Contents
NOTICE OF MEETING Notice is hereby given that an Ordinary Meeting of the Devonport City Council will be held in The Council Chambers, on Monday 19 August 2013; commencing at 6.00pm with the Confidential Items. The meeting will be open to the public at 7.15pm. A Notice of the meeting was published in The Advocate Newspaper on 14 August 2013. Council Minutes can be found on Council’s website www.devonport.tas.gov.au QUALIFIED PERSONS ADVICE ETC. I certify that with respect to all advice, information or recommendation provided to the Council in or with this agenda: i.
the advice, information or recommendation is given by a person who has the qualifications or experience necessary to give such advice, information or recommendation; and
ii.
where any advice is directly given by a person who does not have the required qualifications or experience that person has obtained and taken into account in that person’s general advice the advice from an appropriately qualified or experienced person.
Matthew Atkins ACTING GENERAL MANAGER
AGENDA FOR A MEETING OF DEVONPORT CITY COUNCIL TO BE HELD ON MONDAY 19 AUGUST 2013 AT THE COUNCIL CHAMBERS COMMENCING AT 6.00PM Item
Page No.
1.0
APOLOGIES
2.0
LEAVE OF ABSENCE
3.0
DECLARATIONS OF INTEREST
4.0
CLOSED SESSION - CONFIDENTIAL MATTERS ................................................ 67
5.0
PUBLIC FORUM ........................................................................................ 68
5.1
Responses to Questions raised at prior Council Meetings ..................................................... 68
5.2
Questions asked at this meeting ................................................................................................. 68
Ald BL Cole Ald Kent Ald Perry
6.0
CONFIRMATION OF MINUTES...................................................................... 69
6.1
Minutes of an Council Meeting held 15 July 2013 ................................................................... 69
6.2
Minutes of a Special Council Meeting held 29 July 2013 ....................................................... 69
7.0
WORKSHOPS & BRIEFING SESSIONS ............................................................ 70
7.1
Workshop and Briefing Sessions held since the last council meeting (D302930) ............... 70
8.0
PLANNING AUTHORITY MATTERS ................................................................ 71
9.0
NOTICES OF MOTION ............................................................................... 72
9.1
Fire Hazards - Don Reserve/Kelcey Tier Green Belt - Notice of Motion - Ald P G Hollister (D301642) .......................................................................................................................... 72
9.2
Workshop - Zoning of 4 Oldaker Street, Devonport - Notice of Motion - Ald G F Goodwin (D303875) ...................................................................................................................... 73
10.0
MAYORAL REPORT ................................................................................... 74
10.1
Mayor's Monthly Report (D304050) ............................................................................................. 74
11.0
GENERAL MANAGER'S REPORTS ................................................................. 76
11.1
Elected Members Expenditure Report (D304162).................................................................... 76
12.0
CUSTOMERS AND COMMUNITY REPORTS ..................................................... 78
12.1
Environmental Sustainability Strategy (D303873) ..................................................................... 78
12.2
Minutes of Controlling Authorities, Working Groups and Special Committee Meetings (D303932)....................................................................................................................... 95
13.0
TECHNICAL AND FINANCE REPORTS .......................................................... 107
13.1
Standard Drawings (D304672) ................................................................................................... 107
13.2
Capital Works Report (D304427) ............................................................................................... 188
13.3
Devonport Parking By-Law 2013 (D303554) ............................................................................ 192
13.4
Cradle Coast Waste Management Group Annual Plan & Budget (D304204) ................ 212
13.5
Finance Report to 31 July 2013 (D304893) .............................................................................. 234
PAGE 67 Report to Council Meeting on 19 August 2013
4.0
CLOSED SESSION
The following items 4.1 to 4.5 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 4.5 which are confidential matters as prescribed in Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005. 4.1
Investigation - Notice of Motion - Ald G F Goodwin
4.2
Outstanding Debtors - 90 Days and Over Report
4.3
Outstanding Rates Debtors - Three Years and Over
4.4
Unconfirmed Minutes of the Cradle Coast Authority Board Meeting - 9 July 2013
4.5
Partnership Agreement
ITEM 4.0
PAGE 68 Report to Council Meeting on 19 August 2013
5.0
PUBLIC FORUM Standing Orders (199) Public Forum in Countil Meeting:
Respons es to Ques tions R aised at Prior Council Meeti ngs
5.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS RECOMMENDATION That the report advising that no responses have been forwarded to questions raised at a prior Council meeting be received and noted.
Questi ons as ked at this meeti ng
5.2
QUESTIONS ASKED AT THIS MEETING
ITEM 5.0
PAGE 69 Report to Council Meeting on 19 August 2013 Confirmati on of Minutes
6.0
CONFIRMATION OF MINUTES
Confirmati on of Minutes C ouncil M eeting
6.1
COUNCIL MEETING - 15 JULY 2013
RECOMMENDATION That the Minutes of the Council Meeting held on 15 July 2013 as circulated be taken as read and confirmed. Confirmati on of Minutes Speci al C ouncil M eeting
6.2
SPECIAL COUNCIL MEETING - 29 JULY 2013
RECOMMENDATION That the Minutes of the Special Council Meeting held on 29 July 2013 as circulated be taken as read and confirmed.
ITEM 6.0
PAGE 70 Report to Council Meeting on 19 August 2013 Workshops & Bri efing Sessions
7.0
WORKSHOPS & BRIEFING SESSIONS
7.1 Wor kshop and Briefi ng Sessi ons held since the l ast council meeti ng
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
29/07/13
General Manager Recruitment Discussion on proposed recruitment process
05/08/13
Local Government Act – Roles Responsibilities and Requirements
Presented by Director of Local Government
Draft Environment Sustainability Strategy 2013
Council Officers presented the draft strategy for discussion, input and feedback.
Council Agenda Review
Review by A/General Manager
14/08/13
Purpose
General Manager Recruitment Overview by Consultant Process Recommendati on
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 71 Report to Council Meeting on 19 August 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 72 Report to Council Meeting on 19 August 2013 Notic es of M oti on
9.0
NOTICES OF MOTION
9.1 Fire Haz ards - D on Res er ve/Kelc ey Ti er Gr een Belt - N otic e of M oti on - Al d P G H ollister
9.1
FIRE HAZARDS - DON RESERVE/KELCEY TIER GREEN BELT - NOTICE OF MOTION - ALD P G HOLLISTER File: 12822D301642
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman P G Hollister. Recommendati on
MOTION “That Council Officer’s prepare a report on fire hazards in the Don Reserve/Kelcey Tier Green Belt and any other fire prone Reserves.”
GENERAL MANAGER’S COMMENTS Development conditions and restrictions for bushfire prone areas are mandated by State Planning Directive No 5 which creates Code assessment for such areas. The Code applies to both existing and draft Interim Planning Schemes. It determines where on a block building development may occur, if at all, and stipulates construction methods and materials. One stipulation in the Code is that no building development can occur within 100 metres of a parcel of bushfire prone land of 1 hectare or greater. It is recognised that all of Don Reserve and the Kelcey Tier Green Belt are “bushfire prone” and there is therefore the potential for significant restrictions on development in both areas. Council may care to consider the cost, methods and effectiveness of clearing the “bushfire fuel” in these areas, but while this may provide some protection for existing development it will not lessen the restrictions for new development as set out in the mandatory Code.
ITEM 9.1
PAGE 73 Report to Council Meeting on 19 August 2013 9.2 Wor kshop - Z oni ng of 4 Ol daker Str eet, D evonport - N otic e of Moti on - Ald G F Goodwin
9.2
WORKSHOP - ZONING OF 4 OLDAKER STREET, DEVONPORT NOTICE OF MOTION - ALD G F GOODWIN File: 1953D303875
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. Recommendati on
MOTION “That Council Officer’s convene a workshop in relation to an addition to the existing zoning of 4 Oldaker Street, Devonport. The request is to add professional room to the existing tourism and entertaining zoning. The Workshop to be facilitated as soon as possible.”
GENERAL MANAGER’S COMMENTS Based on the impending Declaration of Council’s new Interim Planning Scheme, a workshop has been scheduled next month to discuss the implications. It is recommended that this issue be addressed during this discussion.
ITEM 9.2
PAGE 74 Report to Council Meeting on 19 August 2013 Mayor al R eport
10.0
MAYORAL REPORT
10.1 Mayor's Monthl y R eport
10.1
MAYOR'S MONTHLY REPORT File: 22947D304050
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2
Provide appropriate support to elected members to enable them to discharge their functions
PURPOSE To detail meetings and functions attended by the Mayor during the month of July 2013.
BACKGROUND This report is provided by the Mayor to provide a list of meetings and functions attended by him for the month of July 2013.
COMMENTARY In his capacity as Mayor, Alderman Steve Martin attended the following meetings and functions during the month of July 2013.
Eastern Shore Community Forum 10 year draft plan Disability Care Australia Official Announcement Council Workshops Wright Street resident meeting Tasmania Life Long Learning Child & Health Family Centre, Local Enabling Group Mission Australia - Celebrating Achievement of the Language, Literacy and Numeracy Program with Job Seekers Maidstone Park Controlling Authority AGM and Meeting Ben Gale – CEO Social Enterprise Finance Australia Resident meetings Community Safety Liaison Meeting National Sea Highway Coalition - Launceston Coat Day Palmer United Party Launch Tasmania NAIDOC Week launch, Six Rivers Aboriginal Corporation Simplot Stakeholder Meeting Citizenship Ceremony Announcement Community Efficiency Program – Federal Grant $543,611 Devonport Brass Band Presentation Night Youth & Family Focus – Official signing of Zone lease Jennifer Day – CentreCare Simplot Senator Richard Colbeck – LIVING CITY Tasmanian Community Resources - Latrobe Tasmanian Food Security – Nutrition Education Program ITEM 10.1
PAGE 75 Report to Council Meeting on 19 August 2013
Scott Wade – AFL Tasmania Re-opening Keiko Child Care Centre, East Devonport National Sea Highway Coalition meeting - Launceston NWBU Grand Final 7AD Radio interview Western Police District Annual Performance Review - Burnie Child & Family Health Centre, East Devonport – Parent Pitstop Program Deputy Premier Bryan Green Brian Smith – DHHS Old Devonport Police Station – handing over of keys Devonport Jazz – Judge window competition Local Government Department – Hobart Craig Green – Page Seager - Hobart LGAT Conference – Hobart Devonport Jazz – introduce Kate Ceberano Devonport Jazz – Judge Karaoke Competition National Tree Day – Claytons Reserve, Spreyton Mission Australia – Employer Awards Presentations Special Council Meeting TL3 Life Long Learning – Mel Blake Graham Marshall – O Group Constitutional Recognition of Local Government forum Sports Marketing – Partnership Program Council staff meeting
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 Recommendati on
RECOMMENDATION That the report advising of the Mayor’s meetings and functions for the month of July 2013 be received and noted.
ITEM 10.1
PAGE 76 Report to Council Meeting on 19 August 2013 Gener al M anager's R eports
11.0
GENERAL MANAGER'S REPORTS
11.1 El ected Members Expenditure Repor t
11.1
ELECTED MEMBERS EXPENDITURE REPORT File: 22947D304162
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 July: Mayor Steve Martin $ 39.32 $ 24.09 $ 41.55 $141.82 $151.50 $ 70.00
Telephone expenses Business lunch - Ulverstone Breakfast meeting with Costa Dinner expenses – Hobart Accommodation whilst attending meeting in Hobart Devon Netball League dinner
Aldermen $402.96 $464.00
iPad monthly expenses Reimbursement travel costs to Hobart – LGAT Conference – Ald Leon Perry
Due to the timing of Credit Card statements and invoices, expenditure will be reported as and when the account is paid. Items in this report may relate to transactions that occurred in previous months.
FINANCIAL IMPLICATIONS Mayoral expenses are costed to the general ledger account for Alderman Support and are listed in a separate report. Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation.
RISK IMPLICATIONS
It is believed there are no risks associated with this report. ITEM 11.1
PAGE 77 Report to Council Meeting on 19 August 2013
CONCLUSION
Expenses will be reported on a monthly basis as adopted by Council at the February 2012 meeting.
ATTACHMENTS Nil Recommendati on
RECOMMENDATION That the report advising of Mayoral and Aldermanic Expenditure for the month of July 2013 be received and the information noted.
ITEM 11.1
PAGE 78 Report to Council Meeting on 19 August 2013 Customers and Community R eports
12.0
CUSTOMERS AND COMMUNITY REPORTS
12.1 Environ mental Sus tai nability Str ateg y
12.1
ENVIRONMENTAL SUSTAINABILITY STRATEGY File: 28147D303873
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 1.2.1
Support the conservation and maintenance of biodiversity corridors including coastal landscapes and preserve areas of remnant vegetation
PURPOSE To seek Council adoption of the Devonport City Council’s Environmental Sustainability Strategy.
BACKGROUND
The Council’s Strategic Plan 2009-2030 has the goal of Living Lightly on our Environment. The 2012/13 Council’s Corporate Action Plan included the action to “Develop an environmental framework to consolidate Council’s current environmental sustainability initiatives and provide direction for future strategies.” A Council Internal Working Group was established to develop the Draft Strategy with membership from the following areas: • • • • • •
Operations City Infrastructure Finance Development and Health Services Corporate Sustainable Communities
The Working Group identified that Council is a significant consumer of natural resources and that the cost of these resources has increased significantly in recent years. 2011/2012 data indicate that Council consumed: • • • • •
68,000 litres of petrol at the cost of $91,227 217,092 litres of diesel at a cost of $321,162 1,298,993 kWh of electricity (Council buildings) and 1,766,409 kWh electricity (street lighting) at a cost of $705,221 818 Gigalitres of water usage at a cost of $219,000 13,592 tonnes of waste to landfill at a cost of $1,224,280
The draft Council Environmental Sustainability Strategy was presented to Aldermen at a workshop on Monday, 5 August 2013.
COMMENTARY The Internal Working Group identified 8 key strategies to improve environmental sustainability across Council: ITEM 12.1
PAGE 79 Report to Council Meeting on 19 August 2013
•
Council tracks its environmental progress through annual reporting against key environmental KPIs;
•
Improved communication across Council on environmental matters;
•
Improved environmental information will be available to assist with Council decision making;
•
Ensure that environmental sustainability criteria are incorporated into the Council’s procurement/purchasing of goods and services;
•
Protect and enhance the environment through a range of initiatives, maintain flora and fauna, maintain and improve habitats;
•
Enhance community ownership and participation in biodiversity protection;
•
Increase resources for environmental management and biodiversity conservation;
•
Improve community awareness of how to live lightly on the environment.
Key Actions in the Strategy include: •
Develop a Council Waste Strategy.
•
Setting minimum 4 star ratings for purchases of white wear, showers, toilets, refrigerators, dishwashers.
•
Review and Update the Code of Tenders and Contracts to include a number of environmental impact considerations and undertake a whole of life costing, not just upfront costing).
•
Prepare environmental management plans for the Don Reserve (update) and Kelcey Tier Greenbelt (new).
•
Develop a Biodiversity Plan to protect and manage the environment.
FINANCIAL IMPLICATIONS Operating Budget No additional operational funds are required to implement the Environmental Sustainability Strategy. Capital Expenditure The capital expenditure referred to in the Environmental Sustainability Strategy are included in the current Capital Expenditure budget. Taking a whole of life cost approach, not just upfront costs, will demonstrate lower operational costs to the Council over the life of the product or service. Long Term Financial Plan The actions in this Strategy will have a positive impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Political/Governance The Strategic Plan 2009 – 2020 includes the outcome that “Sustainability is promoted and integrated across all sectors”. This will not be achieved without a Council Environmental Sustainability Strategy.
Financial Without an Environmental Sustainability Strategy the Council will not gain cost savings in more efficient resource use. ITEM 12.1
PAGE 80 Report to Council Meeting on 19 August 2013
Environmental/Public Health Without this Strategy the Council will not achieve a coordinated and improved environmental management outcomes across Council.
Communication/Reputation Without the Strategy the Councils positive reputation of living lightly on the environment will not be realised.
CONCLUSION That the Council adopt the Council Environmental Sustainability Strategy.
ATTACHMENTS 1.
Environmental Sustainability Strategy Recommendati on
RECOMMENDATION That Council endorse the Devonport City Council Environmental Sustainability Strategy and place on public exhibition for a period of six weeks.
ITEM 12.1
PAGE 81 Environmental Sustainability Strategy
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ITEM 12.1
PAGE 82 Environmental Sustainability Strategy
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PAGE 83 Environmental Sustainability Strategy
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ITEM 12.1
PAGE 84 Environmental Sustainability Strategy
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ITEM 12.1
PAGE 85 Environmental Sustainability Strategy
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ITEM 12.1
PAGE 86 Environmental Sustainability Strategy
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ITEM 12.1
PAGE 87 Environmental Sustainability Strategy
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PAGE 88 Environmental Sustainability Strategy
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PAGE 89 Environmental Sustainability Strategy
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PAGE 90 Environmental Sustainability Strategy
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PAGE 91 Environmental Sustainability Strategy
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PAGE 92 Environmental Sustainability Strategy
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ITEM 12.1
PAGE 93 Environmental Sustainability Strategy
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ITEM 12.1
PAGE 94 Environmental Sustainability Strategy
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ITEM 12.1
PAGE 95 Report to Council Meeting on 19 August 2013 12.2 Minutes of C ontrolli ng Authoriti es, Wor king Groups and Speci al C ommi ttee M eetings
12.2
MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS File: 27670D303932
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4 Ensure effective administration and operation of Council’s committees
PURPOSE To present the Minutes of Controlling Authorities, Working Groups and Special Committee Meetings managed by the Community Services Portfolio of Council.
BACKGROUND The relevant information specific to each Controlling Authority, Working Group and Special Committee is outlined in individual reports.
COMMENTARY
The Minutes of the following Committee Meetings are attached: Devonport Recreation Centre Special Committee Maidstone Park Management Controlling Authority Devonport Maritime and Heritage Authority Devonport Regional Gallery Special Committee
FINANCIAL IMPLICATIONS The financial implications are outlined in individual reports and all are in accordance with existing budgets.
RISK IMPLICATIONS
It is believed there are no risks associated with this report.
CONCLUSION
The Controlling Authorities, Working Groups and Special Committees will continue to meet and provide Council with information and recommendations for community facilities and services.
ATTACHMENTS 1.
Unconfirmed Minutes of the Devonport Regional Gallery Special Committee 31 July 2013
2.
Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 31 July 2013
3.
Unconfirmed Minutes of the Maidstone Park Management Controlling Authority - 3 July 2013
4.
Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 24 July 2013
ITEM 12.2
PAGE 96 Report to Council Meeting on 19 August 2013 Recommendati on
RECOMMENDATION That: 1.
The Combined Minutes of Controlling Authorities, Working Groups and Special Committees be received and noted; and
2.
Fees and charges for the Julie Burgess for next season (October 2013 to the end of July 2014) be: (a)
Two hour sail $40 per person;
(b)
Half day charter $600;
(c)
Full day charter $1,200;
(d)
Spreading of ashes $300.
(e)
The minimum number for a two hour sail be five paying passengers.
ITEM 12.2
PAGE 97 Unconfirmed Minutes of the Devonport Regional Gallery Special Committee - 31 July 2013
ITEM 12.2
ATTACHMENT [1]
PAGE 98 Unconfirmed Minutes of the Devonport Regional Gallery Special Committee - 31 July 2013
ITEM 12.2
ATTACHMENT [1]
PAGE 99 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee 31 July 2013
ITEM 12.2
ATTACHMENT [2]
PAGE 100 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee 31 July 2013
ITEM 12.2
ATTACHMENT [2]
PAGE 101 Unconfirmed Minutes of the Maidstone Park Management Controlling Authority 3 July 2013
ITEM 12.2
ATTACHMENT [3]
PAGE 102 Unconfirmed Minutes of the Maidstone Park Management Controlling Authority 3 July 2013
ITEM 12.2
ATTACHMENT [3]
PAGE 103 Unconfirmed Minutes of the Maidstone Park Management Controlling Authority 3 July 2013
ITEM 12.2
ATTACHMENT [3]
PAGE 104 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 24 July 2013
ITEM 12.2
ATTACHMENT [4]
PAGE 105 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 24 July 2013
ITEM 12.2
ATTACHMENT [4]
PAGE 106 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 24 July 2013
ITEM 12.2
ATTACHMENT [4]
PAGE 107 Report to Council Meeting on 19 August 2013 Tec hnic al and Fi nanc e R eports
13.0
TECHNICAL AND FINANCE REPORTS
13.1 Standard Drawi ngs
13.1
STANDARD DRAWINGS File: 26998 D304672
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.4.4
Provide professional administrative services to support effective and efficient operations
PURPOSE To provide background information and seek Council endorsement of the IPWEA Standard Drawings applying to road and stormwater infrastructure.
BACKGROUND The Devonport City Council has, for a number of years, adopted and used a suite of standard infrastructure drawings which have been assembled from various sources including our own Council and also other infrastructure authorities within and outside Tasmania. These drawings have served a useful purpose and provided some uniformity however there have been some variances and inconsistencies to some other Local Government areas. Approximately 12-18 months ago, the Institute of Public Works Australia (IPWEA) advocated that it was important that a consistent approach to the use of standard drawings be applied across Tasmania. With the support of the IPWEA, a working group was established with the aim of reviewing an older version of existing Municipal Drawings and developing a uniform and updated suite of new drawings. The working group was formed comprising of representatives from Councils across the three regions of Tasmania. The Devonport City Council was represented on the NW regional working group and took an active role in the review process. The group carefully reviewed the existing set of general municipal drawings and also Council drawings and specifications. The group identified key technical differences and resolved changes and inclusions which has resulted in a new comprehensive suite of standard drawings. The suite of approximately 78 standard drawings (refer to Attachment) include design and construction details for various road and stormwater infrastructure components and methods. The intended outcome of adopting a standard suite of drawings is to guide a uniform approach by Local Government engineers, developers (and their consultants) and contractors in the creation of new public assets. The collective endorsement and support of the standard drawings by Tasmanian Local Government represents an opportunity to take a significant step towards achieving consistency in relation to engineering standards within Tasmania.
COMMENTARY
Recently the Local Government Association of Tasmania (LGAT) agreed to take a lead role in advocating the adoption of the Final Draft of the Tasmanian Standard Drawings by Local Government. The Standard Drawings have been placed on the Association's website at; http://www.lgat.tas.gov.au/page.aspx?u=658 ITEM 13.1
PAGE 108 Report to Council Meeting on 19 August 2013
The drawings have been carefully reviewed and adhere to current legislation and best practice minimum engineering standards. Rather than providing strict prescriptive requirements, the intention of the Standard Drawings is to integrate the information into the design at hand, allowing greater flexibility to meet site specific requirements. Designers within Councils will remain fully responsible for all aspects of their design. Further, the Draft document contains 'Exclusions' sheets which enables councils to indicate any exclusion pertaining to their municipal area and which they may wish to have apply. Devonport Council officers recently confirmed with LGAT the support of the Draft standard drawings and advised of one exclusion applying to road widths. This exclusion is deemed necessary to ensure consistency with Council’s adopted Road network Strategy. In additional to internal operation benefit of standard drawings there is also a significant benefit to have Council endorsement of the standard drawings as a requirement for private subdivisional development. The key benefits of Council endorsement are: -
-
Standard Drawings and design requirements will be consistent from one Local Government area to another; A suite of standard drawings will allow external consultants and designers to increasingly become familiar and understand Council requirements; Engineering development assessments will be streamlined through common use and reference to standard drawings. This becomes more beneficial when a proposed reference document relating to standardised planning assessment conditions is adopted; Overall cost efficiencies will be achieved in standardised infrastructure & component requirements and the supply/manufacture and installation processes.
It is the IPWEA intension to undertake a review of the Standard Drawings after the initial six month period and a subsequent review every second year. Given this is the case; it is recommended that Council endorse the draft suite of standard drawings presented in this report and any amendments resulting from the future review process.
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation. Long Term Financial Plan The changes in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Political/Governance The use of approved technical/infrastructure documents ensures a consistent requirement by Local Government, thus reducing the risk of developers claiming Council is imposing unfair conditions or requirements related to development proposals.
Assets, Property and Infrastructure The standard drawings will assist Council in delivering and constructing infrastructure which is fit for purpose and mitigates risk.
Contractual/Legal The use of standard drawings provides a reference standard which reduces the risk of disagreement and dispute related to technical matters. ITEM 13.1
PAGE 109 Report to Council Meeting on 19 August 2013
ď€
Communication/Reputation Industry approved standard drawing will allow Council to communicate specific infrastructure standards more effectively reducing the risk of misunderstanding.
CONCLUSION
The IPWEA/LGAT draft standard drawings presented in this report have been carefully reviewed and prepared to provide a suite of reference documents which will substantially meet the needs of Local Government within Tasmania. The draft standard drawings will ensure that Local Government authorities and external consultants and developers have access and can reference consistent technical requirements for road and stormwater infrastructure. This will assist in a uniform approach across the state and achieve efficiencies in both the design and supply chains.
ATTACHMENTS 1.
IPWEA Local Government Standard Drawings Draft 2 Recommendati on
RECOMMENDATION That Council note the information contained in this report and endorse IPWEA Standard Drawings and any future amendments.
ITEM 13.1
PAGE 110 IPWEA Local Government Standard Drawings Draft 2
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PAGE 111 IPWEA Local Government Standard Drawings Draft 2
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PAGE 120 IPWEA Local Government Standard Drawings Draft 2
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PAGE 188 Report to Council Meeting on 19 August 2013 13.2 Capital Wor ks Report
13.2
CAPITAL WORKS REPORT File: 26405 D304427
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 Capital Works projects. 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 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. 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 several projects are currently under construction or about to commence. There were several projects which were carried forward from the previous financial year for completion in 2013/14. Those projects which are now in an advanced stage of construction are the David and John Street roundabout and the Stony Rise and Tugrah Road roundabout. The Devonport Aquatic Centre project is on track for completion in December and recent tasks being undertaken on the north block include substantial completion of the door and hardware fit off and tiling in dry change room, 40% completion of the external timber lining and 95% internal timber lining. Good progress is being made on the electrical & mechanical fit off and the switchboard has been fitted. Progress related to the Pool Hall includes completion of water testing and commencement of the pool wall tiling, glazing continues, the wet change female plinths are poured and stripped. The Plant room concrete panels have now been erected, roof steel, prepping slab and drainage are all complete. The Bluff restaurant fit out and car park extension works has commenced and both projects are on track to be finalised before the October opening of the new upstairs restaurant. The Melrose Hall cladding has been completed and Lillico Road, Bluff Amenities upgrade and the DECC flooring projects are all well advanced. A number of projects are either out for tender/quotation or in procurement assessment stage. ITEM 13.2
PAGE 189 Report to Council Meeting on 19 August 2013
The fleet, plant and equipment replacement programs are progressing with planning and purchasing arrangements for a number of items advancing. Recent advice is that that Meercroft Park sporting clubs were unsuccessful in gaining grant funding for the toilet and change room upgrade carry forward project.
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 underway with design associated tasks progressing on a range of projects. Construction is progressing generally in accord with the program.
ATTACHMENTS 1.
Capital Works Program Recommendati on
RECOMMENDATION That the progress report on the 2013/2014 Capital Works Program be noted.
ITEM 13.2
PAGE 190 Capital Works Program
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PAGE 191 Capital Works Program
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PAGE 192 Report to Council Meeting on 19 August 2013 13.3 Devonport Par ki ng By- Law 2013
13.3
DEVONPORT PARKING BY-LAW 2013 File: 27934 D303554
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.1
Provide and maintain roads, bridges, footpaths, bikeways and carparks at appropriate standards
PURPOSE For Council to consider and approve the attached draft Devonport Parking By-law 2013.
BACKGROUND Devonport’s Parking By-Law 2004 is due to expire in September 2013. This by-law is the legislative document that enables Council to manage car parking, both on the street and in off-street Council car parks. Council at its meeting on 15th April 2013 resolved : “That Council resolve that it intends to make the Devonport Car Parking By-law 2013.” Since that resolution a draft bylaw and regulatory impact statement has been prepared by Councils Solicitor.
COMMENTARY
There is a significant process required in order to create a new by-law as follows: 1.
Council passes a formal resolution (by an absolute majority) of its intention to make a by-law.
2.
Council prepares a draft Regulatory Impact Statement (RIS).
3.
The RIS and by-law are referred to the Director of Local Government for consideration. If satisfied that the RIS meets all statutory requirements, the Director will issue a certificate of approval to the Council.
4.
Council gives notice of the proposed by-law and carriers out its public consultation. Submissions are invited from stakeholders.
5.
Council must consider all submissions. Alterations to the draft by-law can be made by a majority. However if an alteration substantially changes the purpose of the proposed by-law or its effect on the public, the Council will need to provide a further notification period.
6.
Council makes the by-law under its common seal.
7.
The by-law is certified by a legal practitioner and the General Manager of the Council.
8.
The by-law is published in the Tasmanian Government Gazette within 21 days of being made.
9.
The by-law is submitted to the Subordinate Legislation Committee within 7 days of publication in the Gazette. The by-law is tabled in parliament within 10 sitting days of publication in the Gazette. ITEM 13.3
PAGE 193 Report to Council Meeting on 19 August 2013
10.
The Council sends the Director of Local Government a sealed copy of the by-law, the certifications under Section 162 of the Local Government Act and a statement explaining the purpose and effect of the by-law and the outcomes of public consultations in respect of the by-law.
11.
The by-law comes into effect.
By-laws have a life of 10 years and expire automatically on their 10 year anniversary. The proposed new by-law covers much the same topics as the current one, in that it controls what can and cannot take place within Council’s Off-street car parks. This by-law also provides Council with authority to issue fines should a person contravene the requirements of the by-law either on the street or in off-street car parks. The major change in the attached draft by-law as against the existing one is that the fines are stated in Penalty Units rather than set dollar amounts. This is to bring the by-law into line with the State Monetary Penalties Enforcement Act 2005. The importance of this is that the State regularly reviews the value of a Penalty Unit and where changes are made it is not necessary to change the by-law. The value of a Penalty Unit was last reviewed in July 2010 when it was changed from $120 to $130. It is planned to install new ticketing machines and signage with money allocated in the current budget period. Some of the existing ticketing machines are over 15 years old and there are constant maintenance issues with coin jamming and downtime. The new machines will accept credit cards and will be more user friendly. One of the criticisms from the public has been that parking signage is inconsistent, unclear and occasionally misleading. This will be rectified to support the new by-law. A certificate of approval of the RIS has been issued and the next step is to give notice of the proposed by-law and carry out a public consultation.
FINANCIAL IMPLICATIONS Operating Budget The ability to charge a modest fee for parking in regulated parking areas, both on street and in Devonport’s nine car parks, is an important contributor to Council’s operational budget. Capital Expenditure Council has allocated $120,000 in the current budget for the purchase of new ticketing machines, signage and line marking. Long Term Financial Plan The likelihood that the State will revise the value of a Penalty Unit upwards every few years has been factored into projected income figures in the Long Term Financial Plan.
RISK IMPLICATIONS
Political/Governance If by-law is not initiated, Council would be unable to enforce parking fees within the CBD.
Financial Failure to have a valid Parking By-Law in place would have a significant negative impact on Council’s operational budget.
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PAGE 194 Report to Council Meeting on 19 August 2013
CONCLUSION
A draft by-law is attached. The current by-law expires in September 2013. It is necessary for Council to approve the attached draft By-Law and comply with the requirements for statutory notification and advertising within the available period.
ATTACHMENTS 1.
Draft Parking By-Law 2013
2.
Regulatory Impact Statement - Devonport Parking By-Law 1 of 2013 Recommendati on
RECOMMENDATION That Council approve the draft Devonport Parking By-Law 2013 for statutory notification and public consultation
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PAGE 206 Regulatory Impact Statement - Devonport Parking By-Law 1 of 2013
ATTACHMENT [2]
REGULATORY IMPACT STATEMENT DEVONPORT CITY COUNCIL PARKING BY-LAW NUMBER 1 of 2013 1.
Purpose of Regulatory Impact Statement (RIS) The Local Government Act 1993 requires a Regulatory Impact Statement is prepared when a council seeks to make a by-law. The preparation of an RIS is a rigorous process aimed at analysing the most efficient and effective options available to address a particular issue and avoiding unnecessary regulation. The RIS identifies whether the benefits of regulation outweigh the costs of a restriction on competition and the impact on business imposed by the by-law. It does so by undertaking an assessment of the direct and indirect social, economic and environmental impacts of the proposed by-law and alternatives considered. Once the RIS has been prepared, Council must submit it to the Director of Local Government, Department of Premier and Cabinet, for assessment. If the Director is satisfied that the RIS meets the statutory requirements, he or she will issue a certificate to that effect and Council may then commence the public consultation process.
2.
Objects of the By-law The objects of Devonport City Council’s Parking By-law 1 of 2013 ("the by-law") are to:
Control and regulate the parking of vehicles in Council's car parks Control and regulate or prohibit certain activities in Council's car parks Ensure the safety of users in Council's car parks
The above objectives will be achieved by the by-law: 3.
Providing for infringement notices to be issued where an offence is committed under the by-law; and prescribing fine amounts and infringement notice penalties under the Local Government (Highways) Act 1982
Background The by-law has been developed to replace Council's existing (but expiring) Parking By-law No. 1 of 2003 made under Section 145 of the Local Government Act 1993 (“the Act”) for the purpose of managing and controlling parking in the municipal area of Devonport. It will repeal:
Parking By-law No. 1 of 2003
The by-law is both necessary and desirable, as it provides for the day to day control and management of the parking of vehicles and other activities on land owned by or under the control of Council and designated as a parking area. It applies only to those people that choose to either utilise or remain in Council owned car parks. The by-law provides for the safety of those people using the car parks. It develops measures aimed at maintaining the integrity of the facility itself as well as the welfare of those in the car park. It also regulates conduct and ensures that vehicle owners comply with signage and markings for the benefit of all other users of the car park. The by-law is designed to protect users of the car parks and their vehicles from damage due to inappropriate activities and behaviour occurring. There is no existing State Legislation that appropriately deals with issues relating to car parks. ITEM 13.3
PAGE 207 Regulatory Impact Statement - Devonport Parking By-Law 1 of 2013
ATTACHMENT [2]
Further, the Local Government (Highways) Act 1982 provides that the prescribed penalties for an infringement notice issued under sections 97, 98 or 99 is the sum specified in the Council's by-law. As such, Council must create a by-law which specifies those sums in order to issue infringement notices under part 7 of that Act. The by-law is necessary to ensure Council continues to provide its high standard of parking facilities for the benefit of residents, visitors and businesses in the municipal of Devonport. 4.
(A) Does the By-law Restrict Competition? The by-law does not restrict competition but it does have a minimal affect on commercial activity. The by-law prohibits only one commercial activity namely the distribution of advertising material. Whilst this may impact on business, it is not a restriction on competition as it has a uniform application. The by-law will not affect competition with respect to private car parks located in the municipal area as there are none that provide car parking in consideration for the payment of a fee. These are of course non-Council owned car parks but they are associated with particular businesses and are aimed at providing parking for patrons of that business. The benefits of the orderly and regulated public car parking outweighs the very minimal impact on commercial activity.
4.
B) Does the By-law Impact on Business? The Council's car parks provide a significant benefit for businesses in the city as they provide a service to businesses located within the CBD through providing easy access to parking for potential customers of these businesses. The Council considers the by-law will have a minor impact on business, but not to a significant extent. Prohibiting the distribution of advertisements will not affect the general right to advertise to any disconcernable extent. The by-law ensures that infringement penalty amounts are contemporary and provide an incentive for motorists to adhere to parking restrictions that are aimed at providing orderly parking and ensuring a reasonable turnover of car parking spaces. The by-law will enable the Council to provide parking for particular classes of vehicles and for elderly people and those who have a disability. The Council considers the benefits of the impact on business outweigh the cost.
5.
Assessment of Cost v Benefits of any restriction on competition or business Restrictions Prohibition of commercial activity
Costs Limits locations where one commercial activity but applies uniformly and therefore avoids discrimination
ITEM 13.3
Benefits Ensures compliance from motorists;
Management of vehicle turnover enhances trading in the commercial areas of the city;
Improves and maintains safety standards;
Allows accessibility for all;
Assists in minimising the
PAGE 208 Regulatory Impact Statement - Devonport Parking By-Law 1 of 2013
ATTACHMENT [2]
financial burden on ratepayers;
6.
Provides revenue, which allows for continued provision of Council services;
Provides employment and personal development opportunities for employees.
Assessment of direct or indirect economic, environmental and social impacts Economic
Benefits
Costs
Environmental
Benefits
Costs
Social
Benefits
Direct Revenue provides opportunities for Council to maintain existing facilities and complete projects across the City Creates cheaper parking alternatives Increased access to businesses for shoppers
Employment costs for DCC employees to manage parking facilities Administration costs associated with implementing the by-law Prohibition of distribution of advertising material helps prevent littering Exhaust emissions Waste from public facilities Safety for users; Affordable & accessible parking for everyone Reduction of incidents of antisocial behaviour and unwanted activities in car parks as fines can be issued
ITEM 13.3
Indirect Devonport is the major economic area in the eastern end of the North West Coast. As such, the economic benefit of this by law reduces the burden on the Devonport ratepayers through implementation of a "user-pays" system.
Tidier community facilities
Waste created from used tickets
The community as a whole benefits as the city facilities are safer, affordable to visit and are easy for people with disabilities to access. These benefits make the City more
PAGE 209 Regulatory Impact Statement - Devonport Parking By-Law 1 of 2013
Costs
7.
None
ATTACHMENT [2]
enjoyable to visit. Assists Council achieve its strategic aims for the city as by-law consistent with future parking strategies Minimal additional regulation which must be complied with
Discussion of Alternatives Council considers there are no other comparable options. There is an ongoing demand for parking in Devonport. Regulation is essential to provide a consistent service to visitors to the city. A parking by-law has been in force for at least 18 years in Devonport, and it has operated effectively. As such, renewing the parking by-law is in fact maintaining the status quo. The by-law continues to be in the public interest as it will ensure that car parking facilities can be used in a controlled and orderly manner.
8.
Assessment of Public Benefit The public benefit test assesses whether the benefits outweigh the costs and determine whether a by-law is the most effective option for achieving the objectives. Residents, visitors and businesses in the Devonport will benefit from the implementation of this by-law, as the by-law allows Council to maintain its car parking facilities in a safe, clean and orderly manner. The user pays system implemented by the by-law ensures that those users utilising the car parks contribute to the costs of having and maintaining such facilities, rather than imposing a charge as part of the rates. The user pays system imposes the burden of providing car parking on all who visit the city, not just on ratepayers. The by-law will ensure that those using the car parks are provided with a safe and regulated environment to park their vehicles. This provides a level of confidence in the service provided. The by-law is the only practical method which allows Council to impose infringement notices for breaches of the by-law. Such infringement notices act as a deterrent for undesirable behaviour and reduce the incidence of such behaviour occurring in Council's car parks. Regulation is considered the only feasible option to achieve the by-law’s objectives and the by-law has been carefully constructed to ensure it imposes the least regulatory burden on the community as possible. Council believes the by-law serves the public interest as it targets issues that are not otherwise addressed by regulation in a proportionate and effective manner.
9.
Public Consultation Process Prior to commencing formal public consultation in accordance with sections 157-159 of the Local Government Act 1993, initial consultation was undertaken with Tasmania Police.
ITEM 13.3
PAGE 210 Regulatory Impact Statement - Devonport Parking By-Law 1 of 2013
ATTACHMENT [2]
Following certification of the RIS, further public consultation will occur with the Devonport Chamber of Commerce and the Devonport Retail Committee. The Council passed a motion that it intends to make the by-law. Once the RIS has been approved, the Council will publish notice of the proposed by-law:(a) (b) (c)
once in the Advocate newspaper; by displaying the notice on the notice board at the Town Hall from the day when the newspaper advertisement is first published until the end of the submission period which is specified in the notice; and on its website.
The notice will state the following: (i) (ii) (iii) (iv) (v)
the purposes and general effect of the by-law; that a copy of the by-law and of the Regulatory Impact Statement may be inspected at the Council Chambers until the specified day; that a copy of the By-law and Regulatory Impact Statement may be purchased for the cost of $2.00 at the Council’s office until the specified day; that submissions in respect of the by-law may be made in writing, addressed to and lodged with the General Manager, stating the grounds of the submission and the facts relied upon to support those grounds; that a submission must be lodged before the specified day.
The specified day will be no earlier than 21 days after the publication of the notice in the Advocate newspaper.
10.
1.
The General Manager will make copies of the proposed by-law and the Regulatory Impact Statement available on the website and for inspection and/or purchase by the public until the day specified in the notice.
2.
Council will consider all submissions that have been made to it concerning the by-law and, if it decides to amend it as a result of any of these submissions, it will do so by absolute majority. Council does not need to give further public notice unless an amendment substantially changes the purpose or effect of the proposed by-law.
3.
Council will then pass, by an absolute majority, a resolution to formally make the by-law.
4.
The by-law will then be submitted to a legal practitioner for certification, and signed by the General Manager.
5.
Council will then cause the by-law to be gazetted within 21 days of being made.
6.
Council will also submit the by-law to the Subordinate Legislation Committee within seven working days of gazettal, and to both Houses of Parliament within ten sitting days of gazettal.
7.
Finally, Council will send to the Director Local Government a signed, sealed and certified original, together with a statement of purpose and effect and the outcome of public consultation.
Comments on the By-law Submissions about the by-law and Regulatory Impact Statement may be made in writing, addressed to and lodged with the General Manager, stating the reasons for the submission and the facts relied upon to support those reasons. ITEM 13.3
PAGE 211 Regulatory Impact Statement - Devonport Parking By-Law 1 of 2013
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The submission must be received before the day specified in the advertisement which is no earlier than 21 days after the publication of the advert in the Advocate newspaper. Council will consider all submissions that have been made to it concerning the bylaw and the Regulatory Impact Statement and, if it decides to amend the by-law as a result of any of these submissions it will do so by absolute majority. The Council does not need to give further public notice unless an amendment substantially changes the purpose or effect of the proposed by-law. Any person making a submission will be notified of Council’s decision in writing.
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PAGE 212 Report to Council Meeting on 19 August 2013 13.4 Cradle C oast Waste M anag ement Group Annual Plan & Budget
13.4
CRADLE COAST WASTE MANAGEMENT GROUP ANNUAL PLAN & BUDGET File: 24443D304204
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 1.4.3 Continue to provide leadership in regional waste management initiatives
PURPOSE The purpose of this report is to advise Council of the proposed activities of the Cradle Coast Waste Management Group (CCWMG) for the 2013/2014 financial year.
BACKGROUND
The Cradle Coast Regional Waste Management Strategy 2012-2017 was ratified by Council in June, 2012. The strategy goals are summarised in four focus areas: 1.
Waste diversion
2.
Regional waste planning & efficiencies
3.
Partnerships
4.
Community engagement
This Annual Plan and Budget (Attachment 1) outlines the proposed activities that will be undertaken by the Cradle Coast Waste Management Group in 2013/2014 financial year. Dulverton Waste Management provides resources to undertake activities identified in the Annual Plan & Budget.
COMMENTARY The Cradle Coast Waste Management Group is responsible implementing the Cradle Coast Regional Waste Management Strategy 2012-2017. The Cradle Coast Waste Management Group, which comprises a General Manager, an elected member, CCA & DWM representatives and 4 technical staff, are considered well equipped to manage governance, financial, political and technical risks. Devonport Council’s Acting General Manager, Matthew Atkins is one of the technical staff on the group. The Cradle Coast Waste Management Group 2013/2014 Annual Plan and Budget is based on a voluntary levy of $5.00 per tonne of waste delivered to landfills in the North West region. It is estimated that $440,000 (plus carried over funds from 2012/2013) will be available to the Cradle Coast Waste Management Group to implement initiatives from the 5 year strategy. The Annual Plan and Budget, details 24 activities/projects that will be delivered by the group. This regional approach to waste management has significant benefits in areas such as economies of scale and access to specialist advice that Council would be unable to achieve if managing this function alone.
ITEM 13.4
PAGE 213 Report to Council Meeting on 19 August 2013
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation. The $5 per tonne waste levy has been included in Council’s adopted 2013/2014 Operating Budget.
RISK IMPLICATIONS
It is believed there are no risks to Council associated with this report.
CONCLUSION
The 2013/2014 Annual Plan & Budget of the Cradle Coast Waste Management Group has been finalised and is presented to Council for endorsement.
ATTACHMENTS 1.
Cradle Coast Waste Management Group - Annual Plan & Budget 2013-14 Recommendati on
RECOMMENDATION That the Cradle Coast Waste Management Group Annual Plan & Budget be endorsed for the 2013/2014 financial year.
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PAGE 214 Cradle Coast Waste Management Group - Annual Plan & Budget 2013-14
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PAGE 215 Cradle Coast Waste Management Group - Annual Plan & Budget 2013-14
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PAGE 229 Cradle Coast Waste Management Group - Annual Plan & Budget 2013-14
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PAGE 230 Cradle Coast Waste Management Group - Annual Plan & Budget 2013-14
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PAGE 231 Cradle Coast Waste Management Group - Annual Plan & Budget 2013-14
ITEM 13.4
ATTACHMENT [1]
PAGE 232 Cradle Coast Waste Management Group - Annual Plan & Budget 2013-14
ITEM 13.4
ATTACHMENT [1]
PAGE 233 Cradle Coast Waste Management Group - Annual Plan & Budget 2013-14
ITEM 13.4
ATTACHMENT [1]
PAGE 234 Report to Council Meeting on 19 August 2013 13.5 Finance Repor t to 31 Jul y 2013
13.5
FINANCE REPORT TO 31 JULY 2013 File: 26544D304893
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 July 2013. Included in the report are the following: Financial Summary – This report provides an overview of Council’s Operational and Capital Income and Expenditure, along with details on cash position and Debtors information for the reporting period. Summarised Operating Report – This report provides a summary of operational income and expenditure for the period to date compared to both the YTD Budget and Annual Budget. Financial Charts – These charts provide a visual representation of year to date Income and Expenditure compared to budget and prior year, plus a Capital Expenditure chart which demonstrates the progress of the current year capital plan against budget and prior year capital plan information for reference. Balance Sheet Report – This report provides a snapshot of Council’s financial position at the end of the reporting period. Capital Expenditure Report – This report provides a list of all approved capital expenditure projects with their allocated budget, YTD expenditure and forecast expenditure including commentary in relation to budget variances, as well as whole of project budget and cost for those projects which span more than one financial year.
FINANCIAL IMPLICATIONS There are no financial implications arising from the presentation of this report. The report is provided for the information of Aldermen.
RISK IMPLICATIONS
Financial
ITEM 13.5
PAGE 235 Report to Council Meeting on 19 August 2013
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 July Attachment
2.
Finance Report Attachment 2 - Capital Works Report July Recommendati on
RECOMMENDATION That the Finance Report for July 2013 be noted.
ITEM 13.5
PAGE 236 Finance Report 31 July Attachment
ATTACHMENT [1]
FINANCIAL SUMMARY
YTD to 31 July 2013
Operating Summary
YTD Budget
Actual
Revenue Expenditure
26,286,144 2,939,415
26,329,881 2,816,127
Operating Position
23,346,729
23,513,754
Capital Expenditure Summary
Annual Budget
Capital Expenditure
Actual
17,126,515
153,471
Annual Budget 35,879,525 36,849,875 (970,350)
Rates Debtors Infringement Debtors Sundry Debtors Planning & Health Debtors
31 July 2013
June 2013
22,139,059 143,364 1,144,491 22,413
356,962 133,706 239,483 615
23,449,326
730,766
(1,004,159)
17,126,515
31 July 2013
Debtor Information
35,879,525 36,883,684
Current Forecast
Cash Information
Operating Account (Reconciled balance) Interest-Earning Deposits
Current Forecast
June 2013
805,865 13,111,034
492,166 13,325,430
13,916,899
13,817,596
Rates Debtors Ageing
31 July 2013
2013/2014 - Current 2012/2013 - 1 Year 2011/2012 - 2 Years 2010/2009 - 3 Years 2009/2010 - Older
21,582,771 400,937 58,765 18,692 77,893
% of Annual Rates 84.3%
22,139,059
Cash Investment Information Rate ANZ Cash Deposits CBA Cash Deposits
3.75% at call 3.00% at call
All cash investments are invested in compliance with Council's Investment Policy.
31 July 2013 11,075,605 2,035,429 13,111,034
Commentary This report provides a high level summary of operational income and expenditure, capital expenditure and the cash and receivables position as at the date of the report. The current forecast is updated on a monthly basis to reflect anticipated changes to revenue, expenditure and net operating position. As at 31 July 2013, the forecast for income is expected to be the same as budgeted whilst expenditure is expected to be $34K higher, resulting in a forecast operating deficit of $1.004M. This is a deterioration of $34K from the original budget result and is a result of the Council decision to offer a further rate remission to high value properties that was not budgeted for.
ITEM 13.5
PAGE 237 Finance Report 31 July Attachment
ATTACHMENT [1]
SUMMARISED OPERATING REPORT YTD Budget
YTD to 31 July 2013 YTD Variance $ %
Actual
Full Budget 2014
INCOME Rates and Service Charges
25,518,150
25,600,881
607,166
610,461
3,294
25,000
17,647
(7,353)
4,771
12,986
8,215
172.2%
57,250
Investment Revenue
28,379
35,646
7,267
25.6%
2,040,550
Other Revenue
38,702
52,260
13,558
35.0%
550,870
26,222,168
26,329,881
107,713
0.4%
35,879,525
Fees and User Charges Grants - Operating Contributions - Operating
TOTAL INCOME
82,731
0.3%
25,838,150
0.5%
6,222,705
-29.4%
1,170,000
O P O O O O
Note 1 2 3 4 5
EXPENSES Employee Benefits
1,077,163
1,174,215
(97,052)
-9.0%
12,681,878
Materials and Services
959,240
584,529
374,711
39.1%
11,464,870
Depreciation
735,480
718,181
17,299
2.4%
9,027,800
Financial Costs
11,411
7,098
4,313
37.8%
1,102,559
Levies & Taxes
-
-
-
0.0%
2,818,727
Other Expenses Internal Charges and Recoveries
TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT)
368,667
404,316
(35,649)
-9.7%
(103,805)
(72,212)
(31,593)
30.4%
999,700 (1,245,658)
3,048,156
2,816,127
232,029
7.6%
36,849,875
23,174,012
23,513,754
339,742
1.5%
(970,350)
6 7
O O P O P O O
9 10
P O
11
8
CAPITAL ITEMS Grants - Capital
0.0%
4,784,009
Contributions - Capital
20,833
379,710
358,876
1722.6%
250,000
TOTAL CAPITAL ITEMS
20,833
379,710
358,876
1722.6%
5,034,009
23,194,846
23,893,464
698,618
3.0%
4,063,659
NET SURPLUS / (DEFICIT) Own Source Revenue:
-
99.9%
-
-
99.9%
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 $25000 threshold from budget and requires explanation
P O
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 Variance relates to misalignment between actual and budget timing for minor grant receipts. Expected to realign as the year progresses. 3 Contribution amounts and timing are hard to predict. Currently above budget, but expected to realign as the year progresses. 4 Interest income is higher than budgeted for the month, 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. 6 Employee benefits are above budget for the year to date. 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 month. Expected to realign to budget as the year progresses. 9 Variance mainly relates to unbudgeted additional rates remission being provided to high value properties, as a result of the Council meeting on 1 July 2013. A forecast adjustment has been made to reflect this. 10 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. 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.
ITEM 13.5
PAGE 238 Finance Report 31 July Attachment
ATTACHMENT [1]
ITEM 13.5
PAGE 239 Finance Report 31 July Attachment
ATTACHMENT [1]
BALANCE SHEET REPORT
As at 31 July 2013 31 Jul 2013
30 Jun 2013
805,865 309,177 13,111,034 22,139,059 143,364 1,144,491 22,413 30,412 255,364 37,961,178
492,166 308,677 13,325,430 356,962 133,706 239,483 615 30,412 210,845 90,583 272,273 15,461,151
32,700 2,371,040 77,873,779 597,806,535 (235,608,180) 17,261,258 459,737,132
34,365 2,371,040 77,873,779 597,239,878 (234,886,903) 17,273,898 459,906,056
497,698,310
475,367,208
1,460,835 98,811 327,009 1,164,756 1,187,986 1,004,349 5,243,746
524,266 2,945,524 303,860 1,164,756 1,179,482 1,000,147 7,118,034
Loans - Non-Current Long Service Leave - Non-Current
17,917,646 464,891 18,382,537
18,020,148 464,891 18,485,039
Total Liabilities
23,626,283
25,603,073
474,072,027
449,764,135
265,016,240 1,170,599 440,348 183,551,377 23,513,754 379,710
264,593,386 1,170,599 440,348 178,324,057 836,220 4,399,525
Total Equity
474,072,027
449,764,135
Current Ratio:
7.24
2.17
Current Assets Cash at Bank and On Hand Trust Deposits Cash Investments Receivables - Rates and Utility Charges Receivables - Infringements Receivables - Sundry Receivables - Planning & Health Loans Receivable - Current Accrued Revenue Prepayments Net GST Receivable
Non Current Assets Loans Receivable - Non-Current Dulverton Regional Waste Management Authority Cradle Mountain Water Property, Plant & Equipment Accumulated Depreciation - PP&E Capital Work in Progress
Total Assets Current Liabilities Trade Creditors Accruals Trust Liability Loans - Current Annual Leave Long Service Leave - Current
Non Current Liabilities
Net Assets Equity Asset Revaluation Reserve Asset Revaluation Reserve - Associates Other Reserves Accumulated Surplus Operating Surplus / (Deficit) Capital Surplus / (Deficit)
The Current ratio indicates Council's ability to pay its debts as and when they become due. A ratio of one or higher is required for the entity to remain solvent.
ITEM 13.5
PAGE 240 Finance Report Attachment 2 - Capital Works Report July
ATTACHMENT [2]
Capital Expenditure Report As at 31 July 2013
Prior Budget Prior Actual 2014 Budget 2014 Actual 2014 Forecast $
Open Space & Recreation CP0021 Aquatic Centre - indoor facility stage 3 CP0039 Mersey Bluff Car park Extension CP0047 Meercroft Park Toilet & Change Rooms (awaiting grant) CP0061 Devonport Recreation Centre Security CP0065 BBQ Replacements CP0066 Bluff Road walking track renewal CP0067 Byard park lighting for training CP0068 Cemetery conservation - head stone remedial works CP0069 Cemetery land purchase CP0070 Cradle Mountain Water - meter consolidation CP0073 Devonport Rec Centre - RCD protection to switchboards CP0074 Devonport Rec Centre - Stadium Lighting Renewal CP0075 Fitness equipment East Devonport CP0076 Girdlestone Park - EDFC reclad roof CP0077 Girdlestone Park - Arnold Richardson grandstand CP0078 Lovett St Soccer - Synthetic Turf to 3 goal mouths CP0079 Madden St Playground - softfall remediation CP0080 Pioneer Park - enhancement CP0081 Reg Hope Park - Safety bollards CP0082 Victoria Parade - energy efficent lighting renewal south of cenotaph Cycle ways hotmix overlay program - TBC Cycling Network Strategy Action Plan Year 2 - East Devonport Connections CP0085 Litter Bins (Mall and other locations) CP0086 Mersey Vale Master Plan works CP0087 Open Space Management Plans Program CP0088 POS Furniture Replacement Program CP0089 Public Art - Stage 1 (2013/2014) CP0090 Signage Strategy Implementation - Year 2 CP0091 Walking Track Remediation - renewal program Proceeds on disposal of assets Total Open Space & Recreation
7,105,106 12,051 594 229
$ 6,494,610 9,356 594 229
CP0083 CP0084
106,663
68,150
7,224,643
6,572,940
$
$
6,794,894 107,949 9,406 119,771 18,500 122,500 52,500 60,000 1,000,000 60,000 10,000 33,100 60,000 15,000 70,000 39,600 11,500 47,000 8,000
$
16,697 8,307 70 2,049 1,485 75 -
6,794,894 107,949 9,406 119,771 18,500 122,500 52,500 60,000 1,000,000 60,000 10,000 33,100 60,000 15,000 70,000 39,600 11,500 47,000 8,000
29,500 63,900
22
29,500 63,900
22,100 15,000 193,337 50,000 12,000 10,000 52,500 40,000
2,845 22
22,100 15,000 193,337 50,000 12,000 10,000 52,500 40,000
9,128,057
31,572
9,128,057
ITEM 13.5
Commentary
PAGE 241 Finance Report Attachment 2 - Capital Works Report July
ATTACHMENT [2]
Capital Expenditure Report Prior Budget Prior Actual 2014 Budget 2014 Actual 2014 Forecast
As at
$ Buildings CB0043 CB0044 CB0045 CB0046 CB0047
Art Gallery - entry external handrail replacement Art Storage Facility - Solar power project Bluff Restaurant Fitout BSMC - Storage shelving, humidifier,climate control off site BSMC - Green Screen, footpath, CCTV, simulator wheel & telegraph
CB0048 CB0049
DECC - Flooring Back Stage and Dressing Rooms DECC - Glass suround for sound/lighting mix position in theatre
CEEP - energy efficency funding LEGEEP - hot water cylinder energy efficency project CB0052 Julie Burgess - heat exchanger, ropes, sail, VHF radio CB0053 LIVING CITY Actions Yr 1 CB0054 Melrose Hall reclad stage 2 CB0055 Mersey Bluff Caravan Park stage 2 CB0056 Play Centre - windows, doors and gutters CB0057 Sixty & Over Club - window renewal CB0058 WTS Cover over toll booth Total Buildings
$
44,742
$
44,742
CB0050 CB0051
Stormwater CS0014 CS0016 CS0017 CS0018
Waverley Road SW Drainage Forbes St - divert water from #115 Formby Road kerb Kelcey Tier Rd (Ellice Hill Dr to Sherston Rd) SW drainage reconstruction
Melrose Rd - New culvert & associated works at #158 Melrose Road - Renew Culvert & Drain at #226 Steele Street easement drainage Transfer Station SW pit Litter Basket Installation William St SW Catchment Upgrade - Stage 3 Manhole Lid Replacements Minor Stormwater Works Pit Replacements SW Outfall Risk Improvement & Renewal Total Stormwater
-
-
44,742
44,742
1,852
3,965
CS0019 CS0020 CS0021 CS0022 CS0024 CS0025 CS0026 CS0027 CS0028
1,852
3,965
$
$
5,500 45,000 320,258 22,500
2,146 -
5,500 45,000 320,258 22,500
38,500 15,000 3,000 438,300 64,000 14,000 1,000,000 25,000 181,202 13,000 18,500 15,000 2,218,760
213 740 297 3,395
38,500 15,000 3,000 438,300 64,000 14,000 1,000,000 25,000 181,202 13,000 18,500 15,000 2,218,760
31,148 16,000 42,000
1,806 -
31,148 16,000 42,000
100,000 26,000 29,000 144,000 11,000 155,000 25,000 30,000 50,000 30,000 689,148
3,932 360 1,469 10,108 5,129 22,804
ITEM 13.5
100,000 26,000 29,000 144,000 11,000 155,000 25,000 30,000 50,000 30,000 689,148
Commentary
PAGE 242 Finance Report Attachment 2 - Capital Works Report July
ATTACHMENT [2]
Capital Expenditure Report Prior Budget Prior Actual 2014 Budget 2014 Actual 2014 Forecast
As at Transport CT0055 CT0058 CT0061
Devonport Road Network Strategy - Steele & Sorell Prioritisation Lillico Road reconstruction & widening - stage 2 Best & Sorell intersection New Roundabou
CT0062 CT0063
David and John Street Intersection Roundabout Nicholls & Gunn intersection New Roundab
CT0064
Thomas & Wright intersection New Roundab
CT0065 CT0076 CT0077 CT0078 CT0079 CT0080 CT0081 CT0082 CT0083 CT0084 CT0085 CT0086 CT0087 CT0088 CT0089 CT0090 CT0091 CT0092 CT0093 CT0094 CT0095 CT0096 CT0097 CT0098 CT0099 CT0100 CT0101 CT0102
Stony Rise Road - Tugrah Road - bass Hwy offramp RAB
$
$
$
3,500 30,700
3,505 27,870
96,500 207,300
1,193 6,108
220,000 50,000
221,942 21,000
170,000
17,498 1,599
250,000
186,411
280,000 154,000
115,946 337,695
Advance Design - Transport Steele Street Aquatic Centre Access Upgrading Signage Upgrade (Carparks) Technology Upgrade (Carparks) Edward Street Carpark Improvement Works Footpath Minor Renewal in Road Reserve Forbes St overpass - new guard rail on eastern side Gunn St (east side) - Best to Oldaker - replace footpath Gunn St - Best to Oldaker - widening Kelcey Tier Road Safety Improvements Stage 2 Lovett Street 'missing links' - Tasman to Valley Madden and Watkinson intersection reconstruction Massey Place and Fergusson Drive reconstruction North Street Pavement Reconstruction - Gunn to Clements Parking/Traffic signage correction Pedestrian Network Strategy (2012) Action Plan Implementation Re-seal programme River Road Rural - Widening Stage 1
Plant & Fleet CF0007 Hire Plant Replacement Plan CF0008 Minor Plant Replacement Plan CF0009 Fleet Replacement Plan Proceeds on disposal / trade-in of assets Total Plant & Fleet
TOTAL CAPITAL EXPENDITURE
300,000 25,000 263,000 40,000 120,000 83,000 25,000 56,000 32,000
25,000 25,000 380,000 66,000 20,000 30,000 56,000 40,000 270,000 988,200
-
914,368
8,259,437
$
26,123
660,000 134,000
3,941,800
17,183 8,228 (155) 1,918 22 22 1,401 5,320 607 631 708 279 1,064 1,845 80 1,110 415 2,398 95,594
Prior year project not completed at year-end. To be treated as carry forward, and budget adjusted 17,498 accordingly 170,000 Prior year project not completed at year-end. To be treated as carry forward, and budget adjusted 55,589 accordingly Prior year project not completed at year-end. To be treated as carry forward, and budget adjusted 19,054 accordingly 300,000 25,000 263,000 40,000 120,000 83,000 25,000 56,000 32,000 68,000 280,000 70,000 43,000 164,000 133,000 20,000 40,000 660,000 134,000 25,000 25,000 380,000 66,000 20,000 30,000 56,000 40,000 270,000 4,033,942
-
515,000 75,000 201,000
-
791,000
-
791,000
-
64,750 293,000 357,750
104 104
64,750 293,000 357,750
17,126,515
153,471
17,218,657
7,536,015
ITEM 13.5
Commentary
96,500 207,300
515,000 75,000 201,000
Other Equipment Furniture & Fittings CE0003 CC0004 Information Technology Total Other Equipment
-
68,000 280,000 70,000 43,000 164,000 133,000 20,000 40,000
Road Network Minor Works Road Traffic Devices Minor Works Ronald & Parker St Pavement Works Sheffield Road Footpath renewal - stage 1
Street Light Provision Watkinson Street footpath safety improvements Stage 2 13 - 27 William St Footpath - Root Damage Works William St - Eugene to Bluff Road - western side William Street - George to James Total Transport
$