NOTIICE OF MEE ETING hereby given that an n Ordinary Meeting of o the Devo onport Cityy Council will w be Notice is h held in The e Council Chamberss, on Mond day 16 Sep ptember 20 013; comm mencing at 6.00pm with the C Confidentia al Items. he public a at 7.15pm. The meetiing will be open to th of the mee eting was published p iin The Advocate New wspaper o n 11 Septe ember A Notice o 2013. Minutes can n be found d on Counc cil’s websitte www.de evonport.ta as.gov.au Council M QUALIFIED Q PERSONS ADVICE A ETC C. I certify th hat with resspect to all advice, in nformation n or recommendation n provided d to the Council in n or with this agenda: i.
the advic ce, informa ation or rec commenda ation is giv ven by a pe erson who has the qualificattions or exp perience n necessary to t give suc ch advice, informatio on or recomme endation; and a
ii.
where an ny advice is i directly g given by a person wh ho does no ot have the e required qualificattions or exp perience th hat person n has obtaiined and ttaken into account in that pe erson’s gen neral advic ce the adv vice from an a approprriately qua alified or experienc ced person n.
Matthew Atkins GENERAL MANAGER M ACTING G
AGENDA FOR A MEETING OF DEVONPORT CITY COUNCIL TO BE HELD ON MONDAY 16 SEPTEMBER 2013 AT THE COUNCIL CHAMBERS COMMENCING AT 6.00PM Item
1.0 2.0
Page No.
APOLOGIES LEAVE OF ABSENCE Ald Kent
3.0
DECLARATIONS OF INTEREST
4.0
CLOSED SESSION - CONFIDENTIAL MATTERS ................................................ 27
5.0
PUBLIC FORUM ........................................................................................ 28
5.1
Responses to questions raised at prior council meetings (D306474).................................... 28
5.2
Questions asked at this meeting ................................................................................................. 29
6.0
CONFIRMATION OF MINUTES...................................................................... 30
6.1
Minutes of an Council Meeting held 19 August 2013 ............................................................. 30
7.0
WORKSHOPS & BRIEFING SESSIONS ............................................................ 31
7.1
Workshop and Briefing Sessions held since the last council meeting (D305914) ............... 31
8.0
PLANNING AUTHORITY MATTERS ................................................................ 32
9.0
NOTICES OF MOTION ............................................................................... 33
9.1
Performance - Visitor Information Centre - Notice of Motion - Ald B L Cole (D306891) ........................................................................................................................................ 33
9.2
Regional Visitor Information Centre - East Devonport - Notice of Motion - Ald G F Goodwin (D307150) ...................................................................................................................... 34
10.0
MAYORAL REPORT ................................................................................... 35
10.1
Mayor's Monthly Report (D306742)............................................................................................. 35
11.0
GENERAL MANAGER'S REPORTS ................................................................. 37
11.1
Elected Members Expenditure Report (D306942).................................................................... 37
11.2
Recommendation to Agree to Deregister the Corporation (D307382) .............................. 39
12.0
CUSTOMERS AND COMMUNITY REPORTS ..................................................... 41
12.1
Minutes of Controlling Authorities, Working Groups and Special Committee Meetings (D306865)....................................................................................................................... 41
12.2
Energy Efficiency Strategy - Consultation Feedback (D307214) .......................................... 56
13.0
TECHNICAL AND FINANCE REPORTS ............................................................ 85
13.1
Finance Report for August 2013 (D305809) ............................................................................... 85
13.2
Amendments to 2014 Capital Budget, Cash Flows and Long Term Financial Plan (D306342) ........................................................................................................................................ 94
13.3
Supply & Delivery of a New Backhoe Loader (D306654) ....................................................... 98
13.4
Tasmanian Planning Commission Decision on Mersey Regional Industrial Area Amendment to Planning Scheme (D306919)........................................................................ 102
13.5
Capital Works Report (D306975) ............................................................................................... 122
13.6
Tender Report - Contract 1250 Demolition of Old Police Station (D307253) .................... 127
13.7
Removal of RV Overnight Camping from Coles Beach (D307268) .................................... 131
13.8
Resolution to Finalise Draft Interim Planning Scheme (D307496) ........................................ 135
PAGE 27 Report to Council Meeting on 16 September 2013
4.0
CLOSED SESSION
The following items 4.1 to 4.2 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 4.2 which are confidential matters as prescribed in Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005. 4.1
Unconfirmed Minutes of Community Taskforce Meeting held 20 August, 2013
4.2
Unconfirmed Minutes of the Cradle Coast Authority Board Meeting - 13 August 2013
ITEM 4.0
PAGE 28 Report to Council Meeting on 16 September 2013
5.0
PUBLIC FORUM
5.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS File: 27376 D306474
Meeting held 19 August 2013 Reproduced below is the response dated 23 August 203 to Mr Douglas Janney’s question: “Thank you for your question and positive comment concerning the endorsed IPWEA standard drawings been promoted through LGAT. In response to your question concerning roundabouts, I advise that the roundabout design is fully referenced as a national standard under Austroads design guidelines. This being the case, it is not likely to be included in a future IPWEA suite of standard drawings. The Austroads design guidelines are used by all road infrastructure authorities within Australia. As a peak technical body, Austroads continue to monitor and promote national and international road research and the roundabout design guidance offered represents best practice. The design principles for roundabout design are complex and each roundabout design can vary depending on the intersection geometry/grades and other characteristics including vehicle type, traffic volumes and road function. The reason Gunn Street has so many roundabouts is that over the years Council has targeted intersections which have been identified as “Black Spot” intersections. Black Spot intersections generally have a statistically high crash history and therefore meet national guidelines and qualify for government funding to assist with intersection treatments to improve safety. In each case, alternative treatment options have been considered however, roundabout treatments have been deemed the best solution. Each intersection design is reviewed and must be approved by the Department of Infrastructure Energy and Resources (DIER). Gunn Street also has an important major collector function within Council’s Road Network Strategy and roundabouts treatments promote safety and efficiency within Council’s road network. I trust the above explanation answers your question. If you have any further questions, please do not hesitate to contact Council City Infrastructure Manager, Andrew Rundle on 6424 0536.”
ATTACHMENTS Nil
RECOMMENDATION That the report advising of a response to a question raised at a prior Council meeting be received and noted.
ITEM 5.1
PAGE 29 Report to Council Meeting on 16 September 2013
5.2
QUESTIONS ASKED AT THIS MEETING
ITEM 5.1
PAGE 30 Report to Council Meeting on 16 September 2013
6.0
CONFIRMATION OF MINUTES
6.1
COUNCIL MEETING - 19 AUGUST 2013
RECOMMENDATION That the Minutes of the Council Meeting held on 19 August 2013 as circulated be taken as read and confirmed.
ITEM 6.0
PAGE 31 Report to Council Meeting on 16 September 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
26/08/13
Coles Beach Campervans
Summary of current position and options for the future
“The Role of Local Government” Survey
Aldermen were guided through the Role of Local Government: Self-Assessment Survey.
Acting General Manager’s Update
Monthly information update by Acting General Manager
02/09/13
LIVING CITY Update
Presentation by Consultant
09/09/13
Code of Conduct Review
A brief outline of the proposed changes to the Code of Conduct process and formulation of Council’s response.
Interim Planning Scheme Update
History and overview of the development of the interim planning schemes for the 9 North West Councils.
Council Agenda Review
Review by A/General Manager
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 32 Report to Council Meeting on 16 September 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 33 Report to Council Meeting on 16 September 2013
9.0
NOTICES OF MOTION
9.1
PERFORMANCE - VISITOR INFORMATION CENTRE - NOTICE OF MOTION - ALD B L COLE File: 23117 D306891
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman B L Cole.
MOTION “That Council Officers prepare a report about the performance of the Visitor Information Centre, ensuring the report includes information relating to financial performance, service provision, benchmarking and identifies possible efficiencies and areas for improvement.”
GENERAL MANAGER’S COMMENTS
The Cradle Coast Authority has commissioned The Stafford Group (The Group) to undertake a review of Visitor (Tourism) Services (the Review) in the Cradle Coast region. The primary objectives of the Review include to:
Develop opportunities to increase efficiencies for those responsible for the delivery of visitor services;
Increase the effectiveness of those visitor services delivered within the region;
Confirm the roles and responsibilities for the region’s Councils (and by association, the roles and responsibilities of the RTO, LTA and the TVIN); and
Identify opportunities for developing a greater shared approach to the delivery of visitor services throughout the broader Cradle Coast region.
The review has been completed and presented to the Cradle Coast Tourism Executive Committee and Cradle Coast Representatives meeting. The preliminary findings of the report are currently being disseminated to General Managers for feedback. It is intended that a report will be prepared and workshopped with Council, encompassing the information requested and relevant outcomes of the broader Cradle Coast Authority Review of Visitor Information Services.
ITEM 9.1
PAGE 34 Report to Council Meeting on 16 September 2013
9.2
REGIONAL VISITOR INFORMATION CENTRE - EAST DEVONPORT NOTICE OF MOTION - ALD G F GOODWIN File: 23117 D307150
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman G F Goodwin.
MOTION “That Devonport Council begin the necessary process to establish a “Regional Visitor Information Centre” on Council land between Murray Street and Norton Way, East Devonport. It needs to be undertaken with a collaborative approach between all Cradle Coast Councils and the Cradle Coast Authority.”
GENERAL MANAGER’S COMMENTS
The Cradle Coast Authority has commissioned The Stafford Group to undertake a review of Visitor Services in the Cradle Coast region. The primary objectives of the Review include to:
Develop opportunities to increase efficiencies for those responsible for the delivery of visitor services;
Increase the effectiveness of those visitor services delivered within the region;
Confirm the roles and responsibilities for the region’s councils (and by association, the roles and responsibilities of the RTO, LTA and the TVIN); and
Identify opportunities for developing a greater shared approach to the delivery of visitor services throughout the broader Cradle Coast region.
The review has been completed and presented to the Cradle Coast Tourism Executive committee, and Cradle Coast Representatives meeting. The preliminary findings of the report are currently being disseminated to General Managers for feedback. Devonport City Council purchased a parcel of land adjacent to the entry/exit to the Spirit of Tasmania ferry terminal at 2-12 Murray Street, East Devonport in 2009. A concept plan was commissioned to attract private equity investors to the site, business modelling was also undertaken, with an estimated capital infrastructure cost of approximately $1.4million. Council submitted applications to various funding bodies with no success. It is proposed a workshop briefing be held with Council once the findings of the visitor review have been concluded by the Cradle Coast Authority. This would include a review of previous Devonport City Council East Devonport Tourism Infrastructure Project details, concepts and business planning.
ITEM 9.2
PAGE 35 Report to Council Meeting on 16 September 2013
10.0
MAYORAL REPORT
10.1
MAYOR'S MONTHLY REPORT File: 22947 D306742
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 details meetings and functions attended by the Mayor during the month of August 2013.
BACKGROUND This report is provided by the Mayor to provide a list of meetings and functions attended by him for the month of August 2013.
COMMENTARY In his capacity as Mayor, Alderman Steve Martin attended the following meetings and functions during the month of August 2013.
Sports Marketing Australia – Partners Program Resident meetings Best Street Staff meeting – announcement re General Manager Works Depot – announcement re General Manager 7AD Radio Interview Referendum Workshop – Launceston Evan Riseley, Department of Economic Development – Hobart Devon Netball Presentation Dinner Samaritan’s Purse Operation Christmas Child launch Sylvia Sayers - 7AD Radio National Sea Highway Coalition - Launceston Local Government Energy Efficiency Program announcement Maidstone Park Grant Hirst David Yaxley Soroptimist International – Devonport – LIVING CITY presentation Devonport Football Club Strategic Sport & Recreation Special Committee Lapidary Club – Official opening Prime Minister Kevin Rudd, Sid Sidebottom MP, Roger Jaensch CCA, Darryl Quillam CCA – LIVING CITY & CCA Top 10 Election Wish list Kommunity Kids DCCI Skills Audit Julian O’Brien & Mike Doyle – Rotary State Conference Rotary Club of Devonport SE – LIVING CITY presentation Launch - The Junction, formerly The Zone; with YAFF & Headspace ITEM 10.1
PAGE 36 Report to Council Meeting on 16 September 2013
Principal’s Meeting McArthur Recruitment Deputy Premier Bryan Green Tasmanian Transport Council AGM & Dinner – Launceston Rosemary Sandford - Tasmanian Hospice & Palliative Care Financial Assistance Working Group Building Families Committee Scott Wade & Sean Young – AFL Tasmania Costa Group - Michael Toby, Tony DiPaolo and Mark Burgess East Devonport Primary School P&F Cradle Council Authority Meeting Regional Art Gallery EDPS – Trivia Night Devonport Football Club – U/18 Grand Final & Medal Presentation NWBU Junior Basketball Grand Finals Devonport Hockey Centre – Sid Sidebottom MP $200K announcement DCCI Mersey Community Hospital Auxiliary Jodee Wilson – Principal Network Leader for Devonport Cradle Coast Authority – Waste Governance & Management Projects National Sea Highway Coalition – Hobart Phillip Hoysted – Dept Local Government - Hobart Allan Garcia – LGAT - Hobart Mark Handley – Tennis Tasmania – Hobart Here & Proud - $25 Mill Jobs, 100 Days launch – Ulverstone Tasmania Parents & Friends State Conference & AGM
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 August 2013 be received and noted.
ITEM 10.1
PAGE 37 Report to Council Meeting on 16 September 2013
11.0
GENERAL MANAGER'S REPORTS
11.1
ELECTED MEMBERS EXPENDITURE REPORT File: 22947D306942
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 August: Mayor Steve Martin $ 57.99 Telephone expenses $ 45.73 Business lunch expenses $1,279.00 Accommodation and meal expenses whilst attending meetings in Hobart and LGAT conference $ 11.64 Lunch expenses - Regional Referendum workshop $ 11.73 Lunch expenses – meeting in Hobart Aldermen $ 395.40 iPad monthly expenses $ 558.60 Accommodation and meal expenses whilst attending LGAT conference Ald Perry $ 611.20 Accommodation and meal expenses whilst attending LGAT conference – Ald Hollister $ 449.13 Accommodation and meal expenses whilst attending LGAT conference – Ald Jarman 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.
ITEM 11.1
PAGE 38 Report to Council Meeting on 16 September 2013
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 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 August 2013 be received and the information noted.
ITEM 11.1
PAGE 39 Report to Council Meeting on 16 September 2013
11.2
RECOMMENDATION TO AGREE TO DEREGISTER THE CORPORATION File: 27374 D307382
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 For Council to agree to the deregistering of the Tasmanian Water and Sewerage Corporation (North-Western Region) Pty Limited.
BACKGROUND Devonport City Council is a shareholder in Tasmanian Water and Sewerage Corporation (North-Western Region) Pty Limited, which trades as Cradle Mountain Water. With the establishment of a single water and sewerage entity in Tasmania it is appropriate to deregister the original Corporation.
COMMENTARY Council recently received the following letter from Mr Miles Hampton, Chairman TasWater informing Council that the Board adopted a plan to deregister the four original Corporations. “Dear Mayor Recommendation to Agree to Deregister the Corporation The Boards of TasWater and the original water and sewerage corporations have adopted a plan to deregister the four original corporations now that the new statewide corporation is operational and trading. The plan works toward the orderly wind up of the corporations after the normal end of year processes are completed. The simplest option for the current water corporations is to have them deregistered as dormant companies. The Boards consider this a sensible approach given that, as at 30 June 2013, the original corporations transferred their assets, rights, liabilities and employees to TasWater under the Water and Sewerage Corporation Act 2012 and surrendered their individual operating licences under the Water and Sewerage Industry Act 2008. In essence, the original corporations are no longer trading and when the Water and Sewerage Corporations Act 2008 is repealed, will have no enabling legislation under which to exist. Deregistering the corporations, rather than adopting other options, also means that the Board can attend to the process rather than having to appoint and pay a liquidator for each business.
ITEM 11.2
PAGE 40 Report to Council Meeting on 16 September 2013
This matter was discussed at the general meeting of TasWater in May 2013 and the meeting noted the intention to proceed on this basis. Corporations Law and the Australian Securities and Investments Commission (ASIC) prescribe particular actions to deregister companies. While the Board will attend to these matters generally, one of the requirements is that ALL owner councils in each region agree to deregister their respective corporation. The Board has recently adopted the financial accounts for 2012-13 for the corporation. Therefore, while there are still a number of tasks to be undertaken, it is appropriate now to recommend to owner Councils in each region that each Council formally resolves to deregister the corporation. To assist in presenting the Board's recommendation to your council meeting, a short briefing paper and recommended resolution is enclosed. Timelines To meet the windup project timeline, Council's decision on the resolution is requested to the Company Secretary at louise.maconachie@taswater.com.au by 18 October 2013 at the latest. Yours sincerely, Miles Hampton Chairman�
FINANCIAL IMPLICATIONS There are no financial implications for Council to deregister the Corporation.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION The Regional water and sewerage Corporations have now formed a single Tasmanian entity and therefore should be deregistered.
ATTACHMENTS Nil
RECOMMENDATION That Council consent to the voluntary deregistration of Tasmanian Water and Sewerage Corporation (North-Western Region) Pty Limited as requested by the Chairman of Taswater.
ITEM 11.2
PAGE 41 Report to Council Meeting on 16 September 2013
12.0
CUSTOMERS AND COMMUNITY REPORTS
12.1
MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS File: 27670 D306865
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 Customers and Community 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: East Devonport Recreation and Function Centre Special Committee Don River Railway Special Committee Meercroft Park Special Advisory Committee Building Families Special Committee Devonport Maritime & Heritage Authority
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 East Devonport Recreation and Function Centre Special Advisory Committee - 13 August 2013
2.
Unconfirmed Minutes of the Don Railway Committee - 22 August 2013
ITEM 12.1
PAGE 42 Report to Council Meeting on 16 September 2013
3.
Unconfirmed Minutes of the Meercroft Park Special Advisory Committee - 20 August 2013
4.
Unconfirmed Minutes of the Building Families Committee - 20 August 2013
5.
Unconfirmed Minutes of the Devonport Maritime & Heritage Authority - 28 August 2013
RECOMMENDATION That the Combined Minutes of Controlling Authorities, Working Groups and Special Committees be received and noted.
ITEM 12.1
PAGE 43 Unconfirmed Minutes of the East Devonport Recreation and Function Centre Special Advisory Committee - 13 August 2013
ATTACHMENT [1]
MINUTES OF THE EAST DEVONPORT RECREATION AND FUNCTION CENTRE SPECIAL ADVISORY COMMITTEE HELD AT THE EAST DEVONPORT RECREATION AND FUNCTION CENTRE ON TUESDAY, 13 AUGUST 2013 COMMENCING AT 12.30PM PRESENT Committee Members Bob Rodman Gene Steward Mick Reid Wendy Dougan
Chair/East Devonport Badminton Club Inc Devonport Volleyball Association Committee Member
Council Officers Fabio Pizzirani Glenda Burnett Sarah Masters
Sport & Recreation Development Coordinator (SRDC) East Devonport Recreation Centre Officer (RO) Community Services Administration Officer
APOLOGIES Ald Kent Ald Hollister Lorrine Heron Judy Munday Stuart Jones
Eastern Shore Community House Committee Member Marketing, Tourism and Recreation Manager (MTRM)
WELCOME Bob Rodman officially welcomed Sarah Masters as the new administration officer for the Committee. 1.0
CONFIRMATION OF MINUTES The Committee recommends to Council that the minutes of the meeting held on 18 June 2013 be received and noted. W. Dougan/G. Steward
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING 3.1
4.0
CARRIED
Regional Facility The Chair would like to see the centre promoted as a regional sporting hub to places such as Port Sorell etc. This issue should be kept as an ongoing discussion topic.
CLUB REPORTS 4.1
Volleyball The new social roster began on Monday night with numbers down. A Reserve will commence tonight with 6 teams. New nets and safety padding have been purchased. The Chair asked who was responsible for the maintenance of the divider in the stadium. SRDC will follow this up. Action: SRDC to follow up maintenance of divider in stadium.
ITEM 12.1
PAGE 44 Unconfirmed Minutes of the East Devonport Recreation and Function Centre Special Advisory Committee - 13 August 2013
ATTACHMENT [1]
4.2
Eastern Shore Community House No report.
4.3
Badminton Last roster game 13 August. Semi-finals will be held at both East Devonport Recreation Centre and Devonport Recreation Centre next week. The Club’s annual dinner will be on 7 September at the Gateway. There will then be a fortnight break before the summer roster commences.
5.0
EAST DEVONPORT RECREATION AND FUNCTION CENTRE OFFICER’S REPORT Since the last meeting the Centre has hosted Futsal with Reece High, John Langa Job’s Expo, Workcover Tasmania workshop, Devonport Stamp Club Show and NWSSSA. Events which are to take place prior to the next meeting include East Devonport Football Club (if they have a home final), Devonport Basketball in September, Futsal will return on 6 September and Roller Derby on 22 September.
6.0
OH&S REPORT No incidents have been reported from the centre. Council now has a new safety officer. RO reported that October is Worksafe month and she will be attending a workshop in Launceston on 25 October as part of her role as a safety committee representative. RO will report back to the Committee at the next meeting.
7.0
MARKETING, TOURISM AND RECREATION MANAGER’S REPORT Nil.
8.0
SPORT AND RECREATION COORDINATOR’S REPORT A copy of the budget outlining fees and charges and capital works was handed out to the Committee. In regards to the capital works program the main areas for East Devonport are repairs to the roof of the grand stand at Girdlestone Park, repairs to the roof of the East Devonport Football Club and the installation of a security camera and a swipe card system at the Centre. This will lead to greater security of the centre; staffing levels will not be affected. Maintenance costs are included in individual budgets. Action: SRDC to investigate if maintenance will be undertaken on floors of the stadium. 2014/15 budget to be kept on future agendas. SRDC has received an enquiry from the gymnastics club in regards to a new building as their current one has outgrown their needs. East Devonport may be an area they can relocate too. This will be discussed further when a decision is made.
9.0
GENERAL BUSINESS RO thanked volunteers for their work. Concern was raised about numbers attending meetings. SRDC emphasised the importance of these Committees and the discussions they undertake. Action: The Chair, RO and SRDC to meet with the Eastern Shore Community House to ask for a proxy for Lorrine Heron while she is absent. They will also ITEM 12.1
PAGE 45 Unconfirmed Minutes of the East Devonport Recreation and Function Centre Special Advisory Committee - 13 August 2013
ATTACHMENT [1]
approach the Child and Family Centre in regards to a possible new representative from their organisation. 10.0 NEXT MEETING 15 October 2013 at 12.30pm. 11.0 MEETING CLOSED 1.25pm
ITEM 12.1
PAGE 46 Unconfirmed Minutes of the Don Railway Committee - 22 August 2013
ATTACHMENT [2]
MINUTES OF THE DON RAILWAY SPECIAL COMMITTEE (DRSC) HELD AT DEVONPORT CITY COUNCIL ON THURSDAY 22 AUGUST 2013 COMMENCING AT 1PM PRESENT Committee Members Ald Lynn Laycock Chairperson Ald Alison Jarman Glen Stewart Don River Railway Warren Woodberry Don River Railway Ian Waller Regional Tourism Development Manager Cradle Coast Authority (RTDM) Council Officers April Nelson
Executive Assistant, Customers & Community
Invited Shane Crawford
Corporate Support Manager (CSM)
APOLOGIES Ald Grant Goodwin Ald Graham Kent Evonne Ewins Assistant General Manager, Customers & Community (AGMCC) 1.0
CONFIRMATION OF MINUTES The Committee recommends to Council that the previous minutes of the meeting held 2 May 2013 be received and noted. Moved: W. Woodberry/L. Laycock
2.0
CARRIED
BUSINESS ARISING FROM PREVIOUS MINUTES 2.1
It was determined that there is still a requirement for a letter to be drafted to Skilled Engineering requesting support in the form of a tradesperson. The draft letter will be sent to Warren for approval. Actions CSM to draft a letter to Skilled Engineering requesting support in the form of a tradesperson. The draft letter will be sent to Warren for approval.
2.2
2.3
The proposed invite for Damian White CEO of Tas Rail to address the committee did not occur as Damian and Warren met. Below are dot points from that meeting:
There will be a review 12 monthly but it will be 8-10 years before Tas Rail will look at DRR access to the mainline.
Liability, points, rolling stock, insurance, cost are just some of the inhibiting factors
Minimum of 2x rolling stock that are compatible with current Tas Rail standards and certificate will be required.
RDTM approached Fiona French who is in charge of the Hellyer College students and established there is interest in a joint project e.g. Rail Car Coffee Shop. It is too late to commence anything for this year but approach them again later in the year to establish something for next year.
ITEM 12.1
PAGE 47 Unconfirmed Minutes of the Don Railway Committee - 22 August 2013
2.4
3.0
RTDM reviewed marketing and promotion and the only area lacking was the ability to make bookings from the website. West Coast Wilderness Railway should be up and running soon with an application that could be adapted for use by DRR. RDTM will liaise with DRR re the website improvement and booking application.
KEY MILESTONES – (TABLE FROM PREVIOUS MINUTES) Description
Target Date
Comments
Completion of the Strategic Plan
November 2012
DRSC to review the plan to determine a focus, direction and clear priorities
TBC - ASAP
4.0
DRR are reviewing the 2009-2011 Strategic Plan
STRATEGIC PLAN 4.1
5.0
ATTACHMENT [2]
The DRR Secretary is currently updating the Strategic Plan.
REPORT FROM DON RIVER RAILWAY 5.1
Discussion held on what would be required to be project ready to approach government outlining the proposal for a World Class Rail Visitor Experience from destination A to destination B:
Previous documentation from grants and applications to be compiled
Breakdown of costs to get rolling stock to compliance
Other documentation to meet the objective
Actions Warren to forward paperwork to April who will compile and distribute to the committee.
Warren to forward the Legislative Committee Report to RTDM and April.
RTDM will oversee the compilation of the report.
5.2
There are current issues with new compliance laws being introduced for Steam Drivers and the upgrade requirements to continue operating the locomotives. Costs of approx. $400 per driver and the training required is inhibitive.
5.3
Signage is still an issue. Glen to forward a list of DRR sign requirements to CSM for consideration under the Signage Strategy.
5.4
Question as to who owns the land the perimeter fence is on and was the cost for repairs to the fence included in the budget. Actions CSM to investigate and advise about the ownership of the land and the budget.
6.0
GENERAL BUSINESS 6.1 Ald Jarman congratulated DRR on their recent articles in the Advocate. TO BE HELD 26 SEPTEMBER AT 1PM IN THE COUNCIL COMMITTEE ROOMS (4TH NEXT MEETING: THURSDAY OF THE MONTH)
ITEM 12.1
PAGE 48 Unconfirmed Minutes of the Meercroft Park Special Advisory Committee - 20 August 2013
ATTACHMENT [3]
MINUTES OF THE MEERCROFT PARK SPECIAL ADVISORY COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON TUESDAY 20 AUGUST 2013 COMMENCING AT 5.15PM PRESENT Committee Members Ald Annette Rockliff Colin Emmett Julie Woodberry Shannon Wainwright
Chairperson North West Hockey Centre North West Hockey Centre North West Hockey Centre
Council Officers Fabio Pizzirani Kylie Lunson
Sports & Recreation Coordinator (SRC) Operations Manager (OM)
APOLOGIES Stuart Jones Colin Ryan
Marketing, Tourism and Recreation Manager (MTRM) North West Hockey Centre
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 18 June 2013 be received and noted. K. Lunson/J. Woodberry
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES
4.0
3.1
The land lease charged to the NW Hockey Centre has been resolved and a refund of overcharged fees sent to the NW Hockey Centre.
3.2
The NW Hockey Centre’s request for a loan to upgrade the surface at the Centre was work shopped with Aldermen and approved.
3.3
The parking issue at Meercroft will remain on the agenda until further details are known.
CLUB REPORTS 4.1
Devonport Junior Soccer Association (DJSA) Nil.
4.2
Devonport Touch Association Nil.
4.3
North West Hockey Centre (NWHC) The roster has now finished. Finals will commence in the following week. A Federal Government announcement will be made on 25 August 2013. The synthetic turf is to be pulled up mid-November and made available for sale. As the new surface will not be completed until mid March 2014, no hockey will be played at the Centre during the 2013/14 summer. ITEM 12.1
PAGE 49 Unconfirmed Minutes of the Meercroft Park Special Advisory Committee - 20 August 2013
5.0
4.4
Devonport Tennis Club Nil.
4.5
Devonport Surf Club Nil.
ATTACHMENT [3]
GENERAL BUSINESS 5.1
Attendance at Meetings A letter will be drafted to user groups to nominate two representatives to sit on the Committee. Action: Ald Rockliff and SRC to draft letter.
5.2
Touch Football Ground The OM requested confirmation from the Devonport Touch Association that the grounds are to be configured the same as the previous season. Action: SRC to check.
5.3
Junior Soccer The SRC reported that the Devonport Strikers Soccer Club is proposing to host a junior soccer event in September/October 2014. The four day event will see club teams from inter and intrastate compete.
5.4
North West Hockey Centre Julie Woodberry requested Council undertake an audit of showers and heating in the building, under the Energy Efficiency Strategy. Action: OM to investigate lease and responsibilities.
6.0
NEXT MEETING Tuesday 22 October 2013.
Meeting closed: 5.45 pm
ITEM 12.1
PAGE 50 Unconfirmed Minutes of the Building Families Committee - 20 August 2013
ATTACHMENT [4]
MINUTES OF THE BUILDING FAMILIES COMMITTEE MEETING ANGLICARE 31 KING STREET DEVONPORT 20 AUGUST 2013, COMMENCING AT 3.30 PM PRESENT Committee Members Emma Oakley Clare Thorn Lena Carmichael Emily Shepherd Alanna Hartog Sue Horton Jilly Cole Rachel Turner Claire Williams Kathy Mantach
Anglicare (NESTS) Anglicare Anglicare (Gamblers Help) Family Food Patch Eastern Shore Community House East Devonport Child & Family Centre LINC Youth and Family Focus Anglicare (KIDS) Mission Australia
Council Representatives Ald Steve Martin (Mayor) Ald Annette Rockliff (Chair) Ald Justine Keay Damian Collins Barb Boutcher
Devonport City Council Devonport City Council Devonport City Council Community Sustainability Coordinator Community Development Administration Officer
APOLOGIES Mick Clark Kim Williamson Allyson Smith Kate Beer
Devonport Child Care Centres Inc NWCCS Centacare Devonport Community House
Special welcome to Jenny Branch-Allen from Kidsafe Tas 1.0
CONFIRMATION OF MINUTES The Committee recommends to Council that the minutes of the previous meeting held 19 June 2013 be received and noted. J. Cole/D. Collins
2.0
DECLARATION OF INTEREST None declared.
3.0
BUSINESS ARISING 3.1
4.0
CARRIED
Anglicare(KIDS) draft information was agreed to be re-formatted & then promoted.
GUEST SPEAKER, JENNY BRANCH-ALLEN, KIDSAFE TAS 4.1
Jenny Branch-Allen, CEO Kidsafe Tas (Child Accident Prevention Foundation of Australia) spoke on the Building Families 2013 priority, Child Safety in Driveways. The facts outlined were that most driveway run overs occur in the driveway of the child’s own home, or in a friend or relatives driveway. The driver is usually a parent, relative or family friend. All cars have a blind spot – some up to more than 15 metres – which can make it difficult to see a child. Building Families members are encouraged to liaise with Kidsafe Tas to facilitate training in injury prevention programs to highlight driveway safety, which is a national concern. ITEM 12.1
PAGE 51 Unconfirmed Minutes of the Building Families Committee - 20 August 2013
ATTACHMENT [4]
Keep Your Driveway Safe, Kidsafe prevention program safety tips include: Supervise, Separate, See. Kidsafe – A Parents Guide to Kidsafe Roads – booklet resource is available from Kidsafe Tas, along with Driveway Safe stickers to fix to cars to remind drivers to Supervise, Separate, See. Action: Mayor Steve Martin to approach local car yards to promote the ‘Keep Your Driveway Kidsafe’ prevention program and the availability of resources. Action: DCC staff to make Supervise, Separate, See factsheets and car stickers available to all Building Families organisations. 5.0
6.0
INFORMATION SHARING 5.1
LINC An author/illustrator will be attending the LINC 17 September at 10.30am for up to 250 children aging from preschool up to grade 1.
5.2
Anglicare (NESTS) Currently delivering workshops to parents on attachment issues.
5.3
East Devonport Child & Family Centre Cooking classes for men have been very successful.
5.4
Eastern Shore Community House Upcoming footy day for Kommunity Kids on 23 September. Plans under way for a charity golf day to raise funds for Kommunity Kids. Planning has commenced for ‘Christmas in the East’.
5.5
Choose Life Services Upcoming workshops on suicide intervention training.
5.6
Devonport City Council Building Families Newsletter is now open for submissions of articles, including school holiday programs. Following maternity leave, Carol Bryant will recommence at Council, as Sustainable Communities Manager for 3 days a week in mid September.
5.7
Youth and Family Focus YAFF and Community Connections have merged and joined a partnership with Devonport City Council in the old Zone building, now named Junction. A solicitor will be present at the Junction 1 day a week to offer free legal advice.
5.8
Mission Australia Mission now has a new logo.
5.9
Anglicare (KIDS) Currently part way through training of 14 Volunteers
OTHER BUSINESS 6.1
7.0
Nil
UPDATE ON PRIORITY AREAS FOR 2013 Identified priorities for 2013 are: ITEM 12.1
PAGE 52 Unconfirmed Minutes of the Building Families Committee - 20 August 2013
8.0
ATTACHMENT [4]
7.1
Child safety in Driveways Covered in 4.1 of these minutes.
7.2
Working towards better coordinated support for new parents Claire from Anglicare has approached Coles Devonport regarding placement of a parent information notice board. Result to be advised.
7.3
Physical fitness for families Confirmed by Devonport City Council representative there are funds in the budget for East Devonport foreshore gym equipment to be installed.
NEXT MEETING Mission Australia, 56 Oldaker Street Devonport, 3.30pm Tuesday 15th October 2013
Meeting closed 4.54pm
ITEM 12.1
PAGE 53 Unconfirmed Minutes of the Devonport Maritime & Heritage Authority - 28 August 2013
ATTACHMENT [5]
MINUTES OF THE DEVONPORT MARITIME & HERITAGE AUTHORITY MEETING HELD AT THE COUNCIL COMMITTEE MEETING ROOMS, FENTON WAY ON WEDNESDAY 28 AUGUST 2013 COMMENCING AT 4PM PRESENT Directors Ray Wright Steve Quinn Ald Lynn Laycock
Community Member Community Member Devonport City Council
Council Officers Margaret Griggs
Bass Strait Maritime Centre Coordinator (BSMCC)
APOLOGIES Ald Graham Kent Lester Jackson Malcolm Reid
Devonport City Council Community Partnerships Manager (CPM) Community Member
1.0
CONFIRMATION OF MINUTES The Authority recommends to Council that the previous minutes of the meeting held 03 August 2013 be received and noted. R. Wright/ S. Quinn
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1
Australian Maritime College (AMC) Response received to letter sent indicating Director will be in touch.
3.2
DM&HA Vacancy Induction completed for M. Reid.
3.3
Storage Issues The BSMCC to follow up re current situation.
3.4
Financial Report Query re Land Tax Authority exempt from Land Tax. Response circulated to members.
3.5
Marketing Strategy BSMCC to follow up.
3.6
Request for Discount Charges To be followed up.
Council’s Marketing, Tourism & Recreation Manager joined the meeting and updated members on the proposed key entry point signage at the airport and Spirit of Tasmania and the Bass Strait Maritime Centre roadside signage. He also advised that the directional signage as part of the Signage Strategy will all be completed by the end of the year. 4.0
CORRESPONDENCE 4.1
In/Out Updated list was provided to Authority members and the correspondence was tabled. ITEM 12.1
PAGE 54 Unconfirmed Minutes of the Devonport Maritime & Heritage Authority - 28 August 2013
ATTACHMENT [5]
The inward and outward correspondence be accepted as a true and accurate record. R. Wright/ S. Quinn 5.0
CARRIED
GENERAL BUSINESS 5.1
Reports 5.1.1 Centre Operations The BSMCC reported on the operations of the Centre to date. R. Wright commented that the social function, “Christmas in July in August” was a great success and all involved are to be congratulated particularly those responsible for the excellent meal. 5.1.2 Financial Financial reports were distributed to Authority members. R. Wright questioned the monthly break up figures of the YTD budget, specifically from General Materials to Repairs and Maintenance. The BSMCC to follow up with Council’s accountant and advise members. BSMCC to invite Council’s accountant to the next meeting. 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
5.2
CARRIED
Julie Burgess 5.2.1 Operations Committee Minutes The BSMCC spoke to the Minutes. 5.2.2 Recommendations from Minutes Nil. 5.2.3 Booklet Launch Scheduled for November 2013. 5.2.4 Disability Access Assessment Nil.
5.3
Matters for Discussion/Action 5.3.1 Corporate Plan/Charter The BSMCC to follow up and schedule time to commence the development of the Corporate Plan/ Charter. 5.3.2 Future Development/ Maintenance Covered under agenda 5.1.1. 5.3.3 Marketing and Advertising Covered in discussion with Council’s Marketing, Tourism and Recreation Manager. The BSMCC updated members on current opportunities. Members requested that Cafe be a separate agenda item. 5.3.4 Sponsorship and Donations S. Quinn keen to see TT Line and Tas Ports approached.
ITEM 12.1
PAGE 55 Unconfirmed Minutes of the Devonport Maritime & Heritage Authority - 28 August 2013
6.0
ATTACHMENT [5]
OTHER BUSINESS 6.1
Request to Auditor General to Dispense Audit As there has been no change to the financial arrangements, Council’s accountant provided a letter for Chair to sign requesting to dispense audit.
6.2
Devonport Triathlon The Devonport Triathlon will be held March 1 and 2 2014. S. Quinn advised that we need to be proactive in marketing to the large numbers of people the event will draw.
6.3
Austrips Bus Tours Members resolved that the request for early breakfast and entry to exhibition be trialled and reviewed.
7.0
AGENDA ITEMS FOR NEXT MEETING Nil
8.0
NEXT MEETING Wednesday 25 September 2013 at 4pm at the Council Committee Meeting Rooms, Fenton Way, Devonport.
Meeting closed at 5.50pm
ITEM 12.1
PAGE 56 Report to Council Meeting on 16 September 2013
12.2
ENERGY EFFICIENCY STRATEGY - CONSULTATION FEEDBACK File: 28179 D307214
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 provide feedback to Council as a result of consultation, and to present the Draft Devonport City Council Energy Efficiency Strategy for adoption.
BACKGROUND Council resolved (Res No – 156/13) to place the Draft Devonport City Council Energy Efficiency Strategy for public consultation at its June Council Meeting. The document was placed on public exhibition for 6 weeks. The Devonport City Council’s Strategic Plan 2009-2030 provides context for the Energy Efficiency Strategy (EES). ‘Living lightly on our environment’ is Council’s number 1 goal within the Strategic Plan. Outcome 1.1 ‘Devonport is an energy efficient City’ and outcome 1.1.1 to ‘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’ are key outcomes for achieving the Goal of Living Lightly on the Environment. The Energy Efficiency strategy provides a formal representation of Council’s commitment to achieving its number one goal and associated outcomes. The strategy was developed with input from Council’s Energy Efficiency Strategy Internal Working Group (EESIWG). The EESIWG consisted of representatives from Council’s Development & Health Services, Finance, City Infrastructure, Operations, and Sustainable Communities departments. Advice from independent energy consultants Pitt & Sherry was incorporated into the strategy following audits conducted on Council’s four highest energy consuming buildings.
COMMENTARY The Draft Devonport City Council Energy Efficiency Strategy was placed on public exhibition utilising a range of engagement techniques. Six questions were asked as part of the consultation process: 1.
Do you agree with the proposed short, medium and long term strategic goals? If not, why not?
3.
On page 5 of the Strategy, we list a number of energy efficiency outcomes to be achieved by Council. “Are there any other outcomes you feel Council should work towards, not listed here,”?
4.
Please list the outcomes you feel are missing from the Strategy.
ITEM 12.2
PAGE 57 Report to Council Meeting on 16 September 2013
5.
If Council were to provide information and activities for the community to help residents to become more energy efficient at home, would you be interested in participating?
6.
Do you have any further comments to make on the Devonport City Council Energy Efficiency Strategy?
A total of 12 people undertook the survey, 1 submission was made, 66 document downloads of the strategy were completed. 11 respondents agree to the short medium and long term strategic actions. 3 respondents were unsure as to whether or not any outcomes hadn’t been listed, that Council should be working towards. 4 respondents felt that the strategy captured relevant outcomes. 4 respondents felt there were some outcomes missing and the comments are listed below. 10 respondents were interested in receiving information and participating in energy efficiency awareness activities. The following comments were received from the public, and include Officers comments and suggested amendment to the draft document. Comment received
Officers comment
Recommended amendment
Outcome 4.6
Council current practices are to consider all options which relate to fuel efficiencies. To expand the outcome to include plant and equipment best practice.
Outcome 4.6 – amend to include “cover plant and equipment”.
Devonport City Council ‘code for tender and contracts ‘states as a purchasing principle; 3.3., Enhancement of the capabilities of local businesses and industry which support this same ethos.
Outcome 4.8 – no amendment required.
On an annual basis Council will review and report savings.
Outcome 4.13 – no amendment required
Council to investigate vehicle options including electric cars, hybrids, use of biodiesel and LPG.
Outcome 4.8 Council incorporated energy efficiency into its purchasing decisions; Council currently.
Outcome 4.13 “Will Council ensure that projected savings made in energy savings are reinvested into energy efficiency?”
Sample of other comments received; ‘Any future Council building modification should have a north facing aspect, correct energy saving eaves, double glazing on all windows, solar panels, fully insulated and grey water systems’ ‘There are alternate methods of heating in the market that can save Council a lot more over a longer period of time. Google LAVA Glass Radiators.’ ‘While a little off-topic when talking of energy efficiency, in the spirit of sustainability I would like the Council to consider making recycling bins more available to the public in Central Business District areas and at various community events.’ ITEM 12.2
PAGE 58 Report to Council Meeting on 16 September 2013
‘The Council needs to not only change to be efficient but to be seen to be doing so. Eg it might be that you move to an electric car to show the stance. I am very much for bicycle and electric bicycles and ride these myself but I fear that it might give a wrong impression to the public if Council officers are seen riding these. I'm thinking the public might see this as lazy, inefficient in getting work done etc’ ‘This is definitely a step in the right direction. Very pleasing to see Council finally addressing energy consumption. This can only be a good outcome for rate payers.’ ‘This is definitely a step in the right direction. Very pleasing to see Council finally addressing energy consumption. This can only be a good outcome for rate payers.’ The complete survey findings are available at - speakupdevonport.com.au /energyefficiency.
FINANCIAL IMPLICATIONS Operating Budget Implementation of these initiatives will result in operational savings over time as identified in the Energy Efficiency Strategy. Capital Expenditure The Energy Efficiency Strategy includes the Council investing capital in future PV, solar panels which are not included in the current Capital Expenditure budget. Future capital proposals will be presented to Council to consider. 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
Political/Governance Failure to adopt these amendments to the plan will indicate that the Council is not genuine in its community consultations.
Assets, Property and Infrastructure If these amendments are not adopted Council will not achieve energy savings in relation to plant and equipment.
Financial Failure to adopt these amendments will result in Council missing out on potential energy savings.
Communication/Reputation Failure to adopt these amendments could impact on the Council’s reputation in relation to community consultation and engagement.
CONCLUSION The public have been provided an opportunity to provide input and feedback in line with Devonport City Councils Community Engagement Policy. The feedback has been reviewed and amendments suggested for Councils consideration in the Draft Devonport City Council Energy Efficiency Strategy. The Energy Efficiency Strategy will enable Devonport City Council to be a leader in energy efficiency with significant financial savings in electricity use in our buildings, and fuel use in
ITEM 12.2
PAGE 59 Report to Council Meeting on 16 September 2013
our vehicles. Devonport City Council will be able to demonstrate leadership on energy efficiency and lead by example on how to address growing energy costs.
ATTACHMENTS 1.
DRAFT Energy Efficiency Strategy 2013
RECOMMENDATION That Council adopt the amended Draft Devonport City Council Energy Efficiency Strategy.
ITEM 12.2
PAGE 60 DRAFT Energy Efficiency Strategy 2013
ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
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PAGE 85 Report to Council Meeting on 16 September 2013
13.0
TECHNICAL AND FINANCE REPORTS
13.1
FINANCE REPORT FOR AUGUST 2013 File: 26544D305809
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 31 August 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.
ITEM 13.1
PAGE 86 Report to Council Meeting on 16 September 2013
RISK IMPLICATIONS
Financial In relation to item 59 of Council’s Risk Register for Financial Risks: 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 31 August Attachment
2.
Finance Report Attachment 2 - Capital Works Report August
RECOMMENDATION That the Finance Report for August 2013 be noted.
ITEM 13.1
PAGE 87 Finance Report 31 August Attachment
ATTACHMENT [1]
FINANCIAL SUMMARY
YTD to 31 August 2013
Operating Summary
YTD Budget
Actual
Revenue Expenditure
26,839,797 5,972,777
27,061,461 5,824,017
Operating Position
20,867,020
21,237,444
Capital Expenditure Summary
Annual Budget
Capital Expenditure
Actual
17,129,566
1,556,766
Annual Budget 35,879,525 36,849,875 (970,350)
Current Forecast 35,906,749 36,888,675 (981,926)
Current Forecast 17,129,566
Cash Information 31 August 2013 Operat ing Account (Reconciled balance) Int erest-Earning Deposit s
Debtor Information
Rates Debt ors Infringement Debtors Sundry Debtors Planning & Healt h Debt ors
31 August 2013
June 2013
16,616,970 158,579 1,819,211 9,163
356,962 133,706 239,483 615
18,603,922
730,766
Rates Debtors Ageing 2013/2014 - Current 2012/2013 - 1 Year 2011/2012 - 2 Y ears 2010/2009 - 3 Y ears 2009/2010 - Older
(421,008) 16,401,528
492,166 13,325,430
15,980,520
13,817,596
31 August 2013 16,131,984 338,003 53,769 15,890 77,323
% of Annual Rates 63.0%
16,616,970
Cash Investment Information Rate ANZ Cash Deposits CBA Cash Deposit s
June 2013
3.50% at call 3.00% at call
All cash invest ment s are invested in compliance wit h Council's Investment Policy.
31 August 2013 13,613,191 2,788,337 16,401,528
Commentary This report provides a high level summary of operational income and expenditure, capit al expendit ure and t he cash and receivables position as at t he date of the report . The current forecast is updated on a monthly basis to reflect ant icipated changes t o revenue, expendit ure and net operat ing position. As at 31 August 2013, the forecast for income is expect ed t o be $27K higher than budget whilst expendit ure is expected t o be $39K higher, result ing in a forecast operating deficit of $982K. This is a deteriorat ion of $11K from the original budget is mainly due to the Council decision to offer a furt her rate remission to high value propert ies t hat was not budgeted for. This loss has been partly offset by unbudget ed lease income and developer contributions. It should be noted t hat though the operat ing account shows a deficit at the end of August , t his is simply due t o timing differences in reconciling items, and at no t ime did the account actually ent er overdraft st at us.
ITEM 13.1
Â
PAGE 88 Finance Report 31 August Attachment
ATTACHMENT [1]
SUMMARISED OPERATING REPORT YTD Budget
Actual
YTD to 31 August 2013 YTD Variance $ %
Full Budget 2014
INCOME Rates and Service Charges Fees and User Charges Grants - Operating Contributions - Operating
25,518,150
25,614,167
96,017
0.4%
25,838,150
1,089,943
1,149,006
88,000
80,647
59,063
5.4%
6,222,705
(7,353)
-8.4%
1,170,000
9,542
12,932
3,390
35.5%
57,250
Investment Revenue
56,758
77,797
21,039
37.1%
2,040,550
Other Revenue
77,404
126,913
49,509
64.0%
550,870
26,839,797
27,061,461
221,664
0.8%
35,879,525
Employee Benefits
2,071,725
2,245,535
(173,809)
-8.4%
12,681,878
Materials and Services
1,845,942
1,495,360
350,582
19.0%
11,464,870
Depreciation
1,470,960
1,438,319
32,641
2.2%
9,027,800
TOTAL INCOME
Note 1 2 3 4 5
EXPENSES
Financial Costs
49,723
43,394
6,329
12.7%
1,102,559
Levies & Taxes
314,503
306,758
7,745
2.5%
2,818,727
Other Expenses Internal Charges and Recoveries
TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT)
427,533
445,285
(17,752)
-4.2%
(207,610)
(150,634)
(56,976)
27.4%
999,700 (1,245,658)
5,972,777
5,824,017
148,760
2.5%
36,849,875
20,867,020
21,237,444
370,425
1.8%
(970,350)
0
749,579
749,579
41,667
379,710
338,043
(30,673)
(30,673)
6
10
7 8
9
CAPITAL ITEMS Grants - Capital Contributions - Capital Gain / Loss on Disposal of Assets
TOTAL CAPITAL ITEMS NET SURPLUS / (DEFICIT) Own Source Revenue:
0
4,784,009 811.3%
250,000 -
41,667
1,098,615
1,056,948
2536.7%
5,034,009
20,908,686
22,336,059
1,427,373
6.8%
4,063,659
99.6%
99.7%
11 12
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 $50000 threshold from budget and requires explanation
Note Commentary 1 A significant supplementary rates assessment was received from the Valuer General in July, which was not expected so soon. Variance expected to realign with budget as the year progresses. 2 Fees and user charges are currently above budget due to timing of Devonport Jazz income and rental income being received. Variance expected to realign as the year progresses. 3 Contribution amounts and timing are difficult to predict. Amount is above budget for the year to date, but expected to realign as the year progresses. 4 Interest income is higher than budgeted as a result of opening investment balances being around $2M higher than budgeted. 5 Variance is positive for Council, and mainly relates to recoveries from MPES being higher than anticipated for the year to date. Expected to realign to budget as the year progresses. 6 Employee benefits are above budget for the year to date, mainly as a result of timing differences between budget and actual. Variance is expected to re-align as the year progresses. 7 Variance is in Council's favour. Mainly relates to timing of actual expenditures compared to budget, and expected to realign as the year progresses. 8 Variance relates to bank fees being lower than budget for the year to date. Expected to realign to budget as the year progresses. 9 A slow start to capital projects for the year has meant that internal recoveries are currently behind budget. Variance is expected to realign as the year progresses. 10 Timing of receipt of capital grants is difficult to predict. Amount is above budget for the year to date, but expected to realign as the year progresses. 11 Capital contributions are difficult to predict, as they relate to timing of subdivisions being completed, and Council taking over the road and stormwater infrastructure from developers. In July a significant subdivision was completed in George Street, which contributed $380K worth of infrastructure to Council's control. Capital contributions do not form part of Council's operational budget, therefore no forecast adjustment has been made in relation to this.
ITEM 13.1
12 Gain / loss on disposal of assets is difficult to predict, and avoided wherever possible. As such, Council does not budget for this item.
PAGE 89 Finance Report 31 August Attachment
ATTACHMENT [1]
FINANCIAL CHARTS
Year to Date to end of 31 August 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
2014 YTD
25,614,167
1,149,006
80,647
12,932
Dividends and Other Investment Income 77,797
Bud YTD
25,518,150
1,089,943
88,000
9,542
56,758
77,404
2013 YTD
24,599,414
917,396
10,000
3,064
83,761
207,828
Other Income
126,913
Expenditure Analysis 2,500,000
$ Expenditure
2,000,000 1,500,000 1,000,000 500,000 ‐ (500,000)
Materials & Services 1,495,360
Depreciation
Finance Costs
Levies & Taxes
2014 YTD
Employee Benefits 2,245,535
306,758
Other Expenses 445,285
Internal Charges (150,634)
1,438,319
43,394
Bud YTD
2,071,725
1,845,942
1,470,960
49,723
2013 YTD
2,078,914
1,400,930
1,467,567
111,895
314,503
427,533
(207,610)
277,386
156,538
(176,793)
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
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 13.1
PAGE 90 Finance Report 31 August Attachment
ATTACHMENT [1]
BALANCE SHEET REPORT
As at 31 August 2013 31 Aug 2013
30 Jun 2013
(421,008) 315,427 16,401,528 16,616,970 158,579 1,819,211 9,163 63,112 186,098 35,149,080
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
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
2,637,217 77,873,779 597,479,988 (236,055,498) 18,619,261 460,554,747
2,637,217 77,873,779 600,889,949 (234,886,903) 13,555,480 460,069,522
495,703,827
475,565,038
1,032,905 264,196 316,460 1,164,756 1,233,753 1,075,076 5,087,146
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
23,364,190
25,579,201
472,339,637
449,985,837
264,611,126 1,007,330 1,476,874 182,908,247 21,237,444 1,098,615
264,593,386 1,007,330 1,476,874 178,324,057 791,745 3,792,445
Total Equity
472,339,637
449,985,837
Current Ratio:
6.91
2.17
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 13.1
Â
PAGE 91 Finance Report Attachment 2 - Capital Works Report August
ATTACHMENT [2]
Capital Expenditure Report As at 31 August 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
955,771
6,771,668
9,656
9,656
110,344
54,918
CP0047
110,344
Meercropf Part Toilet / Change Rooms
10,000
-
10,000
-
CP0061
10,000
Devonport Recreation Centre Security
229
119,771
2,653
119,771
229
CP0065
BBQ Replacements
CP0066
Bluff Road walking track renewal
CP0067 CP0068 CP0069
Cemetery land purchase
CP0070
Cradle Mountain Water - meter consolidation
60,000
-
CP0073
Devonport Rec Centre - RCD protection to switchboards
10,000
-
10,000
CP0074
Devonport Rec Centre - Stadium Lighting Renewal
33,100
2,405
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
-
47,000
CP0081
Reg Hope Park - Safety bollards
8,000
-
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
524
63,900
CP0084
Cycling Network Strategy Action Plan Year 2 - East Devonport Connections Litter Bins (Mall and other locations)
22,100
CP0085
18,500
15,329
18,500
122,500
3,176
122,500
Byard park lighting for training
52,500
-
52,500
Cemetery conservation - head stone remedial works
60,000
-
1,000,000
70,136
70,136
220
66
60,000 1,000,000 60,000
22,100
15,000
-
15,000
CP0086
Mersey Vale Master Plan works
229,864
19,983
229,864
CP0087
Open Space Management Plans Program
50,000
-
50,000
CP0088
POS Furniture Replacement Program
12,000
-
12,000
CP0089
Public Art - Stage 1 (2013/2014)
10,000
-
10,000
CP0090
Signage Strategy Implementation - Year 2
52,500
88
52,500
CP0091
Walking Track Remediation - renewal program
40,000
721
40,000
9,144,347
1,055,853
9,144,347
Proceeds on disposal of assets Total Open Space & Recreation
7,469,253
7,459,253
ITEM 13.1
Â
PAGE 92 Finance Report Attachment 2 - Capital Works Report August
ATTACHMENT [2]
Capital Expenditure Report Prior Budget Prior Actual 2014 Budget
As at
$
$
$
2014 Actual 2014 Forecast $
$
Commentary
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
LEGEEP - hot water cylinder energy efficency project Julie Burgess - heat exchanger, ropes, sail, VHF radio
CB0052 CB0053
LIVING CITY Actions Yr 1
CB0054
Melrose Hall reclad stage 2
CB0055
Mersey Bluff Caravan Park stage 2
44,742
44,742
5,500
-
5,500
45,000
-
45,000
320,258
27,201
320,258
22,500
-
22,500
38,500
-
38,500
15,000
10,254
15,000
3,000
76,827
76,827
-
3,000
438,300
28,035
438,300
64,000
405
64,000
14,000
-
14,000
1,000,000
1,418
25,000
18,778
1,000,000 25,000
173,173
-
173,173
CB0056
Play Centre - windows, doors and gutters
13,000
-
13,000
CB0057
Sixty & Over Club - window renewal
18,500
-
18,500
CB0058
WTS Cover over toll booth
Total Buildings
121,569
121,569
3,965
3,965
15,000
205
15,000
2,210,731
86,295
2,210,731
29,035
Stormwater CS0014
Waverley Road SW Drainage
29,035
2,079
CS0016
Forbes St - divert water from #115
16,000
-
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
-
26,000
CS0020
Melrose Road - Renew Culvert & Drain at #226
29,000
-
29,000
144,000
-
144,000
11,000
-
11,000
155,000
4,008
155,000
CS0021
Steele Street easement drainage
CS0022
Transfer Station SW pit Litter Basket Installation
CS0024
William St SW Catchment Upgrade - Stage 3
CS0025
Manhole Lid Replacements
25,000
1,333
25,000
CS0026
Minor Stormwater Works
30,000
13,204
30,000 50,000
CS0027
Pit Replacements
50,000
14,536
CS0028
SW Outfall Risk Improvement & Renewal
30,000
6,056
30,000
687,035
41,216
687,035
Total Stormwater
3,965
3,965
ITEM 13.1
Â
PAGE 93 Finance Report Attachment 2 - Capital Works Report August
ATTACHMENT [2]
Capital Expenditure Report Prior Budget Prior Actual 2014 Budget
As at
$
$
$
2014 Actual
2014 Forecast
$
$
Commentary
Transport CT0055
Devonport Road Netw ork Strategy - Steele & Sorell Prioritisation
CT0058
Lillico Road reconstruction & w idening - stage 2
CT0061
Best & Sorell intersection New Roundabou
CT0062
David and John Street Intersection Roundabout
3,505
3,505
96,495
1,799
96,495
31,350
31,350
206,650
55,829
206,650
221,942
221,942
20,900
20,658
20,900
87,283
87,283
116,000
61,093
116,000
CT0063
Nicholls & Gunn intersection New Roundab
186,411
186,411
28,500
28,887
28,500
CT0064
Thomas & Wright intersection New Roundab
115,946
115,946
19,500
15,024
19,500
CT0065
Stony Rise Road - Tugrah Road - bass Hw y offramp RAB
337,695
337,695
282,658
163,890
282,658
CT0076
Advance Design - Transport Steele Street Aquatic Centre Access Upgrading
CT0077 CT0078
Signage Upgrade (Carparks)
CT0079
Technology Upgrade (Carparks)
25,000 263,000
(155) 7,104
25,000 263,000
40,000
-
40,000
120,000
-
120,000
CT0080
Edward Street Carpark Improvement Works
83,000
CT0081
Footpath Minor Renew al in Road Reserve
25,000
-
25,000
CT0082
Forbes St overpass - new guard rail on eastern side Gunn St (east side) - Best to Oldaker - replace footpath
56,000 32,000
-
CT0083
242
56,000 32,000
CT0084
Gunn St - Best to Oldaker - widening
CT0085
Kelcey Tier Road Safety Improvements Stage 2
22
83,000
68,000
2,260
68,000
280,000
6,430
280,000
CT0086
Lovett Street 'missing links' - Tasman to Valley
70,000
44
70,000
CT0087
Madden and Watkinson intersection reconstruction
43,000
1,069
43,000
CT0088
Massey Place and Fergusson Drive reconstruction
164,000
762
164,000
CT0089
North Street Pavement Reconstruction - Gunn to Clements
818
CT0090
Parking/Traffic signage correction
133,000 20,000
133,000 20,000
CT0091
Pedestrian Network Strategy (2012) Action Plan Implementation
CT0092
Re-seal programme
CT0093
River Road Rural - Widening Stage 1
CT0094 CT0095
Road Netw ork Minor Works Road Traffic Devices Minor Works
CT0096
Ronald & Parker St Pavement Works
-
40,000
1,029
40,000
660,000 134,000
2,430 1,172
660,000 134,000
25,000
-
25,000
25,000
90
25,000
380,000
1,419
380,000
CT0097
Sheffield Road Footpath renew al - stage 1
66,000
-
66,000
CT0098
20,000
-
20,000
CT0099
Street Light Provision Watkinson Street footpath safety improvements Stage 2
CT0100
13 - 27 William St Footpath - Root Damage Works
CT0101
William St - Eugene to Bluff Road - western side
CT0102
William Street - George to James
Total Transport
984,132
984,132
30,000 56,000
26 -
30,000 56,000
40,000 270,000
7,546
40,000 270,000
3,938,703
381,224
3,938,703
1,738
Plant & Fleet CF0007
Hire Plant Replacement Plan
CF0008
Minor Plant Replacement Plan
CF0009
Fleet Replacement Plan
515,000
-
75,000
4,403
75,000
201,000
65,944
201,000
Proceeds on disposal / trade-in of assets Total Plant & Fleet
515,000
(78,273) -
-
791,000
(7,926)
791,000
Other Equipment CE0003 CC0004
Furniture & Fittings
64,750
Information Technology
Total Other Equipment TOTAL CAPITAL EXPENDITURE
8,578,919
8,568,919
-
64,750
293,000
104
293,000
357,750
104
357,750
17,129,566
1,556,766
17,129,566
ITEM 13.1
Â
PAGE 94 Report to Council Meeting on 16 September 2013
13.2
AMENDMENTS TO 2014 CAPITAL BUDGET, CASH FLOWS AND LONG TERM FINANCIAL PLAN File: 22624D306342
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.2
Ensure comprehensive financial planning to meet sustainability requirements
PURPOSE The purpose of this report is to detail proposed amendments to the 2013/14 Capital Expenditure Budget, Long Term Financial Plan and Estimated Statement of Cash Flows following the finalisation of 2012/13 Financial Statements.
BACKGROUND When Council adopted its Budget on 17 June 2013 the Capital Expenditure Budget included estimates for carry forwards from 2012/13 projects based on the information available at that time. Additionally, the Estimated Statement of Cash Flows for 2013/14 was also based on an estimate of the likely cash balance as of 30 June 2013, and the Long Term Financial Plan to 30 June 2023 was partly based on estimated 2013 results. These reports can now be updated to include the actual results for 30 June 2013 to provide Council with more accurate information than was available on 17 June 2013.
COMMENTARY It is considered prudent to amend Council’s Capital Expenditure Budget, anticipated Statement of Cash Flows and Long Term Financial Plan following the finalisation of actual financial results for the preceding financial year, as these updated reports provide Council with more accurate information than was originally possible at the time of adoption of the current year’s Budget. Carry forward amounts presented at budget time were based on an estimate of what work would be completed and invoiced as of 30 June 2013. The actual results will vary depending on factors such as weather, project progress during the month of June and the timing of invoices from suppliers and subcontractors being received and accounted for by Council. Any change in the carry forward amounts does not vary the overall cost of the project, but rather balance the budget against the year in which the costs are actually incurred.
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation.
ITEM 13.2
PAGE 95 Report to Council Meeting on 16 September 2013
Capital Expenditure and Long Term Financial Plan The overall financial impact of the amendment to Carry Forwards is an increase of $3,051 to the 2013/14 Capital Expenditure Budget. The revised budget is now $17,129,566. Attached is a schedule showing adjustments against each specific project. Council’s Revised Estimated Statement of Cash Flows is also attached. This Statement contains changes to two components being a change in the opening cash position based on 2012/13 actual cash balance rather than on a forecast and an increase in Capital Expenditure for the 2013/14 year. The overall change in the estimated cash position as at 30 June 2014 is an increase of $1,463,000, resulting in a new estimated balance of $10,917,000. An updated version of Council’s Long Term Financial Plan is also attached, showing an improvement of $1.41M to the ten year cash position, based on the increase in the closing cash balance for the 2013 year.
RISK IMPLICATIONS There are no risk implications arising from the presentation of this report. The report is provided for the information of Aldermen.
CONCLUSION The amended 2013/14 Capital Expenditure Program, revised Statement of Cash Flows and revised Long Term Financial Plan overview are provided to Council for information purposes and include a nett increase to Capital Carry Forwards from 2012/13 of $3,051 and a revised anticipated cash position of $10,917,000 for 30 June 2014.
ATTACHMENTS 1.
Attachment to Amended Capital Budget with LTFP and Cash Flow updates
RECOMMENDATION That Council adopt the amendments, outlined in the Attachments, to the 2013/14 Capital Expenditure Budget, Long Term Financial Plan to 30 June 2023 and Revised Estimated Statement of Cash Flows for the 2013-14 financial year.
ITEM 13.2
PAGE 96 Attachment to Amended Capital Budget with LTFP and Cash Flow updates
ATTACHMENT [1]
Carry Forward Projects from 2012/13 Actual Unspent Original Carry Revised Carry Total Budget Expenditure balance at Forward Forward to 2012/13 to 2012/13 30/6/13 Budget Budget 11,300,900 7,379,232 3,921,668 3,944,894 3,921,668 120,000 9,656 110,344 107,949 110,344 120,000 229 119,771 119,771 119,771 200,000 70,136 129,864 93,337 129,864 300,000 44,742 255,258 255,258 255,258 150,000 76,827 73,173 81,202 73,173 33,000 3,965 29,035 31,148 29,035 100,000 3,505 96,495 96,500 96,495 80,000 31,350 48,650 49,300 48,650 220,000 221,942 ‐ 1,942 ‐ 20,900 220,000 87,283 132,717 170,000 116,000 250,000 186,411 63,589 ‐ 28,500 280,000 115,946 164,054 ‐ 19,500 620,353 337,695 282,658 300,000 282,658 10,000 ‐ 10,000 9,406 10,000 Total 5,258,765 5,261,816
Aquatic Centre ‐ indoor facility stage 3 Mersey Bluff Car park Extension Devonport Recreation Centre Security Mersey Vale Master Plan works Bluff Restaurant Fitout Mersey Bluff Caravan Park stage 2 Waverley Road SW Drainage Devonport Road Network Strategy ‐ Steele & Sorell Prioritisation Lillico Road reconstruction & widening ‐ stage 2 Best & Sorell intersection New Roundabou David and John Street Intersection Roundabout Nicholls & Gunn intersection New Roundab Thomas & Wright intersection New Roundab Stony Rise Road ‐ Tugrah Road ‐ bass Hwy offramp RAB Meercroft Park Toilet & Change Rooms
Long Term Financial Plan Overview - Updated based on 2013 Actual Results and revised Capital Plan
Sep-13
2012/13 Actual
2013/14 Budget
2014/15 Plan
2015/16 Plan
2016/17 Plan
2017/18 Plan
2018/19 Plan
2019/20 Plan
2020/21 Plan
2021/22 Plan
2022/23 Plan
$M
$M
$M
$M
$M
$M
$M
$M
$M
$M
$M
Revenue
35.81
35.88
36.84
36.54
36.57
36.61
36.65
36.67
36.67
36.72
36.80
Expenses
35.02
36.88
37.62
37.73
37.96
38.19
38.27
38.45
38.71
38.98
39.30
Operating Result
0.79
(1.00)
(0.78)
(1.18)
(1.39)
(1.58)
(1.61)
(1.78)
(2.04)
(2.26)
(2.50)
Net Capital Result
3.36
5.03
1.29
1.43
0.91
5.83
0.68
0.68
0.68
0.68
0.68
Net Surplus/(Deficit)
4.15
4.03
0.51
0.24
(0.48)
4.25
(0.93)
(1.10)
(1.36)
(1.58)
(1.82)
6.38
6.34
7.01
6.62
7.97
6.37
8.07
8.25
8.43
8.60
8.80
New
19.92
10.79
4.85
3.23
3.68
2.58
2.70
2.74
2.79
2.84
2.88
Total Capex
26.30
17.13
11.87
9.85
11.65
8.95
10.77
10.99
11.22
11.44
11.68
Cash Balance
14.13
10.92
9.57
9.11
6.44
6.32
4.35
2.13
(0.41)
(3.26)
(6.43)
Capital Expenditure:
Renewal
ITEM 13.2
PAGE 97 Attachment to Amended Capital Budget with LTFP and Cash Flow updates
ATTACHMENT [1]
REVISED ESTIMATED STATEMENT OF CASH FLOWS The Estimated Statement of Cash Flows reflects the estimated cash movements resulting from Council’s operation for the year and its cash balance at the end of the year based on the projected cash position at the commencement of the year.
Revised Estimated Statement of Cash Flows
2014 Budget $,000
For the year ended 30 June 2014 Cash Flows from Operating Activities : Receipts Rates and other user charges Refunds from Australian Taxation Office for GST Interest Contributions Government grants and subsidies Other
2013 Actual $,000
2012 Actual $,000
31,826 1,650 341 0 1,170 608 35,595
30,253 1,651 799 59 2,170 863 35,795
28,902 1,317 742 219 3,074 733 34,987
26,056 1,103 1,034 28,193
26,283 626 1,195 28,104
24,968 548 684 26,200
7,402
7,691
8,787
Cash Flow from Investing Activities : Proceeds from sale of non current assets Payments for non current assets Capital grants Other investments Net cash used in investing activities
200 (17,130) 4,784 1,700 (10,446)
327 (21,776) 3,956 1,556 (15,937)
1,766 (13,229) 3,673 960 (6,830)
Cash Flow from Financing Activities : Proceeds from borrowings Repayment of borrowings Net cash provided by financing activities
1,000 (1,165) (165)
11,600 (948) 10,652
1,000 (845) 155
Net Increase (Decrease) in Cash Held
(3,209)
2,406
2,112
Cash at beginning of reporting period
14,126
11,720
9,608
10,917
14,126
11,720
Payments Payments to suppliers and employees Interest Other Expenses
Net cash inflow / (outflow) from operating activities
Cash at end of Reporting Period
***
*** Note, due to rounding the mathematical accuracy of subtotals may be slightly different if calculated at this level
ITEM 13.2
PAGE 98 Report to Council Meeting on 16 September 2013
13.3
SUPPLY & DELIVERY OF A NEW BACKHOE LOADER File: 25496 D306654
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.2
Ensure comprehensive financial planning to meet sustainability requirements
PURPOSE To seek Council approval for the purchase of a Backhoe Loader as part of the 2013/2014 capital expenditure Budget.
BACKGROUND The existing Backhoe Loader is at the end of it’s life and due to be replaced. The existing Backhoe Loader is used at the Transfer Station. The new Backhoe Loader will be used by the Civil Works Team for programmed maintenance and construction of Capital Works Projects.
COMMENTARY The new Backhoe Loader will be used by the Civil Works Team programmed maintenance activities and construction of Capital Works Projects. The existing Backhoe Loader used by the Civil Works team will be moved to the Transfer Station. The existing Backhoe Loader at the Transfer Station will be sold. Quotations were invited through the ‘Local Buy’ purchasing initiative. This is a collaborative purchasing arrangement that provides competitive tendering on a large scale. This arrangement is undertaken in accordance with the procurement principles which are required by the Local Government Act 1993. A summary of the quotation schedules for the Backhoe Loader is provided in Attachment 1. The JCB 3CX Backhoe Loader is considered the most suitable option for Council’s operations based on the following reasons:
The ‘dual piston hydraulic pump’ allows for smoother operating action. Less jerking for the operator and the machine.
The machine can be operated when idling which allows for quieter operations in urban areas and some fuel savings where it is suitable to operate the machine when idling.
Council already have three JCB Backhoe Loaders in the fleet. There will be some efficiency for Council by limiting the number of machinery makes to reduce the amount of critical spares required etc.
A number of safety features are now included standard when purchasing new machines, they include: o
‘Lock-out’ of the hydraulics so that the hydraulics can’t be operated accidentally. ITEM 13.3
PAGE 99 Report to Council Meeting on 16 September 2013
o
Hydraulic hose ‘Burst Protection’ so the bucket and backhoe cannot fall if a hydraulic hose fails.
All quotations received were assessed in accordance with the assessment criteria detailed in the IPWEA Plant Management Manual. The assessment criteria were: -
Quoted Price – assessed the quoted price. Operational Requirements – assessed the OH&S aspects from the operator’s perspective and the operational effectiveness and manoeuvrability. Mechanical Assessment – assessed the power and performance and serviceability. Delivery, back-up and Testimonials – assessed the warranty details, parts supply, service and call out support. Environmental – assessed the capacity to meet environmental standards (inc. Euro 5). The JCB 3CX Backhoe Loader scored highest against 4 of the five assessment criteria. A summary of the quotation evaluation is provided in Attachment 2.
FINANCIAL IMPLICATIONS Operating Budget The replacement of the existing Backhoe Loader is included in the 2013/2014 Capex Budget adopted by Council on 17 June, 2013. The quoted price of $138,400.00 for the JCB 3CX Backhoe Loader offered by JF Machinery falls within the budgeted amount of $150,000.00.
RISK IMPLICATIONS
Assets, Property and Infrastructure Using plant and machinery past the end of its effective life causing increased maintenance costs.
CONCLUSION The recommended Backhoe Loader to purchase is a JCB 3CX quoted from JF Machinery.
ATTACHMENTS 1.
Attachment 1 - Quotation Specification Summary
2.
Attachment 2 - Quotation Evaluation Summary
RECOMMENDATION That the quotation from JF Machinery for the supply of a JCB 3CX Backhoe Loader at a quoted price of $138,400.00 (GST Exclusive) be accepted.
ITEM 13.3
PAGE 100 Attachment 1 - Quotation Specification Summary
ATTACHMENT [1]
Quotation Specification Summary Komatsu
Description/Model
Komatsu WB97R-5EO
Place of Origin
Hitachi Construction Machinery John Deere 315 SK
Italy
Quotated Price (excl GST)
William
D&L MORRISON
Adams Caterpillar 432 F
USA
$126,650.00
JF Machinery
JCB 3CX
UK
$139,878.00
New Holland B 110 B
UK
$148,000.00
Italy
$138,400.00
$129,243.00
Details of Equipment:
Operating weight (kg)
7,560 kg
8,400 kg
9,214 kg
8,070 kg
8,500 kg
Engine make
Komatsu
John Deere
Caterpillar
JCB
FPT
Engine model
SAA4D104E-1
Powertech 4045HT054
C4.4
444
4.5 CNH
Engine displacement (litres)
4.485 L
4.5 L
4.4 L
4.4 L
4.5 L
Number of cylinders
4
4
4
4
4
Torque
420Nm @
395Nm @ 1400 RPM
425Nm
520Nm
1200 RPM
384 Nm @ 1400 RPM (IS09249)
Power
74kW
72 kW
75kW
75kW
74.2kW
Transmission type
Electronic full power shift
Power shift
Auto Shift
Powershift
Powershuttle
Drive type
Torque converter
Torque converter
All-Wheel Drive
Torque converter
Torque converter
Speeds – forward/reverse
F = 4/R = 4
4 forward/
5 Forward/
6 Forward/
2-6 speed
3 reverse
3 reverse
3 reverse
F = 38.4 kph
F= 41 kph
40 kph
40 kph
R = 22.5 kph
R = 20 kph
Maximum speed, forward/reverse (km/h)
40 kph
Dimensions:
Length (mm)
5.89 metres
5.26 metres
5.75 metres
5.62 metres
5.94 metres
Wheelbase (mm)
2.17 metres
2.14 metres
2.20 metres
2.17 metres
2.2 metres
74 dB
75 dB
77 dB
75 dB
77 dB
Delivery Time:
6 – 8 weeks from receipt of order
4-6 weeks from receipt of order
3 - 4 weeks from receipt of order
4-6 weeks from receipt of order
4-6 weeks from receipt of order
Warranty:
3 years
3 years
1 year
1 year
1 year
OH & S:
Maximum noise level at Operator’s ear
ITEM 13.3
PAGE 101 Attachment 2 - Quotation Evaluation Summary
ATTACHMENT [2]
Weighting
Quotation Evaluation Summary
Quoted Price Operational Requirements Mechanical Assessment Delivery Back up testimonials Environmental Total Score
Komatsu
Hitachi Construction Machinery
William Adams
JF Machinery
D&L Morrison
(W)
(S)
(W x S)
(S)
(W x S)
(S)
(W x S)
(S)
(W x S)
(S)
(W x S)
30
3.53
105.83
3.27
98.01
3.07
92.03
3.36
100.82
3.91
117.41
20
4.25
85
2.33
46.60
4.25
85
4.33
86.60
3.00
60.00
20
3.64
72.8
2.00
40
3.77
75.40
4.09
81.80
3.45
69.00
5 5
3 4
15 20
3 3
15 15
3 4
15 20
4 4
20 20
3 3
15 15
298.63
214.61
ITEM 13.3
287.43
309.22
276.41
PAGE 102 Report to Council Meeting on 16 September 2013
13.4
TASMANIAN PLANNING COMMISSION DECISION ON MERSEY REGIONAL INDUSTRIAL AREA AMENDMENT TO PLANNING SCHEME File: 23624 D306919
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
RISK PURPOSE To provide a summary of the Tasmanian Planning Decision to reject the Planning Scheme amendment undertaken in collaboration with Latrobe Council to rezone land for Industrial purposes in Brooke Street East Devonport.
BACKGROUND The proposed amendment was the outcome of partnership with Latrobe Council signed in 2002. The Mersey Regional Industrial Area (MRIA) arose out of concern by both Councils that there was a lack of suitably zoned and serviced land and the aim was to identify a sustainable location for a future industrial park estate. A series of studies had been commissioned to quantify the demand of industrial land, identify appropriate sites and determine their suitability. Seven sites were originally considered in a 2003 Lester Franks report however six were discounted for infrastructure or environmental reasons. The Department of Economic Development (DED), Kentish Council and the Dulverton Regional Waste Management Authority were invited to join the project in 2004 and the new formed group reviewed the previously undertaken work. In 2005 SEMF were engaged to conduct additional studies of specific sites but were inconclusive. Latrobe Council investigated an area of 167ha which lay across the municipal boundary with Devonport which was also adjacent to an existing undeveloped 30ha parcel owned by the Tasports Corporation. SEMF concluded that this site had suitable qualities for both large scale and small scale industries and was strategically located to infrastructure. In 2006 the working group engaged Hydro Consulting to undertake a detailed examination with the Devonport and Latrobe Councils and DED providing the necessary funding. Upon receipt of this report the necessary preparation of draft amendment to the respective Councils planning schemed was initiated. In a collaborative effort both schedules including use and development standards were created using the State Common Key Elements Template. This facilitated consistency and ease of dealing for future developers. The draft amendment aimed to provide an ‘investment ready’ Estate that could be promoted to attract new or relocated industries including controlled environment agriculture to a specific area.
ITEM 13.4
PAGE 103 Report to Council Meeting on 16 September 2013
Both amendments were presented to the respective Councils for simultaneous initiation before forwarding to the Resource Planning and Development Commission (RPDC) in October 2008. Upon completion of the public exhibition period the RPDC conducted a Hearing and as a result the rebadged RPDC (Tasmanian Planning Commission) directed both Councils to undertake further studies and to produce an Outline Development Plan for the area. The additional information requested by the TPC was resubmitted and readvertised and ultimately a further hearing was conducted by the TPC in May 2013.
COMMENTARY The Commission took into consideration the Regional Land Use Strategy, Council’s Strategic Plan 2009-2030, supply and demand analysis, threatened species, aboriginal heritage, residential amenity, climate change and coastal vulnerability and infrastructure. The three State Policies were also considered in detail as well as the objectives of the Resource Management and Planning System of Tasmania. In their conclusion the Commission found that the draft amendment should be rejected as it is not considered to represent sustainable development and is not based on sound strategic planning principles for the following reasons: 1.
The conversion of agricultural land to industrial use has not been adequately justified where it appears that adequate industrial land supply exists;
2.
The appropriate protection of agricultural land within an irrigation district has not been demonstrated;
3.
The findings of an assessment of climate change hazards have not been incorporated into the standards for development;
4.
There are drafting errors and inconsistencies in the construction of the amendment.
FINANCIAL IMPLICATIONS Operating Budget The working group comprising Latrobe, Kentish and Devonport Councils and the DED initially invested over $100K in consulting fees to investigate the most suitable site. Further studies into Land capability, flora and fauna, coastal vulnerability and aboriginal heritage amounted to $66k. The cost of the final Outline Development Plan ($5K) was shared by Latrobe and Devonport Councils. What has not been quantified is the considerable Council staff costs and those of the other State Government departments involved in the assessment. These costs were incurred in previous budget periods and will not impact on Councils current operational budget.
RISK IMPLICATIONS It is believed there are no immediate risks associated with this report.
CONCLUSION It is submitted for information purposes that the amendment to the Latrobe Planning Scheme was also rejected for similar reasons. In conclusion the Tasmanian Planning Commission stated that the withdrawal of key industries and the declaration of an irrigation district has fundamentally changed the strategic underpinning of the proposal.
ITEM 13.4
PAGE 104 Report to Council Meeting on 16 September 2013
.ATTACHMENTS 1.
Tasmanian Planning Commission - Draft Amendment AM2008/03 - Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
RECOMMENDATION That: 1.
The contents of the Tasmanian Planning Commission report into Draft Amendment AM2008/03 to the Devonport and Environs Planning Scheme 1984 be noted.
2.
Council write to the Minister for Planning highlighting the costs expended over a long period of time and express Council’s disappointment that an opportunity to increase business and employment in the region has been lost.
3.
Council reserves the right to further reconsider the concept of rezoning in this area, in collaboration with Latrobe Council, as part of representations for change after the declaration of the Interim Planning Scheme.
ITEM 13.4
PAGE 105 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ITEM 13.4
ATTACHMENT [1]
PAGE 106 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ITEM 13.4
ATTACHMENT [1]
PAGE 107 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ITEM 13.4
ATTACHMENT [1]
Â
PAGE 108 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 109 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 110 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 111 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 112 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 113 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 114 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 115 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 116 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 117 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 118 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 119 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 120 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ATTACHMENT [1]
 ITEM 13.4
PAGE 121 Tasmanian Planning Commission - Draft Amendment AM2008/03 Devonport & Environs Planning Scheme 1984 - Mersey Regional Industrial Area
ITEM 13.4
ATTACHMENT [1]
PAGE 122 Report to Council Meeting on 16 September 2013
13.5
CAPITAL WORKS REPORT File: 26405 D306975
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 programme. The program depicts scheduling and progress of onsite construction works rather than including all the 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.
COMMENTARY Council has approved a $17,126,515 capital expenditure budget for 2013/14. This month the 2012/13 carry forward budget amounts have been reviewed and the revised actual amounts are now confirmed and included within a separate financial report listed on the September Council agenda. A detailed program has been developed to plan when each project will occur. The attachment indicates the anticipated construction timeframes for each project. The current focus is substantially on planning and design of projects however project delivery is now ramping up with the number of project construction commencements increasing. Most projects which carried forward from the previous financial year are now either complete or well advanced. Recently completed projects include the roundabouts at Nicholls & Gunn, Best & Sorell and Thomas & Wright Streets and the David & John Street and Stony Rise & Tugrah Road roundabout are now in an advanced stage of construction. Recent wet weather has hampered construction efficiency on some road projects. Work on Lillico Road was recently temporarily halted due to weather conditions however an allocation of additional resources is expected to result in some catch-up on the scheduled programme. The Devonport Aquatic Centre project remains on track for completion in late December. Recent tasks being undertaken on the north block include completion of the Program Floor and the internal and external timber linings. The plumbing and electrical work is substantially complete and the installation of the toilet partitions is well advanced. Progress related to the Pool Hall includes completion of 25m pool tiling, glazing continues and the electrical fit off is at an advanced stage. The Plant room roof and box gutters are complete, stairs have been erected, and the mechanical ductwork installation is progressing. The offsite manufacture of the Bluff Restaurant joinery is well advanced and site installation will commence shortly. The car park extension work has been completed and minor reinstatement will be finalised before the October opening of the new upstairs restaurant. ITEM 13.5
PAGE 123 Report to Council Meeting on 16 September 2013
The BBQ replacement project, the Devonport Recreation Centre RCD protection and lighting renewal, and the DECC flooring projects are all close to completion. The Mersey Bluff caravan park amenities upgrade is on track and other projects recently commenced include the Devonport Rec Centre security, the Energy Efficiency (LGEEP) - Hot water installation, stormwater pit replacement and outfall risk improvement projects. The fleet, plant and equipment replacement programs are progressing with planning and purchasing arrangements for a number of items completed.
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 - September 2013
ITEM 13.5
PAGE 124 Report to Council Meeting on 16 September 2013
RECOMMENDATION That the progress report on the 2013/2014 Capital Works Program be noted
ITEM 13.5
PAGE 125 Capital Works Program - September 2013
ATTACHMENT [1]
ITEM 13.5
PAGE 126 Capital Works Program - September 2013
ATTACHMENT [1]
ITEM 13.5
PAGE 127 Report to Council Meeting on 16 September 2013
13.6
TENDER REPORT - CONTRACT 1250 DEMOLITION OF OLD POLICE STATION File: 28539 D307253
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.4
Develop and maintain long term Strategic Asset Management Plans to manage Council's current and future assets needs
PURPOSE To award a tender to demolish the old Police Station located at 17 Oldaker Street Devonport.
BACKGROUND With the construction of the new Police Station in Wenvoe Street now complete and operational, Council has recently taken possession of the old Police Station located at 17 Oldaker Street. Built in 1961 the two story facility consists of office and administration area, purpose built cells, a garage workshop, a disused residence at the southern end and car parking. There is also a redundant wash bay and refuelling facility. In ground fuel tanks were removed in the late 1990’s.
COMMENTARY As part of the Living City project this site has been identified for future development. Considering the age and the purpose built nature of this facility it doesn’t lend itself to becoming a rental property. The vacant property has also been a target for vandals and if left standing may become a derelict eyesore. When demolition is complete the old building footprint on the western side of the site will be reinstated with controlled fill, topsoil and grassed. The existing concrete and hotmix area on the eastern side will be line marked for car parking as an extension of the Rooke Street car park. Access off Oldaker Street into the parking area will remain. The chain mesh boundary fencing will be removed however the brick fence bordering the library will remain. Refer to Plan attachment. As explanation, the “pink house” is not included in the current demolition project. Based on the advice of a heritage consultant, any request to the Tasmanian Heritage Council for approval to demolish this building is more likely to be successful if an application detailed the Living City redevelopment proposal rather than the temporary conversion to car parking. This being the case it was considered prudent to defer an application until the Living City project concept is progressed further. The tender period commenced on Saturday 3 August 2013 and closed Wednesday 4 September 2013. At the tender closing time six (6) tenders were received. Tenders received are summarised in the following table; Contractor
1.0 Stubbs Construction 2.0 Hazell Bros
Cost Exc GST
10% Contingency
Total Project Cost
$161,750.00 $787,024.00
$16,175.00
$177,925.00
ITEM 13.6
PAGE 128 Report to Council Meeting on 16 September 2013
3.0 Vos Construction 4.0 Oliver Kelly Construction 5.0 MeadCon 6.0 Dixon Earthmoving
$258,240.00 $288,195.00 $211,147.00 $162,240.00
Following the tender close all tenders including rates and options have been evaluated and reviewed by the tender review panel consisting of four (4) Council Officers in accordance with Councils code for tenders and contracts. The tender evaluation considered each tender against the stated selection criteria. The tender review panel determined Stubbs Construction Pty Ltd met all specific criteria requirements and are also the lowest tender price.
FINANCIAL IMPLICATIONS Operating Budget As a result of this demolition project, there will be an increase to Council operational budget of $1500 pa to cut the grass. This will be done as a level 2 service which is a fortnightly cut as per the surrounding area behind the Council offices and Library. Capital Expenditure The capital expenditure referred to in this Council Report is included in the current Capital budget under the Living City Actions 2013-14 projects which has a budget of $1 million dollars. This contract will be the commencement of expenditure allocated against this budget. Long Term Financial Plan The content in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Work Health and Safety Current Work Health and Safety legislation relevant to building demolition and site decontamination have been included in this tender.
Assets, Property and Infrastructure A risk of adjacent property damaged during the demolition process. All necessary risk assessments and precautions form part of the contractor responsibilities within the tender specification.
Financial Potential risks of unidentified site contamination or underground services may require removal as part of this project. All known risks have been included and considered in the tender specification.
Environmental/Public Health Exposure to unidentified contaminated material is a potential risk. All known risks have been included and considered in the tender specification.
Professional Indemnity/Public Liability The contractor is to provide a minimum of $20 million public liability insurance for the duration of this project. The site will be secure at all times while the demolition is in process.
CONCLUSION Following evaluation of the tenders received for the demolition of the old Police Station it is determined that Stubbs Construction Pty Ltd has satisfied all areas of the selection criteria and offer best value for Council. ITEM 13.6
PAGE 129 Report to Council Meeting on 16 September 2013
ATTACHMENTS 1.
Site Demolition and Reinstatement Plan
RECOMMENDATION That Council accept the Tender from Stubbs Construction Pty Ltd for the demolition of the old Police Station located at 17 Oldaker Street Devonport, for the tendered sum of $161,750.00 exclusive of GST.
ITEM 13.6
PAGE 130 Site Demolition and Reinstatement Plan
ATTACHMENT [1]
ITEM 13.6
PAGE 131 Report to Council Meeting on 16 September 2013
13.7
REMOVAL OF RV OVERNIGHT CAMPING FROM COLES BEACH File: 26507 D307268
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 1.2.4
Provide accessible and sustainable parks, gardens and open spaces
PURPOSE To report on a proposal for the removal of overnight camping in the Coles Beach area.
BACKGROUND In May 2007 Council, by resolution No 6580, provided that overnight RV camping would be allowed in a specified area of Coles Beach between the hours of 10.00pm and 6.00am. The resolution stipulated that persons making use of the facility must first obtain a permit. The resolution also restricted the privilege to “self contained” motor homes only. The wording of the resolution is set out below: 1.
For the purposes of Clause 20 of the Reserves, Parks and Gardens By-law, Council institute a system of permitting camping at Coles Beach for a period limited to twenty-four hours, at Girdlestone Park, East Devonport for a period limited to fortyeight hours and at Horsehead Creek for a period limited to seventy-two hours for vehicles which satisfy the description of “self-contained” vehicles as appears in Clause 2.
2.
A self-contained vehicle is a vehicle which has cooking facilities; sleeping facilities; water tanks for drinking and other purposes; holding tanks for “grey” water and holding tanks for toilet effluent and shower facilities.
COMMENTARY Since the resolution of 2007 there have been ongoing concerns about whether camping at Coles Beach was an appropriate use for the area. It has become apparent that some tourists who do not drive “self contained” vehicles have taken the liberty of using the designated area. This has included caravans, motor homes without sanitary facilities, tents and even people sleeping in sleeping bags. A further problem has been that some campers have adversely impacted the amenity of the area by stringing clothes lines in public view, and dominating other facilities such as BBQ’s which has excluded residents and members of the public. The designated camping hours set by the existing resolution have made it almost impossible for Council officers to provide effective compliance. This has resulted in people camping with no permit, over staying the one night limit and the use of the area by vehicles that do not fit the definition of “self contained”. In 2007 Council signed a letter of agreement with the Campervan and Motorhome Club of Australia (CMCA) that it would be an “RV Friendly” town. If camping at Coles Beach is to now be prohibited it is important that Council is able to promote suitable alternatives. The resolution also allowed RV camping at Girdlestone Park for 48 hours and at Horsehead Creek for 72 hours. Girdlestone Park is well patronised with 248 permits issued in 2012/13. ITEM 13.7
PAGE 132 Report to Council Meeting on 16 September 2013
Horsehead Creek remains available although it has no facilities and would require some work to ensure safe and appropriate access before it could be actively promoted. Both of these sites would still have the same compliance and enforcement options but neither is in as prominent a place as the Coles Beach site so there is less chance of disruption to residents and the public. To a certain extent the provision of RV camping for a fee of $10 places Council in a position where it may be in breach on National Competition Policy (NCP) rules and regulations. There is an opportunity to minimise that risk by promoting commercial alternatives which would also be seen as a demonstration of support for local businesses. The Mersey Bluff Caravan Park is well positioned for campers to enjoy the tourist activities available and is close to the town centre. The proprietor of that business has advised that it is equipped to handle RV campers, although in very peak seasons he would likely be booked out. Further enquiries have revealed that there are also four caravan parks at East Devonport that can facilitate RV camping. They also have heavy bookings in the peak summer season. All offer comparable rates. The fact that space may not be available in summer is unfortunate but as most tourists are coming from the mainland, and usually for an extended period, it is not unreasonable to expect them to plan their journey well in advance. In order to now prohibit camping at Coles Beach Council would need to rescind the existing resolution and provide clear signage so that potential campers are warned of possible consequences. Discussion at the workshop concluded that it would be beneficial to install signage that created a parking offence rather than an offence against the Reserves, Parks and Gardens By-Law. This would mean that the Tasmanian Police could also issue fines. At the workshop there was also discussion about what hours should apply to a ban if introduced. From a compliance perspective it would be easier for Council officers to issue warnings and/or fines if the offence commenced or finished within working hours. Is it fair, however, to prevent campers or other members of the public from using the beach before 6.00am in the peak of summer? Further consideration by Council officers has suggested that the most effective way to protect the amenity of not only Coles Beach but the foreshore from there, past the other parking areas along Bluff Road and Victoria Parade is to mark them all “No Parking” from 10.00 pm to 6.00am. There are eleven car parks in that zone. This would catch not only RV’s and Caravans, but also people who may consider sleeping in their cars. It may also impact favourably on any hooning activities. The difficulty with this proposal is that it would also potentially catch:
Attendees at functions at The Bluff restaurant and Surf Club;
People who for sound social reasons choose to leave a vehicle in a car park overnight and travel home by other means;
Revellers during the festival seasons;
Early morning swimmers, fishermen or surfers; and
People who simply choose to park in the area during those hours for conversation or to enjoy the view.
ITEM 13.7
PAGE 133 Report to Council Meeting on 16 September 2013
On balance therefore it is suggested that that any solution should directly target the group that brought the issue to prominence in the first place, that being the camping community. On that basis signage should simply state “No Camping” between the nominated hours. For the purposes of By-Law 1 to “camp” is defined as: (a)
erect a tent, camper trailer or similar portable shelter; or
(b)
place, park or leave a caravan, campervan, mobile home or similar vehicle on the reserve between 10.00 pm or 6.00 am; or
(c)
sleep in the open or in any form of shelter or vehicle between 10.00pm or 6.00am.
It would still be difficult for Council officers to enforce but it would be proposed that Council officers work outside designated hours perhaps one night a week until the message is spread among the camping community. It is also be proposed that for the first two weeks after signs are installed that warnings rather than fines be issued. The introduction would be supported by clear display signage at the existing camping area and also at the town end of Victoria Parade that reinforces the no camping ban and maps the available options. Information would also be distributed through media releases, Council’s website and the Visitor Centre. There is a cost involved in removing existing signage and installing new ones. It is estimated that this new signage could be in the vicinity of $12,000.
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any significant impact on the Councils’ operating budget as a result of this recommendation. There would be some cost implications for overtime for enforcement officers. Capital Expenditure The capital expenditure required for new signage is not included in the current Capital Expenditure budget. It is a new initiative and will require funding. Council has a Capital allocation for its signage strategy and it is recommended costs are charged to this project, which will result in the project exceeding budget by up to $12,000. Given the difficulties of enforcement, as set out in the Report it is unrealistic to expect a significant cost offset from fine income. Long Term Financial Plan The changes in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Political There is a risk that Devonport could be seen as an “RV Unfriendly” town, but this should be countered by the alternate camping sites that are available.
Environmental/Public Health The removal of camping from Coles Beach will enhance the amenity of the area for the general community.
CONCLUSION The decision to ban overnight camping at Coles Beach should provide for greater use of the area by the general community. There is a possibility that tourists may see this as negative towards them but that should be countered by clear signage that sets out ITEM 13.7
PAGE 134 Report to Council Meeting on 16 September 2013
nearby alternatives. The introduction of a ban would also be supported by appropriate media releases and information available on Council’s website and through the Visitor Centre.
ATTACHMENTS Nil
RECOMMENDATION That Council: 1.
Amend resolution number 6580 of 2007 by removing the words “at Coles Beach for a period limited to twenty four hours,” as they appear in paragraph 1; and
2.
Ban “camping” in the eleven parking areas from Coles Beach, through Bluff Road to the end of Victoria Parade between the hours of 10.00 pm to 6.00am; and
3.
Install appropriate regulatory and information signage in the designated areas; and
4.
Prepare appropriate media releases, information sheets and website material to inform visitors of the camping restrictions and provide information about suitable alternatives.
ITEM 13.7
PAGE 135 Report to Council Meeting on 16 September 2013
13.8
RESOLUTION TO FINALISE DRAFT INTERIM PLANNING SCHEME File: 23428 D307496
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.3
Work in partnership with neighbouring councils, the State Government and other key stakeholders on regional and local planning and development issues
PURPOSE The purpose of this Report is for Council to formally resolve to submit a final draft Devonport Interim Planning Scheme to the Minister for Planning (the Minister).
BACKGROUND As discussed at a workshop on 9 September 2013 Devonport City has been involved in a formal grouping of nine North West Councils to produce “uniform” interim draft planning schemes since 2010. A draft interim planning scheme, which consisted of zone maps and the ordinance, was prepared and presented to Council in late 2012. Council resolved to submit that document to the Minister, and in accordance with the agreement with the North West Group it was one of nine interim schemes provided to the Minister in December 2012. The Minister then took advice from the Tasmanian Planning Commission (TPC) about the content of all nine interim schemes. On 7 August 2013 the Minister wrote to the Mayor of Devonport attaching a Notice in accordance with Section 30(6) 0f the Land Use Planning and Approvals Act 1993. That Notice directed Devonport to make a number of changes to its draft scheme before it could be resubmitted for final consideration. A copy of the letter and the Notice was provided to the Aldermen at the workshop on 9 September 2013. In essence the changes that the Minister directed were because some of the translations of zones from existing to interim scheme were not “like for like”, some changes sought by Devonport were inconsistent with the Cradle Coast Regional Land Use Planning Strategy, or were not sufficiently uniform with those of neighbouring Councils in the North West regional grouping. Individual Councils could have chosen to further debate the directions issued by the Minister but that would have fractured the unity that has been a strength of the North West Group. It would also result in potentially lengthy delays to the declaration of the interim schemes, as has become evident from the experience of Launceston City Council. On balance therefore it was decided that it would be expedient to comply with the Ministers directions, and to use the exhibition period after the declaration of the interim schemes to prepare appropriate representations on any matters that this Council determines should be challenged. It is intended that those matters will be identified and discussed in workshops after the interim scheme is declared.
ITEM 13.8
PAGE 136 Report to Council Meeting on 16 September 2013
COMMENTARY All of the North West Councils have prepared a statement of compliance to accompany the final draft interim schemes to satisfy the Minister that his directions have been followed. What is now required is a resolution from each Council to authorise the submission of the drafts to the Minister. To facilitate this outcome a standard resolution has been prepared that satisfies the legislative requirements and should assist in expediting the declaration of all schemes by the Minister. Current indications are that the declarations will be made in mid October 2013. The provisions of the interim draft schemes will come into effect as soon as the declarations are published in the Government Gazette.
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 There will be no impact on capital expenditure as a result of this Report. Long Term Financial Plan The changes in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
There is a risk that if Council misses this opportunity to submit a final draft interim planning scheme that there will be further lengthy delays in the process.
CONCLUSION There has been a lengthy process involving Devonport City and the other eight regional Councils to get draft schemes prepared to the point where they are in compliance with the directions from the Minister and are therefore likely to result in the declaration of the new schemes. Certificates of compliance have been prepared to accompany the draft schemes and all that is now required to satisfy the legislative requirements is a resolution of Council to submit the amended document to the Minister.
ATTACHMENTS Nil
RECOMMENDATION That in accordance with section 30D(7) of the Land Use Planning and Approvals Act 1993 Council modify the draft Devonport Interim Planning Scheme 2013 in accordance with the directions specified in the section 30D(6) Notice issued by the Minister for Planning on 7 August 2013 and provide to the Minister the final draft Devonport Interim Planning Scheme 2013 with a request that the scheme be declared.
ITEM 13.8