Ordinary Council Meeting Minutes                                                13 February 2020

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MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON
Thursday, 13 February 2020 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, Group Leader Infrastructure, Construction & Maintenance, 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 traditional custodians of the land on which we meet, the Gumbaynggirr people, who have cared for this land forever. 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.

 

The Mayor expressed that our thoughts are with the communities that are affected by floods.

 

Public forum COMMENCED AT 5.00PM

Speaker

Item

Helen Schlangenotto

 

Against GM20/01 Federal Government Financial Support for Bushfire Affect Communities

(Unable to attend due to inclement weather, General Manager read presentation)

George Partos

Against GM20/02 Contract No. SGC-1192-TI - Cultural and Civic Space Project - Project Management

Jonathan Cassell

For GM20/02 Contract No. SGC-1192-TI - Cultural and Civic Space Project - Project Management

Gai Anderson

Against GM20/03 Contract No SGC-1191-TI – Cultural and Civic Space Project – Head Design Consultant

Jonathan Cassell

For GM20/03 Contract No SGC-1191-TI – Cultural and Civic Space Project – Head Design Consultant

Ann Leonard

Against GM20/04 Contract No. SGC-1193-TI - Cultural and Civic Space Project - Cost Manager

Gai Anderson

Against SC20/01 Development Application No. 0199/20 - Demolition (of Existing Buildings) - 23 Gordon Street (Lot 20, Section 6, DP 758258), 25 Gordon Street (Lot b, DP 346105) and 27-31 Gordon Street (Lot 123, DP 749233), Coffs Harbour

Deborah Petlueng

Against SC20/01 Development Application No. 0199/20 - Demolition (of Existing Buildings) - 23 Gordon Street (Lot 20, Section 6, DP 758258), 25 Gordon Street (Lot b, DP 346105) and 27-31 Gordon Street (Lot 123, DP 749233), Coffs Harbour

 

Disclosure of Interest

Councillor

Items

Type of Interest

Cr Michael Adendorff

GM20/02 Contract No. SGC-1192-TI - Cultural and Civic Space Project - Project Management;

GM20/03 Contract No. SGC-1191-TI - Cultural and Civic Space Project - Head Design Consultant;

GM20/04 Contract No. SGC-1193-TI - Cultural and Civic Space Project - Cost Manager; and

SC20/01 Development Application No. 0199/20 - Demolition (of Existing Buildings) - 23 Gordon Street (Lot 20, Section 6, DP 758258), 25 Gordon Street (Lot B, DP 346105) and 27-31 Gordon Street (Lot 123, DP 749233), Coffs Harbour

Non-Pecuniary - Less Than Significant Conflict as he has property interests.

Cr Michael Adendorff

BS20/05 Business Incentive Policy - Amendment

Pecuniary interest as he has property interests.

 

Apologies

No apologies.

 

LEAVE OF ABSENCE

No requests for leave of absence.

 

Confirmation of Minutes

2020/8

Resolved (Cr George Cecato / Cr Michael Adendorff)

That the minutes of the Ordinary Meeting held on 12 December 2019 be confirmed.

 

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

Carried

 

 

 

2020/9

Resolved (Cr Paul Amos / Cr Michael Adendorff)

That the minutes of the Extraordinary Meeting held on 13 January 2020 be confirmed.

 

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

Carried

 

 

 

2020/10

Resolved (Cr Michael Adendorff / Cr George Cecato)

That the minutes of the Extraordinary Meeting held on 13 January 2020 (immediately following 5.00pm Meeting) be confirmed.

 

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

Carried

 

 

 

2020/11

Resolved (Cr Tegan Swan / Cr George Cecato)

That the minutes of the Extraordinary Meeting held on 29 January 2020 be confirmed.

 

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

Carried

 

 

General Manager's Reports

 

GM20/01         Federal Government Financial Support for Bushfire Affected Communities

 

Executive Summary

Following the devastating bushfires across the eastern states of Australia in the latter part of 2019 and early 2020, the Commonwealth Government announced an immediate payment of $1 million to bushfire impacted councils and Coffs Harbour City Council is in receipt of a $1 million payment.

The funds are to be deployed to the benefit of bushfire affected communities following the adoption of a Program of Works within three months.  An acquittal report to the Commonwealth is required 12 months after the allocation of the funding.

This report provides information regarding initial community consultation/engagement and suggests an interim Program of Works.  The remaining projects/activities proposed will be reported to Council following the further community engagement proposed.  This approach will allow several readily identifiable projects to get underway and in part at least enable the expeditious deployment of the funding.

2020/12

Resolved (Cr Paul Amos / Cr Sally Townley)

That Council:

1.    Adopt an interim Program of Works totalling $416,784 consisting of the following projects/activities:

1.1.  Nana Glen Community Hall, solar panels and air-conditioning, $70,000;

1.2.  Community Led Recovery Event, $50,000;

1.3.  Business and Tourism support, strategies to move visitors to affected areas, $68,000;

1.4.  Appointment of a 12 month Community Recovery Officer resource, $150,000;

1.5.  Grant $78,784 towards the refurbishment of existing amenities and undercover outdoor area at Lower Bucca Community Preschool and Hall, the total cost requirement being $88,784. Council note that assistance was previously applied for in the last round of the Community Capital Infrastructure Grants Program but was not supported at the time pending an evaluation of their entire site to determine best use of buildings, although the project was of merit.

2.    Continue to engage with the Orara Valley community and more broadly with a view to identifying the most appropriate application of the remaining $583,216 of the $1 million funds available from the Federal Government financial support, including the following:

2.1.  Investigate opportunities for environmental restoration projects.

2.2.  Investigate road upgrades in the Orara Valley, including Ellems Quarry Road and McPhersons Road and bridge.

3.    Receive a further report at the earliest opportunity following the engagement mentioned in 2. above, with a view to allocating the remaining $583,216 in a final Program of Works.

 

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

Carried

 

 

 

 

 

 

GM20/02         Contract No. SGC-1192-TI - Cultural and Civic Space Project - Project Management

 

Executive Summary

Council utilised the NSW Government’s Procurepoint scheme for Consultants in Construction (Scheme 1191) to Request a Tender for SGC-1192-TI Project Management Services for the design finalisation, procurement and construction of the Cultural and Civic Space Project.  Assessment criteria and tender acceptance recommendation details are contained in the Confidential Attachment (ATT1) to this report.  The associated report of the project’s independent Probity Advisor is also a Confidential Attachment (ATT2) to this report.

2020/13

Resolved (Cr Sally Townley / Cr Michael Adendorff)

That Council accepts the tender of Turner and Townsend Thinc Pty Ltd, ABN 88 123 154 585 for SGC-1192-TI - Project Management Services for the design finalisation, procurement and construction of the Cultural and Civic Space Project for the Lump Sum contract amount of $1,006,318.50 incl GST, on the basis that:

1.         The tender is the most advantageous tender following the application of the Tender Evaluation Management Plan;

2.         The Tenderer has the necessary experience in similar works and their ability and performance are satisfactory; and

3.         The Tenderer’s financial capacity is acceptable.

 

Cr Amos gave notice of a Foreshadowed Motion.

 

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 Motion was Carried, therefore the Foreshadowed Motion lapsed and was not considered.

 

FORESHADOWED MOTION

 

(Cr Paul Amos

That Council:

1.         Write to all tendering companies informing them that Council, in the interest of good governance, is seeking to enter into a binding contracts with consultants only after Development Approval for the Coffs Harbour Civic Space project has been finalised.

2.         Correspond with all tendering companies seeking their consent to extend the current valid period of the tender response to April 30, 2020.

 

 

 

 

GM20/03         Contract No. SGC-1191-TI - Cultural and Civic Space Project - Head Design Consultant

 

Executive Summary

Council utilised the NSW Government’s Procurepoint scheme for Consultants in Construction (Scheme 1191) to Request a Tender for SGC-1191-TI Head Design Consultant Services for the Cultural and Civic Space Project.  Assessment criteria and tender acceptance recommendation details are contained in the Confidential Attachment (ATT1) to this report.  The associated report of the project’s independent Probity Advisor is also a Confidential Attachment (ATT2) to this report.

2020/14

Resolved (Cr Sally Townley / Cr George Cecato)

That Council accepts the tender of BVN Architecture Pty Ltd, ABN 46 010 724 339 for SGC-1191-TI - Head Design Consultant Services for the Cultural and Civic Space Project for the Lump Sum contract amount of $5,156,931.00 incl GST on the basis that:

1.         The tender is the most advantageous tender following the application of the Tender Evaluation Management Plan;

2.         The Tenderer has the necessary experience in similar works and their ability and performance are satisfactory; and

3.         The Tenderer’s financial capacity is acceptable.

 

Cr Swan gave notice of a Foreshadowed Motion.

 

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 Motion was Carried, therefore the Foreshadowed Motion lapsed and was not considered.

 

foreshadowed Motion

 

(Cr Tegan Swan

That Council considers the tenders received for Contract SGC-1191-TI Head Design Consultant Services for the Cultural and Civic Space Project, and adopts the recommendation in the Confidential Attachment once the DA has been approved and the independent financial peer review has been made publicly available.

 

 

 

 

GM20/04         Contract No. SGC-1193-TI - Cultural and Civic Space Project - Cost Manager

 

Executive Summary

Council utilised the NSW Government’s Procurepoint scheme for Consultants in Construction (Scheme 1191) to Request a Tender for SGC-1193-TI Cost Management Consultant Services for the Cultural and Civic Space Project.  Assessment criteria and tender acceptance recommendation details are contained in the Confidential Attachment (ATT1) to this report.  The associated report of the project’s independent Probity Advisor is also a Confidential Attachment (ATT2) to this report.

2020/15

Resolved (Cr Sally Townley / Cr George Cecato)

That Council accepts the tender of Altus Group Cost Management Pty Ltd, ABN 96 093 302 455 for SGC-1193-TI - Cost Management Consultant Services for the Cultural and Civic Space Project for the Lump Sum contract amount of $364,650.00 incl GST on the basis that:

1.         The tender is the most advantageous tender following the application of the Tender Evaluation Management Plan;

2.         The Tenderer has the necessary experience in similar works and their ability and performance are satisfactory; and

The Tenderer’s financial capacity is acceptable.

 

Cr Arkan gave notice of a Foreshadowed Motion.

 

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 Motion was Carried, therefore the Foreshadowed Motion lapsed and was not considered.

 

FORESHADOWED Motion

 

(Cr John Arkan

That Council considers the tenders received for Contract SGC-1193-TI Cost Management Consultant Services for the Cultural and Civic Space Project, and adopts the recommendation in the Confidential Attachment on approval of the DA.

 

 

 

DIRECTORATE REPORT – SUSTAINABLE COMMUNITIES

 

SC20/01          Development Application No. 0199/20 - Demolition (of Existing Buildings) - 23 Gordon Street (Lot 20, Section 6, DP 758258), 25 Gordon Street (Lot B, DP 346105) and 27-31 Gordon Street (Lot 123, DP 749233), Coffs Harbour

 

Executive Summary

This report describes Development Application No. 0199/20 for demolition of the existing buildings on 23 Gordon Street (Lot 20, Section 6, DP 758258), 25 Gordon Street (Lot B, DP 346105) and 27-31 Gordon Street (Lot 123, DP 749233), Coffs Harbour and provides a copy of assessment documents for the application’s determination.

At its meeting of 12 September 2019, Council resolved the following:

That Council’s development application 0199/20DA for the demolition of building at 27-31 Gordon Street, Coffs Harbour be brought back to Council for decision.

At its meeting of 12 October 2017, Council adopted the ‘Development Applications - Consideration by Council Policy’, which outlined:

That development applications for approval involving substantial aspects of the following elements be referred to Council for determination:

-     Significant public interest and community input;

-     A proposed variation to the Local Environmental Plan that varies from the development standard by more than 10%;

-     Significant land use; and

-     Major environmental issues.

Following public exhibition of the application Council received sixty submissions. Accordingly, this matter is reported to Council for determination due to the resolutions above and ‘significant public interest and community input’.

This application has been assessed externally by Armidale Regional Council.  A copy of a Summary Report, S4.15 Evaluation Report and Draft Conditions that they have provided as documentation of their assessment is appended to this report.

2020/16

Resolved (Cr George Cecato / Cr Sally Townley)

That Council:

1.         Approve Development Application No. 0199/20 for Demolition (of existing buildings) at 23 Gordon Street (Lot 20, Section 6, DP 758258), 25 Gordon Street (Lot B, DP 346105) and 27-31 Gordon Street (Lot 123, DP 749233), Coffs Harbour subject to the conditions in Attachment 3.

2.         Advise persons who made a submission on Development Application No. 0199/20 of Council’s decision.

 

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

Against:  Crs Arkan, Rhoades and Swan

Carried

 

 

The meeting adjourned for a short recess, the time being 7.43pm and reconvened at 7.50pm.

 

Directorate Reports - Business Services

 

BS20/02          Bank and Investment Balances for November 2019

 

Executive Summary

Council’s Bank Balances and Investments as at 31 November 2019 totalled $222,766,003.32.  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).

2020/17

Resolved (Cr Michael Adendorff / Cr Tegan Swan)

That Council note the bank balances and investments totalling $222,766,003.32 (including from loans, Developer Contributions and other avenues that form the restricted accounts and are committed for future works) as at 30 November 2019.

 

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

Carried

 

 

 

BS20/03          Bank and Investment Balances for December 2019

 

Executive Summary

Council’s Bank Balances and Investments as at 31 December 2019 totalled $220,570,563.95.  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).

2020/18

Resolved (Cr George Cecato / Cr Michael Adendorff)

That Council note the bank balances and investments totalling $220,570,563.95 (including from loans, Developer Contributions and other avenues that form the restricted accounts and are committed for future works) as at 31 December 2019.

 

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

Carried

 

 

 

BS20/04          Monthly Financial Performance Report for the Month Ended 30 November 2019

 

Executive Summary

This report presents the Monthly Financial Performance Report for 30 November 2019.  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 $61.5 million with the actual year to date being $65.6 million.

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.

The capital expenditure target for the current financial year is $93.2 million with $22.6 million expended to the end of November.

2020/19

Resolved (Cr George Cecato / Cr Paul Amos)

That Council note the Monthly Financial Performance Report for 30 November 2019.

 

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

Carried

 

 

Cr Michael Adendorff declared an interest in the following item, vacated the chamber and took no part in the discussion or voting, the time being 7:52 pm.

 

 

BS20/05          Business Incentive Policy - Amendment

 

Executive Summary

At the Council meeting held on the 14 November 2019 the reviewed Business Incentive Policy with proposed amendments was adopted by Council.  At the time a detailed review was undertaken and proposed amendments to the policy along with outcomes achieved after 12 months were reported to Council.

Since the revised Business Incentive Policy was adopted it has been identified that a specific definition contained within the Business Incentive Policy is significantly restricting many commercial businesses from being eligible by way of qualification for the Employment Generating and Enhanced Deferred Payments Incentive.  This report seeks a change to wording within the policy and its definition to remove this eligibility restriction.

The Business Incentive Policy was implemented to provide a holistic approach to support business investment and reinvestment in the regional economy, when the investment may not otherwise occur.  It also encourages diversification and seeks to stimulate business development and growth across the Coffs Harbour Local Government Area (LGA).

2020/20

Resolved (Cr George Cecato / Cr John Arkan)

That Council adopt the amended Business Incentive Policy (attachment 1) with the following changes:

1.         Replace the term “Business Premises” with the term “Commercial Premises” with the inclusion of specific and broader types of business within the definition.

2.         Replace the term “business use” with “commercial use” for consistency.

 

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

Carried

 

Cr Adendorff returned to the meeting, the time being 7.53pm.

 

 

 

BS20/06          Contract No. RPT-1112-TO - Supply and Delivery of Concrete and FRC Pipes and Associated Products (Regional Procurement Tender No. REGPRO621920)

 

Executive Summary

Coffs Harbour City Council is a financial and Associate Member of the Regional Procurement Initiative (RPI) for the Mid North Coast Procurement Alliance Group of Councils. RPI on behalf of the Mid North Coast Procurement Alliance Group of Councils, called tenders for the Supply and Delivery of Concrete and FRC Pipes and Associated Products, Tender No REGPRO621920 that closed on 11 June 2019.

RPI advertised the tender as a contract for a three (3) year period with an additional option of one (1) year that may be taken up based on satisfactory performance by the successful supplier.

RPI advised tenderers the preference was to award the tender as a single source supplier, by Category. There were two (2) categories, being:

Category 1 – Reinforced Concrete (RC) Pipes & Associated Products; and

Category 2 – Fibre Reinforced Concrete (FRC) Pipes & Associated Products.

2020/21

Resolved (Cr George Cecato / Cr Sally Townley)

That Council:

1.         In accordance with clause 178 (1)(a) of the Local Government (General) Regulation 2005, accepts the following as single source supplier for contract RPT-1112-TO:

1.1.     Category 1:  Reinforced Concrete Pipes and Associated Products

That Holcim (Australia) Pty Ltd be awarded this contract as the single source supplier to participating councils for a period of three (3) years concluding 30 September 2022; and

1.2.     Category 2:  Fibre Reinforced Concrete Pipes and Associated Products

That Reinforced Concrete Pipes Australia (NSW) Pty Ltd be awarded this contract as the single source supplier to participating councils for a period of three (3) years concluding 30 September 2022.

2.         Approve provision for a one (1) year extension based on satisfactory tenderers performance, which may take the contract through to 2023.

 

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

Carried

 

 

 

BS20/07          Contract No. RFT-1138-TO - Provision of Plumbing Maintenance and Repair Services to Council Facilities (Panel Contract)

 

Executive Summary

Council called tenders for the Provision of Plumbing Maintenance & Repair Services Contract No-RFT-1138-TO that closed on 14 August 2019.

The tender was advertised as a contract for a two (2) year period with a further one (1) year option based on satisfactory supplier performance.

Prospective tenderers were advised that it was Council’s preference to award the tender as a single source supplier or alternatively as a panel supplier contract, but Council simultaneously reserved the right to award sections of the contract to individual tenderers.

2020/22

Resolved (Cr George Cecato / Cr Michael Adendorff)

That Council:

1.         In accordance with clause 178 (1)(a) of the Local Government (General) Regulation 2005, accepts the panel contract RFT-1138-TO, with the five (5) tenderers below,

·         Emerald Beach Plumbing

·         Ernie Burnett Plumbing

·         Joel Cutting

·         Park Beach Plumbing

·         RH Plumbing

on the basis that:

1.1      Approving a panel of five (5) tenderers will be more flexible and cost effective for Council staff in the servicing of their plumbing contract requirements.

1.2      The tenderers have the necessary experience in similar works and their ability and performance are satisfactory.

2.         Approve provision for a one (1) year extension based on satisfactory tenderers performance, which may take the contract through to 2022.

 

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

Carried

 

 

 

Motion

2020/23

Resolved (Cr Keith Rhoades / Cr John Arkan)

That item BS20/08 Contract No. RPT-1144-TO - Supply, Delivery and Placement of Road Resurfacing (Regional Procurement Tender No. T611920MNC) be referred to Closed Session.

 

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

Carried

 

 

 

BS20/09          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 resolution on 28 November 2019 requires all future contracts with a value exceeding $250,000 to be reported to Council prior to execution and therefore also requires any commercial bid exceeding $250,000 from any of Council’s commercial business units to be reported to Council prior to it being submitted to an external agency.

The purpose of this report is therefore to request that Council authorises the release of Commercial Bids from Council’s Coastal Works Business Unit in response to one known tender opportunities issued by external agencies.

Also, from time to time Council’s CitySmart Solutions commercial business unit receives requests for quotations from other Councils outside the tender process. This report presents to Council three such quotations for external works authorisation should the quotations be accepted, consistent with Council’s resolution applying to all contracts.

2020/24

Resolved (Cr George Cecato / Cr Tegan Swan)

That Council authorises:

1.         The release the following tender response from Council’s CitySmart Solutions commercial business unit:

1.1.        Client Wingecarribee Shire Council / Head Contractor – RFT 6330/20.2 – Tender for Sewer Pump Station Electrical Panel Upgrade.

2.         External works acceptance for the following quotations submitted from Council’s CitySmart Solutions commercial business unit:

2.1.        Client Clarence Valley Council - Shannon Creek Dam VSD Upgrades;

2.2.        Client MidCoast Council – Fibre Optic Link from New Administration Building to Library; and

2.3.        Client MidCoast Council – Fibre Optic Link from New Administration Building to Transgrid Connection (including Treatment Plant Connection).

 

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

Carried

 

 

 

BS20/10          Release of Restriction on Use Affecting 64A King Street, Coffs Harbour

 

Executive Summary

Council has been requested by the legal representative of Mr and Mrs Battaglia who own 64A King Street, Coffs Harbour to release a restriction on use affecting their land.  The restriction was imposed on the land as a requirement of a development consent when the land was created to protect future housing from bushfire risk due to vegetation on an adjoining property that existed at the time.  The vegetation on the adjoining property has subsequently been legally removed which in turn has negated the fire risk to the property at 64A King Street.  Given the events that have occurred it is considered appropriate for Council to release the restriction on use which now provides no purpose.

2020/25

Resolved (Cr John Arkan / Cr Sally Townley)

That Council:

1.         Agree to release the restriction on use that affects 64A King Street, Coffs Harbour.

2.         Agree that all costs associated with this matter will be the responsibility of the proponent.

3.         Agree to execute under seal if necessary any legal documents that maybe required to affect the release of the restriction.

 

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

Carried

 

 

Directorate Reports - Sustainable Communities

 

SC20/02          Waive Fees (Various) for Bushfire Affected Property Owners Seeking to Repair or Rebuild Damaged and Destroyed Dwellings and Associated Structures

 

Executive Summary

The recovery from the recent bushfires that has devastated many areas of NSW including parts of the Coffs Harbour local government area is progressing.  The NSW Rural Fire Service (RFS) has been conducting Building Impact Assessments of impacted properties and buildings as part of the initial recovery phase.  Data is being collated and recorded relevant to each local government area.  Data, as at 8 January 2020, for the Coffs Harbour City Council area indicates that 100% of Building Impact Assessments have been completed with results as follows:

-       17 homes destroyed, 7 damaged

-       2 facilities destroyed

-       27 outbuildings destroyed, 7 damaged

-       41 impacted rural landholders (as at 08/01/2020) 

The NSW and Australian Governments have announced a range of initiatives that will assist those affected and includes funding being provided for the clean-up of homes and properties damaged and destroyed. There is also opportunity for Council to assist fire affected property owners with the financial strain associated with rebuilding through the waiver of various fees and charges.  This report sets out a range of fees and charges recommended for waiver for property owners identified as being impacted through the RFS Building Impact Assessment.

2020/26

Resolved (Cr John Arkan / Cr George Cecato)

That Council waive rebuilding development and construction related application fees and charges for bushfire impacted property owners identified by the Rural Fire Service Building Impact Assessment process, noting that this fee waiver only applies to benefit the current property owner(s) and is not transferrable in the event of the property being on sold.

 

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

Carried

 

Directorate Reports - Sustainable Infrastructure

 

SI20/03           Coastal Works 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 adoption of a motion 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 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 two known tender opportunities issued by external agencies.

2020/27

Resolved (Cr George Cecato / Cr Tegan Swan)

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

1.         Client Tamworth Regional Council – T052/2020 – Tender for upgrading of two bridges, Lucella Creek and Middleton Creek; and

2.         Client Rail First JV – N2NS – Tender for work packages for Narrabri to North Star Inland Rail Project.

 

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

Carried

 

 

Questions on notice

No questions on notice.

 

Matters of an Urgent Nature

No matters of an urgent nature.

 

CLOSED SESSION – SECTION 10A

The Mayor requested a motion to close the meeting to consider item BS20/08 Contract No. RPT-1144-TO - Supply, Delivery and Placement of Road Resurfacing (Regional Procurement Tender No. T611920MNC), the time being 8.03pm.

 

 

Motion

2020/28

Resolved (Cr Keith Rhoades / Cr John Arkan)

That the meeting be closed to the staff, press and public during consideration of the following item for the reasons stated:

 

BS20/08 Contract No. RPT-1144-TO - Supply, Delivery and Placement of Road Resurfacing (Regional Procurement Tender No. T611920MNC)

(d) commercial information of a confidential nature that would, if disclosed:

(i)  prejudice the commercial position of the person who supplied it, or

(ii)  confer a commercial advantage on a competitor of the council.

 

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

Carried

 

 

The staff, press and public vacated the Chamber.

 

 

 

BS20/08          Contract No. RPT-1144-TO - Supply, Delivery and Placement of Road Resurfacing (Regional Procurement Tender No. T611920MNC)

 

Executive Summary

Coffs Harbour City Council is a financial and Associate Member of the Regional Procurement Initiative (RPI) for the Mid North Coast Procurement Alliance Group of Councils. RPI on behalf of the Mid North Coast Procurement Alliance Group of Councils, has called tenders for the Supply, Delivery and placement of Road Resurfacing Tender No T611920MNC that closed on 25 June 2019.

RPI advertised the tender as a contract for a three (3) year period with an additional option of one-year that may be taken up based on satisfactory performance by the successful supplier.

RPI advised tenderers this would be awarded as an open panel by category. There were five (5) categories of which Coffs Harbour City Council signed a letter of participation with RPI for one (1) of the Road Resurfacing categories, being Crack Sealing: Rigid and Bituminous Road Surfaces (category 4).

2020/29

Resolved (Cr Tegan Swan / Cr George Cecato)

That Council:

1.         In accordance with clause 178 (1)(a) of the Local Government (General) Regulation 2005, accepts on the panel contract for RPT-1144-TO, the four (4) tenderers;

·           Colas NSW

·           Pacific Blue Metal

·           Road Maintenance

·           Supersealing

2.         Approve provision for a One (1) year extension based on satisfactory tenderers performance, which may take the contract through to 2023.

 

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

Carried

 

 

open meeting

The Mayor requested an appropriate motion to enable the meeting to resolve into Open Meeting, the time being 8.10pm.

 

 

Motion

2020/30

Resolved (Cr George Cecato / Cr Tegan Swan)

That Council move into Open Session.

 

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

Carried

 

 

The General Manager read to the meeting the resolution of the Closed Session.

 

 

 

Close of Meeting

The Meeting closed at 8.13pm.

 

Confirmed: 27 February 2020

 

 

 

 

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

Denise Knight

Mayor