaken in September.

 

COMPLETED - Mann Street WO 2837: The rehabilitation of Mann Street (between 38-70) has been completed.

 

IN PROGRESS - Bellingen-Bowraville Road WO 2364: The soil nailing required to stabilise a small section of embankment is in progress from Councils approved contractor, once this work has been completed, the gravelling of the road pavement will continue and finalise the works and the grant acquitted.

 

IN PROGRESS - Browns Bridge WO 2760: The replacement bridge has been completed, with the rock revetment around the abutment, the construction of the bridge approaches and the demolishing of the old structure outstanding. An inspection by Council and opening is scheduled for October. The precast girders provided to Council were used and a concrete deck poured by Council day labour. The writer wishes to acknowledge the work of the Council staff with the deck being a continuous pour which was completed in one day.

 

IN PROGRESS - Thumb Creek WO 3080: Has been designed to use the same principle of Browns Bridge (precast girders) which will result in a two span bridge being constructed as a single span with anticipated cost savings to the approved budget due to the provision of precast girders and the removal of a centre span.

 

IN PROGRESS - Nash’s WO 3081: Is presently under construction with the road approaches to completed by the end September.

 

IN PROGRESS - No1 Lemans WO 3083: The bridge decks have been delivered to site, the steel reinforcement caging for the abutments is at the works depot and the construction is scheduled for October.

 

IN PROGRESS - Various building works: The majority of the capital works allocated to buildings and the depot are presently in progress with orders raised and contractors engaged.

 

IN PROGRESS - Various parks and reserves works: The capital works allocated to parks and reserves are presently in progress in accordance with the program schedule.

 

IN PROGRESS - Car parks: Work on the Thompson Street embankment WO 2392 has been completed and subject to a request for additional funding to continue the rock revetment.  Work on Coronation car park WO 3078 has been set out in preparation of works.

 

Works completed:

 

Road rehabilitation revotes: At the time of preparing this report all road rehabilitation revotes as endorsed by Council had been completed by the third week of July and work is progressing on the 2017/18 program.

 

Bridge replacement revotes: All bridges have been completed and are open to traffic with guard rail to be installed and the side tracks to be removed these works will be completed in early October.

 

 

CONSULTATION:

 

General Manager

Manager Water and Sewer

Manager Infrastructure Services

Manager Assets

Manager Technical Services

Finance staff

Engineering Services staff

Coordinators at the Works Depot

Coordinator of Strategic Planning and Natural Resources

RFS Zone Manager

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no environmental issues associated with this report.

 

Social

 

There are no social issues associated with this report

 

Economic

 

There are no social issues associated with this report

 


 

Risk

 

There are no direct risk issues associated with this report, the risk in delivering the program are external factors encompassing suppliers and weather.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The capital works are funded within the adopted 2017/18 budget.

 

Source of fund and any variance to working funds

 

No applicable at this point in time.

 

Service level changes and resourcing/staff implications

 

There are additional staff resources to prepare the reporting, however, the IT Department have assisted in automating the reports to remove the burden of manually having to go to each individual Work Order to retrieve the information.

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Engineering Services Report

ITEM 11.3    SF1575            280917         Development of 2018-2028 Strategic Asset Management Plan (SAMP)

 

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

 

Summary:

 

The Strategic Asset Management Plan (SAMP) defines a systematic approach to managing assets (based on ISO 55000 - international standard for Asset Management systems) that sharpens this focus on value, the alignment of activities with objectives in the Community Strategic Plan across all levels of the organisation, and provides assurance that assets are fit for purpose as well as establishing a framework for continual improvement.

 

Council has recently adopted the Integrated Planning and Reporting (IPR) and the Long Term Financial Plan (LTFP) framework for the maintenance and capital works on infrastructure assets to enable ongoing delivery of current levels of service.  The Asset Management Plans (AMP) are presently being reviewed and updated by staff to ensure they reflect Council’s LTFP.

 

The SAMP is the overall big picture view of everything Council does (backed up by the individual AMP’s detailed technical analysis and planning)As a prelude to the finalisation of the SAMP, Council will start to receive the AMP’s for the functional areas of:

 

·      Transport - encompassing AMP’s for unsealed and sealed roads, bridges and culverts, footpaths;

·      Water supply;

·      Sewerage services;

·      Stormwater;

·      Buildings; and

·      Community Assets.

 

In accordance with past practice, it is intended to place the AMP’s on public exhibition and have Council formally endorse the documents via a Council resolution.

 

Council use the IPWEA NAMS (National Asset Management Strategy) template for the development of the AMP’s and Councillors will receive the AMP via a memo due to their size and staff will provided a briefing summarising the AMP prior to the Council meeting.

 

 

Recommendation:

 

That Council receive and note the timetable for the delivery of Asset Management Plans (AMP), Dashboard summaries of functional areas and the Strategic Asset Management Plan (SAMP).

 

 

OPTIONS:

 

Receive and note the report.

 

 

DISCUSSION:

 

Council will be provided with the Asset Management Plans (AMPs) for the following functional areas via a separate email on or before 29 September 2017:

 

·      Bridge and bridge size culverts

·      Water supply

·      Sewerage services

 

A briefing will be provided from 4.30pm - 5.30pm on 12 October 2017 prior to the Council meeting and the AMPs will be placed on public exhibition and reported to 16 November.

 

Council will be provided the AMPs for the following functional areas via email memo on or around 12 October 2017:

 

·      Unsealed Roads

·      Sealed Roads

·      Footpaths

·      Stormwater

·     

A briefing will be provided for the above AMPs from 4.30pm – 5.30pm on 16 November 2017 prior to the Council meeting.

 

Council are in the process of revaluing the buildings, as there is a substantial change to componentisation of the building assets.  The AMP for buildings will be developed after the revaluation and presented to Council in early 2018.

 

Asset Management is the management of assets to ensure the provision of agreed levels of service in the most cost effective manner and within a tolerable risk profile.  Like many local government bodies in NSW, there is the reality of managing an ageing asset portfolio within the constraints of available funding.

 

Asset Management (AM) planning documents have traditionally been excessively detailed and complex.  As a result, they have achieved limited engagement from the community, Councillors and staff and more often than not have been ‘shelf documents’ that may not necessarily be kept up to date. 

 

The new approach of communicating AMPs to the relevant stakeholders via a shortened one or two page document summary showcased in a series Service Dashboards covering each theme in Council’s Delivery Program and a Dashboard Summary collating this information onto a single page. 

 

The NSW IPWEA will be releasing the recently developed Dashboards in November that are relevant to NSW Local Government IPR and these will be included as part of the SAMP.

 

AMPs are prepared to demonstrate responsible management of infrastructure assets and services provided from those assets, compliance with regulatory requirements and communicate funding required to provide the required levels of service.

 

Council has recently adopted the Integrated Planning and Reporting (IPR) and 10 year financial framework for the maintenance and capital works on infrastructure assets to enable ongoing delivery of agreed levels of service from these assets.

 

 

CONSULTATION:

 

Asset Management Steering Group

MANEX

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no environmental implications associated with this report.

 

Social

 

There are no social implications associated with this report.

 

Economic

 

There are no economic implications associated with this report.

 

Risk

 

There are no risk implications associated with this report.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There are no implications to the budget associated with this report.  It is worthy to note that the AMPs reflect the long term financial plan adopted by Council.

 

Source of fund and any variance to working funds

 

There are no implications or variations associated with this report.

 

Service level changes and resourcing/staff implications

 

There are no proposed service levels changes associated with this report.  All work is undertaken within current staff resources within the Assets team

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Engineering Services Report

ITEM 11.4    SF2319            280917         Funding for declared natural disaster event March 2017

 

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

 

Summary:

 

The March 2017 storm/flood event was declared a Natural Disaster by the State Government which allowed Council to make a claim for repairs to infrastructure.

 

Advice from the Roads and Maritime Services (RMS) has been received advising that a total agreed Council funding allocation of $263,000.00 is allowed for regional and local road repairs for the March 2017 storm event.

 

Under the conditions of funding for Natural Disaster Arrangements, Council is required to pay the first $29,000.00 of the claim.

 

 

Recommendation:

 

1        That Council formally advise the Roads and Maritime Services that it accepts the Natural Disaster funding (RMS Ref P0032216 and 0032253) for the amount of $263,381.00 for restoration to local roads following the March 2017 flood event.

 

2        That Council allocate an amount of $29,000.00 from Working Funds for the Council contribution in accordance with the conditions of funding for Natural Disaster Arrangements and this be reported through the September financial QBR.

 

3        That Council note that further funding will be provided by the Roads and Maritime Services for Natural Disaster funding once the design has been completed for the repair of pavement on Gumma Road.

 

4        That Council allocate an amount of $211,000.00 presently sitting within Working Funds from the finalisation of Riverside Drive grant funds to complete the repair of the unfunded topside slip and add an additional $39,000.00 from working funds to complete the works required .

 

 

OPTIONS:

 

·           Adopt the recommendation and accept the funding offer

·           Decline the funding offer

 

 

DISCUSSION:

 

Advice from the RMS has been received that the March storm event claim was approved for the amount of $263,381.00.  Under the conditions of funding for Natural Disaster Arrangements the Council contribution for local road restoration is $29,000 as a one-off cost for the subject event. 

 

Funding is comprised of a regional road amount of $43,077 for emergency costs; local road funding is $4,577 for emergency costs, and $215,727 for restoration, details as follows:

 

Local roads funding –P0032216:

 

Financial year

Contributor

Approved amount

Total

2017/18

RMS

$191,304.00

$191,304.00

2017/18

Council

$29,000.00

$ 29,000.00

 

 

$220,304.00

$220,304.00

 

Regional roads funding –P0032253:

 

Financial year

Contributor

Approved amount

Total

2017/18

RMS

$43,077.00

$43,077.00

2017/18

Council

$0

$0

 

 

$43,077.00

$43,077.00

 

Note:

 

·      The majority of the claim is to reinstate gravel pavement loss.

·      The claim does excludes the cost of repair for Gumma Road as it currently being designed and a separate funding allocation will be provided once the parameter of the design is established.

 

The advice also excluded the claim for restoration of the top side slip for Riverside Drive. Funding has been provided for the removal of debris and payment of geotechnical consultant’s advice on managing the slip and a design. Council has retained an amount of $211,000.00 which is presently sitting within Working Funds from the finalisation of Riverside Drive grant funds. This funding was provided to reimburse Council for expenditure incurred prior to receiving the grant for Riverside Drive. It is estimated that the repair is in the vicinity of $250k to complete the damage emanating from the March event as it does not comply with the conditions of natural disaster funding being classified as a top side slippage.

 

 

CONSULTATION:

 

Roads and Martine Service (RMS)

General Manager

Manager Assets

Manager Infrastructure Services

Roads Coordinator

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

There were environmental impacts associated with the storm event with damage to roads and the funding provides for the restoration of the road pavement prior to the-storm event.

 

Social

There are potential social implications associated with the damage to road pavements for rural residents.

 

Economic

There are potential economic implications to rural residents attributed to the inconvenience of travelling on damaged roads; the funding provided under the grant facilitates the restoration prior to the storm event

 

Risk

There is a potential risk to the public travelling on damaged road pavements; emergency repairs after the storm event facilitate safe passage until the final restoration is completed.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

A variation is required from working funds for the amount $29,000 being Council’s contribution towards the local roads restoration works.

 

A variation is required from working funds for the amount $211,000 being Council’s contribution towards the restoration works on Riverside Drive

 

Source of fund and any variance to working funds

Work will be undertaken primarily by contractors in accordance with the conditions of funding for Natural Disaster Arrangements and is planned for completion by 30 June 2018.

 

Service level changes and resourcing/staff implications

There are no service level changes, an external project manager will be appointed to manage the landslip remediation funded from the grant funding in accordance with the conditions of funding for Natural Disaster Arrangements.

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Engineering Services Report

ITEM 11.5    SF84                280917         2017-18 Allocation for NSW Rural Fire Fighting Fund

 

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

 

Summary:

 

A report was presented to Council on 14 July 2016 advising that a new methodology has been developed by the NSW Rural Fire Service (RFS) to calculate the Council contribution for the Rural Fire Fighting Fund (RFFF).

 

The new methodology was to determine the estimated expenditure in a rural fire district as a percentage of the overall RFFF based on a 20 year history of allocations which is expected to remove the large unbudgeted increases that have been imposed over the past years for the funding of capital works such as fire stations and fighting appliances.

 

The Rural Fire Service BID is based on the estimated expenditure for the Nambucca Local Government Area (LGA) and Council are then required to pay a mandatory 11.7% under the Rural Fires Act 1997. The RFS contribution for 2016/17 was estimated to be $263,554.00.

 

Under the RFS Liaison Agreement, the proposed budget is to be provided to Council by September and Council has now received notification of the 2017/18 Fire Fighting Fund for the State operations. The notification appears to exclude the regional/local funding and clarification is being sought from the RFS Chief Financial Officer.

 

At the time of preparing this report there has not been a response received to Council’s enquiry from the NSW RFS.

 

 

Recommendation:

 

1        That Council receive the information contained in the NSW Rural Fire Service 2017/2018 budget.

 

2        That Council seek further clarification from the Chief Financial Officer of the NSW Rural Fire Service on:

 

a)       the apparent exclusion of regional/local funding in the budget to ascertain what the actual contribution Council will be required to fund; and

b)       the definition of what constitutes “fee for service” (contracts) an amount of $34,956.00 within the RFS budget.

 

 

OPTIONS:

 

No other options have been considered with this report

 

 

DISCUSSION:

 

The former BID process was flawed in that Council are required by legislation to have formally adopted the Council budget in June of each year and the State RFS budget is generally handed down in December some six months later, often being well in excess of the rate pegging levy and the adopted Council budget requiring a substantial variation at the December quarterly budget review. Even with the move to a new methodology, it is envisaged that Council will not receive the RFS budget until September after the State budget announcement and finalisation of the previous financial year results.

 

The new methodology was expected to provide some certainty to Councils’ budget with a fixed budget figure. In the past, the RFS Zone Manager would develop a draft BID to present to Council that encompassed two parts comprising of:

 

•    PART A   The regional operational costs for the Lower North Coast Zone for Nambucca Shire 

•    PART B   The operational state costs for the NSW RFS

 

The former BID system was based on an estimate only as PART B (the state program charges) was outside the control of the NSW RFS Zone Manager (quite often emanating in significant increases well above the rate levy percentage increase handed down by the State Government).

 

The substantial inclusions within the 2017-18 RFS budget are in infrastructure projects and appliances:

 

          $135,000.00 for stations

·       Eungai station upgrade           $130,000.00

·       Utungun station upgrade         $    5,000.00

 

          $669,977.00 for appliances

·       Talarm Cat 1                           $319,375.00

·       Nambucca Cat 7                     $105,056.00

·       Grays Crossing Cat 1              $185,542.00

·       Nambucca  crew cab ute         $  60,000.00

 

 

CONSULTATION:

 

There has been no consultation pertaining to this report.

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

There are no social implications.

 

Economic

 

The economic implications associated with the ability of Council to fund NSW RFS contribution increases are offset against the reduction of Council services to Nambucca Valley communities to compensate for the increase.

 

Risk

 

In the past there has been the risk of an increase on the draft BID once it leaves the regional office and forwarded to the state. The new methodology should level out these increases. Council should note that in the event that the budget is over expended by the NSW RFS, Council will be required to pay for the over expenditure.  This new budget will include proposed plant replacement.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The 2016/17 budget incorporated the NSW RFS contribution based on advice of the NSW RFS Area Zone Manager for the Lower North Coast Zone and a minor variation is required and will be reported at the December QBR.

 

Source of fund and any variance to working funds

 

A variation to working funds for this financial year is required

 

Service level changes and resourcing/staff implications

 

An increase in the NSW RFS contribution will have an effect on the budget and other Council infrastructure when determining the budget.

 

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Engineering Services Report

ITEM 11.6    SF755              280917         Triennial Mowing Quotations 1 October 2017 - 30 September 2020 - Under Delegated Authority

 

AUTHOR/ENQUIRIES:    Matthew Leibrandt, Manager Infrastructure Services         

 

Summary:

 

Council invites quotations on a triennial basis for a range of mowing services.  Many of the contracts are of low value and where the lowest submission is from a satisfactory contractor this has been accepted under Delegated Authority.

 

 

Recommendation:

 

That Council note the services and contractors accepted for the triennial mowing contracts commencing 1 October 2017 and terminating 30 September 2020 as follows:

 

a    Q004/2017 Scotts Head - Brett Moe Lawns

b    Q005/2017 Taylors Arm - Bourne’s Lawn Mechanics

c    Q006/2017 Fire Trails and Vacant Lots in Various Towns and Rural Areas - Country Road Mowing

d    Q007/2017 Eungai Creek, Eungai Rail and Unkya Reserve - Bourne’s Lawn Mechanics

e    Q008/2017 Maintenance of Cemeteries – Valley Lawn Mowing & Garden Services

 

 

OPTIONS:

 

Not accept the quotations.

 

DISCUSSION:

 

A number of triennial services offered to contractors are not for large amounts of money and can therefore be accepted under Delegated Authority. 

 

The above quotations were advertised in the Advocate on 26 July 2017 and Guardian News on 27 July and 3 August 2017 and closed at 2.00pm on Thursday 17 August 2017.  Quotations were received from the following (listed in alphabetical order):

 

Q004/2017

Mowing Scotts Head

 

Bradley Whittaker

Brett Moe Lawns

House With No Steps

Q005/2017

Mowing Taylors Arm

 

Bourne’s Lawn Mechanics

Bradley Whittaker

House With No Steps

Valley Lawn Mowing & Garden Services

Q006/2017

Mowing Fire Trails and Vacant Lots in Various Towns and Rural Areas

Country Road Mowing

Eddie Booth Contracting

Q007/2017

Mowing Eungai Creek, Eungai Rail and Unkya Reserve

 

Bourne’s Lawn Mechanics

Bradley Whittaker

Brett Moe Lawns

Country Road Mowing

House With No Steps

Q008/2017

Mowing Maintenance of Cemeteries

 

Bourne’s Lawn Mechanics

Bradley Whittaker

House With No Steps

Valley Lawn Mowing & Garden Services

 

The assessment criterion is based on price, contractors experience and machine capabilities and were assessed by Council’s Manager Infrastructure Services and Green Space Coordinator. 

 

The following contractors have been accepted for mowing triennial contracts under Delegated Authority for the period commencing 1 October 2017 to 30 September 2020:

 

Quotation

Type - Mowing

Contractor

Q004/2017

Scotts Head

Brett Moe Lawns

Q005/2017

Taylors Arm

Bourne’s Lawn Mechanics

Q006/2017

Fire Trails and Vacant Lots in Various Towns and Rural Areas

Country Road Mowing

Q007/2017

Eungai Creek, Eungai Rail and Unkya Reserve

Bourne’s Lawn Mechanics

Q008/2017

Maintenance of Cemeteries

Valley Lawn Mowing & Garden Services

 

 

CONSULTATION:

 

Manager Infrastructure Services

Green Space Coordinator

Assistant General Manager Engineering Services

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

There are no environmental issues associated with this report.

 

Social

There are no social issues associated with this report.

 

Economic

The assessment criteria is based on price, contractors experience and machine capabilities.

 

Risk

There are no risk issues associated with this report.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

There is not direct or indirect impact on current and future budgets.

 

Source of fund and any variance to working funds

There is no variance to working funds.

 

Service level changes and resourcing/staff implications

There are no changes to service level or resourcing/staff implications.

Attachments:

There are no attachments for this report.


Ordinary Council Meeting                                                                                           28 September 2017

Assistant General Manager Engineering Services Report

ITEM 11.7    SF143              280917         Investigation relating to purchasing of electric motor vehicles

 

AUTHOR/ENQUIRIES:    Clint Fitzsummons, Manager Assets         

 

Summary:

 

At the 9 August 2017 Council Meeting, Council adopted the recommendation from the Clean Energy Committee to investigate purchasing electric (or similar) vehicles for the Mayor and General Manager prior to the next replacement date. The Mayors vehicle is scheduled to be replaced in June 2018 and the General Managers vehicle is due early in the 2018/19 financial year.

 

 

Recommendation:

 

1        It is recommended that Council continue with its current fleet arrangements, due to cost, unlikely return on investment, and lack of infrastructure.

 

2        Council staff continue to monitor the electric vehicle market for opportunities, as technology becomes cheaper and infrastructure for electric vehicles becomes available.

 

 

OPTIONS:

 

1     Council proceed with the purchase of a hybrid Mitsubishi Outlander PHEV and a variation to this year’s budget for the Mayors vehicle is changed from $28,000 to $50,500.

2     Update Council’s Fleet Policy to incorporate the use of Electric Vehicles and how home charging will be incorporated into Salary Packages.

3     Investigate the purchase of an Electric Vehicle as a pool vehicle for office use.

4     Use the Electric Vehicle as a marketing tool to promote Councils Environmental credentials.

5     Investigate the installation of electric charging facilities within Council’s car park.

 

 

DISCUSSION:

 

When discussing electric (or similar) vehicles there are two types of technology available:

 

·      Electric Vehicles

·      Hybrid Electric Vehicles

 

Electric Vehicles do not have combustion motors, instead having electric motors with a bank of batteries. These vehicles are charged via an electric power supply. Charging occurs either overnight at the residence of the electric vehicle or at a public electric charging station. According to https://myelectriccar.com.au/faq/ (21/09/2017) costs for electricity are currently approximately $0.25 per kilo Watt and it takes approximately 18 kWh to travel 100km, so will cost $4.50 per 100km. An average petrol vehicle will cost $16.65 per 100km. The table below shows the electric vehicles available in Australia along with their cost and range:

 

Make/Model

Segment

Approx. Cost

Distance Range

Tesla Model S

Luxury Sedan

$100,000 +

500km

Tesla Model X

Small SUV

$140,000 +

300km

Nissan Leaf (2012)

Small Hatchback

$  47,000

380km

Mitsubishi i-MiEV (2012)

Micro Hatchback

$  48,000

160km

 

From the above the Nissan Leaf and Mitsubishi i-MiEV are available as second Hand vehicles and the above costs are for new purchase. A new Nissan Leaf has been announced and will be released in 2018.

 

Hybrid cars use a combination of battery technology with electric and combustion engines. There are a number of different combinations of how hybrid cars work. Fuel efficiency is improved with hybrid cars with fuel consumption ranging from 3.9L/100km to 7.8L/km combined city/highway. The table below shows the hybrid vehicles available in Australia along with their cost. Range is not an issue as the cars are fuelled with petrol as required:

 

Make/Model

Segment

Approx. Cost

Toyota Prius C

Small Hatchback

$ 24,040

Toyota Camry

Medium Sedan