NOTICE OF MEETING Notice is hereby given that an Ordinary Meeting of the Devonport City Council will be held in The Council Chambers, on Monday 16 December 2013; commencing at 6.00pm with the Confidential Items. The meeting will be open to the public at 7.15pm. A Notice of the meeting was published in The Advocate Newspaper on 12 December 2013. Council Minutes can be found on Council’s website www.devonport.tas.gov.au QUALIFIED PERSONS ADVICE ETC. I certify that with respect to all advice, information or recommendation provided to the Council in or with this agenda: i.
the advice, information or recommendation is given by a person who has the qualifications or experience necessary to give such advice, information or recommendation; and
ii.
where any advice is directly given by a person who does not have the required qualifications or experience that person has obtained and taken into account in that person’s general advice the advice from an appropriately qualified or experienced person.
Matthew Atkins ACTING GENERAL MANAGER
AGENDA FOR A MEETING OF DEVONPORT CITY COUNCIL TO BE HELD ON MONDAY 16 DECEMBER 2013 AT THE COUNCIL CHAMBERS COMMENCING AT 6.00PM Item
Page No.
1.0
APOLOGIES
2.0
LEAVE OF ABSENCE
3.0
DECLARATIONS OF INTEREST
4.0
CLOSED SESSION - CONFIDENTIAL MATTERS .............................................. 161
5.0
PUBLIC FORUM ...................................................................................... 162
5.1
Responses to questions raised at prior council meetings (D314728).................................. 162
5.2
Questions asked at this meeting ............................................................................................... 163
6.0
CONFIRMATION OF MINUTES.................................................................... 164
6.1
Minutes of an Council Meeting held 18 November 2013 .................................................... 164
7.0
WORKSHOPS & BRIEFING SESSIONS .......................................................... 165
7.1
Workshop and Briefing Sessions held since the last council meeting (D314055) ............. 165
8.0
PLANNING AUTHORITY MATTERS .............................................................. 166
9.0
NOTICES OF MOTION ............................................................................. 167
9.1
Costing - Relocatable Outdoor Play Equipment - Notice of Motion - Ald S L Martin (D314725) ...................................................................................................................................... 167
9.2
Pay as You Leave Parking Facilities - CMax Car Park - Notice of Motion - Ald L M Laycock (D315138) ...................................................................................................................... 168
9.3
Refreshment - Rooke Street Mall - Notice of Motion - Ald L M Laycock (D315140) ......... 169
9.4
Covering Rooke Street Mall and Inclusion of Baby Changing Facilities - CMax Car Park Public Toilets - Notice of Motion - Ald L M Laycock (D315145)................................... 170
10.0
MAYORAL REPORT ................................................................................. 171
10.1
Mayoral Report (D314838) ......................................................................................................... 171
11.0
GENERAL MANAGER'S REPORTS ............................................................... 173
11.1
Elected Members Expenditure Report (D314839).................................................................. 173
11.2
April 2014 Ordinary Monthly Meeting (D315166) ................................................................... 175
12.0
CUSTOMERS AND COMMUNITY REPORTS ................................................... 176
12.1
Minutes of Controlling Authorities, Working Groups and Special Committee Meetings (D314165)..................................................................................................................... 176
12.2
Devonport Sports Development Program (D314911) ........................................................... 199
12.3
Environmental Sustainability Strategy (D315189) ................................................................... 256
12.4
Devonport Dollars (D315464) ..................................................................................................... 268
13.0
TECHNICAL AND FINANCE REPORTS .......................................................... 270
13.1
Capital Works Report (D314688) ............................................................................................... 270
13.2
Tasmanian Subdivision Guidelines (D314732) ......................................................................... 275
13.3
Finance Report for November 2013 (D314971) ...................................................................... 314
13.4
Establishment of a Development Assessment Special Committee (D315058) ................ 323
13.5
Devonport Interim Planning Scheme 2013 (D315085) .......................................................... 328
PAGE 161 Report to Council Meeting on 16 December 2013
4.0
CLOSED SESSION
The following items 4.1 to 4.9 which in the General Manager’s opinion are prescribed items in accordance with Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005 (confidential matters). Consequently, the Council by absolute majority, can decide to close the meeting.
RECOMMENDATION That the meeting be closed to the public, to enable Council to consider Agenda Items 4.1 to 4.9 which are confidential matters as prescribed in Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005. 4.1
Citizen Awards - Australia Day 2014
4.2
Unconfirmed Minutes of Independent Community Taskforce Meeting Held 21 October, 2013
4.3
Unconfirmed Minutes from the Board Meeting of the Cradle Coast Authority held on 12 November 2013
4.4
Unconfirmed Minutes of Meeting - Audit Committee - 25 November 2013
4.5
Unconfirmed Minutes of the Dulverton Regional Waste Management Authority Representatives AGM and Representatives Meeting - 19 November 2013
4.6
Property
4.7
Loan Request
4.8
Confirmation of Council's Support for the Ongoing Development
4.9
Enterprise Agreement Negotiations
ITEM 4.0
PAGE 162 Report to Council Meeting on 16 December 2013
5.0
PUBLIC FORUM
5.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS File: 28041 D314728
Meeting held 18 November 2013 Reproduced below is the response dated 26 November 2013 to Mr Douglas Janney’s question: “Thank you for the questions you raised at the 18 November 2013 Council meeting. The following is a response to the questions you raised at the meeting. 1.
The Wrights and Thomas Street roundabout is operational but due to the ambient winter temperatures and the moisture content in the hard surfaces, a decision was made to defer the applied colour treatments until ambient temperatures were more suitable. This work is scheduled to occur within the next few weeks.
2.
The reopening of Wright Street (north of Norton Way) to allow traffic to continue in a southbound direction was determined as an appropriate solution to address a vehicle manoeuvring issue encountered by tourist and towed vehicles. Tourism operators raised this issue and it was confirmed that the former road obstruction in Wright Street contributed to the problem. At the time the issue was raised the Traffic Committee assessed the road function and risks and determined that the removal of the road obstruction and reopening to traffic would be an acceptable solution. The likelihood and risk of “heavy vehicles” using this section of road were considered low given there are now two roundabouts immediately north of this section of road. Recent traffic counts undertaken by Council support this assessment. The count identified an insignificant numbers of larger vehicles traveling in either a northbound or southbound direction at this location.
3.
At a recent Council workshop Aldermen were presented with analysis and findings of a Traffic Impact Assessment (TIA) related to the new Aquatic Centre. The TIA onsidered the general network in the area and strategic network and traffic impacts on Steele Street and Don Road. A key recommendation contained within the TIA is that based on the traffic analysis and the resulting impact of the Aquatic Centre, it is recommended that the existing intersection arrangement at Sorell and Steele Street remain.
4.
You have correctly identified the November Capital Works Report (revised in September) shows some project slippage. However, this situation is offset by a similar number of projects showing as commenced or completed ahead of time. The change in programming (commencement and completion) of some projects has been necessary due to various factors including weather conditions, delays in obtaining statutory permits and approvals, and delays in relocation of utilities owned by other authorities. Council officers endeavour to manage and adjust the programming to ensure best use of resources. The changes are often in response to resource and technical of issues that arise. The November Capital expenditure report shows actual capital spend as at 31st October as $4.756million. This ITEM 5.1
PAGE 163 Report to Council Meeting on 16 December 2013
compares to forecast expenditure of $4.626 million. This is a very small 2.8% variance and provides further confidence that at this stage the program and progress is not too concerning. I trust this answers your question and please do not hesitate to contact Council Officers on any matter of concern.�
ATTACHMENTS Nil
RECOMMENDATION That the report advising of responses to questions raised at a prior Council meeting be received and noted.
5.2
QUESTIONS ASKED AT THIS MEETING
ITEM 5.1
PAGE 164 Report to Council Meeting on 16 December 2013
6.0
CONFIRMATION OF MINUTES
6.1
COUNCIL MEETING - 18 NOVEMBER 2013
RECOMMENDATION That the Minutes of the Council Meeting held on 18 November 2013 as circulated be taken as read and confirmed.
ITEM 6.0
PAGE 165 Report to Council Meeting on 16 December 2013
7.0
WORKSHOPS & BRIEFING SESSIONS
7.1
WORKSHOP AND BRIEFING SESSIONS HELD SINCE THE LAST COUNCIL MEETING
Council is required by Regulation 8(2)(c) of the Local Government (Meeting Procedures) Regulations 2005 to include in the Agenda the date and purpose of any Council Workshop held since the last meeting.
Date
Description
Purpose
25/11/13
Geotrail
Address on Geotrail by Paul O’Halloran MP, Greens Member for Braddon
Planning Issues
Discussion and determination on Interim Planning Scheme issues
Development Approval Special Committee
Determination of DASC to consider development approvals.
William Street School Crossing and Bus Stop Relocation
Update on correspondence and consultation concerning request to relocate William Street School Crossing and Bus Stop
Spreyton Cricket & Bows Club
Information was provided in relation to renewal of bowling green.
Strategic Plan Review
Update on Strategic Plan review sessions.
Tiagarra
Overview of recent stakeholders meeting.
On Site Inspection - Australian Weaving Mills
Planning consideration.
LIVING CITY Committee Meeting
Update on current status.
Strategic Sport and Recreation Plan
Consultation re draft Strategic Sport and Recreation Plan.
Sporting Recreation Capital Grant Application
Presentation of new program to manage ongoing requests by Sporting and Recreation Groups.
Devonport Dollars/City Focus
Presentation of Events Review.
2/12/13
9/12/13
RECOMMENDATION That the report advising of Workshop/Briefing Sessions held since the last Council meeting be received and the information noted.
ITEM 7.1
PAGE 166 Report to Council Meeting on 16 December 2013
8.0
PLANNING AUTHORITY MATTERS There are no items in this agenda to be considered by Council in its capacity as a Planning Authority.
ITEM 8.0
PAGE 167 Report to Council Meeting on 16 December 2013
9.0
NOTICES OF MOTION
9.1
COSTING - RELOCATABLE OUTDOOR PLAY EQUIPMENT - NOTICE OF MOTION - ALD S L MARTIN File: 26210 D314725
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman Robyn Woolsey.
MOTION “That Council prepare a report on costs and options for outdoor play equipment which is transportable and may be utilised in various locations, including the Devonport Mall, Council run events, Four Ways, East Devonport and the Mersey Bluff, for Council’s 2014/15 budget deliberations.” BACKGROUND INVESTIGATE EXPANSION OF BLUFF PLAYGROUND – NOTICE OF MOTION – ALD S L MARTIN (23635) 300/11 RESOLUTION Ald Martin/Rockliff That Council, due to high public demand, investigate expansion of the Bluff playground and consider the allocation of sufficient funds in the 2012/2013 budget for such expansion. AYES:
Aldermen Laycock, Goodwin, Cole, Keay, Kent, Hollister, Marshall, Martin, Nasiukiewicz, Perry, Rockliff and Wilson
GENERAL MANAGER’S COMMENTS A report would include outcomes of investigations into suitable equipment that could be easily transported and erected. Insurance and risk issues would also be considered along with initial purchase costs and ongoing operational and maintenance impacts.
ITEM 9.1
PAGE 168 Report to Council Meeting on 16 December 2013
9.2
PAY AS YOU LEAVE PARKING FACILITIES - CMAX CAR PARK NOTICE OF MOTION - ALD L M LAYCOCK File: 21086 D315138
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman Robyn Woolsey.
MOTION “That this Council install Pay as You Leave car parking facilities in the CMax car park as soon as physically and logistically possible.”
GENERAL MANAGER’S COMMENTS Council has not allocated any funding in the 2013/14 capital expenditure budget for PAYL parking and therefore it is recommended that this item be given consideration during the 2014/15 budget deliberations. Although not insurmountable the CMax Car Park does pose several challenges with rear property access, loading bays and cinema parking all issues that would require addressing before the car park converted to a PAYL format.
ITEM 9.2
PAGE 169 Report to Council Meeting on 16 December 2013
9.3
REFRESHMENT - ROOKE STREET MALL - NOTICE OF MOTION - ALD L M LAYCOCK File: 19248 D315140
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman L M Laycock.
MOTION “That this Council refresh the Rooke Street Mall as soon as is physically possible by installing hanging flower baskets, create a children’s play space, installing piped music and paint appropriate furniture.”
GENERAL MANAGER’S COMMENTS Council has not allocated any funding in the 2013/14 capital expenditure budget for these works, therefore it is recommended that the item be considered as part of the 2014/15 budget deliberations.
ITEM 9.3
PAGE 170 Report to Council Meeting on 16 December 2013
9.4
COVERING ROOKE STREET MALL AND INCLUSION OF BABY CHANGING FACILITIES - CMAX CAR PARK PUBLIC TOILETS NOTICE OF MOTION - ALD L M LAYCOCK File: 12514 D315145
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman L M Laycock.
MOTION “That this Council form a working group of elected members, skills based community representatives and staff to work through the design and feasibility of covering part of the Mall and modifying the public toilets in the CMax carpark to include baby changing facilities.”
GENERAL MANAGER’S COMMENTS Given the most significant impediment to these initiatives is the allocation of funding it may be more prudent for Officers to work up alternatives along with costing’s for consideration by Aldermen during the 2014/15 budget deliberations.
ITEM 9.4
PAGE 171 Report to Council Meeting on 16 December 2013
10.0
MAYORAL REPORT
10.1
MAYORAL REPORT File: 22947 D314838
RELEVANT PORTFOLIO General Manager
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2
Provide appropriate support to elected members to enable them to discharge their functions
PURPOSE
To detail meetings and functions attended by the Mayor during the month of November 2013.
BACKGROUND This report is provided by the Mayor to provide a list of meetings and functions attended by him for the month of November 2013.
COMMENTARY
In his capacity as Mayor, Alderman Steve Martin attended the following meetings and functions during the month of November 2013.
Devonport RSL Club – Melbourne Cup Luncheon; guest Judge Fashion on the Field International Volunteer Manager’s Day Partnerships for Business and Community Success Conference - Hobart GC Services – Spudathon Annual Fundraiser; Guest Adjudicator Opening Rockhaven Relaxation Garden Australian Education Union - Rod Viney Cradle Coast Talent Search Remembrance Day Service Devonport Bridge Club Kommunity Kids Council Workshops Devonport North Rotary Club CMCA TAS - Gary Love Spreyton & Devonport Bowls Clubs Maidstone Park Management Controlling Authority Medibank Active Tasmania Awards – Hobart Launch of ‘Hardanger’ Exhibition, Devonport Linc – Mrs Joan Andrews Corangamite Shire – Devonport visit 7AD Radio interview Youth Accommodation Building Project East Devonport Community Plan Forum Devonport Entertainment Centre Committee Dollars & Sense Financial Sustainability Forum – Launceston Strategic Sport & Recreation Committee Community Safety Liaison Committee ITEM 10.1
PAGE 172 Report to Council Meeting on 16 December 2013
Don College End of Year Art Exhibition Resident meeting Keep Australia Beautiful Sustainable Community Awards - Latrobe Tourism Tasmania – Luke Martin – Launceston Music in the Garden – Devonport Community Garden Lion’s Over 90’s Christmas Party White Ribbon Day; Violence Against Women – Ulverstone Child & Family Centre East Devonport Committee Garden to Plate; Cooking Pizza – Devonport Community Garden Nixon Street Primary School – Grade 5/6 Mrs Mahony 7AD Festive Season; Devonport Golf Club Cradle Coast Authority Representative’s Meeting & AGM Devonport Agricultural & Pastoral Society; Launch Devonport Show Devonport Show Caledonian Sky cruise ship visit & welcome Coppela & The Far Away Tree Dance Production - DECC
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION Meetings and functions attended by the Mayor will be reported on a monthly basis.
ATTACHMENTS Nil
RECOMMENDATION That the report advising of the Mayor’s meetings and functions for the month of November 2013 be received and noted.
ITEM 10.1
PAGE 173 Report to Council Meeting on 16 December 2013
11.0
GENERAL MANAGER'S REPORTS
11.1
ELECTED MEMBERS EXPENDITURE REPORT File: 22947D314839
RELEVANT PORTFOLIO General Manager
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2
Provide appropriate support to elected members to enable them to discharge their functions
PURPOSE
To detail expenditure of both the Mayor and Aldermen for the previous month.
BACKGROUND
This report is in response to Council resolution 49/12 “That Council be provided with a specific monthly report in relation to expenditure incurred, in excess of statutory allowances, for both the Mayor and Aldermen.”
COMMENTARY
Expenditure processed in November: Mayor Steve Martin $ $ $ $ $
72.73 85.50 226.24 330.00 99.00
Telephone expenses Meal expenses Accommodation (Meeting with Steven Conway, Tafe Tasmania) Registration – LGAT forum Registration – Partnerships for Business and Community Success Conference
Aldermen $ 404.40
iPad monthly expenses
Due to the timing of Credit Card statements and invoices, expenditure will be reported as and when the account is paid. Items in this report may relate to transactions that occurred in previous months.
FINANCIAL IMPLICATIONS
Mayoral expenses are costed to the general ledger account for Alderman Support and are listed in a separate report. Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
ITEM 11.1
PAGE 174 Report to Council Meeting on 16 December 2013
CONCLUSION
Expenses will be reported on a monthly basis as adopted by Council at the February 2012 meeting.
ATTACHMENTS Nil
RECOMMENDATION That the report advising of Mayoral and Aldermanic Expenditure for the month of November 2013 be received and the information noted.
ITEM 11.1
PAGE 175 Report to Council Meeting on 16 December 2013
11.2
APRIL 2014 ORDINARY MONTHLY MEETING File: 11129 D315166
RELEVANT PORTFOLIO General Manager
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.1
Review and amend governance structure, policies and procedures to adapt to changing circumstances
PURPOSE
To seek Council’s approval to change the date of April 2014 Ordinary Monthly Meeting.
BACKGROUND
Regulation 4(4) of the Local Government (Meeting Procedures) Regulations 2005 requires that Council must hold an Ordinary Meeting at least once in each month.
COMMENTARY By resolution, Council meetings are held on the third Monday of each month. Due to the Easter holidays in April 2014, the scheduled Council meeting falls on Easter Monday. Council is asked to consider altering its April 2014 Ordinary Monthly meeting scheduled from Monday, 21 April 2014 to Monday, 14 April 2014.
FINANCIAL IMPLICATIONS There are no financial implications to Council’s 2013/2014 budget created by this report.
RISK IMPLICATIONS
Governance Due to the meeting being held a week earlier than the scheduled monthly meeting, some reports for the agenda may not be able to be produced in time, however this is considered a low risk.
CONCLUSION This request is not considered to have any detrimental effect on the service Council provides to its Community.
ATTACHMENTS Nil
RECOMMENDATION That the Ordinary Monthly meeting for April 2014 be held on Monday, 14 April 2014.
ITEM 11.2
PAGE 176 Report to Council Meeting on 16 December 2013
12.0
CUSTOMERS AND COMMUNITY REPORTS
12.1
MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS File: 27670 D314165
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4
Ensure effective administration and operation of Council’s committees
PURPOSE
To present the Minutes of Controlling Authorities, Working Groups and Special Committee Meetings managed by the Community Services Portfolio of Council.
BACKGROUND The relevant information specific to each Controlling Authority, Working Group and Special Committee is outlined in individual reports.
COMMENTARY
The Minutes of the following Committee Meetings are attached: Devonport Oval Special Advisory Committee Strategic Sport and Recreation Special Committee (x 2) Community Safety Liaison Group Devonport Recreation Centre Special Committee Devonport Entertainment Centre and Convention Centre Special Committee Devonport Maritime and Heritage Authority (x 2)
FINANCIAL IMPLICATIONS
The financial implications are outlined in individual reports and all are in accordance with existing budgets.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION The Controlling Authorities, Working Groups and Special Committees will continue to meet and provide Council with information and recommendations for community facilities and services.
ATTACHMENTS 1.
Unconfirmed Minutes of the Devonport Oval Special Advisory Committee - 12 November 2013
2.
Unconfirmed Minutes of the Strategic Sport and Recreation Special ITEM 12.1
PAGE 177 Report to Council Meeting on 16 December 2013
Committee - 20 November 2013 3.
Unconfirmed Minutes of the Community Safety Liaison Group - 21 November 2013
4.
Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 13 November 2013
5.
Unconfirmed Minutes of the Devonport Entertainment and Convention Centre Special Committee - 19 November 2013
6.
Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 23 October 2013
7.
Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 3 December 2013
8.
Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 4 December 2013
RECOMMENDATION That: 1.
the Combined Minutes of Controlling Authorities, Working Groups and Special Committees be received and noted; and
2.
the current members of the Devonport Maritime and Heritage Authority be reappointed for a further twelve month term.
ITEM 12.1
PAGE 178 Unconfirmed Minutes of the Devonport Oval Special Advisory Committee 12 November 2013
ATTACHMENT [1]
MINUTES OF THE DEVONPORT OVAL SPECIAL ADVISORY COMMITTEE HELD AT THE COUNCIL CHAMBERS ON TUESDAY 12 NOVEMBER 2013 COMMENCING AT 5.30PM PRESENT Committee Members Ald Lynn Laycock Ald Leon Perry Ald Warren Squibb Val James Geoff Rootes
Chair Mersey Valley Devonport Cycling Club Devonport Athletic Club
Council Officers Stuart Jones Fabio Pizzirani Kylie Lunson Sarah Masters
Marketing, Tourism and Recreation Manager (MTRM) Sport & Recreation Coordinator (SRC) Operations Manager (OM) Community Services Administration Officer
APOLOGIES Mark Fagan
Devonport Football Club
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 10 September 2013 be received and noted. Ald Perry/Ald Squibb
CARRIED
2.0
DECLARATION OF INTEREST Ald Squibb would like it noted that he is a patron of the Devonport Cricket Club.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES OM advised that all maintenance issues with the Cricket Club have now been resolved. OM also advised that contractors have been engaged to undertake the maintenance on the bike track. This is weather dependent. It will include general maintenance as well as maintenance on sunken trenches.
4.0
CLUB REPORTS 4.1 Devonport Cricket Club MTRM advised that the scoreboard was not used at a match on the weekend. Actions: Ald Squibb to follow up on use of scoreboard. 4.2 Devonport Athletics Club Club is currently struggling with sponsorship. Christmas Carnival on 29 December will commence earlier to work in with the criterium event earlier in the day. Monday 30 December will start at the usual time. The Club has obtained quotes for a PA system. The Club will follow up with businesses in regards to sponsorship on the big screen of the scoreboard. Geoff Rootes asked for somewhere to store the high jump bags during the carnival. The carnival will include pole vaulting this year. Actions: ITEM 12.1
PAGE 179 Unconfirmed Minutes of the Devonport Oval Special Advisory Committee 12 November 2013
ATTACHMENT [1]
OM to investigate location for high jump, pole vaulting bags to be stored during carnival.
4.3 Mersey Valley Devonport Cycling Club The Club’s carnival will be held on 11 January. A criterium will take place on 12 January. Stewards will be in attendance to let people in and out of surrounding homes and the Devonport Oval. Val James asked that it be noted that the Club is against AFL’s suggestion that the track be removed. Action: SRC to follow up with Cricket Club; SRC to add event to Events Management Database. 4.4
Devonport Football Club Max Brown has been reappointed coach for the year. Training is about to commence. The Club will produce a small loss this year due to a downturn in sponsorship. The Club has a role to play on carnivals days in regards to the canteen and the bar.
5.0
OPERATIONS MANAGER REPORT OM has not been contacted in relation to the induction of the new curator. The next budget cycle will commence soon. OM asked that clubs start to think of items they would like to be considered in the next budget, whether they be maintenance or capital items. The caravan parked next to the Eric Webster Stand has been raised as an issue. This is no longer in use. OM suggested that the caravan be moved now while it can still be towed.
6.0
GENERAL BUSINESS 6.1 Event An announcement should be made in the coming weeks in regards to a large event to be held at the Oval. 6.2
7.0
Scoreboard Sponsorship A policy is currently being developed in relation to sponsorship. A template is almost completed. This template will go to the Strategic Sport and Recreation Special Committee to sign off.
NEXT MEETING 4 February 2014 at 5.30pm, Council Chambers.
Meeting closed: 5.55pm
ITEM 12.1
PAGE 180 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 20 November 2013
ATTACHMENT [2]
MINUTES OF THE STRATEGIC SPORT & RECREATION SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON WEDNESDAY, 20 NOVEMBER 2013 COMMENCING AT 5.30PM PRESENT Committee Members Mayor Steve Martin Ald Graham Kent Ald Annette Rockliff Ald Peter Hollister David Mullett Mark Fagan Ted Van Overmeeren Matthew Cock Council Officers Evonnne Ewins Fabio Pizzirani Sarah Masters APOLOGIES Ald Bill Wilson Stuart Jones Ian Davies Tim Blair Joan Wylllie Guests Rod Andrews Chris McKenna Marj Kerslake Phillip Atkins David Johnston 1.0
Chair
Assistant General Manager, Customers and Community (AGM) Sport & Recreation Development Coordinator (SRDC) Community Services Administration Officer
Marketing, Tourism and Recreation Manager (MTRM)
Devonport Soccer Club Devonport Soccer Club Devonport Netball Spreyton Bowls Club Devonport Tennis Club
CONFIRMATION OF MINUTES The Committee recommends to Council that the minutes of the meeting held on 17 April 2013 be received and noted. F. Pizzirani/Ald Kent
CARRIED
2.0
DECLARATION OF INTEREST Matthew Cock asked that it be noted that he is employee of Goodstone Group who are a sponsor of Sports Marketing Australia.
3.0
BUSINESS ARISING Nil.
4.0
GENERAL BUSINESS
ITEM 12.1
PAGE 181 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 20 November 2013
4.1
ATTACHMENT [2]
Recreation Master Planning Following consultations, a draft document has now been prepared. This document will be presented to the Committee at the next meeting. Representatives from sporting clubs have been invited to attend this meeting. The Committee was introduced to the sporting club representatives.
4.2
Spreyton Bowls Club Phillips Atkins presented on behalf of the Spreyton Bowls Club. A brief discussion was undertaken in regards to the future direction of the three major bowls clubs.
4.3
Devonport Soccer Club Rod Andrews and Chris McKenna presented on behalf of the Devonport Soccer Club. A handout was provided outlining their 3 criteria being Coach Qualification Criteria; Facilities and Infrastructure; and Governance and Finance. Under the criteria of Facilities and Infrastructure, three main stages were outlined: Synthetic Turf Project (training grounds); Major Renovation to Main Ground; New Ground(s) to the South of Main Ground.
[Ald Hollister arrived at 6.05pm] 4.4
Devonport Tennis Club David Johnston presented on behalf of the Devonport Tennis Club. Conceptual plans were made available to the Committee. These plans fit into the current footprint of the facility.
4.5
Devon Netball Marj Kerslake presented on behalf of Devon Netball. A short video was played (as this video did not work correctly a link will be provided to the Committee for viewing). Indoor games are needed to be played due to the inclement weather; therefore indoor training facilities are also required. This has led to the Club becoming fragmented. Blueprints for National/International Standard facilities include Adelaide and Wollongong stadiums. Multi-sport facilities work well in other areas of Australia.
Overview The long term view of all clubs present was for multi-purpose facilities in several sporting precincts in the Devonport Municipality. 4.6
Splash Aquatic Centre Update Building works are all on schedule. Memberships are selling well. Marketing and promotions have now commenced. Employees are being recruited.
ITEM 12.1
PAGE 182 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 20 November 2013
ATTACHMENT [2]
4.7
Recreation Statistics – Devonport and East Devonport Recreation Centres Statistics of Customers Through the Door and Program Participants for the Devonport Recreation Centre and East Devonport Recreation Centre were provided to the Committee for their information.
4.8
E-Newsletter – Sport and Recreation The first edition of the e-newsletters “Off the Bench” was sent out last month. This will be a bi-monthly newsletter. Committee members are asked to send any information for inclusion in future editions to Council’s Sport and Recreation Development Coordinator.
4.9
Sports Marketing Australia Council’s Sport and Recreation Development Coordinator provided the Committee with a list of upcoming Sports Marketing Australia Events. This document also outlined the economic benefit to date.
4.10 Devonport Sports Development Program The Devonport Sports Development Program aims to assist clubs and associations in club management, budgeting and forward planning. It also answers frequently answered questions regarding the program and the funding application process. Guidelines will be developed around assessment of applications. The Committee was asked to peruse the documents and provide any feedback before the next meeting on 3 December. The aim is for these documents will go up to Council at their December meeting for endorsement. 5.0
OTHER BUSINESS Mayor Martin discussed the Masters Games and hosting rights in the future.
6.0
NEXT MEETING 3 December 2013 at 5.30pm.
7.0
MEETING CLOSED 7.25pm
ITEM 12.1
PAGE 183 Unconfirmed Minutes of the Community Safety Liaison Group - 21 November 2013
ATTACHMENT [3]
MINUTES OF THE COMMUNITY SAFETY LIAISON GROUP HELD AT THE DEVONPORT POLICE STATION, WENVOE STREET ON THURSDAY 21 NOVEMBER 2013 COMMENCING AT 3.20PM PRESENT Group Members Mayor Steve Martin Ald Lynn Laycock Julie Milnes Snr Sgt Darren Pendlebury Snr Constable Christine Martin Tracey Carter Gabrielle Zolati
Chair DHHS Tas Police Tas Police Eastern Shore Community House YaFF
Council Officers Lester Jackson Charmane Sheehan Sarah Masters
Community Partnerships Manager (CPM) Community Development and Volunteer Coordinator (CDVC) Community Services Administration Officer (CSAO)
APOLOGIES Snr Sgt Debbie Williams Inspector Adrian Shadbolt Paul Hill Rachel Coulson Kate Beer Karen Stone
Tas Police Tas Police Tas Fire DIER Devonport Community House Risk Management Coordinator (RMC)
1.0
CONFIRMATION OF PREVIOUS MINUTES The Group recommends to Council that the minutes of the meeting held 19 September 2013 be received and noted. J. Milnes/Ald Martin
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
REPORT ON ITEMS FROM PREVIOUS MINUTES 3.1 Hedge at Community Garden Council’s Parks and Reserves Coordinator has been in touch with Kate Beer in regards to the cutting of the hedge at the Community Garden. 3.2
4.0
Waste Disposal Options The Troll shop will accept most items. If residents are unable to take items to the Troll shop, then the Troll shop will come to your home and collect any unwanted items. This includes the collection of large options. Just call the shop and arrange collection time.
BUSINESS ARISING FROM PREVIOUS MINUTES 4.1 Community Safety Handbook The booklet is close to completion. Insp Shadbolt has been in discussions with other Councils to develop the handbook into a Mersey Leven ITEM 12.1
PAGE 184 Unconfirmed Minutes of the Community Safety Liaison Group - 21 November 2013
ATTACHMENT [3]
Handbook. As this will be dependent upon funding and meetings with other Council representatives, it was agreed to finalise the Devonport Handbook and distribute to the Devonport Municipality before Christmas. The handbook will also be available on line. Motion: The Devonport Community Safety Handbook, once completed, be distributed. C. Sheehan/J. Milne
CARRIED
Actions: Christine Martin to forward additional information in relation to internet safety to Council’s Community Services Administration Officer for inclusion in the handbook. Council officers to finalise the handbook and distribute to the residents of the Devonport municipality. Council officers to check Terms of Reference in regards to inviting local business owners to become part of the Committee. 5.0
REPORTS 5.1 Liquor Accord The last meeting was held on 23 October 2013. This meeting was to discuss the upcoming changes to the Liquor Licensing Act 1990. No date has been set for the next meeting as yet. 5.2 CCTV Signage is currently being pursued. The system is now completed and running. A computer is being installed at the Devonport Police Station in the next couple of weeks to allow police to download footage directly. Connection to the police station has now been completed. 5.3 Risk Nil.
6.0
FURTHER REPORTS FROM MEMBERS 6.1 Tasmania Police Senior Sergeant Pendlebury attended the Regional Neighbourhood Watch Meeting. There has been slight spike in house and business burglaries, however clearance rates have increased. No major road crashes have been reported and no complaints in regards to road use or conditions. 6.2 DIER Nil.
7.0
GENERAL BUSINESS 7.1 Council’s Community Partnership Manager will attend the Community Road Safety Partnership Awards in Hobart on Friday, 22 November 2013. 7.2 At each meeting next year a guest speaker will attend. If any members have suggestions for guest speakers please advise Council’s Community Partnerships Manger.
ITEM 12.1
PAGE 185 Unconfirmed Minutes of the Community Safety Liaison Group - 21 November 2013
8.0
ATTACHMENT [3]
7.3
A copy of the Community Safety Action Plan was given to each member. This has now been updated. Members were asked to peruse the plan and report back any ideas, queries or possible inclusions to Council’s Community Services Administration Officer via email.
7.4
Members were asked to forward any issues or concerns, if any, in regards to Community Safety to Council Officers for action instead of waiting until the next meeting.
NEXT MEETING 20 March 2014 at 3.00pm at Devonport Police Station, Wenvoe Street.
Meeting closed: 3.47pm.
ITEM 12.1
PAGE 186 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 13 November 2013
ATTACHMENT [4]
MINUTES OF THE DEVONPORT RECREATION CENTRE SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON WEDNESDAY 13 NOVEMBER 2013 COMMENCING AT 5.15PM PRESENT Committee Members Ald Leon Perry Ald Justine Keay Rick Forth Kim Robinson Ken Mason Grant Penfold Bruce Robinson David Cole Leanne Lillico Kate Beer
Independent – Acting Chair Basketball (DBC) Table Tennis Gymnastics Club Independent Independent Gymnastics Club The Playhouse
Council Officers Stuart Jones Fabio Pizzirani Sarah Masters
Marketing, Tourism and Recreation Manager (MTRM) Sports & Recreation Coordinator (SRC) Community Services Administration Officer (CSAO)
APOLOGIES Matthew Cock Bob Jago
Chairman Independent
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held 11 September 2013 be received and noted. Ald Perry/ K. Robinson
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 In regards to the Gymnastics Club’s ceiling lights, Grant Penfold advised that a quote had been obtained to undertake the work. Sponsorship is being sought to assist with the cost. The power board has been inspected; however there is still an issue. Action: SRC to follow up issue with power board and raise an action request. 3.2
Floor plans for the Devonport Recreation Centre are available. Clubs are asked to contact SRC should they require a copy.
3.3
Car access to houses in Ashgrove Street. A car is driving between buildings, on the grass, to access their house. There is also a car parked in the corner. Action:
SRC to follow up.
ITEM 12.1
PAGE 187 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 13 November 2013
ATTACHMENT [4]
4.0
CORRESPONDENCE Nil.
5.0
CLUB REPORTS 5.1 Basketball Units are now fully occupied. Electricity prices are high and need to be investigated. Spring rosters for both senior and juniors are underway. Junior numbers are down. The Club is currently in negotiations to sign an import player who will also act as a development officer next year. Kim Robinson asked if a report had been received on the lights. MTRM advised that a report had been received. The lux levels should be 640 however they are at 280. This information has been passed back to the manufacturer and installer and this issue will be rectified at no cost. Kim Robinson advised that the increase in costs issue is currently being sorted. Their AGM will take place on 21 November. 5.2 Squash Nil. 5.3 Table Tennis The club is working through options to move into the old weights gym area for next year. MTRM, SRC and Ken Mason to discuss set up options further. Championships are going well with excellent attendance. 5.4 Gymnastics The club has been contacted by Club 10 Accreditation. An inspection of facilities is expected. The Club is still investigating possible new locations around Devonport. Ald Keay suggested obtaining a quote to build on a green field site and that with a State election coming up in the near future this might be the time to lobby for funding. Other possible locations were suggested. Actions: Ald Perry will investigate empty buildings in King Street as a possible property. Club will investigate old Gunns Building on Don Road. 5.5 Playhouse The Playhouse celebrated its 21st Birthday last week. Their Christmas break up will take place on 13 December, after which they will close for the Christmas break. Kate Beer asked when mowing is scheduled. Actions: SRC to follow up mowing schedule.
6.0
RECREATION OFFICERS REPORT Handouts were given to the Committee outlining statistics and budget.
7.0
GENERAL BUSINESS 7.1
Three new events for Devonport in relation to Basketball have now been confirmed. These events have been secured for 3 years. Action:
8.0
MTRM to follow up details with Basketball Tasmania.
NEXT MEETING Wednesday, 11 December 2013 Meeting closed: 6.15pm ITEM 12.1
PAGE 188 Unconfirmed Minutes of the Devonport Entertainment and Convention Centre Special Committee - 19 November 2013
ATTACHMENT [5]
MINUTES OF THE DEVONPORT ENTERTAINMENT & CONVENTION CENTRE SPECIAL COMMITTEE HELD IN THE VICTORIA ROOM AT THE DECC ON TUESDAY 19 NOVEMBER 2013 COMMENCING AT 4.00PM PRESENT Mayor Steve Martin Ald Annette Rockliff Debbie Kershaw DECC Manager Matt Groom DECC Theatre Technician Sarah Masters Community Services Administration Officer APOLOGIES Ald Alison Jarman Stuart Jones
Marketing, Tourism & Recreation Manager (MTRM)
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held 5 March 2013 be received and noted. D. Kershaw/Ald Rockliff CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Social Media Promotion DECC Manager confirmed that shows are being promoted through social media, however the majority of patrons do not use social media to obtain information about shows.
4.0
GENERAL BUSINESS 4.1 2014 Program The 2014 program was presented. Instead of a brochure it will now be in the form of a calendar. This will include information on memberships, prices and seating plans. Reminders about shows are highlighted in the calendar. This will be a free publication. It was suggested that some shows could be promoted to sporting groups to encourage more attendance at the theatre. The calendar is due to be completed by the second week of December with a possible “soft” launch at the Council Christmas Celebrations. 4.2 School Program A school program brochure has been produced. This will be hand delivered to all schools in Devonport followed by mailings to other schools along the coast. Schools are able to book now and pay a month before the show is to take place. 4.3 Membership Memberships for the calendar year will be $30 (for two persons) or $20 for a single membership. Membership benefits were outlined. 4.4 Recently Purchased Equipment ITEM 12.1
PAGE 189 Unconfirmed Minutes of the Devonport Entertainment and Convention Centre Special Committee - 19 November 2013
ATTACHMENT [5]
Twelve LED were recently purchased. These are red, green, blue and white and are able to mix to make any colour. These lights use 175 watts and no consumables compared to the previous one which used 1200 watts plus consumables. Power use will be substantially lowered. A loom was also purchased allowing audio signals to be taken into the loft. This allows for 10 channel simultaneous recordings. This will enable quality recordings in the theatre which will be used mainly for Devonport Jazz. This was made possible using the loom and equipment that was already at the theatre. 5.0
REPORTS Nil
6.0
NEXT MEETING
To be advised Meeting closed: 4.50pm
ITEM 12.1
PAGE 190 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 23 October 2013
ATTACHMENT [6]
MINUTES OF THE DEVONPORT MARITIME & HERITAGE AUTHORITY MEETING HELD AT THE COUNCIL COMMITTEE MEETING ROOMS, FENTON WAY ON WEDNESDAY 23 OCTOBER 2013 COMMENCING AT 4PM PRESENT Directors Ald Lynn Laycock Ald Graham Kent Malcolm Reid Steve Quinn
Chair Devonport City Council Community Member Community Member
Council Officers Margaret Griggs
Bass Strait Maritime Centre Coordinator (BSMCC)
APOLOGIES Ray Wright
Community Member
1.0
CONFIRMATION OF MINUTES The Authority recommends to Council that the previous minutes of the meeting held 02 October 2013 be received and noted. R. Wright/ M. Reid
2.0
CARRIED
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1
Storage Issues Carried over.
3.2
E Ewins re Marketing Strategy Invitation issued. List of marketing undertaken to date was circulated by the CPM as requested from previous meeting.
3.3
Request for Discount Charges Carried over.
3.4
Sealing of Path Options to best utilise the funds allocated in the current capital budget were discussed. M. Reid to follow up his contact with TAFE.
4.0
CORRESPONDENCE 4.1
In/Out Updated list was provided to Authority members and the correspondence was tabled. The inward and outward correspondence be accepted as a true and accurate record. S. Quinn/ M. Reid
CARRIED ITEM 12.1
PAGE 191 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 23 October 2013
5.0
ATTACHMENT [6]
GENERAL BUSINESS 5.1 Reports 5.1.1 Centre Operations The BSMCC reported on the operations of the Centre to date. G. Kent expressed concerns re the down time of the simulator. Discussion re simulator issues from storm on Oct 2. The BSMCC to follow up if there is a potential insurance claim. The CPM to provide information re addressing simulator issues, power surge protection, back up power options, maintenance agreement and costs. 5.1.2 Financial Financial reports were distributed to Authority members. M. Reid made comment on power costs and methods of attributing power costs of cafĂŠ. BSMCC to follow up with CPM. BSMCC to follow up repairs/maintenance cost for September and advise. 5.1.3 Confirmation of All Reports The Authority recommends to Council that all reports under agenda item 5.1 be accepted. S. Quinn/ M. Reid
CARRIED
5.2 Julie Burgess 5.2.1 Operations Committee Minutes G. Kent spoke to the report. Discussion followed re request for in principle approval for attending the Wooden Boat Festival of Geelong in March. Invitation now received to attend the Port Cygnet 150th Anniversary Regatta on the same weekend. Logistics of attending the events were discussed and referred back to the Julie Burgess Operations Committee for final decision. 5.2.2 Recommendations from Minutes Nil. 5.2.3 Booklet Launch Carried over. 5.2.4 Disability Access Assessment G. Kent spoke to the item. Conditions need to be drafted for consideration. Two trips proposed for International Day of People with a disability. 5.3 CafĂŠ 5.3.1 Overview No report. 5.4 Matters for Discussion/Action 5.4.1 Corporate Plan/Charter Carried over. ITEM 12.1
PAGE 192 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 23 October 2013
ATTACHMENT [6]
5.4.2 Future Development/ Maintenance Covered in Operations Report. 5.4.3 Marketing and Advertising Discussed under agenda item 3.2. Suggestions re utilising banners on Formby Road and the events signage were discussed. The BSMCC to follow up. 5.4.4 Sponsorship and Donations Nil. 6.0
OTHER BUSINESS Nil.
7.0
AGENDA ITEMS FOR NEXT MEETING Nil.
8.0
NEXT MEETING Wednesday 27 November 2013 at 4pm at the Council Committee Meeting Rooms, Fenton Way, Devonport.
Meeting closed at 5.15pm
ITEM 12.1
PAGE 193 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 3 December 2013
ATTACHMENT [7]
MINUTES OF THE STRATEGIC SPORT & RECREATION SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON TUESDAY, 3 DECEMBER 2013 COMMENCING AT 5.30PM PRESENT Committee Members Mayor Steve Martin Ald Graham Kent Ald Warren Squibb Ald Annette Rockliff Ald Bill Wilson Ald Peter Hollister David Mullett Mark Fagan Matthew Cock Ian Davies Tim Blair Joan Wylllie Council Officers Evonnne Ewins Stuart Jones Fabio Pizzirani Sarah Masters
Chair
Assistant General Manager, Customers and Community (AGM) Marketing, Tourism and Recreation Manager (MTRM) Sport & Recreation Development Coordinator (SRDC) Community Services Administration Officer
APOLOGIES Ted Van Overmeeren Guests Geoff Rootes Wayne Bounday 1.0
Devonport Athletic Club Mersey Valley Devonport Cycling Club
CONFIRMATION OF MINUTES The Committee recommends to Council that the minutes of the meeting held on 20 November 2013 be received and noted. Ald Rockliff/Ald Kent
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING 3.1 Devonport Oval Cycling Track Wayne Bounday from Mersey Valley Devonport Cycling Club attended to address the Club’s concerns regarding comments made in the Advocate for the bike track to be removed. The Club caters for male, female, juniors and disabled athletes. It also caters for master cyclists who are the fastest growing group. The Club is a pathway to State and National titles. For 7 years the Club has hosted a ITEM 12.1
PAGE 194 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 3 December 2013
ATTACHMENT [7]
round of the National Road Services. In 2013, 100 competitors were involved, including approximately 90 from the mainland. They also host an Under 19 World Selection race, only 1 of 2 held in Australia which brings economic benefit to the local area. New riders are subsidised for the first year by the Club. Geoff Rootes form Devonport Athletic Club addressed his Club’s concerns. The Christmas Carnival relies heavily on cycling with over 120 senior cyclists and 60-70 juniors at the carnival last year. Both Clubs confirmed, should the cycling track at Devonport Oval be removed it would be detrimental to their respective Clubs. [Wayne Bounday and Geoff Rootes left meeting at 6.00pm] Committee Members discussed the subject and options. Members agreed that the removal of the bike track was not being considered by the committee. 3.2
Prioritisation of Energy Efficiency Funding Option 2 below was agreed at the meeting of 8 August 2013, but as no quorum was reached this requires confirmation by the Committee: “Council identifies priority sporting clubs and undertakes one tender to have all the upgrades undertaken. In priority order it would include the Devonport Rugby Club, Devonport Soccer Club, Devonport Cricket Club and Devon Netball Association. This would leave much smaller clubs to be included in next year’s program of upgrades.” Ald Rockliff/M. Fagan
4.0
CARRIED
GENERAL BUSINESS 4.1 Draft Recreation Master Plan Following consultations, a draft Recreation Master Plan has now been prepared and presented to the Committee. The appendix “Summary of Issues from Consultation Process and Action Items for Recreation Master Plan” was discussed in detail. Other sports need to be included in this document including Futsal which has high participation rates in the Municipality. The Committee was asked for any further feedback to be provided either via email or by calling Council’s Marketing, Tourism and Recreation Manager or Sport and Recreation and Development Coordinator. [Mark Fagan left at 6.40pm] [David Mullett left at 7.00pm] 4.1.1
Email from Tim Blair Re Australian Weaving Mills Site Tim Blair asked that this site be kept in consideration for a possible future sporting precinct. ITEM 12.1
PAGE 195 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 3 December 2013
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4.2
Recreation Strategic Plan 2003-2013 This is listed as Appendix 2 to the Draft Recreation Master Plan. Currently out of 72 actions, 55 have been completed, 9 are in progress and only 8 are incomplete (due to various reasons).
4.3
Sponsorship Document Council’s Marketing, Tourism and Recreation Manager will forward a template of a sponsorship document, using Devonport Oval as an example, to the Committee. This document can be used by all facilities in regards to obtaining levels of sponsorship, ie naming rights, scoreboard sponsorship etc. Feedback is sought from the Committee. Actions: MTRM to forward document to Committee via email. Committee to provide feedback.
4.4
Devonport Sports Development Program Committee members were thanked for their feedback. There are only a few minor changes to be made. This will be work shopped with elected members on Monday, 9 December.
5.0
OTHER BUSINESS The Committee agreed to work shop documents to enable the elected members to see the progress that has been made.
6.0
NEXT MEETING A tour of the new Devonport Aquatic Facility is to be arranged for the Committee Members prior to Christmas. Action: MTRM to arrange tour of facility.
7.0
MEETING CLOSED 7.25pm
ITEM 12.1
PAGE 196 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 4 December 2013
ATTACHMENT [8]
MINUTES OF THE DEVONPORT MARITIME & HERITAGE AUTHORITY MEETING HELD AT THE COUNCIL COMMITTEE MEETING ROOMS, FENTON WAY ON WEDNESDAY 04 DECEMBER 2013 COMMENCING AT 4PM PRESENT Directors Ald Lynn Laycock Ald Graham Kent Ray Wright Steve Quinn
Chair Devonport City Council Community Member Community Member
Council Officers Margaret Griggs
Bass Strait Maritime Centre Coordinator (BSMCC)
APOLOGIES Malcolm Reid Lester Jackson
Community Member Community Partnerships Manager
1.0
CONFIRMATION OF MINUTES R. Wright noted the error in item 1.0 of the Minutes which reads that R. Wright moved confirmation of the Minutes. Members confirmed it should read S. Quinn The Authority recommends to Council that the previous minutes, subject to the amendment, of the meeting held 23 October 2013 be received and noted. R. Wright/ M. Reid
2.0
CARRIED
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Storage Issues Carried over. 3.2 Marketing Strategy Members want an overview of the DCC Marketing Plan and how BSMC and Julie Burgess are included. BSMCC reported marketing that was occurring. Members expressed concern that BSMC and Julie Burgess were missing out on valuable opportunities. Limited budget will determine priorities. BSMCC to follow up rotation dates for advertising in Formby Road boxes. BSMCC to follow up and confirm via email that signage at the Devonport Airport was in place. Ald. G. Kent/S. Quinn
CARRIED
3.3 Request for Discount Charges Carried over. 3.4 Sealing of Path Carried over. 3.5 Power Costs Carried over. ITEM 12.1
PAGE 197 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 4 December 2013
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3.6 Simulator Issues Carried over. CORRESPONDENCE 4.1
In/Out Updated list was provided to Authority members and the correspondence was tabled. Discussion of letter received from Arts Tasmania re loan of Princess of Tasmania model for exhibition “21 Objects – 21 Stories: Celebrating Community Collections” to be held in conjunction with the 2014 Museum Australia National Conference. Members resolved to give agreement in principle and Authorised BSMCC to liaise with Arts Tasmania Roving Curators. The inward and outward correspondence be accepted as a true and accurate record. S. Quinn/ Ald. G. Kent
5.0
CARRIED
GENERAL BUSINESS 5.1 Reports 5.1.1 Centre Operations The BSMCC reported on the operations of the Centre to date. 5.1.2 Financial Financial reports were distributed to Authority members. Ald. G. Kent questioned variance in Salaries and Wages. BSMCC to follow up with Finance and email result to members. 5.1.3 Confirmation of All Reports The Authority recommends to Council that all reports under agenda item 5.1 be accepted. R. Wright/S. Quinn
CARRIED
5.2 Julie Burgess 5.2.1 Operations Committee Minutes G. Kent spoke to the report. JBOC decided to support the Port Cygnet 150th Anniversary Regatta and the Royal Yacht Club of Geelong had been advised. 5.2.2 Recommendations from Minutes Nil. 5.2.3 Booklet Launch Scheduled for December 5 at the Devonport Bookshop. 5.2.4 Disability Access Assessment Discussion re risks associated of carrying people with physical and mental disabilities. This will form part of the Risk Assessment which has now been implemented by AMSA and in turn inform the risk management plan for DCC. 5.3 Café
ITEM 12.1
PAGE 198 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 4 December 2013
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5.3.1 Overview Liquor licence granted. Signage erected and menu changed in compliance to the requirements. 5.4 Matters for Discussion/Action 5.4.1 Corporate Plan/Charter Carried over. 5.4.2 Future Development/ Maintenance Covered in Operations Report. 5.4.3 Marketing and Advertising Discussed under agenda item 3.2. 5.4.4 Sponsorship and Donations Nil. 6.0
OTHER BUSINESS Expiry of Members Term of Office Initial 3 years has expired and given that the governance of the BSMC was being reviewed, members resolved to recommend to Devonport City Council that they reappoint the members for a further year. The Devonport Maritime and Heritage Authority recommend that Council reappoint the current members of the Devonport Maritime and Heritage Authority for a further twelve months. R. Wright/S. Quinn
CARRIED
7.0
AGENDA ITEMS FOR NEXT MEETING Nil.
8.0
NEXT MEETING Wednesday 22 January 2013 at 4pm at the Council Committee Meeting Rooms, Fenton Way, Devonport.
Meeting closed at 5.40pm Chair of Board Confirmed……………………………………………………….Date……………………………………..
ITEM 12.1
PAGE 199 Report to Council Meeting on 16 December 2013
12.2
DEVONPORT SPORTS DEVELOPMENT PROGRAM File: 27717 D314911
RELEVANT PORTFOLIO
Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.1.1
Provide and promote appropriate sport, recreation and leisure facilities and programs to meet the changing needs of the community
PURPOSE The Devonport Sports Development Program aims to provide support to both sporting individuals and clubs located within Devonport City through an application process. The sports development program provides a formal pathway to request assistance from Council on a number of levels, including assistance and professional advice and support.
BACKGROUND Devonport City Council identifies an existing adhoc approach in resourcing to clubs and organisations. There is a need to improve the Recreational Planning and to provide a fair and equitable distribution of funds and provide sound financial decision making to align resources to strategic goals and objectives. Currently no consistent recreational development opportunity exists for Devonport Sports Clubs or individuals. This has resulted in an adhoc and inequitable distribution of funds and resources. Sport and Recreation is a highly competitive and resource hungry sector. Traditionally, Council has provided support and resources through a range of strategies including donations, small grants via the Financial Assistance Program and allocated funds towards infrastructure through the Annual Plan and Budget Estimates. It is not uncommon for sporting and recreational clubs/organisations to approach Council on an adhoc basis, which results in Council considering the allocation of resources on a case by case scenario. This has created a culture of inequity and possible over resourcing.
COMMENTARY The Devonport Sports Development Program is divided into two parts: Part A – Club and Organisational Development; a series of documents designed to assist sporting clubs and organisations in club management, budgeting and forward planning; and the Application Kit which provides frequently asked questions regarding the program and the grant application process. Part B – Financial Assistance and Strategic Infrastructure Development Projects:
Travel Assistance Donations – Sport; up to $100.
Small Grant – Sport; up to $3,000 to fund equipment, small infrastructure and club development projects.
Strategic Infrastructure Projects – Sport; major projects over $3,000 that upgrade spectator facilities, address safety risk issues, enhance public amenities (shade, access, and parking) or increase multi-use facilities. ITEM 12.2
PAGE 200 Report to Council Meeting on 16 December 2013
The identification of capital infrastructure requests has historically been generated by individual advisory committees that oversee our sporting precincts. Over the past 12 months the prioritisation of sporting infrastructure capital requests has been submitted to Council after input and feedback from the Strategic Sport and Recreation Special Committee (SSRSC). The SSRSC was established in 2012 to provide direct feedback to Council on the future provision of services and facilities, and strategic direction on the long term planning for Sport and Recreation in the City. The SSRSC currently prioritise Capital infrastructure request, which are then submitted to Council for consideration in the budgetary process. The Sports Development Program provides a formal process for sporting organisations to submit capital infrastructure requests. The Sport and Recreation Coordinator will implement the process, and be the conduit between Council and the sporting sector. The Sports Development pack and forms are attached.
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation. Capital Expenditure The capital expenditure referred to in the Council Report is included in the current Capital Expenditure budget. Long Term Financial Plan The changes in this report will have financial implications into the future and have been factored into the Long Term Financial Plan.
RISK IMPLICATIONS
Financial The Sports Development Program will form part of the Annual budgetary process.
CONCLUSION
The Devonport Sports Development Program will provide support to both sporting individuals and clubs located within Devonport City through an application process. The sports development program provides a formal pathway to request assistance from Council on a number of levels, including assistance and professional advice and support.
ATTACHMENTS 1.
Devonport Sports Development Program
RECOMMENDATION That Council endorse the Sports Development program application process and implement as part of the 2014/15 budgetary process.
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PAGE 256 Report to Council Meeting on 16 December 2013
12.3
ENVIRONMENTAL SUSTAINABILITY STRATEGY File: 28147 D315189
RELEVANT PORTFOLIO
Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 1.1.1
Lead and actively promote the adoption of practices that support the sustainable use of energy and other natural resources by Council, businesses and the community
PURPOSE To adopt the Environmental Sustainability Strategy 2013-2016.
BACKGROUND The 2013-14 Annual Plan and Estimates includes a commitment to develop an Environmental Framework to reduce consumption of natural resources and minimise adverse environmental impacts. An internal working group was established in January 2013 to oversee the development of the strategy. The draft Strategy was endorsed at the August Council (vide Res No 219/13) meeting followed by a six week public consultation period.
COMMENTARY The Environmental Sustainability Strategy provides Devonport City Council with a plan to improve its operational environmental performance and increase community participation as part of the Devonport Strategic Plan 2009-2030. The draft Environmental Sustainability Strategy was placed on public exhibition for a period of six weeks. Following are the survey outcomes, with nine responses received. 1.
66% respondents agreed with the proposed strategic actions with the remainder unsure.
2.
Keeping in mind the proposed outcomes, do you feel there are any outcomes we've missed?
Yes. Paper/cardboard/wood product usage. Section 4 lists a number of natural resources that council uses, except for paper/wood products. In this 'electronic age' of the internet, NBN and PDF files, why do we still need all these paper forms and documents? Council should additionally consider moving towards a 'paperless office' strategy to reduce the burden on timber resources, and its associated environmental impact. Action: Reduction of paper has been included as an action under Strategy 1.
You're not measuring the health of the biodiversity. This is more than the weeds reduced or the trees planted. If we don't select some indicator species then the direction local biodiversity is taking will be unknown. Below the low tide mark needs measurement. Volunteers such as birdwatchers, photographers and dive clubs may assist. Action: Included as part of monitoring environmental KPIs
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PAGE 257 Report to Council Meeting on 16 December 2013
The use of renewable energy - e.g. wind Action: Considered in future retrofitting opportunities.
The feasibility of a link pathway to assist shoppers and promote the health and exercise of the people in Devonport, get people motivated out and about to access the shops by placing push bike rack parking under secure spots to develop the access to shopping in and around the Devonport city, the quote goes "if we build it, they will come", bring a future to Devonport and create a venue for excellence, Devonport will grow with the flow off. Action: To be considered as part of Pedestrian and Cycling Strategies and Living City.
There do not appear to be any stated targets for reduced resource usage - the DCC will report on resource usage each year - so what - it means nothing unless it is measured against historical data and in the context of outputs provided. For example, annual vehicle fuel usage may increase overall, but the Council may have introduced a supported bus service for its residents, or instigated a major works program involving additional travel and use of council equipment. Alternatively, the council may recruit a number of staff with private usage of a vehicle who perhaps choose to live in Launceston and commute daily, increasing fuel usage accordingly. Action: Targets to be developed as part of monitoring performance against the Strategy.
3.
Do you have any further comments/suggestions to make regarding the draft Environmental Sustainability Strategy?
A previous report suggested purchase of electric cars: this is not environmentally or financially sound and Devonport does not have an air pollution problem. Pleased to see it is not in this study. Buy small diesels instead.
There needs to be a couple of free days for green waste, this will stop people using their normal garbage bins. The Troll shop is nothing but a junk heap, the shop is too small it is overcrowded and full of dirty smelly rubbish, the outside area is a disgrace with a lot of things going rusty and getting wrecked because it is not under cover. The whole place needs an overhaul and new people put in there to run it. People will then drop their old wares off and people are more likely to buy things from the shop which in turn will make more money. Comment: Free green waste days currently being investigated Council Res No. 147/13. Council officers to investigate concern regarding appeal of TROLL Shop.
Weed control needs to be cooperative with Main Roads - if weeds are allowed to flourish along highway verges, the control of weeds nearby is difficult - as a rural land owner, we have ongoing problems as ragwort and other noxious weeks are allowed to flourish on road sides. Comment: Council currently collaborates with DIER on weed management issues.
I am passionate about preserving the night sky and am very pleased that the new Harvey Norman Centre has chosen to install the correct full cut-off lighting where all the light is directed to where it needs to be (on the ground) thereby vastly reducing annoying glare. The majority of our city lighting allows a ITEM 12.3
PAGE 258 Report to Council Meeting on 16 December 2013
considerable amount of the produced light to go up into the sky, we call this light pollution. This is to the detriment of our wonderful night sky, native animals, driving and general visibility. If we are to install newer, more efficient LED street lighting we must consider the installation of environmentally friendly, full cut-off fixtures. Action: To be considered in the draft Lighting Strategy.
A critical aspect is looking at the sustainability of furthering the city in 50 years to access what the markets will be but not make a city of concrete, green and beautiful is coexist ant with nature, make an overview of things to come and a plan to address these new avenue areas for the future not just the next 20 years. Action: To be considered in the Devonport Strategic Plan review.
The document is full of motherhood statements - it needs to be more accountable. Action: The development of specific targets will increase the document’s accountability.
A number of the above suggestions have been included in the revised Strategy.
FINANCIAL IMPLICATIONS Operating Budget Actions identified in the short-term are currently allocated in this year’s budget. Medium term actions would require consideration in future budgets. Capital Expenditure A small number of actions will require consideration in future capital budgets. Long Term Financial Plan It is not expected that the Strategy will have a negative impact on the Long Term Financial Plan.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION The Environmental Sustainability Strategy provides Council with a coordinated approach to improving its environmental performance.
ATTACHMENTS 1.
Environmental Sustainability Strategy 2013-2016 version 1
RECOMMENDATION That Council adopt the Environmental Sustainability Strategy 2013-2016.
ITEM 12.3
PAGE 259 Environmental Sustainability Strategy 2013-2016 version 1
ITEM 12.3
ATTACHMENT [1]
PAGE 260 Environmental Sustainability Strategy 2013-2016 version 1
ATTACHMENT [1]
Table of Contents 1.
Purpose .............................................................................................................................. 3
2.
Background ...................................................................................................................... 3
3.
Policy Context................................................................................................................... 3
4.
Strategic Directions .......................................................................................................... 4
5.
Strategic Actions .............................................................................................................. 5
Next Date of Review:
November 2016
Document Controller:
Sustainable Communities Manager
Date Adopted by Council: 15 December 2013
ITEM 12.3
PAGE 261 Environmental Sustainability Strategy 2013-2016 version 1
ATTACHMENT [1]
1. Purpose The Environmental Sustainability Strategy provides Devonport City Council with a plan to improve its operational environmental performance and increase community participation as part of the Devonport Strategic Plan 2009-2030.
2. Background Council is a significant consumer of natural resources. In the 2011/12 financial year the Council consumed: 68,000 litres of Petrol (vehicle fleet) at a cost of $91,227 217,092 litres of Diesel (vehicle fleet) at a cost of $321,162 1,298,993 kilowatt hours of Electricity (Council buildings) at a cost of $298,836 1,766,409 kilowatt hours Electricity usage (Street lighting) $406,385 818 gigalitres of water usage at a cost of $219,100 The Council disposed of 13,592 tonnes of waste to landfill at a cost of $1,224,280. (Note this was approximately 100 tonnes less than the previous year, with resultant savings). While Council has in recent years commenced addressing our environmental footprint (see Attachment A), Council recognises that a more consisted approach is required. The 2013-14 Council Annual Plan and Estimates includes a commitment to develop an Environmental Framework to reduce consumption of natural resources and minimise adverse environmental impacts. An internal working group was established in January 2013 to oversee the development of the strategy with a draft released for public consultation in October 2013.
3.
Policy Context
The overarching strategic framework for guiding the implementation of this strategy is the Devonport Strategic Plan 2009-2030. The following outcomes and strategies from the Plan have informed the development of proposed actions. Goal 1 - Living Lightly on our Environment Outcome
Strategy
1.1 Devonport is an energy efficient City
1.1.1 Lead and actively promote the adoption of practices that support the sustainable use of energy and other natural resources by Council, businesses and the community 1.2.1 Support the conservation and maintenance of biodiversity corridors including coastal landscapes and preserve areas of remnant vegetation 1.3.1 Identify and implement initiatives to educate and encourage our citizens on opportunities to “live lightly” 1.5.1 Lead and promote water conservation and re-use initiatives within Council and to the community
1.2 Sustainability is promoted and integrated across all sectors 1.3 Devonport is aware and active on how to live lightly 1.5 Water is actively conserved
ITEM 12.3
PAGE 262 Environmental Sustainability Strategy 2013-2016 version 1
ATTACHMENT [1]
A number of additional plans and legislation inform this Strategy. Devonport City Council Energy Efficiency Strategy 2013 Devonport City Council Open Space Strategy 2013 Devonport City Council Weed Strategy 2012 Devonport City Council Stormwater Strategy 2012 Parks, Gardens and Reserves By-Law 2007 Devonport City Council Fire Management Plans 2004 (the Don and Kelcey Tier Greenbelt) The Environmental Management and Pollution Control Act 1994
4. Strategic Directions There are five key directions in which Devonport City Council will act to improve its environmental performance. 1. Protect and enhance the environment through a range of initiatives; 2. Improve communication and environmental information across Council; 3. Ensure that environmental sustainability criteria are incorporated into the Council’s procurement processes; 4. Improve community participation and awareness of how to live lightly on the environment; and 5. Monitor progress against environmental KPIs. A range of actions has been developed to assist in meeting the strategic directions listed above. Following is an action plan which includes identification of Departmental responsibilities, timeframes and identification of financial resources required. Timeframes Short Term: within 12 months Medium Term: within 2-3 years On-going: for the entire duration of the Sustainability Strategy Resources Required A-OPEX: Annual Operational Expenditure – staffing or operational resource allocated as part of the annual plan. F-OPEX:
Future Operational Expenditure – identified increased requirements for future consideration in annual allocation.
A- CAPEX:
2013/14 allocated capital expenditure – identified infrastructure requirements of Council.
F-CAPEX:
Future capital expenditure – identified infrastructure requirements of Council. ITEM 12.3
PAGE 263 Environmental Sustainability Strategy 2013-2016 version 1
ATTACHMENT [1]
5. Strategic Actions Strategy 1. Protect and enhance the environment through a range of initiatives
Action
Responsibility
Time Frame
Resources
Investigate the development of Biodiversity Plan
Sustainable Communities
Medium term
A-OPEX
Prepare an Environmental Management Plan for Kelcey Tier Green-Belt Update the Don Reserve Environmental Management Plan Inspect bushland in regards to track maintenance, fire management, weed issues and respond to damage reports Provide NRM projects for job placement organisations Identify ways to reduce energy, fuel, water and paper usage; and waste to landfill Understand and assess climate risks and develop minimisation and adaptation responses Develop a Waste Strategy
Sustainable Communities
Short term
A-OPEX
Sustainable Communities Sustainable Communities
Short term On going
A-OPEX A-OPEX
Sustainable Communities All Departments
On going On going
A-OPEX A-OPEX
Technical and Finance Sustainable Communities Sustainable Communities All Departments Sustainable Communities
Short term
A-OPEX
Short term
A-OPEX
On-going
A-OPEX
All Departments
On-going
A-OPEX
Action
Responsibility
Time Frame
Resources
Regular meetings held of the Environmental Internal Working Group Establish an Environmental Committee of Council comprising community stakeholders Ensure interdepartmental liaison in regard to biodiversity related planning issues
Sustainable Communities All Departments Sustainable Communities
On going
A-OPEX
On going
A-OPEX
Sustainable Communities Development & Health Services Sustainable Communities
Short term
A-OPEX
On going
A-OPEX
Apply for relevant grants – e.g. energy efficiency, biodiversity conservation Where possible, work regionally on environmental management and biodiversity conservation issues
Strategy 2. Improve communication and availability of environmental information across Council
Provide advice on natural resource management (NRM) issues relating for planning applications, capital works and
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ATTACHMENT [1]
maintenance projects Review available environmental information to inform relevant State, Federal Government agencies in relation to mapping of weeds, high risk heritage trees, endangered species, bird and plant lists for reserves Ensure environmental information is made available to all Departments of Council Develop a tool to prepare whole of life costings for tenders
Strategy 3. Ensure that environmental sustainability criteria is incorporated into procurement processes
Sustainable Communities
Medium term
A-OPEX
Sustainable Communities City Infrastructure Finance City Infrastructure
Short term
A-OPEX
Short term
A-OPEX
Action
Responsibility
Time Frame
Resources
Office paper to have PECF or Forest Stewardship Council certification Water appliances have a minimum 4 star WELS rating
All Departments
On going
A-OPEX
All Departments
On going
A-OPEX
Electrical appliances to have a minimum 4 star Minimum Energy Performance Scheme. Review and update the Code of Tenders and Contracts (CP 009 V3) for written quotations for items of value between $10,000 and $100,000 to include length of warranty, energy/water use where applicable and end of life disposal method.
All Departments
On going
City Infrastructure
Short term
A-OPEX F-CAPEX F-CAPEX
Review and update the Code of Tenders and Contracts (CP 009 V3) when undertaking tenders for products/services with a value of over $100,000 to ensure energy and water efficiency, environmental impacts and end of life disposal method are considered.
City Infrastructure
Short term
F-CAPEX
ITEM 12.3
PAGE 265 Environmental Sustainability Strategy 2013-2016 version 1
Strategy 4. Enhanced community participation and awareness of how to live lightly on the environment
Strategy 5. Monitor progress against environmental KPIs
ATTACHMENT [1]
Action
Responsibility
Time Frame
Resources
Conduct events for National Tree Day, Clean Up Australia Day, Coastcare Week, Biodiversity Month and other relevant celebrations Work with the Arboretum and Central North Wildlife Care & Rescue to implement Partnership Agreements Work with environmental volunteer groups, coordinate projects where necessary Develop and deliver school education programs, including visits to the Spreyton Waste Transfer Station Provide information on how households can reduce their energy and water usage Provide information on how to look after Devonport’s significant bushland, how to reduce fires, and how to avoid planting potential weeds in your garden Deliver range of exhibitions/events to promote the natural environment and the coastal region Work in partnership with Lifeline to promote the Troll Shop Provide information to the community on Council’s recycling program
Sustainable Communities
On going
A-OPEX
Sustainable Communities
A-OPEX
Sustainable Communities
On going (three years) On going
Sustainable Communities
On going
A-OPEX
Sustainable Communities
Short term
A-OPEX
Sustainable Communities
Short term
A-OPEX
Sustainable Communities
On going
A-OPEX
Operations Sustainable Communities Operations
On going Short term
A-OPEX A-OPEX
Action
Responsibility
Time Frame
Resources
Report annually against the following environmental KPIs: Petrol & diesel usage Natural gas and electricity consumption Amount of renewable energy produced Water usage Total weight of waste Develop relevant indictors to measure biodiversity health Include environmental data in the Council Annual Report Prepare a paper to Council annually on trends in relation to the key environmental KPIs
Sustainable Communities Operations City Infrastructure
On going
A-OPEX
Sustainable Communities Sustainable Communities
On going Medium term
A-OPEX A-OPEX
ITEM 12.3
A-OPEX
PAGE 266 Environmental Sustainability Strategy 2013-2016 version 1
ATTACHMENT [1]
Attachment A – Devonport City Council measures 2011-2013 to reduce resource use and adverse environmental impacts Downlight renewal program – replace halogen fittings with LED fittings at the Devonport Entertainment & Convention Centre. Conversion of electric hot water heating to gas at the Devonport Oval. Replacement of inefficient convection/column and fan heating methods with heap pump installations at the office of Devonport Basketball (Devonport Recreation Centre). Timer controls installed to hot water storage/boiling units at the Best St Council office. Installation of light and sensor motions in toilet blocks and Council offices. Installation of solar lighting at Horsehead Creek. Purchase of multifunctional devices as part of office equipment rationalization. Purchase of smaller and more fuel efficient vehicles. Design and installation of energy efficient metal halide lighting within Stewart St redevelopment. Removal of every second fluorescent tube in lights at Best St Council office. The upgrade of the Aquatic Centre includes a number of environmental features including cogeneration, rainwater harvesting, energy efficient lighting, programmable lighting, water efficient showers, toilets, urinals, pool and gym HVAC energy recovery systems, cycling facilities, energy efficient pipe work, environmentally sensitive landscaping. Council has three Home Energy Audit Kits available to residents to identify ways to save energy in the home. Council agendas and papers are sent out electronically rather than being printed for Aldermen. Default double sided and black and white printing to reduce paper usage and save on coloured ink. Energy audits undertaken at three Council buildings to identify savings measures – Best St Council office, the Devonport Entertainment and Convention Centre, and Devonport Recreation Centre. Provision of recycling and reuse facilities at the Spreyton Transfer Station, including the TROLL Resource Recovery Shop. ITEM 12.3
PAGE 267 Environmental Sustainability Strategy 2013-2016 version 1
ATTACHMENT [1]
Kerbside recycling of paper, cardboard and plastic containers. Storage and reuse of materials at Council’s Operations Centre. Establishment of reserve at 39 Clayton Drive for the translocation of burrowing crayfish Engaeus granulatus at 39 Clayton Drive. Negotiated extra width buffer zone along the creek to the east (Jiloa Way subdivision) to provide a fire break and access for maintenance. Concentrated effort at Gorse removal in bushland areas to improve biodiversity and reduce fire risk, resulting in Gorse zone change from B to A under the Tasmanian Weed Management Act 2009. Environmental weed removal from Don Reserve. Habitat creation for burrowing crayfish near the Miandetta pond. Low cost experimental project proving successful with people involved in similar work with threatened species seeking demonstration. Creation of Turner Wetlands Reserve during a subdivision application at Langslow Drive, thus saving some unique remnant vegetation and protecting a large burrowing crayfish colony. Annual tree planting and sponsorships for schools to attend, resulting in education and biodiversity improvements mainly in our riparian areas. Beach Watch project initiated by Cradle Coast NRM, piloted in Devonport. Clean Up and survey of beaches in the Devonport area, engaging new groups and schools. Removal of one kilometre of willows and replanting with native vegetation along the Don River (south of the highway). Improvement to river flow, biodiversity and habitat improvement for giant freshwater crayfish.
ITEM 12.3
PAGE 268 Report to Council Meeting on 16 December 2013
12.4
DEVONPORT DOLLARS File: 28793 D315464
RELEVANT PORTFOLIO
Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 3.1.1
Market and promote the City and its potential as a Regional business hub
PURPOSE
To seek endorsement from Council to cease distribution and promotion of Devonport Dollars.
BACKGROUND Devonport Dollars are a retail driven initiative using a “gift card “style form of currency titled Devonport Dollars. Devonport Dollars are available for purchase from Devonport Council and can be redeemed at a number of retail outlets throughout the City. Devonport Dollars has been promoted through the retail sector, formerly under the control of Devonport Commercial promotions, and more recently through the Marketing and Events department of Council, and through the Visitor Information Centre. The brand recognition and retail acceptance for Devonport Dollars has continually diminished, in particular over the last 3 years. Promotional funds have been allocated to the distribution, marketing and implementation of Devonport Dollars as part of the operational budget of the Marketing and events unit, under direction from the Devonport City Focus committee. Council Officers met with the retail subcommittee of the Devonport Chamber of Commerce and Industry to gauge feedback and direction on the future of Devonport Dollars. The information received from the Committee recommended that promotional funds allocated to Devonport Dollars be reallocated to alternative promotions. At the 21 January 2013 Council meeting, Council resolved (Vide Resolution 14/13) “ that a report be prepared on the Devonport Dollars promotion and presented to elected members for discussion at a workshop in the near future“. A workshop was undertaken with elected members on 9 December 2013.
COMMENTARY Feedback received from the industry, chamber of commerce and city focus committee, combined with an internal review, have identified a number of deficiencies with Devonport Dollars.
In the 2012/13 financial year, $5,000 was expended on Devonport Dollar promotional advertising. Only $1,500 worth of Devonport Dollars was redeemed in this period.
The feedback and direction received from the industry and business sector is that there is a low Return on investment in terms of branding, and financial return through consumer foot traffic from Devonport Dollars.
ITEM 12.4
PAGE 269 Report to Council Meeting on 16 December 2013
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation. Long Term Financial Plan The changes in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Communication/Reputation Any changes made regarding Devonport Dollars will need to incorporate a communication plan and strategy to inform relevant stakeholders and the community.
CONCLUSION The business and retail sector do not perceive an economic benefit exists from the implementation and execution of Devonport dollars.
ATTACHMENTS Nil
RECOMMENDATION That Council cease the promotion and implementation of Devonport Dollars, and phase the concept out over the next 6 months.
ITEM 12.4
PAGE 270 Report to Council Meeting on 16 December 2013
13.0
TECHNICAL AND FINANCE REPORTS
13.1
CAPITAL WORKS REPORT File: 26405 D314688
RELEVANT PORTFOLIO
Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.5
Develop and maintain a long term Capital Improvement Program
PURPOSE To inform Council of the progress on the Capital Works Program.
BACKGROUND The attachment to this report is a summary view of the current status of Council’s 2013/14 Capital Works program. The program does not depict preconstruction tasks which occur before work starts on site (i.e. design, consultation, tendering etc). This representation allows a clearer picture of when physical site construction is planned to start/finish for a particular project and also provide an indication of actual progress against what was planned. The construction works and capital purchases programming will be reviewed at the end of December to reflect changes in scheduled priorities.
COMMENTARY
Council has approved a $17,126,515 capital expenditure budget for 2013/14. The recent improved weather has allowed construction activity to be a key focus resulting in multiple project commencements and completions. Recently completed projects include River Road Pedestrian Safety, Police Station Demolition, William Street footpath, William Street Reconstruction, Waverley Road Drainage, and Litter Bin replacements. Pit Replacements, Reg Hope Park (garden barrier), Cycleway reseal, reseal preparation Aquatic Centre access road upgrade, manhole lid replacement and the walking track renewal are now in an advanced stage of construction. Recent project commencements include the reseal hotmix works, POS furniture replacement, and the Bluff walking track (Aitkenhead Point) renewal. There are a number of projects on track to commence after the New Year. The following commentary concerning the Devonport Aquatic Centre reflects progress at the time of preparing this report. At this time the indications are that progress will achieve completion by the December deadline. The final fit out tasks and commissioning activities are in progress at the Aquatic Centre. The indoor and outdoor pools are being filled with water and commissioning work is in progress. The car park and external site works including concrete concourse, landscaping, paths, kerbs and paving works are all well advanced. The outdoor splash pad and children’s water play is almost complete. The pool operator is overseeing the final touches and fit out of operational equipment within the north block. Progress related to the Pool Hall includes final application of Monotek surfacing and fit out of partitions, seating, lane ropes, handrails and water features. Other ITEM 13.1
PAGE 271 Report to Council Meeting on 16 December 2013
final tasks include cleaning and the installation of signage. At the time of preparing this report these tasks were all noted and planned to commence. The fleet, plant and equipment replacement programs are progressing with planning and purchasing arrangements for a number of items completed. The IT and furniture and fittings purchases are out of set with the program but procurement will likely occur well before 30 June. Council Officers will shortly undertake a quarterly (December) review of the capital works program to assess progress and align projects with changes in priority and to reflect external influences which is not reflective of current programming.
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact (or variance to approved budget) on the Councils’ operating budget as a result of this recommendation. Capital Expenditure The capital expenditure referred to in the Council Report is included in the current Capital Expenditure budget. Long Term Financial Plan The changes in this report will not have any significant impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Work Health and Safety Projects within the capital program include activities designated as High Risk under the Model Work Health and Safety Regulations Part 6.1, R291. Hazard identification, risk assessment and development of safe systems of work are required to be carried out on all projects.
Assets, Property and Infrastructure The program delivery is essential to mitigation of the identified risks associated with asset renewal strategies.
Contractual/Legal Contract management of consultants and contractors is carried out in accordance with developed policy, procedures and the Code for Tenders and Contracts.
Financial Capital works program expenditure is reviewed monthly with projections of expenditure provided for minimisation of financial risk.
Professional Indemnity/Public Liability Contracts for consulting and contracting include clauses to mitigate risks.
CONCLUSION The 2013/14 Capital Works program is well underway with design and associated tasks progressing on a range of projects. Despite some minor weather delays construction activities are progressing generally in accord with the program.
ATTACHMENTS 1.
Capital Works Program - December 2013
ITEM 13.1
PAGE 272 Report to Council Meeting on 16 December 2013
RECOMMENDATION That the progress report on the 2013/2014 Capital Works Program be noted.
ITEM 13.1
PAGE 273 Capital Works Program - December 2013
ATTACHMENT [1]
ITEM 13.1
PAGE 274 Capital Works Program - December 2013
ATTACHMENT [1]
ITEM 13.1
PAGE 275 Report to Council Meeting on 16 December 2013
13.2
TASMANIAN SUBDIVISION GUIDELINES File: 26998 D314732
RELEVANT PORTFOLIO
Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.4.4
Provide professional administrative services to support effective and efficient operations
PURPOSE
To seek Council endorsement of the recently released Tasmanian Subdivision Guidelines (October 2013) applying to engineering assessment and development conditions associated with subdivision applications.
BACKGROUND The Devonport City Council has recently been in receipt of an invitation from LGAT (refer to attachment 1) to adopt state-wide subdivision guideline document. The aim is to encourage Tasmanian Councils to accept the Tasmanian Subdivision Guidelines (refer to attachment 2) as a standard reference. The document states minimum standards for use in setting development conditions for the design and construction of roads and utilities as per the relevant statutory requirements (including Drains Act 1954 and Local Government Act Highways 1982). Additionally, this document outlines the process to be followed during the construction of civil works, audit inspections, practical completion of works, defects liability period and final take-over of the roads and civil works. The Guidelines were initially developed through the efforts of a working group comprised of representatives from the North and North-West regions. However, since the document has been drafted twenty councils across all three regions have indicated their intention to adopt these guidelines. The Devonport City Council was represented on the working group and took an active role in the review process. The intended outcome of adopting Tasmanian Subdivision Guidelines is to guide a uniform approach and conditions for development assessment. The collective endorsement and support of the Tasmanian Subdivision Guidelines by Tasmanian local government represents an opportunity to take a significant step towards achieving consistency in relation to engineering and development standards within Tasmania. Most responding Councils have nominated relevant departures which have been listed in the document's appendices.
COMMENTARY The Local Government Association of Tasmania (LGAT) has taken a lead role in advocating the adoption of the Tasmanian Subdivision Guidelines by Local Government. The Tasmanian Subdivision Guidelines have been placed on the Association's website at; http://www.lgat.tas.gov.au/page.aspx?u=658 The nominated departures which apply to the Devonport City Council’s use of the guidelines generally relate to stormwater and road matters. There are also nominated and specific requirements for geotechnical assessment, road pavement design and engineering tests. The stated departures are not considered too onerous for developers ITEM 13.2
PAGE 276 Report to Council Meeting on 16 December 2013
and are generally to ensure consistency with Council’s existing adopted strategies. A noted future change related to the Devonport City Council departures is located in Appendix 4 “Fee Structure for Engineering Plan Approval and Audit Inspections”. It is planned to amend the current document reference to stated dollar amounts for assessment and inspection and replace this with a reference to Council’s Annual Plan and the adopted fees and charges. This will ensure information always remains current. The key benefits of Council endorsement of the Tasmanian Subdivision Guidelines for subdivisional development are: -
Tasmanian Subdivision Guidelines and development requirements will be consistent from one Local Government area to another;
-
Engineering development assessments will be streamlined through common use and referencing of development conditions. The Tasmanian Subdivision Guidelines will be complimented by the recently adopted IPWEA standard drawings.
-
The Guidelines can be read in conjunction with and help clarify information contained within the recently adopted standard drawings.
It is planned to undertake a review of the Tasmanian Subdivision Guidelines three month after release (likely around February 2014) and a subsequent review every second year. Given this is the case; it is recommended that Council endorse the draft Tasmanian Subdivision Guidelines presented in this report and any amendments resulting from the future review process.
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation. Long Term Financial Plan The changes in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Political/Governance The use of approved technical/infrastructure documents ensures a consistent requirement by Local Government, thus reducing the risk of developers claiming Council is imposing unfair conditions or requirements related to development proposals.
Assets, Property and Infrastructure The Tasmanian Subdivision Guidelines will assist Council in delivering and constructing infrastructure which is fit for purpose and mitigates risk.
Contractual/Legal The use of Tasmanian Subdivision Guidelines provides a reference standard which reduces the risk of disagreement and dispute related to technical matters.
Communication/Reputation Consistent local government development conditions will allow Council to communicate more effectively thereby reducing the risk of misunderstanding.
CONCLUSION The Tasmanian Subdivision Guidelines (October 2013) presented with this report have been carefully reviewed and prepared to provide a reference document which will ITEM 13.2
PAGE 277 Report to Council Meeting on 16 December 2013
substantially meet the needs of Local Government within Tasmania. The Guidelines will allow Local Government authorities to be consistent in the referencing of technical requirements and conditions associated with subdivision developments. The information will also allow Councils to fulfil their statutory obligations and assist in achieving a more consistent approach to infrastructure management within the Local Government sector.
ATTACHMENTS 1.
LGAT Letter of Invitation
2.
Tasmanian Subdivision Guidelines
RECOMMENDATION That Council note the information contained in this report and endorse the Tasmanian Subdivision Guidelines (October 2013) and any future amendments.
ITEM 13.2
PAGE 278 LGAT Letter of Invitation
ATTACHMENT [1]
ITEM 13.2
PAGE 279 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 280 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 281 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 282 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 283 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 284 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 285 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 286 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 287 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 288 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 289 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 290 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 291 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 292 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 293 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 294 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 295 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 296 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 297 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 298 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 299 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 300 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 301 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 302 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 303 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 304 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 305 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 306 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 307 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 308 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 309 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 310 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 311 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 312 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 313 Tasmanian Subdivision Guidelines
ATTACHMENT [2]
ITEM 13.2
PAGE 314 Report to Council Meeting on 16 December 2013
13.3
FINANCE REPORT FOR NOVEMBER 2013 File: 26544D314971
RELEVANT PORTFOLIO
Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.1
Provide financial services to support Council's operations and meet reporting and accountability requirements
PURPOSE
To report the details of Council’s financial position and operational outcomes against budget for the current financial year.
BACKGROUND Monthly financial reports are provided to Council for information purposes.
COMMENTARY The attached report provides an overview of Council’s financial position and year to date operating result as of 30 November 2013. Included in the report are the following: Financial Summary – This report provides an overview of Council’s Operational and Capital Income and Expenditure, along with details on cash position and Debtors information for the reporting period. Summarised Operating Report – This report provides a summary of operational income and expenditure for the period to date compared to both the YTD Budget and Annual Budget. Financial Charts – These charts provide a visual representation of year to date Income and Expenditure compared to budget and prior year, plus a Capital Expenditure chart which demonstrates the progress of the current year capital plan against budget and prior year capital plan information for reference. Balance Sheet Report – This report provides a snapshot of Council’s financial position at the end of the reporting period. Capital Expenditure Report – This report provides a list of all approved capital expenditure projects with their allocated budget, YTD expenditure and forecast expenditure including commentary in relation to budget variances, as well as whole of project budget and cost for those projects which span more than one financial year.
FINANCIAL IMPLICATIONS There are no financial implications arising from the presentation of this report. The report is provided for the information of Aldermen.
RISK IMPLICATIONS
Financial
ITEM 13.3
PAGE 315 Report to Council Meeting on 16 December 2013
Inaccurate financial information being provided to Aldermen could lead to poor financial decision making.
CONCLUSION The monthly financial report provides an overview of Council’s operating result and financial position at the end of the reporting period.
ATTACHMENTS 1.
Finance Report 30 November Attachment
2.
Finance Report Attachment 2 - Capital Works Report November
RECOMMENDATION That the Finance Report for November 2013 be noted.
ITEM 13.3
PAGE 316 Finance Report 30 November Attachment
ATTACHMENT [1]
ITEM 13.3
PAGE 317 Finance Report 30 November Attachment
ATTACHMENT [1]
SUMMARISED OPERATING REPORT YTD to 30 November 2013 YTD Budget
Actual
YTD Variance $ %
Full Budget 2014
INCOME Rates and Service Charges
Note 25,658,150
25,704,499
46,349
0.2%
25,838,150
2,610,021
2,582,223
(27,798)
-1.1%
6,222,705
628,000
613,233
(14,768)
-2.4%
1,170,000
23,854
27,186
3,332
14.0%
57,250
Investment Revenue
741,896
881,454
139,558
18.8%
2,040,550
Other Revenue
215,122
264,852
49,731
23.1%
550,870
29,877,043
30,073,447
196,404
0.7%
35,879,525
Employee Benefits
5,315,510
5,304,757
10,754
0.2%
12,681,877
Materials and Services
4,716,658
4,358,685
357,973
7.6%
11,464,870
Depreciation
3,677,400
3,550,081
127,319
3.5%
9,027,800
150,603
178,496
(27,893)
-18.5%
1,102,559
1,197,865
1,208,616
(10,752)
-0.9%
2,818,727
632,533
854,335
(221,802)
-35.1%
(519,024)
(388,083)
(130,941)
25.2%
Fees and User Charges Grants - Operating Contributions - Operating
TOTAL INCOME
P P P P O O
1 2
EXPENSES
Financial Costs Levies & Taxes Other Expenses Internal Charges and Recoveries
TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT)
999,700 (1,245,658)
15,171,544
15,066,886
104,658
0.7%
36,849,875
14,705,498
15,006,561
301,062
2.0%
(970,350)
1,993,185
3,481,126
1,487,941
74.7%
4,784,009
104,167
472,066
367,899
353.2%
250,000
P O O O P O O
3 4 5 6 7
CAPITAL ITEMS Grants - Capital Contributions - Capital Gain / Loss on Disposal of Assets
TOTAL CAPITAL ITEMS NET SURPLUS / (DEFICIT) Own Source Revenue:
-
(2,216,325)
(2,216,325) #DIV/0!
-
2,097,352
1,736,867
(360,485)
-17.2%
5,034,009
16,802,850
16,743,428
(59,422)
-0.4%
4,063,659
97.8%
97.9%
O O O
8 9 10
96.6%
Indicator: Variance is less than 10% and dollar variance threshold from budget and is within acceptable limits Variance is greater than 10% and/or $125000 threshold from budget and requires explanation
P O
Note Commentary 1 Interest income is higher than budget as a result of the opening investment balances being approximately $2M higher than budget. Above budget interest rates have also contributed to the gain. A forecast adjustment has been made for this. 2 Other revenue shows a favourable variation against budget and mainly relates to recoveries from MPES being higher than anticipated. MPES recoveries are difficult to predict and the variation will be monitored to determine if a future forecast adjustment is warranted. The gain partially offset the the loss in bad debts expense reported in other expenses. 3 Expenditure on materials and services continues to be less than budget however expenditure is showing signs of realignment with budget and is expected to more closely align with budget as the year progresses. The favourable variation is due mainly to below budget expenditure on general materials, major maintenance , landfill services and consultants partially offset by above budget expenditure on contractors. 4 The majority of the depreciation gain relates to urban roads and the delayed capitalisation of the Bass Strait Maritime Centre and these gains are partly offset in property management due to depreciation on the Living City buildings. 5 Financial costs are above budget due to an interest payment related to the Living City project. Expected to realign as the year progresses. 6 Other expenses are currently above budget and relate mainly to the write off of parking and animal infringements that have been referred to MPES for recovery and the unbudgeted additional rates remission provided to higher valued properties. It is expected that the infringement write off costs will be partially offset through future MPES recoveries reported in other income. 7 Internal charges and recoveries are currently behind budget as a result of fewer labour hours being capitalised than budgeted. 8 The favourable variation relates mainly to the funding received for the indoor aquatic centre and the variation is expected to realign with budget as the year progresses. 9 Capital contributions are difficult to predict as they relate to timing of subdivisions being completed and Council taking over the road and infrastructure assets from developers. In July a significant subdivision was completed in George Street which contributed $380K in infrastructure assets to Council's control. Capital contributions do not form part of Council's operating budget , therefore no forecast adjustment has been made in relation to this. 10 Gain /loss on disposal on assets is difficult to predict and avoided wherever possible. The majority of the loss relates to the November write-off of a number of sporting facility assets that were deemed not to be in control of Council. This action follows the Tas Audit Office recommendation that Council should not recognise such assets that are not under Council control or do not provide economic benefit to Council. Gain / loss on disposal is not part of the operating budget and consequently no forecast adjustment has been made.
ITEM 13.3
PAGE 318 Finance Report 30 November Attachment
ATTACHMENT [1]
FINANCIAL CHARTS
Year to Date to end of 30 November 2013
Income Analysis 30,000,000 25,000,000
$ Income
20,000,000
15,000,000 10,000,000 5,000,000
-
Rates & Utility Charges
Fees & Charges
Grants
Contributions
Other Income
27,186
Dividends and Other Investment Income 881,454
2014 YTD
25,704,499
2,582,223
613,233
Bud YTD
25,658,150
2,610,021
628,000
23,854
741,896
2013 YTD
24,738,774
2,251,621
644,132
215,122
23,885
435,638
423,017
264,852
Expenditure Analysis 6,000,000 5,000,000
$ Expenditure
4,000,000
3,000,000 2,000,000 1,000,000
(1,000,000)
Materials & Services 4,358,685
Depreciation
Finance Costs
Levies & Taxes
2014 YTD
Employee Benefits 5,304,757
1,208,616
Other Expenses 854,335
Internal Charges (388,083)
3,550,081
178,496
Bud YTD
5,315,510
4,716,658
3,677,400
150,603
2013 YTD
5,240,271
4,102,852
3,627,816
143,030
1,197,865
632,533
(519,024)
1,083,182
580,188
(415,128)
Capital Expenditure - $'000 $18,000
Accumulated Expenditure - $'000
$16,000 $14,000
$12,000 $10,000 $8,000
$6,000 $4,000 $2,000 $0
Start
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
2014 Budget
-
191
1,576
3,304
4,756
6,778
8,477
9,678
10,582
11,956
12,503
14,329
17,127
2014 Actual
-
153
1,557
3,038
4,626
6,161
2013 Actual
-
134
645
1,406
1,946
3,207
4,126
4,663
5,538
7,547
8,347
11,018
15,109
ITEM 13.3
PAGE 319 Finance Report 30 November Attachment
ATTACHMENT [1]
BALANCE SHEET REPORT
As at 30 November 2013 30 Nov 2013
30 Jun 2013
2,783 314,032 16,042,339 9,738,489 53,484 2,987,676 2,830 53,112 192,142 29,386,887
492,166 308,677 13,325,430 356,962 133,706 239,483 615 64,777 210,845 90,583 272,273 15,495,516
2,637,217 77,873,779 596,697,316 (235,505,838) 17,168,792 458,871,266
2,637,217 77,873,779 598,806,573 (234,886,903) 13,555,480 457,986,146
488,258,153
473,481,662
1,238,052 264,146 315,549 1,164,756 1,261,122 1,073,856 5,317,480
524,266 2,880,469 303,860 1,164,756 1,198,075 1,053,857 7,125,283
Loans - Non-Current Long Service Leave - Non-Current
17,843,274 433,770 18,277,044
18,020,148 433,770 18,453,918
Total Liabilities
23,594,524
25,579,201
464,663,629
447,902,461
262,527,750 1,007,330 1,476,874 182,908,247 15,006,561 1,736,867
262,510,010 1,007,330 1,476,874 178,324,057 791,745 3,792,445
Total Equity
464,663,629
447,902,461
Current Ratio:
5.53
2.17
Current Assets Cash at Bank and On Hand Trust Deposits Cash Investments Receivables - Rates and Utility Charges Receivables - Infringements Receivables - Sundry Receivables - Planning & Health Loans Receivable - Current Accrued Revenue Prepayments Net GST Receivable
Non Current Assets Loans Receivable - Non-Current Dulverton Regional Waste Management Authority Cradle Mountain Water Property, Plant & Equipment Accumulated Depreciation - PP&E Capital Work in Progress
Total Assets Current Liabilities Trade Creditors Accruals Trust Liability Loans - Current Annual Leave Long Service Leave - Current
Non Current Liabilities
Net Assets Equity Asset Revaluation Reserve Asset Revaluation Reserve - Associates Other Reserves Accumulated Surplus Operating Surplus / (Deficit) Capital Surplus / (Deficit)
The Current ratio indicates Council's ability to pay its debts as and when they become due. A ratio of one or higher is required for the entity to remain solvent.
ITEM 13.3
PAGE 320 Finance Report Attachment 2 - Capital Works Report November
ATTACHMENT [2]
Capital Expenditure Report As at 30 November 2013
Prior Budget Prior Actual $
$
2014 Budget
2014 Actual
2014 Forecast
$
$
$
Commentary
Open Space & Recreation CP0021
Aquatic Centre - indoor facility stage 3
CP0039
Mersey Bluff Car park Extension
7,379,232
7,379,232
6,771,668
3,747,169
6,771,668
9,656
9,656
110,344
108,114
CP0047
110,344
Meercropf Part Toilet / Change Rooms
10,000
-
10,000
-
10,000
CP0061
Devonport Recreation Centre Security
229
119,771
37,653
119,771
CP0065
BBQ Replacements
CP0066
Bluff Road walking track renewal
CP0067 CP0068 CP0069
Cemetery land purchase
CP0070
Cradle Mountain Water - meter consolidation
CP0073
Devonport Rec Centre - RCD protection to switchboards
CP0074
229
18,500
18,050
18,500
122,500
8,378
122,500
Byard park lighting for training
52,500
-
52,500
Cemetery conservation - head stone remedial works
60,000
-
1,000,000
60,000
220
1,000,000
60,000
88
60,000
10,000
5,527
10,000
Devonport Rec Centre - Stadium Lighting Renewal
33,100
26,113
33,100
CP0075
Fitness equipment East Devonport
60,000
-
60,000
CP0076
Girdlestone Park - EDFC reclad roof
15,000
-
15,000
CP0077
Girdlestone Park - Arnold Richardson grandstand
70,000
-
70,000
CP0078
Lovett St Soccer - Synthetic Turf to 3 goal mouths
39,600
-
39,600
CP0079
Madden St Playground - softfall remediation
11,500
11,500
CP0080
Pioneer Park - enhancement
47,000
41
CP0081
Reg Hope Park - Safety bollards
8,000
1,714
8,000
CP0082
Victoria Parade - energy efficent lighting renewal south of cenotaph 29,500
-
29,500
CP0083
Cycle ways hotmix overlay program - TBC
63,900
18,128
63,900
CP0084
22,100
895
22,100
CP0085
Cycling Network Strategy Action Plan Year 2 - East Devonport Connections Litter Bins (Mall and other locations)
15,000
19,045
CP0086
Mersey Vale Master Plan works
229,864
39,736
229,864
CP0087
Open Space Management Plans Program
50,000
1,183
50,000
CP0088
POS Furniture Replacement Program
12,000
869
12,000
CP0089
Public Art - Stage 1 (2013/2014)
10,000
-
10,000
CP0090
Signage Strategy Implementation - Year 2
52,500
2,504
52,500
CP0091
Walking Track Remediation - renewal program
40,000
7,521
40,000
9,144,347
4,042,949
9,148,392
70,136
70,136
47,000
19,045 Additional cost for unbudgeted solar bin installation
Proceeds on disposal of assets Total Open Space & Recreation
7,469,253
7,459,253
ITEM 13.3
PAGE 321 Finance Report Attachment 2 - Capital Works Report November
ATTACHMENT [2]
Capital Expenditure Report Prior Budget Prior Actual
As at
$
$
2014 Budget
2014 Actual
2014 Forecast
$
$
$
Buildings CB0043
Art Gallery - entry external handrail replacement
CB0044
Art Storage Facility - Solar power project
CB0045
Bluff Restaurant Fitout
CB0046
BSMC - Storage shelving, humidifier,climate control off site
CB0047
BSMC - Green Screen, footpath, CCTV, simulator wheel & telegraph
CB0048
DECC - Flooring Back Stage and Dressing Rooms
CB0049
DECC - Glass suround for sound/lighting mix position in theatre
CB0050
CEEP - energy efficency funding
CB0051 CB0052
LEGEEP - hot water cylinder energy efficency project Julie Burgess - heat exchanger, ropes, sail, VHF radio
CB0053
LIVING CITY Actions Yr 1
CB0054
Melrose Hall reclad stage 2
CB0055
Mersey Bluff Caravan Park stage 2
CB0056 CB0057 CB0058
44,742
44,742
5,500
-
5,500
45,000
-
45,000
320,258
295,978
320,258
22,500
11,020
22,500
38,500
-
38,500
15,000
10,254
15,000
3,000
-
3,000
438,300
47,350
438,300
64,000
42,404
64,000
14,000
3,504
14,000
1,000,000
138,538
1,000,000
25,000
18,778
25,000
173,173
119,419
173,173
Play Centre - windows, doors and gutters
13,000
324
13,000
Sixty & Over Club - window renewal
18,500
75
18,500
WTS Cover over toll booth
15,000
1,383
15,000 2,210,731
Total Buildings
76,827
76,827
121,569
121,569
2,210,731
689,026
3,965
3,965
Stormwater CS0014
Waverley Road SW Drainage
29,035
4,636
CS0016
Forbes St - divert water from #115
16,000
393
16,000
CS0017
Formby Road kerb
42,000
-
42,000
CS0018
100,000
-
100,000
CS0019
Kelcey Tier Rd (Ellice Hill Dr to Sherston Rd) SW drainage reconstruction Melrose Rd - New culvert & associated works at #158
26,000
4,147
26,000
CS0020
Melrose Road - Renew Culvert & Drain at #226
29,000
4,642
29,000
CS0021
Steele Street easement drainage
144,000
164
144,000
CS0022
Transfer Station SW pit Litter Basket Installation
CS0024
William St SW Catchment Upgrade - Stage 3
CS0025
Manhole Lid Replacements
25,000
3,373
CS0026
Minor Stormwater Works
30,000
43,272
20,000 Project scope reduced to offset other projects 44,000 Project scope has increased due additional stormwater works.
CS0027
Pit Replacements
50,000
14,935
30,000 Project scope reduced to offset other forecast project increases.
CS0028
SW Outfall Risk Improvement & Renewal
30,000
6,139
30,000
687,035
94,193
693,000
Total Stormwater
3,965
3,965
46,000 Project scope has increased due changed alignment for stormwater.
11,000
91
11,000
155,000
12,400
155,000
ITEM 13.3
PAGE 322 Finance Report Attachment 2 - Capital Works Report November
ATTACHMENT [2]
Capital Expenditure Report Prior Budget Prior Actual
As at
$
$
2014 Budget
2014 Actual
2014 Forecast
$
$
$
Transport CT0055
Devonport Road Network Strategy - Steele & Sorell Prioritisation
CT0058
Lillico Road reconstruction & widening - stage 2
3,505
3,505
96,495
1,799
31,350
31,350
206,650
237,228
CT0061
Best & Sorell intersection New Roundabou
CT0062
David and John Street Intersection Roundabout
CT0063 CT0064
221,942
221,942
20,900
23,822
87,283
87,283
116,000
113,821
116,000
Nicholls & Gunn intersection New Roundab
186,411
186,411
28,500
29,871
29,900
Thomas & Wright intersection New Roundab
115,946
115,946
19,500
17,084
CT0065
Stony Rise Road - Tugrah Road - bass Hwy offramp RAB
337,695
337,695
282,658
331,881
CT0076 CT0077
Advance Design - Transport Steele Street Aquatic Centre Access Upgrading
CT0078
Signage Upgrade (Carparks)
CT0079
Technology Upgrade (Carparks)
CT0080 CT0081
25,000
(155)
263,000
25,675
2,000 Project withrawn from capital works program 238,000 24,000 Scope change - additional reinstatement
19,500 356,000 Scope variations - sigange, driveways, u/g services relocation 25,000 220,000 Forecast amended to reflect tender prices
40,000
242
40,000
120,000
352
120,000
Edward Street Carpark Improvement Works
83,000
22
83,000
Footpath Minor Renewal in Road Reserve
25,000
83
25,000
CT0082
Forbes St overpass - new guard rail on eastern side
4,334
CT0083
Gunn St (east side) - Best to Oldaker - replace footpath
56,000 32,000
CT0084
Gunn St - Best to Oldaker - widening
68,000
4,991
68,000
CT0085
Kelcey Tier Road Safety Improvements Stage 2
280,000
8,972
280,000
CT0086
Lovett Street 'missing links' - Tasman to Valley
70,000
2,310
70,000
CT0087
Madden and Watkinson intersection reconstruction
43,000
6,340
CT0088
Massey Place and Fergusson Drive reconstruction
164,000
3,028
CT0089
North Street Pavement Reconstruction - Gunn to Clements Parking/Traffic signage correction
133,000 20,000
6,148
CT0090 CT0091
Pedestrian Network Strategy (2012) Action Plan Implementation
40,000
13,406
188,200 Forecast is up following receipt of $148.2k DIER Grants
CT0092
Re-seal programme
68,321
CT0093
River Road Rural - Widening Stage 1
660,000 134,000
1,808
660,000 134,000
CT0094
Road Network Minor Works Road Traffic Devices Minor Works
25,000
379
25,000
CT0095
25,000
757
CT0096
Ronald & Parker St Pavement Works
380,000
8,424
CT0097
Sheffield Road Footpath renewal - stage 1
66,000
-
CT0098
20,000
22
CT0099
Street Light Provision Watkinson Street footpath safety improvements Stage 2
19,488
CT0100
13 - 27 William St Footpath - Root Damage Works
30,000 56,000
CT0101
William St - Eugene to Bluff Road - western side
CT0102
William Street - George to James
Total Transport
984,132
984,132
242
-
22,765
35,000 Revised forecast based on quotes 32,000
43,000 140,000 Revised forecast based on design estimate 133,000 20,000
25,000 300,000 Revised forecast based on design estimate 66,000 20,000 21,000 Forecast amended to reflect actual construction cost 56,000
40,000 270,000
185,306
40,000 270,000
3,938,703
1,138,764
3,924,600
515,000
144,464
515,000
75,000
14,265
75,000
201,000
101,078
201,000
Plant & Fleet CF0007
Hire Plant Replacement Plan
CF0008
Minor Plant Replacement Plan
CF0009
Fleet Replacement Plan Proceeds on disposal / trade-in of assets
Total Plant & Fleet
(144,953) -
-
791,000
114,854
791,000
Other Equipment CE0003 CC0004
Furniture & Fittings Information Technology
64,750
31,259
64,750
293,000
52,877
293,000
357,750
81,136
357,750
17,129,566
6,160,922
17,125,473
Proceeds on disposal / trade-in of assets Total Other Equipment TOTAL CAPITAL EXPENDITURE
(3,000) 8,578,919
8,568,919
ITEM 13.3
PAGE 323 Report to Council Meeting on 16 December 2013
13.4
ESTABLISHMENT OF A DEVELOPMENT ASSESSMENT SPECIAL COMMITTEE File: 11180 D315058
RELEVANT PORTFOLIO
Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.2
Provide high quality, consistent and responsive development assessment and compliance processes
PURPOSE
To establish a Development Assessment Special Committee (DASC), for a six month trial period.
BACKGROUND Section 24 of the Local Government Act 1993 provides that Council may establish a Special Committee for such purposes as it sees fit. The legislation states: 24.
Special committees (1)
A council may establish, on such terms and for such purposes as it thinks fit, special committees.
(2)
A special committee consists of such persons appointed by the council as the council thinks appropriate.
(3)
The council is to determine the procedures relating to meetings of a special committee.
At a workshop on 25 November 2013 Council determined that a Special Committee should be established, for a trial period of six months, to assess planning applications where a discretionary approval process is triggered by the provisions of the Land use Planning and Approvals Act 1993. The workshop also discussed the general framework in which the Special Committee would operate and this is reflected in the attached Terms of Reference document which sets out the procedures relating to meetings of the Committee.
COMMENTARY This report proposes that Special Committee meetings will be convened at 11.00am on Monday mornings. Those meetings will be set down for one hour but it is possible, depending on the volume of applications in any period, that a meeting may not be required, or could extend beyond the allotted time. The voting membership of the Special Committee will be the Mayor as Chairperson, four Aldermen and the General Manager or his delegate. There will be the capacity for Planning Officers and any other relevant officer involved in the determination of the recommendation about the planning permit or the setting of development conditions, to attend Committee meetings to provide background and advice to the members. ITEM 13.4
PAGE 324 Report to Council Meeting on 16 December 2013
The Special Committee will be delegated to determine applications before it where there is unanimous agreement of the voting members. Where unanimous agreement cannot be reached, the matter will be referred to the next Ordinary Meeting of Council. It is possible that these circumstances may create a need for Council to request an extension of the statutory timeframes for determining applications, and this could be construed by the public as an obstacle to development. It was agreed at the Council workshop that DASC meetings will not be open to the public and therefore not publically advertised. The establishment of the Committee will require Council to delegate to the Committee the powers contained in section 57 of the Land Use Planning and Approvals Act 1993 to approve or refuse discretionary planning permits. As this recommendation is for an initial trial period it is not proposed to amend existing General Manager delegations but this may be contemplated in a later review.
FINANCIAL IMPLICATIONS Operating Budget The administration of DASC will involve staff resources estimated to equate to approximately 0.25 of an FTE. While the intention will be to accommodate this within existing resourcing and therefore not impact on the operational budget it will result in other functions not being undertaken to accommodate the change. Long Term Financial Plan The changes in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Political/Governance The workings of the Special Committee and any subsequent referrals to Ordinary Council will need to be monitored carefully to avoid exceeding statutory timelines for determining permit applications.
Reputational Introducing DASC will add between 6 and 11 days to the assessment process of all discretionary applications. Significant progress has been made in recent years to streamline Council’s planning processes. The introduction of DASC has the potential for reputational risk for Council due to the slower processing times.
CONCLUSION Council has determined to establish a Special Committee under the provisions of section 24 of the Local Government Act 1993 for a six month trial period. The attached Terms of Reference reflect the Committee framework discussed by the Aldermen at the workshop on 25 November 2013. For practical purposes the proposed commencement date for this proposed trial is Monday, 3 February 2014 to allow for the Christmas leave period. The four Aldermen nominated to comprise the membership of the Special Committee, together with the two proxies are to be determined at this meeting.
ITEM 13.4
PAGE 325 Report to Council Meeting on 16 December 2013
ATTACHMENTS 1.
Terms of Reference - Development Assessment Special Committeee
RECOMMENDATION That: 1.
Council resolve to establish a Development Assessment Special Committee for a trial period of six months with effect from 20 January 2014; and
2.
Council delegates to the Development Assessment Special Committee the powers contained in Section 57 of the Land Use Planning and Approvals Act 1993 to approve or refuse a discretionary planning permit; and
3.
Council resolve to adopt the attached Terms of Reference as the operating framework for the Special Committee; and
4.
The Mayor, General Manager (or delegate) and Aldermen …….., …….., …….. & ………… be appointed as voting members of the Special Committee; and
5.
Aldermen ……… & ………. be appointed as proxies in the case of the absence of a nominated Alderman.
ITEM 13.4
PAGE 326 Terms of Reference - Development Assessment Special Committeee
ATTACHMENT [1]
TERMS OF REFERENCE DEVELOPMENT ASSSESSMENT SPECIAL COMMITTEE NAME Development Assessment Special Committee (DASC). PURPOSE To assess development applications where a discretionary approval is triggered, and to determine whether those applications should be referred for the consideration of an Ordinary Council meeting. MEETINGS Meetings of the Committee, when required, will generally be convened in Council’s administration building at 11.00 am on each Monday for one hour, or at some other time as determined by the Committee Chair. An agenda for each meeting will be circulated electronically to each Committee member by close of business on the previous Thursday. Where necessary to meet statutory timelines set out in the Land Use Planning and Approvals Act 1993, or for another acceptable reason, late agenda items may be tabled at a Committee meeting. REPRESENTATION The Development Assessment Special Committee is to be comprised of:
Mayor – Chair
Four Aldermen General Manager (or Delegate) Development and Health Services Manager Planning Coordinator Planning Assessment Officer Other relevant Council Officers as required
Other staff members may be invited to attend Committee meetings at the discretion of the Committee to provide information and advice. Meetings will not be advertised and will not be open to the general public. QUORUM REQUIREMENTS A quorum will be the Mayor, the General Manager (or delegate) and at least three of the four nominated Aldermen. PROXY ARRANGEMENTS Council will nominate two Aldermen as proxies in the event that a nominated Committee member is unable to attend a meeting. MATTERS FOR CONSIDERATION OF DASC All planning permit applications where a discretionary approval process is triggered pursuant to section 57 of the Land Use Planning and Approvals Act 1993. ITEM 13.4
PAGE 327 Terms of Reference - Development Assessment Special Committeee
ATTACHMENT [1]
VOTING The following members of the Committee are entitled to cast a vote to determine whether a planning permit application will be granted, refused or granted with amended planning permit conditions: Mayor – Chair
Four Aldermen General Manager (or Delegate)
The Committee is delegated to determine development applications on behalf of the Council in its role as a “planning authority “pursuant to the provisions of section 3 of the Land Use Planning and Approvals Act 1993 where a unanimous vote is cast. Where the Committee is unable to reach a unanimous vote in relation to any development permit application it is to be referred to the next Ordinary Meeting of Council for the consideration of all Aldermen. DELEGATIONS TO DASC Council delegates to the Development Assessment Special Committee the powers contained in section 57 of the Land Use Planning and Approvals Act 1993 to approve or refuse a discretionary planning permit.
ITEM 13.4
PAGE 328 Report to Council Meeting on 16 December 2013
13.5
DEVONPORT INTERIM PLANNING SCHEME 2013 File: 28154 D315085
RELEVANT PORTFOLIO
Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.1
Ensure the City's Planning Scheme supports local community character and appropriate land use
PURPOSE
To lodge a representation to the Tasmanian Planning Commission regarding various aspects of the Devonport Interim Planning Scheme 2013. BACKGROUND
The Devonport Interim Planning Scheme (DIPS) was declared by Minister Bryan Green on 9 October 2013. The provisions of the Land Use Planning and Approvals Act 1993 require the DIPS to be on public display for 2 months which ends on 20 December 2013. Within this time the interim Planning Schemes for the other eight North West Coast Councils have also been subject to public scrutiny with representations being invited to be made to the respective councils by members of the community. Essentially, under the Interim Planning Scheme process the Planning Scheme in its interim form is in the control of the Minister, and Council has the same rights as a community member to lodge a representation of objection or support as they see fit.
COMMENTARY
The next stage of the process after completion of the public scrutiny period is for each Council to report to the Tasmanian Planning Commission on the representations received. The Land Use Planning and Approvals Act 1993 provides four months for this to occur. Ultimately these representations will be collated into Local, Regional and State provisions and dealt with accordingly at a Hearing. It is anticipated that the Hearings will commence in May or June 2014. Depending on the outcome of the Hearing the DIPS may be modified and subject to a further exhibition period before the Minister approves the final Planning Scheme. The representations attached to this report were discussed and agreed to by Council at workshops on 30 October 2013 and 18 November 2013.
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
ITEM 13.5
PAGE 329 Report to Council Meeting on 16 December 2013
CONCLUSION
Two workshops have been undertaken with the elected members to discuss various identified components of the Interim Planning Scheme either in the Ordinance or the mapping. Some of the recommendations were amended or removed for further investigation or consideration. The final list attached consists of the matters agreed to at those workshops.
ATTACHMENTS 1.
Interim Planning Scheme - Devonport City Council representation
RECOMMENDATION That the attached document titled ‘Interim Planning Scheme – Devonport City Council representation December 2013’ be endorsed as Council’s formal representation to the Devonport Interim Planning Scheme made under Section 30I of the Land Use Planning and Approvals Act 1993.
ITEM 13.5
PAGE 330 Interim Planning Scheme - Devonport City Council representation
ATTACHMENT [1]
Interim Planning Scheme - Devonport City Council representation, December 2013 The following details have been separated into the written component of the IPS (the Ordinance) and the zones (the Mapping) Further distinction between whether the matter is a State, Regional or Local provision is also included. This was determined from the Content Management System.
Ordinance Clause No
Provision
Issue
Comments/recommendation
8.1.3(b)
State
The application requirements do not provide flexibility in appropriate scaling of drawings. Large site areas will generate large hard copies and .pdf files of these plans will be most likely illegible
Recommend removing quantitative scale and replace with similar wording in 8.1.3 (a) – ‘acceptable scale’
8.6
State
Many potential No Permit Required (NPR) proposals will not be exempt from applying a Code provision. It is unclear if the NPR status remains or whether the application requires a s.58 LUPA Act ‘must be approved’ application.
Recommend that if a proposal is essentially a NPR and the Acceptable Solutions (AS) of a Code are met then the NPR categorisation should remain not withstanding any matters contained in a Planning Purposes Notice.
10.4.2 A1
RM
The AS requires that the site area per dwelling must be not less than one dwelling per lot if the site is a single lot approved for residential use on a plan of subdivision sealed before this planning scheme came into effect. The implication for developers of large pre-existing lots is that more than one dwelling has to be developed to satisfy the Acceptable Solution. As a consequence the existing legacy 2 lots of 6-700m will not satisfy the No Permit Required status and in effect all proposals on these pre-existing lots will need to satisfy the Performance Criteria through a discretionary permit process.
Recommend that revision occur to include pre-existing lots
10.4.3.2 A2
State
Rear setback - The previous Devonport Planning Scheme before Planning Directive No.4 (PD4) had a 1.5m rear setback. Since PD4 the DCC have had applications for almost 50 variations to this development standard. None were refused. An evaluation of the applications quite clearly indicates that compliance with the 4m can be against the objective depending on the orientation of the lot i.e. reduces useable open space and minimises solar access. The 4m rear setback is also an
Recommend that revision occur to include lot orientation aspects
ITEM 13.5
PAGE 331 Interim Planning Scheme - Devonport City Council representation
ATTACHMENT [1]
integral part of the building envelope standard and the same issues arise. 10.4.3.6
State
Fencing Standard - The single dwelling standard requires 50% transparency but the multi dwelling standard accepts 30%.
Recommend that 30% be applied for consistency
13.2
RM
The inclusion of qualifier for the discretionary use doesn’t make sense. If a qualifier was desirable to restrict some forms of Business and Professional Services a similar qualifier to that in the GR zone would be appropriate
Recommend that qualifier be similar to the General Residential zone i.e discretionary but only for a medical centre.
13.4.1 A1 13.4.2 A1
RM
This site suitability standard penalises pre-existing lots less than 1ha in area. In effect an otherwise permitted development becomes discretionary on this element only if no localities are identified. By default this applies to new houses, house additions and outbuildings that in all other respects may be permitted but for the existing lot size. 13.4.1 A1 includes the term ‘site’ which in this AS is a minimum 1ha lot. 13.4.2 A1 refers to the ‘site area per dwelling’ being more than 1ha on the lot on which development is proposed. Site area per dwelling means the area of the site (excluding access strip). In general terms therefore a permit for a 1ha lot would be approved but if this was an internal lot the dwelling would tip into discretionary. This seems an unnecessary and additional layer of control.
Recommend that a clause for pre-existing lots as an Acceptable Solution be investigated at a regional level. [10.4.2 A1 (c) provides a precedent]
13.4.1 A2
RM
This standard penalises lots approved under the prior planning scheme that have an approved 3.6m access. In effect an otherwise permitted development becomes discretionary on this element only. The DPS 1984 had a specific clause that allowed a lesser access width than the LGBMP 6m
Recommend that a clause for pre-existing lots as an AS be investigated at a regional level.
13.4.2 A1 14.4.2 A1
RM
The performance criteria only allow a greater density under P1 (b) if the dwelling provides among other PC a ‘significant community or social housing benefit’. It is unknown how this can be demonstrated or supported.
Recommend that a clause for pre-existing lots as an AS be investigated at a regional level.
13.4.3 A1
RM
The descriptor in this standard suggests that it sensibly would apply to nonresidential uses but this is not definite. It doesn’t seem plausible that an area for display, handling or storage of goods, materials or waste should apply to residential development.
Recommended investigation at a regional level
13.4.3 A4 & 14.4.3 AA
RM
The AS of this standard requires cladding and roofing in non-reflective materials. Every colour has a reflectivity index number. As a consequence all buildings cannot comply and discretion is triggered an otherwise permitted use and development. Is
Recommend investigation at a regional level.
ITEM 13.5
PAGE 332 Interim Planning Scheme - Devonport City Council representation
ATTACHMENT [1]
the objective only to target steel clad outbuildings and not brick and tile surfaces? 13.4.4 A1
RM
A1 (a) of this standard duplicates 13.4.3 A2 and doesn’t seem necessary. Likewise it is difficult to justify why 10m is acceptable separation in one zone for the same use and 3m in another.
Recommend investigation at a regional level and the removal of A1, A2 P1.& P2 and modification of the PC for setback be investigated.
19.4.3A1(d), 20.4.5 A1(d), 22.4.5 A1(d) 23.4.3 A1(d) 24.4.3 A1(d) 25.4.3 A1(d) 18.2 & 19.2 Use Table
RM
This standard doesn’t consider the example of if the more sensitive use was developed first. It is noted that the Urban Mixed Use zone isn’t included.
Recommend that A1 in the identified zones be modified to allow acceptance if less than the minimum separation in the supplementary Table or reliance on the zone setbacks is accepted as an Acceptable Solution.
RM
This particular discretionary use in Recreation and Open space zones doesn’t provide flexibility for community based storage unrelated to the site.
Recommend investigation at a regional level to modify the qualifier in discretionary table to include storage of community equipment that may not be directly associated with an activity within the zone.
13.4.1 A2
RM
This standard relates to a minimum frontage requirement of 6m. Similar issues to comments on site area. An application for a house addition is penalised as discretionary. It seems unreasonable to create a discretionary component when previously the use and development were permitted under the prior planning scheme. It is noted that the 6 metre frontage was a standard LGBMP requirement. The DPS 1984 had a lesser (3.6m) frontage requirement.
Recommend that the matter be investigated from a regional perspective to gain support for a review.
13.4.7 14.4.7
RM
Subdivision purpose (frontage) in the Rural living and Environmental zones. This seems to replicate other subdivision development components elsewhere in the zone. For example the AS of 13.4.1 specifies the numerical subdivision standards. 13.4.7 is really only a general summary and confirms that all subdivisions have to rely upon the performance criteria. There is some confusion with the higher order requirement.
Recommend that the subdivision provisions in the Rural living zone be reviewed to remove inconsistencies.
Section 20
RM
Local Business zone - East Devonport Shopping Centre. In general terms the zone purpose and the local area objectives are satisfied. A question has arisen regarding the qualifications of some of the permitted uses and if they cannot be met there is no discretion to consider the merits. For example – the General retail and hire use is qualified and only allows grocery and convenience goods or personal services and an occasional market. The other possible uses appear to suit the zone purpose and include discretion as an alternative pathway. If discretion was possible how might this affect other sites zoned Local business? As
Recommend that General retail and hire be included in the Discretionary Use Table with a qualifier that it only applies in Area ‘B’. This principle is similar to the concept of the Area ‘A’ overlay in the CBD zone in Oldaker and Best Streets. Area B can encompass the entire LB zone at the shopping centre.
ITEM 13.5
PAGE 333 Interim Planning Scheme - Devonport City Council representation
ATTACHMENT [1]
a local provision there is merit in having an overlay over the East Devonport Shopping Area only. Reserved Residential Land Code – E11
Local
This code applies to land previously zoned Reserved Residential and is the result of the translation process from the DPS 1984 to the DIPS 2013. It is submitted that the General residential zone provisions are satisfactory in ensuring that subdivision of General residential land has suitable infrastructure provided.
Recommend that Code E11 be removed from the Interim Planning Scheme.
Local Heritage Code
Local
The Code applies to sites adjoining identified local heritage items. The performance criteria of Clause E5.6.4 require all buildings to maintain the historic interest which seems unreasonable for modern development more so on local items on acreage in the rural areas. No such parameter exists for development on sites adjoining a State listed heritage item. The translation process didn’t allow conservation outcomes to be introduced and accordingly all applications, unless exempt, are discretionary.
Recommend that E5.2.1 (a)(ii) and E5.6.4 P1((b) be amended to delete reference to development on adjoining land.
Specific Area Plan (SAP) F3.0 Stony Rise
Local
This SAP is the result of the translation process. This Plan was introduced in 2005 to control the number and type access points onto Stony Rise Road. Section 85 of LGBMP provides the inter-communication aspect that the SAP also incorporated In 2005. The road was previously a designated B-Double truck but the road has been declassified. This assists in reducing conflict points was paramount. A lower speed limit has also been implemented.
Recommend that if DIER agrees the Specific Area Plan be removed from the IPS.
Mapping Map No 15
Address/Location
IPS zoning
Comments/recommendation
General Residential
Submitted alternative Light Industrial
30-34 Hillcrest Road, Devonport
23 & 24
26-70 Stony Rise Road, Quoiba (part only)
General Industrial
Light Industrial
General industrial zone adjoins General Residential zoned land to the north. It is submitted that more appropriate connectivity occurs with existing Light Industrial land to the west. Recommend rezoning to Light Industrial
20 & 24
80-82 River Road, East Devonport
Environmental management
General residential
It is submitted that appropriate development can occur if the Acceptable Solutions of Code E3 (Clearing and Conversion of Vegetation) are satisfied. Recommend rezoning to General residential
*Recommend that land be rezoned to Light Industrial
ITEM 13.5
PAGE 334 Interim Planning Scheme - Devonport City Council representation 35
167 Sheffield Road, Spreyton
Part Rural Resource, part General residential
Rural resource
32
20 Fraser Street, Spreyton
Rural Resource
General residential
21
158 Caroline Street, East Devonport
Rural Living
General residential
23
57 Stony Rise Road (part only)
General Residential
Rural living
22 & 26
Tugrah Road – south of Nielsons Road
Rural resource
Environmental living
18 & 22
226 Tugrah Road
Rural resource
Rural living
28 & 32
155 Mersey Road, Spreyton (Fonterra)
Part General Industrial, part Environmental Management
Part General Industrial, part Environmental Management
ATTACHMENT [1] The Sheffield Road frontage of this heritage house and garden was incorrectly translated. In effect the property has a split zone which also splits the home. It is submitted that the entire property should remain as one zone to retain the heritage values and that Rural resource is the appropriate zone. Recommend rezoning of entire property to Rural resource There have been 2 attempts to rezone to allow development. It seems quite plausible to include this land as suitable for urban growth. The adoption of Council’s Residential Strategy will reinforce this. Recommend rezoning to General residential Zoned Rural living as a direct translation from the previous rural residential zone. It creates an isolated pocket of a lower density zone that is best developed at a higher density similar to the adjacent urban area zoned General residential. Infrastructure issues can be dealt with in accordance with the zone provisions. Recommend rezoning to General residential This land was rezoned GRZ as a result of a Council decision to change all land previously zoned Reserved Residential in the DPS 1984 to General residential. However in this instance the unilateral decision of Council didn’t consider the limitations of infrastructure and the zone of the adjoining land to the north. (Harris Road) A lower density also allows for vegetation retention subject to compliance with the Bushfire Code when the development is realised. Recommend rezoning to Rural living on the portion of this title adjacent to and directly south of the Harris Road subdivision The area was identified as appropriate for a rural living in a situation where there are established environmental values. However the translation that was required was to Rural resource. It is anticipated that the planning scheme codes will suitably control subdivision and establish suitable building envelopes to satisfy the relevant standards. Recommend rezoning to Environmental living This land adjoins existing rural living subdivision to the immediate east and the Don River to the west. A RLZ will minimise any perceived fettering issues with agricultural land on the western side due to the Don River providing adequate separation. Similarly the location of suitable house sites will be determined by the relevant Codes. It is submitted that the lower density zoning is viewed as suitable transition between agricultural land and residential land. It is envisaged that on preliminary investigation 4-6 lots may be possible. Recommend rezoning to Rural living The previous Special Food Processing zone of the DPS 1984 does not reflect the operational factory site. The Draft Scheme submitted a zone boundary that followed the perimeter of the site and was seen as a better outcome. However the required translation did not allow this and the previous Special Food Processing Buffer zone polygon was directly translated to Rural resource. There is scope for some environmental modelling based on atmospheric factors to modify the attenuation distances and allow future residential development based on scientific information rather than maintaining a ‘buffer’ based on land tenure with no scientific basis. A more suitable outcome is for an urban zone such as General residential with prescribed building envelopes to provide certainty for developers.
ITEM 13.5
PAGE 335 Interim Planning Scheme - Devonport City Council representation
23 & 24
Devonport Road, Quoiba – Stony Rise Road area
General Industrial
Light Industrial
11
8-15 Victoria Parade, Devonport
General residential
Urban Mixed Use
12
54 Tarleton Street, East Devonport
Local Business
General residential
16
32 William Street, Devonport
Local Business
General residential
15
3-25 Lapthorne Close & part of 122-126 Don Road.
Light Industrial
General Industrial
ATTACHMENT [1] Recommend: 1. That rezoning occur to reflect existing converted and used land (General Industrial) of the factory with the riparian portion adjacent to the Mersey estuary to be zoned Environmental management; and 2. That investigation into a more appropriate use of land currently zoned Rural resource be initiated in consultation with Fonterra and the Environment Protection Authority. The Draft Planning Scheme proposed the General Industrial zone only over the Simplot property. With the exception of a couple of activities such as the abattoir the other properties in Quoiba are light industrial in nature and the zone should reflect this. Strategically the Draft Devonport Scheme also considered the strategic positioning of the Mersey Regional Industrial Area as a preferred location for future ‘heavy’ industries. The comments in regard to 26-70 Stony Rise Road should be read to supplement this submission in regard to continuity of the Light industrial zone . Recommend rezoning to Light industrial The Draft Devonport Scheme submitted the UMU zone to allow some mixed development to occur along this strip including redevelopment of the existing Hotel. The IPS has the UMU zone applying to land in Oldaker Street and there is some merit in the connectivity of the zone. Rail line proximity, foreshore car parking and boat ramp facilities immediately opposite confirm that the area already has a mixture of activities to provide some credence to the change. Recommend rezoning to Urban mixed use. A GR zone allows the service station use to continue with existing use rights. This is deemed more suitable in lieu of potentially inappropriate local businesses relocating to this site in lieu of the established shopping centres. The contaminated site issue will apply to any change of use and is addressed by the Hazard Management Code. Recommend rezoning to General residential A GR zone allows the service station use to continue with existing use rights. This is deemed more suitable in lieu of potentially inappropriate local businesses relocating to this site in lieu of the established shopping centres. The contaminated site issue will apply to any change of use and is addressed by the Hazard Management Code. Recommend rezoning to General residential The LI zone was the result of the required DPS 1984 translation. The Lapthorne Close properties are currently developed as residential and any industrial activity will result in loss of amenity to the residential precinct and school to the immediate north by way of undesirable traffic impacts and other environmental issues. Recommend rezoning to General residential
ITEM 13.5