Ordinary Council

 

Business Paper

 

date of meeting:

 

Wednesday 19 April 2017

location:

 

Council Chambers

17 Burrawan Street

Port Macquarie

time:

 

5.30pm


Community Vision                                  A sustainable high quality of life for all

 

 

 

 

Community Mission                               Building the future together

                                                                  People Place Health Education Technology

 

 

 

 

Council’s Corporate Values                  é   Sustainability

                                                                  é   Excellence in Service Delivery

                                                                  é   Consultation and Communication

                                                                  é   Openness and Accountability

                                                                  é   Community Advocacy

 

 

 

 

Council’s Guiding Principles                é  Ensuring good governance

                                                                  é  Looking after our people

                                                                  é  Helping our community prosper

                                                                  é  Looking after our environment

                                                                  é  Planning & providing our infrastructure

 


How Members of the Public Can  Have Their Say at Council Meetings

Council has a commitment to providing members of the public with an input into Council's decision making.  The Council's Code of Meeting Practice provides two (2) avenues for members of the public to address Council on issues of interest or concern at the Ordinary Council Meeting.   These are:

 

Addressing Council on an Agenda Item:

If the matter is listed in the Council Business Paper, you can request to address Council by:

·       Completing the Request to Speak on an Agenda Item at a Council Meeting”, which can be obtained from Council’s Offices at Laurieton, Port Macquarie and Wauchope or by downloading it from Council’s website.

·       On-line at

http://www.pmhc.nsw.gov.au/About-Us/How-Council-Works/Council-Committee-Meetings/Request-to-speak-on-an-Agenda-Item

 

Your request to address Council must be received by Council no later than 4:30pm on the day prior to the Council Meeting.

 

Council's Code of Meeting Practice sets out the following guidelines for addressing Council:

·         Addresses will be limited to 5 minutes.

·         If you wish any written information, drawings or photos to be distributed to the Council to support the address, two (2) copies should be provided to the Group Manager Governance & Executive Services prior to the commencement of the meeting.

·         Where speakers wish to make an audio visual presentation, a copy is to be provided to the Group Manager Governance & Executive Services by 4.30pm on the day prior to the Council Meeting.

·         Council will permit only two (2) speakers "Supporting" and two (2) speakers "Opposing" the Recommendation contained in the Business Paper.  If there are more than two speakers supporting and opposing, the Mayor will request the speakers to determine who will address Council.

 

Addressing Council in the Public Forum:

If the matter is not listed in the Council Business Paper, you can request to address Council by:

·       Completing the Request to Speak in the Public Forum at Ordinary Council Meeting”, which can be obtained from Council’s Offices at Laurieton, Port Macquarie and Wauchope or by downloading it from Council’s website.

·       On-line at

http://www.pmhc.nsw.gov.au/About-Us/How-Council-Works/Council-Committee-Meetings/Request-to-speak-in-a-Public-Forum

 

Your request to address Council must be received by Council no later than 4:30pm on the day prior to the Council Meeting.

 

A maximum of eight (8) speakers will be heard in the Public Forum.  Each speaker will be limited to 5 minutes.  Council may ask questions of speakers but speakers cannot ask questions of Council.

 

Council will not determine matters raised in the Public Forum session, however may resolve to call for a further report, when appropriate.

 

Speakers will be allowed to address Council in the Public Forum on the same issue no more than three (3) times in each calendar year.  (Representatives of incorporated community groups may be exempted from this restriction).

 


Ordinary Council Meeting

Wednesday 19 April 2017

 

Items of Business

 

Item       Subject                                                                                                      Page

 

 

01           Acknowledgement of Country............................................................................ 1

02           Local Government Prayer................................................................................... 1

03           Apologies......................................................................................................... 1

04           Confirmation of Minutes.................................................................................... 1

05           Disclosures of Interest..................................................................................... 22

06           Mayoral Minute

06.01..... Mayoral Discretionary Fund Allocations.............................................. 26

07           Confidential Correspondence to Ordinary Council Meeting................................. 27

08           Public Forum................................................................................................... 28

09           Ensuring Good Governance........................................................................... 29

09.01..... Status of Reports From Council Resolutions....................................... 30

09.02..... Disclosure of Interest Return.............................................................. 36

09.03..... Request for Leave of Absence - Councillor Cusato.............................. 38

09.04..... Monthly Financial Review for March 2017............................................ 40

09.05..... Investments - March 2017................................................................... 44

09.06..... T Corp Ratio Targets.......................................................................... 55

09.07..... Draft Integrated Planning and Reporting (IPR) Suite of Documents for Public Exhibition........................................................................................................ 59

09.08..... Asset Management Policy - Consideration of Submissions and Adoption 70

09.09..... Development Assessment Panel Charter............................................. 73

10           Looking After Our People............................................................................... 76

10.01..... Aboriginal Awareness and Understanding Strategy 2013 - 2017 Progress Report........................................................................................................ 77

10.02..... Cultural Plan 2016-2019:  Progress Report.......................................... 80

11           Helping Our Community Prosper................................................................... 83

11.01..... 2016-2017 Community Grants Projects for Endorsement...................... 84

11.02..... Commercial Activities on Council-Managed Land Policy...................... 88

12           Looking After Our Environment...................................................................... 91

12.01..... DA2017 - 49.1 Additions To Existing Dwelling Including Clause 4.6 Objection To Clause 4.3 (Height Of Buildings) Of The Port Macquarie-Hastings Local Environmental Plan 2011 - Lot 390 DP 236950, 5 Vendul Crescent, Port Macquarie............. 92

12.02..... Planning Proposal - Lot 2 DP1091253, Beach Street Bonny Hills, for Pacific Drive Estate Pty Ltd................................................................................. 103

12.03..... Long Term Renewable Energy Strategy............................................. 117

12.04..... Land Development Approvals Process Review Update...................... 121

13           Planning and Providing Our Infrastructure................................................... 125

13.01..... Recommended Item from Local Traffic Committee - 2017 Ironman Triathlon Australia....................................................................................................... 126

13.02..... Recommended Item from Local Traffic Committee - Ulysses Club - Port Macquarie-Wauchope 2017 AGM Event............................................................. 128

13.03..... Pedestrian Access and Mobility Plan for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point............................................................... 130

13.04..... Lookout Road Hard Rock Quarry Planning Agreement....................... 134

13.05..... Town and Village Signage................................................................ 136  

14           Questions for Next Meeting

15           Confidential Matters

Motion to move into Confidential Committee of the Whole............................... 141

15.01..... Review of Organisation Structure

15.02..... T-17-04 LED Digital Display Billboard

15.03..... T-17-10 Supply, Installation and Maintenance Support of Network Microwave Equipment

15.04..... T-17-15 Town Green  East Implementation - Concrete Works Package

15.05..... EOI-17-03 Independent Members of the Cultural Steering Group

15.06..... EOI-17-02 Independent Members of the Economic Development Steering Group

15.07..... T-16-06 Advertising on and Maintenance of Transport Assets

Adoption of Recommendations from Confidential Committee of the Whole

 


AGENDA                                                                                Ordinary Council      19/04/2017

Item:          01

Subject:     ACKNOWLEDGEMENT OF COUNTRY

 

"I acknowledge that we are gathered on Birpai Land. I pay respect to the Birpai Elders both past and present. I also extend that respect to all other Aboriginal and Torres Strait Islander people present."

 

 

Item:          02

Subject:     LOCAL GOVERNMENT PRAYER

 

A Minister from the Combined Churches of Port Macquarie will be invited to deliver the Local Government Prayer.

 

 

Item:          03

Subject:     APOLOGIES

 

RECOMMENDATION

That the apologies received be accepted.

 

 

Item:          04

Subject:     CONFIRMATION OF PREVIOUS MINUTES

Recommendation

That the Minutes of the Ordinary Council Meeting held on 15 March 2017 be confirmed.

 


MINUTES                                                                             Ordinary Council Meeting

                                                                                                                        15/03/2017

 

 

 

PRESENT

 

Members:

 

Councillor Peter Besseling (Mayor)

Councillor Rob Turner

Councillor Michael Cusato

Councillor Peter Alley

Councillor Justin Levido

Councillor Geoff Hawkins

Councillor Lisa Intemann

Councillor Lee Dixon

 

 

Other Attendees:

 

General Manager (Craig Swift-McNair)

Acting Director of Community and Economic Growth (Liesa Davies)

Director of Corporate and Organisational Services (Rebecca Olsen)

Director of Development and Environment Services (Matt Rogers)

Director of Infrastructure and Asset Management (Jeffery Sharp)

Group Manager Governance and Executive Services (Blair Hancock)

Governance Support Officer (Bronwyn Lyon)

Communications Manager (Andy Roberts)

 

 

 

The meeting opened at 5:30pm.

 

 

01       ACKNOWLEDGEMENT OF COUNTRY

The Mayor opened the Meeting with an Acknowledgement of Country and welcomed all in attendance in the Chamber.

 

02       LOCAL GOVERNMENT PRAYER

Reverend Judy Taylor from the Wauchope Anglican Church delivered the Local Government Prayer.

 

03       APOLOGIES

RESOLVED:  Turner/Dixon

That the apology received from Councillor Griffiths be accepted.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

04       CONFIRMATION OF MINUTES

RESOLVED:  Levido/Intemann

That the Minutes of the Ordinary Council Meeting held on 15 February 2017 be confirmed.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

05       DISCLOSURES OF INTEREST

 

 

Councillor Dixon declared a Pecuniary Interest in Item 13.05 - Draft Yippin Creek Structure Plan - Consideration of Submissions and Adoption, the reason being that Councillor Dixon has extended family member who is involved in the development.

 

Councillor Cusato declared a Pecuniary Interest in Item 15.01 - T-17-02 Provision of Architectural Design Services for Port Macquarie Airport Terminal Upgrade, the reason being that Councillor Cusato owns a hanger within the Airport.

 

Councillor Cusato declared a Non-Pecuniary, Less Than Significant Interest in Item 15.03 - Services Contract - Maintenance and Support of Security Screening Equipment at Port Macquarie Airport , the reason being that Councillor Cusato owns a hanger in the general aviation area of the Airport.

 

Councillor Levido declared a Non-Pecuniary, Significant Interest in Item 13.04 - South Lindfield Urban Release Area - Update [PP2002-6.1], the reason being that Councillor Levido is a Partner in law firm Donovan Oates Hannaford and the firm acts for the owners of a property within the area being the subject of the report.

 

Councillor Levido declared a Non-Pecuniary, Significant Interest in Item 13.05 - Draft Yippin Creek Structure Plan - Consideration of Submissions and Adoption, the reason being that Councillor Levido is a Partner in law firm Donovan Oates Hannaford and the firm acts for the owners of a property within the Structure Plan area being the subject of the report.

 

 

Councillor Levido declared a Non-Pecuniary, Significant Interest in Item 13.07 - Proposed Changes to the PMH Local Environmental Plan 2011 and Development Control Plan 2013 To Accommodate Urban Growth at Rainbow Beach, the reason being that Councillor Levido is a Partner in law firm Donovan Oates Hannaford and the firm acts for a related entity of the Owner of the property being the subject of the report.

 

Councillor Alley declared a Pecuniary Interest in Item 12.04 - Site Specific LEP Amendments, the reason being that the subject matter of this item includes LEP changes to a property immediately adjacent to property that is owned by the Anglican Church Property Trust, Diocese of Newcastle which holds that property for the benefit of the Anglican Parish of the Camden Haven, of which Councillor Alley serves as the Treasurer on the Parish Council.

 

RESOLVED:  Hawkins/Intemann

That the Disclosures of Interest as presented be noted.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

06.01  Mayoral Discretionary Fund Allocations

RESOLVED:  Besseling

 

That the Mayoral Discretionary Fund allocations for the period 1 December 2016 to 1 March 2017 inclusive be noted.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

06.02  Inquiry into the Operation, Effectiveness and Consequences of the Public Governance, Performance and Accountability (Location of Corporate Commonwealth Entities) Order 2016

RESOLVED:  Besseling

 

That Council note the submission to the Senate Finance and Public Administration Reference Committee in relation to the Inquiry into the Operation, Effectiveness and Consequences of the Public Governance, Performance and Accountability (Location of Corporate Commonwealth Entities) Order 2016.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

07       CONFIDENTIAL CORRESPONDENCE TO ORDINARY COUNCIL MEETING

 

Nil.

 

 

08       PUBLIC FORUM

The Mayor advised of an application to address Council in the Public Forum from:

 

1.    Ms Robyn Sparkes regarding safety for swimmers at Shelly Beach.

 

RESOLVED:  Dixon/Alley

That the above requests to speak in the Public Forum be acceded to.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

08.01     Safety for Swimmers at Shelly Beach

Ms Robyn Sparkes addressed Council in regard to safety for swimmers at Shelly Beach.

 

 

Requests to Speak on an Agenda Item

The Mayor advised of requests to speak on an agenda item, as follows:

Item 13.04 - Ms Michelle Love in opposition of the recommendation.

Item 13.04 - Mr Anthony Thorne in support of the recommendation.

Item 13.05 - Mr Anthony Thorne in support of the recommendation.

Item 13.07 - Ms Susan East in support of the recommendation.

Item 13.07 - Mr Scott Marchant in support of the recommendation.

 

RESOLVED:  Hawkins/Cusato

That the requests to speak on an agenda item be acceded to.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

Suspension of Standing Orders

 RESOLVED:  Alley/Turner

That Standing Orders be suspended to allow Items 13.04, 13.05 and 13.07 to be brought forward and considered next.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

13.04  South Lindfield Urban Release Area - Update [PP2002-6.1]

Councillor Levido declared a Non-Pecuniary, Significant Interest in this matter and left the room and was out of sight during the Council's consideration,  the time being 5:46pm.

Ms Michelle Love of Love Project Management, representing a property owner, addressed Council in opposition of the recommendation and answered questions from Councillors.

Mr Anthony Thorne of King and Campbell, representing landowners, addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Intemann/Dixon

 

That Council:

1.       Amend the South Lindfield Urban Release Area Planning Proposal by omitting the Vilro land and resubmit the Planning Proposal to the Department of Planning and Environment for a revised Gateway Determination.

2.       Amend the draft Koala Plan of Management for the revised Urban Release Area detailed in the report.

3.       Amend the Voluntary Planning Agreements (VPAs) for the South Lindfield Urban Release Area by:

a.       Omitting the Vilro land,

b.       Providing that the road contributions will be quarantined for the construction costs of the northern 50 metres (measures along the common boundary) of the proposed road between Nos 171 and 175 John Oxley Drive and the intersection at John Oxley Drive,

c.       Omitting the requirement for payment of environmental management land contributions.

4.       Proceed with exhibition of the South Lindfield Urban Release Area Planning Proposal subject to a revised Gateway Determination and satisfactory resolution of the above matters.

carried:      7/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann and Turner

Against:       Nil

 

 

13.05  Draft Yippin Creek Structure Plan - Consideration of Submissions and Adoption

 

Councillor Dixon declared a Pecuniary Interest in this matter and left the room and was out of sight during the Council's consideration, the time being 6:10pm.

Councillor Levido declared a Non-Pecuniary, Significant Interest in this matter and remained out of sight during the Council's consideration.

Mr Anthony Thorne of King and Campbell, addressed Council in support of the recommendation.

 

RESOLVED:  Cusato/Alley

 

That Council:

1.       Adopt the draft Yippin Creek Structure Plan, subject to the recommended changes detailed in this report.

2.       Write to all residents, individuals and State agencies who lodged submissions advising of Council’s decision and thanking them for their contribution to the draft Structure Plan for Yippin Creek.

3.       Commence implementation of the Yippin Creek Structure Plan, including:

3.1     Discussions with landowners to gauge the level of interest in and agree a process for implementation of amendments to the Port Macquarie-Hastings Local Environmental Plan 2011 to rezone land in the Structure Plan Area.

3.2     Consideration of the outcomes of 3.1 above in determining strategic planning priorities in the context of the Port Macquarie-Hastings Urban Growth Management Strategy, which is currently under review.   

carried:      6/0

For:   Besseling, Alley, Cusato, Hawkins, Intemann and Turner

Against:       Nil

 Dixon returned to the meeting, the time being 06:15pm.

 

 

13.07  Proposed Changes to the PMH Local Environmental Plan 2011 and Development Control Plan 2013 To Accommodate Urban Growth at Rainbow Beach

 

Councillor Levido declared a Non-Pecuniary, Significant Interest in this matter and remained out of sight during the Council's consideration.

Ms Susan East, representing the Lake Cathie Progress Association and the Bonny Hills Progress Association, addressed Council in support of the recommendation.

Mr Scott Marchant of King and Campbell, representing a landowner, addressed Council in support of the recommendation.

 

RESOLVED:  Turner/Cusato

 

That Council:

1.       As a result of the consideration of submissions, make the changes set out in the attached planning proposal to the draft LEP as described in the report.

2.       Take the necessary steps under sections 58 and 59 of the Environmental Planning and Assessment Act 1979 to finalise Local Environmental Plan 2011 (Amendment No 36) as described in the attached planning proposal.

3.       Adopt the attached draft development control plan provisions for Rainbow Beach and incorporate as part of the area-based provisions of Development Control Plan 2013, to commence on or about the date of commencement of LEP 2011 (Amendment No 36).

4.       Thank in writing all those who made a submission for their contribution and provide information on Council’s decision on the matter.

carried:      7/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann and Turner

Against:       Nil

Councillor Levido returned to the meeting, the time being 06:33pm.

 

 

09.01  Memorandum of Understanding with Norfolk Island Regional Council

RESOLVED:  Intemann/Cusato

 

That Council delegate authority to the General Manager to enter into a Memorandum of Understanding with the Norfolk Island Regional Council for the sharing of information and experience relevant to Local Government practices in New South Wales.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.02  Status of Reports From Council Resolutions

RESOLVED:  Intemann/Cusato

That Council note the information in the Status of Reports from Council Resolutions report.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.03  Request for Leave of Absence - Councillor Hawkins

RESOLVED:  Cusato/Dixon

 

That Council grant leave of absence for Councillor Hawkins for the period 12 April 2017 to 7 June 2017, which includes the Ordinary Meetings of Council scheduled for 19 April 2017 and 17 May 2017.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.04  Designated Persons

RESOLVED:  Levido/Hawkins

That Council determine that the following position become a Designated Person pursuant to the provisions of section 441 of the Local Government Act 1993:

-     Road Safety Co-ordinator.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.05  GIPA Agency Information Guide

RESOLVED:  Hawkins/Alley

 

That Council adopt the attached Government Information (Public Access) Act Agency Information Guide.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.06  Monthly Financial Review for February 2017

RESOLVED:  Hawkins/Cusato

 

That Council adopt the adjustments in the “Financial and Economic Implications” section of the Monthly Financial Review Report for February 2017.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.07  Investments - February 2017

RESOLVED:  Hawkins/Cusato

 

That Council note the Investment Report for the month of February 2017.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.08  Rescission of "Backdating of Pensioner Concession Rebates" Policy

RESOLVED:  Levido/Alley

 

That Council:

1.       Rescind the superseded “Backdating of Pensioner Concession Rebates” Policy.

2.       Note that there is no change to the “Pensioner Concession Rebates Policy” which was adopted in July 2015 and is current policy.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.09  ICT Strategy Implementation Status

RESOLVED:  Hawkins/Turner

 

That Council note the information in the ICT Strategy Implementation Status report.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.10  Six Monthly Delivery Program 2013-2017 - Progress Report (July to December 2016)

RESOLVED:  Intemann/Cusato

 

That the information in the six monthly Delivery Program 2013-2017 progress report (July to December 2016) be noted.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.11  Amendment to 2016-2017 Fees and Charges

RESOLVED:  Levido/Turner

 

That Council adopt the following fees and charges (including GST) for inclusion in the 2016-2017 Schedule of Fees and Charges:

1.       Environment: Issue of Clean Up, Prevention and Noise Control Notices - $520 (GST not applicable);

2.       Burial - Lawn Cemetery - Innes Gardens: Grave Digging Fee - $1,400;

3.       Burial - Lawn Cemetery - Innes Gardens: Grave Digging Fee - Double Depth Beams - 1st Interment - $1,850;

4.       Burial - Lawn Cemetery - Innes Gardens: Grave Digging Fee - Child up to 12 years - $925;

5.       Burial - All General Cemeteries: Port Macquarie General Digging Fee - $1,850;

6.       Burial - All General Cemeteries: Grave Digging Fee - $1,400;

7.       Burial - All General Cemeteries: Grave Digging Fee - Child up to 12 years - $925.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

09.12  Opportunities for Local Firms to do Business with Council

RESOLVED:  Turner/Hawkins

 

That Council request the General Manager develop a draft Local Preference Policy incorporating a 5% Notional Price Offset, to be presented to the April 2017 Ordinary Council Meeting for consideration.

carried:      7/1

For:   Besseling, Alley, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Cusato

 

 

09.13  Submission on the NSW Planning Legislation Updates

RESOLVED:  Intemann/Levido

 

That Council request the General Manager make a submission to the NSW Government on the Planning Legislation Updates as outlined in the Submission on the NSW Planning Legislation Updates report.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

10.01  Recommended Item from the Mayor's Sporting Fund Sub-Committee - February 2017 Meeting

RESOLVED:  Cusato/Alley

That Council, pursuant to the provisions of Section 356 of the Local Government Act 1993, grant financial assistance from the Mayor’s Sporting Fund as follows:

1.    That Harrison Northey be granted the amount of $250.00 to assist him with the expenses he would have incurred travelling to and competing at the NSW State Age Swimming Championships held in Sydney from 12 - 17 December 2016.

2.    That Xander Hicks be advised that his application does not meet the criteria set down by the Mayor’s Sporting fund.  That should Xander gain selection to represent NSW at a State competition in the future; the Mayor’s Sporting Fund would encourage Xander to again apply for assistance.

3.    Annika Toohey be granted the amount of $500.00 to assist her with the expenses she will incur competing as a member of the NSW Under 18’s State Hockey Team at the 2017 Under 18’s National Hockey Championships to be held in Hobart Tasmania from 19 April to 29 April 2017 inclusive.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

10.02  Draft Disability Inclusion Action Plan

RESOLVED:  Alley/Turner

 

That Council:

1.         Place on exhibition the draft 2017-2020 Disability Inclusion Action Plan for a period of 28 days from 27 March to 23 April 2017.

2.         Note that a further report is planned to be tabled at the June 2017 meeting of Council, detailing the submissions received from the public during the exhibition.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

11.01  Planning for Council's Partridge Creek Residential Land Holding

RESOLVED:  Levido/Turner

 

That Council:

1.       Request the General Manager to finalise and lodge a Development Application for the development of Council’s Partridge Creek Residential land holding at Thrumster.

2.       Engage with adjoining land owners as necessary to allow for the Development Application to be finalised.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

11.02  2017-2021 Economic Development Strategy

RESOLVED:  Turner/Cusato

 

That Council:

1.       Place on public exhibition the Draft 2017-2021 Economic Development Strategy for a period of 28 days from 20 March to 17 April 2017 inclusive.

2.       Undertake broad consultation during the exhibition period with industry and business groups.

3.       Note that a further report is planned to be tabled at the 17 May 2017 meeting of Council, detailing the submissions received from the public during the exhibition period.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

12.01  Draft Waste Strategy 2017 - 2024

RESOLVED:  Intemann/Cusato

 

That Council:

1.       Place the draft Waste Strategy 2017-2024 on public exhibition between 16 March to 14 April 2017.

2.       Note that a further report is planned to be tabled at the May 2017 meeting of Council, detailing the submissions received from the public during the exhibition period.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

12.02  Grant Offers from the NSW Office of Environment and Heritage

RESOLVED:  Levido/Intemann

 

That Council:

1.       Accept grant offers of $48,000 (Koala Road Strike Project) and $14,000 (Koala Monitoring Project) from the NSW Office of Environment and Heritage under the Saving our Species Koala Programme.

2.       Amend the 2017/2018 budget to reflect these grants.

 

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

12.03  Lake Cathie Coastal Management Development Control Plan (DCP) Provisions - Public Exhibition Submissions Report

RESOLVED:  Levido/Intemann

 

That Council:

1.       Adopt the additional provisions to Chapter 2.4 Hazard Management of Port Macquarie-Hastings Development Control Plan (DCP) 2013, as described in this report.

2.       Repeal the Lake Cathie Interim Planning Controls (25 July 2012).

3.       Publish a public notice of this decision and forward a copy of the approved Development Control Plan to the Director General of the Department of Planning within 28 days.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

12.04  Site Specific LEP Amendments

 

Councillor Alley declared a Pecuniary Interest in this matter and left the room and was out of sight during the Council's consideration, the time being 7:14pm.

RESOLVED:  Intemann/Dixon

 

That Council:

1.       Invite the proponents for site specific LEP amemdments at:

a.       Lots 1 and 2 DP 1091253, Beach St Bonny Hills;

b.       Lot 2 DP 771931, Mission Terrace Lakewood;

c.       Lot 435 DP 1222921, Crestwood Dr Port Macquarie;

d.       Lots 37 & 39 DP 1191701, Frogs Rd Sancrox;

to submit fees and information to support the preparation of Planning Proposals for each site.

2.       Commence investigations of a. to d. above as part of Council’s strategic land use planning program.

3.       Consider a further report following the initial investigations and determine whether to proceed with Planning Proposals to rezone the lands in each case.

4.       Consider a further report on the status of all proposed site specific LEP amendments following adoption of the revised Port Macquarie-Hastings Urban Growth Management Strategy and determine priorities in Council’s strategic land use planning program.

carried:      7/0

For:   Besseling, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

Councillor Alley returned to the meeting, the time being 07:15pm.

 

 

13.01  Question From Previous Meeting - Quarries in the Port Macquarie-Hastings Local Government Area

RESOLVED:  Cusato/Dixon

 

That Council note the information relating to recent work undertaken by staff in the management of quarry materials, in particular those used for the maintenance of our unsealed road network.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

13.02  Classification of Public Land - Lots 87 and 89 Deposited Plan 1219489, Boltwood Way, Thrumster

RESOLVED:  Levido/Cusato

 

That Council classify Lots 87 and 89 Deposited Plan 1219489 (land situated on Boltwood Way, Thrumster) as operational land.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

13.03  Proposed Road Naming, Town Beach, Port Macquarie

RESOLVED:  Cusato/Alley

 

That Council:

1.       Pursuant to Section 7 of the Roads Regulation 2008, publicly notify the proposed naming of roads at Town Beach, Port Macquarie as listed in recommendations 2 and 3 below for a period of 15 days in accordance with Section 7.1.4 of the Geographical Names Board publication NSW Addressing User Manual.

2.       Advertise the name “Alban Place” for the road formation leading off Stewart Street, Port Macquarie to the south wall of the Hastings River breakwall.

3.       Advertise the name “Elliot Way” for the road formation leading off Stewart Street, Port Macquarie to the Marine Rescue Building and Town Beach Kiosk and then rejoining at William Street.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

Item - 13.04 South Lindfield Urban Release Area - Update [PP2002-6.1] - has been moved to another part of the document.

 

Item - 13.05 Draft Yippin Creek Structure Plan - Consideration of Submissions and Adoption - has been moved to another part of the document.

 

 

13.06  Development Activity and Assessment System Performance

RESOLVED:  Intemann/Levido

 

That Council note the Development Activity and Assessment System Performance report for the second quarter of 2016-2017.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

Item - 13.07 Proposed Changes to the PMH Local Environmental Plan 2011 and Development Control Plan 2013 To Accommodate Urban Growth at Rainbow Beach  - has been moved to another part of the document.

 

 14      QUESTIONS FOR NEXT MEETING

 

Nil.

 

 

CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Levido/Turner

1.         That pursuant to section 10A subsections 2 & 3 and 10B of the Local Government Act 1993 (as amended), the press and public be excluded from the proceedings of the Council in Confidential Committee of the Whole (Closed Session) on the basis that items to be considered are of a confidential nature.

2.         That Council move into Confidential Committee of the Whole (Closed Session) to receive and consider the following items:

Item 15.01 T-17-02 Provision of Architectural Design Services for Port Macquarie Airport Terminal Upgrade

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

Item 15.02       Proposed Road Closure - Part Pacific Drive North of Home Street, Port Macquarie

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

Item 15.03       Services Contract - Maintenance and Support of Security Screening Equipment at Port Macquarie Airport

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

Item 15.04       Hastings Regional Sporting Complex - Adjacent Land Options

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

Item 15.05       Tastings on Hastings - Event Coordination

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

3.         That the resolutions made by the Council in Confidential Committee of the Whole (Closed Session) be made public as soon as practicable after the conclusion of the Closed Session and such resolutions be recorded in the Minutes of the Council Meeting.

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

Adjourn meeting

The Ordinary Council Meeting adjourned at 7:20pm.

 

 

Resume meeting

The Ordinary Council Meeting resumed at 7:39pm.

 

 

ADOPTION OF RECOMMENDATIONS FROM THE CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Levido/Turner

That the undermentioned recommendations from Confidential Committee of the Whole (Closed Session) be adopted:

Item 15.01       T-17-02 Provision of Architectural Design Services for Port Macquarie Airport Terminal Upgrade

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

                        RECOMMENDATION

That Council:

1.       Accept the lump sum tender from MODE Design Corp. Pty Ltd for $343,200 (excl. GST) for the provision of Architectural Design Services for the Port Macquarie Airport Terminal Upgrade.

2.       Accept the Schedule of Rates from MODE Design Corp. Pty Ltd and note additional provisional items for the purposes of managing potential variations to the contract.

3.       Affix the seal of Council to the necessary documents.

4.       Maintain the confidentiality of the documents and considerations in respect of Tender T-17-02.

 

Item 15.02       Proposed Road Closure - Part Pacific Drive North of Home Street, Port Macquarie

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

                        RECOMMENDATION

That Council:

1.    Note the receipt of correspondence from Lands Advisory Services Pty Ltd dated 14 March 2017.

2.    In accordance with the Roads Act 1993, undertake community engagement and notify statutory authorities of Council’s intention to close part of Pacific Drive, north of Home Street, Port Macquarie as detailed in the body of the Proposed Road Closure - Part Pacific Drive North of Home Street, Port Macquarie report.

3.    Subject to no submissions, by way of objection, being received to the proposed road closing, make application to the Department of Industry - Lands to close part of Pacific Drive, north of Home Street, Port Macquarie as detailed in the body of the Proposed Road Closure - Part Pacific Drive North of Home Street, Port Macquarie report.

4.    Subject to the road closure process request the Department of Industries - Lands vest the closed road in Council as operational land.

5.    Subject to the road closure process and Resolutions 2-4 above:

(a)     delegate authority to the General Manager to enter into direct negotiations with adjoining landowners for sale of the land, noting that this represents the best value option for Council in disposing of this land,

(b)     note that the direct negotiations referred to in 5(a) are to ensure that all costs are to be paid by the adjoining landowners and that the sale price is to be based on terms no less favourable than the market value as determined by Council’s consultant valuer at the date of publication of a Notice of Road Closure in the NSW Government Gazette.

6.    Subject to Resolutions 2-5 above delegate authority to the General Manager to:

(a)       sign the Land Titles Office Request Form and Land and Property Information Transfer Form;

(b)       sign the Plan of Road Closure and First Title Creation;

(c)       sign the Contracts for Sale.

 

Item 15.03       Services Contract - Maintenance and Support of Security Screening Equipment at Port Macquarie Airport

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

                        RECOMMENDATION

That Council:

1.       Pursuant to Section 55 (3) (i) of the Local Government Act 1993, due to the unavailability of competitive or reliable tenderers as described in this report, resolves to not invite tenders for the services contract for the maintenance and support of security screening equipment at Port Macquarie Airport.

2.       Accept the quotation from Smiths Detection (Australia) Pty Ltd for $204,480 (ex GST) for the maintenance and support of security screening equipment at Port Macquarie Airport, subject to agreement of the final terms and conditions of contract being satisfied, including but not limited to, the term being for a three (3) year period, with an option to extend for a further one (1) year period, such option to be for the benefit of the Council and may be exercised only by the Council in its sole discretion.

3.       Delegate authority to the General Manager to enter into the final and agreed services contract with Smiths Detection (Australia) Pty Ltd.

4.       That Smiths Detection (Australia) Pty Ltd be informed of this resolution.

5.       Subject to satisfactory resolution 2 above, affix the seal of Council to the necessary documents.

6.       Maintain the confidentiality of the documents and considerations in respect of the quotation from Smiths Detection (Australia) Pty Ltd.

 

Item 15.04       Hastings Regional Sporting Complex - Adjacent Land Options

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

                        RECOMMENDATION

That Council:

1.       Reject the offer from Mr Peter Roche on the proposed southern extension of the Hastings Regional Sporting Complex.

2.       Delegate authority to the General Manager to negotiate the purchase of 1 Clarke Lane, Wauchope, based on Council’s valuation.

3.       Request the General Manager investigate potential access arrangements from Randall Street to 1 Clarke Lane, with a view to improving vehicular movement to the Hastings Regional Sporting Complex. 

4.       Request the General Manager table a report at a future meeting of Council on the outcome of the negotiations as soon as possible.

Item 15.05       Tastings on Hastings - Event Coordination

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

                        RECOMMENDATION

That Council:

1.    Note in consideration of submissions received for RFQ-17-03 Tastings on Hastings Event Coordinator the evaluation panel’s recommendation, that all submissions be declined and respondents appropriately notified. 

2.    Adopt Option 5 (a modified Tastings on Hastings event in the Port Macquarie CBD using in-house Council resources supported by specialist contractors) as the proposed delivery model for the 2017 Tastings on Hastings.

 

carried:      8/0

For:   Besseling, Alley, Cusato, Dixon, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

 

The meeting closed at 7:40pm.

 

 

 

………………………………………..

Peter Besseling

Mayor   


AGENDA                                                                                Ordinary Council      19/04/2017

Item:          05

Subject:     DISCLOSURES OF INTEREST

 

RECOMMENDATION

 

That Disclosures of Interest be presented

 

DISCLOSURE OF INTEREST DECLARATION

 

 

Name of Meeting:     ………………………………………………………………………..

 

Meeting Date:           ………………………………………………………………………..

 

Item Number:            ………………………………………………………………………..

 

Subject:                      ………………………………………………………………………..

                                    …………………………………………………….……………...…..

 

 

I, ..................................................................................... declare the following interest:

 

 

        Pecuniary:

              Take no part in the consideration and voting and be out of sight of the meeting.

 

 

        Non-Pecuniary - Significant Interest:

              Take no part in the consideration and voting and be out of sight of the meeting.

 

        Non-Pecuniary - Less than Significant Interest:

              May participate in consideration and voting.

 

 

For the reason that:  ....................................................................................................

 

.......................................................................................................................................

 

Name:  …………………………………………………….

 

Signed:  .........................................................................  Date:  ..................................

 

 

Growth Bar b&w(Further explanation is provided on the next page)


 

Further Explanation

(Local Government Act and Code of Conduct)

 

A conflict of interest exists where a reasonable and informed person would perceive that a Council official could be influenced by a private interest when carrying out their public duty. Interests can be of two types: pecuniary or non-pecuniary.

 

All interests, whether pecuniary or non-pecuniary are required to be fully disclosed and in writing.

 

Pecuniary Interest

 

A pecuniary interest is an interest that a Council official has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the Council official. (section 442)

 

A Council official will also be taken to have a pecuniary interest in a matter if that Council official’s spouse or de facto partner or a relative of the Council official or a partner or employer of the Council official, or a company or other body of which the Council official, or a nominee, partner or employer of the Council official is a member, has a pecuniary interest in the matter. (section 443)

 

The Council official must not take part in the consideration or voting on the matter and leave and be out of sight of the meeting.  The Council official must not be present at, or  in sight of, the meeting of the Council at any time during which the matter is being considered or discussed, or at any time during which the council is voting on any question in relation to the matter.  (section 451)

 

Non-Pecuniary

 

A non-pecuniary interest is an interest that is private or personal that the Council official has that does not amount to a pecuniary interest as defined in the Act.

 

Non-pecuniary interests commonly arise out of family, or personal relationships, or involvement in sporting, social or other cultural groups and associations and may include an interest of a financial nature.

 

The political views of a Councillor do not constitute a private interest.

 

The management of a non-pecuniary interest will depend on whether or not it is significant.

 

Non Pecuniary – Significant Interest

As a general rule, a non-pecuniary conflict of interest will be significant where a matter does not raise a pecuniary interest, but it involves:

(a)   A relationship between a Council official and another person that is particularly close, for example, parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descendant or adopted child of the Council official or of the Council official’s spouse, current or former spouse or partner, de facto or other person living in the same household.

(b)   Other relationships that are particularly close, such as friendships and business relationships. Closeness is defined by the nature of the friendship or business relationship, the frequency of contact and the duration of the friendship or relationship.

(c)   An affiliation between a Council official an organisation, sporting body, club, corporation or association that is particularly strong.

 

If a Council official declares a non-pecuniary significant interest it must be managed in one of two ways:

1.     Remove the source of the conflict, by relinquishing or divesting the interest that creates the conflict, or reallocating the conflicting duties to another Council official.

2.     Have no involvement in the matter, by taking no part in the consideration or voting on the matter and leave and be out of sight of the meeting, as if the provisions in section 451(2) apply.

 

Non Pecuniary – Less than Significant Interest

If a Council official has declared a non-pecuniary less than significant interest and it does not require further action, they must provide an explanation of why they consider that the conflict does not require further action in the circumstances.

SPECIAL DISCLOSURE OF PECUNIARY INTEREST DECLARATION

 

 

By

[insert full name of councillor]

 

 

In the matter of

[insert name of environmental planning instrument]

 

 

Which is to be considered at a meeting of the

[insert name of meeting]

 

 

Held on

[insert date of meeting]

 

 

PECUNIARY INTEREST

 

 

Address of land in which councillor or an  associated person, company or body has a proprietary interest (the identified land)i

 

 

Relationship of identified land to councillor

[Tick or cross one box.]

 

Councillor has interest in the land (e.g. is owner or has other interest arising out of a mortgage, lease trust, option or contract, or otherwise).

 

Associated person of councillor has interest in the land.

 

Associated company or body of councillor has interest in the land.

 

MATTER GIVING RISE TO PECUNIARY INTEREST

 

 

Nature of land that is subject to a change

in zone/planning control by proposed

LEP (the subject land iii

[Tick or cross one box]

 

The identified land.

 

Land that adjoins or is adjacent to or is in proximity to the identified land.

Current zone/planning control

[Insert name of current planning instrument and identify relevant zone/planning control applying to the subject land]

 

Proposed change of zone/planning control

[Insert name of proposed LEP and identify proposed change of zone/planning control applying to the subject land]

 

Effect of proposed change of zone/planning control on councillor

[Tick or cross one box]

 

Appreciable financial gain.

 

Appreciable financial loss.

 

 

 

Councillor’s Name:  …………………………………………

 

Councillor’s Signature:  ……………………………….   Date:  ………………..


 

 

Important Information

 

This information is being collected for the purpose of making a special disclosure of pecuniary interests under sections 451 (4) and (5) of the Local Government Act 1993.  You must not make a special disclosure that you know or ought reasonably to know is false or misleading in a material particular.  Complaints made about contraventions of these requirements may be referred by the Director-General to the Local Government Pecuniary Interest and Disciplinary Tribunal.

 

This form must be completed by you before the commencement of the council or council committee meeting in respect of which the special disclosure is being made.   The completed form must be tabled at the meeting.  Everyone is entitled to inspect it.  The special disclosure must be recorded in the minutes of the meeting.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

i.   Section 443 (1) of the Local Government Act 1993 provides that you may have a pecuniary interest in a matter because of the pecuniary interest of your spouse or your de facto partner or your relativeiv or because your business partner or employer has a pecuniary interest. You may also have a pecuniary interest in a matter because you, your nominee, your business partner or your employer is a member of a company or other body that has a pecuniary interest in the matter.

ii.  Section 442 of the Local Government Act 1993 provides that a pecuniary interest is 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. A person does not have a pecuniary interest in a matter if the interest is so remote or insignificant that it could not reasonably be regarded as likely to influence any decision the person might make in relation to the matter or if the interest is of a kind specified in section 448 of that Act (for example, an interest as an elector or as a ratepayer or person liable to pay a charge).

iii.   A pecuniary interest may arise by way of a change of permissible use of land adjoining, adjacent to or in proximity to land in which a councillor or a person, company or body referred to in section 443 (1) (b) or (c) of the Local Government Act 1993 has a proprietary interest..

iv.   Relative is defined by the Local Government Act 1993 as meaning your, your spouse’s or your de facto partner’s parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descendant or adopted child and the spouse or de facto partner of any of those persons.


AGENDA                                                                                Ordinary Council      19/04/2017

 

 

Item:          06.01

 

Subject:     MAYORAL Minute - Mayoral Discretionary Fund Allocations

Mayor, Peter Besseling

 

 

 

 

 

RECOMMENDATION

 

That the Mayoral Discretionary Fund allocations for the period 2 March to 5 April 2017 inclusive be noted.

 

Discussion

 

Mayoral Discretionary Fund Allocations

 

The total commitment from the Mayoral Discretionary Fund from 2 March to 5 April 2017 inclusive was $1,280.00.

 

This included the following:

 

Donation to Fundraiser for Gabby Ware

$300.00

Donation to Telegraph Point Primary School P&C Association

$300.00

Donation to HBWN Fundraiser for International Women’s Day

$200.00

Donation to Fundraiser for Melanoma Institute

$240.00

Donation to Fundraiser for Jess Higgins

$240.00

 

$1,280.00

 

 

Attachments

 

Nil

  

 


AGENDA                                                                                Ordinary Council      19/04/2017

Item:          07

Subject:     CONFIDENTIAL CORRESPONDENCE TO ORDINARY COUNCIL MEETING

Presented by: General Manager, Craig Swift-McNair

Alignment with Delivery Program

1.4.3 Build trust and improve Council’s public reputation through transparency  and accountability

 

RECOMMENDATION

Nil.

Discussion

There are no confidential attachments to reports for the Ordinary Council Meeting.

 


AGENDA                                                                                Ordinary Council      19/04/2017

Item:          08

Subject:     PUBLIC FORUM

 

Residents are able to address Council in the Public Forum of the Ordinary Council Meeting on any Council-related matter not listed on the agenda.

A maximum of eight speakers can address any one Council Meeting Public Forum and each speaker will be given a maximum of five minutes to address Council. Council may wish to ask questions following an address, but a speaker cannot ask questions of Council.

Once an address in the Public Forum has been completed, the speaker is free to leave the chambers quietly.

If you wish to address Council in the Public Forum, you must apply to address that meeting no later than 4.30pm on the day prior to the meeting by completing the 'Request to Speak in Public Forum at Ordinary Council Meeting Form'.  This form is available at Council's offices or online at www.pmhc.nsw.gov.au.

 

 

 

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

What are we trying to achieve?

A collaborative community that works together and recognises opportunities for community participation in decision making that is defined as ethically, socially and environmentally responsible.

 

What will the result be?

 

·                A community that has the opportunity to be involved in decision making.

·                Open, easy, meaningful, regular and diverse communication between the community and decision makers.

·                Partnerships and collaborative projects, that meet the community’s expectations needs and challenges.

·                Knowledgeable, skilled and connected community leaders.

·                Strong corporate management that is transparent.

 

How do we get there?

 

1.1    Engage the community in decision making by using varied communication channels that are relevant to residents.

1.2    Create professional development opportunities and networks to support future community leaders.

1.3    Create strong partnerships between all levels of government and their agencies so that they are effective advocates for the community.

1.4    Demonstrate conscientious and receptive civic leadership.

1.5    Implement innovative, fact based business practices.


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          09.01

 

Subject:     Status of Reports From Council Resolutions

Presented by: Corporate and Organisational Services, Rebecca Olsen

 

Alignment with Delivery Program

1.4.3  Build trust and improve Council’s public reputation through transparency and accountability.

 

 

 

RECOMMENDATION

 

That Council note the information in the Status of Reports from Council Resolutions report.

 

Discussion

 

Report

Status

Reporting Officer

Original Anticipated Date for Report

Current Anticipated Date for Report

Cultural Plan 2016-2019 - Progress Report

(Item 10.03 - OC 10/08/16)

 

DCEG

 

Apr 2017

Cultural Steering Group Membership EOI

(Item 09.14 - OC 15/02/17)

 

DCEG

 

Apr 2017

Economic Development Steering Group - membership

(Item 09.15 - OC 15/02/17)

 

DCEG

 

Apr 2017

Commercial Activities on Council-managed Land Policy - post exhibition

(Item 11.03 - OC 15/02/17)

 

DCEG

 

Apr 2017

Asset Management Policy - post exhibition

(Item 11.02 - OC 15/02/17)

 

DIAM

 

Apr 2017

Town and Village Signage

(Item 13.08 - OC 16/11/16)

 

DCEG

 

Apr 2017

Local Preference Policy (draft) incorporating a 5% Notional Price Offset

(Item 09.12 - OC 15/03/17)

Report deferred to allow additional  research to be undertaken.

DCOS

Apr 2017

May 2017

Water Fluoridation - request for detailed information on studies and programs.

(Item 10.01 - OC 15/07/15)

Awaiting further information from NSW Health.

DIAM

Nov 2016

May 2017

Sancrox Employment Land Environmental Lands and Services Planning Agreement - post public exhibition.

(Item 12.04 - OC 10/08/16)

There are delays with the acquisition process

DDES

Feb 2017

May 2017

Contaminated Land Policy and Guidelines - post exhibition.

(Item 10.01 - OC 15/02/17)

 

DDES

 

May 2017

Waste Strategy 2017 - post exhibition

(Item 12.02 - OC 15/03/17)

 

DDES

 

May 2017

Draft Structure Plan for the Greater Sancrox Area - consideration/investigations of potential urban capability/serviceability / capacity of lands between Oxley Highway to north, Pacific Highway to west and Houston Mitchell Drive to south and viability of rural residential development in the Greater Sancrox area.

(Item 13.07 - OC 18/02/15)

Delayed to align with UGMS report.

DDES

Dec 2016

May 2017

Jun 2017

Planning Proposal for Residential Infill and Environmental Purposes - Lincoln Road, Castle Court and Marian Drive, Port Macquarie - post exhibition

(Item 13.08 - OC 20/07/16)

In negotiations with proponent regarding zone and off-set outcomes

 

DDES

Oct 2016

Jun 2017

Audit, Risk and Improvement Committee Charter Review

(Item 09.04 - OC 16/11/16)

 

DCOS

Mar 2016

Jun 2017

Impact of Road Openings and Closures on Private Property

(Item 12.03 - OC 18/09/13)

To be included in overall review of roads policies.

Information still being sought.

DIAM

Mar 2015

Jun 2017

Disability Inclusion Action Plan - post exhibition

(Item 10.02 - OC 15/03/17)

 

DCEG

 

Jun 2017

a) Report on progress against the adopted Recreation Action Plan 2015-2025.

b) Propose an updated  implementation plan that incorporates additional priorities identified in the Optimising Utilisation of Port Macquarie Sports Fields report.

(Item 13.09 - OC 15/02/17)

 

DCEG

 

Jul 2017

Site Specific LEP Amendments - post initial investigations determine whether to proceed with planning proposals to rezone the lands in each case.

(Item 12.04 - OC 15/03/17)

 

DDES

 

Jul 2017

Site Specific LEP Amendments - Status of all proposed site specific LEP amendments following adoption of the revised PMH UGMS and determine priorities in Council’s strategic land use planning program.

(Item 12.04 - OC 15/03/17)

 

DDES

 

Jul 2017

Planning Proposal - Homedale Road Kew - post exhibition

(Item 13.07 - OC 14/12/16)

 

DDES

 

Oct 2017

Project Management Policy - implementation, operation and effectiveness to date incorporating the views of the Audit, Risk and Improvement Committee.

(Item 09.03 - OC 15/02/17)

 

DCOS

 

Nov 2017

Draft Biodiversity Certification Assessment and Strategy - Port Macquarie Airport and Surrounding Land - viability and implications of the options for securing the required Blackbutt Tallowwood dry grassy open forest and Koala habitat credits, prior to the clearing that creates the demand for those credits.

(Item 12.01 - OC 10/08/16)

 

DDES

 

TBA

Classification of Land - Lot 5 DP774400 Stingray Creek Bridge Environmental Offset

(Item 12.01 - OC 16/11/16)

 

DCOS

 

TBA

Planning Controls for Short Term Rental Accommodation

Report on findings and recommendations arising from the Inquiry ‘Adequacy of the regulation of short-term holiday letting in NSW’.

(Item 13.07 - OC 16/03/16)

Pending government response to the inquiry.

DDES

 

TBA

Tuffins Lane Sporting Fields - Terms of Agreement

(Item 06.02 - OC 14/12/16)

 

GM

 

TBA

Short-Term Holiday Letting - post release of NSW Government response to Inquiry ‘Adequacy of the regulation of short-term holiday letting in NSW’.

(Item 12.03 - OC 14/12/16)

 

DDES

 

TBA

Port Macquarie Town Centre Pedestrian Facility Investigations - post community engagement

(Item 13.05 - OC 14/12/16)

 

DIAM

 

TBA

Reclassification Of Land For Hastings Regional Sports Complex - post exhibition.

(Item 13.04 - OC 15/02/17)

 

DCOS

 

TBA

 

Cyclic Reports

 

Report

Reporting Officer

Reporting Cycle

Monthly Financial Update

DCOS

Monthly

Investments

DCOS

Monthly

Mayoral Discretionary Fund Allocations

GM

Monthly

Development Activity and Assessment System Performance

DDES

Quarterly

(May, Aug, Nov, Feb)

Glasshouse Strategic Plan Update

DCOS

Biannual

(Feb, Aug)

Delivery Program - Progress Report

DCEG

Biannual

(Mar, Sept)

Operational Plan - Progress Report

DCEG

Biannual

(May, Oct)

Economic Development Strategy - Progress Report (Item 10.03 - ORD 20/11/2013)

DCEG

Biannual

(June, Dec)

Mayoral and Councillor Fees (Setting of)

GM

Annually

(June)

MIDROC Strategic Plan 2013-2017 Outcomes

(Item 08.03 - ORD 21/08/2013)

GM

Annually

(July)

Council Policy - Status Report

DCOS

Annually

(July)

Recreation Action Plan

DCEG

Annually

(July)

Annual Report of the Activities of the Mayor’s Sporting Fund

DCEG

Annually

(Aug)

Compliments and Complaints Annual Report

DCEG

Annually

(Sep)

Council Meeting Dates

GM

Annually

(Sept)

Creation of Office - Deputy Mayor

GM

Annually

(Sept)

Payment of Expenses and Provision of Facilities to Councillors Policy for Exhibition

DCOS

Annually

(Sept)

Audit Committee Annual Report

DCOS

Annually

(Sept)

Annual Report of Disability Discrimination Act Action Plan

DCEG

Annually

(Sep)

Annual Disclosure of Interest Returns

GM

Annually

(Oct)

Payment of Expenses and Provision of Facilities to Councillors Policy for Adoption

DCOS

Annually

(Nov)

Council’s Annual Report

DCEG

Annually

(Nov)

Update Report - Impact of cost shifting for the previous financial year including any additional categories of cost-shifting that have been identified

(Item 09.04 - OC 21/10/15)

DCOS

Annually

(Nov)

 

 

Attachments

Nil

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          09.02

 

Subject:     Disclosure of Interest Return

Presented by: Corporate and Organisational Services, Rebecca Olsen

 

Alignment with Delivery Program

1.4.3  Build trust and improve Council’s public reputation through transparency and accountability.

 

 

 

RECOMMENDATION

That Council note the Disclosure of Interest return for the position of Road Safety Coordinator.

 

Executive Summary

This report informs Council of the lodgement of a return disclosing the interests of a designated person which are required under section 445 of the Local Government Act 1993.

Discussion

 

Section 445 of the Local Government Act 1993, requires Designated Persons to prepare and submit written returns of interests in accordance with section 449.

The following position is a designated person under the Local Government Act:

 

1.      Road Safety Coordinator.

 

Section 450A(1) requires the General Manager to keep a Register of Returns and section 450A(2) requires the General Manager to table the Returns at the first Council meeting held after the last date for lodgement.

 

The Returns are then held in the Governance and Executive Services section of Council and, as required by section 6 of the Government Information (Public Access) Act 2009, are available for public inspection, by appointment.

 

The return for the following position will be tabled at this meeting:

 

1.      Road Safety Coordinator.

Options

No there is no other option as the lodgement of a return by a Designated Person is a requirement under section 445 of the Local Government Act.

Community Engagement & Internal Consultation

 

Internal Consultation

·    General Manager.

·    Group Manager Governance & Executive Services.

·    Road Safety Coordinator.

Planning & Policy Implications

There are no planning or policy implications.

Financial & Economic Implications

There are no financial or economic implications.

 

Attachments

Nil

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          09.03

 

Subject:     Request for Leave of Absence - Councillor Cusato

Presented by:  Corporate and Organisational Services, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.4.4  Promote the visibility and profile of Councillors through improved access by the community.

 

 

 

RECOMMENDATION

 

That Council grant leave of absence for Councillor Cusato for the period 11 May 2017 to 23 May 2017, which includes the Ordinary Meeting of Council scheduled for 17 May 2017.

 

Executive Summary

 

Council has received a request for leave of absence from Councillor Cusato for the period 11 May 2017 to 23 May 2017. During this period one (1) Ordinary Meeting of Council is scheduled.

 

Discussion

 

Council has received a request for leave of absence from Councillor Cusato.  The Councillor’s request conforms with clause 235A of Local Government (General) Regulation 2005.

 

Councillor Cusato has requested leave of absence for the period 11 May 2017 to 23 May 2017. The reason for the Councillor’s request is that he will be outside of the local government area and unable to attend to official Council duties during this time.

 

During the requested leave of absence period one (1) Ordinary Meeting of Council is scheduled:

·    Wednesday 17 May 2017.

 

Options

 

Council can:

1.   Adopt the recommendation.

2.   Refuse leave of absence.

 

Community Engagement & Internal Consultation

 

Internal Consultation

 

·    General Manager.

·    Group Manager Governance & Executive Services.

 

Planning & Policy Implications

 

The Councillor’s request conforms with clause 235A of Local Government (General) Regulation 2005.

 

Financial & Economic Implications

 

There are no financial or economic implications.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          09.04

 

Subject:     Monthly Financial Review for March 2017

Presented by: Corporate and Organisational Services, Rebecca Olsen

 

Alignment with Delivery Program

1.4.2  Manage Council’s financial assets, and provide accurate, timely and reliable financial information for management purposes and provide plain English community reporting.

 

 

RECOMMENDATION

 

That Council adopt the adjustments in the “Financial and Economic Implications” section of the Monthly Financial Review Report for March 2017.

Executive Summary

 

This report will detail the monthly budget adjustments to 31 March 2017.

 

The Council adopted budget position as at 1 July 2016 was a shortfall of $840,219. 

Adjustments made up to 28 February 2017 have reduced the shortfall position to a surplus of $178,894. The budget adjustments for March 2017 contained within this report maintain this surplus position.

 

Discussion

 

Monthly Budget Adjustments for March 2017

 

Each month, Council’s budgets are reviewed by Managers and Directors with any required adjustments reported.  The purpose of this report is to provide Council with an up to date view of the current actual financial position in comparison to the original adopted 2016-2017 budget along with the proposed movement of funds to accommodate any changes.

 

Monthly Budget Review Summary

 

 

Original Budget as at 1 July 2016

 

Shortfall

 

($840,219)

Plus adjustments:

 

 

July Review

Shortfall

($156,268)

August Review

Balanced

 0

September Review

Surplus

$7,725

October Review

Surplus

$94,718

November Review

Surplus

$505,761

January Review

Surplus

$5,447

February Review

Surplus

$561,730

March Review

Balanced

 0

Forecast budget position for 30 June 2017

Surplus

$178,894

March 2017 Adjustments

The following adjustments reflect budget movements as a result of over-expenditure reviews, transfers between accounts, grant funding, transfer from reserves and additional receipts etc that have no impact on the budget position (for example additional income has an associated expenditure budget):

 

Description

Notes

Funding Source

Amount

Transfers between accounts

1

Reserve/Revenue

$95,000

Grant Projects

2

Grant

$146,016

New Project

3

Reserve

$30,000

Reserve Transfers

4

Reserve

$944,456

Total

 

 

$1,205,472

The following are included in the March 2017 adjustments:

1.    To better control budgets there was a need to carry out the following transfers between accounts:

-     $60,000 has been transferred to Rainbow Beach - Toilet Facility project.

Funds have been transferred from:-

                        o Disabled Accesses $20,000

o Building Rectification Works $40,000

 

-     $20,000 has been transferred to the Communications budget to provide funding for the Community Survey project.

Funds have been transferred from Community Place - Place Facilitators.

 

-    $15,000 has been transferred to Stormwater Remediation works at Lake and Jindalee Roads, Port Macquarie. This is following a formal RFQ process where it was identified that the most appropriate and cost effective offer received for the stormwater investigations at Lake and Jindalee Roads was greater than the project budget allocated from the annual Stormwater Remediation budget.  Therefore funds from the Stormwater Remediation budget have been redistributed to this project as there are currently delays due to land access and acquisition issues that will not be resolved within this financial year.

Funds have been transferred from Stormwater Remediation - 31 Callawa Crescent, Port Macquarie.

 

2.    Council has received four new grants totalling $136,900 this month and another grant project’s budget increased by $9,116 due to unspent grant funds not previously carried over from a prior financial year: 

-    Creating Liveable Communities - $9,116 (grant funds unspent from prior year)

-    Illegal Dumping Clean Up/Prevention Program - $40,000

-    Koala Road Strike Project - $48,000

-    Koala Monitoring Project - $14,000

-    SES Building Works at Port Macquarie Unit - $34,900

 

3.    Included in this review is $30,000 for Dunbogan Flood Access Road Stage 1 funded from reserve. This is following the New Project Bid Report approved by the Executive Team on 14/3/17.

 

4.    The following three projects have received new or additional reserve funding totalling $944,456:

-     $705,467 transferred from S94 reserve and allocated to King Creek Road (South of Narran Close to Old King Creek Road)

-     $188,989 transferred from S94 reserve and allocated to Hill Street (Lord to Lake Road)

-     $50,000 transferred from S94 reserve and allocated to Kerb Ramps and Refuges, Port Macquarie, Laurieton and Kew.

           

It should also be noted that:

-    Any overspends greater than $50,000 and 2% of the project budget are reviewed and approved by the Executive Group, being their function to oversee operational activities and approve operational actions.

-    Any potential gains in interest income have not been taken into consideration into these calculations.

Options

 

Council may adopt the recommendation as proposed or amend as required.

 

Planning & Policy Implications

 

There are no planning and policy implications.

 

Financial & Economic Implications

Attached to the report for information is each individual budget adjustment by Division and Section. The budget movements within this report maintain the budget surplus at $178,894.

 

Responsible Accounting Officer Statement

The approved budget shortfall for 2016-2017 after the February 2017 Council meeting was a surplus of $178,894.  This report has made no change to this position.  The surplus position is considered a satisfactory result for the year.

 

 

Attachments

1View. March 2017 Budget Review

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          09.05

 

Subject:     Investments - March 2017

Presented by:  Corporate and Organisational Services, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.4.2  Manage Council’s financial assets, and provide accurate, timely and reliable financial information for management purposes and provide plain English community reporting.

 

 

RECOMMENDATION

 

That Council note the Investment Report for the month of March 2017.

 

 

Executive Summary

 

·    Total funds invested as at 31 March 2017 equals $241,095,080.

·    At the 15 March 2017 Council meeting, the adjustments contained within the Monthly Financial review were adopted.  These adjustments included budget adjustments to interest. As a consequence of these changes, the annual investment income budget increased from $4,350,600 to $6,690,179.  The actual year-to-date investment income of $5,516,308 now represents 82.45% of the total annual revised investment income budget of $6,690,179.

·    In line with Council’s Investment Policy, the total portfolio has performed above benchmark levels.

 

Discussion

 

Overview

 

Councils (including Port Macquarie-Hastings Council) provide a broad range of services and associated infrastructure to their communities.

 

These services include (but are not limited to) the following:

 

-     Water and Sewer services;

-     Waste services;

-     Port Macquarie Regional Airport;

-     Cemeteries;

-     Roads and Bridges;

-     Various Recreation and Cultural facilities.

 

The Port Macquarie-Hastings area is a high growth centre of the North Coast region and is expected to accommodate a significant proportion of regional growth over the next two decades. The population will grow from 79,114 in 2016 to 102,926 in 2036. As a consequence of this growth, Council must not only provide services to the existing community and maintain existing assets, but Council must also plan for future maintenance and capital expenditure on the infrastructure that will be needed to support the community, business and visitors to the area into the future.

 

Council holds cash reserves as an alternative to (or to supplement) borrowing. As at June 2016, Council held $214 million in cash and reserves. Predominantly, these reserves are all allocated for specific purposes, with 70% of these reserves legally only being able to be used for the purpose for which they were collected (for example for water and sewer). The remaining reserves are also predominantly held for specific purposes (for example, for the development of the Airport, or to fund projects which have already commenced). The balances of these reserves are audited annually and published in Council’s financial statements.

 

The level of reserves held by Port Macquarie-Hastings Council is not disproportionate to other similar Councils, noting that different Council’s provide different services. Not all Councils provide Water and Sewer services for example which require significant capital investment.

 

The balances of these reserves are invested until such time as they are required. This report details how Council invests these reserves to ensure the appropriate balance between risk and financial return (through interest).

 

Current Investments

 

Council is required to undertake investments in accordance with section 625 of the Local Government Act 1993.  This report provides details of Council’s investments, and certifies that all funds that Council has invested as at 31 March 2017, comply with this Act.

 

All investments have been made in accordance with the Act and Regulations, and Council’s Investment Policy.

 

As at 31 March 2017, the investments held by Council totalled $241,095,080 were attributed to the following funds:

 

 

Whilst the current level of investments remain high, these largely relate to funds which have legal restrictions (for example water and sewer), or for funds held for specific purposes.

 

These funds may be spent in the shorter or longer term depending on the required timing of future works. The totals will fluctuate dependent on the status of individual projects.


 

Investments by Fund - as at 31 March 2017

 

 

 

Portfolio Performance

 

·    Council’s total investment portfolio performance as at 31 March 2017 was 1.33% above the benchmark (3.08% against 1.75%).  Benchmark being the Bank Bill reference rate as at 29 March 2017 in the Australian Financial Review published 31 March 2017.

·    Adjustments to budget which were adopted at the 15 March 2017 Council meeting, result in an increase in the annual investment income budget from $4,350,600 to $6,690,179.  These budget adjustments have been apportioned over the remaining months of the year.

·    The actual year-to-date investment income of $5,516,308 now represents 82.45% of the total annual revised investment income budget of $6,690,179.

 

 

 

The year-to-date actual reflects total earning including both cash and accruals.

 

The variation in slope in the blue budget line represents an adjustment (and increase) to the investment income budget following a Council resolution in March 2017.

 

Investment Portfolio Mix

 

Council’s current portfolio is made up of cash and term deposits. The total term deposits represent 89.96% of the total investment portfolio.  As at 31 March 2017, the total investment portfolio was $241,095,080 which is up from $238,938,571 as at the end of February 2017. This consists of term deposits of $216,900,000 and cash $24,195,080.

 

 

 

Term Deposits - Current month $216,900,000 - Prior month $216,900,000

 

Council’s Investment Policy identifies the maximum amounts that can be invested in term deposits within the various maturity constraints and the amounts which can be held with various institutions based on their respective credit ratings.

 

Council’s current term deposit portfolio mix as at 31 March 2017 is as follows:

 

Table 1 - Term to Maturity

 

This table shows the amounts invested by various maturity profiles. These are in accordance with limits established by Council’s Policy:

 

 

 

Table 2 - Overall Portfolio Credit Framework

 

The institutions that Council invests with have credit ratings.  Council policy specifies limits that can be invested within each rating band.   These limits are to help avoid over exposure in any rating category. The table below groups the amounts held with various institutions based on their respective credit ratings, and compares the total to the maximum limit set for each credit rating category.  Investments are within policy.

 

 

These tables show the total amount held for Council’s term deposits as at 31 March 2017. 

 

Credit Unions are regarded as ADI’s (Authorised Deposit Taking Institutions) and generally do not have ratings. Under the regulation of Australian Prudential Regulation Authority (APRA), all ADI’s have to meet the same requirements in terms of capital adequacy (how much capital they are required to hold), ensuring they don’t take on too much leverage and become insolvent. In addition, ADI’s are an eligible investment under the Minister’s Order.

 

Cash - Westpac Business Cash Reserve Account

Current month $24,195,080 - Prior month $22,038,571

 

This is not available unrestricted cash.

 

This is a maxi account which the Council uses as a cash management tool only. Funds are transferred in and out of this account daily prior to investment, given its higher rate of interest than the general payment account. Levels in this account vary dependent on the time of month and rate payer/creditor cycle.

 

Throughout the full month of March, $13 million in funds matured with $13 million in funds reinvested into term deposits.

 

It should be noted that funds currently within the Westpac Business Cash Reserve Account are attracting an interest rate of 2.2% being the current cash rate plus 0.7% (based on the cash rate drop on 3 August 2016), which performs better  than the benchmark (1.75%  29 March 2017).

 

The largest sector of the portfolio is the term deposit allocation of $216,900,000 (last month $216,900,000) or 89.96% of the total.

 

Investment Portfolio by Maturity Date - as at 31 March 2017

 

 

*The investments highlighted in yellow in the table above are new investments for March 2017.

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

Council uses the services of an independent financial advisor, on an as needs basis with investments. The investments placed this month were term deposits. At least three quotes were obtained from financial institutions in line with Council’s Investment Policy. The services of an independent financial advisor were not required. Council obtains regular updates regarding market activities positions from various institutions.

 

Planning & Policy Implications

 

There are no planning and policy implications.

 

Financial & Economic Implications

 

Benchmark and budget levels have been met on a year to date basis. On an annual basis, if benchmark levels are not reached, then this may result in budget cuts in other areas to fund the shortfall.

 

Council’s total investment portfolio performance for 31 March 2017 is 1.33% above the benchmark (3.08% against 1.75%) and year to-date income is 82.45% of the total annual budget.  The annual investment income budget was increased from $4,350,600 to $6,690,179 by resolution at the 15 March 2017council meeting.

 

It should be noted that investment income is noted as a gross amount. Section 97(5) of the Local Government Act 1993 indicates that any security deposit held with Council must be repaid with interest accrued. These security deposits will only relate to bonds held for security to make good damage done to works.

 

The overall investment income will be adjusted at financial year end by the total interest refunded on repayment of bonds. As Council constantly receives and refunds bonds, it is difficult to accurately determine the quantum of these refunds. This financial year to date Council has refunded bonds with an associated interest component of $35,411.84 which will be monitored and advised monthly.

 

Certification

 

I hereby certify that the investments listed within this report have been made in accordance with Section 625 of the Local Government Act 1993, clause 212 of the Local Government (General) Regulation 2005 and Council’s Investment Policy.

 

 

Robyn Wilson

Responsible Accounting Officer

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          09.06

 

Subject:     T Corp Ratio Targets

Presented by:  Corporate and Organisational Services, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.4.2  Manage Council’s financial assets, and provide accurate, timely and reliable financial information for management purposes and provide plain English community reporting.

 

 

 

RECOMMENDATION

 

That Council adopt the proposed short term targets (1- 2 year), as appropriate levels for Council to strive for, noting that the NSW Treasury Corporation (T Corp) bench marks will remain the external benchmark and long term goal.

 

Executive Summary

 

This report details proposed short term targets (1-2 years) for T Corp ratio benchmarks. These targets do not replace the T Corp benchmarks, but have been designed to provide a guide regarding Council’s performance in moving towards the long term benchmark.

 

Discussion

 

In May 2016 the Audit, Risk and Improvement Committee requested that consideration be given to providing target indicators for Council which would provide an indication of Council’s progress towards long term benchmarks.

In February 2017, a report was tabled at the Audit, Risk and Improvement Committee meeting in relation to this request.

At this February 2017 Committee meeting, the following consensus was reached:

CONSENSUS:

 

1.       That the proposed targets included in this paper in relation to T Corp performance indicators be endorsed.

2.       That it be a recommendation to Council that it adopt the short term (1-2 yrs) targets.

 

This report addresses item 2.

 

Council reports its progress against T Corp Ratios as part of its Quarterly Budget Review Statement.  Progress is also reported to the Audit, Risk and Improvement Committee.

 

A number of the T Corp Ratios are difficult for Council to meet in the short term. Reporting against the long term target alone  is not always sufficient in providing a meaningful indication of Council’s progress or performance.  On this basis, the Audit, Risk and Improvement Committee requested that consideration be given to providing shorter term target indicators which were more meaningful.

 

The relevant ratios, their purpose and definition are as follows:

 

Ratio

Purpose

Definition

Operating Performance

This ratio measures Council's achievement of containing operating expenditure within operating revenue.

(Operating Revenue excluding capital grants and contributions - operating expenses) / (Operating Revenue excluding capital grants and contributions)

Own Source Revenue

This ratio measures fiscal flexibility.  It is the degree of reliance on external funding sources such as operating grants and contributions.  A Council’s financial flexibility improves the higher the level of its own source revenue.

Operating Revenue excluding all grants and contributions/ Total Revenue including all grants and contributions

Unrestricted Current Ratio

This ratio is designed to represent Council’s ability to meet short term obligations as they fall due.

Current assets less all external restrictions/ current liabilities less specific purpose liabilities

Debt Service Cover

This ratio measures the availability of operating cash to service debt including interest, principal and lease payments.

(Op results before capital excluding interest & depn, impairment, amortisation) / (Principal repayments + borrowing costs)

Rates and Annual Charges Outstanding Percentage

To assess the impact of uncollected rates and annual charges on liquidity and the adequacy of recovery efforts.

Rates and annual charges outstanding/ Rates and annual charges collectible

Cash Expenses Cover

This liquidity ratio indicates the number of months a Council can continue paying for its immediate expenses without additional cash flow.

(Current year's cash equivalents + term deposits)/ (Payments from cash flow of operating and financing activities) x 12

Building and Infrastructure Renewals Ratio

This ratio compares the proportion spent on infrastructure asset renewals and the asset’s deterioration measured by its accounting depreciation.

Asset renewals (building, infrastructure and other structures/Depreciation, amortisation and impairment (building, infrastructure and other structures)

Infrastructure Backlog Ratio

This ratio shows what proportion the backlog is against the total value of Council’s infrastructure.

Estimated cost to bring assets to a satisfactory condition/ Total value of infrastructure, building, other structures and depreciable land improvement assets.

Asset Maintenance

This ratio compares actual versus required annual maintenance, as detailed in Special Schedule 7 (of the annual financial statements).

Actual asset maintenance/Required asset maintenance

 

Appropriate short term (1-2 year) targets were proposed, taking into account:

 

-     The benchmark

-     Council’s current performance and circumstances

-     Reasonable improvement

 

These short term targets do not mean that Council will not continue to strive to meet the benchmarks in the longer term, but are intended to give an indication as to whether Council is tracking in the right direction to meet the longer term targets.

 

The proposed consolidated Council short term targets (1 -2 years) which were presented to the Audit, Risk and Improvement Committee are detailed below. It is proposed that Council adopt these as appropriate short term targets.

 

Ratio

Bench-mark

June 2016 Result

Proposed Short Term (1-2 year)

Comment

Operating Performance

 

>0%

7.44%

>0%

Benchmark considered reasonable

Own Source Revenue

>60%

63.5%

>60%

Benchmark considered reasonable

Unrestricted Current Ratio

>1.5

2.27

>1.5

Benchmark considered reasonable

Debt Service Cover

>2

3.27

>2

Benchmark considered reasonable

Rates and Annual Charges Outstanding

<5%

5.34%

<5.5%

The benchmark applied to PMHC is the metropolitan benchmark.  The rural benchmark is 10%.  Considering that Council is in a regional area, 5.5% is seen as a reasonable target.

Cash Expenses Cover

>3 months

21.49

>3 months

Benchmark considered reasonable

Building and Infrastructure Renewals

>100%

79.41%

>45%

2016 result was abnormally buoyed by some major projects.  This ratio is difficult for Council to meet as it does not include works which increases capacity.

Infrastructure Backlog

<2%

6.89%

<6%

Proposed target represents an improvement.

Asset Maintenance

>1

0.87

>0.9

Represents an improvement

 

Options

 

Council may adopt the recommendation as proposed or amend as required.

 

Community Engagement & Internal Consultation

 

Not applicable

 

Planning & Policy Implications

 

If adopted these short term targets will be used internally to assist with measuring short term performance.

 

Financial & Economic Implications

 

There are no financial and economic implications in relation to this report.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          09.07

 

Subject:     Draft Integrated Planning and Reporting (IPR) Suite of Documents for Public Exhibition

Presented by:  Corporate and Organisational Services, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.4.1  Engage with the community on impacts and changes of operations.

 

 

 

RECOMMENDATION

 

That Council: 

1.       Place the following Integrated Planning and Reporting (IPR) documents on public exhibition for a period of 28 days from 20 April to 18 May 2017:

a)      Draft Towards 2030 Community Strategic Plan

b)      Draft Delivery Program 2017 - 2021

c)      Draft  Resourcing Strategy 2017-2021 with the following components:

i)       Long Term Financial Plan (2017 - 2027)

ii)      Workforce Management Strategy 2017 - 2021

iii)     Asset Management Strategy and Plan

d)      Draft Operational  Plan 2017-2018

e)      Draft Fees & Charges 2017-2018

f)       Draft Revenue Policy 2017-2018

g)      Rating Maps 2017 - 2018

2.       Note that a further report will be tabled at the June 2017 meeting of Council, detailing the submissions received from the public during the exhibition period.

 

 

Executive Summary

 

It is a Local Government statutory requirement for NSW Councils to develop the Integrated Planning and Reporting (IPR) suite of documents, and for them to be endorsed by Council, by 30 June in year following a Council election. The legislation (Section 404 and 405 of the Local Government Act (1993)) also requires the IPR suite of documents be placed on public exhibition for a minimum of 28 days before being endorsed by the Council.

 

Port Macquarie-Hastings Council was elected in September 2016. A review has been undertaken by the General Manager, Executive and Councillors to prepare the draft suite of documents:

 

·    Community Strategic Plan (CSP);

·    Delivery Program (DP);

·    Resourcing Strategy; and

·    Operational Plan (OP).

 

 

The development of this suite of documents was informed by the community through a variety of ongoing community engagement activities over the past 18 months.  This community engagement enables Council to consider community service expectations and aspirations when developing its forward planning.

 

The one year Operational Plan details the activities, performance measures, and budgets that will be undertaken for 2017-2018 to achieve the commitments made in the Delivery Program. 

 

The total 2017-18 budget expenditure (excluding depreciation and infrastructure asset write-offs) will be $215.7m, with total revenues expected to be $179.6m.  The difference between the income and expenditure is funded from a combination of loans and money previously allocated to reserves for specific purposes.  This results in a net cash shortfall position for 2017-2018 of $145k. Further information relating to the draft 2017-2018 budget can be found under the Financial & Economic Implications section of this report, and in the attached documents.

 

The 2017-18 financial year will see Council continue to deliver/commence some major infrastructure works such as Granite Street Reservoir demolition and construction, Port Macquarie Airport Terminal Upgrade, Laurieton Southern Arm Trunk Main, Area 15 Sewerage Upgrade, Hastings Regional Sporting Facility, Small Town Sewerage Schemes, Dunbogan Bridge along with Road Resealing and other works.

 

In addition to delivering some major projects, Council will continue to deliver services such as water and sewer, library, cultural services and waste. 

 

The purpose of this report is to seek approval to engage the community and other stakeholders, over the 28 day exhibition period to provide their feedback on the draft IPR suite of documents.

 

Legislatively, the final planning documents are required to be presented to Council for adoption no later than 30 June 2017.

 

Discussion

 

In 2009, the NSW Government adopted a new Integrated Planning and Reporting (IPR) framework within the Local Government Act (1993) which legislates the way councils draw their plans together in consultation with their community, while also preserving local identity and working towards a sustainable future.

 

The framework included the development and review of IPR suite of documents every four years following a council election. To comply with legislation Port Macquarie-Hastings Council has completed a review and developed its suite of planning documents following the September 2016 council election.

 

The Integrated Planning suite of documents consists of:

 

·    Community Strategic Plan (CSP) - an overarching ten year plan that is prepared by Council and the community based on community priorities.

·   Delivery Program (DP) - is developed by the newly elected council following a local election to cover a four year period commencing 1 July following the election.  It outlines Council’s commitment to the Port Macquarie-Hastings community during the four year term of office. These commitments focus on achieving the aspirations of the community as detailed in the Community Strategic Plan.

·    Resourcing Strategy (RS) - provides resources required to implement the strategies in the CSP and the principal activities undertaken in the Delivery Program. The Resourcing Strategy consists of three components:

·    Long Term Financial Plan (LTFP);

·    Workforce Management Strategy (WMS); and

·    Asset Management Strategy & Plan (AMS&P).

·   Operational Plan - is a one year sub-plan of the Delivery Program providing individual actions that will be undertaken during the financial year. The Operational Plan includes:

·    Schedule of Fees and Charges;

·    Revenue Policy; and

·    Rating Maps.

·                      

These documents must align to the quadruple bottom line addressing civic leadership, social, environmental and economic issues in an integrated manner

 

The Port Macquarie-Hastings CSP, DP and OP are structured under four community themes that align to the quadruple bottom line:

 

·    Leadership and Governance;

·    Your Community Life;

·    Your Business and Industry; and

·    Your Natural and Built Environment.

 

To strengthen Integrated Planning and Reporting, Council has achieved ‘integration’ across the suite of plans by:

 

·    Clearly linking the goals in the CSP to the activities in the DP & OP, using colour coding and alpha/numeric referencing;

·    Reflecting asset, financial, and workforce activities in the Resourcing Strategy in both the DP & OP; and

·    Identifying activities in Workforce Plan and Asset Plans which will have impact on the Financial Plans.

 

Port Macquarie-Hastings Council suite of IPR documents consists of:

 

Draft Towards 2030 Community Strategic Plan

 

Originally adopted in 2011 the plan summarises community aspirations for the future as well as strategies and intended outcomes. It shows the alignment and relationship between the CSP, NSW State Plan, and North Coast Regional plans.

 

The Community Strategic Plan commits to the community vision of “A sustainable high quality of life for all”, and also to the mission “Creating the future together - people, place, health, education and technology”. 

 

Draft Resourcing Strategy 2017-2021

 

Comprising of the 10 Year Long Term Financial Plan, 4 year Workforce Management Strategy, and 10 Year Asset Management Strategy and Plan, this document highlights the time, money, assets and people required to meet community priority and aspiration.

 

Draft Delivery Program 2017-2021 and 2017-2018 Operational Plan

 

This combined document includes:

 

Four Year Delivery Program (DP)

 

Developed by Councillors for their four year term the DP is Council’s commitment to undertake principal activities under each of the community themes as established by the CSP within the resources available under the Resourcing Strategy. The DP includes the intended outcomes, how performance will be assessed and a four year financial plan.

 

One Year Operational Plan (OP)

 

Supporting the DP is the one year OP which includes individual projects and actions which will be undertaken during the 2017/18 financial year. This document is organised by the community themes that are consistent throughout the integrated council suite of documents.

 

The OP includes a budget snapshot providing an overview of key projects proposed across the region that have been prioritised by the community, a breakdown of major projects by area.

 

The proposed 2017-18 capital works program is included within the body of the Operational Plan according to Community Themes and totals $93m.

 

Some of the major commitments in capital works and operational priorities for 2017-18 include:

 

Across the region

·    Road resealing works throughout the Local Government Area - $2,050,000

·    Local roads proactive transport program - $1,000,000

·    Construction of footpaths in the Local Government area - $500,000

·    Stormwater Renewal Program $1,000,000

 

Laurieton/Camden Haven

·    Southern Arm Trunk Main trunk main - $2,000,000

·    Camden Haven River Recreational Boating improvements - $500,000

·    Black Swan Terrace - Stormwater detention - $300,000

·    Area 15 sewerage upgrade - $2,370,000

·    Dunbogan Bridge - Reid Street - $2,500,000

·    Playground upgrades:

Laura Place Reserve - Laura Place - $82,400

Laurieton Oval - Castle Street - $82,400

 

Port Macquarie

·    Port Macquarie Airport - Business Precinct/Airport improvements - $500,000

·    Port Macquarie Airport - Terminal Upgrade - $3,750,000

·    King Fisher Waste Deport - upgrade and expansion - $1,500,000

·    Hastings River Recreational Boating Improvements - $156,000

·    Westport Park - riverwall and pathway upgrade - $375,000

·    Granite Street Reservoir demolition and construction - $5,000,000

·    Hastings River Drive and Boundary Street upgrade - $800,000

·    Hastings River Drive/Newport Island Road roundabout intersection upgrades $2,700,000 

·    Lake Road upgrade - carriageway between Toorak Ct and Oxley Highway - $1,800,000

 

Wauchope/Rural

·    Hastings Regional Sporting facility - Stage 1 development - $4,000,000

·    Bulli Creek Bridge replacement - $750,000

·    Comboyne Road - Hartys Creek Bridge - $750,000

·    Kindee Bridge repairs - $550,000

·    Small Town Sewerage scheme - Comboyne - $6,666,883

·    Small Town Sewerage scheme - Long Flat - $6,640,408

·    Small Town Sewerage scheme - Telegraph Point - $7,961,699

·    Playground upgrades:

Lasiandra Park, Cameron Street - $82,400

Long Flat Sport and Recreation Grounds - $40,000

Pioneer Park Comboyne - $82,400

Sancrox Reserve, Colvin Street - $82,400

Timbertown Tennis Courts, River Street -$20,600

 

Supplementary documents

 

The full listing of rates, fees and charges, relevant statutory regulations and the proposed income generated is contained in the Revenue Policy and Fees and Charges documents. The supplementary documents to the Operational Plan are:

 

·    Draft Fees and Charges;

·    Draft annual statement of Revenue Policy; and

·    Rating Area Maps.

 

Fees and Charges and Revenue Policy

 

Council delivers a wide range of chargeable services to the community.  In determining the appropriate level of fees to be charged, a range of issues are considered such as what is fair and equitable, and how much the service costs to provide.

 

Taking this principle into account, the 2017 - 2018 fees and charges for services in a number of categories have included an increase reflecting CPI. These increases apply to categories where the individual costs are met by the user of the service, where Council operates in a competitive marketplace or Council provides services on a commercial basis.

 

Fees Under Review -Multi Unit Dwellings (MUD)

 

On 10 August 2016 Council resolved as follows: 

 

12.03    Improving Recycling Services For Multi-Unit Dwellings

RESOLVED:  Intemann/Griffiths

 

That Council:

1.      Continue waste education for Multi-Unit Dwellings to further improve recycling and organic waste practices.

2.      Review the Waste Availability charge for Multi-Unit Dwellings in conjunction with the consideration of the 2017-2018 Fees and Charges.

carried:             9/0

For:      Besseling, Cusato, Griffiths, Hawkins, Intemann, Levido, Roberts, Sargeant and Turner

Against:            Nil

 

The review of the Waste Availability charge  for Multi-Unit Dwellings remains ongoing and sees no change in the 2017/18 fees and charges due to the  following.

 

The current Waste Availability charge for Multi-Unit Dwellings (MUDs) of $129 pa (FY 2016/2017) contributes to waste management administration and the provision of waste facilities (e.g. waste transfer stations). The availability charge also entitles unit owners to a recycling bin at no additional cost. An organics bin is currently not included in the charge and is only available on request at an additional cost. In order to encourage organics recycling for MUDs the availability charge could be increased to cater for an organics bin. There is currently no reduction in the availability charge for private collection of dry and organics recycling for MUDS. As an incentive private collection of recycling Council could set a lower availability change where private collection is undertaken.

 

Engagement with MUD owners on any proposed changes should be undertaken prior to the introduction of any new charges. It is proposed that a detailed report on Waste Availability Charge for Multi-Unit Dwellings be presented to Council in July 2017 with engagement on MUD recycling being undertaken around September 2017. This timing will minimise any conflict with other Council engagement activities.

Rates

 

The Local Government Minister’s allowable increase for the 2017 - 2018 financial year has been set at 1.5% and has been applied in full.  In February 2017, Council applied to IPART for a Special Rate Variation of 3.89% plus rate peg, to embed the funds from the current 4.43% Expiring Special Rate Variation. The Revenue Policy includes rating figures both with, and without, approval of the pending February Special Rate Variation application.

 

Water Charges

 

Water charges will continue to be charged under the current two-tier water pricing tariff structure.  The annual water charge and usage charges are proposed to increase by 1.5% for the 2017 - 2018 financial year.  Reclaimed water will be charged at 50% of the water charge. 

 

New reclaimed water section fees for new homes in the Thrumster residential development area with dual water meters (potable water and reclaimed water).

 

Sewer Charges

 

All properties connected or capable of connection, to the sewerage system will be subject to an annual charge.  In addition, properties such as major regional shopping centres, caravan parks, flats, retirement homes, motels, clubs, hotels, schools and backpacker hostels will be required to pay an additional charge based on the amount of water consumed.  As resolved by Council in 2011 - 2012 the sewerage annual and usage charges will increase by 4.5% each year up to and including the 2017 - 2018 financial year.

 

Onsite Effluent charges

 

Properties with an on-site effluent management system will be charged an on-site effluent management fee based on the risk of the system.

 

Stormwater charges

 

Council charges a stormwater levy on all urban properties (except vacant land) that are in the residential and business rating categories and where a stormwater management service is provided. The base stormwater levy has remained unchanged since it was introduced by the State Government in 2006 - 2007. 

 

Domestic Waste Management charges

 

The charges to apply to domestic waste management are determined in accordance with the Reasonable Cost guidelines issued by the Office of Local Government and are subject to independent audit.  All properties with a domestic waste management services available to their property will be charged an annual charge under Section 496 of the Local Government Act 1993.

 

Other Waste Management charges

 

All properties with a non-domestic waste management service will be charged an annual charge under Section 501 of the Local Government Act 1993

 

Additional Items to be Included Post Exhibition

 

It should be noted that following the development of the draft planning and reporting documents, some additional works items have been identified as being required.  These items will be included post exhibition. They will be funded from the Town Centre Master Plan reserves and will not impact the draft budget shortfall. These include:

 

·    $20,000 design cost for Clarence Street landscaping;

·    $50,000 additional allocation for Landscape Upgrades in the Port Macquarie Town Centre; and

·    $371,565 for completion of the Kooloonbung Creek Foreshore - Gordon to Hayward Street upgrade.

 

Options

 

Council could adopt the recommendation as proposed.

 

Council could seek additional information on the content of the IPR suite of documents prior to placing on exhibition noting this would delay the proposed 28 day exhibition period (20 April-18 May) and impact ability to meet legislative timeframes for adoption of the planning suite of documents.

 

Community Engagement & Internal Consultation

 

In line with legislative requirements Council are required to place the draft suite of Integrated Planning and Reporting documents on public exhibition for a minimum of 28 days, allowing for public submissions to be received during this time.

 

The purpose of this engagement is to ensure that all stakeholders including the Port Macquarie-Hastings community, Councillors and Council staff, are able to access, and provide feedback on the development, implementation and review of the draft IPR suite of documents which are the:

 

·     Draft Towards 2030 Community Strategic Plan;

·     Draft Delivery Program 2017 - 2021;

·     Draft Resourcing Strategy 2017-2021 with the following components:

Long Term Financial Plan (LTFP) 2017 - 2027;

Workforce Management Strategy (WMS) 2017 - 2021; and

Asset Management Strategy and Plan (AMS&P)

·     Draft Operational  Plan 2017-2018;

·     Draft Fees & Charges (F&C) 2017-2018;

·     Draft Revenue Policy 2017-2018; and

·     Rating Maps 2017-2018.

 

Feedback gathered through this engagement will be used to inform Council when finalising the IPR suite of documents which will be presented to Council for adoption in June 2017.

 

The ways in which Council will engage with the community during the public exhibition period are described in Table 1 and align to Councils Engagement Policy.

 

For this engagement it has been deemed appropriate to inform and consult with the community using a variety of methods as detailed in table 1.

 

Table 1

Engagement Level

Method

Purpose

Inform

 

To provide stakeholders with balanced and objective information to assist in understanding the problem, alternatives, opportunities and/or solutions.

Fact sheets

Provide information on the process, draft information and ways in which the community can provide feedback

Community newsletter

Article included to inform the community of the process and engagement activities taking place

Communications:

·    Media releases

·    E news

·    Social media

·    PMHC Website

Inform wider community of, process exhibition and opportunities to have a say.

Consult

 

To obtain stakeholder feedback on analysis alternatives and/or decisions. To work directly with stakeholders throughout the process to ensure that the stakeholders’ concerns are consistently understood and considered.

Draft documents to view

The draft suite of documents will be available to view and make a submission at the Council offices and Libraries.

Online forum

 

 

 

 

Council’s ‘Have Your Say’ website will have a dedicated discussion page to provide information, view the draft documents and the opportunity for the community to lodge a submission.

 

 

Information Stands

Information stands will take place across the region throughout late April to mid May to provide the community with the opportunity to view the draft documents ask questions and make a submission.

Community group briefings

Briefings to community groups will take place throughout the exhibition period to provide information and receive feedback.

 

The public exhibition period is 20 April to 18 May 2017. All submissions received during this period will be acknowledged, considered and reviewed in a workshop with Councillors and recommendations presented in a report to Council for consideration and adoption of the final documents in June 2017.

 

All community members that made a submission will receive a response, following the June 2017 Council meeting.

 

Internal consultation has taken place with:

 

·     Councillors;

·     Executive; and

·     Group Managers.

 

Planning & Policy Implications

 

This report is aligned with Council’s obligations under the NSW Integrated Planning and Reporting Framework legislative requirements.

 

Financial & Economic Implications

 

The Resourcing Strategy, Revenue Policy and Fees and Charges documents contain a detailed explanation of the financial implications associated with the 2017 - 2018 Operational Plan.

In summary, the 2017 - 2018 budget forecasts a shortfall budget of $145k as shown in Table 2.

Table 2

Budget Summary Table Surplus/(Shortfall)

2017 - 2018

Draft Budget
$'000

Operating Budget

Operating Income

173,110 ^

Developer Provided Asset Contributions

6,500 ^

Operating Expenses (ex Interest Expense, ex Depreciation)

(101,777) *

Interest Expense

(3,097)*

Net Operating Budget

74,737

Capital Items

Net transfers from reserves

31,097

New Loans

4,850

Purchase of Assets

(92,975) *

Developer Provided Assets

(6,500) *

Loan Principal Repayments

(11,353) *

Net Capital Result

(74,881)

Budget Result surplus/(shortfall)

(145)

 

Excluding depreciation and infrastructure asset write-offs the total expenditure is $215.7m which includes the items in Table 1 marked with an *. These are:

 

·    $101.8m operational costs

·    $3.0m interest expense

·    $93.0m in capital works

·    $6.5m in developer provided assets

·    $11.4m in loan repayments

 

Total projected income is $179.6m consisting of items in Table 1 marked with an ^. These are:

 

·    $173.1m in operating income

·    $6.5m in developer provided asset contributions

 

It should be noted that the 2017/18 draft budget includes grant funding from the Federal Government in the form of Financial Assistance Grants. The budget has assumed a small uplift from the 16/17 levels.  Any reduction to this funding could impact upon Council’s ability to deliver services.

 

Attachments

 

1View. Draft Towards 2030 Community Strategic Plan

2View. Draft Resourcing Strategy 2017-2021

3View. Draft Delivery Program 2017-2021 and 2017-2018 Operational Plan

4View. Draft Fees and Charges

5View. Draft Revenue Policy

6View. Draft Rating Maps

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          09.08

 

Subject:     Asset Management Policy - Consideration of Submissions and Adoption

Presented by:  Infrastructure and Asset Management, Jeffery Sharp

 

 

Alignment with Delivery Program

 

1.5.5  Ensure there is appropriate management of risk for Council and the community.

 

 

 

RECOMMENDATION

 

That Council:

1.       Note the submissions to the Draft Asset Management Policy as discussed in this report.

2.       Adopt the Asset Management Policy as amended based on the comments received during the exhibition period.

 

Executive Summary

 

Council’s Asset Management Policy establishes the framework that determines the nature and direction of Asset Management within Council, and guides the strategic management of all of Council’s assets. Under this Policy, Council recognises that infrastructure assets are critical in supporting the services that Council deliver to the community.

 

Council has undertaken a review of its existing Asset Management Policy, to ensure that the Policy is comprehensive and relevant. The Policy in its updated form continues to reflect the existing organisational vision for asset management as detailed in Council’s Resourcing Strategy.

 

At the Ordinary Council meeting on 15 February 2017 Council resolved to place on public exhibition the draft Asset Management Policy for a period of 28 days.

 

Discussion

 

This public exhibition period is now complete with the outcomes of the exhibition process discussed below.

 

There were 49 visitors to Council’s engagement website to view the Policy during the exhibition period. 1 submission was received during the exhibition period.

 

There was also Councillor discussion regarding the definition of an asset under the Policy, particularly in relation to land. It is noted that Council owned land has service potential and is therefore considered an asset under the Policy.

 

The Policy was also tabled at the February 2017 Audit, Risk and Improvement Committee meeting, with no additional review comments received from the Audit, Risk and Improvement Committee.

 

It is recommended that Council now formally adopt the Asset Management Policy as amended based on the comments received during the exhibition period.

 

Options

 

Council may either choose to adopt the updated Policy or to retain the existing Policy. 

 

Community Engagement & Internal Consultation

 

The Draft Asset Management Policy was available for public comment from 24 February 2017 to 25 March 2017.

 

Received From

 

Issue

1.

John Oxley

 

This is a good document and it will, hopefully, be implemented to the full extent. My comments are: There is not enough about measurement of asset management. Regular full disclosure to Councillors of maintenance backlogs (i.e. planned maintenance not carried out when scheduled) at least by asset category should be stated in the policy.

Response/

Comment:

The Policy broadly covers the principles of good asset management practices. Specifics relating to infrastructure backlog are detailed in Council’s Annual Financial Statements, specifically Special Schedule 7.

2.

John Oxley

 

The reference to Australian Accounting Standards is not adequate. It should refer to non-profits, otherwise the Glasshouse would be written down to “fair value”.

Response/

Comment:

Building asset classes will be revalued in 2017/18, which includes calculation of fair values for these assets.

3.

John Oxley

 

A recent presentation by the Mayor to the Chamber of Commerce revealed large infrastructure backlogs and under-spending on infrastructure – should this be built into (or linked to) the asset management policy?

Response/

Comment:

The Policy covers the whole-of-life costs associated with Council’s assets. This includes a statement referring to Council’s Asset Management objective of “focussing on asset renewal”, and in “identifying funding to support and maintain Council infrastructure”.

Further details are provided within Council’s internal asset management plans and service plans.

4.

John Oxley

 

An asset write-down or write-off policy should be included in the asset management policy.

Response/

Comment:

This recommendation is noted, and section 4 of the Policy has been updated to include reference to Council’s existing Asset Disposal Policy. It is noted that the Audit, Risk and Improvement Committee are currently auditing Council’s Asset Disposal Policy and associated procedures.

5.

John Oxley

 

The policy should include ensuring the safety of (particularly) vulnerable assets by having adequate security measures in place, e.g. water and sewerage tampering or disruption.

Response/

Comment:

Risk is covered in the Policy. Internal risk management plans are in place for assets deemed critical to Council’s operations, the status of which is reported on quarterly through Council’s internal risk register.

 

Planning & Policy Implications

 

Planning Implications

 

Under the Policy, Council will continue to undertake the following actions:

 

1.   Recognise that infrastructure assets are critical in supporting the services that Council deliver to the community;

2.   Focus on continually improving the overall condition and management of its assets through the implementation of a long term Asset Management Strategy, Asset Management Plans and Service Plans;

3.   Take into account the impact of asset acquisition and whole of life costs in making resource allocation decisions

 

Policy Implication

 

Council will continue to have in place a relevant and appropriate Asset Management Policy, which guides the strategic management of all of Council’s assets, and is consistent with the requirements of the NSW State Government’s Integrated Planning and Reporting framework.

 

Council’s 2017 - 2021 Resourcing Strategy, which is currently under development, directly references Council’s Asset Management Policy.

 

Financial & Economic Implications

 

Under the Policy, Council will continue to ensure that adequate provision is made for the long-term management and replacement of major Council assets.

 

Attachments

 

1View. Asset Management Policy

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          09.09

 

Subject:     Development Assessment Panel Charter

Presented by:  Development and Environment Services, Matt Rogers

 

 

Alignment with Delivery Program

 

1.1.1  Use a variety of tools to engage with the community in a manner that is transparent, effective, relevant and inclusive.

 

 

 

RECOMMENDATION

 

That Council:

1.       Adopt the revised Development Assessment Panel Charter.

2.       Request the General Manager appoint new external members to the Panel following a public Expression of Interest process.

3.       Note that operation of the revised Charter will commence following appointment of the new external members.

 

Executive Summary

 

This report presents a revised Charter for the Development Assessment Panel (DAP) that accords to the charter template previously adopted by Council and proposes changes to the DAP membership.

 

It is proposed to replace one of the staff membership positions with another external member, with the aim of increasing independence and transparency for development application decisions, where submissions have been received in conjunction with an application.

 

Discussion

 

One of Council’s key regulatory roles is to assess and determine development applications for local development proposals. While most decisions are made by planning staff under delegation, there is a need for an open decision making process for applications where submissions have been received following neighbour notification and / or public exhibition of a development application.

 

Council’s Development Assessment Panel (DAP) plays an important role in the local development assessment process, providing a forum for decisions in these circumstances.

 

The Charter for the DAP has recently been reviewed having regard for the Charter template previously adopted by Council. The review has identified the potential to improve the transparency of the DAP by modifying its membership to replace one of the staff members with an additional independent external member. The current requirement for the independent external membership to have relevant expertise in a planning related field would continue.

 

The benefits of the proposed membership change include:

 

-     A majority of external members reinforces the transparency of the decision making process and should minimise any perceptions that decisions are predetermined.

-     Reducing staff membership will free up a time for staff to concentrate on application processing.

-     The proposed membership aligns more closely with the local planning panel proposals of the NSW Government and may allow Council to continue with current arrangements despite proposed legislative change.

-     Additional external members will also allow appointment of non staff members to the Joint Regional Planning Panel, as necessary.

 

Other than the membership change, the functions and purpose of the DAP remain the same and have been translated into the new charter template.

 

Should Council support the proposed membership change, the commencement of the revised Charter would need to be aligned with the appointment of the independent external members, following a selection process by public Expression of Interest.

 

Appointment of members will be arranged such that the tenure of the external members overlaps. This cascading tenure arrangement would minimise disruption to the operation of the DAP associated with turnover of all external members at one time.

 

The proposed membership would not preclude the current independent Chair from sitting on the DAP under the revised Charter.

 

Options

 

Council could choose to retain the existing DAP Charter or resolve to amend the Charter in some other way.

 

Community Engagement & Internal Consultation

 

Internal consultation has taken place with the following:

 

-     General Manager;

-     Director Development & Environment;

-     Group Manager Development Assessment;

-     Group Manager Governance & Executive Services.

 

Planning & Policy Implications

 

There are no planning and policy implications in relation to this report.

 

Financial & Economic Implications

 

The proposed membership changes will result in an increased cost to run the Development Assessment Panel. This cost is associated with the payment of an additional external member.

 

The additional cost is estimated to be $20,000 annually. This cost would be covered by the revenue received from development application fees.

 

Attachments

 

1View. Revised Development Assessment Panel Charter

 

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

What are we trying to achieve?

Our social infrastructure and community programs create a healthy, inclusive and vibrant community.

 

What will the result be?

 

·                Community hubs which provide access to services and social connections.

·                Services that support an ageing community to live in a way that they desire.

·                Available and accessible preventative health and medical services.

·                A safe, caring and connected community.

·                A healthy and active community that is supported by recreational infrastructure

·                A strong community that is able to identify and address social issues.

·                Community participation in events, programs, festivals and activities.

 

How do we get there?

 

2.1     Create an environment and culture that allows the Port Macquarie-Hastings community to feel safe.

2.2     Provide young people with a range of leisure activities and opportunities for personal development.

2.3     Provide medical and social services for all members of the community.

2.4     Develop partnerships within the community to build on existing strengths and improve areas of social disadvantage.

2.5     Create events and activities that promote interaction and education.

2.6     Provide social and community infrastructure and services.

2.7     Empower the community to be active and involved in community life.

2.8     Promote cultural and artistic expression.

2.9     Promote a healthy lifestyle through education, support networks and facilities.

 

 

 

 

 

 

 

 

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          10.01

 

Subject:     Aboriginal Awareness and Understanding Strategy 2013 - 2017 Progress Report

Presented by:  Community and Economic Growth, Liesa Davies

 

 

Alignment with Delivery Program

 

2.4.1  Work with community groups to build capacity on social justice issues.

 

 

 

RECOMMENDATION

 

That the information in the Aboriginal Awareness and Understanding Strategy 2013 - 2017 progress report be noted.

 

Executive Summary

 

The Aboriginal Awareness and Understanding Strategy 2013 - 2017 was adopted by Council in March 2014. It outlines initiatives which are aimed at increasing the understanding of the local Aboriginal community, culture and history, in particular, to learn more about:

·   The rich culture that exists here in our community;

·   The Birpai people and their local stories;

·   Cultural events and programs to expand cultural awareness and understanding through engagement and participation and progress Reconciliation; and

·   Enhance the area’s environmental, social and economic qualities for our community.

Over the Strategy period to date there has been a notable increase in community participation and engagement in related activities. The strategy is due for renewal at the end of 2017.

 

Discussion

 

Council staff have been working with the community to implement the Aboriginal Awareness and Understanding Strategy 2013 - 2017 for the past three years. Through the strategy and associated actions, Council has been able to increase awareness and understanding of the local culture, stories and history.

 

Through the actions outlined in the strategy and the programming of activities and events, there is evidence of a shift in the wider community’s perception of our local Aboriginal community. In particular, participation and engagement with Aboriginal people has increased and we are seeing the wider community now have an aspiration to learn and know more about the local Aboriginal culture, stories and history.  This has been evident in rising participation rates for programming such as National Reconciliation Week and NAIDOC Week celebrations:

·   National Reconciliation Week participation rates have increased by 60% from 150 in 2013 to 250 in 2015.

·   Featured film screenings during 2013 - 2016 increased by 1000% from10 people attended in 2013 and100 people attended in 2016.

·   NAIDOC Week participation rates increased from 1000 to 7500 people across the week of activities over the 2013-2016 period.

·   The introduction of the school holiday program in 2015 during NAIDOC Week has allowed for 80 children aged 5 - 17 to participate in creative activities that connect to stories, culture and history.

·   The fabrication of the Together as One public art sculpture has allowed a significant historical event to promote the kind and caring character of Aboriginal people and is a story that has meaning to the Aboriginal and non Aboriginal community.

 

This positive effect on the community as a whole is allowing the progression of Reconciliation. Further detail on Council’s performance against individual Strategy actions are outlined in Attachment 1.

 

As the Strategy is due for renewal at the end of 2017, it is anticipated that an Aboriginal Advisory Group will be established under the new Cultural Steering Group to assist with review and renewal.

 

Options

 

Council may seek additional information on the implementation of the Strategy.

 

Community Engagement & Internal Consultation

 

There is ongoing community engagement and internal Council consultation associated with the implementation of the strategy.

 

Community engagement includes:

·   Birpai Local Aboriginal Land Council;

·   Bunyah Local Aboriginal Land Council;

·   Bearlay Aboriginal Interagency;

·   Hastings Aboriginal Education Consultative Group;

·   Dhoongang Aboriginal Men’s Group;

·   Burraydjarr Aboriginal Youth Group;

·   Port Macquarie Neighbourhood Centre;

·   Djiyagan Dhanbaan Aboriginal Women’s Group;

·   Hastings Preschool and Long Day Care;

·   Maritime Museum;

·   Port Macquarie Historical Museum;

·   St Josephs Family Services;

·   Interrelate Port Macquarie;

·   Mid North Coast Local Health District;

·   Charles Sturt University Indigenous Student Services;

·   Sea Acres Yun Yi Barragay Walk with Me program;

·   Hastings Secondary College;

·   Port Macquarie Public School;

·   Tacking Point Public School;

·   Hastings Public School; and

·   Westport Public School.

 

Planning & Policy Implications

 

There are no planning and policy implications in relation to this report.

 

Financial & Economic Implications

 

Council has an operating budget of $24,999 to fund actions conducted under the Aboriginal Awareness and Understanding Strategy.

 

Attachments

 

1View. Aboriginal Awareness and Understanding Strategy Action Update - March 2017

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          10.02

 

Subject:     Cultural Plan 2016-2019:  Progress Report

Presented by:  Community and Economic Growth, Liesa Davies

 

 

Alignment with Delivery Program

 

2.8.1  Support, facilitate and advocate for arts and cultural programs that engage the community and deliver a range of high quality performing, visual arts and cultural development services.

 

 

 

RECOMMENDATION

That Council note:

1.       The information in the Port Macquarie-Hastings Council Cultural Plan 2016-2019 progress report.

2.       A review of the Cultural Plan will be discussed with the Cultural Steering Group and completed before August 2017.

 

Executive Summary

 

The implementation of actions under Council’s 2016-2019 Cultural Plan continues to enhance and support the cultural development of our community and region. Positive outcomes are being achieved as a result of ongoing delivery of a diverse range of projects in collaboration with community and industry groups.

 

The newly established Cultural Steering Group will oversee a review of the Cultural plan and set the future priorities that will contribute to future cultural planning of the Port Macquarie Hastings Region.  This is planned for before August 2017, in accordance with the Council resolution to review the Cultural Plan within 12 months of adoption.

 

Discussion

 

In adopting the 2016-2019 Port Macquarie-Hastings Cultural Plan at the Ordinary Council Meeting on 10 August 2016, it was:

 

RESOLVED: Turner/Griffiths

 

That Council:

1. Note the submissions to the draft Cultural Plan.

2. Adopt the Port Macquarie-Hastings Cultural Plan 2016-2019.

3. Request that the General Manager bring forward a report to the Council Meeting in April 2017 on progress as measured against the performance indicators in the Cultural Plan.

4. Review the Cultural Plan within 12 months.

 

CARRIED: 6/3

FOR: Besseling, Griffiths, Hawkins, Intemann, Levido and Sargeant

AGAINST: Cusato, Roberts and Turner

Work has commenced on 62 of the 73 actions identified in the Cultural Plan.  Attachment 1 provides an overview of a range of actions and initiatives which have been completed or progressed in the period August 2016 - April 2017.  Highlights include:

 

·    In March 2017, Port Macquarie Hastings Council launched the Creative Ageing web page in partnership with Arts Mid North Coast and Arts and Health Australia.  The website provides information about activities and programs for people aged over the age of 55 to continue to age and participate in life through creative endeavours. 

 

·    The installation of the Together as One sculpture on Gaol Point Hill now provides a permanent story of our local Aboriginal Heritage, and highlights one of the first documented lifesaving acts in Australia.

 

·    Port Macquarie-Hastings Council continues to partner with the Mid North Coast Conservatorium of Music to deliver free Friday lunchtime concerts to our community. The program has enabled local musicians the opportunity to perform in a professional venue, enabling free access to music to over 3000 people since July 2016. 

 

·    The Glasshouse Regional Gallery has presented four artists in residence programs, nine Artist/Curator Talks and eight workshops including a successful Creative Summer program with over 379 participants.

 

·    Council formed a partnership with the Wauchope District Historical Society to develop a Local Studies section of the Wauchope Library to preserve and promote the local archives and history of Wauchope and make it more accessible to the local community.

 

·    It was announced on 6 April at the 2016 NSW Local Government Awards that Artwalk 2016 received Highly Commended for Excellence in Creative Communities population over 15,000. Council was finalist in the Local Government Excellence awards in two categories associated with Arts and Culture. Excellence in Local Economic Contribution for the Glasshouse and Excellence in Creative Communities for the ArtWalk program.

 

Actions planned in the next three months include:

 

·    A Creative Industries Workshop day will be held on Friday 12 May.  The workshop offers opportunities for creative businesses to network and build on their business skills in marketing and business development.

 

·    The 2017 Heritage Festival is scheduled to run from 16 April - 30 April and continues to go from strength to strength with a more diverse range of community-based activities on offer in 2017. There are currently over 20 events planned through 14 local community groups and museums.

 

·    ArtWalk 2017 will take place on 20 April - a free family friendly community event that encourages the general public to explore, experience and participate in our local arts and culture in the centre of Port Macquarie.

 

At the 15 February 2017 Ordinary Council meeting, Council resolved to form a Cultural Steering Group with the following objectives: 

·    Assist Council in the implementation and review of the Cultural Plan.

·    Assist Council in monitoring the success of the Plan against established criteria.

·    Engage with and provide input to Council on other Arts and Cultural matters which are relevant to the Local Government Area.

·    Provide and receive two-way feedback from the community.

 

This Cultural Steering Group will continue to monitor progress of the Cultural Plan and undertake a review of the plan within 12 months of adoption (i.e. by August 2017), in accordance with the previous Council resolution.

 

Options

 

Council may note the report or choose to ask for further information.

 

Community Engagement & Internal Consultation

 

Community Engagement

 

The Cultural Plan implementation continues by working with local artists, businesses, heritage and cultural organisations and creative industry practitioners and with oversight to be undertaken by the newly formed Port Macquarie Hastings Cultural Steering Group.

 

Internal Consultation

 

Cultural Plan action implementation has been undertaken by and in collaboration with a wide range of Council staff.

Planning & Policy Implications

 

There are no planning and policy implications in relation to this report.

 

Financial & Economic Implications

 

There are no financial and economic implications in relation to this report.

 

Attachments

 

1View. 2016-2019 Cutural Plan Actions - Report Card

 

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

What are we trying to achieve?

The Port Macquarie-Hastings region is able to thrive through access to a range of educational, employment and business opportunities.

 

What will the result be?

 

·                Greater availability of educational opportunities.

·                Key business sectors are able to benefit from our natural and existing attributes.

·                Business and industry, training and education facilities sustain our population growth.

·                Increased employment opportunities.

·                An environmentally harmonious and prosperous tourism industry.

·                Widely available communications technology.

 

How do we get there?

 

3.1     Create opportunities for lie long learning and skill enhancement with the availability of a broad range of education and training facilities.

3.2     Promote and support an increase in business capacity in order to generate ongoing economic growth.

3.3     Expand tourism business opportunities and benefits through collaborative planning and promotion.

3.4     Maximise innovation and economic competitiveness by providing high quality communication technology throughout the Port Macquarie-Hastings region.

3.5     Target and encourage business enterprise by providing favourable business conditions including infrastructure and transport options.

 

 

 

 

 

 

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          11.01

 

Subject:     2016-2017 Community Grants Projects for Endorsement

Presented by:  Community and Economic Growth, Liesa Davies

 

 

Alignment with Delivery Program

 

2.5.1  Provide sponsorship and expertise to community groups that coordinate social and community events.

 

 

RECOMMENDATION

 

That Council:

1.       Pursuant to provisions of Section 356 of the Local Government Act 1993, grant financial assistance from the Community Grants 2016-2017 Round 2 and Event Sponsorship Round 2 in the total amount of $132,610.00 to:

 

Organisation Name                                 Project                                       Funding

 

General:

Hastings Country Music

Association                                              New Equipment                           $7,452

Lake Cathie Skate and

Recreation Park                                      Master Plan                                $10,000

Port Macquarie Historical Society        Conservation Plan                       $5,000

Little Bowerbird Steiner Playgroup      Shade Sail                                     $1,830

4Life Care and Training                         Mobile Forklift                              $1,845

Make a Difference/Orange Sky

Laundry                                                    Washing Machines                    $10,000

Hastings Men’s Shed                             Replacement Tools                     $3,432

Queens Lake Sailing Club                     Storage Racks                              $6,246

Port Macquarie Community

Preschool                                                 Garden Shed                                 $6000

Port Macquarie Marine Rescue             VHF Radios                                  $5,866

Port United Soccer Club                        New Awning                                 $6,000

Wauchope Community Arts

Council                                                     New Sound Equipment               $5,500

Birpai Local Aboriginal Land

Council                                                     Creative Circle                             $2,500

 

                                                                  Sub Total                                    $71,671

 

Non Council Owned Halls:

Pappinbarra Progress Assoc.               Fire Equipment                          $10,000

 

                                                                  Sub Total                                    $10,000

 

Place Making:

Rotary Club of Port Macquarie

Sunrise                                                     Community Pathway                 $10,000

Camden Haven Chamber of

Commerce                                               Christmas in July                         $4,457

Friends of Mrs York’s

Garden                                                     Staircase                                       $6,500

Wauchope District Historical

Society                                                     Exhibition Resources                  $9,982

 

                                                                  Sub Total                                   $30,939

 

                                                                  Total Allocated                         $112,610

 

Event Sponsorship:

Blues and BBQ Festival                                                                                 $5000

Beer and Cider Festival                                                                                  $5000

Beach to Brother Marathon                                                                           $5000

Ekam Yoga Festival                                                                                        $2500

Bago Bluff Mountain Bike Marathon                                                            $2500

 

                                                                  Total Allocated                           $20,000

 

 

 

Executive Summary

 

The second round of the annual community grant process was once again very competitive. Attendance at the four Community Grant Information Sessions held in February 2017 was high, with many community groups represented for the first time.

 

Thirty one applications were submitted across all categories of the grant round. Of these, the above eighteen were endorsed by the Assessment Panel having successfully met the Community Grants Criteria.

 

Seven applications were received under the Event Sponsorship Program and applications assessed by a staff Assessment Panel.

 

Discussion

 

Community Grants

 

A total of $113,292 is available in 2016-2017 Round 2 for the Community Grants program as follows:

 

·    General Grants for a range of innovative projects which align with the Port Macquarie-Hastings Towards 2030 Community Strategic Plan ($71,671);

·    Non Council Owned Hall Grants for maintenance and capital improvements ($10,000);

·    Place Making Program Grants for projects that create authentic and vibrant public places that are valued by their communities and admired by visitors ($30,939).

 

The Community Grant Guidelines 2016-2017, available on Council’s website, set out the objectives, eligibility and assessment criteria, and other information for the grant round. On-line applications were submitted on SmartyGrants, a best practice on-line grants management system.

 

Information sessions were held in Port Macquarie (x2), Laurieton and Wauchope in February, 2017.

 

Applications opened on 13 February 2017 and closed on 10 March 2017. A total of thirty one applications were received of which twenty four were in the General category, one in the Non Council Owned Hall category and six in the Place Making category.

 

Assessment of applications was undertaken in two stages. Stage 1 was a check against eligibility criteria, restrictions and supplementary information and Stage 2 was an assessment of projects against the criteria as published in the Community Grant Guidelines.

 

On 3 April 2017 following Stage 1 and Stage 2 of the preliminary assessments, applications were considered by the Assessment Panel, with the endorsed applications forwarded to Council for approval.

 

Event Sponsorship Program

 

A total of $20,000 is available in 2016/2017 Round 2 of the Event Sponsorship Program (Note the same amount was awarded during Round 1 which was finalised during the 2016 election caretaker period). Similar to Community Grants, information in relation to the Event Sponsorship Program was presented at the General Community Grant Information Sessions in February 2017.

 

Event Sponsorship Program Applicants are required to demonstrate that the proposed event is either a driver of significant overnight visitation (ie a measurable economic impact, evidenced by previous data collected), or has the potential to grow to major event status with a significant economic impact. Seven on-line applications were received under this round via SmartyGrants.

An assessment of applications was undertaken by the Assessment Panel, with the endorsed applications forwarded to Council for approval.

 

Next Steps

 

Letters will be forwarded to the successful and unsuccessful applicants. Successful applicants will also be contacted by telephone. Unsuccessful applicants will be given the opportunity to request feedback on their application.

 

At a date yet determined the successful applicants will attend a public event whereby they will be presented with their cheques by the Mayor. Councillors will be invited to attend this event to the held in the Function Room.

 

Community Engagement & Internal Consultation

 

No external community engagement occurred as part of the assessment process.

 

Internal consultation included:

 

Assessment Panel Members Community Grants:

General Manager

Director Development and Environment

Director Community and Economic Growth

Director Infrastructure & Asset Management

Director Corporate and Organisational Services; and
Group Manager, Community Place

 

Assessment Panel Event Sponsorship Program:

A/Group Manager Economic Development

Group Manager Assets

Group Manager Community Place

Major Events Officer

 

Planning & Policy Implications

 

The grant process is consistent with Council’s Funding and Support provided to the Community Policy (July 2013).

 

Financial & Economic Implications

 

Council has an annual allocated budget for community grants of $158,857 ($142,157 for general grants and $16,700 for Christmas/New Year’s grants) within the Community Place budget, $20,000 for Environmental Grants within the Environmental budget and $40,000 in the Event Sponsorship Budget.

 

 A summary of funding outcomes for 2016 round two is provided in Table 1.

 

Table 1:

Grant Category

Funds Allocated

General Community

$71,671

Place Making

$30,939

Non Council Owned Halls

$10,000

Event Sponsorship

$20,000

Total

$132,610

 

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          11.02

 

Subject:     Commercial Activities on Council-Managed Land Policy

Presented by:  Community and Economic Growth, Liesa Davies

 

 

Alignment with Delivery Program

 

3.2.1  Identify, support and advocate for effective programs that assist the growth of appropriate business and industry.

 

 

 

RECOMMENDATION

 

That Council:

1.       Note the submissions and feedback received on the Commercial Activities on Council-managed Land Policy (draft) during the public exhibition period.

2.       Adopt the Commercial Activities on Council-managed Land Policy as presented.

 

Executive Summary

 

At the Ordinary Council meeting held on the 15 February 2017 it was resolved:

 

That Council:

1.       Note the recent review of the Commercial Activities on Council-managed Land Policy.

2.       Place on public exhibition Commercial Activities on Council-managed Land Policy commencing from 24 February 2017 to 23 March 2017 for a minimum of 28 days.

3.       Note that a further report is planned to be tabled at the 19 April 2017 meeting of Council, detailing the submissions received from the public during the exhibition period.

carried:      8/0

For:   Besseling, Alley, Cusato, Griffiths, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

Following public exhibition of the Policy, this report provides an update to Council on submissions received during the period 24 February to 23 March 2017.

 

Discussion

 

The Commercial Activities on Council-managed Land Policy was adopted by Council on 16 December 2015 and came into effect on 1 July 2016.

 

The Policy was developed to support and encourage the sustainable use of Council-managed land for commercial purposes. The aim was to develop a Policy which balances the interests of local business, the community and Council.

 

The adopted Policy contained a commitment to undertake a review in December 2016, 12 months after adoption, which has now been completed.

 

The exhibition period resulted in three submissions (as detailed below), and prompted minimal further changes to the Policy. The proposed changes, which have been made during the internal review process, engagement and exhibition period, are considered to be low impact and are principally administrative in nature.

 

Options

 

Council may choose to:

 

1.   Adopt the Commercial Activities on Council-managed Land Policy, as presented.

2.   Request that further work be undertaken on the Policy in conjunction with key stakeholders.

 

Community Engagement & Internal Consultation

 

Temporary Licence Holders Engagement

 

In reviewing the Policy feedback was sought from existing Temporary Licence holders. This feedback was provided in the February Council report and focussed on fees, process and compliance.

 

Community Engagement

 

During the exhibition period 3 submissions were received, as summarised below:

 

Submission

Issue

Response/Comment

Evan Gamble

Conflict relating to space is unlikely in our public spaces and small enterprises should be encouraged.

The Policy makes it easier for commercial activities to gain approval albeit subject to the assessment criteria.

Matthew Connors

Does not support Policy as it is hindrance to small business, involves unnecessary cost and inconvenience, and healthy activities should be encouraged.

The Policy attempts to balance the needs of business and the community.

Samantha Johnsen

Supports the Policy but wants to make sure all revenue is allocated to the rehabilitation and enhancement of the public space. Council should promote where the revenue is spent.

The following has been inserted into the Policy under Licence Fees and Charges: All revenue (excluding application fees) will be reinvested in the maintenance and improvement of public spaces impacted by this Policy and Council will communicate the expenditure plan on an annual basis.

 

The full versions of the above submissions are attached. All persons who made a submission have been advised that this report was being presented to Council and have been given the opportunity to speak to their submission and in support of or opposed to the recommendation.

 

The key statistics relating to engagement via PMHC Have Your Say during the exhibition period are as follows:

 

·    Total visits: 105

·    Policy: 105 visits, 11 downloads

·    FAQ document: 11 visits, 11 views

 

The Policy exhibition was included in Council’s Community Now advertisement in the Port Express (1 March 2017), Camden Haven Courier (1 March 2017) and Wauchope Gazette (2 March 2017).

 

Internal Engagement

 

The Policy review has been undertaken by the Temporary Licence Review Panel which includes representatives from:

 

·    Recreation and Buildings

·    Economic Development

·    Community Place

·    Regulatory Services

·    Property

 

Planning & Policy Implications

 

If adopted, the Commercial Activities on Council-managed Land Policy as presented will replace the Policy adopted by Council on 16 December 2015.

 

Financial & Economic Implications

 

The Policy is managed within existing staff resource levels.

 

The fee structure for Temporary Licences, issued as part of this Policy, is considered as part of the development of the annual PMHC Schedule of Fees and Charges.

 

Attachments

 

1View. Commercial Activities on Council-Managed Land Policy

2View. Submissions - Commercial Activities on Council-Managed Land Policy

 

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

What are we trying to achieve?

We understand and manage the impact that the community has on the natural environment. We protect the environment now and in the future.

 

 

What will the result be?

·                Accessible and protected waterways, foreshores, beaches and bushlands.

·                Renewable energy options.

·                Clean waterways.

·                An environment that is protected and conserved for future generations.

·                Development outcomes that are ecologically sustainable and complement our natural environment.

·                Residents that are environmentally aware.

·                A community that is prepared for natural events and climate change.

 

How do we get there?

4.1     Protect and restore natural areas.

4.2     Ensure service infrastructure maximises efficiency and limits environmental impact.

4.3     Implement total water cycle management practices.

4.4     Continue to improve waste collection and recycling practices.

4.5     Provide community access and opportunities to enjoy our natural environment.

4.6     Create a culture that supports and invests in renewable energy.

4.7     Increase awareness of and plan for the preservation of local flora and fauna.

4.8     Plan and take action to minimise impact of natural events and climate change.

4.9     Manage development outcomes to minimise the impact on the natural environment.

 

 

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          12.01

 

Subject:     DA2017 - 49.1 Additions To Existing Dwelling Including Clause 4.6 Objection To Clause 4.3 (Height Of Buildings) Of The Port Macquarie-Hastings Local Environmental Plan 2011 - Lot 390 DP 236950, 5 Vendul Crescent, Port Macquarie

Report Author: Matt Rogers

 

 

 

Applicant:               Beukers & Ritter Consulting Pty Ltd

Owner:                    H Venter

Estimated Cost:     $9,000

Parcel no:               24334

Alignment with Delivery Program

4.9.2  Undertake transparent and efficient development assessment in accordance with relevant legislation.

 

 

 

 

RECOMMENDATION

That DA 2017 – 49.1 for additions to dwelling, including Clause 4.6 Objection to Clause 4.3 (Height Of Buildings) of the Port Macquarie-Hastings Local Environmental Plan 2011 at Lot 390, DP 236950, No. 5 Vendul Crescent, Port Macquarie, be determined by granting consent subject to the recommended conditions.

 

Executive Summary

This report considers a Development Application for additions to an existing dwelling at the subject site and provides an assessment of the application in accordance with the Environmental Planning and Assessment Act 1979.

 

Following exhibition of the application, no submissions have been received.

 

This DA has been considered by Council’s Development Assessment Panel (DAP) on 22 March 2017. The DAP resolved to recommend to Council that the application be approved subject to the recommended conditions.

 

This DA is required to be reported to an Ordinary Meeting of Council as the proposal includes a height variation greater than 10% to the 8.5m building height standard under the Port Macquarie-Hastings Local Environmental Plan 2011. 

 

1.       BACKGROUND

 

Existing sites features and Surrounding development

 

The site has an area of 689.20 m2.

 

The site is zoned R1 General Residential in accordance with the Port Macquarie-Hastings Local Environmental Plan 2011, as shown in the following zoning plan:

 

http://hq-dekho-pr1:8080/Dekho/dekhoproxy?urlparam=proxy_url_start%5bpnturl9273_C0A8C986:015AABD8D0B0:25DF:3C023E92%5dproxy_url_end&sessionid=C0A8C986:015AABD8D0B0:25DF:3C023E92

 

The existing subdivision pattern and location of existing development within the locality is shown in the following aerial photograph:

 

http://hq-dekho-pr1:8080/Dekho/dekhoproxy?urlparam=proxy_url_start%5bpnturl3406_C0A8C986:015AABD8D0B0:25DF:3C023E92%5dproxy_url_end&sessionid=C0A8C986:015AABD8D0B0:25DF:3C023E92

 

2.       DESCRIPTION OF DEVELOPMENT

 

Key aspects of the proposal include the following:

 

·    Additions to the existing dwelling of an elevated deck and service platform attached to a steel support structure.

·    Installation of glass sliding doors to replace existing windows.

·    Installation of 1.8m high privacy screen.

 

Refer to attachments at the end of this report.

 

Application Chronology

 

·    25 January 2017 - Development Application lodged with Council.

·    9 to 22 February 2017 - Neighbour notification of the proposal.

·    14 February 2017 - More information requested on reasons for seeking height variation and privacy screen details.

·    7 March 2017 - Additional information received and amended plans.

·    22 March 2017 - DA considered by Council’s Development Assessment Panel. DAP resolved to recommend to Council that the application be approved.

 

3.       STATUTORY ASSESSMENT

 

Section 79C(1) Matters for Consideration

 

In determining the application, Council is required to take into consideration the following matters as are relevant to the development that apply to the land to which the development application relates:

 

(a)     The provisions (where applicable) of:

(i)      any Environmental Planning Instrument:

State Environmental Planning Policy No. 44 - Koala Habitat Protection

There is no Koala Plan of Management on the site. Additionally, the site is less than 1ha in area therefore no further investigations are required.

State Environmental Planning Policy No.55 – Remediation of Land

Following an inspection of the site and a search of Council records, the subject land is not identified as being potentially contaminated and is suitable for the intended use.

State Environmental Planning Policy No. 62 – Sustainable Aquaculture

Given the nature of the proposed development, the proposal will be unlikely to have any adverse impact on existing aquaculture industries within the Hastings River approximately 5 kilometres from the site.

State Environmental Planning Policy No. 71 – Coastal Protection and Clause 5.5 of Port Macquarie-Hastings Local Environmental Plan 2011

The site is located within a coastal zone as defined in accordance with clause 4 of SEPP 71.

In accordance with clause 5, this SEPP prevails over the Port Macquarie-Hastings LEP 2011 in the event of any inconsistency.

Having regard to clauses 8 and 12 to 16 of SEPP 71 and clause 5.5 of Hastings LEP 2011 inclusive the proposed development will not result in any of the following:

a)    any restricted access (or opportunities for access) to the coastal foreshore

b)    any identifiable adverse amenity impacts along the coastal foreshore and on the scenic qualities of the coast;

c)    any identifiable adverse impacts on any known flora and fauna (or their natural environment);

d)    subject to any identifiable adverse coastal processes or hazards;

e)    any identifiable conflict between water and land based users of the area;

f)     any identifiable adverse impacts on any items of archaeological/heritage;

g)    reduce the quality of the natural water bodies in the locality.

Port Macquarie-Hastings Local Environmental Plan 2011

The proposal is consistent with the LEP having regard to the following:

·     Clause 2.2, the subject site is zoned R1 General Residential. In accordance with clause 2.3(1) and the R1 zone landuse table, the additions to dwelling are a permissible landuse with consent.

The objectives of the R1 zone are as follows:

To provide for the housing needs of the community.

To provide for a variety of housing types and densities.

To enable other land uses that provide facilities or services to meet the day to day needs of residents.

 

In accordance with Clause 2.3(2), the proposal is consistent with the zone objectives as it is a permissible landuse and is sufficiently consistent with the established residential locality,

·     Clause 4.3, the maximum overall height of the additions above ground level (existing) is 10.9m (including the 1.8m height privacy screen attached to the deck) which is unable to comply with the standard height limit of 8.5 m applying to the site. note the existing dwelling is higher than 10.9m.

·     Clause 4.4, the floor space ratio of the proposal is not proposed to change with the additions.

·     Clause 4.6, consent must not be granted for a proposal that contravenes a development standard unless the consent authority has considered a written request from the Applicant that justifies the variation by showing that the subject standard is unreasonable or unnecessary and that there are sufficient environmental planning grounds to justify the contravening of the standard.

The Applicant has submitted a Clause 4.6 variation to the standard based on the following reasons:

-     The proposed deck addition is to service the top floor of the existing approved dwelling, which is constructed well over 8.5m (approximately 12.8m) at the rear of the dwelling;

-     The privacy screen is 1.8m above the deck and approximately 1.9m below the existing roof;

-     The location of the deck is positioned where it will not impact on the immediate western neighbour’s amenity and privacy. The neighbouring dwelling is constructed at a similar height to this dwelling, as are most in Vendul Crescent;

-     There are numerous dwellings in the immediate neighbourhood which are constructed over 8.5m, as the topography does not allow for much else.

Having considered the application and Clause 4.6 variation, it is agreed the proposal will have minimal impact on the environment as per the reasons identified by the applicant above. The following additional points are made to support the variation:

-        The proposal will result is a building height that is compatible with the existing character of the area.

-        There is approximately 8m of fall across the current building envelope from north to south making strict compliance with the standard impractcal.

-        No adverse view sharing impacts to any neighbouring properties can be identified.

-        No submissions have been received.

-        The development is consistent with the zoning and height objectives of the LEP 2011 and is unlikely to have any implications on State related issues or the broader public interest.

 

As per NSW Department of Planning and Environment Circulars PS 08-003 and 08-014, Council can assume the Director’s Concurrence for variations to height limits. In addition, the variation is greater than 10% and therefore required to be determined at an Ordinary meeting of full Council.

·     Clause 5.9 - one(1) Bangalow Palm is proposed to be removed which is a listed tree in Development Control Plan 2013 which requires development consent for its removal.

·     Clause 5.10 – Heritage. The site does not contain or adjoin any known heritage items or sites of significance.

·     Clause 7.13, satisfactory arrangements are in place for provision of essential services.

 

(ii)     Any draft instruments that apply to the site or are on exhibition:

 

No draft instruments apply.

 

(iii)    any Development Control Plan in force:

Port Macquarie-Hastings Development Control Plan 2013:

 

DCP 2013: Dwellings, Dual occupancies, Dwelling houses, Multi dwelling houses & Ancillary development

 

Requirements

Proposed

Complies

 

Driveway crossover 1/3 max. of site frontage and max. 5.0m width

n/a

 

3.2.2.4

4m min. rear setback. Variation subject to site analysis and provision of private open space

>10m

Yes

3.2.2.5

Side setbacks:

Ground floor = min. 0.9m

First floors & above = min. 3m setback or where it can be demonstrated that overshadowing not adverse = 0.9m min.

Building wall set in and out every 12m by 0.5m

0.9m west side setback

No adverse overshadowing impacts identified

 

3.2.2.6

35m2 min. private open space area including a useable 4x4m min. area which has 5% max. grade

Increased useable private open space to existing. >35m2 useable area in total

yes

3.2.2.8

No chain wire, solid timber, masonry or solid steel front fences

n/a

 

3.2.2.10

Privacy:

Direct views between living areas of adjacent dwellings screened when within 9m radius of any part of window of adjacent dwelling and within 12m of private open space areas of adjacent dwellings. ie. 1.8m fence or privacy screening which has 25% max. openings and is permanently fixed

Privacy screen required if floor level > 1m height, window side/rear setback (other than bedroom) is less than 3m and sill height less than 1.5m

Privacy screens provided to balconies/verandahs etc which have <3m side/rear setback and floor level height >1m

No direct views between living areas of adjacent dwellings screened when within 9m radius of any part of window of adjacent dwelling and within 12m of private open space areas of adjacent dwellings.

1.8m privacy screen proposed with maximum 25% transparency on the west side.

Yes

 

DCP 2013: General Provisions

 

Requirements

Proposed

Complies

2.7.2.2

Design addresses generic principles of Crime Prevention Through Environmental Design guideline

Adequate casual surveillance available

Yes

2.3.3.1

Cut and fill 1.0m max. 1m outside the perimeter of the external building walls

No change

 

2.6.3.1

Tree removal (3m or higher with 100m diameter trunk at 1m above ground level and 3m from external wall of existing dwelling)

One(1) Bangalow Palm tree proposed to be removed. No adverse flora impacts identified.

Yes

2.4.3

Bushfire risk, Acid sulphate soils, Flooding, Contamination, Airspace protection, Noise and Stormwater

Refer to main body of report.

 

 

(iiia)  any planning agreement that has been entered into under Section 93f or any draft planning agreement that a developer has offered to enter into under Section 93f:

No planning agreements have been entered into.

 

 

iv)     any matters prescribed by the Regulations:

 

New South Wales Coastal Policy:

The proposed development is consistent with the objectives and strategic actions of this policy.

v)      any coastal zone management plan (within the meaning of the Coastal Protection Act 1979), that apply to the land to which the development application relates:

No coastal zone management plan applies.

 

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

Context and setting

•      The proposal will be unlikely to have any adverse impacts to existing adjoining properties or the public domain.

•      The proposal is considered to be consistent with other residential development in the locality and adequately addresses planning controls (including height variation as justified) for the area.

•      There are no identifiable adverse impacts on existing view sharing.

•      There are no adverse privacy impacts.

•      There are no adverse overshadowing impacts. The proposal does not prevent adjoining properties from receiving 3 hours of sunlight to private open space and primary living areas on 21 June.

 

Access, transport and traffic

The proposal will be unlikely to have any adverse impacts in terms access, transport and traffic.

 

Stormwater

No additional roofed area. No adverse impacts identified.

 

Other Utilities

Telecommunication and electricity services are available to the site.

 

Heritage

This site does not contain or adjoin any known heritage item or site of significance.

 

Other land resources

No adverse impacts anticipated. The site is within an established urban context and will not sterilise any significant mineral or agricultural resource.

 

Water cycle

The proposed development will be unlikely to have any adverse impacts on water resources and the water cycle.

 

Soils

The proposed development will be unlikely to have any adverse impacts on soils in terms of quality, erosion, stability and/or productivity subject to a standard condition requiring erosion and sediment controls to be in place prior to and during construction.

 

Air and microclimate

The construction and/or operations of the proposed development will be unlikely to result in any adverse impacts on the existing air quality or result in any pollution.

 

Flora and fauna

Construction of the proposed development will not require any removal/clearing of any significant vegetation and therefore will be unlikely to have any significant adverse impacts on biodiversity or threatened species of flora and fauna.  Section 5A of the Act is considered to be satisfied.

 

Waste

Satisfactory arrangements are in place for proposed storage and collection of waste and recyclables. No adverse impacts anticipated.

 

Noise and vibration

No adverse impacts anticipated. Condition recommended to restrict construction to standard construction hours.

 

Bushfire

The site is identified as being bushfire prone.

The Applicant has submitted a self assessment bushfire report. BAL 29 construction is recommended.

 

The following comments are provided having regard to section 4.3.5 of Planning for Bushfire Protection 2006:

Asset Protection Zones

APZ to be determined in accordance with AS3959

No change to existing APZ.

Siting and building design

Siting and design principles considered section 4.3.5

Concrete and steel addition.

Construction standards

Construction in accordance with AS3959.

 

FDI rating 80

Effective slope = 10-15 degrees within hazard

Distance to hazard = 19m

BAL 29 construction

Access requirements

4.1.3 public road access

4.2.7 for internal road access

No change to existing

Water and utility services

4.1.3 services - water and electricity.

No change to existing

Landscaping

Appendix 5 landscaping

No change to existing

The above assessment concludes that the bushfire risk is acceptable subject to BAL construction levels being implemented - condition recommended.

 

Safety, security and crime prevention

The proposed development will be unlikely to create any concealment/entrapment areas or crime spots that would result in any identifiable loss of safety or reduction of security in the immediate area.

 

Social impacts in the locality

Given the nature of the proposed development and its’ location the proposal is unlikely to result in any adverse social impacts.

 

Economic impact in the locality

No adverse impacts. Likely positive impacts can be attributed to the construction of the development and associated flow on effects (ie increased expenditure in the area).

 

Site design and internal design

The proposed development design is satisfactorily responds to the site attributes and will fit into the locality. No adverse impacts likely.

 

Construction

No potential adverse impacts identified to neighbouring properties with the construction of the proposal.

 

Cumulative impacts

The proposed development is not expected to have any adverse cumulative impacts on the natural or built environment or the social and economic attributes of the locality.

 

(c)     The suitability of the site for the development:

The proposal will fit into the locality and the site attributes are conducive to the proposed development.

Site constraints of bushfire risk and slope have been adequately addressed and appropriate conditions of consent recommended.

 

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

Following neighbour notification in accordance with DCP 2013, no submissions have been received.

 

(e)     The Public Interest:

The proposed development satisfies relevant planning controls (including the height variation as justified) and is unlikely to impact on the wider public interest.

 

4.       DEVELOPMENT CONTRIBUTIONS APPLICABLE

No development contributions are applicable.

 

5.       CONCLUSION

The application has been assessed in accordance with Section 79C of the Environmental Planning and Assessment Act 1979.

 

Issues raised during assessment and public exhibition of the application have been considered in the assessment of the application. Where relevant, conditions have been recommended to manage the impacts attributed to these issues.

 

The site is suitable for the proposed development, is not contrary to the public's interest and will not have a significant adverse social, environmental or economic impact. It is recommended that the application be approved, subject to the recommended conditions of consent provided in the attachment section of this report.

 

Attachments

 

1View. DA2017 - 49.1 Plans

2View. DA2017 - 49.1 Recommended Conditions

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          12.02

 

Subject:     Planning Proposal - Lot 2 DP1091253, Beach Street Bonny Hills, for Pacific Drive Estate Pty Ltd.

Presented by:  Development and Environment Services, Matt Rogers

 

 

Alignment with Delivery Program

 

4.7.1  Promote the conservation of key habitats.

 

Ks Bron,

 

RECOMMENDATION

 

That Council:

1.       Not support the rezoning request as submitted due to the likely impact on known EEC and koala habitat.

2.       Prepare a planning proposal pursuant to section 55 of the Environmental Planning and Assessment Act 1979 for the amendment of the provisions of Port Macquarie-Hastings Local Environmental Plan 2011 in respect to Lot 2 DP 1091253 Beach Street Bonny Hills to change the zoning of the land to part residential and part environmental protection, as described in this report.

3.       Forward the planning proposal to the NSW Department of Planning and Environment requesting a gateway determination pursuant to section 56 of the Environmental Planning and Assessment Act 1979.

4.       Request that the Secretary of the Department of Planning & Environment issue a Written Authorisation to Council to Exercise Delegation of the plan making functions under section 59 of the Act in respect of the planning proposal.

5.       Delegate authority to the Director Development and Environment to make any minor amendments to the Planning Proposal prior to public exhibition of the proposal.

6.       Undertake community consultation in accordance with the gateway determination.

7.       Receive a report following the public exhibition period to demonstrate compliance with the Gateway Determination and to assess any submissions received.

 

 

Executive Summary

 

The purpose of this report is to consider a rezoning request for land in Beach Street Bonny Hills.  The requested zones are not supported, and it is recommended that Council prepare a Planning Proposal to apply appropriate zones to the land.

 

The original rezoning request, submitted in November 2016, was in respect to Lots 1 and 2 in DP 1091253.  This request was similar to an earlier request submitted in 2009 that did not proceed due to lack of support from the NSW Department of Planning (DP&E) and the Office of Environment and Heritage (OEH), because of expected significant impacts on known koala and squirrel glider habitat.

 

The November 2016 request was for a reduction in the area of R1 General Residential Zone on Lot 1, to be more appropriately zoned as E2 Environmental Conservation, and rezoning of Lot 2 from RU1 Primary Production to part Zone R1 and part Zone E2.

 

The November 2016 request was assessed by Council staff and the applicant was advised that the extent of R1 requested was not supported, due to impacts on Endangered Ecological Communities (EEC), stream buffers, koala and squirrel glider habitat.

 

By email 18 January 2017, Council staff advised the proponent that the November 2016 rezoning request could not be supported.  A suggested alternative rezoning footprint was provided to the applicant. This suggested footprint proposed some concessions for buffers to EEC, reduction in offsetting of some koala tree loss, a reduced rate for long term management of the proposed E2 zone and a suggested increase in density of the residential zone to achieve a higher yield for the developable land. These concessions were offered as a means to encourage the long term protection of important habitat areas, through zoning to E2 and public ownership of the land.

 

By email dated 1 February 2017, the applicant indicated the owners were not supportive of the suggested rezoning footprint, but requested an opportunity to meet to discuss the rezoning. A meeting was scheduled for 20 February 2017and then deferred until 13 March 2017.

 

On or about 25 February 2017, Council became aware of clearing being undertaken on Lot 2. The owner indicated (on-site to Council’s Natural Resource Officer) that the clearing was associated with proposed agricultural use of the land and that rezoning was not being pursued at this stage.  The clearing was investigated by OEH and was found to be permitted under the routine agricultural management activities (RAMAs) provisions of the Native Vegetation Act.

 

On 1 March 2017, an email was sent to the applicant suggesting the meeting for 13 March 2017 may no longer be necessary, given the owner’s indication about agricultural use of the land. On the same day, the applicant requested that the meeting go ahead, and that discussion at the meeting consider amending the rezoning request to only include Lot 2.

 

By email 8 March 2017, the applicant requested that the rezoning request be amended to exclude Lot 1 and only relate to Lot 2, and cancelling the meeting for 13 March 2017.

 

The amended rezoning request in respect to Lot 2 is not supported due to a likely significant impact on EEC and koala habitat. It is considered that Lot 2 is inappropriately zoned as RU1, as it is within an urban context and contains significant ecological values that are at risk due to the permissible clearing within the zone.

 

It is therefore recommended that Council prepare a Planning Proposal that applies appropriate zones to the land and submit the Proposal for a Gateway determination. The recommended zone boundaries are shown in figure 6 later in this report.

 

In the absence of agreement with the rezoning applicant and landowner in respect to the extent of residential zone on the land, the issue of ownership and long term management of the E2 zone may need to be resolved at development application stage.

 

Discussion

 

The Site

 

The revised site area is described as Lot 2 DP 1091253 See Figure 1), and is located in Beach St Bonny Hills.

 

Lot 2 is a split lot that straddles Beach St. Saltwater Creek forms the southern and south-western boundary. Adjoining to the west is the Bonny Hills Conference Centre site. To the north is undeveloped residential land fronting Beach St.  To the south are the rear boundaries of residential properties fronting Rodley St. To the east is the Bonny Hills Holiday Park (Caravan Park).

 

The land is zoned RU1 Primary Production and depicted below.

 

Figure 1 Current Zones

 

Based on an ecological assessment undertaken in 2009 (Darkheart Eco-Consultancy) the site contains Swamp Sclerophyll Forest and Swamp Mahogany Forest.  The Swamp Sclerophyll Forest and lower lying portions of the Swamp Mahogany Forest are considered to be an Endangered Ecological Community (EEC). The site was also identified as containing Core Koala Habitat. A Koala Plan of Management is required pursuant to SEPP 44.

 

Requested Rezoning

 

The applicant has requested new zones as shown in Figure 2, as adapted from the November 2016 rezoning request, and deleting Lot 1.

 

Requested zones

Figure 2 Revised Site Area & Proposed Zones

The intent of the rezoning is to apply the E2 Zone to a riparian corridor along Saltwater Creek.  Bushfire management works and asset protection zones are indicated as being within the E2 zone.

 

In addition to the zone changes, the Lot Size Map, Floor Space Ratio Map and Building Heights Map would be amended consistent with residential development controls applied elsewhere in Bonny Hills and as shown in Table 1.

 

Table 1 Proponent Proposed Lot Size Controls

 

Lot Size

Floor Space Ratio

Building Height

R1

450m2

0.65:1

8.5m

E2

40Ha

-

8.5m

 

Site History

 

The current rezoning request relates to Lot 2 DP 1091253.  The land is in the same ownership as Lot 1 DP 1091253, which immediately adjoins to the north. Lot 1 is currently zoned R1 General Residential.

 

There have been a number of rezoning requests for Lots 1 and 2 since the late 1990s. Due to problems with the Bonny Hills STP disposal system, a development moratorium delayed progress at that time. In 2004, when the lifting of the sewer moratorium seemed imminent, a fresh rezoning request was lodged. 

 

Due to environmental constraints on Lot 1, the original rezoning requests included both Lots 1 and 2. The intention was to rezone part of Lot 1 from residential to an environmental zone in recognition of the environmental constraints and also zone a substantial proportion of Lot 2 for residential development.

 

From 2004 to 2008, a series of environmental investigations for the site were undertaken in pursuit of the rezoning. 

 

Council engaged GeoLink to oversee preparation of an Local Environmental Study (LES) to inform the identification of appropriate zoning of the land. While GeoLink were engaged by Council, key components of the LES were commissioned by a planning consultant on behalf of the land owner.  This process subsequently led to conflicts between development concepts submitted on behalf of the land owner and recommendations made by GeoLink. Progress on the LES stalled in early 2009.

 

Concurrent with the environmental investigations, a number of development applications were lodged in respect to development of Lot 1 (already zoned for residential development).

 

The most recent application (DA2009/0139) was for a 10 lot residential subdivision lodged in early 2009.  Lot 1 contains core koala habitat and so the application was accompanied by a Koala Plan of Management (KPoM) as required by SEPP 44.

 

In February 2009, Council submitted a draft rezoning proposal to the Department of Planning (DoP), with a request for what is now called a Gateway determination.  The DoP advised it would not support exhibition of the rezoning until:

·    adoption of the draft KPoM, associated with the development application for Lot 1, and

·    written support from the Department of Environment and Climate Change (DECC - now OEH), and

·    the conflict between bushfire management requirements and associated impact on Koala habitat was resolved.

 

On 17 February 2010, Council’s Development Assessment Panel (DAP) considered DA 2009/0139. The DAP declined to support approval of the KPoM and refused the development application for a number of reasons including:

 

1.   The development was likely to have a significant impact on threatened species, in particular, koala and squirrel gliders, and no species impact statement was submitted,

2.   The proposal was contrary to SEPP 44 as the development was likely to contribute to a decline of the koala population in the area and failed to secure long term habitat linkages.

 

As a result of the refusal, the applicant advised on 22 October 2010 of an intention to lodge an amended rezoning proposal. The 2004 rezoning proposal subsequently lapsed.

 

A pre-lodgement meeting was held on 19 January 2016. In summary, the Minutes of the meeting provided the following advice to the applicant:

·    there is minimal to nil development potential on Lot 1 having regard to the identified ecological constraints, and

·    the best way forward would be to investigate and pursue the rezoning of unconstrained land on adjoining Lot 2.

 

A rezoning request for Lots 1 and 2 was lodged on 21 November 2016, with rezoning fees paid on 3 January 2017. The rezoning request was not consistent with the prelodgement advice from 19 January 2016. 

 

The applicant was advised that the rezoning request would not be supported, but that an amended request would be supported, if it proposed a reduced development footprint and addressed long term management issues of proposed environmental land.

 

By email dated 8 March 2017, the applicant requested that Lot 1 be deleted from the rezoning request.

 

Key Issues

 

Adopted Urban Growth Strategies

 

The site is not identified in the Port Macquarie-Hastings Urban Growth Management Strategy 2011-2031.  However, the site immediately adjoins existing residential development and could reasonably be considered as a logical extension of existing development, subject to assessment of suitability of the site.

 

Landscape Setting and Environmental Corridors

 

The site contains significant vegetation that provides important ecological corridors within the landscape.  Any rezoning proposal will need to ensure retention of these key corridors.

 

Endangered Ecological Community (EEC) - Swamp Sclerophyll Forests on Coastal Floodplains

 

Previous investigations of the extent of EEC on the site included vegetation mapping by Darkheart (Jason Berrigan, 2009) and an independent review by GeoLink ecologist, Mark Stables. The outcome of discussions, investigations and analysis resulted in Council adopting the area shown in Figure 3 as being the most accurate representation of EEC on the site.

 

Council policy for the protection of EECs (under DCP 2013) requires the provision of a minimum fully vegetated buffer of 35m.  Figure 3 provides an indication of the extent of a 35m buffer to the EEC. 

 

The rezoning request proposes R1 zone over some of the EEC and future development would not provide any appreciable vegetated buffer to the retained EEC.

 

The rezoning request is contrary to Council policy and is likely to have a significant impact on the EEC on the site.

 

It is noted that a 35m vegetated buffer to the EEC, combined with required bushfire asset protection zones (APZ) would effectively sterilise all of Lot 2 on the western side of Beach St.  Any future development on the western side of Beach St will require a variation to the 35m buffer requirement. 

 

EEC Buffer 2017 03 20.jpg

Figure 3 EEC and Buffer Requirements

 

Core Koala Habitat and Senescent Trees

 

Previous investigations of core koala habitat on the site by Darkheart (Jason Berrigan, 2009) revealed extensive use of the site by koalas.  Trees identified as being used actively by koalas (due to the presence of scats) are shown in Figure 6.

 

A detailed survey of trees on the site (Doug Gow, 2004) identified over 1,000 trees (defined as more than 3m in height) on Lots 1 and 2. The survey then recorded trees with a diameter at breast height (DBH) of 0.3m or more. 

 

Figure 4 identifies trees that were recorded (in 2004) as having a DBH of 0.6m or more. In the absence of a more detailed assessment of trees, Figure 4 is considered to provide a surrogate representation of trees likely to contain hollows.

The extent of proposed R1 zone shown in the rezoning request is not supported due to potential impact on koala habitat. 

 

Koala Trees & HBTs 2017 03 20.jpg

Figure 4 Koala Scat Trees and Potential Hollow Bearing Trees

 

State Environmental Planning Policy No.14 Coastal Wetlands (SEPP14)

SEPP14 identifies and protects significant coastal wetlands.  Mapping of wetlands was originally undertaken in the early 1980s, with subsequent modifications during the 1990s. Historical development approvals and issues with mapping accuracy has resulted in anomalous situations in many areas of mapped SEPP14 wetlands. 

 

The current requirement for assessment of the effect of SEPP14 requires on site inspection to determine if there is remnant community species of coastal wetlands within the mapped area. Where wetlands are found to exist, the rezoning process requires the area of wetlands to be zoned E2, consistent with the objectives of SEPP14.

 

Figure 5 shows the area of mapped SEPP14 Wetlands. Site inspection reveals a small patch of remnant wetland species within the mapped area. 

 

SEPP14 2017 03 20.jpg

Figure 5 SEPP 14 Coastal Wetlands

Bushfire Hazard

 

The site is mapped as bushfire prone land.  The rezoning request included a bushfire hazard risk assessment (Building Code & Bushfire Hazard Solutions Pty Ltd, October 2016). The assessment recommends Asset Protection Zones (APZs) of between 8m and 16m, depending on aspect and adjoining vegetation.

 

The assessment relies on a degree of clearing to enable assumptions to be made about vegetation remnant patch size and consequent reduction in the required width of Asset Protection Zones.

 

The underlying assumptions have not been justified in terms of ecological impacts, and are considered to be contrary to achievement of ecological outcomes associated with the EEC, and koala habitat on the site.

 

Based on an assumed Forest Vegetation Class, with the hazard being upslope or flat, an APZ of 20m, consisting of a 10m IPA and 10m OPA, is required under Planning for Bushfire Protection 2006. Based on a downslope of between 0 and 5 degrees, the APZ remains 20m, made up of a 15m IPA and 5m OPA.

 

Stormwater and Water Quality Management

 

Development of the site will require careful design of stormwater and water quality management due to proximity to the watercourse and associated EEC. Water treatment facilities will likely impact on the available development footprint.

 

Ongoing Management and Maintenance of E2 Zone

 

The rezoning request intends to dedicate the E2 zone land to Council, which will include asset protection zones and fire trails. Responsibility for the ongoing costs of maintenance of these would be passed onto Council.

 

Options

 

Options for Council include:

 

1.   Do nothing (the land would remain as residual rural land).

2.   To resolve to prepare a Planning Proposal based on the information submitted by the proponent and send it to the NSW Department of Planning and Environmental to request a Gateway Determination.

3.   Resolve to prepare a Planning Proposal for the land that applies appropriate zones to the land.

 

Option 1

The do nothing option is not pursuing rezoning of the land at this time. This would result in the land remaining zoned as RU1 Primary Production. It is considered that Lot 2 is inappropriately zoned as RU1, as it is within an urban context and contains significant ecological values that are at risk due to the permissible clearing within the zone. Maintaining the current rural zoning is not recommended.

 

Option 2

Based on a review of historical studies of the site, the proponent’s submitted information and the significant environmental values of the land, the rezoning is not supported as proposed.

 

Having regard to previous studies of the site, it is considered that pursuit of Option 2 would involve a series of costly studies, with a likely conclusion that the extent of proposed R1 zone cannot be justified.

 

On this basis, Option 2 is not supported.

 

Option 3

It is recommended that Council resolve to prepare a Planning Proposal that zones the land based on the following principles:

 

1.   EECs and wetlands within the SEPP14 mapped area be zoned E2.

2.   Apply a minimum 20m APZ to the EEC and a minimum 4.5m building setback to Beach St.

3.   Assume a building setback from the edge of the EEC of 27m to achieve BAL29. 

4.   Where the width of available land between the 27m setback to EEC and the 4.5m street setback is less than 8m, zone the land E2 as it is considered impractical to develop.

5.   On the western side of Beach St, zone active koala food trees E2.

6.   On the eastern side of Beach St, apply the E2 zone to the large hollow bearing tree located near the intersection with Seafront Circuit, as it is considered contributory habitat for squirrel gliders on Lot 1.

7.   Allow other koala food trees on the eastern side of Beach Street to be zoned R1 with future development providing offset planting in existing cleared areas on the western side recommended to be zoned E2.

 

The recommended zones are shown in Figure 6.

 

The recommended Height of Building, Minimum Lot Size and Floor Space Ratio controls are as follows:

 

Table 2 Recommended Development Standards

 

Lot Size

Floor Space Ratio

Building Height

R1

450m2

0.65:1

8.5m

E2

To be based on the extent of land zoned for environmental conservation and necessary to prevent further subdivision.

-

8.5m

 

Recommended Zoning 2017 03 20.jpg

Figure 3 Recommended Zones

 

Long term management of the E2 zone would normally be addressed through a planning agreement at the rezoning stage. However, having regard to the land owner’s opposition to Council’s requested zoning, it is likely that long term management of the E2 zone will need to be resolved at the development application stage, following finalisation of the rezoning.

 

Community Engagement & Internal Consultation

 

Consultation has been undertaken with relevant Council staff in preparing this report.  Extensive negotiations have been undertaken with the applicant but agreement was not able to be reached on the proposed rezoning of the land.

 

Planning & Policy Implications

 

Subject to appropriate modifications, rezoning of land in Beach St Bonny Hills is considered to be consistent with the Port Macquarie-Hastings Urban Growth Management Strategy as an infill proposal representing minor amendments to the residential zone in this location.

 

Financial & Economic Implications

 

There has been no offer from the proponent to dedicate the proposed environmental land to Council.  This is an option that may be considered by Council if a request is received and, in this case, given the location of the environmental land in central Bonny Hills, the proponent has been advised that Council may consider discounting or waiving the normal environmental management contributions normally paid by proponents for ongoing environmental management by Council.

 

If the land is proposed to be dedicated to Council, the ongoing costs will need to be investigated and reported to Council, either in conjunction with the planning proposal or at the development application stage.

 

The alternative for the proponent is to retain the environmental land in private ownership and demonstrate how the long term management of these areas is to be achieved.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          12.03

 

Subject:     Long Term Renewable Energy Strategy

Presented by:  Development and Environment Services, Matt Rogers

 

 

Alignment with Delivery Program

 

4.6.1  Investigate and implement cost effective renewable energy generation for Council assets and promote outcomes to the community.

 

 

 

 

RECOMMENDATION

 

That Council:

1.       Place the draft Long Term Renewable Energy Strategy on public exhibition from 20 April 2017 until 19 May 2017.

2.       Note that a further report will be tabled at the June 2017 meeting of Council, detailing the submissions received from the public during the exhibition period.

 

Executive Summary

 

Council has sought expert advice on the development of a long-term energy strategy, which focuses on the future financial sustainability of Council. This has included a review of Council’s current energy state, and current and future energy efficiency and renewable energy opportunities.

 

In order to guide and facilitate strategic decision making to manage Council’s energy resources, it is recommended that Council adopt the following long term renewable energy strategy:

 

1.   Council will source 100% of its electricity from renewable sources by 2027.

2.   Council will look to implement one or more mid-scale solar projects, when this technology becomes cost efficient to install and operate, in the medium to long term.

3.   Council will continue to implement appropriate energy efficiency initiatives (including but not limited to more small-scale solar projects) in the short to medium term.

4.   Strategic advice will be periodically obtained by Council to inform the organisation of relevant advances in renewable energy technology.

 

Discussion

 

In November 2015, through a Question on Notice, Council requested that staff “seek advice from an appropriate energy expert/s on current and future opportunities and options for the development of a long-term energy strategy, which focuses on the future financial sustainability of Council”.

 

Procurement was undertaken in early 2016 utilising the NSW Government's Office of Environment and Heritage preferred supplier panel. 100% Renewables was appointed to undertake this scope of work in March 2016.

 

In September 2016, 100% Renewables completed an options report detailing current and future opportunities and options for the development of a long-term energy strategy.

 

The options report seeks to help Council understand its energy efficiency and renewable energy opportunities, in order to make decisions regarding short, medium and long-term strategies for managing energy resources. The assessment has focused on electricity use in Council’s operating facilities, covering water, sewer, buildings, recreational and other sites, and includes street lighting.

 

This assessment has looked at opportunities for grid energy reduction through energy efficiency and renewable energy generation, both on-site and at mid-scale, up to a level that could meet Council’s future electricity requirements. High-level estimates of the capacity for grid energy reduction, costs and benefits, and suggested implementation options have also been developed.

 

The options report provides recommendations of short term, medium and long term steps for Council to consider to pursue the identified opportunities. The information contained within the report is provided to inform the development of a long-term energy strategy for Council.

 

The establishment of an appropriate long-term energy target is now required, to guide and enable Council to pursue and implement the most appropriate energy projects. Based on the specialist advice received to date, and referencing both the targets set by leading regional benchmark councils, and the forecast advances in renewable energy technologies, it is evident that a long-term energy target should focus on sourcing 100% of electricity from renewables, within a set timeframe. 

 

It is acknowledged that the installation of a mid-scale solar photovoltaic (PV) plant would be required to meet such a target. A mid-scale solar PV plant refers to grid-connected PV generation (between 10MW and 15MW) on Council-owned land (or water) that Council could develop in order to either offset its grid-derived electricity or create an equivalent amount of renewable electricity to that purchased for Council’s operations.

 

Such a project would require between 23Ha to 51Ha of total land area, at a projected capital cost (based on currently available technology) in the order of $20M, and would be the largest contributor to Council achieving this target.

 

The target would also need to be supported by a continuing approach to implementing energy efficiency initiatives across Council’s operations, in conjunction with a number of the identified initiatives within the options report. 

 

Forecast advances in renewable technologies indicate that between 2020 and 2025, the installation of a mid-scale PV plant (currently cost prohibitive to install and operate), will become cot effective. A 10-year timeframe i.e. around 2027 has therefore been identified as an appropriate target.

 

The following existing targets by Council peers are provided below for context:

 

Lismore City Council has a goal to self-generate 100% of its electricity needs from renewables by 2023, and a plan to achieve this was adopted by Council in 2014.

 

Coffs Harbour City Council has a goal to source 100% of electricity from renewables by 2030, with interim targets for 2020 and 2025, and a 50% GHG emissions reduction target by 2025. The Renewable Energy and Emissions Reduction Plan was adopted by Council in 2015.

 

Byron Shire is aiming to reach a “net zero emissions” target, and Byron Bay Council is a signatory to the Global Compact of Mayors.

 

Based on the specialist advice received to date regarding Council’s current energy state and what would be considered a reasonable and appropriately aspiration target; and the review of existing targets currently being worked toward by Council’s regional peers, it is recommended that Council adopt a target to source 100% of its electricity from renewables by 2027.

 

The implementation of such a target is ambitious, particularly given that Council is currently only sourcing 1.6% of its electricity needs from renewables. It is important to note however that both Lismore City Council and Coffs Harbour City Council (with  similar targets) are in a similar position, and that meeting such a target is based predominantly on leveraging technology that will become cost effective in the next 4-7 years, rather than continuing to install PV systems on existing Council assets.

 

 

In recognition of the draft Strategy and consistent with recent activity by Council in relation to renewable energy and energy efficiency, the following projects have been included in the draft 2017-2018 Operational Plan.

 

-     Carry out initial site suitability assessments in order to prioritise one or more that could be developed into a mid-scale solar project

 

-     Install solar energy systems at the Laurieton Office/Library, the Kew waste transfer station and the Port Macquarie Reclaimed Water Treatment Plant

 

-     Develop feasibility for a bulk street lighting upgrade to LED.

-                

-     Undertake an LED lighting upgrade to the Port Macquarie Council office building.

 

Options

 

Council may either choose to adopt, reject, or amend the recommended long-term energy strategy.

 

Community Engagement & Internal Consultation

 

Community Engagement

 

There has been no community engagement in relation to the draft long-term energy strategy, as yet. Publically exhibiting the draft strategy alongside the September 2016 options report prepared by 100% Renewables will initiate the community engagement process.

 

Internal Consultation

 

·    Water & Sewer Operations staff

·    Buildings & Recreations Operations staff

·    Waste Operations staff

·    Senior Leadership Team

·    Executive Team.

·    Group Manager Assets & Systems

 

Planning & Policy Implications

 

Under the proposed strategy, Council will have a framework in order to guide and facilitate strategic planning decisions in relation to the long term management of its energy resources.

 

Financial & Economic Implications

 

Under the draft Strategy, Council would be required to allocate appropriate resourcing and funding to meet the desired outcomes.

 

Council has resolved to allocate revenue derived from carbon credits associated with its waste operations to renewable energy projects. This amounts to about $1M over the next 7 years. This level of funding, combined with modest allocations from the Water/Sewerage/Waste funds for related initiatives (such as those proposed in the 2017-2018 Operational Plan noted above), will be sufficient for business as usual PV installations and energy efficiency upgrades.

 

The installation of a mid scale PV system will cost significantly more that the resources that are currently available. The draft Strategy recognises this and suggests that the long-term goal should be supported by monitoring advances in technology (that should bring costs down) as well as examining business models for the delivery of a mid scale PV project.

 

Attachments

 

1View. DRAFT Long Term Renewable Energy Strategy

2View. Report - Long Term Energy Strategy Options

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          12.04

 

Subject:     Land Development Approvals Process Review Update

Presented by:  Development and Environment Services, Matt Rogers

 

 

Alignment with Delivery Program

 

4.9.2  Undertake transparent and efficient development assessment in accordance with relevant legislation.

 

 

 

RECOMMENDATION

 

That Council note progress on the implementation of recommendations from the land development approvals process review.

 

Executive Summary

 

This report provides an update on the implementation of recommendations from the University of Technology Sydney Centre of Local Government  review (the UTS review) of Council’s land development approvals process.

 

Significant progress has been made to date with the majority of high priority actions identified by Council and industry representatives having been implemented. This report outlines the status of all the recommendations and the next areas of focus for staff and the industry.

 

Discussion

 

Council considered an update report on the UTS review on 14 December 2016 and resolved the following:

 

That Council:

1.      Note progress on the implementation of recommendations from the land development approval process review.

2.      Receive a further update on progress, including the staff response to the remaining recommendations of the review, as part of the April 2017 Development Activity and Assessment System Performance Report.’

 

CARRIED: 9/0 FOR: Besseling, Alley, Cusato, Dixon, Griffiths, Hawkins, Intemann, Levido and Turner AGAINST: Nil

 

This report provides an update as per the above resolution, noting that the normal development activity and assessment system performance is due to be forwarded to the May 2017 Ordinary Council meeting.

 

The UTS review was commissioned in late 2015 in response to feedback from  industry stakeholders on the approval process for development engineering related applications/works. The review involved in depth interviews with industry stakeholders and Council staff, an on-line survey for industry stakeholders, benchmarking with other councils, application audits and an industry stakeholder forum. The review was completed in April 2016 and included 70 recommendations for Council and the industry to address. A copy of the final report and recommendations is included in the attachment section of this report.

 

In response to the review findings, Council staff and representatives from the Hastings Construction Industry Association (HCIA) formed a working party to identify the ‘first round’ of high priority recommendations contained within the UTS review. These high priority areas are considered to be completed, noting that ongoing effort is required to achieve effective implementation and process improvement in these areas. In summary, these priority areas included:

 

1.       Additional Council staff resourcing:

Two temporary development engineers have been appointed on two year employment contracts. The temporary resources commenced in late July and early August 2016 and have already assisted with the backlog of applications and improved processing times. This increased capacity has also allowed staff to work on implementing various process improvements identified by the review.

 

2.       Application workflow improvements:

Implementation of Council’s application tracker has largely assisted in achieving the intent of this group of recommendations. Checklists have been developed and are being implemented for all construction certificates and subdivision certificates lodged with Council to improve consistency of workflow.  Further work is proposed on water and sewer application workflows.

 

3.       Dealing with “alternate solutions” to adopted specifications:

It has been clarified with the industry that the ‘asset owner’ within Council is the ultimate decision point for advising on the suitability alternate solutions to adopted specifications.

 

4.       Quality of applications lodged:

Construction certificate and subdivision certificate assessment checklists have been released for use by the industry. These are considered to be working documents that will be updated as issues are identified. Staff are finding that not all proponents are using the adopted checklists and will continue to work with the industry to ensure this process is followed more routinely.

 

5.       Communication between the industry and Council:

Council staff have received good feedback from the industry in relation to attendance at development site tours. Staff are conscious of the need to maintain an open dialogue with industry representatives and will continue to work on this. The construction industry newsletter is being rereleased in April 2017 and will be a key tool in improving communication and information flow between Council staff and the industry.

 

The working party met again in February 2017 to discuss the next focus areas. In summary the priorities for 2017 include:

 

1.       Water and sewer liaison workshop to discuss water design and assessment, standard drawings and application processes (e.g. S.307 process). This workshop is likely to be held in May 2017.

2.       Documentation and review of the inspection process for works to be accepted by Council.

3.       AUSPEC review (this is likely to extend beyond 2017).

 

The status of all the recommendations are provided in the spreadsheet attached to this report (January 2017 update). The status column in the spreadsheet represents Council staff’s view and are accompanied by staff comments/reasoning for this position. In many cases the recommendations are listed as ‘implemented and ongoing’ and have either been implemented directly as a result of the review or reflect existing business process. These actions by their nature  are ongoing and will be routinely reviewed by staff as necessary. Recommendations listed as ‘no further action proposed’ are not considered to warrant further investigation as they are either simple points of clarification, impractical, outside the control of Council (legislative) or not adding significant value. 

 

The HCIA working group have been in agreement with the proposed course of action and status of recommendations to date. It is considered that most significant gains to be realised from the UTS review will come from those high priority recommendations that have already been implemented and have been identified as the focus for 2017. Ongoing liaison and communication with the industry will be essential to underpin the delivery of these high priority recommendations.

 

Given the complexity of the development approval process and the extensiveness of the review recommendations, it is likely to be12-24 months before overall conclusions on the effectiveness of the review can be drawn. Notwithstanding this longer term view, there is evidence indicating that improved efficiencies in Council’s development engineering function are beginning to be realised.

 

Gross processing times for engineering related applications during 2016-2017 have improved compared to the 2015-2016 year average. Gross monthly average processing times for infrastructure construction certificates during 2017-2017 to date was 70 days, this is down on the 2015-2016 monthly average of 94 days. The gross monthly average processing days for subdivision certificates for 2016-2017 to date was 59 days, this is down from 97 days in the 2015-2016 year.

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

The independent review into Council’s land development approval processes includes a strong external engagement element and will be a significant focus for staff in the short to medium term.

 

Engagement on the ongoing implementation of the recommendations from the review will continue to be facilitated by the joint Council and industry working party noted above.

 

Ongoing updates on the progress of implementing the recommendations within the report are proposed to be included in quarterly Development Assessment Performance Reports to Council.

 

Planning & Policy Implications

 

There are no planning and policy implications in relation to this report.

 

Financial & Economic Implications

 

This report does not have direct financial or economic implications. However, monitoring the performance of the development assessment system is an important undertaking given the role of development regulation in the broader economy and the need to minimise costs to business and the community in managing development.

 

Attachments

 

1View. Land Development Approval Process Review_FINAL.pdf

2View. UTS Rcommendation action table January 2017 update

 

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

What are we trying to achieve?

Our population growth is supported through public infrastructure, land use and development strategies that create a connected, sustainable and accessible community.

 

 

What will the result be?

·                 Supported and integrated communities.

·                 Infrastructure provision and maintenance that respects community expectations and needs.

·                 A natural environment that can be accessed by a network of footpaths, cycleways, coastal and hinterland walkways.

·                 Accessible, convenient and affordable public transport.

·                 Employment and population growth that is clustered within urban centres.

 

How do we get there?

 

5.1     Create and maintain integrated transport system that eases access between population centres and services.

5.2     Ensure transport options are safe, functional and meet access needs across the Local Government Area.

5.3     Develop and enhance quality open space and recreational facilities.

5.4     Plan settlements to accommodate a range of compatible land uses and projected population growth.

 

 

 

 

 

 

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          13.01

 

Subject:     Recommended Item from Local Traffic Committee - 2017 Ironman Triathlon Australia

Presented by:  Infrastructure and Asset Management, Jeffery Sharp

 

 

Alignment with Delivery Program

 

5.1.1  Plan, investigate, design and construct road and transport assets which include pedestrian, cyclist and vehicular needs.

 

 

 

 

RECOMMENDATION

 

That Council approve the temporary road closures and support the associated transport management arrangements associated with the 2017 Ironman Triathlon Australia on Sunday 7 May 2017, subject to the following conditions:

1.       That the event organiser advertise, at no cost to Council, the following details of all temporary road closures and temporary parking restrictions associated with this event in the local print media on separate days, at least twice (2) within 14 days prior to the event:

·        temporary road closure times

·        duration of the temporary road closures temporary parking restrictions times and duration

·        alternative routes and access arrangements.

2.       That the event organiser advertise the event by undertaking a letter box drop to all residents and businesses directly affected by the temporary road closures and temporary parking restrictions at least 14 days prior to the event, advising the following:

·        event name

·        event times

·        contact details of at least two (2) people involved in the

·        organisation of the Event, in case of an emergency

·        proposed actions to be undertaken to mitigate the impact of the temporary road closures and temporary parking restrictions.

3.       That the Traffic Management Plan and associated Traffic Guidance Scheme dated 7 February 2017 be implemented. Any modifications to the plans must be agreed with Council prior to the running of the event.

4.       That the event organiser abides by the written approval from the NSW Police.

5.       That the event organiser notify the NSW Ambulance, NSW Fire & Rescue and the State Emergency Service of the proposed road closures at least 14 days in advance of the event.

6.       That the event organiser notifies local Transport Services (Bus Companies, Taxis) of the proposed road closures at least 14 days in advance of the event and assists in developing alternatives for affected users.

7.       An RMS accredited (Yellow card) person is to be used for the establishment and removal of the traffic control devices.

8.       RMS accredited traffic controllers (Blue card) are to be used to control traffic.

9.       That the event organiser abides by any other condition that Council and the Police may impose at any time.

10.     That the event organiser submit to Council 14 days prior to the commencement of the event evidence of Public Liability Insurance for the amount of $20 million, which is valid for the duration of the event, including placement and removal of traffic control devices.

11.     The event organiser must have this approval and the Traffic Management Plan and Traffic Guidance Scheme described above on site at all times for the duration of the event.

12.     That a review of the implementation of the Transport Management Plan (TMP) be undertaken by the proponent within three months of the conclusion of the event. The review is to be in consultation with Council and other services so that the TMP can be further refined and any issues identified can be addressed prior to any future events.

 

Executive Summary

 

The Local Traffic Committee met on 22 February 2017, reached consensus on Item 06 (attached) and now submits the above recommendation for Council consideration.

 

Attachments

 

1View. Item 06 Local Traffic Committee 2017 02 22

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          13.02

 

Subject:     Recommended Item from Local Traffic Committee - Ulysses Club - Port Macquarie-Wauchope 2017 AGM Event

Presented by:  Infrastructure and Asset Management, Jeffery Sharp

 

 

Alignment with Delivery Program

 

5.1.1  Plan, investigate, design and construct road and transport assets which include pedestrian, cyclist and vehicular needs.

 

 

 

 

RECOMMENDATION

 

That Council approve the temporary road closures and support the associated transport management arrangements associated with the Ulysses Club – Port Macquarie-Wauchope AGM Event between Monday 22 – Sunday 28 May 2017, subject to the following conditions:

1.       That the event organiser advertise, at no cost to Council, the following details of all temporary road closures and temporary parking restrictions associated with this event in the local print media on separate days, at least twice (2) within 14 days prior to the event:

·        temporary road closure times

·        duration of the temporary road closures temporary parking restrictions times and duration

·        alternative routes and access arrangements.

2.       That the event organiser advertise the event by undertaking a letter box drop to all residents and businesses directly affected by the temporary road closures and temporary parking restrictions at least 14 days prior to the event, advising the following:

·        event name

·        event times

·        temporary road closure times

·        duration of the temporary road closures temporary parking restrictions times and duration

·        alternative routes and access arrangements

·        contact details of at least two (2) people involved in the organisation of the Event, in case of an emergency

·        proposed actions to be undertaken to mitigate the impact of the temporary road closures and temporary parking restrictions.

3.       That the Traffic Management Plan and associated Traffic Guidance Scheme dated 24 March 2017 be implemented. Any modifications to the plans must be agreed with Council prior to the running of the event.

4.       The number of participants in the Grand Parade on 27 May 2017 is limited to no more than 1,200 Ulysses Club members.

5.       Rolling road closures for the Grand Parade on 27 May 2017 are permitted to commence from 8.30am and all roads must be fully re-opened by 10.30am. The first rider is permitted to depart from the Town Beach car park at 9.00am and the final rider must depart John Downes Park by 9.45am.

6.       That the event organiser abides by the written approval from the NSW Police.

7.       That the event organiser notify the NSW Ambulance, NSW Fire & Rescue and the State Emergency Service of the proposed road closures at least 14 days in advance of the event.

8.       That the event organiser notifies local Transport Services (Bus Companies, Taxis) of the proposed road closures at least 14 days in advance of the event and assists in developing alternatives for affected users.

9.       An RMS accredited (Yellow card) person is to be used for the establishment and removal of the traffic control devices.

10.     RMS accredited traffic controllers (Blue card) are to be used to control traffic.

11.     That the event organiser installs signs to inform bus users of the temporary arrangements at the Clarence Street, Short Street (north), Short Street (south) and William Street bus stops.

12.     That the event organiser abides by any other condition that Council and the Police may impose at any time.

13.     That the event organiser submit to Council 14 days prior to the commencement of the event evidence of Public Liability Insurance for the amount of $20 million, which is valid for the duration of the event, including placement and removal of traffic control devices.

14.     The event organiser must have this approval and the Traffic Management Plan and Traffic Guidance Scheme described above on site at all times for the duration of the event.

 

Executive Summary

 

The Local Traffic Committee met out-of-session and electronically, reached consensus on Item 06 (attached) and now submits the above recommendation for Council consideration.

 

MAJORITY SUPPORT:

Council – Y

RMS – Y

Police – Y

Member for Oxley (Rep) -   A

Member for Port Macquarie - Y

 

Attachments

 

1View. Item 06 Local Traffic Committee 2071 04 26

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          13.03

 

Subject:     Pedestrian Access and Mobility Plan for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point

Presented by:  Infrastructure and Asset Management, Jeffery Sharp

 

 

Alignment with Delivery Program

 

5.1.1  Plan, investigate, design and construct road and transport assets which include pedestrian, cyclist and vehicular needs.

 

 

 

RECOMMENDATION

 

That Council:

1.       Note the submissions made in response to the exhibition of the Draft Final Pedestrian Access and Mobility Plan for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point.

2.       Adopt the Pedestrian Access and Mobility Plan for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point with the inclusion of changes as identified within the report.

 

Executive Summary

 

Council has developed a Pedestrian Access and Mobility Plan (PAMP) for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point.

 

A Draft Final Pedestrian Access and Mobility Plan for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point was reported to Council in December 2016. The Draft Final PAMP was publicly exhibited between 16 January 2017 and 24 February 2017and a number of submissions were received, as further outlined below.

 

The purpose of this report is to seek Council adoption of the final plan.

 

Discussion

 

A Pedestrian Access and Mobility Plan (PAMP) is a strategic action plan to assist in the coordinated approach to delivering key pedestrian infrastructure.

 

The specific objectives of the Pedestrian Access and Mobility Plan for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point are to:

 

·    Provide a planning framework for the necessary infrastructure to provide for a safer and more comfortable walking environment.

·    Improve the level of pedestrian access in urban locations.

·    Reduce pedestrian access severance by providing safe and convenient crossing opportunities of major roads.

·    Identify infrastructure works that can be implemented as part of Council’s future delivery and operational plans.

·    Provide a focus for Council to source funds from other levels of government.

 

The focus of the PAMP is on the two most critical types of pedestrian facilities - footpaths and road crossings.

 

Whilst on exhibition, Council received eight submissions to the Plan.

 

The PAMP is a strategic document that will provide guidance for the ongoing development of the pedestrian network in the five villages. The proposed infrastructure plan does not represent a financial commitment from Council to construct any or all of the identified works. The plan will be considered as Council develops future works programs. The plan will also be used to prepare grant funding applications such as through the NSW Government’s Active Transport program.

 

Options

 

Council has the option to adopt the Pedestrian Access and Mobility Plan for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point, as per the recommendation in this report, or determine an alternate resolution.

 

Community Engagement & Internal Consultation

 

The Draft Final Pedestrian Access and Mobility Plan for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point was publicly exhibited between 16 January 2017 and 24 February 2017.

 

The exhibition material was published on Council’s website and hard copies made available at Council’s Administration Buildings and Libraries at Wauchope, Laurieton and Port Macquarie.

 

The following submissions were received. A copy of all submissions is included as an attachment.

 

Submission

Issue

Council’s Response/Comment

1

Steph Hope

Location: Beechwood

Supportive of Beechwood plan

Noted

2

Kirsten Taylor

Location: Comboyne

Supportive of Comboyne plan but disagrees with the suggested priorities.

Priorities changed to give higher priority to Comboyne Street path and Main Street path to Thone River

3

John Jeayes

Location: North Shore

Supportive that the plan for North Shore does not include a path all the way to the western edge of Ferry Reserve

Noted

4

Rebecca Giurissevich

Location: North Shore

Supportive of North Shore plan. Roads are dangerous for walkers and any new paths need to be suitable for prams and small children.

Noted

5

Craig & Susan Pattinson

Location: North Shore

Not supportive of any form of path through Ferry Reserve.

The North Shore workshop on Friday 21 October 2016 indicated support for a path through Ferry Reserve.

The report also highlights the engineering challenges of building footpaths along both Shoreline Drive and North Shore Drive hence Ferry Reserve is seen as an alternative.

On the basis of a number of comments from the public exhibition a path through Ferry Reserve has been included as “unsealed”, given a medium priority and would be subject to further community engagement.

6

Georgina Pattinson

Location: North Shore

Not supportive of any form of path through Ferry Reserve.

7

Steve Taylor

Location: North Shore

Not supportive of any form of path through Ferry Reserve.

8

Sam Cutler

Location: Telegraph Point

Supportive of Telegraph Point plan but requested priorities be changed, an additional connection along Pembrooke Road and review of the path alignment along Rollands Plains Road.

Priorities changed to give higher priority to the connection to the Wilson River Bridge footpath.

Additional path along the western side of Mooney Street to Pembrooke Road has been included.

Alignment of path along Rollands Plains Road is indicative only and further investigation at a subsequent design stage may reveal the southern side of the road as more suitable.

 

Planning & Policy Implications

 

There are no planning or policy implications as a result of this report. However, it is anticipated that future planning of infrastructure projects, such as road upgrades, will need to consider any future adopted plan.

 

Financial & Economic Implications

 

There are no financial and economic implications at this stage. However, it is anticipated that should the Final Pedestrian Access and Mobility Plan for Beechwood, Comboyne, Long Flat, North Shore and Telegraph Point be adopted, works will be considered for more detailed investigations and inclusion in future Delivery Programs and Operational Plans, within the bounds of Council’s resources.

 

Attachments

 

1View. Pedestrian Access and Mobility Plan for Beechwood,
Comboyne, Long Flat, North Shore and Telegraph Point

2View. Combined Submissions - Jan/Feb 2017

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          13.04

 

Subject:     Lookout Road Hard Rock Quarry Planning Agreement

Presented by:  Development and Environment Services, Matt Rogers

 

 

Alignment with Delivery Program

 

5.1.1  Plan, investigate, design and construct road and transport assets which include pedestrian, cyclist and vehicular needs.

 

 

 

RECOMMENDATION

 

That Council note the Lookout Road Hard Rock Quarry Planning Agreement report.

 

Executive Summary

 

The purpose of this report is to advise Council of a recent voluntary planning agreement entered into under Section 93F of the Environmental Planning and Assessment Act 1979 (as amended). The agreement relates to a Development Application considered and approved by the Joint Regional Planning Panel (JRPP).

 

Discussion

 

At the meeting of 15 July 2015  (Item 13.05) Council resolved as follows:

 

RESOLVED:  Sargeant/Turner

 

That Council:

1.       Delegate authority to the General Manager to enter into the Bago Quarry Planning Agreement in connection with Development Application 2014-960 on behalf of Council, provided the development application is approved by the Joint Regional Planning Panel.

2.       Delegate authority to the General Manager to enter into a Voluntary Planning Agreement on behalf of Council where the development to which the Agreement relates is approved by the Joint Regional Planning Panel.

3.       Require the General Manager to report to the next available Council meeting on the use of the delegation in item 2.

carried:      7/0

For:   Besseling, Cusato, Intemann, Levido, Roberts, Sargeant and Turner

Against:       Nil

 

Council received an offer from CTK Natural Resources Pty Ltd to enter into a Voluntary Planning Agreement (VPA) in connection with a Development Application (PMHC ref: DA2015/953 and JRPP ref: 2016NTH002) for extractive industry (quarry) and associated infrastructure. The planning agreement provides for the payment to Council by the Developer of a monetary contribution towards upgrade and maintenance of part of Bago Road to be used as a haulage route.

 

The JRPP determined to approve the DA on 15 February 2017. The planning agreement was entered into on 13 March 2017 in accordance with the delegation granted to the General Manager under Item 2 of the Council resolution above.

 

Community Engagement & Internal Consultation

 

Public notification of the draft planning agreement was made between 27 July and 26 August 2016 including a notice in the Port Macquarie Express Newspaper.  Submissions were received and considered in the report to the JRPP.

 

Planning & Policy Implications

 

The planning agreement was prepared and notified in accordance with relevant planning legislation and Council’s Planning Agreements Policy.

 

Financial & Economic Implications

 

The provisions of the planning agreement do not adversely affect Council’s financial position and are unlikely to have any adverse economic impact.

 

Attachments

 

1View. Lookout Road Hard Rock Quarry Planning Agreement

 


AGENDA                                                                                Ordinary Council

                                                                                                                      19/04/2017

 

 

Item:          13.05

 

Subject:     Town and Village Signage

Presented by:  Community and Economic Growth, Liesa Davies

 

 

Alignment with Delivery Program

 

3.3.2  Implement and support innovative and effective strategies and partnerships that position Port Macquarie-Hastings as a distinct and competitive destination that guides market development, investment and infrastructure in public and private sectors.

 

 

 

RECOMMENDATION

 

That Council:

1.       Note the structural designs, cost estimates and community engagement to date for the Town and Village Signage project.

2.       Note the proposed 2016/2017 rollout for the Town and Village Signage project.

3.       Give consideration to budget allocations in 2017/18 and 2018/19 that will allow completion of the Town and Village Signage project with a three year window.

 

Executive Summary

 

The Town and Village Signage project has now progressed from the original concepts to detail design, costing, further community engagement and the development of a rollout plan.  It is proposed that the initial rollout now commence (within the existing 2016/17 budget allocation) and consideration be given to completion of the remaining rollout in the subsequent two years.  Engagement with communities to inform individual town and village signage motifs will continue for the project duration.

 

Discussion

 

In June 2016, Council adopted a budget to develop and implement town and village entrance signage across the region.  The aim of the Town and Village Signage project was to develop, in consultation with our local communities, unique and identifiable town and village entrance signs that promote the place and represent the character of the area. All levels of signage would be recognizable as a part of the Port Macquarie-Hastings region and would increase awareness of and pride in our place.

 

Council staff and a working group from the Economic Development Steering Group developed concept diagrams for a three tiered hierarchy for the town and village signs (see Attachment 1: Town and Village Signage Concepts). A tier four concept has also now been added as an option for communities of less than 50 people.

                                                         

At the 16 November 2016 Ordinary Council meeting it was:

Resolved: Turner/Alley

That Council:

1. Note the Town and village signage concept designs.

2. Note that a further report will be tabled at the March 2017 meeting of Council, detailing the structural designs, cost estimates and community engagement for the signage development and implementation.

CARRIED: 9/0 FOR: Besseling, Alley, Cusato, Dixon, Griffiths, Hawkins, Intemann, Levido and Turner AGAINST: Nil

 

The proposed hierarchy of signs has been developed as follows:

 

·    Tier One signs will welcome visitors to the region entering from the Pacific Highway (northbound and southbound) and from the Oxley Highway. 

·    Tier Two signs will be located at the entrances to our larger towns.

·    Tier Three signs will be located at the entrances to our villages and suburbs.

·    Tier Four (blade) signs will be located at the entrances of our small rural communities (these are not included in the proposed rollout at this point).

 

Council has commenced and will continue to work with individual communities to develop individual entrance signage and features that create a sense of arrival at each of the region’s populated towns and villages. This process will capture the local character and uniqueness of each location while still maintaining a common theme across the signage suite.  This will be done over the course of the next three years.

 

Refer to Attachment 2: Town and Village Signage Tier Proposal for the recommendation as to which level of signage each community will receive. Over time there may also be an opportunity to work with communities that are part of the Port Macquarie area with a view to installing signs highlighting the key suburbs.

 

In progressing the project and detail design, three signage companies have provided feedback and quotes on the top three tier options. The costs of these options range from:

 

·    Tier One:         $29,630 to $30,800

·    Tier Two:         $3980 to $8,800

·    Tier Three:      $2050 to $3200

 

A preferred provider for Tier Two and Tier Three signs has been identified and will be engaged via the Local Government Procurement Panel to commence the rollout in the current financial year.

 

The intention of the designs and structural elements are as follows:

 

·    Tier One: Council’s concept option highlighted a three layered sign with a powder coated metal back layer, a timber feature layer and cut stainless steel sheets depicting local symbols and imagery.

 

·    All three companies provided options that recommended against the timber feature due to ongoing maintenance and potential issues with the timber fading over time. It has been recommended by the manufacturers that anti-graffiti vinyl with a timber look be used in place of real timber.

 

·    It is proposed that Council continue to explore options with local manufacturers and timber providers to develop an option that maintains the original design intent and to reflect the character and history of the region.

 

·    Tier Two: Council’s concept option highlighted powder coated marine grade steel posts supporting a timber back and cut stainless steel sheets depicting local symbols and imagery.

 

·    Two manufacturers again suggested the timber to be replaced with anti-graffiti vinyl. However one company is proposing natural timber to be used in the lower section where the town name was not highlighted and this is the preferred design, as it maintains the design intent.

 

·    Tier Three: Council’s concept option was powder coated marine grade steel posts supporting a stainless steel sheet with the town name and local imagery. This tier can be manufactured as per Council’s concept design.

 

Proposed implementation Program for 2016/2017

 

It is recommended that the signage rollout start with Tier Two and Tier Three signage for communities in the south of the LGA (refer Attachment 3, Towns and Village Signage Rollout Proposal). Installation costs have been taken into consideration. Engagement with the communities, in which, initial rollout is proposed has been undertaken over the past two years and the motifs have been developed with their input.

 

The proposed scope being:

 

·    Tier Two: eleven signs are proposed to be installed at the following locations;

Kew (3), Kendall (2), Laurieton (2), Bonny Hills (2) and Lake Cathie (2).

 

·    Tier Three: seven signs are proposed to be installed at the following locations; North Haven (2), West Haven (2), Lakewood (2), Dunbogan (1), and Lorne (1).

 

It is proposed that the budget for the rollout of the Towns and Villages Signage be increased to allow for the project to be completed in a three year time frame to ensure that the process is not drawn out, leading to different communities within the LGA having conflicting signage. Community engagement will continue during the rollout to ensure signage is reflective of place.

 

To have the project completed in a three year time frame, with the current $78,000 committed to the 2016/2017 budget, $161,115 will be required in 2017/2018 and $172,500 in 2018/2019.

The proposed Town and Village Signage program rollout would be:

 

2016/2017:      Camden Haven (Tier Two and Tier Three)

                        $77,165 including installation costs

 

2017/2018:      Camden Haven (Tier One x 2), Wauchope (Tier Two x 3) and all remaining small communities (Tier Three x 31).       

                        $161,115 including installation costs.

 

2018/2019:      Remaining Tier One x 5 across the LGA.

                        $172,500 including installation costs.

 

If the current annual budget allocation ($78,000) is maintained until project completion, the project will be completed in 2021.

 

If this option is taken please see Attachment 3: Towns and Villages Signage Rollout Proposal for a recommended five year rollout.

 

Options

 

Council may choose to:

·    Seek further information about the process for engaging, the design and the implementation of town and village signage.

·    Consider different budget allocations to that proposed, thereby changing the rollout schedule and duration.

·    Engage relevant community groups on options for community funds/grants to support the continued rollout of the project.

 

Community Engagement & Internal Consultation

 

Internal

 

A signage working group has been established to ensure a holistic approach to signage across Council and the LGA. It takes into consideration and has representation of planning, tourism, heritage, landscape architecture, economic development, recreation, interpretation, transport and community.

 

External

 

Council has been engaging with local community groups since 2016. This includes communities in;

·    Pappinbarra

·    Laurieton/Camden Haven

·    Wauchope

·    Telegraph point

·    Rollands Plains

·    Comboyne

·    Dunbogan

·    Bonny Hills

 

During March the Town and Village signage was a featured project on the Have Your Say, Council’s website engagement portal. Over the month the project had 98 total visits to the site. 88 community members visited the page with no further actions, 24 sought additional information with 17 people downloading information about the project and five participating in the forum/survey. There was no negative feedback on the project and some suggestions were received regarding symbolism as well as suggestions about better way-finding signage.

 

Planning & Policy Implications

 

Signage proposed is within the existing Council Policy guidelines.

 

Financial & Economic Implications

 

Council has budgeted for the planning, design and implementation of town and village signage in the 2016/17 operational budget to a sum of $78,000.

 

To complete the project within a three year period, a further $333,615 will be required in the 2017/18 and 2018/19 budgets.  It is recommended Council allocate $161,115 in 2017/18, noting that this will require consideration in the final budget.

 

Attachments

 

1View. Town and Village Concepts

2View. Town and Village Signage Tier Proposal

3View. Town and Village Signage Rollout Proposal

 

 


AGENDA                                                                                Ordinary Council      19/04/2017

 

Subject:     CONFIDENTIAL COMMITTEE OF THE WHOLE

 

 

RECOMMENDATION

1.         That Council move into Confidential Committee of the Whole to receive and consider the following items:

Item 15.01      Review of Organisation Structure

                        This item is considered confidential under Section 10A(2)(a) of the Local Government Act 1993, as it contains personnel matters concerning particular individuals (other than Councillors).

Item 15.02      T-17-04 LED Digital Display Billboard

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

Item 15.03      T-17-10 Supply, Installation and Maintenance Support of Network Microwave Equipment

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

Item 15.04      T-17-15 Town Green  East Implementation - Concrete Works Package

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

Item 15.05      EOI-17-03 Independent Members of the Cultural Steering Group

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

Item 15.06      EOI-17-02 Independent Members of the Economic Development Steering Group

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

 

Item 15.07      T-16-06 Advertising on and Maintenance of Transport Assets

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

2.       That pursuant to Section 10A subsections 2 & 3 and 10B of the Local Government Act 1993 (as amended), the press and public be excluded from the proceedings of the Council in Confidential Committee of the Whole on the basis that the items to be considered are of a confidential nature.

3.       That the recommendations made in Confidential Committee of the Whole be made public as soon as practicable.

 


 

 

Subject:     ADOPTION OF RECOMMENDATIONS FROM THE CONFIDENTIAL COMMITTEE OF THE WHOLE

 

 

RECOMMENDATION

That the undermentioned recommendations from Confidential Committee of the Whole be adopted:

Item 15.01      Review of Organisation Structure

                        This item is considered confidential under Section 10A(2)(a) of the Local Government Act 1993, as it contains personnel matters concerning particular individuals (other than Councillors).

                        RECOMMENDATION

Item 15.02      T-17-04 LED Digital Display Billboard

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

                        RECOMMENDATION

Item 15.03      T-17-10 Supply, Installation and Maintenance Support of Network Microwave Equipment

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

                        RECOMMENDATION

Item 15.04      T-17-15 Town Green  East Implementation - Concrete Works Package

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

                        RECOMMENDATION

Item 15.05      EOI-17-03 Independent Members of the Cultural Steering Group

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

                        RECOMMENDATION

 

 

 

 

Item 15.06      EOI-17-02 Independent Members of the Economic Development Steering Group

                        This item is considered confidential under Section 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

                        RECOMMENDATION

Item 15.07      T-16-06 Advertising on and Maintenance of Transport Assets

                        This item is considered confidential under Section 10A(2)(d(i)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

                        RECOMMENDATION