Coffs Harbour City Council

14 October 2020

 

Ordinary Council Meeting

 

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

 

Thursday, 22 October 2020

 

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

 

 

AGENDA

 

1.         Opening of Ordinary Meeting

2.         Acknowledgment of Country

3.         Public Forum

4.         Disclosure of Interest

5.         Apologies

6.         Leaves of Absence

7.         Mayoral Minute

8.         Confirmation of Minutes

9.         Rescission Motion

10.      Notices of Motion – General

11.      General Manager’s Reports

12.      Notices of Motion – Business Services

13.      Directorate Reports – Business Services

14.      Notices of Motion – Sustainable Communities

15.      Directorate Reports – Sustainable Communities

16.      Notices of Motion – Sustainable Infrastructure

17.      Directorate Reports – Sustainable Infrastructure

18.      Questions On Notice

19.      Matters of an Urgent Nature

20.      Consideration of Confidential Items (if any)

21.      Close of Ordinary Meeting

 

 

Steve McGrath

General Manager

 

 


Order of Business

 

  

General Manager's Reports

GM20/26         Webcasting Council Meetings........................................................................ 3

GM20/27         Committee/Panel - Appointment of Councillor to Northern Regional Planning Panel (NRPP)....................................................................................... 10

GM20/28         Seek Legal Advice Adverse Occupier - Unoccupied Lands East of The Railway Line and North of Marina Drive Jetty Foreshores........... 12

GM20/29         Local Government NSW Conference 2020 - Voting Delegates....... 19

Notices of Motion Business Services

NOM20/16      Waste Plastic to Fuel Technology............................................................ 22

Directorate Reports - Business Services

BS20/58          Audited 2019/2020 Annual Financial Statements.................................... 23

BS20/59          Park Beach Area Contributions Plan Review - Post Exhibition... 172

BS20/60          City Centre Masterplan Works - Budget Adjustments.................. 201

BS20/61          Contract No. RFT-1246-TO - Supply and Delivery of Electrical Products and Fittings................................................................................... 207

Notices of Motion Sustainable Communities

NOM20/17      Accommodation Developments.................................................................. 210

Directorate Reports - Sustainable Communities

SC20/57          Planning Proposal PP_2019_Coffs_002_00 - Application to Amend Coffs Harbour LEP 2013 to Rezone Land - Part Lot 202 DP 874273 Newmans Road, Woolgoolga - Post Exhibition................................... 211

SC20/58          Development Application No. 0867/20 - Telecommunications Facility - Lot 110 DP 790562, Advocate Park, Stadium Drive, Coffs Harbour 763

SC20/59          South Solitary Island Lighthouse Optic Management Plan......... 791

Directorate Reports - Sustainable Infrastructure

SI20/19           Solitary Islands Way / Centenary Drive, Woolgoolga Intersection Works.................................................................................................................... 908   


GM20/26      Webcasting Council Meetings

Author:                        Governance Coordinator

Authoriser:                  Group Leader Governance

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

Attachments:              ATT1  GM20/26  OLG Circular 20-09 dated 25 March 2020  

 

Executive Summary

Council audio-visually webcasts its meetings and currently outsources the equipment and production.  Council is currently reviewing this to determine the most sustainable option for future meetings.

 

The purpose of this report is to present to Council a recommended option for webcasting future meetings.

 

Recommendation:

That Council:

1.      Proceed to audio-visually webcast Council meetings with only the working minutes visible.

2.      Note that Council will cease streaming audio using Mixlr and storing the files in Sound Cloud from the first meeting in November 2020.

 

Report

Description of Item:

In late April 2020, Council started audio-visually webcasting its meetings in response to amendments made to the Local Government Act 1993 (see the attached OLG Circular 20-09 (25 March 2020)).  Council outsources the webcasting production and equipment and is now reviewing this to determine the most sustainable option for future meetings.

 

A review of how other NSW Council’s webcast their meetings demonstrated various methods in how the meetings are visually presented such as:

 

·    Both minutes and Chambers are visible (e.g. Coffs Harbour City Council, Albury City Council and Shoalhaven Council)

·    Only the minutes are visible (e.g. Sydney, Wollongong and Lake Macquarie Councils)

 

In assessing the options, the costings associated with different options were reviewed and are presented in (Table 1) and recent viewer numbers (Table 2).

 

Table 1. The estimated costs associated with each webcast option.

Option

Estimated Capital Cost

Estimated Operational Cost

Outsource webcasting equipment and production

No capital Cost

$1000 per meeting dependant meeting length

Audio-visually webcast with only the working minutes visible

Software          $  2000

Mixing desk     $    800

Computer        $  1500

Total               $  4300

$150-$300 per meeting dependant meeting length

Purchase equipment and have staff manage production

Software          $  2000

Mixing desk     $  1500

3 Cameras at $  5000 each

Installation       $  2000

Computer        $  2000

Total               $22500

$150-$300 per meeting dependant meeting length

 

The most cost efficient option is to audio-visually webcast meetings with only the working minutes visible as this has both a low capital cost and operational cost.

 

Table 2. Viewer and listener data for recent Council meetings.

Meeting Date

Length of meeting

Video

Audio

Peak Viewers on the night

Total Views (as of date)

Peak listeners on the night

14/05/2020

5 hr 55 m

73

363

37

28/05/2020

2 hr 42 m

40

108

16

11/06/2020

2 hr 44 m

21

84

12

25/06/2020

44 m

14

15

8

09/07/2020

1 hr 21 m

21

28

Approx. 10

23/07/2020

2 hr 45 m

16

35

Approx. 10

13/08/2020

3 hr 39 m

33

115

Approx. 10

27/08/2020

3 hr 37 m

39

125

Approx. 10

10/09/2020

2 hr 33 m

34

82

11

08/10/2020

2 hr 34 m

22

55

7

 

From the above table, the preferred method used by online viewer/listeners is audio-visual webcasting.  Additionally, there are substantially more viewers after the meeting rather than during.

 

As a result, it is recommended that Council proceed to audio-visually webcast its meetings with only the working minutes live streamed to the community. This still provides both the audio and visual, whilst minimising the capital and operational costs.  Should there be a change in usage and or viewers a report can be brought back with any feedback.

Issues:

Council is currently streaming both audio only, using Mixlr, and audio-visually, using Vimeo.  Once the minutes are finalised, the Mixlr audio is then posted to the Council website.  Depending on the resolution by Council, it is planned that audio streaming using Mixlr will cease from the first meeting in November 2020.

Options:

1.    Audio-visually webcast Council meetings with only the working minutes streamed to the community.

2.    Continue to outsource webcasting equipment and production of Council Meetings.

3.    Purchase audio-visual equipment for Council meetings and perform in-house production.

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

By webcasting meetings, Council is showing civic leadership by providing broadening public access to council meetings, this meets objective D.1 Our leaders give us confidence in the future of the MyCoffs Community Strategic Plan.

•     Economic – Broader Economic Implications

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

•     Economic - Delivery Program/Operational Plan Implications

The costs associated with audio-visual webcasting of meetings has not been considered as part of the current budget.  Both outsourcing the webcasting and purchasing equipment and using internal staff for production will have a deficit impact on Council’s operating position. The recommended option could be incorporated into the existing Business Systems budget. Should Council choose an alternative option, there may be a need for an additional budget allocation at the next quarterly budget review.

Risk Analysis:

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

Consultation:

There has been internal Council consultation regarding this report.

Related Policy, Precedents and / or Statutory Requirements:

Local Government Act 1993.

Implementation Date / Priority:

Immediate.

Conclusion:

That Council proceed to audio-visually webcast Council meetings with only the working minutes visible.

 

 

 


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GM20/27      Committee/Panel - Appointment of Councillor to Northern Regional Planning Panel (NRPP)

Author:                        Governance Coordinator

Authoriser:                  Group Leader Governance

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

Attachments:              Nil

 

Executive Summary

Following Councillor George Cecato being elected to Deputy Mayor in September, this report seeks to nominate a councillor as the alternate member on the Northern Regional Planning Panel (NRPP) should one of the Mayor or Deputy Mayor not be available.

 

 

Recommendation:

That

1.    Council note that the Mayor and Deputy Mayor are the nominated representatives on the NRPP.

2.    In the event the Mayor or Deputy Mayor cannot attend, nominate Cr _________  to be the alternate Councillor representative on the NRPP.

 

Report

Description of Item:

In September this year, Councillor Cecato was elected as Deputy Mayor.  Councillor Cecato is currently the nominated alternate Councillor for the NRPP.  As the Deputy Mayor is already a nominated position on this committee, a new alternate Councillor is now required.

Issues:

There are no issues associated with this report.

Option:

Resolve to not nominate an alternate member and should the Mayor or Deputy Mayor not be available, the panel would continue to operate with the Councillor absent.

Sustainability Assessment:

•     Environment

There are no environmental issues associated with this report.

•     Social

There are no social issues associated with this report.

•     Civic Leadership

Councillor participation in committees and on panels is consistent with the MyCoffs theme ‘our leaders give us confidence in the future’.

•     Economic – Broader Economic Implications

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

•     Economic - Delivery Program/Operational Plan Implications

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

Risk Analysis:

There is minimal risk in the appointment of Councillors to these committees.

Consultation:

Not applicable.

Related Policy, Precedents and / or Statutory Requirements:

Sydney District and Regional Planning Panels operational procedures, August 2020. (accessed via NSW Government Planning Portal)

Implementation Date / Priority:

Immediate.

Conclusion:

That Council nominate an alternate councillor to the NRPP.

 

 

 


GM20/28      Seek Legal Advice Adverse Occupier - Unoccupied Lands East of The Railway Line and North of Marina Drive Jetty Foreshores

Author:                        Governance Officer

Authoriser:                  Group Leader Governance

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

Attachments:              ATT1  GM20/28  Advice regarding making a claim for adverse possession of land owned by the Crown or the State Rail Authority of NSW  

 

Executive Summary

On 27 August 2020, Council resolved that:

 

Council seek legal opinion as to if Adverse Occupier title may apply to unoccupied lands east of the railway line and north of Marina Drive at Coffs Harbour Jetty Foreshores.  In particular council seek to clarify if any of the subject land has been previously ‘dedicated under any act for a public purpose’.  Any resulting claim would be on behalf of the community of Coffs Harbour.

 

The lands referred to in the resolution were identified as Lot 11 DP 843870, owned by State Rail Authority of NSW (SRA); and Lots 2 DP 630934, 545 DP45256, 21 DP 850150 and 544 DP 45472, owned by the Crown and being part of Crown Reserve 140102.  Council is the Crown Land Manager of parts of Crown Reserve 140102.

 

The Crown land and the SRA land are collectively referred to as the Land in this report.

 

Legal advice was sought from a firm on Council’s Legal Services Panel to establish whether Council could make a claim for adverse possession of land where the registered proprietor is the Crown or the SRA.

 

Recommendation:

That Council note the legal advice which concludes that a claim for adverse possession cannot be made of land owned either by the Crown or the State Rail Authority of NSW.

 

Report

Description of Item:

Council sought legal advice from a firm on its Legal Services Panel to determine if a claim for adverse possession by Council can be made where the proprietor of the Land is the SRA or the Crown.  The advice is an attachment to this report.

Issues:

Section 45(3)(a) of the Real Property Act 1900 and section 13.1 of the Crown Land Management Act 2016 prevent claims for adverse possession being claimed or established against the Crown.

 

The SRA is a statutory body representing the Crown. Section 45D(3)(b) Real Property Act prevents claims for adverse possession being made against land owned by a statutory body representing the Crown.

 

Additionally, there appear to be no acts of possession on the part of Council or the community that are adverse to the proprietory interests of the Crown or the SRA in respect of the Land.  Council holds licences from the Crown and the SRA in relation to parts of the Land.  The issuing of licences by the Crown and the SRA in respect of the Land is evidence that Council is not in adverse possession.

 

Council note that a claim for adverse possession cannot be made where the owner of the land is the Crown, or in the case of the State Rail Authority of New South Wales, a statutory body representing the Crown.

Options:

As this report is for notation only, there are no options presented.

Sustainability Assessment:

•     Environment

There are no environmental issues associated with this report.

•     Social

There are no social issues associated with this report.

•     Civic Leadership

This report is in line with objective D.1 ‘Our leaders give us confidence in the future’ of the MyCoffs Community Strategic Plan.

•     Economic – Broader Economic Implications

There are no broader economic implications associated with this report.

•     Economic - Delivery Program/Operational Plan Implications

The cost of obtaining this advice has been incorporated into the Governance Services legal budget.

Risk Analysis:

There are no significant risks associated with this report.

Consultation:

Council has sought legal advice from a firm on its Legal Services Panel.

Related Policy, Precedents and / or Statutory Requirements:

Crown Land Management Act 2016 (NSW)

Real Property Act 1900 (NSW)

Implementation Date / Priority:

Not applicable.

Conclusion:

The Crown Land Management Act 2016 and the Real Property Act 1900 preclude claims for adverse possession for land owned by the Crown.  Where the owner of land is a statutory body representing the Crown, such as the State Rail Authority of New South Wales, the Real Property Act 1900 also prevents claims for adverse possession.

 

Additionally, there appear to be no acts of possession on the part of Council or the community that are adverse the proprietory interests of the Crown or the SRA.

 

 

 


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GM20/29      Local Government NSW Conference 2020 - Voting Delegates

Author:                        General Manager

Authoriser:                  General Manager

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

Attachments:              Nil

 

Executive Summary

Council is required to nominate its authorised voting delegates in preparation for attendance and voting at the online Local Government NSW Annual Conference 2020.

 

Recommendation:

That Council resolve to nominate the following Councillors as the Coffs Harbour City Council voting delegates for the online 2020 LGNSW Annual Conference;

1.    Councillor Denise Knight

2.    Councillor

3.    Councillor

4.    Councillor

 

Report

Description of Item:

Local Government NSW (LGNSW) represents the interests of NSW general purpose councils, special purpose councils and the NSW Aboriginal Land Council.

 

LGNSW represents the views of councils by:

 

·     Advocating councils’ views to governments;

·     Promoting local government to the community; and

·     Providing specialist advice and services.

 

Correspondence was received from LGNSW in August advising that the Annual conference would be an online Conference held in November 2020.  Information has been provided in regard to:

 

·     Registering to attend the Conference virtually

·     Registering to vote for motions

·     Submitting motions

 

General conference information.

 


 

Issues:

Conference Registration

 

Conference registration opened mid-July with an updated Program provided for the online Conference in September and Mayors, Councillors, General Managers and senior staff have been invited to register to attend.  Councillor’s wishing to attend the online 2020 Annual Conference of LGNSW are to ensure they have made contact with the Mayor’s Executive Assistant who will facilitate the conference registration process.

 

Registration as a Voting Delegate

 

The Registered Rules of the Local Government and Shires Association of NSW (specifically Rule 23) provides the process for establishing the number of voting delegates that a member of the Associations can have.  Coffs Harbour City Council will have four (4) voting delegates.

 

It is understood that the same Councillors nominated to vote on motions at the conference can also be authorised to vote for the Association’s Office Bearers and Board

 

The recommendation in this report therefore proposes that Council nominate the four (4) Councillors, one being the Mayor, proposed to have voting rights at the 2020 Annual Conference of LGNSW.

 

Submitting Motions

 

Separate advice has been provided to Councillors in regard to the procedure to be followed should Councillors wish to submit motions for consideration by Council to be submitted to the 2020 LGNSW Annual Conference.

 

Should any motions be received by the General Manager for consideration a separate report will be provided for Council.

Options:

1.    Adopt the recommendations in this report and therefore resolve the authorised voting Delegates for the online Annual Conference of LGNSW 2020.

2.    Consider amending the recommendation with a view to establishing an alternate process for appointing voting Delegates to the Conference.

3.    Reject the recommendation and effectively not appoint voting Delegates to represent Council at the Conference.

Sustainability Assessment:

•     Environment

It is likely that business transacted at the online LGNSW Annual Conference will contain matters potentially impacting the environment.

•     Social

It is likely that business transacted at the online LGNSW Annual Conference will contain matters of social impact.

•     Civic Leadership

By attending the online LGNSW Annual Conference Coffs Harbour City Council, through its Delegates, will have the opportunity to represent the interests of the Coffs Harbour Community in matters before the conference.  This is an appropriate civic leadership role for Council to play given its regional leadership role in NSW.

•     Economic – Broader Economic Implications

At this point in time, there does not appear to be any broader economic implications as a result of Council’s participation in the online LGNSW Annual Conference 2020.

•     Economic - Delivery Program/Operational Plan Implications

It is normal practice to make provision for Councillors attendance at the annual conference of LGNSW and suitable provision is available in Council’s 2020/21 budget.

Risk Analysis:

It is not anticipated that there would be any real risks associated with Councillors attendance at the annual conference of LGNSW.

Consultation:

This report presents the first opportunity for consultation with Councillors in a formal sense to facilitate the necessary actions and outcomes associated with attendance at and voting on board election at the annual conference of LGNSW.

Related Policy, Precedents and / or Statutory Requirements:

Traditionally, Council has made attendance at the annual conference of NSW available to all sitting Councillors, whilst the appointment of authorised voting Delegates is restricted to those named by Resolution of Council.

Implementation Date / Priority:

Consideration of the recommendations in this report will enable Council to meet the timelines set out by LGNSW.

Conclusion:

It is appropriate that Council consider the authorised voting Delegates for the conference by way of resolving accordingly.  The recommendation in this report is therefore presented for Council’s consideration.

 

  


NOM20/16   Waste Plastic to Fuel Technology

Attachments:          Nil

 

Motion:

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

"That Council:

1.    Request prospectus of the Eco-One - 5TPD plan from Eco Fuel Technology of their waste plastic to fuel technology concept.

2.    Upon receipt of the above information, receive a staff report."

 

Rationale:

“Council has the responsibility to investigate all viable opportunities for new waste technologies. New processes and technologies are coming forward which use chemical reverse engineering to turn certain plastic ware to diesel.

 

If feasibility studies indicate this is a suitable technology for Coffs Harbour it can potentially remove a significant was stream and convert it to a usable product as well as potentially creating future income streams.

 

It should be noted that this request for information does not constitute any commitment on Council’s part and also that any future developments would need to involve our existing partners in Waste Management.”

Staff Comment:

A prospectus can be requested from Eco Fuel Technology and then a staff report can be prepared for Council’s consideration.

 

However, it should be noted that:

 

1.    Council does not have ownership rights to the plastic resource the NoM refers to at least for the remaining term of the waste collection contract; that is, for approximately the next six and a half years; and

2.    If Council should wish to advance such a proposal, Council should not enter into ‘direct dealing’ with a single company, but rather, should use an open market procurement process such as an expression of interest in accordance with the tendering regulations.

3.    Any innovative waste process will need to comply with the NSW Government’s waste strategy and regulations.

  


BS20/58       Audited 2019/2020 Annual Financial Statements

Author:                        Section Leader Financial Support

Authoriser:                  Director Business Services

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

Attachments:              ATT1  BS20/58   General Purpose Financial Statements 2019/2020

ATT2  BS20/58   Special Purpose Financial Statements 2019/2020

ATT3  BS20/58   Special Schedules 2019/2020  

 

Executive Summary

The audited Annual Financial Statements for 2019/2020 are being presented to meet legislative requirements under Section 419 of the Local Government Act in relation to their completion, audit and presentation.

 

The General Purpose Financial Statements and Special Purpose Financial Statements are the statements required to be produced by the Australian International Financial Reporting Standards whilst the Special Schedules contain additional information required by the Office of Local Government.

 

The final audited Annual Financial Statements require certification by the designated signatories for the audit opinion and Conduct of the Audit Report to be issued, and for the Annual Financial Statements to be then lodged with the Office of Local Government.

 

Recommendation:

That Council:

1.       Approve the General Purpose Financial Statements – Statement by Councillors and Management and Special Purpose Financial Statements – Statement by Councillors and Management forms relating to the audited 2019/2020 Annual Financial Statements for completion by the designated signatories.

2.       Receive and adopt the audited 2019/2020 Annual Financial Statements.

 

Report

Description of Item:

The audited Annual Financial Statements for the year ended 30 June 2020 are attached.

 

The Audit Office of NSW, represented by Mr Jan-Michael Perez, will be in attendance to address Council during the meeting in relation to the audit of the 2019/2020 Financial Statements through presenting the Conduct of the Audit Report.

 

The Financial Statements consist of three distinct sections, being:

 

1.    the General Purpose Financial Statements (Attachment 1);

2.    the Special Purpose Financial Statements (Attachment 2); and

3.    the Special Schedules (Attachment 3).

 

The General Purpose Financial Statements and Special Purpose Financial Statements are the statements required to be produced by the Australian International Financial Reporting Standards whilst the Special Schedules contain additional information required by the Office of Local Government.

 

It should be recognised that the Income Statement, Statement of Comprehensive Income, Statement of Financial Position, and Statement of Cash Flows of the General Purpose Statements provide a consolidated picture of a Council’s operation and financial position and excludes transactions between General, Water and Sewer funds, e.g. water charges met by the Asset Construction and Maintenance section are reversed.

 

For a multi-purpose Council, such as Coffs Harbour City Council, the results achieved by each traditional fund (General, Water and Sewerage) are disclosed in Note 29(b) of the General Purpose Financial Statements.

 

The sections of the financial statements are set out below:

 

1.    General Purpose Financial Statements

 

In relation to the specific statements included in the General Purpose Financial Statements, the following comments are made:

 

a)    Statement by Councillors and Management.

 

The statement requires Councillors and Management to declare that the financial statements are neither false nor misleading in any way and present fairly Council’s operating result and financial position for the year.  The draft statements were approved by Council for signature on 27 August 2020.

 

The Audit Office of NSW, as representatives of the Auditor General, require for the audited Annual Financial Statements presented at this meeting to be approved for signature by the designated signatories prior to providing the audit report.  The audit report is required to be submitted with the Annual Financial Statements to the Office of Local Government by 31 October 2020.

 

b)    Income Statement

 

The Income Statement summarises the $217.146 million of income and $194.502 million of expenses from continuing operations that result in Council’s net operating surplus of $22.644 million.  The 2019/20 net operating result before grants and contributions provided for capital purposes was a deficit of $16.213 million.

 

The net operating deficit is impacted by the following events:

 

i.   Grants and Contributions for Capital Purposes, Net Losses from the Disposal of Assets, and Revaluation Decrement / Impairment of IPP&E

 

Council’s continued focus on improved asset data capture practices resulted in a further $15.188 million of assets across a number of asset categories such as Plant & Equipment, Roads, Footpaths, Open Space & Recreation, and Buildings being recognised for the first time during the 2019/20 financial year.

 

An external revaluation of Transport and Stormwater Drainage assets was undertaken in the 2019/20 year, having been carried out previously in 2014/15 by internal resources.  This process identified $7.370 million of Infrastructure assets that were decommissioned or disposed due to duplicated records existing, such as a number of large culverts had been recorded in the both stormwater drainage asset category and bridges asset category, requiring a write off of the duplicate assets.

 

Council decommissioned and/or demolished $3.869 million in building assets as result of ongoing asset renewals such as the CEX Stadium upgrade and amenities blocks, and land redevelopment at Enterprise Park.

 

The value of Council’s land under road assets declined as reported in Notes 5(d) and 11(a) of the Annual Financial Statements, resulting in revaluation decrement of $0.351 million being recognised in the Income Statement.

 

The impacts of COVID-19 on Council’s airport operations also resulted in an impairment of $0.556 million to the intangible asset held, being Goodwill on Acquisition of the Airport Security Car Park.

 

ii.  Materials and Contracts, and Other Expenses

 

Due to the uncertainty surrounding the impacts of COVID-19 on Council’s outstanding debtors, an increased provision for doubtful debts of $0.837 million has been recognised in the 2019/20 financial year.  Council also recorded higher than anticipated contract related legal expenses.

 

The operating deficit for the year before grant and contributions for capital purposes of $16.213m cannot be reasonably compared to the original budget surplus of $1.463m as the original budget surplus does not take into consideration the unknown result of Council’s asset movements, nor does it consider the budget adjustments made during the year to reflect the effects of the COVID-19 pandemic on Council’s operations.

 

After taking into consideration the above events, the normalised net operating result before grant and contributions for capital purposes is a surplus of $0.165 million.  The following table shows these adjustments aligning with the above notes in $’000s:

 

 


 

c)    Statement of Comprehensive Income

 

The Statement of Comprehensive Income reports on the movement in Equity resulting from the Income Statement operations surplus of $22.644 million (2018/2019 $40.464 million) and transactions that must by-pass the Income Statement because they have not been realised.  This includes a gain on Revaluation of Infrastructure, Property, Plant and Equipment $265.683 million (2018/2019 $88.843 million) which is attributable to the revaluation of Council’s Transport and Stormwater Drainage assets.  Another movement was the $0.241 million gain recognised on the sale of Council’s Southern Phones shareholding.  These unrealised gains or losses do not result from operations but increased net assets and equity of Council.

 

d)    Statement of Financial Position

 

The Statement of Financial Position reports on the assets $2,674.093 million (2018/2019 $2,399.799 million), liabilities $164.741 million (2018/2019 $177.173 million) and equity $2,509.352 million (2018/2019 $2,222.626 million) of Council.

 

i.   Assets

 

Assets have increased by $274.294 million (2018/2019 $115.374 million). Excluding Revaluation Increments of $265.924 million (2018/2019 $84.821 million), the increase was $8.370 million (2017/2018 $30.553 million).

 

The increases in Cash & Cash Equivalents and Investments was $1.914 million (2018/2019 $10.528 million), Receivables decreased by $5.059 million (2018/2019 decrease of $0.415 million), Inventories and Other Assets increased by $0.104 million (2018/2019 decrease $1.943 million) and the increase to Infrastructure, Property, Plant & Equipment was $273.312 million (2018/2019 $108.239 million).  Contract Assets of $3.239 million were also recognised for the first time with the introduction of new Accounting Standards.

 

The Cash & Cash Equivalents and Investments of $225.228 million (2018/2019 $223.314 million) had External and Internal Restrictions (summarised in Note 7(c) to the General Purpose Financial Statements) of $216.204 million (2018/2019 $215.527 million), resulting in unrestricted cash of $9.024 million (2018/2019 $7.787 million).

 

ii.  Liabilities

 

Liabilities have decreased by $12.432 million (2018/2019 decrease $9.883 million) resulting from decreases in net Borrowings of $16.417 million (2018/2019 decrease $14.245 million), an increase in Payables of $1.439 million (2018/19 decrease $0.693 million) and an increase in Provisions by $0.998 million (2018/2019 increase $3.282 million).  Contract Liabilities of $5.265 million are now recognised in place of Income Received in Advance (2019/19 $3.717 million) in accordance with the introduction of new Accounting Standards.

 

iii.  Equity

 

Equity has increased by $286.726 million (2018/2019 $125.257 million) resulting from increases to Operating Surplus of $21.587 million (2018/2019 $40.436 million) and Asset Revaluations $265.683 million (2018/2019 $84.843 million), and a decrease in the Financial Asset Revaluation Reserve of $0.544 million due to the sale of the asset held (2018/2019 decrease $0.022 million).

 


 

e)    Statement of Changes in Equity

 

The Statement of Changes in Equity reports the movement in the Equity as reflected in the Statement of Financial Position. Equity has increased by $288.539 million (2018/2019 $125.285 million) resulting from an Operating Surplus of $23.400 million (2018/2019 $40.464 million), Asset Revaluations of $265.683 million (2018/2019 $84.843 million), and an $0.544 million decrease to the Financial Asset Revaluation Reserve (2018/2019 decrease $0.022 million).

 

f)     Statement of Cash Flows

 

The Statement of Cash Flows reports the increase in Council’s Cash and Cash Equivalent resources by $11.494 million (2018/2019 decrease $1.061 million) resulting from operating, investing and financing activities. Cash Resources are $32.928 million (2018/2019 $21.434 million).

 

Operating activities generated net cash inflows of $71.248 million (2018/2019 $83.701 million).  Investing activities generated net cash outflows of $43.330 million (2018/2019 $70.488 million) and financing activities generated cash outflows of $16.424 million (2018/2019 $14.274 million).

 

The operating surplus for the year is adjusted for non-cash items and movements in operating assets and liabilities to determine the Cash Flows from operating activities (Note 18 to the General Purpose Financial Statements).  The effect of these adjustments is to remove non-cash items and movements in operating assets and liabilities subject to the accrual basis of accounting from the operating surplus to arrive at the cash inflows generated by operating activities.

 

Reconciliation of Operating Surplus to Cash Flows from Operating Activities

Operating Surplus
$ '000

Non-Cash Items and Movements in Operating Assets and Liabilities $ '000

Cash Flows From Operating Activities
$ '000

Revenue

Rates and Annual Charges

102,294

1,730

104,024

User Charges and Fees

43,812

(1,772)

42,040

Interest and Investment Revenue

5,321

88

5,409

Grants and Contributions

54,105

(22,458)

31,647

Bonds and Deposits Received

0

548

548

Rental Income

2,525

(2,525)

0

Other Revenues

9,089

16,546

25,635

Total Revenue/Cash Inflows

217,146

(7,843)

209,303

Expenses

Employee Benefits and On costs

48,853

(658)

48,195

Borrowing Costs

8,800

107

8,907

Materials and Contracts

56,049

7,153

63,202

Depreciation and Amortisation

50,324

(50,324)

0

Reconciliation of Operating Surplus to Cash Flows from Operating Activities (continued)

Operating Surplus
$ '000

Non-Cash Items and Movements in Operating Assets and Liabilities $ '000

Cash Flows From Operating Activities
$ '000

Other Expenses

14,235

3,516

17,751

Losses from Disposal of Assets

15,334

(15,334)

0

Revaluation decrement / impairment of IPP&E

907

(907)

0

Total Expenses/Cash Outflows

194,502

(56,447)

138,055

Operating Surplus/Cash Flows from Operating Activities

22,644

48,604

71,248

 

g)    Financial Result and Financial Position by Fund

 

The operating surplus of $22.644 million (2018/2019 $40.464 million) is dissected by Water Fund $6.778 million (2018/2019 $8.191 million), Sewer Fund $7.474 million (2018/2019 $8.276 million) and General Fund $8.392 million (2018/2019 $23.997 million).

 

The operating deficit before grants and contributions provided for capital purposes of $16.213 million (2018/2019 surplus $5.980 million) is dissected by Water Fund surplus $2.617 million (2018/2019 surplus $1.409 million), Sewer Fund surplus $1.604 million (2018/2019 deficit $1.347 million), and General Fund deficit $20.434 million (2018/2019 surplus $5.918 million).

 

The Net Assets of the Water Fund are $392.928 million (2018/2019 $384.303 million) and Sewer Fund $492.391 million (2018/2019 $482.456 million).

 

The detail of the Financial Performance and Financial Position of the Water, Sewer and General Fund is reported in Note 25 to the General Purpose Financial Statements and the Water and Sewer Funds are separately reported in the Special Purpose Financial Statements.

 

The Water, Sewer and General Fund operations include internal charges and recoveries made between the funds.

 

h)    Key Performance Indicators (Note 26 to the General Purpose Financial Statements)

 

i.   Operating Performance Ratio (0.09%) (2018/2019 5.37%) Benchmark >0%

 

This ratio measures Council’s achievement of limiting operating expenditure within the available recurrent revenue. Council’s operating expenses are 0.09% in excess of its operating revenue.  The COVID-19 pandemic has caused a reduction in income from Business Units such as the Coffs Harbour Airport, Coffs Coast Holiday Parks and CitySmart Solutions; in addition to lower user charges and fees, and a downturn in investment income due to lower interest rates.  Council continues to align operating expenditure to its available operating revenue performance and is performing just below the benchmark of 0%.

 


 

ii.  Own Source Operating Revenue Ratio 75.06% (2018/2019 77.63%) Benchmark > 60%

 

This ratio measures the reliance on external funding sources such as operating grants and contributions.  Council’s level of reliance on external grants and contributions for the funding of operational projects increased slightly in 2018/19 due to impacts of the COVID-19 pandemic, increased funding for bushfire and disaster relief and assets recognised for the first time.  These factors resulted in a 2.57% decrease to the own source operating revenue ratio, however Council is still performing well against the OLG Benchmark.

 

iii.  Unrestricted Current Ratio 8.77X (2018/2019 6.04X) Benchmark >1.5X

 

This ratio measures the adequacy of working capital to satisfy short term obligations for the unrestricted activities of Council.  After excluding all external restriction, Council’s prudent management of funds has resulted in its continued ability to comfortably meet its short term obligations as they fall due.  Council’s performance is well in excess of the Benchmark.

 

iv. Debt Service Ratio 2.34X (2018/2019 2.70X) Benchmark >2.0X

 

This ratio measures the relationship between Operating result (before capital grants and contributions, excluding interest, depreciation, amortisation and impairment expenses) and Loan Principal and Interest Payments to determine Council’s capacity to service debt.  The 2.34X result is in excess of the Benchmark 2.0X and reports that Council’s adjusted Operating Result would cover the loan principal and interest payments 2.34 times.

 

v.  Rates and Annual Charges, Interest and Extra Charges Outstanding Percentage 6.64% (2018/2019 6.61%) Benchmark <10%

 

This ratio assesses the rates and charges unpaid over the rates and charges levied and is a measure of liquidity and debt recovery effectiveness.  Council has continued to perform below the Benchmark, reporting a favourable position when taken into consideration with the hardship concessions Council has extended to the community during the COVID-19 pandemic.

 

vi. Cash Expense Cover Ratio 8.70 months (2018/2019 9.88 months) Benchmark >3 months

 

This ratio is a measure of the amount of time Council could fund operational expenditure from its available cash, cash equivalents and investments without any cash inflows from operations. The performance of this ratio has declined from 2018/19 due to the impact of the pandemic however Council is still in excess of the Benchmark due to the restricted cash held for developer contributions, unexpended loans, unexpended grants, Water, Sewer and Waste operations.

 

2.    Special Purpose Financial Statements

 

The Special Purpose Financial Statements include the Income Statements and Statement of Financial Performance for Council’s Business Activities (Water, Sewerage, CitySmart Solutions, Coffs Harbour Airport, Coffs Harbour Laboratory, Coastal Works, and Coffs Coast Holiday Parks and Reserves) as required for National Competition Policy (NCP) reporting purposes.

 

The Income Statement includes internal transactions between business activities and Council’s General fund, and also shows notional transactions required under NCP (i.e. Imputation Payments, Corporate Taxation Equivalent and Notional Subsidies from Council).

 

The Statement of Financial Position sets out the assets, liabilities and equity of Council’s business activities.  The statement includes internal transactions between business activities and Council’s General fund.

 

Note 1 to the Special Purpose Financial Statements outlines the significant accounting policies complied with and other matters of note affecting the financial statements such as the National Competition Policy Imputation Payments utilised.

 

3.    Special Schedules

 

Council must prepare two Special Schedules as required by the Office of Local Government, the Permissible Income for General Rates and the Report on Infrastructure Assets.

 

The Permissible Income for General Rates reports the income for the current reporting period and for the following year.  The permissible income is calculated in accordance with the rate-peg limit and/or other adjustments in accordance with the Act and appropriate approvals by the Independent Pricing and Regulatory Tribunal (IPART) or the Minister for Local Government.  This Special Schedule is required to be audited in conjunction with the Annual Financial Statements and a copy of the audit report included.

 

The Report on Infrastructure Assets provides information on Council’s assets in addition to that contained in Note 11(a) Infrastructure, Property, Plant and Equipment of the audited General Purpose Financial Statements.  The nature of the information contained in the Special Schedule is related to the condition, maintenance and renewal of infrastructure assets.  This Report is a mandatory requirement of the Office of Local Government; however, is not subject to audit.

 

The adopted Annual Financial Statements and Conduct of the Audit Report, prepared by the Audit Office of NSW, will be presented with Council’s Annual Report as required under S 419(1) of the Local Government Act.

Issues:

Failure to approve the abovementioned statements will result in non-compliance with relevant legislation.

Options:

This report is to enable Council to adopt the audited Financial Statements for 2019/2020.  This is required by legislation and therefore is the only option provided to Council.

Sustainability Assessment:

•     Environment

There are no perceived current or future environmental impacts.

•     Social

There are no perceived current or future social impacts.

•     Civic Leadership

There are no perceived current or future civic leadership impacts.

•     Economic – Broader Economic Implications

There are no perceived current or future economic impacts.

•     Economic - Delivery Program/Operational Plan Implications

The operational plan process through budget reviews have reflected the financial results achieved in Council’s Annual Financial Statements.  Costs for preparation of the Annual Financial Statements are allocated with the Financial Services and Logistics budget cost centres.

Risk Analysis:

It is considered that the recommendation does not present a risk to Council.

Consultation:

The Annual Financial Statements were collated with the assistance of various Council staff members in conjunction with the Audit Office of NSW (Council’s external auditors).

Related Policy, Precedents and / or Statutory Requirements:

The Financial Statements are prepared and presented on an annual basis in accordance with statutory and regulatory requirements.

 

The financial statements have been prepared in accordance with:

 

1.    The Local Government Act 1993 and amendments

2.    Local Government Regulations

3.    Australian Accounting Standards (AASBs)

4.    The "Local Government Code of Accounting Practice and Financial Reporting” published by the Office of Local Government

5.    The “Asset Accounting Manual” published by the Office of Local Government

6.    Instructions issued in circulars released by the Office of Local Government

7.    NSW Government Policy Statement “Application of National Competition Policy to Local Government”

8.    Office of Local Government guidelines “Pricing & Costing for Council Businesses: A guide to Competitive Neutrality”

9.    Council’s policies and procedures

Implementation Date / Priority:

Under Section 416(1) of the Local Government Act 1993, Council’s financial statements for a year must be prepared and audited within the period of four months after the end of that year i.e. submitted to the Office of Local Government by 31 October.  The Financial Statements for 2019/2020 have been completed and audited, and will be lodged with the Office of Local Government by 31 October 2020 following adoption by Council.  The final audited Financial Statements require certification by the designated signatories for the audit opinion and Conduct of the Audit Report to be issued.

Conclusion:

This report presents the final audited Financial Statements for the 2019/2020 financial year to Council for certification and adoption, provides for Council’s external auditors to present their draft Conduct of the Audit Report and provides Council with an analysis of the results for the year.

 

 

 


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BS20/59       Park Beach Area Contributions Plan Review - Post Exhibition

Author:                        Grants Administration Officer

Authoriser:                  Director Business Services

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

Attachments:              ATT1  BS20/59   Park Beach Area Contributions Plan 2020

ATT2  BS20/59   CONFIDENTIAL Submissions

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

 

Executive Summary

At its meeting held on 23 July 2020, Council resolved to place the (amended) revised Park Beach Area Contributions Plan for a second public exhibition.  The plan has been on public exhibition for a further 42 days with seventeen submissions received during this period.

 

This contributions plan seeks a financial contribution towards the development and level of infrastructure that is required to support the needs of this growing area.  The existing Park Beach Area Contributions Plan has been reviewed and necessary amendments to the plan are proposed.

 

The purpose of this report is to inform Council of the outcome of the additional public exhibition process and to seek adoption of the final revised Park Beach Area Contributions Plan.

 

Recommendation:

That Council:

1.       Adopt the attached revised Park Beach Area Contributions Plan (Attachment 1).

2.       Inform the parties who made submissions of the outcome.

 

Report

Description of Item:

The revised draft Park Beach Area Contributions Plan was provided to Council in April 2020 when it was resolved to place the draft plan on public exhibition for a period of 28 days.  Seven submissions were received during the first exhibition period; which resulted in an amended draft Contributions Plan being presented to Council on the 23 July 2020.  An additional second public exhibition period was endorsed by Council, thereby inviting submissions for the amended draft Contributions Plan.

 

A summary of the previous amendments is provided below:

 

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

 

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

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

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

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

 

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

 

Table 1:

 

Issues:

At the conclusion of the second public exhibition period, 17 submissions were received by Council (Confidential Attachment 2).  A summary of the issues raised by the submissions along with assessment comments are provided as follows:

 

Submission 1:  Notes their formal request for information and requests an extension to the public exhibition period.

 

Comments:  Council provided a reply to the submitter on 1 September 2020, explaining that Council had exceeded the statutory exhibition period. That is, Council resolved on 23 July 2020 to undertake the second public exhibition for a period of 42 days instead of the usual 28 days. Given this, officers did not anticipate a further extension to the public exhibition period.  Also, Council officers held a meeting with the submitter’s client to discuss the revised Park Beach Area Contributions Plan on 2 September 2020.

 

Submissions 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15 and 16:  Objects to the revised Park Beach Area Contributions Plan citing concerns that the new plan will penalise development in the extended catchment area.

 

Comments:  As noted above, the revised contributions plan is necessary in response to anticipated development and having regard to the level of facilities currently available and the expected profile of the new population, it will be necessary to provide improved traffic calming, footpath/cycle ways, street scaping, additional car parking, enhanced active recreation space and an amenities block.

 

Submissions 5 and 7:  Objects to the revised Park Beach Area Contributions Plan and request that scheduled works within the area are incorporated in a broader Plan.

 

Comments:  An apportionment rate of 88% for new local residents and tourist guests frequenting this area is included in the revised contributions plan.  The remaining 12% could be apportioned in a future update of the LGA wide contributions plan.  This rate is supported given the predominant use of these new facilities are being provided to meet the demands of new local residential activity and to cater for the new tourist population that is expected to holiday in this specific area.

 

Submission 17:  Objects to the revised contributions plan providing comment regarding community consultation, projection of lot yield, alternative funding options and temporal, causal and spatial nexus.  The submission notes the absence of sites east of Ocean Parade which had previously been included in the original approved Park Beach contributions plan.

 

Comments:  Council has provided community consultation through advertising on local media and Council’s website and two public exhibition periods, with the draft amended contributions plan receiving an extended public exhibition period of 42 days.

 

The projection of lot yield is considered reasonable as it was reached using figures from the adopted Local Growth Management Strategy.  Contributions are considered the primary funding source as the infrastructure works proposed are required to enable the safe and efficient movement of the growing population.

 

The temporal, causal and spatial nexus are determined by considering the population forecasts/yields, projected growth and physical accessibility; that is, within walking distance to the community facilities within the revised contributions plan.

 

The Park Beach Area map has been updated within the revised contributions plan to include lands to the east of Ocean Parade in line with the original approved plan map.

 

Summary:  The revised contributions plan will support the increased demand on infrastructure within the catchment due to the local growing residential community as well as the new tourist population that is expected to frequent this area over coming years.

 

Key infrastructure items have been identified throughout the catchment area to provide improved traffic calming, footpath/cycle ways, street scaping, additional car parking, enhanced active recreation space, and an amenities block, to meet the demands of the growing population.

 

A number of submitters have suggested that the Developer Contributions for the area are increasing by in excess of 70%.  This calculation is only taking into account the Developer Contributions to be levied under Section 7.11 of the Act and not the total contributions levied by the Council.  When taking into account the total contributions to be levied, including water and sewer contributions, the increase is approximately 12.4%.

Options:

In considering this report Council has the following options:

 

1.    Accept the recommendation of this report and adopt the revised (amended) Park Beach Area Contributions Plan.

2.    Detail any proposed amendments to the revised (amended) Park Beach Area Contributions Plan.

3.    Reject the recommendation of this report and retain the current contributions plan.

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

Sustainability Assessment:

•     Environment

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

•     Social

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

•     Civic Leadership

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

•     Economic – Broader Economic Implications

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

 

As provided in Table 1 the current contribution rates applicable under the revised (amended) Park Beach Area Contributions Plan has decreased for Traffic/Transport, decreased for Open Space Facilities and increased for Car Parking.  The contribution rates have increased for lands located to the west and north of Hogbin Drive.  It is worth noting that car parking contributions are only relevant for commercial properties.  The Business Incentive Policy may be available and be relevant to certain commercial developments that attract car parking contributions.

•     Economic - Delivery Program/Operational Plan Implications

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

Risk Analysis:

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

 

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

 

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

Consultation:

The (amended) draft revised Contributions Plan was placed on a second public exhibition from the 27 July 2020 to the 6 September 2020; that is, for an extended period of 42 days.  The public exhibition was advertised through Council’s communication forums and on Council’s website under the Have Your Say community engagement process.  During the second public exhibition period 17 submissions were received.

 

After receiving the public feedback relevant staff across Council considered the submissions lodged.

Related Policy, Precedents and / or Statutory Requirements:

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

 

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

Implementation Date / Priority:

The revised Contributions Plan will be made available to the public within 28 days after the decision to adopt is made.

Conclusion:

The draft revised Park Beach Area Contributions Plan was provided to Council in April 2020 when it was resolved to place the draft plan on public exhibition for a period of 28 days.  Seven submissions were received during the first exhibition period; which resulted in an amended draft Contributions Plan being presented to Council on the 23 July 2020.

 

An additional second public exhibition period was endorsed by Council, thereby inviting submissions for the amended draft Contributions Plan.  During the second public exhibition period Council received 17 public submissions, which have been addressed within the Issues section of this report.

 

Based on the information provided it is recommended that Council now adopt the revised Park Beach Area Contribution Plan.

 

 


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BS20/60       City Centre Masterplan Works - Budget Adjustments

Author:                        Director Business Services

Authoriser:                  Director Business Services

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:              Nil

 

Executive Summary

Council’s adopted budget for the expenditure of City Centre Special Rate monies requires adjustment to reflect the priorities recommended by the City Centre Master Plan Committee (CCMPC), particularly in light of the deferral of the City Centre Special Rate for 2020/21. This report discusses the issue of recovering the deferred Special Rate and the CCMPC’s recommended capital expenditure priorities.

 

It is recommended that Council not make a final decision on the recovery issue until advice is received from the Independent Pricing and Regulatory Tribunal (IPART) and all options are therefore known. It is recommended that the CCMPC capital expenditure priorities be adopted by Council.

 

Recommendation:

That Council:

1.    Note the report and adopt the following City Centre Special Rate Capital Expenditure Budget for the 2020/21 financial year and note the remaining years will be included in future budgets for consideration by Council.

 

Item

2020/21

2021/22 & 2022/23

Capital Expenditure:

 

 

Activation Capital

$51,516

 

Shade Sails

 

$247,000

Street Furniture

 

$50,000

Park Avenue Artists Lane

 

 

Moonee St Entry Statement

 

 

Park Avenue Upgrade

 

$400,000

Street Reconfiguration Design

$130,000

 

Capital Contingency

 

$26,107

Total

$181,516

$723,107

 

2.    Await the advice from IPART before determining Council’s position on the City Centre Special Rate for its remaining years.

 

Report

Description of Item:

At its meeting on 26 March 2020, Council resolved in part:

 

That Council:…

 

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

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

 

At subsequent meetings of the CCMPC, discussion has occurred around the long term status of the deferred Special Rate and the priorities which the current committee wishes to pursue on behalf of the ratepayers.

 

At the CCMPC’s meeting on 16 July 2020 two budget scenarios were presented, one assuming that the Special Rate would be recovered in the remaining future years of the current Special Rate program and a second one showing that, if the Special Rate is not recovered, there would still be a small surplus at the end of the current Special Rate program.  It was proposed that a list of projects was required in order to prioritise the allocation of the remaining funding.  A workshop of CCMPC members was subsequently held on 5 August 2020 to discuss the matter further.

 

In addition, the Director Business Services was to approach the Independent Pricing and Regulatory Tribunal (IPART) regarding the recovery of the special rate via a potential additional year.

 

At its meeting on 20 August 2020, the City Centre Master Plan Committee agreed to the following:

 

In line with pausing the Shade Sail Project the committee supported the reallocation of funds into next year and the inclusion of the Street Reconfiguration Project design consultancy in the 2020/21 budget.

 

The following recommendation was endorsed by the committee.

 

1.   Recommend to Council to not collect the special rate in following years.

2.   The budget for the SRV be adjusted as follows:

a.   The Projects Park Avenue Artists Lane, Shade Sails Lighting and Audio, and City Centre Signage be removed from current budgets.

b.   Capital Contingency be reduced as required to meet the proposed budget figures.

 

Finally, at its meeting on 17 September 2020, the City Centre Master Plan Committee agreed to the following:

 

It was discussed that a portion of the Park Avenue Upgrade and Landscaping funds may be required in the current financial year (for use in the event of grant funding) and therefore, it was requested that $200,000 be held in this financial year and revoted if not committed/spent this financial year.

Issues:

Due to the COVID-19 pandemic, the NSW Government this year introduced rating changes to allow the recovery of rates not levied in a current year in future years.  These legislative changes have complicated the rules that apply to special rate determinations and therefore IPART is exploring how the rules should now apply.  IPART’s advice to Council is therefore currently outstanding. Although the CCMPC has recommended that Council not collect the deferred Special Rate in following years, officers recommend that Council not make a final decision on the recovery or otherwise of the Special Rate, deferred for 2020/21, until IPART’s advice is received and all options are known.

 

With regard to the CCMPC’s recommendations on capital expenditure priorities there are sufficient Special Rate reserve funds to fund most of the priorities recommended. A reduction of $20,000 from the $200,000 requested for Park Avenue Upgrade and Landscaping in 2020/21 is required to ensure the reserve maintains a small positive balance. The remainder of the funding can occur and will leave the reserve with an estimated nil balance if the Special Rate deferred from 2020/21 is not recovered.

 

The current budget and a proposed budget scenario for both 2020/21 and for the remaining years of the Special Rate program is detailed below.

 

Current Budget

Item

2020/21

2021/22 & 2022/23

Opening Reserve Balance

$942,926

$75,409

 

 

 

Operating Revenue:

 

 

Special Rate

 

$2,489,323

Total Revenue

$0

$2,489,323

Operating Expenditure:

 

 

Marketing & Activation

$141,436

$295,728

Interest Expense

$58,218

$60,111

Sub-Total

$199,654

$355,839

Capital Expenditure:

 

 

Activation Capital

$51,516

 

Shade Sails

$247,000

 

Street Furniture

 

$50,000

Park Avenue Artists Lane

 

$96,000

Moonee St Entry Statement

 

$30,000

Park Avenue Upgrade

 

$400,000

Capital Contingency

 

$290,112

Sub-Total

$298,516

$866,112

Total Expenditure

$498,170

$1,221,951

Net Surplus/(Deficit)

($498,170)

$1,267,372

 

 

 

Internal Loan Repayments

$369,347

$795,018

Closing Reserve Balance

$75,409

$547,763

 


 

Proposed Budget Scenario

Item

2020/21

2021/22 & 2022/23

Opening Reserve Balance

$942,926

$12,409

 

 

 

Operating Revenue:

 

 

Special Rate

 

$1,681,555

Total Revenue

$0

$1,681,555

Operating Expenditure:

 

 

Marketing & Activation

$141,436

$295,728

Interest Expense

$58,218

$60,111

Sub-Total

$199,654

$355,839

Capital Expenditure:

 

 

Activation Capital

$51,516

 

Shade Sails

 

$247,000

Street Furniture

 

$50,000

Park Avenue Artists Lane

 

 

Moonee St Entry Statement

 

 

Park Avenue Upgrade

$180,000

$220,000

Street Reconfiguration Design

$130,000

 

Capital Contingency

 

$26,107

Sub-Total

$361,516

$543,107

Total Expenditure

$561,170

$898,946

Net Surplus/(Deficit)

($561,170)

$782,609

 

 

 

Internal Loan Repayments

$369,347

$795,018

Closing Reserve Balance

$12,409

$0

 

Options:

Council has the following options to consider in relation to this matter:

 

1.    Adopt the recommendation and thereby endorse the CCMPC’s expenditure priorities.

2.    Amend the recommendation to include an alternate set of expenditure priorities and/or an amended budget position.

3.    Reject the recommendation and maintain the current budget position and expenditure priorities.

Sustainability Assessment:

•     Environment

There are no environmental impacts which arise from this report.

•     Social

Part of the vision of the City Centre Masterplan is to create a place where economic, social and cultural pursuits fuse to enrich and enliven all who live, work and visit the City Centre. The objective of the CCMPC is to assist Council achieve the vision of the City Centre Master Plan in a manner that is consistent with the conditions set by IPART in its June 2013 determination.

•     Civic Leadership

Council through its MyCoffs Community Strategic Plan has identified the following objective:

 

-    We will have a vibrant and inclusive place.

 

One of the roles of the CCMPC is to advise on the scheduling and resourcing of projects during the development of Council’s Asset Management Plans, Delivery Program and Operation Plans.

•     Economic – Broader Economic Implications

The capital expenditure priorities recommended by the CCMPC are designed to maximise the benefit of the program within the current funds available. In particular, the allocation in the current year of $130,000 to the Street Reconfiguration Design for Gordon Street, Park Avenue and Moonee Street provides an opportunity for designs to be ready for future grant funding.

 

Smaller projects such as the Park Avenue Artists’ Lane and the Moonee Entry Statement have been deleted, together with a significant proportion of the unallocated Capital Contingency budget.

•     Economic - Delivery Program/Operational Plan Implications

This budget reallocation allows for the CCMPC’s capital expenditure priorities to be completed within the Special Rate program funding. The Operational Plan Budgets will be adjusted as follows:

 

Item

2020/21

2021/22 & 2022/23

Capital Expenditure:

 

 

Activation Capital

$51,516

 

Shade Sails

 

$247,000

Street Furniture

 

$50,000

Park Avenue Artists Lane

 

 

Moonee St Entry Statement

 

 

Park Avenue Upgrade

 

$400,000

Street Reconfiguration Design

$130,000

 

Capital Contingency

 

$26,107

Total

$181,516

$723,107

 

Risk Analysis:

The magnitude of the capital expenditure changes recommended is not considered overly significant and are being put forward with sufficient funding from the reserve.

 

As stated above, it is recommended that Council not make a final decision on the recovery issue until advice is received from the Independent Pricing and Regulatory Tribunal (IPART) and all options are therefore known. This will ensure that the Special Rate program can potentially provide maximum funding to future projects supporting the City Centre Master Plan vision.

Consultation:

Consultation roles of the CCMPC include to:

 

·     act as a communication conduit between Council and the City Centre stakeholders with respect to the Coffs Harbour City Centre Master Plan;

·     advocate the Coffs Harbour City Centre Master Plan to the community; and

·     consult with the Coffs Harbour Chamber of Commerce, Destination Coffs Coast Committee, Council staff, and other relevant bodies, including other Council committees, to maximise the opportunity to achieve the broader City Centre Master Plan vision.

 

Council may wish to consider further broader consultation; however, it should be expected that the CCMPC’s members have consulted sufficiently with city centre stakeholders.

Related Policy, Precedents and / or Statutory Requirements:

·     Coffs Harbour City Centre Master Plan

·     Terms of Reference – City Centre Master Plan Committee

Implementation Date / Priority:

If Council resolves the recommendation the budgets will be adjusted and projects identified in 2020/21 will be progressed.

Conclusion:

This report presents recommendations from the CCMPC on the issue of the recovery of the 2020/21 deferred City Centre Special Rate and changes to the capital expenditure budgets to reflect the committee’s priorities.

 

A Council decision on the recovery of the Special Rate is best taken after formal advice is received from IPART. The capital expenditure budgets are recommended for Council adoption.

 


BS20/61       Contract No. RFT-1246-TO - Supply and Delivery of Electrical Products and Fittings

Author:                        Strategic Contracts Administrator

Authoriser:                  Director Business Services

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

Attachments:              ATT1  BS20/61   CONFIDENTIAL Contract RFT-1246-TO Tender Assessment

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

 

Executive Summary

In July 2016, Council entered into a panel supply contract for the supply and delivery of Electrical Products and Fittings on a three plus one-year term.  This contract expired on 17 July 2020 and is currently running under the same terms on a month-by-month basis.

 

Council recently conducted a tender for the same products with the aim of establishing a new supply contract for the period 1 November 2020 to 31 October 2023 with a further one-year extension option.  The tender will be awarded to a panel of suppliers to promote competition and help ensure product availability during the term of the contract.

 

Recommendation:

That Council considers the tenders received for the Supply and Delivery of Electrical Products and Fittings, Contract No. RFT-1246-TO, and adopts the recommendation in the confidential attachment.

 

Report

Description of Item:

Council called tenders for the Supply and Delivery of Electrical Products and Fittings, Tender No. RFT-1246-TO that closed on 22 July 2020.

 

Tenders were evaluated on the following criteria:

 

·    Product pricing using a ‘basket of goods’

·    Product technical knowledge & experience

·    Warehouse facilities and location of stock

 

Conforming tenders were received from the following four proponents for the Supply and Delivery of Electrical Products and Fittings against Council’s requirements:

 

1.   CNW Pty Ltd

2.   L&H Group T/A Lawrence & Hanson Coffs Harbour

3.   MM Electrical Merchandising T/A TLE Electrical Coffs Harbour

4.   RS Components Pty Ltd

Issues:

All four tenders were conforming with CNW, MM Electrical Merchandising and RS Components having a number of minor non-conformances in the form of departures to the stated terms and conditions of contract.

Options:

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

 

1.    Adopt the recommendation of a panel of suppliers; or

2.    Reject all tenders.

Sustainability Assessment:

•     Environment

There are no major environmental issues to consider in respect of this tender as all deliveries will be undertaken in Council work hours by experienced personnel wearing the appropriate personal protective equipment (PPE) and using approved handling and storage methods.

•     Social

There are no adverse social implications involved in this contract

•     Civic Leadership

Tender RFT-1246-TO is consistent with the My Coffs Community Strategic Plan.  Council supports the delivery of high quality, sustainable outcomes for Coffs Harbour.  Council also illustrates strong leadership in encouraging local business participation, resulting in permanent and casual employment for Coffs Harbour residents.

•     Economic – Broader Economic Implications

Council has demonstrated due diligence in going out to open tender and testing the marketplace for the supply of electrical goods and fittings.

 

By providing a panel supply arrangement, Council will maintain competition for all future requests for quotes it issues, for the supply of products throughout the life of this contract.

•     Economic - Delivery Program/Operational Plan Implications

The majority of Electrical Products and Fittings will be purchased via Council’s City Smart Solutions business unit which does not operate on a planned budget to deliver operational outcomes.  Council’s Mechanical and Electrical Services team is also a user of this contract where funds are budgeted and an account number used on a needs-only basis with purchase orders raised for any supply requirements.

Risk Analysis:

The level of risk associated with entering into contracts is assessed as being low.  Each proponent stated they would enter into a contract on Council’s terms (with minor departures) which protects Council’s legal and risk positions.  Each proponent complies with Council’s minimum insurance requirements.

 

Consultation:

Consultation was undertaken with the following Council staff:

 

·    Business Manager  City Smart Solutions

·    Team Leader Contracts and Procurement

Related Policy, Precedents and / or Statutory Requirements:

Tendering procedures were carried out in accordance with Council’s own policy and procedures as well as meeting statutory obligations under the Local Government (General) Regulation 2005 – Part 7 Tendering, Division 1 Preliminary 163 Section 55.

 

Under the Tender Acceptance Policy any tender which binds Council for a period exceeding the current elected term of the Council, and where the value of the tender exceeds $1.5 million is to be determined by Council. As these criteria apply to this tender, this report is tabled for Council’s consideration.

Implementation Date / Priority:

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

Conclusion:

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

 

  


NOM20/17   Accommodation Developments

Attachments:          Nil

 

Motion:

Councillor Amos has given notice of his intention to move the following:

"Council maintain a strategic position of promoting and supporting the establishment of high quality accommodation developments in existing commercial nodes such as the City Centre. Council therefore takes the position of not seeking to locate, or canvas hotel accommodation in the Airport Enterprise Park.”

 

Rationale:

“Council has committed to a long term strategy of improving existing core commercial zones such as the City Centre and the Jetty Precinct and should not create a competing commercial node at the Airport Enterprise Park. An additional node would reduce the opportunity to do business with plane travellers for existing traders such as cafes, restaurants and shops. As the Airport is so close to the existing commercial areas, there is little to be gained In terms of reduced travel time to the airport. Shuttle transport would still have to be arranged from the Enterprise Park if a hotel was to be established there.”

Staff Comment:

From an existing planning and regulatory framework perspective, a key aim of Coffs Harbour LEP 2013 is to “maintain the Coffs Harbour Central Business District as the principal business, office and retail hub of the city centre”.

 

From a future planning and regulatory framework perspective, Coffs Harbour Local Growth Management Strategy Chapter 8 – Employment Lands (‘Chapter 8’), which was adopted by Council on 8 October 2020, sets out the future policy direction for this issue.

 

Specifically, the Coffs Harbour Airport, located within the defined South Coffs Enterprise Area, is referenced in several locations within the document. Chapter 8 recommends that Coffs Harbour LEP 2013 be amended in respect of the Coffs Harbour Airport Enterprise Park, to part Zone B5 Business Development and part Zone IN1 General Industrial. This is to accommodate specialised retailing and general industrial uses that provide urban and aviation support services which do not detract from the function of the Coffs Harbour City Centre (page 39).

 

Chapter 8 also recommends that residential, and tourist and visitor accommodation, land use permissibility’s be removed from Zone B5 Business Development across the LGA, to preserve Zone B5 for ongoing employment land uses. An exception is recommended for the proposed future Zone B5 land within the Airport Enterprise Park, to allow hotel and motel accommodation that is directly related to the airport use; and accommodation specifically for airport related training within the vicinity of the airport (page 40 and 44). This would be made possible via an addition to Schedule 1 ‘Additional Permitted Uses’ of Coffs Harbour Local Environmental Plan 2013.

 

From a property owner’s perspective, the development of accommodation that relates to airport use is a common use of airport lands across Australia and the world and has been referenced in airport related development documents for many years. Such accommodation also increases the value and attractiveness of the Airport Enterprise Park for other ancilliary development. However, any actual development of accommodation at the airport is expected to occur only once market demand demonstrates its viability and would it be subject to meeting a merit based development assessment under the planning framework.

  


SC20/57       Planning Proposal PP_2019_Coffs_002_00 - Application to Amend Coffs Harbour LEP 2013 to Rezone Land - Part Lot 202 DP 874273 Newmans Road, Woolgoolga - Post Exhibition

Author:                        Planner / Urban Designer

Authoriser:                  Director Sustainable Communities

MyCoffs:                      C.1 Liveable neighbourhoods with a defined identity

Attachments:              ATT1  SC20/57   Planning Proposal PP_2019_Coffs_002_00 (Newmans Road Woolgoolga) - Post Exhibition

ATT2  SC20/57   Coffs Harbour Development Control Plan 2015 Amendment No. 14 (Newmans Road Woolgoolga)

ATT3  SC20/57   Gateway Determination

ATT4  SC20/57   CONFIDENTIAL Public 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.

ATT5  SC20/57   Government Agency Submissions  

 

Executive Summary

At its Ordinary Meeting of 12 September 2019, Council resolved to initiate two separate proponent-led planning proposals to enable low density residential development on land within the Woolgoolga North West Urban Investigation Area (Bark Hut Road and Newmans Road, Woolgoolga). Public exhibition of both planning proposals and associated draft Development Control Plan amendments took place from 6 November 2019 to 4 December 2019.

This report relates only to land in Newmans Road, Woolgoolga (the Bark Hut Road planning proposal is currently being amended to address issues raised during the exhibition process and will be the subject of a future report to Council). The purpose of this report is to seek endorsement from Council for Planning Proposal PP_2019_COFFS_002_00 Newmans Road, Woolgoolga - Post Exhibition (Attachment 1) and approval of Coffs Harbour Development Control Plan 2015 – Amendment No. 14 (Newmans Road Woolgoolga) (Attachment 2).

 

Recommendation:

That Council:

1.    Endorse Planning Proposal PP_2019_COFFS_002_00 Newmans Road Woolgoolga - Post Exhibition (Attachment 1).

2.    Delegate to the General Manager the authority issued by the NSW Department of Planning, Industry and Environment to exercise the functions of the Minister under Section 3.36 of the Environmental Planning and Assessment Act 1979 for the purposes of finalising Planning Proposal PP_2019_COFFS_002_00 Newmans Road Woolgoolga - Post Exhibition.

3.    Continue to consult with the NSW Department of Planning, Industry and Environment on the terms of the amendment to Coffs Harbour Local Environmental Plan 2013, to ensure its consistency with the objectives, outcomes and provisions of Planning Proposal PP_2019_COFFS_002_00 Newmans Road Woolgoolga - Post Exhibition.

4.    Approve Coffs Harbour Development Control Plan 2015 - Amendment No. 14 (Newmans Road Woolgoolga) (Attachment 2), which will come into effect when public notice of Council’s decision is made in accordance with Part 3, Division 3 of the Environmental Planning and Assessment Regulation 2000.

5.    Inform those whom made a submission to Planning Proposal PP_2019_COFFS_002_00 Newmans Road Woolgoolga - Post Exhibition and draft Coffs Harbour Development Control Plan 2015 Amendment Number 14 (Newmans Road Woolgoolga), as well as affected landowners of Council’s decision.

 

Report

Description of Item:

At its Ordinary Meeting of 12 September 2019, Council resolved to initiate two separate proponent-led planning proposals (PP_2019_COFFS_002_00 Newmans Road and PP_2019_COFFS_003_00 Bark Hut Road) to enable low density residential development on land in the Woolgoolga North West Urban Investigation Area contained within the Coffs Harbour Local Growth Management Strategy (LGMS).

At this meeting, it was resolved that Council:

1.       Endorse and initiate the Bark Hut Road and Newmans Road Planning Proposals (Attachments 1 and 2) to rezone land on Lot 202 DP 874273, and seek a Gateway Determination from NSW Department of Planning, Industry and Environment for such planning proposals.

2.       Request that the Secretary of NSW Department of Planning, Industry and Environment issue a written authorisation to Council to exercise delegation of the plan making functions under section 3.36(2) of the Environmental Planning and Assessment Act 1979 in respect of the Bark Hut Road and Newmans Road Planning Proposals (Attachments 1 and 2).

3.       Resolve to publicly exhibit the Bark Hut Road and Newmans Road Planning Proposals (Attachments 1 and 2) and undertake Government Agency consultation based on the requirements of any Gateway Determination issued by NSW Department of Planning, Industry and Environment for the proposals.

4.       Resolve to publicly exhibit draft Coffs Harbour Development Control Plan 2015 - Amendment No. 14 (Bark Hut Road and Newmans Road, Woolgoolga) containing digital maps amendments to accord with the Bark Hut Road and Newmans Road Planning Proposals.

5.       Note that a further report will be brought back to Council for consideration following public exhibition of the Bark Hut Road and Newmans Road Planning Proposals (Attachments 1 and 2) and draft Coffs Harbour Development Control Plan 2015 - Amendment No. 14 (Bark Hut Road and Newmans Road, Woolgoolga).

 

In accordance with Items 1 and 2 of that resolution, NSW Department of Planning, Industry and Environment issued two Gateway Determinations (PP_2019_COFFS_002_00 Newmans Road Woolgoolga and PP_2019_COFFS_003_00 Bark Hut Road Woolgoolga) on 11 October 2019 to enable the planning proposals to proceed and authorised Coffs Harbour City Council to exercise its delegation to make the plans. In accordance with Items 3 and 4 of that resolution, public exhibition of the planning proposals and associated draft development control plan amendments was undertaken from 6 November 2019 to 4 December 2019.

This Council report relates only to PP_2019_COFFS_002_00 Newmans Road Woolgoolga. Planning Proposal PP_2019_COFFS_003_00 (Bark Hut Road Woolgoolga) is currently being amended to address issues raised during the exhibition process and will be the subject of a future Council report.

The purpose of this report is to seek endorsement from Council for Planning Proposal PP_2019_COFFS_002_00 Newmans Road, Woolgoolga - Post Exhibition (Attachment 1) and approval of Coffs Harbour Development Control Plan (DCP) 2015 – Amendment No. 14 (Newmans Road Woolgoolga) (Attachment 2). An extension to the gateway determination for PP_2019_COFFS_002_00 Newmans Road Woolgoolga has also subsequently been sought from and approved by NSW Department of Planning, Industry and Environment (Attachment 3).

Issues:

At the conclusion of the public exhibition process for Planning Proposal PP_2019_COFFS_002_00 Newmans Road, Woolgoolga and Coffs Harbour Development Control Plan 2015 – Amendment No. 14 (Newmans Road Woolgoolga), two public submissions and six Government agency/ stakeholder submissions were received by Council (Attachments 4 and 5). Details of the issues raised by submissions is provided as follows:

·   Public Submissions

Traffic

One public submission raised concerns about potential traffic problems that could result from the rezoning proposal. The traffic assessment provided in support of the planning proposal concludes that the proposed rezoning would not result in any significant adverse traffic impacts in the locality. In addition, future development applications will need to comply with the requirements of Coffs Harbour DCP 2015 in relation to traffic and access. To ensure that adequate controls are provided within the DCP, the planning proposal also seeks to modify clause 7.19 (Key Sites Map) of Coffs Harbour LEP 2013 to prevent development from occurring on the land until such time as appropriate DCP controls have been prepared. Consultants have been engaged by Council as part of a separate project to prepare DCP Controls (including a masterplan) and a Contributions Plan for the entire Woolgoolga North West Urban Investigation Area. That project will ensure that adequate DCP controls have been prepared that relate to traffic and access; and will also ensure that the Newmans Road and Solitary Islands Way intersection is of a suitable standard to cater for future development of the subject land.

Servicing of adjacent development

One public submission made an enquiry into the possibility of an existing residential subdivision adjoining the land subject to the planning proposal to be serviced by reticulated sewerage. That existing residential subdivision is within Zone R5 Large Lot Residential. Land within Zone R5 Large Lot Residential is not included within Council’s Wastewater Development Servicing Plan 2019 due to the significant costs involved in providing such infrastructure in rural residential localities. Coffs Harbour DCP 2015 requires land within Zone R5 Large Lot Residential to provide (on-site) effluent disposal in accordance with Council’s On Site Sewage Management Strategy.

·   Government Agency / Stakeholder Submissions

The NSW Rural Fire Service, NSW Department of Planning, Industry and Environment (Biodiversity and Conservation Division), NSW Department of Primary Industries, Transport for NSW and the Coffs Harbour and District Local Aboriginal Land Council have been consulted in relation to the proposed LEP amendment.

NSW Department of Planning, Industry and Environment (Biodiversity and Conservation Division)

The NSW Department of Planning, Industry and Environment (Biodiversity and Conservation Division) ‘BCD’ made two submissions to the planning proposal. The first submission raises a number of issues in relation to biodiversity and Aboriginal cultural heritage. The second submission notes that some of the issues in the first submission have been satisfactorily addressed by the submission of additional information by the applicant. A number of recommendations are also provided in relation to the eventual subdivision of the land to address the remaining unresolved issues. These recommendations include the need for a revised lot layout to address environmental values on the land, consideration of a large hollow bearing tree on adjoining land, vegetation management, consideration of the Coffs Harbour Kangaroo Management Plan and consideration of the Aboriginal Cultural Heritage Assessment Report (and its recommendations).

The issues raised by BCD relating to future development of the land will be addressed as part of a separate project to prepare DCP Controls (including a masterplan) and a Contributions Plan for the entire Woolgoolga North West Urban Investigation Area. In this regard, the concept subdivision layout within the planning proposal has not been endorsed by Council. Chapter E1 Biodiversity of Coffs Harbour DCP 2015 currently contains adequate controls in relation to the Coffs Harbour Kangaroo Management Plan and vegetation management plans. To ensure that the Aboriginal Cultural Heritage Assessment Report (and its recommendations) are taken into consideration as part of any future development application for the land, an attribute will be placed on the subject land within Council’s property information system to alert development assessment staff of the need to contact the Coffs Harbour and District Local Aboriginal Land Council during the development assessment process.

NSW Rural Fire Service

The NSW Rural Fire Service raises no objection to the proposed LEP amendment, subject to future residential development complying with Planning for Bushfire Protection 2019 and a commitment by Council to manage vegetation on the adjoining Lot 201 DP 874273. This land contains the Woolgoolga Dam and is regularly maintained by Council. There is no plan to cease such maintenance of the vegetation on this land.

NSW Department of Primary Industries (Agriculture)

The NSW Department of Primary Industries (Agriculture) supports the strategic justification for the proposed rezoning and notes that the subject land is not important farmland. The Department does however note that due consideration of potential land use conflict issues associated with existing horticulture to the east of the subject land is required, but acknowledges that the proposal to utilise clause 7.19 (Key Sites Map) of Coffs Harbour LEP 2013 will ensure that adequate DCP controls have been prepared for the land in relation to this matter.

Coffs Harbour and District Local Aboriginal Land Council (CH&DLALC)

The Coffs Harbour and District Local Aboriginal Land Council requests that all of the management recommendations set out in the Aboriginal Cultural Heritage Assessment Report be implemented as part of the future development of the land. To ensure that this occurs, an attribute will be placed on the subject land within Council’s property information system to alert development assessment staff of the need to contact the Coffs Harbour and District Local Aboriginal Land Council during the development assessment process.

Transport for NSW

Transport for NSW recommends that intersection treatments on Solitary Islands Way be considered and designed to act in a complementary manner along the total road network (including Newmans Road). The recommendations made by Transport for NSW will be addressed as part of the separate project to prepare DCP controls (including a masterplan) and a Contributions Plan for the entire Woolgoolga North West Urban Investigation Area. A major component of this project is a transport and connectivity analysis which includes a holistic review of future development in the locality and through traffic on Solitary Islands Way.

·   Key Sites Clause and Local Planning Controls for Woolgoolga North West

The land to which this proponent-led planning proposal relates, sits within the broader Woolgoolga North West Urban Investigation Area. The Coffs Harbour Local Growth Management Strategy identifies a significant dwelling yield for the entire urban investigation area, therefore holistic consideration needs to be given by Council to the potential impacts from future residential development in the investigation area, such as additional vehicle movements and impacts on intersections, access, pedestrian movements, services and high conservation value land. It is for this reason that consultants have been engaged by Council as part of a separate project to prepare DCP Controls (including a masterplan) and a Contributions Plan for the urban investigation area. That separate project will result in a revised Chapter G14 West Woolgoolga within Coffs Harbour DCP 2015 and revised West Woolgoolga Contributions Plan. The planning proposal seeks to modify clause 7.19 (Key Sites Map) of Coffs Harbour LEP 2013 to prevent development from occurring on the subject land until such time as the proposed DCP controls are in place.

·   DCP Map Amendments

It is necessary to amend maps contained within Coffs Harbour DCP 2015 to align with the proposed LEP amendment. Coffs Harbour DCP 2015 – Amendment No. 14 (Newmans Road Woolgoolga) includes updates to the Density Map; Front Setbacks Map, Side and Rear Setbacks Map; and the Preservation of Vegetation Maps (Attachment 2). A revised Chapter G14 West Woolgoolga within Coffs Harbour DCP 2015 and revised West Woolgoolga Contributions Plan (as discussed above) will be separately reported to Council in due course.

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

Key environmental impacts in relation to biodiversity, flood hazard, visual amenity, land use conflict, water quality, traffic, bushfire risk, acid sulfate soils, contamination, European heritage and Aboriginal cultural heritage are adequately addressed in the planning proposal.

•     Social

Social sustainability issues are addressed in the planning proposal. The provision of additional affordable residential land will result in positive social impacts within the Coffs Harbour Local Government Area.

•     Civic Leadership

The planning proposal supports the vision of the MyCoffs Community Strategic Plan ‘connected, sustainable, thriving’ and will assist in achieving the objectives of the Plan by: attracting people to work, live and visit; and by undertaking development that is environmentally, socially and economically responsible.

•     Economic – Broader Economic Implications

In terms of capital investment, the creation of additional residential land and the resulting development of that land has the potential to generate additional income and employment for the local economy. In this regard, broad economic implications from the planning proposal are likely to be positive.

•     Economic - Delivery Program/Operational Plan Implications

The recommendations contained within this report are unlikely to impact on Council’s Delivery Program or Operational Plan. The LEP amendment process is being undertaken as a business as usual process, funded through a proponent-led planning proposal. The update to the West Woolgoolga Special Area Chapter G14 of Coffs Harbour DCP 2015 and the West Woolgoolga Contributions Plan is funded within Council’s adopted Delivery Program.

Risk Analysis:

The subject land is identified in the Coffs Harbour Local Growth Management Strategy 2020 and North Coast Regional Plan 2036 as an Investigation Area – Urban Land. As such, the planning proposal is considered to be of low risk to Council. The public exhibition process that has been undertaken for the proposed LEP and DCP amendment has also assisted in reducing Council’s risk. The planning proposal includes a requirement to modify clause 7.19 (Key Sites Map) of Coffs Harbour LEP 2013 to enable sufficient time for Council to update local planning controls to guide orderly development of this part of the urban investigation area.

Consultation:

Public exhibition of the planning proposal and draft DCP mapping amendments was undertaken from 6 November 2019 to 4 December 2019. Two public submissions (Attachment 4) and six Government agency submissions (Attachment 5) were received during the exhibition period. The issues raised by submissions are addressed in the issues section of this report. Consultation has been, and will continue to be, undertaken in accordance with Council’s Community Participation and Engagement Plan 2019, as follows:

Project Stage

Inform

Consult

Involve

Collaborate

Pre-lodgement discussions

x

x

x

 

Draft planning proposal to Council

x

x

 

 

Planning proposal on exhibition

x

x

 

 

Post exhibition planning proposal to Council for endorsement

x

x

 

 

Post endorsement feedback to affected parties

x

 

 

 

Place Score

In early 2019, Council undertook extensive community consultation using the Place Score place-making tool. Woolgoolga received a Place Score of 67, which is below the NSW average of 72 for liveability. Masterplanning the Woolgoolga North West Urban Investigation Area will ensure that the liveability improvements priorities identified by the Woolgoolga community as part of the Place Score process are met.

Related Policy, Precedents and / or Statutory Requirements:

Relevant Council policies and statutory requirements have been considered in the preparation of the planning proposal and draft DCP amendment, including: Environmental Planning and Assessment Act 1979 and Assessment Regulation 2000; North Coast Regional Plan 2036; Coffs Harbour Local Growth Management Strategy 2020; MyCoffs Community Strategic Plan; Coffs Harbour Local Environmental Plan 2013 and Coffs Harbour Development Control Plan 2015.

Implementation Date / Priority:

Following endorsement by Council of the planning proposal, timeframes are subject to internal processes within NSW Department of Planning, Industry and Environment.

Conclusion:

The purpose of this report is to seek endorsement from Council of Planning Proposal PP_2019_COFFS_002_00 Newmans Road, Woolgoolga - Post Exhibition (Attachment 1) and approval of Coffs Harbour Development Control Plan 2015 – Amendment No. 14 (Newmans Road Woolgoolga) (Attachment 2). The proposed LEP amendment accords with Council’s Local Growth Management Strategy 2020 and will facilitate affordable housing opportunities, whilst protecting areas of high environmental value. Sufficient planning merit for this growth area is provided within the planning proposal (Attachment 1).

 


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SC20/58       Development Application No. 0867/20 - Telecommunications Facility - Lot 110 DP 790562, Advocate Park, Stadium Drive, Coffs Harbour

Author:                        Development Assessment Officer

Authoriser:                  Director Sustainable Communities

MyCoffs:                      C.1 Liveable neighbourhoods with a defined identity

Attachments:              ATT1  SC20/58   Development Application No. 0867/20 - s4.15 Evaluation Report

ATT2  SC20/58   Development Application No. 0867/20 - Plans

ATT3  SC20/58   Development Application No. 0867/20 - Draft Conditions  

      

 

 

Executive Summary

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 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 Height of Buildings standard under Clause 4.3 of Coffs Harbour Local Environmental Plan 2013 in this particular case.

2.       Approve Development Application No. 0867/20 for a telecommunications facility at Lot 110 DP 790562, Advocate Park, Stadium Drive, Coffs Harbour subject to the conditions provided in Attachment 3.

 

REPORT:

Applicant:

AXICOMM

Landowner:

Coffs Harbour City Council

Land:

Lot 110 DP 790562, Advocate Park, Stadium Drive, Coffs Harbour

Zone:

RE1 – Public Recreation

Description:

Telecommunications Facility

Description of Item:

•     The Site

The site is identified as Lot 110 DP 790562, Advocate Park, Stadium Drive, Coffs Harbour. The site is situated on the southwest corner of Hogbin Drive and Stadium Drive. Opposite the site to the east is an educational establishment consisting of Coffs Harbour TAFE, Coffs Harbour Senior College and Southern Cross University. Adjoining the site to the south is St John Paul College. The surrounding area mainly consists of sporting fields and complexes such as the C.ex International Stadium and the Coffs Coast Sport and Leisure Park. The nearest residential dwellings are located west of the site approximately 800m from the proposed facility.

Figure 1: Site location. Source: CHCC Internal Mapping.

•     The Development

The proposed telecommunications facility includes a 25m high monopole, with three aerials on top (total height 28m) and one outdoor equipment cabinet, mounted on a raised platform. The facility will be located within a fenced compound within a lease area measuring 12m x 10m.

Issues:

The main assessment issue for the proposed development is the exceedance of the Height of Buildings control (Clause 4.3) of Coffs Harbour Local Environmental Plan 2013.

A written request pursuant to clause 4.6 has been received from the applicant for consideration of a variation to the height of buildings development standard.  This matter is considered in detail 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 Coffs Harbour Community Participation and Engagement Plan for a period of fourteen (14) days and no submissions were received.

Related Policy, Precedents and / or Statutory Requirements:

The statutory instruments relevant to the development include the following:

-    Coffs Harbour Local Environmental Plan 2013

-    Coffs Harbour Development Control Plan 2015

-     State Environmental Planning Policy (Infrastructure) 2007

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

-     State Environmental Planning Policy (Coastal Management) 2018

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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SC20/59       South Solitary Island Lighthouse Optic Management Plan

Author:                        Section Leader Community Programs

Authoriser:                  Director Sustainable Communities

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:              ATT1  SC20/59   South Solitary Island Lighthouse Optic Management Plan (full version)

ATT2  SC20/59   South Solitary Island Lighthouse Optic Management Plan (summary version)  

 

Executive Summary

In February 2020, Council commissioned International Conservation Services to undertake a Management Plan to inform how best to preserve, protect and promote the South Solitary Island Lighthouse Optic (SSILO) into the future.

The SSILO is the largest and one of the most significant items in Council’s museum collection and is currently installed in the former museum building at 189B Harbour Drive, Coffs Harbour. The consultants undertook a site visit and inspection, and consulted with stakeholders, including Friends of South Solitary Island Lighthouse and the Australian Maritime Safety Authority.

The Plan provides valuable information about the SSILO itself and options for its:

-     Conservation and maintenance;

-     Future relocation; and

-     Display.

The Plan highlights that the SSILO is an outstanding heritage object, which elevates the Council’s museum collection beyond local interest to one of national significance.

The consultants are confident that the optic can be disassembled, packed, relocated and reassembled at reasonable cost. They conclude that the optimum position for the long term location of SSILO is adjacent to the harbour within sight of the sea, preferably within the Coffs Harbour Jetty Foreshores precinct.

Comprehensive and summary versions of the SSILO Management Plan have been prepared.

 

Recommendation:

That Council:

1.       Note the South Solitary Island Lighthouse Optic Management Plan, including its recommendations in relation to conservation, future relocation and preferred option of the Coffs Harbour Jetty Foreshores for the object’s long term location.

2.       Advocate for the inclusion of the South Solitary Island Lighthouse Optic in future plans for the Coffs Harbour Jetty Foreshores precinct, so it can be put on public display at that location within a suitable facility to support and interpret this heritage object and to make it readily accessible to both residents of and visitors to the city.

 

Report

Description of Item:

The South Solitary Island Lighthouse Optic (SSILO) is a significant object both to the Coffs Harbour community and more broadly within maritime circles. It was originally installed in the South Solitary Island Lighthouse in 1879. When the technology became redundant, it was removed in two stages between 1975 and 1977 and Council took over responsibility of it and ownership from the Federal Government. It was subsequently installed in 1980 in Coffs Harbour’s first museum, then located at 189B Harbour Drive and operated by the local Historical Society. Council funded the works - a specially-designed sunken floor area was constructed and Council staff spent considerable time sand blasting the frame, cleaning the glass and fitting the SSILO back together before craning it into the building before the roof was completed. The museum has since re-located due to flooding risk and the building is primarily hired to local table tennis clubs. Due to the size and nature of the object, it has remained installed at 189B Harbour Drive. A secure perspex shield has been installed to protect the optic and it can be viewed by appointment.

The SSILO is a First Order Fresnel (the most powerful type) dioptric lens. It has eight panels with prisms of flint glass (often called lead crystal) and each panel has 127 pieces in a gun metal frame. The lens sits on a cast iron pedestal, which was set in a bath of mercury to provide frictionless rotation. It was supplied by the famous British firm Chance Brothers who manufactured apparatus for hundreds of lighthouses across the world. The original clockwork motor made by Chance Bros remains in working order, although today it is powered by an electrical source so it rotates and the mercury bath is now filled with a lubricating oil.

It is one of the most original and complete examples of a first order lens in an Australian museum and the only original example of an 8 panel First Order lens in a museum in Australia - given it can be viewed in operation, the SSILO presents a unique heritage display. The lighthouse played a critical role in Coffs Harbour’s history and was a key factor in the economic and social development of the region, allowing the expansion of trade and employment opportunities in Coffs Harbour, which would otherwise have been restricted by the treacherous maritime environment. The lighthouse is a symbol, used by a number of organisations within Coffs Harbour, including by Coffs Harbour High School, whose motto lumen ex tenebris is Latin for ‘light out of darkness’.

The full SSILO Management Plan prepared for Council includes sections on the history of the optic and its significance, along with an extensive photographic record of historic images, documentation of its condition, a recommended maintenance schedule, conservation advice as well as the necessary steps required to relocate the object and related cost estimates.

Attached to this report are two versions of the SSILO Management Plan:

-     The full document, as outlined above (99 pages)

-     A summary document (14 pages) – primarily for use by external stakeholders/audiences.

Issues:

The current location of the SSILO presents several difficulties and constraints. While it is well-displayed - the light works and people can get quite close to it – it can only be viewed by appointment by small groups and visitation needs to be arranged in relation to the building’s regular use by table tennis clubs. Similarly, maintenance is constrained by these other uses and it is at risk of gradual damage occurring due to persistent moisture in the well.

The consultants concluded that the process of disassembly and reassembly of the SSILO is a relatively simple process that can be undertaken by skilled fitters and machinists and that it can be dismantled into small enough component parts to be brought out of its current location in the former museum at 189B Harbour Drive through the front doors, thus not necessitating the removal of the roof. Their estimate of the likely cost of disassembly and packing is $75,000 to $85,000 (2020 estimate, excluding GST), with the cost of reassembly likely to be approximately two thirds of this, excluding building preparation costs. Cleaning and conservation treatments are also recommended prior to any moving of the SSILO.

An investigation of whether mercury was present in the mercury bath of the SSILO’s cast iron pedestal was also undertaken, and confirmed to no longer be present, it now contains lubricating oil instead.

The consultants considered a number of options for the potential relocation of the SSILO, including:

-     Continuation of the status quo (keep at 189B Harbour Drive);

-     Placement into long term storage;

-     Placement into museum collection storage with guided tours;

-     Temporary relocation to the new Cultural and Civic Space; and

-     Relocation to a revitalised Jetty Foreshores.

The consultants met with Council staff and volunteers from the Regional Museum and stakeholders, including the Friends of South Solitary Island Lighthouse (FOSSIL), to discuss these potential options.

The consultants concluded that the optimum position for the long term location of SSILO should be adjacent to the harbour within sight of the sea, preferably within the Coffs Harbour Jetty Foreshores precinct. The consultants looked at the opportunity of integrating the SSILO into the new Cultural and Civic Space planned for Gordon Street in the City Centre as a temporary measure since it is a ‘live’ project. However, it is noted that the relocation and instillation of the SSILO was excluded from the scope of the Cultural and Civic Space as reported to Council on 14 June 2018.

In summary, with the NSW Government announcing a project to advance a Coffs Harbour Jetty Foreshore Precinct master plan project in early May 2020, they recommended that integration of the SSILO be considered within this precinct. This also aligns with Council’s current adopted plans that reference the SSILO.

Council continues to engage with the NSW Government over the life of the Jetty Foreshore Precinct master plan project. With the finalisation of the SSILO Management Plan, an opportunity exists to inform NSW Government staff and representatives about the findings and recommendations of the SSILO Management Plan.

Options:

Three options have been identified in considering this report:

-     Option 1: Adopt the recommendation of this report. This option reaffirms Council’s position to relocate the SSILO to the Jetty Foreshores within a suitable facility without committing to specific timelines or funding sources;

-     Option 2: Amend the recommendation of this report. This option could be considered should Council wish to review the future site relocation options further or should Council wish to prioritise the SSILO’s relocation, for example within a specific time period; or

-     Option 3: Reject the recommendation of this report.

Sustainability Assessment:

•     Environment

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

•     Social

The SSILO Management Plan guides the protection of a significant local heritage object and promotes community pride in our shared history, identity and sense of place.

•     Civic Leadership

The SSILO Management Plan supports the following objectives within the MyCoffs Community Strategic Plan:

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

-     We enrich cultural life through art, learning and cultural endeavour (A1.4)

-     We are best prepared to exploit opportunities now and in the future (B2.1)

-     We undertake development that is environmentally, socially and economically responsible (C1.2)

-     We undertake effective engagement and are informed (D2.1)

•     Economic – Broader Economic Implications

Cultural attractions provide direct and indirect benefits to the community and supports Council’s economic development and tourism strategies, as well as the Creative Coffs Cultural Strategic Plan through increased cultural tourism.

•     Economic - Delivery Program/Operational Plan Implications

The proposed relocation of the SSILO to the Jetty Foreshores, plus any associated object interpretation, will require an allocation of funding in the appropriate annual operational plan. There is no Council funding currently approved for this purpose.

Pending Council’s consideration and the recommended potential subsequent inclusion to the NSW State Government for the Jetty Foreshores master plan, the timing would need to be informed by the Jetty Foreshores master plan process and would likely be part of a larger infrastructure bid. This may be a few years away depending on State Government community infrastructure priorities. Such a project may also be able to attract grant funds at the time to assist its delivery.

Risk Analysis:

The SSILO Management Plan provides Council with important information on how to effectively conserve, maintain, relocate and display this significant heritage object thereby minimising risks in relation to these activities.

Consultation:

The SSILO Management Plan involved consultations with key stakeholders, including; Council’s museum staff and volunteers, Friends of South Solitary Island Lighthouse (FOSSIL) and the Australian Maritime Safety Authority (AMSA).

Related Policy, Precedents and / or Statutory Requirements:

-      Cultural Policy

-      Coffs Harbour Regional Museum Collection and Conservation Policy

-      Creative Coffs Cultural Strategic Plan 2017-2022

-      Coffs Harbour Economic Development Strategy 2017-2022

-      Coffs Coast Tourism Strategic Plan 2020

-      Jetty4Shores Concept Plan 2013 – this plan, adopted by Council on 24 Oct 2013, references inclusion of the SSILO within the concept plan area.

Implementation Date / Priority:

Recommended maintenance activities have already commenced. Should Council accept the recommendations in this report, then steps can be taken immediately to commence the advocacy action that it includes.

Conclusion:

This report recommends that Council notes the SSILO Management Plan and the recommendations it contains.

The recommended long-term relocation and interpretation of the SSILO at the Coffs Harbour Jetty Foreshores provides an opportunity for increased provision of cultural and heritage services by Council, in partnership with the NSW Government.


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SI20/19         Solitary Islands Way / Centenary Drive, Woolgoolga Intersection Works

Author:                        Works Program Co-ordinator

Authoriser:                  Director Sustainable Infrastructure

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

Attachments:              Nil

 

Executive Summary

The purpose of this report is to seek Council’s approval to upgrade the Solitary Islands Way / Centenary Drive, Woolgoolga intersection on the basis that the timing trigger for the project has been reached as a result of the planned West Woolgoolga Sports Complex and concurrent residential growth in the Woolgoolga North West Investigation Area (WNW).

 

The cost of the proposed signalised intersection is estimated, at this stage of planning, to be
$5.26 million.  Approval is sought to forward-fund the design and construction of the intersection through borrowings, with costs to be recouped over time via the Woolgoolga North West Area Developer Contributions Plan and LGA wide Developer Contributions Plan.

 

Recommendation:

That Council:

1.    Approve the addition of the Solitary Islands Way / Centenary Drive Intersection Project to the existing Operational Plan and Delivery Program.

2.    Allocate $576,000 of additional capital expenditure into Council’s current 2020/21 budget for the purposes of funding the tendering, investigation, design and other preparatory elements of the Solitary Islands Way / Centenary Drive Intersection Project during the 2020/21 financial year.

3.    Approve an internal loan for the amount of $576,000 drawn from Council’s Plant Fund for the immediate purposes of 2. above.

4.    Note that further detailed information regarding the future funding, via external borrowings, of the construction phase of the Solitary Islands Way / Centenary Drive Intersection Project will be provided for Council’s consideration during the budget setting processes for the 2021/22 financial year.

 

Report

Description of Item:

This report seeks Council’s approval to upgrade the Solitary Islands Way / Centenary Drive Intersection in Woolgoolga.  The proposed upgrade is a ‘future known project’ which until recently had been planned to occur in or around 2027 when appropriately stimulated by a planned sporting facility expansion and concurrent residential growth in the Woolgoolga North West Investigation Area (WNW) (fig. 1)

 


 

 

Figure 1: Woolgoolga North West Urban Investigation Area

 

Future planning had identified the West Woolgoolga sports complex (WWSC) as a high priority project.  This project has now attracted significant and early funding by the State and National Governments and as a consequence the WWSC project design phase is now underway having been triggered by Council’s approval of the 2017 – 2022 Delivery Program and 20/21 Operational Plan.

 

Furthermore, Council has received planning proposals for two further subdivisions in the WNW area indicating that it is now timely to accelerate the delivery of the proposed intersection.  The project is required provide safe vehicle, pedestrian and cycling connectivity to and from the future WWSC and other future subdivision sites in the immediate vicinity.

 

The proposed intersection will upgrade the existing Centenary Drive/SIW intersection to support additional vehicle, pedestrian and cycling traffic generated by the WWSC and provides for a 20-year traffic horizon.  The safety of pedestrians and other road users was a prime consideration in arriving at the preferred concept design.

 

The preferred option for Solitary Islands Way, Centenary Drive, and WWSC is a signalised intersection which would also serve the proposed future residential area (some 130 lots) located at the northern boundary of the WWSC.  The concept estimate for the construction of the upgrade is $5.26 million.

 

There is no current provision for this funding in the existing Council budget.  With approval, Council would seek to forward fund the project with borrowings and recoup the costs through future collection of Developer Contributions.

Issues:

The Woolgoolga North West Urban Investigation Area (WNW) has the potential to encompass 1130 residential lots.  Current growth estimates indicate that approximately 285 dwellings would be developed by 2040 and a further 845 dwellings after 2040.  The area is already supported by key infrastructure and services, including sub-regional road connections, schools, retail services and recreational facilities.

 


 

The four proposals contained within the WNW area are:

 

·    West Woolgoolga Sports Complex

·    Bark Hut Road Planning Proposal

·    Newmans Road Planning Proposal

·    Woolgoolga North West post 2040 Development Land

 

The Bark Hut Road PP provides for the rezoning of land to the north of the Sports Complex and south of Bark Hut Road for residential development; concept plans suggest that up to 180 predominantly low-density residential lots could be provided further to a rezoning (fig. 2):

 

Figure 2: Bark Hut Planning Proposal

 

The Newmans Road Planning Proposal provides for the rezoning of land north of Newmans Road for residential development; concept plans suggest that up to 94 predominantly low-density residential lots could be provided further to a rezoning (fig. 3).

 

 

Figure 3: Newmans Road Planning Proposal

 

 

The third 845 residential lot potential is expected to be developed across land bounded by Darkum Creek to the north, Bark Hut Road to the south, Solitary Islands Way to the east and (generally) the Pacific Highway to the west post 2040 (fig.4)

 


 

 

Figure 4: Woolgoolga North West Planning Proposal

 

Council resolved to fast track the WWSC earlier than originally planned when it was triggered by State and National funding opportunities.  The development of the Sports Complex provides for 9 playing fields (some of which could be adapted for cricket), centralised amenities, and an indoor multi-purpose centre.  Stage 1 of the development would include the playing fields, amenity blocks and ancillary car parking and active transport infrastructure, while Stage 2 would include additional on-site facilities and the Multi-Purpose Centre.  Council is currently undertaking a detailed design development for the eastern fields and stages one and two of the multi-purpose centre.  It is anticipated that all components of the WWSC will be developed by 2040.

 

As a result of these planning proposals, Council staff are conducting broader precinct planning to consider environmental constraints whilst enhancing the unique qualities of the area to ensure quality lifestyle and a high level of internal and external connectivity to local services and employment centres.  To this end, Council engaged Ason Group to prepare a Transport and Planning Report (TP Report) for the WNW.  The study sought to identify and resolve the optimum intersection arrangements on Solitary Islands Way (SIW) to Tramway Drive / Bark Hut Drive, taking account of safety, future assessed traffic volumes, and planning proposals within a 20-year horizon.

 

While the Sports Complex Master Plan suggests the provision of a new access point to Solitary Islands Way north of Centenary Drive, a new access road to the existing intersection of Solitary Islands Way & Centenary Drive (i.e. to make a new 4-way signalised intersection) provides a safer and more efficient solution, particularly when taking into account future active transport demands.  This new road will also provide access north in the Bark Hut PP lands, and connectivity to East Woolgoolga and Woolgoolga High School (fig. 5).

 

The recommended intersection layout is aligned with Centenary Drive to reduce the potential for conflicts with turning vehicles and pedestrians.  The link supports a modal shift to active transport whilst accommodating future traffic volumes on all approaches.

 

The safety of pedestrians and other road users was a prime consideration in the preferred design.  Critically, the treatment would also provide the safest means of accommodating pedestrian and cyclist movements to and from the Sports Complex, particularly from the Woolgoolga High School precinct and the existing cycle path along the eastern side of Solitary Islands Way.  As such, pedestrian crossings are to be provided on approaches from all directions to and from the intersection.

 

A number of priority intersection options were considered, including the option of a roundabout.  All other options failed in terms of providing a safe crossing option for walking or cycling for large numbers even though it may have provided an adequate level of service for vehicles.

 

 

Figure 5: Proposed Solitary Islands Way / Centenary Drive intersection

 

Options:

1.    Do nothing:  this would be a high risk option as it would not achieve the accessibility objectives of the WWSC, would increase risk for turning vehicles and conflict between vehicles and vulnerable road users.  It could reduce the capacity for planned infrastructure provision for future development in the area.

2.    Different intersection:  the Ason traffic study has discounted other treatments due to safety concerns, particularly for vulnerable road users.  A signalised intersection is the preferred option to ensure connectivity to the Eastern and Western Woolgoolga suburbs.

Sustainability Assessment:

•      Environment

The intersection is to be constructed in the existing road corridor so no major issues are anticipated, although the proposal will be subject to an environmental assessment.

•      Social

As the WWSC is an important facility for youth, it is important to provide safe pedestrian and cycling connectivity to the suburbs east and west of SIW.  The planning principles employed in the development of the WNW promote active transport options, enhancing the lifestyle opportunities presented by the WWSC.  The intersection provides an important link for residents and visitors from the WWSC to the Woolgoolga service centre.

 


 

•      Civic Leadership

We support our community to lead active lives

Community Strategic Plan: Indicator 2:1

Economic – Broader Economic Implications

In order to construct the intersection prior to the completion of the WWSC project, it is proposed to forward fund the estimated $5.26 million through loan borrowings which may be fully recovered through the relevant Developer Contributions plans with the remaining assessable portion to be included in a LGA-wide Contributions Plan.

 

In the immediate term it is proposed that an Internal Loan drawn from Council’s Plant Fund for an amount of $576,000 of the total estimated project budget of $5.26 million be actioned during the current financial year in order to enable the Project to continue through the detailed investigation and design stage.  The need for some immediacy is largely driven by the necessity of completing this Project in lockstep with the current WWSC project.

 

It is further proposed, that during the budget setting activities for the 2021/22 financial year which will occur between March and June 2021, Council then creates an external loan facility for the total Project Budget (estimated at $5.26 million) which will fund the remainder of the Project, and additionally repay Council’s Plant Fund for the initial internal borrowing of $576,000.

 

Based on master planning and other works, it is anticipated that these proposed Contribution Plans are approximately 4-6 months away.  The apportionment splits are provided below (fig.6), based on projected traffic movements, provided by the consultant that conducted the traffic study.  It should be noted that if Council chooses to seek external funding for this infrastructure then borrowing costs (i.e. interest) may be added to the table (to be recouped).

 

Figure 6: Proposal to recoup costs of SIW/Centenary Drive intersection

It is proposed that the borrowing be undertaken over a 20-year period. Current interest rates available to the Council have this borrowing rate at 2.2% per annum with a total interest cost over the 20-year period being approximately $1.27 million and repayments being approximately $326,000 per annum.

 

The Council may also be eligible for the Low Cost Loan Initiative available from the NSW Government which subsidises 50% of the interest cost where the borrowing is used to provide infrastructure which facilitates new housing supply.  As this infrastructure will be provided to assist with at least two new land release areas, it is assessed that Council will be eligible for this initiative.

Economic - Delivery Program/Operational Plan Implications

Total Project Costs are estimated to be $5.26 million, with $576,000 to be consumed in the current financial year (2020/21) and the remaining $4.68 million in the following 2021/22 financial year.

-     Construction total:  $4.07 million

-     Consultant Costs (12%):  $576,000

-     Legal Costs (0.5%):  $20,000

-     Contingency (20%):  $794,000

Risk Analysis:

The intersection is a key factor in enabling the WWSC to achieve its objectives.  The existing road layout would not provide safe access to users of the Sports complex and could incur extra expense to Council to provide infrastructure for the WNW residential developments.

Consultation:

Consultation to date includes the externally authored Transport and Planning Report:  Woolgoolga North West Urban Investigation Area 2020 (Ason Group), and planning sessions relevant internal teams.  Public consultation will take place once further detailed analysis of the project requirements has been concluded.

Related Policy, Precedents and / or Statutory Requirements:

Nil.

Implementation Date / Priority:

The summary of the intended works and timings for this project is as follows:

 

1.     Traffic Study                                               Current- 30 Oct 20

2.     Tender for Detailed Design                         30 Oct 20 – 30 Jan 21

3.     Survey, Design and Specification              30 Jan 21 – 30 June 21

4.     Tender for Construction                                       30 June 21- 30 Sept 21

5.     Construction                                                30 Sept 21 – 30 May 22

Conclusion:

This report recommends that Council bring forward the proposed Solitary Islands Way / Centenary Drive Intersection Upgrade due to the accelerated delivery of the West Woolgoolga Sports Complex and the receipt of two planning proposals for subdivision creation which will increase expected traffic volumes in the immediate area.