Coffs Harbour City Council

15 July 2020

 

Ordinary Council Meeting

 

The above meeting will be held remotely via audio-visual link emotely via audio-visual link on:

 

Thursday, 23 July 2020

 

The meeting commences at 5.00pm and your attendance is requested.

 

 

AGENDA

 

1.           Opening of Ordinary Meeting

2.           Acknowledgment of Country

3.           Public Forum

4.           Disclosure of Interest

5.           Apologies

6.           Leaves of Absence

7.           Mayoral Minute

8.           Confirmation of Minutes

9.           Rescission Motion

10.        Notices of Motion – General

11.        General Manager’s Reports

12.        Notices of Motion – Business Services

13.        Directorate Reports – Business Services

14.        Notices of Motion – Sustainable Communities

15.        Directorate Reports – Sustainable Communities

16.        Notices of Motion – Sustainable Infrastructure

17.        Directorate Reports – Sustainable Infrastructure

18.        Questions On Notice

19.        Matters of an Urgent Nature

20.        Consideration of Confidential Items (if any)

21.        Close of Ordinary Meeting

 

 

Steve McGrath

General Manager

 

 


Order of Business

 

  

General Manager's Reports

GM20/18         Research Options to Conduct a By-election............. 3

Directorate Reports - Business Services

BS20/43          Service Delivery - Swimming Pools................................ 13

BS20/44          Contributions Plan Review - Park Beach Area - Post Exhibition................................................................................... 16

BS20/45          Contract No. RPT-1229-TO - Provision of Bulk Water Treatment Chemicals (Regional Procurement Tender No. REGPRO022021)................................................... 44

Directorate Reports - Sustainable Communities

SC20/34          Coffs Harbour Draft Regional City Action Plan 2036............................................................................................... 47

SC20/35          Coffs Harbour Jetty Foreshore Precinct - Project Steering Advisory Committee........................................ 128

SC20/36          Draft Youth Issues and Options Paper..................... 148

SC20/37          2020/21 Community Capital Infrastructure Grants Program................................................................................... 227

SC20/38          2020/21 Donations by Council Program...................... 240

SC20/39          2020/21 Arts and Cultural Development Grants Program................................................................................... 246

SC20/40          Community Participation and Engagement Plan - Housekeeping........................................................................ 253

Directorate Reports - Sustainable Infrastructure

SI20/13           Toormina BMX Track Upgrade Project...................... 301   


GM20/18      Research Options to Conduct a By-election

Author:                         Governance Coordinator

Authoriser:                  Group Leader Governance

MyCoffs:                      D.1 Our leaders give us confidence in the future

Attachments:               ATT1  GM20/18  OLG response to Coffs Harbour City Council RE by-election

ATT2  GM20/18  Local Government Act 1993 No 30 - Section 318B

ATT3  GM20/18  NSW Government Gazette No 136 - 29-06-2020 - Order to Postpone NSW Local Government Elections till 2021

ATT4  GM20/18  NSW Electoral Commission - Local Government Elections Bulletin No 2 - 3 July 2020  

 

Executive Summary

On 28 May 2020, Coffs Harbour City Council resolved to research and investigate all options to conduct a by-election to fill the vacancy on Council.  Council sought guidance from the Office of Local Government (OLG) who advised that due to the COVID-19 pandemic and s318B of the Local Government Act 1993 (the Act), it is not possible to conduct a by-election before the next ordinary local government election which has been gazetted for 4 September 2021.

 

 

Recommendation:

That Council

1.      Note that in accordance with current legislation, it is not possible to hold a by-election to fill the vacancy in Coffs Harbour City Council before the next ordinary election gazetted on 4 September 2021.

2.      Note that Local Government Elections are not able to be held by electronic or fully postal means.

 

Report

Description of Item:

At its 28 May 2020 meeting, Council resolved:

 

“That Council research and investigate ALL options to conduct a By-Election to fill the vacancy on Coffs Harbour City Council. ALL options such as in person, electronically, postal or by any means acceptable to the electoral laws and rules within NSW. This report to be presented Back to Council as a matter of urgency. Should the NSW Electoral Commission not be in a position to conduct an election there are other organisations that provide these services such as The Australian Electoral Company. That no further action be taken until the Report is considered by Council and the Local Government ordinary elections have been gazetted.”

 

Council wrote to the Office of Local Government (OLG) seeking advice on the above resolution and received a response on 25 June 2020 (attached). The OLG advised that due to s318B of the Act, the ordinary local government elections had been postponed and it was not possible to hold a by-election before then.

 

On 29 June 2020, the Minister for Local Government published orders in the NSW Gazette (see attached) under s318B of the Act to postpone the next ordinary election to 4 September 2021. This is in response to the COVID-19 pandemic. The order also stated that the postponement extends to and suspends an election requirement for a by-election referred to in s292 of the Act.

 

In accordance with the order, the NSW Electoral Commission published the attached bulletin (2021 NSW Local Government Elections: Council update - Bulletin No.2 (3 July 2020)) which acknowledges the postponement of both elections and by-elections.

Issues:

Electronic voting

Currently the Act and Local Government (General) Regulations 2005 (the Regulations) do not permit voting by any other means other than attendance or postal voting.  NSW Electoral Commission states that “iVote is not available for use in NSW local government (council) elections” (https://www.elections.nsw.gov.au/Voters/Other-voting-options/iVote-online-and-telephone-voting).

 

Postal voting

At this point in time, the Act and Regulations does not make provision for Coffs Harbour City Council to conduct an election exclusively by postal vote. However, the Minister of Local Government has advised (through media release on 18 September 2019) that the Government will be consulting with the local government sector on giving councils the option to use universal postal voting instead of attendance voting from the 2024 elections onwards.

 

Use and availability of electoral service providers

As the election has been postponed to 4 September 2021, as detailed in the NSW Gazette No 136 (29-06-2020), neither the NSW Electoral Commission or any electoral services provider are able to conduct a by-election.

Options:

As this report is for noting only, an options analysis is not required.

Sustainability Assessment:

•     Environment

There are no environmental impacts as a result of this report.

•     Social

There are no social impacts as a result of this report.

•     Civic Leadership

This report is consistent with the Council’s MyCoffs Community Strategic Plan; D.1 Our leaders give us confidence in the future.

•     Economic – Broader Economic Implications

There are no broader economic implications as a result of this report.

•     Economic - Delivery Program/Operational Plan Implications

There are no economic - Delivery Program/Operational Plan implications as a result of this report.

Risk Analysis:

There are no significant risks identified in regards to this report.

Consultation:

Council has been in consultation with the OLG.

Related Policy, Precedents and / or Statutory Requirements:

Local Government Act 1993

Local Government (General) Regulations 2005

Implementation Date / Priority:

Nil.

Conclusion:

That Council note that due to s318B of the Act, it is not possible to hold a by-election to fill the current vacancy in Coffs Harbour City Council before the next ordinary local government elections on 4 September 2021.

 


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BS20/43       Service Delivery - Swimming Pools

Author:                         Property Officer Leasing and Licensing

Authoriser:                  Director Business Services

MyCoffs:                      A.2 An active, safe and healthy community

Attachments:               ATT1  BS20/43   CONFIDENTIAL Service Delivery - Swimming Pools

Confidential in accordance with Section 10A(2)(d)(ii) of the Local Government Act as it contains information that would, if disclosed, confer a commercial advantage on a competitor of the council.

ATT2  BS20/43   CONFIDENTIAL Maddocks Lawyers - Advice  

ATT3  BS20/43   CONFIDENTIAL Draft Agreement   

 

Executive Summary

At its meeting on 23 April 2020 Council declined a request for financial assistance by Lane 4 Pty Ltd to meet its operational and management obligations under the sub-leases. Subsequent correspondence between parties has resulted in a proposed draft agreement between parties (refer Confidential Attachment 3).

 

Further details of the correspondence, legal advice and recommended actions are detailed in the confidential attachments to this report for Council’s consideration.

 

Recommendation:

That Council considers and adopts the recommendations in Confidential Attachment 1 to this report.

 

Report

Description of Item:

At its meeting on 23 April 2020 Council declined a request from Lane 4 Pty Ltd for financial assistance in the order of $300,000 per annum above the agreed price to continue to meet their obligations to operate and manage the public swimming pools in Coffs Harbour, Sawtell and Woolgoolga.

 

The decision was communicated in writing to Lane 4 Pty Ltd on 24 April 2020. A response was received on 7 May 2020 which was somewhat ambiguous as to the intentions of Lane 4 Pty Ltd.  Since then Council, through legal representation, has been seeking clear confirmation from Lane 4 Pty Ltd of its intentions, with Council making clear its expectation that Lane 4 Pty Ltd will continue to operate the facilities in line with the sub-leases.

 

Also, since Council declined the original request for financial assistance Lane 4 Pty Ltd requested additional financial assistance, over and above what they had previously requested, due to the impact of COVID-19.

 

On advice from Council’s lawyers, Maddocks Lawyers, a proposed agreement has been reached with Lane 4 Pty Ltd. A copy of the advice and draft agreement are included as Confidential Attachments 2 and 3.

Issues:

The issues are included in Confidential Attachment 1.

Options:

Options for Council’s consideration are included in Confidential Attachment 1.

Sustainability Assessment:

•     Environment

The three swimming pool facilities are all well established for with each of the properties fenced off within their respective reserves.  There are no further environmental impacts.

•     Social

The continuation of public swimming pool services to the respective communities is a prime importance and assists in maintaining the social wellbeing of the community. The swimming pools also provide employment for those required to staff the facilities.

•     Civic Leadership

The provision of public swimming pool services to the community is supported within Council’s MyCoffs Community Strategic Plan, which advocates community wellbeing through the strategy ‘we enjoy safe and inclusive community spaces and activities that bring people together’.

•     Economic – Broader Economic Implications

The Delivery Program 2017-2021 refers to the ‘Provision of public swimming pool facilities’ as a continuing activity.

•     Economic - Delivery Program/Operational Plan Implications

The Delivery Program/Operational Plan implications are included in Confidential Attachment 1.

Risk Analysis:

The risk analysis is included in Confidential Attachment 1.

Consultation:

Consultation has occurred with relevant Council officers and Council’s lawyers on this matter, Maddocks Lawyers.

Related Policy, Precedents and / or Statutory Requirements:

The three public swimming pools are on Crown Land reserves which are currently leased to Coffs Harbour City Council for 20 year terms.  The Crown Land Management Act 2016 and Local Government Act 1993 provide the legislative framework for the management of these reserves.

Implementation Date / Priority:

The recommendation will be progressed immediately upon Council resolution.

Conclusion:

Council has previously been approached by Lane 4 Pty Ltd, the sub-lessee of three public swimming pools, for substantial financial assistance above the accepted tendered price, which Council declined. Subsequent correspondence between parties has resulted in a proposed draft agreement between parties for Council’s consideration.

 


BS20/44       Contributions Plan Review - Park Beach Area - Post Exhibition

Author:                         Developer Contributions Officer

Authoriser:                  Director Business Services

MyCoffs:                      D.2 We have effective use of public resources.

Attachments:               ATT1  BS20/44   Draft Park Beach Area Contributions Plan 2020 (Amended)

ATT2  BS20/44   CONFIDENTIAL Submissions

Confidential in accordance with Section 10A(2)(e) of the Local Government Act as it contains information that would, if disclosed, prejudice the maintenance of law.  

 

Executive Summary

At its meeting held on 23 April 2020, Council resolved to place the revised Park Beach Area Contributions Plan on public exhibition.  The plan has been on public exhibition for a period of 28 days with seven submissions received during this period.

 

This contributions plan seeks a financial contribution towards the development and level of infrastructure that is required to support the needs of this growing area.  The existing Park Beach Area Contributions Plan has been reviewed and necessary amendments to the plan were proposed.  After considering the submissions lodged, further changes to the draft contributions plan are proposed within this report, which include:

 

-     Extending the designated catchment area to the west and north of Hogbin Drive;

-     Increasing the projected lot yield, in conjunction with key infrastructure facilities;

-     Reducing the term of the contributions plan to 10 years; and

-     Applying apportionment toward the wider Local Government Area (LGA) community.

 

The above amendments have reduced the proposed contribution rates (for Traffic Facilities and Open Space).  Due to these amendments, an additional public exhibition period is recommended.

 

Recommendation:

That Council:

1.      Endorse the amended draft Park Beach Area Contributions Plan 2020 (Attachment 1) for public exhibition for an additional period of at least 28 days seeking submissions.

2.      Note that a further report will be brought back to Council for consideration following the additional public exhibition period.

3.      Inform the parties who made submissions (Attachment 2) of the outcome thus far.

 

Report

Description of Item:

The revised draft Park Beach Area Contributions Plan was provided to Council in April 2020 when it was resolved to place the draft plan on public exhibition for a period of 28 days.  Public exhibition of the draft plan was undertaken from 29 April 2020 to 27 May 2020. Seven submissions were received during the exhibition period and the issues raised by the submissions are addressed in the Issues section of this report.

 

In response to anticipated development and having regard to the level of facilities currently available and the expected profile of the new population, it will be necessary to provide improved traffic calming, footpath/cycle ways, street scaping, additional car parking, enhanced active recreation space, and an amenities block.

Issues:

At the conclusion of the public exhibition period, seven submissions were received by Council (Confidential Attachment 2).  A summary of the issues raised by the submissions along with assessment comments are provided as follows:

 

Submission 1:  Supports the draft contributions plan and made comment in relation to adequate lighting and parking restrictions being provided along Ocean Parade and in the area of the proposed Foster Street car parking site.

 

Comments:  The (amended) draft contributions plan includes a provision of $50,000 toward street lighting, on Ocean Parade. These funds will be used specifically to enhance visibility around the key areas between the traffic calming and formalised car park.  Parking restrictions is not a matter directly related to this Contributions Plan review.  However, the matter will be forwarded to Council’s Compliance Section for further consideration and investigation.

 

Submission 2:  Provided comment regarding a previous informal track leading to Macauleys Headland.

 

Comments:  Completed works in 2018-19 under this contributions plan provided for a formalised beach access footpath, adjacent to Myers Roads and on the beachside of Ocean Parade.  One of the purposes of the designated pathway was to provide an alternative, safe and suitable access point to the beach, thereby enabling the protection of the Remnant Littoral Rainforest area which was traversed by the previous informal track.  The area has since been closed off and re-vegetated to restore the area.

 

Submissions 3, 4, 5, 6 and 7:  Each object to the draft contributions plan and raise a strong objection to the inclusion of the Richmond Drive site within the designated contributions plan area.  The submitters have expressed concern regarding the total combined developer contribution (section 7.11) charges being approximately $10,000 per lot when including the existing LGA wide contribution plans.  The submission notes that it is unreasonable to exclude other lands to the west of Hogbin Drive that have a closer physical nexus.  The submitters would like Council to consider either amending the plan to exclude the site or incorporate the works into a broader Open Space District Plan.

 

Comments:  It is considered that the proposed development site at Richmond Drive does have a direct physical nexus to Ocean Parade.  The proposed facilities will specifically cater to the local growing residential community as well as the new tourist population that is expected to frequent this area over coming years.  It is agreed that the lands to the west of Hogbin Drive do also have a direct physical nexus, particularly given the close proximity and easy walking distance to the recreation facilities along Ocean Parade. As part of the Place and Movement Strategy, additional key infrastructure items have also been identified through-out the catchment area to provide safe pedestrian connectivity links, to meet the demands of the growing population. It is therefore reasonable to include the lands to the west within this review.

 

In addition, it is considered reasonable that a portion of funds be attributed to the wider LGA community.  An apportionment rate of 88% for new local residents and tourist guests frequenting this area has now been applied in the amended contributions plan.  The remaining 12% could be apportioned in a future update of the LGA wide contributions plan.  This rate is supported given the predominant use of these new facilities are being provided to meet the demands of new local residential activity and to cater for the new tourist population that is expected to holiday in this specific area.

 

The designated area, projected lot yields and proposed timings in the exhibited contributions plan have now been amended, which has resulted in a decrease in the combined total of section 7.11 contributions from approximately $10,816 (increased from the current plan’s $9,292) to $9,473 per large dwelling/lot.

 

Summary:

 

Based on feedback from the public exhibition and further internal consideration, the revised Park Beach Area Contributions Plan has been amended with the following:

 

-     Extending the designated catchment area (refer map 1 in Attachment 1) to include lands to the north and west of Hogbin Drive.  This will align the catchment area to the adopted Local Growth Management Strategy. Additional key infrastructure items have also been identified, providing safe pedestrian connectivity links to meet the demands of the growing population. It will also ensure all new local population, within easy walking distance to the facilities will contribute to these facilities.

-     Increasing the projected lot yield to 791, which includes lands to the west of Hogbin Drive and with consideration given to the future development in the area known as East Arthur Street/Richmond Drive.

-     Reducing the term of the draft contributions plan from 15 years to 10 years, to enable a more-timely delivery of infrastructure in line with projected new development.

-     Consideration has been given to the use of this space and facilities by the broader LGA community.  An apportionment rate for new local residents and tourist guests frequenting this area has been applied at 88%.  The remaining 12% could be apportioned in a future LGA wide contributions plan.

 

In order to meet the growing demands for the release area infrastructure facilities, delivery times and costs have been reviewed, which has resulted in the below further amendments to the exhibited contributions plan:

 

Comparison of costs & contribution rates – Exhibited v. Revised Contributions Plan:

 

 

Exhibited

cost to construct

Revised

cost to construct

(before apportionment)

 

Exhibited Projected lot yield or car spaces

 

Revised Projected lot yield or car spaces

Exhibited contribution rate per large dwelling/lot or car space

Revised contribution rate per large dwelling/lot or car space

Traffic Facilities

$78,772

$230,000

237 lots

791 lots

$88.90

$182.93

Open Space

$1,185,000

$2,889,100

237 lots

791 lots

$4,501.78

$3,064.89

Car Parking

$344,940

$344,940

52 car spaces

52 car spaces

$6,225.53

$6,225.53

Total

$1,608,712

$3,464,040

 

 

$10,816.21

$9,473.35

Options:

In considering this report Council has the following options:

 

1.    Endorse the recommendation and place the amended draft Park Beach Contributions Plan 2020 on public exhibition for a further period of at least 28 days.

2.    Detail any further proposed amendments to the draft Park Beach Area Contributions Plan 2020 and place on public exhibition for a further period of at least 28 days.

3.    Reject the recommendation of this report and adopt the revised Park Beach Area Contributions Plan 2020.

4.    Reject the recommendation of this report and retain the current Park Beach Area Contributions Plan.

Option 1 is recommended to ensure the plan is aligned with projected lot yields and reflects the current infrastructure costs and requirements for the Park Beach Area.  Not progressing the revised or amended contributions plan could result in public facilities being insufficient to meet the demands of the growing population.

Sustainability Assessment:

•     Environment

Environmental issues are considered in the preparation of the Development Control Plans applicable to the relevant area.  Detailed environmental issues are assessed at the design stage for infrastructure works and at the time of assessment of development applications.

•     Social

The completion of the works included in the revised Park Beach Area Contributions Plan will have a positive effect on the future population of the release area, through improved provision of infrastructure for use by local residents and holiday makers.

•     Civic Leadership

The MyCoffs Community Strategic Plan provides for the objectives A-2 An active, safe and healthy community and D-2 We have effective use of public resources.  The provisions outlined in the Park Beach Area Contributions Plan are in line with Council achieving these objectives.

•     Economic – Broader Economic Implications

Contribution plans provide a mechanism for the collection of funds to enable the provision of infrastructure required as a result of new development.  Future maintenance costs will come from the provision of the facilities; however, funding for this is generally derived from increased general revenue resulting from additional urban development.

 

As provided in Table 2 the current contribution rates applicable under the revised Park Beach Area Contributions Plan has decreased for Traffic/Transport, decreased for Open Space Facilities and increased for Car Parking.  It is worth noting that the Business Incentive Policy may be available and be relevant to certain commercial developments that attract car parking contributions.

•     Economic - Delivery Program/Operational Plan Implications

There are no immediate Delivery Program/Operational Plan implications associated with this report.

Risk Analysis:

Not progressing the revised or amended contributions plan could result in public facilities being insufficient to meet the demands of the growing population.

 

The amended Park Beach Area Contributions Plan is based on cost estimates for the proposed works and these estimates may require adjustment as final costings are prepared prior to the commencement of works.  To minimise the risk of cost variances significant effort has been made to ensure accurate costing of projects are included within the works schedule.  Quarterly indexation of the levied charges will also assist with pricing fluctuations.

 

The delivery times of the infrastructure items are included within the Park Beach Area Contributions Plan and have been estimated in line with projected population growth.  The collection of contributions is dependent on development proceeding.  There may be instances where the collection of contributions will not be sufficient to provide complete funding to construct the infrastructure within the specified time frame and the Council may need to forward fund the construction.  In these instances, the forward funding would then be recouped by Council over future years under the contributions plan.

Consultation:

The draft contributions plan review was placed on public exhibition from 29 April 2020 to 27 May 2020 and was advertised in local media and promoted on Council’s website under the Have Your Say community engagement process.  During the public exhibition period seven submissions were received.

After receiving the public feedback relevant staff across Council considered the submissions lodged.  This has resulted in amendments to the draft contributions plan and a further public exhibition period is recommended.

Related Policy, Precedents and / or Statutory Requirements:

The relevant statutory requirements for the preparation of contribution plans and collection of contributions are principally the Environmental Planning and Assessment Act 1979, the Environmental Planning and Assessment Regulation 2000, the Local Government Act 1993 and the Water Management Act 2000.

 

Section 31 of the Environmental Planning and Assessment Regulation 2000 states that Council must give public notice of its decision in a local newspaper within 28 days after the decision is made.

Implementation Date / Priority:

The amended draft Park Beach Area Contributions Plan 2020 will be placed on public exhibition inviting submissions for a further period of at least 28 days.  This will be actioned immediately should Council endorse the recommendation in this report.  A subsequent report will be provided to Council providing any new submissions received.

Conclusion:

At its meeting held on 23 April 2020, Council resolved to place the revised contribution plan for the Park Beach Area on public exhibition.  During the public exhibition period Council received seven public submissions which have been addressed within the Issues section of this report.  Further consideration has been given and subsequent amendments have now been made to the draft Park Beach Area Contributions Plan 2020.  It is recommended the amended draft contributions plan be exhibited for an additional 28 days.

 

 


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BS20/45       Contract No. RPT-1229-TO - Provision of Bulk Water Treatment Chemicals (Regional Procurement Tender No. REGPRO022021)

Author:                         Strategic Contracts Administrator

Authoriser:                  Director Business Services

MyCoffs:                      B.1 A thriving and sustainable local economy

Attachments:               ATT1  BS20/45   CONFIDENTIAL Contract No. RFT-1229-TO - Tender Assessment

Confidential in accordance with Section 10A(2)(d)(i),(d)(ii) of the Local Government Act as it contains commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it, and information that would, if disclosed, confer a commercial advantage on a competitor of the council.  

 

Executive Summary

In July 2017, Council entered into a contract through Regional Procurement Initiative for the supply of Bulk Water Treatment Chemicals on a two plus one-year term.  This contract is due to expire on 30 June 2020.

 

Regional Procurement Initiative recently conducted a tender for the same products with the aim of establishing a new supply contract for the period 1 July 2020 to 30 June 2023 with a further one-year extension option. The tender will be awarded to a single proponent individually for each of the 37 product types used across the participating Councils. Coffs Harbour City Council only uses eleven products in total for which five suppliers will need to be engaged.

 

 

Recommendation:

That Council considers the tenders received for the Provision of Bulk Water Treatment Chemicals, Regional Procurement Contract No. REGPRO022021, Contract No. RPT-1229-TO, and adopts the recommendation in the confidential attachment.

 

Report

Description of Item:

Regional Procurement Initiative on behalf of the Mid-North Coast Procurement Alliance Group of Councils, has called tenders for the Provision of Bulk Water Treatment Chemicals Tender No. REGPRO022021 which closed on 24 March 2020.

 

Coffs Harbour City Council signed a letter of participation with Regional Procurement for inclusion in this tender.

 

Tenders were evaluated on the following criteria:

 

·    Tender price

·    Referees

·    Quality Assurance

·    Ecologically Sustainable Development

·    Customer Service

 

Ten tenders were received from the following proponents for the Provision of Bulk Water Treatment Chemicals against Council’s chemicals requirements:

 

1.   BOC Limited

2.   Coogee QCA Pty Ltd

3.   Fluidra Group Australia Pty Ltd

4.   Graymont (Australia) Pty Ltd

5.   Grenof Pty Ltd

6.   Hyclor Australia Pty Ltd

7.   Ixom Operations Pty Ltd

8.   Nowra Chemical Manufacturers

9.   Omega Chemicals

10. Redox Pty Ltd

Issues:

All ten tenders were conforming with BOC, Graymont, Coogee, Ixom and Redox having minor non-conformances in the form of departures to the stated Terms and Conditions of contract.

Options:

The options available to Council with respect to this report are:

 

1.    Adopt the recommendation of a single supplier for each product type; or

2.    Reject all tenders.

Sustainability Assessment:

•     Environment

On behalf of the Mid North Coast Procurement Alliance Group of Councils, Regional Procurement Initiative has addressed major environmental issues in the form of a compulsory questionnaire in the Tender Schedules.

 

As per Regional Procurement’s tender documents, the successful tenderers must comply with the Protection of the Environment Operations Act 1997 at all times with respect to pollution from noise, air, water, land and waste sources.

•     Social

The Provision of Bulk Water Treatment Chemicals under this contract are used for publicly available potable water supplies and as such is a critical infrastructure resource for the community.

•     Civic Leadership

The tender is consistent with the MyCoffs Community Strategic Plan. Council supports the delivery of high quality, sustainable outcomes for Coffs Harbour. Council also illustrates leadership in encouraging local business participation, resulting in permanent and casual employment for Coffs Harbour residents.

•     Economic – Broader Economic Implications

There are no broader economic implications with the awarding of this tender.

•     Economic - Delivery Program/Operational Plan Implications

All orders for the Provision of Bulk Water Treatment Chemicals will be based on operational requirements that have been approved and budgeted for over each financial year of the term of the contract.

Risk Analysis:

Tender documentation has been developed to minimise Council’s exposure to risk. Quality, safety and environmental risks will be supervised by experienced and qualified Council staff in the engagement of applicable preferred suppliers throughout the term of the contract.

Consultation:

Internal consultation was undertaken with relevant Council staff to discuss this Regional Procurement contract outcome and the evaluation panel recommendation.

Related Policy, Precedents and / or Statutory Requirements:

The calling, receiving and reviewing of tenders was carried out in accordance with Part 7 Tendering of the Local Government (General) Regulations 2005. Tendering procedures were carried out by Regional Procurement Initiative in accordance with Council policy.

 

Regional Procurement’s Tender Value Selection System was applied during the tender review process to determine the most advantageous offer. Regional Procurement’s policy is that the tender with the highest weighted score becomes the recommended tenderer (refer Confidential Attachment).

 

The tender falls outside of the General Manager’s delegation to accept tenders as it is likely the expenditure will exceed $1,500,000 and it extends beyond the term of the current Council.

Implementation Date / Priority:

The advertised contract is for a three year period with an additional one year option.

Conclusion:

Council should consider the recommendation as outlined in the Confidential Attachment.

  


SC20/34       Coffs Harbour Draft Regional City Action Plan 2036

Author:                         Section Leader Local Planning

Authoriser:                  Acting Director Sustainable Communities

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:               ATT1  SC20/34   Coffs Harbour Draft Regional City Action Plan 2036

ATT2  SC20/34   Submission from Coffs Harbour City Council to the Coffs Harbour Draft Regional City Action Plan 2036  

 

Executive Summary

The North Coast Regional Plan 2036, prepared by the NSW Government in 2017, identified Coffs Harbour as one of four regional cities on the NSW North Coast, for which an action plan is to be prepared. As such, the Coffs Harbour Draft Regional City Action Plan (RCAP) 2036 has been prepared by the NSW Government in collaboration with Council and has been placed on exhibition from 5 June 2020 to 31 July 2020. The purpose of this report is to provide Council with a copy of the Coffs Harbour Draft RCAP (Attachment 1) as exhibited; as well as to provide a submission from Council to the draft Plan (Attachment 2).

 

Recommendation:

That Council:

1.      Note the Coffs Harbour Draft Regional City Action Plan 2036 (Attachment 1).

2.      Endorse a submission to the NSW Government on the exhibited Coffs Harbour Draft Regional City Action Plan 2036 (Attachment 2).

 

Report

Description of Item:

The North Coast Regional Plan 2036 identifies Coffs Harbour as one of four regional cities on the NSW North Coast (Coffs Harbour, Tweed Heads, Port Macquarie and Lismore). Direction 7 of the North Coast Regional Plan requires that action plans are prepared by the NSW Government in collaboration with each respective council for each of these regional cities, to enable opportunities for growth and to manage development.

The NSW Government held workshops with elected Councillors and Council staff during the preparation of the Coffs Harbour Draft RCAP to collaborate on the contents of the plan. The draft Plan has now been prepared and published on the NSW Planning Portal as an exhibition draft (Attachment 1). Feedback is sought from the community during the exhibition period and a meeting was held with Council staff. Council now has the opportunity to make a submission to the draft Plan.

The study area for the Coffs Harbour Draft RCAP is identified as being the Coffs Harbour City urban area, stretching from Korora south to include the Coffs Harbour Airport and the South Coffs Enterprise Area; west to the Pacific Highway Bypass Corridor and including North Boambee Valley; and east to the ocean (Attachment 1, Page 7).

A submission is provided for lodgement with the NSW Government, identifying and expanding on the key issues outlined in this report and also requesting word amendments throughout the draft Plan (Attachment 2).

Issues:

Resourcing Implications and Opportunities

The Coffs Harbour Draft RCAP lists five goals and nineteen objectives. These goals are summarised as Meet, Move, Play, Work and Live. The draft Plan states that the collaboration of state and local government, community and industry groups and other stakeholders will be pivotal to the planning and delivery of the final Plan and its identified actions. To this end, the draft Plan includes six regional city Collaboration Opportunities, which are to be delivered collaboratively between various NSW Government agencies and Coffs Harbour City Council.

There will be implications in undertaking these Collaboration Opportunities in terms of Council’s long term delivery plan and budgets. Many of the actions proposed are already included in Council’s Local Growth Management Strategy and Local Strategic Planning Statement (and both are written to align to the Coffs Harbour Draft RCAP). The implication that these deliverables will now be included in collaboration opportunities will assist Council to drive resource and capacity into these outcomes. There may now be opportunity to pursue additional resources from the NSW Government, potentially taking the form of a precinct activation framework or similar. Council’s submission identifies that there are other collaboration opportunities that have been missed in the draft Plan.

Requested Amendment:

1.   That the final Coffs Harbour RCAP contain additional wording to reference possible mechanisms for implementation of the Plan and for providing financial assistance to Council in implementation of the Plan.

Lack of Reference to Culture and Creativity and Associated Infrastructure Collaborations

The final Coffs Harbour Draft RCAP appears to have significantly changed from the version which Council sighted in late 2019, with the removal of references both to the Cultural and Civic Space project and to the importance of the Coffs Harbour City Centre as the cultural, civic and entertainment heart of the City throughout the document. This is at odds with both numerous NSW Government policy documents and numerous Coffs Harbour City Council policy documents.

As a matter of planning policy, the complete absence of cultural facilities, cultural tourism and cultural infrastructure in the Coffs Harbour Draft RCAP is noticeable and has been observed by the Coffs Harbour community. Council’s submission requests that cultural and creativity elements of the Plan be reinstated throughout to accord with NSW Government and Council policy documents.

Requested Amendment:

2.   That the final Coffs Harbour RCAP have these cultural and creativity elements of the Plan reinstated throughout to accord with the Cultural Infrastructure Plan 2025+ and consequently with the NSW Government priorities.

3.   That Collaboration Opportunity 1 be updated to better acknowledge the Coffs Harbour City Centre as the cultural, civic and entertainment heart of the regional city; and the Cultural and Civic Space project. Council’s  submission (Attachment 2) also includes a document (Our City, Our Culture, Our Centre) which summarises the Coffs Harbour City Centre Masterplan 2031, to highlight again the importance of the Coffs Harbour City Centre as the cultural, civic and entertainment heart of our regional city and to further outline the significance of the Coffs Harbour City Centre in this regard.

4.   That a fourth objective be added to the delivery framework under ‘PLAY’ that specifically addresses cultural facilities, cultural tourism, creativity and cultural infrastructure planning to ensure that Coffs Harbour is distinguished as a thriving and dynamic cultural sector.

5.   That an additional Collaboration Opportunity be included as follows: Regional NSW, Create NSW and Council will continue to work with stakeholders and the community to undertake further planning/investigate the feasibility for a Regional Performing Arts Centre/Theatre that supports the community vision, is financially viable and is able to be implemented.

Alignment with Council’s Strategic Priorities

Council’s 2017-2022 Delivery Program has reaffirmed its strategic priorities as:

1.   Advocate for the best Coffs Harbour bypass.

2.   Implement the City Centre Masterplan, including investigating the Cultural and Civic Space Project.

3.   Develop a framework for place-making and implement enhanced precinct planning.

4.   Invest in sport through the Coffs Coast Sport and Leisure Park.

5.   Invest in tourism and the community through the redevelopment of the Jetty Foreshores.

6.   Stimulate economic development through the development of the Airport Enterprise Park.

The objectives and priorities of the Coffs Harbour Draft RCAP generally align with these strategic priorities, particularly if the references to culture and creativity and associated infrastructure and services for the entire LGA (requested Amendments 2,3,4 and 5 of this report). are reinstated into the plan as outlined in Council’s submission.

A noted omission from the draft Plan is the importance of a future additional entry/exit point into the Jetty Foreshores Precinct to facilitate the redevelopment of the Jetty Foreshores Precinct within the NSW Government’s current master planning process. An additional connection is considered imperative to the long term success of the Jetty Foreshores Precinct.

Requested Amendment:

6.   That the final Coffs Harbour RCAP notes the importance of an additional link into the Jetty Foreshores Precinct (likely to the south, connecting into Howard Street) to facilitate additional people and movement connectivity to and from the precinct; and that Council and the NSW Government collaborate for its delivery.

Additional Amendments with Page References

A number of other additional wording amendments are proposed to the final Coffs Harbour RCAP.

Requested Amendment:

7.   That a number of other additional wording amendments are made to the final Coffs Harbour RCAP, as referenced in Table 1 of the submission (Attachment 2).

Options:

Council can adopt, reject or amend the resolution. It is recommended that Council provides a submission to the NSW Government (Attachment 2).

Sustainability Assessment:

•     Environment

The Coffs Harbour Draft RCAP provides for environmentally sustainable growth within the Coffs Harbour regional city. This reflects Council’s long-term strategic vision for the City as endorsed in the MyCoffs Community Strategic Plan, the Coffs Harbour Local Strategic Planning Statement and the Coffs Harbour Local Growth Management Plan vision. Council’s submission seeks to strength environmental elements of the plan.

•     Social

The Coffs Harbour Draft RCAP provides for social impacts associated with managing socially suitable increases in population growth and evolving housing and accommodation needs. Council’s submission seeks to strength social and community elements of the plan.

•     Civic Leadership

The NSW Government is seeking community and Council input into the Coffs Harbour Draft RCAP. Once the Plan is finalised, the NSW Government is also proposing a collaborative approach with Council for the implementation of the final Plan.

•     Economic – Broader Economic Implications

The Coffs Harbour Draft RCAP aims to assist to activate Coffs Harbour as a growing regional city. Council’s submission seeks to strength broader economic implications of the final Plan.

COVID–19, floods and bushfires have had significant impacts on Coffs Harbour. The finalisation and implementation of the Coffs Harbour Draft RCAP will play a crucial role in the response and recovery to these crises to support our community, environment, and economy through good planning for growth and development. This will assist in job retention and drive job creation.

•     Economic - Delivery Program/Operational Plan Implications

The Coffs Harbour Draft RCAP is a NSW Government project. However, because the draft Plan identifies a number of Collaboration Opportunities for joint delivery by Council and the NSW Government, there are resourcing implications and opportunities for Council’s adopted Delivery Program and Long Term Financial Plan.

Risk Analysis:

The NSW Government undertook all consultation for the Coffs Harbour Draft RCAP. Council staff did not conduct any of the consultation exercises during the exhibition period.

Consultation:

The project is being undertaken by the NSW Government. As such, Council did not conduct the community engagement processes. Council does have the opportunity to make a submission to the draft Plan (Attachment 2).

Related Policy, Precedents and / or Statutory Requirements:

The North Coast Regional Plan requires that the Coffs Harbour Draft RCAP be prepared by the NSW Government. Council’s Local Strategic Planning Statement 2020 and Local Growth Management Strategy are required to be completed in accordance with the requirements of the North Coast Regional Plan and the final Coffs Harbour RCAP.

Implementation Date / Priority:

The NSW Government has placed the Coffs Harbour Draft RCAP on public exhibition from 5 June 2020 to 31 July 2020. The NSW Government has been advised that Council will be lodging a submission to the draft Plan (Attachment 2). The final Coffs Harbour RCAP is expected to be finalised by the NSW Government towards the end of 2020.

Conclusion:

The purpose of this report is to provide Council with a copy of the Coffs Harbour Draft Regional City Action Plan 2036 (Attachment 1); and to provide a submission for lodgement to the draft Plan (Attachment 2).

 


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SC20/35       Coffs Harbour Jetty Foreshore Precinct - Project Steering Advisory Committee

Author:                         Section Leader Local Planning

Authoriser:                  Acting Director Sustainable Communities

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:               ATT1  SC20/35   Coffs Harbour Jetty Foreshore Precinct Concept Plan 2020 Gap Analysis

ATT2  SC20/35   Coffs Harbour Jetty Foreshore Precinct Activation Membership Framework - Project Steering Advisory Committee - April 2020  

 

Executive Summary

The NSW Government is advancing a Coffs Harbour Jetty Foreshore Precinct master plan project in consultation with the community and other key stakeholders. It will then consider how government land in the precinct is best repurposed and managed to implement the master plan outcomes. On 27 June 2019, Council received an update report on the project. A further update report is now available on the NSW Government’s website (Attachment 1).

The NSW Government has recently called for nominations for representatives on the Jetty Foreshore Project Steering Advisory Committee (PSAC), to contribute to this Jetty Foreshore Precinct master plan project (Attachment 2).

The purpose of this report is to provide a project update and to nominate a representative of Coffs Harbour City Council to this committee.

 

Recommendation:

That Council:

1.      Note the project status and next steps outlined in the NSW Government’s Coffs Harbour Jetty Foreshore Precinct Concept Plan 2020 Gap Analysis (Attachment 1).

2.      Nominate Councillor ……. as Council’s representative to the Coffs Harbour Jetty Foreshore Precinct – Project Steering Advisory Committee (Attachment 2).

 

Report

Description of Item:

At its Ordinary meeting on 27 June 2019, Council resolved to:

1.   Note the project status and next steps outlined in the NSW Government Coffs Harbour Jetty Foreshore Precinct briefing notes (Attachment 1).

2.   Continue to engage with the NSW Government in the next stage of their process to develop a master plan for the Coffs Harbour Jetty Foreshore Precinct.

Council has continued to engage with the NSW Government over the life of its Coffs Harbour Jetty Foreshore Precinct master plan project. A further update on the NSW Government’s project is provided as Attachment 1.

The NSW Government has recently called for nominations for representatives on the Jetty Foreshore PSAC, to contribute to the Jetty Foreshore Precinct master plan project (Attachment 2). The purpose of the PSAC is “to assist the NSW Government to develop a concept plan for the precinct that achieves the published project objectives, is feasible and is capable of being supported by the community”. The PSAC will perform an advisory and consultation role with no decision making capacity. Final decisions on the concept plan for the precinct will rest with the NSW Government within its delegations and approval processes.

On 9 July 2020, the NSW Government has requested Council to nominate a member to sit on the PSAC.

Options:

1.   Accept the recommendations of this report to nominate a Councillor to represent Coffs Harbour City Council on the Coffs Harbour PSAC.

2.   Reject the recommendations provided in this report.

This report recommends that Council undertake Option 1 as outlined.

Sustainability Assessment:

•     Environment

Environmental factors, including coastal hazards, are being considered by the NSW Government during the life of the project.

•     Social

The NSW Government’s project to date has involved community and stakeholder consultation to capture the community’s vision for its Coffs Harbour Jetty Foreshore Precinct master plan.

•     Civic Leadership

The NSW Government is seeking community and Council representatives to assist in the delivery of its Coffs Harbour Jetty Foreshore Precinct master plan.

•     Economic – Broader Economic Implications

The project objectives include the following economic outcomes: activation of the space, helping to grow new jobs for the region, and creating economically sustainable public domain and community assets.

•     Economic - Delivery Program/Operational Plan Implications

The project is being undertaken by the NSW Government. As such, there are limited implications to Council’s adopted Delivery Program and Operational Plan.

Risk Analysis:

The NSW Government’s consultation for this project to date has been developed to be broad and transparent to reduce risks that segments of the community would not be consulted. Council staff have not been involved with conducting any of the consultation exercises during the project.

Consultation:

The project is being undertaken by the NSW Government. As such, Council is not conducting the community engagement processes. The PSAC is a further opportunity for members of the community and a Council representative to provide input to the development of the project.

Placescore:

The Jetty Precinct receive a Place Score of 69 during the 2019 Place Score process (as presented to Council on 11 April 2019).  This is just below the NSW average of 72 for liveability, but above the Coffs Harbour LGA score of 65. The proposed NSW Government Jetty Foreshore Precinct master plan project will assist in facilitating measures that future development provides quality built form and public realm outcomes in accordance with the community aspirations outlined in the 2019 Place Score results.

Related Policy, Precedents and / or Statutory Requirements:

The NSW Government’s Coffs Harbour Jetty Foreshores Plan of Management 2008 and North Coast Regional Plan 2036 are two key documents impacting this project. The project also accords with Council’s MyCoffs Community Strategic Plan 2017.

Implementation Date / Priority:

Attachment 1 outlines the work to be undertaken by the NSW Government for the remainder of their Jetty Foreshore Precinct master plan project. A project program available on the project website identifies that a further round of community engagement is targeted between October 2020 and March 2021.

Conclusion:

The purpose of this report is to provide Council with a project update on the progress of the NSW Government’s Coffs Harbour Jetty Foreshore Precinct master plan project (Attachment 1) and to nominate a representative of Coffs Harbour City Council to the Coffs Harbour Jetty Foreshore Project Steering Advisory Committee (Attachment 2).

 

 


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SC20/36       Draft Youth Issues and Options Paper

Author:                         Community Planner

Authoriser:                  Acting Director Sustainable Communities

MyCoffs:                      B.2 A community achieving its potential

Attachments:               ATT1  SC20/36   Draft Youth Issues and Options Paper  

 

Executive Summary

Children and young people comprise over 30% of the population in the Coffs Harbour Local Government Area (LGA). Young people, those aged between 12–24 years, account for approximately half of that.

The Youth Issues and Options Paper outlines key needs, issues and opportunities relating to young people in the Coffs Harbour LGA.  The Paper has been prepared to stimulate discussion and obtain feedback on youth issues and opportunities for Council and the community moving forward. It provides an overview of Council’s existing level of youth engagement, services and programs.

This report seeks endorsement to place the Youth Issues and Options Paper on exhibition for 28 days to seek feedback on the needs and issues identified and the options suggested for Council’s consideration in future planning.  The feedback will inform a further Council report with recommendations for Council to consider and respond to these opportunities and challenges.

 

Recommendation:

That Council:

1.      Endorse the Youth Issues and Options Paper and place on public exhibition for a minimum of 28 days.

2.      Receive a further report with recommendations for Council’s consideration post exhibition.

 

Report

Description of Item:

The Youth Issues and Options paper provides a situational analysis and needs assessment that includes an overview of key demographic data, trends, issues and opportunities for young people who live in the Local Government Area (LGA). It identifies Council’s current youth engagement activities, services and programs and provides options for Council and other stakeholders to consider for future planning and service provision across 12 thematic areas.

Issues:

The paper contains issues and options relating to 12 thematic areas that have been identified as important to young people.  They reflect research and issues identified from consultation undertaken with local young people, Council staff and those working in the youth sector in the region.  Each thematic area in the paper provides:

i)          Links to the MyCoffs Community Strategic Plan.

ii)         Context and background.

iii)        Summary of key issues.

iv)        Potential options that Council can implement to help address these issues.

The Paper identifies options for consideration that include increasing Council youth services and current engagement practice.

The thematic areas are as follows:

1.   Movement and connectivity

2.   Employment and education

3.   Housing and homelessness

4.   Spaces and places

5.   Entertainment, events, and things to do

6.   Personal and community safety

7.   Youth voice, engagement and inclusion

8.   Attraction and retention of young people

9.   Health

10. Disadvantage

11. Council workforce diversity

12. Strategic planning, monitoring and evaluation

A key input to the paper was youth-led research and engagement completed by Council in 2018/19.  The purpose of this research was to understand and inform how young people wished to be engaged and consulted by Council.  Over 1200 surveys were completed by young people in the Coffs Harbour region and the outcomes of this research and engagement highlighted that:

-     Young people want to engage and participate with Council, but don’t know where to start.

-     Young people want to engage in youth-friendly contexts or online.

-     Young people want their engagement to be genuine and on a broad range of issues.

-     Young people want their views and opinions to be respected and validated.

-     Young people view engagement as a pathway to leadership, opportunity and better communities.

Impacts of the COVID-19 pandemic, in 2020 and in the future, on young people across the Coffs Harbour LGA should also be noted.  Young people are one of the most heavily impacted community cohorts from the economic and social consequences and may disproportionately bear the load of education disruption and structural changes to the employment market.  They are likely to exhibit poorer health outcomes and experience a greater vulnerability to volatility in home circumstances. It is important that Council understands how best to assist and support young people through the current international health crisis and its economic consequences.

It is proposed to place the Paper on exhibition for a minimum of 28 days and encourage the community and youth sector to provide feedback to Council in the following areas:

1.   The issues and needs assessment for young people in the Coffs Harbour LGA.

2.   Options identified and role that Council has identified to support young people in the community.

3.   Provide prioritisation of options.

4.   Propose any additional/alternative options for Council to consider.

The Paper has been prepared to stimulate discussion and feedback on youth issues and opportunities and provides an overview of Council’s existing level of youth engagement, services and programs.

Feedback received will inform a further report with recommendations for Council to consider and respond to these opportunities and challenges that includes an implementation, monitoring and evaluation framework.

Options:

There are two options that may be considered by Council:

1.    Adopt the recommendation provided to Council to place the Draft Youth Issues and Options Paper on exhibition for public consultation for 28 days;

2.    Reject the recommendation provided to Council.

Sustainability Assessment:

•     Environment

The Youth Issues and Options Paper addresses gaps in the urban environment as it relates to young people and the city’s liveability and attractiveness. It outlines areas where Council could be more proactive in considering the needs of young people in their approach to place and space.

The Paper also highlights the current operating environment for Council and community. The global health and economic crisis brought to bear by COVID-19 disproportionately affects the lives and opportunities of youth. 

•     Social

The Youth Issues and Options Paper demonstrates to the community that Council is proactively responding to the needs of a significant cohort of the community. It is a recognition that the socioeconomic conditions of young people are currently under pressure and recognises the need for Council to take the needs of young people into account when planning for the future. It also highlights the large scope of activity which Council has already undertaken that positively involves youth in the community.

•     Civic Leadership

The MyCoffs Community Strategic Plan states that Council undertakes effective engagement and are informed - (D1.2). The Draft Youth Issues and Options Paper represents the first step in consolidating Council’s existing provision for young people in the community and communicating these actions widely. With a clear articulation of Council’s activities, Council has been able to identify opportunities to improve civic leadership in terms of creating a place that retains and provides for its younger community members.

•     Economic – Broader Economic Implications

Ensuring that the Coffs Harbour LGA is an attractive locale for young people to stay ensures the community has a vibrant younger cohort which balances the trend toward an ageing population in the area. If Council is effective in developing the LGA as an attractive place for young people to stay, live, earn, work and learn, there is a net benefit to the local economy.

•     Economic - Delivery Program/Operational Plan Implications

The Youth Issues and Options Paper is for discussion and feedback only and is not representative of Coffs Harbour City Council policy.  A future report will be brought to Council to consider recommendations that will outline any Delivery Program/Operational Plan implications.

Risk Analysis:

The youth sector has advocated over many years to seek increased participation and levels of youth services from Council. The drafting of the Youth Issues and Options Paper represents the first step in determining what the core challenges are for young people in the Coffs Harbour LGA and options for Council to consider moving forward. It also provides the community and youth sector with a single consolidated view of the activity Council undertakes at present.  This assists with managing reputational risk for Council, and helps increase the degree of transparency around the servicing of young people which is already taking place.

Consultation:

Youth Led Research

When consulting on issues affecting young people, it is integral that young people are not only providing feedback, but are also in a position to drive the process. Council engaged a young person to undertake data collection and research on the topic. This consultation component was integral in understanding the relationship of young people to Council. The research activities undertaken were:

-     Online survey.

-     Postcard Survey.

-     Youth Consultations.

Council Consultations

-     Consultations across Council were undertaken to develop the paper and drafts distributed to ensure that existing service provision was valid and realistic options had been identified.  Council staff assisted the collation of work already occurring with young people to provide a comprehensive overview of the arenas in which Council is already active.

Stakeholder Consultations

-     The youth sector have been informed of Council’s intentions to understand youth engagement and present an Issues and Options Paper to the community for input and detailed consultation.

-     Exhibiting the Youth Issues and Options Paper is a key component of Council’s continued consultation with the sector.

-     A summary of a community engagement plan that has been developed is outlined below:

 

Activity/Method

When

Stakeholder

Inform

Public exhibition of paper

July-October 2020

All Stakeholders

Post Exhibition Feedback Report

Post exhibition report to Council and Council feedback

All Contributors

Consult

Meetings with key stakeholders

August/September 2020

Specialised Youth Services

General Community Service Groups

Government agencies

Sporting, Social & Special Interest Clubs

Education Facilities and services

Employment and Training Enterprises

Submissions/Exhibition of Draft Report

July-August-September 2020

All Stakeholders/Community

Involve

Sector workshop

August/September 2020

YNet Service Network

 

Related Policy, Precedents and / or Statutory Requirements:

Community Engagement Policy

Community Participation and Engagement Plan

MyCoffs Community Strategic Plan

Implementation Date / Priority:

It is proposed to commence the exhibition period and stakeholder engagement activities late July or early August 2020. 

Conclusion:

It is also important that the needs of young people are understood. The Youth Issues and Options Paper represents a useful resource for the youth sector, as it consolidates and presents the topical issues for young people in the community and provides an evidence based view of needs and options for consideration moving forward.

 


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SC20/37       2020/21 Community Capital Infrastructure Grants Program

Author:                         Community Planner

Authoriser:                  Acting Director Sustainable Communities

MyCoffs:                      B.2 A community achieving its potential

Attachments:               ATT1  SC20/37   2020/21 Community Capital Infrastructure Grants Program  

 

Executive Summary

Council’s 2020/21 Operational Plan allocates an amount of $337,600 for the Community Capital Infrastructure Grant Program to fund community infrastructure projects.  Council sought applications from not-for-profit organisations seeking to construct new public facilities or to refurbish existing infrastructure.

Thirteen applications, requesting $272,517 from the grant were received for proposed projects to the value of $546,272.  A further four applications were withdrawn at the Expression of Interest stage.

Council considered all applications for capital funding in accordance with the assessment criteria and eleven applications for $252,736 are recommended for funding, with Council previously resolving to provide funding of $78,784 to the Lower Bucca Pre-School from this grant program.

 

Recommendation:

That Council approve the allocation of Community Capital Infrastructure Grants totalling $258,816 as follows:

Organisation

Proposed Project

Total Cost of Project ($)

Requested Council Funding ($)

Funding Recommended ($)

1.   Red Rock

Multi-Use Centre Inc

Removal and replacement of external windows and replacement of double entry doors to fire rated standards

22,000

11,000

11,000

2.   Autism Spectrum Australia (Aspect School)

Renovation of kitchen and office space at the Aspect MacArthur School located at 138B Howard Street, Coffs Harbour

24,090

12,045

12,045

3.   Woolgoolga Croquet Club Inc

Construction of a new shed for storage with basic kitchen facilities

30,000

15,000

15,000

4.   Nana Glen Sport, Recreation & Equestrian Centre Management Committee

Replacement of Morrows Road boundary fence, including removal of 465m of fencing and installation of three new gates

28,000

14,000

14,000

5.   Sawtell & District Soccer Club

Refurbishment of the Toormina Field Change Rooms to visually match the new toilet block

40,134

20,067

20,067

6.   Gamumbi Early Childhood Education Centre Inc

Interior repaint of the Centre and replacement of two sliding doors

44,000

22,000

22,000

7.   Englands Park Tennis Club Inc

Resurfacing 2 courts (Courts 3 & 4) with premium quality artificial grass and posts

80,000

40,000

40,000

8.   Coffs Harbour Showgrounds Lands Management Board

Installation of CCTV

12,608

6,304

6,304

9.   Coffs Harbour Netball Association Inc

Repair of cracking in the Courts at Vost Park, Coffs Harbour

23,000

11,500

11,500

10. Hockey Coffs Coast Inc

Additional sewerage connection works for the Kiosk and Meeting Room Project

30,000

15,000

15,000

11. Woolgoolga Lake Working Group Inc

Woolgoolga Lake Foreshore Stabilisation Project

171,640

85,820

85,820

Project Management by Council Staff

3,080

Capacity Building / Grant Writing Workshop by external provider

3,000

Total:

505,472

252,736

258,816

 

Report

Description of Item:

The Community Capital Infrastructure Grants Program is a source of funds that community groups can access for capital improvement works.

The objectives of the Community Capital Infrastructure Grants Program are to ensure that:

1.   Council assists in the provision of community projects that target community needs and result in direct benefits to the wider community.

2.   Council assists in increasing participation in, and accessibility to a range of community organisations for the residents of the Coffs Harbour local government area.

3.   Council has a consistent, equitable and transparent process to respond to requests by community organisations for funding of capital infrastructure.

4.   Partnerships and joint ventures are encouraged to maximise outcomes from limited resources.

The program is designed to assist with the development of public infrastructure.  Projects should demonstrate a strong community benefit that is clearly identifiable and where possible quantifiable.

Applications were considered in accordance with the assessment criteria, with the recommended applications for funding determined on merit.  A panel of Council technical staff met initially to determine if there were any issues or concerns with the applications.  A further panel of Council staff then met to score the applications. 

To be eligible for funding under the Community Capital Infrastructure Grants Program, the applicant is required to demonstrate co-funding to a minimum of 50%.  This co-funding could be in cash, grants, in-kind labour, materials supply or other, with the proviso that the applicant is required to make at least a 20% financial cash contribution.

All projects must be completed within one year of the organisation being granted the funds, in accordance with the timeframe set in the application; and Council requires formal acquittal of the grant for all funding.

Council requires as a condition of the grant that the successful applicant assume all normal commercial responsibility including public risk and/or any other appropriate insurance cover for the project.

Issues:

Distribution of the funding within the Community Capital Infrastructure Grants Program is recommended by an assessment panel and based on eligibility. Merit of the project is in accordance with the triple-bottom line assessment (taking into account social, economic and environmental factors), and the perceived ability of the applicant organisation to manage the project.

Of the applications received for the 2020/21 Program, eleven proposals are recommended for funding, totalling $258,816 inclusive of a provision for project management and a community grants and capacity building workshop.

Council resolved on 13 February 2020 to provide a grant of $78,784 towards the refurbishment of the existing amenities and undercover outdoor area at the Lower Bucca Community Preschool and Hall.  A further resolution on 26 March 2020 (2020/67) directed this grant of $78,784 to the Lower Bucca Preschool to be funded to the Bushfire Recovery Program from the Community Capital Infrastructure Grants Program, in the draft Council budget for 2020/21.  This resolution reduced the available funding from $337,600 to $258,816 in the 2020/21 Financial Year.

The following table lists those projects recommended for funding by the Assessment Panel:

Organisation

Proposed Project

Total Cost of Project ($)

Requested Council Funding  ($)

Funding Recommended ($)

1.   Red Rock Multi-Use Centre Inc

Removal and replacement of external windows and replacement of double entry doors to fire rated standards.

22,000

11,000

11,000

2.   Autism Spectrum Australia (Aspect School)

Renovation of kitchen and office space at the Aspect MacArthur School located at 138B Howard Street, Coffs Harbour

24,090

12,045

12,045

3.   Woolgoolga Croquet Club Inc

Construction of a new shed for storage with basic kitchen facilities

30,000

15,000

15,000

4.   Nana Glen Sport, Recreation & Equestrian Centre Management Committee

Replacement of Morrows Road boundary fence, including removal of 465m of fencing and installation of three new gates

28,000

14,000

14,000

5.   Sawtell & District Soccer Club

Refurbishment of the Toormina Field Change Rooms to visually match the new toilet block

40,134

20,067

20,067

6.   Gamumbi Early Childhood Education Centre Inc

Interior repaint of the Centre and replacement of two sliding doors

44,000

22,000

22,000

7.   Englands Park Tennis Club Inc

Resurfacing 2 courts (Courts 3 & 4) with premium quality artificial grass and posts

80,000

40,000

40,000

8.   Coffs Harbour Showgrounds Lands Management Board

Installation of CCTV

12,608

6,304

6,304

9.   Coffs Harbour Netball Association Inc

Repair of cracking in the Courts at Vost Park, Coffs Harbour

23,000

11,500

11,500

10. Hockey Coffs Coast Inc

Additional sewerage connection works for the Kiosk and Meeting Room Project

30,000

15,000

15,000

11. Woolgoolga Lake Working Group Inc

Woolgoolga Lake Foreshore Stabilisation Project

171,640

85,820

85,820

Project Management by Council Staff

3,080

Capacity Building / Grant Writing Workshop by external provider

3,000

Total:

505,472

252,736

258,816

 

A summary of the projects recommended for funding is provided in Attachment 1.

Proposed unsuccessful applications:

The following table lists those projects not recommended for funding by the assessment panel.

Organisation

Proposed Project

Total Cost of Project ($)

Requested Council Funding ($)

Comment

1.   Toormina Community Centre Management Committee

Refurbishment of the female and accessible amenities (male amenities in 2021/2022 due to funding limitations)

$20,000

$10,000

Council is to work with the Committee to develop the scope and funding for the project

2.   Boambee Football Club Inc

Ayrshire Park Fitness Equipment

$20,000

$9,781

Council is to work with the Committee to develop the scope and funding for the project

 

Toormina Community Centre Management Committee

The Toormina Community Centre Management Committee applied for funding to renovate the female and accessible amenities at the Centre.  The Toormina Community Centre is a Council owned property, managed by a S.355 Committee of Council.

This application was not supported for funding in the current Program, due to the scope and budget of the project.  Council considered that as only the female and accessible amenities were to be renovated due to budget constraints, it would be advantageous for Council to work with the Committee to seek funding opportunities that would permit completion of the project as a whole.

Boambee Football Club Inc

The Boambee Football Club Inc proposed to install fitness equipment for use by both club members and community at Ayrshire Park.  Ayrshire Park is a Council owned facility managed by a S.355 Committee of Council. 

The staff review of the project highlighted some areas that needed further review and planning including the proposed use of soft fall and location of the fitness equipment.  The proposed base for the fitness equipment would limit access for some community members with a disability and would require continually ‘top-up’ due to wear and flooding wash.  The use of rubber as a base for fitness and playground equipment is considered best practice, but would represent a considerable increase in the cost of the project for the Club, thereby limiting the scope of the project.  Council will work with the proponent towards seeking funding opportunities that will permit the completion of this project based on reviewing the detailed plan, location of the fitness equipment and to best practice standards.

Options:

There are several options that may be considered by Council including:

1.   Adopt the recommendation provided to Council.  This option provides for the optimal distribution of grant funding based on the submissions received and the assessment process.

2.   Amend the recommendation provided to Council and then adopt.

3.   Reject the recommendation provided to Council.  Selection of this option means that Council cannot distribute the grants to the community.  As a consequence, the applicant groups who applied for grant funding would be required to fund their projects from other sources.

Sustainability Assessment:

•     Environment

The assessment panel considers the merit of each project based on the impact on the surrounding environment.  The panel also considers the location of the proposed projects in terms of community amenity and acceptance.  The Community Capital Infrastructure Grants Program also assists to maintain the built environment, as it assists community based organisations without the means to maintain capital infrastructure to have acceptable maintenance of these facilities so they are available for long term benefit.

•     Social

The Community Capital Infrastructure Grants Program evaluates projects on the triple bottom line, which incorporates an assessment of social benefit.  Each of the qualifying projects has been assessed as providing community benefit, and all applicants are required to address this criterion in their applications for funding.  This ensures that the Grant Program provides maximum social benefit.

•     Civic Leadership

The Community Capital Infrastructure Grants Program delivers on a number of aspects of the   MyCoffs Community Strategic Plan, in particular B2.  A Community achieving its potential.  The Program model delivers on the MyCoffs Community Strategic Plan by ensuring community partnering to deliver projects, co-funding to increase derived benefit from a modest grant pool, and ensuring that community based organisations are supported to increase appeal and use value of their facilities for broader community benefit.

•     Economic – Broader Economic Implications

The assessment of projects under the Program is in part based on:

-     Each project’s capital costs, the total lifecycle or maintenance costs, and value for money; and

-     The economic benefits that may exist due to the project, which may be a reduction on other costs or income derived.

The capital works nature of the Grant Program ensures that small/medium businesses in the local area benefit from economic flow-on effects of Council stimulus, providing work for trades persons in the local community.

•     Economic - Delivery Program/Operational Plan Implications

Funding for this Program is included in the 2020/21 budgets and identified in the Operational Plan.

Risk Analysis:

The guidelines for this Program include clauses requiring applicant to have in place public liability insurance (minimum $20m), personal injury income protection for volunteer insurance and/or any other appropriate insurance cover for the project.  Council is to be noted as an interested party on all insurance certificates for the purpose of the grant.

The Program’s guidelines also require that all works are carried out in a safe work environment in accordance with the Work Health and Safety Act, Regulation and Codes of Practice.  Only licensed contractors are to undertake related works to the project.  Council also reserves the right to pre-approve contractors for the project.

The guidelines for the Program include provisions relating to financial reporting, governance and a structured schedule to ensure the grantees fulfil the objectives of their application.  A formal acquittal of the grant is required on completion of the project.

Consultation:

The Community Capital Infrastructure Grants Program involves a consultative process from opening of application process through to the final decision communication.  A senior and cross-functional panel has assessed the projects, and technical input has been sought on feasibility.  The community applicants are being assisted by Council to improve their applications and project plans for future prospects.  This is a collaborative and consultative Council initiative.

Related Policy, Precedents and / or Statutory Requirements:

The initial Community Grants Program commenced in 2013/14 with a budget allocation of $100,000, and has been undertaken every year since with the Program budget increasing to the current provision of $337,600 in 2020/21.

Implementation Date / Priority:

Applicants will be notified at the earliest possible time after and grant funding will be made available to recipients on substantial completion of the planned project, in accordance with the guidelines for this Grant Program.

Conclusion:

The Community Capital Infrastructure Grant Program is a valued funding initiative that assists Council to work in partnership with not-for-profit organisations to deliver projects that improve public infrastructure.

 


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SC20/38       2020/21 Donations by Council Program

Author:                         Community Planner

Authoriser:                  Acting Director Sustainable Communities

MyCoffs:                      B.2 A community achieving its potential

Attachments:               Nil

 

Executive Summary

Each financial year, Council is required under Section 356 of the Local Government Act 1993 to assess and approve applications submitted under the Donations Program.

Funds are distributed in accordance with the Donations by Council Policy to ensure funds are allocated in the most effective manner.  This enables Council to be accountable to the community in regard to the spending of Council funds and to be transparent about the level of financial support to community events and organisations.

 

Recommendation:

That Council adopt the 2020/21 Donations and Rates Subsidy Program as detailed in the table:

Donations and Contributions

 

Recipient

Amount($)

Donations Unallocated (Mayor)

11,325

Unallocated Community Covid-19 Recovery Donations

15,461

Westpac Rescue Helicopter

1,000

Schools Annual Presentations

6,325

North Coast Academy of Sport

6,000

Event Subsidies (Road Closures for Anzac Day Parades)

10,500

Southern Cross University Presentations

300

TAFE Presentations

300

D A Fees

5,000

Other Health Services – Life Education Van

4,000

TS Vendetta (Access Charge)

525

Park Run Licence Fee

525

Reimbursement of Legal Fees for Lease Preparation

2,500

Variety Special Children’s Christmas Party

250

Coffs Harbour Spring Garden Festival

1,000

Coffs Ladies Silks Day

1,000

Coffs Harbour Agricultural Show (prepaid in 2020 for 2021)

0

New Year’s Eve Fireworks

5,000

Coffs Harbour Eisteddfod

1,000

Christmas Carols

16,000

Total

88,011


Rates Subsidy – Sporting and Cultural Groups

Amount($)

Advocate Park

13,727

Sawtell Toormina Sports & Recreation Club

13,412

Coffs Harbour Rugby Club

7,979

Coffs Harbour Hockey Fields

5,517

Coffs Harbour Kart Racing Track

1,461

Coffs Harbour Motor Cycle Club

2,899

Coffs Harbour Pistol Club

679

Woolgoolga Art Group (first instalment)

1,045

Coffs Harbour & District Aero Club

3,230

Glenreagh Mountain Railway

1,736

Woolgoolga Senior Citizens Centre

5,685

Nana Glen Hall

2,316

Bonville Hall

2,271

Ayrshire Park

36

Upper Orara Hall

2,185

Upper Orara Recreational Ground

731

Eastern Dorrigo (Ulong) Hall & Showground

36

Coramba Community Centre

2,337

Lower Bucca Community Centre

731

Woolgoolga Neighbourhood Centre

4,238

Nana Glen Sportsground

767

Lowanna Hall

731

Girl Guide Associate (Waste Service)

695

Total

74,444

Rates Subsidy – Surf Life Saving Clubs

Amount($)

Coffs Harbour Surf Club

6,485

Woolgoolga Surf Club - Existing

3,796

Woolgoolga Surf Club - New

915

Red Rock Corindi Surf Club

1,684

Sawtell Surf Club

7,007

Total

19,887

Total Rates Subsidy

94,331

Direct Subsidy to Surf Clubs

36,000

Subsidy to Woolgoolga & Sawtell Chambers of Commerce

22,900

Total Donations & Rates Subsidy

241,242

 

Report

Description of Item:

Section 356 of the Local Government Act 1993 requires Council to annually assess and approve contributions made under the Donations by Council Program.

The Donations by Council Policy prescribes a process of assessing submissions to the Donations Program based on merit.  This process ensures that Council is accountable and transparent about the level of financial support to community events and organisations.

Council has a long history of making donations to support community organisations, with many of the organisations receiving annual funding for a period of greater than 10 years.  Other community groups have received funding on a more intermittent basis.  Council has supported these organisations to achieve their goals wherever possible and has committed limited funds in the budget for that purpose.

The following table lists the recipients of the 2020/21 Donations Program.  The total amount is recommended to be contributed/donated under Section 356 of the Local Government Act 1993:

Donations and Contributions

 

Recipient

Amount($)

Donations Unallocated (Mayor)

11,325

Unallocated Community Covid-19 Recovery Donations

15,461

Westpac Rescue Helicopter

1,000

Schools Annual Presentations

6,325

North Coast Academy of Sport

6,000

Event Subsidies (Road Closures for Anzac Day Parades)

10,500

Southern Cross University Presentations

300

TAFE Presentations

300

D A Fees

5,000

Other Health Services – Life Education Van

4,000

TS Vendetta (Access Charge)

525

Park Run Licence Fee

525

Reimbursement of Legal Fees for Lease Preparation

2,500

Variety Special Children’s Christmas Party

250

Coffs Harbour Spring Garden Festival

1,000

Coffs Ladies Silks Day

1,000

Coffs Harbour Agricultural Show (prepaid in 2020 for 2021)

0

New Year’s Eve Fireworks

5,000

Coffs Harbour Eisteddfod

1,000

Christmas Carols

16,000

Total

88,011


Rates Subsidy – Sporting and Cultural Groups

Amount($)

Advocate Park

13,727

Sawtell Toormina Sports & Recreation Club

13,412

Coffs Harbour Rugby Club

7,979

Coffs Harbour Hockey Fields

5,517

Coffs Harbour Kart Racing Track

1,461

Coffs Harbour Motor Cycle Club

2,899

Coffs Harbour Pistol Club

679

Woolgoolga Art Group (first instalment)

1,045

Coffs Harbour & District Aero Club

3,230

Glenreagh Mountain Railway

1,736

Woolgoolga Senior Citizens Centre

5,685

Nana Glen Hall

2,316

Bonville Hall

2,271

Ayrshire Park

36

Upper Orara Hall

2,185

Upper Orara Recreational Ground

731

Eastern Dorrigo (Ulong) Hall & Showground

36

Coramba Community Centre

2,337

Lower Bucca Community Centre

731

Woolgoolga Neighbourhood Centre

4,238

Nana Glen Sportsground

767

Lowanna Hall

731

Girl Guide Associate (Waste Service)

695

Total

74,444

Rates Subsidy – Surf Life Saving Clubs

Amount($)

Coffs Harbour Surf Club

6,485

Woolgoolga Surf Club - Existing

3,796

Woolgoolga Surf Club - New

915

Red Rock Corindi Surf Club

1,684

Sawtell Surf Club

7,007

Total

19,887

Total Rates Subsidy

94,331

Direct Subsidy to Surf Clubs

36,000

Subsidy to Woolgoolga & Sawtell Chambers of Commerce

22,900

Total Donations & Rates Subsidy

241,242

 

Issues:

Due to the limited funds available in this Program, Council has not advertised for submissions to the Donations by Council Program.  Requests for funding are assessed as received, based on merit and the eligibility criteria detailed in the Donations by Council Policy.  In accordance with the Policy, requests other than those listed in this report, are referred to the General Manager and Mayor for consideration and allocated from the Mayoral allocation.

The Donations by Council Policy excludes special funds for significant achievements which relate to representative sport or ambassadorial roles in the community, due to the large number of sporting and cultural organisations in the local government area.  Council also does not support fundraising efforts for which there may be alternative sources of community support available.

Due to the large number of requests received, letters for financial support from charities and ‘special days’ are referred to the Coffs Harbour City Council Social Club for consideration.

Each year, a provision is made in the Donation by Council Program for items such as event subsidies (e.g. road closures for Anzac Day), the refund of Council Building Fees to not-for-profit community organisations and the reimbursement of legal fees for the preparation of leases to community organisations for Council owned property.  Should this provision not be fully expended within the financial year, this amount is not revoted to the next financial year.

Due to the COVID-19 pandemic, several significant events, such as Anzac Day commemorations did not occur, resulting in an underspend of the adopted budget for the 2019/20 Donations by Council Program of $15,461.  Subject to approval by Council, it is proposed to revote these surplus funds to the current Program to assist with COVID-19 community recovery initiatives.

Options:

There are several options that may be considered by Council including:

1.   Adopt the recommendation provided to Council.  This option provides for the optimal distribution of donations based on the assessment process.

2.   Amend the recommendation provided to Council and then adopt.

3.   Reject the recommendation provided to Council.  Selection of this option means Council cannot distribute the donations to the community.  As a consequence, the applicant groups who applied for donations would be required to fund their projects from other sources.

Sustainability Assessment:

•     Environment

There are no perceived environmental impacts from the 2020/21 Donations Program.

•     Social

Although the Donations Program is relatively small, the individual contributions assist in maintaining the viability of a number of community organisations and assist others with providing specific community events.

•     Civic Leadership

The Donations and Rates Subsidy Program enables Council to identify and respond to community aspirations and ensures that Council has an equitable and transparent process to respond to requests for donations.

•     Economic – Broader Economic Implications

The Donation Program funds made available by Council are, in many instances, added to by community organisations to carry out their activities.  This has a positive impact in the broader community.

•     Economic - Delivery Program/Operational Plan Implications

The total cost of $241,242 is provided for in the 2020/21 Operational Plan, with $212,185 from the General Fund and $29,057 from the Water and Sewer Funds.

Risk Analysis:

There are no perceived risks from this Program.

Consultation:

The Donations Committee, comprising the General Manager (Acting), Mayor and Director of Sustainable Communities have considered the applications and support the recommended program for 2020/21.

Related Policy, Precedents and / or Statutory Requirements:

Donations by Council Policy adopted September 2017.

Section 356 of the Local Government Act 1993 states that:

(1)  A council may, in accordance with a resolution of the council, contribute money or otherwise grant financial assistance to persons for the purpose of exercising its functions.

(2)  A proposed recipient who acts for private gain is not ineligible to be granted financial assistance but must not receive any benefit under this section until at least 28 days’ public notice of the council’s proposal to pass the necessary resolution has been given.

(3)  However, public notice is not required if:

(a)  The financial assistance is part of a specific program, and

(b)  The program’s details have been included in the council’s draft operational plan for the year in which the financial assistance is proposed to be given, and

(c)  The program’s proposed budget for that year does not exceed 5 per cent of the council’s proposed income from the ordinary rates levied for that year, and

(d)  The program applies uniformly to all persons with the council’s area or to a significant group of persons with the area.

Implementation Date / Priority:

Donations will generally be forwarded to recipients following approval by Council. Some will be held until the appropriate time to forward. In the case of Temporary Road Closures ($10,500) and DA Fees ($5,000) costs will be allocated as they occur.

Conclusion:

Whilst this report satisfies a legislative requirement, the Donations Program ensures that Council has a consistent, equitable and transparent process to respond to requests for donations. All applications received, which meet the policy requirements, are given equitable consideration for donation funding.

Consideration by the Donations Committee ensures that the money is allocated in the most effective manner. This enables Council to be accountable to the community in regard to the spending of Council funds and to be transparent about the level of financial support to community events and organisations.

 


SC20/39       2020/21 Arts and Cultural Development Grants Program

Author:                         Library, Museum, Gallery & Cultural Services Team Leader

Authoriser:                  Acting Director Sustainable Communities

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:               Nil

 

Executive Summary

An amount of $39,565 has been recommended to be allocated from the 2020/21 Arts and Cultural Development Grants Program.

Council sought applications from the community for projects and activities, with financial support between $2,000 and $7,000 being offered to applicants. The grant assessment process is competitive and applicants must present clear, well planned projects with appropriate support material in line with the guidelines.

Of the 12 applications received, 7 applications were recommended to be funded by the assessment panel. The total funding requested was $64,405. The total funding recommended for the 7 recommended applications is $39,405.

 

Recommendation:

That Council approves the allocation of Arts and Cultural Development Grants Program totalling $39,405 as follows:

APPLICANT

AMOUNT

Arts Mid North Coast (Auspice)

$7,000

Boambee East Community Centre

$4,200

Arts Mid North Coast (Auspice)

$7,000

Friends of Coffs Harbour Regional Gallery

$7,000

Coffs Harbour City Orchestra

$2,360

Coffs Harbour Music Society

$6,845

Auspicious Arts (Auspice)

$5,000

TOTAL

$39,405

 

Report

Description of Item:

The Arts and Cultural Development Grants Program is a key action outlined in the Creative Coffs - Cultural Strategic Plan 2017-2022 as part of Strategy 5.6 “Continue Council’s arts and cultural grants program”.

It provides an annual source of funds that community groups can access to assist Council in delivering the overall vision and goals of Council’s Cultural Strategic Plan. The vision for Creative Coffs is a “vibrant and creative Coffs lifestyle enriched by its natural beauty, diverse people and capacity for innovation”.

To achieve this, the Council with the community will focus on the following goals between 2017-2022.

1.   Engage our community and visitors in the cultural life of the area;

2.   Create and maintain vibrant cultural and public spaces;

3.   Understand and celebrate our Aboriginal and diverse cultural heritage;

4.   Value and support our creative industries; and

5.   Encourage connections, collaboration and partnerships.

The program is designed to support the enjoyment of a rich cultural life within the Coffs Harbour Local Government Area for all people to access and participate in regardless of age, cultural background, education or social status. Projects requesting funding should have strong arts, cultural and community benefit that is clearly identifiable and where possible quantifiable with some measures of success.

Applicants can apply for between $2,000 to $7,000 and the program aims to fully fund projects that best meet the grant program criteria, subject to well-planned and realistic project budgets.

Potential applicants are encouraged to discuss their project with the relevant Council officers prior to submitting an application. This allows for potential projects to better align with community expectations, selection criteria and perform within budgetary project constraints.

Issues:

The Assessment Process:

12 applications were received for the 2020/21 Arts and Cultural Development Grants Program. A total of $64,405 was requested through the grants program with $39,565 available for allocation.

An assessment panel met in June 2020 and all applications were rated against the assessment criteria.

The most highly rated applications were recommended for full funding by the assessment panel.  The list below summarises the funded projects.

Applicant or Auspice

Project Title

Creative Coffs Strategy Alignment

Funding Requested

Funding Recommended

Arts Mid North Coast (Auspice)

Musicians in Hospitals

1.2

1.6

$7,000

$7,000

Boambee East Community Centre Inc.

Art Smash - Community Mosaic Project

1.2

1.6

$4,200

$4,200

Arts Mid North Coast (Auspice)

SWIFF 2021 Local Artist Collaboration Project

1.1

1.3

5.2

4.3

$7,000

$7,000

The Friends of Coffs Harbour Regional Gallery

White Bluff Art + Science Collaboration Stage 3

1.1

1.3

5.2

4.3

$7,000

$7,000

Coffs Harbour City Orchestra

"Bring Back the Music"

4.6

4.7

$2,368

$2,368

Coffs Harbour Music Society Inc.

Coffs Harbour Music Society Master Class Initiative and 2021 Concert Series Launch

4.6

4.7

5.1

5.2

$6,845

$6,845

Auspicious Arts Projects Inc. (Auspice)

Andy’s Chest

4.3

5.1

5.2

$5,000

$5,000

TOTALS

 

$39,405

$39,405

Summary of recommended projects:

1.      Auspice/Applicant: Arts Mid North Coast

Auspicee: Musicians in Hospitals

Project Title: Musicians in Health

The team of musicians, trained for the Arts Mid North Coast 2020 Musicians in Hospitals project and lead by RMT Bonnie Nilsson, will deliver music sessions via telehealth platforms and modalities (including Zoom) to a range of senior clients of the Mid North Coast Local Health District’s (MNCLHD) Carers Program in the Coffs Harbour LGA. The sessions will include a range of songs and musical performances interspersed with activities such as music trivia, singalongs, rhythm exercises and story sharing on musical experiences. Up to 10 senior participants will be assisted to join each session by their Carers, delivered directly to the participants’ rooms/homes on their devices (computers, tablets, smart phone, etc). The project is designed to combat the social isolation and resultant health issues felt by many seniors in the Coffs Harbour LGA during COVID-19 restrictions and beyond.

The musicians have already been trained through the Musicians in Hospitals program and there is the opportunity to leverage this partnership to develop and deliver online or appropriately distanced live or ‘under window’ short experiences with greater reach for seniors and carers who are at staying at home during COVID-19 and due to visitation restrictions to the health campus.

There is a large and growing body of literature that demonstrates the benefits of music in health care settings. To date there has been very little of this type of work in our LGA noting it requires specialised therapists to undertake such programs. It is fortunate to have a highly skilled music therapist in our region, Ms Bonnie Nilsson, who has experience in delivering the Musicians in Hospital program.

2.      Applicant: Boambee East Community Centre

Project Title: Art Smash – Community Mosaic Project

Art Smash – is a community art project aimed to create two beautiful Mosaic Murals to be installed at the Boambee East Community Centre (BECC).  This is to be a collaborative project where the whole of BECC community will be invited to be involved.

The BECC mission is to bring people together – a sense of community will be woven into the fabric of this project. Connections matter! So the opportunity to participate in this project will help to strengthening these connections and ties with community. It will also help participants who struggle with their mental wellbeing and this form of collaborative art can be a protective factor against anxiety and depression (especially in these times of isolation due to COVID-19).

These Mosaic projects will not only be colourful, durable and perfect for public art. It will also go a long way in the enhancing the vibrancy of the Community Centre, and will make people feel welcome and comfortable.  There is the opportunity through this project to create a sense of ownership, pride and appreciation that can’t always be achieved with single creator public art pieces.

3.      Auspice/Applicant: Arts Mid North Coast

Auspicee: Screenwave International Film Festival

Project Title: SWIFF 2021 Local Artist Collaboration Project

The Screenwave International Film Festival (SWIFF) will collaborate with three established local artists to produce original artworks which will be showcased throughout SWIFF 2021 next January.

The three projects will involve three distinct arts disciplines (visual arts, animation, music), providing established artists with paid work at a difficult time for the Australian arts industry, showcasing their works using SWIFF as a high traffic platform for exhibition of their art forms.

Promotion of Local Artists

This project will promote the collaborating artists, two of which have started up their creative business in the last two years, to help them build and sustain their new businesses.  They are:

Alyson Pearson (Alykat Creative) will produce original cover artwork for SWIFF 2021.

Matt Dean (Fresh Squeezed Creative) will produce an original animated short film riffing on the film festival experience.

Scott Collins (NoiseLab) will produce an original soundtrack to the SWIFF Festival Trailer. Scott, who has produced soundtracks for SWIFF previously, will collaborate with a number of paid local musicians to produce the original soundtrack, which will feature visuals from feature films selected in the festival’s program (with video edited by SWIFF’s Dave Horsley).

The SWIFF team will work closely with Alyson, Scott, and Matt to brief them fully on the project, to coordinate and project manage the productions to meet deadlines, and create content to promote both the artists and their artworks through SWIFF’s various communications channels.

4.      Auspice/Applicant: Friends of Coffs Harbour Regional Gallery

Auspicee: The White Bluff Project

Project Title: White Bluff Art + Science Collaboration Stage 3

The White Bluff Project is a three stage artist-led collaborative multidisciplinary art, science, and community project exploring 'place'. It aims to expose concern about the transformative effects of climate and urbanization on a coastal ecosystem on the Mid North Coast of NSW. In partnership with Coffs Harbour Regional Gallery (CHRG), the project brings together intergenerational local visual artists, Indigenous artists, poets, musicians, filmmakers and scientists, traditional knowledge holders and stakeholder community groups. Through science, indigenous and post-colonial histories, and contemporary community connections, participants will demonstrate the value of collaboration in developing new art forms, and approaches to creative practice, culminating in an exhibition at the CHRG in 2021.

Stage 3 of this project will comprise – creation, curation, promotion, exhibition and evaluation:

a.   Completion of creative collaborative responses to the input from scientists, historians and knowledge holders, and collaborative creative investigation and experimentation, both on site and studio based.

b.   Further community engagement through public programs and marketing/promotional initiatives.

c.   Curation and staging of The White Bluff Project Exhibition at the Coffs Harbour Regional Gallery in early 2021 as a feature exhibition celebrating the 20th anniversary of the Gallery.

5.      Applicant: Coffs Harbour City Orchestra

Project Title: Bring Back the Music

The Orchestra has not been able to rehearse and has had to cancel several concerts so this project is designed to reinstate a program of concerts, particularly targeting groups most affected by Lock Down.  This will include a concert at Mater Christi/Marian Grove aged care facility with the cooperation of the management and carers there to bring less mobile residents to the hall to be in the audience.  These residents will have suffered greatly from strict isolation requirements even preventing closest relatives from visiting at times. 

In addition, in 2021 an audience participation concert targeting young children of pre-school and early primary age will be held.  It will involve the music of princesses, fairies, super heroes, dragons, dinosaurs and pirates. Children will be encouraged to dress up in character costume and space provided at the front of the audience for them to dance along as musical themes are played especially for this age group.

6.      Applicant: Coffs Harbour Music Society

Project Title: Coffs Harbour Music Society Master Class Initiative and 2021 Concert Series Launch

The Coffs Harbour Music Society Inc (CHMS) will bring singer/songwriter Lior and the Tinalley String Quartet to Coffs Harbour in 2021 to give two masterclasses for music students from local schools and the Coffs Harbour Conservatorium of Music. Lior and the Tinalley Quartet will perform in an evening concert on the same date. This concert will launch CHMS's 2021 Concert Series.

7.      Auspice/Applicant: Auspicious Arts

Auspicee: Ashley Sambrook

Project Title: Andy’s Chest

The project Andy's Chest is a pilot initiative that aims to promote an ongoing selection of fresh, fun, accessible, and quality live music events in the Coffs area. Each carefully devised event will draw audiences into non-conventional venues, where a range of musicians of local and national significance will perform live, providing unique cultural experiences to the community. The project is well-placed to rebuild community connection after COVID-19, re-establishing community networks and facilitating recovery through live music and connectedness and will provide the opportunity for all ages events.

The project taps into a changing culture within the creative arts and events space which demonstrate a growing interest in independent music. These two events will include high level production, audio and visuals, and interesting venues/locations. Not only will music lovers enjoy high-quality live events, but local audiences will also have the opportunity to contribute, gaining a sense of ownership of something positive within their community.

COVID-19 impact and potential implications

The ongoing impact of the COVID-19 pandemic will require flexibility when reviewing requests for variations of grant delivery timelines within the financial year 2020/21. 

Applications not recommended:

The assessment panel recommended to fully fund projects that clearly met the intentions and guidelines of the funding program per the selection criteria. Projects were rated from high to low against the selection criteria. The five grant applications that were not recommended for funding were rated lower against the criteria or:

-     were ineligible to apply;

-     failed to meet the selection criteria;

-     did not provide sufficient support material or justification for funding;

-     provided unrealistic or unclear project budgets; or

-     a combination of the above.

The following table lists those projects not recommended by the Assessment Panel.

Organisation

Project

Funding Requested

Woolgoolga Art Group

While no-one was watching

$2,200

Woolgoolga and Northern Beaches Chamber of Commerce

The Colour and Movement of Punjabi Dance

$3,500

The Friends of the Coffs Harbour Regional Gallery

Coffs Coast Arts and Culture Trail

$5,200

Australian Festival Consulting Pty Ltd

Coastal Creations Festival

$7,000

Dancing Fish Productions Pty Ltd

Real Bright Hard

$7,000

TOTAL

 

$24,900

 

The timing of this grant round followed its regular closing date period, which always falls in May.  This year, the challenges presented by COVID-19 meant some people decided not to submit an application due to concerns around their ability to deliver their projects and absence of audiences or participants.  However, the applications that were received did cover a range of art forms and audiences and were of a high standard.

Options:

There are several options that may be considered by Council, including:

1.   Adopt the recommendation provided to Council. This provides for the optimal distribution of grant funding based on the submissions received and the assessment process used.

2.   Amend the recommendation provided to Council.

3.   Reject the recommendation provided to Council. Selection of this option determines that Council does not distribute the grant funds to the community. As a consequence, the applicant arts and cultural groups who applied for grant funding would be required to fund their projects from other sources.

Sustainability Assessment:

•     Environment

Council assesses the merit of each project based on the impact of the surrounding environment. Council also considered the location of the proposed projects in terms of community amenity and acceptance.

•     Social

Applicants are required to identify both the community benefit and need provided by the project and how this benefit has been determined or quantified. This may be through creating an entirely new event or activity or enhancing an existing event or activity.

•     Civic Leadership

The assessment process aims to achieve the best possible outcomes for all the Coffs Harbour Local Government Area.

•     Economic – Broader Economic Implications

The assessment of projects under the Program is based on:

-     Each project or activity providing value for money; and

-     The economic benefits that may exist due to the results of cultural tourism.

•     Economic - Delivery Program/Operational Plan Implications

Budget for this grant program is available in the adopted 2020/21 budget allocation and the grant program is outlined in the Operational Plan.

Risk Analysis:

The guidelines for this Grants Program includes clauses requiring applicants to have in place public liability insurance and/or any other appropriate insurance cover for the project or event. The guidelines also include provisions relating to financial reporting, governance and a structured schedule to ensure that grantees fulfil the objectives of the application. A formal acquittal of the grant is required on completion of the project.

The ongoing impact of the COVID-19 pandemic will require flexibility when reviewing requests for variations of grant delivery timelines within the financial year 2020/21. 

Consultation:

The report has been developed through a consultative process that has included input from a range of Council officers and an assessment panel comprising of four people:

-     a representative of the Council Cultural Reference Group,

-     two arts industry professionals from the Coffs Region, and

-     a Council staff member from Community and Cultural Services Group.

Related Policy, Precedents and / or Statutory Requirements:

Cultural Policy

Creative Coffs - Cultural Strategic Plan 2017-2022

Implementation Date / Priority:

Applicants would be notified as soon as possible following Council’s determination on this matter.

A presentation event for grant recipients will also be facilitated by Council staff.

Conclusion:

The Arts and Cultural Development Grants Program is a funding initiative that assists Council to work in partnership with community groups and organisations to deliver outcomes that enhance the cultural enjoyment for the region and to support the objectives of Creative Coffs – Cultural Strategic Plan 2017-2022.

 


SC20/40       Community Participation and Engagement Plan - Housekeeping

Author:                         Group Leader Community & Cultural Services

Authoriser:                  Acting Director Sustainable Communities

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:               ATT1  SC20/40   Community Participation and Engagement Plan  

 

Executive Summary

The Community Participation and Engagement Plan (CPEP) was adopted by Council on 12 December 2019. It sets out Council’s approach for facilitating community participation and engagement, and ensures communities have a say and participate in decisions that affect their future.

Changes have been made to the Environmental Planning and Assessment Regulation 2000 to replace the requirement to publish planning notices in a local newspaper with online publication.

A commitment in the CPEP states that a public notice will be published in the local newspaper. With the printed version of the local newspaper no longer being produced, this can no longer be fulfilled. Subsequently, the CPEP has been updated, with proposed changes to advertising online and legislative housekeeping amendments.

The purpose of this report is to seek endorsement from Council to amend the CPEP due to changing circumstances and legislation in 2020.

 

Recommendation:

That Council endorse the amendments to the Community Participation and Engagement Plan (Attachment 1).

 

Report

Description of Item:

The Community Participation and Engagement Plan (CPEP) was prepared in 2019 to comply with a new requirement under the Environmental Planning and Assessment Act 1979 that all applicable NSW planning authorities, including Councils’, prepare a Community Participation Plan to make it clearer and easier for the public to understand how they can participate in planning decisions.

The CPEP also aims to meet the forthcoming expected amendments from the Local Government (Governance and Planning) Bill 2016, which are expected to require Councils’ to establish and implement a community engagement strategy for engagement with the local community when developing its plans, policies and programs and for the purpose of determining its activities.

Council, at its Ordinary Meeting of 12 December 2019, resolved to endorse the Community Participation and Engagement Plan.

At that meeting, it was resolved:

That Council:

1.      Adopt the Community Participation and Engagement Plan (Attachment 1).

2.      Approve Coffs Harbour Development Control Plan 2015 – Amendment No. 16 (Community Participation and Engagement Plan), which will come into effect when public notice of Council’s decision is made in accordance with Part 3, Division 3 of the Environmental Planning and Assessment Regulation (Attachment 2).

Changes have been made to the Environmental Planning and Assessment Regulation 2000 to replace the requirement to publish planning notices in a local newspaper with online publication on Councils’ websites.

The purpose of this report is to seek endorsement from Council for an updated Community Participation and Engagement Plan (Attachment 1). 

The amendments to the Plan are required as the printed version of the Coffs Advocate is no longer being produced, Council’s commitment in the CPEP that a public notice will be published in the local newspaper can no longer be fulfilled.  

The CPEP has been updated, with proposed changes to advertising online and legislative housekeeping amendments.

Issues:

The proposed amendments to the CPEP are listed below:

Plan and Policy Making (page 33)

Table 3 of CPEP sets out the mandatory minimum public exhibition timeframes for plan-making as specified by Schedule 1 of the Environmental Planning & Assessment Act 1979. The current version of the CPEP does not specify the minimum public exhibition period for draft Local Strategic Planning Statements (LSPS) of 28 days.  To ensure that Council’s community engagement processes for draft LSPS’s are made explicit by this CPEP, it is recommended that this information be inserted into Table 3 of the revised CPEP.

Advertised Development Applications (page 36 and 37)

The CPEP currently requires that development applications subject to public exhibition requirements must be notified to the community via a published notice in a local newspaper. With the local newspaper no longer being produced, Council’s commitment in the CPEP that a public notice will be published in the local newspaper can no longer be fulfilled.

In response to the changed circumstances, public notices are now published on Councils’ website. Therefore, it is recommended that the current wording in Table 6 of the CPEP be changed from “published notice in local newspaper” to “published public notice on Council’s website”. This amended wording would address the issue and ensure that Councils’ obligations in relation to advertised development applications under the CPEP are met.  The proposed changes to the form of public notices as specified in Table 6 are compliant with the Environmental Planning & Assessment Regulation (EP&A) 2000, as amended.

Since publication of the CPEP, amendments made to the EP&A Regulation 2000 have removed the minimum public exhibition timeframe of 30 days for Designated and State-Significant Development. The minimum public exhibition timeframes for these development application types is now specified by Schedule 1 of the Environmental Planning & Assessment Act 1979 only.  Table 6 therefore requires amendment to remove the reference to the minimum public exhibition times previously required by the EP&A regulation.

Minor Formatting

Some references to resources or related documents including embedded URLs have been updated in the CPEP.

Options:

Council has a number of options available in relation to this matter. They include:

1.    Resolve to adopt the recommendations of this report.

2.    Resolve to undertake an alternative approach.

3.    Resolve not to adopt the recommendations of this report.

Option 1 is recommended as the suitable course of action.

Sustainability Assessment:

•     Environment

The CPEP provides guidance for Council and has no direct environmental impacts.

•     Social

The CPEP provides guidance for Council and aims to ensure the community are encouraged and supported to engage and participate in Council planning and decision making.

•     Civic Leadership

The MyCoffs Community Strategic Plan states that Council will undertake effective engagement and are informed - (D1.2). The CPEP is designed to make participation in Council’s decision-making easier and to provide a consistent framework of engagement for Council staff to refer to.

•     Economic – Broader Economic Implications

There are no broad economic implications associated with the CPEP.

•     Economic - Delivery Program/Operational Plan Implications

There are resourcing implications related to the proposed framework in the CPEP.

At the organisational level, this is due to the commitment to provide a higher level of planning, co-ordination and evaluation and a wider range of opportunities for ongoing community engagement with the broader community and to enable community members to participate in a range of Council decision-making processes.

It should also be acknowledged that extra resourcing may be required when undertaking engagement with hard to reach groups or on Council’s larger and more complex projects. These processes will necessitate a variety of engagement methods to meaningfully engage with stakeholders and the broader community and will require adequate resourcing from Council to do this effectively. Training of relevant staff in effective community engagement, such as that offered by IAP2, has been scheduled for 2020.

As outlined in December 2019 Council will need to update a Community Participation and Engagement Guidelines document to provide a Council-wide reference for our approach to community participation and engagement. A Community Engagement Co-ordinator commences July 2020 and will continue to develop the Guidelines document, and to align the CPEP with the communication activities and requirements in the External Communications Strategy 2018 – 2020.

Risk Analysis:

Risk analysis matters have been considered. The adoption of this recommendation will not result in any significant risk to Council. The changes ensure Council can achieve compliance with the CPEP and relevant legislation.

Consultation:

The amendments to the CPEP has been implemented with input from relevant stakeholders and subject matter experts across the organisation. This is minor amendment therefore does not require public exhibition in accordance with legislation and advice from the Department of Planning Industry and Environment and the Office of Local Government.

Related Policy, Precedents and / or Statutory Requirements:

The CPEP has been prepared and updated in accordance with the relevant provisions of the Environmental Planning & Assessment Act 1979, Environmental Planning & Assessment Regulation 2000 and Local Government Act 1993.

Implementation Date / Priority:

The updated CPEP will be uploaded to the ePlanning portal and Council websites once adopted by Council.

 

Conclusion:

The CPEP was prepared in 2019 to make participation in Council’s decision-making easier for the wider community. The document has been updated in 2020 with minor edits, updated legislation and removal of references to advertising in printed newspapers given the closure of the print version of the Coffs Advocate in June 2020. The document complies with the Environmental Planning and Assessment Act 1979, Environmental Planning & Assessment Regulation 2000 and forthcoming amendments to the Local Government Act 1993. The CPEP aligns with Council’s adopted Community Engagement and Submissions Policies.

 


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SI20/13         Toormina BMX Track Upgrade Project

Author:                         Project Manager

Authoriser:                  Director Sustainable Infrastructure

MyCoffs:                      A.2 An active, safe and healthy community

Attachments:               Nil

 

Executive Summary

Council in partnership with the Toormina BMX Club were successful recipients of a $506,504 grant from the 2018/19 Stronger Country Communities Fund provided by NSW State Government. The grant was intended to fully fund an upgrade to the Sawtell BMX track and facilities, located in Toormina.

The project has three key elements; 1. Start hill 2. Track lighting 3. Track improvements. The lighting was installed within budget in 2019, but the other two elements are pending construction.

Changes to the original design elements following consultation with the national BMX stakeholder has extended the scope of the project beyond the original grant funding. A further $150,000 is sought from the Community Facilities Reserve for allocation towards the project in order to enable the final works to be completed.

Pricing from the construction market has been received which validates the quantum of the request above.

 

Recommendation:

That Council approves the allocation of $150,000 from the Community Facilities Reserve towards the Sawtell BMX track upgrade project.

 

Report

Description of Item:

In 2018 Council invited expressions of interest from community groups for infrastructure programs which met the criteria for Round 2 of the Stronger Country Communities Fund. This process was undertaken because the grant criteria stipulated that grant applications would only be accepted from Councils, and not community groups.

All projects nominated to Council by community groups in the expression of interest process were subsequently prepared into formal grant applications by Council and submitted.

Council was successful in receiving a grant of $506,504 for the BMX upgrade project and commenced with the installation of track lighting in 2019, which was delivered within budget.

Concurrently, the design validation process for the start hill began and it was identified the design of the BMX Club’s proposed upgrade arrangement was not consistent with BMX Australia requirements for State and National facilities and would not achieve a key outcome of the project: to enable the Club to host and train for higher level events. The required changes, post the receivable of the grant, require further investment.

 

In order to mitigate the cost impact on the project, a cost mitigation process has been undertaken including:

·    Securing the structural design services for the starting ramp structure from engineering consultants on a pro bono basis.

·    Discounted in-kind rates being offered from various suppliers for materials that can be used in the project, as initiated by the BMX track.

·    Working through several design iterations with the club to peel the upgrade works back to a basic arrangement that was closer to the available funding, while still remaining functional and fit for the purpose of hosting higher level events.

Despite the considerable savings made by the cost mitigation process, the recent tender has validated a $150,000 shortfall in order to deliver all three of the key objectives of the project. The change in project scope and the cost escalation since 2018 are the key contributors to this shortfall.

To ensure the project cost does not escalate further, it is intended for Council to work closely with the contractor and the BMX club to identify any further cost saving opportunities during the course of the works. This will include the realignment of the first track straight, track resurfacing and drainage being undertaken via a mix of quotation and volunteer work by BMX club members.  

Council has consulted with the funding body and has confirmed the grant program is precluded from providing additional funding as outlined in the Deed of Agreement between Council and the funding body. A review of current funding opportunities has confirmed that there are currently no state, federal or other grants at this time that would offer potential funding sources.  Any future funding opportunities, should they become available, are likely to significantly delay the project and impact funding milestones.

Without additional funding, the project objectives cannot be fully delivered. The Club’s aim to attract State and National series races will be compromised.

Issues:

Council will not be able to fulfil the terms of the grant agreement without additional funds and will need to enter into negotiations with the funding body to explore what the terms of release from the grant agreement would involve.

Options:

Council’s options in relation to this report are:

1.      To allocate $150,000 from the Community Facilities Reserve towards the Sawtell BMX track upgrade project.

2.      To advise the grant agency that Council will not be proceeding further with the project and to return unspent funds. Additionally, tenderers would be advised that Council will not be entering into a contract for the works.

Sustainability Assessment:

•     Environment

Council’s environmental officer has inspected the site, reviewed drawings and undertaken a draft Part 5 environmental report. The tendered works are anticipated to receive Part V environmental approval.

•     Social

The facility is licenced to the Club by Council, and the Club is responsible for operating and maintaining the facilities, which is undertaken by Club volunteers.

•     Civic Leadership

Coffs Harbour City Council is the primary provider of sporting infrastructure in the Local Government area. Over time, as other facilities deliver upgrades, the existing facility will have a reduced capacity is to attract events of significance and will limit the progression of skilled local riders to compete in their chosen sport.

•     Economic – Broader Economic Implications

Sport is a major economic driver in the Coffs Harbour LGA. Council has a reputation for successfully providing high quality sporting facilities, which consequently attract major sporting events. With the upgrades, the BMX track will become the only facility on the North Coast able to host State and National series races and will cement its reputation as the best in the region

•     Economic - Delivery Program/Operational Plan Implications

The works are scheduled in Council’s current delivery program for completion by 1 December 2020. Although becoming depleted, the Community Facilities Reserve has sufficient funds to allocate toward this project.

Risk Analysis:

Reputational risk with the NSW Government is anticipated should the project be discontinued.

Should funding be provided, quality and safety risks will be controlled during construction by Council’s Project Management team supervising and administering the contract.

Consultation:

Relevant internal and external consultation has occurred especially regarding the design of the structure to reduce costs.

Related Policy, Precedents and / or Statutory Requirements:

In respect to the tendering process, the calling receiving and reviewing of tenders was carried out in accord with Part 7 Tendering of the Local Government (General) Regulations 2005.

Implementation Date / Priority:

Recommendation actions can be commenced immediately.

Conclusion:

Timely approval of the recommendation will enable Council to undertake the works in accordance with the conditions of grant.