Ordinary Council Meeting 28
November 2013
Assistant
General Manager Corporate Services Report
ITEM 10.6 SF1869 281113 September 2013 Budget Review
AUTHOR/ENQUIRIES: Craig Doolan, Manager Financial Services
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Summary:
General Fund: This
review revises the net operating result for 2013/14 to a deficit of $189,800
and varies Current Liquid Equity to $2,211,221, a decline of $161,000 since
the Original Budget.
Council’s
estimated Current Liquid Equity position (available working capital at year
end) is healthy at approximately $930,000 above the minimum level as per
Council’s policy.
Water Supplies: This review revises the net operating
result for 2013/14 to a surplus of $800 and varies Current Liquid Equity to
$1,954,291, a decline of $4,300 since the Original Budget.
Council’s
estimated Current Liquid Equity position (available working capital at year
end) is strong at approximately $1,074,000 above the minimum level as per
Council’s policy.
Sewerage Services: This review revises the net operating
result for 2013/14 to a surplus of $33,600 and varies Current Liquid Equity
to $561,910, an improvement of $35,000 to the Original Budget.
Council’s
estimated Current Liquid Equity position (available working capital at year
end) is deficient at approximately $76,000 below the minimum level as per
Council’s policy. Notwithstanding, there is availability to utilise Sewerage
Services strong reserve funds for major unforeseen capital works.
The circularised budget
review document includes, as variances, amounts required to match unexpected
income/expenditure items plus resolved inclusions to the budget. Items
varying $5,000 or more are briefly discussed commencing page 2 and referenced
to the page no. in the budget review document. Significant variations
influencing the result are discussed further in this report. On page 4 of the
document is a summary of Council’s Cash and Investments (cash reserves).
Restricted reserves and unrestricted cash are presented with the movements of
these reserves for the 2013/14 year as at the 30 September 2013. Also on page 4 is a statement of the YTD
expenditure associated with consultancies and legal expenses. It should be
noted that these expenses are incorporated in the budget. The contracts
register as per Government Information (Public Access) Act 2009 is presented
on pages 4-7 of the budget review document.
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Recommendation:
1 That the budget review for the quarter ended 30
September, 2013 be received.
2 That the recommended increases and decreases in votes be
included as subsequent votes for the financial year 2013/2014.
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OPTIONS:
Not Applicable
DISCUSSION:
GENERAL ACTIVITIES
The summary of current liquid
equity is on page 1 of the Budget Review document. The estimated current liquid
equity surplus is $2,211,221 inclusive of internal loans.
The original 2013/14 budget
forecast a net operating deficit of $28,800. Items revoted from 2012/13
amounted to $293,770. The balance of internal loans borrowed from current
liquid equity was $1,007,600. This review sees a further decline in the deficit
of $161,000.
An increase of $37,000 in
Corporate Services salaries is required to temporarily employ a Manager Special
Projects to undertake work associated with Council’s Special Rate Variation
application and also to fill a maternity leave absence. The replacement off the
septic pumpout system at Gumma Reserve has been included at a cost of $40,000
with $15,000 funded from the Environmental Levy. Council’s recent resolutions
to undertake geotechnical investigations into two potential landslips totalling
$182,000 have been included with this review.
A revised flood damage schedule
indicating a further $782,000 in work has been included with this review along
with the associated matching funding. Also, State grants including additional
$33,000 (tied) for Roads & Maritime Services annual program, $28,000 in
Financial Assistance Grant and $28,000 Local Infrastructure Renewal Scheme
(LIRS) have been included following advice from the respective departments. Also, the contract estimate for the operation of
the Aquatic Centre has been reduced by $32,000.
WATER SUPPLIES
Water Supplies estimated current
liquid equity surplus is $1,954,291.
The original 2013/14 budget
forecast a net operating surplus of $5,100. Items
revoted from 2012/13 amounted to $50,000.
Additional work on telemetry that
will tie into the new system to be installed at the headworks at a cost of
$35,000 has been required to for this year’s budget. This work is offset by
postponing the majority of the Sewerage telemetry work.
Also $23,000 for water reticulation analysis deferred from 12/13
awaiting improvement to GIS information has also been included with this
review. These expenditure variances have been offset by a reduction of $47,000
in interest payments associated with a lower than budgeted interest rate on the
recent Water Storage loan.
SEWERAGE SERVICES
The original 2013/14 budget
forecast a net operating deficit of $1,400. No items were revoted from 2012/13.
There were no major variations
other than the postponement of telemetry work mentioned above in the Water
Supplies commentary.
As mentioned in the report on the
30 June 2013 result, due to working funds falling below the minimum level
buffer, the 2013/14 operating budget will need to be closely monitored to
ensure the end of year result does not return a further deficit. It should be
noted that there is the availability to utilise Sewerage Services strong
reserve funds for major unforeseen capital works.
CONSULTATION:
General Manager
Assistant General Managers
Responsible Officers
Accountant
SUSTAINABILITY ASSESSMENT:
Not applicable.
FINANCIAL IMPLICATIONS:
Refer to discussion.
Attachments:
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1
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- Circularised Budget Review Document
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Ordinary Council Meeting 28
November 2013
Assistant General Manager Corporate Services
Report
ITEM 10.7 SF1120 281113 Boulton's
Crossing Funding Offer - Council Acceptance Required
AUTHOR/ENQUIRIES: Colleen
Henry, Grants and Contributions Officer
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Summary:
The Council has been offered a
grant of $111,000 through Crown Lands’ Public Reserve Management Fund (PRMF)
for an amenities building and two barbeques at Boulton’s Crossing (Gumma)
Campground. The funding agreement requires a resolution of Council to accept
the grant.
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Recommendation:
That Council accept the
funding offer of $111,000 through Crown Lands’ Public Reserve Management Fund
(PRMF) for an amenities building and two barbeques at Boulton’s Crossing
(Gumma) Campground.
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OPTIONS:
That Council
decline the funding offer.
DISCUSSION
As Council is aware, sewerage
infrastructure works are underway at Boulton’s Crossing. This funding would
supplement the current budget allocation and enable some savings on Council’s
part to upgrade the current amenities building either through renovation or
replacement (which is to be determined in the near future).
It is envisaged that the
barbeques would be gas powered, which is much more environmentally friendly
than wood barbeques, which often encourage people to collect wood from the
surrounding bush, destroying natural habitat.
The grant application commits
Council to contribute $10,000 cash and $500 in-kind funding to the project. The
money will come from the existing reserve account.
CONSULTATION:
General Manager
Manager, Business Development
SUSTAINABILITY ASSESSMENT:
Environment
This funding will supplement that
already earmarked to be spent at Boulton’s Crossing to improve the sewerage
system which will improve environmental outcomes for the area. The gas
barbeques are also more environmentally acceptable than wood-fired barbeques.
Social
The improvement to the amenities
building will improve campers’ experience at the campground. The current
amenities are extremely degraded.
Economic
There are no likely economic
impacts associated with this funding.
Risk
As with any project, there is a
slight risk that it may not be completed within the time required by the
funder, however there is provision to seek a variation to the timing of the
project.
FINANCIAL IMPLICATIONS:
Direct and indirect impact
on current and future budgets
The extra funds will supplement
those already earmarked for works at Boulton’s Crossing. The impact will be
positive.
Source of fund and any
variance to working funds
Not required.
Service level changes and
resourcing/staff implications
The Manager, Business
Development, will manage the amenities building improvement and installation of
the barbeques as he is acting Reserve Manager.
Attachments:
There are no attachments for this report.
Ordinary Council Meeting 28
November 2013
Assistant
General Manager Engineering Services Report
ITEM 11.5 DA2013/127 281113 Request for modification to Council
footpath adjacent to 35 - 39 Valla Beach Road, Valla Beach
AUTHOR/ENQUIRIES: Keith Williams, Manager Technical Services
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Summary:
Developers carrying out
additions and extensions to the existing commercial premises at 35-39 Valla
Beach Road have requested Council consider approving minor reshaping of the
footpath adjacent to the car park of their development.
Council staff did not provide
approval to construct the batter on Council’s asset and the applicant has now
requested an onsite inspection with Councillors. The inspection has been
scheduled onsite for 3.30pm Thursday 28 November 2013.
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Recommendation:
That Council advise the
owners of 35-39 Valla Beach Road approval is not granted to reshape the
public footpath adjacent to the development site to create a batter on
Council’s land.
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OPTIONS:
Council
approve reshaping and turfing of the public footpath adjacent to the
development site to create a batter on Council’s land subject to its
installation and ongoing maintenance to the satisfaction of Council staff and
the submission of a $2,000 maintenance bond for a period of 5 years.
DISCUSSION:
Council staff received a request
to approve reshaping of part of the public footpath area that extends from
Valla Beach Road to Max Graham Drive, Valla Beach. The works as proposed will
coincide with the reconstruction of a private car park adjacent to the
footpath. The proposal does not affect the actual concrete paving, rather the
landscaped area separating it from the development for an approximate width of
3.5 metres.
The primary reason to carry out
the reshaping works is to reduce the level difference between the finished
level of the car park surface and the adjacent footpath (drop off).
Relevant consent conditions for
this development, DA2013/127, include the submission of plans for retaining
walls that exceed 600mm in height and car parking plans which need to comply
with AS 2890. 1:2004 Part 1: Off Street Parking Facilities.
AS 2890.1 2004 contains warrants
for physical controls for off street car parks and recommends installing
physical barriers (guardrail) where the drop off from the edge of the deck to a
lower level exceeds 600mm, further where the drop off is between 150mm and
600mm only wheel stops may be provided.
The existing car park adjacent to
the commercial premises is in disrepair, is a significant hazard to any users
and needs replacing. The existing maximum drop off from the concrete car park
to Council's footpath reserve is in excess of 1200mm.
The developer’s engineer, John
Hembry & Associates, offers the following points in support of their
request:
“1 By removing and re-grading part of existing slab, the
drop-off can be controlled to a maximum of 900mm;
2 This 900mm drop-off can be further reduced by including a
small batter to Council's reserve, reducing the drop off to less than 600mm
will reduce the physical control requirement to wheel stops in lieu of
guardrail
3 This batter will be a maximum of 3.5m wide (measured from
common boundary), will be at a 1 in 6 gradient and will involve a maximum
change in level within the reserve of approximately 550mm;
4 It is proposed that this new embankment will be turfed.
5 Importantly, the concrete carpark apron, integrated kerb
and footings will NOT rely on the presence of the new embankment for structural
stability as it is proposed to gain that support from a line of bored concrete
footing piers within the private property.”
John Hembry
& Associates provided further details of the proposal as follows:
· “The drop-off
from carpark to 'finished surface' levels within the reserve is reduced to
approximately 400mm. This is significantly less that the maximum drop-off of
600mm allowed under AS 2890.2004 before physical vehicle barriers are required.
Physical vehicle barrier would be in the style of Armco guard rail or similar.
Minimising this kind of 'heavy' barrier treatment in this light
commercial/residential area is considered an advantage.
· The present
differential in levels that exist between this carpark and the footpath reserve
are ugly present an unnecessarily high climb/fall danger to carpark users and
the public. This differential will be greatly reduced by this proposal.
· The proposed
grass batter slope of 1 in 6 is significantly flatter than the maximum
desirable ride-on mowing batter of 1 in 4. The end result does not increase in
any way Council's liability in this area.
· The opportunity
remains for beautification via a row of small trees between the existing
concrete path and the carpark. The clients would be happy to contribute
towards tree planting costs.
· The embankment
will not be relied upon for any structural support for the carpark,
embankment thereunder or any other private asset.
· As a means of
indicating the edge of the carpark (and boundary) to vehicles reversing from
the designated car spaces it is proposed to provide a light form of post and
top rail (or heavy rope) at the AS 2890 recommended 1300mm above concrete
level. This lighter sight barrier approach will be more conducive to the use
and amenity of this area (in my opinion).
Initial
concerns for public safety and liability issues have been satisfied as the
embankment will not be relied for structural support of the car park. Council
however needs to consider a number of issues when considering the merits of the
proposal:
· Provision for
on-going maintenance of the footpath, particularly in the event of the
development being sold to others not so willing to maintain areas outside of
the boundary;
· Developers
should keep all aspects of the development within the boundaries of their site
and not rely on council land to be adjusted to suit development finished
levels;
· Council would be
setting a precedent and would be expected to provide similar use of its land on
request for future private projects with increasing levels of expectation.”
After considering the issues
above and following discussions with the Assistant General Manager Engineering
Services and Manager Civil Works, the applicants were advised as follows:
“After consideration of your proposal we acknowledge the proposed
batter detailed is not considered a structural element to support the car park
and the slope would not pose a hazard. We cannot however approve the use of
council land as a means to support, improve or enhance a private development.
The development in its entirety needs to be contained solely within the
development site. If the proposal was approved there would be a perception of
either favouritism or an expectation that council would become involved in
approving similar and escalating uses of its land to support private projects.”
CONSULTATION:
Assistant
General Manager Engineering Services
Manager Civil
Works
John Hembry
and Associates
Applicants
SUSTAINABILITY
ASSESSMENT:
Environment
No
environmental impact as a result of the recommendation, other than the footpath
will need to be maintained by council if the proposal is not approved.
Social
No social
impact as a result of the recommendation.
Economic
No economic
impact as a result of the recommendation.
Risk
There is a
risk of setting a precedent for other developers to exploit if the proposal is
adopted.
FINANCIAL
IMPLICATIONS:
Direct
and indirect impact on current and future budgets
Nil
Source
of fund and any variance to working funds
Nil
Service
level changes and resourcing/staff implications
Ongoing
maintenance of the footpath if the developers renounce it.
Attachments:
There are no attachments for this report.
