Ordinary Council Meeting Minutes                                                    9 August 2018

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MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON
Thursday, 9 August 2018 AT 5.00pm

 

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

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

 

Leave of Absence  Cr Jan Strom

Opening of Ordinary Meeting

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

Acknowledgement of Country

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

Statement in relation to Recording of Meetings

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

Disclosure of Interest

Councillor

Items

Type of Interest

 

 

 

Cr Michael Adendorff

GM18/20 Bunker Cartoon Gallery Extension Proposal.

Non-Pecuniary - Less Than Significant Conflict as he is a former Rotary member.

Cr Michael Adendorff

SC18/29 Coffs Harbour City Centre – Review of Height Controls.

Pecuniary interest as he owns properties in the CBD.

 

Apologies

No apologies.

 

Public forum

Time

Speaker

Item

5.00pm

Neil Stocks

57 Lot Subdivision, Lot 2 Sawtell Road

5.05pm

Larry Langman

20th Anniversary of Landcare in Coffs Harbour and to Recognise Council’s Support

 

Public Addresses

Time

Speaker

Item

5.10pm

Paul McKeon

For:  Report GM18/20 – Bunker Cartoon Gallery Extension Proposal

 

Mayoral Actions Under Delegated Authority

No Mayoral actions under delegated authority.

 

Confirmation of Minutes

2018/176

Resolved (Cr Sally Townley / Cr John Arkan)

That the minutes of the Ordinary Meeting held on 26 July 2018 be confirmed.

 

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

Carried

 

 

 

 

General Manager's Reports

 

GM18/20         Bunker Cartoon Gallery Extension Proposal

 

Executive Summary

Approximately three years ago, Council entered into an initial three year licence arrangement with the Bunker Cartoon Gallery Inc. (BCG Inc.) to enable its occupation of the Bunker Gallery facility with a view to the facility moving toward sustainable operations. The agreement included the provision of a subsidy by Council starting at $86,000 in year one with a view to that subsidy reducing by approximately $5,000 per annum as the facility moved to sustainable operations. Council at its meeting on 12 July 2018 resolved to continue this licence arrangement for a further two year period commencing 1 July 2018.

 

BCG Inc. has submitted a proposal to Council for its consideration. This proposal indicates that whilst the Bunker Gallery operation has improved in recent years, in its present form it is unlikely to achieve financial sustainability. BCG Inc. have therefore proposed that the current facility be improved and substantially extended to increase the exhibition space and functionality, thus attracting a larger and more diverse range of visitors to the facility.

 

Whilst BCG Inc. are proposing to seek State and Federal Government grant funds to construct the works associated with the proposal, they are seeking seed funding of $180,000 to enable the project to reach a status that will enable grant funds to be sought.

 

This report explores the proposal submitted by BCG Inc. and explores the alignment to Council’s adopted strategic direction, in particular Creative Coffs, Council’s Cultural Strategic Plan 2017-22.

 

 

Motion (Cr Keith Rhoades / Cr John Arkan)

That Council:

1.       Indicate support for the Bunker Cartoon Gallery Business Case as submitted by the Bunker Cartoon Gallery Inc. for an enhanced gallery exhibition space/facility to complement the existing Bunker Gallery;

2.       Agree to provide seed funding of up to $180,000 to enable the Bunker Cartoon Gallery Inc. proposal to progress through the various stages to enable State and Federal Grant funding sources to be sought for the capital/construction works, noting that the seed funding is to be provided in a staged manner based on the achievement of project milestones as follows:

2.1.    $40,000 initial payment to enable

2.1.1.     Costs of preparing and lodging a Development Application $20,000

2.1.2.     Costs for initial research of historic exhibition and preparation of demonstration exhibit $20,000

2.2.    Should the outcomes of the items contained within 2.1 above be achieved in the affirmative, a further payment of $25,000 be made available to enable the preparation and writing of detailed grant applications to either State or Federal Governments;

2.3.    Should the Bunker Cartoon Gallery Inc. be successful in securing adequate funding from State and/or Federal Government Grant sources to enable the Bunker Cartoon Gallery Inc. proposal to be constructed, the further payment of $115,000 be made available to enable the preparation and submission of documentation for a Certificate of Construction to be acquired;

3.       Resolve that $180,000 funding mentioned in 2 above be funded from Council’s Strategic Initiatives Fund;

4.       Agree to explore tenure options with the Bunker Cartoon Gallery Inc. to formalise the tenure over the new facility developed as a result of the Bunker Cartoon Gallery Inc. proposal, should the proposed facility achieve all milestones and be constructed at the City Hill location.

 

Amendment

2018/177

Resolved (Cr Sally Townley / Cr Tegan Swan)

That Council:

1.       Indicate in-principle support for the Bunker Cartoon Gallery Business Case as submitted by the Bunker Cartoon Gallery Inc. for an enhanced gallery exhibition space/facility to complement the existing Bunker Gallery;

2.       Agree to provide seed funding to enable the Bunker Cartoon Gallery Inc. proposal to progress through the initial stages to enable State and Federal Grant funding sources to be sought for the capital/construction works, noting that the seed funding is to be provided in a staged manner based on the achievement of project milestones as follows:

2.1.    Costs of preparing and lodging a Development Application $20,000

2.2.    Should the outcomes of the items contained within 2.1 above be achieved in the affirmative, a further payment of $25,000 be made available to enable the preparation and writing of detailed grant applications to either State or Federal Governments;

3.       Resolve that the funding mentioned in 2 above be funded from Council’s Strategic Initiatives Fund;

4.       Resolve that a progress report will be brought back to Council.

 

5.       That Council request permission from the Bunker Cartoon Gallery to have the collection valued.

 

For:         Crs Knight, Amos, Swan and Townley

Against:  Crs Adendorff, Arkan, Cecato and Rhoades

 

The amendment on being put to the meeting resulted in a tied vote.  The Mayor used her casting vote and the amendment was declared CARRIED.  The AMENDMENT then became the MOTION.

 

For:         Crs Knight, Amos, Swan and Townley

Against:  Crs Adendorff, Arkan, Cecato and Rhoades

 

The MOTION on being put to the meeting resulted in a tied vote.  The Mayor used her casting vote and the MOTION was declared CARRIED.

Carried

 

 

 

 

GM18/21         Council Policy

 

Executive Summary

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

 

2018/178

Resolved (Cr Paul Amos / Cr Sally Townley)

That Council adopt the Risk Management Policy.

 

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

Carried

 

Notices of Motion – Business Services

 

NOM18/18      Review of Fees and Charges - Council Controlled Reserves

2018/179

Resolved (Cr George Cecato / Cr Michael Adendorff)

That Council undertake a review of its Fees and Charges associated with the use of Council controlled reserves, excluding sporting fields, and provide a report and draft policy to Council for consideration.

 

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

Carried

 

 

 

 

 

NOM18/19      Transfer of Land

2018/180

Resolved (Cr Sally Townley / Cr Paul Amos)

That Council investigate the transfer of land housing Kulai Preschool.

 

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

Carried

 

 

 

 

 

NOM18/20      Opportunities for Activating the City Centre - Development Contributions

2018/181

Resolved (Cr Paul Amos / Cr Tegan Swan)

That a report be provided outlining the opportunities for activating the city centre that can occur by waiving development contributions for residential development in the Coffs Harbour City Centre in the short term.

 

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

Against:  Crs Arkan, Cecato and Rhoades

Carried

 

 


 

Directorate Reports - Sustainable COMMUNITIES

Cr Michael Adendorff had declared an interest in the following item, vacated the chamber and took no part in the discussion or voting, the time being 6:07pm.

 

 

 

SC18/29          Coffs Harbour City Centre - Review of Height and Built Form Controls

 

Executive Summary

At its Ordinary Meeting of 9 February 2017, Council resolved to undertake a review of building heights in the Coffs Harbour City Centre. Consultants were subsequently engaged to undertake this review. A draft report for the building heights review was presented to Council at its Ordinary Meeting of 7 December 2017. Council resolved to endorse and publicly exhibit the report in 2018.

The purpose of this report is to present the outcomes of the public exhibition process and the Coffs Harbour CBD – Review of Height and Built Form Controls Final Study Report – July 2018 (Attachment 1) to Council. The report states that an increase in the maximum height of buildings and floor space ratio controls within the city centre can be achieved without impacting on the amenity of key public spaces, provided that such changes are supported by additional local built form controls. The proposed draft amendments for Coffs Harbour LEP 2013 and Coffs Harbour Development Control Plan (DCP) 2015 (Attachments 2 and 3) have been developed in accordance with recommendations of the review process.

 

MOTION

2018/182

Resolved (Cr Keith Rhoades / Cr John Arkan)

That Council defer Item SC18/29 subject to a further workshop with Councillors.

 

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

Carried

 

At 6:27 pm, Cr Michael Adendorff returned to the meeting.

 

The General Manager read to the meeting the resolution of item SC18/29.

 

 

Directorate Reports - Sustainable Infrastructure

 

SI18/18           Solar Lighting Within the LGA and in Particular Gordon Street & Market Street CBD Area, Woolgoolga

 

Executive Summary

There are in total 4500 street lights in the Coffs Harbour LGA. Including those in the Woolgoolga CBD, Market Street, Queen Street and Arkan Avenue. Woolgoolga currently has 289 street lights or 6.4% of the LGA total.

 

The existing LGA-wide network is installed and maintained by Essential Energy, and paid for by Council, in accordance with both Australia Standard AS/NZS1158 Lighting for Roads and Public Spaces, and other approved street lighting standards.

 

 

Two quotations have been obtained to test the possible cost of solar street lights for the purposes of this report. The current annual operating cost to Council for existing (reticulated) street lights is approximately $257 per light. This cost will fall by 25% to approximately $200 per light per annum later this calendar year when 70% of the existing network (mostly sodium lights) is changed to LED. By comparison, the equivalent operating cost for a suitable solar light is approximately $300 per light per annum in the best case scenario.

 

There are some additional risks pertaining to solar street lighting: the system would periodically fail during prolonged periods of low light and wet weather; and the necessary batteries would be susceptible to flooding in some places (for ease of servicing reasons they are kept at ground level).

 

These same periods are also most high risk time for vehicle crashes within the LGA. As a consequence, Council may be exposed to an additional risk of liability if inoperable solar lights were to be identified as a causative factor.

 

2018/183

Resolved (Cr John Arkan / Cr Michael Adendorff)

That Council:

1.       Note the costing for Solar Street lighting in the report.

2.       Continue to investigate the sustainability of utilising solar lighting for streets and other installations.

3.       Investigate provision of street lighting in Queen Street, Market Street CBD area and other streets in Woolgoolga and add any required additional new lights to the New Street Lighting Program priority list.

 

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

Carried

 

 

 

 

SI18/19           Hastings Street, Woolgoolga - Planned Upgrade

 

Executive Summary

Notice of Motion 18/10 requires an assessment of potential parking options in Hastings Street, Woolgoolga.  Council staff have assessed existing carparking options and have identified two projects for potential parking upgrades. Additional formal car spaces will also result from the completion of a current private development on Hastings Street.

 

Council currently has no plans to conduct any work on Hastings Street as the road pavement condition has been assessed via the asset management planning process to be in reasonable condition (relative to other road pavements within the LGA).

 

Council has an annual road renewal budget of approximately $3.2m which has been allocated to priority roads across the LGA for this financial year. $1.6m of that amount has been allocated (via the adopted budget) to two significant road renewal projects in Woolgoolga – Wharf and Waterloo Streets. Council could, if it deemed Hastings Street to be of greater priority, reallocate the majority of the current Woolgoolga share from Wharf and Waterloo Street projects to Hastings Street.

 

This report however recommends that Council consider a renewal of Hastings Street within the next four year renewal cycle.

 

2018/184

Resolved (Cr John Arkan / Cr Sally Townley)

That Council note the report and have the upgrade of Hastings Street evaluated on the pavement renewal program in the next 4 year renewal cycle.

 

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 6.32pm.

 

Confirmed:  23 August 2018

 

 

 

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

Denise Knight

Mayor