MAITLAND CITY COUNCIL
Notice is hereby given, in accordance with the provisions of the Local Government Act 1993 that a Meeting of Maitland City Council will be held in the Council Chambers, Town Hall, High Street, Maitland, commencing at 5.30pm.
ORDINARY MEETING AGENDA
10 MAY 2011
DAVID EVANS GENERAL MANAGER
Please note:
In accordance with the NSW Privacy and Personal Information Protection Act, you are advised that all discussion held during the Open Council meeting is recorded for the purpose of verifying the minutes. This will include any discussion involving a Councillor, Staff member or a member of the public.
ORDINARY MEETING AGENDA 10 MAY 2011
TABLE OF CONTENTS
ITEM SUBJECT PAGE NO
1 INVOCATION ...... 1
2 APOLOGIES AND LEAVE OF ABSENCE ...... 1
3 DECLARATIONS OF INTEREST ...... 1
4 CONFIRMATION OF MINUTES OF PREVIOUS MEETING ...... 1
5 BUSINESS ARISING FROM MINUTES ...... 1
6 MAYORAL MINUTE ...... 1
NIL ...... 1
7 WITHDRAWAL OF ITEMS AND ACCEPTANCE OF LATE ITEMS OF BUSINESS ...... 1
8 PUBLIC ACCESS ...... 1
9 GENERAL MANAGER'S REPORTS ...... 2
9.1 COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND ...... 2 9.2 NOTICES OF MOTION ...... 35
10 SERVICE PLANNING AND REGULATION REPORTS ...... 39
10.1 DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS ...... 39 10.2 WALKA WATER WORKS - OFFER OF GRANT FUNDING ...... 80
11 ASSETS AND INFRASTRUCTURE PLANNING REPORTS ...... 87
11.1 EAST MAITLAND JUNIOR RUGBY LEAGUE 100TH ANNIVERSARY CELEBRATION - TEMPORARY ROAD CLOSURE - GRANT STREET EAST MAITLAND ...... 87
12 FINANCE AND ADMINISTRATION REPORTS ...... 91
12.1 HUNTER VALLEY STEAMFEST ...... 91 12.2 REQUEST FOR THE REMOVAL OF A TREE FROM 60 KYLE STREET, RUTHERFORD BY THE MAITLAND DISTRICT MOTOR CYCLE CLUB INC FOR THE JUNE 2011 JUNIOR AND SENIOR MOTOR CROSS CHAMPIONSHIPS ...... 98
13 CITY WORKS AND SERVICES REPORTS ...... 100
13.1 RECREATION WORKS - REVIEW OF SERVICE DELIVERY ...... 100
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14 ITEMS FOR INFORMATION ...... 107
14.1 STATUS REPORT OF CAPITAL WORKS PROGRAM PROJECTS - DESIGN AND CONSTRUCTION ...... 107 14.2 HUNTER REGION BUSINESS ENTERPRISE CENTRE ANNUAL REPORT 2010 ...... 118 14.3 COUNCILLOR MOTIONS ...... 148 14.4 BUILDING PROFESSIONALS BOARD AUDIT ...... 150 14.5 COUNCIL'S HOMEPAGE STATISTICS ...... 159
15 NOTICES OF MOTION/RESCISSION ...... 160
15.1 HIGH DENSITY LOW COST HOUSING ...... 160 15.2 PROPERTY REGISTER ...... 162
16 QUESTIONS WITH NOTICE ...... 164
NIL ...... 164
17 URGENT BUSINESS ...... 164
18 COMMITTEE OF THE WHOLE ...... 164
19 CLOSURE ...... 164
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PRESENT
1 INVOCATION 2 APOLOGIES AND LEAVE OF ABSENCE
3 DECLARATIONS OF INTEREST 4 CONFIRMATION OF MINUTES OF PREVIOUS MEETING
● The Minutes of the Ordinary Meeting held 27 April 2011 be confirmed. 5 BUSINESS ARISING FROM MINUTES 6 MAYORAL MINUTE
Nil 7 WITHDRAWAL OF ITEMS AND ACCEPTANCE OF LATE ITEMS OF BUSINESS
8 PUBLIC ACCESS
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9 GENERAL MANAGER'S REPORTS
9.1 COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND
File No: 139/49 Attachments: 1. Community Engagement Strategy 2. Central Maitland Actions Responsible Officer: David Evans - General Manager Author: Leah Flint - Manager Corporate Planning
EXECUTIVE SUMMARY
The purpose of this report is to outline the community engagement strategy proposed for the renewal and revitalisation of Central Maitland, badged the “Vibrant River City” project. The project encapsulates Council’s holistic commitment to the renewal and revitalisation of Central Maitland, and engaging with all stakeholders on on-ground actions in the CBD. The strategy contains a range of engagement activities to involve a broad range of stakeholders, including the formation of a community reference panel to assist Council with the implementation of actions to reach objectives identified in the four year Delivery Program 2011- 2015 and outcomes in the ten year Community Strategic Plan “Maitland 2021”.
OFFICER’S RECOMMENDA TION
THAT
1. The Community Engagement Strategy for the ‘Vibrant River City’ project be adopted by Council; 2. The representation of the ‘Vibrant River City’ community reference panel, as outlined in this paper, be adopted by Council.
REPORT Background
Over the past five years, Council has developed a significant understanding of the strategic issues facing the Central Maitland business district through the development of a range of studies, strategies and plans.
These documents provide detailed insight and options for decisions on Central Maitland, and were developed with active community consultation. The plans include:
• Central Maitland Structure Plan (2009) – a guide for the growth and development of Central Maitland over the next 20 years
• Integrated Land Use and Transport Study - Maitland CBD Area (2008) – identifies how land use and transport can be integrated to improve access to housing, jobs and services
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COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND (Cont.) • Activity Centres and Employment Clusters Strategy (2010) – establishes a logical hierarchy of centres across Maitland, and a clear direction as to the vision, role, function and potential growth of each centre
• Maitland Urban Settlement Strategy (MUSS) – addresses the supply of land across the LGA to accommodate the anticipated population growth; reflect any policy changes made by Council and/or other levels of government; and reflects new economic and urban development issues
• Draft Maitland Local Environment Plan (LEP) 2011 – the principal planning document for the City.
As a result, Council has a detailed understanding of challenges and opportunities of Central Maitland, how our community is likely to change over time, and what facilities, infrastructure and services will be needed over the next ten years.
While these strategies have been researched and developed, Council has also been aware of increasing calls from the community to address a number of specific issues pertaining to Central Maitland, most recently to alter the configuration of the Maitland Heritage Mall to allow traffic flow.
During community engagement processes for the ten year community strategic plan Maitland 2021 , issues relating to Central Maitland were prominent. The community has expressed a desire to see Central Maitland as a vibrant destination during the day and evening – a place that instils a sense of pride. The unique location of the CBD on the banks of the Hunter River was also noted, with calls for better connection of the built and natural environments.
As a result, both Maitland 2021 and Council’s response to community priorities in its draft four year Delivery Program 2011 – 2015 identify Central Maitland as a key area of focus, and outline a number of strategies, objectives and actions to address the challenges and opportunities presented by Central Maitland.
In April 2011 a Notice of Motion was submitted to Council in relation to the opening to traffic of the Maitland Mall. This Motion was considered at the same time as a petition received from the CBD Action Group requesting a 12 month trial opening of the Mall to traffic.
Points 3 and 4 of the Resolution from this Notice of Motion recommended the formation of a Central Maitland Reference Group to work with Council throughout the process of investigating suitable options for the future direction of the Mall.
In July 2010, a report to Council called for the formation of a Maitland City Centre Marketing Advisory Group to assist in the development of a marketing strategy and campaigns for the City Centre. A mixed response to call for nominations, as well as the opportunity to reassess service delivery priorities through the Integrated Planning and Reporting process, saw the formation of this group put on hold.
Council is now in an informed position to work with the community and stakeholders to take on-ground action in Central Maitland – actions that could fundamentally change Central Maitland and evolve a sustainable, affordable, prosperous and liveable City centre.
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COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND (Cont.) It is proposed these actions in Central Maitland are considered together and branded the ‘Vibrant River City’ project.
Project context
The ‘Vibrant River City’ project is the result of strategic planning work undertaken by Council over the past five years. A number of strands of research, planning and consultation have now reached the point of implementation, with Council and the community able to make informed decisions on actions within the framework of these overarching strategies and plans.
‘Maitland 2021’ community strategic plan
Maitland 2021 was evolved through active consultation with a broad range of stakeholders and input from the broader community on the City they would like to see in 10 years’ time.
The plan lists 19 desired outcomes and accompanying high level strategies.
One of these outcomes is:
“Central Maitland is the vibrant heart of our city, engendering a strong sense of pride within the community.”
This outcome is supported by the following suggested strategies:
• We will embrace the challenges and opportunities of the City centre and see the CBD reclaim its place as the heart of the City.
• A diverse mix of residential, retail, cultural and other services will be found in the City centre – a vibrant place to visit during the day or night.
• The Hunter River will no longer be at the ‘back door’ of Central Maitland, with planning focused on connecting our built and natural environment in this unique riverside setting.
Delivery Program 2011 – 2015 (draft)
This document is Council’s response to the community directions established in Maitland 2021 . In this program, Council has proposed 23 four year objectives and a range of associated actions for 2011/12 that relate directly or indirectly to Central Maitland, supporting the strategies contained in Maitland 2021 . The objectives and outcomes relating to Central Maitland can be seen in Attachment 1.
It’s clear from the list of objectives and actions contained in the Delivery Program 2011-15 , the scope of the ‘Vibrant River City’ project extends beyond simply a consideration of whether traffic should be allowed in the Heritage Mall to encompass decisions on infrastructure, the appearance of the Mall, transport, marketing, community safety and more.
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COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND (Cont.) Proposed Community Engagement Strategy for the ‘Vibrant River City’ project
The community engagement strategy for the ‘Vibrant River City’ project is designed to:
1. Ensure our community and key stakeholders are aware of opportunities to have input into action plans for Central Maitland.
2. Inform the community of issues likely to impact Central Maitland over the short term, medium term and long term.
3. Consult and seek feedback on actions planned for Central Maitland, in particular relating to High Street and the Mall.
4. Involve a broad range of stakeholders in the development and implementation of a wide range of actions to revitalise and renew the City Centre.
5. Collaborate with key stakeholders to identify solutions, determine appropriate actions, define timelines and establish accountabilities.
6. Seek support for Council’s actions in Central Maitland.
7. Foster active partnerships to deliver change and renew and revitalise Central Maitland.
The strategy has been developed in-line with the principles with Council’s adopted corporate community engagement strategy.
The strategy can be seen as Attachment 2.
Engagement methodology
The engagement strategy for the ‘Vibrant River City’ project incorporates a number of actions as follows:
• Regular media releases
• Establishment of a community reference panel, with regular workshop sessions
• Establishment of project presence/displays (eg shop front) in the Heritage Mall
• Survey of businesses in Central Maitland
• On-line survey – available to all stakeholders
• Attendance at events in the Heritage Mall (eg Aroma)
• Establishment of website and forum on project at www.maitlandyoursay.com.au
• Distribution of information via all Council facilities, including libraries
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COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND (Cont.) • Information in community newsletter ‘Momentum’
• Youth forum or alternative activities to engage young people
• Community ‘drop-in’ sessions.
Community Reference Panel membership
As can be seen above, a range of mechanisms have been identified in the ‘Vibrant River City’ community engagement strategy, including the establishment of a community reference panel. The panel will provide a valuable mechanism to consult and gain input and ownership of the project by a wide cross-section of key stakeholders
It is therefore proposed that this reference panel be formed to work with Council on the range of objectives and actions for Central Maitland, particularly as they pertain to the Delivery Program 2011-15 . These include but are not limited to the areas of infrastructure, transport, social planning, economic development and marketing.
Proposed membership of the reference panel is 22 people across the following categories:
• Business (retail) on Mall (3)
• Business (retail) off Mall (3)
• Professional services (1)
• Property owners Central Maitland (3)
• Residents of Central Maitland (2)
• Accommodation provider (1)
• Entertainment provider (1)
• Community representatives (2)
• Industry and Investment NSW (1)
• Maitland Business Chamber (1)
• NSW Police Service (1)
• Cultural (1)
• Education (1)
• Media (1)
The first meeting of the community reference panel would be staged in June 2011, with further engagement activities to commence from 1 July 2011. The first actions for consideration of the panel will be focused on the future of the Heritage Mall, in
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COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND (Cont.) order to meet Council’s commitment to resolve this issue by the end of October 2011.
The development of an advisory group to focus primarily on the development of marketing initiatives, in accordance with the Council resolution of July 2010, will be discussed with the ‘Vibrant River City’ panel, in accordance with the 2011/12 action to develop a city centre marketing plan.
It should be noted that the reference panel is just one mechanism of a number proposed as part of the engagement strategy. A range of opportunities will be offered for the full range of stakeholders identified in the strategy to become involved in the development and implementation of actions to renew and revitalise Central Maitland.
CONCLUSION Council is committed to the renewal and revitalisation of Central Maitland. A number of strands of research, community consultation and strategic planning have now been completed, placing Council and the community in a position to make well- informed decisions on actions for the CBD.
The holistic consideration of these actions, as proposed in the ‘Vibrant River City’ project, by both Council and the community will contribute to achievement of both Council’s own four year objectives and help reach the community’s desired 10 year outcomes expressed in Maitland 2021 .
FINANCIAL IMPLICATIONS This matter has no direct financial impact upon Council's adopted budget or forward estimates.
POLICY IMPLICATIONS This matter has no specific policy implications for Council.
STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.
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COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND (Cont.)
General Manager's Reports
COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND
Community Engagement Strategy
Meeting Date: 10 May 2011
Attachment No: 1
Number of Pages: 13
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COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND (Cont.)
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General Manager's Reports
COMMUNITY ENGAGEMENT STRATEGY - CENTRAL MAITLAND
Central Maitland Actions
Meeting Date: 10 May 2011
Attachment No: 2
Number of Pages: 12
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9.2 NOTICES OF MOTION
File No: 35/7, 35/1 Attachments: Nil Responsible Officer: David Evans - General Manager Author: David Evans - General Manager
EXECUTIVE SUMMARY
The purpose of this report is to assist the Council in determining and formalising a position on whether or not staff comment should be included in the Council’s business paper, in relation to notices of motion submitted by Councillors.
OFFICER’S RECOMMENDA TION
THAT
1. Council continue its current practice to receive and include staff comment in council business papers, in relation to notices of motion; 2. Such comment be provided by Council’s General Manager or relevant Group Manager; and 3. The comment provided be factual information relating to issues, consequences, conflicts and resourcing issues arising from the notice of motion.
REPORT Council’s adopted Code of Meeting Practice at Clause 5.1 makes provision for the submission of ‘Notices of Motion’ by Councillors. Whilst the Code is silent on the matter of comment by the staff of Council on a notice of motion, it has been the long standing practice of this Council that the General Manager or relevant Group manager provide comment on matters related to the notice of motion. Broadly, comment is made in relation to intent of the notice of motion and any implications it may have for Council, implications or issues in relation to actioning the notice of motion should it be supported, or information in relation to actions already in progress or proposed and of similar intent / purpose to the notice of motion.
Recent reference has been made to a ‘Meetings Practice Note’ issued in August, 2009, and a more recent and related circular issued in May, 2010, by the NSW Division of Local Government. In summary, the issues arising from the Practice Note and Circular go to the question of whether or not staff can or should make comment on a notice of motion, and whether the Practice Note and Circular represent an “instruction” to Council from the Division of Local Government.
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NOTICES OF MOTION (Cont.) The relevant extracts from the ‘Meetings Practice Note’ issued in August, 2009, are as follows:
Introduction (in part)
Local Councils are largely independent bodies, mainly responsible to their residents and ratepayers (rather than to the Minister for Local Government or the Division of Local Government, Department of Premier and Cabinet), for the way in which they operate. This includes the running of meetings. It is not the role of the Minister or the Division to direct councils on the day-to-day administration of their affairs.
This Practice Note has been made as a guide for councils, councillors and members of the public. It does not give legal advice. You should seek your own legal advice on issues of concern.
1.4.9 Can a council decide that notices of motion on its agenda will not have any supporting notes or comments from staff?
Yes. While clause 240 of the Regulation sets out what must be included in the agenda, each council can decide how its business is to be stated in the agenda and whether supporting notes or comments should come with notices of motion.
A council may wish to consider the benefits for making well-informed decisions of having extra information or expert views provided in the notes or in the comments. This additional information would be publicly available and may assist community members in understanding the reasons for, and effects of, council decisions. Council should alter its Meeting Code if it decides to change its position on what is to be included in its agendas. (See also 5.2.3 of this Practice Note).
5.2.3 How does a councillor give notice of business for a council meeting?
A councillor gives notice of business for a council meeting by sending or giving a notice of motion to the general manager (cl.241(1) of the Regulation). The council’s Meeting Code should set the timeframes for notice. The general manager must not include any business in the agenda that is, in his or her opinion, unlawful (cl.240(2) of the Regulation).
All councillors are entitled to submit notices of motion to be included on the agenda in accordance with clause 241(1).
It is good practice that a general manager only provide factual information on the motion to assist in the discussion of the motion if requested by the councillor. It is considered not appropriate for a general manager to comment on the merit of any notice of motion. (see also 1.4.9 of this Practice Note).
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NOTICES OF MOTION (Cont.) The relevant extract from the Divisions circular issued in October, 2010, is as follows:
Comments by the General Manager on the Merits of a Notice of Motion
As noted in clause 5.2.3 of the revised Practice Note, it is a good practice that a general manager only provide factual information on a notice of motion to assist in the discussion of the motion if requested by the councillor who lodged the motion.
It is considered inappropriate for a general manager to comment in the business papers on the merits of any notice of motion. However this does not prevent the general manager from answering a question with regard to factual information, if invited to do so. Such information could include legal or financial impediments, which should be considered by the Council when making decisions.
The extract from the Introduction to the Meetings Practice Note quite clearly indicates that the practice note is issued as a guide to Councils: it is neither an instruction to councils, nor a direction that councils are required to comply with.
Extracts 1.4.9 and 5.2.3 however, are less clear as to their intent and in some respects are perhaps contradictory. Extract 1.4.9 suggests that councils should consider the benefits for “making well informed decisions” by having extra information or expert views provided in notes or comments, eg. by council staff. On the other hand, 5.2.3 suggests that “the general manager only provide factual information on the motion….if requested by the councillor”. However, and as stated, the practice notes are a guide only. Collectively, these extracts leave the question of staff comment on notices of motion open to determination by individual councils on the basis of their preferred approach.
It is therefore appropriate – for both councillors and staff – that Council determine its position on the matter of comments by staff on notices of motion submitted by Councillors. To this end, contact has been made with a range of councils to ascertain their position on this matter, and the responses received to date indicate that in most cases, staff comment on notices of motion are provided to help inform the council decision making process. What is also clear is that it is open to councils individually to determine what form this comment should take.
It is my preferred position that this council continue its current practice to receive and include staff comment in relation to the notices of motion in the council business papers. This is the most effective means of ensuring that all councillors and the community are aware of issues, consequences, conflicts or resource implications arising from the notice of motion. To do otherwise leaves open the potential for poorly-informed decision making. It may also unnecessarily restrain an effective working relationship between a council and its senior management group.
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NOTICES OF MOTION (Cont.) CONCLUSION It is the recommendation of this report that staff comment continue to be provided in relation to notices of motion, and specifically, factual information relating to issues, consequences, conflicts and resourcing issues arising from the notice of motion.
FINANCIAL IMPLICATIONS This matter has no direct financial impact upon Council's adopted budget or forward estimates.
POLICY IMPLICATIONS This report seeks to formalise council’s current practice and position in relation to staff comment on notices of motion.
STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.
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10 SERVICE PLANNING AND REGULATION REPORTS
10.1 DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS
File No: 103/135 & 103/135/2 Attachments: 1. Submissions (under separate cover - on CD) 2. Summary of Submissions 3. Changes as a result of submissions 4. Changes as a result of further advice from DoP 5. Changes as a result of the new Standard Instrument 6. Matters where no changes proposed 7. Draft Maitland LEP 2011, Land Use Matrix & Maps (under separate cover - on CD) Responsible Officer: Bernie Mortomore - Group Manager Service Planning & Regulation Author: Monica Gibson - Manager City Strategy
EXECUTIVE SUMMARY
The Draft Maitland Local Environmental Plan 2011 and Draft Maitland Citywide Development Control Plan 2011 were publicly exhibited for 5 weeks in November and December 2010.
Submissions made to these plans have been reviewed, and further investigations and discussions held with submission makers and stakeholders as required assisting with the review process.
A number of changes are proposed to the Draft Maitland Local Environmental Plan 2011 in response to the matters raised in submissions and drafting advice from the Department of Planning. Certain matters raised in submissions are being separately addressed through the review of the Maitland Urban Settlement Strategy or other processes. Some matters could not be progressed, and are outlined in this report.
On 25 February 2011, significant changes were made to the template LEP and the Department of Planning has provided advice that the majority of these changes must be incorporated into the Draft Maitland Local Environmental Plan 2011.
Despite the number of changes proposed, there are no matters that are considered significant to warrant re-exhibition, and it is considered that the Draft Maitland Local Environmental Plan 2011 is suitable to be submitted to the Department of Planning for making.
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DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS (Cont.)
OFFICER’S RECOMMENDA TION
THAT
1. Pursuant to (repealed) Section 68 of the Environmental Planning and Assessment Act 1979, (i) a public hearing not be held for the Draft Maitland Local Environmental Plan 2011 [Section 68 (1)] (ii) changes be made to the Draft Maitland Local Environmental Plan 2011 as outlined in Attachments 3, 4 and 5 [Section 68 (3)] (iii) no re-exhibition of the Draft Maitland Local Environmental Plan 2011 be undertaken as a result of the changes [Section 68 (3B)] (iv) the Draft Maitland Local Environmental Plan 2011 be submitted to the Director General of the Department of Planning [Section 68 (4)] (v) no provisions or part of any land be excluded from the Draft Maitland Local Environmental Plan 2011 as deferred matter [Section 68 (5)] 2. Those people making submissions to the Draft Maitland Local Environmental Plan 2011 be notified of Council’s decision regarding changes to the Draft Maitland Local Environmental Plan 2011. 3. Further discussions be held with Department of Planning should there be any matters arising from policy changes or reviews of the NSW planning system.
REPORT The purpose of this report is
• to outline the submissions made to the exhibition of the Draft Maitland Local Environmental Plan 2011
• to respond to the matters raised in the submissions
• to consider a revised draft LEP for submission to the Department of Planning with a request that the Minister make the Maitland Local Environmental Plan 2011
PUBLIC EXHIBITION
In accordance with Council’s resolution at the Extraordinary Meeting on 19 October 2010, the Draft Maitland Local Environmental Plan 2011 and Draft Maitland Citywide Development Control Plan 2011 were publicly exhibited. The public exhibition was carried out over a five week period between 15 November and 20 December 2010.
Written notification was sent to 29,500 households and 52 people registered on the strategic planning consultation database. Specific notice regarding rural dwelling entitlements was sent to 3,900 rural landowners. During the exhibition period, there
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DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS (Cont.) were 273 phone call enquiries, 962 hits on the Draft Maitland LEP 2011 page of Council’s website, 105 planning counter enquiries and 8 one-on-one meetings. There was a roadshow with 8 sessions across the local government area and more than 134 attendees.
As a result of the extensive community notification process, there were 181 submissions received during the exhibition period. A further 4 submissions have been received since the close of the exhibition. A copy of all the submissions and late submissions are included as Attachment 1 to this report (under Separate Cover). A summary of the matters raised in the submissions is included as Attachment 2 to this report.
One submission requested that a public hearing be held to discuss matters raised in their submission. These matters relate to the identification of land for a public recreation zone and the obligation for acquisition. The zoning and acquisition proposal is a direct translation of provisions in the Maitland LEP 1993. Following discussions with the submission maker and landowner, the request for a public hearing was withdrawn.
CHANGES TO DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011
Changes proposed to the Draft Maitland Local Environmental Plan 2011 are the result of submissions, further policy and drafting advice from Department of Planning and the revised Standard Instrument released in February 2011. Each of these matters is further discussed below.
Changes as a result of submissions
Attachment 3 outlines the changes that have arisen from public submissions, comments from government agencies or matters identified by council officers. A number of these changes reflect administrative or anomaly issues. Other matters include
• clarification of objectives for neighbourhood activity centres
• provisions to enable subdivision of residential development in accordance with existing Council planning policies
• clarification of rural dwelling entitlement provisions to ensure that all existing entitlements are carried forward into the new LEP
• clarification of minor zoning changes
There are no policy implications or inconsistencies with plan-making requirements as a result of these changes.
Changes as a result of further advice from Department of Planning
Attachment 4 outlines the changes that have been recommended by the Department of Planning. These changes are the result of new model LEP provisions that have been adopted by the Department, responses to local provisions that Council has proposed and legal drafting requirements.
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DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS (Cont.) The only policy implication arising from these changes is that secondary dwellings would not be permitted in the E4 Environmental Living zone. The draft LEP identified that they would be permitted. Secondary dwellings are currently not permitted in the equivalent zone in the Maitland LEP 1993. There are no inconsistencies with plan-making requirements as a result of any changes from the Department of Planning.
Changes as a result of the new Standard Instrument The Standard Instrument (Local Environmental Plan) Amendment Order 2011 was published on 25 February 2011. The Order makes comprehensive amendments to the Standard Instrument that was used to prepare the Draft Maitland LEP 2011. The Department of Planning has also released planning directions to instruct councils on the requirement amendments. Importantly, the directions state that all draft LEPs must be amended to correspond with the Standard Instrument before submitting to the Department for finalisation.
Attachment 5 outlines the changes that are required. Some changes have no significant effect, whilst others introduce new clauses and add new development types for consideration.
There are minor policy changes regarding the description of commercial and retail activities. The effect of these changes is outlined in detail in the attachment, and acts to better clarify and relate retailing and wholesaling activities to commercial and industrial/ rural zones.
A new mapping standard was also introduced with the Order. These amendments relate to the layout and referencing of the map tiles and have no impact on the zoning or other spatial information on the maps.
There are no inconsistencies with plan-making requirements as a result of any changes from the new Standard Instrument.
Matters where no changes proposed Attachment 6 outlines the matters raised in submissions where no change is proposed to the draft LEP. The majority of these matters warrant further investigation before an LEP amendment could be made and processes have been established through the review of the Maitland Urban Settlement Strategy or further review of planning policies programmed in the Draft Delivery Plan to undertake these investigations. In addition, further discussions with Department of Planning will be held to discuss policy changes arising from any review of the planning system.
Other matters proposed changes that could not be support, either for lack of planning justification and major inconsistencies with State or local policies, or did not comply with the Standard Instrument LEP.
Effect of the changes The effect of the changes proposed and identified in Attachments 3, 4 and 5 are to improve the clarity of the draft LEP and to incorporate necessary changes arising from statutory requirements. No individual change or the cumulative effect of the minor changes is considered to warrant re-exhibition of the draft LEP. There are no inconsistencies with plan-making directions or Council’s existing planning policies.
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DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS (Cont.) SUBMISSION TO DEPARTMENT OF PLANNING Council may exclude certain provisions of the draft plan or exclude part of the land from the draft plan if they require further consideration and should not prejudice the consideration of the plan. It is considered that the draft Maitland Local Environmental Plan 2011 as amended by the changes outlined above is suitable to be submitted to the Department of Planning and that no matters should be excluded or deferred. The submission to the Department of Planning will also provide details regarding the consultation as well as an assessment of consistency with the plan-making directions and other State planning instruments. There are no outstanding matters for Council’s consideration in relation to these processes. It is proposed to submit the Draft Maitland Local Environmental Plan 2011 to the Department of Planning and request that the Minister make the plan. The written instrument and mapping is included as Attachment 7 (under separate cover) to this report.
DRAFT MAITLAND CITYWIDE DEVELOPMENT CONTROL PLAN 2011 Three submissions were received in response to the exhibition of the Draft DCP, which raised minor issues with the formatting of the DCP and has no consequential effect on the draft LEP. It is proposed to make minor formatting amendments to the Draft DCP prior to reporting to Council and to seek finalisation of the DCP so that it will come into force at the same time as the new LEP.
CONCLUSION The public exhibition and review of submissions has been a through process, identifying a number of matters that warrant minor changes to the draft LEP or further investigation prior to proceeding to an LEP amendment. There has also been a substantial change to the standard instrument and template from which the draft LEP was prepared and this too has required change to the exhibited draft LEP. The result of the minor changes, mapping amendments and new base template is a comprehensive citywide local environmental plan that implements Council’s adopted land use and development policies and is consistent with the state-wide directions for local plan making. It is a plan that will serve the Maitland community for the next 5 to 10 years and will be kept in regular review to ensure that it always reflects the current policy of the Council.
FINANCIAL IMPLICATIONS This matter has no direct financial impact upon Council's adopted budget or forward estimates.
POLICY IMPLICATIONS The endorsement of the Draft Maitland Local Environmental Plan 2011 for submission to the Department of Planning further implements Council’s adopted land use and development policies. There are no matters that are inconsistent with Council’s policies. Upon gazettal, the LEP would repeal and replace the Maitland Local Environmental Plan 1993.
STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter. All requirements under the Environmental Planning and Assessment Act 1979 have been followed.
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DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS (Cont.)
Service Planning and Regulation Reports
DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS
Submissions (under separate cover - on CD)
Meeting Date: 10 May 2011
Attachment No: 1
Number of Pages:
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Service Planning and Regulation Reports
DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS
Summary of Submissions
Meeting Date: 10 May 2011
Attachment No: 2
Number of Pages: 8
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Service Planning and Regulation Reports
DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS
Changes as a result of submissions
Meeting Date: 10 May 2011
Attachment No: 3
Number of Pages: 5
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DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS (Cont.)
Service Planning and Regulation Reports
DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS
Changes as a result of further advice from DoP
Meeting Date: 10 May 2011
Attachment No: 4
Number of Pages: 3
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DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS (Cont.)
Service Planning and Regulation Reports
DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS
Changes as a result of the new Standard Instrument
Meeting Date: 10 May 2011
Attachment No: 5
Number of Pages: 8
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Service Planning and Regulation Reports
DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS
Matters where no changes proposed
Meeting Date: 10 May 2011
Attachment No: 6
Number of Pages: 5
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Service Planning and Regulation Reports
DRAFT MAITLAND LOCAL ENVIRONMENTAL PLAN 2011 - CONSIDERATION OF SUBMISSIONS
Draft Maitland LEP 2011, Land Use Matrix & Maps (under separate cover - on CD)
Meeting Date: 10 May 2011
Attachment No: 7
Number of Pages:
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10.2 WALKA WATER WORKS - OFFER OF GRANT FUNDING
File No: P29133 Attachments: 1. Letter from the 'then' Minister for Lands 2. Site Location Plan - Walka Precinct Responsible Officer: Bernie Mortomore - Group Manager Service Planning & Regulation Author: Lynn Morton - Manager Community and Recreation Services
EXECUTIVE SUMMARY
A letter offering $25,000 matching grant funding towards a feasibility study about the possible private sector investment of the Walka Water Works has been received from the ‘then’ Minister for Lands, Tony Kelly. A copy of the letter appears as Attachment 1.
The report recommends in favour of Council accepting the grant funding and proceeding with the feasibility study.
OFFICER’S RECOMMENDA TION
THAT COUNCIL:
1. Advise the Land and Property Management Authority of Council’s acceptance of the $25,000 grant funds and compliance with its terms and conditions.
2. Seek the Authority’s / Ministers approval to waive loan repayments in the sum of $50,000 incurred by the previous Trust for the restoration of the chimney stack.
REPORT
Background: The Walka Water Works is a 64.23 hectare parcel of Crown Land reserved for the ‘Preservation of Historical sites and buildings’ under the former Crown Lands Act 1989 and the Crown Lands Legislation Amendment Act 2005. Council is the appointed Corporate Trust Manager.
The site abuts a 47.59 hectare parcel of community land held by Council.
The consolidation of the two parcels of land results in a total area of 111.82 hectares (refer Attachment 2 Location Plan) providing an opportunity to create a major recreation precinct central to the city.
To guide the development of this major recreation precinct, it was agreed that a Master Development, Management and Operational Business Plan should be prepared. A brief was prepared and a consultant commissioned to undertake the
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WALKA WATER WORKS - OFFER OF GRANT FUNDING (Cont.) study. A draft Plan of Management and Business Plan has been prepared and was referred to the Authority in 2010 for its review and comment prior to its finalisation and tabling before Council.
Offer of Grant Funding Discussions have since been held with representatives from the Authority on a number of matters including:
• The status of the draft Plan of Management and Business Plan • The financial impact on Council following the withdrawal of the 2009/10 $70,000 operational subsidy • Grant funding to undertake capital works through the PRMF 2010/11 funding round • The request by Council to waive loan repayments in the sum of $50,000 incurred by the previous Trust for the restoration of the chimney stack.
At a meeting held earlier this year between Council and Authority officer’s discussions centred on the ability of the Precinct to generate funding to offset the recurrent maintenance and development costs associated with any future capital works and the possible role that private sector investment could play.
Authority Officers proposed that Council may wish to consider undertaking a feasibility study to explore possible private sector investment in the reserve/ precinct and that this should be done prior to finalising the Draft Plan of Management there by ensuring that any private sector investment identified could be accommodated within the adopted plan. The Authority officers indicated that it would be prepared to recommend a joint funding proposal as is now confirmed by the Ministers’ letter.
It is noted that whilst the letter from the Minister is dated 11 th March it was not received until 30 th March 2011. Contact was made with the Funding Manager and an extension granted up until 13 th May allowing Council to consider the offer and advise of its acceptance or otherwise to the offer of grant funding.
Accordingly, the contents of the Ministers letter was discussed with the Walka Water Works Advisory Committee at its meeting on the 28 th April 2011 who endorsed the undertaking of the feasibility study prior to the finalisation of the Draft Plan of Management and Business Plan.
The Committee also discussed the Authority’s extension to the proposed deferral of loan repayments for the Chimney Stack. Prior to Council taking on the role as the Corporate Trust Manager the then Walka Water Works Trust Inc. had taken out a loan in the sum of $50,000 for the restoration of the heritage chimney stack. The loan was negotiated over a term of 19 years with a loan interest rate of 5% commencing November 2007.
The MoU provides for the deferral of the loan commitment for a period of 5 years. In considering this provision the following comments are made: It could be argued that the Authority as the asset owner is responsible for major structural repairs falling under its responsibility the burden of which should not be transferred to Council.
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WALKA WATER WORKS - OFFER OF GRANT FUNDING (Cont.) Further, Council has, and is proposing to undertake a number of capital improvements to the site, again it could be argued that the capital improvements undertaken should be considered as a ‘credit’ for any outstanding loan repayment. Hence whilst the deferral is appreciated the Committee are of the view that Council should formally seek the Authority’s and / or Minister’s decision to relieve Council of its obligation to service the loan.
CONCLUSION
The Walka Water Works and the wider Walka Precinct is a unique asset, it does have the potential to meet a significant proportion of existing and future demand for a wide range of open space and recreational facilities both at the local and city wide level, however many of the facilities proposed as part of the master planning process will require major capital investment for their development.
Council is not in a position to inject major capital funding into the development of the site. The offer to undertake a feasibility study about private sector investment of the site may provide an alternate funding source.
The repayment of the outstanding loan funds to make good the structural works of a government owned asset is seen as being unreasonable particularly when Council has, and is proposing to undertake improvement works of a greater value. The report recommends that Council should seek the Authority’s / Ministers approval to forego the obligation to repay the outstanding loan. FINANCIAL IMPLICATIONS This matter has no direct financial impact upon Council's adopted budget or forward estimates. It is proposed that Council’s matching $25,000 be drawn from the Repealed 1995 Section 94 Contribution Plan.
POLICY IMPLICATIONS This matter has no specific policy implications for Council.
STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.
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WALKA WATER WORKS - OFFER OF GRANT FUNDING (Cont.)
Service Planning and Regulation Reports
WALKA WATER WORKS - OFFER OF GRANT FUNDING
Letter from the 'then' Minister for Lands
Meeting Date: 10 May 2011
Attachment No: 1
Number of Pages: 1
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WALKA WATER WORKS - OFFER OF GRANT FUNDING (Cont.)
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WALKA WATER WORKS - OFFER OF GRANT FUNDING (Cont.)
Service Planning and Regulation Reports
WALKA WATER WORKS - OFFER OF GRANT FUNDING
Site Location Plan - Walka Precinct
Meeting Date: 10 May 2011
Attachment No: 2
Number of Pages: 1
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WALKA WATER WORKS - OFFER OF GRANT FUNDING (Cont.)
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11 ASSETS AND INFRASTRUCTURE PLANNING REPORTS
11.1 EAST MAITLAND JUNIOR RUGBY LEAGUE 100TH ANNIVERSARY CELEBRATION - TEMPORARY ROAD CLOSURE - GRANT STREET EAST MAITLAND
File No: 140/5,222/249 Attachments: 1. Grant Street Temporary Road Closure Responsible Officer: Chris James - Group Manager Assets and Infrastructure Planning Stephen Hawes - Manager Infrastructure Planning and Administration Scott Henderson - Infrastructure Planning Engineer Author: Kenneth Splatt - Traffic Officer
EXECUTIVE SUMMARY East Maitland Junior Rugby League Club has applied to temporarily close a section of Grant Street, East Maitland to assist in running the club’s 100 th anniversary celebration and related activities. The proposed closure area will extend northward from the Bank Hotel’s rear car park access to the Lawes Street intersection, and will be used for barbeque cooking and eating, and a safe area in which children can play. The area has previously been used for similar purposes by other sporting clubs without major impact to other users.
OFF ICER’S RECOMMENDATIO N
THAT a 120 metre section of Grant Street, East Maitland, from the Bank Hotel car park to Lawes Street be temporarily closed to vehicular traffic from 10.00am to 4.00pm on Sunday, 29 May 2011, in association with the East Maitland Junior Rugby League Club’s 100 th anniversary celebrations.
REPORT Grant Street is an urban street aligned in a north-easterly direction, linking the New England Highway in the south with Lawes Street to the north. The eastern side of the street is occupied centrally by the East Maitland Bowling Club, with a park to the south adjacent to the New England Highway, and a sports oval (King Edward Park) at the northern end (adjacent to the proposed road closure area). The western side of the road consists mainly of rear access areas to commercial premises, including a hotel car park, and some residential properties.
Grant Street is 326 metres in length and is 8.5 metres wide. The proposed temporary closure area will commence from the northern side of the hotel car park and extend for 120 metres to the Lawes Street intersection. Detours exist via nearby Melbourne Street and Banks Street. The expected number of attendees is 200.
The proposed temporary road closure was advertised in the Hunter Post on 13 and 20 April 2011. The closing date for public submissions is 11 May 2011 – to date, no submissions have been received. The event organiser has notified affected businesses and residents in the area of the proposed temporary road closure and event.
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EAST MAITLAND JUNIOR RUGBY LEAGUE 100TH ANNIVERSARY CELEBRATION - TEMPORARY ROAD CLOSURE - GRANT STREET EAST MAITLAND (Cont.)
CONCLUSION The closure will assist in the safe movement of pedestrians walking to and from this activity area. The area has previously been used for similar purposes by other sporting clubs without major impact to other users.
FINANCIAL IMPLICATIONS This matter has no direct financial impact upon Council's adopted budget or forward estimates.
POLICY IMPLICATIONS This matter has no specific policy implications for Council.
STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.
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EAST MAITLAND JUNIOR RUGBY LEAGUE 100TH ANNIVERSARY CELEBRATION - TEMPORARY ROAD CLOSURE - GRANT STREET EAST MAITLAND (Cont.)
Assets and Infrastructure Planning Reports
EAST MAITLAND JUNIOR RUGBY LEAGUE 100TH ANNIVERSARY CELEBRATION - TEMPORARY ROAD CLOSURE - GRANT STREET EAST MAITLAND
Grant Street Temporary Road Closure
Meeting Date: 10 May 2011
Attachment No: 1
Number of Pages: 1
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EAST MAITLAND JUNIOR RUGBY LEAGUE 100TH ANNIVERSARY CELEBRATION - TEMPORARY ROAD CLOSURE - GRANT STREET EAST MAITLAND (Cont.)
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12 FINANCE AND ADMINISTRATION REPORTS
12.1 HUNTER VALLEY STEAMFEST
File No: 35/21/1 Attachments: Nil Responsible Officer: Graeme Tolhurst - Group Manager Finance and Administration Author: Melanie Hutchinson - Tourism Events Officer Rachel MacLucas - Manager Marketing and Communications
EXECUTIVE SUMMARY
The purpose of this report is to provide Council with the outcome of Hunter Valley Steamfest 2011 and detail the planning process for 2012.
OFFICER’S RECOMMENDA TION
THAT
1. The report be received and noted. 2. The shortfall of up to $10,000 be included as an addition to the Management Plan for 2011/2012. 3. Council recognise the contribution of the many volunteers, staff and their partners as integral to the success of Hunter Valley Steamfest.
REPORT The 26th annual Hunter Valley Steamfest was held in Maitland from 9 – 10 April 2011. The event again centred around the Maitland Railway Station, Church Street, Maitland Park and the Steamfest Rally Ground. A range of sites around the City also hosted activities including the Federation Centre, St Mary’s Church, Grossman and Brough Houses, Richmond Vale Railway and Mining Museum and Morpeth.
The weekend of celebrations featured the regular range of Steamfest activities including steam and vintage diesel train excursions, traction and portable engine displays, Powerhouse Museum exhibition, market stalls, entertainment, amusements, Show ‘n’ Shine in Maitland Park, miniature and trackless train rides as well as helicopter rides.
In addition to these regular activities a number of initiatives introduced in 2010 were strengthened and/or expanded in 2011 including guided heritage walking tours of the Maitland Railway Station Precinct, Kids Adventureland, the Powerhouse Museum Speakers Program, exhibition of winning works in the Trainspotting Photography Competition and the Grand Parade on the Steamfest Rally Ground.
Around 90 members of the community offered their time and service as members of the “Steam Team” and were essential to the successful operation of the Festival.
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HUNTER VALLEY STEAMFEST (Cont.) These volunteers along with staff and their partners banded together as a united team working long hours to create a fun, friendly and enjoyable weekend. In recognition of their efforts a Steamfest Thankyou Function was held at the Maitland Visitor Information Centre, where a barbeque and drinks were served and Steamfest experiences shared. The volunteers were presented with their service certificates and for those who have served five years with Steamfest they received their five year service badge.
In addition to these volunteers there are a number of organisations that were particularly helpful in planning and delivering the 2011 program. These include: Steamfest Planning Group, Steamfest Working Group, Maitland Steam and Antique Machinery Association, RailCorp, Australian Rail Track Corporation (ARTC), Maitland & District Historical Society, Royal Newcastle Aero Club, Heritage Express and the Powerhouse Museum and their input was integral to the success of the event.
Particular areas of note relating to the 2011 event include:
Rail Services
In 2011 there were three providers of rail services at Hunter Valley Steamfest: Heritage Express (NSW Rail Transport Museum), the Rail Motor Society from Paterson and CityRail. These operators supplied a variety of locomotives including: steamers 3526, 3642 the Powerhouse Museum owned 3265, the recently restored 620 vintage diesel and the CityRail Hunter cars.
Over 25 excursions were offered visiting Newcastle, Broadmeadow, Dungog, Paterson and Branxton.
A first for Steamfest, 2011 was the introduction of four CityRail Photographer Parallel Run excursions, whereby steam enthusiasts and photographers travelled in CityRail Hunter cars parallel to steam engines 3265 and 3526 providing an excellent vantage point to capture the power and aesthetic of the steam locomotives.
The Great Train Race was once again extremely popular. Mayor Cr Peter Blackmore and the Hon. Robyn Parker MP, Minister for the Environment, Minister for Heritage participated, travelling onboard the 3265, which ran parallel to the 3526. Both locomotives raced against a historic Tiger Moth bi-plane on the Sunday morning of Steamfest. 3526 proved the victor in the Race and a presentation of the trophy, which had been kindly restored by the Powerhouse Museum, was made on the Steamfest Stage in the Maitland Railway Station forecourt.
The following table shows the availability of seats, seats taken and overall occupancy rate for steam and vintage diesel trains in 2009, 2010 and 2011.
Year Seats Available Seats Taken Occupancy
2009 5,870 3,274 55.7%
2010 6,179 4,792 84.2%
2011 5,760 4,086 71%
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HUNTER VALLEY STEAMFEST (Cont.)
Following the implementation of the initiative in 2010 Hunter Valley Steamfest again offered family tickets with 16% of tickets sold falling into this category.
The rate of occupancy in 2011 was particularly pleasing given that 2010 was the 25 th anniversary of the event and therefore attracted significant special attention.
Rally Ground
2011 saw the completion of the “Home for Steamfest” on the official Steamfest Rally Ground including the redevelopment of the grounds, relocation of locomotive 1042 and the erection of the ‘Steamfest Shed’ for the housing and restoration of steam equipment within the Council’s care and control.
The Steamfest Rally Ground is now one of the most popular attractions of the event. Featuring traction and portable engines, vintage farm machinery, tractors and trucks, working horse displays, Stanley steam cars and a viewing platform, it is conservatively estimated that over 17,000 people passed through the Rally Ground over the weekend. This program of activities, developed and managed by the Maitland Steam and Antique Machinery Association, proved to be highly successful with the Association members working tirelessly in the lead up to and on the weekend to ensure an exceptional program was delivered. The Association should be congratulated for their efforts.
A Steamfest Rally Ground initiative managed by Council – Kids Adventureland continued to grow in popularity in 2011. A jumping castle, plaster painting, face painting, coal shovelling competitions, arts and crafts and live entertainment proved extremely popular with children and families patronising the area all weekend.
New for 2011, the Rally Ground was also host to an Outdoor Cinema on the Saturday evening of Steamfest. Screening ‘Back to the Future Part 3’ in the natural amphitheatre on the grounds the outdoor cinema received very positive feedback and will be pursued as an additional attraction in 2012.
2011 saw further increased participation from the Powerhouse Museum on the Steamfest Rally Ground which included their model displays, Speakers Program, with presentations from Cogs, the Museum’s problem solving robot, and discussion topics that ranged from the Children’s Railway in Hungary, Volunteering on a steam locomotive to Railway Photography including a display of the “Trainspotting” Photographic Competition winners. The Powerhouse Museum Marquee attracted over 800 patrons per hour at various periods of the event weekend.
Throughout the year the Powerhouse Museum hosted a number of the Planning Group meetings and were active participants in the strategic direction for 2011 and as such they should also be congratulated on their efforts and their ongoing support for Hunter Valley Steamfest.
Green Steam
In a continuing effort to reduce the carbon footprint of Steamfest, management will work with Council’s environment section over the coming weeks to finalise the 2011 initiative to offset emissions from the rail component of the event.
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HUNTER VALLEY STEAMFEST (Cont.) When purchasing tickets customers were provided with the option of paying an additional $2.00 per ticket to offset their excursion. In total 450 seats or 11% of tickets sold were Green Steam.
Visitation
In 2011 Hunter Valley Steamfest attracted around 65,000 visitors to the City. These visitors were primarily sourced from the Hunter Region, regional New South Wales (north and northwest) and Sydney. The primary demographic was families with a secondary audience of seniors.
A number of coach companies operated tours to the event from Queensland, Sydney and the UK.
Steamfest has traditionally had a visitation pattern of around two thirds repeat to one third new visitors. In 2011 this pattern remained true with repeat visitation remaining strong which can largely be attributed to the success of the 25 th anniversary celebration in 2010. Such visitation outlines the necessity for the event to continue to develop and diversify, ensuring it retains the interest and buy-in of its many previous visitors. As in previous years accommodation in the City was at a premium with many operators reaching capacity over the weekend.
To increase understanding of the patterns of visitation to the Festival, demographics and origin of visitors, expenditure, length of stay and stimulus for visitation, Hunter Valley Steamfest engaged the services of Micromex Research to undertake 200 surveys over the weekend. The results of this study will be available in May.
Income and Expenditure
The overall Steamfest 2011 budget was reduced from the 25 th anniversary 2010 budget with the only expenditure item budgeted at the same level being the train hire. The budget was managed in a conservative manner to balance any rising expenses with patron expectations for an interesting and diverse program.
2011 Hunter Valley Steamfest Income & Expenditure Statement Figures quoted are all GST exclusive
Income Item 2011 Expenditure Item 2011 Balance of Steamfest 34277.001 Estimate 21141.001 Balance of Costs
34277.1 Administration 21141.1 Administration 34277.11 Grants $19,500 21141.12 Administration $2,770 21141.16 Volunteers $1,658 Sub Total $19,500 Sub Total $4,428
34277.2 Activities 21141.2 Activities 34277.21 Sponsorship $12,272 21141.21 Logistics $30,232 34277.22 Train Ticket Sales $92,834 21141.211 Sponsorship $216 34277.23 Stall Site Fees $24,908 21141.212 Wages S/F $248 Trackless Train 34277.24 Donations $276 21141.22 Train Hire $81,261 34277.25 Amusements $3,000 21141.23 Road Steam $19,585
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HUNTER VALLEY STEAMFEST (Cont.)
34277.26 Rally Ground Income $14,714 21141.24 Entertainment $4,070 Sub Total $148,004 Sub Total $135,612
34277.3 Promotion 21141.3 Promotion 34277.31 Merchandise $3,590 21141.31 TV $22,190 34277.41 Hire Fee Income $1,000 21141.32 Radio $5,500 21141.33 Print Media $1,300 Public Relations / 21141.34 Photography $800 21141.35 Design & Print $6,924 21141.36 Website $1,616 21141.37 Merchandise $2,575
Sub Total $4,590 Sub Total $40,905
TOTAL TOTAL INCOME $172,093 EXPENDITURE $180,945
TOTAL PROFT/LOSS -$8,852
A successful application for Tourism NSW Demand Building funding resulted in the event securing a grant of $19,500, which was used on additional marketing initiatives for 2011.
When comparing 2011 to 2010 sales figures both ticket sales and stall income has decreased however the Rally Ground experienced an increase in income of over $1,000.
Area 2011 2010 2009
Tickets $92,034 $110,550 $80,955
Stalls $24,908 $27,860 $25,725
Rally Ground $14,714 $13,705 $8,464
Whilst the final result is still being calculated the anticipated deficit for 2011 will be up to $10,000 excluding GST. This is considered to be an excellent investment considering the number of visitors to the event, free media coverage achieved and the flow on benefits this brings to the local economy.
Marketing Profile
Maitland events are recognised as newsworthy and as such through its events Maitland tends to gain tourism and marketing profile that it would be unlikely to generate through general tourism alone. Steamfest achieved the following media coverage for the City, particularly in the Hunter Region and regional NSW markets.
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HUNTER VALLEY STEAMFEST (Cont.) Paid marketing activities included advertising:
Print media –
• The Newcastle Herald – Weekender • B1 posters through the RailCorp network (Countrylink and CityRail statewide)
Electronic media –
• 15 and 30 second advertisements on NBN, Prime and Ten (Hunter, Central Coast, Mid North Coast and Tamworth windows) • 30 second advertisements on KOFM • Newcastle Herald On-Line advertising and competition
Paid marketing activities amounted to $41,084.00 excluding gst and included advertising, printing and merchandise costs.
Unpaid media coverage achieved for Hunter Valley Steamfest included:
• The Hunter Post • Newcastle and Lake Macquarie Post • Lower Hunter Star • The Maitland Mercury • The Newcastle Herald • The Newcastle Herald – Weekender • The Sunday Telegraph • Port Stephens Examiner • Hunter Monthly IMag • Railway Digest • NSW RailCorp Employees newsletter (circulated to 12,000 staff) • RailCorp, RTM websites • Display posters on all railway stations on the CityRail and Countrylink network statewide • Two outdoor billboards – 1 x Hunter Street, 1 x approaching Hamilton Station, Maitland Road courtesy of RailCorp • Powerhouse Museum members magazine • NBN News syndicated across NSW • Radio stations KOFM and ABC Newcastle, 2NUR, 2HD, 2NM and the ABC Statewide program
The event also had a significant presence and commentary on YouTube and other online rail and steam forums.
The advertising space rate if Council were to have purchased this free coverage was $107,766 ($7,551 radio), ($6,898 television) and ($93,317 press). These figures exclude Powerhouse Museum and RailCorp publications, billboards and poster distribution and as such the real value would have been well in excess of $150,000.
This editorial coverage is extremely valuable as it has a different and arguably much stronger impact on potential audiences as it is from an independent source.
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HUNTER VALLEY STEAMFEST (Cont.)
CONCLUSION Hunter Valley Steamfest 2011 was a success for both visitors and exhibitors. The event generated positive media coverage for the City and attracted many new visitors who may not normally make Maitland their destination of choice.
Planning will now commence for the 27th Hunter Valley Steamfest to be held in Maitland from 21 – 22 April 2012. The key challenge for the longevity of Hunter Valley Steamfest will be balancing the costs of presenting the festival with ensuring its ongoing relevance for consumers.
Tourism events continue to play an important role in the marketing and visitation to the City of Maitland and as such need continuous development and investment. A schedule of committee meetings will be held over the next ten months to engage all relevant parties in the Steamfest 2012 planning process. Planning will include steps to evolve the activity program to ensure new initiatives are implemented in 2012.
Hunter Valley Steamfest was once again a great celebration with perfect weather, strong visitation, extensive and widespread community support and a diverse and interesting program of activities. The media coverage showcased Maitland as a premier events venue, and the economic boost, estimated to be over $1.5 million, shows the value these celebrations can bring to our City.
FINANCIAL IMPLICATIONS Hunter Valley Steamfest will have a shortfall of $8,000 - $10,000. This will need to be funded as an addition to the current Management Plan.
POLICY IMPLICATIONS This matter has no specific policy implications for Council.
STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.
Page (97) ORDINARY MEETING AGENDA 10 MAY 2011
12.2 REQUEST FOR THE REMOVAL OF A TREE FROM 60 KYLE STREET, RUTHERFORD BY THE MAITLAND DISTRICT MOTOR CYCLE CLUB INC FOR THE JUNE 2011 JUNIOR AND SENIOR MOTOR CROSS CHAMPIONSHIPS
File No: P19011 Attachments: Nil Responsible Officer: Graeme Tolhurst - Group Manager Finance and Administration Author: Cathy Cooper - Officer Risk & Insurance
EXECUTIVE SUMMARY
The Maitland District Motor Cycle Club Inc is holding Round 2 of the MNSW (Motor Cycling New South Wales) Junior and Senior Motor Cross Championships on 11, 12 and 13 June 2011 at 60 Kyle Street Rutherford (Lot 4 DP 790460) known as Bob Robinson Park. The Club has made a request to Council for the removal of one of the trees and the pruning of others in the surrounding area that have the potential to pose a hazard to the public.
OFFICER’S RECOMMENDA TI ON
THAT
1. Council accept the quote from Hunter Tree Masters in the amount of $5,500 (inc GST) to remove the ironbark tree and prune other surrounding ironbarks on Lot 4 DP 790460 for the Maitland District Motor Cycle Club Inc. 2. The mulch is to be left on site for future use by the Club. 3. The cost be an addition to the Management Plan 2010/2011.
REPORT The Maitland District Motor Cycle Club Inc is the Lessee of Council land known as Bob Robinson Park which is located at 60 Kyle Street, Rutherford. The Club utilises the land for motor cycle racing, training and other activities which includes championships.
The Club are holding Round 2 of the MNSW Junior and Senior Motor Cross Championships on 11, 12 and 13 June 2011 at 60 Kyle Street, Rutherford and the Club raised concerns about the condition of the trees situated in the carpark of the property. It was considered that they may cause a safety issue for patrons who will be in attendance at the championships.
After investigation by Council it was considered that one of the trees, an ironbark should be removed and the surrounding trees should be pruned. It was agreed that the mulch would then be left on site in a designated area for the future use by the Club.
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REQUEST FOR THE REMOVAL OF A TREE FROM 60 KYLE STREET, RUTHERFORD BY THE MAITLAND DISTRICT MOTOR CYCLE CLUB INC FOR THE JUNE 2011 JUNIOR AND SENIOR MOTOR CROSS CHAMPIONSHIPS (Cont.) Council has obtained four (4) quotations from tree removal contractors for the work to be completed:
Contractor Quotation Received
Hunter Tree Masters $5,500.00 inc GST
Bolans Tree Service Pty Ltd $5,500.00 inc GST
Advance Arbor Services $11,563.20 inc GST
JK Cooper Tree Service Pty Lt d $21,780.00 inc GST
It is recommended that Hunter Tree Masters be contracted to undertake the work as per their quote.
FINANCIAL IMPLICATIONS The funding will be an addition to the Management Plan 2010/2011.
POLICY IMPLICATIONS This matter has no specific policy implications for Council.
STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.
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13 CITY WORKS AND SERVICES REPORTS
13.1 RECREATION WORKS - REVIEW OF SERVICE DELIVERY
File No: 130/69 Attachments: Nil Responsible Officer: Wayne Cone - Group Manager City Works and Services Author: Ian Wakem - Manager Civil and Recreation Works
EXECUTIVE SUMMARY
A report on the review of the Recreation Works Section structure and service delivery was provided to Council at it’s meeting on 11 August 2009. The report detailed the changes that had been implemented within the Recreation Works Section, but also indicated that the review of service delivery was continuing, specifically in relation to the Gardening Team and the Tree Works Team.
The Gardening Team and Tree Works Team reviews have now been completed, with the information and recommendations provided in this report for Council’s consideration.
OF FICER’S RECOMMENDATI ON
THAT:
1. Council increase the equivalent full time (EFT) staff numbers by one (1) to allow the recruitment of a Trainee Gardener/Greenkeeper to Council’s Gardening Team in the Civil and Recreation Works Division; 2. Council’s current Tree Works Team structure be retained.
REPORT 1. Background
A report on the review of the Recreation Works Section structure and service delivery was provided to Council at it’s meeting on 11 August 2009. The report detailed the changes that had been implemented within the Recreation Works Section, but also indicated that the review of service delivery was continuing, specifically in relation to the Gardening Team and the Tree Works Team.
Council was advised that since the establishment of a specialist ‘Gardening Team’ in early 2009, additional resources were required to complete the gardening works to a satisfactory standard, without reducing the number of gardens being maintained by the Recreation Works Section. To adequately determine the most appropriate number of staff for gardening works, a trial was to be carried out, utilising one (1) additional staff member (temporarily employed) in the Gardening Team.
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RECREATION WORKS - REVIEW OF SERVICE DELIVERY (Cont.) Council was also advised that during the previous year, the Recreation Works Section had been hiring an Elevating Work Platform (EWP) and a truck for use by the Tree Works Team. During that time, the majority of the tree lopping had been undertaken utilising the EWP, however, some tree lopping could be undertaken more cost effectively by suitably trained staff manually climbing the trees to cut the limbs to be removed.
Subsequently, the operation of the Tree Works Team was to be reviewed by the Tree Works Officer (a qualified arborist) and other relevant City Works and Services staff. The review would consider the structure of the team, any further training requirements of staff, and the plant and equipment requirements of the team. These reviews have now been completed with the information and recommendations provided for consideration.
2. Recreation Works Section Review (Stage 3)
2.1 Gardening Team
For the past eighteen (18) months the Gardening Team has been operating on a trial basis with three (3) team members, to assist determine the optimum number of team members needed to maintain Council’s gardens to a satisfactory standard. During the trial the Gardening Team was given all of the high and medium profile gardens to maintain eg. Illalaung Park in Morpeth. The lower profile gardens continued to be maintained by the four (4) Grounds Maintenance Teams.
Retaining gardening duties in the Grounds Maintenance Teams is considered important for providing an interesting variety of duties and multi-skilling opportunities for the Recreation Works staff. This was reinforced to management by the Recreation Works staff during the City Appearance Operational Review undertaken in 2010.
During the trial period, with two (2) permanent team members and one (1) additional temporary casual team member, it was determined that three (3) team members could plant out and maintain the existing gardens, however it was becoming increasingly difficult for them to manage the increasing number of gardens (approximately twenty-five (25) additional gardens in the past two (2) years).
With the recent community consultation process for Maitland 2021 highlighting that city appearance is a high priority for the Maitland community, and with the growth in the number of gardens that Council is maintaining, it is considered that ultimately a team of four (4) staff working as two (2) pairs, with one pair working from a small utility-type vehicle and the other pair working from a small tipper truck, would be the most efficient way to provide gardening services in the foreseeable future. Based on the type of work involved, Trainee Gardener/ Greenkeepers would be ideal to fill these team positions.
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RECREATION WORKS - REVIEW OF SERVICE DELIVERY (Cont.) The wages for the current additional temporary casual team member in the Gardening Team have been funded from existing operational budgets, without over-expending the budgets. It is recommended that one (1) additional EFT be provided by Council at this stage, funded from the existing budget allocations, and the provision of a second EFT be considered in the future as funding opportunities arise.
2.2 Tree Works Team
2.2.1 Current Tree Works Team Structure and Equipment
Council’s Tree Works Team maintains trees on Council-controlled public road and recreation reserves. The type of work they undertake includes tree pruning, dead wooding, tree removal, stump grinding and re-planting. The team currently consists of a Team Leader, Truck Driver and Labourer.
The plant and equipment utilised by the team includes a 7 tonne tipper truck (to transport wood chip and tow a wood chipper), wood chipper, stump grinder and a range of other equipment including chainsaws and polesaws, which are all owned by Council.
Council also hires a 17 metre Elevating Work Platform (EWP) and a 3 tonne tipper truck with a Hi-ab crane. Both the tipper truck and the EWP are hired on a long-term hire arrangement.
The hired truck is used to tow the EWP and carry tree limbs that are too large to fit through the chipper. Although the EWP is relatively small, and therefore very cost effective compared to hiring larger EWPs, it enables the Tree Works Team to undertake branch pruning/removal to a height of seventeen (17) metres, which is the majority of the tree works required under Council’s responsibility.
On occasions the EWP has been utilised by other Council Divisions for painting at heights, welding at heights, erecting banners and Christmas decorations, and inspection of buildings and monuments.
Quotations are also obtained from private contractors for tree works that cannot be undertaken by Council’s Tree Works Team. The extent of this work is approximately 20% of the total amount of the current tree works required under Council’s responsibility.
2.2.2 Options for the Provision of Tree Works
In reviewing Council’s current tree maintenance activities and equipment, the following four (4) options were considered:
i. Use Contractors to Undertake all Tree Works A Tree Works Officer, or similar position, would be required to assess trees and determine the appropriate action and engage and monitor the performance of contractors to undertake works.
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RECREATION WORKS - REVIEW OF SERVICE DELIVERY (Cont.)
Advantages: • Can be less expensive for some large, complex projects than Council’s Tree Works Team (based on specific job cost comparisons). • Customer requests could be actioned more quickly, as several contractors could be engaged concurrently (budget limitations would need to be considered). • Contractors have their own staff and equipment. • Contractors are responsible for their own public liability and insurance cover.
Disadvantages: • More expensive than Council’s Tree Works Team for small, medium and some large-sized projects (based on specific job cost comparisons). • Quality of work by some contractors varies, thus requiring greater supervision. • During storm events, large amounts of work may come through with no alternative other than employing contractors, if available, at a greater cost.
Generally, it has been found that contractors are more expensive than utilising Council’s Tree Works Team for small and medium sized projects, but cost effective for some larger projects, particularly where specialist equipment is required. In order to make a direct financial comparison between Council’s Tree Works Team and private contractors, an hourly rate of $162 per hour has been calculated from a number of typical quotes Council accepted from preferred external contractors.
ii. Establish a Second Council Tree Works Team Another option for the provision of tree works on public land is to retain Council’s existing Tree Works Team and establish a second team to undertake the projects that would otherwise be contracted out.
Advantages: ▪ Potential to reduce the customer service level timeframe between request submission to completion of works. ▪ Increased flexibility of resources for tree works, ie. transferring staff and equipment between the two (2) Tree Works Teams to suit the projects being undertaken. ▪ Quicker response and potential cost saving with emergency storm damage repairs.
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RECREATION WORKS - REVIEW OF SERVICE DELIVERY (Cont.)
Disadvantages: ▪ Some large complex tree works would still need to be contracted out. ▪ Although more tree works could be completed, budget funding for two (2) full time Tree Works Teams is insufficient at present.
The estimated hourly rate for operating two (2) tree works teams is $260 per hour.
Unless there is a significant increase in the amount of tree works undertaken in the future and a corresponding increase in the budget funding allocation for tree works on public land, this option in not feasible at present, and therefore not recommended.
iii. Employ two (2) Tree Climbers to Reduce the Requirements for an EWP Consideration has been given to incorporating two (2) suitably qualified and experienced tree climbers into the Tree Works Team, to access the trees using rope and harness techniques. This initiative has the potential to reduce the number of projects requiring an EWP and/or minimise the number of projects undertaken by contractors.
Advantages: ▪ Suitable where site access for an EWP is limited or non-existent. ▪ Allows mobility within the canopy of the tree. ▪ Saves time for certain jobs as climbing may be quicker.
Disadvantages: ▪ Requires both a trained and certified climber and rescue person. ▪ Increases manual handling and safety risks. ▪ Climber fatigue can impair decision-making. ▪ Difficulty for climbers to reach outer areas of tree crowns. ▪ EWP will still be required for some of the tree works.
The team would comprise four (4) staff, including a team leader, truck driver and two (2) climbers. Equipment would consist of two (2) trucks, a wood chipper and a stump grinder. An EWP would still need to be hired for approximately 40% of the works.
The estimated hourly rate for a Tree Works Team incorporating two (2) certified climbers is $163 per hour.
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RECREATION WORKS - REVIEW OF SERVICE DELIVERY (Cont.)
iv. Retain a Council employed Tree Works Team This option involves retaining the existing Tree Works Team with existing staff positions and type of equipment, and engaging contractors for targeted projects based on job suitability and cost.
The estimated hourly rate for operating the Council-staffed Tree Works Team varies between $130 and $156 per hour depending on the equipment utilised by the team and whether the equipment is hired or owned by Council.
Advantages: ▪ Good flexibility using a mix of Council resources and contractors. ▪ Most cost-efficient option for Council (as demonstrated by comparing the hourly rates). ▪ Provides for immediate emergency response to tree damage by storms or high winds. ▪ Provides consistent quality control and good management of customer service levels.
Disadvantages: ▪ Council carries the OH&S and public liability risks.
NOTE: 1. Efficiency improvements in the operation of the current Tree Works Team have occurred over the past few years. As a result, outstanding customer requests have been reduced from approximately 130 outstanding requests in 2009, to less than 10 outstanding requests, on average, at any one time, in 2011. 2. Two (2) staff from Council’s current Tree Works Team are presently obtaining training and certification for tree climbing. Once they are fully trained and certified, some works will be undertaken incorporating climbing where an EWP cannot be utilised. The estimated rate for work done using this arrangement is $163 per hour.
2.2.3 Plant and Equipment Options for the provision of plant and equipment for the Tree Works Team have also been investigated. After trialling various sized EWPs and trucks, it is considered that a 17 metre EWP and a 3 tonne tipper truck, to transport the tree branches and tow the EWP, is the most practical and cost-effective combination of equipment to supplement Council’s own plant (the 7 tonne tipper truck, wood chipper and stump grinder).
Page (105) ORDINARY MEETING AGENDA 10 MAY 2011
RECREATION WORKS - REVIEW OF SERVICE DELIVERY (Cont.) 3. Conclusion
Based on the above report, the preferred and most cost effective option for Council to provide tree works on public land is to retain the existing Council employed Tree Works Team at an estimated rate between $130 and $163 per hour.
A City Works & Services plant replacement report, to be submitted to Council by 30 June 2011, will consider the options for the on-going provision of a 3 tonne tipper truck and towed EWP for use by the Council employed Tree Works Team.
FINANCIAL IMPLICATIONS
The proposed changes to the staff structure of the Gardening Team would require an initial increase of one (1) EFT for Trainee Gardener/Greenkeeper position. This can be funded within the existing budget utilising the funding that has been allocated (for the past eighteen (18) months) for a temporary casual gardening team member in the gardening team.
POLICY IMPLICATIONS This matter has no specific policy implications for Council.
STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.
Page (106) ORDINARY MEETING AGENDA 10 MAY 2011
14 ITEMS FOR INFORMATION
14.1 STATUS REPORT OF CAPITAL WORKS PROGRAM PROJECTS - DESIGN AND CONSTRUCTION
File No: 122/814 Attachments: 1. 09-10 Capital Works Program Status 2. 10-11 Capital Works Program Status Responsible Officer: Chris James - Acting General Manager Wayne Cone - Group Manager City Works and Services Author: Stephen Hawes - Manager Infrastructure Planning and Administration Ian Wakem - Manager Civil and Recreation Works Graeme Matthews - Manager Projects
EXECUTIVE SUMMARY
A report on the status of projects within the Capital Works Programs for 2009-2010 and 2010-2011 as at 27 April 2011 is provided.
OFFICER’S RECOMMENDA TION
THAT the information contained in this Report be noted.
REPORT
The status of projects within the Capital Works Program 2009-2010 as at 27 April 2011, is as shown in Attachment 1.
The status of projects within the Capital Works Program 2010-2011 as at 27 April 2011, is as shown in Attachment 2.
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STATUS REPORT OF CAPITAL WORKS PROGRAM PROJECTS - DESIGN AND CONSTRUCTION (Cont.)
Items for Information
STATUS REPORT OF CAPITAL WORKS PROGRAM PROJECTS - DESIGN AND CONSTRUCTION
09-10 Capital Works Program Status
Meeting Date: 10 May 2011
Attachment No: 1
Number of Pages: 2
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Items for Information
STATUS REPORT OF CAPITAL WORKS PROGRAM PROJECTS - DESIGN AND CONSTRUCTION
10-11 Capital Works Program Status
Meeting Date: 10 May 2011
Attachment No: 2
Number of Pages: 6
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14.2 HUNTER REGION BUSINESS ENTERPRISE CENTRE ANNUAL REPORT 2010
File No: 103/75/3 Attachments: 1. Annual Report Responsible Officer: Graeme Tolhurst - Group Manager Finance and Administration Author: Graeme Tolhurst - Group Manager Finance and Administration
EXECUTIVE SUMMARY
The Hunter Region Business Enterprise Centre (BEC) has published their Annual Report for 2010. The report contains information on the Australian Government contract, sponsorships, membership, media, new enterprise incentive scheme, workshops/events, awards, business incubator, indigenous business, new careers for aboriginal people, staffing, challenges, statistics and financial results.
OFFICER’S RECOMMENDA TION
THAT the information contained in this Report be noted.
REPORT
The Hunter Region Business Enterprise Centre (BEC) Annual Report 2010 has been published. The focus for the BEC in 2010 was on consolidating the position of the BEC within the market place and extending the market awareness to existing businesses.
The report contains a range of information on the Australian Government contract, sponsorships, membership, media, new enterprise incentive scheme, workshops/events, awards, business incubator, indigenous business, new careers for aboriginal people, staffing, challenges, statistics and financial results. The full report has been attached for your information.
Maitland City Council sponsors the BEC on an annual basis of $10,000, together with a number of adjoining Councils.
Page (118) ORDINARY MEETING AGENDA 10 MAY 2011
HUNTER REGION BUSINESS ENTERPRISE CENTRE ANNUAL REPORT 2010 (Cont.)
Items for Information
HUNTER REGION BUSINESS ENTERPRISE CENTRE ANNUAL REPORT 2010
Annual Report
Meeting Date: 10 May 2011
Attachment No: 1
Number of Pages: 28
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HUNTER REGION BUSINESS ENTERPRISE CENTRE ANNUAL REPORT 2010 (Cont.)
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HUNTER REGION BUSINESS ENTERPRISE CENTRE ANNUAL REPORT 2010 (Cont.)
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14.3 COUNCILLOR MOTIONS
File No: 35/61 Attachments: Nil Responsible Officer: Graeme Tolhurst - Group Manager Finance and Administration Author: Amanda Hillman - Team Leader Information Services
EXECUTIVE SUMMARY
The following report details the current status of Councillor motions which are currently being actioned by Council Officers.
OFFICER’S RECOMMENDA TION
THAT the information contained in this Report be noted.
REPORT
See attached report.
Page (148) ORDINARY MEETING AGENDA 10 MAY 2011
COUNCILLOR MOTIONS (Cont.) ATUS A reportwill A bepresented thisto meeting formto a CentralMaitland CommunityReference Panel Item1&2Completed: ItemCity 3Review of Youth Wide/ Skate Spacescommenced. Designis completed & obtainingquotes skatefor modules. Nofurtherprogress to thisreport at stage. d. rcesin , , t a t portsin r r sting (if erence the r r e at d (if any) any) (if d the ared to ates, esenta 0 detailing0 Reference hemall, attention of theof ndconsider Thereport Woodberry meeting t in interim : HAT 1. Council 1. expedite its decision onrolefuturethe MaitlandHeritage andMall openingthe malltheof vehiculartraffic; basis; Council 5. bekept informed onprogress withregula reportand recommendations Councilto onall issues report to Councilreportto onformationthe Centre City a of Panelcomprising representation from all stakeholde groupsCentre; within City the Council 4. engage withproposed the Centre Ref City Panelin processthe determining of t of futurethe includingopeningthe mallthe of on an traffic to briefings; TheGeneral 6. Manager and appropriate presenstaff variouslocations; Potential 3. funding sources, including possible sh mallvehicularonto an traffic interim basis; TheGeneral 3. asManager, pr matter apriority, of Councilsporting grounds spectatorsfor summer of s particular; Thegroundsreporttheidentify 2. needing priority andsuitabilitythe naturalof man-madeor shade at fundingarrangements with user groups, beconsidere thisofa part As process, 2. Council investigate a issuesthe and costs associated withopening the of timeframes,cost estimates and possible funding relationsou thisto 2011. 31 matterOctober, by 1. Council 1. assess existingthe skate facilities at andinvestigate options improvingfor facility. the reportbe brought A backCouncil to 2. firs the by 2010 March advising progressthe of outcome / th of investigationincluding potential works, cost estim fundingand partnership options. reportbe brought A backCouncil to 3. late201 by statusthe allfo skate parks inthe Maitland LGA. isincludeto potential locationsfuture recommende andnumber seating of and garbage's providedexi at any). 1. A reportbe prepared A 1. as adequacytheshadeto of 101/16/3 THAT: COUNCILLORMOTIONS REPORT SKATE PARK SKATE ITEM NO. ITEM SUBJECTNO. FILE RESOLUTION COUNCIL ST CURRENT DATE OF OF DATE MEETING 12/04/2011 15.1 Openingtraffic.toMaitland Mallof T 14/12/2010 15.1 ShadeSportingat Facilities 129/1 THAT 19/01/2010 15.2 WOODBERRY - MOTION OF NOTICE
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14.4 BUILDING PROFESSIONALS BOARD AUDIT
File No: 103/2 Attachments: 1. Audit Investigation Report - Council Responsible Officer: Bernie Mortomore - Group Manager Service Planning & Regulation David Simm - Manager Development & Environment Author: Murray Freeman - Senior Health & Building Surveyor
EXECUTIVE SUMMARY
The Building Professionals Board has completed an audit of developments for which Maitland Council was a certifying authority. The audit investigation was generally satisfactory. Several issues that were identified as needing to be changed have been discussed with council officers and the investigator is satisfied that Council will address the compliance issues without further monitoring.
Modification of standard document templates (Construction Certificate application form and the issued Construction Certificate) will be carried out to ensure compliance with legislative requirements.
OFFICER’S RECOMMENDA TION
THAT the information contained in this Report be noted.
REPORT
The Building Professionals Board is a State Government statutory body that oversees the conduct of accredited certifiers (who issue Construction Certificates for building works) within New South Wales. The Board reports to the Minister for Planning.
The Board has carries out audits of both Council and private accredited certifiers to ensure compliance with relevant legislation. Maitland City council was audited by an investigator from the Board on December 14, 2010. The audit investigation report has now been provided to Council with a number of issues raised that need to be addressed.
Issues raised in the report relate to administrative issues and procedures, not the quality of assessment work dealing with compliance with building codes.
The issues identified in the audit report will be rectified by amending the standard Construction Certificate application form and issued Construction Certificate document. This will improve the standard of applications being lodged with Council and prevent any administrative breach of relevant legislation.
Page (150) ORDINARY MEETING AGENDA 10 MAY 2011
BUILDING PROFESSIONALS BOARD AUDIT (Cont.)
Items for Information
BUILDING PROFESSIONALS BOARD AUDIT
Audit Investigation Report - Council
Meeting Date: 10 May 2011
Attachment No: 1
Number of Pages: 7
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BUILDING PROFESSIONALS BOARD AUDIT (Cont.)
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BUILDING PROFESSIONALS BOARD AUDIT (Cont.)
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BUILDING PROFESSIONALS BOARD AUDIT (Cont.)
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BUILDING PROFESSIONALS BOARD AUDIT (Cont.)
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BUILDING PROFESSIONALS BOARD AUDIT (Cont.)
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BUILDING PROFESSIONALS BOARD AUDIT (Cont.)
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BUILDING PROFESSIONALS BOARD AUDIT (Cont.)
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14.5 COUNCIL'S HOMEPAGE STATISTICS
File No: 31/15 Attachments: Nil Responsible Officer: Graeme Tolhurst - Group Manager Finance and Administration Author: Adam McCarthy - Systems Administrator
EXECUTIVE SUMMARY
This report provides statistics about Council’s web site. The statistics contained in the report allows Council to identify the type of services being accessed or used by the public and other organisations
OFFICER’S RECOMMENDA TION
THAT the information contained in this Report be noted.
REPORT
February March April 2011 2011 2011 No. of visits to the MCC 32,243 36,829 38,005 website No. of visits to the 344 423 1,307 Community Directory Top Five web pages with Online Online Online highest no. of visitors (not Mapping Mapping Mapping homepage) Positions Positions Library Vacant Vacant Positions Library Library Vacant News Search Search Ground Search News Closures No. of rates paid electronically (depends on 310 168 28 instalment dates) No. of Property Certificates paid 92 85 70 electronically
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15 NOTICES OF MOTION/RESCISSION
15.1 HIGH DENSITY LOW COST HOUSING
NOTICE OF MOTION SUBMITTED BY CLR ARCH HUMPHERY
File No: 103/4 Attachments: Nil Responsible Officer: David Evans - General Manager Bernie Mortomore - Group Manager Service Planning & Regulation
Clr Arch Humphery has indicated his intention to move the following Notice of Motion at the next Council Meeting being held on Tuesday 10 May 2011:
THAT
1. Council investigates the possibilities of establishing a policy providing for and assisting the construction of higher density lower cost housing 2. Identify opportunities for council to develop incentive schemes with the possible reduction of fees and / or section 94 contributions 3. Engage with the development industry to identify commercial solutions which will facilitate the implementation of the policy 4. Review both local and state government policies / planning if needing amendment make representations to bring the policy to fruition
NOTES FROM CLR ARCH HUMPHERY
The aim of this Notice of Motion is:
• To encourage the development of affordable housing in localities that have access to transport, employment and existing infrastructure with a particular focus of Central Maitland. • To increase housing choice to meet the needs of the young, low income earners and retirees with diversity of price, size and density. • To underpin the future of Central Maitland shopping precinct with added demand.
RESPONSE BY GROUP MANAGER SERVICE PLANNING AND REGULATION
There are a number of strategies and actions identified in the Draft Delivery Plan and Operational Plan that are consistent with the aims of this Notice of Motion.
Next year it is proposed to undertake research into housing strategies that provide for affordable housing options (Objective 7.3.1 of the Draft Delivery Plan). This would be the first step towards Council adopting an affordable housing policy. To date, Council has relied on the policies of Department of Planning and other state agencies to be the framework for affordable housing provision in Maitland. The affordable housing research would address all the points in the Notice of Motion in relation to the scope of investigations and consultation with relevant stakeholders.
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HIGH DENSITY LOW COST HOUSING (Cont.) This research is proposed to be funded from existing budget allocations and completed by June 2012.
In relation to Central Maitland being the focus for affordable housing, this is intended to be investigated next year through the preparation of a report on the demand for a mix of housing types including social housing, student accommodation, boarding houses and other types of housing in Central Maitland (Objective 7.1.1 of the Draft Delivery Plan). This action has been identified in response to strategies from the Central Maitland Structure Plan regarding increasing the residential population, and is one of a number of steps to achieve this strategy with due regard to well recognised constraints. The housing demand report is programmed to be completed by December 2011 and would feed into the research on new affordable housing options.
Reports on the progress and outcomes of these actions will be presented to Council during 2011/2012.
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15.2 PROPERTY REGISTER
NOTICE OF MOTION SUBMITTED BY CLR RAY FAIRWEATHER
File No: 12/32 Attachments: Nil Responsible Officer: David Evans - General Manager Graeme Tolhurst - Group Manager Finance and Administration
Clr Ray Fairweather has indicated his intention to move the following Notice of Motion at the next Council Meeting being held on Tuesday 10 May 2011:
THAT
1. The General Manager of Council provide the Councillors with an up-to- date Property Register of all Council owned properties (similar to the 2001 version) . 2. The Register Listing identify class of Land Holding including land available for operational and other categories. 3. That consideration be given to once again forming a Council Property Advisory Committee in September 2011 at the same time as election of Deputy Mayor.
NOTES FROM CLR RAY FAIRWEATHER
(a) Most Councillors would not have a copy of Maitland City Council’s Property Listing (2001). (b) There have been sales and purchases of land holdings since the 2001 edition. (c) Councillors as the body corporate of Council should be aware of what land holdings and classification of those lands including their potential for financial gain to the organisation. (d) Council owned land that has some form of impediment that would restrict its use in any way should be identified in the property register for the information of the Councillors, for example Mine Subsidence, or Contamination. (e) Council would have this information on file and should mean only making extra copies for Councillors.
RESPONSE BY GROUP MANAGER FINANCE AND ADMINISTRATION
Council does hold a paper copy of all properties the Council owns within the Maitland Local Government area. The number of properties held means that these records are kept in four lever arch files.
A list of all Council owner properties is presented on Council’s webpage. This was provided under the GIPA legislation.
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PROPERTY REGISTER (Cont.) In the Draft Delivery Program, which is currently on exhibition, on Page 92 an action for 2011/12 is for “Council to conduct a review of all Council’s operational land holdings”. This is to be undertaken by the fourth quarter.
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16 QUESTIONS WITH NOTICE
Nil 17 URGENT BUSINESS 18 COMMITTEE OF THE WHOLE
19 CLOSURE
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