Business
Paper
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date of meeting:
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Thursday 18 April
2024
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location:
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Council Chambers, 17
Burrawan Street, Port Macquarie
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time:
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10:00am
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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
Under Clause 3.23 Statement of ethical Obligations in the
Code of Meeting Practice as adopted by Council at the Extraordinary Meeting of
Council held on 23 June 2022 (Item 6.04), business papers for all ordinary and
extraordinary meetings of the council and committees of the council must
contain a statement reminding councillors of their oath or affirmation of
office made under section 233A of the Act and their obligations under the
council’s code of conduct to disclose and appropriately manage conflicts
of interest.
Councillors are reminded of the oath or affirmation which
was taken by each of them on 10 January 2022.
Oath Of Councillor
I swear that I will undertake the duties of the office of
Councillor in the best interests of the people of Port Macquarie-Hastings local
government area and the Port Macquarie-Hastings Council and that I will
faithfully and impartially carry out the functions, powers, authorities and
discretions vested in me under the Local Government Act 1993 or any other Act
to the best of my ability and judgment.
Affirmation Of Councillor
I solemnly and sincerely declare and affirm that I will
undertake the duties of the office of Councillor in the best interests of the
people of Port Macquarie-Hastings local government area and the Port
Macquarie-Hastings Council and that I will faithfully and impartially carry out
the functions, powers, authorities and discretions vested in me under the Local
Government Act 1993 or any other Act to the best of my ability and judgment.
Councillors have the opportunity to declare any interests in
items on the agenda and inform the Council and public if they will be leaving
the Chambers during the debate and voting on the item.
Thursday 18 April
2024
Items of
Business
01 Acknowledgement
of Country............................................................................. 1
02 Remote
Attendance at Meeting.......................................................................... 1
03 Local
Government Prayer.................................................................................. 1
04 Apologies.......................................................................................................... 1
05 Confirmation
of Minutes..................................................................................... 1
06 Disclosures
of Interest..................................................................................... 21
07 Mayoral
Minute
08 Confidential
Correspondence to Ordinary Council Meeting................................. 25
09 Items
To Be Dealt With By Exception
10 Leadership
and Governance.......................................................................... 26
10.01..... Mayoral Discretionary Fund Allocations - 7
March to 3 April 2024......... 27
10.02..... Status of Reports From Council Resolutions........................................ 29
10.03..... Notice of Motion - Blueprint for
Generational Equity............................. 39
10.04..... Notice of Motion - Referendum to Reduce
Councillor Numbers from Nine to Seven........................................................................................................ 40
10.05..... Notice of Motion - Payment Options for
Rates (Bills)............................ 43
10.06..... Use of the Casting Vote..................................................................... 44
10.07..... Policy Review - Draft Local Government
Elections Caretaker Period Policy 47
10.08..... Disclosure of Interest Return - Designated
Persons............................. 49
10.09..... Draft Operational Plan 2024-2025, Fees and
Charges, Revenue Policy, and Rating Maps Documents for Public Exhibition................................................ 51
10.10..... Investments and Loans - March 2024................................................. 62
10.11..... Monthly Budget Review - March 2024................................................. 69
10.12..... Allocation of 2022-2023 Water Fund and
Sewer Fund Dividend............ 73
10.13..... Opportunity For Local Firms To Do Business
With Port Macquarie-Hastings Council........................................................................................................ 75
10.14..... Contracts Awarded under Delegation by the
Chief Executive Officer..... 81
10.15..... Policy Review - Sustainability Policy................................................... 83
11 Your
Community Life..................................................................................... 86
11.01..... Recommended Items from the March 2024
Meeting of the Port Macquarie-Hastings Sporting Fund................................................................................... 87
11.02..... Landrigan and Andrews Parks Master Plan -
Post Exhibition................ 88
11.03..... Draft Recreation and Open Space Action Plan
and Sporting Infrastructure Priorities........................................................................................................ 92
11.04..... Community Grants 2023-2024 - Round 2............................................ 99
12 Your
Business and Industry........................................................................ 103
12.01..... Major Event Grants 2024 - Round 2.................................................. 104
13 Your
Natural and Built Environment............................................................ 107
13.01..... Notice of Motion - Camden Head Master Plan................................... 108
13.02..... Notice of Motion - Lake Cathie Management
Into The Future.............. 109
13.03..... Notice of Motion - General Waste Red Bin
Rubbish Collection Over Summer 110
13.04..... Draft Living and Place Strategy and
Supporting Documents............... 111
13.05..... Draft Environmental Sustainability Strategy....................................... 117
13.06..... Post Exhibition Report - Sancrox Employment
Land Environmental Lands and Services Planning Agreement
Applicant: King and Campbell
Landowner: Expressway Spares Pty Limited and James John Dunn and Catherine
Brigette Dunn.................................................................................. 124
13.07..... Classification of Council Land - Waapangal
Road Thrumster.............. 128
13.08..... Lake Cathie Natural Resource Management
Monthly Update Report.. 130
13.09..... Lorne Road Upgrade - Project Update and
Reccomendation for Stage 3 135
13.10..... Material Public Benefit - Developer
Delivered Sewer Works Kendall - Update Report....................................................................................................... 143
13.11..... Water Quality Update - Taste and Odour........................................... 147
13.12..... Major Projects Update - Cowarra Water
Supply Scheme and Thrumster Wastewater Scheme Projects............................................................................. 151
13.13..... Wastewater Treatment Plant Capacities -
Update Report - Port Macquarie/Thrumster Sewerage Scheme Catchments Capacity.......................................... 155
14 Confidential Matters
Nil
AGENDA Ordinary Council 18/04/2024
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."
Subject: REMOTE
ATTENDANCE AT MEETING
RECOMMENDATION
That Council accede to the request
of Councillors to attend the meeting by remote means.
Subject: LOCAL
GOVERNMENT PRAYER
A Minister from the Combined Churches of Port Macquarie will
be invited to deliver the Local Government Prayer.
RECOMMENDATION
That the apologies received be
accepted.
Subject: CONFIRMATION
OF PREVIOUS MINUTES
Recommendation
That the Minutes of the Ordinary Council Meeting held on 21
March 2024 be confirmed.
MINUTES
Ordinary Council Meeting
21/03/2024
PRESENT
Members:
Mayor Peta Pinson
Councillor Lauren Edwards
Councillor Lisa Intemann (Remote)
Councillor Nik Lipovac
Councillor Danielle Maltman
Councillor Adam Roberts
Councillor Rachel Sheppard
Councillor Josh Slade
Other Attendees:
Chief Executive Officer (Dr Clare
Allen)
Director Business and Performance
(Keith Hentschke)
Director Community, Planning and
Environment (Melissa Watkins)
Director Community Infrastructure
(Robert Fish)
Director Community Utilities
(Jeffery Sharp)
Group Manager Governance (Michael
Ferguson)
Governance Officer (Tania Ellis)
Legal Counsel (Anthea Gilmore)
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The meeting opened at 10.00am
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01 ACKNOWLEDGEMENT
OF COUNTRY
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The
Mayor opened the Meeting with an Acknowledgement of Country and welcomed all
in attendance in the Chamber and viewing on line.
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02 REMOTE
ATTENDANCE AT MEETING
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RESOLVED: Edwards/Lipovac
That
Council accede to the request of Councillor Intemann to
attend the meeting by remote means.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
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03 LOCAL
GOVERNMENT PRAYER
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Reverend
Samuel Gittins from the Wauchope Presbyterian Church
delivered the Local Government Prayer.
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05 CONFIRMATION
OF MINUTES
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Resolved: Roberts/Slade
That
the Minutes of the Ordinary Council Meeting held on 15 February 2024 be
confirmed.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
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06 DISCLOSURES OF
INTEREST
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Councillor Maltman declared a Non-Pecuniary-Less than
Significant interest in Item 13.05 Lake Cathie Natural Resource Management
Monthly Update Report. The reason being that Councillor Maltman is a
non-financial life member and former President of the community organisation
Revive Lake Cathie Incorporated. Councillor Maltman intends to remain in the
meeting, participate and vote in the matter as this perceived conflict will
not influence her decision making in the matter.
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08 CONFIDENTIAL
CORRESPONDENCE TO ORDINARY COUNCIL MEETING
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There
are no confidential attachments to reports for the Ordinary Council Meeting.
Councillor Intemann left the
meeting due to technical issues the time being
10.10am.
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09 ITEMS
TO BE DEALT WITH BY EXCEPTION
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RESOLVED: Roberts/Slade
That Items 10.01, 10.02, 10.09, 10.10, 10.12, 10.15,
10.16, 10.17, 10.18, 10.19, 10.20, 10.21, 10.22, 10.23, 11.01, 13.02, 13.03,
13.04 and 13.08 be considered as a block resolution
carried: 7/0
For: Edwards, Lipovac, Maltman, Pinson, Roberts, Sheppard and
Slade
Against: Nil
MOTION
MOVED: Sheppard/Lipovac
That the meeting to be adjourned
to address technical issues.
lost: 3/4
For: Edwards, Lipovac and Sheppard
Against: Maltman, Pinson, Roberts and Slade
RESOLVED:
Roberts/Maltman
That
all recommendations listed in the block resolution be adopted by Council.
carried: 7/0
For: Edwards, Lipovac, Maltman, Pinson, Roberts, Sheppard and
Slade
Against: Nil
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10.01 Mayoral Discretionary Fund Allocations -
1 February to 6 March 2024
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Block RESOLVED: Roberts/Maltman
That Council note the Mayoral Discretionary Fund
allocations for the period
1 February to 6 March 2024.
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10.02 Status of Reports From Council
Resolutions
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Block RESOLVED: Roberts/Maltman
That Council note the information contained in the
Status of Reports from Council Resolutions report.
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10.09 Investments and Loans - February 2024
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Block RESOLVED: Roberts/Maltman
That Council note the Investment and Loans Report for
February 2024.
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10.10 Monthly Budget Review - February 2024
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Block RESOLVED: Roberts/Maltman
That Council:
1. Adopt
the adjustments in the “February 2024 Adjustments” section of the
Monthly Budget Review – February 2024 report and associated attachment.
2. Amend
the 2023-2024 Operational Plan to include all budget adjustments approved in
this report.
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10.12 Internal Audit Charter
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Block RESOLVED: Roberts/Maltman
That Council adopt the Port Macquarie-Hastings Council
Internal Audit Charter attached to this report.
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10.15 Policy Review - Investment Policy
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Block RESOLVED: Roberts/Maltman
That Council:
1. Place
the revised draft Investment Policy on public exhibition for 28 days,
from 25 March 2024 until 22 April 2024.
2. Note
that a further report will be presented at the May 2024 meeting of Council,
detailing the submissions received from the public during
the exhibition period.
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10.16 Policy Review - Draft Strategic Property
Investment Policy - Following Public Exhibition
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Block RESOLVED: Roberts/Maltman
That Council:
1. Adopt
the draft Strategic Property Investment Policy.
2. Thank
members of the public who made submissions and advise them of Council’s
determination in this matter.
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10.17 Policy Review - Draft Determining
Applications Lodged by Councillors and Staff Policy
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Block RESOLVED: Roberts/Maltman
That Council:
1. Place
the draft Determining Applications Lodged by Councillors and Staff Policy on
public exhibition for a minimum of 28 days.
2. Note
that a further report be presented to the May 2024 Ordinary Council meeting,
detailing the submissions received from the public during the exhibition
period.
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10.18 Policy Review - Draft Policy Framework
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Block RESOLVED: Roberts/Maltman
That Council:
1. Place on public exhibition the draft Policy Framework for
a minimum of 28 days.
2. Note
that a further report will be tabled at the May 2024 meeting of Council,
detailing the submissions received from the public during
the exhibition period.
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10.19 Policy Review - Draft Unreasonable
Customer Conduct Policy
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Block RESOLVED: Roberts/Maltman
That
Council:
1. Place on public exhibition as soon as practicable for a period of
not less than 28 days, the draft Unreasonable Customer Conduct Policy and actively
seek community feedback.
2. Note that a further report be considered by Council in June 2024,
detailing the submissions received from the public during the exhibition
period and presenting a final draft for adoption.
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10.20 Policy Review - Draft Data Breach Policy
and Privacy Management Plan
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Block RESOLVED: Roberts/Maltman
That Council:
1. Adopt
the draft Data Breach Policy.
2. Adopt
the draft Privacy Management Plan.
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10.21 Policy Review - Draft Legislative
Compliance Policy
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Block RESOLVED: Roberts/Maltman
That Council adopt the draft Legislative Compliance
Policy.
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10.23 Community Utilities Legislative
Requirements Undertakings Annual Report
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Block RESOLVED: Roberts/Maltman
That Council note the information contained within this
report regarding the Annual performance reporting of Council’s drinking
and recycled water supply, wastewater systems and waste management services
for the reporting period 1 July 2022 to 30 June 2023.
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11.01 Policy Review - Smoke Free Environment
Policy - Following Public Exhibition
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Block RESOLVED: Roberts/Maltman
That Council:
1. Adopt
the draft Smoke Free Environments Policy.
2. Thank
those that made submissions and advise them of Council’s determination
in this matter.
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13.02 Policy Review - Development Contributions
Assessment Policy
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Block RESOLVED: Roberts/Maltman
That Council:
1. Publicly
exhibit the revised draft Development Contributions Assessment Policy for a
period of not less than 28 days.
2. Note
that a further report will be tabled at the June 2024 meeting of Council
after the public exhibition period, detailing any submissions received from
the public during the exhibition period.
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13.03 Policy Review - Planning Agreements
Policy
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Block RESOLVED: Roberts/Maltman
That Council:
1. Publicly
exhibit the revised draft Planning Agreements Policy for a period of not less
than 28 days.
2. Note
that a further report will be tabled at the June 2024 meeting of Council
after the public exhibition period, detailing any submissions received from
the public during the exhibition period.
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13.04 Policy Review - Contributions for Paths
Kerb and Gutter Policy
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Block RESOLVED: Roberts/Maltman
That Council:
1. Place on public exhibition the Draft Contributions for
Paths Kerb and Gutter Policy for a period of not less than 28 days.
2. Note
that a further report will be provided to the May 2024 Ordinary Council
meeting detailing the submissions received from the public during the exhibition period.
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13.08 Draft Integrated Water Cycle Management
Strategy - Public Exhibition
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Block RESOLVED: Roberts/Maltman
That Council:
1. Place
on public exhibition the Draft Integrated Water Cycle Management Strategy, commencing
Wednesday 27 March 2024 for a minimum of 28 days.
2. Note
that active engagement with the community on the Draft Integrated Water Cycle
Management Strategy development has commenced, and will continue through the
exhibition period.
3. Note
that a further report will be tabled at the June 2024 Ordinary Council
meeting, detailing the submissions received from the public during the
exhibition and engagement sessions and presenting the final Integrated Water
Cycle Management Strategy for adoption.
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10.03 Notice of Motion - Casting Vote
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MOTION
MOVED:
Pinson/Roberts
That the Chief Executive Officer be requested to provide a
report to the April 2024 Ordinary Council Meeting that details the purpose of
a casting vote, use of the casting vote, as included in the Local Government
Act and the Office of Local Government Model Code of Meeting Practice, how
the Mayor has the casting vote, what happens if the casting vote is not used
in the event of equality of votes of a matter.
AMENDMENT
MOVED: Sheppard/Lipovac
That item 10.03 be deferred until the April 2024 Ordinary
Council Meeting.
equal: 4/4
For: Edwards, Intemann, Lipovac and Sheppard
Against: Maltman, Pinson, Roberts and Slade
LOST
THE AMENDMENT ON BEING PUT
WAS LOST
PROCEDURAL MOTION
MOVED: Sheppard/Edwards
That the meeting to be adjourned to address technical
issues.
lost: 3/4
For: Edwards, Lipovac and Sheppard
Against: Maltman, Pinson, Roberts and Slade
PROCEDURAL MOTION
MOVED: Sheppard
That a motion of dissent against the ruling of the
chairperson be adopted.
lost: 3/4
For: Edwards, Lipovac and Sheppard
Against: Maltman, Pinson, Roberts and Slade
Councillor Intemann rejoined the meeting the time being
10.39am.
THE MOTION ON BEING PUT WAS CARRIED
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RESOLVED: Pinson/Roberts
That the Chief Executive Officer be requested to
provide a report to the April 2024 Ordinary Council Meeting that details the
purpose of a casting vote, use of the casting vote, as included in the Local Government
Act and the Office of Local Government Model Code of Meeting Practice, how
the Mayor has the casting vote and what happens if the casting vote is not
used in the event of equality of votes of a matter.
equal: 4/4
For: Maltman, Pinson, Roberts and Slade
Against: Edwards, Intemann, Lipovac and Sheppard
CASTING VOTE: For
CARRIED
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10.04 Notice of Motion - Audit, Risk and
Improvement Committee.
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LOST: Intemann/Sheppard
That Council:
1. Replace Councillor Adam Roberts
with Councillor Lisa Intemann to be the non-voting Councillor member to the
Audit, Risk and Improvement Committee.
2. Re-appoint Councillor Danielle
Maltman as an alternate non-voting Councillor representative to attend the
Audit, Risk and Improvement Committee meeting as the Councillor
representative whenever the primary non-voting Councillor representative is
unable to attend.
equal: 4/4
For: Edwards, Intemann, Lipovac and Sheppard
Against: Maltman, Pinson, Roberts and Slade
LOST
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10.05 Notice of Motion - Returns of Interest
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MOTION
MOVED:
Edwards/Sheppard
That Council:
1.
Amend the Code of Conduct by including
additional supplementary provisions as detailed below:
4.23A
The Chief Executive Officer, or delegate, is authorised to decline to accept
a return from a Councillor or Designated Person that, in the opinion of the
Chief Executive Officer or delegate, is visibly incomplete, contains unclear
responses, is illegible or otherwise non-compliant with the requirements of
completing the return. It is noted that the analysis with respect to the
measure of completeness is based on examination of whether individuals have
completed all parts of the returns of interest form. This does not examine
whether the information provided in the forms is in fact accurate. It is
further noted that the responsibility of completing the return correctly lies
with the Councillor or Designated Person and not the Chief Executive Officer,
or delegate.
4.23B
In any circumstance where Council accepts lodgement of a visibly incomplete
disclosure of returns, that this is documented in the associated report in
which the disclosure is presented to Council, identifying which disclosure is
incomplete and how.
2.
Advocate to the Office of Local
Government that the Model Code of Conduct for Local Councils in NSW be
amended to include provisions that requires councils not to accept visibly
incomplete disclosures.
AMENDMENT
MOVED: Pinson/Roberts
That
Council request the Chief Executive Officer advocate to the Office of Local
Government that the Model Code of Conduct for Local Councils in NSW be
amended to include provisions that requires councils not to accept visibly
incomplete disclosures.
carried: 5/3
For: Lipovac, Maltman, Pinson, Roberts and Slade
Against: Edwards, Intemann and Sheppard
THE AMENDMENT THEN BECAME THE
MOTION AND ON BEING PUT WAS CARRIED
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RESOLVED: Pinson/Roberts
That
Council request the Chief Executive Officer advocate to the Office of Local
Government that the Model Code of Conduct for Local Councils in NSW be
amended to include provisions that requires councils not to accept visibly
incomplete disclosures.
carried: 7/1
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts and
Slade
Against: Sheppard
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10.06 Disclosure of Interest Return
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RESOLVED: Sheppard/Edwards
That Council note the
Disclosure of Interest returns for the following Councillors:
1. Mayor
Peta Pinson
2. Councillor Adam Roberts
3. Councillor Danielle Maltman
4. Councillor Rachel Sheppard
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
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The
Chairperson tabled the disclosures of interest returns of those Councillors
listed above.
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10.07 Disclosure of Interest Return -
Designated Persons
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RESOLVED: Sheppard/Lipovac
That Council note the Disclosure of
Interest returns for the following positions:
1. Business and Performance - Procurement Manager
2. Community Planning and Environment -
Development Assessment Planner
3. Community Infrastructure Planning and Design -
Civil Designer
4. Community Utilities - Network Construction and
Integration Manager
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson,
Roberts, Sheppard and Slade
Against: Nil
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The
Chairperson tabled the disclosures of returns of those Designated Persons
listed above.
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10.08 Question With Notice - Code of Meeting
Practice or Code of Conduct
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MOTION
MOVED:
Intemann/Sheppard
That the Chief Executive Officer be requested to assess
against the Risk Appetite
Statement the question of significant expenditure being
decided at a Council
meeting without relevant Council staff advice and
consider an appropriate
amendment for inclusion in the next review of the Code of
Meeting Practice.
PROCEDURAL MOTION
MOVED: Maltman/Slade
That the motion be put.
equal: 4/4
For: Maltman, Pinson, Roberts and Slade
Against: Edwards, Intemann, Lipovac and Sheppard
CASTING VOTE: For
CARRIED
THE MOTION ON BEING PUT WAS
LOST
LOST:
Intemann/Sheppard
That the Chief Executive Officer be requested to assess
against the Risk Appetite
Statement the question of significant expenditure being
decided at a Council
meeting without relevant Council staff advice and consider
an appropriate
amendment for inclusion in the next review of the Code of
Meeting Practice.
equal: 4/4
For: Edwards, Intemann, Lipovac and Sheppard
Against: Maltman, Pinson, Roberts and Slade
LOST
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Item
10.09 Investments and Loans - February 2024, has been addressed previously
within the meeting.
Item
10.10 Monthly Budget Review - February 2024, has been addressed previously
within the meeting.
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10.11 Report of the Audit, Risk and Improvement
Committee Meeting Held 7 March 2024
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RESOLVED: Sheppard/Roberts
That Council note the report of the Audit, Risk and
Improvement Committee held 7 March 2024.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
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Item
10.12 Internal Audit Charter, has been addressed previously within the meeting.
Councillor
Edwards left the meeting, the time being 11:57am.
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10.13 Opportunity for
Local Firms to do Business with Port Macquarie-Hastings Council
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RESOLVED:
Lipovac/Pinson
That Council:
1.
Note the information provided
in this report.
2.
Request that a report be
presented to the April 2024 Ordinary Council meeting that summarises
Council's commitment to supporting local business through their tendering and
purchasing process during the previous 12 months.
3.
Note a future report will be
presented annually to the October Ordinary Council meeting, commencing
October 2024, that details Council's commitment to supporting local business
through its tendering and purchasing process during the previous financial year.
carried: 7/0
For: Intemann, Lipovac, Maltman, Pinson, Roberts, Sheppard and
Slade
Against: Nil
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Councillor
Edwards returned to the meeting, the time being 11:59am.
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10.14 Notice of Motion - Opportunities for
Local Firms to do Business with Port Macquarie-Hastings Council
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The notice of motion was withdrawn at the request of Councillor
Lipovac
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Item
10.15 Policy Review - Investment Policy, has been addressed previously within
the meeting.
Item
10.16 Policy Review - Draft Strategic Property Investment Policy - Following
Public Exhibition, has been addressed previously within the meeting.
Item
10.17 Policy Review - Draft Determining Applications Lodged by Councillors and
Staff Policy, has been addressed previously within the meeting.
Item 10.18
Policy Review - Draft Policy Framework, has been addressed previously within
the meeting.
Item
10.19 Policy Review - Draft Unreasonable Customer Conduct Policy, has been
addressed previously within the meeting.
Item
10.20 Policy Review - Draft Data Breach Policy and Privacy Management Plan, has
been addressed previously within the meeting.
Item
10.21 Policy Review - Draft Legislative Compliance Policy, has been addressed
previously within the meeting.
Item
10.22 Laboratory Media Supply, has been addressed previously within the
meeting.
Item
10.23 Community Utilities Legislative Requirements Undertakings Annual Report,
has been addressed previously within the meeting.
Item
11.01 Policy Review - Smoke Free Environment Policy - Following Public
Exhibition, has been addressed previously within the meeting.
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11.02 Notice of Motion - Signage Coding System
to Improve Emergency Response Times
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RESOLVED: Pinson/Roberts
That
Council:
1. Seek
feedback from the Local Emergency Management Committee (LEMC) regarding the
benefits or otherwise relating to the potential introduction of an Emergency
Signage Coding System to improve emergency responses.
2. Upon
receipt of the feedback from the LEMC, request the Chief Executive Officer to
write to the NSW Ministers for Emergency Services and Resilience requesting
consideration of a State-wide Emergency Response Signage Coding System to
improve emergency responses similar to the systems implemented in Victoria
and Western Australia.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
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11.03 Question With Notice - Community Energy
Upgrade - Grants Round 1.
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RESOLVED:
Edwards/Lipovac
That Council request the Chief
Executive Officer provide an update,
by way of written report to Council no later than the May 2024 Ordinary
Council meeting, on the progress being made to determine suitable
Council-owned land and asset sites that could accommodate renewable energy
projects such as battery storage and or mid-scale solar projects which could
be pursued utilising current grant opportunities.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
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11.04 Recommended Items From The February 2024
Meeting of the Port Macquarie-Hastings Sporting Fund
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RESOLVED: Lipovac/Sheppard
That Council endorse the Port Macquarie-Hastings
Sporting Fund Committee recommendations to award funding as follows:
1. $750
to Lane Jordan for representation at the U16 Cricket Australia National
Championships.
2. $750
to Taj McIntosh for representation at the U18 Hockey Australia Indoor Hockey
National Championships.
3. $750
to Bear Farmer for representation at the U13 Hockey Australia Indoor Hockey
National Championships.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
|
|
12.01 Rescission Motion - Payment of Water Fund
and Sewer Fund Dividend for the Year 2022-2023
Item 10.13 of the February Ordinary Council Meeting 2024
|
|
LOST: Sheppard/Lipovac
That the undermentioned motion adopted at the Ordinary
Council Meeting held on 15 February 2024:
That Council:
1. Note Council has complied with sections 4.2 and
4.3 of the Guidelines (Regulatory and Assurance Framework for Local Water
Utilities) for council dividend payments for water supply or sewerage
services and any direction under s.409(6)(b) of the Local Government Act.
2. Authorise the payment of a dividend of $961,254 to
the General Fund from the surplus in Water Supply operations for 2022-2023.
3. Authorise the payment of $106,806 for tax
equivalents to the General Fund from the Water Supply operations for 2022-2023.
4. Authorise the payment of a dividend of $930,015 to
the General Fund from the surplus in the Sewerage Fund for 2022-2023.
5. Authorise the payment of $103,335 for tax
equivalents to the General Fund from the Sewerage Fund for 2022-2023.
6. Note that once the information provision
requirements in section 4.4 of the Guidelines is finalised, apply the
dividends as noted in Points 2,3,4 and 5, to first hold in reserve the amount
required to pay out the loan associated with the Town Centre Master Plan,
with any residual amount being the subject of a future report to Council
before further allocation.
be rescinded.
equal: 4/4
For: Edwards, Intemann, Lipovac and Sheppard
Against: Maltman, Pinson, Roberts and Slade
LOST
|
Councillor
Slade left the meeting, the time being 12:13pm.
Councillor
Slade returned to the meeting, the time being 12:16pm.
Councillor
Maltman left the meeting, the time being 12:16pm.
Councillor
Maltman returned to the meeting, the time being 12:19pm.
Councillor
Roberts left the meeting, the time being 12:27pm.
Councillor
Roberts returned to the meeting, the time being 12:28pm.
|
13.01 Notice of Motion - Ferry Service
Operations - Response from the Minister for Regional Transport and
Roads
|
|
RESOLVED: Pinson/Maltman
That Council:
1. Note the response
received from The Hon Jenny Aitchison MP, Minister for Regional Transport and
Roads, regarding the operation of the two vehicular ferries over the Hastings
River and Council’s request for the NSW Government to take over the operation
of the service or provide funding support.
2. Note that this decision
of the NSW Government will result in Port Macquarie-Hastings Council
continuing to fund ferry services across the Hastings River, whilst most
other vehicular ferry services in NSW are provided by the NSW Government or
receive funding support.
3. Continue advocacy for NSW
Government funding for the ferry services that connects public roads.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
|
Item
13.02 Policy Review - Development Contributions Assessment Policy, has been
addressed previously within the meeting.
Item
13.03 Policy Review - Planning Agreements Policy, has been addressed previously
within the meeting.
Item 13.04
Policy Review - Contributions for Paths Kerb and Gutter Policy, has been
addressed previously within the meeting.
|
13.05 Lake Cathie Natural Resource Management
Monthly Update Report
|
|
Councillor Maltman declared a Non-Pecuniary - Less than
Significant interest in this item. The reason being that Councillor Maltman
is a non-financial life member and former President of the community
organisation Revive Lake Cathie Incorporated. Councillor Maltman remained in
the meeting, participated and voted in the matter as this perceived conflict
did not influence her decision making in the matter.
RESOLVED:
Maltman/Pinson
That Council note the progress of natural resource
management projects/initiatives within the Lake Cathie, Lake Innes and Cathie
Creek waterways and progress on the Coastal Management Program.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
|
|
13.06 Works in Kind Agreement - The Sanctuary -
344 John Oxley Drive Thrumster
Applicant - King and Campbell Pty Ltd
Landowner - Bird in the Hand No.2 Pty Ltd
|
|
RESOLVED: Lipovac/Sheppard
That Council:
1. Approve
the application for road works in John Oxley Drive, Thrumster on the basis
that the work will provide material public benefit pursuant to section
7.11(5)(b) of the Environmental Planning and Assessment Act 1979, subject to
the applicant entering into a Works in Kind Agreement.
2. Note
that the Chief Executive Officer will execute the Works in Kind Agreement in
item 1 above under existing delegation.
3. Endorse
the exception to clause 6 of the Works in Kind Policy, to retrospectively
approve the works on John Oxley Drive, Thrumster.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
|
|
13.07 Works in Kind - Developer Works Deed
Agreement DA2014/114
|
|
RESOLVED: Sheppard/Lipovac
That Council:
1. Note
the sewer works undertaken by Bird in the Hand No. 2 Pty Ltd under and
associated with Development Consent DA2014/114 includes works above what is
required to solely service the development.
2. Note
that the works are to provide additional capacity in the sewer pumping
station, rising main and trunk gravity main to serve other future development
growth in the area and as such constitutes works-in-kind.
3. Endorse
the exception to Clause 6 of the Works in Kind Policy to retrospectively
approve to enter into a Developer Deed Agreement with Bird in the Hand No. 2
Pty Ltd for payment covering the additional sewer works delivered as detailed
in this report.
4. Note
that the Chief Executive Officer, under existing delegations to the General
Manager, may enter into a Developer Deed Agreement contract with Bird in the
Hand No. 2 Pty Ltd.
5. Note
that a budget adjustment will be presented to a future Council Meeting as per
the current monthly budget adjustment procedure to adjust the 2023-2024
Budget with funds from the Sewer Developer contribution reserves, for the
required amount under the deed.
6. Note
that the cost of additional works provided have been identified in the draft
Development Servicing Plan, to be adopted in mid-2024, and therefore are part
of the calculation for future developer contribution charges, which will
facilitate Council recouping the costs from future development when it
occurs.
carried: 8/0
For: Edwards, Intemann, Lipovac, Maltman, Pinson, Roberts,
Sheppard and Slade
Against: Nil
|
Item
13.08 Draft Integrated Water Cycle Management Strategy - Public Exhibition, has
been addressed previously within the meeting.
|
The meeting closed at 12.54pm
|
………………………………………..
Peta Pinson
Mayor
AGENDA Ordinary Council 18/04/2024
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:
|
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Name:
Signed:
|
Date:
|
|
Please submit to the
Governance Support Officer at the Council Meeting.
|
(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:
(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 Chief Executive Officer, such a disclosure is to be made
to the staff member’s manager. In the case of the Chief Executive Officer,
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 Chief
Executive Officer, 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 Chief Executive Officer, 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]
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In the
matter of
[insert name of environmental planning instrument]
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|
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Which is
to be considered at a meeting of the
[insert name of meeting]
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Held on
[insert date of meeting]
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PECUNIARY INTEREST
|
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Address of
the affected principal place of residence of the councillor or an associated
person, company or body (the identified land)
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Relationship
of identified land to councillor
[Tick or cross one box.]
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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.
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MATTER GIVING RISE TO PECUNIARY INTEREST
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Nature of
land that is subject to a change
in
zone/planning control by proposed
LEP (the
subject land
[Tick or cross one box]
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The identified land.
Land that adjoins or is adjacent to or is in proximity to the identified
land.
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Current
zone/planning control
[Insert name of current planning instrument and
identify relevant zone/planning control applying to the subject land]
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Proposed
change of zone/planning control
[Insert name of proposed LEP and identify proposed
change of zone/planning control applying to the subject land]
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Effect of
proposed change of zone/planning control on councillor or associated person
[Tick or cross one box]
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Appreciable financial gain.
Appreciable financial loss.
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[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 Chief Executive Officer 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.
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 18/04/2024
Subject: CONFIDENTIAL CORRESPONDENCE TO
ORDINARY COUNCIL MEETING
Presented by: Chief
Executive Officer, Dr Clare Allen
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.
Discussion
There are no confidential attachments to the reports for the
Ordinary Council Meeting.
18/04/2024
|
What we are trying to achieve
A
community that works together in decision making that is defined as
ethically, socially and environmentally responsible.
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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
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18/04/2024
|
Item: 10.01
Subject: Mayoral Discretionary Fund Allocations - 7
March to 3 April 2024
Presented
by: Chief Executive Officer, Dr Clare Allen
Alignment with Delivery Program
1.5.1 Manage Council’s financial assets and provide
accurate, timely and reliable information.
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RECOMMENDATION
That Council note the Mayoral Discretionary Fund
allocations for the period
7 March to 3 April 2024.
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Executive Summary
To advise of the Mayoral Discretionary Fund allocations for
the period 7 March to 3 April 2024 inclusive.
Discussion
The following allocations were made by the Mayor from the
Mayoral Discretionary Fund during this reporting period:
|
Donation to Sailability PMQ towards costs for member
Kathryn Stevens to compete in Port Stephens Regatta Cup
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$600.00
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Donation to Hastings Gateway towards fundraiser for the
purchase of the Wauchope Station Master’s Cottage
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$950.00
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Donation to Cancer Council on behalf of Hastings Stars
2024 Entrant, Laura Mayes
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$250.00
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Total allocation
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$1,800.00
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Options
This report is for noting only.
Community Engagement and
Internal Consultation
There has been no community engagement or internal
consultation in relation to this report.
Planning and 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 and Economic Implications
There are no economic implications in relation to this
report.
The allocations made during this reporting period were
funded from the Mayoral Discretionary Fund as included in the 2023-2024
Operational budget.
18/04/2024
|
Item: 10.02
Subject: Status of Reports From Council Resolutions
Presented
by: Business and Performance, Keith Hentschke
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.
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Discussion
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APRIL 2024
REPORTS
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|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
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Due Date from
Council resolution
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Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Opportunity for
Local Firms to do Business with Port Macquarie-Hastings Council
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21/03/2024
Item 10.13
|
|
DBP
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Apr-24
|
|
Apr-24
|
|
Purpose of a Casting
Vote
|
21/03/2024
Item 10.03
|
|
DBP
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Apr-24
|
|
Apr-24
|
|
Material Public Benefit -
Developer Delivered Sewer Works Kendall - completion of works
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17/03/2022
Item 14.07
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Request
the CEO to add a new action to the 2021-2022 Operational Plan - Kew Kendall
SPS#1 Upgrade and Works.
Moved to December 2023 the developer works have not yet been completed.
|
DCU
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Future Report upon
completion of the project
|
Feb-23
Jun-23
Aug-23
Dec-23
Feb-24
Mar-24
|
Apr-24
|
|
APRIL 2024
REPORTS (continued)
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Draft
Environmental Sustainability Strategy
|
21/09/2023
Item 13.09
|
Council deferred
consideration to this item until workshop has been held for further
consideration to the Sustainability Policy review
|
DCPE
|
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April-24
(Workshop March)
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Draft Landrigan
and Andrews Parks Master Plan
|
14/12/2023
Item 11.01
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Council to
receive a future report following public exhibition
|
DCPE
|
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Apr-24
|
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Water Quality
Update
|
15/02/2024
Item 13.01
|
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DCU
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Apr-24
|
|
Apr-24
|
|
MAY 2024 REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Community Energy
Upgrade - Grants Round 1
|
21/03/2024
Item 11.03
|
Report on progress
to determine suitable Council-owned land and assets sites that could
accommodate
|
DBP/DCPE
|
May-24
|
|
|
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Policy Review -
Investment Policy
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21/03/2024
Item 10.15
|
A further report
to council following public exhibition on submissions received.
|
DBP
|
May-24
|
|
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Policy Review -
Draft Determining Applications Lodged by Councillors and Staff Policy
|
21/03/2024
Item 10.17
|
A further report
to council following public exhibition on submissions received.
|
DBP
|
May-24
|
|
|
|
Policy Review -
Draft Policy Framework
|
21/03/2024
Item 10.18
|
A further report
to council following public exhibition on submissions received.
|
DBP
|
May-24
|
|
|
|
Policy Review -
Investment Policy
|
21/03/2024
Item 10.15
|
A further report
to council following public exhibition on submissions received.
|
DBP
|
May-24
|
|
|
|
Policy Review
-Contributions for Paths Kerb and Gutter Policy
|
21/03/2024
Item 13.04
|
A further report
to council following public exhibition on submissions received.
|
DBP
|
May-24
|
|
|
|
|
|
|
|
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|
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MAY 2024
REPORTS (continued)
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
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Lots 101 and 102
DP 1244390 Pacific Drive, Port Macquarie - Options for operational land
|
07/03/2022
Item 10.01
|
Seeking
additional legal advice. Options for sale of land will be prepared for
Council consideration as part of the broader property review due in May
|
DBP
|
|
Nov-23
Feb-24
Mar-24
For inclusion: Operational Plan – Quarterly Progress
|
May-24
|
|
Council owned
lots at North Shore: Progress of Sale
|
19/09/2018
Item 09.24
14/12/2023
Item 13.09
|
Due diligence
ongoing. Options for sale of land will be prepared for Council consideration
as part of the broader property review due in May.
|
DBP
|
|
Nov-2023
Mar-24
For inclusion: Operational Plan – Quarterly Progress
|
May-24
|
|
Places to Play and Stay
|
15/02/2024
Item 11.04
|
A further report detailing
submissions received following public exhibition
|
DCPE
|
May-24
|
|
|
|
Policy Review - Waste
Services Policy
|
15/02/2024
Item 13.02
|
A further report detailing
submissions received following public exhibition
|
DCU
|
May-24
|
|
|
|
JUNE 2024
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Review of Current and Recent
Community Engagement Systems, Structures and Functions
|
16/11/2023
Item 11.01
|
The report for item 11.01
has been delayed due to several factors including the recent workplace
changes, ongoing recruitment processes associated with the change, and
resource constraints. The team are now working on a comprehensive review of
our current community engagement systems, structures, and functions including
assessing what has been successful in the past and what community
expectations are and any engagement trends.
|
DCPE
|
Apr-24
|
Apr-24
|
Report
Jun-24
Councillor Briefing May-24
|
|
JUNE 2024 REPORTS
(continued)
|
|
Draft Local
Housing Strategy Update
|
16/11/2023
Item 13.08
|
Report to
Ordinary Council meeting April 2024, with revised Housing Strategy and
outcomes of community engagement.
|
DCPE
|
Apr-24
|
Apr-24
|
Jun-24
|
|
Cairncross Waste
Management Facility Leachate Pre-Treatment
|
18/05/2023
Item 14.03
|
Following
successful negotiations with Oleology Pty Ltd for the supply of a
containerised leachate pre-treatment solution and present a further report to
a future meeting of Council on completion of the works for Council’s
information
|
DCU
|
|
Feb-24
Apr-24
|
Jun-24
|
|
Policy Review -
Draft Unreasonable Customer Conduct Policy
|
21/03/2024
Item 10.19
|
A further report detailing
submissions received following public exhibition
|
DBP
|
Jun-24
|
|
|
|
Policy Review -
Development Contributions Assessment Policy
|
21/03/2024
Item 13.02
|
A further report detailing
submissions received following public exhibition
|
DBP
|
Jun-24
|
|
|
|
Policy Review -
Planning Agreements Policy
|
21/03/2024
Item 13.03
|
A further report detailing
submissions received following public exhibition
|
DBP
|
Jun-24
|
|
|
|
Integrated Water
Cycle Management Strategy -Public Exhibition
|
21/03/2024
Item 13.08
|
A further report detailing
submissions received following public exhibition
|
DBP
|
Jun-24
|
|
|
|
Supply of
Electricity - Regional Councils NSW Power Purchase Agreement.
|
15/02/2024
Item 13.09
|
A future report
to be tabled on completion of the process for Council's information
|
DCPE
|
|
|
Jun-24
|
|
JULY 2024
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Post Exhibition
Report: Planning Proposal PP-2022-4099 New LEP Clause 5.5 Secondary Dwellings
in Rural Zones.
|
20/07/2023
Item 13.02
|
Future report to the July
2024 Ordinary Council Meeting regarding the uptake of secondary dwelling
provisions in rural areas.
|
DCPE
|
Jul-24
|
|
|
|
Extension of the
Fly Neighbourly Agreement for a further 12 months.
|
15/06/2023
Item 12.02
|
A further report
to Council Meeting July 2024
|
DBP
|
Jul-24
|
|
|
|
AUGUST 2024
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Draft MR538 and MR600
Corridor Strategy - Following public exhibition
|
19/05/2022
Item 14.04
|
Alignment of the
Corridor Strategy with the Integrated Transport Plan will be required
The Draft Corridor Strategy shall be reviewed on completion of the Integrated
Transport Plan
|
DCI
|
|
Feb-24
|
Aug-24
|
|
Request Council
to continue acceptance of Kempsey Shire Council Waste at Cairncross Landfill
|
14/12/2023
Item 13.12
|
A future report
be tabled at the completion of the arrangement
|
DCPU
|
|
|
|
|
Impacts and Options in
Relation to the Abolition of the Town Centre Master Plan Component of the
Port Macquarie CBD Ordinary Business Rate
|
15/02/2024
Item 10.17
|
Report to Council on how
Council will maintain the Port Macquarie, Wauchope, and Laurieton CBDs in the
future
|
DBP
|
|
|
Aug-24
|
|
SEPTEMBER
2024 REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
OCTOBER 2024
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Countback
Election
|
Na
|
Councils must,
by resolution, declare that casual vacancies occurring in the office of a
councillor within 18 months of the election are to be filled by a countback
of votes cast at the election if councils want to fill vacancies by these
means. Councils that do not resolve to fill vacancies using a countback
at their first meeting after the election will be required to fill vacancies
using a by-election
|
GMG
|
Na
|
Oct-24
|
|
|
OCTOBER 2024
REPORTS (continued)
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Election of
Deputy Mayor
|
Na
|
Na
|
GMG
|
|
Oct-24
|
|
|
Attendees at
Local Government Election
|
Na
|
Determine
attendees at the annual Local Government election
|
GMG
|
|
Oct-24
|
|
|
NOVEMBER 2024
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
DECEMBER 2024
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
FEBRUARY 2025
REPORTS
|
|
Classification
as "Operational" Land - 52 John Oxley Drive, Port Macquarie - post
exhibition.
|
20/06/2018
Item 14.05
|
To be
incorporated in strategic property portfolio review to be undertaken in
2022/2023
Reclassify the property to operational land, this is a statutory process
involving a planning proposal which includes Council fees, public exhibition,
submissions, a public hearing, council resolutions and Depot Planning
approval. It is estimated that this would take at least 6-9 months.
|
|
Future Report
|
Mar-20
Nov-20
Mar-21
Apr-21
Jun-21
Sep-21
Feb-22
Jun-22
Jun-23
|
Feb-25
|
JANUARY 2026
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Statement of Business Ethics
|
16/11/2023 Item 10.20
|
Na
|
GMP
|
2026
|
|
|
|
DECEMBER 2026
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Administering 2028 Local
Government Election
|
Na
|
Na
|
GMG
|
Na
|
Na
|
Dec-26
|
JULY 2027
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Councillor Numbers for 2028
Local Government Election
|
Na
|
Na
|
GMG
|
Na
|
Na
|
Jul-27
|
FUTURE
REPORTS
|
|
Report
|
Date and Item
of
Resolution
|
Status
|
Reporting
Officer
|
Due Date from
Council resolution
|
Previous
Anticipated Date/s for Report
|
Current
Anticipated
Date for
Report
|
|
Biodiversity and
Land Acquisition for offsets update
|
20/04/2023
Item 14.02
|
Further report
to be presented for further consideration
|
DBP
|
|
|
Estimated 2024
|
|
Environmental Land Rezoning
- Council owned land
|
08/12/2022
Item 13.10
|
A report to Council
following public exhibition
|
DCPE
|
Future report
|
|
|
|
Draft s9.11
Airport Business Park Roads Contribution Plan
|
20/05/2020
Item 13.05
|
To be considered
as part of wider development contribution framework review and proposed
development yet to be assessed.
|
DCPE
|
Future Report
(Prior to development)
|
Dec-20
Jun-21
Oct-21
Jun-22
Dec-22
|
|
|
T-22-10 Inlet
Odour Management Works
|
21/09/2023
Item 14.02
|
Present a future
report to Ordinary Council Meeting after contract awarded for Council's
information
|
DCU
|
|
|
|
|
Payment of Water
Fund and Sewer Fund Dividend for the Year 2022 - 2023
|
15/02/2024
Item 10.13
|
Residual amount
being the subject of a future report to Council before allocation
|
DBP
|
|
|
|
|
Sancrox
Employment Land Environmental Lands and Services Planning Agreement
Assessment Report
|
15/02/2024
Item 13.06
|
A further report
to council following public exhibition on submissions received.
|
DCPE
|
|
|
|
|
|
|
|
|
|
|
|
CYCLIC REPORTS
|
Reporting
Officer
|
Reporting Cycle
|
Month
|
Altered
Report Date
|
Reason for
Altered Date
|
|
Mayoral
Discretionary Fund Allocations
|
CEO
|
Monthly
|
Every
|
|
|
|
Monthly Budget
Update
|
DBP
|
Monthly
|
Every
(except July)
|
|
|
|
Investments
|
DBP
|
Monthly
|
Every
|
|
|
|
Recommendations
by the Port Macquarie-Hastings Sporting Fund Sub-Committee
|
DCPE
|
Monthly
|
Every (except
Feb)
|
|
|
|
Lake Cathie
Natural Resource Management update
(13/01/2022 Item 05.01)
(18/05/2023 Item 13.04)
Continue with monthly reporting for the Lake Cathie Natural Resource
Management Update Report and review the frequency of reporting no later than
the November 2023 Ordinary Council Meeting.
|
DCPE
|
Monthly
|
Every
|
|
|
|
Recreation
Action Plan – Status
The cycle of Recreation plan has changed due to Recreation Action Plan being
adopted in February 2023
|
DCPE
|
Annually
|
February
|
|
|
|
Annual Drinking
Water and Recycled Water Reports
|
DCI
|
Annually
|
February
|
|
|
|
Contracts
Awarded under Delegation by the Chief Executive Officer
|
DBP
|
Quarterly
|
Feb, Apr, Jul,
Oct.
|
|
|
|
Legal Fees -
Update Report
(19/09/18 - Item 09.16)
|
CEO
|
Quarterly
|
Feb, May, Aug,
Nov
|
|
|
|
Development
Activity and Assessment System Performance
|
DCPE
|
Quarterly
|
Feb, May, Aug,
Nov
|
|
|
|
Community
Inclusion Plan - Update of Tasks, Measures and Actions
|
DCPE
|
Biannual
|
Feb, Aug
|
|
|
|
CYCLIC REPORTS
|
Reporting
Officer
|
Reporting Cycle
|
Month
|
Altered
Report Date
|
Reason for Altered
Date
|
|
Glasshouse
Strategic Plan Update
|
DBP
|
Biannual
|
Feb, Aug
|
|
|
|
2022-2026
Delivery Program – Six Monthly Progress
|
DBP
|
Biannual
|
Feb, Aug
|
|
|
|
Grant
Application Biannual Report
(16/02/23 - Item 11.05)
(21/08/19 - Item 11.02)
|
DCPE
|
Biannual
|
Feb, Aug
|
|
|
|
Major Events
Grants
Round 1
Round 2
|
DCPE
|
Biannual
|
Sept
Apr
|
|
|
|
Operational
Plan – Quarterly Progress
|
DBP
|
Quarterly
|
May, Nov
(other 2 quarters reported with DP 6 monthly progress report)
|
|
|
|
Quarterly Budget
Review Statement
|
DBP
|
Quarterly
|
Feb, May, Nov
|
|
|
|
Mayoral and
Councillor Fees (Setting of)
|
CEO
|
Annually
|
May
|
|
|
|
General Fund
Operating Performance
|
CEO
|
Biannual
|
June Dec
|
|
|
|
Update on Site
Specific Planning Proposal Requests
|
DCPE
|
Biannual
|
Jun, Dec
|
|
|
|
Port
Macquarie-Hastings Destination Management Plan 2020-2024
(20/05/2020 - Item 12.01)
|
DCPE
|
Annually
|
Jun
|
|
|
|
Kooloonbung
Creek Flying Fox Camp Management Plan - Annual Update
(16/06/2021 - Item 12.03)
|
DCPE
|
Annually
|
Jun
|
|
|
|
Council Policy -
Status
|
CEO
|
Annually
|
Jul
|
|
|
|
UGMS - Annual
Progress Report on Implementation and Status of Actions
(20/06/18 - Item 12.07)
|
DCPE
|
Annually
|
Jul
|
|
|
|
Chief Executive
Officer's Performance Review
|
CEO
|
Annually
|
Aug
|
|
|
|
Local Preference
Policy Outcomes
|
DBP
|
Annually
|
Aug
|
|
|
|
Cultural Plan
2021 - 2025: Implementation and evaluation of actions undertaken
(04/08/2021 - Item 10.01)
|
DCPE
|
Annually
|
Aug
|
|
|
|
Audit, Risk and
improvement Committee Annual Report
|
CEO
|
Annually
|
Sep
|
|
|
|
CYCLIC REPORTS
|
Reporting
Officer
|
Reporting Cycle
|
Month
|
Altered
Report Date
|
Reason for
Altered Date
|
|
Annual
Disclosure of Interest Returns
|
CEO
|
Annually
|
Oct
|
|
|
|
Professional Development
of Councillors
(15/09/2021 - Item 09.07)
|
CEO
|
Annually
|
Oct
|
|
|
|
Opportunity for
Local Firms to do Business with Port Macquarie-Hastings Council
|
DBP
|
Annually
|
Oct
|
|
|
|
Council Meeting
Dates
|
CEO
|
Annually
|
Nov
|
|
|
|
Legislative
Compliance Register
|
CEO
|
Annually
|
Nov
|
|
|
|
Council’s
Annual Report
|
DBP
|
Annually
|
Nov
|
|
|
|
Performance of
Property Investment Portfolio
(20/11/19 - Item 10.17)
|
DBP
|
Annually
|
Nov
|
|
|
|
Local Strategic
Planning Statement - Implementation of Actions
(03/11/2021 - Item 12.05)
|
DCPE
|
Annually
|
Nov
|
|
|
|
Koala Recovery
Strategy Annual Report
(19/09/18 - Item 12.05)
|
DCPE
|
Annually
|
Nov
|
|
|
|
Annual Financial
Statements for the Year Ended 30 June 2023
|
DBP
|
Annually
|
Nov
|
|
|
|
Code of Conduct
Complaints Annual Report
|
CEO
|
Annually
|
Dec
|
|
|
18/04/2024
Item: 10.03
Subject: Notice of Motion - Blueprint for Generational Equity
Councillor Adam Roberts has given
notice of his intention to move the following motion:
RECOMMENDATION
That Council request the Chief Executive Officer to
provide a report to the June 2024 Ordinary Council Meeting providing an update
on work completed to date and any upcoming initiatives in relation to the
adopted Port Macquarie-Hastings Blueprint for Generational Equity.
Comments by Councillor
Nil.
18/04/2024
Item: 10.04
Subject: Notice of Motion - Referendum to Reduce
Councillor Numbers from Nine to Seven
Councillors Lauren Edwards, Lisa
Intemann, Nik Lipovac and Rachel Sheppard have given notice of their intention
to move the following motion:
RECOMMENDATION
That Council, regarding
the constitutional referendum to be conducted at the 2024 Local Government
elections on a reduction of Councillor numbers from nine to seven:
1. Develop and provide an information
page on Council’s website from 1 August 2024 that includes supporting
information for both the ‘yes’ response and ‘no’
response to the referendum question, consisting of opinions provided by
Councillors supporting each option.
2. Determine that this information page
will make it clear that the opinions have been provided by individual
Councillors, and do not reflect the position of Port Macquarie-Hastings
Council.
3. Note the example information supporting
the ‘no’ response to the referendum question, as provided as
supplementary information with this Notice of Motion.
4. Receive a report to the June 2024
Ordinary Meeting of Council, which includes the opinions provided by
Councillors for the ‘yes’ response and ‘no’ response
for display on the information page.
Comments by Councillor Rachel Sheppard
Summary
Reducing the number of Councillors from 9 to 7 would be a
significant change to Council’s constitution. It would impact community
representation and community input into decision making. However, Council does
not currently intend to provide the community with information about the
upcoming binding referendum on reducing councillors’ numbers.
This Notice of Motion proposes that Council publish
information for and against reducing councillor numbers on the Council website.
By doing this, Council can empower community to understand potential impacts of
reducing the number of councillors, and to be informed when voting.
Background
In September 2023, Council resolved to undertake a binding
referendum to reduce councillor numbers from 9 to 7, to be held at the
September 2024 Local Government Election. The proposal was made without notice
to several councillors, without advice from staff, without first consulting
with community, and comes at an estimated cost of $70,000. This decision was
made with Mayor Pinson’s casting vote, following a tied 4/4 vote (Item
10.03. FOR: Maltman, Pinson, Roberts, Slade. AGAINST: Edwards, Intemann,
Lipovac, Sheppard).
In February 2024, Council then decided against putting
information on Council’s website, about the arguments for and against
reducing councillor numbers. This decision was made with Mayor Pinson’s
casting vote, following a tied 4/4 vote (Item 10.04. FOR: Edwards, Intemann,
Lipovac, Sheppard. AGAINST Maltman, Pinson, Roberts, Slade).
A reason given against providing community information was
concern about the quality of information that might be put on Council’s
website. This motion seeks to address that concern, and provide clarity and
transparency to Councillors and community by:
· Providing an
example of “no” response information, against reducing councillor
numbers (below).
· Formalising the
opportunity for councillors to provide comments for or against reducing
councillor numbers, to be included on Council’s website.
· Formalise the
opportunity for councillors to view the information in a Council report, before
it is published on Council’s website.
Below is an example of arguments against reducing councillor
numbers that will be submitted for inclusion on Council’s website.
Please note this is an example only, with intent that information both for and
against reducing councillor numbers can be submitted by any councillor and be
included in the June 2024 report.
Example of Arguments Against Reducing Councillor Numbers
The following opinions have been prepared in support to the
‘No’ response to reducing Councillor numbers:
Reducing councillor numbers to 7 will:
· Reduce
lines of communication between Council and Community.
· Reduce
the amount of representation of our community, at a time when the populations
is growing.
· Increase
workload on individual councillors.
· Reduce
quality of representation.
· Make
it easier to determine decisions without seeking consensus with councillors of
different views.
· May
reduce councillor numbers from Wauchope and Camden Haven.
· Reduce
the opportunity for diversity of councillors that reflects a cross-section of
our community.
· Not
create significant financial savings.
Should this motion be passed, this would constitute an
amendment to clause two of the lost amendment, Item 10.04 of the 2024 February
Ordinary Meeting of Council,
“That Council…Develop and provide an information
page on Council’s website from 1 August 2024 including supporting
information for both the “yes” response and “no”
response consisting of comments provided by Councillors supporting each
option.”
As such, this motion was brought as a notice of motion, with
signatures from at least three councillors, to meet requirements of clauses
17.5 and 17.6 of the Code of Meeting Practice.
18/04/2024
Item: 10.05
Subject: Notice of Motion - Payment Options for Rates (Bills)
Councillor Adam Roberts has given
notice of his intention to move the following motion:
RECOMMENDATION
That Council through the Chief Executive Officer explore
additional options for Ratepayers to pay rates (bills).
Comments by Councillor
Nil.
18/04/2024
|
Item: 10.06
Subject: Use of the Casting Vote
Presented
by: Business and Performance, Keith Hentschke
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 provided in the report.
Executive Summary
At the Ordinary Council meeting held 21 March 2024, with
regard to Item 10.03, Notice of Motion - Casting Vote, Council resolved:
That the Chief Executive
Officer be requested to provide a report to the April 2024 Ordinary Council
Meeting that details the purpose of a casting vote, use of the casting vote, as
included in the Local Government Act and the Office of Local Government Model
Code of Meeting Practice, how the Mayor has the casting vote and what happens
if the casting vote is not used in the event of equality of votes of a matter.
This report addresses the above resolution.
Discussion
In accordance with the resolution above, this report will
address the purpose of a casting vote, use of the casting vote, as included in
the Local Government Act and the Office of Local Government Model Code of
Meeting Practice, how the Mayor has the casting vote and what happens if the
casting vote is not used in the event of equality of votes of a matter.
Prior to addressing these items specifically, it is noted
that in accordance with section 360 of the Local Government Act 1993, Council
must adopt a Code of Meeting Practice, as prescribed under the Local Government
(General) Regulation 2021, that must not be inconsistent with the mandatory
requirements of the Model Code of Meeting Practice as prescribed.
Council’s Code of Meeting Practice addresses the use of the casting vote
in accordance with the Local Government Act.
1. Purpose of the Casting
Vote
The
casting vote exists to ensure that decisions can be made in cases where there
is an equal division of votes among members present at a meeting.
Its
primary purpose is to facilitate the resolution of contentious issues or
impasses within the local government body when there is an equality of votes.
2. Use of the Casting
Vote
With regard to voting entitlements of Councillors,
Council’s Code of Meeting Practice states:
Voting entitlements of Councillors
11.1 Each Councillor is entitled to one (1) vote.
Note: Clause 11.1
reflects section 370(1) of the Local Government Act.
11.2 The person presiding at a meeting of the Council
has, in the event of an equality of votes, a second or casting vote.
Note: Clause 11.2
reflects section 370(2) of
the Local Government Act.
11.3 Where the chairperson declines to exercise, or fails
to exercise, their second or casting vote, in the event of an equality of
votes, the motion being voted upon is lost.
It is noted that the above clauses are mandatory provisions
of the Model Code of Meeting Practice.
When a
vote results in a tie or equality of votes on a motion or amendment, the
presiding officer, typically the Mayor or Chairperson, may cast a deciding
(casting) vote. The presiding officer may exercise the casting vote to
determine the outcome of the matter under consideration.
The
decision made using the casting vote is final and binding on the local
government body and is a resolution of the Council.
3. Mayor's Role in the
Casting Vote
Council’s
Code of Meeting Practice states the following regarding the chairperson at
meetings:
6.1
The mayor, or at the request of or in the absence of the mayor, the deputy mayor
(if any) presides at meetings of the council.
Note: Clause 6.1
reflects section 369(1) of the Act.
6.2
If the mayor and the deputy mayor (if any) are absent, a councillor elected to
chair the meeting by the councillors present presides at a meeting of the
council.
Note: Clause 6.2 reflects
section 369(2) of the Act.
Again, it is noted that the above clauses are mandatory
provisions of the Model Code of Meeting Practice.
The Mayor
holds the casting vote when the Mayor is chairperson for that meeting. A Deputy
Mayor, or any other Councillor elected to be chairperson, if the Mayor is
absent from a Council meeting holds the casting vote and may use it in
accordance with clause 11.2.
The
decision made using the casting vote is a resolution of the Council.
4. When a Casting Vote is
Not Used
If the
presiding officer elects not to use the casting vote in the event of an
equality of votes, the motion or amendment is lost.
In such
cases, Council may further resolve to defer the matter to a future meeting for
further discussion and deliberation.
In
summary, the casting vote serves as a mechanism for resolving tied votes in Council
meetings, ensuring that decisions can be reached even in situations of equal
division.
Options
This report is for information only.
Community Engagement
and Internal Consultation
No community engagement was required with regard to this
report.
Internal consultation occurred between the Chief Executive
Officer, Director Business and Performance, Group Manager Governance and Legal
Counsel.
Planning
and Policy Implications
There are no planning and
policy implications in relation to this report.
Financial
and Economic Implications
There are no financial and
economic implications in relation to this report.
18/04/2024
|
Item: 10.07
Subject: Policy Review - Draft Local Government Elections Caretaker Period
Policy
Presented
by: Business and Performance, Keith Hentschke
Alignment with Delivery Program
1.3.2 Build trust and improve Council's reputation through
transparency, good decision making and living Council’s Values.
|
RECOMMENDATION
That Council adopt the draft Local Government Elections
Caretaker Period Policy.
Executive Summary
Council will be conducting Local Government elections on 14
September 2024 after a shortened Council term due to a delay in conducting the
previous election. Leading up to these elections, Council enters a 4 week
caretaker period whereby a number of restrictions are placed upon Council with
regard to its decision making capabilities. Council adopted a Local Government
Elections Caretaker Period Policy at the May 2021 Ordinary Council meeting that
should now be reviewed leading into the upcoming elections. This policy ensures
that the outgoing Council does not commit a new Council to any ongoing
obligations or the integrity of the elections are affected by Council actions
or decisions. A draft Local Government Elections Caretaker Period Policy has
been developed for the consideration of Council (Attachment 1). There are very
few proposed changes to the existing policy and these proposed changes are
indicated in red text.
Discussion
A draft Local Government Elections Caretaker Period Policy
has been developed to ensure:
· The Council,
community and staff are aware of what can and cannot be done during the
election (caretaker) period;
· Council
complies with the election (caretaker) period provisions of the Local
Government (General) Regulation 2021 (the Regulation);
· Council
complies with the Code of Conduct requirements with regard to elections;
· Council
continues to provide high standards of service to the community; and
· Council
decisions or actions do not advantage, or disadvantage, any candidate leading
into an election.
This policy also commits Council during the (caretaker)
period to:
· Avoid making
significant new policies or decisions that could unreasonably bind a future
Council; and
· Ensure that
public resources, including staff resources, are not used in election
campaigning or in a way that may improperly influence the result of an
election, or improperly advantage existing Councillors as candidates in the
election.
The draft policy addresses the requirements of the Local
Government Act and Regulation with regard to the caretaker period prior to an
election but goes further to address requirements under the Code of Conduct
with regard to the use of Council resources by Councillors in an election
period.
Options
Council may:
· Adopt the
draft policy as presented
· Adopt an
amended policy
· Take no
action
Community
Engagement and Internal Consultation
This draft policy has been reviewed by Council’s
Executive Team.
It is not proposed to publicly exhibit this draft policy as
there is little impact on the community and much of the policy revolves around
provisions of the Act, Regulation and Code of Conduct.
Planning
and Policy Implications
There are no planning and
policy implications in relation to this report.
Financial
and Economic Implications
There are no financial and
economic implications in relation to this report.
|
Attachments
1. Draft Policy
- Local Government Elections Caretaker Period
|
18/04/2024
|
Item: 10.08
Subject: Disclosure of Interest Return - Designated Persons
Presented by: Business and
Performance, Keith Hentschke
Alignment with Delivery Program
1.3.2 Build trust and improve
Council's reputation through transparency, good decision making and living
Council’s Values.
|
|
RECOMMENDATION
That Council note the Disclosure of Interest return for
the following position Community Planning
and Environment - Strategy Officer
|
Executive Summary
This report informs Council of the lodgement of a return
disclosing the interests of a designated person which are required under Clause
4.21 of Council’s Code of Conduct.
The
returns for the abovementioned position will be tabled at this meeting.
Discussion
Clause 4.21 of Council’s Code of Conduct, requires Councillors and Designated Persons to prepare
and submit written returns of interests. The following position
is designated person under the
Local Government Act:
· Strategy
Officer
Clause
4.24 requires the General Manager (or Chief Executive Officer) to keep a
Register of the Returns and Clause 4.25 requires the returns must be
tabled at the first meeting of the Council after the last day the return is
required to be lodged.
The
disclosure returns will be held in the Disclosure Register in the Governance
Section of Council and, as required by Section 6 of the Government
Information (Public Access) Act 2009, they are available for public
inspection by appointment or they are available on Council’s website
noting residential addresses of staff may be redacted in accordance with the
Local Government Act.
Options
Lodgement of a Return by a
Designated Person is a requirement under Clause 4.21 of Council’s Code of
Conduct.
Community Engagement and Internal Consultation
Internal Consultation
· Group
Manager Governance.
· Chief
Executive Officer.
Planning and Policy Implications
There are no planning or policy
implications.
Financial and Economic Implications
There are no financial or economic
implications.
18/04/2024
|
Item: 10.09
Subject: Draft Operational Plan 2024-2025, Fees and
Charges, Revenue Policy, and Rating Maps Documents for Public Exhibition
Presented
by: Business and Performance, Keith Hentschke
Alignment with Delivery Program
1.1.4 Provide easy to understand and accessible community
reporting.
|
RECOMMENDATION
That Council:
1. Place
the following draft Integrated Planning and Reporting documents on public
exhibition for a period of 28 days from 22 April to 20 May 2024:
a) Draft
2024-2025 Operational Plan
b) Draft
2024-2025 Fees and Charges
c) Draft
2024-2025 Revenue Policy
d) Draft
2024-2025 Rating Maps
2. Note that
in accordance with Council’s Resolution of 15 February 2024, in relation
to Item 10.16 Impacts and Options in Relation to a Proposed Rate Freeze for
2024-2025, the Draft 2024-2025 Operational Plan has been prepared with a 0.0%
Rate Peg applied to Ordinary and Special Rates, excluding the Town Centre
Master Plan component of the Port Macquarie CBD ordinary business rate.
3. Note
that in accordance with Council’s Resolution of 15 February 2024, in
relation to Item 10.17 Impacts and Options in Relation to the Abolition of the
Town Centre Master Plan Component of the Port Macquarie CBD Ordinary Business
Rate, the Draft 2024-2025 Operational Plan has been prepared noting the
abolition of the Town Centre Master Plan (TCMP) component of the Port Macquarie
CBD Ordinary Business Rate.
4. Note
that a further report will be tabled at the June 2024 meeting of Council for the
adoption of the 2024-2025 Integrated Planning and Reporting suite of documents,
detailing the submissions received from the public during the exhibition
period.
Executive
Summary
The Integrated Planning and Reporting (IP&R) Framework for
local government came into force in 2009 as an amendment to the Local
Government Act 1993 (the Act). The NSW Office of Local Government (OLG)
reviewed and updated the IP&R Framework Guidelines in 2021. The purpose of
the IP&R Framework is to embed an effective and integrated approach to
strategic planning and reporting in local government and ensure transparency
and accountability to the community. IP&R guides Council in delivering the
community’s vision and priorities through long, medium and short-term
plans.
Port Macquarie Hastings
Council’s IP&R Framework comprises:
· Community Strategic Plan
(10+ years) - Imagine 2050
· Community Engagement
Strategy
· Resourcing Strategy
(Asset Management Strategy, Workforce Management Strategy, Long Term Financial
Plan)
· Delivery Program
(4-year) 2022-2026, and
· Operational Plan.
Together the suite of IP&R documents support Council in
planning and identifying resourcing required to deliver the services and
facilities our community needs, now and in the future.
In accordance with the Act, Council
is required to have the annual Operational Plan adopted before the beginning of
each financial year. Supporting the 4-year Delivery Program a Draft Operational
Plan has been prepared detailing the planned projects and actions that
will be undertaken in the 2024-2025 financial year in working towards the
community vision outlined in the Community Strategic Plan - Imagine 2050.
In developing the Draft 2024-2025 Operational Plan, a number
of detailed briefings have been held with Councillors to consider Rates and
Charges and support the development of the 2024-2025 Operational Plan and
Budget, with particular emphasis on a 0.0% Rate Peg.
Council is required to exhibit the Draft Operational Plan
2024-2025 for 28 days, to provide an opportunity for the community to review
and provide feedback to Council.
The purpose of this report is to seek Council approval to
place the following suite of IP&R documents on public exhibition from 22
April to 19 May 2024 for community feedback:
· Draft 2024-2025
Operational Plan
· Draft 2024-2025 Fees and
Charges
· Draft 2024-2025 Revenue
Policy, and
· Draft 2024-2025 Rating
Maps
A further report will be provided to Council, after the
exhibition period, addressing all submissions received and any amendments
required to the draft Plans.
Discussion
Draft 2024-2025 Operational Plan
The Draft Operational Plan details the actions, projects and
programs proposed to be undertaken by Council during the 2024-2025 operational
year and includes information on the cost of each service delivered to the
community. The 2024-2025 draft budget sets a total expenditure of $358.2m
(excluding depreciation and loss on disposal of assets), including a capital
works program of $187.2m. Total revenues are expected to be $285.5m.
As detailed in the Draft 2024-2025 Operational Plan
(Attachment 1), in addition to delivering a number of major projects, Council
will also continue to deliver services such as: water and wastewater;
libraries; community and cultural facilities and programs; parks, sports and
recreation; transport; waste; and the management of our natural resources.
Council is strategically utilising a mixture of reserves and loans to fund the
difference between revenue and expenditure and to minimise the impact on the
program deliverables.
The challenges of recent years from natural disasters and
the COVID-19 pandemic, as well global factors, are placing a number of
pressures on Council’s finances, with significant cost escalations,
economic volatility, rising interest rates and pressures on supply chain,
resourcing and contractor availability. Despite a balanced
budget position, the General Fund operations continue to be tested, with long
term financial projections showing some ongoing financial challenges.
Council continues to leverage its strong
balance sheet position and strategically use internal reserves to deliver some
key works, as well as leveraging its low debt levels to
access new borrowings to facilitate the delivery of key infrastructure projects.
At its
Ordinary Meeting held on 15 February 2024, Council considered a report, Item
10.16, Impacts and Options in Relation to a Proposed Rate Freeze for 2024-2025,
and subsequently resolved as follows:
That
Council:
1. Request the Chief Executive Officer prepare the
Draft 2024-2025 Operational Plan with a 0.0% Rate Peg applied to Ordinary and
Special Rates, excluding the Town Centre Master Plan component of the Port
Macquarie CBD ordinary business rate.
2. Include in the Draft 2024-2025 Operational Plan
and resultant communication with ratepayers, a clear understanding of the
measures to mitigate all the financial impacts that a 0.0% Rate Peg in the
Ordinary and Special Rates that may apply.
3. Ensure that mitigation measures in dealing with
the 0.0% Rate peg in the Draft 2024-2025 minimises the impact on reducing
services and projects.
Similarly, and in relation to the Town
Centre Master Plan, at that same meeting Council considered a report, Item
10.17, Impacts and Options in Relation to the Abolition of the Town Centre
Master Plan Component of the Port Macquarie CBD Ordinary Business Rate and
subsequently resolved as follows:
That Council:
1 Prepare as part of the Draft 2024-2025
Operational Plan, the abolition of the Town Centre Master Plan (TCMP) component
of the Port Macquarie CBD Ordinary Business Rate.
2. Include in the Draft 2024-2025 Operational plan
details of a potential redistribution of the shortfall in rates from the
abolition of the Town Centre Master Plan (TCMP) component of the Port Macquarie
CBD Ordinary Business Rate across all ordinary rate sub-categories.
3. Ensure that any mitigation measures in dealing
with the abolition of the TCMP component of the Port Macquarie CBD Ordinary
Business Rate minimises the impact on reducing services and projects.
4. Report back to Council in August 2024 a plan on
how Council will maintain the Port Macquarie, Wauchope and Laurieton
CBD’s into the future, including any potential options for a fair and
equitable resourcing.
Further information relating to the draft 2024-2025 budget
and the impacts of the above resolutions are outlined in the Rates, and
Financial and Economic Implications sections of this report and in the attached
documents.
Highlights, by region, of Council’s $187.2m draft
capital works program are provided graphically on page 14 of the draft
2024-2025 Operational Plan and repeated below.
Supplementary documents
The full listing of rates, fees and charges, relevant
statutory regulations and the proposed income generated is contained in the
Revenue Policy and Fees and Charges documents. The supplementary documents to
the Operational Plan are:
· Draft 2024-2025
Operational Plan (Attachment 1)
· Draft 2024-2025 Revenue
Policy (Attachment 2)
· Draft 2024-2025 Fees and
Charges (Attachment 3)
· Draft 2024-2025 Rating
Maps (Attachment 4), and
· Draft 2024-2025 Fees and
Charges - New Fees.pdf (Attachment 5)
Fees
and Charges and Revenue Policy
Council delivers a wide range
of chargeable services to the community. In determining the appropriate
level of fees to be charged, a range of issues are considered such as what is
fair and equitable, and how much the service costs to provide.
Taking these principles into account, the 2024-2025 fees and
charges for services in a number of categories have been reviewed and adjusted
as appropriate. These adjustments apply to categories where the individual
costs are met by the user of the service, where Council operates in a
competitive marketplace or Council provides services on a commercial basis.
Further, adjustments have been made to some fees to ensure they reflect
relevant regulations or statutory fees such as the Environmental Planning and
Assessment and the Companion Animals regulations.
Rates
As detailed
above, Council in February 2024 resolved to prepare the Draft 2024-2025
Operational Plan with a 0.0% Rate Peg applied to Ordinary and Special Rates,
excluding the Town Centre Master Plan component of the Port Macquarie CBD
ordinary business rate.
In
accordance with Council’s resolution in this regard, a number of
mitigation measures have been identified as detailed below:
|
Mitigation
|
Amount
|
Description
|
|
Freeze on hires
|
$650,000
|
A freeze on hiring specific roles within PMHC would be used to
reduce expenditure by $650,000.
|
|
Corporate Overhead savings
|
$200,000
|
A reduction in discretionary spending,
including on consultants and professional services.
|
|
Road resealing and maintenance
|
$650,000
|
The Sealed Roads Repairs Program will be
impacted by $650,000. This corresponds to a reduction of around ten (10)
kilometres of road resealing or two (2) kilometres of asphalt resurfacing.
|
|
Parks and gardens maintenance
|
$350,000
|
Parks and gardens
maintenance will be impacted by $350,000. This impacts Councils ability to
maintain existing service levels for mowing across the LGA (i.e. a six (6)
week mowing cycle would be an eight (8) week mowing cycle).
|
|
Tree and shrub maintenance
|
$250,000
|
Tree and shrub maintenance will be
reduced by $250,000 compared to the 2023-24 budget. This corresponds to a
reduction of around 144 priority trees not being maintained across the LGA.
|
|
Building maintenance
|
$250,000
|
Building maintenance will be impacted by
$250,000 across nine (9) sites having reduced asset maintenance including
Libraries, Community Halls, and amenities.
|
|
Community grants
|
$200,000
|
Community Grants will not be available
in the 2024-2025 budget.
|
|
Community activities and cultural events
|
$150,000
|
Community activities and events will be
reduced by $150,000. This would discontinue funding for Arts Mid North Coast
partnership, community events, community programs and the installation of
public art.
|
|
Total
|
$2,700,000
|
|
Water Charges
Water charges will continue to be charged
under the current two-tier water pricing tariff structure. The 20mm access
charge and the usage charges have been increased in line with IPART’s
general fund rate peg of 4.6%. The access charge for all other meters have been
increased in line with the best practice calculation. Recycled water will be
charged at 50% of the potable water charge for non‑residential properties
and 80% for residential properties.
Sewer Charges
All properties connected or capable of
connection to the sewerage system will be subject to an annual charge. In
addition, properties such as major regional shopping centres, caravan parks,
flats, retirement homes, motels, clubs, hotels, schools, and backpacker hostels
will be required to pay an additional charge based on the amount of water
consumed. The annual sewerage charge has been increased by 4.6% in line with
the general fund rate peg approved by IPART.
Onsite
Effluent charges
Properties with an on-site effluent
management system will be charged an on-site effluent management fee based on
the risk of the system. This fee is proposed to be increased by 4.6% for
2024–2025.
Stormwater
charges
Council
charges a stormwater levy on all urban properties (except vacant land) that are
in the residential and business rating categories and where a stormwater
management service is provided. The base stormwater levy has remained unchanged
since it was introduced by the State Government in 2006-2007.
Domestic
Waste Management charges
At its Ordinary Meeting 20 April 2023,
Council considered a Confidential Matter, Item 14.03, T-13-21 - Organics
Processing Contract Extension and resolved as follows:
That Council:
1. Note the extension of the Organics Processing
Contract (T-13-21 Part B) with Remondis Australia Pty Ltd until 31 August 2026.
2. Vary the Organics Processing Contract (T-13-21
Part B) as per Option 1 as detailed in this report.
3. Utilise Funding Mechanism 2 as detailed in this
report.
4. Note the financial implications as detailed in
the report.
5. Consider the incorporation of these additional
fees with the Draft Operational Plan and Fees and Charges, noting this will be
the subject of targeted engagement through the exhibition period to gain
feedback on the proposal.
Funding Mechanism 2 provides as
follows:
As per Council’s resolution, Waste
Management Fees and Charges have been drafted with a 5.6% increase.
The charges to apply to domestic waste
management are determined in accordance with the Reasonable Cost Guidelines
issued by the Office of Local Government. All properties with a domestic waste
management service available to their property will be charged an annual charge
under Section 496 of the Local Government Act 1993.
Other Waste Management charges
All properties with a non-domestic waste
management service will be charged an annual charge under Section 501 of the
Local Government Act 1993.
Options
Council could adopt the recommendation as proposed.
Council could seek additional information on the content of
the IP&R suite of documents prior to placing on exhibition, noting this
would delay the proposed minimum 28 days’ exhibition period (22 April -
17 May 2024) and potentially impact ability to meet legislative timeframes for
adoption of the planning suite of documents.
Community
and Internal Engagement
Community engagement activities will be undertaken to
support the development, refinement and adoption of Council’s one-year
Operational Plan 2024-2025 and will be in accordance with the Port
Macquarie-Hastings Council’s Community Engagement Strategy. Council is
required to place the following IP&R documents on public exhibition for a
minimum of 28 days for community feedback:
· Draft 2024-2025
Operational Plan
· Draft 2024-2025 Fees and
Charges
· Draft 2024-2025 Revenue
Policy, and
· Draft 2024-2025 Rating
Maps.
Feedback gathered through the exhibition period will be used
to inform Council when finalising the IP&R suite of documents, which will
be presented to Council for adoption in June 2024. All community members that
made a submission will receive a response, following the June 2024 Council
meeting.
There are a number of ways in which Council will engage with
the community during the public exhibition period and these are described in
the table below.
|
Engagement Level
|
Definitions
|
Engagement Techniques
|
|
1. Inform
|
To provide stakeholders with balanced and objective
information to assist in understanding the problem, alternatives,
opportunities and/or solutions.
|
• Fact
sheets
• Media
releases
• E
newsletters
• Council
display at Libraries and Customer Service Centres
• Social
Media
|
|
2. Consult
|
To obtain stakeholder feedback on analysis
alternatives and/or decisions. To work directly with stakeholders throughout
the process to ensure that the stakeholders’ concerns are consistently
understood and considered.
|
• Live
Facebook Q & A
• Public
Exhibition
• Have
your Say - website
• Pop-ups
|
|
3. Review and
Feedback
|
Collate a summary engagement report.
Ensure that all stakeholders that have engaged through
the process are responded to after the Ordinary Council Meeting in June
|
• Assess
submissions and respond to the questions within each submission
|
Internal consultation has taken place with Councillors, the
Executive and Group Managers, and staff.
Planning and Policy
Implications
This report is aligned with
Council’s obligations under the NSW Integrated Planning and Reporting
Framework legislative requirements.
Financial and Economic
Implications
The 2024-2025 budget forecasts a
balanced position as shown in the table below.
|
Budget Summary Table Surplus/(Shortfall)
|
|
|
2024-2025
Draft Budget
$'000
|
|
Operating Budget
|
|
|
Total Income
|
285,475^
|
|
Operating Expenses (excl.
Interest Expense,
Depreciation,
Loss on Disposal of Assets)
|
(150,120)*
|
|
Interest Expense
|
(3,029)*
|
|
Net Operating Budget
|
132,325
|
|
|
|
Capital Items
|
|
|
Net transfers from reserves
|
31,248
|
|
Purchase of Assets
|
(195,185)^*
|
|
Proceeds from New Loans
|
38,429
|
|
Loan Principal Repayments
|
(6,817) *
|
|
Net Capital Result
|
(132,325)
|
|
|
|
Budget Result surplus/(shortfall)
|
-
|
^Includes $8.0m in Developer
Provided Assets
Total projected income is $285.5 and includes $97.4m in
capital grants and contributions.
Excluding depreciation and loss on disposal of assets, the
total expenditure is $358.2m which includes the items in the above table marked
with an *. Council will also take out new loans of $38.4m to fund significant
infrastructure works, as well as use $94.7m of reserves to fund a variety of
projects (noting this is offset by current year revenue such as developer
contributions that must be put into reserves for use on future projects).
Despite a balanced budget position, the 2024-2025 budget
forecasts an operating loss of $9.9m on a consolidated basis which is driven by
an operating loss of $15.4m for Council’s General Fund.
Despite the above, Council maintains a
sound balance sheet, with strong cash and investment reserves. Most of these
reserves are restricted for use on significant Water and Sewer projects, and a
number of these will be delivered, with significant infrastructure investment
over the next few years. However, to mitigate the above impact on a short-term
basis, Council continues to strategically leverage its internal reserves to
deliver on key works, including the maintenance and renewal of roads, storm
water and footpath networks, as well as parks and recreation spaces. Council
also plans to leverage its low debt levels to access new borrowings to
facilitate the delivery of key infrastructure works.
Risk and New Initiativew Register
With the above focus on service delivery and limited
resources, it is noted that there are always programs and works that cannot be
fully funded within the Operational Plan and Long-Term Financial Plan. The
projects are monitored internally and as funding becomes available, re-prioritised
in the plan. To provide a greater level of transparency and facilitate improved
project prioritisation, a Risk and New Initiatives Register is being developed.
Financial Assistance Grant
It should be noted that the 2024-2025 draft budget includes
grant funding ($8.9m) from the Australian Government in the form of a Financial
Assistance Grant. Any reduction to this funding could impact upon
Council’s ability to deliver services.
It should also be noted that the Australian Government has
in recent years made advance payments of the annual allocation of the Financial
Assistance Grant. Council is required to bring these revenues to account in the
year in which they are received as opposed to the year to which they relate.
Should the Australian Government cease payment in advance, this may have a
significant impact on the monies actually received in 2024-2025 and therefore
on the operating result for this period. It is noted however that this is a
timing issue only and overall monies received across periods will not be
impacted.
The Town Centre Master Plan (TCMP) Levy
As detailed
above, Council resolved to prepare the Draft 2024-2025 Operational Plan with
the abolition of the Town Centre Master Plan (TCMP) component of the Port
Macquarie CBD Ordinary Business Rate.
Item 2 of the resolution
requested that the Draft 2024-2025 Operational Plan detail the potential
redistribution of the shortfall in rates from the abolition of the Town Centre
Master Plan (TCMP) component of the Port Macquarie CBD Ordinary Business Rate
across all ordinary rate sub-categories.
In the case of redistributing across all Council ordinary
rate sub-categories, including residential and business, initial modelling
indicates as per the table below, that this would result in an approximate 1%
increase in the average rate paid by Port Macquarie-Hastings ratepayers.
|
Category
|
Change in Average
Annual Rates ($)
|
|
Residential - Defined Urban Centre
|
19.93
|
|
Residential - Other
|
20.96
|
|
Business - Defined Urban Centre
|
49.28
|
|
Business - Other
|
27.30
|
|
Business - CBD
|
(3,146.72)
|
|
Farmland
|
32.99
|
Council’s current rating structure incorporates a
Business Category that is further split into 3 sub-categories:
· Port Macquarie CBD
· Defined Urban Centres
(Bonny Hills, Camden Haven, Kew, Kendall, Lake Cathie, Port Macquarie,
Thrumster, Wauchope), and
· Other Hastings
In relation to the Port Macquarie CBD rate, it is noted that
these rates are subject to a higher rate in the dollar than is commonly applied
to CBD areas due to the fact that they often receive a higher level of service.
|
Attachments
1. Attachment 1
- Draft 2024-2025 Operational Plan
2. Attachment 2
- Draft 2024-2025 Revenue Policy
3. Attachment 3
- Draft 2024-2025 Fees and Charges
4. Attachment 4
- Draft 2024-2025 Rating Maps
5. Attachment 5
- Draft 2024-2025 Fees and Charges - New Fees
|
18/04/2024
|
Item: 10.10
Subject: Investments and Loans - March 2024
Presented
by: Business and Performance, Keith Hentschke
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 and Loans Report for
March 2024.
Executive
Summary
· Council’s
investment portfolio has met compliance requirements and investment income is
exceeding the budget.
· Investment
portfolio performance for the financial year to date was marginally below
benchmarks due to the unexpected aggressive rate hikes undertaken by the
Reserve Bank of Australia (RBA). Whilst the underperformance may continue in
the short term, this is expected to be temporary.
· Through
March 2024, at the very short-end (3-5 months), the average major bank deposit
rates were around 2-4 basis points (bp) higher compared to the previous month.
In contrast, major bank deposit rates at the long-end fell between 10-20bp
across the 2-5 year tenors. The longer-term rates are around 20-30bp lower
across the board compared to where they were 6 months ago (September 2023),
with rate cut expectations now gathering pace.
· Over the
past 12 months the portfolio has returned 2.86% p.a. which is 1.33% lower than
the benchmark (AusBond Bank Bill Index).
· Outstanding
loan balances are at manageable levels to enable borrowings for capital works
moving forward and significant new loans are included in the current Long Term
Financial Plan.
· The loans
portfolio is currently attracting average rates lower than new investments,
meaning that Council is currently experiencing a positive net exposure to
interest rates.
Discussion
The purpose of this report is to
provide details of Council’s investment and loan portfolios and to
certify that all investment funds have been made in accordance with section 625
of the Local Government Act 1993.
Council has engaged Arlo Advisory
to provide both an investment management platform and investment advisory
service. Attachments 1 and 2 prepared by Arlo Advisory provide detailed
information on the performance of Council’s investment portfolio for the
period.
Investment Portfolio
As of 31 March 2024, the investments held by Council
totalled $414,150,692.
Investment activity during the month was as follows:
All investments are made in
accordance with Council’s adopted investment policy, including policy
risk limits and performance. The policy is formulated with reference to Office
of Local Government Investment Policy Guidelines.
The following graph shows total investments by type on a
rolling 12-month basis:
The maturity profile of the investment portfolio, (excluding
the cash management account which is at call) is illustrated below and shows
that maturities are well balanced across the next 3 - 5 year horizon.
The average interest rate of those falling in the current
year illustrates the impact of longer-term investments made in higher rated
products prior to the interest rate decline during the COVID-19 pandemic. This
has meant that returns have been somewhat protected against falling rates and
the portfolio performed strongly despite this. From next year, the average
interest rate of maturities falls. This reflects the declining interest rates of
the last two years, noting that Council protected the portfolio against even
lower interest rates by taking advantage of longer term and higher rated
products, thereby still maintaining average returns above industry benchmarks.
Moving forward it will be important to take advantage of rising interest rates
if re-investing maturing investments, whilst also balancing with a level of
risk mitigation against a potential recession environment. As shown below
an investment was taken out in February 2024 over a longer term (5 years) to
take advantage of an interest rate of 5.13%.
Council’s total
investment portfolio is attributed to the following funds:
Whilst the current level of investments remains high, these
largely relate to funds which have legal restrictions (i.e. Water and Sewer),
where funds cannot be spent on general operations or works, or to funds held
for specific purposes.
These funds will be spent depending on the required timing
of future works and the totals will fluctuate depending on the status of
individual projects.
(1) The
General Fund reserves include the following:
· Approximately
$75.6m are development contributions (S.711) that must be expended in relation
to adopted plans to fund growth related infrastructure. They cannot be spent on
existing infrastructure or on projects not listed in the relevant plans.
· At 30 June 2023,
$59m were grants for specific projects to be spent in 2023 and 2024, including
for Ocean Drive ($16.6m) and Maria River ($10.6m).
· Remaining reserves
are fully allocated to a range of projects including Ocean Drive ($10m),
additional parks maintenance ($1m) and various airport projects. They are also
allocated to fund operational needs of Council, such as replacing Plant and
Equipment, with approximately $10.5m held for security bonds which will be returned to suppliers on completion of works.
(2) Much
of the portfolio is held in the Water, Sewer and Waste Funds which require
significant capital investment. Projects often occur cyclically, with a combination
of reserves and borrowings used to fund the large infrastructure needs. The
funds are fully allocated to projects over the coming years including:
· Cowarra Water
Treatment / Filtration Plant - $125m of reserves funding
· Thrumster Sewerage
Treatment Plant - $19m of reserves funding
· Kew STP Upgrade -
$35m of reserves funding
· Kew and Bonny
Hills Reservoirs - $11m of reserves funding
The following is a summary of Council’s exposure to
financial institutions that fund fossil fuels:
Further commentary on fossil fuel investments is provided by
Arlo Advisory in the attached Monthly Investment Report (Attachment 1).
When investing, Council seeks and receives multiple quotes
from a range of financial institutions across the different ratings spectrum.
In the instance that a bank is not lending to the fossil fuel industry, are
offering the highest rate, and comply with the various Policy risk limits,
Council preferences that bank, in accordance with the Investment Policy. As
noted above, the investment policy is formulated with reference to Office of
Local Government Investment Policy Guidelines.
Interest on Investments
The following table shows the interest returns as of 31
March 2024 for the 2023-24 financial year and the portfolio performance against
benchmark (bank bill Index).
As noted above, although the total portfolio performance for
the financial year to date was marginally below benchmark due to the unexpected
aggressive rate hikes undertaken by the RBA, this ‘underperformance’
is expected to be temporary.
Loan Portfolio
Below are details of Council’s current loan balances
and interest expense for the month:
*see attachement 3 for
detailed listing of loan repayments for 2023/2024
The maturity profile of the loans portfolio is shown below.
It details when the outstanding loan balances will be paid down and the average
interest rate payable that has been attributable to those loans. The increase
in the average interest rate in the 2032 and 2033 years is a result of the two
new loans taken up in May 2023. Additional detail on the loan portfolio is
provided in an attachment to this report.
Summary - Net Position Investments and Loans
As interest rates rise, Council can invest funds at higher
rates, currently locking in rates in the vicinity of 5.16%. With much of the
loan portfolio locked in at average rates lower than this, Council is
experiencing a positive net exposure to interest rates. However, pressure may
be put on this position moving forward as future loans are expected to attract
higher rates.
Options
This is an information report.
Community Engagement and
Internal Consultation
Council uses the services of an independent financial
advisor, on an ongoing basis with investments. Council obtains regular updates
regarding market activities positions from various institutions.
Planning
and Policy Implications
There are no planning and
policy implications in relation to this report.
Financial
and Economic Implications
Budget levels have been exceeded on a year-to-date basis.
Returns are currently marginally below benchmark.
Council’s total investment portfolio performance for
the financial year to date is 1.03% below the benchmark (2.23% against 3.26%)
and year to date income is 101% of the total annual budget.
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 2012 and Council’s Investment Policy.
Rod Archer
Responsible Accounting Officer
|
Attachments
1. Port
Macquarie Hastings Council Investment Report - 31 March 2024
2. Port
Macquarie Hastings Council Portfolio Valuation - 31 March 2024
3. Port
Macquarie Hastings Council Loan Repayments - 2023-2024
|
18/04/2024
|
Item: 10.11
Subject: Monthly Budget Review - March 2024
Presented
by: Business and Performance, Keith Hentschke
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 “March 2024 Adjustments” section of the
Monthly Budget Review – March 2024 report and associated attachment.
2. Amend
the 2023-2024 Operational Plan to include all budget adjustments approved in
this report.
|
Executive
Summary
This report details monthly budget adjustments recommended
to be made for the month of March 2024. The Council-adopted 2023-2024 budget
position at the commencement of the financial year was a balanced budget. The
budget adjustments contained in this report forecast a budget surplus position
of $17,495 as at the end of March 2024. This is outlined in the table below.
Monthly
Budget Review Summary
|
Original Budget as at 1 July 2023
|
Balanced
|
$0
|
|
Plus adjustments:
|
|
|
|
July
Review
|
Balanced
|
$0
|
|
August
Review
|
Balanced
|
$0
|
|
September
Review
|
Balanced
|
$0
|
|
October
Review
|
Balanced
|
$0
|
|
November
Review
|
Surplus
|
$17,495
|
|
January
Review
|
Balanced
|
$0
|
|
February
Review
|
Balanced
|
$0
|
|
March
Review
|
Balanced
|
$0
|
|
Forecast Budget Position for 30 June 2024
|
Surplus
|
$17,495
|
* No report in December
due to no Council meeting
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 originally adopted 2023-2024 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.
March 2024 Adjustments
The commentary below is to be read in conjunction with the
“Forecast Budget Statement for the Year Ended 30 June 2024” on page
3 of this report. Further details on individual transactions are provided in
Attachment “March 2024 Budget Review”.
Grants and Contributions totalling $5,614k were recognised
during the month of March. These include Flood Recovery Works ($5,560k), a
Weeds Management project ($35k), Library Special Projects ($9k) and a Gallery exhibition
reimbursement ($10k).
Other adjustments are accounting entries only, or movements
between projects, and have no impact on Council’s budget position.
Forecast Budget Statement for the Year Ended 30 June 2024
Note that ‘Other Operating Payments’ includes
items such as electricity, street lighting, insurances, waste levy, emergency
services levies.
Options
Council may adopt the
recommendations as proposed or amend as required.
Community Engagement and Internal
Consultation
Not applicable.
Planning and Policy Implications
There are no planning and policy implications in relation to
this report.
Financial and Economic
Implications
Attachment 1 to this report contains information of each
individual budget adjustment by Division and Section. The budget movements
within this report result in the budget position surplus of $17,495.
Statement by Responsible Accounting Officer
“The adopted original budget result for 2023-2024
was a balanced budget. As at 31 March 2024 this position is changed to a budget
surplus of $17,495 and this position is considered acceptable”.
|
Attachments
1. March 2024
Budget Review
|
18/04/2024
|
Item: 10.12
Subject: Allocation of 2022-2023 Water Fund and Sewer
Fund Dividend
Presented
by: Business and Performance, Keith Hentschke
Alignment with Delivery Program
1.5.1 Manage Council’s financial assets and provide
accurate, timely and reliable information.
|
|
RECOMMENDATION
That Council:
1. Note
the information provision requirements of section 4.4 of the Guidelines
(Regulatory and Assurance Framework for Local Water Utilities) have been
finalised.
2. Note
an estimated $1,376,000 will be used to payout
the loan associated with the Town Centre Master Plan.
3. Resolve
that the remaining water and sewer dividend be allocated to the reserve for
parks maintenance as proposed in the Draft Operational Plan 2024-25.
|
Executive Summary
This report provides a recommendation to Council for the
allocation of the Water Supply and Sewerage Funds dividend for 2022‑2023.
Council has completed the information provision requirements
of section 4.4 of the Guidelines (Regulatory and Assurance Framework for Local
Water Utilities). The dividend will be used to payout the loan associated with
the Town Centre Master Plan as resolved by Council. It is recommended that the
remaining dividend be allocated to the reserve for parks maintenance as
proposed in the Draft Operational Plan for 2024‑2025.
Discussion
Report item 10.13 from the 15 February 2024 Ordinary Council
Meeting authorised the payment of the Water Fund and Sewer Fund Dividend to the
General Fund as per points 2, 3, 4 and 5 below. Additionally, as per point 6
below, Council resolved to apply part of the dividend to the balance of the
loan associated with the Town Centre Master Plan.
As of 22 March 2024, the payout for the loan associated with
the Town Centre Master Plan will cost an estimated $1,376,000.
That Council:
1. Note
Council has complied with sections 4.2 and 4.3 of the Guidelines (Regulatory
and Assurance Framework for Local Water Utilities) for council dividend
payments for water supply or sewerage services and any direction under
s.409(6)(b) of the Local Government Act.
2. Authorise
the payment of a dividend of $961,254 to the General Fund from the surplus in
Water Supply operations for 2022-2023.
3. Authorise
the payment of $106,806 for tax equivalents to the General Fund from the Water
Supply operations for 2022-2023.
4. Authorise
the payment of a dividend of $930,015 to the General Fund from the surplus in
the Sewerage Fund for 2022-2023.
5. Authorise
the payment of $103,335 for tax equivalents to the General Fund from the
Sewerage Fund for 2022-2023.
6. Note
that once the information provision requirements in section 4.4 of the
Guidelines is finalised, apply the dividends as noted in Points 2,3,4 and 5, to
first hold in reserve the amount required to pay out the loan associated with
the Town Centre Master Plan, with any residual amount being the subject of a
future report to Council before further allocation.
The remaining dividend of approximately $725,000 is
recommended to be allocated to the reserve for parks maintenance as proposed in
the Draft Operational Plan for 2024‑2025.
Options
Council may determine that the use of the residual funds be
allocated to a purpose other than Parks Maintenance. If so, Council would need
to resolve the removal of the Parks Maintenance from the draft Operational Plan
for 2024-25.
Community Engagement &
Internal Consultation
Consultation has occurred with the Water and Sewerage
sections, the Executive and Independent Auditors.
Planning & Policy
Implications
There are no planning and
policy implications in relation to this report.
Financial & Economic
Implications
A total dividend of
$2,101,410 will be allocated to General Fund reserves. An estimated $1,376,000
will be used to payout the loan associated with the Town Centre Master Plan.
The remaining balance is proposed to be allocated to the reserve for parks
maintenance as proposed in the Draft Operational Plan 2024-2025.
18/04/2024
|
Item: 10.13
Subject: Opportunity For Local Firms To Do Business With Port
Macquarie-Hastings Council
Presented
by: Business and Performance, Keith Hentschke
Alignment with Delivery Program
1.5.2 Use procurement, tendering, purchasing and contract
management approaches that are transparent and equitable.
|
RECOMMENDATION
That Council:
1. Note
the information provided in this report.
2. Note
a future report will be presented to the Ordinary Council meeting in October
2024 that details Council’s commitment to supporting local business
through its tendering and purchasing process during the previous financial
year.
Executive Summary
At the Ordinary Council meeting held on 21 March 2024, the
Council resolved:
That Council:
1. Note
the information provided in this report.
2. Request
that a report be presented to the April 2024 Ordinary Council meeting that
summarises Council's commitment to supporting local business through their
tendering and purchasing process during the previous 12 months.
3. Note
a future report will be presented annually to the October Ordinary Council
meeting, commencing October 2024, that details Council's commitment to
supporting local business through its tendering and purchasing process during
the previous financial year.
This report relates to Item 2.
Discussion
Council's
commitment to supporting local business through tendering and purchasing
process over the past year is evident in the ongoing enhancements within the
operational procurement framework and the implementation of strategic procurement
endeavours. These efforts are explained as follows:
Continuous
improvement in Council’s operational procurement practices
Showcasing
local capabilities
In cases
where our procurement planning identifies that local suppliers and/or
contractors might lack the necessary capabilities and capacities to compete
with larger tier 1 & 2 companies, Council is committed to providing
opportunities for them to demonstrate their potential. This ensures that local
businesses can benefit from significant contracts and contribute to the
community's economic growth.
For
instance, during the procurement process for the Cowarra Water Treatment Plant,
an industry briefing was arranged. This allowed local contractors to showcase
their abilities to larger tier 1 & 2 companies. By facilitating such
interactions, Council not only supports local businesses but also fosters
collaboration between different tiers of contractors, promoting a more
inclusive and resilient local economy.
Local
content, evaluation criteria
For
significant procurements where the application of the Tendering Local
Preference Policy is deemed unsuitable, or unlikely to achieve its objectives,
the RFx documents incorporate evaluation criteria that require tenderers to
outline how their solutions will generate local and/or social benefits for the
Local Government Area (LGA).
This
approach not only ensures that the procurement process considers broader
community interests but also offers distinct advantages to our local suppliers.
By encouraging tenderers to emphasise local and social benefits, it creates
opportunities for local businesses to showcase their contributions to the
community. This can lead to increased visibility, reputation, and support for
local suppliers, fostering a stronger sense of community engagement and
collaboration.
Additionally,
encouraging the use of local suppliers/contractors will help build local
supplier’s capabilities in both the contract phase as well as being part
of putting together a ‘professional’ tender submission.
Supply /
panel arrangement onboarding
In
establishing a supply / panel arrangement, an informative onboarding session is
conducted for our suppliers/contractors. The primary objective of this session
is to furnish our suppliers/contractors with comprehensive details regarding
how Council staff will engage with them under the arrangement.
During the
session, various aspects are covered, including contract management protocols
and Council's Work Health & Safety requirements. Additionally, insights are
provided regarding the opportunities available for contractors and suppliers to
offer services for works, emphasising the advantages for Council in utilising
the arrangement.
Furthermore,
details are shared regarding the criteria considered when engaging
Suppliers/Contractors, ensuring that Council attains value for money. These
considerations may encompass supplier/contractor availability, demonstrated
past performance, service order pricing, comprehension of requirements,
contractor scheduling, and key personnel.
Suppliers/Contractors
are briefed on their respective responsibilities and are extended invitations
to participate in yearly stakeholder engagement sessions with Council. These
sessions aim to cultivate and sustain robust working relationships, offering
local businesses ongoing support and collaboration opportunities with Council.
Through such engagements, local businesses stand to benefit from enhanced visibility,
improved understanding of Council requirements, and strengthened partnerships,
ultimately contributing to their growth and success within the community.
Insurance requirements approach in procurement planning
In
November 2022, Council reviewed its approach to insurance requirements
and risk management in procurement planning. Instances had arisen where default
insurance levels resulted in non-conforming offers and potentially inflated
tender costs. It was identified that small local businesses often bear the
brunt of this, facing challenges in obtaining necessary insurance cover and
grappling with varying financial risks associated with different contracts.
Recognising the need for flexibility and proper risk
assessment, both Council and insurers acknowledge the possibility of deviating
from recommended minimum insurance requirements in certain circumstances. This
understanding reflects consideration for the difficulties and expenses
suppliers, particularly small local businesses, encounter in securing adequate
insurance coverage.
Moving forward, collaborative efforts between Council and
insurers aim to develop a risk-based approach to determine appropriate insurance
levels and indemnity, with the goal of implementing interim arrangements that
provide default insurance and indemnity for future procurement opportunities,
especially those with unknown risk profiles. This initiative not only
safeguards Council's interests but also fosters a more conducive environment
for small local businesses to participate in procurement activities with
reduced barriers to entry.
Strategic
initiatives
Initiative
1: Sourcing threshold revised
As reported at the Ordinary Council meeting held on 21 March
2023, in August 2022, Council revised its procurement threshold, transitioning
from requiring one verbal quote for purchases under $2,000 to now mandating one
written quote, with a primary focus on local businesses, for procurements under
$10,000.
As a result, during the 2022-23 financial year, there was a
notable increase in purchase orders issued to businesses operating within our
Local Government Area (LGA) which exceeded $70m in value. This represented a
substantial increase from the previous financial year, where procurement orders
for local businesses amounted to approximately $33m. This surge reflects
positively on our business ecosystems and procurement practices giving our
local businesses opportunities to win Council business.
Initiative
2: Procurement external survey
As part of
the continuous efforts to transform our Procurement function, in September and
October 2023 Council conducted an internal and external feedback survey. The
survey's purpose was to gain insights into the current procurement experience
with our stakeholders external to our organisation and establish measurable
success criteria for the Procurement Transformation Program.
Suppliers
that had responded to an RFx in the last 18 months were invited to participate
in a survey. The results of the survey will enable us to monitor the program's
effectiveness. The following is a summary of the survey results:
·
14% response rate from suppliers
invited to participate
·
74% rated their experience with our
Procurement Team as positive
·
73% stated that they can easily
find all the information they need, and
·
86% stated that they have a
comprehensive understanding of how Council awards contracts.
The top 3 areas of importance to our suppliers are:
·
being provided more opportunities
to bid on contracts
·
opportunities to develop your
business, and
·
being paid on time.
The
following have been identified as opportunities for improvement:
·
notice provided to suppliers when
requesting changes to products and services and/or amendments to contracts
(contract management)
·
suppliers are seeking direct
communications from the Procurement Team – via email or verbal, and
·
supplier participation rate in
survey.
Whilst
Council scored positively in the following questions, these areas will continue
to be key focuses as part of our transformation.
Q4. How do you rate the ease of working with us?
|
1.
Very difficult
|
2.
|
3.
|
4.
|
5.
Very easy
|
|
6%
|
4%
|
 16%
|
22%
|
51%
|
The Government procurement InnovationAus.com October 2022
survey found that 78% of suppliers found selling to government complex,
difficult and slow. 73% of our supplier’s found Council easy to work
with.
The revised procurement policy is intended to be tabled at
the May / June ordinary Council meeting. The draft policy includes 5
principles, however specifically relating to this report is Principle 2:
Make it easy Simplifying procurement processes reduces administrative
burden, increases efficiency and encourages broader participation from
Suppliers, particularly small and local businesses.
Q10. Do we give you plenty of notice
when requesting changes to the products and services you provide
and/or amendments to the contract?
|
1.
Never
|
2.
|
3.
|
4.
|
5.
Always
|
|
8%
|
8%
|
14%
|
41%
|
29%
|
Attached to this report is a copy of the flyer issued in
December 2023 to all invited suppliers providing insights of the survey
results.
Council has identified an opportunity for improvement and in
October 2023, launched the Procurement Pipeline. Refer to Initiative 3 below,
for further information on the Procurement Pipeline.
Initiative 3: Procurement
Pipeline
The Procurement Pipeline is a strategic document outlining
our intended procurement activities over the coming year. The benefits to our
external stakeholders are:
·
improving transparency
·
enhancing competition
·
providing suppliers with time to
plan for upcoming procurement activities, and
·
demonstrating accountability.
The Procurement Pipeline, available on our website, will be
published annually, and updated every 6 months.
Whilst the click rate on the Procurement Pipeline
can’t be identified, there has been an increase in views of the
opportunities page on the website since the pipeline has been published. This
increase is approximately 50 views per month.
In addition to the continuous improvements within the
operational procurement framework and the execution of strategic procurement
initiatives, we are actively pursuing several other initiatives to facilitate
business interactions between our local businesses and Council. Some of these
initiatives are outlined below.
Procurement policy
Procurement Policy is a set of principles, guidelines, and
rules established by an organisation to govern its procurement processes. It
sets the framework for how procurement activities should be conducted,
including ethical considerations, compliance requirements, and decision-making
criteria.
The desired outcomes of Principle 2 Make it easy is
to streamline procurement procedures, minimise red tape, and make it easier for
Suppliers to engage with Council. It provides examples of what this looks like
in practice and how Council will make procurement easy, such as:
·
simplifying documentation and
paperwork wherever possible, reducing unnecessary red tape, and
·
utilising user-friendly procurement
platforms and systems to facilitate communication with procurement owners and
submission of Responses.
Modern Slavery Obligations
The modern slavery obligations that came into effect in
January 2024 are likely to have significant implications for Small and Medium
Enterprises (SMEs), particularly in terms of compliance burden and operational
costs. SMEs might struggle with the resources needed to identify and address
modern slavery risks within their supply chains. Additionally, they may face
challenges in understanding and implementing the complex reporting requirements
associated with modern slavery legislation.
To minimise the impact on SMEs, Council is taking several
proactive measures.
These include:
·
developing user friendly guidance
and support to SMEs in understanding their obligations under modern slavery
laws. This will include educational resources, and information sessions
tailored specifically for SMEs.
·
Simplifying reporting requirements
for SMEs or providing exemptions for smaller businesses where appropriate.
Ultimately,
by supporting SMEs in their efforts to comply with modern slavery obligations,
Council can help foster a culture of ethical business practices and contribute
to the prevention of modern slavery within supply chains.
Supplier
segmentation
The supplier segmentation
project is currently in progress and is expected to be implemented in the
latter part of this year.
Supplier segmentation will
offer numerous advantages to local businesses. By categorising suppliers based
on factors such as size, capability, and location, Council can pinpoint opportunities
that are best suited for them. This data can then inform the procurement
planning process, enhancing the chances for local businesses to engage in
procurement activities.
Furthermore, supplier segmentation enables Council and local
businesses to personalise their relationship-building strategies according to
the distinct needs and preferences of various segments. By grasping the
specific requirements of each segment, tailored messaging can be developed,
fostering stronger and more meaningful relationships.
Planning
and Policy Implications
Some of the information
contained in the report has been considered and incorporated into the revised
Procurement Policy to be presented to May / June 2024.
|
Attachments
1. External
Stakeholder Survey Results Flyer
|
18/04/2024
|
Item: 10.14
Subject: Contracts Awarded under Delegation by the Chief Executive Officer
Presented
by: Business and Performance, Keith Hentschke
Alignment with Delivery Program
1.5.2 Use procurement, tendering, purchasing and contract
management approaches that are transparent and equitable.
|
|
RECOMMENDATION
That Council note the
information provided in the Contracts Register.
|
Executive
Summary
Attached is a Contracts Register for the quarter reporting that
provides information relating to contracts that have been awarded under
delegation by the Chief Executive Officer.
Discussion
Under section 377 of the Local Government Act 1993
(Act), a Council may by resolution delegate to the general manager or any other
person specific functions. This includes the function to accept tenders as set
out in section 178(a) of the Local Government (General) Regulation 2021 (Regulation)
and in accordance with s377(1)(i) of the Act.
Delegated Authority
Under delegated authority the Chief Executive Officer may
accept tenders, with the following exceptions that should be referred to
Council:
· The limitation
legislated in s377(1)(i) of the Act being the acceptance of tenders required
under the Act to be invited by the council. For example, the acceptance of
tenders to provide services currently provided by members of staff of the
council.
· A recommendation
made under s178(1)(b), s178(3) or s178(4) of the Regulation. For example, a
recommendation to decline tenders and enter into negotiations.
· Any tender for a
service or project where cost exceeds the adopted budget limit for that service
or project.
· Any tender for a
service or project which is not in an approved Operational Plan.
The Project Steering Group, Group Manager Procurement, the Procurement
Sponsor and the Chief Executive Officer will retain discretion to refer to
Council for decision any procurement outcome:
· which otherwise
falls within the Chief Executive Officer’s delegated authority.
· which has failed
to comply with the critical dates as detailed in the Procurement Calendar.
· which has
materially deviated from the approved Procurement and Evaluation Plan
· that has a
significant level of public interest in the service.
· that is
contentious in nature, or
· for any other reason
described in the tender evaluation report.
A report is tabled on a quarterly
basis providing Council with a list of Contracts that have been awarded under
delegation by the Chief Executive Officer.
The attached Quarterly Report - Contracts Register - is
provided for information purposes.
Options
This is an information report. Council can resolve to
request further information.
Community
Engagement and Internal Consultation
Internal Consultation
· Chief
Executive Officer
· Director Business
and Performance
· Group
Manager Procurement, and
· Contracts
Officer.
Planning
and Policy Implications
There are no planning and
policy implications in relation to this report.
Financial
and Economic Implications
There are no financial and
economic implications in relation to this report.
|
Attachments
1. PMHC GIPA
Contracts Register for Quarter Ending 31st March 2024
|
18/04/2024
|
Item: 10.15
Subject: Policy Review - Sustainability Policy
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
1.3.1 Provide effective leadership and equity.
|
RECOMMENDATION
That Council adopt the revised Sustainability Policy.
Executive
Summary
At the
Ordinary Council Meeting held on 21 September 2023 (Item 10.10), Council
resolved to request the Chief Executive Officer to convene a Councillor
Workshop to consider the revised Sustainability Policy in relation to the
proposed draft Environmental Sustainability Strategy. A workshop was held on 14 March 2024.
The existing Sustainability Policy (Attachment 1) remains
current which was adopted at the Ordinary Council Meeting held on 13 October
2021 (Item 09.11).
The purpose of the report presented to Council in September
2023 was to consider minor administrative amendments recommended following the
required biennial review of the adopted Sustainability Policy.
The amendments proposed are considered minor and relate to
updating position titles, formatting and reflecting the vision and theme of
supporting our community through change in ‘Sustainability Principle 7
Leadership and Collaboration’ in the Community Strategic Plan (CSP)
Imagine2050.
It is not proposed to publicly exhibit this revised Policy
as the review recommends principally administrative changes only. The revised
Sustainability Policy is included at Attachment 2.
This report resubmits the revised Policy for Council’s
consideration and recommends that it be adopted.
Discussion
At the Ordinary Council Meeting held
on 21 September 2023 (Item 10.10), Council resolved as follows:
That Council defer consideration of Item 10.10 Policy
Review - Sustainability Policy and request the Chief Executive Officer convene
a Councillor Workshop to give further consideration to the Policy in relation
to the proposed draft Environmental Sustainability Strategy.
A Councillor Workshop was held with Councillors on 14 March
2024 which aimed to improve the understanding of the relationship and
differences between the Sustainability Policy and the Environmental
Sustainability Strategy and outline the priorities to be included in the
Strategy.
The Sustainability Policy has been reviewed and proposed
amendments are outlined in the table below.
|
Current Policy
|
Proposed Policy
amendment
|
|
Section 3 - Policy Statement
|
|
Sustainability Principle 7 - Leadership &
Collaboration
We lead by example in
pursuing sustainable practices governed by our policies, strategies,
procedures and processes. We educate and empower our employees and our
community to take a shared leadership approach to sustainability challenges
and opportunities by building our own and our community’s knowledge and
capacity in sustainable practices. We seek broad community involvement on
issues that affect them and foster collective responsibility, advocacy and
action.
|
Adding an additional consideration to Sustainability
Principle 7 - Leadership & Collaboration to align with CSP Imagine2050
We educate, prepare and
support our community to be resilient in the face of adversity and change
|
|
Section 5 - Responsibilities & Authorities
|
|
· Group Manager, Strategy
|
· Executive Manager,
Strategy
|
|
· Group Manager, Customer
Experience & Communications & Group Manager, Community
|
· Chief Information
Officer & Customer Experience Lead
|
|
Section 6 - Policy Context & References
|
|
Vision for Port Macquarie-Hastings as defined in the
Towards 2030 Community Strategic Plan
“A sustainable high-quality of life for
all”
|
Vision for Port Macquarie-Hastings Council as defined
in the Imagine2050 Community Strategic Plan
“The most liveable, sustainable and
innovative place in Australia.”
|
|
Section 8 - Process Owner
|
|
· Group
Manager, Strategy
|
· Executive Manager,
Strategy
|
|
Section 9 - Amendments
|
|
This is a new Policy.
|
This is a revision of an existing policy.
|
The adopted Policy is included here as Attachment 1. The
revised Policy is included here as Attachment 2 it is recommended that the
revised Policy be adopted.
Options
Council has the option to not
adopt or amend the revised Sustainability Policy or place the revised policy on
public exhibition, noting the existing policy will remain current should it not
be adopted.
Community Engagement and
Internal Consultation
No community engagement has been undertaken. It is not
proposed to publicly exhibit this revised policy as the review recommends
principally administrative changes only. There is no change to the intent or
direction governed by this Policy. Internal consultation and review has been
undertaken by:
· Strategy
Group and
· Sustainability
Team
Planning and Policy Implications
There are no planning and policy implications in relation to
this report, other than this revised Policy replacing the existing Policy
should it be adopted.
Financial and Economic
Implications
There are no financial and economic implications in relation
to this report.
|
Attachments
1. Adopted
Sustainability Policy 131021
2. Amended
Sustainability Policy
|
18/04/2024
|
What we are trying to achieve
A healthy, inclusive and
vibrant community.
|
|
What the result will be
We will have:
•
Community
hubs that provide access to services and social connections
•
A
safe, caring and connected community
•
A
healthy and active community that is supported by recreational infrastructure
•
A
strong community that is able to identify and address social issues
•
Community
participation in events, programs, festivals and activities
How we will get there
2.1 Create
a community that feels safe
2.2 Advocate
for social inclusion and fairness
2.3 Provide
quality programs, community facilities and public spaces, for example, community
halls, parks and vibrant town centres
2.4 Empower
the community through encouraging active involvement in projects,
volunteering and events
2.5 Promote
a creative and culturally rich community
|
18/04/2024
|
Item: 11.01
Subject: Recommended Items from the March 2024
Meeting of the Port Macquarie-Hastings Sporting Fund
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
2.3.2 Provide a range of inclusive sporting and
recreational opportunities and facilities to encourage a healthy and active
lifestyle.
|
RECOMMENDATION
That Council note the application to Port
Macquarie-Hastings Sporting Fund considered at the March 2024 Sub-Committee
meeting and endorse payment from the Fund of $1000 to Iesha Apthorpe for
representation at the 2024 Australian Open Swimming Championships.
DISCUSSION
Port Macquarie Hastings Sporting Fund Sub-Committee met on
28 March 2024 to consider grant applications. The submission from applicant
Iesha Apthorpe was determined to have met the funding criteria. Accordingly,
the Sub-Committee recommends to Council the following payment from the Fund:
· Iesha
Apthorpe - $1000 for attendance at the 2024 Australian Open Swimming
Championship held in Gold Coast on April 17-20, 2024.
18/04/2024
|
Item: 11.02
Subject: Landrigan and Andrews Parks Master Plan - Post Exhibition
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
2.3.4 Plan, investigate, design and construct open spaces,
recreational and community facilities.
|
RECOMMENDATION
That Council:
1. Note the information
contained within the Landrigan and Andrews Parks Master Plan Community
Engagement Report - March 2024
2. Adopt the Landrigan
and Andrews Parks Master Plan
3. Thank submitters and
advise them of the outcome of Council’s consideration
Executive Summary
The Landrigan and Andrews Parks Master Plan was identified
as an immediate priority project in Council’s Recreation Action Plan
2023-2028.
At the Ordinary Council meeting
held on 14 December 2023 (Item 11.01), Council resolved as follows:
That Council:
1. Place the draft Landrigan and Andrews Parks Master Plan on
public exhibition for a period of not less than 28 days.
2. Identify the northern carpark areas and warm up zone as
requiring further consideration pending a review of the benefit of providing a
road connection between the Oxley Highway and Cameron Street to support traffic
movement through Wauchope CBD, planned for 2025-2026 as part of an LGA wide
traffic modelling review.
3. Note
that a further report will be tabled at a future meeting of Council, detailing
the submissions received from the public during the exhibition period.
This report provides information
on the public exhibition on the Landrigan and Andrews Parks Master Plan.
Discussion
To ensure the sustained development and optimal
utilisation of Landrigan and Andrews parks, Wauchope, the need for a Master
Plan became apparent. It provides a comprehensive framework for the future
management and development of these vital public spaces.
The new Master Plan takes into account various
factors such as community needs, environmental considerations, and sustainable
practices. By having a Master Plan in place, Council can ensure that these
parks are well-maintained, efficiently managed, and thoughtfully designed to
cater to the diverse needs of its residents and visitors. A Master Plan also
provides details for future grant funding opportunities.
The creation of a Master Plan for Landrigan Park and
Andrews Park involved careful evaluation of the existing facilities, infrastructure,
and amenities within the parks. It also sought input from the local community through
a community workshop to understand their aspirations and requirements. The
Master Plan lays out a vision for the parks, encompassing elements such as
landscaping, recreational facilities, walking trails, and more. This will not
only enhance the overall appeal of the parks but also create spaces that
promote physical activity, social interaction, and a sense of well-being.
Having a Master Plan also allows Council to plan for any
future possibilities including any future development of a road connection benefit
of providing a road connection between the Oxley Highway and Cameron Street to
support traffic movement through Wauchope CBD. The Master Plan has considered
this and by not including any major structures within the northern sector of
the plan, any future road connections can be considered. Councils
Infrastructure Planning team will be conducting a future traffic modelling in
25/26 and will continue to monitor traffic congestion and needs in this area
and consider for future opportunities.
The Landrigan and Andrews Parks Master Plan is included here
as Attachment 1
Landrigan and Andrews Parks
Master Plan - Public Exhibition
At the Ordinary Council Meeting
held on 14 December 2023, Council resolved to place the draft Landrigan and
Andrews Parks Master Plan on public exhibition.
The plan was subsequently placed
on public exhibition from 24 January 2024 to 1 March 2024. The public
exhibition period is now complete with the outcomes of the exhibition process
discussed below. There is an Engagement Summary Report provided for this
exhibition included here as Attachment 2.
There were a total of 175 visits
to Council’s Have Your Say engagement website page during the exhibition
period.
A total of 5 Have Your Say
submissions were received for the draft Plan with 94 downloads of the draft
Plan.
In addition, a targeted meeting was held on Wednesday 21
February with executive members of the following local sport clubs to gain
formal, sport specific feedback on the Plan.
· Wauchope Thunder Rugby Union Club
· Wauchope Thunder Junior Rugby Union Club
· Wauchope Netball Club
· Wauchope Social Netball Club
· Wauchope RSL Cricket Club
Both community and sport club feedback
received included:
• Requests for additional
multi use courts.
• Requests for additional
loop footpaths to be added to Landrigan Park
• Request for increased car
parking rather than having a nominated warm up zone.
• Consideration for lighting
for multi-use courts and upgrade for the cricket field.
• Question as to the need for
a loop path on eastern side of Andrews Park.
• Request for the inclusion
of a caravan dump point.
• Proposed increase to the
size of Andrews Park amenity building.
The detailed responses to all
submissions can be found on page 7-13 of Attachment 2.
Overall, the sport clubs and
community welcomed the proposed upgrades for Landrigan and Andrews Park. Minor
amendments to the design have been made in response to sport club and community
feedback:
· An increased number of multi-use courts are now proposed,
with a total of 4 multi-use courts.
· A loop path around Landrigan Park is now proposed.
· The Andrews Park amenity building have increased in its
proposed size to 550 sqm,
· Cameron Street off street parking adjusted to accommodate
increased size of Andrews Park amenity building.
These amendments can be found in the final Landrigan and
Andrews Parks Master Plan, found as Attachment 1.
Options
Council can opt to:
1. Adopt the Landrigan and Andrews
Parks Master Plan as presented, which includes minor changes based on feedback
provided during the exhibition period, as outlined in this report; or
2. Request modifications be made to the Landrigan and
Andrews Parks Master Plan.
This report recommends option 1.
Planning
and Policy Implications
The Landrigan and Andrews
Parks Master Plan identifies several areas of improvement to the facilities.
These improvements will undergo prioritisation and will be identified in the 10-year Works Program and the Recreation and Open
Space Action Plan.
Financial
and Economic Implications
Stage 1 of the implementation plan is for
the construction of 2 multi-use hard courts. The $350,000 project is being
funded under the Australian Government Local Roads and Community Infrastructure
Program.
Following stages will be
identified for delivery from 2024-2025 onward and are subject to priority
review and budget endorsement through subsequent Operational Plan development,
they will be identified in the 10-year Works Program and the Recreation and
Open Space Action Plan.
The planning and delivery of Landrigan
and Andrews Parks Master Plan is expected to provide a positive economic impact
for the Wauchope community by contributing to the area being a great place to
live and recreate.
|
Attachments
1. PMHC_Landrigan
Andrews Parks Master Plan_March 2024
2. Landrigan
and Andrews Parks Master Plan Port Ex. Engagement Report March 2024
|
18/04/2024
|
Item: 11.03
Subject: Draft Recreation and Open Space Action Plan
and Sporting Infrastructure Priorities
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
2.3.2 Provide a range of inclusive sporting and
recreational opportunities and facilities to encourage a healthy and active
lifestyle.
|
RECOMMENDATION
That Council:
1. Publicly
exhibit the revised draft Recreation and Open Space Action Plan for a period of
not less than 28 days.
2. Note
that a further report will be tabled at a future meeting of Council, detailing
the submissions received from the public during the exhibition period.
3. Note
Prioritisation of Sporting Infrastructure Projects that Council will
continue to seek funding for as follows:
i. Port
Macquarie Aquatic Centre
ii. Regional
Stadium Upgrades
iii. Tuffins
Lane Drainage – if feasible
iv. Thrumster
Sporting Fields
v. Hastings
Regional Sporting Complex
vi. Rainbow
Beach Sporting Fields - Stage 2
vii. Wayne
Richards Stage - 3 & 4 Design
Executive
Summary
The
Recreation and Open Space Action Plan sets the priorities for our recreational and
sporting spaces throughout our region. It builds on our commitment to providing
parks, sporting fields, and recreation areas with facilities that promote and
contribute to the health and wellbeing of our residents and visitors.
A review has been undertaken to the Recreation Action Plan
2023-2028, this plan is now referred to as the Recreation and Open Space Action
Plan and can be found in Attachment 1.
This review is undertaken due to:
1. Recommendations
provided by the Port Macquarie Hastings Sports Council.
2. Development
of the Places to Play Plan.
Council has also undertaken workshops with Councillors and
meeting with the local members of parliament to inform the Port Macquarie
Hastings Sporting Infrastructure Priority Projects.
This report recommends adoption of the revised draft
Recreation and Open Space Action Plan for the purposes of public exhibition and
recommends endorsement of the Sporting Infrastructure Projects priorities as
outlined.
Discussion
Recreation and Open Space Action Plan
In February 2023 Council endorsed the Recreation Action Plan
2023-2028. The Action Plan notes that an annual review may be necessary to
modify the Action Plan in accordance with changing community needs, financial
position of Council, ability to deliver within timeframes and legislative
requirements.
That Council:
1. Adopt
the Recreation Action Plan 2023-2028 for implementation
2. Thank
submitters and advise them of the outcome of Council’s consideration
3. Proceed
to establish a Port Macquarie - Hastings Sports Council to be comprised of
sporting groups stakeholders from across the Local Government Area
4. Provide
a further report to Council in March 2023 with respect to a draft Terms of
Reference for this group for Council’s consideration and endorsement
before calling for memberships
In August 2023 Council resolved to appoint the new Port
Macquarie Hastings Sports Council. A key objective of the Sport Council is to
undertake a review of the Recreation Action Plan.
That Council:
1. Appoint
representatives from the following organisations to be members of the Port
Macquarie-Hastings Sports Council:
|
Affiliate Organisation
|
|
AFL North Coast
|
|
Hasting River District Junior Cricket
Association
|
|
Hastings Valley District Netball
Association
|
|
Basketball NSW
|
|
NSW Touch Football
|
|
Football Mid North Coast
|
|
NSW Office Of Sport
|
|
Cricket NSW
|
|
Tennis NSW
|
|
Port Macquarie Hockey Association
|
|
Group
3 Rugby League Referees Association
|
|
Port Macquarie Little Athletics
|
2. Determine
that Councillors Slade and Maltman be Council’s representatives on the
Port Macquarie-Hastings Sports Council with Councillor Slade being the
chairperson.
3. Delegate
to the Port Macquarie-Hastings Sports Council the management of sporting
organisation membership and associated representatives.
At the September 2023 meeting of the Port Macquarie Hastings
Sports Council, Council officers requested members to seek priority sport
projects from local sporting clubs across the region.
At the December 2023 meeting of the Port Macquarie Hastings
Sports Council new sport projects were proposed for inclusion to the Recreation
and Open Space Action Plan 2024-2029. All projects were listed for discussion
by members.
The Port Macquarie Hastings Sports Council met on 13
February 2024 and considered the updated sport projects for the Draft
Recreation and Open Space Action Plan 2024 - 2029. Accordingly, the
Sub-Committee recommends to Council:
· The projects
listed be included in the Recreation and Open Space Action Plan 2024 - 2029.
The Places to Play Plan was identified as an immediate
priority, strategic planning project in Council’s Recreation Action Plan
2023-2028. The Places to Play Plan serves as a key tool for effectively guiding
the development, implementation and sustainable management of spaces and places
throughout our region. Given the changes in legislation, evolving community
needs and expectations, and the ongoing urbanisation of the Port
Macquarie-Hastings Local Government Area (LGA), it is imperative to plan for
future needs. Through the development of the Places to Play Plan it is now
evident that due to the updated priorities identified in this strategic
planning amendments are required to the Recreation Action Plan.
Since February 2023, 13 Actions in the Recreation Action
Plan 2023-2028 are complete.
The updated Plan identifies three timelines for delivery of
priority projects:
Immediate:
2023 - 2024
Short term:
2024 - 2025 to 2025 - 2026
Medium
term: 2026 - 2027, 2027 - 2028 and 2028 - 2029
All 30 action items listed as
immediate priority are currently classified as active projects. Of the
strategic planning - immediate priorities 4 or the 5 actions are active
projects.
The specific projects can be
found listed in the draft Recreation and Open Space Action Plan (Attachment 1).
Prioritisation
of Sporting Infrastructure Projects
Council at its meeting in July 2022 (Item 12.05) considered
a report on the prioritisation of sporting infrastructure projects and resolved
as follows:
That
Council:
1. Note
the information contained within this report.
2. Endorse
the PMQ Aquatic Facility as a major strategic infrastructure project and as
such, pursue progression of this project as a stand-alone item and as an urgent
priority to see external funding for the project noting the risk of failure of
the existing facility.
3. Defer
prioritisation of the remaining identified major sporting infrastructure
projects until after confirmation is received from major funding partners, the
Commonwealth Government and the State Government, as to what contributions will
be available to help deliver each project.
4. Through
the Chief Executive Officer and the Mayor, engage with the Federal Members, Dr
David Gillespie MP and Pat Conaghan MP; State Members Leslie Williams MP and
Melinda Pavey MP, to determine what funding either is available or will be
likely be available in the current or upcoming budgets, to contribute to the
projects identified in this report.
5. Through
the Chief Executive Officer, provide a report to Council on the outcome of
discussions with the Federal and State Members prior to a specific order of
prioritisation.
Engagement with Federal and State members did not occur in
the later part of 2022 due to competing priorities and with the state election
held in March 2023, it was considered that it would be more beneficial if the
discussions were held after the election was determined.
A report was presented to the April 2023 Ordinary Council
meeting where it was resolved:
That Council:
1. Note
the information contained within this report
2. Request
the Chief Executive Officer to provide a report no later than the August 2023
Ordinary Council meeting to provide an update on this matter.
This report outlined that staff had been attempting to
schedule the meeting(s) with the Local Members since the July 2022 Ordinary
Council meeting and this was challenging due to elections and availability.
At the Ordinary Council meeting held on 17 August 2023 (Item
11.06), Council considered a further report that provided a status update on
engagement with State and Federal members on the prioritisation of sporting
infrastructure projects, as requested by Council at the July 2022 Council
Meeting above. Council further resolved as follows:
That Council:
1.
Note the information contained within this report
2. Note
the prioritisation of major projects that was recommended by staff in July 2022
(Agenda Item 12.05), being: “Prioritise the delivery of the Thrumster
Sporting Fields, Port Macquarie Aquatic Centre, Rainbow Beach Sports Fields
Stage 2, Hastings Regional Sporting Fields and the design development of the
next stage of Wayne Richards Sporting Fields in this respective order to meet
capacity and growth demands within the LGA.”
3.
Request the Chief Executive Officer to provide a detailed briefing to Councillors
by October 2023, which includes:
a.
Any updates to the recommended prioritisation order for major infrastructure
projects since the July 2022 (Item 12.05) report
b.
Advice as to outcome of engagement with Members of Parliament outlined in
clause 4 of the 21 July 2022 Council resolution.
c.
Detailed information in relation to the current usage of Macquarie Park and
future impacts and planning for the use Macquarie Park, including barriers and
path forward to progress Thrumster Sporting Fields.
In line with Council’s resolution of July 2022
meetings were requested with all Local Members of Parliament. One meeting was
held on 27 September 2023 with Pat Conaghan Federal Member for Cowper and
Michael Kemp State Member for Oxley in attendance. At this meeting the local
members indicated their support for all of Port Macquarie Hastings Sporting
Infrastructure Priority Projects.
In response to resolution 3, a Councillor briefing was held
on 14 March 2024. The Councillors were briefed on the following:
- Sporting
infrastructure projects to be prioritised
- Community
commitments and expectations
- Funding
availability
- Risks
associated with the sporting infrastructure projects including relocation of
Football Mid North Coast from Macquarie Park to Thrumster Sporting Fields.
As a result of this briefing Council Sporting Infrastructure
Projects are now prioritised in the following order:
1. Port Macquarie Aquatic Centre
2. Regional
Stadium Upgrades
3. Tuffins
Lane Drainage – if feasible
4. Thrumster
Sporting Fields
5. Hastings
Regional Sporting Complex
6. Rainbow
Beach Sporting Fields - Stage 2
7. Wayne
Richards Stage - 3 & 4 Design
Options
Council has the option to:
1. Adopt
the draft Recreation and Open Space Action Plan and infrastructure priorities
as recommended; or
2. Not
adopt the draft Recreation and Open Space Action Plan or infrastructure
priorities; or
3. Seek further information or changes.
This report recommends option
1.
Community Engagement and
Internal Consultation
Ongoing Internal Consultation
has occurred with;
• Group Manager Liveable
Communities
• Recreation and Open Space
Planner
• Parks and Open Space
Coordinator
• Recreation and Community
Initiatives Coordinator
• Recreation and Community
Strategy Coordinator
• Asset Officer
• Parks Technical Officer
External Consultation has
occurred with:
Port
Macquarie Hastings Sports Council on the following meeting dates:
26
September 2023
Council officers requested members
to seek priority sport projects from local sporting clubs across the region.
Sport Council members shared
priority sport projects prior to the following meeting for projects to be
included in the agenda for discussion.
5
December 2023
New sport projects were proposed
for inclusion to the Draft Recreation and Open Space Action Plan 2024 - 2029.
All projects were listed for discussion by members.
The sub-committee discussed and approved the amendment to
the Plan name from Recreation Action Plan to Recreation and Open Space Action
Plan.
13
February 2023
Final consideration and approval to
the updated sport projects for the Draft Recreation and Open Space Action Plan
2024 - 2029.
Planning and Policy
Implications
The Recreation and Open Space
Action Plan determines the priorities for the planned recreation work for
Council. It also assists in sharing Community priorities for active transports
including pathways, cycleways and better access to our facilities.
The Port Macquarie Hastings Sports
Council will continue to assist Council in the development, review and
monitoring of the Recreation and Open Space Action Plan which assists Council
in the identification of sport and sporting infrastructure needs.
The Places to Play Plan will
continue to be developed in 2024 - 2025. This may influence the actions and
priorities in the Recreation and Open Space Action Plan. The Recreation and
Open Space Action Plan will continue to be reviewed annually.
Financial and Economic Implications
Projects identified within the
2024 - 2029 Recreation and Open Space Action Plan for delivery in 2023 - 2024
were included within the adopted 2023 - 2024 Operational Plan.
Projects identified for delivery
from 2024 - 2025 onward are subject to priority review and budget endorsement
through subsequent Operational Plan development, they are also proposed to be
identified in the 10-year Works Program.
The Sporting Infrastructure
Priority Projects have significant financial implications. Please see table
below for the current proposed total costs
|
Priority Project
|
Proposed Cost
|
|
Port Macquarie Aquatic Centre
|
Stage 1 - $55 Million
Stage 2 - $12 Million
|
|
Regional Stadium Upgrades
|
Stage 1 - $700,000
Future Stages - unknown
|
|
Tuffins Lane Drainage – if feasible
|
Design and approvals - $700,000
Construction - $2 Million
(estimate)
|
|
Thrumster Sporting Fields
|
Stage 1 - $5 Million
Stage 2 - $16 Million
|
|
Hastings Regional Sporting Complex
|
Stage 1 - $17.8 Million
Stage 2 - $28.6 Millions
Stage 3 - $27 Million
|
|
Rainbow Beach Sporting Fields
|
Stage 2 - $2.5 Million
|
|
Wayne Richards Stage - 3 & 4 Design
|
Design - $250,000
Construction - unknown
|
Whilst there is not the capacity to presently fund all
projects, funding for prioritised projects will be sought through various
sources including S7.11 developer contributions, and State and Federal funding
opportunities. However, it should be noted that allocations within the Open
Space Contributions Plan against these projects have predominantly not been
collected as yet due to developer deferrals and working through the adopted
Planning Agreements.
The planning and delivery of high-quality recreational and
sporting assets is expected to provide a positive economic impact for the Port
Macquarie-Hastings LGA by contributing to event attraction and the area being a
great place to live. Council staff continue to identify and apply for relevant
grant funding to support the delivery of the facilities.
|
Attachments
1. DRAFT_Recreation
and Open Space Action Plan - 2024-29
|
18/04/2024
|
Item: 11.04
Subject: Community Grants 2023-2024 - Round 2
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
2.2.1 Support and advocate for all community sectors.
|
RECOMMENDATION
That Council, pursuant to Section 356 of the Local Government
Act 1993, grant financial assistance in Round 2 of the 2023-2024 Community
Grant program for the total amount of $85,573 for the following community
projects:
APPLICANT PROJECT FUNDING
Westpac Rescue Helicopter Rescue
Kits $1,000
Tele Point Community Assoc Hall
Fencing $2,450
MNC Maritime Museum Paint
Pilot Boat Shed $10,000
Rotary Club Port Macquarie Marine
BioBlitz $3,000
Astronomical Association Visiting
Planetarium $6,875
Friends of Mrs Yorks Garden Track
Upgrade $7,000
Byabarra Sports & Tennis Club Family
Movie Nights $2,150
Garden Village 3D
Armchair Travel (Seniors) $5,400
PMQ Homeless Collective Homeless
Food Supplies $1,000
PMQ Women’s Shed Soundproof
Woodwork Room $10,000
WAU Adventist Relief Agency Homeless
Service Generator $3,795
RSL Lifecare Seen
& Heard Program $4,000
Strong Spirit Aboriginal Service Village
School Aboriginal Culture $5,000
WAU Community Arts Council Singer
Songwriter Circle $3,000
WAU Chamber Commerce Waste
to Art $2,500
Endeavour Mental Health Disability
Art Therapy $2,713
PMQ Steiner School Winter
Lantern Workshop $2,500
Surfing the Spectrum Surfing
Spectrum - Autism Surf $4,000
PMQ Parkinson’s Support World
Parkinson Day $1,000
Lost Plot Lost
Plot Garden Party $1,000
WAU Junior Rugby League Temp
Storage Container $5,200
Dementia Friendly Alliance Dementia
Choir $1,990
Executive
Summary
Applications for Round 2 of the 2023-2024 Community Grants
Program opened on 26 February 2024 and closed on 17 March 2024. A total of 37
applications (Attachment 1) were received of which 22 projects are recommended
to Council by the assessment panel for funding, having met the grant criteria
including provision of required supporting documents.
There is $85,586 available in the Community Grant fund.
Should Council agree to allocate $85,573 in this funding round, that would
essentially exhaust the grant budget for the 2023/2024 Financial Year.
Discussion
The Community Grants Program is an investment in community-led programs and
events that activate shared spaces, strengthen community life, and foster arts,
culture, and volunteering in the Port Macquarie Hastings area.
The objective of Community Grants is to:
· Offer residents
diverse ways to engage in arts, culture, and local history activities.
· Create avenues for
residents to join in events and programs that celebrate and support diversity,
community life, and an inclusive community.
· Promote residents'
initiative and self-reliance.
· Support
individuals facing barriers such as low income, geographic or social isolation,
cultural background, or disability to actively participate in community life.
· Enhance community
and volunteer skills and capabilities.
In this funding round (Round 2), Council sought applications
for initiatives that meet the objectives of the Port Macquarie Hastings
Community Strategic Plan, town and village Community Plans, and focus areas in
the Community Inclusion Plan, specifically projects that support:
· Youth Week (12-17
years)
· Senior connections
· First Nations
communities
· Disability
inclusion
· Activating public
spaces
· Volunteering
· Arts and culture
Grant Categories
In Round 2, not-for-profit organisations could apply for
funding under the following grant streams:
1. Community
Projects - Up to $10,000
To provide opportunities to
deliver inclusive projects and programs that enhance community spaces, wellbeing,
and participation.
2. Creative
Community - Up to $5,000
To provide opportunities to
support the delivery of creative activities such as performances, visual arts,
dance, drama, and music.
3. Community
Celebrations - Up to $5,000
To provide opportunities to
deliver events that enhance social inclusion and celebrate national days of
significance.
4. Micro
Grants - Up to $2,000
Available all year round to
support unexpected opportunities and small activities to enhance people,
places, and spaces.
Advertising Grants
Information on the Community Grants program was made
available on Council’s website which included a grant guideline,
eligibility matrix, grant writing tips, and case studies. Promotion of for
Round 2 grants included:
· Social media
campaign; interviews with past applicants, information session, and
advertisement of grant opening and closing dates.
· Two zoom public
information sessions - 33 participants
· First Nations
Grant Writing Workshop - 21 participants
· Direct mail to
community organisations and previous grant applicants.
Of the 37 applications received, the breakdown by grant
category is:
· 25 Community Projects
· 4 Creative Community
· 4 Community Celebrations
· 4 Micro Grants.
In accordance with the Guidelines funding cannot be provided
for the following:
· Projects that have already started or are complete.
· Projects with an outstanding acquittal from a past grant
round where an extension has not been granted.
· On-going operating costs such as rent, application fees,
electricity, insurance, stationery, cleaning.
· Works on private property.
· Projects and events of a commercial nature, for personal
profit such as ticketed events that generate revenue.
· Projects that are for the purpose of servicing individual
groups such as equipment purchases, fees, or wages *
· Equipment with ongoing service costs *
· Reflect or replicate core business of Council.
· Have received funding from another area of Council for the
same project.
· Direct requests for donations or fundraising.
*Purchase of equipment
under a community share arrangement will be considered
The assessment of applications was undertaken in two stages.
Stage 1 was a check against eligibility criteria, restrictions, and document
requirements. Stage 2 was an assessment of proposed projects against the
criteria as published in the Community Grant Guidelines. The
assessment panel consisted of the following staff:
· Group Manager, Community
· Community Activation Manager
· Senior Community Development Officer
· Senior Grants Officer
· Project Officer Economic Development.
A total of $85,573 from the
available budget of $85,586 is recommended for allocation in Round 2 of the
2023-2024 Community Grants program, as follows:
·
Community Projects - to provide
opportunities to deliver inclusive projects and programs that enhance community
spaces, wellbeing, and participation (for ($66,870).
·
Creative Community - to provide
opportunities to support the delivery of creative activities such as performances,
visual arts, dance, drama, and music ($10,713).
·
Community Celebrations - to provide
opportunities to deliver events that enhance social inclusion and celebrate
national days of significance ($4,000).
·
Micro Grant - to support unexpected
opportunities for community organisations to enhance people, places, and spaces
($3,990).
If endorsed by Council, all applicants will receive
notification of grant outcomes in writing. Unsuccessful applicants will be
provided feedback as to why their application was not supported or eligible
under grant criteria and advice will be provided on alternative grant
opportunities.
If required,
more detail on applications received can be provided to Councillors under
separate cover as a confidential item as it contains personal or sensitive
information.
Options
Council may determine to:
1. Endorse
the recommendation of the report; or
2. Seek
further information; or
3. Request
an alternative distribution of funding.
This report recommends option 1.
Community Engagement and
Internal Consultation
Internal consultation:
·
Director Community, Planning and
Environment
·
Group Manager, Liveable Communities
·
Community Activation Manager
·
Property and Leasing Coordinator.
External consultation: Nil.
Planning and Policy
Implications
The grant process is consistent with Council’s
Funding and Support provided to the Community Policy (May 2022).
Financial and Economic
Implications
The above recommendation commits
$85,573 from the Community Grants budget.
|
Attachments
1. Community
Grants - Assessment Matrix and Attachment for Council Report - Round 2
2023-2024
|
18/04/2024
|
What we are trying to achieve
A region that is a successful
place that has vibrant, diversified and resilient regional economy that
provides opportunities for people to live, learn, work, play and invest.
|
|
What the result will be
We will have:
•
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, cultural,
tourism, recreational and/or community hubs
•
A
region that attracts investment to create jobs
•
Partnerships
that maximise economic return and create an efficient and effective business
environment
How we will get there
3.1 Embrace
business and a stronger economy
3.2 Create
vibrant and desirable places
3.3 Embrace
opportunity and attract investment to support the wealth and growth of the
community
3.4 Partner
for success with key stakeholders in business, industry, government,
education and the community
|
18/04/2024
|
Item: 12.01
Subject: Major Event Grants 2024 - Round 2
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
3.1.3 Implement Major Events Strategy.
|
RECOMMENDATION
That Council, pursuant to provisions of Section 356 of
the Local Government Act 1993, grant financial assistance from the Major Events
Grant Program Round 2, 2024 to the total amount of $20,000 for the following
Major Events:
a) Regional
Academy of Sport Netball $4,000
b) David
Goose Gosby Memorial $4,000
c) Rainbow
Gold Enduro $4,000
d) Run
Haven $4,000
e) Regatta
Challenge $4,000
Executive
Summary
Council’s
Major Events Grant Program Round 2 - 2024 opened for applications on Monday 26
February 2024 and closed Sunday 17 March 2024, for events to be held in the second
half of 2024.
The program
aims to support event organisers to develop, promote, execute, and sustain
locally grown, long-term major events which attract out of region visitation.
Major events are an important and growing part of our local economy and add to
the vibrancy of our region. Major Events Grants are awarded with an aim to make
hosting an event in our LGA more accessible to local event organisers, clubs,
and associations.
Five (5) applications were
assessed, and the panel agreed that all five (5) events met the criteria for
support under the Major Events Grant stream.
Discussion
In applying for funding under Council’s Major Events
Grant program, applicants are required to demonstrate that the proposed event
is either:
1. A
driver of significant overnight visitation (i.e., a measurable economic impact,
evidenced by previous data collected), or
2. Has
the potential to grow to ‘major event’ status with a significant
economic impact.
In making assessments staff have considered all applications
that have a strong focus on the KPIs relating to generation of destination
exposure and visitation.
Events that are held in the Camden Haven, Hinterland, and
Wauchope areas are also looked upon favourably to provide benefits of events
throughout the region and support businesses and community across the LGA
centres.
Applicants are required to detail how the grant will be
spent, with the proposed spending required to contribute to marketing
activities that attract out-of-region visitors.
As per previous rounds, an internal review panel assessed
applications. The panellists assessed applications against the established
program criteria, and weightings (refer Table 1 below), with 1 being the lowest
and 5 being the highest.
Table 1- Program Criteria and Weightings
|
Criteria
|
Weighting
|
|
Potential to become a major
event and attract significant visitor nights
|
5
|
|
Unique to the region/Mid North
Coast
|
3
|
|
Financial sustainability
|
4
|
|
Substantial economic impact (or
potential for)
|
3
|
|
Event organiser experience &
resourcing
|
3
|
|
Off-peak or shoulder season
placement
|
5
|
|
Robust marketing plan
|
4
|
|
Community Benefit
|
3
|
Based on criteria weightings, applicants were ranked, and
funds allocated. 65% of funds are payable prior to the event, with the
remaining 35% paid upon satisfactory acquittal (evidenced by visitor data and
proven marketing).
A summary of the panel’s assessment of each applicant
has been provided under separate cover to Councillors as a confidential item.
Options
Council can opt to:
1. Adopt the recommended grant recipients as
presented; or
2. Request further information from staff
regarding the recommended events.
This report recommends option 1.
Community Engagement and
Internal Consultation
Round 2 of the 2024 Major Events Grant program was promoted
to the community through various Council communication channels.
The internal assessment panel comprised:
• Senior
Grants Officer
• Economic
Development Project Officer
• Senior
Community Development Officer
Planning and Policy
Implications
There are no planning and
policy implications in relation to this report.
Financial and Economic
Implications
Since February 2020, Council
has allocated $143,000 to the Major Events Grant program, which has generated
an estimated economic impact of more than $19,300,000 for our LGA.
Under the 2023-2024 budget,
Council has allocated $40,000 (total) for two contestable funding rounds for
the Major Events Grant program. Should Council endorse the recommendation,
$20,000 will be allocated from this budget to the five (5) events recommended.
18/04/2024
|
What we are trying to achieve
A
connected, sustainable, accessible community and environment that is
protected now and into the future.
|
|
What
the result will be
We will have:
•
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 on
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 will get there
4.1 Provide
(appropriate) infrastructure and services including water cycle management,
waste management, and sewer management
4.2 Aim
to minimise the impact of natural events and climate change, for example, floods,
bushfires and coastal erosion
4.3 Facilitate
development that is compatible with the natural and built environment
4.4 Plan
for integrated transport systems that help people get around and link our
communities
4.5 Plan
for integrated and connected communities across the Port Macquarie-Hastings
area
4.6 Restore
and protect natural areas
4.7 Provide
leadership in the development of renewable energy opportunities
4.8 Increase
awareness of issues affecting our environment, including the preservation of
flora and fauna
|
18/04/2024
Item: 13.01
Subject: Notice of Motion - Camden Head Master Plan
Councillor Adam Roberts has given
notice of his intention to move the following motion:
RECOMMENDATION
That the Chief Executive Officer be requested to provide
an update on the progress on the establishment of a Friends of Camden Haven
Headland volunteer group to assist in the enhancement of the Council Managed
Crown Reserve at the Camden Haven Headland as resolved by Council on 8 December
2022 to the May 2024 Ordinary Council Meeting.
Comments by Councillor
Nil.
18/04/2024
Item: 13.02
Subject: Notice of Motion - Lake Cathie Management Into The Future
Councillor Adam Roberts has given
notice of his intention to move the following motion:
RECOMMENDATION
That Council request the Chief Executive Officer provide
a report to the May 2024 Ordinary Council Meeting which will provide a
high-level overview of what would be involved if Council were to consider
“handing back” the management of the Lake Cathie waterbody to the
NSW Government.
Comments by Councillor
Nil.
18/04/2024
Item: 13.03
Subject: Notice of Motion - General Waste Red Bin Rubbish Collection Over Summer
Councillor Adam Roberts has given
notice of his intention to move the following motion:
RECOMMENDATION
That Council, through the Chief Executive Officer,
provide a report to the July 2024 Ordinary Council Meeting which outlines a
high-level overview of what opportunities and cost/contract implications may be
involved with providing a weekly Red Bin (General Waste) collection each week
between December and February (inclusive) each year.
Comments by Councillor
Nil.
18/04/2024
|
Item: 13.04
Subject: Draft Living and Place Strategy and
Supporting Documents
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
4.5.1 Carry out strategic planning to manage population
growth and provide for co-ordinated urban development.
|
RECOMMENDATION
That Council:
1. Endorse
the draft Living and Place Strategy and supporting documents for public
exhibition for a period not less than 28 days.
2. Note
that a further report will be tabled after the public exhibition period,
detailing any submissions received from the public during the exhibition
period.
Executive
Summary
The purpose of this report is to present to Council the
revised draft Living and Place Strategy (also known as the Local Housing
Strategy) and supporting documents for public exhibition.
The draft Living and Place Strategy (draft Strategy) has
undergone a substantive redraft and repositioning following the feedback
received from stakeholders throughout public exhibition in 2021 and the recent
stakeholder workshop. The draft Strategy provides a framework of how and where
we will grow to support a growing population, ageing community, and a change in
household structure. The draft Strategy is supported by the following draft
Implementation Plans, which provide detail on how the vision, priorities and
objectives of the strategy can be achieved:
1. Local
Housing Delivery Plan and
2. Affordable
Housing Plan.
Discussion
The draft Local Housing Strategy was originally exhibited
for 60 days, from 14 July 2021 to 12 September 2021. The submissions received
raised various issues and concerns with the draft strategy. The criticisms
primarily focused on the expected growth rate and the use of planning controls
(mostly land use zoning) to accommodate this growth. Some submissions thought
growth should be avoided, while most submissions believed the population growth
forecast by the NSW Government is an underestimate and that planning for this
number will lead to a shortfall in supply.
At the Ordinary Council Meeting on 18 August 2023 (Item
13.02), Council resolved to:
1. Note
the update report on the Draft Local Housing Strategy.
2. Note
the Community Engagement Plan for further engagement with stakeholders.
3. Receive
a report by no later than the April 2024 Ordinary Council Meeting regarding the
revised Draft Local Housing Strategy and the outcome of the further community
engagement.
Following
this resolution, staff have been collaborating between the Strategic Planning
and Community Engagement teams to develop a plan to re-engage with
stakeholders.
On 29 February 2024, a
targeted stakeholder engagement session (workshop) including previously under-represented
stakeholder groups such as the disability, youth, social housing, and health
sectors was undertaken with both internal and external stakeholders.
The workshop resulted in a significant amount of
constructive feedback and ideas for the draft strategy. A summary report (Attachment
4) is included of the feedback provided at workshop. The feedback provided has
informed changes to the draft strategy and are outlined in Table 1 within this
report.
Much of the feedback received on the previous draft strategy
concerned the population projections and data being inaccurate or out of date.
The revised strategy is informed by updated data (made available via the
release of 2021 census data). Council staff have also worked closely with
REMPLAN to develop more reliable population forecasts to help inform forward
planning decisions.
Population Scenarios and
Demographic Data
The population projections provided to Council by the NSW
Department of Planning, Housing and Infrastructure (DPHI) are utilised in the
revised strategy as the low growth scenario. DPE utilises a top-down
methodology that starts with projections for the whole of NSW and then seeks to
apportion this at an LGA scale. As a result, DPE Population forecasts are often
considered conservatively low and cannot be agile in responding to localised or
contemporary trends in population and migration.
Figure 1 - Population Scenario Methods
In consultation with Council staff, REMPLAN has developed a
draft main or medium population growth scenario; this is the growth scenario
considered the closest to likely realised growth. REMPLAN has utilised a
‘Bottom-up’ methodology that seeks to utilise a robust
evidence-based approach to population forecasting. The approach models the
population trends on small area geographies, which are conglomerated to get the
LGA level forecasts. They utilise local data such as development data provided
by Council, ERP, fertility and mortality rates, and migration trends to
determine the region’s unique population change propensity.
Demographics and population forecasts across the LGA centres
will be presented to Council as a future report. The objective is to present a
Council position, and a whole of Council approach, to an adopted set of
forecasts. This work will present the various scenario analysis and will
provide further detail on the potential growth in each scenario for strategic
planning across the community. This does not prevent the public exhibition of
the draft Strategy.
Demographic trends have been changing relatively quickly
since 2020, and with the release of Census 2021 data, some of the recent
official population forecasts are now out of date. New projections considering
the emerging demographic realities of the COVID-19 pandemic are needed for
planning and policy purposes.
In addition, the rebased Estimated Resident Populations
(ERP) based on the 2021 Census (ABS 2022a) provides the latest quality data on
which to base new forecasts.
Figure 3 - Drivers and inputs for population change
REMPLAN forecasts are
launched from the June 2021 rebased Estimated Resident Populations (ERP),
updated, and published by the ABS, with the REMPLAN base year reflecting the
latest official ERP. Forecasts are modelled for 30th June in each year of the
forecast horizon by gender and single years of age.
Options
1. Endorse
the draft Living and Place Strategy and supporting documents to be placed on
public exhibition; or.
2. Request
further amendments to the draft Living and Place Strategy or supporting
documents noting this may result in delay; or
3. Not
endorse the recommendation and resolve in some other manner.
Option 1 Endorse the draft Living and Place Strategy and
supporting documents to be placed on public exhibition is the recommendation of
this report.
Community Engagement and
Internal Consultation
A significant amount of internal and external engagement and
consultation has been undertaken to date and it is recommended Council
continues this collaborative approach with the revised draft Strategy. A
summary of the issues raised, and a response is as follows:
|
Summary of Issues Raised
|
Response - revised strategy
|
|
Environment
The Port Macquarie Hastings
region has a unique and diverse environment. Some submissions outlined the
communities’ connection with the natural environment and the need to
protect the environment as the region’s population grows.
The Strategy should further
consider threatened species and ecological communities, and particular
reference should be made to the Koala. The need to maintain more of the
natural environment and development should have a smaller footprint
protecting existing trees and Forest pockets.
|
The revised draft Living and
Place Strategy aims to provide direction that future housing development
should minimise its ecological impact. The revised strategy identifies future
housing supply to minimise impacts on identified high environmental values
(HEV) and core Koala Habitat.
This is made clearer by the
inclusion of planning priority 4 - Create neighbourhoods which are safe,
sustainable, and resilient to natural hazards.
Additional housing development is
required to cater for the additional population growth and changing
demographics, which will have an environmental impact. It is the Strategy's
role to provide a direction that manage and or mitigate this impact where
possible.
|
|
Local Character
Increased density could have a
detrimental impact on local character and street function. An increase in
density and infill development should not occur at the expense of local
character.
Consideration should be given to transitioning
from low density to high density to ensure that higher density areas do not
detract from the character of lower density areas. This could address
contemporary development that does not reflect local character by providing a
transition from existing low-density areas to areas with higher density or
high-density desired future character.
Development can still occur while
preserving character and heritage. Development should be encouraged to be
harmonious with the local heritage or character of the specific areas rather
than discouraging housing in those areas.
|
The revised draft Strategy has
included priority 3
- Deliver liveable and
connected neighbourhoods and communities with distinctive character. This
priority seeks to respond by tailoring housing controls and density to
achieve the desired future character.
It is intended that Council would
seek to develop a local character and place framework which considers
existing local character and works with the community to establish the
desired future character. This framework will seek to identify areas of
unique local character and establish planning controls that protect core
elements of local character.
|
|
Demographic Data
Many submissions outlined that
the population projections utilised in the draft LHS needed to be more
accurate and reliable. The population projections should be updated to
reflect the 2021 Census and population trends as a result of the COVID-19
Pandemic.
The draft strategies theoretical
land supply analysis needs to be revised to adequately consider constraints
and natural hazards, including infrastructure, ecology, bushfire, and
flooding.
|
The revised strategy uses updated
and more reliable data sources. Council has also since worked with REMPLAN on
updated population scenarios which provide a more reliable forecast. This is
further outlined earlier in this report.
The NSW Government’s Local
Housing Strategy Guidance prescribes that local housing strategies should use
the Department of Planning, Housing, and Infrastructure population
projections. Council will work with the DPHI position so that other
projections/scenarios can be utilised to better reflect local circumstances.
|
|
Infrastructure
Many submissions received
identified concerns that existing infrastructure needs more capacity for
growth. Some submissions outlined that the LHS vision should reflect existing
infrastructure capacity.
Some submissions expressed
frustration with the infrastructure backlog outlining that Council should
have better planned for infrastructure delivery to support identified growth.
|
Priority 1 of the revised draft
Strategy is Infrastructure which supports growth.
This is the number 1 priority to
highlight the importance and outline an integrated Council response to
infrastructure delivery challenges.
The revised draft Strategy also
considers and responds to the adopted Infrastructure Strategy. The
Infrastructure Strategy was not available when the previous draft was
written.
|
|
Infill Development &
Housing Choice
Some submissions outlined concerns
with the draft LHS approach and focus on infill development. Infill
development requires infrastructure to support it and should be sympathetic
to existing neighbourhoods' local character and function.
Many submissions identified that
prioritising infill development at the expense of greenfield is not supported
and that, rather infill development should be delivered in conjunction or
complimentary to greenfield development.
Some submissions expressed
concern that greenfield housing was being prioritised over environmental
protection.
|
This is a significant focus of
the revised draft strategy with 3 priorities focused on this encouraging and
delivering a diverse range of housing choices.
Priority 2 deliver diverse
housing, Priority 5 - Locate residential development in well-planned growth
precincts and infill areas, Priority 6 Increase Availability of Affordable
Housing.
These priorities consider a
variety of housing types and ensure a diverse housing stock that responds to
the expectations and needs of a growing community.
It is important to consider the
lifestyle needs and expectations of people relocating to the region. However,
providing housing that responds to demographic change is equally important,
including an ageing population and smaller household sizes.
This is not considered to be an
either/or equation. A diverse housing stock the LHS is seeking requires both
infill and greenfield development. All development should be
well-planned and provide for various densities, including detached housing,
apartments, and everything in between.
|
|
Environmental Sustainability
There was broad support for
increasing the environmental sustainability of development. Some submissions
outlined the need for clear and specific definitions of environmentally
sustainable development.
Some submissions outlined that
sustainability and climate change policy should have greater prevalence in
the LHS to ensure energy-efficient housing and housing resilient to natural
hazards, including sea level rise.
One submission recommended that
Council Incorporate Universal Housing design guidelines (or similar) into
planning controls.
|
The revised draft Living and
Place Strategy aims to provide direction that future housing development
should minimise its ecological impact. The revised draft Strategy identifies
future housing supply to minimise impacts on identified high environmental
values (HEV) and core Koala Habitat.
This is made clearer by the
inclusion of planning priority 4 - Create neighbourhoods which are safe,
sustainable, and resilient to natural hazards.
The revised draft Strategy
outlines principles and directions which encourage sustainable, resilient,
and energy-efficient housing. With an ageing population, The LPS supports and
encourages adaptable housing and the delivery of ‘universal
design’ outcomes.
The
draft Strategy also seeks to leverage on the recent reforms to the State
Environmental Planning Policy (Building Sustainability Index: BASIX) 2004
(BASIX SEPP) to increase energy efficiency outcomes and raise the bar of
development.
|
Planning and Policy
Implications
The draft Living and Place
Strategy and supporting documents are Council’s primary policy documents
relating to housing and recommends amendments to other policies and plans such
as the Local Environmental Plan (LEP) and Development Control Plan (DCP).
Financial and Economic
Implications
Revisions to the draft
Strategy and preparation of supporting delivery plans has been prepared by
Council staff within existing resources. These revisions have been informed by
work REMPLAN have undertaken. REMPLAN were engaged by Council to prepare
various Economic, community and forecasting data, this package was $27,000
excluding GST. While there is a financial cost, having this data provides
economic benefits to Council, the housing industry, and the community.
Some actions identified in the plans may require future
funding. This will be addressed individually for each item. The items will need
to satisfy funding prioritisation, and the prioritisation of the actions at the
time, should Council adopt the Strategy.
|
Attachments
1. Draft Living
and Place Strategy
2. Draft Local
Housing Delivery Plan
3. Draft
Affordable Housing Plan
4. Local
Housing Strategy Workshop Engagement Report March 2024
|
|
Item: 13.05
Subject: Draft Environmental Sustainability Strategy
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
4.8.1 Ensure all Council operations comply with
environmental standards and regulations.
|
RECOMMENDATION
That Council:
1. Endorse the
draft Environmental Sustainability Strategy for the purposes of public
exhibition and place the draft Strategy on public exhibition for a period of
not less than 28 days.
2. Note
that a further report will be presented to Council, following the public
exhibition period, detailing the submissions received and any recommended
changes to the draft Strategy for consideration by Council.
Executive Summary
At the Ordinary Council Meeting held on 21 September 2023
(Item 10.10), Council resolved to request the Chief Executive Officer convene a
Councillor Workshop to give further consideration to the draft Strategy in
relation to the Sustainability Policy Review. A workshop was held on 14 March
2024. There were no changes to the draft Strategy as a result of the Workshop.
Council has specific statutory and non-statutory obligations
in respect of environmental sustainability under the Local Government Act 1993,
Environmental Planning and Assessment Act 1979, the Local Strategic Planning
Statement (LSPS), and the Community Strategic Plan (CSP). The preparation of
the draft Environmental Sustainability Strategy (the Strategy) responds to
these obligations and will assist Council achieving the vision of the Community
Strategic Plan, being to become “the most liveable, sustainable and
innovative place in Australia”.
The strategy sets out how we will enhance environmental
sustainability in our region for all out residents, businesses and visitors.
The following four primary areas are the focus of the strategy:
· Natural Areas,
Waterways and Biodiversity
· Environmental
Change and Community Resilience
· Leading by Example
· Sustainable
Living, Transport and Infrastructure
Together with strategic objectives and strategies, each
theme also outlines what Council is currently doing to improve environmental
sustainability in Council operations and contribute to the CSP objectives. The
Strategy sets out a 10 year direction for Council and subsumes the existing
Long Term Energy Strategy. It also considers the Sustainability and Climate
Change Response polices. The strategy will be accompanied by a rolling shorter
term Action Plan detailing measures or actions to be taken in meeting the
strategic objectives of the Strategy. The Action Plan will be developed in
alignment with the four-year Delivery Program and feed actions into the annual
Operational Plans for endorsement by Council.
This report recommends adoption of the draft Strategy
(Attachment 1) for the purposes of public exhibition to gain feedback and
comment on its proposed high-level strategic objectives and to ensure
transparency, accountability, and good alignment with community expectations.
Due to anticipated high level of community interest in the strategy it is
intended that there will be an extended exhibition period.
Discussion
At the Ordinary Council Meeting held on 21 September 2023
(Item 10.10), Council resolved as follows:
That Council defer consideration of Item 13.09 Draft
Environmental Sustainability Strategy and request the Chief Executive Officer
convene a Councillor Workshop to give further consideration to the draft
Strategy in relation to the Sustainability Policy Review.
A workshop with Councillors was held on 14 March 2024 which
aimed to improve the understanding of the relationship and differences between
the Sustainability Policy and the Environmental Sustainability Strategy and
outline the priorities to be included in the Strategy. There were no changes to
the draft Strategy required as a result of the Workshop.
As outlined at the Workshop
the Local Government Act mandates that Council must properly manage, develop,
protect, restore, enhance and conserve the environment for which it is responsible
in a manner consistent with the principles of Ecologically Sustainable
Development. This includes obligations to have regard to long-term and
cumulative impacts, responsible and sustainable infrastructure, and social
justice.
The draft Environmental
Sustainability Strategy outlines Council’s commitment to working towards
delivering our vision to be the most liveable, sustainable and innovative
place in Australia. The Strategy will be one of a suite of planning tools
in the Council’s Strategic Planning Framework. It will also meet
deliverables set out in the ‘shaping our future 2040’ Local
Strategic Planning Statement (LSPS) and other NSW and Council strategies and
plans.
The Strategy is aiming to ensure that as the region grows,
our built and natural environment is managed to maintain our quality of life
and prosperity into the future. The Strategy also aims to achieve the
objectives of Council’s adopted policies for sustainability and climate
change response.
The existing Long Term Energy Strategy will be subsumed into
this Strategy and subsequent supporting rolling Action Plan facilitating a
centralised reporting process to keep our community updated on Council’s
progress. In this regard, Council at its Ordinary meeting on 8 December 2022
(Item 13.07) resolved as follows:
That Council:
1. Note
the submissions and feedback relating to the draft Climate Change Response
Policy received during public exhibition period.
2. Adopt
the revised draft Climate Change Response Policy to include minor amendment to,
1. Objective, Point 2, to insert the word “towards” before the
words “net zero”.
3. Thank
those people who provided feedback during public exhibition period and advise
on the outcome of Council’s consideration of this matter.
4. Incorporate climate
adaptation and resilience strategies in the development of the draft
Sustainability Strategy (currently under development), with a view to
expedite progress to action planning and implementation.
5. Request
the Chief Executive Officer to provide a workshop with Councillors to
work through the structure and focus of the draft
Sustainability Strategy, in the first quarter 2023.
Quadruple bottom line Sustainability, including Environmental
Sustainability, should also be incorporated into everything that Council does.
The objectives and strategies proposed intend to improve our environmental
sustainability performance while also considering economic, social and
governance aspects of sustainability.
The themes proposed to be applied in the draft Strategy are
consistent with the CSP and cover the broad objectives of such a strategy as
follows:
Several
individual strategies, as shown below, have been proposed to meet each of the Strategic
Objectives identified above. These strategies will be further broken down into
a comprehensive 4-year Action Plan which will detail specific works to be
undertaken and service to be provided to meet the strategic objectives. This
Action Plan will be developed in line with Council’s Delivery Program and
Operational Plan.
Options
Council has the option to:
1. Adopt
the recommendations and place the draft Strategy on public exhibition; or
2. Request
further information from staff
This report recommends option 1.
Community Engagement and
Internal Consultation
Development of the Strategy included consultation with all
Groups within Council as well as with the staff Sustainability Working
Group.
Due to the anticipated high level of community interest in
the draft Strategy Council’s Engagement Team has recommended a longer
period of public exhibition to give more time for feedback. It is planned that,
should the draft Strategy be endorsed, the engagement period will be extended, adding
approximately 2 weeks. If there is a high level of feedback received additional
time will be required for staff to review the submissions and make any changes
to the Strategy before further consideration by Council.
Planning
and Policy Implications
This draft Environmental
Sustainability Strategy integrates with Council’s Community Strategic
Plan and will inform and guide decision making across the organisation,
including within other strategies and actions plans.
Financial
and Economic Implications
There are no direct financial
and economic implications in relation to this report. However successful
implementation of this strategy and the strategic objectives will require that
resources, both human and financial, will be directed to the key focus areas
outlined in this Strategy and actions identified in supporting strategic plans
and action plans that will be developed over time.
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Attachments
1. Draft
Environmental Sustainability Strategy
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18/04/2024
|
Item: 13.06
Subject: Post Exhibition Report - Sancrox Employment
Land Environmental Lands and Services Planning Agreement
Applicant: King and Campbell
Landowner: Expressway Spares Pty Limited and James John Dunn and Catherine
Brigette Dunn
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
4.5.2 Plan for infrastructure that supports population
growth.
|
RECOMMENDATION
That Council:
1. Revoke
the First Deed of Variation to the Sancrox Employment Land Environmental Lands
and Services Planning Agreement entered into between Council and Expressway
Spares Pty Limited and James John Dunn and Catherine Brigette Dunn on 16
January 2017.
2. Enter
into and execute the Second Deed of Variation Sancrox
Employment Land Environmental Lands and Services Planning Agreement
(Attachment 2).
3. Note
the post exhibition Engagement Summary Report which provides details of the
number of persons who accessed the public exhibition material on
Council’s Have Your Say page.
Executive
Summary
At the Ordinary Council Meeting held on 15 February 2024,
Council resolved to place the draft amended Second Deed of Variation Sancrox
Employment Land Environmental Lands and Services Planning Agreement (draft
Planning Agreement) on public exhibition.
The draft Planning Agreement was
subsequently placed on public exhibition from 21 February 2024 to 20 March 2024, for a period of 28 days. No
submissions were received from the public during this exhibition period.
The purpose of this report is to
provide details of the activity on Council’s Have Your Say page during
the public exhibition of the draft Planning Agreement (PA) however as no
submissions were received there are no details to report.
It is now recommended that Council revoke and replace the
previous First Deed of Variation to the Sancrox Employment Land Environmental
Lands and Services Planning Agreement entered into between Council and Expressway
Spares Pty Limited and James John Dunn and Catherine Brigette Dunn on 16 January
2017 and endorse the new Planning Agreement (Attachment 2), as exhibited, to
enable execution by both parties.
Background
The existing agreement relates to the delivery of water and
wastewater infrastructure and the staged acquisition of offset environmental
land in conjunction with an industrial subdivision at Sancrox. It was agreed
that Council acquire the environmental offset land in stages due to
complexities with the current property title and the need to extinguish
easements over part of the environmental offset land. This existing agreement
was entered into, to modify the timing for the construction of water supply
work to serve the development. This existing agreement updated and
replaced the Sancrox Employment Land Environmental Lands Services Planning
Agreement which was entered into on 15 July 2011.
A report was presented to the Ordinary Council Meeting of 15
September 2022 (Attachment 3), in relation to the infrastructure works. The
resolution from that meeting was:
“That
Council request a report to the October 2022 Ordinary Council Meeting providing
further information and clarification regarding the current situation regarding
administration of the VPA and relative costs, benefits and risks of each of the
options outlined.”
At the Ordinary Council Meeting of 22 October 2022
(Attachment 4), a further report provided additional detail on the
administration of the VPA, the costs and risks associated with the
recommendation and the other considered options. The report specifically related
to the three linked VPAs being the:
· Sancrox
Employment Land Environmental Lands and Services Planning Agreement.
· Sancrox
Employment Lands and Services McMullen Land Planning Agreement
· Fernbank
Park Planning Agreement
The resolution from that meeting was:
“That Council:
1. In
accordance with Voluntary Planning Agreement (VPA) First Deed of Variation
Sancrox Employment Land Environmental Lands and Services Planning Agreement
dated 16 January 2017, delegate to the Chief Executive Officer authority to
make payment to the initial developer the agreed cost of the works outlined in
this report less funds collected by Council for that purpose to date as
outlined in the VPA.
2. That
release of payment will not be made until the administrative amendments to the
associated VPA's are complete and agreed between the parties.
3. Note
that the amount required to be paid to the initial developer is to be funded
from Council's Water and Sewer funds.”
To enable the release of payment to the initial developer,
the existing VPA requires some minor amendments.
Discussion
At the Ordinary Council Meeting held on 15 February 2024,
Council resolved as follows:
“That Council:
1. Publicly
exhibit the draft amended Second Deed of Variation to Sancrox Employment Land
Environmental Lands and Services Planning Agreement for a period of not less
than 28 days.
2. Receive
a further report following the public exhibition period on any submissions
received”.
Following Council’s resolution on 15 February 2024,
the draft Planning Agreement was placed on public exhibition on Council’s
Have Your Say Page for a period of 28 days, from 21 February 2024 to 20 March 2024. During the exhibition period,
no submissions were received from the public. An
Engagement Summary Report for the exhibition of the draft Planning Agreement is
provided within Attachment 3. A summary of the
outcomes of the public exhibition process are discussed below:
· There were a total of 86 total visits to Council’s
Have Your Say engagement website page. With 22
informed visitors who downloaded the documents (noting that there were three
documents that could be downloaded); and
· No surveys or submissions were received.
The 15 February 2024 Council report included details of the
proposed amendments to the draft Planning Agreement and reasons for those
proposed changes. These amendments are summarised below:
· removal of the
definitions and clauses in relation to the payment of water supply and sewer
contributions, as this infrastructure has been constructed. Contributions to be
collected through the Development Services Plan (DSP) for future development.
· changes to clearly
articulate who the initial developer is and when the Council is to pay them the
contribution for the construction of the water supply and sewer infrastructure.
· clarification on
what infrastructure comprises water supply and sewer work and the known
construction costs.
The
amendments to the PA will:
· enable the release of a lump sum payment to the initial
developer.
· include the agreed cost of construction of the works, not
known at the time of the First Deed of Variation; and
· acknowledge that the works have been completed and the
initial developer is now known.
If supported, this new agreement will revoke and replace the
previous First Deed of Variation to Sancrox Employment Land Environmental Lands
Services Planning Agreement entered into between Council and Expressway Spares
Pty Limited and James John Dunn and Catherine Brigette Dunn on 16 January 2017.
Options
Council has the options to:
1. Endorse the draft
amended Second Deed of Variation to Sancrox Employment Land
Environmental Lands Services Planning Agreement to enable execution between the
two parties; or
2. Request further
amendments to this draft amended Planning Agreement, noting this would delay
endorsement; or
3. Not support the recommendation
and resolve in some other fashion.
This report recommends Option 1,
endorsement of the draft amended Planning Agreement to enable execution between
the two parties.
Community Engagement and
Internal Consultation
Community Engagement
Following public exhibition of the draft Planning Agreement
on Council’s Have Your Say webpage, no submissions were received.
Internal Consultation
Internal consultation was
undertaken prior to public exhibition with Council’s Utilities, Planning
and Design team.
Planning and Policy
Implications
The amended Planning Agreement conforms with Council’s
Planning Agreement Policy.
Financial and Economic
Implications
It is anticipated that there will be positive financial and
economic implications in relation to the draft
amended Second Deed of Variation to Sancrox Employment Land
Environmental Lands Services Planning Agreement through the orderly
coordination of infrastructure to serve the development and the locality of
Sancrox whilst reducing the administrative burden on Council of the existing
PA’s.
|
Attachments
1. Sancrox
Employment Environmental Lands & Services (Expressway Spares) Executed
160117
2. Draft
Amended Sancrox Employment Environmental Lands & Services (Expressway
Spares) Planning Agreement
3. Have Your
Say Engagement Summary Report
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18/04/2024
|
Item: 13.07
Subject: Classification of Council Land - Waapangal
Road Thrumster
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
4.1.3 Plan, investigate, design and construct sewerage
assets ensuring health, safety, environmental protection and the future
growth of the region.
|
RECOMMENDATION
That Council:
1. Pursuant
to Section 34 of the Local Government Act 1993 commence the process to
classify Lot 50 DP 1299688 Waapangal Road Thrumster as operational land by
placing on public exhibition for a minimum of 28 days with the proposed
resolution, “It is intended to classify Lot 50 DP 1299688 Waapangal Road
Thrumster as operational land.”
2. Note
that a further report will be tabled at a future Council meeting following
exhibition detailing any submissions received during the exhibition period.
Executive
Summary
Lot 50 DP 1299688 was created as part of an approved subdivision
(DA2014/533.5). The development consent required that this land be
dedicated to Council following the completion of the installation of a sewer
pumping station. The process to transfer the property (Attachment 1) into
Council ownership has now commenced and notice can now be published of
Council’s intention to classify the property as operational land under
s34 of the Local Government Act 1993.
This report recommends that Council proceed with the
classification of the land.
Discussion
Council land occupied by Sewer Fund installations is
commonly classified as operational land in accordance with the use of the land.
This report seeks to proceed to undertake the formal process to classify the
land as shown in Attachment 1 commencing with the public exhibition of the
proposed classification in accordance with Local Government Act 1993.
Options
There is an option to classify the property as either
community land or operational land, however it is Council’s practice is
to classify Sewer Fund land containing sewer infrastructure as operational
land.
Community Engagement and
Internal Consultation
Following certification that the sewer pumping station was
fully operational, the Community Utilities Division requested that the property
transfer into Council ownership be completed. This transfer necessitates the
need to now classify the land in accordance with s34 of the Local Government
Act 1993 which in turn requires that the proposed classification be placed
on public exhibition for a period of not less than 28 days.
The notice will be placed on the Public Notices page on
Council’s website.
Planning and Policy
Implications
There are no planning and
policy implications in relation to this report.
Financial and Economic
Implications
There are no financial and
economic implications in relation to this report. The property owner, Fernbank
Investments (NSW) Pty Ltd has agreed to transfer the property into Council
ownership at no cost to Council.
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Attachments
1. Land to be
Transferred to Council Lot 50 DP 1299688
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18/04/2024
|
Item: 13.08
Subject: Lake Cathie Natural Resource Management
Monthly Update Report
Presented
by: Community, Planning and Environment, Melissa Watkins
Alignment with Delivery Program
4.2.1 Develop and implement coastal, estuary, floodplain,
and bushfire management plans.
|
RECOMMENDATION
That Council note the progress of natural resource
management projects/initiatives within the Lake Cathie, Lake Innes and Cathie
Creek waterways and progress on the Coastal Management Program.
Executive
Summary
This report provides an update
on Lake Cathie/Lake Innes/Cathie Creek waterway natural resource management
projects/initiatives and the progression of the Coastal Management Program
(CMP) that have occurred since the previous report was presented to the March
2024 Ordinary Council Meeting.
Works currently being undertaken
and outlined in this report include:
1. Hydrodynamic Model of Lake Innes, Lake Cathie and
Cathie Creek
2. Bundella Avenue Asbestos Remediation Works
3. Coastal Recreational User Needs Analysis
4. Coastal Hazard Assessment and Coastal Vulnerability
Assessment Mapping Project
5. Review of the Opening Strategy
6. Invasive Weed Management
7. Development of Other CMP Chapters
8. Other Projects
Discussion
The following provides an
overview of the progress since the last monthly report detailing Council
projects and initiatives within the Lake Cathie, Lake Innes and
Cathie Creek waterway, as well
as other projects and initiatives related to the
development of the CMP.
1. Hydrodynamic Model of Lake
Innes, Lake Cathie and Cathie Creek
Staff from Council and the NSW
Department of Climate Change, Energy, the Environment and Water (DCCEEW -
formerly DPE) undertook a detailed review of the draft report associated with
the updated Hydrodynamic model of Lake Innes, Lake Cathie and Cathie Creek.
Based on this feedback, staff from Royal HaskoningDHV have now prepared a final
draft version of the report for staff and DPE review and acceptance.
Given the importance of the project
and its potential implications for the future management of the waterway, the
draft report has been distributed to technical experts within NSW DCCEEW for
feedback. Such feedback provides additional confidence to Council that the
information presented in the report is of the highest quality and includes any
feedback from technical experts within NSW DCCEEW. The incorporation of such
feedback may also save time in the future when the report is referenced when
proposing management actions. This feedback is due early April. Once received,
the report will be finalised. Assuming no significant issues are detected
by the NSW DCCEEW technical experts this is expected to be late April.
Following finalisation of the
report, Council staff will prepare a detailed briefing for Councillors prior to
the final results being reported to Council. At this stage the briefing is
expected prior to the May Council meeting.
2. Bundella
Avenue Asbestos Remediation Works
Council and NSW Crown Lands have
committed to share the cost of remediating the section of embankment off
Bundella Avenue known to contain illegally dumped historic Asbestos Containing
Material, given the contamination has been identified across both Council and
Crown Land tenure.
Soil Conservation Services have
previously completed the first stage of the project which involved the
development of safety and environmental documentation associated with
undertaking the proposed remediation works at the site. On ground works after
Easter school holidays. The proposed remediation works will involve the removal
of the top 500mm of surface material from the embankment at the eastern end of
Bundella Avenue, Lake Cathie. The material will be transferred to Cairncross
Waste Management Facility. A separation layer will be installed across the
works and topped with sand sourced from the berm immediately north of the works
site. The area will then be landscaped and revegetated. Council staff will
commence community engagement from early April.
3. Coastal
Recreational User Needs Analysis
The final report associated with the Port
Macquarie-Hastings Council Coastal Recreational User Needs Analysis has been
completed. The report identifies coastal recreational needs and opportunities
across the Port Macquarie-Hastings Council LGA based on current and future
growth projections and will be used to assist strategic planning for
recreational investment and grant applications.
A quantity surveyor prepared a
costings report which included a price estimate for the recommendations listed
in the Coastal Recreational User Needs Analysis. It should be noted that the
ability to action some recommendations made in this report relies on the
approval of stakeholders such as TfNSW, Crown Lands, DPE, NSW NPWS and FCNSW to
ensure strategic alignments.
4. Coastal Hazard Assessment and
Coastal Vulnerability Assessment Mapping Project
Bluecoast Consulting Engineers commenced the Coastal Hazard
Assessment and Coastal Vulnerability Assessment Mapping Project in December
2023. The first task associated with this project is to complete a
comprehensive literature review. This task involves analysing the
appropriateness and/or relevance of relevant datasets and studies that would be
referenced in this study and to identify any data gaps.
The Literature review will help derive a contemporary
sediment budget and quantified conceptual model(s) of sand movement for the
PMHC open coast. These model(s) will identify, describe and quantify, the
coastal processes that will affect coastal morphology and coastal inundation hazards
in the area. It will provide a summary of the current state of knowledge on
larger scale and long-term sand movements enough to inform potential management
actions to address coastal hazards within PMHC LGA. Importantly, they include
detailed description of data and assumptions on which they are based, and the
potential limitations/accuracy/reliability of any assessments undertaken.
Council and NSW DCCEEW staff are currently reviewing the draft literature
review. Once the literature review is finalised, Bluecoast Consulting Engineers
will continue to assess the coastal hazards across the PMHC LGA.
The project is expected to be completed in September 2024.
5. Review of the Lake Cathie
Opening Strategy
Following finalisation of the Lake Cathie/Lake Innes
Hydrodynamic Model and reporting by Royal HaskoningDHV in line with
Council’s resolution of April 2022, a review of the Opening Strategy will
then be possible. An extension to the hydrodynamic model project is intended to
be undertaken with consideration of the hydrodynamic model recommendations, and
the recommendations put forward in the Soil Conservation Service / Southern
Cross University Bushfire Affected Coastal Waterways report.
6. Invasive
Weed Management
No invasive weed management actions
were undertaken since the March 2024 Lake Cathie Natural Resource Management
Monthly Update Report. This was due to the high amount of management actions
Council staff have undertaken in the area over recent months. Invasive weed
control activities are expected to return to the area in the coming weeks.
7. Development
of other Coastal Management Program (CMP) Chapters
The development
of CMPs is prescriptive and includes five stages. Staff are currently
undertaking investigations associated with Stage 2 of the CMP development. The
CMP is being developed in
geographical chapters. An indicative timeframe of the progression of the CMP is
presented below in Table 1.
Table 1: Indicative CMP
Timeframe
Staff are currently progressing
with Stage 2 of the CMP development across the four chapters. Stage 2 of the
CMP process involves undertaking detailed studies that will help Council to
identify, analyse and evaluate risks, vulnerabilities, and opportunities in the
study area. The studies conducted during Stage 2 are to provide information to
support decision-making in the later stages of the CMP planning process. Given
the complexities of these studies, this stage is the most time consuming.
Ensuring high quality studies in Stage 2 will result in high quality management
plans in the CMP.
8. Other projects
Sea Country
The Coast and Estuary team continues to work closely with a
working group consisting of Birpai elders and community members,
representatives from Birpai and Bunyah Local Aboriginal Land Councils (LALCs),
and the DPI Fisheries Marine Estate Management Strategy Sea Country lead for
NSW to develop a Sea Country Action Plan for incorporation into Council’s
CMP.
Discussions with working group members and staff are leading
towards community feedback on a draft Sea Country Action Plan to take place
during NAIDOC Week 2024.
Options
This report is provided for information purposes only.
Community Engagement and
Internal Consultation
This report is provided for information purposes.
Community consultation has been undertaken in some of the
abovementioned projects, as mentioned in the discussion section of this report.
Planning and Policy
Implications
There are no planning and policy implications in relation
to this report.
Financial and Economic
Implications
There are no financial and economic
implications in relation to this report. An updated status of adopted projects
is provided below.
18/04/2024
|
Item: 13.09
Subject: Lorne Road Upgrade - Project Update and
Reccomendation for Stage 3
Presented
by: Community Infrastructure, Robert Fish
Alignment with Delivery Program
4.4.1 Plan, investigate, design and construct transport
assets which address pedestrians, cyclist and vehicular needs to cater for
the future growth of the region.
|
RECOMMENDATION
That Council:
1. Note
the information outlined within the report regarding progress on the project to
upgrade and bitumen seal Lorne Road and the reclassification of the road from
Local Road classification to Regional Road classification;
2. Conclude
works currently scoped and funded including:
a) Detailed
design for stages 1 and 2
b) Environmental
approval for stages 1 and 2
c) Construction
and bitumen sealing of stage 1, commencing
mid 2024 and
d) Concept
design and environmental constraints assessment for Stage 3.
3. Continue
to seek grant funding for the construction and bitumen sealing of stage 2,
provided that funding contributes the majority of the construction cost, as
suitable and eligible grant funding opportunities arise; and
4. Not
continue any further planning and investigations for stage 3 of Lorne Road due
to the estimated construction cost being in excess of $50 million and the low
traffic volume on this section.
Executive Summary
The purpose of this report is to summarise the progress of
the Lorne Road Upgrade, provide commentary on the change in road
classification, which has provided new funding opportunity for routine
maintenance, and outline recommendations for future works programs.
Substantial progress on the Lorne Road upgrade has been
accomplished in the 2023/2024 Operational Plan year with the progression of the
concept and detailed designs and environmental approvals for both stages 1 and
2. This progress has now resulted in stage 1 progressing to tenders being
requested for construction. In addition, a concept design and environmental
constraints assessment has been completed for stage 3, which has provided
Council with information to enable an informed decision on the merit or
progressing with further planning work for this stage.
Discussion
Lorne Road connects Kendall in the east with Comboyne Road
in the west near Comboyne. It is a key link for communities along the road
corridor and the Comboyne Plateau with the Pacific Highway and coastal
communities. The road is 28.8km in length, with 13.5km of that length being
unsealed.
The Lorne Road Upgrade project relates to the remaining
unsealed section of Lorne Road, located approximately 1km from the Lorne Road
and Comboyne Road intersection for 13.5km generally to the south-east. This
section of rural road is currently a two-way directional travel, two lane road
with a varied cross-sectional width. The current pavement surface is unsealed,
and the road typically features several safety deficiencies (when comparing to
current day standards) including:
· tight
horizontal and vertical curves;
· narrow cross
section;
· restricted
sight distance
· insufficient
clear zones; and
· steep
batters.
Traffic counts along Lorne Road indicate volumes of 210
vehicles per day typically utilising the unsealed section of Lorne Road west of
Koppin Yarratt Road. This section predominantly has adjoining agricultural land
uses and associated residences. Traffic volumes notably reduce to approximately
100 vehicles per day for the 9.7km unsealed section east of Koppin Yarratt
Road. With the exception of the very eastern end at Kerewong where residences
exist on rural land, much of this section is through areas of forestry land use
and traverses down from the Comboyne plateau.
Overview of development stages:
Throughout the 2020/2021 financial year, Council progressed
a strategic concept design and project scoping to ascertain proposed staging
opportunities and cost estimates. The project design and scoping identified the
below delivery stages:
· Stage 1:
Western Limit of seal to Upsalls Creek crossing
(chainage 1050 to 3000 - 1.95km
in length)
· Stage 2:
Upsalls Creek crossing to Koppin Yarratt Road
(chainage 3000 to 4850 - 1.85km
in length)
· Stage 3:
Koppin Yarratt Road to Eastern limit of seal
(chainage 4850 to 14550 - 9.7km
in length)
Figure 1 - Overview of Lorne Road Project
and Stages (see also Attachment 1)
Funding Overview:
In 2019, a $5 million pre-election
commitment was made to support sealing the remaining section of Lorne Road by
the Member for Lyne, Dr David Gillespie. This funding has eventuated to the
value of $5 million through the Australian Government Roads of Strategic
Importance (ROSI) initiative. This funding was reviewed by the Australian
Government as part of the Independent Strategic Review of the Infrastructure
Investment Program undertaken from mid-2023. Funding was confirmed for the
project following this review in November 2023, enabling progression with the
scope of works planned to be delivered with the ROSI grant.
At the 28 April 2022 Extraordinary
Council Meeting (ECM), as the project was of strategic importance Council
resolved to allocate matching funding of $5 million as part of the 2022/2023
and 2023/2024 Operational Plans to allow completion of initial stages, bringing
total funding to $10 million for the Lorne Road Upgrade project.
The currently agreed scope of the
ROSI grant is for the design, construction and bitumen sealing of stage 1,
detailed design work for stage 2 (not including construction) and early design
work for stage 3 (not including detailed design, environmental approvals or construction).
As part of a previous resolution at the 17 March 2022
Ordinary Council Meeting (OCM), Council resolved to ‘Continue to
proactively seek funding support for Lorne Road upgrade from the State and
Federal Governments’. Following extensive reviews of suitable grant
funding opportunities, Council officers have submitted seven grant applications
for additional funding for the Lorne Road Upgrade since 2019. None of these
applications have been successful.
Current project status:
To date the following milestones have been completed for the
project:
· Detailed
design complete for stages 1 and 2;
· Environmental
approvals nearing completion (as of March 2024) for stages 1 and 2;
· Concept
design and environmental constraints assessment complete for stage 3; and
· Tenders
called for the construction of stage 1, with contract award anticipated June 2024
enabling construction to commence on conclusion of works to repair landslips on
Comboyne Road.
The below cost estimates for construction of the identified
stages were developed in 2023. These figures are based on 2023 amounts and
given the unknown timing of construction do not consider any escalations that
may occur in future years.
· Stage 1 - $9
million
· Stage 2 - $8
million
· Stage 3 -
>$50 million
Expenditure on the milestones completed to date has totalled
$784,515. The remaining funding available will allow for construction
completion of stage 1 only, per the current approved scope and subject to
receipt of tenders within this allocation.
Review of progressing stage 3:
The high estimated cost to deliver stage 3 has identified
the need to review the merit of progressing with further investigation work for
this stage. Construction cost is high as a result of the substantial works
required to widen and improve the alignment of this stage 3 section, noting
this section traverses down from the Comboyne plateau meaning substantial cut,
fill and slope stability works are required to achieve this outcome. Whilst the
stage 3 early design works make improvements to width and alignment, there is
still considerable lengths where reductions from design standards have been
required to be incorporated to achieve a constructable outcome. This includes
relaxation of standards related to road width, curve geometry and sight
distance for example. In addition, there are property and environmental matters
further outlined below which are of cost impact.
Further supporting this need for review, as best practice it
is a general rule that as a minimum a road should have approximately 150
vehicles using it per day before it is considered eligible for a sealing
program, however, would typically only be escalated for sealing priority if in
excess of 200 vehicles per day. Low traffic volume unsealed roads also have a
lower life cycle cost than that of sealed roads. The stage 3 section as
mentioned earlier in the report has a traffic volume of approximately 100 vehicles
per day, meaning this volume is well below when a road may typically be
considered of priority for bitumen sealing.
The findings of the environmental constraints assessment
have identified the following items for consideration in the planning for stage
3:
· Large
portions of existing road are outside of current road reserve boundaries. This
will require acquisitions of land from both private and NSW Government bodies.
· An
Aboriginal land claim exists over a portion of Crown Land to be acquired (acquisition
cannot proceed until the land claim is extinguished).
· More than
100 mature native trees are required to be removed. Many of these are hollow
bearing and will likely trigger numerous specialist studies along with
associated offsets including:
o Referral under the
Environmental Protection and Biodiversity Conservation (EPBC) Act to the
Australian Government;
o Environmental Impact Studies
(EIS); and
o Species Impact Statement
(SIS).
· Works are
likely to require relocation of existing power and telecommunications assets.
Whilst the above advice on financial and environmental
constraints brings into question the strategic merit in continuing to progress
planning work for stage 3, it is noted that delivery of this stage would result
in the following benefits being realised:
· Improved
road safety via a widened road and improved alignment;
· Improved
surface condition and elimination of the need for maintenance grading;
· Increased
resiliency of the route, or as an alternative route to Comboyne Road in the
event of natural disaster impacts (noting a further alternative route exists
via the MidCoast Council LGA);
· Increased
amenity for the residents of Comboyne, Kerewong and Lorne, for which the road
traverses and connects;
· Elimination
of dust impacts on road users, adjoining residents and the surrounding
environment;
· Improved
efficiency of travel resulting in reduced travel time; and
· Improvement
to roadside drainage provisions.
Given the outlined financial and environmental constraints,
stage 3 works pose a high risk to Council when considering the strategic merit
of undertaking work to construct and bitumen seal this length, noting the
competing infrastructure priorities faced by Council. Despite the benefits that
have been identified above, the significant cost of undertaking works for stage
3 is not viable to progress with further planning or construction in light of
the usage, the need to seek and allocate funds strategically to high priority
infrastructure needs, and the ability to maintain the road via existing means
with funding support now available via the NSW Government’s Block Grant,
as outlined below.
It is noted that construction and bitumen sealing of stages
1 and 2 addresses the lengths of greatest traffic volume, where residences
exist and where heavy vehicle use occurs associated with the dairy industry.
Accordingly, it is recommended to continue with stage 1 construction and to
continue to seek funding for stage 2 construction as suitable opportunities
arise.
Lorne Road reclassification:
Lorne Road was reclassified from Local Road classification
to a Regional Road classification in December 2022 following the priority round
of the NSW Government’s Road Classification Review and Transfer. This
followed Council’s nomination of the road for reclassification. Council
was only notified of the outcome late 2023 by the NSW Government as a result of
an administrative error.
Resulting from this reclassification, Council now receives
funding support from the NSW Government for the maintenance of the road via the
Block Grant, however is still responsible for management and maintenance of the
road.
Options
Arising from the information and associated review outlined
above, with respect to the Lorne Road Upgrade project it is recommended to:
1. Conclude
works currently scoped and funded including:
a. Detailed
design for stages 1 and 2;
b. Environmental
approval for stages 1 and 2;
c. Construction
and bitumen sealing of stage 1, commencing mid 2024; and
d. Concept
design and environmental constraints assessment for Stage 3.
2. Continue
to seek grant funding for the construction and bitumen sealing of stage 2,
provided that funding contributes the majority of the construction cost, as
suitable and eligible grant funding opportunities arise; and
3. Not
continue any further investigations for stage 3 of Lorne Road due to the
estimated construction cost being in excess of $50 million and the low traffic
volume on this section.
Council may resolve as recommended, or consider the following
alternative option with respect to stage 3:
1. Undertake
a business case to consider the benefits of bitumen sealing the remainder of
Lorne Road (stage 3) and report findings back to Council for further
consideration.
Preparation of a business case would require resourcing and
additional budget to engage a suitably qualified consultant to prepare. This
would need to be considered in the context of the priority of other needs of
the road network where significant congestion issues are required to be
addressed and resourcing focus is required. As outlined above within the
report, the high construction cost and low traffic volume on the stage 3 length
result in a recommendation of not progressing to this step as a positive
outcome is not anticipated.
Community Engagement and
Internal Consultation
No community engagement has been undertaken with regard to
this report. It is acknowledged there is a desire within the local community
for the continuation of construction and bitumen sealing of Lorne Road.
Internal engagement has been undertaken with the Community
Infrastructure Planning and Design and Organisational Project Delivery groups,
Executive and key staff.
Councillors were provided an update on the project late
2023. Advice was provided that the stage 3 section estimated cost was high and
would require review of whether feasible to progress with further planning for
this part of the project.
Planning and Policy
Implications
There are no policy or
environmental planning implications in relation to this report. The outcome of
this report will provide greater certainty for strategic infrastructure and
long-term financial planning.
Financial and Economic
Implications
There are no direct financial
implications for this report and recommendation beyond the currently committed
project scope. Should alternative options be considered these may have
significant financial and resourcing implications.
The Lorne Road Upgrade
Project currently has a total approved project budget of $10 million,
comprising $5 million of Council funding and $5 million of Australian
Government funding through the ROSI initiative. This budget will see
construction delivery of stage 1 of the Lorne Road Upgrade project occur and
has funded detailed design and environmental approvals for stages 1 and 2.
Additional funding will be required to progress the construction of stage 2
with grant funding recommended to be continued to be pursued for this purpose.
Pursuing grant funding for this purpose would only occur where a high
percentage of the overall project cost is available via the external funding
source as no allocation exists within the Long Term Financial Plan for stage 2.
With the reclassification of
Lorne Road to Regional Road classification Council now receives an additional
contribution through the NSW Government’s Block Grant to assist with the
provision of maintenance of the road.
|
Attachments
1. Lorne Road
Staging Map
|
18/04/2024
|
Item: 13.10
Subject: Material Public Benefit - Developer
Delivered Sewer Works Kendall - Update Report
Presented
by: Community Utilities, Jeffery Sharp
Alignment with Delivery Program
4.1.3 Plan, investigate, design and construct sewerage
assets ensuring health, safety, environmental protection and the future
growth of the region.
|
RECOMMENDATION
That Council note the information in this update report.
Executive
Summary
At the 17 March 2022 Ordinary Council Meeting, Council
resolved in relation to Item 14.07 for the CEO to enter into a developer works
deed for the delivery of additional sewer works assessed as being material
public benefit and associated with DA 2017/736, being a multi-staged
manufactured home estate development and subdivision at 79 Batar Creek Road,
Kendall.
In line with the resolution, a developer works deed for the
Kew / Kendall Sewerage Pump Station No.1 Upgrade & Related Works, which
included a 1.6km rising main, was subsequently entered into between Council and
Allam MHE Developments # 2 Pty Ltd on 19 May 2022.
The March 2022 Council Resolution also requested a further
report (this report) be presented to a future Council Meeting on completion of
the works. The final completion inspection of works was undertaken on 03 April
2024 with Council’s approval for the works issued on 04 April 2024.
Works commenced in June 2022 with the initial pump station
and gravity works being completed and commissioned in December 2022 -
acceptance for the initial works was issued by Port Macquarie-Hastings Council
staff in March 2023.
The developer however experienced significant design delays
for the rising main works, which was ultimately approved in two stages. Council
approved the rising main less a bridge crossing section (across Kendall Bridge)
in September 2022. The bridge crossing was subsequently approved in April 2023.
Unfortunately, there were numerous revisions of the design plans, ultimately
reaching revision ‘P’ at the time of final approval, which was the
cause of the significant approval delay.
The initial value of the works agreed on in the executed
deed was $2,442,207.66 with Council’s proportion being $1,319,940.50. A
total of $299,452.02 worth of variations were approved during the works, a
large portion of the variations ($196,971.42) were due to the substantial
escalation in the construction industry in 2021 - 2022 period. Some variations
($45,005.96 worth) were assessed as not being attributed to the material public
benefit works and would have been incurred by the developer if they had have
only serviced their development and therefore not subject to cost sharing
provision of the deed. Council’s share of the variation costs therefore
equalled $139,941.68, with the developer covering the other
$159,510.34.
The final cost covered by Council was $1,459,882.18.
Discussion
At the 17 March 2022 Ordinary
Council Meeting, Council block resolved, in relation to Item 14.07 Material
Public Benefit - Developer Delivered Sewer Works Kendall:
BLOCK RESOLVED:
Roberts/Maltman
That Council:
1. Note
the sewer works proposed to be undertaken by Allam MHE Developments # 2 Pty Ltd
under development Consent DA 2017/736 includes works above what is required to
solely service the development therefore are of material public benefit, being
the replacement and upgrade of Kew/Kendall Sewerage Pump Station #1 and
associated works.
2. Pursuant
to section 55(3)(i) of the Local Government Act 1993, resolve not to call
tenders for the construction of the upgrade of Kew/Kendall Sewerage Pump
Station #1 and associated works as it considers that a satisfactory result
would not be achieved by inviting tenders due to extenuating circumstances for
the reason of the works being associated with and linked to a development
consent as outlined in this report.
3. Note
that the Chief Executive Officer, under existing delegations to the General
Manager, may enter into a developer works deed following successful
negotiations with Allam MHE Developments # 2 Pty Ltd, and present a further
report to a future meeting of Council on completion of the works for
Council’s information.
4. Request
the CEO to add a new action to the 2021-2022 Operational Plan - Kew Kendall
SPS#1 Upgrade and Works, with a budget allocation for the current year of
$400,000, to be funded form the Sewer Reserve.
This report is in response to the direction in Point 3
above.
Following the March 2022 resolution, a developer works deed
between Council and Allam MHE Developments # 2 Pty Ltd was executed on 19 May
2022.
The deed was titled Kew / Kendall Sewerage Pump Station No.1
Upgrade & Related Works, and was for the following works:
1. The
construction of a sewerage gravity pipe connecting the Development to Kew /
Kendall Sewerage Pump Station No.1 involving the construction of approximately 265m
of DN225mm PN16 PVC gravity sewer main and associated manholes connecting into
the new pump station described below.
2. The
construction of a new 3.6m diameter sewer pump station to replace the existing
Kew / Kendall Sewerage Pump Station No.1, including all required electrical and
mechanical works, works connecting the gravity sewer main referred to in
paragraph 1, works connecting to or allowing for connection to the rising main
referred to in paragraph 3, and the construction of a maintenance access
roadway.
3. The
construction of approximately 1.6km of DN280mm HDPE sewer rising main from the
replaced Kew / Kendall Sewerage Pump Station No.1 to a new sewer manhole over
the existing gravity main adjacent to Lot: 8 Plan No: DP1115744 52 Kendall
Road.
The estimated cost of those works was $2,442,207.66. Council
contribution under the deed was for $1,319,940.50. This included $1,252,080.49
as the agreed costs for the material public benefit component, an additional
$52,860 of design and management costs and a provisional sum of $15,000 for
potential electrical relocation works.
Works commenced on the gravity sewer main and the sewer pump
station in June 2022 with the works being completed in September 2022 and the
pump station commissioning completed in December 2022. The Council approval of
this initial works was delayed until March 2023 due to defective water main
works for the servicing of the development. While not a part of the deed, the
approval of the water works was combined with the sewer works, as is common on
all developments. The 200mm diameter trunk water main was constructed without
any bend joints and during the hand over process Council’s quality
assurance process identified the issue. Advice from the developer’s
consultant was “It appears there are two sections approximately 50m
each where the water main curves and there are no bends. The Contractor has
concreted the pipe joints at the end of the curves and used sandbags in other
instances to hold the joint in place.” This is poor practice and
would have resulted in a high risk of failure. A new water main was constructed
using the correct construction methods.
The developer also experienced significant design delays for
the rising main component of the sewer works. Due to substandard design work,
Council’s Utilities Planning and Design Team had to undertake numerous
design reviews and ultimately split the approvals process and approved in two
stages, with Council approval for the rising main less a bridge crossing
section (across Kendall Bridge) issued in September 2022 and a subsequent
approval issued for the bridge crossing in April 2023. There were numerous
revisions of the design plans which were at revision ‘P’ at the
time of final approval, with Council issuing a substantial amount of design
review comments. Even at the later design drawing revisions, Council staff were
issuing over 20 review comments, highlighting the low quality of design work
being undertaken by the Developer’s design consultant.
The rising main work was physically completed in December
2023, however it took until March 2024 for the required quality assurance
documentation and structural certification of the bridge crossing to be issued
to Council. An acceptance inspection by Council staff was undertaken on 03 April
2024 and approval for the works issued on 04 April 2024. A further inspection
will be undertaken in April 2025 to ensure no defects emerge in the first 12
months of service. Council holds works security bonds that will not be released
until after the 12 months of initial service and the works inspected to be
defect free.
Throughout the works, a total of $299,452.02 worth of
variations were approved. A large portion of the variations ($196,971.42) were
due to the substantial material escalation in the construction industry in 2021
- 2022 period. The other variations related to additional road reinstatement
requirements, additional valuing on the main, additional electrical connection
costs, additional railway protection requirement costs and additional concrete
works. Other variations relating to the bridge crossing construction
($45,005.96 worth) were assessed as not being attributed to the material public
benefit works as they would have been incurred by the developer if they had
only serviced their development and therefore not subject to cost sharing
provision of the deed.
Under the cost sharing arrangements in the deed,
Council’s proportion of the variation costs was $139,941.68, with the
developer covering the other $159,510.34. Therefore, the final cost covered by
Council was $1,459,882.18.
Notwithstanding the design quality challenges associated
with the project, a satisfactory result was achieved for the community with the
upgrade of a sewer pump station that was assessed as having a shortfall in
capacity and the consolidation of assets, i.e. only having one sewer pump
station and rising main to operate and maintain instead of two. Achieving this
for $1,459,882.18 is considered good value for money.
Options
This is an information
report. Council has the option to seek further information or
clarification if required.
Community Engagement and
Internal Consultation
No community engagement has occurred in relation to this
report.
Internal consultation was undertaken within the Community Utilities
Planning and Design Group.
Planning and Policy
Implications
There are no planning and
policy implications in relation to this report.
Financial and Economic
Implications
There are no economic
implications in relation to this report.
The additional $139,941.68
worth of variations incurred by Council above the original estimated cost in
the deed can be covered by Sewer Reserves.
18/04/2024
|
Item: 13.11
Subject: Water Quality Update - Taste and Odour
Presented
by: Community Utilities, Jeffery Sharp
Alignment with Delivery Program
4.8.1 Ensure all Council operations comply with
environmental standards and regulations.
|
RECOMMENDATION
That Council note the information contained within this
report
Executive Summary
At the Ordinary Council
Meeting held on 15 February 2024, a report was presented to Council on the
Annual Drinking Water and Recycled Water Report 2022-2023. As part of this
report, reference was made to the community concerns regarding water quality
within the Port Macquarie-Camden Haven water supply system that were experienced
during January 2024.
At that meeting, Council
resolved to request that a report be brought back to the April 2024 Ordinary
Council meeting to provide more detail on the taste and odour issues that were
being experienced in the Water supply.
2. Request
the CEO provide a report to the April 2024 Ordinary Council meeting which
provides more detail on the current taste and odour issues being experienced in
the Water Supply.
This report is to provide an
update on the current situation and the actions undertaken.
Discussion
Council undertakes regular testing of our water supply
across numerous indicators. Results of the routine testing showed an elevated
level of Methylisoborneal (MIB) on 9 January 2024 present in the water stored
in and distributed from, the Port Macquarie Dam. This elevated level was the
first increase recorded since January 2023 in the dam. Whilst the initial level
only returned a reading of 6ng/L a rapid increase in the concentration of MIB
was recorded over the following weeks until early February 2024 when levels
again dropped.
MIB and Geosmin are two naturally occurring compounds which
are often present in our water but not usually at noticeable levels. Warmer
water temperatures during our summer season can contribute to increased levels
of these organisms in our waterways, with MIB being the dominant compound
during this current period. These compounds produce a musty, earthy taste and
smell and it is widely accepted across the globe that some consumers can detect
a change in odour and taste at 10 ng/l (the equivalent of one drop in a
domestic swimming pool volume).
It is important to note that changes in taste and odour from
these naturally occurring compounds are purely aesthetic issues and the water
remains safe to consume and meets the parameters set by the Australian Drinking
Water Guidelines.
Council first received reports on 8 January 2024 from
residents who reported a change to the taste and odour of drinking water coming
from their taps in certain parts of our Local Government Area (LGA). Issues
were raised from residents across Port Macquarie and to the south of the LGA in
Bonny Hills and North Haven. Water supplied to this area of the LGA comes from
the Port Macquarie Dam.
Consumers in Wauchope and Thrumster areas of the LGA were
being serviced at the time directly from river flows and not our dam storages.
This part of the water supply scheme is also filtered through the Wauchope
Water Treatment Plant. No significant increase in taste and odour issues were
reported in this area over the recent summer period.
The
graph below shows the MIB and Geosmin results from 06 December 2023 to 19 March
2024 (which are the most recent results that Council have received), with the
correlating water temperature. The data shows that the MIB level increased
sharply from <1 ng/l on 19 December 2023 to a high of 34ng/l on 16 January
2024 before the levels decreased to <10 ng/l from 06 February 2024 until the
present time.
The
table below shows the number of customer reports received each month since
2020, showing a total of 62 CRM’s for the month of January 2024 which
reduced to two reports for each of the following two months. This correlates
with the decrease in the levels of MIB that were reported.
When
first apparent, the issue was commented on widely across social media channels,
with many different theories on what was causing the changes. Residents were
also commenting on dirty water issues, believing that these two issues were the
same.
It
is important to separate these two issues as dirty water complaints are not
related to the MIB levels. Reports of dirty water always need to be
investigated as they can be due to a variety of different factors such as
sediment build up, routine maintenance, mains break, internal plumbing, and new
service works.
To
respond to community concerns and to provide some education and clarity on
these issues, Council developed two Frequently Asked Questions (FAQ) pages on
our corporate website. The first one was ‘Taste and Odour’ and the
second was ‘Dirty or Discoloured Water’, refer to Attachments 1 and
2.
The
FAQ pages were promoted via our social media channels, and interviews were also
undertaken with local media channels. The increased education of the issue,
along with the decreasing MIB levels, saw the level of community concern drop
markedly in February.
As
well as engaging with the community, Council undertook regular engagement with
North Coast Public Local Health District (NCPHU). Council manages our system to
comply with the Australian Drinking Water Guidelines (ADWG) and have a
requirement to report on any water quality issues to the NCPHU. Council also
has an ongoing mutual agreement with the NCPHU to ensure that the water supply
is safe to drink and to ensure the protection of public health for the Port
Macquarie Hastings community who have access to drinking within the
reticulation network.
At
the request of the NCPHU, additional samples were taken across the reticulation
network to determine the MIB levels present within reservoir zones, and at
varying depths within the Port Macquarie Dam. These results were provided to
the NCPHU who were satisfied that the drinking supply was safe and continued to
meet the strict guidelines set out in the ADWG.
In
addition to the NCPHU, Council also engaged with the Department of Climate
Change, Energy, the Environment and Water (DCCEEW) at the time. The advice from
DCCEEW was to undertake water profiling in the Port Macquarie Dam to further
understand the current issue and identify any opportunities for improvement.
This additional profiling was undertaken, with the results yet to be discussed
with both NCPHU and DCCEEW to update any future response plans.
At
the time, Council staff also investigated whether we could increase our water
supply distribution from the Wauchope Water Treatment Plant to cover more of
our supply system. It was determined that this could not easily be achieved
with the current pipe network and distribution controls.
Longer
term, the planned expansion of Council’s water infrastructure via the
Cowarra Water Supply Scheme and specifically the inclusion of activated carbon
treatment as part of the process train of the new plant will provide for the
removal of these compounds. Completion of the Cowarra Water Filtration plant
remains a high priority project and an update is the subject of another report
on this agenda.
Options
Council can choose to note the information in this report or
request further information.
Community
Engagement and Internal Consultation
North Coast Public Health Unit - Environmental Health Team
Department of Climate Change, Energy, the Environment and
Water (DCCEEW) - Water Unit
Director Community Utilities
Group Manager Utilities Operations
Laboratory Manager
Communications Team
Planning
and Policy Implications
There are no planning and
policy implications in relation to this report.
Financial
and Economic Implications
There are no financial and
economic implications in relation to this report.
|
Attachments
1. Taste and
Odour Frequently Asked Questions Document
2. Dirty or
Discoloured Water Frequently Asked Questions Document
|
18/04/2024
|
Item: 13.12
Subject: Major Projects Update - Cowarra Water Supply
Scheme and Thrumster Wastewater Scheme Projects
Presented
by: Community Utilities, Jeffery Sharp
Alignment with Delivery Program
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.
|
RECOMMENDATION
That Council:
1. Note
the update information regarding the Cowarra Water Supply Scheme project and
how it is progressing ahead of the baseline schedule.
2. Note
the update information regarding the Thrumster Wastewater Scheme project and
how it is progressing behind the baseline schedule and that this is due to
delays in finalising the effluent discharge location not through any fault of
Council but as a result of additional information requested from NSW Government
regulators.
Executive
Summary
Detailed planning and investigations for the Cowarra Water
Supply Scheme and Thrumster Wastewater Scheme projects have been underway since
April 2022.
With varying progress across the two projects, this report
provides a detailed update on progress against their baseline schedules outside
of the standard Operational Plan update reporting.
The current baseline schedule for the Cowarra Water Supply
Scheme project has the concept designs completed and the Environmental Impact
Statement (EIS) drafted by the end of May 2024 and the EIS submitted to the
Department of Planning, Housing, and Infrastructure (DPHI) by the end of June
2024. The Cowarra Water Supply Scheme project is progressing well and is about
one month ahead of schedule. The concept design was completed
on 28 March 2024 and the EIS preparation is on track for completion and
submitting to the Department of Planning, Housing, and Infrastructure in May
2024. The procurement of a Detailed Design and Construction Contractor is also
underway with Stage 1, shortlisting contractors, planned to be completed in
June 2024. The second element of the Cowarra Water Supply Scheme project, being
the Northern Arm Trunk Main, is also progressing well with detailed designs
underway.
The current baseline schedule for the Thrumster Wastewater
Scheme project has the concept designs completed and the EIS drafted by the end
of May 2024 and the EIS submitted to DPHI by the end of June 2024. While the
Thrumster Wastewater Scheme project is progressing well, the process to
determine and select the effluent discharge location took approximately five
months longer than planned due to additional information requirements of the
various State Government regulators, as reported to Council in December 2023
(Item 13.14). This additional work and associated delays have subsequently
impacted the design progress and the EIS preparation. It is assessed that this
impact equates to an approximate two-month delay. The Project’s
Consultants are working hard to complete the concept designs by the end of June
2024 with the draft EIS being completed by the end of July then submitted to
the Department by end August 2024.
The second element of the Thrumster Wastewater Scheme, being
the network redirection to the new treatment plant, is progressing on schedule
with concept design, sizing and route section completed in February 2024 and
the procurement of a detailed design consultant is on track to be completed by
end of April 2024.
Discussion
The Cowarra
Supply Scheme project comprise two sub-projects, being the Cowarra Water
Treatment Plant and Northern Arm Trunk Main. The Thrumster Wastewater Scheme
project comprise two sub-projects, being the Thrumster Wastewater Treatment
Plant (WwTP) and Thrumster Network Optimisation and Redirection to new
treatment plant. Detailed planning and investigations for both scheme projects
have been underway since April 2022.
The current
financial year baseline schedule for the Cowarra Water Supply Scheme project
is:
· Concept
Design Complete - 31 May 2024
· EIS
Documentation complete
o Draft Version
issued to PMHC for review - 31 May 2024
o Submit final EIS
to DPHI - end of June 2024.
The current financial year baseline schedule for the
Thrumster Wastewater Scheme project is:
· Concept Design
o 90% complete - 31 May 2024
o 100% by end of June 2024
· EIS Documentation
complete
o Draft Version
issued to PMHC for review - 31 May 2024
o Submit final EIS
to DPHI by end of June 2024
Cowarra Water Supply Scheme Update
The Cowarra
Water Supply Scheme project is progressing approximately one month ahead of
schedule with the concept designs for the Water Treatment Plant being completed
on 28 March 2024 and the EIS drafting is at 90% completed as of the beginning
of April 2024. The EIS is on track to be completed by the end of April 2024
with it being submitted to the Department of Planning, Housing, and
Infrastructure by the end of May 2024.
The Northern Arm Trunk main is also progressing on schedule
with the concept design, sizing and route selection completed in November 2023
and detailed designs commenced in January 2024. While the original intent was
to complete the detailed design in stages, a more efficient design delivery has
been adopted with detailed design being completed all together allowing all the
detailed site investigations (survey, geotechnical and service locating) being
completed together, which are on track to be completed by the end of June 2024.
The
procurement strategy for the delivery for the treatment plant is via a
two-staged procurement to engage a Detailed Design and Construction Contractor.
This procurement is underway with Stage 1, shortlisting of contractors,
commenced and scheduled to be completed in June 2024. Stage 2, select
tendering, will commence in October 2024 following an Early Contractor
Involvement period, where shortlisted contractors will be involved in refining
the concept designs and project specifications prior to tendering. The schedule
has Council entering into a Detailed Design and Construction Contract in April
2025.
Some other key progress on the Cowarra Water Supply Scheme
project is the electrical supply detailed design being completed with the plans
being submitted to Essential Energy for certification and the design consultant
has commenced preparation of the detailed project specification.
Thrumster Wastewater Scheme Update
As outlined
above, the Thrumster Wastewater Scheme is now progressing approximately two
months behind schedule with the delay in determining the effluent discharge
location being the main cause. The process to determine and select the effluent
discharge location took approximately five months longer than planned due to
additional information requirements of the various State Government regulators,
as reported to Council in December 2023 (Item 13.14).
It was
planned to have the discharge location selected in July 2023 following
stakeholder workshops, however advice from the Environment Protection
Authority, the Department of Climate Change, Energy, the Environment and Water
(then Department of Planning and Environment) and NSW Food Authority leading to
additional investigations being required. This additional work was completed in
September 2023 and subsequent meetings and workshops with the regulators
continued through October and November 2023. The final decision to select
Kooloonbung Creek as the effluent discharge location occurred in December 2023.
This additional work and associated delays have subsequently impacted the
design progress and the EIS preparation. The current progress has the concept
design at 60% compete by the end of April 2024 and the EIS at approximately 50%
drafted.
The
Project’s Consultants are working hard to complete the concept designs by
the end of June 2024 with the draft EIS being completed by the end of July 2024
then submitted to the Department by end August 2024.
Work on the
network redirection to the new treatment plant component of the scheme project
is progressing on schedule. Concept designs, sizing and route section were
completed in February 2024 and the procurement of a detailed design consultant
is on track to be completed by end of April 2024.
Other key progress on the Thrumster Wastewater Scheme
project includes geotechnical investigations at the treatment plant site being
completed with better-than-expected ground conditions being encountered. The
electrical designs are also nearing completion with the detailed electrical
design scheduled to be completed in June 2024.
Options
This is an information
report. Council has the option to seek further information or clarification if
required.
Community Engagement and
Internal Consultation
No community Engagement has been undertaken in relation to
this report.
Internal consultation has occurred with the Community
Utilities Planning and Design Major Projects Team.
Planning and Policy
Implications
There are no planning and
policy implications in relation to this report.
Financial and Economic
Implications
There are no financial and
economic implications in relation to this report.
18/04/2024
|
Item: 13.13
Subject: Wastewater Treatment Plant Capacities -
Update Report - Port Macquarie/Thrumster Sewerage Scheme Catchments Capacity
Presented
by: Community Utilities, Jeffery Sharp
Alignment with Delivery Program
4.1.3 Plan, investigate, design and construct sewerage
assets ensuring health, safety, environmental protection and the future
growth of the region.
|
RECOMMENDATION
That Council note the information in this update report.
Executive
Summary
At the 18 August 2022 Ordinary Council Meeting, Council
considered a report on Wastewater Treatment Plant Capacities (Item 14.04) and
resolved among others point (7) Request the Chief Executive Officer to provide
a further report to Council regarding Council’s approach to finalising
Planning Proposals in the Port Macquarie/Thrumster Sewerage Scheme catchment
once the outcomes identified in a Process Capacity Review and
Optimisation Study for the Port Macquarie Wastewater Treatment Plant (WwTP) are
known.
The Process Capacity Review and Optimisation Study for the
Port Macquarie WwTP was completed in June 2023, with further planning work
continuing since then to refine the augmentation requirements. The review
concluded that the there is a current shortfall in capacity of around 10%,
which is predicted to increase to 26% before the new Thrumster WwTP is
commissioned, planned for mid to late 2028. Due to power limitations at the
Port Macquarie WwTP site, significant capacity upgrade works are not straight
forward to implement in a short period of time. While process optimisations are
possible in the short term, which will achieve approximately 5% to 10% increase
in capacity, the on-going capacity shortfall and the risk of breaching the
Environmental Protection Licence means the previously adopted trigger for
Planning Proposal should remain and not progress beyond Stage 6 of the Gateway
process until such time as there is certainty with the delivery timeframe of
the Thrumster WwTP. Delivery certainty will be available following both the
approval of the Environmental Impact Statement (EIS) and Council entering into
a detailed design and construction contract for the proposed Thrumster WwTP.
A review of vacant developable zoned residential land has
also been completed. As of 30 June 2023, there was 628.6ha (gross) of vacant
residential land available for development in the Local Government Area. It is
assessed that this undeveloped residential will provide for approximately 7,543
Dwellings. If no further land is re-zoned/up-zoned, it is expected based on
population forecast that this land supply will be exhausted by 2034.
Discussion
At the 18 August 2022 Ordinary Council Meeting, Council
resolved the following in relation to this matter:
14.04 Wastewater Treatment Plant
Capacities
That Council:
1. Note the capacity issues of the Port Macquarie-Hastings
Sewerage Schemes, as outlined in this report.
2. Note that a Process Capacity Review and Optimisation Study
for the Port Macquarie Wastewater Treatment Plant has been commissioned.
3. Continue to implement Council’s strategic planning
program, including
a) Complete the higher order strategies that will be used
to complement and inform the Blueprint;
b) Continue to progress the strategic land use planning
actions identified in the Urban Growth Management Strategy – Background
and Next Steps
c) Continue to progress the 33 Housing Actions, Economic
Development Actions and Making It Happen Actions included in the Urban Growth
Management Strategy.
d) Continue to progress those Planning Proposals reported
to Council in Item 14.02 Update On Site Specific Planning Proposal Requests
– Bi-Annual Report at the Ordinary Council meeting 16 June 2022;
4. Not proceed past Stage 6 Finalisation Stage of the Planning
Proposal process for any existing or new Planning Proposals that will increase
the loading to the Port Macquarie, Kew / Kendall and Wauchope Wastewater
Treatment Plants until such time as all design work is complete and approvals
are in place for the respective upgrades.
5. Request the Chief Executive Officer to investigate
additional resources to support Council’s strategic planning team in
Implementation of the strategic planning program outlined above.
6. Request the Chief Executive Officer to provide a report to
Council in November 2022 regarding Council’s approach to Planning
Proposal Assessment in response to the issues identified above and include in
the report, details regarding the following;
a) How much vacant residential land can be developed under the
current zoning(s)
b) Based on current (and past) growth, when is this projected to be
exhausted
c) Reaffirm the trigger points at which rezoning applications could
proceed
7. Request the Chief Executive Officer to provide a further
report to Council regarding Council’s approach to finalising Planning
Proposals in the Port Macquarie/Thrumster Sewerage Scheme catchment once the
outcomes identified in 2 (above) are known.
A report was previously presented to the 11 November 2022
Ordinary Council meeting in response to Point (6) of the August 2022
resolution. It was noted at the time of the report that insufficient
information was available to provide the required detail requested on remaining
developable vacant zoned residential land and the projected remaining time
until it is exhausted. At this time the population projections provided to
Council by the NSW Department of Planning, Housing and Infrastructure (DPHI)
were utilised in the planning as one growth scenario. DPHI utilises a top-down
methodology that starts with projections for the whole of NSW and then seeks to
apportion this at an LGA scale. As a result, DPHI Population forecasts are
often considered conservatively low and cannot be agile in responding to
localised or contemporary trends in population and migration.
The status presently is that in consultation with Council
staff, REMPLAN has developed a draft main or medium population growth scenario
this is the growth scenario considered the closest to likely realised growth.
REMPLAN has utilised a ‘Bottom-up’ methodology that seeks to
utilise a robust evidence-based approach to population forecasting. The
approach models the population trends on small area geographies, which are
conglomerated to get the LGA level forecasts. They utilise local data such as
development data provided by Council, ERP, fertility and mortality rates, and
migration trends to determine the region’s unique population change
propensity.
Demographics and population forecasts across the LGA were
presented on a whole of LGA level in the recent Housing Strategy Workshop and
have been relied upon in the Living and Place Strategy (also known as the
Housing Strategy). The forecasts on a holistic level for the LGA are reliable
and robust for the purposes of whole of LGA planning. These forecasts will be
presented to Council as a future report. The work that is continuing presently
to support that information is analysis of each of the centres and key areas
within the LGA for demographic profiles and change, housing needs and housing
stock requirements that respond to different demographics and the subsequent
demand on infrastructure and services on a more granular level across the LGA.
The objective is to present a Council position, and a whole of Council
approach, to an adopted set of forecasts. This work will present the various
scenario analysis and will provide further detail on the potential growth in
each scenario for strategic planning across the community and it is scheduled
to be complete by June 2024.
Regarding the questions raised in point (6) of the August
2022 resolution, specifically:
a) How much vacant residential land can be
developed under the current zoning(s)
b) Based on current (and past) growth, when is this
projected to be exhausted
c) Reaffirm the trigger points at which rezoning
applications could proceed
Assessments of the developable vacant zoned residential land
(highly constrained zoned land has been excluded) has been completed and
determined that based on recently completed population growth forecasts this
will be exhausted by 2034.
As of 30 June 2023, the following vacant residential land
(gross) was available for development:
• Total
- 628.6 ha
o R1 General Residential - 603.8
ha
o R2 Low Density Residential and
RU5 Village - 8.6 ha
o R3 Medium Density Residential
- 15.3 ha
o R4 High Density Residential
1.1 ha
It is assessed that this undeveloped residential land will
provide for approximately 7,543 Dwellings. If no further land is
re-zoned/up-zoned, it is expected based on population forecast that this land
supply will be exhausted by 2034.
This following information now responds to Point (7) of the
August 2022 resolution.
A capacity assessment of the Port Macquarie Wastewater
Treatment Plant (WwTP) was completed in June 2023 by consultants BECA Hunter
H2O.
The growth projections included in the assessment of the
Port Macquarie WwTP were based on current zoned land together with a mix of the
greenfield subdivision development and infill development opportunities
identified within Port Macquarie.
The capacity assessment looked at the five key elements of
the treatment process, being:
· Hydraulics;
· Bioreactor
aeration across the three bioreactor tanks;
· Bioreactor
decanting;
· Sludge dewatering
and solids handling; and
· Effluent
management.
Out of the five key elements, two elements; Bioreactor
Aeration and Bioreactor Decanting, were assessed as having current and long
term capacity issues that would require augmentation or modification.
The bioreactor aeration was assessed as having the most
significant deficiency and therefore presenting the most risk. The report
concluded that the PM WwTP is approximately 10% over original design capacity,
based on Tanks 1 and 2 currently at aeration capacity and Tank 3 having a
shortfall in peak aeration. Without augmentation, and based on the growth
projections included, this will increase to approximately 26% by the time the
Thrumster WwTP is commissioned.
Aeration is a critical factor in the wastewater process as
insufficient aeration may cause high ammonia concentrations during peak load
periods. As the population load increases, there is a risk the ammonia
concentrations discharged may not meet the current Environmental Protection
Licence (EPL) limit with all three tanks having an increasing shortfall in
capacity. Additionally, as the aeration capacity is critical,
any aeration equipment failure at the plant may lead to a
breach of the ammonia licence limit as there is no redundancy within the treatment
process.
Whilst the recent assessment highlighted the current overall
shortfall in peak aeration capacity, it is worth noting that no concentration
limits associated with the current Environmental Protection Licence were
exceeded over the 2023 - 2024 peak tourist summer period, with the plant
performing satisfactorily.
The other key elements were ultimately assessed to be
operating satisfactorily and were also being capable of handling the projected
loads out to 2028, noting the increase in operational risk due to decreasing
redundancy, mainly associated with the sludge dewatering and solids management.
Planning work is underway on a project to augment the
aeration capacity and adjust the bioreactor decanting to ensure the
Environmental Protection Licence can continue to be met until such time as the
new Thrumster WwTP is commissioned. The augmentation project is looking at two
elements, one being optimising the aeration run-time and decanting sequences
through changes to the Programmable Logic Controller (PLC) coding within the
Supervisory Control and Data Acquisition (SCADA) system, and the second being a
staged upgrade of the floating aeration units in Tank 3.
Power capacity at and within the site is a major limiting
factor for upgrading the aeration units. The PLC SCADA optimisation is assessed
as being able to achieve a 5% to 10% increase in capacity in the short term,
with the remaining 15% to 20% capacity being achieved with the aeration
units’ upgrade.
The upgrades are aiming to address the 26% capacity
shortfall to ensure the plant can continue to operate within the EPL limits up
to 2028 when the network diversions will occur to the Thrumster WwTP. The
resulting capacity once the diversions to Thrumster have shed the load off the
Port Macquarie WwTP is assessed as adequate for further planned growth via
infill development within the Port Macquarie WwTP catchment out to 2058.
Whilst works on the augmentations needed will continue, in
the short term to 2028, there is no ‘extra’ capacity above what is
required to cater for current growth based on current zoned land within the
catchment of the PM (currently including Thrumster) WwTP.
As outlined above, based on
the capacity constraints at the Port Macquarie WwTP the trigger point for which
rezoning applications could proceed should remain as not progressing beyond
Stage 6 of the Gateway process until such time as there is certainty with the
delivery timeframe of the Thrumster WwTP. This delivery certainty will be
achieved with the approval of the EIS and a construction program as part of a
detailed design and construction contract between Council and a principal
contractor. The current project schedule for the Thrumster Wastewater Scheme
project has this occurring in mid-2025, however is contingent on the approval
of the EIS, which is outside of Council’s control.
Options
This is an information report. Council has the option to seek
further information or clarification to be contained in a future update report
if so requested.
Community Engagement and
Internal Consultation
There has been no specific community or stakeholder
consultation or engagement in relation to this report.
Council’s Strategic Land Use Planning team have been
consulted to inform this report.
Planning and Policy
Implications
The REMPLAN Population
forecast work is reliable at the whole of LGA level as it was presented at the
Housing Strategy Workshop. The data is being developed now to understand the
different demographics and housing needs in each of the centres and key areas
at a more granular level. At the completion of that work the information will
be presented to Council. That date is anticipated to be June 2024.
Other than the REMPLAN work,
there are no further planning and policy implications in relation to this
report above what was outlined in the 18 August 2022 Ordinary Council Meeting
Report Item 14.04.
Financial and Economic
Implications
There are no financial
implications in relation to this report.
It is noted that a prolonged pause on any rezoning may have
a negative impact on the region’s economy and housing supply stock,
therefore the delivery of the new Thrumster Wastewater Scheme project remains a
high priority.