Ordinary Council Meeting Minutes                                                           11 July 2019

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MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON Thursday, 11 July 2019 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       Nil

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.

Public forum

Time

Speaker

Item

5.00 pm

Ann Leonard

Against GM19/18 Progression of the Cultural and Civic Space Project

5.05 pm

Janne Lindrum

Against GM19/18 Progression of the Cultural and Civic Space Project - absent

5.10 pm

Caitlin Zugajev

For GM19/18 Progression of the Cultural and Civic Space Project

5.15 pm

John Rafferty

For GM19/18 Progression of the Cultural and Civic Space Project

 

 

Disclosure of Interest

Councillor

Items

Type of Interest

Cr John Arkan

GM19/18 Progression of the Cultural and Civic Space Project

Non-Pecuniary - Less Than Significant Conflict as his wife works as a reference librarian in the Council library.

Cr Michael Adendorff

GM19/18 Progression of the Cultural and Civic Space Project

Non-Pecuniary - Less Than Significant Conflict as owner of property in the CBD.

 

Apologies

No apologies.

 

LEAVE OF ABSENCE

No requests for leave of absence.

 

Confirmation of Minutes

2019/110

Resolved (Cr John Arkan / Cr George Cecato)

That the minutes of the Ordinary Meeting held on 27 June 2019 be confirmed.

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

Carried

 

 

General Manager's Reports

 

GM19/18         Progression of the Cultural and Civic Space Project

 

Executive Summary

This report has been prepared to enable Council to consider progression of the Cultural and Civic Space (CCS) Project to detailed design and construction.  Over the 2018/19 year, the following key activities have been undertaken:

1.    Schematic Design to develop the exterior form of the building, the layout of functional areas within the building (library, gallery, museum, café, administration office, etc) and to start the engineering design of the structure and services within the building;

2.    Drafting of development application documentation for the State Significant Development process;

3.    Refinement of the project cost estimate based on Schematic Design; and

4.    Continued engagement of internal and external stakeholders.

In summary, those key activities have resulted in the following:

1.    A Schematic Design that satisfies the design brief provided by Council to BVN Architecture and the design team;

2.    Development application documentation prepared by planners, GeoLINK, and ready for submission to the Department of Planning & Environment;

3.    A cost estimate for the project developed by quantity surveyors, Slattery, that is within Council’s project budget expectations of $76.52m (as established at the Council meeting of 14 June 2018);

4.    A Schematic Design campaign in May 2019 that resulted in 78 written submissions. Overall written feedback was 51% positive and supportive of the project, 23% neutral, suggestions or unrelated & 26% opposed to the project in part or its entirety.

5.    Refinement of the procurement approach for Design & Construction with 2 stage early contractor engagement.

 

Motion (Cr Denise Knight / Cr Sally Townley)

That Council Authorise progression of the Cultural & Civic Space Project to detailed design and construction including:

1.         Approval of full project funding at $76,520,000 with expenditure expected between 2018/19 and 2022/23;

2.         Noting that a development application will be lodged which is categorised as State Significant Development under section 4.36 of the Environmental Planning and Assessment Act, 1979;

3.         Authorising the disposal of the following properties through an expression of interest process and for a sale price of no less than the independent valuation less 10%:

3.1.        Administration Building, 2 Castle St, Coffs Harbour (Lot 2 Sec DP 566885, Lot 1 Sec DP 566855, Lot 8 Sec 6 DP 758258),

3.2.        Rigby House, 27-29 Duke Street Coffs Harbour (Lot 110 Sec DP 777398),

3.3.        169-171 Rose Ave, Coffs Harbour (Lot 100 Sec DP 861850),

3.4.        Museum, 215A Harbour Drive, Coffs Harbour (Lot 101 Sec DP 1041655);

4.         Authorising the preparation and execution of Contracts for Sale and any other necessary documents under the Common Seal of Council;

5.         Endorsing the revised method of procurement for the builder as “Design & Construction with 2 Stage Early Contractor Engagement”; and

6.         Noting that a report will be provided to Council as soon as possible outlining the procurement steps to engage the design team going forward.

 

Amendment

 

(Cr Keith Rhoades / Cr John Arkan)

1.         That Council supports the provision of new facilities on the Gordon Street site to accommodate the Library, Art Gallery and Museum. This facility does not include a Council Administration building.

2.         That an immediate start be commenced on Redesign and Costings for the above facilities and that a report be brought back to Council.

3.         That Council at the appropriate stage make application to both State and Federal Governments for Grants to assist with the construction and completion of the above project.

4.         That Council discuss and reconsider further it’s current decision to sell Council assets.

5.         That a report come back to Council with costings and funding options to add an additional floor to the existing Council Administration building.

6.         That a report come back to Council with costings on a refurbishment to the existing Council Administration building to address staff requirements as required.

7.         That Council continue discussions for either a Public or PPP to look at progressing the commencement of an Entertainment Centre for the City of Coffs Harbour.

 

Motion put

2019/111

Resolved (Cr Michael Adendorff)

That the motion be put.

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

Against:  Crs Arkan and Rhoades

Carried

 

Amendment

 

(Cr Keith Rhoades / Cr John Arkan)

1.         That Council supports the provision of new facilities on the Gordon Street site to accommodate the Library, Art Gallery and Museum. This facility does not include a Council Administration building.

2.         That an immediate start be commenced on Redesign and Costings for the above facilities and that a report be brought back to Council.

3.         That Council at the appropriate stage make application to both State and Federal Governments for Grants to assist with the construction and completion of the above project.

4.         That Council discuss and reconsider further it’s current decision to sell Council assets.

5.         That a report come back to Council with costings and funding options to add an additional floor to the existing Council Administration building.

6.         That a report come back to Council with costings on a refurbishment to the existing Council Administration building to address staff requirements as required.

7.         That Council continue discussions for either a Public or PPP to look at progressing the commencement of an Entertainment Centre for the City of Coffs Harbour.

For:         Crs Amos, Arkan, Rhoades and Swan

Against:  Crs Knight, Adendorff, Cecato and Townley

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

 

Amendment

 

(Cr Paul Amos / Cr Keith Rhoades)

That the Gordon Street project is paused to allow Council to consider a report on the following scenario.

1.         The reconfiguration of the proposed building at Gordon Street to include new library space and a convention / performance space to accommodate 600 patrons with break out room facilities.

2.         Council retain and renovate Duke Street building to include Council offices and Council Chambers.

3.         Council retain Castle Street for the Regional Art Gallery/ Museum, additional storage and potentially, in the longer term, additional car parking.

4.         Council report to full Council the comparison of the proposed Council office space in the Gordon Street building to the current total office space in the Duke Street, Castle Street and Rose Avenue buildings.

5.         Council present to staff the Workplace Strategy Overview for consultation and comment with the results being reported back to Council.

 

 

The General Manager left the meeting, the time being 7.15pm and returned at 7.17pm, the Director Sustainable Communities assumed the General Manager’s chair.

 

For:         Crs Amos, Arkan and Rhoades

Against:  Crs Knight, Adendorff, Cecato, Swan and Townley

The AMENDMENT on being put to the meeting was LOST.

 

Amendment

 

(Cr John Arkan / Cr Paul Amos)

That Council Authorise progression of the Cultural & Civic Space Project to detailed design and construction including:

1.         Approval of full project funding at $76,520,000 with expenditure expected between 2018/19 and 2022/23;

2.         Noting that a development application will be lodged which is categorised as State Significant Development under section 4.36 of the Environmental Planning and Assessment Act, 1979;

3.         Authorising the disposal of the following properties through an expression of interest process and for a sale price of no less than the independent valuation less 10%:

3.1.        169-171 Rose Ave, Coffs Harbour (Lot 100 Sec DP 861850),

3.2.        Museum, 215A Harbour Drive, Coffs Harbour (Lot 101 Sec DP 1041655);

4.         Authorising the preparation and execution of Contracts for Sale and any other necessary documents under the Common Seal of Council;

5.         Endorsing the revised method of procurement for the builder as “Design & Construction with 2 Stage Early Contractor Engagement”; and

6.         Noting that a report will be provided to Council as soon as possible outlining the procurement steps to engage the design team going forward.

 

Motion put

2019/112

Resolved (Cr Michael Adendorff)

That the motion be put.

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

Against:  Cr Arkan

Carried

 

Amendment

 

(Cr John Arkan / Cr Paul Amos)

That Council Authorise progression of the Cultural & Civic Space Project to detailed design and construction including:

1.         Approval of full project funding at $76,520,000 with expenditure expected between 2018/19 and 2022/23;

2.         Noting that a development application will be lodged which is categorised as State Significant Development under section 4.36 of the Environmental Planning and Assessment Act, 1979;

3.         Authorising the disposal of the following properties through an expression of interest process and for a sale price of no less than the independent valuation less 10%:

3.1.        169-171 Rose Ave, Coffs Harbour (Lot 100 Sec DP 861850),

3.2.        Museum, 215A Harbour Drive, Coffs Harbour (Lot 101 Sec DP 1041655);

4.         Authorising the preparation and execution of Contracts for Sale and any other necessary documents under the Common Seal of Council;

5.         Endorsing the revised method of procurement for the builder as “Design & Construction with 2 Stage Early Contractor Engagement”; and

6.         Noting that a report will be provided to Council as soon as possible outlining the procurement steps to engage the design team going forward.

For:         Crs Amos, Arkan and Rhoades

Against:  Crs Knight, Adendorff, Cecato, Swan and Townley

The AMENDMENT on being put to the meeting was LOST.

 

Motion (Cr Denise Knight / Cr Sally Townley)

That Council Authorise progression of the Cultural & Civic Space Project to detailed design and construction including:

1.         Approval of full project funding at $76,520,000 with expenditure expected between 2018/19 and 2022/23;

2.         Noting that a development application will be lodged which is categorised as State Significant Development under section 4.36 of the Environmental Planning and Assessment Act, 1979;

3.         Authorising the disposal of the following properties through an expression of interest process and for a sale price of no less than the independent valuation less 10%:

3.1.        Administration Building, 2 Castle St, Coffs Harbour (Lot 2 Sec DP 566885, Lot 1 Sec DP 566855, Lot 8 Sec 6 DP 758258),

3.2.        Rigby House, 27-29 Duke Street Coffs Harbour (Lot 110 Sec DP 777398),

3.3.        169-171 Rose Ave, Coffs Harbour (Lot 100 Sec DP 861850),

3.4.        Museum, 215A Harbour Drive, Coffs Harbour (Lot 101 Sec DP 1041655);

4.         Authorising the preparation and execution of Contracts for Sale and any other necessary documents under the Common Seal of Council;

5.         Endorsing the revised method of procurement for the builder as “Design & Construction with 2 Stage Early Contractor Engagement”; and

6.         Noting that a report will be provided to Council as soon as possible outlining the procurement steps to engage the design team going forward.

 

Motion put

2019/113

Resolved (Cr Sally Townley)

That the motion be put.

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

Carried

2019/114

Resolved (Cr Denise Knight / Cr Sally Townley)

That Council Authorise progression of the Cultural & Civic Space Project to detailed design and construction including:

1.         Approval of full project funding at $76,520,000 with expenditure expected between 2018/19 and 2022/23;

2.         Noting that a development application will be lodged which is categorised as State Significant Development under section 4.36 of the Environmental Planning and Assessment Act, 1979;

3.         Authorising the disposal of the following properties through an expression of interest process and for a sale price of no less than the independent valuation less 10%:

3.1.        Administration Building, 2 Castle St, Coffs Harbour (Lot 2 Sec DP 566885, Lot 1 Sec DP 566855, Lot 8 Sec 6 DP 758258),

3.2.        Rigby House, 27-29 Duke Street Coffs Harbour (Lot 110 Sec DP 777398),

3.3.        169-171 Rose Ave, Coffs Harbour (Lot 100 Sec DP 861850),

3.4.        Museum, 215A Harbour Drive, Coffs Harbour (Lot 101 Sec DP 1041655);

4.         Authorising the preparation and execution of Contracts for Sale and any other necessary documents under the Common Seal of Council;

5.         Endorsing the revised method of procurement for the builder as “Design & Construction with 2 Stage Early Contractor Engagement”; and

6.         Noting that a report will be provided to Council as soon as possible outlining the procurement steps to engage the design team going forward.

For:         Crs Knight, Adendorff, Cecato and Townley

Against:  Crs Amos, Arkan, Rhoades and Swan

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

 

 

The meeting adjourned for a short recess, the time being 8.03pm and reconvened at 8.10pm.

 

 

 

GM19/19         Council Policy - Submissions 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 Submissions Policy for adoption.

 

 

Motion (Cr Paul Amos / Cr Tegan Swan)

That Council adopt the amended Submissions Policy.

 

 

Amendment

2019/115

Moved (Cr Sally Townley / Cr John Arkan)

That Council place the draft Submissions Policy on public exhibition for fourteen days.

The AMENDMENT on being put to the meeting was CARRIED unanimously, it then became the MOTION.

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

Carried

 

 

Notices of Motion – Business Services

 

NOM19/05      Updating Coffs Harbour City Council Vehicles

2019/116

Resolved (Cr John Arkan / Cr Sally Townley)

"That Coffs Harbour City Council consider updating the executive cars to substainable technology vehicles, eg Electric Vehicles, in line with Rationale Providing leadership in our strategic plans is vital."

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

Against:  Cr Knight

Carried

 

 

Questions on Notice

 

QON19/02      Odour Levels - Waste Facility

 

The report was noted.

 

Matters of an Urgent Nature

No matters of an urgent nature.

 

Close of Meeting

The Meeting closed at 8.22pm.

 

Confirmed: 25 July 2019

 

 

 

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

Denise Knight

Mayor