Ordinary Council Meeting Minutes                                                             13 May 2021

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MINUTES

coffs harbour CITY cOUNCIL
Ordinary Council Meeting
Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour
ON Thursday, 13 May 2021 AT 5.00pm

 

PRESENT:              Cr Denise Knight, Cr Michael Adendorff, Cr Paul Amos, Cr George Cecato, Cr Keith Rhoades, Cr Tegan Swan (via video-link), Cr Sally Townley

STAFF:                    General Manager, Director Sustainable Infrastructure, Acting Director Sustainable Communities, Director Business Services and Executive Assistant

 

Leave of Absence       Cr John Arkan

Opening of Ordinary Meeting

The meeting commenced at 5.00pm with the Mayor, Cr D Knight in the chair.

Acknowledgement of Country

We respectfully acknowledge the traditional custodians of the land on which we meet, the Gumbaynggirr people, who have cared for this land since time immemorial. We pay our respects to their Elders, past, present and emerging, and commit ourselves to a future with reconciliation and renewal at its heart.

Statement in relation to Recording of Meetings

The Mayor reminded the Chamber that the meeting was to be recorded and live audio streamed, and that no other recordings of the meeting would be permitted.

Public forum commenced at 5.00pm

Speaker

Item

Zeno Baston

Against NOM21/11 - Reactivation of Regional Waste Strategy Reference Group

Against NOM21/12 - Coffs Harbour Waste Disposal

 

Disclosure of Interest

Councillor

Items

Type of Interest

Cr Keith Rhoades

SC21/19 Draft 2017-2022 Delivery Program (Year 5), Draft 2021/22 Operational Plan, Draft 2021/22 Delivery Program Budgets and Draft 2021/22 Fees and Charges

Pecuniary interest as he is a Director of an organisation that uses reclaimed water.

Apologies

No apologies.

 

LEAVE OF ABSENCE

No requests for leave of absence.

 

Confirmation of Minutes

2021/80

Resolved (Cr George Cecato / Cr Sally Townley)

That the minutes of the Ordinary Meeting held on 22 April 2021 be confirmed.

 

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

Carried

 

 

NOTICES OF MOTION – SUSTAINABLE INFRASTRUCTURE

 

NOM21/11      Reactivation of Regional Waste Strategy Reference Group

2021/81

Resolved (Cr Sally Townley / Cr Paul Amos)

That Council

1.         Invite Nambucca Shire Council and Bellingen Shire Council to reactivate the Regional Waste Strategy Reference Group, and

2.         Seek an urgent meeting the Reference Group to discuss collective and individual options for future waste strategies, including but not limited to 

·           Improved organic waste diversion

·           Current landfill capacity

·           Future landfill options

·           Diversion options for bulky good, construction and industrial streams and commercial streams.

3.         Provide the Reference Group with a comprehensive update on CHCC’s activities regarding future waste strategies.

4.         Write to contractors Handybin and Biomass and seek their position regarding confidentiality of awards.

5.         Invite the EPA to attend the Reference Group Meeting.

 

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

Carried

 

 

 

NOM21/12      Coffs Harbour Waste Disposal

2021/82

Resolved (Cr Paul Amos / Cr Sally Townley)

That Council make immediate representation to the NSW State Government seeking support to identify a suitable site and apply for the relevant approvals in State Forest land to the West of Coffs Harbour to establish a new, short term, tip site. This site would aspire to serve Coffs Harbour from years 2027 - 2040 with viable new approved alternate waste technology anticipated to be applied and the State Forest site retired at this time.

 

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

Carried

 

 

General Manager's Reports

 

GM21/05         Council Committees - Appointment of Members

 

Executive Summary

Nominations to join Council’s advisory and facility management committees require appointment by Council.  This report is seeking the appointment of nominees for the following committees:

·     The Heritage Advisory Committee

·     Lowanna Community Hall Facility Management Committee

2021/83

Resolved (Cr Sally Townley / Cr George Cecato)

That Council:

1.         Appoint the following to the Heritage Advisory Committee:

1.1.     James Holmes as the Family History Society representative

1.2.     Dr Craig Bellamy as the museum representative

1.3.     Terrie Beckhouse as the maritime representative

1.4.     Gay Bell as the cultural/arts community representative

2.         Appoint John Rohozky to the Lowanna Community Hall Facility Management Committee.

 

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

Carried

 

 

 

GM21/06         Local Government Remuneration Tribunal

 

Executive Summary

The Local Government Remuneration Tribunal (Tribunal) recently made its annual determination of categories of councils and the maximum and minimum fees to be paid to Mayors and Councillors for the 2021/22 financial year.

This report is seeking a decision on the appropriate fees to be paid to the Coffs Harbour City Council Mayor and Councillors for the 2021/22 financial year.

 

2021/84

Resolved (Cr Sally Townley / Cr Tegan Swan)

That Council, in accordance with the provisions of s248-249 of the Local Government Act 1993, fix the:

1.         Annual fee for Councillors at $24,810 for the 2021/22 financial year.

2.         Additional annual fee for the position of Mayor at $61,280 for the 2021/22 financial year.

 

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

Carried

 

 

Notice of Motion – Business Services

 

NOM21/08      Publishing of Council's Meetings Live Stream Content

2021/85

Resolved (Cr Paul Amos / Cr Tegan Swan)

Council publish the live stream content from the most recent meeting no later the 12 noon on the Friday following the scheduled Thursday Council meeting. This is to be presented with a direct and prominent link on the Coffs City Council home page.

 

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

Carried

 

 

Directorate Report - Business Services

 

BS21/24          Adoption of Plan of Management for the Community Village and Cavanbah Centre

 

Executive Summary

Council has a statutory obligation under both the Crown Lands Management Act 2016 (CLM Act) and the Local Government Act 1993 (LG Act) to adopt Plans of Management (PoMs) for all Crown reserves that are classified as ‘community’ land and for which Council has been appointed land manager. 

At its 12 November 2020 meeting, Council resolved to refer the draft PoM for the Community Village and Cavanbah Centre Crown reserves (Attachment 1) to the Division of Crown Lands within the Department of Planning, Industry and Environment (DPIE) for approval for it to be publicly exhibited.  Council also resolved to publicly exhibit the draft PoM for 42 days once DPIE approval was obtained and public submissions were invited over this period, as required by the LG Act and CLM Act.

The draft PoM was approved by DPIE for public exhibition in late February 2021 and remained on exhibition until 14 April 2021.  No submissions from current licensees/lessees or the general public, were received.  The draft PoM is now ready to be adopted, which will make it the first PoM adopted by Council under the new CLM Act.

2021/86

Resolved (Cr Sally Townley / Cr George Cecato)

That Council:

1.         Adopt the Plan of Management for the Community Village and Cavanbah Centre as the Plan of Management applying to Crown reserves known as the ‘Community Village’ reserve (reserve number 140058) and ‘Cavanbah Centre’ reserve (reserve number 90985).

2.         Authorise the General Manager to notify the Crown Lands Division of the Department of Planning, Industry and Environment that Council has adopted the Plan of Management and forward a copy for record purposes.

 

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

Carried

 

Notice of Motion – Sustainable Communities

 

NOM21/09      Affordable Housing

2021/87

Resolved (Cr Sally Townley / Cr Tegan Swan)

"That Council:

1.         Recognise that local government can play a role in the provision of affordable housing and/or social housing; and

2.         Review case studies of other Local Government Areas who have made effective advancements in social and/or affordable housing; and

3.         Commence investigation of the opportunities and constraints which shape Council's ability to participate in provision of affordable and/or social housing; and

4.         Provide a report back to Council."

 

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

Carried

 

Directorate Reports - Sustainable Communities

 

SC21/18          Sustainable Communities Directorate - Major Functions / Funding Requirements

 

Executive Summary

At its Ordinary Meeting of 25 February 2021, it was resolved that Council staff prepare a report on Major Functions/Funding Requirements within the Sustainable Communities directorate.

This report provides an overview and background on the funding for functional areas within the three groups that form the Sustainable Communities Directorate, as well as a list of aspirational projects that have been put forward in the project bid process.

It is important to consider the information provided in the context of the Integrated Planning and Reporting Cycle, and the Delivery Program 2017-2022 and Operational Plan 2021/22.

2021/88

Resolved (Cr Sally Townley / Cr George Cecato)

That Council note the Sustainable Communities Directorate – Major Functions/Funding Requirements.

 

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

Carried

Cr Keith Rhoades declared an interest in the following item, vacated the chamber and took no part in the discussion or voting, the time being 6.09pm.

 

 

SC21/19          Draft 2017-2022 Delivery Program (Year 5), Draft 2021/22 Operational Plan, Draft 2021/22 Delivery Program Budgets and Draft 2021/22 Fees and Charges

 

Executive Summary

The Integrated Planning and Reporting framework requires Council to prepare a Delivery Program following each ordinary election which specifies the activities to be undertaken for the four-year period of the election term. The Delivery Program is reviewed annually and executed with an Operational Plan which specifies the work to be undertaken and budgeted for in that financial year. These documents are the key planning documents which enable Council to deliver on the MyCoffs Community Strategic Plan objectives. Accompanying these documents are the Draft 2021/22 Delivery Program Budgets and Draft 2021/22 Fees and Charges.

Due to COVID-19, changes were made to Integrated Planning and Reporting requirements for 2020/21 by the NSW Government and the 2020 Local Government Elections were postponed to September 2021. Subsequently, Council’s existing Delivery Program is now a five-year program through until 30 June 2022.

The purpose of this report is to seek Council’s endorsement to publicly exhibit the draft 2017-2022 Draft Delivery Program Year 5, 2021/22 Draft Operational Plan, the 2021/22 Draft Delivery Program Budgets and Draft 2021/22 Fees and Charges. 

 

Motion (Cr Sally Townley / Cr George Cecato)

That Council:

1.         Place the following documents on public exhibition for a minimum period of 28 days:

1.1.     Draft 2017-2022 Delivery Program (Year 5);

1.2.     Draft 2021/22 Operational Plan;

1.3.     Draft 2021/22 Delivery Program Budgets; and

1.4.     Draft 2021/22 Fees and Charges.

2.         Note that a further report will be brought back to Council to present the outcomes of the public exhibition process prior to adopting the final Delivery Program, Operational Plan, Delivery Program Budgets and Fees and Charges documents by 30 June 2021.

 

Amendment

 

(Cr Paul Amos / Cr Michael Adendorff)

That Council:

1.         Place the following documents on public exhibition for a minimum period of 28 days:

1.1.     Draft 2017-2022 Delivery Program (Year 5);

1.2.     Draft 2021/22 Operational Plan;

1.3.     Draft 2021/22 Delivery Program Budgets; and

1.4.     Draft 2021/22 Fees and Charges.

2.         Note that a further report will be brought back to Council to present the outcomes of the public exhibition process prior to adopting the final Delivery Program, Operational Plan, Delivery Program Budgets and Fees and Charges documents by 30 June 2021.

3.         Amend the fees and charges schedule to exclude the metered charge for reclaimed water usage whilst retaining the connection fee for reclaimed water usage.

 

 

For:         Crs Adendorff, Amos and Swan

Against:  Crs Knight, Cecato and Townley

 

The AMENDMENT on being put to the meeting resulted in a tied vote. The Mayor used her casting vote and the AMENDMENT was declared lost.

 

Motion

2021/89

Resolved (Cr Sally Townley / Cr George Cecato)

That Council:

1.         Place the following documents on public exhibition for a minimum period of 28 days:

1.1.     Draft 2017-2022 Delivery Program (Year 5);

1.2.     Draft 2021/22 Operational Plan;

1.3.     Draft 2021/22 Delivery Program Budgets; and

1.4.     Draft 2021/22 Fees and Charges.

2.         Note that a further report will be brought back to Council to present the outcomes of the public exhibition process prior to adopting the final Delivery Program, Operational Plan, Delivery Program Budgets and Fees and Charges documents by 30 June 2021.

 

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

Carried

 

 

Cr Keith Rhoades returned to the meeting, the time being 6.31pm.

 

 

 

SC21/20          Community Participation and Engagement Plan - Post Exhibition

 

Executive Summary

Council’s current Community Participation and Engagement Plan (CPEP) was adopted by Council on 12 December 2019. It sets out Council’s approach to facilitating community participation and engagement and ensures the broader Coffs Harbour Local Government Area community is able to have a say and participate in decisions that affect their future.

When the CPEP was adopted, a commitment was made to review the document within twelve months to ensure it continues to meet its objectives and to enable further alignment with Council policies and protocols. At its Ordinary Meeting on 23 July 2020, Council resolved to endorse an amendment to the CPEP.

Further amendments were made to make information in the document more easily accessible and in a format that encourages community engagement and participation from the broader community.

The purpose of this report is to present the outcomes of the public exhibition process and to seek Council adoption of the revised Community Participation and Engagement Plan.

2021/90

Resolved (Cr Paul Amos / Cr George Cecato)

That Council adopt the revised Community Participation and Engagement Plan.

 

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

Carried

 

 

 

 

SC21/21          Youth Issues and Options Paper - Post Exhibition - Next Steps

 

Executive Summary

The Youth Issues and Options Paper provided the community with a comprehensive research paper outlining the current context for young people in the Local Government Area (LGA). It also undertook to collate and communicate the services Council provides to young people in the community, and was the first time a consolidated view of these activities had been articulated.

The Youth Issues and Options Paper was placed on exhibition 27 July to 24 August 2020, and a deeper engagement exercise was also undertaken with the service sector.

The priority recommendation from the youth service sector was for Council to develop a Youth Strategy and Policy, to incorporate other recommendations received during the engagement. The development of a Youth Strategy and Policy will commence in the second half of 2021.

2021/91

Resolved (Cr Michael Adendorff / Cr George Cecato)

That Council:

1.         Note that in response to the engagement undertaken with the Youth Issues and Options Paper, a Youth Strategy and Policy will be delivered in 2021/22.

2.         Notify participants of Council’s decision.

 

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

Carried

 

 

 

SC21/22          Draft Coffs Harbour Heritage Strategy 2021 - 2024

 

Executive Summary

Coffs Harbour City Council developed its initial heritage strategy in 2003 and has subsequently operated a heritage advisory program over the last seventeen years. The strategy identifies how its heritage program will be implemented and how its heritage advisory committee, heritage advisory program and local heritage fund will operate. It has been regularly updated since its inception.

The purpose of this report is to seek Council’s endorsement to publicly exhibit the draft Coffs Harbour Heritage Strategy 2021 to 2024 (Attachment 1); and to provide Council with a review of the performance of its current heritage strategy for the 2017 to 2020 period (Attachment 2).

2021/92

Resolved (Cr Sally Townley / Cr Paul Amos)

That Council:

1.         Endorse for public exhibition the draft Coffs Harbour Heritage Strategy 2021 – 2024 for a 28-day period (Attachment 1).

2.         Note the summary of heritage strategy performance 2017 - 2020 (Attachment 2).

3.         Note that a further report will be brought back to Council for consideration following public exhibition of the Coffs Harbour Heritage Strategy 2021 – 2024.

 

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

Carried

 

 

 

 

SC21/23          RFT-1332-TO - Construct Animal Impound Facility at Christmas Bells Road, Coffs Harbour

 

Executive Summary

At its Ordinary Meeting 12 September 2019, Council considered a report in relation to the outcome of an expression of interest process and an approach to the RSPCA NSW relating to the purchase of land and facilities needed to meet Council’s statutory animal impounding service provisions.

These actions were taken in response to the advice from RSPCA NSW of their planned withdrawal from the provision of animal impound services.  At this meeting, it was resolved that Council:

1.     Thank the parties who submitted an expression of interest for their efforts and advise their submission did not meet Council’s needs on this occasion.

2.     Thank the RSPCA NSW for their response and reciprocate Council’s willingness to maintain a relationship that will benefit the future service needs of both parties.

3.     Confirms Lot 1 DP 1080285, Christmas Bells Road, Coffs Harbour as the preferred site for construction of an animal impounding facility and allocates $30,000 for the preparation of a development application (funding source to be identified at Quarterly Budget Review).

4.     Receive a further report upon obtaining development consent with detailed costing for the construction of the animal impounding facility.

The matter has since progressed with a Development Consent having been obtained.  Tenders for the construction of the facility have also been received providing detailed costing to construct the facility.

This report provides details of the tender evaluation and recommends that Council adopt the recommendation in the attached report.

 

Motion (Cr Sally Townley / Cr George Cecato)

That Council:

1.         Accept the tender received for the Construction of Animal Impound Facility Coffs Harbour from Connex Management and Construction Pty Ltd for the price of $1,373,562.42 Incl GST; in accordance with S178(1)(b) of the Local Government Regulations.

2.         Allocate an amount of $350,000 from the T2S infrastructure reserve to provide the additional funding identified in the report to complete the project.

 

Amendment

2021/93

RESOLVED (Cr Paul Amos / Cr Sally Townley)

That Council:

1.         Accept the tender received for the Construction of Animal Impound Facility Coffs Harbour from Connex Management and Construction Pty Ltd for the price of $1,373,562.42 Incl GST; in accordance with S178(1)(b) of the Local Government Regulations.

2.         Allocate the proposed funding from the T2S Infrastructure Renewal Reserve to be replaced by the Strategic Initiative Reserve.

 

For:         Crs Knight, Amos, Rhoades, Swan and Townley

Against:  Crs Adendorff and Cecato

 

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

Carried

 

 

SC21/24          Coffs Harbour Regional City Action Plan 2036

 

Executive Summary

The North Coast Regional Plan 2036, prepared by the NSW Government in 2017, identified Coffs Harbour as one of four regional cities on the NSW North Coast. A priority action within that Plan was for the development of a regional city action plan for Coffs Harbour. The Coffs Harbour Draft Regional City Action Plan (RCAP) 2036 was prepared by the NSW Government in collaboration with Council and placed on exhibition from 5 June to 31 July 2020. The final Coffs Harbour RCAP 2036 has now been published by the NSW Government and is provided to Council (Attachment 1).

The purpose of this report is to formally advise Council that the Coffs Harbour RCAP 2036 is now finalised and to also advise that there will be various Collaboration Opportunities arise with the NSW Government as a result of finalisation of the Plan.

2021/94

Resolved (Cr Tegan Swan / Cr Sally Townley)

That Council:

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

2.         Note there will be various collaboration opportunities with NSW Government agencies as a result of the finalisation of the Coffs Harbour Regional City Action Plan 2036.

 

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

Carried

 

 

Notice of Motion – Sustainable Infrastructure

 

NOM21/10      Brelsford Park Masterplan

2021/95

Resolved (Cr Denise Knight / Cr George Cecato)

"That a report be brought back detailing the plan for Council to proceed further with a Masterplan for Brelsford Park."

 

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

Carried

 

 

Question on notice

 

QON21/04      Gordon Street Project Loan Details

 

The response was noted.

 

 

 

 

 

Matters of an Urgent Nature

 

 

MUN21/05      Transportation of Acid Sulfate Soil from Cultural Civic Space Building Site

 

Cr Townley stated that they had learnt in the past week that the transportation of the excavated potential acid sulfate soils from the Cultural and Civic Space site is not, as formally thought, going to be treated on site at Sawtell, and is now proposed to be trucked to a disposal facility in Queensland, at a greater expense. Cr Townley expressed concern that they were assured there was a plan in place to manage the waste, and that this had now changed. Cr Townley advised that she will be seeking support from Councillors to hold an Extraordinary Meeting to further discuss this issue and seek details regarding this change in direction.

 

 

 

MUN21/06      Public Parking on the Northern End of Gordon Street, Coffs Harbour

 

Cr Rhoades said he was alerted that contractors have been placing ‘witches hats’ on public parking spaces to enable parking availability for fellow workers. Cr Rhoades asked what is allocated to the construction site, is it only the barricaded section or do the contractors have the authority to barricade public parking spaces?

The General Manager advised that he contacted the contractors and was informed that the witches hats were located on carparking spaces in Coff Street, adjacent to Fitzroy Oval and that this was permitted use for offloading tilt slabs, the wall structures, for the Mission Australia project, not the Gordon Street project.

Cr Rhoades asked if the barricaded off section in Gordon Street is the only allocated parking, and whether the rest is open for public parking?

The General Manager took this matter on notice.

 

 

Close of Meeting

The Meeting closed at 7.03pm.

 

Confirmed: 27 May 2021

 

 

 

 

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

Denise Knight

Mayor