Agenda of Ordinary Council - 21 November 2018

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

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

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

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

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

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

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

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: 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: 09.05

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

1 View. 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 30^th 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 30^th 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 30^th 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

1 View. 2018-19 September Quarterly Budget Review Statement

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

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

1 View. 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.

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

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

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.
1.	*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
2.	*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. (…)
3.	*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!
4.	*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

1 View. Draft Policy - Smoke Free Outdoor Areas

2 View. Survey Report - Draft Smoke Free Outdoor Areas Policy

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: 11.04

Subject: Event Sponsorship Program Round 1, 2019 - Recommendations

Presented by: Strategy and Growth, Jeffery Sharp

Alignment with Delivery Program

3.1.3 Implement Major Events Strategy.

RECOMMENDATION

That Council, pursuant to provisions of Section 356 of the Local Government Act 1993, grant financial assistance from the Event Sponsorship Program Round 1 2019 in the total amount of $20,000 to:

Event Name & Ranking	Sponsorship $ Recommended
1. Fox Super Flow Mountain Bike Championships (Bonny Hills)	$5,000
2. Seaview Classic Road Cycling Race (Port to Walcha)	$5,000
3. Regional Dementia (RED) Conference (Port Macquarie)	$5,000
4. Multisport Adventurethon (Laurieton)	$5,000
Total allocated this round	$20,000

Executive Summary

Round 1 of funding for 2019 under Council’s Event Sponsorship Program opened in August and closed in September 2018. This round of funding was open to events being held in the first half of 2019. Six applications were received with four being deemed eligible and recommended for funding support.

Event Sponsorship Program applicants are required to demonstrate that the proposed event is either a driver of significant overnight visitation (i.e. a measurable economic impact, evidenced by previous data collected), or has the potential to grow to major event status with a significant economic impact. Typically, there are four grants consisting of $5,000 allocations on offer per round, with $40,000 allocated to the program per year. Council has the discretion to offer less than $5,000 per recipient, with the opportunity to allocate to a larger number of applicants per round. A maximum of three re-occurring allocations to any one event can be made under this program. Applicants are also required to detail how the grant will be spent, with the focus to be on marketing activities which assist in attracting out of region visitors.

Discussion

An internal review panel was established to assess the six applications. The individual panellists are provided with a matrix containing the previously established Program criteria, and weightings (see Table 1). Ratings are assigned and scores tallied. The Panel then meets to discuss each application and make a final assessment. Criteria and weightings are as follows (with 1 being the lowest and 5 being the highest), and applicants are then ranked and funds allocated. 65% is payable prior to the event, with the remaining 35% paid upon satisfactory acquittal (evidenced by visitor data).

A summary of the panel’s assessment of each applicant is detailed in Attachment 1. It is noted that two of the events were deemed ineligible with one having reached the maximum three consecutive years of funding under this Program (alternative forms of support for this event going forward are under investigation), and a second was unable to successfully acquit their 2018 event due to lack of available data, hence making them ineligible for the 2019 Program.

Pleasingly there have been a number of new events applying for support this round, which are spread across a diverse range of categories and locations throughout the LGA.

Attachment 1, titled “Event Sponsorship Program Assessment Summary - Round 1, 2019” provides commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it. Local Government Act 1993 - Section 10A(2)(d(i).

Table 1- Program Criteria & Weightings

Criteria	Weighting
Potential to become a major event & attract significant visitor nights	5
Unique to the Region/Mid North Coast	3
Financial sustainability	4
Substantial Economic impact (or potential for)	3
Event organiser experience & resourcing	3
Off-peak or shoulder season placement	5
Robust marketing plan	4

Since the Sponsorship Program’s inception in 2015, 50 applications have been received (not including the current round), with 35 allocations of sponsorship totalling $146,000 to the following events:

Table 2- History of allocations under the Event Sponsorship Program

Event Name	Year	Sponsorship granted	Est. Economic Impact
Ekam Yoga Festival	2015	$3,500	$17,000
Big Band Blast	2015	$5,000	$309,000
3 Rivers Rowing Festival	2015	$3,500	$45,000
King of the Mountain Fun Run	2015	$2,000	$33,000
Sand Mudder	2015	$2,000	$22,000
Beatles Festival	2016	$2,000	$135,000
Bago Bluff Mountain Bike Marathon	2016	$2,000	$40,000
Port Macquarie Running Festival	2016	$3,000	$585,000
Slice of Haven	2016	$5,000	$768,000
Suck it up Buttercup	2016	$5,000	$500,000
Ekam Yoga Festival	2016	$5,000	$20,000
3 Rivers Rowing Festival	2016	$2,500	$45,000
Big Band Blast	2016	$5,000	$309,000
Port Macquarie Beer & Cider festival	2016	$5,000	$360,000
Northern Division Road Cycling Championships	2016	$2,000	$29,000
Luminosity Youth Summit	2016	$4,000	$20,000
Sand Mudder	2016	$3,000	$90,000
Beach to Brother Running Festival	2016	$5,000	$308,000
King of the Mountain Fun Run	2016	$1,500	$22,500
Suck it up Buttercup	2017	$5,000	$233,000
Port Macquarie Beatles Festival	2017	$5,000	$416,000
Port Macquarie Running Festival	2017	$5,000	$763,000
Slice of Haven	2017	$5,000	$647,000
Blues & BBQ Festival	2017	$5,000	$812,000
Ekam Yoga Festival	2017	$2,500	$44,000
Port Macquarie Beer & Cider Festival	2017	$5,000	$500,000
Beach to Brother Running Festival	2017	$5,000	$353,000
Port Macquarie Mountain Bike Festival	2017	$2,500	$10,000
Suck it Up Buttercup	2018	$5,000	$267,000
Port Macquarie Running Festival	2018	$5,000	$1,021,000
Slice of Haven	2018	$5,000	$712,000
Hello Koalas Festival	2018	$5,000	$103,000
Elephant Trail Race	2018	$5,000	$407,000
Beach to Brother	2018	$5,000	$1,066,000
Wildwood Music Festival	2018	$2,500	$76,000 (est)
Digital Expo (event cancelled)	2018	$0	$0
TOTAL	36	$146,000	$10,997,500

Options

1. Council can endorse the final assessment of the internal review panel, which is to grant the following amounts (in ranked order):

Event Name	Sponsorship $ Recommended
Fox Super Flow Mountain Bike Championships (Bonny Hills)	$5,000
Seaview Classic Road Cycling Race (Port to Walcha)	$5,000
Regional Dementia (RED) Conference (Port Macquarie)	$5,000
Multisport Adventurethon (Laurieton)	$5,000
Total allocated this round	$20,000

2. Council does not endorse the final assessment of the internal review panel. This will result in the further options of either not expending any of the allocated budget for this round of funding or re-opening this round of funding and calling for new applications.

Community Engagement & Internal Consultation

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

Internal consultation included:

Director Strategy & Growth

Group Manager Economic Development & Communications

Major Events Manager

Internal Review Panel:

Group Manager Community Place

Major Events Manager

Economic Development Project Officer

Waste Projects Officer

Planning & Policy Implications

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

Financial & Economic Implications

Since February 2015, Council has allocated $146,000 to the Event Sponsorship Program with an economic impact of over $10 million being realised (based on increased visitor nights as a direct result of these events).

For the purpose of this report, Council has an annual allocated budget for the Event Sponsorship Program of $40,000 divided between two contestable funding rounds. Should Council choose to adopt Option 1 from this report, $20,000 will be allocated from this budget to the four events recommended.

Attachments

1 View. Confidential: Event Sponsorship Program Assessment Summary - Round 1, 2019 (Confidential)

AGENDA Ordinary Council

21/11/2018

Item: 11.05

Subject: The Health and Education Precinct Draft Master Plan

Presented by: Strategy and Growth, Jeffery Sharp

Alignment with Delivery Program

3.2.1 Support vibrant commercial, tourism, recreational and/or community hubs across the region.

RECOMMENDATION

That Council:

1. Place the draft Health and Education Precinct Master Plan on public exhibition for an extended period from 26 November 2018 through to the 21 February 2019.

2. Note a further report will be tabled at the April 2019 meeting of Council detailing the submissions received during the public exhibition period.

Executive Summary

Planning for the future of the Port Macquarie Health and Education Precinct (the HEP) is part of Council’s wider vision for a thriving regional city and a strategic focus in Council’s Urban Growth Management Strategy (the UGMS). The growth of the health and education sectors presents an opportunity to increase the number of young people in the community, provide economic diversification, increase labour force participation and build on Port Macquarie’s growing status as a regional city.

The Port Macquarie region is experiencing a 100,000-strong growth in its population, with a predicted 9.3% growth in the local health sector. The Education, Health Care and Social Assistance sectors are projected to have the highest rate of jobs growth for the Mid North Coast to 2022. The HEP is a key part of Port Macquarie’s future growth. The aim is to transform the precinct into to a centre of excellence for education, training and health. The precinct will help position Port Macquarie as an increasingly competitive destination for university students, health care professionals and the broader community. Key to success is encouraging appropriate development that will support and foster a range of learning models and health-related services within an accessible, high amenity, attractive public realm.

A vibrant and well-connected health and education precinct will be integral to long-term success of Port Macquarie and the community.

Discussion

Council commenced work on the development of the Health and Education Precinct Masterplan in April 2018. Architectus was engaged to partner with Council to manage the project. The project comprised an Enquiry by Design (EBD) and Master Plan process for Port Macquarie’s Health and Education Precinct (HEP). The two are inextricably linked. The EBD is the primary source and driver of the key master plan moves towards a successful and sustainable HEP.

The Methodology

The EBD and master plan together are a timely intervention to ensure the a clear vision for the precinct, to take advantage of the expected growth in the sector as well as support the key stakeholder in creating a great place to live, work and play. The intent of the process was to develop a vibrant and well-connected health and education precinct that will ensure to long-term success of health, education, innovation and research in our region. The precinct is home to the Port Macquarie Base Hospital, Charles Sturt University, the Shared Health, Research and Education Campus (SHREC) supporting CSU, University of NSW Rural Medical School, and University of Newcastle initiatives, St Columba Anglican School, and the Lake Innes Shopping Village.

Major institutions across the precinct are investing to enhance their capabilities, and recognise the opportunity to connect with one another and share some facilities to enhance activity across the precinct. In addition, we continue to see high growth in the specialist medical services and conversation with residential properties for this purpose.

The site

The study area is loosely bounded by John Oxley Drive to the west, Lake Road to the north, the industrial area and Lake Innes Nature Reserve to the east, and the southern boundary of St Columba Anglican School. It excludes residential properties between John Oxley Drive and Major Innes Road, and it takes in some additional areas where the HEP needs to ‘stitch in’ to its context: between John Oxley Drive and Oxley Highway; and around Merrigal Road.

The alignment to Council strategies

The UGMS singles out the HEP, acknowledging the rapid growth in health care, social assistance and education to date, along with planned expansion in the future. The UGMS presents an early vision for the Precinct (which has informed the EBD visioning process) with opportunities for:

· Future expansion of key facilities like the Base Hospital and CSU

· A mix of associated business uses and support services

· Housing (e.g. for key workers and students)

· Vibrant public spaces

· Safe and efficient connections (e.g. footpaths and cycleways) & public transport

· New infrastructure, and

· Protection of local environmental values.

The UGMS identifies the “aim to promote a range of housing types between detached houses and high rise apartments in central, well-connected locations, like the proposed Health and Education Precinct”.

The HEP has a neighbourhood centre strategically located between the CBD, the airport and the growing neighbourhoods to the west. Volume 2 (p.72) of the UGMS also notes that there are “opportunities for additional small-scale, mixed-use retail in addition to the Major Innes Shopping Centre, to help create an active, vibrant and well-connected Precinct in the future”.

The 2017-2021 Port Macquarie-Hastings Economic Development Strategy places a priority on precinct planning to encourage business investment and jobs growth. It specifically includes an action to finalise the Health & Education Precinct planning, noting recent and projected employment growth in these industries, as illustrated below:

The Enquiry by Design (EBD)

A key strategy in formulating this master plan was to engage early, and deeply, with stakeholders in the precinct. Rather than a traditional EBD process which culminates in a draft design concept, the focus of the charrettes in this study was on information gathering and sharing, agreements around opportunities, visioning and key objectives, and most importantly on building trusted relationships between stakeholders and with Council.

Four half-day workshop sessions were held with the following stakeholders represented:

· St Columba Anglican School (who also hosted the event)

· Charles Sturt University (including staff as well as local and international students)

· Lake Innes Shopping Village

· Roads and Maritime Services

· Busways

· Port Macquarie Airport

· University of Newcastle

· Highfields Development Pty Ltd

· Port Macquarie Base Hospital

· Port Macquarie-Hastings Council.

The culmination of the EBD elicited the following themes as key to a successful precinct:

· Connectivity and accessibility

· Vibrant, activated and attractive

· Innovative and creative

· Education and research

· Culture, sharing and welcoming

· Destination

· Health, sporting and wellness

· Economy and business

· Collaboration and interaction

· Unique identity

These themes were summed up in the development of a vision statement:

The precinct will be...

· ...a vibrant and innovative centre of excellence connected locally and to the world

· ...accessible from anywhere in the world

· .. a hub for complementary services, open to all

· ... and will have the capacity to evolve, and the flexibility to adapt as the region changes.

The Master Plan

The existing Health and Education Precinct is loosely divided into five character areas. The boundaries are blurred, because current uses and the building types are changing. However, describing the character was a useful part of the EBD process to frame a discussion with participants about what they liked in the precinct, and what qualities they would like to see carrying forward. This in turn informed the vision statement.

The descriptions below therefore set the scene for the desired future character – land use, built form scale and type, connections, and public domain improvements.

Through the comprehensive enquiry by design that was supported by key players with in the precinct the big key moves the master plan proposes:

· a new pedestrian spine through the precinct

· a new bus loop around the precinct

· two new road connections into the precinct

· a balance of facilities, services and activities in the precinct

· a green, healthy, vibrant identity for the precinct.

The Master plan introduces design principles to carry and embed the desired outcomes for the precinct. The core principles are role and identity to:

· Support a functional, productive and vibrant economy that reflects the shared aspirations of stakeholders and Council

· Draw on the unique character of the precinct to celebrate and enhance its national reputation for innovation and excellence

· Foster understanding of the role of the importance of the precinct for Port Macquarie and the region

· Increase visibility of the ‘complete’ offering of health, education, research, commercial and community uses within the precinct.

The Design Principles are:

· Underlying structure

o Topography vies and landmarks

o Landscape and ecology

o Service and infrastructure

· Movement Network

o Street network, traffic and parking

o Public transport

o Pedestrian and cycle network

· The Community

o Land uses

o Activity nodes and shared facilities

· The Character

o Built form

o Streetscapes and public space

Through the master plan the intention is to achieve the principles through the design Strategies. This includes actions around the following:

· Pedestrian Spine;

o The pedestrian spine is the centrepiece of the master plan.

o Connecting the major institutions with each other, with the shopping centre, and with recreational opportunities.

o Reducing car dependence.

· Topography, landscape and ecology;

o Maintain and enhance the ‘green’ qualities of the natural environment, including large stands of mature trees.

· Services and infrastructure;

o Link the precinct’s learning and health institutions to regional, national and global networks.

· Movement network;

o Provide for improved vehicle circulation.

· Public transport;

o Easy access to the services and facilities within the precinct.

· Pedestrians and Cyclists;

o Complete and extend the walking and cycling network to connect people to their destinations.

· Land used;

o Enable a range of opportunities for health, education and research, including for shared facilities and initiatives.

· Activity nodes;

o Create a gathering space / series of spaces where people can go.

· Built form;

o Encourage high quality, environmentally responsive contemporary design.

o Let the existing tree canopy be dominant on the skyline.

· Streetscape and public spaces;

o Establish different characters for public spaces.

Proposed next steps:

· Public exhibition period from November – February, this will include engagements across the precinct with key stakeholders, residents, users groups and the broader community.

· Review of the draft master plan

· Final Master Plan presented to Council March 2019

· Implementation of the master plan commencing with planning requirements and quick wins.

Options

Council may choose to place the draft master plan on public exhibition or seek additional information regarding the Health and education precinct draft master plan

Community Engagement & Internal Consultation

The draft Masterplan included an enquiry by design that saw key stakeholders assist with the foundation approach to the draft master plan.

External Engagement

The following stakeholders were represented:

· Port Macquarie Base Hospital

· St Columba Anglican School (who also hosted the event)

· Charles Sturt University (including staff as well as local and international students)

· Lake Innes Shopping Village

· Roads and Maritime Services

· Busways

· University of Newcastle

· Highfields Development Pty Ltd

· Port Macquarie-Hastings Council.

Internal Engagement

The following section of Council were involved in the EBD/Master Plan development:

· Strategic Land Use Planning

· Water and Sewer

· Transport, Stormwater Network

· Recreation and Building

· Development Assessment

· Community Place

· Economic Development

· Commercial Business Unit – Airport

· Environmental Services.

The intention now is to place the draft Master plan on exhibition and engage with the broader community. The proposed methods of engagement will include:

· Pop up engagement at key locations within the precinct, the shopping centre, school, hospital and CSU

· Have your say page

· Available at libraries and customer service centres

· Media story to encourage community input

· School News letters

· Through the Community planning process

· Resident letter box drop.

Planning & Policy Implications

There are no planning and policy implications in relation to the exhibition of the drat master plan.

Financial & Economic Implications

There are no financial and economic implications in relation to the exhibition of the drat master plan.

Attachments

1 View. Health and Education Precinct Draft Master Plan

2 View. Health and Education Precinct Draft Master Plan Engagement Posters

AGENDA Ordinary Council

21/11/2018

Item: 12.03

Subject: Port Macquarie Town Centre - Pedestrian Facility Investigations

Presented by: Infrastructure, Alex Fisher

Alignment with Delivery Program

4.4.1 Plan, investigate, design and construct transport assets which address pedestrians, cyclist and vehicular needs to cater for the future growth of the region.

RECOMMENDATION

That Council:

1. Partner with Roads and Maritime Services to implement a 40 km/h speed zone in the Port Macquarie town centre.

2. Consider for inclusion in the Draft 2019/2020 Operational Plan, an allocation to construct the following treatments:

(a) Pedestrian crossing at Hayward Street east of Short Street.

(b) Pedestrian refuge on Hayward Street west of Horton Street.

(c) Pedestrian refuge improvements at the intersection of Gordon Street and Hollingworth Street.

3. Consider for inclusion in the Draft 2019/2020 Operational Plan, an allocation to undertake further design and community engagement work for a pedestrian refuge on Horton Street between Clarence Street and William Street.

Executive Summary

The purpose of this report is to summarise the development of concept plans and community engagement in relation to proposed improvements to pedestrian facilities in the Port Macquarie town centre.

Concept plan investigations were undertaken for the following:

1. 40 km/h speed zone in the Port Macquarie town centre

2. Pedestrian crossing at Hayward Street east of Short Street

3. Pedestrian refuge on Hayward Street west of Horton Street

4. Pedestrian refuge on Horton Street between Clarence Street and William Street

5. Traffic signals at the intersection of William Street and Short Street

6. Pedestrian refuge improvements at the intersection of Gordon Street and Hollingworth Street

The concept designs were the subject of community engagement in June 2018 including a pop-up session in the town centre. The designs were the subject of workshops in July and August 2018 with the Access Sub-Committee, Town Centre Master Plan Sub-Committee and Port Macquarie Chamber of Commerce.

The feedback from the community engagement was used to develop the following recommendations:

· Partner with Roads and Maritime Services to implement a 40 km/h speed zone in the Port Macquarie town centre.

· Consider for construction in 2019/2020:

o Pedestrian crossing at Hayward Street east of Short Street

o Pedestrian refuge on Hayward Street west of Horton Street

o Pedestrian refuge improvements at the intersection of Gordon Street and Hollingworth Street

· Consider for further design in 2019/2020:

o Pedestrian refuge on Horton Street between Clarence Street and William Street

· Note that the need for traffic signals at the intersection of William Street and Short Street will be likely at some point in the future.

Discussion

A report was presented to Council on 14 December 2016 summarising the findings of initial investigations into pedestrian facilities in Port Macquarie town centre. Following the report Council resolved as follows:

13.05 PORT MACQUARIE TOWN CENTRE - PEDESTRIAN FACILITY INVESTIGATIONS

RESOLVED: Turner/Cusato

That Council:

1. Note the information contained in the report titled Port Macquarie CBD – Pedestrian Facility Investigations.

2. Undertake further detailed investigations and develop concept plans for the proposed treatments contained within the report.

3. Consider inclusion in the Draft 2017/2018 Operational Plan, an allocation to complete the detailed design of the signalisation of the Gordon and Horton Street intersection.

4. Undertake a community engagement program in relation to the proposals including the wider community as well as specific stakeholders such as the Access Sub-Committee, Town Centre Master Plan Sub-Committee and Port Macquarie Chamber of Commerce, following the detailed investigation and development of concept plans.

5. Request a report be presented to a future Council meeting detailing the outcomes of the community engagement program and any future actions.

CARRIED: 9/0

FOR: Besseling, Alley, Cusato, Dixon, Griffiths, Hawkins, Intemann, Levido and Turner

AGAINST: Nil

The NSW government’s Road Safety Plan 2021 includes six priority areas to save lives, including:

Increase safety for vulnerable road users by providing pedestrian crossings, refuges and traffic calming devices, as well as expanding 40km/h zones in high pedestrian and local areas.

A central pillar of the NSW government’s Future Transport 2056 strategy is the Movement and Place Framework. This provides a tool to manage the road network in a way that supports safe, efficient and reliable journeys for people and freight while enhancing the liveability and amenity of places. The framework identifies a range of different types of streets. At one end of the spectrum are fast movement / less place streets whilst at the other end are slow movement / more place streets.

According to the Movement and Place Framework the streets within Port Macquarie town centre are classified as Vibrant Streets because there is a high demand for both movement and place. Roads through and around the town centre serve an important movement purpose, allowing people travel to and from the centre and move around easily within it. Roads also include the provision of safe and accessible footpaths, designed for all ages and abilities, with safe pedestrian crossings and desirably lower traffic speeds. Successful town centres include attractive places where people can meet, for both leisure and business, which helps strong local economies to develop and thrive.

A vibrant town centre, therefore, needs to balance different demands within the limited available road space. Much of Port Macquarie’s town centre, however, currently has more emphasis on “movement”, particularly by motorised vehicles, at the expense of “place”. The aim of the investigation has been to redress this balance, at a number of key locations, by making the crossing of roads by pedestrians safer, less circuitous and more convenient.

The project has involved a number of phases as summarised below:

2016	Port Macquarie CBD – Pedestrian Facility Investigations report prepared by AECOM
December 2016	Report to Council and Council resolution
March – June 2017	Workshops with Access Sub-Committee, Town Centre Master Plan Sub-Committee and Port Macquarie Chamber of Commerce
August 2017 – April 2018	Preparation of concept plans of selected treatments
June – August 2018	Wider community engagement Workshops with Access Sub-Committee, Town Centre Master Plan Sub-Committee and Port Macquarie Chamber of Commerce

The 2016 Council report identified a number of locations where the current arrangements are satisfactory and therefore no works are required. A number of other locations were recommended for further investigation and these were discussed at workshops in 2017 with the Access Sub-Committee, Town Centre Master Plan Sub-Committee and Port Macquarie Chamber of Commerce. Following the workshops six locations were identified for further concept plan investigations:

1. 40 km/h speed zone in the Port Macquarie town centre

2. Pedestrian crossing at Hayward Street east of Short Street

3. Pedestrian refuge on Hayward Street west of Horton Street

4. Pedestrian refuge on Horton Street between Clarence Street and William Street

5. Traffic signals at the intersection of William Street and Short Street

6. Pedestrian refuge improvements at the intersection of Gordon Street and Hollingworth Street

Concept designs for the above six treatments were developed and are included as Attachment 1. The designs were the subject of community engagement from 1^st to 30^th June 2018 including a pop-up session in the town centre. The designs were the subject of workshops in July and August 2018 with the Access Sub-Committee, Town Centre Master Plan Sub-Committee and Port Macquarie Chamber of Commerce.

The concept plans, outcomes of the community engagement program and recommended future actions are summarised below.

40 km/h speed zone in the Port Macquarie town centre

Concept Plan

Speed limits in NSW are set by the NSW Roads and Maritime Services (RMS), in accordance with the NSW Speed Zoning Guidelines.

A 40 km/h High Pedestrian Activity Area (HPAA) is an area of high pedestrian activity, in town centres and near railway stations, bus interchanges and services such as medical centres. The maximum speed limit is 40 km/h at all times. The different road environment helps to alert drivers to the lower speed limit and makes them aware of the presence of pedestrians moving about or near the road. This creates a safer road environment for all road users, particularly for pedestrians, cyclists and children.

40 km/h HPAA are established in conjunction with physical devices or treatments to create a self-enforcing 40 km/h speed environment. Such areas are signposted in accordance with the RMS guidelines (Figure 1).


Signs like this are used to clearly define the beginning of a 40km/h zone		Signs like this are installed on each exit road from the zone

Figure 1: Typical 40 km/h HPAA signs

Port Macquarie already has three 40 km/h areas along Owen Street, Lake Road and Bay Street at Settlement City. All roads within Port Macquarie town centre currently have a 50 km/h speed limit with the exception of Gordon Street that has a 60 km/h limit.

The concept plan proposes a 40 km/h zone bound by (but not including) Gordon Street, Kooloonbung Creek, the Hastings River foreshore and Murray Street (refer to Attachment 1). Gordon Street is the main east-west through route and retention of a higher speed limit would encourage through traffic to pass around the periphery of the town centre rather than through the middle.

The Port Macquarie town centre already has a range of traffic management devices that contribute to a slow speed environment, e.g. centre of road parking, pedestrian crossings, pedestrian refuges, raised thresholds, roundabouts etc. This existing infrastructure creates a self-enforcing 40 km/h speed environment and therefore additional physical devices are not required.

The main cost associated with the implementation of the Port Macquarie Town Centre 40 km/h zone are the signs and pavement markings on each road approach. RMS typically provide funding assistance for the implementation of 40 km/h zones.

The proposal was supported by the Local Traffic Committee in October 2018.

Community Engagement

The community engagement phase demonstrated strong community support for the proposal and this was particularly evident at the stakeholder workshops. Some people felt that traffic speeds within the town centre were already sufficiently slow and such a proposal is unnecessary. However, the HPAA helps to alert drivers to the presence of pedestrians moving about or near the road thus improving safety for all road users.

Recommendation

It is recommended that Council partner with Roads and Maritime Services to implement a 40km/h speed zone in the Port Macquarie town centre. The process will involve the following actions:

· review and refine zone boundaries of the HPAA

· undertake community education campaign

· implement signs and pavement markings

Pedestrian crossing at Hayward Street east of Short Street

Concept Plan

Hayward Street is an important street within the Port Macquarie town centre. There is significant demand for pedestrians to cross from one side of the road to the other, particularly immediately east of the roundabout at Short Street. However, there are no crossing facilities on Hayward Street where pedestrians have right of way over vehicular traffic.

There is a pedestrian refuge on Hayward Street immediately east of Short Street where pedestrians are required to give way to vehicular traffic (Figure 2). The refuge is located on a major desire line where it is observed that people frequently cross Hayward Street. Much of the pedestrian traffic is generated by the Coles development on the southern side of the street.

Figure 2: Existing pedestrian refuge on Hayward Street

According to the Austroads, Guide to Traffic Management, Part 6: Intersections, Interchanges and Crossings, the benefits and considerations for pedestrian (zebra) crossings are:

· suitable for two lane roads

· should be located on clear pedestrian desire lines

· provide a well-defined location for pedestrians to cross the road

· safety is improved with kerb extensions

· good sight distance and conspicuity are required

· cost-effective safety improvement measure

· suits all users

· less suitable when crossing numbers are small

The current arrangement is a pedestrian refuge where pedestrians are required to give way to vehicular traffic. The proposal is to convert the facility to a pedestrian (zebra) crossing where pedestrians have right of way over vehicular traffic.

The current refuge is located where it is observed that people clearly desire to cross Hayward Street. Conversion of the refuge to a crossing is an effective and low cost improvement to address Road Safety and Movement & Place objectives. Safety is enhanced by the current arrangement with kerb extensions and central storage area that will be retained.

The installation of the pedestrian crossing would remove one central car parking space adjacent to the accessible parking space.

Pedestrian crossings require RMS approval. The proposal was supported by the Local Traffic Committee, which includes RMS and the Police, in October 2018.

The construction cost is estimated to be $40,000.

Community Engagement

The community engagement phase demonstrated very strong community support for the proposal.

A concern was raised in relation to sight distance for vehicles turning left from Short Street. Existing vegetation on this corner will be significantly reduced to ensure drivers have clear visibility of pedestrians utilising the crossing.

Some people felt that a crossing would unduly delay vehicular traffic. However short delays to traffic would only occur at peak periods. If, post-implementation, traffic delays were deemed to be excessive a sign such as “Consider Motorists. Please Cross In Groups” could be installed.

Recommendation

It is recommended that Council consider constructing a pedestrian crossing at Hayward Street east of Short Street for inclusion in the Draft 2019/2020 Operational Plan.

Pedestrian refuge on Hayward Street west of Horton Street

Concept Plan

Surveys in 2016 revealed that up to 70 pedestrians per hour cross Hayward Street west of the roundabout at Horton Street. However, there is currently no formal pedestrian refuge to guide pedestrians across the road and consequently pedestrians perform unsafe manoeuvres to cross the road.

The proposal involves providing kerb ramps, a central refuge and removing sections of vegetation to provide a pedestrian refuge and clear path of pedestrian travel. Pedestrians would still be required to give way to vehicular traffic but would be able to cross the road in two stages.

The installation of refuge would remove one central car park and the loading zone on the southern side of Hayward Street.

Unlike other traffic devices, pedestrian refuges are not required to be formally considered by the Local Traffic Committee.

The construction cost of is estimated to be $60,000.

Community Engagement

The community engagement phase demonstrated very strong community support for the proposal.

The main community concern was that the design did not go far enough in removing vegetation that impacts on sight distance, particularly for people at a low height such as in wheelchairs. The design will be modified to remove more vegetation to improve sight distance.

Recommendation

It is recommended that Council consider a pedestrian refuge on Hayward Street west of Horton Street for inclusion in the Draft 2019/2020 Operational Plan.

Pedestrian refuge on Horton Street between Clarence Street and William Street

Concept Plan

Surveys in 2016 revealed that up to 1200 pedestrians per hour cross Horton Street between Clarence and William Streets which is the highest concentration of pedestrian activity in the town centre.

There are two informal, un-signposted crossing facilities within this block of Horton Street. They involve kerb ramps with kerb extensions but do not include a formal refuge in the centre of the road.

The AECOM review of the facilities highlighted that they do not meet Australian Standards for pedestrian refuges. There is a lack of visibility for pedestrians who are required to step out from between parked cars in the centre of the road and there are no “No Stopping” zones to enhance visibility.

The pedestrian count surveys revealed a relatively low utilisation of the existing facilities with people tending to cross randomly and dispersed along this block of Horton Street. Furthermore it was observed that many pedestrians are not aware that the facilities exist or that they are intended for use as informal crossing facilities.

The concept plan involves replacing the two informal crossing facilities with either one or two formal pedestrian refuges. The pedestrian path of travel would be clearly delineated by a coloured pavement treatment. There would be kerb ramps, landscaped blisters, central refuges and tactile ground surface indicators. The accessible parking spaces would be relocated elsewhere in the same Horton Street block. Up to five car parking spaces would be removed to meet statutory requirements for sight distance.

The plans developed are at concept stage and further design and community engagement is required to develop final plans. In particular this phase would determine the most suitable location for the new facilities and the most equitable modification to parking arrangements.

Unlike other traffic devices, pedestrian refuges are not required to be formally considered by the Local Traffic Committee.

The construction cost of each facility is estimated to be $120,000. This figure is dependent, however, on the final scope including the extent that the existing facilities are retained and scale of landscaping.

Community Engagement

The community engagement phase demonstrated strong community support for the proposal.

Recommendation

It is recommended that Council consider for inclusion in the Draft 2019/2020 Operational Plan, an allocation to undertake further design and community engagement work for a pedestrian refuge on Horton Street between Clarence Street and William Street.

Traffic signals at the intersection of William Street and Short Street

Concept Plan

The current roundabout arrangement at the intersection of William Street and Short Street is particularly hazardous for pedestrians seeking to cross roads at this location.

The proposal is to replace the roundabout with traffic signals. Roundabouts are not appropriate in town centre locations where there is significant pedestrian movement. Traffic signals are the most suitable form of intersection control in town and city centres with significant pedestrian and vehicular movement.

The concept for the intersection of William Street and Short Street includes controlled pedestrian crossings on each approach to allow pedestrians to safely cross the road with a green walk signal. The layout would look similar to the nearby signalised intersection of William Street and Horton Street.

Traffic signals at this location may not currently be financially justified but are likely to be required at some point in the future. The need is highly dependent on future development of the plaza car park site which would significantly increase activity in this section of the town centre. A concept design for traffic signals has been prepared to inform development of the plaza car park site, other land use developments and town centre projects in the vicinity.

Community Engagement

There was moderate community support for the proposal although few gave specific reasons for opposition to the proposal.

Recommendation

The concept plan for traffic signals at the intersection of William Street and Short Street should be noted and used to inform future planning for this section of the town centre.

Pedestrian refuge improvements at the intersection of Gordon Street and Hollingworth Street

Concept Plan

The intersection of Gordon Street and Hollingworth Street has a pedestrian refuge and associated kerb ramps on the southern Hollingworth Street approach but no similar facilities on the other approaches.

The intent of the proposal is to make it easier and safer for pedestrians to cross the roads in the vicinity of the roundabout. This will be achieved by constructing pedestrian refuges and associated kerb ramps on the two Gordon Street approaches and the Hollingworth Street northern approach. Pedestrians would still be required to give way to vehicular traffic but safety would be increased because the roads could be crossed in two stages.

The works would not involve any changes to the number of traffic lanes or to existing driveways.

Unlike other traffic devices, pedestrian refuges are not required to be formally considered by the Local Traffic Committee.

The construction cost is estimated to be $180,000.

Community Engagement

The community engagement phase demonstrated strong community support for the proposal.

Recommendation

It is recommended that Council consider pedestrian refuge improvements at the intersection of Gordon Street and Hollingworth Street for inclusion in the Draft 2019/2020 Operational Plan.

Options

Council may choose to endorse the proposed course of action as noted in the recommendations of the report or adopt an alternative course of action.

Listed separately, each item can be considered in isolation, allowing alternatives to be adopted.

Community Engagement & Internal Consultation

Concept designs for the six treatments were exhibited from 1 June 2018 to 30 June 2018. A two hour pop-up session was held in the town centre on 22 June 2018. A stakeholder workshop with the Town Centre Master Plan Sub-Committee and Port Macquarie Chamber of Commerce was held on 26 July 2018. A stakeholder workshop with the Access Sub-Committee was held on 7 August 2018.

A Council media release on 4 June 2018 publicised the exhibition period. An article on 29 June 2018 in the Port News was triggered by the pop-up session.

Approximately 50 formal submissions were made via email, letter and Have Your Say (refer to Attachment 2 which lists the written component of submissions in full). The pop-up session involved approximately 70 conversations. Statistics from Have Your Say are shown below.

The Have Your Say page included a survey to gauge opinion on each of the proposals and the results were as follows:

Treatment	Agree	Disagree
40 km/h speed zone in the Port Macquarie town centre	63%	28%
Pedestrian crossing at Hayward Street east of Short Street	85%	12%
Pedestrian refuge on Hayward Street west of Horton Street	83%	3%
Pedestrian refuge on Horton Street between Clarence Street and William Street	74%	8%
Traffic signals at the intersection of William Street and Short Street	50%	31%
Pedestrian refuge improvements at the intersection of Gordon Street and Hollingworth Street	66%	12%

*Results based on 42 responses. No response/neutral not included.

Common themes from the engagement were discussed in the Discussion section in relation to each of the six treatments.

Internal Consultation has taken place with:

· Director Strategy and Growth

· Design Manager

· Senior Landscape Architect

· Place Facilitator - Aged & Disability

Planning & Policy Implications

There are no planning and policy implications in relation to this report. It is anticipated that future planning of infrastructure projects, such as traffic management measures or upgrades, will need to consider the recommendations of the plan.

Financial & Economic Implications

It is anticipated that some of the outcomes of this project will be considered for inclusion in future Delivery Programs and Operational Plans.

Attachments

1 View. Concept Designs

2 View. Port Macquarie Town Centre Pedestrian Facility Sumbissions

AGENDA Ordinary Council

21/11/2018

Item: 12.04

Subject: Draft Unsealed Roads Policy - Post Public Exhibition

Presented by: Infrastructure, Alex Fisher

Alignment with Delivery Program

4.4.2 Develop and implement annual maintenance and renewal programs for transport assets.

Maisie1moo

RECOMMENDATION

That Council:

1. Note the submissions made on the DRAFT Unsealed Roads Policy during the exhibition period;

2. Adopt the Unsealed Roads Policy.

3. Note the actions outstanding as listed in Point 3 of the Council Resolution from the 15 August 2018 meeting, will be reported back to Council in August 2019.

Executive Summary

At the Ordinary Council meeting held on 15 August 2018, Council resolved to place the following DRAFT Policy on public exhibition:

The DRAFT Policy was subsequently placed on public exhibition from 22 August 2018 to 20 September 2018. The exhibition of this DRAFT policy was then extended for a period of two (2) weeks until 3 October 2018 to provide a greater opportunity for the community to make comment.

During the exhibition period, thirty five (35) submissions were received through “Have Your Say” with an additional ten (10) submissions provided through other forums.

The submissions included a petition from 57 residents requesting that the Council upgrade and seal the roads servicing “The Hatch”.

The level of response was low (<3%) of all ratepayers on Unsealed Roads, and of those who responded, almost 83% were not satisfied with the current Level of Service being provided.

Seventy-seven percent (77%) of respondents were however unwilling to pay for an increase in the Level of Service.

Discussion

At the Ordinary Council meeting held on 15 August 2018, Council resolved as follows:

12.02 COUNCIL POLICY – DRAFT UNSEALED ROADS POLICY

RESOLVED: Griffiths/Turner

That Council:

1. Place on public exhibition the Unsealed Roads Policy commencing from 17 August 2018 for a minimum of 28 days.

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

3. Request the General Manager investigate opportunities for improving Council’s current unsealed road maintenance practices including:

a) A review of these practices by the Australian Road Research Board (ARRB);

b) Supplementing gravel supply with crushed concrete;

c) Education and signage for improved community awareness;

d) Partnering with the community to undertake some works;

e) Sale of local roads (as appropriate) to the land owners to create private roads;

f) Workshops with the community regarding service levels as they relate to unsealed roads maintenance (gravel & grading), vegetation management required budget allocation.

4. Request the General Manager present a report back to Council at its August 2019 meeting in relation to outcomes of the review detailed in No. 3 above.

CARRIED: 8/0

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

AGAINST: Nil

Community Feedback

The Draft Unsealed Roads Policy was made available for public comment from 22 August 2018 to 20 September 2018 (28 days). The exhibition period was extended until 3 October 2018 (14 days) to allow more public commentary on the draft Policy.

During the public exhibition period 307 people viewed the PMHC “Have Your Say” site. 136 people downloaded the documentation, with thirty three (33) people making thirty five (35) submissions via the website.Ten (10) additional submissions were received outside the PMHC “Have Your Say” site. Forty five (45) submissions were received in total.

A summary of this activity is provided in the table below.

Document Name	Downloads and Views	Submissions
DRAFT Unsealed Roads Policy	307	35
Other Submissions (Postcards, Emails, CRMs)		10
Total	307*	45

Council has about 37,206 [2018] rateable properties with approximately 1,561 [2018] located on Unsealed Roads. This represents 4.19% of all rateable properties owners.

Submissions to the DRAFT Unsealed Roads Policy represented:

· 2.88% of all rate payers on Unsealed Roads

· 0.12% of all rate payers across the entire Local Government Area.

In providing these results, it is acknowledged that multiple submissions were received from the same properties or the same person, some submissions were from rate payers on the Sealed Road network and one (1) submission was completed through a petition representing multiple people.

The detailed collation of the comments are included below in the Community Engagement & Internal Consultation section of this report.

General Satisfaction with the current Level of Service

Of the 35 respondents through “Have Your Say”, 29 were either Very Dissatisfied or Dissatisfied with the current Level of Service. This represented 82.9% of all respondents.

Typical themes from the engagement process are discussed in further detail in the “Community Engagement & Internal Consultation” section.

Increased Level of Service

Of the 35 respondents through “Have Your Say”, 32 (91.4%) would like to see an increased Level of Service for unsealed roads. Though 27 (77.1%) of the respondents, were unwilling to pay for that increased Level of Service.

Road, Bridge, Vegetation and Stormwater maintenance expenditure associated with Unsealed Roads typically varies between 30-35% of the total expenditure across the entire network during each financial year.

Most respondents desired a higher Level of Service irrespective of their location or if the road would be classified as a Major Road, Local Road or Access Track. The current Level of Service is supplemented by a specific Special Rate Variation (SRV) which provides additional funding for Grading and Gravel Resheeting activities. This SRV is applied to all rate payers across the Sealed and Unsealed network.

The policy principles shall be consistently applied with the Level of Service dependent on the availability of funding. The Unsealed Roads Policy as proposed, does not change the Level of Service currently provided by Council.

Community Priorities

The respondents indicated the prioritisation of the following maintenance activities (in order):

· Additional Grading and Gravel Resheeting (equal 1st)

· Culvert and Table Drain Maintenance (3^rd)

· Vegetation Management (4^th)

Further information is provided in the attached “Community Engagement Report”.

During the Unsealed Roads Councillor Briefing in July 2018, discussion centred on maintaining the current grading cycles as a minimum with Council staff recommending any potential funding increases be directed towards extra Gravel Resheeting. This appears to be consistent with Community Priorities.

It is noted that Sealing of Unsealed Roads was not provided as an option and shall be treated separately through the Regional Integration Transport Strategy (RITS). This strategy aims to identify future road upgrades across the entire road network. A submission was presented during this process for the sealing of The Hatch Rd. The Hatch was previously a sealed road that was stripped back to a gravel surface in 2004. This is key indicator of a declining Sealed Road network and extending this network is considered a difficult proposition.

It is recommended that Council now adopt the Unsealed Roads Policy with modifications highlighted below.

Community Engagement & Internal Consultation

The Draft Policy was originally available for public comment from 22 August 2018 to 20 September 2018 (28 days). The exhibition period was extended until 3 October 2018 (14 days) to allow more public commentary on the DRAFT Unsealed Roads Policy.

Ten (10) additional submissions were received outside the PMHC “Have Your Say” site.

General themes drawn from the submissions included:

· Sealing of Unsealed Roads

· Upgrading of Unsealed Roads

· The placement of extra gravel (Gravel Resheeting) on Unsealed Roads

· Increase maintenance on Unsealed Roads

· Fix the dust issues

· Fix Access Tracks

· Drop the speed limit

· Apply for grant funding to upgrade Unsealed Roads

· Consider Impacts of Heavy Traffic to Unsealed Roads

· Council should provide a map of the Unsealed Road network

Submission

Issue

Sealing of Unsealed Roads

· “It would make sense to allocate resources for gradual sealing of that length over a number of years.”

· “These parts should be sealed for safety.”

· “The only (safety option) is to seal this road, as stated before for emergency service usage and traffic diversion for accidents or natural disaster on the Oxley hwy”

· “Council has NO policy to seal any of these roads, they should be sealing at least 10km per year.”

· “I feel this road has been forgotten about as far as being Tar Sealed as the Councils promised in writing 32 years ago!”

· “In fact Council should consider sealing a percentage of all unsealed local roads each year.”

· “Some type of road sealing should be considered for those living close to all dirt roads to eliminate the dust for everyones health and well being.”

Council Response/

Comment:

Council will consider all upgrades (sealing) through the Regional Integrated Transport Strategy (RITS) and Urban Growth Management Strategy (UGMS). These strategies treat network upgrades (sealing or otherwise) viewed across the entire road network which considers factors like future traffic needs, serious crash history, traffic volumes and overall rate payer value.

Individual sealing projects shall not be looked at in isolation without consideration given to the overall transport strategies.

A counter point to the sealing of an Unsealed Road has been previously tested whereby The Hatch Road was a Sealed Road stripped back to an Unsealed Road. This proposal was presented to Council in August and October 2003 with works commencing not long after.

Comments from the August 2018 Council report are listed below:

“Council does not provide any funding for road construction and initial sealing of its gravel local roads as there is insufficient funding to undertake reconstruction works on the existing sealed pavements on more heavily trafficked roads”

“Options for both roads indicate that the cheapest solution for both capital costs and ongoing maintenance costs over twenty (20) years are to construct the existing sealed pavement as a gravel road and then maintain as an unsealed road pavement”

The decline of the Sealed Road network remains a concern and deterioration has not abated.

Further to this, sealing an unsealed road may not necessarily result in improved safety when substandard alignments exists. If not addressed through proper engineering design standards, this may result in an increased amount of vehicle accidents.

Should grant funding opportunities be available through State and Federal Government initiatives, Council may apply for potential projects that have a reasonable chance of success.

Policy reference note:

“Council will not routinely program activities to seal unsealed roads. The sealing of unsealed roads will only be undertaken through defined special purpose projects identified by resolution of Council within the Operational Plan subject to available funding such as Grant Funding.”

Upgrading of Unsealed Roads

· “The sealed and un-sealed roads are atrocious, school buses, log trucks and locals are supposed the travel on these roads, that in places are barely wide enough for 1 car!”

· “the road is not wide enough”

· “What I can not live with is the 2km stretch of Stoney Creek Rd that sees heavy traffic and is left in a terrible, hardly usable state for months at a time!!! This is my daily commute to work and I believe anyone living in or near Pembrooke & Rollands plains wants this stretch upgraded to bitumen! It really is a shamefull example of an otherwise reasonably well maintained rural roads network.”

· “Road not wide enough in some areas for log trucks/semi trailers/dog and trailers/hi sided b doubles and passenger cars to pass”

Council Response/

Comment:

As stated above, Council will consider all upgrades through the Regional Integrated Transport Strategy (RITS) and Urban Growth Management Strategy (UGMS). These strategies treat network upgrades when viewed across the entire road network with factors like future needs, serious crash history, traffic volumes and overall rate payer value considered to name a few.

Individual projects shall not be looked at in isolation without consideration given to the overall transport strategies.

Upgrading an unsealed road may not necessarily result in improved safety when substandard alignments exists. If not addressed through engineering design standards, this may result in higher velocity accidents.

Should grant funding opportunities be available through State and Federal Government initiatives, Council may apply for potential projects that have a reasonable chance of success.

Please note that upgrading of causeways, fords, culverts and bridges shall be treated under the Bridges and Culverts Policy.

Policy reference note:

“Council will not routinely program activities to upgrade existing roads, including changes to alignment (vertical and horizontal), upgrading of existing road safety treatments, changes to pavement width and drainage, and changes to creek crossings such as fords, causeways, culverts, bridges, or other crossing types.

Upgrades of this nature will only be undertaken through defined special purpose projects identified by resolution of Council within the Operational Plan subject to available funding such as Grant Funding.”

The placement of extra gravel (Gravel Resheeting) on Unsealed Roads

· “Most of the unsealed roads do not carry enough gravel sheeting and are not re-sheeted often enough.”

· “Roadside materials are just reconstituted over the existing surface. This is inadequate as the fine particles deteriorate very quickly making for some very dusty days.”

· “Maintaining with better quality of surface can help this situation.”

Council Response/

Comment:

The current level of Gravel Resheeting is consistent with the level of funding and resources available. Council is exploring other options, including the use of recycled crushed concrete to offset costs and resheet more of the network.

As noted earlier, of the 35 respondents through “Have Your Say”, 32 (91.4%) would like to see an increased Level of Service for unsealed roads. Though 27 (77.1%) of the respondents, were unwilling to pay for that increased Level of Service.

Policy reference note:

· Grading intervals and gravel re-sheeting as stated above is the Level of Service that Council can provide within current resourcing at time of policy adoption.

· The Level of Service will be reviewed where there is a significant change in network composition, condition and/or budget allocation.”

Increase maintenance on Unsealed Roads

· “All the locals here said they had never seen the road that bad in all their years of living here and a lot of people said it was the way they are grading it and that they should go back to the old way of grading that they used do, (prior to all this building the road up with clay and making deep trench gutters) because we had never experienced this volume of problems before.”

· “The frequency of grading of the major unsealed roads is too long.”

· “The road does not get looked after or graded as much as it should for the amount of traffic it gets”

· “The level of service has decreased significantly along our road. It is now only done once a year and roughly at that, not to mention how much more narrow it is.”

· “Maintenance not provided frequently enough.”

· “If it’s to remain unsealed then the grade regime should be increased from twice a year to three or four times a year.”

· ”The conditions of our unsealed roads are terrible and urgent attention is needed on all roads.”

Council Response/

Comment:

The current level of Grading and Gravel Resheeting is consistent with the level of funding and resources available. Council is exploring other options, including the use of recycled crushed concrete to offset costs and resheet more of the network. The current grading frequency and the number of crews does not change with this policy.

Policy reference note:

· Grading intervals and gravel re-sheeting as stated above is the Level of Service that Council can provide within current resourcing at time of policy adoption.

· The Level of Service will be reviewed where there is a significant change in network composition, condition and/or budget allocation.”

Fix the dust issues

· “With the INCREASED TRAFFIC now the dust is horrific for the few of us living close to the road. Very few vehicles go slow so we get the dust on our roof, in our gutters, in our water tanks and house”

· “My property borders Hannamvale Rd on one side and the amount of dirt and dust that flies over my property is staggering!”

· “I feel completely let down by the council management because there has been no assistance for us except for ……….. who tried a Dust supressor on a kilometre road once which did help the situation marginally.”

Council Response/

Comment:

Dust is an unfortunate and unwelcome by-product of living near or trafficking an Unsealed Road. Some remedial options that are available include bitumen sealing the road (see previous response), applying a dust suppressant products or the using watercarts. All options are cost prohibitive and would need to be applied across the entire network.

Part sealing roads adjacent to homes does lead to the creation of potholes at the new Sealed/Unsealed interface and increases the danger to motorists. It also results in lower productivity and an overall increased cost to the community.

Some dust suppressant products do provide some temporary relief however it is a cost impost that needs to be applied across the entire road network.

In pursing these options, it is highly likely that funding would be diverted from grading and gravel resheeting activities reducing the level of these services.

Fix Access Tracks

· “Small roads Iike the one at the end of Lady Nelson drive is creating issues with clubs and residents.”

· “Council is only maintaining to first property. The dedicated council road continues a further 400 metres and provide access not only the National Park but also my families property”

Council Response/

Comment:

Access Tracks generally service a very small number of properties and are typically located in remote areas. In many cases, the tracks are only used by the adjoining property owners and hold very little broader community benefit. In many areas it can be difficult to discern where the “public” track ends and the “private driveway” commences.

Access Tracks are typically unformed roads that follow the local contours of the land, and are not designed nor maintained to any standard. Council is committed to keeping these tracks 4WD accessible through this policy.

Upgrading Access Tracks to a Local Road through the placement of additional gravel and changes to road geometry has been treated in previous sections. Individual projects shall not be looked at in isolation without consideration given to the overall transport strategies and specific project funding.

Policy reference note:

Drop the speed limit

· “Speed limit unrealistic should be 70klm from start of Ballengarra Branston then 60 on gravel.”

Council Response/

Comment:

RMS is the Road Authority that controls speed limits. Speed limits are determined through Australian Standards specifications. Motorists are required to take care and drive to the conditions as the road might be dry and dusty, wet and slippery, or narrow with tight curves.

Apply for grant funding to upgrade Unsealed Roads

· “Council should apply for Grant funding each year to seal a percentage of local unsealed roads, particularly those where houses are very close to the road.”

Council Response/

Comment:

Council routinely applies for Grant funding when opportunities become available through various State and Federal Government initiatives. A recent example was the submission for sealing Maria River Rd under Fixing Country Roads with a submission for upgrading Bril Bril Rd currently under development.

Many successful State and Federal grants received by Council take into account the heavy vehicle usage (freight) or serious crash history at a particular location.

It takes considerable time and resources to complete these applications which should only be undertaken when there is a reasonable chance of success.

Consider Impacts of Heavy Traffic to Unsealed Roads

· “Draft needs to take into consideration the type of traffic on the road not just the volume.”

· “Council needs to take into account the size, weight and number of heavy vehicles using the unsealed roads in its classification criteria.”

· “After rain, the trucks and b-doubles destroy our road, and it often needs work out of sync with the system!!!!”

Council Response/

Comment:

Heavy vehicles are considered through factors such as traffic volumes, school bus routes and regional economic value that includes Forestry feeder roads like Bril Bril Rd or Ballengarra Bransdon Rd. These roads are typically represented on the 6 month grading programme due to the increased traffic volumes and higher rates of road deterioration that require earlier intervention.

Council performs traffic counts on a number of Major Roads, periodically at the interfaces of Sealed Roads. These traffic counters can determine the percentage of heavy vehicles. Traffic counters are ineffective on Unsealed Roads and provide limited value due to the considerable lower traffic volumes and the variable geometry of the road surface (rutting, potholes) can cause counter damage and produce unreliable data.

Policy reference note:

Council should provide a map of the Unsealed Road network

· “the current road classifications applied to the unsealed road network should be shown on a map/plan.”

· “reference to a map/plan which shows the unsealed road network to which this Policy applies should be included. ”

Council Response/

Comment:

This policy sets up the principles for managing the road network. The physical network may change from over time using these principles and the mapping updated accordingly.

Council is currently developing a mapping platform to eliminate any public confusion on the location of classified Unsealed Roads which will posted on the Council website.

Council currently has the list of Major and Local roads that are graded, the grading frequency and the expected grading “start date” on the PMHC website.

Internal consultation

Internal consultation was undertaken during the development of this policy with evidence provided by experienced field staff and technical information provided by Transport, Traffic, Operational and Senior Engineers. Work practices are based on the ARRB Unsealed Roads Manual 2009 which is a best practice guideline for managing Unsealed Roads.

Additional formatting and technical changes to the final policy were proposed and updated following the feedback received as part of the exhibition period.

Alterations to Original Draft Policy

Based on public and internal feedback, minor additions and alterations have been made and shown in bold and italics:

Major Roads

· Traffic count generally more than 100 vehicles/day.

· Generally through roads which connect to significant local community centres or destinations - Main traffic flow with many branches/feeder roads.

· The running surface is generally 6.5 – 8.0 metres wide (including shoulders) with two lanes for traffic.

· Road is formed and generally drained to Council standards.

· Significant rain events may cause temporary closure.

· Pavement material may be either imported gravel, local gravel, recycled materials suitable for road use, in-situ material or a combination of these.

· Roads typically have guideposts located adjacent to culverts and limited advisory signage

Local Roads

· Traffic count generally less than 100 vehicles/day.

· Generally through roads which distribute to a Major Road (unsealed) but can be no through roads - Limited flow with occasional branches/feeder roads including Access Tracks.

· The running surface is generally 3 – 6.5 metres wide (including shoulders) with one or two lanes for traffic.

· Road is formed and generally drained to Council standards

· Significant rain events may cause temporary closure.

· Pavement material may be either imported gravel, local gravel, recycled materials suitable for road use, in-situ material or a combination of these.

· Roads typically have guideposts located adjacent to culverts and limited or no advisory signage

Resource Allocation

Allocation of available resources across the entire unsealed road network will be reflective of the classification of the road, community safety, and risk, and include:

o scheduled grading program

o scheduled gravel re-sheeting program

o reactive maintenance to high risk issues identified during programmed works or by the public.

Upgrading of Existing Roads

Council will not routinely program activities to upgrade existing roads, including changes to alignment (vertical and horizontal), upgrading of existing road safety treatments, changes to pavement width and drainage, and changes to creek crossings such as fords, causeways, culverts, bridges, or other crossing types.

Installation of Cattle Grids and Public Gates

Council may consider applications from an adjoining owner(s) where there is no adverse effect upon current or potential road users or other adjoining properties.

Installation and maintenance of a cattle grid(s) or a public gate(s) is solely the responsibility of the benefiting land owner(s).

Council shall only consider applications for the erection of a Public Gate(s) on a Major or Local Road when applied for by the

last property owner at the end of a no through road. Council, at its sole discretion, may alter the road Classification and lower the Level of Service beyond the Public Gate subject to the consent conditions.

Legislative References include:

· Roads Act (1993)

· Local Government Act (1993)

· Civil Liability Act (2002)

· Work Health and Safety (Mines) Act (2013)

· Work Health and Safety (Mines) Regulation (2014)

· Work Health and Safety Act (2011)

· Work Health and Safety Regulation (2017)

· Environmental Planning and Assessment Act (1979)

· National Parks and Wildlife Act (1974)

· Biodiversity Conservation Act (2016)

· Fisheries Act (1994)

· State Environmental Planning Policy (SEPP) Infrastructure (2007)

· Road Transport Act (2013)

Options

Council has the option to review the DRAFT Unsealed Roads Policy to take into account the respondents requests for an improved Level of Service for Unsealed Roads. An increase or decrease in funding is unlikely to change the principles of this policy but will result in an improved or reduced Level of Service.

Planning & Policy Implications

There are no planning and policy implications in relation to this report. The DRAFT Policy, as written, represents current work practice. Future road, bridges and stormwater policies shall be developed which complement this proposed policy.

Upgrades shall be treated through the Regional Integrated Transport Strategy (RITS) and Urban Growth Management Strategy (UGMS) and grant funding opportunities.

Financial & Economic Implications

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

The proposed policy has been drafted to reflect the appropriate allocation of resources in line with the current allocations. If Council wishes to discuss alternate funding and resourcing arrangements for the maintenance of unsealed roads, then this can be completed as part of the upcoming 2019-2020 Operational Plan and budget discussions.

The cost of engaging ARRB to undertake the proposed review of unsealed road maintenance processes and practices will be funded through 2018-19 roads operational budgets, noting that at the time of writing this report, the cost to engage ARRB is unknown.

Attachments

1 View. Unsealed Roads Policy - Proposed - November 2018

2 View. Unsealed Roads Policy - Draft Only - August 2018

3 View. Unsealed Roads Policy - Draft Only - Community Engagement Report

4 View. Unsealed Roads Policy - Draft Only - Unsealed Road Grading - Your Questions Answered

5 View. Unsealed Roads Policy - Mayor's Weekly Message

6 View. Unsealed Roads Policy - Draft Only - Summary Report

7 View. Unsealed Roads Policy - Detailed Report - Have Your Say

8 View. Unsealed Roads Policy - Detailed Report - Other Forums

9 View. Unsealed Roads Policy - Detailed Report - Other Submissions

10 View. 2003 08 18 - Ordinary Council Meeting - Agenda and Minutes - The Hatch

11 View. 2003 09 08 - Ordinary Council Meeting - Agenda and Minutes - The Hatch

12 View. 2003 10 20 - Ordinary Council Meeting - Agenda and Minutes - The Hatch

AGENDA Ordinary Council

21/11/2018

Item: 12.05

Subject: Draft Port Macquarie-Hastings Development Control Plan 2013 - Highways Gateway Sites

Presented by: Strategy and Growth, Jeffery Sharp

Alignment with Delivery Program

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

RECOMMENDATION

That Council:

1. Endorse the Draft Port Macquarie-Hastings Development Control Plan 2013 - Highways Gateway Sites for public authority consultation and public exhibition together with the Port Macquarie Highway Service Centre Planning Proposal.

2. Note that prior to the public exhibition, the Draft Port Macquarie-Hastings Development Control Plan 2013 - Highways Gateway Sites will be updated to include details of vehicle ingress and egress, as noted in this report.

Executive Summary

This report seeks Council endorsement to publicly exhibit development controls for future development on the Highway Gateway sites, located on the western side of the Pacific Highway at the interchange of the Pacific and Oxley Highways.

The proposed controls are needed to help manage change in this area so that new development reflects the visual prominence of these sites at an important Gateway entry to Port Macquarie (to the east) and Wauchope (to the west). The intention is that development on these sites provides good urban design and visual amenity outcomes for the community, visitors and the travelling public.

The draft development controls have been informed by a visual impact assessment and urban design analysis completed by Envisage Consulting Pty Ltd for Council. This work has been undertaken following Council’s resolution in relation to a Highway Service Centre Planning Proposal on the southern Gateway site in May 2018.

The proposed amendment to the Port Macquarie-Hastings Development Control Plan (DCP) 2013 sets principles for the Gateway sites to guide urban design and visual amenity outcomes and includes provisions for setbacks, landscaping, materials and articulation, landform modification, signage and public art.

The aim of the proposed development controls is to provide clear guidance to developers and Council staff in the preparation and assessment of development applications in order to deliver good design and visual amenity outcomes for the Gateway sites.

Discussion

On 16 May 2018 Council considered a proposal to amend the Port Macquarie-Hastings Local Environmental Plan 2011 to permit a Highway Service Centre (HSC) on the south west corner of the Pacific and Oxley Highways. Points 7 & 8 of the resolution below relate directly to this report:

12.06 Planning Proposal: Proposed Highway Service Centre, 1179 Oxley Highway, Sancrox

Councillor Intemann declared a Pecuniary Interest in this matter and left the room and was out of sight during the Council's consideration, the time being 07:23pm.

Councillor Cusato left the meeting, the time being 07:23pm.

Councillor Cusato returned to the meeting, the time being 07:25pm.

Mr Michael Mowle, Hopkins Consultants, addressed Council in support of the recommendation.

RESOLVED: Alley/Cusato

That Council:

1. Prepare a Planning Proposal pursuant to section 3.33 of the Environmental Planning and Assessment Act 1979 for the amendment of the provisions of Port Macquarie-Hastings Local Environmental Plan 2011 to permit development of Lot 11 DP 1029846, 1179 Oxley Highway, Sancrox:

a) To permit development for the purpose of a Highway Service Centre, including ancillary hotel or motel accommodation for heavy vehicle drivers, and

b) to permit subdivision to excise the Highway Service Centre from the balance of the site, despite the minimum lot size provisions.

c) To permit subdivision, following construction of the Highway Service Centre, without being subject to the minimum lot size shown in the lot size map.

d) To retain a dwelling entitlement on the residue lot.

2. Forward the Planning Proposal to the NSW Department of Planning and Environment requesting a Gateway Determination pursuant to section 3.34 of the Environmental Planning and Assessment Act 1979, upon:

a) Satisfactory arrangements being demonstrated by the Applicant for a coordinated access point from the proposed highway service centre to the Oxley Highway, which can service the southern and northern gateway sites and Billabong Drive, and

b) Written advice being received from the Roads and Maritime Services that the proposed highway service centre can be safely and efficiently integrated into the Pacific and Oxley Highways, and

c) Satisfactory arrangements being in place for the connection of the site to reticulated sewer.

3. Request the General Manager facilitate a meeting between the Applicant, their traffic consultants and Roads and Maritime Services, to discuss the resolution of transport planning issues associated with the Planning Proposal, including the location and design of access from the Highway Service Centre to the Oxley Highway.

4. Request that the Secretary of the Department of Planning & Environment issue a Written Authorisation to Council to Exercise Delegation of the plan making functions under section 3.36 of the Act in respect of the Planning Proposal.

5. Delegate authority to the General Manager to prepare a planning proposal in accordance with this report and to make any minor amendments to the Planning Proposal as a result of the Section 3.34 Gateway Determination, prior to public exhibition of the proposal.

6. Undertake community consultation in accordance with the Gateway Determination.

7. Prepare a draft Development Control Plan, in respect to the land and the northern Gateway site, incorporating provisions described in this report accordance with clause 18 of the Environmental Planning and Assessment Regulation 2000.

8. Receive a further report providing details of proposed amendments to the Development Control Plan for approval prior to the Planning Proposal and draft Development Control Plan being exhibited concurrently.

9. Receive a report following the public exhibition period to demonstrate compliance with the Gateway Determination and to assess any submissions received.

carried: 8/0

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

Against: Nil

Deputy Mayor Intemann returned to the meeting, the time being 07:30pm.

The Port Macquarie-Hastings Urban Growth Management Strategy 2017-2036 identifies the proposed HSC site as one of two key Gateway sites to the Port Macquarie region. The other Gateway site is located on the adjacent north western corner. Together, these properties are known as the ‘Highway Gateway Sites’.

Due to the visual prominence and importance of these showcase sites to the Port Macquarie Hastings region, Council’s resolution (parts 7 & 8) required that a development control plan (DCP) be prepared for the Gateway sites and reported back to Council for endorsement prior to being placed on public exhibition with the HSC Planning Proposal.

To assist in the preparation of appropriate development controls, Council commissioned Envisage Consulting Pty Ltd to provide landscape architect/urban design advice to guide the form and visual presentation of future development on the Gateway sites.

The Port Macquarie-Hastings Gateway Development Guideline report by Envisage - Attachment 1, includes a visual analysis of the Gateway sites and identifies design principles, key viewpoints and recommended development controls aimed at achieving good design and visual amenity outcomes.

The draft site-specific DCP - Highway Gateway Sites - Attachment 2, has been informed by the Envisage work and includes a range of development controls relating to building setbacks, landscaping along the highway frontages, landform modifications, built form, signage and public art.

Key development controls proposed in the Envisage report include:

· Minimum 40m building setback from the Pacific Highway and 20m from the Oxley Highway, with allowance for reduced setbacks of 20m and 10m respectively, if it can be shown that the RMS can guarantee retention of the majority of large trees within the existing highway road reserves.

· Mixed canopy, mid-storey and understory landscape planting along the Pacific Highway frontage (15m wide) and Oxley Highway frontage (10m wide) for at least 75% of the length of the boundary.

· Terracing, tree planting and maximum gradient requirements for any batters and retaining walls.

· High-quality architectural design for buildings and structures including the roof form, building articulation, architectural features and presentation of façades.

· Signs not be visible above the dominant existing tree line from key viewpoints, or a maximum permitted height of 10m if the majority of trees within the highway road reserve are removed.

· Public art to be provided at 1% of the total cost of the development.

Proposed Highway Service Centre visual impact

The visual impact assessment now undertaken by Envisage on behalf of Council has raised concerns about the potential visual impact that the HSC proposal could have with large areas of hard stand truck parking visible at the major gateway entry to Port Macquarie and large-scale landform modification, with limited landscape treatment able to be provided to soften the appearance of development.

The current Development Application (DA) submitted for the HSC currently proposes significantly more truck parking spaces than anticipated in the NSW Roads and Maritime’s definition of a Highway Service Centre (i.e. approx. 50 additional truck parking spaces) resulting in large open hardstand areas.

The DA also proposes that the HSC, additional truck parking, truck wash and motel will be developed on a large consistent level pad (i.e. on one level), as shown in the plan from the proponent below.

It appears from the above plan that the proposal will involve substantial batters (approx. 26m vertical height), with little or no vegetation as the slopes may be needed for on-site effluent disposal prior to connection of the development to the reticulated sewerage network.

Council’s existing DCP has provisions (Clause 2.3.3.3) regarding landform modification. The aims include to minimise the extent of landform change and preserve the visual character of the landform. Proposals requiring changes to surface levels of more than 5m are required to demonstrate measures to compensate and minimise impacts.

The proposed draft DCP provisions for the gateway sites include additional provisions to avoid the use of a single, high earthern batter or retaining wall, and to require terracing and landscaping to help minimise visual impact.

Council staff have consulted with the proponent on this and other potential inconsistencies between the current HSC proposal and the draft DCP provisions recommended by Envisage.

The proponent has indicated some concern regarding the draft DCP provisions, including the proposed landform and landscape provisions as well as the draft provisions regarding signage and public art. Council staff offered to meet to discuss these provisions prior to community engagement, however, the proponent has indicated that they would prefer to review the draft DCP and that they would like it to proceed to exhibition as soon as possible. It is therefore proposed that further engagement take place during public exhibition of the draft DCP provisions in Attachment 2 of this report.

The draft DCP will be placed on public exhibition with the HSC Planning Proposal, which is currently awaiting an assessment of traffic modelling by NSW Roads and Maritime Services in consultation with Council’s Traffic Engineers.

The proponent has also offered to enter into a Planning Agreement with Council in relation to access and connection of the site to reticulated sewer in the medium to long term.

Following resolution of the highway access issue and preparation of a draft Planning Agreement, the Planning Proposal will be updated and public authority consultation and public exhibition of the Planning Proposal and draft DCP will occur. Prior to the exhibition, the draft DCP will also be updated to include details of vehicle ingress and egress arrangements.

Options

The following options are available to Council:

1. Continue to rely on existing planning controls to guide the visual amenity of future development on the Highway Gateway sites.

2. Require revisions to the draft DCP attached to this report.

3. Progress the draft DCP attached to this report to public exhibition and invite feedback.

Option 3 is the preferred option to facilitate community engagement in conjunction with the planning proposal.

Community Engagement & Internal Consultation

At the time of inception, Envisage held a workshop with Council staff from Economic Development, Community Place, Transport and Stormwater Network and Development and Environment. Consultation with staff of Council’s Development Assessment team has been ongoing throughout the preparation of the draft DCP.

Envisage has also held separate meetings with the proponent for the southern Gateway (ScottPDI) and planning consultant on behalf of the northern Gateway landowners to discuss aspirations for future development of the sites and to ascertain any issues of concern.

If endorsed, the draft DCP will be exhibited for a period of not less that 28-days in accordance with the Environmental Planning and Assessment Regulation 2000, together with the HSC Planning Proposal. The exhibition will provide landowners, developers and the community the opportunity to review and comment on the draft DCP.

Following the public exhibition, all written submissions will be reported to Council for consideration prior to a final decision being made.

Planning & Policy Implications

The Environmental Planning and Assessment Act 1979 provides that a Council may prepare a DCP for a locality or area. The purpose of a DCP is to supplement the provisions of the Local Environmental Plan and to provide guidance on intentions for development in that area.

If adopted, the site specific DCP will be included in Part 4 of the Port Macquarie-Hastings Development Control Plan 2013 and identified as one of the matters that must be considered under Section 4.15(1) of the Environmental Planning and Assessment Act 1979 in the assessment of DAs for the Gateway sites.

Financial & Economic Implications

The cost of the consultancy work to inform the draft DCP has been funded from the Strategic Land Use Planning operational budget. There will be costs associated with the public exhibition phase and if adopted, public notification of when the DCP comes into effect.

There are no economic implications from the recommended public exhibition of the draft DCP.

Attachments

1 View. Envisage Report - Gateway Sites DCP

2 View. Draft Development Control Plan - Highway Gateway Sites

AGENDA Ordinary Council

21/11/2018

Item: 12.07

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

Presented by: Strategy and Growth, Jeffery Sharp

Alignment with Delivery Program

4.5.1 Carry out strategic planning to manage population growth and provide for co-ordinated urban development.

- ff

RECOMMENDATION

That Council:

1. As a result of the consideration of submissions, amend the Planning Proposal as outlined in the report to extend the area of E2 Environmental Conservation zoned land in the southern part of the site to protect habitat for the Squirrel Glider.

2. Subject to approval under Item 1 above, take the necessary steps under Section 3.35 and 3.36 of the Environmental Planning and Assessment Act 1979 (the Act) to finalise Local Environmental Plan 2011 (Amendment No 25).

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

4. Notify all persons who lodged submissions and provide information of the meeting outcome.

Executive Summary

In May 2017 Council considered a report commencing a Planning Proposal to rezone land at Lot 14 DP 240042, Pioneer Street North Haven.

A proposal to change the zoning of the land to part residential, part rural and part environmental protection was placed on exhibition for 29 days from 1 August to 29 August 2018, consistent with the minimum required exhibition period conditioned in the Gateway determination.

This report considers the submissions received in response to the public exhibition of the Planning Proposal. Refer to Attachment 1 for the exhibited proposal.

The proposal rezones part Lot 14 DP 240042, Pioneer Street, North Haven from RU1 Primary Production to part R1 General Residential, part E2 Environmental Conservation and part RU1 Primary Production and associated amendments to the Height of Buildings, Floor Space Ratio and Minimum Lot Size maps.

Four submissions were received as a result of exhibiting this Planning Proposal. Two of these were from neighbouring landowners and two from government agencies.

The issues raised include flooding, stormwater and environmental impacts. All issues raised in the submissions have been addressed in the Community Engagement and Internal Consultation section of this report.

A key issue raised by the Office of Environment and Heritage (OEH) in their submission was in relation to the extent of the retention of “important squirrel glider habitat”. Neighbouring landowners also raised concerns for the protection of fauna and flora on the site, including maintaining habitat for the Squirrel Glider.

While the Planning Proposal identified the need to protect valuable areas of the site by applying an E2 Environmental Conservation zone to the majority of this area, OEH recommended that this zone apply to the full extent of the areas confirmed as being of High Environmental Value (HEV). The Planning Proposal, as exhibited, retained the RU1 Primary Production zone in the southern part of the site where some squirrel glider habitat is found.

After considering the submissions, it is recommended Council support an amendment to the Planning Proposal to extend the proposed E2 Environmental Conservation zone to the southern part of the site and then finalise this in accordance with section 3.36 of the Environmental Planning and Assessment Act 1979.

Background

A report to Council on 17 May 2017 recommended amending the provisions of Port Macquarie-Hastings Local Environmental Plan 2011 in respect to the subject site to change the zoning of the land to part residential, part rural and part environmental protection. The meeting minutes record:

RESOLVED: Levido/Dixon

That Council:

1. Prepare a Planning Proposal pursuant to Section 55 of the Environmental Planning and Assessment Act 1979 for the amendment of the provisions of Port Macquarie-Hastings Local Environmental Plan 2011 in respect to Lot 14 DP 240042, Pioneer Street North Haven to change the zoning of the land to part residential, part rural and part environmental protection, as described in this report.

2. Forward the Planning Proposal to the NSW Department of Planning and Environment requesting a gateway determination pursuant to section 56 of the Environmental Planning and Assessment Act 1979.

3. Request that the Secretary of the Department of Planning & Environment issue a Written Authorisation to Council to Exercise Delegation of the plan making functions under section 59 of the Act in respect of the Planning Proposal.

4. Delegate authority to the Director Strategy and Growth to make any minor amendments to the Planning proposal as a result of the section 56 Gateway Determination, prior to public exhibition of the proposal.

5. Undertake community consultation in accordance with the Gateway Determination.

6. Receive a report following the public exhibition period to demonstrate compliance with the Gateway Determination and to assess any submissions received.

CARRIED: 6/0

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

AGAINST: Nil

Following Council’s resolution in May 2017, a Planning Proposal was prepared and forwarded to the Department of Planning and Environment requesting a Gateway Determination. A Gateway Determination was issued on 4 October 2017 allowing the proposal to proceed to public exhibition subject to the following conditions:

a) A preliminary site contamination assessment;

b) An Aboriginal Cultural Heritage Assessment

These reports were prepared prior to consultation with public authorities and public exhibition.

The Gateway Determination also required that consultation with the following public authorities occur prior to exhibition:

· NSW Rural Fire Service (NSW RFS)

· Office of Environment and Heritage (OEH)

· Local Aboriginal Land Council (LALC)

Discussion

A key change to the Planning Proposal as prepared by Council, prior to forwarding to the Department of Planning and Environment (DPE), was an extension to the E2 Environmental Conservation zone in the southern part of the site to better reflect the area of the site which is identified as HEV (a key squirrel glider habitat). Figure 1 shows this alteration, which is generally consistent with the NatureCall study that was undertaken to identify the extent of the Squirrel Glider Habitat (excepting the retention of the RU1 Primary Production land in the south of the site).

Proposed zoning (as at Council meeting of 17 May 2017)	Proposed zoning (as at Gateway Determination of 4 October 2017 and as exhibited)

Figure. 1: Zoning plans

The proposed zoning (as at Gateway Determination of 4 October 2017 and as exhibited) included an extension of the E2 Environmental Conservation zone (compared to the proposed zoning as at Council meeting of 17 May 2017) to protect the area identified as being of HEV.

Despite this, in their submission of 3 September 2018, OEH raised continued concern for the HEV area along the southern boundary of the site remaining in a RU1 Primary Production zone, a zone that offers no protection for high value vegetation.

The approach to retain this section of the site in RU1 Primary Production zone was originally taken by Council to support the landowner in their existing rural business (palm tree nursery).

Subsequent to the OEH advice of 3 September 2018, the Applicant has agreed to extend the E2 Environmental Conservation zone to cover the HEV area along the southern boundary of the site, while retaining the RU1 Primary Production strip on the land not identified as being of HEV, consistent with the NatureCall study, which determined the extent of Squirrel Glider Habitat on the land. Figure 2 demonstrates the zone extent, as exhibited, against the OEH preferred zone extent. This is the revised extent being recommended for adoption by Council.

Zoning as exhibited	OEH preferred zoning recommended for adoption by Council

Figure. 2: Zoning plans (as exhibited and recommended for Council adoption)

Options

The Planning Proposal relates to rezoning land for residential, environmental and rural purposes as outlined in the Executive Summary.

Council’s options are:

1. To support the Planning Proposal as exhibited (with no changes) and resolve to make the Local Environmental Plan.

2. To make an amendment to the Planning Proposal to extend the proposed E2 Environmental Conservation zone in the southern part of the site (in accordance with advice from the Office of Environment and Heritage and the NatureCall study which determined the extent of Squirrel Glider Habitat) and resolve to finalise the Local Environmental Plan. This is a minor change to the Planning Proposal which will improve environmental outcomes for the site in terms of the protection of identified Squirrel Glider habitat. It is considered that this minor change does not require re-exhibition, and has the support of the proponent.

3. To make any other amendments to the Planning Proposal in its consideration of submissions during the public exhibition, or for any other reason. If Council decides to do this, it may be necessary for the Planning Proposal to be re-exhibited or an altered Gateway Determination to be obtained, depending on the nature of the proposed changes.

4. Not support the Planning Proposal.

It is recommended that Council approve Option 2, which extends the E2 Environmental Conservation zone; to protect the area at the southern boundary of the site which has been identified and confirmed as being of HEV as habitat for the Squirrel Glider.

Community Engagement & Internal Consultation

The proposal was placed on public exhibition for 29 days, between 1 August and 29 August 2018, consistent with the requirements of the Gateway Determination.

The proposal was publically exhibited at Council’s Port Macquarie and Laurieton offices and on Council’s HaveYourSay website. The Planning Proposal and supporting studies as exhibited can be viewed here:

https://haveyoursay.pmhc.nsw.gov.au/Rezoning-of-certain-land-at-Pioneer-Street-North-Haven

Affected and potentially affected landowners were also notified in writing of the proposed changes and invited to make a submission.

A total of four (4) submissions were received. The submissions raise a general theme around environmental protection. Over the four weeks of exhibition, the Strategic Land Use Planning team received one telephone call from a resident of a neighbouring or nearby property. The enquiry was primarily in relation to the perceived impact of this rezoning on their property from a flooding perspective.

Details of the submissions received are provided below:

Submission

Issue

S and T Melville

Land is in flood zone; any filled ground to accommodate development will impact on the subject land and the surrounding properties.

Seeking assurance that there will be no adverse effect on their property and neighbouring properties, predominantly regarding stormwater runoff.

Concerned about the impact to the fauna, particularly in relation to the impact of the rezoning on the Squirrel Glider and koala habitats.

Question whether the bushfire buffer zone will change on their property as a result of the rezoning.

Concerns in relation to overdevelopment and estates that are occurring in the Camden Haven Area and the added demand on infrastructure.

Response/

Comment:

The proposal has evolved over time to respond to the recommendations of the background studies and the advice provided by agencies. This proposal acknowledges the constraints of the site and has considered flooding, stormwater runoff, drainage, bushfire, fauna and flora as follows:

· Extended E2 Environmental Conservation zone (between the time of Council’s resolution and the Gateway determination) to better protect the Squirrel Glider habitat. Refer to the response in Submission 2 for further detail on the offset requirements for habitat loss. As a result of this consultation, planning staff recommend a further extension of the E2 Environmental Conservation zone in the south of the site to cover the HEV area.

· The compensatory measures for the removal of vegetation, including any koala food trees and hollow-bearing trees will be managed as part of any future Development Application (DA).

· A 27m Asset Protection Zone (APZ) within the R1 General Residential zone is being proposed to ensure that all bushfire mitigation measures can be undertaken without affecting the environmental lands. The bushfire mapping on the surrounding properties does not change as a result of this rezoning.

The study undertaken by Worley Parsons in 2016 in relation to flood risk concluded that the proposal to fill the site to an elevation of 2.23m AHD will have no impact on flood characteristics in major floods of the magnitude of the 5% and 1% AEP events, and will not lead to an increase in peak flood levels.

The assessment considered the impact of the proposed development on local flood characteristics as follows:

· The depth of filling will be no greater than 0.9 metres and will typically result in a finished land surface that is only 0.6 metres above both adjoining properties and the existing surface elevation of the Pioneer Street roadway.

· Floodwaters entering the site will typically do so from the west as backwater flooding from Stingray Creek. Filling of the land may only materially impact on flood levels across the area “upstream” from the filling. This area is owned by the Tate’s and therefore any potential increase in flood level would be restricted to land owned by the Proponent. Therefore, there is no potential for the filling to adversely impact adjoining property owners because any small localised flood level increases will be “absorbed” within the Tate’s own property.

· The eastern boundary of the land that is proposed for rezoning adjoins the Pioneer Street road reserve. The road reserve is considered to be “downstream” from or in the shadow of the proposed filling, given that floodwaters will enter the site from the west; i.e., that is, from Stingray Creek. Hence, there is no potential for a build-up of floodwaters against the fill platform along this boundary and therefore no potential for any localised increase in flood levels.

· The southern boundary of the land that is proposed for rezoning adjoins a privately owned property that contains an existing dwelling. As floodwaters enter this area traveling west to east they will typically follow the common boundary between the two properties. Hence there is no potential for a build-up of floodwaters along this common boundary and therefore no potential for any localised increase in flood levels on the property that adjoins the southern boundary.

A stormwater concept plan has been prepared on the basis that all runoff generated by the development and resulting dwellings will be disposed of and treated within the subject site, with no negative impact on the existing downstream public drainage infrastructure. The proposal includes:

· Each future lot draining to an on-site absorption trench/pit within the site. These systems are designed to infiltrate the runoff generated by the future dwelling developments into the ground. A geotechnical report was prepared (and formed part of the exhibition material) to demonstrate the feasibility of this approach. Detailed groundwater assessment and design will be required in support of any future DA.

· The widened road pavement in Pioneer Street adjacent to the future subdivision is proposed to be directed into the remnant land at the northern end of Pioneer Street. Natural absorption of this runoff is proposed, as supported by the geotechnical assessment. The actual sizing, location and orientation of this dispersal/absorption trench will be subject to detailed design at future DA stage.

· Construction of kerb and gutter along the Pioneer Street frontage of the site. To ensure there is no increase on stormwater discharge to the existing under-capacity public drainage system to the south, the proposed kerb and gutter construction includes a ‘high point’ adjacent to the common boundary of lots 1 and 2. This will ensure runoff from the widened pavement is directed to the proposed absorption system to the north, discussed in point 2 above. The kerb and gutter alignment and level will be subject to detailed design at DA stage. In particular, specific detail and survey will be required to demonstrate that the existing table drain to the south of the site can continue to (or be re-graded to enable) gravity drainage of surface runoff from the existing section of Pioneer Street to the south.

Future DA plans will address the above issues, to ensure that the subdivision can proceed with minimal impact on the existing stormwater drainage system in the locality.

Regarding concerns raised in relation to overdevelopment in the Camden Haven, and the added demand on infrastructure, it is acknowledged that Port-Macquarie Hastings is experiencing significant growth. The recently updated Urban Growth Management Strategy (UGMS) (2017-2036) provides a direction for this growth to ensure a coordinated approach, which considers future demand on and provision for infrastructure. The UGMS identifies an anticipated annual housing demand of 50 dwellings per year for the Camden Haven, which can be achieved in the developing urban and the identified future investigation areas. The majority of the area being proposed for R1 General Residential zoning sits within the Urban Growth Boundary. The small section that doesn’t has been addressed in the Planning Proposal using the Urban Growth Variation Principles.

N and V Goodyer

Questioning the impact of the rezoning on flooding, stormwater run-off, drainage, bushfire, traffic, fauna and flora.

Seeking assurance that there will be no impacts to local residents.

The flood risk on the land has a huge impact on the submitters’ insurance policies.

Ribbons were placed on the trees to identify those to be retained and those to be removed – these ribbons have been removed.

The approved dwelling is enough of a compromise on the land without affecting the land and environmental values.

Understand that the rezoning has been rejected before, seeking advice on what has changed since then.

Response/

Comment:

This rezoning provides for a possible additional six lots within an existing residential street. Subsequently, the traffic impacts of this rezoning are considered to be negligible.

The proposal has evolved over time to respond to the recommendations of the background studies and the advice provided by agencies. It is submitted that this proposal acknowledges the constraints of the site and has considered flooding, stormwater run-off, drainage, bushfire, fauna and flora as follows:

· An extensive E2 Environmental Conservation zone to protect the squirrel glider habitat. The compensatory measures for the removal of vegetation, including any koala feed trees and hollow-bearing trees will be managed as part of any future DA.

· A 27m APZ to ensure that all bushfire mitigation measures can be undertaken within the R1 General Residential zone.

· A stormwater concept plan, which demonstrates that the proposed allotments will provide sufficient area on site for infiltration of stormwater roof runoff. Further, the western side of Pioneer Street will be reconstructed to facilitate drainage from the new high point (adjacent proposed boundary of Lots 1 and 2) to the north, to a soak away/ tail out swale that will connect to the existing surface and encourage further infiltration. The remaining minor road catchment from the new high point will be directed to the existing table drain to the south, to allow the development of high point in kerb grading.

In relation to the ribbons on the trees having been removed:

Tree surveys were conducted as part of the background work for this proposal; all trees on the site have been recorded based on their type. This information can be found at Table 4 (p.21) and Figure 5 (p.22) of the Addendum Statutory Ecological Assessment. This addendum formed part of the exhibition material.

The site survey recorded and flagged a total of 19 primary food trees (as listed under Council’s DCP) on the site. An additional five food trees were recorded offsite to the north and east. Of these recordings, six trees occur within the development building envelopes and will require removal. The remainder occur within the Bushfire Asset Protection Zones (APZ’s) and will be subject to selective retention where possible.

In consideration of bushfire requirements, it is likely that a further three koala food trees will require removal in the APZ. The nine koala food trees likely to require removal are to be offset by planting 18 replacement koala food trees in existing gaps in the swamp forest habitat within the offset revegetation area identified on the site. The Ecological and Statutory Impact Assessment (Darkheart 2008) report (which formed part of the exhibition material) details requirements, responsibilities and schedules for tree planting works on the property.

The Port Macquarie-Hastings Council DCP (2013) states that the removal of Koala food tree species is to be replaced at a ratio of 2:1 on site or at a secure off site location. This requirement will be addressed as part of any future DA.

In relation to the comment on the rezoning having been rejected in the past – this proposal has not previously been rejected. Details of its history follow:

This proposal was initially lodged in mid-2007 and reported to a Council meeting. At that meeting, Council resolved to proceed with the rezoning.

In mid-2009, an agreement was reached between the applicant and Council to place the proposal on hold until the Camden Haven River Flood Model and Study was completed to allow more up-to-date Flood Impact Assessment to be undertaken.

The Camden Haven and Lakes System Flood Study was adopted in 2013 and on 20 August 2014 Council resolved to commence investigation for site specific Local Environmental Plan amendments for a number of sites, including the subject site.

Since 2014, Council has been working with the applicant to ensure that the necessary background investigations and studies have been prepared, having regard to the environmental constraints and values on the land. The exhibited documentation is a comprehensive set of studies, which planning staff consider demonstrate a balanced and achievable development/environmental outcome.

Office of Environment and Heritage (OEH)

In their submission, OEH acknowledge that most of the issues they raised in their letter dated 29 May 2018 have been clarified and resolved.

However, they do recommend that the southern area of the site being proposed to be retained as RU1 Primary Production, be rezoned E2 Environmental Conservation or E3 Environmental Management to cover the mapped squirrel glider habitat.

Response/

Comment:

The Applicant has agreed to extend the E2 Environmental Conservation zone to apply to the confirmed areas of HEV on the southern boundary of the site. This approach ensures that the remaining important squirrel glider habitat is preserved for future conservation.

Essential Energy

Essential Energy provide no comments on potential safety risk.

Some general comments made, relevant to the development application stage of the process.

Recommend that Essential Energy be consulted for further comment if the proposal changes.

Response/

Comment:

Noted.

All persons and State government agencies that provided a submission in response to the public exhibition have been notified in writing that this matter being reported to the 21 November 2018 Council meeting.

A full copy of the submissions has been made available to Councillors under separate cover.

Planning & Policy Implications

The proposal is consistent with the Port Macquarie-Hastings Urban Growth Management Strategy 2017-2036 as infill residential representing a minor amendment to the R1 General Residential zone in this location.

A small area proposed to be zoned R1 General Residential is outside the boundary of the Urban Growth Area adopted by the North Coast regional Plan 2036. As part of the Planning Proposal, an assessment of the variation was undertaken and demonstrates that this variation is minor and contiguous with the urban growth area.

Financial & Economic Implications

Rezoning fees have been paid by the proponent in accordance with Council’s Schedule of Fees and Charges.

Council’s Strategic Land Use Planning staff have prepared the Planning Proposal and reviewed supporting studies as standard practice and will complete the process for finalisation of the plan in accordance with section 3.36 of the Act following a decision by Council.

Attachments

1 View. Planning Proposal as exhibited

AGENDA Ordinary Council

21/11/2018

Item: 12.09

Subject: Airport Precinct Investigation Area - Site Selection for Proposed Business Park

Presented by: Development and Environment, Melissa Watkins

Alignment with Delivery Program

4.5.1 Carry out strategic planning to manage population growth and provide for co-ordinated urban development.

RECOMMENDATION

That Council:

1. Note the assessment in this report which confirms that the Council owned land within the Port Macquarie Airport Precinct Investigation Area, as shown in Attachment 15, is the most suitable land to supply 20.5 hectares of gross developable Business Park zoning in the Airport Precinct Investigation Area.

2. Receive a further report to the February 2019 Council meeting in respect of a Planning Proposal for the Council owned land as identified in 1 above.

3. Advise landowners within the Airport Precinct Investigation Area of the outcome of this decision.

Executive Summary

This report provides an assessment of a proposed rezoning of land known as the Airport Precinct Investigation Area which includes land adjoining the Port Macquarie Airport in Council ownership and other land in private ownership adjoining Boundary Street. Investigations for expansion of the existing Airport Business Park are listed as a key action in the Port Macquarie-Hastings Urban Growth Management Strategy 2011–2031.

In recognition that Council has a role as Airport operator, landowner and planning authority in this matter, Council’s Development and Environment Division commissioned Cardno (NSW/ACT) to independently review the planning process and prepare probity reports and recommendations in relation to the land use planning statutory process regarding the Airport Business Park Planning Proposal.

Key issues in assessing a proposed rezoning of the land include the capacity of existing road infrastructure to service an expanded Business Park at the Airport and the impact of the proposal on other business centres in the Local Government Area.

From a traffic and centres hierarchy perspective, it is considered that a maximum 50% of the investigation area (i.e. 20.5 ha) can be rezoned for Business Park uses until such time a secondary access to the Port Macquarie Airport becomes available and there is further economic expansion opportunities within the centres hierarchy.

Council’s Strategic Land Use Planning staff have developed planning criteria to assess the capability and suitably of land within the Airport Precinct Investigation Area to arrive at a conclusion as to where the 20.5 ha of Business Park land should be located. The assessment of the criteria indicates that the Council Airport property has a number of clear advantages that distinguish it from the other sites in the investigation area.

Consequently, it is recommended that the Council owned land within the Airport Precinct Investigation Area be confirmed as the most suitable land to supply 20.5 ha of gross developable Business Park zoning in the Airport Precinct.

If the recommended approach is adopted by Council, the next step is to undertake more detailed consultation regarding configuration of zones and content of Local Environmental Plan changes (Planning Proposal) based generally on the concept submitted for Council by King and Campbell (at Attachment 15). A further report is proposed to be presented to Council in February 2019, subject to the outcomes of that consultation.

In general terms, subject to further consultation in relation to zone boundaries, it is expected that the Planning Proposal would result in a reconfiguration of the existing B7 Business Park and SP2 Infrastructure - Air transport facility zones on the Council land.

Based on the concept prepared for Council by King and Campbell, this should result in:

- An increase in the amount of undeveloped B7 Business Park zone from 13.3ha at present to 20.5ha

- A shift in the location of the B7 Business Park zone further away from Airport operations, and

- A change in zone to SP2 Infrastructure - Air transport facility for areas nearer the Airport which will permit uses that are ordinarily ancillary and incidental to Airport operations.

Land Ownership/Proponents

There are four landowners in the Airport Precinct Investigation Area, as follows:

· Port Macquarie-Hastings Council

· JW Missen, Kingswood Estates Pty Ltd and FL & LE Wilkins

· BW & KE Gilson

· KD Ireland.

As discussed in this report, two of these landowners, Port Macquarie-Hastings Council and JW Missen, Kingswood Estates Pty Ltd and FL & LE Wilkins, are seeking a rezoning of their properties for Business Park purposes.

Discussion

This report is presented in four parts:

· Part 1: Background

· Part 2: Key issues

· Part 3: Planning criteria

· Part 4: Conclusions and options

The report has been prepared by Council’s Development and Environment (D&E) Division with input from Council’s Transport and Stormwater Network (T&SN), Water and Sewer, and Environment sections, noting that Council’s Airport is a landowner and stakeholder in the process. The roles and responsibilities of Council in this process are as follows:

· Elected Council - consider D&E assessment and determine the most suitable land for a proposed Business Park zoning within the Airport Precinct Investigation Area

· PMHC Airport – landowner and proponent seeking a land rezoning

· D&E - assess and make recommendations on rezoning

· T&SN – traffic assessment and advice

· Water & sewer – water and sewer assessment and advice

· Environment – flooding and biodiversity assessment and advice.

An organisational restructure of Council came into effect on 1 May 2017 which included the transfer of the Strategic Land Use Planning function from the Development and Environment Division to the new Strategy and Growth Division. The Strategic Planning team is responsible for Council’s strategic land use planning responsibilities associated with the Airport Business Park Planning Proposal.

In addition to Strategic Land Use Planning, the new Strategy and Growth Division includes Council’s Economic Development, Community and Place, and Assets functions. The Assets section has responsibility for Council’s land in the Airport Precinct Investigation Area, as an asset.

To avoid any real or perceived conflict of interest, the Strategic Land Use Planning team has continued to report to Council’s Director of Development and Environment and will continue to do so in relation to the Planning Proposal for the Airport precinct, as was the case prior to the restructure.

PART 1: BACKGROUND

The Port Macquarie Airport is owned and operated by Port Macquarie-Hastings Council. The existing operations include a small number of airport related businesses in a B7 Business Park zone, which adjoins the Airport fronting Boundary Street. Council’s Corporate Performance Division manages/operates the Airport.

In 2006, Council commissioned the preparation of an Industrial Land Strategy for the Port Macquarie-Hastings local government area by AEC Group. An investigation area was identified at the Airport in the Port Macquarie-Hastings Industrial Land Strategy 2007 (ILS). The aim being to provide a “large dedicated site close to the urban area of Port Macquarie to accommodate future local services growth, accommodate any transferred demand from the rezoning of industrial areas to commercial, and to accommodate emerging business technology park style development.”

The investigation area included land in Council ownership and other land in private ownership adjoining Boundary Street. In February 2006 Luke and Company consultants lodged an application on behalf of one of the private landowners (Missen), seeking a rezoning for industrial purposes. Assessment of the application was deferred pending completion of the ILS.

Following adoption of the ILS, Council resolved in August 2007 to prepare a draft local environmental plan to initiate a rezoning of the Airport Precinct Investigation Area for industrial purposes and to prepare a Structure Plan for the existing zoned 4(t) Industrial Technology land adjacent to the Airport (now zoned B7 Business Park).

Following notification of the proposal, the former Department of Planning advised on 11 November 2007 that whilst there was in principle support for additional industrial/business technology development at the Airport, a rezoning was premature as Council’s review of the Airport Master Plan was incomplete. Also the Department questioned the need for additional industrial land having regard to the stock of existing, undeveloped Zone 4(t) land in the locality. Consequently, a rezoning was not able to be progressed.

Council proceeded with the preparation of a Masterplan for the Airport between 2008 and 2010. Council also commissioned reports by HillPDA in relation to retail and industrial supply and demand in 2010 as a precursor to the preparation of the Port Macquarie-Hastings Urban Growth Management Strategy. HillPDA identified the Airport Precinct Investigation Area as a major new site for business technology and local services growth.

The investigation area was subsequently included in the Mid North Coast Regional Strategy 2009 and in the Port Macquarie-Hastings Urban Growth Management Strategy 2011 (UGMS). The Regional Strategy highlighted the precinct as a regional priority for more detailed investigations, as discussed in this report. The UGMS identified the key issues to be addressed during planning investigations for rezoning and proposed the preparation of a Structure Plan for the investigation area.

In 2011 Council’s D&E Division commenced the preparation of a Structure Plan in consultation with the affected landowners. The investigations included an ecological report by Biolink Pty Ltd and internal consultation with Council infrastructure managers and staff.

A Discussion Paper was prepared in 2012 by D&E that provided a summary of the key planning issues and identified a number of issues requiring more detailed investigation. In 2013 preliminary geotechnical investigations were undertaken for part of the investigation area to determine likely landfill requirements. This related to the flood prone parts of the investigation area and in particular to the privately owned land in the north.

In 2014, investigations were put on hold pending a review of the Port Macquarie Airport Master Plan and preliminary investigation into the feasibility of a north-south secondary road link to the Airport, between Hastings River Drive and the Oxley Highway. The Airport Master Plan relates principally to Airport operations and includes consideration of new Civil Aviation Safety Authority (CASA) Obstacle Limitations Surface (OLS) requirements.

In May 2015, landowners in the investigation area were asked whether they wished to proceed with the preparation of a Planning Proposal for their land. Two parties (PMHC Airport & Missen) expressed an interest and indicated that they would commence more detailed investigations to support a rezoning. Council’s D&E Division retained responsibility for the preparation of a Planning Proposal for the Airport Business Park Investigation Area.

In recognition that Council has a role as Airport operator, landowner and planning authority in this matter, Council D&E engaged Cardno (NSW/ACT) to independently review the planning process and prepare probity reports and recommendations in relation to the land use planning statutory processes for the preparation of a Planning Proposal in relation to the proposed Airport Business Park.

A preliminary probity report at Attachment 1 and as discussed in more detail under ‘Planning & Policy Implications’, addresses whether there are any probity issues of concern in the process leading up to and including this report to Council. A final probity report will be provided to Council after any exhibition of a Planning Proposal, to address whether there are any probity issues of concern in the exhibition and review process and in relation to the final recommendations to Council.

PMHC Airport engaged King and Campbell Pty Ltd to co-ordinate the investigations for Council’s land. Detailed investigations have included the preparation of a Biodiversity Certification (BioCertification) Assessment and Strategy for Council owned land around the Airport.

The BioCertification Assessment and Strategy, which was approved by the NSW Minister for the Environment on 7 September 2018, includes allowance for expansion of the existing Airport Business Park over Council’s land, should this be the outcome of a Planning Proposal. The BioCertification process aims to provide an option for larger-scale development and biodiversity conservation offset (i.e. at a more strategic level). In this case, the BioCertification has been applied to all of Council’s Airport and nearby Thrumster lands. This means that Council is able to submit an application for development and conservation outcomes, provided they are consistent with the approved BioCertification Strategy.

As detailed in D&E’s report to the 10 August 2016 Ordinary Council Meeting, six (6) submissions were received to the public exhibition of the BioCertification Assessment and Strategy. Two of these, from John Jeayes and GEM Planning Projects, raised concerns about the BioCertification process and also foreshadowed planning process and probity issues. A copy of these submissions is included here as Attachment 2 and the key issues raised with respect to the Business Park proposal, are addressed in this report.

King and Campbell for PMHC Airport, has also commissioned traffic modelling, sewer, water and stormwater concept proposals, a geotechnical assessment and an Aboriginal heritage assessment to inform the preparation of a Planning Proposal for Council’s land.

Land Dynamics has been engaged to coordinate detailed investigations for the Missen property. Staff from Council D&E, T&SN, Water and Sewer and Environment met with Land Dynamics in August 2015, February 2016 and May 2016 regarding the key issues for the preparation of a Planning Proposal for the Airport Precinct Investigation Area. A threatened species assessment in relation to the Wallum Froglet has been submitted for the Missen property, in addition to a concept plan showing sewer, water and stormwater servicing for the site.

Council D&E engaged HillPDA in August 2016 to provide advice regarding the relationship between the proposed expansion of the Airport Business Park and the existing hierarchy of business centres in the Port Macquarie-Hastings Local Government Area (LGA). That report has been reviewed by landowners in the Airport precinct and Council D&E has sought further clarification from HillPDA, as discussed in this report.

The conclusions and recommendations in this report are based on the combined information and consultations since 2007, as summarised above.

The Airport Precinct investigation area

The Airport Precinct investigation area includes the existing B7 Business Park zone and adjoining Council land to the south and east and privately owned land to the north, generally having frontage to Boundary Street. The extent of the investigation area is shown in Figure 1.

Figure 1: Airport Precinct Investigation Area

Existing precinct land uses include:

- General aviation facilities comprising two u-shaped cul-de-sac aprons which provide access to adjacent aircraft hangar facilities. The hangars are used for aircraft associated with both business and recreational activities.

- Newman Senior Technical College located on a 3.8 ha site with frontage to Boundary Street. The college is a senior secondary school (students in Years 11 & 12) that provides vocational education and training.

- A dwelling adjoining Newman College to the north.

- Former crayfish farm located on a 4 ha private property on the eastern side of Boundary Street. The crayfish farm no longer operates, however the site has been developed for a series of elongated freshwater ponds that cover the majority of the land. This property also contains a dwelling.

The Airport Precinct Investigation Area incorporates a range of zones under the Port Macquarie-Hastings Local Environmental Plan 2011, as follows:

- B7 Business Park over the existing General Aviation Facilities, Newman Senior Technical College and other Council-owned land in Boundary Street

- SP2 Infrastructure Air transport facility over Council land to the north and south of the B7 land

- RU1 Primary Production over the existing dwellings and vacant rural land in Boundary Street, and

- E2 Environmental Conservation over the remainder of the investigation area.

The distribution of existing land use zones is shown in Figure 2.

Figure 2: Existing Land Use Zoning

Strategic Land Use Planning Context

North Coast Regional Plan 2036

The Regional Plan identifies the Port Macquarie Airport as one of five busiest airports in regional NSW and maps the Airport precinct as an investigation area for employment lands, adjoining the part of Council’s land that is already zoned B7 Business Park.

In planning for economic growth around airports, the Regional Plan recommends that Councils consider new infrastructure needs and introduce planning controls that encourage clusters of related activity (Action 6.1). Also recommended is the need to promote new job opportunities that complement existing employment nodes around airport precincts, and to deliver infrastructure and coordinate the most appropriate staging and sequencing of development (Action 7.1).

Recognised as important gateways for business, tourism and personal travel, as well as high-value freight, Action 10.1 of the Plan requires the delivery of Airport precinct plans for Ballina-Byron, Lismore, Coffs Harbour and Port Macquarie that capitalise on opportunities to diversity and maximise the potential of value-adding industries close to Airports.

Port Macquarie-Hastings Urban Growth Management Strategy 2011-2031

The 2011-2031 UGMS has been used as a key strategic document in determining priorities in consultation with landowners as described in this report.

The rationale for retail and business development in the UGMS is based on the Department of Planning and Environment’s Settlement Planning Guidelines 2007 for the North Coast, as applicable to the Port Macquarie-Hastings area. The key principles are summarised below:

- To provide a wide range of quality shopping opportunities and commercial experiences for consumers in a hierarchy of viable retail centres consistent in scale with existing towns and villages and centrally located within each community.

- To provide for further growth in retail and commercial space to meet growth demand generated by population and household growth.

- To protect and enhance the integrity and function of existing centres, and to improve the amenity and vitality of centres as focal points for the Port Macquarie-Hastings community.

- To integrate planning for commercial uses within transport, public domain and infrastructure opportunities.

- Fragmentation and out-of-centre retailing should be resisted unless compelling reasons exist in order to maintain the healthy retail and service functioning of particular centres in the region.

- To identify opportunities for bulky goods style retailing in accessible locations in or near commercial centres and restrict this form of retailing in industrial zones.

The UGMS identifies the Airport Precinct for investigation to provide for service industry and business park industrial uses, in accordance with the 2007 Port Macquarie-Hastings Industrial Strategy and for a range of aviation related uses. The Strategy recommends that these investigations consider links and opportunities associated with the expected future operations of the Airport.

The aim is to reinforce the Airport Precinct as a significant gateway to Port Macquarie and to ensure that future development is compatible with further Airport operations, including height, lighting and other potential impacts.

Port Macquarie-Hastings Urban Growth Management Strategy 2017-2036

The UGMS 2017-2036 was adopted by Council on 20 June 2018. The Strategy is not yet endorsed by the NSW Department of Planning and Environment. Essentially it maintains the same principles as the 2011-2031 UGMS.

Port Macquarie Airport Master Plan 2010 & Addendum Report 2013

The Port Macquarie Airport is owned and operated by Port Macquarie-Hastings Council and is the fifth largest regional airport in NSW (by passengers) with approximately 230,000 passenger movements per annum. A doubling of passenger numbers is forecast to approximately 450,000 passengers per annum by 2030.

The Port Macquarie Airport Master Plan 2010 and Port Macquarie Airport Master Plan Addendum Report 2013 (i.e. Airport Master Plan) sets out a 20-year vision for the Airport and provides the framework and strategic direction to guide the future development to underpin the region’s economic development and tourism potential.

Priority objectives are:

- To provide adequate infrastructure and facilities to meet forecast demand for future regular public transport airline operations, and

- To provide opportunity for commercial property development to promote employment opportunities, facilitate economic development, and support the long-term financial viability and sustainability of the Airport business.

The Master Plan identifies areas required for the ongoing operation and development of the Airport consistent with aviation demand forecasts and compliance with CASA requirements for full Code 4C aerodrome standards. This includes widening the runway and associated OLS from 150 to 300 metres (m) and the extension and/or relocation of critical aviation-related infrastructure and facilities, subject to detailed investigation and planning approval.

The Master Plan also identifies potential areas to the north and east of the existing Airport facilities for non-aviation uses, including a proposed Business Park and Airport related accommodation/hotel development, subject to detailed investigation and rezoning.

The Airport Master Plan concept for the potential long-term development of the Airport lands is at Attachment 3.

PART 2: KEY ISSUES

Having considered the background to the Airport Business Park investigations, the following part of this report looks at the key issues to be addressed in any Planning Proposal to rezone additional land for Business use. These issues need to be addressed by Council to comply with State planning legislation and Council’s strategic planning policy position, as described in the UGMS.

The key issues are:

A. the Centres Hierarchy in the Port Macquarie-Hastings LGA and amount of zoned land

B. the capacity of existing road infrastructure

C. secondary access options to the Airport.

These issues are discussed below.

A. Centres Hierarchy in the Port Macquarie-Hastings LGA

Council’s adopted centres hierarchy, as outlined in Table 1 below, assists in understanding the functions of the commercial centres in the Port Macquarie-Hastings LGA and the relationship between the centres.

Table 1: Port Macquarie-Hastings Centres Hierarchy

Classification	Centres	Characteristics
Port Macquarie CBD	Town Centre Settlement City Gordon Street	The principle centre in the LGA and broader region for business services, administrative services and government functions.
Town Centres	Wauchope Laurieton	Plays a significant role in providing commercial services to residents in the LGA.
Large Villages	Lakewood Lake Innes Lake Cathie Lighthouse Plaza Bonny Hills* Thrumster*	Typically provides a small range of services to meet the daily and occasionally, weekly needs of the local catchment.
Small Villages	North Haven Kew Kendall Lighthouse Beach Flynn’s Beach Waniora Parkway Bonny Hills Clifton	Generally provides only day-to-day, or occasionally weekly needs to service a small catchment.

* Future Centre.

The centres hierarchy is important because it has a major influence on guiding public and private investment in the LGA and it helps to protect the integrity and viability of existing centres. The relationship between the Airport Business Park and other centres is primarily related to opportunities for new office space because the B7 zone does not permit retail premises.

In order to assess the appropriate level of opportunity for office space at the Airport, Council D&E commissioned HillPDA consultants to provide advice regarding the relationship between the proposed expansion of the Airport Business Park and the existing hierarchy of business centres in the Port Macquarie-Hastings LGA. As noted in the Background section of this report, this included consideration of a submission from GEM Planning consultants for Sovereign Hills, received as part of the Biodiversity Certification exhibition.

The submission suggested that Council has a vested interest in applying for BioCertification of the Airport and Thrumster lands and in particular, raised concerns about the extent of Council’s ownership, the lack of land use planning controls applying to the existing B7 Business Park area compared to other business areas in the LGA, and the potential impact of the proposed Business Park expansion on other commercial centres.

As part of the brief, HillPDA were also asked to consider zone options for the Airport precinct. The B7 Business Park zone provides for a variety of light industrial uses, including high technology industries and also encourages development of strategically located out-of-centre sites through the permissibility of office premises.

Based on an assessment of employment trends and population forecasts, HillPDA modelled low and medium growth scenarios to project business park office space demand and land requirements for the Port Macquarie-Hastings LGA to 2036.

Consideration was also given to three of the six business zones in the Port Macquarie-Hastings Local Environmental Plan 2011 (i.e. B4 Mixed Use, B5 Business Development & B7 Business Park) to assess the most appropriate zoning to apply to the Airport Precinct Investigation Area.

HillPDA noted that recent demand for office floor space in the Port Macquarie-Hastings LGA has been low. The majority of this demand has been associated with the medical sector around the Port Macquarie Base and the Private Hospitals. Other demand has mostly been for smaller office premises in the Port Macquarie CBD. Nationally, there is a trend towards office-based activities in Business Parks and towards clustering/agglomeration of like businesses, such as freight distribution through regional Airports.

HillPDA’s assessment (at Attachments 4 & 6) has included a review of a report prepared by Gillespie Economics on behalf of PMHC Airport (at Attachment 5).

In summary, the following key points and conclusions have been made by HillPDA in relation to the Airport precinct:

· Overall, the demand for stand-alone office floor space in the Port Macquarie-Hastings LGA to 2036 is projected to be between approximately 61,000 sqm to 85,000 sqm. A significant component of this floor space provision will be in the CBD areas of Port Macquarie, Wauchope, Laurieton and Thrumster.

· Assuming CBD capture rates of 80%, this additional demand translates into approximately 3 ha and 4.2 ha of absolute net developable land being required for out-of-centre Business Park style office space. A lower capture rate in the commercial centres of 60% would result in a demand for up to 8.5 ha of land being required for Business Park office space.

The Gillespie Economics review for PMHC Airport was critical of the HillPDA assessment in that it did not make an adjustment to the ‘business as usual’ forecast for commercial office space and industrial land demand, having regard to the significant level of investment at the Airport from all levels of government. The review suggests that Airport investment will drive inward investment and relocation of businesses could be informed by consideration of other upgraded regional Airports and their surrounding developments.

HillPDA note that there are always examples where the introduction of a ‘base’ industry can stimulate jobs and economic growth either temporarily or in the long-term (e.g. a new mine). However, Airports are not really a ‘base’ industry but transport infrastructure, required to support other industries.

HillPDA has suggested two different options for Council’s consideration:

· Option 1 is to rezone 10 hectares net developable land (i.e. 15 ha gross) for Business Park uses at the Airport precinct, noting that the disadvantage with this option is that it restricts the scenario of a significant rapid development of the precinct unless there is rezoning of further land.

· Option 2 is to rezone up to 20 hectares gross developable land for Business Park uses. The advantage of this option is that it provides economies of scale up to the capacity of the current road network.

HillPDA have recommended option 2, noting that this option is unlikely to threaten the viability of the centres hierarchy because as identified in the 2016 HillPDA assessment, the only ‘white collar’ industry in the LGA to have shown significant interest in commercial space over the past decade or two has been health. This industry, as well as several others (such as real estate services, etc.) is population based and would therefore express a stronger interest in the Port Macquarie CBD, other commercial centres and the hospital precinct, rather than the Airport.

Recognising that achieving a perfect forecast for employment lands is increasingly difficult the longer the planning horizon, it is preferable to err on the side of extra supply for Business Park uses in the Airport precinct to ensure that the local economy can respond rapidly to new and emerging opportunities, where required.

Option 2 from the HillPDA report quotes 20 ha, however as shown on p4 of the report that option is in fact based on the capacity of the road network which is 20.5 ha. On this basis Council D&E has assumed that option 2 is up to 20.5 ha.

Therefore, from a centres hierarchy perspective, the maximum amount of B7 Business Park land that can be recommended in the expanded Airport Business Park is 20.5 ha gross developable land. In Part 3 of this report, the most appropriate location for this 20.5 ha is considered in more detail.

B. Road infrastructure

PMHC Airport through King and Campbell, commissioned the preparation of a Traffic Engineering Report by TPS Group to address traffic planning for an expanded Business Park at the Airport Precinct. In the absence of any certainty regarding a future alternative road access, Council D&E and T&SN has assumed, for the purpose of transport planning, that all access to the Airport and proposed Business Park precinct will be via Boundary Street.

An initial TPS Group report (Dec 2015) at Attachment 7, was prepared based on assumptions by TPS Group regarding land use types, density and traffic generation. The report modelled traffic generation for existing development and growth of the Airport and other development on Boundary Street, plus growth of the proposed Business Park precinct at various stages of completion (i.e. 30%, 50%, 70% & 100%). A number of design options were presented for upgrade of the Hastings River Drive and Boundary Street intersection, with conclusions by TPS Group for each, based on projected traffic volumes to 2030.

Council T&SN reviewed the TPS Group report (review at Attachment 8) and in summary, advised that:

· The larger upgrade options for the Hastings River Drive/Boundary Street intersection are unrealistic. There are limits on the potential to expand the size of the intersection given existing land uses and having regard to the capacity of the adjoining road network. For e.g. even a minor upgrade would involve significant land acquisition of adjoining properties.

· Minor upgrades of the intersection, although costly, are realistic and suitable for accommodating increased traffic in the precinct, and

· A secondary access to the Airport cannot be seen as a given.

T&SN prepared an intersection layout considered to be indicative of the maximum size feasible for the Hastings River Drive/Boundary Street intersection. The indicative layout was based on compatibility with the adjoining road network and the maximum level of land acquisition likely to be acceptable to the community.

It was suggested to TPS Group that they “reverse engineer” their modelling based on the indicative design to determine the future capacity of the intersection with more certainty and from that, estimate the amount of land that could be realistically developed for Business Park development in the Airport precinct.

A revised TPS Group report (June 2016) at Attachment 9, modelled traffic generation assuming a hypothetical Business Park mix of uses across the precinct. TPS Group concluded that the intersection would be capable of providing for approximately 75% of the overall Business Park development in 2030, or approximately an additional 15,000 vehicles per day (vpd). It was also concluded that the intersection would be capable of providing for all Business Park development traffic in 2030, i.e. 20,000 vpd, if the left turn lane in the east approach were extended from 35m to 60m.

Traffic modelling is highly sensitive to input assumptions, particularly in peak periods on congested networks. Therefore, when the road network is operating at or near capacity, a minor change in modelling input parameters can have a significant impact on model outputs. Council’s T&SN section review of the revised TPS Group report (review at Attachment 10) identified that several of the agreed input values/modelling parameters provided by T&SN had been adjusted and that this resulted in a cumulative effect on the modelling outcomes. T&SN found that the TPS Group 100% and 75% land use scenarios still did not meet all of Council’s normal Level of Service and Degree of Saturation targets. These are commonly used parameters to assess the operating performance of a road network.

T&SN have recommended from a traffic perspective that a maximum of 50% of the Business Park investigation area be rezoned until such time a secondary access to the Port Macquarie Airport becomes available. This proportion equates to 20.5 ha of gross developable area.

In response to T&SN’s recommendation PMHC Airport has submitted a peer review of both the TPS Group report (June 2016) and the review of that report by Council T&SN (Sep 2016). A copy of the resulting SLR Consulting Australia Pty Ltd report is at Attachment 11. In brief, SLR support the assumptions used by TPS Group in the Sidra modelling and agree with the conclusion that the full Business Park development can be catered for at 2030 with the modified lane arrangement for the Hastings River Drive/Boundary Street intersection, as outlined in the TPS Group report.

T&SN reviewed the SLR report (see review at Attachment 12) and advised that no new information has been presented that would provide adequate justification to alter T&SN’s prior advice.

It is therefore assumed for the purpose of this report that up to 20.5 ha of gross developable B7 land can be accommodated through an upgraded intersection at Hastings River Drive and Boundary Street.

C. Secondary access options

Council T&SN is currently investigating secondary access options to provide flood free access to the Airport. At this stage there is no certainty that a secondary access will be feasible and therefore, Council D&E is not able to demonstrate for the purpose of a Planning Proposal that there is adequate public infrastructure for more than 20.5 ha of gross developable Zone B7 land.

King and Campbell for PMHC Airport argue that in order to maximise the potential for affordable employment land it is important that infrastructure is planned and implemented for the full footprint of the proposed Airport Business Park expansion (i.e. up to 41ha). They argue that a partial zoning will not provide the certainty required to implement the long term infrastructure planning, including future road links to/from the Airport and that there are sound planning, infrastructure and economic development grounds to include the full footprint of the Business Park precinct in a Planning Proposal.

King and Campbell propose that a legal mechanism be established, in conjunction with a Planning Proposal and the preparation of Section 94 and Section 64 Contributions Plans under the Environmental Planning and Assessment Act 1979 and Local Government Act 1993 respectively, to rezone the full footprint of the Airport Precinct Investigation Area. They consider that this will provide Council with the ability to stage the release of land in the precinct for future development and propose that the terms of the legal mechanism, including the associated timeframes for the staging of development, be negotiated between the relevant parties.

King and Campbell suggest that this is a similar approach to that applied by Council to rezone the Warlters Street Schools site to B3 Commercial Core in 2010. In that instance, the planning agreement entered into between Council and the Catholic Church restricted development of the B3 land to agreed timeframes which had been determined in an economic impact assessment report.

There are no examples in Council’s planning for growth in the past 10 years in which land has been zoned where essential infrastructure needs may not be able to be met. In the cited case of the Warlters Street land, the planning agreement related to the timing of development based on forecast land demand and nothing else. All other infrastructure was able to be provided.

The potential economic importance of the Airport Business Park is acknowledged in accordance with local and regional strategic planning. However, in this case, the Hastings River Drive/Boundary Street intersection has absolute limits as the only access point to the proposed Business Park expansion and there is currently no clear evidence that alternative access arrangements can be physically provided in the future, including a secondary road link.

The proposed use of a legal mechanism to stage land release is therefore not appropriate as it does not guarantee that a secondary road link can be provided to the Oxley Highway. It is not appropriate to zone land that may not be able to be serviced with road infrastructure until satisfactory arrangements for that infrastructure are in place.

On this basis, the maximum amount of B7 Business Park land that can be recommended is 20.5 ha gross developable land, based on the traffic assessment discussed in Part 2B above.

PART 3: PLANNING CRITERIA

Based on the assessment of key issues in Part 2, it is considered that Council can support an expansion of the Airport Business Park up to 20.5 ha. The question is: Where should this 20.5 ha of B7 land be located?

To assist in determining the relative merit of land in the Investigation Area for rezoning, five planning criteria have been applied to evaluate the potential Business Park sites within the Airport Precinct, as follows:

1. Existing planning provisions applying to the land and the relationship to future Airport operations

2. Capacity to limit or address potential environmental constraints

3. Co-ordination with other land in the Precinct, e.g. access arrangements

4. Capacity to deliver necessary infrastructure, including improvements to major transport corridors, and

5. Capacity to deliver affordable employment land to facilitate market choice.

These criteria are based on planning principles for industry in the UGMS, which are:

· To provide opportunities for a range of industrial development types, in a variety of locations, generally in close proximity to urban centres and services, to service the needs of a growing population and export markets.

· To provide sufficient zoned industrial land to facilitate market choice, maintain affordability, and allow for expected loss of yield due to constraints.

· To provide industrial land to service market demand on land that is appropriate located with regard to:

- the proposed urban settlement pattern (i.e. settlement areas, markets, transport & access),

- environmental constraints, and

- cost effective provision of urban services and infrastructure.

Council D&E have used the planning criteria to assess the capability and suitability of land within the Airport Precinct Investigation Area to arrive at a conclusion as to where the 20.5 ha of B7 land should be located. Capability considerations relate to the physical attributes of the land and the risks of degradation associated with the proposed Business Park use. Suitability considerations include other factors such as economics, infrastructure requirements, conflicting and complementary land uses and the planning policy framework.

The planning criteria have been circulated to precinct landowners and submissions invited to help inform this assessment. Submissions addressing the criteria have been received from King and Campbell for PMHC Airport and from Land Dynamics for Missen. Copies of the landowners’ submissions are at Attachments 13 and 14, respectively and the key points raised are discussed in the assessment below.

All land within the Airport Precinct has been assessed against the planning criteria to determine which areas of the precinct should be prioritised for detailed rezoning investigations. Land ownership in the Investigation Area is shown below.

Criterion No. 1

Existing planning provisions applying to the land and the relationship to future Airport operations

· PMHC Airport land

The PMHC Airport property is the largest site in the Investigation Area (approx. 48 ha) and is currently zoned partly B7 Business Park, partly SP2 Airport Infrastructure and partly E2 Environmental Conservation.

King and Campbell have submitted a rezoning concept plan on behalf of PMHC Airport (Attachment 15), which takes into account the footprint of the existing B7 Business Park zone, the Port Macquarie Airport Master Plan and existing operations of the Port Macquarie Airport.

The concept plan shows a southerly extension of Boundary Street and potential for future secondary flood free access to the Oxley Highway. It proposes that all Council owned land on the western side of Boundary Street be rezoned to SP2 Airport Infrastructure for use in conjunction with Airport operations and that all Council owned land on the eastern side of Boundary Street be rezoned to B7 Business Park.

In summary, the submission:

- Notes that there is currently 25.53 ha of B7 Business Park zoned land within the PMHC Airport investigation area, of which 13.3 ha is undeveloped.

- Proposes to rezone 17.04 ha of the existing B7 zoned land on the western side of Boundary Street to SP2 Airport Infrastructure. This area includes 8.39 ha of B7 land occupied by Airport related uses and 8.65 ha of undeveloped B7 land.

- Proposes to rezone additional land on the eastern side of Boundary Street (19.1 ha) to B7, over and above the existing B7 zoned land on the eastern side of Boundary Street (4.65 ha), taking the overall proposed B7 footprint on Council owned land to 23.75 ha in area.

King and Campbell also note that their concept recognises the close linkage between the PMHC Airport land on the western side of Boundary Street and the current and future Airport operations and suggests that this land is more appropriately zoned SP2 Airport Infrastructure given its close proximity to Airport operations.

· Missen land

The Missen property has a total area of 12.75 ha and is currently zoned partly RU1 Primary Production and partly E2 Environmental Conservation. Land Dynamics have submitted a development concept on behalf of Missen (Attachment 16) that proposes a footprint of approximately 4.2 ha within the Investigation Area for either Zone INI General Industrial, or Zone B7 Business Park.

The submission from Land Dynamics does not specifically address the relationship to existing or future Airport operations. Development of the Missen property could take place without any direct impact on Airport operations.

· Gilson land

The Gilson property comprises an area of approximately 4 ha and is currently zoned RU1 Primary Production. The land has a frontage of approximately 200m to Boundary Street that provides opportunities for access off Boundary Street without any direct impact on Airport operations.

· Ireland land

The Ireland property is currently zoned RU1 and has a total area of 4.3 ha, of which approximately 2.5 ha falls within the Airport Precinct Investigation Area. Located on the eastern side of Boundary Street, the land adjoins Newman College to the north and PMHC Airport airside land to west. The site has access off Boundary Street, with no direct impact on Airport operations.

Comment:

The PMHC Airport land has the greatest potential for direct integration between landside and airside activities. It also contains a significant amount (13.3 ha) of existing undeveloped Zone B7 land which is proposed to be relocated as part of the expanded B7 Business Park zone.

King and Campbell’s proposal of retaining Airport related uses east of Boundary Street and consolidating Business Park uses west of Boundary Street is generally consistent with the Port Macquarie Airport Master Plan. Accordingly, it is considered that the consolidation of Zone SP2 land on the western side of Boundary Street is reasonable and reflective of the appropriate use of this land.

Therefore in terms of Criterion No. 1, it is considered that the PMHC Airport land provides the most logical location for an expansion of the existing B7 Business Park zone, followed by the Gilson, Ireland and Missen properties in order of land suitability, due to proximity to Boundary Street and existing B7 zoned land.

Criterion No. 2

Capacity to limit or address potential environmental constraints

· PMHC Airport land

Large parts of the PMHC Airport land are unconstrained in terms of biodiversity impacts. Environmental impacts associated with rezoning and developing the land have been addressed in the approved Biodiversity Certification Assessment and Strategy for the Port Macquarie Airport and surrounding land.

The flooding constraints relating to the 1:100 year flood do not apply to the PMHC Airport land. Only minor filling will be required to achieve flood planning levels on the fringe areas in the north and south of the site, in accordance with the Port Macquarie-Hastings Flood Policy 2015.

· Missen land

The eastern area of the development footprint proposed by Land Dynamics has previously been mapped by Biolink Pty Ltd as being affected by medium level Wallum Froglet activity. In support of a rezoning Land Dynamics have submitted a Threatened Species Seven Part Test Assessment report.

The assessment report concludes that removing the potential non-breeding Wallum Froglet habitat for the proposed footprint will have a negative impact by reducing connectivity between two local populations. Recommended mitigation measures include retaining a link with new breeding habitat approximately 100m wide in the east of the site and allowing rehabilitation to structured forest, together with effective stormwater treatment, as the Wallum Froglet species is sensitive to water quality.

Council’s Environmental staff have reviewed the assessment report and advised that they are generally supportive of the proposed footprint, subject to an assessment of other relevant matters identified by Biolink and not addressed in the Seven Part Test Assessment (i.e. native vegetation loss, hollow-bearing trees, environmental buffer requirements & habitat to the Little Bent-Winged Bat & Koala food trees). Details about how it is intended to secure and manage the residue environmental lands as offset will also be required to support a rezoning.

During a meeting with Council staff on 16 February 2016, Land Dynamics advised that the landowner is not willing to commission any further ecological work to progress a rezoning. It was suggested that the initial ecological assessment report submitted with the landowner’s initial rezoning application and based on an earlier concept, would suffice. Council staff recommended that the 2005 assessment report, together with the work completed by Biolink Pty Ltd in 2012, be consolidated and updated to address current State government requirements to support a Planning Proposal.

The Missen property is subject to flooding from the local catchment and the Hastings River in a 1:100 year flood. As such, any proposed development is to have regard to the Port Macquarie-Hastings Flood Policy 2015 including the permitted development areas in Figure 2 of the policy, as shown below.

Council’s Environment section has advised that the blue hatched area is an absolute minimum as flood storage which is required to manage the local Clifton Drive catchment and is considered to have no practical development potential.

As the proposed footprint for the Missen property extends into the blue hatched area, a detailed Flood Study and modelling will be required to support a rezoning to demonstrate that the encroachment will not raise the flood level by more than 10mm or change the velocity of flows.

For development to meet flood planning levels, the proposed footprint will need to be filled to a height of 3.7m AHD. As there is no source of fill on the site, all fill will need to be imported. In correspondence dated 23 July 2015, Land Dynamics estimated that 146,993m³ of fill (based on an earlier but similar concept plan) will be required to achieve the flood planning level. This volume equates to approximately 2,670 truck and dog movements.

To confirm how much of the property needs to be stripped off before filling can occur (i.e. existing soil may not be able to take compaction) and to consider the likely impacts on groundwater, a geotechnical assessment will be required to support a Planning Proposal to rezone the land. A detailed estimate of total fill volumes to assess total truck movements and anticipated impact on the road network would be required at the subsequent development assessment stage.

· Gilson land

There are no known ecological constraints on the Gilson property, which has previously been used for aquaculture. However, the land is subject to flooding and fill requirements, as discussed for the Missen property above.

· Ireland land

The Ireland property is mostly cleared but does contain a hollow bearing tree previously identified by Biolink, which would need to be assessed and managed as part of any Planning Proposal.

Development of the property will also require fill due to flooding. A moratorium presently exists on filling the land in this location, pending finalisation of the Hibbard Floodway Investigation, which is currently underway. Following a decision on the final floodway alignment through Hibbard West, the moratorium may be lifted.

Comment

In terms of biodiversity, the normal principle is to avoid impacts where possible, mitigate impacts on-site where it is not possible to avoid, and offset impacts elsewhere if it is not possible to avoid or mitigate impacts on-site. On this basis, the parts of the study area most capable for development in terms of biodiversity are:

a) The central cleared parts of the PMHC Airport property, and

b) The Gilson, Missen and Ireland properties.

As noted above, there are some knowledge gaps in relation to biodiversity constraints relating to the Missen and Ireland properties, including details about how it is intended to secure and manage residue environmental lands. The impacts on biodiversity and offsetting arrangements for development on the PMHC Airport property are known through the approved Biodiversity Certification Assessment and Strategy.

In relation to flooding, the PMHC Airport land is considered preferable as the proposed Zone B7 area is located above the predicted 1:100 year flood level. The PMHC Airport land does not require extensive fill, as required for the other landholdings, involving a large number of truck movements, impacts on the road network, detailed monitoring regarding fill suitability and quality and, in the case of the Ireland and Missen properties, an assessment of impacts on flood flows and storage in surrounding areas.

In conclusion regarding environmental constraints, the most logical location for an expansion of the existing B7 zone is considered to be the PMHC Airport property, followed by the Gilson; Missen and then Ireland properties, in order of land capability.

Criterion No. 3

Co-ordination with other land in the precinct, e.g. access arrangements

· PMHC Airport land

The concept plan for the PMHC Airport land shows the potential for coordinated access to existing and proposed future development to the north and west via Boundary Street. Access options are also provided via future road links to the south (as an extension of Boundary Street), to the south-east (to Lady Nelson Drive) and to the east (to The Binnacle), subject to further detailed investigation. These potential links have also been included in the Biodiversity Certification of Council’s land.

The King and Campbell submission notes that the proposal for PMHC Airport provides a major intersection Gateway to the Port Macquarie Airport and associated uses and potential to link to the adjoining northern lands in the Investigation Area in the future.

· Missen land

The Land Dynamics concept shows a battle-axe access via the property’s 100m frontage off Boundary Street adjacent to the northern boundary of the adjoining Gilson site. Land Dynamics have suggested that vehicle access is also available along the northern portion of the site via an existing road reserve with potential linkages to Hastings River Drive.

Access along the currently unformed road reserve and connection to Hughes Place, as an alternative or additional connection to the Airport Precinct, has previously been considered and dismissed due to ecological impacts (i.e. the road would cross State Environmental Planning Policy Coastal Management 2018 wetland & Endangered Ecological Communities) and the likely transfer of traffic congestion to the Hughes Place intersection. It has therefore been assumed by Council D&E and T&SN staff for the purpose of transport planning, that all access to the Airport and proposed Business Park Precinct will be via Boundary Street.

The internal road layout shown on the Land Dynamics concept provides for connectivity to PMHC Airport’s concept road network to the south. The cul-de-sac access in the east of the Missen footprint is not considered to be suitable to service light industrial or large floorplate campus style Business Park development. A loop or perimeter road, which would also address issues relating to bushfire hazard, stormwater run-off and environmental edge effects, would be required as part of any proposed development.

The concept road layout does not provide for any future integration with the adjoining Gilson property to the east. Land Dynamics suggest that it is not necessary for the Missen and Gilson lands to be developed together, with both enjoying road frontage to Boundary Street, and with both properties being of adequate size and shape to accommodate development in their own right, subject to a variation of Council’s environmental buffer requirements for the Missen land.

One the key ingredients in creating a successful Business Park for the Airport Precinct is to ensure that future development occurs in a coordinated and strategically sound way that will enhance the function, amenity and overall integration of development within the Precinct. If the Missen property is to be included as part of a future B7 zone, there should be coordination of subdivision layout and internal road design to cater for a range of light industrial and large floorplate Business Park uses, in addition to enhanced connectivity to other businesses in the Precinct.

Coordination is also desirable in relation to filling and the delivery of service infrastructure to the Missen and Gilson sites.

· Gilson land

The Gilson property has a regular shape and a 200m frontage to Boundary Street. This land has potential to act as a key gateway site on the northern approach to the precinct and could be developed in isolation. However, it provides only 4 ha of potential B7 land and coordination with adjoining property would also be a key issue, as discussed for the Missen land above.

· Ireland land

The Ireland property is relatively small but has direct access to Boundary Street and may provide an opportunity for connections to Newman College in the future.

Comment

In terms of Criterion No. 3, all properties within the Investigation Area have access to Boundary Street and could be coordinated to provide linkages to surrounding properties and existing land uses in the precinct. The PMHC Airport land also provides opportunities for potential linkages to the south and east of the Airport which may assist in achieving flood free access to the Airport and important connections from an economic development perspective.

The PMHC Airport land has potential to provide 20.5 ha of B7 land and is therefore considered to be suitable in terms of coordination issues, followed by the Gilson, Ireland and Missen properties, in order of preference. The Missen property is considered to be the least suitable site due to its battle-axe frontage, irregular shape for potential development and more complex relationship with surrounding properties in the current development concept.

Criterion No. 4

Capacity to deliver necessary infrastructure, including improvements to major transport corridors

· PMHC Airport land

The King and Campbell submission notes that the Biodiversity Certification Assessment and Strategy includes three potential future road links to the south, the south-east and to the east. Each of these potential future road links will provide flood free access to the Airport. They will also provide an important major north-south linkage between Hastings River Drive, the Oxley Highway and the Port Macquarie CBD.

As discussed in Part 2C of this report, Council T&SN is currently undertaking preliminary investigations for a secondary access link to the Airport. At this stage however, no certainty exists that the required road infrastructure to serve more than 20.5 ha of gross developable B7 Business Park land can be provided at any point in the future. However, the PMHC Airport proposal does make provision for partial construction of a future road network that may incorporate a secondary access, or accesses, in the future.

King and Campbell has previously submitted a Stormwater Management Plan (SMP) to support a rezoning of the PMHC Airport land. The SMP considers potential impacts on stormwater quality and quantity and recommends implementation of a stormwater treatment train approach, primarily using bio-retention basins/swales centrally located within the proposed road network. A maintenance plan has been formulated as part of the SMP to assist in the establishment and continued operation of the proposed stormwater treatment infrastructure, including recommendations on species selection and maintenance intervals.

This stormwater concept has been assessed by Council T&SN and is considered to provide a satisfactory response to stormwater management issues to support a Planning Proposal.

The Port Macquarie Airport and existing developed Business Park lands are currently serviced by reticulated water supply. The Airport Precinct can be serviced by water supply subject to augmentation of a connection from the Oxley Highway around the northern edge of the racecourse in Lady Nelson Drive.

Based on modelling undertaken by Council’s Water and Sewer and assuming preliminary densities provided by King and Campbell, the design provides for a 250mm water main from the Oxley Highway to the eastern perimeter of the PMHC Airport land, reducing to 200mm and connecting to an existing 150mm main in Boundary Street, with 150mm mains providing internal reticulation and connecting through to the existing supply points in Boundary Street. The design incorporates water supply security to the proposed PMHC Airport land, as well as to the remaining lands in the Investigation Area from two directions. This is considered to be satisfactory to support a Planning Proposal.

A Sewer Strategy prepared by King and Campbell for PMHC Airport provides for two sewer pump stations at a depth of approximately 5m. The Strategy is reflective of proposed staging to make the most of the initial sewer pump station in Boundary Street, with a second sewer pump station required in the south as part of stage two. The strategy also makes provision for an additional pump station or filling at the time of developing the northern investigation lands, subject to rezoning.

A Geotechnical Assessment report prepared for PMHC Airport by RGS consultants, has identified that there will be construction issues relating to depth of excavation, high water table, existence of the coffee rock and potential and actual acid sulphate soils. More detailed geotechnical assessment will be required at the subsequent development assessment stage to inform the final design for sewerage infrastructure. The Assessment report also recommended that an Acid Sulfate Soils Management Plan be prepared as part of the approval process associated with the construction of the proposed Sewer Pump Stations and the reticulated sewerage infrastructure.

Site specific development control provisions will require that future Development Applications include detailed investigation of geotechnical conditions and groundwater levels to assess any limitations for development and associated infrastructure construction.

· Missen land

The submission from Land Dynamics notes that preliminary concept plans have previously been submitted showing sewer, water supply and stormwater infrastructure to service the proposed development footprint for the Missen property.

The water supply concept indicates that the property is dependent on both a connection via PMHC Airport’s adjoining land to the south and from Boundary Street. The sewer concept shows a connection to a proposed Sewer Pump Station on the adjacent Ireland property. Council’s Water and Sewer section requires that major infrastructure (i.e. sewerage pumping stations) in flood prone areas be located above the 1:100 year flood level.

The stormwater concept indicates a series of pipes and a vegetated swale to direct stormwater drainage into one of three bio-retention basins proposed in the east and north of the property. Council T&SN has advised that it would be preferable to combine the proposed two easternmost bio-retention basins into one facility to minimise the future maintenance liability for Council as the owner of stormwater infrastructure.

Council T&SN has also advised that as the adjoining Gilson property is subject to overland flooding from Boundary Street, consideration will need to be given to capturing and diverting this runoff either through or around the proposed Missen footprint, if developed ahead of the adjoining Gilson land.

As noted under consideration to Criterion No 2, the Wallum Froglet species is sensitive to water quality. Council’s Environment section has advised that stormwater infrastructure is to be designed to either discharge into non-Wallum Froglet habitat (preferred), or discharge into Wallum Froglet habitat using a pH treatment train to ensure pH water quality matches the natural variation currently experienced in this habitat. The latter option may require larger than normal stormwater treatment area with the provision of Swamp Forest vegetation to achieve a corrected pH prior to discharge.

Detailed strategies for sewer servicing, water supply and stormwater management will be required to support a Planning Proposal for the Missen land. There will be staging and sequencing issues to be addressed if infrastructure is to be provided across multiple landowners/properties.

· Gilson and Ireland lands

The same principles and conclusions as outlined for the Missen property above apply regarding sewer servicing, water supply and stormwater management for any rezoning of the Gilson and Ireland lands.

Comment:

Future development within the Airport Precinct Investigation Area will depend on the extension of infrastructure, particularly water and sewer and upgrade of Boundary Street. The PMHC Airport concept provides potential for partial construction of a future road network that may incorporate a secondary access or accesses to the Oxley Highway in the future. The sewer, water and stormwater concepts provided on behalf of PMHC Airport and Missen indicate that all land within the investigation area is able to be serviced but staging and sequencing will be important considerations.

Therefore in terms of Criterion No. 4, the PMHC Airport land is considered to be the most suitable, followed by the Missen, Gilson and Ireland lands, in no particular order of preference.

Criterion No. 5

Capacity to deliver affordable employment land to facilitate market choice.

· PMHC Airport land

Key issues relating to the affordability of the employment land relate to the cost of the delivery of infrastructure including:

- Boundary Street road infrastructure improvements

- Reticulated sewerage services

- Reticulated water supply services, and

- Catchment based stormwater drainage management facilities.

Based on the 20.5 ha of gross developable land that can be supported and given that servicing the PMHC Airport land does not require extensive fill, it is considered that this site is more likely to provide affordable employment land. The land also has the benefit of being able to provide 20.5 ha within one ownership, providing greater certainty regarding development costs.

· Missen, Gilson and Ireland lands

As discussed under Criterion No. 2, the Missen, Gilson and Ireland lands require significant volumes of fill to create a platform suitable for development. Although Council has requested supporting information regarding these costs, a great deal of uncertainty remains about the feasibly of the filling works and the costs involved, including funding towards damage to Council’s road network.

Comment

It is expected that the cost of developing flood prone land will be greater due to the fact that these properties require extensive fill prior to development. In terms of criterion No. 5, the PMHC Airport land is considered suitable to deliver affordable employment land and to facilitate market choice, followed by the Gilson, Ireland and Missen properties, in no particular order of preference.

PART 4: CONCLUSIONS AND OPTIONS

The assessment of the potential sites against the evaluation criteria indicates that the PMHC Airport property is the most capable and suitable land to supply 20.5 ha of gross developable Business Park zoning in the precinct. This land has a number of clear advantages that distinguish it from the other sites as follows:

- Ability to incorporate existing undeveloped Zone B7 land into the footprint.

- Close proximity and linkages to the current and future Airport operations.

- Large site area in one ownership providing clear opportunities to accommodate large footprint Business Park development.

- Availability of flood free land avoiding the need for significant filling works.

- Ecological issues associated with rezoning and future development have already been addressed through the biodiversity certification process.

- Potential for partial construction of a future road network that may incorporate a secondary access or accesses to the Oxley Highway in the future.

Further consultation with PMHC Airport on the gross development area forming the basis of a Planning Proposal will be required, but on balance the assessment of the planning criteria indicates that the PMHC Airport land is the most viable option to provide for future Business Park lands in the precinct.

The remaining lands have some reasonable potential and will be worthwhile investigating in the longer term if a future secondary link road access becomes available and take up of the Business Park indicates that this is warranted from a strategic land use planning perspective.

Options

The following options are available to Council:

1. Not identify any land for the preparation of a Planning Proposal.

2. Defer consideration of a Planning Proposal pending further work.

3. Proceed as recommended.

4. Proceed with the preparation of a Planning Proposal for alternative land.

Having regard to the extensive work undertaken to date, including lengthy consultation with landowners and their representatives, option 3 is the preferred option.

Community Engagement & Internal Consultation

As detailed in the ‘Background’ section of this report, there has been significant consultation with precinct landowners concerning land use planning for the Airport investigation area. The landowners have been notified of this matter being reported to Council.

Internal consultation in relation to this matter has also occurred with managers and staff of Council’s Transport and Stormwater Network, Water and Sewer, Environment, and Contribution Planning teams.

If resolved by Council as recommended, the next step is to undertake more detailed consultation regarding configuration of zones and content of Local Environmental Plan (Planning Proposal) changes based generally on the concept submitted for Council by King and Campbell (at Attachment 15). A further report is proposed to be presented to Council in February 2019, subject to the outcomes of that consultation.

Planning & Policy Implications

The proposal to rezone land within the Airport Precinct investigation area for Business Park development, as discussed in this report, is consistent with the North Coast Regional Plan 2036 and the former 2011-2031 and adopted 2017-2036 Port Macquarie-Hastings Urban Growth Management Strategy.

Under the Port Macquarie-Hastings Local Environmental Plan 2011 the B7 Business Park zone allows office premises as well as light industrial uses. This use of the zone is a response to the changing nature of manufacturing, industry and business services in NSW and is considered appropriate, based on the assessment of the centres hierarchy, to optimise the future employment generating potential of the Airport precinct.

In preparing a Planning Proposal to rezone the proposed business park lands, consideration will be given to amending associated development standards (i.e. floor space ratio, height of buildings & lot size). A review of the Zone B7 Land Use Table will also occur to ensure that the uses listed as Permitted with consent are consistent with the main intent of the zoning.

Furthermore, development control plan provisions will need to be prepared to provide detailed guidance for future development of the precinct. High quality urban design and landscaping (having regard to operational requirements of the Airport) that contributes to the creation of an attractive streetscape and amenity, is intended to reflect the significant gateway status of the precinct. The provisions will also seek to minimise the environmental impacts of Business Park development.

Council is committed to ensuring a clear and transparent process for land use decision-making. Therefore, Cardno (NSW/ACT) Pty Ltd were engaged by Council D&E to undertake an independent review of Council’s planning processes relating to the preparation of a Planning Proposal for the proposed Airport Precinct Investigation Area.

Cardno’s Preliminary Probity review report (at Attachment 1) covers the period from 16 March 2016 to 7 November 2018 and considers whether the relevant planning processes have been followed and undertaken by the Council, and in particular the activities and tasks completed by Council D&E, in an unbiased way.

As part of this review and as detailed in the report, Cardno undertook a range of tasks, including:

· sighting documents, reports, technical studies, consultancy briefs, Councillor briefing material and meeting minutes

· confirming the confidentiality of sensitive information and internal file security arrangements

· reviewing Council D&E planning criteria for site assessment, and

· observing meetings between Council D&E and landowners.

In short, the report concludes that Cardno has not observed or detected evidence of partiality, bias or probity issues of concern in the planning process leading up to the presentation of this report to Council.

If Council resolves as recommended, a final Probity report by Cardno will review the processes involved in the preparation and public exhibition of a Planning Proposal for the Airport Precinct Business Park.

Financial & Economic Implications

Based on the economic assessment attached to this report (Hill PDA reports Attachments 4 & 6), there are no significant economic impacts expected on the existing and proposed hierarchy of business centres in the Port Macquarie-Hastings in rezoning up to 20.5 ha of land within the Airport Precinct Investigation Area.

The cost of servicing Business Park development in the precinct and the risk associated with the upfront funding of servicing will be significant. The major infrastructure costs that will require a resolution relate to road infrastructure, sewer servicing, water supply and stormwater.

There is currently work being undertaken on Boundary Street by Council and further work is possible (e.g. in relation to secondary access roads to the Airport). Infrastructure requirements would need to be assessed and resolved in conjunction with any future Development Application for subdivision/development of the proposed Business Park lands.

Attachments

1 View. Preliminary Probity Review report Nov 2017

2 View. GEM Planning and J Jeayes submissions

3 View. Airport Master Plan concept

4 View. HillPDA assessment Nov 2016

5 View. Gillespie Economics Review

6 View. HillPDA review of Gillepsie review

7 View. TPS Group traffic report Dec 2015

8 View. TSN review of 2015 traffic report

9 View. TPS Group traffic report Jun 2016

10 View. TSN review of 2016 traffic report

11 View. SLR peer review

12 View. TSN review of SLR report

13 View. King and Campbell submission to planning criteria

14 View. Land Dynamics submission to planning criteria

15 View. King and Campbell rezoning concept

16 View. Land Dynamics development concept

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

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)

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 15^th August 2018.
Bushfire Mitigation Works	Shortfall	($80,000)	Funds required to fund Councils obligations under the Rural Fires Act 1997.
Total	Surplus	$147,265

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

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

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

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

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

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

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

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

Results:	Strongly Support	9
	Neutral	1
	Do Not Support	6
	Strongly Do Not Support	14
	Total	30

Results:	Strongly Support	8
	Support	4
	Neutral	1
	Do Not Support	3
	Strongly Do Not Support	14
	Total	30