Agenda for the Ordinary Council Meeting - Bellingen Shire · ORDINARY COUNCIL 28/08/2019 Page 3...

Agenda for the Ordinary Council Meeting

Date: 28 August 2019

Location: Bellingen Shire Council Chambers

Time: 9.00 AM

COUNCIL ADVISES THAT ALL OR PART OF THE MEETING MAY BE AUDIO RECORDED BY COUNCIL

AGENDA

ORDINARY COUNCIL 28/08/2019

AGENDA


Council’s Vision Our vision for the future must encompass all aspects of

living and working in our shire, as well as ways in which we are connected beyond our borders – regionally, nationally and globally. Our vision is about protecting the pristine natural beautify of our environment and enhancing our prosperous and safe community where inclusiveness and sustainable living are embraced, so that creativity and cultural activity can flourish.

Council’s Corporate Values Respect and understanding of our community’s needs

Fairness and equity Stewardship Responsible decision-making Co-operative partnerships Pride in our community

Council’s Guiding Principles The principles of Ecologically Sustainable

Development including

Sustainable use

Integration

Inter-generational and intra-generational equity

Conservation of our biodiversity and ecological integrity

Internalisation of environmental sustainability costs

Social justice principles including

Equity

Access

Rights

AGENDA


HOW MEMBERS OF THE COMMUNITY CAN ENGAGE WITH COUNCIL AND HAVE THEIR SAY AT COUNCIL MEETINGS

Council has a commitment to providing members of the community with an opportunity to have input into Council's decision making. The Council's Code of Meeting Practice provides the avenue for members of the public to address Council on issues of interest or concern at the Ordinary Council Meeting. The process for public address is listed below:

ADDRESSING COUNCIL ON AN AGENDA ITEM:

If the matter is listed in the Council Business Paper, you can request to address Council by:

Completing the Request to Speak on an Agenda Item at a Council Meeting”, which can be obtained from Council’s front counter at 33-39 Hyde Street, Bellingen

Or by downloading it from Council’s website.

Or by emailing Council’s General Manager’s Office directly on [email protected]

PLEASE NOTE: Your request to address Council must be received by Council no later than 12.00pm on the day prior to the Council Meeting.

COUNCIL'S CODE OF MEETING PRACTICE SETS OUT THE FOLLOWING GUIDELINES FOR ADDRESSING COUNCIL:

Addresses will be limited to 5 minutes each with the Chairperson having the option of granting an extension of time in extenuating circumstances.

Council will permit only two (2) speakers "Supporting" and two (2) speakers "Opposing" the Recommendation contained in the Business Paper.

The use of PowerPoint presentations and overhead projectors is permitted as part of the deputation, provided that the speaker has made prior arrangements with the General Managers office at the time of booking their deputation.

Council’s Code of Meeting Practice can be found on Council’s website: www.bellingen.nsw.gov.au

mailto:[email protected]

http://www.bellingen.nsw.gov.au/

AGENDA


CONFLICT OF INTEREST 1 Councillors are under an obligation to disclose any interest they may have in any

matter before the Council and to refrain from being involved in any consideration or to vote on any such matter.

2 Councillors must disclose any interest in any matter listed in the Business Paper

fully and in writing prior to or at the opening of the meeting. 3 The nature of interest shall be included in the disclosure. 4 All declarations of interests shall be recorded by the General Manager. 5 Councillors shall immediately and during the meeting disclose any interest in

respect of any matter arising during the meeting which is not referred to in the Business Paper.

6 Any Councillor having an interest shall leave the meeting room and be out of sight of

the meeting and not participate in discussions or voting on the matter. 7 Senior staff are required to declare interests in a similar manner to Council.

AGENDA


BELLINGEN SHIRE COUNCIL

DISCLOSURE OF INTEREST AT MEETINGS

Name of Meeting:

Meeting Date:

Item/Report Number:

Item/Report Title:

I declare the following interest:

(name)

Pecuniary – must leave chamber, take no part in discussion and voting.

Non Pecuniary – Significant Conflict – Recommended that Councillor/Member leaves chamber, takes no part in discussion or voting.

Non-Pecuniary – Less Significant Conflict – Councillor/Member may choose to remain in Chamber and participate in discussion and voting.

*(Definitions are provided on the next page).

For the reason that -

Signed Date

Council’s Email Address – [email protected] Council’s Facsimile Number – (02) 6655 2310

mailto:[email protected]

AGENDA


DEFINITIONS

(Local Government Act and Code of Conduct)

Pecuniary – An interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person or another person with whom the person is associated. (Local Government Act, 1993 section 442 and 443) A Councillor or other member of a Council Committee who is present at a meeting and has a pecuniary interest in any matter which is being considered must disclose the nature of that interest to the meeting as soon as practicable. The Council or other member must not take part in the consideration or discussion on the matter and must not vote on any question relating to that matter. (Section 451). Non-pecuniary – A private or personal interest the council official has that does not amount to a pecuniary interest as defined in the Act (for example; a friendship, membership of an association, society or trade union or involvement or interest in an activity and may include an interest of a financial nature). If you have declared a non-pecuniary conflict of interest you have a broad range of options for managing the conflict. The option you choose will depend on an assessment of the circumstances of the matter, the nature of your interest and the significance of the issue being dealt with. You must deal with a non-pecuniary conflict of interest in at least one of these ways.

It may be appropriate that no action is taken where the potential for conflict is minimal. However, council officials should consider providing an explanation of why they consider a conflict does not exist.

Limit involvement if practical (for example, participate in discussion but not in decision making or vice-versa). Care needs to be taken when exercising this option.

Remove the source of the conflict (for example, relinquishing or divesting the personal interest that creates the conflict or reallocating the conflicting duties to another officer).

Have no involvement by absenting yourself from and not taking part in any debate or voting on the issue as if the provisions in section 451(2) of the Act apply (particularly if you have a significant non-pecuniary conflict of interest).

AGENDA


AGENDA

1 ACKNOWLEDGEMENT OF COUNTRY ................................................................ 9

2 APOLOGIES ......................................................................................................... 9

3 DECLARATION OF PECUNIARY AND NON PECUNIARY INTEREST ................ 9

4 MINUTES ............................................................................................................... 9

5 MATTERS ARISING .............................................................................................. 9

6 PUBLIC ACCESS/PRESENTATIONS ................................................................... 9

7 MAYORAL MINUTE .............................................................................................. 9

Nil

8 NOTICE OF MOTION ............................................................................................ 9

Nil

9 RESILIENT ECONOMY ......................................................................................... 9

Nil

10 COMMUNITY WELLBEING ................................................................................. 10

10.1 TENDER T-18-07 PROVISION OF SURF LIFE SAVING SERVICES ................... 10

11 PLACES FOR PEOPLE ...................................................................................... 15

11.1 WESTPAC HELICOPTER CHARITY RIDE - 13 - 20 SEPTEMBER 2019 ............. 15

11.2 DRAFT LOCAL HOUSING STRATEGY ................................................................. 37

12 LIVING ENVIRONMENT ...................................................................................... 44

12.1 WATER STATUS REPORT - JULY 2019............................................................... 44

13 CIVIC LEADERSHIP ........................................................................................... 53

13.1 PLANNING - PROGRESS REPORT ...................................................................... 53

13.2 INDEPENDENT PRICING AND REGULATORY TRIBUNAL (IPART) - REVIEW OF THE NSW LOCAL GOVERNMENT RATING SYSTEM .................... 64

13.3 MAINTENANCE SERVICES - PROGRESS REPORT ........................................... 69

13.4 CONSTRUCTION SERVICES - PROGRESS REPORT ........................................ 76

13.5 REPORT ON INVESTMENTS AS AT 31 JULY 2019 ........................................... 80

13.6 CUSTOMER & BUSINESS SERVICES - 6 MONTHLY PROGRESS REPORT ................................................................................................................. 87

13.7 MINUTES LOCAL TRAFFIC ADVISORY COMMITTEE EMAIL MEETING HELD 12 AUGUST 2019 ........................................................................................ 91

13.8 BUILDING AND REGULATION PROGRESS REPORT ..................................... 120

14 CONFIDENTIAL MATTERS .............................................................................. 128

14.1 UPDATE - URUNGA VISITOR CENTRE ............................................................. 128

AGENDA


1 ACKNOWLEDGEMENT OF COUNTRY

2 APOLOGIES

Nil

3 DECLARATION OF PECUNIARY AND NON PECUNIARY INTEREST

4 MINUTES Ordinary Meeting 24 July, 2019

Extraordinary Meeting 14 August, 2019

5 MATTERS ARISING

6 PUBLIC ACCESS/PRESENTATIONS

7 MAYORAL MINUTE

Nil

8 NOTICE OF MOTION

Nil

9 RESILIENT ECONOMY

Nil

AGENDA


Item 10.1

10 COMMUNITY WELLBEING

Item: 10.1

Subject: TENDER T-18-07 PROVISION OF SURF LIFE SAVING SERVICES

File/Index: recreation and Cultural Services

Presented by: Alison Pattinson, Manager Community Wellbeing

ALIGNMENT WITH DELIVERY PROGRAM (CW) COMMUNITY WELLBEING (CW.4) We are connected, safe and healthy with a strong sense of community. (CW.4.3) We have the programs, services and infrastructure to ensure a safe community. (CW.4.3.3) Provide beach control activities at designated beaches.

RECOMMENDATION 1. That Council: Accept the tender from Australian Lifeguard Services for the provision of

professional lifeguard services at Hungry Head Beach Urunga and North Beach Mylestom at a price for a two year period of $198,801.25 plus GST with a breakdown as follows:

Year 1 $98,125 plus GST

Year 2 $100,676.25 plus GST 2. Enter into a contract with Australian Lifeguard Services to meet the tender

specifications and for the price noted in 1. above 3. Authorise the General Manager or her delegate, to extend the contract, from the initial

two year period, up to a 1+1+1 year period (5 years in total) based on satisfactory contractor performance

4. Authorise the General Manager, if required, to affix the seal of Council to execute the contract

EXECUTIVE SUMMARY This report provides the detail and outcome of a tender process which has been conducted by Council to provide professional lifeguard services to complement volunteer lifesaving services at two beaches in Bellingen Shire: Hungry Head at Urunga and North Beach at Mylestom. The proposed contract is to cover the spring, summer and autumn school holiday periods from 2019/20 to 2023/24 on the basis of 2+1+1+1 years with additional years subject to satisfactory performance as deemed by contract conditions and council REPORT DETAIL This report outlines the tender process followed in recommending a contractor for provision of surf lifesaving services. It recommends the acceptance of the best value for money offer identified in the Tender Panel Recommendation Report and Assessment

AGENDA


Item 10.1

Tender Process Council issued a Request for Tender (RFT) for the Provision of Professional Lifeguard Services for Bellingen Shire Council for a term of 2+1+1+1 (total 5) years commencing with the 2019/20 season A Tender plan was developed for the tender which covered the following areas:

The objectives and requirements of the tender

The probity and accountability controls and measures to be used

The roles and responsibilities of the various Council officers involved in the preparation, execution and evaluation of the tenders

The methodology to be used in evaluation of the tenders

Relevant milestones in the tender process and a risk assessment and associated controls for the tender, the contract and any subsequent tenders/contracts

Tender documentation was prepared in accordance with the Tender Plan. The Request for Tender was advertised on Tenderlink and in the Coffs Coast Advocate on 17 June 2019 and closed 8 July 2019. All tenders were required to be submitted electronically through Tenderlink. One addendum was issued by the Authorised Contact Officer to clarify starting dates for the service periods. Both tenderers provided written acknowledgement of receipt of the addendum. The electronic tender box was opened on 10 July 2019 by the Authorised Contact Officer together with two witnesses. Two tenders were received as follows: Tenderers (in alphabetical order)

Australian Lifeguard Services

Lifeguard Services Australia

Evaluation Methodology The tender evaluation committee evaluated all tenders in accordance with the evaluation methodology specified in the Request for Tender documents. The methodology involved a three-stage process: 1. Mandatory Criteria Tenders were initially assessed for compliance with the requirements set out in the RFT document and for compliance with and acceptance of the Conditions of Contract. Compliance with the RFT document is taken to mean:

Submission of the tender by the closing date and time and in accordance with all other lodgement instructions

Provision of the information requested in the RFT, which is identified in section Mandatory Criteria

Compliance with the qualifications and standards detailed in: 1. NSW Division of Local Government Department of Premier and Cabinet

Practice note 15 Water Safety updated October 2017 and any subsequent updates.

2. The signage standard AS/NZS 2416.1 2010 Water safety signs and beach safety flags - Specifications for water safety signs used in workplaces and public areas, as amended from time to time.

AGENDA


Item 10.1

3. The current version or any subsequent updates of the best practice manual, Signs as Remote Supervision (2019)V9 produced for Statewide Mutual Liability Scheme

4. Equipment and facilities to comply with the Work Health and Safety Act 2011 and any subsequent amendments

Evidence of the ability to design and implement Risk Management, Hazard Identification and Safe Work Method Statement systems which will be used for the beaches and lifeguard service.

Agreement to meet all conditions of tender, conditions of contract and specifications (i.e. variations, additions or exclusions of the terms and conditions of tender and/or contract will not be accepted).

Completion of Statutory Declaration on the Bellingen Shire Code of Business Ethics signed by an authorised officer of the Tenderer.

These criteria were not point scored. 2. Qualitative Evaluation Criteria Tenders were then evaluated against a set of weighted qualitative evaluation criteria. The following details the evaluation criteria for the second stage of the evaluation process which were specified in Section B6 of the tender document. Criteria:

Price

Tenderer Experience

References on service delivery

Additional signage

Education/information

Reports capability

Litter Collection Service

Work Health & Safety systems Certification Each of the qualitative criterion were weighted as detailed in the Confidential Attachment A, the Tender Recommendation Report. The score that each tenderer received provided a numeric basis for comparison of the tenders. The recommendation on the preferred tender is based on the value for money methodology using the weightings assigned to the qualitative criteria. The recommended tenderer scored higher on the criteria of tenderer experience, references on service delivery and education/information 3. Referee Checks As a third stage in the tender assessment a check was made with a range of referees for each tenderer based on the list of referees provided in their tender response. The check verified that the recommended supplier had provided high quality surf lifesaving services over many years on multiple surf beaches along the NSW coastline. The documentation of the referee reports is included in the confidential attachment (Attachment A).

AGENDA


Item 10.1

Evaluation Result The results of the tender evaluation are contained in the Tender Recommendation Report which is provided as a Confidential Attachment to this report (Attachment A). This is in accordance with section 10A.2.(d).(i) of the NSW Local Government Act 1993 (commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it). As a result of the evaluation, the Tender Evaluation Committee determined that the offer from Australian Lifeguard Services for five year (2+1+1+1) provision of service for $516,809.49 plus GST with the annual breakdown as follows:

Year 1 $98,125 plus GST

Year 2 $100,676.25 plus GST



Year 5 $108,734.94 plus GST represented the best value for money. The annual increases are based on the escalation amount provided in the tender documents. It was noted that the Australian Lifeguard Services tender was not the lowest price however the difference in price was not considered material. The price difference was outweighed in terms of value for money by the multiyear experience, (over 30 years in some areas) on multiple surf beaches (over 80 in total), the quality of referee reports relating directly to surf lifesaving, and the provision of surf education. Post Evaluation A Tender Review Panel was established to independently review the tender to confirm that it had been conducted in accordance with probity principals, applicable laws and regulations, Council’s policies and procedures and the tender plan. A completed Tendering checklist, the tendering flowchart and the combined tender scores on the above weighted criteria with a recommendation were prepared based on the results of the evaluation to form the reports to the Tender Review Panel. These documents along with the Tender Plan and all documentation prepared or gathered as part of the tender process was presented to the Tender Review Panel for review. As a result of the tender review the Tender Review Panel has determined that they are satisfied that the tender was managed appropriately. Consequently the Tender Evaluation Committee recommends that the offer from Australian Lifeguard Services be accepted for a two year period for $198,801.25 plus GST and that the General Manager be authorised to extend the contract for up to a 1+1+1 year period based on satisfactory supplier performance as determined and recommended by the Contract Manager monitoring the service and managing the contract. BUDGET IMPLICATIONS Both tenderers submitted prices that are higher than the amount currently provided for in the long term financial plan. The variation in budget has been discussed with the Senior Accountant who has advised required changes will be made in the next quarterly budget review and can be accommodated. The contracted cost for 2018/19 was $87,492 while the amount for 2019/20 is $89,677. The first year cost under the new contract will be $98,125.

AGENDA


Item 10.1

SUSTAINABILITY ASSESSMENT The provision of professional lifeguard services to complement the volunteers surf lifesaving on Hungry Head and North Beach will have a positive social impact on communities using these beaches. In addition there will be an economic benefit through employment of people with local knowledge of the beaches to be the professional lifeguards and through tourism, as tourists prefer to swim at patrolled beaches. There will also be an environmental benefit as litter collection is included as part of the contract and this will improve the impact of litter on the beaches. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 3 impact. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions:

Consultation with the volunteer surf lifesaving clubs on service provision and available equipment

Consultation with managers responsible for provision of professional surf lifesaving services at Eurobodalla, Nambucca and Bega Councils regarding tender specifications

Consultation with Bellingen Council’s Procurement Officer

ATTACHMENTS 10.1.A CONFIDENTIAL Surf Life Saving Tender Recommendation Report 10.1.B CONFIDENTIAL Surf Life Saving Tender Maxtrix 10.1.C CONFIDENTIAL Surf Life Saving Tender Graph

AGENDA


Item 11.1

11 PLACES FOR PEOPLE

Item: 11.1

Subject: WESTPAC HELICOPTER CHARITY RIDE - 13 - 20 SEPTEMBER 2019

File/Index: Charity Events

Presented by: John Starr, Design & Traffic Engineer

ALIGNMENT WITH DELIVERY PROGRAM (PP) PLACES FOR PEOPLE (PP.4) We have the facilities and services needed to be a healthy and active community. (PP.4.4) Healthy lifestyles and practices are enhanced. (PP.4.4.0) Healthy lifestyles and practices are enhanced - Other Activities.

RECOMMENDATION That Council note the conduct of the Westpac Helicopter Charity bicycle ride - “Ride for the Chopper” event to be held on Council local roads within the Bellingen Shire on 14 September 2019.

EXECUTIVE SUMMARY This report is to inform Council of the conduct of the Westpac Helicopter Charity bicycle ride ‘Ride For The Chopper ‘that is to be conducted on local public roads within the Bellingen Shire, to raise funds for the Westpac Rescue Helicopter, on 14 September 2019. REPORT DETAIL The Ride for the Chopper is an annual fundraiser event to raise funds for the Westpac Rescue Helicopter Service that is to be conducted between Friday, 13 to Friday, 20 September 2019. This is the 19th year for the regional bike ride which will start in Coffs Harbour and finish in Tamworth. This year there is expected to be 70 mountain bike riders that will be supported by a crew of 10 to 12 volunteers. The event will travel through other towns along the Mid North Coast, namely Valla Beach, South West Rocks, Port Macquarie, Wauchope and Walcha before culminating in Tamworth. The ride, which is not a race, is to be conducted on local roads during daylight hours with escort vehicles at the front and rear of the group. There will be no road closures associated with the event; however the following roads will be utilised:

Gleniffer Road, Gleniffer

Hydes Creek Road, Gleniffer

North Bank Road, Bellingen

Wheatley Street, Bellingen

AGENDA


Item 11.1

Hammond Street, Bellingen

Hyde Street, Bellingen

Church Street, Bellingen

Bowraville Road, Brierfield

Martells Road, Urunga

Giinagay Way south to Valla Beach. A copy of the Traffic Management Plan, risk assessment, travelled route are attached. Council has sighted the insurance for this event which was included as part of the original submission to Council by the organisers. This event does not require the consideration of the Local Traffic Advisory Committee as it involves no road closures or regulatory matters associated with the event. This event has been forwarded to NSW Roads and Maritime Services (RMS) for their consideration. RMS has reviewed the Traffic Management Plan and offered no comment on the proposed routes. It does require a permit from the NSW Police prior to the commencement of the ride. BUDGET IMPLICATIONS There are no budgetary implications to Council associated with the traffic management arrangements for the event, as costs will be met by the event organisers for any necessary traffic control that may be required. SUSTAINABILITY ASSESSMENT The adoption of the recommendation contributes to the wellbeing of the community through the process of transparent consultation in relation to the items addressed. The ride will provide an opportunity to showcase the Bellingen Shire. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 4 – Lower Impact – Local. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council consulted with external suppliers and internally with relevant staff. In addition all of the relevant documentation have been supplied including risk assessments, traffic management plans and insurance details.

ATTACHMENTS 11.1.A Ride for the Chopper - Traffic Management Plan ⇩

AGENDA


Attachment 11.1.A

AGENDA


Item 11.2

Item: 11.2

Subject: DRAFT LOCAL HOUSING STRATEGY

File/Index: Growth Management Strategy Review 2018

Presented by: Luke Perry, Group Leader Planning

ALIGNMENT WITH DELIVERY PROGRAM (PP) PLACES FOR PEOPLE (PP.2) We have a mixture of affordable sustainable housing options for all in our community. (PP.2.1) There are affordable housing options for all through a diversity of mechanisms including increased public and community housing. (PP.2.1.1) Execute the priorities and meet the targets contained within the Strategic Landuse Planning Program.

RECOMMENDATION That Council resolves to place the Draft Local Housing Strategy on public exhibition in accordance with the Engagement Strategy documented in this Report.

EXECUTIVE SUMMARY Council commenced the process of preparing a new Growth Management Strategy for the Shire in 2018. The development of a Local Housing Strategy is the first step in this process, with additional components such as a Rural Lands Strategy and Employment Land Strategy to be completed in the coming years. This report presents a Draft Local Housing Strategy to Council and recommends that Council proceed to place the Draft Strategy on public exhibition in accordance with the Engagement Strategy documented in the Report. REPORT DETAIL Background Council commenced the process of adopting a new Growth Management Strategy (GMS) for the Shire in 2018. Key steps in the process to date have been the public exhibition of the ‘’Homes for our Future’’ Discussion Paper in 2018, the development of an Engagement Report that documented the outcomes of the public exhibition, and a series of workshops with Councillors to progressively refine the content for a new Draft Local Housing Strategy (LHS).

AGENDA


Item 11.2

Key outcomes from exhibition of the Homes for our Future Discussion Paper Given that the Engagement Report was reported to Council in December 2018, the key outcomes from the exhibition of the Homes for our Future (HFOF) Discussion Paper have been reprised below, prior to the discussion regarding the Draft LHS. A copy of the engagement report is also attached to this report. This will not only assist to set the context for the development of the LHS, but will also help to establish the ‘’line of sight’’ between community feedback and the actions within the Draft LHS. As part of the exhibition of the HFOF Discussion Paper, Council Officers engaged with over 500 people (as a conservative estimate) and 250 submissions were received, yielding over 1900 comments/ideas. In addition, 60 entries were received for the ‘What do you love about your neighbourhood’ photography competition. The comments received during the engagement were summarised and broken down across seven (7) main themes, listed below in order of the most frequently mentioned to least frequently mentioned:

• Housing affordability & choice • Environment • Character, community & culture • Governance (improving processes) • Jobs & economy • Infrastructure • Farming and rural lands

The most common theme related to the need to provide more housing choices, followed by concerns about housing affordability across the Shire. Over half the responses indicated support for growth (54%). However, support hinged on growth being: environmentally conscious, protecting community ties and character (well-designed and sensitive to place) and providing affordable housing choices. A considerable number of submissions did not expressly indicate a position on growth (approximately 39% neutral on growth) and 7% of submissions opposed growth, mainly for environmental reasons. Of roughly half the submissions that expressed a preferred growth scenario, strong support for infill development was evident. Infill means providing more homes in already built-up areas (town areas). It does not necessarily mean taller buildings, but could mean more granny flats, dual occupancies, laneway homes, shop top housing and the like. As Council would be aware, the community engagement work that was undertaken by Council as part of the exhibition of the HFOF Discussion Paper was recently recognised via receipt of the 2019 NSW Local Government Community Partnerships and Collaboration Excellence Award. The Draft Local Housing Strategy – Key Documents The Draft Local Housing Strategy (LHS) is included as an attachment to this report. The Draft LHS essentially synthesises the demographic analyses that were included in the Homes for our Future Discussion Paper, the results of community consultation, and the actions that are proposed in response to these investigations.

AGENDA


Item 11.2

The Draft LHS is comprised of the following components:

1. The LHS – This main body of the LHS document has been prepared to meet the formatting and content requirements of NSW Department of Planning, Industry & Environment (DPIE) Guidelines for the development of a Local Housing Strategy. It establishes background and context, the evidence base for consideration of different housing options, the housing vision for the Shire, objectives for the strategy, and the potential and proposed mechanisms to deliver the strategy. A copy of the LHS is included as an attachment to this report.

2. The Draft Bellingen Shire Housing Strategy Action Plan 2019 – The Action Plan

represents Councils proposed response to the trends and analyses included within the main body of the LHS. Although some key actions will be referred to within the main body of the LHS, the Action Plan represents a standalone document for people principally interested in what the Council is proposing to do to address housing matters in Bellingen Shire. A copy of the Action Plan is included as an attachment to this report.

3. Analysis of Rezoning Requests – In addition to general comments received from

the public regarding future strategic direction of the Shire, Council also received 22 specific requests from members of the public to change the zoning of their properties to facilitate future development opportunities. An assessment of these requests and a recommendation as to whether or not they should be supported is included as an attachment to this report.

In addition to the LHS, it is also intended to publicly exhibit a number of supporting studies that Council has undertaken since the exhibition of the Homes for our Future Discussion Paper. These supporting studies were undertaken in order for Council to properly understand what potential existed for infill development within its existing urban areas, what this type of development could look like, and what sorts of planning controls might need to be adopted or amended in order to deliver upon the communities clear preference for infill development. These studies are described below, and are also included as attachments to this report.

1. Infill Capacity Study – The Infill Capacity Study estimates how many additional houses can we accommodate in our towns by the year 2040. It separates town areas such as Bellingen, Dorrigo and Urunga into a series of neighbourhoods, estimates how many additional houses those neighbourhoods could potentially accommodate for a series of different growth scenarios (i.e.: High Growth Medium Growth or Low Growth) and rates their overall potential to deliver infill housing.

2. Infill Design Study – The Infill Design Study involved commissioning two local architects to consider a number of potential hypothetical infill development scenarios and to develop plans that demonstrated how infill development could be achieved using existing development controls, and a number of possible alternative controls. The Design Study can be used to help to illustrate to the community what infill development might look like, and has been used to develop new planning controls that might help to encourage infill development.

AGENDA


Item 11.2

The Draft Local Housing Strategy – Key Inclusions The Draft LHS, and all recommended actions, stem from the proposed Housing Vision for the Shire. The Housing Vision has been refined in workshops with Councillors and community groups, and has a direct line of sight to the key themes that emerged during community consultation. The Housing Vision will represent a central touchstone for Council, and the community, in terms of its future housing aspirations and is reprinted below.

Bellingen Shire offers housing choices by providing a variety of housing types in different sizes and configurations, with varied features and characteristics. New housing is located mostly in and around existing town centres. Shops, services, parks and community facilities are close by, encouraging walking and cycling. We strive for greater opportunity and affordability in the housing market. Our homes cater for a wide range of people and households, including for all incomes, people with a disability, and for our ageing population. High quality design of housing and public space encourages community connections, and enhances neighbourhood character whilst respecting our shared history and heritage. Our housing reflects the environmental ethos of the community, respecting our precious natural environment and supporting eco-conscious lifestyles and habits. The farmland and rural character of the Shire is protected, and offers regenerative and innovative farming opportunities, supporting our country towns and villages.

The Draft Bellingen Shire Housing Strategy Action Plan 2019 includes over 70 proposed actions to help Council implement the LHS over a 20 year timeframe. The Action Plan is structured around the Housing Vision and includes recommendations as to short term priorities, longer term priorities, and ongoing actions that will assist Council to make decisions in relation to the future of housing in the local area. Some actions will require the further investment of funding and resources, whilst many can serve as a point of reference as Council continues to fulfil its planning functions under normal resourcing conditions. Whilst perceptions of importance will undoubtedly vary between different readers and interest groups, the following represents a summary of what are considered to be some of the key inclusions in the Draft LHS.

Reducing the minimum lot size for residential subdivision from 600m2 to 500m2 per lot. This would, for example, potentially allow for in the order of 600 existing residentially zoned properties that are over 1000m2 in area to subdivide off a 500m2 allotment from their existing property.

Reviewing bulk and scale controls for medium density housing to provide a different set of controls for this type of development to those that apply to single dwelling or dual occupancy development that are simpler to follow, allow for more of these housing types but still protect amenity.

AGENDA


Item 11.2

Completing a Laneway Housing Investigation Project to potentially facilitate redevelopment of properties that have a primary and secondary road frontage. There are in the order of 700 properties in Dorrigo, Bellingen and Urunga that have frontage to a primary road and a secondary road (such as a lane) and that may be suitable for infill development.

Identifying infill focus areas in neighbourhoods that have the greatest potential to deliver infill housing and investigating infrastructure upgrades that Council might arrange to encourage small scale incremental infill projects that might otherwise have not come to fruition if individuals were required to bear the cost of infrastructure upgrade costs alone.

Identifying key development sites that have the potential to deliver greater housing diversity.

Identifying land holdings of either Council, or the Crown, that may be suitable to be used for affordable housing partnerships.

Developing character statements for localities across the Shire to ensure that new development can occur whilst maintaining and enhancing the special features and values of places.

Ensuing that planning controls and processes facilitate environmentally sensitive building practices and features.

Supporting the Community Title Subdivision of existing Multiple Occupancy Developments.

Supporting the development of an ‘’Eco-Village’’ Pilot Project, subject to the nomination of a suitable site by the proponent and demonstration of viability.

Not endorsing the designation of any additional areas to be zoned as R5 Large Lot Residential (noting that there is 670ha of land currently zoned for this purpose in the Shire) however supporting a review of existing R5 zoned areas to determine the potential to reduce the minimum lot size for subdivision in certain areas, or incentivise more productive uses of R5 land such as local food growing.

Supporting a proposed rezoning of land at the end of Endeavour Drive to provide the opportunity for a new Community Title Subdivision that would create 80 new potential residential lots and the registration of a Biodiversity Stewardship Site Agreement over the majority of the land.

BUDGET IMPLICATIONS The completion of the Local Housing Strategy will, in conjunction with the completion of other strategic planning priorities adopted by Council at its meeting of 26 June 2019, fully deplete the Planning Studies Budget for 2019-2020. The ultimate adoption of the Local Housing Strategy will have a number of potentially significant impacts upon the budgetary position of Council over the proposed 20 year timeframe for its implementation. For example, the commitment that is made towards encouraging infill development and designating infill focus areas will require Council to actively intervene in the ‘’status quo’’ to periodically fund studies into potential capacity, and ultimately infrastructure supply and upgrades, that will make investment in infill development in these areas more desirable. However, should the LHS stimulate additional interest in developing land for infill purposes then there is also significant potential for Council to levy both developer contributions that can be used to provide or upgrade existing community infrastructure, as well as the potential for Council to expand its overall rate base as land is progressively subdivided.

AGENDA


Item 11.2

SUSTAINABILITY ASSESSMENT The primary focus of the LHS on infill development is an attempt to make better use of existing physical and social infrastructure. It is submitted that the Draft LHS is a balanced approach to future housing development in the Shire that will deliver a wide range of environmental, economic and social benefits. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact (High impact – Shire Wide). To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, it is proposed to carry out the following key actions. In addition to these key consultation commitments, it is also intended that Council Officers will make themselves available wherever possible during the exhibition period to speak to interested people face to face, or attend meetings of key interest groups to ensure that as many people as possible know about the Draft LHS and feel sufficiently informed to make submissions to Council. ENGAGEMENT STRATEGY – DRAFT LOCAL HOUSING STRATEGY

Proposed Timeframe for Public Exhibition: Wednesday 4 September 2019 to Friday 18 October 2019. Proposed Venues for Public Exhibition Hard Copy Exhibition Material to be available for viewing at:

Bellingen Shire Council Administrative Centre

Bellingen Library

Urunga Library

Dorrigo Library Council Officers will also attend the following Community Markets to promote awareness of the Draft LHS and provide opportunities to make submissions.

Dorrigo Markets – 7 September 0219

Urunga Markets – 15 September 2019

Bellingen Markets – 21 September 2019 Avenues to inform community of public exhibition

Advertisements to be placed in Bellinger Courier Sun & Don Dorrigo Gazette on 4 September 2019 and 26 September 2019.

Exhibition Material to be placed on ‘’Create’’ and on Council website and notifications sent to all registered participants.

Notification to be sent to people who provided contact details and made submissions as part of ‘’Homes for our Future’’ public exhibition.

Targeted consultation regarding key policy initiatives

AGENDA


Item 11.2

o R1 zoned property owners with land areas in excess of 1000m2

o R1 zoned Property owners with primary and secondary road

frontages

o Property owners of land identified as ‘’Key Sites’’.

Media Releases

Requesting key stakeholders to publicise the Draft LHS through their contact lists.

Key Stakeholder Consultation

Bellingen / Nambucca Affordable Housing Group

Development Professionals Group – Meeting to be scheduled during exhibition period to explain Draft LHS.

Chambers of Commerce

Aboriginal Land Councils

Department of Planning, Industry & Environment – schedule face to face meeting in addition to sending exhibition material.

Other Government Agencies.

ATTACHMENTS 11.2.A Engagement Report - Homes for Our Future (under separate cover) 11.2.B Draft Bellingen Shire Local Housing Strategy (under separate cover) 11.2.C Draft Bellingen Shire Local Housing Strategy Action Plan (under separate cover) 11.2.D Rezoning Requests Analysis (under separate cover) 11.2.E Infill Capacity Study (under separate cover) 11.2.F Infill Design Study (under separate cover)

AGENDA


Item 12.1

12 LIVING ENVIRONMENT

Item: 12.1

Subject: WATER STATUS REPORT - JULY 2019

File/Index: Operations Council Reports

Presented by: Craig Salmon, Manager Water and Wastewater

ALIGNMENT WITH DELIVERY PROGRAM (LE) LIVING ENVIRONMENT (LE.1) We have clean water which is protected and used sustainably. (LE.1.3) We use our water and wastewater using best management practices. (LE.1.3.5) Implement new Asset Management Software.

RECOMMENDATION That Council receive and note the Water Status Report for the month of July 2019.

EXECUTIVE SUMMARY The purpose of this report is to provide Council with town water supply and wastewater system usage information on a monthly basis to assist in ensuring that the water and wastewater services are available throughout the year and appropriately managed. This report relates to the performance of the water and wastewater services for the month of July 2019. REPORT DETAIL Dorrigo Water Treatment Plant The volume of water treated in July 2019 at the Dorrigo Water Treatment Plant (WTP) was 9.10 ML comparative to the June 2019 volume of 11.1 ML. The average annual consumption over the last 9 years for Dorrigo is 136.42 ML. The average monthly figures are shown in the graphs below. Dorrigo Monthly Water Consumption

AGENDA


Item 12.1

The level of turbidity in the clarified water after filtration is extremely important as it directly affects the ability of the chlorine to disinfect the water. The maximum limit for turbidity is 1 NTU with a target level of 0.5 NTU. The average NTU for June was 0.24 NTU with a maximum reading of 0.52 NTU demonstrating that the clarification and filtration process are performing well. The average residual free chlorine was 0.59 mg/l above the minimum allowable of 0.2 mg/l with a minimum reading of 0.48 mg/l. Bellingen Water Treatment Plant The volume of water treated at the Bellingen Water Treatment Plant (WTP) in July 2019 was 69.319 ML up from 67.224 ML June. The average annual volume of water treated the last 9 years for the Bellingen WTP is 1,070.63 ML. The water from the Bellingen WTP is distributed to both Bellingen and to the seaboard (Urunga, Mylestom, Repton and Raleigh). Last month Bellingen consumed 23.167 ML up from 22.841 ML in June. The seaboard consumed 46.152 ML in July up from 44.383 ML in June. Of this 46.152 ML Urunga consumed 20.587 ML up from 20.357 ML and Repton/Mylestom 5.88 ML up from 5.33 in June. Graphs for average monthly water consumption for Bellingen, the Seaboard and Urunga are shown below. The average residual free chlorine was 0.55 mg/l above the minimum allowable of 0.2 mg/l with a minimum reading of 0.47 mg/l. Bellingen Monthly Water Consumption

AGENDA


Item 12.1

Seaboard Monthly Water Consumption

Note: Seaboard water consumption is the output from the Bellingen WTP minus Bellingen consumption. It includes Urunga, Mylestom, Raleigh, Repton, Fernmount, NORCO and rural residential consumption.

Urunga Monthly Water Consumption

Water Restrictions The Bellinger River at Thora has dropped from 47.1 ML/day on 7 August to 28ML/day 21 August and continues to falling. DPI water had made a commitment to have the draft review of Council extraction licence available by 20th August. Even after many follow up attempts with the department this has not eventuated. As a result Level 2 restrictions will now be implemented from Monday 26 August 2019 under the current license conditions which relate to the Thora Gauge.

AGENDA


Item 12.1

This demonstrates the issue with the current license conditions that if the river falls at a quick rate which it has done in this instance that level 1 restrictions are bypassed as the flow rule states that for level 1 restrictions there needs to be 10 days below 47 ML/day. By the time these 10 days expired the river had reached 35ML/day and the next day 31ML/day. Irrigation licenses on the Bellinger currently have an 8 hour per day pumping restriction applied once below 32 ML/day down to 16ML/day, then Cease to Pump restriction applies at 16 ML/day. It is also clear from these pumping rules that there is no alignment with the Councils High Security water license rules. One would suggest that the cease to pump would align with the Councils level 3 of 23ML/day. A graph showing the changes in the Bellinger River flow rate is provided below.

AGENDA


Item 12.1

A graph showing the changes in the Bielsdown River flow rate is provided below:

Wastewater Treatment Plants In July 2019 there was 18.48 ML up from 17.94 ML of effluent treated at the Bellingen Sewage Treatment Plant (STP), 7.98 ML up from 7.47 ML at the Dorrigo STP and 24.9 ML down from 26.08 ML at the Urunga STP. Below is a table showing the Environment Protection Authority (EPA) licence test results for the 3 plants:

June 2019

Bellingen

STP

Dorrigo STP

Urunga

STP

EPA Limit

BOD5 2.00 1.00 1.00 20/10

Suspended solids 4.33 1.30 1.30 30/15

Ammonia 1.19 0.51 0.12 5/2

Total Nitrogen 3.50 3.01 3.40 20/10

Total Phosphorus 0.12 0.13 0.06 1/0.5

Max faecal coliforms 37 10 1 600/200 Note: The EPA limits are shown as maximum limits which must always be achieved, followed by 90

th percentile limits which must be achieved 90% of the time.

AGENDA


Item 12.1

The following graph is tracking of mains break, sewer chokes and other KPI’s.

Note: The average data is only for previous 3 years and will not give a true reading for several years.

BUDGET IMPLICATIONS Total water operations expenditure for 2019/20 was $58,284 or 7% from an allocation of $795,314. Total sewer operations expenditure for 2019/20 was $83,862 or 6% from an allocation of $1,391,724. SUSTAINABILITY ASSESSMENT The data presented indicates that the wastewater treatment is operating within its environmental licence conditions and that the use of our valuable resources is being managed. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. (E.g. Level 1 – High Impact Shire wide). As this is a regular monthly information report, any specific engagement activities are highlighted in the body of the report.

ATTACHMENTS 12.1.A July 2019 Water Attachment ⇩

AGENDA


Item 12.1

12.1.B July 2019 Sewer Attachment ⇩

AGENDA


Attachment 12.1.A

AGENDA


Attachment 12.1.B

AGENDA


Item 13.1

13 CIVIC LEADERSHIP

Item: 13.1

Subject: PLANNING - PROGRESS REPORT


Presented by: Luke Perry, Group Leader Planning

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.1) Council is an organisation that embraces business excellence. (CL.1.1) Financial sustainability is maintained through effective short and long term financial management. (CL.1.1.0) Financial sustainability is maintained through effective short and long term financial management - Other Activities.

RECOMMENDATION That Council receive and note the Planning progress report.

EXECUTIVE SUMMARY The purpose of this report is to provide Council with information on Council’s performance in relation to services supplied by Council Operational Planning services. REPORT DETAIL The following details accomplishments for the month of July 2019 and may also include proposed works for August 2019. The following table provides a summary of the tasks performed by Council’s Development Engineer for the month of July:

Task No.

Development Engineer referrals (DAs) 8

DCU Meetings 3

Construction Certificates (Civil works) 0

Road Act Consents 6

Footpath Activity Approvals 0

DEVELOPMENT ASSESSMENT The attachments to this report provide a summary of the types of development applications Council is receiving, the average processing time for each month, the average processing time for the financial year, and the number of applications determined per month. The attached charts provide data for the current and previous financial years, which enables comparison between months and also comparison with the previous year.

AGENDA


Item 13.1

SUMMARY OF MONTHLY REPORTS The total number of determined applications for this financial year has increased from a total of 10 applications this time in the 2018/2019 financial year to a total of 18 applications in the 2019/2020 financial year (an increase of 8 applications). The total estimated cost of works for applications that have been determined has increased from the same reporting time last financial year, from $968,930.00 to $2,498,792.00 (an increase of $1,529,862.00). MONTHLY STATISITCS Types of Development The types of development listed in the DA Summary Table are described as follows: Residential development includes new dwellings, alterations and additions including swimming pools, carports and all other structures on a residential block, multi-dwelling and dual occupancy developments. Industrial/commercial development includes new buildings, alterations and additions to existing buildings and tourist accommodation. Mixed development is a combination of residential and commercial uses. Other developments include community facilities, development other than residential in rural areas (e.g. farm buildings), infrastructure and any other development not categorised above. Subdivision includes new subdivisions, boundary adjustments, lot consolidations and community title lot creation. DA Processing times

The gross processing time is the actual number of days elapsed from when the application was lodged to when the application is determined. The gross times do not take into account the “stop the clock” procedure. This is the time taken for further information to be sought from the applicant after a DA is submitted. When the request is made the clock is 'stopped' until the information is received. The net processing time is the number of processing days that have elapsed since the application was lodged to when the application was determined. Under the ‘’stop the clock’’ system, the time taken for the applicant to provide the additional information is not counted as processing days. The current target for the processing of development applications is to meet and exceed industry benchmarks, currently set at 75 days (mean gross DA determination time). This is provided for in the NSW Department of Planning and Environment - Local Development Performance Monitoring 2015-2016. The NSW Department of Planning and Environment regularly monitors the performance of the NSW planning system to ensure it is operating as efficiently and effectively as possible for the public, for small and large-scale developers and for industry professionals such as council planners and sets the industry standards in this regard. Council’s average gross determination processing times for the 2019/2020 financial year currently sit at 83 days.

AGENDA


Item 13.1

The following tables provide an overview of development application determinations and development applications received for the month of July 2019:

DEVELOPMENT APPLICATIONS DETERMINED BY COUNCIL 1 July to 31 July 2019

Application Reference

Application Description

Gross* Days To

Determine

Value of Application

($)

2019/DA-00074 Dwelling Alterations & Additions 177 200,000

2019/DA-00022 Water tanks 125 16,000

2019/DA-00027 Use of Dwelling Alterations & Additions 126 44,500

2019/DA-00031 Dwelling & Shed 99 50,000

2019/DA-00032 Shed with Awning 98 47,746

2019/DA-00033 Shed 105 51,517

2019/DA-00034 Dwelling alterations and additions 98 50,000

2019/DA-00035 Replacement of Retaining Wall 87 28,000

2019/DA-00036 Subdivision (to create 3 additional lots) 103 80,000

2019/DA-00051 Dwelling 76 425,500

2019/DA-00057 Dwelling 69 430,000

2019/DA-00058 Secondary Dwelling 69 300,000

2019/DA-00063 Dwelling 60 314,150

2019/DA-00065 Construction of a Dwelling 70 445,000

2019/DA-00066 Construction of a Deck 58 24,000

2019/DA-00071 Subdivision (Strata Title) of 1 lot into 6 lots 49 0

2019/DA-00083 Earthworks (Rejected) 12 2,000

2019/DA-00089 Signage 10 2,484

No of Applications: 18

$2,510,897

*Gross time to determine is the total time from the date of application to the date of determination. No stop the clock times

have been discounted for RFI or incomplete application.

AGENDA


Item 13.1

Development Applications Received by Council 1 July to 31 July 2019

Application Reference

Application Description

Value of Application

2019/DA-00082 Construction of a Secondary Dwelling $ 220,350

2019/DA-00084 Use of Retaining Wall (unauthorised works) $ 1,000

2019/DA-00083 Earthworks (rejected) $ 2,000

2019/DA-00085 Alterations & Additions to a Dwelling $ 50,000

2019/DA-00086 Construction of a dwelling $ 450,000

2019/DA-00088 Change of Use Shed to Secondary Dwelling $ 2,500

2019/DA-00087 Construction of a Garage and Carport $ 20,000

2019/DA-00090 Demolition of Buildings (x6) Disconnection of Water meters, decommissioning of OSMS $ 240,000

2019/DA-00089 Signage $ 2484

2019/DA-00091 Alterations and additions to a dwelling, construction of a deck and swimming pool $ 280,000

2019/DA-00092 Construction of a carport and deck $ 12,000

2019/DA-00093 Change of Use from Garage to Secondary Dwelling $ 20,000

2019/DA-00094 Boundary Adjustment $ 5,000

2019/DA-00095 Construction of a Dwelling $ 417,000

2019/DA-00096 Construction of a Dwelling $ 220,000

No of Applications Received: 10 $1,942,334

AGENDA


Item 13.1

AGENDA


Item 13.1

NSW PLANNING PORTAL The NSW Department of Planning, Industry and Environment (DPIE) have developed an online Concurrence and Referral service for councils to facilitate State agency consultation on development applications. The service helps reduce assessment times and enables applicants to pay fees online and track the consultation process. It will be mandatory for all councils in NSW to submit their requests and gather payments for State agency advice through the online Concurrence and Referral service on the NSW Planning Portal by 1 January 2020. The DPIE provided an information session for Council Staff on the implementation of the online Concurrence and Referral service which included material to be distributed to applicants to educate and raise awareness of the new service. As a result, Council began using the new service on 1 July 2019. Some key features of the new service include the ability for Applicants to track their concurrence or referral requests to state agencies in real time and provide the ability to pay the relevant fees online rather than by cheque. This service is expected to save applicants up to 11 days compared to current assessment times. The implementation of this service puts Council well ahead of the rest of the sector in providing the ability of customers to use this more efficient service (only 43 of the 129 Councils across NSW are currently using the service). STRATEGIC PLANNING REPORTS Planning Proposal 12 – E4 Zone Permissible Uses Review Planning Proposal 12 aims to widen the range of permissible uses within the E4 – Environmental Living Zone that applies on Kalang and Darkwood Roads. Planning Proposal 12 follows on from community consultation undertaken earlier in 2017 regarding rural planning matters. Council has received feedback from the NSW State Emergency Services and the NSW Rural Fire Service who have raised concerns with the planning proposal. These concerns relate to the isolated nature of the Thora & Kalang Valleys and the potential adverse impacts that could arise from permitting greater population densities in these areas. Further investigations into these concerns are needed in order to determine the potential for the Planning Proposal to proceed. Council resolved to allocate $21,790 towards the completion of a Bushfire Strategic Study at its meeting of 26 June 2019. Council has now engaged the Consultant to prepare the Study and work has commenced. Upon completion of the further investigations, Council staff will prepare a report to Council outlining the findings and provide a recommendation on the next steps for this Planning Proposal. Growth Management Strategy Council received a report at its meeting of 28 November 2018 that presented the key outcomes from community engagement that has occurred to date in respect of this matter. A summary paper, titled ‘’Engagement Report – Homes for our Future, What we Heard’’ has now been published and is available for viewing on the ‘’Create’’ website. Work has continued on the preparation of a ‘’Local Housing Strategy’’, (which will form the first component of the revised Growth Management Strategy) and the Draft Local Housing Strategy is being reported to the 28 August 2019 Meeting of Council with a recommendation that Council commences public exhibition.

AGENDA


Item 13.1

Planning Proposal 15 – Reclassify land at Lookout Road from Community Land to Operational Land’’ Council initially resolved to proceed with this amendment at its meeting of 12 December 2018. A Draft Planning Proposal was submitted to the Department of Planning & Environment in February 2019 and a Gateway Determination permitting the public exhibition of the draft Planning Proposal was received on 9 March 2019. Planning Proposal 15 was the subject of significant community concern regarding its potential to adversely impact upon the lookout area, which has been identified as being of significance to local aboriginal stakeholders. Following two periods of public exhibition and receipt of written feedback from NSW Government Agencies and aboriginal stakeholders Council arranged a public hearing into the proposed reclassification in accordance with the requirements of the NSW Local Government Act 1993. The Public Hearing did not raise any significant matters of concern, with attendees satisfied with the stated intent of Council to amend Planning Proposal 15 to avoid impacting upon the lookout area. The amended Planning Proposal 15 was subsequently reported to the 24 July 2019 meeting of Council, who resolved to adopt the amended Planning Proposal 15. Council is currently awaiting the receipt of a plan of survey of the area proposed for reclassification, prepared by a registered surveyor, following which the remaining stages of the plan making process can be commenced. Koala Advisory Group The second meeting of the Koala Advisory Group was held on Wednesday 7 August 2019. The meeting was attended by a representative from the NSW Biodiversity Conservation Trust (BCT) who provided the Advisory Group with valuable advice regarding the investment decisions that the BCT make in different areas of the State, in addition to other potential options for private land biodiversity conservation that may exist. The Advisory Group also considered Fee Proposals for the completion of Biodiversity Stewardship Site Investigations over land mapped as koala habitat, and selected the Fee Proposal that was submitted by GeoLINK Consultants as the preferred submission. Work is now commencing upon the formal engagement of GeoLINK to complete these assessments. A copy of the Minutes from the Koala Advisory Group meeting of 7 August 2019 is included as an attachment to this report. BUDGET IMPLICATIONS The outlined works are within the current operational budget. SUSTAINABILITY ASSESSMENT All economic, environmental and social impacts are managed on a project by project basis.

AGENDA


Item 13.1

ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. (i.e. Level 1 – High Impact Shire wide). As this is a regular monthly information report, any specific engagement activities are highlighted in the body of the report.

ATTACHMENTS 13.1.A Development Application Summary for July 2019 ⇩ 13.1.B Minutes - Koala Advisory Group Meeting 7 August 2019 ⇩

AGENDA


Attachment 13.1.A

AGENDA


Attachment 13.1.B

AGENDA


Item 13.2

Item: 13.2

Subject: INDEPENDENT PRICING AND REGULATORY TRIBUNAL (IPART) - REVIEW OF THE NSW LOCAL GOVERNMENT RATING SYSTEM

File/Index: Financial Management

Presented by: Chris Hodge, Chief Financial Officer


RECOMMENDATION That Council 1. Receive and note the report released by the Minister for Local Government on the

Review of the Local Government Rating System. 2. Provide a submission to the NSW Government reflective of the commentary

contained within this report. 3. Through its submission to the NSW Government, advocate for a fairer rating system

that satisfactorily addresses the key taxation principles of efficiency, equity, simplicity, sustainability and competitive neutrality. Specifically, advocating for a fairer distribution of the rating burden in relation to the rating of State Forests and greater equity in the provision of the pensioner rates subsidy.

EXECUTIVE SUMMARY In 2015 the NSW Government requested the Independent Pricing and Regulatory Tribunal (IPART) to review the local government rating system in NSW. The purpose of the review was to develop recommendations to improve the equity and efficiency of the rating system used in NSW. The completed review was presented to the NSW Government in December 2016, however was not released to the public. Following pressure from numerous sources, including Bellingen Shire Council, the report was finally released on 21 June 2019. This report summarises the key findings from the report. REPORT DETAIL Background The NSW Government appointed IPART to review the current rating system and recommend reforms that aim to enhance councils’ ability to implement sustainable and equitable fiscal policy.

AGENDA


Item 13.2

Under their terms of reference, IPART were required to consider:

the rating burden across and within communities, including consideration of multi-unit dwellings

the appropriateness and impact of current rating categories and exemptions, and mandatory concessions

the land valuation methodology used as the basis for determining rates in comparison to other jurisdictions

the capacity of a newly merged council to establish a new equitable rating system and transition to it in a fair and timely manner, and

the objectives and design of the rating system according to recognised principles of taxation of:

o efficiency

o equity

o simplicity

o sustainability, and

o competitive neutrality.

In preparing the report, IPART undertook significant research and analysis and consulted with the sector. A draft Issues Paper was released in April 2016, receiving 159 written submissions. Following the initial public consultation process, IPART released a draft report in August 2016 outlining its draft recommendations and conducted a number of public hearings across the State. Following this, an additional 175 submissions were received.

The final IPART report was presented to the NSW Government in December 2016 and released by the NSW Government on 21 June 2019. This report can be accessed here: https://www.ipart.nsw.gov.au/files/sharedassets/website/shared-files/investigation-section-9-legislative-review-of-the-local-government-rating-system/final-report-review-of-the-local-government-rating-system-december-2016.pdf Consultation/Submission The NSW Government is seeking to carry out widespread consultation with residents, council staff, councillors, peak bodies and other key stakeholders as the Government finalises its response to this complex report. However, the NSW Governments interim response to the review indicated ‘there are a number of recommendations that the government has ruled out, because they may have adverse impacts on vulnerable members of the community, affect regional jobs and economies, or substantially increase costs for taxpayers and the broader community. Additionally, a number of recommendations have already been implemented though other reform programs’. The key areas that the NSW Government will not be allowing feedback on are as follows:

Fundamental restructure of the current rates exemption framework, including the removal of a number of important rates exemptions. Instead the Government will address clear anomalies with existing rating exemptions (recommendations 14, 15, 17 and 19-21); and

The creation of a rates deferral scheme for eligible pensioners to replace the existing pensioner concession framework (recommendation 26-28)’. (NSW Government Response, June 2019)

https://www.ipart.nsw.gov.au/files/sharedassets/website/shared-files/investigation-section-9-legislative-review-of-the-local-government-rating-system/final-report-review-of-the-local-government-rating-system-december-2016.pdf



AGENDA


Item 13.2

Key outcomes and recommendations IPART’s recommendations are intended to promote a stronger and more sustainable rating system that would benefit ratepayers and council. The report outlines a total of 42 recommendations across 5 broad categories. A summary of the key recommendations are as follows:

1. Use the Capital Improved Value (CIV) valuation method to levy local council rates and allow councils’ general income to grow as the communities they serve grow (recommendations 1-9).

Summary of recommendations: A total of 9 recommendations were made proposing that the Local Government Act be amended mandating that all metropolitan councils use the CIV methodology instead of the current practice of the use of unimproved land values (UV). For non-metropolitan councils the recommendation is for these councils to have a choice between using CIV and UV. Furthermore, that the NSW Government fund the upfront costs of establishing a database to determine CIV’s. Council response: Agree with the recommendations in principle. Although, early indicators show there is little benefit for non-metropolitan councils to use CIV. However, a detailed assessment would need to be done to assess the impact of using CIV. Additionally, would request some assurance that there is no increase in fees to Council for additional ongoing costs incurred by the NSW Valuer General (currently a significant annual cost to Council).

2. Give councils greater flexibility when setting rates in residential areas and provide

more rate categories (recommendations 10-13 and 29-34).

Summary of recommendations: A total of 10 recommendations were made proposing that the Local Government Act be amended to allow greater flexibility on how Councils establish the rating categories and sub-categories. Current legislation is quite rigid, limiting the ability to create sub-categories based on centres of population only. These recommendations intend to create a fairer apportionment of the taxation burden across the LG area. Council response: Agree with the recommendations in principle. The suggested changes allow greater flexibility and equity to attribute the rating burden.

3. Modify rate exemptions so eligibility is based on land use rather than ownership

(recommendations 14-25).

Summary of recommendations: A total of 12 recommendations were made proposing that the Local Government Act be amended to change the exemption status (non-rateable) of land based on usage rather than the current practice of ownership. This ensures that land used for commercial or residential purposes is rateable unless explicitly exempt. Table 6 of the report outlines the estimated impact of these recommendations:

AGENDA


Item 13.2

Council response: Agree with the recommendations in principle. Current legislation does not meet the key taxation principles of equity and competitive neutrality. The suggested changes to the LG Act will allow for a fairer distribution of the rating burden across the LG area.

4. Improve assistance to pensioners (recommendations 26-28). Summary of recommendations: A total of 3 recommendations were made proposing that the Local Government Act be amended to allow pensioners the ability to defer the payment of ordinary rates up to $1,000 per annum. Recommending that the deferral scheme be funded by the NSW Government and charged interest at the Governments 10-year borrowing rate. Council response: Disagree with the recommendations. Do not believe that creating loans for pensioners will have a positive impact on the rate burden for pensioners. Suggest that pensioner concession subsidies (currently 45% funded by councils) be fully funded by the NSW State Government as is seen in other state and territories.

5. Recovery of council rates, emergency services property levy and other

(recommendations 35-42). Summary of recommendations: A total of 8 recommendations were made. Key themes:

Councils be given the option to use the State Recovery Office to recover outstanding rates.

The ability to sell land for unpaid rates be reduced from five years of outstanding debt to three years.

Councils be given greater flexibility to offer payment arrangements under hardship grounds.

AGENDA


Item 13.2

The NSW Government use the capital improved value for the levying of the Emergency Services Levy.

Council response: Agree with the recommendations in principle. However, concerned that non-metropolitan councils adopting a UV valuation methodology will be required to maintain two valuations for each property to levy the Emergency Services Levy. Would request some assurance that there is no increase in fees to Council for additional ongoing costs incurred by the NSW Valuer General (currently a significant annual cost to Council).

Submissions can be made to the Office of Local Government (OLG) online by 5pm Friday 13 September 2019. This report recommends that Council make a submission reflective of this report. BUDGET IMPLICATIONS There are no budget implications as a result of this report. SUSTAINABILITY ASSESSMENT There are no economic, environmental or social impacts as a result of this report. However, the adoption of the recommendations of the review by the NSW Government are likely to have significant economic implications for all stakeholders. Specifically in relation to the impact of changing to Capital Improved Values and the impact of the rating of State Forests. Additionally, there are likely to be significant social equity implications resulting from changes to the pensioner concession subsidies. The impacts of the review will be assessed once the NSW Government have made a decision on the final adopted recommendations and further briefings/reports provided to council. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. (i.e. Level 1 – High Impact Shire wide).

ATTACHMENTS Nil

AGENDA


Item 13.3

Item: 13.3

Subject: MAINTENANCE SERVICES - PROGRESS REPORT


Presented by: John Fyfe, Manager Maintenance Services

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.1) Council is an organisation that embraces business excellence. (CL.1.1) Financial sustainability is maintained through effective short and long term financial management. (CL.1.1.4) Manage and review lease agreements for assets owned by Council which are leased to other entities in accordance with the lease agreements..

RECOMMENDATION That Council receive and note the Maintenance Services progress report.

EXECUTIVE SUMMARY The purpose of this report is to provide Council with information on Council’s performance in relation to services supplied by Council Operational staff. REPORT DETAIL The following details accomplishments for the month of July 2019 and may also include proposed works for August 2019. Regional Roads and Bridge Maintenance General maintenance activities carried out on Council’s Regional Roads over the course of July involved maintenance activities on Regional roads and were focused on asset inspections, scoping the planned activities for this financial year.

Total expenditure to date for Regional Roads and Bridge Maintenance is $8,159 being 3% from an allocated budget of $251,575 funded from the Regional Roads Block Grant, RMS Traffic Facilities Grant and the Supplementary Block Grant Annual Allocation.

AGENDA


Item 13.3

Local Road Maintenance

General road maintenance activities were carried out on Council’s network as follows:

General service request investigations

Maintenance grading:

o Timboon and Valery Roads, Gleniffer

o Buffer Creek Road, Gleniffer

o Adams Lane, Gleniffer

o Nobles Lane, Fernmount

Slashing / Bank-slashing:

o Darkwood Road, Thora

o Yellow Rock Road, Urunga

o Keevers Drive, Raleigh

Drainage Maintenance:

o Sunny Corner Road, Bellingen

o Buffer Creek Rd / Adam Lane, Gleniffer

o Darkwood Road, Darkwood

Pothole & Patch Repairs:

o Punt Road, Urunga

o Urunga Streets

o Bellingen Streets

Total expenditure to date is $42,611 being 4% from an allocated budget of $1,153,750.

Local Road Heavy Formation Grading and Gravel Re-Sheeting

Heavy Formation Grading:

o Darkwood Road, Darkwood

o Timboon Road, Valery

o Rocky Creek Road, Dorrigo

Total expenditure to date is $56,199 being 12% of an allocated budget of $484,602.

AGENDA


Item 13.3

Town and Parks Maintenance

Maintenance of plantings and landscape gardening as part of the Main Street re-development

Removal and replacement of concrete sealing in CBD honed concrete paving

Litter collection and Gutter cleaning

Cleaning of amenities throughout the Shire

Playground maintenance

Building maintenance and inspections

Mowing of parks and reserves

Bi-monthly mowing of road reserve east end and west of Bellingen township

Continuation of painting and refurbishment for street furniture

Tree inspections

General maintenance and mowing of cemeteries

Maintenance of boat ramps

Total expenditure to date for Seaboard Streetscape Maintenance is $84,339 being 7% from an allocated budget of $1,175,059. Total expenditure to date for Dorrigo Streetscape maintenance is $20,778 being 2% of the allocated budget of $350,166. Workshop Monthly Activity Report Routine (scheduled service)

Monthly fixed generator checks at:

o Bellingen Chambers

o Raleigh Depot

o Bellingen Waste

o Dorrigo Sewer Treatment Facility

o Urunga Sewer Treatment Facility

o Bellingen Sewer Treatment Facility

Scheduled and routine servicing of plant and fleet vehicles

Small plant repairs as requested by stores and work crews.

General repairs to plant as reported and prioritised

Plant inspections on hired and contractors machinery as requested.

AGENDA


Item 13.3

Significant repairs & breakdowns (unplanned work) as required

110 – Paveliner – new truck delivery and preparation

138 – Mower - repairs

377 – Mower – Repairs

484 – Ute - replace antenna

264 – Backhoe – oil leaks

93 – Maintenance truck – not starting – batteries

139 – Mower – oil leaks

140 – Mower – oil leaks

258 – Tractor – oil leaks

76 – Crew Cab – Coolant leaks

91 – Town Truck – fuel leaks

494 – Bus – Damage report and inspection

Sewer pump station – repair pump mounts

497 – Survey ute – fit LED safety beacon

82 – Large tipper – repair door lock and lights

83 – Large tipper – breakdown – starter motor

87 – Call out truck – lights, engineer repairs and accident repairs

95 – Crew cab – seat repairs

75 – Workshop truck – prep for auction disposal

374 – Ute – starter repairs – warranty and dealer

381 – Fleet Vehicle – Code new keys

93 – Maintenance truck – breakdown engine repairs

77 – Water truck – pump breakdown

83 – Large tipper – air leaks and seat repairs

82 – Large tipper – tyres

109 – Grader – warranty repairs

490 – Ute – Noise and exhaust

96 – Crew cab – Replace front tyres and warranty

98 – Large tipper – air leaks and seat repairs

252 – Loader – UHF

491 – ute – Accident repairs

Water – pump repairs

Grader – warranty repairs

264 – Backhoe – dash repairs

Urunga township – electrical box lids

Total expenditure to date is $13,181 being 8% from an overall allocated budget of $140,108.

AGENDA


Item 13.3

Reflect Accomplishment and Defect Reporting Council has implemented a maintenance management system which is used to capture all road maintenance activities and then prioritise their repair based on a risk rating. The system is used to program works based on risk allocated response times. Accomplishments are the maintenance activities which have been completed – these are displayed below in both table and map format.

Local Roads The Defects Map presented allows all outstanding defects which have been captured and awaiting programming. The following table is the accomplishment report for all the road activities collected in reflect for July 2019.

Activity Activity Name UOM 2019 /

2020 FY

111 Routine Inspection each 68.57

121 Rough-O-Meter Survey each 1

202 Repair Pavement Edge (S) m 20

205 Repair Pothole (U) each 2427.25

221 Grade Formation (U) km 6

301 Remove Obstruction and Offensive Litter each 572

302 Remove Graffiti m2 2

311 Slashing Ha 3

312 Trim Tree each 22

316 Remove Tree each 14

319 Maintain Landscaping m2 22600

411 Kerb and Gutter Maintenance m 293

421 Service Toilet each 150

422 Maintain Toilet each 52

428 Service Rest Area each 7

429 Maintain Rest Area each 1

511 Maintain Surface Drain km 4

512 Maintain Subsoil Drain m 80

513 Clean Culvert each 14

611 Guideposts each 130

614 Repair Sign each 1

615 Replace Small Sign each 18

616 Replace Large Sign each 3

625 Renew Pavement Marking (OW) m2 8

AGENDA


Item 13.3

The following map is displaying the 145 accomplishments completed in the month of July.

The following map is displaying the 902 outstanding defects identified to date. This figure is a decrease to the previous month’s figure by 78 defects.

Note: Nil Bridge Maintenance to date, Capital Works only for July

AGENDA


Item 13.3

BUDGET IMPLICATIONS The outlined works are within the current annual operating plan, applications or emergency declarations. SUSTAINABILITY ASSESSMENT All economic, environmental and social impacts are managed on a project by project basis. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. (e.g.Level 1–High Impact Shire wide). As this is a regular monthly information report, any specific engagement activities are highlighted in the body of the report.

ATTACHMENTS Nil

AGENDA


Item 13.4

Item: 13.4

Subject: CONSTRUCTION SERVICES - PROGRESS REPORT


Presented by: Leon Petrohelos, Manager Construction Services


RECOMMENDATION That Council receive and note the Construction Services Report.

EXECUTIVE SUMMARY The purpose of this report is to provide Council with information on Council’s performance in relation to services supplied by Council Operational staff. REPORT DETAIL The following details accomplishments for the month of July 2019 and may include proposed works for August 2019. Engineering Support Services Activities The following activities have been performed by support services for the month of July 2019.

Bellingen Memorial Hall: The Request for Tender Documentation was finalised. Various reports and documents including initial as built survey, geotechnical investigation, pest control initial structural report and thermal imaging, .

Finalised draft Mylestom Shared Path Alignment.

The South Arm Road sealed road renewal documentation and design preparation.

The Keevers Drive, Raleigh intersection sealed road renewal survey commencement.

Traffic committee activities were undertaken in July including the assessment of the disabled car park at Mylestom and the 2019 Masters Cycle race both reported separately to Council.

A Road Safety Audit was undertaken for Hungry Head Road instigated as a result of a resident enquiry regarding road safety.

Continuation of the Whites Quarry rehabilitation plan.

AGENDA


Item 13.4

DELIVERY OF COUNCILS LONG TERM FINANCIAL PLAN – TRANSPORT INFRASTRUCTURE

Sealed Road Renewal Program

Road renewal projects programmed for this financial year are:

South Arm Road, Raleigh 0.65km in length near Riverside Drive

Martells Road, Brierfield Rehabilitation – two sections either side of Savins Bridge - total length 1.5km

Keevers Drive, Raleigh intersection renewal

Valery Road, Valery - 0.7km rehabilitation

Deervale Road, Deervale West of Dorrigo - 0.5km rehabilitation

Morgo Steet, Urunga - 0.5km

Woodbury Lane, Bellingen - 0.2km in length.

Road renewal project development has commenced with on ground works programmed for September 2019. Total expenditure for sealed road renewals is $11,088 from an allocation of $1,489,076. Finalisation of the remaining road renewal projects occurred in July which involved asphalting works to Newry Street, Urunga, Bailey Street, Repton and North Street Raleigh costing a total of $159,593 from last financial years’ program allocation.

Finalisation works for Bailey Street, Repton

AGENDA


Item 13.4

Reseal Program The allocated budget for reseals for the financial year is $1,199,960. Scoping of reseal projects has commenced with seal preparation to commence in coming months. Reseals will be undertaken in the warmer months usually from November to February.

Road Maintenance Council Contract (RMCC) Works are continuing on Waterfall Way under the Road Maintenance Council Contract. In July works continued on a segment of Waterfall Way west of Sweedmans Lane, Fernmount. These works involve the widening of shoulders and three culvert extensions. This work is programmed for completion in October 2019 weather permitting.

Final stages of the first culvert extension on Waterfall Way west of Sweedmans Lane

The maintenance program for Waterfall Way is scheduled to commence early August with Shoulder grading work west of Dorrigo. Bellingen Town Centre Beautification Project – Church Street North of Hyde Street: The Bellingen Main Street Beautification - Church Street North Precinct works are now in their final stages. Final light energisation by the energy provider is underway with the meter installed on Tuesday 20 August, 2019. This leaves only the trellis’ to be installed and the vines to be planted.

AGENDA


Item 13.4

The fabrication of the trellis steel structure is completed and now being painted. The installation is programmed for the week commencing Monday 2 September, 2019, depending on weather, with the public seating installation and road furniture bollards to follow. Expenditure to date is $798,129.49 from an allocated budget of $885,718.

Church Street North Bellingen Precinct Upgrade BUDGET IMPLICATIONS The outlined works are within the current annual operating plan or subject to flood damage applications or emergency declarations. SUSTAINABILITY ASSESSMENT All economic, environmental and social impacts are managed on a project by project basis. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. (E.g. Level 1 – High Impact Shire wide). As this is a regular monthly information report, any specific engagement activities are highlighted in the body of the report.

ATTACHMENTS Nil

AGENDA


Item 13.5

Item: 13.5

Subject: REPORT ON INVESTMENTS AS AT 31 JULY 2019

File/Index: Financial Managemnet Investment

Presented by: Phillip West, Senior Accountant


RECOMMENDATION That the report indicating Council’s investment position as at 31 July 2019 be received and noted.

EXECUTIVE SUMMARY The purpose of this report is to inform Council about the cash and investment funds held as at 31 July 2019. REPORT DETAIL This report has been completed in accordance with the NSW Local Government Act 1993 and Clause 212, NSW Local Government (General) Regulation 2005 which requires monthly reporting to Council. Investment and Cash Position Council’s total investment and cash position as at 31 July 2019 was $27,991,097. Investments earned $155,521 up to 31 July 2019. The graph below depicts the monthly movement for the current financial year and the two prior financial years

AGENDA


Item 13.5

AGENDA


Item 13.5

Social/Environmental Sustainability Commitments As at 31 July, 57% of Council’s funds were specifically invested with those institutions that do not participate in the fossil fuel industry. A further 37% was invested with NSW Treasury Corporation which is committed to NSW’s ESG (Environmental, Social and Governance) framework. The remaining 6% is invested with institutions that participate in the fossil fuel industry.

Since the adoption of Council’s investment policy in October 2017, Council has made a commitment to investing with those institutions that are socially responsible, benefit the community and progress society toward a more sustainable future. The month of July 2019 reflects this commitment, as depicted in the graph below:

Benchmarks

BBSW 90 Day Index 1.42%

RBA Cash Rate 1.25%

AGENDA


Item 13.5

Summary of Investment Movements for the Month

Certification

I certify that the investments listed in this schedule have been made in accordance with the provisions of the Local Government Act, 1993, Local Government (General) Regulation 2005 and Council's Investment Policy

Chris Hodge

Chief Financial Officer Date: 31 July 2019

Return on Investments

Council’s net return on investments for the financial year to date of 6.39% outperformed the 90 day Bank Bill Swap Rate of 1.42%. The cash rate at 31 July 2019 was 1.25%.

Over the month of July no term deposits matured and $3.5M was divested from NSW Treasury Corp (Cash) funds.

AGENDA


Item 13.5

The net return of investments as at 31 July 2019 was due to the performance of the T-Corp Medium Term fund. The fund has performed strongly in July, returning 6.6% for the past 12 months. This result was primarily driven by investment in Australian and international shares.

Net Return / Budget The following graph reports the weighted average interest rate compared to the interest rate used for budgetary purposes in the Long Term Financial Plan. The return on investments for the financial year to date was 6.39% while the interest rate used for budgetary purposes in 2019/20 was 2.75%.

Council’s investment portfolio is actively monitored by our independent financial adviser, and is constantly reviewed with a view to maximising the return, whilst meeting its social and environmental commitments. Estimates of Council’s investment return are based upon the anticipated performance of Council’s investment strategy with consultation from our financial adviser and forecasted cash flows.

Compliance with Investment Policy Investments are limited to those allowed by the current Ministerial Investment Order issued by the NSW Minister for Local Government. In line with the Order, Council’s current investment strategy provides the framework for investing Council’s funds: 1. at the most favourable rate of interest available;

2. whilst having due consideration of risk and security for that investment type; and

3. ensuring that Council’s liquidity requirements are met.

Preservation of capital is the principal objective of the investment portfolio. Therefore, investments are placed in a manner that seeks to ensure security and to safeguard the portfolio. The investment portfolio is managed with care, diligence and skill that a prudent person would exercise. With this in mind investments are expected to achieve a market average rate of return in line with the Council’s risk tolerance. Council’s Investment Policy, contains a number of parameters around investments that are designed to mitigate risk. A discussion of the risk mitigation requirements is set out below.

AGENDA


Item 13.5

Investment Limits The Investment Policy’s Risk Management Guidelines set out the maximum portions of the total portfolio that can be invested within each level of credit rating. This is a risk management measure to ensure that all deposits are made with Authorised Deposit Taking Institutions with an investment grade credit rating, and is compliant with the Ministerial Investment Order and the Banking Act 1959. In another measure to mitigate risk, the Investment Policy sets limits to the total amount that can be held with individual institutions. This ensures that the portfolio is diversified in case of an institution collapsing. While the Government Guarantee of $250,000 still applies, it is limited to $250,000 per institution, not per product. Compliance with policy limits is outlined below:

Grandfathering Provisions Under the Investment Policy, any investment that is currently held in the portfolio that does not meet the policy requirements will be held to maturity BUDGET IMPLICATIONS Council staff will continue to monitor investment returns over the coming months and revise the budget at the next quarterly budget review if required. There are no budgetary implications in relation to the information in this report. SUSTAINABILITY ASSESSMENT Council’s investments are made in accordance with the NSW Division of Local Government’s requirements and term deposits listed in the NSW Local Government Ministerial Order. Council’s investment policy gives preference to institutions that do not invest in or finance the fossil fuel industry. The long term strategy of Council is to invest with institutions that are socially responsible, benefit the community and progress society toward a more sustainable future.

AGENDA


Item 13.5

ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions:

1. Consulted with first and second tier banks. 2. Consulted with Council’s Investment Advisor.

ATTACHMENTS Nil

AGENDA


Item 13.6

Item: 13.6

Subject: CUSTOMER & BUSINESS SERVICES - 6 MONTHLY PROGRESS REPORT

File/Index: Council Reports

Presented by: Nicole Merchant, Manager Customer & Business Services

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.1) Council is an organisation that embraces business excellence. (CL.1.3) High quality community services and cost effective solutions are delivered. (CL.1.3.1) Achieve 80% first contact resolution for Phone and Counter based Customer Service with available human resources and budget allocation.

RECOMMENDATION That Council receive and note this half yearly progress report in relation to Customer and Business Services.

EXECUTIVE SUMMARY This report provides Council with information on performance in relation to customer services supplied by the Customer & Business Services team, which incorporates Customer & Business Services, Records, Information Technology (IT) and Geographical Information Systems (GIS). REPORT DETAIL The following information will detail accomplishments on a half yearly basis in future reports, however information for the financial year of 2018-2019 has been supplied to provide an overall performance summary. Customer & Business Services

First Contact Resolution (FCR)

First contact resolution measures enquiries received by telephone or in person that have

been resolved the first time customers contact Council. Approximately 80% of total

contacts are received by telephone.

Target: 80% of customer enquiries are resolved on first contact.

Result: 83% (22,693 total contacts / 18,674 contacts resolved)

AGENDA


Item 13.6

Customer Service Satisfaction Rate

This is a metric used to quantify the satisfaction of our customers with the service they

have received when engaging with Council. The target was calculated using similar

industry benchmarking data.

Target: >75% customer service satisfaction rate (measured by the RateIt tablets situated within the Customer Service Centre providing real time customer feedback).

Result: 90% (279 completed surveys – 249 Awesome/Good, 30 Not Good/ Awful). Customer Experience Score 8.8 out of 10.

Number of Service Requests Created: 1,417

Records

1. Correspondence Volumes

A total of 28,819 hardcopy and/or digital documents have been received, sorted, scanned,

analysed and registered into Council’s electronic document records management system

in comparison to 32,005 documents in 2017-2018. 90% of all documents are processed

by close of business each day.

2. Legacy Scanning

Hardcopy documents are progressively being scanned into Council’s electronic document

records management system. A concerted effort has been taken towards digitising

Council records this year with a total of 58,247 pages scanned and the hardcopy

0

10

20

30

40

50

60

70

Ranger Roads WaterServices

Trees Buildings Parks &Reserves

Planning(Compliance)

Service Requests Top Categories - 2018-2019

July

August

September

October

November

December

January

February

March

April

May

June

AGENDA


Item 13.6

documents either destroyed in accordance with State Records legislated retention and

disposal regulations, or archived. This compares to 9,903 pages scanned and registered

in 2017-2018.

3. Compliments and Complaints

Total compliments received: 77

Total complaints received: 20

A total of 66 compliments and 21 complaints were recorded in the 2017-2018 financial

year.

Quality of Service Employee or CouncilDecision

Employee or CouncilBehaviour

74

1 2

16

3 1

Compliments & Complaints 2018-2019

Total Compliments Total Complaints

AGENDA


Item 13.6

BUDGET IMPLICATIONS All services are accounted for within the current annual operating plan. SUSTAINABILITY ASSESSMENT There are no sustainability impacts in relation to this report. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a Level 3 Lower Impact Shire Wide. Constant community engagement is conducted at all levels (Inform, Consult, Involve and Collaborate) by the Customer & Business Services team interacting with the community while undertaking Council’s daily operational activities.

ATTACHMENTS Nil

Quality of Service Employee or CouncilDecision

Employee or CouncilBehaviour

57

5 4 8

4 9

Compliments & Complaints 2017-2018

Total Compliments Total Complaints

AGENDA


Item 13.7

Item: 13.7

Subject: MINUTES LOCAL TRAFFIC ADVISORY COMMITTEE EMAIL MEETING HELD 12 AUGUST 2019

File/Index: Local Traffic Advisory Commitee

Presented by: John Starr, Design & Traffic Engineer

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.3) Council is proactive in representing the needs of our community. (CL.3.3) The principles of social justice underpin our activities and decision making processes. (CL.3.3.1) Implement the Social Plan.

RECOMMENDATION 1. That Council accedes to a three year approval to conduct the 2019, 2020 and

2021 NSW Masters Road Cycling Championship in accordance with the submitted Traffic Management Plan, subject to the following:

Provision of Public Liability insurance for twenty million dollars.

Advertising of the temporary road closures at least two weeks prior to the event.

Obtaining the necessary approvals from Roads and Maritime Services and the NSW Police.

That should there be a change to the route or Traffic Management Plan, as submitted, for future events then additional approvals will be required.

2. That Council accedes to the establishment of a marked accessible parking space

in George Street, Mylestom, adjacent to the all-weather shed at Alma Doepel Park.

EXECUTIVE SUMMARY This report is provided for the consideration of the Council the recommendations of the Local Traffic Committee held 12 August 2019. Two matters were considered being:

1. Traffic Management Plan from the Coffs Harbour Cycle Club to conduct the 2019 NSW Masters Road Cycling Championship on 21 September 2019. The event is considered to be a class 3 event in accordance with the matrix contained in the Traffic and Transport Management of Special Events Guidelines. Approval is sought for a three year period.

2. The establishment of an Accessible Parking space in George Street Mylestom, adjacent to the all-weather shed at Alma Doepel Park.

Both of these matters are recommended for approval.

AGENDA


Item 13.7

REPORT DETAIL Background: The Local Traffic Committee (LTC) meets regularly to consider traffic matters within the Shire. The meeting is convened by a Council representative. The convenor may be the Council’s voting member or may be an additional non-voting member of the LTC. The most common format for meetings is face to face however, an acceptable alternative is an electronic meeting format which allows items to be considered as they arise to ensure matters are dealt with in a timely manner. Report: 1. Cycling Event – Raleigh Council has received a request and Traffic Management Plan from the Coffs Harbour Cycle Club to conduct the 2019 NSW Masters Road Cycling Championship on 21 September 2019. The event is considered to be a class 3 event in accordance with the matrix contained in the NSW Government Traffic and Transport Management of Special Events Guidelines. Coffs Harbour Cycle Club has been selected by Cycling NSW to conduct the NSW Masters Road Cycling Championships for 2019 to 2021. The championships are to be held on 21 and 22 September 2019 with the road championships to be held on Saturday 21 September 2019 at Bonville and the criterium racing on Sunday 22 September 2019 in the Coffs Harbour CBD. The road cycling event covers Coffs Harbour through to Port Macquarie-Hastings Local Government Areas. This report only covers the section associated with the Coffs Harbour and Bellingen areas. The event will be conducted from the Sid Bourke Rest Area on Pine Creek Way – (Coffs Harbour) and the route will be as follows:

• Riders will start at Sid Bourke Rest Area travelling north along Pine Creek Way under partial road closure until the Archville Station Road roundabout.

• The left hand turn onto Butlers Road will be managed by 3‐way traffic control.

• Vehicles on Butlers Road will be restricted to one way, west bound.

• Riders will continue along Butlers Road to Gleniffer Road, within Coffs Harbour

Local Government Area (LGA), to a right hand turn. The right hand turn will be managed by 2‐way traffic control.

• Returning to Pine Creek Way riders will make a right hand turn south which will

be managed by 2‐way traffic control.

• Riders then proceed south through the Archville Station Road roundabout and then the Mailmans Track roundabout onto Keevers Drive travelling through to the roundabout south of the Raleigh Bridge. The U turn around the roundabout will be managed by 3‐way traffic control.

• Riders then return north to Sid Bourke Rest Area.

The riders will complete one to four laps depending on the age group.

AGENDA


Item 13.7

Pine Creek Way and Keevers Drive are major sealed roads with marked lanes. Gleniffer Road and Butlers Road are within the Coffs Harbour LGA and are minor sealed roads with some line marking. Light traffic volumes are expected on these roads. The road surface is good and conducive to cycling. The only road impacted in the Bellingen Shire LGA by the event is Keevers Drive from the roundabout at Mailmans Track to the roundabout at the Queen Street, Raleigh intersection. This route has been utilised by the Coffs Harbour Cycling Club on numerous occasions for cycling events without incident. 2. Accessible Parking – Mylestom Council has received a request for the establishment of an Accessible Parking space in George Street Mylestom, adjacent to the all-weather shed at Alma Doepel Park. The location of the proposed accessible parking space has an asphalt surface and no kerb and guttering adjacent to the grassed footpath. The grade for access to Alma Doepel Park complies with the current Australian Standard. Mylestom streets have no time restricted parking zones or other marked Accessible Parking spaces.

BUDGET IMPLICATIONS There are no budgetary implications to Council associated with the traffic management arrangements for the cycling event, as costs will be met by the event organisers for any necessary traffic control. The costs associated with the establishment of the marked accessible parking space will be allocated from the Traffic Facilities fund. SUSTAINABILITY ASSESSMENT The adoption of the recommendations within the Minutes contributes to the wellbeing of the community through this process of transparent consultation in relation to the items addressed. The Committee’s deliberations include many elements which will have positive social implications.

AGENDA


Item 13.7

ENGAGEMENT The Local Traffic Committee provides a forum for discussion and to make recommendations to Council on traffic related matters, with subject matter advice from Roads and Maritime Services and NSW Police. The Recommendations proposed are by consensus.

ATTACHMENTS 13.7.A Minutes - Local Traffic Advisory Committee - 12 August 2019 ⇩ 13.7.B 2019 NSW State Masters Road Championships - Traffic Management Plan ⇩

AGENDA


Attachment 13.7.A

AGENDA


Attachment 13.7.B

AGENDA


Item 13.8

Item: 13.8

Subject: BUILDING AND REGULATION PROGRESS REPORT


Presented by: Glen Pereira, Group Leader Building and Regulation


RECOMMENDATION That Council receive and note the Building and Regulation progress report.

EXECUTIVE SUMMARY The purpose of this report is to provide Council with information on the activities and performance in relation to services supplied by the Building and Regulation Section. REPORT DETAIL The following details accomplishments for the month of July 2019 and may also include proposed works for August 2019. The Building and Regulation Section is responsible for the following key Council functions and interaction with the Shire community and business sector.

Building Construction Assessment and Certification

Development Assessment and determination – Dwellings and associated structures

Compliance and Regulatory Services including Animal Control

Environmental Surveillance and Compliance

Public Health Surveillance, Education and Compliance

AGENDA


Item 13.8

1. BUILDING CONSTRUCTION ASSESSMENT AND COMPLIANCE The Department continues to receive enquiries and provide advice on a range of planning and building matters including:

Internal Development referrals

Residential development

Basix (Building Sustainability Index) compliance

Bushfire requirements

Building construction standards and requirements

Stormwater Management

Licensing and owner builder requirements

Fees and charges

Illegal building matters

1.1 Development and Construction Certificate Approvals The following Development (D/A)/Complying Development (CDC) and Construction Certificate (C/C) applications have been approved for the month.

No.

Location

Development/

Work

$

D/A

C/C

CDC

2019/AF-00006 Thora Dwelling Alterations &

additions

$ 200,000 - -

2019/AF-00026 Darkwood Tanks $ 63,000 - -

2019/AF-00033 Bellingen Dwelling Alterations &

additions

$ 35,000 - -

2019/AF-00039 Urunga Dwelling & Shed $ 50,000 - -

2019/AF-00041 Brierfield Shed $ 47,746 -

2019/AF-00043 Kalang Dwelling Alterations &

additions

$ 50,000 - -

2019/AF-00044 Bellingen Retaining Wall $ 15,895 -

2019/AF-00063 Bielsdown Dwelling $ 425,500 - -

2019/AF-00073 Bellingen Dwelling $ 430,000 - -

2019/AF-00074 Bellingen Dwelling $ 300,000 - -

2019/AF-00078 Urunga Dwelling $ 28,000 - -

2019/AF-00079 Raleigh Dwelling $ 24,000 - -

2019/AF-00081 Bellingen Deck $ 430,000 -

The following Complying Development (CDC) and/or Construction Certificate (C/C) applications were approved by a Private Certifier and lodged with Council during the month.

No.

Location

Development/

Work

$

C/C

CDC

Nil

AGENDA


Item 13.8

1.2 Occupation Certificates The Environmental Planning and Assessment Act 1979 requires that a person must not commence the occupation or use of a building (including a change of use) without a occupation certificate.

No.

Location

Development/

Work

$

C/C

CDC

nil

1.3 Building Information Certificates A Building Information Certificate (normally used to rectify illegal building work or requested as part of a property sale) states that the Council will not make an order or take injunction proceedings under the Environmental Planning and Assessment Act 1979 or the Local Government Act 1993 requiring the building to be repaired, demolished, altered, added to or rebuilt, and from taking civil proceedings in relation to any encroachment by the building onto land vested in or under the control of the council, in relation to matters existing or occurring before the date of issue of the certificate. One Building Information Certificate (BIC) application has been approved for the month. 1.3 Customer Enquires The customer enquiries regarding Building, Environment and Public Health (B&EH) issues received by Council for July 2019 are detailed in following graph.

AGENDA


Item 13.8

2. COMPLIANCE AND REGULATORY SERVICES The Council has statutory responsibilities and various regulatory functions to control and manage matters that will potentially impact on or are a concern to the community, some of these include:

Local Government Act 1993 e.g. overgrown land and accumulation of waste

Protection of the Environment Operations Act 1997 e.g. environmental pollution and noise abatement

NSW Road Rules 2014 e.g. vehicles and traffic on nature strip

Road Transport (Vehicle and Driver Management) Act 2005 e.g. abandoned vehicles

Impounding Act 1993 e.g. abandoned vehicles and roaming stock

The complaints received by the Council roaming stock, noise, the keeping of animals and other concerns during the month of June. These are investigated and actioned as necessary.

Function Action Number YTD

Abandoned vehicle

Warning

Order 2 2

Penalty

Illegal Parking

Warning

Order

Penalty 50 50

Dumping of Waste

Warning

Order

Penalty

Overgrown allotment

Warning

Order

Penalty

AGENDA


Item 13.8

2.1 Companion Animals The Council Rangers regularly patrol urban and peri urban areas in the Shire to monitor public spaces and dog off leash areas. During these patrols, the Rangers generally deal with dogs not on a leash with one on one education and returning roaming dogs to their owner if it can be identified.

Action Number YTD

Cats

Seizures

Returned to owner

Re-homed

Released

Euthanized

Registered 1 1

Education

Dogs

Seizures 4 4

Returned to owner 4 4

Re-homing

Released

Euthanized

Registered 15 15

Education 14 14

2.1 Beach Patrols The Council Rangers regularly patrol beaches in the Shire to monitor vehicle access and use and dog off leash areas. During these patrols, the Rangers generally deal with the following issues:

Educate dog owners

o dog not under effective control

o unleashed dog not in leash free area

Educate beach vehicle users

o Access locations

o Speed and driving in wrong areas

Illegal camping

The patrols undertaken in July 2019 are detailed in the following table:

Beach area Patrols Education

North Beach 7 2

Hungry Head 5 3

Wenonah Head 6 2

Boardwalk 2

AGENDA


Item 13.8

2.2 Customer Enquires The customer enquiries regarding Ranger compliance and regulatory issues received by Council for July 2019 are detailed in following graph.

AGENDA


Item 13.8

3. ENVIRONMENTAL AND PUBLIC HEALTH SURVEILLANCE The Department continues to receive enquiries and provide advice on a range of Environmental and Public Health matters including: Design and installation of on-site sewerage management systems Overgrown properties Food premises design and fit-out Food handling practices Air and water pollution Noise pollution Littering Legislation Mobile food vendors Licensing Body decorating and grooming practices Water quality Public Pools Plumbing and drainage - design and installation Vector Control 3.1 Customer Enquires The customer enquiries Environment and Public Health issues received by Council for July 2019 are detailed in following graph.

3.2 Health Inspection Program Council staff carries out inspections of all food outlets, pools and spas and other registered public premises to monitor compliance with relevant laws that are designed to ensure health and safety of the general public. Inspections completed during July are shown below.

AGENDA


Item 13.8

Activity Number

Onsite Sewage Management Systems inspections

High Priority (P1) 14

Point of Sale – inspection requested due to property sale 1

Complaint 2

Food Premises inspections

High Risk 8

Medium Risk 3

Complaints 1

3.3 Environmental Inspection Program Inspections of pollution incidents are carried out to monitor compliance with relevant laws that are designed to ensure health and safety of the general public and protection of the environment. Inspections completed during July are shown below.

Function Action Number YTD

Air Pollution

Warning

Order

Penalty

Noise

Warning

Order

Penalty

Water Pollution

Warning 1 1

Order

Penalty

BUDGET IMPLICATIONS The outlined works are within the current operational budget. SUSTAINABILITY ASSESSMENT All economic, environmental and social impacts are managed on a project by project basis. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. (i.e. Level 1 – High Impact Shire wide). As this is a regular monthly information report, any specific engagement activities are highlighted in the body of the report.

ATTACHMENTS Nil

AGENDA


14 CONFIDENTIAL MATTERS

RECOMMENDATION

That Council:

1. Move into Confidential Session to receive and consider the following items:

Item 14.1 UPDATE - URUNGA VISITOR CENTRE

This item is considered confidential under Sect 10A(2)(c) of the Local Government Act 1993, as it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

2. Exclude the press and public from the proceedings of the Council in Confidential Session pursuant to Section 10A Subsections 2 & 3 and Section 10B of the Local Government Act 1993 (as amended), on the basis that the items to be considered are of a confidential nature.

3. Make the resolution(s) made in Confidential Session public as soon as practicable.

Agenda for the Ordinary Council Meeting - Bellingen Shire · ORDINARY COUNCIL 28/08/2019 Page 3...

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Transcript of Agenda for the Ordinary Council Meeting - Bellingen Shire · ORDINARY COUNCIL 28/08/2019 Page 3...