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 21 October 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 16 October 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 21 OCTOBER 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 ................................................ 75
5.0
PUBLIC FORUM ........................................................................................ 76
5.1
Responses to questions raised at prior council meetings (D308945).................................... 76
5.2
Questions asked at this meeting ................................................................................................. 76
6.0
CONFIRMATION OF MINUTES...................................................................... 77
6.1
Minutes of an Council Meeting held 16 September 2013 ...................................................... 77
7.0
WORKSHOPS & BRIEFING SESSIONS ............................................................ 78
7.1
Workshop and Briefing Sessions held since the last council meeting (D308519) ............... 78
13.7
Petition against a Development Application for the construction of 30 home units at 31 Drew Street, East Devonport (D309371) .......................................................................... 79
8.0
PLANNING AUTHORITY MATTERS ................................................................ 88
8.1
PA2013.0114 Apartment Buildings (30 units) - variations to front setback, distance from driveways and car parking - 31 Drew Street, East Devonport (D308706) .................. 89
9.0
NOTICES OF MOTION ............................................................................. 145
9.1
Fees - Car Parking - Notice of Motion - Ald W P Wilson (D310074) ..................................... 145
9.2
Formation of Development and Approvals Committee - Notice of Motion - Ald W P Wilson (D310076)...................................................................................................................... 146
9.3
Reinstatement - Former Subsidy to Operators - Mersey River Ferry - Notice of Motion - Ald W P Wilson (D310077) ........................................................................................... 147
9.4
Traffic Management - Notice of Motion - Ald L M Perry (D310222).................................... 148
10.0
MAYORAL REPORT ................................................................................. 175
10.1
Mayoral Report (D309620) ......................................................................................................... 175
11.0
GENERAL MANAGER'S REPORTS ............................................................... 177
11.1
Elected Members Expenditure Report (D310078).................................................................. 177
11.2
2013/14 Annual Plan Update as at 30 September 2013 (D310113).................................... 179
11.3
2013 Sister Cities Australia National Conference Broken Hill NSW (D310114) ................... 201
12.0
CUSTOMERS AND COMMUNITY REPORTS ................................................... 217
12.1
Minutes of Controlling Authorities, Working Groups and Special Committee Meetings (D309244)..................................................................................................................... 217
12.2
Volunteer Strategy (D309930) ................................................................................................... 240
12.3
East Devonport Community Plan (D310021) .......................................................................... 269
13.0
TECHNICAL AND FINANCE REPORTS .......................................................... 289
13.1
Finance Report for September 2013 (D305812) ..................................................................... 289
13.2
Tender Report Contract 1252 Supply, Delivery and Placement of Hotmix Asphalt (D308291) ...................................................................................................................................... 298
13.3
Tender Report Contract 1251 Supply, Delivery and Placement of Sprayed Bituminous Surfacing (D308294) ................................................................................................ 301
13.4
Contract 1254 - Aquatic Centre - Steele Street Access Upgrade (D309390)................... 304
13.5
Mersey Vale Memorial Park - Cemetery Development Options (D308756) ..................... 306
13.6
Capital Works Report (D309982) ............................................................................................... 318
13.8
Devonport Parking By-Law 2013 (D310125) ............................................................................ 322
13.9
Pay & Display Voucher Machines (D310255) ......................................................................... 335
PAGE 75 Report to Council Meeting on 21 October 2013
4.0
CLOSED SESSION
The following items 4.1 to 4.7 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 4.7 which are confidential matters as prescribed in Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005. 4.1
Unconfirmed Minutes from the Representatives Meeting of the Cradle Coast Authority held on 22 August 2013.
4.2
Unconfirmed Minutes of Meeting - Audit Committee - 23 September 2013
4.3
Unconfirmed Minutes of Independent Community Taskforce meeting held 13 September, 2013
4.4
Unconfirmed Minutes of the Dulverton Regional Waste Management Authority Board and Representatives Meeting - 30 September 2013 and 1 October 2013 Respectively.
4.5
Minutes - Financial Assistance to Community Organisations Working Group - 24 September 2013
4.6
LIVING CITY
4.7
LIVING CITY - Progress Update
ITEM 4.0
PAGE 76 Report to Council Meeting on 21 October 2013 Public F orum
5.0
PUBLIC FORUM
5.1 R esponses to ques tions r aised at prior council meeti ngs
5.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS File: 28041 D308945
Meeting held 16 September 2013 Reproduced below is the response dated 19 September to Douglas Janney’s question: “Thank you for the question you raised at the 16 September 2013 Council meeting. I understand that Andrew Rundle, Council’s City Infrastructure Manager, has already telephoned you to explain the cost components related to the Steele and Sorell Street Prioritisation project. As explained, the “reverse priority” commentary listed in the RNS involves more work than simply relocating existing/installing new signage, installing new holding lines and construction of centre median islands. The project will also require improving the road geometry to provide a safe and smooth transition through the intersection (Sorell St priority). To do this it is necessary to reconstruct some sections of kerb and channel and make road pavement changes to improve the gradient transition in accordance with appropriate design standards. The $3,500.00 costs already incurred on the project includes costs associated with site survey, design investigation and Council’s compulsory contribution to the Tasmanian Building and Construction Industry Training Board (TBCITB) levy. I trust this answers your question and please do not hesitate to contact Council Officers on any matter of concern.”
ATTACHMENTS Nil Recommendati on
RECOMMENDATION That the report advising of a response to a question 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 5.1
PAGE 77 Report to Council Meeting on 21 October 2013 Confirmati on of Minutes
6.0
CONFIRMATION OF MINUTES
Confirmati on of Minutes C ouncil M eeting
6.1
COUNCIL MEETING - 16 SEPTEMBER 2013
RECOMMENDATION That the Minutes of the Council Meeting held on 16 September 2013 as circulated be taken as read and confirmed.
ITEM 6.0
PAGE 78 Report to Council Meeting on 21 October 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
Purpose
23/09/13
Acting General Manager’s Update
To provide monthly update
30/09/13
Customer Satisfaction Survey
Presentation of findings of annual customer satisfaction survey, prior to endorsement.
Eastern Shore Community Plan
Presentation of draft Eastern Shore Community Plan, prior to public exhibition.
Financial Services Review
Overview of review outcomes
Amalgamation
Discussion regarding resolution to form Committee to look into amalgamations
07/10/13
TasWater
TasWater’s CEO attended to provide a briefing.
14/10/13
LIVING CITY Committee Meeting
Review of plans
Don Road/Watkinson Street Intersection
Outlined the findings of a traffic impact assessment
CEO and Chairman, Dulverton Regional Waste Management
CEO and Chairman attended to brief Aldermen.
Council Agenda Review
Reviewed the Agenda for the 21 October 2013 meeting 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 79 Report to Council Meeting on 21 October 2013 Planni ng Authority M atters
13.7
PETITION AGAINST A DEVELOPMENT APPLICATION FOR THE CONSTRUCTION OF 30 HOME UNITS AT 31 DREW STREET, EAST DEVONPORT File: 28728 D309371
RELEVANT PORTFOLIO Technical and Finance 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 table before Council a validly made petition in accordance with the requirements of section 58 of the Local Government Act 1993.
BACKGROUND
The petition (copy attached) contains 63 signatures and is in protest against a development application made on behalf of the Director of Housing for the construction of 30 home units at 31 Drew Street, East Devonport. The development is intended to provide independent living for elderly people and young people living with a disability. The petition is proposed by Warren Connell of 24 Brooke Street, East Devonport.
COMMENTARY The petition states; “The development should not be approved in its current format. It deviates from the Devonport Environs Planning Scheme 1984. It also highlights the unsuitability of this layout for the intended demographic population. These variations render the application unacceptable to the area and the city in the forms of safety degradation of our street scape and amenity.” The land in question is zoned Closed Residential under the existing planning Scheme (the Scheme). The use and development of land for “Apartment Buildings” (as defined in the Scheme) is discretionary in this zone, however, there is an exception to this rule identified in Schedule 1 that allows this use as a permitted as of right use within a Closed Residential zone north of Thomas Street. The only element of discretion in the consideration of this application is the relaxation of any of the identified development standards that apply to this proposal. A detailed report has been provided for the consideration of Council at this meeting. The report recommends approval of the application subject to a range of development conditions.
ITEM 13.7
PAGE 80 Report to Council Meeting on 21 October 2013
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 are no impacts 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
Political/Governance This petition is properly made in accordance with the provisions of section 57 of the Local Government Act 1993. Section 58 of the Act requires that a properly made petition is to be tabled at the next ordinary meeting of Council.
Financial There will be financial implications for Council if the determination of the application results in an appeal.
Communication/Reputation This development application has created considerable interest in the East Devonport community and if it is to be approved Council may wish to issue a media statement setting out its reasons for the decision.
CONCLUSION
This petition complies with the requirements of the Local Government Act 1993 and will require a response from Council to the proposer on behalf of the other signatories. A full planning report has been provided for the consideration of Council at this meeting.
ATTACHMENTS 1.
Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport Recommendati on
RECOMMENDATION That Council: 1.
Receive and note the petition and
2.
Write to the proposer of the petition, Mr Warren Connell, advising him of the outcome of its consideration of the planning report regarding 31 Drew Street.
ITEM 13.7
PAGE 81 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 13.7
ATTACHMENT [1]
PAGE 82 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 13.7
ATTACHMENT [1]
PAGE 83 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 13.7
ATTACHMENT [1]
PAGE 84 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 13.7
ATTACHMENT [1]
PAGE 85 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 13.7
ATTACHMENT [1]
PAGE 86 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 13.7
ATTACHMENT [1]
PAGE 87 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 13.7
ATTACHMENT [1]
PAGE 88 Report to Council Meeting on 21 October 2013
8.0
PLANNING AUTHORITY MATTERS
Contents
The Mayor will now announce that Council intends to act as a Planning Authority under the Land Use Planning and Approvals Act 1993 for the consideration of Agenda Item 8.1. Council is required by Regulation 8(3) of the Local Government (Meeting Procedures) Regulations 2005 to deal with items as a Planning Authority under the LUPA 1993 in a sequential manner. The following item is to be dealt with at the meeting of Council in its capacity as a Planning Authority. 8.1
PA2013.0114 Apartment Buildings (30 units) - variations to front setback, distance from driveways and car parking - 31 Drew Street, East Devonport (D308706)
ITEM 8.1
PAGE 89 Report to Council Meeting on 21 October 2013 8.1 PA2013.0114 Apartment Buildi ngs (30 units) - variati ons to fr ont s etbac k, distance from dri veways and c ar par ki ng - 31 Drew Str eet, Eas t D evonpor t
8.1
PA2013.0114 APARTMENT BUILDINGS (30 UNITS) - VARIATIONS TO FRONT SETBACK, DISTANCE FROM DRIVEWAYS AND CAR PARKING - 31 DREW STREET, EAST DEVONPORT File: 28728 D308706
RELEVANT PORTFOLIO Technical and Finance
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.1
Ensure the City's Planning Scheme supports local community character and appropriate land use.
PURPOSE The purpose of this report is to provide a recommendation to Council in the consideration of approving variations to the development standards for a permitted use at 31 Drew Street, East Devonport. It is proposed to develop the site with 30 home units (Apartment Buildings).
BACKGROUND Planning Instrument:
Devonport and Environs Planning Scheme 1984
Applicant:
Wilson Homes Tasmania Pty Ltd
Owner:
The Director of Housing
Proposal:
Apartment Buildings (30 units) - variations to front setback, distance from driveways and car parking
Existing Use:
Vacant residential zoned land
Decision Due:
21 October 2013
EXECUTIVE SUMMARY This proposal is for the construction of 30 single story apartments. This is a permitted use in this zone, with the only exercise of discretion being in relation to the proposed site set out of the development, which will require some minor relaxations. From the perspective of the Devonport Planning Scheme this development is for “apartment buildings”, but Council is aware that they will be operated by Centacare Community Housing (a division of the Roman Catholic Church Trust Corporation) as part of the National Rental Affordability Scheme. The intended tenants are a mix of independent elderly people, and young disabled people. Eight of the apartments are designed specifically for disabled people. There has been a petition received by Council, with 63 signatures, making representations that the development is inappropriate. A separate report about that petition is provided elsewhere in this meeting but it is not considered to raise significant planning issues. The site relaxations that are required are within Council’s discretion and are not of major concern. They do not raise serious questions about site safety or street aesthetics. A full discussion of the relaxations is set out later in this report. ITEM 8.1
PAGE 90 Report to Council Meeting on 21 October 2013
The discussions and considerations in the body of the report have produced a recommendation that the proposal be approved with specific development conditions. Conditions required by Taswater are included at the conclusion of the report.
SITE DESCRIPTION The subject land is a vacant 9223m2 lot on the north eastern corner of Wright and Drew Streets, East Devonport. The land is generally flat in nature and is the balance lot of a once larger parcel of land that in 2005 was developed by the Director of Housing with 14 apartment buildings. Opposite the site, to the west at 32 Wright Street, is a listed heritage house and a bowling green. Land to the south on the other side of Drew Street is occupied by the East Devonport Primary School and the land to the north generally contains residential development. An existing footpath is situated along both the Wright Street and Drew Street frontages. Diagram 1 provides an overview of the site and surrounding land.
Diagram 1: Aerial view of site
APPLICATION DETAILS The application submitted is for 30 single storey residential home units. Some units comprise a building form of single units and others are proposed as duplexes. Each unit has an undercover garage. The construction type is described as brick veneer with a colorbond roof. The roof styles vary between hip, dutch gable and flat profiles. The site has three primary entrances which provide vehicular and pedestrian access for the occupants and visitors. Two of these accesses are from Drew Street and the remaining access is from Wright Street. One unit (Unit 22) has its own particular frontage onto Drew Street.
ITEM 8.1
PAGE 91 Report to Council Meeting on 21 October 2013
PLANNING ISSUES
The land is zoned Closed Residential under the Devonport and Environs Planning Scheme 1984 (the Scheme). The Scheme provides both general and specific provisions that Council in its role as a Planning Authority has discretion to consider when a particular proposal is submitted for consideration. The use and development of land for ‘Apartment Buildings’ (as defined) is discretionary in this zone however there is an exception to this rule identified in Schedule 1 of the Scheme that allows this use within a Closed residential zone north of Thomas Street as a permitted use. Further qualifications are provided in clause 7.14.7A of the Scheme. This allows identified land to have a greater density of dwellings and conjoinin g of units. It also includes a threshold for the maximum area of roofed buildings, an average unit size and optimum solar access. Landscaping is required as part of the proposal however the application did not include the required information. A condition will be placed on the permit requiring a landscaping plan and bond be submitted prior to the building application being lodged. Although the use is permitted any relaxation of any of the specific development standards of the Scheme need to be assessed on their merits before a favourable recommendation can be made. The only element of discretion with this application is the relaxation of any of the identified development standards that apply to this 30 unit proposal. Comments on the following standards requiring slight variation are: 1.
Front setback – Clause 7.14.2 of the Scheme requires a front setback of 7.5m. The merits of having a lesser setback are to consider the efficient use of the site, the size of the land, the streetscape and the scale of development in the locality. Units 1, 8, 15 & 16, with frontage to Wright Street have a proposed front setback of 6.2m, 6m, 5.7m and 6m respectively. Units 15, 18, 22, 23 & 27 have frontage to Drew Street and all have a 4.4m setback. A site plan of the proposal with the compliant 7.5m setback superimposed has been prepared and is reproduced below as diagram 2 to demonstrate the variations. A setback of 4.5m is standard in all areas of Tasmania except Devonport. Additionally, the existing setbacks in Wright Street range from approximately 4m to 10m and those in Drew Street approximately 5m to 9m. The proposed setbacks are therefore deemed to be appropriate and in keeping with the existing streetscapes.
ITEM 8.1
PAGE 92 Report to Council Meeting on 21 October 2013
Diagram 2 – site plan showing 7.5m setback superimposed
2.
Distance from driveways – Clause 7.14.4 of the Scheme requires the exterior walls of living rooms and bedrooms to be at least 3m from a driveway or footpath that gives access to any other dwelling. This is primarily based on ensuring an adequate privacy buffer is maintained. A site plan of the proposal with the identified units situated less than 3m has been prepared and is reproduced below as diagram 3. The localised areas are marked in red.
ITEM 8.1
PAGE 93 Report to Council Meeting on 21 October 2013
Diagram 3 – site plan showing areas that do not meet clause 7.14.4 in red
In order to reduce the impact of noise on these units the permit will be conditioned to require double glazing for any windows less than 3m from a driveway access or another unit. 3.
Car parking – Clause 7.14.9 of the Scheme requires vehicles to enter and exit the site in a forward motion. Unit 22 does not conform to this and in effect this unit is not dissimilar to the majority of residential development in the urban area. Considering that the Standard primarily attempts to prevent the reversing of many vehicles from a larger portion of the site it is not considered that a single unit viewed in isolation will cause any adverse impacts. An enlarged site plan of Unit 22 is reproduced below as diagram 4.
ITEM 8.1
PAGE 94 Report to Council Meeting on 21 October 2013
Diagram 4 – enlargement of site plan showing parking for Unit 22
The general discretion to vary any of these standards has to take into account the effects, if any, on the amenity of the users of the site and the character of the locality. These general considerations are listed in Part 6 of the Scheme and although subjective in nature it is submitted that the positioning of the buildings on the lot in regard to the identified variations can be favoured. The Part 6 general considerations are reproduced from the Scheme below. 6.2
In the implementation of the provisions of this Scheme and in respect of any application for planning approval to carry out development or use of any land or building, the Council shall take into consideration: 6.2.1
the provisions of this Scheme;
6.2.2
any detailed plan, code, or standard adopted by resolution of Council for the development of any locality, zone, or class of use or uses covered by the provisions of this Scheme;
6.2.3
the character of the locality, the existing and future amenities of the locality and the values of the properties in the surrounding locality;
6.2.4
the availability of existing public utility services and roads;
6.2.5
the size and shape of the parcel of land;
6.2.6
the provisions of access, and areas for loading, parking and the manoeuvre of vehicles;
6.2.7
the provision and subsequent proper maintenance of adequate landscaping and associated street furniture, amenity facilities, illumination and treatment of the site generally;
ITEM 8.1
PAGE 95 Report to Council Meeting on 21 October 2013
6.2.8
the circumstances of the case and the public interest;
6.2.9
the position of buildings on allotments in relation to boundaries or to other buildings, their density, character, height and harmony in design of facades;
6.2.10 the need to impose limits as to length of establishment of operation and the periods within which activities may be carried out; 6.2.11 the desirability of preserving any existing buildings considered to be of historical or architectural interest and the effect of the proposed development on the heritage significance of Heritage Items, Heritage Areas and places the Planning Authority considers to have historical or architectural interest. 6.2.12 the effect of the development on any scenic views from adjacent or nearby premises; 6.2.13 the requirements of any State Policy; 6.2.14 any other provisions under the Act. In general terms these subjective criteria can be used to add weight to the recommendation in support of or against a particular relaxation to a specific development standard. Ultimately the level of detriment has to be judged as something that can be supported, not supported or supported if more desirable modifications can be achieved.
REPRESENTATIONS The application was available for public scrutiny for 14 days between the inclusive dates of 30 August and 13 September 2013. Within this period of time representations were received from 9 individuals in opposition to the proposed development. A petition was also received signed by 63 people who are all in opposition to the development. These are appended to the report as Attachments. The individual representations are similar in the issues raised and the collective points of concern expressed, with comments to each, follow: 1.
The lesser front setback will detract from the existing streetscape and amenity of surrounding residences in Wright Street.
Comments – Diagram 1 indicates the extent of the variation between the compliant and the proposed setback. It is considered that relaxing the setback to that proposed will not detract from the existing streetscape and amenity of the residences in Wright Street. A broader view of the streetscape in diagram 5 below quite clearly indicates the various site developments and the inconsistent setbacks that do not lessen any streetscape values that might exist.
ITEM 8.1
PAGE 96 Report to Council Meeting on 21 October 2013
Diagram 5 – aerial view of site showing existing setbacks
2.
This section of Drew Street is one of two key access points to the Primary School and is subject to two peak periods of high traffic activity on schooldays. The effect of the non-compliance raises serious concerns for health and safety of parents and children if a vehicle is reversing from the site during these times.
Comments – Vehicles are able to reverse onto the road from a single dwelling provided it is safe to do so. Therefore, were the proposal for a number of single dwellings on individual lots all vehicles would be able to reverse from the site. As mentioned previously clause 7.14.4 attempts to stop many vehicles reversing from the site. As the proposal will only result in one vehicle possibly reversing it is deemed that this will not create any serious concerns for health and safety. In any case, parents, children and drivers need to be mindful of their surroundings at all times. 3.
The planning scheme requires private open space areas to be located and designed to maximise accessibility, sunlight and privacy. It is submitted that Units 2, 3, 4 & 5 will be in constant shade for 50% of the year due to overshadowing from trees on adjoining properties and that several other units are in doubt of complying with the minimum daily requirements in mid June.
Comments – Clause 7.14.6 of the Scheme provides the minimum numerical development standards for each unit in regard to private open space. The relevant standards that apply to this proposal are: (i)
The minimum area is 35m2;
(ii)
The minimum dimension of any part is 3m;
(iii)
Part of the 35m2 must have a minimum area of 16m2, a minimum width of 4m and be directly accessible from a living room; and
ITEM 8.1
PAGE 97 Report to Council Meeting on 21 October 2013
(iv)
Private Open Space areas should be located and designed to maximise accessibility, sunlight and privacy.
There is a part of the private open space area for these units that adjoins the site’s northern boundary fence. It is acknowledged that shading will result due to the fence. However, it has to be acknowledged that achieving this private open space objective will often result in some form of fencing at an appropriate height and transparency within the site anyway. The separation between the northern wall of these identified units and the shared boundary fence is 4m. A further area of contiguous open space also exists on the side of these units. If it was a requirement for private open space to be totally void of overshadowing during the Winter Solstice then a setback of 8.5m would be required from a 1.8m high fence on a northern boundary. It is acknowledged that some units have marginal private open space with regard to solar access. These are unit numbers 10, 12 & 13. It seems possible from viewing the plans that increasing the width of the open space to 5 metres will satisfy the planning scheme requirement for solar access for its occupants. It would be beneficial also if this area was partially paved to increase its usefulness. Note: Although some mention has been made of the seasonal considerations the planning scheme in respect of units does not reference the worst case scenario of overshadowing during the winter solstice on 22 June. However it seems reasonable to use this guide for a best practice outcome. 4.
The representors have submitted that visitor parking is scattered about the site and is not available to all residents. It is also indicated that due to the demographic of the intended occupants there will more than likely be a need for home based health care services.
Comments – Due to the configuration of the site and the three driveway entrances the visitor parking is fragmented. However, after viewing each portion of the site in isolation there seems to be more than satisfactory visitor parking numbers. Although only the required number of 15 has been indicated there are other available areas of driveway that can be included. In summary the concept of having visitor parking accessible to all residents was not considered to be a planning requirement of this site. In effect having just the one portion of the site allocated and designed to have 15 cars parked in the one spot would disadvantage the occupants of those distant units. Scattering the visitor spaces was seen as the most desirable outcome as submitted by the applicant. There is also an element of doubt in how the parking requirements are calculated. Apartment Buildings require 1.5 spaces per unit as a minimum. However nowhere in the scheme does it say that visitor parking is required for Apartment Buildings. In effect it could be successfully argued that a site could exclude visitor car parking altogether. 5.
The lesser distance from driveways to habitable rooms than the required 3m will result in a lack of privacy and unacceptable vehicle and pedestrian noises intruding into the living areas.
Comments – Diagram 3 identifies the 9 units deemed not to comply with the 3m separation standard. The representors submit that 21 of the 30 do not satisfy the requirement. The units where there is disagreement are numbers 3, 4, 7, 12, 13, 15, 17, 18, 21, 28, 29 & 30. There is no scientific basis in determining that 3m will mitigate any privacy concerns and noises generated by other occupants. The relevant clause of the planning scheme ITEM 8.1
PAGE 98 Report to Council Meeting on 21 October 2013
(7.14.4) simply provides an offset. The other horizontal standards in the scheme are included as spatial considerations and as a consequence the ability to relax these numerical standards is possible if the amenity is not compromised to an unsatisfactory level. For example, both the Council assessment and the representors’ submission agree that Unit 2 is not compliant with the Standard. Conversely however the Council assessment deems Unit 3 to satisfy the standard but the representors do not agree. In general terms the nearness or otherwise has minimal effect to other occupants. The following diagram indicates the relationship between Units 2 & 3 with some scaled dimensions included for clarity. It is quite clear that Unit 3 complies and nothing tangible affects the proximity of the driveway to the bedroom of Unit 2. The irregular driveway boundary is a recurring design element over the site.
Diagram 6 – relationship between Units 2 & 3
6.
The petition - It is understood the required procedure to assess and accept the Petition as a valid document under Section 57 of the Local Government Act 1993 will be reported to Council separately. However, due to the contents relating to a current planning application the details need to be considered in this report. Each page of the Petition states that: The development should not be approved in its present format. It deviates from the Devonport and Environs Planning Scheme 1984. It also highlights the unsuitability of this layout for their intended demographic population. These variations render the application unacceptable to the area and the city in the forms of safety, degradation of our streetscape and amenity.
ITEM 8.1
PAGE 99 Report to Council Meeting on 21 October 2013
Comments – The merits of the variations and relaxation of the development standards has been previously discussed. The only additional item mentioned is the unsuitability issue due to its intended occupancy. This appears to be based upon the applicant indicating that the land is proposed to be developed for ’30 independent living units for aged care over 65 tenants’. Centacare has advised that the units are to target independent elderly and young disabled people primarily with units being offered to those on the Housing Tasmania waiting list only if the target market is exhausted. Eight of the units will be compliant with disability standards. From a planning perspective the use is simply described as that defined in the planning scheme. That is ‘Apartment Building’ which means an allotment containing two or more dwellings. Whether the proposal is suitable for its intended occupants is not a planning consideration. This ‘fit for purpose’ is a design matter between owner, designer and builder. Council’s role is as an assessment authority not as designers.
FINANCIAL IMPLICATIONS
No additional planning implications are envisaged unless legal counsel is required for a Planning Appeal.
CONCLUSION The application has been assessed by Council’s Development Assessment Review Team and has also been referred to TasWater for comment. The responses obtained have been adapted into relevant conditions and notes in the final recommendation. The only discretion conferred on Council applies to the variations being sought from the development standards for Apartment Buildings. These have been considered and nothing has been observed that warrants a negative recommendation.
ATTACHMENTS 1.
Representation - PA2013.0114 - Sharon Mullan
2.
Representation - PA2013.0114 - Elizabeth Blake
3.
Representation - PA2013.0114 - M Connell
4.
Representation - PA2013.0114 - WA Connell
5.
Representation - PA2013.0114 - Trudi Huett
6.
Representation - PA2013.0114 - Esther Woolley
7.
Representation - PA2013.0114 - Marjorie Norris
8.
Representation - PA2013.0114 - Mark Norris
9.
Representation - PA2013.0114 - Dennis Wilson
10.
Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport Recommendati on
RECOMMENDATION That Council, pursuant to the provisions of the Devonport and Environs Planning Scheme 1984 and Section 57 of the Land Use Planning and Approvals Act 1993 approve application PA2013.0114 and grant a Permit to develop land identified as 31 Drew Street,
ITEM 8.1
PAGE 100 Report to Council Meeting on 21 October 2013
East Devonport for the following purposes: •
Apartment Buildings (30 units) - variations to front setback, distance from driveways and car parking
Subject to the following conditions: Nature of Approval 1.
Unless altered by subsequent conditions of this Permit the development is to be undertaken generally in accordance with the submitted plans by Wilson Homes Project WH6815, dated 8 August 2013, a copy of which is attached and endorsed as documents forming part of this Planning Permit.
2.
Any unit closer than 3m to the final position of an internal driveway serving an adjoining unit(s) is to have the windows of any living or sleeping areas double glazed to minimise noise transmission.
3.
The developer is to submit a landscaping and site plan (including vegetation species, maintenance schedules, paving types and privacy screens) for consideration at the time of or before the Building Permit application is lodged. A security bond or bank guarantee of $50,000 in Council’s favour will also be required at this time.
4.
The private open space areas for Units 10, 12 & 13 is to include a practical area of paved area not less than 15m2 in area.
5.
The developer is to submit a plan to Council that demonstrates satisfactory pedestrian access for the occupants of the site in lieu of traversing along the driveways. This detail can be included with the landscaping plans required by condition 3.
6.
The developer is to alter the line marking of the car parking spaces in Drew Street to suit the new development. This is inclusive of line marking removal. All works are to be undertaken by a suitably qualified contractor.
7.
The developer is to dispose of stormwater drainage from the development site to the satisfaction of Council. This includes but is not limited or confined to: (a)
Upgrading with a new or renewed stormwater connection as required.
(b)
Stormwater runoff from the driveway is to be collected via grated drains or pits and drained from the site.
(c)
Stormwater discharged from the whole site for storms in the range of 5 to 100 year Average Recurrence Interval is to be limited to flows that would result from the whole site having a 40% impervious surface (including roof areas). Where the impervious areas exceed 40% the stormwater is to be detained on site by a combination of above ground and/or buried detention storage structures. Due allowance is to be made for any overland flow from adjacent properties. Plans, longitudinal sections and design calculations by a suitably qualified engineer are to be prepared and forwarded to Council prior to lodgement of the building application.
(d)
The developer is to provide a scaled drawing showing the dimensioned location of the stormwater connection at the conclusion of the works.
8.
Private drainage lines, stormwater & detention systems and any overhanging structures are to be located outside the 3m wide drainage easement located along the northern boundary of the site.
9.
The developer is to raise the manhole lids and surrounds on the existing DN300 ITEM 8.1
PAGE 101 Report to Council Meeting on 21 October 2013
stormwater pipeline located in the drainage easement along the northern boundary to finished surface levels. 10.
The developer is to ensure that the buildings, driveways and car parking areas are set at levels to ensure that the household sewerage and site drainage is piped at suitable gradients with adequate coverage to the connection point.
11.
The developer is to construct minimum 3.6m wide reinforced concrete driveways and crossovers for vehicular accesses as required between the edge of road seal and the property boundaries in accordance with IPWEA Standard Drawing SD-1003.
12.
All internal driveways are to be a minimum 5.5m wide for the first 6m inside the property.
13.
The developer is to install a hardstand area (concrete slab), which connects to the existing footpath, to cater for a new bus stop at the northeast corner of the Wright and Drew Streets junction.
14.
The developer is to demolish and reconstruct the existing 4 bays of cracked and heaved footpath on Wright Street. This is to be done in accordance with IPWEA Standard Drawing SD-1006.
15.
The developer is to demolish and reconstruct the existing footpath kerb ramps located on the north east and south eastern corners of Drew Street and Wright Street. This is to be done in accordance with IPWEA Standard Drawing SD-1006 with:
16.
(a)
a new lid and surround to be incorporated onto the existing sewer manhole lid once adjusted to a suitable level to suit the new kerb access ramp on the north eastern corner;
(b)
the relocation of the existing grated pit on the south eastern corner toward the east along Drew street by means of a single grated pit in accordance with IPWEA Standard Drawing SD-1004, clear of the kerb access ramp. Discharge the new single grated pit is to be via a DN300 pipeline into a newly constructed manhole located over DN300 pipeline. Any adjustments to this infrastructure are to be made good upon completion;
(c)
a plan and longitudinal section of the relocated single grated pit and manhole are to be prepared by a suitably qualified engineer and submitted to Council for approval prior to the lodgement of the building application; and
(d)
tactile indicators as required are to be installed in accordance with AS1428.
The person responsible for the activity must comply with the conditions contained in Schedule 2 of Permit Part B, which the regulated Entity (trading as TasWater) has required the Planning Authority to include in the permit, pursuant to section 56Q of the Water and Sewerage Industry Act 2008.
And further that the developer is to note that: A–
In regard to conditions 6, 7, 11, 13, 14 & 15 all civil works are to be undertaken in accordance with the relevant IPWEA Standard Drawings.
C – In regard to condition 9 the manholes are located inside the north east corners of the yards for Units 1 & 5. D–
In regard to condition 13 the following requirements apply: (i)
The bus stop and shelter are to comply with the provisions of the disability discrimination legislation; ITEM 8.1
PAGE 102 Report to Council Meeting on 21 October 2013
(ii)
The bus stop is to have a fully accessible pathway linking to the development;
(iii)
The shelter is to provide adequate weather protection; and
(iv)
The shelter is to be designed to accord with the Crime Prevention through Environmental Design principles and Austroads guidelines.
ITEM 8.1
PAGE 103 Report to Council Meeting on 21 October 2013
ITEM 8.1
PAGE 104 Report to Council Meeting on 21 October 2013
ITEM 8.1
PAGE 105 Representation - PA2013.0114 - Sharon Mullan
ATTACHMENT [1]
ITEM 8.1
PAGE 106 Representation - PA2013.0114 - Sharon Mullan
ATTACHMENT [1]
ITEM 8.1
PAGE 107 Representation - PA2013.0114 - Sharon Mullan
ATTACHMENT [1]
ITEM 8.1
PAGE 108 Representation - PA2013.0114 - Elizabeth Blake
ATTACHMENT [2]
ITEM 8.1
PAGE 109 Representation - PA2013.0114 - Elizabeth Blake
ATTACHMENT [2]
ITEM 8.1
PAGE 110 Representation - PA2013.0114 - Elizabeth Blake
ATTACHMENT [2]
ITEM 8.1
PAGE 111 Representation - PA2013.0114 - M Connell
ATTACHMENT [3]
ITEM 8.1
PAGE 112 Representation - PA2013.0114 - M Connell
ATTACHMENT [3]
ITEM 8.1
PAGE 113 Representation - PA2013.0114 - M Connell
ATTACHMENT [3]
ITEM 8.1
PAGE 114 Representation - PA2013.0114 - WA Connell
ATTACHMENT [4]
ITEM 8.1
PAGE 115 Representation - PA2013.0114 - WA Connell
ATTACHMENT [4]
ITEM 8.1
PAGE 116 Representation - PA2013.0114 - WA Connell
ATTACHMENT [4]
ITEM 8.1
PAGE 117 Representation - PA2013.0114 - Trudi Huett
ATTACHMENT [5]
ITEM 8.1
PAGE 118 Representation - PA2013.0114 - Trudi Huett
ATTACHMENT [5]
ITEM 8.1
PAGE 119 Representation - PA2013.0114 - Trudi Huett
ATTACHMENT [5]
ITEM 8.1
PAGE 120 Representation - PA2013.0114 - Esther Woolley
ATTACHMENT [6]
ITEM 8.1
PAGE 121 Representation - PA2013.0114 - Esther Woolley
ATTACHMENT [6]
ITEM 8.1
PAGE 122 Representation - PA2013.0114 - Esther Woolley
ATTACHMENT [6]
ITEM 8.1
PAGE 123 Representation - PA2013.0114 - Marjorie Norris
ATTACHMENT [7]
ITEM 8.1
PAGE 124 Representation - PA2013.0114 - Marjorie Norris
ATTACHMENT [7]
ITEM 8.1
PAGE 125 Representation - PA2013.0114 - Marjorie Norris
ATTACHMENT [7]
ITEM 8.1
PAGE 126 Representation - PA2013.0114 - Mark Norris
ATTACHMENT [8]
ITEM 8.1
PAGE 127 Representation - PA2013.0114 - Mark Norris
ATTACHMENT [8]
ITEM 8.1
PAGE 128 Representation - PA2013.0114 - Mark Norris
ATTACHMENT [8]
ITEM 8.1
PAGE 129 Representation - PA2013.0114 - Mark Norris
ATTACHMENT [8]
ITEM 8.1
PAGE 130 Representation - PA2013.0114 - Mark Norris
ATTACHMENT [8]
ITEM 8.1
PAGE 131 Representation - PA2013.0114 - Mark Norris
ATTACHMENT [8]
ITEM 8.1
PAGE 132 Representation - PA2013.0114 - Dennis Wilson
ATTACHMENT [9]
ITEM 8.1
PAGE 133 Representation - PA2013.0114 - Dennis Wilson
ATTACHMENT [9]
ITEM 8.1
PAGE 134 Representation - PA2013.0114 - Dennis Wilson
ATTACHMENT [9]
ITEM 8.1
PAGE 135 Representation - PA2013.0114 - Dennis Wilson
ATTACHMENT [9]
ITEM 8.1
PAGE 136 Representation - PA2013.0114 - Dennis Wilson
ATTACHMENT [9]
ITEM 8.1
PAGE 137 Representation - PA2013.0114 - Dennis Wilson
ATTACHMENT [9]
ITEM 8.1
PAGE 138 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 8.1
ATTACHMENT [10]
PAGE 139 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 8.1
ATTACHMENT [10]
PAGE 140 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 8.1
ATTACHMENT [10]
PAGE 141 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 8.1
ATTACHMENT [10]
PAGE 142 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 8.1
ATTACHMENT [10]
PAGE 143 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 8.1
ATTACHMENT [10]
PAGE 144 Petiton - Planning Permit Issues With Application PA2013.0114 - 31 Drew St East Devonport
ITEM 8.1
ATTACHMENT [10]
PAGE 145 Report to Council Meeting on 21 October 2013 Notic es of M oti on
9.0
NOTICES OF MOTION
9.1 F ees - Car Par king - N otic e of M oti on - Al d W P Wils on
9.1
FEES - CAR PARKING - NOTICE OF MOTION - ALD W P WILSON File: 13264 D310074
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman W P Wilson. Recommendati on
MOTION “That as from the first Saturday in November, all meter and car parks be free for all Saturdays and every fourth Friday of each month until Council determine otherwise.”
GENERAL MANAGER’S COMMENTS Council has adopted its budget and annual plan for 2013/14 based on receiving a certain amount of income from parking services. This proposal would have a significant impact on Council’s income stream for 2013/14. This impact has been estimated to be in the order of $172,000, which equates to approximately 1% of rates income. While the present challenges facing retailing are evident, Council is undertaking a number of initiatives to assist businesses in this sector. Given Council’s planned expenditure is based on achieving certain levels of income through parking it would be prudent to consider any changes as part of the annual budget deliberations, rather than in isolation to other factors.
ITEM 9.1
PAGE 146 Report to Council Meeting on 21 October 2013 9.2 F ormati on of D evel opment and Appr ovals C ommittee - Notice of Motion - Ald W P Wilson
9.2
FORMATION OF DEVELOPMENT AND APPROVALS COMMITTEE NOTICE OF MOTION - ALD W P WILSON File: 12901 D310076
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman W P Wilson. Recommendati on
MOTION “That Council form a Development and Approvals Committee comprised of four elected members and appropriate staff.”
GENERAL MANAGER’S COMMENTS Council processed approximately 200 development applications last financial year. The General Manager has Delegated Authority under the Land Use Planning and Approvals Act 1993 (LUPAA) to approve most routine applications. The General Manager does not have authority to grant or refuse discretionary permits (S57) where:
3 or more representations have been received; The value do the project is greater than $2.0 million; Any application the General Manager considers would be more appropriately considered by Council; and Any application that an Alderman has requested be considered by Council.
These applications are presented to Council at its monthly meeting for a decision. There is also the capacity to discuss any potentially high profile or controversial applications at a Workshop. Up until June 2010, Council had a Development Approval Special Committee (DASC) which had many of the delegations that are now provided to the General Manager. Under this format, approximately half of Council’s total applications were referred to DASC for consideration. In a Report to Council at its meeting in June 2010, when a decision was made to dissolve the DASC, the following benefits were identified in support of the decision:
Applications determined by DASC take approximately 6-11 days longer to process than those determined under delegation; Administration support required to support DASC was estimated to be approximately 0.3 FTE; and In 2009, DASC did not determine any application contrary to the Planner’s advice.
Since this decision was made, the potential benefits have been realised. In August 2010, administrative support to the planning department was reduced, routine applications are being processed quicker, and more contentious planning issues are being considered by the full Council. A survey in March 2011 of 100 applicants (previously distributed to Aldermen) indicated mostly positive comments regarding Council’s planning process. In the 2012/13 financial year, all valid planning applications received by Council were processed within the statutory timelines.
ITEM 9.2
PAGE 147 Report to Council Meeting on 21 October 2013 9.3 R eins tatement - F ormer Subsi dy to Oper ators - Mers ey Ri ver F err y - N otic e of M oti on - Al d W P Wils on
9.3
REINSTATEMENT - FORMER SUBSIDY TO OPERATORS - MERSEY RIVER FERRY - NOTICE OF MOTION - ALD W P WILSON File: 22891 D310077
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman W P Wilson. Recommendati on
MOTION “That Council write to the appropriate State Minister and request the reinstatement of the former subsidy to the operators of the Mersey River Ferry, Torquay, as soon as possible.”
GENERAL MANAGER’S COMMENTS Phoenix Coaches operate the Mersey Ferry and have made the following comments to Officers regarding the subsidy.
State Government subsidy of approx. $25,000 p.a. ended in September 2011;
Subsidy provided a 50c per head off-set for concession card holder passengers only;
Based on records, the ferry service had approx 35,000 passenger per year prior to the funding cut;
Records for 2012-13 have indicated a drop of 10,000 passengers;
As a result of this reduction the service hours have been amended from 7:30am – 6pm, 6 days per week (Mon to Sat) to 8:45am – 4:30pm, 5 days per week (Mon – Fri).
ITEM 9.3
PAGE 148 Report to Council Meeting on 21 October 2013 9.4 Traffic M anagement - N otic e of Motion - Ald L M Perr y
9.4
TRAFFIC MANAGEMENT - NOTICE OF MOTION - ALD L M PERRY File: 3406 D310222
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman L M Perry. Recommendati on
MOTION “That based on the attached report and addendum from GHD, that Council: 1.
Agree to approve the relocation of the William Street school crossing and allow right turn vehicle entry into 124 William Street Devonport; and
2.
Require the developers of 124 William Street to contribute 70% towards the cost of the design and the construction of these changes.”
SUPPORT Council’s acceptance of this Notice of Motion would precipitate the relocation of the crosswalk further to the north, and allow right turns into the Chicken Treat development. Attachments:
GHD - William Street Traffic Island Report - April 2013 GHD - Addendum to William Street Traffic Island Report - August 2013 Letter of Support: Devonport High School Principal - Roger Eadie - 23 May 2013 Letter of Support: Devonport Baptist Church - Rev Scott Jones - May 2013
GENERAL MANAGER’S COMMENTS Council staff and the Traffic Committee have objectively considered current and previous requests and submissions in relation to the William Street school crossing and median island. Any decision by Council to agree to the relocation of the school crossing would be against the advice of the Traffic Committee. The Committee membership comprises of persons qualified and experienced in traffic and transport engineering, road safety, policing and law enforcement. The extension of the traffic island preventing right turns into Chicken Treat was identified as a condition of the planning permit. The owner proceeded with the development fully aware of this requirement which assists in managing traffic safely and congestion in the vicinity of the site. As a result of previous reports on this issue Officers are currently reviewing long term options to improve traffic concerns on this part of Council’s road network.
ITEM 9.4
PAGE 149 Report to Council Meeting on 21 October 2013
GHD - William Street Traffic Island Report - April 2013
ITEM 9.4
PAGE 150 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 151 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 152 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 153 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 154 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 155 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 156 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 157 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 158 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 159 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 160 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 161 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 162 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 163 Report to Council Meeting on 21 October 2013
GHD - Addendum to William Street Traffic Island Report - August 2013
ITEM 9.4
PAGE 164 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 165 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 166 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 167 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 168 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 169 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 170 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 171 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 172 Report to Council Meeting on 21 October 2013
ITEM 9.4
PAGE 173 Report to Council Meeting on 21 October 2013
Letter of Support: Devonport High School Principal - Roger Eadie - 23 May 2013 From: Eadie, Roger W (DoE) [roger.eadie@education.tas.gov.au] Sent: Thursday, 23 May 2013 5:06 PM To: Ald Perry Subject: RE: ATTENTION - Mr Roger Eadie
Dear Leon, Thank you for consulting me regarding the proposed changes to the Children’s Crossing in William St, which has been a discussion topic for some time now between the Devonport Council, owners of the Chicken Treat business and the Devonport High School community. I have read the attached consultant’s report and have no objections with any of the findings or recommendations. In fact, I believe the proposal to move the crossing further north along William St may enhance the safety of our students and make it easier for teachers to keep better supervision of our students as they use the crossing. The existing location is not very prominent nor visible for some drivers and often children using the crossing are exposed to risk due to the busy nature of the current location. If the issues of required space and shifting of bus-stops can be achieved, I see no reason why it should not be moved. I am aware that a variety of opinions have previously suggested it would not be possible, but the attached report indicates it is possible, therefore I support the idea. Please contact me if further discussion is required,
Roger Eadie Principal Devonport High School ph 64249461 or 0439 249460
ITEM 9.4
PAGE 174 Report to Council Meeting on 21 October 2013
Letter of Support: Devonport Baptist Church - Rev Scott Jones - May 2013
ITEM 9.4
PAGE 175 Report to Council Meeting on 21 October 2013 Mayor al R eport
10.0
MAYORAL REPORT
10.1 Mayoral Repor t
10.1
MAYORAL REPORT File: 22947 D309620
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 September 2013.
BACKGROUND This report is provided by the Mayor to provide a list of meetings and functions attended by him for the month of September 2013.
COMMENTARY
In his capacity as Mayor, Alderman Steve Martin attended the following meetings and functions during the month of September 2013.
Leon Compton ABC Radio – live interview Devonport Mall Graham Marshall – O Group Ashleigh Franke – QANTAS Link Kevin Maynard – TT Line Pat Bourke – Second Bite Cradle Coast Authority, Mayors & GM meeting – Burnie David Munns - Australian Sports Commission ‘Active after school Communities’ Kommunity Kids Will Hodgman & Jeremy Rockliff Michael Bonney - Cradle Coast Sports & Events Costa’s Berry Farm – East Devonport Andrew Hillier – Devonport Chaplaincy Doug Shirripa – Costa’s Mushrooms Deputy Premier Bryan Green & AWM Geoff Parker Spreyton Bowls Club Charles Bracewell & Alan Ryder - Events Tasmania – Hobart Emily Willie – Tourism TAS – Hobart Victory League Award Night – Hobart Victory League Grand Final – Hobart Mike Brewster – TASwater Business meeting Resident meetings VIC Volunteer movie night Radio 7AD interview Mersey Leven Emergency Management Committee – Sheffield ITEM 10.1
PAGE 176 Report to Council Meeting on 21 October 2013
Devonport Eisteddfods Aust. Master’s Games Committee – Ulverstone Tasmanian Logistics Meeting – Hobart Spreyton Football Club Annual Dinner Primary School Basketball Championships General Manager recruitment meeting Costa Berry Presentation re – accommodation opportunities LGAT quarterly meeting Devonport High School “Rockin Robin” production Community Safety Liaison Committee Bowls Clubs meeting Devonport Eisteddfod’s Showcase of Talent Concert Kommunity Kids Charity Golf Day – Mayor’s Cup Wayne Tucker & Baard Naehle – TAS Ports/Airport Council Audit Committee Kommunity Kids AFL Day Civic Reception National Boys Choir of Australia National Boys Choir of Australia concert Australian Red Cross Divisional Advisory Board Financial Assistance Working Group High School students Petuna Seafood & Gourmet Pantry Opening Awards for Excellence Launch Radio 7AD interview – Hawthorn Football Club Don River Railway Hawthorn Football Club & Minister for Sport Michelle O’Byrne
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 September 2013 be received and noted.
ITEM 10.1
PAGE 177 Report to Council Meeting on 21 October 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: 22947D310078
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 September: Mayor Steve Martin $ 57.50 Telephone expenses $ 229.55 Accommodation and dinner expenses – Tasmanian Transport Council AGM and dinner $ 244.24 Accommodation – National Sea Highway Coalition meeting $ 41.00 Lunch expenses Aldermen $ 427.20 iPad monthly expenses Due to the timing of Credit Card statements and invoices, expenditure will be reported as and when the account is paid. Items in this report may relate to transactions that occurred in previous months.
FINANCIAL IMPLICATIONS
Mayoral expenses are costed to the general ledger account for Alderman Support and are listed in a separate report. Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
ITEM 11.1
PAGE 178 Report to Council Meeting on 21 October 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 September 2013 be received and the information noted.
ITEM 11.1
PAGE 179 Report to Council Meeting on 21 October 2013
11.2
2013/14 ANNUAL PLAN UPDATE AS AT 30 SEPTEMBER 2013 File: 26469 D310113
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.5
Develop, maintain and monitor a fully integrated strategic and business planning process that meets legislative requirements and provides an increased performance management reporting capacity across the whole organisation and with external stakeholders
PURPOSE To provide an update of progress of the 2013/14 Annual Plan as at 30 September, 2013.
BACKGROUND Council adopted its 2013/14 Annual Plan on 17 June, 2013. The Annual Plan outlines the actions to be undertaken this financial year to work towards achieving our strategic goals.
COMMENTARY The Annual Plan has been developed to guide Council in its actions to ensure the future aspirations of the Devonport community can be achieved. Highlights of this quarter include: General Manager’s Portfolio
Two Lease Policies drafted and a cost analysis undertaken; Senior Management Group determined to continue with internally-run Supervisor Training Program, after receiving positive feedback; Webinar training session undertaken by Human Resources staff in self-service features of the Tech One system.
Customers and Community Portfolio
Environmental Sustainability Strategy endorsed by Council. Awaiting collation and consideration of public comment; Commenced implementation of actions of the Energy Efficiency Strategy 2013-15, including commencement of solar hot water system installation in Council buildings; Customer Survey being undertaken to ascertain awareness of Devonport branding by consumers.
Technical and Finance Portfolio
Draft Residential Strategy completed; Management of Complaints Policy for Planning, Building and Plumbing functions completed; Re-signed agreement with Latrobe and Kentish Councils for continuation of plumbing inspections for a further 12 month period up to June 2014; Draft Immunisation Policy endorsed by Executive Management Team.
While a progress comment is provided on each action in the attached report for the information of Aldermen and the community, the graph below provides a summary of the ITEM 11.2
PAGE 180 Report to Council Meeting on 21 October 2013
progress as at 30 September, 2013. Whilst the graph displays 43% of actions are off track, there is no major concern with the progress at this stage that will impact negatively on the completion of actions within their designated time frames.
FINANCIAL IMPLICATIONS Budget implications are communicated to Aldermen separately and do not for part of this Report.
RISK IMPLICATIONS It is not believed there are any risks associated with this Report.
CONCLUSION The 2013/14 Annual Plan Progress Report as at 30 September, 2013, is provided for the information of the Aldermen and the community.
ATTACHMENTS 1.
Quarterly Annual Plan Report to Council - September 2013 Recommendati on
RECOMMENDATION That the 2013/14 Annual Plan update as at 30 September, 2013, as outlined in the attached Report, be received and noted.
ITEM 11.2
PAGE 181 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 182 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 183 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 184 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 185 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 186 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 187 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 188 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 189 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 190 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 191 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 192 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 193 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 194 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 195 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 196 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 197 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 198 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 199 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 200 Quarterly Annual Plan Report to Council - September 2013
ITEM 11.2
ATTACHMENT [1]
PAGE 201 Report to Council Meeting on 21 October 2013 11.3 2013 Sister Citi es Australi a N ational Conferenc e Broken Hill NSW
11.3
2013 SISTER CITIES AUSTRALIA NATIONAL CONFERENCE BROKEN HILL NSW File: 22947 D310114
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 seek Council’s approval for two Aldermen to attend the 2013 Sister Cities Australia National Conference in Broken Hill, NSW from 10th to 13th November 2013.
BACKGROUND
Sister Cities Australia Inc. (SCA), of which Council is a member, is an association of cities, towns, shires, ports and states that have a Sister City relationship. The SCA website outlines its purpose as a: register of all Australian affiliations, of which it is aware, and welcomes additions to the listing; facilitator in matching cities and towns in Australia with cities and towns both from overseas and within Australia seeking a Sister City relationship; link between an Australian sister city or town and the many projects and ideas that have been experienced here and abroad; and provider of forum for cultural, economic and educational interchange between communities and to encourage friendship, co-operation and understanding to improve peaceful co-existence worldwide The Conference is an opportunity for SCA members to come together, network and share ideas, which can be applied to improve their own communities.
The 2013 National Conference commences in Broken Hill on Sunday, 10th November 2013 and concludes on Wednesday, 13th November 2013. According to Council’s “Payment of Expenses and Provision of Facilities Policy” the attendance of an Alderman to an interstate Conference such as this is to be approved by Council resolution.
COMMENTARY
The full details of the Sister Cities National Conference are attached for perusal. Alderman Hollister and Alderman Goodwin have indicated an interest in attending the 2013 conference. Alderman Hollister is a member of the Devonport Sister Cities Association and the Devonport Sister City Special Committee. Council has been an active member of the SCA for some time and traditionally has sent representatives to the National Conference. In 2012, Devonport hosted the National Conference.
ITEM 11.3
PAGE 202 Report to Council Meeting on 21 October 2013
FINANCIAL IMPLICATIONS
The cost of Standard Registration is $825.00 per delegate and with airfares and accommodation estimated to be approximately $1167.00. Alderman Goodwin has indicated he will fund his own travel and accommodation expenses. The total cost of sending 2 delegates is estimated at approximately $2817.00. Council has an allocation of funds for Aldermen’s attendance at Conferences within its 2013/2014 budget which will adequately cover the anticipated expenditure.
RISK IMPLICATIONS
It is believed there are no risks associated with this report.
CONCLUSION
Two Aldermen have requested to attend the 2013 National Sister Cities Conference and this report seeks Councils approval in accordance with Policy requirements.
ATTACHMENTS 1.
Sister Cities National Conference Brochure Recommendati on
RECOMMENDATION That Council: 1.
approve Alderman Peter Hollister and Alderman Grant Goodwin’s attendance to 2013 Sister Cities Australia National Conference in Broken Hill, and that expenses where requested be paid in accordance with Council’s Policy; and
2.
Alderman ………………………………. be nominated to have voting rights on behalf of Council at the Conference.
ITEM 11.3
PAGE 203 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 204 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 205 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 206 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 207 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 208 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 209 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 210 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 211 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 212 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 213 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 214 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 215 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 216 Sister Cities National Conference Brochure
ATTACHMENT [1]
ITEM 11.3
PAGE 217 Report to Council Meeting on 21 October 2013 Customers and Community R eports
12.0
CUSTOMERS AND COMMUNITY REPORTS
12.1 Minutes of C ontrolli ng Authoriti es, Wor king Groups and Speci al C ommi ttee M eetings
12.1
MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS File: 27670 D309244
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4
Ensure effective administration and operation of Council’s committees
PURPOSE To present the minutes of Controlling Authorities, Working Groups and Special Committee Meetings managed by the Community Services Portfolio of Council.
BACKGROUND The relevant information specific to each Controlling Authority, Working Group and Special Committee is outlined in individual reports.
COMMENTARY
The Minutes of the following Committee Meetings are attached: Devonport Oval Special Advisory Committee Devonport Recreation Centre Special Committee Community Safety Liaison Group Devonport City Focus Group Don Railway Special Committee Devonport Maritime and Heritage Authority The Devonport Maritime and Heritage Authority recommended at its last meeting that the Council seal the access pathway on the eastern and northern side of the Bass Strait Maritime Centre.
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.
ITEM 12.1
PAGE 218 Report to Council Meeting on 21 October 2013
ATTACHMENTS 1.
Unconfirmed Minutes of the Devonport Oval Special Advisory Committee - 10 September 2013
2.
Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 11 September 2013
3.
Unconfirmed Minutes of the Community Safety Liaison Group - 19 September 2013
4.
Unconfirmed Minutes of the Devonport City Focus Group - 12 September 2013
5.
Unconfirmed Minutes of the Don Railway Committee Meeting - 26 September 2013
6.
Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 2 October 2013 Recommendati on
RECOMMENDATION That the Combined Minutes of Controlling Authorities, Working Groups and Special Committees be received and noted.
ITEM 12.1
PAGE 219 Unconfirmed Minutes of the Devonport Oval Special Advisory Committee 10 September 2013
ATTACHMENT [1]
MINUTES OF THE DEVONPORT OVAL SPECIAL ADVISORY COMMITTEE HELD AT THE COUNCIL COMMITTEE ROOMS ON TUESDAY 10 SEPTEMBER 2013 COMMENCING AT 5.30PM PRESENT Committee Members Ald Lynn Laycock Ald Leon Perry Ald Warren Squibb John Sales David Mullett
Chair Devonport Cricket Club Devonport Cricket Club
Council Officers Stuart Jones Kylie Lunson Sarah Masters
Marketing, Tourism and Recreation Manager (MTRM) Operations Manager (OM) Community Services Administration Officer
APOLOGIES Fabio Pizzirani Val James Geoff Rootes
Sport & Recreation Coordinator (SRC) Mersey Valley Devonport Cycling Club Devonport Athletic Club
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 2 July 2013 be received and noted. D. Mullett/Ald Perry
CARRIED
2.0
DECLARATION OF INTEREST Nil
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Strategic Sport and Recreation Special Committee (SSRSC) update The strategic document is being finalised. Waiting on information on the bowls club, then it will be distributed to the SSRSC Committee.
4.0
CLUB REPORTS 4.1 Devonport Cricket Club The Committee welcomed John Sales as the new President of the Devonport Cricket Club. Brad Cole has been appointed Vice President with the secretary yet to be announced. John thanked Council for all their work. There are some minor maintenance issues to fix such as leaks in the roof. He will liaise with SRC in relation to these issues. Work has been done on the indoor nets. This is a 50/50 partnership with Cricket Tas. Devonport Cricket Club will investigate available grants for funding of their share. They have received a quote to fix the outdoor synthetic netting. The quote will be further discussed at their next board meeting. The upgrading of this netting will benefit all local clubs. Turf nets are in need of repair. They are looking at a fully enclosed synthetic net that can be locked. ITEM 12.1
PAGE 220 Unconfirmed Minutes of the Devonport Oval Special Advisory Committee 10 September 2013
ATTACHMENT [1]
David Mullett advised that the Club is happy to leave the tiles on the wall in the change rooms as they are and have only the floor tiling work undertaken. OM advised that the tiling has already been budgeted for and the contractor is ready to commence the work. David asked that the covers be inspected before the season commences. Season is due to commence on 26 October. Actions: John Sales to contact SRC in relation to maintenance. SRC to investigate who is responsible for the maintenance of the turf nets and look at current MOU. OM to liaise with the Club in regards to inspection of covers. 4.2 Devonport Athletics Club Nil. 4.3 Mersey Valley Devonport Nil. 4.4
Devonport Football Club Mark Fagan has resigned as general manager of the Club. A board meeting will be held on 11 September. The Club will operate in TFL next year as the AFL Tas/NTFL team has been put on hold. The function centre is doing well.
5.0
OPERATIONS MANAGER REPORT Ground work is to be undertaken on the eastern side of the Oval. Major maintenance of the bike track will need to be completed prior to mid-December. This work will be scheduled around rostering. OM asked that the Cricket Club contact Council to arrange the new curator’s induction. A new Reel Mower has been included in this year’s budget and quotations are currently being obtained.
6.0
GENERAL BUSINESS 6.1 Cricket Games at the Oval Ald Laycock asked if there was anything more Council could do to attract larger games to the Oval. John Sales advised that indicating we would be interested in hosting games would bring the officials to the Oval for an inspection of the wicket and facilities. Action: John Sales and David Mullett to approach officials to inform them of our interest in hosting larger games at the Oval. 6.2
7.0
Devonport Cricket Club Payments SRC advised the Club of all payments they have made and current outstanding invoices. Action: SRC to follow up on invoicing procedure.
NEXT MEETING 12 November 2013 at 5.30pm, Council Chambers.
Meeting closed: 6.15pm
ITEM 12.1
PAGE 221 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 11 September 2013
ATTACHMENT [2]
MINUTES OF THE DEVONPORT RECREATION CENTRE SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON WEDNESDAY 11 SEPTEMBER 2013 COMMENCING AT 5.15PM PRESENT Committee Members Matthew Cock Ald Leon Perry Kim Robinson Bob Jago Rick Forth Ken Mason Grant Penfold Bruce Robinson Leanne Lillico Nani Clark
Chairman Basketball (DBC) Independent Independent Table Tennis Gymnastics Club Independent Gymnastics Club Whitelion
Council Officers Stuart Jones Sarah Masters
Marketing, Tourism and Recreation Manager (MTRM) Community Services Administration Officer (CSAO)
APOLOGIES Fabio Pizzirani David Cole
Sports & Recreation Coordinator (SRC) Independent
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held on 31 July 2013 be received and noted. G. Penfold/K. Mason
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 In regards to the Gymnastics Club’s request for Council to inspect the ceiling lights, MTRM reported that a letter had been sent to the Gymnastics Club outlining maintenance responsibility. Grant Penfold advised that a quote had been obtained to undertake the work and it would be tabled at the Club’s next meeting. 3.2 The Gymnastics Club requested Council to inspect and upgrade the power board if required as fuses were dropping out regularly. MTRM advised that an action request had been raised and Aurora has been contacted and asked for light meter and power costs. 3.3 Floor plans for the Devonport Recreation Centre. SRC to follow this up. Action: SRC to follow up with Clubs in regards to floor plans.
ITEM 12.1
PAGE 222 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 11 September 2013
ATTACHMENT [2]
4.0
CORRESPONDENCE Nil.
5.0
CLUB REPORTS 5.1 Basketball Senior Monday night has started and the spring roster is about to commence. The Club recently met with Council Officers to discuss fees and charges. Queries were raised in relation to the cost of the light meters. MTRM has asked Aurora for a breakdown of light charges. Kim Robinson asked that they be informed when the meeting room is booked by another party. The Club recently had a break in through the front window of their office. Action: SRC to liaise with Kim Robinson regarding meeting room bookings. SRC to liaise with Kim Robinson re any repairs needed to front window. 5.2 Squash New pennant has commenced, numbers are slightly down. The Devonport Open will take place on 25, 26 and 27 October 2013. 5.3 Table Tennis Devonport now has 2 qualified coaches. Deloraine and Launceston both have 1 each. From next week training will commence every week/fortnight on a Thursday night until Christmas. 5.4 Gymnastics Five girls took out the Tasmainan Club Championship at Level 5. State championships are next week. Investigating the possibilities of new locations. 5.5 Whitelion Nani Clark recently took some young people to use the Centre. She asked that thanks be passed on to the staff. Staff were respectful of all of the young people and were very professional.
6.0
FINANCIAL REPORT The Committee requested a report from Council to outline the fees and charges for all venues or sporting facilities in the Devonport Municipality. This report will highlight ground rental fees and charges, rates, lease costs and any rate remissions or discounts that are not commercial in confidence. The report will contain a disclaimer that there are a number of elements which are taken into consideration when setting fees and charges for each individual venue or sporting facility. Action: MTRM to provide report to Committee
7.0
RECREATION OFFICERS REPORT The lighting at the basketball stadium is due for completion this week. Action: Upon completion of work, MTRM will report back to the Committee with lux levels.
8.0
GENERAL BUSINESS 8.1
Car access to houses in Ashgrove Street. A car is currently driving between buildings, on the grass, to access their house. Action: ITEM 12.1
PAGE 223 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 11 September 2013
8.2
MTRM and SRC to follow up.
Side door was recently left ajar by contractors at Gymnastics Centre. The Club would like door counters. Action:
9.0
ATTACHMENT [2]
SRC to follow up with door counters.
8.3
Basketball Tas are currently in talks with Sports Marketing Australia for 3 new events for Devonport.
8.4
Clubs were asked to provide any ideas of activities that could be introduced at the DRC when the weights gym closes. Ideas included:
Sport and Recreation Officer to develop and facilitate community sporting programs;
Thai chi, yoga;
Programs supported through government grants;
School holiday programs.
NEXT MEETING Wednesday, 13 November 2013. Meeting closed: 6.20pm
ITEM 12.1
PAGE 224 Unconfirmed Minutes of the Community Safety Liaison Group - 19 September 2013
ATTACHMENT [3]
MINUTES OF THE COMMUNITY SAFETY LIAISON GROUP HELD AT THE DEVONPORT POLICE STATION, WENVOE STREET ON THURSDAY 19 SEPTEMBER 2013 COMMENCING AT 3.00PM PRESENT Group Members Mayor Steve Martin Ald Alison Jarman Snr Sgt Debbie Williams Inspector Adrian Shadbolt Paul Hill Rachel Coulson Julie Milnes Kate Beer Council Officers Karen Stone Sarah Masters APOLOGIES Ald Justine Keay Darren Bell Wendy Smith Lester Jackson Charmane Sheehan
1.0
Chair Tas Police Tas Police Tas Fire DIER DHHS Devonport Community House Risk Management Coordinator (RMC) Community Services Administration Officer (CSAO)
Retail Security YAFF Community Partnerships Manager (CPM) Community Development and Volunteer Coordinator (CDVC)
CONFIRMATION OF PREVIOUS MINUTES The Group recommends to Council that the minutes of the meeting held 4 July 2013 be received and noted. Ald Jarman/J. Milnes
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
REPORT ON ITEMS FROM PREVIOUS MINUTES Nil.
4.0
BUSINESS ARISING FROM PREVIOUS MINUTES 4.1 Community Safety Handbook CSAO presented a Draft Community Safety Handbook to the Group. All content is subject to change. Members were asked to take the booklet and email CSAO with any suggested changes, additions or deletions. Insp Shadbolt asked that congratulations to Sarah for her work on the handbook be noted . Action: Members to forward any suggested amendments, additions or deletions to Sarah prior to the next meeting.
ITEM 12.1
PAGE 225 Unconfirmed Minutes of the Community Safety Liaison Group - 19 September 2013
5.0
ATTACHMENT [3]
4.2
Mobility Scooters Snr Sgt Williams reported that under the Australian Road Rules, mobility scooter users are considered a pedestrian and are governed by pedestrian laws. No licence or third party insurance is required. A mobility scooter is not to travel on the road if a nature strip or footpath are available. Information could be included in the Community Safety Handbook. Action: Snr Sgt Williams to email website information to CSAO.
4.3
Wright Street An action request has been raised to attend to overgrown shrubs in Wright Street.
REPORTS 5.1 Liquor Accord The last meeting was held at Central Coast Council, with good representation from the whole area covered by the Accord (now Devonport, Latrobe, Kentish and Central Coast). The next campaign is aimed at supply of alcohol to minors. This campaign will introduce two new characters, Des Junior and Desiree Junior. 5.2
CCTV The following email from Council’s IT Coordinator was tabled at the meeting: “Current state of CCTV: As of 4 weeks ago all 16 city cameras have been up and running, this is the first time the system has been at full capacity since its initial install. Getting the project to this point required a large amount of work from council’s internal IT team and the use of an external contractor. Also council’s internal CCTV working group are working on the details and costing for providing a network link and client computer located at the new Devonport Police station, this will allow Devonport Police to view retrieve footage themselves negating the need to request footage from Council’s IT team.” Insp Shadbolt provided the Group with a copy of a CCTV sign which is located in Hobart. Appropriate placement in Devonport would be a good deterrent. Action:
5.3
CPM to follow up signage.
Risk Council’s Best Street office recently had a break in with some vandalism damage. After the severe storm last month Council received 50 action requests in one day for flooding, fallen trees etc. Council are working on a draft emergency response plan. Insp Shadbolt advised that they would be happy to assist with the compilation of the response plan.
ITEM 12.1
PAGE 226 Unconfirmed Minutes of the Community Safety Liaison Group - 19 September 2013
ATTACHMENT [3]
6.0
FURTHER REPORTS FROM MEMBERS 6.1 Tasmania Police Total offences are down from this time last year with good clearance rates. Public place assaults currently have a 100% clearance rate. Police are sending residents who are the victim of a burglary a follow up letter together with an information booklet on improving security. This provides reassurance and assistance. [3.35pm Rachel Coulson arrived] 6.2
7.0
DIER Working with Don College and, hopefully in the future with Tas Tafe, on an anti-hooning project initiative. This will be implemented to target high risk as well as general students. This project will enforce positive things for youth to do in our community. VMS boards promoting anti-hooning messages will be positioned near Lillico Straight with short, sharp messages. The Bluff area will also be covered. Tas Police are also involved in “positive tickets”, that is Devonport Dollars or food vouchers handed out to young drivers for good driving behavior. Rachel has also received good feedback from students at Don College in regards to the RYDA program which students undertake in Year 10. A refresher course is being investigated.
GENERAL BUSINESS 7.1 There have been several near misses at the intersection of Steele and Forbes Streets. Some drivers turning right from Forbes Street are not giving way to pedestrians crossing at lights. Police have received one report, however the driver or vehicle could not be identified. Requests have been sent out to Sergeants to monitor the area. Tas Police to issue road safety message at commencement of fourth school term to raise awareness of the issues with the intersection, as well as media and promotion on Council’s Facebook page. A letter to the School Association as well as inclusion in the school newsletter may also increase awareness. Concerns were also raised about drivers performing u-turns at the bottom of Steele Street and Formby Road. Action: Rachel Coulson to take issues to Traffic Committee. 7.2
The question was raised as to whether there are any zebra crossings in Tasmania. Rachel Coulson advised that the consensus of the DIER engineers is that the crossings create a false sense of security. People need to be aware of traffic flow. Julie Milnes commented that the speed humps at the back of the Community Health Centre are painted similar to zebra crossings and that older members of community are mistaking them for crossings. Action: Rachel Coulson to follow up.
7.3
Tas Fire have a upcoming multi-agency exercise in Latrobe. The Mayor asked if Councils can be informed of exercises in case the general public make enquiries.
ITEM 12.1
PAGE 227 Unconfirmed Minutes of the Community Safety Liaison Group - 19 September 2013
7.4
7.5
8.0
ATTACHMENT [3]
Insp Shadbolt asked if street signage for the new station can be investigated. Action: CSAO followed up with Council’s City Infrastructure Department and was advised that the street sign is installed at the corner of Wenvoe and Steele Streets. The issue of traffic outside Spreyton Primary School was discussed. This issue is being actively pursued by the Traffic Committee. Police are also monitoring. DIER are investigating this issue.
7.6
Kate Beer thanked Council for their prompt removal of rubbish and fixing of the fence. Have had some trouble in the Community Garden recently. Asked if Council had any collections for hard waste and e-waste. Action: Council’s Risk Management Coordinator to follow up with the Community House in regards to the cutting of the hedge and follow up on waste disposal options.
7.7
Building work is commencing soon at the Community Health Centre. Most work will take place on weekends, meaning less traffic issues.
NEXT MEETING 21 November 2013 at 3.00pm at Devonport Police Station, Wenvoe Street.
Meeting closed: 4.10pm followed by tour of Police Station.
ITEM 12.1
PAGE 228 Unconfirmed Minutes of the Devonport City Focus Group - 12 September 2013
ATTACHMENT [4]
MINUTES OF THE DEVONPORT CITY FOCUS GROUP HELD AT DEVONPORT CITY COUNCIL ON THURSDAY 12 SEPTEMBER 2013 COMMENCING AT 3.00PM PRESENT Committee Members Ald Lynn Laycock Ald Alison Jarman Eric Mobbs Graham Jones Suzy Jones Janene Wilczynski
Acting Chairperson DCCI Tourism Sector Retail Sector Retail Sector
Council Officers Evonne Ewins Stuart Jones April Nelson
Assistant General Manager Customers & Community Marketing, Tourism & Recreation Manager Executive Assistant, Customers & Community
APOLOGIES Mayor Steve Martin Susanne Dobrowski Suzy Parravicini Igor Van Gerwen
Chairperson Tourism sector Marketing & Tourism Co-ordinator Tourism Sector
1.0
COMMITTEE RESIGNATIONS Resignations were received and tabled from Tim Gott and Sylvia Sayers. A letter of thanks is to be forwarded in recognition of time on the Committee.
2.0
CONFIRMATION OF MINUTES The Committee recommends to Council that the previous minutes be received and noted. Moved: S. Jones/E. Mobbs
CARRIED
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Breakdown of Expenditure MTRM to resend $10.5k expenditure breakdown to the Committee.
4.0
REPORTS AND DISCUSSION Reports table attached. 4.1
DTA now DSTA Devonport Tourism Association has changed its name to the Devonport and Surrounds Tourism Association to cover a broadened base of tourism.
4.2
DCCI Concerns raised around events and the lack of resourcing.
4.3
CBD Retail as a whole is struggling and has been for a while. The issue of opening the Mall was raised to open the topic for discussion and gauge further feedback for improvements/solutions.
ITEM 12.1
PAGE 229 Unconfirmed Minutes of the Devonport City Focus Group - 12 September 2013
4.4
ATTACHMENT [4]
East Devonport East Shore Community Plan is being drafted and forums have been held with stakeholders. Retailers to write to the Chamber to ask them to conduct a survey. Dockside Coffee Shop is looking to have a free standing information stand insitu.
4.5
DFWF Launch date has been decided.
4.6
CCM Minutes to be distributed when received. Congratulations passed onto Stuart Jones and his team for the efforts in securing Complete Sports Marketing and the positive flow on effects for the community.
Action MTRM to forward a flow chart of the relationships 5.0
GENERAL BUSINESS 5.1 Notice of Motion. VACANT COMMERCIAL PROPERTIES - NOTICE OF MOTION - ALD A JARMAN (D291593) 63/13 RESOLUTION Ald Jarman / Perry MOTION That Aldermen and executive staff consider workshopping a concept that would involve contacting landlords /owners of vacant commercial properties (specifically retail) in all Devonport shopping precincts to ascertain what issues are preventing them from tenanting their premise(s). AYES: Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb NOES: Nil Notice of motion was discussed and group consensus was that the Chamber would discuss with their Retail Committee and if in agreement, organise a Retail Forum. Actions Chamber to discuss with their Retail Committee and advise if they will organise a Retail Forum. Chamber to draft an invitation letter that can be distributed by April. 5.2
6.0
Visit by Channel 7 - Sunrise The scheduled outside broadcast by Sunrise at Roundhouse on Friday 13 September 2013, was changed at short notice by Sunrise to be at Table Cape.
BRAINSTORMING SESSION Separate brainstorming session on the Terms of Reference to be scheduled outside of the set meetings to clarify some of the following points:
Confusion around the committee
Roles and responsibilities – gaps
Priorities
Group influence ITEM 12.1
PAGE 230 Unconfirmed Minutes of the Devonport City Focus Group - 12 September 2013
7.0
Relevant to link to strategy
Looking forward to the next 12 months
ATTACHMENT [4]
NEXT MEETING To be held at Devonport Committee Rooms, Thursday, 10 October 2013 (2nd Thursday of the month) at 3pm. Please advise April prior to the meeting if parking permits are required for the Rooke St carpark.
Meeting closed: 4.48pm
ITEM 12.1
PAGE 231 Unconfirmed Minutes of the Devonport City Focus Group - 12 September 2013
ATTACHMENT [4]
DEVONPORT CITY FOCUS GROUP REPORT
For Meeting: 12 September 2013 Please return to April Nelson for inclusion in the meeting – anelson@devonport.tas.gov.au
GROUP
REPORT
PROVIDED BY
DTA
Please note: Devonport Tourism Association has changed its name to the Devonport and Surrounds Tourism Association.
Graham Jones
DCCI
The retail sector of the Chamber is feeling very let down by Council due to the fact that funding for retail events seems to be steadily reducing. Questions are being asked does the Council really care. Whilst the Living City project is supported it is still necessary to not lose sight of the present plight of retailers.
Eric Mobbs
CBD Fourways
Janene Wilczynski Just a brief report; not a lot new in the Fourways going on – relatively quiet leading up to the Election; hopefully now things will pick up. Apart from various ways of keeping the visitors in our fine city, feel it is very important how clean and tidy it looks; rubbish collection is good, but the bins always look unsightly – even when emptied, they are never “clean” and always rubbish at base where bin is “missed”. Any chance of a weekly/fortnightly “scrub up”? Also, another idea for empty shops is maybe some “products” from our museum going in and/or school projects done by students.
East Devonport Events
Suzy Jones
Lynn Laycock Devonport Jazz 2103 proved to be a success. The review of the event has been completed, and will be submitted at the next meeting.
DFWF
Stuart Jones
Lynn Laycock
Cradle Country Marketing
Report to be tabled at meeting
Stuart Jones
TVIN
Meeting scheduled for September 11, agenda and previous minutes attached.
Stuart Jones
Sport & Recreation
Council officers are finalizing the strategic sport and recreation conceptual plan document.
Stuart Jones
Complete Sports Marketing
Economic benefit matrix and schedule of events attached.
Stuart Jones
Cradle Coast Authority
Igor Van Gerwen
ITEM 12.1
PAGE 232 Unconfirmed Minutes of the Devonport City Focus Group - 12 September 2013
Economic benefit to date - 28 August 2013 - $13,230,400
ITEM 12.1
ATTACHMENT [4]
PAGE 233 Unconfirmed Minutes of the Don Railway Committee Meeting - 26 September 2013
ITEM 12.1
ATTACHMENT [5]
PAGE 234 Unconfirmed Minutes of the Don Railway Committee Meeting - 26 September 2013
ITEM 12.1
ATTACHMENT [5]
PAGE 235 Unconfirmed Minutes of the Don Railway Committee Meeting - 26 September 2013
ITEM 12.1
ATTACHMENT [5]
PAGE 236 Unconfirmed Minutes of the Don Railway Committee Meeting - 26 September 2013
ITEM 12.1
ATTACHMENT [5]
PAGE 237 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 2 October 2013
ATTACHMENT [6]
MINUTES OF THE DEVONPORT MARITIME & HERITAGE AUTHORITY MEETING HELD AT THE COUNCIL CHAMBERS, FENTON WAY ON WEDNESDAY 2 OCTOBER 2013 COMMENCING AT 4PM PRESENT Directors Ald Lynn Laycock Ald Graham Kent Ray Wright Malcolm Reid
Devonport City Council Devonport City Council Community Member Community Member
Council Officers Margaret Griggs
Bass Strait Maritime Centre Coordinator (BSMCC)
APOLOGIES Steve Quinn Lester Jackson
Community Member Community Partnerships Manager (CPM)
Chair welcomed M. Reid to his first meeting of the Authority. 1.0
CONFIRMATION OF MINUTES The Authority recommends to Council that the previous minutes of the meeting held 24 August 2013 be received and noted. R. Wright/ G. Kent
2.0
CARRIED
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Storage Issues The CPM is following up. 3.2 E Ewins re Marketing Strategy BSMCC to invite E. Ewins to the November Meeting. BSMCC advised members that the CPM has a document listing marketing undertaken to date. BSMCC to ask the CPM to circulate the document and images used at Key Entry Points to members. 3.3 Request for Discount Charges L. Laycock still to follow up with E. Ewins. 3.4 Marketing – Key Entry Points and Site Signage Discussed under agenda item 3.2. 3.5 Austrips Bus Tours BSMCC reported that the tours were going well. Some issues with bus parking still being worked through.
4.0
CORRESPONDENCE 4.1
In/Out Updated list was provided to Authority members and the correspondence was tabled. ITEM 12.1
PAGE 238 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 2 October 2013
ATTACHMENT [6]
Latest correspondence received from Flinders Yacht Club discussed and copies of draft alliance document distributed. The inward and outward correspondence be accepted as a true and accurate record. G. Kent/ R. Wright 5.0
CARRIED
GENERAL BUSINESS 5.1 Reports 5.1.1 Centre Operations The BSMCC reported on the operations of the Centre to date. 5.1.2 Financial Financial reports were distributed to Authority members. R. O’Rouke, Devonport City Council Financial Accountant joined the meeting and clarified and responded to members questions. 5.1.3 Confirmation of All Reports The Authority recommends to Council that all reports under agenda item 5.1 be accepted. R. Wright/ M. Reid
CARRIED
5.2 Julie Burgess 5.2.1 Operations Committee Minutes G. Kent spoke to the report. 5.2.2 Recommendations from Minutes Nil. 5.2.3 Booklet Launch Scheduled for November 2013. 5.2.4 Disability Access Assessment General discussion around limitations and documenting those. M. Reid suggested that a sailing be scheduled to coincide with International Day of those with Disabilities. 5.3 CafĂŠ 5.3.1 Overview NSMC spoke to the item. Liquor licence application is progressing. 5.4 Matters for Discussion/Action 5.4.1 Corporate Plan/Charter Nil. 5.4.2 Future Development/ Maintenance The Authority recommends to Council that the Devonport City Council seal the access pathway on the eastern and northern side of the Bass Strait Maritime Centre. G. Kent/ R. Wright
CARRIED
5.4.3 Marketing and Advertising Discussed under agenda item 3.2. ITEM 12.1
PAGE 239 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 2 October 2013
ATTACHMENT [6]
5.4.4 Sponsorship and Donations L. Laycock advised that she has been invited by Charles Griplas CEO of TT Line to travel to Melbourne to view a model of the Spirit of Tasmania as a potential donation. Members of the Authority resolved that the Chair of the Devonport Maritime & Heritage Authority accept the invitation from Charles Griplas CEO of TT Line to travel to Melbourne at no cost to view the model of the Spirit of Tasmania. 6.0
OTHER BUSINESS Nil.
7.0
AGENDA ITEMS FOR NEXT MEETING Nil.
8.0
NEXT MEETING Wednesday 23 October 2013 at 4pm at the Council Committee Meeting Rooms, Fenton Way, Devonport.
Meeting closed at 5.15pm
ITEM 12.1
PAGE 240 Report to Council Meeting on 21 October 2013 12.2 Volunteer Str ateg y
12.2
VOLUNTEER STRATEGY File: 16762 D309930
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.2.2
Develop an integrated approach to promoting, marketing and supporting a culture of “volunteerism” in our community
PURPOSE To present the Devonport City Council Volunteer Strategy 2013-17 for adoption.
BACKGROUND The strategy was developed with extensive input from Volunteering Tasmania and the Council’s Internal Volunteer Coordinators Network. The Network consists of representatives from the Visitor Information Centre, the Bass Strait Maritime Centre, the Devonport Regional Gallery, the DECC, East Devonport Recreation Centre, Sustainable Communities, Community Partnerships, Marketing, and Tourism and Events. The meetings are chaired by Evonne Ewins, Assistant General Manager, Customers and Community. The Volunteers Strategy was put before Council on the 8 July 2013 and workshopped with Aldermen. The strategy was amended to incorporate feedback from the Aldermen. The Volunteer Strategy was put before Council’s Senior Management Group on 4 June 2013. Minor amendments were made to the Volunteer Strategy to incorporate feedback from SMG. The Volunteer Strategy was endorsed for public comment on 15 July 2013 (Resolution 190/13).
COMMENTARY The Draft Devonport City Council Volunteer Strategy was placed on public exhibition for a period of six weeks. The following are the survey outcomes of the consultation process; feedback was received by 23 respondents. 1.
78% agreed with the objective that Council “Manage and administer volunteers in accordance with best practice management and administration” and its subsequent actions.
2.
70% agreed with the objective that Council “Encourage employees to volunteer” and its subsequent actions.
3.
91% agreed with the objective to “Increase community awareness of the benefits of volunteering and work with external stakeholders to promote volunteering in Devonport” and its subsequent actions.
4.
Further comments: Strategy reads well. Putting it into practice will be interesting-I suspect different volunteers have different needs and expectations-so good luck with it. NO Council have it RIGHT for once. ITEM 12.2
PAGE 241 Report to Council Meeting on 21 October 2013
NO Fantastic Job. Policies and procedures are all good, but let’s not lose sight of why people volunteer….as long as people are not bogged down in training, security checks, paper work, etc., then it is all good. This feedback form is a waste of everybody’s time! This includes the person, or most likely a “workshop” of people who came up with these three meaningless questions to which the answer will undoubtedly be “yes”? I suppose at least you will be able to say you have sought feedback and consulted with the public. Try harder please. What’s more it is not possible to submit this survey with a comment only. You force me to giving the answer you want, so I am putting NO to all in protest. Council Officer Response: All Devonport residents and Council volunteers were provided with the opportunity to contribute. Volunteers are covered by insurance, given the resources and can take ownership of any improvements while gaining a healthier outcome for themselves, their environment and the town. Will help break down barriers and misconceptions of gender age and capacity. All good things. Keep it simple, not too much red tape that will dissuade people from offering their services to volunteer. Please do not make volunteers fill-in lots of documents just for the sake of volunteering. This is an absolute turn off if I am giving up my free time and energy for the benefit of the community. I had this experience when trying out to volunteer. NEVER AGAIN. Council Officer Response: Completion of relevant paperwork by volunteers demonstrates Council’s duty of care for the health and safety of our volunteers. This approach focuses on supporting our volunteers, and has resulted in Council now known widely in volunteering circles as taking proactive leadership. Given the positive feedback from the consultation on the Draft Strategy, no further changes are required.
FINANCIAL IMPLICATIONS The Volunteer Strategy commits Council to best practice volunteer management. This will include ensuring that we meet the requirements of the Health and Safety Act in relation to volunteers, that they have appropriate training and development, supervision, feedback, and recognition. Actions identified in the strategy which relate to the short term, are within Council’s allocated operational budgets for 2013/14.
RISK IMPLICATIONS
Work Health and Safety Without the Strategy there is a risk that Council will not meet the work health and safety requirements of the Work Health and Safety Act 2012.
Financial A lack of a proactive approach to attracting, retaining volunteers may reduce the number of volunteers resulting in increased operational cost for staffing.
Communication/Reputation Without the Strategy there is a risk that the Council does not meet its legislative requirements in relation to the management of volunteers.
Professional Indemnity/Public Liability
ITEM 12.2
PAGE 242 Report to Council Meeting on 21 October 2013
The Strategy encourages Council to manage risks associated with insurance and volunteers.
CONCLUSION That Council approve the Devonport City Council Volunteer Strategy 2013-2017.
ATTACHMENTS 1.
Volunteer Strategy 2013 - 2017 Recommendati on
RECOMMENDATION That Council adopt the Devonport City Council Volunteer Strategy 2013-1017.
ITEM 12.2
PAGE 243 Volunteer Strategy 2013 - 2017
ATTACHMENT [1]
ITEM 12.2
PAGE 244 Volunteer Strategy 2013 - 2017
ATTACHMENT [1]
ITEM 12.2
PAGE 245 Volunteer Strategy 2013 - 2017
ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
PAGE 248 Volunteer Strategy 2013 - 2017
ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ITEM 12.2
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ATTACHMENT [1]
ITEM 12.2
PAGE 268 Volunteer Strategy 2013 - 2017
ATTACHMENT [1]
ITEM 12.2
PAGE 269 Report to Council Meeting on 21 October 2013 12.3 East Devonport C ommunity Pl an
12.3
EAST DEVONPORT COMMUNITY PLAN File: 28640 D310021
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.7.3
Attract and promote equitable distribution and sharing of financial and other resources throughout the community
PURPOSE To present the draft East Devonport Community Plan to Council for endorsement prior to a six week public consultation period.
BACKGROUND
At its meeting held 27 May 2103, Council endorsed the Eastern Shore Special Committee to develop a ten year community plan; and for community consultation to be undertaken as part of the planning (vide Resolution No.123/13). In July 2013 a community forum was held to inform the plan’s priority actions. These actions are prioritised over a ten year period.
COMMENTARY The purpose of the Draft East Devonport Community Plan is to provide a strategic approach to meeting the changing and diverse needs of the East Devonport community, as well as enhancing its economic, social, cultural, and environmental sustainability. The Draft Plan provides a clear framework to ensure that the East Devonport community has access to a broad range of services and facilities, building on previous community undertakings to build a vibrant and sustainable community. Short, long and medium term actions are outlined to meet the following strategic objectives and outcomes: 1.
Increased access and availability of transport services
2.
Beautification which fosters a sense of place through planned infrastructure and enhanced landscaping
3.
Increased economic viability
4.
Enhanced visitor experience, services, signage, information and presentation to Tourists
5.
Improved use of existing recreational facilities and increased health and well-being outcomes
6.
Increased participation and engagement of young people, in decision making, facilities and activities
7.
Support quality of life and healthy living through affordability of fresh food
8.
Increased awareness of existing services, and advocacy for improved services
9.
Increased sense of safety in public areas through developing a vibrant sense of place
ITEM 12.3
PAGE 270 Report to Council Meeting on 21 October 2013
10.
Enhanced engagement and local decision making via the Eastern Shore Special Committee
The Devonport Eastern Shore Committee will be responsible for overseeing the implementation of the Plan. Review of objectives will occur on an annual basis and align with Council Annual Plan and Estimates process, ensuring the allocation of resources to achieve the objectives is considered on an ongoing basis alongside a range of competing priorities of the Community. Progress of the plan will be reported to Council within the minutes of the Committee, and be integrated into quarterly and annual corporate reporting of the Devonport City.
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 A number of actions requiring capital expenditure are included in the current Capital Expenditure budget. These include:
Fitness equipment
$60,000
Enhancement Pioneer Park Girdlestone park roof recladding Visitor signage
$47,000 $15,000 $52,500
(dependent on $47,340 external funding) (Entire municipality)
Some actions will be dependent on external funding. To continue implementation of the Plan, Council will need to consider allocating funds on an annual basis.
RISK IMPLICATIONS
Communication/Reputation Council has endorsed the progression of a community plan for East Devonport, hence, is accountable for producing a document through stakeholder engagement.
CONCLUSION The East Devonport Community Plan enables Council in partnership with key stakeholders deliver on shared community priorities.
ATTACHMENTS 1.
Draft East Devonport Community Plan 2013 - 2023 Recommendati on
RECOMMENDATION That Council endorse the Draft East Devonport Community Plan and enter into a six week public consultation period.
ITEM 12.3
PAGE 271 Draft East Devonport Community Plan 2013 - 2023
ITEM 12.3
ATTACHMENT [1]
PAGE 272 Draft East Devonport Community Plan 2013 - 2023
1.
ATTACHMENT [1]
Introduction
The East Devonport Community Plan provides Devonport City Council with a plan to improve the economic, social, cultural and environmental outcomes for East Devonport as part of the Council’s Strategic Plan 2009-2030. Devonport City Council’s Vision, as articulated in Devonport’s Strategic Plan 2009-2030 is for Devonport to be a thriving and welcoming regional City living lightly by river and sea.
Strong, thriving and welcoming regional city Valuing the past, caring for the present, embracing the future Engaging the world Living lightly by river and sea
The following outcomes and strategies, as outlined in the Devonport Strategic Plan, provide a context for the East Devonport Community Plan.
Goal 3 – Growing a Vibrant Economy Outcomes and Strategies 3.1 Devonport is the retail and service centre for North West Tasmania. 3.1.2 Manage strategic urban development to support the “Go for Growth” initiatives that supports the primacy of the CBD and reduces fragmentation. ITEM 12.3
PAGE 273 Draft East Devonport Community Plan 2013 - 2023
3.2
ATTACHMENT [1]
Devonport’s thriving visitor industry is developed around the water, natural beauty, location and agricultural advantages of the area. 3.2.1 Support tourism through the provisions of appropriate Council owned infrastructure and facilities. 3.2.6 Provide visitor information and interpretive services through well designed and managed facilities.
Goal 4 – Building Quality of Life Outcomes and Strategies 4.1 Sport and recreation facilities and programs are well planned with strong participation. 4.1.1 Provide and promote appropriate sport, recreation and leisure facilities and programs to meet the changing needs of the community. 4.1.2 Diversify and increase the utilisation of sport and recreation facilities. 4.2
A vibrant culture is created through the provision of cultural activities, events and facilities. 4.2.1 Provide access to arts facilities, collections and activities to encourage artistic and cultural enrichment. 4.3.1 Develop and implement initiatives to preserve and maintain our heritage buildings, items and places of interest.
4.6
Integrated health and wellbeing services and facilities are accessible to all. 4.6.2 Facilitate and advocate for child and family support services. 4.6.4 Advocate for and provide access to quality services, facilities, information and activities that assist the frail, aged, people with disabilities and their carers to engage in all aspects of community life. An active, connected, empowered community promotes and values diversity and equity. 4.7.3 Attract and promote equitable distribution and sharing of financial and other resources throughout the community. 4.7.5 Advocate for affordable housing and crisis accommodation to accommodate people in need. 4.7.7 Promote universal access for people of all ages and abilities to community facilities and services.
4.7
4.8
Young people are recognised, valued and connected to the community, allowing them to reach their full potential. 4.8.4 Work in partnership with government and non-government agencies, where there is an identified gap in service delivery, to develop services that meet the current and future needs of young people.
2.
Definitions
Council
Devonport City Council
EDRC
East Devonport Recreation Centre ITEM 12.3
PAGE 274 Draft East Devonport Community Plan 2013 - 2023
ESSC
3.
ATTACHMENT [1]
Eastern Shore Special Committee
Purpose
The purpose of the East Devonport Community Plan is to provide a strategic approach to meeting the changing and diverse needs of the East Devonport and surrounding community, as well as enhancing its economic, social, cultural, and environmental sustainability. The Plan provides a clear framework to ensure that East Devonport residents and visitors have access to a broad range of services and facilities, building on previous community undertakings to build a vibrant and sustainable community. The Plan defines Council’s role as a facilitator, coordinator, provider and advocate.
4.
East Devonport Community – The People
The Australian Bureau of Statistics 2011 - Census of Population and Housing for East Devonport provides the following statistics. Household and family structure is one of the most important demographic indicators. It reveals the area's residential role and function, era of settlement and provides key insights into the level of demand for services and facilities as most are related to age and household types. East Devonport has a higher proportion of pre-schoolers and a lower proportion of people at post retirement age than Devonport City. The Census population of East Devonport (north) in 2011 was 3,823, living in 1,729 dwellings with an average household size of 2.35. The Census population of Ambleside – East Devonport (south) in 2011 was 1,080, living in 437 dwellings with an average household size of 2.5. In Ambleside – East Devonport (South), 30% of households are made up of couples with children compared with 25% in Devonport City. 1,651 people living in East Devonport are employed 305 people in East Devonport have a tertiary qualification. 12.0% of the East Devonport population report needing help in their day-to-day lives due to disability.
5.
Eastern Shore Special Committee
The Eastern Shore Special Committee, formed in 2002, aimed to improve the urban quality of East Devonport to a level consistent with that already experienced west of the Mersey River. ITEM 12.3
PAGE 275 Draft East Devonport Community Plan 2013 - 2023
ATTACHMENT [1]
The work undertaken by the Committee achieved significant enhancements. In September 2004, a Devonport Eastern Shore Project Urban Design Framework was finalised and guided the work of the Committee. The Committee engaged a full-time project officer, opened a project office in East Devonport, accessed and managed its own funding from local, state and federal government grants, totalling $5.5m between 2002 and 2012. Regular communications occurred with Council, including making recommendations, reporting on activities and acquitting grants. Enhanced infrastructure throughout the project included: Murray Street road works; Redevelopment of Wright Street; Underground power infrastructure in Murray and Wright Street; and Waterfront access. The Committee is a Special Committee of Council and operates under the Local Government Act 1993 S.24. Its main purpose is to provide advice to the Devonport City Council about future development and local issues of the East Devonport Community. Current membership of the Committee includes an independent Community Chair, five community representatives and two Council Aldermen. The Committee’s role and responsibilities are to: Identify strategic needs/issues; Provide input and feedback on matters related to East Devonport; Actively advocate on behalf of stakeholders and community; Work with Council to attract funding and other resources as required; Raise awareness of the East Devonport’s potential as a visitor attraction and business and retail hub; and Assist with promotion of activities and programs aimed at engaging the community.
6.
Principles and Objectives
In April 2013 the Eastern Shore Special Committee set out to develop a strategic framework to guide and support a future direction for East Devonport. A Community Development approach was undertaken to develop the plan, importantly recognising that the community is more than bricks and mortar or physical infrastructure. Emphasis has been placed on understanding the values, needs and aspirations of residents, community, Council, visitors, businesses and other appropriate stakeholders for the benefit of all involved. ITEM 12.3
PAGE 276 Draft East Devonport Community Plan 2013 - 2023
ATTACHMENT [1]
The following principles underpin the plan: Provision of opportunities for residents to meaningfully participate in decision making processes that affect the community; Support individuals and communities through the provision of resources and fostering partnerships between individuals and within communities; and Assist with the development of strong resilient communities that have the ability to identify and meet the communities’ needs, achieve self reliance, contribute to solutions and support their own advocacy efforts.
7.
Community Engagement
In line with the Devonport City Council Community Engagement Policy a diverse range of stakeholders and the broader community were consulted in the development of this document, including community members, local services, schools and retail representatives. The Eastern Shore Special Committee held a workshop to involve stakeholders on 1 July 2013. Approximately 60 people attended the Forum, representing a diverse range of age, diversity and background. Priority issues generated by participants can be found in Attachment A.
8.
Strategic Objectives and Outcomes
Strategic objectives provide Council with a clear path forward for delivering outcomes which address issues identified through consultation. Importantly, objectives and outcomes are linked back to Devonport City Council’s Strategic Plan, enabling Council to deliver on its commitment to the Community to build a ‘Strong, thriving and welcoming regional City’. ITEM 12.3
PAGE 277 Draft East Devonport Community Plan 2013 - 2023
ATTACHMENT [1]
Strategic Objectives and Outcomes
Issues to be addressed in this Plan
Link to DCC Outcome/ Strategy
1. Increased access and availability of transport services
Lack of accessible low cost transport options, lack of available transport options on weekends, reduced participation by children, youth, families, low income earners, and seniors in a range of activities due to cost and timetabling of ferry and local bus options Perceived lack of trees, landscaping and maintenance. Unattractive as a gateway to the state owing to industrial area.
Strategy 4.6.4 Strategy 4.7.7
Limited retail offerings, insufficient cafes, empty buildings distract from the local environment Limited tourism offering, no specific visitor information service, current signage inadequate, poor tourism signage to promote the city and East Devonport
Strategy 3.1.2
Low participation rate at existing Council owned facility, lack of activities to address needs of target groups
Strategy 4.1.1 Strategy 4.1.2 Strategy 4.7.7
Low participation rates in facilities, lack of activities for young people aged between 12 to 25,
Outcome 4.8
Limited knowledge of available services, cost of living and reduced access to affordable low cost fresh food for many families Existing services unknown, a need to improve coordination of information and service infrastructure (including gas and broadband)
Strategy 4.6.2 Strategy 4.6.4 Strategy 4.7.3
2. Beautification which fosters a sense of place through planned infrastructure and enhanced landscaping 3. Increased economic viability 4. Enhanced visitor experience, services, signage, information and presentation to Tourists 5. Improved use of existing recreational facilities and increased health and well being outcomes 6. Increased participation and engagement of young people, in decision making, facilities and activities 7. Support quality of life and healthy living through affordability of fresh food 8. Increased awareness of existing services, and advocacy for improved services
9. Increased sense of Higher level of vandalism and recidivism safety in public areas than other parts of Devonport through developing a A need to increase events and festivals vibrant sense of place ITEM 12.3
Strategy 3.2.1
Strategy 3.2.1 Strategy 3.2.6
Strategy 4.8.4 Strategy 4.7.7,
Strategy 4.2.1 Strategy 4.7.7
PAGE 278 Draft East Devonport Community Plan 2013 - 2023
ATTACHMENT [1]
Strategic Objectives and Outcomes
Issues to be addressed in this Plan
Link to DCC Outcome/ Strategy
1. 10. Enhanced engagement and local decision making via the Eastern Shore Special Committee
Residents desire a greater degree of involvement into decisions about the East Devonport
Strategy 4.7.3
9.
Related Policies and Strategies
DCC Open Space Policy 2013 Child and Family Policy Community Safety Strategic Plan DCC Signage Strategy DCC Open Space Plans Devonport Tourism Development Strategy
10. Implementation and Reporting The Devonport Eastern Shore Committee will be responsible for overseeing the implementation of the Plan. Review of objectives will occur on an annual basis and align with Council Annual Plan and Estimates process, ensuring the allocation of resources to achieve the objectives is considered on an ongoing basis alongside a range of competing priorities of the Community. Progress of the plan will be reported to Council within the minutes of the Committee, and be integrated into quarterly and annual corporate reporting of the Devonport City.
11. Strategic Actions Strategic actions have been developed to address issues and needs identified throughout the consultation. A clear framework to assist Council to deliver on agreed objectives in response to identified issues, clarify responsibility and specific timeframes for completing activities including the identification of resources required. Timeframes Timeframes have been set to assist with prioritising actions. Short Term: 1-2 years Medium Term: 3-5 years Long Term: 5-10 years
ITEM 12.3
PAGE 279 Draft East Devonport Community Plan 2013 - 2023
ATTACHMENT [1]
Resources required A-OPEX: Annual operational expenditure by Council – staffing or operational resource allocated as part of the annual plan. F-OPEX :
Future operational expenditure by Council – identified increased requirements for future consideration in annual allocation.
A- CAPEX:
2013/14 allocated capital expenditure – identified infrastructure requirements of Council.
F-CAPEX:
Future capital expenditure – identified infrastructure requirements of Council.
ITEM 12.3
PAGE 280 Draft East Devonport Community Plan 2013 - 2023
ATTACHMENT [1]
STRATEGIC ACTIONS OBJECTIVE 1. Increased access and availability of transport services
OBJECTIVE 2. Beautification which fosters a sense of place through planned infrastructure and enhanced landscaping
Action Liaise with Mersey Link to advocate for increased services provision, a voucher system to increase sports participation of children, and school bus passes during holiday periods Liaise with Devonport Chaplaincy Committee about delivering the Easy P’s Program Investigate options for the use of the Child and Family Centre and Youth and Family Focus community bus to transport children to sporting activities Investigate vouchers to subsidise low income households to use taxis and the Torquay Ferry (owned by Phoenix Coaches) Write to the relevant State Government Department to install a bus shelter outside Melaleuca Home for the Aged
Responsibility ESSC
Time Frame Short Term
Resources A-OPEX
Sustainable Communities Building Families Committee
Short Term
A-OPEX
Short Term
A-OPEX
ESSC
Short Term
A-OPEX
Sustainable Communities
Short Term
A-OPEX
Action Maintain existing service levels relating to Devonport City Council public open space Maintain Reg Hope Park at a level 1. Service level (the same as Victoria Parade) Improve amenity in Pioneer Park, BBQ’s and seating Review existing master plans and open space plans to identify opportunities for beatification for improved infrastructure and landscaping, picnic and BBQ areas, paths and seating and toilets (e.g. Pioneer Park, Wheeler and Pardoe Beach) Identify public art work which would give East Devonport a sense of identity Identify and strengthen connections with the Council’s
Responsibility Operations
Time Frame Ongoing
Resources A - OPEX
Operations
Ongoing
A - OPEX
City Infrastructure Council
Short Term Medium Term
A -CAPEX A- OPEX F- CAPEX
Public Art Committee Council
Medium Term
F - CAPEX
Long Term
F – OPEX
ITEM 12.3
PAGE 281 Draft East Devonport Community Plan 2013 - 2023
OBJECTIVE
ATTACHMENT [1]
Action Living City Plan, including investigating rebranding / renaming of east Devonport to reflect community values/aspirations Undertake conservation of the historic Cemetery located in Pioneer Park Increase pedestrian access through the upgrade of foot paths (as identified within Council’s Pedestrian Strategy) Maintain and replace Play space equipment per Council Asset Management Plans Continue to monitor Port Access and advocate for improvements
Responsibility
Time Frame
Resources
City Infrastructure
Long Term
F - CAPEX
City Infrastructure
Ongoing
A/F CAPEX
City Infrastructure
Ongoing
F - CAPEX
ESSC
Short Term
2.
AOPE X
3. OBJECTIVE 3. Increased economic viability via enhanced retail offerings
OBJECTIVE 4. Enhanced visitor experience, services, signage, information and presentation to
Action Conduct consultation with retailers to assist with identifying opportunities Promote opportunities for local business owners to participate in opportunities which assist with attracting and sustaining tenancies Support opportunities for new development which foster local job growth Action Identification of new and review of existing Tourism destination and attraction signage in line with Council Signage Strategy (Visitor Information signage located at opposite disembarkment of Spirit of Tasmania and Airport, Wright, Murray and Tarleton Street, driving route to Victoria Bridge about East Devonport attractions, shops etc.) ITEM 12.3
Responsibility Chamber of Commerce Retail Committee Council, DCCI and State Government Council
Time Frame Short Term
Resources A - OPEX
Ongoing
A - OPEX
Short Term
A - OPEX
Responsibility Marketing, Tourism and Recreation
Time Frame Medium Term
Resources F/A CAPEX
PAGE 282 Draft East Devonport Community Plan 2013 - 2023
Tourists
ATTACHMENT [1]
Investigate improved car parking at the Spirit of Tasmania Terminal Explore the viability of Visitor Information Services at the TT Gateway
Develop a Heritage and Maritime Historic Trail and promotional materials which promote the connection of East and West Devonport through Maritime/historical themes (inclusion of Shipwreck Beach, the Julie Burgess and the Devonport Maritime Centre, including the Mary Street Wetlands) Distribute Tourism information to local cafes and accommodation outlets Investigate better access to the East Devonport Heritage Trail
Liaise with the community to identify an iconic feature
Investigate fostering opportunities for volunteer engagement Investigate facilities for bike hire and recreational vehicles
ITEM 12.3
ESSC and Council
Short term
A - OPEX
Council/ Marketing, Tourism and Recreation / Sustainable Communities Community Partnerships / Devonport Maritime and Heritage Authority Marketing, Tourism and Recreation ESSC
Short Term
A – OPEX And external funding
Medium Term
Source external funding
Ongoing
A - OPEX
Medium Term
ESSC/ Public Art Committee ESSC/ Marketing, Tourism and Recreation ESSC
Medium Term
Medium Term
F – CAPEX commerci al or external funding F –CAPEX or external funding F - OPEX
Medium Term
F - OPEX
PAGE 283 Draft East Devonport Community Plan 2013 - 2023 OBJECTIVE Action
5. Improved use of existing recreational facilities and increased health and well being outcomes
Contact sporting clubs about gathering a collection of unwanted sporting gear Consult with sporting clubs about running recruitment sessions Consult with East Devonport Primary school about sporting needs Consult with Kommunity Kids about sporting needs Kommunity Kids and sporting clubs to work together in running sporting activities on the afternoons that Kommunity Kids run their program Investigate opportunity to increase court usage at the East Devonport Recreation Centre due to overflow of basketball in Latrobe Apply for funding to install fitness equipment at a location to be determined Reclad Girdlestone Park roof Investigate options for usage of East Devonport Primary school stadium to manage overflow of events Identify possible rounds of soccer and other sports to be played allowing children to try different sports
Coordinate and promote sporting/recreational activities to families via East Devonport Child and Family Centre and East Devonport Community House, with supported transport Investigate low cost arrangements with sporting clubs to increase participation of low income families
ITEM 12.3
Responsibility ESSC
Time Frame Short Term
ATTACHMENT Resources[1]
ESSC
Medium Term
F – OPEX
ESSC
Short Term
F – OPEX
Sustainable Communities
Short Term
A – OPEX
Marketing, Tourism and Recreation Sustainable Communities
Short Term
A – OPEX
Short Term
City Infrastructure ESSC
Short Term Short Term
A – CAPEX external funding A - CAPEX A – OPEX
Marketing, Tourism and Recreation / Sustainable Communities Marketing, Tourism and Recreation / Sustainable Communities Marketing, Tourism and Recreation / Sustainable
Short Term
F – OPEX
Medium Term
F – OPEX external funding
Short Term
A – OPEX
A – OPEX
PAGE 284 Draft East Devonport Community Plan 2013 - 2023
ATTACHMENT [1]
Review the operational model the East Devonport Recreation Centre to increase participation and access Investigate and coordinate sports and recreation “tasters” in partnership with local services and clubs
Explore and seek funding for health and well being programs for all ages Work in partnership with East Devonport Community House, Child and Family Centre and recreational groups to attract funding for a youth recreation officer OBJECTIVE 6. Increased participation and engagement of young people, in decision making, facilities and activities
Action Allocate funds towards community arts projects which celebrate youth culture and increase engagement Identify existing youth services and develop promotional material if required Utilise social media and Council’s web site to promote services and provide information to young people Work in partnership with East Devonport Community House and Youth and Family Focus to identify funding for a youth participation officer
ITEM 12.3
Communities Marketing, Tourism and Recreation Marketing, Tourism and Recreation / Sustainable Communities Sustainable Communities Sustainable Communities
Responsibility Sustainable Communities Sustainable Communities Sustainable Communities Sustainable Communities
Short Term
A – OPEX
Medium Term
F – OPEX
Medium Term
F – OPEX
Medium Term
external funding
Time Frame Medium Term
Resources F – OPEX
Short Term
F – OPEX
Short Term
A – OPEX
Medium Term
external funding
PAGE 285 Draft East Devonport Community Plan 2013 - 2023
OBJECTIVE 7. Support quality of life and healthy living through affordability of fresh food
OBJECTIVE 8. Increased awareness of existing services, and advocacy for improved services
ATTACHMENT [1]
Action Investigate the establishment of a public community garden at Pioneer Park Investigate a partnership with East Devonport Community House to manage a community garden and expand the garden located at the house at 160 David Street Investigate the use of the East Devonport Primary School kitchen or Baptcare for a training kitchen for youth and the unemployed Include information on affordable food to East Devonport residents
Responsibility ESSC
Time Frame Medium Term
Resources F – OPEX
Sustainable Communities
Short Term
A - OPEX
ESSC
Short Term
A – OPEX
Sustainable Communities
Short Term
A – OPEX
Action Work with East Devonport Community House to review existing publications which promote services/clubs and activities Investigate the possibility of a “job find” centre connected with the Government hub centre - Centrelink, legal services
Responsibility ESSC / Sustainable Communities ESSC / Council and State Government Communications and Media ESSC
Timeframe Short Term
Resources A -OPEX
Long Term
F-OPEX
Ongoing
A -OPEX
Ongoing
A -OPEX
Sustainable Communities Sustainable Communities Sustainable Communities
Short Term
A -OPEX
Short Term
A -OPEX
Medium Term
F- OPEX
Promote East Devonport Community House, Child and Family Centre and Childcare Services on Council web site Promote and coordinate partnership opportunities between stakeholders of East Devonport Consult with Baptare about enhancing mental health and wellbeing opportunities Continue to support the provision of childcare services as a critical infrastructure for the community Hold a Sustainable Community Expo highlighting energy efficiency, water efficiency and access to suppliers ITEM 12.3
PAGE 286 Draft East Devonport Community Plan 2013 - 2023
OBJECTIVE 9. Increased sense of safety in public areas through developing a vibrant sense of place Safety Issues
OBJECTIVE 10. Enhanced engagement and local decision making via the Eastern Shore Committee
ATTACHMENT [1]
Action Investigate areas that would benefit from additional CCTV cameras Liaise with Tasmanian Police about a greater police presence in East Devonport Approach YaFF about running the “Respectful Relationships” course at East Devonport Primary School Undertake a lighting audit to determine future requirements Reduce the frequency of graffiti and vandalism through youth development activities in partnership with Youth and Family Focus and Service Clubs Investigate having a Christmas parade in East Devonport Investigate having a cultural festival in East Devonport to recognise its cultural diversity and to bring different cultures together Action Engage with the Community as required Prepare an article on their activities annually for inclusion in the Council’s Quarterly Community Newsletter
ITEM 12.3
Responsibility Community Partnerships Community Safety Liaison Committee Sustainable Communities City Infrastructure
Time Frame Short Term
Resources F/A CAPEX
Short Term
A – OPEX
Short Term
A - OPEX
Medium Term
F - CAPEX
Sustainable Communities
Medium Term
external funding
ESSC ESSC
Short Term Medium
F - OPEX F - OPEX
Responsibility ESSC / Sustainable Communities Customers and Community
Time Frame Ongoing
Resources F- OPEX
Ongoing
N/A
PAGE 287 Draft East Devonport Community Plan 2013 - 2023
ATTACHMENT [1]
Attachment A. Outcomes - Community Forum held 1 July 2013 Participants generated the following issues and then prioritised these. Priorities Hospital bus Accessible bus service/regular weekends Enhanced landscaping of major thoroughfares Youth engagement Visitor Information located in East Activities when tourists are waiting for the boat Improve information of services and facilities Increase availability arts/crafts/local product East Devonport Community owned gym Open days at Recreation Centre Multi purpose centre/services Attract major retailer to East Devonport More affordable and accessible transport Improved signage (welcoming, traffic flow) Increased access to affordable food Reduce industrial look of East Devonport Extend library facilities Gingerbread House used Old Post Office needs improving Youth worker in the East Community garden in Pioneer Park Community pride/no ownership, stigma Beautification/gateway Transport Increase awareness of what is in East Provide cheaper sporting gear for children’s sport Indoor sporting complex for East Devonport – one complex for City Increased use of the term Eastern Shore instead of East Devonport Use old carpet factory for retail Fast food Improve parking and access for tourists Safe environment for all NBN and gas introduced Cost of power Youth Centre Develop foreshore more More operating shops in Wright Street Dedicated festival Enhanced opportunities for youth participation in art Learning options/alternative options ITEM 12.3
Votes 15 14 12 11 11 8 8 7 6 6 6 5 5 5 5 5 5 5 5 4 4 4 4 4 3 3 3 3 3 3 3 3 3 3 2 2 2 2 2 2
PAGE 288 Draft East Devonport Community Plan 2013 - 2023
ATTACHMENT [1]
Priorities Youth participation in all areas Extend Christmas events Improved information on East Devonport tourist attractions Outdoor exercise equipment Training in food Indoor covered market Bus shelter – all weather Melaleuca Iconic attraction in East Devonport- on board promotion Increase awareness on cost of vandalism Accessible community garden (Devonport model) Disheartened about empty shops Mental health Traffic problems Not enough banks Basic services LIVING CITY – Eastern Shore – link needs to be valid
Votes 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
ITEM 12.3
PAGE 289 Report to Council Meeting on 21 October 2013 Tec hnic al and Fi nanc e R eports
13.0
TECHNICAL AND FINANCE REPORTS
13.1 Finance Repor t for September 2013
13.1
FINANCE REPORT FOR SEPTEMBER 2013 File: 26544D305812
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.1 Provide financial services to support Council's operations and meet reporting and accountability requirements
PURPOSE To report the details of Council’s financial position and operational outcomes against budget for the current financial year.
BACKGROUND Monthly financial reports are provided to Council for information purposes.
COMMENTARY The attached report provides an overview of Council’s financial position and year to date operating result as of 30 September 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 290 Report to Council Meeting on 21 October 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 30 September Attachment
2.
Finance Report Attachment 2 - Capital Works Report September Recommendati on
RECOMMENDATION That the Finance Report for September 2013 be noted.
ITEM 13.1
PAGE 291 Finance Report 30 September Attachment
ATTACHMENT [1]
FINANCIAL SUMMARY
YTD to 30 Sept 2013
Operating Summary
YTD Budget
Actual
Revenue Expenditure
27,790,536 9,240,151
27,842,391 8,337,539
Operating Position
18,550,385
19,504,853
Capital Expenditure Summary
Annual Budget
Capital Expenditure
Actual
17,129,566
3,038,417
Annual Budget 35,879,525 36,849,875 (970,350)
Rates Debtors Infringement Debtors Sundry Debtors Planning & Health Debtors
30 Sept 2013
June 2013
14,322,194 120,626 172,908 1,832
356,962 133,706 239,483 615
14,617,559
730,766
June 2013
171,376 17,246,397
492,166 13,325,430
17,417,773
13,817,596
Rates Debtors Ageing 30 Sept 2013 2013/2014 - Current 2012/2013 - 1 Year 2011/2012 - 2 Years 2010/2009 - 3 Years 2009/2010 - Older
(981,926)
17,279,731
30 Sept 2013
Debtor Information
35,906,749 36,888,675
Current Forecast
Cash Information
Operating Account (Reconciled balance) Interest-Earning Deposits
Current Forecast
13,903,487 281,595 48,265 13,656 75,191
% of Annual Rates 54.2%
14,322,194
Cash Investment Information Rate ANZ Cash Deposits CBA Cash Deposits
3.50% at call 3.00% at call
All cash investments are invested in compliance with Council's Investment Policy.
30 Sept 2013 14,153,455 3,092,942 17,246,397
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 30 September 2013, the forecast for income is expected to be $27K higher than budget whilst expenditure is expected to be $39K higher, resulting in a forecast operating deficit of $982K. This is a deterioration of $11K from the original budget is mainly due to the Council decision to offer a further rate remission to high value properties that was not budgeted for. This loss has been partly offset by unbudgeted lease income and developer contributions.
ITEM 13.1
PAGE 292 Finance Report 30 September Attachment
ATTACHMENT [1]
SUMMARISED OPERATING REPORT YTD Budget
Actual
YTD to 30 Sept 2013 YTD Variance $ %
Full Budget 2014
INCOME Rates and Service Charges
Note 25,638,150
25,645,980
7,830
0.0%
25,838,150
1,581,719
1,542,948
(38,771)
-2.5%
6,222,705
333,500
343,263
9,763
2.9%
1,170,000
Contributions - Operating
14,312
20,530
6,217
43.4%
57,250
Investment Revenue
85,138
124,060
38,922
45.7%
2,040,550
137,718
165,611
27,894
20.3%
550,870
27,790,536
27,842,391
51,855
0.2%
35,879,525
Employee Benefits
2,990,723
3,115,343
(124,619)
-4.2%
12,681,878
Materials and Services
2,921,605
2,396,672
524,933
18.0%
11,464,870
Depreciation
Fees and User Charges Grants - Operating
Other Revenue
TOTAL INCOME
P P P O O O
1 2 3
EXPENSES
2,206,440
2,131,304
75,136
3.4%
9,027,800
Financial Costs
56,807
56,086
720
1.3%
1,102,559
Levies & Taxes
854,791
305,092
549,699
64.3%
2,818,727
Other Expenses
521,200
560,216
(39,016)
-7.5%
999,700
(311,415)
(227,174)
(84,240)
27.1%
Internal Charges and Recoveries
TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT)
(1,245,658)
9,240,151
8,337,539
902,613
9.8%
36,849,875
18,550,385
19,504,853
954,468
5.1%
(970,350)
1,945,845
749,579
-61.5%
4,784,009
62,500
379,710
507.5%
250,000
-
(161,762)
O O O P O P O
4 5 6 7 8
CAPITAL ITEMS Grants - Capital Contributions - Capital Gain / Loss on Disposal of Assets
TOTAL CAPITAL ITEMS NET SURPLUS / (DEFICIT) Own Source Revenue:
(1,196,266) 317,210
(161,762) #DIV/0!
-
2,008,345
967,526
(1,040,819)
-51.8%
5,034,009
20,558,730
20,472,379
(86,351)
-0.4%
4,063,659
98.7%
98.7%
O O O
9 10 11
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 $75000 threshold from budget and requires explanation
P O
Note Commentary 1 Contribution amounts and the timing of receipts are difficult to predict. Although the actual income is currently above budget year to date, it is expected to realign with budget as the year progresses. 2 Interest income is higher than budgeted as a result of opening investment balances being around $2M higher than budgeted. 3 Other revenue shows a favourable variation against budget 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. 4 Employee benefits are above budget for the year to date mainly as a result of timing differences between budget and actual and are expected to re-align as the year progresses. 5 The current favourable variance mainly relates to timing of actual expenditures compared to budget, and expected to realign as the year progresses. 6 Depreciation is currently below budget and is partially due to the timing of asset capitalisation. 7 Levies and taxes show a significant gain this month due to timing of the first quarter State Fire Commission payment. Actual and budget figures should more closely align in October once the payment has been processed 8 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. 9 The timing of capital grant income is difficult to predict. The variation in September relates mainly to timing of grant funding for the aquatic centre and is expected to realign as the year progresses. 10 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. 11 Gain / loss on disposal of assets is difficult to predict and avoided wherever possible. As such, Council does not budget for this item. The majority of the reported loss relates to the disposal of traffic signals at the Lovett, Don & Sorell streets intersection.
ITEM 13.1
PAGE 293 Finance Report 30 September Attachment
ATTACHMENT [1]
FINANCIAL CHARTS
Year to Date to end of 30 Sept 2013
Income Analysis 30,000,000 25,000,000
$ Income
20,000,000
15,000,000 10,000,000 5,000,000 -
Rates & Utility Charges
Fees & Charges
Grants
Contributions
Other Income
20,530
Dividends and Other Investment Income 124,060
2014 YTD
25,645,980
1,542,948
343,263
Bud YTD
25,638,150
1,581,719
333,500
14,312
85,138
2013 YTD
24,645,119
1,373,115
301,805
137,718
11,474
152,882
280,498
165,611
Expenditure Analysis 3,500,000
3,000,000
$ Expenditure
2,500,000 2,000,000
1,500,000 1,000,000 500,000
(500,000)
Materials & Services 2,396,672
Depreciation
Finance Costs
Levies & Taxes
2014 YTD
Employee Benefits 3,115,343
305,092
Other Expenses 560,216
Internal Charges (227,174)
2,131,304
56,086
Bud YTD
2,990,723
2,921,605
2,206,440
56,807
2013 YTD
2,997,387
2,171,918
2,179,869
125,504
854,791
521,200
(311,415)
796,631
390,779
(215,399)
Capital Expenditure - $'000 $18,000
Accumulated Expenditure - $'000
$16,000 $14,000 $12,000 $10,000
$8,000 $6,000 $4,000
$2,000 $0
Start
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
2014 Budget
-
191
1,576
3,304
4,756
6,778
8,477
9,678
10,582
11,956
12,503
14,329
17,127
2014 Actual
-
153
1,557
3,038
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 294 Finance Report 30 September Attachment
ATTACHMENT [1]
BALANCE SHEET REPORT
As at 30 Sept 2013 30 Sep 2013
30 Jun 2013
171,376 314,533 17,246,397 14,322,194 120,626 172,908 1,832 63,112 190,843 32,603,821
492,166 308,677 13,325,430 356,962 133,706 239,483 615 64,777 210,845 90,583 272,273 15,495,516
2,637,217 77,873,779 596,216,365 (236,722,992) 19,130,792 459,135,161
2,637,217 77,873,779 598,806,573 (234,886,903) 13,555,480 457,986,146
491,738,982
473,481,662
1,012,602 239,308 324,918 1,164,756 1,257,605 1,070,168 5,069,358
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
23,346,402
25,579,201
468,392,580
447,902,461
262,527,750 1,007,330 1,476,874 182,908,247 19,504,853 967,526
262,510,010 1,007,330 1,476,874 178,324,057 791,745 3,792,445
Total Equity
468,392,580
447,902,461
Current Ratio:
6.43
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 13.1
PAGE 295 Finance Report Attachment 2 - Capital Works Report September
ATTACHMENT [2]
Capital Expenditure Report As at 30 Sept 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
2,008,966
6,771,668
9,656
9,656
110,344
79,450
CP0047
110,344
Meercropf Part Toilet / Change Rooms
10,000
-
10,000
-
10,000
CP0061
Devonport Recreation Centre Security
229
119,771
37,653
119,771
CP0065
BBQ Replacements
CP0066
Bluff Road walking track renewal
CP0067 CP0068 CP0069
Cemetery land purchase
CP0070
Cradle Mountain Water - meter consolidation
60,000
-
60,000
CP0073
Devonport Rec Centre - RCD protection to switchboards
10,000
5,527
10,000
CP0074
Devonport Rec Centre - Stadium Lighting Renewal
33,100
26,113
33,100
CP0075
Fitness equipment East Devonport
60,000
-
60,000
CP0076
Girdlestone Park - EDFC reclad roof
15,000
-
15,000
CP0077
Girdlestone Park - Arnold Richardson grandstand
70,000
-
70,000
CP0078
Lovett St Soccer - Synthetic Turf to 3 goal mouths
39,600
-
39,600
CP0079
Madden St Playground - softfall remediation
11,500
11,500
CP0080
Pioneer Park - enhancement
47,000
-
CP0081
Reg Hope Park - Safety bollards
CP0082
Victoria Parade - energy efficent lighting renewal south of cenotaph 29,500
-
29,500
CP0083
Cycle ways hotmix overlay program - TBC
63,900
1,420
63,900
CP0084
22,100
66
22,100
CP0085
Cycling Network Strategy Action Plan Year 2 - East Devonport Connections Litter Bins (Mall and other locations)
15,000
5,345
15,000
CP0086
Mersey Vale Master Plan works
229,864
24,248
229,864
CP0087
Open Space Management Plans Program
50,000
-
50,000
CP0088
POS Furniture Replacement Program
12,000
CP0089
Public Art - Stage 1 (2013/2014)
10,000
-
10,000
CP0090
Signage Strategy Implementation - Year 2
52,500
507
52,500
CP0091
Walking Track Remediation - renewal program
40,000
1,748
40,000
9,144,347
2,214,097
9,144,347
229
18,500
17,553
18,500
122,500
4,251
122,500
Byard park lighting for training
52,500
-
52,500
Cemetery conservation - head stone remedial works
60,000
-
1,000,000
8,000
70,136
70,136
220
955
75
60,000 1,000,000
47,000 8,000
12,000
Proceeds on disposal of assets Total Open Space & Recreation
7,469,253
7,459,253
ITEM 13.1
PAGE 296 Finance Report Attachment 2 - Capital Works Report September
ATTACHMENT [2]
Capital Expenditure Report As at 30 Sept 2013
Prior Budget Prior Actual 2014 Budget $
$
$
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 CB0052
LEGEEP - hot water cylinder energy efficency project Julie Burgess - heat exchanger, ropes, sail, VHF radio
CB0053
LIVING CITY Actions Yr 1
CB0054
Melrose Hall reclad stage 2
CB0055
Mersey Bluff Caravan Park stage 2
CB0056 CB0057 CB0058
44,742
44,742
5,500
-
5,500
45,000
-
45,000
320,258
46,563
320,258
22,500
11,020
22,500
38,500
-
38,500
15,000
10,254
15,000
3,000
-
438,300
3,000
28,035
438,300
64,000
405
64,000
14,000
3,218
14,000
1,000,000
3,955
1,000,000
25,000
18,778
25,000
173,173
65,050
173,173
Play Centre - windows, doors and gutters
13,000
287
13,000
Sixty & Over Club - window renewal
18,500
-
18,500
WTS Cover over toll booth
15,000
325
15,000 2,210,731
Total Buildings
76,827
76,827
121,569
121,569
2,210,731
187,890
3,965
3,965
Stormwater CS0014
Waverley Road SW Drainage
29,035
2,592
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
137
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
CS0026
Minor Stormwater Works
CS0027
Pit Replacements
CS0028
SW Outfall Risk Improvement & Renewal
Total Stormwater
144,000
3,965
3,965
-
50,000 Project scope has increased due changed alignment for stormwater.
29,000 144,000
11,000
-
11,000
155,000
4,008
155,000
25,000
1,378
25,000
30,000
28,792
50,000
17,392
40,000 Project scope has increased due additional stormwater works. 30,000 Project scope reduced to offset other forecast project increases.
30,000
6,139
30,000
687,035
60,439
698,000
ITEM 13.1
PAGE 297 Finance Report Attachment 2 - Capital Works Report September
ATTACHMENT [2]
Capital Expenditure Report As at 30 Sept 2013
Prior Budget Prior Actual 2014 Budget $
$
$
2014 Actual
2014 Forecast
$
$
Commentary
Transport CT0055
Devonport Road Network Strategy - Steele & Sorell Prioritisation
CT0058
Lillico Road reconstruction & widening - stage 2
3,505
3,505
96,495
1,789
96,495
31,350
31,350
206,650
105,595
206,650
CT0061
Best & Sorell intersection New Roundabou
CT0062
David and John Street Intersection Roundabout
221,942
221,942
20,900
21,177
20,900
87,283
87,283
116,000
112,908
116,000
CT0063 CT0064
Nicholls & Gunn intersection New Roundab
186,411
186,411
28,500
28,887
28,500
Thomas & Wright intersection New Roundab
115,946
115,946
19,500
15,024
19,500
CT0065
Stony Rise Road - Tugrah Road - bass Hwy offramp RAB
337,695
337,695
282,658
166,881
282,658
CT0076 CT0077
Advance Design - Transport Steele Street Aquatic Centre Access Upgrading
CT0078
Signage Upgrade (Carparks)
CT0079
Technology Upgrade (Carparks)
CT0080
Edward Street Carpark Improvement Works
83,000
CT0081
Footpath Minor Renewal 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
209
CT0083
56,000 32,000
CT0084
Gunn St - Best to Oldaker - widening
68,000
3,484
68,000
CT0085
Kelcey Tier Road Safety Improvements Stage 2
280,000
6,816
280,000
CT0086
Lovett Street 'missing links' - Tasman to Valley
70,000
87
70,000
CT0087
Madden and Watkinson intersection reconstruction
43,000
3,329
43,000
CT0088
Massey Place and Fergusson Drive reconstruction
164,000
1,352
164,000
CT0089
North Street Pavement Reconstruction - Gunn to Clements Parking/Traffic signage correction
133,000 20,000
2,067
CT0090
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 Network Minor Works Road Traffic Devices Minor Works
CT0096
Ronald & Parker St Pavement Works
CT0097 CT0098
25,000 263,000 40,000 120,000
(155) 15,946 -
25,000 263,000 40,000
330
120,000
22
83,000
242
-
40,000
5,896
188,200 Forecast is up following receipt of $148.2k DIER Grants
660,000 134,000
4,570 1,762
660,000 134,000
25,000
250
25,000
25,000
90
25,000
380,000
2,396
380,000
Sheffield Road Footpath renewal - stage 1
66,000
-
66,000
20,000
22
CT0099
Street Light Provision Watkinson Street footpath safety improvements Stage 2
1,065
CT0100
13 - 27 William St Footpath - Root Damage Works
30,000 56,000
CT0101
William St - Eugene to Bluff Road - western side
CT0102
William Street - George to James
Total Transport
984,132
984,132
2,116
20,000 21,000 Forecast amended to reflect actual construction cost 56,000
40,000 270,000
33,654
40,000 270,000
3,938,703
537,811
4,077,903
Plant & Fleet CF0007
Hire Plant Replacement Plan
CF0008
Minor Plant Replacement Plan
CF0009
Fleet Replacement Plan
515,000
-
75,000
5,602
75,000
201,000
101,078
201,000
Proceeds on disposal / trade-in of assets Total Plant & Fleet
515,000
(90,091) -
-
791,000
16,589
791,000
Other Equipment CE0003 CC0004
Furniture & Fittings Information Technology
Total Other Equipment TOTAL CAPITAL EXPENDITURE
8,578,919
8,568,919
64,750
8,532
64,750
293,000
13,059
293,000
357,750
21,592
357,750
17,129,566
3,038,417
17,279,731
ITEM 13.1
PAGE 298 Report to Council Meeting on 21 October 2013 13.2 Tender R eport Contr act 1252 Suppl y, D eli very and Plac ement of H otmi x As phalt
13.2
TENDER REPORT CONTRACT 1252 SUPPLY, DELIVERY AND PLACEMENT OF HOTMIX ASPHALT File: 28506 D308291
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 To award a contract for the supply, delivery and placement of hotmix asphalt sealing services for the 12 month period ending 30 September 2014.
BACKGROUND
The Tender relates to the proposed street and road re-sealing works listed in the 2013/14 capital works programme. Included within the scope of works is supply only of asphalt materials and also milling and road edge treatments associated with hotmix sealing work. The tender specification also makes provision for rise and fall adjustments in the contract rate. This is a sensible inclusion to the contract to lessen the risk to both Council and the Contractor during periods of oil and bitumen price volatility. The contract also makes provision to reduce or increase the Schedule project list to suit the annual budget.
COMMENTARY The two tenders received were conforming tenders. An analysis has been made of the likely annual requirements for hotmix asphalt sealing and the rates tendered by each contractor. Harding’s Hotmix had a few exclusions in their tender, however both tenders were a similar price (within 1%). Therefore both companies were awarded the same score for the price attribute. Refer to Table 1. Table 1 – Evaluation of tenders Venarchie Contracting P/ L Assessed like cost based on Supply, delivery and placement of hotmix asphalt surfacing tender rates
Hardings Hotmix P/L
$210,224.14
$208,840.00
14 14 9 60
13 14 9 60
97
96
Criteria and weighting Relevant Experience (15%) WH&S & Environment (15%) Resource Base (10%) Price (60%)
TOTAL SCORE
In the non-price attributes, there was some variation. The specific difference falls under “Relevant Experience”: •
Organisation/project management: Evaluation and comparison of both companies performance on recent contracts concluded that Venarchie Contracting P/L has ITEM 13.2
PAGE 299 Report to Council Meeting on 21 October 2013
demonstrated a more professional and approach to project management and contractual matters. •
Previous experience – although both companies have experienced personnel, Venarchie were rated higher based on comparison of previous workmanship and quality.
Overall, Venarchie Contracting P/ L has achieved the highest total score (97) and is therefore determined most likely to offer “best value” in relation to Contract 1252. Although it is not part of the selection criteria, Harding’s Hotmix have been recommended for Contract 1251(Spray Bitumen Sealing). By awarding Contracts 1251 & 1252 to different companies allows Council’s capital work to be shared and therefore allows works to be resourced more comprehensively. This reduces project delay risks for Council.
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation. Capital Expenditure The capital expenditure referred to in the Council Report is included in the current Capital Expenditure budget. The hotmix sealing work proposed under this Contract represents $210,224.14 of the allocated capital works budget of $660,000. The remainder of the budget expenditure will be allocated to the contract for supply delivery and placement of sprayed bitumen sealing and other road surfacing works. Long Term Financial Plan The changes in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Occupational Health and Safety Projects and purchases 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.
Political/Governance The tender administration and reporting processes related to this contract comply with Division 2A- Tenders and contracts for goods and services of the Local Government Act, 1993.
Assets, Property and Infrastructure The scope of work or goods supplied under this contract form part of Council’s infrastructure asset management strategy and therefore reduces the risk of asset performance and cost issues.
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 The tender amount is within the budgeted allowance and monthly monitoring of expenditure will assist in avoiding over expenditure.
Professional Indemnity/Public Liability ITEM 13.2
PAGE 300 Report to Council Meeting on 21 October 2013
Contracts for consulting and contracting and supply of services include clauses to mitigate risks.
CONCLUSION Taking into account the tender evaluation and information provided in relation to the selection criteria and the tendered rates, the selection panel has determined that Venarchie Contracting Pty Ltd has achieved the highest total score and is therefore most likely to offer “best value� and performance in relation to Contract 1252.
ATTACHMENTS Nil Recommendati on
RECOMMENDATION That the Tender and accompanying Schedule of Rates submitted by Venarchie Contracting Pty Ltd for Contract 1252 - Supply, Delivery and Placement of Hotmix Asphalt be accepted.
ITEM 13.2
PAGE 301 Report to Council Meeting on 21 October 2013 13.3 Tender R eport Contr act 1251 Suppl y, D eli very and Plac ement of Spr ayed Bituminous Surfacing
13.3
TENDER REPORT CONTRACT 1251 SUPPLY, DELIVERY AND PLACEMENT OF SPRAYED BITUMINOUS SURFACING File: 28506 D308294
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 To award a contract for the supply, delivery and placement of sprayed bituminous surfacing for the 12 month period ending 30 September 2014.
BACKGROUND
The Tender relates to the proposed street and road re-sealing works listed in the 2013/14 capital works programme. Included within the scope of works is the supply of crushed aggregate used as part of the sprayed bitumen sealing contract. The scope of the contract excludes sealing of specified capital works projects. The tender specification also makes provision for rise and fall adjustments in the contract rate for sealing works. This is a sensible inclusion to the contract to lessen the risk to both Council and the Contractor during periods of oil and bitumen price volatility. The contracts also make provision to reduce or increase the Schedule list to suit the annual budget.
COMMENTARY
Annual tenders for the supply, delivery and placement of sprayed bituminous surfacing were received from two companies: •
Hardings Hotmix P/L
•
Venarchie Contracting P/L
The two tenders received are both conforming tenders. An analysis has been made of the likely annual requirements for sealing and the rates tendered by each contractor have been applied to the expected annual requirement. This calculates to an estimated contract cost as summarised in Table 1. Table 1 – Evaluation of tenders Hardings Hotmix P/L estimated cost Criteria and weighting Relevant Experience (15%) WH&S & Environment (15%) Resource Base (10%) Price (60%)
TOTAL SCORE ITEM 13.3
Venarchie Contracting P/L
$215,833.00
$241,649.64
13 14 9 60
14 14 9 54
96
91
PAGE 302 Report to Council Meeting on 21 October 2013
From the Table 1 summary Hardings Hotmix Pty Ltd ($215,833.00) is the lowest tender by $25,816.64, excluding GST. In the non-price attributes, there was some variation. The specific difference falls under “Relevant Experience”: •
Organisation/project management: Evaluation and comparison of both companies performance on recent contracts concluded that Venarchie Contracting P/L has demonstrated a more professional and approach to project management and contractual matters.
•
Previous experience – although both companies have experienced personnel, Venarchie were rated higher based on comparison of previous workmanship and quality.
Overall, Hardings Hotmix P/ L has achieved the highest total score (96) and is therefore determined most likely to offer “best value” in relation to Contract 1251.
FINANCIAL IMPLICATIONS Operating Budget There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation. Capital Expenditure The capital expenditure referred to in the Council Report is included in the current Capital Expenditure budget. The bitumen sealing work proposed under this Contract represents $215,833.00 of the allocated capital works budget of $660,000. The remainder of the budget expenditure will be allocated to the contract for hotmix sealing and other road surfacing capital work preparation. Long Term Financial Plan The changes in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Occupational Health and Safety Projects and purchases 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
Political/Governance The tender administration and reporting processes related to this contract comply with Division 2A- Tenders and contracts for goods and services of the Local Government Act, 1993.
Assets, Property and Infrastructure The scope of work or goods supplied under this contract form part of Council’s infrastructure asset management strategy and therefore reduces the risk of asset performance and cost issues.
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 The tender amount is within the budgeted allowance and monthly monitoring of expenditure will assist in avoiding over expenditure. ITEM 13.3
PAGE 303 Report to Council Meeting on 21 October 2013
Professional Indemnity/Public Liability Contracts for consulting and contracting and supply of services include clauses to mitigate risks.
CONCLUSION
Taking into account the information provided in relation to the selection criteria and the tendered rates, the selection panel has determined that Hardings Hotmix Pty Ltd has achieved the highest total score (96) and is therefore most likely to offer “best value” and performance in relation to Contract 1251.
ATTACHMENTS Nil Recommendati on
RECOMMENDATION That the Tender and accompanying Schedule of Rates submitted by Hardings Hotmix Pty Ltd for Contract 1251 - Supply, Delivery and Placement of Sprayed Bituminous Surfacing Services be accepted.
ITEM 13.3
PAGE 304 Report to Council Meeting on 21 October 2013 13.4 Contr act 1254 - Aquatic C entre - Steele Street Acc ess Upgrade
13.4
CONTRACT 1254 - AQUATIC CENTRE - STEELE STREET ACCESS UPGRADE File: 28491 D309390
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 To award a contract for “Aquatic Centre – Steele Street Access Upgrade”.
BACKGROUND This report considers tenders received for “Aquatic Centre – Steele Street Access listed within the 2013/14 Capital Works Program.
COMMENTARY
Tenders were publicly advertised and at the nominated closing time tenders were received from three companies. All tenders received are conforming tenders and are summarised in Table 1: Table 1 CONTRACTOR
Harding Hotmix Pty Ltd Kentish Construction and Engineering Company Pty Ltd (Trading as Treloar Transport)
MAIN OFFICE BASE
TENDER SUM (excluding GST)
Ulverstone
$160,605.45
Sheffield
$169,031,.00
Burnie
$177,557.00
CBB Contracting Pty Ltd
From the Table 1 summary, Harding Hotmix Pty Ltd ($160,605.45) is the lowest tender. The tender evaluation panel has considered each of the selection criteria Harding Hotmix Pty Ltd has ranked highest overall and therefore offer Council best value for money. In addition to the works included in the tender there is additioan project costs for design, project management, overhead and the purchase of an additional street light standard pole. The additional (non-contract) costs are summarised in Table 2. Table 2: Additional works not included in this contract EXTRA WORK
SUM
Design, Project Management & Overhead
$25,000
Light pole
$2,200
FINANCIAL IMPLICATIONS Operating Budget ITEM 13.4
PAGE 305 Report to Council Meeting on 21 October 2013
The new assets (footpath, kerbs etc.) constructed under this contract will contribute approximately $3000 to Councils’ annual operating budget. Capital Expenditure The capital expenditure referred to in the Council Report is included in the current Capital Expenditure budget. The allocated 2013/14 Capital Works budget for this project is $263,000, therefore the estimated total project cost of $187,805.45 is within the allocated budget. Long Term Financial Plan The changes in this report will not have an impact on the Long Term Financial Plan.
RISK IMPLICATIONS
Work Health and Safety Projects and purchases 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
Political/Governance The tender administration and reporting processes related to this contract comply with Division 2A- Tenders and contracts for goods and services of the Local Government Act, 1993.
Assets, Property and Infrastructure The scope of work or goods supplied under this contract form part of Council’s infrastructure asset management strategy and therefore reduces the risk of asset performance and cost issues.
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 The tender amount is outside the budgeted allowance and without Council approval to allocate additional funds in the current or 2013/14 financial year, previously approved Road to Recovery funding may be forfeited.
Professional Indemnity/Public Liability Contracts for consulting and contracting and supply of services include clauses to mitigate risks.
CONCLUSION
Taking into account the selection criteria assessment and the tendered rates, the selection panel has determined that Harding Hotmix Pty Ltd has achieved the highest total score and is therefore most likely to offer “best value” in relation to Contract 1254.
ATTACHMENTS Nil Recommendati on
RECOMMENDATION That Council accept the tender submitted by Harding Hotmix Pty Ltd for the tendered sum of $160,605.45 excluding GST.
ITEM 13.4
PAGE 306 Report to Council Meeting on 21 October 2013 13.5 Mers ey Val e M emori al Par k - C emeter y Devel opment Options
13.5
MERSEY VALE MEMORIAL PARK - CEMETERY DEVELOPMENT OPTIONS File: 27356 D308756
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 seek Council endorsement for the development of a Memorial Garden and a Modern Burial System within the existing Mersey Vale Memorial Park Cemetery, located off Stony Rise Road.
BACKGROUND Council adopted the Mersey Vale Memorial Park 2011-2030 Master Plan in January 2012. Contained within the Master Plan are two stated objectives:
“Sustainable Long term demand is identified and planned for in Council’s Long Term 5 Year Capital; programme and asset management plan”
“The Mersey Vale Memorial Park is used to maximise efficiency and effectiveness”
Associated with these objectives are actions which describe Council’s intention to consider and implement infrastructure planning and development strategies to provide burial options and provide resources to ensure the facility is enhanced and infrastructure is developed to meet demand, service level and maintenance needs.
COMMENTARY Council has allocated funding within the current 2013/14 Capital Works program for two projects which ultimately fulfil important aims within the Mersey Vale Memorial Park (MVMP) Cemetery Master Plan: 1.
Develop a Memorial Garden.
2.
Implement a possible Cemetery land purchase.
The identified capital works projects satisfy the objectives of:
undertaking planning associated with the future demand for cemetery facilities and services;
diversification of the range of ash internment and remembrance options;
Improving the existing and future amenity of MVMP cemetery through the installation of various outdoor furniture items and landscaping features. Providing options for burial and ashes interment and areas for reflection and memorial.
At a recent Council workshop (16 September) Council staff outlined a design concept for a proposed Memorial Garden and also the opportunity and benefits of implementing a Modern Burial System (MBS) at MVMP. It was explained that these development opportunities provide a viable alternative to purchasing additional land for future ITEM 13.5
PAGE 307 Report to Council Meeting on 21 October 2013
expansion of the MVMP Cemetery. The following commentary summarises the Memorial Garden concept and MBS project option and outlines the key features, opportunities and benefits. Some Quick Facts
Mersey Vale Memorial Park Cemetery opened in 1968; MVMP Cemetery (29-31 Stony Rise Rd) is established on a 25.64ha site; Traditional burial interments since opening = approximately 9000; Current traditional burial interments @ MVMP = approximately 130 (including 45 reopenings) per year; Ratio of ashes internment at MVMP (2011/12 data) compared to traditional burial is approximately 13% (23 ashes) vs 87% (130 burials); Ratio of ashes internment (Carr Villa Cemetery, Laun.) compared to traditional burial is approximately 56% (ashes) vs 44% (burial).
Memorial Garden As part of the planning process associated with the capital works program, Council Officers engaged a consultant to develop a concept plan for a Memorial Garden at the Mersey Vale Cemetery. The concept details are shown on the Attachment to this report. The proposed Memorial Garden is intended to be located in a grassed area within the MVMP Cemetery which has previously been identified as unsuitable for traditional burial internments. The area has a pleasant north easterly aspect and gently slopes from east to west. The location is generally central from most points of the existing cemetery and lends itself to be visually attractive from Stony Rise Road. The enclosed memorial garden concept is approximately 55 metres in length and 40 metres wide. The purpose of the Memorial Garden is to offer a much needed area for ashes internments and memorial plaque placement. The concept takes into account the special needs for privacy allowing family and friends of deceased to grieve and reflect in a peaceful purpose developed area. The concept identifies a range of features and options to cater for a range of ashes internment and memorial needs. The primary goal is that the reflective area is enclosed by selected feature trees (likely to be deciduous) and evergreen plantings. Symbolically the memorial garden has been developed within the perimeter shape of a heart. It is also planned that a purpose built perimeter fence be concealed within the plantings. The main purpose of the fence is to secure the area from wild life, however the fence will also provide trellising and support for the hedge as it grows to maturity. Within the enclosed space would be further plantings and paved paths which interlink and provide area for private reflection. Access to the memorial garden would be from a single gated entry at the eastern end of the garden. This entry would have easy access to/from a new car park. Close to the entry point is a planned obelisk (four faced tapering pillar) with a surrounding water feature. This feature lends itself to providing tranquillity and sense of peace and comfort. The surrounding water feature would also accommodate the option of memorial plaques. The entry obelisk would be bookended with another at the western end of the garden. The formed axis of the two focal points would allow visitors to identify their position within the enclosed garden space. Interspersed along the linking pathways would be a series of granite posts surrounded by low feature plantings, smaller shrubs and stone walls. Each linking pathway and the landscape feature would provide opportunities for separation of areas and appropriate seating to allow privacy and reflection. The granite posts, other monument features and stone/constructed walls within garden areas would provide additional ashes internment and memorial plaque options within each space. The design has also considered areas ITEM 13.5
PAGE 308 Report to Council Meeting on 21 October 2013
for suitable landscaping outside the memorial garden. The proposed native grass planting would assist in breaking up the expanse of surrounding lawn areas and complement the formed Memorial Garden. The solace created by the enclosed landscaping would be a highly valued addition to the cemetery. This type of internment area will provide options which the community has been seeking and fulfil a need resulting from an increasing trend toward ashes internment. The Memorial Garden concept does provide some opportunity for staged development. This would be of benefit in preparing and managing annual budgets. Memorial Gardens and ashes interment has proven to be a popular and cost effective alternative compared to traditional burial internment. If endorsed by Council, it is recommended that the Memorial Garden concept be progressed through a community engagement process. Following this process, the feedback will be considered and if appropriate the design concept amended and developed to a final draft stage. Capital Cost The estimated development cost for the Memorial Garden concept is expected to be within the range of $275,000 - $375,000. The car park, which has the dual benefit of servicing both the Memorial garden and other cemetery gatherings, is estimated at further $100,000. The interest cost on the capital investment is assessed at approximately $25,000 per annum. Operational/Maintenance – Memorial garden The maintenance requirement for the trees and shrubs and the hard surface features such as paths, concrete and stonework features within the Memorial Garden is expected to be minimal. More intensive maintenance will be required to care for the lawn areas, tree litter (mainly in the autumn months), planting/care (spring) of annual and perennials flowers, watering (summer) and weed management. The enclosed area of the memorial garden is approximately 1300m². It is anticipated that a labour requirement to care and maintain the area might be 0.25 EFT, equating to approximately $30,000 per annum. A suitable annual allowance for materials (plants, fertiliser, mulching, water) and maintenance and other consumables is expected to be of the order of $5,000 - $7,000 per annum. Depreciation The “useful life” of the Memorial Garden is likely to be assessed at 75-100 years. A useful life of this order is feasible given routine maintenance and repair to the landscaping and constructed features will be performed as needed. Based on this assumption, the annual depreciation allowance is expected to be $3000- $4000. Based on the above assumptions an annualised Life Cycle cost is estimated at $65,000. Fees and Charges Current Fees and Charges (2013/14) for MVMP are;
Adult Plot including plaque installation is $2,250;
Wall Niche – Placing ashes including plaque installation is $520;
Rose Garden - Placing ashes including plaque installation is $520.
It is noted that fees and charges for ashes internment at another Northern Tasmanian cemetery offering various ashes and memorial internment options range from $575-$1130 per internment. The memorial garden options are at the higher end of this range.
ITEM 13.5
PAGE 309 Report to Council Meeting on 21 October 2013
Memorial Garden capacity/operational life The ashes/memorial internment capacity of the Memorial Garden is conservatively estimated at more than 3,200. There is reasonable scope to provide further creative extension within the garden. This might allow a further 1,000 memorial plaques. Based on an increasing trend to ashes internment the total annual ashes internment/memorial plaque placements could reach approximately 80 per year meaning the memorial garden would have an operational life of approximately 40 – 50 years. Overall the Memorial Garden concept fulfils an identified need and offers the community choices in internment options. The landscaping and design of the Memorial Garden Ashes present an attractive alternative to traditional burial and assist in extending the operational life of MVMP. Modern Burial System alternative to Cemetery Land Purchase Previously Council has been considering extending the life of the cemetery for burial internments through a land purchase option. In part the decision to purchase additional land was considered necessary because of limited suitable remaining area for the current traditional plinth/grave burial method. Recently staff identified a potential alternative burial method, which if adopted, could utilise land previously thought to be unsuitable for burial internment. This includes areas with a high water table or sub strata materials including rock or unstable soils etc. These areas have previously been deemed unsuitable for tradition grave burial because they were too difficult to excavate and manage under traditional burial internment methods. The Modern Burial System (MBS) also offers a more dignified and visually improved solution compared to the existing plinth/traditional grave burial method. The Modern Burial System alternative is a more efficient burial method (more graves per hectare). This has an obvious benefit of achieving an extended life within the existing cemetery. Originally developed some years ago for the Rockhampton City Council the MBS is constructed by using manufactured precast concrete cell unit which forms the grave. The mass grave construction process includes:
Removing the surface soil to a level close to the existing water table; Constructing appropriate strip footings; Positioning precast interlocking concrete grave panels on the footings, forming shared wall graves; Positioning a precast lid over the graves; Covering the graves with 300mm of soil and seeding the area.
The MBS graves can accommodate various configurations of headstone or plinth arrangement for the fixing of plaques and flower receptacles. The overall surface/ground level appearance of the MBS (refer to the Attachment) is not dissimilar to the existing developed lawns. The undisturbed grassed surface appearance is achieved through the use of purpose made turf cutting/lid lifting equipment which allows efficient operation and reinstatement to be undertaken. The MBS graveside burial provides a dignified and aesthetically pleasing method. Features of the MBS compared to the existing traditional burial method are:
The MBS consumes only 2.5m² of land per grave. This is less than 1/3 the space requirement of the current plinth and traditional burial method; The ability to open a grave on short notice in any weather; No water ingress issues; Improved public safety around the gravesite particularly during the funeral service; Neat and tidy (no excavated earth mounds or residual soil) – when open and closed; ITEM 13.5
PAGE 310 Report to Council Meeting on 21 October 2013
Reopening graves is safer and easier (less heavy equipment); Improved utilisation of land available; Allows for future expansion; No sinking of surface after burial (reduced maintenance); No disposal costs for excavated materials; No grave digging operation for cemetery staff (fewer WH&S issues); No cave-in occurrences or substantial reinstatement required; Can be constructed with plinth strips for the fixing of plaques or for headstone monumentation; Other internment options can be incorporated with the precast components (i.e. ashes).
Disadvantages (or challenges)
During construction of the crypt structures, the area would have to be screened to minimise the impact of major construction works; Substantial capital investment with construction activity approx every 5 years; Purchase of specialised equipment for the operation of opening the graves in this site.
Calculated Life Cost – Summary Comparison of Conventional Burial System (CBS) & Modern Burial System (MBS) Factors/consideration/cost components
CBS
MBS
27 years
27 Years
1680
1950
7.5m2
2.5m2
Set up cost – plinths (CBS) & other concrete components
$1,884,960
$5, 849,642
Land & development costs (purchase, roads, drains, irrigation, car park, fences, etc - excluding plinths)
$2,142,960
Not required
$976,454
$2,054,326
Cost Recovery (Revenue on sale of plots adopting current rate)
-$3,420,000
-$4,140,000
Extra annual costs (operating, maintenance & depreciation @ $227,420 per year
$5,899,920
$0 (unchanged)
Actual Burial costs (accounting for operational method, labour, equipment & time)
$1,836,160
$515,200
TOTAL –projected 27 year cost
$9,320,454
$4,279,167
Comparative Life used in calculation Graves - Number of Burials used in comparison Land – average use per grave
Interest on investment (borrowing ) costs
The costing information has been prepared using the best available information. The MBS set-up costs are based around preliminary advice given to Council and mainland experience and costs. There has been assurance from the company holding the patent on the MBS system that precast component at the MVMP could be delivered at a similar cost and it would be feasible to stage the construction of a MBS over the next 20-25 years. The MBS has successfully been adopted in Rockhampton more than 10 years ago. Other recent planning and development using the MBS has occurred at Woronora Cemetery in South Sydney and Calliope Shire Council (Gladstone) in Queensland. Taking into consideration the aesthetics and identified operational and cost benefits the evidence strongly supports the MBS compared to land purchase. Land purchase costs ITEM 13.5
PAGE 311 Report to Council Meeting on 21 October 2013
and the associated cemetery infrastructure development would come at a high cost. It is also inevitable that the traditional burial operational and maintenance practices would contribute to a significant cost component over the life of the cemetery. Over recent months Council staff have met with the local funeral directors and explained to them the MBS option being investigated. The feedback provided by the funeral directors has generally been positive and supportive of the concept. If endorsed by Council, the MBS concept could be communicated to the community and an engagement strategy implemented as part of the project planning process.
FINANCIAL IMPLICATIONS Operating Budget Based on the cost analysis undertaken it should be recognised that there will be changes in cemetery operations and financing arrangements over time. Council’s determination on burial options and also future fees and charges will determine the magnitude of the incurred expense. Capital Expenditure Council currently have $1 million allocated in the 14/15 Capital Works budget to purchase additional cemetery land, with further allocations in the 5 Year Forward Works Program to fund the development of the land. Should Council proceed with the modern burial system the funds for land purchase allocated in this year’s budget would be redirected to commence the installation, with a further allocation required the following year to complete the first stage. Ultimately the MBS will require further staged funding of approximately $5,000,000 allowing completion of 1,950 graves thereby ensuring the operational life of MVMP is extend by a minimum of 27 years. Long Term Financial Plan The changes in this report will have financial implications into the future and will need to be factored into the Long Term Financial Plan.
RISK IMPLICATIONS
Work Health and Safety There are WHS risks associated with the current operational and burial methods which will be reduced/eliminated if alternative internment and operational procedures are adopted.
Political/Governance Council is obliged to undertake internments in accordance with the Tasmanian Burial and Cremation (Cemetery) Regulations 2005.
Assets, Property and Infrastructure If Council does not proactively seek alternative internment options the operational life of the Mersey Vale Cemetery is significantly reduced and the essential service of providing burial internment is compromised.
Financial Not actively seeking sustainable opportunities to extend the life of the existing Mersey Vale Cemetery will result in increased capital investment and operational costs over time.
Communication/Reputation There is a risk to Council’s reputation if Council fails to properly plan and manage the MVMP Cemetery operation. ITEM 13.5
PAGE 312 Report to Council Meeting on 21 October 2013
CONCLUSION
The Memorial Garden and MBS concepts each provide solutions and opportunities which are consistent with the Mersey Vale Memorial Park 2011-2030 Master Plan. Each concept also delivers dignified internment options which meet the needs of the community. The initial investigations indicate both financial and operational advantages in adopting the Memorial Garden and MBS concepts. The key advantage is the extension of the operational life of the existing MVMP. Also, if adopted, the MBS concept would remove the need to purchase additional cemetery land.
ATTACHMENTS 1.
Cemetery Memorial Garden Concept & MBS - September 2013 Recommendati on
RECOMMENDATION That Council: 1.
Note the information provided in this report;
2.
Endorse the Memorial Garden concept allowing progression to community consultation stage and further development and refinement of the design; and
3.
Endorse the Modern Burial System concept allowing the community to be informed of Council’s plans and further investigation and design development.
ITEM 13.5
PAGE 313 Cemetery Memorial Garden Concept & MBS - September 2013
ITEM 13.5
ATTACHMENT [1]
PAGE 314 Cemetery Memorial Garden Concept & MBS - September 2013
ITEM 13.5
ATTACHMENT [1]
PAGE 315 Cemetery Memorial Garden Concept & MBS - September 2013
ITEM 13.5
ATTACHMENT [1]
PAGE 316 Cemetery Memorial Garden Concept & MBS - September 2013
ITEM 13.5
ATTACHMENT [1]
PAGE 317 Cemetery Memorial Garden Concept & MBS - September 2013
ITEM 13.5
ATTACHMENT [1]
PAGE 318 Report to Council Meeting on 21 October 2013 13.6 Capital Wor ks Report
13.6
CAPITAL WORKS REPORT File: 26405 D309982
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.5
Develop and maintain a long term Capital Improvement Program
PURPOSE
To inform Council of the progress on the capital works program.
BACKGROUND
The attachment to this report is a summary view of the current status of Council’s 2013/14 Capital Works program. The program has been thorough a first quarter review and represents scheduling and progress of construction works and capital purchases. The program does not depict preconstruction tasks which occur before work starts on site (i.e. design, consultation, tendering etc). This representation allows a clearer picture of when physical site construction is planned to start/finish for a particular project and also provide an indication of actual progress against what was planned.
COMMENTARY Council has approved a $17,126,515 capital expenditure budget for 2013/14. This month the program has been reviewed and revised to represent changes in delivery and prioritisation of projects. The recent focus has substantially been on planning and design of projects however project delivery is now in a phase of multiple project commencements and completions. Most projects which carried forward from the previous financial year are now complete. Recently completed projects include the roundabout at David and John Street, Mersey Bluff Car park extension, Melrose Hall reclad, the Recreation Centre security, lighting and RCD protection. Lillico Road, Bluff Restaurant fit out, Minor Stormwater works, Bluff Caravan Park Amenities and Stony Rise & Tugrah Road roundabout are now in an advanced stage of construction. Wet weather continues to hamper construction efficiency on some projects and is reflected in the updated program. However additional resources are expected to result in some catch-up. Recent project commencements include the LIVING CITY - Police Station demolition, William Street reconstruction, Watkinson Street footpath safety improvements, Mersey Vale Master Plan works, and the Litter Bin replacement. The Devonport Aquatic Centre project remains on track for completion in late December. The final tasks being undertaken on the north block include laying of floor coverings and the installation of joinery. The plumbing is complete and the only electrical work is the fitting off of switches and fittings when the joinery is in position. Progress related to the Pool Hall includes completion of the electrical fit off, windows and glazing, and the concrete concourse. Electrical, plastering, mechanical and wet change rooms are all well advanced. The Plant room gas and hydraulic service connections are complete. The electrical switchboard and mechanical ductwork installation is progressing. The 50 metre
ITEM 13.6
PAGE 319 Report to Council Meeting on 21 October 2013
pool concourse replacement and relining has commenced. The car park rehabilitation works and the access road upgrade from Steele Street will commence shortly. The fleet, plant and equipment replacement programs are progressing with planning and purchasing arrangements for a number of items completed. The IT purchases are also progressing according to the program.
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 - October 2013 Recommendati on
RECOMMENDATION That the progress report on the 2013/2014 Capital Works Program be noted
ITEM 13.6
PAGE 320 Capital Works Program - October 2013
ATTACHMENT [1]
ITEM 13.6
PAGE 321 Capital Works Program - October 2013
ATTACHMENT [1]
ITEM 13.6
PAGE 322 Report to Council Meeting on 21 October 2013 13.7 Petiti on ag ains t a Devel opment Applic ation for the c onstr ucti on of 30 home units at 31 Dr ew Street, Eas t D evonport 13.8 Devonport Par ki ng By- Law 2013
13.8
DEVONPORT PARKING BY-LAW 2013 File: 27934 D310125
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
To allow Council to make the new Devonport Parking By-Law 2013.
BACKGROUND
Two of the major steps in the legislative process for the making of a By-Law are for Council firstly to resolve to make the By-Law, and to then approve statutory notification and public consultation of a draft By-Law. These two steps were completed by Council resolutions as set out hereunder. Council at its meeting 15 April 2013 resolved: “That Council resolve that it intends to make the Devonport Car Parking By-law 2013.” Council at its meeting 19 August 2013 resolved: that Council approve the draft Parking ByLaw 20013 for statutory notification and public consultation.
COMMENTARY
The statutory notification and public consultation period for a new Parking By-Law was completed in accordance with all statutory requirements on23 September 2013. No representations were received. The final steps in the process are for Council to formally make the By-Law under its seal. Council’s Lawyers, Jackson Tremayne and Faye will then arrange for the necessary Gazettal Notice. Gazettal must occur within 21 days of the By-Law being made. Council then 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. The By-Law then comes into effect.
FINANCIAL IMPLICATIONS Operating Budget The ability to issue infringements to vehicles parked illegally on parking meters and in Council carparks is an important contributor to Council’s operational budget.
RISK IMPLICATIONS
Political/Governance If by-law is not initiated, Council would be unable to enforce parking fees within theCBD.
Financial ITEM 13.8
PAGE 323 Report to Council Meeting on 21 October 2013
Failure to have a valid Parking By-Law in place would have a significant negative impact on Council’s operational budget.
CONCLUSION The current by-law is due to expire and it is necessary for Council to complete the legislative process for making a new By-Law approving the attached draft under its common seal.
ATTACHMENTS 1.
Draft Parking By-Law 2013 Recommendati on
RECOMMENDATION That Council affix its Common Seal to the Devonport Parking By-Law 2013.
ITEM 13.8
PAGE 324 Draft Parking By-Law 2013
ATTACHMENT [1]
DEVONPORT CITY COUNCIL PARKING BY-LAW NO 1 OF 2013 BY-LAW made under section 145 of the Local Government Act 1993 for the purpose of regulating and controlling the use of car parks belonging to or controlled by the Devonport City Council and section 100 of the Local Government (Highways) Act 1982 for the purpose of prescribing compositions under that section. PART 1 PRELIMINARY SHORT TITLE 1.
This By-law may be cited as the Car Parking By-law.
COMMENCEMENT 2.
This By-law commences on the date it is published in the “Tasmanian Government Gazette”.
APPLICATION 3.
This By-law applies to all off street car parks in the municipal area of the City of Devonport operated by the Council.
INTERPRETATION 4.
In this By-law: “authorised officer” means any employee of the Council authorised by the General Manager for the purposes of this By-law; “car park” means any area owned by or under the control of the Council and designated for the parking of vehicles and all buildings equipment, signs, access ways, land, fences, chattels and structures used or connected in any way with the car park; “Council” means the Devonport City Council; “General Manager” means the General Manager of the Devonport City Council; “infringement notice” means a notice complying with sections 149 and 170 of the Local Government Act 1993; “note” means the monetary unit of Australia as defined in the Currency Act 1965; “park” means to leave a vehicle in a stationary position whether attended or not; “parking space” means a space within a car park indicated by lines or other marks on the ground or indicated by any other method, of sufficient clear space to accommodate a vehicle within that space;
ITEM 13.8
PAGE 325 Draft Parking By-Law 2013
ATTACHMENT [1]
“penalty unit” mans a sum prescribed under the provisions of the Penalty Units and Other Penalties Act 1987; “registered operator” of a motor vehicle or trailer includes: (a)
the meaning assigned to that expression in the Vehicle and Traffic Act 1999; or
(b)
the registered operator of the vehicle within the meaning of the law of another jurisdiction; or
(c)
in the case of a vehicle to which a trade plate or similar device is affixed under the Vehicle and Traffic Act 1999 or the law of another jurisdiction – the person to whom the trade plate has been issued; or
(d)
in the case of a vehicle to which a short term unregistered vehicle permit or similar permit has been issued under the Vehicle and Traffic Act 1999 or the law of another jurisdiction – the person to whom the permit has been issued.
“reserved car park” mean s an area designated by Council for long term parking; “reserved parking space” means a space designated by Council for long term parking; “shopping trolley” includes any wheeled apparatus used for conveying items from one place to another; “trolley bay” means a place in a car park designated for the temporary storage of shopping trolleys; “voucher” means a document issued by a voucher machine; “voucher machine” is a device installed by or for Council that issues a voucher or document after the correct notes, coin or coins have been inserted and: (a)
indicates that the holder may park a vehicle in a space in the car park where the voucher was purchased; and
(b)
bears the date and time of issue.
DRIVING OF VEHICLES PAYMENT OF FEE 5.
A person must not park a vehicle in a car park without payment of the fee required by the conditions of entry to that car park, which conditions are indicated by signs displayed in the car park. Penalty:
a fine not exceeding 5 penalty units
PARKING LONGER THAN MAXIMUM PERIOD 6.
A person must not allow a vehicle to remain in a car park if a voucher machine is installed and operating for longer than the person has paid for. Penalty:
a fine not exceeding 5 penalty units
ITEM 13.8
PAGE 326 Draft Parking By-Law 2013
ATTACHMENT [1]
USE OF VOUCHER MACHINES 7.
A person parking a vehicle in a car park if a ticket dispensing machine is installed and operating, must not operate the ticket vending machine except in accordance with any notice or sign displayed or erected on or near the machine. Penalty:
a fine not exceeding 5 penalty units
INTERFERENCE WITH VOUCHER MACHINES 8.
A person must not interfere with any voucher machine other than to take a voucher from a machine or to insert a note or coin of the kind notified on the machine and take a voucher from the machine. Penalty:
a fine no exceeding 5 penalty units
PARKING VOUCHERS 9. (i)
A person must not park a vehicle in a car park in which a voucher machine is installed and operating unless that person has displayed on the driver’s side of the vehicle’s dashboard an unexpired voucher.
(ii)
A voucher must be displayed so that the date and time of issue is clearly visible from outside the vehicle.
Penalty: (iii)
a fine not exceeding 5 penalty units
A person must produce or display any voucher in a car park if the person is instructed to do so by an authorised officer, or if there is an instruction or direction to do so printed on the voucher or on a sign or notice posted in the car park.
Penalty:
a fine not exceeding 2 penalty units
PARKING OF VEHICLES 10. (i)
A person must not park a vehicle which is: (a) (b)
Penalty: (ii)
not wholly within one parking space or which is not parked as directed by an authorised officer; and in a position where it obstructs the entry or exit of a vehicle to another parking space. a fine not exceeding 5 penalty units
An authorised officer or a police officer may remove a voucher if it contravenes this clause.
ITEM 13.8
PAGE 327 Draft Parking By-Law 2013
ATTACHMENT [1]
ENTRY AND EXIT OF CAR PARKS 11.
A person driving a vehicle must not enter or leave a car park except by an access point designated by a Council sign. Penalty:
a fine not exceeding 5 penalty units
DRIVING OF VEHICLES 12.
A person must not drive a vehicle in a car park at more than 15 kilometres per hour. Penalty:
a fine not exceeding 5 penalty units
PARKING EXCEEDING MAXIMUM TIME 13.
A person must not park a vehicle in a car park if the period of parking is fixed for any duration exceeding that period. If the period is not fixed then the period must not exceed 24 hours. Penalty:
a fine not exceeding 5 penalty units
PARKING IN AREAS SET ASIDE FOR CERTAIN VEHICLES 14.
A person must not park a vehicle in any area of the car park which is set aside for certain class or kind of vehicle to be parked in that area, and there are signs, notice or other directions indicating that the area is set aside for that purpose, unless the vehicle is of the class or kind authorised by the sign, notice or other direction. Penalty:
a fine not exceeding 5 penalty units
PARKING IN AREAS SET ASIDE FOR CERTAIN PEOPLE 15.
A person must not park a vehicle in any area of the car park which is set aside or reserved for use by a certain class of people, and there are signs, notice or other directions indicating that the area is set aside for that purpose, unless the person is of the class or kind authorised by the sign, notice or other direction. Penalty:
a fine not exceeding 5 penalty units
TOW AWAY 16.
If a vehicle is parked in a car park in contravention of any provision of this By-law, the Council may remove the vehicle to a place of safety and keep it there until any fine, forfeit or composition has been made in accordance with this By-law for the contravention and there has been paid to the Council together with the further sums of: (a) (b)
$200.00; plus $25.00 for each day, or part of a day, during which the vehicle is so kept by the Council.
ITEM 13.8
PAGE 328 Draft Parking By-Law 2013
ATTACHMENT [1]
INSTRUCTIONS BY AUTHORISED OFFICER 17.
A person in a car park must not fail to comply with any signal or reasonable direction or instruction by an authorised officer. Penalty:
a fine not exceeding 2 penalty units
RESERVED SPACES 18. (i)
The General Manager may create reserved car parks and spaces on land owned or under the control of the Council.
(ii)
A person must not park or leave a vehicle in a parking space or car park which is designated “Reserved� unless authorised to do so.
Penalty: (iii)
a fine not exceeding 5 penalty units
An authorised office may remove a vehicle if it contravenes this clause.
UNAUTHORISED REMOVAL OF INFRINGEMENT NOTICE 19.
A person other than the registered operator of a motor vehicle or person in charge of a vehicle must not remove or cause to be removed an infringement notice affixed to a vehicle. Penalty:
a fine not exceeding 5 penalty units
SKIDDING OF VEHICLES 20. (i)
A person must not drive a vehicle so: (a) (b)
Penalty: (ii)
it skids; or it leaves rubber from its tyres on the surface of the car park. a fine not exceeding 5 penalty units
A police officer may arrest a person found offending under this clause.
DISTRIBUTION OF ADVERTISEMENTS 21.
A person must not distribute or cause to be distributed any advertisement, book, card, handbill, notice, pamphlet, print, paper or placard within a car park without the written permission of an authorised officer. Penalty:
a fine not exceeding 5 penalty units
DAMAGE TO COUNCIL PROPERTY 22. (i)
A person must not remove or damage Council property within any car park.
Penalty:
a fine not exceeding 10 penalty units ITEM 13.8
PAGE 329 Draft Parking By-Law 2013
(ii)
ATTACHMENT [1]
A police officer may arrest a person found offending under this clause.
GRAFFITI 23. (i)
A person must not mark, write on or in any other way deface Council property within any car park.
Penalty:
a fine not exceeding 5 penalty units
(ii)
The General Manager of Council may give written approval for painting or a similar activity to occur in a car park.
(iii)
A police officer may arrest a person found offending under this clause.
PROHIBITED CONDUCT 24. (i)
A person must not threaten, or use abusive language to an authorised officer acting in the course of their employment in relation to or in connection with any matter relating to a car park.
Penalty:
(ii)
a fine not exceeding 5 penalty units
A police officer may arrest a person found offending under this clause.
USE OF SKATES AND CYCLES 25. (i)
A person is not to ride a machine propelled by human power which includes a skateboard, bicycle, scooter, in-line skates and roller skates during hours indicated by signs in a car park.
Penalty: (ii)
a fine not exceeding 2 penalty units
A person may ride a bicycle in a car park in order to park it.
OBSTRUCTION AND SHOPPING TROLLEYS 26. (i)
A person must not cause any obstruction to vehicle or foot traffic in a car park.
Penalty: (ii)
a fine not exceeding 5 penalty units
A person must not leave unattended or abandon a shopping trolley anywhere in a car park other than in a trolley bay.
Penalty:
a fine not exceeding 5 penalty units
ITEM 13.8
PAGE 330 Draft Parking By-Law 2013
ATTACHMENT [1]
SUPPLY OF NAME AND ADDRESS 27. (i)
A person within a car park must supply their correct and full name and permanent or present temporary address if requested by an authorised officer or by a police officer.
(ii)
A police officer may arrest a person if the officer or an authorised officer finds the person offending against this clause.
Penalty:
a fine not exceeding 5 penalty units
REQUEST TO LEAVE AN AREA 28. (i)
A police officer or authorised officer may ask a person whom they reasonably believe is offending against this by-law to leave a car park.
(ii)
A person who does not obey the directions of a police officer or an authorised officer is guilty of an offence.
Penalty: (iii)
a fine not exceeding 5 penalty units
A police officer or authorised officer may remove any person from the car park who is offending under this clause.
CLOSURE OF CAR PARKS 29.
An authorised officer may close any car park or portion of it.
USE OF CAR PARKS FOR OTHER PURPOSES 30.
An authorised officer may give written approval for a car park to be used for any purpose and impose conditions for its use.
ACTING CONTRARY TO SIGNS OR DIRECTIONS 31. (i)
A person must not do anything in the car park contrary to any direction or instruction on any notice or sign erected, displayed, or shown or contrary to any sign or instruction given by any authorised officer.
Penalty:
a fine not exceeding 2 penalty units
ITEM 13.8
PAGE 331 Draft Parking By-Law 2013
ATTACHMENT [1]
PART 2 PENALTIES INFRINGEMENT NOTICES 32. (i)
In this clause “specified offence� means an offence against the clause specified in Column 1 of Schedule 1.
(ii)
An infringement notice may be used in respect of a specified offence and the monetary penalty set out adjacent to the offence in Column 3 of Schedule 1 is the penalty payable under the infringement notice for that offence.
AMOUNTS PAYABLE 33. (i)
An authorised officer may: (a) (b)
(ii) (iii)
34.
Issue an infringement notice of a person that the authorised officer has reason to believe is guilty of a specified offence; Issue one infringement notice in respect of more than one specified offence.
An infringement notice alleging that a vehicle has been used in relation to a specified offence may be served by affixing it to that vehicle. The Monetary Penalties Enforcement Act 2005 applies to an infringement notice issued under this by-law.
For the purposes section 100(4) of the Local Government (Highways) Act 1982, the prescribed penalty for an infringement notice issued for an offence under section 97, 98 or 99 of that Act is the applicable sum specified adjacent to the offence in the following table:
Section
Description of Offence
Penalty (penalty units)
Reduced penalty if paid to Council within 14 days from date of service of the Infringement Notice (penalty units)
Section 97(1)(a)(i)
Remaining parked whilst meter not running
.55
.16
Reduced penalty if paid to Council after 14 days but within 28 days from date of service of the Infringement Notice (penalty units) .27
Section 97(1)(a)(ii)
Exceeding maximum parking voucher displayed
.55
.16
.27
Section 97(1)(b)(i)
Parking without parking voucher displayed
.55
.16
.27
ITEM 13.8
PAGE 332 Draft Parking By-Law 2013
ATTACHMENT [1]
Section
Description of Offence
Penalty (dollar amount)
Reduced penalty if paid to Council within 14 days from date of service of the Infringement Notice
Section 97(1)(b)(ii)
Parking longer than authorised by a parking voucher
.55
.16
Reduced penalty if paid to Council after 14 days but within 28 days from date of service of the Infringement Notice .27
Section 97(1)(c)
Parking more than one motor vehicle in a space
.55
.16
.27
Section 97(1)(d)
Parking a motor vehicle partly inside and partly outside a space
.55
.16
.27
Section 98
Obstructing use of parking space
.55
.16
.27
Section 99
Parking whilst space closed
.55
.16
.27
ITEM 13.8
PAGE 333 Draft Parking By-Law 2013
ATTACHMENT [1]
SCHEDULE 1 Column 1
Column 2
Column 3
Column 4
Column 5
CLAUSE
GENERAL DESCRIPTION OF
Penalty
Reduced penalty if paid to Council after 14 days from date of service of Infringement Notice
(Penalty
(Penalty
Reduced penalty if paid to Council after 14 days but within 28 days from date of service of Infringement Notice (Penalty
Units)
Units)
Units)
.55
.16
.27
OFFENCE
6
Parking longer than maximum period
7
Use of voucher machine
.55
.16
.27
8
Interference with voucher
1
0.5
.75
.55
.16
.27
machines 9
Parking in car park without displaying current voucher
10
Parking outside parking space
.55
.16
.27
11
Entry and exit to car park
1
0.5
.75
1
0.5
.75
.55
.16
.27
.55
.16
.27
.55
.16
.27
1
0.5
.75
except by access point 12
Excessive or unsafe speed in parking space
13
Parking exceeding maximum time
14
Parking in areas set aside for certain vehicles
15
Parking in areas set aside for certain people
17
Instructions by authorised officer
18
Reserved spaces
.55
.16
.27
19
Removal of infringement notice
1
0.5
.75
20
Skidding vehicles in car park
1
0.5
.75
21
Distribution of advertising and
1
0.5
.75
ITEM 13.8
PAGE 334 Draft Parking By-Law 2013
ATTACHMENT [1]
other material in car park Column 1
Column 2
Column 3
Column 4
Column 5
CLAUSE
GENERAL DESCRIPTION OF
Penalty
Reduced penalty if paid to Council after 14 days from date of service of Infringement Notice
(Penalty
(Penalty
Reduced penalty if paid to Council after 14 days but within 28 days from date of service of Infringement Notice (Penalty
Units)
Units)
Units)
1
0.5
.75
OFFENCE
22
Damaging equipment in car park
23
Graffiti in car park
1
0.5
.75
24
Prohibited conduct
1
0.5
.75
25
Use of skateboards etc in car
1
0.5
.75
1
0.5
.75
park 26
Obstruction of pedestrians and shopping trolleys in car park
27
Supplying name and address
1
0.5
.75
31
Acting contrary to signs or
1
0.5
.75
directions
Certified as being in accordance with the law by G. W. TREMAYNE, Legal Practitioner. Certified as being in accordance with the Local Government Act 1993 by the General Manager. The common seal of the Devonport City Council has been hereunto affixed pursuant to a resolution of the Council passed on the _______________ 2013 in the presence of the General Manager. Dated this
day of
2013 at Devonport.
ITEM 13.8
PAGE 335 Report to Council Meeting on 21 October 2013 13.9 Pay & Dis play Voucher M achi nes
13.9
PAY & DISPLAY VOUCHER MACHINES File: 28819 D310255
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 To provide Council with a recommendation to purchase new Pay and Display Voucher machines for its nine carparks.
EXECUTIVE SUMMARY
Currently Council has Pay and Display Voucher machines in its nine carparks. These machines are from 10 to 18 years old and are no longer reliable or capable of providing modern payment options that are required by many of our parking clients. This was recognised by Council when it allocated $120,000 in the 2013/14 Capital Budget to source suitable replacements. On 18 September 2013 Expressions of Interest (EOI) were called for from companies involved in the supply and installation of such equipment. A copy of the EOI document is attached. The EOI period closed on 30 September 2013 and at that time four companies, Duncan Solutions, TMA, Cale Australia and CDS submitted quotes. All four quotes were assessed against a matrix (copy attached) to determine which company was best suited to meet Devonport City’s specific requirements. There are clear advantages to using Duncan Solutions as they are a known quantity, our current supplier and also the supplier to other Councils such as Hobart which has reported satisfaction with their services. The machines offered by Duncan Solutions offer software programming capabilities that will accommodate both Council’s current requirements and any further options that may be required in future. They will also offer data and reporting that will be invaluable in better understanding demand and use patterns. Importantly the new machines will also fit to existing installation points which is a significant cost saving. This and an apparent preference to retain Council as a client has resulted in a favourable quote from Duncan Solutions. Council does, however, need to consider the implications of providing for credit card use as it will be liable for transaction costs. This is discussed in the body of the report and there are issues about the potential budget impacts of these costs and if, or how, they are recouped from parkers. This is a complicated issue that may require further advice and consideration at a workshop. On balance the recommendation arising from this report is that Duncan Solutions be contracted to supply Council with the required new ticketing machines.
ITEM 13.9
PAGE 336 Report to Council Meeting on 21 October 2013
BACKGROUND
Council has 9 pay and display carparks in the CBD. There are 13 machines currently in use that range from 10 years to 18 years of age. These machines are at end of life and have not been functioning correctly. Coin registration problems, voucher jams etc have for some time been causing public complaint, increased maintenance costs and downtime, resulting in loss of revenue for Council. Existing machines do not have the capacity to accept payment by credit card. Of the four companies that responded to the EOI, all have the ability to provide Council’s basic requirements, being acceptance of cash and credit cards and the ability to “add on” attachments such as smart card acceptance if and when required in the future. The attached Matrix provides full details of features and pricing. There are not many differences across the four products as all are directed at the same general market and offer similar features. Some important points of difference are:
CDS and Cale will not allow Council to self-install the new machines. As the Duncan machines will fit to existing bases there is a saving for Council to carry out the work itself;
Duncan initially offers the second lowest cost per machine at $7,142.50 but as it will not charge installation, commissioning or freight the end result is a substantial saving over its competitors;
The Duncan reporting software monthly charge at $60 is significantly lower than the other three tenderers;
Duncan is the only tenderer to nominate a credit card software monthly charge.
There will be a monthly charge (licence) for software, which links the ticket machines with a central computer system, and provides electronic notification to Council when there is a breakdown and also provides accurate reports on cash collection, individual and daily transactions and advanced auditing capabilities. There will be additional monthly charges associated with the provision of a credit card payment option. International standards provide that as the machines are not located in a building, but rather in an unattended open carpark they are classified as being in a “remote location”. To protect Council and paying parkers we must ensure the machines purchased have EMV and PCI-DSS compliance. EMV (Europay, Mastercard & Visa) is a global standard developed for credit and debit payment cards based on chip technology. It is important because it protects against counterfeit credit card fraud through authentication of a chip card, and validates the integrity of the transaction. This means that the machines will not accept payment from a credit card that is not valid, reported stolen, over limit etc. PCI (Payment Card Industry Data Security Standard (PCI – DSS) is a further set of technical requirements. Being compliant with these standards is critical to ensure the safe handling of sensitive cardholder information. Compliance effectively means that Council will avoid liability for credit card fraud claims. EMV & PCI standards do not permit credit card data to be stored in a remote location such as a voucher machine. No bank in Tasmania currently has the facility to link into our voucher machines and clear the data in real time. Hence a third party business, which also satisfies best practice accounting, is used to capture and download data in real time to our Bank. Companies such as ADVAM or Total Merchant Services provide these ITEM 13.9
PAGE 337 Report to Council Meeting on 21 October 2013
services and they charge a fee for each transaction. It is important to note that this fee is “per transaction” and not based on the value of parking purchased. Additionally our bank will take a merchant fee for transactions. Hobart City Council has advised they incur a 46 cent transaction based fee each time a credit card is used. It is likely Devonport will incur a similar transaction fee. The solution adopted by Hobart was to absorb the fee but impose a minimum credit card transaction charge of $5.00. The options for Devonport would appear to be: 1.
Set a minimum transaction amount and absorb the transaction fee; or
2.
No minimum transaction with full absorption of transaction fees; or
3.
Impose a surcharge on every transaction to recover the transaction fee.
All three options will have budget impacts. Those impacts are almost impossible to forecast accurately. We have no data about the percentage take up of credit card payment by our parking clients, nor do we have an accurate picture about the average purchase of parking time. Ironically the new machines, once installed will provide such information and it may be that Council’s thinking about transaction fees will require review after, say, six months of operation. The following table makes an assumption about credit card use of 40% which is far lower than the mainland figures of 80 % quoted by our machine supplier. That assumption is based on the much higher parking fees imposed in mainland cities. It cannot be accepted as accurate and is at best an attempt to gain some insight into what financial impacts might be felt if transaction fees are absorbed by Council. Carpark
13/14 budget Income
40% Credit Card Use
Hours purchased
Credit Card Costs (& budget deficit)
Formby Road
$235,000
$94,000
58,750
$13,512.50
Wenvoe Street
$100,000
$40000
8,888
$4,088.89
Again, with the disclaimer about the validity of the assumptions made, applying this calculation for all carparks the total transaction fees absorbed by Council may be in the order of $30,000 per annum. If a surcharge was the chosen option it could perhaps initially only be promoted to all day parkers. For example in Wenvoe Street carpark the daily fee is $4.50, and a 50c surcharge to cover costs may be acceptable to parkers for the convenience offered. It is noted that carpark fees were not increased in the 2013/14 budget, as Council was aware that installing credit card facilities would result in additional operational costs. An increase for 2014/15 may be an opportunity to “build in” recovery of any transaction fees. Lastly, it is also noted that a minimum purchase and/or surcharge fee is standard operating procedure for many retailers. In summary, this is a matter that requires much more consideration at a workshop before any final decision is made. No recommendation about credit card facilities or minimum charges therefore will be made in this report, which will be confined to a decision about the purchase of suitable equipment only. ITEM 13.9
PAGE 338 Report to Council Meeting on 21 October 2013
FINANCIAL IMPLICATIONS Operating Budget There is expected to be an impact on Councils’ operating budget as a result of this recommendation. Credit card fees may provide a significant impact depending on the options chosen. Capital Expenditure The capital expenditure of $120,000 referred to in the Council Report is included in the current Capital Expenditure budget. It is anticipated that the purchase of the machines will be in the vicinity of $70,000 which together with any necessary ancillary works such as installation, line marking, electrical and data connections etc will be accommodated within the allocated budget. Long Term Financial Plan The changes in this report will have financial implications into the future and have been factored into the Long Term Financial Plan.
RISK IMPLICATIONS
Assets, Property and Infrastructure The current machines are at end of life and must be replaced.
Financial For the 2013/14 FY the budgeted income from carparks is $818,000 but there could be a significant impact on the budgeted figure depending on any decision made about transaction charges associated with credit card use.
CONCLUSION Of the four quotes, Duncan Solutions Pay and Display Machines best suit Council’s requirements, and are the lowest cost. These machines have the capability for software upgrades in future if and when those requirements or customer use patterns dictate it. Devonport City Council has dealt with Duncan Solutions for a number of years, and they have supplied all current parking meters in the city. It would seem this company is keen to retain Council’s business by submitting the cheapest quote while still meeting the requirements. An additional consideration is that these new machines will fit the current mountings of the old machines allowing for cheaper and quicker installation. There remains, however, the issue of how best to deal with the transaction charges for which Council will be liable if the credit card facility on the new machines is activated. The quoted delivery time for the new machines is 12 weeks from when the order is placed, so there is ample time to consider suitable strategies.
ATTACHMENTS 1.
Matrix
2.
EOI - Machines Recommendati on
RECOMMENDATION That: ITEM 13.9
PAGE 339 Report to Council Meeting on 21 October 2013
1.
Council agree to purchase new Pay and Display Voucher Machines with Coin and Credit Card Facility from Duncan Solutions; and
2.
A workshop be convened to discuss the financial implications for Council and the community that will arise out of the use of a credit card facility.
ITEM 13.9
PAGE 340 Matrix
ATTACHMENT [1]
ITEM 13.9
PAGE 341 EOI - Machines
ATTACHMENT [2]
Request for Quotation
Car Park Ticket Machines BACKGROUND & OBJECTIVE The Devonport City Council is preparing to upgrade its existing car park ticket machines in 9 Pay and Display car parks across the city. A Request for Quotation (RFQ) is being sought for the supply and installation of full featured pay and display voucher machines from companies with a proven record of sales and support. The new pay and display voucher machines should have the following features: 1.0 Standard Features 1. Coin operation (all AU coins) 2. Credit Card operation (PCI-DSS & EMV compliant) 3. Highly readable display 4. Solar Powered Battery Operation 5. Programmable Tariffs 6. Revenue Reporting 7. Remote fault reporting 8. Disability access compliant 2.0 Optional Features 1. Mobile Phone operation 2. Smartcard operation 3. Choice of cabinet colour scheme 4. Use of emerging technology 3.0 Tickets 1. List of approved suppliers 4.0 Support 2. List of after sales support options 1.
ITEM 13.9
PAGE 342 EOI - Machines
ATTACHMENT [2]
5.0 The RFQ must contain at least the following information: 1. Detailed description of proposed machine 2. Delivery timeframe from receipt of purchase order to installation of machines 3. Detailed description of work method for installation 4. Itemised and separable costs for: a. purchase of 14 Ticket Machines with standard features as listed b. optional features c. delivery of machines d. installation e. commissioning and training 6.0 Assessment Criteria The overall objective of the RFQ process is to identify the supplier who best meets the selection criteria. Suppliers will be evaluated on a comparative basis and listed in an aggregated score from the highest to lowest, with the highest score being the most acceptable. 1.
Relevant Experience and Resources (weighting 30%)
The Supplier is to demonstrate a sufficient level of relevant experience, resources and expertise in the supply and installation of ticket machines. The supplier is to provide the following:1.01 A list and summary of projects undertaken over the last three years to demonstrate a capability to undertake supply and installation of a similar nature. The summary should include the following:a) Organization name b) Site name and address location c) Extent of involvement and role d) Project value e) Time from purchase order to completion of installation f)
Any company Q.A, OH&S systems
1.02 The supplier is to provide a capability statement which includes the following information regarding the installation and after sales support:a) Key personnel b) Technical expertise of team and key personnel c) Evidence of record for service delivery with regard to the time and cost control Note: It is the responsibility of each respondent to determine the sufficiency of relevant information provided in response to each criterion.
ITEM 13.9
PAGE 343 EOI - Machines
2.
ATTACHMENT [2]
Compliance with Standard Features (weighting 30%);
Suppliers are to provide details to demonstrate compliance with the standard features required. 3.
Compliance with Optional Features (weighting 10%)
Suppliers are to provide details to demonstrate compliance with the optional features required. 4.
Value for money (weighting 30%)
Supplier is to provide evidence of value for money incentives that may or can be considered 5.
Scoring
The scoring of suppliers will be based on the degree of achievement by the supplier of the requirements set out in the RFQ. A maximum score for each criterion will be given if the achievement of the criterion is fully compliant, with no risks and weaknesses. The score will be reduced proportionate to the extent of non-conformities, discrepancies, errors, omissions, and risks for the Client. The score that each supplier receives will provide a numeric basis for the comparison and invitation to tender. 6.
RFQ Lodgement
Quotations should be forwarded to: Devonport City Council Attn: The General Manager PO Box 604 Devonport Tas 7310 (*or via email to dharvey@devonport.tas.gov.au) No later than 5pm Monday 30th September 2013
7.
Enquiries
2. Further information relating to the RFQ can be obtained from Danielle Harvey, (03)64240569 or dharvey@devonport.tas.gov.au. 7.0 Time Line RFQ closes – 30 September 2013 Quotation Evaluation concludes – 7 October 2013 Project Completion – TBA by Supplier
ITEM 13.9