Ordinary Council

 

Business Paper

 

date of meeting:

 

Wednesday 20 February 2019

location:

 

Council Chambers

17 Burrawan Street

Port Macquarie

time:

 

5.30pm

 


Community Vision                                  A sustainable high quality of life for all

 

 

 

 

Community Mission                               Building the future together

                                                                  People Place Health Education Technology

 

 

 

 

Council’s Corporate Values                  é   Sustainability

                                                                  é   Excellence in Service Delivery

                                                                  é   Consultation and Communication

                                                                  é   Openness and Accountability

                                                                  é   Community Advocacy

 

 

 

 

Community Themes                               é  Leadership and Governance

                                                                  é  Your Community Life

                                                                  é  Your Business and Industry

                                                                  é  Your Natural and Built Environment

 


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

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

·           Addressing Council on an Agenda Item (if the matter is listed in the Council Business Paper)

·           Addressing Council in the Public Forum (if the matter is not listed in the Council Business Paper)

 

You can request to address Council by completing the:

·           Request to Speak on an Agenda Item’ form

·           Request to Speak in the Public Forum’ form

 

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

 

Requests can also be lodged on-line at:

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

 

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

 

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

 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

 


Ordinary Council Meeting

Wednesday 20 February 2019

 

Items of Business

 

Item       Subject                                                                                                      Page

 

 

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

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

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

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

05           Disclosures of Interest..................................................................................... 30

06           Mayoral Minute

06.01..... Mayoral Discretionary Fund Allocations.............................................. 34

07           Confidential Correspondence to Ordinary Council Meeting................................. 35

08           Public Forum................................................................................................... 36

09           Leadership and Governance........................................................................... 37

09.01..... Question From Previous Meeting - Mayor - Delegated Authority........... 38

09.02..... Mid North Coast Joint Organisation Financial Statement...................... 40

09.03..... Status of Reports From Council Resolutions....................................... 43

09.04..... Designated Persons.......................................................................... 48

09.05..... Disclosure of Interest Return.............................................................. 50

09.06..... Delegated Authorities - Certificate of Identification Issued Under the Swimming Pools Act 1992........................................................................................... 53

09.07..... 2020 Ordinary Local Government Election........................................... 55

09.08..... Policy Review - Risk Management Policy- Post Public Exhibition......... 58

09.09..... Legal Fees........................................................................................ 62

09.10..... Financial Impact of Cost Shifting from Other Levels of Government..... 65

09.11..... Investment Policy Review - Post Exhibition......................................... 72

09.12..... Quarterly Budget Review Statement - December 2018 ......................... 74

09.13..... Monthly Budget Review - January 2019............................................... 82

09.14..... Investments - December 2018............................................................ 88

09.15..... Investments - January 2019................................................................ 92

09.16..... 2018-2019 Operational Plan - Quarterly Progress Report as at 31 December 2018........................................................................................................ 96

09.17..... Glasshouse Biannual Report and Update on Strategic Plan Recommendations 106

09.18..... Digital Technology Project Status..................................................... 114

09.19..... Communications Strategy - Oxley Highway Traffic Congestion and Roads Authorities....................................................................................................... 118

09.20..... Development Activity And Assessment System Performance............ 121

10           Your Community Life................................................................................... 126

10.01..... Recommended Items from the Mayor's Sporting Fund Sub-Committee - December 2018 ............................................................................................... 127

10.02..... Final Report:   Aboriginal Awareness and Understanding Strategy 2013 - 2017 128

10.03..... Grant Applications Quarterly Report.................................................. 132

10.04..... Town Centre Master Plan Priority Project - Draft Operational Plan 2019/20 135

11           Your Business and Industry......................................................................... 138

11.01..... Notice of Motion - Exception Under General Provisions of the Markets Policy 139

12           Your Natural and Built Environment............................................................. 140

12.01..... Notice of Motion - Classification of Ocean Drive and Hastings River Drive to State Road............................................................................................... 141

12.02..... Legal Advice on Water Fluoridation................................................... 142

12.03..... Boundary Adjustment Between Part Council's Port Macquarie Water Supply Dam Land and 1 Orr Street............................................................................... 145

12.04..... Classification of Land Required for Sewer Purposes at Comboyne and Long Flat....................................................................................................... 147

12.05..... Transfer of Land to Council For Sewer Purposes - Pacific Highway, Sancrox   150

12.06..... Question From Previous Meeting - Orbital Road - Development in Investigation Area....................................................................................................... 152

12.07..... Question From Previous Meeting - Orbital Road - Current Investigation Area    153

12.08..... Port Macquarie-Hastings Local Government Area Traffic Study.......... 154

12.09..... Orbital Road - Feasibility Study........................................................ 163

12.10..... Strategic Land Use Planning - Fernbank Creek and Sancrox............... 171

12.11..... Planning Proposal - 2019 Administrative Review of Port Macquarie - Hastings LEP 2011....................................................................................................... 177

12.12..... Homedale Road, Kew - Planning Proposal and Draft Development Control Plan Provisions - consideration of submissions........................................ 188

12.13..... DA2017 - 667.1 Demolition Of Existing Building And Construction Of Boat Storage Facility And Public Amenities, Tree Removal And Road Works At Lot 2 DP 535212, No. 9 McInherney Park, Port Macquarie .................................................. 206

12.14..... DA2018 - 562.1 Demolition of Existing Buildings, Consolidation and Boundary Adjustment, and Construction of Seniors Housing at Lots 10 - 13 DP 861177, Lot 1 DP 782560, Lot 1 DP 393967, Lot 1 DP 390610, Lot 1 DP 1053812, Lot 1 DP 121189, Lot 1 DP 795534, Lot 1 DP 151300, Lot 3 and 4 DP 347796, No. 15 - 21 Cameron Street and 3 Young Street, Wauchope............................................................... 208

12.15..... Airport Business Park Planning Proposal - status update................... 247

12.16..... Withdrawal of aveats - Lot 16 DP 1221921 and Lot 234 DP 1224670, Brenchley Circuit (Riverbreeze Estate), Wauchope....................................................... 249  

13           Questions for Next Meeting

14           Confidential Matters

Motion to move into Confidential Committee of the Whole............................... 253

14.01..... Council Owned Land in William Street Port Macquarie (PIN 34119)

14.02..... EOI-18-04 Independent Member of the Audit, Risk and Improvement Committee

14.03..... Supply of Electricity

14.04..... Update on T-18-26 Supply of a Fully Automated, Self Cleaning Toilet Facility

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

14.06..... T-18-59 Hastings River Drive Upgrade - Pre-construction

14.07..... Hastings River Drive Property Purchase

Adoption of Recommendations from Confidential Committee of the Whole

 


AGENDA                                                                                Ordinary Council      20/02/2019

Item:          01

Subject:     ACKNOWLEDGEMENT OF COUNTRY

 

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

 

 

Item:          02

Subject:     LOCAL GOVERNMENT PRAYER

 

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

 

 

Item:          03

Subject:     APOLOGIES

 

RECOMMENDATION

That the apologies received be accepted.

 

 

Item:          04

Subject:     CONFIRMATION OF PREVIOUS MINUTES

Recommendation

That the Minutes of the Ordinary Council Meeting held on 12 December 2018 be confirmed.

 


MINUTES

Ordinary Council Meeting

                                                                                                                        12/12/2018

 

 

 

 

PRESENT

 

Members:

 

Councillor Peta Pinson (Mayor)

Councillor Lisa Intemann (Deputy Mayor)

Councillor Rob Turner

Councillor Michael Cusato

Councillor Sharon Griffiths

Councillor Peter Alley

Councillor Justin Levido

Councillor Geoff Hawkins

 

 

Other Attendees:

 

General Manager (Craig Swift-McNair)

Director Corporate Performance (Rebecca Olsen)

Director Development and Environment (Melissa Watkins)

Director Strategy and Growth and 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       ACKNOWLEDGEMENT OF COUNTRY

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

 

02       LOCAL GOVERNMENT PRAYER

Pastor Mark Minturn from the Ministers’ Association delivered the Local Government Prayer.

 

03       APOLOGIES

RESOLVED:  Alley/Cusato

That the apology received from Councillor Dixon be accepted.

carried:      8/0

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

Against:       Nil

 

04       CONFIRMATION OF MINUTES

RESOLVED:  Intemann/Hawkins

That the Minutes of the Ordinary Council Meeting held on 21 November 2018 be confirmed.

carried:      8/0

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

Against:       Nil

 

05       DISCLOSURES OF INTEREST

 

 

Councillor Cusato declared a Pecuniary Interest in Item 11.01  - Draft EPBC Act Preliminary Documentation Assessment Report - Port Macquarie Airport Master Plan Implementation and vegetation clearing on Council owned land in the Thrumster Urban Release Area, the reason being that Councillor Cusato owns a hanger at the Port Macquarie Airport.

 

Councillor Hawkins declared a Non-Pecuniary, Less Than Significant Interest in Item 12.13 - Wrights Creek Flood Study Update - Public Exhibition Submissions Report, the reason being that Councillor Hawkins and his wife own a rental property at no. 3 Waniora Parkway, Port Macquarie which is in the general catchment area reviewed.  However, it is well clear of the flood mapping under all scenarios and is, therefore, a non-pecuniary matter of less than significant interest.

 

 

06.01  Mayoral Discretionary Fund Allocations

RESOLVED:  Pinson

 

That the Mayoral Discretionary Fund allocations for the period 8 to 28 November 2018 inclusive be noted.

carried:      8/0

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

Against:       Nil

 

 

07       CONFIDENTIAL CORRESPONDENCE TO ORDINARY COUNCIL MEETING

 

RESOLVED:  Intemann/Alley

That Council determine that the attachments to Item Numbers 09.03, 09.07, 09.10 and 12.04 be considered as confidential, in accordance with section 11(3) of the Local Government Act.

carried:      8/0

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

Against:       Nil

 

 

08       PUBLIC FORUM

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

1.         Mr Philip Lloyd regarding the proposed Orbital Road, objection to East-West Link.

2.         Ms Debbie Purcell regarding the Orbital Road impact on Innes Lake Residents.

 

RESOLVED:  Hawkins/Alley

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

carried:      8/0

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

Against:       Nil

 

 

08.01     Orbital Road - Objection to East-West Link

Mr Philip Lloyd, representing the Sanctuary Springs residents, addressed Council in regard to the proposed Orbital Road – objection to the East-West link and answered questions from Councillors.

 

 

08.02     Orbital Road Impact on Innes Lake Residents

Ms Debbie Purcell, representing the Lake Innes Action Group, addressed Council regarding the Orbital Road impact on Innes Lake Residents and answered questions from Councillors.

 

 

Requests to Speak on an Agenda Item

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

Item 10.01 – Ms Dianne Davison in opposition of the recommendation.

Item 12.01 – Ms Ellen Brown in support of the recommendation.

Item 12.13 – Mr Graeme Roberts in opposition of the recommendation.

Item 12.13 – Ms Christina Parkin in support of the recommendation.

 

RESOLVED:  Intemann/Griffiths

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

carried:      8/0

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

Against:       Nil

 

 

Suspension of Standing Orders

 RESOLVED:  Turner/Cusato

That Standing Orders be suspended to allow items 10.01, 12.01 and 12.13 to be brought forward and considered next.

carried:      8/0

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

Against:       Nil

 

 

10.01  Draft Mrs York's Garden Master Plan

Ms Dianne Davison, representing the Friends of Mrs York’s Garden, addressed Council in opposition of the recommendation and answered questions from Councillors.

 

RESOLVED:  Hawkins/Turner

 

That Council:

1.       Note the information contained in the Draft Mrs York’s Garden Master Plan report.

2.       Place the Draft Mrs York’s Garden Master Plan on public exhibition for 42 days from 14 December 2018 to 25 January 2019.

3.       Request the General Manager provide a report to the March 2019 Ordinary Council Meeting outlining community feedback provided during the public exhibition period.

4.       Note that the reference; “Remove existing concrete footpath along road edge to reduce impact upon Norfolk Island Pines” on Sheet 4 of 7 on page 156 of Attachment 3 is to be amended prior to commencement of public exhibition of the draft to state: “Replace existing concrete footpath along road edge to reduce impact upon Norfolk Island Pines”.

carried:      8/0

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

Against:       Nil

 

 

12.01  Notice of Motion - Traffic Congestion Crisis - Oxley Highway, Port Macquarie

As Ms Ellen Brown was unable to attend, Ms Debbie Purcell addressed Council in support of the recommendation.

 

RESOLVED:  Turner/Intemann

 

That Council:

1.       Request the General Manager write to the Minister for Roads and the Member for Port Macquarie seeking an urgent response to the impending traffic congestion crisis on the Oxley Highway in Port Macquarie, notably at the intersection with the Pacific Highway, the intersection with Wrights Road, and the intersection with Lake Road, as described in the November 2018 Bitzios report.

2.       Request the General Manager immediately devise and implement a communications strategy to explain to our community:

(a)       What Council is doing to mitigate the Oxley Highway traffic congestion crisis at Lake Road, the Wrights Road roundabout, and at the Pacific Highway interchange; and

(b)       The relationship and responsibilities between RMS and PMHC with respect to safety and functional aspects of intersections involving state “controlled” highways and Council “controlled” roads with specific reference to the intersections at Wrights Road and Lake Road, Port Macquarie and the Oxley Highway.

3.       Request the General Manager report back to the February 2019 Council meeting with:

(a)     Responses from the Minister for Roads and the Member for Port Macquarie. 

(b)     An update on the development and implementation of the communications strategy.

4.       Send a copy of all correspondence to all local State and Federal election candidates for the 2019 elections.

carried:      8/0

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

Against:       Nil

 

 

12.13  Wrights Creek Flood Study Update - Public Exhibition Submissions Report

Councillor Hawkins declared a Non-Pecuniary, Less Than Significant Interest in this matter and remained in the room during the Council's consideration.

Mr Graeme Roberts, GR Consulting Engineers, representing an affected property owner, addressed Council in opposition of the recommendation and answered questions from Councillors.

Ms Christina Parkin, representing the owners and residents of Flynn’s Beach Resort, addressed Council in support of the recommendation and answered questions from Councillors.

 

MOTION

MOVED:  Cusato/Turner

 

That Council:

1.       Endorse the Wrights Creek Flood Study Update (2018) report;

2.       Adopt ‘Scenario 3’ as the basis for the Flood Planning Area (FPA);

3.       Advise people who made submissions of the outcome of Council’s determination in this matter;

4.       Proceed with the Floodplain Risk Management Study phase; and

5.       Develop a 'plain English' explanatory note in conjunction with development of the Floodplain Risk Management Study and Management Plan to clearly and simply explain the implications of the adopted flood data and what actions Council will be taking to implement the Floodplain Risk Management Plan.

 

 

AMENDMENT

MOVED:  Alley/Intemann

 

That Council:

1.       Endorse the Wrights Creek Flood Study Update (2018) report;

2.       Adopt ‘Scenario 1’ as the basis for the Flood Planning Area (FPA);

3.       Advise people who made submissions of the outcome of Council’s determination in this matter;

4.       Proceed with the Floodplain Risk Management Study phase; and

5.       Develop a 'plain English' explanatory note in conjunction with development of the Floodplain Risk Management Study and Management Plan to clearly and simply explain the implications of the adopted flood data and what actions Council will be taking to implement the Floodplain Risk Management Plan.

 

 

 

THE AMENDMENT WAS PUT

MOVED:  Alley/Intemann

 

That Council:

1.       Endorse the Wrights Creek Flood Study Update (2018) report;

2.       Adopt ‘Scenario 1’ as the basis for the Flood Planning Area (FPA);

3.       Advise people who made submissions of the outcome of Council’s determination in this matter;

4.       Proceed with the Floodplain Risk Management Study phase; and

5.       Develop a 'plain English' explanatory note in conjunction with development of the Floodplain Risk Management Study and Management Plan to clearly and simply explain the implications of the adopted flood data and what actions Council will be taking to implement the Floodplain Risk Management Plan.

lost: 2/6

For:   Alley and Intemann

Against:       Cusato, Griffiths, Hawkins, Levido, Pinson and Turner

 

 

THE MOTION WAS PUT

RESOLVED:  Cusato/Turner

 

That Council:

1.       Endorse the Wrights Creek Flood Study Update (2018) report;

2.       Adopt ‘Scenario 3’ as the basis for the Flood Planning Area (FPA);

3.       Advise people who made submissions of the outcome of Council’s determination in this matter;

4.       Proceed with the Floodplain Risk Management Study phase; and

5.       Develop a 'plain English' explanatory note in conjunction with development of the Floodplain Risk Management Study and Management Plan to clearly and simply explain the implications of the adopted flood data and what actions Council will be taking to implement the Floodplain Risk Management Plan.

carried:      6/2

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

Against:       Alley and Intemann

 

 

09.01  Councillor Portfolio Protocol - Revised

RESOLVED:  Intemann/Turner

 

That Council adopt the revised Councillor Portfolio Protocol.

carried:      6/2

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

Against:       Griffiths and Pinson

 

 

09.02  2018 Local Government NSW Annual Conference

RESOLVED:  Griffiths/Alley

 

That Council note the information contained in the 2018 Local Government NSW Annual Conference report.

carried:      8/0

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

Against:       Nil

 

 

09.03  Why Local Government Matters

The General Manager advised that he previously circulated a document detailing the resolution from the Mid North Coast Joint Organisation Board meeting held on 5 December 2018 in relation to Why Local Government Matters.

 

MOTION

MOVED:  Turner/Cusato

 

That Council:

1.         Note the information included in this Why Local Government Matters report.

2.         Decline to allocate Council funds towards this project of the MNCJO.

3.         Request the General Manager table a report detailing the financial position of the MNCJO at the Ordinary Council Meeting in February 2019.

4.         Transfer the $41,792.44 refund from MIDROC membership to the Regional Sporting Fields reserve.

 

AMENDMENT

 

MOVED:  Griffiths/Intemann

 

That Council:

1.       Note the information included in this Why Local Government Matters report.

2.       Allocate $14,000 from the reserve containing the remaining funding from the Mid North Coast Regional Organisation of Councils (MIDROC), (as the result of Council’s July 2018 resignation from MIDROC), as the Port Macquarie-Hastings Council contribution to the Mid North Coast Joint Organisation Why Local Government Matters report.

3.       Request the General Manager table a further report to Council upon completion of the Why Local Government Matters project.

 

THE AMENDMENT WAS PUT

 

RESOLVED:  Griffiths/Intemann

 

That Council:

1.       Note the information included in this Why Local Government Matters report.

2.       Allocate $14,000 from the reserve containing the remaining funding from the Mid North Coast Regional Organisation of Councils (MIDROC), (as the result of Council’s July 2018 resignation from MIDROC), as the Port Macquarie-Hastings Council contribution to the Mid North Coast Joint Organisation Why Local Government Matters report.

3.       Request the General Manager table a further report to Council upon completion of the Why Local Government Matters project.

equal:          4/4

For:   Alley, Griffiths, Intemann and Pinson

Against:       Cusato, Hawkins, Levido and Turner

CASTING VOTE:  FOR

CARRIED

 

 

 

RESOLVED:  Griffiths/Intemann

 

That Council:

1.       Note the information included in this Why Local Government Matters report.

2.       Allocate $14,000 from the reserve containing the remaining funding from the Mid North Coast Regional Organisation of Councils (MIDROC), (as the result of Council’s July 2018 resignation from MIDROC), as the Port Macquarie-Hastings Council contribution to the Mid North Coast Joint Organisation Why Local Government Matters report.

3.       Request the General Manager table a further report to Council upon completion of the Why Local Government Matters project.

4.       Request the GM table a report detailing the financial position of the MNCJO at the OC Feb 2019.

equal:          4/4

For:   Alley, Griffiths, Intemann and Pinson

Against:       Cusato, Hawkins, Levido and Turner

CASTING VOTE:  FOR

CARRIED

 

 

09.04  Question From Previous Meeting - Councillor Portfolio System

RESOLVED:  Levido/Cusato

That Council :

1.         Confirms the question, the subject of this report, is not a “Question For Next Meeting” and directs that the General Manager do nothing further with respect to this item ; and

2.       (a)     States that a valid “Question For Next Meeting” shall, in addition to the matters set out in Clause 2.22 of Council’s Code of Meeting Practice comprise the following:

(i)          A single sentence of a single question commencing” could the GM …”;

(ii)        Be capable of being finalised by directly utilising no more than 20 minutes of Council resources or as deemed reasonable by the General Manager; and

(iii)       Results in a “response” component of not more than 1 A4 page;

          To be answered at the next Ordinary meeting of Council; and

b)      Determines that a Councillor shall be limited to a maximum of 2 Questions for Next Meeting at any Ordinary Council Meeting; and

c)      As part of the 2019 review of its Code of Meeting practice, make provision for Questions for the next meeting as set out in (a) and (b) above.

 

 

 

Councillor Levido left the meeting, the time being 8:41pm.

Councillor Levido returned to the meeting, the time being 8:42pm.

 

carried:      6/2

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

Against:       Griffiths and Pinson

 

 

09.05  Status of Reports From Council Resolutions

RESOLVED:  Intemann/Turner

 

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

carried:      8/0

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

Against:       Nil

 

Councillor Alley left the meeting, the time being 08:50pm.

 

 

09.06  Delegated Authorities - Certificate of Identification Issued Under the Swimming Pools Act 1992

RESOLVED:  Hawkins/Griffiths

 

That the seal of Council be affixed to the certificates of identification issued under the Swimming Pools Act 1992, for the following Council staff:

1.       Ross Frazier – Building Surveyor.

2.       Ray Abbott – Building Surveyor.

carried:      7/0

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

Against:       Nil

 

 

09.07  2020 Ordinary Local Government Election

RESOLVED:  Turner/Intemann

 

That Council resolve that:

1.       Pursuant to s. 296(2) and (3) of the Local Government Act 1993 (NSW) (“the Act”) that an election arrangement be entered into by contract for the Electoral Commissioner to administer all elections of the Council.

2.       Pursuant to s. 296(2) and (3) of the Act, as applied and modified by s. 18, that a council poll arrangement be entered into by contract for the Electoral Commissioner to administer all council polls of the Council.

3.       Pursuant to s. 296(2) and (3) of the Act, as applied and modified by s. 18, that a constitutional referendum arrangement be entered into by contract for the Electoral Commissioner to administer all constitutional referenda of the Council.

4.       Request the General Manager to submit a report to the February 2019 meeting of Council detailing:

          (a)     A cost estimate provided by the Electoral Commissioner for the administration of the 2020 Ordinary Local Government Election (as in 1. above).

          (b)     A cost estimate provided by the Electoral Commissioner for the administration of a constitutional referendum (as in 3. above) held in conjunction with the 2020 Ordinary Local Government Election.

 

Councillor Alley returned to the meeting, the time being 8:52pm.

 

carried:      8/0

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

Against:       Nil

 

 

 

09.08  Code of Conduct Complaint Statistics

RESOLVED:  Griffiths/Intemann

 

That Council note the Code of Conduct Complaint Statistics for the period 1 September 2017 to 31 August 2018.

carried:      8/0

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

Against:       Nil

 

 

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

RESOLVED:  Hawkins/Intemann

 

That Council adopt the amended Public Interest Disclosure – Internal Reporting Policy.

carried:      8/0

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

Against:       Nil

 

 

09.10  Draft Investment Policy

RESOLVED:  Hawkins/Griffiths

 

That Council:

1.       Place the Revised Investment Policy on public exhibition from 19 December 2018 to 29 January 2019 (42 days, extended due to the Christmas period).

2.       Note that a further report will be tabled at the February 2019 Ordinary Council meeting detailing the submissions received from the public in relation to the Revised Investment Policy, during the exhibition period.

carried:      8/0

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

Against:       Nil

 

 

09.11  Monthly Budget Review - November 2018

RESOLVED:  Cusato/Turner

 

That Council:

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

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

3.       (a)       Note that the current budget includes $5.5M for the Ocean Drive duplication which was transferred from the Regional Sporting Fields project at Stoney Creek Road.

          (b)       Due to the estimation of $60-65M to complete the project, in the event that the Ocean Drive duplication project does not receive sufficient grant funding commitment prior to 2019 NSW election, transfer the $5.5M back to the Regional Sporting Fields project for the Monthly Budget review as at the Ordinary Council Meeting immediately following the election.

 

Councillor Hawkins left the meeting, the time being 09:00pm.

Councillor Hawkins returned to the meeting, the time being 09:03pm.

 

carried:      8/0

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

Against:       Nil

 

 

09.12  Investments - November 2018

RESOLVED:  Hawkins/Griffiths

 

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

carried:      8/0

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

Against:       Nil

 

 

09.13  Policy Rescission - Banners Over Public Roads and Reserves Policy - Post Public Exhibition

RESOLVED:  Intemann/Turner

That Council rescind the Banners over Public Roads and Reserves Policy.

carried:      8/0

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

Against:       Nil

 

 

09.14  Compliments and Complaints Annual Report 2017-2018

RESOLVED:  Griffiths/Cusato

 

That Council note the Compliments and Complaints Annual Report for 2017-2018.

carried:      8/0

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

Against:       Nil

 

 

Item - 10.01 Draft Mrs York's Garden Master Plan - has been moved to another part of the document.

 

 

10.02  Future Strategy for Tastings on Hastings

MOTION

MOVED:  Alley/

 

That Council:

1.       Note the information presented in the report.

2.       Deliver Tastings on Hastings in October 2019, based on the 2017 format.

3.       Cease organising Tastings on Hastings from 2020, and invest in other, local events through the establishment of a ‘Local Grown’ event category as detailed in Option C within the report.

LAPSED FOR WANT OF A SECONDER

 

FORESHADOWED MOTION

 

MOTION:  Turner/Cusato

 

That Council:

1.       Note the information presented in the report.

2.       Deliver Tastings on Hastings in October 2019, based on the 2017 format.

3.       Request the General Manager call for EOI for event organisers for the 2019 Tastings on Hastings event and based on responses for event organisation capability for the 2019 event, consider future events at the Ordinary Council Meeting in May 2019.

 

THE MOTION PUT

 

RESOLVED:  Turner/Cusato

 

That Council:

1.       Note the information presented in the report.

2.       Deliver Tastings on Hastings in October 2019, based on the 2017 format.

3.       Request the General Manager call for EOI for event organisers for the 2019 Tastings on Hastings event and based on responses for event organisation capability for the 2019 event, consider future events at the Ordinary Council Meeting in May 2019.

carried:      8/0

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

Against:       Nil

 

 

10.03  Port Macquarie-Hastings Council Disability Inclusion Action Plan 2017-2018 Annual Progress Report

RESOLVED:  Griffiths/Alley

 

That Council note the information in the Port Macquarie-Hastings Council Disability Inclusion Action Plan 2017-2018 Annual Progress report.

carried:      8/0

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

Against:       Nil

 

 

10.04  Recommended Items from the Mayor's Sporting Fund Sub-Committee - November 2018

RESOLVED:  Pinson/Griffiths

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 Matthew Catania the amount of $450.00 to assist with the expenses he will incur travelling to and competing at the Australian All Schools Athletics Championships to be held in Cairns from 7th – 9th December 2018.

2.       Grant Ian Matthews the amount of $150.00 to assist with the expenses he incurred travelling to and competing at the FFA National Championships held in Coffs Harbour from 24th September – 28th September 2018 inclusive.

carried:      8/0

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

Against:       Nil

 

 

10.05  Cultural Plan 2018 - 2021  -  Allocation of Funds

RESOLVED:  Turner/Hawkins

 

That Council:

1.         Give consideration during the 2019-2020 draft Operational Plan development for an additional budget allocation of $220,000 to deliver the actions in the Cultural Plan.

2.         Request the GM provide a briefing to Councillors in early 2019.

carried:      8/0

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

Against:       Nil

 

 

11.01  Draft EPBC Act Preliminary Documentation Assessment Report - Port Macquarie Airport Master Plan Implementation and vegetation clearing on Council owned land in the Thrumster Urban Release Area

Councillor Cusato declared a Pecuniary Interest in this matter and left the room and was out of sight during the Council's consideration, the time being 9:33pm.

 

RESOLVED:  Levido/Alley

 

That Council:

1.       Note the information contained in the Draft EPBC Act Preliminary Documentation Assessment Report for the Port Macquarie Airport Master Plan Implementation and vegetation clearing on Council owned land in the Thrumster Urban Release Area.

2.       Publicly notify and exhibit the Draft EPBC Act Preliminary Documentation Assessment Report for the Port Macquarie Airport Master Plan Implementation and vegetation clearing on Council owned land in the Thrumster Urban Release Area, in accordance with Section 95A(3) of the Environment Protection and Biodiversity Conservation Act 1999, from 13 December 2018 to 14 February 2019.

3.       Request the General Manager to consider a response to submissions following the public exhibition period prior to final assessment by the Australian Government Department of the Environment and Energy.

carried:      7/0

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

Against:       Nil

 

Councillor Cusato returned to the meeting, the time being 9:34pm.

 

 

Item - 12.01 Notice of Motion - Traffic Congestion Crisis - Oxley Highway, Port Macquarie - has been moved to another part of the document.

 

 

12.02  Question From Previous Meeting - Legal Advice on Water Fluoridation

RESOLVED:  Intemann/Turner

 

That Council note that the General Manager will be seeking legal advice on the matter of fluoridation of the public water supply in early 2019.

carried:      8/0

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

Against:       Nil

 

 

12.03  Land Acquisition - Intersection of Doyles Road and Rollands Plains Road, Ballengarra

RESOLVED:  Cusato/Intemann

 

That Council:

1.       Pay compensation in the amount of $7,850 (GST Exclusive) to the owners of Lot 1 DP1245746, J W & J Thompson, for the acquisition of part Lot 1 DP1245746 more particularly described as Lot 1 in plan of acquisition DP1246538.

2.       Delegate authority to the General Manager to execute, electronically or otherwise, all documents associated with the land acquisition including but not limited to any authorisation form as required by the Electronic Transactions Act 2000.

3.       Pursuant to Section 10 of the Roads Act 1993 dedicate Lot 1 DP1246538 as public road.

carried:      8/0

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

Against:       Nil

 

 

12.04  Land Acquisition - 921 Hastings River Drive, Pembrooke

RESOLVED:  Levido/Hawkins

 

That Council:

1.       Pursuant to Section 186 of the Local Government Act 1993 make application to His Excellency, The Governor, for the compulsory acquisition of Lot 50 Deposited Plan 1248785 for general operational purposes associated with the storage of bulk materials utilised in Council providing to the community, services and facilities and the carrying out of activities prescribed at Chapter 6 of the Local Government Act 1993.

2.       Exclude all mines and minerals from the compulsory acquisition of Lot 50 Deposited Plan 1248785.

3.       On acquisition of Lot 50 Deposited Plan 1248785 and pursuant to Section 34 of the Local Government Act 1993, commence the process to classify Lot 50 Deposited Plan 1248785 as “operational land” by placing on public exhibition the proposed resolution, “It is intended to classify Lot 50 Deposited Plan 1248785 (land at 921 Hastings River Drive, Pembrooke) as operational land”, for a minimum period of 28 days.

4.       Note that a further report will be tabled to a future Council meeting detailing any submissions received during the exhibition period.

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

carried:      8/0

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

Against:       Nil

 

 

12.05  Transfer of Land to Council for Sewer Purposes - Leaders Way Wauchope

RESOLVED:  Intemann/Griffiths

 

That Council:

1.       Accept the transfer of land being that part of Lot 31 Deposited Plan 1228142, formerly in Lot 2 Deposited Plan 1110947, in Leaders Way Wauchope.

2.       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 transfer in accordance with the Electronic Transactions Act 2000.

3.       Pursuant to Section 34 of the Local Government Act 1993, commence the process to classify Lot 31 Deposited Plan 1228142 as “operational land” by placing on public exhibition the proposed resolution, “It is intended to classify Lot 31 Deposited Plan 1228142 as “operational land”, from 31 January 2019 for a minimum period of 28 days.

4.       Note that a further report will be tabled at the March 2019 Ordinary Council meeting detailing any submissions received during the exhibition period.

carried:      8/0

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

Against:       Nil

 

 

12.06  Recommended Item from Local Traffic Committee - Pedestrian Crossing - Bold Street, Laurieton

RESOLVED:  Alley/Intemann

 

That Council endorse the Local Traffic Committee’s recommendation for a ‘pedestrian (zebra) crossing’ to be installed in Bold Street, Laurieton, between Tunis Street and Seymour Street.

carried:      8/0

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

Against:       Nil

 

 

12.07  Recommended Item from Local Traffic Committee - 40 km/h High Pedestrian Activity Area - Wauchope Town Centre

RESOLVED:  Alley/Hawkins

 

That Council seek RMS approval of the final design of the scheme for a ‘40 km/h High Pedestrian Activity Area’ in Wauchope town centre.

carried:      7/1

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

Against:       Griffiths

 

 

12.08  Recommended Item from Local Traffic Committee - 40 km/h High Pedestrian Activity Area - Port Macquarie Town Centre

RESOLVED:  Hawkins/Turner

 

That Council seek RMS approval of the final design of the scheme for a ‘40 km/h High Pedestrian Activity Area’ in Port Macquarie town centre.

carried:      7/1

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

Against:       Griffiths

 

 

12.09  Ocean Drive Upgrade Lake Cathie - Community Feedback

MOTION

MOVED:  Alley/Hawkins

That Council:

1.       Adopt Section A - Miala Street to Fiona Crescent, as the highest priority construction stage.

2.       Retain the current design philosophy to allow for the easy duplication of the travel lanes, should they be required in future.

3.       Revise the design to include an on-street parking lane as requested by residents along Ocean Drive despite the loss of traffic efficiency.

4.       Change to the project scope to include the detailed design of the preferred first construction stage only.

5.       Actively seek grant funding to enable the construction of the upgrades as a high priority.

 

AMENDMENT

MOVED:  Griffiths/

That Council:

1.       Adopt Section A and B - Miala Street to Ernest Street.

2.       Retain the current design philosophy to allow for the easy duplication of the travel lanes, should they be required in future.

3.       Revise the design to include an on-street parking lane as requested by residents along Ocean Drive despite the loss of traffic efficiency.

4.       Change to the project scope to include the detailed design of the entire length of the entire construction.

5.       Actively seek grant funding to enable the construction of the upgrades as a high priority.

 

LAPSED FOR WANT OF A SECONDER

 

THE MOTION WAS PUT

MOVED:  Alley/Hawkins

That Council:

1.       Adopt Section A - Miala Street to Fiona Crescent, as the highest priority construction stage.

2.       Retain the current design philosophy to allow for the easy duplication of the travel lanes, should they be required in future.

3.       Revise the design to include an on-street parking lane as requested by residents along Ocean Drive despite the loss of traffic efficiency.

4.       Change to the project scope to include the detailed design of the preferred first construction stage only.

5.       Actively seek grant funding to enable the construction of the upgrades as a high priority.

carried:      8/0

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

Against:       Nil

 

12.10  Bundaleer Aged Care - Project Update

RESOLVED:  Intemann/Alley

 

That Council:

1.       Note the information contained within this update report.

2.       Request the General Manager write to the Mid North Coast Local Health District seeking to be removed from the current Lease S228374 and the subsequent Deed dated 20 March 1984.

3.       Seek from the proponent, Love Project Management, the land owners consent for Lot 1 DP 603483 situated 4-8 Johnstone Street, Wauchope prior to further consideration of the Planning Proposal.

carried:      8/0

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

Against:       Nil

 

 

12.11  Development Contributions Deferral Scheme

RESOLVED:  Intemann/Griffiths

That Council:

1.       Note the Development Contributions Deferral Scheme report.

2.       Defer expansion of the contributions deferral scheme until 2019/20 and that the review be included as an action in the draft 2019/20 Operational Plan.

3.       Endorse the revised fees as below and include them in the draft 2019/20 Operational Plan for the purpose of public notice of the proposed fee changes in accordance with Section 610F of the Local Government Act, 1993.

Name

Pricing Policy

Fee (Ex GST)

GST

Total

Unit

GST

Preparation of Standard Contributions Deferral Deed.

D

$500

$50

$550

Each

Y

Withdrawal of caveat associated with Contributions Deferral Deeds per each lot created in the subdivision (Excluding lots to be dedicated to Council). Paid at the time of preparation of the Contributions Deferral Deed.

D

$90

$9

$99

Each

Y

Variation of a Contributions Deferral Deed or associated dealings including a review of Caveator’s Consent or a request to vary the deferral deed template.

D

Fee determined by quotation based on full Recovery. Minimum charge $250

Minimum charge $250

Minimum Charge $275

Estimate

Y

 

 

carried:      8/0

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

Against:       Nil

 

 

12.12  Hastings River Flood Study - Public Exhibition Submissions Report

MOTION

MOVED:  Cusato/Hawkins

 

That Council:

1.       Endorse the Hastings River Flood Study Update (2017) report;

2.       Adopt Scenario 3’ as the basis for the Flood Planning Area (FPA);

3.       Advise people who made submissions of the outcome of Council’s determination in this matter;

4.       Adopt the revised Port Macquarie-Hastings Council Flood Policy (2018); and

5.       Develop a 'plain English' explanatory note  in conjunction with development of the Floodplain Risk Management Study and Management Plan to clearly and simply explain the implications of the adopted flood data and what actions Council will be taking to implement the Floodplain Risk Management Plan.

 

AMENDMENT

MOTION:  Intemann/Alley

 

That Council:

1.       Endorse the Hastings River Flood Study Update (2017) report;

2.       Adopt Scenario 1’ as the basis for the Flood Planning Area (FPA);

3.       Advise people who made submissions of the outcome of Council’s determination in this matter;

4.       Adopt the revised Port Macquarie-Hastings Council Flood Policy (2018); and

5.       Develop a 'plain English' explanatory note  in conjunction with development of the Floodplain Risk Management Study and Management Plan to clearly and simply explain the implications of the adopted flood data and what actions Council will be taking to implement the Floodplain Risk Management Plan.

 

 

THE AMENDMENT WAS PUT

MOTION:  Intemann/Alley

 

That Council:

1.       Endorse the Hastings River Flood Study Update (2017) report;

2.       Adopt Scenario 1’ as the basis for the Flood Planning Area (FPA);

3.       Advise people who made submissions of the outcome of Council’s determination in this matter;

4.       Adopt the revised Port Macquarie-Hastings Council Flood Policy (2018); and

5.       Develop a 'plain English' explanatory note  in conjunction with development of the Floodplain Risk Management Study and Management Plan to clearly and simply explain the implications of the adopted flood data and what actions Council will be taking to implement the Floodplain Risk Management Plan.

lost: 2/6

For:   Alley and Intemann

Against:       Cusato, Griffiths, Hawkins, Levido, Pinson and Turner

 

THE MOTION WAS PUT

MOVED:  Cusato/Hawkins

That Council:

1.       Endorse the Hastings River Flood Study Update (2017) report;

2.       Adopt Scenario 3’ as the basis for the Flood Planning Area (FPA);

3.       Advise people who made submissions of the outcome of Council’s determination in this matter;

4.       Adopt the revised Port Macquarie-Hastings Council Flood Policy (2018); and

5.       Develop a 'plain English' explanatory note  in conjunction with development of the Floodplain Risk Management Study and Management Plan to clearly and simply explain the implications of the adopted flood data and what actions Council will be taking to implement the Floodplain Risk Management Plan.

carried:      6/2

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

Against:       Alley and Intemann

 

 

Item - 12.13 Wrights Creek Flood Study Update - Public Exhibition Submissions Report - has been moved to another part of the document.

 

 

 

12.14  Update on Kooloonbung Creek Flying-fox Camp Management Plan

RESOLVED:  Griffiths/Pinson

 

That the information in the Kooloonbung Creek Flying-fox camp management update report be noted.

carried:      8/0

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

Against:       Nil

 

 

 12.15 NSW Parking Fines Concession Scheme

RESOLVED:  Alley/Intemann

 

That Council:

1.       Not opt into the new parking fine concession fee scheme at this time.

2.       Give consideration to the implications of opting into the scheme at a later opt in date in conjunction with development of the draft 2019/20 Operational Plan.

3.       Request the General Manager undertake community engagement in February 2019 regarding the proposed scheme.

4.       Request the General Manager to advise the NSW Treasurer of Council’s determination in this matter.

carried:      8/0

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

Against:       Nil

 

 

13       QUESTIONS FOR NEXT MEETING

 

 

 

13.01     Mayor - Delegated Authority

Question from Councillor Turner:

 

Could the General Manager provide a list of any matters for which the Mayor has delegated authority to make a decision without requiring the resolution of Council?

 

Comments by Councillor (if provided):

 

Nil.

 

 

13.02     Orbital Road - Development in Investigation Area

Question from Mayor Pinson:

 

Can the General Manager please explain how development was able to take place in the investigation area of the proposed Orbital Road, if route options were determined in 2008?

 

Comments by Mayor (if provided):

 

Nil.

 

 

13.03     Orbital Road - Current Investigation Area

Question from Mayor Pinson:

 

Can the General Manager please provide an explanation as to how the current investigation area for the Orbital Road was determined as being the preferred investigation area?

 

Comments by Mayor (if provided):

 

Nil.

 

 

CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Cusato/Alley

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    Request from Resident in Respect of Water Charges

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

Item 14.02    T-18-54 Provision of Property Sales and Buyer's Agent Services

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

Item 14.03    T-18-33 Concrete, Bricks and Masonry Processing

                     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:      8/0

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

Against:       Nil

 

 

Adjourn meeting

The Ordinary Council Meeting adjourned at 10:13pm.

 

 

Resume meeting

The Ordinary Council Meeting resumed at 10:15pm.

 

 

ADOPTION OF RECOMMENDATIONS FROM THE CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Intemann/Griffiths

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

Item 14.01    Request from Resident in Respect of Water Charges

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

                     RECOMMENDATION

That Council:

1.       Note the request from Mr and Mrs Hazenveld for a departure from the existing Water Policy in respect of a water leak incurred on a property owned by the Hazenveld Superannuation Pty Ltd.

2.       Apply the provisions of the existing Water Supply Policy.

3.       Note that the Water Supply Policy will be reviewed by Council during the 2019 calendar year.

 

Item 14.02    T-18-54 Provision of Property Sales and Buyer's Agent Services

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

                     RECOMMENDATION

That Council:

1.       In accordance with the Local Government (General) Regulations 2005, 178 (1) (b) decline to accept any of the tenders submitted for Tender T-18-54 Provision of Property Sales and Buyer’s Agent Services due to insufficient submissions to establish panel arrangements for Parts A and B.

 

 

2.       In accordance with Local Government (General) Regulations 2005, 178 (3) (b) invite, in accordance with clause 167, fresh tenders based on revised tender details.

3.       Maintain the confidentiality of the documents and considerations in respect of Tender T-18-54.

 

Item 14.03    T-18-33 Concrete, Bricks and Masonry Processing

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

                     RECOMMENDATION

That Council:

1.       Accept the tender from Davis Earthmoving & Quarrying Pty Ltd for the provision of Concrete, Bricks and Masonry Processing at Cairncross Waste Management Facility for a two year period commencing 1 January 2019, with three options to extend for a further one year period, such options to be for the benefit of the Council and may be exercised only by the Council in its sole discretion.

2.       Accept the Schedule of Rates from Davis Earthmoving & Quarrying Pty Ltd for the provision of Concrete, Bricks and Masonry Processing Cairncross Waste Management Facility.

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

4.       Maintain the confidentiality of the documents and considerations in respect of Tender T-18-33.

 

carried:      8/0

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

Against:       Nil

 

 

 

The meeting closed at 10:16pm.

 

 

 

 

 

 

………………………………………..

Peta Pinson

Mayor

 

   


AGENDA                                                                                Ordinary Council      20/02/2019

Item:          05

Subject:     DISCLOSURES OF INTEREST

 

RECOMMENDATION

 

That Disclosures of Interest be presented

 

DISCLOSURE OF INTEREST DECLARATION

 

 

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

 

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

 

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

 

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

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

 

 

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

 

 

        Pecuniary:

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

 

 

        Non-Pecuniary - Significant Interest:

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

 

        Non-Pecuniary - Less than Significant Interest:

              May participate in consideration and voting.

 

 

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

 

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

 

Name:  …………………………………………………….

 

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

 

 

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


 

Further Explanation

(Local Government Act and Code of Conduct)

 

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

 

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

 

Pecuniary Interest

 

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

 

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

 

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

 

Non-Pecuniary

 

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

 

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

 

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

 

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

 

Non Pecuniary – Significant Interest

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

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

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

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

 

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

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

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

 

Non Pecuniary – Less than Significant Interest

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

SPECIAL DISCLOSURE OF PECUNIARY INTEREST DECLARATION

 

 

By

[insert full name of councillor]

 

 

In the matter of

[insert name of environmental planning instrument]

 

 

Which is to be considered at a meeting of the

[insert name of meeting]

 

 

Held on

[insert date of meeting]

 

 

PECUNIARY INTEREST

 

 

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

 

 

Relationship of identified land to councillor

[Tick or cross one box.]

 

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

 

Associated person of councillor has interest in the land.

 

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

 

MATTER GIVING RISE TO PECUNIARY INTEREST

 

 

Nature of land that is subject to a change

in zone/planning control by proposed

LEP (the subject land iii

[Tick or cross one box]

 

The identified land.

 

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

Current zone/planning control

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

 

Proposed change of zone/planning control

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

 

Effect of proposed change of zone/planning control on councillor

[Tick or cross one box]

 

Appreciable financial gain.

 

Appreciable financial loss.

 

 

 

Councillor’s Name:  …………………………………………

 

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


 

 

Important Information

 

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

 

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

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

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

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


AGENDA                                                                                Ordinary Council      20/02/2019

 

 

Item:          06.01

 

Subject:     MAyORAL Minute - Mayoral Discretionary Fund Allocations

Mayor, Peta Pinson

 

 

 

 

 

RECOMMENDATION

 

That the Mayoral Discretionary Fund allocations for the period 29 November 2018 to 6 February 2019 inclusive be noted.

 

Discussion

 

Mayoral Discretionary Fund Allocations

 

The Mayor made the following allocations from the Mayoral Discretionary Fund for the period 29 November 2018 to 6 February 2019 inclusive:

 

Donation to School of Hard Knocks Choir

$500.00

Floral Bouquet for funeral of the late Keith Dawson on 14/12/18

$55.00

Donation to Djiyagan Dhanbaan – Big Sing in the Desert

$500.00

Floral Bouquet for funeral of the late Father Leo Donnelly on 01/02/19

$80.00

 

$1,135.00

 

Attachments

 

Nil

  

 


AGENDA                                                                                Ordinary Council      20/02/2019

Item:          07

Subject:     CONFIDENTIAL CORRESPONDENCE TO ORDINARY COUNCIL MEETING

Presented by: General Manager, Craig Swift-McNair

Alignment with Delivery Program

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

 

RECOMMENDATION

That Council determine that the attachment to Item Numbers 09.09 and 09.12 be considered as confidential, in accordance with Section 11(3) of the Local Government Act.

Discussion

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

 

Item No:                                 09.09

Subject:                                 Legal Fees

Attachment Description:     Legal matters >$10000 2018-19 Financial Year

Confidential Reason:           Relates to 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)).

 

 

Item No:                                 09.12

Subject:                                 Quarterly Budget Review Statement – December 2018

Attachment Description:     December 2018 Quarterly Budget Review Statement - Consultancy Engagements

Confidential Reason:           Relates to 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).

 

 


AGENDA                                                                                Ordinary Council      20/02/2019

Item:          08

Subject:     PUBLIC FORUM

 

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

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

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

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

 

 

 

 


AGENDA                                                                                         Ordinary Council

20/02/2019









 

 

What we are trying to achieve

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

What the result will be

 

We will have:

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

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

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

              Knowledgeable, skilled and connected community leaders

              Strong corporate management that is transparent

 

How we will get there

 

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

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

1.3          Demonstrate leadership

1.4          Use innovative, efficient and sustainable practices

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

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.01

 

Subject:     Question From Previous Meeting - Mayor - Delegated Authority

Presented by:  General Manager, Craig Swift-McNair

 

 

 

 

 

RECOMMENDATION

 

That Council note the information contained in this response to the Question from Previous Meeting relating to the Mayors Delegated Authority.

 

Question from Councillor Turner:

 

Could the General Manager provide a list of any matters for which the Mayor has delegated authority to make a decision without requiring the resolution of Council?

 

Comments by Councillor (if provided):

 

Nil.

 

Response

 

There is no legislative requirement for an instrument of delegation to be in place for the Mayor or Deputy Mayor. The NSW Local Government Act 1993 defines the role of the Mayor in Section 226 and the role of the Deputy Mayor in Section 231(3) as follows:

 

S226 Role of Mayor

The role of the mayor is as follows:

(a)  To be the leader of the council and a leader in the local community,

(b)  To advance community cohesion and promote civic awareness,

(c)  To be the principal member and spokesperson of the governing body, including representing the views of the council as to its local priorities,

(d)  To exercise, in cases of necessity, the policy-making functions of the governing body of the council between meetings of the council,

(e)  To preside at meetings of the council,

(f)  To ensure that meetings of the council are conducted efficiently, effectively and in accordance with this Act,

(g)  To ensure the timely development and adoption of the strategic plans, programs and policies of the council,

(h)  To promote the effective and consistent implementation of the strategic plans, programs and policies of the council,

(i)   To promote partnerships between the council and key stakeholders,

(j)   To advise, consult with and provide strategic direction to the general manager in relation to the implementation of the strategic plans and policies of the council,

(k)  In conjunction with the general manager, to ensure adequate opportunities and mechanisms for engagement between the council and the local community,

(l)   To carry out the civic and ceremonial functions of the mayoral office,

(m) To represent the council on regional organisations and at inter-governmental forums at regional, State and Commonwealth level,

(n)  In consultation with the councillors, to lead performance appraisals of the general manager,

(o)  To exercise any other functions of the council that the council determines.

 

S231 Deputy Mayor

(1)  The councillors may elect a person from among their number to be the deputy mayor.

(2)  The person may be elected for the mayoral term or a shorter term.

(3)  The deputy mayor may exercise any function of the mayor at the request of the mayor or if the mayor is prevented by illness, absence or otherwise from exercising the function or if there is a casual vacancy in the office of mayor.

(4)  The councillors may elect a person from among their number to act as deputy mayor if the deputy mayor is prevented by illness, absence or otherwise from exercising a function under this section, or if no deputy mayor has been elected.

 

In relation to Port Macquarie-Hastings Council, there are no current specific delegations that Council has formally granted to the Mayor. However, in recent years there have been a couple of specific circumstances where the Mayor of the day has been granted delegated authority to undertake some function/s as detailed below, noting that this list is not necessarily comprehensive:

 

-     20 June 2018 Ordinary Council Meeting at Item 9.01, where the Mayor was delegated to be one of Council’s voting representatives at the Local Government NSW Annual Conference, noting that other Councillors in attendance at that conference were also given this delegation.

-     18 March 2015 Ordinary Council Meeting at Item 15.06, where the Mayor and General Manager were given delegation to enter into a Heads of Agreement with the Police Citizens Youth Club NSW relating to the Port Macquarie Indoor Stadium.

 

At the 19 April 2004 Ordinary Council meeting, Council did formally adopt / reconfirm some delegated authorities to the Mayor of the day, however there have been no further instruments of delegation to the Mayor adopted by Council since this date. As can be seen in the attached document, those 2004 delegations were specific to Mayor Rob Drew and would not have been applicable to anyone else once Mayor Drew was no longer in office.

 

Further to the above, please refer to the attachment titled ‘Delegation of Functions – Local Government Act 1993 – S377’, for a list of functions that are not able to be delegated to anyone under the Local Government Act 1993.

 

Attachments

 

1View. Mayor Delegated Authorities - 2004

2View. Delegation of Functions - Local Government Act 1993 - S377

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.02

 

Subject:     Mid North Coast Joint Organisation Financial Statement

Presented by:  General Manager, Craig Swift-McNair

 

 

Alignment with Delivery Program

 

1.2.1 Promote Council participation and build linkages in local, state and federal initiatives, forums and opportunities to support Council’s continued planning for the growth of the region.

 

 

 

RECOMMENDATION

 

That Council note the information contained in this Mid North Coast Joint Organisation financial statement report.

 

Executive Summary

 

The purpose of this report is to detail the current financial position of the Mid North Coast Joint Organisation (MNCJO).

 

Discussion

 

At the 12 December 2018 Council meeting, the following was resolved:

 

09.03 WHY LOCAL GOVERNMENT MATTERS

 

RESOLVED: Griffiths/Intemann

That Council:

 

1)   Note the information included in this Why Local Government Matters report.

2)   Allocate $14,000 from the reserve containing the remaining funding from the Mid North Coast Regional Organisation of Councils (MIDROC), (as the result of Council’s July 2018 resignation from MIDROC), as the Port Macquarie-Hastings Council contribution to the Mid North Coast Joint Organisation Why Local Government Matters report.

3)   Request the General Manager table a further report to Council upon completion of the Why Local Government Matters project.

4)   Request the GM table a report detailing the financial position of the MNCJO at the OC Feb 2019.

 

EQUAL: 4/4

FOR: Alley, Griffiths, Intemann and Pinson

AGAINST: Cusato, Hawkins, Levido and Turner

CASTING VOTE: FOR

CARRIED

 

This report addresses Resolution #4 above.

 

At the Ordinary Council meeting held on 21 March 2018, Council resolved to join the Mid North Coast Joint Organisation (MNCJO). The MNCJO met for the first time on 13 June 2018 and in July 2018, the MNCJO received $300,000 from the NSW government as part of the Joint Organisation (JO) Establishment Fund. The funding is to be used for costs incurred in setting up the MNCJO and undertaking the functions of the MNCJO as identified in the relevant sections of the NSW Local Government Act 1993.

 

The current financial position of the MNCJO can be found in the attachment titled ‘MNCJO Financial Statement at 31 December 2018’.

 

Further to the above, at the end of 2018 the majority of JO’s across NSW supported sending a request for ongoing operational funding for JO’s to the NSW government. All JO’s are concerned about the ongoing financial sustainability and viability of the regional organisations and as such have put forward a proposal to the government.  A copy of the proposal can be found in the attachment titled ‘Joint Organisations & NSW Government Collaboration Funding Proposal - December 2018’.

 

The proposal is for the government to provide ongoing funding for the JO’s of $300,000 per annum, commencing in 2019-2020, indexed with the rate peg or CPI, as well as requesting that a four year funding deal be developed between the NSW government and each JO. The proposal requests a response from the government by mid-February 2019 in order for the JO’s to be able to factor in any additional funding contributions (or otherwise) to their 2019-2020 budgets. The attached proposal has been sent by the MNCJO to the Deputy Premier and the Member for Port Macquarie and the Member for Oxley.

 

Options

 

This report is for information only.

 

Community Engagement & Internal Consultation

 

There has been no community engagement in relation to this report.

 

Internal consultation has taken place with the Director Corporate Performance.

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

There are no direct financial and economic implications in relation to this report. There may however be future direct financial implications for Council if the MNCJO does not receive ongoing operational funding from the NSW government. With the MNCJO being a small three-member JO, it is likely that the future viability of the JO will be at risk if further funding is not forthcoming from the government. Details of the future funding proposal are addressed earlier in this report and can be found in the attachment titled ‘Joint Organisations & NSW Government Collaboration Funding Proposal - December 2018’

 

Please refer below and to the attachment titled ‘MNCJO Financial Statement at 31 December 2018’ for an update on the current financial position of the MNCJO.

 

 

 

Attachments

 

1View. Joint Organisations & NSW Government Collaboration Funding Proposal - December 2018

2View. MNCJO Financial Statement at 31 December 2018

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.03

 

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

Supply of Electricity

17/10/18
Item 14.05

 

DCP

Dec-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

 

DI

Nov-18

Feb-19

Airport Precinct Investigation Area - Site Selection for proposed business park - planning proposal for Council land

21/11/18
Item 12.09

 

DDE

 

Feb-19

Policy Review - Risk Management - post exhibition

21/11/18
Item 09.04

 

DCP

 

Feb-19

Legal Advice on Water Fluoridation

12/12/18
Item 12.02

 

GM

 

Feb-19

QFPM - Mayor - Delegated Authority

12/12/18
Item 13.03

 

GM

 

Feb-19

QFPM - Orbital Road - Development In Investigation Area

12/12/18
Item 13.02

 

DSG

 

Feb-19

QFPM - Orbital Road - Current Investigation Area

12/12/18
Item 13.03

 

DSG

 

Feb-19

NOM - Traffic Congestion Crisis - Oxley Highway, Port Macquarie

12/12/18
Item 12.01

 

DI

 

Feb-19

Mid North Coast Joint Organisation - Financial Position

12/12/18
Item 09.03

 

GM

 

Feb-19

2020 Ordinary Local Government Election - Cost Estimates

12/12/18
Item 09.07

 

DCP

 

Feb-19

Draft Investment Policy - Post Exhibition

12/12/18
Item 09.10

 

DCP

 

Feb-19

QFPM - Enforcement of Unlawful Activity Policy - findings of review

18/07/18
Item 09.07

Policy being drafted

DDE

Dec-19
Feb-19

Mar-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

Draft PMH DCP 2013 - Highways Gateway Sites - update on public authority consultation

21/11/18
Item 12.05

 

DSG

 

Mar-19

Draft Mrs York's Garden Master Plan - post exhibition

12/12/18
Item 10.01

 

DDE

 

Mar-19

Transfer of Land to Council For Sewer Purposes - Leaders Way Wauchope - Post Exhibition

12/12/18
Item 12.05

 

DCP

 

Mar-19

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

Apr-19

Innes Gardens Memorial Park Crematorium and Lawn Cemetery

17/10/18
Item 14.01

 

DCP

 

Apr-19

Health and Education Precinct Draft Master Plan - post exhibition

21/11/18
Item 11.05

 

DSG

 

Apr-19

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

Sep-18
Oct-18
Feb-19

Apr-19

PMHC v Mansfield - post 'without prejudice' discussions

15/08/18
Item 14.05

Pending further advice regarding legal proceedings.

DDE

Nov-18
Dec-18
Feb-19

May-19

Tastings On Hastings - Future Events

12/12/18
Item 10.02

 

DSG

 

May-19

Vince Inmon Sporting Complex - Master Plan Development

21/11/18
Item 10.04

 

DDE

 

Jun-19

Why Local Government Matters Project - Completion Report

12/12/18
Item 09.03

 

GM

 

Jun-19

Land Acquisition - 921 Hastings River Drive, Pembrooke - Post Exhibition

12/12/18
Item 12.04

 

DCP

 

Jun-19

Opportunities for improving PMHC unsealed road maintenance practices

15/08/18
Item 12.02

 

DI

 

Aug-19

Markets Policy and local markets

21/11/18
Item 11.03

 

DSG

 

Dec-19

Canal Maintenance

18/10/17
Item 12.04

 

DI

 

2018/2019 FY

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

T-18-53 Design and Construction of Underbores - Beechwood and Bonny Hills - outcome of negotiatons and confirming value for money

21/11/18
Item 14.03

 

DI

 

TBA

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

 

2021
(estimate)

 

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, Sep

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, 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

Mayoral and Councillor Fees (Setting of)

GM

Annually

Jun

Council Policy - Status

DCP

Annually

Jul

Recreation Action Plan – Status

DDE

Annually

Jul

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

DSG

Annually

Jul

Local Preference Policy Outcomes

DCP

Annually

Aug

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

DSG

Annually

Sep

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

Compliments and Complaints Annual Report

DSG

Annually

Dec

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

DDE

Annually

Dec

 

 

Attachments

Nil

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.04

 

Subject:     Designated Persons

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

1.         Project Manager Infrastructure Delivery.

 

Executive Summary

This report identifies a position within Council that should be added to the Council’s list of Designated Persons.

Discussion

Section 441 of the Local Government Act 1993 (“the Act”) states:

 

         "For the purposes of this Chapter, designated persons are:

         -        the General Manager

         -        other senior staff of Council

          -        a person (other than a member of the senior staff of the Council) who is a member of staff of the Council or a delegate of the Council and who holds a position identified by the Council as the position of a designated person because it involves the exercise of functions under this or any other Act (such as regulatory functions or contractual functions) that, in their exercise, could give rise to a conflict between the person's duty as a member of staff or delegate and the person's private interests"

 

As new positions are established or positions responsibilities change, it is necessary to review the list of Council positions which should become Designated Persons. 

 

"Designated Persons" must:

         -        prepare and submit written returns of interest in accordance with section 449 of the Act.

         -        disclose pecuniary interests in accordance with section 459 of the Act.

 

The Office of Local Government has previously advised that the range of Designated Persons must include individuals with delegations to issue orders, approvals or consents under any Act.

 

Based on this information, the following position should be added to the existing list of Designated Positions within Council:

 

· Project Manager Infrastructure Delivery.

 

Duties of the positions listed above can involve the issuing of orders, approvals or consents under the Local Government and related Acts.  These positions have the ability to make recommendations and influence Council.

Options

Council has the option of reviewing the position for inclusion on the current list of Designated Persons.

Community Engagement & Internal Consultation

 

Internal Consultation

Consultation has taken place with:

·    General Manager.

·    Director Infrastructure.

·    Group Manager Governance and Procurement.

Planning & Policy Implications

There are no planning or policy implications.

Financial & Economic Implications

There are no financial or economic implications.

 

Attachments

Nil

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.05

 

Subject:     Disclosure of Interest Return

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 Disclosure of Interest returns for the following positions:

1.       Building Surveyor Team Leader Building Regulation – Fire Safety

2.       Contracts Administrator

3.       Design Engineer

4.       Development Compliance Co-ordinator

5.       Development Compliance Officer

6.       Engineering Planning Manager

7.       Environmental Projects Officer

8.       Group Manager Digital Technology

9.       Group Manager Organisational Performance

10.     Group Manager Regulatory Services (title change from Group Manager Compliance)

11.     Land Use Planning Manager

12.     Operations Engineer

13.     Senior Works Engineer

14.     Stormwater Engineer

15.     Water and Sewer Operations Manager

16.     Water and Sewer Planning Manager

17.     Water and Sewer Process Manager

18.     Water and Sewer Process Engineer

19.     Water and Sewer Headworks Engineer

20.     Water and Sewer Operations Engineer

21.     Water and Sewer Planning Engineer

22.     Works Engineer

 

Executive Summary

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

Discussion

 

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

The following positions are designated person under the Local Government Act:

 

1.       Building Surveyor Team Leader Building Regulation – Fire Safety

2.       Contracts Administrator

3.       Design Engineer

4.       Development Compliance Co-ordinator

5.       Development Compliance Officer

6.       Engineering Planning Manager

7.       Environmental Projects Officer

8.       Group Manager Digital Technology

9.       Group Manager Organisational Performance

10.     Group Manager Regulatory Services (title change from Group Manager Compliance)

11.     Land Use Planning Manager

12.     Operations Engineer

13.     Senior Works Engineer

14.     Stormwater Engineer

15.     Water and Sewer Operations Manager

16.     Water and Sewer Planning Manager

17.     Water and Sewer Process Manager

18.     Water and Sewer Process Engineer

19.     Water and Sewer Headworks Engineer

20.     Water and Sewer Operations Engineer

21.     Water and Sewer Planning Engineer

22.     Works Engineer

 

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

 

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

 

The returns for the abovementioned positions will be tabled at this meeting:

Options

No other options.  Lodgement of a Return by a Designated Person is a requirement under section 445 of the Local Government Act.

Community Engagement & Internal Consultation

 

Internal Consultation

·    Group Manager Governance and Procurement.

·    General Manager.

·    Building Surveyor Team Leader Building Regulation – Fire Safety

·    Contracts Administrator

·    Design Engineer

·    Development Compliance Co-ordinator

·    Development Compliance Officer

·    Engineering Planning Manager

·    Environmental Projects Officer

·    Group Manager Digital Technology

·    Group Manager Organisational Performance

·    Group Manager Regulatory Services (title change from Group Manager Compliance)

·    Land Use Planning Manager

·    Operations Engineer

·    Senior Works Engineer

·    Stormwater Engineer

·    Water and Sewer Operations Manager

·    Water and Sewer Planning Manager

·    Water and Sewer Process Manager

·    Water and Sewer Process Engineer

·    Water and Sewer Headworks Engineer

·    Water and Sewer Operations Engineer

·    Water and Sewer Planning Engineer

·    Works Engineer

Planning & Policy Implications

There are no planning or policy implications.

Financial & Economic Implications

There are no financial or economic implications.

 

Attachments

Nil

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.06

 

Subject:     Delegated Authorities - Certificate of Identification Issued Under the Swimming Pools Act 1992

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 the seal of Council be affixed to the certificates of identification issued under the Swimming Pools Act 1992, for the following Council staff:

1.       Anna Stricker – Building Surveyor

 

Executive Summary

 

The Council seal is required to be affixed to certificates of identification issued under the Swimming Pools Act 1992. A Council resolution is required in order to affix the Council seal to a document.

 

Discussion

 

Section 27(2) of the Swimming Pools Act 1992 requires that Council must issue a certificate of identification to each authorised officer appointed to exercise powers under this Act.

 

Clause 20 and Schedule 1 of the Swimming Pools Regulation 2008 prescribes the form of a certificate of identification. The certificate of identification must include amongst other things the seal of the Council.

 

Council has numerous staff authorised as officers under the Swimming Pools Act. To satisfy the requirements of a properly issued certificate of identification Council’s Seal must be affixed.

 

Clause 400 of the Local Government (General) Regulation 2005 states that ‘the seal of Council must not be affixed to a document unless the document relates to the business of the Council and the Council has resolved (by resolution specifically referring to the document) that the seal be so affixed’.

 

Council researched a number of avenues and also sought legal advice with regards to the requirements of the issuing of certificates of identification under the Swimming Pools Act and clause 400 of the Local Government (General) Regulation.

 

Council’s legal advice was that a Council resolution (specifically referring to the document) would be required to issue each authorised Council staff member a certificate of identification under the Swimming Pools Act.

 

Options

 

There are no options in relation to this report. It is a legislative requirement that the Council’s Seal be affixed to Certificates of identification issued under the Swimming Pools Act 1992.

 

Community Engagement & Internal Consultation

 

Community Engagement

 

No community engagement undertaken.

 

Internal Consultation

 

·    General Manager

·    Director Development and Environment.

·    Group Manager Governance and Procurement.

 

Planning & Policy Implications

 

A Council resolution, specifically referring to the document, is required to affix the Council Seal to a certificate of identification issued under the Swimming Pools Act.

 

Financial & Economic Implications

There are no financial or economic implications.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.07

 

Subject:     2020 Ordinary Local Government Election

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:

1.       The Office of Local Government circular informing of an Independent Pricing and Regulatory Tribunal review relating to the costs of conducting local government elections in New South Wales.

2.       That a further report will be presented to Council when the Electoral Commission estimates to administer the 2020 local government election and constitutional referendum are released.

 

Executive Summary

 

At the Ordinary Council Meeting held on 12 December 2018, Council resolved to request for the Electoral Commissioner to administer the 2020 Local Government election.

 

Council also requested a report to be provided to the February 2019 Ordinary Council meeting regarding the cost estimate for administering the elections including a constitutional referendum held in conjunction with the 2020 Ordinary Local Government Election.

 

Discussion

 

At the Ordinary Council Meeting held on 12 December 2018, Council resolved:

 

09.07  2020 Ordinary Local Government Election

RESOLVED:  Turner/Intemann

 

That Council resolve that:

1.       Pursuant to s. 296(2) and (3) of the Local Government Act 1993 (NSW) (“the Act”) that an election arrangement be entered into by contract for the Electoral Commissioner to administer all elections of the Council.

2.       Pursuant to s. 296(2) and (3) of the Act, as applied and modified by s. 18, that a council poll arrangement be entered into by contract for the Electoral Commissioner to administer all council polls of the Council.

3.       Pursuant to s. 296(2) and (3) of the Act, as applied and modified by s. 18, that a constitutional referendum arrangement be entered into by contract for the Electoral Commissioner to administer all constitutional referenda of the Council.

4.       Request the General Manager to submit a report to the February 2019 meeting of Council detailing:

          (a)     A cost estimate provided by the Electoral Commissioner for the administration of the 2020 Ordinary Local Government Election (as in 1. above).

          (b)     A cost estimate provided by the Electoral Commissioner for the administration of a constitutional referendum (as in 3. above) held in conjunction with the 2020 Ordinary Local Government Election.

 

Councillor Alley returned to the meeting, the time being 8:52pm.

 

carried:      8/0

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

Against:       Nil

 

This report relates to point 4 of the resolution above.

 

The Office of Local Government (OLG), on 8 February 2019 released a circular (at attachment 1) providing information that the Independent Pricing and Regulatory Tribunal (IPART) will be undertaking a review relating to the costs of conducting local government elections in New South Wales.

 

As a result, cost estimates for the elections will be delayed and are unavailable for the February 2019 Ordinary Council meeting.

 

When the cost estimates are released report will be presented to Council with these estimates.

 

Options

 

There are no other options.

 

Community Engagement & Internal Consultation

 

Community Engagement

 

No community engagement undertaken.

 

Consultation

 

·    General Manager.

·    Director Corporate Performance.

·    Group Manager Governance and Procurement.

 

Planning & Policy Implications

 

Section 296 of the LG Act now provides that Council elections, polls and referenda are to be administered by the General Manager.

 

Financial & Economic Implications

 

As the cost estimates to administer the 2020 local government election have not been provided Council will need to use assumptions to understand the budgetary impacts of administering the election.

 

Attachments

 

1View. Office of Local Government Circular- 19-02 IPART review of the costs of conducting local government elections and extension of the deadline for councils to make a decision on the administration of their elections

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.08

 

Subject:     Policy Review - Risk Management Policy- Post Public Exhibition

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

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

 

 

 

RECOMMENDATION

That Council:

1.       Adopt the Risk Management Policy.

2.       Rescind the Risk Management Framework Policy and reclassify the document as an internal procedure.

 

Executive Summary

 

At the Ordinary Council Meeting held on 21 November 2018, Council resolved to place the draft Risk Management Policy and the Risk Management Framework Policy (attachment 1) on public exhibition.

 

The policies were subsequently placed on public exhibition from 28 November 2018 to 9 January 2019.  During the exhibition period, one (1) submission was received in support of the proposed policy amendments.

 

Discussion

 

At the Ordinary Council meeting held on 21 November 2018, Council resolved as follows:

 

09.04  Policy Review - Risk Management

 Councillor Dixon left the meeting, the time being 07:39pm.

RESOLVED:  Hawkins/Alley

That Council:

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

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

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

carried:      7/0

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

Against:       Nil

 

 

The draft Policy illustrates Council’s commitment in relation to managing risks.

 

The Risk Management Policy has been reviewed with the following amendments:

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

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

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

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

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

 

Public Exhibition

 

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

 

There were a total of twenty six (26) visits to Council’s engagement website page during the exhibition period.  Seven (7) documents were downloaded or viewed. One (1) submission was received.

 

Options

 

Council has the option to amend or not to amend the Risk Management identified within this report.

 

Community Engagement & Internal Consultation

 

The policies that were the subject of this report were available for public comment from 21 November 2018 to 9 January 2019.  During this period, one (1) submission was received.

 

Submission Colleen Joy Carmody

 

Issue

1.

Colleen Joy Carmody

The risks identified seemed to be predictable risks, but there are some glaring omissions.  Three omissions come to mind:

1. Council may knock back a DA based on sensitive environmental grounds, and the developer simply goes to a regional or state body to get this decision overridden.

2. Buying CDOs seemed "acceptable" earlier this century and was permissible.  However, is it ever worth taking such financial risk and what steps have been implemented to ensure it doesn't happen again?

3. There is always the risk of human failure/negligence/or corruption.  I couldn't see any steps to ensure key personnel such as Mayor, General Manager, Directors and key decision makers including Councillors are not deliberately causing a project to fail or for money to be invested in very risky ventures.

Response/

Comment:

Thank you for your response

1. There has to be sufficient planning grounds for council to refuse a Development Application (DA). If Council decides to refuse a DA the proponent can appeal the decision in the Land and Environment Court. For the Court to overturn the decision it would have to be satisfied that Council has made the wrong decision on planning grounds.

2. Under section 625 of the Local Government Act 1993, Councils are required to adhere to the requirements of the Ministerial Investment Order which details the types of financial instruments Councils are permitted to invest in and excludes vehicles such as CDOs. Council also has an Investment Policy which details the acceptable risk process when investing funds. Council has recently reviewed its’ Investment Policy which resulted in some proposed changes. The revised Policy was placed on public exhibition for the period 19 December 2018 to 29 January 2019 and is being considered by Council again in February 2019.

Council also uses the services of an independent financial advisor on an ongoing basis with investments to provide a greater level of assurance. These reports are presented to Council on a monthly basis.

3.   A risk is defined as:

·    Any threat than can potentially prevent Council from meeting its objectives; or

·    Any opportunity that is not being maximised by the Council to meet its objectives.

It is acknowledged that the Risk Management Policy itself is only a part of Councils’ overall Risk Management Framework and does not include the specific details of risks or the controls that are put in place to mitigate risk.

The Corporate and Divisional/Sectional risks are reviewed on a regular basis and these are identified in Council’s risk register. This register does include risks that could potentially prevent Council from meeting its objectives, including controls that are in place to mitigate any identified risks. The Corporate Risk Register has quarterly oversight from the Audit, Risk and Improvement Committee.

 

The Audit, Risk and Improvement Committee provides independent assurance and assistance to the Council by overseeing and monitoring the governance, risk and control and compliance frameworks, and external accountability requirements of the Council. The Committee is an integral component of the Council’s corporate governance arrangements, and its responsibilities generally cover the review and oversight of the following areas – compliance, risk management, fraud control, financial management, governance, strategic and operational plans, internal audit and external audit.

 

Council has also implemented a Project Management Framework to reduce project related risk. This framework is based on ISO 21500 and incorporates the five process groups and ten subject groups detailed in ISO 21500, which are typical of most projects, and the characteristics of a generic lifecycle structure.

 

ISO 21500- Project Management Guidance is a recognised global standard for the project management profession.

 

Attached (at attachment 2) is the revised Risk Management Policy.

 

Internal Consultation

 

·    General Manager.

·    Directors.

·    Audit, Risk and Improvement Committee.

·    Risk Management Working Group.

·    Group Manager Governance & Procurement.

 

Planning & Policy Implications

 

The recommendations of this report, if adopted, will result in the draft Risk Management Policy being adopted and the Risk Management Framework Policy being rescinded (and reclassified as an internal procedure).

 

Financial & Economic Implications

 

Sound risk management practices lead to positive financial and economic outcomes.

 

Attachments

 

1View. Risk Management Framework Policy

2View. Risk Management Policy

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.09

 

Subject:     Legal Fees

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 information in the Legal Fees report.

 

Executive Summary

 

At the July 2018 Ordinary Council meeting, Council resolved for a report to be provided to the September 2018 Ordinary Council meeting listing a breakdown of legal fees on a case by case basis for matters costing more than $10,000 in the 2017-2018 financial year.

 

As a result of the September 2018 Ordinary Council meeting, Council requested an updated report to be provided each quarter.

 

Attached is a confidential file that provides this information relating to a breakdown of legal fees on a case by case basis for matters costing more than $10,000 in the 2018-2019 financial year to date as at the end of December 2018.

 

Discussion

 

At the July 2018 Ordinary Council meeting, Council resolved:

09.07  Question from Previous Meeting - Enforcement of Unlawful Activity Policy

RESOLVED:  Turner/Intemann

 

That Council:

1.       Note the information contained within the Question from Previous Meeting – Enforcement of Unlawful Activity Policy report.

2.       Request the General Manager undertake a review of the Regulatory Enforcement Policy in relation to its adequacy for assessing the cost benefits of taking enforcement action, prior to such action taking place.

3.       Request the General Manager report back to a future meeting of Council as soon as practicable on the findings of the review referred to in 2) above.

4.       Request the General Manager provide a report to the September 2018 Council meeting listing a breakdown of legal fees on a case by case basis for matters costing more than $10,000 in the 2017-2018 financial year.

carried:      9/0

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

Against:       Nil

 

A report was then provided to the September Ordinary Council meeting that relates to point 4 of the resolution above. As a result at the September 2018 Ordinary Council meeting, Council resolved:

 

09.16  Legal Fees

Mayor Pinson declared a Pecuniary Interest in this matter and left the room and was out of sight during the Council's consideration, the time being 08:49pm.

 

The Mayor vacated the Chair and the Deputy Mayor assumed the Chair.

RESOLUTION: Alley/Turner

 

That Council:

1.       Note the information in the Legal Fees report.

2.       Request the General Manager to provide an updated report quarterly to Council.

carried:      7/0

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

Against:       Nil

 

Attached is a confidential file that provides the information that relates to point 4 of the resolution above. This includes a breakdown of legal fees on a case by case basis for matters costing more than $10,000 in the 2018-2019 financial year to date as at the end of December 2018.

 

The attachment titled "Legal matters >$10000 2018-19 Financial Year" is confidential as it contains information that relates to 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)).

 

Options

 

Council can resolve to request further information.

 

Community Engagement & Internal Consultation

 

Internal Consultation

·    General Manager

·    Director Corporate Performance

·    Group Manager Governance & Procurement

 

Planning & Policy Implications

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

 

Financial & Economic Implications

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

 

Attachments

 

1View. Confidential Attachment - Legal matters >$10000 2018-19 Financial Year (Confidential)

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.10

 

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

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.2.1 Promote Council participation and build linkages in local, state and federal initiatives, forums and opportunities to support Council’s continued planning for the growth of the region.

 

 

 

RECOMMENDATION

 

That Council note the information contained in the Financial Impact of Cost Shifting From Other Levels of Government report.

 

Executive Summary

 

Resolutions have been made at both the 19 September 2018 and 21 November 2018 in respect of cost shifting.

 

This report addresses the resolutions as follows:

 

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

 

 

This report addresses the requirements of Resolutions 3 and 4 above.

 

Further at the Ordinary Council meeting held on 21 November 2018, Council resolved:

 

 

This report addresses the requirements of Resolutions 3, 4, 5, 6 and 7 above.

 

Discussion

 

Resolutions of Council from September 2018.

 

As outlined in the Executive Summary, Council resolved for the General Manager to write to ALGA and LGNSW. These letters were written as per the Council resolution and forwarded in December 2018.

 

Council also resolved for a further report to the February 2019 meeting, outlining history and trends in cost shifting, replies from the ALGA and LGNSW, and summary information on relevant financial arrangements between councils and higher levels of government. This information is provided as follows:

 

History and Trends in Cost Shifting

 

Cost shifting has been 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.”

Cost shifting represents a significant impost on Council with the impact of cost

shifting over recent years being:

 

-      $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 2018-2019, ($11.4m State, $1.5m Federal)

 

The following graph illustrates the above impact:

 

 

 

 

Both the ALGA and LGNSW acknowledge that cost shifting is a significant issue for the sector, the impacts of which continue to increase year on year.

 

In November 2003, the Fair Share report on cost shifting and Local Government finances was tabled in the Australian Parliament and found that cost shifting represented a cost of up to $1.1 billion to the sector. Following this review an Intergovernmental Agreement (IGA) to prevent cost shifting was signed by all members of the former Local Government and Planning Ministers’ Council. The IGA was subject to an ‘in house’ review by the Federal Department of Regional Development and Local Government in 2012 which did not recommend any changes to the IGA.

 

As published by the LGNSW Council Survey report and despite acknowledgement of the impacts on Local Government, cost shifting continues to be significant with the following noted:

 

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

 

·    Since 2005-2006, the accumulated total cost shifting burden to the sector is an estimated $6.2 billion.

 

·    Cost shifting has increased from 7% of total income before capital for the sector in 2013-2014 to 7.5% in 2015-2016.

 

·    Not only does cost shifting continue to grow, it is growing at an accelerated rate.

 

·    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 for which associated cost shifting increased by 43.6% from 2013-2014 to 2015-2016.

 

·    The most significant areas of cost shifting in the sector continue to be the waste levy, the emergency services levy, state libraries and pensioner rebates.

 

The most recently published LGNSW Council Survey report, “The Impact of Cost

Shifting on Local Government in NSW: A Survey of Councils”, highlights the 26

Functional Areas considered in the analysis of cost shifting, which arise from various

financial arrangements between councils and higher levels of government, (refer

Attachment 1, Appendix A).

 

Responses from LGNSW and ALGA

 

A response has been received from the ALGA and is attached for information, (refer Attachment 2). Some information from this correspondence has been included in the body of this report.

 

Whilst no specific response has been received from LGNSW, they continue to try to identify, quantify and combat cost shifting as it impacts member councils. The Independent Inquiry into the Financial Sustainability of NSW Local Government found that more “hard data” about cost shifting was required and as such LGNSW continue to conduct a Cost Shifting Survey which measures and monitors cost shifting and seeks to establish the impact of cost shifting on the sector.

 

Relevant Financial Agreements

 

Council does receive a number of grants from other levels of government. For the year ended 30 June 2018, Council received a total of $21.3m in grants ($15.5m in operating and $5.8m in capital) which included $10.9m in financial assistance grant and pensioner rate subsidy allocations, (refer Attachment 3 for an extract of 2017-2018 financial statements, note 3e). This is as compared to an annual operating expenditure budget of $154.4m and an annual capital works programme of $112.6m for the 2017-2018 financial year.

 

Resolutions of Council from November 2018.

 

North Coast Joint Organisation Meeting

 

As per Resolution 3 above of the Ordinary Council meeting held on 21 November

2018, it is noted that the General Manager raised the issue of cost shifting at the

December 2018 meeting of the Mid North Coast Joint Organisation.

 

The following was resolved at the meeting:

 

 

Meeting with Treasurer and Member for Port Macquarie, Ms Leslie Williams MP

 

A meeting was held in Port Macquarie on 4 December 2018 between Council officers, the state Treasurer and the Member for Port Macquarie, Ms Leslie Williams MP. The General Manager raised the issue of cost shifting at this meeting and explained the impact on Council.

 

Communications, Governance and Community Relations Portfolio.

 

It is noted that the issue of Cost Shifting was discussed at the December 2018

Communications, Governance and Community Relations Portfolio, with further action

currently underway in this regard. This includes development of a cost shifting fact

sheet and information/resources to be used in stakeholder and community

communication on this matter.

 

Further correspondence

 

In December 2018, the General Manager wrote to:

 

(a)  The Member for Port Macquarie, Ms Leslie Williams MP;

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

(c)  The Member for Cowper, Mr Luke Hartsuyker MP;

(d)  The Member for Lyne, Dr David Gillespie MP

(e)  Local Government NSW

 

To date we have received responses from:

 

·        The Member for Port Macquarie, Ms Leslie Williams MP, (Attachment 4); and

·        The Member for Cowper, Mr Luke Hartsuyker MP, (Attachment 5);

 

These responses are attached for reference.

 

Options

 

This report is for information purposes.

 

Community Engagement & Internal Consultation

 

There has been no community engagement. 

 

Planning & Policy Implications

 

There are no planning & policy implications.

 

Financial & Economic Implications

 

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

 

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

 

Attachments

 

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

2View. Response from ALGA

3View. Financial Statements - 2017-18 Note 3e

4View. Response from the Member for Port Macquarie, Ms Leslie Williams MP

5View. Response from the Member for Cowper, Mr Luke Hartsukyer MP

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.11

 

Subject:     Investment Policy Review - Post Exhibition

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 adopt the amended Investment Policy.

 

Executive Summary

 

At the Ordinary Council Meeting on 12 December 2018, Council resolved to place the draft Investment Policy (as attached) on public exhibition.

 

The Investment Policy was subsequently placed on public exhibition for the period 19 December 2018 to 29 January 2019 (42 days).

 

There were no submissions during the public exhibition process.

 

Discussion

 

At the Ordinary Council Meeting on 12 December 2018, Council resolved as follows:

 

 

The existing Investment Policy was reviewed and the attached draft includes the following changes:

 

·    The following sections have been added: ‘Funds for Investment’, ‘Legislative Authority for Investments’, ‘Investment Governance’, ‘Breaches of Criteria’;

·    The following components have been included in the mandatory investment criteria: ‘scope’, ‘currency’, ‘ownership’, ‘term / maturity’;

·    The performance management section has been expanded to provide more information and guidance;

·    Investment authorisation requirements and detail of responsibilities attached to individual staff have been removed as they relate to strategy rather than policy matters;

·    The short-term credit rating approval category has been added with S&P rating descriptions removed;

·    The minimum portfolio exposure requirement has been removed;

·    Portfolio exposure: changed A rating to 60% (from 55%) and BBB rating to 30% (from 15%);

·    Institutional exposure: changed AAA rating to 40% (from 45%), AA rating to 30% (from 40%) and A rating to 20% (from 15%);

·    Maturity requirement: changed 3 to 5 years from 30% to 40% (and to 5.5 years);

·    Maturity requirement: changed 5 years and greater from 15% to 20% (and to 5.5. years);

·    Inclusion of Floating rate Notes as an investment option.

 

Public Exhibition

 

The public exhibition period is now complete with no submissions received via mail, email or in person.

 

Within the exhibition period there were thirteen (13) views and two (2) downloads of the Investment Policy via Council’s engagement website page.

 

Options

 

Council has the option not to adopt the Policy identified within this report.

 

Community Engagement & Internal Consultation

 

The Investment Policy was available for public comment from 19 December 2018 to 29 January 2019 (42 days). No submissions were received.

 

Planning & Policy Implications

There are no planning implications in relation to this report.  This report recommends replacing the existing Investment Policy with a revised Investment Policy.

 

Financial & Economic Implications

 

The Investment Policy frameworks and requirements can positively impact returns through its regulation of investments.  This review of the Investment Policy was undertaken with a view to increase returns on Council’s investment portfolio.

 

Attachments

 

1View. Draft Investment Policy

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.12

 

Subject:     Quarterly Budget Review Statement - December 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 December 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 second quarter being 31st December 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 December 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 (December 2018 Quarterly Budget Review Statement).

 

Income and Expenses – QBRS Page 1

 

Rates and Annual Charges

 

YTD Budget

YTD Actual

Budget Variance

% Received

$93.314m

$93.213m

-$0.101m

99.99%

Major budget variances include:

-     Annual Charges: +$0.081m

-     Rates: -$0.146m

 

The rates growth that has been incorporated into the budget continues to be captured and the associated rates revenue budget deficit is decreasing as the financial year progresses.

 

 

User Fees and Charges

 

YTD Budget

YTD Actual

Budget Variance

% Received

$15.833m

$16.477m

+$0.644m

104.1%

Major budget variances include:

-     Water Supply Usage Charges: -$0.567m

-     Reclaimed Water, Sewer & Onsite Effluent: -$0.222m

-     Water Private Works: +$0.581m

-     Waste Management Charges: +$0.570m

-     Planning & Building Fees: +$0.225m

-                

Variances associated with usage charges for water supply, waste management, sewer and onsite effluent are caused by the timing of receipts and the billing cycles whose frequency at times does not align with the phasing of the budget.

The Water Private Works favourable increase is due to a larger than anticipated number of works, however this income is offset by expenditure.

 

The Planning Fees variance is due to a high level of activity in the development environment which corresponds with the high levels of developer contributions.

 

 

Interest and Investment Income

 

YTD Budget

YTD Actual

Budget Variance

% Received

$3.816m

$4.438m

+$0.622m

116.3%

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.

 

This favourable budget variance is on a consolidated basis and includes interest contributable to the water fund, sewer fund, and restricted reserves such as waste s7.11 reserves. 

 

 

Other Revenues

 

YTD Budget

YTD Actual

Budget Variance

% Received

$2.674m

$2.873

+$0.199m

107.4%

Major budget variances include:

-     Sale of Carbon Credits: +$0.168m

 

Receipt of income from the sale of carbon credits through ANREU (Australian National Registry of Emissions Units)

 

 

Operating Grants & Contributions

 

YTD Budget

YTD Actual

Budget Variance

% Received

$5.252m

$7.979m

+$2.727m

152.2%

Major budget variances include:

-     Roads to Recovery: +$1.303m

-     Financial Assistance Grants: +$1.553m

 

Roads to Recovery - Impact of 2017-18 allocations received in the current financial year. 

 

Financial Assistance Grant YTD budget requires re-phasing to align with timing of actual receipts.

 

 

 

 

 

 

 

 

 

Capital Grants & Contributions

 

YTD Budget

YTD Actual

Budget Variance

% Received

$9.714m

$11.963m

+$2.249m

123.2%

Major budget variances include:

-     Wauchope Pool Upgrade: +$0.375M

-     Section 7.11 Developer Contributions: +$2.267m

-     Voluntary Planning Agreements: +$0.264m

-     Section 64 Contributions: +$0.908m

 

The developer contributions variance is due to a high level of activity in the development environment.

 

The below capital grant funding has been awarded to Council, however due to the timing of the completion of projects had not been received, or was not yet payable to Council as at 31st December 2018.

 

-     Dunbogan Bridge (Reid Street): -$0.425M

-     Airport Terminal Refurbishment: -$0.140m

-     Hastings Regional Sporting Facility Lights: -$0.185m

-     Short Street Car Park Reserve Amenities: -$0.183m

 

 

Employee Costs

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$27.384m

$25.380

-$2.004m

92.7%

Major budget variances include:

-     Salaries & Wages: -$0.745m

-     Employee On-Cost Recovery: -$1.254m

 

The favourable variation that has occurred in Salaries and Wages is 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

$1.470m

$1.495m

+$0.025m

101.7%

There are no major or material budget variances.

 

Materials & Contracts

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$19.228m

$16.824m

-$2.404m

87.5%

Major budget variances include:

-     Drainage: -$0.636m

-     Waste Management: -$0.617 m

-     Airport: -$0.301m

-     Digital Technology: -$0.202m

-     Assets & Property Investment: -$0.173m

-     Transport & Traffic: -$0.167m

-     Destination Marketing: -$0.136

-     Community Place & Engagement: -$0.126m

 

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. Whilst these budgets may not have been fully expended during the first two quarters of the financial year, they have been committed through the issuing of purchase orders.

 

 

Depreciation

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$22.198m

$24.297m

+$2.099

109.5%

Major budget variances include:

-     Buildings: -$0.930m

-     Roads, Bridges and Footpaths: -$0.377m

-     Sewerage Network: -$0.539m

-     Office Equipment: -$0.324m

 

During the 2017/18 financial year the Buildings Asset Class was revalued as required for auditing purposes. This revaluation included a review of the buildings useful lives which has resulted in an increase in their annual depreciation. This increase was not incorporated into the 2018/19 Original budget. 

 

A higher than anticipated number of large infrastructure projects, which were completed and commissioned in the system during the 2017/18 financial year, started incurring depreciation expenditure in the 2018/19 financial year.

 

 

Other Expenses

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$4.975m

$6.442m

+$1.467m

129.5%

Major budget variances include:

-     Section 88 Waste Levy: +$2.018m

-     Payments to Other levels of Government: +$0.438m

-     Electricity: -$0.781m

-     Insurance: -$0.181m

 

The favourable variances above in electricity have been caused by the delay in being issued invoices for payments for electricity.

 

The budget of the section 88 waste levy requires re-phasing to align with the actual level of expenditure that occurring throughout the year.

 

 

Asset Disposal

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$1.500m

$0.163m

-$1.337m

10.9%

The asset disposal budget is predominately made up of loss on disposal of infrastructure assets (roads, footpaths, etc.).This disposal occurs when the old asset is disposed of in the system and the new asset is capitalised and commissioned.

 

The budget of the asset disposals requires re-phasing to align with the actual level of expenditure that occurring throughout the year.

 

 

Capital Expenditure – QBRS Page 2

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$37.116m

$21.388m

-$15.728m

57.6%

Projects with budgets that have been materially under spent include:

-     Hastings Regional Sporting Facility: -$1.975m

-               Project currently in design phase. This project is forecasted to continue into the next financial year and the re-phasing of the current budget will be required to reflect this.

-                

-     Small Village Sewer Scheme: -$1.632m

-               Finalising design for Telegraph Point STP. Commencing works on reticulation in Telegraph Point. Variance due to contractor billing cycle.

-                

-     Beechwood Rosewood VPA Water Supply Works: -$1.334m

-               Projects on time. Variance due to timing of payments.

-                

-     Dunbogan Bridge Sewer Rising Main Construction: -$0.981m

-               Delayed commencement to avoid the busy Christmas period. Works to commence in February 2019.

-                

-     Road Resealing Works: -$0.957m

-               Program on track. Variance due to timing of payments.

-                

-     Illaroo Road – Stormwater Remediation Construction: -$0.720m

-               Delay due to asbestos removal required on site and funding being sourced for that exercise. Revised plan to be finalised.

-                

-     ICT Projects: -$0.711m

-               Projects on time. Variance due to timing of payments.

 

-     Reclaimed Water Area 14 Trunk Main: -$0.655m

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

-                

-     Annual Water Supply Live Watermain Renewals: $-0.578m

-               Projects ongoing. Variance due to timing of payments.

 

There are a large number of smaller projects from various areas of Council which are also currently underspent when comparing their actual expenditure to year to date budgets:

-     Water Supply Projects: -$0.720m

-     Sewer Supply projects: -$1.197m

-     Transport & Traffic Projects: -$1.493m

-     Drainage Projects: -$0.594m

-     Parks & Recreation Projects: -$1.228m

 

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 31st December 2018” which is also on the agenda of the Ordinary Council Meeting for February 2019 and contained within the business paper.

 

 

Cash and Investments – QBRS Page 3

 

The return on Councils investment portfolio for the financial year as at 31st December 2018 was 3.00% which was 1.02% above the benchmark of 1.98%.

 

Budget variations adopted throughout the financial year have included utilising $6.838m of Council’s cash reserves.

 

Key Performance Ratios – QBRS Page 4

 

The budget variations that have been adopted throughout the financial year (July-December) 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 5-7

 

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

 

Statement by Responsible Accounting Officer

 

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

 

 

Options

 

Council may adopt the recommendation or amend as required.

 

Community Engagement & Internal Consultation

 

Not applicable

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

As indicated in the QBRS, the projected operating result for Council, as at 30th June 2019, is $3.050m and this is result will be satisfactory. However, there continues to be a budget deficit for the 2018/19 financial year which will be remedied throughout the year through favourable budget variations.

 

Attachments

 

1View. Quarterly Budget Review Statement - December 2018

2View. Confidential Attachment - December 2018 Quarterly Budget Review Statement - Consultancy Engagements.pdf (Confidential)

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.13

 

Subject:     Monthly Budget Review - January 2019

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

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

 

 

 

RECOMMENDATION

 

That Council:

1.       Adopt the adjustments in the “Budget Variations – January 2019” section of the Monthly Budget Review – January 2019

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

 

Executive Summary

 

This report will detail monthly budget adjustments recommended to be made up to 31 January 2019.

 

The Council adopted a budget position as at 1 July 2018 being a shortfall of $511,873, and as at 31 January 2019 that shortfall had been reduced to $364,608. The budget adjustments contained in this report will maintain that reduced shortfall position.  

 

Discussion

 

Each month, Council’s budgets are reviewed by Group Managers and Directors with any required adjustments reported.  The purpose of this report is to provide Council with an up to date view of the current actual financial position in comparison to the original adopted 2018-2019 budget position along with the proposed movement of funds to accommodate any changes.

 

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

 

Monthly Budget Review Summary

 

Original Budget as at 1 July 2018

Shortfall

($511,873)

Plus adjustments:

 

 

July Review

Balanced

$0

August Review

Balanced

$0

September Review

Balanced

$0

October Review

Surplus

$147,265

November Review

Balanced

$0

December Review

-

-

January Review

Balanced

$0

Forecast budget position for 30 June 2019

Shortfall

($364,608)

 

January 2019 Adjustments

There are no adjustments in this report that impact Council’s current budget position.

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

 

Description

Notes

Funding Source

Amount

Grant Funds

1

Grant/Revenue

($89,841)

Reserve Transfers

2

Reserves

($2,440,000)

Contributions and Other Revenues

3

Contribution

$51,800

Section 7.11 Contributions

4

S 7.11 Contributions

$1,432,122

Over-expenditure Reviews

5

Reserves

$50,000

Transfer between projects

6

Reserves/Revenue

$2,080,832

Council Resolutions

7

Asset Sales/Reserve

$1,352,720

Total

 

 

$2,437,633

1.    Grant funding

The total net decrease in grant funding value for 2018-2019 is $89,841.

 

Council project

Grant provider

Grant Amount

Other Funding*

Comment

Library – Local Priority Grant

NSW State Library

($100,841)

$0

A reduction in the amount of funding received for the financial year.

Road Safety Program – Distracted Driver Action Plan Implementation

 

Transport for NSW

$2,700

$0

Funding provided under the Road Safety Program

Road Safety Program - Safety Around Schools

 

Transport for NSW

$8,300

$0

Funding provided under the Road Safety Program

TOTAL

 

($89,841)

$0

 

* Other funding already contained within existing budgets.

2.       Reserve Transfers

 

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

 

Project Name

Reserve

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

Other Funding

Reserve Amount

Comments

Koala Street Depot Clean Up

Plant & Fleet Reserve

Transfer From

$0

$30,000

Clean up of the Depot required to ensure ongoing workplace health and safety standards.

Port Macquarie Pool

 

Committed Works Reserve

Transfer to Reserve

$0

($450,000)

These funds are currently sitting the 2018-19 budget.

Transfer remaining funds back to reserve to for inclusion in the 2019-20 financial year budget.

 

Hastings Regional Sporting Facility

 

Various

Transfer to Reserve

$0

($2,020,000)

These funds are currently sitting the 2018-19 budget.

Transfer remaining funds back to reserve to for inclusion in the 2019-20 financial year budget.

 

Net Transfer from reserves

 

($2,440,000)

 

 

3.    Contributions and Other Revenues

 

Description

Source of Funds

Amount

Comments

Road Furnishings – Safety Upgrades and maintenance of school bus stops.

Bus Shelter Advertising Revenue

 

$46,000

Revenue received through the advertising on Council owned Bus Shelters.

Communications

Surplus Bus Shelter Advertising Revenue

$5,800

Surplus funds from Bus Shelter Revenue to be utilised for Communication campaigns.

Total utilisation of contributions and other revenues

$51,800

 

 

 

4.    Utilisation of Section 7.11 Contributions

 

Project Name

Source of Funds

Amount

Comments

Property Acquisitions - Hastings River Drive and Boundary Street (Acquisition)

Hastings River Drive Contribution Plan (HRD Plan).

$1,432,122

Land acquisitions for the widening of Hastings River Drive.

 

Hastings River Drive Contribution Plan – Loan Proceeds   (Loan Proceeds)

 

Major Roads Contribution Plan

($1,432,122)

Internal loan between s7.11 plans to fund the shortfall in the HRD Plan.

Major Roads Contribution Plan – Loan to HRD Plan (Loan Principal)

 

Major Roads Contribution Plan

 

$1,432,122

Internal loan between s7.11 plans to fund the shortfall in the HRD Plan.

Total s7.11 utilisation

$1,432,122

 

Note: The above variation corresponds with the associated Council report tabled at the February Ordinary Council Meeting.

 

5.    Over-expenditure Reviews (approved by Executive)

 

Project Name

Source of Funds

Amount

Comments

Bulli Creek Bridge Replacement

Road Renewal Reserve

$50,000

Funding from the roads renewal reserve for the establishment of an easement in relation to the Bulli Creek Bridge Replacement.

 

Total over expenditures

 

$50,000

 

 

6.    Transfer between projects

 

Transfer from

Transfer To

Amount

Comments

Community Place - Place Facilitators

Short Street CarPark Reserve

$25,000

Budget re-allocation to fund the disabled access project ‘Boundless Exceloo”.

 

Community Place - Disabled Accesses

Short Street CarPark Reserve

$106,000

Budget re-allocation to fund the disabled access project ‘Boundless Exceloo”.

 

Community Place - Disabled Accesses

Building Rectification Works

$30,000

Budget re-allocation to fund the provision of DDA compliant refit of the current Comboyne Public Amenities next to Comboyne Hall

 

Port Macquarie Coastal Walk

Westport Park Riverwall and Pathway Upgrade

$356,000

Coastal Walkway funds re-allocated for the construction of a new 3m wide shared pathway and associated foreshore upgrades at Westport Park between the Marine Rescue building and boat ramp adjacent to Livvi’s Place playground.

 

Stormwater Renewal Program

Westport Park Riverwall and Pathway Upgrade

$118,993

Budget allocation transferred to Westport Park Riverwall and Pathway Upgrade for associated stormwater drainage works.

 

Annual Renewals and Minor Works Allocation – Water Supply

Sewer Rising Main Extension to Dunbogan STP Inlet

$593,234

Water Supply works associated with the SRM Extension to Dunbogan STP Inlet project. Budget allocation merged with Sewer Rising Main project for project management purposes.

 

Camden Haven Reticulation Augmentation

Laurieton Sewer Rising Main SPS#1 to Dunbogan Bridge

$851,605

Laurieton Sewer Rising Main budget allocation in the Camden Haven Reticulation Augmentation budget segregated to separate project number due to size of project.

Total

 

$2,080,832

 

 

7.    Council resolutions

 

Description

Comment

Amount

Source

MIDROC Contributions

Part utilisation of remaining PMHC contribution to MIDROC for ‘Why Local Government Matters’ Report (OCM Dec 2018)

$14,000

MIDROC Trust Fund Account

Sale of Lands Proceeds

Transfer of proceeds from the sale of 6 Enterprise Place, Wauchope (OCM July 2016) to the property reserve fund.

$158,957

Property Reserve

 

Sale of Lands Proceeds

Transfer the proceeds from the sale of closed road being Lot 1 Hockey Place, Port Macquarie.

$27,187

Property Reserve

Settlement Shores Canals Dredging

At the November 2018 Council meeting, Council resolved to accept a tender for the dredging of the Settlement Shores canals. An option from the contractor to start in July 2019 was chosen. These funds are currently sitting the 2018-19 budget and will be transferred to reserve for utilisation in 2019/20 financial year.

$1,152,576

Canal Maintenance Reserve.

Total

 

$1,352,720

 

Options

 

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

 

Community Engagement & Internal Consultation

 

Not Applicable.

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

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

 

Statement by Responsible Accounting Officer

 

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

 

Attachments

 

1View. Budget Variations - January 2019

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.14

 

Subject:     Investments - December 2018

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

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

 

RECOMMENDATION

 

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

 

 

Executive Summary

 

·    Total funds invested as at 31 December 2018 equals $296,648,871.

·    Interest for the month of December was $809,647.35.

·    The year-to-date investment income of $4,322,311 represents 59% of the total annual investment income budget of $7,385,000.

·    Council’s total investment portfolio performance for the financial year to date was 1.02% above the benchmark (3.00% against 1.98%).  Benchmark being the Bank Bill reference rate as at 31 December 2018 as identified on www.bloombergindices.com.

 

Discussion

 

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

 

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

 

Overview

 

Councils (including Port Macquarie-Hastings Council) provide a broad range of services and associated infrastructure to their communities. These services include (but are not limited to) the following:

 

·    Water and Sewer services;

·    Waste services;

·    Port Macquarie Airport;

·    Cemeteries;

·    Roads and Bridges;

·    Various Recreation and Cultural facilities.

 

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

 

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

 

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

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

 

The full report is available on Council’s website:

 

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

 

Current Investments

 

Council is required to undertake investments in accordance with section 625 of the Local Government Act 1993.  This report provides details of Council’s investments, and certifies that all funds that Council has invested as at 30 June 2018, comply with this Act.

 

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

 

As at 31 December 2018, the investments held by Council totalled $296,648,871 and were attributed to the following funds:

 

General Fund

123,572,054

Waste Fund

17,235,299

Water Fund

96,737,197

Sewer Fund

57,689,306

Sanctuary Springs Fund

38,564

Broadwater

1,376,451

 

296,648,871

 

 

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

 

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

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

Council uses the services of an independent financial advisor, on an ongoing basis with investments. The investments placed this month were term deposits. At least three quotes were obtained from financial institutions in line with Council’s Investment Policy. Council obtains regular updates regarding market activities positions from various institutions.

 

Planning & Policy Implications

 

There are no planning and policy implications.

 

Financial & Economic Implications

 

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

 

Council’s total investment portfolio performance for the financial year to date is 1.02% above the benchmark (3.00% against 1.98%) and year to-date income is 59% of the total annual budget. 

 

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

 

The overall investment income will be adjusted at financial year end by the total interest refunded on repayment of bonds. As Council constantly receives and refunds bonds, it is difficult to accurately determine the quantum of these refunds.

 

Certification

 

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

 

 

 

Nicole Spencer

Responsible Accounting Officer

 

 

Attachments

 

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

2View. Port Macquarie-Hastings Council Portfolio as at 31 December 2018

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.15

 

Subject:     Investments - January 2019

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

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

 

RECOMMENDATION

 

That Council note the Investment Report for the month of January 2019.

 

 

Executive Summary

 

·    Total funds invested as at 31 January 2019 equals $290,679,135.

·    Interest for the month of January was $743,843.87.

·    The year-to-date investment income of $5,066,154 represents 69% of the total annual investment income budget of $7,385,000.

·    Council’s total investment portfolio performance for the financial year to date was 0.99% above the benchmark (3.00% against 2.01%).  Benchmark being the Bank Bill reference rate as at 31 January 2019 as identified on www.bloombergindices.com.

 

Discussion

 

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

 

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

 

Overview

 

Councils (including Port Macquarie-Hastings Council) provide a broad range of services and associated infrastructure to their communities. These services include (but are not limited to) the following:

 

·    Water and Sewer services;

·    Waste services;

·    Port Macquarie Airport;

·    Cemeteries;

·    Roads and Bridges;

·    Various Recreation and Cultural facilities.

 

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

 

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

 

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

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

 

The full report is available on Council’s website:

 

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

 

Current Investments

 

Council is required to undertake investments in accordance with section 625 of the Local Government Act 1993.  This report provides details of Council’s investments, and certifies that all funds that Council has invested as at 30 June 2018, comply with this Act.

 

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

 

As at 31 January 2019, the investments held by Council totalled $290,679,135 and were attributed to the following funds:

 

General Fund

118,568,019

Waste Fund

16,827,415

Water Fund

98,080,954

Sewer Fund

55,755,165

Sanctuary Springs Fund

                                            37,788

Broadwater

1,409,794

 

290,679,135

 

 

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

 

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

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

Council uses the services of an independent financial advisor, on an ongoing basis with investments. The investments placed this month were term deposits. At least three quotes were obtained from financial institutions in line with Council’s Investment Policy. Council obtains regular updates regarding market activities positions from various institutions.

 

Planning & Policy Implications

 

There are no planning and policy implications.

 

Financial & Economic Implications

 

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

 

Council’s total investment portfolio performance for the financial year to date is 0.99% above the benchmark (3.00% against 2.01%) and year to-date income is 69% of the total annual budget. 

 

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

 

The overall investment income will be adjusted at financial year end by the total interest refunded on repayment of bonds. As Council constantly receives and refunds bonds, it is difficult to accurately determine the quantum of these refunds.

 

Certification

 

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

 

 

 

Nicole Spencer

Responsible Accounting Officer

 

 

Attachments

 

1View. Port Macquarie-Hastings Council Monthly Report - January 2019

2View. Port Macquarie-Hastings Council Portfolio as at 31 January 2019

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.16

 

Subject:     2018-2019 Operational Plan - Quarterly Progress Report as at 31 December 2018

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.1.4 Provide easy to understand and accessible community reporting.

 

F

 

RECOMMENDATION

 

That Council note the 2018-2019 Operational Plan - Quarterly Progress Report as at 31 December 2018.

 

Executive Summary

 

The 2018-2019 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.

 

Quarterly 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. The attachment to this 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 detail is provided in each theme highlighting achievements and identifying actions that are currently 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.

 

 

 

Discussion

 

(a)   Overview - 2018-2019 Operational Plan – Quarterly progress report as at 31 December 2018

 

The 2018-2019 Operational Plan contains 345 performance measures.  As at 31 December 2018, 93% are on target for delivery and 7% are reported as behind. 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

74

10

6

93%

Your Community

82

77

0

5

94%

Your Business and Industry

25

23

0

2

92%

Natural and Built Environment

148

130

7

11

93%

Total

345

304

17

24

93%

 

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

 

Included below is a summary of highlights and information of those actions that reported as behind according to each Community Theme 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

90

74

10

6

93%

3Q - Jan – Mar 2019

 

 

 

 

 

4Q - Apr – Jun 2019

 

 

 

 

 

 

 

Leadership and Governance - Summary of highlights

·    Over 38,600 calls were received through the customer call centre with 76% of calls answered (within 20 seconds) exceeding the set target of 75%. The call abandonment rate was recorded at 3%

·    90% of initial customer interactions were dealt with at the first point of contact

·    Over 44,700 counter enquires were processed, and over 16,000 e-mails were received through Customer Service offices in Laurieton, Port Macquarie and Wauchope

·    Over 360 Media releases, statements, alerts and announcements were issued from 1 July to 31 December 2018

·    Over 402,700 unique website visitors were recorded on the corporate website from 1 July 2018 to 31 December 2018

·    Facebook likes increased from 8,218 as at 30 September 2018 to 8,552 as at 31 December 2018

·    Council business units (Airport, Crematorium, Environmental Laboratory, and Glasshouse) report increases in operating revenue for the first half of the financial year

·                      

Leadership and Governance - Operational Plan actions reported as behind

 

Operational Plan Activity 2018 - 2019

Lead
Responsibility

Success Measures

Target

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 (Works Depot relocation)

100%

 75%

Behind schedule. Land negotiations commencing.

1.3.5.3 Implement the Human Resource Information System (HRIS)

Organisational Performance

Commenced implementation of HRIS system

100%

0%

Behind schedule. Yet to commence. Council Executive has determined that this project is on hold, with review in February 2019.

1.3.5.3 Implement the Human Resource Information System (HRIS)

Organisational Performance

Commenced training of HRIS system

100%

0%

Behind schedule. Yet to commence. Council Executive has determined that this project is on hold, with review in February 2019.

1.4.1.1 CW Renew technology infrastructure to provide secure and responsive Information Communication Technology Allocated Amount 2018-19 $1,600,000

Digital Technology

Deliver project according to approved project plan (ICT - Projects)

100%

90%

Behind schedule. Customer experience projects are currently in planning and assessment phase, prior to commence. Other projects are on target as per DT Roadmap.

1.5.1.7 Greenmeadows Drive residential development planning

Assets and Property Investment

Develop concept plan for Greenmeadows Drive development

100%

50%

Behind schedule. Site use options currently under review. Concept planning to commence early 19.

1.5.1.7 Greenmeadows Drive residential development planning

Assets and Property Investment

Lodge Development Approval application for Greenmeadows Drive development

100%

50%

Behind schedule. Site use options currently under review. Concept planning to commence early 19.

 

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%

2Q - Oct – Dec 2018

82

77

0

5

94%

3Q – Jan – Mar 2019

 

 

 

 

 

4Q – Apr – Jun 2019

 

 

 

 

 

*Increase in Operational Plan actions for the quarter as per monthly budget adjustment reports to Council

 

Your Community - Summary of highlights

 

·    The Lifeguard education program commenced in Term 4 in schools across our LGA. To date, 48 presentations have been delivered to 4,454 students

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

-     Port Macquarie Off Leash Dog Exercise Park has concept plan developed for a facility at Stuart Park

-     Hastings Regional Sporting Facility - Stage 1 development has detailed design for the facility progressing

-     Port Macquarie Pool upgrade is yet to commence as the project commencement is subject to completion of the site selection process and development of facility concept plans

-     Camden Haven River recreational boating upgrade improvements has detailed design for the upgrade of Bruce Porter Reserve and Dunbogan Reserve boat ramps finalised

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

-     Blackbutt Park facility upgrade and replacement of park furniture has project scope finalised with work scheduled to commence early 2019.

-     Stuart Park Install sub-soil drainage to fields 1 and 2 is linked to Council's successful Regional Sport Infrastructure Fund application for major improvements for the Stuart Park sports precinct. The Funding Deed associated with this grant is under development

-     Port Macquarie Hastings Hockey Facility - install lighting to Field 2 has the contractor engaged for delivery

-     Port Macquarie Regional Sports Stadium for the construction of new training field including lighting has the contractor engaged for delivery of lighting component of this project, with the remaining project scope being finalised

-     Oxley Oval - Sporting Infrastructure upgrade has the electrical easement confirmed for power upgrade. Quotation currently being sought. Commencement of sports clubhouse construction has been delayed while project partners seek finalisation of funding deed

·    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, it will be presented to an Ordinary Council Meeting early 2019

-     Master Planning for the Vince Inmon Sporting complex has the project planning complete with the draft plan development planned to commence in February with the Vince Inmon User Group.

·    Port Macquarie Coastal Walk upgrade has the Westport Park segment of the Coastal Walk upgrade was completed in November 2018. Works on the Charlie Uptin and Doctors Walk segments are currently in design phase

·    161 pool inspections have been undertaken from July to December 2018

·    474 risk based audit inspections relating to on-site sewage undertaken from July to December 2018

·    Over 1,160 offences have been recorded during proactive patrols by Council Rangers in relation to parking, beach patrols, illegal signage and sale of goods on roads from July to December 2018

·    The first round of the 2018-2019 Community Grants Program has seen 24 community groups receive over $130,000 of grant funding

·    Library membership increased from 33,124 as at Sept to 33,423 as at Dec 18

 

Your Community - Operational Plan actions reported as behind

 

Operational Plan Activity 2018 - 2019

Lead
Responsibility

Success Measures

Target

Actual

2.1.3.5 Provide a safe water supply in accordance with Australian Drinking Water Quality Guidelines

Water and Sewer

Have nil reportable incidents in accordance with NSW Health agreed protocols

100%

99%

Behind target. One reportable Faecal Coliform detect during the reporting period. Repeat sample was all clear with no detection of faecal coliforms.

2.3.2.4 Undertake regional master planning for recreational facilities

Recreation and Buildings

Continue master planning for Flynns Beach

100%

50%

Behind schedule. Draft Flynns Beach Master Plan is to be presented to the Council in early 2019 to seek support for public exhibition of the draft plan.

2.3.2.6 CW Hastings River recreational boating improvements - Undertake design/pre-construction for provision of new facility as per Boating Needs Investigation Allocated Amount 2018-19 - $310,000

Recreation and Buildings (Infrastructure Delivery)

Deliver project according to approved project plan (Hastings River recreational boating improvements)

100%

80%

Behind schedule. This project remains in the initiation phase. Design phase commencement is pending negotiations re land acquisition and traffic/intersection planning. No construction is proposed during the 2018/19 FY, This project will continue into the 2019/20 FY.

2.3.3.15 CW Kendall Skatepark – renewal of facility at end of useful life – Design and construct Allocated Amount 2018-19 - $150,000

Recreation and Buildings (Infrastructure Delivery)

Deliver project according to approved project plan (Kendall Skatepark renewal)

100%

50%

Behind schedule. The initiation phase of this project dependent on confirmation of land availability for the proposed skatepark. Construction of this project by the targeted end date of June 2019 is at risk.

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 (Googik Track - construct shared walkway/cycleway, Stage 2)

100%

20%

 

COMMUNITY THEME: YOUR BUSINESS AND INDUSTRY

 

Operational Plan summary of performance measures

2018 - 2019

Total No.

On target

Achieved

Behind

Overall %

1Q - July – Sept 2018

25

23

0

2

92%

2Q - Oct – Dec 2018

25

23

0

2

92%

3Q - Jan – Mar 2019

 

 

 

 

 

4Q - Apr – Jun 2019

 

 

 

 

 

 

Your Business and Industry - Summary of highlights by Council Service

·    Implementation of the Small Business Friendly Council Program is ongoing

·    Implementation of actions relating to 'Major Events' is ongoing, to date Council supported 11 major events from July to December 2018.

·    Visits to the destination website increased by over 19%% (year on year) representing an increase from 52,114 in 2017 to 62,077 in 2018

·      Port Macquarie Airport Terminal upgrade has construction commenced

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

·    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

 

Your Business and Industry - Operational Plan actions reported as behind

 

Operational Plan Activity 2018 - 2019

Lead
Responsibility

Success Measures

Target

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 reported to the November 2018 Council meeting.  Further report to be presented to the February 2019 Council meeting in relation to a Planning Proposal for the proposed airport precinct business park.

3.4.3.2 Prioritise, advocate and implement projects that enhance the local digital environment.

Economic Development and Communications

Expand the local free Council Wi-Fi network

100%

25%

Behind target. Initial investigations placed on hold during this quarter due to a reduction in team resources and higher priorities.

 

COMMUNITY THEME: NATURAL AND BUILT ENVIRONMENT

 

Operational Plan summary of performance measures

2018 - 2019

Total No.

On target

Achieved

Behind

Overall %

1Q - July – Sept 2018

142

125

5

12

92%

2Q - Oct – Dec 2018

 148*

130

7

11

93%

3Q - Jan – Mar 2019

 

 

 

 

 

4Q - Apr – Jun 2019

 

 

 

 

 

*Increase in Operational Plan actions for the quarter as per monthly budget adjustment reports to Council

Natural and Built Environment - Summary of highlights

·    Provision of centralised sewerage systems for Comboyne, Long Flat and Telegraph Point as part of the small town sewerage program has construction commenced in October 2018 and is ongoing

·    Detailed designs for stormwater remediation at Calwalla Crescent Port Macquarie is complete with construction planned for early 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 is complete

·    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 commenced and service adjustments ongoing

·    Construction to replace bridge over Harty’s Creek on Comboyne Rd complete

·    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 March 2019

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

·    Construction of the Newport Island Road roundabout on Hastings River Drive is complete

·    Substructure rehabilitation works on the Dunbogan Bridge - Reid Street – has designs underway

·    Kindee Bridge structural repairs and bridge replacement optioneering has initial repairs complete

·    Bold Street pedestrian crossing works in Laurieton have designs and investigations underway targeting completion in early 2019

·    The Road Rehabilitation Programme includes the following projects:

Planning Phase

-     Burrawan Dr, Wauchope, Fairmont Dr, Wauchope, Range St, Wauchope, Bransdon St, Wauchope, Colonial Cct, Wauchope, Bay St, Port Macquarie, Bellbowrie St, Port Macquarie

Completed projects include:

-     Bago Rd (Milligans to Herons Creek), Herons Creek

·    Bago Road - Pavement Rehabilitation Programme (Milligans Rd to Pacific Highway) has work commenced

·    Planning and installation of new bus shelters as per the Community Passenger Transport Infrastructure Grant Scheme (CPTIGS) is underway. Bus shelters installed include:

-     High Street, Wauchope, Cameron Street, Wauchope, Beechwood Road, Beechwood (two, Pacific Drive, Port Macquarie, Ocean Drive, Port Macquarie, Ocean Drive, Lake Cathie (two), Granite St, Port Macquarie, Greenmeadows Dr, Port Macquarie (three), Hastings River Dr, Port Macquarie and Ocean Dr, West Haven

·    Beach to Beach shared path project at Camden Haven has consultants engaged to undertake feasibility study and environmental pathway assessments

·    Lighthouse Road Tourism Connectivity Project - Commence Lighthouse road east upgrades - Matthew Flinders Drive to The Lighthouse is ongoing

·    Orbital Road community engagement has commenced with further engagement planned for early 2019

·    Gordon/Horton Street intersection upgrades has project planning, survey and concept development complete. Design work now commenced

·    Preparation of Local Environmental Plan (LEP), Development Control Plan (DCP) and Contributions Plan (CP) provisions for the Port Macquarie Health and Education Precinct had the draft Master Plan presented to the November 2018 Council Meeting With public exhibition from Nov 2018 to Feb 2019

·    LEP and DCP amendments for the proposed Yippin Creek urban release area to the west of Wauchope has project planning complete

·    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 has the draft DCP provisions adopted at the November 2018 Ordinary Council Meeting.

·    Implementation of the Weed Management program is ongoing:

-     Over 168ha of land treated for invasive weeds

-     Over 751kms of weed dispersal routes treated

-     Over 264ha of Bushland under active management

·    Riparian restoration works undertaken has included over 370km (lineal) of control being undertaken

·    Over 600 customer requests relating to tree matters have been handled during 1 July 2018 to 31 December 2018

·    Over 925 Development Applications, s96 Modifications, Construction Certificates and Complying Development Certificates have been determined within agreed processing times from July to December 2018

 

Natural and Built Environment - Operational Plan actions reported as behind

 

Operational Plan Activity 2018 - 2019

Lead
Responsibility

Success Measures

Target

YTD

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%

 50%

Behind target. Sourcing additional quotes for this work (Chlorine gas installation at Telegraph Point Water Treatment Plant) from alternative suppliers. Works to commence in Q3 2018/19.

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.

4.2.1.03 Undertake development of Coastal Management Plans

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.

4.4.1.02 Develop a Regional Integrated Transport Strategy

Transport and Stormwater Network

Deliver project according to approved project plan

100%

80%

Behind schedule. Project has been delayed due to the Orbital Community Engagement Project.

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 2017/18 FY. Design works ongoing including Yippen Creek crossing targeting completion by Apr 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 Mangt Plan Action)

Transport and Stormwater Network (Infrastructure Delivery)

Deliver project according to approved project plan

100%

80%

Behind schedule. This project continues from 2017/18 FY and is pending finalisation of the environmental assessment and grant funding being announced. Construction not anticipated to commence prior to 2019.

4.4.1.45 CW Ocean Drive duplication - Matthew Flinders Drive to Greenmeadows - multi-year project - Allocated Amount 2018-19 - $360,000

Transport and Stormwater Network

Deliver project according to approved project plan

100%

80%

Behind schedule.  An issue has been identified with the traffic modelling which has delayed the business case development. This issue is being worked through.

4.4.1.48 Development Contribution Plan (Roads) Review and Update

Transport and Stormwater Network

Deliver project according to approved project plan

 100%

50%

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

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. Due to resourcing constraints, however this is a priority action for first quarter 2019.

4.7.1.2 CW Install solar energy systems at the Port Macquarie Reclaimed Water Treatment Plant

Water and Sewer

Solar system installation at the PMQ Reclaimed Water Treatment Plant complete

 100%

30%

Behind target. Public works have been engaged to develop tender specifications. Tender for solar installation at the Port Macquarie Reclaimed Water Treatment Plant is likely to be issued in early 2019 due to delays with Public Works. Installation targeted for the end 2018/19.

4.8.3.1 Finalise the Biodiversity Strategy

Environmental Services

Biodiversity Strategy presented to Council for adoption

100%

50%

Behind schedule. Finalisation of the Draft Strategy delayed pending revised/updated mapping.

 

Options

 

Seek further information on the content in this report.

 

Community Engagement & Internal Consultation

 

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

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

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

Attachments

 

1View. 2018-2019 Operational Plan - Quarterly Progress Report as at 31 December 2018

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.17

 

Subject:     Glasshouse Biannual Report and Update on Strategic Plan Recommendations

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.5.3 Develop, manage and maintain Council Business Units through effective commercial management.

 

 

 

RECOMMENDATION

 

That Council note the information provided in the Glasshouse Biannual Report and Update on Strategic Plan Recommendations report.

 

Executive Summary

 

This report provides details of the Glasshouse finances for the 2018-19 financial year as at 31 December 2018, including the updated status of Glasshouse loan balances. 

 

The Report also provides an update on progress achieved against the Recommendations identified in the Glasshouse Strategic Plan 2014 – 2017 (noting that the Strategic Plan is currently being reviewed and updated in conjunction with the Cultural Steering Group and in consideration of Council’s adopted Cultural Plan 2018 – 2021).

 

Discussion

 

Background

 

At the Ordinary Council Meeting held on 15 February 2017, Council resolved to replace quarterly Glasshouse reporting to Council with six monthly reporting in February and August each year detailing key performance measures and financial information for the previous financial year period:

 

09.14 REVIEW OF SELECT COUNCIL COMMITTEES

Mr Malcolm Merrick, representing the Port Macquarie Tacking Point Lions Club Inc., addressed Council in support of the recommendation and answered questions from Councillors.

RESOLVED: Turner/Cusato

1. Establish a new Steering Group called the ‘Cultural Steering Group’.

2. Adopt the Cultural Steering Group Charter as included in this Review of Select Council Committees report.

3. Seek Expressions of Interest (EOI) for members of the Cultural Steering Group, with the results of the EOI to be reported to the 19 April 2017 Ordinary Meeting of Council.

4. Work with members of the following existing Council Committees to transition them into working groups with objectives, actions and reporting lines to the Cultural Steering Group:

a) Port Macquarie-Handa Sister City Sub-committee.

b) Australia Day Sub-committee.

c) Port Macquarie-Hastings Youth Advisory Committee.

5. Work with Heritage, Arts and Cultural Priorities Advisory Group to transition it into the Cultural Steering Group.

6. Replace quarterly Glasshouse reporting to Council with six monthly reporting in February and August each year detailing key performance measures and financial information for the previous financial year period.

CARRIED: 7/2

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

AGAINST: Griffiths and Hawkins

 

Accordingly, this report provides details of the Glasshouse finances for the 2018-19 financial year as at 31 December 2018, including the updated status of Glasshouse loan balances, and provides an update on progress achieved against the Recommendations identified in the Glasshouse Strategic Plan 2014 - 2017.

 

Glasshouse Finances

 

The December review and attached report present the financial performance of the Glasshouse Venue for the second quarter of the 2018 - 2019 financial year (1 October 2018 to 31 December 2018) and the financial year to date (1 July 2018 to 31 December 2018).

 

The commentary in this report refers to the operating deficit/shortfall (before interest and depreciation).  The attached quarterly Financial Statement also shows the operating deficit/shortfall after interest and depreciation. Over time, loan interest expense will decrease as loans are repaid. Depreciation is subject to revaluations. These expense items may distort the overall result when comparing with the previous financial year period hence why the commentary refers to the operating result before interest and depreciation.

 

The operating deficit for the financial year to date (before interest and depreciation) is a deficit/shortfall of $1,145,637 against a budget of $1,139,532, hence tracking approximately $6k or 0.5% over budget. Actual results for the same period in the prior year (1 July 2017 to 31 December 2017) was an operating deficit/shortfall of $1,188,857. Hence the Glasshouse operating position has improved by $43k (financial year to date) when compared to the same period 12 months ago.

 

It should be noted that being a venue, income patterns can be subject to market forces, availability (and timing) of product in the market-place and seasonality. Commercial venue hire is 2.7% up on the same period last year highlighting improved performance in attracting commercial hire to the venue.  Operating income overall is up around 8.6% on the same period last year.  Operating costs are tracking around 1.6% up on the same period last year.

 

This operating deficit (before interest & depreciation) can also be represented as follows:

 

 

 

 

 

 

 

Glasshouse Operating Deficit by Activity - Year to Date 31 December 2018:

 

 

Management

Back of House

Front of House

Community

Commercial

Cultural

Total

Operating Income

-

1,236

793,348

163,366

957,950

Operating Expenditure (Before Council Overheads)

103,116

492,243

282,745

34,522

510,522

447,128

1,870,276

Council Overheads

53,661

18,665

39,663

11,665

27,997

81,659

233,310

Net Operating Surplus (Deficit)

(156,777)

(510,908)

(322,408)

(44,951)

254,829

(365,421)

(1,145,637)

 

Management, Back of House and Front of House provide internal support functions for Community, Commercial and Cultural activities. Community and Cultural functions also hire space from the Commercial function to derive actual costs of delivering community and cultural functions within the Glasshouse overall function. When the costs of these internal support functions are distributed, the operating surplus (deficit) can be represented as follows:

 

Glasshouse Operating Deficit by Activity (after internal adjustments) - Year to Date 31 December 2018:

 

 

Management

Back of House

Front of House

Community

Commercial

Cultural

Total

Net Operating Deficit (from the above table)

(156,777)

(510,908)

(322,408)

(44,951)

254,829

(365,421)

(1,145,637)

Internal Overhead Distribution

156,777

510,908

322,408

(390,405)

100,392

(700,081)

-

Net Operating  Surplus (Deficit) (after internal adjustments and transfers)

-

-

-

(435,356)

355,221

(1,065,502)

(1,145,637)

 

Glasshouse Loan Balances

 

Loan borrowings assisted in the funding of the Glasshouse at the time of construction. Of the total cost, $27,975,954 was sourced through loan borrowings that are repaid through Council general revenue. It should be noted that there was also $10,873,801 sourced through loan borrowings that are paid from the S94 restricted asset for community facilities. Councils often use borrowing as a way to fund additional infrastructure whilst maintaining intergenerational equity outcomes.

 

The outstanding balance of the borrowings that are repaid through general revenue, as at 31 December 2018, is $12,701,394. This demonstrates that over $15.27 million has already been repaid, with loans expected to be repaid by 2027.

 

Glasshouse Strategic Plan Recommendations

 

The Glasshouse Strategic Plan 2014 - 2017 was adopted by Council at the Ordinary Council Meeting held on 16 July 2014 to provide a greater commercial focus in the operation of the venue across four key outcome areas: ensuring good governance; developing successful partnerships; enhancing utilisation and visitation; and promoting viability.

 

Significant progress has been achieved since July 2014 with regard to the implementation of the strategic direction outlined in the Plan.  This progress is summarised in the attached Update on Glasshouse Strategic Plan Recommendations - February 2019 with some specific outcomes discussed below.

 

It is noted that the recommendations and corresponding actions arising from the Strategic Plan have now been completed and/or are continuing to guide day-to-day operations as part of “business as usual” activities.

 

Council’s Operational Plan 2018 – 2019 includes an action to review and update the Glasshouse Strategic Plan (OP 1.5.3.2).  At the Ordinary Council Meeting held on 16 August 2017, Council resolved as below:

 

09.15 GLASSHOUSE END OF FINANCIAL YEAR REPORT AND UPDATE ON STRATEGIC PLAN RECOMMENDATIONS

RESOLVED: Turner/Hawkins

That Council:

1. Note the information provided in the Glasshouse End of Financial Year Report and Update on Strategic Plan Recommendations Report.

2. Note that the Glasshouse Strategic Plan will not be current past 2017.

3. Request the Cultural Steering Group provide recommendations to Council for the renewal of the Glasshouse Strategic Plan and associated KPI's as part of its review of Council's Cultural Plan.

CARRIED: 9/0

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

AGAINST: Nil

 

Further to Resolution 3 above, the review of the Glasshouse Strategic Plan is continuing in consideration of Council’s Cultural Plan 2018 – 2021 which was adopted at the Ordinary Council meeting held in September 2018, and feedback received from the Cultural Steering Group following discussions at the Cultural Steering Group meetings held in October and November 2018.

 

1.2     Review management and reporting systems to support effective decision-making

 

The following table includes the following Key Performance Indicator (KPI) data associated with Glasshouse utilisation and occupancy rates (noting that the results are reported to 31 December 2018):

 

Performance Indicator

Target

2016-17

Actual

2017-18

Actual

2018-19

Actual

Key Outcome 3: Enhancing Utilisation and Visitation

Implement targeted marketing and sales strategies to enhance utilisation, increase event visitation and maximise commercial outcomes

Jul-Dec

Jul-Dec

Jul-Dec

Jul-Dec

Visitation (Glasshouse)

>127,500

131,639

140,825

143,560

Visitation (Gallery)

>27,500

26,182

24,541

29,110

Visitation (website)

>70,000

64,427

82,287

87,801

Utilisation (%) (theatre)

> 40%

47%

53%

48%

Utilisation (%) (studio)

> 35%

27%

37%

33%

Utilisation (%) (meeting rooms)

> 40%

45%

54%

50%

Average attendance (%) (theatre)

> 70%

66%

74%

68%

Average attendance (%) (studio)

> 70%

75%

65%

81%

Number of tickets processed

>32,500

36,644

38,455

43,725

Percentage of tickets sold online

>30%

27%

35%

33%

 

The July - December KPI results indicate further growth in visitation and strong ticket sales, noting that results can fluctuate year to year depending on the timing of particular events and the type and composition of venue hire.

 

During the 6 month period, July to December 2018, the Glasshouse:

 

·    welcomed over 143,000 people to the venue;

 

·    hosted 47 commercial hire (theatre / studio) events, presented by commercial promoters, with over 27,000 tickets sold;

 

·    presented 9 performances as part of the 2018 Performing Arts Season, including Opera Australia’s Madame Butterfly, with 3,275 tickets sold;

 

·    presented 8 exhibitions in the Regional Gallery, including the 2017 Archibald Prize Regional Tour Exhibition from 25 August to 7 October, with visitation of over 29,000;

 

·    hosted multiple community groups, schools, performing arts and dance schools / eisteddfods

-     including 9 schools, The Conservatorium of Music Mid North Coast, CSU, Luminosity, Dance Eisteddfod, Speech and Drama Eisteddfod

-     the Port Macquarie and District Eisteddfod Association held multiple sessions in the venue and sold over 6,350 tickets

-     local performing arts and dance schools hiring the venue presented 18 performances featuring local talent;

 

·    presented 5 performances as part of the 2018 Education Program, with over 3,000 tickets sold;

 

·    delivered a range of supporting workshops in conjunction with the 2018 Education Program including dance workshops, circus workshops, Opera Australia auditions, children’s chorus and a community workshop, with attendance by 341 students;

 

·    delivered a range of Gallery Public Programmes including adult craft classes, Sunday drawing sessions, artists’ talks, gallery tours, Arts and Alzheimer’s program and a  teachers professional development workshop, with attendance of over 1,500 people; and

 

·    hosted a variety of “non-ticketed” events such as conferences, meetings and seminars with over 8,000 attendees.

 

2.1     Identify and develop key partnerships to maximise cultural, community and commercial outcomes

 

At the end of the 2018 Membership Season (30 November), there were 1,505 Glasshouse Members - this represents a further increase of 161 members over the number of members at 30 November 2017. This level of membership far exceeds the patron participation results achieved by other similar NSW venues.

 

As at 31 January 2019 there were already over 800 Glasshouse Members registered for the 2019 Season.

 

The 2019 “'Colour Your Life” Season was officially launched on Thursday 31 January.  The Launch was very successful presenting the 2019 Season to a full house of Glasshouse Members and guests.

 

July 2019 will mark the 10th anniversary of the opening of the Glasshouse venue and a number of special Members and community events are being planned to commemorate the occasion.

 

In January, the State Government announced a further $70,000 in grant funding support for the 2019 Glasshouse Regional Gallery Program.  The funding will be provided via Create NSW’s Arts and Cultural Development Program.

 

Council is continuing to develop a number of corporate partnerships / sponsorships consistent with the Glasshouse Marketing and Sales Plan to support the delivery of cultural programs, including the Glasshouse Founding Sponsors, Create NSW and a number of regional / local organisations.

 

As outlined above, Council is also continuing to provide support for a wide variety of community groups, schools and local performing arts and dance schools / eisteddfods to access and use the Glasshouse facilities.

 

3.1     Promote operational flexibility in the use of the Glasshouse footprint to optimise cultural, community and commercial outcomes

 

This work is continuing on an ongoing basis, including work which has recently been completed to convert the “Speakers Room” (a space previously used as an office and storage area) to a hireable small meeting room space. This will give the venue a higher level of flexibility, additional break out space for conference and meeting events and increased venue hire income.

 

3.2     Develop Glasshouse Marketing and Sales Strategies, including redevelopment of the website www.glasshouse.org.au

 

A new partnership has been developed with Destination North Coast NSW to support the attraction of new Business (Conference) Events to the Glasshouse (and other venues in the region) in 2019.

 

The 2019 Education Program was launched in November to around 60 teachers with over 4,000 tickets sold to date.

 

4.2     Undertake a review of the Glasshouse incremental revenue streams and opportunities with a view to enhancing utilisation and visitation

 

The Regional Gallery presented the 2017 Archibald Prize Regional Tour Exhibition from 25 August to 7 October.  This was a very successful event, with tickets sold for the first time.  The exhibition attracted 5,642 visitors with over $27,000 in income received across the exhibition and supporting workshops.

 

4.4 Continue to rationalise operating costs and overheads

 

In January, the State Government announced that Council has been successful in being awarded approximately $128k in grant funding from the Regional Cultural Fund to replace the existing Studio seating.  The new retractable seating will improve patron comfort and safety, increase the seating capacity from 100 to 116 seats, improve the flexibility of the Studio space for a variety of event types, and improve efficiency with an automated (rather than the current manual) seating install / de-install facility.

 

Other actions

 

Further detail is provided in the attached Update on Glasshouse Strategic Plan Recommendations - February 2019.

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

The information provided in this report has been reviewed by Council staff.

 

Planning & Policy Implications

 

This report is consistent with the key outcomes, recommendations and governance and reporting arrangements identified in the adopted Glasshouse Strategic Plan 2014 - 2017.

 

Council’s Operational Plan 2018 – 2019 includes an action to review and update the Glasshouse Strategic Plan (OP 1.5.3.2).  This review is continuing in conjunction with Council’s Cultural Steering Group and in consideration of Council’s adopted Cultural Plan 2018 – 2021.

 

Financial & Economic Implications

 

At the Ordinary Council Meeting held on 19 June 2013, Council resolved to develop a Glasshouse Strategic Plan to provide a greater commercial focus in the future operation of the venue.

 

The Glasshouse Strategic Plan 2014 – 2017 was subsequently developed in conjunction with the Glasshouse Sub-Committee, and adopted by Council at the Ordinary Council Meeting held on 16 July 2014.

 

Since that time, the Glasshouse Strategic Plan has provided the framework to continue the significant progress that has been made in reducing the net cost of the operation of the Glasshouse to the community (as shown in the graph below) while continuing to ensure the delivery of high quality cultural, community and commercial activities.

 

 

This report provides a summary of the broad range of cultural, community and commercial activities currently undertaken within the Glasshouse venue.

 

Attachments

 

1View. Glasshouse Financial Statement December 2018

2View. Update on Glasshouse Strategic Plan Recommendations February 2019

 


AGENDA                                                                                Ordinary Council

20/02/2019

 

 

Item:          09.18

 

Subject:     Digital Technology Project Status

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.4.1 Provide efficient technology and inclusive digital systems that are easy to use and easy to access.

 

 

 

RECOMMENDATION

 

That Council note the information in the Digital Technology Project Status report and the progress made to date.

 

 

Executive Summary

At the Ordinary Council Meeting held 16th August 2017, Council resolved:

09.18 NOTICE OF MOTION – ICT STRATEGY

RESOLVED: Hawkins/Alley That Council:

1.       Request the General Manager provide a further update to the October 2017 meeting on the ongoing implementation of Council’s ICT Strategy, with a particular emphasis on the expected flow of efficiency benefits to Council’s operations in the remainder of the current term of this Council.

2.       Noting that other new significant Council Strategies, such as the EDSG are updated six monthly, request the General Manager provide further updates on progress made and efficiencies gained at regular 6 monthly intervals in February and August of each calendar year until (and including) August 2020.

Carried: 9/0

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

Against: Nil

 

In line with resolution 2 above, this report presents a progress report with an overview of the recent completion of Councils ICT Renewal program.

 

Discussion

 

Background

 

Commencing in 2016 and finalised in 2018, the Digital Technology (DT) team has completed a comprehensive ICT renewal across Councils ICT infrastructure.

·   Aged legacy ICT infrastructure was upgraded

·   Cyber security risk posture has been improved through updated policy, process and security systems

·   Operating systems have been upgraded to Windows 10

·   Network infrastructure has been improved to increase effective access for council’s staff

·   Disaster recovery & data backup processes have been introduced to improve business continuity and resiliency to unexpected impacts to operations.

 

With completion of the ICT renewal program, a Digital Technology roadmap was developed which supports the ongoing commitment to meet delivery program objectives of providing efficient technology and inclusive digital systems that are easy to use and easy to access.

 

Projects Update – Steps taken to date

 

Customer Experience

 

Follow completion of discovery and engagement work throughout 2018, from November 2018 further work has been undertaken to progress next steps.

 

The scope has developed to commence work on:

 

·   Customer experience improvement – re-design and integrate customer interactions, with an emphasis on online self-service, forms and payments, supported by refreshed customer business systems. 

·   Enable integration – build a foundation for simplified and standardised design of business process which acts as an enabler towards a more customer centric and end-to-end customer experience.

·   Mobile working – deliver a greater capability for our community to transact with council, through more accessible services, while enhancing staff mobility and productivity in support of enhanced customer experience.

·   Supported payments – improve the ability to support payments and improve the reconciliation of online payments to backend systems, improving customer experience and the finance team’s productivity.

 

These projects are now in the ‘initiation’ phase of the project management framework, with work towards systems procurement currently underway.

 

Public Online Mapping:

 

Council has operated an internal geospatial mapping service for many years. Staff utilise this software system to map assets, services and property information across the LGA.

 

In December 2018, a public a version of this mapping application was released. The application is available here https://www.pmhc.nsw.gov.au/Building-Planning/Industry-Resources/Online-mapping-of-underground-services. After some consultation with industry groups locally, some significant benefits have been achieved through the release of this tool.

 

Following from this, there have been significant reduction in overall CRM’s lodged with Council for underground asset enquires, as well as a reduction in phone enquires. This has had the flow on effect of allowing staff to maintain productivity, while customers are able to self-serve reducing waiting times. Further consultation is underway with local business and staff to provide more access to data via this service.

 

Back scanning:

 

Work has commenced on back scanning approx. 2,740,451 microfiche images. This is taking what is basically old overhead projector style film, and creating new modern digital images. This includes information relevant to our historical property, sewer and planning areas. As the Council area undergoes significant growth, this data is in high demand. It is estimated that staff time currently used in accessing old microfiche images is approximately 20 hours per week.

 

Procure 2 Pay:

 

Procure 2 Pay (P2P) is a process by which our organisation performs the requisition/ordering of goods & services and payment of invoices. P2P begins with the sourcing process and flows through the ordering, receiving, invoice, and payment steps.

 

A recommendation from the Business Improvement Office was to seek efficiency & productivity outcomes by automating our procurement, approval and invoice processing capabilities. This project involves reducing extremely time consuming manual processes, wait times around processing purchase orders, reducing risk through improvements to audit capability and removal of paper invoices.

 

Work completed on this project has included:

 

·    Completion of process reviews and recommendation for improvement

·    Updating of Council software systems to test new processes and workflows for task automation.

 

Online Certificates:

 

Configured to run out of Council’s property management system, online certificates are a new web based self-service module, which provides customers with a convenient and quick online request, payment and lodgement service for certificates related to the sale of a property. This new service eliminates the need to fill in paper forms and visit Council offices to lodge a request, though this is still available for our customers.

 

This new service allows customers to request multiple certificates for multiple properties at once. This has not been previously possible, therefore offering a huge time saving for customers.

 

Further integration on the lodgement request with Council’s record keeping system has also now removed the need for staff to manually scan and archive individual paper forms.

 

The online module was launched internally for staff mid-September 2018, with training for the external module taking place in February 2019 with approx. 20-30 (bulk lodgement) customers. The service will be fully operational for the public to use from April 2019.

 

Community Engagement & Internal Consultation

 

Internal consultation on the development of the Digital Technology Roadmap has be undertaken with:

 

-     Finance, Corporate Services, Information Technology portfolio councillors

-     Executive Management team

-     Senior Leadership team

-     Internal staff

 

Industry consultation with local businesses has taken place in the development of Online Certificates and the Public Mapping projects prior to design and deployment.

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

There are no economic implications in relation to this report.

 

The Digital Technology roadmap is currently funded through an approved allocation in the 18/19 Operational Plan and current draft budget estimates for FY19/20 are being developed.

 

Attachments

 

1