Coffs Harbour City Council

02 September 2020

 

Ordinary Council Meeting

 

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

 

Thursday, 10 September 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

 

  

Rescission Motion

RM20/02         Rescission Motion -  Coffs Harbour Airport Long Term Lease - Stage 3 Tender for Binding Bids................................................................................. 3

General Manager's Reports

GM20/21         Election of Deputy Mayor............................................................................... 4

Directorate Reports - Business Services

BS20/51          Proposed Revotes for the Year Ended 30 June 2020.......................... 12

BS20/52          Female Facilities and Water Safety Program - Sportz Central Upgrade Grant.................................................................................................... 30

Notices of Motion Sustainable Communities

NOM20/12      Investigation into Fencing and Signage for Koala Protection. 142

Directorate Reports - Sustainable Communities

SC20/47          Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) - Post Exhibition........................................................................... 143

SC20/48          Bushfire Recovery Action Plan 2020-2022.............................................. 232

SC20/49          Trial Results of Lifeguard Patrol and Inclusive Beach Access Facilities at Jetty Beach............................................................................... 260

SC20/50          Coffs Coast Regional Sports Hub - Proposed Regional Indoor Sports Centre - Site Selection Report................................................. 288

SC20/51          Proposed Regional Athletics Centre - Site Selection Report... 411

SC20/52          Draft Coffs Harbour Development Control Plan 2015 - Amendment No. 18 (Housekeeping 5)................................................................................... 635

SC20/53          Development Application No. 0725/20 - Demolition of Existing Dwelling and Construction of New Dwelling - Lot A DP 416682, 19 Jarrett Street, Coffs Harbour................................................................ 666

SC20/54          NRPP - Development Application No. 0918/20 - Seniors Housing (16 Self-Contained Dwellings in Building A and 57 Self-Contained Dwellings in Building B and Alterations and Additions to Enclose Building C/D Car Parking) - Lot 4 DP 1263001, Arthur Street, Coffs Harbour.. 709

Notices of Motion Sustainable Infrastructure

NOM20/13      Coffs Harbour Skate Park.......................................................................... 773   


RM20/02      Rescission Motion -  Coffs Harbour Airport Long Term Lease - Stage 3 Tender for Binding Bids

Attachments:          Nil

 

 

Councillors Arkan, Amos and Swan, have given notice of their intention to move the following rescission motion:

 

Rescission Motion:

That the resolution 2020/194 titled BS20/50 Coffs Harbour Airport Long Term Lease – Stage 3 Tender for Binding Bids, set out below, be rescinded.

That Council:

1.       Progress the airport lease through negotiation in line with the recommendation contained within the Binding Bids Evaluation Report (Confidential Attachment 2).

2.       Receive a further report on the outcome of the negotiations.

3.       Resolve that any proceeds received from the long term lease of the airport will not be used to fund the Cultural and Civic Space Project.

 

 

 

 

 

 

 

 

 

 

 

 

If the motion is successful, we intend to move the following:

That Council:

1.       Bring back a report containing further information on the implications of potential financial impacts of an additional 50 year option.

2.       Provide a further detailed direct comparison on the financial implications and advantages of maintaining airport management under Council control verses leasing options.

3.       Seek further clarity as to our control over hours of operation, projected flight paths and anticipated arrival and departure times over the length of the lease.

 

 

  


GM20/21      Election of Deputy Mayor

Author:                        Governance Coordinator

Authoriser:                  Group Leader Governance

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

Attachments:              ATT1  GM20/21  s231 Local Government Act

ATT2  GM20/21  Schedule 7 Local Government (General) Regulation  

 

Executive Summary

Coffs Harbour City Council’s custom and practice has been to elect a Deputy Mayor on an annual basis.  This report provides the opportunity for Council to continue its custom and practice, or consider changing it.

 

Recommendation:

That:

1.       Council resolve to elect a Deputy Mayor for the ensuing twelve (12) months,

and in the event that Council resolves recommendation 1 in the affirmative.

2.       Nominations for the position of Deputy Mayor be called and the method of election be by ordinary ballot.

 

Reportw

Description of Item:

Council’s practice in the past has been to annually elect a Deputy Mayor for a 12-month period.  This has been the case even though the Mayor is elected popularly by the community for a four-year term.  The 12-month term for Deputy Mayor perhaps reflects what has traditionally been the term for a Mayor elected by Councillors.

 

Section 231(2) of the Local Government Act 1993 states: ‘The person may be elected for the mayoral term or a shorter term’.  With the local government elections being postponed to September 2021, the Deputy Mayor elected with this resolution would hold the position up until that time.

 

The role of Deputy Mayor is to assist the Mayor with the performance of ceremonial duties and to exercise the functions of the Mayor during periods of absence.  Council must now determine if it wishes to elect a Deputy Mayor and if so, the term and by what method.

Issues:

This is not applicable to this report.

Options:

Section 231 of the Local Government Act 1993 clearly states that Council “may” elect a person from among their number to be the Deputy Mayor.  There is no compulsion on Council to have a Deputy Mayor.

 

Therefore, the options available to Council are:

 

1.    Council resolve not to have a Deputy Mayor.

2.    Council resolves to elect a Deputy Mayor for a term to be decided.  Should Council support this option, it will also need to resolve the method of voting.

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

Council’s election of a Deputy Mayor is consistent with the ‘My Coffs’ strategy, our leaders give us confidence in the future.

•     Economic – Broader Economic Implications

No additional fee applies to the position of Deputy Mayor.

 

There are no broad economic impacts associated with the implementation of the recommendation.

•     Economic - Delivery Program/Operational Plan Implications

There are no implications for the Delivery Program/Operational Plan.

Risk Analysis:

This is not applicable to this report.

Consultation:

This is not applicable to this report.

Related Policy, Precedents and / or Statutory Requirements:

Section 231 of the Local Government Act 1993 provides the power to elect a Deputy Mayor and clause 394 and schedule 7 of the Local Government (General) Regulations cover the procedures relating to the conduct of the election.

 

Attached to this report is a copy of these provisions and Council’s attention is drawn to the provisions relating to nominations and the methods of election.

 

Should there be more than one nomination for the position; Council is required, in accordance with clause 3 of schedule 7, to resolve whether the election is to proceed by preferential ballot, by ordinary ballot or by open voting.  Ballot has its normal meaning of secret ballot and open voting is a show of hands.

Implementation Date / Priority:

Implementation is immediate.

Conclusion:

Council must now resolve whether to have a Deputy Mayor.  Further, should this resolution be in the affirmative, Council will need to decide the term and method of voting.

 

 

 


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BS20/51       Proposed Revotes for the Year Ended 30 June 2020

Author:                        Senior Finance Business Partner

Authoriser:                  Director Business Services

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

Attachments:              ATT1  BS20/51   2019/20 Revotes Summary by Directorate - Operating and Capital  

 

Executive Summary

This report summarises the unspent funds proposed to be revoted from the 2019/20 Operational Plan budgets into the 2020/21 Operational Plan budgets.  It is recommended that $2,319,214 of operational expenditure and $20,012,579 of capital expenditure be revoted.  It is also recommended that $170,991 of operational revenue and $2,282,333 of capital revenue be revoted. The resulting impact on the 2020/21 budgeted Net Operating Result is a deterioration of $2,148,000 and therefore, the adopted 2020/21 budget deficit of $5,058,000 will be revised to a budget deficit of $7,206,000.  The monthly and quarterly budget reviews will need to be monitored closely with a view to improving this result back to a balanced net operating position.

 

These revotes are necessary due to a variety of reasons including timing (project spans financial years), contractual obligations, commitments or monies held aside for specific purposes.  Council’s leadership teams have undergone a rigorous screening of all revotes to minimise their extent.  All revotes have been considered in line with Council’s Operational Plan and the Long Term Financial Plan.

 

A detailed summary of revotes by Directorate is provided in the body of the report along with the implications on the 2020/21 Operational Plan budgets by Fund.

 

Recommendation:

That Council:

1.       Adopt the various revotes from 2019/20 to 2020/21 as detailed in the body of this report and Attachment 1, which are summarised as follows:

Type / Fund

Revote $

OPERATING

 

General Fund

Water Fund

Sewer Fund

 

 

2,319,214

-

-

 

 

2,319,214

 

CAPITAL

 

General Fund

Water Fund

Sewer Fund

 

 

17,610,032

822,532

1,580,015

 

 

20,012,579

 

TOTAL

22,331,793

 

 

 

2.       Note the impacts of the proposed revotes on the 2020/21 Consolidated Income Statement as follows:

2020/21 Original Budget

$‘000s

2020/21 Proposed Budget

‘000s

Recurrent Revenue

 

 

Rates and Annual Charges

100,348

100,348

User Charges and Fees

53,006

53,006

Interest and Investment Revenue

5,265

5,265

Other Revenues

9,451

9,451

Grants and Contributions provided for Operating Purposes

15,166

15,337

RECURRENT REVENUE

183,236

183,407

 

 

 

Recurrent Expenditure

 

Employee Benefits and Oncosts

59,886

60,045

Borrowing Costs

7,782

7,782

Materials and Contracts

177,324

199,490

Depreciation and Amortisation

47,335

47,335

Other Expenses

10,606

10,612

Less: Capitalised Expenses

(114,639)

(134,651)

RECURRENT EXPENDITURE

188,294

190,613

 

 

 

NET OPERATING (DEFICIT)

(5,058)

(7,206)

 

 

 

Capital Revenue

 

 

Capital Grants, Subsidies, Contributions and Donations

53,669

55,951

CAPITAL REVENUE

53,669

55,951

 

 

 

NET SURPLUS

48,611

48,745

 

 

 

FUNDING SOURCES FOR PROPOSED REVOTES

 

 

Operating Funding

 

 

Net Surplus

48,611

48,745

Transfer to Reserves

(19,962)

(19,962)

Transfer from Unexpended Loans

5,473

12,305

Transfer from Reserves

27,007

35,337

Total Operating Funding

61,129

76,425

 

 

 

Capital Funding

 

 

Loan Advance

19,229

19,229

Depreciation

47,335

47,335

Total Capital Funding

66,564

66,564

 

 

 

Total Funding

127,693

142,989

 

 

 

Allocation of Funding

 

 

Constructed and Purchased Assets

(114,639)

(134,651)

Loan Redemptions

(16,263)

(16,263)

Total Allocation of Funding

(130,902)

(150,914)

 

 

 

Budgeted (Reduction) in Cash

(3,209)

(7,925)

 

Report

Description of Item:

Although not a statutory requirement it is normal practice for Council’s to carry forward unspent money from one financial year to the next.  The majority of the revotes requested in this report are tied to grants and contributions from external bodies, developer contributions (Part 7:11 previously Section 94), reserve funds held for specific purposes and special rate variation funds as approved by IPART.

Issues:

All revotes have been considered in line with Council’s strategic plan and the Long Term Financial Plan. Council has been vigilant in ensuring its commitments are met in a timely manner and have reduced its overall revotes from that approved in previous year.

 

2019/20     $  2,319,214       Operating

2019/20     $20,012,579       Capital

2018/19     $  1,934,267       Operating

2018/19     $22,021,964       Capital (includes $12,068,449 for the EPIC stadium)

 

COVID-19 has played a significant role in delaying some operating programs and capital projects and this is elaborated on further in the report on these specific items.

 

Of the $20.01M in capital revotes there are some substantial projects which comprise the majority of this figure:

 

Project

Amount

Enterprise Park Land Development works

$3.7M

Cultural and Civic Space project

$3.5M

Water and Sewer solar PV systems

$2.4M

Special Rate Variation infrastructure works

$1.8M

Woolgoolga Beach Reserve works

$1.5M

Flood Mitigation upgrades

$1.0M

Total

$13.9M

 

This report summarises the proposed revotes from the 2019/2020 Operational Plan budgets to the 2020/21 Operational Plan budgets.

 

Fund / Type

Revote ($)

OPERATING

 

General Fund

Water Fund

Sewer Fund

 

 

2,319,214

-

-

 

2,319,214

CAPITAL

 

General Fund

Water Fund

Sewer Fund

 

 

17,610,032

822,532

1,580,015

 

20,012,579

TOTAL

22,331,793

 

 

SUMMARY OF REVOTES BY DIRECTORATE

 

GENERAL FUND

 

Business Services

 

Operating

 

·     EL Grants Program $14,987 - a number of community organisations are holding funds but have noted delays to their projects due to COVID-19 so we are providing extensions for the completion of these projects.

 

Capital

 

·     Implement Masterplan for master key system $50,000 - funds required to upgrade current security system. Execution of first phase due to be completed October 2020.

·     Computer Hardware and Software $160,531 – firewall and network switches delivery delayed.

·     Corporate Software Investment Fund $87,958 – additional licencing requirements identified in ICT security strategy. Will be implemented during 2020/21.

·     Telephony Upgrade $50,500 – business case was approved late June, primarily for handsets and headsets.  Project delayed due to COVID response.

 

Sustainable Communities

 

Operating

 

·     Community Facilities Plan $34,870 – significant planning project spanning multiple years.

·     Disaster Recovery Funding Arrangement $91,032 - to continue projects approved by the grant funding body for disaster recovery.

·     Bushfire Community Resilience & Economic Recovery Fund $115,729 – to continue projects approved by the grant funding body for bushfire recovery.

·     Coffs Coast Heritage and Arts Digitisation $46,462 – grant funded project extended to September 2020.

·     Library Operating Grants $3,154 – primarily for Helping Older Australians thrive in a digital world fully grant funded works nearing completion.

·     Library & Art Gallery Additional Operating Services $156,220 - multi-year project that directly relates to the Cultural & Civic Space project. Multi-year phasing of this budget needs review and update to align with current CCSP timeline and updated Library Management Group transition planning.

·     Jetty Memorial Theatre Operations $50,000 – consultant engaged to review & update JMT strategic & business plans.

·     South Solitary Island Lighthouse Optic Management $1,250 - consultant engaged under contract, invoice pending.

·     Cultural Strategic Plan & Performing Arts $31,936 – awaiting performing arts planning component before progressing.

·     Arts & Cultural Development Grants $6,499 - several approved projects not yet completed. Part of COVID response and recovery plan for the creative industries sector.

·     City Hill Cultural Dev Studies/Concept Design $50,484 – project is at site analysis stage with a Council report targeted for October 2020.  Funding required for next stage of master planning if Council determines to proceed with recommendations.

·     Beach Safety Education $17,175 - contributions towards operational, promotional and equipment costs to run programs.  Culturally and Linguistically diverse beach safety education event to be scheduled with other community partners.

·     Environmental Levy Sustainable Living and Community Programs $877 – funded by Environmental Levy, revotes needed for:

a)    Environmental Levy Living Lightly – revoted would be dedicated to a remounted Harmony Festival or similar event to honour our Multicultural NSW grant commitments.

·     Multicultural Programs $18,937 – to be used to deliver face to face cross-cultural community 'reconnection' events delivered within COVID safe guidelines delivered as soon as possible to make up for the postponed Harmony Festival in March 2020 (event currently being scoped for late November 2020). Funds can also be used to bolster existing event budgets to pay for additional unbudgeted COVID enforced requirements.

·     Community Satisfaction Survey ($12,350) - costs incurred in 2019/20 to reduce 2020/21 budget allocation.

·     Community Wellbeing Survey $7,487 – postponed due to COVID.

·     Donations Program $18,857 – these funds were unspent due to the pandemic. It is proposed to utilise these funds to assist community organisations seeking assistance to recover in the current financial year.

·     Regional State of the Environment (SOE) Reporting $33,189 – contributions received from other Councils to coordinate the development of the SOE report.  This is a legislative report due every four years with this edition required in 2020/21.

·     Corporate Sustainability Initiatives $2,155 - audit of Azility data underway with further data capture crucial to efficiency and progression of solar project.

·     Integrated Transport Plan $43,486 - Transport Strategy not yet finalised. Funding committed including grant funds.

·     LEP Review $3,000 - project delayed due to COVID.

·     Rezoning Applications $40,524 – monies paid by applicants for rezoning planning proposals which are underway and subject to numerous reports to Council.  These contributions need to be held for use during the life of the rezoning process for each application, some of which can take several years to finalise.

·     Planning Studies $140,168 – numerous studies including Koala plan of management, North West Woolgoolga planning documents, Woolgoolga and Jetty car parking studies funded via Part 7.11 funds within existing contributions plan.

·     Orara River Health and Rehabilitation Projects $88,238 – North Coast Local Land Services (NCLLS) 3-year contract.

·     Maintenance of Land Use Controls for ePlanning $5,032 – staff salaries to continue development of project.

·     Coastal Hazard and Estuary Studies $35,314 – primarily Coffs Harbour Estuary and Ecohealth study part grant funded by Office of Environment and Heritage.

·     Monitoring & Rehabilitation Martin Street Coramba $64,343 - grant funding committed to monitoring and rehabilitation. Weather conditions have not provided opportunity for testing.

·     Campaigns Destination $100,000 – due to COVID all destination marketing has been suspended with unused funds to be held over until travel is reinstated.  The need for increased and new marketing is evident and highlighted in recent internal reviews of the COVID impact.

·     Business Events Support $44,960 - this funding has been raised through the business community with a commitment from Council that it would contribute to the attraction of major events. Staging and support of events affected by COVID restrictions.

·     Events Seed Funding $17,508 - this is Special Rate Variation funding to be spent specifically on event seed projects. The surplus is due to COVID affecting numerous events and will be used to support events post COVID.

·     CCSLP Precinct Masterplan $20,000 - this project was delayed due to prioritisation of other council works, primarily the Regional Athletics Centre site selection and Regional Indoor Centre site selection. Both reports need to be completed before this work can commence.

·     Tennis Facility Strategic & Business Plan $20,000 - the project is split over two financial years. The contractor has been appointed, however COVID has affected start date and therefore invoicing delayed.

·     Woolgoolga Sports Council $4,150 - awaiting invoice from Woolgoolga Sports Council. As per Council agreement this money must be paid to them for sport field maintenance.

 

Capital

 

·     Local Priority Projects $15,298 – fully grant funded, committed work to be completed per approval.

·     Jetty Memorial Theatre Improvements $31,087 – design review required, project is endorsed to be made shovel ready by Council resolution.

·     Beach Storage Facilities $23,114 - facility improvement project commenced late in 2019/20 with residual work to complete the project in early 2020/21. Funded by adopted Developer Contributions Plan.

·     Shark Observation Program $5,138 – grant funded drone project focusing on Park Beach area.

·     Renewable Energy and Emissions Reduction Plan $310,358 – unspent funds from Council approved REERP program to conclude works for the solar installation across Councils infrastructure.

·     Flood Mitigation Works $31,894 – primarily Middle Creek flood study and management plan which is 2:1 grant funded.

·     Animal Impounding Facility Construction $18,320 - funding provided per Council resolution. Several consultants are at varying stages of their engagement. Funds required for 20/21 to complete project.

·     Solitary Island Coastal Walk Interpretive Sign $54,000 – activity was halted in 2019/20 due to inability to proceed with indigenous consultation as a result of COVID restrictions.  It is now underway and will be completed by end of October with grant acquittal due end of June 2021.

·     Coffs Coast Regional Sports Hub $425,678 – project underway and will be finalised by June 2021 in line with approved schedule by funding body.

·     Stronger Country Communities Fund $94,935 – comprised of two projects; upgrade of Geoff King Oval lighting which will be completed by October 2020 and Sawtell BMX Track upgrade with project underway and to be completed by March 2021.

·     Northern Beaches Multi-Purpose Centre $142,689 – detailed design underway, project construction now funded and commencing in 20/21 for completion December 2022.

 

Sustainable Infrastructure

 

Operating

 

·     Safety and Systems Management Project $11,092 – committed to WHS & QSE consultancy.

·     Noxious Weeds Inspection $69,900 - funding tied to Weeds Action Plan funding, COVID reduced ability to complete works.

·     Noxious Weeds Control $28,053 - funding tied to Weeds Action Plan funding, COVID reduced ability to complete works.

·     External Business Activities $2,000 – memorial maintenance, grant funded project.

·     Headland Restoration Works $4,373 - approved grant works to maintain diversity, including Pultaneae Maritima on Coffs Coast coastal headlands including Bonville and Boambee.

·     Greenery for our Grey Nomads $90,911 – ongoing grant funded works initiated in June 2018.

·     Local Road Traffic Facilities Block Grant $3,772 – commitments to be spent by July 31 per grant conditions.

·     Harbour Drive Repairs & Maintenance $35,728 – funding is directly linked to the outdoor dining areas at the Jetty Strip. Works were scheduled to address failing timber members in several of the landings and outdoor areas however due to COVID these works were delayed as a direct result of the requirement to social distance.

·     Historical Jetty Repairs & Maintenance $26,156 and Jetty Boat Ramp Sand Dredging $54,981 – both these structures are seasonal in usage. The varying level of COVID restrictions also impacted directly on level of activity and ability to undergo maintenance works.

·     The following are fully funded by the special rate approved in June 2014.

a)    Roads Maintenance $33,813 – to supplement 2020/21 allocation to continue with priority maintenance works.

b)    Buildings Maintenance $120,644 – Block G at Community Village needs pier reinstatement where the building has sunk. Works held up due to complexity of project and awaiting engineering design to enable to go to quotation.

·     Blazeaid Fencing $43,270 – camp closed due to COVID with late invoices still to come in and fencing works delayed due to contractor availability. All works estimated to be completed by end of October 2020.

·     Stormwater Planning Studies $305,945 – to progress flood catchment issues and stormwater management plan in Coffs Creek including a Stormwater Infrastructure Condition Assessment.

·     Better Waste and Recycling Fund Works $95,150 – remaining EPA operating grant funds for community education to reduce contamination in recycling and develop a business case for a new Woolgoolga transfer station.

·     Gallows Beach Carpark Litter Reduction $1,898 – grant for ongoing works.

 

Capital

 

·     Brigade Station Upgrades $95,000 – Eastbank and Corindi Rural Fire Station upgrade committed works.

·     Precast Concrete Bridge Units $8,271 – project nearing completion.

·     The following are fully funded by the special rate approved in June 2014.

a)    Road Pavement Renewals $426,075 – to supplement 2020/21 allocation to continue with priority renewal works at Riding Lane, Bonville Water Drive, Hulberts Road, Minorie Drive, River Street, Seventeenth Ave and Greys Road.

b)    Open Space Assets $293,515 - required to finalise works at Woolgoolga Lakeside walking trail, skate parks renewals and upgrades, Saltwater Park playground and Jetty structure refurbishment detailed design. These works are in various stages of progress, including awarding of tenders, assessing quote and fee options and design.

c)    Buildings Renewals $884,537 – continuation of numerous projects including Botanic Garden Glasshouse, amenities improvements at Maclean Street / Boronia Street and Woolgoolga / Sawtell Pool Investigations.

d)    Car Park Assets $22,515 – to complete renewal of Boambee Creek carpark.

e)    Guardrail Upgrades $111,149 – Councils commitment to meet Transport NSW and Infrastructure funding.

f)     Kerb Upgrades - $26,281 – to complete Lyons and Sawtell Roads kerbing improvements.

g)    Fences and Cycleways Upgrades $66,071 - delayed due to wet weather.

·     The following are partially funded by Community Facilities reserve via a special rate:

a)    Community Grants Funding Pool $337,414 -  for committed allocations to:

Sawtell Catholic Care of the Aged – ‘The Link’ community space

Lowanna Community hall – construction of an accessible bathroom

Woolgoolga Art Gallery – lining of internal walls, access ramps, installation of windows and doors

Gamumbi Early Childhood Education Centre – construction of an outdoor classroom

Mid Coast Communities – renewal works at Toormina Skate Park

Nana Glen Cricket Club – replacement of cricket wicket

Coffs City United Football Club – internal redesign and refurbishment of the change rooms at McLean Street ovals

Northern Storm Football Club – modified shipping container as a canteen at York Street oval

AFL NSW – upgrade of Centennial Oval, Woolgoolga with replacement of lights and cricket wicket

Hockey Coffs Coast – construction of kiosk and meeting room facilities

Sandy Beach Action Group – two picnic tables for Sandy Beach

Woolgoolga Neighbourhood Centre – upgrade of kitchen

b)    Public Amenities Upgrade Program $291,822 – Orlando Street amenities currently under design.

c)    Brelsford Park Masterplan Works $2,827 – multi-year project.

·     The CBD capital works are funded by the special rate and majority of unspent funds have been returned to the CBD reserve except for:

a)    Shade Sail $247,000 – compete sail installation program.

b)    CBD Activation Capital $51,516 - these activation works will be used to revitalise the City Centre post COVID.

·     Stage 5 Jetty Foreshores Carpark $105,935 – awaiting notification of grant application to assess funding available prior to commencement of construction of this stage of works.

·     Regional Parks Capital $126,133 – part Coffs Coast Regional Park Trust funded for Arrawarra reserve cultural meeting place. This is to upgrade Arrawarra Day Use and Aboriginal Education Area.

·     Safer Communities Fund $90,180 – for CCTV and security lighting to be constructed in line with grant approval.  Toormina skate park /oval / velodrome completed 2018/19 with Park Avenue carpark and Coffs CBD undertaken in 2019/20.

·     The following Open Space Works of $327,645 are primarily Developer Contributions funded (Part 7.11) and remain incomplete or yet to commence:

a)    Corindi Beach Aston Wilde park exercise equipment – project completed, awaiting final invoices under the contract.

b)    Coffs Creek Estuary – project completed, awaiting final invoices under the contract.

c)    Criterion Track Upgrade– to complete design component of project.

d)    Nana Glen Sportsground - design yet to commence.

e)    Nana Glen Equestrian Centre earthworks – further consultation with community group to be undertaken.

f)     Korora Oval Fencing – project complete, awaiting final invoices.

g)    Coramba Recreation Reserve car parking - awaiting stakeholder meeting.

h)    Sandy Beach Playground – awaiting stakeholder meeting and further consultation.

i)     Toormina Oval Lighting – final costs for audit and Works as Executed plans.

j)     Polwarth Drive Sportsground Lighting – nearing completion pending final minor works.

k)    Coramba Recreation Reserve Irrigation – at request for quotation stage.

·     Better Boating program $10,000 – improved access and installation of a canoe launch at Coffs Creek, further consultation with Department of Fisheries required.

·     Blackspot Program $339,026 – fully RMS grant funded works at Coramba Road awaiting final invoices and line marking.

·     Regional Roads Repair Program $67,431 - fully RMS grant funded works at Coramba Road awaiting final invoices for sealing works.

·     Safer Roads Program $28,891 – delays associated with external lighting certification & design at Park Beach Road.

·     Sealed Roads Reseals $62,811 – to complete renewal works at Nightingale Street and Reid Drive.

·     Unsealed Roads Gravel Resheet $109,936 – identified works for Glennifer Road and Duffus Road dust sealing.

·     Sealed Roads Rehabilitation $81,113 – primarily 2nd and 3rd Avenue works at Arrawarra.

·     Airport Emergency Access Road $295,624 – project nearing completion, final seal to be laid at the end of July.

·     North Bonville Roads and Cycleways $19,129 – design works on the intersection and cycleway along Lyons Rd, North Bonville funded S7.11.

·     Bridge Capital Works $344,370 – for continuing works on Melaleuca footbridges, Hosts Bridge and Little Nymboida bridge. Funded via a special rate as approved by the Office of Local Government.

·     Stronger Communities Grants Footpath Construction $71,349 - fully grant funded works for footpath construction at Boronia Street Sawtell.

·     Woolgoolga Whale Trail $25,819 – currently in design phase.

·     Footpaths Construction $522,122 – primarily King Street, delivery phase 60% complete.

·     Upgrade Bus Stops to meet Disability Discrimination Act (DDA) Requirements $65,528 – funded by combination of grants and Council’s Infrastructure Renewal Reserve to upgrade bus stops throughout the LGA to DDA standards.

·     Audit and Review of Path networks $24,750 – 90% complete awaiting outstanding invoice payment to consultant.

·     The following Transport Works, which are primarily Developer Contributions funded (Part 7.11) remain incomplete or yet to commence:

a)   Moonee Forest Cycleway $94,510 – in design phase.

b)   Footpaths at Sandy Beach ($45,640) - overspend of 2019/20 budget to reduce 2020/21 allocation. Sandy Beach Reserve footpath and bridge funded S7.11 and Coffs Coast Regional Park Trust.

c)   West Woolgoolga Pedestrian / Cycleway bridge $23,736 – design complete, surplus funds to supplement 2020/21 allocation.

·     Corindi Beach Cycleway $15,894 – project complete, awaiting final invoices.

·     Carpark capital works $100,479 – primarily for works at Clive Joass Sports Park, sealing of carpark to be completed in conjunction with user groups.

·     S7.11 Carpark capital works $26,375 – planning commitment, consultant engaged.

·     Flood Mitigation Capital Works $865,100 - Council has a program of flood mitigation works of almost $14 million which includes funding from:

Natural Disaster Resilience Grants.

$6m loan over 20 years of which repayments are funded from the stormwater levy.

A further $6m loan over 10 years per Council resolution 11 March 2010 of which repayments are funded by special rate variation.

The majority of these funds are currently held in reserve, however some allocations need to be revoted as they straddle two financial years.

·     Flood Mitigation Works Investigation and Design $142,701 – funded from above unspent loan funds along with approved grants.  At analysis stage for works at Boambee / Newports Creek. In process of awarding contract for Park Beach options investigation.

·     Englands Road Capital Works (Non Domestic) $209,687 – for a permanent access road to accommodate large service vehicles.

·     New Street lights $41,200 – Essential energy have now approved and signed off on the installation in July. These negotiations have been ongoing for the last 12 months.

 


 

Office of the General Manager

 

Capital

 

·     Cultural and Civic Space Project $3,473,589 – unspent contractual commitments related to detailed design as per the schedule of works.

 

Commercial Business Units

 

Operating

 

Project funded by Holiday Parks reserve and Coffs Coast Regional Park Trust:

 

·     Woolgoolga SLSC Demolition & Heritage Report $65,000 – agreed works as part of Surf Club relocation.

·     Crown Reserves Plans of Management $10,853 – consultant appointed.

 

Capital

 

All projects funded by Holiday Parks reserve:

 

·     Woolgoolga Beach Reserve Hub $1,474,940 – Stage 1 Earthworks finished with construction including carpark and amenities set to start July 2020 and completion due December 2020.

·     Sawtell Beach Capital Works $35,530 – hall refurbishment delayed due to COVID, with external contractor unable to complete work in 2019/20. Capital works are due to commence in 2020/21.

·     Woolgoolga Beach Other Capital $65,000 – demolition of the Woolgoolga Surf Life Saving Club.

All projects funded by grant or unexpended loan:

·     Airport Security Equipment $321,939 – fully grant funded equipment upgrade to meet new legislation. Other statutory purchases funded via Airport reserve. Procurement process complete and contracts now in place.

·     Enterprise Park Land Development $3,700,429 – funded internal loan from sewer fund approved by Office of Local Government in August 2018 plus grant funds.  Completion of the Airport Enterprise Park which was approved by Joint Regional Planning Panel in July 2017.

 

WATER FUND

 

Capital

 

All projects funded by unexpended loan:

 

·     Water Solar PV System $822,532 – delivery phase 20% complete.

 

SEWER FUND

 

Capital

 

All projects funded by unexpended loan or Section 64 funds:

 

·     Sewer Solar PV System $1,580,015 – delivery phase 20% complete.

 

Options:

Council’s options in relation to this report are to:

 

1.    Adopt the recommendation provided to Council;

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

3.    Reject the recommendation provided to Council.  This would amend the Operational Plan budgets back to their original position prior to the recommendation being sought.

Sustainability Assessment:

•     Environment

Environmental impacts in relation to expenditure being revoted in this report would have been dealt with at the time the original funds were allocated.

•     Social

The provision of basic infrastructure and community services is an essential requirement of maintaining community wellbeing.

•     Civic Leadership

Council has provided sound civic leadership in striving for a surplus as budgeted in the 2018/19 Operational Plan.  It will continue to endeavour to maintain similar forecasts in future years in line with the My Coffs Community Strategic Plan.

•     Economic – Broader Economic Implications

When dealing with increased community demands Council has to focus on the balance of providing services with the limited funds available.  Council must also ensure that a healthy financial position is maintained to ensure ongoing viability of the organisation.

•     Economic - Delivery Program/Operational Plan Implications

This report provides Council with an overview of the outcomes unable to be achieved last financial year but will be met in the current financial year.  The impact on the Net Operating Result is a deterioration of $2,148,000.  The adopted deficit of $5,058,000 will be impacted by this deterioration resulting in a revised budget deficit of $7,206,000.  The monthly and quarterly budget reviews will need to be monitored closely with a view to improving this result back to a balanced net operating position.

Risk Analysis:

Should Council not approve the recommended revotes, it risks not being able to complete projects which have already commenced.  This non-completion of works presents financial and reputational risks for Council.

Consultation:

The leadership teams met to review the requests for revotes which were put forward by each operational area of the Council.

Related Policy, Precedents and / or Statutory Requirements:

The Executive Leadership Team has provided guidelines to staff regarding their responsibilities relating to effective and transparent budget review and assessment processes.  This framework provides guidance in achieving the objective of a year-end balanced budget in the General Fund.  Each request was assessed against the revote criteria as outlined in the Budget Preparation and Review Procedure, namely:

 

No revotes for operational funding will be considered unless the funds are under contract, an order has been raised or they are linked to sources of funding such as, grants, contributions, loans, etc. or other significant reasons such as event planning and implementing and funding for venue operations covering reporting periods.

 

Any capital revote must provide a justification and be assessed by the Leadership and then by Council.  This justification must demonstrate that the capital funds are required for a project that extends over financial years, that there are orders raised, the project is under contract, the funds directly relate to the expenditure of Part 7:11 previously S94 or grant funding, or other significant matters.

 

However, due to the current COVID-19 pandemic leadership have provided some flexibility in the application of the procedure to ensure funds are revoted which will assist in stimulus and recovery during 2020/21.

Implementation Date / Priority:

The leadership teams will continue to monitor the organisation’s performance with a view to maintaining, and in some cases improving, service delivery in line with Council’s Operational Plan.

Conclusion:

This report summarises the proposed unspent funds to be revoted from the 2019/20 Operational Plan budgets into the 2020/21 Operational Plan budgets.  These revotes are necessary due to a variety of reasons including timing (project spans financial years), contractual obligations, commitments or monies held aside for specific purposes. It is recommended that Council adopt the revotes as detailed in this report.

 

 

 

 


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BS20/52       Female Facilities and Water Safety Program - Sportz Central Upgrade Grant

Author:                        Group Leader Financial Services and Logistics

Authoriser:                  Director Business Services

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

Attachments:              ATT1  BS20/52   Sportz Central Design Concept and Feasibility Final Report - September 2018  

 

Executive Summary

On 17 May 2019, the Hon. Michael McCormack, Deputy Prime Minister along with Mr Pat Conaghan, made an election commitment on behalf of the Coalition, to provide $6.3 million to fund the upgrade and extension of the Sportz Central facility.

 

The funding promised by the Federal Government has been provided based on the costs which were included within the Sportz Central Design Concept and Feasibility Final Report - Option 2, which at the time had a preliminary estimated cost of $6,260,818.  This report was considered by the Council at its 27 September 2018 Council meeting.  When the Council adopted resolution 2018/219 it did not resolve to proceed with Option 2 within the Sportz Central Design Concept and Feasibility Final Report and therefore the upgrades provided through the grant agreement fall outside the current strategic direction for Council’s indoor sports facilities.  Notwithstanding this, the grant provides the Council and the community the opportunity to further develop a well utilised facility in the Coffs Harbour Local Government Area, which will provide long lasting benefits to the many different user groups throughout the community.

 

There is also a risk that these funds will not be sufficient to complete the works.  Council may be required to contribute additional funds in future years to complete the project.

 

Recommendation:

That Council:

1.       Adopt Option 2 in the Sportz Central Design Concept and Feasibility Final Report as a project for inclusion in the 2017-2022 Delivery Program and 2020/21 Operational Plan.

2.       Accept and delegate authority to the General Manager to enter into a grant agreement with the Federal Government Department of Health, on behalf of Council, for a total of $6.3 million for the provision of one new compliant basketball court, new accessible and female friendly amenities for players and officials and other minor building upgrades and works at Sportz Central.

3.       Note that the $6.3m funding offer from the Federal Government is apparently based on a preliminary concept design identified within Option 2 of the Sportz Central Design Concept and Feasibility Report considered by Council in September 2018.

4.       Note that a further report will be provided once more detailed project design and investigation has occurred to enable Council to consider the allocation of any further funding necessary to complete the project.

 

Report

Description of Item:

On 17 May 2019, the Hon. Michael McCormack, Deputy Prime Minister along with Mr Pat Conaghan, made an election commitment on behalf of the Coalition, to provide $6.3 million to fund the upgrade and extension of the Sportz Central facility.

 

On the 23 October 2019, Council was forwarded correspondence received by the leaseholder of Sportz Central, Basketball NSW, confirming the allocation of the $6.3 million grant funding as part of the Female Facilities and Water Safety Program.  Since this time Council officers have been working with the Commonwealth Department of Health to facilitate progression of the grant and in August 2020 a draft grant agreement was sent to Council for review.  The work has now been specifically listed in the grant agreement as:

 

the provision of one new compliant basketball court, new accessible and female friendly amenities for players and officials and other minor building upgrades and works”.

 

In September 2018, Council considered a report on the Coffs Harbour Indoor Sports Study, when it resolved (Resolution No. 2018/219):

 

That Council:

1.       Endorse the Coffs Harbour Indoor Sports Study (Attachments 1-5).

2.       Aim to meet the future need for indoor sport in the local government area by planning for the establishment of 6-8 additional courts by 2036.

3.       Endorse the ‘balanced’ approach to meet local, district and regional demand by:

3.1.    Retaining the current general layout of Sportz Central and undertaking minor building upgrades as soon as possible to improve asset condition and maintenance, as outlined in the Sportz Central Design Concept and Feasibility (Attachment 3).

3.2.    Moving forward with planning to a DA stage in view of being spade ready for any funding opportunities to provide a two court facility at the proposed West Woolgoolga Sports Complex to meet current and future demand for the Northern Beaches area, with detailed planning and funding of the project aiming to deliver by 2026, (or earlier to take advantage of any significant funding opportunities should they arise), as outlined in the Northern Beaches Multi-Purpose Centre Design Concept and Feasibility (Attachment 4).

3.3.    Prioritising the development of a proposed Regional Facility (minimum of 6 courts) within the Coffs Coast Regional Sports Hub to meet regional event and economic opportunities, subject to further investigation and evaluation on two potential sites, as outlined in the Regional Indoor Sports Hub Preliminary Assessment (Attachment 5).

4.       Write to all organisations involved in the consultation to confirm the findings.

 

Attached for Council’s information is the Sportz Central Design Concept and Feasibility Final Report listed in this resolution (Attachment 1).

 

The funding promised by the Federal Government has been provided based on the costs which were included within the Sportz Central Design Concept and Feasibility Final Report - Option 2, which at the time had a preliminary estimated cost of $6,260,818.

Issues:

When the Council adopted resolution 2018/219 it did not resolve to proceed with Option 2 within the Sportz Central Design Concept and Feasibility Final Report and therefore the upgrades provided through the grant agreement fall outside the current strategic direction for Council’s indoor sports facilities.  Notwithstanding this, the grant provides the Council and the community the opportunity to further develop a well utilised facility in the Coffs Harbour Local Government Area, which will provide long lasting benefits to the many different user groups throughout the community.

 

As part of the project there are two flow on effects for the area surrounding Sportz Central.  As part of the project, the current skate park is proposed to be moved to the current location of the cricket nets on the south western corner of the cricket oval and the cricket nets will be relocated to the rear of the PCYC building.

 

There is some concern that the budget provided for in the Sportz Central Design Concept and Feasibility Final Report and the grant funding may not be enough to provide for the deliverable of the grant agreement.  The Sportz Central Design Concept and Feasibility Final Report contained the following information:

 

“3.3.2 Indicative Cost Plans

An indicative cost plan for each of the design concepts has been prepared by Townsend Turner Quantity Surveyors and are shown in Appendix 3. At this level of planning, cost estimates should be regarded as preliminary only as the scope of work is subject to future clarification and detailed design.”

 

As the cost estimates can only be considered as preliminary, and there has not been any allowance for cost escalation for the project since the estimates were first provided in September 2018, there is a significant risk to Council that it may not be able to deliver the project within the grant funds available.

 

There is also uncertainty around the scope of Option 2 within the Sportz Central Design Concept and Feasibility Final Report.  It is the community’s understanding that Option 2 is to provide for an extension to Sportz Central and the provision of another full sized indoor basketball court and new accessible and female friendly amenities for players and officials; however, the following illustrations from the Sportz Central Design Concept and Feasibility Final Report show the provision of an additional full sized outdoor court with the additional new accessible and female friendly amenities for players and officials being located on the northern end of the current Sportz Central facility.

 

 

 

 

Notwithstanding the uncertainty in the above illustrations, it is the intended that the project delivers the scope as per the grant agreement.

Options:

Council has the following options to consider.

 

1.    Adopt the recommendation and therefore accept the grant and deliver the project.

2.    Amend the scope of the project and seek to negotiate a varied grant outcome.

3.    Reject the recommendation and therefore the grant and continue Council’s current strategic direction in relation to indoor sports facilities.

 

It is recommended that Council accept the grant from the Federal Government, noting that the funding provided may not be sufficient to deliver the complete project and therefore Council may be required to contribute additional funds.

Sustainability Assessment:

•     Environment

The undertaking of the works associated with the grant will be undertaken within all environmental conditions provided for in the regulatory approval required to be obtained by Council and in accordance with the Council’s Sustainability Policy.

•     Social

Sports facilities are a valuable resource and are highly valued by the community partly because they provide a low cost recreation opportunity that is within the financial reach of a broad cross section of the community.

 

Participating in sport produces a range of benefits including improved physical fitness, enhanced mental health, skill development, increased self-esteem and opportunities for social networking. These benefits extend to players, officials and spectators, and provide opportunities to strengthen family units by encouraging families to spend time together.

•     Civic Leadership

Provision of sports facilities enables delivery of the MyCoffs strategic actions:

 

A2 - An active safe and healthy community

B1 - A thriving and sustainable local economy

•     Economic – Broader Economic Implications

Upgrading existing sporting infrastructure and expanding the network of sporting facilities will enhance the liveability of Coffs Harbour and its attractiveness as a destination for new residents and encourage retention of existing residents.

 

Providing a range of sporting facilities at different levels delivers opportunities for participants to move along sporting pathways from novice to elite.  Opportunities to access such facilities can be a key determinant for people choosing where to live, particularly young families.  Attracting a younger demographic is anticipated to bring economic benefits to Coffs Harbour and the region.  Additionally, quality sporting facilities are likely to attract sport service providers further boosting the sports industry and local economy.

 

The development and upgrading of district sporting facilities will benefit Coffs Harbour’s appeal as a sport tourism destination and will enhance the city’s capacity to attract and stage major events which will bring significant economic benefit to the city.

•     Economic - Delivery Program/Operational Plan Implications

Council is being offered a $6.3 million grant to undertake the Sportz Central upgrade works.  There is a risk that these funds will not be sufficient to complete the works.  Council may be required to contribute additional funds in future years to complete the project.  Cost escalation alone from the preliminary estimate provided in 2018 to 2021, at a rate of 2.5%, will require an additional $485,000.  Should Council agree to accept the grant, part of the project management will be to value manage the delivery of the scope to limit additional expenditure beyond the grant funds provided.

 

The additional depreciation expense which will be incurred by Council following the construction of the building is estimated at $315,000 per annum.  It is expected that any additional operating costs will be able to be absorbed by an increase in revenue associated with the expansion.

Risk Analysis:

The Sportz Central Design Concept and Feasibility Final Report was developed in 2018 and the cost plan for Option 2 (page 106 of Attachment 1) contained within that report did not provide for cost escalation, substation upgrades and a number of other costs.  There is a significant financial risk to the Council in accepting this grant.  At this stage it is difficult to estimate the full cost of the project without having further design work undertaken to quantify these costs.

Consultation:

At the time of the announcement of the grant little to no consultation had been undertaken with Council.

 

The Council has been keeping the Sportz Central Advisory Committee abreast of the discussions with the Federal Department of Health as to the progression of the grant agreement.  Preliminary discussions have also been held with the affected stakeholders.

Related Policy, Precedents and / or Statutory Requirements:

Coffs Harbour Indoor Sports Study

Sustainability Policy

Implementation Date / Priority:

The grant agreement will be executed in September 2020 should Council accept the grant.

Conclusion:

The Federal Government has offered the Council a $6.3 million grant for the provision of one new compliant basketball court, new accessible and female friendly amenities for players and officials and other minor building upgrades and works at Sportz Central.  As the estimates for the project were preliminary supplied as part of the Sportz Central Design Concept and Feasibility Final Report, there is a risk that the grant funds will not be sufficient to complete the project as per the grant agreement scope and Council will be required to contribute any additional funds required to complete the project.

 

The grant provides the Council and the community the opportunity to further develop a well utilised facility with the Coffs Harbour Local Government Area, which will provide long lasting benefits to the community and therefore acceptance of the grant is recommended.

 

 


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NOM20/12   Investigation into Fencing and Signage for Koala Protection

Attachments:          Nil

 

Motion:

Councillor Townley has given notice of her intention to move the following:

"Council prepare a report outline options and costings for improving Koala populations in urban areas.  The report includes discussion of fencing options and costings for Hogbin Drive."

 

Rationale:

“A Parliamentary Inquiry into Koala populations recently confirmed that wild Koalas in NSW are on an extinction trajectory unless significant action is taken. In Coffs Harbour LGA, a highly significant Koala population is present, but is vulnerable from disease, road death and dog attack. Studies have shown that every Koala death from non-natural causes exerts a downward pressure on populations.

In recent weeks, five Koalas are reported to have been killed on Hogbin Drive. This is highly concerning and requires immediate response by Council.

Roadside fencing has been shown to be highly effective. Research into suitable locations for fencing at “black spots” is needed to identify priority areas for fencing. Costings are required to plan for implementation and funding sources need to be identified.

Signage can also play a role and urgent investigation is needed into provision of appropriately located signs. ”

Staff Comment:

A report can be prepared.

  


SC20/47       Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) - Post Exhibition

Author:                        Group Leader Community & Cultural Services

Authoriser:                  Director Sustainable Communities

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:              ATT1  SC20/47   Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) Final Report

ATT2  SC20/47   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

The Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) provides an assessment of performance spaces in the LGA and includes information and recommendations to assist Council’s strategic development, provision and support of both indoor and outdoor performing arts infrastructure and cultural activity across the region.

This matter was last considered by Council at its Ordinary Meeting of 12 December 2019 where it was resolved to note the interim findings of the Issues and Options Discussion Paper for Performing Arts Spaces (Indoor and Outdoor) and place on public exhibition until 28 February 2020.

As a result of this public exhibition, 25 submissions were received in the timeframe. Two community consultation workshops and two drop-in information sessions were undertaken during this exhibition period.  Submissions have been reviewed and minor changes have been made to the Paper so as to respond to comments received.

The purpose of this report is to seek Council’s adoption of the final Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) and to commence Stage 2(b) Feasibility Study to determine the most suitable location, operational and financial model for an Indoor Performing Arts Centre.

 

Recommendation:

That Council:

1.       Adopt the Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) Final Report (Attachment 1)

2.       Note that a funding source of $200,000 will need to be identified through the next quarterly budget review to commence Stage 2b) Feasibility Study Indoor Performing Arts Centre.

3.       Note that the feasibility study identified in point 2 above will be utilised to inform Council’s forward planning mechanisms.

4.       Inform persons who made a submission on the Issues and Options Discussion Paper (Interim Findings) for Performing Arts Spaces (Indoor and Outdoor) of Council’s decision

 

Report

Description of Item:

The Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) provides an assessment of performance spaces in the LGA and includes information and recommendations to assist Council’s strategic development and support of both indoor and outdoor performing arts infrastructure and cultural activity across the region. It is part of the broader cultural strategic planning process, being Stage 2(a) which clarifies needs, issues and options for performing arts spaces (indoor and outdoor) in the Coffs Harbour LGA; and Stage 2(b) a full feasibility study based on recommendations in a final Issues and Options Paper.

The purpose of this report is to seek Council’s adoption of the final Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) and commence Stage 2(b) Feasibility Study to determine the most suitable location, operational and financial model for an Indoor Performing Arts Centre.

Issues:

This matter was last considered by Council at its Ordinary Meeting of 12 December 2019, where it resolved:

That Council:

1.    Notes the Issues and Options Discussion Paper (Interim Findings) for Performing Arts Spaces (Indoor and Outdoor) and place on public exhibition until 28 February 2020.

2.    Note that a further report will brought back to Council for consideration following public exhibition of the Issues and Options Discussion Paper (Interim Findings) for Performing Arts Space (Indoor and Outdoor).

Accordingly, the Discussion Paper (Interim Findings) for Performing Arts Spaces (Indoor and Outdoor) was placed on Council’s Have Your Say website between 18 December 2019 and 28 February 2020. Consultants Hawkridge Entertainment Services were engaged to deliver two community consultation workshops and two drop-in information sessions during this exhibition period.

At the conclusion of the public exhibition process, 25 submissions were received (Attachment 2).

The key themes raised by submissions included support for and location of a new performing arts venue; the role of the Jetty Memorial Theatre; perception of prioritisation of sporting infrastructure over cultural infrastructure; support for development of cultural events; acceptance of current outdoor venue opportunities; and the ownership structure of and community access to a new performance venue.

An outline of the main issues and how this feedback has been considered into the final Paper is discussed below.

·    Provision of a new fit for purpose Regional Indoor Performing Arts Centre

Public feedback supported the recommendation to construct an Indoor Performing Arts Centre with a capacity between 600-1000 seats. This sized venue is considered viable to attract and accommodate a larger range of touring acts and performances, hold special local performances and provide reasonable economic returns. It is noted that feedback raised a range of potential sites with users/hirers generally identifying the City Centre as the preferred location for an Indoor Performing Arts Centre for the region.

However, the construction of a new Indoor Performing Arts Centre of between 600-1000 seats requires further analysis, including a greater understanding of the operational costs to Council. Any decision made should anticipate a timeline of at least six years from initial planning to opening.  The final Issues and Options Paper recommends that Council:

-     Commences a Stage 2(b) Feasibility Study for an Indoor Performing Arts Centre to accurately scope the centre; undertake a review and determine the most suitable location in Coffs Harbour City Centre; the subsequent cost planning of the chosen site and development of the size and operating model, including financial operating costs.

-     Includes this project as part of all forward planning including financial, strategic and asset management plans

-     Upon completion of the feasibility study, that an appropriate site is secured within the City Centre masterplan area

-     Develop clear messaging regarding the project and its outcomes including a description of what type of performance space is to be delivered.

·    Provision of adequate indoor performance spaces

Public feedback raised that the Jetty Memorial Theatre plays a key role in the delivery of indoor performing arts events in the Coffs Harbour LGA. There is acknowledgement that the venue has significant limitations for some events and supported venue upgrades to assist as an interim measure prior to the development of a larger facility.

The inability for dance schools, the Coffs Harbour Eisteddfod and commercial promoters and producers to find suitable venues on a regular basis indicates this demand. There is also a gap in the delivery of cultural product due to the inability of some producers to find a suitable venue in the Coffs Harbour region. In order to address performing arts activities in the shorter and medium term, the final Issues and Options Paper recommends that Council:

-     Undertakes a business/strategic plan update of the Jetty Memorial Theatre, review the proposed rehearsal space extension plans and consider funding construction or matched funding allocation for grant opportunities.

-     Develop a Coffs Harbour Venues Guide to assist potential hirers that includes contacts, functionality, pricing, capacity, technical capacity, equipment available etc.

-     Improve infrastructure, in particular stage size and storage where feasible on existing or new Council multipurpose facilities or venues.

-     Where possible or feasible, Council use its available mechanisms to assist land owners or building proponents who have performing arts facility development plans in order to increase the number of performance and rehearsal spaces in the region.

·    Outdoor Performing Arts Spaces

Public feedback indicated support for the number of diverse and significant spaces that can be effectively utilised for outdoor performances across the Coffs Harbour region and agreed that the provision of venues currently available was appropriate. No single site is prioritised, as each site has its own uniqueness and set of offerings. This is particularly important for commercial festivals and events, as each promoter has their own set of requirements and provides their own technical infrastructure. The final Issues and Options Paper includes a further recommendation that Council:

-     Undertakes an evaluation process to gauge the impact of cultural events on the Coffs Harbour LGA and the broader region.

·    Cultural events and arts delivery

Public feedback supported the need for Council to take an active role in the provision of cultural events and arts delivery in the region.  In order to improve the development and supply of performing arts activity within the LGA, the final Issues and Options Paper recommends that Council:

-     Fund the appropriate areas of Council to take a more active role in the attraction, development and delivery of major arts events, particularly in the performing arts to further develop the cultural profile of the region.

-     Review the opportunities for Coffs Harbour City Council to facilitate pop up venues in order to assess the demand for future facilities and develop the cultural profile for the city.

Options:

There are two options that may be considered by Council:

1.     Accept the recommendations of this report to adopt the Issues and Options Discussion Paper for Performing Arts Spaces (Indoor and Outdoor) 2020

2.     Reject the recommendation provided in this report.

This report recommends that Council undertake Option 1 as outlined.

Sustainability Assessment:

•     Environment

At this stage no environmental impacts have been identified.  Should the Council move to Stage 2(b) Feasibility Study, investigations into site impacts and environmental sustainability of any infrastructure would need to be considered further.

•     Social

The provision and development of performing arts infrastructure has the potential to provide considerable economic and social benefits, enhance the quality of life for residents and contribute to the Coffs Harbour LGA being a great place to live.  Fit for purpose infrastructure would ensure that performing arts companies, as well as children and youth across the region, have a place to perform that is of excellent quality; increases opportunities for community and performing artists by providing learning experiences in outstanding venues; and connect people of all ages and cultures through the experience of live performances.

•     Civic Leadership

The Issues and Options Discussion Paper for Performing Arts Spaces (Indoor and Outdoor) assists Council to achieve the desired outcome of A1.1 A vibrant and inclusive place. The vision of Creative Coffs – Cultural Strategic Plan is: “A vibrant and creative Coffs lifestyle enriched by its natural beauty, diverse people and capacity for innovation.”

•     Economic – Broader Economic Implications

Investing in additional performing arts infrastructure (both indoor and outdoor) would provide significant economic benefits to the region through the activity that occurs within the facilities as well as the wider economic impact that can occur from the activity within and around the facilities.

Improved performing arts infrastructure will enhance the attractiveness and liveability of the Coffs Harbour LGA to attract and retain residents to the area. Enhanced infrastructure would provide new opportunities for local businesses while attracting employees to the area.  Improved infrastructure would attract more visitors to the region and visitor economy by providing more entertainment opportunities.

•     Economic - Delivery Program/Operational Plan Implications

Should Council endorse the recommendations outlined in the Issues and Options Discussion Paper for Performing Arts Spaces (Indoor and Outdoor), further budget for feasibility together with further consultation and studies for a fit for purpose Indoor Performing Arts Centre will be required.

It is anticipated that construction of a new, fit for purpose Indoor Performing Arts Centre would take approximately six years to plan and build and cost between $50m to $60m in 2019 figures, with an operational cost estimate between $850,000 and $2,000,000 per year.

The construction of an Indoor Performing Arts Centre is not currently within the Delivery Program or Resourcing Strategy. Construction and operational costs are not currently contained within any forward planned budgets or the long term financial plan.

To complete a Stage 2 (b) Feasibility Study project an estimated budget of $200,000 would be required to be considered by Council to complete the following: 

-     Functional Brief

-     Site Assessment

-     Funding Strategy

-     Concept Plan

-     Concept Business Case

-     Communications Plan

The Stage 2 b) Feasibility Study process is estimated to take approximately 12-15 months to complete. 

Risk Analysis:

Risks associated with this investigation relate to the risk of not actioning identified recommendations and not meeting community expectations for performing arts spaces.

There is considerable consultation fatigue within stakeholders and the broader community over the number of previous reports on this subject. The overwhelming feedback from the consultation and engagement indicates that it is important for Council to make a decision on whether to commit to the construction of a new performing arts centre or not.

There is a degree of financial risk to Council in undertaking a fit for purpose Indoor Performing Arts Centre, therefore a further feasibility study and business case is required to understand and mitigate these risks.

Consultation:

Council sought public feedback on the interim findings of the Issues and Options Discussion Paper for Performing Arts Spaces (Indoor and Outdoor) over a 75 day exhibition period between 18 December 2019 and 28 February 2020, where 25 public submissions were received and reviewed. The following engagement opportunities invited community participation:

-     Have Your Say project page

-     Public Information sessions at the Cavanbah Hall

-     Community Conversation sessions 

-     Drop in information sessions

-     Internal Council staff consultations and report review

Related Policy, Precedents and / or Statutory Requirements:

-     City Centre Masterplan 2031

-     Local Growth Management Strategy 2020 – 2040

-     Creative Coffs - Cultural Strategic Plan 2017- 2022

-     Coffs Harbour Economic Development Strategy 2017-2022

-     Coffs Coast Tourism Strategic Plan 2020

-     Coffs Harbour Events Strategy 2020

Implementation Date / Priority:

Subject to Council endorsement, the adoption of the Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) Final Report will lead to the commencement of Stage 2(b) Feasibility Study. Other key recommendations within the Final Paper will form the basis for actions that will influence existing projects and potentially further actions should funding be made available.

Conclusion:

The Issues and Options Discussion Paper (Interim Findings) for Performing Arts Spaces (Indoor and Outdoor) was placed on public exhibition between 18 December 2019 and 28 February 2020 and 25 submissions were received in the timeframe. The submissions have been reviewed and minor changes have been made to the Final Paper so as to respond to comments received.

The final Issues and Options Paper for Performing Arts Spaces (Indoor and Outdoor) provides an assessment of performance spaces in the LGA and includes information and recommendations to assist Council’s strategic development, provision and support of both indoor and outdoor performing arts infrastructure and cultural activity across the region.

 


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SC20/48       Bushfire Recovery Action Plan 2020-2022

Author:                        Group Leader Community & Cultural Services

Authoriser:                  Director Sustainable Communities

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

Attachments:              ATT1  SC20/48   Coffs Harbour City Council Bushfire Recovery Action Plan 2020-2022  

 

Executive Summary

Between October and December 2019, the Coffs Harbour Local Government Area (LGA) was directly impacted by three bushfires.  In particular, the fast burning Liberation Trail fire posed an extreme risk to many communities within the LGA and the locality of Nana Glen was devastated on November 12.  In total, 17 dwellings were lost, seven homes damaged and a large number of buildings and infrastructure damaged.

The Bushfire Recovery Action Plan 2020-2022 summarises Council’s response to the bushfire event and outlines the recovery process for bushfire affected residents, the Orara Valley community and the broader LGA. 

This Plan has been prepared to provide an overview of the social, economic, environmental and infrastructure recovery activities and programs including the allocation of State Government and Federal Government Disaster Recovery Funding Arrangement (DRFA) funding.

This report seeks adoption of the plan. It is proposed that Council and the community receive quarterly updates on the progress of the plan and any changes or amendments that may be required.

 

Recommendation:

That Council

1.       Adopt the Bushfire Recovery Action Plan 2020-2022.

2.       Receive further reports on a quarterly basis to enable updates and ongoing monitoring of the Plan.

 

Report

Description of Item:

Bushfires hit the Coffs Harbour Local Government Area (LGA) in November 2019, predominantly in the Orara Valley locality. 

In early 2020, Coffs Harbour City Council received $1.4 million in funding from the State and Federal Governments to support the community during the bushfire recovery process.  The Bushfire Community Resilience and Economic Recovery Funding must be expended by December 2020, whilst the expenditure deadline for Disaster Recovery Funding Arrangement is 30 June 2022. 

The Bushfire Recovery Action Plan 2020-2022 provides an overview of the funding allocations, outcomes expected and the status of planned activities and recovery programs.

Issues:

Across the 2019/20 season, residents of the wider LGA suffered economically and socially from the impacts of the three bushfires and were exposed to poor air quality from local and surrounding fires.  Over 3 500 hectares of land was burnt in the LGA. In particular, the impact of the Liberation Trail fire in the Nana Glen locality during November 2019 was significant, with 47 properties directly impacted. 

In early 2020, Coffs Harbour City Council received $1.4 million in funding from the State and Federal Governments to support the community during the bushfire recovery process.  An initial program of works for the funding was endorsed at the 13 February 2020 Council meeting.  After further community consultation and engagement activities, the remaining funds were allocated at the 26 March 2020 Council meeting. 

The Bushfire Recovery Action Plan 2020-2022 outlines the outcomes, activities and status of recovery programs across the following areas:

1.   Community and Social Recovery

2.   Business and Tourism Recovery

3.   Environmental Recovery

4.   Infrastructure Recovery

Options:

There are two options that may be considered by Council:

1.       Adopt the Bushfire Recovery Action Plan 2020-2022 provided to Council and receive quarterly updates on changes to and progress of the plan.

2.       Reject the Bushfire Recovery Action Plan 2020-2022 provided to Council.

This report recommends that Council undertake Option 1 as outlined.

Sustainability Assessment:

•     Environment

The Bushfire Recovery Plan 2020-2022 outlines how Council will assist in the broader environmental recovery of bushfire affected land and waterways.  Community engagement completed by Council in 2019/2020 highlighted environmental needs as deemed important by residents, community and environmental groups.

The Council has established an Environmental Recovery Grant Fund that will be administered by three established local environmental organisations to work with residents, community members and grassroots environmental groups to meet the identified environmental need.  As a focus, local contractors will be employed to help stimulate the local economy in COVID-19 times and to ensure local tacit knowledge is shared and preserved.

•     Social

Disaster events are disruptive and can place prolonged stress on an individual and the community.  Council recognises that the recovery process is evolving and depending on circumstance, can take months and even years.  Through a community engagement process, Council has prioritised a community-led and collaborative recovery process that will support the community in a timely and appropriate manner.

Council has prioritised Recovery and Resilience and Community Preparedness in their planning of community events and activities.  These activities have been severely impeded and slowed by the current COVID-19 pandemic.  However, community consultation and engagement and planning continues to take place.

•     Civic Leadership

The Plan acknowledges the generous and dedicated support from local residents, businesses and organisations in providing much-needed support to the community immediately after the fires.  This support and commitment has evolved as the recovery process has progressed and Council continues to work with these individuals and local organisations to promote recovery more broadly and to build on local resilience and preparedness.

•     Economic – Broader Economic Implications

The Business and Tourism Recovery projects have been designed to assist with economic recovery and encourage visitation to the Coffs Harbour LGA area with a focus of development and promotion of local business in the Orara Valley.

•     Economic - Delivery Program/Operational Plan Implications

The activities and projects outlined in the Bushfire Recovery Action Plan 2020-2022 have been included in the 2020/21 Operational Plan and budgets allocated.  The plan highlights that some events and activities have been severely impeded by COVID-19 public health restrictions and have been postponed or rescheduled.

Risk Analysis:

Despite the individual and community challenges imposed by government COVID-19 restrictions and regulations, Council has prioritised bushfire recovery through the pandemic. 

The appointment of a Community Recovery Officer has ensured a constant and regular conduit between Council, bushfire affected residents, bushfire recovery agencies and organisations and the broader community.

All community engagement and bushfire recovery activities and events are planned in accordance with government COVID-19 regulations and restrictions.

Consultation:

Community consultation and engagement is integral to successful community-led recovery.  In developing the Council approved Program of Works for recovery projects, Council has engaged in the following engagement activities to inform the funding allocations and the Bushfire Recovery Action Plan 2020-2022:

Community Meetings

Council held two community meetings on the 28 January and 11 March 2020 to engage the community in the allocation of DRFA funding. 

Have Your Say

Council considered 42 responses to a Have Your Say survey on Council’s website.

Telephone and In-Person Interviews

Council conducted telephone and in-person interviews with Nana Glen residents and Orara Valley Businesses.

Orara Valley Bushfire Recovery Working Group

Council consulted with a community-led reference group.

Continued Community Stakeholder Engagement

The Community Recovery Officer has developed and continues to maintain strong contact with bushfire affected residents and key community stakeholders.  Regular community engagement opportunities for community consultation and gathering of information has continued to drive a community-led recovery process.

Consultation activities have further identified community need within the scope of the approved Program of Works and helped shape the community recovery and resilience and preparedness activities within the Community Recovery/Resilience project.

Related Policy, Precedents and / or Statutory Requirements:

Federal and State Government disaster recovery programs.

Implementation Date / Priority:

The Bushfire Recovery Program has already commenced and a cross organisation Bushfire Working Group coordinates activity across various programs. 

Conclusion:

It is important that the response and recovery phases of the 2019 bushfire events are recorded, shared and progress monitored.  The Bushfire Recovery Plan 2020-2022 acknowledges the impact the 2019 bushfire events had on communities throughout the Coffs Harbour LGA and provides an evidence based view of needs created by the bushfires and a trajectory for future recovery and preparedness planning.

 


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SC20/49       Trial Results of Lifeguard Patrol and Inclusive Beach Access Facilities at Jetty Beach

Author:                        Section Leader Community Programs

Authoriser:                  Director Sustainable Communities

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:              ATT1  SC20/49   Inclusive Access at Jetty Beach Post-Trial Report

ATT2  SC20/49   CONFIDENTIAL Responses to Inclusive Beach Access Trial Survey

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

This report is to inform Council on the results of the trial of a lifeguard patrol and inclusive beach access facilities provided at Jetty Beach from 27 December 2019 to 27 January 2020. A successful trial was conducted at Jetty Beach over the Peak Summer period, including provision of a daily lifeguard patrol, a beach mat (Mobi-mat), and two Hippocampe beach wheelchairs for hire.

Lifeguards undertook a number of preventative and first aid actions and also conducted one board rescue during the trial period. The beach wheelchairs were hired 15 times and the beach mat, although arrived late, once installed proved very popular. An additional 10m section of Mobi-mat was purchased to reach the hard sand and the mat has since been left installed on Jetty Beach 24/7 without incident. The trial was promoted to the local community and feedback was sought through an online survey on Council’s Have Your Say website.

 

Recommendation:

That Council:

1.       Note the results of the trial of the lifeguard patrol and inclusive beach access facilities provided at Jetty Beach during the 2019/20 Peak Summer period.

2.       Note that a funding source of $43,500 will need to be identified through the next quarterly budget review to establish a Jetty Beach service that includes:

2.1.    Peak Summer lifeguard patrol as an annual service at Jetty Beach.

2.2.    Ongoing provision and management of the Mobi-mat.

3.       Continue to monitor and report on opportunities to extend inclusive beach access facilities within the LGA.

4.       Send a letter of thanks to Coffs Harbour Yacht Club for the support they have provided to this initiative and also to the East Coast Accessibility Experts for donating funding for the second Hippocampe wheelchair.

 

Report

Description of Item:

This report is to inform Council on the results of the trial of a lifeguard patrol and inclusive beach access facilities provided at Jetty Beach from 27 December 2019 to 27 January 2020. This trial was conducted following the resolution of Council on 26 September 2019:

That Council:

1.   Note the attached Inclusive Beach Access Issues and Options Paper.

2.   Confirm Jetty Beach, Coffs Harbour, as the priority for development of inclusive beach access facilities in the LGA.

3.   Consider the allocation of $85,000 at the next Quarterly Budget Review to enable the progression of the Implementation Plan in 2019/20 as outlined in the Inclusive Beach Access Issues and Options Paper, including the pilot lifeguard patrol at Jetty Beach over the Peak Summer period, procurement and installation of a Mobi-mat for this location, procurement of two additional Hippocampe type beach wheelchairs and make these available for hire.

4.   Report back to Council on the results of the Jetty Beach pilot lifeguard patrol and installation of Inclusive Beach Access service.

In response to this Council resolution, planning and implementation of the Jetty Beach lifeguard service trial commenced. Procurement of the new equipment was arranged and the trial lifeguard patrol operated at the northern end of Jetty Beach from 27 December 2019 to 27 January 2020. This period is defined as Peak Summer in the adopted Lifeguard Services Strategic Plan and aligns with other the seasonal Council lifeguard patrols that operate for this peak period, such as Emerald Beach and Darlington/Lorikeet Parks.

This lifeguard patrol also managed the new Mobi-mat and the two new Hippocampe beach wheelchairs that were made available for short-term hire at Jetty Beach during this period. Council’s lifeguard service has continued to provide the Mobi-mat facility at Jetty Beach after the patrol has ceased, dependant on beach conditions.

The trial was promoted to the local community and feedback was sought through an online survey on Council’s Have Your Say website.

Issues:

Beach Patrol Services

Beach patrol services in the Coffs Harbour Local Government Area (LGA) are currently provided by a combination of Council lifeguard services and Surf Life Saving Clubs (SLSC) at specific locations over different periods of time. Park Beach is patrolled every day of the year, whereas other patrols only operate during surf season (September-April), school holidays during the Surf Season, or over Peak Summer (27 December to 26 January).

These beach patrol services include provision of a supervised flagged beach area, rescue response, first aid and communication facilities by trained and qualified staff and/or volunteers.

The project funding provided through the 2019/20 quarterly budget review process enabled the lifeguard service to implement the Jetty Beach trial. Continued provision of a patrol in this location for 2020/21 or beyond would require additional resources provided to the Council Lifeguard Service on an ongoing basis. There is no Surf Life Saving Club (SLSC) in this specific location and the Coffs Harbour SLSC has indicated that it does not have the capacity to extend its patrol program (Coffs Harbour SLSC currently patrol Park Beach in conjunction with Council Lifeguards).

A standard patrol setup was provided with two professional ocean lifeguards rostered daily during the trial period. The patrol setup on the Northern end of Jetty Beach mid-way between the pier and Yacht Club/kiosk. The trial lifeguard patrol findings included:

-     An average of nearly 18 preventative actions each day;

-     Numerous first aid incidents were treated (26 actions, mostly minor);

-     Assistance to Park Beach through responding to issues at the North Wall resulted in a substantial decrease in recorded incidents at this location;

-     One rescue was made at Jetty Beach during the trial period; and

-     Total visitation (attendance) to Jetty Beach during patrol times over the trial period was 65,000 (est.), averaging just over 2,000 per day.

It was found that Jetty Beach was in-fact the third most visited beach within the LGA on an average attendance per day basis, behind Sawtell and Park beaches.  Emerald Beach, which has an identical patrol structure to that of Jetty Beach had on average approximately 300 less visitors per day. The table below provides the visitation comparison for all patrolled beaches (2019/20).

The Jetty Beach lifeguard patrol provided additional benefits in regards to beach safety and emergency response, as the patrol was able to periodically survey and where necessary provide a timely response to incidents at the North Wall beach (South Park Beach), a known hotspot for surf-related incidents due to strong rips that often form in this area.

As part of the communication and engagement plan for the trial, a project web page was published on Council’s ‘Have Your Say’ website. The page included information about the project and also provided an online community survey to obtain feedback on the trial. 46 survey responses were received. Just over half the respondents supported the continuation of both the lifeguard service patrol, with the strongest support from those who identified as having disability issues or being a carer for such persons, or having mobility issues.

The cost of providing a daily lifeguard patrol at Jetty Beach during the 2020/21 Peak Summer period is estimated to be $37,000, this includes vehicle hire and promotion.

Infrastructure and Equipment

Council’s recent infrastructure development at the Northern end of the Jetty Foreshores has included a number of inclusive access features such as improved accessible parking, amenities including a Changing Place, pathways and boardwalks and an accessible ramp to the beach.

Beach Mat

A special beach mat was purchased and installed at Jetty Beach to assist people with mobility issues, especially those requiring wheeled access, to move across soft sand. The Mobi-mat is flexible and portable in design and can be rolled up and placed in storage when not in use. The product comes in 10m lengths that are easily secured together so that the length of the mat can be adjusted as required and sideway paths can also be connected if needed.

Unfortunately, the mat was received later than expected from the supplier due to issues with customs and delivery, being installed approximately two weeks into the trial on 15 January 2020. Council originally purchased 50m of mat and this was generally adequate, however it was found that on very low tides (king tides) and depending on sand build-up on the access ramp at the other end, that the mat often fell about 6m short of the hard sand. On this basis, an additional 10m section of Mobi-Mat was purchased and installed on 24 January 2020. This made the difference during the very low tides experienced over the summer months giving wheelchair access to the hard sand.

Storage of the beach mat was provided by the Coffs Harbour Yacht Club at no cost to Council.  The daily deployment of the beach mat was trialled until the last week in January 2020 when it was then left out permanently. The beach mat has since been removed or adjusted by Council lifeguards in times of large swells, heavy rainfall events or significant tidal changes. The Mobi-mat has worked well in this environment with no damage or deterioration.

Based on the performance of the beach mat at Jetty Beach, it has been found to be an effective and well used facility that should be considered for future extension of inclusive beach access facilities within the LGA. The Inclusive Beach Access Issues and Options Paper noted by Council last year identified Woolgoolga Beach as a potential additional location, especially in relation to planned upgrades to the beach reserve and foreshores area.

Continued provision of the beach mat facility requires additional operational funding of an estimated $6,500 per annum (approx. $590 per month). This estimate excludes the Peak Summer period, assuming a lifeguard patrol at Jetty Beach during this period would manage the mat instead. If no patrol operated, then the total annual operating cost for the beach mat would be around $7,080.

Beach Wheelchairs

Council now provides four beach wheelchairs for hire, as follows:

1.   Sandcruiser beach wheelchair located at Park Beach (managed by Council lifeguards).

2.   Hippocampe beach wheelchair located at Jetty Beach (managed by Council lifeguards).

3.   Child-size Hippocampe beach wheelchair located at Jetty Beach (managed by Council lifeguards).

4.   Sandcruiser beach wheelchair located at Woolgoolga Beach (Managed by Council’s Woolgoolga Beach Holiday Park).

These wheelchairs are available for hire at no charge for varying times. The two Hippocampe chairs at Jetty Beach were purchased for the 2019/2020 trial service and are the recommended chair for use in beach environments whilst the other two beach wheelchairs (Sandcruiser type) provide assistance across soft sand to the water, however they are not particularly well suited to water use.

Council’s Hippocampe chairs have been stored when not in use at the Coffs Harbour Yacht Club at no cost. The Club has indicated they will continue this arrangement, acknowledging the community benefit it provides. Based on the results of the 2019/20 trial, it is planned to continue to make the two Hippocampe chairs available for short-term/casual hire via the proposed Peak Summer Jetty Beach patrol and via bookings outside of this period. Should the Yacht Club decide to end this arrangement then alternative storage would need to be identified.

As part of the trial, the booking system for Council beach wheelchairs were improved by including the chairs within Council’s online booking system. This proved to be a successful arrangement during the trial and enables bookings to be placed online 24/7 via Council’s website whereas previously it required phone contact with Lifeguard staff.

The trial period (32 days) overall saw a total of 15 hires of this equipment at Jetty Beach.

Following the public announcement of the trial, local company East Coast Accessibility Experts kindly donated $5,350 to Council, to effectively ‘donate’ the cost of the child-sized Hippocampe beach wheelchair. This generous donation was promoted to the community and the additional project funding used to cover the cost of the additional 10m of Mobi-mat that was needed.

Jetty Beach Location

Jetty Beach was found to be a very suitable location for providing inclusive beach access facilities, supported by the Yacht Club for temporary equipment storage. It also provided an effective location to operate a lifeguard patrol.

The planned Jetty Foreshores Stage 5 Carpark Project has the potential to attract more visitors to this area, including North Wall beach. Having the Jetty Beach lifeguard operating during the Peak Summer period would assist in managing potential beach safety issues this might bring, including monitoring and responding to incidents at North Wall more easily than the Park Beach patrol.

Further information on the issues outlined above can be found in the Attachment 1 - Inclusive Access at Jetty Beach Post-Trial Report

Options:

Four options have been listed below for Council’s consideration. 

This report recommends Option 1.

1.   Make the Jetty Beach lifeguard patrol over the Peak Summer period and the continued management and provision of the beach Mobi-mat available on Jetty Beach year-round as an ongoing annual service, subject to funding confirmation at the next Quarterly Budget Review.

2.   Consider the allocation of $7,080 in operational expenditure at the next Quarterly Budget Review to enable continued management and provision of the Mobi-mat at Jetty Beach during 2020/21 and annually on an ongoing basis.  Defer the $37,000 Jetty Beach lifeguard patrol costs to implement over the Peak Summer period until the 2021/22 season and seek funding through the 2021/22 annual budget process for this increased level of service.

3.   Consider the allocation of operational expenditure at the next Quarterly Budget Review to enable continued management and provision of the Mobi-mat at Jetty Beach.  This could be the 7-month surf season, Peak Summer only or another period, or not at all. Based on community feedback, the beach mat should be provided for a longer period than Peak Summer and a monthly cost has been estimated at approximately $590.

4.   Do nothing – that is, not continue a Peak Summer lifeguard patrol at Jetty Beach and discontinue provision of a beach Mobi-mat at this location. This option is not recommended as it does not align with Council’s Disability Inclusion Action Plan, the Lifeguard Service Strategic Plan or the objectives within the MyCoffs Community Strategic Plan. Inclusive tourism opportunities could also be potentially limited if this option is selected.

Sustainability Assessment:

•     Environment

There are no environmental impacts associated with this report. The Mobi-mat is portable infrastructure that is temporarily installed over soft sand across identified pedestrian access paths and is made from 100% Recycled Polyester.

•     Social

Inclusion reduces disadvantage, isolation and discrimination. It has positive impacts across all aspects of life, including health, welfare, education and employment. These impacts are felt beyond the individual, with families and the broader community all being positively impacted by an inclusive society. Inclusive beach access provides for greater access to nature and open spaces, as well as participation in recreational activities and Australian beach culture that is synonymous with the region.

According to Australian Bureau of Statistics, 6.2% of the population in the Coffs Harbour LGA in 2016 reported needing help in their day-to-day lives due to disability. With a growing and ageing population it is expected that demand for accessible facilities, including for those with impaired mobility will only increase.

In addition to those who may have access issues, Jetty Beach has also been identified as an ideal location for a number of Culturally and Linguistically Diverse (CALD) community members who might otherwise be unfamiliar with Australian surf conditions or not have the confidence or ability to enjoy open ocean beaches in the LGA.

•     Civic Leadership

Provision of inclusive beach access facilities demonstrates Council’s commitment in implementing its Disability Inclusion Action Plan. It also supports the following MyCoffs Community Strategic Plan objectives:

-     We foster a sense of community, belonging, and diversity (A1.2)

-     We support our community to lead healthy active lives (A2.1)

-     We facilitate positive ageing (A2.2)

-     We nurture mental health, wellbeing and social connection (A2.3)

-     We cultivate a safe community (A2.4)

-     We effectively manage the planning and provision of regional public services and infrastructure (D2.1)

•     Economic – Broader Economic Implications

Developing greater inclusive access to Jetty Beach with supporting facilities and a level of lifeguard service has the potential to attract greater inclusive tourism opportunities with benefits for the local visitor economy.

•     Economic - Delivery Program/Operational Plan Implications

There is no provision within Council’s current adopted Delivery Program and Operational Plan for an increased level of service being the provision of the ongoing weekly checks and maintenance of the Mobi-mat at Jetty Beach, or the ongoing proposed Peak Summer Jetty Beach lifeguard patrol. These items will need to be considered against other funding and resourcing priorities within the delivery program, grant applications and other external funding opportunities.

It is recommended that Council’s internal quarterly budget review process be used to identify funding to implement the ongoing service provision at the Jetty Beach for lifeguard services during the Peak Summer season and year round Mobi-mat monitoring.

The annual operational cost (2020/21 estimate) of Jetty Beach services is estimated as follows:

-     Jetty Beach lifeguard patrol over the Peak Summer period: $37,000 pa

-     Provision and management of the accessible beach mat (Mobi-mat) over the balance of the year: $6,500 pa (or $7,090 for the full year)

Risk Analysis:

The risks associated with the provision of a beach mat at Jetty Beach and additional beach wheelchairs can be adequately mitigated via operation by trained personnel, using established processes and procedures. Supervision by the proposed lifeguard patrol further reduces any risks associated with providing this facility.

The trial of a lifeguard patrol at Jetty Beach over Peak Summer 2019/20 has indicated a significant reduction in risk at the North Wall, as lifeguards from Jetty Beach were active in periodically monitoring and advising visitors of the inherent dangers of this area.

Consultation:

Further to the consultation undertaken to develop the Inclusive Beach Access Issues and Options Paper in 2019, feedback was sought from stakeholders as part of the trial. A communications and engagement plan was implemented, utilising the following channels:

-     Have Your Say project page

-     Facebook campaign via the Lifeguard’s page

-     Newspaper advertising

-     Flyers

-     Council e-newsletters

The Have Your Say project page received 413 visits and the online feedback survey form made available on this page received 46 responses. The survey results showed strong support for the inclusive beach access facilities and also considerable support for the lifeguard patrol. Only 2 survey respondents did not want the patrol on Jetty Beach and only 4 did not want the beach mat there either. Detailed information on the survey can be found in Attachment 2: Responses to Inclusive Beach Access Trial Survey.

Related Policy, Precedents and / or Statutory Requirements:

NSW Disability Inclusion Act 2014

Coffs Harbour City Council Disability Inclusion Action Plan 2017-2021

Lifeguard Service Strategic Plan 2019-2024

Implementation Date / Priority:

Should the required funding be made available by November 2020, then a lifeguard service at Jetty Beach can be implemented for 2020/21 Peak Summer period (27 December to 26 January).  If funding for 2020/21 is not available, the service would need to be deferred by 12 months for implementation (subject to funding) in the 2021/22 Peak Summer period instead.

Any changes regarding the beach mat service at Jetty Beach or beach wheelchair hire should be able to be implemented immediately.

Conclusion:

Jetty Beach was found to be a suitable location for inclusive beach access facilities and the beach mat provided from the access ramp has proved very popular. The provision of a lifeguard patrol on Jetty Beach during the Peak Summer period provided a number of benefits in regards to public safety and facilitating improved access to beach wheelchairs for hire. Provision of such services at this key location provides both social and tourism benefits to the community and visitors.  These initiatives if funded on an ongoing basis would assist Council to achieve its objectives within its Disability Inclusion Action Plan, Lifeguard Service Strategic Plan and the MyCoffs Community Strategic Plan.

 


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SC20/50       Coffs Coast Regional Sports Hub - Proposed Regional Indoor Sports Centre - Site Selection Report

Author:                        Group Leader City Prosperity

Authoriser:                  Director Sustainable Communities

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

Attachments:              ATT1  SC20/50   Proposed Regional Indoor Sports Centre - Xypher Consulting

ATT2  SC20/50   Consultation and Component Report - Proposed Regional Indoor Sports Centre - Xypher Consulting  

 

Executive Summary

As part of the Coffs Coast Regional Sports Hub project, funded by the NSW Government’s Regional Sports Infrastructure Fund ($10m) and Council, a business case is being prepared for the proposed Regional Indoor Sports Centre.

The first component of the business case is site selection, with the recommended site being Bruce Barnier Oval, Phil Hawthorn Drive, within the Coffs Coast Sport and Leisure Park.

Once the site selection is endorsed, the next stage of the project involves the preparation of a business case for the selected site.

 

Recommendation:

That Council

1.       Note the proposed Regional Indoor Sports Centre site selection report, recommending the Bruce Barnier Oval within the Coffs Coast Sport and Leisure Park (Attachment 1).

2.       Continue with the development of a business case as outlined in the Coffs Coast Regional Sports Hub project.

3.       Note that the site for the proposed Regional Indoor Sports Centre at Bruce Barnier Oval will be included in the next update of the Coffs Coast Sport and Leisure Park masterplan, and Sports Facility Plan.

 

Report

Description of Item:

At its meeting of 26 April 2018, Council resolved to submit an Expression of Interest to the NSW Government’s Regional Sports Infrastructure Fund (RSIF) for the Coffs Coast Regional Sports Hub – Stage 2.  A business case for the proposed Regional Indoor Sports Centre was included in the submission.

At its meeting of 27 September 2018, Council adopted the Coffs Harbour Indoor Sport Study which, amongst other things, prioritised the development of a proposed Regional Facility (minimum of 6 courts) within the Coffs Coast Regional Sports Hub to meet regional event and economic opportunities, subject to further investigation and evaluation on two potential sites (SCU and CCSLP precinct), as outlined in the Regional Indoor Sports Hub Preliminary Assessment.

In October 2018, Council was advised that the application for the RSIF funding round for the Coffs Coast Regional Sports Hub was successful, and this $12.5 million project is well underway.

In early 2019, Xypher Consulting were selected as the successful consultant to deliver the business case (including site selection) for the proposed Regional Indoor Sports Centre.  The consultant brief asked them to pursue site options within the broader precinct. As part of the engagement, SCU confirmed that they were no longer interested in pursuing the option of hosting the facility on their site, so this was removed for consideration, and investigations continued within the Coffs Coast Sport and Leisure Park consistent with the recommendations of the Coffs Harbour Indoor Sport Study.

Xypher Consulting investigated a number of sites within the broader CCSLP precinct, including siting various configurations to meet key requirements. As outlined within the report, these investigations have recommended Bruce Barnier Oval within the Coffs Coast Sport and Leisure Park.

The next stage of the project, as outlined in the Regional Sports Hub project funding agreement, is the preparation of a business case for the selected site.  This work can now commence to enable delivery of the business case as per the grant milestone.

Issues:

At its meeting of 25 July 2019, Council resolved to proceed with a site selection investigation for a proposed Regional Athletics Centre.  As a number of the sites were similar to those being investigated for the Regional Indoor Sports Centre, the proposed regional indoor site selection was paused before progressing to detailed business case. 

For clarity, the siting of the proposed Regional Indoor Sports Centre on Bruce Barnier Oval has had no negative impact on the consideration of the proposed Regional Athletics Centre adjacent on the same site.

The business case for the proposed Regional Indoor Sports Centre needs to progress to meet the grant deliverable.

Options:

1.   Accept the recommendation

2.   Amend the recommendation, noting that depending on the amendment this may risk the upcoming Regional Sports Infrastructure Fund grant milestones which requires delivery of the business case

Sustainability Assessment:

•     Environment

There are no environmental issues associated with confirming the site selection. Appropriate environmental considerations would occur throughout the next stages.

•     Social

Sports grounds are a valuable resource and are highly valued by the community partly because they provide a low cost recreation opportunity that is within the financial reach of a broad cross section of the community.

Participating in sport produces a range of benefits including improved physical fitness, enhanced mental health, skill development, increased self-esteem and opportunities for social networking. These benefits extend to not only players but officials and spectators, and provide opportunities to strengthen family units by encouraging families to spend time together.

The proposed Regional Indoor Sports Centre will be of significant benefit to visiting national, and state events, as well as to local sports teams and competitions who will have increased access to these facilities.

•     Civic Leadership

The establishment of the Coffs Coast Regional Sports Hub works towards achieving the outcomes identified within the Coffs Harbour 2030 Community Strategic Plan and is directly connected to the themes "Places for Living” and “Looking after our Community”.

•     Economic – Broader Economic Implications

The project would have positive economic implications during the construction period and also in the long term.  The business case will further quantify these implications.

•     Economic - Delivery Program/Operational Plan Implications

There are no specific economic issues associated with confirming the site for the proposed Regional Indoor Sports Centre.  It is noted that the capital and operational costs of the facility are at this stage unknown, with further detail to be provided (concept level) within the business case.

Risk Analysis:

Delivery of the business case for the proposed Regional Indoor Sports Centre is a deliverable under the Regional Sports Infrastructure Fund $10m grant for the Coffs Coast Regional Sports Hub.  The site selection report has been delayed to align timing with another site selection report being considered by Council.  Endorsing the site will enable Council to continue to deliver the grant milestones for the business case.

Consultation:

The attached report details the significant consultation undertaken to date.  The Coffs Harbour Indoor Sport Study also included significant consultation on this proposed facility. 

Related Policy, Precedents and / or Statutory Requirements:

Coffs Harbour Sports Facility Plan 2016

Coffs Harbour Indoor Sport Study

Implementation Date / Priority:

The business case development can commence once the site selection is endorsed by Council.

Conclusion:

Selecting a site for the proposed Regional Indoor Sports Centre at Bruce Barnier Oval progresses a number of previous Council resolutions, and will enable the project to move to the next stage (business case) to align with funding milestones.

 


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SC20/51       Proposed Regional Athletics Centre - Site Selection Report

Author:                        Group Leader City Prosperity

Authoriser:                  Director Sustainable Communities

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

Attachments:              ATT1  SC20/51   Site Selection Project Report – Proposed Regional Athletics Centre – Xypher Sport and Leisure

ATT2  SC20/51   Stakeholder Consultation and Technical Assessment Report (SCTA Report) – Xypher Sport and Leisure

ATT3  SC20/51   SCTA Report Appendix A –  Stakeholder Pre-Assessment Consultation Workshop Presentation

ATT4  SC20/51   SCTA Report Appendix B – Site Information

ATT5  SC20/51   SCTA Report Appendix C – Flooding Options Assessment

ATT6  SC20/51   SCTA Report Appendix D – Flooding Hazard Impact Assessment

ATT7  SC20/51   SCTA Report Appendix E – Traffic Assessment  

 

Executive Summary

In July 2019, Council resolved to support in principle the establishment of a Regional Athletics Centre and to undertake a site selection investigation.

 

The proposed Regional Athletics Centre site selection report is provided to Council following a comprehensive investigation. The site selection process has included an engagement period with the various stakeholders affected by the proposed sites investigated including national, state and local athletics, football, cricket, Oztag, and touch football.

 

Recommendation:

That Council:

1.       Note the proposed Regional Athletics Centre site selection report (Attachment 1) , confirming York Street Oval consistent with the adopted Coffs Harbour Sports Facility Plan 2016.

2.       Consider a further report outlining ongoing stakeholder engagement and an agreed co-location plan at York Street Oval which accommodates facilities for a Regional Athletics Centre together with district level football.

 

Report

Description of Item:

At its Council meeting of 25 July 2019, Council resolved to undertake a site selection study for the proposed Regional Athletics Centre (RAC) as follows:

That Council:

1.       Supports in principle the establishment in the near future of a permanent year round Regional Athletics Centre, consisting of an international standard 400m multi-lane (minimum 8) all weather synthetic-surfaced track and field facility, to be situated in the Coffs Harbour Local Government Area to service Coffs Harbour and the surrounding area and for the overall benefit of the North Coast Region.

2.       Recognises the establishment of a Regional Athletics Centre would presently be dependent on funding being provided by the State and/or Federal Governments, with the contribution of Council being the provision of land.

3.       Undertakes to identify and report on suitability of potential sites for the establishment of a permanent Regional Athletics Centre, with a supporting funding allocation of $40,000 from the Community Facilities Reserve.

4.       That the potential sites for investigation include the following:

a)   North of the Hockey Fields

b)   At the grounds managed by the Coffs Harbour Rugby League Club Inc.

c)   At York St oval.

Accordingly, Xypher Consulting were engaged to investigate the options for sites for the proposed RAC.

In terms of site selection, four sites were investigated – the three listed above in the Council resolution together with a fourth on the western part of the Coffs Coast Sport and Leisure Park.  As noted in the attached Xypher Consulting report, two of these options were found and agreed by stakeholders to be unviable, and hence the remaining two sites (York St Oval and Bruce Barnier Oval) were investigated in greater detail.

Issues:

The site selection investigations of the resultant two sites have taken longer than expected due to significant additional flood modelling works, ongoing discussions with stakeholders, and further delays due to COVID-19. 

The attached site selection report details the investigations to date and the further recommendations for York Street Oval. The various issues of the two potential sites are summarised here:

Capital Costs

An assumed base capital cost for a regional synthetic athletics track at either location is $3 million (note this is a high level estimate based on initial concept and would be investigated further during detailed design).  However, for the purpose of comparison, the cost of the infrastructure itself is assumed to be the same at both locations.

York Street $3,000,000                                      Bruce Barnier Oval $3,000,000

As expected, site specific costs are in addition to the base infrastructure. As synthetic athletics tracks are not feasible in flood areas, each site would require additional fill to elevate the track and this results in some significant variances to the two sites.

York Street $280,000 - $420,000                       Bruce Barnier Oval $2,240,000

(depending on eventual location)

Site Comparison

Site 1 - York Street Oval

Key Advantages

Key Limitations

·   Site size (6.6ha) and design layout

·   Manageable impact on other users

·   Potential short and long term options

·   Lower cost

-    Easier to secure external funding

·   Potential for a shorter development timeframe (with alternative layout)

·   Ability to plan, develop and expand with a focus on athletics into the future

·   Not physically connected to sports precinct

·   Located closer to residents

Site 2 - Bruce Barnier Oval

Key Advantages

Key Limitations

·   Location in major sports precinct connected to other regionally significant facilities

·   Site profile and image

·   Potential to integrate with and optimise proposed RISC facilities

·   Flooding/site fill (significant earthworks required - estimated at $2m higher)

·   Design/layout/expansion restricted by available area (4.4ha), site fill and other facilities (existing and planned)

-    Synthetic warm up facilities cannot be accommodated (only grass)

-    Not an ideal layout

·   Impact on other users/events and precinct function

-    Unplanned relocation and loss of fields for other sports

-    Risk of losing major events due to reduction of space available (loss of 5 Oztag and 2 touch fields for major events)

·   RAC availability for athletics would be impacted by other precinct events

·   Significant impact on CCSLP Master Plan

-    Council adopted and planned capacity increases (additional fields) would not be realised

·   Planning and funding connections with other facilities likely to complicate and draw out project timeframe

·   No viable short term option available

Way Forward

Consistent with the Coffs Harbour Sports Facility Plan 2016, the confirmation of York Street Oval will enable the establishment of the proposed Regional Athletics Centre. This confirmation will enable further stages including:

1.   An agreed co-location plan in the short term between athletics and football

2.   Development of a business case to assist with funding submissions

3.   Development of detailed design to assist with funding submissions and deliver an accurate whole of project costing

4.   Construction of synthetic track

Stages (2-4) will require additional resource and funding.

Options:

1.   Adopt the recommendation and confirm the site selection of York Street Oval for the RAC, allowing engagement to commence for an agreed co-location plan with all stakeholders

2.   Amend the recommendation.  Council may choose to place the report on public exhibition for further engagement with key sporting stakeholders.

Sustainability Assessment:

•     Environment

Environmental considerations have been detailed in the consultant’s report and supporting attachments.  There are no specific environmental factors associated with selecting a site. 

•     Social

Sports grounds are a valuable resource and are highly valued by the community partly because they provide a low cost recreation opportunity that is within the financial reach of a broad cross section of the community.

Participating in sport produces a range of benefits including improved physical fitness, enhanced mental health, skill development, increased self-esteem and opportunities for social networking. These benefits extend to not only players but officials and spectators, and provide opportunities to strengthen family units by encouraging families to spend time together.

The proposed Regional Athletics Centre will be of significant benefit to visiting state and regional events, as well as to local athletes who will have increased access to these facilities.

•     Civic Leadership

The establishment of the proposed Regional Athletics Centre works towards achieving the outcomes identified within the Coffs Harbour 2030 Community Strategic Plan and is directly connected to the themes "Places for Living” and “Looking after our Community”.

•     Economic – Broader Economic Implications

The project would have positive economic implications during the construction period and also in the long term. 

•     Economic - Delivery Program/Operational Plan Implications

There are no specific economic issues associated with confirming the site for the proposed Regional Athletics Centre. 

It is noted that the site selection scope did not include a business case or any assessment of the economic implications.

It is noted that the resolution of Council recognises the establishment of a Regional Athletics Centre would presently be dependent on funding being provided by the State and/or Federal Governments, with the contribution of Council being the provision of land.

Risk Analysis:

It is acknowledged there is further work to be done with all stakeholders to agree on a co-location plan for York Street Oval. Without a confirmation of the site, it is difficult to progress. 

There is a risk that further delays could mean the proposal cannot progress to take advantage of any funding opportunities that can move the project through the various stages noted above including business case, detailed design and construction.

Consultation:

Significant consultation has taken place with a variety of sporting stakeholders. As detailed in the attached report, there are a number of differing views amongst these stakeholders, and even within each stakeholder group.  The state sporting organisation representing athletics (Athletics NSW and Little Athletics NSW) are comfortable with the York Street Oval site and are keen for the project to progress.

It is difficult to progress discussions or planning any further until a site is confirmed and endorsed.

If the site is confirmed by Council, it will allow further engagement with all interested stakeholders, including the state and local representatives of athletics and football, to work towards an agreed plan for co-location at York St Oval.

Related Policy, Precedents and / or Statutory Requirements:

The Coffs Harbour Sports Facility Plan 2016 indicates York Street Oval as the future site for the proposed regional athletics centre.

A previous memorandum of understanding between athletics and football exists to progress York Street Oval as a shared site between the two sports.

Implementation Date / Priority:

If the York Street site is confirmed, engagement will continue with key stakeholders on co-location.

Conclusion:

The site selection report for the proposed Regional Athletics Centre has been prepared following consultation with a variety of stakeholders including state and local representatives from relevant sports bodies.

 

Consistent with the Coffs Harbour Sports Facility Plan 2016, York Street Oval is the recommended site, providing the best interim and long term solution for athletics.  Adoption of this location will allow Council to commence further engagement with relevant sports to progress to an agreed co-location plan.

 


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SC20/52       Draft Coffs Harbour Development Control Plan 2015 - Amendment No. 18 (Housekeeping 5)

Author:                        Planner/Urban Designer

Authoriser:                  Director Sustainable Communities

MyCoffs:                      C.1 Liveable neighbourhoods with a defined identity

Attachments:              ATT1  SC20/52   Draft Coffs Harbour DCP 2015 - Amendment No. 18 (Housekeeping 5)  

 

Executive Summary

Coffs Harbour Development Control Plan (DCP) 2015 came into force on 29 September 2015 and gives effect to Coffs Harbour Local Environmental Plan (LEP) 2013. To ensure that it remains up to date and facilitates positive growth outcomes for the Coffs Harbour Local Government Area (LGA), Council routinely undertakes housekeeping reviews of Coffs Harbour DCP 2015.

The purpose of this report is to seek Council’s endorsement to publicly exhibit draft Coffs Harbour DCP 2015 – Amendment No. 18 (Housekeeping 5) (Attachment 1).

 

Recommendation:

That Council:

1.       Endorse and publicly exhibit draft Coffs Harbour Development Control Plan 2015 – Amendment No. 18 (Housekeeping 5) (Attachment 1) for a minimum period of 28 days.

2.       Consider a further report, outlining the outcomes of the public exhibition of draft Coffs Harbour Development Control Plan 2015 – Amendment No. 18 (Housekeeping 5).

 

Report

Description of Item:

Coffs Harbour DCP 2015 came into force on 29 September 2015 and gives effect to Coffs Harbour LEP 2013. Council’s fifth housekeeping review of Coffs Harbour DCP 2015 has been undertaken to support its ongoing effective implementation. A number of required amendments to Coffs Harbour DCP 2015 have been identified as part of this review. These amendments relate to the following four topics:

-     Subdivision and Built Form Controls;

-     Environmental Controls;

-     General Development Controls; and

-     Miscellaneous Housekeeping Amendments.

The proposed amendments are detailed in Attachment 1 of this report and are summarised in the Issues section of this report. The purpose of this report is to seek Council’s endorsement to publicly exhibit draft Coffs Harbour DCP 2015 – Amendment No. 18 (Housekeeping 5) (Attachment 1).

Issues:

The proposed housekeeping amendments to Coffs Harbour DCP 2015 include updates to address minor anomalies, account for changes in Government policies, new guidelines and legislative changes. The proposed amendments are provided in detail in Attachment 1 of this report. The proposed changes have also been summarised and grouped into the four topics as follows:

1.   Subdivision and Built Form Controls

A number of draft amendments have been prepared for Part C Subdivision Controls and Part D Built Form Controls of Coffs Harbour DCP 2015. These draft amendments relate to water sensitive urban design, road construction, waterways, infrastructure, accessibility, driveways and access handles. The draft amendments seek to provide greater clarity and safer outcomes; and to align with Australian Standards, Austroads, NSW Rural Fire Service requirements and other relevant guidelines.

2.   Environmental Controls

Draft amendments are proposed to Part E Environmental Controls of Coffs Harbour DCP 2015 to address minor anomalies and to provide greater clarity to the intent of existing requirements. The proposed amendments also include additions and amendments to Appendix 2 – Guideline for Preparing Vegetation Management Plans in relation to artificial hollow resources, reporting and costing requirements for land to be dedicated to Council.

3.   General Development Controls

Draft amendments are proposed to Part F General Development Controls to address anomalies, improve access safety, align with Australian Standards and reference NSW Rural Fire Service requirements. The draft amendments also propose to introduce landscaping requirements in accordance with the Coffs Harbour Public Realm Urban Design Guidelines.

4.   Miscellaneous Housekeeping Amendments

Various miscellaneous housekeeping amendments are also proposed throughout Coffs Harbour DCP 2015. These draft amendments aim to update nomenclature, to remove references to deferred matters (land that previously applied to Coffs Harbour LEP 2000) and to include new definitions (sensitive facility, early education and care facility).

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 proposed amendments to Coffs Harbour DCP 2015 seek to achieve positive environmental outcomes within the Coffs Harbour LGA and to ensure that development continues to be carried out in an environmentally sustainable manner.

•     Social

The proposed amendments to Coffs Harbour DCP 2015 are unlikely to result in any social impacts.

•     Civic Leadership

A number of outcomes described in Council’s MyCoffs Community Strategic Plan are relevant to this report such as: undertaking development that is environmentally, socially and economically responsible; fostering informed and inspired leadership in our community; and undertaking effective engagement.

•     Economic – Broader Economic Implications

Regular housekeeping reviews of Coffs Harbour DCP 2015 aim to provide certainty within the development industry, which assists the local economy.

•     Economic - Delivery Program/Operational Plan Implications

Draft Coffs Harbour Development Control Plan 2015 – Amendment No. 18 (Housekeeping 5) is being undertaken internally, therefore the recommendations of this report are unlikely to result in any impacts to Council’s Operational Plan or Delivery Program.

Risk Analysis:

The housekeeping review process provides a mechanism to reduce risk to Council, stakeholders and the community. The Coffs Harbour DCP 2015 amendment process will be undertaken in accordance with the relevant provisions of the Environmental Planning and Assessment Act 1979 and Regulation.

Consultation:

This report recommends that Council publicly exhibit the proposed amendments to Coffs Harbour DCP 2015 for a minimum period of 28 days to obtain feedback and input from the community and stakeholders. The outcomes of this consultation will be reported back to Council in a subsequent report. Consultation has been, and will continue to be, undertaken in accordance with Council’s Community Participation and Engagement Plan, as follows:

DCP Amendment Process

Inform

Consult

Involve

Collaborate

Public Exhibition

x

x

Council Report - Adoption

x

Notification of Council’s Decision

x

 

 

Place Score

In early 2019, Council undertook extensive community consultation using the Place Score placemaking tool. The 2019 Place Score report was presented to Council on 11 April 2019. This report supports the community’s liveability improvement priorities identified by Place Score, including general condition of public open space and landscaping and natural elements.

Related Policy, Precedents and / or Statutory Requirements:

The proposed housekeeping amendments to Coffs Harbour DCP 2015 will be undertaken in accordance with the Environmental Planning and Assessment Act 1979 and associated Regulation. A number of other relevant policies and statutory documents have been considered in the preparation of the proposed amendments.

Implementation Date / Priority:

A further report will be brought back to Council post exhibition, to present the outcomes of the public exhibition process. If adopted by Council, the proposed amendments to Coffs Harbour DCP 2015 will commence on the date that public notice of its approval is given, or on a later date specified in the notice.

Conclusion:

The purpose of this report is to seek Council’s endorsement to publicly exhibit draft Coffs Harbour DCP 2015 – Amendment No. 18 (Housekeeping 5) (Attachment 1). The proposed housekeeping amendments include updates to address minor anomalies, account for changes in Government policies, new guidelines and legislative changes. The proposed amendments will ensure that Coffs Harbour DCP 2015 remains up to date and facilitates positive growth outcomes for the Coffs Harbour LGA.

 


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SC20/53       Development Application No. 0725/20 - Demolition of Existing Dwelling and Construction of New Dwelling - Lot A DP 416682, 19 Jarrett Street, Coffs Harbour

Author:                        Development Assessment Coordinator

Authoriser:                  Director Sustainable Communities

MyCoffs:                      C.1 Liveable neighbourhoods with a defined identity

Attachments:              ATT1  SC20/53   Development Application No. 0725/20 - S4.15 Evaluation Report

ATT2  SC20/53   Development Application No. 0725/20 - Plans

ATT3  SC20/53   Development Application No. 0725/20 - Draft Conditions

ATT4  SC20/53   CONFIDENTIAL Development Application No. 0725/20 - 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

This report provides an assessment of Development Application No. 0725/20 for demolition of an existing dwelling and construction of a new dwelling at 19 Jarrett Street, Coffs Harbour.

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

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

-     Significant public interest and community input;

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

-     Significant land use; and

-     Major environmental issues.

The development proposes a variation to the height standard specified in clause 4.3 Height of Buildings of Coffs Harbour Local Environmental Plan 2013. Following public exhibition of the application, Council received submissions from five (5) adjoining landowners.

The development application is reported to Council for determination because it proposes to vary a development standard in the Local Environmental Plan by more than 10%.

 

Recommendation:

That Council:

1.       Support the request to vary a development standard made pursuant to Clause 4.6 of Coffs Harbour Local Environmental Plan 2013 for the variation to the Height of Buildings Standard under Clause 4.3 of Coffs Harbour Local Environmental Plan 2013 in this particular case.

2.       Approve Development Application No. 0725/20 for demolition of an existing dwelling and construction of a new dwelling at Lot A DP 416682, No.19 Jarrett Street, Coffs Harbour subject to the conditions provided in Attachment 3.

3.       Advise those persons who made a submission to Development Application No. 0725/20 of Councils determination.

 

REPORT:

Applicant:

Mr R Schimminger

Landowner:

Mrs M and Mr M Smith

Land:

Lot A DP 416682, 19 Jarrett Street, Coffs Harbour

Zone:

R3 – Medium Density Residential

Description:

Demolition of existing Dwelling and construction of new Dwelling

Description of Item:

•     The Site

The site is identified as Lot A DP 416682, 19 Jarrett Street, Coffs Harbour and includes an existing dwelling constructed on two levels. The land has a site area of 720m2 and slopes towards Jarrett Street enabling expansive northern views towards the hinterland, Jetty Precinct and Park Beach. The site is zoned R3 Medium Density Residential under the Coffs Harbour Local Environmental Plan 2013.

The site adjoins residential housing consisting of large multi-level single dwellings and more recent townhouse developments, which gain hinterland and ocean views from their elevated positions. The existing development site can be seen in Figure 1 below.

Figure 1 : Locality Plan

•     The Development

The proposed development involves demolition of the existing dwelling and construction of a new dwelling. The new dwelling will be erected in the same area as the existing dwelling and is of a similar design and construction, comprising a ground level for car parking and an upper level living area.

The building will have frontage, pedestrian and vehicle access from the existing driveway connecting to Jarrett Street. The building is orientated to the north to take advantage of the aspect and extensive hinterland and coastal views.

The building is contemporary in design and has a low pitched skillion metal roof. The external cladding comprises a mixture of masonry, clad walls with feature cladding, glazing and metal screens.

Issues:

The main assessment issues for the proposed development are:

-     Variation to the height of buildings development standard

-     Penetration of the Obstacle Limitation Surface map (OLS)

-     Variation to some setback requirements

-     Amenity (potential roof glare) and loss of views

These issues are detailed in the Section 4.15 Evaluation Report as Attachment 1 to this report.

Options:

1.   Adopt the recommendation thereby granting approval to the application, subject to conditions.

2.   Refuse the application and list reasons for refusal.

Sustainability Assessment:

•     Environment

A complete assessment of potential environmental impacts is provided in the Section 4.15 Evaluation Report as Attachment 1 to this report.

•     Social

A complete assessment of potential social impacts is provided in the Section 4.15 Evaluation Report as Attachment 1 to this report.

•     Civic Leadership

The proposed development is considered to be consistent with the ‘MyCoffs Community Strategic Plan’ particularly the ‘A Place for Community’ theme, which requires amongst other things that development occur in a way that is environmentally, socially and economically responsible.

•     Economic – Broader Economic Implications

The proposed development is not expected to result in any significant broader economic implications.

•     Economic - Delivery Program/Operational Plan Implications

There are no implications for Council’s Delivery Program/adopted Operational Plan.

Risk Analysis:

A risk analysis has been undertaken and it is considered that approval of the development application as recommended, does not pose a significant risk to Council.

Consultation:

The development was advertised and notified in accordance with the requirements of the Community Participation and Engagement Plan for a period of fourteen days, 9 May to 23 May 2020, and submissions were received from five (5) adjoining and surrounding landowners.

A full copy of all of the submissions is a confidential attachment to this report (Attachment 4) as the submissions may contain personal or private information or other considerations against disclosure as prescribed under the Government Information (Public Access) Act 2009.

Related Policy, Precedents and / or Statutory Requirements:

The statutory instruments relevant to the development include the following:

-    State Environmental Planning Policy No. 55 – Remediation of Land

-    State Environmental Planning Policy (Coastal Management) 2018

-    State Environmental Planning Policy - Building Sustainability Index: BASIX 2004

-    Coffs Harbour Local Environmental Plan 2013

-    Coffs Harbour Development Control Plan 2015

-    Coffs Harbour Community Participation and Engagement Plan

Implementation Date / Priority:

In the event that Council adopts the recommendation, a formal notice of determination will be issued for the development application. A formal notice of determination is valid for five years and the applicant can act on the development consent at any time within that period, subject to meeting any relevant conditions of the consent.

Conclusion:

A comprehensive assessment of the application has been undertaken in accordance with all statutory requirements and it is recommended that the application be approved subject to a number of standard conditions (Attachment 3).

 

 


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SC20/54       NRPP - Development Application No. 0918/20 - Seniors Housing (16 Self-Contained Dwellings in Building A and 57 Self-Contained Dwellings in Building B and Alterations and Additions to Enclose Building C/D Car Parking) - Lot 4 DP 1263001, Arthur Street, Coffs Harbour

Author:                        Development Assessment Officer

Authoriser:                  Director Sustainable Communities

MyCoffs:                      C.1 Liveable neighbourhoods with a defined identity

Attachments:              ATT1  SC20/54   NRPP Development Assessment Report    

 

 

Executive Summary

The purpose of this report is to advise that a development assessment report, prepared by Council, for Development Application No. 0918/20, has been lodged with the Northern Regional Planning Panel.  

The proposed development is for Seniors Housing (16 self-contained dwellings in building A and 57 self-contained dwellings in building B and alterations and additions to enclose building C/D car parking).

The estimated cost of construction is $50 million.  Under State Environmental Planning Policy (State and Regional Development) 2011, developments with a capital investment value of more than $30 million, are required to be determined by the Northern Regional Planning Panel and not Council.

A copy of the development assessment report that has been provided to the Panel is provided attached to this report as ATT 1 NRPP Development Assessment Report.  It is recommended that the content of this report be noted.

 

Recommendation:

That Council note the report.

 

REPORT:

Applicant:

Rowville Park Pty Ltd

Landowner:

Rowville Park Pty Limited

Land:

Lot 4 DP 1263001, Arthur Street, Coffs Harbour

Zone:

R3 – Medium Density Residential

Description:

Seniors Housing (16 self-contained dwellings in building A and 57 self-contained dwellings in building B and alterations and additions to enclose building C/D car parking)

Description of Item:

The purpose of this report is to advise that Development Application No. 0918/20 is scheduled for consideration by the Northern Regional Planning Panel.  This application proposes development of Seniors Housing (16 self-contained dwellings in building A and 57 self-contained dwellings in building B and alterations and additions to enclose building C/D car parking).

Issues:

·    Proposed Development

The proposal is for Seniors Housing (16 self-contained dwellings in building A and 57 self-contained dwellings in building B and alterations and additions to enclose building C/D car parking). 

-     The development consists of 73 self-contained dwellings in the form of:

i.    Building A: 16 independent living units (ILU) within a three storey building.

ii.    Building B: 57 ILU within an 11 storey building. 

-     Car parking

-     Landscaping

-     Alterations to Building C/D to enclose car park

Construction for seniors housing is currently occuring on the site.  This development was approved by the Northern Regional Planning Panel on 16 August 2017 (Development Consent 0902/17DA).  The current application alters and amends some of the development components approved under Development Consent 0902/17DA.

·    Regional Planning Panel Determination

Section 4.5 of the Environmental Planning and Assessment Act 1979 specifies that the regional planning panel for the area in which the development is to be carried out, being the Northern Regional Planning Panel, is the consent authority in the case of development of a kind that is declared regionally significant development. 

Schedule 7 (2) of State Environmental Planning Policy (State and Regional Development) 2011 lists general development that has a capital investment value of more than $30 million to be regionally significant development.  The development proposed under Development Application No. 0918/20 has a capital investment value of $50 million.

·    Process for Development Applications Determined by the Regional Planning Panel

Development applications which are determined by the Regional Planning Panel are lodged with Council in the normal manner.  Staff assess these applications following the normal processes, as required by the Environmental Planning and Assessment Act 1979 and Regulations.

Staff then provide a development assessment report, with recommendations, to the Panel for determination.

·    Assessment Report

The Assessment Report is provided to the Planning Panels Secretariat.  The report is placed on the NSW Planning Portal prior to the Northern Regional Planning Panel determining the application.  A copy of the Assessment Report is appended to this report.

Options:

·    The Role of Councillors

A number of operational procedures and fact sheets have been developed by the Regional Planning Panel.  The NSW Department of Planning, Industry and Environment publication titled ‘Sydney District and Regional Planning Panels operational procedures’ and dated August 2020 has relevant sections to clarify Councillors role in applications determined by the Panel.

In particular, Clause 11.12 of the operations procedures is relevant as follows:

An elected council may make a submission on a DA within their LGA that is to be determined by a Panel up to seven days before the Panel meeting.

After the assessment report is sent to the secretariat, it may be given to the elected council to assist in its decision as to whether it will be making a submission to the Panel. The elected council’s submission should not be prepared by persons involved in the assessment of the application but could be prepared by another council officer, or a consultant.

A council submission should not be specifically referenced in the assessment report or recommendations prepared by the council staff. If council makes a submission, a staff representative or individual Councillors may register to address the Panel at the meeting to express the views of council.

Councillors who are also Panel members have an independent role because they have been nominated by their council as its nominee to the Panel.

Sustainability Assessment:

•     Environment

The purpose of this report is to advise that Development Application No. 0918/20 is scheduled for consideration by the Northern Regional Planning Panel.  Matters relating to environmental impact associated with the proposed development are addressed in the development assessment report appended to this item.

•     Social

The purpose of this report is to advise that Development Application No. 0918/20 is scheduled for consideration by the Northern Regional Planning Panel.  Matters relating to social impacts associated with the proposed development are addressed in the development assessment report appended to this item.

•     Civic Leadership

Council staff have undertaken their role in assessment of this application.

•     Economic – Broader Economic Implications

There are no economic implications that will result from Council’s consideration of this matter and adoption of the recommendation.

•     Economic - Delivery Program/Operational Plan Implications

There are no implications for Council’s Delivery Program or adopted Operational Plan.

Risk Analysis:

Risk analysis matters have been considered.  The recommendation is that Council note the content of this report and adoption of this recommendation will not result in any significant risk to Council.

Consultation:

The development was advertised and notified in accordance with the requirements of the Coffs Harbour Community Participation and Engagement Plan for a period of 14 days and 105 submissions were received. Of the 105 submissions received in total, one submission was objecting to the development and 104 submissions supported the proposed development.

The matters raised in submissions are considered in detail in ATT 1 NRPP Development Assessment Report.

Related Policy, Precedents and / or Statutory Requirements:

The process for assessment of development applications is a statutory process defined by the Environmental Planning and Assessment Act 1979.  This includes the statutory provisions which determine that the application will be determined by the Northern Regional Planning Panel.  A number of operational procedures, which have been developed by the Northern Regional Planning Panel, specify procedural matters for the Panel and its decisions.

The statutory considerations with respect to assessment of the development application have been addressed in the development assessment report that is appended to this item.

Implementation Date / Priority:

At the time of completing this report, the Northern Regional Planning Panel had not yet advised Council the date of when this application will be considered.

Conclusion:

This report provides some detail of Development Application No. 0918/20 and the process of consideration of the application by the Northern Regional Planning Panel.

 

 


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NOM20/13   Coffs Harbour Skate Park

Attachments:          Nil

 

Motion:

Councillor Townley and Councillor Swan have given notice of their intention to move the following:

"That Council:

1.   Endorse a request to adopt a dual name for the Coffs Harbour Skate Park as ‘Gunganbu Park’

2.   Commission a local Indigenous artist to produce a mural at the Skate Park which encapsulates the theme expressed in the name ‘Gunganbu Park’

 

Explore the concept of:

3.   Installing temporary panels available for public art

4.   Hosting an annual skating festival with a youth mental health focus

5.   Including skate-ability as a theme within the Brelsford Park Masterplan process

6.   Working with the LALC and BMNAC to support the proposal of monthly Gumbaynggirr cultural sessions with local youth. 

 

Commit to:

7.   The provision of shade elements for the skate park.

8.   Working with local skate community on further improvement of facilities and maintenance."

 

Rationale:

“The recent tragic death of a young Coffs Harbour man Koby Mitchell inspired his friends and family to honour his life and his love of skating by seeking some embellishments to the skate park he loved.

They have proposed a dual name for the park ‘Gunganbu Park’.

Below is an extract from their request:

“We have been working with the Muurrbay Language Centre in Nambucca to find a suitable title for the park […] We want to hold onto the legacy of Koby, Vinnie, Jay, as well as other skaters who have passed whilst also displaying what the park means to so many; a place where people of many walks of life can come together to unite in skating, bettering themselves, the community, the sport and building unique and life long friendships.

 Because of these reasons, we put forward the proposal to rename the park to ‘(pronounced; goong-an-boo), which means ‘Friend Park’, as this highlights the core of what the skatepark represents to the youth of Coffs Harbour. Furthermore , we would like to have a short phrase displayed under the title which reads “maana gunganbu minggiiya” (pronounced mah-na goong-an-boo-ming-ghee-ya), translating to “holding friends in the heart”.”

Dual naming is in keeping with Council policy and it is requested that Council endorse this name and then commence appropriate procedures of consultation.

The family and friends have also made some other requests relating to commissioning an Indigenous mural and making provision for temporary public art. In addition, they seek consideration of a skating festival and the provision of shade in the park as well as the incorporation of skating elements within the Brelsford Park Masterplan.”

Staff Comment:

Point 1 of the recommended motion is consistent with the intent of Council’s approach to Dual Naming as prescribed in Council’s Reserve Naming and Memorial Policy (POL-116).

 

In the case of Dual Naming, the Policy calls for a formal process of consultation and support by relevent language, indigenous and elder groups prior to execution. The recommended motion facilitates those actions occuring upon adoption of the motion.

 

All other points of the recommended motion can be most effectively dealt with via a future report to Council following appropriate exploration, planning and consultation.