Ordinary Council Meeting Minutes                                                       26 April 2018

 

 

  Crestclr

MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON
Thursday, 26 April 2018 AT 5.00pm

 

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

STAFF:                    General Manager, Director Sustainable Infrastructure, Acting Director Sustainable Communities, Director Business Services and Executive Assistant

 

Leave of Absence  Cr Jan Strom

 

Opening of Ordinary Meeting

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

 

Acknowledgement of Country

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

 

Statement in relation to Recording of Meetings

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

 

Disclosure of Interest

No disclosures of interest.

 


 

Apologies

2018/88

Resolved (Cr Michael Adendorff / Cr Sally Townley)

That an apology received from Councillor John Arkan for unavoidable absence be received and accepted.

 

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

Carried

 

 

Public Addresses

No public address.

 

 

Public forum

No public forum.

 

 

Mayoral Actions Under Delegated Authority

No Mayoral actions under delegated authority.

 

 

Confirmation of Minutes

2018/89

Resolved (Cr George Cecato / Cr Tegan Swan)

That the minutes of the Ordinary Meeting held on 12 April 2018 be confirmed.

 

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

Carried

 

 

 

 

2018/90

Resolved (Cr George Cecato / Cr Michael Adendorff)

That the minutes of the Extraordinary Meeting held on 12 April 2018 be confirmed.

 

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

Carried

 


 

General Manager's Reports

 

GM18/09         Council Policies

 

Executive Summary

The purpose of policy is to document Council’s intent, commitment and/or a position on a particular topic as well as ensure transparency and accountability in local government.  This report presents two policies and a supporting Charter for council adoption.

 

2018/91

Resolved (Cr Paul Amos / Cr George Cecato)

That Council adopts the following policies:

1.       Cemetery Management Policy

2.       Customer Services Policy

3.       Customer Service Charter

 

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

Carried

 

 

GM18/10         City Centre Master Plan Committee

 

Executive Summary

At its meeting of 26 October 2017, Council resolved to defer consideration of this matter to enable city centre stakeholder consultation in February 2018.

 

This report provides feedback on the public consultation exercise together with seeking Council’s adoption of the revised City Centre Master Plan Committee Terms of Reference.  The report also calls for applications for membership of the City Centre Master Plan Committee.

 

2018/92

Resolved (Cr Michael Adendorff / Cr George Cecato)

That Council:

1.    Note the consultation exercise that examined how we are progressing in achieving the objectives outlined within the City Centre Master Plan 2031 and whether these are still relevant five years since adoption (Attachment 1).

2.    Adopt the revised City Centre Master Plan Terms of Reference (Attachment 3), with a change to the wording of Clause 4 b) such that the clause reads as follows:

“To submit fully substantiated recommendations in writing to Council in regard to any expenditure of funds in accordance with the works and projects in the adopted Coffs Harbour City Centre Master Plan for Council's consideration to approve or not.”

  1. Call for applications for membership of the City Centre Master Plan Committee consistent with both the current and revised Terms of Reference.

 

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

Carried

Directorate Reports - Business Services

 

BS18/19          Bank and Investment Balances for March 2018

 

Executive Summary

Council’s Bank Balances and Investments as at 31 March 2018 totalled $202,505,204.69.  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.

 

Also included in the monthly report is a summary of Council’s Socially Responsible Investment Performance (refer attachment).

 

2018/93

Resolved (Cr Tegan Swan / Cr Michael Adendorff)

That Council note the bank balances and investments totalling $202,505,204.69 (including from loans, Developer Contributions and other avenues that form the restricted accounts and are committed for future works) as at 31 March 2018.

 

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

Carried

 

 

 

 

BS18/20          Classification of Land as Operational - Lot 98 DP 1165173, Solitary Islands Way, Sandy Beach

 

Executive Summary

Lot 98 DP 1165173 Solitary Islands Way, Sandy Beach was recently transferred to Council ownership.  The land which contains a sewer pumping station was transferred to Council in accordance with a development consent condition.  The purpose of this report is to classify the land as operational land to reflect the operational nature of the land and its improvements.

 

2018/94

Resolved (Cr Sally Townley / Cr Tegan Swan)

That Council, in accordance with Section 31 of the Local Government Act 1993, classify Lot 98 DP 1165173 Solitary Islands Way, Sandy Beach as operational land.

 

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

Carried

 


 

 

BS18/21          Release of restriction on the use of land at 1144 East Bank Road, Nana Glen

 

Executive Summary

Council has been requested by the legal representative acting for the land owner of 1144 East Bank Road, Nana Glen to remove a restriction on the use of land.  The restriction relates to a building envelope that encumbers the property.  Council recently granted consent to Development Application No. 0460/17 that affects the property, which approved a relocated building envelope as part of a two lot subdivision.  This report is required to satisfy Council’s legal responsibilities in regard to execution of the required document to effect the changed location of the building envelope.

 

2018/95

Resolved (Cr Paul Amos / Cr Sally Townley)

That Council:

1.    Approve the release of the Restriction on the Use of Land benefiting Coffs Harbour City Council, noted as item 1 in the 88B instrument registered as DP 1104252.

2.    Note that all costs in relation to this matter are the responsibility of the proponent.

 

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

Carried

 

 

 

 

BS18/22          Recoupment of Prior Expenditure from the Woolgoolga Town Centre Car Parking Developer Contributions Plan

 

Executive Summary

The Woolgoolga Town Centre Car Parking Developer Contributions Plan has been in existence for a number of years and the works outlined within the contributions plan have now been undertaken.  That plan identified sites in Market Street, Woolgoolga for acquisition for future car parks and these acquisitions were undertaken by Council in 1997 and 1999 with completion of the physical works in 2009/10.

 

Council forward funded the acquisition of the properties identified in the plan and is able to recoup the funding utilised to achieve the objectives of the contributions plan totalling $538,967.  The allocation of the funds to be recouped from the Woolgoolga Town Centre Car Parking Developer Contributions Plan to partially fund the Woolgoolga Beach Reserve Improvement Project will allow the Council to commence realising the vision detailed within the Plan of Management for the Woolgoolga Beach Reserve (southern section).

 

Also, if sufficient funds are realised from all sources (recoupment, grants and Trust funds), it may also be possible to allocate some funding to commence implementation of the broader Woolgoolga Town Centre Masterplan.

 

2018/96

Resolved (Cr Michael Adendorff / Cr Sally Townley)

That Council recoup $538,967 from the Woolgoolga Town Centre Car Parking Developer Contributions Plan and allocate those funds through the next Quarterly Budget Review in the following priority order:

1.   Woolgoolga Beach Reserve Improvement Project (Attachment 1); and

2.   Woolgoolga Town Centre Masterplan implementation.

 

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

Carried

 

 

 

 

BS18/23          Workforce Management Plan 2017-2021 - Gender Equality Strategies and Action Plan

 

Executive Summary

The Workforce Management Plan 2017-2021 identifies that workforce diversity will become an increasing focus for Council over the four years of the plan. Council will be reviewing its Equal Opportunity Management Plan to ensure that workforce diversity is incorporated as a part of everyday Council business, and to ensure that every employee and people leader understand their responsibilities for providing a work environment that accepts the principles of equal employment opportunity and avoids discrimination.

 

Diversity in the workforce means having employees from a wide range of backgrounds. This can include having employees of different ages, gender, ethnicity, physical ability, sexual orientation, religious belief, work experience, educational background, and so on.

 

This report specifically focusses on gender equality following a comprehensive review of Council’s performance.  Whilst in many aspects Council is performing ahead of many of its peers in Local Government, a wider comparison has identified opportunities for improvement, specifically in:

 

·    Employment in positions traditionally occupied by males;

·    Addressing pay equity; and

·    Increasing female leadership representation.

 

Council’s actions to address the issues identified are provided in the attached Gender Equality Strategies and Action Plan. The strategies in this Action Plan align with the broader strategies, in the Equal Opportunity Management Plan, which is currently under review. The implementation of actions will be undertaken during the remaining period of the Workforce Management Plan 2017-2021.

 

Implementing the recommended actions will ensure Council continues driving best practice diversity and inclusion over the next three years. Council will focus on creating an inclusive environment that accepts each individual’s differences, embracing their strengths and providing opportunities for all staff to achieve their full potential with the ultimate goal of organisational sustainability.

 

2018/97

Resolved (Cr Tegan Swan / Cr Sally Townley)

That Council note the report and hold a briefing for the Councillors on progress in six months’ time.

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

Carried

Directorate Reports - Sustainable Communities

 

SC18/16          Draft 2017-2021 Delivery Program (Year 2), Draft 2018/19 Operational Plan, Draft 2018-2021 Delivery Program Budgets and Draft 2018/19 Fees and Charges

 

Executive Summary

A council must prepare a Delivery Program after each ordinary election of councillors to cover the principal activities of the council for the 4 year period commencing on 1 July following the election. The council must review its Delivery Program each year when preparing an annual Operational Plan. The Operational Plan must be adopted before the beginning of each financial year, outlining the activities to be undertaken that year, as part of the Delivery Program.

These documents detail the principal activities and budgets that Council proposes to pursue to help implement the strategies and achieve the objectives set out in the MyCoffs Community Strategic Plan for the Coffs Harbour Local Government Area (LGA).

The draft Operational Plan must be publicly exhibited for at least 28 days and public submissions can be made to the council during the period.

The Draft 2017-2021 Delivery Program (Year 2) and Draft 2018/19 Operational Plan are presented at this time for consideration. The documents incorporate Council’s Draft Delivery Program Budgets 2018-2021 (for the final three years of this Delivery Program period); and Draft 2018/19 Fees and Charges and have been significantly informed by the Resourcing Strategy that addresses long-term financial, asset and workforce management.

The draft budget incorporates the ‘rate-pegging’ allowance of 2.3% approved for 2018/19. The 2018/19 budget result forecasts an estimated underlying deficit, that is; before capital revenue, of $64,000. This is comprised of estimated results of $3.86 million surplus for the General Fund, $261,000 surplus for the Water Fund and $4.185 million deficit for the Sewer Fund.

This report recommends that the draft documents be placed on public exhibition for community feedback.

 

2018/98

Resolved (Cr Tegan Swan / Cr George Cecato)

That Council:

1.   Resolve to place the following documents on public exhibition:

1.1.    Draft 2017-2021 Delivery Program (Year 2);

1.2.    Draft 2018/19 Operational Plan;

1.3.    Draft 2018-2021 Delivery Program Budgets; and

1.4.    Draft 2018/19 Fees and Charges.

2.       Note that the draft documents will be placed on public exhibition for a 28-day period from Monday, 30 April until close of business on Monday, 28 May 2018, and that the community will be encouraged to provide feedback on the documents during that time.

3.       Consider community submissions prior to adopting the final Delivery Program, Operational Plan, Delivery Program Budgets and Fees and Charges documents by 30 June 2018.

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

Carried

 

 

SC18/17          Stronger Country Communities Fund - Round 2

 

Executive Summary

The NSW Government has committed a further $200m to support infrastructure projects through a second round of the Stronger Country Communities Fund (SCCF), and local councils are eligible to apply.

Local councils are required to consult with their communities, and Council is responsible for the determination of which projects are submitted. It is recommended in the SCCF guidelines that each local government area submit projects that strongly reflect community preferences. Councils are expected to work with local sporting and other community groups to identify priority projects and submit applications on behalf of these organisations.

This report seeks determination from Council of which project applications are to be progressed for submission. 

 

2018/99

Resolved (Cr Paul Amos / Cr Tegan Swan)

That Council progress and submit applications for all thirteen proposed projects received for the Stronger Country Communities Fund round two, in the following priority order:

Local Sporting Infrastructure

Applicant

Priority Order

Proposed

Project

Project

Location

Funding Requested

 

Coffs Harbour City Council

(in conjunction with Coffs Coast Little Athletics & Northern Storm Football Club)

1

New athletic field event infrastructure, equipment storage, and change rooms

York Street Oval

$999,831

 

Coffs Harbour City Council

(in conjunction with Coffs Harbour Rugby League Football Club)

2

Upgrade of sports lighting on fields 1 & 2, and renewal of amenity block awning and hot water system

Geoff King Motors Oval

$444,000

 

Coffs Harbour City Council

(in conjunction with Woolgoolga Sports Council)

3

New sports lighting on field 2 and upgraded lighting on field 1

Woolgoolga Sports Ground

$168,000

(Total project cost $396,000)

 

Coffs Harbour City Council

(in conjunction with Sawtell and District BMX Club)

4

Upgrade of new starting hill, office storage and track lighting

Sawtell BMX Track

$547,868

 

Coffs Harbour City Council

(in conjunction with Sawtell Junior and Senior Cricket Club and Sawtell Toormina Saints AFL)

5

New change room and storage facilities

Richardson Park

$482,040

 

Coffs Harbour City Council

(in conjunction with  Westside Tennis)

6

Upgrade of two synthetic grass surface courts

Westside Tennis Club

$260,373

 

Coffs Harbour City Council

(in conjunction with  Englands Park Tennis Club)

7

Upgrade of car park

Englands Park Tennis Club

$124,692

 

Total:

$3,026,804

General Community Amenity, Place-Making and Street Beautification

 

Applicant

Priority Order

Proposed

Project

Project

Location

Funding Requested

Coffs Harbour City Council

1

New Woolgoolga Reserve Community Hub

Woolgoolga Reserve

$994,355

Coffs Harbour City Council

(in conjunction with SANDBAGS)

2

New Playground at Sandy Beach Reserve

Sandy Beach Reserve

$436,906

Coffs Harbour City Council

(in conjunction with Woolgoolga Art Gallery Inc.)

3

Refurbishment of Woolgoolga Art Gallery

Woolgoolga

$55,000

Coffs Harbour City Council

4

New Playground Shade Sails

Various locations across the LGA

$494,500

Coffs Harbour City Council

5

Renewal of Footbridge

Boambee Creek

$1,000,000

(Total project cost $1,500,000)

Coffs Harbour City Council

6

New West Coffs Off Leash Dog Park

West Coffs Reserve

$117,300

Total:

 

$3,098,061

 

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

Carried

 

 


 

 

SC18/18          Regional Sports Infrastructure Fund (RSIF)

 

Executive Summary

The NSW Government’s Regional Sports Infrastructure Fund (RSIF) will create spaces and facilities that enable communities to enjoy and take part in sport. The fund will focus on larger sporting facilities that deliver the best regional outcomes for the community.

The RSIF objectives are to:

-     increase the number and type of regional sporting facilities

-     improve the standard of existing regional sporting facilities

The RSIF provides grants between $1 million and $10 million for Regional Sport Hubs or Regionally Significant Sport Facilities.

This report seeks Council’s endorsement of one Expression of Interest to be submitted to the Regional Sports Infrastructure Fund (RSIF) for the Coffs Coast Regional Sports Hub – Stage 2 at a total project cost of $12.5 million.

If successful in proceeding to business case stage and ultimately gaining the maximum grant amount available of $10 million, Council will need to provide $2.5 million in project funding which may be captured from the future developer contributions currently planned for this site.

 

2018/100

Resolved (Cr George Cecato / Cr Michael Adendorff)

That Council Submit an Expression of Interest for the NSW Government’s Regional Sports Infrastructure Fund (RSIF) for the Coffs Coast Regional Sports Hub – Stage 2.

 

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

Carried

 

 

The Mayor requested a motion to consider item T18/04 Trust Report – Short Term Tenure for Former Deep Sea Fishing Club in closed session.

 

 

 

Motion

2018/101

Resolved (Cr Denise Knight / Cr Sally Townley)

That Council consider item T18/04 Trust Report – Short Term Tenure for Former Deep Sea Fishing Club in Closed Session.

 

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

Carried

 

 


 

 

REQUESTS FOR LEAVE OF ABSENCE

 

That leave of absence as requested from Councillor George Cecato be approved for the meeting of 10 May 2018.

 

 

 

 

QUESTIONS ON NOTICE

 

No questions on notice.

 

 

Matters of an Urgent Nature

No matters of an urgent nature.

 

 

CLOSED SESSION – SECTION 10A

 

The Mayor requested a motion to close the meeting to consider item T18/04 Trust Report - Short Term Tenure for Former Deep Sea Fishing Club, the time being 5.34pm

 

 

Motion

2018/102

Resolved (Cr Denise Knight / Cr Paul Amos)

That the meeting be closed to the staff, press and public during consideration of the following item for the reasons stated.

T18/04 Trust Report - Short Term Tenure for Former Deep Sea Fishing Club.

This report was confidential for the reason of Section 10A(2)

(c)     information that would, if disclosed, confer a commercial advatnage on a person with whom the Council is conducting (or proposes to conduct) business

(d)(i)  commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the persn who supplied it.

 

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

Carried

 

 

The staff, press and public vacated the Chamber.


 

 

OPEN MEETING

The Mayor requested an appropriate motion to enable the meeting to resolve into Open Session, the time being 6.26 pm

 

 

Motion

2018/104

Resolved (Cr Sally Townley / Cr Michael Adendorff)

That Council move into open session.

 

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

Carried

 

 

The General Manager read to the Open Meeting those parts of the Closed Session able to be made public at this point in time, namely that the matter remain confidential until negotiations are finalised.

 

 

 

 

 

Close of Meeting

The Meeting closed at 6.28pm.

 

Confirmed: 

 

 

 

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

Denise Knight

Mayor