Ordinary Council Meeting Minutes                                                         26 July 2018

  Crestclr

MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

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

 

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

STAFF:                    Acting General Manager / Director Business Services, Director Sustainable Infrastructure, Director Sustainable Communities 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

SC18/27 – Planning Proposal to Permit Detached Dual Occupancy Development in the RU2 Rural Landscape Zone – Post exhibition.

Non-Pecuniary - Less Than Significant Conflict as he owns land zoned RU2.  This item refers to the Citywide LEP.

 

Apologies

2018/165

Resolved (Cr John Arkan / Cr Keith Rhoades)

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

Carried

 

Public Addresses

No public addresses.

 

Public forum

No public forum.

 

Mayoral Actions Under Delegated Authority

No Mayoral actions under delegated authority.

 

Confirmation of Minutes

2018/166

Resolved (Cr John Arkan / Cr Paul Amos)

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

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

Carried

 

 

General Manager's Reports

 

GM18/18         Development Applications - Consideration by Council Policy - Review

 

Executive Summary

Council’s Development Application – Consideration by Council Policy is a policy that outlines when a particular development application is required to be reported to a council meeting for determination rather than being determined under delegated authority by council staff.

 

The policy has been reviewed and proposed changes made with the aim being to make it clearer when a development application needs to be reported to Council.  The updated policy aligns with the criteria that mandate what development applications are reported to local planning panels in Greater Sydney and Wollongong.

 

2018/167

Resolved (Cr Keith Rhoades / Cr John Arkan)

That this item be deferred subject to further information being brought back to Council.

For:         Crs Knight, Adendorff, Arkan, Rhoades, Swan and Townley

Against:  Cr Amos

Carried

 

 

 

 

 

 

GM18/19         Local Government NSW Conference 2018 - Voting Delegates and Submitting Motions

 

Executive Summary

Council is required to nominate its authorised voting delegates in preparation for attendance and voting at the Local Government NSW Annual Conference 2018.  The process as it relates to the submission of motions for consideration at the Conference is also outlined.

 

2018/168

Resolved (Cr John Arkan / Cr Keith Rhoades)

That :

1.       Council resolve to nominate the following Councillors as the Coffs Harbour City Council voting delegates for the 2018 LGNSW Annual Conference;

1.1.    Councillor Swan

1.2.    Councillor Arkan

1.3.    Councillor Townley

1.4.    Councillor Amos

2.      Councillors wishing to propose motions for consideration by Council for inclusion on the LGNSW Conference Business Paper are to submit any such motions to the General Manager by close of business Wednesday 8 August 2018.

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

Carried

 

 

Notices of Motion – Business Services

 

NOM18/16      Review of Fees and Charges - Council Controlled Reserves

2018/169

Resolved (Cr Denise Knight / Cr Sally Townley)

That this item be deferred.

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

Carried

 


 

Directorate Reports - Business Services

 

BS18/43          Boat Ramp Signage and Associated Works

 

Executive Summary

On 14 June 2018 Council resolved to make improvements to the boat ramp facilities by way of signage, lighting and CCTV cameras. This report provides an update on implementation of Council’s resolution, including progress with initial signage and a grant application to the Saving Our Waterways Fund for further works.

 

2018/170

Resolved (Cr John Arkan / Cr Paul Amos)

That Council note the progress of the request for signage and the installation of additional lighting and CCTV at the Coffs Harbour Boat Ramp.

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

Carried

 

 

 

BS18/44          Software-as-a-Service Contract

 

Executive Summary

Council has been reviewing the way in which services are delivered for many years. The provision of Information Technology has traditionally been provided by Council staff using infrastructure located within Council’s Administration building. This is called an on premise environment. Business Systems is responsible for all aspects of providing this service. In recent years Council’s corporate software supplier, TechnologyOne Limited (TechnologyOne), has introduced a new method of providing this service via the Cloud where TechnologyOne assume much of the responsibility for the maintenance and management of Council’s corporate software. This new service model is called Software-as-a-Service or SaaS.

 

TechnologyOne has provided Council with a proposal to move to this new software delivery model. The proposal is for a ten (10) year period and incorporates the following:

 

·    a contract for the Software-as-a-Service platform for a ten (10) year period with no CPI increase;

·    an initial provisioning fee that is rebated over the life of the contract;

·    subscription licence for all Local Government software currently in Production and in development until 2019;

·    ten (10) terabytes of storage.

 

The Software-as-a-Service platform delivers significant benefits to Council including increased licences of TechnologyOne software through an Enterprise Agreement, improved accessibility and performance, increased scalability, increased capability for online service delivery, better cyber security prevention, a more robust disaster recovery capability and the ability to redeploy staff to more business focused tasks.

 

This proposal is not requesting more money or resource overall. Rather, it is recommending that Council adopt a new approach to IT service provision through acceptance of the TechnologyOne Software-as-a-service proposal.

 

2018/171

Resolved (Cr Tegan Swan / Cr John Arkan)

That Council:

1.   With reference to section 55(3)(i) of the Local Government Act resolves because of extenuating circumstances, being the unavailability of competitive or reliable tenderers to provide a Software-as-a-Service platform for TechnologyOne software, that a satisfactory result would not be achieved by inviting tenders for this service.

2.   Note the costs and benefits as detailed in the Confidential Attachment.

3.   Delegate the General Manager to negotiate and execute with TechnologyOne Limited a Multi Year Software-as-a-Service Contract to a value no greater than the amount included in the Confidential Attachment, excluding GST, for a period of ten years.

4.    Approve the funding of the Provisioning Fee in the first year of the contract from the Strategic Initiatives Reserve to be repaid to the reserve over the remaining nine years of the contract.

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

Carried

 

Notices of Motion – Sustainable Communities

 

NOM18/17      Youth Club or PCYC Facility - Woolgoolga

 

Motion (Cr John Arkan / Cr Tegan Swan)

That a report be provided to council noting:

1.   The status of the building in Queen Street with the basket ball courts.

2.   Information as to any plans for a youth club or PCY type facility.

3.   Identify any possible sites / buildings.

4.   That Council liaise with the Woolgoolga and Northern Beaches Youth Educational & Events Centre and Upcycled Training Facility and any other interested parties.

 

The Mayor asked all Councillors if they had any objections to the change to the original motion.

No objections were received.

Another word change was requested and a Councillor raised an objection.  The matter was raised by way of an Amendment.

 

Amendment

2018/172

Resolved (Cr Tegan Swan / Cr John Arkan)

That Council investigate and report back on the feasibility of this group’s idea and their capacity to execute the concept (Woolgoolga and Northern Beaches Youth Educational & Events Centre and Upcycled Training Facility).

 

          And if answered the positive, that we:

 

Expedite the identification of an appropriate site of the project.

The Amendment on being put to the meeting was carried unanimously.  It then became the Motion and on being put to the meeting was carried unanimously.

Carried

 


 

Directorate Reports - Sustainable Communities

 

SC18/27          Planning Proposal to Permit Detached Dual Occupancy Development in the RU2 Rural Landscape Zone – Post Exhibition

 

Executive Summary

At its Ordinary Meeting of 8 March 2018, Council resolved to support a revised Planning Proposal to modify Coffs Harbour Local Environmental Plan 2013 (LEP 2013) to allow detached dual occupancy with development consent in the RU2 Rural Landscape (RU2) zone. Council also agreed at the same meeting to revise consequential changes to Coffs Harbour Development Control Plan 2015 (DCP 2015). A revised Gateway Determination was issued by the NSW Department of Planning and Environment (DPE) and a second exhibition of the Planning Proposal and DCP changes took place between 18 April and 16 May 2018.

This report informs Council of the outcome of the second exhibition of the Planning Proposal (PP_2017_Coffs_004_00) and DCP amendments. It provides Council with a final Planning Proposal (Attachment 1), revised draft DCP amendments (Attachment 2), a summary of issues raised in public submissions and planning responses (Attachments 3 and 5), and the revised Gateway Determination (Attachment 4). It is recommended that Council endorse and finalise this Planning Proposal and DCP.

 

 

Motion (Cr Tegan Swan / Cr Paul Amos)

That Council:

1.    Endorse Planning Proposal PP_2017_COFFS_004_00 to amend Coffs Harbour Local Environmental Plan 2013 to permit dual occupancy (detached) in the RU2 Rural Landscape zone – V4 Post Exhibition – July 2018 (Attachment 1).

2.    Delegate to the General Manager the authority issued by the NSW Department of Planning and Environment to exercise the functions of the Minister under Section 3.36 of the Environmental Planning and Assessment Act 1979 for the purposes of finalising this Planning Proposal.

3.    Continue to consult with the NSW Department of Planning and Environment on the terms of the amendment to Coffs Harbour Local Environmental Plan 2013, to ensure its consistency with the objectives, outcomes and provisions of the Planning Proposal.

4.    Endorse the revised Coffs Harbour Development Control Plan 2015 (Amendment No. 4) (Attachment 2), which will come into effect when the corresponding changes to Coffs Harbour Local Environmental Plan 2013 are made, subject to DCP Clause D4.3.2 Design Requirements – Dual Occupancies (Detached), Requirements Item 5, be amended to read:

Dual occupancy (detached) must be designed and sited in a way that:

o    supports retention and supplementary planting of setback buffer areas;

o    minimises native vegetation removal (including for bushfire protection);

o    is responsive to the topography and other land-based constraints;

o    does not create adverse drainage impacts; and

o   does not result in visual and privacy impacts

5.    Inform all parties who made submissions to PP_2017_COFFS_004_00 of Council’s decision.

 

Amendment

 

Motion (Cr John Arkan / Cr Michael Adendorff)

That Council:

1.   Endorse Planning Proposal PP_2017_COFFS_004_00 to amend Coffs Harbour Local Environmental Plan 2013 to permit dual occupancy (detached) in the RU2 Rural Landscape zone – V4 Post Exhibition – July 2018 (Attachment 1).

2.   Delegate to the General Manager the authority issued by the NSW Department of Planning and Environment to exercise the functions of the Minister under Section 3.36 of the Environmental Planning and Assessment Act 1979 for the purposes of finalising this Planning Proposal.

3.   Continue to consult with the NSW Department of Planning and Environment on the terms of the amendment to Coffs Harbour Local Environmental Plan 2013, to ensure its consistency with the objectives, outcomes and provisions of the Planning Proposal.

4.   Endorse the revised Coffs Harbour Development Control Plan 2015 (Amendment No. 4) (Attachment 2), which will come into effect when the corresponding changes to Coffs Harbour Local Environmental Plan 2013 are made.

5.   Inform all parties who made submissions to PP_2017_COFFS_004_00 of Council’s decision.

 

For:         Crs Adendorff and Arkan

Against:  Crs Knight, Amos, Rhoades, Swan and Townley

The Amendment on being put to the meeting was LOST.

 

Motion

2018/173

Resolved (Cr Tegan Swan / Cr Paul Amos)

That Council:

1.         Endorse Planning Proposal PP_2017_COFFS_004_00 to amend Coffs Harbour Local Environmental Plan 2013 to permit dual occupancy (detached) in the RU2 Rural Landscape zone – V4 Post Exhibition – July 2018 (Attachment 1).

2.         Delegate to the General Manager the authority issued by the NSW Department of Planning and Environment to exercise the functions of the Minister under Section 3.36 of the Environmental Planning and Assessment Act 1979 for the purposes of finalising this Planning Proposal.

3.         Continue to consult with the NSW Department of Planning and Environment on the terms of the amendment to Coffs Harbour Local Environmental Plan 2013, to ensure its consistency with the objectives, outcomes and provisions of the Planning Proposal.

4.         Endorse the revised Coffs Harbour Development Control Plan 2015 (Amendment No. 4) (Attachment 2), which will come into effect when the corresponding changes to Coffs Harbour Local Environmental Plan 2013 are made, subject to DCP Clause D4.3.2 Design Requirements – Dual Occupancies (Detached), Requirements Item 5, be amended to read:

Dual occupancy (detached) must be designed and sited in a way that:

o    supports retention and supplementary planting of setback buffer areas;

o    minimises native vegetation removal (including for bushfire protection);

o    is responsive to the topography and other land-based constraints;

o    does not create adverse drainage impacts; and

o   does not result in visual and privacy impacts

5.      Inform all parties who made submissions to PP_2017_COFFS_004_00 of Council’s decision.

 

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

Carried

 

 

 

 

SC18/28          2018/19 Donations and Rates Subsidy Program

 

Executive Summary

Each financial year, Council is required under Section 356 of the Local Government Act to assess and approve applications submitted under the Donations and Rates Subsidy Program.

Funds are distributed in accordance with the Donations Policy to ensure funds are allocated in the most effective manner. This enables Council to be accountable to the community in regard to the spending of Council funds and transparent about the level of financial support to community events and organisations.

 

2018/174

Resolved (Cr Denise Knight / Cr Sally Townley)

That Council adopt the 2018/19 Donations and Rates Subsidy Program as detailed in the table.

Donations and Contributions

 

Recipient

Amount($)

Donations Unallocated (Mayor)

12,530

Westpac Rescue Helicopter

1,000

Schools Annual Presentations

5,300

North Coast Academy of Sport

6,000

Event Subsidies (Road Closures for Anzac Day Parades)

7,000

Southern Cross University Presentations

300

TAFE Presentations

300

Development Assessment Fees

5,000

Other Health Services – Life Education Van

4,000

Hope Bears Charity

250

TS Vendetta (Access Charge)

500

Reimbursement of Legal Fees for Lease Preparation

2,500

Variety Special Children’s Christmas Party

250

Coffs Harbour Spring Garden Festival

1,000

Coffs Ladies Silks Day

1,000

Coffs Harbour Agricultural Show

5,000

New Year’s Eve Fireworks

5,000

Christmas Carols

12,000

Total

68,930


Rates Subsidy – Sporting and Cultural Groups

Amount($)

Advocate Park

14,047

Sawtell Toormina Sports & Recreation Club

12,801

Coffs Harbour Rugby Club

7,995

Coffs Harbour Hockey Fields

5,397

Coffs Harbour Kart Racing Track

1,441

Coffs Harbour Motor Cycle Club

2,869

Coffs Harbour Pistol Club

702

Woolgoolga Art Group (first instalment)

997

Coffs Harbour and District Aero Club

3,050

Glenreagh Mountain Railway

1,839

Woolgoolga Senior Citizens Centre

5,299

Nana Glen Hall

2,240

Bonville Hall

1,969

Ayrshire Park

34

Upper Orara Hall

2,125

Upper Orara Recreational Ground

689

Eastern Dorrigo (Ulong) Hall and Showground

34

Coramba Community Centre

2,221

Lower Bucca Community Centre

689

Woolgoolga Neighbourhood Centre

3,965

Nana Glen Sportsground

723

Lowanna Hall

689

Girl Guide Associate (Waste Service)

655

Total

72,470

Rates Subsidy – Surf Life Saving Clubs

Amount($)

Coffs Harbour Surf Club

6,631

Woolgoolga Surf Club

3,705

Red Rock Corindi Surf Club

1,656

Sawtell Surf Club

7,303

Total

19,295

Total Rates Subsidy

91,765

Direct Subsidy to Coffs Harbour, Woolgoolga, Red Rock Corindi and Sawtell Surf Clubs

36,000

Subsidy to Woolgoolga and Sawtell Chambers of Commerce

20,900

Total Donations and Rates Subsidy

217,595

 

 

 

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

Carried

 

Directorate Reports - Sustainable Infrastructure

 

SI18/17           Traffic Committee Meeting 4/2018

 

Executive Summary

The Local Traffic Committee (LTC) Meeting of 3 July 2018 minutes are presented to Council for approval of one item. The remainder of the recommendations were of a minor nature with one being deferred with the rest approved under delegated authority by the Director of Sustainable Infrastructure.

 

This report requests that Council consider approving Item T.25 Edgar Street Coffs Harbour – Loading Zones, and that Council notes the minutes of the Local Traffic Committee Meeting of 3 July 2018.

 

2018/175

Resolved (Cr Sally Townley / Cr Paul Amos)

That Council:

1.       Approves the following LTC item:

T.25  Edgar Street Coffs Harbour - Loading Zones

Install two loading zones as follows;

•    Edgar Street, Coffs Harbour east side for approx. 9m just south of Collingwood Street - subject to council funding for design and construction of kerb extension.

•    Collingwood Street, Coffs Harbour south side for 10.0m behind the kerb between the two driveways to the Jetty village basement car park - subject to council funding for design and construction of hardstand area.

2.       Note the minutes of the Local Traffic Committee meetings of 3 July 2018 which detail nine items have been authorised in accordance with delegations and two items have been deferred pending further investigation and information.

 

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 6.05pm.

 

Confirmed:  9 August 2018.

 

 

 

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

Denise Knight

Mayor