Special Council Meeting


03 April 2017


Council has adopted the following Vision and Mission Statements to describe its philosophy and to provide a focus for the principal activities detailed in its Management Plan.


Our Vision

Nambucca Valley ~ Living at its best.


Our  Mission Statement


‘The Nambucca Valley will value and protect its natural environment, maintain its assets and infrastructure and develop opportunities for its people.’


Our Values in Delivery

·                Effective leadership

·                Strategic direction

·                Sustainability of infrastructure and assets

·                Community involvement and enhancement through partnerships with Council

·                Enhancement and protection of the environment

·                Maximising business and employment opportunities through promotion of economic development

·                Addressing social and cultural needs of the community through partnerships and provision of facilities and services

·                Actively pursuing resource sharing opportunities



Council Meetings:  Overview and Proceedings


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



How can a Member of the Public Speak at a Council Meeting?


1        Addressing Council with regard to an item on the meeting agenda:


Members of the public are welcome to attend meetings and address the Council.  Registration to speak may be made by telephone or in person before 2.00 pm on a meeting day.  The relevant agenda item will be brought forward at 5.30 pm in agenda order, and dealt with following preliminary business items on the agenda.  Public addresses are limited to five (5) minutes per person with a limit of two people speaking for and two speaking against an item. 


2        Public forum address regarding matters not on the meeting agenda:


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


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


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


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


Speakers should address issues and refrain from making personal attacks or derogatory remarks.  You must treat others with respect at all times.”



Meeting Agenda


These are available Council’s website:







Special Council Meeting  - 03 April 2017


AGENDA                                                                                                   Page


1        APOLOGIES




5        Assistant General Manager Engineering Services Report

5.1     Tender RFT-658-TO CCWS Regional Waste Management Services for the Kerbside Bulky Goods Collection........................................................................................................................ 6    

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

6.1     Confidential - Tender RFT-658-TO CCWS Regional Waste Management Services for the Kerbside Bulky Goods Collection

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


            a      Questions raised by Councillors at Error! Reference source not found. above






                   iv       DEAL WITH MOTION TO CLOSE THE MEETING










Description: nambucca valley nsc





Name of Meeting:


Meeting Date:


Item/Report Number:


Item/Report Title:






declare the following interest:






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















Council’s Email Address –


Council’s Facsimile Number – (02) 6568 2201


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




(Local Government Act and Code of Conduct)



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

(Local Government Act, 1993 section 442 and 443)


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


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



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


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


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

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

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

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



Special Council Meeting                                                                                                        3 April 2017

Assistant General Manager Engineering Services Report

ITEM 5.1      SF674              030417         Tender RFT-658-TO CCWS Regional Waste Management Services for the Kerbside Bulky Goods Collection


AUTHOR/ENQUIRIES:    Paul Gallagher, Assistant General Manager - Engineering Services; Simon Chapman, Civic Services Coordinator         




Councillors received a confidential report on Thursday 30 March 2017 for the tender associated with the waste collection and processing services contract, and resolved to defer the consideration on the ‘Kerbside Bulky Clean-up Collections until the Extra Ordinary Council meeting scheduled for Monday 3 April 2017.


Councillors were previously provided with a discussion paper for kerbside bulky goods with the confidential report on Thursday 30 March 2017, and another copy is attached with the confidential report for this meeting.


The Coffs Coast Region Resource Recovery and Waste Management Strategy 2015-2027, as adopted by Council, sets out 7 Key Result Areas (KRAs) aimed at achieving the strategic vision for regional waste services. Specifically, the following KRAs are to be taken into account in relation to the future of kerbside bulky waste services:


§ KRA 1:      Avoid and Reduce Waste Generation

      Objective 1.1 Reduce the quantity of waste generation per person


§ KRA 2:      Increasing Recycling

      Objective 2.1 Increase the recycling rate for Municipal Solid Waste


§ KRA 3:      Divert More Waste from Landfill

      Objective 3.1 Increase total waste diverted from landfill


§ KRA 6:      Reduce Illegal Dumping

      Objective 6.1 Reduce the incidence of illegal dumping in the region by 2021


There are many issues associated with a kerbside bulky goods collection service and the commencement of the new Waste Collection Contract on 5 March 2018 provides opportunity to alter the service model to ensure that it is:


§ in line with community needs and desires;

§ environmentally, socially and economically sustainable; and

§ consistent with the objectives of the Coffs Coast Waste Services (CCWS) Waste Strategy.


This report now seeks Council determination on the collection service for the Kerbside Bulky Goods within the Regional Waste Management Services Contract (RFT-658-TO). 





That Council adopts the recommendation for Kerbside Bulky Goods Collection as detailed within the confidential report for the tenders received for the Regional Waste Management Services, Contract RFT-658-TO.






a    Adopt the recommendation.

b    Amend the recommendation provided to Nambucca Shire Council adopting an alternative/s.

c    Reject the recommendation provided to Nambucca Shire Council and adopt an alternative/s.





Kerbside Bulky Goods Collection option costs and definition of service:


This report has been prepared for Nambucca Shire Council to adopt a position for kerbside bulky goods collection service, evaluate the alternative options and review the service option(s) for Nambucca Shire Council that will deliver the best environmental, social and economic outcomes for the Nambucca LGA during the next contract period. 


Option 1      Scheduled services comprising of two collections per premises per annum (was the ‘status quo’ for Nambucca Shire prior to the introduction of the trial voucher system):


Option 2      One scheduled collection and one voucher per premises per annum:

                   The contractor provides one (1) kerbside bulky goods scheduled collection service and one disposal voucher in accordance with the contract. The scheduled service will be zoned and scheduled by the contractor and approved by Council. (Vouchers enable residents to self-haul their waste to the waste facility with ‘free’ entry).


Option 3      Dial up on-call services for two collections per premises per annum:

                   The contractor provides two (2) kerbside bulky clean up dial-up collection services. These services provided to premises that have booked the services and are approved by Council.


Option 4      Dial up on call user-pays services two collections per premises per annum:

                   The contractor provides two (2) kerbside bulky goods dial-up user pays Collection Services in accordance with the Contract. These services are to be provided to Premises that have booked and paid for the services and are approved by Council.


Option 5      Voucher system for collection and/or disposal:

                   For each contract year the contractor supply and administer to each residential premise two waste management vouchers. The vouchers will allow residents on the domestic waste collection route to dispose of their waste directly to Council’s Waste Management Facility.


                   Two vouchers together will allow residents one on-call Bulky Goods collection service in each Contract Year. The contractor administers the voucher system for the contract term. Residents request the voucher(s) from the contractor.


Option 6      Voucher system for disposal:

                   For each contract year the contractor supply and administer to each approved domestic waste charge paying premises two disposal vouchers. The disposal vouchers will allow residents to dispose of their waste directly to Council’s Waste Management Facility. The contractor administers the voucher system for the contract term.

                   Residents request a voucher(s) from the contractor. (Vouchers enable residents to self-haul their waste to the waste facility with ‘free’ entry).


Trial Voucher System


Nambucca Shire Council moved away from the scheduled kerbside bulky goods collections in town areas to a trial voucher system that included not only the town areas but the rural areas as well in the past 12 months which will continue until the end of the current collection contract (February 2018). 


Residents have to apply for the vouchers over the phone by ringing the CCWS Hotline 1800 number– and the vouchers are mailed to the applicant once approved. Vouchers are electronically barcoded and tracked - whereby once a voucher was redeemed that voucher would then become invalid. Vouchers would be valid during the financial year of issue only.


Current voucher redemption rates under the trial to date:





















The Nambucca Shire has a rate base of 9387 and a non-rateable base of 189 totalling 9576.  This is made up of 8249 town properties and 1327 rural properties.





Assistant General Manager Engineering Services

Coordinator Civic Services

Coffs Coast Waste Service

Impact Environmental







The provisions of the proposed new regional waste management services contracts reflect and support the targets and key performance indicators of the councils adopted ‘Coffs Coast Region Resource Recovery and Waste Management Strategy: 2015-2027’, and those set out by the NSW Environment Protection Authority in the ‘NSW Waste and Resource Recovery Strategy 2014-2021’.


CCWS provide some of the highest levels of waste services, recycling, reuse and processing in Australia. The proposed new regional waste management services contracts will have no adverse environmental impact, as it would ensure existing services will be maintained.


The new contracts will see an improvement to the already high levels of resource recovery being achieved – for example: an extended range of recyclables will be acceptable in the recycling bins from the commencement date. The proposed new fleet of waste collection vehicles are required to be emission compliant to Australian and international standards, and their maintenance and servicing regime will ensure a high quality fleet.




There is unlikely to be any adverse social impact by the new regional waste management services contracts. Local employment and investments will continue, and the service will continue to enhance community wellbeing, by providing a high quality service to the community.




The new regional waste management services contracts will provide local employment and services for the community. It will not impact on the positive economic viability that a best practice waste management service currently provides. High quality waste management services will continue to enhance tourism and its economic benefits.





The major risks that have been identified, evaluated and mitigated are:


1    Compliance with the Local Government Act and Regulations with regard to the tender processes.


2    Calling of Tenders with a short Tender and ‘tooling up’ period could result in a non-competitive tender process and possible below standard submissions, as well as the high risk of lowering levels of service.





Direct and indirect impact on current and future budgets:


Expenditure for the new regional waste management services contracts is currently included in the Domestic and Non-Domestic Waste Services budgets. The new regional waste management services contracts, as recommended, are not expected to adversely affect the Operation Plan or Delivery Program. 


Source of fund and any variance to working funds:


There are no variations with anticipated savings on the annual domestic waste management charge.


Service level changes and resourcing/staff implications:


No identifiable changes or implications at this point.



There are no attachments for this report.