Extraordinary Council Meeting Minutes                                           29 January 2020

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MINUTES

CoffS Harbour CITY COUNCIL
Extraordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON Wednesday 29 January 2020 AT 5.00pm

 

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

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

Leave of Absence Nil.

opening of extraordinary meeting

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

acknowledgement of country

We respectfully acknowledge the traditional custodians of the land on which we meet, the Gumbaynggirr people, who have cared for this land since time immemorial. We pay our respects to their Elders, past, present and emerging, and commit ourselves to a future with reconciliation and renewal at its heart.

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

2020/5

Resolved (Cr John Arkan / Cr George Cecato)

That an apology received from Councillor Keith Rhoades and Councillor Sally Townley for unavoidable absence be received and accepted.

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

Carried

REQUESTS FOR LEAVE OF ABSENCE

No requests for leave of absence.

 

Directorate Reports - Business Services

 

BS20/01          CitySmart Solutions Commercial Bids

 

Executive Summary

A response to an external agency tender by a Council commercial business unit is in essence a “binding bid” in that it binds the business unit to enter a contract for the tendered works if the business unit’s tender submission is ultimately accepted as the winning bid by the external agency.

 

Council’s recent resolution to require all future contracts with a value exceeding $250,000 to be reported to Council prior to execution therefore also requires any commercial bid exceeding $250,000 from any of Council’s commercial business units to also be reported to Council prior to it being submitted to an external agency.

 

The purpose of this report therefore is to request that Council authorises the release of commercial bids from Council’s CitySmart Solutions commercial business unit in response to two known tender opportunities issued by external agencies which will need to be submitted before Council’s next meeting in February 2020.

 

2020/6

Resolved (Cr George Cecato / Cr Paul Amos)

That Council authorises the release of the following tender responses from Council’s CitySmart Solutions commercial business unit:

1.         Client Tenterfield Shire Council – 08-19/20 – Tender for Tenterfield Flood Warning System; and

2.         Client Toowoomba Regional Council – WT19-19/20 – Cooby Dam Pumping Station Electrical Upgrade Design and Construction

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

Carried

 

Directorate Reports - Sustainable Infrastructure

 

SI20/02           CoastalWorks Commercial Bids

 

Executive Summary

A response to an external agency tender by a Council commercial business unit is in essence a “binding bid” in that it binds the business unit to enter a contract for the tendered works if the business unit’s tender submission is ultimately accepted as the winning bid by the external agency.

Council’s current policy requires all future contracts with a value exceeding $250,000 to be reported to Council prior to execution therefore also requires any commercial bid exceeding $250,000 from any of Council’s commercial units to also be reported to Council prior to it being submitted to an external agency.

The purpose of this report therefore is to request that Council authorises the release of Commercial Bids from Council’s Coastal Works Business Unit in response to three known tender opportunities issued by external agencies which will need to be submitted before Council’s next scheduled meeting in February 2020.

2020/7

Resolved (Cr George Cecato / Cr Paul Amos)

That Council authorises the release of the following Tender Responses from Council’s Coastal Works Commercial Business Unit:

1.         Client Port Macquarie Hastings Council – PMHC 899581 – Tender for construction of the Thrumster Recycled Water Mains Stages 3-8;

2.         Client Port Macquarie Hastings Council – PMHC 899572 – Tender for Sancrox Reservoir to Wauchope Water Trunk main;

3.         Client Lismore Shire Council – T2019/32 – Lismore water mains renewal program contracted package of works.

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

Carried

 

Close of Ordinary Meeting

The Meeting closed at 5.02pm.

 

Confirmed: 13 February 2020.

 

 

 

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Denise Knight

Mayor