Ordinary Council Meeting Minutes                                                       26 March 2020

  Crestclr

MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON
Thursday, 26 March 2020 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      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.

 

Public forum commenced at 5.00pm

Due to there being no public gallery following the announcement that public access to Council’s offices has been temporarily suspended as a precaution to help reduce the risk of Coronavirus COVID-19 infection, all speakers are providing a written statement which will be read to the meeting.

Speaker

Item

Helen Schlangenotto

For GM20/08 Federal Government Financial Support for Bushfire Affected Communities

Paul Shoker

Against SC20/13 Coffs Harbour Local Growth Management Strategy - Chapter 5 Rural Lands Post Exhibition

Mariette Eden

Against SC20/13 Coffs Harbour Local Growth Management Strategy - Chapter 5 Rural Lands Post Exhibition

Caroline Joseph

For SC20/13 Coffs Harbour Local Growth Management Strategy - Chapter 5 Rural Lands Post Exhibition

 

 

Disclosure of Interest

Councillor

Items

Type of Interest

Cr Keith Rhoades

MM20/02 COVID-19 Local Business Support Plan

Pecuniary interest as he is a Director and Exec Member of the Board that leases land from the Crown with Council as trustee.

 

 

Apologies

2020/64

Resolved (Cr Paul Amos / Cr George Cecato)

That an apology received from Councillor John Arkan 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.

 

Mayoral Minute

Cr Keith Rhoades declared an interest in the following item, vacated the chamber and took no part in the discussion or voting, the time being 5.26pm.

 

 

MM20/02        COVID-19 Local Business Support Plan

2020/65

Resolved (Cr Denise Knight)

That Council:

1.         Encourage everyone to buy local and support local business and community #buylocal #supportlocal.

2.         Acknowledge the current response to the COVID-19 pandemic as outlined in the attached Local Business Support Plan – Phase 1 (Attachment 1).

3.         Resolve immediately the following actions to enhance the Local Business Support Plan (Phase 1):

3.1.     Amend Council’s Rates, Charges and Fees – Financial Hardship Policy to apply to non-residential properties;

3.2.     Suspend new debt recovery actions for outstanding accounts where financial hardship is apparent;

3.3.     Remove account keeping fees;

3.4.     Remove late and reminder fees;

3.5.     Remove credit card surcharges;

3.6.     Support procurement from local businesses;

3.7.     Defer the 2020/21 Special Rate for city centre businesses and associated infrastructure works to the same value; and

3.8.     Loan repayment relief for existing loans to community groups.

4.         Receive a report at the next Council meeting which addresses, as a minimum, the following options to assist local small businesses and community groups (Phase 2):

4.1.     Relief through rent abatements for leases and licences of Council managed properties; and

4.2.     Waiving of fees for small/local business related inspections.

5.         Initiate the development of a Recovery Plan (Phase 3) for the Coffs Harbour community which will include:

5.1.     A focus on broad business and organisation recovery across multiple sectors to impacted businesses and industries, to augment Federal and State Government programs; and

5.2.     Strong advocacy with other levels of government.

6.         Thank the community for their support of our health workers and key front line workers and acknowledge that the Commonwealth and State health authorities are the lead agencies for this global pandemic.

7.         A report to be bought back to Council in the first meeting of April to discuss potential timelines and review this initiative.

 

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

Carried

 

Cr Keith Rhoades returned to the meeting, the time being 5.29pm.

Confirmation of Minutes

2020/66

Resolved (Cr Michael Adendorff / Cr Paul Amos)

That the minutes of the Ordinary Meeting held on 12 March 2020 be confirmed.

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

Carried

 

GENERAL MANAGER’S REPORT

 

GM20/08         Federal Government Financial Support for Bushfire Affected Communities

 

Executive Summary

On 9 January 2020, the Federal Government announced National Disaster Recovery Funding of $1 million for each of 42 local government areas impacted by bushfires. Subsequently, a community meeting was held at Nana Glen on 28 January 2020 to engage with community members impacted by the bushfires.

Council resolved on 13 February 2020 to undertake an interim Program of Works totalling $416,784 and to further engage with the affected community prior to adopting a final Program of Works.

A further $300,000 was announced as Phase 2 of this funding, along with NSW State Government funding of $100,000 from the Bushfire Community Resilience and Economic Recovery Fund (Phase 1) for events or initiatives to support local businesses, industry recovery, and community recovery and wellbeing.

A second community meeting was held on 11 March 2020 to further engage with community members with a view to informing the final proposed Program of Works.  The outcome of that process and further recommended projects flowing from the further engagement are presented for Council’s consideration and adoption.

2020/67

Resolved (Cr Denise Knight / Cr Sally Townley)

That Council:

1.    Include the following projects totalling $983,216 in the final Program of Works:

1.1.  Ten Hardstand Sites for emergency water access by RFS vehicles across the local government area $250,000

1.2.  Turnaround Bays for emergency vehicles   $70,000

1.3.  Upgrade of Neighbourhood Safer Places    $200,000

1.4.  Environmental Recovery Program     $213,216

2.    Acknowledging that McPhersons Road is a Crown asset, allocate $250,000 for the purpose of ensuring that McPhersons Road Bridge is made capable of carrying a loaded RFS tanker of 14.5 tonne, should direct advocacy with Crown Lands prove unsuccessful.  In the event that Crown Lands agree to replace the bridge at its expense, then Council reallocate the $250,000 as an additional $100,000 for upgrade of Neighbourhood Safer Places and $150,000 to the Environmental Recovery Program.

3.    Continue to engage with the Orara Valley community and provide information about the progression of this Program of Works.

4.    Allocate $78,784 from the Community Capital Infrastructure Grants Program to the Bushfire Recovery Program in the draft Council budget for 2020/2021.

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

Carried

DIRECTORATE REPORT – SUSTAINABLE COMMUNITIES

 

SC20/13          Coffs Harbour Local Growth Management Strategy - Chapter 5 Rural Lands Post Exhibition

 

Executive Summary

Council at its Ordinary Meeting of 6 December 2018 resolved to endorse draft Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands and to publicly exhibit the document for a minimum period of 28 days. Council further resolved at its Ordinary Meeting of 28 March 2019 to publicly exhibit the Discussion Paper: Intensive Plant Agriculture and simultaneously re-exhibit draft Coffs Harbour Local Growth Management Strategy - Chapter 5 Rural Lands for a minimum period of 28 days.

The purpose of this report is to seek endorsement of the final Chapter 5 (Attachment 1), which has been amended in response to the feedback received during public consultation undertaken on the draft Chapter and Discussion Paper – Intensive Plant Agriculture (Attachment 2); and to seek its endorsement from the NSW Department of Planning, Industry and Environment.

 

Motion (Cr Sally Townley / Cr Denise Knight)

That Council:

1.         Adopt Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands (Attachment 1).

2.         Seek endorsement from NSW Department of Planning, Industry and Environment of Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands in accordance with the directions contained within the North Coast Regional Plan 2036.

3.         Notify Council’s decision to those who made a submission to draft Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands and Discussion Paper: Intensive Plant Agriculture.

 

 

Amendment

 

 (Cr Tegan Swan / Cr Michael Adendorff)

That Council:

1.         Adopt Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands (Attachment 1) excluding the action to require development consent for Intensive Plant Agriculture.

2.         Seek endorsement from NSW Department of Planning, Industry and Environment of Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands in accordance with the directions contained within the North Coast Regional Plan 2036.

3.         Notify Council’s decision to those who made a submission to draft Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands and Discussion Paper: Intensive Plant Agriculture.

Cr Amos gave notice of a FORESHADOWED AMENDMENT.

 

The AMENDMENT was withdrawn.

The FORESHADOWED AMENDMENT was then brought forward and became an AMENDMENT.

 

 

 

 

Amendment

2020/68

Moved (Cr Paul Amos / Cr George Cecato)

That Council:

1.              Adopt Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands (Attachment 1) subject to the deletion of the action to “amend Coffs Harbour LEP 2013 to require consent for intensive plant agriculture within Zone RU2 Rural Landscape.”

2.         Seek endorsement from NSW Department of Planning, Industry and Environment of Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands in accordance with the directions contained within the North Coast Regional Plan 2036.

3.         Notify Council’s decision to those who made a submission to draft Coffs Harbour Local Growth Management Strategy – Chapter 5 Rural Lands and Discussion Paper: Intensive Plant Agriculture.

4.         Allocates additional resources to assist the State Government and the intensive agricultural industry by supportive monitoring in the areas of water quality, water usage and illegal clearing.

 

The AMENDMENT on being put to the meeting was CARRIED.

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

Against:  Crs Knight and Townley

 

It then became the MOTION and on being put to the meeting was declared CARRIED.

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

Against:  Crs Knight and Townley

Carried

 

 

Directorate Reports - Business Services

 

BS20/22          Bank and Investment Balances for February 2020

 

Executive Summary

Council’s Bank Balances and Investments as at 29 February 2020 totalled $223,972,629.05.  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).

2020/69

Resolved (Cr George Cecato / Cr Michael Adendorff)

That Council note the bank balances and investments totalling $223,972,629.05 (including from loans, Developer Contributions and other avenues that form the restricted accounts and are committed for future works) as at 29 February 2020.

 

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

Carried

 

 

 

 

BS20/23          Monthly Financial Performance Report for the Month Ended 31 January 2020

 

Executive Summary

This report presents the Monthly Financial Performance Report for 31 January 2020.  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 $47.6 million with the actual year to date being $51.3 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 $77.9 million with $31 million expended to the end of January.

2020/70

Resolved (Cr Michael Adendorff / Cr George Cecato)

That Council note the Monthly Financial Performance Report for 31 January 2020.

 

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

Carried

 

 

 

BS20/24          Monthly Financial Performance Report for the Month Ended 29 February 2020

 

Executive Summary

This report presents the Monthly Financial Performance Report for 29 February 2020.  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 $37.3 million with the actual year to date being $42.8 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 $77.9 million with $33.5 million expended to the end of February.

 

Motion (Cr George Cecato / Cr Tegan Swan)

That Council note the Monthly Financial Performance Report for 29 February 2020.

 

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

 

 

Notices of Motion – Sustainable Communities

 

NOM20/03      Moonee Beach Estate - Access and Funding

2020/71

Resolved (Cr Paul Amos / Cr Michael Adendorff)

"That Council allocates $75k to investigate options for additional access to the proposed new estate at Moonee Beach north. The funding to be allocated from the 20/21 road infrastructure budget."

 

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

Carried

 

 

Directorate Reports - Sustainable Communities

 

SC20/12          Review of Council's Fees and Charges for Proponent-Initiated Planning Proposals

 

Executive Summary

Council at its Ordinary Meeting of 28 November 2019 resolved to place the findings of a review of Council’s fees and charges where they relate to proponent initiated amendments to Coffs Harbour Local Environmental Plan (LEP) 2013 (i.e. proponent-initiated planning proposals) on public exhibition for a period of 28 days.

This public exhibition took place from 18 December 2019 until 14 February 2020. A total of seven submissions were received during the exhibition period. The purpose of this report is to inform Council of the feedback received during this public consultation process and to seek endorsement from Council to retain its current fees and charges that relate to proponent-initiated planning proposals, on the basis that they are fair and reasonable, and comparable to those of other regional cities on the North Coast of NSW.

2020/72

Resolved (Cr Sally Townley / Cr Tegan Swan)

That Council:

1.         Retain its existing fees and charges where they relate to proponent-initiated amendments to Coffs Harbour Local Environmental Plan 2013.

2.         Advise persons who made a submission of Council’s decision.

 

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

Carried

 

 

 

SC20/14          Draft Coffs Harbour Local Growth Management Strategy - Chapter 8 Employment Lands

 

Executive Summary

Council at its Ordinary Meeting of 14 March 2019 resolved to endorse a revised scope for a review of the Coffs Harbour Local Growth Management Strategy to comprise a number of chapters relating to various land use types within the Coffs Harbour Local Government Area (LGA), including an Employment Lands Chapter.

In 2019, Council engaged a consultancy to prepare draft Coffs Harbour Local Growth Management Strategy - Chapter 8 Employment Lands to guide industrial and business land development over the next twenty years. The purpose of this report is to seek Council’s endorsement to publicly exhibit draft Coffs Harbour Local Growth Management Strategy - Chapter 8 Employment Lands (Attachment 1) and the associated Coffs Harbour Employment Lands Background Report (Attachment 2).

2020/73

Resolved (Cr Sally Townley / Cr Tegan Swan)

That Council:

1.         Endorse for public exhibition draft Coffs Harbour Local Growth Management Strategy - Chapter 8 Employment Lands (Attachment 1) and Coffs Harbour Employment Lands Background Report (Attachment 2) for a minimum period of 28 days.

2.         Note that a further report will be brought back to Council to present the outcomes of the public exhibition process, and for consideration of a final Coffs Harbour Local Growth Management Strategy - Chapter 8 Employment Lands.

 

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

Carried

 

 

 

SC20/15          Draft Coffs Harbour Local Strategic Planning Statement

 

Executive Summary

This report presents the draft Coffs Harbour Local Strategic Planning Statement (‘the draft Statement’) to Council for endorsement for public exhibition (Attachment 1).

It identifies Council’s twenty year vision for land use planning within the Coffs Harbour Local Government Area (LGA), and sets out planning priorities and actions to achieve this vision and the means to monitor and report on the delivery of the actions identified. The draft Statement has been prepared in accordance with the Environmental Planning and Assessment Act 1979 and Regulations.

2020/74

Resolved (Cr Sally Townley / Cr Michael Adendorff)

That Council:

1.         Endorse for public exhibition draft Coffs Harbour Local Strategic Planning Statement (Attachment 1) for a minimum period of 28 days.

2.         Note that a further report will be brought back to Council to present the outcomes of the public exhibition process following the public exhibition.

 

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

Against:  Crs Knight and Amos

Carried

 

Notices of Motion – Sustainable Infrastructure

 

NOM20/04      Coastal Works Governance Framework

2020/75

Resolved (Cr Sally Townley / Cr Tegan Swan)

“That Council:

1.         Review the Instrument of Delegation affecting commercial activities of Coastal Works

2.         Review the Governance Protocols relating to the commercial activities of Coastal Works

3.         Include Councillor input into the above reviews

4.         Bring the updated documents back to Council for adoption."

 

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.

 

 

Close of Meeting

The Meeting closed at 6.52.

 

 

Confirmed: 23 April 2020

 

 

 

 

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

Denise Knight

Mayor