Coffs Harbour City Council

20 September 2017

 

Ordinary Council Meeting

 

The above meeting will be held in the Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour on:

 

Thursday, 28 September 2017

 

The meeting commences at 5.00pm and your attendance is requested.

 

 

AGENDA

 

1.         Opening of Ordinary Meeting

2.         Acknowledgment of Country

3.         Disclosure of Interest

4.         Apologies

5.         Public Addresses / Public Forum

6.         Mayoral Minute

7.         Mayoral Actions under Delegated Authority

8.         Confirmation of Minutes

9.         Rescission Motion

10.      Notices of Motion - General

11.      General Manager’s Reports

12.      Notices of Motion – Business Services

13.      Directorate Reports – Business Services

14.      Notices of Motion – Sustainable Communities

15.      Directorate Reports – Sustainable Communities

16.      Notices of Motion – Sustainable Infrastructure

17.      Directorate Reports – Sustainable Infrastructure

18.      Trust Reports

19.      Requests for Leave of Absence

20.      Questions On Notice

21.      Matters of an Urgent Nature

22.      Consideration of Confidential Items (if any)

23.      Close of Ordinary Meeting.

 

 

Steve  McGrath

General Manager

 

 


Order of Business

  

General Manager's Reports

GM17/22         Motion to 2017 Annual Conference of Local Government NSW.. 3

Directorate Reports - Business Services

BS17/36          Bank and Investment Balances for August 2017.................................. 7

BS17/37          Monthly Financial Performance Report for the month ended 31 August 2017........................................................................................................... 27

BS17/38          Proposed Revotes for the Year Ended 30 June 2017........................ 36

BS17/39          Certification of 2016/2017 Annual Financial Statements................ 49

Directorate Reports - Sustainable Communities

SC17/51          Trading Places - Coffs City Centre Footpath Activation Trial 127

SC17/52          Section 82A Application for Review of Determination of Development Application 0018/17DA - multi dwelling units - 31 Camperdown Street Coffs Harbour................................................................................................. 127

SC17/53          Planning Proposal: Korora Basin Residue Land Adjacent to the Pacific Highway - Post Exhibition............................................................................ 127

Directorate Reports - Sustainable Infrastructure

SI17/23           Traffic Committee No. 4/2017....................................................................... 127

SI17/24           Amendment to Alcohol Free Zones in Coffs Harbour CBD........ 127

Trust Reports

T17/18             TRUST REPORT - Coffs Coast State Park Trust Certification of Annual financial Statements 2016/17...................................................................... 127   


GM17/22      Motion to 2017 Annual Conference of Local Government NSW

Author:                        Group Leader Governance

Authoriser:                  General Manager

MyCoffs:                      B.2 A community achieving its potential

Attachments:              Nil

 

Executive Summary

This report provides information regarding proposed support for a Motion to be submitted to the Annual Conference of Local Government New South Wales (LG NSW).  The subject of the proposed motion is in regard to the State Government’s funding of Regional Organisations of Councils (ROC’s) or Joint Organisations (JO’s).

 

Should Council support the proposed motion, a letter of support will be submitted for inclusion in the Business Paper for the LG NSW Annual Conference.

 

 

Recommendation:

Council resolve to support the motion proposed by Bellingen Shire Council for consideration at the 2017 Annual Conference of Local Government NSW, namely:

That the State Government provide funding for groups of councils (ROCs or JOs) to support regional advocacy, collaboration and shared servicing and alliancing to an equitable level as originally provided to councils as part of the state governments industry reform process.

 

 

Report

Description of Item:

Council at its meeting held on 14 September 2017 considered a report regarding the authorisation of voting delegates for the upcoming 2017 Annual Conference of LG NSW and also the process required to enable Council’s consideration of any proposed motions to be submitted to the Conference.

 

Essentially, to enable Council to consider any proposed motions for submission to the Annual Conference, Councillors were required to submit Notices of Motion to the General Manager by close of business Friday 15 September 2017.  No Notices of Motion were received from Councillors.

 

By email on Friday 15 September 2017, Bellingen Shire Council provided a copy of a Notice of Motion proposed to be considered by its Council, to each member Council of MIDROC, regarding the funding of Regional Organisations of Councils (ROC’s) or Joint Organisation’s (JO’s) and it was suggested that other Councils within MIDROC may wish to consider supporting this matter.

 

In discussion with the Mayor, it was agreed that support for the intent of the Motion proposed by Bellingen Shire Council seemed entirely appropriate and accordingly the proposed Motion and Rationale is outlined below for Council’s consideration.

 

Motion

That the State Government provide funding for groups of councils (ROC’s or JO”s) to support regional advocacy, collaboration and shared servicing and alliancing to an equitable level as originally provided to councils as part of the state governments industry reform process.

 

Rationale

The Mid North Coast Region of Councils (MIDROC) serves to

·     advocate and inform all spheres of government of the economic social environment and infrastructure needs of the region

·     Strengthen the role of local government in regional affairs with regard to policy and strategic direction of both state and federal government

·     Support the implementation of strategies that will build community capacity across the regional and

·     Support the implementation of strategies that will build community capacity across the region and increase the effectiveness and efficiency of member councils through sharing ideas and resources

MIDROC also seeks to advance the region’s position in a number of key areas through targeted advocacy.  Key issues include organisational sustainability of member councils and within that

·     Funding arrangements for local government and infrastructure management

·     Regional strategic planning initiatives

·     Planning processes

·     Regional economic development

·     Promotion of local governments role in community planning

In pursing these initiatives at a regional level, MIDROC acts to build and maintain close working relationships with other levels of government through providing stewardship for member councils in pursuit of achieving sustainability in delivering programs and services to our communities.  There is identified opportunity to progress this through the option of shared servicing and alliancing.

MIDROC has recently resolved to become a Joint Organisation and is seeking state funding to progress this in keeping with the investment made by the state government in other regional organisations as part of the local government reform process.

Given the position of government to work with groups of councils it is important that all regions are treated equally and equitable funding provided to support councils in this endeavour.

Issues:

Five pilot Joint Organisations were supported financially by the NSW Government during the State Governments local government industry reform process.  The motion proposed for inclusion in the Business Paper for the Annual Conference of LG NSW simply seeks to have this funding opportunity made available for other Councils which were not part of the original pilot JO scheme.

Options:

It is considered that the following options are available to Council:

 

1.   Adopt the recommendation provided to Council.

2.   Amend the recommendation provided to Council and then adopt.

3.   Reject the recommendation provided to Council.

Sustainability Assessment:

•     Environment

It is not considered that there are any environmental impacts that arise as a result of Council’s consideration of this report.

•     Social

Should MIDROC be in a stronger position to advocate and represent the interests of the member Councils of MIDROC, this has the potential to in turn provide for improved social outcomes for the broader Mid North Coast Region.

•     Civic Leadership

Council’s consideration of this report and adoption of the recommendation has the potential to enable MIDROC to develop a much stronger position and role in its endeavours to advocate and represent the interests of the member Councils of MIDROC.  This ultimately has the potential to assist in providing stronger civic leadership for the region and ultimately provide better outcomes for the Coffs Harbour and broader regional community.

•     Economic – Broader Economic Implications

It is not anticipated that there are any broader economic implications at this time.

•     Economic - Delivery Program/Operational Plan Implications

There are no implications for Council’s current Delivery Program or Operational Plan.

Risk Analysis:

It is not anticipated that there are any real risks to Council associated with consideration of this report.

Consultation:

The motion proposed by Bellingen Shire Council has been circulated to each member Council of MIDROC and at the time of preparing this report the author was unaware of any opposition to the proposed motion.

Related Policy, Precedents and / or Statutory Requirements:

Council has been a long time member of MIDROC and should the intent of the Motion proposed by Bellingen Shire Council be successful, it is anticipated that MIDROC should be in a stronger position to represent the interests of the member Councils of MIDROC.

Implementation Date / Priority:

Should Council support the recommendation contained within this report, LG NSW will be notified immediately of Coffs Harbour City Council’s support for the Motion proposed by Bellingen Shire Council to be considered at the 2017 Annual Conference of LG NSW.

Conclusion:

Following receipt of the proposed Motion from Bellingen Shire Council and discussion with the Mayor, it has been concluded that support for the motion is entirely appropriate and should enable MIDROC to develop a stronger role in representing the interests of it’s member Councils.  It is therefore recommended that Coffs Harbour City Council adopt the recommendation contained in this report and provide support for the motion proposed by Bellingen Shire Council.

 

 

  


BS17/36       Bank and Investment Balances for August 2017

Author:                        Group Leader Financial Services and Logistics

Authoriser:                  Director Business Services

MyCoffs:                      D.2 We have effective use of public resources.

Attachments:              ATT1  BS17/36   Monthly Investment Report for the month ended 31 August 2017  

 

Executive Summary

Council’s Bank Balances and Investments as at 31 August 2017 totalled $197,172,398.74.  Council receives independent advice and invests surplus funds in accordance with Council’s Investment Policy to maximise investment income and preserve capital to assist with funding requirements for projects listed under the My Coffs Community Strategic Plan.

 

 

Recommendation:

That Council note the bank balances and investments totalling $197,172,398.74 (including from loans, Developer Contributions and other avenues that form the restricted accounts and are committed for future works) as at 31 August 2017.

 

 

Report

Description of Item:

A copy of the state of Bank Balances and Investments as at 31 August 2017 is attached.

 

It should be noted that Council is required to account for investments in accordance with the Australian International Financial Reporting Standards.  Term deposits are shown at face value and all other investment balances at the end of each month reflect market value movements which would be inclusive of accrued interest.

 

Interest when paid, say quarterly, would result in reductions in the market value of the investments.  The Investment Report reflects the above requirements and reflects the interest earned (or accrued) on each investment, based on the acquisition price.

 

Reports written by Laminar Group Pty Ltd (Council’s investment portfolio advisors), which examine economic and financial markets data for August 2017 are available in the Councillors’ Resource Centre.

Issues:

There are no issues associated with the report.

Options:

As the report is for noting only, an options analysis is not required.

Sustainability Assessment:

•     Environment

There are no perceived current or future environmental impacts from the information contained in this report.

•     Social

There are no perceived current or future social impacts from the information contained in this report.

•     Civic Leadership

Council invests surplus funds to maximise investment income and preserve capital to assist with funding requirements for projects listed under the My Coffs Community Strategic Plan.

•     Economic – Broader Economic Implications

Council’s investments are held according to the requirements stated within Council’s Investment Policy and the returns are acceptable in relation thereto. In the long term, earnings from investments can vary due to econcomic conditions and financial markets.  Council constructs its investment portfolio with consideration of current conditions and to comply with the Office of Local Government investment policy guidelines.

•     Economic - Delivery Program/Operational Plan Implications

As at 31 August 2017 it is noted that the total bank and investment balances was $197,172,398.74 comprising restricted and unrestricted General, Trust, Water and Sewerage Fund cash and investments.

Risk Analysis:

The likelihood of risks associated with New South Wales Local Government’s investing funds is now remote due to the conservative nature of investments permitted under statutory requirements.  The risk of capital not being returned in relation to each individual investment Council owns is indicated in the attachment.

 

The main risks for Council’s investment portfolio are liquidity and credit risk, both of which are being managed under the advice of Laminar Group Pty Ltd.  Liquidity risk is the risk that the Council is unable to redeem the investment at a fair price within a timely period and thereby incurs additional costs (or in the worst case is unable to execute its spending plans).  Credit risk is the risk of loss of principal stemming from a financial institutions failure to repay that principal when that principal is due.  Council is compensated for assuming credit risk by way of interest payments from the financial institutions issuing the investment security.

 

Credit risk is rated by various rating agencies.  Investment securities in Council’s current portfolio are rated by either Standard and Poors or Fitch, with the majority of the portfolio rated by Standard and Poors.  Standard and Poors credit ratings and an explanation of their ratings are as follows:

 

Rating

Ratings Explanation

AAA

Extremely strong capacity to meet financial commitments. Highest Rating.

AA

Very strong capacity to meet financial commitments.

A

Strong capacity to meet financial commitments, but somewhat susceptible to adverse economic conditions and changes in circumstances.

BBB

Adequate capacity to meet financial commitments, but more subject to adverse economic conditions.

BBB-

Considered lowest investment grade by market participants.

BB+

Considered highest speculative grade by market participants.

BB

Less vulnerable in the near term but faces major ongoing uncertainties to adverse business, financial and economic conditions.

B

More vulnerable to adverse business, financial and economic conditions but currently has the capacity to meet financial commitments.

CCC

Currently vulnerable and dependent on favorable business, financial and economic conditions to meet financial commitments.

CC

Currently highly vulnerable.

C

Currently highly vulnerable obligations and other defined circumstances.

D

Payment default on financial commitments.

 

Ratings from ‘AA’ to ‘CCC’ may be modified by the addition of a plus (+) or minus (-) sign to show relative standing within the major rating categories.

 

Types of investment securities by credit risk ranking from highest to lowest are as follows:

 

·    Deposits/Covered Bonds – these share first ranking

·    Senior debt – Floating Rate Notes/Fixed Coupon Bonds.

·    Subordinated debt

·    Hybrids

·    Preference shares

·    Equity shares (common shares).

 

Subordinated debt, hybrids, preference and equity shares are not a permitted investment under the current Ministerial Order.  Term deposits of $250,000 or less per financial institution are covered under the Commonwealth Government Deposit Guarantee Scheme and therefore by default have the same credit rating as the Commonwealth Government, ie AAA.

 

All credit unions, building societies and mutual banks are Authorised Deposit-taking Institutions (ADI’s) and are regulated in the same way as all other Australian banks.  ADI’s are regulated by the Australian Securities and Investment Commission under the Corporations Act 2001, and by the Australian Prudential Regulatory Authority under the Banking Act 1959.

Consultation:

Council’s investment advisors, Laminar Group Pty Ltd have been consulted in the preparation of this report.

Related Policy, Precedents and / or Statutory Requirements:

Council funds have been invested in accordance with Council’s Investment Policy (POL‑049), which was adopted on 24 August 2017.

Local Government Act 1993 – Section 625

Local Government Act 1993 – Investment Order (dated 12 January 2011)

Local Government General Regulation 2005

The Trustee Amendment (Discretionary Investments) Act 1997 – Sections 14A(2), 14C(1) and 14C(2)

Implementation Date / Priority:

Nil.

Conclusion:

Council should consider the information provided in the report and the Councillors’ Resource Centre and the recommendation provided.

 

 



 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


BS17/37       Monthly Financial Performance Report for the month ended 31 August 2017

Author:                        Section Leader Financial Planning

Authoriser:                  Director Business Services

MyCoffs:                      D.2 We have effective use of public resources.

Attachments:              ATT1  BS17/37   Monthly Financial Performance Report for the month ended 31 August 2017  

 

Executive Summary

This report presents the monthly financial performance report for 31 August 2017.  The report provides information on the actual to budget position at the financial statement level for the current financial year.

 

Recommendation:

That Council note the monthly financial performance report for 31 August 2017, including the following Consolidated Income Statement.

 

CONSOLIDATED INCOME STATEMENT as at 31 August 2017:

 

2017/18 Original Budget

 

2017/18 Projected Budget

 

2017/18 Year to Date Budget

2017/18 Year to Date Actuals

Recurrent Revenue

‘000s

‘000s

‘000s

‘000s

Rates & Annual Charges

94,845

94,845

94,845

94,218

User Charges & Fees

30,750

30,750

4,192

3,865

Interest & Investment Revenue

5,140

  5,140

845

1,384

Other Revenues

15,171

15,171

2,959

2,573

Grants & Contributions provided for Operating Purposes

12,620

12,620

 

2,662

2,707

 

 

 

 

 

RECURRENT REVENUE

158,526

158,526

 

105,503

104,747

 

 

 

 

 

Recurrent Expenditure

 

 

Employee Benefits & Oncosts

48,718

48,718

8,120

8,715

Borrowing Costs

10,621

10,621

40

35

Materials & Contracts

117,366

117,366

19,061

13,743

Depreciation & Amortisation

46,170

46,170

7,695

7,697

Other Expenses

1,667

  1,667

1,091

1,019

 

 

 

2017/18 Original Budget

 

2017/18 Projected Budget

 

2017/18 Year to Date Budget

2017/18 Year to Date Actuals

Less: Capitalised Expenses

(58,482)

(58,482)

 

(6,369)

(7,325)

 

 

 

 

 

RECURRENT EXPENDITURE

166,060

166,060

 

29,638

23,884

 

 

 

 

 

NET OPERATING (DEFICIT) / SURPLUS

(7,534)

  (7,534)

 

75,865

80,863

 

 

 

 

 

Capital Revenue

 

 

 

 

Capital Grants, Subsidies, Contributions and Donations

25,793

25,793

 

2,511

2,138

 

 

 

 

 

CAPITAL REVENUE

25,793

25,793

 

2,511

2,138

 

 

 

 

 

NET SURPLUS

18,259

18,259

 

78,376

83,001

 

 

 

Report

Description of Item:

The monthly financial performance report provides information on Council’s actual to budget performance.  The report has been introduced to provide accrual based information to Council on a monthly basis.  The reports include a graphical representation of key performance indicators in order to provide key summary financial information.  A statement of comprehensive income is included which details monthly performance for August 2017. 

 


 

CONSOLIDATED INCOME STATEMENT as at 31 August 2017:

 

2017/18 Original Budget

 

2017/18 Projected Budget

 

2017/18 Year to Date Budget

2017/18 Year to Date Actuals

Recurrent Revenue

‘000s

‘000s

‘000s

‘000s

Rates & Annual Charges

94,845

94,845

94,845

94,218

User Charges & Fees

30,750

30,750

4,192

3,865

Interest & Investment Revenue

5,140

  5,140

845

1,384

Other Revenues

15,171

15,171

2,959

2,573

Grants & Contributions provided for Operating Purposes

12,620

12,620

 

2,662

2,707

 

 

 

 

 

RECURRENT REVENUE

158,526

158,526

 

105,503

104,747

 

 

 

 

 

Recurrent Expenditure

 

 

 

 

 

 

 

Employee Benefits & Oncosts

48,718

48,718

8,120

8,715

Borrowing Costs

10,621

10,621

40

35

Materials & Contracts

117,366

117,366

19,061

13,743

Depreciation & Amortisation

46,170

46,170

7,695

7,697

Other Expenses

1,667

  1,667

1,091

1,019

Less: Capitalised Expenses

(58,482)

(58,482)

 

(6,369)

(7,325)

 

 

 

 

 

RECURRENT EXPENDITURE

166,060

166,060

 

29,638

23,884

 

 

 

 

 

NET OPERATING (DEFICIT) / SURPLUS

(7,534)

  (7,534)

 

75,865

80,863

 

 

 

 

 

Capital Revenue

 

 

 

 

Capital Grants, Subsidies, Contributions and Donations

25,793

25,793

 

2,511

2,138

 

 

 

 

 

CAPITAL REVENUE

25,793

25,793

 

2,511

2,138

 

 

 

 

 

NET SURPLUS

18,259

18,259

 

78,376

83,001

Issues:

The report attached is for August 2017 and includes an Income Statement and Key Performance Indicators. In future months capital expenditure progress reporting will also be included.

Options:

An options analysis is not provided as the report is for noting only.

Sustainability Assessment:

•     Environment

There are no perceived short or long term environmental impacts for the information contained within the report.

•     Social

There are no perceived short or long term social impacts for the information contained within the report.

•     Civic Leadership

Council supports the delivery of high quality, sustainable outcomes for Coffs Harbour and invests surplus funds to maximise investment income and preserve capital to assist with funding requirements for projects listed under the MyCoffs Community Strategic Plan.

•     Economic – Broader Economic Implications

This report assesses the current year’s budget position only.  Any variations approved by Council are subsequently reflected in Council’s Delivery Plan and may affect future economic sustainability.

•     Economic - Delivery Program/Operational Plan Implications

The year to date operating surplus is estimated to be $83.0 million as at 31 August 2017.  This is much higher than the end of year predicted surplus as the whole amount of the Rates Levy is recognised in the month of July.

Risk Analysis:

Not applicable.

Consultation:

Group Leaders and their relevant staff have been provided with electronic budget reports for each cost centre on a monthly basis for review.  Any variations adopted by Council have been incorporated into the report.

Related Policy, Precedents and / or Statutory Requirements:

Local government regulations require the Responsible Accounting Officer to submit a quarterly budget review to Council.  There is no obligation to provide monthly financial performance reports but as part of prudent financial management we have opted to do so.

Implementation Date / Priority:

Not applicable.

Conclusion:

This monthly financial performance report provides information on the actual to budget results at the financial statement level for the current financial year.

 

 

 



 


 


 


BS17/38       Proposed Revotes for the Year Ended 30 June 2017

Author:                        Senior Finance Business Partner

Authoriser:                  Director Business Services

MyCoffs:                      D.2 We have effective use of public resources.

Attachments:              ATT1  BS17/38   2016/17 Revotes Summary by Directorate - Operating and Capital  

 

Executive Summary

This report summarises the proposed unspent funds to be revoted from the 2016/17 Operational Plan budgets into the 2017/18 Operational Plan budgets.  These revotes are necessary due to a variety of reasons including timing (project spans financial years), contractual obligations, commitments or monies held aside for specific purposes.  Council’s leadership teams have undergone a rigorous screening of all revotes to minimise their extent.

 

 

Recommendation:

That Council:

1.   Adopt the various revotes from 2016/2017 to 2017/2018 as detailed in the body of report and the attachment.

2.   Note the impacts of the proposed revotes on the 2017/18 Consolidated Income Statement as follows:

2017/18 Original Budget

2017/18 Proposed Budget

Recurrent Revenue

$‘000s

‘000s

Rates & Annual Charges

94,845

94,845

User Charges & Fees

30,750

30,750

Interest & Investment Revenue

5,140

5,140

Other Revenues

15,171

15,171

Grants & Contributions provided for Operating Purposes

12,620

12,791

RECURRENT REVENUE

158,526

158,697

 

 

 

Recurrent Expenditure

 

 

Employee Benefits & Oncosts

48,718

48,718

Borrowing Costs

10,621

10,621

Materials & Contracts

117,366

141,647

Depreciation & Amortisation

46,170

46,170

Other Expenses

1,667

1,667

Less: Capitalised Expenses

(58,482)

(81,139)

RECURRENT EXPENDITURE

166,060

167,684

 

 

 

NET OPERATING SURPLUS / (DEFICIT)

(7,534)

(8,987)

 

 

 

Capital Revenue

 

 

Capital Grants, Subsidies, Contributions and Donations

25,793

30,386

CAPITAL REVENUE

25,793

30,386

 

 

 

NET SURPLUS / (DEFICIT)

18,259

21,399

 

 

 

FUNDING SOURCES

 

 

Operating Funding

 

 

Net Surplus / (Deficit)

18,259

21,399

Transfer to Reserves

(19,225)

(19,225)

Transfer from Unexpended Loans

6,666

9,598

Transfer from Reserves

16,285

28,249

Total Operating Funding

21,985

40,021

 

 

 

Capital Funding

 

 

Loan Advance

4,720

4,720

Depreciation

46,170

46,170

Total Capital Funding

50,890

50,890

 

 

 

Total Funding

72,875

90,911

 

 

 

Allocation of Funding

 

 

Constructed and Purchased Assets

(58,482)

(81,139)

Loan Redemptions

(14,600)

(14,600)

Total Allocation of Funding

(73,082)

(95,739)

Budget Increase / (Reduction) in Cash

(207)

(4,828)

 

Report

Description of Item:

Although not a statutory requirement under any legislation it is normal practice for Councils to carry forward unspent money from one financial year to the next.  The majority of the revotes requested in this report are tied to grants and contributions from external bodies, Developer Contributions (Section 94), reserve funds held for specific purposes, special rate variation funds as approved by IPART or Environmental Levy funds.

Issues:

All revotes have been considered in line with Council’s strategic plan and the Long Term Financial Plan.  Council has been vigilant in ensuring its commitments are met in a timely manner and have reduced its revote burden from that approved in previous years.

 

2016/17    $   1,624,558   Operating

2016/17    $ 22,656,754   Capital (includes $5,470,601 unspent grant for the Jetty Foreshores’ works)

2015/16    $ 19,240,326

2014/15    $ 23,495,075

2013/14    $ 51,149,864

 

This report summarises the proposed revotes from the 2016/17 Operational Plan budgets to the 2017/18 Operational Plan budgets.

 

Type / Fund

Revote

$

OPERATING

 

General Fund

Water Fund

Sewer Fund

 

 

1,624,558

0

0

 

 

$1,624,558

 

CAPITAL

 

General Fund

Water Fund

Sewer Fund

 

 

21,182,823

1,473,931

0

 

 

$22,656,754

 

 

 

 

TOTAL

$24,281,312

 

 

 

Summary of Revotes by Directorate

 

GENERAL FUND

 

All Environmental Levy (EL) revotes will be tabled in a separate report to Council for approval.

 

Business Services

 

Operating

 

·   Employee Performance Management Improvement $36,000 – to continue with the Performance Excellence project and Enterprise Agreement activities

 

Capital

 

·   Computer Hardware and Software $105,000 – copier replacement extended to 2017/18

·   Human Resources Platform Phase Two $18,821 – complete implementation of HR system modules

·   Customer Centric service delivery $75,130 – committed to purchase of new ticketing machines and related software in addition to Engagement HQ software solution for improved community consultation

 

Sustainable Communities

 

Operating

 

·   Cultural Strategic Plan and Performing Arts $54,287 - per Council resolution, planning works ongoing

·   Beach Safety Education $5,000 - contribution from schools towards operational, promotional, equipment costs to run programs

·   Indigenous Programs $10,400 - unspent grant funds for Naidoc Week and Gumbaynggir Youth projects, funds quarantined.

·   Saltwater Freshwater Sponsorship $14,810 – final year of 3 year agreement

·   Regional State of the Environment Reporting $52,732 – contributions received from other Councils required for next SOE reporting phase

·   Local Growth Management Strategy $150,000 - funds fully committed and in accordance with Council resolution and adopted project plan. Project runs over 3 more years.

·   Rezoning Applications $82,104 – Monies paid from rezoning requests need to be held for use during the life of the rezoning process for each application. Individual rezonings can take up to 3 years.

·   Planning Studies $100,955:

a)  North Boambee Valley Release Area - Work continues on this project in accordance with a Council resolution. This constitutes remaining funds from a landowner contribution towards the project in 2015 which need to be held for use during the remaining life of the rezoning process.

b)  CBD Heights and Built Form Analysis – resolution of Council. Consultants engaged in June 2017, project to be progressed in conjunction with Developer Contributions Study

c)  Developer Contributions Study - in accordance with Council’s resolution to retain unspent allocation for the CBD Heights Analysis in this item for use on the next stage of this study

 

·   NRCMA Coffs Jaliigir Projects $9,599 – project completed, awaiting final payment

·   Orara River Health and Rehabilitation Projects $147,238 – North Coast Local Land Services (NCLLS) 3 year contract, 1 year of the contract remaining with funds allocated to planting and fencing which were delayed due to dry conditions and erosion control at the Skewes quarry site, Karangi

·   Coastal Hazard and Estuary Studies $171,394 – part grant funded Coastal Zone management plans across Arrawarra, Bonville, Pine creeks and Campbell beach. Approximately 50% grant funded

·   E-Planning $5,000 - finalise system improvements by September 2017

·   Monitoring and Rehabilitation, Martin St Coramba $76,269 – grant funded project, works underway

·   Water Quality Monitoring $30,000 – private water supply tank sampling project in conjunction with NSW Health

·   Coffs Harbour Marina Storm Grant $4,359 – awaiting finalisation of break wall works prior to utilising these funds for marketing

·   Future Towns Program $44,763 – Woolgoolga works finalised, Coramba anticipated to complete by end of September with main component being Coramba Ready, Set, Go event and a community workshop

·   Business Events Support $83,960 - this funding has been raised through the business community with a commitment from Council that it would contribute to the attraction of major events

·   Events Marketing $10,000 - for existing contracted commitments.

 

Capital

 

·   Radio Frequency Identification (RFID) implementation at Coffs Harbour $7,500 - committed work per grant approval under the Country Libraries State Government program, front desk redesign to be completed

·   Local Priority Projects $81,544 – committed work per grant approval, including Toormina library refurbishment, collection HQ, eCollections, APIs, promotional signage and materials, furniture and fittings

·   Technology Access Project $39,388 – funded by a Public Library Infrastructure grant from the State Library of NSW for iPads, touchscreen kiosk

·   Woolgoolga Library Refurbishment Grant $52,945 – yet to commence

·   Museum Strategic Plan $4,000 – ongoing project linked to Cultural and Civic Space Project. Plan partly developed but yet to be published and launched

·   Renewable Energy and Emissions Reduction Plan $140,000 – unspent funds from Council approved REERP program

·   Flood Mitigation Works $9,775 - Park Beach Major Drainage design

·   Lakes Estate Subdivision Works $90,909 – provided by Noubia Pty Ltd as part of their contribution to infrastructure works in the subdivision

·   Coffs Coast Sport and Leisure Park Transport Hub Project $587,698 – 50% funded National Stronger Regions Fund with Council’s 50% contribution is from reserve funds.

·   Coffs Coast Sport and Leisure Park New Turf Wicket $11,303 - funded by Cricket NSW grant plus Council contribution. Storage shed for covers and other cricket equipment to complete by end of November 2017

 

Sustainable Infrastructure

 

Operating

 

·   Noxious Weeds Control $63,624 – unspent grant for weed control coordination assistance and Tropical Soda Apple landholder engagement

·   DA Vegetation and Maintenance Works $117,347 – primarily unspent contributions from external parties for vegetation management works as part of development applications

·   Reserve Restoration $5,947 – developer contributions to reserve restorations at Newports Creek and Loaders Lane.

·   Headland Restoration works $64,204 - maintaining diversity on Coffs Coast coastal headlands, approved grant works

·   Local Road Traffic Facilities Block Grant $32,734 – to be used in conjunction with 2017/18 allocation to complete priority works

·   Regional Roads Block Grant $33,366 – to be used in conjunction with 2017/18 allocation to complete priority works

·   Cycleways Design $10,086 – for Diggers Beach Road to Korora cycleway which is 50% grant funded. Awaiting further grant funds to allow design to proceed

·   Better Waste and Recycling Fund Works $43,701 – fully EPA grant funded for business case for Woolgoolga transfer station

·   Gallows Beach Carpark Litter Reduction $10,552 – grant for ongoing works

·   Roberts Hill Koala Corridor $46,527 – under contract, largely operational and maintenance works

·   Masterplan Sandy and Emerald Beaches $28,061 – Masterplan to be completed by October 2017

·   Road Safety Projects $22,814 – 2016/17 RMS grant for road safety evaluations completed, awaiting payment

 

Capital

 

·   The following are fully funded by the special rate approved in June 2014:

a)  Open Space Assets $781,616 - required to fund street bins replacement and the jetty structure pile / girder replacement works programmed for 2017/18

b)  Buildings Renewals $1,663,152 – numerous projects including Fitzroy Oval / Maclean St / Toormina Rd / and Apex Park amenities upgrades, Botanic gardens glasshouse, Rigby House external cladding

 

·   The following are partially funded by Community Facilities reserve via a special rate:

a)  Community Grants Funding Pool $115,100 -  for committed allocations to:

 -   Sawtell Toormina Sports Recreation Club Inc. for ridged all weather shade shelter at Rex Hardaker oval, awaiting receipt of occupation certificate

 -   Coffs Harbour Netball association for a lighting upgrade to LED, awaiting lighting audit certificate for compliance

 -   Rotary club, changing place for people with a disability, finalisation pending

 -   Woolgoolga Arts Group – refurbishment of the art gallery kitchen and toilet facilities, finalisation pending

 -   Coffs Harbour Regional Conservatorium performance space fit out, awaiting notification of works completion prior to payment of grant

b)  Public Amenities Upgrade Program $1,074,594

-    Brelsford Park, delayed due to masterplan, construction anticipated in 2017/18

-    Diggers Beach, awaiting further consultation, construction anticipated in 2017/18

c)  Woolgoolga netball courts upgrade $14,480 – Revote required to complete drainage and turf improvements, to be finalised by December 2017

 

·   The following are funded by the CBD special rate:

a)  City Square Upgrade $1,171,657 – Stage 1 to be completed by November 2017, final stage to be completed by May 2018

b)  Duke St Road Extension $34,008 – landscaping works to be completed in August 2017

c)  Signage $122,709 / Lighting $55,000 / Landscaping $20,000 – all included as part of City Square revitalisation

d)  Park Ave Artist Lane $96,000 – Committee uncertain on scope of works, possibly to be included in City Square works

e)  Carpark Upgrades $91,784 – awaiting finalisation of scope of works

f)  Shade Sails $884,611 – Stage 1 works contracted and to be complete by September 2017. Stage 2 works will coincide with City Square revitalisation.

g)  Activation Capital $65,461 – funds have been committed

h)  Park Ave Upgrade and Landscaping $400,000 – scope of works yet to be decided

i)   Capital Contingency $240,112 – to meet any unforeseen costs

 

·   Jetty Foreshores Carpark $839,986 - In October 2013 Council adopted the Jetty4Shores Project Concept Plan which included an implementation plan and budgets. These revotes are part of Council’s ongoing commitment and development of these revitalisation works.

·   Jetty4Shores Events and Active Recreation Hub Project $5,470,601 – funded 50% by a Federal grant with the remainder by Council reserve funds

·   Safer Street Program $537,128 – Park Beach reserve security implementation works. Design complete, works to be completed in line with grant conditions

·   The following Developer Contributions Open Space works remain incomplete or yet to commence:

a)  West Coffs Community Park $45,643 – design complete

b)  West Woolgoolga Showground Works $616,706 – Underground services component on hold awaiting full design scope from Stadium and Events Section. Drainage works component complete, awaiting outstanding invoices

c)  Richardson Park Works $228,000 – works scheduled for 2017/18

d)  Ayrshire Park Drainage $190,108 – works scheduled for 2017/18

e)  Nana Glen Equestrian Centre Works $52,778 – works underway, completion due in early 2017/18

 

·   Toormina Skate Park Extension $61,925 – scope of works revised as per Council resolution, to be undertaken 2017/18

·   Local Roads Restoration $160,200 - funding paid directly by Leighton Fulton Hogan Joint Venture for pavement damage. It is proposed to hold the funding to ensure that the maximum possible life can be extracted from the Barkhut Rd proposed rehabilitation.

·   Sealed Roads Rehabilitations $563,871 – primarily to continue construction of Fiddamans Rd

·   Hearns Lake Transport and Traffic $380,032 – Developer contributions to complete the Seacrest roundabout construction works

·   Bridge Capital Works $687,100 – for bridge forward planning plus continuing works for Taylors, Schooners and William Seccombes bridges. Council's funding component of these works are via a special rate as approved by the Office of Local Government, the remainder is from grant approvals

·   Fixing Country Roads, Validating Maximum Road Limits $275,000– works yet to commence

·   Pedestrian Infrastructure Around Schools $46,201 – works near Korora Primary School, James Small Dr wombat crossing

·   Active Transport Funding $66,547 – RMS funding for design, development and construction of cycleways, kerb ramps, pedestrian refuges and amenities across the LGA

·   Pedestrian Access Plans $34,632 – works to be undertaken in 2017/18

·   West Coffs Cycleway $150,000 – Section 94 funded works under the contributions plan in the Loaders Lane area. Design complete August 2017, stage 1 construction 2017/18

·   Drainage Investigations $10,000 – Section 94 funded design works for William Sharpe Drive bridge due for completion in September 2017

·   Flood Mitigation Capital Works $618,118 - Council has a program of flood mitigation works of almost $14 million which includes funding from:

-    Natural Disaster Resilience Grants;

-    $6m loan over 20 years of which repayments are funded from the stormwater levy;

-    A further $6m loan over 10 years per Council resolution 11 March 2010 of which repayments are funded by special rate variation;

 

The majority of these funds are currently held in reserve, however some allocations need to be revoted, including land acquisition and works at Spagnolos Rd and Fiddamans Rd

 

·   Englands Road Capital Works $390,072 – comprehensive stormwater management works required at the landfill site to ensure licence compliance by separating and managing site water flow. Works also include the creation of two sediment and erosion ponds and associated infrastructure.

·   Better Waste and Recycling Fund Works $176,000 – EPA grant for infrastructure works at Coramba transfer station

·   Better Boating Program $64,415 – improved access for non-powered vessels in Moonee and Coffs creek and Woolgoolga Lake plus an upgrade for the Boambee Creek boat ramp.

·   Harbour Drive / Gordon St Redevelopment $321,801 – for works adjacent Gowings development as part of the Public Works within the Voluntary Planning Agreement (VPA)

·   Flood Mitigation and Drainage $250,000 – Section 94 funded works under the West Coffs contributions plan to be utilised for William Sharpe Drive culvert to be constructed in 2017/18

·   New Street Lights $20,000 – contractor awaiting approvals

·   Speed Management Engineering $278 – RMS funded works

·   Traffic Minor Works $22,036 – RMS funded works for Woolgoolga pedestrian crossing marking and line marking

·   Facilities Around Schools Program $45,161 – kerb ramps, blisters, crossings, footpaths, pedestrian / cycle bridge across 8 schools in the LGA. Designs being reviewed after which payment will occur.

 

Office of the General Manager / Governance

 

Operating

 

·   Internal Audit $17,000 – Completion of Environmental Levy Program Review

·   Risk Mitigation $39,725 – a portion of risk mitigation funds received from Council’s insurers Statewide Mutual applied towards risk appetite statements, category review and sports amenities access upgrade

 


 

Commercial Business Units

 

Capital

 

Airport

 

·   RTIF Capital Works Program $804,187 – related to the successful application for funding through Restart NSW Regional Tourism Infrastructure Fund. Council’s original contribution towards these works is $1.4m from the airport reserve.

 

WATER FUND

 

All projects funded by unexpended loan:

·   Section 64 Water Supply Strategy $350,000 – Coramba water main 80% complete over two financial years, construction to be completed in early 2017/18

·   Water Reservoirs $100,000 – Macauleys Headland reservoir contract in progress

·   Water Mains Renewals $929,626 – Coramba Rd Spagnolos to Nelson, West High St design complete, Diamond Head Drive works delayed to occur simultaneously with roadworks, Poundyard Creek urgent works, North Sapphire Sugar Mill creek works delayed due to requirements of DPI Fisheries

·   Karangi Dam to Red Hill Duplication $59,305 – Coramba Rd to balance tank plus Karangi to Coramba Rd easements created for works to be undertaken

·   Water Mains upgrades $35,000 – contract in progress

 

SEWER FUND

 

No revotes requested.

Options:

Council’s options in relation to this report are to:

 

1.    Adopt the recommendations provided to Council;

2.    Amend the recommendations provided to Council and then adopt; or

3.    Reject the recommendation provided to Council.  This would amend the Operational Plan budgets back to their original position prior to the recommendation being sought.

Sustainability Assessment:

•     Environment

Environmental impacts in relation to expenditure being revoted in this report would have been dealt with at the time the original funds were allocated.

•     Social

The provision of basic infrastructure and community services is an essential requirement of maintaining community wellbeing.

•     Civic Leadership

Council has provided sound civic leadership in striving for a surplus as budgeted in the 2016/17 Operational Plan.  It will continue to endeavour to maintain similar forecasts in future years in line with the My Coffs Community Strategic Plan.

•     Economic – Broader Economic Implications

When dealing with increased community demands Council has to focus on the balance of providing services with the limited funds available.  Council must also ensure that a healthy financial position is maintained to ensure ongoing viability of the organisation.

•     Economic - Delivery Program/Operational Plan Implications

This report provides Council with an overview of the outcomes unable to be achieved last financial year but will be met in the current financial year.  The net impact on the Net Operating Deficit is a deterioration of $1.453M.  However, this should also be reflected as an improvement in the result for the previous year of 2016/17.  The monthly and quarterly budget reviews will need to be monitored closely to ensure no further deterioration in the Net Operating Deficit.

Risk Analysis:

Should the Council not approve the recommended revotes, it risks not being able to complete projects which have already commenced.  This non-completion of works has a financial and reputational risk for the Council.

Consultation:

The leadership teams of Council met to review the numerous requests for revotes which were put forward by each operational area of the Council.

Related Policy, Precedents and / or Statutory Requirements:

The Executive Leadership Team has provided guidelines to staff regarding their responsibilities relating to effective and transparent budget review and assessment processes.  This framework provides guidance in achieving the objective of a year-end balanced budget in the General Fund.  Each request was assessed against the revote criteria as outlined in the Interim Budget Preparation and Review Procedure, namely:

 

No revotes for operational funding will be considered unless the funds are under contract, an order has been raised or they are linked to sources of funding such as, grants, contributions, loans, etc. or other significant reasons such as event planning and implementing and funding for venue operations covering reporting periods.

 

Any capital revote must provide a justification and be assessed by the Leadership and then by Council.  This justification must demonstrate that the capital funds are required for a project that extends over financial years, that there are orders raised, the project is under contract, the funds directly relate to the expenditure of Section 94 or grant funding, or other significant matters.

Implementation Date / Priority:

The leadership teams will continue to monitor the organisation’s performance with a view to improving service delivery.

Conclusion:

This report summarises the proposed unspent funds to be revoted from the 2016/17 Operational Plan budgets into the 2017/18 Operational Plan budgets.  These revotes are necessary due to a variety of reasons including timing (project spans financial years), contractual obligations, commitments or monies held aside for specific purposes. It is recommended that Council adopt the revotes as detailed in this report.

 

 



 


 


BS17/39       Certification of 2016/2017 Annual Financial Statements

Author:                        Section Leader Financial Support

Authoriser:                  Director Business Services

MyCoffs:                      D.2 We have effective use of public resources.

Attachments:              ATT1  BS17/39   Draft 2016/17 General Purpose Financial Statements

ATT2  BS17/39   Draft 2016/17 Special Purpose Financial Statements

ATT3  BS17/39   Draft 2016/17 Special Schedules  

 

Executive Summary

The draft financial statements, which includes the General Purpose Financial Statements, the Special Purpose Financial Statements and the Special Schedules, are required to be certified to meet legislative requirements in relation to the completion and audit of the annual Financial Statements for 2016/2017.

 

 

Recommendation:

That Council approve the General Purpose Financial Statements – Statement by Councillors and Management and Special Purpose Financial Statements – Statement by Councillors and Management forms for 2016/2017 for completion by the designated signatories.

 

 

Report

Description of Item:

Tabled at this meeting are the annual Financial Statements (which includes General Purpose Financial Statements, Special Purpose Financial Statements and Special Schedules) for 2016/2017.

 

Included are two statements:

 

1.   General Purpose Financial Statements – Statement by Councillors and Management; and

2.   Special Purpose Financial Statements – Statement by Councillors and Management.

 

Both sets of statements are required to be signed prior to the submission of the statements to the Office of Local Government.  The auditor does not provide the audit reports (which are also required to be included in the Statements sent to the Office of Local Government), until signed copies of the Statements have been received.

Issues:

Failure to approve the abovementioned Statements will result in non-compliance with relevant legislation.

Options:

This report is to enable Council to ‘certify’ the annual Financial Statements for 2016/2017.  This is required by legislation and therefore is the only option available to Council.

Sustainability Assessment:

•     Environment

There are no perceived current or future environmental impacts.

•     Social

There are no perceived current or future social impacts.

•     Civic Leadership

There are no perceived current or future civic leadership impacts.

•     Economic – Broader Economic Implications

There are no perceived current or future economic impacts.

•     Economic - Delivery Program/Operational Plan Implications

Cost for preparation of the annual Financial Statements are allocated within the Financial Support budget cost centre.

Risk Analysis:

A risk assessment has been carried out and it is considered that endorsement of the recommendation does not present a risk to Council.  Non endorsement of the statements provides a risk of non-compliance with legislation to the Council.

Consultation:

The draft Financial Statements were collated with the assistance of various Council staff members in conjunction with the Audit Office of NSW (Council’s external auditors).

Related Policy, Precedents and / or Statutory Requirements:

The Financial Statements are prepared and presented on an annual basis in accordance with statutory and regulatory requirements.

 

The Financial Statements have been prepared in accordance with:

 

1.   The Local Government Act 1993 and amendments

2.   Local Government Regulations

3.   Australian Accounting Standards (AASBs)

4.   The “Local Government Code of Accounting Practice and Financial Reporting” published by the Office of Local Government

5.   The “Asset Accounting Manual” published by the Office of Local Government

6.   Instructions issued in circulars released by the Office of Local Government

7.   NSW Government Policy Statements “Application of National Competition Policy to Local Government”

8.   Office of Local Government guidelines “Pricing & Costing for Council Businesses: A guide to Competitive Neutrality”

9.   Council’s Policies and Procedures

Implementation Date / Priority:

The draft Financial Statements will be authorised for issue within statutory timelines.

Conclusion:

This report provides Council with the draft Financial Statements for the 2016/2017 financial year.  Once audited, the final Financial Statements will be presented to Council with further analysis.

 

 



 


 


 


 


 


 




 


 


 


 


 


 


 


 


 


 


 


 


 



 


 



 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 




 


 


 


 


 


 


 


 



 



 


 


 


 


 


 



 


 


 


 


 


 


 



 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 



 




 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 



 


 


 




 


 


 


 


 


 


 


 



 



 


 


 


 


 

 


SC17/51       Trading Places - Coffs City Centre Footpath Activation Trial

Author:                        Group Leader City Prosperity

Authoriser:                  Director Sustainable Communities

MyCoffs:                      B.1 A thriving and sustainable local economy

Attachments:              Nil

 

Executive Summary

Creating and managing vibrant places is a key direction of the My Coffs Community Strategic Plan.  The Trading Places – Coffs City Centre Footpath Activation Trial is a proposed new business model for managing footpath activities within the Coffs Harbour City Centre Masterplan footprint.  The trial aims to improve and simplify processes and encourage traders to think outside the square in terms of activations to stimulate the CBD.  Following an evaluation of the trial, it is anticipated that this may be rolled out across other trading areas within the local government area.

 

Recommendation:

That Council:

1.       Acknowledge the Trading Places – Coffs City Centre Footpath Activation Trial

2.       Delegate authority to the General Manager to waive fees for a six month period commencing 1 October 2017 of the Trading Places – Coffs City Centre Footpath Activation Trial, within the Coffs Harbour City Centre Masterplan footprint.

 

Report

Description of Item:

This report outlines the proposed new business model for managing footpath activities, initially within the Coffs Harbour City Centre Masterplan footprint.

The objectives of the trial are

-      To facilitate a vibrant, attractive and safe environment in the Coffs City Centre

-      To simplify existing processes and enhance customer service

-      To achieve strategic goals for place activation and revitalisation

Key components include:

-      Support a change in culture where Council is less about “controlling” spaces and more working with traders to make areas come alive

-      The waiving of fees

-      Remove approvals processes

-      Traders are more responsible for their footpath spaces

-      Traders are responsible for their insurance – Council will do audit checks

-      Council provides supports with guidelines and practical help on the ground around how to “activate” spaces

The trial applies to all Footpath Trading undertaken on Council-controlled footpaths within the Coffs Harbour City Centre Masterplan Boundary. There are a range of footpath activities and approvals that apply to this trial:

-      A-Frame Signs

-      Footway Activity Approvals (e.g. Merchandise Stalls/Displays)

-      Street Stalls (for non-commercial businesses e.g. Red Cross)

-      Outdoor Dining

-      Buskers and Performers

Typically business items will be placed on the footpath in front of the business, but can be extended along the footpath if the adjacent neighbours either side agree. Items might include tables and chairs (outdoor dining), displays, banners, seats, potted plants, art or buskers/street performers by invitation. Items will be removed from the street outside of trading hours.

The trial also includes opportunities for Not-for-profit organisations, community groups and temporary stalls or ‘pop-up’ sites offering a new product or service not currently available in the area. Vacant retail space may be explored for temporary activation activities such as art or photography exhibitions, Council tourism and event information. Such sites must not compete or conflict with neighbouring established businesses.

Issues:

Why the Coffs City Centre?

A trial boundary in the Coffs Harbour City Centre Masterplan footprint has been adopted for the trial to give a defined area to focus on and mitigate any compliance or safety issues quickly and easily.

Additional reasons for concentrating the trial in the Coffs City Centre include: 

-      Fits with the Coffs Harbour City Centre Masterplan objective to activate the area

-      A proven appetite from traders to make more of the footpaths in the Coffs City Centre (previous Harbour Drive Comes Alive campaign)

-      Upcoming infrastructure works within Coffs City Centre – traders would welcome the trial

-      At present Council has many overlapping procedures covering the Coffs City Centre and this would be an opportunity to get these cleaned up for the benefit of the rest of the LGA

A report measuring the success of the six month trial will be prepared, and it is anticipated that if the trial is successful it may be rolled out across other trading areas within the local government area.

The following ground rules will form part of the trial:

1.    Safety and Security – ultimately the footpath is a community space for young children, seniors, parents with prams and people who may require assistance aids and clear passage. These people need to get about their daily activities safely and efficiently. Think about trip hazards, height impediments and any possible projectiles (windy conditions). If you see something you think is unsafe, do something about it.

2.    Cooperate and collaborate – Partner with your neighbouring businesses to create exciting places that attracts customers and encourages them to linger, longer. Cross-promote with other stores to spread the shopping love…waiting for a coffee to arrive gives shoppers a window of opportunity otherwise missed. Ensure footpath use does not compromise a neighbour’s business.

3.    Ownership and Accountability – Remember this is a trial; there will be good and bad feedback from customers. Use constructive criticism to improve your business offering. Make changes and try new things. Respond to safety and access concerns promptly. You will need to have a current Public Liability Insurance policy to cover the use of the footpath (minimum $20 million) and have Council listed as an Interested Party.

Key Matters

Arcades & Airspace – technically private assets, arcades physically cannot be included in the trial. However, the trial will still involve businesses situated in arcades through other means such as signage, cross promotions, activities etc. Airspace is not classified as ‘footpaths’ and will not be eligible for waiving of fees.

Mobile Food Vendors – as per their existing Food Vendor Licence, Mobile Food Vendors will not be permitted in the trial boundary.

Participation – all participating businesses will be required to register online and agree to trial terms, conditions and ‘ground rules’. This is also a benchmarking measure to evaluate the trial (see following). Displays, merchandise and other items used for activation must be brought indoors and off the footpath outside of business hours (6am – 12am midnight).  Council reserves the right to withdraw a registration where it determines that the behaviour or activity being carried on is detrimental to the amenity of the area in use, such as where an activity is too noisy, dangerous, offensive or causes inconvenience to other users of the area.

Managing Existing Permits and Licenses – during the six month trial, Council will suspend any invoices. Any fees already paid for permits and licenses during this trial period will be refunded.

Food and Alcohol Licensing - Legislation for food and liquor licensing require compliance at all times. The trial area is an alcohol-free zone (unless an existing licence for service of alcohol is in place). Requests to suspend an alcohol-free zone will be considered as per the usual process.

Partnership and Collaboration – Under the trial businesses are encouraged to approach direct neighbouring businesses that are not utilising their footpath frontage for activation; such as extending their dining area, offering a free community activity such as giant scrabble and possible cross-promotion efforts. Any agreements are to be ‘good-will’ only, with no ‘sub-let’ fees or charges. Ongoing arrangements will be negotiated and managed by individual businesses for mutual benefit.

Busking and Street Performance – Council’s current process for existing sites will be simplified.  In addition, businesses can choose to invite buskers to their ‘footpath’ with agreement of neighbours.

Support and Resources – A suite of tools and resources will be made available to assist and support businesses through the trial, to ensure it is as successful for all participants and the wider community. This may include:

-      Trial information brochure, how-to-guide and before you start checklist

-      New online engagement program (EngagementHQ) allowing people to find out more about the project, as questions and make suggestions

-      Extensive Stakeholder Consultation and Engagement activity to ensure buy-in

-      Proactive marketing and communications to promote the trial

-      Dedicated support team within Council

Possible project extensions and partnerships – Countless leveraging and partnership opportunities that could enhance this project exist, and will be considered.

Appropriateness of activities - A ‘use it or lose it’ is the prevailing sentiment for this trial and we will encourage the general use of all footpath areas in retail zones to drive economic benefit and social wellbeing.

Options:

1.   Accept the recommendation and issue delegation to the General Manager to waive the fees during the trial period.

2.   Modify the recommendation.

3.   Reject the information.  The status quo would remain.

Sustainability Assessment:

•     Environment

There are no specific environmental issues associated with this report.

•     Social

A vibrant, activated and engaging City Centre offers many social benefits.

•     Civic Leadership

The My Coffs Community Strategic Plan key themes include:

-     Create and manage vibrant public places (C1.1)

-     A vibrant and inclusive place (A1)

-     Champion Business, Innovation and Technology to stimulate economic growth and local jobs (B1.1)

-     Attract people to work, live and visit (B1.2)

•     Economic – Broader Economic Implications

The draft Coffs Harbour Economic Development Strategy 2017-2022 includes a key theme of ‘create and manage vibrant places’ and has a particular reference to the Coffs City Centre as well as other commercial areas.

•     Economic - Delivery Program/Operational Plan Implications

The six month trial will result in approximately $28,900 in lost revenue.  This will be adjusted through the standard quarterly budget review. 

This report seeks delegation to the General Manager to waive these fees which are contained within the adopted fees and charges.

Risk Analysis:

All participants will be required to hold a Certificate of Currency for Public Liability (minimum $20 million) and Coffs Harbour City Council must be noted as an interested party on the Certificate of Currency. Participants will not be required to present this to Council, but audits will be conducted during the trial. Participants are encouraged to take a common-sense approach to activation; always putting public safety and access first. Brochures and other resources will be developed to support businesses during the trial.

Consultation:

The Coffs Harbour City Centre Masterplan Marketing Sub Committee has enthusiastically endorsed this trial.

Given this is a new business model for how Council manages footpath activities in the Coffs Harbour LGA, a significant amount of engagement with internal and external stakeholders at all levels (Inform, Consult, Involve, Collaborate and Empower) is required to ensure buy-in, collaboration and ultimately success. The Communication Strategy will be rolled out immediately following the adoption of this report.

Related Policy, Precedents and / or Statutory Requirements:

The My Coffs Community Strategic Plan themes include:

-      Create and manage vibrant public places (C1.1)

-      A vibrant and inclusive place (A1)

-      Champion Business, Innovation and Technology to stimulate economic growth and local jobs (B1.1)

-      Attract people to work, live and visit (B1.2)

The adopted Coffs Harbour City Centre Masterplan is the specific guiding strategic document for this space.

Implementation Date / Priority:

If this report is adopted, the six month trial will commence on 1 October 2017.

Conclusion:

The proposed Trading Places – Coffs City Centre Footpath Activation Trial aims to facilitate a vibrant, attractive and safe environment in the Coffs City Centre by simplifying existing processes and working together with businesses to achieve strategic goals for place activation and revitalisation.  Following evaluation of the trial, it is anticipated that it may be rolled out in other trading areas across the LGA.

 


SC17/52       Section 82A Application for Review of Determination of Development Application 0018/17DA - multi dwelling units - 31 Camperdown Street Coffs Harbour

Author:                        Section Leader Development Assessment

Authoriser:                  Director Sustainable Communities

MyCoffs:                      D.1 Our leaders give us confidence in the future

Attachments:              ATT1  SC17/52   Application for Review of Determination

ATT2  SC17/52   Report to Council Meeting 27 April 2017 - Less Confidential Attachment 5

ATT3  SC17/52   CONFIDENTIAL          Report to Council Meeting - 27 April 2017 - Confidential Attachment 5

Confidential in accordance with Section 10A(2)(e) of the Local Government Act as it contains information that would, if disclosed, prejudice the maintenance of law.

ATT4  SC17/52   Setback Summary

ATT5  SC17/52   CONFIDENTIAL          Submissions   

 

executive Summary

At Councils meeting on 27 April 2017, it was resolved that the development application for a residential flat building (7 units) at 31 Camperdown Street Coffs Harbour be refused. 

On 23 June 2017, Council received an application for a review of the determination under S82A of the Environmental Planning and Assessment Act 1979 from the applicant’s legal representative.  The applicant has elected to make no changes to the proposed development as part of the request for review. The application was however notified and advertised as required by the regulations and 15 submissions were received.

As the determination was made by the Council, the Act requires that the review of the determination must be made by the Council and not under delegation.

The purpose of this report is to present the application to Council to allow the determination of the development application to be formally reviewed.

 

Recommendation:

That Council:

1.   Undertakes a review of the determination in accordance with S82A of the Environmental Planning and Assessment Act 1979.

2.   Advise persons who made a submission of Council’s decision.

 

 

REPORT:

Description of Item:

The development application was originally reported to the 9 February 2017 meeting, where it was resolved:

“That the matter be deferred subject to further consultation between parties and those parties include Council, the applicants and residents”.

The development application was again reported to the Councils meeting on 27 April 2017 where it was resolved that Council:

1.   Refuse Development Application No. 0018/17 for a Residential Flat Building (7 units), strata subdivision and demolition of existing structures at Lot 3, Sec 48, DP 758258, 31 Camperdown Street, Coffs Harbour on the following grounds:

1.1. that it is inconsistent with the Coffs Harbour Local Environmental Plan 2013 in respect of building heights; and

1.2. that it is inconsistent with the Coffs Harbour Development Control Plan 2015 in respect of setbacks.

2.   Recognise the desirability of having high quality higher density housing in the Jetty area, while having due regard for the principles of view sharing.

3.   Invite the applicant to consider submitting a revised development application which reduces the bulk of the proposed building and allows for greater view sharing. the development application for a residential flat building (7 units) at 31 Camperdown Street Coffs Harbour be refused on the following grounds.

On 23 June 2017, Council received an application for a review of Councils determination under S82A of the Environmental Planning and Assessment Act 1979 (see attachment 1 of this report). As outlined in the application for a review, the applicant has elected to make no changes to the proposed development previously reported to Council.

The review process involves the review of the determination and does not allow for the reassessment of the development application by Councils Development Assessment Section.

Issues:

As the review does not involve a reassessment of the application, no additional issues have been identified. Reference should be made to the previous reports Council received in February and April, the application for Review of Determination and the submissions received.

Options:

Upon reviewing the determination Council can resolve that:

1.   The determination to refuse the development application is confirmed and the determination remains as refused.

2.   The recommendation in the report to Council dated 27 April 2017, as follows:

That Council:

1.    Support the request to vary a development standard made pursuant to Clause 4.6 of Coffs Harbour Local Environmental Plan 2013 for the variation to the maximum building height under Clause 4.3(2) of Coffs Harbour Local Environmental Plan 2013 in this particular case.

2.    Approve Development Application No. 0018/17 for a Residential Flat Building (7 units), Strata-subdivision and demolition of existing structures at Lot 3, Sec 48 DP 758258, 31 Camperdown Street, Coffs Harbour subject to the conditions in Attachment 4.

3.    Advise persons who made a submission on Development Application No. 0018/17 of Council’s decision.

be adopted thereby granting consent to the development application, subject to conditions in Attachment 4 of the report to Council dated 27 April 2017.

Sustainability Assessment:

•     Environment

The purpose of this report is to present the application for review of determination to Council to allow for the determination to be formally reviewed. Matters relating to environmental impact associated with the proposed development are addressed in the development assessment report appended to this item.

•     Social

Matters relating to social impacts associated with the proposed development are addressed in the development assessment report appended to this item.

•     Civic Leadership

The purpose of this report is to present the application for review of determination to Council to allow for the determination to be formally reviewed. 

•     Economic – Broader Economic Implications

There are no further economic implications that will result from Council’s consideration of this matter.

•     Economic - Delivery Program/Operational Plan Implications

There are no implications for Council’s Delivery Program or adopted Operational Plan.

Risk Analysis:

Council has been advised that if the review of determination results in the development application remaining as refused then a class 1 appeal will be lodged with the Land and Environment Court.

Consultation:

The request for review of determination was notified and advertised allowing for a notification period of 14 days. At the completion of the notification period, Council had received a total of 15 submissions opposing the proposed development. A copy of the submissions can be seen in attachment 5 of this report. These submissions must be considered prior to the review of determination.

Related Policy, Precedents and / or Statutory Requirements:

The review of determination is to be undertaken in accordance with section 82A of the Environmental Planning and Assessment Act 1979.

Implementation Date / Priority:

The applicant will be formally advised of Councils determination of the development application and persons who made a submission will be notified. 

Conclusion:

The application for review of determination allows Council to review the determination to refuse Development Application 18/17 for multi dwelling units at 31 Camperdown Street, Coffs Harbour.

This application has not been reassessed by Council Development Assessment Section as there have been no changes made to the proposed development as part of the review. The application for the Review of Determination was however notified and advertised as required under the Act and a total of 15 submissions where received. The application for review of determination and the submissions must be considered by Council along with the other attachments of this report prior to reviewing the determination.

 


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SC17/53       Planning Proposal: Korora Basin Residue Land Adjacent to the Pacific Highway - Post Exhibition

Author:                        Planner / Urban Designer

Authoriser:                  Director Sustainable Communities

MyCoffs:                      C.1 Liveable neighbourhoods with a defined identity

Attachments:              ATT1  SC17/53   Korora Basin Residue Land Planning Proposal - Version 3 Post Exhibition- September 2017

ATT2  SC17/53   Coffs Harbour Development Control Plan 2015 Chapter G7 Korora Large Lot Residential Special Area Controls

ATT3  SC17/53   Korora Large Lot Residential Area Developer Contributions Plan 2017

ATT4  SC17/53   Gateway Determinations

ATT5  SC17/53   Summary of Government Agency Submissions

ATT6  SC17/53   Government Agency Submissions

ATT7  SC17/53   CONFIDENTIAL          Community Submission

Confidential in accordance with Section 10A(2)(e) of the Local Government Act as it contains information that would, if disclosed, prejudice the maintenance of law.  

 

Executive Summary

This report informs Council of the outcome of the exhibition of a Planning Proposal (PP), a draft Development Control Plan (DCP) chapter and draft Developer Contributions Plan (CP) which apply to part of the Korora Basin.

The report recommends that Council endorses the PP (Attachment 1), final DCP (Attachment 2) and final CP (Attachment 3) to allow a zone amendment of the subject land from RU2 Rural Landscape to R5 Large Lot Residential under the provisions of Coffs Harbour Local Environmental Plan (LEP) 2013. The report also recommends that all parties who made submissions to the PP, draft DCP and draft CP be informed of Council’s decision.

 

Recommendation:

That Council:

1.   Endorse Planning Proposal PP_2016_COFFS_002_00 for the Korora Basin Residue Land Large Lot Residential Area: Version 3 – Post Exhibition – September 2017 (Attachment 1).

2.   Delegate to the General Manager the authority issued by the NSW Department of Planning and Environment to exercise the functions of the Minister under Section 59 of the Environmental Planning and Assessment Act 1979, for the purposes of finalising Planning Proposal PP_2016_COFFS_002_00.

3.   Adopt Coffs Harbour Development Control Plan 2015 Chapter G7 Korora Large Lot Residential Special Area Controls (Attachment 2), which will come into force upon the making of Coffs Harbour Local Environmental Plan 2013 consistent with Planning Proposal PP_2016_COFFS_002_00.

4.   Adopt Korora Large Lot Residential Area Developer Contributions Plan 2017 (Attachment 3), which will come into force upon the making of Coffs Harbour Local Environmental Plan 2013 consistent with Planning Proposal PP_2016_COFFS_002_00.

5.   Inform all parties who made submissions to PP_2016_COFFS_002_00 of Council’s decision.

 

Report

Description of Item:

On 10 November 2016, Council resolved to:

1.   Note the findings of the Korora – West Sapphire – Moonee Large Lot Residential Investigation Area Environmental Studies and findings of the Review of Estimated Lot Yields and Development Costs for the Korora – West Sapphire – Moonee Investigation Area.

2.   Endorse and forward the Environmental Studies and Planning Proposal for rezoning part of Precinct 1 (Korora Basin) from RU2 Rural Landscape to R5 Large Lot Residential to NSW Planning and Environment seeking a ‘Gateway Determination’, to place the Korora Basin Planning Proposal on public exhibition.

3.   Place draft Chapter G7 Korora Large Lot Residential Special Area Controls of Coffs Harbour Development Control Plan 2015 on public exhibition, concurrently with the Planning Proposal and Environmental Studies.

4.   Place draft Korora Large Lot Residential Area Developer Contributions Plan 2016 on public exhibition, concurrently with the Planning Proposal and Environmental Studies.

5.   Consider a further report, outlining the outcomes of the public exhibition of the Korora Basin Large Lot Residential Planning Proposal, Development Control Plan and Contributions Plan.

6.   Not proceed with the rezoning of any land within Precinct 2 (Tiki Road) due to prevailing environmental constraints identified within the Environmental Studies for the Korora – West Sapphire – Moonee Investigation Area.

7.   Defer consideration of rezoning of Precinct 3 (Maccues Road), Precinct 4 Wakelands Road/Fairview Road/Sugarmill Road and Precinct 5 (Gaudrons Road/Mountain Way) to allow further time for public access to the Environmental Studies report and the Estimated Lot Yields and Development Costs report until the second meeting in March 2017.

8.   Investigate alternative means for additional dwellings on rural allotments.

9.   Inform landowners within each of the precincts of Council’s decision.

This report is in response to Resolutions 2-5.

The PP applies to part of the Korora Basin and describes a proposed zone amendment from Zone RU2 Rural Landscape to Zone R5 Large Lot Residential under the provisions of Coffs Harbour LEP 2013. The subject land has an area of approximately 16 hectares, which would support a maximum yield of approximately 11 new large lot residential allotments, with a minimum lot size of one hectare.

All lots are accessed by Bruxner Park Road, other than the northernmost lot which is accessed by the Pacific Highway. There are no significant environmental constraints which apply to the land. The current condition of the Pacific Highway and Bruxner Park Road is of sufficient standard for the rezoning of this precinct to progress.

The PP was referred to NSW Planning and Environment (NSW P&E) requesting a Gateway Determination which was issued on 9 December 2016, permitting the public exhibition of the PP subject to conditions. The Gateway Determination included authorisation for Council to exercise its delegation to make a subsequent amendment to Coffs Harbour LEP 2013. On 19 July 2017, NSW P&E extended the finalisation date of the Gateway Determination to 16 June 2018. The initial and extended Gateway Determinations are included as Attachment 4.

The PP was updated in accordance with the conditions of the Gateway Determination and exhibited from 15 February 2017 to 15 March 2017. Council received eleven submissions, being ten from Government agencies and one community submission. Issues raised are addressed in the ‘Issues’ section of this report. No modifications have been made to the PP and other exhibited documents following consideration of submissions.

Figure 1 illustrates the location and existing land use zoning of the subject land under Coffs Harbour LEP 2013. Figure 2 identifies the proposed land use zoning.

     

Figure 1: Current land use zones                        Figure 2: Proposed land use zones

Issues:

·    Government and Agency Submissions

Council has undertaken consultation with Government agencies, consistent with the directions of the Gateway Determination. Issues raised are discussed in detail within Attachment 5. The submissions are provided in full in Attachment 6. The following Government and agency submissions were received in response to the PP:

 

1.  NSW Rural Fire Service (RFS): one submission

NSW RFS has advised Council (on 17 March 2017) it has no objection or issues relating to the PP. Development proposals are to be referred to the RFS when compliance with Planning for Bush Fire Protection 2006 is required. No change was made to the PP as a result of consultation with the RFS.

2.  NSW Office of Environment and Heritage (OEH): three submissions

OEH provided an initial submission to the PP on 24 March 2017 and two subsequent submissions (dated 19 May and 28 July 2017 respectively). Issues raised by the submissions, and Council’s actions in addressing those issues, have been addressed in Attachment 5. No change was made to the PP as a result of consultation with NSW OEH.

3.  Coffs Harbour and District Local Aboriginal Land Council (LALC): one submission

The Coffs Harbour LALC Cultural Heritage Team undertook a field survey of the land to verify that the PP had sufficiently addressed Aboriginal Cultural Heritage matters. The findings were endorsed by the Coffs Harbour LALC Elders Committee. The Coffs Harbour LALC have advised Council (on 20 April 2017) of no objection to the PP being progressed as exhibited. No change was made to the PP as a result of consultation with Coffs Harbour LALC.

4.  Roads and Maritime Services (RMS): five submissions

RMS provided submissions to Council on 21 December 2016 and 21 February, 23 May and 6 July 2017 raising issues and objections to the PP. Council staff provided additional information to RMS to resolve the matters raised, RMS withdrew its objection to the PP on 28 July 2017. The issues raised and Council’s actions in addressing those issues are discussed in Attachment 5. The majority of the issues raised relate to the wider Korora – West Sapphire – Moonee Large Lot Residential Investigation Area, rather than to the land subject to this PP. No change was made to the PP as a result of consultation with RMS.

All issues raised in these government and agency submissions are considered to have been resolved. There are no issues which will preclude the progression of this PP under the terms of the Environmental Planning and Assessment Act 1979 and Regulations 2000.

·    Community Submission

One submission was received from the community, which made reference to the PP and draft DCP amendment.  The submission is included as Attachment 7 (confidential).  No submissions were received in relation to the draft CP.

The issues raised by the submission in relation to the PP and draft DCP amendment were:

-     Support for the proposed rezoning of the land;

-     Request that an access way (local public road) be identified by the DCP to provide access to Finlays Road or Bruxner Park Road from a property currently accessed by the Pacific Highway; and

-     Set a minimum target lot yield of 11 lots in the DCP for the subject land.

Comment

-     Support for the proposed rezoning of the land is noted.

-     It is the responsibility of the applicant to provide access (including internal roads) to and within subdivision proposals, at the development application stage. This is an issue which will require consultation with RMS at that stage.

-     Development applications will be assessed on the minimum lot size, and other relevant considerations. It is not considered necessary to nominate a minimum target lot yield.

Action

No change has been made to the exhibited PP or draft DCP as a result of this submission.

All issues raised in this submission have been assessed. There are no issues which will preclude the progression of this PP under the terms of the Environmental Planning and Assessment Act 1979 and Regulations 2000.

·    Amendments to Coffs Harbour Development Control Plan (DCP) 2015

On 14 September 2017, Council resolved to endorse the use of Council’s on-line mapping system for Coffs Harbour Development Control Plan 2015 maps and to apply formal updates on an evolving basis in response to amendments to the DCP; to delete minimum target lot yield maps from the DCP; and to incorporate updates to the Preservation of Vegetation Mapping within the DCP.  DCP Chapter G7 (Attachment 2) and online mapping layers contained within the draft DCP that relate to the study area have been updated post exhibition in response to that resolution.

The DCP amendments will become effective when the LEP Amendment is made by the Minister. As a consequence, map layers of Coffs Harbour DCP 2015 relating to front, side and rear setbacks and the Preservation of Vegetation Map within this Korora precinct will revert to hyperlinks, thereby connecting the DCP to Council’s on-line GIS mapping system; and the DCP will no longer contain a Minimum Target Lot Yield Map.

Options:

Council has three options available relating to this PP, DCP and CP:

1.   Adopt the recommendation of this report.

Comment: Option 1 allows the development of approximately 11 new lots of Zone R5 Large Lot Residential (minimum 1 hectare in area) in this part of the Korora Basin, consistent with Council’s Local Growth Management Strategy (LGMS).

2.   Reject the recommendation, and resolve to investigate amendments or alternatives to the PP, DCP Chapter and/or the CP (Attachments 1, 2 and 3 to this report).

Comment: No alternative proposal (and implications) has been considered in this report.

3.   Reject the recommendation, and resolve not to proceed with the PP.

Comment: This option would mean that the subject land would remain as Zone RU2 Rural Landscape, inconsistent with Council’s LGMS.

This report recommends that Council pursue Option One as outlined above.

Sustainability Assessment:

•     Environment

Environmental sustainability issues have been considered and addressed in Part 3 of the PP (Attachment 1).

•     Social

Social sustainability issues have been considered and addressed in Part 3 of the PP (Attachment 1).

•     Civic Leadership

The following themes and indicators described in Council’s ‘My Coffs’ Community Strategic Plan are relevant to this report:

-     “We undertake development that is environmentally, socially and economically responsible;

-     “We protect the diversity of our natural environment”; and

-     “We undertake effective engagement and are informed.”

•     Economic – Broader Economic Implications

Rezoning of the subject land may eventually require an increase in infrastructure expenditure due to resultant development, mainly concerning the upgrading of Bruxner Park Road.  This funding will be generated by developer contributions, as identified in the Korora Large Lot Residential Developer CP (Attachment 3).

•     Economic - Delivery Program/Operational Plan Implications

This PP is included in Council’s Operational Plan.  There will be no implication to Council’s Operational Plan.

Risk Analysis:

The Korora Basin is an established Large Lot Residential precinct. Improvements to the local road network have been identified by the CP. This PP is considered to be of low risk to Council.

Consultation:

The PP and other documents were exhibited from 15 February 2017 to 15 March 2017. Council received a total of eleven submissions to the PP in response to the exhibition, which consisted of ten from Government agencies and one from the community. These submissions have been addressed in this report. Issues raised are discussed in detail within Attachment 5. The submissions are provided in full in Attachments 6 and 7.

Related Policy, Precedents and / or Statutory Requirements:

The following policies and statutory documents are relevant to this report, and have been addressed by the PP:

·      Coffs Harbour LEP 2013;

·      Coffs Harbour DCP 2015;

·      Coffs Harbour LGMS - Rural Residential Strategy Component 2009;

·      North Coast Regional Plan 2036 (adopted 2017)

·      Planning for Bush Fire Protection 2006;

·      State Environmental Planning Policies (SEPPs);

·      NSW P&E Section 117 Ministerial Directions;

·      Environmental Planning and Assessment Act 1979 and Regulations 2000;

·      ‘My Coffs’ Community Strategic Plan (2017);

·      Land Use Conflict in Rural Areas; and

·      Coffs Harbour City Koala Plan of Management 1999.

Implementation Date / Priority:

The timeframe to complete a PP is established in the Gateway Determination from NSW P&E. On 19 July 2017, NSW P&E has amended the finalisation date at Council’s request. The new finalisation date is 16 June 2018.  If Council adopts the PP, the projected timeline is as follows:

October 2017                                   Submission of the PP to NSW P&E, requesting a legal opinion for Council to make the LEP Amendment under delegation.

November - December 2017          Making of the LEP Amendment.

Conclusion:

This report provides the outcome of the exhibition of a PP, draft DCP and draft CP applying to residue land within the Korora Basin, consistent with Council’s LGMS.

Amendment to Coffs Harbour LEP 2013 will permit large lot residential subdivision of the subject land. Adoption of draft Coffs Harbour DCP 2015 (Chapter G7) provides appropriate development controls applying to the subject land. The Korora Large Lot Residential Area Developer CP 2017 provides information associated with funding the provision of infrastructure and facilities to service the future population of the wider Korora Basin Large Lot Residential Investigation Area.

 


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SI17/23         Traffic Committee No. 4/2017

Author:                        Senior Engineering Officer - Traffic

Authoriser:                  Director Sustainable Infrastructure

MyCoffs:                      D.2 We have effective use of public resources.

Attachments:              ATT1  SI17/23     Minutes Traffic Committee Meeting 4-2017 held on 15 August 2017

ATT2  SI17/23     Instruments Traffic Committee Meeting 4-2017 held on 15 August 2017  

 

Executive Summary

The Local Traffic Committee (LTC) Meeting minutes are presented to Council for information. There were nine items considered, two were deferred. The recommendations were of a minor nature and were therefore approved under delegated authority by the Director of Sustainable Infrastructure. The report lists the minutes for Council to note.

 

 

Recommendation:

That Council:

1.    Notes the following minor LTC items which have been authorised by the Director of Sustainable Infrastructure:

 

T.49 – No Parking Zone -  Albany Street Coffs Harbour R.503600

 

That a timed No Parking zone (8:30am – 9.30am & 3.30pm – 4.00pm School Days) on the west side of Albany Street be installed for 73 metres from 43 metres south of Market Street, Coffs Harbour, as per plan T.49-2017.

 

T.50 – Loading Zone and No Stopping - Isles Drive and Elswick Place North Boambee Valley. R.509960, 510620

 

·      No action be taken for the installation of a 20m loading zone on the eastern side       in Elswick Place from 10 metres to 30 metres north of Isles Drive, North Boambee Valley.

·      No Stopping Zone be line marked on both corners of Isles Drive and Elswick Place North Boambee Valley.

·      Left turn bay be provided in Isles Drive at Collison Place for west bound traffic by removing 1 parking space, as per plan T.50-2017.

 

T.51 – Accessible (disabled) parking space- Victoria Street Coffs Harbour 6347612, R.506000

 

That one accessible parking space be installed near 55 Victoria Street, Coffs Harbour, between the double driveways of the Legacy Nursing Home, as per plan T.51-2017.

 

T.52 – Coles Driveway & Community Village, Earl Street, Coffs Harbour Safety issue R.503120

 

Differed subject to site visit and further investigation.

 

T.53 –Dedicated Parking Spot Aust Post – Camperdown Street Coffs Harbour 6268732 R.504090

 

The request for a ‘MAIL ZONE‘ in Camperdown Street Coffs Harbour adjacent to the Jetty Post Office and the existing timed 15 minute parking be relocated south between the  Mail Zone and the Post Office driveway (approx. 12m) is not approved.

 

T.54 – Park Ave Lane – Gordon Street access and Loading zone Coffs Harbour

 

Deferred subject to site visit and further investigation.

 

T.55 – No Stopping – Park Street Sawtell 593835 R.502290

 

That a No Stopping Zone be installed on the western corner of Park Street, Sawtell near No. 20 for 20 metres, as per plan T.55-2017.

 

T.56 – Midnight Oil Concert Coffs Harbour Coast Sports Park 19 October 2017

 

The Special Event Traffic Management Plan (SETMP) and associated Traffic Control Plans (TCP) for the Midnight Oil Concert at the Coffs Coast Sports Park on Thursday, 19 October 2017, from approximately 4.00pm to 10.00pm has been approved subject to the following conditions:

·      The traffic management for the event be approved subject to the following;

·      A current insurance Certificate of Currency for a minimum insured amount of $20,000,000 and noting the Coffs Harbour City Council as an interested party for the event be submitted by 29 September 2017

·      NSW Police approval is obtained 29 September 2017 (noted that police approval D/2017/500501 was submitted to Council on 13 June 2017)

·      Roads and Maritime Services approval is obtained by way of a Road Occupancy License where event is on a State road or where the event may impact the State road network.

·      Traffic Control Plans to include a map indicating any alternative routes required for traffic detours. 

·      Traffic Control Plans to be drawn to scale and indicate the provision of passageways and clearances for pedestrian and emergency access.  Plans should be prepared in accordance with Roads & Maritime Services Guide to Traffic Control at Worksites by accredited persons

·      All signage erected for the event should not cause a hazard for motorists or pedestrians and be removed immediately following the completion of the event

·      Temporary Speed Zone Authorisation is obtained from the roads authority for any reduced speed limit/s required as part of the traffic control for the event.  Where local council is the roads authority, notification of any reduced speed limit should be forwarded to Roads and Maritime Service and NSW Police

·      Conformance with approved Traffic Management Plan and associated Traffic Control Plans which shall be implemented and controlled by Roads & Maritime Services accredited persons

·      Consultation with emergency services (Fire & Ambulance) and any identified issues addressed in a timely manner

·      Consultation with bus and taxi operators and arrangements made for provision of services during conduct of the event

·      Community and affected business consultation including adequate response/action to any raised concerns

·      Arrangements made for private property access and egress affected by the event

·      The event organiser notifies local community of the impact of the event/s by advertising in the local paper/s a minimum of one week prior to the operational impacts taking effect. The advertising must include the event name, specifics of any traffic impacts or road closures and times, alternative route arrangements, event organiser, a personal contact name and a telephone number for all event related enquiries or complaints.

 

T.57 – Sawtell Request for No Stopping and one way – Kidd Lane.

Request for No Stopping and Loading Zone and parking restrictions - Second Ave.

 

·      The existing traffic instrument i.e. T101-1993 be reinstalled with the modification of:

-     No Standing is now No Stopping.

-     No Stopping on the east side for 22m from Second Ave.

·      Mandatory No stopping be installed on the southern side of Second Ave, either side of the intersection of Kidd Lane, as per plan T.57-2017.

·      No action of the installation of a loading zone or timed parking  on the southern side of Second Avenue

 

Report

Description of Item:

The Local Traffic Committee (LTC) Meeting minutes (attached) are presented to Council for information. The recommendations were of a minor nature and were therefore approved under delegated authority by the Director of Sustainable Infrastructure. The report also lists these items for Council to note.

 

The minutes comprise nine traffic items, (six regulatory, one event and, two deferred items).

Issues:

Council should note carefully the recommendations of the LTC as they relate to the authorisation of traffic control facilities and prescribed traffic control devices with the aim to improve road safety and traffic management on local roads.

Options:

Council’s delegation under the Roads Act 1993 requires Council to seek the advice of the NSW Police and the Roads and Maritime Services (RMS) before exercising their delegated functions. This is done via the Local Traffic Committee.

 

In cases where the Local Traffic Committee advice is unanimous, and Council intends to follow that advice, Council may authorise the implementation of the facility or device without further notifying the RMS or the NSW Police.

 

If the Council wishes to act contrary to unanimous LTC advice, then Council must notify in writing, both the NSW Police and the RMS representatives on the LTC.  Council must then refrain from taking any action for 14 days so that the NSW Police or the RMS is given an opportunity to appeal to the Chairperson, Regional Traffic Committee should they wish.

 

In the case of an appeal, the decision of the Chairperson, Regional Traffic Committee is binding and final for matters under the Road Transport (Safety and Traffic Management) Act 1999.

 

Council does not need to notify the NSW Police or the RMS if they decide not to proceed with any proposal for any reason.

Sustainability Assessment:

•     Environment

Not applicable.

•     Social

The recommendations in the report serve to improve road safety and traffic flow in the Local Government Area.

•     Civic Leadership

Council is responsible for the safe and efficient operation of the local traffic facilities, recommended by the LTC.

Safe and efficient traffic facilities are in line with several objectives of the MyCoffs Community Strategic Plan including:

 

-     A.2 An Active, Safe and Healthy Community

-     C.1 Liveable neighbourhoods with a defined identity

-     D.2 We have effective use of public resources

•     Economic – Broader Economic Implications

Not applicable.

•     Economic - Delivery Program/Operational Plan Implications

Council has an existing budget for minor works associated with traffic improvements.

Risk Analysis:

The risk assessment has identified the following risks associated with the Local Traffic Committee recommendations:

·     That Council fulfil its delegations as a road manager

·     That Council fail to implement risk mitigation measures identified in the Local Traffic Committee meeting

To mitigate these risks it is recommended that Council:

·     Consider carefully the recommendations from the Local Traffic Committee following investigation and approval of the Roads and Maritime Services and the Police

That Council implement the recommendations to mitigate the road safety risks.

Consultation:

The Local Traffic Committee members’ attendance is listed on the minutes.  Most of the matters raised were requests from the community.  Relevant stakeholders were consulted and a report was submitted to the Local Traffic Committee meeting.

Related Policy, Precedents and / or Statutory Requirements:

Traffic control facilities and prescribed traffic control devices may be authorised for use on a road or road related area, whether a public road or on private land, only by the RMS or Council.

 

Traffic may be regulated for various purposes by means of notices or barriers erected by a road authority.

 

Section 50 of the Transport Administration Act 1988 permits RMS to delegate its functions to other public agencies such as Councils.

 

Section 53A Part 6 permits RMS to give directions to Councils in relation to RMS functions.

 

The Road Transport (Safety and Traffic Management) Act 1999, incorporating the Road Rules 2008 provides for a system of traffic laws relating to all vehicles and pedestrians.

Implementation Date / Priority:

Road related modifications will be listed in the works program for installation within two months of the Council meeting.

Conclusion:

Council to confirm Minutes of the formal Traffic Committee Meeting 4/2017, and to note that LTC Items T.49, T.50, T.51, T.52, T.53, T.54, T.55, T.56, and T.57 have been approved by the Director of Sustainable Infrastructure.

 


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SI17/24         Amendment to Alcohol Free Zones in Coffs Harbour CBD

Author:                        Acting Section Leader Survey & Design

Authoriser:                  Director Sustainable Infrastructure

MyCoffs:                      B.1 A thriving and sustainable local economy

Attachments:              Nil

 

Executive Summary

The closing ceremony of the Coffs Coast FIA World Rally Championship in November 2017 is the culmination of a week-long event which attracts thousands of visitors to the area and is televised globally. As in previous years, this ceremony will be held in Harbour Drive, Coffs Harbour. Part of the winners’ celebrations includes the traditional spraying of champagne. To facilitate this part of the ceremony the temporary suspension of the Alcohol Free Zone (AFZ) in Harbour Drive (West) from Gordon Street to the Pacific Highway is required.

 

Section 645 of the Local Government Act provides for Council, by resolution, to allow the temporary suspension of AFZs for specific periods or events.  The Act and Ministerial Guidelines on Alcohol Free Zones (February 2009) provides a specific procedure which must be followed in relation to suspending AFZs, and this includes a requirement to seek Council’s endorsement.

 

The closing ceremony is to be held on 19 November 2017. The recommendation is for Council to approve the temporary suspension of Harbour Drive for this year’s closing ceremony, but also for all future World Rally events.

 

 

Recommendation:

That Council:

1.       Approve the annual temporary suspension of the Harbour Drive (West) AFZ from Gordon Street to the Pacific Highway, Coffs Harbour, for one day from 1pm to 5pm to allow the podium finish for the FIA World Rally Championship closing ceremony pursuant to the provisions of Section 645 of the Local Government Act 1993

2.       Note that it is within Council’s authority, under the Act and Ministerial Guidelines, to make such an approval.

 

Report

Description of Item:

Temporary Suspension of AFZ’s

Following the re-establishment of the AFZ’s across the City in 2015 Council has been requested to consider a temporary suspension of the Harbour Drive, Coffs Harbour AFZ for the purpose of staging the podium finish of the FIA World Rally Championships (WRC) in November.

 

Section 645 of the Local Government Act provides for Council, by resolution, to allow the temporary suspension of AFZs for specific periods or events.  The Act and Ministerial Guidelines on Alcohol Free Zones (February 2009) provide a specific procedure which must be followed in relation to suspending AFZs, and this includes a requirement to seek Council’s endorsement.

 

The Special Rate Variation for the Coffs City Centre Masterplan includes funds for marketing and event activations of the City Square and events are organised or supported by the City Centre Masterplan Committee to attract people into the City Square. Approved concept designs for the revitalisation of City Square provide a space that can be flexible to cater for a range of events, including open-air movie screenings and food and wine tastings. Future events could potentially involve temporary suspension of an AFZ to allow coordination of functions that would appeal to targeted market demographics. Such events will require a further resolution of Council and consultation with the NSW Coffs Clarence Local Area Command (Police).

 

The closing ceremony of the Coffs Coast FIA World Rally Championship in November 2017 is the culmination of a week-long event which attracts thousands of visitors to the area and is televised globally. As in previous years, this ceremony will be held in Harbour Drive (West), Coffs Harbour adjacent to City Square. Part of the winners’ celebrations includes the traditional spraying of champagne. To facilitate this part of the ceremony the temporary suspension of the Alcohol Free Zone (AFZ) in Harbour Drive (West) from Gordon Street to the Pacific Highway is required.

 

The closing ceremony is to be held on 19 November 2017. This report proposes the suspension of the AFZ annually for the purpose of the WRC podium finish which includes the spraying of champagne by the winners.

Issues:

Alcohol Free Zone Suspension

The suspension has the full support of the NSW Coffs Clarence Local Area Command. There are no issues perceived with the temporary suspension as it is for a specific managed event in well frequented areas.

The recommendation provides for this suspension to occur annually for the foreseeable future which will reduce red tape and indicate Council’s willingness to facilitate this signature event for the area.

Options:

1.       Adopt the recommendations which will facilitate the podium finish for the WRC annually.

2.       Modify the recommendation to limit the suspension to the 2017 event. This will require a further report to Council in 2018.

3.       Reject the recommendation. This, however may impact negatively on the Council and jeopardise the event being held in Coffs Harbour.

Sustainability Assessment:

•     Environment

No negative environmental concerns will occur as a result of the amended alcohol controls.

•     Social

No negative social concerns are associated with amending the Harbour Drive AFZ to allow the WRC podium event to take place.  There will be a security presence in Harbour Drive. They will take action to deal with any anti-social behaviour that may take place under their existing legislation. No alcohol will be sold at the event in Harbour Drive.

•     Civic Leadership

Support for the WRC is in accord with outcomes contained in the ‘My Coffs’ Strategic Plan. In particular, the objective to promote a regional approach to tourism and maintenance of Coffs Harbour’s natural tourism and sport tourism offerings.

The event also supports the City Centre Masterplan objectives that City Square becomes “the beating heart of the City Centre, with an outdoor performance space featuring social and cultural events and attractions…”

•     Economic – Broader Economic Implications

The WRC continues to play a significant role in establishing Coffs Harbour and the region as a world class tourism destination. It provides international television coverage of the event and attracts many visitors to the area.

•     Economic - Delivery Program/Operational Plan Implications

The cost of advertising the proposed suspension is minimal and will be absorbed within current programs. The organisers will be required to cover the existing AFZ signs for the period of the suspension, and remove the covers at the end of the event.

Risk Analysis:

Temporary Suspension of AFZ’s

The event organisers conduct comprehensive risk assessments of the event and will be required to include the management of alcohol for this event.

Police have approved the suspension and there will be a security presence during the event.

Council is legally empowered to make such a decision.

The risks are considered minimal; as the suspension is simply to enable the champagne spray for the podium finish. No alcohol is sold at the event. The event is expected to take about 1 hour, so there will be very limited opportunity for consumption of alcohol.

There have been no alcohol related incidents at previous WRC events in the city centre.

Consultation:

Internally consultation has occurred with all relevant sections.  Externally, consultation has been undertaken with the Police and with City Centre Masterplan Committee, a Section 355 Committee of Council, which advises the Council in regard to expenditure of the City Centre Special Rate Variation funds and associated marketing and events.

Related Policy, Precedents and / or Statutory Requirements:

Alcohol Free Zones

Section 645 of the Local Government Act provides for Council, by resolution, to allow the temporary suspension of any AFZ. The Act and Ministerial Guidelines on Alcohol-Free Zones (February 2009) provide a specific procedure which must be followed in relation to suspending AFZs, and this includes a requirement to seek Council’s endorsement. 

 

Following adoption of the annual suspension of an AFZ Council must publish a notice in a local newspaper informing the community of the suspension that will be in place each year. AFZ street signs must be covered immediately on commencement of the timeframe and the covers removed immediately following the suspended time.

Implementation Date / Priority:

Notices will be advertised in the Coffs Coast Advocate following the Council resolution and every year before the event. The suspension will take effect on the day of the annual World Car Rally podium finish only from 1pm – 5pm.

Conclusion:

This recommendation will enable the annual suspension of the AFZ in Harbour Drive (West), Coffs Harbour for the WRC closing ceremony. It supports the objectives of the My Coffs Strategic Plan and the activation of City Square as an events hub.

The approval for this event annually will reduce red tape and indicate to the organisers that Council is supportive of the WRC in Coffs Harbour for the foreseeable future.

  


T17/18          TRUST REPORT - Coffs Coast State Park Trust Certification of Annual financial Statements 2016/17

Author:                        Manager Holiday Parks and Reserves

Authoriser:                  Director Business Services

MyCoffs:                      D.2 We have effective use of public resources.

 Attachments:             ATT1  T17/18      Draft Coffs Coast State Park Trust Financial Statements 2016/17

ATT2  T17/18      Trust Declaration  

 

 

Executive Summary

Draft financial statements are required to be certified to meet legislative requirements in relation to the completion and audit of the Coffs Coast State Park Trust annual Financial Statements for 2016/17.

 

 

Recommendation:

That Council, as Corporate Manager of the Coffs Coast State Park Trust, approve for completion by the designated signatories, the Trust and Management form for the 2016-17 Coffs Coast State Park Trust Special Purpose Financial Statements.

 

 

Report

Description of Item:

Tabled at this meeting are the draft annual Financial Statements (Special Purpose Financial Statements) for 2016/17 which are required to be authorised prior to sign off by the Auditors and the subsequent submission of the statements to the Department of Industry – Lands and Forestry.  The auditor does not provide their audit reports (required to be included in the statements sent to the Department of Industry – Landsand Forestry), until they receive signed copies of the statements and the Trusts declaration.

 

Section 122 of the Crown Lands Act requires audit completion of the Annual Financial Statements.  Signed copies of the statements will be provided to the auditors to enable completion of the audit prior to forwarding the statements to the Department of Industry – Lands and Forestry.

 

A full set of audited Financial Statements and a report will be provided to the Trust at the completion of the financial audit.

Issues:

Failure to approve the above mentioned statements will result in non-compliance with relevant legislation.

Options:

This report is to enable the Trust to ‘certify’ the annual Financial Statements for 2016/2017. This is required by legislation and therefore is the only option available to the Trust.

Sustainability Assessment:

•     Environment

There are no perceived current or future environmental impacts.

•     Social

There are no perceived current or future social impacts.

•     Civic Leadership

There are no perceived current or future civic leadership impacts.

•     Economic – Broader Economic Implications

There are no perceived current or future economic impacts.

•     Economic - Delivery Program/Operational Plan Implications

Costs for preparation of the annual Financial Statements are allocated within the Trust’s budget programs.

Risk Analysis:

A risk assessment has been carried out and it is considered that endorsement of the recommendation does not present a risk to the Trust.

Consultation:

The Annual Financial Statements were collated with the assistance of various Council staff members in conjunction with DKM (the Trust’s external auditors).

Related Policy, Precedents and / or Statutory Requirements:

The Financial Statements are prepared and presented on an annual basis in accordance with statutory and regulatory requirements.  The financial statements have been prepared in accordance with:

 

1.       Australian Accounting Standards (AASBs)

2.       Crown Lands Act,section122

Implementation Date / Priority:

The annual Financial Statements will be authorised for issue within statutory timelines.

Conclusion:

This report provides the Coffs Coast State Park Trust with the draft Financial Statements for the 2016/17 financial year.  Once audited, the final Financial Statements will be presented to the Trust with an analysis of the results.