Extraordinary Council Meeting Minutes                                            30 March 2017

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MINUTES

CoffS Harbour CITY COUNCIL
Extraordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON Thursday 30 March 2017 AT 5.00pm

 

PRESENT:              Cr Denise Knight, Cr Michael Adendorff, Cr Paul Amos, Cr John Arkan, Cr George Cecato, Cr Keith Rhoades, Cr Jan Strom, Cr Tegan Swan, Cr Sally Townley

STAFF:                    General Manager, Director Sustainable Infrastructure, Director Sustainable Communities, Director Business Services, Section Leader Strategic Asset Management, Team Leader Waste Services, Waste Officer and Executive Assistant.

 

Leave of Absence       Nil

Opening of EXTRAOrdinary Meeting

The meeting commenced at 5.00pm with the Mayor, Cr D Knight in the chair.

 

Acknowledgement of Country

We respectfully acknowledge the Gumbaynggirr Country and the Gumbaynggirr Aboriginal peoples who are traditional custodians of the land on which we meet and their Elders both past and present.

 

Statement in relation to Recording of Meetings

The Mayor reminded the Chamber that the meeting was to be recorded, and that no other recordings of the meeting would be permitted.

 

disclosure of interest

No disclosures of interest.

apologies

No apologies.

 

 

CLOSED SESSION - SECTION 10(A)

 

The Mayor requested a motion to close the meeting to consider a confidential report as outlined in the meeting agenda, the time was 5.01pm.

 

2017/59

Resolved (Cr Denise Knight / Cr Keith Rhoades)

That the meeting be closed to the press and public during consideration of the following items for the reasons as stated:

SI17/07 - Coffs Coast Waste Services - Regional Waste Management Services - Tenders for Collection and/or processing of waste.

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

Carried

 

The press and public vacated the Chamber.

 

 

Directorate Reports - Sustainable Infrastructure

 

SI17/07           Coffs Coast Waste Services - Regional Waste Management Services - Tenders for Collection and/or Processing of Waste

 

Executive Summary

Coffs Coast Waste Services (CCWS) is a partnership between Bellingen Shire, Coffs Harbour City and Nambucca Shire Councils for the purposes of providing waste collection and associated services to the communities of the three Councils. Coffs Coast Waste Services (CCWS) seek tenders for waste services collaboratively – and have done so since 2003 to ensure best value for money for our communities. The existing contracts for waste collection and recyclables processing and associated services are due to expire in March 2018. Therefore in October 2016 CCWS invited tenders for new contract/s.

 

This report details the evaluation of tenders received, and makes recommendations as to the outcomes of the evaluation.

 

This will be an approximately nine year contract commencing on Monday 5 March 2018.

 

 

2017/60

Resolved (Cr Jan Strom / Cr Michael Adendorff)

That Council:

1.         For Part A and Part B of the Regional Waste Management Services Contract (RFT-658-TO), accept the ‘Part A and Part B (Combined)’ Tender with ‘C3’ and ‘C5’ and ‘C7’ and ‘C8’ alternative tender options from Handybin Waste Services (Coffs Harbour) Pty Ltd (ABN 74 065 744 121), and

1.1      Accept the ‘Optional Services’ within the Part A Tender component for ‘Non-Community Events’, and for the ‘Bulky Clean-up Collections – Option 4 – Dial-up On-call User-pays Services Two (2) Collections Per Premises (DWMC paying) Per Annum’.

2.         Authorise the General Manager to finalise negotiations with Handybin Waste Services (Coffs Harbour) Pty Ltd (ABN 74 065 744 121), before executing the final contract documents for Part A and Part B,

3.         Pursuant to the contract provisions, lease Lot 1 DP 1088982 (the MRF Facility site) identified in the tender documents to Handybin Waste Services (Coffs Harbour) Pty Ltd (ABN 74 065 744 121) in accordance with the draft lease agreement attached to the Tender documents,

4.         The Contract and Lease be executed under Council seal.

5.         Acknowledge that the awarding of this contract is subject to the resolutions of both Nambucca and Bellingen Shire Councils aligning with Part A and Part B of the tender for collection services for Coffs Coast Regional Waste Services Number RFT– 658-TO.

6.         Endorse the development and implementation of the Coffs Harbour City Council administered voucher system for the management of bulky goods - ‘option 6 – variation’.

7.         Acknowledge that the resolution will remain confidential, until such time as the General Manager has confirmed in writing between the General Managers of Bellingen Shire Council and Nambucca Shire Council, that the resolutions of Ordinary or Extraordinary Council Meetings held by each of those Councils associated with Coffs Coast Waste Services align with each of the other.

 

The Motion on being put to the meeting was carried unanimously.

Carried

 

 

OPEN MEETING

 

The Mayor requested an appropriate motion to enable the meeting to resolve into Open Meeting.

 

2017/61

Resolved (Cr Keith Rhoades / Cr John Arkan)

That the Closed Session now move into Open Meeting.

Carried

 

 

 

 

OPEN MEETING

 

 

Council reconvened into the Open Meeting following the Closed Session, the time being 6.10pm

 

2017/62

Resolved (Cr John Arkan / Cr George Cecato)

That the resolutions of the Closed Session be adopted.

 

The Motion on being put to the meeting was carried unanimously.

Carried

 

 

 

The General Manager read to the Open Meeting those parts of the Closed Session able to be made public at this point in time, namely that the resolution will remain confidential, until such time as the General Manager has confirmed in writing between the General Managers of Bellingen Shire Council and Nambucca Shire Council, that the resolutions of Ordinary or Extraordinary Council Meetings held by each of those Councils associated with Coffs Coast Waste Services align with each of the other.

 

Close of Meeting

The Meeting closed at 6.11pm.

 

Confirmed:

 

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

Denise Knight

Mayor