NAMBUCCA SHIRE COUNCIL

 

General Purpose Committee - 17 November 2010

 

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 Aboriginals present.

 

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

 

1??????? APOLOGIES

2??????? DISCLOSURE OF INTEREST

3??????? General Manager Report

8.1???? Community Satisfaction Survey

8.2???? Scotts Head Reserve and Caravan Park

8.3???? Integrated Water Cycle Management (IWCM) Strategy Study - Scenario 4 Report

8.4???? Quarterly Performance Review - 30 September 2010

4??????? Director Environment and Planning Report

9.1???? Nambucca Shire Library Operations

9.2???? Report on DA 2010/184 - Horse Riding School and Signage

5??????? Director Engineering Services Report

10.1?? Asset Management Plans - Draft Bridge Asset Management Plan

10.2?? POLICY Review - Asset Management Policy ???

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

12.1?? On-River Dam at League Creek - Proposal for Modelling Potential Water Loss from In-River Discharge

It is recommended that the Council resolve into closed session with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (d) of the Local Government Act, 1993, on the grounds that the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

??

??????????? a????? Questions raised by Councillors at 7 above

 

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

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

???? TO CLOSE

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

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

7??????? MEETING CLOSED TO THE PUBLIC

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


 

Time

Description

Where

Item No

Page No

08.30 - 9.00

Community Satisfaction Survey - James Parker from Jetty Research in attendance

CC

8.1

5

9.00 - 10.00

Scotts Head Reserve - Master Plan & Caravan Park

CC

8.2

20

10.00 -10.30

Morning Tea

 

 

 

10.30 -11.00

Clarence Regional Library and Library Services Generally

CC

9.1

103

11.00-

11.30

 

On-Stream Dam - Deferred from meeting on 4/11/10

(resolved that it be in closed)

 

CC

In Closed

12.1

CLOSED

11.30-

12.30

 

IWCM (including Off Stream Dam) - Roshan in attendance

 

CC

8.3

36

12.30 - 1.00

Lunch

CC

 

 

1.00 ? 1.45

Asset Management Policy

Asset Management Plan - Bridges

CC

10.2

10.1

179

182

2.00 - 3.00

 

 

DA2010/184 Horse Riding Rural Tourist Accommocation Allow 1 hr to travel discuss and return

 

Quarterly Performance Review

Onsite

 

 

CC

9.2

 

 

8.4

128

 

 

43

 

 


NAMBUCCA SHIRE COUNCIL

 

 

DISCLOSURE OF INTEREST AT MEETINGS

 

 

Name of Meeting:

 

Meeting Date:

 

Item/Report Number:

 

Item/Report Title:

 

 

 

I

 

declare the following interest:

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

 

 

 

 

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

 

 

 

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

 

 

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

 

For the reason that

 

 

 

 

 

 

Signed

 

Date

 

 

 

 

 

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

 

Council?s Facsimile Number ? (02) 6568 2201

 

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

 


Definitions

 

(Local Government Act and Code of Conduct)

 

 

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

(Local Government Act, 1993 section 442 and 443)

 

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

 

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

 

 

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

 

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

 

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

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

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

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

 

??????? ?


General Purpose Committee

17 November 2010

General Manager's Report

ITEM 8.1??????? SF1533??????? 171110???????? Community Satisfaction Survey

 

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

 

Summary:

 

In October 2010 a Community Satisfaction Survey was undertaken by Jetty Research Pty Ltd.

 

The completion of the Survey allows Council to confidently proceed with reviewing its objectives and strategies and longer term financial planning.? It provided answers to not only how well we do things but also whether we are doing the right things.

 

 

Recommendation:

 

That Council note and thank Mr James Parker from Jetty Research Pty Ltd for his presentation on Council?s 2010 Community Satisfaction Survey.

 

 

 

OPTIONS:

 

There are no options.

 

 

DISCUSSION:

 

Council engaged Jetty Research Pty Ltd to undertake a community satisfaction Survey.?

 

Mr James Parker, the Principal of Jetty Research, is presenting the outcome of the Survey at Council?s General Purpose Committee meeting on Wednesday 17 November 2010 and can provide different breakdowns of the data by age, sex, place of residence etc.

 

Councillors should be aware that the random Survey sample of 400 people provides a very high level of confidence (95%) that the results reflect the behaviour and attitudes of the overall adult population of the Shire.? Therefore the Survey results are a very powerful tool for Council to consider when preparing strategic plans and particularly the Management Plan and longer term financial strategies.? It also establishes a benchmark against which the Council?s on-going performance can be measured.

 

The completion of the Survey allows Council to confidently proceed with reviewing its objectives and strategies and longer term financial planning.? It provides answers to not only how well we do things but also whether we are doing the right things.

 

At the last Survey (2007) 26 Council run services and facilities were measured on a matrix of satisfaction -v- importance, seven were judged as ?high importance, low satisfaction?.? These comprised sealed roads, estuary management, environmental monitoring and protection, public toilets, footpaths and cycleways, youth activities and bridges.

 

At the other extreme being services and facilities judged as ?low importance, high satisfaction? were six being the pool complex at Macksville, public halls, tourism and tourism promotion, dog control, sporting facilities and the saleyards.

 

 

CONSULTATION:

 

There has been consultation with Jetty Research Pty Ltd.


 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The Survey itself has no particular implications for the environment.?

 

Social

 

The Survey itself has no particular social implications.?

 

Economic

 

There are no particular economic implications.?

 

Risk

 

Council has taken a risk in undertaking the community satisfaction Survey.? Depending upon the outcome of the 2010-2011 Survey there is risk to Council?s standing and reputation in the community.? However, a successful organisation will always take such risks to ensure it can confidently address its future and respond to its residents? needs.

 

FINANCIAL IMPLICATIONS:

 

The cost of the community satisfaction Survey was $14,520 and came in under budget.

 

Attachments:

1View

26817/2010 - Draft Questions- Community Satisfaction Survey 2010-2011

 

?

?


General Purpose Committee - 17 November 2010

Community Satisfaction Survey

 

?


General Purpose Committee

17 November 2010

General Manager's Report

ITEM 8.2????? SF382????????????? 171110???????? Scotts Head Reserve and Caravan Park

 

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

 

Summary:

 

Despite many reports and briefings on the Master Plan and the terms of a lease for the Council owned land, no agreement has been reached on its implementation with the Land and Property Management Authority.? Further there seems little interest from either the Land and Property Management Authority or the Minister?s office in negotiating beyond what has already been put in writing by the Authority.? This is that both parties should proceed in accordance with the Master Plan and that negotiations include Council accepting responsibility for the maintenance of the day reserve area and foreshore land.

 

Given the need to get a new lease in place and to attend to fire safety requirements in the semi-permanent section, Council should move on and negotiate directly with the Scotts Head Reserve Trust in relation to the retention or otherwise of the existing Council owned land occupied by the semi-permanents.

 

Even a continuation of the existing arrangements for the semi-permanent section of the caravan park will require the preparation of a new plan of management to change the categorisation of the land from ?sportsground? to ?general community use?.? Council is obliged to hold a public hearing in relation to such a change in categorisation.? Assuming the change in categorisation is approved, Council would be able to enter into a lease of the land currently used as caravan park for a maximum period of 21 years. However a lease for a period of more than 5 years will require that it be publicly advertised, and if there is objection, then Council cannot grant any lease except with the consent of the Minister.

 

It is recommended that Council proceed to prepare a new plan of management for the Adin Street Reserve to re-categorise it as general community use so that it may enter into a long term lease with the Scotts Head Reserve Trust for a continuation of the lease of an area of approximately 7,378m2 (the area currently occupied by the ?semi-permanents) for the purposes of a caravan park.

 

 

Recommendation:

 

1??????? That a draft plan of management to re-categorise the Adin Street reserve as ?Community Land ? General Community Use? be prepared and be placed on public exhibition for a minimum period of 42 days.

 

2??????? That in conjunction with the advertising of the draft plan of management, that Council advertise its intention to enter into a lease with the Scotts Head Reserve Trust for the existing area occupied by the semi-permanent caravans (approximately 7,378m2) for a period exceeding 5 years.

 

3??????? That in conjunction with the advertising of the draft plan of management and intention to lease, that Council submit a development application to subdivide the existing area occupied by the semi-permanent caravans for lease purposes.

 

3??????? That the Mayor and General Manager negotiate the terms of a lease for the existing area occupied by the semi-permanent caravans (approximately 7,378m2) with the Scotts Head Reserve Trust and report the outcome to Council for endorsement.

 

4??????? That the General Manager be provided with delegated authority to appoint a person to preside at a public hearing to consider the re-categorisation of the Adin Street reserve.

 

 

OPTIONS:

 

Council can negotiate with the Land and Property Management Authority to implement the Master Plan or should it wish to continue to lease the existing section of the caravan park occupied by the semi-permanents then it must negotiate with the Scotts Head Reserve Trust.

 

Council can also give notice to the Scotts Head Reserve Trust to terminate the current occupation and require the removal of semi-permanents caravans from the site.? The site could then be parkland.

 

Any option to continue to locate caravans on community land will require the amendment of the existing Plan of Management for the Adin Street reserve.? This can only be done following formal advertising and the conduct of a public hearing.

 

Should Council choose to maintain the existing semi-permanent section of the caravan park, in financial and management terms, another option would be to sell the land to the Scotts Head Reserve Trust, instead of leasing it.? The use of the land is controlled by the RE1 Public Recreation Zone more so than its ownership and assuming the realisation of a fair valuation, Council would have a large capital gain to apply to the provision of new assets or the maintenance of existing assets in Scotts Head.? However given the debate concerning the Master Plan it is not foreseen that this option would have any support in the community.

 

Another option, previously dismissed by Council, is that Council operate its section of caravan park separate to the section operated by the Scotts Head Reserve Trust.? This option was dismissed because of the cost of duplicating services and management arrangements.

 

 

DISCUSSION:

 

At Council?s meeting on 19 August 2010 it was resolved as follows:

 

?1.????? That Council meet with the Minister for Lands to discuss the major issues being the semi-?? permanents and the maintenance of the day use area.

 

2.?????? That there be a report to Council on the costs of maintaining the day area at the Scotts Head ?????? Reserve.

 

3.?????? That Council hold a workshop in open meeting to discuss and formulate a position to put to the ???? Minister for Lands.

 

4.?????? That Council pay the invoice which has been received from the Land and Property Management ???? Authority for $23,766.60 being 50% of the agreed consultancy cost of the Master Plan plus ??????? $1,766.60 for the attendance of the consultants at a Council workshop on 14 November 2009.

 

5.?????? That at the workshop Council select representatives to attend the delegation to the Minister.?

 

Council wrote to the Minister for Lands on 25 August 2010 asking that he meet with a delegation to discuss the major issues being the semi-permanents and the maintenance of the day use area.? There has been no response to that letter.? A reminder letter was sent on 26 October 2010 but as at the date of preparing this report there had been no response.

 

History

 

A brief recap on the reports and resolutions which have occurred over the past 2 years concerning the Master Plan for the Reserve and Caravan Park is as follows:

 

General Purpose Committee 19/11/2008

Integrated Site Design provided a briefing on the draft Master Plan before it was placed on exhibition.? Master Plan then placed on exhibition until the end of February 2009.

 

Council 18/6/2009

Resolved to clarify ownership of the land before proceeding further and when the information is obtained that Council proceed with a workshop and site visit to determine its position.

 

Council 16/7/2009

Resolved to defer consideration of report

 

Council 6/8/2009

Resolved that a business plan be prepared to identify cost/benefit of the Master Plan; cost/benefit include Council and the Department managing their respective land separately; Council?s land being vacated and leasing the existing land to the Department; Council generally supports principles listed in the recommendation subject to no loss of trees.

 

General Purpose Committee 14/10/2009

Integrated Site Design presented a draft business plan.? At the Council meeting on 15/10/2009 it was resolved that Council support in principle the model put forward by Integrated Site Design but review the financial details of alternate modelling Option B before proceeding with further detailed discussions.

 

Council 5/11/2010

Council resolved to defer consideration of a report.

 

Council 19/11/2010

Council rescinded the resolution of the meeting on 15/10/2010 that it support in principle the model put forward by Integrated Site Design but review the financial details of alternate modelling Option B before proceeding with further detailed discussions.

 

It was also resolved to defer the matter for further information from the Department of Lands and that after a response Council workshop a range of options and if necessary seek an independent cost/benefit analysis before expressing a preference to the Department of Lands.

 

Council 1/4/2010

Council resolved to support in principle the model put forward by Integrated Site Design being the exhibited plan and that prior to further negotiations Council receive a report on the implications of not relocating the semi permanents to the Adin Street oval.

 

Council 6/5/2010

Council resolved to advise the Department of its support in principle for the exhibited plan and that negotiations can commence on lease, length of lease and other matters.? Council also resolved that it would not consider managing the semi permanents as a separate entity as it is not financially viable.

 

Council 15/7/2010

Council resolved to defer consideration of terms of a lease until confirmation of the village green being the first priority.

 

Council 19/8/2010

Council resolved to meet with the Minister for Lands to discuss the major issues being the semi permanents and the maintenance of the day use area; that there be a report to Council on the costs of maintaining the day area at the Scotts Head Reserve; that Council hold a workshop in Open Meeting to discuss and formulate a position to put to the Minister for Lands; that at the workshop Council select representatives to attend the delegation to the Minister.

 

Response from Land and Property Management Authority

 

Following the meeting on 19 August 2010 the Land and Property Management Authority were requested to attend a General Purpose Committee meeting to comment on the feasibility of redeveloping the existing semi-permanent caravan sites and also to respond to questions concerning the future maintenance of the day-use area.? Whilst the Authority has declined to attend a meeting, they have provided the attached written advice.

 

In essence the Authority is advising that should Council resolve to pursue the redevelopment of the existing semi-permanent holiday van area then this would be outside the provisions of the Master Plan and Memorandum of Understanding (MoU).? The Authority advises that Council would need to negotiate directly with the Scotts Head Reserve Trust and foreshadows that a decision by the Trust to lease, redevelop or manage the existing semi-permanent holiday van area would only be undertaken where it enhances the management of the Scotts Head Reserve and/or generates income that can be used to further improve the reserve.

 

In relation to the future maintenance of the day-use area the Authority is still keen for Council to assume responsibility and asks Council to consider the local use component of the day-use area as compared to the regional use component as a starting point for negotiations.

 

A copy of the MoU is attached.? It was endorsed by Council at its meeting on 2 November 2006. ?Its purpose was to establish a cooperative liaison between the then Department of Lands and Council to develop a partnership between Lands and Council for the caravan park utilising crown land and Council community land and for Council management of the day-use area and the balance of the reserve.? The MoU proposed the development of the Master Plan with stakeholder and community consultation.?? Co-ordination was to be provided by a Project Facilitation Team.? The agreement essentially provided for a split of cost and revenue for any redevelopment of the caravan park and day reserve area based on the proportions of land controlled by Council and the Crown.

 

Where to from here?

 

Despite many reports and briefings on the Master Plan and the terms of a lease for the Council owned land, no agreement has been reached on its implementation with the Land and Property Management Authority.? Further there seems little interest from either the Land and Property Management Authority or the Minister?s office in negotiating beyond what has already been put in writing by the Authority.? This is that both parties should proceed in accordance with the Master Plan and that negotiations include Council accepting responsibility for the maintenance of the day reserve area and foreshore land.

 

Given the need to get a new lease in place and to attend to fire safety requirements in the semi-permanent section, Council should move on and negotiate directly with the Scotts Head Reserve Trust in relation to the retention or otherwise of the existing Council owned land occupied by the semi-permanents.

 

The continued use of the existing area occupied by the semi-permanents is also contingent on changes to Council?s Plan of Management for the Adin Street reserve; the public exhibition of those changes and endorsement for a new 21 year lease.

 

On 7 November 2006 Council adopted a Plan of Management for the Adin Street Reserve which includes the area leased to the Scotts Head Reserve Trust for the semi-permanent section of the caravan park.? However the adopted Plan of Management categorises all of the community land, including the semi-permanent section of the caravan park, as ?sportsground?.? The core objectives of land categorised as a sportsground are:

 

?(a)???? to encourage, promote and facilitate recreational pursuits in the community involving organised and ???????? informal sporting activities and games, and

 

(b)????? to ensure that such activities are managed having regard to any adverse impact on nearby ? residences.

 

Section 46 of the Local Government Act provides that a Council may only lease or licence land if the purpose is consistent with the core objectives of its classification.

 

Whilst the classification of the land has not been tested in Court, there is concern that the ?sportsground? classification is not appropriate for an on-going lease of a caravan park or indeed an area which, except for the tennis courts, has limited use for organised or informal sporting activities.

 

The Director General of the Department of Local Government brought this to Council?s attention in a letter dated 5 December 2006.? As the lease for the semi-permanent section of the caravan park expired on 31 December 2006, Council resolved on 2 February 2006 to renew the lease subject to the approval of the Minister for Local Government.? However the Minister?s approval was not forthcoming and the Director General queried how Council considered its proposal to grant a lease of community land categorised as sports ground for a caravan park complies with the requirements of Section 46.

 

An appropriate categorisation for the Adin Street Reserve is, ?general community use? which provides as follows:

 

?The core objectives for management of community land categorised as general community use are to promote, encourage and provide for the use of the land, and to provide facilities on the land, to meet the current and future needs of the local community and of the wider public:

 

(a)????? in relation to public recreation and the physical, cultural, social and intellectual welfare or ??? development of individual members of the public, and

 

(b)????? in relation to purposes for which a lease, licence or other estate may be granted in respect of the ? land (other than the provision of public utilities and works associated with or ancillary to public ?????? utilities).

 

Therefore even a continuation of the existing arrangements for the semi-permanent section of the caravan park will require the preparation of a new plan of management to change the categorisation of the land from ?sportsground? to ?general community use?.? Council is obliged to hold a public hearing in relation to such a change in categorisation.? Assuming the change in categorisation is approved, Council would be able to enter into a lease of the land currently used as caravan park for a maximum period of 21 years. However a lease for a period of more than 5 years will require that it be publicly advertised, and if there is objection, then Council cannot grant any lease except with the consent of the Minister.

 

Further a lease of more than 5 years will require that Council submit a development application for subdivision for lease purposes and if approved, then prepare and register a plan of subdivision to define the land.? Given that services to the land exist, this should be able to be achieved for less than $10,000.

 

Council must appoint a person to preside at the public hearing.? This person cannot be an employee, a councillor or an ex-employee or an ex-councillor.? The presiding officer must produce a report of the hearing.

 

A further ?challenge? is Section 46A of the Act which provides that a lease or licence for a term exceeding 5 years may be granted only by tender, unless it is granted to a non-profit organisation.? A ?non-profit? organisation is not defined in the Act.? As the purpose of the Trust is to apply any surplus revenue to the maintenance of the day use area and foreshore reserve it is reasonable to conclude that the Trust is a ?non-profit? organisation.

 

There are also outstanding fire safety requirements which are discussed in the consultation section below.

 

Depending upon any objections arising out of the public notification processes identified above, the reclassification of the community land and the approval for a lease will take many months to complete.?

 

 

CONSULTATION:

 

There has been consultation with Mr Jeff Firkin who is the Administrator of the Scotts Head Reserve Trust and also an experienced caravan park operator, responsible for the operation of 16 caravan parks on the NSW north coast.

 

He advised that the first 2 stages of a 3 stage upgrade of fire safety for the semi-permanent caravans have now been completed.? This involved the provision of an integrated smoke detection system; the provision of a fire hydrant and a demonstration that RFS tankers could negotiate the site.? However the 3rd stage which is due by June 2013 requires that the semi-permanents comply with fire separation distances.? Of the 41 caravans on site, Mr Firkin estimates that the increased fire separation distances will mean that approximately 16 caravans will have to be removed.? The reconfiguration of this area may also require a major expenditure in relocating and replacing water, sewerage and electrical services.

 

Hence any new lease for the semi-permanent area will need to be in place well before June 2013 to enable Mr Firkin to arrange the reconfiguration of the caravan park and provide reasonable notice to tenants.

 

Mr Firkin is agreeable to negotiating with Council in relation to a new lease.? With the extent of upgrading which will likely be required in 2013, he indicated that a 5 year lease would provide an insufficient period for amortisation and that a 21 year lease would be required. Currently, the existing semi-permanents pay a site rental of approximately $3,200 per annum and Council receives an annual rental income of $16,262 for the 7,378 square metres of land leased to the Trust.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are minimal implications for the environment with retaining the semi-permanents in their existing location or for that matter proceeding with the Master Plan.

 

Social

 

There has been community interest in the Master Plan.? A proposal to re-categorise the community land and renew the lease for the existing semi-permanent area will also likely attract community interest.? The community will have the opportunity to consider the trade off between the economic and financial benefits of the caravan park and its alternative use as parkland during the public advertising and hearing process.

 

Economic

 

The caravan park and the bowling club are the largest businesses in Scotts Head.? They are mutually supportive and a reduction in caravan park visitation will affect the Club and other small businesses in the town.

 

Risk

 

There are risks attached to adopting and implementing the Master Plan or to re-categorising the community land to provide for a new lease over the existing semi-permanent section of the caravan park.

 

Most of the identified risk attaches to the processes in the Local Government Act for leasing community land.? They are convoluted.? There would be less risk and cost if the land were classified as operational.? However given the debate over the Master Plan this is unlikely to be supported as the community land classification means that regardless of any intention, Council is unable to sell the land.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There will be a cost in conducting the public hearing for the re-categorisation of the Adin Street Reserve.? This is likely to be less than $5,000.? There is currently no provision in the budget for this expense.

 

There will also be a cost in preparing and registering a plan of subdivision for a lease of more than 5 years.? This should be less than $10,000.

 

If Council chooses not to change the plan of management and give notice to the semi-permanents to vacate the site, then Council would not receive the annual rental income which is currently $16,262.

 

 

Source of fund and any variance to working funds

 

If Council proceeds with the recommendation there will be an impact on working funds as a consequence of the employment of person to preside at the public hearing and the preparation of a DA and plan of subdivision.

 

Attachments:

1View

26629/2010 - Response from Land & Property Management Authority

 

2View

26637/2010 - Memorandum of Understanding

 

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General Purpose Committee - 17 November 2010

Scotts Head Reserve and Caravan Park

 

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General Purpose Committee - 17 November 2010

Scotts Head Reserve and Caravan Park

 

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General Purpose Committee

17 November 2010

General Manager's Report

ITEM 8.3????? SF614????????????? 171110???????? Integrated Water Cycle Management (IWCM) Strategy Study - Scenario 4 Report

 

AUTHOR/ENQUIRIES:???? Richard Spain, Manager Water and Sewerage; Michael Coulter, General Manager ????????

 

Summary:

 

One of the outcomes of the IWCM Workshop held on 12 May 2010 was for a supplementary report to be prepared to define a new Scenario 4 as an amendment to the previously adopted Scenario 3 taking into account the other outcomes from the workshop.

 

The development of the Scenario 4 Strategy was intended to address affordability issues associated with the existing strategy which had a proposed capital works expenditure resulting in substantial increases to the Typical Residential Bill and Developer Charges at a 1% population growth rate.

 

Scenario 4 was to include:

 

?????????????? Revised population growth of 1% per annum.

?????????????? Revised capital works program with infrastructure upgrades timed to suit the 1% population growth.

?????????????? Proposed amendments to the Off River Storage Project including a reduced storage size of 4,500 ML and staged construction of borefield expansion.

?????????????? Reduced expenditure on retrofitting programs, washing machine rebates, rainwater tank rebates and leakage detection programs.

 

The IWCM Scenario 4 Analysis report has now been completed by Public Works ? NSW Water Solutions and a copy of the report has been previously distributed to all Councillors for their information.? Councillors should note that the Value Management Workshop which they participated in May 2010 has reduced the total capital cost of the IWCM strategy for water supply by $17.8m and $2.2m for sewerage, a total saving of $20m.

 

It is recommended that Scenario 4 be adopted as Council?s preferred IWCM Strategy.

 

Rates and Developer Charges will have to be increased to ensure that Council has the revenue stream to fund the proposed IWCM strategy over the next 30 years.? The current Development Servicing Plans will have to be updated with the calculation of the new charges based on the revised capital works program from Scenario 4.

 

 

 

 

 

Recommendation:

 

That Council:

 

1??????? Adopt Scenario 4 as the preferred IWCM Strategy which includes proceeding with the Bowraville Off River Storage, subject to the promised Federal Government funding being available for the early works and completion being subject to the promised State Government funding.

 

2??????? Engage the NSW Department of Public Works ? Water Solutions to prepare Water and Sewerage Strategic Business Plans and Development Servicing Plans for the amount of $30,000 plus GST and $24,000 plus GST.? The plans shall be based on the capital works program adopted in the revised Scenario 4 IWCM Strategy and provide options for pegging developer contributions at approximately the levels charged by Coffs Harbour City Council.

 

3??????? Prepare a newsletter to go out with the next Water Rates Notice, that advises the community of how a review of the IWCM strategy has reduced its capital cost by $20m; how Council has been promised grants of $10m and $16m by the Federal and State Governments respectively; how Council is planning to proceed with the revised IWCM Strategy, how the Off-River Storage fits into this strategy; and the likely impact on rates and developer charges.

 

 

 

OPTIONS:

 

Council can resolve not to adopt Scenario 4 as the preferred IWCM strategy.? Not adopting the IWCM also means that Council would not proceed to construct the off river storage nor would it have a 30 year capital works program for water and sewerage.

 

Council must adopt an IWCM which articulates our long term capital works program for water and sewerage.? To do otherwise would be negligent in terms of Council?s financial planning.? However Council can have an input into the components of the IWCM to ensure that it is affordable.? This has already happened with the change from Scenario 3 to Scenario 4.

 

As a consequence of the revision of the IWCM scenario, Council is now approximately 6 months behind the preconstruction program for the off river storage.? Further delays will be critical if Council is to spend the promised $10m Commonwealth Government grant on the off river storage by 30 June 2012.? The existing concept design requires review to consider the smaller dam.? Following that a detailed design needs to be undertaken before any construction can be undertaken.? If 6 months are allowed for this, there is 12 months remaining in which time Council would need to tender for work and spend the $10m.

 

 

DISCUSSION:

 

An IWCM Strategy report was presented to Council in November 2009 and following a period of public exhibition Council made the following resolution at the ordinary meeting of Council on 5 November 2009.

 

1??????? That Council adopt in principle the Draft Integrated Water Cycle Management Strategy, Scenario 3.

 

2??????? That Council conduct a Value Management workshop to examine the financial components of the IWCM, including the Bowraville Off River Storage (BORS); the rate modelling and forecast developer contributions; as well as typical residential bills and developer contributions in other local government areas.

 

3??????? That all interested Councillors together with the Director Engineering Services, Manager Water and Sewerage, General Manager, Manager Financial Services and relevant staff from the Office of Water and the Department of Commerce participate in the Value Management workshop.

 

4??????? That Council visit neighbouring off stream dams to get a better understanding of them.

 

 

Subsequent to this resolution an IWCM Workshop was held on 12 May 2010.

 

The main outcome of the workshop was a decision to proceed with the preparation of a supplementary IWCM report that would essentially be a revision and re-evaluation of Scenario 3 taking into account the discussion of the workshop.? The report would define a new Scenario 4 that was to allow for:

 

?????????????? A revised adopted population growth rate of 1% per annum

 

?????????????? A revised capital works program with infrastructure upgrades timed to suit 1% population growth

 

?????????????? A reduction in the off river storage size to 4,500 ML along with a staged approach to the proposed borefield expansion

 

?????????????? Deletion of the proposed water treatment plant

 

?????????????? A reduction in extent of the Residential Retrofit Program

 

?????????????? A reduction in leakage detection program to $1 million over 10 years

 

?????????????? Capping of rainwater tank rebate program at $2 million

 

The amendments included in the Scenario 4 Strategy were primarily aimed at minimising the overall cost of the Strategy as far as possible and better aligning the proposed infrastructure upgrades with the agreed population growth rate of 1%.? It was hoped that this would improve the affordability of the IWCM Strategy in terms of the Typical Residential Bill (TRB) and the Developer Charges required for both water supply and sewerage.

 

The Value Management Workshop which was conducted in May was a very successful initiative which has resulted in savings of $20m in the total capital cost of the IWCM.

 

Water Supply

 

The development of Scenario 4 confirmed that overall capital costs could be reduced and that a smaller storage and staged borefield expansion could provide a viable option for securing the water supply in the short to medium term.? However the lower costs will be borne by a smaller population from that assumed in Scenario 3 with a 2% growth rate.

 

The predicted TRB and Developer Charges required to fund the revised Scenario 4 are shown in the table below along with the current charges. Note that all costs in the IWCM Scenario 4 Analysis are in 2009/10 $ and for clarity and consistency all figures included in the first table below is in 2010/11 $.

 

The figures below allow for a 30% State Government subsidy of the Off River Storage Project through the Country Town Water Supply and Sewerage Scheme.? The report did not allow for the additional $10 million

grant for this project that has been promised by the Federal Government but has not as yet been confirmed.

 

Figures in 2010/2011 $



 

Typical Residential Bill

Developer Charge

Scenario 4

 

 

Water Supply

$510

$? 9,795

Current

 

 

Water Supply

$371 (based on 200kL usage)

$? 4,490

Including $10 million grant

 

 

Water Supply

$429

$? 9,795

 

There is a host of comparative data in the 2008/2009 NSW Water Supply and Sewerage Performance Monitoring Report in relation to TRB?s and developer charges for the 106 local water utilities in NSW.

 

Relevant comparisons for the Nambucca from least to most expensive TRB?s are shown in the following tables.

 


Comparison of Typical Residential Bills1 ($ per assessment) ? Water Supply 2009-2010

 

Figures in 2009/2010 $



 

Typical Residential Bill

Developer Charge ($/ET)

Nambucca

$335

$4,400

Bellingen

$392

$6,300

Port Macquarie - Hastings

$438

$8,780

MidCoast (Taree & Great Lakes)

$445

$5,220

Kempsey

$447

$8,150

Coffs Harbour

$477

$7,010

 

1???????????????? Based on average residential water supplied??????

 

These figures clearly indicate that increases to the TRB can be maintained within reasonable limits however the Developer Charges will have to increase significantly to over double the current value for water supply (and near triple for sewerage).? These Developer Charges are only slightly higher than those calculated for the previous Stage 3 Scenario with the 2% growth rate, however they are significantly less than the $18,000 charges estimated for Scenario 3 with a 1% growth rate.? The Federal Government grant would have no impact on Developer Charges but does reduce the TRB significantly.

 

It must be recognised that Developer Charges of the magnitude calculated for IWCM Scenario 4 will be some of the highest in the State. However Council does have the option of cross subsidising the Developer Charges from the TRB should they consider that it would be more appropriate for the Developer Charges to be maintained at levels closer to those of neighbouring Councils.? Examples of the highest developer charges in NSW are shown in the following table.

 

Highest Developer Charges ($/ET) for Water Supply in NSW ? 2009-2010

 

Figures in 2009/2010 $



 

Developer Charge ($/ET)

Bega Valley

$11,340

Tweed

$10,710

Eurobodalla

$10,190

Palerang

$9,760

Kempsey

$8,150

Central Tablelands

$8,090

 

The IWCM Scenario 4 makes provision for the operating costs of the Bowraville Off River Storage.? Additional operational and maintenance costs of $400,000 have been factored in for the first three years to cover additional energy and monitoring costs.

 

 

Sewerage

 

The relevant figures for sewerage are shown below.

 

Figures in 2010/2011 $



 

Typical Residential Bill

Developer Charge

Scenario 4

 

 

Sewerage

$708

$12,175

Current

 

 

Sewerage

$415

$4,163?

 

The benefit of the $12.75m interest free loan provided by the State Government under the NSW Local Infrastructure Fund has yet to be modelled.? The loan is being provided over a 10 year period and will provide substantial savings to the TRB and to a lesser extent the Developer Charge.

 

Relevant comparisons for the Nambucca from least to most expensive TRB?s are shown in the following tables.

 

Comparison of Typical Residential Bills ($ per assessment) ? Sewerage 2009-2010

 

Figures in 2009/2010 $



 

Typical Residential Bill

Developer Charge ($/ET)

Nambucca

$385

$4,080

Bellingen

$531

$4,250

Kempsey

$595

$6,870

Port Macquarie - Hastings

$601

$3,800

Coffs Harbour

$676

$4,930

MidCoast (Taree & Great Lakes)

$794

$8,210

 

Highest Developer Charges ($/ET) for Sewerage in NSW ? 2009-2010

 

Figures in 2009/2010 $



 

Developer Charge ($/ET)

Byron

$10,300

Richmond Valley

$9,470

Eurobodalla

$8,870

MidCoast

$8,210

Clarence Valley

$8,000

Shoalhaven

$7,630

 

 

Summary

 

In terms of potential cross subsidies, if Council considered that it would be desirable to reduce the Developer Charge for both water supply and sewerage to say $8,250 it is estimated that the TRB for water supply would have to rise in the order of $9 to $438 and that for sewerage in the order of $21 to $729, assuming the Federal government grant is approved.

 

For comparison Public Works have provided advice that the Coffs Harbour charges for the 2010/11 financial year are:

 

Water Supply:??????? TRB = $470; DSP = $8,792

Sewerage:???????????? TRB = $740; DSP = $8,407

 

The NSW Office of Water (NOW) have provided advice that they consider that the Scenario 4 Report is not required to go on public exhibition as it is essentially a re-evaluation of the previous Scenario 3 strategy aimed at reconciling the capital works program with the adopted 1% population growth rate and reducing costs as much as possible to improve overall affordability of the Strategy.

 

NOW do however strongly recommend that copies of the Scenario 4 Report be forwarded to members of the original Project Reference Group for their information and that Council develop a process to ensure the broader community is aware of the final adopted scenario details. A community newsletter was suggested as possibly the best way to advise the community of Councils attempts to address affordability concerns and what the adopted scenario means in terms of the proposed water storage

 

It is important that revised charges are introduced as soon as possible so that Council is in a position to commence generating the appropriate revenue stream to implement the IWCM Strategy.? Therefore it is also recommended that Council adopts the capital works program proposed in Scenario 4 and proceeds with preparation of updated Development Services Plans in accordance with a previous resolution of Council at a meeting held on 4 March 2010 that read in part:

 

?That Council accepts the fee offer from Department of Public Works ? Water Solutions to prepare Water and Sewerage Strategic Business Plans and Development Servicing Plans for the amount of $30,000 plus GST and $24,000 plus GST respectively but ensuring that no plans or modeling is to commence until Council has conducted its workshop on the IWCM and has an agreed capital works program?.

 

 

CONSULTATION:

 

?????????????? NSW Public Works

?????????????? NSW Office of Water

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The adoption of the newly developed IWCM Scenario 4 Strategy will have no direct environmental effect. Environmental benefits will become evident if and when the strategies are implemented.

 

Social

 

The adoption of the newly developed IWCM Scenario 4 Strategy will have no direct social effect.? Improvements in the use of Council?s water resources and the provision of a secure water supply are likely to provide benefits to water users if and when the strategies are implemented.

 

Economic

 

The adoption of the newly developed IWCM Scenario 4 Strategy combined with the introduction of revised billing charges and developer charges will have a significant economic impact on the community.? Typical Residential Bills will increase and the required new Developer Charges will be amongst the highest in NSW.? The latter can be reduced via a cross subsidy.

Risk

 

The IWCM Strategy poses a number of risks to Council.? Affordability is major issue as Council will be required to borrow large sums of money to finance the infrastructure works proposed in the IWCM Strategy.

 

On the other hand to do nothing poses the very significant risk of Council not being able to provide water to consumers should another extended period of drought occur and not being able to provide the necessary infrastructure for growth in the Shire.

 

It should be acknowledged that the Country Towns Water and Sewerage Program is being ?wound up? and that Council will no longer be able to rely on the State Government to fund the water and sewerage infrastructure required for our population growth.? If Council does not endorse and implement an IWCM then there may be adverse perceptions at the State Government level about our fitness to be a responsible water utility.

 

Because of the fluctuations in the property market, a cross subsidy from the TRB to the Developer Contribution should reduce the overall financial risk.

 

 

FINANCIAL IMPLICATIONS:

 

FINANCIAL:

 

Direct and indirect impact on current and future budgets

 

There is no impact on the budget for the current financial year.

 

Implementation of adopted IWCM strategies will have a major impact on future budgets as capital cost for the works are high and Council will be required to borrow the majority of the money required to finance the work.

 

Source of funds and any variance to working funds

 

Funding for future works will be sourced from loans.? Council will be required to increase the amount of revenue they receive to ensure that payments can be met.? This will require substantial increases to both the Typical Residential Bill and the development contribution charges.

 

The NSW State Government have provided written confirmation that they will provide a subsidy of 30% of the cost for the off river storage project calculated at the time a tender is accepted and they are also subsidising the Nambucca Sewerage Augmentation for the amount of $4.7 million.? Council is also in the process of trying to secure a $10 million dollar grant from the Federal Government.

 

Note that the IWCM Scenario 4 Analysis report makes no allowance for the Federal Government grant in the calculation of the estimated TRB and Developer Charges.? An indication of the impact of this grant on the water supply charges has been included in this report.

 

 

Attachments:

There are no attachments for this report.


General Purpose Committee

17 November 2010

General Manager's Report

ITEM 8.4????? SF820????????????? 171110???????? Quarterly Performance Review - 30 September 2010

 

AUTHOR/ENQUIRIES:???? Lorraine Hemsworth, Executive Assistant ????????

 

Summary:

 

In accordance with the provisions of Section 407 of the Local Government Act 1993 I wish to report the extent to which the performance targets set in Councils 2010/2030 Management Plan have been achieved.

 

 

Recommendation:

 

That Council note the extent to which the Performance Targets have been achieved for the quarter to 30 September 2010.

 

 

 

 

 

Attachments:

1View

24390/2010 - Quarterly Performance - 30 September 2010

 

?

?


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

 

Performance targets

 

to

 

30 SEPTEMBER 2010

 

 

 

 

 

People Today and Tomorrow

Environment Today and Tomorrow

Economic Today and Tomorrow

Infrastructure Today and Tomorrow

Leadership Today and Tomorrow

 


 

 

 

 

 

 

 

 

 

 

 

 

People ? Today and Tomorrow

 

 

 

 

 

 


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

Principal Activity?????????????? Public Order and Safety

 

Objective?????????????????????????????? P1? To protect the environment, health and safety of the community by providing an effective response to fire related emergencies in accordance with the Service Land Level Agreement with the Rural Fire Service by maintaining an effective volunteer Rural Fire Service to protect the community from bush fire related emergencies

 

RESPONSIBLE OFFICER??????? Director Engineering Services

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P1.1

Participate in Rural Fire Service Management

P1.1.1

Review Service Level Agreement quarterly

 

?????? Council appoints a Councillor and the Director Engineering Services to the Lower Mid North Coast Zone Review Committee

?????? Council adopted SLA from 1 July 2010 until terminated

?????? Minutes of the quarterly review presented to Council

?????? Not due

P1.1.2

Maintain membership of the Nambucca Bush Fire Management Committee

?????? Council appoints a Councillor as a delegate to the committee with the delegate to provide feedback

?????? Cr Ainsworth appointed, Mayor ex officio

P1.2

Support the suppression of bushfires

P1.2.1

Council maintains the urban fire trail network to protect public and private infrastructure

 

?????? Trails are mown twice a year in October and February

?????? Not due

?????? Trail maintenance is entered into BRIMS (RFS Web based data bank)

?????? Not due

P1.3

Provide funding

P1.3.1

Council provides the statutory financial contribution of 13.3% in each budget

?????? Council adopts (with or without amendments) the draft budget as prepared by the RFS

?????? 2010/2011 budget adopted


Principal Activity?????????????????? Public Order and Safety

(P1 Continued)

 

??????

??????

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P1.4

Provide a functional and safe Fire Control Centre

P1.4.1

Buildings and facilities at the Fire Control Centre meet the requirements of the RFS Service Standard 5.1.10

?????? OH&S inspections of the premises conducted 12 monthly

?????? OH&S inspections responsibility of occupants

?????? Building inspection carried out July 2010

?????? Appoint a building management committee with representation of 2 Councillor (Chair), Dir Eng Services, 1 RFS staff, 1 RFS volunteer, 1 SES Controller, 1 SES volunteer to review operation of the Emergency Centre buildings and site

?????? Committee in place

?????? Committee to meet as they determine but generally bimonthly. Minutes reported to Council

?????? Minutes of Meeting 4/8/2010 to Council on 2/9/2010

?????? Minutes of Meeting 6/10/2010 to Council on 21/10/2010

 


Principal Activity?????????????? Public Order and Safety

 

Objective?????????????????????????????????? P2? To protect the environment, health and safety of the community with an effective response to emergency situations by supporting the State Emergency Service, Nambucca Valley Rescue Association and Marine Rescue Squad in this area

 

RESPONSIBLE OFFICER??????????? Director Engineering Services

 

 

????

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P2.1

Provide infrastructure and support the State Emergency Services, Volunteer Rescue Authority and Marine Rescue Authority

P2.1.1

Provide and replace vehicles in accordance with the Plant Replacement Policy for the State Emergency Service

???? Replace as per Councils plant replacement program and availability of contribution from SES

???? Deferred pending funding

P2.1.2

Provide maintained office space and storage area (equipment and plant)

???? Appoint a building management committee with representation of 1 Councillor (Chair), Dir Eng Services, 1 RFS staff, 1 RFS volunteer, 1 SES Controller, 1 SES volunteer to review operation of the Emergency Centre buildings and site

???? Committee in place

P2.1.3

Contribute to Volunteer Rescue Authority and Marine Rescue Authority

???? Annual contributions provided in budget and payments made to the two organisations

?????? VRA - $3,800 in budget

?????? Marine Rescue - $3,000 in budget

Principal Activity?????????????????? Public Order and Safety

 

Objective???????????????????????????????? P3? Establish, implement and maintain measures to ensure compliance with Companion Animal legislation for the protection of health and safety of the community within approved allocation of resources

 

RESPONSIBLE OFFICER??????????? Manager Health and Building Services

 

????

????

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P3.1

Maintain a register under the:

i????? Companion Animal Act & Regulations to ensure compliance with the Acts

ii???? Impounding Act for stock

 

 

????? Undertaken compliance work to enforce the provision of the Acts

 

 

 

?????

 

P3.1.1

Companion animals are permanently identified & registered in accordance with Act

CARS updated within 72 hours of information being lodged with Council

???? Completed

???? Monthly reports to Council on animals impounded within 5 days of the end of each month

???? Completed

P3.1.2

Impounded animals are recorded in Register & National Livestock Identification System (NLIS)

???? No of letters and enforcement notices issued

???? 2 Orders ? Straying Stock Graces Road

???? 2 Penalty Notices ? Failing to comply with Notices

P3.1.3

Undertake routine patrols & respond to customer service reports for companion animals and straying stock

???? Complaints attended to and responses recorded within 24 hours of complaint being received

???? Completed

P3.1.4

Issue notices to have companion animals registered

???? Issue warning letters and penalty notices for breaches under the Act

???? 24 letters

???? 5 Penalty Notices issued

P3.2

i???? Maintain leash-free areas in Nambucca Heads, Scotts Head, Valla Beach

ii???? Upgrade security

P3.2.1

Audit signs and defecating bins at each area annually

???? Audit off leash areas annually by 28 February

???? Incomplete

???? Dog poo bins being serviced weekly

???? Complete

???? Improved security

???? Complete


Principal Activity???????? Public Order and Safety

(P3 Continued)

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P3.3

Regulatory Officer Contract

Review performance of contract annually on anniversary of implementation date.

All ancillary documents are current

P3.3.1

Assess performance of contractor against signed contract documentation annually

???? Review completed by 30 June annually

???? Completed

P3.3.2

Current Insurances & Drivers Licence sited

???? Non compliance issues recorded and reported to Contractor with 14 days of review date

???? Completed

 


?Principal Activity????????????????? Public Order and Safety

 

Objective?????????????????????????????????? P4? Establish, implement and maintain lifeguard services to ensure the health, safety and well being of the community are protected during nominated patrol periods and ensure compliance with the adopted level of service and within approved allocation of resources.

 

RESPONSIBLE OFFICER??????????? Director Engineering Services

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P4.1

Promote beach safety

P4.1.1

Lifeguard services provided as per contract agreement during summer school vacation period

??? Lifeguards on duty during the identified times in the contract agreement

??????

???? Annual lifeguard activity reports submitted to Council by 31 March

???? Not due

??? Local surf clubs provided with annual contribution

???? $7,100 included in budget

P4.1.2

Provide and maintain beach safety signage

???? Signage in place and meets current standards

???? No problems identified

P4.1.3

Voluntary Rangers supervise vehicles on beaches

???? 4WD vehicles on beaches comply with the permit conditions and signage by education and advice of the Voluntary Rangers and by infringement from Council?s Ranger

???? Ongoing

 

 


Principal Activity?????????????????? Health

 

Objective?????????????????????????????????? P5? To maintain acceptable public health standards within the community by providing services to level of community expectations within approved budget and available resources

 

RESPONSIBLE OFFICER??????????? Manager Health and Building Services

Strategy

Action

 

MEASUREMENT TOOLS & KPI?s

 

Achievement

(Options completed or incomplete with status comment

P5.1a All new or modifications to existing Onsite Sewage Management Systems to be assessed & approvals issued prior to installation of system, under section 68 of LGA 1993

 

P5.1b All registered onsite sewage management systems (OSMS) to have an approval to operate (ATO) issued under section 68A of the Local Government Act 1993

 

P5.1.1

Assess design for compliance with soil assessment reports, relevant guidelines, Council's Management Plan and Australian Standards

???? Approvals issued within 40 days of application for new & modified systems being lodged

???? Completed

P5.1.2

Only accredited systems (by NSW Health Dept) to be installed

???? Systems inspected while being installed

???? Completed

???? Inspect existing Onsite Sewage Management Systems 30 days prior to the expiry of approval to operate

???? Completed

P5.1.3

Arrange for renewal inspections of Onsite Sewage Management Systems 30 days prior to expiry date of current approval to operate

???? Renewal notices issued prior to approval to operate expiry date

???? Incomplete

P5.1.4

All modification/upgrade works to be approved, installed & inspected prior to approval to operate being issued

???? Approval to operate issued and register updated within 14 days of compliance program being finalized

???? Completed

P5.1.5

Issue notices and orders where non compliance works are identified on existing systems

???? Issue penalty notices where systems operated without approval

???? Nil

 


Principal Activity???????? Health

(P5 Continued)

 


Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P5.2

Review On-Site Sewage Management Plan

P5.2.1

Available resources to undertake review

???? Review Plan every 4 years mid term to Council elections by 31 October of each review year (next review 2013/2014)

???? Incomplete

P5.2.2

Assess need for review

???? Draft amendments to be exhibited publicly for minimum 28 days

???? Incomplete

P5.2.3

Compliance with relevant guidelines, Australian Standards

???? Any draft changes to be reported to Council for adoption within 60 days of review being completed

???? Incomplete

P5.3

Registration and inspection of activities under the Public Health Act 1991.

a ?? Skin penetration:- body piercing, tattoos, manicure, pedicure treatments, beauticians hairdressing businesses & acupuncture

 

 

b ?? Monitor operation of Public Swimming Pools, Motels, Caravan Parks, Resorts, sporting complexes & learn to swim schools for water quality & amenities

 

 

 

P5.3.1

Premises to be registered with Council

??? Register of premises to be updated within 7 days of notification by premises operator

??? Completed

P5.3.2

Premises to be inspected annually

 

???? Undertake annual inspections of premises & complete inspection reports to ensure compliance with Public Health standards

???? Completed

???? Report non compliance issues to premises operator within 14 days of inspection

???? Completed

P5.3.3

Carry out routine inspections of public pools/spas

???? Inspect public pools minimum of once per year

???? Incomplete

P5.3.4

Monitor water quality

 

??? Carry out water testing & sampling if required

???? Incomplete

??? Water treatment records being maintained by operator

???? Incomplete

P5.3.5

Ensure public safety issues are managed

???? Compliance with Public Health (Swimming Pool/Spa) Reg. 2000 & Department of Health Guideline for Public Swimming Pools & Spas

???? Ongoing

???? Fencing and access gates comply with AS1926.1-2007

???? Incomplete

???? Water treatment equipment operating effectively

???? Incomplete

??? Resuscitation signs present around pool area

???? Incomplete


Principal Activity???????? Health

(P5 Continued)

 


Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P5.4

Audit Private Swimming Pools

P5.4.1

Ensure correct signage is in place

Barrier fencing and access gates comply

??? Compliance with provision of Swimming Pool Act 1992

???? 28 non compliant issues

??? AS1926.1 2007 ? Safety Barriers for Swimming Pools

???? 46 non compliant issues

P5.5

Register and inspect Microbial Control systems:- Water Cooling, Hot & Warm water, Air Handling systems

P5.4.1

Carry out annual inspections

 

 

 

??? Inspections carried out and recorded

???? Incomplete

??? Service reports lodged with Council by service contractors

???? Incomplete

P5.4.2

Adopt Regional Management Plan

??? Plan adopted by Council by 30/09/2010

???? Incomplete

??? Register updated within 14 days of annual inspection

???? Incomplete

 

 

 


Principal Activity?????????????????? Health

 

Objective?????????????????????????????????? P6? To maintain acceptable public health standards for food premises through adequate surveillance of food premises

 

RESPONSIBLE OFFICER??????????? Manager Health and Building Services

 

Strategy

Action

 

MEASUREMENT TOOLS & KPI?s

 

Achievement

(Options completed or incomplete with status comment

P6.1

Inspect and complete reports on all food premises & mobile food vans annually

P6.1.1

Maintain a register of premises within the Shire and classify each premises

???? Premises to be classified with Food authority Guidelines and Risk Assessment

?????? Completed

P6.1.2

Maintain a regular inspection program Annually

?????? Register updated annually or upon registration of premises

?????? Completed

P6.1.3

Compliance with Food Act and Food Safety Codes

?????? Inspections carried out and reports filed

?????? Incomplete

P6.1.4

Maintaining construction standards for premises

?????? Letters or improvement notices issued as required

?????? Incomplete

P6.1.5

Respond to notification of single food borne illness cases by NSW Food Authority

???? Premises maintained in accordance with Australian Standard for construction

???? Ongoing

?????? Premises registered with NSW Food Authority

?????? Details being requested from food operators

????????? Undertake follow up inspections within 72 hours of reports being received and respond to NSW Food Authority where appropriate

?????? Completed

P6.2

Provide public education and compliance issues relating to food premises, handling, preparation and storage

P6.2.1

Provide advice and direct access to design, construction, food safety standards and Australian Standards relating to food and food premises

???? Provided verbal information to customers and written responses within 21 days of request or enquiry

?????? Complete

?????? Conduct Food Education Program

?????? Incomplete


Principal Activity???????? Health

(P6 Continued)

 

Strategy

Action

 

MEASUREMENT TOOLS & KPI?s

 

Achievement

(Options completed or incomplete with status comment

P6.3

Inspect and issue 5 year approvals to operate for mobile food vending and water & effluent waste transport vehicles under section 68 of LGA 1993

P6.3.1

Maintain up to date details of Food Premises operators

?????? Vehicles inspected within 30 days of approval date anniversary

???? Completed

?????? Inspection reports completed and filed

???? Completed

P6.3.2

Carry out annual inspections of vehicles, as required by approval to operate

????? Approval to operate?s issued following compliance inspections

????? Completed

P6.4

Comply with NSW Food Authorities Partnership Agreement for reporting on Food Surveillance activities

P6.4.1

Complete annual report to NSW Food Authority on food surveillance activities undertaken by Council

?????? Complete reports within 14 days of deadline dates

?????? Incomplete

 


Principal Activity?????????????????? Community Services and Education

 

Objective?????????????????????????????????? P7? To promote and provide for the social well-being of the community through the provision of community services and facilities

 

RESPONSIBLE OFFICER??????????? Manager Community and Cultural Services

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P7.1

Provide special programs for older people

P7.1.1

Provide funding for Seniors Week activities

Seniors Week is conducted in accordance with Council?s approved program and allocated budget

Seniors Week is 20 to 27 March 2011.? Application for funding submitted to Ageing Disability and Home Care by deadline in September 2010.?

P7.2

Undertake community planning which takes into account the needs of older people

P7.2.1

The role of Manager Community and Cultural Services continues to include aged and disability services related duties

The project is conducted in accordance with the terms and conditions of the Funding Agreement and the following are submitted by December 2010

 

1?? Report on Achievements

2?? 2010-2011 Workplan

3?? Income and Expenditure Statement

4?? Annual Return

 

 

 

 

 

1??? Submitted September 2010

2??? Submitted September 2010

3??? Awaiting pro-forma for report, due December 2010

4??? Due December 2010

P7.3

Council provides co-ordination, planning and a range of programs for young people.

P7.3.1

Manage funding provided by the Department of Community Services for employment of a Youth Development Officer

The projects are conducted in accordance with the terms and conditions of the Funding Agreement:

 

???? Income/expenditure statements, Annual Report on Achievements submitted by 30 June 2011

All reports submitted September 2010, 100 % completed.


 

?Principal Activity????????????????? Community Services and Education

(P7 Continued)

 

???

Council to co-ordinate the NSW Healthy Communities project ?Drink But Don?t Sink? which aims to educate and inform young people and their parents about the health and safety risks and legal implications of under-age drinking.

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P7.4

Provision of special programs for young people

P7.4.1

Co-ordinate and provide funding for Youth Week activities

??? Youth Week is conducted in accordance with Council?s approved program and allocated budget

??? Youth Week is 1 ? 10 April 2011.? Applications for funding will be submitted in November 2010.

P7.4.2

Council to co-ordinate and fund ?Hip Pocket? ?Increases young men and women?s skills in financial independence by addressing standards of behaviour, ethics and achievement which operate in the world of work by involving local adult role models

??? Council provides funding for two Hip Pocket workshops (one each for young men and young women) to be completed by June 2011

??? Currently in the process of developing Financial Literacy program.? Workshops x 2 will be held in the first half of 2011.

??? 180 young people participate

???

P7.4.3 Council to coordinate and fund the Responsible Educated New Tenant (RENT) program for young people

??? RENT completed by June 2011

??? The first RENT program will be held 1,2 and 3 November 2010 at Nambucca Heads Community Centre.? The second RENT program will be held during the first half of 2011.

??? Council provides funding and 30 young people participate

P7.4.4

??? Project completed by 30 June 2011

??? Position is being re-advertised following resignation of the worker.? Work-plan has been revised and compacted to ensure the project meets its milestones and completion date.?


Principal Activity?????????????????? Community Services and Education

(P7 Continued)

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P7.6

Conduct or contribute to special Aboriginal and Torres Strait Islander people?s projects

P7.11.1

Provide funding to resource special events as determined throughout the year (eg NAIDOC Week)

?????? Council contributes

?????? NAIDOC Week was held July 2010 with an elders function held 6 July 2010 at the Council Administration Centre.? 100% completed.?

P7.7

Contribute to the services assisting people in the rural sector

P7.13.1

Financial support for the Rural Financial Counselling Service

?????? Council contributes $3,800 per year

????? 100% completed

?????? That the support provided by the service be reported to Council annually

????? Annual Report is due early 2011 for the service?s Annual General Meeting

P7.8

Support the co-ordination of and networking between arts and cultural groups, Council and community

P7.14.1

Council?s continued involvement with the Regional Arts Development Board and financial support in accordance with the funding formula

?????? Council contributes

 

?????? 100% completed

P7.9

More effectively operating vibrant museums, leading to greater tourism opportunities and increased capturing of local heritage

P7.15.1

Participate in the Museum and Galleries NSW ?Museum Advisers Program?

?????? Council contributes

 

?????? Program is continuing

 

 

 

 

 

 


Principal Activity?????????????????? Housing and Community Amenities

Objective?????????????????????????????????? P8? To provide available and acceptable cemetery facilities which meet statutory compliance in a cost effective manner

RESPONSIBLE OFFICER??????????? Manager Health and Building Services

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P8.1

Operate cemetery activities within adopted budget allocations

P8.1.1

Undertake quarterly review of expenditure and revenue

 

???? Difference between revenue and expenditure identified and report provided to Council, quarterly

???? Incomplete

P8.2

Register of internments updated regularly

P8.2.1

i??? Maintain and update cemetery register and maps.

ii?? Applications for burials issued prior to internments

iii? Maintain register of private burials in approved private local area

??? Maps maintained and updated within 30 days of notice of internment

??? Completed

???? Private burial areas have approval

???? No applications

???? Sites comply with Council and NSW Health Guidelines

???? No sites approved

P8.3

i? Cemeteries maintained to an acceptable standard

?? Mowing minimum of once per calendar month

ii? Graves are maintained in a safe condition

P8.3.1

Maintenance work carried out at all cemeteries in accordance with budget allocation

???? Cemeteries mown at least 12 times per year

??? Completed

 

???? Attend to maintenance requests as required works and walk way area

???? Completed

 

P8.3.2

Graves and monuments/headstones are maintained in a safe condition

???? Audit cemeteries annually for unsafe grave sites and monuments/headstones

???? Completed

 

P8.4

Ensure adequate area is available for cemetery expansion and columbarium walls

P8.4.1

Monitor and investigate available land at each cemetery and survey available vacant niches in columbarium walls

???? Audit at each cemetery to be conducted prior to 31 December annually

???? Complete

 

P8.5

Provide improved signage and sectional markers in all cemeteries

P8.5.1

Staged works program subject to funding being allocated in annual budget

??? Direction signs at each cemetery entry

???? Incomplete

 

??? Denominational markers erected when funds made available in each cemetery

???? Incomplete

 


Principal Activity?????????????????? Housing and Community Amenities

(P8 Continued)

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P8.6

Stage Upgrade internal roads & provide parking spaces for disable persons at Nambucca & Macksville

P8.6.1

Works being allocated funds in annual budget

??? Audit work once completed

??? Incomplete

??? Reduced demand for maintenance works

???? Complete Macksville

P8.7

Issue approvals of construction of headstones and monuments on individual graves

P8.7.1

Respond to request for approval to install headstones/monuments on individual graves

???? Issue approvals to install

??? Complete where application lodged

???? Contractors have appropriate Public Liability Insurance when working in cemetery areas

???? Incomplete

P8.8

Compliance with Public Health Acts and Regulations for interments in Public Cemeteries

P8.8.1

All internments are undertaken in accordance with the Public Health Act and Regulations

???? Burial permits issued for internments

?????? Completed

???? Minimum coverage to caskets

???? Completed

???? Grave site left in safe condition after internment

???? Completed

P8.9

Provide Columbarium facilities at Council cemeteries

P8.9.1

Ensure adequate niches are available at each cemetery

???? Audit available niche space annually

?????? Completed

P8.9.2

Construct additional columbarium walls as funded in the annual budget program

???? Constructed approved/funded walls

???? No action

???? Monitor condition of plaques

???? Incomplete ? Issues at Nambucca

P8.9.3

Walls and surrounds are maintained in a safe condition

???? Audit walls annually

???? Incomplete

???? Annual contract in place to install ashes in wall and place plaques

???? Completed

 

 


Principal Activity?????????????????? Recreation and Culture

 

Objective?????????????????????????????????? P9? To provide high quality library service to meet community needs

 

RESPONSIBLE OFFICER??????????? Manager Community and Cultural Services

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

P9.1

Maintain per capita book vote at existing levels of approx 1.8 books (State average = 2)

P9.1.1

Increase Council?s contribution by 10%

???? Council contributes

???? 100% completed with Council agreeing to a 10% increase

 

 

 

 


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Environment ? Today and Tomorrow

 

 

 

 


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

Principal Activity?????????????????? Development & Environmental Services

 

Objective?????????????????????????????????? E1? Minimise the cost and delay to the community by the timely processing of Development Applications, Part 4A Certificates, Section 149 Planning Certificates and planning related correspondence. Appraisal and suitable rectification of activities in contravention of Acts, Codes and Policies within approved allocation of resources

 

RESPONSIBLE OFFICER??????????? Director Environment & Planning, Manager Planning & Assessment, Manager Health & Building

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E1.1

Achieve the following mean time for processing DA?s:

 

Integrated/Designated/Concurrence Development: 60 days

Other Development: 40 days

E1.1.1

Quarterly monitoring of performance from application registration statistical data

??? % processed within 60 processing days

??? 95%

??? % processed within 40 processing days

??? 68.3%

E1.2

Complying Development Certificate 7 days

E1.2.1

Maximum use of delegated authority and available staff resources

??? % processed within 7 processing days

??? 100%

E1.3

Building Certificates - 14 days

E1.3.1

Maximum use of delegated authority and availability of staff resources

??? % processed within 14 processing days

??? 100%

E1.4

Carry out 100% of compliance inspections including plumbing and new on-site sewage management systems associated with new developments within 48 hours of inspections being booked.

Weekly monitoring of performance from registration statistical data and departmental appointment calendars

??? % inspected within time.

??? 100%

 

 

 


Principal Activity?????????????????? Development & Environmental Services

(E1 Continued)

 


 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment


E1.5

Process Section 149(2) Planning Certificates within 10 working days

E1.5.1

Quarterly monitoring of processing from application registration statistical data.

??? Number processed within 10 working days

???? 94.04%

E1.6

Keep planning appeals to a minimum

E1.6.1

Quarterly monitoring of statistical data.

??? Number of appeals recorded and appeals as % of applications determined

???? 100%

E1.7

Comply with statutory requirements and responsible administrative practices in the keeping of planning, building and development records

E1.7.1

Quarterly monitoring of statistical data.

??? Completion of registrations, referrals, notifications and receipt of internal referrals within target dates

???? 100%

E1.8

Development is undertaken to approved standards.

E1.8.1

Undertake mandatory inspection of approved developments where notified, to ensure compliance with conditions of consent where Council is the nominated Principle Certifying Authority

??? % of applications inspected

???? 100%

??? % of final occupation certificates issued following inspections

???? 100%

E1.8.2

Unauthorised developments are followed up where detected

??? Issue Infringement Notices

???? 1

??? Seek compliance where appropriate

 

???? 8


Principal Activity?????????????????? Development & Environmental Services

(E1 Continued)

 


Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E1.9

Ensure existing buildings/structures achieve the required level of access, fire safety, structural stability and health and amenity, appropriate to their use

E1.9.1

Area surveillance and visual appraisal

????? Notices/Orders issued

??? 2

E1.9.2

Approvals for places of Public Entertainment and Shared Accommodation

????? Register updated within 21 days of approvals being issued

??? No approvals issued

????? Place of Public Entertainment

???

E1.9.3

Change of use applications

????? Shared Accommodation

???

E1.9.4

Fire Safety Audits

????? Inspections completed by February

???

????? Proposed maintenance program submitted for budget consideration

??? Incomplete

????? Current maintenance program completed

??? Incomplete

E1.9.5

Annual condition assessment

?????

??? Incomplete

E1.10

Process Subdivision Certificates within 28 days fully compliance with development consent

E1.10.1

Quarterly monitoring of statistical data.

????? % of applications processed

??? 100%


Principal Activity?????????????????? Development & Environmental Services

 

Objective?????????????????????????????????? E2? To achieve the planning objectives of the Council and those set out in the EP & A Act 1979 the North Coast Regional Environmental Plan and Council's adopted strategies by managing growth that promotes innovative and economically sustainable development that can be serviced at a minimum cost to the community

 

RESPONSIBLE OFFICER??????????? Manager Planning & Assessment

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E2.1

Prepare Local Growth Management Plan (LGMP)

E2.1.1

Review and prepare new Strategies for rural-residential land release areas, employment lands, residential areas, and rural lands in accordance with the Mid North Coast Regional Plan and incorporate into the LGMP

?????? Employment lands review underway and to be completed by July 2010.

?????? Complete ? Report to Council in November for adoption

?????? Residential land release area review to commence upon completion of the employment lands review.

???? Incomplete:? Commenced examination of available land.? no other actions taken at this stage due to other priorities

?????? The rural lands strategy to commence when funds/resources are available

???? incomplete:? Not commenced

E2.2

Prepare LEP for the Valla Growth Area (VGA).

E2.2.1

Review, co-ordinate and prepare various environmental studies, master plan, Local Environmental Study (LES) and Development Control Plan (DCP) required to undertake LEP amendment to rezone land identified in the VGA

?????? Studies, master plan, LES and DCP completed as funds become available

?????? Incomplete:? Master Plan, LES and DCP to be prepared following completion of strategies

?????? Studies/projects underway include: flood study; employment lands review; flora and fauna assessment; and, Aboriginal Cultural Heritage assessment

???? Incomplete:? Draft reports for Flora and Fauna and Heritage underway.? Quotation provided for Noise and Bushfire Reports

?????? Other studied/projects to commence when funds and resources are available.

???? Incomplete:? Landowners progressing other investigations

E2.3

Prepare a new consolidated Development Control Plan (DCP)

E2.3.1

Review, amend and consolidate all Council?s current DCPs

?????? Draft prepared. Final draft to be completed and adopted before NLEP 2009 is gazetted.

???? Completed:? Presently operational

E2.4

Prepare new shire-wide Local Environmental Plan (LEP).

E2.4.1

Prepare written documents and maps in accordance with the State Government?s Standard Template LEP

?????? Exhibition of draft plan completed.

?????? Completed

?????? Report on submissions to Council by March 2010.

???? Completed

?????? Council process completed by April 2010.

???? Completed

 


Principal Activity?????????????????? Development and Environmental Services

 

Objective?????????????????????????????????? E3? To develop and implement procedures to enable the effective detection of non-compliance and to ensure compliance and provide clear, reliable and relevant information for Council and the community on the State of the Environment and within approved allocation of resources

 

RESPONSIBLE OFFICER??????????? Director Environment & Planning, Manager Planning & Assessment, Manager Health & Building

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E3.1

Prepare annual State of Environment Report or Supplementary Reports

E3.1.1

Consult with Community & key stake, Government Departments prior to preparation of Draft Report

?????? Consultation to be completed with key interest groups & community by 31 August annually

???? Completed

???? Draft report to be completed 30 September and presented to Council in October annually

???? Completed

E3.1.2

Co ordinate input by staff, community groups and Government agencies

???? Final report to go on Council's website

???? Completed

E3.1.3

Update statistical information in report

???? Submitted to DLG with Council's Management Plan by 28 November annually

???? Completed

 


Principal Activity?????????????????? Development & Environmental Services

(E3 Continued)

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E3.2

To promote the ecological sustainability of the Shire through identification, preservation, protection, restoration & enhancement of environmentally sensitive areas and values

E3.2.1

Completion of programs as outlined in annual SoE Report, Estuary Management Plan, Environmental Levy program and community environmental programs that relate to area of responsibility grants and budget allocation

??? Works completed as per approved program & budget allocation.

?????? Incomplete, projects continuing

???? Monitoring ongoing programs to improve environment

???? Incomplete, projects continuing

??? Work with Community Groups and organisations to achieve positive outcomes in local areas

???? Incomplete, projects continuing. Vegetation removal undertaken under licence at Bowraville Flying Fox camp

E3.2.2

List of projects undertaken by Council

?????? Riverbank Stabilisation

?????? Water Monitoring Program

?????? Flood Studies

?????? Deep Creek

?????? Coastal Management Plan

?????? Newee Creek

?????? Gumma Wetlands

?????? Beer Creek

?????? Rainwater rebate scheme

?????? LGSA Sustainable choices Program membership

?????? Cities for Climate Protection membership and actions

Adaptation Action Plan for Climate Change

 

???? Ongoing projects in Environmental Levy

 

 

???? Riverbank stabilisation projects continuing

???? Water monitoring underway

???? Flood studies underway

???? Deep Creek Flood study underway

???? Coastal Management Plan underway

???? No work on Newee Creek

???? Water monitoring of Gumma Creek underway

???? No work on Beer Creek

???? Rainwater rebates being issued

???? Membership retained

???? Work continuing on Cities for Climate Change

???? LAPP Action Plan soon to be exhibited


 

Principal Activity?????????????????? Development & Environmental Services

(E3 Continued)

 

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E3.3 Promote ecologically sustainable development

E3.3.1

Progressive application of the principles of ESD to Council?s LEP and related environmental policies

 

 

??? Ongoing inclusion in revised and new policies

???? Complete ongoing

???? Documents identified where principles included

???? Complete ongoing

????? Standard of Development Approvals & condition applied

????? Complete ongoing

???? Compliance with development standards & conditions of consent

???? Complete ongoing

E3.3.2

Vigorous assessment of Developments to ensure minimum impacts are achieved on built and natural environment as a result of the development

??? Monitoring of ongoing compliance conditions

????? Complete ongoing


Principal Activity?????????????????? Housing and Amenities

 

Objective?????????????????????????????????? E4? To protect and where possible enhance the natural environment through ensuring a regular, cost effective and environmentally responsible waste management system

 

RESPONSIBLE OFFICER??????????? Director Engineering Services

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E4.1

Provision of Kerbside recycling

E4.1.1

Coffs Coast Waste to provide kerbside collection and processing

???? Kerbside collection of domestic recycling, organics and mixed waste transported to Coffs Harbour for processing and resource recovery

???? ongoing

E4.1.2

Provide local transfer station

???? Transfer and processing of commercial waste stream

???? ongoing

???? Provision of separate bulk bins or collective areas for each waste type and transfer to Coffs Harbour for processing and resource recovery at Nambucca Waste Facility

???? ongoing

E4.2

Maintain an operational local waste facility for non-perishable or inert waste

E4.2.1

Design and construction plans regularly revised for future cell construction

???? Annual review of needs

???? Current priority is design of Cell 4

E4.2.2

Landfill inert waste locally

 

???? On going

E4.2.3

Reprocess concrete and masonry

 

???? On going.? Next processing due October 2010

E4.3

Achieve acceptable environmental outcomes for the waste facilities

E4.3.1

Meet Licence conditions

???? Monitoring results, percent compliance with DECC (EPA) licence.

???? Leachate report prepared for DECCW.? Expect outcome to be approved for existing system with only minor work.? Awaiting Licence variation prior to implementational works

E4.4

Rehabilitate filled waste disposal areas

E4.4.1

Cover cells after being filled to capacity

???? Compliance with licence conditions

???? On going awaiting completion of landfilling in Cell 2 prior to rehabilitation works

 


Principal Activity?????????????????? Housing and Amenities

 

Objective?????????????????????????????????? E5? To maintain and improve urban streets beautification by ensuring that the footpaths and gutters are clean and free of litter

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E5.1

Maintain an acceptable level of street and park cleanliness litter control and street cleaning

E5.1.1

Regular servicing of street and park litter bins

???? Supervisor(s) to inspect and assess standard achieved twice in a year in March and September

???? Inspections undertaken

E5.1.2

Regular cleaning of commercial areas in Nambucca Heads, Bowraville, Scotts Head, Valla Beach and Macksville

???? Supervisor(s) to inspect and assess standard achieved twice in a year in March and September

???? Inspections undertaken

E5.1.3

High profile areas swept by specialised vehicle twice per year

???? Complete in December and May

???? Not due

 

 


Principal Activity?????????????????? Housing and Amenities

 

Objective?????????????????????????????????? E6? To provide sufficient resources to ensure safe and healthy public convenience

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

 

????

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E6.1

Public Conveniences are clean, healthy and safe and are accessible to the public

E6.1.1

Daily servicing of public conveniences

??? Cleaning recorded in Maintenance Management System

?????? Ongoing

E6.1.2

Quarterly pressure cleaning of public conveniences

???? Supervisor(s) to inspect and assess standard achieved

?????? Cleaning undertaken in August 2010

?????? Next treatment due November/December 2010

E6.1.3

Respond to Complaints

???? Reduction in number of complaints received

 

 

 

 

 


Principal Activity?????????????????? Housing and Community Amenities

 

Objective?????????????????????????????????? E7? To enhance the environment by planting and maintenance of trees on public land

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

????

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E7.1

Manage number of trees in streets and parks

E7.1.1

Prepare tree planting program

??? Program proposed by Parks and Reserves Supervisor. Council to approve

???

??? Trees planted in accordance with adopted programs

???? Program commenced

??? Species have minimal impact on assets

???? Plantings in accordance with Council?s Tree Guide

E7.2

Maintain trees in public places to ensure safety of people and minimise property damage

E7.2.1

Inspect and act on dangerous trees

(remove / lop / advise complainant)

???? Inspection within one week of complaint in accordance with Council?s Policy

??? 16 requests

??? 14 approved

E7.2.2

Maintain a register of all unsuitable trees for programmed removal or lopping

???? Maintain or remove based on priorities and available funds on recommended removals

???? Removal program commenced

E7.2.3

Carry out an annual maintenance program by qualified contractor

???? Program completed by December

????

E7.2.4

Replace trees removed with more appropriate species taking into account location, powerlines, visibility etc

???? Species meet guidelines of Country Energy and Water and Sewer requirements

???? More suitable locations selected

E7.3

Protect trees from and respond to deliberate damage of trees on public land

E7.3.1

Develop a strategy of public awareness. Reward information resulting in conviction. The issuing of fines.

??? Media Release at least once a year advising of $5,000 reward

???

E7.3.2 Implement strategy to counter vandalism

???? Reported and/or detected tree damage investigated and actioned including warning letters or fines in accordance with Council?s Policy

????


Principal Activity?????????????????? Housing and Community Amenities

 

Objective?????????????????????????????????? E8? To protect and where possible enhance the natural environment by reducing the pollutant load on creeks and rivers by implementing the Stormwater Management Plan

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E8.1

Maintain Gross Pollutant Traps (GPT) provided on main drainage lines

E8.1.1

Stormwater treatment devices inspected after every 100mm of rain or every month, which ever comes first and undertake programmed maintenance

?????? Inspection undertaken and recorded in Maintenance Management System

???? Recording system to be developed

?????? Gross pollutant traps cleaned and debris removed at intervals not exceeding 6 months

???? Program commenced

 


Principal Activity?????????????????? Housing and Community Amenities

 

Objective?????????????????????????????????? E9? To protect the health of the community and viability of agricultural land from the invasion of land by noxious weeds

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

E9.1

Control noxious weeds on private land

E9.1.1

Inspector to physically visit properties and if required letter of advice, Section 18 or 20 Notice issued or fine imposed

??? Inspect minimum number of properties per annum as required by grant conditions

???? Inspections ongoing

E9.2

Control noxious weeds on Council controlled land

E9.2.1

Inspect Council owned land as required and utilise appropriate control methods to reduce noxious weeds

??? Net reduction in noxious weed infestations

??? Mapping being implemented

??? Compliance with Pesticides Use Notification Plan

???? Notified in Newspaper each 3 months

E9.2.2

Map areas of infestation

??? Develop the process to digitally locate and record locations

???? Noxious Weeds Inspector trained in Mapping system

E9.2.3

Apply for Noxious Weeds Grant

??? Noxious Weed Grant application submitted in May

???? Funding transferred from Mid North Coast Weeds Advisory Committee to North Coast Weeds Advisory Committee

 

 


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Economic Development ? Today and Tomorrow

 

 


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

 

Principal Activity?????????????????? Economic Affairs

 

Objective?????????????????????????????????? ED1? Represent the Nambucca Shire Council & Nambucca Valley Tourism Association as the member for the shire sitting on the Regional Tourist Organisations committee to promote the Council area as a desirable tourist or visitor destination. Provide an efficient and relative tourism information

 

RESPONSIBLE OFFICER??????????? General Manager/Manager Business Development

 

????

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

ED1.1

Ensure the services of the Visitor Information Centre are well utilised

ED1.1.1

Coordinate the tourism admin officer to continually update displays and presentation material at the Visitor Information Centre

Increased visitation and enquiries to the Centre

??? New display and brochure at the Visitor Information Centre

ED1.1.2

Promote booking services

 

???? Increased booking turnover

ED1.1.3

Train and support Visitor Information Centre Volunteers

 

???? Training provided for volunteers

ED1.1.4

Develop visitors guides & marketing material for the Visitor Information Centre

 

???? Pacific Coast Touring Route Project

???? New visitor guide distribution

ED1.2

Active and supportive participation in local and regional marketing and events

ED1.2.1

Provide professional development support in coordination and expansion of local events and festivals

???? Expansion of existing and development of new events and festivals

???? Pro Ag, Eungai Ray Hadley event

ED1.2.2

Encourage participation of tourist association in promotions and events that advertise and promote tourism for Shire

???? Promotional material distributed

???? Pro Ag, Tourism promotion

???? Events attended

???? Pro Ag, Tourism promotion

ED1.2.3

Contribute to and participate in regional tourism activities/events

???? Participate in regional activities/events

???? Regional Food and Tourism project, Regional Tourism Organisation


Principal Activity?????????????????? Economic Affairs

 

Objective?????????????????????????????????? ED2? To foster local employment opportunities and economic self-sufficiency by promoting the Council area as a desirable location for economic development

 

RESPONSIBLE OFFICER??????????? Manager Business Development

 

????

????

????

????

????

????

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

ED2.1

Attract new business

ED2.1.1

Service all business and investment enquiries received

???? Number of enquiries received

 

???? 15 enquiries across a broad range of business

ED2.1.2

Seek out and encourage new investment opportunities

???? Business and employment opportunities created

???? The Perfect Palate, Nambucca Heads

???? SJ Metals & Engineering, Nambucca Heads
???? Aged Care Projects

ED2.2

Provide quality business information to promote and expand Economic Development

ED2.2.1

Maintain database of economic information and development opportunities

Database current

???? Economic Development Plan 2010

???? Vehicle Body Manufacturing

???? Cluster Plan

ED2.2.2

Develop economic development information service on Website

???? Maintain & update Website developed.

???? Economic Profile

ED2.2.3

Maintain and expand various brochures, kits, promotional material for business and industry development

???? Material relevant and distributed.

???? Cluster Training Program

???? Project Management Training

ED2.3

Liaise with business and industry with the Shire to assist their sustainability and growth

ED2.3.1

Maintain links with Department of State and Regional Development and develop links with other relevant government and non Government organisations

???? Existing relationships maintained and new networks established

???? Cluster Training funding

???? Keep Australia Working Program

ED2.3.2

Regular meetings with existing business

???? Meetings held

???? Manufacture Nambucca Network

???? Manufacture Coffs Coast Network

ED2.4

Participate in local and regional promotions etc

ED2.4.1

Attend relevant festivals, events, promotions and exhibitions

???? Attendance at relevant events etc

?????? Pro Ag

???? Regional Development Australia

Principal Activity??? Economic Affairs

ED2 Continued

 

????

????

????

 

Strategy

 

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

ED2.5

Apply for and secure grant funding from other State and Federal government agencies for project development within the shire.

ED2.5.1

Search for and apply for grant funding to fund development projects within the shire

???? Number of grants secured

???? Business Expansion Grant - McNuts

???? Business Expansion Grant - Craig Marsay
???? Establishment Grant ? Perfect Palate

???? Financial amount of funds gained

????

ED2.5.2 Train the community organisations by workshop/ seminars to apply for available grant funding from other government agencies

???? Number of successful community grants delivered

???? Tendering/Project Management

???? Industrial Relations

????

????

ED2.6

Further develop Macksville cattle sales yards

ED2.6.1

Continue to develop and improve the condition of Macksville sales yards

???? Implement a traffic management plan

???? Effluent treatment system

???? Consultants report

???? OH&S audit of saleyards

????

???? Conduct an OH&S workshop

????

ED2.6.2

Continue to achieve high workplace OH&S standards at the facility

 

???? Develop a plan to excise Sale Yards from Showgrounds

ED 2.7

Further develop Macksville Aquatic Centre under one management structure

ED2.7.1

Continue to develop and improve the condition of Macksville Aquatic Centre

Prepare new tender for long term contract for the operation of the Aquatic Centre

???? Tender review and prepare new tender

ED2.7.2

Continue to achieve a high workplace OH&S standard at the facility

???? Finalise long term development plan for the Aquatic Centre

???? Improve chemical storage unit

???? Open for New Season 2010-2011

 

 


Principal Activity?????????????????? Economic Affairs

 

Objective?????????????????????????????????? ED3? Ensure a diversity of residential and industrial and throughout the Shire to meet all growth demand

 

RESPONSIBLE OFFICER??????????? Manager Business Development -? Property Officer

 

????

????

Strategy

Action

MEASUREMENT TOOLS & KPI?s

 

ED3.1

Maintain adequate supply of land stock for residential and industrial development

ED3.1.1

Review land stock and identify good quality real estate for development

???? Land stock

???? Develop Draft Land Strategy short term land stock

???? Land sales

???? Coronation Park Auction

???? Strategic land purchases

????

ED3.1.2

Complete a Property Land Development Strategy identifying existing land and future potential for residential and industrial land development opportunities

 

???? Subdivision completed

???? Prepare Development Application and all approvals

ED3.2

Prepare and report to development proposals for Council?s owned land to Council

ED3.2.1

Review existing land stock, identify impediments for development and prepare for sale

???? Land ready for sale or future development

???? Coronation Park

???? Nambucca Industrial Development Application

ED3.3

Prepare Hyland Park residential subdivision for sale

ED3.3.1

Evaluate englobo sale -v- in house development

 

???? Subject to property market, Hyland Park residential subdivision being sold

???? Land bank for market improvement

 

 

 


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Infrastructure - Today and Tomorrow

 


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

Principal Activity???????????? Recreation and Culture

 

Objective???????????????????????????? I1? To provide and maintain parks, gardens, playgrounds and sporting fields that satisfy the active and passive needs of the community

 

RESPONSIBLE OFFICER????? Manager Civil Works

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I1.1

Maintain sporting grounds to service existing needs

I1.1.1

Maintain playing surfaces to an acceptable standard by mowing, aeration and fertilisation

??? Accomplishment recorded in Maintenance Management System

?????? Ongoing

??? Review with the Committee of Management

?????? Ongoing discussions held

I1.2

Parks meet the passive recreational needs to the community

I1.2.1

Playgrounds are maintained in a safe condition and conform to Australian Standards

??? No inspection more than 12 months old

?????? Due December and June

??? Damaged equipment repaired, closed, removed or replaced as appropriate

?????? As required

I1.2.2

Parks maintained to an acceptable standard

??? Maintenance program completed

?????? Ongoing

??? Emergency repairs carried out

?????? As required

 

 

 


Principal Activity?????????????????? Recreation and Culture

 

Objective?????????????????????????????????? I2? To provide safe and healthy swimming pool and facilities within allocated resources

 

RESPONSIBLE OFFICER??????????? General Manager/Manager Business Development

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I2.1

Maintain water quality

I2.1.1

Testing and recording of water a minimum of twice per day

???? Test results compared to Health Department Standards/Guidelines

???? Install new chemical storage and distribution system

I2.2

Improve pool facilities and maintenance requirements

I2.2.1

Asset Management Plan

???? Ongoing improvement funding

??? Raise funding for new energy efficient pumps

???? Meet OH&S Standards and WorkCover safety requirements

???? Completed safety requirement

I2.3

Water safety guidelines

I2.3.1

Seasonal review of Management Plan with pool management

???? Compliance with State guidelines and legislation

???? Monitoring and reporting by Pool Manager

 

 

 

 


Principal Activity?????????????????? Transport and Communication

 

Objective?????????????????????????????????? I3? To maintain and develop the urban and rural road network

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I3.1

Rural road bitumen sealed network to be maintained in accordance with the Road Hierarchy Policy

I3.1.1

Pavements inspected to monitor maintenance requirements

??? Programmed Maintenance carried out. Reactive maintenance prioritised

??? Ongoing subject to weather conditions

??? Emergency maintenance carried out with a priority for roads with high traffic counts

??? As required

??? Ratings reviewed each 12 months by December

??? Main Roads rated in September 2010

??? Review the forward plans by February each year for adoption in the next budget

??? Not due

??? A rolling program of traffic counts is carried out to provide data on priorities based on vehicle use

??? Ongoing

??? Staff submit weekly reports with timesheets

??? Ongoing

I3.1.2

Pavements inspected to determine the current condition rating in setting forward plans and future financial commitments

??? Programmed Maintenance carried out. Reactive maintenance prioritised

??? Ongoing subject to weather conditions

??? Emergency maintenance carried out with a priority for roads with high traffic counts

??? As required

I3.1.3

Completed maintenance works are recorded in a Maintenance Management System

??? A rolling program of traffic counts is carried out to provide data on priorities based on vehicle use

??? Ongoing

??? Staff submit weekly reports with timesheets

??? Ongoing


Principal Activity???????? Transport and Communication

(I3 Continued)

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I3.2

Rural road gravel network to be maintained in accordance with the Road Hierarchy Policy

 

I3.2.1

Pavements inspected to monitor maintenance requirements

?????? Programmed Maintenance carried out. Reaction maintenance prioritised

?????? Ongoing subject to weather conditions

?????? Emergency maintenance carried out with a priority for roads with high traffic counts

?????? As required

I3.2.2

Completed maintenance works are recorded in a Maintenance Management System

?????? Staff submit weekly reports with timesheets

?????? Not due

?????? A rolling program of traffic counts is carried out to provide data on priorities based on vehicles use

?????? Ongoing

I3.3

Urban streets to be maintained in accordance with the Road Hierarchy Policy

I3.3.1

Pavements inspected to monitor maintenance requirements

 

?????? Programmed Maintenance carried out. Reactive maintenance prioritised

?????? ongoing subject to weather conditions

?????? Emergency maintenance carried out with a priority for roads with high traffic counts

?????? As required

I3.3.2

Pavements inspected to determine the current condition rating in setting forward plans and future financial commitments

?????? Ratings reviewed each 12 months by December

?????? Not due

?????? Review the forward plans by February each year for adoption in the next budget

?????? Not due

I3.3.3

Completed maintenance works are recorded in a Maintenance Management System

?????? A rolling program of traffic counts is carried out to provide data on priorities based on vehicles use

?????? Ongoing

?????? Staff submit weekly reports with timesheets

?????? Ongoing


Principal Activity???????? Transport and Communication

(I3 Continued)

 


Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I3.4

Bridges

I3.4.1

Bridges are inspected completely every 2 years to determine the bridge condition and the risk rating to set forward plans

 

???? Record the inspections in the Asset Register

???? Programmed for January 2011

???? Review the forward plans by February each year for adoption in the next budget

???? Not due

I3.4.1

Bridges in poor condition (4 and 5) are inspected every year to ensure adequate maintenance is provided

???? Record the inspections in the Asset Register

???? Programmed for January 2011

I3.4.1

Bridges with load limits are inspected 3 times a year to ensure that they remain safe to use

???? Record the inspections in the Asset Register

???? Delayed due to construction commitments

I3.5

Road Construction

I3.5.1

Only undertake the extension of the bitumen road network for sections that can be demonstrated to have undergone a significant change that warrants expenditure

???? Review changes in the road network by February each year to determine if any road construction sites have priority over maintenance

 

???? Not due

 


Principal Activity?????????????????? Transport and Communication

 

Objective?????????????????????????????????? I4? To maintain and extend the footpath network

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I4.1

Render footpaths safe for use by pedestrians

I4.1.1 Carry out annual inspections of 100% of footpath network

???? Inspections completed and details recorded in Maintenance Management System

???? Not due

I4.1.2 Prepare a list of reconstruction priorities

???? Priorities presented to Council in conjunction with annual budget

???? Not due

I4.1.3 Maintenance program to address damaged section and trips

???? Progressive improvement of path network

???? Pavers replaced in Cooper Street , Macksville

I4.1.4 Emergencies

???? Inspect within 24 hours

???? Ongoing as required

I4.2

Provide new footpaths in high usage areas

I4.2.1 Construct the adopted program

???? List projects completed quarterly

???? No projects identified

I4.3

Maintain footpaths within CBD areas in a clean and aesthetically pleasing condition

I4.3.1 Pressure clean footpaths once a year in Bowraville, Macksville and Nambucca Heads CBD?s

???? Pressure cleaning completed in November

???? Not due

 

 

 

 


Principal Activity?????????????????? Transport and Communication

 

Objective?????????????????????????????????? I5? To provide carparking areas that are well maintained and adequate in number

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

 

???

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I5.1

Provide adequate number of spaces

I5.1.1 Ensure new developments provide required number of car spaces as per Council?s off-street parking code

??? Car park space numbers greater than or equal to Council?s off-street parking code

??? Subject to new development

I5.1.2 Prepare long term parking plan for Central Business areas

??? Car parking strategy plan incorporated into a Section 94 contribution plan

??? Nambucca Heads plan relates to expansion of the Reedy Street carpark

??? The Macksville plan relates to accumulating funds to purchase land

I5.2

Maintain carpark

I5.2.1 Provide biannual remarking of lines and regular intermediate inspections

??? Complete no later than December biannually or as necessary

??? Not due

I5.2.2 repair bitumen surface

??? Pothole patch at least quarterly

 

??? Carried out as required

I5.2.3 Maintain landscaping by weeding and replanting as necessary

??? Maintained twice a year by September and March

??? September treatment completed

 

 

 

 


Principal Activity?????????????????? Transport and Communication

 

Objective?????????????????????????????????? I6? To provide shelters to protect bus commuters from extreme weather and provide bus standing areas clear of carriageway at school bus stops on Rural sealed roads

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

 

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I6.1

Install shelters at all locations where the minimum number of commuters is ten (10)

I6.1.1

Annual review based on statistics from bus operators

???? Minimum of one new shelters provided or upgraded annually if required

???? Not identified

 

 

 

 

 


Principal Activity?????????????????? Transport and Communication

 

Objective?????????????????????????????????? I7? That Council provide and maintain sufficient boat ramps to meet community expectations

 

RESPONSIBLE OFFICER??????????? Manager Civil Works

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I7.1

Maintain ramps in operational condition

I7.1.1

Monthly inspection

??? Inspection carried out and recorded in Maintenance Management System

??? Ongoing.? Completed 12/13 October 2010

I7.1.2

Repair damage to concrete surface by August

??? Maintenance completed by August

??? Scotts Head boat ramp being assessed for repair/upgrade due to sand being washed away

I7.1.3

Pressure clean ramps on a monthly basis

??? Monthly cleaning completed and accomplishment recorded in Maintenance Management System

??? Ongoing

 

 


Principal Activity?????????????????? Water Supply

 

Objective?????????????????????????????????? I8? To ensure the community has access to water supply that meets current and future demand

 

RESPONSIBLE OFFICER??????????? Manager Water and Sewerage

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I8.1

Provide a cost effective water supply system at equitable charges

I8.1.1

Regular maintenance and improvements to the system

???? Annual operating cost/connection are competitive in the Local Government Comparators

??? Tenders let for budgeted water supply upgrade works

??? Average annual account/connection are competitive in the Local Government Comparators

???? Competitive cost structure maintained

I8.2

Provide a quality water service

I8.2.1

Effective treatment and maintenance of the system

??? 100% compliance with Microbiological, chemical and Pesticide Guidelines

???? Minor non compliance with microbiological test sample.? Disinfection levels adjusted accordingly

I8.2.2

Timely responses to emergencies

???? Staff arrive within 2 hours

???? Response times satisfactory

I8.3

Provide for future growth

I8.3.1

Construction of new infrastructure that caters for growth

???? New urban developments are able to be serviced

???? Adequate infrastructure available for all new development

I8.3.2

Construction of off-stream water storage

???? Progress made against the Project Development Plan

???? Planning approval given

 


Principal Activity?????????????????? Sewerage

 

Objective?????????????????????????????????? I9? To ensure that the community has a sewerage service that collects and treats waste now and into the future

 

RESPONSIBLE OFFICER??????????? Manager Water and Sewerage

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

I9.1

Provide a cost effective sewerage service at equitable charges

I9.1.1

Regular maintenance and improvements to the system

??? Annual operating costs/connection are competitive in the Local Government Comparators

?????? Nambucca system currently being upgraded

??? Average annual account/connection are competitive in the Local Government Comparators

 

?????? Competitive cost structure maintained

I9.2

Provide a quality sewerage service and protection of the environment

I9.2.1

Effective treatment and maintenance of the system

??? 100% compliance with EPA requirements and licence conditions

?????? Some problems have been experience with Bowraville STP.? Will have to take action to reduce high stormwater flows

I9.2.2

Timely responses to emergencies

??? Staff arrive within 2 hours

?????? Response times satisfactory

I9.3

Provide for future growth

I9.3.1

Construction of new infrastructure that caters for growth and changing standards

??? All new developments are able to be serviced

?????? Adequate infrastructure is available for development in short term ? new pump station provided for South Macksville

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

 

 

 

 

 

 

Leadership ? Today and Tomorrow

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


General Purpose Committee - 17 November 2010

Quarterly Performance Review - 30 September 2010

 

Principal Activity?????????????????? Administration

 

Objective?????????????????????????????????? L1? Develop strategic corporate and financial planning objectives that reflect the reasonable expectations of the Community

 

RESPONSIBLE OFFICER??????????? General Manager

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

L1.1

Ascertain community values so as to prepare a long term strategy plan

L1.1.1

Undertake community survey

??? Community survey to be undertaken in 2010

?????? Community survey completed and to be reported to GPC on 17/11/10

??? Community survey to be carried out every three years

?????? Completed

L1.2

Develop a long term strategic plan for the community

L1.2.1

Commence implementation of the integrated planning and reporting legislation and the preparation of a 25 year community strategic plan.

??? New plans to be in place by 30 June 2012

?????? Work on IPR has commenced.? Draft project plan in place.? Community engagement strategy template completed.

L1.3

Develop a long term asset management plan

L1.3.1

Implement an asset management system to meet corporate, financial and community requirements for asset maintenance, asset renewal and asset upgrades and asset acquisition

??? Asset management plan completed prior to 30 June 2012

?????? Asset Management Policy and template Asset Management Plan for Bridges due to be reported to GPC on 17/11/10

??? Asset revaluations completed in accordance with Department of Local Government requirements

?????? Completed

L1.4

Review Council's policies and delegations

L1.4.1

Review and update policies and delegations

??? Removing redundant policies from Council?s register during 2010/2011.

?????? Completed

L1.5

Action recommendations arising out of 2007 Promoting Better Practice Review

L1.5.1

Action plan submitted to Council for adoption

??? Progress in accordance with Action Plan

?????? Completed

??? Response from Division of Local Government to progress report required by 30 April 2010

?????? DLG satisfied with implementation

 

 


Principal Activity?????????????????? Administration

 

Objective?????????????????????????????????? L2? Refine and maintain processes to deliver timely and accurate information to Council and the Community

 

RESPONSIBLE OFFICER??????????? General Manager

 

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

L2.1

Make management plan more accessible to the public

L2.1.1

Prepare summary of management plan to be made available to the community via Council?s website and on request

???? Summary document is prepared for 2010/2015 Management Plan

???? Incomplete

L2.2

Advise community of Council activities

L2.2.1

Issue a newsletter with the 2010/2011 rates notice

???? Accurate and easy to read newsletter issued with rates notice

???? Completed

 

 

 

 

 

 

 

 


Principal Activity?????????????????? Administration

 

Objective?????????????????????????????????? L3? Ensure the timely provision of financial advice and information to support Council?s decision making processes

 

RESPONSIBLE OFFICER??????????? Manager Financial Services

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

L3.1

Prepare a long financial plan

L3.1.1

Prepare a 10 year financial plan which incorporates estimates for growth in revenue and grants, planned capital projects including asset management, and projected operational expenditure

???? To be prepared as part of integrated planning and reporting requirements due by 30 June 2012

???? Draft Project Plan & Community Engagement Template designed for comment by Senior Staff

L3.2

Maximise return on investment portfolio

L3.2.1

Invest funds not committed to short term works and services in accordance with Council?s Policy and strategy and independent advice incorporating amendments to Ministerial Order as a result of Review of NSW Local Government Investments

???? Investment returns comparable with benchmarks that are monitored and revised in light of current economic climate in accordance with Council?s Investment Strategy

???? Attained at 1st quarter

 

 


Principal Activity?????????????????? Administration

 

Objective?????????????????????????????????? L4? To sustain a high level of customer satisfaction through consistent quality service delivery

 

RESPONSIBLE OFFICER??????????? General Manager

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

L4.1

Improve Customer Service

L4.1.1

Customer Service training for front line staff and then all staff

???? Customer service training provided to new front line staff

??? Completed

L4.1.2

Full implementation and reporting on Merit customer request system

???? Management reporting on Merit customer request system

??? Incomplete

 

 

 


Principal Activity?????????????????? Administration

 

Objective?????????????????????????????????? L5? Implement policies, procedures, practices and initiative in the workplace and public environments to improve safety and protect Council?s assets

 

RESPONSIBLE OFFICER??????????? Safety and Risk Officer

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

L5.1

Maintain a Strategic Risk Management Program

L5.1.1

Deliver relevant training and effective awareness programs to staff on workplace safety

????????? Induction of staff

?????? Completed as required

????????? Number of training and awareness programs conducted

?????? Ongoing awareness training with Plant Assessor, Chemwatch, Safety systems and BNG Contractor Services

????????? Number of work related claims or reported incidents

??????

L5.1.2

Conduct regular safety audits of work sites

????????? Ten (10) safety audits conducted

?????? 8 Worksite audits completed

????????? Level of compliance

?????? Approximately 80%

????????? Staff awareness

?????? Ongoing

L5.1.3

Develop and maintain relations with external service providers to ensure legislative compliance and awareness of latest developments in risk management

????????? Attendance at Risk Management Group and Safety Group meetings.

?????? Meetings attended

????????? Legislative compliance

?????? No reported breaches

????????? Policies and procedures are reviewed in response to legislative requirements and industry developments

?????? As required

L5.1.4

Carry out risk assessment and analysis

????????? Safety Management Plans and Safe Work Methods Statements, Standard Operating Procedures and Hazard Identification Forms under review

?????? 95% complete

 


 

Principal Activity?????????????????? Administration

 

Objective?????????????????????????????????? L6? Serve the Council with current, cost effective and responsive information technology

 

RESPONSIBLE OFFICER??????????? Manager Information Technology

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

L6.1

Replace Council?s corporate software as it will not continue to be developed

L6.1.1

Implement new Authority corporate software

??? Implementation ?milestones?

???? Authority implementation completed

??? ?Go live? date for Authority software set at 5 July 2010

???? Authority implementation completed

L6.2

Business Continuity ? Disaster Recovery

L6.1.2

Purchase, install and implement appropriate equipment and communications infrastructure in identified DR Site

??? System installed and tested

???? incomplete fibre optic cabling underway

L6.3

Asset Management software implementation

L6.1.3

Determine organisational requirements for Asset Management applications.

??? Evaluation completed

???? Incomplete ? project suspended

L6.1.4

Evaluate and implement suitable software

???? Implementation

???? Incomplete ? project suspended

L6.4

Intranet Implementation

L6.1.5

Implement intranet software

Establish management group for the intranet site and its contents

???? Intranet available to staff

???? Incomplete ? draft site awaiting finalisation

L6.5

Access, Anywhere, Anytime

L6.1.6

Investigate requirements and technologies for remote access to Council systems

???? Identify requirements

???? Incomplete ? requirements not identified

L6.6

Information Systems Directory & Governance

L6.1.7

Establish forum to review Strategic Information Technology requirements

???? Prioritise Identified Strategies

???? Incomplete ? forum not established

 

 

 


 

Principal Activity?????????????????? Administration

 

Objective?????????????????????????????????? L7? Implement and maintain appropriate human resource management practices to provide human resources management

 

RESPONSIBLE OFFICER??????????? Manager Human Resources

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

L7.1

Enhance Council?s ability to attract and retain quality staff

L7.1.1

Implementation of the Workforce Plan

Retention rates increase over time

???? Underway

L7.1.2

Use benchmark data to develop regionally competitive remuneration packages for positions where there is a national skills shortage

????

???? Benchmark data applied.? Staff being maintained at a minimum of the 25th percentile

L7.2

Enhance skill levels

L7.2.1

Prepare organisation-wide training plan

Staff have the capabilities to meet service delivery priorities

???? Completed and being implemented

L7.2.2

Implement ongoing staff training and development activities in accordance with training plan and budget

????

???? Underway

L7.3

Improve staff morale

L7.3.1

Conduct an employee opinion survey every 4 years

Desired actions emanating from the employee opinion survey conducted in 2009 are implemented

???? Underway

L7.3.2

Communicate and consult with staff via mechanisms such as staff meetings, Consultative Committee, OH&S Committee, staff noticeboards etc

???? Employees are actively involved in organisational change processes

???? Underway

L7.3.3

Implement ongoing staff training and development activities

???? Employees have the skills to adapt to changes in legislation and technology

???? Underway

 


Principal Activity?????????????????? Administration

 

Objective?????????????????????????????????? L8 To provide a cost effective plant management service to Council incorporating plant replacement and maintenance service

 

RESPONSIBLE OFFICER??????????? Manager Civil Works, Manager Assets

 

Strategy

Action

MEASUREMENT TOOLS & KPI?s

Achievement

(Options completed or incomplete with status comment

L8.1

Replace plant at the most cost effective time

L8.1.1

Identify replacement in a 20 year rolling program

 

 

??? 20 year plan reviewed annually in February and Funds allocated in accordance with 20 year plan in the annual budget

??? Not due

L8.1.2

Establish and maintain a Plant Replacement Reserve

 

??? Not currently being funded

L8.2

Maintain an adequate level of plant utilisation, operating costs and income

L8.2.1

Minimise downtime

??? Review need for plant types and quantities

??? Not due

??? Review costs quarterly

??? Reviewed October 2010

L8.2.2

Monitor plant operating costs

 

??? Not due

L8.2.4

Reasonable level of income

??? Annual review of rates

??? Reviewed October 2010

??? Review income quarterly

??? Reviewed October 2010

L8.3

Have plant available for use on each working day as required

L8.3.1

Maintain a mechanical workshop and associated staff and equipment

 

 

??? Workshop in place and staffed

??? Workshop fully staffed

??? Inspections completed in February

??? Not due

L8.3.2

Ensure all plant and vehicle items are inspected for RTA registration

 

??? No due

 

 

 

??


General Purpose Committee

17 November 2010

Director Environment & Planning's Report

ITEM 9.1????? SF29??????????????? 171110???????? Nambucca Shire Library Operations

 

AUTHOR/ENQUIRIES:???? Greg Meyers, Director Environment and Planning; Michael Coulter, General Manager ????????

 

Summary:

 

Council considered a report at its 20 October 2010 General Purpose Committee meeting in regard to its contribution to the Clarence Regional Library (CRL).

 

Council after receiving a report from Regional Librarian Ms Anne D'Arcy and considering the recommendations contained in the report resolved to defer its determination and that a workshop be held and additional information be provided on options for providing Library Services within the Shire.

 

The report provides comparisons of library costs for a number of Councils and also assesses the opportunities to achieve a reasonable level of service at less cost.

 

 

Recommendation:

 

1????????? That Council advise its Clarence Regional Library partner councils that it will enter into a new Library Agreement conditional upon:

 

??????????? a???? the agreement being tied to the 4 year delivery program in the IPR legislation and

 

??????????? b??????? that the funding arrangements provided for in the new agreement be set as the rate peg plus or minus an agreed percentage, and where the Councils can?t agree on the percentage, that it be the average of the percentage change put forward by each Council.

 

2????????? That Council advise its Clarence Regional Library partner councils that the contributory funding for the Clarence Regional Library for 2011/12 should be set at the rate peg plus 2%.

 

3????????? That when opportunities for staff redeployment arise that Council further consider the closure of the Nambucca Heads library on one day per week.

 

 

OPTIONS:

 

There are many options depending upon the desired level of service sought for our libraries. The selected standard of service comes at a cost and must be evaluated against all of the other demands on Council?s resources.

 

The Strategic Plan adopted in 2008 responded to data which indicated there had been a real decline in the quality, age and number of books being purchased from the book vote. The Strategic Plan anticipates that a 10% per annum per capita increase in funding would yield the best results in terms of collection size, collection age, and reaching the recommended acquisition rate; although even at this rate, the CRL would still not equal the State average items per capita at the end of 10 years.

 

Whilst the Strategic Plan establishes a worthy goal, the rate of improvement in the standard of service will greatly exceed any other Council function. A lesser standard of service would be to seek the support of the CRL partner Councils to reduce the percentage increase in the Strategic Plan.

 

Another option is to consider other operating expenses. The only significant expense is wages and a reduction in library opening hours does provide the opportunity for reducing costs, albeit with a further decline in the level of service.

 

The least preferred option is opting out of the Clarence Regional Library Service which is unlikely to achieve savings and also result in a substantial reduction in the level of service. However this will be the outcome if a new CRL agreement is not executed.

 

 

DISCUSSION:

 

Nambucca Shire Council signed the Clarence Regional Library Services Agreement on 1st November 2006. The Agreement is between Clarence Valley, Bellingen Shire and Nambucca Shire Councils?. The current Agreement terminates on 1st November 2011.

 

On 20 November 2008 Council resolved to endorse the draft Clarence Regional Library Strategic Plan to guide the direction of the regional library service for the ensuing 10 years.

 

In adopting the Strategic Plan it was noted that Council would have an opportunity to monitor, manage and oversee the implementation of the Strategic Plan via an Operational Plan or Plans and associated actions and budgets, which will be brought to Council for endorsement at a future date.

 

In April 2010, Council was presented with a report following a Clarence Regional Library Committee meeting when the Committee considered the Regional Library Service Model.

 

From this meeting the following resolutions were made by Council

 

1????????? That Council confirm its commitment to involvement in library services under a Modified Hybrid Model with its associated core conditions as the easiest to implement and most cost effective option for future delivery of library services.

 

2????????? This new arrangement be affected as soon as practicable.

 

3????????? That Council arrange to meet with representatives from the other two Councils within the next twelve months to discuss the future of the Clarence Regional Library particularly in relation to the 10% per capita contribution increase.

 

There were discussions with the General Managers from Clarence Valley and Bellingen Shire Council's who indicated that they support the continued operation of the Regional Library Service and the 10% per capita contribution increase. A written response dated 7 April 2010 was received from the General Manager of Clarence Valley Council which is attached.

 

Arrangements were also made for Ms Anne D?Arcy, the Executive Officer of Clarence Regional Library, to address Council?s General Purpose Committee on 20 October 2010.? This was in the context of Council?s resolution to meet with the representatives from the other two Councils within the next 12 months to discuss the future of the Clarence Regional Library particularly in relation to the 10% per capita contribution increase.

 

Bellingen Shire Council has now also asked this Council whether it wishes to remain a member of the Clarence Regional Library Service for a further period of 5 years commencing on 1 July 2011, under the existing service model. They want a final position by 30 December 2010 as a decision by any Council to withdraw from the Regional Library Service will have financial implications for the remaining Councils as from 1 July 2011. All Councils will be preparing their budgets after new year.

 

The Clarence Regional Library Agreement sets out the terms and conditions with schedules 1, 2 & 3 setting out the responsibilities of the services provided by Clarence Valley Council to the Regional Library, the facilities and services to be provided by each participating Council and how the assets will be distributed at the end of the Agreement if the Regional Library Service does not continue (see attachments).

 


Library Comparisons and Costings

 

The following Table 1 outlines some basics statistics for the adjoining and nearby Councils in regard to the total operations of their Library Services and in order of per capita expenditure from lowest to highest.

 

Table 1

COUNCIL

FORM OF DELIVERY

NET OPERATIONAL COST 2010/11

PER CAPITA COST

(population)

Coffs Harbour

Stand Alone

$1,522,476

(71,677) $21.24

Kempsey#

Stand Alone

$725,928

(29,331) $24.75

Clarence Valley

Regional

$1,404,651

(51,007) $27.54

Port Macquarie #

Stand Alone

$2,152,853

(75,104) $28.67

Nambucca

Regional

$619,500

(19,186) $32.29

Bellingen

Regional

$450,700

(13,153) $34.27

Armidale Dumaresq

Stand Alone

$1,608,193

(25,228) $63.75

 

# Both Kempsey Shire Council and Port Macquarie Hastings Council operate independently they have a Co-Operative arrangement where they share their computer catalogue network which is located in Port Macquarie and pool their annual book votes to purchase books. The Co-Operative arrangement entitles residents of Kempsey to borrow from the Port Macquarie Hastings Libraries and vice versa.

 

Both Council's provide their own staff resources, own their own books and are responsible for their own buildings, fittings and Fixtures. The Co-Operative approach has been in place for some 20 years between these two Council's. The Co-Operative is not a Regional Library.

 

Approaches have not been made to either Kempsey or Port Macquarie Hastings Council's in regard to any proposal, as Nambucca Shire would still need to provide additional funding for staffing, computer networks etc as if it were to go it alone. These costs are outlined in Table 7 below.

 

Nambucca Shire Council?s net contribution to the Clarence Regional Library Service is $177,086 which is $9.23 per capita or 28% of our library?s total net cost of $619,500.

 

Proportional membership based on per capita to the CRL equates to:

 

?????????????? Clarence Valley Council?????????? 61%

?????????????? Nambucca Shire Council?????????????????? 23%

?????????????? Bellingen Shire Council???????????????????? 16%

 

The following Table 2 indicates the cost of the 10% per capita increase for the remaining 7 years of the 10 year action plan for increased contribution to the CRL Services. The subsequent Tables 3, 4 & 5 provide differing scenarios on different increased rates of 7%, 5% & 3% respectively.

 

Table 2

YEAR

PER CAPITA RATE

(+10%PA)

POPULATION (STATIC)

 

TOTAL

Contribution

INCREASE

(Annually on previous year)

Accumulated increase above current $177,086.78

2010/2011

$9.23

19,186

$177,086.78

 

 

2011/2012

$10.15

19,186

$194,737.90

$17,651.12

$17,651.12

2012/2013

$11.17

19,186

$214,307.62

$19,569.72

$37,220.84

2013/2014

$12.29

19,186

$235,795.94

$21,488.32

$58,709.16

2014/2015

$13.52

19,186

$259,394.72

$23,598.78

$82,307.94

2015/2016

$14.87

19,186

$285,295.82

$25,901.10

$108,209.04

2016/2017

$16.35

19,186

$313,691.10

$28,395.28

$136,604.32

2017/2018

$17.98

19,186

$344,964.28

$31,273.18

$167,877.50

 

$608,579.92

 


Table 3

YEAR

PER CAPITA RATE

(+7%PA)

POPULATION (STATIC)

 

TOTAL

Contribution

INCREASE

(Annually on previous year)

Accumulated increase above current $177,086.78

2010/2011

$9.23

19,186

$177,086.78

 

 

2011/2012

$9.88

19,186

$189,482.85

$12,396.07

$12,396.07

2012/2013

$10.57

19,186

$202,746.65

$13,263.80

$25,659.87

2013/2014

$11.31

19,186

$216,938.92

$14,192.27

$39,852.14

2014/2015

$12.10

19,186

$232,124.64

$15,185.72

$55,037.86

2015/2016

$12.95

19,186

$248,373.37

$16,248.73

$71,286.59

2016/2017

$13.85

19,186

$265,759.51

$17,386.14

$88,672.73

2017/2018

$14.82

19,186

$284,362.67

$18,603.17

$107,275.89

 

$400,181.16

 

Table 4

YEAR

PER CAPITA RATE

(+5%PA)

POPULATION (STATIC)

 

TOTAL

Contribution

INCREASE

(Annually on previous year)

Accumulated increase above current $177,086.78

2010/2011

$9.23

19,186

$177,086.78

 

 

2011/2012

$9.69

19,186

$185,941.12

$8,854.34

$8,854.34

2012/2013

$10.18

19,186

$195,238.17

$9,297.06

$18,151.39

2013/2014

$10.68

19,186

$205,000.08

$9,761.91

$27,913.30

2014/2015

$11.22

19,186

$215,250.09

$10,250.00

$38,163.31

2015/2016

$11.78

19,186

$226,012.59

$10,762.50

$48,925.81

2016/2017

$12.37

19,186

$237,313.22

$11,300.63

$60,226.44

2017/2018

$12.99

19,186

$249,178.88

$11,865.66

$72,092.10

 

$274,326.70

 

Table 5

YEAR

PER CAPITA RATE

(+3%PA)

POPULATION (STATIC)

 

TOTAL

Contribution

INCREASE

(Annually on previous year)

Accumulated increase above current $177,086.78

2010/2011

$9.23

19,186

$177,086.78

 

 

2011/2012

$9.51

19,186

$182,399.38

$5,312.60

$5,312.60

2012/2013

$9.79

19,186

$187,871.36

$5,471.98

$10,784.58

2013/2014

$10.09

19,186

$193,507.51

$5,636.14

$16,420.73

2014/2015

$10.39

19,186

$199,312.73

$5,805.23

$22,225.95

2015/2016

$10.70

19,186

$205,292.11

$5,979.38

$28,205.33

2016/2017

$11.02

19,186

$211,450.88

$6,158.76

$34,364.10

2017/2018

$11.35

19,186

$217,794.40

$6,343.53

$40,707.62

 

$158,020.92

 

As identified above the CRL component of Council's Library budget is 28% with the remaining 72% relating to the following:

 

?????????????? Staff ????????????????????????????????????? $171,500???????????????????????? 27%

?????????????? Overheads????????????????????????????? $148,300???????????????????????? 24%

?????????????? Buildings??????????????????????????????? $103,800???????????????????????? 17%

?????????????? Depreciation?????????????????????????? $ 18,600????????????????????????? 3%

?????????????? Sundries??????????????????????????????? $? 8,000????????????????????????? 1%

 

The current operational hours for both the Macksville and Nambucca Heads Libraries are:

 

?????????????? Macksville operates Tuesday to Friday 9.00am to 5.30pm (Closed Monday). 2 permanent part-time staff members working a total of 45 hrs per week (1.2 EFT).

?????????????? Nambucca Heads operates Monday to Friday 9.00am to 5.30pm and Saturday morning 9.00am ? 12.30pm. 3 permanent part-time staff members working a total of 64.5hrs per week (1.7 EFT).

 

Based on the State average of population per staff member the requirement for Nambucca Shire would be 19,186 / 3,317 = 5.7 EFT. The current EFT for Nambucca is 2.9 with the administration responsibility provided by CRL equivalent of (approx) 1.75 EFT. This would increase the Nambucca current EFT rate to approximately 4.65 EFT which is 1.05 EFT less then the state average.?

 

The majority of the employee time is worked on their own with an overlap of 11hrs per week (24%) at Macksville Library and 18.5hrs per week (28%) at Nambucca Heads Library

 

Besides reducing the contribution to the Clarence Regional Library, another option to reduce library costs would be to close Nambucca Heads Library one day per week. Two scenarios have been costed:

 

?????????????? Close Nambucca Heads Library on Saturday (3.5hrs week) - approx saving $7,000 pa

?????????????? Close Nambucca Heads Library one full day per week (8.5hrs week) ? approx saving $18,000 pa.

 

Such a step would obviously impact upon the current service level and likely result in complaints from both library users and staff. If Council was to make an existing position redundant, either in whole or in part, then it would be liable for a redundancy payout to the affected employee. This would largely remove any saving in the first year. A preferred approach is that an affected employee be offered a redeployment to a position within the organisation that is comparable with their skills and experience.

 

To assist Council the 2010/2011 Library budget is provided in Table 6 below.

Table 6

FUNCTION - RECREATION AND CULTURE

 

?

 

 

ACTIVITY - PUBLIC LIBRARIES

 

?

 

 

OPERATING EXPENSES

 

?

 

 

?? - CONT TO CLARENCE REGIONAL LIBRARY CMTTE

?? 218,600

?218,600

?236,900

Contribution $175,900 (10% increase on per capita contribution), subsidies $61,000

?? - LIBRARY - AREA ASSISTANCE GRANT EXPENSES

 

? 12,700

 

 

?? - SALARIES - LIBRARY STAFF??

?? 145,400

?145,400

?146,300

Includes 3.2% award increase

?? - ELE EXPENSE

??? 15,400

? 17,600

? 19,400

Less additional leave to be taken to last year

?? - ELE PROVISION

??? 12,300

? 12,300

?? 5,800

Refer above

?? - BUILDINGS OPERAT./MAINT. - MACKSVILLE

??? 23,200

? 27,000

? 35,400

Additional to fixed costs: $12,600

?? - BUILDINGS OPERAT./MAINT. - NAMBUCCA HEADS

??? 37,000

? 48,000

? 48,600

Additional to fixed costs: $15,600

?? - DEPRECIATION?

??? 19,800

? 19,800

? 18,600

 

?? - INTEREST ON LOAN

???? 2,200

?? 2,200

?? 1,700

 

?? - SUNDRY EXPENSES - MACKSVILLE

???? 3,800

?? 4,500

?? 4,000

 

?? - SUNDRY EXPENSES - NAMBUCCA HEADS

???? 3,800

?? 3,800

?? 4,000

 

 

 

?

 

 

TOTAL OPERATING EXPENSES

?? 481,500

?511,900

?520,700

 

 

 

?

 

 

OPERATING REVENUE

 

?

 

 

?? - LIBRARY SERVICES SUBSIDIES

??? 60,300

? 61,000

? 61,000

To be confirmed by State Library in Nov 2010

?? - DONATIONS

??????? -?

?? 1,500

????? -?

 

?? - SUNDRY INCOME

???? 2,000

?? 2,000

?? 2,000

 

 

 

?

 

 

TOTAL OPERATING REVENUE

??? 62,300

? 64,500

? 63,000

 

 

 

?

 

 

NON OPERATING EXPENSES?

 

?

 

 

?ACQUISITION OF ASSETS

 

?

 

 

?? - OFFICE EQUIPMENT

???? 3,000

?? 3,000

?? 3,000

 

?? - LIBRARY FURNITURE & FITTINGS

???? 5,000

?? 5,000

?? 5,000

 

????????????? SUB TOTAL

???? 8,000

?? 8,000

?? 8,000

 

?REPAYMENT OF LOANS

 

?

 

 

?? - PRINCIPAL ON LOANS?????

???? 9,600

?? 9,600

? 10,100

Macksville Library

????????????? SUB TOTAL

???? 9,600

?? 9,600

? 10,100

 

?TRANSFERS TO RESTRICTED ASSETS

 

?

 

 

?? - LIBRARY SUBSIDY

??? 17,400

? 17,400

? 17,300

Part of subsidy for 1 July to 31 December, 2010.

 

 

?

 

 

TOTAL NON OPERATING EXPENSES?

?? ?35,000

? 35,000

? 35,400

 

 

 

?

 

 

NON OPERATING REVENUE

 

?

 

 

?GRANTS & CONTRIBUTIONS

 

?

 

 

?? - CONT TO TALKING TECHNOLOGY PROJECT

??????? -?

?

????? -?

 

????????????? SUB TOTAL

??????? -?

?

????? -?

 

?TRANSFERS FROM RESTRICTED ASSETS

 

?

 

 

?? - LIBRARY SUBSIDY

??? 17,500

? 17,500

? 17,400

Part of subsidy for 1 July to 31 December 2009.

?? - SECT 94 PUBLIC REC (CONT. TO LOAN REPAYMENTS)

???? 4,500

?? 4,500

?? 4,500

 

?? - LIBRARY LINKS T/F FROM

??????? -?

? 12,700

????? -?

 

???? ???????SUB TOTAL

??? 22,000

? 34,700

? 21,900

 

 

 

?

 

 

TOTAL NON OPERATING REVENUE

??? 22,000

? 34,700

? 21,900

 

 

 

?

 

 

OVERHEADS

 

?

 

 

?TRANSFERS FROM OTHER ACTIVITIES

 

?

 

 

?? - CORPORATE SUPPORT

??? 70,900

? 70,900

? 73,600

 

? - HEALTH STAFF COSTS

??????? -?

????? -?

????? -?

 

?? - ENVIRONMENTAL SERVICES STAFF COSTS????????

???? 2,600

?? 2,600

?? 2,600

 

?? - COMMUNITY SERVICES STAFF COSTS???

???? 8,400

?? 8,400

?? 9,300

 

?? - SUPERVISORY VEHICLES

??????? -?

????? -?

????? -?

 

? - ENGINEERING STAFF COSTS

??? 13,500

? 13,500

? 18,300

 

? - ENGINEERING OTHER COSTS????????

??? 10,800

? 10,800

? 12,800

 

?? - SUPERANNUATION

??? 28,500

? 28,500

? 29,300

Previous year increase still applicable

?? - WORKERS COMPENSATION INS.

???? 2,800

?? 2,800

?? 2,400

 

TOTAL OVERHEADS

?? 137,500

?137,500

?148,300

 

 

 

?

 

 

NET PUBLIC LIBRARIES COST

?? 569,700

?585,200

?619,500

 

 


Withdrawal from Regional Library Service

 

Council also discussed the option of how to manage the Library should it withdraw from the CRL.

 

Should Council not renew its agreement and withdraw from the CRL Service, Council would retain the assets outlined in Schedule 2 see below:

 

SCHEDULE 2

Facilities and Services to be provided by the Delegating Councils

 

1??????? The library buildings within their local government areas.

 

2??????? The management of those library buildings, including:

a??????? all maintenance costs

b??????? all service costs

c??????? all insurances

 

3??????? Branch library staff and volunteers, including all services associated with their employment including salaries, workers compensation, taxes, leave entitlements and superannuation, membership of professional associations, expenses for attendance at conferences and training.

 

4??????? All IT hardware, software and services relating to all computers located in branch libraries (other than the provision of an on-line catalogue).

 

Council would receive an apportioned return of Assets as outlined in Schedule 3 of the Agreement see below:

 

SCHEDULE 3

Distribution of Assets

 

Upon termination of this Agreement the net assets, after payment of all liabilities, shall be apportioned among Clarence Valley Council and the Delegating Councils in the ratio of the respective contributions paid by them over the immediately preceding three years or current life of the Agreement (whichever is the longer) to the total of all contributions paid by them over that period.

 

Council would retain all buildings, furniture and fitting assets, computers and software, all maintenance and staff costs and all insurance and industrial liabilities.

 

Council would retain any donated books that are not catalogued and any books/journals received by subscription which Council pays for. The remaining book stock would have to be distributed in accordance with Schedule 3 above and would be based on the proportional membership breakdown of the CRL with Clarence Valley Council 61%, Nambucca Shire 23% and Bellingen Shire 16%. Effectively Nambucca Shire Council would receive less than a quarter of the Regional Library?s general book stock.

 

The current total catalogued book stock for the CRL is 146,500 (approx). Currently we have 19,490 books and 14,950 books at the Nambucca Heads and Macksville Libraries respectively which approximately equates to the 23% proportional membership.

 

Withdrawal from the CRL would mean the loss of easy access to over 112,000 library books from within the CRL, a significant reduction in service. Council would then be faced with book acquisition and replacement costs which currently retail at approximately $38 average per book cost.

 

Withdrawal from the CRL would also see the loss of the on-line catalogue system, thereby requiring the acquisition of an electronic catalogue system for Council and all remaining books would then need to be re-catalogued through the new system.

 

Under the Regional Library Service, compliance with NSW State Library administration requirements are managed through the Regional Librarian for which Council contributes.

 

Should Council withdraw from the CRL, Council would then have to address these duties most likely through the employment of a full time qualified Librarian in addition to the existing staff who would also be required to pick up the cataloguing duties currently provided through the Regional Library.

 

This would cost Council approximately $98,000 per annum which includes on-costs of 25% for the qualified librarian and then additional costs for extra hours for existing staff or additional part time staff of approximately $73,000 including 25% on-costs.

 

Other capital purchases of a cataloguer and computers/software ($200,000 est) would be required along with other ancillary costs such as travel costs ($8,000pa), book subscriptions, handling, catalogue subscriptions etc ($30,000 pa) and staff training ($4,000 pa) would need to be provided.

 

Table 7 below estimates the additional costs that Council is likely to incur if it was to withdraw from the CRL in the first year and the second year. The total 7 year accumulative increase over the current $177,000 pa contribution that it makes to the Regional Library is $1,390,311.24, as identified in Table 8.

 

Table 7

ITEM

INITIAL INVESTMENT

ANNUAL COST WITH 3%pa staff costs added

Employment of a Librarian

$? 98,000.00

$? 100,940.00

Travel costs

$?? 8,000.00

$?? 8,000.00

Librarian support costs

$? 10,000.00

$?? 10,000.00

Purchase of Cataloguer and consumables, maintenance and support

$? 200,000.00

$?? 50,000.00

Additional Staff hours (75% of State average EFT) 1 EFT @ $73,000

$? 73,000.00

$?? 75,190.00

Annual book Subscriptions

$? 30,000.00

$?? 30,000.00

Book/item acquisition (current per capita 34441 / 19186 =

1.8 items/capita) to achieve state average of 2.44 items/capita in 10 years (.06% or 21 items) plus replacement rate of 3% (1033 items pa) total 1054 items pa @ $38 each

$? 40,052.00

$?? 40,052.00

Additional Library staff training

$?? 4,000.00

$?? 4,000.00

 

$ 463,052.00

$? 318,182.00

 

Based on the 2010/2011 CRL contribution of $177,086.78, the equivalent accumulated 7 year additional cost over the current contribution rate for the previously outlined scenarios (without closing the Nambucca Library) are outlined in the following table.

 

Table 8

OPERATION

PER CAPITA CONTRIBUTION RATE

7 YEAR ACCUMULATED COST

SAVINGS ON CLOSURE OF LIBRARY OVER 7 YEARS

SAT / TUES

Clarence Regional Library

10%

$608,579.92

$49,000

$126,000

Clarence Regional Library

7%

$400,181.16

Clarence Regional Library

5%

$274,326.70

Clarence Regional Library

3%

$158,020.92

Stand Alone NSC

 

$1,390,311.24

 

 


Preferred Proposal

 

Notwithstanding that Council has previously resolved to confirm its commitment to the Clarence Regional Library model, it can withdraw from the Regional Library by not renewing the agreement when it lapses on 1 November 2011. This will have significant implications to the cost and level of service not only for our two libraries, but also the libraries operated by the other member Councils.

 

The figures in the report support Council?s previous resolution that the CRL is the most cost effective option for the future delivery of library services. It would be even more cost effective if Coffs Harbour City Council also participated.

 

However the CRL Strategic Plan does propose a rate of funding increase which well exceeds any other Council service. Whilst the attitudes of the partner Councils to the relative importance of library services will vary, there does need to be a mechanism to resolve disagreements over increases in real funding.

 

There is also an opportunity to reduce library operating costs by closing the Nambucca Heads library on one day per week. This will reduce the level of service but will provide more flexibility in providing funding for the improvements in book stock identified in the strategic plan.

 

 

CONSULTATION:

 

A copy of this report has been forwarded to the General Managers of Bellingen and Clarence Valley Councils for their information and comment.

Regional Librarian

Kempsey Shire Librarian

Nambucca Heads Library Assistant

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

There will likely be concerns in the community about a reduction in the level of service provided by our libraries.

 

Economic

 

There are no significant economic impacts.

 

Risk

 

The major risk is that the CRL partner Councils will not resolve to enter into a new agreement. This will have significant implications for the cost and level of library service provided by the 3 Councils.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The recommendation will reduce the contribution to the CRL from that recommended in the Strategic Plan. Assuming a rate peg of 3% in 2011/2012, the recommendation would result in this Council?s contribution to the CRL being reduced by $8,796 in 2011/2012.

 

The closure of the Nambucca Heads library on one day per week would provide further savings of $18,000 per annum.


Source of fund and any variance to working funds

 

At this stage there is no impact on working funds.

 

A written response dated 7 April 2010 was received from the General Manager of Clarence Valley Council which is attached.

 

Agreement if the Regional Library Service does not continue (see attachments).

 

Attachments:

1View

8797/2010 - Advice regarding Clarence Regional Library Budget 2010 - 2011

 

2View

24894/2008 - Service Agreement

 

3View

27425/2010 - Response in regard to CRL Contribution

 

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General Purpose Committee - 17 November 2010

Nambucca Shire Library Operations

 



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General Purpose Committee - 17 November 2010

Nambucca Shire Library Operations