Ordinary Council

 

Business Paper

 

date of meeting:

 

Wednesday 20 November 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

 


Ordinary Council Meeting

Wednesday 20 November 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..................................................................................... 24

06           Mayoral Minute

07           Confidential Correspondence to Ordinary Council Meeting................................. 28

08           Public Forum - Matters Not On The Agenda...................................................... 29

09           Public Forum - Matters On The Agenda............................................................ 30

10           Leadership and Governance.......................................................................... 31

10.01..... Mayoral Discretionary Fund Allocations - 3 October to 6 November 2019 32

10.02..... 30th Anniversary of Sister City Relationship Between Port Macquarie-Hastings Council and Handa City - Visit to Japan April 2020........................................... 34

10.03..... Notice of Motion - Mike Cusato........................................................... 37

10.04..... Status of Reports From Council Resolutions........................................ 38

10.05..... 2020 Ordinary Local Government Election.......................................... 44

10.06..... Legal Fees........................................................................................ 48

10.07..... Recommended Item from Audit, Risk and Improvement Committee - Risk Register Quarterly Report - September 2019 Review........................................ 51

10.08..... Disclosure of Interest Return.............................................................. 53

10.09..... Designated Persons.......................................................................... 55

10.10..... Financial Impact of Cost Shifting from Other Levels of Government...... 57

10.11..... Monthly Budget Review - October 2019.............................................. 65

10.12..... Investments - October 2019............................................................... 69

10.13..... Quarterly Budget Review Statement - September 2019 ....................... 73

10.14..... 2017-2021 Delivery Program and 2019-2020 Operational Plan - Quarterly Progress Report as at 30 September 2019........................................................ 80

10.15..... Annual Financial Statements for the Year Ended 30 June 2019.......... 102

10.16..... 2018-2019 Annual Report................................................................ 111

10.17..... Property Investment Portfolio - Six Monthly Report............................ 114

10.18..... Port Macquarie Aquatic Facility Steering Group and Charter............... 118

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

11           Your Community Life................................................................................... 125

11.01..... Local Heritage Assistance Fund (2019/2020)..................................... 126

11.02..... Community Participation Plan - Post Exhibition.................................. 129

11.03..... Draft Community Inclusion Plan........................................................ 133

11.04..... Local Strategic Planning Statement................................................... 136

12           Your Business and Industry........................................................................ 142

12.01..... Economic Development Strategy 2017-2021: Six Monthly Report on Progress 143

13           Your Natural and Built Environment............................................................ 146

13.01..... Draft Waste Minimisation and Management Policy............................. 147

13.02..... Protection of Public Infrastructure Bonds Fee.................................... 152

13.03..... Water Restrictions........................................................................... 155

13.04..... Proposed Orbital Road Investigation Area......................................... 161

13.05..... Long Term Energy Strategy - Six Monthly Update.............................. 167

13.06..... Stage 1 Review of Port Macquarie-Hastings Development Control Plan 2013 - Housekeeping amendments............................................................. 170

13.07..... Planning Proposal:  Mission Terrace, Lakewood - Consideration of Submissions....................................................................................................... 177

13.08..... Floodplain Management................................................................... 187

13.09..... Coastal Koala Plan of Management - Status update Report................ 198

13.10..... Development Assessment Panel Charter Review............................... 200

13.11..... Classification of Land to be Acquired by Council................................ 204

13.12..... Land Acquisition - Houston Mitchell Drive, Bonny Hills....................... 206

13.13..... Land Acquisition Required as Part of the Long Flat Sewer Scheme..... 208

13.14..... Notice of Motion - Sancrox Quarry Project......................................... 212

13.15..... Notice of Motion - Biodiversity Investigations..................................... 214

13.16..... Notice of Motion - Heat Plan............................................................. 215  

14           Items To Be Dealt With By Exception

15           Confidential Matters

Motion to move into Confidential Committee of the Whole................................ 216

15.01..... T-19-51 Supply and Delivery of Bulk Bitumen Emulsion

15.02..... T-19-63 Technology Infrastructure Management Agreement

15.03..... T-19-26 Environmental Assessment and Development Application for Planned Works at Port Macquarie Airport

15.04..... T-19-49 Port Macquarie Road Network Planning Project - Strategic Business Case

15.05..... T-19-50 Port Macquarie Town Centre Pavement Cleaning


 

15.06..... Port Macquarie Transport Network Community Consultative Committee  

Adoption of Recommendations from Confidential Committee of the Whole

 


AGENDA                                                                                Ordinary Council      20/11/2019

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 16 October 2019 be confirmed.

 


MINUTES

Ordinary Council Meeting

                                                                                                                        16/10/2019

 

 

 

 

PRESENT

 

Members:

 

Councillor Peta Pinson (Mayor)

Councillor Lisa Intemann (Deputy Mayor)

Councillor Rob Turner

Councillor Sharon Griffiths

Councillor Peter Alley

Councillor Justin Levido

Councillor Geoff Hawkins

Councillor Lee Dixon

 

Other Attendees:

 

General Manager (Craig Swift-McNair)

Director Corporate Performance (Rebecca Olsen)

Director Development and Environment (Melissa Watkins)

Director Infrastructure (Dan Bylsma)

Director Strategy and Growth (Jeffery Sharp)

Governance Project Officer (Darryl Hancock)

Governance Support Officer (Bronwyn Lyon)

Communications Manager (Andy Roberts)

 

 

 

The meeting opened at 5:30pm.

 

 

01       WELCOME TO COUNTRY

The Mayor opened the Meeting and invited Uncle Bill O’Brien OAM of the Bunyah Local Aboriginal Land Council, to deliver the Welcome to Country.

Uncle Bill delivered the Welcome to Country.

 

02       LOCAL GOVERNMENT PRAYER

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

 

03       APOLOGIES

Nil.

 

04       CONFIRMATION OF MINUTES

RESOLVED:  Dixon/Alley

That the Minutes of the Ordinary Council Meeting held on 18 September 2019 be confirmed.

carried:      8/0

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

Against:       Nil

 

05       DISCLOSURES OF INTEREST

 

Councillor Dixon declared a Pecuniary Interest in Item 13.08 - Classification Of Land Containing Sewer Infrastructure, the reason being that Councillor Dixon has a family link to Tribec Pty who are the developers of Glenview Park and Yippin Creek.

 

Councillor Levido declared a Non-Pecuniary, Significant Interest in Item 15.04 - Design of Rainbow Beach Sporting Fields and Construction of School to School Shared Pathway, the reason being that Councillor Levido that Councillor Levido is the principle of Levido Law and Property.  The Firm acts for one of the tenders, the subject of the report.

 

 

06       MAYORAL MINUTES

 

Nil.

 

 

07       CONFIDENTIAL CORRESPONDENCE TO ORDINARY COUNCIL MEETING

 

The General Manager advised that there are no confidential attachments to reports for the Ordinary Council Meeting.

 

 

08       PUBLIC FORUM – MATTERS NOT ON THE AGENDA

The Mayor advised of requests to speak in the Public Forum - Matters Not On The Agenda from:

 

1.    Mr Stuart Bate, Camden Haven Chamber of Commerce, regarding Community Spirit - Importance of Positive Council Engagement.

2.    Mr Jason Koenig, Camden Haven Schools to Schools Shared Pathway, regarding Shared Pathways.

3.    Mr Peter Matthison, Mid Coast Honey, regarding Why Addressing Climate Change is So Urgent.

4.    Mrs Janette Jones regarding Refugee Welcome Zone.

5.    Mr Peter Nash regarding Operational Budget for Welfare of Volunteer Fire Fighters.

 

RESOLVED:  Dixon/Griffiths

That the above requests to speak in the Public Forum - Matters Not On The Agenda be acceded to.

carried:      8/0

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

Against:       Nil

 

 

08.01     Community Spirit - Importance of Positive Council Engagement

Mr Stuart Bate, Camden Haven Chamber of Commerce, addressed Council in regard to Community Spirit - Importance of Positive Council Engagement.

 

 

08.02     Shared Pathways

Mr Jason Koenig, Camden Haven Schools to Schools Shared Pathway, addressed Council in regard to Shared Pathways, along with the Principal of St Joseph’s, David Hughes.

 

 

08.03     Why Addressing Climate Change is So Urgent

Mr Peter Matthison, Mid Coast Honey, addressed Council in regard to Why Addressing Climate Change is So Urgent and answered questions from Councillors.

 

 

08.04     Refugee Welcome Zone

Mrs Janette Jones addressed Council in regard to Refugee Welcome Zone and answered questions from Councillors.

 

 

08.05     Operational Budget for Welfare of Volunteer Fire Fighters

Mr Peter Nash addressed Council in regard to Operational Budget for Welfare of Volunteer Fire Fighters and answered questions from Councillors.

 

 

09       PUBLIC FORUM – MATTERS ON THE AGENDA

The Mayor advised of requests to speak in the Public Forum - Matters On The Agenda from:

Item 10.04 - Mr Blair Maxwell in support of the recommendation.

Item 10.04 - Ms Penny Small, Beach to Beach Pathway Committee, in support of the recommendation.

Item 10.08 - Ms Kate Aston, Revive Lake Cathie Inc., in support of the recommendation.

Item 11.03 - Mr Roger Barlow, Bonny Hills Progress Association, in support of the recommendation.

Item 13.01 - Ms Rachel Sheppard (in Jake Wadsworth’s absence) in support of the recommendation.

Item 13.09 - Ms Kate Aston, Revive Lake Cathie Inc., in support of the recommendation.

Item 13.09 - Dr Deborah Geronimi in support of the recommendation.

 

RESOLVED:  Griffiths/Dixon

That the above requests to speak in the Public Forum - Matters On The Agenda be acceded to.

carried:      8/0

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

Against:       Nil

 

 

Suspension of Standing Orders

 RESOLVED:  Alley/Turner

That Standing Orders be suspended to allow Items 10.08, 10.04, 11.03, 13.01, 3.09 to be brought forward and considered next.

carried:      6/2

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

Against:       Griffiths and Pinson

 

 

10.08  Borrowing for Projects

Ms Kate Aston, Revive Lake Cathie Inc., addressed Council in support of the recommendation.

Mr Blair Maxwell addressed Council in support of the recommendation.

 

MOTION

MOVED:  Levido/Intemann

 

That Council: 

1.         Note the importance of the following projects and prioritise them for planning and design:

a)         Upgrade of Boundary Street, Port Macquarie from its intersection with Hastings River Drive to the Port Macquarie Airport entry based on current investigations and planning in an amount of $15,000,000.00 for the complete project.

b)         Carry out upgrade works to Bril Bril Road, Rollands Plains based on prior discussions and investigations with the local community in an amount of $6,000,000.00 for the complete project.

c)         Carry out further works with respect to the “Schools to Schools” project from Kendall Public School, Kendall to Laurieton Public School, Laurieton, with reference to the existing Strategic Alignment Study and the high priority sections identified in consultation with the School to School local committee.

d)         Carry out further works with respect to the “Beach 2 Beach” project from North Haven to Dunbogan, with reference to the proposed Strategic Alignment Study and in consultation with the Beach 2 Beach local committee.

e)         Carry out investigations and planning with respect to undertaking tidal improvements to that part of the Lake Innes and Lake Cathie Estuarine System from the Ocean Drive bridge in a westerly direction.

2.         Add to the 2019-2020 Operational Plan the components of planning and design for the projects listed above so as to substantially progress each, using internal and/or contracted resources so as to not prevent completion of other existing projects in the 2019-2020 operational plan.

3.         Request the General Manager to add the remaining planning and design work for the projects listed above, plus substantial further work on each project, to the draft 2020-2021 Operational Plan.

4.         Request the General Manager to fund the nominated planning and design work specified in point 2, above, with loan borrowings raised immediately to the amount of $2,400,000.00.

5.         Request the General Manager to consider (in the current 2019-2020 operational plan, the draft 2020-2021 operational plan and in the review of the long term financial plan) the appropriate mitigation factors to offset the cashflow requirements (and operating performance impacts) of repaying the interest and principal associated with the above borrowings.

6.         Request the General Manager to consider additional borrowings up to $25,000,000.00 in total to fund the balance of the projects listed 1a) and 1b) above and progressing the projects listed 1c), 1d) and 1e) above (in the draft 2020-2021 operational plan and in the review of the long term financial plan), together with the appropriate mitigation factors to offset the cash flow requirements (and operating performance impacts) of repaying the interest and principal associated with the additional borrowings.

 

AMENDMENT

 

MOVED:  Pinson/Griffiths

 

That Item 10.08 be deferred and given consideration by the entire elected body due to the significance of the borrowing of $25,000,000.00 and further discussions on how to consult with our community can be undertaken.

 

THE AMENDMENT WAS PUT AND WAS LOST

MOVED:  Pinson/Griffiths

 

That Item 10.08 be deferred and given consideration by the entire elected body due to the significance of the borrowing of $25,000,000.00 and further discussions on how to consult with our community can be undertaken.

lost: 2/6

For:   Griffiths and Pinson

Against:       Alley, Dixon, Hawkins, Intemann, Levido and Turner

 

AMENDMENT

 

MOVED:   Pinson/Griffiths

 

That Council:

1.         Request the General Manager to investigate the sourcing of $2.4,M to fund the nominated planning and design work for the projects specified below from the unrestricted reserves fund:

a)         Upgrade of Boundary Street, Port Macquarie from its intersection with Hastings River Drive to the Port Macquarie Airport entry based on current investigations and planning in an amount of $15,000,000.00 for the complete project.

b)         Carry out upgrade works to Bril Bril Road, Rollands Plains based on prior discussions and investigations with the local community in an amount of $6,000,000.00 for the complete project.

c)         Carry out further works with respect to the “Schools to Schools” project from Kendall Public School, Kendall to Laurieton Public School, Laurieton, with reference to the existing Strategic Alignment Study and the high priority sections identified in consultation with the School to School local committee.

d)         Carry out further works with respect to the “Beach 2 Beach” project from North Haven to Dunbogan, with reference to the proposed Strategic Alignment Study and in consultation with the Beach 2 Beach local committee.

e)         Carry out investigations and planning with respect to undertaking tidal improvements to that part of the Lake Innes and Lake Cathie Estuarine System from the Ocean Drive bridge in a westerly direction.

2.         Request the General Manager bring a report back to Council at the December 2019 Council Meeting for further consideration.

 

THE AMENDMENT WAS PUT AND WAS LOST

 

MOVED:   Pinson/Griffiths

 

That Council:

1.    Request the General Manager to investigate the sourcing of $2.4,M to fund the nominated planning and design work for the projects specified below from the unrestricted reserves fund:

a)         Upgrade of Boundary Street, Port Macquarie from its intersection with Hastings River Drive to the Port Macquarie Airport entry based on current investigations and planning in an amount of $15,000,000.00 for the complete project.

b)         Carry out upgrade works to Bril Bril Road, Rollands Plains based on prior discussions and investigations with the local community in an amount of $6,000,000.00 for the complete project.

c)         Carry out further works with respect to the “Schools to Schools” project from Kendall Public School, Kendall to Laurieton Public School, Laurieton, with reference to the existing Strategic Alignment Study and the high priority sections identified in consultation with the School to School local committee.

d)         Carry out further works with respect to the “Beach 2 Beach” project from North Haven to Dunbogan, with reference to the proposed Strategic Alignment Study and in consultation with the Beach 2 Beach local committee.

e)         Carry out investigations and planning with respect to undertaking tidal improvements to that part of the Lake Innes and Lake Cathie Estuarine System from the Ocean Drive bridge in a westerly direction.

2.         Request the General Manager bring a report back to Council at the December 2019 Council Meeting for further consideration.

lost: 3/5

For:   Dixon, Griffiths and Pinson

Against:       Alley, Hawkins, Intemann, Levido and Turner

 

THE MOTION WAS PUT

RESOLVED:  Levido/Intemann

 

That Council: 

1.         Note the importance of the following projects and prioritise them for planning and design:

a)         Upgrade of Boundary Street, Port Macquarie from its intersection with Hastings River Drive to the Port Macquarie Airport entry based on current investigations and planning in an amount of $15,000,000.00 for the complete project.

b)         Carry out upgrade works to Bril Bril Road, Rollands Plains based on prior discussions and investigations with the local community in an amount of $6,000,000.00 for the complete project.

c)         Carry out further works with respect to the “Schools to Schools” project from Kendall Public School, Kendall to Laurieton Public School, Laurieton, with reference to the existing Strategic Alignment Study and the high priority sections identified in consultation with the School to School local committee.

d)         Carry out further works with respect to the “Beach 2 Beach” project from North Haven to Dunbogan, with reference to the proposed Strategic Alignment Study and in consultation with the Beach 2 Beach local committee.

e)         Carry out investigations and planning with respect to undertaking tidal improvements to that part of the Lake Innes and Lake Cathie Estuarine System from the Ocean Drive bridge in a westerly direction.

2.         Add to the 2019-2020 Operational Plan the components of planning and design for the projects listed above so as to substantially progress each, using internal and/or contracted resources so as to not prevent completion of other existing projects in the 2019-2020 operational plan.

3.         Request the General Manager to add the remaining planning and design work for the projects listed above, plus substantial further work on each project, to the draft 2020-2021 Operational Plan.

4.         Request the General Manager to fund the nominated planning and design work specified in point 2, above, with loan borrowings raised immediately to the amount of $2,400,000.00.

5.         Request the General Manager to consider (in the current 2019-2020 operational plan, the draft 2020-2021 operational plan and in the review of the long term financial plan) the appropriate mitigation factors to offset the cashflow requirements (and operating performance impacts) of repaying the interest and principal associated with the above borrowings.

6.         Request the General Manager to consider additional borrowings up to $25,000,000.00 in total to fund the balance of the projects listed 1a) and 1b) above and progressing the projects listed 1c), 1d) and 1e) above (in the draft 2020-2021 operational plan and in the review of the long term financial plan), together with the appropriate mitigation factors to offset the cash flow requirements (and operating performance impacts) of repaying the interest and principal associated with the additional borrowings.

carried:      6/2

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

Against:       Griffiths and Pinson

 

 

10.04  Notice of Motion - Funding for the Environmental Impact Statement for the Beach to Beach Shared Pathway

Ms Penny Small, Beach to Beach Pathway Committee, addressed Council in support of the recommendation and answered questions from Councillors.

RESOLVED:    Pinson/Intemann

 

That Council:

1.         Request the General Manager prioritise the EIS and the detailed design of the Beach to Beach project in preparation to seek external grant funding utilizing expenditure from the loan monies dealt with in Item 10.08 of Council’s Meeting of 16 October 2019.

2.         Request the General Manager report to the February 2020 Council Meeting on the progress of the EIS and detailed design of the Beach to Beach project.

carried:      7/1

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

Against:       Griffiths

 

 

11.03  Bonny Hills Community Plan

Mr Roger Barlow, President, and Kathy Reagan, Vice President, Bonny Hills Progress Association, addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Griffiths/Alley

 

That Council:

1.       Endorse the Bonny Hills Community Plan.

2.       Note the information contained within the Developing a Community Plan for Bonny Hills Engagement Report.

3.       Note the goals and actions identified for the Bonny Hills community as outlined in the Action Plan, for consideration in future Operational Plans.

carried:      8/0

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

Against:       Nil

 

 

13.01  Notice of Motion - Sustainability Initiatives and Programs

Ms Rachel Sheppard, in the absence of Jake Wadsworth, addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Intemann/Alley

 

That Council:

1.         Request the General Manager provide a report to the December 2019 meeting of Council providing an overview of significant sustainability initiatives and programs that Council has previously and is currently engaged in, including how each might relate to climate change mitigation and/or adaptation.

2.         Consider funding a Sustainability Officer in the 2020-2021 Operational Plan.

carried:      8/0

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

Against:       Nil

 

 

13.09  Lake Innes/Lake Cathie Estuary System Update Report

Ms Kate Aston, Revive Lake Cathie Inc., addressed Council in support of the recommendation and answered questions from Councillors.

Dr Deborah Geronimi addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Alley/Griffiths

 

That Council:

1.       Note the information provided in the Lake Innes/Lake Cathie Estuary System Update Report.

2.       Request the General Manager to seek 50% Coastal Management Program funding to undertake the initial background studies as outlined, for input to the Lake Innes/Lake Cathie Coastal Management Program being $147,500.

carried:      8/0

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

Against:       Nil

 

 

10.01  Status of Reports From Council Resolutions

The General Manager tabled a motion of no confidence in the Port Macquarie-Hastings Council from a town meeting organised by the Better Orbital Options Association meeting on 8 September 2019.

RESOLVED:  Intemann/Dixon

 

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

carried:      8/0

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

Against:       Nil

 

 

10.02  Resignation of Councillor Mike Cusato

RESOLVED:  Alley/Dixon

 

That Council request the General Manager write to the Minister for Local Government The Hon. Shelley Hancock MP, seeking application to dispense with a by-election to replace the casual vacancy left following the recent resignation of Councillor Mike Cusato, in line with Section 294 (2) of the NSW Local Government Act 1993.

carried:      8/0

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

Against:       Nil

 

 

10.03  Mid North Coast Joint Organisation Update

RESOLVED:  Intemann/Alley

 

That Council:

1.         Note the information provided in this Mid North Coast Joint Organisation Update report.

2.         Congratulate the General Manager for his progressive work towards regional collaboration through the Mid North Coast Joint Organisation.

carried:      8/0

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

Against:       Nil

 

 

Item - 10.04 Notice of Motion - Funding for the Environmental Impact Statement for the Beach to Beach Shared Pathway - has been moved to another part of the document.

 

 

10.05  Mayoral Discretionary Fund Allocations - 5 September to 2 October 2019

RESOLVED:  Pinson/Griffiths

 

That Council note the allocations from the Mayoral Discretionary Fund for the period 5 September to 2 October 2019 inclusive.

carried:      8/0

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

Against:       Nil

 

 

10.06  Request for Leave of Absence - Councillor Alley

RESOLVED:  Hawkins/Pinson

 

That Council grant leave of absence for Councillor Alley for the period 18 October 2019 to 19 November 2019.

carried:      8/0

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

Against:       Nil

 

 

10.07  Disclosures Register - Annual Returns 2018-2019

RESOLVED:  Hawkins/Alley

 

That Council:

1.       Note the information in the Disclosure Register for 2018-2019.

2.       Determine that the following positions become a Designated Person pursuant to the provisions of Clause 4.8 of Council’s Code of Conduct:

a)      Senior Project Manager.

b)      Project Manager.

carried:      8/0

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

Against:       Nil

 

 

Item - 10.08 Borrowing for Projects - has been moved to another part of the document.

 

 

10.09  Local Government Act Amendments - Prescribed Tendering Threshold

Councillor Dixon left the meeting, the time being 8:33pm.

Councillor Dixon returned to the meeting, the time being 8:35pm.

RESOLVED:  Intemann/Hawkins

 

That Council:

6.         Note the amendments to the Local Government Act 1993 prescribed tendering threshold.

7.         Adopt the amended Purchasing Policy, to reflect the legislative changes and administrative updates.

8.         Reclassify the amended Purchasing Procedure and Tendering Procedure as internal procedures.

9.         Note the staged approach for reviewing in detail and amending Council’s procurement policy, and related procedures and practices.

10.      Refer this matter to the Audit Risk and Improvement Committee for information pending a more thorough review of the Procurement Policy.

carried:      8/0

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

Against:       Nil

 

 

10.10  Monthly Budget Review - September 2019

RESOLVED:  Hawkins/Griffiths

 

That Council:

1.       Adopt the adjustments in the “September 2019 Adjustments” section of the Monthly Budget Review – September 2019.

2.       Amend the 2019-2020 Operational Plan to include all budget adjustments approved in this report.

carried:      8/0

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

Against:       Nil

 

 

10.11  Investments - September 2019

RESOLVED:  Hawkins/Alley

 

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

carried:      7/1

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

Against:       Griffiths

 

 

11.01  Response to Lake Cathie Community Concerns

RESOLVED:  Intemann/Dixon

 

That Council note the information contained in this Response to Lake Cathie Community Concerns report.

carried:      8/0

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

Against:       Nil

 

 

11.02  Recommended Items from the Mayor's Sporting Fund Sub-Committee - September 2019

RESOLVED:  Pinson/Alley

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

1.       That Madelaine Goodridge receive $350.00 to assist with the expenses she will have incurred travelling to and competing at the NSW Combined High Schools Track and Field Championships at Sydney Olympic Park from 4 - 6 September inclusive.

carried:      8/0

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

Against:       Nil

 

 

Item - 11.03 Bonny Hills Community Plan - has been moved to another part of the document.

 

 

11.04  Recreation Action Plan 2017-2025 Update

RESOLVED:  Turner/Griffiths

 

That Council:

1.       Note progress achieved to date in implementing the Recreation Action Plan 2017-2025.

2.       Endorse the updated Recreation Action Plan 2019-2025 for implementation.

3.       Request the General Manager to publically notify the community of the updated Recreation Action Plan 2019-2025.

carried:      8/0

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

Against:       Nil

 

 

12.01  Adequacy of Existing Risk Management Controls Associated with Paragliding Activities 

RESOLVED:  Intemann/Griffiths

 

That Council note the information contained within the Adequacy of Existing Risk Management Controls Associated with Paragliding report.

carried:      8/0

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

Against:       Nil

 

 

13.02  Question With Notice - Dunbogan Bridge rehabilitation - Update

RESOLVED:  Alley/Dixon

 

That Council note the Dunbogan Bridge Rehabilitation - Update report.

carried:      8/0

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

Against:       Nil

 

 

13.03  Question With Notice - Dunbogan Flood Access Upgrade and Beach to Beach Pathway

RESOLVED:  Alley/Griffiths

 

That Council note the Dunbogan Flood Access Upgrade and Beach to Beach Pathway report.

carried:      8/0

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

Against:       Nil

 

 

13.04  Unsealed Roads Maintenance Practices - Investigation Update

RESOLVED:  Griffiths/Turner

 

That Council:

1.       Note the report on the Unsealed Roads Policy and current work practices completed by Australian Road Research Board (ARRB).

2.       Give consideration to the recommendations from ARRB in respect to funding and resources for unsealed roads during the development of the 2020-2021 Operational Plan.

3.       Note the commitment to undertake community stakeholder meetings in the first half of 2020 to present and discuss the outcomes of the ARRB review, including discussions around service levels.

carried:      8/0

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

Against:       Nil

 

 

13.05  Parking Strategy Review

RESOLVED:  Turner/Hawkins

 

That Council note the information contained in the Parking Strategy Review report.

carried:      8/0

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

Against:       Nil

 

 

13.06  Draft Planning Proposal Policy

RESOLVED:  Intemann/Griffiths

 

That Council:

1.       Endorse the Draft Planning Proposal Policy for placing on public exhibition for 28 days from 23 October to 20 November 2019.

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

carried:      8/0

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

Against:       Nil

 

 

13.07  DA2018 - 507.1 3 Lot Subdivision including Clause 4.6 Variation to Clause 4.1 (Minimum Lot Size) of Port Macquarie Hastings Local Environmental Plan 2011 - Lot 41 and Lot 42 DP 75403 and Lot 8 DP 114360, No. 434 and 440 Herons Creek Road, Herons Creek

RESOLVED:  Intemann/Alley

That DA 2018 - 507 for 3 Lot Subdivision including a clause 4.6 variation of clause 4.1 (minimum lot size) of the Port Macquarie Hastings Local Environmental Plan 2011 at Lots 41 & 42 DP 754403 and Lot 8 DP 114360, No. 434 & 440 Herons Creek Rd, Herons Creek, be determined by granting consent subject to the recommended conditions included in Attachment 1.

carried:      8/0

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

Against:       Nil

 

 

13.08  Classification of Land Containing Sewer Infrastructure

Councillor Dixon left the meeting, the time being 8:46pm.

RESOLVED:  Griffiths/Hawkins

 

That Council classify Lot 29 Deposited Plan 1192366 (land situated on Glenview Drive, Yippin Creek) as operational land.

carried:      7/0

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

Against:       Nil

 

Councillor Dixon returned to the meeting, the time being 8:47pm.

 

 

Item - 13.09 Lake Innes/Lake Cathie Estuary System Update Report - has been moved to another part of the document.

 

 

13.10  Update on Public Tree Management in Urban Areas

RESOLVED:  Intemann/Dixon

 

That Council:

1.         Note the information contained within the Update on Public Tree Management in Urban Areas report.

2.         Consider an increased resourcing for tree management in the 2020-2021 operational plan.

carried:      8/0

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

Against:       Nil

 

 

13.11  Koala Recovery Strategy Annual Update Report

RESOLVED:  Alley/Turner

 

That Council note the information presented in the Koala Recovery Strategy Annual Update report.

carried:      8/0

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

Against:       Nil

 

 

14       ITEMS TO BE DEALT WITH BY EXCEPTION

 

Nil.

 

 

Councillor Turner left the meeting, the time being 8:52pm.

 

 

CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Griffiths/Hawkins

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

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

Item 15.01    T-19-38 Supply and Delivery of Electrical Goods

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

Item 15.02    T-19-40 Provision of Building Maintenance 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 15.03    T-19-41 Provision of Plumbing 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 15.04    Design of Rainbow Beach Sporting Fields & Construction of School to School Shared Pathway

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

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

carried:      7/0

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

Against:       Nil

 


 

 

Adjourn meeting

the Ordinary Council Meeting adjourned at 8.54pm.

 

 

Resume meeting

The Ordinary Council Meeting resumed at 8:56pm.

 

 

ADOPTION OF RECOMMENDATIONS FROM THE CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Dixon/Alley

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

carried:      8/0

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

Against:       Nil

 

Item 15.01       T-19-38 Supply and Delivery of Electrical Goods

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

RESOLVED:  Intemann/Dixon

That Council:

1.      In accordance with the Local Government (General) Regulations 2005 clause 178(1)(b), decline to accept any of the tenders submitted for
T-19-38 for the Supply and Delivery of Electrical Goods due to the reason that there were an insufficient number of conforming tenders to form a panel arrangement;

2.      In accordance with the Local Government (General) Regulations 2005 clauses 178(3)(e) and 178(4), decline to invite fresh tenders and enter into negotiations with the following companies;

·              Metal Manufactures Ltd; and

·              Rexel Electrical Supplies Pty Ltd;

4.      Request the General Manager to present a further report to a future meeting of Council on completion of the negotiation process, for Council’s further consideration of T-19-38 and acceptance of the proposed panel arrangement; and

5.      Maintain the confidentiality of the documents and considerations in respect of T-19-38.

carried:      8/0

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

Against:       Nil

 

Item 15.02       T-19-40 Provision of Building Maintenance 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.

RESOLVED:  Griffiths/Hawkins

That Council:

1.      Accept tenders from the following contractors to be appointed to a panel arrangement for the Provision of Building Maintenance Services for a two year period commencing 1 November 2019, with two options to extend for a period of one year each, such option(s) to be for the benefit of the Council and may be exercised only by the Council in its sole discretion:

a)      GT Coastal Constructions;

b)      Patterson Building Specialist Pty Ltd; and

c)      Sala Builders Commercial Maintenance.

2.      Accept the Schedule of Rates for the Provision of Building Maintenance Services from:

a)      GT Coastal Constructions;

b)      Patterson Building Specialist Pty Ltd; and

c)      Sala Builders Commercial Maintenance.

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

4.      Maintain the confidentiality of the documents and considerations in respect of Tender T-19-40.

carried:      8/0

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

Against:       Nil

Item 15.03       T-19-41 Provision of Plumbing 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.

RESOLVED:  Intemann/Griffiths

That Council:

1.      Accept tenders from the following contractors to be appointed to a panel arrangement for the provision of plumbing services for a two year period commencing 1 November 2019, with two options to extend for a period of one year each, such option(s) to be for the benefit of the Council and may be exercised only by the Council in its sole discretion:

a)      AJ & KC Cutcliffe; and

b)      Tifes Plumbing Pty Ltd

2.      Accept the Schedule of Rates for the provision of plumbing services from:

a)      AJ & KC Cutcliffe; and;

b)      Tifes Plumbing Pty Ltd

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

4.      Maintain the confidentiality of the documents and considerations in respect of Tender T-19-41.

carried:      8/0

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

Against:       Nil

Item 15.04       Design of Rainbow Beach Sporting Fields & Construction of School to School Shared Pathway

                        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.

RESOLVED:  Intemann/Alley

That Council:

1.      Pursuant to Section 55(3)(a) of the Local Government Act 1993, resolve to not invite open tender and endorse the procurement strategy to seek quotes from consultants under Local Government Procurement Professional Services panel LGP1208-3 for the Design of Rainbow Beach Sporting Field.

2.      Pursuant to Section 55(3)(c) of the Local Government Act 1993, resolve to not invite tender and endorse the procurement strategy to enter into direct negotiations with Coffs Harbour City Council trading as Coastal Works under our existing Memorandum of Association (MoU) for the Construction of Schools to Schools Shared Pathway and Pedestrian Facilities.

3.      Note that a further report will be tabled (for information only) detailing the outcomes of the procurement strategy for each of the projects.

4.      Maintain the confidentiality of the considerations as detailed in this report and in respect to Design of Rainbow Beach Sporting Field and Construction of Schools to Schools Shared Pathway and Pedestrian Facilities Projects.

carried:      7/0

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

Against:       Nil

 

The meeting closed at 8:57pm.

………………………………………..

Peta Pinson

Mayor


AGENDA                                                                                Ordinary Council      20/11/2019

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, the undersigned, hereby 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:

 

Please submit to the Governance Support Officer at the Council Meeting.

 

Growth Bar b&w(Refer to next page and the Code of Conduct)

Pecuniary Interest

 

4.1         A pecuniary interest is an interest that you have in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to you or a person referred to in clause 4.3.

4.2         You will 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 you might make in relation to the matter, or if the interest is of a kind specified in clause 4.6.

4.3         For the purposes of this Part, you will have a pecuniary interest in a matter if the pecuniary interest is:

(a)   your interest, or

(b)   the interest of your spouse or de facto partner, your relative, or your partner or employer, or

(c)   a company or other body of which you, or your nominee, partner or employer, is a shareholder or member.

4.4         For the purposes of clause 4.3:

(a)   Your “relative” is any of the following:

i)     your parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descendant or adopted child

ii)    your spouse’s or de facto partner’s parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descendant or adopted child

iii)    the spouse or de facto partner of a person referred to in paragraphs (i) and (i)

(b)   “de facto partner” has the same meaning as defined in section 21C of the Interpretation Act 1987.

4.5         You will not have a pecuniary interest in relation to a person referred to in subclauses 4.3(b) or (c)

(a)   if you are unaware of the relevant pecuniary interest of your spouse, de facto partner, relative, partner, employer or company or other body, or

(b)   just because the person is a member of, or is employed by, a council or a statutory body, or is employed by the Crown, or

(c)   just because the person is a member of, or a delegate of a council to, a company or other body that has a pecuniary interest in the matter, so long as the person has no beneficial interest in any shares of the company or body.

 

Non-Pecuniary

 

5.1         Non-pecuniary interests are private or personal interests a council official has that do not amount to a pecuniary interest as defined in clause 4.1 of this code. These commonly arise out of family or personal relationships, or out of involvement in sporting, social, religious or other cultural groups and associations, and may include an interest of a financial nature.

5.2         A non-pecuniary conflict of interest exists where a reasonable and informed person would perceive that you could be influenced by a private interest when carrying out your official functions in relation to a matter.

5.3         The personal or political views of a council official do not constitute a private interest for the purposes of clause 5.2.

5.4         Non-pecuniary conflicts of interest must be identified and appropriately managed to uphold community confidence in the probity of council decision-making. The onus is on you to identify any non-pecuniary conflict of interest you may have in matters that you deal with, to disclose the interest fully and in writing, and to take appropriate action to manage the conflict in accordance with this code.

5.5         When considering whether or not you have a non-pecuniary conflict of interest in a matter you are dealing with, it is always important to think about how others would view your situation.

Managing non-pecuniary conflicts of interest

5.6         Where you have a non-pecuniary conflict of interest in a matter for the purposes of clause 5.2, you must disclose the relevant private interest you have in relation to the matter fully and in writing as soon as practicable after becoming aware of the non-pecuniary conflict of interest and on each occasion on which the non-pecuniary conflict of interest arises in relation to the matter. In the case of members of council staff other than the general manager, such a disclosure is to be made to the staff member’s manager. In the case of the general manager, such a disclosure is to be made to the mayor.

5.7         If a disclosure is made at a council or committee meeting, both the disclosure and the nature of the interest must be recorded in the minutes on each occasion on which the non-pecuniary conflict of interest arises. This disclosure constitutes disclosure in writing for the purposes of clause 5.6.

5.8         How you manage a non-pecuniary conflict of interest will depend on whether or not it is significant.

5.9         As a general rule, a non-pecuniary conflict of interest will be significant where it does not involve a pecuniary interest for the purposes of clause 4.1, but it involves:

a)    a relationship between a council official and another person who is affected by a decision or a matter under consideration that is particularly close, such as a current or former spouse or de facto partner, a relative for the purposes of clause 4.4 or another person from the council official’s extended family that the council official has a close personal relationship with, or another person living in the same household

b)    other relationships with persons who are affected by a decision or a matter under consideration 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 the council official and an organisation (such as a sporting body, club, religious, cultural or charitable organisation, corporation or association) that is affected by a decision or a matter under consideration that is particularly strong. The strength of a council official’s affiliation with an organisation is to be determined by the extent to which they actively participate in the management, administration or other activities of the organisation.

d)    membership, as the council’s representative, of the board or management committee of an organisation that is affected by a decision or a matter under consideration, in circumstances where the interests of the council and the organisation are potentially in conflict in relation to the particular matter

e)    a financial interest (other than an interest of a type referred to in clause 4.6) that is not a pecuniary interest for the purposes of clause 4.1

f)     the conferral or loss of a personal benefit other than one conferred or lost as a member of the community or a broader class of people affected by a decision.

5.10       Significant non-pecuniary conflicts of interest must be managed in one of two ways:

a)    by not participating in consideration of, or decision making in relation to, the matter in which you have the significant non-pecuniary conflict of interest and the matter being allocated to another person for consideration or determination, or

b)    if the significant non-pecuniary conflict of interest arises in relation to a matter under consideration at a council or committee meeting, by managing the conflict of interest as if you had a pecuniary interest in the matter by complying with clauses 4.28 and 4.29.

5.11       If you determine that you have a non-pecuniary conflict of interest in a matter that is not significant and does not require further action, when disclosing the interest you must also explain in writing why you consider that the non-pecuniary conflict of interest is not significant and does not require further action in the circumstances.

5.12       If you are a member of staff of council other than the general manager, the decision on which option should be taken to manage a non-pecuniary conflict of interest must be made in consultation with and at the direction of your manager. In the case of the general manager, the decision on which option should be taken to manage a non-pecuniary conflict of interest must be made in consultation with and at the direction of the mayor.

5.13       Despite clause 5.10(b), a councillor who has a significant non-pecuniary conflict of interest in a matter, may participate in a decision to delegate consideration of the matter in question to another body or person.

5.14       Council committee members are not required to declare and manage a non-pecuniary conflict of interest in accordance with the requirements of this Part where it arises from an interest they have as a person chosen to represent the community, or as a member of a non-profit organisation or other community or special interest group, if they have been appointed to represent the organisation or group on the council committee.

SPECIAL DISCLOSURE OF PECUNIARY INTEREST DECLARATION

 

This form must be completed using block letters or typed.

If there is insufficient space for all the information you are required to disclose,

you must attach an appendix which is to be properly identified and signed by you.

 

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 the affected principal place of residence of the councillor or an associated person, company or body (the identified land)

 

Relationship of identified land to councillor

[Tick or cross one box.]

The 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).

An associated person of the councillor has an interest in the land.

An associated company or body of the councillor has interest in the land.

 

MATTER GIVING RISE TO PECUNIARY INTEREST[1]

 

Nature of land that is subject to a change

in zone/planning control by proposed

LEP (the subject land 2

[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 or associated person

[Tick or cross one box]

Appreciable financial gain.

Appreciable financial loss.

[If more than one pecuniary interest is to be declared, reprint the above box and fill in for each additional interest]

 

 

 

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

 

This form is to be retained by the council’s general manager and included in full in the minutes of the meeting

Last Updated: 3 June 2019

 

Important Information

 

This information is being collected for the purpose of making a special disclosure of pecuniary interests under clause 4.36(c) of the Model Code of Conduct for Local Councils in NSW (the Model Code of Conduct).

 

The special disclosure must relate only to a pecuniary interest that a councillor has in the councillor’s principal place of residence, or an interest another person (whose interests are relevant under clause 4.3 of the Model Code of Conduct) has in that person’s principal place of residence.

 

Clause 4.3 of the Model Code of Conduct states that you will have a pecuniary interest in a matter because of the pecuniary interest of your spouse or your de facto partner or your relative or because your business partner or employer has a pecuniary interest. You will 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.

 

“Relative” is defined by clause 4.4 of the Model Code of Conduct 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.

 

You must not make a special disclosure that you know or ought reasonably to know is false or misleading in a material particular. Complaints about breaches of these requirements are to be referred to the Office of Local Government and may result in disciplinary action by the Chief Executive of the Office of Local Government or the NSW Civil and Administrative Tribunal.

 

This form must be completed by you before the commencement of the council or council committee meeting at 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.

 

 

 

 

 

 

 

 

 

 

 

 

 

[1] Clause 4.1 of the Model Code of Conduct 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 clause 4.6 of the Model Code of Conduct.

2 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 clause 4.3 of the Model Code of Conduct has a proprietary interest

 


AGENDA                                                                                Ordinary Council      20/11/2019

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 10.06 and 10.13 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:                                 10.06

Subject:                                 Legal Fees

Attachment Description:     Legal matters greater than $10000 2019-2020 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:                                 10.13

Subject:                                 Quarterly Budget Review Statement - September 2019

Attachment Description:     September 2019 Quarterly Budget Review - 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      20/11/2019

Item:          08

Subject:     PUBLIC FORUM – MATTERS NOT ON THE AGENDA

 

Residents can speak in the Public Forum - Matters Not On The Agenda of the Ordinary Council Meeting on any Council-related matter not listed on the agenda (except those items listed at clause 4.26 of the Council adopted Code of Meeting Practice.

A maximum of five speakers in the Public Forum - Matters Not On The Agenda is allowed at any one Council Meeting.

Each speaker has five minutes to address the meeting.  Council has the opportunity to ask questions after each speaker has finished, but speakers cannot ask questions of Council.

If you wish to address Council in the Public Forum - Matters Not On The Agenda, 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' form.  This form is available at Council's offices or online at www.pmhc.nsw.gov.au.

 

Information for Speakers

           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 in the Public Forum - Matters Not On The Agenda, they must agree to strictly adhere to all relevant adopted Council Codes, Policies and Procedures at all times.

           Addresses in the Public Forum  - Matters Not On The Agenda will commence at 5:30pm.

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

           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.

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

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

           If you have any documentation to support your presentation, provide 2 copies to Council by 4:30pm on the day before the Meeting.

           If a speaker has an audio visual presentation, a copy of the presentation is to be provided to Council by 4:30pm on the day before the Meeting.

           The following will not be considered in the public forum (in accordance with the Code of Meeting Practice, clause 4.26):

     a submission on a proposed or pending planning proposal, development application, application to modify a development consent, application to review a determination or any related matter,

     a submission by an applicant or objector in respect of development who made an oral submission at an on-site inspection,

     a submission by a person on a matter on which they have made submissions at two (2) previous open forums in the same calendar year, unless otherwise approved in writing by the general manager,

     a submission relating to a current or pending procurement, contract negotiation or dispute resolution involving the council,

     a submission on any matter which the general manager or their delegate considers is inappropriate to be made at an open 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.


AGENDA                                                                                Ordinary Council      20/11/2019

Item:          09

Subject:     PUBLIC FORUM – MATTERS ON THE AGENDA

 

Residents can request to speak in the Public Forum of the Ordinary Council Meeting on any agenda item listed on the agenda as either:

·         In support of the recommendation

·         In opposition of the recommendation

A maximum of two speakers “in support of the recommendation” and two speakers “in opposition of the recommendation” are allowed on any one agenda item per Council Meeting.

Each speaker has five minutes to address the Council.  Council has the opportunity to ask questions after each speaker has finished, but speakers cannot ask questions of Council.

If you wish to address Council in the Public Forum - Matters On The Agenda, 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 On Agenda Item’ form.  This form is available at Council's offices or online at www.pmhc.nsw.gov.au.

Information for Speakers

           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 on an agenda item, 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 Council on an agenda item will follow the Public Forum - Matters Not On The Agenda.

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

           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.

           The item will then be debated by Council.

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

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

           If you have any documentation to support your presentation, please provide 2 copies to Council by 4:30pm on the day before the Meeting.

           If a speaker has an audio visual presentation, a copy of the presentation is to be provided to Council by 4:30pm on the day before the Meeting.

           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.

 

 

 

 


AGENDA                                                                                         Ordinary Council

20/11/2019









 

 

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

20/11/2019

 

 

Item:          10.01

 

Subject:     Mayoral Discretionary Fund Allocations - 3 October to 6 November 2019

Presented by:  General Manager, Craig Swift-McNair

 

 

Alignment with Delivery Program

 

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

 

 

 

RECOMMENDATION

 

That Council note the allocations from the Mayoral Discretionary Fund for the period 3 October to 6 November 2019 inclusive.

 

Executive Summary

 

To advise of the allocations made by the Mayor and the Deputy Mayor from the Mayoral Discretionary Fund for the period 3 October to 6 November 2019 inclusive.

 

Discussion

 

The Mayor and Deputy Mayor made the following allocations from the Mayoral Discretionary Fund in the past month:

 

Donation of Glasshouse Vouchers to Endeavour House Fundraiser on weekend of 26/10/19

$200.00

Donation of Glasshouse Voucher to Hastings Primary School Fete on 26/10/19

$50.00

Donation of Glasshouse Vouchers to PMQ Astronomical Society’s fundraiser & film night on 02/11/19

$200.00

2020 Hastings Education Fund Gold Sponsorship

$1,000

Remembrance Day Wreaths for Services in PMQ and Wauchope

$135.00

 

$1,585.00

 

Options

 

This report is for noting only.

 

Community Engagement & Internal Consultation

 

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

 

Planning & Policy Implications

 

There are no planning and policy implications in relation to this report.  This report is provided to Council as per the requirements of the Mayoral Discretionary Fund Policy.

 

Financial & Economic Implications

 

There are no economic implications in relation to this report.

 

The allocations made during this reporting period are funded from the Mayoral Discretionary Fund as included in the 2019-2020 Operational Plan.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.02

 

Subject:     30th Anniversary of Sister City Relationship Between Port Macquarie-Hastings Council and Handa City - Visit to Japan April 2020

Presented by: General Manager, Craig Swift-McNair

 

 

Alignment with Delivery Program

 

1.4.1  Comply with Local Government legislation, policies and agreed standards and communicate the impacts of this to the community.

 

 

 

RECOMMENDATION

 

That Council:

1.       Note that the 30th Anniversary of the Handa, Japan Sister City relationship with Port Macquarie-Hastings Council will take place in Handa, Japan from 17 - 21 April 2020.

2.       Note that up to six Council delegates have been invited to attend the 30th Anniversary celebrations by Handa City, Japan.

3.       Note that two Port Macquarie-Hastings Council Handa Working Group members have confirmed they will be attending

4.       Request the General Manager provide a report to December Council Meeting outlining the potential costs, community benefits and budget allocation to enable Council to determine Mayoral and Councillor involvement in attending the celebration.

 

Executive Summary

 

2020 will mark the 30th Anniversary of the Sister City relationship between Port Macquarie-Hastings Council and Handa City, Japan.

 

As part of the 30th Anniversary celebrations, the Mayor of Handa has extended an invitation to our Mayor and representatives of Council to visit Handa to attend several events to celebrate the Sister City relationship in April 2020 (Attachment 1).

 

Discussion

 

2020 will mark the 30th Anniversary of the Sister City relationship between Port Macquarie-Hastings Council and Handa City, Japan.

 

The Mayor of Handa has extended an invitation to our Mayor and representatives of Council to visit Handa to attend several events to celebrate the Sister City relationship in April 2020.  Past itineraries have included a visit to City Hall, attendance at a music concert by the Handa City Junior Brass Band and some informal networking functions.

 

 

Mr Bruce Hardy and Ms Patricia Johnston, members of the Port Macquarie-Hastings Council Handa Working Group members are attending the 30th Anniversary events, with travel costs to be at their own expense.

 

The invitation from Handa City is for no more than 6 delegates, which will include the two Handa Working Group members listed above. Extending the invitation to any other Handa Working Group members could occur following Councils determination of any Councillors wishing to attend. This would be at working group members own expense.

 

Although yet to be confirmed, it is likely that a reciprocal visit to Port Macquarie by Handa City, Japan would take place in August 2020 by the Mayor of Handa City and delegates, as an ongoing part of the 30th Anniversary activities.

 

As there is currently no identified budget allocated to attend the celebration and to meet the requirements of current policies, it is proposed that a further report be presented by the General Manager in December 2019 relating to the proposed visit with the report to detail, the associated cost, the establishment of a budget and listing the benefits to the local community relating to the expenditure. 

 

Options

 

Council can determine not to send a delegation to Handa in 2020 or support a further report in December as proposed on the matter.

 

Community Engagement & Internal Consultation

 

Internal Consultation

 

·     Mayor (with Bruce Hardy and Patricia Johnson)

·     General Manager

 

Planning & Policy Implications

 

Under Council’s Policy “Payment of Expenses and Provision of Facilities to Councillors”, the following clause applies in relation to overseas travel:

 

Overseas Travel

 

Overseas travel for any purpose which is considered to be relevant to Council related business and/or of particular benefit to the local community must be approved in an open session of a Council Meeting.

 

Detailed proposals of overseas travel and the purpose for the travel will be approved on an individual Councillor basis. Such a proposal shall include the nomination of the Councillor undertaking the trip, the purpose of the trip and any expected benefits (including class of travel). The duration, itinerary and approximate total cost of the trip must also be provided.

 

The use of a Mayoral Minute (which may not be included in the Council Agenda) to obtain Council approval for travel is not considered appropriate as it is not consistent with principles of openness and transparency.

 

After returning from overseas, Councillors or an accompanying member of Council staff will provide a detailed written report to Council on the aspects of the trip relevant to Council related business and the local community. Further, the report is also required to comply within the Reporting Requirements section of this Policy.

 

Retrospective approval for overseas travel is not permitted.

 

Expense Type

Refund Basis

Limit

Travel – Air

Actual

Nil

Travel – Rail

Actual

Nil

Travel – Taxi

Actual

Nil

Travel – Bus

Actual

Nil

Travel – Parking

Actual

$40.00 per day

 

Insurance Expenses and Obligations

 

Councillors while on Council related business shall receive the benefit of insurance cover for:

·    Personal Accident (including sickness and journey/travel).

·    Public Liability.

·    Professional Indemnity.

·    Councillor and Officers Liability.

 

Financial & Economic Implications

 

There are no financial or economic implications attached with this current report.

 

Attachments

 

1View. 30th Anniversary Invitation

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.03

 

Subject:     Notice of Motion - Mike Cusato

 

 

 

Councillor Hawkins has given notice of his intention to move the following motion:

 

 

 

RECOMMENDATION

 

That Council places on record, its deep gratitude to Mike Cusato for his service to the Port Macquarie-Hastings Community as a Councillor for the period 8 September 2012 to 23 September 2019.

 

Comments by Councillor (if provided)

Nil.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.04

 

Subject:     Status of Reports From Council Resolutions

Presented by: Corporate Performance, Rebecca Olsen

 

Alignment with Delivery Program

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

 

 

 

RECOMMENDATION

 

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

 

Discussion

 

Report

Date & Item
of
Resolution

Status

Reporting Officer

Previous Anticipated Date/s for Report

Current Anticipated
Date for
Report

Port Macquarie Transport Network Community Consultative Committee - Membership

21/08/19
Item 13.09

EOI to recruit  members is underway

DSG

Oct-19

Nov-19

Coastal Koala Plan of Management

19/09/18
Item 12.04

Draft CKPoM under review and subject to peer review following legal advice from landowner

DSG

Oct-19

Nov-19

Planning Proposal PP2016 – 11.1 Mission Terrace Lakewood – post exhibition

15/11/17
Item 12.06

Going back out on exhibition to public

DSG

Sep-19

Nov-19

Proposed Orbital Road Investigation Area - impact of removing investigation area

18/09/19
Item 13.03

 

DI

 

Nov-19

Community Participation Plan 2019 - post exhibition

18/09/19
Item 10.14

 

DSG

 

Nov-19

Town Centre Master Plan Charter Review

20/06/18
Item 09.09

Still being discussed

DSG

Apr-19
May-19
Jun-19
Aug-19
Oct-19
Nov-19

Dec-19

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

12/12/18
Item 12.04

Valuation pending.

DDE

Jun-19
Aug-19
Oct-19

Dec-19

LGP EL0519 Supply of Electricity - Accepted Rates

17/07/19
Item 15.06

Local Government Procurement completing evaluations and pending Council notification.

DCP

Sep-19
Oct-19

Dec-19

Protection of Public Infrastructure Bonds Fee

18/09/19
Item 13.08

Given the research required to prepare benchmarking of similar fees and the limited resources currently available within the Infrastructure Planning section, it is requested that this report be moved to December 2019.

DI

Nov-19

Dec-19

Tuffins Lane Sporting Fields - Terms of Agreement

14/12/16
Item 06.02

Awaiting Catholic Parish advice

GM

Oct-18
Mar-19
Apr-19
Jul-19

Dec-19

Markets Policy and local markets
&
Hay Street Forecourt Tuesday Real Food Market  Compliance Report

21/11/18
Item 11.03 &
20/02/19
Item 11.01

 

DSG

 

Dec-19

Council owned lots at North Shore - Progress of Sale

19/09/18
Item 09.24)

Council is currently in the process of obtaining DA's for the individual lots, prior to sale - this will provide assurance to future purchasers that the lots can be built on. 

DSG

 

Dec-19

Proposed Primary Airport Access Road Intersection with Oxley Highway

21/08/19
Item 13.01

 

DI

 

Dec-19

Water Security

18/09/19
item 13.06

 

DI

 

Dec-19

Draft Planning Proposal Policy - Post Exhibition

16/10/2019

 

DSG

 

Dec-19

Sustainability Initiatives and Programs

16/10/2019
Item 13.01

 

DDE

 

Dec-19

T-19-38 Supply and Delivery of Electrical Goods

16/10/2019

 

DI

 

Dec-19

T-19-09 Supply and Delivery of Ready Mix Concrete - post negotiations

19/06/19
Item 15.04

Still negotiating

DI

Aug-19
Oct-19

Dec-19

T-19-10 Supply and Delivery of Road Construction Materials - post negotiations

19/06/19
Item 15.05

Still negotiating

DI

Aug-19
Oct-19

Dec-19

Canal Maintenance

18/10/17
Item 12.04

 

DI

 

2018/2019 FY

Planning Proposal – Lot 2 DP1091253 Beach Street Bonny Hills

19/04/16
Item 12.02

Awaiting advice from proponent

DSG

Sep-19
Nov-19

Feb-20

Planning Proposal Request PP2011 - 9.3:  The Ruins Way and South Blackwood, Port Macquarie

19/06/19
Item 13.06

Awaiting advice from proponent

DSG

Aug-19
Sep-19
Nov-19

Feb-20

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

15/08/18
Item 12.04

Awaiting response from proponent

DSG

Sep-18
Oct-18
Feb-19
Apr-19
May-19
Jul-19
Sep-19
Nov-19

Feb-20

QFPM - Enforcement of Unlawful Activity Policy - findings of review

18/07/18
Item 09.07

Policy being drafted.  Awaiting further advice and discussions with Councillors.

DDE

Dec-19
Feb-19
Mar-19
Apr-19
Jun-19
Jul-19
Aug-19
Oct-19

Feb-20

2020 Ordinary Local Government Election

20/02/19
Item 09.07

 

DCP

 

Feb-20

Planning Proposal - Airport Business Park - post exhibition

17/07/19
Item 13.05

Awaiting additional information from the proponent to allow for the gateway determination to be issued.

DDE

 

Feb-20

Planning Proposal - Airport Business Park - draft DCP approval

17/07/19
Item 13.05

Awaiting additional information from the proponent to allow for the gateway determination to be issued.

DDE

 

Feb-20

JH Taylor & MJ Taylor vs PMHC - report when finalised

18/09/19
Item 15.03

 

DCP

 

Feb-20

Beach to Beach Project - Progress Report

16/10/2019
Item 10.04

 

DI

 

Feb-20

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
May-19
Nov-19

Mar-20

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

20/06/18
Item 14.05

 

DSG

 

Mar-20

Port Macquarie Aquatic Facility - Progress of detailed design and Strategic Concept Plan

18/09/19
Item 11.02

 

DDE

 

Jun-20

Port Macquarie Aquatic Facility - Outcome discussions with displaced user groups of Macquarie Park

18/09/19
Item 11.02

 

DDE

 

Jun-20

Trialling Of Parklets In The Port Macquarie Town Centre

16/05/18
Item 10.02

Council is still working the relevant approvals

DSG

 

Aug-20

MOU - Norfolk Island Regional Council - income and expenditure administration.

20/03/19
Item 09.02

 

GM

 

Feb-21

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)

Ocean Drive Duplication - Outcomes of RMD Review

18/09/19
Item 13.09

 

DI

 

TBA

Design Rainbow Beach Design of Rainbow Beach Sporting Fields & Construction of School to School Shared Pathway - outcome of procurement strategy for each project

16/10/2019

 

DI

 

TBA

 

Cyclic Reports

 

Report

Reporting Officer

Reporting Cycle

Month

Altered
Report Date

Mayoral Discretionary Fund Allocations

GM

Monthly

Every

 

Monthly Financial Update

DCP

Monthly

Every
(except July)

 

Investments

DCP

Monthly

Every

 

Recommendations by the Mayor’s Sporting Fund Sub-Committee

DSG

Monthly

Every

Nil for Nov-19

Development Activity and Assessment System Performance

DDE

Quarterly

May, Aug, Nov, Feb

 

Operational Plan – Quarterly Progress

DCP

Quarterly

Nov, Feb, May, Aug

 

Management of Flying-Fox Colony in Kooloonbung Creek Nature Reserve - Quarterly Progress Report
(15/08/18 - Item 12.08)

DDE

Quarterly

Dec, Mar, June, Sep

 

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

DCP

Quarterly

Feb, May, Aug, Nov

 

Grant Application Status Report
(21/08/19 - Item 11.02)

DSG

Biannual

Feb, Aug

 

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

 

Update on Site Specific Planning Proposal Requests

DSG

Biannual

Apr, Oct

Nov-19

Mayoral and Councillor Fees (Setting of)

GM

Annually

May

 

Long Term Energy Strategy – Progress

DDE

Biannual

May, 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

 

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

Apr-19

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

 

Koala Recovery Strategy Annual Report
(19/09/18 - Item 12.05)

DDE

Annually

Sep

Oct-19

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

 

 

 

 

 

Attachments

Nil

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.05

 

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 the information in the 2020 Ordinary Local Government Election report.

 

Executive Summary

 

Council resolved in December 2018 for the Electoral Commissioner to administer all elections of the Council. The full resolution is as follows:

 

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

 

Subsequently at the February 2019 Ordinary Meeting of Council, the following was resolved:

 

09.07  2020 Ordinary Local Government Election

RESOLVED:  Alley/Hawkins

 

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.

carried:      7/0

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

Against:       Nil

 

This report addresses resolution 2 above, and outlines the recently received Electoral Commission estimates and the significant increases in costs compared to the previous election.

 

Discussion

 

NSW Government Assistance - Cost of Council Elections

 

On 18 September 2019, the NSW Government issued a media release with the headline NSW Government Reduces Cost of Council Elections and further stated that the NSW Government will provide almost $20 million in funding to reduce the cost of running the next election for councils and their communities. This media release is attached for information (Attachment 1).

 

Cost Estimate for the 2020/2021 Local Government Election

 

On 26 September 2019, Council received a copy of the cost estimate for the NSW Electoral Commission to conduct Council’s 2020 local government ordinary election. The estimate is for $599,510 ex GST and $659,461 Inclusive of GST. This estimate is attached for information (Attachment 2).

 

Comparatively, the cost incurred by Council for the 2016 election (paid to the NSW Electoral Commission was $446,731 ex GST or $491,404.

 

Hence, the estimate for the 2020 election is an increase of 34%, however it should be noted that this increase is in spite of the NSW Government assistance which has already been applied by the NSW Electoral Commission in the 2020 estimate.

 

Alternatively, looking at a cost per elector pricing, the NSW Electoral Commission have advised that PMHC has a cost per elector of $9.17 for the 2020 election. For 2016, given the total number of electors has been published as being 61,005, the cost per elector can be calculated as being $8.05. This is a 13% increase after allowing for growth however this is still after the consideration of the NSW Government funding.

 

Response from the NSW Electoral Commission

 

The NSW Electoral Commission have advised that there are a number of factors which have contributed to the increase this year. These factors have been identified as including:

 

-     Staffing

-     Venue costs

-     Paper printing

-     Call centre costs.

 

The email response from the NSW Electoral Commission is attached for information (Attachment 3).

 

LGNSW Update

 

LGNSW advised on 3 November 2019 that they continue to follow up on the significant quotes that Councils have been receiving for the 2020 local government elections.

 

Options

 

This report is for information only.

 

Community Engagement & Internal Consultation

 

Community Engagement

 

No community engagement undertaken.

 

Consultation

 

·    General Manager

·    Director Corporate Performance

·    Executive Group

·    NSW Electoral Commission.

 

Planning & Policy Implications

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

 

Financial & Economic Implications

 

Council is currently allocating $50,000 into a reserve each year to cover the General Fund component of the election. The remaining amount will be funded through the overhead charge by water, sewerage and waste. As at 30 June 2019, only $236,000 is in reserve and hence consideration will need to be given for an additional allocation in the 2020/2021 Operational Plan for any additional funds required.

 

Some savings may be able to be made by reducing pre-polling periods and considering using council owned facilities although savings will be minimal.

 

Given the significant increases in cost, other options should be considered for future elections, noting that this is impacting across the local government network in NSW.

 

 

Attachments

 

1View. NSW Government Media Release

2View. LGE 2020 Cost Estimate - PMHC

3View. Response from NSW Electoral Commission on Cost Increase

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.06

 

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 2019-2020 financial year to date as at the end of September 2019.

 

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 2019-2020 financial year to date as at the end of September 2019.

 


 

The attachment titled "Legal matters greater than $10000 2019-20 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

·    Director Development & Environment

 

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 - Legal matters greater than $10000 2019-2020 Financial Year (Confidential)

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.07

 

Subject:     Recommended Item from Audit, Risk and Improvement Committee - Risk Register Quarterly Report - September 2019 Review

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 Audit, Risk and Improvement Committee recommends that Council:

1.       Notes the effect of the decision of the Supreme Court in the matter of Cornish v Secretary which appears to dilute the effectiveness of a Code of Conduct as a control.

2.       Request the General Manager make representation to the Minister of Local Government and/or Office of Local Government in relation to strengthening the enforceability of the Code of Conduct.

 

Executive Summary

 

The Audit, Risk and Improvement Committee met on 24 October 2019.

 

During discussion on the Risk Register Quarterly Report - September 2019 Review, a recent circular issued by the Office of Local Government on 2 October 2019 (Attachment 1) was discussed by Committee members. The Circular is in relation to penalties available to councils for code of conduct breaches by councillors. The circular is attached for background and information.

 

Following discussion, the Committee reached consensus and submits the above recommendation for Council consideration as per Resolution 2 below:

 

 

 

Attachments

 

1View. OLG Circular - Code of Conduct

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.08

 

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 return for the following position:

1.       Senior Strategic Planner.

 

Executive Summary

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

Discussion

 

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

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

 

1.      Senior Strategic Planner

 

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 return for the abovementioned position will be tabled at this meeting.

Options

Nil.  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.

·    Senior Strategic Planner.

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

20/11/2019

 

 

Item:          10.09

 

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.         Environmental Planner.

 

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:

 

· Environmental Planner.

 

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 Development and Environment.

·    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

20/11/2019

 

 

Item:          10.10

 

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

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

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

 

 

 

RECOMMENDATION

 

That Council note the information on the financial impact of cost shifting from other levels of Government.

 

Executive Summary

 

At the Ordinary Council meeting held on 21 October 2015, Council resolved:

 

RESOLVED:   Hawkins/Sargeant

 

That Council:

1.       Request the General Manager provide a report to the November 2015 Ordinary Meeting of Council on the impact of cost shifting on Council in the 2014-2015 financial year, updating the draft figures provided to Council in May 2015.

2.       Request the General Manager provide an updated report to the November 2016 Ordinary Meeting of Council on the impact of cost shifting for the financial year 2015-2016 and annually, including any additional categories of cost-shifting that have been identified.

3.       Request that the General Manager give consideration to collecting additional cost shifting information as part of the service review process.

carried:      8/0

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

Against:       Nil

 

This report addresses the annual update as per resolution 2.  It provides information with respect to the estimated financial impact of cost shifting on Port Macquarie-Hasting Council for the 2018-2019 financial year.

 

Discussion

 

Definition

Cost shifting is defined by Local Government NSW as follows:

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

 

Local Government NSW Survey

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

 

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

 

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

 

·    Cost shifting increased from 7% of total income before capital in 2013-2014 for all councils who responded to 7.5% in 2015-2016.  Council’s cost shifting as a proportion of total income before capital increased from 6.1% in 2013-2014 to 8.0% in the most recent 2018-2019 period.

 

·    Not only does cost shifting continue to grow, it is growing at an accelerated rate.  Council’s 2018-2019 cost shifting impact represented a 3.3% increase on the previous year.

 

·    Per annum cost shifting has more than doubled in the last decade.  This is due largely to State Government policies, in particular the waste levy, with the Federal Government responsible for only 2% of cost shifting borne by councils.  Cost-shifting impacts on Council from Federal Government represented 11.3% of total impacts in 2018-2019.

 

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

-     Waste levy: this was the biggest cost shifting impact on Councils, (44% of Council’s total impact in 2018-2019);

-     Emergency Services levy: councils paid $127m in mandatory contributions to fund the State Government emergency service agencies, (7% of Council’s total impact in 2018-2019, including NSW Fire Brigade and RFS);

-     State libraries: there was a $130m shortfall in funding required to operate public libraries, (6% of Council’s total impact in 2018-2019);

-     Pensioner rebates cost the industry $61m, (11% of Council’s total impact in 2018-2019).

 

Impacts on Port Macquarie-Hastings Council

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

 

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

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

 

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

 

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

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

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

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

-      $13.4m in 2018-2019, ($11.9m State, $1.5m Federal)

-      $14.0m budgeted in 2019-20, ($12.5m State, $1.5m Federal)

 

The following graph illustrates the above impact:

 

 

 

This is a significant impost on Council.

 

Cost Shifting Data

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

 

 

As noted above, the amounts quantified in the total cost shifting impacts are not exhaustive of the cost shifting impact on Council.  Other impacts of cost shifting that are currently being absorbed by Council or will be absorbed by Council into the future are described as below.  The estimated impact of these items on the total cost shifting amount for 2018-2019 is follows, notwithstanding that not all items are able to be quantified at this time:

 

 

2018/2019 Actuals ($’000)

Total of Cost Shifting Impacts from Table Above

13,384

Cumulative Ongoing Impact of Indexation Freeze on Financial Assistance Grant

870

Non Rateable Properties

2,000

Impacts of Biodiversity Conservation Act

25

TOTAL IMPACT

16,279

 

Financial Assistance Grant

In addition to cost shifting, another factor noted as having a financial impact to Council is the Federal Government’s decision to pause indexation to the Local Government Financial Assistance Grants (FAG) Program for the three years commencing 1 July 2014.  The table below illustrates the FAG allocation during this period and shows that the grant reduced by $269k despite inflationary pressures:

 

Year

Total Allocation $k

2013/14

$8,844

2014/15

$8,842

2015/16

$8,764

2016/17

$8,575

 

Although the freeze has now been lifted, the cumulative effect of this it will continue to impact into the future.  When comparing the actual FAG allocation between 1 July 2014 and 30 June 2019 to what would have been received had a reasonable indexation been applied, it estimated that Council has incurred a cumulative loss of $3.1m.

 

Non Rateable Properties

There are a number of properties within the LGA for which Council does not levy rate income due to them being exempt from rates under legislation, for example Crown land, national parks, land used by religious bodies, schools.  The amount of rates forgone during 2018-19 for such properties was approximately $2.0m.  This estimation does not however take into account that valuations are not available for all these properties and therefore there are some for which an ad valorem rating component has not been included, i.e. this is a conservative estimate and the actual impact is likely to be higher.

 

Infrastructure works associated with development undertaken by other levels of Government

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

contributions.

 

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

 

Impacts of the Forestry Corporation

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

 


 

Impacts of the Biodiversity Conservation Act

Under the Biodiversity Conservation Act, in effect since February 2018, Council was handed responsibility for regulation of native vegetation management on Rural Residential and E-Zoned land.  This was previously regulated by the OEH and involves increased environmental planning approvals including review of reports generated as per the Act.  These reports include specialized ecological reports which require an accredited ecologist to undertake the review.  Training for the increased planning approvals continues to result in additional expenditure with costs of approximately $25k incurred in 2018-19 and a forecast of $3k in 2019-20.  Review of the new reports can also add up to 3 hours per applicable DA, which over a year may equate to 1 month of staff time.

 

Impacts of the Coastal Management Act 2016

The Coastal Management Act 2016 regulates Council to undertake Coastal Management Plans that outline all actions to occur along coastal areas.  Works undertaken by Council that are not included in an approved Coastal Zone Management plan require a DA.  The Coastal Management SEPP gives effect to the objectives of the Act by specifying how development proposals are to be assessed if they fall within the coastal zone and changes to this legislation were imposed in April 2018.  Mapping of proximity zones and littoral and coastal wetlands have moved numerous projects from the REF pathway to a DA pathway which has increased environmental approvals for works undertaken.  This change has resulted in increased time, money for environmental assessments and offset expenditure.

 

Impacts of the Crown Land Management Act

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

 

Potential Additional Future Impacts

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

 

·     The NSW EPA has transferred responsibility for the implementation and enforcement of the Underground Petroleum Storage System (UPSS) Regulation to local government from 1 September 2019. Council staff have completed / will implement a number of actions including the following:

 

-     Proactively identified at least 59 active premises within the LGA in preparation of the changes.

-     Develop a register of UPSS sites.

-     Attend EPA capacity building workshops for assistance in the transfer of the UPSS regulation.

-     Work with environmental health staff from neighbouring councils to develop a uniform approach to the regulation of UPSS systems within the Mid North Coast.

-     Develop a risk rating system to identify high-risk premises.

-     Undertake a compliance audit program from February 2020 and periodic routine inspections.

-     Liaise and provide education material to sites with UPSS to encourage compliance.

-     Respond to pollution complaints.

-     Receive annual reports on each system to review.

 

The full cost impact of the above is unknown at this stage, as it is dependent upon the outcomes of some of the above points.  It will however result mainly in additional staff costs, and the impacts will be quantified once the full effects are understood.

 

·    Legislative changes in bushfire planning and management are expected to have resourcing impacts across a number of areas.  These include fire trail annual inspections on council land, ensuring compliance with requirements for bushfire protection measures, delivery of Crown land plans of management for council managed land incorporating bushfire mitigation works and increased environmental approval requirements to deliver bushfire mitigation works as a result of changes to the Coastal SEPP.  Whilst these changes did not result in additional costs during 2018-19, various works are planned for 2019-20, the impacts of which will be quantified once the full effects are understood.

 

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

 

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

 

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

 

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

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

 

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

 

-     Additional services to the Community.

-     Increasing current service levels to the Community.

-     New infrastructure works.

-     Increased maintenance expenditure.

-     Increased spend on renewal of assets.

 

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

 

Options

 

This report is for information purposes.

 

Community Engagement & Internal Consultation

 

There has been no community engagement. 

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

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

 

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

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.11

 

Subject:     Monthly Budget Review - October 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 “October 2019 Adjustments” section of the Monthly Budget Review – October 2019.

2.       Amend the 2019-2020 Operational Plan to include all budget adjustments approved in this report.

 

 

Executive Summary

 

This report details monthly budget adjustments recommended to be made for the month of October 2019.

 

The Council adopted 2019/20 budget position as at 30 September 2019 was a shortfall of $834,938.  The budget adjustments contained in this report have no impact on this shortfall, leaving it unchanged for October.    

  

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 2019-2020 budget position along with the proposed movement of funds to accommodate any changes.

 

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

 

Monthly Budget Review Summary

 

Original Budget as at 1 July 2019

Shortfall

($975,198)

Plus adjustments:

 

 

July Review

Balanced

$0

August Review

Surplus

$125,477

September Review

Surplus

           $14,783

October Review

Balanced

                    $0

Forecast Budget Position for 30 June 2020

Shortfall

($834,938)

 

October 2019 Adjustments

The following adjustments reflect budget movements as a result of grant funding received, reserve movements, council resolutions and budget variation requests which have no impact on the budget position (for example additional income has an associated expenditure budget):

 

Description

Notes

Funding Source

Amount

Grant Funding

1

Grants

$206,252

Reserve Movements

2

Reserve

$875,000

Council Resolutions

3

Revenue

$35,291

Budget Variance Requests

4

Revenue

$847,639

Total

 

 

  $1,964,182

 

1.   Grant Funding

 

Council Project

Grant Provider

Grant Funding

Other Funding*

Comment

Bushfire Control - Hazard Reduction Grant

RFS

$206,252

$0

RFS funding to undertake hazard reduction burning in the LGA

Total Grant Funding

 

$206,252

 

 

 

* Other funding already contained within existing budgets

 

2.   Reserve Movements

 

Transfer from

Transfer To

Amount

Comments

Waste Reserve

Dunbogan Waste Depot Gas Investigation

$35,000

Transfer from Waste Reserve for the gas investigations at the Dunbogan Waste Depot

Aerodrome Reserve

PM Airport - Second Carpark Exit

$140,000

Funding for second exit lane and barrier

Waste Reserve

Section 88 Waste Levy

$700,000

Increase in budget for payment of waste levy payable under the Protection of the Environment Act 1997 to bring the budget in line with previous expenditure levels

Reserve Movements

$875,000

 

 


 

3.   Council Resolutions

 

Description

Comment

Amount

Source

Tastings on Hastings Budget

Council resolved at the Ordinary Council Meeting (Item 11.06) on the 18th September to endorse the reallocation of the Tastings on Hastings budget to Bicentenary and Artwalk events

$35,291

Revenue

Total Council Resolutions

$35,291

 

 

4.   Budget Variation Requests (approved by Executive)

 

Project Name

Funding Source

Amount

Comments

Flynns Beach Seawall

Reserve

$100,183

Additional Scope to finalise works

Property Purchase Investigations

Reserve

$40,000

Investigations into speculative land purchases

The Coastal Walk

s7.11 / Reserve

$647,456

Increase in scope and project complexities

Kangaroo Park North Shore

Reserve

$60,000

Costs associated with obtaining DA’s for residential blocks owned by Council

Total Approved Budget Variations

$847,639

 

 

 

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

 

Attachment 1 to this report contains information of each individual budget adjustment by Division and Section. The budget movements within this report leave the budget position unchanged at a shortfall of $834,938.

 


 

Statement by Responsible Accounting Officer

 

“The adopted original budget result for 2019-2020 was a shortfall of $975,198.  As of 31 October 2019, this shortfall position is $834,938. This position is considered an unsatisfactory result for the year.  As such, all budgets will need to be closely monitored with the view to reduce this shortfall position”.

 

Attachments

 

1View. October 2019 Monthly Budget Review

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.12

 

Subject:     Investments - October 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 October 2019.

 

Executive Summary

 

·    Total funds invested as at 31 October equals $297,895,808.

·    Interest for the month of October was $691,407.

·    The year-to-date investment income of $2,760,330 represents 33% of the total annual investment income budget of $8,395,000.

·    Council’s total investment portfolio performance for the financial year to date was 1.75% above the benchmark (2.85% against 1.10%), benchmark being the Bank Bill reference rate as at 31 October 2020.

 

The following outlines the significant points outlined in the attached Monthly Report (Attachment 1), as provided by Council’s investment advisors:

 

·    Council’s portfolio has met compliance requirements and outperformed benchmarks during the month.

·    Over the past 12 months, the portfolio has returned +2.96% p.a., outperforming bank bills by 1.30% p.a. and more than double the official cash rate of 1.29%. This has been very strong given deposit rates reached their all-time lows and margins have generally contracted over the past 3 years.

·    Further interest rate cuts are on the horizon over the next 6-12 months, therefore the priority should be to lock in any attractive medium-longer dated fixed deposits.

·    Should credit securities become more attractive relative to deposits, it is recommended to consider increasing the allocation to liquid senior floating rate notes.

 

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 (Attachment 2) 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 31 October 2019, comply with this Act.

 

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

 

As at 31 October 2019, the investments held by Council totalled $297,895,808 and were attributed to the following funds:

 

General Fund

121,359,773

Waste Fund

18,073,339

Water Fund

105,753,012

Sewer Fund

51,193,395

Sanctuary Springs Fund

                                            38,726

Broadwater

1,477,563

 

297,895,808

 

Whilst the current level of investments remains 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.

 

It is noted that there is a minor variance between the total investments held as per this report, ($297,895,808), and total investments held as per Imperium’s attached monthly report ($297,893,558). This is due to the fact that Council’s accounting policy treatment means that floating rate notes (FRNs) are held at amortised cost, whereas they are included at fair value in Imperium’s report. This variance is not expected to be material.

 

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. Council obtains regular updates regarding market activities positions from various institutions.

 

Planning & Policy Implications

 

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

 

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 1.75% above the benchmark (2.85% against 1.10%) and year to-date income is 33% 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 - October 2019

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

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.13

 

Subject:     Quarterly Budget Review Statement - September 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 Quarterly Budget Review Statement for the September 2019 Quarter.

 

Executive Summary

 

This report will detail Council’s progress against the original and revised 2019-20 budget as at the end of the first quarter being 30 September 2019.

 

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 (Attachment 1) 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 (Attachment 2) 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 “Confidential - September 2019 Quarterly Budget Review - Consultancy Engagements” provides information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct business.  Local Government Act 1993 - Section 10A(2)(c).

 

Budget Progress Commentary

The variances listed below should be read in conjunction with Attachment 1 (September 2019 Quarterly Budget Review Statement).

 

Income and Expenses – QBRS Page 1

 

Rates and Annual Charges

 

YTD Budget

YTD Actual

Budget Variance

% Received

$94.518m

$94.735m

+$0.217m

100.2%

Major budget variances include:

-     Annual Charges: +$0.45m

-     Rates: -$0.233m

 

The variance in annual charges is generally driven by an increase in the domestic waste charge.  There has been an increase in the volume of assessments processed for the quarter due to the timing of completion of new homes.  This variance is partially offset by a decrease in residential general rates for the quarter as compared to budget. The rating department is currently awaiting the provision of land values on newly built premises to allow the completion of the rating process.

 

User Fees and Charges

 

YTD Budget

YTD Actual

Budget Variance

% Received

$7.384m

$6.067m

-$1.317m

82.2%

Major budget variances include:

-     Water Supply Usage Charges: -$0.413m

-     Building & s68 Fees: -$0.197m

-     Waste Management Charges: -$0.289m

-     Aerodrome -$0.306m

-                

The variance associated with usage charges for water supply is caused by both the timing of receipts and the billing cycles whose frequency at times does not align with the phasing of the budget and also the general decreased water usage due to current water restrictions. Variances in the building fees are due to the level of building activity for the quarter being slightly less than budgeted.  Waste management charges are lower than budgeted due to a decrease in community usage resulting in lower tipping fees collected at waste facilities.  Aerodrome user fees are lower than budgeted due to the timing of passenger head tax invoices from airlines.  These will be processed in October.

 

Interest and Investment Income

 

YTD Budget

YTD Actual

Budget Variance

% Received

$2.119m

$2.098m

-$0.021m

99.0%

There are no major or material budget variances.

 

Other Revenues

 

YTD Budget

YTD Actual

Budget Variance

% Received

$1.281m

$1.445m

+$0.164m

112.8%

Major budget variances include:

-     Sale of Steel: +$0.143m

 

Steel has been sold from the Cairncross, Port Macquarie and Wauchope waste depots in the quarter.  Consideration received is in excess of budget.

 

Operating Grants & Contributions

 

YTD Budget

YTD Actual

Budget Variance

% Received

$1.672m

$2.210m

+$0.538m

132.2%

Major budget variances include:

-     RTA Block Grant: +$0.402m

 

RTA Block Grant YTD budget will require re-phasing to align with timing of actual receipts. The phasing of receipts is on a quarterly basis but due to the pre-payment of 50% of this grant the phasing is no longer in line with actual receipts.

 

Capital Grants & Contributions

 

YTD Budget

YTD Actual

Budget Variance

% Received

$4.707m

$4.926m

+$0.219m

104.7%

Major budget variances include:

-     Section 94 Developer Contributions: +$0.68m

-     Section 64 Contributions: -$0.415m

 

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

 

Employee Costs

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$13.592m

$12.282m

+$1.310m

90.4%

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

 

Borrowing Costs

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$0.421m

$0.421m

+$0.0m

100.0%

There are no major or material budget variances.

 

Materials & Contracts

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$8.533m

$7.516m

+$1.017m

88.1%

Major budget variances include:

-     Natural Resources: $0.112m

-     Transport & Traffic: $0.561m

-     Waste Management: $0.229m

-     Parks & Recreation:  $0.170m

 

The variations that have occurred in the materials and contracts category have occurred over various projects and departments which are at various stages. The timing of invoice payments in relation to on-going services is the cause of other variations.

 

Depreciation

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$12.284m

$12.682m

-$0.398m

103.2%

The increased expenditure is impacted by the timing of project completion and capitalisation, disposals and contributed assets capitalised, as compared to what was originally anticipated.

 

Other Expenses

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$3.288m

$3.351m

-$0.063m

101.9%

The minor favourable variances in other expenses are timing related.

 

Asset Disposal

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$0.0m

-$0.054m

+$0.054m

0%

This minor variance to budget is due to motor vehicles being sold at auction in Q1.

 

 


 

Capital Expenditure – QBRS Page 2

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$27.880m

$11.230m

-$16.650m

40.3%

The timing of completion of many projects has moved out in this financial year.  With a high level of carry-over projects taken up in 2019/20, the projects which were budged to start early in the year are now being forecast to begin later, as carry-over projects are completed as priority.   Projects with budgets that are materially different to actuals include:

 

-     Small Village Sewer Scheme: -$4.111m

-               The project continues from previous financial years, with construction completion of all three towns due by July 2020.  Variance to budget is due to the timing of contractor progress claims.

 

-     Dunbogan Bridge Rehabilitation: -$1.091m

-               Works underway on Dunbogan bridge, targeting completion in early 2020.  Variance is due to timing.

 

-     Reclaimed Water - Area 14 Trunk Main: -$0.638m

-               Construction commenced March 2019. Project is on budget, with works forecast to be complete by December 19, well inside the EPA deadline of June 2020.  Variance is timing.

 

-     Airport Terminal Upgrade: -$0.493m

-               Terminal Building Upgrade Stage 1 works complete and Stage 2 works on target for completion by the end of November. The variance to budget is due to the timing of contractor progress claims.

 

-     Footpath, Cycleway, Pedestrian Management: -$0.331m

-               Remaining works in Hill St scheduled for completion in 2019.

 

-     Lighthouse Rd Upgrade: 0.285m

-               Project complete under budget.

 

-     Road Resealing Works: -$0.810m

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

 

-     Kingfisher Waste Depot Upgrade: -$0.250m

-               The project is currently in design phase, with the project awaiting Construction Certificate approval, construction works are due to commence in approximately one month.

 

-     ICT Projects: -$0.420m

-               Projects ongoing. Variance due to timing of payments.

 

-     Annual Sewer Allocations: -$0.654m

-               Projects ongoing. Variance due to timing

 

-     Annual Water Supply Live Water Main Renewals: -$0.412m

-               Projects ongoing. Variance due to timing.

 

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:

-     Sewer Supply projects: -$1.777m

-     Transport & Traffic Projects: -$2.221m

-     Drainage Projects: -$0.420m

-     Parks & Recreation Projects: -$1.907m

 

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 physical completion.

 

Progress details for particular capital projects can be found in the report “2019-2020 Operational Plan Quarterly Progress Report as at 30 September 2019” which is also on the agenda of the Ordinary Council Meeting for November 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 30 September 2019 was 2.90% which was 1.75% above the benchmark of 1.15%.

 

Key Performance Ratios – QBRS Page 4

 

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

 

The forecast Operating Performance Ratio has decreased from the original budget due to the increase in operating expenses associated with the carrying over of operational projects from 2018/19 which have been only partially offset with an increase in operating revenues.

 

The Building and Infrastructure Renewals Ratio has significantly improved also as a result of the adoption of the carry overs which are significant.

 

The Unrestricted Current Ratio has decreased due a shift in the investment portfolio where Council has invested in longer term investments during the period.

 

Contracts and Other Expenses – QBRS Page 5-7

 

There were no unbudgeted contracts entered into during the first quarter of the financial year. There was no expenditure incurred for consultancy or legal expenses that was not budgeted for during this 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 on a consolidated basis, as at 30 June 2020, is a surplus of $2.001m and this result is satisfactory. However, there continues to be a budget deficit for the 2019/20 financial year which will need to be remedied during the remainder of the year through favourable budget variations.

 

Attachments

 

1View. September 2019 Quarterly Budget Review Statement

2View. Confidential - September 2019 Quarterly Budget Review - Consultancy Engagements (Confidential)

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.14

 

Subject:     2017-2021 Delivery Program and 2019-2020 Operational Plan - Quarterly Progress Report as at 30 September 2019

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.1.4 Provide easy to understand and accessible community reporting.

 

 

RECOMMENDATION

 

That Council note the 2019-2020 Operational Plan Quarterly Progress Report as at 30 September 2019.

 

 

Executive Summary

 

The 2019-2020 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 details the individual actions, projects and activities Council will undertake in the financial year to meet the commitments made in the Delivery Program.

 

Progress reports to Council and the community provide a central point of information on the progress on all actions set out in the 2019-2020 Operational Plan. The overview section in this report provides an overall statistical snapshot of 2019-2020 Operational Plan performance by Community Theme. Further detail is provided below in each theme highlighting achievements with actions.

 

A further attachment to this report provides the full 2019-2020 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 progress 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 2020.  Six monthly progress reports on the Delivery Program are a legislated requirement of the NSW Government’s Integrated Planning and Reporting Framework.

 

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.

 

Attachment A to this report provides details of actions that are experiencing delays in delivery against the 2019-2020 Operational Plan.

 

Attachment B to this report outlines what Council has delivered against each Operational Plan action, activity or project and seeks to provide concise and accurate commentary on progress and also aligns to Delivery Program objectives and the Community Strategic Plan. 

 

Discussion

 

(a)   Overview - 2019-2020 Operational Plan – Quarterly Progress Report as at 30 September 2019

 

The Operational Plan sets out the actions and projects that will be undertaken each financial year to deliver the overall objectives in the Delivery Program. Achievement of these objectives contributes to achieving the vision and goals in the Community Strategic Plan.

 

The 2019-2020 Operational Plan contains 375 performance measures.  As at 30 September 2019, 88% are on target for delivery and 12% 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

88

82

6

93%

Your Community

84

76

8

91%

Your Business and Industry

25

24

1

96%

Natural and Built Environment

178

147

31

83%

Total

375

329

46

88%

 

The table below is comparative data of historical Operational Plan performance and provides information outlining year on year progress against the adopted 2019-2020 Operational Plan.

 

 

(b) Delivery Program 2017-2021 and 2019-2020 Operational Plan - Progress Report as at 30 September 2019

 

The Delivery Program outlines the Councillors’ commitments to the Port Macquarie-Hastings community during their four-year term of office. Objectives in the Delivery Program represent what the Council aims to deliver and serves as a guide for Council’s Executive and staff when developing the annual Operational Plan.

 

In a broad context, the Delivery Program enables Council to deliver the community’s aspirations for the future, as described in the Towards 2030 Community Strategic Plan. The Delivery Program objectives appear in each of the four Community Themes outlined below:

 

·    Community Theme 1 – Leadership and Governance

·    Community Theme 2 – Your Community Life

·    Community Theme 3 – Your Business and Industry

·    Community Theme 4 – Your Natural and Built Environment

 

Each of the themes in the Delivery Program describes what the expected result will be if the overall objectives are achieved and detail what the intended outcome will be.

 

The information below demonstrates Council’s achievements to date and highlights ‘how we know we are progressing’ against the set objectives outlined in the Delivery Program 2017-2021.

 

A snapshot of progress on various projects across the region is provided below

 

Laurieton/Camden Haven/surrounds

·    Rainbow Beach Sports Fields has project planning phase commenced

·    Riverview Reserve playground upgrade has planning commenced

·    Scribbly Bark Reserve playground replacement has planning commenced

·    Construction of the Kew Sewerage Treatment Plant has detailed designs and environmental approvals progressing

·    Bold Street Pedestrian crossing in Laurieton has revised designs under development as a result of new crossing location

·    Comboyne Small Town Sewerage Scheme provision of a centralised sewerage system has construction ongoing as planned

·    Stormwater flood mitigation measures at Rodley Street Bonny Hills has construction ongoing and progressing

·    Dunbogan Bridge substructure rehabilitation work is underway and progressing

 

Port Macquarie

·    Blair Reserve playground upgrade has planning commenced

·    Flynns Beach seawall upgrade and replacement has construction ongoing and progressing

·    Red Ochre new park development has planning commenced

·    Ruins Way new park development has planning commenced

·    Settlement Point Reserve playground replacement has planning and community engagement underway

·    Stuart Park - Regional Sporting Precinct upgrades have commenced with the Port Macquarie off leash dog park area and playground complete

·    Town Beach Park playground replacement has planning and community engagement underway

·    Port Macquarie Pool has had extensive community consultation undertaken to determine the preferred site location, with Macquarie Park confirmed, designs have now commenced and are progressing

·    Port Macquarie Airport Terminal upgrade has Stage 2 works progressing

·    Port Macquarie Airport - Parallel Taxiway Stage 1 concept design finalised and the tender for environmental impact assessment underway

·    Port Macquarie Sewer Treatment Plant inlet replacement work has finalised designs being undertaken

·    The Ruins Way reconstruction works has preconstruction planning underway

·    Port Macquarie Coastal Walk upgrades has construction commenced on the Charlie Upton stage.  Planning works for the Doctors Walk and Kenny walk sections has commenced

 

Wauchope/Rural/surrounds

·    Hastings Regional Sporting Complex has design works progressing 

·    Reservoir Park playground replacement has planning commenced

·    Rocks Ferry Reserve playground upgrade has planning commenced

·    Bago Road pavement rehabilitation (Milligans Road to Bluewater Cres) has preconstruction planning underway

·    Long Flat and Telegraph Point Small Town Sewerage Scheme provisions of a centralised sewerage system has construction ongoing and progressing

·    Pembrooke Road - Stoney Creek Bridge upgrade has project design planning commenced

 

Summary of highlights are outlined below by Community Theme, Delivery Program Objective and Council Service

 

COMMUNITY THEME: LEADERSHIP AND GOVERNANCE

 

Operational Plan summary of performance measures

2019-2020

Total No.

On target

Achieved

Behind

Overall %

1Q - July – Sept 2019

88

75

7

6

93%

2Q - Oct – Dec 2019

 

 

 

 

 

3Q - Jan – Mar 2020

 

 

 

 

 

4Q - Apr – Jun 2020

 

 

 

 

 

 

What are we trying to achieve

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

 

What the result will be

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

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

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

·    Knowledgeable, skilled and connected community leaders

·    Strong corporate management that is transparent

 

How do we know we are progressing

·    Improving levels of community participation at community engagement activities

·    Ongoing Council participation in regional Local Government initiatives

·    Council financial management that is communicated to the community

 

Highlights by Council Service and Delivery Program Objective

 

Council Service: Communications and Community Place

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

·    Over 230 Media releases, statements, alerts and announcements were issued

·    Total number of visits to Council's website was over 271,100. Website page views was over 412,800. This represents an increase of over 7.61% and 9.08% respectively on the same period last year

·    Likes for the corporate Facebook page increased from 9,129 as at 30 June to 9,565 as at 30 September 19. Representing an increase of 4.78%

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

·    Registered users on Council’s ‘Have Your Say’ online engagement portal as at 30 September was 4,041 and increase from 3,880 as at 30 June 2019

 

Council Service: Community Place

Delivery Program Objective: 1.1.2 Support community involvement in decision making through education around Council matters and services

·    Community members were involved in a variety of community engagement activities that involved face-to-face engagement via drop-in information sessions, group engagement and pop-up information sessions, Community-Council Action Team Meetings and Community Think Tank Workshops

·    Draft Community Plans have been completed for Bonny Hills, Camden Haven, Comboyne/Byarbarra and Kew/Kendall/Herons Creek/Lorne.

·    Draft Community Plans under development for Telegraph Point, Lake Cathie, North Shore and Pappinbarra communities.

 

Delivery Program Objective: 1.1.3 Engage with the community on impacts and changes to services

·    Development of a community engagement program is underway with a review of the policy and strategy 

·    A community satisfaction survey is scheduled to take place in the final quarter of 2019-2020

 

Council Service: Integrated Planning and Reporting

Delivery Program Objective: 1.1.4 Provide easy to understand and accessible community reporting

·    An easy to read Community Report Card, highlighting Council’s achievements in delivering outcomes to the community for the 2018-2019 financial year, is under development

·    The 2018-2019 Annual Report is scheduled to be presented to the Ordinary Council Meeting in November 2019 meeting legislative requirements

·    The 2020-2021 Operational Plan and budget preparation has commenced and is ongoing

 

Council Service: Communications

Delivery Program Objective: 1.1.5 Develop an effective and coordinated community focused Communications Strategy

·    Council has used a broad range of communications channels to keep the community informed of Council initiatives and projects. Including delivering a quarterly rates newsletter, regular media exposure, utilising community newsletters, radio and television advertising and Facebook

·    Marketing and education campaigns are ongoing and have included a variety of communication channels to deliver a range of messages including bus stops, signage, Facebook, digital billboard, radio, television, cinema, shopping centre displays and media releases

·    Total number of visits to Council's website was over 271,100. Website page views was over 412,800. This represents an increase of over 7.61% and 9.08% respectively on the same period last year.

 

Council Service: Governance

Delivery Program Objective: 1.1.6 Continue to promote access by the community to Councillors

·    Laurieton and Wauchope Ordinary Council Meetings are scheduled for  October 2019 and March 2020 respectively as part of the Take the Council to the Community Program

 

Council Service: General Manager's Office

Delivery Program Objective: 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

·    Regular meetings held with Camden Haven, Port Macquarie and Wauchope Chamber of Commerce and also Northside and Lake Cathie Progress Associations with the Mayor and Senior staff in attendance

·    Ongoing meetings and or Networking events attended with Federal, State and Local members to advocate for local community needs

 

Council Service: General Manager's Office

Delivery Program Objective: 1.3.1 Provide effective leadership and equity

·    The Mayor and General Manager attended Mid North Coast Joint Organisation (MNCJO) board meeting September 2019

 

Council Service: Governance

Delivery Program Objective: 1.3.2 Build trust and improve Council's reputation through transparency, good decision making and living Council’s Values

·    The 2018-2019 Legislative Compliance Register was reviewed and presented to the Audit, Risk and Improvement Committee and adopted at the September 2019 Ordinary Council Meeting

·    Annual Public Interest Disclosures (PID) and Government Information Public Access (GIPA) reporting was submitted in line with required timeframes

·    The annual Disclosure of Interest Returns were adopted at the October 2019 Ordinary Council Meeting

 

Council Service: Governance

Delivery Program Objective: 1.3.3 Ensure there is appropriate management of risk to mitigate impact for Council and the community

·    Review of the Corporate Risk Register has been undertaken on a quarterly basis and presented to the Audit, Risk and Improvement Committee

·    The Risk Management Action Plan is being developed

 

Council Service: Human Resource Management

Delivery Program Objective: 1.3.4 Manage our workforce to deliver community outcomes.

·    The Workforce Management Strategy actions are being delivered

·    The Work, Health and Safety Strategy actions are being delivered

·    The Learning and Development Strategy actions are being delivered

 

Delivery Program Objective: 1.3.5 Build an engaged workforce

·    Planning for the Annual Employee Engagement Days are underway

·    Planning for the Annual Employee Engagement Survey has commenced

 

Council Service: Digital Technology

Delivery Program Objective: 1.4.1 Provide efficient technology and inclusive digital systems that are easy to use and easy to access

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

 

Council Service: Business Improvement Office

Delivery Program Objective: 1.4.2 Deliver agreed services at the agreed service level at best value

·    Facilitation of process improvements are ongoing to improve productivity across the organisation

·    Facilitation of the service review program has commenced using the improvement process

 

Council Service: Customer interactions

Delivery Program Objective: 1.4.3 Deliver a customer focused service that provides the community a consistent experience of Council

·    Over 19,000 calls were received through the Customer Call Centre. 93% of calls were answered within the service standard exceeding the target of 75%

·    Over 24,900 counter enquires were processed, and over 7,800 e-mails were received through Customer Service offices in Laurieton, Port Macquarie and Wauchope

 

Council Service: Financial Management and Assets and Property Investments

Delivery Program Objective: 1.5.1 Manage Council’s financial assets and provide accurate, timely and reliable information

·    The audited financial statements are on target to be lodged by October 2019 in accordance with legislated timeframes

·    Investment reports tabled in accordance with required timelines

·    Investment returns exceeding the benchmark for the financial year to date

·    Financial reports tabled in accordance with required timelines

·    The Quarterly Budget Review Statement is scheduled to be presented to Council in November 2019

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

 

Council Service: Strategic Landuse Planning

Delivery Program Objective: 1.5.1 Manage Council’s financial assets and provide accurate, timely and reliable information

·    The Partridge Creek residential development is planned to have a report tabled at a future Ordinary Council Meeting

·    Emily Ave residential development planning has the Development Application lodged

 

Council Service: Procurement

Delivery Program Objective: 1.5.2 Use procurement, tendering, purchasing and contract management approaches that are transparent and equitable

·    The Procurement Strategy implementation is ongoing

·    The Plant Replacement Program  is currently in the planning phase

 

Council Service: Commercial Business Units – Glasshouse, Airport and Crematorium and Cemetery

Delivery Program Objective: 1.5.3 Develop, manage and maintain Council Business Units through effective commercial management

·    Operating revenue increased at the Airport by 5% in comparison to the same period last year exceeding the 3% target

·    Operating revenue increased at the Environmental Laboratory by 24% in comparison to the same period last year exceeding the 3% target

·    Identified actions from the Glasshouse Strategic Plan have been delivered.  A review of the Glasshouse Strategic Plan commenced in line with the Cultural Steering Group in conjunction with the recently adopted Cultural Plan

 

Council Service: Asset Management

Delivery Program Objective: 1.5.3 Develop, manage and maintain Council Business Units through effective commercial management

·    The six monthly Property Investment Strategy update report is scheduled to be presented to the November 2019 Ordinary Council Meeting

 

COMMUNITY THEME – YOUR COMMUNITY

 

Operational Plan summary of performance measures

2019-2020

Total No.

On target

Achieved

Behind

Overall %

1Q - July – Sept 2019

84

73

3

8

91%

2Q - Oct – Dec 2019

 

 

 

 

 

3Q – Jan – Mar 2020

 

 

 

 

 

4Q – Apr – Jun 2020

 

 

 

 

 

 

Your Community

 

What are we trying to achieve

A healthy, inclusive and vibrant community

 

What the result will be

·    Community hubs that provide access to services and social connections

·    A safe, caring and connected community

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

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

·    Community participation in events, programs, festivals and activities

 

How we know we are progressing

·    Community facilities are established that encourage social activities and interactions

·    Community safety initiatives are recognised and supported

·    Open spaces, recreational and community facilities are provided for a range of social, health and wellbeing activities.

·    The community is supported through a range of programs based on social issues

·    A range of community activities, programs and events are supported and implemented

 

We know we are progressing on delivering outcomes to the community against the Delivery Program objectives as achievement highlights can be seen below against specific council services

 

Highlights by Council Service and Delivery Program Objective

 

Council Service: Sports and Recreation

Delivery Program Objective: 2.1.1 Support Community Safety initiatives

·    Lifeguard patrols commenced in September 2019 at Town, Flynns, Lighthouse, Lake Cathie, Rainbow and North Haven Beaches

·    The Surf Education Program to commence in School Term 4

 

Council Service: Emergency Management

Delivery Program Objective: 2.1.2 Advocate for, support and coordinate emergency services

·    Coordination and support provided to emergency services as required

 

Council Service: Compliance

Delivery Program Objective: 2.1.3 Conduct regulatory and educational activities, which safeguard public and environmental health, and ensures compliance with planning and building standards

 

Monitoring and taking action to ensure compliance issues are managed has seen a range of inspections undertaken, some of which have included:

·    76 pool inspections

·    56 public health inspections

·    154 on-site sewerage management system inspections

·    18 fire safety inspections

·    Over 390 offences recorded by Council Rangers in relation to parking, beach patrols, illegal signage and sale of goods on roads

·    Over 400 companion animal incidents were recorded and actioned

Council Service: Commercial Business Units - Environmental Testing

Delivery Program Objective: 2.1.3 Conduct regulatory and educational activities, which safeguard public and environmental health, and ensures compliance with planning and building standards

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

·    National Association of Testing Authority corporate accreditation maintained

 

Council Service: Community Place 

Delivery Program Objective: 2.2.1 Support and advocate for all community sectors

·    Focus on youth activities including Youth Voice and working with youth on Community Planning 

·    The first round of community grants has been delivered 

·    The Draft Community Inclusion Plan is scheduled to be presented to Council in November for public exhibition

 

Council Service: Community Place

Delivery Program Objective: 2.3.1 Ensure access to community facilities and activities: including access to natural environment

·    Delivering actions from the Disability Inclusion Action Plan are ongoing some of which have included:

The launch of the Short Street accessible amenities including our LGA's first adult change table with an overhead gantry hoist

Endorsement of a wheelchair viewing platform at the Charlie Uptin Walk a wheelchair accessible picnic table at Kew playground

Dementia Friendly screening at ArtWalk of an animation created by residents living with memory loss

Launch of Stuart Park playground and off-leash dog area

Upgrade of High Street Wauchope, including accessible car parks and footpath improvements

 

Council Service: Recreation and Buildings and Community Place

Delivery Program Objective: 2.3.2 Provide a range of inclusive sporting and recreational opportunities and facilities to encourage a healthy and active lifestyle

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

Hastings Regional Sporting Facility - Stage 1 development has detailed design for the facility progressing;

Sancrox/Thrumster Sports Fields has the detailed design for the facility  commenced;

Hastings River Recreational Boating Facility has detailed concept plans developed. Land acquisition discussions ongoing with land owners for the project to move to finalisation stage.

Port Macquarie Coastal walk upgrade has works commenced and ongoing

Port Macquarie off leash dog park at Stuarts Park is complete

North Haven to Bonny Hills Coastal Walk has project planning commenced

Port Macquarie Pool has community engagement undertaken and site selection process complete. Project planning for detailed design underway

Wayne Richards Park - Stages 3 and 4 has concept plan developed

·    Implementation of the Sporting Facility Renewal program is ongoing, actions include:

Oxley Oval - Sporting Infrastructure upgrade has construction of the  clubhouse commenced and ongoing

Port Macquarie Hastings Hockey Facility - installation of lighting to Field 2 complete.

Port Macquarie Regional Sports Stadium construction of new training field including lighting is complete.

Charlie Watt Reserve - Telegraph Point has lighting upgrades commenced

Andrews Park - Wauchope has construction of lighting system commenced

Lake Cathie Sports Fields field surface upgrade and installation of irrigation has contractors engaged to deliver scope of works

Blackbutt Park - Wauchope has project planning commenced for furniture upgrades

Kendall Sports Ground reserve upgrade has scope of works being confirmed

Laurieton Sports Complex sports facility upgrade has project planning commenced

·    Regional Master Planning for recreational facilities is ongoing:

Master Planning for Bain Park Wauchope has planning and community engagement commenced

The review of the Bonny Hills Master Plan has commenced

 

Delivery Program Objective: 2.3.3 Develop and implement management of operational and maintenance programs for open space, recreational and community facilities

·    Maintenance program works for parks, reserves, sporting fields and beaches across the local government area was undertaken some actions include:

Painting and staining park furniture in Camden Haven, Wauchope and Port Macquarie 

Sports field preparation for weekly fixtures of winter sports

Preparing sites for events including markets and weddings and other events

Mowing selected parks and reserves for October school holidays and events

Garden maintenance in the Port Macquarie CBD area including pruning, watering, weed treatment and mulching

Garden maintenance (Estate gardens) pruning and weed treatment, e.g. Crestwood, Dahlsford and Lake Cathie.

Formal inspection of all playgrounds with required maintenance and repairs being undertaken

·    All four pools managed in accordance with the pool management and operational guidelines with programmed and reactive maintenance undertaken

·    Playground replacement planning has commenced for Blair Reserve, Reservoir Park, Scribbly Bark, Riverview Reserve, Rocks Ferry Reserve, Settlement Point reserve and Town Beach

·    The Recreational Walkway Replacement program has planning commenced

·    The maintenance program for boat ramps, wharves and jetties is ongoing 

·    The maintenance program for beaches was undertaken with actions including

Detailed beach grooming undertaken at all high profile beaches

Beach accesses maintained and cleaned as required

Upgrade of beach access at Town Beach

·    Rocks Ferry Reserve riverbank revetment extension work is ongoing

·    Community engagement finalised for the Kew Community Park. Construction to commence in the second quarter of 2019-2020

 

Council Service: Building Maintenance

Delivery Program Objective: 2.3.3 Develop and implement management of operational and maintenance programs for open space, recreational and community facilities

·    Scheduled and reactive maintenance programs of all Council-owned buildings including office furniture replacement is ongoing

·    Building rectification works are ongoing in line with the Council Building Asset Management Plan

 

Council Service: Recreation and Buildings

Delivery Program Objective: 2.3.4 Plan, investigate, design and construct open spaces, recreational and community facilities

·    Port Macquarie Coastal Walk upgrade has construction works on the Charlie Uptin commenced. Planning works for the Doctors and Kenny Walk segments has commenced and is ongoing.

·    Flynns Beach upgrade to the sea wall has construction ongoing and is scheduled for completion in November 2019

·    Hastings Regional Sporting Complex construction has design works progressing, with construction planning and phasing under development

·    Pre-construction for Town Centre Master Plan improvements for the foreshore walkway priority projects are ongoing

·    Port Macquarie Pool has had extensive community consultation undertaken to determine the preferred site location, with Macquarie Park confirmed, designs have now commenced and are progressing

·    Lake Cathie Foreshore Reserve - Skatepark construction is complete

·    New park facilities at Red Ochre and Ruins Way have planning commenced

·    Stuart Park - Regional Sporting Precinct works progressing with the Off Leash Dog Park and playground complete

 

Council Service: Library

Delivery Program Objective: 2.3.5 Plan and deliver innovative Library Services which cater for new technology and growing population

·    The annual library events program has delivered a major author talk and live streaming of Sydney Symphony Orchestra

·    Library membership increased from 34,206 to 35,172 as at September 2019

·    The Library Strategic Plan was adopted by Council

·    The new Library webpage launched in August 2019

 

Council Service: Community Engagement

Delivery Program Objective: 2.3.6 Support a range of inclusive community activities and programs

·    A wide range of community activities and events have been held across the local government area some of which have included:

NAIDOC Week

Mayors Sporting Fund Bowls Day and

Artwalk

 

Delivery Program Objective: 2.4.1 Work with the community to identify and address community needs, to inform Council processes, services and projects

·    A range of actions were implemented as part of the Volunteer Program. Support provided to Graffiti Blasters and an increase of 45 new volunteer registrations for the environmental group Coastal Warriors

 

Council Service: Cultural Development 

Delivery Program Objective: 2.5.1 Support cultural activities within the community

·    Implementation of actions from the Cultural Plan is ongoing

·    A range of performing arts events were presented at the Glasshouse some of which included: Melbourne International Comedy Festival, The Beauty of 8 and a Gala Night at the Ballet

·    A range of visual arts events were presented at the Glasshouse some of which include: John Mawurndjul, Wendy Sharpe and Bernard Ollis Obsessed

 

COMMUNITY THEME: YOUR BUSINESS AND INDUSTRY

 

Operational Plan summary of performance measures

2019 - 2020

Total No.

On target

Achieved

Behind

Overall %

 1Q - July – Sept 2019

25

24

0

1

96%

2Q - Oct – Dec 2019

 

 

 

 

 

3Q - Jan – Mar 2020

 

 

 

 

 

4Q - Apr – Jun 2020

 

 

 

 

 

 

What are we trying to achieve 

The Port Macquarie-Hastings region is a successful place that has vibrant, diversified and resilient regional economy for people to live, learn, work, play and invest

 

What the result will be

·    A strong economy that fosters a culture supportive of business and ensures economic development of the region

·    Townships, villages and business precincts that are vibrant commercial, tourism, recreational and/or community hubs

·    A region that attracts investment

·    Partnerships that maximise economic return and create an efficient and effective business environment

 

How we know we are progressing

·    There is growth and development of new industries and business

·    Tourism and major events contribute to increased economic activity

·    There are greater opportunities for investment across the region

·    Council is recognised for its role in fostering partnerships that contribute to business and industry growth

We know we are progressing on delivering outcomes to the community against the Delivery Program objectives as achievement highlights can be seen below against specific council service

 

Highlights by Council Service and Delivery Program Objective

 

Council Service: Economic Development

Delivery Program Objective: 3.1.1 Assist the growth of local business and industry, ensuring this is a central consideration of Council activities

·    Implementation of the Economic Development Strategy is ongoing and includes

Extension of ‘The Hub’ co-working centre trial to 2021 following significant growth of user numbers

Advocacy via submission to the Commonwealth Select Committee into Jobs for the Future Regional Areas

Implementation of key opportunities identified in the Port Macquarie-Hastings Skills Audit

·    Business confidence survey undertaken in August 2019 with over 400 responses, with results to be released in October 2019

 

Delivery Program Objective: 3.1.3 Implement Major Events Strategy

·    Implementation of actions relating to 'Major Events' is ongoing, with support provided to seven major events for the first quarter. The events resulted in a combined economic impact of over $1.2 million for the community

 

Delivery Program Objective: 3.1.4 Implement the Destination Management Plan

·    Implementation of actions from the Destination Management Plan is ongoing

·    Visits to the destination website for the first quarter show an increase of 11.62% year on year. This represents an increase in users from 119,437 for 2018-2019 FY to 133,321 for 2019-2020 FY.

 

Delivery Program Objective: 3.2.1 Support vibrant commercial, tourism, recreational and or community hubs across the region

·    Supporting town and village initiatives that will provide activation and economic return, some actions have included:

Outdoor dining initiatives in town and villages continuing

Footpath A-frame sign fee waiver for towns and villages  is continuing with a policy review planned for the coming months

 

Council Service: Airport

Delivery Program Objective: 3.3.1 Develop, manage and maintain Port Macquarie Airport as a key component of the regional transport network and continue to grow the airport’s contribution to the regional economy

·    Port Macquarie Airport Terminal upgrade Stage 2 construction commenced and on target for completion by end of November 2019

·    Port Macquarie Airport Parallel Taxiway - Stage 1 and General Aviation pavement renewal has concept design finalised. The environmental impact assessment is underway

·    Passenger numbers are up 4.2% compared to the same period for the year to date

·    Biodiversity certification agreement is progressing with implementation post approval

 

Council Service: Economic Development

Delivery Program Objective: 3.3.2 Promote investment, education and lifestyle opportunities

·      Promoting local growth and opportunities within and outside the region has included undertaking actions such as:

A new Investment Prospectus to be published in Quarter 4 of 2019

Release of two videos from the live, work, invest video campaign have been completed with significant reach into key target markets

 

Delivery Program Objective: 3.4.1 Foster partnerships with higher education institutions through research and development, innovation and local skills development

·    Port Macquarie Health and Education Precinct Master Plan endorsed September 2019.

·    Engagement undertaken with the local Education and Skills Forum

 

Delivery Program Objective: 3.4.2 Support local business networks

·    The Business Hub is meeting regularly with strong attendance and is actively involved with “The Hub’ business and co-working space

·    Engagement with local Chambers of Commerce and other business/industry groups is ongoing

 

Delivery Program Objective: 3.4.3 Encourage innovation that will support our growth as a regional city including smart community technology

·    Support for the detail design of CSU Innovation Hub as part of Stage 2B campus development

·    Free Council Wi-Fi installation has been provided at the Port Macquarie Airport Terminal

 

 COMMUNITY THEME: NATURAL AND BUILT ENVIRONMENT

 

Operational Plan summary of performance measures

2019 - 2020

Total No.

On target

Achieved

Behind

Overall %

1Q - July – Sept 2019

178

141

6

31

83%

2Q - Oct – Dec 2019

 

 

 

 

 

3Q - Jan – Mar 2020

 

 

 

 

 

4Q - Apr – Jun 2020

 

 

 

 

 

 

What are we trying to achieve

A connected, sustainable, accessible community and environment that is protected now, and into the future.

 

What the result will be

·    Effective management and maintenance of essential water, waste and sewer infrastructure

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

·    Sustainable and environmentally sensitive development outcomes that consider the impact to the natural environment

·    Accessible transport network for our communities

·    Infrastructure provision and maintenance that meets community expectations and needs

·    Well planned communities that are linked to encourage and manage growth

·    Accessible and protected waterways, foreshores, beaches and bushlands

·    An environment that is protected and conserved for future generations

·    Renewable energy options that are understood and accessible by the community

 

How we know we are progressing

·    We have water, waste, and sewer systems that are efficient, maintained and environmentally compliant

·    Consideration, is given to climate change impacts and potential mitigation

·    Programs are implemented to support, the condition of the natural environment

·    The road and transport network is well planned and maintained

·    The transport network, recreational facilities, and open spaces, reflect community priorities

·    Coordinated urban development is, well planned to meet projected population growth

·    We successfully preserve local flora and fauna

·    Renewable energy options are promoted

 

We know we are progressing on delivering outcomes to the community against the Delivery Program objectives as achievement highlights can be seen below against specific council services

 

Highlights by Council Service and Delivery Program Objective

 

Council Service: Water Supply

Delivery Program Objective: 4.1.1 Plan, investigate, design and construct water supply assets ensuring health, safety, environmental protection and security of supply for the future growth of the region

·    Construction of the Sancrox Reservoir to Area 13 Thrumster truck main has the design phase complete with construction to continue into 2020-2021

·    Area 14 reclaimed trunkmain outlet construction at Bonny Hills is ongoing

·    Construction of the Thrumster reclaimed water supply rising main to the reservoir has designs nearing completion

·    Construction of the Beechwood Rosewood Reservoir is complete

 

Delivery Program Objective: 4.1.2 Develop and implement annual maintenance and preventative works program for water supply assets

·    Water asset replacement and renewal program is ongoing

·    Annual chemical dosing system upgrades are ongoing

 

Council Service: Sewerage

Delivery Program Objective: 4.1.3 Plan, investigate, design and construct sewerage assets ensuring health, safety, environmental protection and the future growth of the region

·    Construction of the Port Macquarie Sewer rising main (PMSP71) has the detailed design phase complete and construction planning underway

·    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. Telegraph Point is scheduled for completion in March 2020, Comboyne is scheduled for completion in April 2020 and Long Flat is scheduled for completion in July 2020

·    Lakewood/Kew (Area 15) sewerage upgrades to cater for future development is progressing.  The project is delivered in partnership with NSW public works and design and investigation phase is programmed throughout 2019-2020

·    Construction of the Area 14 reclaimed Inlet trunk main (DN250), Bonny Hills has designs nearing completion and will continue throughout 2019-2020

 

Delivery Program Objective: 4.1.4 Develop and implement annual maintenance and preventative works program for sewerage assets

·    Programmed replacement of sewerage assets including sewer pumps and electrical switchboards is ongoing

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

·    Sewer assets replacement and maintenance program for odour control installations, sewer rehabilitation renewal and realigning works is ongoing

 

Council Service: Stormwater and Drainage

Delivery Program Objective: 4.1.5 Work towards planning, investigation, design, construction of stormwater assets

·    Development of concept designs for stormwater remediation works at Panorama Drive Bonny Hills are complete

·    Stormwater remediation works at Calwalla Cres  are complete, with works at Dilladerry Cres ongoing and awaiting easement acquisition

 

Delivery Program Objective: 4.1.6 Develop and implement annual maintenance and renewal programs for stormwater assets

·    Major canal maintenance and dredging at Settlement Shore canals has works scheduled to commence November 2019 following community consultation

·    The Stormwater Renewal Program is ongoing with actions including:

Commencing the planning phase for Stormwater Relining works at Fairmont Gardens, Wauchope, Longworth Road Dunbogan, 230 Hastings River Drive and 122 Hibbard Drive Port Macquarie

·    Stormwater flooding mitigation measures at Rodley Street Bonny Hills has Construction commenced in May 2019 and targeting completion in second quarter of 2019-2020

·    Detailed designs of stormwater remediation measures identified in the Westport Stormwater Management Plan has stormwater catchment analysis and detailed design progressing

 

Service: Waste Management

Delivery Program Objective: 4.1.7 Develop and implement effective waste management strategies

·    Kingfisher Waste Depot expansion works scheduled to commence in second quarter of 2019-2020

·    The Waste Education Program for primary and pre-schools is currently underway

·    Ensuring effective recycling and recovery of domestic and organic waste through the Material Recovery facility is ongoing

·    Kingfisher Waste Transfer Station - Gas Investigation Risk Analysis has final gas investigation study issued to the EPA for comment

·    Project planning commenced to deliver “Better Waste and Recycling’ initiatives

·    Cairncross Waste Depot facility upgrade and expansion has draft consent conditions issued and is currently under review

 

Council Service:  Natural Resource Management

Delivery Program Objective: 4.2.1 Develop and implement Coastal, Estuary, Floodplain, and Bushfire Management Plans

·    Bushfire risk mitigation works on Council land are ongoing in accordance with the Bushfire Risk Management Plan with inspections underway

·    28 Asset Protection Zones inspected during the first quarter in Laurieton, Lake Cathie, Bonny Hills and Port Macquarie 

·    The Draft North Brother Local Catchment Flood Study was placed on public exhibition in May/June 2019 with a report presented and adopted at the July 2019 Ordinary Council Meeting.

 

Council Service:  Development Assessment

Delivery Program Objective: 4.3.1 Undertake transparent and efficient development assessment in accordance with relevant legislation

·    Development Assessment, Building Certification and Subdivision Certification activities were completed efficiently and in accordance with legislation

Over 200 Development Applications with an average processing time of 42 days

Over 39 Development Application modifications processes with an average processing time of 49 days

Over 110 Building Construction Certificates with an average processing time of 5 days, and

Over 23 Complying Development Certificates with an average processing time of 9 days

·   No successful legal appeals were recorded in relation to processing errors for development applications during the first quarter

 

Council Service: Roads, Bridges and Transports

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

·    Construction of new footpath being undertaken at Hill Street Port Macquarie 

·    Construction of improved pedestrian amenity for Wauchope Main Street – Stage 1 is nearing completion

·    Substructure rehabilitation works on the Dunbogan Bridge - Reid Street - is progressing on schedule and targeting completion in early 2020

·    Kindee Bridge structural repairs and bridge replacement optioneering has initial repairs and detailed investigations complete. Stage 2 works planned to commence in the second quarter of 2019-2020

·    Diamond Head Road/The Boulevard Flood Access Stage 1A is expected to have construction commenced in January 2020

·    Bold Street Pedestrian Crossing Laurieton currently has revised designs being developed for the new crossing location

·    Kew Main Street upgrade is currently on the design phase with community consolation being undertaken on the initial concept design

·    The 2020-2021 Road Rehabilitation and Reseal Programme is currently in the planning phase, proposed projects include:

Planning Phase (Road Resurfacing and Rehabilitation):

Ocean Drive, Laurieton (Kew Road to Henry Kendall)

Widderson Street, Port Macquarie (Oxley Hwy to Hastings River Drive)

·    The 2020-2021 Road Reseal Programme is currently in the planning phase, proposed projects include:

Lighthouse Beach Local Roads Port Macquarie;

Matthew Flinders Drive Port Macquarie

Long Flat Local Roads, Long Flat, Kindee, Forbes River

Bago Road, Herons Creek (Milligans Road to Pacific Hwy) and

Captain Cook Bicentennial Drive, Laurieton

·    John Oxley Drive upgrade has detailed design and environmental approvals progressing

·    Ocean Drive duplication - Matthew Flinders Drive to Greenmeadows has the business case under review by Transport for NSW and Roads and Maritime Services undertaking a construction feasibility assessment

·    Planning for new bus shelters across the region as per the Community Passenger Transport Infrastructure Grant Scheme is currently in the planning phase

·    Beach to Beach shared path at Camden Haven has construction of Stage D9 pathway practically complete. Construction of Stage D1 is scheduled to commence in early 2020 as part of the Diamond Head Road project

·    Detailed designs for the Gordon/Horton Street intersection upgrade are underway

·    Lighthouse Road Tourism Connectivity Project - Lighthouse Road east upgrades - Matthew Flinders Drive to The Lighthouse is complete

·    Slipping of Settlement Point Ferry is scheduled for works to be undertaken in October and November 2019

·    Preconstruction planning are underway for Bago Road Rehabilitation (Milligans Road to Blue Water Cres) and The Ruins Way

·    Project design planning has commenced for Pembroke Road - Stoney Creek Bridge and Scrubby Creek Bridge

·    The planning proposal for provisions for “gateway sites” at the intersection of the Pacific and Oxley Hwy was on public exhibition during April and May 2019. A report on the outcomes was presented to the June 2019 Ordinary Council Meeting.

·    Construction of pedestrian refuges at Hayward Street and Gordon and Hollingworth Street has project planning complete 

·    Road safety improvements at Pembrooke Road and Rawdon Island has project planning commenced

 


 

Delivery Program Objective: 4.4.3 Develop and implement traffic and road safety programs

·    Implementation of the Road Safety Action Plan included delivery of two projects:

Speed on Country Roads

Shared Path Education Campaign

·    Installation and maintenance of street lights including upgrade investigations, designs and delivery are being undertaken in accordance with the program

 

Council Service:  Strategic Land Use Planning

Delivery Program Objective: 4.5.1 Carry out strategic planning to manage population growth and provide for co-ordinated urban development

·    Local Environmental Plan (LEP) and Development Control Plan (DCP) amendments for the proposed Yippin Creek urban release area to the west of Wauchope has Bushfire Hazard Assessment Report completed by consultants. Ecological assessment and stormwater/flooding studies currently underway

·    Planning for the Port Macquarie Health and Education Precinct had the Master Plan adopted at the September 2019 Ordinary Council Meeting with further planning and investigations to commence

·    The review of the Port Macquarie-Hastings Development Control Plan has project planning commenced for Stage 1 house-keeping review of DCP 2013

 

Delivery Program Objective: 4.5.2 Plan for infrastructure that supports population growth

·    A review of the draft works program for the Major Road Contributions Plan  has planning commenced to produce interim plans

 

Council Service: Environmental Services

Delivery Program Objective: 4.6.1 Develop and implement a range of programs for the environmental management of lands within the local government area 

·    Implementation of the Weed Management Program has included delivery of outcomes such as:

Over 180km of roadside weeds have been manage during the quarter

Over 44ha of land managed for invasive weeds

Over 200ha of Council assets managed for invasive weeds

·    Management of riparian land for aquatic weed invasion is ongoing

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

·    Over 353 customer requests relating to tree matters have been handled during the first quarter, relating to public/private matters and illegal tree works

·    Preparation of the comprehensive Koala Plan of Management for coastal areas is ongoing with a report expected to Council in December 2019

 

Council Service: Building Maintenance and Asset Management

Delivery Program Objective: 4.7.1 Promote renewable energy outcomes within Council

·    LED lighting upgrades for Council buildings is ongoing

·    Wauchope, Laurieton and Kendall Pools were identified as existing Council facilities that were suitable to install solar energy systems.  Preliminary works completed, with installation expected in March 2020

·    Implementation of the Long Term Energy Strategy actions has the six monthly update report scheduled to be presented to the November 2019 Ordinary Council Meetings

 

Council Service: Water Supply

Delivery Program Objective: 4.8.1 Ensure all Council operations comply with environmental standards and regulations

·    Operating and maintaining water treatment plants in accordance with adopted maintenance programs has been undertaken

·    Operating the water supply network to ensure public health and safety has been undertaken

·    Operating and maintaining storage dams in accordance within the set guidelines has been undertaken

 

Council Service: Sewerage

Delivery Program Objective: 4.8.1 Ensure all Council operations comply with environmental standards and regulations

·    Operating and maintaining sewerage treatment plants in accordance with environmental licences, adopted maintenance programs and safety requirements was undertaken

·    Operating the sewerage network to ensure public health and safety has been undertaken with all defects identified through waste trade inspections undertaken and complaints/requests dealt with in line with service standards

 

Council Service: Environmental Services

Delivery Program Objective: 4.8.2 Increase community awareness and enable access to the natural environment

·    Delivering bushfire preparedness and planning programs to the community has been undertaken with all community enquires responded to within the 7 days service standard

 

Council Service: Environmental Services

Delivery Program Objective: 4.8.3 Promote Biodiversity Programs

·    The Biodiversity Strategy has implementations of actions underway and progressing as planned

 

Options

 

It is a statutory requirement under Integrated Planning and Reporting legislation to report on what has been delivered against the Delivery Program on a six monthly basis.

 

Community Engagement & Internal Consultation

 

·    Planning and Reporting Officer

·    Integrated Planning and Reporting Development Officer

·    Group Manager Organisational Performance

·    The General Manager, Directors, Group Managers and staff reporting against the annual 2019-2020 Operational Plan, provides the basis for the Delivery Program - Six Monthly Progress Report

 

Planning & Policy Implications

 

This report is aligned with legislative obligations under the Local Government Act and Regulation and the requirements of the NSW Integrated Planning and Reporting Framework

 

Financial & Economic Implications

 

There are no direct financial implications from this report. Quarterly budget review statements (QBRS) align with the reporting period referenced in this report.

 

Attachments

 

1View. Attachment A - 2017-2021 Delivery Program and 2018-2019 Operational Plan Quarterly Exception Report as at 30 September 2019

2View. Attachment B - 2017-2021 Delivery Program and 2019-2020 Operational Plan Quarterly Progess Report as at 30 September 2019

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.15

 

Subject:     Annual Financial Statements for the Year Ended 30 June 2019

Presented by: Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

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

 

 

RECOMMENDATION

 

That Council adopt the annual financial statements for the year ended 30 June 2019, as submitted, together with the auditor’s report.

 

 

Executive Summary

 

The Local Government Act, 1993 requires that Council hold a public meeting for the purpose of considering the annual financial statements, together with the auditor’s report.  These are now presented for Council’s consideration.

 

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

 

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

 

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

 

Longer term ratios that relate to Council’s infrastructure reflect the vast infrastructure network that Council maintains. There has been a slight deterioration in 2018-2019 of the Building and Infrastructure Renewals Ratio and the Infrastructure Backlog Ratio, however the Asset Maintenance Ratio has now reached benchmark. It should be noted however, that these ratios are affected by the types and quantum of works programs undertaken during the year.

 

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

 

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

 

Discussion

 

Background

 

At a meeting of Council on 21 August 2019 it was resolved:

Council resolutions 1 and 2 have now been implemented.

 

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

 

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

 

The purpose of this report is to present to Council the 2018-2019 audited annual financial statements, together with the auditor’s report. A copy of the 2018-2019 annual financial statements are attached to this report for information (Attachment 1).

 

Results for the year

 

The Income Statement discloses that Council’s activities for the 2018-2019 financial year resulted in a net operating surplus of $71.2m, on a consolidated basis. This is an improvement of $11.9m from the $59.3m surplus in the previous year. The result can be accredited to a number of variations including the following:

 

1.   An increase in capital grants and contributions of $10.9m.  This is primarily due to an increase of $6.1m in developer provided assets, offset by a reduction of $2.9m in s7.11 and s64 contributions (developer contributions).  In addition, the receipt of capital grants has increased by $7.8m which is primarily due to the airport terminal upgrade ($5.3m) and receipts from the Stronger Country Communities Fund.  Grant funding is often one of the main causes of year-on-year variations as it is currently recognised in the income statement when it is received and will often not match the timing of the expenditure of those funds.

 

2.   A reduction in operational grants and contributions of $1.6m due to the timing of the receipts of the Roads to Recovery grant ($1.2m) and a reduction in waste management grants ($186k).

 

3.   An increase in other revenues of $841k which is due to increased Glasshouse fees ($262k), increased fine revenue ($94k), waste management revenues ($181k) and the receipt of energy saving certificates revenue ($168k).

 

4.   An increase in employee benefits and on-costs of $2.8m, due primarily to an award increase of 2.5%, which is outside of Council’s control.  In addition, the employee leave entitlements expense increased by $1.7m due to lower discount rates resulting in an increased provision calculation.  Workers compensation has also increased by $237k.

 

5.   An increase in borrowing costs of $375k which is due to an increase in the amortisation of the provision for the Cairncross tip remediation.

 

6.   Materials and contracts have reduced by $1.1m from the 2017-2018 financial year.  This is made up of various items including $1.5m for the LED street lighting upgrade that was undertaken in 2017-2018.

 

7.   Depreciation has increased by $4.0m in 2018-2019 which is due in part to the large amount of contributed assets council has received from developers in the recent years, in addition to the impact of the 2017-2018 buildings revaluation.

 

Statement of Financial Position

 

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

 

Council’s net asset position has increased by $119.0m from the 2017-2018 financial year.  This is due to a number of things including:

 

·    An increase in infrastructure, property, plant and equipment assets of $82.2m following indexation of assets and current year purchases.  No full revaluations were completed in 2018-2019, however indexations were applied to assets classes including transport, stormwater, other structures, water, sewerage and open space assets.

 

·    An increase in cash and investments of $23.5m due to revenue received that has not yet been expended on capital works. These monies are held in reserve which ensures that they are set aside for specific future projects / purposes as determined by Council or mandated by external legislation.

 

·    A reduction of $11.1m in borrowings due to loan repayments made during the year.

 

Performance Measurement

 

Council is required to include the performance measurement ratios in its Annual Financial Statements. 

 

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

 

1.       Operating Performance - Consolidated

 

 

 

Benchmark

 

2018-2019

 

2017-2018

 

2016-2017

 

2015-2016

 

5.12%

 

4.66%

 

9.93%

 

7.44%

 

Greater than 0%

 

           

Commentary:

 

This ratio measures Council’s achievement in containing operating expenditure within operating revenue.  As it focuses on operating performance, capital grants and contributions and gain/loss on disposal of assets are excluded.  The items affecting this ratio are discussed in the commentary for the income statement above. 

 

The Operating Performance Ratio has improved slightly over the ratio for 2017-2018 and on a consolidated basis is still well above benchmark.  The ratios for each fund are shown below.  The general fund ratio is below benchmark.  A number of factors have contributed to this such as non-recurrent expenditures or cyclical expenditure items.  Although a negative operating result is manageable in the short-term, the importance of ensuring Council’s ongoing financial sustainability is recognized and as such, Council will continue to focus on improving the general fund operating result.

 

Fund

General

Water

Sewer

Ratio

(4.46%)

30.11%

12.41%

 


 

2.       Unrestricted Current Ratio

 

 

Benchmark

2018-2019

2017-2018

2016-2017

2015-2016

1.74:1

2.05:1

2.02:1

2.27:1

 

Greater than 1.5

 

Commentary:

 

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

 

Council’s Unrestricted Current Ratio has reduced from 2017-2018 but is still above the benchmark of 1.5:1. This ratio is strongly affected by the terms of Council’s investments and has reduced due to Council focusing a number of investments in the medium-longer term ranges, which are therefore classified as non-current assets and do not form part of this ratio.   It should be noted that as with all performance ratios, this figure represents a snapshot in time, which is not necessarily representative of the full position.

 

3.       Own Source Operating Revenue

 

Benchmark

2018-2019

2017-2018

2016-2017

2015-2016

 

65.42%

 

66.14%

 

56.19%

 

63.50%

 

Greater than 60%

 

Commentary:

 

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

 

Council’s own source revenue ratio has reduced slightly since 2017-2018 due to the large amount of developer provided assets that were received in 2018-2019.   It should be noted that additional grant and contribution funding has a negative effect on this ratio. 

 

4.       Debt Service Cover

 

 

Benchmark

2018-2019

2017-2018

2016-2017

2015-2016

4.32

3.98

4.59

3.27

 

Greater than 2

 

Commentary:

 

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

 

5.   Rates and Annual Charges Outstanding percentage

 

 

Benchmark

2018-2019

2017-2018

2016-2017

2015-2016

5.01%

4.88%

4.85%

5.34%

 

Less than 10% for rural & regional  councils

 

Commentary:

 

The purpose of this ratio is to assess the impact of uncollected rates and annual charges on liquidity and the adequacy of debt recovery efforts.  The consolidated ratio has deteriorated slightly over the 2017-2018 ratio, however Council is still well within the benchmark for regional councils.

 

Council’s general fund ratio (including waste management) for 2018-2019 was 4.38%, sewer fund was 3.61% with the water fund recording the highest ratio at 13.41% (outside the benchmark). This is due to the fact that water accounts are generated constantly and may not be due for payment until the new financial year.  Consistent with prescribed methodology, these outstanding amounts must be included in the ratio as they are outstanding at year end.  Council will therefore compare unfavourably on a consolidated basis to councils with no water authority function.

 

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

 

6.   Cash Expense Cover Ratio

 

Benchmark

2018-2019

2017-2018

2016-2017

2015-2016

 

28.42

 

26.14

 

25.31

 

21.49

 

Greater than 3 months

 

Commentary:

 

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

 

7.   Building and Infrastructure Renewal Ratio

 

 

Benchmark

2018-2019

2017-2018

2016-2017

2015-2016

70.22%

87.64%

34.62%

37.82%

Greater than 100%

 

Commentary:

 

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

 

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

 

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

 

8.   Infrastructure Backlog Ratio

 

 

Benchmark

2018-2019

2017-2018

2016-2017

2015-2016

6.66%

5.63%

5.34%

6.89%

 

Less than 2%

 

Commentary:

 

This ratio shows the proportion of infrastructure backlog against the total value of Council’s infrastructure.  It is calculated by taking the estimated cost to bring the assets to satisfactory standard over the total value of Infrastructure, building and other structures assets.

 

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

 

9.   Asset Maintenance Ratio

 

 

Benchmark

2018-2019

2017-2018

2016-2017

2015-2016

1.00

0.91

0.88

0.87

 

Greater than 100%

 

Commentary:

 

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

 

This ratio has improved significantly from last financial year due to the additional maintenance funding allocations made for bridges and stormwater.

 

Options

 

Not applicable.

 

Community Engagement & Internal Consultation

 

Extensive consultation has taken place with Council’s finance section and with Council’s external auditors.  The public have also been notified by way of advertisement.

 


 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

As outlined in the body of this report.

 

Attachments

 

1View. 2018- 2019 Financial Statements

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.16

 

Subject:     2018-2019 Annual Report

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.1.4 Provide easy to understand and accessible community reporting.

 

 

 

RECOMMENDATION

 

That Council:

1.       Adopt the 2018-2019 Annual Report, comprising Parts A and B.

2.       Submit the adopted 2018-2019 Annual Report to the Minister for Local Government by the 30 November 2019.

3.       Publish the adopted 2018-2019 Annual Report on Council's website and make copies of the report available at all Council Offices and Libraries.

4.       Note the distribution proposal for Part A Community Report Card 2018-2019.

 

Executive Summary

 

The Annual Report is the key reporting document for Council to keep the community informed as to what was achieved in the financial year. By reporting on the actions undertaken against the 2018-2019 Operational Plan the community and Council can assess the progress of Council’s broader objectives as stated in the 2017-2021 Delivery Program and the Towards 2030 Community Strategic Plan.

 

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

 

Part A - Community Report Card (Attachment 1) - is a summary of the key achievements against Operational Plan actions, Delivery Program objectives supporting the Towards 2030 Community Strategic Plan. This Community Report Card also contains a snapshot of community statistics and the financial position. The document includes highlights of major initiatives and aims to give the community an overview that is both interesting and informative.

 

Part B - Statutory Detail (Attachment 2) - contains the statutory detail that Council is required to provide under the Local Government Act (1993) and Local Government (General) Regulation (2005) and the requirements of the New South Wales Integrated Planning and Reporting Framework. This information gives a technical insight into the legislated obligations that Council must meet each year.

 

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

 

Discussion

 

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

 

This report is separated into three parts:

 

Part A - Community Report Card is a reader friendly summary that provides an overview of the key achievements against Operational Plan actions, Delivery Program objectives supporting the Towards 2030 Community Strategic Plan. The document includes financial detail and highlights of major initiatives conducted throughout 2018-2019 financial year.

 

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

 

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

 

·    Achievements in implementing the 2017-2021 Delivery Program and 2018-2019 Operational Plan;

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

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

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

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

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

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

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

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

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

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

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

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

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

·    A statement detailing the stormwater management services provided;

·    A statement detailing the coastal protection services provided;

·    Particulars of any environmental upgrade agreement entered into;

·    Report on special variation of rating income;

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

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

·    Companion Animals Act 1998;

·    Swimming Pool Inspections Act 1992;

·    Carers Recognition Act 2010;

·    Statement on Capital Works;

·    Fisheries Management Act 1994;

·    Public Interest Disclosures Act 1994;

·    Government Information (Public Access) (GIPA) Act 2009;

·    Environmental Planning and Assessment Act 1979; and

·    Disability Inclusion Action Plan.

Part C - Financial Statements is made up of Council’s audited financial statements. These statements are being presented to Council under separate cover at the November 2019 Ordinary Council Meeting.

 

Options

 

Council could seek additional information on the Annual Report.

 

Community Engagement & Internal Consultation

 

·        General Manager

·        Directors

·        Group Managers and relevant staff

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

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

 

Attachments

 

1View. 2018-2019 Annual Report - Part A - Community Report Card

2View. 2018-2019 Annual Report - Part B - Statutory Information 

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.17

 

Subject:     Property Investment Portfolio - Six Monthly Report

Presented by:  Strategy and Growth, Jeffery Sharp

 

 

Alignment with Delivery Program

 

1.5.3 Develop, manage and maintain Council Business Units through effective commercial management.

 

 

 

RECOMMENDATION

 

That Council:

1.    Note the update provided on the Property Investment Portfolio as provided in this report.

2.    Request the General Manager provide annual update reports on the Property Investment portfolio in November each year rather than the current six monthly updates.

 

Executive Summary

 

Council adopted a Property Investment Policy in December 2017, to formalise the use of property investment by Council.  As part of this adoption, it was resolved to "regularly review and report to Council on the performance of the Property Investment Portfolio and make recommendations regarding the portfolio, on a minimum six monthly basis, to contribute to financial sustainability, and to improve long term outcomes for the community.”

 

Recommendations regarding individual assets within the Portfolio are made to Council in line with market timing, and reported on in arrears.  The following report covers the performance of the Property Investment Portfolio for the reporting period 1 April 2019 to 30 September 2019.

 

Discussion

 

This is the fourth six monthly report on the performance of Council’s Property Investment Portfolio. The land value of Council’s property assets as at 30 December 2018 is $126.0M.  This incorporates 1,181 property assets, 604 which are designated for community use, and 577 which are designated for operational use.

 

During the reporting period, Council’s approach to managing the Property Investment Portfolio has continued to focus on 3 key areas, being property lease income, property development activities, and monitoring the market for external opportunities.

 

These are detailed below:

 

 

 

1.         Property Lease Income:

 

The focus during the reporting period has been on continuing to ensure that appropriate commercial and community leases are in place for existing Council owned properties.  As at 30 June 2019, the annualised property-based lease and license income generated by Council is as follows:

 

Lease Type

No. of Leases

Income ex GST

Council as lessee

67

$      44,000

Airport lease

31

$    537,000

Commercial lease

35

$    393,000

Community lease

73

$      31,000

Outdoor dining and trading

58

$    112,000

Residential lease

8

$    100,000

Temporary licences

28

$      13,000

Total number of leases and rental income

300

$ 1,231,000

 

During the reporting period, the resultant total annualised property-based lease and license income increased from $1.088M to $1.231M.

 

Six (6) new leases were established (3 leases where Council is lessee; 1 community lease; 1 outdoor dining and trading; and 1 residential lease), and 1 commercial lease was removed. Outdoor dining and trading income continues to exceed budget. 

 

During the upcoming reporting period, Council will continue to manage existing commercial and community leases in an appropriate manner, and look to identify additional property-based revenue opportunities where appropriate.

 

2.         Property Development Activity

 

The focus during the reporting period has been on generating value-add to Council’s existing land holdings through progression of planning, environmental studies or lodgement of development applications as appropriate.  Council has also progressed the call option for its 99 William St site.

 

For the 6-month period, Council has undertaken sensitive work on the following activities:

 

·    Partridge Creek, Thrumster - Residential

·    Kangaroo Park, North Shore - Residential

·    Emily Avenue, Port Macquarie – Residential

·    99 William St, Port Macquarie – Call Option/Sale

 

Partridge Creek, Thrumster

 

The subdivision of residential land at Council’s Partridge Creek precinct at Thrumster was approved by the Northern Joint Regional Planning Panel on 3 April 2019. This project involves the creation of 503 residential lots, a master lot for the future neighbourhood centre, 2 open space lots, a residual lot, and dedication of environmental land.

 

During the reporting period, Council commenced the process to amend the approved Partridge Creek Development Application to enable relocation of the neighbourhood centre zone, to improve the overall value of this landholding.  Council also obtained an updated land valuation for the site, which will enable a future report to be provided to Council outlining the Partridge Creek residential development options and support future strategic decision making.

 

Kangaroo Park, North Shore - Residential

 

Council currently owns eight individual residential lots at Kangaroo Park, North Shore. Each of the lots has a dwelling entitlement and sewer connections to the existing low pressure sewerage system.  An existing Resolution of Council is in place enabling the sale of these lots.

 

It is anticipated that potential purchasers will have an expectation that a dwelling house will be approved by Council.  The best means to achieve this certainty is to secure a consent for a dwelling house on each lot.  During the reporting period, Council continued work on obtaining dwelling house approvals for each of the lots. These approvals could eventually provide for the removal of vegetation as an initial stage, subject to ecological advice, prior to the sale of the lot to the purchaser.

 

Emily Avenue, Port Macquarie - Residential

 

On 30 April 2019, an application for Development Approval was lodged for Council’s R1 General Residential zoned landholding at Emily Avenue in Port Macquarie. During the reporting period, work continued on responding to various requests for additional information to enable the Development Approval to be processed.

 

99 William St, Port Macquarie – Call Option/Sale

 

Council’s existing call option with Gowing Bros Limited for 99 William St is being exercised, which will result in the sale of this property by Council. The transaction is currently being finalised.

 

During the upcoming reporting period, Council will continue to progress each of these property development opportunities.

 

3.         Monitoring of the Market

 

During the reporting period, Council monitored the market for property development and property investment opportunities.

 

During the upcoming reporting period, Council will continue to monitor the market for appropriate property investment and property development opportunities.

 

Any significant purchases or developments having a material effect on the property portfolio will be the subject of separate reports to Council and it is therefore recommended that these update reports be provide annually in November, rather than every 6 months.

 

Options

 

Council has the option to note the contents of this update report, or request further information.

 

Community Engagement & Internal Consultation

 

This report is a 6-monthly update on an existing Council Policy.  No community engagement has been undertaken in preparing this report, noting that a number of the initiatives described are detailed in Council’s 2019-20 Operational Plan, and that the initiatives reported on are consistent with the principles of Council’s adopted Property Investment Policy.

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

This report is a 6-monthly update on an existing Council Policy. There are no financial and economic implications in relation to this report.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.18

 

Subject:     Port Macquarie Aquatic Facility Steering Group and Charter

Presented by:  Development and Environment, Melissa Watkins

 

 

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.       Note the information contained within the Port Macquarie Aquatic Facility Steering Group and Charter report.

2.       Appoint members to the Port Macquarie Aquatic Facility Project Steering Group as recommended within this report.

3.       Endorse the Port Macquarie Aquatic Facility Steering Group Charter.

 

Executive Summary

 

At the Ordinary Council Meeting held on 18 September 2019, it was resolved:

RESOLVED:  Turner/Alley

 

That Council:

1.      Note the information contained in the Port Macquarie Aquatic Facility- Site Selection Report.

2.      Acknowledge the community engagement that has been undertaken regarding a new Aquatic Facility in Port Macquarie and thank the community for their feedback on their preferred site.

3.      Reconfirm Macquarie Park as the preferred site for a new Aquatic Facility in Port Macquarie.

4.      Request the General Manager to proceed with the next stage of the project being detailed design and approvals; including development of a Strategic Concept Design.

5.      Request the General Manager provide a future report to Council on the progress of detailed design and the Strategic Concept Plan in June 2020.

6.      Request the General Manager provide a future report to Council on the outcome of discussions with the displaced user groups of Macquarie Park, being Port Macquarie Football Club & Port Macquarie Army Cadets to identify suitable alternative facilities in June 2020.

carried:             8/0

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

Against:            Nil

 

 

This report provides for an update on resolution 4 from the above, specifically proposing the governance structure of a Steering Group to proceed with the next stage of the Port Macquarie Aquatic Facility project.

 

Discussion

 

The Port Macquarie Aquatic Facility project has been a long-standing item for Council and has been discussed with the community on several occasions over the past 20 years. Previous engagement with the community and messaging from Council around the development or upgrade of the Port Macquarie Pool was undertaken in 2000, 2005 and 2011. The latest engagement with the community in late 2017, combined with the project being listed as a priority within Council’s 2017 - 2025 Recreation Action Plan, has further enhanced the community’s expectations around the delivery of a new aquatic facility within Port Macquarie.

 

A report to the September 2019 Council meeting outlined significant consultation regarding site selection. It was resolved to reconfirm Macquarie Park as the preferred site for the new Aquatic Facility and to proceed to the next stage of the project being facility design and approvals. Upon commencement of this phase of the project under Council’s Project Management Framework, the formation of a Steering Group has been identified as the most suitable level of governance for the project. Previous Steering Groups for major Council projects have provided additional rigour and noting that the Port Macquarie Aquatic Facility is a significant infrastructure development to be delivered for the community this form of project management is considered appropriate. 

 

It is proposed that the Port Macquarie Aquatic Facility Steering Group consist of 1 Councillor, 8 Council Officers and 1 independent representative from the community group Port Macquarie Aquatic Centre Committee. These members are:  

 

·    Councillor, Major Projects Portfolio;

·    General Manager;

·    Director Development and Environment;

·    Group Manager Recreation, Property and Buildings;

·    Group Manager Project Delivery;

·    Group Manager Community Engagement;

·    Senior Project Manager;

·    Project Manager;

·    Recreation, Property and Facilities Manager;

·    Mr Greg Freeman, Independent Representative.

 

The functions of the above group will be underpinned by the Steering Group Charter (see Attachment 1) and it is anticipated that the group will remain active until such time that the design and approvals phase of the Port Macquarie Aquatic Facility Project has been completed. The group will also play an active role in undertaking further engagement opportunities with the broader community during this stage of the project.

 

Options

 

Council has the following options:

1.   Appoint members to the Steering Group as recommended within this report and endorse the Steering Group Charter.

2.   Request amendments to the proposed Steering Group membership and/or the Steering Group Charter.

 

Community Engagement & Internal Consultation

 

External engagement has been undertaken with Mr Greg Freeman to confirm his interest in being appointed as an external independent member of the Steering Group on behalf of the Port Macquarie Aquatic Facility Community Group.

 

The following people have been engaged internally:

·    Director Development and Environment;

·    Group Manager Recreation, Property and Buildings;

·    Group Manager Project Delivery;

·    Group Manager Community Engagement;

·    Senior Project Manager - Project Delivery;

·    Recreation, Property and Facilities Manager.

 

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. Port Macquarie Aquatic Facility Steering Group Charter

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          10.19

 

Subject:     Development Activity And Assessment System Performance

Presented by:  Development and Environment, Melissa Watkins

 

 

Alignment with Delivery Program

 

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

 

 

RECOMMENDATION

 

That Council:

1.       Note the Development Activity and Assessment System Performance report for the first quarter of 2019-2020.

2.       Note the determinations made by staff under Clause 4.6 of the Port Macquarie-Hastings Local Environmental Plan 2011 for the quarter.

 

Executive Summary

 

This report provides a summary of development assessment, building certification and subdivision certification activities for July to September 2019-2020 quarter. Data on the number of applications and processing times, together with a commentary on development trends is provided for the information of Council.

 

The report also includes a list of development applications (DAs) determined by staff that included a Clause 4.6 exception to a development standard under the Port Macquarie Hastings Local Environmental Plan 2011. Senior staff have delegation to determine applications involving a Clause 4.6 exception where the variation is no greater than 10% of the development standard. In accordance with Department of Planning and Environment circular PS08-003, Council is to be notified where staff have determined such applications.

 

Discussion

 

1.  Development Activity

 

The following table provides data on the volume of applications received and determined as well as the building related inspections over the quarter relative to the yearly average and monthly average of the preceding four years. The table has also been expanded from previous reports to include the number of planning certificates issued. This is considered to be a useful additional indicator of activity and confidence in the property market.

 

In the last development activity report to Council in August 2019 it was noted that were some media reports of slow-down in the housing market and that some developers were reporting slower land sales. The data for the July/September quarter does show a reduction in the monthly average number of development applications received, with an average of 75 applications received each month, compared to the 2018-2019 monthly average of 91. A similar trend is evident with plumbing and drainage applications, with a monthly average of 69 applications being received for the quarter compared to a 2018-2019 monthly average of 82 applications. Whilst this is a notable reduction, it is considered to be too early to tell whether this trend will continue. It is noted that other application types are largely consistent with previous monthly averages and the monthly average number of building inspections for the quarter was 520, compared to the 2018-2019 monthly average of 484. It will be interesting to see how the remainder of the year unfolds.

 

 

2.  Development Value

 

The following table outlines the estimated value of works per development type approved during the quarter along with the year to date value and value of the preceding 2 years. The $62 million dollar value of development approved for the quarter also suggests a slowing compared to the previously yearly figures. However, similar to application volume data, it is considered to be premature to base any conclusions on development trends on three months of data.

 

 

3.  Application Processing Performance

 

Application processing data and longer term trends for the various application types is provided in the table below. It is noted that gross monthly average DA processing time of 57 days for the quarter is an improvement on the monthly average of 61 days during 2018-2019.

 

Monthly gross average processing times for infrastructure construction certificates was 79 days for the quarter, compared to the 2018-2019 monthly average of 77 days. Monthly gross average processing days for subdivision certificates for the quarter was 56 days, a significant improvement on the 2018-2019 monthly average of 91 days.

 

 


 

4.       Applications determined under delegation including Clause 4.6 Objections under the Port Macquarie-Hastings Local Environmental Plan 2011

 

The following table lists DAs that have been determined during the quarter which have included a Clause 4.6 exception to a development standard under the Port Macquarie Hastings Local Environmental Plan 2011. Senior staff have delegation to determine applications involving a Clause 4.6 objection where the variation is no greater than 10% of the development standard. 

 

Application

Property

Extent of Variation

DA2019 - 367.1

16 Grandview Parade, Port Macquarie

2.9%

DA2019 - 471.1

17 The Boulevarde, Dunbogan

1.5%

DA2019 - 380.1

46 Manuka Parkway, King Creek

4.8%

 

This information is provided for notation by Council in accordance with the Department of Planning and Environment Circular PS 08-003.

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

Development assessment statistics are discussed internally as the key indicator of system performance.  

 

Ongoing engagement on development activity and process improvement is also undertaken through the Construction Industry Action Group (CIAG) forum.

 

Planning & Policy Implications

 

There are no planning or policy impacts.

 

Financial & Economic Implications

 

This report does not have direct financial or economic implications. However, monitoring the performance of the development assessment system is an important undertaking given the role of development regulation in the broader economy and the need to minimise costs to business and the community in managing development.

 

 

Attachments

 

Nil

 

 


AGENDA                                                                                Ordinary Council

20/11/2019









 

 

What we are trying to achieve

A healthy, inclusive and vibrant community.

 

What the result will be

 

We will have:

              Community hubs that provide access to services and social connections

              A safe, caring and connected community

              A healthy and active community that is supported by recreational infrastructure

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

              Community participation in events, programs, festivals and activities

 

How we will get there

 

2.1     Create a community that feels safe

2.2     Advocate for social inclusion and fairness

2.3     Provide quality programs, community facilities and public spaces, for example, community halls, parks and vibrant town centres

2.4     Empower the community through encouraging active involvement in projects, volunteering and events

2.5     Promote a creative and culturally rich community

 

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          11.01

 

Subject:     Local Heritage Assistance Fund (2019/2020)

Presented by:  Strategy and Growth, Jeffery Sharp

 

 

Alignment with Delivery Program

 

2.5.1 Support cultural activities within the community.

 

 

 

RECOMMENDATION

 

That Council endorse the allocation of 2019/20 Local Heritage Assistance Fund Grants to the value of $3,000 each to:

1.    P. Davies for conservation works on 46 Comboyne Street - Kendall - All Saints Anglican Church

2.    The Royal Kew Hotel for internal repairs and restoration works.

3.    W. Lang for conservation works on 5 Laurie Street Laurieton - The Former Post Office and cottages.

 

Executive Summary

 

Port Macquarie-Hastings Council, with support from the NSW Government and Heritage Council of NSW, offers grants to owners of heritage-listed properties within the Port Macquarie-Hastings LGA. These grants typically support owner’s efforts at conservation and maintenance of the many important heritage items in our region.

 

Grants of up to $3,000 were available for maintenance and conservation projects on locally listed heritage properties.

Funds are only available to property owners whose items are listed on Schedule 5 of the Port Macquarie- Hastings LEP. This program is an annual program, which is supported by dollar for dollar funding from the NSW Environment, Energy and Science (formerly the Office of Heritage and Environment) and Heritage Council NSW.

Council received three applications this year, each of which has been assessed, inspected and are recommended for approval by Council.

 

Discussion

Heritage places or objects that are important for the community in a local government area are listed in a heritage schedule to the local environmental plan (LEP) and managed by the local council.

Council currently has 12 items of State significance listed heritage sites and 106 individual local heritage items listed in local environmental plans.

Port Macquarie-Hastings Council, with support from the NSW Government and Heritage Council of NSW, offers grants to owners of heritage listed properties within the Port Macquarie-Hastings LGA. These grants typically support owner’s efforts at conservation and maintenance of the many important heritage items in our region.

 

This financial year, Port Macquarie Hastings Council, with contributions from the NSW Government and the Heritage Council of NSW, has a funding pool of $11,000.

 

Funding is provided on a 1:2 ratio, up to $3,000 to owners of heritage items and up to $2,000 to owners of contributory buildings in conservation areas. For every $1 that Council contributes, the applicant needs to contribute $2.

 

During the 2019 advertised grants round, Council received applications from three property owners for grants to conserve their heritage-listed properties.  Each of the applications have been assessed, inspected and recommended by Council’s Independent Heritage Advisor - Stephen Booker.

 

The submissions were as follows:

 

1.    46 Comboyne Street - Kendall - All Saints Anglican Church (external paintwork and preparation to prevent further deterioration of timber)

2.    2 Ocean Drive Kew - Royal Kew Hotel - (reinstate timber decorative frieze in the hallway on the ground level, restoration of the timber staircase including replacement of broken balusters, fixing of loose elements, staining, removing carpet and stairboards and replacing with new feature stained timber stairs)

3.    5 Laurie Street Laurieton - Former Post Office - (Exterior repainting of three heritage listed cottages including the original cottage, old post office and external toilet block)

 

Listed below is the total value of each of the projects, including the requested and recommended grant amount for Council approval.

 

Applicant

Project

Project cost

Amount Requested

Recommended Grant

P. Davies

External paintwork and preparation to prevent further deterioration of timber

$12,500

$3,000

$3,000

Royal Kew Hotel

Reinstate timber decorative frieze in the hallway on the ground level, restoration of the timber staircase including replacement of broken balusters, fixing of loose elements, staining, removing carpet and stairboards and replacing with new feature stained timber stairs

$10,100

$3,000

$3,000

W. Lang

Exterior repainting of three heritage listed cottages including the original cottage, old post office and external toilet block

 

$23,760

$3,000

$3,000

 

Options

 

Council could decline to grant the recommended amounts.

 

Community Engagement & Internal Consultation

 

Consultation has been undertaken with:

 

·     Port Macquarie-Hastings Councils Independent Heritage Advisor

·     Creative Place Facilitator

·     Group Manager Economic and Cultural Development

·     Director, Strategy and Growth

·     PMHC Executive Group

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

This is a budgeted program in the 2019/2020 Operational Plan. The amount requested to disperse is $9,000 of the $11,000 allocated for the 2019 - 2020 period.  The remaining $2,000 may be used for a second round of funding.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

20/11/2019

 

 

Item:          11.02

 

Subject:     Community Participation Plan - Post Exhibition

Presented by:  Strategy and Growth, Jeffery Sharp

 

 

Alignment with Delivery Program

 

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