TIME

DESCRIPTION

WHERE

OFFICER

4.30 pm

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

CC

AGMCS

&

AGMES

5.30 pm

Presentation of prizes & certificates for the MIDROC Woodsmoke Program

CC

Mayor

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

Cr Rhonda Hoban (Mayor)

Cr John Ainsworth

Cr Bob Morrison

Cr Brian Finlayson

Cr Anne Smyth

Cr Kim MacDonald

Paul Gallagher (Acting General Manager)

Scott Norman (AGM Corporate Services)

Monika Schuhmacher (Minute Secretary)

CONFIRMATION OF MINUTES - Ordinary Council Meeting 28 August 2014

429/14 RESOLVED:        (Smyth/Finlayson)

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

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

430/14 RESOLVED:        (MacDonald/Finlayson)

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

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

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

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

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

431/14 RESOLVED:        (Smyth/MacDonald)

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

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

432/14 RESOLVED:        (Smyth/MacDonald)

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

2        That Council thank Mr Turbill for his informative presentation.

DELEGATIONS

There were no delegations or public forums.

ITEM 9.1      SF959                110914      Outstanding Actions and Reports

433/14 RESOLVED:        (Ainsworth/Smyth)

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

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

434/14 RESOLVED:        (Finlayson/Ainsworth)

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

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

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

435/14 RESOLVED:        (MacDonald/Ainsworth)

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

ITEM 9.4      SF1148              110914      Council Rangers' Report August 2014

436/14 RESOLVED:        (Ainsworth/Smyth)

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

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

437/14 RESOLVED:        (Smyth/MacDonald)

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

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

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

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

438/14 RESOLVED:        (Ainsworth/Finlayson)

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

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

439/14 RESOLVED:        (MacDonald/Smyth)

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

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

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

440/14 RESOLVED:        (Ainsworth/MacDonald)

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

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

441/14 RESOLVED:        (Ainsworth/Finlayson)

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

ITEM 9.11    SF265                110914      Amended Debt Recovery Policy

442/14 RESOLVED:        (Finlayson/MacDonald)

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

ITEM 10.1    SF1755              110914      Progress Report - Business Services Unit

443/14 RESOLVED:        (Finlayson/Smyth)

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

ITEM 10.2    SF251                110914      Schedule of Council Public Meetings

444/14 RESOLVED:        (Ainsworth/MacDonald)

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

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

445/14 RESOLVED:        (Finlayson/Ainsworth)

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

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

446/14 RESOLVED:        (Ainsworth/Finlayson)

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

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

447/14 RESOLVED:        (Smyth/Finlayson)

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

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

448/14 RESOLVED:        (Ainsworth/MacDonald)

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

ITEM 10.7    SF1991              110914      Investment Report To 31 August 2014

449/14 RESOLVED:        (Ainsworth/Morrison)

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

ITEM 10.8    SF24                  110914      Donation to Nambucca Heads Primary School

450/14 RESOLVED:        (Smyth/Morrison)

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

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

Motion:      (Ainsworth/Smyth)

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

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

Amendment:       (Hoban/Finlayson)

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

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

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

452/14 Resolved:        (Hoban/Finlayson)

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

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

Summary:

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

Recommendation:

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

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

3              That the election of Deputy Mayor proceeds.

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

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

Summary:

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

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

i)          Donnelly-Welsh Playing Fields

ii)          Macksville Showground

iii)         North Macksville Playing Fields

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

Recommendation:

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

COMMITTEE OF MANAGEMENT

ROSTER FOR AGM ATTENDANCE

Argents Hill Hall

Cr Paula Flack

Australia Day

General Manager

Bowraville Folk Museum (*)

Cr Brian Finlayson

Burrapine Public Hall

General Manager

Coronation Park

Cr Anne Smyth

Crosswinds Wetland Nature Reserve

Cr Kim MacDonald

Donnelly-Welsh Playing Fields

Cr Ainsworth

EJ Biffin Playing

Cr Rhonda Hoban (Mayor)

Eungai District Memorial Hall

General Manager

Gordon Park Rainforest

Cr Anne Smyth

Gordon Park Tennis Club

Cr Anne Smyth

Grants Hall & B’Ville District Youth Club

Cr Martin Ballangarry OAM

Gumma Reserve (Boultons Crossing) **

Cr John Ainsworth

Macksville Gift

Cr Kim MacDonald

Macksville Park and Sports

Assistant General Manager Engineering Services

Macksville Senior Citizens Centre

Cr Elaine South

Macksville Tennis Courts

Assistant General Manager Engineering Services

Mary Boulton Pioneer Cottage & Museum

Cr John Ainsworth

Missabotti Community Centre

Cr Paula Flack

Nambucca District Band

Cr Martin Ballangarry OAM

Nambucca District Historical Society Museum

Cr Anne Smyth

Nambucca Entertainment Centre

Cr Bob Morrison

Nambucca Heads Senior Citizens Centre (*)

North Macksville Playing Fields & Soccer Club (**)

Scotts Head Events Committee

Assistant General Manager Corporate Services

Scotts Head Sports Field

Assistant General Manager Corporate Services

Scotts Head Tennis Courts

Assistant General Manager Corporate Services

South Arm Hall

Cr Martin Ballangarry OAM

Talarm Hall and Welsh Pioneer Park

Cr Brian Finlayson

Taylors Arm Hall

Cr Elaine South

Taylors Arm Sports Reserve

Cr Elaine South

Tewinga  Community Centre

Cr Bob Morrison

Unkya Reserve

General Manager

Valla Beach Tennis Club

Cr Hoban

Valla Beach Community Association

Cr Hoban

Valla Public Hall

Cr Hoban

Warrell Creek Public Hall

General Manager

Summary:

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

Recommendation:

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

The following table is a report on all outstanding resolutions and questions from Councillors (except development consents, development control plans & local environmental plans). Matters which are simply noted or received, together with resolutions adopting rates, fees and charges are not listed as outstanding actions. Where matters have been actioned they are indicated with strikethrough and then removed from the report to the following meeting. Please note that the status comments have been made one week before the Council meeting.

Recommendation:

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

FILE

NO

COUNCIL

MEETING

SUMMARY OF MATTER

ACTION

BY

STATUS

MARCH 2011

1

DA2010/234

17/3/11

Council develop a policy as to the cumulative impacts of locating fill on the floodplain at Macksville and also review the matrix in the Floodplain Risk Management Plan

GM

Brief to be prepared and new floodplain study to be undertaken during 2011.

RTA has now engaged Consultants to prepare a new full and comprehensive flood study which will be provided to Council upon completion. At this time Council will be able to proceed to complete a new Flood Plain Risk Management Plan incorporates a revised matrix.

DEP advised meeting arranged with RTA.

Draft flood study likely to be presented to Council May/June 2012.

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

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

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

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

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

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

JULY 2011

2

SF1031

21/7/11

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

GM

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

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

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

Work to commence in 2014.

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

OCTOBER 2011

3

SF1460

17/11/11

Structure of the Farmland (rate) Category be changed to incorporate the statutory minimum with ad valorem maintaining yield. Council undertake a review of the farmland criteria to better reflect high intensity pursuits.

AGMCS

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

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

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

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

AUGUST 2013

4

SF1031

14/08/13

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

AGMES

Report in September 2013.

Deferred to October 2013.

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

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

Staff on leave during December – deferred until February 2014.

Deferred until April – Staff dealing with landslips.

Deferred until May 2014

Deferred until June 2014

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

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

NOVEMBER 2013

5

SF1817

13/11/13

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

AGMES

Letter sent to RMS 15 November 2013.

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

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

Letter sent to RMS 6 June seeking update on progress.

RMS advised, still under investigation.

6

SF642

28/11/13

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

AGMES

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

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

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

DECEMBER 2013

7

SF1830

11/12/13

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

GM

Report February/March 2014

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

Grant officer has made enquiries about Grant Scheme.

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

8

SF1842

11/12/13

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

GM

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

Report produced.

JANUARY 2014

9

SF1855

16/01/14

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

GM

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

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

Concepts reported to LATC meeting held on 3 June 2014.

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

FEBRUARY 2014

10

SF1755

13/02/14

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

AGMCS

Report to March 2014.

Deferred to April 2014.

Deferred to May 2014.

Financial Briefing at the Budget Meeting on 22 May 2014.

Asset Management briefing to meeting 12 June

Invitations emailed to all Councillors 27/5 -

Papers to be distributed prior to the meeting.

Report on asset accounting to Council in August.

BSU report September.

11

SF844

27/02/14

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

AGMES

Report July 2014

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

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

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

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

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

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

MARCH 2014

12

SF125

SF1933

27/3/14

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

GM

MHR

Report in May 2014

Deferred to June 2014

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

Deferred to July.

Deferred to August due to end of year wrap up.

Deferred to September.

Report underway deferred to October.

13

SF841

SF1933

27/3/14

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

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

AGMES

Letter sent 24 April 2014 (TRIM 9433/2014)

Letter drafted 3 April 2014

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

Response provided to Councillors.

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

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

APRIL 2014

14

PRF54

10/4/14

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

GM

Report October 2014

15

PRF54

10/4/14

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

GM

To be scheduled – second half of 2014

MAY 2014

16

SF1496

15/5/14

Commercial Fishing –

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

GM

Letters sent 6 June 2014.

Follow up letter sent 18 August 2014.

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

17

SF1948

29/5/214

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

GM

Letter sent w/e 6/6/2014

JUNE 2014

18

SF1933

12/06/14

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

GM

Report to Council August 2014.

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

19

SF988

12/06/14

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

GM

Letter sent 20 June 2014

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

20

SF988

12/06/14

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

GM

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

Follow up letter to be sent 8 August 2014.

21

SF732

26/06/14

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

GM

Awaiting next round of the Government’s dredging program.

22

SF688

26/06/14

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

GM

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

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

23

SF90

29/06/14

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

AGMES

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

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

24

SF1496

29/06/14

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

GM

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

JULY 2014

25

SF1480

31/07/14

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

GM

Report to 28 August 2014

Deferred to September 2014

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

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

26

SF791

31/07/14

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

GM

Report in September 2014.

Unexpected leave – deferred to October 2014.

27

SF791

31/07/14

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

GM

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

28

SF791

31/07/14

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

GM

Report November 2014

AUGUST 2014

29

SF1933

14/08/14

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

AGMES

Awaiting receipt of proposal.

30

SF1148

14/08/14

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

AGMES

Report March 2015

31

SF1933

28/08/14

That Council receive a report regarding:

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

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

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

That Council undertake a site inspection of the Skate Park.

GM

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

32

SF595

28/08/14

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

AGMES

March 2015

33

SF247

28/08/14

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

AGMES

October 2014

SEPTEMBER 2014

34

SF791

11/09/14

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

GM

Report February 2015.

1

27438/2014 - Fisheries NSW response

Ordinary Council Meeting - 25 September 2014

Outstanding Actions and Reports

Summary:

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

Recommendation:

That Council adopt the recommendations in the report.

Aspect of the Service

Questions

Organisational structure

What is the staff structure?

How many locations are involved?  Can locations be combined?

Can “like” services be co-located?

Processes, procedures, work practices and tools

Are there duplicate processes?  Are there process gaps?

Where and what are the opportunities for improvement?

How can technology be used?

Resource use

Can resource use be optimised or reduced?

Can assets or infrastructure be consolidated or used more efficiently?

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

Community facilities

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

Is there duplication with other nearby facilities?

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

Do they generate a relatively low income from usage?

Staff productivity

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

Would training increase productivity?  Can overtime levels be reduced?

Can incentives and rewards be provided?

Can staff outputs be monitored with appropriate measures?

Regulations

Can regulatory controls be reviewed?

Will lobbying for legislative change improve efficiency/maximise productivity?

Suggestion 1

Change from Weekly to Fortnightly Pays (Manager Human Resources)

Savings/Benefit

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

GM comment

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

Recommend

That Council move to fortnightly pay.

Suggestion 2

Address Council’s growing Long Service Leave Liability by:

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

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 3

Address Council’s Sick Leave Liability (General Manager)

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 4

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 5

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 6

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

Savings/Benefit

Extended staff coverage

GM Comment

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

Recommend

There be no change to the 9 day fortnight system.

Suggestion 7

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 8

Savings Identified in Information Technology budget (Manager Information Technology)

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 9

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

Savings/Benefit

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

GM Comment

Agreed.

Recommend

That Council accelerate its migration to e-services.

Suggestion 10

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 11

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 12

Increase time allocated to parking enforcement (Business Services Unit)

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 13

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

Savings/Benefit

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

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

GM Comment

I agree with and support the initiative.

Recommend

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

Suggestion 14

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

Savings/Benefit

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

GM Comment

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

Recommend

No action be taken.

Suggestion 15

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

Savings/Benefit

To stop vandalism of the timber structures

GM Comment

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

Recommend

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

Suggestion 16

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

Savings/Benefit

The suggestion is aimed at reducing labour costs.

GM Comment

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

Recommend

That the cost of a letter folding machine be investigated.

Suggestion 17

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

Savings/Benefit

The suggestion is aimed at reducing labour costs.

GM Comment

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

Recommend

That the cost of a cheque scanner be investigated.

Suggestion 18

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 19

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 20

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

Savings/Benefit

Less staff time, reduced cost

GM Comment

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

Recommend

Council staff always reply by email to emailed correspondence.

Suggestion 21

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 22

Fleet Management Software (Manager Assets)

Savings/Benefit

Optimise fleet usage and replacement

GM Comment

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

Recommend

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

Suggestion 23

GPS Fleet and Asset Management Solutions (Manager Assets)

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 24

Video Inspections (Manager Assets)

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 25

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

Savings/Benefit

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

GM Comment

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

Recommend

Continue current work on developing and reviewing asset management plans.

Suggestion 26

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 27

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 28

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion 29

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

Savings/Benefit

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

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

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

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

GM Comment

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

Recommend

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

Suggestion 30

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

Savings/Benefit

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

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

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

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

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

GM Comment

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

Recommend

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

Suggestion 31

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion A

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion B

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion C

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

Savings/Benefit

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

GM Comment

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

Recommend

That the insurance cover for RFS fire sheds remain.

Suggestion D

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion E

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion F

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Suggestion G

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

Savings/Benefit

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

GM Comment

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

Recommend

That no further action be taken.

Suggestion H

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

Savings/Benefit

Will assist senior management and staff with improved time management.

GM Comment

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

Recommend

There be no change to Council’s meeting arrangements.

Suggestion I

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

Savings/Benefit

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

GM Comment

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

Recommend

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

Summary:

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

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

Recommendation:

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

Definition

Criteria/Benchmarks

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

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

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

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

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

Infrastructure Backlog Ratio (<2%)

Asset Maintenance Ratio (>1)

Debt Service Ratio (>0 and less than 0.2)

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

Real Operating Expenditure per capita over time.

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

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

Summary:

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

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

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

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

Council resolved to approve the modification as follows:

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

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

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

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

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

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

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

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

Recommendation:

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

Condition 1

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

Condition 2

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

1

27505/2014 - SOE - Change to conditions of approval

Ordinary Council Meeting - 25 September 2014

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

Summary:

In accordance with Council resolution from 15 May 2008 meeting, the development applications listed below are in excess of 12 months old (Table 1).

Table 2 is development applications which have been received but not yet determined due to submissions received. In accordance with Minute 848/08 from Council meeting of 18 December 2008, should any Councillor wish to “call in” an application a Notice of Motion is required specifying the reasons why it is to be “called in”.

If an application is not called in and staff consider the matters raised by the submissions have been adequately addressed then the application will be processed under delegated authority. Where refusal is recommended the application may be reported to Council for determination.

Recommendation:

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

DA NO

DATE OF RECEIPT

PROPOSAL

PROPERTY DESCRIPTION

SUBMISSIONS RECEIVED/
STAFF COMMENTS

2014/136

07/08/14

Dwelling-House

Lot 249 DP 755550, 22 Bemago Street, Nambucca Heads

One public submission has been received.

Opposing submission:

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

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

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

Plans being amended

2014/131

01/08/2014

Boundary Adjustment, Rural

Lot 11 DP 730826, 382 Mitchells Road, Valla

One Public submission has been received.

·    Negotiations ongoing with applicant

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

·    Dwelling C has no access outlined on site map

2001/096

11/08/2014

Extractive Industry

Modification

Lot 100 DP 1118337, 491 Valla Road, Valla

Three Public submissions have been received.

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

·      EPA monitoring at home and noise exceeded limits

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

·      Should not have to sell home

·      No trust in law and monitoring of the extractive industries

·      Illness following last blast for approximately 20 minutes

·      Altering an amendment approved in May 2014

·      Altering method of notification

·      Increase in public risk

·      Not notified of urgent blasting

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

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

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

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

Summary:

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

Recommendation:

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

1

27619/2014 - Traffic Solutions Brief

Ordinary Council Meeting - 25 September 2014

Macksville Streetscape Revitalisation - update

Summary:

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

Recommendation:

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

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

1

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

Ordinary Council Meeting - 25 September 2014

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

Summary:

A summary is not required.

Recommendation:

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

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

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

Summary:

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

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

Recommendation:

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

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

Summary:

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

Recommendation:

That Council notes the information.

SUMMARY:

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

Recommendation:

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

MEETING

DATE

VENUE

COMMENCING

Ordinary Council Meeting

11/09/2014

Council Chambers

5.30 PM

Access Committee

23/09/2014

Council Chambers

2.00 PM

Ordinary Council Meeting

25/09/2014

Council Chambers

5.30 PM

Ordinary Council Meeting

16/10/2014

Council Chambers

5.30 PM

Access Committee

28/10/2014

Council Chambers

2.00 PM

Ordinary Council Meeting

30/10/2014

Council Chambers

5.30 PM

Water Supply Steering Committee

05/11/2014

Council Chambers

10.45 AM

Ordinary Council Meeting

13/11/2014

Council Chambers

5.30 PM

Access Committee

25/11/2014

Council Chambers

2.00 PM

Ordinary Council Meeting

27/11/2014

Council Chambers

5.30 PM

Ordinary Council Meeting

11/12/2014

Council Chambers

5.30 PM

Summary:

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

Recommendation:

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

1

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

2

23029/2014 - Treasurers and Presidents reports

Ordinary Council Meeting - 25 September 2014

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

Ordinary Council Meeting - 25 September 2014

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

Summary:

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

Recommendation:

That Council endorse the Minutes of the Committee of Management for the Warrell Creek Hall’s Annual General Meeting held on 3 September 2014 and thank the outgoing Committee for their work in the past twelve months.

1

26900/2014 - Minutes of AGM held 3 September 2014

Ordinary Council Meeting - 25 September 2014

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

Summary:

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

Recommendation:

That Council receive and note the report.

Date

No. Deaths

Area (ha)

Losses

Location(s)

1938 December - 1939 January

13