SHOALHAVEN CITY COUNCIL
POLICY & RESOURCES COMMITTEE
To be held on Tuesday, 21 July, 2015 Commencing at 4.00 pm
15 July, 2015 Councillors,
NOTICE OF MEETING
You are hereby requested to attend a meeting of the Policy and Resources Committee of the Council of the City of Shoalhaven, to be held in the Council Chambers at the City Administrative Centre, Bridge Road, Nowra on Tuesday, 21 July, 2015 commencing at 4.00 pm for consideration of the following business.
R D Pigg General Manager Membership (Quorum – 5) Clr Wells – Chairperson All Councillors General Manager or nominee
BUSINESS OF MEETING 1. Apologies 2. Adoption of Minutes of Previous Meeting 3. Declarations of Interest 4. Deputations 5. Councillor reports on Conferences 6. Report of the General Manager Corporate and Community Services Assets and Works Planning and Development Shoalhaven Water 7. Report of the Director Shoalhaven Water 8. Notice of Motion 9. Addendum Reports 10. Confidential Report of the General Manager Assets and Works 11. Confidential Report of the Director Shoalhaven Water
Delegation:
Pursuant to S377 of the LG Act this Committee has delegated authority to determine all matters able to be delegated in respect of its functions.
Functions:
To make recommendations on the exercise of all powers vested in Council under any Statutes, By-Laws or Regulations in relation to Council’s operational functions; To consider, formulate and review Policies in relation to Council’s operational function and all matters within the Committees responsibilities and recommend to Council; To consider and recommend the introduction of new fees or charges or the alteration of existing fees and charges for inclusion in the next Operational Plan; To consider all matters in relation to the Community Strategic Plan, Delivery Program, Operational Plan and Resourcing Strategy and recommend to Council; To monitor, review and develop matters of relevance in respect of the operations and strategic direction of Council’s Holiday Haven Tourist Parks Group and To recommend to Council on all matters relating to the management and facilities provided on all Crown Reserve Trust Land where Council is the Trust Manager; To provide corporate direction for the Shoalhaven Water Group to the exercise of powers vested in Council under any statutes or regulations affecting the construction, alteration or maintenance of water and sewerage works and effluent works and pump out removal; To authorise the expenditure funds raised under Section 64 - LG Act within the limits established by Council; To recommend Fees and Charges for the Water and Wastewater services provided; To develop implement and review strategic policies for water, sewerage and effluent operations; Be responsible for policy review and development for matters within the Committee’s responsibilities.
Note: The attention of Councillors is drawn to Section 451 of the Local Government Act and Regulations and Code of Conduct regarding the requirements to declare pecuniary and non- pecuniary Interest in matters before Council.
Cell Phones: Council’s Code of Meeting Practice states that “All cell phones are to be turned off for the duration of the meeting”. LOCAL GOVERNMENT ACT 1993
Chapter 3
Section 8(1) - The Council’s Charter
(1) The council has the following charter:
• to provide directly or on behalf of other levels of government, after due consultation, adequate, equitable and appropriate services and facilities for the community and to ensure that those services and facilities are managed efficiently and effectively
• to exercise community leadership
• to exercise its functions in a manner that is consistent with and actively promotes the principles of multiculturalism
• to promote and to provide and plan for the needs of children
• to properly manage, develop, protect, restore, enhance and conserve the environment of the area for which it is responsible, in a manner that is consistent with and promotes the principles of ecologically sustainable development
• to have regard to the long term and cumulative effects of its decisions
• to bear in mind that it is the custodian and trustee of public assets and to effectively account for and manage the assets for which it is responsible
• to facilitate the involvement of councillors, members of the public, users of facilities and services and council staff in the development, improvement and co-ordination of local government
• to raise funds for local purposes by the fair imposition of rates, charges and fees, by income earned from investments and, when appropriate, by borrowings and grants
• to keep the local community and the State government (and through it, the wider community) informed about its activities
• to ensure that, in the exercise of its regulatory functions, it acts consistently and without bias, particularly where an activity of the council is affected
• to be a responsible employer.
TABLE OF CONTENTS
MINUTES OF THE POLICY & RESOURCES COMMITTEE 9 JUNE, 2015 ...... 1 COUNCILLOR REPORTS ON CONFERENCES ...... 15 ITEM TO BE DEALT WITH UNDER DELEGATED AUTHORITY ...... 15 1. SEATS Meeting – May 2015 File 4688E ...... 15 GENERAL MANAGER ...... 21 ITEMS TO BE REFERRED TO ORDINARY MEETING ...... 21 2. Code of Meeting Practice File 3798E ...... 21 CORPORATE AND COMMUNITY SERVICES ...... 24 ITEMS TO BE DEALT WITH UNDER DELEGATED AUTHORITY ...... 24 3. Local Government Conference - 2nd Annual Holistic Community Safety Summit File 4688E ...... 24 4. Berry District Park - Exhibition of Draft Master Plan - North Street Berry File 49929E ...... 25 5. Shoalhaven Equestrian Centre of Excellence Andersons Lane Berry - Draft Master Plan - Post Exhibition File 48794E ...... 28 6. Jerberra Payment Relief Policy File 31944E ...... 32 7. Pensioner Rates & Charges - Changes to Revenue Policies File 2973E ...... 35 8. Waiving of Fees for Open Space Venues & Community Services 2014/2015 File 19969e ...... 37 ASSETS AND WORKS ...... 39 ITEMS TO BE DEALT WITH UNDER DELEGATED AUTHORITY ...... 39 9. Council Contribution - Road Maintenance Abernethys Road File 44630E ...... 39 ITEMS TO BE REFERRED TO ORDINARY MEETING ...... 41 10. Holiday Haven Tourist Parks Management Contract – Huskisson Beach Tourist Resort Management Extension Options File 45887E ...... 41 11. Tender for the Manufacture & Installation of Relocatable Cabins at Holiday Haven Tourist Parks File 51359E ...... 42 12. Analysis & Assessment of Environmental Monitoring Data Tender File 50960E...... 44 PLANNING AND DEVELOPMENT ...... 47 ITEMS TO BE DEALT WITH UNDER DELEGATED AUTHORITY ...... 47 13. Lake Wollumboola Flood Study File 46787E ...... 47 SHOALHAVEN WATER ...... 51 ITEMS TO BE DEALT WITH UNDER DELEGATED AUTHORITY ...... 51 14. Customer Service Plan – Shoalhaven Water File 21820E ...... 51 15. Triple Bottom Line (TBL) Performance Reporting 2013-2014 File 28864E ...... 55 ITEMS TO BE REFERRED TO ORDINARY MEETING ...... 60 16. Acquisition of Crown land and Sewerage Easement at Huskisson File 2444E ...... 60 17. Acquisition of Easement for Water Supply at Nowra Hill File 50402E ...... 61 18. Plan of Subdivision for Property Transactions - former Pacific City Estate, Vincentia File 37424E ...... 63
Table of Contents
DIRECTOR SHOALHAVEN WATER ...... 65 ITEM TO BE REFERRED TO ORDINARY MEETING ...... 65 19. Tenders - Minor Mains Replacement Panel - Construction Package 3E File 51339E ...... 65 NOTICES OF MOTION ...... 69 20. Donation Request – Berry RSL Sub-Branch File 4771E ...... 69 CONFIDENTIAL BUSINESS PAPER AGENDA ...... 70
Table of Contents
MINUTES OF THE POLICY & RESOURCES COMMITTEE MEETING HELD ON TUESDAY 9 JUNE, 2015 IN THE COUNCIL CHAMBERS, CITY ADMINISTRATIVE CENTRE, BRIDGE ROAD, NOWRA COMMENCING AT 4:00PM
The following members were present;
Clr Wells – Chairperson Clr Gash Clr Robertson Clr Kearney Clr Anstiss Clr White Clr Baptist Clr Findley Clr Guile Clr Watson Clr Kitchener Russ Pigg – General Manager
Apologies:
Apologies were received from Clr Tribe and Clr McCrudden.
1. Confirmation of the Minutes of the Policy and Resources Committee meeting held on 12 May 2015 Index
MOTION: Moved: Baptist / Second: White
That the Minutes of the Policy & Resources Committee meeting held on 12 May 2015 be confirmed.
CARRIED
2. Declarations of Interest Index
Conflict of Interest Declaration – Russ Pigg - significant non pecuniary interest – Item 27 & Confidential Item 2 Garden & Timber Organics Shredding Service Tender – the owner of Fidoto Pty Ltd is a neighbour and friend – will leave the room and not take part in discussion or vote.
Conflict of Interest Declaration - Clr Wells – less than significant non pecuniary interest – Item 10 - Draft Private Functions On Public Reserves Policy - Exhibition Outcome – as Clr Wells wife is a civil celebrant and could engage in private functions on reserves - will remain in the room.
Conflict of Interest Declaration - Clr Anstiss – less than significant non pecuniary interest – Confidential Item 1 – Tenders – Supply of Linen and Laundry Services to all Holiday Haven Tourist Parks – the Flagstaff Group is a local disability organisation as is Slice of Life which Clr Anstiss is the CEO – will remain in the room.
Minutes of the Policy and Resources Committee-9 June 2015 Page 1
3. Deputations
Mrs Jan Gregory a resident from Narrawallee addressed the meeting in relation to Item 6 – Receipt of Petition – Dog Access on Narrawallee Beach.
PROCEDURAL MOTION: Moved: Findley / Second: Kitchener
RESOLVED that an extension of time be granted to Mrs Jan Gregory.
CARRIED
Ms Annette Pike a business owner from Swanhaven addressed the meeting in relation to Item 10 – Draft Private Functions on Public Reserves Policy – Exhibition Outcome.
4. Procedural Motion – Bring Items Forward Index
PROCEDURAL MOTION: Moved: Gash / Second: Baptist
That the following items be brought forward for consideration:
Item 6 – Receipt of Petition – Dog Access on Narrawallee Beach. Item 10 - Draft Private Functions on Public Reserves Policy – Exhibition Outcome.
CARRIED
5. Petition – Dog Access Narrawallee Beach File 3220E Index
Clr Findley presented a petition containing 633 signatures, 1 statutory declaration and 1 letter in relation to “Dog Access on Narrawallee Beach”, which stated:
“We, the residents or ratepayers of the Shoalhaven City Council object to any section of Narrawalle Beach being declared an off leash area for dogs. This beach is used by many from all over the Shoalhaven as well as visitors. It is used by various ages for strolling, walking, jogging and running. Dogs off leash could be detrimental to the safety and well-being of beach users”.
6. (Item 6, Page 25) Receipt of Petition - Dog Access on Narrawallee Beach File 3220E Index
Note: Mrs Jan Gregory a resident from Narrawallee addressed the Committee earlier in the meeting in relation to this matter.
MOTION: Moved: Baptist / Second: White
RECOMMENDED that:
a) Council reprioritise the 15/16 project delivery schedule and allocate appropriate and additional budget and/or human resources to implement a targeted ‘one off’ trial for off leash dogs at a designated and specially signed section of Narrawallee beach (the current on leash area) for mid-July to mid-October months 2015, between the hours of 4pm and 9am.
Minutes of the Policy and Resources Committee-9 June 2015 Page 2
b) A report be provided to Council on the outcomes and community feedback for consideration after implementation. c) Additional funding for the trial be considered in the September Quarterly Budget review.
CARRIED
FOR: Robertson, Kearney, Anstiss, White, Gash, Baptist, Watson and Wells.
AGAINST: Findley, Guile, Kitchener and Russ Pigg.
7. (Item 10, Page 33) Draft Private Functions on Public Reserves Policy - Exhibition Outcome File 6320E, 8180E Index
Note: Ms Annette Pike a business owner from Swanhaven addressed the Committee earlier in the meeting in relation to this matter.
Conflict of Interest Declaration - Clr Wells – less than significant non pecuniary interest – remained in the room.
MOTION: Moved: Findley / Second: Guile
RECOMMENDED that:
a) Council adopt finalisation of the draft Private Functions On Public Reserves Policy (shown as Attachment D to this report) and which includes: Mollymook Beach reserve to allow for medium functions on the beach. Include a map for medium and large functions at Ulladulla Civic Centre. Shown as Attachment D. Narrawallee Beach reserve to allow for medium functions on the beach. Ulladulla Civic Centre to allow for both medium and large functions. Clarifying use of private functions at Showgrounds, Community Halls, Community Centres, Sportsground and Surf Clubs ESD definition in the draft policy. b) Council adopt the following fees & charges related to the Private Functions On Public Reserves Policy: Small Function, no fee / no bond. Medium Function, $410 fee / up to a maximum of $1,500 bond. Large Function $830 fee / up to a maximum of $3,000 bond. c) Council honour all private function bookings on public reserves taken prior to the date of this resolution and transitioning them to a revised policy by requiring a finish time of 9.30pm and compliance bond of up to $3,000 if the booking intends to erect a marquee reception-like function.
Minutes of the Policy and Resources Committee-9 June 2015 Page 3
d) Council thank all who made submissions on the draft Private Functions on Public Reserves and advised them of this resolution. e) That Dolphin Reserve at Currarong be added as a medium function permissible site.
CARRIED
COUNCILLOR REPORTS ON CONFERENCES
8. The Future of Local Government National Summit File 4688E Index
MOTION: Moved: Watson / Second: Robertson
RESOLVED, in accordance with its delegated authority from Council, that the General Manager take steps to increase engagement with the community & encourage/facilitate the communities active involvement in undertaking works, including maintenance, in their local areas.
CARRIED
9. Ozwater 2015 Conference File 4688E Index
MOTION: Moved: Wells / Second: Gash
RESOLVED in accordance with the Committee’s delegated authority from Council that the report regarding the Ozwater 2015 conference held in Adelaide from 12 to 14 May 2015 be received for information.
CARRIED
GENERAL MANAGER
10. Fit for the Future - Standing Committee Inquiry File 44629E Index
MOTION: Moved: Gash / Second: Baptist
RECOMMENDED that Council make a submission to the General Purpose Standing Committee Inquiry into the Fit for the Future reform agenda based on the comments within this report.
CARRIED
Minutes of the Policy and Resources Committee-9 June 2015 Page 4
CORPORATE AND COMMUNITY SERVICES
11. Proposal to change the name of “Braidwood Road” to “Nerriga Road” File 1466E, 29442E, 40290E Index
MOTION: Moved: Watson / Second: Kitchener
That the existing Braidwood Road between Albatross and the City boundary with Palerang Shire to remain as Braidwood Road and that an alternate name be considered that promotes the Shoalhaven.
MOTION LOST.
FOR: Robertson, Findley, Guile, Watson and Kitchener.
AGAINST: Kearney, Anstiss, White, Gash, Baptist, Wells and Russ Pigg.
AMENDED MOTION: Moved: Watson / Second: Kearney
RECOMMENDED that the existing Braidwood Road between Albatross and the City boundary with Palerang Shire be renamed as Shoalhaven Way.
CARRIED
FOR: Robertson, Kearney, Anstiss, White, Gash, Baptist, Findley, Guile, Watson, Kitchener and Wells.
AGAINST: Russ Pigg.
12. Receipt of Petition – Support for Orion Beach Shared Pathway File 46712E Index
Note: Clr Kearney left the room.
MOTION: Moved: Robertson / Second: White
RECOMMENDED that the report of the General Manager (Corporate & Community Services) regarding Receipt of Petition – Support for Orion Beach Shared Pathway be received for information.
CARRIED
13. Receipt of Petition - Dog Access on Narrawallee Beach File 3220E Index
Note: This item was considered earlier in the meeting.
Minutes of the Policy and Resources Committee-9 June 2015 Page 5
14. IMB Community Foundation Grant Funding File 27975E Index
MOTION: Moved: Anstiss / Second: White
RECOMMENDED that Council:
a) Accept the IMB Community Foundation Program grant funding to the value of $5,000 for the Shoalhaven Libraries Building Brighter Babies program. b) Delegate authority to the General Manager, or nominee, to accept the grant funding and acquittal of funds. c) Write to the IMB Community Foundation Committee accepting the grant offer.
CARRIED
15. Acceptance of Aboriginal Affairs NSW NAIDOC Week 2015 Grant OfferFile 30080E Index
MOTION: Moved: Baptist / Second: Kitchener
RECOMMENDED that Council
a) Accept the Grant offer of $2,500 from Aboriginal Affairs NSW for the Local Government Regional NAIDOC Week Awards celebration and b) Write to Aboriginal Affairs NSW thanking them for the grant.
CARRIED
16. Cheque Signatories File 2665E Index
MOTION: Moved: Gash / Second: Baptist
RECOMMENDED that:
a) Council authorise any two of the following persons: Russell Desmond PIGG General Manager Craig Laurence MILBURN Director Corporate & Community Services John Gerard LENEHAN Information Services Manager Pamela Kaye GOKGUR Chief Financial Officer Melissa Jayne MCCOY HR, Governance & Customer Services Manager Vanessa Jane PHELAN Financial Accountant Karen Louise HENRY Accounting Officer Graham David LONGFIELD Accounting Officer Stephanie Jane MOORLEY Budget Accountant Brittany Anne MURPHY Assistant Financial Accountant Stephen Graeme WATSON Relieving Assistant Financial Accountant (until 13 May 2016) i) to operate on any account(s) now opened or to be opened by the Shoalhaven City Council with Financial Institutions so long as the account(s) shall be in
Minutes of the Policy and Resources Committee-9 June 2015 Page 6
credit or at the Financial Institutions’ discretion notwithstanding that they shall become thereby or be already overdrawn; ii) to sign, draw, make, accept and negotiate cheques on behalf of the Shoalhaven City Council. b) This authority will cancel and supersede all previous authorities except in respect of cheques and other instruments dated prior to this authority.
CARRIED
17. Draft Private Functions On Public Reserves Policy - Exhibition Outcome File 6320E, 8180E Index
Note: Note: This item was considered earlier in the meeting
ASSETS AND WORKS
18. IEMC - 92 Albatross Road South Nowra – Master Plan File 26118E Index
Note: Clr Kearney returned to the room.
Note: Clr Anstiss left the room.
MOTION: Moved: Robertson / Second: Baptist
RESOLVED, in accordance with the Committee’s delegated authority from Council that:
a) The status report on the Integrated Emergency Management Centre (IEMC) master plan be received for information, and b) The spatial allocation for future buildings shown on the draft master plan is endorsed and included in the final plan.
CARRIED
19. Old Nowra Bridge Project - Feedback and Options File 16573E; 28985E; 28392E; 6852E Index
MOTION: Moved: Guile / Second: White
RESOLVED in accordance with the Committee’s delegated authority from Council, that: Roads and Maritime Services be advised that:
a) Subject to b) Council gives in-principal support for the old Nowra bridge to be retained based on the RMS report that had 540 submissions out of 720 supporting the retention of the bridge b) Council will not contribute to the on-going costs of maintaining or repairing the old Nowra bridge c) Write to RMS advising of the resolution and encourage them to work with local community groups and Shoalhaven City Council to make the old Nowra bridge
Minutes of the Policy and Resources Committee-9 June 2015 Page 7
accessible to the public if retained, to improve pedestrian and cycle connections and facilitate community events d) Advise RMS that in the event it decides to remove or demolish the bridge Council may provide a site on public land for reuse of some spans of the old bridge.
CARRIED
20. Holiday Haven Tourist Parks – Business Name Changes for Various Holiday Haven Tourist Parks File 5197E Index
MOTION: Moved: Robertson / Second: Kearney
RESOLVED in accordance with the Committee’s delegated authority from Council that the committee receive the Report of the General Manager (Assets & Works) concerning the changing of business names for various Holiday Haven Tourist Parks for information.
CARRIED
21. Holiday Haven Tourist Parks Management Contract – Lake Tabourie Tourist Park Management Extension Options File 36552E Index
MOTION: Moved: White / Second: Baptist
RESOLVED in accordance with the Committee’s delegated authority from Council that the Committee grant the contract extension for LTMS Pty Ltd as set out in the report for Lake Tabourie Tourist Park for a period of two years from 19 October 2015 until 19 October 2017 at the current contract percentage.
CARRIED
22. Holiday Haven Tourist Parks Management Contract – Kangaroo Valley Tourist Park Management Extension Options File 45886E Index
Note: Clr Anstiss returned to the room.
MOTION: Moved: Kearney / Second: White
RESOLVED in accordance with the Committee’s delegated authority from Council that the Committee grant the contract extension for JS & IS Management Pty Ltd as set out in the report for Kangaroo Valley Tourist Park for a period of two years from 1st September 2015 until 1st September 2017.
CARRIED
Minutes of the Policy and Resources Committee-9 June 2015 Page 8
23. Lyrebird Sports Field - Gross Pollutant Trap - Feasibility Report File 19247E Index
MOTION: Moved: Guile / Second: Watson
RESOLVED, in accordance with the Committee’s delegated authority from Council, that
a) The report on the feasibility of a gross pollutant trap at Lyrebird Park be received for information b) Regular monitoring and clearing of the existing stormwater drainage structures at Lyrebird Park be undertaken c) Attention be paid to ensuring that the nests of waterbirds in that area are protected during cleaning and maintenance.
CARRIED
FOR: Robertson, Kearney, Anstiss, White, Gash, Baptist, Guile, Watson, Kitchener, Wells and Russ Pigg.
AGAINST: Findley.
24. Holiday Haven Tourist Parks – Lake Tabourie Tourist Park – Scripture Union Access to Site File 2841E, 40971E Index
MOTION: Moved: Wells / Second: Guile
RESOLVED, in accordance with its delegation from Council, that the Committee receive the report for information and call for a further report on the feasibility of establishing additional camping sites at Lake Tabourie Tourist Park to meet the demand from end users including the Scripture Union Family Mission.
CARRIED
25. Parkcare Group Action Plans – Bomaderry Graffiti, Clifton Park, Cudmirrah Pest Control, Lake Tabourie Pest Control, Manyana Pest Control, Surfers Avenue (Narrawallee), Vincentia Pest Control File 37850E Index
MOTION: Moved: White / Second: Gash
RECOMMENDED, that Council:
a) Adopt the following seven Parkcare Action Plans: i) Bomaderry Graffiti Parkcare Action Plan ii) Clifton Park Parkcare Action Plan iii) Cudmirrah Pest Control Parkcare Action Plan iv) Lake Tabourie Pest Control Parkcare Action plan v) Manyana Pest Control Parkcare Action Plan vi) Surfers Avenue (Narrawallee) Parkcare Action Plan
Minutes of the Policy and Resources Committee-9 June 2015 Page 9
vii) Vincentia Pest Control Parkcare Action Plan b) Increase the Parkcare budget in FY15/16 and subsequent years by $2,800 to provide ongoing support for the seven new Parkcare Groups; and c) Provide a one-off allocation of $1,150 for initial works as proposed in the Clifton Park Action Plan with funds allocated from the Minor Improvement Program budget.
CARRIED
26. Proposed 3 Tonne Weight Restriction on Church St / Gordon St / Wason St, Milton File No. 4396E, 5525E Index
MOTION: Moved: Watson / Second: White
RECOMMENDED following review of public submissions that Council takes action necessary to impose three tonne weight restrictions on Church Street, Wason Street, and Gordon Street between the intersections with the Princes Highway and Croobyar Road, Milton, including referral of the proposal to the Shoalhaven Traffic Committee to commence the required legal approval process.
CARRIED
27. RMS Grant Funding – Bolong Road and Ulladulla Burrill Lake – 2014/15 Budget Amendments Files 5279E, 28099E Index
MOTION: Moved: Baptist / Second: White
RECOMMENDED that Council accepts the revised grant funding offers as follows:
a) $545,000 for the completion of the Ulladulla-Burrill Lake shared user path (southern end plus Parson Street Ulladulla path widening works), representing an increase of $25,000 funds under the State Governments Cycleways program. b) $704,000 for the shoulders and associated works on Bolong Road between Hanigans Lane and Jennings Lane (representing an additional $49,000 funds provided under the State Governments Safer Roads program).
CARRIED
28. Supply of Linen and Laundry Services to all Holiday Haven Tourist ParksFile 50576E Index
MOTION: Moved: Baptist / Second: Robertson
RECOMMENDED that Council receive the Report of the General Manager (Assets & Works) concerning the tenders for the “Supply of Linen and Laundry Services to all Council’s Holiday Haven Tourist Parks” for information.
CARRIED
Minutes of the Policy and Resources Committee-9 June 2015 Page 10
PLANNING AND DEVELOPMENT
29. Vegetation Verification Grant File 21763E Index
MOTION: Moved: White / Second: Baptist
RECOMMENDED that
a) Council accept the grant for $15,000 from the Office of Environment and Heritage to undertake vegetation plots in areas predicted to have Endangered Ecological Communities b) Council revote the $15,000 grant from OEH for vegetation plots into the 2015/2016 financial year.
CARRIED
SHOALHAVEN WATER
30. National Water Week 2015 File 1851E Index
MOTION: Moved: Robertson / Second: Baptist
RESOLVED that, in accordance with the Committee’s delegated authority, the program for National Water Week be endorsed.
CARRIED
31. Australian Government Bureau of Meteorology (BOM) - National Performance Report 2013-2014 Urban Water Utilities File 35982e Index
MOTION: Moved: Baptist / Second: Kearney
RESOLVED that, in accordance with the Committee’s delegated authority, the information in this report be noted.
CARRIED
32. Shoalhaven Water Strategic Business Plan 2015/16 File 29179E Index
MOTION: Moved: Kearney / Second: Robertson
RESOLVED that, in accordance with the Committee’s delegated authority, the Shoalhaven Water Strategic Business Plan 2015/16 which includes the TBL Analysis and Action Plan as required by the Best Practice Management Guidelines be endorsed.
CARRIED
Minutes of the Policy and Resources Committee-9 June 2015 Page 11
33. Acquisition of Water Supply Easement - Crown land at Huskisson File 2444E Index
MOTION: Moved: Robertson / Second: Baptist
# RECOMMENDED that
a) Council resolve to compulsorily acquire an Easement for Water Supply variable width over Crown land Lot 2 DP1044611 Woollamia Road Huskisson, as shown by hatching on plan marked Attachment ‘A’. b) Council pay compensation and costs associated with the acquisition, in accordance with the provisions of the Land Acquisition (Just Terms Compensation) Act 1991, from Shoalhaven Water’s Water fund. c) The necessary application be made to the Minister for Local Government and the Governor. The acquisition is to be carried out under the Local Government Act 1993. d) The Common Seal of the Council of the City of Shoalhaven be affixed to any documents required to be sealed, otherwise the General Manager is authorised to sign any documentation necessary to give effect to the resolution.
CARRIED
REPORT OF THE DIRECTOR, ASSETS & WORKS
34. Garden & Timber Organics Shredding Service Tender File 50890E Index
Conflict of Interest Declaration – Russ Pigg - Significant non-pecuniary interest – the owner of Fidoto Pty Ltd is a neighbour and friend - left the room, did not take part in discussion or vote.
MOTION: Moved: Kearney / Second: Baptist
RECOMMENDED that in accordance with Section 10A(2)(d)(i) of the Local Government Act 2003, Council consider a separate confidential report on this matter.
CARRIED
ADDENDUM REPORT 1 – GENERAL MANAGER
35. Public Exhibition - Draft Delivery Program & Operational Plan 2015 – 2016 File 50863E Index
Note: Russ Pigg returned to the room.
MOTION: Moved: Gash / Second: Kearney
RECOMMENDED that Council adopts the Draft Delivery Program 2014 – 2017 and Operational Plan 2015 – 2016 with the changes as detailed in this report.
Minutes of the Policy and Resources Committee-9 June 2015 Page 12
CARRIED
FOR: Robertson, Kearney, Anstiss, White, Gash, Baptist, Findley, Wells and Russ Pigg.
AGAINST: Guile, Watson and Kitchener.
36. Adoption of Draft Delivery Program 2013 - 2017: Submissions – Fees, Charges and Rentals File 48367E Index
MOTION: Moved: White / Second: Baptist
RECOMMENDED that Council adopts changes to the Fees, Charges and Rentals 2015- 2016 as detailed in this report and its attachment.
CARRIED
FOR: Robertson, Kearney, Anstiss, White, Gash, Baptist, Findley, Watson, Wells and Russ Pigg.
AGAINST: Guile and Kitchener.
Note: Clr Kearney left the meeting.
CONFIDENTIAL REPORT OF THE GENERAL MANAGER
ASSETS AND WORKS
Item Reason Tenders - Supply of linen and Commercial information of a confidential nature that Laundry Services to all would if disclosed prejudice the commercial position of Holiday Haven Tourist Parks the person who supplied it. 10(A)(2)(d)(i)
It is not in the public interest to disclose this information as it may impact on the ability of Council to attract competitive tenders in the future.
DIRECTOR ASSETS AND WORKS
Item Reason Garden & Timber Organics Commercial information of a confidential nature that Shredding Service Tender would if disclosed prejudice the commercial position of the person who supplied it. 10(A)(2)(d)(i)
It is not in the public interest to disclose this information as it may impact on the ability of Council to attract competitive tenders in the future.
Minutes of the Policy and Resources Committee-9 June 2015 Page 13
Pursuant to section 10A(4), the public were invited to make representations to the Policy and Resources Committee before any part of the meeting is closed, as to whether that part of the meeting should be closed. The Chairperson asked the General Manager if any written representations had been received as to whether that part of the meeting should be closed.
MOTION: Moved: Baptist / Second: Kitchener
That the Policy and Resources Committee exclude the press and public from the Meeting pursuant to section 10A(1)(a) of the Local Government Act, 1993 as it was to consider items of a confidential nature in relation to matters pursuant to Section 10A(2)(i).
The public interest in preserving the confidentiality of information outweighs the public interest in maintaining openness and transparency in Council decision making, as it may impact on the ability of Council to attract competitive tenders in the future:
Tenders - Supply of linen and Laundry Services to all Holiday Haven Tourist Parks Garden & Timber Organics Shredding Service Tender
CARRIED
The meeting moved into confidential the time being 6:16pm.
The meeting moved into open session, the time being 6:22pm.
There being no further business, the meeting concluded, the time being 6:22pm.
Clr Wells CHAIRPERSON
Minutes of the Policy and Resources Committee-9 June 2015 Page 14
POLICY AND RESOURCES COMMITTEE
TUESDAY, 21 JULY 2015
COUNCILLOR REPORTS ON CONFERENCES
ITEM TO BE DEALT WITH UNDER DELEGATED AUTHORITY
1. SEATS Meeting – May 2015 File 4688E Index
Clr Clive Robertson.
PURPOSE:
To provide the Committee with an update on the quarterly meeting of SEATS held on 21 and 22 May 2015 at The Rex, 150 Northbourne Avenue, Braddon (Canberra).
RECOMMENDED, under delegated authority, that the Committee receive the report regarding the SEATS meeting held in May 2015 for information.
OPTIONS
1. Receive this report for information as recommended.
2. The Committee could choose to provide an alternative recommendation.
DETAILS
Report from Clr Robertson
Find below my report on the SEATS meeting I attended on behalf of Council in place of our elected delegate, Councillor White, who was on other duties at the time.
The quarterly meeting of SEATS was held on the 21st and 22nd 0f May 2015 at The Rex, 150 Northbourne Avenue, Braddon (Canberra). The meeting was attended by between 35 and 40 delegates each day and was hosted by GHD.
Proposed Constitutional Change The Executive considered and supported a proposed change to the Constitution to stipulate a 2 year term for both the Chair and Deputy Chair and these appointments to alternate between States/Territories.
Meeting Dates and Venues The next meeting will be hosted by Baw Baw Shire on the 20 and 21 August 2015.
Policy and Resources Committee-21 July 2015 Page 15
Meeting dates clarified: It was pointed out that the correct confirmed date for the November 2015 Meeting hosted by Goulburn Mulwaree at Goulburn is November 12 and 13.
At present there has been no expression of interest in hosting the February 2016 meeting in Victoria or the August 2016 meeting also to be held in Victoria.
A discussion considering the costs of hosting and attending the SEATS meetings raised by Goulburn Mulwaree Council agreed that there be no change to the current arrangements, smaller Councils were encouraged to work together, seek some sponsorship for parts of the meeting as some have done in the past and to work with State Authorities to host these events.
Newsletter The important newsletter of SEATS will continue to be edited and produced by Laurelle Pacey and will be posted on the website and distributed to all SEATS member organisations and politicians across the Region.
Retirement of SEATS Treasurer Gordon Charles After delivering his final Financial Report before retirement at the end of June, Gordon was thanked for his outstanding service, advice, guidance and leadership in his role as treasurer of SEATS since 2013. Mark from East Gippsland Shire will continue in this acting role from the 1st July until the AGM in August when the position of Treasurer can be filled. The Financial Report and approved 2015/16 Budget will be circulated with the meeting minutes shortly.
The Executive approved the attendance of the Executive officer at the IPWEA NSW Local Roads Congress in Sydney on the 1st of June.
Elections in NSW and By-Election in Victoria The Executive Officer outlined the changes in both States and will follow up with a personal contact shortly to renew relationships with these elected representatives on behalf of SEATS.
Website The website continues to be upgraded for SEATS by Phil Barnes at WebTech101.
Discussion: How can members be more involved in SEATS? There was a wide discussion and members were asked to contact the Executive Officer with their further ideas and suggestions. The SWAT Analysis of August 2014 was provided for information. Some of the items discussed were: With the 20 year anniversary of the SEATS partnership it would be a great opportunity to celebrate and promote to a wider audience. NSW Councils going through major reform so SEATS needs to provide a refresher on the services it can provide. Need to have more projects for SEATS as well as celebrating past successes. More attention needed on main arterial roads related to tourism areas. Knowledge of politicians within the whole SEATS region and getting information out to Councils is important.
Policy and Resources Committee-21 July 2015 Page 16
Identify those peak bodies that work in the same areas as SEATS and campaign to raise our profile and comment where appropriate. Offer membership to RDA groups for lobbying-some attendance has been noted in IIIawarra region Need to get correspondence out and re-establish our relationship with the bodies that have been removed from SEATS to encourage attendance at our meetings in the future. How does SEATS continue to demonstrate proven added value in our regions in particular urban regions? Important for wider community to have SEATS information disseminated to State and Federal governments in answering questions. The need for Councils to raise projects to be considered and supported as Priority Projects. Several of the projects on our list are completed, under construction or need to be reviewed. Executive Officer to contact all SEATS members regarding the need for new projects.
Regional Projects The Executive Officer highlighted the following Regional project announcements: $70M Gocup Road Port of Eden Geotech investigation completed- 10M approval plan Dignams Creek bridge replacement and moving intersection and overtaking lane Blackspot projects in NSW funding Canberra Airport 2014 Masterplan signed off in January 2015 Shire of South Gippsland- Federal Award for Freight Safety Strategy, resulting in significant reduction in deaths and serious injury Milestone announcement regarding duplication between Traralgon and Sale- $260 M which will improve road safety, cut travel times and improve freight efficiency to boost key industries such as dairy, timber and paper. $10M for the new Gippsland Logistics project $9.9M for Tyers Road Bridge and significant investment in the Cranbourne- Pakenham line Continuation of the Roads To Recovery Program Funding for Bridge Renewal and Heavy Vehicle Safety and Productivity
Site Visit to Majura Parkway and Cotter Dam. Majura Parkway(ACT) - this is a current project due to be completed by mid 2016. It is a large road infrastructure project which will create long term economic, social and environmental benefits for the ACT. The project will deliver 11.5 km of dual carriageway(100kph) linking Monaro Highway with the Federal Highway. When completed the new Parkway will improve traffic flow through the ACT and improve access to the national and regional freight route and Canberra Airport. The section we travelled on was only opened a few hours earlier so we got a first- hand look at this project.
The second part of the tour took us to the Cotter Dam Project, delivered by the Bulk Water Alliance, which involved the construction of a new roller compacted concrete dam, approximately 150m downstream of the existing Cotter Dam, in addition to the construction of two clay core rockfill embankment dams and various associated works ( including some very impressive community facilities). The capacity of the Cotter Reservoirs has risen from
Policy and Resources Committee-21 July 2015 Page 17
4 GL to 78Gl, representing a 35% increase in total reservoir capacity for the ACT Region and delivering water security in the face of drought, bush fire and growth demand.
Dinner Guest Speaker Duncan Edghill, ACT Government, spoke about the Capital Metro Project and Facilitating Development in the ACT. This light rail system which will service Canberra is currently in the procurement stages and the initial line is planned to link the northern suburb of Gungahlin to the city centre, a 12km line. One major challenge has been the development of the right team to deliver the project. Finding the balance in people, skills. knowledge and aptitude. Other challenges have included getting the Governance right with processes and approvals, consulting frequently with all stakeholders, listening to the market, being innovative and clear on what was wanted and being transparent and resilient.
Presentation from Farshad Ibrahimi, GHD Melbourne- Global Service Line Manager who spoke about “Asset Productivity for Infrastructure Business” Provided comment around the role of Asset Management and Asset Productivity with a synopsis of two recent industry case studies. He spoke about the Asset Management Value Chain. The basis was a move to a long term strategic improvement rather than a short term fix. He has had extensive experience in Australian and overseas business including AustRoads, Brisbane Airport Corp, Centro Rail in the UK, Heathrow Airport, Manila Water, Pennsylvania Department of Transportation in the USA.
Presentation from Andrew Jaggers Executive Director: Infrastructure Investment Division, Department of Infrastructure and Regional Development, Australian Government. Andrew talked about Infrastructure Investment: Perspectives and Reform.
The current Infrastructure Investment Programme represents the largest infrastructure investment by a Commonwealth Government in Australia’s history, with over $50 billion committed. The Department is delivering the Infrastructure Investment Programme successfully, with 90 projects already completed, a further 88 under way, and 96 in planning.
There have been a number of important announcements that relate specifically to South East Australia, including:
In November 2014, the Australian Government committed a further $70 million towards the duplication of the Princes Highway East between Traralgon and Sale, which has been identified by SEATS as priority transport corridor. In the ACT, we are working with the Territory government to deliver the Majura Parkway upgrade. Once completed, this project will provide an improved freight link for vehicles travelling between Sydney, western NSW, the Monaro region and the ACT. There are also a number of a smaller, high benefit projects across the region, such as the Sand Road grade separation at Longwarry, which will significantly improve safety and speed for highway users.
Policy and Resources Committee-21 July 2015 Page 18
Reports from Members At the next meeting, to make the minute taking easier and ensure accuracy, forms will be provided for members to provide their reports.
Mike Dowd Wollongong City Council Supporting RMS to University Wollongong bus interchange $1.5m cooperative project. West Dapto Urban land release. Bypass West Dapto a win for flood management. Agreed to update arterial standards M1 upgrade through to Sydney-approached for review to work with RDA. Now have access to poles and wires program information.
Greg Pullen Shoalhaven City Council Budgets should now have been adopted. Freight Corridor (Flinders Road) receiving grants towards $8m project with Shoalhaven contributing $700k Not sure why SCC didn’t receive NSR funding with project BCR of 2.6.
Gordon Charles and Mark Burnett East Gippsland Shire Council VicRoads Audit –Natural Disaster Relief projected $2.2 of $9m Thanks to VicRoads for three sets of road widenings. Bosworth Road replacement, not sure if project is going ahead
Clr Bob Wenger Wellington Shire Council WDA-Wellington, Latrobe and Gippsland $11m for roads $20m into Traralgon-Sale
Clr Neil Burnside Eurobodalla Shire Council Upgrades to Kings Highway Link Road-design work-north Batemans Bay, being finalized, timing dependent on RMS. Kings Highway-Misty Mountain, Nelligen upgrade. South Coast access to Eurobodalla via Princes Highway non-existent. Realignment of link Road.
Clr Sue Whelan OAM and Phil Hansen Queanbeyan City Council Thanks to GHD for hosting meeting. Ellerton Drive project $50 m funding approved from State/Federal government and to be approved from Council. Critical to improvements of areas in Queanbeyan- Googong and Tralee. Cross-border road links-importance of discussions with ACT departments.
Ron Collins NRMA Princes Highway number 1 priority Noted the retirement of Allan Evans after 10 years, replaced by Kate Lundy. Expects to visit the coastal region in the future.
Geoff Hill Latrobe City Council $10m Gippsland Logistics precinct- details still to be worked out.
Policy and Resources Committee-21 July 2015 Page 19
Clr Paul Cockram Palerang Shire Council Kings Highway of high importance, active ACT involvement in SEATS needed.
Clr Bob Kirk Goulburn-Mulwaree Council Successful government grant funding. Work on the planned new concrete Lansdowne Bridge over the Mulwaree River at Goulburn still hasn’t commenced, $4m from each State. Received $410k Federal funding to construct another roundabout and other improvements in Goulburn Received $60k from State government to complete a bridge audit over LGA. Work on Shoalhaven River bridge crossing at Oallen is progressing and expected to be completed mid to late June. Various works being done on local roads around Marulan, north of Goulburn. Large growth in industry is impacting on the road network.
Clr Martin Hughes Cooma-Monaro Shire Council Currently not members but is hopeful of re-joining in August Infrastructure $5m grant for dam at Nimmitabel SRSC grant from RDA $7.2m for upgrading regional Jindabyne airfield applied for with a letter of support from SEATS with funding to be advised in August. Seeking additional $15m for realignment and extension. Perisher under sale to Vale Resorts for redevelopment. Lack of suitable transport is notable in the area and options submitted have been unsuccessful. a number of wildlife carcasses on the roads recently so take care when travelling to the area.
Clr Jeanette Harding and Ken Fraser South Gippsland Shire Council. Leongatha Heavy Vehicle Alternate Route-final detailed design has been released and construction to commence in late 2015. South Gippsland Highway Black Spur section-working with VicRoads on the business case with around $40m proposed cost. Bridges renewal program funding-received for a rural bridge at Allambee Estate which will assist logging and cattle trucks. Notable growth in dairy sector is impacting on freight movement.
Clr Debbie Brown and Phil Cantillon Baw Baw Shire Council Budgets made available to capital works have trebled with a key commitment to reducing depreciation and enabling more works across the Shire especially in the more remote areas of the Shire. Large capital works programs are expected over the next 2-3 years. Road corridors going ahead thanks to SEATs support. Renewal program includes $1m in Bridge strengthening.
Policy and Resources Committee-21 July 2015 Page 20
REPORT OF GENERAL MANAGER
POLICY AND RESOURCES COMMITTEE
TUESDAY, 21 JULY 2015
GENERAL MANAGER
ITEMS TO BE REFERRED TO ORDINARY MEETING
2. Code of Meeting Practice File 3798E Index
PURPOSE:
To propose changes to the Code of Meeting Practice.
RECOMMENDED that Council’s Code of Meeting Practice be amended as follows:
a) To state that Notice(s) of Motion may be included in the business paper for Development Committee or Policy & Resources Committee IF appropriate instead of the Ordinary Council Meeting; b) To state that a Mayoral Minute may be submitted to the Development Committee or Policy & Resources IF appropriate in addition to the Ordinary or Extra Ordinary Committee Meetings; c) Clearly state the Code of Meeting Practice generally applies to all core and advisory committees excepting the provisions relating to: Rising to speak; and Limitation on the number of times a member may speak; and that the Committees may amend other provisions in exceptional circumstances; d) State that any deputee is required to submit their address in writing whenever possible and sign an agreement to indemnify Council to protect against any claim for defamation and to allow public release of the written deputation; e) Inclusion of the words “and staff” in Clause 9.7 (1) (d) relating to Acts of Disorder; and f) To allow the Council to deal with items ‘on block’ at the commencement of the meeting; and Council advertise these proposed amendments in accordance with Section 361 of the Local Government Act and report back if any submissions are received otherwise adopt the amended Code.
Policy and Resources Committee-21 July 2015 Page 21
OPTIONS
1. As recommended.
2. To add additional changes or amend any of the six recommended changes.
DETAILS
A report was previously submitted to the May ’15 Policy & Resources Committee Meeting and it was deferred to a Councillor Briefing. The briefing was held on 2 June ’15 and further to this the Code of Meeting Practice was discussed in detail at the ‘Chairing Effective Meetings for Councillors’ Training held on 31 June ’15. The key issues identified in those discussions for which amendments to the Code of Meeting Practice are proposed are:
1. Should Notice(s) of Motion submitted by Councillors only go to the Ordinary Meeting OR should they also be included in the business paper for Development Committee and Policy & Resources Committee if appropriate?
Consensus at the briefing was to allow Notice(s) of Motion to be submitted to Development Committee and Policy & Resources Committee in addition to Ordinary Council Meeting.
2. Clarify that Mayoral Minutes can be submitted to Development Committee or Policy & Resources Committee if appropriate in addition to Ordinary or Extra Ordinary Council Meetings.
3. Does the Code of Meeting Practice apply to all Council Committees regardless of membership?
The consensus at the briefing was that the Code of Meeting Practice should generally apply to all core & advisory committees excepting the provisions relating to:
Rising to speak; Limitation on number of times a member may speak; and Limitations on speaking times;
and the committee may amend other provisions in exceptional circumstances.
4. Deputations
Deputations are allowed at Committee Meetings and under special circumstances the Council Meeting. This is well covered in the existing Code. However, it is recommended that any deputee be required to submit their address in writing whenever possible and sign an agreement to indemnify Council to protect against any claim for defamation and to allow public release of the written deputation.
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5. Inclusion of Staff in Clause 9.7(1) (d) relating to Acts of Disorder
Consensus at the training session on 31 June ‘15 was that further protections should be available in the Code of Meeting Practice against personal reflections or imputations of improper motives against staff. It is proposed that the inclusion of the words “and staff” into the wording of Clause 9.7.(1) (d) relating to Acts of Disorder would achieve this.
6. Dealing with Items on Block
Councillors have requested additional mechanisms to assist with efficiently dealing with business at meetings. In order to assist with this it is proposed that an additional Clause be inserted in the Code of Meeting Practice to enable the calling of items to be discussed early in the meeting, and movement of all other items on block. This process then allows everyone, including public gallery and staff in attendance, to know what matters will be debated and what items of business will be carried ‘on block’ at the front end of the meeting and will allow some staff to leave the meeting rather than sit through ‘waiting & wondering’.
FINANCIAL IMPLICATIONS
N/A
COMMUNITY ENGAGEMENT
It would be appropriate to advertise the proposed amendments to the Code in accordance with Section 361 of the Local Government Act.
R.D Pigg GENERAL MANAGER
Policy and Resources Committee-21 July 2015 Page 23
REPORT OF GENERAL MANAGER
POLICY AND RESOURCES COMMITTEE
TUESDAY, 21 JULY 2015
CORPORATE AND COMMUNITY SERVICES
ITEMS TO BE DEALT WITH UNDER DELEGATED AUTHORITY
3. Local Government Conference - 2nd Annual Holistic Community Safety Summit File 4688E Index
SECTION MANAGER: Melissa McCoy.
PURPOSE: To advise Council of the 2nd Annual Holistic Community Safety Summit to be held in Sydney on 29 September to 1 October 2015.
RECOMMENDED that in accordance with its delegated authority from Council the Committee:
a) Notes the details of the 2nd Annual Holistic Community Safety Summit, scheduled for 29 September to 1 October 2015, in Sydney b) Authorises Councillors to attend the conference within the limits imposed under current policy and such attendance be deemed Council business. c) Travel, registration fees, accommodation and all reasonable out-of-pocket expenses be met in accordance with its adopted policy. d) Request Councillors attending the conference to provide a written report within 30 days of returning from the conference.
OPTIONS:
1. As per the recommendation.
2. That Council not approve Councillor attendance at the conference as Council business.
DETAILS:
Advice has been received in relation to the following conference relevant to local government: 2nd Annual Holistic Community Safety Summit scheduled for 29 September to 1 October 2015 at Pullman Hyde Park, Sydney
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# The program for the summit is attached for information.
Costs associated with the conference are estimated as follows:
registration :
Before Before Before Standard 31 July 21 August 11 September rate $1,399 $1,499 $1,599 $1,699 Conference only $1,799 $1,899 $1,999 $2,099 Conference plus 1 Workshop $2,099 $2,199 $2,299 $2,399 Conference Plus 2 Workshops
Or
TEAM DISCOUNT. (i) register 3 delegates and receive a 15% discount off the standard price (ii) register 4 delegates and receive the 5th ticket free off the standard price (iii) register 5 delegates or more and receive a 25% discount off the standard price
travel, accommodation and out of pocket expenses : not yet determined.
FINANCIAL IMPLICATIONS:
Funds are available for Councillors to attend this conference.
The Council Members – Payment of Expenses and Provision of Facilities Policy limits attendance at conferences to three per annum per councillor exclusive of any conference arranged by either the State or National Local Government Associations.
4. Berry District Park - Exhibition of Draft Master Plan - North Street BerryFile 49929E Index
SECTION MANAGER: Jane Lewis.
PURPOSE:
To seek Council endorsement to place the Berry District Park draft Master Plan on Public Exhibition for wider community input.
RECOMMENDED, in accordance with the Committee’s delegated authority from Council, that,
a) Council endorse public exhibition of the Berry District Park draft Master Plan on Council’s website for minimum period of 28 days. b) Notification of the Berry District Park draft Master Plan be advertised in local newspapers and letters sent to key stakeholders being:
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Berry Riding Club Berry Landcare Berry Garden Club Current Berry Sporting Complex user groups Berry Alliance Berry Rotary Berry Chamber of Commerce and Tourism Roads and Maritime Services c) A community information session on the Berry District Park draft Master Plan be conducted in Berry during the public exhibition period. d) During public exhibition of the Berry District Park draft Master Plan, Council seek feedback from the community on the preferred name for the area currently known as “Berry District Park”. e) A post exhibition report for the Berry District Park draft Master Plan be presented to a future Policy and Resources committee meeting.
OPTIONS
1. Council adopt the recommendation and continue progressing the master plan project.
2. Council not adopt the recommendation and provide an alternative option regarding the future of the project.
DETAILS
Site Background
Council resolved on 16th September 2014 (MIN14.649) to develop a Master Plan for the Berry District Park
# The Berry District Park draft Master Plan encompasses the current Camp Quality Park Berry Sporting Complex and land to be transferred to Council adjacent to North Street. With the transfer of land between Roads and Maritime Service (RMS) and Council now finalised and bypass construction underway, an opportunity arose to undergo master planning to guide the future use and development of this large open space area. A site plan is provided as Attachment A.
The Berry Community has expressed the need for a “district” style park that can cater for large social gatherings, diversity in play facilities as well as improved car parking for the township. This has been emphasised through responses at a community workshop held in October 2014 run by RMS and a Berry Community Adventure Playground concept design undertaken by Berry Rotary. Therefore, it is envisaged that the subject land is highly suitable to meet the needs and demands of the local community, visiting community and business community of Berry.
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Draft Master Plan Process
# Consultants Ayling & Drury Landscape Architecture and Local Consulting were engaged to prepare the draft Master Plan. Targeted stakeholder consultations formed a key process in developing the draft Master Plan. Various sporting groups, Berry Landcare, Berry Rotary, Berry Chamber of Commerce, Berry Alliance and representatives from RMS were all invited to comment. A summary of User Group consultations are included in Appendix B (Attachment B) of the draft Master Plan Report. A copy of the draft Master Plan has been provided to Councillors in the Councillors Information Folder.
Draft Master Plan Outcomes
The draft Master Plan seeks to build on the range of existing facilities and uses to provide a range of recreation opportunities for local wider community needs.
Key elements of the draft Master Plan include:
Expansion of existing sportsgrounds. An area for adventure playground which encompassing and compliments the existing skate park while adding a range of new activities for a full spectrum of age groups and abilities. Learn to rides paths, and bike riding track. Consolidation of community / sporting club facility catering to the various sporting groups \and community groups that utilise the site. An area for community gardens. An area for fitness station. Additional car parking along North Street which can provide an overflow area for the town centre area.
An additional element of the draft Plan is balancing the character of the Berry District Park with the broader area, maintaining the rural themes / sightlines, use of natural materials and using native local plant species with landscaping.
The draft Plan identifies short, medium and long-term visions of the site, highlighting the need for funding through capital budget bids, grant sources and partnerships with community groups and the RMS to bring the plan into fruition.
Preferred Name for Berry District Park
As identified in the draft Master Plan, a number of names refer to the area which forms the District Park (i.e. Camp Quality, Berry Sporting Complex) and it is suggested (subject to consultation), the entire “Park” area be considered for renaming to reflect its current context and to avoid confusion with multiple names. Therefore, through the public exhibition of the draft Plan, it is recommended that Council seek feedback from the community on the preferred name for the area currently known as “Berry District Park”.
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FINANCIAL IMPLICATIONS:
As detailed in Appendix D of the draft Master Plan, full implementation of the draft Plan for the District Park is estimated to cost $4,228,320. Section 4 of the draft Plan identifies short, medium and long term stages which are estimated to cost as follows:
CAPEX Annual Operating Costs Initial stages $420,000 Priority stages $696,000 Discrete project stages $3,092,000
Implementation of the draft Master Plan project is not identified in the Draft Delivery Program and Operational Plan (DPOP) for 2015/16 and therefore funding will need to be considered in future DPOPs, Contributions Plan amendments, grant funding opportunities, partnership works with the RMS construction and various community groups.
In the short term, land not identified for short term embellishment could also be considered for stock agistment until the time comes for future stages to be developed.
COMMUNITY ENGAGEMENT:
As mentioned above, initial community engagement for the draft Plan commenced through the key stakeholder input. The recommended public exhibition process will enable wider community input in to the draft Plan.
The proposed community engagement process is consistent with the priorities identified in the Councils Engagement Matrix, being “Local Area High Impact” including public exhibition for a period of 28 days, advertised in local print media, Berry Town Crier, Council’s website and community information session.
5. Shoalhaven Equestrian Centre of Excellence Andersons Lane Berry - Draft Master Plan - Post Exhibition File 48794E Index
SECTION MANAGER: Jane Lewis.
PURPOSE:
To seek Council endorsement to adopt the Shoalhaven Equestrian Centre of Excellence Master Plan.
RECOMMENDED, in accordance with the Committee’s delegated authority from Council, that
a) Council review the summary of the submissions received during the public exhibition period. b) Council adopt the Shoalhaven Equestrian Centre of Excellence Master Plan with the change identified in recommendation d).
Policy and Resources Committee-21 July 2015 Page 28
c) Notification be sent to key stakeholders being: i) Berry Riding Club ii) Shoalhaven Dressage Club iii) Eventing NSW iv) Equestrian Australia v) Equestrian NSW vi) Berry Alliance vii) Berry Chamber of Commerce and Tourism viii) Worrigee Equestrian Common d) Add text in Section 3.4.3 – Other Ancillary Uses to allow for training facilities as a potential use of the site. e) Once adopted commence Stage 1 of the Master Plan, relocating the Berry Riding Club to the Andersons Lane site with the $450, 000 allocated from the compensation between Roads and Maritime Service and Council.
OPTIONS
1. Council adopt the recommendation and adopt the Master Plan.
2. Council not adopt the recommendation and provide an alternative option regarding the future of the project.
DETAILS
Draft Master Plan
The draft Master plan has been prepared for the Andersons Lane site to firstly relocate the Berry Riding Club (with a “like for like” transfer) from their original location at North Street Berry due to the recent land transactions between Council and the Roads and Maritime Service to accommodate the Berry Bypass. This relocation is Stage 1 of the Master Plan. In addition to this, the Master Plan expands on the Council owned Andersons Lane site at Berry (Lot 6 DP 1188080) as a location for a future Equestrian Centre of Excellence. Prior to any additional delivery after Stage 1, (relocation of the Berry Riding Club), detailed planning and design investigations outlined in the recommendations of this Plan (Section 4). Council resolved on Tuesday 21 April 2015 to allocate $200, 000 towards these investigations.
Support for a facility has been identified in the Regional Development Australian Equine Industry Scoping Study (2013) which estimates the overall equine industry worth in excess of $56 million to the region.
Policy and Resources Committee-21 July 2015 Page 29
Public Exhibition
# Council resolved on Tuesday 21 April 2015 to endorse the public exhibition of the Shoalhaven Equestrian Centre of Excellence (Schofield & Andersons Lane Berry) draft Master Plan (Attachment A)
The public exhibition period was held from Wednesday 6th May until Friday 5th June 2015.
Summary of Submissions
# Seven submissions were received during the exhibition period and are summarised in Attachment B. In general all the submissions received expressed support for the concept. The main issues raised in the submissions are summarised below.
Management and Governance of the Site
Four out of the seven submissions raised concern with the Master Plan was the ongoing management and governance of the site. In particular there was concern about the site being managed by only one user group and the need for the site to be managed more collaboratively through a committee structure.
Comment
Options for management arrangements over community land include: Lease – for single users Licences – for single or multiple users Section 355 Management Committee – for multiple users
The final management arrangement for the SECE has not yet been finalised and will need to be put in place prior to the completion of whole or staged project delivery. It is not intended that management of the whole facility will be undertaken by the Berry Riding club. However, Stage 1 of the Master Plan is the relocation of the Berry Riding Club to the Andersons Lane site as a ‘like for like’ transfer.
Part of the Council resolution on the 21 April 2015 was for:
Council to commence the process to enter into a lease/ licence agreement with the Berry Riding Club for future use of part of the land which forms the Anderson Lane site.
While the Riding Club will have the opportunity to enter into a lease or licence with Council with their relocation, this will not prevent other equestrian groups using the facility. Once subsequent stages are constructed other users may show interest in being involved in the management of the site as a whole, at that time a licence or Section 355 Management Committee situation can be entered into.
If not during the first stage, with subsequent stages of construction, it is envisaged that the management model will be expanded and will include a committee or a number of licence / lease arrangements.
Policy and Resources Committee-21 July 2015 Page 30
Development Considerations
The submissions highlighted concerns with the slope of the carpark and riding arenas, storage, carpark exit, traffic management and impact on the existing creek.
Comment
These concerns have all been noted, however, the master plan is a concept only and future detailed design will consider these elements in more detail as implementation commences.
Training Facilities
A submission suggested that facilities for instructors and trainers are included such as permanent agistment and basic training facilities. In addition, a fenced all weather round yard and dressage arena.
Comment
The scope of the Master Plan incorporates training facilities as described in the submission. Training facilities are an additional use that may help make the site more viable. As such, it is recommended that text be added to Section 3.4.3 – Other Ancillary Uses to include this as a potential use of the site in certain locations. Further provision for this use would be addressed at a time where there is substantial interest.
FINANCIAL IMPLICATIONS:
The estimated cost to fully deliver the Master Plan is in excess of $4.8 million. Funding of $450, 000 is available to initiate development of Stage 1 of the Plan which includes $25, 000 for detailed design and project administration.
Completion of the project in its entirety is not funded and will need to be considered for long term delivery through capital works budget bids, riding club funds and grant funding sources. Any Council funding will need to be considered in the context of Council’s Fit for the Future report which aims to ensure the organisation’s long term financial sustainability.
In the aforementioned Council resolution on Tuesday 21st April 2015, $200 000 was allocated to commence additional preliminary planning and operational investigations such as Funding Plan, Business/Feasibility Plan and Operational Plan. These investigations will need to be undertaken prior to seeking grant funding and physical works for Stage 2 of the Master Plan. This funding has been recently been adopted into Councils final Delivery Program 2014-2017 and Operational Plan 2015.
COMMUNITY ENGAGEMENT:
The community engagement for the project commenced through the Planning Charrette with key stakeholders held prior to the draft Master Plan being prepared. These key stakeholders and the wider community were consulted through the public exhibition process along with media releases, Councils website, notice in the Berry Town Crier and
Policy and Resources Committee-21 July 2015 Page 31
newspaper advertisements. The community engagement process has been consistent with Council’s Engagement Matrix Citywide Low Impact.
6. Jerberra Payment Relief Policy File 31944E Index
SECTION MANAGER: Pamela Gokgur.
PURPOSE: To manage Council’s financial resources in accordance with statutory requirements and guidelines and policies set by Council. This report proposes the adoption of a Payment Relief Policy for Jerberra residents to assist them in payment of their special rates for infrastructure works in the Estate.
# RECOMMENDED, in accordance with the Committee’s delegated authority from Council, that Council adopt the attached Policy – “Jerberra Payment Relief Policy” (attachment 1).
OPTIONS
1. Council adopt the recommendation as stated.
2. Council do not adopt the recommendation and suggest an alternative.
DETAILS
On 19 May 2015 IPART approved a Special Rate Variation for Shoalhaven City Council which encompassed a significant increase in rates for the 138 residents of Jerberra Estate to enable infrastructure works to be carried out to allow development of the estate.
Letters were forwarded to residents on 3rd June 2015, informing them that the Special Rates had been approved and providing an estimate of what their rates might be.
As a result of this approval by IPART and subsequent letter, Council have had numerous calls, letters and visits from a number of residents of Jerberra Estate, stating that they cannot afford the rates and looking for alternative payment options to those proposed.
Currently the Hardship Policy cannot be utilised by most Jerberra residents, as it can only be applied to the person(s) primary place of residence (with development approval) and cannot be applied to investment properties, commercial or industrial properties, vacant land or unauthorised development.
Given the above restrictions with the current Hardship Policy and the number of requests for assistance it would be appropriate that Council provide a separate policy to apply solely to Jerberra landowners.
Policy and Resources Committee-21 July 2015 Page 32
This policy will allow eligible Jerberra landowners to pay off the infrastructure rates over a period of 20 years, rather than the 10 years approved by IPART. This will reduce their annual rates but extend the period over which they have to be paid and increase the total amount paid in interest.
Landowners will need to consider the advantages and disadvantages of extending the special rate period to 20 years, including potential impact on property value and amount of interest paid.
FINANCIAL IMPLICATIONS:
Council will continue to rate all landowners in Jerberra Estate with the rates approved by IPART in May 2015, i.e. based on the 10 year loan period. If landowners cannot afford these rates Council will potentially be able to put a payment plan in place based on a 20 year loan period. Landowners will need to apply for access to this Policy and will need to evidence their financial situation on Council’s prescribed form (contained in the Hardship Policy) and sign a Statutory Declaration. If the landowner continues to pay rates based on the 20 year loan then there will be no further action required. Interest will apply to amounts outstanding at half the normal rate, i.e. 50% of the IPART interest rate set annually for any amounts unpaid.
In terms of the financial impact on cash flow, if Council rate owners based on the 10 year loan but receive payments based on a 10 year loan or 20 year loan, there will be a negative cash flow in the first 10 years. Council will wait to see how many landowners take up this offer before deciding on the term of the loan. See below for a full analysis of cash flows if all landowners defer rates and pay rates based on this payment relief scheme.
Policy and Resources Committee-21 July 2015 Page 33
Loan Period Scenarios and Cashflow Impact 1st Yr 2nd Yr 3rd Yr 4th Yr 5th Yr 6th Yr 7th Yr 8th Yr 9th Yr 10th Yr
Road Rate ‐ Group A Payments 340,171 350,376 360,887 371,714 382,865 394,351 406,182 418,367 430,918 443,846 Electrcity Rates ‐ Group A Payments 113,664 117,074 120,586 124,204 127,930 131,768 135,721 139,792 143,986 148,306 Road Rate ‐ Group B Payments 9,854 10,149 10,454 10,768 11,091 11,423 11,766 12,119 12,483 12,857 Total Rate Payments 463,689 477,600 491,928 506,685 521,886 537,542 553,669 570,279 587,387 605,009
Cashflow 10 year loan ‐ repayments 923,719 923,719 923,719 923,719 923,719 923,719 923,719 923,719 923,719 923,719
Cashflow impact on Council ‐460,030 ‐446,119 ‐431,791 ‐417,033 ‐401,833 ‐386,176 ‐370,050 ‐353,440 ‐336,331 ‐318,710 Cashflow cumulative Impact ‐460,030 ‐906,149 ‐1,337,940 ‐1,754,973 ‐2,156,806 ‐2,542,982 ‐2,913,032 ‐3,266,472 ‐3,602,803 ‐3,921,513
Cashflow 20 year loan ‐ repayments 622,978 622,978 622,978 622,978 622,978 622,978 622,978 622,978 622,978 622,978
Cashflow impact on Council ‐159,289 ‐145,379 ‐131,051 ‐116,293 ‐101,092 ‐85,436 ‐69,309 ‐52,699 ‐35,591 ‐17,969 Cashflow cumulative Impact ‐159,289 ‐304,668 ‐435,719 ‐552,012 ‐653,104 ‐738,540 ‐807,849 ‐860,549 ‐896,140 ‐914,109
11th Yr 12th Yr 13th Yr 14th Yr 15th Yr 16th Yr 17th Yr 18th Yr 19th Yr 20th Yr Total
Road Rate ‐ Group A Payments 457,161 470,876 485,003 499,553 514,539 529,975 545,875 562,251 579,118 596,492 9,140,522 Electrcity Rates ‐ Group A Payments 152,755 157,338 162,058 166,919 171,927 177,085 182,397 187,869 193,505 199,311 3,054,194 Road Rate ‐ Group B Payments 13,243 13,640 14,049 14,471 14,905 15,352 15,813 16,287 16,776 17,279 264,777 Total Rate Payments 623,159 641,854 661,109 680,943 701,371 722,412 744,085 766,407 789,399 813,081 12,459,494
Cashflow 10 year loan ‐ repayments 9,237,187
Cashflow impact on Council 623,159 641,854 661,109 680,943 701,371 722,412 744,085 766,407 789,399 813,081 3,222,307 Cashflow cumulative Impact ‐3,298,354 ‐2,656,500 ‐1,995,391 ‐1,314,448 ‐613,077 109,335 853,419 1,619,827 2,409,226 3,222,307
Cashflow 20 year loan ‐ repayments 622,978 622,978 622,978 622,978 622,978 622,978 622,978 622,978 622,978 622,978 12,459,565
Cashflow impact on Council 181 18,876 38,131 57,964 78,393 99,434 121,106 143,429 166,421 190,103 ‐71 Cashflow cumulative Impact ‐913,928 ‐895,053 ‐856,922 ‐798,957 ‐720,564 ‐621,130 ‐500,024 ‐356,595 ‐190,174 ‐71
Policy and Resources Committee-21 July 2015 Page 34
COMMUNITY ENGAGEMENT:
Two information days have been held at Tomerong in relation to the proposed infrastructure special rates in August 2014 and January 2015. Preliminary cost estimates, plans and drawings, driveway crossings and tree clearing requirements were presented at the first information day.
A questionnaire was distributed, which asked for feedback in relation to the cost and funding for the works. The ratepayers who responded (only 6 in total) indicated that they were aware that the cost would be borne by the benefiting landowners and that this would be funded by a special rate, subject to approval by IPART.
Subsequent to this, a letter was forwarded to all relevant landowners advising that a report was going to Council on 14th October 2014 covering the proposed special rate and the resolution to apply to IPART.
A subsequent letter was forwarded to all relevant landowners on 1st December 2014 covering progress of the discussions with IPART, highlighting changes to the Delivery Program and the Long Term Financial Plan along with the impact of the special rate.
The second landowner information day was held on Saturday 31st January 2015, giving landowners a further opportunity to discuss any concerns and ask questions about the proposed special rate. An invitation letter was sent to the landowners on 13th January 2015. This communication included individual rate estimates for 2015/16 if the special rate is introduced. It included existing rates plus calculations of the special rates for roads and electricity, and noted the expiration of the existing road construction special rate if the proposed special rate is approved. A detailed FAQ was also included, covering issues raised by those ratepayers who had phoned in consequence to the previous letter. It also included a survey to gauge the extent of support for the special rate.
The drop-in information day was also advertised in the local store at Tomerong and on Council’s website.
These community consultations conveyed the extent of the rate increase and provided the opportunity for landowners to seek clarification, raise concerns and to provide feedback.
The latest letter to landowners was forwarded on 3rd June 2015, with an updated FAQ, plus latest estimates of rates and options for payment upfront if desired. To date we have had 7 landowners who want to pay the full extent of these rates upfront.
7. Pensioner Rates & Charges - Changes to Revenue Policies File 2973E Index
SECTION MANAGER: Pam Gokgur
PURPOSE: To arrange for the adoption of amendments made to several Revenue policies. The policies have been amended to reflect MIN15.421 (23 June 2015) whereby people who become eligible for the pensioners rebate on their rates from 1st July 2015 will no longer be entitled to defer their rates and charges against their estate.
Policy and Resources Committee-21 July, 2015 Page 35
RECOMMENDED, in accordance with the Committee’s delegated authority from Council, that Council adopt the following amended policies:
Revenue – Pensioner Rates & Charges – Arrears and Interest Revenue – Hardship Policy Revenue – Overdue Interest Rate Revenue – Debt Recovery Policy
OPTIONS
1. Endorse the amended policies as they are presented.
2. Not adopt the recommendation and/or request changes to the related policies.
DETAILS
# The policies below with marked track changes show amendments made to update these four Policies.
Revenue - Pensioner Rates & Charges – Arrears and Interest Revenue – Hardship Policy Revenue – Overdue Interest Rate Revenue – Debt Recovery Policy
The proposed changes include administrative updates to align all policies within the rates revenue area.
FINANCIAL IMPLICATIONS:
By pursuing the recovery of Rates and Charges for unpaid rates, Council will continue to effectively manage its outstanding Rates.
COMMUNITY ENGAGEMENT:
There has been no formal community engagement with regard to this change. Ratepayers will have the updated policies explained as required.
Policy and Resources Committee-21 July, 2015 Page 36
8. Waiving of Fees for Open Space Venues & Community Services 2014/2015 File 19969e Index
SECTION MANAGER: Jane Lewis
PURPOSE:
To inform Council of fees that were waived during the period 1 July 2014 to 30 June 2015 for the use of Council’s opens space venues and community facilities.
RECOMMENDED, in accordance with the Committee’s delegated authority from Council, that the report regarding the Waiving of Fees, from 1 July 2014 to 30 June 2015 for the use of Council’s open space venues and community facilities be received for information.
OPTIONS
1. Council receive this report for information.
DETAILS
In accordance with Council’s policies;
Fee Support Policy – Council Managed Public Reserves & Facilities (POL12/282) Film & Video Production in Public Reserves & Public Places (POL08/145)
The Director’s, Assets & Works and Corporate & Community Services Groups have the discretion to waive fees for bona fide charities or fundraising activities for the use of Council’s open space venues upon application. The Directors may exercise their discretion or may report to Council for consideration and/or endorsement.
The attached tables show the Fees Waived that were approved in the period of 1July 2014 to 30 June 2015. Please note some of the events are yet to be held but the fees were waived during this period.
# Attachment “A” – Monthly Markets & Community Events in Public Reserves – 2014/2015
# Attachment “B” – Waiving of Fees for Open Space Venues and Community Services – 2014/2015
# Attachment “C” – Waiving of Fees for Shoalhaven Libraries - Community Events in Council Facilities - 2014/2015
Policy and Resources Committee-21 July, 2015 Page 37
FINANCIAL IMPLICATIONS:
$28082.03 worth of Fees were waived during the period of 1July 2014 to 30 June 2015.
COMMUNITY ENGAGEMENT:
The fees waived during the period of 1 July 2014 to 30 June 2015 are for not for profit organisations or charities.
The events being held consist of community events and BBQ’s, fun days and community meetings. These events add benefit to the community by educating and providing activities in which the community can come together to celebrate and socialise.
Craig Milburn DIRECTOR CORPORATE & COMMUNITY SERVICES
R.D Pigg GENERAL MANAGER
Policy and Resources Committee-21 July, 2015 Page 38
REPORT OF GENERAL MANAGER
POLICY AND RESOURCES COMMITTEE
TUESDAY, 21 JULY 2015
ASSETS AND WORKS
ITEMS TO BE DEALT WITH UNDER DELEGATED AUTHORITY
9. Council Contribution - Road Maintenance Abernethys Road File 44630E Index
SECTION MANAGER: Martin Upitis
PURPOSE:
To consider a request from Budgong residents for Council to contribute to the maintenance of a Crown road (Abernethys Road).
RECOMMENDED, in accordance with the Committee’s delegation from Council, that Council:
a) Contribute matching funds up to a maximum of $5000 to the maintenance of Abernethys Road in critical areas from the 2015/16 Uncommitted Donations allocation, as a one off allocation b) Not commit to the maintenance of the Crown road (Abernethys Road) after 2015/16 and make representations to State Members of Parliament for a contribution to the work c) Makes representations to the State Member and the Minister for Lands and Water to allocate funds through NSW Crown Lands for the maintenance of formed Crown roads in the Shoalhaven.
OPTIONS
1. As recommended – not contribute towards maintenance of a Crown road and make representations to State Members of Parliament.
2. Make some other recommendation.
DETAILS
# A letter was received on behalf of residents and land owners of Abernethys Road Budgong (Attachment A) advising their willingness to contribute to road maintenance works and requesting a matching contribution from Council.
Policy and Resources Committee-21 July, 2015 Page 39
However, Council is not responsible for the maintenance of Abernethys Road as it is a Crown road for which ‘the Minister’ is the appropriate ‘roads authority’ as defined in Section 7 of the Roads Act 1993. Residents are aware of this, and NSW Crown Lands, which administers Crown roads on behalf of the Minister, has historically advised that it has no funds for road maintenance.
There are many similar instances in the Shoalhaven where residents maintain a Crown road to access their properties. These maintenance activities seem to be with the tacit approval of NSW Crown Lands as, in accordance with Section 155 of the Crown Lands Act, undertaking road maintenance works requires approval by a “lawful authority”, which is NSW Crown Lands or the Minister, in this case. However, in practice, NSW Crowns Lands does not seem to have the resources to administer road maintenance requests from land owners, so tacit approval can usually be assumed, provided no tangible changes are made to the road. Conversely, any proposed upgrading of a Crown road would need to be approved by NSW Crown Lands before works are commenced.
Council currently makes a financial commitment to works on Crown roads. For example, the Budderoo Fire Trail is a Crown road which provides access to the properties of four land owners.
Council resolved in May 1999 (Minute MIN99.856) that
“A contribution of $2,000 for expenditure by Kiama Municipal Council or the National Parks and Wildlife Service be made towards the maintenance of Budderoo Road to provide access to residents of the City of Shoalhaven on the Budderoo Plateau and that the basis of such a contribution be determined administratively in future years.”
A contribution to the Budderoo Fire Trail was made recently but the previous contribution was about ten years ago so Council’s total commitment has been about $4,000 in the last 15 years.
FINANCIAL IMPLICATIONS:
The scope of the maintenance work on Abernethys Road involves grading; shaping drains; and the selective ‘gravelling’ of sections of the road. The total length of grading is about 3.5km and the expected duration of work approximately one week including the provision and spreading gravel in critical areas. Grader crew costs for the project are estimated to be over $5700 and gravel costs at $4300. Residents are requesting Council contributes $5,000 (or 50% of the $10,000 project cost).
COMMUNITY ENGAGEMENT:
The principle of donating or contributing funds to a Crown road, which is not Council’s responsibility, has not been the specific subject of community consultation. However, the community is made aware that Council has discretionary funds under the annual Council donations allocation, which is exhibited in the Delivery Program – Operational Plan.
Policy and Resources Committee-21 July, 2015 Page 40
ITEMS TO BE REFERRED TO ORDINARY MEETING
10. Holiday Haven Tourist Parks Management Contract – Huskisson Beach Tourist Resort Management Extension Options File 45887E Index
SECTION MANAGER: Michael Harben
PURPOSE:
To consider the two (2) year ‘optional’ contract extension for the management and operation of Huskisson Beach Tourist Resort from 1st September 2015 until 1st September 2017, as provided under the current contract.
In accordance with Section 10A(2)(d)(i) of the Local Government Act 2003, some information should remain confidential as it would if disclosed prejudice the commercial position of the person who supplied it, and will be considered under a separate confidential report to this Committee. It is not in the public interest to disclose this information as it may impact on the ability of Council to attract competitive tenders in the future.
RECOMMENDED that in accordance with Section 10A(2)(d)(i) of the Local Government Act 2003, Council consider a separate confidential report on this matter.
OPTIONS
1. Council accept the recommendation as written.
2. Council not adopt the recommendation.
3. Provide further direction to staff and propose an alternative.
DETAILS
The current management contractor operating Huskisson Beach Tourist Resort has expressed their interest in exercising the option available under their management contract to extend their contract with Council for a further two years. Existing contracts provide for Council to grant the two year extension, without going to tender, following the completion of the first three years of the awarded contract. At the end of the two year extension period in 2017, the management of the property will again be put to public tender.
Huskisson Beach Tourist Resort under the current management team has increased total revenue in the recent financial years from 2012 to 2015 by 34% and occupancy has also improved significantly. Expenditure continues to be contained within budgeted estimates, and occupancy of cabins and sites has increased over the previous three years.
Policy and Resources Committee-21 July, 2015 Page 41
FINANCIAL IMPLICATIONS:
Council has a forward business plan that provides significant investment in Huskisson Beach Tourist Resort. This investment is designed to improve facilities and provide the type of activities that attract families and repeat business and includes new pool facilities, amenity renovations more powered camping sites and the establishment of other facilities. Projected capital works for the next three years will be in excess of $800,000.
A management team maintaining a viable business themselves remains an important part of the operation of the business on the property into the future.
COMMUNITY ENGAGEMENT:
All of the Holiday Park properties with the Holiday Haven Parks are actively involved in industry schemes to improve the economic and environmental sustainability of the businesses in a socially responsible manner. In managing Huskisson Beach Tourist Resort, the current management contractor, Archer Park Pty Ltd have brought their operations into line with Council’s and industry guidelines in regard to landscaping, water management, trade waste, recycling and energy conservation. These initiatives have brought about a reduction in the environmental footprint of the operation while working towards saving gains in energy and waste costs.
This matter is considered to be a local area/low impact issue as detailed in Council’s Community Engagement Policy and Handbook and no community engagement has taken place.
11. Tender for the Manufacture & Installation of Relocatable Cabins at Holiday Haven Tourist Parks File 51359E Index
SECTION MANAGER: Michael Harben
PURPOSE:
To seek Council’s approval to accept a tender for the supply of six (6) high standard relocatable tourist cabins and four (4) ensuite units for the Holiday Haven Tourist Park Group.
In accordance with S10A(2)(d)(i) of the Local Government Act 1993 some information should remain confidential and will be considered as part of a separate confidential report to Council. It is not in the public interest to disclose commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of a person who supplied it.
RECOMMENDED that in accordance with Section 10A(2)(d)(i) of the Local Government Act 2003, Council consider a separate confidential report on this matter.
Policy and Resources Committee-21 July, 2015 Page 42
OPTIONS
1. Council accept the recommendation as written.
2. Council not adopt the recommendation.
3. Provide further direction to staff and propose an alternative proposal.
DETAILS
Tenders were invited for the manufacture and installation of relocatable tourist cabins and ensuite units to be installed at the following locations: Cabins: Huskisson White Sands Holiday Park x 3 Huskisson Beach Holiday Park x 2 Ulladulla Headland Holiday Park x 1 Ensuite Units: Huskisson Beach Holiday Park x 2 Lake Conjola Holiday Park x 1 Currarong Beachside Holiday Park x 1 Tenders were invited through Tenderlink and advertised in the South Coast Register, Canberra Times, Illawarra Mercury and Sydney Morning Herald. Tenders closed on Wednesday 24 June 2015. Three valid tenders were received via Tenderlink before the closing date.
After the closing date tenders were evaluated against selection criteria that would provide the best value for money to Council.
Tenders were received from the following companies: a. Yarrawonga Manufactured Housing Pty Ltd; b. Uniplan Group – Armidale, NSW; and c. Civil Project Management Group T/A Real Aussie Sheds.
Tenders were assessed by Council staff from Holiday Haven Tourist Parks and an external consultant, for compliance and the ability to supply the units as specified in the tender documents.
The confidential report will give a breakdown of the tenders received and the subsequent assessment following the tender evaluation.
Policy and Resources Committee-21 July, 2015 Page 43
FINANCIAL IMPLICATIONS:
The successful tenderer must be able to provide units in the time frame stated in the tender documentation (14 weeks) as these cabins and ensuite units will occupy prime sites in within the Holiday Haven Tourist Parks group. Any delays to the construction and placement will have financial ramifications through the loss of income on these sites.
Engagement of a contractor with proven ability to deliver the cabins as per the tender requirements is vital because of the high anticipated use and long term financial benefits to Council.
COMMUNITY ENGAGEMENT:
The Tender process for the supply of new relocatable cabins and ensuite units to various Holiday Haven Tourist parks has been followed within the requirements of the provisions of the Local Government Act.
This matter is considered to be a local area/low impact issue as detailed in Council’s Community Engagement Policy and Handbook and no community engagement has taken place.
12. Analysis & Assessment of Environmental Monitoring Data Tender File 50960E Index
SECTION MANAGER: Tony Fraser
PURPOSE: To inform Council of the tender process for the engagement of an environmental consultant for the Analysis and Assessment of Environmental Monitoring Data – Recycling and Waste Facilities.
In accordance with Section 10A(2)(d)(i) of the Local Government Act 2003, some information should remain confidential as it would if disclosed prejudice the commercial position of the person who supplied it, and will be considered under a separate confidential report to this Committee. It is not in the public interest to disclose this information as it may impact on the ability of Council to attract competitive tenders in the future.
RECOMMENDED that in accordance with Section 10A(2)(d)(i) of the Local Government Act 2003, Council consider a separate confidential report on this matter.
OPTIONS
1. Council accept the recommendation as presented. (Preferred Option) Further details about the tender process is provided in the confidential report.
2. Council amend the recommendation.
Policy and Resources Committee-21 July, 2015 Page 44
3. Council not accept the recommendation, giving reasons and propose an alternative resolution.
DETAILS
Council called tenders for the engagement of an environmental consultant for the Analysis and Assessment of Environmental Monitoring Data – Recycling and Waste Facilities. Tenders closed on Tuesday, 2 June 2015, with ten (10) tenders received in the tender box / portal at the close of tenders, as shown below in alphabetical order. One (1) late tender was received after close of tenders.
Tenderer Location AD Envirotech Silverwater Cardno Nowra Douglas Partners Unanderra Earthwise Environmental Thirroul ENRS Shoalhaven Heads Environmental Earth Sciences Artarmon Future Plus Environmental Sippy Downs, QLD Meinhardt Melbourne Mike Ritchie and Associates Drummoyne Noel Arnold and Associates Wollongong Parsons Brinckerhoff - late Sydney
Tenders were evaluated in accordance with Council’s Tender Evaluation Policy with evaluation criteria established in the tender evaluation plan, as follows:
Price (total cost) to Council, including the Local Preference Policy Relevant experience and expertise in nature of the work Methodology and understanding of the work Capacity and resource capability to carry out the work Management ability, regarding WHS, environmental, quality systems and technical skills Ability to program the work and meet deadlines
Further details on the tender evaluation are contained in the confidential report.
FINANCIAL IMPLICATIONS:
Sufficient annual funds have been allocated within the Waste Services operating budgets for 2015 / 2016 to 2017 / 2018 and it is proposed to complete delivery of the work within that timeframe.
Policy and Resources Committee-21 July, 2015 Page 45
COMMUNITY ENGAGEMENT:
Applying and providing high standards of environmental protection at all its recycling and waste depots will lead to best practice landfilling operations, and environmental outcomes to benefit Council and the community.
B. Stewart R.D Pigg DIRECTOR, ASSETS & WORKS GENERAL MANAGER
Policy and Resources Committee-21 July, 2015 Page 46
REPORT OF GENERAL MANAGER
POLICY AND RESOURCES COMMITTEE
TUESDAY, 21 JULY 2015
PLANNING AND DEVELOPMENT
ITEMS TO BE DEALT WITH UNDER DELEGATED AUTHORITY
13. Lake Wollumboola Flood Study File 46787E Index
SECTION MANAGER: Kelie Lowe
PURPOSE:
The purpose of this report is to: Inform the Committee of the progress of the Lake Wollumboola Flood Study (LWFS) being conducted as part of the State Government funded Floodplain Management Program; and Seek adoption of the LWFS
RECOMMENDED, in accordance with the Committee’s delegated authority from Council, that the Committee:
a) Adopt the draft Lake Wollumboola Flood Study with the minor change as detailed in the report, and b) The information on overland flows contained within this study inform Council’s future drainage improvement program; and c) Update Section 149 Certificates to include flood extents from the Lake Wollumboola Flood Study; and d) Council proceed with further investigation of the Sheepwash Creek Catchment in 2015/16 or 2016/17 financial years funded by Council’s flood program.
OPTIONS
1. As recommended. Implications: The draft LWFS thoroughly investigated the risk of flooding in the Lake Wollumboola catchment area, including the Culburra Beach area. The flood study identifies the flood risk not only from the rising lake, but also provides an assessment of the urban catchment stormwater runoff affecting properties within Culburra Beach. The study
Policy and Resources Committee-21 July, 2015 Page 47
also considered Council’s newly adopted sea level rise (SLR) benchmarks. Adopting this option ensures the best available information is used for providing flood advice and to inform the drainage improvement program.
2. The Committee could choose to take an alternative resolution for future consideration by Council. Implications: Depending on direction given.
DETAILS
Council resolved on 21 April 2015 to place the draft LWFS on public exhibition.
The document was publicly exhibited from 4 May 2015 to 1 June 2015.
A public meeting was held at the Culburra Beach Community Centre on Thursday 14 May 2015 at 6pm during the public exhibition period.
A Councillor’s briefing was also held on 4 May 2015.
Two (2) submissions were received from community members, they are summarised as follows:
Submissions – summary of key issues Comments Sheepwash Creek catchment is likely to be This will be further investigated during the a hanging swamp fed in part by ground next stage of this project. water seepage. It is important that the role of native vegetation in reducing runoff and therefore flooding severity is made clear. The existing artificial “levee banks” along This will be further investigated during the Sheepwash Creek need to be investigated next stage of this project. in terms of their role in limiting dispersal of flood waters and prolonging flooding. The Study should have quoted NPWS It was not the objective of the study to Policy regarding lake openings as stated in investigate management options such as the JBNP Plan of Management. It should entrance management. Such issues and be included in the Flood Risk Management details are generally investigated during Study and Flood Mitigation Plan. the development of the Flood Risk Management Study and Plan. Future flood levels have been significantly It was not the purpose of this study to underestimated due to Council’s recently determine future SLR projections. This is adopted sea level rise (SLR) projections an issue that impacts the broader being well below expert advice and IPCC coastline, not just Lake Wollumboola. SLR 5th Report. projections adopted by Council will be applied to other flood studies. Council has committed to review its SLR projections in future.
Policy and Resources Committee-21 July, 2015 Page 48
Concerns that the next stage of the flood The draft flood study recommends that the study (i.e. Floodplain Risk Management Sheepwash Creek catchment be a major Study and Plan) will be delayed as focus for flood mitigation investigations as resources are now diverted to reviewing part of subsequent Floodplain Risk other flood studies and plans in view of Management Study and Plan stages. newly adopted SLR projections. The focus It is proposed that the next stage be limited of next stage should be on addressing to the Sheepwash Creek catchment, this current issues and not future issues will decrease cost and time associated with associated with uncertain quantities of sea the next stage and therefore could be level rise. delivered within the next two years. It is a requirement of the Flood Prone Land Policy and Local Government Act to consider the impact of sea level rise on flood studies and Flood Risk Management Study and Plans. There are inconsistencies between table The final document has been amended to 36 and 37. address this inconsistency. It was stated by panel members that while Insurance premiums only reflect the risk for insurance companies have access to the period being insured; therefore sea Council’s study data, insurance premiums level rise is not included in the calculations should not be affected in any way. In of premiums by the insurance industry. principle, the statements may be quite When providing flood data to the industry, correct, but insurance companies do not Council will clearly highlight the modelling need much of a reason to adjust their assumptions (including sea level rise premiums, let alone perhaps make assumptions, if any). adjustments based on possibly flawed interpretations of data.
FINANCIAL IMPLICATIONS:
Two-thirds of the budget for this project has been funded under the NSW State Assisted Flood Program 2012/13. Council’s contribution came from the existing general Floodplain Management Program budget.
COMMUNITY ENGAGEMENT:
Community consultation has been an important aspect of the LWFS. Information brochures and newsletters were distributed to the community and two workshops/presentations were held during this project. The community provided very valuable input to the study.
CONCLUSION:
The draft LWFS has been prepared by consultants WMAwater and placed on public exhibition. To respond to community requests and in line with the recommendation of the flood study, it is recommended that this document be adopted. It is proposed that the next stage be limited to flood investigations in the Sheepwash Creek Catchment. Limiting the scope of the next stage will limit associated cost and timeframe and as a result it could be delivered within the next two financial years.
Policy and Resources Committee-21 July, 2015 Page 49
Tim Fletcher DIRECTOR PLANNING AND DEVELOPMENT SERVICES
R.D Pigg GENERAL MANAGER
Policy and Resources Committee-21 July, 2015 Page 50
REPORT OF GENERAL MANAGER
POLICY AND RESOURCES COMMITTEE
TUESDAY, 21 JULY 2015
SHOALHAVEN WATER
ITEMS TO BE DEALT WITH UNDER DELEGATED AUTHORITY
14. Customer Service Plan – Shoalhaven Water File 21820E Index
SECTION MANAGER: Tony Holmes.
PURPOSE: The Shoalhaven Water Strategic Business Plan (SBP) for 2015/16 was endorsed by Council at its meeting on 9 June 2015. A component of the SBP included a Customer Service Plan which had been developed in conjunction with the SBP. Council was advised that a separate report would be submitted regarding the Customer Service Plan (CSP) to allow more detail to be provided for future customer engagement. This report provides that detail.
RECOMMENDED that, in accordance with the Committee’s delegated authority, the information in this report be noted.
OPTIONS:
Council could seek additional information on any aspects of the Customer Service Plan.
DETAILS
Introduction:
The SBP is a requirement of the NSW Government Best Practice Management of Water Supply and Sewerage, together with other Best Practice Management criteria it is essential for qualification to receive State Government funding for major backlog infrastructure projects and payment of dividends to the General Fund. A component of the SBP requirements is the need to ensure that the principles of customer service are outlined. This includes standard sets of customer service objectives, strategies and actions.
The NSW Water and Sewerage Strategic Business Planning Guidelines are extremely convoluted with the approach to customer service planning. Whilst it contains key elements that cater to the management of water supply and sewerage activities in non- metropolitan NSW, in reality the guidelines are not “customer friendly” in an industry which is largely not understood by customers particularly when it involves a large water utility.
Policy and Resources Committee-21 July, 2015 Page 51
It was therefore considered by Shoalhaven Water staff that a separate CSP should be created to reflect what customers want (rather than blindly follow the regulatory template). This CSP aims to clearly and easily document beneficial communication to Shoalhaven Water customers in a format that is structured, informative and most importantly, measurable.
Background:
The Shoalhaven Water CSP is a standalone document which provides our customers with clear detail about the services supplied to the community. It is important to recognise that unlike the traditional “ratepayer” relationship that Council has with the community, Shoalhaven Water provides an essential service to the general public. A public which can be seriously impacted in a very short space of time by the level of services supplied by a water utility and who can be made up of non-ratepayers eg:
tenants, businesses, public health organisations, vulnerable customers, visitors, infirmed, protection and support services eg fire, police, ambulance
Overall, the document informs the customers of Shoalhaven Water services what they can expect from Shoalhaven Water and our performance as reported by the various NSW Government and/or national regulators. The CSP and customer service standards as set out in the document are not a contract and are not intended to create any contractual obligation or rights. Rather, the CSP is specifically a water industry-centric document framed within the local government environment.
Whilst it has been compiled from a range of resources including customer feedback (including a range of customer quotes about what they consider to be a good customer experience), the first edition has been created as a starting point to seek further customer involvement as it evolves. It is intended to seek this involvement and further input from customers following their direct contact with us over the next 12 months. This feedback will be used as a basis to formulate changes in Version 2 during 2016. Otherwise, the document is intended to cover core industry responsibilities which broadly encompass;
An explanation of the services offered by Shoalhaven Water including but not necessarily limited to -
- Drinking water, - Reclaimed effluent, - Septic waste, - Effluent, - Wastewater, - Trade waste
Policy and Resources Committee-21 July, 2015 Page 52
Information on a range of customer service processes including connections, consultation, critical customers, metering, billing, managing maintenance work, complaints and dispute resolution, and
A list of key performance indicators and targets to express the levels of customer service or “Customer Service Standards” that Shoalhaven Water aims to deliver to its customers and the environment. This includes industry practices such as standards for drinking water, water pressure, water supply interruptions, wastewater overflows and odours, response times and repair completion times to infrastructure.
Councillors are encouraged to review the full version of the CSP, promote its availability to the wider community and urge feedback to Shoalhaven Water. The document can be obtained via the website link http://www.shoalwater.nsw.gov.au/Company/about_us.htm
FINANCIAL IMPLICATIONS:
There are no direct financial implications.
Policy and Resources Committee-21 July, 2015 Page 53
COMMUNITY ENGAGEMENT:
In addition to the involvement outlined above, it is intended to promote the CSP and seek feedback via the quarterly information leaflet process contained within each water account.
Sample page – “Section 4 Our Rights and Responsibilities”
Policy and Resources Committee-21 July, 2015 Page 54
Sample page – “Section 5 Your Rights and Responsibilities”
15. Triple Bottom Line (TBL) Performance Reporting 2013-2014 File 28864E Index
SECTION MANAGER: Tony Holmes.
PURPOSE: The purpose of this report is to inform Council of the outcomes for Shoalhaven Water as contained within the NSW Department of Primary Industries (DPI) – Water (formally known as the NSW Office of Water) Triple Bottom Line Reporting (TBL).
Policy and Resources Committee-21 July, 2015 Page 55
The TBL is provided to Council’s each year to assist in the benchmarking process for NSW Local Government Water Utilities (LWU’s) and to allow Council’s to make comparisons of its performance in respect of water supply and sewerage services. Some of the data results contained within each of the TBL Performance assessments might also have been highlighted previously within the National Performance Report issued by the Bureau of Meteorology.
It is a requirement for Council’s to review and provide an action plan addressing any areas of “under performance” identified in the TBL and this is to ensure compliance with the NSW Government Best Practice Management of Water Supply and Sewerage Guidelines. The Shoalhaven Water Strategic Business Plan adopted by Council in June 2015 incorporates the action plan stemming from the 2013-14 TBL results.
RECOMMEND that, in accordance with the Committee’s delegated authority, the information in this report be noted.
OPTIONS:
1. Council can add to any of the proposed Action Plan responses to the TBL or seek additional information on any of the indicator results.
2. Not resolve as recommended and provide further directions to staff.
DETAILS
Introduction:
Following an analysis by the DPI Water, the TBL performance reports are made available to water utilities for comparison approximately 12 months after the end of each financial year to which they refer. The results and action plan must be reported to Council in order to comply with the Water Supply and Sewerage Best Practice Management Guidelines. A copy of the comparisons and the proposed Action Plan as appropriate to address any shortcomings has been included in the Shoalhaven Water Strategic Business Plan. This plan is then subject to independent audit as required by the guidelines.
# The TBL has four broad performance indicators (Utility, Social, Environmental and Economic) and a subset of seven parameters to which performance is linked. Performance is also measured against national trends where applicable via the Bureau of Meteorology Urban Utility Reporting mechanism. A full copy of the 2013/2014 TBL Water and Sewerage Performance Comparison is provided at attachment 1.
Policy and Resources Committee-21 July, 2015 Page 56
Background:
In summary, the TBL revealed positive key results with some that were significantly less than state wide or national median averages.
Water Supply Performance
Achievement of 100% compliance with all of the Best Practice Management Water Supply Guidelines performance criteria, Full cost recovery pricing, without significant cross subsidies, Typical residential bill was $317 which was significantly less than the state wide median of $550 and national median of $567, Average annual residential water consumption 148 kilolitres which is less than the state wide median of 173 and national median of 185 kilolitres, The operating cost per property was $274 and this was $8 per property less than the previous year and is significantly less than the state wide median of $400 and national median of $439, The management cost per property was $131 and this was less than the state wide median of $140, Water main cost per property was $49 and this was significantly less than the state wide median of $74, Water quality complaints of 0.3 per 1,000 properties was less than the state wide median of 3, Water service complaints of 0.3 per 1,000 properties was significantly less than the state wide median of 6 and national median of 1, and Compliance with microbiological water quality, physical and chemical compliance was 100% and equal to the state wide and national median.
Sewerage Performance
Achievement of 100% compliance with all of the Best Practice Management Sewerage Supply Guidelines performance criteria, The economic real rate of return was 2.2% which is higher than the state wide median of 1.5%, Return of assets was 1.6% which is greater than the state wide median of 1.3%, Treatment cost ($ per property) was $125 which is less than the state wide median of $155, Energy cost ($ per property) was $35 which is less than the state wide median of $42, Sewage odour complaints(per 1,000 properties) was 0.2 which is less than the state wide median of 1, Sewerage service complaints (per 1,000 properties) was 1 which is significantly less than the state wide median of 8 and equal to the national median of 1, and Sewer main breaks and chokes (per 100km of main) was 8 which is significantly less than the state wide median of 37 and national of 20.
Policy and Resources Committee-21 July, 2015 Page 57
Key Issues:
The following is a summary of those indicators required for reference within the Action Plan for inclusion in the Shoalhaven Water Strategic Business Plan, as required by the Best Practice Management Guidelines;
*ranking in the table below refers to the result in column 2 of the TBL comparison. The ranking is relative to other LWU’s with >10,000 properties. The rankings are based on the top 20% being measured as 1 and the bottom 20% being ranked as 5.
# The Analysis/Action Plan comments which are provided below represent any ranking score of 5 which have been extracted from the TBL Performance Comparison in Attachment 1.
*Water Supply TBL Indicator Indicator Result Analysis/Action Plan Comments (if applicable) - Indicators Best Practice Management Guidelines Complied with all the Nil. and Summary required criteria. Performance ranking against other LWU’s was at the better end of the scale for all indicators resulting in an excellent overall report. Utility - Characteristics NA Nil Issues Social – Charges & Bills 2013/2014 and 2014/15 12a Residential water usage 160 c/kl in 2013-14. This is the 3rd year that Shoalhaven charge (c/kl) Water’s water usage charge is significantly lower in comparison to the NSW median of 208c/kl and a similar result is forecast to continue. There is no requirement or plan to increase the usage charges beyond the current Long Term financial Plan pricing path of matching inflation. The pricing strategy is consistent with the NSW BPM Guidelines and to meet the % of revenue as required under those Guidelines. The water usage charge also is a direct reflection of the positive work in reducing operating costs. Nil action required. 12 Residential water usage 160 c/kl in 2014-15. As per above. This is consistent with the charge (c/kl) Financial Plan with an inflationary increase in 2015-16. Nil action.
17 Revenue per property – $490 As per above. The level of revenue water ($/property) (combined usage and fixed charges) is consistent with the Long Term Financial Plan and Asset Management to ensure the continued viability of the business. Nil action required.
Social – Health NA Nil Issues Social – Service Levels
Policy and Resources Committee-21 July, 2015 Page 58
28 Average Duration of 220 minutes NSW median of 150 and National of 113 interruption (min) respectively. This indicator can be highly variable each year and particularly so for a large regional water utility such as Shoalhaven. The result can be severely impacted by isolated outages but which affect an entire village area (large number of customers involved) eg a main break located in line leading into the village. This differs from a line break within main urban areas or in villages themselves where water can be distributed around the network break to minimise disruption. In 2014 there were 5 breaks in mains leading into village areas lasting in excess of 300 minutes. Shoalhaven is addressing the shortcoming through the major mains replacement program and includes aged mains identified from the outages indicated above and other asset data capture. Environmental – Natural Resource Management NA Nil Issues Economic - Efficiency NA Nil Issues
*Sewerage TBL Indicator Indicator Result Analysis/Action Plan Best Practice Management Guidelines Complied with all the and Summary required criteria. Performance ranking against other LWU’s was at the better end of the scale for all indicators resulting in an excellent overall report. Utility - Characteristics NA Nil Issues Social – Charges & Bills NA Nil Issues Social – Health NA Nil Issues Social – Service Levels NA Nil Issues Environmental – Natural Resource Management NA Nil issues Environmental – Performance 35 Compliance with SS in 95 % State wide median of 100%. The lower licence (%) comparative result is the same as the previous year and associated with the ongoing problems with the treatment of sewage at the Bomaderry and Nowra STP. This will be addressed with the planned upgrade works commencing in 2015/2016.
Economic - Finance NA Nil Issues Economic - Efficiency NA Nil Issues
Policy and Resources Committee-21 July, 2015 Page 59
FINANCIAL IMPLICATIONS:
There are no direct financial, asset or workforce implications from this report that are not already encompassed within the 20 year financial plan.
COMMUNITY ENGAGEMENT:
A copy of the TBL performance report has been included within the Shoalhaven Water Strategic Business Plan. This document is available publically and a summary with links to Shoalhaven’s performance will be promulgated for customers on the Shoalhaven Water website.
ITEMS TO BE REFERRED TO ORDINARY MEETING
16. Acquisition of Crown land and Sewerage Easement at Huskisson File 2444E Index
SECTION MANAGER: Robert Horner.
PURPOSE: This report is submitted to seek Council approval to acquire Crown land Lot 1 DP1208870, being part of Lot 7300 DP1128666, and an easement for drainage of sewage 20 wide over Crown land Lot 7007 DP1125394.
# RECOMMENDED that:
a) Council resolve to compulsorily acquire from the Crown Lot 1 DP1208870 and an Easement for Drainage of Sewage 20 wide Lot 7007 DP1125394, as shown by hatching on the attached copy of DP1208870 marked Attachment ‘A’. b) Council pay compensation and costs associated with the acquisition, in accordance with the provisions of the Land Acquisition (Just Terms Compensation) Act 1991, from Shoalhaven Water’s Water fund. c) The necessary application be made to the Minister for Local Government and the Governor. The acquisition is to be carried out under the Local Government Act 1993. d) The Common Seal of the Council of the City of Shoalhaven be affixed to any documents required to be sealed, otherwise the General Manager is authorised to sign any documentation necessary to give effect to the resolution. e) The acquired land to be classified ‘Operational’ in accordance with Section 31(2) of the Local Government Act, 1993.
Policy and Resources Committee-21 July, 2015 Page 60
OPTIONS
1. Resolve as recommended. The land is required to formalise tenure over an existing REMS pipeline.
2. Not resolve as recommended and provide further directions to staff.
DETAILS
Shoalhaven Water constructed a REMS pipeline through the subject Crown land in 2001. Acquisitions for this project have been delayed due to Aboriginal land claims.
Council originally proposed a land acquisition for the full length over the Crown land, shown as Lot 1 in DP870242. However, Lot 7007 DP1125394, a foreshore reserve fronting Currambene Creek, is still subject to a land claim. Council has agreed to acquire an easement (in lieu of land acquisition) over Lot 7007 so as to not restrict access along the foreshore reserve.
By letter dated 27 October 2014 Crown Lands provided consent to the acquisition of the land, now shown as Lot 1 in DP1208870, and to an easement over Lot 7007 DP1125394. The NSW Local Aboriginal Land Council (LALC) provided consent on behalf of the Jerrinja LALC on 20 October 2014 to the easement over Lot 7007.
FINANCIAL IMPLICATIONS:
Compensation and all costs associated with the acquisition are to be funded from Shoalhaven Water’s Sewer Fund.
The compensation is to be determined by the Valuer General in accordance with the provisions of the Land Acquisition (Just Terms Compensation) Act, 1991.
COMMUNITY ENGAGEMENT:
Acquisition of the land and easement is necessary to secure Shoalhaven Water’s access for the operation and maintenance of essential public infrastructure.
The proposed action is administrative and has no environmental impact.
17. Acquisition of Easement for Water Supply at Nowra Hill File 50402E Index
SECTION MANAGER: Robert Horner.
PURPOSE: This report is submitted to seek Council approval to acquire an easement for water supply 3 metres wide over Lot 1 DP1174917 at Gannet Road, Nowra Hill from William Campbell College.
Policy and Resources Committee-21 July, 2015 Page 61
# RECOMMENDED that:
a) Council resolve to acquire the Easement for Water Supply 3 wide over Lot 1 DP1174917 at Gannet Road, Nowra Hill, as shown by hatching on plan marked Attachment ‘A’. b) Council pay compensation of $3,000 (plus GST if applicable) and reasonable legal costs associated with the acquisition, in accordance with the Land Acquisition (Just Terms Compensation) Act 1991, from Council’s Water Fund. c) If necessary, the compensation be adjusted in accordance with the area of the easement determined by final survey. d) The Common Seal of the Council of the City of Shoalhaven be affixed to any documents required to be sealed, otherwise the General Manager is authorised to sign any documentation necessary to give effect to the resolution.
OPTIONS
1. Resolve as recommended. The easement is required to provide improved water service to properties at the rear of the subject land.
2. Not resolve as recommended and provide further directions to staff.
DETAILS
A valuation undertaken on behalf of Council by Walsh & Monaghan Pty Ltd assessed compensation for the easement at $2,500, excluding GST. A conditional offer was made at that amount, plus reasonable legal costs.
Mr William Campbell, on behalf of the College, has advised that an amount of $3,000 plus legal costs would be acceptable. The claim is within reasonable limits of the valuation and is recommended for approval.
Due to the location of large trees it is proposed to construct the pipeline, then complete the acquisition based on survey of the final pipeline route. Mr Campbell has agreed to this proposal and has signed a Permit to Enter to allow the works to proceed in the near future.
The compensation has been based on an estimated easement area of 638 square metres. If necessary, the compensation is to be adjusted in accordance with the area determined by final survey.
FINANCIAL IMPLICATIONS:
The compensation and reasonable legal costs associated with the acquisition are to be funded from Council’s Water Fund.
Policy and Resources Committee-21 July, 2015 Page 62
COMMUNITY ENGAGEMENT:
Creation of the easement is necessary to secure Shoalhaven Water’s access for the operation and maintenance of essential public infrastructure.
The proposed action is administrative and has no environmental impact.
18. Plan of Subdivision for Property Transactions - former Pacific City Estate, Vincentia File 37424E Index
SECTION MANAGER: Robert Horner.
# RECOMMENDED that:
a) Council resolve to vary previous Council Minute 14.656 approving a plan of subdivision and various land transactions associated with the former Pacific City Estate at Vincentia. b) Council now resolve to: Transfer Council’s interest in Lot 81 DP1206578 to the Minister administering the National Parks and Wildlife Act, 1974. Accept the transfer of the interest in Lots 82, 85 & 86 DP1206578 held by the Minister administering the National Parks and Wildlife Act, 1974. Accept the transfer of Lots 83 and 84 DP1206578 from the Minister administering the National Parks and Wildlife Act, 1974. Lots 81- 86 are shown on Sheet 1 of DP1206578, marked Attachment ‘A’.
c) All costs associated with the transfers are to be shared by Council and the National Parks & Wildlife Service (NPWS) in accordance with the Deed of Agreement for the sale of Council land to NPWS in 2007. Council’s share of costs is to be met from Council’s Water Fund. The land is to be transferred at $nil consideration. d) The Common Seal of the Council of the City of Shoalhaven be affixed to any documents required to be sealed, otherwise the General Manager is authorised to sign any documentation necessary to give effect to the resolution. e) Lots 82-86 DP1206578 are to be classified as Operational pursuant to Sections 31(2) and 34 of the Local Government Act.
Note: In 2007 surplus Council land in the Pacific City Estate at Vincentia was sold to the Minister administering the National Parks and Wildlife Act 1974 (NPWS). Council retained certain lands for Shoalhaven Water infrastructure. The sale was effected by a compulsory acquisition with agreement under terms set out in a Deed of Agreement between Council and NPWS. A number of land tenure issues were left outstanding from the sale, in
Policy and Resources Committee-21 July, 2015 Page 63
particular the grant of easements and issue of new titles to Council and NPWS following the sale.
The plan of subdivision approved by Minute 14.656 has been registered as DP1206578. Registration of the plan created an Easement for Access and a Right of Access which now provide formal access to Vincentia water reservoir from Naval College Road. A Drainage Reserve, shown as Lot 87 on the draft plan, was not required for the registered plan.
The LPI subsequently issued ‘interim’ titles for Lots 81 - 86 DP1206578 in accordance with the registered owners of land in the original Estate, i.e. prior to the 2007 sale. The titles have been issued with the following interests:
Lot 81 – Partial interests of Council & NPWS. Lots 82, 85 & 86 - Partial interests of Council & NPWS. Lot 83 & 84 – Whole interests of NP&WS.
Council’s interest in Lot 81 is to be transferred to NPWS to finalise the sale in 2007. NPWS’ interests in Lots 82 - 86 are to be transferred to Council, being land retained from the sale in 2007. Registration of the Transfers and issue of revised titles by the LPI will finalise the outstanding land matters for the Pacific City Estate.
C Krogh DIRECTOR SHOALHAVEN WATER
R.D Pigg GENERAL MANAGER
Policy and Resources Committee-21 July, 2015 Page 64
REPORT OF THE DIRECTOR SHOALHAVEN WATER
POLICY AND RESOURCES COMMITTEE
TUESDAY, 21 JULY 2015
SHOALHAVEN WATER
ITEM TO BE REFERRED TO ORDINARY MEETING
19. Tenders - Minor Mains Replacement Panel - Construction Package 3EFile 51339E Index
SECTION MANAGER: Robert Horner.
PURPOSE: To inform Council of the tender process in relation to the appointment of a construction contractor for Construction Package 3E for Minor Mains Replacement Program works within the Shoalhaven.
The General Manager has declared a significant non-pecuniary interest in the matter, as one of Hisway’s employees rents a property owned by the General Manager. The General Manager has consulted with the Mayor and determined that the Director, Shoalhaven Water needs to deal with the matter.
In accordance with the Department of Local Government’s “Tendering Guidelines for NSW Local Government 2009” and Section 10A(2)(d)(i) of the Local Government Act 2003, some information should remain confidential as it would, if disclosed, prejudice the commercial position of the person who supplied. Such information has been considered in the separate confidential report.
It is not in the public interest to disclose this information as it may impact on the ability of Council to attract competitive tenders in the future.
RECOMMENDED that Council, in accordance with Section 10A (2) (d) (i) of the Local Government Act (2003), consider a separate confidential report on this matter.
OPTIONS
1: Award the contract as recommended.
2: Council could choose not to accept the recommendation and select a different contractor, giving reasons. This is not recommended as an extensive tender evaluation comprising price and non-price criteria, has been undertaken in accordance with a Tender Evaluation Plan.
3: Council could elect to accept no tender and negotiate with any other person. This is not recommended as an extensive tender evaluation, comprising price and non- price criteria, has been undertaken in accordance with a Tender Evaluation Plan.
Policy and Resources Committee-21 July, 2015 Page 65
DETAILS
Introduction:
Council, at its Ordinary Meeting on 24 September 2013, resolved to appoint a panel of construction contractors for minor mains replacement works. The panel comprises the following contractors:
I. Murphy McCarthy & Associates PTY Ltd II. Ledonne Constructions Pty Ltd III. Interflow Pty Ltd IV. Pipe Replacement Solutions V. EL Civil Engineering Pty Ltd VI. Diona Pty Ltd VII. Hisway Pty Ltd VIII. UEA Trenchless Solutions Pty Ltd IX. McNamee Constructions Pty Ltd, and X. Lynch Civil Contractors Pty Ltd.
The panel was formed following an Expressions of Interest (EOI) process. The philosophy behind this approach was to identify suitably qualified contractors (based on a non-price assessment) to bid on a number of mains replacement packages over the next few years. This would enable a simplified assessment procedure whereby only price assessment would need to be considered for the award of future works packages.
Background:
Shoalhaven Water, through its Asset Management process, has identified a large number of undersized water mains (<100mm diameter) requiring replacement. The mains to be replaced have generally been a source of pressure and water quality issues. Two hundred and seventy six individual jobs totalling approximately 41km have been identified and prioritised for replacement over the next few years.
Given the quantum of work in this replacement program it was determined that the most efficient method to undertake renewals was through a panel of qualified contractors.
Package 1A was awarded to Ledonne Construction Pty Ltd at Council’s December 2013 Meeting.
Package 1B was awarded to Lynch Civil Contractors Pty Ltd at Council’s January 2014 Meeting.
Package 2A was awarded to Ledonne Construction Pty Ltd at Council’s March 2014 Meeting.
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Package 2B was awarded to Lynch Civil Contractors Pty Ltd at Council’s April 2014 Meeting.
Package 2C was awarded to Hisway Pty Ltd at Council’s May 2014 Meeting.
Package 2D was awarded to Hisway Pty Ltd at Council’s June 2014 Meeting.
Package 2E was awarded to Ledonne Constructions Pty Ltd at Council’s August 2014 Meeting.
Package 3A was awarded to Hisway Pty Ltd at Council’s October 2014 Meeting.
Package 3B was awarded to Ledonne Constructions Pty Ltd at Council’s November 2014 Meeting.
Package 3C was awarded to Hisway Pty Ltd at Council’s March 2015 Meeting.
Package 3D was awarded to Ledonne Constructions Pty Ltd at Council’s May 2015 Meeting.
Package 3E comprises water main replacements at the following locations within the Shoalhaven City Council area:
1. Gannet Road, Nowra Hill 2. Comerong Island Road, Numbaa 3. Lot 1 – 17B Mayfield Road, Mayfield 4. 334 Mayfield Road, Mayfield 5. Straterick Lane, Pyree 6. 47 – 59 The Marina, Culburra 7. 75 – 95 The Marina, Culburra 8. Morton Parade, Nowra 9. Wellesley Place, Nowra 10. Ellis Place, Nowra 11. Amalfi Crescent, Nowra.
Tender Process:
Tenders were invited from all contractors on the panel on 2 June 2015 for the construction of Design Package 3E. No mandatory pre-tender meeting was held with the release of this package as feedback from panel members suggested familiarisation with sites could be undertaken at their convenience with any questions posted through the Tenderlink forum site.
As the non-price evaluation of all respondents was completed as part of the EOI process, the evaluation of this tender only comprised a price assessment.
Tenders closed at 10am on 24 June 2015 with a total of three (3) conforming tenders received by the deadline from the contractors shown below:
Hisway Pty Ltd
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Lynch Civil Contractors Pty Ltd UEA Pty Ltd.
The submitted prices and associated tender assessment is included in the separate Confidential Report.
FINANCIAL IMPLICATIONS:
Sufficient funds have been identified in the Water Fund Capital Works Budget for 2015/16. Contract management will be undertaken by Shoalhaven Water’s nominated Project Manager with daily site inspections to be undertaken by Shoalhaven Water nominated construction inspectors.
It is proposed to complete construction of this package by December 2015.
COMMUNITY ENGAGEMENT:
Affected residents will be consulted in accordance with Council’s Community Engagement Policy.
An REF (Review of Environmental Factors) has been undertaken on all proposed sites and the recommended environmental control measures from the REF have been incorporated into the tender specifications.
It is a further requirement of the tender to provide ongoing community consultation as required during the construction of the works.
CONCLUSION:
Shoalhaven Water staff have undertaken a comprehensive tender evaluation, through an initial EOI process then a targeted tender, in accordance with the approved Tender Evaluation Plan. It is recommended that a contract be awarded in accordance with the details included in the separate confidential report.
C Krogh DIRECTOR SHOALHAVEN WATER
Policy and Resources Committee-21 July, 2015 Page 68
NOTICES OF MOTION
POLICY AND RESOURCES COMMITTEE
TUESDAY, 21 JULY, 2015
20. Donation Request – Berry RSL Sub-Branch File 4771E Index
The following Notice of Motion of which due notice has been given, is submitted for Council’s consideration:
MOVED that “Subject to receipt of quotes Council vote a sum of up to $500, sourced from the Unallocated Donations Fund to enable the Berry RSL Sub-Branch to remove a dismantled and fallen tree on the Sub-Branch’s property at Alexander Street, Berry”
Commentary:
The Berry RSL Sub-Branch has approached Council requesting assistance to remove a dismantled and fallen tree from its property at Alexander Street, Berry.
Staff have advised that Council is not able to undertake works on private property at cost to the ratepayer and that local contractors have indicated a removal cost in the order of $400 to undertake the task.
The RSL membership is quite senior and are not able to physically remove the tree. The RSL Sub-Branch is therefore seeking financial assistance as it has itself expended considerable funds on Council’s War Memorial and Grounds at Alexander Street for the 100th Anniversary of ANZAC and the upcoming Remembrance Day Commemoration. For these reasons, modest financial assistance is considered warranted.
It is noted that Berry Town Creek runs through the RSL grounds and that the subject tree was once part of the creeks riparian zone. It is further noted that Council has itself cleared Berry Town Creek between Princess and Victoria Street, opposite the Berry School of Arts, for the purpose of creating a landscaped pathway and passive recreation area. It is unfortunate, for legal, timing and resource management reasons that Council couldn’t accommodate the RSL’s downstream request as part of those works.
I commend the motion to Councillors
Signed Clr Wells Clr Kearney
Note by General Manager: An amount of $40,572 is available in the 2015/16 Unallocated Donations Vote.
Policy and Resources Committee-21 July, 2015 Page 69
CONFIDENTIAL BUSINESS PAPER AGENDA
ASSETS AND WORKS
1. Holiday Haven Tourist Parks Management – Huskisson Beach Tourist Resort Management Extension Options
Reason Section 10A(2)(d)(i) - Commercial information of a confidential nature that would if disclosed prejudice the commercial position of the person who supplied it.
It is not in the public interest to disclose this information as it may impact on the ability of Council to retain successful park management operators in the future.
2. Tender for the Manufacture and Installation of Relocatable Cabins at Holiday Haven Tourist Parks
Reason Section 10A(2)(d)(i) - Commercial information of a confidential nature that would if disclosed prejudice the commercial position of the person who supplied it.
It is not in the public interest to disclose this information as it may impact on the ability of Council to attract competitive tenders in the future.
3. Confidential - Analysis & Assessment of Environmental Monitoring Data Tender
Reason Section 10A(2)(d)(i) - Commercial information of a confidential nature that would if disclosed prejudice the commercial position of the person who supplied it.
It is not in the public interest to disclose this information as it may impact on the ability of Council to attract competitive tenders in the future.
DIRECTOR SHOALHAVEN WATER
4. Tenders - Minor Mains Replacement Panel - Construction Package 3E
Reason Section 10A(2)(d)(i) - Commercial information of a confidential nature that would if disclosed prejudice the commercial position of the person who supplied it.
It is not in the public interest to disclose this information as it may impact on the ability of Council to attract competitive tenders in the future.
Pursuant to Section 10A(4) the public will be invited to make representation to the Council meeting, before any part of the meeting is closed, as to whether that part of the meeting should be closed.
Policy and Resources Committee-21 July, 2015 Page 70 Addendum Report 1
ADDENDUM REPORT OF GENERAL MANAGER
POLICY AND RESOURCES COMMITTEE
TUESDAY, 21 JULY 2014
ASSETS AND WORKS
ITEMS TO BE REFERRED TO ORDINARY MEETING
1. West Nowra Waste Facility Redevelopment File 50783E
SECTION MANAGER: Tony Fraser
PURPOSE: To update Council on the redevelopment projects currently being advanced at the West Nowra Waste Facility, being:
1. Resources Recovery Park, including the Animal Shelter relocation. 2. West Nowra Landfill Extension. 3. West Nowra Transfer Stations Development. 4. West Nowra Community Recycling Centre.
RECOMMENDED that Council:
a) Receive this report for information; b) Proceed to relocate the Animal Shelter to Council property at 19 BTU Road South Nowra (Lot 1 DP 227233), including: i) Submit a Planning Proposal to amend the SP2 Infrastructure land zone description in Shoalhaven LEP 2014 to permit the Animal Shelter on this land; and ii) Prepare and lodge a Development Application for the new Animal Shelter facility; c) Advance the Landfill Extension Development Application using land buffer distances based on current land zoning and ownership; d) Acknowledge grant funding from the EPA has been voted in the FY14/15 budget and continues into FY15/16 for the design & construction of the following projects: i) West Nowra Transfer station redevelopment ($240,000); and ii) West Nowra Community Recycling Centre ($262,861). e) Accept future grant funding from the EPA for construction phase of West Nowra Transfer Station Redevelopment and vote funds into the Capital Works budget to reflect the forecast cash flow requirements of the project.
Addendum Policy and Resources Committee-21 July 2014 Page 1 Addendum Report 1
OPTIONS
1. Accept the recommendation (preferred option). Advancing the projects as outlined will increase the city’s capacity to manage waste and provide improved facilities. Community feedback on the development will be considered through the development application stage.
2. Not accept all or part of the recommendation. The Resource Recovery Park and Animal Shelter project is advancing consistent with previous reports to Council. Incorporating changes may delay this key project. The grant funded projects will improve community facilities at limited capital cost to Council.
DETAILS
Resource Recovery Park
Council considered a report at their April meeting (see MIN15.213 and Attachment A) regarding re-development of Council’s Animal Shelter into a Resource Recovery Park (RRP). The RRP had been proposed (and DA lodged) for vacant land adjoining the West Nowra Landfill (opposite to the Animal Shelter), however changes to Bio Diversity legislation for major projects allow the opportunity to extend the landfill into this land.
Preparation of a new Development Application is in progress with the Secretary’s Environmental Assessment Requirements (SEARS) being issued in May 2015. The DA will be lodged in September/October following the completion of all but one of the fauna surveys which are required during this month. The final orchid survey is not expected to be a problem and needs to be undertaken in November. NSW Planning has agreed that this final survey can be submitted as an addendum and should not slow the approval process. All companies short listed by Council to be invited to submit tenders for operation of the RRP have been informed of the progress and have confirmed their continued interest in the project.
A key element of this project is to relocate the Animal Shelter.
An investigation into suitable sites, considering land zoning, size requirements and location, identified a parcel of Council’s land at BTU Road. This site was previously used to manage Council’s ‘night soil’ operations and currently used by Shoalhaven Water to rehabilitate soils for reuse. Otherwise the land is undeveloped.
The benefits of this site include:
The land is already owned by Council and is underutilised. The project will not be burdened with land acquisition costs; The area of the site identified (see map at Attachment B) is between 200m and 300m from the nearest residential property depending on final location, which will assist to help manage any operational noise concerns. The site is more centrally located to add efficiency to Ranger Service operations; and
Addendum Policy and Resources Committee-21 July 2014 Page 2 Addendum Report 1
The shelter will only occupy a small component of the land (about 2.4ha of the 12ha property) and will allow Shoalhaven Water to continue to use the land for its current purpose.
Based on the previous use of the site, the land is identified as potentially contaminated. Preliminary soil testing on the proposed location of shelter development did not identify any contamination issues that would impact the proposed development.
A Planning Proposal will need to be submitted to the State Government to update the zoning description to permit an animal shelter on the site. The land is currently zoned SP2 Infrastructure (Sewage System) in Shoalhaven Local Environmental Plan 2014, which does not allow an animal shelter, although it is considered this use is compatible with the objectives of the zone. The Proposal will seek to make a minor change to the SP2 Infrastructure zone description. The change will not affect Shoalhaven Water’s current and ongoing use of the land for the current purpose.
A Development Application will be prepared and submitted for the proposed Animal Shelter relocation.
The relocation of the animal shelter is a critical task in the overall RRP Project.
An updated program is shown below:
Project Key Dates Activity Date Comments Resource Recovery Park Submission of State Significant Completed SEARs issued in May 15. EIS and Development (SSD) project Development Application being proposal finalised.
Lodge DA Sept 2015 Fauna survey to be completed in Spring.
New SSD DA approved for RRP Dec 2015 Estimated date for development consent to be issued.
Appoint BOOT (Build, Own, June 2016 Tenders will be sought following Operate, Transfer) contractor DA approval.
Construction of RCC complete Late 2017 Subject to DA approval timing.
Animal Shelter Relocation Identify preferred project site Completed BTU Road site identified
Prepare specification and advertise July 2015 Design specification and quotation for or direct seek quotes from documentation completed. design consultants.
Appoint Design consultant for new Aug 2015 animal shelter.
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Activity Date Comments Approved DA for new animal Nov 2015 Planning Proposal will be shelter submitted in parallel with DA. Construction of new animal shelter Feb 2016 commence
Construction of new animal shelter Oct 2016 Shelter to be completed before complete RRP construction can commence.
West Nowra Landfill Extension
Further to April 2015 report to Council (Attachment A), it is proposed to extend the existing West Nowra Landfill to adjoining land. An application to obtain the SEARS to extend the landfill has been lodged. In parallel, tenders will be sought to prepare the Environmental Impact Statement to support the Development Application. A locality plan is included at Attachment C.
The full development of this site is limited by EPA guidelines for proximity to residential development, which is 250m of a residential zone or a dwelling not associated with the development. This will affect the southern extent of the proposed landfill. A plan showing the zoning is included at Attachment C and a layout plan of the proposed landfill is at Attachment D.
Parts of the adjoining lots are zoned ‘Residential’ which, unless they are re-zoned, will limit development of the landfill site. Given this zoning and the unlikelihood that the zoning of this land will be changed, there is limited value in acquiring these properties to maximise the development of the landfill. The zoning, not property ownership is limiting landfill development.
The proposed landfill, based on the required buffer, will reduce capacity by approximately 3 years. Accruing adjoining properties is not considered necessary and this stage.
Developing the balance of the site would increase the Shoalhaven’s landfill capacity by an estimated 30 years.
West Nowra Transfer Station
Council received grant funding of $240,000 from the EPA’s Better Waste & Recycling Program to redevelop the West Nowra transfer station. The objective of the program is to minimise waste to landfill by increasing recycling and to improve the safety and customer amenity at the drop off area.
Redeveloping the transfer station will allow improved recovery of recyclable materials. Research is being undertaken to determine best practice in transfer station design, consider waste recovery, safety management and user friendliness. A consultant has prepared some layout options which are being considered. A development application is expected to be lodged in October 2015.
Construction of the facility will be subject to further grant funding, but is expected to start early in 2016.
Addendum Policy and Resources Committee-21 July 2014 Page 4 Addendum Report 1
Community Recycling Facility
Council received an EPA Better Waste and Recycling Fund grant of $262,861 to design and construct a Central Community Recycling Centre (CRC) at West Nowra Waste Facility with satellite drop off facilities throughout the Shoalhaven and a collection service. The materials targeted for collection are household chemicals and difficult to manage wastes such as paints, oils (motor and cooking), Cell batteries, car (lead-acid batteries), fluorescent lamps, gas cylinders and smoke detectors.
The EPA have a number of constraints in the design and operation of these CRC facilities. Other similar facilities that have already been built through the first round of funding are being inspected and a project manager will be assigned to develop the Shoalhaven CRC. A development application is expected to be lodged in October 2015 with construction in early 2016.
FINANCIAL IMPLICATIONS:
The Resource Recovery Park, including Animal Shelter Relocation is being funded by the Waste Reserve.
COMMUNITY ENGAGEMENT:
Community engagement of all the developments will be undertaken through the Development Application and Planning Proposal stages.
B. Stewart DIRECTOR, ASSETS & WORKS
R.D Pigg GENERAL MANAGER
Addendum Policy and Resources Committee-21 July 2014 Page 5