Ordinary Council

 

Business Paper

 

date of meeting:

 

Wednesday 19 February 2020

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 19 February 2020

 

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..................................................................................... 34

06           Mayoral Minute

07           Confidential Correspondence to Ordinary Council Meeting................................. 38

08           Public Forum - Matters Not On The Agenda...................................................... 39

09           Public Forum - Matters On The Agenda............................................................ 40

10           Leadership and Governance.......................................................................... 41

10.01..... Status of Reports From Council Resolutions........................................ 42

10.02..... General Manager's Performance Review Panel 2019-2020.................. 51

10.03..... Mayoral Discretionary Fund Allocations - 28 November 2019 to 5 February 2020........................................................................................................ 54

10.04..... Report on 2019 National Local Roads and Transport Congress............ 56

10.05..... Report on Women in Local Government Leadership Masterclass.......... 58

10.06..... Request for Change of Dates for Leave of Absence - Mayor Peta Pinson 60

10.07..... Legal Fees........................................................................................ 62

10.08..... Estimated Cost to Conduct a Constitutional Referendum...................... 64

10.09..... Designated Persons.......................................................................... 66

10.10..... Disclosure of Interest Return.............................................................. 69

10.11..... Delegated Authorities - Certificate of Identification Issued Under the Swimming Pools Act 1992........................................................................................... 71

10.12..... Glasshouse Biannual Report and Update on Strategic Plan Recommendations 73

10.13..... Digital Technology Project Status....................................................... 81

10.14..... 2017-2021 Delivery Program and 2019-2020 Operational Plan - Six Monthly Progress Report as at 31 December 2019......................................................... 86

10.15..... Investments - December 2019.......................................................... 110

10.16..... Investments - January 2019............................................................. 114

10.17..... Quarterly Budget Review Statement - December 2019....................... 119

10.18..... Monthly Budget Review - January 2020............................................ 127

10.19..... Development Activity And Assessment System Performance.............. 133

10.20..... Grant Applications Biannual Report................................................... 137

10.21..... Bushfire Recovery - Recent Activity and Funding............................... 141

10.22..... Response to Department of Planning, Industry and Environment (DPIE) on Timing of Local Strategic Planning Statement (LSPS)....................................... 146

11           Your Community Life................................................................................... 153

11.01..... Refund of Aplication Fees - Port Macquarie Croquet Club.................. 154

11.02..... Notice of Motion - Poll on Fluoridation of Council's Water Supply........ 156

11.03..... Cultural Steering Group Charter and New Membership...................... 158

11.04..... 30th Anniversary of Sister City Relationship Between Port Macquarie-Hastings Council and Handa City Council - Visit to Japan 2020.................................... 160

12           Your Business and Industry........................................................................ 165

12.01..... Notice of Motion - Wauchope RSL Club Senior Housing Development 166

13           Your Natural and Built Environment............................................................ 167

13.01..... Notice of Motion - Ocean Tidal Pool in Port Macquarie....................... 168

13.02..... Notice of Motion - Climate Change Solutions..................................... 170

13.03..... Water Restrictions Update and Water Storage Levels........................ 171

13.04..... Water Supply Security Update.......................................................... 177

13.05..... Beach to Beach Progress Update..................................................... 188

13.06..... Thrumster Town Centre Watermain Works........................................ 191  

14           Items To Be Dealt With By Exception

15           Confidential Matters

Motion to move into Confidential Committee of the Whole................................ 194

15.01..... Sale of Innes Gardens Memorial Park Crematorium and Lawn Cemetery

15.02..... T-19-61 Construction of Port Macquarie Sewer Rising Main 71

15.03..... T-19-53 Design of Rainbow Beach Sporting Fields

15.04..... T-19-55 Construction of Schools to Schools Shared Pathways

15.05..... RFQ-19-22 Kenny Walk Construction Upgrade & RFQ-19-24 Kenny Walk Civil Works Upgrade

15.06..... T-19-56 Broadwater Canal Lighthouse and Gangway Repairs

15.07..... T-19-64 Coastal Walk Boardwalks

15.08..... Stakeholder Negotiations - Site Selection for Water Supply Security Project

Adoption of Recommendations from Confidential Committee of the Whole

 


AGENDA                                                                                Ordinary Council      19/02/2020

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

1.         That the Minutes of the Ordinary Council Meeting held on 11 December 2019 be confirmed.

2.         That the Minutes of the Extraordinary Council Meeting held on 22 January 2020 be confirmed.

 

 


MINUTES

Ordinary Council Meeting

                                                                                                                        11/12/2019

 

 

 

 

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

 

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)

Group Manager Governance (Michael Ferguson)

Governance Support Officer (Bronwyn Lyon)

Communications Manager (Andy Roberts)

 

 

The meeting opened at 5:30pm.

 

 

01       ACKNOWLEDGEMENT OF COUNTRY

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

 

02       LOCAL GOVERNMENT PRAYER

Pastor Simon Chen from the Baptist Church delivered the Local Government Prayer.

 

03       APOLOGIES

RESOLVED:  Intemann/Griffiths

That the apology received from Councillor Dixon be accepted.

carried:      7/0

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

Against:       Nil

 

04       CONFIRMATION OF MINUTES

RESOLVED:  Intemann/Griffiths

That the Minutes of the Ordinary Council Meeting held on 20 November 2019 be confirmed.

carried:      7/0

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

Against:       Nil

 

05       DISCLOSURES OF INTEREST

 

 

Councillor Alley declared a Non-Pecuniary, Significant Interest in Item 13.10 - Update on Site Specific Planning Proposal Requests, the reason being that this item includes property immediately adjacent to property that is owned by the Trustees of Church Property, Diocese of Newcastle which holds that property for the benefit of the Anglican Parish of the Camden Haven, of which Councillor Alley serves as the Treasurer on the Parish Council.

 

Councillor Levido declared a Non-Pecuniary, Significant Interest in Item 13.03 - Sancrox and Fernbank Creek Planning Investigation, the reason being that Councillor Levido is the principal of Levido Law and Property.  The Firm acts for various property owners within the areas, the subject of the report.

 

Councillor Levido declared a Non-Pecuniary, Significant Interest in Item 13.10 - Update on Site Specific Planning Proposal Requests, the reason being that Councillor Levido is the principal of Levido Law and Property.  The Firm acts for the owners of 2 properties within the areas, the subject of the report.

 

Councillor Levido declared a Non-Pecuniary, Significant Interest in Item 15.03 - T-19-28 Woods Street Construction Upgrade, the reason being that Councillor Levido is the principal of Levido Law and Property.  The Firm acts for a principal of 1 of the tenderers, the subject of the report.

 

 

 

 

Councillor Griffiths declared a Non-Pecuniary, Significant Interest in Item 13.12 - Sancrox Quarry State Significant Development Proposal, the reason being that Councillor Griffiths has family members who live in the Sancrox area within close proximity to the quarry.

Councillor Griffiths declared a Special Disclosure of Pecuniary Interest under Section 451(4) & (5) of the Local Government Act 1993 in relation to Item 13.03 - Sancrox and Fernbank Creek Planning Investigation.

Mayor Pinson declared a Pecuniary Interest in Item 13.12 - Sancrox Quarry State Significant Development Proposal, the reason being that Councillor Pinson owns a company Stabilcorp which has a commercial relationship with Hanson through the purchase of gravel products.

 

 

06       MAYORAL MINUTES

 

Nil.

 

 

07       CONFIDENTIAL CORRESPONDENCE TO ORDINARY COUNCIL MEETING

 

The General Manager advised that there is no confidential correspondence.

 

 

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.    Ms Olivia Woollard regarding Climate Change.

2.    Mr David Smith regarding The Climate Emergency.

3.    Ms Danielle Maltman, President of Revive Lake Cathie Inc. regarding Lake Cathie / Lake Innes Estuarine System.

4.    Mr Harry Creamer regarding Climate Change - Impacts and Policy.

 

RESOLVED:  Griffiths/Hawkins

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

carried:      7/0

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

Against:       Nil

 

 

08.01     Climate Change

Ms Olivia Woollard addressed Council in regard to Climate Change and answered questions from Councillors.

 

 

08.02     The Climate Emergency

Mr David Smith addressed Council in regard to The Climate Emergency and answered questions from Councillors.

 

 

08.03     Lake Cathie / Lake Innes Estuarine System

Ms Danielle Maltman, President of Revive Lake Cathie Inc. addressed Council in regard to the Lake Cathie / Lake Innes Estuarine System and answered questions from Councillors.

 

 

08.04     Climate Change - Impacts and Policy

Mr Harry Creamer addressed Council in regard to Climate Change - Impacts and Policy 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 10.06 - Mr Mick Lyons in support of the recommendation.

Item 10.08 - Mr Fred Buys in opposition of the recommendation.

Item 11.04 - Ms Lisa McLeod in support of the recommendation.

Item 12.01 - Ms Rachel Sheppard in opposition of the recommendation.

Item 12.01 - Mr Bruce Hardy in support of the recommendation.

Item 13.01 - Mr Stephen Healy in opposition of the recommendation.

Item 13.01 - Mr Jake Wadsworth in support of the recommendation.

Item 13.03 - Mr Graham Burns, Land Dynamics Australia, in opposition of the recommendation.

Item 13.05 - Ms Lynda Binskin in support of the recommendation.

Item 13.05 - Ms Rachel Sheppard in support of the recommendation.

Item 13.06 - Mr Tony Thorne, King and Campbell Pty Ltd, in support of the recommendation.

Item 13.08 - Ms Cathy Eggert, Beechwood Biological Solutions, in opposition of the recommendation.

Item 13.08 - Ms Lynda Binskin in support of the recommendation.

Item 13.10 - Ms Michelle Love, Love Project Management, in support of the recommendation.

Item 13.12 - Mr Frank Dennis in opposition of the recommendation.

 

 

RESOLVED:  Griffiths/Alley

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

carried:      7/0

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

Against:       Nil

 

 

Suspension of Standing Orders

RESOLVED:  Griffiths/Intemann

That Standing Orders be suspended to allow items 10.06, 10.08, 11.04, 12.01, 13.01, 13.03, 13.05, 13.06, 13.08, 13.10 and 13.12 to be brought forward and considered next.

carried:      7/0

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

Against:       Nil

 

 

10.06  Investments - November 2019

Mr Mick Lyons addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Intemann/Hawkins

 

That Council:

1.         Note the Investment Report for the month of November 2019.

2.         Write to the parties with which it has investments asking each party to advise its position with respect to investment in fossil fuel projects and enterprises and investment in projects that ensure a low carbon emissions future, with a reply to Council requested by 28 January 2020.

3.         Refer the investments issues raised in the public address to the Audit, Risk and Improvement Committee for its information and comment.

carried:      5/2

For:   Alley, Hawkins, Intemann, Pinson and Turner

Against:       Griffiths and Levido

 

 

10.08  Discussion Paper for a New Risk Management and Internal Audit Framework for Local Councils in NSW

Mr Fred Buys addressed Council in opposition of the recommendation and answered questions from Councillors.

 

RESOLVED:  Hawkins/Griffiths

 

That Council:

1.       Endorse the submission to the included in this Discussion Paper for a New Risk Management and Internal Audit Framework for Local Councils in NSW report.

2.       Request the General Manager lodge the submission referred to in 1. above to the Office of Local Government by the due date of 31 December 2019, including strong reference to continuing with Councillor representatives and concern as to the significant increase in costs under the proposal.

carried:      7/0

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

Against:       Nil

 

 

11.04  Community Plans for Endorsement

Ms Lisa McLeod addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Griffiths/Alley

 

That Council:

1.       Endorse the Community Plans for the following 2 communities:

a)      Comboyne/Byabarra.

b)      Pappinbarra.

2.       Note the goals and actions identified for each of the communities as outlined in the Community Plans, for consideration in future Operational Plans.

carried:      7/0

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

Against:       Nil

 

 

12.01  30th Anniversary of Sister City Relationship Between Port Macquarie-Hastings Council and Handa City Council - Visit to Japan 2020

Ms Rachel Sheppard addressed Council in opposition of the recommendation and answered questions from Councillors.

Mr Bruce Hardy addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Intemann/Turner

 

That Council:

1.       Note the information regarding potential costs, community benefits and budget allocation that would be associated with Mayoral and Councillor attendance at events to mark the April 2020 30th Anniversary of Sister City Relationship between Port Macquarie-Hastings Council and Handa City, in Handa Japan.

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

3.       Request the General Manager to convene a meeting in January 2020, inviting relevant local parties, relevant staff and interested Councillors to discuss the value, cost and future direction of the Sister City relationship with Handa, and especially the planned and proposed exchange events in 2020.

4.       Request the General Manager to report back to the February 2020 Council meeting on the above matters.

carried:      7/0

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

Against:       Nil

 

 

13.01  Water Security Update

Mr Stephen Healy addressed Council in opposition of the recommendation and answered questions from Councillors.

 

Mr Jake Wadsworth addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Griffiths/Alley

 

That Council note the information included in the Water Security Update report.

carried:      7/0

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

Against:       Nil

 

 

13.03  Sancrox and Fernbank Creek Planning Investigation

Councillor Griffiths declared a Special Disclosure of Pecuniary Interest under Section 451(4) & (5) of the Local Government Act 1993 in this matter and left the room and was out of sight during the Council's consideration, the time being 7:44pm.

Councillor Levido declared a Non-Pecuniary, Significant Interest in this matter and left the room and was out of sight during the Council's consideration,  the time being 7:44pm.

Mr Graham Burns, Land Dynamics Australia, addressed Council in opposition of the recommendation and answered questions from Councillors.

 

RESOLVED:  Turner/Hawkins

That Council:

1.         Endorse the information contained within Fernbank Creek and Sancrox Planning Investigation Area Discussion Paper and associated Fact Sheet and place on public exhibition for a period of 28 days from 22 January 2020 until 19 February 2020.

2.         Use feedback received in relation to this public exhibition to inform the development of a Structure Plan for this area (previously referred to as an ‘Outline Plan’).

3.         Delegate to the General Manager the authority to make any required minor or administrative amendments to these documents prior to exhibition.

4.         Note that Council Staff have recently reviewed a suite of draft documents in support of a proposed future Planning Proposal for a number of landholdings collectively known as ‘Le Clos Sancrox’. These documents are being reviewed in parallel with the progression of the Structure Plan following Council’s resolution in relation to this matter at its Ordinary Meeting of 20 February 2019.

5.         Encourage the Le Clos Sancrox land owner consortium to develop documents in support of the proposal in parallel with the development of the Structure Plan to ensure consistency in the strategic planning process.

carried:      5/0

For:   Alley, Hawkins, Intemann, Pinson and Turner

Against:       Nil

Councillor Levido returned to the meeting, the time being 8:01pm.

Councillor Griffiths returned to the meeting, the time being 8:01pm.

 

 

13.05  Sustainability Initiatives and Programs

Ms Lynda Binskin addressed Council in support of the recommendation and answered questions from Councillors.

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

 

RESOLVED:  Intemann/Turner

That Council:

1.       Note the information provided in the Sustainability Initiatives and Programs report, but correcting the meaning of Mitigation to refer to reducing pollutant emissions, and the meaning of Adaptation to refer to reducing vulnerability to the consequences of a changed climate.

2.       Request the General Manager to consider the development of a Sustainability Strategy as part of the draft 2020-2021 Operational Plan, including specific climate mitigation and adaptation strategies.

3.       Request the General Manager to provide a report to the April 2020 Ordinary Council Meeting detailing general climate change information and predicted risks and opportunities, using information from reputable sources such as but not limited to CSIRO, NASA and Council’s insurers.

carried:      7/0

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

Against:       Nil

 

 

13.06  Draft Port Macquarie-Hastings Development Control Plan 2013 - Airport Business Park

Mr Tony Thorne, King and Campbell Pty Ltd, addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Levido/Alley

 

That Council:

1.       Endorse the Draft Port Macquarie-Hastings Development Control Plan 2013 - Airport Business Park, at Attachment 3, for public exhibition concurrently with the Airport Business Park Planning Proposal for the period of 29 January to 26 February 2020.

2.       Seek an alteration to the Airport Business Park Planning Proposal Gateway Determination to include ‘recreation area’ as a permitted use in the B7 Business Park Zone.

3.       Delegate authority to the Director Development and Environment to make any necessary minor changes to the Draft Development Control Plan, including mapping, before public exhibition.

 

 

4.       Receive a further report on any submissions to the Draft Development Control Plan following the public exhibition period.

carried:      7/0

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

Against:       Nil

 

 

13.08  Kooloonbung Creek Flying-Fox Camp Management

Ms Cathy Eggert addressed Council in support of the recommendation and answered questions from Councillors.

Ms Lynda Binskin addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Griffiths/Alley

 

That Council note the information presented in the Kooloonbung Creek Flying-Fox Camp Management Plan quarterly update report.

carried:      7/0

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

Against:       Nil

 

 

13.10  Update on Site Specific Planning Proposal Requests

Councillor Alley declared a Non-Pecuniary, Significant Interest in this matter and left the room and was out of sight during the Council's consideration,  the time being 8:41pm.

Councillor Levido declared a Non-Pecuniary, Significant Interest in this matter and left the room and was out of sight during the Council's consideration,  the time being 8:41pm.

Ms Michelle Love, Love Project Management, addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Turner/Hawkins

That Council:

1.       Note the current status of site specific Planning Proposal requests as described in this report.

2.       Having regard to the deferral of the assessment report on the Planning Proposal Request for Ruins Way, Port Macquarie (PP2011-9.3) at the June 2019 Ordinary Council meeting, advise the Proponent that:

a)      A revised Planning Proposal and supporting information describing proposed modifications to the proposal to achieve positive environmental outcomes is to be submitted to Council by 28 February 2020, and

b)      If a revised Planning Proposal is not submitted to Council within the timeframe referred to in a.) above, the Council report (June 2019) recommending the proposal not be supported, be presented to Council for a decision in March 2020. 

3.       Request the General Manager write to the Minister for Planning and Open Spaces, in relation to the Planning Proposal for Bundaleer Aged Care, Wauchope (PP2017-6.1) requesting that pursuant to Section 3.35(4) of the Environmental Planning & Assessment Act 1979, the Planning Proposal not proceed.

4.       Receive a further update report in six months regarding the progress of site specific Planning Proposal requests.

CARRIED:      5/0

FOR:   Griffiths, Hawkins, Intemann, Pinson and Turner

AGAINST:       Nil

Councillor Alley returned to the meeting, the time being 8:43pm.

Councillor Levido returned to the meeting, the time being 8:43pm.

 

 

13.12  Sancrox Quarry State Significant Development Proposal

Councillor Griffiths declared a Non-Pecuniary, Significant Interest in this matter and left the room and was out of sight during the Council's consideration,  the time being 8:44pm.

 

Mayor Pinson declared a Pecuniary Interest in this matter, vacated the Chair and left the room and was out of sight during the Council's consideration, the time being 8:44pm.

Deputy Mayor Intemann assumed the Chair.

Mr Frank Dennis addressed Council in opposition of the recommendation and answered questions from Councillors.

The Director of Development and Environment tabled Council’s submission of concerns dated 11 December 2019 to the Department of Planning Industry and Environment in relation to the State Significant Development Proposal SSD 7293 Sancrox Quarry Expansion Project.

 

RESOLVED:  Hawkins/Alley

 

That Council:

1.         Note the information contained within the Sancrox Quarry State Significant Development Proposal report.

2.         Request the General Manager table Council’s submission of concerns dated 11 December 2019 to the Department of Planning Industry and Environment in relation to the State Significant Development Proposal SSD 7293 Sancrox Quarry Expansion Project and make it public on Council’s website.

 

 

3.         Request the General Manager make public on Council’s website the correspondence relating to this submission as resolved at the November 2019 Council Meeting.

4.         Request the General Manager write to the Minister for Planning to request a public hearing be held in relation to the Sancrox Quarry Expansion Project State Significant Development Proposal.

carried:      5/0

For:   Alley, Hawkins, Intemann, Levido and Turner

Against:       Nil

 

Deputy Mayor Intemann vacated the Chair.

Mayor Pinson returned to the meeting and resumed the Chair, the time being 9:13pm.

Councillor Griffiths returned to the meeting, the time being 9:13pm.

 

 

10.01  Mayoral Discretionary Fund Allocations - 7 November to 27 November 2019

Councillor Hawkins left the meeting, the time being 9:13pm.

 

RESOLVED:  Pinson/Griffiths

 

That Council note the allocations from the Mayoral Discretionary Fund for the period 7 to 27 November 2019 inclusive.

carried:      6/0

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

Against:       Nil

 

 

10.02  Request for Leave of Absence - Mayor Peta Pinson

RESOLVED:  Alley/Griffiths

 

That Council:

1.       Grant leave of absence for Mayor Peta Pinson for the period 20 February to 1 March 2020 inclusive.

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

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

carried:      6/0

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

Against:       Nil

 

 

10.03  Status of Reports From Council Resolutions

Councillor Hawkins returned to the meeting, the time being 9:15pm.

 

RESOLVED:  Intemann/Griffiths

 

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

carried:      7/0

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

Against:       Nil

 

 

10.04  Notice of Motion - Council Meeting Commencement Time

MOTION

MOTION:  Pinson/Griffiths

 

That Council, in light of Section 3.2 of the Code of Meeting Practice, where Council shall by resolution, set the frequency, time, date and place of its Ordinary Meetings:

1.       Note that the meeting dates and locations for Ordinary Council meetings up until and including December 2020, have been determined by Council at its Ordinary meeting held 18 September 2019.

2.       Request the General Manager to provide a briefing to Councillors in February 2020 on the benefits and consequences of a change of meeting time for Ordinary Council Meetings in the future.

3.       Request the General Manager bring back a report to the April 2020 Meeting for further consideration.

 

AMENDMENT

 

MOVED:  Alley/Hawkins

 

That Council, in light of Section 3.2 of the Code of Meeting Practice, where Council shall by resolution, set the frequency, time, date and place of its Ordinary Meetings:

1.       Note that the meeting dates and locations for Ordinary Council meetings up until and including December 2020, have been determined by Council at its Ordinary meeting held 18 September 2019.

2.       Request the General Manager to provide a briefing to Councillors in March 2020 to consider and discuss the timing and efficiencies of Ordinary Council Meetings.

 

THE AMENDMENT WAS PUT AND CARRIED

 

MOVED:  Alley/Hawkins

 

That Council, in light of Section 3.2 of the Code of Meeting Practice, where Council shall by resolution, set the frequency, time, date and place of its Ordinary Meetings:

1.       Note that the meeting dates and locations for Ordinary Council meetings up until and including December 2020, have been determined by Council at its Ordinary meeting held 18 September 2019.

2.       Request the General Manager to provide a briefing to Councillors in March 2020 to consider and discuss the timing and efficiencies of Ordinary Council Meetings.

carried:      6/1

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

Against:       Pinson

 

THE AMENDMENT BECOMES THE MOTION

RESOLVED:  Alley/Hawkins

 

That Council, in light of Section 3.2 of the Code of Meeting Practice, where Council shall by resolution, set the frequency, time, date and place of its Ordinary Meetings:

1.       Note that the meeting dates and locations for Ordinary Council meetings up until and including December 2020, have been determined by Council at its Ordinary meeting held 18 September 2019.

2.       Request the General Manager to provide a briefing to Councillors in March 2020 to consider and discuss the timing and efficiencies of Ordinary Council Meetings.

carried:      7/0

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

Against:       Nil

 

 

10.05  Monthly Budget Review - November 2019

RESOLVED:  Intemann/Hawkins

 

That Council:

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

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

carried:      5/2

For:   Alley, Hawkins, Intemann, Levido and Turner

Against:       Griffiths and Pinson

 

 

Item 10.06 Investments - November 2019 - has been addressed previously within the meeting.

 

 

10.07  Relief Measures for Bushfire Impacted Residents

Councillor Turner left the meeting, the time being 9:48pm.

Councillor Turner returned to the meeting, the time being 9:49pm.

 

RESOLVED:  Intemann/Griffiths

 

That Council:

1.       Waive the fees and charges detailed in this report, in relation to owners of properties which have been damaged or destroyed in the 2019 Bushfires. These fees and charges include:

a)      Interest on rates and charges

b)      Water and sewerage charges

c)      Waste management and tipping fees

d)      Relevant fees and charges associated with building / construction

2.       Delegate approval to the General Manager to enter into a formal agreement with an eligible applicant to repay outstanding rates and charges by periodical payments on a payment arrangement, where the applicant is the owner of a property which has been damaged or destroyed in the 2019 Bushfires, as identified by the NSW Rural Fire Service.

3.       Amend the Rates and Charges Hardship Assistance Policy to include provisions for property owners who have had a house, facility or outbuilding determined to be destroyed or damaged by the responsible government agency as a result of a natural disaster.

4.       Determine that the fees to be waived in accordance with point 1(d) above relating to fees and charges associated with building /construction applications be available for a period of 12 months until 28 January 2021.

5.       Request the General Manager to raise the issue of regulated/statutory fees that may be applicable for payment in respect of development applications for fire impacted developments/building works at the Regional Recovery Meetings with a request that these state government fees also be waived for bushfire impacted properties as detailed in the report.

6.       Request the General Manager to raise with the State Government the waiving of State Government fees listed in the first paragraph of page 63, namely:

a)         the Plan First Levy / Planning Reform Fee.

b)         the NSW Long Service Levy.

c)         the Integrated Authority Referral Fee.

carried:      7/0

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

Against:       Nil

 

 

Item - 10.08 Discussion Paper for a New Risk Management and Internal Audit Framework for Local Councils in NSW - has been addressed previously within the meeting.

 

 

Extension of Time

 RESOLVED:  Alley/Hawkins

That, as per Clause 18.2 of the adopted Code of Meeting Practice, Council extend the finishing time of this meeting to 11:00pm.

carried:      7/0

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

Against:       Nil

 

 

10.09  Code of Conduct Complaint Statistics

MOTION

MOTION:  Hawkins/Intemann

 

That Council:

1.         Notes the Code of Conduct Complaint Statistics for the period 1 September 2018 to 31 August 2019.

2.         Provide the report to the Audit, Risk and Improvement Committee for information.

3.         Request the General Manager to report back to the March 2020 Meeting of Council (or earlier, if applicable) the response to his representations to the Minister of Local Government and / or Office of Local Government in relation to “strengthening the enforceability of the Code of Conduct” as resolved by Council at the Ordinary Meeting of Council on 20 November, 2019 as per Agenda Item 10.07.

4.         Request the General Manager investigate options for reporting Code of Conduct complaints so as to include basic de-identified information sufficient to permit better analysis of the issues raised and therefore identify any useful corrective or educative action to be taken, and bring the findings to a Councillor briefing for discussion by March 2020.

 

AMENDMENT

 

MOVED:  Pinson/Griffiths

 

That Council:

1.         Notes the Code of Conduct Complaint Statistics for the period 1 September 2018 to 31 August 2019.

2.         Provide the report to the Audit, Risk and Improvement Committee for information.

3.         Request the General Manager to report back to the March 2020 Meeting of Council (or earlier, if applicable) the response to his representations to the Minister of Local Government and / or Office of Local Government in relation to “strengthening the enforceability of the Code of Conduct” as resolved by Council at the Ordinary Meeting of Council on 20 November, 2019 as per Agenda Item 10.07.

 

 

4.         Request the General Manager to provide a copy of Item 10.09 of the Agenda and Minutes to the Minister of Local Government.

5.         Request the General Manager investigate options for reporting Code of Conduct complaints so as to include basic de-identified information sufficient to permit better analysis of the issues raised and therefore identify any useful corrective or educative action to be taken, and bring the findings to a Councillor briefing for discussion by March 2020.

 

THE AMENDMENT WAS PUT AND LOST

 

MOVED:  Pinson/Griffiths

 

That Council:

1.         Notes the Code of Conduct Complaint Statistics for the period 1 September 2018 to 31 August 2019.

2.         Provide the report to the Audit, Risk and Improvement Committee for information.

3.         Request the General Manager to report back to the March 2020 Meeting of Council (or earlier, if applicable) the response to his representations to the Minister of Local Government and / or Office of Local Government in relation to “strengthening the enforceability of the Code of Conduct” as resolved by Council at the Ordinary Meeting of Council on 20 November, 2019 as per Agenda Item 10.07.

4.         Request the General Manager to provide a copy of Item 10.09 of the Agenda and Minutes to the Minister of Local Government.

5.         Request the General Manager investigate options for reporting Code of Conduct complaints so as to include basic de-identified information sufficient to permit better analysis of the issues raised and therefore identify any useful corrective or educative action to be taken, and bring the findings to a Councillor briefing for discussion by March 2020.

lost: 3/4

For:   Alley, Griffiths and Pinson

Against:       Hawkins, Intemann, Levido and Turner

 

THE MOTION WAS PUT

RESOLVED:  Hawkins/Intemann

That Council:

1.         Notes the Code of Conduct Complaint Statistics for the period 1 September 2018 to 31 August 2019.

2.         Provide the report to the Audit, Risk and Improvement Committee for information.

3.         Request the General Manager to report back to the March 2020 Meeting of Council (or earlier, if applicable) the response to his representations to the Minister of Local Government and / or Office of Local Government in relation to “strengthening the enforceability of the Code of Conduct” as resolved by Council at the Ordinary Meeting of Council on 20 November, 2019 as per Agenda Item 10.07.

 

 

 

 

4.         Request the General Manager investigate options for reporting Code of Conduct complaints so as to include basic de-identified information sufficient to permit better analysis of the issues raised and therefore identify any useful corrective or educative action to be taken, and bring the findings to a Councillor briefing for discussion by March 2020.

 

carried:      7/0

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

Against:       Nil

 

 

10.10  Draft Glasshouse Plan 2020 - 2022

RESOLVED:  Intemann/Turner

 

That Council:

1.   Note the draft Glasshouse Plan 2020-2022 as detailed in this report.

2.   Place the draft Glasshouse Plan 2020-2022 on public exhibition for a minimum period of 28 days, from 24 January 2020 to 21 February 2020.

3.   Note that a further report will be tabled at the March 2020 meeting of Council, detailing the submissions received during the exhibition period.

carried:      7/0

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

Against:       Nil

 

 

11.01  Draft Public Art Policy

RESOLVED:  Intemann/Alley

That Council:

1.       Note the draft Public Art Policy.

2.       Place the draft Public Art Policy on public exhibition from 13 December 2019 until 21 February 2020.

3.       Note that a further report will be tabled at the March 2020 meeting of Council, detailing the submissions received from the public during the exhibition period.

carried:      7/0

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

Against:       Nil

 

 

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

RESOLVED:  Pinson/Hawkins

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 “the name is suppressed due to a sensitive privacy matter”, receive $350.00 to assist with the expenses they would have incurred travelling to and competing at the NSW Combined High Schools Track and Field Championships held at Sydney Olympic Park from 6 - 7 November 2019 inclusive.

2.       That Nathan Graham receive $750.00 to assist with the expenses he will incur travelling to and competing at the All Schools National Track and Field Championships to be held in Perth, Western Australia from 6 - 8 December 2019 inclusive.

carried:      7/0

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

Against:       Nil

 

 

11.03  New Year's Eve Fireworks 2019

RESOLVED:  Pinson/Intemann

 

That Council:

1.         Due to ongoing fire concerns cancel the New Year’s Eve 9pm fireworks for 2019.

2.         Reallocate the unexpended funds to The Wauchope Show Society, to assist with recouping some expenses incurred in their role as a venue for safe relocation of people and animals in the recent fire response.

3.         Determine future fireworks support following the proposed engagement on community events, to be completed in the first half of 2020.

carried:      7/0

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

Against:       Nil

 

 

Item 11.04 Community Plans for Endorsement - has been addressed previously within the meeting.

 

 

11.05  Classification and Categorisation of Council Managed Crown Reserves

RESOLVED:  Intemann/Turner

 

That Council:

1.       Note the information contained within the Classification and Categorisation of Council Manager Crown Reserves report.

2.       Request the General Manager to submit to the Minister for Housing, Property and Water the initial draft classification and categorisation of Council-managed Crown reserves as detailed within Attachment 1 of this report.

carried:      7/0

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

Against:       Nil

 

 

Item 12.01 30th Anniversary of Sister City Relationship Between Port Macquarie-Hastings Council and Handa City Council - Visit to Japan 2020 - has been addressed previously within the meeting.

 

 

12.02  Policy Review - Markets Policy

RESOLVED:  Turner/Hawkins

That Council:

1.          Note the review of Markets Policy, which has now been in place for 12 months.

2.          Note the information relating to exceptions to the Markets Policy from February-November 2019 as detailed in this the Policy Review - Markets Policy report.

3.          Extend the existing exception to the Markets Policy for the Real Food Market, which is to allow set-up from 11:00am and a start time of 12noon, until 28 February 2021, provided that the Real Food Market continues to comply with the requirement that only fresh local food products are offered.

4.          Approve a one off exception for the Real Food Market for Tuesday 24 December 2019, to permit the market to set-up at 8:00am and a start time of 9.00am on that day only.

5.      Request the General Manager review the Markets Policy and present a report to the Ordinary Council Meeting in December 2020.

carried:      7/0

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

Against:       Nil

 

 

12.03  Draft Greater Port Macquarie Destination Management Plan

RESOLVED:  Intemann/Turner

That Council:

1.       Note the Draft Greater Port Macquarie Destination Management Plan.

2.       Place the Draft Greater Port Macquarie Destination Management Plan on public exhibition from 13 December 2019 until 21 February 2020.

3.       Note that a further report will be tabled at the March 2020 meeting of Council, detailing the submissions received from the public during the exhibition period.

carried:      7/0

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

Against:       Nil

 

 

Item 13.01 Water Security Update - has been addressed previously within the meeting.

 

 

13.02  Proposed Primary Airport Access Road Intersection With Oxley Highway

RESOLVED:  Intemann/Levido

 

That Council:

1.         Note the information included in the Proposed Primary Airport Access Road Intersection with Oxley Highway report.

2.         Request the General Manager ensure that options and assessments for the proposed Primary Airport Access Road be workshopped with Councillors and with the Port Macquarie Transport Network Community Consultative Committee.

carried:      7/0

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

Against:       Nil

 

 

Item 13.03 Sancrox and Fernbank Creek Planning Investigation - has been addressed previously within the meeting.

 

 

13.04  Deed of Assumption and Variation - Lincoln Road Planning Agreement

RESOLVED:  Levido/Griffiths

 

That Council delegate authority to the General Manager to enter into and execute the Deed of Assumption and Variation Lincoln Road Planning Agreement.

carried:      7/0

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

Against:       Nil

 

 

Item 13.05 Sustainability Initiatives and Programs - has been addressed previously within the meeting.

 

Item 13.06 Draft Port Macquarie-Hastings Development Control Plan 2013 - Airport Business Park - has been addressed previously within the meeting.

 

 

13.07  Membership of the Coast, Estuary and Floodplain Sub- Committee

RESOLVED:  Intemann/Turner

 

That Council:

1.       Note the information contained in the report.

2.       Write to people who have submitted an application (Expression of Interest) and advise of Council’s decision to re-initiate the recruitment process next year and that they do not need to re-apply.

3.       Appoint Councillor Peter Alley as the Chair of the Coast, Estuary and Floodplain Sub-Committee and Deputy Mayor Intemann as Alternate Chair.

4.       Recognise the highly valued and significant contribution to this Sub-Committee continuously since 1995 of Laurie Lardner and Patrick McEntee, sadly deceased during 2019, and report this resolution to the next meeting of the Sub-Committee.

5.       Council receive an update report on recruitment at the April 2020 Ordinary Council meeting.

carried:      7/0

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

Against:       Nil

 

 

Item 13.08 Kooloonbung Creek Flying-Fox Camp Management - has been addressed previously within the meeting.

 

 

13.09  Planning Proposal Policy - Post Exhibition Report

RESOLVED:  Intemann/Turner

 

That Council:

1.       Adopt the Planning Proposal Policy as exhibited.

2.       Advertise commencement of the new Planning Proposal Policy effective 5 February 2020

3.       Delegate authority to the Director Development and Environment to make any minor amendments to any numerical, typographical, interpretation and formatting errors, if required, in preparation for the commencement of the Planning Proposal Policy.

4.       Notify all persons who lodged a submission of Council’s decision.

5.       Advise the local planning and development industry of the commencement of the Planning Proposal Policy.

carried:      7/0

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

Against:       Nil

 

 

Item 13.10 Update on Site Specific Planning Proposal Requests - has been addressed previously within the meeting.

 

 

13.11  Altitude Nightclub, Galleria Building, 27/128 William Street, Port Macquarie

RESOLVED:  Hawkins/Griffiths

That Council:

1.       Note the contents of the Fire Safety Inspection Report, dated 5 August 2019, from NSW Fire & Rescue, in respect to an inspection of the premises by NSW Fire & Rescue on 22 June 2019, as shown in Attachment 1 to this report.

2.       Exercise the powers conferred on Council by the Environmental Planning and Assessment Act, 1979 (The Act), to issue a Fire Safety Order to address outstanding fire safety concerns at the premises, Lot 27, 128 William Street, Port Macquarie.

carried:      7/0

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

Against:       Nil

 

 

Item 13.12 Sancrox Quarry State Significant Development Proposal - has been addressed previously within the meeting.

 

 

14       ITEMS TO BE DEALT WITH BY EXCEPTION

 

Nil.

 

 

CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Alley/Levido

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    Request for Proposal T-19-52 General Aviation Leasing and Development Opportunities at Port Macquarie Airport

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

Item 15.02    T-19-21 Microsoft Enterprise Agreement

                     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-19-28 Woods Street Construction Upgrade

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

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

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

Item 15.05    T-19-60 Beach to Beach Detailed Design & EIS

                     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 15.06    T-19-66 Supply and Delivery of Scrubby Creek and Thompsons Bridges

                     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, Griffiths, Hawkins, Intemann, Levido, Pinson and Turner

Against:       Nil

 

 

Adjourn meeting

The Ordinary Council Meeting adjourned at 10:47pm.

 

 

Resume meeting

The Ordinary Council Meeting resumed at 10:54pm.

 

 

 

ADOPTION OF RECOMMENDATIONS FROM THE CONFIDENTIAL COMMITTEE OF THE WHOLE

RESOLVED:  Hawkins/Alley

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

carried:      7/0

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

Against:       Nil

 

Item 15.01       Request for Proposal T-19-52 General Aviation Leasing and Development Opportunities at Port Macquarie Airport

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

 

RECOMMENDATION

That Council:

1.      Accept the proposal from Dalabam Holdings Pty Limited for the lease of Hangar 9 as outlined in this RFP T-19-52 General Aviation Leasing and Development Opportunities at Port Macquarie Airport report.

2.      Delegate authority to the General Manager to enter into a lease with Dalabam Holdings Pty Limited for the lease of Hangar 9 at Port Macquarie Airport, for an initial term of five (5) years commencing on 16 December 2019 and ending on 15 December 2024, with two (2) options to renew each for a further term of five (5) years which are exercisable by the lessee in accordance with the terms of the lease and subject to satisfactory performance by the lessee in accordance with the terms of the lease.

3.      Maintain the confidentiality of the documents and considerations in respect of RFP T-19-52.

carried:      7/0

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

Against:       Nil

 

Item 15.02       T-19-21 Microsoft Enterprise Agreement

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

                        RECOMMENDATION

                        That Council:

1.      Pursuant to Section 55 (3)(a) of the Local Government Act 1993, resolve to not invite tenders for provision of Council’s Microsoft Enterprise Agreement.

2.      Accept the Quotation and Bill of Materials from Data#3 Limited for the renewal of the Microsoft Enterprise Agreement for a period of three (3) years commencing on 1 January 2020.

3.      Maintain the confidentiality of the documents and consideration in respect of Request for Quotation T-19-21.

carried:      7/0

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

Against:       Nil

 

Item 15.03       T-19-28 Woods Street Construction Upgrade

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

 

 

                        RECOMMENDATION

That Council:

1.      Accept the tender from Mid North Coast Contractors Pty Ltd for $1,018,596.00 (exclusive of GST) for Woods Street Construction Upgrade.

2.      Accept the Schedule of Rates from Mid North Coast Contractors Pty Ltd Pty Ltd for Woods Street Construction Upgrade.

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

4.      Maintain the confidentiality of the documents and consideration in respect of Tender T-19-28.

carried:      6/0

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

Against:       Nil

 

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

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

                        RECOMMENDATION

That Council:

1.      Accept the revised tender from SMEC Australia Pty Ltd for the provision of the Port Macquarie Road Network Planning Project - Strategic Business Case for Phase 1 lump sum of $295,230.85 (excl. GST) and Phase 2 being a provisional sum of $465,800.25.

2.      Accept the Schedule of Rates from SMEC Australia Pty Ltd for the provision of the Port Macquarie Road Network Planning Project - Strategic Business Case.

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

4.      Maintain the confidentiality of the documents and considerations in respect of Tender T-19-49.

carried:      7/0

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

Against:       Nil

 

Item 15.05       T-19-60 Beach to Beach Detailed Design & EIS

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

                        RECOMMENDATION

That Council:

1.      Pursuant to Section 55(3)(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 Beach to Beach Pathway Project Design and EIS.

2.      Note that a further report will be tabled (for information only) detailing the outcome of the procurement strategy.

3.      Maintain the confidentiality of the considerations as detailed in this report and in respect to Design of the Beach to Beach Pathway Project.

carried:      7/0

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

Against:       Nil

 

Item 15.06       T-19-66 Supply and Delivery of Scrubby Creek and Thompsons Bridges

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

                        RECOMMENDATION

That Council:

1.      In accordance with Section 55(3)(i) of the Local Government Act, 1993, due to the extenuating circumstances, as described in this report, do not call for public tenders for the Supply and Delivery of Scrubby Creek and Thompson Bridges.

2.      Accept the quote from InQuik Pty Ltd for the Supply and Delivery of Scrubby Creek and Thompson Bridges for $352,000 (ex GST).

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

4.      Maintain the confidentiality of the documents and considerations in respect of the Supply and Delivery of Scrubby Creek and Thompson Bridges and InQuik Pty Ltd engagement.

carried:      7/0

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

Against:       Nil

 

 

 

The meeting closed at 10:54pm.

 

 

 

 

………………………………………..

Peta Pinson

Mayor

 


MINUTES

Extraordinary Council Meeting

                                                                                                                        22/01/2020

 

 

 

 

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)

Group Manager Governance (Michael Ferguson)

Governance and Legal Officer (Kirsty Callander)

Governance Support Officer (Bronwyn Lyon)

Communications Manager (Andy Roberts)

 

 

 

The meeting opened at 5.30pm.

 

 

01       ACKNOWLEDGEMENT OF COUNTRY

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

 

 

02       APOLOGIES

Nil.

 

 

03       DISCLOSURES OF INTEREST

 

 

Councillor Hawkins declared a Non-Pecuniary, Less Than Significant Interest in Item 07.01 - Water Restrictions - Level 4, the reason being that Councillor Hawkins and his wife are Directors, Trustees and Beneficiaries of own self managed superannuation fund which owns shares in several ASX listed public companies that are significantly involved in water processing and purification activities both in Australia and overseas and have no interests in any local business or activities in this area.

 

 

Request to Speak on Agenda Item

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

Item 07.01 - Ms Meredith Howard, Port Pools By Design, in opposition of the recommendation.

Item 07.01 - Mr Jake Wadsworth in support of the recommendation.

Item 07.01 - Mr Brad Dingeldei, Cascade Pools, in opposition of the recommendation.

Item 07.01 - Mr Stephen Healy in support of the recommendation.

 

RESOLVED: Griffiths/Dixon

 

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

carried:      8/0

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

Against:       Nil

 

 

07.01  Water Restrictions - Level 4

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

 

Ms Meredith Howard, Port Pools By Design, addressed Council in relation to water usage in her business, pool building and the quality of water in residential pools and answered questions from Councillors.

Mr Jake Wadsworth addressed Council in support of the recommendation and answered questions from Councillors.

Mr Brad Dingeldei, Cascade Pools, addressed Council in relation to water usage within the pool maintenance industry.

Mr Stephen Healy addressed Council in support of the recommendation.

 

Deputy Mayor Intemann left the meeting, the time being 6:21pm.

Deputy Mayor Intemann returned to the meeting, the time being 6:23pm.

 

RESOLVED:  Pinson/Hawkins

 

That Council:

1.         Implement Level 4 Severe Water Restrictions in response to continuing intense drought conditions, for residential use on 28 January 2020.

2.         Noting the potential significant impacts of Level 4 Severe Water Restrictions on commercial users, delay implementation of Level 4 Severe Water Restrictions on commercial users until 25 February 2020, allowing time for engagement to take place between Council and commercial users on water saving measures that will assist to minimise the economic impact of these water restrictions on businesses.

3.         Note that for definition purposes, a commercial user (as referred to in the second point above), is a registered business that relies on the use of water as part of their business activities to produce an income. For businesses who do not rely on water to produce an income, residential water restrictions apply.

4.         Request the General Manager provide a report to the 19 February 2020 Council meeting for the purpose of providing an update on the combined water storage levels and any other relevant information relating to the implementation of Level 4 water restrictions.

5.         Request the General Manager include in the proposed February 2020 Report on Water Security, specific details as to exactly what Council is required to do under current NSW Government Acts, Policies and Regulations, in order to enable Port Macquarie-Hastings Council to add recycled water to the existing drinking water storage supply.

carried:      8/0

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

Against:       Ni

 

 

 

The meeting closed at 6:41pm.

 

 

 

 

………………………………………..

Peta Pinson

Mayor

 

   


AGENDA                                                                                Ordinary Council      19/02/2020

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      19/02/2020

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 10.07 and 10.17 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:                                 10.07

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:                                 10.17

Subject:                                 Quarterly Budget Review Statement - December 2019

Attachment Description:     December 2019 Quarterly Budget Review - Consultancy Engagements

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

 

 

 

 


AGENDA                                                                                Ordinary Council      19/02/2020

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.

           The Meeting is recorded and will be made available to the public on Council’s website.

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


AGENDA                                                                                Ordinary Council      19/02/2020

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.

           The Meeting is recorded and will be made available to the public on Council’s website.

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

 

 

 

 


AGENDA                                                                                         Ordinary Council

19/02/2020









 

 

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

19/02/2020

 

 

Item:          10.01

 

Subject:     Status of Reports From Council Resolutions

Presented by: Corporate Performance, Rebecca Olsen

 

Alignment with Delivery Program

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

 

 

 

RECOMMENDATION

 

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

 

Discussion

 

Report

Date & Item
of
Resolution

Status

Reporting Officer

Previous Anticipated Date/s for Report

Current Anticipated
Date for
Report

2020 Ordinary Local Government Election

20/02/19
Item 09.07

 

DCP

 

Feb-20

Water Restrictions & Water Security including specific details as to exactly what Council is required to do under current NSW Government Acts, Policies and Regulations, in order to enable Port Macquarie-Hastings Council to add recycled water to the existing drinking water storage supply.

20/11/19
Item 13.03
22/01/2020
Item 07.01

 

DI

 

Feb-20

PMH-Handa Sister City Relationship - 30th Anniversary exchange events 2020 and Future Direction

11/12/2019
Item 12.01

 

DSG

 

Feb-20

T-19-55 Construction of Schools to School Shared Pathway

16/10/19
Item 15.04

 

DI

 

Feb-20

Design of Rainbow Beach Sporting Fields - outcome of procurement strategy

16/10/2019

 

DI

 

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

LGP EL0519 Supply of Electricity - Accepted Rates

17/07/19
Item 15.06

Analysis is yet to be completed

DCP

Sep-19
Oct-19
Dec-19
Feb-20

Mar-20

JH Taylor & MJ Taylor vs PMHC - report when finalised

18/09/19
Item 15.03

Still under negotiation

DCP

Feb-20

Mar-20

Draft Waste Minimisation and Management Policy - post exhibition

20/11/19
Item 13.01

 

DCP

 

Mar-20

Draft Community Inclusion Plan - post exhibition

20/11/19
Item 11.03

 

DSG

 

Mar-20

Stage 1 Review of Port Macquarie-Hastings Development Control Plan 2013 - Housekeeping Amendments - post exhibition

20/11/19
Item 13.06

 

DDE

 

Mar-20

Biodiversity Investigations Stewardship Sites

20/11/19
Item 13.15

 

DDE

 

Mar-20

Development Assessment Panel Charter Review - post exhibition

20/11/19
Item 13.10

 

DDE

 

Mar-20

Draft PMH DCP 2013 - Airport Business Park - post exhibition

11/12/2019
Item 13.06

 

DDE

 

Mar-20

Code of Conduct - strengthening the enforceability

11/12/2019
Item 10.09

 

DCP

 

Mar-20

Draft Glasshouse Plan 2020-2022 - post exhibition

11/12/2019
Item 10.10

 

DCP

 

Mar-20

Draft Public Art Policy - post exhibition

11/12/2019
Item 11.01

 

DSG

 

Mar-20

Draft Greater Port Macquarie Destination Management Plan - post exhibition

11/12/2019
Item 12.03

 

DSG

 

Mar-20

T-19-60 Beach to Beach Detailed Design & EIS - outcome of procurement strategy

11/12/2019
Item 15.05

 

DI

 

Mar-20

Planning Proposal – Lot 2 DP1091253 Beach Street Bonny Hills

19/04/16
Item 12.02

Awaiting advice from proponent

DDE

Sep-19
Nov-19
Feb-20

Apr-20

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
Feb-20

Apr-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-18
Feb-19
Mar-19
Apr-19
Jun-19
Jul-19
Aug-19
Oct-19
Feb-20

Apr-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

DDE

Aug-19
Sep-19
Nov-19
Feb-20

Apr-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

Apr-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

Apr-20

Sustainability - Climate change information and predicted risks and opportunities, using information from reputable sources such as but not limited to CSIRO, NASA and Council’s insurers

11/12/2019
Item 13.05

 

DDE

 

Apr-20

Coast, Estuary and Floodplain Sub-Committee - Membership

11/12/2019
Item 13.07

 

DDE

 

Apr-20

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
Feb-20

May-20

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
Feb-20

May-20

T-19-38 Supply and Delivery of Electrical Goods

16/10/2019
Item 15.01

Still negotiating

DI

1/12/2019
Feb-20

May-20

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

Jun-20

Canal Maintenance

18/10/17
Item 12.04

Works delayed 18mths.

DI

FY2018/2019

Jun-20

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

1/12/2019
Feb-20

Jun-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

Update on Site Specific Planning Proposal Requests

11/12/2019
Item 13.10

 

DDE

 

Jun-20

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

20/06/18
Item 14.05

On hold as per GM advice

DSG

Mar-20

Jul-20

Long Term Energy Strategy - suitable sites

20/11/19
Item 13.05

 

DDE

 

Jul-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

Markets Policy - Review

11/12/2019
Item 12.02

 

DSG

 

Dec-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)

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

15/08/18
Item 12.04

Advice from proponent development has been withdrawn

DE

Sep-18
Oct-18
Feb-19
Apr-19
May-19
Jul-19
Sep-19
Nov-19
Feb-20

Remove

Ocean Drive Duplication - Outcomes of RMD Review

18/09/19
Item 13.09

 

DI

 

TBA

Land Acquisition Required as Part of the Long Flat Sewer Scheme - post exhibition

20/11/19
Item 13.13

Awaiting completion of required processes prior to exhibition.

DDE

Feb-20

TBA

 

Cyclic Reports

 

Report

Reporting Officer

Reporting Cycle

Month

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

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

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

Council Policy - Status

DCP

Annually

Jul

Recreation Action Plan – Status

DDE

Annually

Jul

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

DSG

Annually

Jul

Local Preference Policy Outcomes

DCP

Annually

Aug

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

DSG

Annually

Sep

Council Meeting Dates

GM

Annually

Sep

Creation of Office - Deputy Mayor

GM

Annually

Sep

Audit Committee Annual Report

DCP

Annually

Sep

Annual Report of Disability Discrimination Act Action Plan

DSG

Annually

Sep

Legislative Compliance Register

DCP

Annually

Sep

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

DSG

Annually

Sep

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

DDE

Annually

Sep

Annual Disclosure of Interest Returns

GM

Annually

Oct

Council’s Annual Report

DCP

Annually

Nov

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

DCP

Annually

Nov

Performance of Property Investment Portfolio 6-Monthly
(20/11/19 - Item 10.17)

DSG

Annually

Nov

Compliments and Complaints Annual Report

DSG

Annually

Dec

Code of Conduct Complaints Annual Report

DCP

Annually

Dec

 

 

Attachments

Nil

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.02

 

Subject:     General Manager's Performance Review Panel 2019-2020

Presented by:  General Manager, Craig Swift-McNair

 

 

Alignment with Delivery Program

 

1.3.1 Provide effective leadership and equity.

 

 

 

RECOMMENDATION

 

That Council:

1.       Determine the composition of the General Manager’s Performance Review Panel for the 2019-2020 period to consist of the Mayor, Deputy Mayor, Councillor Peter Alley (nominated by Council) and Councillor Lee Dixon, (nominated by the General Manager).

2.       Delegate to the General Manager’s Performance Review Panel:

a)      The whole process of performance management, including discussions about performance and performance reviews for the 2019-2020 period.

b)      The reporting to Council of findings and recommendations of reviews for the 2019-2020 period and any actions that should be taken.

c)      The determination of any new performance agreement for the period 2020-2021.

3.       Note that a new General Manager Performance Review Panel will be required to be established following the September 2020 Local Government elections.

 

Executive Summary

 

The purpose of this report is to appoint Councillors as members of the General Manager’s Performance Review Panel for the period 2019-2020.

 

Discussion

 

At the 20 March 2019 Council meeting, Council resolved the following:

 

09.01 GENERAL MANAGER'S PERFORMANCE PANEL

 

RESOLVED: Intemann/Dixon

That Council:

1.       Determine the composition of the General Manager’s Performance Review Panel for the 2018-2019 period to consist of the Mayor, Deputy Mayor, one (1) Councillor nominated by Council and one (1) Councillor nominated by the General Manager.

2.       Appoint Councillor Peter Alley as the Councillor nominated by the Council to the General Manager’s Performance Review Panel for the 2018-2019 period.

3.       Note that Councillor Lee Dixon is the General Manager’s nominated Councillor on the General Manager’s Performance Review Panel for the 2018- 2019 period.

4.       Delegate to the General Manager’s Performance Review Panel:

a)      The whole process of performance management, including discussions about performance and performance reviews for the 2018-2019 period.

b)      The reporting to Council of findings and recommendations of reviews for the 2018-2019 period and any actions that should be taken.

c)      The determination of any new performance agreement for the period 2019-2020.

d)      Note that the General Manager performance plan for 2018-2019 will run from 1 February 2019 to 30 June 2019.

CARRIED: 9/0

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

AGAINST: Nil

In line with resolutions, 4 a), b) and c) from the above-mentioned Council resolution, the General Manager’s Performance Review Panel undertook a review of the General Manager’s 2018-2019 performance on Wednesday, 28 August 2019. Subsequently, a report relating to the General Manager’s performance was tabled at the 18 September 2019 Council meeting.

 

In line with the above-mentioned 20 March 2019 Council resolution, the members of the General Manager’s Performance Review Panel (being Mayor Pinson, Deputy Mayor Intemann and Councillors Alley and Dixon) have fulfilled the requirements of their role as panel members. In light of this, it is now time for Council to appoint the General Manager’s Performance Review Panel to undertake the annual review of the 2019-2020 General Manager performance and oversee the determination of the 2020-2021 General Manager performance agreement.

 

In the normal course of events, Council would now be giving consideration to revised membership of the General Manager’s Performance Review Panel as we enter into the development phase of the General Manager’s performance agreement for 2020-2021. However; in light of the fact that local government elections are taking place in September 2020 and the annual review of the General Manager’s performance for 2019-2020 will need to take place during July / August 2020, it is considered appropriate to request Council to give consideration to reappointing the existing General Manager Performance Panel members for the above-mentioned tasks and as per the recommendations as included in this report.

 

It should be noted that a 2019-2020 mid-year interim review of the General Manager’s performance against the adopted General Manager Performance Agreement was undertaken on 11 February 2020. This review included members of the General Manager’s Performance Panel, the General Manager and was facilitated by Mr. Chris Rose from Blackadder Associates.

 

As detailed in Clause 4 of the Office of Local Governments (OLG) Guidelines for the Appointment and Oversight of General Managers, interim performance reviews can be undertaken as required, noting that interim reviews are not required to be reported to Council, unlike the annual review which is required to be tabled at a Council meeting following the completion of the review.

 

Please note that a new General Manager Performance Review Panel will be required to be established following the September 2020 local government elections.

 

Options

 

Council has the option of resolving in line with the recommendations included in this report or may choose to resolve in some other manner.

 

Community Engagement & Internal Consultation

 

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

 

Internal consultation has taken place with Mayor Peta Pinson, Deputy Mayor Lisa Intemann, Councillor Peter Alley and Councillor Lee Dixon.

 

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

 

Nil

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.03

 

Subject:     Mayoral Discretionary Fund Allocations - 28 November 2019 to 5 February 2020

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 28 November 2019 to 5 February 2020 inclusive.

 

Executive Summary

 

To advise of the allocations made by the Mayor from the Mayoral Discretionary Fund for the period 28 November 2019 to 5 February 2020 inclusive.

 

Discussion

 

The following allocations have been made by the Mayor since the last report to Council:

 

Floral bouquet for the family of the late Sylvia Arnett

$70.00

 

 

 

$70.00

 

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

19/02/2020

 

 

Item:          10.04

 

Subject:     Report on 2019 National Local Roads and Transport Congress

Presented by:  General Manager, Craig Swift-McNair

 

 

Alignment with Delivery Program

 

1.3.1 Provide effective leadership and equity.

 

 

RECOMMENDATION

 

That Council:

1.    Note the report from Councillor Sharon Griffiths on the 2019 National Local Roads and Transport Congress.

2.    Give future consideration to the benefits, equity and impacts of technology and infrastructure development on the community.

Executive Summary

 

As per Council’s adopted Payment of Expenses & Provision of Facilities to Councillors policy, the Mayor and Councillors must report in writing, in an open session of a Council Meeting, on the outcome of any conference or similar event attended.

 

In accordance with the above, the purpose of this report is to table a report from Councillor Sharon Griffiths on her attendance at the 2019 National Local Road and Transport Congress held in Hahndorf, South Australia, from 18 to 20 November 2019.

 

Discussion

 

Councillor Sharon Griffiths attended the 2019 National Local Roads and Transport Congress in Hahndorf, South Australia.  Councillor Griffiths is the current Chair of the Roads & Transport Infrastructure Portfolio.

 

Councillor Griffiths has provided a report on the National Congress which provides further details around the key issues covered at the Congress.  A copy of the report is attached for the information of Council.

 

Options

 

Council can choose to resolve in line with the recommendation included in this report or resolve in some other manner.

 

Community Engagement & Internal Consultation

 

There has been no community engagement as a result of this report.

 

Councillor Griffiths has provided a report on her attendance at the Congress, as per Council’s policy, which is attached to this report.

 

Planning & Policy Implications

 

There are no planning and policy implications in relation to this report.  Attendance at the Congress complies with the requirements of Council’s Payment of Expenses & Provision of Facilities to Councillors Policy and the Councillor Professional Development Policy.

 

Financial & Economic Implications

 

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

 

The cost for attendance by Councillor Griffiths at the Congress was approximately $2,165.00, which includes conference registration, flights, accommodation, transport and meals.

 

The 2019-2020 budget contains an allocation for expenses pertaining to conferences and out-of-pocket expenses for the Mayor and Councillors.  The attendance by Councillor Griffiths at the Congress was funded from within this budget allocation.

 

Attachments

 

1.    Report on 2019 National Local Roads and Transport Congress - Councillor Sharon Griffiths

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.05

 

Subject:     Report on Women in Local Government Leadership Masterclass

Presented by:  General Manager, Craig Swift-McNair

 

 

Alignment with Delivery Program

 

1.3.1 Provide effective leadership and equity.

 

 

 

RECOMMENDATION

 

That Council note the report from the Mayor on the Women in Local Government Leadership Masterclass.

 

Executive Summary

 

As per Council’s adopted Payment of Expenses and Provision of Facilities to Councillors policy, the Mayor and Councillors must report in writing, in an open session of a Council Meeting, on the outcome of any conference or similar event attended.

 

In accordance with the above, the purpose of this report is to table a report from Mayor Pinson on her attendance at the Women in Local Government Leadership Masterclass held in Sydney on 2 and 3 December 2019.

 

Discussion

 

The Mayor attended the Women in Local Government Leadership Masterclass held in Sydney in early December 2019 as a professional development opportunity.

 

The Mayor has provided a report on the Masterclass, which provides further details around the key issues covered over the two days.  A copy of the report is attached for the information of Council.

 

Options

 

Council can choose to resolve in line with the recommendation included in this report or resolve in some other manner.

 

Community Engagement & Internal Consultation

 

There has been no community engagement as a result of this report.

 

Mayor Pinson has provided a report on her attendance at the Masterclass, as per Council’s policy, which is attached to this report.

 

Planning & Policy Implications

 

There are no planning and policy implications associated with this report. Attendance at this Masterclass complies with the requirements of Council’s Payment of Expenses and Provision of Facilities to Councillors Policy and the Councillor Professional Development Policy.

 

Financial & Economic Implications

 

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

 

The cost for attendance by the Mayor at the Masterclass was approximately $2,957.92, which includes conference registration, flights, accommodation, transport, parking and meals.

 

The 2019-2020 budget contains an allocation for expenses pertaining to conferences and out-of-pocket expenses for the Mayor and Councillors. The attendance by the Mayor at the Masterclass was funded from within this budget allocation.

 

Attachments

 

1.    Report on Attendance at Women in Local Govt Leadership Masterclass 2019 12 02 - Mayor Peta Pinson

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.06

 

Subject:     Request for Change of Dates for Leave of Absence - Mayor Peta Pinson

Presented by:  General Manager, Craig Swift-McNair

 

 

Alignment with Delivery Program

 

1.3.1 Provide effective leadership and equity.

 

 

RECOMMENDATION

 

That Council:

1.    Amend the leave of absence for Mayor Pinson as approved in December 2019 and grant leave of absence for Mayor Peta Pinson for the period 21 February 2020 to 1 March 2020 inclusive.

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

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

Executive Summary

 

Council has received a revised request for leave of absence from Mayor Pinson.

 

The Mayor has advised of a change to her leave of absence adopted at the Ordinary Council Meeting on 11 December 2019 from Thursday, 20 February to Sunday, 1 March 2020 inclusive to Friday, 21 February to 1 March 2020 inclusive.

 

This report is submitted to Council to adopt the revised Mayor’s leave of absence and the period that the Deputy Mayor will perform duties and receive the Mayoral allowance.

 

Discussion

 

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

 

The Mayor has requested leave of absence from Friday, 21 February 2020 (instead of Thursday, 20 February 2020) to Sunday, 1 March 2020 inclusive.

 

Council adopted the original leave of absence at the Ordinary Council Meeting held in December 2019 and also that the Deputy Mayor would perform all duties of the Mayor and allocate the Mayoral allowance during the period 20 February to 1 March 2020 inclusive.

 

This report is submitted to formalise the Mayor’s revised leave of absence dates and the time period that the Deputy Mayor will perform all duties of the Mayor and remuneration.

 

Options

 

Council can adopt the recommendation as included in this report or resolve in some other manner.

 

Community Engagement and Internal Consultation

 

There has been internal consultation on this matter with the General Manager and the Group Manager Governance.

 

Planning and Policy Implications

 

The Mayor’s request conforms to Clause 235A of Local Government (General) Regulation 2005.

 

Financial and Economic Implications

 

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

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.07

 

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 December 2019.

 

Discussion

 

At the July 2018 Ordinary Council meeting, Council resolved:

 

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.

 

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:

 

That Council:

1.       Note the information in the Legal Fees report.

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

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 December 2019.

 

The attachment titled "Legal matters greater than $10,000 2019/2020 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

 

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

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.08

 

Subject:     Estimated Cost to Conduct a Constitutional Referendum

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 Estimated Cost to Conduct a Constitutional Referendum report.

Executive Summary

 

At the Ordinary Council held February 2019, Council 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

 

It was further resolved by Council in November 2019 to note the estimated costs of $659,461 inclusive of GST to conduct the 2020 Local Government Election in line with Resolution 2 above. At the time, Council did not have an estimate for the estimates to administer a constitutional referendum.

 

This report completes the requirements of resolution 2 of the February 2019 meeting and provides cost estimates to conduct a constitutional referendum in conjunction with the 2020 Local Government Election.

 

Discussion

 

Constitutional referendums are required to undertake certain functions under the Local Government Act such as a change to Councillor numbers or how a Mayor is elected. They are usually held in conjunction with Local Government elections to reduce costs. The outcomes of Constitutional referendums are binding upon Council.

 

The cost of conducting a constitutional referendum is quite often an estimate as it is based on the number of questions asked and other contributing factors such as number of electors, number of polling booths, etc.

 

Council has been advised verbally in February 2020 that the estimated cost of conducting a constitutional referendum is approximately 10% of the cost of conducting an ordinary election. In this case, the estimate would be approximately $66,000 inclusive of GST for a single question referendum. This increases at a lower rate for each additional question asked as part of the referendum.

 

Options

 

This report is for information only.

 

Community Engagement & Internal Consultation

 

·    General Manager

·    Director Corporate Performance

·    NSW Electoral Commission.

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

Council has not resolved to conduct a constitutional referendum at the 2020 Local Government elections however should a constitutional referendum be held, funds have not been allocated in the 2020/2021 budget for this to occur.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

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:

1.       Determine that the following positions become a Designated Person pursuant to the provisions of section 441 of the Local Government Act 1993:

a)      Group Manager Community Engagement.

b)      Group Manager Customer Experience and Communications.

c)      Group Manager Economic and Cultural Development.

d)      Group Manager Governance.

e)      Group Manager Infrastructure Operations.

f)       Group Manager Infrastructure Planning.

g)      Group Manager Land Use Planning.

h)      Group Manager Project Delivery.

i)       Group Manager Recreation, Property and Buildings.

j)       Group Manager Regulatory and Environment Services.

k)      Group Manager Strategy.

2.       Endorse the following positions be removed from the Designated Positions within Council:

a)      Group Manager Assets and Systems.

b)      Group Manager Economic Development.

c)      Group Manager Environmental Services.

d)      Group Manager Governance and Procurement.

e)      Group Manager Infrastructure Delivery.

f)       Group Manager Place Making.

g)      Group Manager Recreation and Buildings.

h)      Group Manager Strategic Planning.

i)       Group Manager Transport and Stormwater Network.

j)       Group Manager Water and Sewer.

k)      Group Manager Regulatory Services.

 

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:

 

·    Group Manager Community Engagement.

·    Group Manager Customer Experience and Communications.

·    Group Manager Economic and Cultural Development.

·    Group Manager Governance.

·    Group Manager Infrastructure Planning.

·    Group Manager Infrastructure Operations.

·    Group Manager Land Use Planning.

·    Group Manager Project Delivery.

·    Group Manager Recreation, Property and Buildings.

·    Group Manager Regulatory and Environment Services.

·    Group Manager Strategy.

 

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. Many of these positions previously existed in the organisational structure however they were renamed during an organisational restructure in 2019.

 

As a result of the organisational restructure in 2019 and the related renaming of a number of positions the following positions should be removed from the existing list of Designated Positions within Council:

 

·    Group Manager Assets and Systems.

·    Group Manager Economic Development.

·    Group Manager Environmental Services.

·    Group Manager Governance and Procurement.

·    Group Manager Infrastructure Delivery.

·    Group Manager Place Making.

·    Group Manager Recreation and Buildings.

·    Group Manager Strategic Planning.

·    Group Manager Transport and Stormwater Network.

·    Group Manager Water and Sewer.

·    Group Manager Regulatory Services.

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.

Planning & Policy Implications

There are no planning or policy implications.

Financial & Economic Implications

There are no financial or economic implications.

 

Attachments

Nil

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.10

 

Subject:     Disclosure of Interest Return

Presented by: Corporate Performance, Rebecca Olsen

 

Alignment with Delivery Program

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

 

 

 

RECOMMENDATION

That Council note the Disclosure of Interest returns for the following positions:

1.       Environmental Planner.

2.       Group Manager Financial Services.

 

Executive Summary

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

Discussion

 

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

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

 

1.      Environmental Planner.

2.      Group Manager Financial Services.

 

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

 

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

 

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

Options

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.

·    General Manager.

·    Environmental 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

19/02/2020

 

 

Item:          10.11

 

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

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

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

 

 

RECOMMENDATION

 

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

 

-     Debbie Archer (Group Manager Regulatory and Environment Services).

 

Executive Summary

 

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

 

Discussion

 

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

 

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

 

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

 

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

 

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

 

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

 

Options

 

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

 

Community Engagement & Internal Consultation

 

Community Engagement

 

Nil.

 

Internal Consultation

 

·    Director Development and Environment.

·    Group Manager Governance.

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

There are no financial or economic implications.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.12

 

Subject:     Glasshouse Biannual Report and Update on Strategic Plan Recommendations

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.5.3 Develop, manage and maintain Council Business Units through effective commercial management.

 

 

 

RECOMMENDATION

 

That Council note the information provided in the Glasshouse Biannual Report and Update on Strategic Plan Recommendations report.

 

Executive Summary

 

This report provides details of the Glasshouse finances for the 2019-2020 financial year as at 31 December 2019, including the updated status of Glasshouse loan balances.

 

The Report also provides an update on progress achieved against the Recommendations identified in the Glasshouse Strategic Plan 2014 - 2017 (noting that the draft Glasshouse Plan 2020-2022 is currently on public exhibition until 21 February 2020).

 

Discussion

 

Background

 

At the Ordinary Council Meeting held on 15 February 2017, Council resolved to replace quarterly Glasshouse reporting to Council with six monthly reporting in February and August each year detailing key performance measures and financial information for the previous financial year period:

 

09.14 REVIEW OF SELECT COUNCIL COMMITTEES

Mr Malcolm Merrick, representing the Port Macquarie Tacking Point Lions Club Inc., addressed Council in support of the recommendation and answered questions from Councillors.

RESOLVED: Turner/Cusato

1. Establish a new Steering Group called the ‘Cultural Steering Group’.

2. Adopt the Cultural Steering Group Charter as included in this Review of Select Council Committees report.

3. Seek Expressions of Interest (EOI) for members of the Cultural Steering Group, with the results of the EOI to be reported to the 19 April 2017 Ordinary Meeting of Council.

4. Work with members of the following existing Council Committees to transition them into working groups with objectives, actions and reporting lines to the Cultural Steering Group:

a) Port Macquarie-Handa Sister City Sub-committee.

b) Australia Day Sub-committee.

c) Port Macquarie-Hastings Youth Advisory Committee.

5. Work with Heritage, Arts and Cultural Priorities Advisory Group to transition it into the Cultural Steering Group.

6. Replace quarterly Glasshouse reporting to Council with six monthly reporting in February and August each year detailing key performance measures and financial information for the previous financial year period.

CARRIED: 7/2

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

AGAINST: Griffiths and Hawkins

 

Accordingly, this report provides:

·    details of the Glasshouse finances for the 2019-2020 financial year as at 31 December 2019, including the updated status of Glasshouse loan balances; and

·    an update on progress achieved against the Recommendations identified in the Glasshouse Strategic Plan 2014 - 2017 (noting that the draft Glasshouse Plan 2020-2022 is currently on public exhibition until 21 February 2020).

 

Glasshouse Finances

 

The December review and attached report present the financial performance of the Glasshouse Venue for the second quarter of the 2019 - 2020 financial year (1 October 2019 to 31 December 2019) and the financial year to date (1 July 2019 to 31 December 2019).

 

The commentary in this report refers to the operating deficit/shortfall (before interest and depreciation).  The attached quarterly Financial Statement also shows the operating deficit/shortfall after interest and depreciation. Over time, loan interest expense will decrease as loans are repaid. Depreciation is subject to revaluations. These expense items may distort the overall result when comparing with the previous financial year period hence why the commentary refers to the operating result before interest and depreciation.

 

The operating deficit for the financial year to date (before interest and depreciation) is a deficit/shortfall of $1,344,998 against a budget of $1,210,356, hence tracking $134,642 over budget. Actual results were similar for the same period in the prior year (1 July 2018 to 31 December 2018) with an operating deficit/shortfall of $1,145,637, hence an increase of 5% when compared to the previous year.

 

It should be noted that being a venue, income patterns can be subject to market forces, availability (and timing) of product in the market-place and seasonality. 

 

Of note in this 6 month period:

 

·    Whilst the number of events is similar to last year, the composition and timing of events and programming is different (eg Archibald exhibition in 2018);

·    Some one-off maintenance costs have been incurred eg fire protection and fly-tower system maintenance;

·    Timing of electricity payments;

·    Timing of revenue flows which should be corrected in the 3rd quarter; and

·    Glasshouse 10th Birthday community events expense incurred in this period.

 

Income and expenditure for the January - June 2020 period will continue to be monitored closely with adjustments made as necessary to manage the year-end budget position.

 

The operating deficit (before interest & depreciation) can also be represented as follows:

 

Glasshouse Operating Deficit by Activity - to 31 December 2019:

 

 

Management

Back of House

Front of House

Community

Commercial

Cultural

Total

Operating Income

-

-

-

3,055

768,908

123,369

895,332

Operating Expenditure (Before Council Overheads)

105,895

579,904

300,613

67,635

502,112

429,112

1,985,270

Council Overheads

58,664

20,405

43,360

12,753

30,607

89,271

255,060

Net Operating Surplus (Deficit)

(164,559)

(600,309)

(343,973)

(77,333)

236,189

(395,014)

(1,344,998)

 

Management, Back of House and Front of House provide internal support functions for Community, Commercial and Cultural activities. Community and Cultural functions also hire space from the Commercial function to derive actual costs of delivering community and cultural functions within the Glasshouse overall function. When the costs of these internal support functions are distributed, the operating surplus (deficit) can be represented as follows:

 

Glasshouse Operating Deficit by Activity (after internal adjustments) - to 31 December 2019:

 

 

Management

Back of House

Front of House

Community

Commercial

Cultural

Total

Net Operating Deficit (from the above table)

(164,559)

(600,309)

(343,973)

(77,333)

236,189

(395,014)

(1,344,998)

Internal Overhead Distribution

164,559

600,309

343,973

(418,235)

68,573

(759,178)

-

Net Operating  Surplus (Deficit) (after internal adjustments and transfers)

-

-

-

(495,568)

304,762

(1,154,192)

(1,344,998)

 

Glasshouse Loan Balances

 

Loan borrowings assisted in the funding of the Glasshouse at the time of construction. Of the total cost, $27,975,954 was sourced through loan borrowings that are repaid through Council general revenue. It should be noted that there was also $10,873,801 sourced through loan borrowings that are paid from the S94 restricted asset for community facilities. Councils often use borrowing as a way to fund additional infrastructure whilst maintaining intergenerational equity outcomes.

 

The outstanding balance of the borrowings that are repaid through general revenue, as at 31 December 2019, is $10,950,746. This demonstrates that over $17 million has already been repaid, with loans expected to be repaid by 2027.

 

Glasshouse Strategic Plan Recommendations

 

The Glasshouse Strategic Plan 2014 - 2017 was adopted by Council at the Ordinary Council Meeting held on 16 July 2014 to provide a greater commercial focus in the operation of the venue across four key outcome areas: ensuring good governance; developing successful partnerships; enhancing utilisation and visitation; and promoting viability.

 

Significant progress has been achieved since July 2014 with regard to the implementation of the strategic direction outlined in the Plan with some specific outcomes discussed below.

 

It is noted that the recommendations and corresponding actions arising from the Strategic Plan have now been completed and/or are continuing to guide day-to-day operations as part of “business as usual” activities.

 

Council’s Operational Plan 2018 – 2019 included an action to review and update the Glasshouse Strategic Plan (OP 1.5.3.2).  At the Ordinary Council Meeting held on 16 August 2017, Council resolved as below:

 

09.15 GLASSHOUSE END OF FINANCIAL YEAR REPORT AND UPDATE ON STRATEGIC PLAN RECOMMENDATIONS

RESOLVED: Turner/Hawkins

That Council:

1. Note the information provided in the Glasshouse End of Financial Year Report and Update on Strategic Plan Recommendations Report.

2. Note that the Glasshouse Strategic Plan will not be current past 2017.

3. Request the Cultural Steering Group provide recommendations to Council for the renewal of the Glasshouse Strategic Plan and associated KPI's as part of its review of Council's Cultural Plan.

CARRIED: 9/0

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

AGAINST: Nil

 

Further to Resolution 3 above, following consultation with Council’s Cultural Steering Group and Councillors, a draft Glasshouse Plan 2020-2022 has now been developed to guide the future strategic direction of the venue.  The draft Plan is currently on public exhibition until 21 February 2020.

 

1.2     Review management and reporting systems to support effective decision-making

 

The following table includes the following Key Performance Indicator (KPI) data associated with Glasshouse utilisation and occupancy rates (noting that the results are reported to 31 December 2019):

 

Performance Indicator

2016-17

Actual

2017-18

Actual

2018-19

Actual

2019-20

Actual

Key Outcome 3: Enhancing Utilisation and Visitation

Implement targeted marketing and sales strategies to enhance utilisation, increase event visitation and maximise commercial outcomes

Jul-Dec

Jul-Dec

Jul-Dec

Jul-Dec

Visitation (Glasshouse)

131,639

140,825

143,560

141,849

Visitation (Gallery)

26,182

24,541

29,110

22,124

Visitation (website)

64,427

82,287

87,801

98,351

Utilisation (%) (theatre)

47%

53%

48%

51%

Utilisation (%) (studio)

27%

37%

33%

52%

Utilisation (%) (meeting rooms)

45%

54%

50%

38%

Average attendance (%) (theatre)

66%

74%

68%

66%

Average attendance (%) (studio)

75%

65%

81%

58%

Number of tickets processed

36,644

38,455

43,725

42,738

Percentage of tickets sold online

27%

35%

33%

45%

 

The July - December KPI results reflect a slight downturn in visitation during the period, but otherwise generally consistent performance year on year, noting that results can fluctuate year to year depending on the timing of particular events and the type and composition of venue hire.

 

Key events and activities at the Glasshouse during the past 6 months have included (listed by relevant Cultural Plan 2018-2021 / draft Glasshouse Plan 2020-2022 Actions):

 

Venues and spaces

 

·    Hosted 82 “non-ticketed” events such as conferences, meetings and expos with over 9,000 attendees, including Luminosity 2019, Australasian Historical Society Conference 2019, CSU Graduation 2019;

 

·    finalised installation of the new retractable seating in the Studio following the awarding of $128k in grant funding from the State Government Regional Cultural Fund - the new retractable seating improves patron comfort and safety, increases the seating capacity from 100 to 116 seats, and improves the flexibility of the Studio space for a variety of event types;

 

Showcase programs

 

·    presented 10 productions as part of the 2019 Performing Arts Season; including performances by Bell Shakespeare, The Melbourne International Comedy Festival, musical theatre and The Manhattan Short Film Festival;

 

·    presented 7 exhibitions in the Regional Gallery, including touring exhibitions from The Museum of Contemporary Art and the Australian War Memorial;

 

·    hosted 3 performances and supporting educational workshops of A Gala Night at the Ballet, a locally-developed performing arts product as part of the 2019 Season and Education Program;

 

·    hosted 65 commercial hire (theatre / studio) events, presented by commercial promoters, across all genres comedy, drama, dance, musical theatre, classical music and tribute shows with over 30,000 tickets sold;

 

·    delivered box office ticketing services for 42 performances and events external to the Glasshouse including FOTSUN, Players Theatre and Hastings Choristers;

 

·    launched the 2020 “Glasshouse Select” Season on Thursday 30 January 2020 to a full house of Glasshouse Members and guests;

 

Professional development opportunities

 

·    applications opened for Northern Exposure 6, inviting local artists to be part of the biennial Mid North Coast exhibition showcase;

 

·    the Artist in Residence Program welcomed Asher Milgate, and Laura Jones who will be exhibiting in the Glasshouse Regional Gallery in 2020;

 

·    Hosted the John Bell scholarship auditions and Regional Access Workshops, which were presented by Bell Shakespeare for students who are interested in drama and  wish to pursue a career as a performer;

 

Inclusive programs and events

 

·    presented 5 performances as part of the 2019 Education Program including The Twits by Roald Dahl and Much Ado about Nothing by William Shakespeare;

 

·    delivered a range of supporting workshops in conjunction with the 2019 Education Program including; Taikoz drumming workshops, dance workshops for students with special needs, classical ballet masterclasses, flute masterclasses, workshops for teachers and student in contemporary aboriginal art;

 

·    launched the 2020 Education Program in November to around 90 educators with over 5,300 tickets booked to date by 24 schools;

 

·    delivered a range of Gallery Public Programmes including: film screenings, artist and curator talks, drawing classes, design workshops for kids, craft workshops for adults and children, a Makers Market showcasing local artists and crafters and accessible art tours with attendance of over 2,300 people;

 

Community-based and community-led programs

 

·    hosted 30 community events, presented by tertiary educational institutions, schools, charities and non for profit groups including performances, dance festivals, graduations, training days, free concerts, school speech nights and fundraising events;

 

Collaborative partnerships

 

·    continued to develop a number of corporate partnerships / sponsorships consistent with the Glasshouse Marketing and Sales Plan to support the delivery of cultural programs, including the Glasshouse Founding Sponsors, Create NSW and a number of regional / local organisations and businesses;

 

·    at the end of the 2019 Membership Season (30 November), there were 1,272 Glasshouse Members. This level of membership far exceeds the patron participation results achieved by other similar NSW venues.

 

·    as at 31 January 2020 there were already over 800 Glasshouse Members registered for the 2020 Season;

 

Funding

 

·    received a further $70,000 in annual grant funding support for the 2020 Regional Gallery Program, from the State Government Create NSW Arts and Cultural Funding Program.

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

The information provided in this report has been reviewed by Council staff.

 

At the Ordinary Council Meeting held on 11 December 2019, Council considered a report on the draft Glasshouse Plan 2020-2022 and resolved: 

 

10.10 DRAFT GLASSHOUSE PLAN 2020 - 2022

RESOLVED: Intemann/Turner

That Council:

1. Note the draft Glasshouse Plan 2020-2022 as detailed in this report.

2. Place the draft Glasshouse Plan 2020-2022 on public exhibition for a minimum period of 28 days, from 24 January 2020 to 21 February 2020.

3. Note that a further report will be tabled at the March 2020 meeting of Council, detailing the submissions received during the exhibition period.

CARRIED: 7/0

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

AGAINST: Nil

 

In accordance with Resolutions 2 and 3 above, the draft Glasshouse Plan 2020-2022 is now on public exhibition until 21 February 2020.  A further report will be tabled at the 18 March 2020 meeting of Council, detailing the submissions received during the exhibition period.

 

Planning & Policy Implications

 

This report is consistent with the key outcomes, recommendations and governance and reporting arrangements identified in the adopted Glasshouse Strategic Plan 2014 - 2017.

 

As outlined above, the draft Glasshouse Plan 2020-2022 is currently on public exhibition until 21 February 2020.

 

Financial & Economic Implications

 

At the Ordinary Council Meeting held on 19 June 2013, Council resolved to develop a Glasshouse Strategic Plan to provide a greater commercial focus in the future operation of the venue.

 

The Glasshouse Strategic Plan 2014 – 2017 was subsequently developed in conjunction with the Glasshouse Sub-Committee, and adopted by Council at the Ordinary Council Meeting held on 16 July 2014.

 

The draft Glasshouse Plan 2020-2022 aims to continue the adopted strategic direction of Council, being to apply a commercial focus in the operation of the venue, while continuing to enhance utilisation, visitation and participation and ensuring the delivery of high quality cultural, community and commercial experiences for our community.

 

Attachments

 

1.    Glasshouse Financial Statement December 2019

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.13

 

Subject:     Digital Technology Project Status

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

1.4.1 Provide efficient technology and inclusive digital systems that are easy to use and easy to access.

 

 

RECOMMENDATION

 

That Council note the information in the Digital Technology Project Status report and the progress made to date.

Executive Summary

At the Ordinary Council Meeting held 16 August 2017, Council resolved:

09.18 NOTICE OF MOTION – ICT STRATEGY

RESOLVED: Hawkins/Alley That Council:

1.       Request the General Manager provide a further update to the October 2017 meeting on the ongoing implementation of Council’s ICT Strategy, with a particular emphasis on the expected flow of efficiency benefits to Council’s operations in the remainder of the current term of this Council.

2.       Noting that other new significant Council Strategies, such as the EDSG are updated six monthly, request the General Manager provide further updates on progress made and efficiencies gained at regular 6 monthly intervals in February and August of each calendar year until (and including) August 2020.

Carried: 9/0

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

Against: Nil

 

In line with resolution 2 above, this report presents a progress report with an overview of the recent completion of Councils ICT Renewal program.

 

Discussion

 

Background

 

Commencing in 2016 and finalised in 2018, Council has completed a comprehensive ICT renewal across Council’s ICT infrastructure.

·   Aged legacy ICT infrastructure was upgraded

·   Cyber security risk posture has been improved through updated policy, process and security systems

·   Operating systems have been upgraded to Windows 10

·   Network infrastructure has been improved to increase effective access for council’s staff

·   Disaster recovery and data backup processes have been introduced to improve business continuity and resiliency to unexpected impacts to operations.

 

With completion of the ICT renewal program, a Digital Technology roadmap was developed which supports the ongoing commitment to meet delivery program objectives of providing efficient technology and inclusive digital systems that are easy to use and easy to access.

 

Projects Update – Steps taken to date

 

Bushfire Emergency Support:

 

As part of the whole of Council response to the Bushfire Emergency, the GIS team assisted the emergency operations team with specialist mapping activities. To support the impact assessment of the bushfires across the Local Government Area, continued assistance is being provided with maps and analysis of the burnt areas. Whilst not a planned activity as part of the Digital Roadmap, it was deemed a critical project.

 

Public Online Mapping:

 

In December 2018, a public a version of the mapping application was released which is accessible via:

 

https://www.pmhc.nsw.gov.au/Building-Planning/Industry-Resources/Online-mapping-of-underground-services.

 

Since the release of the online public mapping tool, requests for maps of these services received by Council staff have all but disappeared. The requests were averaging around 100 per month in 2018.

 

A program to roll-out additional mapping layers is underway with new content planned for the first half of 2020. The improvements planned will offer more data online for Community self-service.

 

Community Planning:

 

To improve the accessibility of information available to the Community, and their ability to engage in Community Planning activities, a Community Planning map has been online for over 6 months. This map shows the areas involved in the Community Engagement Program. It is enabled through the provision of maps for the Council - Community Action Team meetings and content for public consultation plans. Each site provides a brief description of the local area with a link to the “Have Your Say” webpage for that specific site.

 

Mid North Coast Libraries Map:

 

To support community members to access information on our libraries, a new interactive map to support the Mid North Coast Library Service showing the locations and opening hours of the libraries within the co-operative has been launched.

 

https://mnclibrary.org.au/about-us/our-branches-opening-hours/

 

Mobile Mapping Data Collection:


Council currently provide a number of mobile mapping solutions for streamlining and automating data collection in the field. Examples of those used on a daily basis are the Biosecurity and Koala Incidents field solutions.

 

Another solution, called Accessible Carparks, is in use by the Port Macquarie-Hastings Access Sub-Committee to document locations and details of disabled car parks. This forms part of an audit process, and assists in the planning and delivery of current and future needs of this service to the community.

The Sub-Committee members have completed their initial audit of almost 400 disabled car parks across the Local Government Area using the mobile data collection app.

Launched in June 2019, a recent addition to this suite of solutions is reviewing the Koala Food Trees planted as part of the environmental requirements for the development process. This work also forms part of an audit process and will inform how well this process is working and will continue to work into the future.

 

The GIS team have continued to develop a number of data collection tools, for use in the field, on mobile devices to support the Environmental Services Team’s projects including:

·    Koala Road Signage and Koala Road Strike assessment;

·    Flying Fox surveys; and

·    Management of Asset Protection Zones.

 

Additionally, the field application used by the Koala Hospital to record incidents has undergone a review and redesign resulting in an easier experience for the volunteers to record vital incident information, regarding koala activities.

 

Meeting Room AV Upgrades:

 

In May 2019 the Function and Committee rooms in Council Headquarters at Burrawan Street were upgraded with new audio visual conferencing facilities, allowing those unable to attend meetings in person the option to video conference in utilising Skype for Business. The improved audio and visual capability has enabled better collaboration with offsite staff, customers, vendors and councillors.

 

Using the learnings gained from the Function and Committee room upgrades, a review is underway for the audio visual technology required for the remaining meeting rooms. It is expected that the majority of meeting rooms will be upgraded by June 2020.

 

Digital Organisational Charts:

 

To facilitate and improve Council internal communications, a digital organisational chart solution has been implemented. The solution is easy to use and will assist Council employees in locating and contacting individuals quickly. The solution displays the entire Council structure allowing people to quickly drill down into a division, team or to an individual.  This change will reduce administration overhead when updates to the organisation charts and/or contact details is required.

 

UPS Upgrade:

 

To protect computers, IT equipment, telecommunications network and infrastructure against unexpected problems with the input power source, Council has 28 Uninterrupted Power Supply (UPS) systems located across a number of Council sites. It was identified that these systems were at end of life requiring an upgrade. Over the last eight months, all UPS systems, other than the Cairncross Weigh Bridge, have been upgraded. The Cairncross Weigh Bridge UPS upgrade will be finalised in March 2020.  This initiative is important in supporting the organisations continuity planning.

 

Civica Authority Upgrade:

 

An upgrade to Council ERP Civica Authority is planned for completion by end March 2020. This upgrade provides enhanced functionality to Council as well as being an enabler for other Digital projects, such as Procure to Pay.

 

Council Chambers Upgrade:

 

The adopted Code of Meeting Practice meant that Council must webcast its Council meetings from 14 December 2019. Additionally, the equipment was over 7 years old with reduced reliability.

 

The equipment was successfully upgraded in January 2020, meeting the Code of Meeting Practice requirements, and improved the audio experience for community members in attendance. The upgrade was scheduled to be available for the first Council meeting in February, however due to the need for the extraordinary meeting in January, the team successfully fast-tracked the implementation to make it available. The January Extraordinary Council meeting has now been posted on the Council website for community viewing.

 

Options

 

This is an information report.

 

Community Engagement & Internal Consultation

 

Internal consultation on the development of the Digital Technology Roadmap has be undertaken with:

 

-     Finance, Corporate Services, Information Technology portfolio councillors

-     Executive Management team

-     Senior Leadership team

-     Internal staff

 

Planning & Policy Implications

 

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

 

Financial & Economic Implications

 

The Digital Technology roadmap is currently funded through an approved allocation in the 2019/2020 Operational Plan (of $1,200,000) noting the allocation in the Carryover report from the 2018/2019 financial year.

 

The efficiencies delivered by the implementation of projects and initiatives is often difficult to quantify in terms of savings and ongoing work will occur to determine what may be able to be quantified in terms of specific projects as they are delivered.

 

Attachments

 

Nil

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.14

 

Subject:     2017-2021 Delivery Program and 2019-2020 Operational Plan - Six Monthly Progress Report as at 31 December 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 2017-2021 Delivery Program and 2019-2020 Operational Plan Six Monthly Progress Report as at 31 December 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.

 

Six monthly progress reports on the Delivery Program are a legislated requirement of the NSW Government’s Integrated Planning and Reporting Framework. Meeting the targets in the annual Operational Plan contributes to the overall achievement of the objectives outlined in the four year 2017-2021 Delivery Program.

 

Attachment 1 to this report provides details of actions that are experiencing delays in delivery against the 2019-2020 Operational Plan.

Attachment 2 to this report details each Operational Plan action, activity or project and seeks to provide concise and accurate commentary on progress. It shows the  alignment to the Delivery Program objectives and the Community Strategic Plan. 

 

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

 

Discussion

 

(a)   Overview - 2017-2021 Delivery Program and 2019-2020 Operational Plan – Six Monthly Progress Report as at 31 December 2019

 

The Operational Plan sets out the actions, activities 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 31 December 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

75

9

89%

Your Business and Industry

25

24

1

96%

Your Natural and Built Environment

178

148

30

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 31 December 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 intended outcome.

 

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 community engagement and concept plan scheduled for third quarter of 2019-2020

·    Scribbly Bark Reserve playground replacement has concept plan underway

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

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

·    Comboyne Small Town Sewerage Scheme provision of a centralised sewerage system has construction completion planned by mid 2020

·    Stormwater flood mitigation measures at Rodley Street Bonny Hills is ongoing with completion planned by early 2020

·    Dunbogan Bridge substructure rehabilitation work has construction works underway

 

Port Macquarie

·    Blair Reserve playground upgrade has detailed plan finalised and construction scheduled for third quarter of 2019-2020

·    Flynns Beach seawall upgrade and replacement is complete

·    Red Ochre new park development has planning commenced and community engagement and concept plan scheduled for third quarter of 2019-2020

·    Ruins Way new park development has planning and community engagement underway

·    Settlement Point Reserve playground replacement has detailed plan finalised and construction scheduled for the third quarter of 2019-2020

·    Stuart Park - Regional Sporting Precinct upgrades are progressing with the basketball court and landscaping, with the Port Macquarie off leash dog park area and playground complete. Building works for new amenities has designs complete and procurement underway

·    Town Beach Park playground replacement has the detailed plan finalised and construction planned for the third quarter of 2019-2020

·    Community consultation undertaken for site determination for the Port Macquarie Pool with Macquarie Park confirmed as preferred site. Project planning has now commenced

·    Port Macquarie Airport Terminal upgrade was completed in November 2019

·    Port Macquarie Airport - Parallel Taxiway Stage 1 has concept design finalised and the tender for environmental impact assessment awarded and the project has commenced

·    Port Macquarie Sewer Treatment Plant inlet replacement works has quotes being sought

·    The Ruins Way reconstruction works has preconstruction planning underway

·    Port Macquarie Coastal Walk upgrades has construction nearing completion for Stage 1 of the Charlie Upton section. Further construction works planned after in the new year 

 

Wauchope/Rural/surrounds

·    Hastings Regional Sporting Complex has design works progressing and ongoing

·    Reservoir Park playground replacement has the detailed plan finliased and construction scheduled for the third quarter of 2019-2020

·    Rocks Ferry Reserve playground upgrade has community engagement and concept plan scheduled for the third quarter 2019-2020

·    Bago Road pavement rehabilitation (Milligans Road to Bluewater Cres) has preconstruction planning underway and the project plan completed

·    Long Flat and Telegraph Point Small Town Sewerage Scheme provisions of a centralised sewerage system has construction completion planned for September 2020

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

 

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.

 

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

88

73

9

6

93%

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 415 Media releases, statements, alerts and announcements were issued.

·    Likes for the corporate Facebook page increased from 9,565 as at 30 September 2019 to 10,436 as at 31 December 2019, representing an increase of 9.09%.

·    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 31 December 2019 was 4,107, an increase from 4,041 as at 30 September 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 engagement commenced for the ‘Think 2050’ Community Strategic Plan with engagement ongoing throughout the third quarter of 2019- 2020

·    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

·    Community Plans for Bonny Hills, Pappinbarra and Comboyne/Byabarra were completed and endorsed by Council

·    Draft Community Plans for Lake Cathie, Telegraph Point, Kew/Kendall, Herons Creek/Lorne and Camden Haven were placed on public exhibition during the second quarter of 2019-2020

·    Community Plans are under development for North Shore, Wauchope, Hastings Hinterland and Beechwood/Pembroke

 

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

·    Development of a community engagement program has work continuing on the review of Council’s engagement strategy and policy

·    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 was produced with hard copies available at Council’s Customer Service Offices and Library branches across the region

·    The 2018-2019 Annual Report was 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. This includes 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 for the quarter was 196,143. Website page views was 358,220

 

Council Service: Governance

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

·    The October 2019 Ordinary Council meeting was held in Laurieton and the Ordinary Council Meeting for March 2020 is scheduled to be held in Wauchope

 

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 have attended Mid North Coast Joint Organisation (MNCJO) board meetings during the first half of 2019-2020

 

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

·    The annual report on Code of Conduct complaints was presented to the Ordinary Meeting of Council in December 2019

·    The 2018-2019 annual reports for Public Interest Disclosures (PID) and Government Information Public Access (GIPA) were submitted in line with required timeframes for the 2019-2020 period

·    The annual Disclosure of Interest Returns 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

·    The Insurance Risk Management Action Plan is under development

·    Formal GIPA requests have been managed and responded to within the legislative timeframes

 

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, some of which include development of an Equity and Diversity Strategy and review of a range of Human Resource policies

·    The Work, Health and Safety Strategy actions are being delivered with an external audit recently completed

·    The Learning and Development Strategy actions are being delivered with the Educational Assistance Policy recently reviewed and a new policy launched providing support for employees undertaking formal training programs 

 

Delivery Program Objective: 1.3.5 Build an engaged workforce

·    Planning for the Annual Employee Engagement Days are underway, with a working group being established. The engagement days are planned for May 2020

·    Planning for the next Annual Employee Engagement Survey is ongoing, with the next survey scheduled for February 2020

 

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 being undertaken in line with the Digital Technology Roadmap

 

Council Service: Business Improvement Office

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

·    Facilitation of business improvement processes across the organisation are ongoing with five service reviews currently in progress

·    Facilitation of the service review program has commenced, which has included working with the Development and Environment administration team to progress process improvements

 

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 37,799 calls were received through the Customer Call Centre, with 93% of calls answered within the service standard, exceeding the set target of 75%

·    Over 46,494 counter enquires were processed, and over 15,256 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 2018-2019 audited financial statements were lodged with the Office of Local Government in October 2019 in accordance with legislated timeframes

·    Investment reports tabled in accordance with required timelines

·    Monthly investment returns exceeded the benchmark

·    Financial reports tabled in accordance with required timelines

·    The Quarterly Budget Review Statement as at 30 September was presented to Council in November 2019 as scheduled

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

 

Council Service: Strategy (Land Use 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 has implementation of actions ongoing

·    Management and maintenance of plant and fleet is ongoing in accordance with the adopted program

·    Undertaking procurement activities in accordance with legislative requirements is ongoing

 

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 6% in comparison to the same period last year exceeding the 3% target

·    Operating revenue increased at the Environmental Laboratory by 29% in comparison to the same period last year exceeding the 3% target

·    The draft Glasshouse Plan 2020-2022 was presented to the Ordinary Council Meeting in December 2019 and is on public exhibition during January and February 2020

 

Council Service: Asset Management

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

·    The Property Investment Strategy update report was 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

84

70

5

9

89%

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 at Town, Flynns, Lighthouse, Lake Cathie, Rainbow and North Haven Beaches were delivered

·    The Lifeguard Education Program commenced in Term 4 in schools across the local government area. Over 3,868 students participated in the program

 

Council Service: Emergency Management

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

·    Support provided to the Emergency Operations Centre during the November 2019 fires across the Local Government Area

 

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:

137 pool inspections;

96 public health inspections;

279 on-site sewerage management system inspections;

33 fire safety inspections;

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

806 companion animal incidents were recorded.

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

·    The first round of community grants has been delivered for the first half of the 2019-2020, with the second round of Community Grants open from February to March 2020

·    The Draft Community Inclusion Plan was presented to Ordinary Council Meeting in November 2019 and was placed on public exhibition until late January 2020

 

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 the first adult change table with an overhead gantry hoist;

Installation of a wheelchair viewing platform at the Charlie Uptin Walk;

Installation of a wheelchair accessible picnic table at Kew playground;

Installation of two new disability carparks and a wheelchair friendly beach ramp as part of the Flynns Beach seawall upgrade and

Celebration of International Day of People with Disability.

 

Council Service: Recreation, Property and Buildings and Community Engagement

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 nearing completion;

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

Hastings River Recreational Boating Facility has detailed concept plans developed. Land acquisition discussions are ongoing with land owners;

Port Macquarie Coastal walk upgrade has construction of the Charlie Uptin Walk and Flagstaff Hill segments commenced with the Doctors Walk and Kenny Walk segments scheduled for 2020;

Port Macquarie off leash dog park at Stuarts Park is complete;

North Haven to Bonny Hills Coastal Walk has project planning commenced and

Port Macquarie Pool has community engagement undertaken and site selection process complete, with Macquarie Park confirmed as the preferred site. Project planning for detailed design process has commenced;

Wayne Richards Park - Stages 3 and 4 has detailed designs and approvals commenced. Concept plan developed for both stages, with environmental approvals process currently being confirmed.

 

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

Oxley Oval sporting infrastructure upgrade has construction of the  clubhouse commenced and upgrade of the electrical supply complete;

Port Macquarie Hastings Hockey Facility has the installation of lighting to Field 2 complete;

Port Macquarie Regional Sports Stadium has construction of new training field including lighting 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 has reconstruction commenced and installation of irrigation complete;

Blackbutt Park Wauchope has project planning commenced for furniture upgrades;

Kendall Sports Ground reserve upgrade has scope of works being confirmed and

Laurieton Sports Complex sports facility upgrade has project planning commenced.

·    Regional Master Planning for recreational facilities is ongoing:

Master Planning for Bain Park Wauchope had first round of community engagement finalised and the draft master plan being prepared and

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:

Mowing selected parks and reserves for Christmas holidays and events;

Sports field preparation for weekly fixtures of summer sports;

Preparing sites for events including markets and weddings etc;

Mowing of all Cemeteries for Christmas;

Sportsfield preparation for State Cup touch at the Regional Stadium and Tuffins Lane;

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

Inspection of all playgrounds with required maintenance and repairs;

Cleaning bin hides/bubblers across the local government area and

Upgrade of 200 metres of median strip in Lake Cathie.

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

·    The Playground equipment replacement program has planning commenced and construction planned for the third quarter for the following playgrounds, Blair Reserve, Reservoir Park, Scribbly Bark, Riverview Reserve, Rocks Ferry Reserve, Settlement Point reserve and Town Beach

·    The Recreational Walkway Replacement program is ongoing with planning commenced for the North Haven to Bonny Hills Walkway. Blair, Sandhurst and Harry’s Walkway replacements will have construction commenced in the third quarter of 2019-2020

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

·    The maintenance program for beaches was undertaken including detailed beach grooming at all high profile beaches

·    Rocks Ferry Reserve riverbank revetment extension works were completed. An additional scope of works to extend rock armouring is underway

·    The Public Amenities renewals program is ongoing with Short Street amenities complete. Pilot Beach amenities upgrade is planned for May 2020

·    Kew Community Park construction is complete

 

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, Property 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 Stage 1 of  Charlie Uptin section near complete. Further construction works to continue after the Christmas period

·    Flynns Beach upgrade to the sea wall has construction complete

·    Hastings Regional Sporting Complex construction has design works anticipated completion for early 2020. Construction works planning is currently being developed

·    Town Centre Master Plan improvements include the foreshore walkway priority projects preconstruction and includes detailed landscape designs, Geotechnical and Heritage reports complete. Detailed surveys complete. Fisherman’s Wharf under construction by Crown Lands

·    Port Macquarie Pool has had extensive community consultation undertaken to determine the preferred site location, with Macquarie Park confirmed, project planning of the aquatic facility now commenced

·    Mrs Yorks Garden has the concept plan finalised with works to be implemented by Friends of Mrs Yorks Garden

·    Lake Cathie Foreshore Reserve - Skate Park construction complete

·    New park facilities at Red Ochre and Ruins Way have planning commenced with community engagement and concept planning scheduled for the third quarter of 2019-2020

·    Stuart Park Regional Sporting Precinct works are continuing. The Off Leash Dog Park, playground and landscaping has been complete

·    Upgrades to the Tennis facility at Beechwood Tennis Courts had a grant funding application secured which was submitted by the Beechwood Tennis Club, this funding is in addition to Council’s co-contribution. Works anticipated to commence in early 2020

 

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 delivery ongoing

·    Library membership increased to 35,150 as at December 2019 compared to  33,450 for the same period last year

·    The Library Strategic Plan was adopted

·    The new Library webpage was 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;

Artwalk;

Countdown to Christmas;

Hastings Sports Awards and

Mayors Sporting Fund Golf Day.

 

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

·    Continuing to support community-led volunteer programs across the local government area, including the Graffiti Blasters Program

 

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 with actions including:

Local Heritage assistance grants given out to improve heritage listed buildings within the local government area;

Appointment of a Cultural Events co-ordinator to deliver bicentennial programs/activities including ArtWalk;

The draft Public Art Policy was presented to the Ordinary Council Meeting in December 2019 and placed on public exhibition and

The 2019-2021 Eat See Do tourism brochure features increased cultural products for promotion.

·    A range of performing arts events were presented at the Glasshouse some of which included:

For Country For Nation - Australian War Memorial; 

Symmetry of Nature - Beric Henderson;

Threaded Earth - Vana Ford and Kerry Wheelan and

Olsen and Ormandy.

·    A range of visual arts events were presented at the Glasshouse some of which included:

Sydney Comedy Festival - Manhatten;

Short Film Festival - Cheek to Cheek and

Evening Stars - Jane Rutter and Peter Cousens.

 

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

25

23

1

1

96%

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 with some actions including:

Adoption of the Health and Education Precinct Master Plan;

Completion of the Airport Terminal Upgrade;

Drafting the new Destination Management Plan;

Continued growth of ‘The Hub’ business and co-working centre and

Collaboration with CSU for the development of the Port Macquarie Innovation Centre.

·      Business confidence survey undertaken in August 2019 with over 400

o    responses, results published in October 2019 and made available to the Construction Industry Action Group and local business networks

 

Delivery Program Objective: 3.1.3 Implement Major Events Strategy

·    Implementation of actions relating to 'Major Events' through the Port Macquarie Hastings Events Plan are progressing

·    Support provided for two major events in the second quarter of 2019-2020. These events resulted in a combined economic impact of over $8.2 million for the local community

 

Delivery Program Objective: 3.1.4 Implement the Destination Management Plan

·    Implementation of actions from the Destination Management Plan is ongoing with the fifth edition of the Official Visitor Guide printed and distributed

·    Visits to the destination website for the second quarter show an increase of 4.50% year on year. This represents an increase in users from 179,224 for 2018-2019 FY to 187,284 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 has been ongoing with some actions including:

Completion of Wauchope CBD upgrade works; 

Unique boutique Wauchope social media/radio campaign delivered and

Footpath trading and A-frame sign fee waiver for towns and villages 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 completed in November 2019

·    Port Macquarie Airport, Terminal car park, second exit lane completed November 2019

·    Port Macquarie Airport Parallel Taxiway - Stage 1 and General Aviation pavement renewal has concept design finalised. Tender for the environmental impact assessment awarded and the project has commenced

·    Passenger numbers for July to December 2019 are up 3.4% compared to the same period last year

·    Port Macquarie Airport Biodiversity certification agreement implementation is continuing 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:

Videos in the ‘live, work, invest here’ campaign series have been commissioned with delivery expected in quarter three of 2019-2020 and

An updated investment attraction prospectus is currently in the design stage with publication anticipated in quarter three of 2019-2020.

 

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 implementation commenced

·    Engagement undertaken with the local Education and Skills Forum and support provided for the pilot program funding application

·    Support for the CSU Innovation Hub development and business plan

·    Support for the development of Sovereign Hills Co-lab

 

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 centre

·    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

·    Monthly Hub Business open nights and Innovate Port Macquarie meetings are ongoing

·    Smart City Strategy development has project planning complete and scope refined as part of ‘Smart Community Roadmap’ development which will integrate with Council’s existing strategy framework

·    Supporting the delivery of projects which enhance local digital engagement, smart work hubs and ‘smart’ technology rollout has seen business planning support provided for CSU Innovation Hub as part of Stage 2B campus development 

 

 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

178

140

8

30

83%

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 Outlet trunk main construction at Bonny Hills is complete

·    Thrumster reclaimed water supply rising main to the reservoir has designs complete and the construction tender planned to be advertised in early 2020

·    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 complete, construction tender advertised in December 2019

·    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 mid-2020 and Long Flat is scheduled for completion in September 2020

·    Area 14 reclaimed Inlet trunk main construction at Bonny Hills is complete

·    Lakewood/Kew (Area 15) sewerage upgrades to cater for future development is progressing.  The project is being delivered in partnership with NSW Public Works and is progressing project management for the detailed design

·    Construction of the Area 14 reclaimed Inlet trunk main at Bonny Hills is complete

·    Construction of the Sewer Rising Main from Camden Haven Sewer Pump Station to Dunbogan Bridge is complete

·    Port Macquarie Sewerage Pumping Station electrical upgrades are complete

 

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

·    Concept designs for stormwater remediation works at Panorama Drive Bonny Hills is complete

·    Stormwater remedial works at 741 Beechwood Road has planning/designs commenced and quotes received

 

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 commenced December 2019 following community consultation

·    The Stormwater Renewal Program is ongoing with actions including:

o Planning phase ongoing for stormwater relining works at Longworth Road Dunbogan and 230 Hastings River Drive and

o Stormwater relining works completed works at Fairmont Gardens, Wauchope and 122 Hibbard Drive Port Macquarie.

·    Stormwater flooding mitigation measures at Rodley Street Bonny Hills had construction commenced in May 2019, targeting completion in February 2020

 

Service: Waste Management

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

·    Expansion works at Kingfisher Waste Depot commenced in October 2019 and are progressing as planned

·    The Waste Education Program for primary schools is being implemented

·    Development of the Pre-school waste education is underway with implementation planned for early 2020

·    Draft waste minimisation and management policy including event requirements was placed on public exhibition during January 2020

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

·    Illegal dumping and clean-up programs are being implemented

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

·    Dunbogan landfill Site - Gas Investigation Risk Analysis has gas bores installed and the 12 month monitoring program commenced

·    Projects identified and commenced for ‘Better Waste and Recycling’ initiatives

·    Cairncross Waste Depot facility upgrade and expansion has development consent received

 

Council Service:  Natural Resource Management

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

·    Inspection of fire trails on Council land are ongoing in line with legislation and on ground works are underway

·    43 Asset Protection Zones (APZ) inspected during the second quarter in Laurieton, Lake Cathie, Bonny Hills, Wauchope and Port Macquarie 

·    The Draft North Brother Local Catchment Flood Study had a working draft options report submitted in December, addressing the flood modelled in the Flood Study phase. Community consultation to occur in February/March 2020

·    Undertaking a review of the Lake Cathie Opening Strategy has consultation commenced with key stakeholders

 

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 undertaken in accordance with legislation with the number of applications and processing times as follows:

407 Development Applications, average processing time of 41 days;

81 Development Application modifications, average processing time

                 40 days;

217 Building Construction Certificates, average processing time of 

o  days and

41 Complying Development Certificates, average processing time of 7 days.

·   No successful legal appeals were recorded in relation to processing errors for development applications during the first half of 2019-2020

 

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

·    The footpath and bus shelter program commenced December 2019 in accordance with the project plan 

·    Improved pedestrian amenity for Wauchope Main Street – Stage 1 is complete

·    Substructure rehabilitation works on the Dunbogan Bridge - Reid Street has construction works underway targeting completion in early 2020

·    Kindee Bridge structural repairs and bridge replacement optioneering has initial repairs and detailed investigations complete

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

·    Corridor planning - Kendall Road - Ocean Drive - Hastings River Drive regional road corridor has traffic counts undertaken. Tender documents being prepared

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

·    The 2019-2020 Road Rehabilitation and Reseal Programme is currently in the planning and delivery phase, proposed projects include:

o  Planning Phase (Road Resurfacing and Rehabilitation):

o Ocean Drive, Laurieton (Kew Road to Henry Kendall) and

o Widderson Street, Port Macquarie (Oxley Hwy to Hastings River Drv).

·   The 2019-2020 Road Resealing Programme is underway. Completed projects include:

o Matthew Flinders Drive, Port Macquarie;

o Bago Road, Herons Creek (Milligans Road to Pacific Hwy).

o Projects planned include:

o Lighthouse Beach Local Roads Port Macquarie;

o Long Flat Local Roads, Long Flat, Kindee, Forbes River;

o Captain Cook Bicentennial Drive, Laurieton and

o Ocean Drive, North Haven to Bonny Hills.

·   John Oxley Drive upgrade has Hopkins Consulting engaged to undertake the detailed design and environmental approval works. The design phase is expected to continue into 2020-2021

·   Planning for new bus shelters across the region as per the Community Passenger Transport Infrastructure Grant Scheme is in the planning phase

·   Beach to Beach shared path at Camden Haven has final section of path installation pending environmental approval

·   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 complete

·   Detailed designs for the Gordon/Horton Street intersection upgrade has designs underway with appointed consultant

·   Preconstruction planning is underway for Bago Road Rehabilitation (Milligans Road to Blue Water Cres)

·   Preconstruction planning is underway for the reconstruction of The Ruins Way Port Macquarie (Major Innes Road and Sitella Street)

·   Project design planning has commenced for Pembroke Road - Stoney Creek Bridge and Scrubby Creek Bridge

·   Detailed designs for Scrubby Creek Bridge has project design commenced

·   Tender process for the Orbital Strategic Business Case is complete and consultants have been engaged

·   Pedestrian Refuge at Hayward Street - west of Horton Street - is complete

·   Pedestrian Refuge - Gordon Street and Hollingsworth Street - west of Horton Street has project planning complete and current design being reviewed

·   Pedestrian Safety upgrades at Telegraph Point have Stage 1 works completed, with Stage 2 works commenced

·   Road safety improvements at Pembrooke Road and Rawdon Island have project planning commenced

 

Delivery Program Objective: 4.4.3 Develop and implement traffic and road safety programs

·    Implementation of the Road Safety Action Plan includes delivery of two projects:

o Speed on Country Roads and

o 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:  Strategy (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. Draft ecological assessment is complete with the final report to be received by mid-February 2020. Stormwater/Flooding studies underway

·    Planning for the Port Macquarie Health and Education Precinct had the Master Plan adopted at the September 2019 Ordinary Council Meeting

·    The review of the Port Macquarie-Hastings Development Control Plan had a report on proposed amendments presented to the Ordinary Council Meeting in November 2019 with the public exhibition period held during January 2020

·    Review of LEP and DCP provisions to promote appropriate housing choice options has consultants preparing a Local Housing Strategy. Stakeholder engagement planned for quarter three of 2019-2020

 

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 Strategic Biosecurity (Weed Management) Program to restore and conserve that natural environment has seen:

o Over 649km of roadside weeds treated;

o Over 30km of riparian zones managed for invasive weeds;

o Over 90ha of coastal dune systems managed for Bitou Bush;

o Over 483ha of Council assets managed for invasive weeds and

o Over 91 properties larger than 1ha, inspected for invasive weeds. 

·    Management of riparian land for aquatic weed invasion is ongoing

·    Implementation of Bushland Regeneration Management Program 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 642 customer requests for tree management regarding public and private matters have been handled for the July to December 2019 period including illegal tree works

·    Implementation of identified actions from the Koala Population Recovery Strategy is ongoing

·    The Koala Plan of Management (KPoM) for coastal areas had a report presented to the Ordinary Council Meeting in November 2019. The final draft of the plan is scheduled to be presented to Council in early 2020

 

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 procurement process to be undertaken

·    Implementation of the Long Term Energy Strategy actions is ongoing. A six monthly update report was presented to the Ordinary Council Meeting in November 2019 The next update report is scheduled for May 2020

 

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 is ongoing

·    Operating the water supply network to ensure public health and safety is ongoing

·    Operating and maintaining storage dams in accordance within the set guidelines is ongoing

 

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 is ongoing

·    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 seven 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

 

Internal consultation was undertaken with the:

·    Integrated Planning and Reporting Development Officer

·    Group Manager Organisational Performance

·    General Manager, Directors, Group Managers and staff reporting against the annual 2019-2020 Operational Plan

 

Planning & Policy Implications

 

This report is aligned with legislative obligations under the Local Government Act 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

 

1.    2017-2021 Delivery Program and 2019-2020 Operational Plan - Exception Report as at 31 December 2019

2.    2017-2021 Delivery Program and 2019-2020 Operational Plan Six Monthly Progress Report as at 31 December 2019

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.15

 

Subject:     Investments - December 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 December 2019.

Executive Summary

 

·    Total funds invested as at 31 December equals $305,927,077.

·    Interest for the month of December was $688,249.

·    The year-to-date investment income of $4,089,694 represents 49% of the total annual investment income budget of $8,395,000.

·    Council’s total investment portfolio performance for the financial year to date was 1.76% above the benchmark (2.80% against 1.04%), benchmark being the Bank Bill reference rate as at 31 December 2019.

 

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 +2.90% p.a., outperforming bank bills by 1.40% p.a. and more than double the official cash rate of 1.16%. 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 in the first half of 2020, therefore the priority should be to lock in any attractive medium-longer dated fixed deposits that may still be available.

·    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 December 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 December 2019, the investments held by Council totalled $305,927,077 and were attributed to the following funds:

 

General Fund

124,405,246

Waste Fund

19,952,564

Water Fund

108,588,816

Sewer Fund

51,444,697

Sanctuary Springs Fund

                                            39,771

Broadwater

1,495,983

 

305,927,077

 

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, ($305,927,077), and total investments held as per Imperium’s attached monthly report ($305,926,801). 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 1.76% above the benchmark (2.80% against 1.04%) and year to-date income is 49% 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

 

1.    Port Macquarie-Hastings Council Monthly Report - December 2019

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

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.16

 

Subject:     Investments - January 2019

Presented by:  Corporate Performance, Rebecca Olsen

 

 

Alignment with Delivery Program

 

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

 

 

RECOMMENDATION

 

That Council note the Investment Report for the month of January 2020.

Executive Summary

 

·    Total funds invested as at 31 January equals $303,942,997.

·    Interest for the month of January was $667,240.

·    The year-to-date investment income of $4,756,934 represents 57% of the total annual investment income budget of $8,395,000.

·    Council’s total investment portfolio performance for the financial year to date was 1.74% above the benchmark (2.77% against 1.03%), benchmark being the Bank Bill reference rate as at 31 January 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 +2.87% p.a., outperforming bank bills by 1.47% p.a. and more than 2.5 times the official cash rate of 1.10%. 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 in the first half of 2020, therefore the priority should be to lock in any attractive medium-longer dated fixed deposits that may still be available.

·    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 January 2020, comply with this Act.

 

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

 

As at 31 January 2020, the investments held by Council totalled $303,942,997 and were attributed to the following funds:

 

General Fund

124,115,123

Waste Fund

19,291,262

Water Fund

109,407,321

Sewer Fund

49,588,300

Sanctuary Springs Fund

                                            39,513

Broadwater

1,501,478

 

303,942,997

 

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, ($303,942,997), and total investments held as per Imperium’s attached monthly report ($303,944,911). 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.

 

It is further noted that at the Ordinary Council meeting held on 11th December 2019, Council resolved as follows:

 

10.06  Investments - November 2019

Mr Mick Lyons addressed Council in support of the recommendation and answered questions from Councillors.

 

RESOLVED:  Intemann/Hawkins

 

That Council:

1.       Note the Investment Report for the month of November 2019.

2.       Write to the parties with which it has investments asking each party to advise its position with respect to investment in fossil fuel projects and enterprises and investment in projects that ensure a low carbon emissions future, with a reply to Council requested by 28 January 2020.

3.       Refer the investments issues raised in the public address to the Audit, Risk and Improvement Committee for its information and comment.

carried:      5/2

For:   Alley, Hawkins, Intemann, Pinson and Turner

Against:       Griffiths and Levido

 

 

 

In relation to Resolution 2 above, these letters were written as per the Council

resolution and forwarded in December 2019 to the following financial institutions:

 

a) AMP;

b) Auswide Bank;

c) Bendigo Bank;

d) Bank of Queensland;

e) ICBC Sydney;

f)  ING;

g) ME Bank;

h) NAB;

i)  Newcastle Permanent;

j)  Rabobank;

k) Westpac.

 

To date we have received responses from:

 

a) Bendigo Bank;

b) Bank of Queensland;

c) ING;

d) NAB;

e) Newcastle Permanent.

 

These responses are attached for reference.

 

In relation to Resolution 3 above, at the time of writing this report, a report has been prepared for the Audit, Risk and Improvement Committee to be held on 13th February 2020.

 

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 1.74% above the benchmark (2.77% against 1.03%) and year to-date income is 57% 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

 

1.    Port Macquarie-Hastings Council Monthly Report - January 2020

2.    Port Macquarie-Hastings Council Portfolio as at 31 January 2020

3.    Responses from Financial Institutions

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.17

 

Subject:     Quarterly Budget Review Statement - December 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 December 2019 Quarter.

 

Executive Summary

 

This report will detail Council’s progress against the original and revised 2019-2020 budget as at the end of the second quarter being 31 December 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 - December 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 for proposes to conduct business.  Local Government Act 1993 - Section 10A(2)(c).

 

Budget Progress Commentary

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

 

Income and Expenses – QBRS Page 1

 

Rates and Annual Charges

 

YTD Budget

YTD Actual

Budget Variance

% Received

$96.437m

$96.937m

+$0.500m

100.5%

Major budget variances include:

-     Annual Charges: +$0.688m

-     Rates: -$0.188m

 

The variance is mainly due to an increase in annual charges which is driven by an increase in the volume of domestic waste charges processed coinciding with the completion of new homes.

 

User Fees and Charges

 

YTD Budget

YTD Actual

Budget Variance

% Received

$17.120m

$16.097m

-$1.023m

94.0%

Major budget variances include:

-     Water Supply Usage Charges: -$0.591m

-     Planning Fees: -$0.231m

-     Waste Management Charges: -$0.202m

 

Two factors have caused a decrease in usage charges for water supply; the general decreased water usage due to current water restrictions and the tourism impact of the recent bushfires resulting in higher holiday vacancy rates across the region.  Variances in the planning fees are due to the level of planning activity for the quarter being slightly less than budgeted.  Waste management charges are lower than budgeted due to a decrease in usage and tipping fees collected at waste facilities particularly at Cairncross and Port Macquarie.

 

Interest and Investment Income

 

YTD Budget

YTD Actual

Budget Variance

% Received

$4.248m

$4.126m

-$0.122m

97.1%

This minor variance is due to slightly lower than predicted reserve balances available for investment in the first half of the year.

 

Other Revenues

 

YTD Budget

YTD Actual

Budget Variance

% Received

$2.729m

$2.979m

+$0.250m

109.2%

Major budget variances include:

-     Sale of Steel: +$0.143m

-     Safety, Health & Wellbeing Incentive: +$0.130m

-                

Steel has been sold from the Cairncross, Port Macquarie and Wauchope waste depots in the current financial year.  Consideration received is in excess of budget. In December a $130K Safety, Health & Wellbeing Incentive was received from StateCover which was not budgeted for. This incentive is to support Council’s safety initiatives.

 

Operating Grants & Contributions

 

YTD Budget

YTD Actual

Budget Variance

% Received

$6.933m

$5.854m

-$1.079m

84.4%

Major budget variances include:

-     Roads to Recovery Grant: -$1.282m

-     Library Subsidy: +$0.203

 

A variance due to the timing of receipt of the Roads to Recovery Grant has been offset partially offset by the earlier than budgeted receipt of the Library Subsidy.

 

Capital Grants & Contributions

 

YTD Budget

YTD Actual

Budget Variance

% Received

$13.360m

$12.848m

-$0.512m

96.2%

Major budget variances include:

-     Section 7.11 Contributions (sewer): -$0.768m

-     Section 64 Contributions: -$0.754m

-     Sporting Field Grants: - $0.936m

-     Small Towns Grant: +$2.477

-     Housing and Community Grants: -$0.385m

 

Grants for the Small Towns Sewerage Project are above budget due to the timing of milestones for grant funding falling into the current financial year.  This has been offset by lower than budgeted capital grants received to date in the sporting field area compared to the original budget, due to a shift in the timing of the works. Developer contributions are also below budget due to a lower level of activity in the development environment for the first half of the year.

 

Employee Costs

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$27.854m

$25.614m

-$2.240m

92.0%

The favourable variation 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

$1.253m

$1.253m

+$0.0m

100.0%

There are no material budget variances.

 

Materials & Contracts

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$20.318

$16.930m

-$3.338m

83.3%

Major budget variances include:

-     Transport & Traffic: -$1.793m

-     Waste Management: -$0.506m

-     Drainage:  -$0.316m

 

The major variance is in Transport and Traffic within in the areas of sealed and unsealed road maintenance.  Levels of road maintenance is weather dependent with the greatest need arising in wet weather conditions.  The current drought conditions have reduced the availability of water to complete unsealed road maintenance, but also reduced the rate of degradation of sealed roads reducing YTD spend.  The timing of the roads program is also generally in the second half of the year, which is not necessarily reflected in the phasing of the budget.

 

Depreciation

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$24.568m

$25.086m

+$0.518m

102.1%

Depreciation is impacted by the timing of project completion and capitalisation, disposals and contributed assets capitalised.

 

Other Expenses

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$7.409m

$6.803m

-$0.606m

91.8%

Major budget variances include:

-     Insurances: -$0.268m

-     Electricity: -$0.241m

 

Electricity is below budget predominately in the water supply area.  This is due to drought conditions not allowing for bulk pumping from the Hastings River.

Variances in insurances are predominately in the public risk and professional indemnity due to tender prices coming in below budget.

 

Asset Disposal

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$0.0m

$1.114m

+$1.114m

 

Variance to due to all asset disposals being budgeted for in Quarter 4.

 

Capital Expenditure – QBRS Page 2

 

YTD Budget

YTD Actual

Budget Variance

% Expended

$59.821m

$27.315m

-$32.506m

45.7%

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: -$5.445m

-               The project continues from previous financial years, with construction completion of all three towns due by August 2020.  Variance to budget is due to the timing of contractor progress claims. This project will form part of the 20/21 carry-overs.

-                

-     Dunbogan Bridge Rehabilitation: -$2.015m

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

-                

-     Annual Sewer Allocations: -$1.552m

-               Annual allocation.  Timing.

-                

-     Area 15 Sewerage Upgrade: -$1.446m

-               Flagged as a project which will carry over to 2020/21.

 

-     Road Resealing - Capital: -$1.300m

-               Delays in commencement of the capital Road Resealing Program.

-                

-     Plant Purchases: -$1.250m

-               Timing of capital plant purchases.

 

-     Stuart Park - Regional Sporting Complex: -$0.951m

-               Building construction is slightly behind programme, variance is timing only.

-                

-     Kingfisher Waste Depot Upgrade: -$0.864m

-               Construction works have commenced with project completion due Sept 2020.  Variance is timing only.

-                

-     Computer Capital Projects: -$0.818m

-               Timing.  All works may not be completed this year and funds returned to reserves.

-                

-     High Traffic Road Resurfacing: -$0.754m

-               Projects ongoing. Variance due to timing.

-                

-     Illaroo Rd Stormwater Remediation: -$0.597m

-               Project deferred and being carried forward to 20/21.

 

-     Diamond Head Rd Flood Access: -$0.578m

-               Projects ongoing. Variance due to timing only, with completion due June 2020.

-                

-     New Works Depot: -$0.572m

      Land purchased.  Variance due to timing.

 

-     Rainbow Beach Sporting Fields: -$0.550m

-               Property acquisition to occur in 2019/20, with early works in 20/21.  Major expenditure moved out to 21/22.  Taken up as a carry-over in January monthly report.

-                

-     Telegraph Point Pedestrian Safety Upgrades: -$0.467m

-               Stage 1 construction complete.  Stage 2 construction underway.  Variance is timing only.

-                

-     Port Macquarie Coastal Walk: -$0.427m

-               On track.  Timing only.

-                

-     Hastings Regional Sporting Complex: -$0.364m

       Delays with land acquisition and design.  Variance is timing.

-                

 

There are also 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.  An exercise has been undertaken in identifying projects which will be carried forward in to 2020/21 and is included in the January Monthly Budget Review.

 

The actual expenditure does not necessarily 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 31 December 2019” which is also on the agenda of the Ordinary Council Meeting for February 2020 and contained within the business paper.

 

Cash and Investments – QBRS Page 3

 

The return on Councils investment portfolio for the financial year as at 31 December 2019 was 2.80% which was 1.76% above the benchmark of 1.04%.

 

Key Performance Ratios – QBRS Page 4

 

The budget variations and carry-overs that have been adopted throughout the financial year (July-November) 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 second 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 $0.613m and this result is satisfactory. However, there continues to be a budget deficit for the 2019/2020 financial year which will need to be remedied during the remainder of the year through favourable budget variations.

 

Attachments

 

1.    December 2019 Quarterly Budget Review Statement

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

 


AGENDA                                                                                Ordinary Council

19/02/2020

 

 

Item:          10.18

 

Subject:     Monthly Budget Review - January 2020

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 “January 2020 Adjustments” section of the Monthly Budget Review – January 2020.

2.       Adopt the adjustments in the “2019-2020 Works Program Review” as they relate to the 2019-2020 financial year.

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

4.       Consider the projects listed in the “2019-2020 Works Program Review” section of this report for inclusion in the 2020-2021 draft budget or outer years as indicated.

 

 

Executive Summary

 

This report details monthly budget adjustments recommended to be made for the month of January 2020. 

 

The Council adopted 2019-2020 budget position as at 30 November 2019 was a shortfall of $834,938.  The budget adjustments contained in this report reduce this shortfall to $605,693 for the month of January.    

 

In addition to the standard monthly review, a comprehensive review of the current year capital works program and likely delivery timetable has been undertaken, and hence it is recommended to move the included detailed list of projects (or components of) from the current 2019-2020 Operational Plan and consider inclusion in the draft 2020-2021 Operational Plan which is currently under development. Some projects (or part thereof) may require consideration in outer years’ Operational Plans.

  

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

November Review

Balanced

                    $0

December Review

Balanced

                    $0

January Review

Surplus

$229,245

Forecast Budget Position for 30 June 2020

Shortfall

($605,693)

 

January 2020 Adjustments

A review of Corporate Performance salary and wages budgets has been undertaken this month. The following adjustments reflect the budget adjustments included in this report that impact Council’s budget position:

 

Item

Surplus/

Shortfall

Amount

Comment

Review of salaries & wages budgets

Surplus

$229,245

A review of salaries and wages budgets has been undertaken across a number of areas resulting in a budget adjustment, arising largely from vacancies during the period.

Total

Surplus

$229,245

 

A review of the other Divisional wages and salary budgets is underway with forecasted savings (if any) to be reported to the March 2020 Council meeting.

The following adjustments reflect budget movements as a result of grant funding received, reserve movements, new project bids, movements between projects and budget variance 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

$1,239,114

Reserve Movements

2

Reserve

$10,000

New Project Bids

3

Grants/Reserve

$500,000

Movement between Projects

4

Revenue

$5,000

Budget Variation Requests

5

Reserve

$694,929

Total

 

 

  $2,449,043

 

 

 

 

1.   Grant Funding

 

Council Project

Grant Provider

Grant Funding

Other Funding*

Comment

Bushfire Disaster Management

Dept of Planning, Industry & Environment

$1,000,000

$0

Council has received a grant for bushfire disaster management actions

Blair Reserve

NSW Govt Planning & Environment

$50,000

$85,750

Everyone Can Play initiative

Illaroo Rd Revetment Wall

Dept of Planning, industry & Environment

$9,900

$0

Funding under the Coastal & Estuary Program

Library Local Priority Grant

NSW State Library

$59,468

$0

The annual Local Library Priority Grant

Cycling Safety & Speed Project

RMS

$8,000

$0

Funding under the RMS Road Safety Behavioural Program

Better Waste Recycling Fund

Environmental Protection Authority

$111,746

$0

Better Waste & Recycling Fund grant receipt

Total Grant Funding

 

$1,239,114

 

 

 

* Other funding already contained within existing budgets

 

2.   Reserve Movements

 

Transfer from

Transfer To

Amount

Comments

Flynns Beach Seawall

Working Capital Reserve

$10,000

Transfer to undertake offset planting at Flynns Beach in 2020-2021

Reserve Movements

$10,000

 

 

3.   New Project Bids

 

Project Name

Funding Source