Ordinary Council Meeting Minutes                                                           28 June 2018

  Crestclr

MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON
Thursday, 28 June 2018 AT 5.00pm

 

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

STAFF:                    General Manager, Director Sustainable Infrastructure, 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

Councillor

Items

Type of Interest

Cr Keith Rhoades

SC18/22 Community Capital Infrastructure Grants Program

Non-Pecuniary - Significant Conflict as holds an executive position of the board of management of one of the applicants.

Apologies

No apologies

 

Public Addresses

No public addresses.

Public forum

No public forums.

 

Mayoral Actions Under Delegated Authority

No Mayoral actions under delegated authority.

 

Confirmation of Minutes

2018/137

Resolved (Cr Paul Amos / Cr George Cecato)

That the minutes of the Ordinary Meeting held on 14 June 2018 be confirmed.

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

Carried

 

General Manager's Reports

 

GM18/15         2017-2021 Delivery Program (Year 2), 2018/19 Operational Plan, Delivery Program Budgets 2018-2021, and 2018/19 Fees and Charges

 

Executive Summary

Council adopted the Draft 2017-2021 Delivery Program (Year 2), Draft 2018/19 Operational Plan, Draft Delivery Program Budgets 2018-2021 and Draft 2018/19 Fees and Charges on 26 April 2018.  The draft documents were subsequently placed on public exhibition for 28 days. The exhibition was publicised and the community was invited to provide feedback. A total of 4 submissions were received and considered in Council’s review of the draft documents.

The revised Delivery Program, Operational Plan, Budgets, Fees and Charges are now presented for consideration. If adopted, these documents will be implemented from 1 July 2018.

The 2018/19 General Fund Budget delivers a surplus, excluding capital revenue, of $3.86M. The 2018/19 Water Fund Budget delivers a surplus, excluding capital revenue, of $0.26M. The 2018/19 Sewer Fund Budget delivers a deficit, excluding capital revenue, of $4.19M.

No change has occurred in the 2018/19 financial estimates for any of the Funds between the exhibited draft Budget and the final Budget.

2018/138

Resolved (Cr Tegan Swan / Cr George Cecato)

That Council:

1.         Adopt the attached revised documents as the 2017-2021 Delivery Program (Year 2), 2018/19 Operational Plan, Delivery Program Budgets 2018-2021, and 2018/19 Fees and Charges.

2.         Note that the 2018/19 General Fund Budget will deliver a projected surplus of $3.86M excluding capital revenue.

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

Carried

 

 

GM18/16         Council Committees - Appointment of Members

 

Executive Summary

Both nominations for Council Committees members require approval by Council.  This report is seeking Council endorsement of committee nominations.

2018/139

Resolved (Cr John Arkan / Cr Sally Townley)

That Council Appoints:

1.    Lukas Holland to the Sportz Central Advisory Committee

2.    Tracey Moore to the Sportz Central Advisory Committee

3.    Giselle Pit to the Lower Bucca Community Hall Management Committee

4.    Ian Shaw to the Coastal and Estuary Management Advisory Committee

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

Carried

 

 

 

GM18/17         Council Policy and Procedure

 

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 four policies and one procedure for Council adoption.

2018/140

Resolved (Cr Sally Townley / Cr George Cecato)

That Council:

1.         Adopt the following policies and procedure:

1.1.     Coastal Hazard Zone Policy

1.2.     General Manager Contract Renewal Procedure

1.3.     Sale of Land to Recover Unpaid Rates and Charges Policy

1.4.     Local Biodiversity Offsets Policy

1.5.     Dedication of Land Policy

1.6.     Voluntary Planning Agreement Policy

2.         Endorse the draft Business Incentive Policy to be placed on public exhibition for 21 days.

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

Carried

 

Directorate Reports - Business Services

 

BS18/36          Monthly Financial Performance Report for the month ended 31 May 2018

 

Executive Summary

This report presents the monthly financial performance report for 31 May 2018. The report provides information on the actual to budget position at the financial statement level and capital expenditure reports for the current financial year. The projected Year to Date surplus is $37.84M with the actual year to date being $41.59M. The explanation of year to date variances is contained within the income statement comments as part of the performance report attachment. Primarily the variances relate to timing issues. As detailed in Council’s Capital Expenditure Report considered by Council in May, the capital expenditure target for the current financial year is $46.8M with $40.1M expended to date to the end of May.

2018/141

Resolved (Cr Michael Adendorff / Cr George Cecato)

That Council :

1.      Note the monthly financial performance report for 31 May 2018, including the following Consolidated Income Statement.

CONSOLIDATED INCOME STATEMENT as at 31 May 2018:

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

94,124

94,098

93,307

User Charges & Fees

30,750

30,776

28,724

32,411

Interest & Investment Revenue

5,140

  5,221

4,545

6,170

Other Revenues

15,171

14,383

12,361

8,055

Grants & Contributions provided for Operating Purposes

12,620

10,952

9,056

10,296

RECURRENT REVENUE

158,526

155,456

148,784

150,239

 

 

 

 

 

Recurrent Expenditure

 

 

Employee Benefits & Oncosts

48,718

 47,669

43,839

46,702

Borrowing Costs

10,621

 10,621

8,034

8,024

Materials & Contracts

117,366

146,409

85,758

76,828

Depreciation & Amortisation

46,170

  38,907

35,665

35,706

Other Expenses

1,667

  12,818

8,240

7,477

Less: Capitalised Expenses

(58,482)

(97,093)

(45,311)

(40,138)

RECURRENT EXPENDITURE

166,060

159,331

136,225

134,599

NET OPERATING (DEFICIT) / SURPLUS

(7,534)

  (3,875)

12,559

15,640

 

 

 

 

 

Capital Revenue

 

 

 

 

Capital Grants, Subsidies, Contributions and Donations

25,793

37,437

25,277

25,953

CAPITAL REVENUE

25,793

37,437

25,277

25,953

NET SURPLUS

18,259

33,562

37,836

41,593

 

2.      Approve the net operating budget adjustments of ($60,000) and the net capital budget adjustments, including transfers to and from reserves, of $60,000.

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

Carried

 

 

 

BS18/37          Capital Expenditure Status Report as at 31 May 2018

 

Executive Summary

Council maintains on the community’s behalf approximately $2.2B of public infrastructure including roads, footpaths, cycleways, buildings, water, stormwater and sewerage assets, and Council executes a significant Capital Expenditure (Capex) program each year.  The total dollar value of each annual program rises and falls dependent upon the size and scale of the various projects each year.

Council has requested, via the Executive Performance Process, that quarterly reports specifying the status of the annual Capex program be provided for its review. Capital Expenditure Status Reports provide an insight into Council’s actual execution of its intended Capex program for the period.  By reviewing the status reports each quarter Council will be able to identify and monitor whether the actual delivery of the Capex program is proceeding according to the expected delivery timeframes and costs as published in each year’s Operational Plan.

The report identifies that Council has previous resolutions to commit a total of $89.96M (excluding capital works contributions from developers and capital funding provided for the Rural Fire Service) in capital expenditure. In the current 2017/18 financial year to 31 May 2018 $40.14M has been expended.

When the projects which extend over multiple financial years and the projects no longer recommended to proceed at this time are taken into consideration, the capital expenditure target for the current financial year is $46.8M. Therefore the organisation has expended 85.8% of the targeted capital expenditure 92% of the way through the year.

2018/142

Resolved (Cr Tegan Swan / Cr Paul Amos)

That Council note the report.

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

Carried

 

 

 

BS18/38          Bank and Investment Balances for May 2018

 

Executive Summary

Council’s Bank Balances and Investments as at 31 May 2018 totalled $206,329,278.82. 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 1).

2018/143

Resolved (Cr Paul Amos / Cr Michael Adendorff)

That Council note the bank balances and investments totalling $206,329,278.82 (including from loans, Developer Contributions and other avenues that form the restricted accounts and are committed for future works) as at 31 May 2018.

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

Carried

 

 

 

BS18/39          Making of Rates and Charges 2018/19

 

Executive Summary

The rates and annual charges for 2018/19 have to be formally ‘made’ under Section 535 of the Local Government Act, 1993, by Council resolution.  The rates and charges are required to be made by 1 August each year.

The Ordinary Rate structure detailed in this report incorporates an increase in Council’s General Income of 2.3% for 2018/19, being the rate peg approved by IPART

This report seeks adoption of Rates and Charges which are required to achieve income yields in support of Council’s 2018/19 Operational Plan.

2018/144

Resolved (Cr George Cecato / Cr Michael Adendorff)

That Council:

1.         Make an Ordinary Rate - Residential, pursuant to Section 494 of the Local Government Act, for 2018/2019 of (0.39783 cents) in the dollar with a Base Amount of $403.00 for all rateable land in the Coffs Harbour LGA categorised as ‘Residential’.

2.         Make an Ordinary Rate – Business, pursuant to Section 494 of the Local Government Act, for 2018/2019 of (0.96144 cents) in the dollar with a minimum rate of $673.00 for all rateable land in the Coffs Harbour LGA categorised as ‘Business’ EXCEPT land under the sub-category of Business named ‘City Centre Business’.

3.         Make an Ordinary Rate – City Centre Business, pursuant to Section 494 of the Local Government Act, for 2018/2019 of (1.42758 cents) in the dollar with a minimum rate of $654.00 for all rateable land in the Coffs Harbour LGA sub-categorised as ‘City Centre Business’.

4.         Make an Ordinary Rate – Farmland, pursuant to Section 494 of the Local Government Act, for 2018/2019 of (0.39783 cents) in the dollar and a Base Amount of $403.00 for all rateable land in the Coffs Harbour LGA categorised as ‘Farmland’.

5.         Make a Special Rate – Environmental, pursuant to Section 495 of the Local Government Act, for 2018/2019 on all rateable land in the Coffs Harbour LGA of (0.01023 cents) in the dollar with a Base Amount of $21.97.

6.         Make an Annual Charge for Domestic Waste Service – Occupied, pursuant to Section 496 of the Local Government Act, for 2018/2019 on all occupied rateable land, categorised Residential or Farmland, to which a domestic waste service is (or able to be) provided.

The amount of the annual charge will be the amount derived by applying the formula: C = S x UD

Where 'C' equals the annual charge, 'S' equals the number of general waste bins provided to the parcel of land or lot in a strata plan for collection or the number of separate occupations, or one (1), whichever is the greater, and 'UD' (Unit Price Domestic Waste) is $655.00.

Subsidiary (or extra) Domestic Waste Services pursuant to Section 501 of the Local Government Act, for 2018/2019 will incur the following annual charges per service:

6.1   Domestic General Waste Service - $290.00

6.2   Domestic Recycling Service - $107.00

6.3   Domestic Recycle Upgrade Service - $39.00

6.4   Domestic Organic Waste Service - $184.00

6.5   Domestic Supply of Bins Service - $109.00

6.6   Domestic Bin Reinstatement Fee - $100.00 per bin

7.         Make an Annual Charge for Domestic Waste – Vacant Land, pursuant to Section 496 of the Local Government Act, for 2018/2019 of $164.00, on all vacant rateable land categorised Residential and Farmland, to which a domestic waste service is available.

8.         Make an Annual Charge for Non-Domestic Waste – Occupied, pursuant to Section 501 of the Local Government Act for 2018/2019 on all occupied rateable land categorised Business or sub-categorised City Centre Business, to which a waste collection service is provided (or is able to be provided).

The amount of the annual charge will be the amount derived by applying the formula
C = S x UB, where 'C' equals the annual charge, 'S' equals the number of general waste bins provided to the parcel of land or lot in a strata plan for collection or the number of separate occupations, or one (1) whichever is the greater and 'UB' (Unit Price - Non Domestic) is $655.00.

Subsidiary (or extra) Non-Domestic Waste Services pursuant to Section 501 of the Local Government Act, for 2018/2019 will incur the following annual charges per service:

8.1   Non-Domestic General Waste Service - $290.00

8.2   Non-Domestic Recycling Service - $107.00

8.3   Non-Domestic Recycle Upgrade Service - $39.00

8.4   Non-Domestic Organic Waste Service - $184.00

8.5   Non-Domestic Supply of Bins Service - $109.00

8.6   Non-Domestic Bin Reinstatement Fee - $100.00 per bin

9.         Make an Annual Charge for Non-Domestic Waste – Vacant Land, pursuant to Section 501 of the Local Government Act, for 2018/2019 of $164.00, on all vacant rateable land categorised Business or sub-categorised City Centre Business to which a non-domestic waste service is available.

10.      Make an Annual Charge for Non-Rateable (Non-Domestic) Waste Service, pursuant to Section 496(2) of the Local Government Act, for 2018/2019 on all occupied non-rateable properties to which a waste collection service is provided.

The amount of the annual charge will be the amount derived by applying the formula
C = S x UN, where 'C' equals the annual charge, 'S' equals the number of general waste bins provided for collection or the number of separate occupations, or one (1) whichever is the greater and 'UN' (Unit Price Non-Rateable) is $655.00.

Subsidiary (or extra) Non-Rateable (Non-Domestic) Waste Services pursuant to Section 501 of the Local Government Act, for 2018/2019 will incur the following annual charges per service:

10.1    Non-Rateable General Waste Service - $290.00

10.2    Non-Rateable Recycling Service - $107.00

10.3    Non-Rateable Recycle Upgrade Service - $39.00

10.4    Non-Rateable Organic Waste Service - $184.00

10.5    Non-Rateable Supply of Bins Service - $109.00

10.6    Non-Rateable Bin Reinstatement Fee - $100.00 per bin

11.      Make an Annual Charge – Sewerage Access Charge, pursuant to Section 501 of the Local Government Act, for 2018/2019 on all rateable land categorised Residential or Farmland, EXCEPT land prescribed under Section 552 (3) (a) and (b) of the Local Government Act.

The amount of the annual charge will be $838.00 per occupation or $578.00 for vacant land.

12.      Make an Annual Charge – Sewerage Access Charge, pursuant to Section 502 of the Local Government Act, for 2018/2019 on all rateable land categorised Business or within the Business subcategory ‘City Centre Business’ EXCEPT land prescribed under Section 552(3) (a) and (b) of the Local Government Act.

The amount of the annual charge will be:

For vacant land - $578.00.

For occupied land the charge will be calculated using the formula:

SDF x MF x AC factor (with a minimum charge of $578.00).

Where:       SDF = Sewer Discharge Factor

MF = Meter Factor (refer to table 1 below)

AC factor = $820.00 (charge for 2018/2019).

Where no Council water service is installed on an occupied property (and able to be connected to the sewerage system) a Meter Factor (MF) equal to one (1) and a Sewer Discharge Factor (SDF) equal to 95% will be assumed for the calculation of the annual sewer access charge (i.e. 1 x 95% x $820.00 = $779.00).

Table 1 - Meter Charge Factors - Annual Sewer Access Charge (Non-Residential)

Meter Size

(in mm)

Charge

Factor

Meter Size

(in mm)

Charge

Factor

Meter Size

(in mm)

Charge

Factor

15

1.00

40

4.00

100

25.00

20

1.00

50

6.30

150

56.30

25

1.60

65

10.60

200

100.00

32

2.60

80

16.00

Fire Service

Nil

 

13.      Make an Annual Charge – Private Sewer Pump Station Management Charge, pursuant to Section 501 of the Local Government Act, for 2018/2019 on all rateable land.

The amount of the annual charge will be $136.00 per private sewer pump station.

14.      Make an Annual Fee for On-site Sewage Administration (low risk systems), pursuant to Section 608 of the Local Government Act for 2018/2019 on each property on which an on-site sewage management system(s) is installed.

The amount of the fee will be the amount derived by applying the formula

C = OS x UPL where 'C' equals the annual fee, 'OS' equals the number of on-site sewage management systems and 'UPL' (Unit Price) is $34.00 for low risk on-site sewage systems.

15.      Make an Annual Fee for On-site Sewage Administration (medium risk systems), pursuant to Section 608 of the Local Government Act for 2018/2019 on each property on which an on-site sewage management system is installed.

The amount of the fee will be the amount derived by applying the formula:

C = OS x UPM here 'C' equals the annual fee, 'OS' equals the number of on-site sewage management systems and 'UPM' (Unit Price) is $68.00 for medium risk on-site sewage systems.

16.      Make an Annual Fee for On-site Sewage Administration (high risk systems), pursuant to Section 608 of the Local Government Act for 2018/2019 on each property on which an on-site sewage management system is installed.

The amount of the fee will be the amount derived by applying the formula

C = OS x UPH where 'C' equals the annual fee, 'OS' equals the number of on-site sewage management systems and 'UPH' (Unit Price) is $204.00 for high risk on-site sewage systems.

17.      Make an Annual Charge – Water Access Charge, pursuant to Section 501 of the Local Government Act, for 2018/2019 on all rateable land categorised Residential or Farmland EXCEPT: Land prescribed under Section 552(2) of the Local Government Act (or) Farmland rated properties using water for a commercial farming purpose.

The amounts of the annual charge will be:

17.1   For vacant land or land comprising a single residential dwelling or a lot within a strata plan - $145.00.

17.2   For land on which is erected a building or buildings adapted for two or more separate occupations, including (but not limited to) a dual occupancy or residential flat building(s) not being part of a strata plan, the amount derived by applying the formula AC = T x $145.00 where 'AC' equals the Annual Charge, 'T' equals the number of separate occupations.

18.      Make an Annual Charge – Water Access Charges, pursuant to Section 501 of the Local Government Act, for 2018/2019 on all rateable land categorised Business (and sub-category City Centre Business) or Farmland EXCEPT: Land prescribed under Section 552(2) of the Local Government Act (or) Farmland rated properties using water for a residential purpose.

The amount of the annual charges will be:

18.1   For vacant land or occupied land that is not connected to the water supply - $145.00.

18.2   For land not included in (1) above the amount is derived by applying the formula AC = MF x $145.00 where 'AC' equals the Annual Charge, 'MF' equals the aggregate of the charge factors for all meters on the property (see table 2 below for charge factors), and $145.00 is the unit price.

Table 2 – Meter Charge Factors - Water Access Charge (Non-Residential)

Meter Size

(in mm)

Charge

Factor

Meter Size

(in mm)

Charge

Factor

Meter Size

(in mm)

Charge

Factor

15

1.00

40

4.00

100

25.00

20

1.00

50

6.30

150

56.30

25

1.60

65

10.60

200

100.00

32

2.60

80

16.00

Fire Service

1.00

 

19.      Make an Annual Charge - Water Backflow Charge, pursuant to Section 501 of the Local Government Act, for 2018/2019 of $15.75 per testable backflow device on rateable properties under the category of Residential or Farmland in respect of land prescribed under Section 552(1).

20.      Make an Annual Charge - Water Backflow Charge, pursuant to Section 501 of the Local Government Act, for 2018/2019 of $63.00 for the first testable backflow device and $15.75 for any additional testable backflow device(s) on rateable properties under the category of Business or sub-category of City Centre Business in respect of land prescribed under Section 552(1).

21.      Make an Annual Charge for Effluent Removal, pursuant to Section 501 of the Local Government Act, for 2018/2019 of $486.00 for each system able to be connected to the sewerage system (properties with this charge applied may also be charged an annual sewer access charge).

22.      Make an Annual Charge for Effluent Removal, pursuant to Section 501 of the Local Government Act, for 2018/2019 of $486.00 for each system not yet on Council’s subsidised pump-out service and not able to be connected to the sewerage system.

23.      Make an Annual Charge for Effluent Removal (Special), pursuant to Section 501 of the Local Government Act, for 2018/2019 of $838.00 for each system not able to be connected to the sewerage system. A subsidised effluent pump-out service is provided with this charge.

24.      Make an Annual Charge for Trade Waste, pursuant to Section 501 of the Local Government Act, for 2018/2019. This annual charge is based on the number of trade waste generators at each property.

Table three shows the annual charge applicable for a particular number of trade waste generators at a property.

Table 3 – Annual Charge for Trade Waste

Number of Trade

Waste Generators

Annual Trade

Waste Charge

1

   $209.00

2 to 4

   $418.00

5 to 9

   $993.00

10 to 14

$1,934.00

15 to 19

$2,875.00

20 to 24

$3,764.00

25 to 29

30 to 34

$4,600.00

$5,437.00

>34

$6,273.00

Dump Point

$418.00

25.      Make a Water Usage Charge for a property of a Residential nature, pursuant to Section 502 of the Local Government Act, for 2018/2019 of $2.93 per kilolitre for each kilolitre of water registered, up to a daily average of one (1) kilolitre per occupation for the period read; this is to be known as the Tier 1 (or Step 1) water usage charge.

26.      Make a Water Usage Charge for a property of a Residential nature, pursuant to Section 502 of the Local Government Act, for 2018/2019 of $4.40 per kilolitre for each kilolitre of water registered, over a daily average of one (1) kilolitre per occupation for the period read; this is to be known as the Tier 2 (or Step 2) water usage charge.

27.      Make a Water Usage Charge (Raw Water Supply), pursuant to Section 502 of the Local Government Act, for 2018/2019 of $1.47 per kilolitre for each kilolitre of water registered, up to a daily average of one (1) kilolitre per occupation supplied for the period read, this is to be known as the Tier 1 (or Step 1) raw water usage charge.

28.      Make a Water Usage Charge (Raw Water Supply), pursuant to Section 502 of the Local Government Act, for 2018/2019 of $2.20 per kilolitre for each kilolitre of water registered, over a daily average of one (1) kilolitre per occupation supplied for the period read, this is to be known as the Tier 2 (or Step 2) raw water usage charge.

29.      Make a Water Usage Charge, pursuant to Section 502 of the Local Government Act, for 2018/2019 of $2.93 per kilolitre for each kilolitre of water registered on any meter fitted to any Non-Residential property.

30.      Make a Water Usage Charge, pursuant to Section 502 of the Local Government Act, for 2018/2019 of $8.97 per kilolitre for each kilolitre of water registered on any meter fitted for providing a fire service at a property.

31.      Make a Sewer Usage Charge, pursuant to Section 502 of the Local Government Act, for 2018/2019 of $2.20 per kilolitre.  Sewerage discharge is based on water usage and varies depending on Sewer Discharge Factors (SDF) allocated to individual water meters on individual properties. Usage is generally determined with the use of meters, which in certain circumstances may not be directly connected to Council’s water supply.

32.      Make a Trade Waste Usage Charge (for compliant trade waste discharge – Charge Category 2 generators), pursuant to Section 502 of the Local Government Act, for the 2018/2019 charge period of $1.82 per kilolitre.

33.      Make a Trade Waste Usage Charge (for non-compliant trade waste discharge – Charge Category 1 generators), pursuant to Section 502 of the Local Government Act, for the 2018/2019 charge period of $1.82 per kilolitre.

34.      Make a Trade Waste Usage Charge (for non-compliant trade waste discharge – Charge Category 2 generators), pursuant to Section 502 of the Local Government Act, for the 2018/2019 charge period of $16.65 per kilolitre.

35.      Make an Annual Stormwater Management Service Charge, pursuant to Section 496A of the Local Government Act, for 2018/2019, to be applied against rateable properties categorised as Business or Residential within Council’s stormwater catchments. The amount of the annual charges will be:

35.1   Residential properties (not being strata units) - a flat charge of $25.00 will apply.

35.2   For Residential Strata Units - a flat charge of $12.50 will apply.

35.3   For Business properties (not being strata units) the charge is based on total (estimated) impervious land area using the following criteria:

Divide the total impervious land area by 350 square metres. This will result in an amount which, (rounded up to the nearest whole number) is multiplied by $25.00. This annual charge will therefore be an amount divisible by $25.00 with the minimum charge being $25.00 for properties having a land area of 350 square metres or less.

35.4   For Business Strata Units (in a complex containing only business units) - the charge is determined by a method similar to that detailed in point (III) above, except that the total land area charge for the strata complex (being a multiple of the $25.00 charge) is further apportioned to individual strata units within the complex using the unit entitlement recorded for each unit.  A minimum charge of $5.00 per strata unit applies to calculated charges less than this amount.

35.5   For Business Strata Units (in a mixed complex containing residential units) – the charge for these units will be the same as residential strata units being a flat charge of $12.50.

36.      Make an Interest Charge of 7.5%, pursuant to Section 566 of the Local Government Act, for 2018/2019 being the maximum amount determined by the Minister for Local Government; calculated daily on a simple basis, on overdue rates and charges (EXCEPT water, sewer and trade waste usage charges).

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

Carried

 

 

 

BS18/40          Granting of Voluntary Pension Rebates for 2018/19

 

Executive Summary

The Local Government Act 1993, (the Act) provides that the Council must grant a mandatory rebate to eligible pensioners for rates and charges.  Council is then reimbursed by subsidy payment for a proportion of the amount rebated.  Section 582 of the Act provides that Council may grant an additional voluntary pensioner rebate which this report outlines.

Since 2002 Council has granted additional voluntary pensioner rebates to eligible pensioners in respect of the Environmental Levy and Domestic Waste Charges.  The granting of these additional rebates is resolved by Council on an annual basis and is provided for in the 2018/19 budget at a cost of $638,000.

2018/145

Resolved (Cr Michael Adendorff / Cr Sally Townley)

That Council:

1.         Grants a voluntary rebate under Section 582 of the Local Government Act in 2018/2019 to eligible pensioners in respect of the Environmental Levy and Domestic Waste charges.  The level of rebate to be:

1.1.    In the case of the Environmental Levy – the amount that is the difference between 50% of the ad valorem rate and 50% of the Base Amount and the mandatory rebate to be applied under Section 575 of the Local Government Act.

1.2.    In the case of the Domestic Waste Charge – the amount that is the difference between $87.50 and the mandatory rebate to be applied under Section 575 of the Local Government Act.

2.         Notes the provision of $638,000 in the 2018/2019 budget to meet the cost of providing voluntary pension rebates.

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

Carried

 

 

 

BS18/41          Environmental Levy Major Strategic Projects 2018-2021

 

Executive Summary

At its meeting on 10 May 2018 Council adopted a new Environmental Levy (EL) Policy. As part of this resolution there were eight Major Strategic Programs / Projects identified for consideration, for the remaining term of Council’s Delivery Program.

The EL funding allocated for Major Strategic Programs / Projects pool is 75% of the total Environmental Levy funding pool. Based on the proposals received and the financial analysis conducted, all requests for funding can be met for the remaining three years. Based on projections there will be a small surplus of unallocated funds within the Major Strategic Programs / Projects pool, which will be available to fund any emergent expenditure in the major strategic pool as determined in the future by Council.

2018/146

Resolved (Cr Sally Townley / Cr Tegan Swan)

That Council:

1.         Approves the following funding allocations for the Environmental Levy Major Strategic Programs / Projects, for the remaining three years of Council’s current Delivery Program:

Major Strategic Programs / Projects

2018/19

2019/20

2020/21

EL Coordination

64,993

66,943

68,951

Improving Diversity with CHCC Bushland Reserves

200,000

206,000

212,180

Management of Key Environmental Weeds Within Council Managed Lands

100,000

103,000

106,090

Conservation & Sustainable Management of Biodiversity

120,000

123,600

127,308

Orara River Rehabilitation Project

200,000

202,700

205,449

Supporting Community Landcare Action in the Coffs Harbour LGA

190,328

223,411

227,267

Community Sustainable Living Program

100,000

103,000

106,090

North Coast Regional Botanic Garden Education Officer

20,000

20,600

21,218

Total

$995,321

$1,049,254

$1,074,553

 

2.         Disburse the unallocated funds on a pro rata basis to the Bushland Regeneration and Environmental Weeds major projects.

3.         Review the needs of the EL Administration role within the next twelve months.

4.         Review the possibility of additional Waterway Health projects in the LGA, with primary focus on Coffs Creek rehabilitation, which may be suitable to support seeking an increased Water Fund allocation.

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

Carried

 

 

 

BS18/42          Coffs Harbour Regional Airport Governance and Management Options

 

Executive Summary

At its meeting on 23 November 2017, Council endorsed the undertaking of an options study to inform consideration of future governance and management options for Coffs Harbour Regional Airport (CHRA).

Consultants, The Airport Group, were engaged in March 2018 to undertake the study and their report (refer Attachment 1) is now provided to Council for consideration. The report sets out a comprehensive list of the various options available through which a public infrastructure asset such as an airport can be operated and managed. For each of these options a case study is provided of where these models have been seen by the consultants to operate in practice. The report also outlines a high-level overview of the legal implications and processes required to implement them.

As a result of these initial steps, the consultants subsequently dismissed a number of options, which were deemed not currently suited to CHRA. Therefore, the more in-depth analysis focusses on the options that are considered potentially workable in the current environment. Each of these options was assessed by the consultants against a number of key objectives for the future operation of the airport, which were derived from discussion with the Airport Focus Group and Council.

The report recommends that further work be done on both the airport management contract model and airport lease model to gauge readiness for implementation of both of these options. This work will also allow Council to obtain a better understanding of current market interest and potential pricing, costs and time required to implement each of the models.

The completion of the options investigation will ensure Council is fully informed to make a decision on the governance and management arrangements for CHRA.

2018/147

Resolved (Cr Keith Rhoades / Cr John Arkan)

That Council undertakes further investigation of the Airport Management Contract, Leasehold and Transfer of the Airport Operations into a Council Owned Corporate Entity Models to support Council making a fully informed decision on the governance and management arrangements for Coffs Harbour Regional Airport, and this work is to include:

1.    That Council seek a formal valuation for the Coffs Harbour Airport offered for tenure with a long term lease.

2.    That Council seek a formal valuation for the proposed Enterprise Park at Christmas Bells Drive, exploring various leasehold and long term tenure options.

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

Carried

 

 

Directorate Reports - Sustainable Communities

Cr Rhoades declared an interest in the following item, vacated the chamber and took no part in the discussion or voting, the time being 5.35pm.

 

SC18/22          2018/19 Community Capital Infrastructure Grants Program

 

Executive Summary

Council’s 2018/19 Operational Plan allocates an amount of $318,270 for the Community Capital Infrastructure Grant Program to fund community infrastructure projects. Council sought applications from not-for-profit organisations seeking to construct new public facilities or to refurbish existing infrastructure.

Twelve applications, requesting $293,337 from the grant, were received for proposed projects to the value of $701,880. Council considered all applications in accordance with the assessment criteria and eleven applications for an amount of $266,050 are recommended for funding, plus provision of $2,180 for project management by Council staff.

Given that there is a relatively small balance remaining of $50,040, and that administering the grant process is resource intensive, a second round of this Program for 2018/19 is not recommended.

As small Section 355 Committees of Council, many Council community halls do not have the capacity to provide match funding to support an application to the Community Capital Infrastructure Grants Program for works required. It is therefore also recommended that funds from the balance of $50,040 are allocated for community facility upgrades.

 

2018/148

Resolved (Cr Sally Townley / Cr Tegan Swan)

That Council:

1.         Approve the allocation of Community Capital Infrastructure Grants totalling $268,230 as follows:

Organisation

Proposed Project

Total Cost of Project

($)

Requested Council Funding

($)

Funding Recommended

($)

1.   Rotary Club of Coffs Harbour Ltd

Jetty Foreshores shade/picnic shelters (x2) from the ‘Gallow’s’ carpark to the southern wall

63,000

31,500

31,500

2.   Woolgoolga Surf Lifesaving Club Inc.

Fit-out of function room including commercial kitchen and kiosk (component of total build)

205,304

102,652

102,500

3.   Marine Rescue Woolgoolga

Solar PV power to new building at Arrawarra

5,945

2,972

2,700

4.   Gumnut Cottage Childcare Centre

Renovation of pre-school room bathroom

26,000

13,000

13,000

5.   Red Rock Corindi Surf Lifesaving Club Inc.

Installation of new hot water service to surf club amenities

6,200

3,100

2,800

6.   Coffs Harbour Showground & Public Recreation Trust

Two sets of portable seating for use at the showgrounds and at community events such as Anzac Day

25,396

12,608

11,500

7.   South Coffs Community Gardens Inc.

Community pavilion and pathways

18,357

8,981

9,000

8.   England’s Park Tennis Club Inc.

Upgrade of synthetic surface on courts 1 and 2

60,630

20,000

20,000

9.   Coramba Community Hall

Preservation and conservation of Coramba Hall Honour Roll

17,500

8,750

8,750

10.  Sawtell Catholic Care of the Aged

‘The Link’ Community Space

202,000

54,000

54,000

11.  Sawtell Surf Life Saving Club Inc.

Repairs to the Balcony of Sawtell SLSC

39,968

19,984

10,300

Project Management by Council Staff

 

 

2,180

Total:

$701,880

$293,337

$268,230

2.         Approve the allocation of the balance of the Program towards the upgrade of Community Facilities

Community Facility Upgrades

Total Cost

($)

Coramba Hall:

·  9KW Heating and cooling air conditioning system - $8,940

·  Upgrade of switchboard - $2,000

·  Coin operated device - $1,450

12,390

Toormina Community Centre:

·  Heating and cooling air conditioning system - $6,300

·  Coin operated device - $1,350

7,650

Lowanna Community Hall:

·  Construction of an accessible bathroom, including connection to septic system

20,000

Replacement signage - Coramba Hall, Boambee East Community Centre, Ayrshire Park Sportsground, Nana Glen Showground and Equestrian, and Eastern Dorrigo Showground and Community Hall

10,000

Total:

50,040

 

For:         Crs Knight, Adendorff, Amos, Arkan, Cecato, Swan and Townley

Carried

Cr Rhoades returned to the meeting, the time being 5.36pm.

 

 

 

SC18/23          Coffs Creek and Park Beach Flood Study and Park Beach Flood Risk Management Plan - Final

 

Executive Summary

Council approved the Draft Coffs Creek and Park Beach Flood Study – February 2018, accompanying maps and the Draft Park Beach Management Options Assessment – February 2018 for public exhibition at its meeting on 22 February 2018. The Public Exhibition period ran from 28 February 2018 to 30 March 2018.

No submissions were received during the exhibition period. As no submissions were received, no changes have been made to the documents.

This report recommends that Council adopt the Coffs Creek and Park Beach Flood Study – May 2018 and the Park Beach Management Options Assessment – May 2018.

 

2018/149

Resolved (Cr Sally Townley / Cr Paul Amos)

That Council:

1.         Endorse Coffs Creek and Park Beach Flood Study – May 2018 (Attachment 1) and accompanying maps (Attachment 2).

2.         Endorse Park Beach Management Options Assessment – May 2018 (Attachment 3).

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

Carried

 

Notices of Motion – Sustainable Infrastructure

 

NOM18/10      Hastings Street Woolgoolga - Planned Improvements

 

Motion (Cr John Arkan / Cr Tegan Swan)

"That Council receive a report from staff providing information on planned improvements to Hastings Street, Woolgoolga, in particular highlighting the areas where improved parking outcomes can be provided in that precinct.”

 

Cr Arkan requested the wording be changed to include the following:

1.     "That Council receive a report from staff providing information on planned improvements to Hastings Street, Woolgoolga, in particular highlighting the areas where improved parking outcomes can be provided in that precinct.

2.     Any possible funding options presented in that report."

The Mayor asked Councillors if they hand any objection to the change to the original motion.

No objections were received.

2018/150

Resolved (Cr John Arkan / Cr Tegan Swan)

1.         "That Council receive a report from staff providing information on planned improvements to Hastings Street, Woolgoolga, in particular highlighting the areas where improved parking outcomes can be provided in that precinct.

2.         Any possible funding options presented in that report."

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

Carried

The General Manager left the meeting, the time being 5.44pm and returned at 5.46pm.

 

NOM18/11      Jetty Foreshores - Shade Tree Planting Program

 

Motion (Cr Sally Townley / Cr Tegan Swan)

"That Council undertake an accelerated shade tree planting program at the recently upgraded area of the Jetty Foreshores."

 

Cr Townley requested the wording be changed to include the following:

"That Council investigate an accelerated shade tree planting program at the recently upgraded area of the Jetty Foreshores."

The Mayor asked Councillors if they hand any objection to the change to the original motion.

No objections were received.

2018/151

Resolved (Cr Sally Townley / Cr Tegan Swan)

"That Council investigate an accelerated shade tree planting program at the recently upgraded area of the Jetty Foreshores."

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

Carried

 

Directorate Reports - Sustainable Infrastructure

 

SI18/15           Diamond Head Drive Project Update

 

Executive Summary

Diamond Head Drive is the final project of four projects to upgrade the entry roads of Northern Beaches villages. The project was adopted by Council in 2016 during its considerations leading to the adoption of the current 2017/18 Operational Plan.

The Project is advancing according to its schedule and is timelined to be complete in September 2018.

The Project is also the final major project which pre-dates Council’s decision to forward fund (via the Accelerated Design Process) the full investigation and final design of all capital asset projects prior to the setting of annual budgets. As such, the Diamond Head Drive Project is the final major legacy capital asset project whose budget was allocated utilising the now disgarded first principles-based assumptions method of budgetting. A number of those assumptions have not held and a significant risk of a cost escalation for the project has arisen as a result.

Council allocated a total budget of $2,195,106 based upon the staff budget recommendations which were underpinned by those assumptions. This report highlights the cost escalation risk issues which have arisen since that time and recommends that Council now consider the reallocation of several identified funding sources for the purpose of creating a project contingency fund of a further $959,315 which is assessed as sufficient to mitigate the identified cost escalation risk.

This report does not request Council to vote/commit any reallocations of funds at this time. If appropriate, that process will be undertaken via a future Quarterly Budget Review in due course.

2018/152

Resolved (Cr Paul Amos / Cr John Arkan)

That Council note the report.

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

Carried

Trust Reports

 

T18/10 TRUST REPORT - Update on the transition to the Crown Land Management Act 2016

 

Executive Summary

The Minister for Lands and Forestry, the Hon. Paul Toole MP has announced that the Crown Land Management Act 2016 (CLM Act) will commence on 1 July 2018. The key implications for Council will be the removal of the concept of “reserve trusts” and “reserve trust managers” (e.g. Coffs Coast State Park Trust) in lieu of being appointed “Crown land managers” and the ability to manage Crown reserves under the Local Government Act 1993 as opposed to the existing requirement to manage Crown reserves under the Crown Land Act 1989.

 

2018/153

Resolved (Cr Sally Townley / Cr John Arkan)

That Council, as Corporate Manager of the Coffs Coast State Park Trust and all other current Reserve Trusts under corporate management by Council:

1.         Note the report.

2.         Note that a Councillor Briefing will be scheduled to provide an opportunity to discuss the reform and the transition process.

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

Carried

 

 

 

T18/11 TRUST REPORT - Short Term Tenure of Former Deep Sea Fishing Club

 

Executive Summary

Council, as Corporate Manager of the Coffs Coast State Park Trust, last considered this matter on 26 April 2018 in closed session. This report provides further information as requested, to inform Council’s consideration of the short term tenure of the former Deep Sea Fishing Club facility.

 

2018/154

Resolved (Cr Tegan Swan / Cr Sally Townley)

That Council, as Corporate Manager of the Coffs Coast State Park Trust, considers the report and adopts the recommendation as detailed in the confidential attachment.

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

Carried

 

 

REQUESTS FOR LEAVE OF ABSENCE

No requests for leave of absence.

 

questions on notice

No questions on notice.

 

Matters of an Urgent Nature

No matters of an urgent nature.

 

 

Close of Meeting

The Meeting closed at 5.55pm.

 

Confirmed:  12 July 2018

 

 

 

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

Denise Knight

Mayor