Ordinary Council

 

Business Paper

 

date of meeting:

 

Wednesday 21 November 2018

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

 

 

 

 

Community Themes                               é  Leadership and Governance

                                                                  é  Your Community Life

                                                                  é  Your Business and Industry

                                                                  é  Your Natural and Built Environment

 


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)

·           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 on an Agenda Item’ form

·           Request to Speak in the Public Forum’ form

 

These can be obtained from Council’s Offices at Laurieton, Port Macquarie and Wauchope or by downloading it from Council’s website.

 

Requests can also be lodged on-line at:

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

 

http://www.pmhc.nsw.gov.au/About-Us/How-Council-Works/Council-and-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.

 

·           Council will permit no more than two (2) speakers ‘in support of’ and two (2) speakers ‘in opposition to’ the recommendation on any one (1) Agenda Item.

·           A maximum of five (5) speakers will be heard in the Public Forum.

·           There is no automatic right under legislation for the public to participate in a Meeting of Council or a Committee of Council.

·           For a member of the public to be considered to address Council they must agree to strictly adhere to all relevant adopted Council Codes, Policies and Procedures at all times.

·           Consideration of items for which requests to address the Council Meeting have been received will commence at 5:30pm.

·           When your name is called, please proceed to the Council Table and address Council.

·           Each speaker will be allocated a maximum of five (5) minutes to address Council. This time is strictly enforced.

·           Councillors may ask questions of a speaker following an address.  Each answer, by the speaker to a question, is limited to two (2) minutes.  A speaker cannot ask questions of Council.

·           An Agenda Item will be debated by Council following the address.

·           Council will not determine any matter raised in the Public Forum session, however Council may resolve to call for a future report.

·           If you have any documentation to support your presentation, provide two (2) copies to Council by 12 noon on the day of the Meeting.

·           If a speaker has an audio visual presentation, a copy of the presentation is to be provided to Council by 12 noon on the day of the Meeting.

·           The following will not be considered in the Public Forum (in accordance with the Code of Meeting Practice, clause 2.14.14):

-         Proposed or current development and rezoning applications and related matters.

-         A third (3rd) or subsequent application by a single member of the public to address Council on the same issue in the same calendar year. Council, at its discretion, may elect to exempt representatives or members of community groups from this restriction.

-         Any formal procurement process, contract negotiation or dispute resolution being undertaken.

-         Any matter the General Manager (or their delegate) considers inappropriate for discussion in the Public Forum.

·           Council accepts no responsibility for any defamatory statements made by speakers.

·           Members of the public may quietly enter and leave the Meeting at any time.

 


Ordinary Council Meeting

Wednesday 21 November 2018

 

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..................................................................................... 19

06           Mayoral Minute

06.01..... Mayoral Discretionary Fund Allocations.............................................. 23

07           Confidential Correspondence to Ordinary Council Meeting................................. 24

08           Public Forum................................................................................................... 25

09           Leadership and Governance........................................................................... 26

09.01..... Status of Reports From Council Resolutions....................................... 27

09.02..... Request for Leave of Absence - Mayor Peta Pinson............................ 33

09.03..... Notice of Motion - Councillor Portfolio Protocol.................................. 35

09.04..... Policy Review - Risk Management...................................................... 36

09.05..... Annual Financial Statements for the Year Ended 30 June 2018............. 40

09.06..... Quarterly Budget Review Statement - September 2018 ........................ 49

09.07..... Monthly Financial Report - October 2018............................................. 57

09.08..... Investments - October 2018................................................................ 62

09.09..... Financial Impact of Cost Shifting from Other Levels of Government..... 66

09.10..... 2018-2019 Operational Plan - Quarterly Progress Report as at 30 September 2018........................................................................................................ 75

09.11..... 2017-2018 Annual Report................................................................... 94

09.12..... Policy Review - Smoke Free Outdoor Areas Policy.............................. 97

09.13..... Property Investment Portfolio - Six Monthly Report........................... 104

09.14..... Development Activity And Assessment System Performance............ 107

10           Your Community Life................................................................................... 111

10.01..... Library Funding Cuts ....................................................................... 112

10.02..... 2018-2019 Community Grant Projects for Endorsement...................... 119

10.03..... Recommended Items from the Mayor's Sporting Fund Sub-Committee - October 2018 ....................................................................................................... 123

10.04..... Vince Inmon Sporting Complex - Master Plan Development............... 124

11           Your Business and Industry......................................................................... 129

11.01..... NSW Crown Land Management Act 2016 - Nomination and Notification of Council's Native Title Manager......................................................................... 130

11.02..... Economic Development Strategy 2017-2021: Six Monthly Report on Progress 133

11.03..... Policy Review - Markets Policy - Post Public Exhibition..................... 136

11.04..... Event Sponsorship Program Round 1, 2019 - Recommendations....... 141

11.05..... The Health and Education Precinct Draft Master Plan......................... 146

11.06..... Policy Review - Alcohol Use on Public Reserves and Beaches Policy Review  155

12           Your Natural and Built Environment............................................................. 160

12.01..... Naming of a Private Right of Access - 210 North Branch Road, Upsalls Creek 161

12.02..... Closure of Part John Oxley Drive and Transfer of Former Highway Land, Thrumster....................................................................................................... 163

12.03..... Port Macquarie Town Centre - Pedestrian Facility Investigations......... 165

12.04..... Draft Unsealed Roads Policy - Post Public Exhibition....................... 177

12.05..... Draft Port Macquarie-Hastings Development Control Plan 2013 - Highways Gateway Sites .............................................................................................. 192

12.06..... Long Term Energy 6 Month Update................................................... 199

12.07..... Planning Proposal:  Lot 14 DP 240042 Pioneer Street, North Haven - Consideration of Submissions................................................................................... 204

12.08..... NSW Government Approval of Port Macquarie-Hastings Urban Growth Management Strategy 2017-2036.......................................................................... 216

12.09..... Airport Precinct Investigation Area - Site Selection for Proposed Business Park ....................................................................................................... 219  

13           Questions for Next Meeting

14           Confidential Matters

Motion to move into Confidential Committee of the Whole............................... 248

14.01..... T-18-44 Supply and Delivery of a Lift and Carry 4WD Crane

14.02..... T-18-47 Laurieton Sewer Rising Main SPS No.1

14.03..... T-18-53 Design and Construction of Underbores - Beechwood and Bonny Hills

14.04..... Kew Sewage Treatment Plant Upgrade - Public Works Advisory Project Management Engagement

14.05..... T-18-12 Provision of Dredging Services -  Settlement Shores Estate Canal Maintenance Dredging (Part B)

14.06..... T-18-36 Port Macquarie Town Square Shade Structures

14.07..... T-18-39 Collection, Sorting and Removal of Ferrous and Non-Ferrous Scrap Metal and Used Lead Acid Batteries (ULAB)

14.08..... T-18-40 Pressure Cleaning of Street Litter Bins

14.09..... T-18-43 Orbital Road Communications Strategy and Community Engagement

Adoption of Recommendations from Confidential Committee of the Whole


AGENDA                                                                                Ordinary Council      21/11/2018

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 17 October 2018 be confirmed.

 


MINUTES

Ordinary Council Meeting

                                                                                                                        17/10/2018

 

 

 

 

PRESENT

 

Members:

 

Councillor Peta Pinson (Mayor)

Councillor Lisa Intemann (Deputy Mayor)

Councillor Sharon Griffiths

Councillor Peter Alley

Councillor Justin Levido

Councillor Geoff Hawkins

Councillor Lee Dixon

 

 

Other Attendees:

 

General Manager (Craig Swift-McNair)

Director Corporate Performance (Rebecca Olsen)

Director Development and Environment (Melissa Watkins)

Director Strategy and Growth & Acting Director Infrastructure (Jeffery Sharp)

Group Manager Governance and Procurement (Blair Hancock)

Governance Support Officer (Bronwyn Lyon)

Communications Manager (Andy Roberts)

 

 

 

The meeting opened at 5:30pm.

 

 

01       WELCOME TO COUNTRY

The Mayor opened the Meeting and invited Uncle Bill O’Brien of the Birpai Nation, to deliver the Welcome to Country.

Uncle Bill delivered the Welcome to Country.

 

02       LOCAL GOVERNMENT PRAYER

Reverend Nathan Killick from the Camden Haven Church delivered the Local Government Prayer.

 

03       APOLOGIES

RESOLVED:  Levido/Hawkins

That the apologies received from Councillor M Cusato and Councillor R Turner be accepted.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

04       CONFIRMATION OF MINUTES

RESOLVED:  Alley/Levido

That the Minutes of the Ordinary Council Meeting held on 19 September 2018 be confirmed.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

05       DISCLOSURES OF INTEREST

 

 

Mayor Pinson declared a Pecuniary Interest in Item 14.03 – T-18-41 – Extension of Sewer Rising Mains and Watermain – Dunbogan Tip Access Road, the reason being that Mayor Pinson’s business, Stabilcorp, has business dealings on occasion with one of the tenderers.

 

 

06.01  Mayoral Discretionary Fund Allocations

RESOLVED:  Pinson

 

That the Mayoral Discretionary Fund allocations for the period 6 September to 3 October 2018 inclusive be noted.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

06.02  Grant Funding Success for Upgrade of Stuart Park, Port Macquarie

RESOLVED:  Pinson

 

That Council:

1.       Note that Council has been successful in receiving grant funding of $3.192 million from the NSW government under the Regional Sports Infrastructure Fund.

2.       Thank Council staff for their efforts in putting together the Stuart Park application, noting that this project is one of only twenty-one successful projects across the State announced in this round of funding.

3.       Thank the Member for Port Macquarie, Mrs Leslie Williams MP, for her support throughout the application process.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

07       CONFIDENTIAL CORRESPONDENCE TO ORDINARY COUNCIL MEETING

 

The General Manager advised that there is no confidential correspondence.

 

 

08       PUBLIC FORUM

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

1.    Mr Jason Koenig regarding planning and engineering of pathways and priority section.

 

RESOLVED:  Pinson/Levido

 

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

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

08.01     Planning and Engineering of Pathways and Priority Section

Mr Jason Koenig, representing the Camden Haven Schools to Schools, addressed Council in regard to planning and engineering of pathways and priority section.

 

 

Requests to Speak on an Agenda Item

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

Item 12.02 – Mr Stuart Redman in support of the recommendation.

Item 12.07 – Mr John Oxley in opposition of the recommendation.

Item 12.07 – Mr Tony Thorne in support of the recommendation.

 

RESOLVED:  Levido/Dixon

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

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

Suspension of Standing Orders

 RESOLVED:  Levido/Dixon

That Standing Orders be suspended to allow Items 12.02 and 12.07 to be brought forward and considered next.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

12.02  Notice of Motion - Petition - Request for Upgrade and Sealing of Roads Servicing The Hatch

Mr Stuart Redman, representative of residents, addressed Council in support of the recommendation and answered questions from the Mayor.   Mr Redman showed the Councillors a photo taken of a resident’s car after travelling along The Hatch Road.

 

RESOLVED:  Intemann/Alley

 

That Council:

1.       Note the petition received by residents of The Hatch requesting the upgrade and sealing of roads servicing The Hatch.

2.       Note that the petition has been included as a submission on the Draft Unsealed Roads Policy.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

12.07  Planning Proposal:  Administrative Review of Port Macquarie-Hastings LEP 2011 (Amendment No 52) - Consideration of Submissions

Mr John Oxley, neighbouring property owner, addressed Council in opposition of the recommendation.

Mr Tony Thorne, King and Campbell, and representing Rinmill Pty Ltd, property owner,  addressed Council in support of the recommendation.

 

RESOLVED:  Griffiths/Dixon

 

That Council:

1.       Take the necessary steps under sections 3.35 and 3.36 of the Environmental Planning and Assessment Act 1979 (the Act) to finalise Port Macquarie-Hastings Council Local Environmental Plan 2011 (Amendment 52) as attached.

2.       Delegate authority to the Director Strategy and Growth to make any minor amendments to the Planning Proposal in finalising the Local Environmental Plan.

3.       Notify all persons who lodged submissions of the meeting outcome.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.01  Status of Reports From Council Resolutions

RESOLVED:  Griffiths/Alley

 

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

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.02  Disclosures Register - Annual Returns 2017-2018

RESOLVED:  Levido/Alley

 

That Council note the information in the Disclosure Register for 2017-2018.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.03  Request for Leave of Absence - Councillor Michael Cusato

RESOLVED:  Alley/Hawkins

 

That Council grant leave of absence for Councillor Michael Cusato for the period 24 September 2018 to 5 November 2018 inclusive.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.04  Policy Review - Public Interest Disclosure - Internal Reporting

RESOLVED:  Intemann/Levido

That Council:

1.       Place on public exhibition the draft Public Interest Disclosure – Internal Reporting Policy commencing from 24 October 2018 for a minimum of 28 days.

2.       Note that a further report will be tabled at the December 2018 meeting of Council, detailing the submissions received from the public during the exhibition period.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.05  Monthly Financial Review - September 2018

RESOLVED:  Hawkins/Alley

 

That Council:

1.       Adopt the adjustments in the “Financial and Economic Implications” section of the Monthly Financial Review - September 2018.

2.       Amend the 2018-2019 Operational Plan to include all budget adjustments approved in this report.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.06  Investments - September 2018

RESOLVED:  Hawkins/Levido

 

That Council note the Investment Report for the month of September 2018.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.07  Grant Applications Status Report Investigation

RESOLVED:  Griffiths/Alley

 

That Council:

1.       Request the General Manager to produce a quarterly ‘Grant Application Status Report’, in relation to grants applied for by Port Macquarie-Hastings Council for a 12 month trial period with the first report to Council due to the February 2019 Council meeting; and

2.       Request the General Manager provide a report to Council on the expiration of the trial period to detail the ongoing resourcing requirements and to assess the ongoing benefits of the report.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.08  Digital Technology Project Status

RESOLVED:  Hawkins/Dixon

 

That Council:

1.       Note the information in the Digital Technology Project Status report and the progress made to date.

2.       Note that as previously resolved by Council, future cyclic reports will include efficiencies gained as Digital Technology projects are completed.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.09  Developing a Skilled, Diverse and Engaged Council Workforce

RESOLVED:  Intemann/Hawkins

 

That Council note the information relating to Council’s initiatives to recruit and develop a skilled and engaged workforce, and the benefits of such an environment.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

09.10  Policy Review - Banners Over Public Roads and Reserves Policy - Rescind

RESOLVED:  Alley/Griffiths

That Council:

1.       Place on public exhibition from Monday 22 October until 18 November 2018 (28 days) the intent to rescind the Banners Over Public Roads and Reserves Policy.

2.       Note that a further report will be tabled at the 12 December 2018 meeting of Council, detailing the submissions received from the public during the exhibition period.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

10.01  Recommended Items from the Mayor's Sporting Fund Sub-Committee - October 2018

RESOLVED:  Pinson/Dixon

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.       Grant Madelaine Goodridge $350.00 to assist with the expenses incurred travelling to and competing at the NSW CHS Track & Field Championships held at Sydney Olympic Park from 5 – 7 September 2018 inclusive.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

11.01  Opportunities for Local Firms to do Business with Council

MOTION

MOVED:  Pinson/Hawkins

That Council:  

1.       Note the information provided relating to the Local Preference Policy 12 month trial period.

2.       Adopt the attached Local Preference Policy incorporating a 5% Notional Price Offset.

3.       Request the General Manager provide an annual report each August on the outcomes of the Local Preference Policy.

 

AMENDMENT

MOVED:  Alley/

That Council:  

1.         Note the information provided relating to the Local Preference Policy 12 month trial period.

2.         Extend the trial for a further twelve months and request the General Manager to bring a further report to the October 2019 meeting.

LAPSED FOR WANT OF A SECONDER

 

THE MOTION WAS PUT

RESOLVED:  Pinson/Hawkins

That Council:  

1.       Note the information provided relating to the Local Preference Policy 12 month trial period.

2.       Adopt the attached Local Preference Policy incorporating a 5% Notional Price Offset.

3.       Request the General Manager provide an annual report each August on the outcomes of the Local Preference Policy.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

12.01  Notice of Motion - Petition - Opposition to Option for Proposed Future Duplication to Four Lanes of Ocean Drive, Lake Cathie

RESOLVED:  Pinson/Dixon

 

That Council:

1.    Note the petition received in opposition to the option for the proposed future duplication to four lanes of Ocean Drive, Lake Cathie.

2.    Note that the petition has been included with other submissions received by Council on the preliminary design plans for Ocean Drive, Lake Cathie.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

Item - 12.02 Notice of Motion - Petition - Request for Upgrade and Sealing of Roads Servicing The Hatch - has been moved to another part of the document.

 

 

12.03  Classification of Land to be Transferred to Council

RESOLVED:  Intemann/Levido

 

That Council classify Lot 374 Deposited Plan 1237302 (land off Phar Lap Circuit, Port Macquarie) as operational land.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

12.04  Acquisition of Easement - Telegraph Point Sewer Scheme

RESOLVED:  Levido/Griffiths

 

That Council:

1.       Pay compensation in the amount of $1,425.00 (GST Exclusive) to the owners of Lot 1 Deposited Plan 1241130, C J & A M Ylias, for the acquisition of the easement to drain sewage variable width marked as (Z) in Deposited Plan 1243358 as it affects Lot 1 Deposited Plan 1241130.

2.       Pay compensation in the amount of $2,180.00 (GST Exclusive) to the owner of Lot 57 & Lot 58 Deposited Plan 754404, J Hack, for the acquisition of the easement to drain sewage variable width marked as (Z) in Deposited Plan 1243358 as it affects Lot 57 & Lot 58 Deposited Plan 754404.

3.       Pursuant to Section 59 of the Land Acquisition (Just Terms Compensation) Act 1991 meet the reasonable legal and finance costs incurred by the landowners arising from the acquisition of the easement.

4.       Pursuant to Section 377 of the Local Government Act 1993 delegate authority to the General Manager to execute, electronically or otherwise, all documents including but not limited to any authorisation form as required, associated with the acquisition in accordance with the Electronic Transactions Act 2000.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

12.05  Sealing of Maria River Road - Council Allocation

RESOLVED:  Pinson/Alley

 

That Council reduce the funding allocation for the proposed project to seal Maria River Road to $600,000 to match the Kempsey Shire Council’s funding offer, subject to grant funding being successful.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

12.06  Road Safety Report 2017-2018

RESOLVED:  Intemann/Alley

 

That Council receive and note the Road Safety Report 2017-2018 for the Port Macquarie-Hastings Local Government Area.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

Item - 12.07 Planning Proposal:  Administrative Review of Port Macquarie-Hastings LEP 2011 (Amendment No 52) - Consideration of Submissions - has been moved to another part of the document.

 

 

12.08  Question from Previous Meeting - Revetment Wall, Lake Cathie

RESOLVED:  Intemann/Pinson

 

That Council note the information contained within the response to the Question from Previous Meeting – Revetment Wall, Lake Cathie and provide a copy of this report to the Lake Cathie Progress Association.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

12.09  Question from Previous Meeting - State Environmental Planning Policy (Coastal Management) 2018

RESOLVED:  Levido/Griffiths

 

That Council note the information contained within the response to the question from previous meeting regarding the State Environmental Planning Policy (Coastal Management) 2018.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

12.10  Update on Public Tree Management in Urban Areas

RESOLVED:  Alley/Hawkins

 

That Council:

1.       Note the information contained within the update on public tree management in urban areas report; and

2.       Endorse the Risk Matrix (4x4) and Evaluation of Hazard Trees in Urban Areas Methodology (Matheny & Clark) as detailed in the report and included as Attachment 1.

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

13       QUESTIONS FOR NEXT MEETING

 

Nil.

 

 

CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Griffiths/Dixon

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 14.01       Innes Gardens Memorial Park Crematorium and Lawn Cemetery

                        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 14.02       T-18-31 Destination Media Planning and Buying

                        This item is considered confidential under Section 10A(2)(d(ii)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.

Item 14.03       T-18-41 Extension of SRM's and WM - Dunbogan Tip Access Road

                        This item is considered confidential under Section 10A(2)(d(ii)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.

Item 14.04       T-18-28 Port Macquarie-Hastings Council Advertising - Community Now Notices

                        This item is considered confidential under Section 10A(2)(d(ii)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.

Item 14.05       Supply of Electricity

                        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.

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:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

Adjourn meeting

 The Ordinary Council Meeting adjourned at 7:04pm.

 

 

Resume meeting

The Ordinary Council Meeting resumed at 7:36pm.

 

 

ADOPTION OF RECOMMENDATIONS FROM THE CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Hawkins/Alley

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

Item 14.01       Innes Gardens Memorial Park Crematorium and Lawn Cemetery

                        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.       Acknowledges the importance of cremation and burial services to our community, and note that any future sale or lease of the Innes Gardens Memorial Park Crematorium and Lawn Cemetery facility to a third-party operator would, through the terms of sale or lease, ensure the perpetual care, protection and management of existing interments and inurnments at the facility.

2.       Note the information contained within the Innes Gardens Memorial Park Crematorium and Lawn Cemetery report.

3.       Proceed to seek formal expressions of interest from providers of funeral, cemetery, crematoria and related services, to determine market interest in the potential sale or long term lease of (a) the Innes Gardens Memorial Park Crematorium and Lawn Cemetery facility or (b) the Innes Gardens Memorial Park Crematorium facility alone.

4.       Engage a suitably qualified business consultant to provide a valuation of the facility, prepare the EOI documentation, and provide an advisory service to Council on the EOI process, which will be conducted by Council’s responsible officer and in accordance with Council’s designated procurement processes.

 

5.       In parallel with the above process, undertake an initial assessment of trees and vegetation on the site, options for management, and potential value for biobanking or offset planting.

6.       Report on progress through the Finances, Corporate Services and ICT portfolio.

7.       Request the General Manager present a further report to a future meeting of Council on completion of the expression of interest process, for Council’s further consideration.

 

Item 14.02       T-18-31 Destination Media Planning and Buying

                        This item is considered confidential under Section 10A(2)(d(ii)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.

                        RECOMMENDATION

That Council:

1.       Accept the Schedule of Rates from Enigma Communication Pty Ltd for the provision of Destination Media Planning and Buying for a one (1) year period commencing 01 December 2018, with two (2) options to extend for a further one (1) year period, such option(s) to be for the benefit of the Council and may be exercised only by the Council in its sole discretion.

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

3.       Maintain the confidentiality of the documents and considerations in respect of Tender T-8-31.

 

Item 14.03       T-18-41 Extension of SRM's and WM - Dunbogan Tip Access Road

                        This item is considered confidential under Section 10A(2)(d(ii)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.

                        RECOMMENDATION

That Council:

1.       Accept the tender from Eire Constructions Pty Ltd for $826,547 (exclusive of GST) for the Extension of Sewer Rising Main’s (SRM) and Water Main (WM) utilities on the Dunbogan Tip Access Road.

2.       Accept the Schedule of Rates from Eire Constructions Pty Ltd for the Extension of SRM’s and WM on the Dunbogan Tip Access Road.

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

4.       Maintain the confidentiality of the documents and consideration in respect of Tender T-18-41.

 

 

Item 14.04       T-18-28 Port Macquarie-Hastings Council Advertising - Community Now Notices

                        This item is considered confidential under Section 10A(2)(d(ii)) of the Local Government Act 1993, as it contains commercial information of a confidential nature that would, if disclosed, confer a commercial advantage on a competitor of the Council.

                        RECOMMENDATION

That Council:

1.       Accept the tender from Regional Publishers Pty Ltd t/a Port Macquarie News for an annual cost of $118,487.50 (exclusive of GST) for the provision of Advertising Services for “Community Now Notices” for a period of two (2) years commencing 1 November 2018 with an option to extend for a further one (1) year period at Council’s sole discretion.

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

3.       Maintain the confidentiality of the documents and considerations in respect of Tender T-18-28.

 

Item 14.05       Supply of Electricity

                        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.       In accordance with Local Government Act 1993, Section 55 (3)(g), endorses Local Government Procurement to seek a 12 month extension for the supply of electricity for:

a)      Large Sites (Buildings & Facilities) with Origin Energy Electricity Limited for the period 1 January 2019 to 31 December 2019;

b)      Unmetered Streetlighting Supply with ERM Power Retail Pty Ltd for the period 1 January 2019 to 31 December 2019; and

c)      Multisites (Small Tariff Sites) with Powerdirect Pty Ltd for the period 1 January 2019 to 31 December 2019.

2.       Acknowledges the Maximum Price that can be accepted by Local Government Procurement.

3.       Delegate the General Manager the authority to sign the required Maximum Price Acceptance Declaration and any required contract to enact the extension for Supply of Electricity for:

a)      Large Sites (Buildings & Facilities) with Origin Energy Electricity Limited for the period 1 January 2019 to 31 December 2019;

b)      Unmetered Streetlighting Supply with ERM Power Retail Pty Ltd for the period 1 January 2019 to 31 December 2019; and

c)      Multisites (Small Tariff Sites) with Powerdirect Pty Ltd for the period 1 January 2019 to 31 December 2019.

4.       Note that a further report will be tabled providing the rates accepted by Local Government Procurement for the contract extension options.

5.       Maintain the confidentiality of the documents and considerations in respect of the Supply of Electricity contracts.

 

carried:      7/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido and Pinson

Against:       Nil

 

 

 

The meeting closed at 7:37pm.

 

 

 

 

 

 

………………………………………..

Peta Pinson

Mayor

 

   


AGENDA                                                                                Ordinary Council      21/11/2018

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      21/11/2018

 

 

Item:          06.01

 

Subject:     MAyORAL Minute - Mayoral Discretionary Fund Allocations

Mayor, Peta Pinson

 

 

 

 

 

RECOMMENDATION

 

That the Mayoral Discretionary Fund allocations for the period 4 October 2018 to 7 November 2018 inclusive be noted.

 

Discussion

 

Mayoral Discretionary Fund Allocations

 

The Mayor made the following allocations from the Mayoral Discretionary Fund for the period 4 October to 7 November 2018 inclusive:

 

Condolence bouquet to Leslie Williams MP

$75.00

4 x Remembrance Day Wreaths for Memorial Services in LGA

$260.00

Donation of Glasshouse Voucher to Roger Heath

$100.00

 

 

 

$435.00

 

Attachments

 

Nil

  

 


AGENDA                                                                                Ordinary Council      21/11/2018

Item:          07

Subject:     CONFIDENTIAL CORRESPONDENCE TO ORDINARY COUNCIL MEETING

Presented by: General Manager, Craig Swift-McNair

Alignment with Delivery Program

1.3.2   Build trust and improve Council’s public reputation through transparency, good decision making and living Council’s Values.

 

RECOMMENDATION

That Council determine that the attachment to Item Numbers 09.06 and 11.04 be considered as confidential, in accordance with Section 11(3) of the Local Government Act.

Discussion

The following confidential attachments have been submitted to the Ordinary Council Meeting:

 

Item No:                                 09.06

Subject:                                 Quarterly Budget Review Statement – September 2018

Attachment Description:     2018-19 September Quarterly Budget Review Statement - Consultancy Engagements

Confidential Reason:           If disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct business.  Local Government Act 1993 - Section 10A(2)(c).

 

Item No:                                 11.04

Subject:                                 Event Sponsorship Program Round 1, 2019 - Recommendations

Attachment Description:     Event Sponsorship Program Assessment Summary – Round , 2019

Confidential Reason:           If disclosed prejudice the commercial position of the person who supplied it.  Local Government Act 1993 - Section 10A(2)(d(i).

 

 

 


AGENDA                                                                                Ordinary Council      21/11/2018

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 five 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

21/11/2018









 

 

What we are trying to achieve

A community that works together in decision making that is defined as ethically, socially and environmentally responsible.

What the result will be

 

We will have:

              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 we will get there

 

1.1          Inform and engage with the community about what Council does using varied communication channels

1.2          Maintain strong partnerships between all stakeholders - local, state and federal — so that they are affective advocates for the community

1.3          Demonstrate leadership

1.4          Use innovative, efficient and sustainable practices

1.5          Ensure strong corporate and financial management that is transparent and accountable

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.01

 

Subject:     Status of Reports From Council Resolutions

Presented by: Corporate Performance, Rebecca Olsen

 

Alignment with Delivery Program

1.3.2 Build trust and improve Council's reputation through transparency, good decision making and living Council’s Values.

 

 

 

RECOMMENDATION

 

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

 

Discussion

 

Report

Date & Item
of
Resolution

Status

Reporting Officer

Previous Anticipated Date/s for Report

Current Anticipated
Date for
Report

Port Macquarie Town Centre Pedestrian Facility Investigations - post community engagement

14/12/16
Item 13.05

With the design recently commenced following delays from RMS regarding funding allocations, aspects of the engagement are outstanding.

DI

Aug-17
Oct-17
Feb-18
Sep-18
Oct-18

Nov-18

Performance of Property Investment Portfolio 6-Monthly Report

12/12/17
Item 09.09

 

DSG

 

Nov-18

Unsealed Roads Policy - post exhibition

15/08/18
Item 12.02

Exhibition period extended

DI

Oct-18

Nov-18

Draft Markets Policy - post exhibition

19/09/18
Item 11.03

 

DSG

 

Nov-18

Smoke Free Outdoor Areas Policy Review - post exhibition

19/09/18
Item 09.23

 

DSG

 

Nov-18

Alcohol Use on Public Reserves and Beaches Policy Review - post exhibition

19/09/18
Item 11.02

 

DSG

 

Nov-18

Vince Inmon Sporting Complex - Development of a Master Plan

19/09/18
Item 10.03

 

DDE

 

Nov-18

QFPM - Library Funding Cuts - extent and nature of cuts and adjustments.

18/07/18
Item 10.01

 

DSG

 

Nov-18

Planning Proposal: Proposed Highway Service Centre, 1179 Oxley Highway, Sancrox – amendments to DCP

16/05/18
Item 12.06

 

DSG

 

Nov-18

Deferral of Strata Development Contributions Scheme, report post detailed review of existing scheme and addressing but not limited to the funding shortfall in administration costs currently identified

20/06/18
Item 12.06

Data gathering still in progress.

DSG

 Nov-18

Dec-18

Wrights Creek Flood Study Update 2018 Report  - post exhibition

19/09/18
Item 12.09

Deferred at the request of Councillors to be presented with the Hastings River Flood Study.

DDE

Nov-18

Dec-18

QFPM - Enforcement of Unlawful Activity Policy - findings of review

18/07/18
Item 09.07

 

DDE

 

Dec-18

Policy Review - Public Interest Disclosure - Internal Reporting - Post Exhibition

17/10/18
Item 09.04

 

DCP

 

Dec-18

Policy Review - Banners Over Public Roads and Reserves Policy - Rescind - Post Exhibition

17/10/18
Item 09.10

 

DI

 

Dec-18

PP:  Bundaleer Aged Care - 67 High Street and 4-8 Johnstone Street, Wauchope - Gateway Determination

15/08/18
Item 12.04

Awaiting legal advice.

DSG

1/09/2018
Oct-18

Dec-18

Tastings on Hastings - future strategy

18/04/18
Item 10.02

Engagement ongoing.

DSG

Nov-18

Dec-18

PMHC v Mansfield - post 'without prejudice' discussions

15/08/18
Item 14.05

Deferred pending meeting with Mr Mansfield.

DDE

Nov-18

Dec-18

Alternative Investment Options for higher returns

Investments - draft policy

15/11/17
Item 09.10

19/09/18
Item 09.18

This item was referred back to the Audit, Risk & Improvement Committee following a briefing to Councillors. This Committee considered this on 8 November 2018 and a draft Investment Policy will be presented to Council in December 2018.

DCP

Jul-18
Sep-18
Oct-18

Dec-18

Supply of Electricity

17/10/18
Item 14.05

 

DCP

 

Dec-18

Future of Committees following establishment of Cultural Steering Group

19/04/17
Item 15.05

Item is to be discussed at a future Cultural Steering Group meeting, following the adoption of the Cultural Plan

DSG

Jun-17
Jul-17
Sep-17
Oct-17
Feb-18
Apr-18
Jul-18
Sep-18

Feb-19

Cost Shifting

19/09/18
Item 09.03

 

DCP

 

Feb-19

Strategic Land Use Planning - Fernbank Creek and Sancrox - Update Report

19/09/18
Item 12.03

 

DSG

 

Feb-19

Grant Application Status Report

17/10/18
Item 09.07

 

DCP

 

Feb-19

Long Flat Village Sewer Scheme – Acquisition of Land and Easement – Classify as Operational Land

18/10/17
Item 12.03

Acquisitions still in progress

DI

Nov-18

Feb-19

Town Centre Master Plan Charter Review

20/06/18
Item 09.09

 

DSG

 

Mar-19

Specific Planning Proposal Requests - Progress Report

19/09/18
Item 12.08

 

DSG

 

Mar-19

Tuffins Lane Sporting Fields - Terms of Agreement

14/12/16
Item 06.02

Awaiting Catholic Parish advice

GM

Oct-18

Mar-19

Innes Gardens Memorial Park Crematorium and Lawn Cemetery

17/10/18
Item 14.01

 

DCP

 

Apr-19

Opportunities for improving PMHC unsealed road maintenance practices

15/08/18
Item 12.02

 

DI

 

Aug-19

Canal Maintenance

18/10/17
Item 12.04

 

DI

 

2018/2019 FY

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.

10/08/16
Item 12.01

 

DDE

 

TBA

Planning Proposal - Homedale Road Kew - post exhibition

14/12/16
Item 13.07

Awaiting further response from proponent prior to public exhibition based on state agency consultation.

DSG

Oct-17
Dec-17
May-18

TBA

Planning Proposal – Lot 2 DP1091253 Beach Street Bonny Hills

19/04/16
Item 12.02

 

DSG

 

TBA

Planning Proposal - Lot 14 DP240042, Pioneer Street, North Haven. King And Campbell Pty Ltd For Rd & Ml Tate And Tate Developments Pty Ltd - Post Exhibition

17/05/17
Item 13.05

 

DSG

 

TBA

Planning Proposal PP2016 – 11.1 Mission Terrace Lakewood – post exhibition

15/11/17
Item 12.06

 

DSG

 

TBA

Property Purchase by Property Reserve – post exhibition

16/05/18
Item 14.02

 

DSG

 

TBA

Planning Proposal: Proposed Highway Service Centre, 1179 Oxley Highway, Sancrox – post exhibition

16/05/18
Item 12.06

 

DSG

 

TBA

Trialling Of Parklets In The Port Macquarie Town Centre

16/05/18
Item 10.02

 

DSG

 

TBA

Classification as "Operational" Land - 52 John Oxley Drive, Port Macquarie - post exhibition.

20/06/18
Item 14.05

 

DCP

 

TBA

Council owned lots at North Shore - Progress of Sale

19/09/18
Item 09.24)

 

DSG

 

TBA

 


 

Cyclic Reports

 

Report

Reporting Officer

Reporting Cycle

Month

Mayoral Discretionary Fund Allocations

GM

Monthly

Every

Monthly Financial Update

DCP

Monthly

Every

Investments

DCP

Monthly

Every

Recommendations by the Mayor’s Sporting Fund Sub-Committee

DSG

Monthly

Every

Development Activity and Assessment System Performance

DDE

Quarterly

May, Aug, Nov, Feb

Operational Plan – Quarterly Progress

DCP

Quarterly

Nov, Feb, Apr, Aug

Management of Flying-Fox Colony in Kooloonbung Creek Nature Reserve - Quarterly Progress Report

DDE

Quarterly

Dec, Mar, June, Aug

Legal Fees - Update Report
(19/09/18 - Item 09.16)

DCP

Quarterly

Feb, Apr, Aug, Nov

Grant Application Status Report
(17/10/18 - Item 09.07)

DCP

Quarterly

Feb, May, Aug, Nov

Glasshouse Strategic Plan Update

DCP

Biannual

Feb, Aug

Digital Technology Project Status
(16/08/17 - Item 09.18)

DCP

Biannual

Feb, Aug

Delivery Program – Six Monthly Progress

DCP

Biannual

Mar, Sep

Site Specific LEP Amendments - Update

DSG

Biannual

Mar, Sep

Long Term Energy Strategy – Progress

DDE

Biannual

Apr, Oct, Nov

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

DSG

Biannual

May, Nov

Performance of Property Investment Portfolio 6-Monthly
(12/12/17 - Item 09.09)

DSG

Biannual

May, Nov

UGMS - Update on Implementation and Status of Actions
(20/06/18 - Item 12.07)

DSG

Annually

Feb

Mayoral and Councillor Fees (Setting of)

GM

Annually

Jun

Council Policy - Status

DCP

Annually

Jul

Recreation Action Plan – Status

DDE

Annually

Jul

Local Preference Policy Outcomes

DCP

Annually

Aug

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

DSG

Annually

Sep

Compliments and Complaints Annual Report

DSG

Annually

Sep, Dec

Council Meeting Dates

GM

Annually

Sep

Creation of Office - Deputy Mayor

GM

Annually

Sep

Audit Committee Annual Report

DCP

Annually

Sep

Annual Report of Disability Discrimination Act Action Plan

DSG

Annually

Sep

Legislative Compliance Register

DCP

Annually

Sep

Cultural Plan 2018 - 2021 - Implementation Progress Report
(19/09/18 - Item 10.02)

DSG

Annually

Sep

Annual Disclosure of Interest Returns

GM

Annually

Oct

Council’s Annual Report

DCP

Annually

Nov

Update Report - Impact of cost shifting for the previous financial year including any additional categories of cost-shifting that have been identified
(21/10/15 - Item 09.04)

DCP

Annually

Nov

Funding Programs for Koala Recovery Strategy
(19/09/18 - Item 12.05)

DDE

Annually

Dec

 

 

Attachments

Nil

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.02

 

Subject:     Request for Leave of Absence - Mayor Peta Pinson

Presented by:  General Manager, Craig Swift-McNair

 

 

Alignment with Delivery Program

 

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

 

 

 

RECOMMENDATION

 

That Council:

1.       Grant leave of absence for Mayor Peta Pinson for the period 21 February to 17 March 2019 inclusive.

2.       Note that in accordance with Section 231(3) of the Local Government Act, the Deputy Mayor will perform all duties of the Mayor during this period.

3.       Allocate the Mayoral allowance to the Deputy Mayor during this period in accordance with Section 249(5) of the Local Government Act.

 

Executive Summary

 

Council has received a request for leave of absence from Mayor Pinson for the period Thursday, 21 February to Sunday, 17 March 2019 inclusive.

 

Discussion

 

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

 

Mayor Pinson has requested leave of absence for the period 21 February to 17 March 2019 inclusive.

 

Due to there being a casual vacancy in the office of Mayor, it would be prudent to request the Deputy Mayor to perform all duties of the Mayor during this period (Local Government Act NSW s 231 (3)) and to be remunerated accordingly (Local Government Act NSW s 249 (5)).

 

Options

 

Council can:

1.   Adopt the recommendation.

2.   Refuse leave of absence.

 

Community Engagement & Internal Consultation

 

 

Internal Consultation

 

·    General Manager.

·    Group Manager Governance & Procurement.

 

Planning & Policy Implications

 

The Mayor’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

21/11/2018

 

 

Item:          09.03

 

Subject:     Notice of Motion - Councillor Portfolio Protocol

 

 

 

Councillor Intemann has given notice of her intention to move the following motion:

 

 

 

RECOMMENDATION

 

That Council:

1.     Request the General Manager amend the Councillor Portfolio Protocol to remove participation by the Mayor, as per the Mayor’s recent request.

2.     Request the General Manager table the amended Councillor Portfolio Protocol at the December 2018 Ordinary Council Meeting for consideration.

 

Comments by Councillor (if provided)

On 24 October 2018, Mayor Peta Pinson advised Councillors and Council of her decision not to participate in the Councillor portfolio program. This Notice of Motion recognises that request by seeking to amend the Councillor Portfolio Protocol accordingly.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.04

 

Subject:     Policy Review - Risk Management

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.3.2 Build trust and improve Council's reputation through transparency, good decision making and living Council’s Values.

 

 

 

RECOMMENDATION

That Council:

1.       Place on public exhibition the draft Risk Management Policy commencing from 28 November for a minimum of 42 days.

2.       Place on public exhibition the Risk Management Framework Policy commencing from 28 November for a minimum of 42 days with the intent to rescind, as the document will be reclassified as an internal procedure.

3.       Note that a further report is planned to be tabled at the February 2019 meeting of Council, detailing the submissions received from the public during the exhibition period.

 

Executive Summary

 

The Risk Management Policy has undergone a review and was presented to the 10 May 2018 Audit, Risk and Improvement Committee meeting. The Audit, Risk and Improvement Committee recommended that the draft Policy to be presented to Council for public exhibition.

 

Since this time, a period of extensive internal consultation has occurred including a workshop on Risk Appetite at a Councillor briefing.

 

Discussion

 

To support sound Risk Management within Council, Council has an adopted Risk Management Policy (at attachment 1). The current Policy was last adopted 6 October 2010. Since the adoption of the last Policy there has been a number of changes in respect to Risk Management. These include the rescission of the previous Risk Management standard (AS/NZS 4360) and the adoption of the current international Risk Management Standard (ISO 31000).

 

The Risk Management Policy is a key element of the Risk Management Framework and articulates Council’s approach, management commitment, accountabilities and responsibilities to Risk Management.

 

The Risk Management Policy has undergone a review and was presented to the 10 May 2018 Audit, Risk and Improvement meeting. The Audit, Risk and Improvement Committee recommended that the draft Policy to be presented to Council:

 

Following a Councillor briefing in October 2018, reference to Council adopting a Statement of Risk Appetite has been removed from the draft policy.

 

09       Draft Risk Management Policy

Group Manager Governance & Procurement Blair Hancock addressed the Committee and answered questions.

RESOLVED:  Parkinson/Intemann

 

That the Audit, Risk and Improvement Committee:

1.       That the Draft Risk Management Policy, as attached to this report, with minor amendment of ‘modified’ to ‘managed’ be endorsed.

2.       That the Draft Risk Management Policy be presented to Council with the view of publically exhibiting, prior to adoption.

carried:      5/0

For:   Hawkins, Intemann, Marchant, O'Rourke and Parkinson

Against:       Nil

 

The draft Risk Management Policy is attached (at attachment 2). The Policy was developed using the following key inputs:

·    ISO 31000 “Risk management - Principles and guidelines”;

·    HB 436: 2013 “Risk Management Guidelines- Companion to AS/NZS ISO31000:2009”;

·    The results of the Council Risk Maturity assessment and ISO 31000 gap analysis with the current Council Risk Management framework, completed in February and March 2016;

·    Internal stakeholder feedback; and

·    Feedback from the Audit, Risk and Improvement Committee.

 

The changes that have been made include:

·    Changing the policy to the updated Council adopted Policy template;

·    Aligning with the updated Risk Management standard, ISO 31000 “Risk management - Principles and guidelines”, including updating definitions;

·    Adding and modifying responsibilities, this includes adding Audit, Risk and Improvement Committee responsibilities;

·    Changing the review frequency from annually to within 12 months of an Ordinary Council election; and

·    Changing the Policy owner to Group Manager Governance & Procurement.

 

Risk Management Framework Policy

 

A risk management procedure is referenced in the draft Risk Management Policy, the current document is Council adopted and called “Risk Management Framework” (at attachment 3), this document is more operational in nature. Therefore, it is prudent to reclassify the document an internal policy, the process that is being employed is to rescind the Policy as a Council adopted Policy. Once the Risk Management Framework Policy is rescinded as a Council Policy it will be reclassified as an internal Policy with the title changed to “Risk Management Procedure”, as reflected in the draft Risk Management Policy. This document is currently under review internally.

 

Draft policy next steps include putting the draft Risk Management Policy and the Risk Management Framework Policy on public exhibition. Post public exhibition and consideration of public feedback the policy will be presented to Council for adoption.

 

Options

 

Council has the option to not adopt the draft Risk Management Policy for exhibition.

 

The Audit, Risk and Improvement Committee recommended for Council to adopt a Statement of Risk Appetite. Risk appetite (as defined in ISO31000) is, “Amount and type of risk that an organisation is willing to pursue or retain”. A Statement of Risk Appetite is an articulation of the risk appetite.

 

A Statement of Risk Appetite was workshopped at a recent Councillor briefing in which general opinion from Councillors was to communicate the Risk Appetite through Council policies and the Risk Management Framework and not to develop a standalone Statement of Risk Appetite.

 

Council can choose to include reference in the draft Policy and plan to develop a Statement of Risk Appetite.

 

Community Engagement & Internal Consultation

 

Community Engagement

 

The draft Risk Management Policy and Risk Management Framework Policy will be publically exhibited from 28 November, for a minimum of 42 days noting the upcoming Christmas break.

 

Internal Consultation

 

·    General Manager.

·    Directors.

·    Audit, Risk and Improvement Committee.

·    Risk Management Working Group

·    Group Manager Governance & Procurement.

 

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. Current Risk Management Policy

2View. Draft Risk Management Policy

3View. Risk Management Framework Policy

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.05

 

Subject:     Annual Financial Statements for the Year Ended 30 June 2018

Presented by: Corporate Performance, 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 Annual Financial Statements for the year ended 30 June 2018, as submitted, together with the Auditor’s Report.

 

 

Executive Summary

 

The Local Government Act, 1993 requires that Council hold a public meeting for the purpose of considering the Annual Financial Statements, together with the Auditor’s Report.  These are now presented for Council’s consideration.

 

A suite of financial ratios measure Council’s financial position and allows for comparisons of results between financial years. These are explained in greater detail in the body of the report.

 

The Operating Performance ratio is arguably the most important of these ratios. It indicates whether recurrent revenue is covering operating expenses and if Council is adequately funding depreciation. Council met this ratio for the first time in a decade during the 2014/2015 financial year and has continued to meet and exceed the ratio benchmark of > 0% since that time.

 

Council is continuing to meet benchmark across other key ratios. This reflects the Council’s strong cash liquidity and its ability to pay debts as they fall due.

 

Longer term ratios that relate to Council’s infrastructure reflect the vast infrastructure network that Council maintains. There has been an improvement in 2017-2018 of the Building and Infrastructure Renewals Ratio and the Asset Maintenance Ratio but the Infrastructure Backlog Ratio has deteriorated slightly. It should be noted however, that these ratios are affected by the types and quantum of works programs undertaken during the year.

 

There has been a lot of work undertaken over the past several years that have contributed to these results including but not limited to improved asset management, procurement strategy implementation, service reviews and improved budget processes.

 

A continued focus will need to be applied to ensure that Council can maintain the benchmarks that it currently meets, and improve against longer term asset related benchmarks into the future.

 

Discussion

 

Background

 

At a meeting of Council on 15 August 2018 it was resolved:

 

RESOLVED:  Hawkins/Levido

 

1.       That Council refer to audit the draft Financial Statements as at 30 June 2018.

2.       That the Statement by Councillors and Management be signed by the Responsible Accounting Officer, the General Manager, the Mayor and one Councillor as required by the Local Government Act 1993.

carried:      8/0

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

Against:       Nil

 

Council resolutions 1 and 2 have now been implemented.

 

Section 418 to 420 of the Local Government Act, 1993 provides that Council must give public notice of its intention to consider the Annual Financial Statements and the Auditor’s Report.  This notification has been given by way of advertisements placed in local newspapers including Camden Haven Courier, Hastings Gazette and Port Macquarie News. 

 

Section 420 of the Act allows any person to make a written submission on the content of the Annual Financial Statements or the Auditor’s report.  At the time of writing this report, no submissions had been received.  If any submissions are received, they will be distributed prior to the meeting.

 

The purpose of this report is to present to Council the 2017-2018 audited Annual Financial Statements, together with the auditor’s report. A copy of the 2017-2018 Annual Financial Statements are attached to this report for information.

 

Results for the year

 

The Income Statement discloses that Council’s activities for the 2017-2018 financial year resulted in a net operating surplus of $59.288 million. This is a reduction of $39.283 million from the $98.571 million surplus in the previous 2016-2017 year. The result can be accredited to a number of variations including the following:

 

1.   A reduction in capital grants and contributions of $29.976m.  This is primarily due to a reduction of $15.196m in developer provided assets and a reduction of $6.360m in S7.11 and S64 contributions which can both be attributed to a slowing in the property market.  Council had the highest growth in assessments in 2016-2017 in more than 12 years so this reduction is not unexpected.  In addition, the receipt of capital grants has reduced by $8.432m which is primarily Stingray Creek Bridge ($6.498m) and PM Indoor Stadium ($2.448m).  Grant funding is often one of the main causes of year-on-year variations as it is recognised in the income statement when it is received and will often not match the timing of the expenditure of those funds.

 

2.   A reduction in operational grants and contributions of $4,274m due to the prepayment of the first 2 instalments of the 2017-2018 Financial Assistance Grant totalling $4.423m.  A pre-payment of the first 2 instalments of the 2018-2019 Financial Assistance Grant was also received but as half the 2017-2018 grant was not received in the year the amount recognised as revenue for 2017-2018 is close to the actual grant received for the year.

 

3.   A reduction in other revenues of $1.693m which is primarily due to the one off receipt in 2016-2017 of a legal settlement in the amount of $927k.  Also in 2016-2017 Council received $211k in investment recoveries resulting from a class action that Council was involved in.  No additional funds were received in the 2017-2018 financial year.

 

4.   An increase in employee benefits and on-costs of $3.405m, due primarily to award increases of 2.35%, which are outside of Council’s control, and an increase in full time equivalent employee numbers from 516 at 30 June 2017 to 534 at 30 June 2018.  Workers compensation has also increased by $188k.

 

5.   A reduction in borrowing costs of $302k which is due to capitalisation of interest  in the amount of $105k (in accordance with the Code of Accounting Practice) and a number of loans reaching the end of their lives which means the interest component of the repayment is reducing.

 

6.   Materials and contracts increased by $5.066m from the 2016-2017 financial year.  This is made up of numerous items including $1.5m for the LED street lighting upgrade and $360k for the Lake Cathie dredging project.  Additional funds of $1.7m were allocated to bridge maintenance and sealed road maintenance in the 2017-2018 financial year, some of which is materials and contracts. Other adjustments include the inclusion in material and contracts of projects from previous years that were included in Works in Progress but have been expensed in this financial year.

 

7.   Depreciation has increased by $3.063m in 2017-2018 which is due to the large amount of contributed assets council has received from developers in the last few years.

 

8.   Other Expenses has increased by $1.679m which is primarily due to an increase in the Waste Levy payable to the Statement Government.

 

Statement of Financial Position

 

Council’s Statement of Financial Position is disclosed in accordance with current accounting standards and reporting requirements of the Local Government Act and its Regulations. 

 

Council’s net asset position has increased by $61,786 million from the 2016-2017 financial year.  This is due to a number of things including:

 

·    The increase in infrastructure, property, plant and equipment assets of $27.942m following revaluations.  Full asset class revaluations were completed in 2017-2018 for operational land and buildings.  Indexations were applied to other assets classes including transport, stormwater, other structures, water, sewerage and open space assets.

 

·    An increase in cash and investments of $25.333m due to revenue from development that has not yet been expended on capital works.

 

Performance Measurement

 

Council is required to include the Performance Measurement ratios in its Annual Financial Statements. 

 

Below are Council’s ratio results for the last four years for the consolidated Council position. 

 

1.       Operating Performance - Consolidated

 

 

 

Benchmark

 

2017-2018

 

2016-2017

 

2015-2016

 

2014-2015

 

4.66%

 

9.93%

 

7.44%

 

3.71%

 

 

Greater than 0%

 

           

Commentary:

 

This ratio measures a Council’s achievement of containing operating expenditure within operating revenue.  As it focuses on operating performance, capital grants and contributions and net loss on disposal of assets are excluded.

 

This ratio has reduced this year (2016-2017 included the FAG prepayment) but is still well above benchmark.  The items affecting this ratio are discussed in the commentary for the income statement above. 

 

2.       Unrestricted Current Ratio

 

 

Benchmark

2017-2018

2016-2017

2015-2016

2014-2015

2.05:1

2.02:1

2.27:1

    2.96:1

 

Greater than 1.5

 


 

Commentary:

 

This ratio is designed to represent a Council’s ability to meet short term obligations as they fall due.  If below benchmark it may indicate that Council needs to raise additional funds or liquidate assets to have cash available to meet debts as they fall due.

 

Council’s Unrestricted Current Ratio has increased from 2016-2017 and is above the benchmark of 1.5:1. This ratio is strongly affected by the terms of Council’s investments.  It should be noted that as with all performance ratios, this figure represents a snapshot in time, which is not necessarily representative of the full position.

 

3.       Own Source Operating Revenue

 

Benchmark

2017-2018

2016-2017

2015-2016

2014-2015

 

66.14%

 

56.19%

 

63.50%

 

74.82%

 

Greater than 60%

 

Commentary:

 

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

 

Council’s own source revenue ratio has increased since 2016-2017 due to the large amount of developer provided assets and S7.11/S64 contributions that were received in 2016-2017.   It should be noted that additional grant and contribution funding has a negative effect on this ratio. 

 

4.       Debt Service Cover

 

 

Benchmark

2017-2018

2016-2017

2015-2016

2014-2015

3.98

4.59

3.27

3.69

 

Greater than 2

 

Commentary:

 

This ratio measures the availability of operating cash to service debt including interest, principal and lease payments.  Council’s result has reduced from last year due to a lower operating result, however Council is well above the benchmark of greater than 2


 

 

5.   Rates and Annual Charges Outstanding percentage

 

 

Benchmark

2017-2018

2016-2017

2015-2016

2014-2015

4.88%

4.85%

5.34%

6.42%

Less than 10% for rural & regional  councils

 

Commentary:

 

The purpose of this ratio is to assess the impact of uncollected rates and annual charges on liquidity and the adequacy of debt recovery efforts.  The consolidated ratio is relatively consistent with 2016-2017 and Council is still well below the ratio for regional councils.

 

Council’s general fund ratio (including waste management) for 2017-2018 was 4.25%, Sewer Fund was 3.61% with the Water fund recording the highest ratio at 13.5%. This is due to the fact that water accounts are generated constantly and may not be due for payment until the new financial year.  Consistent with prescribed methodology, these outstanding amounts must be included in the ratio as they are outstanding at year end.  Council will therefore compare unfavourably to councils with no water authority function.

 

Recovery action is constantly underway to ensure that Council’s collection rates are as high as possible. Vigilance in this area is also of benefit to the community to assist ratepayers in not accumulating large debts.

 

6.   Cash Expense Cover Ratio

 

Benchmark

2017-2018

2016-2017

2015-2016

2014-2015

 

26.14

 

25.31

 

21.49

 

20.63

 

Greater than 3 months

 

Commentary:

 

This liquidity ratio indicates the number of months that Council can continue paying for its immediate expenses without additional cash inflow.  This ratio includes all term deposits and with the majority of Council’s investments being in term deposits along with high reserve levels this ratio should be well above benchmark at all times.  It should be noted however, that even though term deposits are included in this ratio, a minimum of 31 days’ notice has to be given to the banks before these deposits can be redeemed.


 

 

7.   Building and Infrastructure Renewal Ratio

 

 

Benchmark

2017-2018

2016-2017

2015-2016

87.64%

34.62%

37.82%

Greater than 100%

 

Commentary:

 

This ratio has been calculated differently this year from previous years.  From 2017-2018 any renewals done as part of works in progress are excluded from the ratio until they are capitalised.  The ratios above have been changed in line with this methodology. 

 

This ratio is a longer term indicator of the condition and cost to maintain public infrastructure assets. This ratio is measured by the cost of asset renewals for buildings and infrastructure over the depreciation expense of those assets.  The definition of renewals used for the ratio is “replacement of existing assets with equivalent capacity or performance as opposed to the acquisition of new assets”.  Council often upgrades the capacity of an asset as part of the renewal process. Capacity includes widening a road or bridge, or increasing a load capacity on a bridge. As this capacity work is regarded as an improvement and not renewable these costs are not included within this ratio calculation.  Due to the definition of a renewal this ratio may vary significantly up and down over the years.  This year’s ratio has been positively impacted by works undertaken on Stingray Creek Bridge.

 

Council is continuing on its journey of improving its Asset Management Planning processes in line with the State Government’s Integrated Planning & Reporting Framework.  Asset Management plans are designed to provide a strategic framework for assessing and addressing asset management issues (including appropriate Renewals and Maintenance) in future years. Council needs to continue to make the upgrade of all Asset Management Plans a priority.  Like all Councils, the ability to meet acceptable levels under this benchmark will be limited to the available funding.

 

This result indicates that in order to improve this ratio, additional funding for the renewal of assets would be required over the construction of new assets.

 

8.   Infrastructure Backlog Ratio

 

 

Benchmark

2017-2018

2016-2017

2015-2016

2014-2015

5.63%

5.34%

6.89%

7.31%

 

Less than 2%

 


 

Commentary:

 

This ratio shows the proportion of infrastructure backlog against the total value of Council’s infrastructure.  It is calculated by taking the estimated cost to bring the assets to satisfactory standard over the total value of Infrastructure, building and other structures assets.  This does not include any planned enhancements.

 

There has been a slight deterioration in this ratio for 2017-2018.  To ensure further improvement to this ratio council needs to align future works programs to the infrastructure backlog data to ensure that priority is given to projects that are included in the infrastructure backlog figures.

 

9.   Asset Maintenance Ratio

 

 

Benchmark

2017-2018

2016-2017

2015-2016

2014-2015

91%

88%

87%

86%

 

Greater than 100%

 

Commentary:

 

This ratio compares the actual versus required annual asset maintenance.  A ratio of above 1.0 indicates that the Council is investing enough funds within the year to stop the Infrastructure Backlog from increasing.

 

Whilst Council’s position is improving it is still below benchmark levels.  This ratio has improved significantly from last financial year due to the additional maintenance funding allocation for such as bridges and stormwater.  Further additional funding will need to be applied to this area for this ratio to meet the benchmark.

 

Options

 

Not applicable.

 

Community Engagement & Internal Consultation

 

Extensive consultation has taken place with Council’s Finance Section and with Council’s External Auditors.  The public have also been notified by way of advertisement.

 

Planning & Policy Implications

 

These Annual Financial Statements are Part C of the Council’s Annual Report, legislated under the Integrated Planning and Reporting Framework.

 

Financial & Economic Implications

 

As outlined in the body of this report.

 

Attachments

 

1View. Report - PMHC Financial Statements - 2017 - 2018

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.06

 

Subject:     Quarterly Budget Review Statement - September 2018

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.5.1 Manage Council’s financial assets and provide accurate, timely and reliable information.

 

 

 

RECOMMENDATION

 

That Council note the Quarterly Budget Review Statement for the September 2018 Quarter.

 

Executive Summary

 

This report will detail Council’s progress against the original and revised 2018-19 Budget as at the end of the first quarter being 30th September 2018.

 

Discussion

 

The Quarterly Budget Review Statement (QBRS) is a statutory report prepared in accordance with sections 202 and 203 of the Local Government (General) Regulation 2005 (‘Regulations’).

 

The QBRS presents a summary of Council’s financial position at the end of the first, second and third quarter of the financial year. It is a mechanism whereby the Councillors and the community are informed of Council’s progress against its current adopted budget.  

 

Whilst the Regulations require the Council, as a minimum, to prepare quarterly revised estimates of income and expenditure through the QBRS, Port Macquarie- Hastings Council adopts budget variations on a monthly basis.

 

Attached to this report are the mandated components of the QBRS as prescribed in the ‘NSW Local Government Code of Accounting Practice and Financial Reporting’. Those components include:

 

1.   Budget Review Income and Expenditure (Consolidated);

2.   Budget Review Capital Budget;

3.   Budget Review Cash and Investment;

4.   Budget Review Key Performance Indicators;

5.   Budget Review Contracts and Other expenses; and

6.   Statement by the Responsible Accounting Officer.

 

Also attached is a confidential attachment on Consultancy engagements as resolved by Council under Item 09.09 Supply of Services to Council on 21 October 2015. This resolution resolved:

 

1.       To Adopt Option 2 to expand the existing reporting format of the Quarterly Budget Review Statement to include additional categories of consultancy engagements including accounting, audit, legal, planning, architectural, surveying, environmental, IT and HR with individual consultant data to be provided in a confidential attachment.

2.       Commence the reporting regime from the next Quarterly Budget Review Statement.

carried:      8/0

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

Against:       Nil

 

Confidential Attachment 2 titled “2018-19 September Quarterly Budget Review Statement - Consultancy Engagements” provides information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct business.  Local Government Act 1993 - Section 10A(2)(c).

 

Budget Progress Commentary

 

The variances listed below should be read in conjunction with Attachment 1 (September 2108 Quarterly Budget Review Statement).

 

Income and Expenses – QBRS Page 1

 

Rates and Annual Charges

 

YTD Budget

YTD Actual

Budget Variance

% Received

$91.367m

$91.137m

-$0.230m

99.7%

Major budget variances include:

-     Rates: -$0.170m

-     Annual Charges: -$0.060m

 

The variance in rates and annual charges is due to supplementary levies yet to be raised.

 

 

User Fees and Charges

 

YTD Budget

YTD Actual

Budget Variance

% Received

$6.789m

$7.128m

+$0.339

105.0%

Major budget variances include:

-     Waste Management, Water and Sewer Usage Fees: +$0.271m

-     Water Supply Private Works: +$0.247m

-     Aerodrome: -$0.230m

-     Section 611 and 68 Charges: +$0.046m

 

The majority of the variances in User Fees and Charges are due to timing of receipts and the timing of quarterly billing notices.

 

The variance associated with the water supply private works is related to a larger than anticipated volume of works in the first quarter.

 

Interest and Investment Income

 

YTD Budget

YTD Actual

Budget Variance

% Received

$1.903m

$2.162m

+$0.259m

113.6%

Budget variance due to larger than anticipated cash levels resulting in higher yields from Council’s investment portfolio. Further information can be found in the Monthly Investment Report.

 

 

Other Revenues

 

YTD Budget

YTD Actual

Budget Variance

% Received

$1.278m

$1.446m

+$0.168m

113.1%

Major budget variances include:

-     King Fisher Site Remediation +$0.045m

-     Income from Steel Sales +$0.021m

-     Glasshouse Income: +$0.028m

-     Parks and Reserve Rental Income: +$0.025m

-     Contribution to Waste Education: +$0.070m

 

The variations associated with the steel sales, Glasshouse and rental income is due to higher than anticipated volumes.

 

The variations with Waste education and the King fisher site remediation were revenues that Council had not anticipated at all.

 

 

Operating Grants & Contributions

 

YTD Budget

YTD Actual

Budget Variance

% Received

$2.865m

$3.431m

+$0.566m

119.8%

Major budget variances include:

-     Better Waste and Recycling Fund +$0.112m

-     Lake Cathie Dredging: +$0.048m

-     Orbital Road Study :+$0.049m

-     Bushfire Hazard Reduction Funds: +$0.087m

-     Roads to Recovery Program: +$0.211m

-     S94 Administration Levy: +$0.041m

-     Hastings Skills Audit Grant Funding: +$0.023m

 

There are variances with grants that have occurred due to these particular grants not having been included in the original budget. This includes the Lake Cathie Dredging, Orbital Roads Study and Skills Audit grants.

 

The variations with the other grants is due to the timing of receipt of those grants.

 

 


 

 

Capital Grants & Contributions

 

YTD Budget

YTD Actual

Budget Variance

% Received

$4.140m

$5.630m

+$1.490m

136.0%

Major budget variances include:

-     Section 7.11 Developer Contributions: +$1.171m

-     Voluntary Planning Agreements: +$0.293m

-     Section 64 Contributions: +$0.187m

-     Flynn’s Beach Sea Wall Grant Funding: -$0.165m

 

The volume of developer contributions is higher than anticipated at this time of year which has resulted in favourable variations. The Flynn’s Beach Sea Wall grant funding variation is due to the timing of the grant receipt being later than anticipated.

 

 

Employee Costs

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$13.847m

$12.657m

-$1.190m

91.4%

Major budget variances include:

-     Employee On-Costs: -$0.891m

-     Salaries and Wages: -$0.310m

 

The variation that has occurred in employee costs is due to a combination of capitalised employee costs, timing of employees taking leave and vacancies across the organisation.

 

 

Borrowing Costs

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$0.499m

$0.499m

$0.000m

100.0%

There are no budget variances.

 

Materials & Contracts

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$8.317m

$6.355m

-$1.962m

76.4%

Major budget variances include:

-     Sewer Services -$0.251m

-     Stormwater Management: -$0.186m

-     Waste Management: -$0.773m

-     Water Supply: -$0.111m

-     Airport Services: $0.226m

-     Natural Resource Management: -$0.090m

-     Community Place: -$0.086m

-     Sport & Recreation: -$0.126m

-     Economic Development & Communications: -$0.106m

 

The variations that have occurred in the Materials and Contracts category have occurred over various projects which are at various stages. The timing of invoice payments in relation to on-going services, in particular waste services, is the cause of other variations.

 

Depreciation

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$11.099m

$11.099

$0.000m

100.0%

There are no budget variances.

 

 

Other Expenses

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$3.037m

$3.345m

+$0.308m

110.1%

Major budget variances include:

-     Bushfire Fighting Fund: +$0.229m

-     NSW Fire Brigade Contribution: +$0.171m

-     NSW SES Contribution: +$0.054m

-     Section 88 Levy: +$0.244m

-     Settlement Point Ferry Insurance: +$0.029m

-     Electricity Charges: -$0.317m

-     Community Grants: -$0.103m

 

The variances that have occurred in the Other Expenses category are due to timing of invoice payments. Electricity expenses in particular are made a month in arrears.

 

 

Asset Disposal

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$0.001m

$0.000m

-$0.001m

0.0%

There are no material budget variances.

 

 

Capital Expenditure – QBRS Page 2

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$12.534m

$7.496m

-$5.038m

59.8%

Projects with budgets that have been materially under spent include:

-       Hastings Regional Sporting Complex: -$0.982m

Significant project delays due to traffic assessment works related to proposed access off Randall St. Internal layout amendments due to community consultation and adjusted car parking locations will commence following in principle agreement with RMS regarding the changed intersection upgrade treatment on the Oxley Highway at Stoney Creek Road.

-     Camden Haven Reticulation Augmentation: -$0.438m

Project on time. Variance due to timing of payments.

-     Southern Arm Trunkmain: -$0.565m

Project on time. Variance due to timing of payments. 

-     Bago Road Pavement Rehabilitation: -$0.437m

The road stabilisation contract was endorsed by Council at the September Meeting and contractor engagement commenced mid-October.

-     Reclaimed Water Area 14 Trunk Main: -$0.406m

Planning continues and it is anticipated that construction was to commence mid-October.

 

-     Live Watermains Renewals: -$0.302m

Project on time. Variance due to timing of payments. 

-     Plant Replacement: -$0.238m

Project on time. Variance due to timing of payments. 

-     Computer Purchases: -$0.229m

Project on time. Variance due to timing of payments. 

-     Dunbogan Bridge Reid Street Structure Rehab: -$0.222m

Design contract awarded in September. Variance a result of budget phasing.

-     Port Macquarie Hastings Hockey Fields Lighting Field 2: -$0.186m

Tenders for installation of lighting have been assessed with the outcome reported to the November Council meeting.

-     Short Street Car Park Public Amenities Renewal: -$0.183m

Tender has been adopted. Variance relating to timing.

-     Hastings River Drive/Newport Island Roundabout: -$0.181m

Construction works progressing in accordance with the schedule. Variance due to timing of payments.

 

The remaining balance of under expenditures is comprised of numerous capital projects which are underspent below $0.150m and have not been deemed to be material.  

 

The actual expenditure does not reflect the amount of funds that have been committed to particular projects through the raising of Purchase Orders. For capital projects, progress against their budgets may not necessarily reflect their progress in relation to practical completion.

 

Progress details for particular capital projects can be found in the report “2018-19 Operational Plan Quarterly Progress Report as at 30th September 2018” which is also on the agenda of the Ordinary Council Meeting for November 2018 and contained within the business paper.

 

 

Cash and Investments – QBRS Page 3

 

The return on Councils investment portfolio for the first quarter for the financial year was 2.95% which was 0.89% above the benchmark of 2.06%.

 

Budget variations adopted throughout the financial year have included utilising $2.262m of Council’s cash reserves.

 

Key Performance Ratios – QBRS Page 4

 

The budget variations that have been adopted throughout the financial year (July, August, and September) have not had a detrimental or material impact on the majority of the forecasted T-Corp Ratios set out in the adopted original budget.

 

One of the ratios that has been impacted through variations is the Building and Infrastructure Renewals Ratio. This ratio has significantly improved as a result of the adoption of the carry overs which as per the attachment are significant.

 

The Operating Performance Ratio has decreased as a result of the adoption of carry over budgets which were operating expenditure in nature. As there was no operating revenue to counter the expenditure this has decreased the ratio. 

 

Contracts and Other Expenses – QBRS Page 5 & 6

 

There were no unbudgeted contracts entered into throughout the first quarter of the financial year. There was no expenditure incurred for consultancy or legal expenses that was not budgeted for during the first quarter.

 

Statement by Responsible Accounting Officer

 

Below is a statement made by Council’s Responsible Accounting Officer made in pursuant to section 203(2) of the Regulations:

 

 

Options

 

Council may adopt the recommendation or amend as required.

 

Community Engagement & Internal Consultation

 

Not applicable

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

As indicated in the QBRS, the projected operating result for Council, as at 30th June 2019, is $2.229m and this is result will be satisfactory. However, there continues to be a budget deficit for the 2018/19 financial year which will be remedied throughout the year through favourable budget variations.

 

Attachments

 

1View. 2018-19 September Quarterly Budget Review Statement

2View. Confidential:  2018-19 September Quarterly Budget Review Statement - Consultancy Engagements (Excluded from Agenda) (Confidential)

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.07

 

Subject:     Monthly Financial Report - October 2018

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.5.1 Manage Council’s financial assets and provide accurate, timely and reliable information.

 

 

 

RECOMMENDATION

 

That Council:

1.       Adopt the adjustments in the “Budget Variations – October 2018” section of the Monthly Financial Review - October 2018.

2.       Amend the 2018-2019 Operational Plan to include all budget adjustments approved in this report.

 

Executive Summary

 

This report will detail monthly budget adjustments recommended to be made up to 31 October 2018.

 

The Council adopted a budget position as at 1 July 2018 being a shortfall of $511,873. The budget adjustments contained in this report will decrease this shortfall position by $147,265. The improved projected budget position as at 1 July 2019 is $364,608.

 

Discussion

 

Each month, Council’s budgets are reviewed by Group 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 2018-2019 budget position along with the proposed movement of funds to accommodate any changes.

 

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.

 

Monthly Budget Review Summary

 

Original Budget as at 1 July 2018

Shortfall

($511,873)

Plus adjustments:

 

 

July Review

Balanced

$0

August Review

Balanced

$0

September Review

Balanced

$0

October Review

Surplus

$147,265

Forecast budget position for 30 June 2019

Shortfall

($364,608)

 

October 2018 Adjustments

The following adjustments reflect the budget adjustments included in this report that impact Council’s budget position:

 

Item

Surplus/

Shortfall

Amount

Comment

Financial Assistance Grant – General Purpose Component

Surplus

$94,189

Council has received notification of the Financial Assistance Grant – General Purpose component for 2018/19 and it is more than budgeted due to the uncertainty around CPI increases.

Financial Assistance Grant – Local Roads Component

Surplus

$153,076

Council has received notification of the Financial Assistance Grant – Local Roads component for 2018/19 and it is more than budgeted due to the uncertainty around CPI increases.

Flying Fox Management Plan

Shortfall

($20,000)

Funds required for the development of the Flying Fox Management Plan as per Council’s resolution 12.08. of the Ordinary Council meeting on 15th August 2018.

Bushfire Mitigation Works

Shortfall

($80,000)

Funds required to fund Councils obligations under the Rural Fires Act 1997.

 

Total

Surplus

$147,265

 

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

Grant Funds

1

Grant/Revenue/Reserve/S7.11

$62,325

Reserve Transfers

2

Reserve

$220,000

Contributions

3

Contribution

$0

Section 7.11 Contributions

4

S 7.11 Contributions

$0

Over-expenditure Reviews

5

Reserve

$0

Transfer between projects

6

Reserve/Revenue

$878,825

Council Resolutions

7

Grant/Loan/Reserve

$0

Total

 

 

$1,161,150

1.    Grant funding

The total increase in grant funding value for 2018-2019 is $62,325.

 

Council project

Grant provider

Grant Amount

Other Funding*

Section

Beach to Beach Shared Path Construction

NSW RMS

$36,000

$36,000

Transport and Traffic

North Haven Boat Ramp Fish Cleaning Table Upgrade

NSW Department of Primary Industry Recreational Fishing Trust

 

$16,125

$0

Parks & Recreation

Aqua Reserve Lake Cathie Fish Clenaing Table Upgrade

NSW Department of Primary Industry Recreational Fishing Trust

 

$10,200

$0

Parks & Recreation

TOTAL

 

$62,325

$36,000

 

 

* Other funding already contained within existing budgets.

 

2.       Reserve Transfers

 

Additional reserve funding has been used this month to fund the following projects.

 

Project Name

Reserve

T/f from (reduction) T/f To (increase)

Other Funding

Reserve Amount

Comments

Special Library projects

Committed Works

Transfer from

$0

$20,000

Revenue from previous year held in reserve.

Section 88 Waste Levy

Waste Management Reserve

Transfer from

$0

$200,000

Increase in budget for payment of waste levy payable under the Protection of the Environment Operations Act 1997

Net Transfer from reserves

 

$220,000

 

 

 

3.    Contributions

 

Nil

 

4.    Utilisation of Section 7.11 Contributions

 

Nil

 

5.    Over-expenditure Reviews (approved by Executive)

 

Nil

 

6.    Transfer between projects

 

Transfer from

Transfer To

Amount

Comments

Bridge and Pavement Tests

Asset Management - Infrastructure Asset Condition Rating

$83,590

Funds transferred to Asset Management to fund Pavement Management System upgrade.

Orbital Road Engagements

Area Wide Traffic Study

$230,000

 

Ocean Drive Lake Cathie - Design Miala to Orana

Ocean Drive Shared Path Pac Hwy to Glen Haven Dr

$15,000

Funding required for land acquisition relating to Ocean Drive duplication.

High Traffic Road Resurfacing

Bago Rd Pavement Rehab - Cameron St to Pac Hwy

$458,883

Funds transferred from Council road budgets to fund the Bago Road Rehabilitation

Capitalised Works - Maintenance Funding

$425,500

Sealed Road Repairs

$18,735

Additional Design Works Funding

Lake Road Stage 2

$106,000

Funds transferred to Lake Road Stage 2 Project to complete Stage 2.

Total

 

$878,825

 

 

7.    Council resolutions

Nil

 

Options

 

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

 

Community Engagement & Internal Consultation

 

Not Applicable

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

The Attachment to this report contains information of each individual budget adjustment by Division and Section. The budget movements within this report reduce the budget position at a shortfall of $364,608.

 

Statement by Responsible Accounting Officer

 

“The adopted original budget result for 2018-2019 was a shortfall of $511,873.  The budget adjustments in this report have improved that position to $364,608. The remaining shortfall position is still considered an un-satisfactory result for the year and as such further budget adjustments will be required throughout the year to reduce this shortfall.”

 

Attachments

 

1View. Budget Variations - October 2018

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.08

 

Subject:     Investments - October 2018

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.5.1 Manage Council’s financial assets and provide accurate, timely and reliable information.

 

 

RECOMMENDATION

 

That Council note the Investment Report for the month of October 2018.

 

 

Executive Summary

 

·    Total funds invested as at 31 October 2018 equals $289,548,147.

·    Interest for the month of October was $733,823.11.

·    The year-to-date investment income of $2,848,173 represents 39% of the total annual investment income budget of $7,385,000.

·    Council’s total investment portfolio performance for the financial year to date was 0.94% above the benchmark (2.99% against 2.05%).  Benchmark being the Bank Bill reference rate as at 31 October 2018 as identified on www.bloombergindices.com.

 

Discussion

 

Council has engaged Imperium Markets to provide both an investment management platform and investment advisory service. This decision was based on the need to provide more rigour and transparency around investment choices and to provide a sound framework to support the need for increased financial sustainability into the future.

 

The attached investment report and portfolio provides detailed information on the performance of council’s investment portfolio.

 

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 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.

 

An independent analysis was conducted on Council’s financial reserves. The review found:

 

·    The Port Macquarie-Hastings local government area has experienced an unprecedented level of development activity. Whilst this has increased the level of reserves held through developer contributions, councils experiencing a high level of development activity require relatively high levels of reserves in order to adequately cope with the required levels of infrastructure spending.

·    Council’s reserve levels to be broadly appropriate and reasonable in light of Council’s circumstances. In particular, that Council has successfully maintained a prudent buffer to prepare against potential financial risks associated with the predicted high development activity.

 

The full report is available on Council’s website:

 

http://www.pmhc.nsw.gov.au/About-Us/What-Council-Does/Corporate-Planning-Reporting-Budgets/Financial-Reports?BestBetMatch=financial%20reserves|cdbad291-68a4-4d81-8aee-b3733958e5ca|bd0cff62-3134-4e81-9f7e-de4e65feb428|en-AU

 

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 30 June 2018, comply with this Act.

 

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

 

As at 31 October 2018, the investments held by Council totalled $289,548,147 and were attributed to the following funds:

 

General Fund

122,041,673

Waste Fund

16,096,657

Water Fund

94,740,327

Sewer Fund

55,289,777

Sanctuary Springs Fund

37,602

Broadwater

1,342,111

 

289,548,147

 

 

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.

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

Council uses the services of an independent financial advisor, on an ongoing 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. 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 the financial year to date is 0.94% above the benchmark (2.99% against 2.05%) and year to-date income is 39% of the total annual budget. 

 

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.

 

Certification

 

I hereby certify that the investments listed within this report were 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.

 

 

 

Nicole Spencer

Responsible Accounting Officer

 

 

Attachments

 

1View. Port Macquarie-Hastings Council Monthly Report - September 2018

2View. Port Macquarie-Hastings Council Portfolio as at 30 September 2018

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.09

 

Subject:     Financial Impact of Cost Shifting from Other Levels of Government

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.3.3 Ensure there is appropriate management of risk to mitigate impact for Council and the community.

 

 

 

RECOMMENDATION

 

That Council:

1.       Note the information in the Financial Impact of Cost Shifting from Other Levels of Government report.

2.       Request the General Manager raise the issue of Cost Shifting at the December Mid North Coast Joint Organisation Board Meeting.

3.       Note that a further report is due to the February 2019 Council meeting on cost shifting as per the resolution of Council in September 2018.

 

Executive Summary

 

At the Ordinary Council meeting held on 15 November 2017, Council resolved:

RESOLVED:  Alley/Intemann

 

That Council:

1.       Note the information in this report on the financial impact of cost shifting from other levels of Government.

2.       Request the General Manager provides a revised "Waste Levy" figure for 2017/18 in an updated table of cost shifting at the February, 2018 Council Meeting.

3.       Request the General Manager provide future reports in a format that separate "Federal Government" cost shifting impacts from "NSW State Government" impacts.

4.       Request the General Manager provide in the next Financial Impact of Cost Shifting from Other Levels of Government report in November 2018, at least one detailed example of a cost shifting exercise involving council funded infrastructure that relates to government schools, hospitals, public housing or universities.

5.       Request the General Manager write to:

a)      the Member for Port Macquarie the Hon. Leslie Williams MP;

b)      the Member for Oxley the Hon. Melinda Pavey MP;

c)      the Member for Cowper the Hon. Luke Hartsuyker MP;

d)      the Member for Lyne the Hon. Dr. David Gillespie MP;

e)      The Honourable Courtney Housos, Labor duty MLC for Port Macquarie;

f)       The Honourable Lynda Voltz, Labor duty MLC for Oxley;

g)      Senator Sam Dastyari, Labor duty Senator for Lyne;

h)      Senator Jennifer McAllister, Labor duty Senator for Cowper;

i)        Local Government NSW;

enclosing a full copy of this Financial Impact of Cost Shifting report and request their active assistance in removing this financial burden on our community.

carried:      9/0

For:   Alley, Cusato, Dixon, Griffiths, Hawkins, Intemann, Levido, Pinson and Turner

Against:       Nil

 

This report addresses the requirements of Resolutions 3 and 4 above, and provides information with respect to the estimated financial impact of cost shifting on Port Macquarie-Hasting Council for the 2017-2018 financial year.  Resolutions 2 and 5 have previously been addressed.

 

At the Ordinary Council meeting held on 19 September 2018, Council resolved:

RESOLVED: Hawkins/Alley

 

That Council:

1.       Note that the ongoing transfer of responsibilities from the Federal and State Governments to local councils without appropriate funding - also known as ‘cost shifting’ - which continues to increase year-on-year, & presently costs Port Macquarie-Hastings Council $11,775,325 pa.

2.       Note that ALGA and LGNSW have each signed an Intergovernmental Agreement with, respectively, the Federal and NSW Governments, and that both Agreements refer to the impost on councils from cost shifting. 

3.       Request the General Manager write to ALGA and LGNSW, requesting information on: how they have advocated on the cost-shifting issue; any responses they have received from the Federal and State governments, and their intended strategy for addressing the issue in future.

4.       Request the General Manager provide a report to the February 2019 Council meeting, on the basic history and trends in cost-shifting, including the replies from ALGA and LGNSW regarding relevant progress through the Intergovernmental Agreements, and summary information on relevant financial arrangements between councils and higher levels of government.

carried:      8/0

For:   Alley, Dixon, Griffiths, Hawkins, Intemann, Levido, Pinson and Turner

Against:       Nil

 

The requirements of these resolutions will be addressed at the February 2019 Ordinary Council meeting.

 

Discussion

 

Definition

Cost shifting is defined by Local Government NSW as follows:

Cost shifting describes a situation where the responsibility for, or merely the costs of, providing a certain service, concession, asset or regulatory function are 'shifted' from a higher level of government on to a lower level of government without providing corresponding funding or the conferral of corresponding and adequate revenue raising capacity.”

 

Local Government NSW Survey

Local Government NSW coordinates a cost shifting survey of all NSW Councils in order to establish the impact of cost shifting by the Australian and NSW Governments to NSW Local Government.  The last survey was 2015-2016. In that survey, the dollar impact of cost shifting for Port Macquarie-Hastings Council was $9.7m which included $1.9m of identified new items including fluoridation of water, maintaining of crown reserves, and cost of maintaining RMS transferred assets.

 

The most recently published LGNSW Council Survey report, “The Impact of Cost Shifting on Local Government in NSW: A Survey of Councils”, (released October 2018 – refer Attachment 1), highlighted that despite the recognition of cost shifting and its adverse impacts on NSW Local Government, cost shifting continues to increase.  The key points of the report are as follows:

 

·    Cost shifting in 2015-2016, (approximately $820m), is estimated to have increased significantly from $380m in 2005-2006.

 

·    Cost shifting has increased from 7% of total income before capital in 2013-2014 for all councils who responded to 7.5% in 2015-2016.  Council’s cost shifting as a proportion of total income before capital has increased from 6.1% in 2013-2014 to 8.0% in the most recent 2017-2018 period.

 

·    Not only does cost shifting continue to grow, it is growing at an accelerated rate.  Council’s 2017-2018 cost shifting impact represented a 20% increase on the previous year.

 

·    Per annum cost shifting has more than doubled in the last decade.  This is due largely to State Government policies, in particular the waste levy, with the Federal Government responsible for only 2% of cost shifting borne by councils.  Cost-shifting impacts on Council from Federal Government represented 12% of total impacts in 2017-2018.

 

·    The most significant areas of cost shifting in 2015-2016 were as follows:

-     Waste levy: this was the biggest cost shifting impact on Councils, (46% of Council’s total impact in 2017-2018);

-     Emergency Services levy: councils paid $127m in mandatory contributions to fund the State Government emergency service agencies, (7% of Council’s total impact in 2017-2018, including NSW Fire Brigade and RFS);

-     State libraries: there was a $130m shortfall in funding required to operate public libraries, (6% of Council’s total impact in 2017-2018);

-     Pensioner rebates cost the industry $61m, (12% of Council’s total impact in 2017-2018).

 

Impacts on Port Macquarie-Hastings Council

This Council report utilises the Local Government NSW cost shifting survey methodology as the basis for compiling figures with the following exceptions:

 

·     The cost survey records a zero for any net positive amounts.  This report records these as a reduction in the impact.  That is, all things being equal, this report would show a lower figure than the survey.

·     Further categories have been identified that are deemed to be cost shifting beyond those collected and reported in the survey.

 

As detailed in the following table which shows total cost shifting at both the State and Federal levels, the impact of cost shifting, (being the total of all identified net expenditure items reduced by the total of net positive amounts) is:

 

-      $7.9m in 2014-2015, ($6.3m State, $1.6m Federal)

-      $9.2m in 2015-2016, ($7.7m State, $1.5m Federal)

-      $10.8m in 2016-2017, ($9.4m State, $1.4m Federal)

-      $12.9m in 2017-2018, ($11.3m State, $1.6m Federal)

-      $12.9m budgeted in 2018-19, ($11.4m State, $1.5m Federal)

 

This is a significant impost on Council.

 

Cost Shifting Data

The following table identifies costs shifting impacts separated between those arising from State government impacts and those arising from Federal government impacts.

 

Note that in relation to the above, roads resulting from the upgrade of the Pacific Highway between Port Macquarie and Telegraph Point are pending transfer from RMS to Council, however the timing and financial impacts are not confirmed at this time.

 

As noted above, the amounts quantified in the total cost shifting impacts are not exhaustive of the cost shifting impact on Council.  Other impacts of cost shifting that are currently being absorbed by Council or will be absorbed by Council into the future are described as below.  The estimated impact of these items on the total cost shifting amount for 2017-2018 is follows, notwithstanding that not all items are able to be quantified at this time:

 

Financial Assistance Grants

In addition to cost shifting, another factor noted as having a financial impact to Council is the impact of the Federal Government’s decision to pause indexation to the Local Government Financial Assistance Grants (FAG) Program for three years commencing 1 July 2014.  The table below illustrates the FAG received since 2013-2014:

 

Year

Total Received $k

2013/14

$8,844

2014/15

$8,842

2015/16

$8,764

2016/17

$8,575

 

Since 2013-2014, the grant has reduced by $269k despite inflationary pressures. 

 

Although the freeze has now been lifted, the cumulative effect of this it will continue to impact into the future.  When comparing the actual FAG allocation between 1 July 2014 and 30 June 2018 to what would have been received had a reasonable indexation been applied, it estimated that Council has incurred a cumulative loss of $2,298k, with an additional projected impact of $807k in the 2018-2019 year.

 

Non Rateable Properties

There are a number of properties within the LGA for which Council does not levy rate income due to them being exempt from rates under legislation, for example Crown land, national parks, land used by religious bodies, schools.  The amount of rates forgone during 2017-18 for such properties was approximately $1.96m.  This estimation does not however take into account that valuations are not available for all these properties and therefore there are some for which an ad valorem rating component has not been included, i.e. this is a conservative estimate and the actual impact is likely to be higher.

 

Infrastructure works associated with development undertaken by other levels of Government

Other levels of government often construct infrastructure such as hospitals and schools. Whilst there is a significant benefit from this investment, unlike private development, these government developments are exempt from paying development

contributions.

 

The provision of such developments can often also require that Council provide prioritised associated infrastructure such as footpaths without contributing towards the cost of that infrastructure.

 

An example of infrastructure costs being borne by Council following State Government investment are contributions made to the Camden Haven School to School Footpath project.  Access to the Camden Haven High School was remote from residential areas, requiring the construction of shared paths to students and community alike.  Government grants are available for such projects but generally require matching funds by Council.  This competes with other Council priorities on an annual basis.  Council has incurred significant costs as follows:

 

Location

Total Actual Expenditure

Grant Funding

Council Contribution

Glen Haven Drive to Mountain View Road

$456,896

$325,000*

$131,896

Mountain View Road to Brotherglen Dr

$296,114

$135,000

$161,114

Pacific Highway to Glen Haven Drive

$439,114

$200,000

$239,114

TOTAL

$1,192,124

$660,000

$532,124

 

*Stage 1 was predominantly funded by Government grants of $200k which didn’t require matching funding by Council.

 

Impacts of the Forestry Corporation

With such large areas of State Forest within our LGA, activities conducted by the Forestry Corporation such as timber logging has a significant impact on the wear and tear of Council assets, specifically our rural roads and timber bridges.  This activity impacts significantly on maintenance programs and costs of our rural network.  State Forests are exempt from Rates, hence the deterioration of Council assets and the associated increase in maintenance costs is borne by the community.

 

Potential Additional Future Impacts

Council has identified items which may have a potential future impact.  These include:

 

·     Under the Biodiversity Conversation Act, in effect since February 2018, Council has been handed responsibility for regulation of native vegetation management on Rural Residential and E-Zoned land.  This was previously regulated by the OEH and involves increased environmental planning approvals including review of reports generated as per the Act.  These reports include specialized ecological reports which require an accredited ecologist to undertake the review.  Costs to date of approximately $25,000 have been incurred to cover training of staff in the new legislative requirements.  Further impacts are expected moving forward.

 

·     The State EPA has extended its oversight for underground fuel storage facilities until 31 August 2019, after which time Council environmental staff will assume responsibility for regulating this area.

 

·    The State Health Department has previously foreshadowed that they will be passing responsibility for regulating private water supplies to councils at some undetermined time in the future.  There are however currently no indications of this occurring in the short term.

 

·    The Coastal Management Act 2016 regulates Council to undertake Coastal Management Plans that outline all actions to occur along coastal areas.  Works not included in an approved plan require a DA.  The Coastal Management SEPP gives effect to the objectives of the Act by specifying how development proposals are to be assessed if they fall within the coastal zone and changes to this legislation were imposed in April 2018.  Mapping of proximity zones and littoral and coastal wetlands have moved numerous projects from the REF pathway to a DA pathway which has increased environmental approvals for works undertaken.  The impacts of this will be quantified once the full effects moving forward have been understood.

 

·    Changes to the Crown Land Management Act came into effect 1 July 2018 with the implementation of a new reserve management structure.  Impacts include increased responsibilities for Native Title assessments and Aboriginal Land Council referrals, and the development of new plans of management for Crown reserves managed by Council.  The changes in legislation will impact Council resources across a number of areas.

 

·    Legislative changes in bushfire planning and management are expected to have resourcing impacts across a number of areas.  These include fire trail annual inspections on council land, ensuring compliance with requirements for bushfire protection measures, delivery of Crown land plans of management for council managed land incorporating bushfire mitigation works and increased environmental approval requirements to deliver bushfire mitigation works as a result of changes to the Coastal SEPP.

 

·    China recently enforced restrictions on the importation of recycled materials under its “National Sword” policy which became effective 1 January 2018.  This has put considerable pressure on the processing of recycled waste and may lead to further impacts on the waste levy payable by Council.

 

The full quantum of the above items is yet to be determined.

 

Financial Impact of Cost Shifting on Council’s Operational Plan and Long Term Financial Plan

Cost shifting impacts Council’s available funds to deliver quality services and infrastructure, and its operating performance.

 

The impact of cost shifting could otherwise improve Council’s operating position and/or be spent on some of the following:

 

-     Additional services to the Community.

-     Increasing current service levels to the Community.

-     New infrastructure works.

-     Increased maintenance expenditure.

-     Increased spend on renewal of assets.

 

Some of these items would lead to a better overall performance against TCorp ratios and improve Council’s financial sustainability.

 

Options

 

This report is for information purposes.

 

Community Engagement & Internal Consultation

 

There has been no community engagement. 

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

This report discusses the impact of cost shifting imposed on Council from both the Federal and NSW Governments.

 

This cost shifting has an effect on Council’s financial position and ability to deliver to the community.

 

Attachments

 

1View. Impact of Cost Shifting on Local Government in NSW:  A Survey of Councils October 2018

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.10

 

Subject:     2018-2019 Operational Plan - Quarterly Progress Report as at 30 September 2018

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.1.4 Provide easy to understand and accessible community reporting.

 

F

 

RECOMMENDATION

 

That Council note the 2018-2019 Operational Plan - Quarterly Progress Report as at 30 September 2018.

 

Executive Summary

 

The 2017-2018 Operational Plan is a sub-plan of the adopted 2017-2021 Delivery Program.  The Delivery Program is designed as the single point of reference for all key activities to be undertaken during a term of Council. The Operational Plan spells out the detail of the individual actions, projects and activities Council will undertake in the financial year to meet the commitments made in the Delivery Program.

 

Progress reports to Council and the community provide a central point of information on the progress on delivering the actions set out in the 2018-2019 Operational Plan.  This quarterly progress report outlines what Council has delivered against each action, activity or project and seeks to provide concise and accurate information in relation to the progress made.

 

The overview section of the report provides an overall statistical snapshot of 2018-2019 Operational Plan performance by Community Theme. Further detailed analysis is provided under each theme outlining achievements relating to each council service and also identifies those that are reported as behind.

 

The attachment provides the full 2018-2019 Operational Plan progress report, which includes a comprehensive listing of each individual action and commentary on progress.

 

Meeting the targets and performance measures in the annual Operational Plan contributes to the overall achievement of the objectives outlined in the four year Delivery Program 2017-2021. The legislated requirement to report against the Delivery Program occurs on a six-monthly basis. That report is next scheduled to be tabled at the Ordinary Meeting of Council in March 2019. 

 

All capital works projects are incorporated into the body of the Operational Plan and as such are reported on as individual actions.  A number of projects may have design and construction elements and therefore can span across multiple years. These projects are identified as multi-year projects.

Discussion

 

(a)   Overview

 

2018-2019 Operational Plan – Quarterly progress report as at 30 September 2018

 

The 2018-2019 Operational Plan contains 273 actions with the total number of performance measures being 337.  As at 30 September 2018, 95% are on target for delivery and 16 are reported as behind, representing 5% overall. The table below provides a summary of the total number of performance measures and the status by Community Theme.

2018-2019 Operational Plan summary of performance measures by theme

Community Theme

Total No.

 

On target

 

Achieved

Behind 

Overall   delivery (%)

Leadership and Governance

90

85

4

1

99%

Your Community

80

79

0

1

99%

Your Business and Industry

25

23

0

2

92%

Natural and Built Environment

142

125

5

12

92%

Total

337

312

9

16

95%

 

The table below is comparative data of historical Operational Plan performance and provides information outlining year on year progress against the adopted 2018-2019 Operational Plan.

 

 

(b)   Detailed Analysis by Community Theme and Council Service

Included below is a summary of highlights and information of those actions that reported as behind according to each Community Theme and Council service within the Operational Plan.

 

COMMUNITY THEME: LEADERSHIP AND GOVERNANCE

 

Operational Plan summary of performance measures

2018 - 2019

Total No.

On target

Achieved

Behind

Overall %

1Q - July – Sept 2018

90

85

4

1

99%

2Q - Oct – Dec 2018

 

 

 

 

 

3Q - Jan – Mar 2019

 

 

 

 

 

4Q - Apr – Jun 2019

 

 

 

 

 

 

Leadership and Governance - Summary of highlights by Council Service

Digital Technology

·    Renewal of Council’s technology infrastructure to provide secure and responsive information communication technology is ongoing

·    Rural aerial imagery data renewal has a review of requirements underway

Community Place and Customer Interactions

·    Over 22,000 calls were received through the customer call centre with 77% of calls answered (within 20 seconds) exceeding the set target of 75%. The call abandonment rate was recorded at 2%, achieving the service standard of less that 3%

·    93% of initial customer interactions were dealt with at the first point of contact

·    Over 26,000 counter enquires were processed, and over 8,300 e-mails were received through Customer Service offices in Laurieton, Port Macquarie and Wauchope

·    Registered users on Council’s "Have your Say" online comment engagement portal as at 30 September 2018 was 3,319 and increase from 3,127 as at 30 June 2018

·    Community members were involved in a variety of community engagement activities that involved face-to-face and on-line engagement some of which included:

-     Off-Leash Dog Parks

-     Draft Cultural Plan

-     Hastings River Flood Study

-     Draft Engineer Review (AUS-SPEC) first workshop

-     Ocean Drive Lake Cathie - Community Drop in session

-     Three Villages Sewerage Scheme community engagement sessions in Telegraph Point and Comboyne

-     North Brother Flood Study

-     Draft Engineer Review (AUS-SPEC) second workshop

-     Wall Reserve Playground Engagement

-     North Shore Community Think Tank 1

-     Three Village Sewerage Scheme community engagement sessions in Long Flat and a second meeting held at Comboyne

 

Communications

·    Over 78 Media releases, statements, alerts and announcements were issued from 1 July to 30 September 2018

·    Over 65,500 website visits and over 125,600 page views were recorded on the corporate website from 1 July 2018 to 30 September 2018

·    Facebook likes increased from 7,966 as at 1 July 2018 to 8,125 as at 30 September 2018

·    A range of communication tools were used to keep the community up to date with council activities including use of consistent media channels such as social media, newspaper advertising and Weekly Mayoral messages

 

Governance

·    An Ordinary Council Meeting is scheduled to be held off-site as part of the Take the Council to the Community Program in Laurieton in the second quarter of 2018-2019

·    The annual review of the Legislative Compliance Register was undertaken with a report presented to the Ordinary Council Meeting in September 2018

·    The annual Public Interest Disclosures (PID) and Government Information Public Access (GIPA) reporting was submitted in line with legislation

·    Project Management Framework implementation was completed

·    The annual review of insurance coverage is due to commence in the new calendar year

·    Ongoing conversation held with other levels of government including meetings with Federal, State and Local members to advocate for local community needs

 

Financial Services

·    Investment reports tabled in accordance with required timelines

·    Monthly financial reports tabled in accordance with required timelines

·    The 2019-2020 annual Operational Plan budget preparation is underway

·    Preparation of the 2018-2019 Financial statements were nearing completion at the end of September and are the subject of a different report in this agenda

 

Commercial Business Units

Airport, Crematorium, Glasshouse, Environmental Laboratory and Property and Leasing

·    A 7% increase in operating revenue at the Airport was noted for the first quarter of 2018-2019

·    A 45% increase in operating revenue at the Crematorium was noted for the first quarter (While the number of cremations and burials has reduced, there has been a significant increase in reservations and memorialisations in the first quarter which have resulted in increased income over this period. Income is variable, and while the increase for the first quarter compared to the same period last financial year is 45%, the increase compared to the corresponding period in 2016-2017 is around 8%).

·    A 3.1% increase in operating revenue at the Environmental Laboratory was noted for the first quarter of 2018-2019

·    A 69% increase in operating revenue at the Glasshouse was noted for the first quarter of 2018-2019 (it should be noted that this increase is due to a number of factors, including the seasonal variation (availability and timing) in Glasshouse events, income associated with the Archibald Exhibition in Sep-18, and some delays in processing income in Q1 last financial year. Compared to the corresponding period in 2016-2017, income this quarter is up 16%).

·    The review of the Glasshouse Strategic Plan has commenced and input sought from the Cultural Steering Group

·    141 commercial leases (including airport, waste, telecommunications, residential, outdoor dining/ trading and temporary licences) and 71 community leases are currently operating

Asset Management

·      Greenmeadows Drive residential development concept planning is scheduled to commence in the second quarter of 2018-2019

·      Asset revaluation of land under roads, stormwater, flood and foreshore assets has commenced with the projected plan to be developed

·    Implementation of the Property Investment Strategy is ongoing with the next six monthly progress report scheduled to be presented to the Ordinary Council Meeting in the second quarter of 2018-2019

 

Human Resource Management

·    Planning for the 2018-2019 Employee Engagement Day has commenced

·    Identifying new employee engagement opportunities has seen Millennial Workshops held with over 60 staff members engaged to provide feedback on how Council can attract, engage and retain the workforce of the future

·    The 2018 Employee Engagement Survey was undertaken in August 2018 with over 360 surveys completed

·                      

Integrated Planning and Reporting

·    The 2017-18 Community Report Card and Annual Report has been developed and will be presented to the Ordinary Council Meeting the second quarter of 2018-2019

·    The six monthly Delivery Program Progress Report outlining achievements from January to July 2018 was presented to the September 2018 Ordinary Council Meeting in line with required timeframes

·    Preparation of the development of 2019-2020 Operational Plan is underway

 

Business Improvement

·    Process improvements have been identified and the Business Improvement Office is assisting various service areas to progress their improvement initiatives

·    The Business Improvement Office is working on creating a program of service reviews to commence in 2019

 

Leadership and Governance - Operational Plan actions reported as behind

 

Operational Plan Activity 2018 - 2019

Lead
Responsibility

Success Measures

Target

YTD Actual

1.3.4.5 CW Works Depot relocation - preconstruction/design (multi-year project in 2017-18 linked to 1.3.4.4 CW)

Assets and Property Investment

Deliver project according to approved project plan

100%

75%

Behind schedule. Project brief and operational requirements currently under review.

 

 

 

COMMUNITY THEME – YOUR COMMUNITY

 

Operational Plan summary of performance measures

2018 – 2019

Total No.

On target

Achieved

Behind

Overall %

1Q - July – Sept 2018

80

79

0

1

99%

 

Your Community - Summary of highlights by Council Service

Commercial Business Units – Environmental Laboratory

·    Sampling, analysis and reporting of operational and regulatory requests at the Laboratory were completed within the set service standards

·    National Association of Testing Authority corporate accreditation maintained

 

Sports and Recreation

·    Lifeguard patrols commenced on 29 September 2018 at Town, Flynns, Lighthouse, Lake Cathie, Rainbow and North Haven beaches

·    The Lifeguard Education Program is planned to commence in the 2018 school term 4

·    Implementation of the Recreation Action Plan is ongoing, actions include:

-     Port Macquarie Off Leash dog exercise park has concept plans developed for Stuart Park with construction planned to commence in 2019

-     Hastings Regional Sporting facility – Stage 1 development has detailed designs progressing

-     Port Macquarie swimming pool upgrades are yet to commence subject to site selection and development of facility concept plans

-     Camden Haven Recreational Boating upgrades that includes detailed designs for upgrades to boat ramps at Bruce Porter Laurieton and Dunbogan Reserve are finalised with construction planned for 2019

-     Sancrox/Thrumster Sports fields has planning commenced

-     West Port Park Riverwall and pathway upgrade has construction underway and nearing completion

-     Hastings River Recreational Boating upgrades has project planning commenced

·    Implementation of the Sporting facility renewal program is ongoing, actions include:

-     Blackbutt Park Facility Upgrade and replacement of Park Furniture has ‘Work for the Dole’ engaged for delivery works

-     Stuart Park Install sub-soil drainage to fields 1 and 2, is linked to Council's Regional Sport Infrastructure Fund application for major improvements for the Stuart Park sports precinct. An announcement regarding this application is expected in November 2018.

-     Port Macquarie Hastings Hockey Facility - install lighting to Field 2 has tenders for installation of lighting assessed with the outcome planned to be presented to the Ordinary Council Meeting in the second quarter of 2018-2019

-     Port Macquarie Regional Sports Stadium (construction of new training field including lighting) has tenders for installation of lighting assessed and is planned to be presented to the Ordinary Council Meeting in the second quarter of 2018-2019

-     Oxley Oval Sporting Infrastructure Upgrade has electrical easement confirmed for power upgrade. Quotation for works currently being sought

·    Regional Master Planning for recreational facilities is ongoing:

-     Master Planning for Bain Park Wauchope will align with the development of the Community Plan for Wauchope

-     Master Planning for Flynns Beach has a Draft Master Plan prepared and is scheduled to be presented to the Ordinary Council Meeting in the second quarter of 2018-2019

·    The Maintenance Program for parks, reserves, sporting fields and beaches is ongoing with a focus on:

-     Maintaining park furniture in Wauchope and locations in Port Macquarie

-     Sports field preparation for the summer period

-     Roadside vegetation maintenance in urban areas

-     Beach fencing upgrades and shower renewal at Town and Flynns Beach

·    The Playground equipment replacement program is ongoing with community engagement underway for concept designs for the upgrade of Wall Reserve and Herons Creek playgrounds

·    The Recreational walkway replacement program is ongoing with “Work for the dole” planning to commence in the second quarter of 2018-2019

·    The Public amenities renewals program is ongoing with the Short Street Car Park Reserve amenity upgrade tender being adopted at the Ordinary Council Meeting in September 2018

·    Kendall Park Skatepark renewal is progressing towards the design phase with construction planned for 2019

·    Crestwood Park playground in Port Macquarie is scheduled to commence construction in in the second quarter of 2018-2019

·    Port Macquarie Coastal Walk upgrades has improvement works at Nobby’s Beach precinct commenced

·    Wayne Richards Park – Stage 3B detailed designs underway with designs expected to be complete by June 2019

·    Flynns Beach seawall upgrade requires a Development Application following changes to NSW environmental legislation.  Construction is expected to commence after the busy summer period in April 2019

·    Town Centre Master Plan - Kooloonbung Creek Foreshore upgrades has construction planning being finalised

·    Town Centre Master Plan improvements are ongoing with actions including:

-     Old Banner polls are being replaced in October 2018, new Bicentennial, Christmas and Town Centre banners being installed in October 2018

-     Clarence Street tree mediation works has detailed design commencing in October 2018

-     Gordon Street Bridge underpass is now in detailed design phase

-     William Street tree replanting has detailed designs yet to commence

·    Development of concept plans for Mrs Yorks Garden has a consultant engaged

 


 

Compliance

·    78 pool inspections have been undertaken in the first quarter

·    241 risk based audit inspections relating to on-site sewage undertaken in the first quarter

·    49 inspections relating to development approvals and building, environmental, public health and on-site sewage standards have been undertaken in the first quarter

·    16 fire safety inspections have undertaken in the first quarter

·    Over 570 offences have been recorded by Council Rangers in relation to parking, beach patrols, illegal signage and sale of goods on roads in the first quarter

Community Place

·    The Hastings Liqueur accord was supported by Council with the ‘Ask for Angela’ campaign launched in September 2018

·    Implementation of the Graffiti Blasters Program is ongoing including removal of approx 200 tags per month by the graffiti blasters team during the first quarter of 2018-2019

·    The Community Grants Program has grant applications closed in September 2018 with a report planned to be presented to the November 2018 Ordinary Council Meeting

·    The Port Macquarie Hastings Event Plan is currently being defined

·    The Community Inclusion Plan development is underway

·    Implementation of the Disability Inclusion Action Plan is ongoing, actions include:

-     Giant Community Book Club event at the Library exploring the theme of "Dementia in Fiction"

-     Development of a detailed design for the Flynn's Beach accessible ramp

-     Access Committee field trip to four businesses including Sea Acres

-     Presentation developed for the NSW Polio Conference

-     Review of Airport website and start of new project to create an Airport Access Guide

·    Town and Village signage installation is underway. Signage erected in the southern part of the Local Government Area.  Outer areas including Wauchope, Lorne, Comboyne, Byabarra, Bagnoo, Herons Creek and Camden Head planned to be included in the next stage.  Installation anticipated in 2019

·    Two fundraising events are planned for October and November 2019 to support the Mayors Sporting Fund

·    Development of new spaces at Port Macquarie Library has commenced and is on schedule with expected completion planned by the end of 2018

·    A number of community activities have been supported, some of which included:

-     The Headspace Scooter Competition

-     The SCAS Youth Engagement workshop

-     Delivered Unforgettable Book Chat at the PMHC Library as part of the four Seasons Dementia-Friendly program

-     Participated in the delivery of the SistaSpeak program at Hastings Secondary College

-     Delivered Moonlight Movies at Bony Hills

-     Delivered Community Grant workshops for prospective applicants

-     Attended Healthy Towns Advisory Group Meeting (Lake Cathie)

·    The 2018-2021 Cultural Plan was adopted at the September 2018 Ordinary Council Meeting

 

· Your Community - Operational Plan actions reported as behind

·  

Operational Plan Activity 2018 - 2019

Lead
Responsibility

Success Measures

Target

YTD Actual

2.3.4.07 CW Googik Track - construct shared walkway/ cycleway, Stage 2 - multi-year project - Adopted 2017-18 - $75,696

Recreation and Buildings

Deliver project according to approved project plan

100%

 0%

Behind schedule. The next stage of works associated with the Googik Track was confirmed by National Parks at the August 2018 Googik Track Working Group Meeting. Design timelines are to be confirmed by national Parks.

 

 

COMMUNITY THEME: YOUR BUSINESS AND INDUSTRY

 

Operational Plan summary of performance measures

2017 - 2018

Total No.

On target

Achieved

Behind

Overall %

1Q - July – Sept 2018

25

23

0

2

92%

 

Your Business and Industry - Summary of highlights by Council Service

Economic Development

·    Implementation of the Economic Development Strategy is ongoing with some actions including:

-     The Hub pop-up co-working and business space plus associated events

-     Completion of Business Confidence Survey with over 400 businesses participating

-     Significant progress on Health and Education Precinct planning

-     Completion of the Local Skills Audit and

-     Support for the Port Macquarie Food Hub concept development

·    Implementation of the Small Business Friendly Council Program is ongoing. Major initiatives include the Local Preference Policy (LRP) and Outdoor Dining Policy (ODP):

-     The LRP trial concluded in September 2018.  A report to Council is planned to be presented to the Ordinary Council Meeting in the second quarter of 2018-2019

-     The Outdoor Dining trial was extended for a further 12 months following a favourable review

·    Implementation of actions relating to 'Major Events' is ongoing.To date Council supported six major events during the first quarter. These events resulted in a combined economic impact of $4 million for our community.

·    The Event Sponsorship Program received applications for events held in the first half of 2019. Recipients will be announced in November 2018.

·    Implementation of actions in the Destination Management Plan is ongoing, with some actions including:

-     Hosted the ‘NSW First’ workshop in Port Macquarie which included ‘Destination NSW’ participating in a half day familiarisation. A range of  tourism products were visited including the Koala Hospital, Soul Surfing, Sea Acres Rainforest Centre and Port Jet Cruise Adventures

-     The ‘NSW First’ workshops were attended by approximately 30 businesses in each session.

-     Participation in the Destination North Coast Nature Investment Strategy workshop

-     Initiated conversation with both National Parks and Wild Service and Forestry Corporation around local nature attractions, activation and collaboration

-     Finalisation of the Winter Campaign including post campaign analysis

-     Destination Visitor Profiling and Satisfaction Survey is underway and progressing and is due for delivery in December 2018

-     Procurement for the media planning and buying contracts has been completed whilst planning for procurement of the Destination PR contract continues

-     Provided ongoing support to Destination North Coast regarding the creation of a Business Events Bureau for the North Coast

-     The destination Public Relations Program secured media visits from The Cooks Pantry (Ch 10), Practising Simplicity, The Wandering Lens and Fairfax media regional

·    Visits to the destination website increased by over 97% (year on year) representing an increase from 60,376 to 119,437 in 2018

·    Currently reviewing potential opportunities in Wauchope and Laurieton to expand the local free Council WiFi network

·    Ongoing support provided via The Hub Business and Co-Working Space events, Digital Australian Small Business Advisory Service to encourage use of Australian Tourism Data Warehouse with local tourism industry

 

Port Macquarie Airport

·      Port Macquarie Airport Terminal upgrade and Terminal Building Upgrade has pre-construction preparation underway. Works expected to commence in the second quarter of 2018-2019

·    Port Macquarie Airport Parallel Taxiway - Stage 1 and General Aviation pavement renewal has design work continuing in consultation with stakeholders

 

Strategic Land Use Planning

·    Investigations regarding the capacity of land at the intersection of Ocean Drive and Houston Mitchell Drive Lake Cathie, for potential service industrial development are ongoing. Site specific planning proposal request submitted proposing the rezoning of the land for potential industrial development which is now under assessment

 

Your Business and Industry - Operational Plan actions reported as behind

 

Operational Plan Activity 2018 - 2019

Lead
Responsibility

Success Measures

Target

YTD Actual

3.1.2.1 Finalise Local Environmental Plan (LEP) and Development Control Plan (DCP) amendments in relation to a business park near Port Macquarie Airport

Strategic Land Use Planning

 

Report to Council regarding adoption of LEP and DCP amendments by 31 Dec

100%

50%

Behind schedule. Airport biodiversity certification gazetted on 7 September 2018. Proposed location for a future airport business park to be reported to a Ordinary Council Meeting in the second quarter of 2018-2019.

 

3.1.3.2 Finalise and implement a new Port Macquarie-Hastings Events Plan

Economic Development and Communications

Finalise Events Plan

100%

75%

Behind schedule. Draft progressing, however, behind schedule. Anticipate finalisation November 2018.

 

 

COMMUNITY THEME: NATURAL AND BUILT ENVIRONMENT

 

Operational Plan summary of performance measures

2017 - 2018

Total No.

On target

Achieved

Behind

Overall %

1Q - July – Sept 2018

142

125

5

12

92%

 

Natural and Built Environment - Summary of highlights by Council Service

Water Supply

·    Detailed designed for the Sancrox to Thrumster trunk main is progressing  with construction planned for 2019

·    Installation of new water supply services to residential and business premises to cater for new development is ongoing with 152 new service installed in the first quarter

·    Koree Island high voltage incoming electrical upgrade has designs complete with construction to commence in late 2018

·    Construction of Area 14 reclaimed outlet trunk main has project designs complete, with construction expected in early 2019

·    Thrumster Reclaimed Water Interim Supply - Rising Main to Thrumster  Reservoir has designs being finalised with construction tender advertisement expected in early 2019

·    Designs for the Wauchope to Sancrox trunk main are progressing

·    Construction of the Southern Arm Trunk Main - Cowarra Balance tank to Pacific Hwy has construction underway with expected completion in early 2019

·    The Water Asset replacement and renewal program is ongoing

 

Sewerage

·    Port Macquarie Sewerage Pumping Station  #64 electrical upgrade works have commenced and are ongoing

·    Provision of centralised sewerage systems for Comboyne, Long Flat and Telegraph Point as part of the small town sewerage program is ongoing with the construction tender awarded at the August 2018 Ordinary Council Meeting. Construction expected to commence in the second quarter of 2018-2019

·    Construction of the Area 14 reclaimed Inlet trunk main (DN250), Bonny Hills has construction anticipated to commence in the second half of 2018-2019

·    Programmed replacement of Sewer Pumps and Electrical switchboards at Sewage Pump Stations is ongoing

·    Programmed replacement of Sewer Treatment Plant electrical and mechanical assets including instruments is ongoing

 

Stormwater and Drainage

·    Detailed designs for stormwater remediation at Calwalla Crescent Port Macquarie are near completion

·    Settlement Shore and Broadwater canal maintenance is being undertaken as required

·    The Stormwater Renewal Program is ongoing

·    Investigation of stormwater remediation options for the Panorama Drive Catchment has design phase expected to commence in February 2019

·    Construction of stormwater flooding mitigation measures at Rodley Street Bonny Hills has the design phase underway with constructed expected to commence in early 2019

·    Construction of stormwater remediation measures for Stage 2 at Batar Creek Road Kendall has construction commenced with expected completion in the second quarter of 2018-2019

·    Detailed designs of stormwater remediation measures identified in the Westport Stormwater Management Plan has design phase near completion

·    Detailed designs for stormwater remediation at 10 Dilladerry Cres Port Macquarie is expected to be complete in the second quarter of 2018-2019

·    Detailed designs for stormwater remediation at Lincoln Rd/Racewyn Close has designs underway

 

Roads, Bridges and Transport

·    The Regional Integrated Transport Strategy development is underway

·    Construction of new footpath undertaken with locations including: 

-     Central Road, Port Macquarie

-     Ocean Drive, North Haven

-     Hill Street Port Macquarie

·    Construction of improved pedestrian amenity for Wauchope Main Street – Stage 1 has construction tender complete. Tender awarded at the September 2018 Ordinary Council Meeting

·    Construction to replace bridge over Harty’s Creek on Comboyne Road has construction commenced with installation of the new bridge planned for the second quarter of 2018-2019

·    Continuation of detailed design of dual lanes on Lake Road Port Macquarie - Jindalee to Fernhill intersections and Chestnut Road to Ocean Drive has designs progressing with expected completion of designs in the last quarter of 2018-2019

·    Detailed designs for Hastings River Drive, Hughes Place to Boundary Street upgrade are progressing with expected completion mid 2019

·    Construction of the Newport Island Road roundabout on Hastings River Drive is ongoing with completion expected in the second quarter of 2018-2019

·    Undertake substructure rehabilitation on the Dunbogan Bridge - Reid Street – has the detailed design contract awarded in September 2018. Designs are now underway

·    Kindee Bridge structural repairs and bridge replacement optioneering has project planning underway along with structural repair planning nearing completion

·    Bold Street pedestrian crossing works in Laurieton have designs and investigations underway

·    Corridor planning for the regional road corridor - Kendall Road - Ocean Drive - Hastings River Drive is in the project scoping phase with traffic counts planned for February 2019

·    Detailed designs for north of Miala Street to Orana Drive Lake Cathie is underway with community engagement planned

·    Broad analysis of priorities for sealing of unsealed roads completed with a report being presented the second quarter of 2018-2019

·    The Road Rehabilitation Programme includes the following projects:

-     Bago Road (Milligans to Herons Creek) Herons Creek

-     Beechwood Road (Riverbreeze to Waugh) Wauchope

-     Burrawan Drive, Wauchope

-     Fairmont Drive, Wauchope

-     Range Street, Wauchope

-     Bransdon Street, Wauchope

-     Colonial Cuircuit, Wauchope

-     Bay Street, Port Macquarie

-     Bellbowrie Street, Port Macquarie

·    The Road Reseal Programme includes the following areas;

-     Lighthouse Beach (Local Roads), Port Macquarie

·    The Unsealed Road Maintenance Programme, including resheeting, drainage and vegetation and rural roadside vegetation is ongoing

·    Bago Road - Pavement Rehabilitation Programme (Milligans Rd to Pacific Highway) is in the planning phase

·    Detailed designs for John Oxley Drive upgrade - The Ruins Way to Wrights Road (Oxley Highway) is in the initiating phase and is in conjunction with Council’s broader transport network strategic planning

·    Wall Reserve Car park sealing to seal the access road to Wall Reserve have works planned to commence in the second quarter of 2018-2019

·    Planning and installation of new bus shelters as per the Community Passenger Transport Infrastructure Grant Scheme is underway. Planning is currently underway for:

-     Two shelters on Ocean Drive, Lake Cathie

-     One on Granite Street, Port Macquarie

-     Three on Greenmeadows Drive, Port Macquarie

-     One on Hastings River Drive, Port Macquarie

-     One on Pacific Drive, Port Macquarie

-     One at Port Macquarie Airport

-     One on High Street, Wauchope

-     One on Ocean Drive, West Haven

Bus shelters installed include:

-     One on High Street, Wauchope

-     One on Cameron Street, Wauchope

-     Two on Beechwood Road, Beechwood

-     One on Pacific Drive, Port Macquarie

-     One on Ocean Drive, Port Macquarie

·    Undertaking the AUS-SPEC review, which includes a comprehensive review of Councils full suite of design and construction specifications, is underway.  Industry consultation is ongoing with monthly workshops being held

·    Design and preconstruction works for the North South Link Road is ongoing with a final report currently being drafted

·    Implementation of the Road Safety Action Plan is ongoing and includes:

-     Distracted Driver Action Plan

-     Implementation - Safety Around Schools

·    The Area Wide Traffic Study report was received with a summary report to be reported to Council in late 2018

 

Strategic Land Use Planning

·    LEP and DCP amendments for the proposed Yippin Creek urban release area to the west of Wauchope has project planning complete with initial land owner consultation proposed by the end of the second quarter of 2018-2019

·    Preparation of Local Environmental Plan (LEP), Development Control Plan (DCP) and Contributions Plan (CP) provisions for the Port Macquarie Health and Education Precinct are underway

·    Preparation of Local Environmental Plan (LEP), Development Control Plan (DCP) and Contributions Plan (CP) provisions for the “gateway sites” at the intersection of the Pacific and Oxley Hwy had the planning proposal considered by Council in May 2018.  Consultants have now been engaged to prepare draft Development Control Plan provisions for gateway sites with plans to present a report to Council in the second quarter of 2018-2019

 

Waste Management

·    Kingfisher Waste Depot expansion has detailed designs initiated.  Design phase expected to continue into early 2019

·    Residential, commercial and industrial waste education program underway to encourage correct source separation of waste products

·    Replacement of three transfer bins at Wauchope Transfer Station has been completed

·    Illegal Dumping Clean Up / Prevention Program is underway

·    Facility upgrade and expansion approvals for the Cairncross Waste Depot has response to public submissions being prepared

 

Natural Resource Management

·    Maintenance programs for bushfire mitigation works on Council land are being delivered in accordance with the Bushfire Risk Management Plan

·    Wrights and Yarranabee Creeks Flood Study to include Urban Drainage Systems has been presented to the September 2018 Ordinary Council Meeting for public exhibition

·    Implementation of strategies of Lake Cathie Coastal Zone Management Plan - Stormwater Repair is underway

·    Lake Cathie Illaroo Road Revetment Wall Funding Model planning has commenced

·    Detailed Hibbard Floodway investigations has commenced with floodway blockage modelling underway

·    Implementation of the Weed Management program is ongoing, outcomes for the first quarter include:

-     Over 106ha of land treated for invasive weeds

-     Over 58kms of weed dispersal routes treated

-     Over 264ha of Bushland under active management

·    Riparian restoration works undertaken during the first quarter has included over 341km (lineal) of control being undertaken

·    Feral animal control on Council-controlled land is ongoing

·    A draft report has been completed relating to Hastings River Streamflow and Rainfall Gauges with investigations and site recommendations included

·    Delivering bushfire preparedness and planning programs to the community is being undertaken including joint collaboration with Rural Fire Services

·    The Draft Biodiversity Strategy was presented to the December 2018 Ordinary Council Meeting

·    Ongoing education provided to residents, industry and community groups on Council’s tree management requirements within the Port Macquarie-Hastings 2013 tree management development control plan

·    Over 270 customer requests relating to tree matters have been handled during 1 July 2018 to 30 September 2018 including those relating to public and private matters and illegal tree works

 

Asset and Property Investment

·    Project scope is currently being determined for the sealed road network condition survey

·    Implementation of the Long Term Energy Strategy actions is ongoing with a six monthly update report scheduled to be presented in the second quarter of 2018-2019

Building Maintenance

·    Schedule and reactive maintenance program undertaken for Council owned building as per the program

·    LED lighting upgrades for the Port Macquarie-Hastings Council office building and other public buildings have been completed

·    Installation of solar energy systems at identified Council facilities is ongoing, Wauchope Library is currently being considered for viability

Development Assessment

·    Over 430 Development Applications, s96 Modifications, Construction Certificates and Complying Development Certificates have been determined within agreed processing times for the first quarter of 2018-2019

 

Natural and Built Environment - Operational Plan actions reported as behind

 

Operational Plan Activity 2018 - 2019

Lead
Responsibility

Success Measures

Target

YTD Actual

4.2.1.03 Undertake development of Coastal Management Plans (Coastal Management Program)

Environmental Services

Development of Coastal Management Plans complete

100%

0%

Behind schedule. Development of the overarching Coastal Management Program is dependent on funding. Grant funding being sought.

4.2.1.03 Undertake development of Coastal Management Plans (Coastal Management Program)

Environmental Services

Development of Estuary Management Plans complete

100%

 0%

Behind schedule. Development of the overarching Coastal Management Program is dependent on funding. Grant funding being sought.

4.6.1.01 Undertake weed management program according to the Mid North Coast Invasive Plant Species Strategy 2012, working in partnership with community groups such as Landcare

Environmental Services

20% of all plant nurseries in the local government area (LGA) inspected for invasive weeds

100%

0%

Behind schedule. Resourcing issues earlier in the year have delayed the program delivery. Plans are to commence inspections in the second quarter of 2018-2019, which will bring the program back on target.

 

4.6.1.01 Undertake weed management program according to the Mid North Coast Invasive Plant Species Strategy 2012, working in partnership with community groups such as Landcare

Environmental Services

600 km weed dispersal routes treated

600km

58km

Behind target. Currently behind target, however overall target is expected to be met by end of financial year.

 

4.6.1.06 Inform and educate residents, industry and community groups about Council’s tree management requirements within the Port Macquarie-Hastings 2013 Development Control Plan (DCP)

Recreation and Buildings

Provide advice in accordance with service standards and industry best practice

100%

90%

Behind target. For the reporting period of July - September 2018, the total Customer Request were 272 including: 203 public tree issues and 57 private tree issues.

Additional information: 119 enquiries (101 public and 18 private phone and email enquiries). This does not include calls transferred from the call centre to staff. In addition, there were 67 internal enquiries.

 

4.6.1.08 Undertake implementation of the Koala Management Strategy incl the Koala Management Project - Fire & Biodiversity Consort, the Koala Road Strike Project, Flood Mitigation Maintenance Program

Environmental Services

Commence implementation of the identified actions in the Koala Management Strategy

 100%

0%

Behind schedule. Koala Management Strategy adopted at the Ordinary Council Meeting in September 2018. Resources being sourced to undertake implementation of the strategy.

 

4.1.2.2 CW Upgrade disinfection dosing system at various locations - Allocated Amount 2018-19 - $204,400

Water and Sewer

Deliver project according to approved project plan

100%

80%

Behind target. Sourcing additional quotes for this work (Chlorine gas installation at Telegraph Point Water Treatment Plant) from alternative suppliers. Works to commence prior to December 2018.

4.1.5.06 CW Black Swan Terrace - Stormwater detention facility - Adopted 2017-18 - $300,000

Transport and Stormwater Network

Deliver project according to approved project plan

100%

80%

Behind schedule. Design is currently being amended with recommendations from the Dam Safety Review.

 

4.1.6.05 Settlement Shores canals -  Major Maintenance and Dredging

Transport and Stormwater Network

Complete Settlement Shores canals dredging

100%

50%

Behind schedule. Acid Sulphate Management Plan received from consultant in September 2018 to manage environmental impacts during dredging. Contract to be finalised with endorsement required from Council. Targeted for the November 2018 Ordinary Council Meeting to allow commencement of construction works in December / January. Project is anticipated to be completed over a four month timeframe after commencement.

 

4.4.1.12 CW Beechwood Road - continue the design for Stages 5 and 6 of Beechwood Road reconstruction - Riverbreeze to Waugh Street - multi-year project

Transport and Stormwater Network (Infrastructure Delivery)

Deliver project according to approved project plan

100%

80%

Behind schedule. This design only project continues from the 2017-2018 FY. Design works ongoing including Yippen Creek crossing targeting completion by March 2018.

 

4.4.1.29 CW Diamond Head Rd/The Boulevard Flood Access raising road (Dependant on success of grant funding application) Allocated Amount 2018-19 - $347,000 (Floodplain Risk Mgt Plan Action)

Transport and Stormwater Network (Infrastructure Delivery)

Deliver project according to approved project plan

 100%

80%

Behind schedule. This project continues from 2017-2018 FY and is pending finalisation of the environmental assessment and grant funding being announced. Construction not anticipated to commence prior to 2019.

 

4.4.1.48 Development Contribution Plan (Roads) Review and Update

Transport and Stormwater Network

Deliver project according to approved project plan

100%

80%

Behind schedule. Project scoping has been delayed due to other higher priority program activities.

 

 

Options

 

Seek further information on the content in this report.

 

Community Engagement & Internal Consultation

 

The information contained in this report has been subject to consultation with the Executive Team, Senior Leadership Team, Integrated Planning and Reporting Development Officer and Council Staff.

 

Planning & Policy Implications

 

This report is consistent and aligned with the Integrated Planning and Reporting Framework provisions contained in the Local Government Act (1993).

 

Financial & Economic Implications

 

The Quarterly Budget Review Statements are tabled separately and reflects the financial implications against the 2018-2019 Operational Plan.

Attachments

 

1View. 2018-2019 Operational Plan Quarterly Progress Report as at 30 September 2018

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.11

 

Subject:     2017-2018 Annual Report

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.1.4 Provide easy to understand and accessible community reporting.

 

 

 

RECOMMENDATION

 

That Council:

1.       Adopt the 2017-2018 Annual Report, comprising Parts A and B.

2.       Submit the adopted 2017-2018 Annual Report to the Minister for Local Government by the 30 November 2018.

3.       Publish the adopted 2017-2018 Annual Report on Council's website and make copies of the report available at all Council Offices and Libraries.

4.       Note the distribution proposal for Part A Community Report Card 2017-2018.

 

Executive Summary

 

The Annual Report is the key reporting document for Council to keep the community informed as to what was achieved in the financial year. By reporting on the actions undertaken against the 2017-2018 Operational Plan the community and Council can assess the progress of Council’s broader objectives as stated in the 2017-2021 Delivery Program and the Towards 2030 Community Strategic Plan.

 

Under Section 428 of the Local Government Act (1993) Council is required to submit its Annual Report to the Office of Local Government no later than 30 November each year.

 

Part A Community Report Card – is a summary of the key achievements against Operational Plan actions, Delivery Program objectives supporting the Towards 2030 Community Strategic Plan. This Community Report Card also contains a snapshot of community statistics and the financial position. The document includes highlights of major initiatives and aims to give the community an overview that is both interesting and informative.

 

Part B Statutory Detail - contains the statutory detail that Council is required to provide under the Local Government Act (1993) and Local Government (General) Regulation (2005) and the requirements of the New South Wales Integrated Planning and Reporting Framework. This information gives a technical insight into the legislated obligations that Council must meet each year.

 

Part C Financial Statements consists of the audited financial statements which give the public a very detailed insight into the financial management of the organisation.

 

 

Discussion

 

In accordance with Section 428 of the Local Government Act (1993) and Local Government (General) Regulation (2005), Council must, within five months of the end of each financial year, prepare an Annual Report which must include its audited financial statements, a range of statutory requirements and outline achievements in implementing the Delivery Program. This includes the achievements in undertaking the Operational Plan actions, which contribute to the overall Delivery Program objectives.

 

This report is separated into three parts:

 

Part A - Community Report Card is a reader friendly summary that provides an overview of the key achievements against Operational Plan actions, Delivery Program objectives supporting the Towards 2030 Community Strategic Plan. The document includes financial detail and highlights of major initiatives conducted throughout 2017-2018 financial year.

 

The distribution proposal for the Community Report Card will see it made available on Council’s website, with reference hard copies available from Council offices and libraries. Printed copies will be available to Councillors for their distribution to community groups and networks, with additional copies used in coming months as a reference tool for community engagement activities.

 

Part B - Statutory Detail is a compilation of reporting details to meet statutory requirements including:

 

·    Achievements in implementing the 2017-2021 Delivery Program and 2017-2018 Operational Plan;

·    Amount of rates and charges written off during the year;

·    Total cost during the year of the payment of expenses and the provision of facilities to Councillors, in relation to their civic functions;

·    Details of overseas visits by Councillors, Council staff or other persons representing Council;

·    Details of contracts awarded for amounts greater than $150,000

·    Summary of the amounts incurred by the Council in relation to legal proceedings;

·    Summary of resolutions made under Section 67 of the Local Government Act concerning work carried out on private land;

·    Statement of all external bodies that exercised functions delegated by Council

·    Statement of all corporations, partnerships, trusts, joint ventures, syndicates or other bodies in which Council held a controlling interest;

·    Statement of all corporations, partnerships, trusts, joint ventures, syndicates or other bodies in which the Council participated;

·    Total amount of grants, financial assistance and contributions made by Council;

·    Statement of activities to implement Council’s Equal Employment Opportunity management plan;

·    Statement of the total remuneration package of the General Manager;

·    Statement of the total remuneration packages of all senior staff members;

·    A statement detailing the stormwater management services provided;

·    A statement detailing the coastal protection services provided;

·    Particulars of any environmental upgrade agreement entered into;

·    Report on special variation of rating income;

·    7.3% Special Rate Variation (SRV) Activity Breakdown;

·    3.89% Special Rate Variation (SRV) Activity Breakdown;

·    Statement on activities relating to enforcing and ensuring compliance with the Companion Animals Act;

·    Statement on Public Interest Disclosures;

·    Information included on Government Information Public Access (GIPA) activity; and

·    Particulars of compliance with, and effect of, planning agreements in force during the year under the Environmental Planning and Assessment Act.

Part C - Financial Statements is made up of Council’s audited financial statements. These statements are being presented to Council under separate cover at the November 2018 Ordinary Council Meeting.

 

Options

 

Council could seek additional information on the Annual Report.

 

Community Engagement & Internal Consultation

 

·        General Manager

·        Directors

·        Group Managers and relevant staff

 

Planning & Policy Implications

 

The submission of the Annual Report meets Council’s legislative requirements under the Local Government Act (1993) and Local Government (General) Regulation (2005).

 

Financial & Economic Implications

 

Nil directly to this report, noting Financial Statements are provided as an attachment to a separate agenda item.

 

Attachments

 

1View. 2017-2018 Annual Report - Part A - Community Report Card

2View. 2017-2018 Annual Report - Part B - Statutory Information

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.12

 

Subject:     Policy Review - Smoke Free Outdoor Areas Policy

Presented by:  Strategy and Growth, Jeffery Sharp

 

 

Alignment with Delivery Program

 

2.2.1 Support and advocate for all community sectors.

 

 

 

RECOMMENDATION

That Council:

1.     Note the submissions received to the draft Smoke Free Outdoor Areas Policy received from public during exhibition period.

2.     Adopt the Smoke Free Outdoor Areas Policy.

 

 

Executive Summary

 

At the Ordinary Council Meeting held on 19 September 2018, Council resolved to place the draft Smoke Free Outdoor Areas Policy on public exhibition.

The policy was subsequently placed on public exhibition from 29 September 2018 to 28 October 2018. The community engagement resulted in 134 visits to Online Survey and 23 submissions were received, which represents 0.028% of the local government areas population.

 

Discussion

 

At the Ordinary Council meeting held on 19 September 2018 Council has resolved as follows:

 

09.23 POLICY REVIEW - SMOKE FREE OUTDOOR AREAS POLICY

 

RESOLVED: Levido/Alley

 

That Council:

1.   Place on public exhibition from 24 September until 22 October (28 days), the draft Smoke Free Outdoor Areas Policy.

2.   Note that a further report will be tabled at the November 2018 meeting of Council, detailing the submissions received from the public during the exhibition

period.

CARRIED: 8/0

FOR: Alley, Dixon, Griffiths, Hawkins, Intemann, Levido, Pinson and Turner

AGAINST: Nil

 

Port Macquarie-Hastings Council has a role in advocating for better public health for our community. Council has existing policies in place that prohibit smoking in all Council workplaces.

Council is also legally obligated to control exposure to environmental tobacco smoke through the Smoke-Free Environment Act (2000), Smoke Free regulation 2016 and Work Health and Safety Act 2011. Council also has powers under the Local Government Act (1993) to prohibit smoking in any public place.

This revised policy had to be reviewed due to changes in legislation and law as well as the community attitude to smoking.

 

Council has undertaken to help lower the impact of cancer in our community through the development of the policy in 2014. Council acknowledges the high level of physical and emotional suffering, premature death, environmental damage and the financial burden caused by cancer in the community.

 

The Smoke Free Outdoor Area Policy acts as a framework regulatory compliance and allowing Council to control where the community can smoke in line with the relevant legislation. The Policy was first established in 2012 and has been amended in accordance with changes of policy and regulations.

 

This policy also applies to the electronic cigarettes (or e-cigarettes) which are battery powered devices which heat liquid into an aerosol which is inhaled into a person’s lungs. This aerosol is often called “vapour”, electronic nicotine delivery system (ENDS), alternative nicotine delivery system (ANDS) or e-cigs.

 

The Smoke Free Outdoor Area Policy has been reviewed with the following amendments:

 

Key Changes

·    The introduction of the Smoke Free Environmental Regulation 2016 as well as amendments to the Smoke-free Environment Act 2000 have seen changes to smoke free laws, particularly around outdoor dining and public transport areas since the adoption of the 2012 policy.

·    Additional location that are no deemed smoke free outdoor areas.

 

Other minor changes

·    Reference changes.

·    Website referrals.

·    Aligned with the newly amended staff policy.

·    Including electronic cigarettes (or e-cigarettes) into the policy

 

Community Engagement & Internal Consultation

 

The policy was placed on exhibition for a period of 28 days as part of the engagement on Council’s engagement portal the community were asked to complete a survey to indicate their support or otherwise of the policy amendments. The survey indicated that Council’s proposed amendments to the draft have been strongly supported in each area as follows:

 


 

Survey

 

1.   Additional Smoke Free Outdoor Public Places to be banned

 

Additional smoke-free outdoor public places banned under this Policy include:

·    Within the grounds of Council’s sport and recreation complexes, public plazas, parks, reserves, bushland, and designated walking trails

·    On all beaches

·    At all outdoor dining areas on Council land (footpaths and other access ways)

·    All leased, licensed Council land and all Council owned and managed lands and properties

·    At all events, activities and functions run, sponsored or promoted by Council

·    Within four (4) metres of Council owned building entrances as well as those managed by Council (including balconies and covered areas of those buildings), or within ten (10) metres if there is not a clearly designated smoking area. vii) Within ten (10) metres of another non-smoking person.

Result: 21 of 23 to support

 

1.         Sporting Clubs and the Smoke Free NSW Program

 

In addition to the bans identified above, Council will encourage sporting clubs in Port Macquarie Hastings Council local government area to adopt the codes promoted by NSW Health as part of the “Smoke free NSW” program, including:

·    Banning smoking by under 18s at club activities;

·    Banning coaches from smoking whilst coaching or training;

·    Banning smoking by team players at training sessions;

·    Requiring team meetings on the field or during breaks to be smoke-free;

·    Banning the sale of tobacco products at club facilities;

·    Designating outdoor smoking areas in compliance with the Policy.

Result: 23 of 23 to support

 

2.         Educational Programs

 

Council is looking to implement educational programs to support the Policy and to promote community awareness and acceptance.

Result: 21 of 23 to support

 

3.         Smoke Free Policy for Council owned and managed land and properties

 

Council will include specific requirements that this Policy be enforced in any leases, licenses or other estates that apply to Council owned and managed lands and properties

Result: 19 of 23 to support

 

A full survey report and submissions received via Have Your Say website are provided in Attachment 2.

 


 

Submissions

 

Submissions received via Have Your Say website are provided in Attachment 2, the submissions received to Council are summarised below:

 

Submission

 

Issue

1.

Michael Daley

 

As a PMQ citizen active in the community it will be fantastic to follow the lead of North Sydney council whom have ‘banned all outdoor smoking’. Go on, be brave. Such a move will have more supporters than detractors. As with North Sydney there will be no harsh penalty or fine just a load of public opinion and support to prevent people lighting up anywhere in public.

Response/

Comment:

Council acknowledges your Email as a submission for this draft, this policy is in line with the state government legislation and the proposed policy does increase the areas that smoking will be prohibited to provide our community with safe and enjoyable outdoor areas.

2.

Rob Moffatt

-     Excerpt    -

Using fear for political gain is called terrorism.

We live in strange times. In the forefront of conventional wisdom is the following notion: smokers are weak and dependent. Reality reveals however they may be the only ones in society not lead by the principles of fear. We looked at the risks and walked right through them. The impression we get nothing in return is absurd. We are the one group in society to be feared, even our opinions are shunned as connected to some industry which feeds only the supply of a product which is entirely legal to purchase and use.  (…)   Society is taught to rage against those who smoke, embracing traditional hatreds against non-conformists. But we make our own fun. We date the best people. We don’t live in fear. We live full and productive lives. The cowards dread every morning. The risk takers awake to seek out new challenges. Many among us have been robbed of dignity and honor being conditioned by deliberate government social engineering. We are told we are less than what we are. Spoken about as a disease which needs to be cured. The power of mass media often leads society to fight many straw men. Today we need to rage against the real enemy. Those leaders of coercive greed and their manipulative campaigns that imprison us in the politics of fear. California isn't alone in this "crisis", it's an "epidemic" of "pandemic" proportions among our academia, politic and media.  A Crisis of Competence: The Corrupting Effect of Political Activism in the University of California

Response/

Comment:

Council acknowledges your Email as a submission for this draft this policy, which is a revision of the 2014 policy is in line with the state government legislation and the proposed policy does increase the areas that smoking will be prohibited to provide our community with safe and enjoyable outdoor areas.

Whilst we acknowledge that people have the right to smoke we need to ensure that our public spaces are safe for all the community and in line with state and federal government legislation recognise the impact of smoking on our community.

3.

Brian Marlow

-     Excerpt     -

 

By way of introduction, I represent Legalise Vaping Australia, an advocacy group focused on promoting the benefits of smoke-free products and working towards their legalisation in Australia.

(...)

As a result of traditional smoking products, cigarette butt litter has become a serious environmental concern with almost seven billion cigarettes littered in Australia every year[1].  (…)  Whether it is on our beaches, waterways, parks or public spaces, cigarette butts are found carelessly disposed of, often requiring council workers to clean up the mess. (…)  However, the Council should note that smoke-free products (SFPs), which are currently illegal in Australia, would present a solution to this problem. SFPs such as e-cigarettes and vaping devices are already legal in countries such as Canada, New Zealand, USA and the UK – where physicians such as Public Health England have said that these products are 95% less harmful than smoking[3]. According to the CSIRO, these products do not produce smoke[4] – and as the biggest cancer risk comes from the combustion of tobacco – it means they are also better for the people around smokers. However not only are they reduced risk, they are also reduced waste products. SFPs often contain refillable cartridges or inserts, meaning that there are no butts to throw on the ground, or into our waterways. (…)  Given Port Macquarie-Hastings Council understands the costs imposed on the community by cigarettes, I would ask that it should also seriously consider the potential benefits of SFPs to the wider community.  We are calling on the Council to actively lobby the State and Federal Governments for the legalisation of these products. Your voice can help us to convince government to legalise these products and give smokers a safer and cleaner alternative to smoking. (…)

Response/

Comment:

Council acknowledges your Email as a submission for this draft, and our new policy doe s include e-cigarettes and vaping.

4.

Ron Duck

I have a few Questions in relations to this New Proposal of a Smoke & Alcohol Community.

 

1. How much has it cost the Community / Per Ratepayer so far to get to this stage?

2. How does the Hastings Council Propose to Police such an Idea?

3. How much Will it Cost the Community / Per Ratepayer, to Police this ban on Smoking & Drinking in the Community?

 

Smoking & drinking is neither good for us or needed, Would it not be more economically viable to Ban the Importation an Sale of Tobacco & Alcohol from Australia Period!?

 

Should not that be what Hastings Council be Pushing for Instead of trying to Police an Impossible task at the Expense of the Ratepayers? 

 

I smoke & I would really like to quit, but I have No Idea as to how to go about it, whilst the Govt still allows it to be legal & freely available! 

 

A reply is Needed!

Response/

Comment:

Council acknowledges your Email as a submission for this draft, This policy has been in place for over 4 years and is a way of working to curb smoking in public outdoor areas to keep our public places safe and provide amenity. It is also in line with state and federal legislation.

 

Council does not have a dedicated resource or funding that this policy impacts on and will have no adverse effect on our rate payer, beyond creating more amenity. Rangers do enforce the no smoking areas within their current duties.

 

The Local Area Command were engaged in the development of this revised policy, although it has limited impact on their roles in the community.

 

The local Health District were also engaged in the development of this policy and they have numerous campaigns around creating a healthy lifestyles and quit programs that this policy will assist in supporting.

 

There are many government programs to support community members to quit smoking and stop drinking.

 

Community Engagement

 

Internal Engagement

·    Group Manager Recreation & Building

·    Group Manager Compliance

 

 

External Engagement

·    Mid North Coast Local Health District

 

After reviewing the engagement submissions the recommendation is to maintain the policy as presented through the exhibition period.

 

Options

 

Council has the option to amend or not to amend the Smoke Free Outdoor Areas Policy identified within this report.

 

Planning & Policy Implications

 

This draft policy will replace the existing policy in line with new legislation and expectations.

 

Financial & Economic Implications

 

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

 

 

Attachments

 

1View. Draft Policy - Smoke Free Outdoor Areas

2View. Survey Report - Draft Smoke Free Outdoor Areas Policy

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.13

 

Subject:     Property Investment Portfolio - Six Monthly Report

Presented by:  Strategy and Growth, Jeffery Sharp

 

 

Alignment with Delivery Program

 

1.5.3 Develop, manage and maintain Council Business Units through effective commercial management.

 

 

 

RECOMMENDATION

 

That Council note the update provided on the Property Investment Portfolio as provided in this report.

 

Executive Summary

 

Council adopted a Property Investment Policy in December 2017, to formalise the use of property investment by Council. As part of this adoption, it was resolved to "regularly review and report to Council on the performance of the Property Investment Portfolio and make recommendations regarding the portfolio, on a minimum six monthly basis, to contribute to financial sustainability, and to improve long term outcomes for the community.”

 

Recommendations regarding individual assets within the Portfolio are made to Council in line with market timing, and reported on in arrears. The following report covers the performance of the Property Investment Portfolio for the reporting period 1 April 2018 to 30 September 2018.

 

Discussion

 

This is the second six monthly report on the performance of Council’s Property Investment Portfolio. The land value of Council’s property assets as at 30 June 2018 is $126.0M. This incorporates 1,172 property assets, 597 which are designated for community use, and 575 which are designated for operational use.

 

During the second reporting period, Council’s approach to managing the Property Investment Portfolio has focused on 3 key areas, being property lease income, property development activities, and monitoring the market for external opportunities. These are detailed below.

 

1.         Property Lease Income:

 

The focus during the reporting period has been on continuing to ensure that appropriate commercially based leases are in place for existing Council-owned properties. For the 6-month period, Council generated the following property based lease income:

 

Lease Type

No. of Leases

Income ex GST

Council as lessee

49

$      42,000

Airport lease

31

$    509,000

Commercial lease

38

$    381,000

Community lease

70

$      32,000

Outdoor dining and trading

49

$      87,000

Residential lease

7

$      63,000

Temporary licences

28

$      11,000

Total number of leases and rental income

272

$ 1,083,000

 

During the reporting period, 7 new leases were established (6 leases where Council is lessee, and 1 commercial lease), and 6 leases were removed (2 airport leases, 1 community lease, and 3 temporary licenses). Outdoor dining and trading income continues to exceed budget despite the free trial in Wauchope and Camden Haven.

 

During the upcoming reporting period, Council will continue to manage existing leases in an appropriate commercial manner, and look to identify additional property based revenue opportunities where appropriate.

 

2.         Property Development Activity

 

The focus during the reporting period has been on generating value-add to Council’s existing land holdings through progression of planning, environmental studies or lodgement of development applications as appropriate. For the 6-month period, Council has undertaken sensitive work on the following activities:

 

·    Partridge Creek, Thrumster

·    Airport Business Precinct

·    Greenmeadows Drive Residential

·    Emily Avenue Residential

 

During the upcoming reporting period, Council will continue to progress these property development opportunities.

 

3.         Monitoring of the Market

 

During the reporting period, Council monitored the market for property development and property investment opportunities.

 

In June 2018 Council purchased a rural residential property at Fernbank Creek Road in Port Macquarie. This property is in the buffer zone of the future Thrumster Sewerage Treatment Plant.

 

In September 2018 Council purchased a commercial property at John Oxley Drive in Port Macquarie. This property is located in a growth corridor and will provide ongoing commercial returns to Council.

 

Both acquisitions were reported to Council prior to finalising the associated transactions.

 

During the upcoming reporting period, Council will continue to monitor the market for appropriate property investment and property development opportunities.

 

Options

 

Council has the option to note the contents of this update report, or request further information.

 

Community Engagement & Internal Consultation

 

This report is a 6-monthly update on an existing Council Policy. No community engagement has been undertaken in preparing this report, noting that a number of the initiatives described are detailed in Council’s 2017-18 Operational Plan, and that the initiatives reported on are consistent with the principles of Council’s adopted Property Investment Policy.

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

This report is a 6-monthly update on an existing Council Policy. There are no financial and economic implications in relation to this report.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          09.14

 

Subject:     Development Activity And Assessment System Performance

Presented by:  Development and Environment, Melissa Watkins

 

 

Alignment with Delivery Program

 

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

 

 

RECOMMENDATION

 

That Council:

1.       Note the Development Activity and Assessment System Performance report for the first quarter of 2018-2019.

2.       Note the clause 4.6 - Port Macquarie-Hastings Local Environmental Plan 2011 determinations that have been made under staff delegation.

 

Executive Summary

 

This report provides a summary of development assessment, building certification and subdivision certification activities for the July to September 2018 quarter. Data on the number of applications and processing times, together with a commentary on development trends is provided for the information of Council.

 

The report also includes a list of development applications (DAs) determined that included a Clause 4.6 objection to a development standard under the Port Macquarie Hastings Local Environmental Plan 2011. Senior staff have delegation to determine applications involving a Clause 4.6 objection where the variation is no greater than 10% of the development standard.

 

Discussion

 

1.  Development Activity and Assessment System Performance

 

The following table provides data on the volume of DAs received and determined over the quarter relative to the yearly average and monthly average of the preceding four years.

 

It was noted in the August 2018 development activity and assessment report presented to Council that the final quarter for the 2017-2018 saw a decline in DAs being received, with a monthly average of 75 DAs for the quarter and a yearly average of 89 DAs being received per month. At the time it was suggested that there may be a plateauing of applications. However, the first quarter of 2018-2019 has seen anything but a plateauing effect with the monthly average of DAs received jumping from a monthly average of 89 in 2017-2018 to 109 monthly average for the quarter. It is also noted that there has been a significant increase in building construction certificates (CCs) being received during the quarter with a monthly average of 52, compared to a 2017-2018 monthly average of 41. Volumes of other application types for the quarter are relatively similar to the 2017-2018 average.

 

It is noted that DAs and CCs are being received at a rate quicker than they are being determined, pointing to a backlog of applications. There are still a number of positions vacant in the development assessment team with recruitment proving to be challenging with a buoyant industry. Management are continuing to utilise casual resources and explore resourcing options in an effort to manage application volumes.

 

 

The following table outlines the estimated value of works per development type approved for the quarter. The first quarter for 2018-2019 has seen a value of $87 million in the value of work, slightly down on the $106 million quarterly average in 2017-2018. It will be interesting to see how the year progresses.

 

 

Application processing data and longer term trends for the various application types is provided in the table below. It is noted that gross monthly average DA processing time of 53 days for the quarter is an improvement on the monthly average of 64 days during 2017-2018. Noting the backlog of applications highlighted above, and vacant positions, it is anticipated that average processing times may increase during the 2nd quarter of 2018-2019.

 

Gross average processing times for infrastructure construction certificates have decreased to 82 days for the quarter, compared to an average of 102 days in 2017-2018. Net average processing times for infrastructure construction certificates have also improved from an average of 53 days in 2017-2018 to an average of 40 days for the quarter. Monthly gross average processing days for subdivision certificates for the quarter is 52 days, down from an average of 63 days in 2017-2018.

 

The overall increase in development assessment work generated by such significant growth occurring at present is a significant factor in influencing application processing time. As mentioned previously, additional resourcing is currently being sought to assist with this workload.

 

 

2.       Applications determined under delegation including Clause 4.6 Objections under the Port Macquarie-Hastings Local Environmental Plan 2011

 

The following table lists DAs that have been determined during the quarter which have included a Clause 4.6 objection to a development standard under the Port Macquarie Hastings Local Environmental Plan 2011. Senior staff have delegation to determine applications involving a Clause 4.6 objection where the variation is no greater than 10% of the development standard. 

 

Application

Property

Extent of Variation

DA2017 – 664.2 Subdivision Including Clause 4.6 Objection to Clause 4.1 (minimum lot size)

Lot 220 DP 1230383, Litchfield Parkway & Lot 269 DP 1235068, Lycett Street

Thrumster

4.4%

DA2018 – 230.1

Alterations to Dual Occupancy including Clause 4.6 Objection to Clause 4.3 (height of building)

Lot 117 DP 232885

6 Sumatra Place, Port Macquarie

10%

 

This information is provided for notation.

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

Development assessment statistics are discussed internally as the key indicator of system performance.  

 

Ongoing engagement on development activity and process improvement is also undertaken through the Construction Industry Action Group (CIAG) forum.

 

Planning & Policy Implications

 

There are no planning and policy impacts.

 

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

 

Nil

 

 


AGENDA                                                                                Ordinary Council

21/11/2018









 

 

What we are trying to achieve

A healthy, inclusive and vibrant community.

 

What the result will be

 

We will have:

              Community hubs that provide access to services and social connections

              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 we will get there

 

2.1     Create a community that feels safe

2.2     Advocate for social inclusion and fairness

2.3     Provide quality programs, community facilities and public spaces, for example, community halls, parks and vibrant town centres

2.4     Empower the community through encouraging active involvement in projects, volunteering and events

2.5     Promote a creative and culturally rich community

 

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          10.01

 

Subject:     Library Funding Cuts

Presented by:  Strategy and Growth, Jeffery Sharp

 

 

Alignment with Delivery Program

 

2.3.6 Support a range of inclusive community activities and programs.

 

 

 

RECOMMENDATION

 

That Council:

1.       Endorse the NSW Public Libraries Association and Local Government NSW library funding advocacy initiative, Renew Our Libraries.

2.       Note the announcement by the NSW Government on 24 August 2018 of its intention to provide a $60m funding package for NSW public libraries for the quadrennial period 2019-20 to 2022-23.

3.       Support the ongoing Renew Our Libraries initiative to secure the pledged funding, clarify the funding components and liaise with the government regarding the funding model.

4.       Endorse the distribution of the NSW Public Libraries Association and Local Government NSW library funding advocacy initiative information in Council libraries, as well as involvement in any actions arising from the initiative.

5.       Formally advise the NSW Public Libraries Association and Local Government NSW that Council has endorsed the library funding advocacy initiative.

 

Executive Summary

 

In the recent NSW State Budget, funding to Library services was reduced with no real information regarding the cuts and the impact for our libraries. Since that time Renew Our Libraries, a joint NSW Public Libraries Association and Local Government NSW library funding advocacy initiative, has been strongly advocating for funds to reinstated and increased.

 

On 24 August 2018, the State Government announced that public libraries were to receive a funding boost of $60 million over 3 years from 2019/20.  An important part of the new arrangement is a large, ongoing increase in the per capita base of funding from $1.85 to $2.85 by 2022. To put this in some context this would be annual increase of $80,000 to Port Macquarie-Hastings Council.

 

The Renew our Libraries Campaign acknowledges that this is a significant commitment on the part of the State Government, however they feel there is still much work to be done between now and the March 2019 state election to ensure that the funding promise continues despite which party wins the election.

 

Discussion

 

At the July 2018 Ordinary Council meeting, it was resolved:

 

 

10.01 QUESTION FROM PREVIOUS MEETING - LIBRARY FUNDING CUTS

 

RESOLVED: Hawkins/Alley

 

That Council:

1.       Note the information provided in the Question from Previous Meeting - Library Funding Cuts report as well as the information in this report.

2.       Request the General Manager to submit a further report to Council at the earliest opportunity when the details of the extent and nature of the NSW Coalition Government’s cuts and adjustments to Library funding is known.

3.       Request the General Manager to include in the above report:

a)      Appropriate Key Performance Indicators and benchmarking data (current and historical) that assists in determining how efficiently and effectively the libraries under the control of Port Macquarie-Hastings Council perform in comparison to other council owned and operated libraries in NSW, and

b)      Comparative data (current and historical), readily and currently available, showing the financial support for council owned and operated libraries across the various states and territories of Australia.

 

CARRIED: 9/0

FOR: Alley, Cusato, Dixon, Griffiths, Hawkins, Intemann, Levido, Pinson and Turner

AGAINST: Nil

 

Port Macquarie-Hastings Library, as for all libraries in NSW, submits data annually to the State Library. The appropriate key performance indicators requested by Council, which can be seen below, show how our library service compares to those across the state.

 

Comparisons with councils of similar size

 

2017 - 2018

Population

Expenditure

per capita

no of Loans

per capita

Coffs Harbour

73,892

2,070,883

            $28.03            

347,574

5.08

PMHC

78,967

2,876,877

$36.43

738,735

9.35

Maitland

78,096

3,999,511

$51.21

485,711

6.22.

Shellharbour

70,734

2,483,205

$35.11

362,678

5.13

 

An audit of PMHC Libraries was conducted by the State Library in 2016 with the results tabled below for information.

 

 

Visits per capita

 

 

 

5.89

 

Baseline 4.5

Enhanced 5.0

Exemplary 5.4

 

Above exemplary

Expenditure on library material per capita

 

$3.93

Baseline$4.53

Enhanced $4.83

Exemplary $5.57

 

Below Baseline

Expenditure per capita

$37.05

Baseline$49.70

Enhanced $56.35

Exemplary $64.01

 

Below Baseline

Items per capita

 

Populations up to 100,00

 

 

1.71

Baseline 2.38

Enhanced 2.58

Exemplary 3.34

 

 

Below Baseline

Acquisitions per capita

 

Populations up to 100,00

 

 

0.19

Baseline 0.24

Enhanced 0.27

Exemplary 0.33

 

 

Below Baseline

% of collection under 5 years old

 

56.07%

Baseline 49.4%

Enhanced 53.39%

Exemplary 56.69%

 

Enhanced

% of collections under 10 years old

 

82.54%

Baseline 79%

Enhanced 83%

Exemplary 85.89%

 

Enhanced

Turnover of stock

 

 

5.84

Baseline 3.06

Enhanced 4.21

Exemplary 4.99

 

Above exemplary

Circulation per capita

 

9.96

Baseline 5.51

Enhanced 6.54

Exemplary 7.71

 

Above exemplary

Public Internet workstations

 

40

Now have 44

Minimum standard for population of 77,481 is 29PCs.

1 PC for public access to the Internet per 3,000 residents or part thereof.  Libraries serving populations of less than 20,000 at least 5 PCs with Internet access.

Above exemplary

Library Programs-no. of programs and attendees

 

313 events with 8,973 attendees

 

 

 

Staffing

Minimum number of staff per 3,000 eligible population

Baseline 1, enhanced 1.1, exemplary 1.3

 

19.5

Baseline 25.8

Enhanced

Exemplary

 

Below Baseline

Circulation per staff member

39,582

NSW Average 17,970

Above exemplary

 

Below is the comparative data showing the financial support for council owned and operated libraries across the various states and territories of Australia.% of library funding provided by State Governments 2014/15

·    Tasmania          100%

·    ACT                  100%

·    SA                     42%

·    Vic                    18.2%

·    WA                    17.6%

·    Queensland      12.5%

·    NSW                 7.8%

 

The percentage of total funding by the NSW government has remained at approximately 8% since 1990

 

Renew Our Libraries aim is to create a sustainable funding model to build the libraries of the future. The basis for their campaign was that at just 7.8% of total funding the NSW Government contribution to libraries was the lowest of all the states in Australia, far behind Victoria (18%) and Queensland (12%). Our libraries need sustainable funding so they can continue to deliver services to the community. The campaign was developed before the announcement in June 2018 that the State Government was slashing library funding by 18% in the State Budget. This announcement was ameliorated somewhat by another announcement that five million dollars was to be available to public libraries through the Regional Cultural Fund.

 

Port Macquarie-Hastings Council has invested significantly in library services over the past decade, spending approximately $2.7 million in capital expenditure and $2,876,877 million annually to 410,000 visits annually and around 750,000 loans annually as well as providing electronic resources and a range of programs.

 

Whilst Council receives funds from State Government, these have gradually declined. In 2015/16, State funding for Public Libraries covered only 7.5% of the total costs of operating the 368 libraries across NSW. The level of State Government funding for NSW public libraries has reached crisis point.

 

Unfortunately it is still too early to determine the impact of the funding model by the NSW state Government as very little information has been provided since funding announcement.  Some commitments have been made by the Government, however these are subject to them being returned in the upcoming state election.

 

The Renew Libraries campaign continue to highlight the funding issues as they contend that they have been ignored by successive NSW governments.  The key issues are that:

 

·    NSW public libraries receive the lowest per-capita funding from their State Government compared to all other states in Australia

·    NSW councils are currently paying 92.5% of the costs to operate public libraries, up from 77% in 1980

·    In 2015-16, NSW State Government funding for public libraries was only $26.5M compared to a contribution of $341.1M from Local Government. NSW councils are paying 12 times more than the State Government to provide library services to their communities.

·    The total funding available through the NSW Public Library Funding Strategy is not indexed to population growth or consumer price index (CPI), thereby contributing to the ongoing attrition of State Government funding.

·    The 2018-2019 State Budget delivered a 5% cut to current funding and cut access to all infrastructure funding for metropolitan areas

·    Physical and virtual visitation, library borrowing and participation in library programs continue to increase year on year.

·    Libraries play a major part in supporting the achievement of government literacy targets.

·    Libraries provide collections, programs and spaces for marginalised groups including older people, refugee and multicultural communities, and people who are digitally disadvantaged.

 

In 2011, the NSW State Government made a pre-election commitment to comprehensively review the level and allocation of funding for NSW public libraries. The Library Council of NSW worked with the NSW Public Libraries Association and the State Library of NSW to develop an evidence-based submission.

 

The resulting submission Reforming Public Library Funding, recommending a fairer, simpler and more transparent method for the distribution of funds, was presented to the State Government in October 2012. Despite the undertaking of the State Government to comprehensively review funding for its public libraries, the recommendations of Reforming Public Library Funding were ignored and the funding model was neither reviewed nor improved.

 

In 2016, the then Minister for the Arts, the Hon. Troy Grant, undertook to review the matter of State Government funding for NSW libraries at the conclusion of the Fit For the Future program. It can be reasonably assumed that Fit For the Future has concluded, yet there has been no review of library funding nor any mention of libraries in the Government’s pre-election undertakings. At the 2016 LGNSW Conference, the then Premier Mike Baird committed to reviewing library funding.

 

The NSW Public Libraries Association has joined forces with Local Government NSW to establish a library funding advocacy initiative in the lead up to the 2019 NSW State election. The Renew Our Libraries strategy will be rolled out over the next 8 months to persuade the Government that its network of 368 public libraries has reached a funding flashpoint that, without significantly increased and sustainable funding, is at risk of imminent service reduction. The success of this approach relies heavily on the support of NSW councils, their libraries and their communities.

 

It should be noted that the following motion (submitted by the Blue Mountains City Council) was unanimously endorsed at the Local Government NSW 2017 Conference:

 

That Local Government NSW works with the NSW Public Libraries Association (NSWPLA) to develop a strategic partnership to:

a) increase public awareness of the multiple roles that Local Government Public Libraries play in supporting the educational, social, cultural and economic outcomes in local communities

b) advocate, in the lead up to the March 2019 State election, for improved State Government funding for Local Government Public Libraries in NSW to enable public libraries to meet the growing needs of our local communities.

 

(Note: This motion covers the following motion set out in small font)

 

Wagga Wagga City Council - Funding for public libraries - That Local Government NSW and member councils lobby the NSW Government to increase annual percentage of funding for public libraries

 

As previously noted, this is not a party-political issue as every government since 1980 shares the blame for the current funding situation. Nevertheless, it is worth noting that the NSW Opposition released its Library Funding Policy on 26 March 2018 with an undertaking to increase overall funding to all suburban and regional NSW public libraries by $50 million in the first term of government. This is a very significant pledge insofar as it is the first policy from any political party in recent history that undertakes to provide a significant and specified increase in state funding for public libraries.

 

NSW public libraries are governed by the Library Act 1939, a legislative instrument that was initially introduced to ensure the provision and ongoing sustainability of libraries through State Government and Local Government collaboration, and providing up to 50% of the funding required to establish and operate libraries. Since then local government has increasingly carried the funding burden with the situation deteriorating significantly since the 1980s. As a result, there are examples of attrition in library staffing, opening hours, collections, services and programs in a number of councils across the state.

 

Disappointingly, the 2018-19 NSW state budget delivered a 5% cut to current library funding and cut access to all infrastructure funding for metropolitan areas. The State Government has completely ignored the recommendation of its own expert panel, the Library Council of NSW which, in consultation with the State Library of NSW and the NSW Public Libraries Consultative Committee, recommended an increase in public library funding to $30M in 2018-19. The public library grant funding component, which has been a budget inclusion for many years, has been scrapped entirely. This component financed a competitive grant project which has part-funded countless library infrastructure and service projects over many years.

On 24 August 2018 the NSW government announced a $60 million funding commitment for NSW public libraries.  This is as an important first step in the right direction and has thanked councils and supporters for their efforts so far. Further clarification is needed and further work is required to fix the long-term funding model for NSW public libraries. It is critical that any commitment of extra funding be recurrent, to ensure our public libraries can continue to grow and provide those valued services with certainty well into the future.

The NSW public library network is at serious risk. Neither this Council nor the broader NSW Local Government sector can continue with the high degree of uncertainty about the level of ongoing State Government funding for public libraries.

 

The Renew Libraries campaign is reaching out to all NSW libraries to support its campaign urgent action from the NSW local government sector and NSW Public Libraries Association / Local Government NSW, to reverse the ongoing deterioration of state funding for public libraries to ensure that local councils will not be forced to continue meeting the funding shortfall.

 

Port Macquarie-Hastings Council needs to support this campaign to ensure we can continue to deliver this vital service to our growing community. Libraries are the heart of our communities and with over 900 people visiting each day. Council cannot continuously find more funds each year to support this service that will only grow as our population grows. We need to keep the state Government accountable for supporting libraries into the future.

 

Options

 

That Council request additional information regarding this report

 

Community Engagement & Internal Consultation

 

State Library

Renew Our Libraries

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

If the funding is reduced to our libraries there will be significant financial and economic implications for maintaining our levels of service.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          10.02

 

Subject:     2018-2019 Community Grant Projects for Endorsement

Presented by:  Strategy and Growth, Jeffery Sharp

 

 

Alignment with Delivery Program

 

2.3.6 Support a range of inclusive community activities and programs.

 

 

 

RECOMMENDATION

 

That Council, pursuant to provisions of Section 356 of the Local Government Act 1993, grant financial assistance from the Community Grants 2018-2019 Round 1 for the total amount of $131,104 to the following:

 

Organisation Name                                 Project                                       Funding

 

General:

Kendall Riding for the Disabled                 Generator                                        $2859

Mid North Coast Maritime Museum         New Fence                                    $6,870

Port Macquarie Museum                          Master Plan Upgrade                   $10,000

Lake Cathie Progress Association            New Website                                  $3,200

Hastings Valley Mountain Bikers              Park Entry Signage                       $2,245

Wauchope District Memorial

Hospital Volunteers                                   New Gazebo                                  $7,725

Wauchope Little Athletics                                                         Equipment Upgrades            $2,444

Mother's Day Classic Foundation             Charity Fun Run                            $3,000

Care Flight Limited                                                                    Care Flight Stretcher            $8,214

Marine Rescue Camden Haven               Base upgrade                               $10,000

Douglas Vale Conservation Group           Cellar Restoration                         $10,000

 

                                                                  Sub Total:                                   $66,557

 

                                                                 

Non-Council Owned Halls

Comboyne War Memorial Hall                 New Sound System                       $3,297

 

                                                                  Sub Total:                                    $3,297

 

Christmas & New Year’s Eve

Long Flat Public School

P&C                                                           Christmas Event                               $450

                                                                                                                                      

Beechwood Public School

P&C                                                           Christmas Event                            $2,957

Lake Cathie/Bonny Hills

Lions Club                                                 Christmas Event                            $2,530

Camden Haven Chamber

of Commerce                                            Christmas Event                            $5,000

Wauchope Chamber of

Commerce                                                Christmas Event                            $5,000

 

                                                                  Sub Total:                                  $15,937

 

Environmental Grants

Port Macquarie Landcare                         Environmental Activities              $10,000

Friends of Kooloonbung

Creek                                                        Environmental Activities                $5,000

Lake Cathie Landcare                               Environmental Activities                $1,000

                                                                 

                                                                  Sub Total:                                  $16,000

 

Band Grants

Port Macquarie Hastings

Municipal Band                                         Community Performances          $10,000

Camden Haven Community

Band                                                          Community Performances            $7,224

Hastings Koalas Orchestra                       Community Performances            $4,865

Hastings District Highland

Pipe Band                                                  Community Performances            $7,224

 

                                                                  Sub Total:                                  $29,313

 

                                                                  TOTAL:                                     $131,104

 

 

Executive Summary

 

The first round of the annual community grant process was very competitive. Twenty nine applications were submitted across all categories of the grant round. Of these, the above twenty four were endorsed as having successfully met Port Macquarie-Hastings Council’s Community Grant Criteria.

 

Discussion

 

Community Grants

 

A total of $131,104 is recommended for allocation in 2018-2019 Round 1 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 ($66,557);

·    Place Making Grants fund projects that create authentic and vibrant public places that are valued by their communities and admired by visitors  ($3,297);

·    Non Council Owned Hall Grants that provide the nine non-council owned halls, funding for maintenance and capital improvements ($3,297);

·    Christmas and New Year’s Events Grants which assist community groups to run Christmas and New Year’s Eve events across the LGA. ($15,937);

·    Environmental Grants which seek to provide volunteer environmental groups assistance with environmental restoration works ($16,000);

·    Band Grants which provides the four community bands with assistance in delivering community performances. ($29,313).

 

The Community Grant Guidelines 2018-2019 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 August, 2018.

 

Applications opened on 3 September 2018 and closed on 28 September 2018. A total of twenty nine applications were received of which fifteen were in the General category, five in the Christmas and New Year’s Eve category, one in the Non-Council Owned Halls category, four in the Environmental category and four in the Band Grants 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.

 

In September 2018 following Stage 1 and Stage 2 of the preliminary assessments, applications were considered further by Council staff with the endorsed applications forwarded to Council for approval.

 

A review of the current grant guidelines is underway and will be the subject of a future report to Council.  Engagement on this has commenced, with staff indicating to the local bands that a competitive bid process for the historic Band Grants is likely to be included in the review.

 

Next Steps

 

Notification will be forwarded to the successful and unsuccessful applicants. Successful applicants will also be contacted by telephone. As always, unsuccessful applicants are given the opportunity to request feedback on their application.

 

Successful applicants will be invited to attend a public event in late November 2018 where they will be presented with their cheques by the Mayor.

 

Options

 

Council rejects the proposed funding distribution and requests an alternative distribution.

 

Community Engagement & Internal Consultation

 

Internal consultation: Council’s Heritage Officer and Ecologist

External consultation: none.

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

Funding for community grants was adopted as part of the operational budget in June 2018. A summary of funding outcomes for 2018/2019 Round one is provided in

Table 1:

 

Table 1:

Grant Category

Funds Allocated

General Community

$66,557

Non Council Owned Halls

$3,297

Christmas and New Year’s Eve

$15,937

Environmental

$16,000

Band

$29,313

Total

$131,104

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          10.03

 

Subject:     Recommended Items from the Mayor's Sporting Fund Sub-Committee - October 2018

Presented by:  Strategy and Growth, Jeffery Sharp

 

 

Alignment with Delivery Program

 

2.3.2 Provide a range of inclusive sporting and recreational opportunities and facilities to encourage a healthy and active lifestyle.

 

 

 

 

RECOMMENDATION

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.       Grant Lleyton Wall the amount of $350.00 to assist with the expenses he will incur travelling to and competing at the Australian Junior Triathlon Series to take place at the Gold Coast, Canberra and Devonport from December 2018 through to March 2019.

 

 

Executive Summary

The Mayor’s Sporting Fund Sub-Committee met on 25 October 2018, reached consensus on Item 8 (attached) and submits the above recommendation for Council’s approval.

 

Attachments

 

1View. Extract MSF Minutes 25102018 - Item 8  

 


AGENDA                                                                                Ordinary Council

21/11/2018

 

 

Item:          10.04

 

Subject:     Vince Inmon Sporting Complex - Master Plan Development

Presented by:  Development and Environment, Melissa Watkins

 

 

Alignment with Delivery Program

 

2.3.2 Provide a range of inclusive sporting and recreational opportunities and facilities to encourage a healthy and active lifestyle.

 

 

 

RECOMMENDATION

 

That Council:

1.       Note the information contained in the Vince Inmon Sporting Complex – Master Plan Development Report.

2.       Request the General Manager to prioritise development of a Master Plan for Vince Inmon Sporting Complex.

3.       Request the General Manager to provide a report to the June 2019 Ordinary Council Meeting presenting the Draft Master Plan for Vince Inmon Sporting Complex.

 

Executive Summary

 

The Committee that manages Vince Inmon Sporting Complex and sporting user groups are seeking improvements to this sporting facility.

 

Councillors and senior staff attended a meeting on 9 August 2018 with Vince Inmon and Kendall Railway Street sports facilities user groups and the Committee to discuss existing issues and opportunities to improve facilities for existing and future users. At the conclusion of this meeting was agreed that the best way to progress this matter for Vince Inmon Sporting Complex was to develop a facility Master Plan.

 

Recreation and Buildings staff are able to develop this Master Plan but have capacity issues at present due to project workload and a key vacancy within the structure. Recruitment for this vacant position has recently been completed with the successful candidate commencing with Council in January 2019. On this basis, staff capacity to develop the Master Plan has improved and this report discusses options available to Council to achieve this outcome.

 

Discussion

 

This report is provided in response to a Council resolution from the Ordinary Council Meeting held on 19 September 2018:

 


 

10.03 QUESTION FROM PREVIOUS MEETING - CAMDEN HAVEN SPORTING

FIELDS

 

RESOLVED: Alley/Dixon

 

That Council:

1.       Note the information contained within the Camden Haven Sporting Fields report.

2.       Request the General Manager to investigate the development of a Master Plan for the Vince Inmon Sporting Complex; and

3.       Receive a further report at the November 2018 Council meeting, regarding the cost and resourcing implications and the likely timeframe for the development of a Master Plan for the Vince Inmon Sporting Complex.

CARRIED: 8/0

FOR: Alley, Dixon, Griffiths, Hawkins, Intemann, Levido, Pinson and Turner

AGAINST: Nil

 

The following information is specifically provided in response to resolutions 1 and 2.

 

Background

 

Vince Inmon Sporting Complex is managed by a Section 355 Committee, Camden Haven District Sport and Recreation Management Committee. The Committee is responsible for the day to day management of the Vince Inmon and Kendall Railway Street sports facilities.

 

At the request of the Committee, Councillors and senior staff attended a meeting on 9 August 2018 with the Vince Inmon and Kendall Railway Street sports facilities user groups to discuss existing issues and opportunities to improve facilities for existing and future users.

 

It was agreed at this meeting that the best way to progress this matter for Vince Inmon Sporting Complex was to develop an overarching facility Master Plan.

 

Staff capacity to deliver the Master Plan has been bolstered through the recruitment of a Senior Landscape Architect (required due to the resignation of the former incumbent) to commence in the role on 14 January 2019.

 

Following the meeting held on 9 August 2018, Council staff have attended subsequent Committee meetings held on 30 August and 25 October 2018 where this opportunity has been a subject of conversation. There is a high level of energy among the Committee at present associated with the opportunity to be involved in facility improvements. There is potential for this energy to wane should the development of a Master Plan be significantly delayed.

 

Master Plan Development

 

There are two ways to approach the development of a Master Plan for Vince Inmon Sporting Complex:

 

-     Plan developed by internal resources (staff developed)

-     Plan developed by external resources (staff oversee plan development by a consultant).

 

Staff have recent experience in the development of open space and facility master plans. The Stuart Park Regional Sporting Precinct Master Plan (Attachment 1) and Lake Cathie Foreshore Master Plan are good examples of this experience.

 

Equally, staff have also outsourced development of master plans with Tacking Point Lighthouse Reserve Master Plan and Bonny Hills Reserves Master Plan being good examples of this approach.

 

In this instance the internal delivery model is preferred as follows:

 

-     A significant amount of the site analysis and opportunity work has already been undertaken by the Committee and sporting user groups

-     It is assumed that community engagement requirements associated with Master Plan development will be limited to the Committee and sporting user groups.

-     The plan will be developed using existing salaried staff (i.e. no additional cost).

-     Significant delays to development of the Master Plan will likely see sporting user group motivation levels decrease. This could reduce the likelihood of club lead grant funding applications for Master Plan priority implementation and/or reduction in works in kind contributions from club members and associates.

 

Options

 

Staff have identified a number of options available to Council in developing a Master Plan for Vince Inmon Sporting Complex:

 

Option

Delivery by

Cost

Timing

1

Internal resources

$0*

February – June 2019^

2

External resources

$10,000 – 25,000

February – June 2019^

3

Internal resources

$0*

July 2019 – June 2020

4

External resources

$10,200 – 25,500**

July 2019 – June 2020

5

Internal resources

$0*

2020/21 or later

6

External resources

$10,400 – 26,000**

2020/21 or later

 

*           No additional cost – existing salary budget used to deliver outcome.

^          Assumes community engagement is limited to Committee and sporting user groups.

**         Assumed 2% CPI increase per year.

 

It should be noted that the development of the Master Plan by external resources will still impact on internal resources (preparation and assessment of consultancy brief; management of the consultant, etc.).

 

The staff preference is Option 1 - Development of the Master Plan by internal resources commencing February 2019 based on the following:

 

-     Staff have experience in the preparation of such plans with the Stuart Park Regional Sporting Precinct Master Plan being a good example of a comparable planning project (refer to attached Master Plan).

-     The site analysis (issues and constraints) has largely been under