Coffs Harbour City Council

04 July 2018

 

Ordinary Council Meeting

 

The above meeting will be held in the Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour on:

 

Thursday, 12 July 2018

 

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.      Notices of Motion - Trust

19.      Trust Reports

20.      Requests for Leave of Absence

21.      Questions On Notice

22.      Matters of an Urgent Nature

23.      Consideration of Confidential Items (if any)

24.      Close of Ordinary Meeting.

 

 

Steve  McGrath

General Manager

 

 


Order of Business

 

  

Notices of Motion General

NOM18/12      Code of Meeting Practice Amendment....................................................... 3

Notices of Motion Sustainable Communities

NOM18/13      Costs Associated with Library Budget..................................................... 4

Directorate Reports - Sustainable Communities

SC18/24          Arts and Cultural Development Grants 2018-19.................................... 5

SC18/25          Planning Proposal - Reclassification of Public Land - 50 Minorie Drive, Toormina (Lot 2 DP 579023) - Pre-Gateway Determination.... 14

SC18/26          Bunker Cartoon Gallery Licence Agreement...................................... 53

Notices of Motion Sustainable Infrastructure

NOM18/14      Dump Points for Recreational Vehicles in Coffs Harbour Local Government Area............................................................................................... 58

NOM18/15      Solar Lighting in Woolgoolga..................................................................... 59

Directorate Reports - Sustainable Infrastructure

SI18/16           Status Report on Resolution to NOM 17/19 Flooding Risks............ 60  

Questions on Notice

QON18/02      T2S Reserve Funds............................................................................................. 69

QON18/03      Pool Maintenance and Improvements....................................................... 71

QON18/04      Status of Korora - West Sapphire - Moonee Large Lot Residential Investigation Area............................................................................................. 72  


NOM18/12   Code of Meeting Practice Amendment

Attachments:          Nil

 

Motion:

Councillor Rhoades has given notice of his intention to move the following:

“That Council amend its Code of Meeting Practice to allow debate on both Recommendations and Amendments during debate discussions and before a Vote is taken,”

 

Rationale:

Nil.

Staff Comment:

In December 2017 the Office of Local Government (OLG) provided a draft Model Code of Meeting Practice. The OLG sought feedback until March 2018. The final version is yet to be released.

 

Section 10 of the draft OLG Model Code of Meeting Practice deals with the ‘Rules of Debate’ in particular 10.14 states:

 

While an amendment is being considered, debate must only occur in relation to the amendment and not the original motion. Debate on the original motion is to be suspended while the amendment to the original motion is being debated.

 

The full document can be found at: http://www.olg.nsw.gov.au/sites/default/files/OLG%20-%20Draft%20Model%20Code%20of%20Meeting%20Practice_0.pdf

  


NOM18/13   Costs Associated with Library Budget

Attachments:          Nil

 

Motion:

Councillor Rhoades has given notice of his intention to move the following:

"That a report be provided to Council containing the extra costs associated with the Library Budget for the forward estimates and the 18/19 financial year taking into consideration the State Budget shortfall for Libraries of 18%. This report to cover all Libraries in the Coffs Harbour LGA."

 

Rationale:

“Will speak to the NoM at the meeting.”

Staff Comment:

A report can be provided.

  


SC18/24       Arts and Cultural Development Grants 2018-19

Author:                        Library, Museum, Gallery & Cultural Services Team Leader

Authoriser:                  Director Sustainable Communities

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:              Nil

 

Executive Summary

An amount of $37,400 has been allocated to fund the Arts and Cultural Development Grant Program for 2018/19.

Council sought applications from the community for projects and activities, with financial support between $2,000 and $5,000 being offered to applicants. The grant assessment process is competitive and applicants must present clear, well planned projects with appropriate support material.

Of the 18 applications received, 10 applications were recommended by the assessment panel.

 

Recommendation:

That Council approves the allocation of Arts and Cultural Development Grants totalling $37,400 as follows:

APPLICANT

Auspicious Arts Projects

$4,000

Centre for Ecological Learning

$2,600

Friends of Coffs Harbour Regional Gallery

$5,000

Coffs Harbour Regional Conservatorium

$5,000

Coffs Harbour City Orchestra

$2,500

Woolgoolga Arts Group

$3,400

Saltwater Freshwater

$4,700

STARTTS Coffs Harbour

$3,500

Red Cross

$3,500

St Vincent de Paul Society

$3,200

TOTAL

$37,400

 

Report

Description of Item:

The Arts and Cultural Development Grant Program is a key action outlined in the Creative Coffs - Cultural Strategic Plan 2017-2022 as part of Strategy 5.6 “Continue Council’s arts and cultural grants program”.

It provides an annual source of funds that community groups can access to assist Council in delivering the overall vision and goals of Council’s Creative Coffs Cultural Strategic Plan. The vision for Creative Coffs is “vibrant and creative Coffs lifestyle enriched by its natural beauty, diverse people and capacity for innovation”

To achieve this, the Council with the community will focus on the following goals during the next five years:

1.   Engage our community and visitors in the cultural life of the area

2.   Create and maintain vibrant cultural and public spaces

3.   Understand and celebrate our Aboriginal and diverse cultural heritage

4.   Value and support our creative industries

5.   Encourage connections, collaboration and partnerships.

The program is designed to support the enjoyment of a rich cultural life within the Coffs Harbour Local Government Area for all people to access and participate in regardless of age, cultural background, education or social status. Projects requesting funding should have a strong arts, cultural and community benefit that is clearly identifiable and where possible quantifiable with some measures of success.

Applicants can apply for between $2,000 to $5,000 and the program aims to fully fund the most highly rated projects subject to well-planned and realistic project budgets.

Potential applicants are encouraged to discuss their project with the relevant Council officers prior to submitting an application. This allows for potential projects to better align with community expectations, selection criteria and perform within budgetary project constraints.

Issues:

A total of $69,273 was requested through the grant program with $37,400 available for allocation.

Eighteen applications were received for the 2018/19 Arts and Cultural Grant Program. All applications were considered in accordance with the assessment criteria, with the applications assessed against the selection criteria. An assessment panel met in May 2018 to review and assess applications.

Of the 18 applications received, 10 applications were recommended by the assessment panel.  The remaining 8 did not rate as highly against the selection criteria.

The following table lists the 10 projects recommended for funding by the Assessment Panel.

Applicant or Auspice

Project Title

Creative Coffs Strategy Alignment

Funding $ Requested

Funding $ Recommended

Auspicious Arts Projects

A Nice Place To Stop

1.1

1.2

1.3

5.2

$4,000

$4,000

Centre for Ecological Learning

SCINEMA - Bringing an International Science Film Festival to Coffs Harbour

1.1

1.3

3.7

4.6

$2,600

$2,600

Friends of Coffs Harbour Regional Gallery

White Bluff Art +Science Collaboration Stage 1

1.1

1.3

3.6

4.1

4.6

4.7

5.2

$5,000

$5,000

Coffs Harbour Regional Conservatorium

Coffs Harbour Regional Conservatorium String Camp

4.1

4.6

4.7

5.1

5.2

$5,000

$5,000

Coffs Harbour City Orchestra

Coffs Coast Concert Series

1.5

1.5

2.6

4.6

4.7

5.1

5.2

$2,500

$2,500

Woolgoolga Arts Group

Artist Exchange Workshops

1.1

1.2

1.3

3.3

3.5

5.1

5.2

$3,400

$3,400

Saltwater Freshwater Arts Alliance

Saltwater Freshwater Flashmob project

1.1

1.2

1.3

3.3

3.5

5.1

5.2

$5,000

$4,700

STARTTS Coffs Harbour

Imagine This

1.1

1.2

1.6

3.5

3.6

4.4

4.7

$5,000

$3,500

Red Cross

Lullabies and Sweet Dreams

1.1

1.2

1.6

3.5

3.6

4.4

4.7

$5,000

$3,500

St Vincent de Paul Society

Connection Through Music

1.1

1.2

1.5

1.6

4.4

$4,430

$3,200

TOTALS

 

$41,930

$37,400

 

Summary of recommended projects:

1.       Auspice: Auspicious Arts Projects

Applicant: Hi Ball Productions

Project Title: A Nice Place to Stop

Summary

A Nice Place to Stop is an independently produced Australian short film from the creative duo of Hi Ball Productions, helmed by Alexandra Kirwood and Stanton Cornish-Ward.

Running 10 to 15 minutes in length, A Nice Place to Stop will cast local residents of the Coffs Harbour Local Government Area and use iconic locations of the area.

A Nice Place to Stop is a short film contrasting the experiences of growing up in a coastal town to merely passing through one as a visitor. The story follows a typical weekend through the lens of local youths, their story intertwining with that of a middle-aged tourist couple. Though shot in seaside Coffs Harbour, the film avoids the stereotypical beach-culture narrative that often dominates the Australian film and fashion landscapes. Instead, A Nice Place to Stop provides a glimpse into the day-to-day realities of coastal towns. The film shows the dynamism of life in youth-dominated, isolated areas, and contrasts the potential for ‘boredom’ with the subsequent possibilities of creative energy and inspiration. As directors who grew up in coastal towns – Kirwood in Coffs Harbour, Cornish-Ward in Fremantle – they have drawn on personal experiences and upbringings to convey this. This project is an ode to the places they grew up in, and how they have shaped them as young creatives today.

2.       Bringing an International Science Film Festival to Coffs Harbour

Applicant: Coffs Coast Centre for Ecological Learning

Project Title: SCINEMA

Summary

This project sees a free SCINEMA screening at Southern Cross University’s National Marine Science Centre on Friday 17th August, during National Science Week. SCINEMA is the largest science film festival in the southern hemisphere showcasing the best in science cinema from around the world and was founded with the aim of forging links between the sciences and the arts, SCINEMA is a celebration of the power of the moving image to inspire the young, satisfy the curious, explain the baffling and ask the impossible. Playlists are offered for free for community screenings during National Science Week.

This event is hosted by the Coffs Coast Regional Science Hub (CCRSH), a network of partnerships between community organisations, business, government, schools, which links the arts, indigenous, and science communities. Coordinated by the lead partner of the CCRSH, the Centre for Ecological Learning, this event involves audience members viewing the Aquarium from 5pm, with catering, networking, and a poster display in the Aquarium lower floor. This poster display promotes other arts, indigenous and science groups and events with a similar focus - connecting people with nature towards a sustainable future.

Speakers on the evening will include:

·    Uncle Michael Jarrett, Gumbaynggirr Elder and Language Teacher

·    Stephan Soule, Community Outreach & Education Program Manager, Southern Cross University

·    Andrew Turbill, Wildlife Naturalist and Nationally Renowned Speaker on Nature Connection

·    Independent Artist (to be confirmed)

3.       Applicant: Coffs Harbour Friends of the Gallery

Project Title: White Bluff Art + Science Collaboration – Stage 1

Summary

White Bluff Art + Science Collaboration is an artist led and conceived, 3 year, multi-discipline art project with the key outcome, an exhibition at the Coffs Harbour Regional Gallery in 2021. Stage I will deliver creative research, initiation and relationship building with numerous local individuals and organisations leading to a commitment from participants to engage with further stages and the final exhibition. Some of the participants include local artists: Sarah Mufford, Ray Rixon, JP Willis, Alison Williams, Mark George and others.

4.       Applicant: Coffs Harbour Regional Conservatorium

Project Title: Regional Conservatorium String Camp

Summary

The 2018 Coffs Harbour Regional Conservatorium String Camp will span 4 days from Tuesday October 9 until Friday October 12. The String Camp will unite string students from the Coffs Harbour Local Government Area as well as surrounding areas for an inspiring and exhilarating project of music making and learning. A professional String Quartet made up of performers from Melbourne and Coffs Harbour will be the Quartet in residency for the duration of the event and will be the camp’s tutors throughout the week. The Quartet will provide expert tuition in 1 on 1 environments, group workshops and professional public concerts for all to attend and experience. The String Camp will be targeting local areas as well as Port Macquarie, Armidale and Grafton regions. The Conservatorium’s flagship ensemble The Academy will also be performing and creating a mentor system of learning.

5.       Applicant: Coffs Harbour City Orchestra

Project Title: Coffs Coast Concert Series

Summary

As well as the Orchestra’s planned 2018 concerts (including a Harmony Day concert in Bellingen, a Seniors Week concert in Coffs Harbour and two gala concerts at the Jetty Theatre), this new project involves a series of four additional concerts in four Coffs Coast communities: Woolgoolga, Nambucca Heads, Coffs Harbour and Sawtell.  The Woolgoolga and Nambucca concerts are planned for June with a similar repertoire and will target a largely seniors audience whereas the Coffs and Sawtell concerts later in the year (October and December) will be targeting family audiences and encouraging attendance by children of all ages.  All four concerts in the series will provide a seniors discount and FREE entry for all children, school age or younger. The Coffs concert will be held at the Botanic Gardens and will be a free concert for the public with optional donation bucket.

6.       Applicant: Woolgoolga Art Group

Project Title: Artist Exchange Workshop

Summary

The project will involve a set of two workshops on separate weekends and a later combined exhibition. 

The first workshop will include artists from Woolgoolga Gallery participating in a workshop at Wadja Gallery at Yarrawarra Aboriginal Cultural Centre. The second workshop will involve Aboriginal artists from the Wadja Gallery undertaking a workshop at Woolgoolga Gallery.  Outputs from both workshops will form an exhibition.  Timing of the workshops will be October 2018 with the exhibition targeted for November 2018.  The content of the workshops will depend on tutor availability but will involve a cultural exchange of indigenous and "European" art forms.

7.       Applicant: Saltwater Freshwater Arts Alliance

Project Title: Flash Mob

Summary

Saltwater Freshwater have applied for funding through Create NSW to run a 3 day dance and culture camp with up to 40 Aboriginal youth selected from local high schools.

One of the key outcomes of this project will be a new contemporary dance choreographed by NAISDA (National Aboriginal Islander Skills Development Association) dance college and local dance practitioners. This dance will be taught to the youth with the intention of performing it as a Flash Mob in locations around the Coffs Coast plus performing at the Saltwater Freshwater Festival in 2019. The dance and culture camp will be held at Yarrawarra Aboriginal Cultural Centre in October 2018. The project covers dance rehearsals with two local professional Aboriginal dancers leading to more public performances and a workshop opportunity for community. Free workshops for the community would be available at the 2019 Festival.

8.       Applicant: STARTTS (NSW Service for the Treatment and Rehabilitation of Torture and Trauma Survivors)

Project Title: Imagine This

Summary

“Imagine This” will be a weekly group for 9, 10 and 11 year olds from refugee backgrounds who have recently settled in Coffs Harbour that are predominantly from Syria and Iraq. "Imagine This" will be a safe space where they can participate in the art of play: games, theatre sports, singing songs from their cultures and learning and creating new songs; creating installations from everyday objects leading to a presentation to their families. These young people have had disrupted childhoods due to war and dislocation, terror past and current.

The Group will be facilitated by Naomi Steinborner, a Theatre Director who has worked with STARTTS on a number of successful creative projects previously. A STARTTS worker will be present and the Group will be partnered with Ability Links (Mid Coast Communities)

9.       Applicant: The Australian Red Cross

Project Title: Lullabies and Sweet Dreams

Summary

Lullabies and Sweet Dreams is an art installation project created by Naomi Steinborner from Two Thumbs Up in collaboration with participants from the Happy Hearts Playgroup, a project of Red Cross Migrant families program engaging women and children from refugee backgrounds, as well as other professional artists Alison Williams from Yarrawarra Aboriginal Cultural Centre, Lizzy Rutten and Emily White from Grow the Music.

The aim of the project is to create connections, friendships and support for newly arrived families from refugee backgrounds in collaboration with new friends and supporters, and to create an artistic outcome that explores parenthood through storytelling, sound recording, music and installation encompassing multi-media, visual arts, film and light with possible live performance elements. The artistic outcome will be a high profile exhibition of the installation at Yarrawarra Aboriginal Cultural Centre during Refugee Week in June 2019 that invites the general public to discover the common ground we all share and experience another perspective through soundscape, stories and heartfelt sharing that will give a greater insight into these lived experiences. The opening will also include Welcome to Country inviting the newly arrived refugee families to engage with local Gumbaynggirr culture and will also feature performances by some of the newly arrived communities.

10.     Applicant: St Vincent de Paul Society

Project Title: Connecting Through Music

Summary

Uko Ono’s Uke Squad of three musicians will come once a week to share the joy of music with the clients of ‘Pete’s Place’, Coffs Harbour’s homeless services centre.  The project will run over 8 weeks with a Monday afternoon one-hour session where participants will be taught to play the ukulele with the aim of learning a handful of songs and possibly culminating in a public performance.

Pete’s Place will provide a safe space where those who are homeless or are at risk of homelessness can become involved in learning, playing music and expressing themselves through the art of music.

In addition to enhancing individual and community health and wellbeing, this project aims to provide increased connections to networks, services and employment opportunities for marginalised participants.

Applications not recommended:

The assessment panel recommended to allocate as much grant funding to projects as possible rather than trying to spread available funding thinly across an increased number of projects. Therefore, projects were rated from high to low against the selection criteria. The eight grant applications that were not recommended for funding were rated less against the criteria or:

·    were unable to meet sufficient wider community benefits;

·    did not provide sufficient support material or justification for funding;

·    failed to meet the selection criteria;

·    provided unrealistic or unclear project budgets; or

·    a combination of the above.

The panel also took into consideration if an applicant had received funding through the program previously, and if it was for the same or very similar project.

The following table lists those projects not recommended by the Assessment Panel.

Organisation

Project

Funding $ Requested

Funding $ Recommended

Coffs Harbour Creative Arts Group

BAF - Budding Artists Visual and Performing Arts Festival

$5,000

$0

Coffs Harbour Writers Group Inc.

Write Where I Want to Be

$3,500

$0

Mid Coast Communities Inc.

Increasing Cultural Competency in Local Community Organisations

$4,650

$0

Woolgoolga and Beaches Chamber of Commerce

A Curryfest Cultural Experience

$3,000

$0

Arts Mid North Coast

Nextwave Youth Film Awards (SWIFF youth film development program)

$5,000

$0

Warrina Domestic and Family Violence Specialist Services

Bloom and Grow

$5,000

$0

Coffs Refugee Support

Grounding - a therapeutic gardening project recorded through digital art

$5,000

$0

Bundagen Co-operative

The Conscious Body Program

$5,000

$0

 

Total

$36,150

$0

Options:

There are several options that may be considered by Council including:

1.   Adopt the recommendation provided to Council. This provides for the optimal distribution of grant funding based on the submissions received and the assessment process used.

2.   Amend the recommendation provided to Council.

3.   Reject the recommendation provided to Council. Selection of this option determines that Council does not distribute the grant funds to the community. As a consequence, the applicant arts and cultural groups who applied for grant funding would be required to fund their projects from other sources.

Sustainability Assessment:

•     Environment

Council assesses the merit of each project based on the impact of the surrounding environment. Council also considered the location of the proposed projects in terms of community amenity and acceptance.

•     Social

Applicants are required to identify both the community benefit and need provided by the project and how this benefit has been determined or quantified. This may be through creating an entirely new event or activity or enhancing an existing event or activity.

•     Civic Leadership

The assessment process aims to achieve the best possible outcomes for all the Coffs Harbour Area.

•     Economic – Broader Economic Implications

The assessment of projects under the Program is based on:

-     Each project or activity providing value for money; and

-     The economic benefits that may exist due to the results of cultural tourism.

•     Economic - Delivery Program/Operational Plan Implications

Budget for this grant program is available in the adopted 2018/19 budget allocation and the program is outlined in the Operational Plan.

Risk Analysis:

The guidelines for this Program includes clauses requiring applicants to have in place public liability insurance and/or any other appropriate insurance cover for the project or event.

The guidelines for the Program include provisions relating to financial reporting, governance and a structured schedule to ensure that grantees fulfil the objectives of their application. A formal acquittal of the grant is required on completion of the project.

Consultation:

The report has been developed through a consultative process that has included input from a range of Council officers and an assessment panel.

Related Policy, Precedents and / or Statutory Requirements:

Cultural Policy and Creative Coffs Cultural Strategy Plan 2017-2022.

Implementation Date / Priority:

Grant funding is targeted to be made available to recipients by 31 July 2018.  A presentation of the Grants to recipients will be facilitated by the Library, Museum, Gallery and Cultural Services team.

Conclusion:

The Arts and Cultural Development Grant Program is a funding initiative that assists Council to work in partnership with community groups and organisations to deliver outcomes that enhance the cultural enjoyment for the region and support the objectives of Creative Coffs – Cultural Strategic Plan 2017-2022.

 


SC18/25       Planning Proposal - Reclassification of Public Land - 50 Minorie Drive, Toormina (Lot 2 DP 579023) - Pre-Gateway Determination

Author:                        Planner / Urban Designer

Authoriser:                  Director Sustainable Communities

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

Attachments:              ATT1  SC18/25   Planning Proposal - Reclassification of Public Land - 50 Minorie Drive, Toormina (Lot 2 DP 579023) - Version 1: Pre-Gateway Determination - July 2018

ATT2  SC18/25   NSW DPE Practice Note - Classification and reclassification of public land through a local environmental plan  

 

Executive Summary

This report presents a Planning Proposal to Council (Attachment 1), which seeks to reclassify a parcel of public land located at 50 Minorie Drive, Toormina from community land to operational land to correct an historical error in classifying this land.

The land has been the site of the Toormina Community Preschool Incorporated since 1976.  To correct this situation, it is necessary to reclassify the land from community land to operational land under the Local Government Act 1993 with the ultimate aim being for Council to formally transfer the land to the ownership of Toormina Community Preschool Incorporated.

This report recommends that Council endorse the Planning Proposal, which allows for an amendment to Schedule 4 of Coffs Harbour Local Environmental Plan (LEP) 2013, and seek a ‘Gateway Determination’ from the NSW Department of Planning and Environment (DPE) to allow Council to place the Planning Proposal on public exhibition.

This Planning Proposal has been prepared in accordance with the DPE practice note titled ‘Classification and reclassification of public land through a local environmental plan’ (5 October 2016), which is required to be included in the public exhibition documents. This practice note is provided as Attachment 2 to this report.

The outcome of the exhibition will be reported to Council at a future meeting.

 

Recommendation:

That Council:

1.       Endorse a Planning Proposal (Attachment 1) to amend Coffs Harbour Local Environmental Plan 2013 to update Schedule 4 to reclassify 50 Minorie Drive, Toormina (Lot 2 DP 579023) from community land to operational land and forward it to NSW Department of Planning and Environment seeking a “Gateway Determination”.

2.       Request that the Secretary of the NSW Department of Planning and Environment issue a written authorisation to Council to exercise delegation of the plan making functions under Section 3.34 of the Environmental Planning and Assessment Act 1979 in respect of the Planning Proposal.

3.       Subject to the Gateway Determination from NSW Department of Planning and Environment, place the Planning Proposal on public exhibition and hold a public hearing.

4.       Note that a further report will be brought back to Council for consideration of any submissions following the public exhibition and public hearing of the Planning Proposal.

5.       Notify the Toormina Community Preschool Incorporated of Council’s decision.

 

Report

Description of Item:

The subject land is Lot 2 DP 579023, 50 Minorie Drive, Toormina and has an area of 1,343 m2. The nearest major street is Toormina Road. The subject land is located between an ALDI supermarket to the west and the Toormina Library to the east. Toormina Gardens Shopping Centre is located to the north. The current land use zoning under Coffs Harbour LEP 2013 is B2 Local Centre. The subject land is shown in Figure 1.

 

Figure 1: Location of the Subject Land

 

Classification of public land occurs when the land is first acquired by a council and classified as either community or operational. Community land is typically available for use by the general public, examples include parks, reserves or sports grounds.

Operational land may not necessarily be open to the general public, and is used to enable the functions of Council such as a works depot, water tower, and some community facilities which can include preschools. There are no special restrictions on council powers to manage, develop, dispose, or change the nature and use of operational land.

The subject land is classified as community land, as shown in Figure 2:

LEGEND

 

Operational Land

 

Community Land

 
  

Figure 2: Land Classification Map

 

Reclassification of public land from operational to community, or from community to operational (in the case of this Planning Proposal) can take place when circumstances dictate. This Planning Proposal has been initiated to correct an historical land classification error which applies to the subject land.

At its Ordinary Meeting of 21 July 1975, Council resolved to accept the transfer of Lot 2 DP 579023 from Toormina Holdings Pty Ltd, so that Council could act as the trustee for the Toormina Preschool Association.

At its Ordinary Meeting of 18 August 1975, Council further resolved that the transfer of Lot 2 DP 579023 from Toormina Holdings Pty Ltd to Council be accepted and a Memorandum of Transfer be completed under Seal of Council. The endorsed Memorandum of Transfer notes that Council would accept the transfer of the land and act as the trustee for the Toormina Preschool Association at the time. The land was formally transferred to Council on 1 September 1975.

At its Ordinary Meeting of 20 October 1975, Council resolved that the declaration of trust regarding the transfer of Lot 2 DP 579023 from Toormina Holdings Pty Ltd to Council, be completed under Seal. The Declaration of Trust was executed by Council on 23 October 1975. Despite the Declaration of Trust stating that the preschool was a company at that time, the preschool did not become a company until 9 December 1975. The preschool later became an incorporated association (Toormina Community Preschool Incorporated) in December 1991.

The intention of the Declaration of Trust was for Toormina Community Preschool Incorporated to direct Council to formally transfer the land to the ownership of Toormina Community Preschool Incorporated, which would have enabled the land to be subsequently reclassified as operational land. However, Council’s records indicate that Toormina Community Preschool Incorporated did not take that course of action at that time.

The land was therefore incorrectly classified as community land upon the introduction of the Local Government Act 1993. This classification is inconsistent with the intention of the Declaration of Trust. This situation has become problematic in that due to its classification as community land, Toormina Community Preschool Incorporated is unable to secure bank loans and undertake other actions which allow it to manage its operations autonomously from Council. To correct this situation, it is necessary to reclassify the land from community land to operational land under the Local Government Act 1993 with the ultimate aim being for Council to formally transfer the land to the ownership of Toormina Community Preschool Incorporated.

The most appropriate means to reclassify public land is by an amendment to Schedule 4 of Council’s LEP under the Environmental Planning and Assessment (EP&A) Act 1979, which must be done by resolution of Council. The first stage of this process is preparation of a Planning Proposal for Council’s consideration, which is included as Attachment 1 to this report.

The intended outcome of this Planning Proposal is to amend Coffs Harbour LEP 2013 so that Lot 2 DP 579023 is reclassified from community land to operational land.

Issues:

There are no issues associated with Council progressing this Planning Proposal to request a Gateway Determination from the DPE.

Options:

Council has two options available relating to this report:

1.   Adopt the recommendation of this report, and resolve to proceed with the Planning Proposal.

Comment: Option 1 will correct a historical error which has been discussed in this report and correctly identify Lot 2 DP 579023 as being operational land under the Local Government Act 1993.

2.   Reject the recommendation, and resolve not to proceed with the Planning Proposal.

Comment: This option would mean that the subject land will retain its current status as community land, and the historical classification error will remain uncorrected. If this option is pursued, Toormina Preschool Incorporated would not be able to secure bank loans and undertake improvements to the centre-based child care facility.

This report recommends that Council pursue Option 1.

Sustainability Assessment:

•     Environment

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

•     Social

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

•     Civic Leadership

The outcomes of the Planning Proposal if endorsed, will accord with Council’s Community Strategic Plan (CSP) in relation to the effective use of public resources, i.e. ‘we effectively manage the planning and provision of regional public services and infrastructure’ (MyCoffs CSP D2.1).

•     Economic – Broader Economic Implications

There are no broader economic implications associated with this Planning Proposal.

•     Economic - Delivery Program/Operational Plan Implications

Should Council proceed with this Planning Proposal to reclassify the subject land, the work will be undertaken in-house as an addition to the 2017/18 Operational Plan.

Risk Analysis:

This Planning Proposal is considered to be of low risk to Council. Reclassification of the subject land will correct an historical error, and allow Toormina Community Preschool Incorporated to undertake its operations autonomously from Council. This will be ensured by correctly classifying Lot 2 DP 579023 as operational land under the Local Government Act 1993.

Consultation:

Should Council resolve to progress this Planning Proposal, and the NSW Department of Planning and Environment endorses its exhibition, all documents will be exhibited in accordance with the Gateway Determination and section 3.34 of the EP&A Act 1979. A Planning Proposal to reclassify public land is required to be publicly exhibited for at least 28 days.

Additionally, in accordance with section 3.34 of the EP&A Act 1979 and the NSW Department of Planning and Environment practice note titled ‘Classification and reclassification of public land through a local environmental plan’, Council must also hold a public hearing when reclassifying public land from community to operational. A public hearing gives the community an opportunity to expand on written submissions and discuss issues with an independent person in a public forum. The practice note (Attachment 2) is also required to be included in the public exhibition documents.

After the exhibition period has ended, at least 21 days written notice is to be given before the public hearing takes place.

Related Policy, Precedents and / or Statutory Requirements:

This Planning Proposal addresses all relevant statutory requirements and Council policies.

Implementation Date / Priority:

The timeframe to progress a Planning Proposal is governed by the EP&A Act 1979 and commences on the date that the Planning Proposal is forwarded to DPE.

The projected timeline is as follows:

July 2018:                                        Forward the Planning Proposal to DPE, requesting a Gateway Determination.

July – August 2018:                                  Issue of a Gateway Determination from DPE.

August – September 2018:             Public Exhibition / Consultation period (including the public hearing).

October 2018:                                  Report to Council for determination of the Planning Proposal.

November 2018:                              Submission to DPE, requesting the making of the LEP Amendment.

Conclusion:

Submission of a Planning Proposal and the subsequent amendment of Coffs Harbour LEP 2013 is the most appropriate means to reclassify the subject land, and therefore correct the historical error which has been discussed in this report. Pending endorsement by NSW DPE, the Planning Proposal will be exhibited, and a public hearing will be held. The outcome of the exhibition and public hearing will be reported to Council at a future meeting.

 


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SC18/26       Bunker Cartoon Gallery Licence Agreement

Author:                        Group Leader Community & Cultural Services

Authoriser:                  Director Sustainable Communities

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:              Nil

 

Executive Summary

The Bunker Cartoon Gallery Inc. has managed the Bunker Cartoon Gallery, on behalf of Coffs Harbour City Council (CHCC), under a licence agreement that terminated on 30 June 2018. The Bunker Cartoon Gallery Inc. has requested to enter into a further 2-year licence agreement from 1 July 2018.

It is recommended to enter a further 2-year licence agreement to the BCGI to manage the Bunker Cartoon Gallery from 1 July 2018 while further planning occurs for the Bunker Cartoon Gallery asset.

 

Recommendation:

That Council:

1.       Grant a Licence to the Bunker Cartoon Gallery Inc. to manage the Bunker Cartoon Gallery, commencing 1 July 2018, for a period of 2 years.

2.       Pay the Licensee a contribution towards operating expenses in the amount of $70,000 (+GST if applicable) in Year 1 and $65,000 (+GST if applicable) in Year 2 subject to terms and conditions prescribed in the licence agreement.

 

Report

Description of Item:

Background:

A proposal from the Bunker Cartoon Gallery Inc (BCGI) to take over the management of the Bunker Cartoon Gallery and operate it as a community and cultural asset on behalf of Coffs Harbour City Council was received in late 2014.  The BCGI proposal was conditional on Council providing ongoing financial and building maintenance support for 5 years.

On 26 February 2015, Council considered a report which outlined the history of the Bunker Cartoon Gallery and the cartoon collection.  The report addressed the issues surrounding both the operational and strategic management of the facility and collection.  At this meeting, Council resolved:

1.    Council endorses in principle to handover the management of the Bunker Cartoon Gallery to the Bunker Cartoon Gallery Inc. and the collection back to the Rotary Club of Coffs Harbour City.

2.    Council continues to have further discussions and negotiations with representatives from the Bunker Cartoon Gallery Inc. on the level of resourcing and operational issues and that this be included in a future report for consideration by Council by May 2015.

3.    Council discuss with other interested parties with regards to art and culture concepts to be included in the area of the City Hill.

At its meeting of 28 May 2015, Council considered a further report on the ongoing management of the Bunker Cartoon Gallery.  This report also outlined the discussions and negotiations that took place with representatives from the BCGI on the level of resourcing required to manage the Gallery and the various operational issues, including the significant maintenance requirements.  At this meeting, Council resolved:

1.   That Council grant a Licence to the Bunker Cartoon Gallery Inc to manage the Bunker Cartoon Gallery, commencing 1 July 2015, for a period of 2 years with an option of 1 year (exercisable by both parties).

2.   That Council pay the Licencee an operating subsidy in the amount $86,000 (+GST) in Year 1, $80,000 (+GST) in Year 2 and $75,000 (+GST) in Year 3 subject to terms and conditions prescribed in the licence agreement.

3.   That Council transfers ownership of the cartoon collection to the Rotary Club of Coffs Harbour City.

4.   That Council continue to discuss with other interested parties the possibility of art and culture concepts and infrastructure enhancements to community art spaces across the local government area (including the City Hill area).  These discussions are to form part of the wider Cultural Facilities planning needs analysis and align with the Cultural Plan 2013 - 2016.

Issues:

The Bunker Cartoon Gallery Inc. (BCGI) has, since 1 July 2015, managed the Bunker Cartoon Gallery on behalf of Coffs Harbour City Council (CHCC) under a licence agreement that terminated on 30 June 2018.  The Bunker Cartoon Gallery Inc. has requested to enter into a further 2-year licence agreement from 1 July 2018 while further planning occurs for the Bunker Cartoon Gallery asset.

The BCGI has been operating the Bunker Cartoon Gallery under a licence agreement for three years and has demonstrated capacity and capability to fulfil Council’s requirements and service standards.

Council staff and representatives from the BCGI have commenced negotiating a new 2 year proposed licence terms and are in general agreement, except for ongoing concern relating to plant and equipment.

Consistent with previous decisions, it is proposed to allocate a subsidy to BCGI of $70,000 and $65,000 per annum over the next two years respectively to operate the gallery and business, inclusive of existing plant and equipment.

The previous licence provided the following:

“Plant and Equipment means the plant, equipment, furniture and furnishings detailed in Schedule 2 and provided by the Licensor to the Licensee for use in connection with the Business or purchased by the Licensee during the term, which remains at all times the property of the Licensor”.

The BCGI have requested that this clause be modified as follows:

“Plant and Equipment means plant, equipment, furniture and furnishings detailed in schedule 2 and provided by the Licensor to the Licensee for use in connection with the business remain at all times the property of the Licensor. Plant, equipment, furniture and furnishings detailed in Schedule 3 purchased by the Licensee from funds generated from government grants, donations or loans remain the property of the Licensee”.

It should be noted that there is no arrangement in place with other Council tenures whereby provision is made in a legal tenure document to allow for grant funding for the provision of assets to belong to the tenant.

Accordingly, it is important that there is not a provision for separate ownership of plant and equipment, furniture and furnishings from grants, donations or loans obtained by the Licensee as this may result in depletion of Council owned plant and equipment and any renewals would become complex and difficult to determine as to the ownership.

Entering into a licence of the premises for two years ties the BCGI to Council for the full period. The licence does provide for the management of issues associated with non-performance of required service levels by the operator.

The Bunker Cartoon Gallery houses the cartoon collection, and associated collection management systems, owned by the Rotary Club of Coffs Harbour City in the facility.  This collection is used to support cartoon related exhibitions and events. Whilst this arrangement is currently left with the licensee (BCGI) to manage with the Rotary Club of Coffs Harbour City, any change in tenure would require review and possibly new arrangements to be entered by those parties.

The Bunker is approximately 75 years old and requires significant asset maintenance to enable the continuation as a gallery and community space, given it was not purpose built for this type of usage. It has always been identified that a significant amount of building maintenance was to be programmed into maintenance schedules and budgets.  Maintenance for the building has been allocated in the 2018/19 financial year pending the outcome of the licence renewal.

It should also be noted that representatives of the BCGI have met with staff to discuss desired future development opportunities for the Bunker Cartoon Gallery.  These plans are in the initial concept stage and will form a separate report to Council.

Options:

The analysis and negotiations indicate that there are a number of options open to Council.

There are three options examined below with Option 2 forming the basis of the recommendation to Council.

Option 1 – Status quo

No further action to be taken with the current licence providing for a monthly licence subject to the existing terms and conditions, resulting in the existing subsidy of $75,000 per annum and can be terminated by either party giving not less than 1 month’s written notice.

Option 2 – Issue 2-year licence to the Bunker Cartoon Gallery Inc.

This option forms the basis for the recommendation to Council.

Option 3 – Terminate the current licence, review options that could include going to market to source an alternate licensee.

This option is not to renew the current licence and also provides for that, should the BCGI not agree to enter into a licence agreement with the plant and equipment ownership being retained by Council irrespective of grants and donations, then a notice to terminate the agreement will be issued and Council will need to determine options moving forward that may include going to the market to source an alternate licensee.

Sustainability Assessment:

•     Environment

The license of the Bunker Cartoon Gallery does not provide for any adverse environmental impacts in relation to this report.

•     Social

The facility provides a range of cultural, artistic, economic and community opportunities for the Coffs Harbour community and its visitors.

•     Civic Leadership

Licensing of the Bunker Cartoon Gallery assists in supporting the objective of the MyCoffs Community Strategic Plan: “A vibrant, inclusive place – we recognise the need for enhanced cultural precincts, venues and public art within our region”.

•     Economic – Broader Economic Implications

The Licence provides for the ongoing operation of the Bunker Cartoon Gallery which contributes to the attraction of the visitor economy and cultural sector of Coffs Harbour.

•     Economic - Delivery Program/Operational Plan Implications

The current Delivery Program budgets for the Bunker Cartoon Gallery 2018/19 and 2019/20 have sufficient budget to allow for the licence subsidy to BCGI of $70,000 per annum in Year 1 and $65,000 per annum in year 2. Prior to 2015, Council operated the Bunker Cartoon Gallery at a cost of approximately $85,000 per annum, accordingly there is an ongoing saving of approximately $15,000 in Year 1 and $20,000 in Year 2, resulting in an overall saving of $35,000 over two years.

Risk Analysis:

The context of risk in this matter resolves around the likelihood of proposed licensee not being able to fulfil its obligations under the license and how this may impact on the use of the facility. The licence allows for ongoing performance monitoring of service levels and financial performance on a 6 monthly basis.

The BCGI have been satisfactory in provision of financial and performance monitoring over the past three years. The table below provides details on this performance over each financial year.

Year

Council subsidy

Admission fees

Total revenue

(includes venue hire, events, art workshops, merchant sales, Council subsidy & admission fees, etc)

Operating expenses

Operating result

2015/16

$86,000

$22,320

$160,401

$114,929

$45,472 (profit)

2016/17

$80,000

$25,118

$155,739

$167,495

-$11,756 (loss)

2017/18*

$75,000

$21,271

$156,404

$160,609

-$4,205 (loss)

* the figures for 2017/18 have been annualised using figures from 1 July 2017 to 31 March 2018.

The license agreement includes provision to mitigate the negative impact of a breach of licence conditions. The BCGI has demonstrated proven capabilities as required to fulfil the licence provisions over the past three years, although the last two years have shown an operating loss.

If the BCGI do not accept the licence offer as recommended Council may need to go back to market for the running of the asset as a Gallery or other complementary use.  If the Rotary Club of Coffs Harbour City cartoon collection was removed it would likely inhibit the facility to operate as a ‘cartoon gallery’ and its purpose and function may also need to be reviewed should this occur.

Ongoing property inspections and maintenance will need to occur to monitor the areas that had been identified in the structural and building assessment reports undertaken in April 2015. Funds have been allocated towards maintenance and water proofing in 2018/2019 to protect the integrity and ongoing usage of the Bunker Gallery.

Consultation:

Representatives from BCGI and Council staff have been consulted leading to the current report.

Related Policy, Precedents and / or Statutory Requirements:

Creative Coffs – Cultural Strategic Plan 2017-2022

Implementation Date / Priority:

The proposed licence commencement date is 1 July 2018 subject to the relevant legal and licensing instruments being in place.

Conclusion:

The negotiation and analysis phase has enabled further mutual understanding between Council and BCGI regarding the ongoing management of the facility.

Both parties have the aim to ensure the sustainability of the Bunker Cartoon Gallery into the future. The operating revenue and expenditure reports indicate a continued loss for the previous two years.

The licence conditions allow for the display of exhibitions and use of the facility for a broad, impartial range of cultural and community activities. The length of tenure minimises the risk for both parties and will allow for the monitoring of performances and service levels throughout the two-year period.

  


NOM18/14   Dump Points for Recreational Vehicles in Coffs Harbour Local Government Area

Attachments:          Nil

 

Motion:

Councillor Arkan has given notice of his intention to move the following:

"That Council receive a report from staff in regard to the current situation as it relates to dump points for recreational vehicles (RV) in the Coffs Harbour local government area with the subject report providing information including but not limited to:

1.       The current availability of dump points in the local government area;

2.       Any additional locations that could be suitable for dump points;

3.       Any source of funding that may be available for the installation of new dump points.

4.       Council consider Coffs Harbour City LGA to be included into a RV friendly town status."

 

Rationale:

“As the NSW Government have supported the Campervan & Motorhome Clubs endeavour to install much needed RV infrastructure around NSW, Coffs Harbour Council needs to tap into this ideal opportunity. The total road tourism figure currently being promoted by the Caravan Industry Association Australia is over $19billion, and Coffs Harbour need to tap into its share.

 

Coffs Harbour could establish additional black water disposal points (dump points) within the Coffs Local government area , with one being on the western side of the city and the other at Woolgoolga. There may even be an opportunity to establish a low cost RV park at a future date.”

Staff Comment:

A report can be provided.

 


NOM18/15   Solar Lighting in Woolgoolga

Attachments:          Nil

 

Motion:

Councillor Arkan has given notice of his intention to move the following:

"Council receive a report outlining a costing for Solar Lighting for Gordon Street, Market Street CBD area and other streets without street lights in Woolgoolga, eg Arkan Ave.  Quotes to be received in accordance with the procurement policy, and include a quote from green frog systems."

 

Rationale:

Not provided.

Staff Comment:

A report can be provided.

  


SI18/16         Status Report on Resolution to NOM 17/19 Flooding Risks

Author:                        Director Sustainable Infrastructure

Authoriser:                  Director Sustainable Infrastructure

MyCoffs:                      A.2 An active, safe and healthy community

Attachments:              Nil

 

Executive Summary

The purpose of this report is to provide an update for Council on actions required to properly execute the resolution to NOM17/19. In summary, Council’s resolution requires the production of two reports, for Council’s future consideration, which provide actions and costings to rectify flooding risks/issues at the following three locations:

1.   The Combine Street/Azalea Avenue Precinct.

2.   The Middle/Chinamans Creek area.

3.   Gundagai Street.

 

This report describes the process required to create the two reports called for in the resolution; the actions which have been taken or are currently underway; and the future actions which are required.

 

The report describes that whilst the process is by necessity a lengthy and complex series of sequential steps, a significant staff effort has been underway for some time and further effort is to be expected before the resolution of NOM17/19 is fully actioned.

 

 

Recommendation:

That Council note this report.

 

Report

Description of Item:

This report serves as an update to the Notice of Motion NOM17/19 where it was resolved:

 

1.   That Council prepare a report with projected costings to rectify the major flooding risks to residents in both the Combine/Azalea Avenue precinct in Coffs Harbour and the Middle/Chinaman’s Creek area of Sawtell.

 

2.   That Council also prepares a report and costings on the flooding issues associated with Gundagai Street

 

In considering the above motions it is a necessary first step to differentiate the flooding risks into one of two categories: those being identified as flood risks through the Floodplain Risk Management Process which Council employs, and those risks that are nuisance drainage issues that are identified from customer complaints or observations from staff.

 


 

 

As there is an ongoing series of Flood Studies from which actions are derived, there is a need to continually reconcile the nuisance drainage issues register with the intended actions from the flood studies as to ensure that a holistic approach is integrated into Council’s Delivery Program & Operational Plan. This reconciling work is critical in order to ensure that interventions to resolve localised ‘nuisance drainage issues’ do not detrimentally impact or compromise future interventions to mitigate ‘flood risks’ and vice versa. Additionally reconciling work is required to ensure that interventions do not simply move the flood risk or nuisance issue from one locality to another.

 

This report seeks to provide an outline of the Floodplain Risk Management Process and provide an outline of the Flood Studies within the respective localities above. It will further outline those Nuisance Drainage Issues that lie within each of the respective localities.

 

Overview of Floodplain Risk Management Process

Coffs Harbour City Council in partnership with the Office of Environment and Heritage (OEH) receives, from time to time, financial support from the State Floodplain Management Program to undertake flood investigation works. The primary objective of the New South Wales (NSW) Government’s Flood Prone Land Policy is to reduce the impact of flooding and flood liability on individual owners and occupiers of flood prone property, and to reduce private and public losses resulting from floods, utilising ecologically positive methods wherever possible.

 

Through OEH, NSW Department of Planning and Environment (DPE) and the NSW State Emergency Service (SES), the NSW Government provides specialist technical assistance to local government on all flooding, flood risk management, land-use planning matters and flood emergency management.

 

The Floodplain Development Manual (NSW Government 2005) is provided to assist councils to meet their obligations through the preparation and implementation of floodplain risk management plans, through a staged process. Figure 1, taken from this manual, documents the process for plan preparation, implementation and review.

 

The Floodplain development manual is consistent with Australian Institute of Disaster Resilience Handbook 7: Managing the floodplain: best practice in flood risk management in Australia (AIDR Handbook 7) (AIDR 2017).

Note: sections refer to the source document
Source: NSW Government (2005)

 

 


The Status of Key Locations in the Floodplain Risk Management Process

 

Coffs Creek

A number of studies and plans have been completed for Coffs Creek and Council has more notable studies and plans dating back to 1978. The last Floodplain Risk Management Plan for the lower Coffs Creek catchment was undertaken in 2005. The main recommendation was for the construction of four detention basin in the Coffs Creek catchment. The plan states that the construction of all four basins could see a reduction in flood levels by up to 0.42m at Grafton Street in a 100 year flood event.  Three of the four detention basins have been completed with the fourth currently under construction at Shephards Lane. 

 

Another Risk Management Plan exists for the northern tributaries of Coffs Creek conducted in 1997 after the 1996 flood. Some flood mitigation works were completed as an outcome of the plan. A levee was constructed across the back of Collice Place and Langkar Place along the Bray Street arm. The Creek capacity was also increased along the middle reaches. Other options such as an additional detention basin on the Bray Street oval and increasing capacity of culverts providing cross drainage from Park Beach under the North Coast Rail did not eventuate following further investigation.

 

Flooding Risks in the Combine/Azalea Avenue Precinct

A flood study of the Coffs Creek catchment has recently been undertaken which defines the nature and extent of the flood problem. The study was reported to Council in February 2018 where Council resolved to endorse the draft Coffs Creek Flood Study and place it on public exhibition for a period of 28 days. The public exhibition concluded at the end March 2018 and no submissions were received. The final Coffs Creek flood study was reported to, and subsequently endorsed by, Council at the meeting on 28 June 2018.

 

Following Council’s endorsement of the Coffs Creek flood study at its last meeting Council will now continue with the floodplain development process whereby a Floodplain Risk Management Study and Plan will be established for the Coffs Creek Catchment. It is anticipated that this will be undertaken with the Office of Environment and Heritage (OEH) technical and financial support. The majority of work associated with this study will be undertaken in the 2019 Calendar year with the final plan indicatively expected to be completed in the 2020 Calendar year. 

 

The flood study identified some flooding behaviour on Azalea Avenue however this is further downstream then the Combine/Azalea Avenue precinct. This would indicate that this issue reported by Council could be a local inundation problem requiring localised upgrading of drainage rather than a precinct/catchment wide floodplain risk management process approach. Regardless the area will be highlighted in the Floodplain Risk Management process to determine whether any flood mitigation works should be undertaken.

 

Flooding Issues Associated with Gundagai Street, Marcia Street and Bray Street Areas

Gundagai Street, Marcia Street and Bray Street are all located within, and in close proximity to the floodplain and therefore will be incorporated in any floodplain risk management planning process to be undertaken for the Coffs Creek catchment. These areas are all located within the Coffs Creek catchment and as mentioned previously if Council chooses to endorse the Flood Study for Coffs Creek then the Floodplain Risk Management Study and Plan can commence, typically with technical and financial support from OEH. A large portion of work would be undertaken in the next Calendar year and indicatively expected to be completed in the 2020 Calendar year.

 

The Coffs Creek Flood Study has met its objective in defining the flooding problem in all areas of Coffs Creek. If adopted by Council, the study will be made available to the public through Councils planning portal which will inform future development proposals within the wider Coffs Creek area in relation to flooding.

 

The Middle/Chinamans Creek Area

A Bonville Creek flood study, along with two of its tributaries, Middle Creek from the North and Pine Creek from the south, was undertaken in 1995. Due to the magnitude of the existing flood problem on Middle Creek; a Floodplain Management Plan was specifically targeted for Middle Creek and adopted by Council in 1999. The Floodplain Management Plan proposed two mitigation work locations along with planning controls to reduce flooding risk. One flood mitigation work priority was high which was to raise the embankment at the existing detention basin at the Sewerage Treatment Plant. The other flood mitigation work priority was low for minor creek widening along middle creek. The Sewerage Treatment Plant Detention Basin increase was recommended and adopted by Council in 1999 and work was later undertaken.

 

The 1999 Middle Creek Floodplain Risk Management Plan identified 75 properties with above floor flooding (1% AEP) and 166 building in the Probable Maximum Flood (PMF) events. Since 1999 and with the detention basin works being completed, Council has allowed development for the affected properties where floor level raising above the 1% AEP is proposed, with the view that the adverse effects to flooding from filling of the floodplain, is offset by the detention basin works.

 

Council is now undertaking a review of the existing Flood Risk Management Plan for Middle Creek and an extension of the existing flood study for Middle Creek. 2:1 funding by OEH was granted for this study and plan and the planning phases for this work have commenced; expected completion of the plan is by end 2019, mid-2020. The plans proposed outcomes are to reduce flooding risk to residents along the flood prone land areas of Middle Creek. The cost of implementing projects to minimise flood risks will be an outcome of the plan. The plan is expected to cost $135,000.

 


 

 

Nuisance Drainage Issues:

As outlined above, Council staff also keep a register of drainage issues that are identified through observations in the field or complaints received from customers.

 

The following provides a listing of each of the issues in the respective localities

 

Drainage Issues in the Combine/Azalea Avenue Precinct

 

Azalea Avenue Coffs Harbour

Issue:  Increased stormwater discharge from new Aged Care Facility, coupled with limited stormwater inlets has created excessive gutter flows, in turn allowing stormwater to overtop the kerb and flow into private property during intense rain events.

Proposed Project: Installation of additional pit and pipe drainage at key locations to remove excessive flows within kerb and gutter. Arrange for direct connection from Nursing Home to Council’s drainage system.

Indicative Costs:

 

Awaiting investigation and design outcomes

 

 

Status:

 

 

Investigation ongoing

Hill St Coffs Harbour

Issue: Sheet flow from the road reserve traverses onto private property adding to poor private inter-allotment drainage arrangements. Further complaints of foundation issues beneath houses.

Proposed Project: Installation of approximately 250m of Kerb and Gutter on the western side of Hill Street with pit and pipe drainage leading to sag point and existing drainage. Formalisation of overland flow path through Council property at sag point from Hill Street to Meadow Street.

Budgeted Costs:

 

$185,000

Status:

 

 

Design 17/18 DAP

 

Construct 18/19

 


 

Flooding Issues Associated with Gundagai Street, Marcia Street and Bray Street Areas

 

Marcia St Coffs Harbour

Issues: Previous history of flooding of factory units along Marcia and June Streets – mitigated in part by detention basin upstream on Ann St. Surcharge of stormwater on the corner of Marcia St and the Pacific Highway during heavy rain events. Reduction of capacity of stormwater line due to mangroves and sediment at outlet holding water levels in drainage line.

 

Proposed Project:

 

The rehabilitation of stormwater outlets and channel clearing – note this project also forms a component of the Coffs Creek Remediation Project.

Indicative Costs:

 

Awaiting investigation and design outcomes

Status:

 

 

Investigation and design underway

Argyle, Wentworth, Joyce St Coffs Harbour

Issue: Upper catchment issues with houses flooded in the past. Creek overflowing.  Dependent upon the Coffs Harbour Flood Management Study.

Proposed Project:

 

Awaiting Flood Risk Management outcomes

 

Indicative Costs:

 

Awaiting investigation and design outcomes

Status:

 

Flood Study complete.

 

Awaiting Flood Risk Management Plan

Upper Shepherds Lane Coffs Harbour

Issue:  Resilience of Coffs Creek Catchment to store stormwater runoff to limit the effects of flooding and property damage downstream.

Project: Upper Shepherds Lane Detention Basin (The last of 4 basins proposed for the Coffs Creek Catchment)

Budgeted Costs:

 

$3,300,000

Status:

 

Construct 17/18-18/19

Bray St Coffs Harbour (Katherine Cl and Frederick St)

Issue: Excessive K&G flows along Bray Street are directed into a sag point within Katherine Close and subsequently pool to an approximate depth of 1.8m during intense rainfall. Drainage line at sag is at capacity, possibly as a result of flood water in creek limiting discharge.

Proposed Project: Intercept kerb water flow along Bray Street and pipe directly to creek. Adjust outlets at creek to discharge with flow of creek.

Indicative Costs:

 

Awaiting design completion

Status:

 

 

Investigation

Loaders Lane Coffs Harbour

Issue: Restrictions at outlet of bridge resulting in backing up of floodwaters. Backup of water into private property.

 

Proposed Project:

 

Realign downstream creek channel.

Indicative Costs:

 

Awaiting investigation and design outcomes

 

Status:

 

 

Investigation

Frederick St / Katherine Cl / Bray St / Michelle Cl Coffs Harbour

Issues: Larger scale issues with creek restrictions and back water flooding. Bridge at Bray St goes under and backs up into Katherine and Frederick.  Bray intersection and Taloumbi. Ck does 180 bend before bridge. Cut out so flow can cut through with less restrictions, similar to Gundagai St. Goes under greenhouse and highway. Also back up effects Hughes Creek with 800mm holding in cul de sac.

Proposed Project:

 

Awaiting Flood Risk Management outcomes

Indicative Costs:

 

Awaiting investigation and design outcomes

 

Status:

 

 

Flood Study complete.

Awaiting Flood Risk Management plan

Coffs Creek Behind 18 Gundagai St Coffs Harbour

 

Issue:  Scour of northern bank causing slumping of the creek bank. Head of scarp is affecting the boundary of the property of 18 Gundagai. There is however some buffer to the garage shed and substantial buffer to the house.

Proposed Project:

 

Awaiting Flood Risk Management Plan outcomes

Indicative Costs:

 

Awaiting investigation and design outcomes

 

Status:

 

 

Investigation

 

Coffs Creek Behind 9 Korff St Coffs Harbour

Issue:  Scour of eastern bank causing slumping of the creek bank. Head of scarp is affecting the boundary of the property of 9 Korff St. There is not a lot of buffer to the house possibly only a few metres.

Proposed Project:

 

Awaiting Flood Risk Management Plan outcomes

Indicative Costs:

 

Awaiting investigation and design outcomes

 

Status:

 

 

Investigation

 

Argyle, Wentworth, Joyce St Coffs Harbour

Issue: Upper catchment issues with houses flooded in the past. Creek overflowing.  Dependent upon the Coffs Harbour Flood Management Study.

Proposed Project:

 

Awaiting Flood Risk Management Plan outcomes

Indicative Costs:

 

Awaiting investigation and design outcomes

 

Status:

 

Flood Study complete.

 

Awaiting Flood Risk Management plan

Antaries Ave / Polaris Close Drainage

Issue: Catchments above the railway lines are concentrated through railway culverts. Properties adjacent railway line experience overland flow issues through properties. Downstream properties in Antaries at sag experience water overtopping kerb line and entering premises. Properties within Polaris also experience flooding as a result of overland flow

Proposed Projects: Various options being considered for viability: from intercepting runoff north of the railway line to increasing capacity of piped drainage and defining overland flow paths.

Indicative Costs:

 

Awaiting design completion

Status:

 

 

Design 18/19

 

The Middle/Chinamans Creek Area

The issues in this catchment area typically floodplain-related with numerous properties adjoining Middle Creek being subject to flood water during intense rainfall events. It is noted that this Creek is tidal adjacent to the properties in question.

 

Middle Creek /

Chinamans Creek

Issue:

 

Flooding risks to residents along the flood prone land areas of Middle Creek

Proposed Project:

 

Extension of Flood Study followed by Floodplain Risk Management review for Middle Creek followed by identification of tasks.

Indicative Costs:

 

Awaiting investigation and design outcomes

 

Status:

 

Floodplain Risk Study funded by OEH/Council for 18/19.

 

Issues:

The Flood Study – Floodplain Risk Management Plan – Identification and Funding of Actions process is a well-founded and historically successful process – but it is a lengthy, time consuming, and complex endeavour.

 

The process is a stipulated requirement if grant funding is to be sought.

 

Options:

This report provides a For Note update only on progress against the requirements of NOM 17/19 Flooding Risks.

Sustainability Assessment:

•     Environment

All flood mitigation works assist to increase the sustainable liveability of the City under all climatic conditions.

•     Social

Flood mitigation works directly assist equitable social outcomes by treating legacy development issues which impact a subset of residents.

•     Civic Leadership

Council demonstrates Civic Leadership by actively identifying opportunities to mitigate flood risks to resident. Council demonstrates Civic Leadership by systematically applying the Flood Risk Management Process.

•     Economic – Broader Economic Implications

Flood mitigation works are selected and prioritised on a cost/benefit basis and those projects which provide the greatest benefit over and above the cost of completion are completed first.

•     Economic - Delivery Program/Operational Plan Implications

Unknown in detail at this stage of the Flood Risk Management process. However, by strictly applying the requirements of the process Council enables the use of external grants as a source of future funding.

Risk Analysis:

Risk: That works undertaken from the Nuisance Drainage Register do not complement and could run contrary to the actions recommended from the Floodplain Risk Management plan, resulting in wasted funding and effort, and create a net detriment to flood levels.

 

Risk: That in not undertaking issues identified within the Nuisance Drainage Register, there is the risk that the issue may reoccur causing possible property damage or loss of life.

 

Risk: In undertaking works that are low priority that there is potentially lost opportunity for funding higher priority works that require substantial lead time eg Detention Basins.

 

Risk: In considering projects in individual localities in isolation from other priorities throughout the city.

Consultation:

Internal consultation on this issue has been extensive and is ongoing. External consultation with affected residents will be conducted as individual risk treatments are resolved.

Related Policy, Precedents and / or Statutory Requirements:

Council is the responsible agency in leading local flood mitigation measures. Council’s roles are most clearly identified in the LG Act 1993 and the State Emergency and Rescue Management Act.

Implementation Date / Priority:

Ongoing.

Conclusion:

This report has been produced to provide Council with an update on the extensive body of work which is required to effectively complete the tasks required by Council resolution for NOM19/17. The timeframe for ultimate completion is necessarily long and future updates will be provided as necessary.

  


QON18/02    T2S Reserve Funds

Author:                        Group Leader Financial Services and Logistics

Authoriser:                  Director Business Services

Attachments:              Nil

 

The following question on notice was received from Councillor Amos.

Question

“The original purpose of the implementation of the T2S initiative was presented to Councillors as follows...

 

Transformation to Sustainability (T2S) Program The T2S program will produce efficiency and cost reductions in service delivery, currently estimated at $3.2 million per annum after three years. For modelling purposes T2S reduces operating costs and invests in asset renewals (capital) ($2 from 2016/2017 and $3.2m from 2017/2018). Employee costs have been indexed at 3% p.a. and Materials and Contracts indexed at 2.5% p.a. This:

 

·    Improves the operating performance ratio

·    Improves the building and infrastructure Asset Renewal Ratio

·    Improves the infrastructure Backlog Ratio; and

·    Reduces Real Operating Expenditure Per Capita.

 

It appears that the direction for the allocation of this fund has arbitrary changed.

 

Can the Council please detail if the current expenditure of the T2S funds remain consistent with the original intent to satisfy “operational” needs, and if not, provide the justification for the divergence?”

Response

The original intent of savings that were generated through the Transformation to Sustainability Program were to improve the Council’s Operating Performance ratio and generate additional funds to be invested in capital renewal projects.

 

The expenditure which is being funded from the T2S Reserve can be broken into two areas. The first is funding business improvement within the organisation to ensure that the continuous improvement culture, which was established during the T2S program, is continued within the organisation. This investment in business improvement for the 2018/19 year is budgeted at $370,502. This expenditure was detailed as part of the budget for 2017/18 and has continued in the 2018/19 budget and forward estimates.

 

The second area of expenditure is for asset renewal purposes. In 2017/18 $4.425 million was allocated form the reserve towards the asset renewal component of the Stadium Project. The next allocation from the reserve is expected to be $10.5 million for the asset renewal component of the Civic and Cultural Space Project in the 2019/20 financial year.

 

As the Council would be well aware, many of the Council’s projects will have components of new assets, upgraded assets and renewed assets. To ensure that the calculation of the Building and Infrastructure Renewal Ratio is accurate, and further that detailed data is collected to assist in future asset management planning, it is expected that the Council will break down projects into these three components. This is the practice of Coffs Harbour City Council.

 

Using the T2S reserve funds to contribute to projects which have asset renewal components within them, such as the Stadium and the Civic and Cultural Space Projects, remains consistent with the original intent as outlined to the Council and enhances the Councils ability to meet the fit for the future asset renewal and operating performance ratios.

 


QON18/03    Pool Maintenance and Improvements

Author:                        Group Leader Financial Services and Logistics

Authoriser:                  Director Business Services

Attachments:              Nil

 

The following question on notice was received from Councillor Amos.

Question

“The new leasee at the City pools has now operated for 12 months.

 

Is the council satisfied that undertakings as to pool maintenance and improvements including leak repairs, coffee shop and gymnasium extensions have been delivered satisfactorily?

 

Are the community indicating that previous service levels have been maintained?

 

Has the pool pricing changed, or, is it likely to change in the next 12 months?”

Response

A recent inspection of the pool in Coffs Harbour by the Council’s Mechanical and Electrical Staff has found that the pool is in better working order than it was during the initial inspection in the first week of July 2017. The pools within Sawtell and Woolgoolga have been set for an inspection by the Council’s Mechanical and Electrical Staff later in the month of July as both pools are currently closed for the Winter Season.

 

As part of the original Business Plan that was submitted with the Lane 4 Tender response, it was indicated that the Café fitout would occur within 4 – 6 months of the commencement of the lease at the Coffs Harbour location. This was carried out within the first month of operation. The business case also provided for the possibility of the establishment of a Gymnasium facility within the Coffs Harbour facility within 18 – 24 months of the commencement of the lease. This is yet to occur but the Lessee has been provided with copies of the building plans to facilitate such works. To date the Lessee has met all requirements of the agreement between the Council and the Lessee.

 

The Council has not had any negative feedback during the past 12 months with regards to the level of service having decreased since the start of the new lease in July 2017.

 

If the Lessee wishes to change the pool pricing at any stage, it must seek the approval of the Council to undertake any change. The Council has only ever received two requests with regard to pricing and this was to offer a discounted 20 swim pass (as had been previously offered) and a seniors card rate. Council has not received a request from the Lessee to increase pool pricing.

 


QON18/04    Status of Korora - West Sapphire - Moonee Large Lot Residential Investigation Area

Author:                        Section Leader Local Planning

Authoriser:                  Director Sustainable Communities

Attachments:              Nil

 

The following question on notice was received from Councillor Arkan.

Question

Can an update be provided as to the status of work carried out with the West Korora / Sapphire large lot investigation area?

As per February 8th Council resolution, can there be an indication as to not only work carried out, but also the next step?

Response

This matter was last considered on 8 February 2018, where it was resolved that Council:

1.   Note the contents of the response provided by the NSW Department of Planning and Environment (Attachment 1) to Council's request to endorse the Korora - West Sapphire - Moonee Large Lot Residential Investigation Area.

2.   Expedite a review and update the land release program and recommendations of the Coffs Harbour Local Growth Management Strategy - Rural Residential Component 2009 and allocate a sum of $80,000.

3.   That Council follows the recommendations by the NSW Department of Planning and Environment made in their response including consulting with the RMS and NSW Office of environment and Heritage.

4.   Notify landowners within Precincts 3, 4 and 5 of the Korora - West Sapphire – Moonee Large Lot Residential Investigation Area of Council's resolutions, consistent with the response received from the NSW Department of Planning and Environment (Attachment 1).

In relation to Resolution item 2, Council has sought fee proposals, and has subsequently engaged consultants to complete the review of the Coffs Harbour Local Growth Management Strategy (LGMS) – Rural Residential Component 2009. Work has commenced with a review of supply and demand statistics and land release program.

A draft paper is scheduled for workshopping with Council in November 2018, followed by agency consultation. The final draft revised and updated LGMS Large Lot Residential chapter and Discussion Paper is scheduled to be reported to Council in February 2019, followed by public exhibition and agency consultation. The final document will be presented as the Large Lot Residential Chapter of Council’s revised LGMS.

In relation to Resolution item 3, consultation is ongoing with both NSW Roads and Maritime Services and NSW Office of Environment and Heritage. This consultation will continue for the life of the project.

In relation to Resolution item 4, relevant landowners have been notified.