Ordinary Council Meeting Minutes                                             22 November 2018

  Crestclr

MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON
Thursday, 22 November 2018 AT 5.00pm

 

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

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

 

Leave of Absence  Crs 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

No disclosures of interest.

Apologies

No apologies received.

Public Addresses

No public addresses.

Public forum

No public forums.

 

 

Confirmation of Minutes

2018/254

Resolved (Cr Paul Amos / Cr Sally Townley)

That the minutes of the Ordinary Meeting held on 8 November 2018 be confirmed.

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

Carried

 

 

 

Mayoral Minute

 

MM18/04        Save Our Recycling Campaign

2018/255

Resolved (Cr Denise Knight

That Council:

1.       Endorse Local Government NSW’s campaign, Save Our Recycling, to realise the reinvestment of a 100% of the Waste Levy collected each year by the NSW Government in waste minimisation, recycling and resource recovery.

2.       Make representation to the local State Member for Coffs Harbour, Andrew Fraser MP, in support of this campaign objective - for the NSW Government to commit to reinvest 100% of the Waste Levy in waste minimisation, recycling and resource recovery.

3.       Write to the Premier, the Hon Gladys Berejiklian MP, the Opposition Leader, the Hon Michael Daley MP, the Minister for Local Government and the Minister for the Environment, the Hon Gabrielle Upton MP, and the Shadow Minister for the Environment and Heritage, Penny Sharpe MLC, seeking bipartisan support for the 100% reinvestment of the Waste Levy collected each year into waste minimisation, recycling and resource recovery.

4.       Take a lead role in activating the Local Government NSW Save Our Recycling campaign locally.

5.       Endorse the distribution and display of the Local Government NSW Save Our Recycling information on Council premises, as well as involvement in any actions arising from the initiative.

6.      Formally advise Local Government NSW that Council has endorsed the Save Our Recycling advocacy initiative.

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

Carried

 


 

 

Mayoral Actions Under Delegated Authority

No Mayoral actions under delegated authority.

 

General Manager's Reports

 

GM18/33         Council Meeting Dates - 2019

 

Executive Summary

To seek Councillors’ confirmation to set Council’s meeting dates for the 2019 calendar year.

 

2018/256

Resolved (Cr John Arkan / Cr George Cecato)

That:

1.       No Council meetings be scheduled for January 2019.

2.       The first meeting in 2019 be scheduled for 14 February 2019.

3.       Meetings from February to November 2019 are scheduled on the second and fourth Thursday of each month.

4.       No Council meeting will be scheduled for 25 April due to the Anzac Day Public holiday

5.       The last Council meeting for 2019 be scheduled on 12 December 2019.

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

Carried

 

Directorate Reports - Business Services

 

BS18/66          Bank and Investment Balances for October 2018

 

Executive Summary

Council’s Bank Balances and Investments as at 31 October 2018 totalled $205,620,849.50.  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).

 

2018/257

Resolved (Cr George Cecato / Cr Paul Amos)

That Council note the bank balances and investments totalling $205,620,849.50 (including from loans, Developer Contributions and other avenues that form the restricted accounts and are committed for future works) as at 31 October 2018.

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

Carried

 


 

 

 

 

BS18/67          Monthly Financial Performance Report for the month ended 31 October 2018

 

Executive Summary

This report presents the Monthly Financial Performance Report for 31 October 2018.  The report provides information on the actual to budget position at the financial statement level and capital expenditure reports for the current financial year.  The projected year to date surplus is $68.5M with the actual year to date being $70.8M.  The surplus result will reduce over the course of the year as Council delivers services to the community.

 

The explanation of year to date variances is contained within the Income Statement commentary under Variance Comments for variances greater than 10%.  There are individual recurrent revenue sources with variances but overall recurrent revenue is on track, similarly for recurrent expenditure.  Capital revenue had a negative income primarily due to accrual reversals for grant income on major capital projects, the variances are timing differences which will decrease over the coming months.

 

The capital expenditure target for the current financial year is $89.5M with $15.7M expended to the end of October.

 

2018/258

Resolved (Cr George Cecato / Cr Michael Adendorff)

That Council note the Monthly Financial Performance Report for 31 October 2018.

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

Carried

 


 

 

 

BS18/68          Quarterly Budget Review Statement for September 2018

 

Executive Summary

The Office of Local Government has developed a minimum set of budget reports to assist Council in meeting their legislative requirements under Clause 203 of the Regulation. This regulation requires a council’s responsible accounting officer to submit quarterly budget review statements to the governing body of Council. These minimum statements are contained within the attachments to this report.

 

This report summarises the proposed budget adjustments for the quarter and the impact upon the projected budget position for the current financial year.

 

2018/259

Resolved (Cr Tegan Swan / Cr Michael Adendorff)

That Council:

 

1.    Note the Quarterly Budget Review Statement and the following estimated budget position as at 30 September 2018:

2018/19 Original Budget 

2018/19 Revised Budget

2018/19 Projected Budget

2018/19 Sep YTD Actuals

 

‘000s

‘000s

‘000s

‘000s

Recurrent Revenue

 

 

 

 

Rates & Annual Charges

$97,342

$97,342

$97,342

$96,831

User Charges & Fees

$33,263

$33,263

$42,584

$8,456

Interest & Investment Revenue

$4,251

$4,251

$4,311

$1,685

Other Revenues

$16,676

$16,676

$16,873

$3,523

Grants & Contributions provided for Operating Purposes

$13,383

$13,420

$13,538

$3,877

RECURRENT REVENUE

$164,915

$164,952

$174,648

$114,372

 

 

 

 

Recurrent Expenditure

 

Employee Benefits & Oncosts

$48,363

$48,363

$52,147

$13,666

Borrowing Costs

$9,723

$9,723

$9,780

$1,229

Materials & Contracts

$107,974

$143,619

$152,209

$24,122

 

 

 

 

 

 

2018/19 Original Budget 

2018/19 Revised Budget

2018/19 Projected Budget

2018/19 Sep YTD Actuals

 

‘000s

‘000s

‘000s

‘000s

Depreciation & Amortisation

$38,906

$38,906

$43,042

$10,057

Other Expenses

$10,026

$10,026

$10,879

$2,829

Less: Capitalised Expenses

(50,013)

(83,838)

(89,477)

(11,412)

RECURRENT EXPENDITURE

$164,979

$166,799

$178,580

$40,491

 

 

 

 

 

NET OPERATING (DEFICIT)

($64)

($1,847)

($3,932)

$73,881

 

 

 

 

 

Capital Revenue

 

Capital Grants, Subsidies, Contributions and Donations

$18,051

$28,026

$34,364

$2,524

CAPITAL REVENUE

$18,051

$28,026

$34,364

$2,524

 

 

 

 

 

NET SURPLUS

$17,987

$26,179

$30,432

$76,405

 

2.    Approve the following budget adjustments:

·   $2,085,090 increase in the budgeted net operating deficit;

·   $6,338,300 increase in budgeted capital revenue to be received;

·   $5,638,630 increase in the budgeted level of capital expenditure; and

·   $3,125,176 increase in the overall budgeted cash position.

 

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

Carried

 

 

 

 

BS18/69          Woolgoolga Beach Reserve Detailed Concept Plan

 

Executive Summary

In 2016 and 2018 Council resolved to adopt two significant strategic documents for Woolgoolga, which both provide guidance on the future use and management of the Woolgoolga Beach Reserve (southern section): a Plan of Management under the provisions of the Crown Lands Act 1989; and a Town Centre Masterplan.  A range of management actions are identified in the Plan of Management to ensure that Woolgoolga Beach Reserve is improved and managed in accordance with the principles of Crown Land Management, including the preparation of concept plans for upgrading recreational areas.

 

The Woolgoolga Town Centre Masterplan builds upon the actions within the Plan of Management and provides a conceptual layout for the Reserve.  A high priority action is also contained within the Woolgoolga Town Centre Masterplan to prepare a ‘Detailed Concept Plan’ for Woolgoolga Beach Reserve.

 

In implementing the actions contained within both the Plan of Management and Woolgoolga Town Centre Masterplan, Council engaged consultants Lat27 in March 2018 to prepare a Detailed Concept Plan for the southern section of Woolgoolga Beach Reserve in consultation with the community and stakeholders.  The aim of the Detailed Concept Plan is to refine the location and design of elements within the Reserve in accordance within the overarching Plan of Management and Woolgoolga Town Centre Masterplan.

 

The purpose of this report is to inform Council of the outcomes of community and stakeholder consultation undertaken as part of this project, and to seek Council’s endorsement of a Detailed Concept Plan for the Woolgoolga Beach Reserve.  If the recommendation is adopted a detailed design will be prepared for Woolgoolga Beach Reserve to enable the implementation of the proposed improvements to the Reserve when funding becomes available.

 

2018/260

Resolved (Cr Tegan Swan / Cr John Arkan)

That Council endorse the Woolgoolga Beach Reserve - Detailed Concept Plan (Attachment 1).

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

Carried

 

 

 

 

BS18/70          Uptown Markets Licence

 

Executive Summary

The Uptown Markets are a licenced activity held Sundays on the ground floor of the Castle Street carpark.  These particular markets have been run from this location since the carpark was opened, and previously operated from the Park Avenue carpark.

 

The current licence was put in place as a result of previous Council resolution for a period of one year.  The current licence is now due to expire on 31 January 2019.

 

The licensees have sought consideration for a further licence agreement for continued operation of the Uptown Markets. A further licence term will in essence allow for the ‘status quo’ arrangement to be maintained until the City Square project is completed and the matter can then be further considered.

 

2018/261

Resolved (Cr Sally Townley / Cr Tegan Swan)

That Council licence Jevilin Gano Guevara to operate the Uptown Markets on Sundays from the ground floor of the Castle Street carpark for one year, with Council having the option on expiry of that licence to enter two further one year terms.

 

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

Carried

 


 

 

 

BS18/71          Transfer of Kulai Preschool to the current occupier and lessee at 14-16 Myuna Place, Coffs Harbour

 

Executive Summary

Council at its meeting of 9 August 2018 requested a report be prepared detailing the issues associated with transferring a freehold property it owns at 14-16 Myuna Place, Coffs Harbour to the current tenant, Kulai Preschool.  The property has been owned by Council prior to 1976 and was likely transferred in the 1960s.  The property has been leased at a nominal rental firstly to “Save the Children fund NSW Division” and more recently from 1998 to Kulai Preschool Aboriginal Corporation on a 20 year lease.

 

The property is held by Council in two lots being Lots 1 and 2 in Deposited Plan 585594 and is generally unencumbered apart from the existing lease to the Preschool.  The property has a total land area of 2,853 square metres and is zoned R2 Residential under the provisions of Coffs Harbour LEP 2013.  The land is held by Council as “operational land” under the classification system of the Local Government Act, 1993.

 

The property is a valuable Council asset having an open market land value in excess of $425,000 and a value as a child care centre well in excess of this amount unencumbered by the current lease.  To transfer the property to the existing tenant without recouping its market value would set an undesirable precedent for the transfer of public property into private hands, and would not be in the financial and long term interests of ratepayers.  It is therefore recommended that Council not transfer the asset to the lessee.

 

 

Motion (Cr Sally Townley / Cr Tegan Swan)

That Council facilitate the transfer of Lot 1 and Lot 2 DP 585594 to the Kulai Preschool Aboriginal Corporation.

 

For:         Crs Arkan, Swan and Townley

Against:  Crs Knight, Adendorff, Amos, Cecato and Rhoades

 

The Motion on being put to the meeting was LOST

 

 


 

 

Notices of Motion – Sustainable Communities

 

 

NOM18/23      Inclusive Access at Jetty Beach - Access Advisory Committee Request

2018/262

Resolved (Cr Sally Townley / Cr John Arkan)

That Council:

1.   Note that the Access Advisory Committee is seeking the provision of inclusive access at Jetty Beach, including

a)   Some level of lifeguard service,

b)   A portable mat designed to facilitate wheeled access to the water,

c)   Access to a public specialty wheelchair for use on water, specifically the Hippocampe style, and

d)   Access to a public child-sized Hippocampe style chair.

2.   Prepare a report on the logistics of providing inclusive access at Jetty Beach.

3.   Develop a plan for reaching the objective of providing fully accessible beach access at Jetty Beach and/or any other beach.

 

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

Carried

 

 


 

 

Directorate Reports - Sustainable Communities

 

 

SC18/43          Planning Proposal PP_2018_Coffs_002_00 - Toormina Pre-School - 50 Minorie Drive, Toormina (Lot 2 DP 579023) – Post Exhibition

 

Executive Summary

At its Ordinary Meeting of 12 July 2018, Council resolved to support Planning Proposal (PP_2018_Coffs_002_00) to reclassify Lot 2 DP 579023, 50 Minorie Drive, Toormina from Community to Operational Land to correct an historical error in classifying this land. The land is currently occupied by Toormina Pre-school, and has been used for this purpose since 1976.

The Planning Proposal was placed on public exhibition for 28 days between 5 September 2018 and 3 October 2018 with no submissions made by the public. The Gateway Determination did not require consultation with any government agencies and/or stakeholders. A public hearing, required by legislation, was facilitated by an independent party on 31 October 2018 from 5pm to 7pm at Council’s Administration building.

This purpose of this report is to inform Council of the outcomes of the public hearing and public exhibition process for the Planning Proposal. The report also seeks Council’s endorsement of a final Planning Proposal to reclassify Lot 2 DP 579023 from Community to Operational Land through an amendment to Schedule 4 (Classification and Reclassification of Public Land) of Coffs Harbour LEP 2013.

 

2018/263

Resolved (Cr Tegan Swan / Cr George Cecato)

That Council:

1.       Endorse Planning Proposal PP_2018_COFFS_002_00 - Version 3 Post Exhibition to reclassify Lot 2 DP 579023, 50 Minorie Drive, Toormina from Community to Operational Land (Attachment 1).

2.       Note the findings of a public hearing held in accordance with Section 29 of the Local Government Act 1993 and Schedule 1 Clause 4 of the Environmental Planning and Assessment Act 1979 for the reclassification of Lot 2 DP 579023 from Community Land to Operational Land (Attachment 2).

3.       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.

4.       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.

5.       Notify the Toormina Pre-school of Council’s decision.

 

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

Carried

 


 

 

Notices of Motion – Sustainable Infrastructure

 

NOM18/24      Bulky Goods

2018/264

Resolved (Cr Sally Townley / Cr Denise Knight)

1.         That Council provides a report on the reduction of its Bulky Goods pick up fee to $25.

2.         Council commits to the investigation and provision of an enterprise which diverts usable items from the bulky goods waste stream.

 

The Mayor asked the Councillors if they had any objection to the change of the original Notice of Motion and no Councillor objected.

 

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

Against:  Cr Rhoades

Carried

 

LEAVE OF ABSENCE

No requests for leave of absence.

 

Matters of an Urgent Nature

 

 

MUN18/08      RETIREMENT OF STAFF MEMBER

2018/265

Resolved (Cr Denise Knight / Cr John Arkan)

That whilst a few may one day pass her score, absolutely none will eclipse the impact that she has made for they do not make them like Maureen Hennessy anymore.

 

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

Carried

 

 

Close of Meeting

The Meeting closed at 5.48pm.

 

Confirmed:  6 December 2018.

 

 

 

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

Denise Knight

Mayor