Ordinary Council Meeting Minutes                                               25 October 2018

  Crestclr

MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON
Thursday, 25 October 2018 AT 5.00pm

 

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

STAFF:                    General Manager, Director Sustainable Infrastructure, 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 Paul Amos

SI18/22 – Proposal to name an unnamed creek at Korora as Williams Creek

Non-Pecuniary - Less Than Significant Conflict as a member of the Williams family is employed by him.

 


 

Apologies

2018/232

Resolved (Cr Paul Amos / Cr Tegan Swan)

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

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

Carried

 

Public Addresses

No public addresses.

 

Public forum

No public forum.

 

PRESENTATION

James Sugumar from the Audit Office of NSW gave a presentation relating to item BS18/61 – Audited 2017/18 Annual Financial Statements.

 

Mayoral Actions Under Delegated Authority

No Mayoral actions under delegated authority.

 

Confirmation of Minutes

2018/233

Resolved (Cr Paul Amos / Cr Tegan Swan)

That the minutes of the Ordinary Meeting held on 11 October 2018 be confirmed.

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

Carried

 

 


 

 

BS18/61          Audited 2017/18 Annual Financial Statements

 

Executive Summary

The audited Financial Statements for 2017/2018 are being presented to meet legislative requirements under Section 419 of the Local Government Act in relation to their completion, audit and presentation.

 

The General Purpose Financial Statements and Special Purpose Financial Statements are the statements required to be produced by the Australian International Financial Reporting Standards whilst the Special Schedules contain additional information required for the NSW Grants Commission, Australian Bureau of Statistics, Department of Primary Industries Water and Office of Local Government.

 

The final audited Financial Statements require certification by the designated signatories for the audit opinion and Conduct of the Audit Report to be issued, and for the Financial Statements to be then lodged with the Office of Local Government.

 

2018/234

Resolved (Cr Michael Adendorff / Cr George Cecato)

That Council:

1.       Approve the General Purpose Financial Statements – Statement by Councillors and Management and Special Purpose Financial Statements – Statement by Councillors and Management forms relating to the audited 2017/2018 annual Financial Statements for completion by the designated signatories.

2.       Receive and adopt the audited 2017/2018 Annual Financial Statements.

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

Carried

 

General Manager's Reports


 

GM18/30         Council Policy - Reserve Naming and Memorial 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 the amended Reserve Naming and Memorial Policy for Council adoption.

 

2018/235

Resolved (Cr Paul Amos / Cr Tegan Swan)

That Council adopt the amended Reserve Naming and Memorial Policy as tabled with the following inclusions inserted at the appropriate place:

1.    Council will consider merit based applications for existing reserve renaming after a period of 25 years has lapsed. This initiative endeavours to offer the opportunity to members of our community, who make substantial contributions in subsequent generations, relevant and deserved acknowledgement if Council considers it is appropriate;

2.    Further in Section 3, that Council replace the word “will” with the word “may in order to remove unauthorised memorials.

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

Carried

 

Directorate Reports - Business Services

 

BS18/60          Bank and Investment Balances for September 2018

 

Executive Summary

Council’s Bank Balances and Investments as at 30 September 2018 totalled $209,780,525.14.  Council receives independent advice and invests surplus funds in accordance with Council’s Investment Policy to maximise investment income and preserve capital to assist with funding requirements for projects listed under the My Coffs Community Strategic Plan.

 

Also included in the monthly report is a summary of Council’s Socially Responsible Investment Performance (refer Attachment 1).

 

2018/236

Resolved (Cr Paul Amos / Cr Sally Townley)

That Council note the bank balances and investments totalling $209,780,525.14 (including from loans, Developer Contributions and other avenues that form the restricted accounts and are committed for future works) as at 30 September 2018.

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

Carried

 

 

 

 

BS18/62          Grant of Right of Carriageway over Council Land at Kratz Drive, Coffs Harbour

 

Executive Summary

Council own a parcel of land known as Lot 13 DP 881149 at Kratz Drive, Coffs Harbour.  An adjoining owner has approached Council to obtain a right of carriageway over a small section of the land to enable access to the rear of their property.  The proposed easement will affect the existing handle shaped portion of Council’s land that is already used as a driveway by Council and is concrete sealed.  This access is already impacted by an existing easement that benefits an adjoining private property directly to the east.

 

2018/237

Resolved (Cr George Cecato / Cr Michael Adendorff)

That Council:

1.    Grant a Right of Carriageway easement over Lot 13 DP 881149 in favour of Lot 1 DP 1142912 defined as “Right of Carriageway 6 wide and variable” as shown in DP 881149.

2.    Accept an amount of $2,500 inclusive of GST as compensation for the grant of the easement.

3.    Agree that all costs associated with the matter are payable by the applicant and owner of Lot 1 DP 1142912.

4.       Execute under seal any required documents to complete the matter.

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

Carried

 

 

 

 

BS18/63          Classification and Categorisation of Crown Reserves under the Local Government Act

 

Executive Summary

The Crown Land Management Act 2016 (CLMA) was enacted on 1 July 2018 and authorises Council, as the appointed Crown Land Manager, to manage Crown reserves as if they were public land under the Local Government Act 1993 (LGA).

 

As part of the transition to the management of Crown reserves under the LGA Council must assign a classification and initial categorisation to all Crown reserves under its management.  The Department of Industry – Crown Land (DoI-CL) has provided an initial assessment of each reserve and a suggested classification and categorisation.  Council staff have undertaken a review of the Crown reserves and the initial assessment undertaken by DoI–CL and this report establishes concurrence with, or proposed amendments to, the suggested treatment of each Crown reserve (refer Attachments 1 and 2).

 

Any request for changes, particularly when requesting an Operational Land classification, must be made to the Minister administering the CLMA.  This report seeks Council’s endorsement to request an Operational Land classification of identified Crown reserves, request identified amendments to the initial categorisation assigned by DoI–CL and to establish a classification and initial categorisation where no guidance was provided (Attachment 1).  The report also seeks to confirm Council’s concurrence with DoI–CL initial classification and categorisation of identified Crown reserves (Attachment 2).

 

2018/238

Resolved (Cr Tegan Swan / Cr Paul Amos)

That Council as Crown Land Manager:

1.       Request approval from the Minister administering the Crown Land Management Act 2016 to classify and categorise the Crown reserves listed in Attachment 1 (Council Managed Crown Reserves – Amendments to DoI Crown Land Initial Classification/Categorisation Assessment) in line with the proposed Council classification and categorisation.

2.      Advise the Minister administering the Crown Land Management Act 2016 of their concurrence with the initial classification and categorisation of Crown reserves listed in Attachment 2 (Council Managed Crown Reserves – Concurrence with DoI Crown Land Initial Classification/Categorisation Assessment)

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

Carried

 


 

 

 

BS18/64          External Communications Strategy

 

Executive Summary

Council’s Operational Plan for 2017-18 identified the development of an External Communication Strategy to provide a framework to guide all external communication from Council.

 

While Council is currently undertaking many communication activities in different parts of the organisation, a more co-ordinated, strategic focus will integrate these activities and strengthen Council’s overall identity.

 

The strategy provides Council for the first time a comprehensive approach to reviewing, managing and improving Council’s external communication with its customers and the community.

 

2018/239

Resolved (Cr Tegan Swan / Cr Michael Adendorff)

That Council endorse the External Communication Strategy 2018-2020 (Attachment 1).

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

Carried

 

Directorate Reports - Sustainable Communities

 

 

SC18/39          2018 Community Satisfaction Survey Report and 2018 Community Wellbeing Survey Report

 

Executive Summary

Every two years, Council conducts a Customer Satisfaction Survey and a Community Wellbeing Survey. The Customer Satisfaction Survey aims to assess satisfaction with Council facilities and services using a random and statistically valid sample. The Community Wellbeing Survey aims to assess ‘Community Wellbeing’ to help us track how the broader Coffs Harbour local government area community is progressing in achieving the objectives of the MyCoffs Community Strategic Plan.

 

The 2018 surveys were carried out by an independent consultant during June 2018. This report provides the results from these surveys.

 

2018/240

Resolved (Cr Paul Amos / Cr Sally Townley)

That Council:

1.       Note the findings of the 2018 Customer Satisfaction Survey Report and 2018 Community Wellbeing Survey Report.

2.      Note the placing of the 2018 Customer Satisfaction Survey Report and 2018 Community Wellbeing Survey Report on Council’s website.

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

Carried

 

 

 

SC18/40          RFP-1020-TO Coffs Harbour International Sports Stadium Naming Rights

 

Executive Summary

The Coffs Harbour International Sports Stadium naming rights is an important partnership for Council, particularly at this important time due to the significant upgrade of the venue.  This report provides Council with the outcome of an open market Request for Proposal and subsequent evaluation.

 

2018/241

Resolved (Cr Keith Rhoades / Cr George Cecato)

That Council adopt the recommendations as detailed in the confidential attachment.

 

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

Carried

 

Directorate Reports - Sustainable Infrastructure

 

 

SI18/22           Proposal to Name an Unnamed Creek at Korora as Williams Creek

 

Executive Summary

The NSW Geographical Names Board (GNB) has received a proposal from a member of the public to name a creek located within Korora as Williams Creek. The GNB has consulted with the community, receiving no objections to the proposal or alternate proposals to name the creek, and now seeks the endorsement of Coffs Harbour City Council to proceed with the final assessment of naming of the creek.

 

2018/242

Resolved (Cr Sally Townley / Cr Michael Adendorff)

That Council:

1.       Advise the NSW Geographical Names Board that it supports the proposal by a local community member to name a creek at Korora as Williams Creek.

2.       Note the NSW Geographical Names Board’s community consultation and assessment of the proposal to commemorate deceased local farmers with the naming of Williams Creek.

3.       Note that the Geographical Names Board has received no objections to the proposal following advertising in the Coffs Coast Advocate inviting community comments.

4.       Update mapping to identify Williams Creek when it is Gazetted.

 

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

Carried

 


 

 

Matters of an Urgent Nature

No matters of an urgent nature.

 

LEAVE OF ABSENCE

Councillor Cecato advised of his leave of absence for the next two meetings of Council.

 

 

Close of Meeting

The Meeting closed at 5.15pm.

 

Confirmed:  8 November 2017

 

 

 

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

Denise Knight

Mayor