Town Centre Master Plan Sub-Committee
Business Paper
date of meeting: |
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Wednesday, 27 November 2013 |
location: |
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Emergency Operations Centre, Central Road, Port Macquarie |
time: |
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8.00am |
CHARTER
1. ROLE
1.1 The Committee has the responsibility to make recommendations regarding the development, review and amendment as required of the Town Centre Master Plan.
1.2 To recommend works priorities – Capital and Maintenance - to Council for the implementation of the Town Centre Master Plan.
1.3 To act as a communication conduit between Council and the CBD stakeholders in respect to the Town Centre Master Plan.
1.4 Advocate for the Town Centre Master Plan to the community.
1.5 To recommend an annual Works Program and Budget to be adopted by Council as part of the IP&R Framework.
1.6 To review expenditures of funds raised externally to Council.
2. DELEGATED AUTHORITIES
2.1 To oversee appropriately authorised funds allocated to the Town Centre Master Plan Sub-Committee by Council within the approved budget.
2.2 To raise funds other than rates and loans to fund the objectives of the Sub-Committee through partnerships with other stakeholders i.e. Port Macquarie Chamber of Commerce; Tourism Board.
2.3 To promote the advantages of the CBD inside and outside the area.
2.4 To propose Press Releases promoting, informing and supporting the Town Centre Master Plan project.
2.5 From any external funds raised by the Sub-Committee purchase, manufacture, obtain and supply material for the promotion of the CBD.
2.6 Establish Working Parties as deemed appropriate.
3. SUB-COMMITTEE MEMBERSHIP
3.1 Sub-Committee members will comprise of:
· Councillor (Chairperson)
· Council Director Infrastructure & Asset Management
· Council Group Manager Infrastructure Delivery
· Council Group Manager Transport & Stormwater Network
· 1 Community member (b)
· 2 CBD Landowners (1a + 1b)
· 1 Port Macquarie Chamber of Commerce representative (a)
· 1 CBD Trader (a)
· 1 CBD Trader/Landowner with demonstrated relevant technical expertise (b).
· 1 Port Macquarie-Hastings Access Sub-Committee representative (a)
· Non Council Members will be appointed for a two (a) / three (b) year terms. Terms will be staggered so that every year expressions for new members (a) or (b) will be called depending on rotation.
3.2 The Councillor appointed to the TCMP will hold the position of Chairperson.
3.3 The role of the Chairperson shall be:
· Chairperson of meetings of the Town Centre Master Plan Sub-Committee
· Representative of Sub-Committee, as appropriate
· Attend Council Sub-Committee meetings, as appropriate
3.4 Additional people with specialised relevant background and expertise may be invited to assist the Committee with specific projects and/or time periods as determined by the Committee. These attendees will have no voting rights.
4. MEETINGS
4.1 Meetings will be held monthly depending on demand.
4.2 Topics for the agenda should be forwarded to the Chairperson no later than 14 days prior to the meeting date.
4.3 Meeting agendas will be circulated to members at least 7 days prior to the meeting.
4.4 Minutes from TCMP meetings will be circulated to members within 7 days of the meeting having taken place.
4.5 Members must declare, in writing, any interest in any report and/or agenda item before the meeting.
5 QUORUM
5.1 A quorum will consist of at least 50% plus one members of the committee, at least one of whom must be a full time Council Employee and at least 3 of whom must not be Council members.
6 VOTING
6.1 Voting on recommendations are made by consensus and all decisions regarding the allocation of funding for works must be stated precisely for inclusion in the minutes.
7 COMMUNICATION
7.1 Members of the Sub-Committee are not permitted to speak to the media as representatives of the Committee unless approved by the Chairperson.
7.2 Where approval has been sought from (and granted by) the Chairperson, views and opinions expressed are those of the Town Centre Master Plan Sub- Committee and not of Port Macquarie-Hastings Council.
7.3 When endorsement is required from Port Macquarie-Hastings Council, approval must be sought through the formal process.
8 PARENT COMMITTEE
8.1 Ordinary Council Meeting.
9 CODE OF CONDUCT
9.1 All members of the Committee are to abide by Council’s Code of Conduct.
Town Centre Master Plan Sub-Committee
ATTENDANCE REGISTER
Member |
26/06/13 |
24/07/13 |
Councillor G Hawkins |
P |
P |
Councillor M Cusato (alternate) |
P |
|
Jeffery Sharp |
P |
P |
Cliff Toms |
P |
P |
Gary Randall |
P |
P |
Stephen Byers |
P |
A |
Anthony Wilson |
A |
A |
Michael Mowle |
P |
P |
David Capper |
A |
A |
Brian Buckett |
P |
P |
Tony Thorne |
P |
P |
Brian Tierney |
P |
P |
Jeff Gillespie |
P |
P |
Member |
28/08/13 |
25/09/13 |
23/10/13 |
|
|
|
Councillor G Hawkins |
P |
P |
P |
|
|
|
Councillor M Cusato (alternate) |
|
P |
P |
|
|
|
Jeffery Sharp |
P |
P |
P |
|
|
|
Gary Randall |
P |
P |
P |
|
|
|
Cliff Toms |
P |
A |
A |
|
|
|
Brian Tierney |
A |
P |
A |
|
|
|
Jeff Gillespie |
P |
P |
P |
|
|
|
Michael Mowle |
A |
P |
P |
|
|
|
Michelle Love |
P |
P |
P |
|
|
|
Stephen Byers |
A |
A |
A |
|
|
|
Tony Thorne |
P |
P |
A |
|
|
|
Brian Buckett |
P |
P |
P |
|
|
|
Key: P = Present
A = Absent With Apology
X = Absent Without Apology
Wednesday, 27 November 2013
Items of Business
Item Subject Page
01 Acknowledgement of Country............................................................................ 1
02 Apologies......................................................................................................... 1
03 Confirmation of Minutes.................................................................................... 1
04 Disclosures of Interest....................................................................................... 7
05 Business Arising from Previous Minutes........................................................... 11
06 Short St Flood and Drainage - update on the status and schedule of works........ 12
07 TCMP
Project Summary Sheet
Works and Activities - 2013/14 Budget Summaries............................................ 16
08 CBD Footpath Cleaning................................................................................... 20
09 Town Centre Master Plan Review Presentation................................................... 21
10 TCMP Sub-Committee 2014 meeting schedule................................................. 119
11 General Business
AGENDA Town Centre Master Plan Sub-Committee 27/11/2013
Item: 01
Subject: ACKNOWLEDGEMENT OF COUNTRY
"I acknowledge that we are gathered on Birpai Land. I pay respect to the Birpai Elders both past and present. I also extend that respect to all other Aboriginal and Torres Strait Islander people present."
Subject: APOLOGIES
RECOMMENDATION
That the apologies received be accepted.
Subject: CONFIRMATION OF PREVIOUS MINUTES
Recommendation
That the Minutes of the Town Centre Master Plan Sub-Committee Meeting held on 23 October 2013 be confirmed.
MINUTES Town Centre Master Plan
Sub-Committee Meeting
23/10/2013
PRESENT
Members:
Councillor Geoffrey Hawkins
Councillor Michael Cusato (alternate)
Jeffery Sharp
Gary Randall
Jeff Gillespie
Michael Mowle
Michelle Love
Brian Buckett
The meeting opened at 8.20am. |
01 ACKNOWLEDGEMENT OF COUNTRY |
The Acknowledgement of Country was delivered. |
02 APOLOGIES |
That apologies from Stephen Byers, Tony Thorne, Brian Tierney and Cliff Toms be accepted. |
03 CONFIRMATION OF MINUTES |
That the Minutes of the Town Centre Master Plan Sub-Committee Meeting held on 25 September 2013 be confirmed. |
04 DISCLOSURES OF INTEREST
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There were no disclosures of interest presented. |
05 BUSINESS ARISING FROM PREVIOUS MINUTES
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Council has resolved at its October Ordinary Meeting to support the amended Terms of Reference and appoint Brian Buckett as a representative of the Access Sub-Committee.
CONSENSUS: Item to be added to November Business Arising: Committee membership to be discussed at November meeting to address changes to Infrastructure Division, including pending retirement of Group Manager Technical Services and inclusion of Group Manager Community Development.
Item 13 - Marketing Letter to CBD Property Owners has been distributed 23 October 2013. CONSENSUS: 1. That this item be removed from Business Arising and be included as a secondary project on the Projects Summary Sheet. 2. That the Chairperson and Director Infrastructure & Asset Management give consideration to a second, follow up letter to be sent pre Christmas, 2013 as well as a Media Release in support of the current release.
Item 14 - Tastings of the Hastings Electrical Works A 3 Phase power plug is being installed on the corner Clarence and Short Streets. It will be activated only for this event as it is not a metered point. CONSENSUS: That this item be added to the ‘Entertainment Precinct’ item in the Summary Sheet and removed from Business Arising. |
That a working party be established consisting of Michelle Love, Brian Tierney and Jeff Gillespie to progress this matter, with the cooperation of Group Manager Community Development, where required. |
That the TCMP supports the concept of this project and maintains a positive watching brief. |
11 GENERAL BUSINESS |
11.01 TCMP Committee meetings for 2014:
CONSENSUS:
1. That the Director Infrastructure & Asset Management distribute emails to Committee Members seeking preferences for scheduling of 2014 meetings, to be returned prior to November meeting. 2. Item to be added to Business Arising for discussion at November meeting. |
The meeting closed at 10.28am. |
AGENDA Town Centre Master Plan Sub-Committee 27/11/2013
Item: 04
Subject: DISCLOSURES OF INTEREST
RECOMMENDATION
That Disclosures of Interest be presented
DISCLOSURE OF INTEREST DECLARATION
Name of Meeting: ………………………………………………………………………..
Meeting Date: ………………………………………………………………………..
Item Number: ………………………………………………………………………..
Subject: ………………………………………………………………………..
…………………………………………………….……………...…..
I, ..................................................................................... declare the following interest:
Pecuniary:
Take no part in the consideration and voting and be out of sight of the meeting.
Non-Pecuniary - Significant Interest:
Take no part in the consideration and voting and be out of sight of the meeting.
Non-Pecuniary - Less than Significant Interest:
May participate in consideration and voting.
For the reason that: ....................................................................................................
.......................................................................................................................................
Signed: ......................................................................... Date: ..................................
(Further explanation is provided on the next page)
Further Explanation
(Local Government Act and Code of Conduct)
A conflict of interest exists where a reasonable and informed person would perceive that a Council official could be influenced by a private interest when carrying out their public duty. Interests can be of two types: pecuniary or non-pecuniary.
All interests, whether pecuniary or non-pecuniary are required to be fully disclosed and in writing.
Pecuniary Interest
A pecuniary interest is an interest that a Council official has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the Council official. (section 442)
A Council official will also be taken to have a pecuniary interest in a matter if that Council official’s spouse or de facto partner or a relative of the Council official or a partner or employer of the Council official, or a company or other body of which the Council official, or a nominee, partner or employer of the Council official is a member, has a pecuniary interest in the matter. (section 443)
The Council official must not take part in the consideration or voting on the matter and leave and be out of sight of the meeting. (section 451)
Non-Pecuniary
A non-pecuniary interest is an interest that is private or personal that the Council official has that does not amount to a pecuniary interest as defined in the Act.
Non-pecuniary interests commonly arise out of family, or personal relationships, or involvement in sporting, social or other cultural groups and associations and may include an interest of a financial nature.
The political views of a Councillor do not constitute a private interest.
The management of a non-pecuniary interest will depend on whether or not it is significant.
Non Pecuniary – Significant Interest
As a general rule, a non-pecuniary conflict of interest will be significant where a matter does not raise a pecuniary interest, but it involves:
(a) A relationship between a Council official and another person that is particularly close, for example, parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descendant or adopted child of the Council official or of the Council official’s spouse, current or former spouse or partner, de facto or other person living in the same household.
(b) Other relationships that are particularly close, such as friendships and business relationships. Closeness is defined by the nature of the friendship or business relationship, the frequency of contact and the duration of the friendship or relationship.
(c) An affiliation between a Council official an organisation, sporting body, club, corporation or association that is particularly strong.
If a Council official declares a non-pecuniary significant interest it must be managed in one of two ways:
1. Remove the source of the conflict, by relinquishing or divesting the interest that creates the conflict, or reallocating the conflicting duties to another Council official.
2. Have no involvement in the matter, by taking no part in the consideration or voting on the matter and leave and be out of sight of the meeting, as if the provisions in section 451(2) apply.
Non Pecuniary – Less than Significant Interest
If a Council official has declared a non-pecuniary less than
significant interest and it does not require further action, they must provide
an explanation of why they consider that the conflict does not require further
action in the circumstances.
SPECIAL DISCLOSURE OF PECUNIARY INTEREST DECLARATION
By [insert full name of councillor] |
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In the matter of [insert name of environmental planning instrument] |
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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 land in which councillor or an associated person, company or body has a proprietary interest (the identified land)i |
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Relationship of identified land to councillor [Tick or cross one box.] |
Councillor has interest in the land (e.g. is owner or has other interest arising out of a mortgage, lease trust, option or contract, or otherwise).
Associated person of councillor has interest in the land.
Associated company or body of councillor has interest in the land. |
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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 iii [Tick or cross one box] |
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 [Tick or cross one box] |
Appreciable financial gain.
Appreciable financial loss. |
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Councillor’s Signature: ………………………………. Date: ………………..
Important Information
This information is being collected for the purpose of making a special disclosure of pecuniary interests under sections 451 (4) and (5) of the Local Government Act 1993. You must not make a special disclosure that you know or ought reasonably to know is false or misleading in a material particular. Complaints made about contraventions of these requirements may be referred by the Director-General to the Local Government Pecuniary Interest and Disciplinary Tribunal.
This form must be completed by you before the commencement of the council or council committee meeting in respect of which the special disclosure is being made. The completed form must be tabled at the meeting. Everyone is entitled to inspect it. The special disclosure must be recorded in the minutes of the meeting.
i. Section 443 (1) of the Local Government Act 1993 provides that you may have a pecuniary interest in a matter because of the pecuniary interest of your spouse or your de facto partner or your relativeiv or because your business partner or employer has a pecuniary interest. You may also have a pecuniary interest in a matter because you, your nominee, your business partner or your employer is a member of a company or other body that has a pecuniary interest in the matter.
ii. Section 442 of the Local Government Act 1993 provides that a pecuniary interest is an interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person. A person does not have a pecuniary interest in a matter if the interest is so remote or insignificant that it could not reasonably be regarded as likely to influence any decision the person might make in relation to the matter or if the interest is of a kind specified in section 448 of that Act (for example, an interest as an elector or as a ratepayer or person liable to pay a charge).
iii. A pecuniary interest may arise by way of a change of permissible use of land adjoining, adjacent to or in proximity to land in which a councillor or a person, company or body referred to in section 443 (1) (b) or (c) of the Local Government Act 1993 has a proprietary interest—see section 448 (g) (ii) of the Local Government Act 1993.
iv. Relative is defined by the Local Government Act 1993 as meaning your, your spouse’s or your de facto partner’s parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descendant or adopted child and the spouse or de facto partner of any of those persons.
AGENDA Town Centre Master Plan Sub-Committee 27/11/2013
Item: 05
Subject: BUSINESS ARISING FROM PREVIOUS MINUTES
Item: |
15 |
Date: |
23/10/2013 |
Subject: |
Committee Membership |
||
Action Required: |
Changes to the Infrastructure Division have resulted in Gary Randall becoming Group Manager Infrastructure Delivery and Duncan Clarke tacking over as Group Manager Transport and Stormwater. Cliff Toms is transitioning to retirement and his responsibilities in regards to tasks that effect this committee are being moved into the Infrastructure Delivery Group. Director Infrastructure & Asset Management advocates the consideration of bringing the Group Manager Community Development onto the committee as a voting member to represent the community interests and involvement in the CBD area. |
||
Current Status: |
To be considered at November meeting. |
Item: |
16 |
Date: |
23/10/2013 |
Subject: |
2014 Committee Meetings |
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Action Required: |
TCMP Committee members to elect a suitable time and schedule for 2014 meetings. |
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Current Status: |
Email to be distributed regarding preferences To be considered at November meeting. |
Item: 06
Subject: Short St Flood and Drainage - update on the status and schedule of works
Presented by: Infrastructure & Asset Management, Jeffery Sharp
That the report be noted.
|
Discussion
Drainage and flooding of Short Street has been a long standing problem for affected business owners and Council in terms of providing flood free access to this part of the Port Macquarie town centre.
A report presented to the Ordinary Council meeting on 18 September 2013 presented a range of options to the Council as means of addressing the flooding and drainage issues affecting Short Street.
Ultimately the Council resolved as follows;
1. Endorse Option 2 as outlined in this report as the preferred work to provide relief to the existing drainage and flooding problems in the southern section of Short Street, Port Macquarie and;
2. Recognise Options 1A, 1B and 3 as medium to long term options with opportunities for their implementation to be considered in conjunction with any future redevelopment of the affected properties and/or proposed road improvement works for Short Street and;
3. Fund Option 2 from the current 2013-2014 Operational Plan allocations as outlined in this report and,
4. Request the Director Development & Environment to examine planning options to provide incentives for redevelopment of the flood affected Short Street properties.
This report provides an update on Council’s progress towards the implementation of the proposed Short Street drainage remedial works.
Scope of works proposed
A description of the Option 2 works proposal as reported to Council previously is copied below:
This proposal is a ‘minimal works’ option, aimed at mitigating the ‘backflow flooding’ that has affected Short Street for many years and therefore reducing the overall level of localised flooding nuisances associated with the problem.
The proposal includes the rehabilitation and relining of the existing 750 mm diameter pipeline servicing Short Street and the provision of a penstock (or flood flap) within the system to prevent backflow flooding during river flood events.
Note that the rehabilitation and relining of the existing pipeline is required as recent inspections of the existing pipeline reveal the pipeline has deteriorated and is subject to high levels of water ingress via failed pipe joints. If the pipeline is not sealed the resultant water ingress compromise the function of the penstock / flood flap.
Below is a basic concept plan showing Option 2
As Short Street and the adjoining existing retail premises will remain at their current low floor levels, the street and private property will still be affected by river flooding during flood events where the Kooloonbung Creek reserve is overtopped (water level exceeding ~2.0m AHD).
Additionally, the proposal does not increase the capacity of the piped drainage system above its current capacity (<1:5 yr ARI), meaning there will be potential for inundation of Short Street for larger storm events.
The capital cost of constructing Option 2 is estimated to be $90,000
Implementation
Following from the September Council resolution, Council’s Stormwater Drainage Engineer has undertaken an Initial Project Assessment and is in the process of completing the Project Checklist in accordance with Council’s Project Management Guidelines.
Note: the project checklist is a simplified project plan document that outlines the projects objective, methodology, resource requirements, communications strategy, risks and milestones.
Informing this process is ongoing discussions with three industry leaders in stormwater pipe re-lining, Kembla Watertech, Interflow & ITS Pipetech Pty Ltd who are advising on access requirements, dewatering and preferred works sequencing for the re-lining proposed.
Additionally, an alternative backflow protection technology to the proposed penstock is currently being investigated based on the advice of one of the pipe relining contractors.
This device is a rubberised ‘duck-bill’ check valve similar to that shown on the images below (www.tideflex.com):
The benefits of a device as shown above when compared to a penstock are as follows:
· An additional pit is not required
· Operates automatically
However there are a number of concerns still to be addressed including the units susceptibility to blockage and its durability (manufacturer suggests 30 yr lifespan).
It is anticipated that following the completion of this initial liaison with the abovementioned contractors and the investigation of this alternate technology that that the Project Checklist will be completed during early December 2013, after-which the following works will be undertaken:
Preliminary works sequencing (pending finalisation of Project Checklist):
· Construction of new inlet pit within Hayward St Laneway to facilitate installation of penstock (if required) - Feb 2014.
· Stormwater pipeline CCTV, cleaning and re-lining by contractor - March 2014.
· Installation of penstock (or alternative) and upgrade to kerb inlet pits in Short Street - April 2014.
Attachments
Nil |
AGENDA Town Centre Master Plan Sub-Committee 27/11/2013
Item: 07
Subject: TCMP Project Summary Sheet
Works and Activities - 2013/14 Budget Summaries
Presented by: Infrastructure & Asset Management, Jeffery Sharp
The report be received and noted.
|
Discussion
The attached spreadsheet highlights the recently adopted carryovers.
Details of 2013/14 expenditures to 12 November 2013 are summarised in the table below:
Activity |
Budget |
Expenditure |
Forecast Expenditure |
Operational |
$ 501,506 |
$38,620 |
$485,335 |
Capital Renewals |
$ 710,000 |
$83,320 |
$710,000 |
Capital New Works |
$ 2,418,657 |
$440,800 |
$2,265,280 |
Totals |
$ 3,630,163 |
$562,740 |
$3, 460,615 |
Details of 2013/14 expenditures to 21 October 2013 are summarised in the table below:
Activity |
Budget |
Expenditure |
Forecast Expenditure |
Difference Bud v FE $ |
Operational |
$ 501,506 |
$28,799 |
$485,335 |
$16,171 |
Capital Renewals |
$ 710,000 |
$79,159 |
$710,000 |
0 |
Capital New Works |
$ 2,418,657 |
$406,308 |
$2,265,280 |
$153,337 |
Totals |
$ 3,630,163 |
$514,266 |
$3,460,615 |
|
Attachments
1View. TCMP Summary Sheet 2013/14 (for 27 Nov 2013) |
Item: 08
Subject: CBD Footpath Cleaning
Presented by: Infrastructure & Asset Management, Jeffery Sharp
That the Committee note the progress on footpath cleaning works in the CBD.
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Discussion
At the August TCMP meeting it was resolved that an allocation of $120,000 be included in the 2013/14 TCMP CBD Operational Works Program to facilitate an ongoing major and minor high pressure footpath cleaning regime to the Port Macquarie CBD.
From this 12 month cleaning schedule the committee and Property Owners Group will be able to monitor the effects and determine the required frequency of cleans. Once this is established the ongoing contract can be put to tender for supply.
Council staff have obtained three quotes for a major clean to be undertaken in December 2013 (approx 20,000 m2), followed by a minor clean in May 2014 over the high impact areas (approx 4,000m2).
Griffin Property Maintenance, Techni Clean and Hard Surface Clean and Capture submitted quotes with Griffin Property Maintenance being awarded the works based on price and previous performance.
Works are planned to commence in early December during night time hours and continue for 2 weeks, weather permitting.
Attachments
Nil |
AGENDA Town Centre Master Plan Sub-Committee 27/11/2013
Item: 09
Subject: Town Centre Master Plan Review Presentation
Presented by: Infrastructure & Asset Management, Jeffery Sharp
That the Town Centre Master Plan Sub-Committee receive the TRACT Consulting report.
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Discussion
Comments from the Committee were previously submitted and factored into the draft Review presentation by TRACT Consulting.
TRACT will provide guidance on the implementation process following a presentation of the draft Review to the Committee and external parties.
The Committee will make a recommendation on the report to Council for approval.
Attachments
1View. Town Centre Master Plan Draft Review |
Item: 10
Subject: TCMP Sub-Committee 2014 meeting schedule
Presented by: Infrastructure & Asset Management, Jeffery Sharp
That the TCMP Sub-Committee set a schedule for 2014 meetings.
|
Discussion
Following input from members it is recommended that meetings continue to be held on the fourth Wednesday of each month between 8:00 - 10:30am.
Meetings will be scheduled as such and invites sent to committee members.
Attachments
Nil |