NOTIICE OF MEE ETING hereby giv ven that an n ordinary M Meeting of the Devo onport Cityy Council will w be held d Notice is h in the Co ouncil Chambers, 44--48 Best Sttreet, Devo onport, on Monday 22 Septem mber 2014,, commenc cing at 6:00pm with the t Confid dential Item ms. he public a at 7.15pm. The meetiing will be open to th
QUA ALIFIED PERS SONS dance with h Section 65 of the Local Go overnmentt Act 19933, I confirm m that the e In accord reports in this agen nda conta ain advice e, informattion and recommen ndations given by a person w who has the t qualifications o or experie ence nece essary to give such advice,, informatio on or recom mmendatio on.
Paul Westt GENERAL MANAGER R mber 2014 17 Septem
AGENDA FOR AN ORDINARY MEETING OF DEVONPORT CITY COUNCIL HELD ON MONDAY 22 SEPTEMBER 2014 AT THE COUNCIL CHAMBERS AT 6:00PM Item
Page No.
1.0
APOLOGIES
2.0
DECLARATIONS OF INTEREST
3.0
CLOSED SESSION - CONFIDENTIAL MATTERS ................................................ 45
4.0
PUBLIC QUESTION TIME ............................................................................ 46
4.1
Responses to questions raised at prior council meetings (D340218).................................... 46
5.0
CONFIRMATION OF MINUTES...................................................................... 48
5.1
Minutes of an Council meeting held 25 August 2014 ............................................................. 48
6.0
WORKSHOPS & BRIEFING SESSIONS ............................................................ 49
6.1
Workshop and Briefing Sessions held since the last Council meeting (D339620)............... 49
7.0
PLANNING AUTHORITY MATTERS ................................................................ 50
8.0
NOTICES OF MOTION ............................................................................... 51
8.1
Allocation of Funds - Economic Development Officer - Ald J T Keay (D341021) .............. 51
8.2
Legislative Changes - Dog Control Act 2000 - Ald J T Keay (D341030) ............................... 52
8.3
Installation of Signage - Sorell Street Service Laneway - Ald L M Perry (D341040)............. 54
8.4
Budget Airline - Devonport Airport - Ald L M Laycock (D341230) ......................................... 57
9.0
MAYORAL REPORT ................................................................................... 58
9.1
Mayor's Monthly Report (D340163)............................................................................................. 58
10.0
GENERAL MANAGER'S REPORTS ................................................................. 61
10.1
Adoption of LIVING CITY Master Plan (D340779) .................................................................... 61
10.2
General Manager's Report - September 2014 (D331486) ...................................................... 90
10.3
Planning Authority Committee Meeting - 1 September 2014 (D339800) .......................... 102
10.4
Infrastructure and Works Committee Meeting - 8 September 2014 (D340773)................ 107
10.5
Governance and Finance Committee Meeting - 15 September 2014 (D341122) ......... 113
10.6
Unconfirmed minutes of the Cradle Coast Authority Representatives meeting - 28 August 2014 (D341237) ............................................................................................................... 118
11.0
CUSTOMERS AND COMMUNITY REPORTS ................................................... 126
11.1
Financial Assistance to Community Organisations Working Group (D340333) ............... 126
11.2
Devonport Basketball Council - Lease Fees and charges (D340948) .............................. 140
12.0
TECHNICAL AND FINANCE REPORTS .......................................................... 148
12.1
PAYL - Supply & Install Access Control Equipment - Contract 1275 (D339957) ................ 148
12.2
Tasmanian Government Position Paper on Reforming Tasmania's Planning System (D340834) ...................................................................................................................................... 152
CLOSURE ........................................................................................................... 187
PAGE 45 Report to Council meeting on 22 September 2014
3.0
CLOSED SESSION
RECOMMENDATION That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2005 the following be dealt with in Closed Session;
Item No
Matter
Local (Meeting Regulations Reference
3.1
Applications for Leave of Absence
15(2)(i)
3.2
Unconfirmed minutes of the Cradle 15(2)(f) Coast Authority Board held on 12 August 2014
3.3
Unconfirmed Minutes Independent Community Meeting held 5 August 2014
3.4
Local Government Association of 15(2)(f) Tasmania - Election of President 2014
3.5
Australian Masters Games - Cradle 15(2)(f) Coast Authority
3.6
Closed Session - Governance and 15(2)(f) Finance Committee Meeting - 15 September 2014
3.7
Industry Rate Remissions Requests
ITEM 4.0
of the 15(2)(f) Taskforce
15(2)(f)(j)
Government Procedures) 2005
PAGE 46 Report to Council meeting on 22 September 2014
4.0
PUBLIC QUESTION TIME
4.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS File: 10290 D340218
Meeting held 25 August 2014 Reproduced below is the response dated 29 August 2014 to Mr Douglas Janney’s question: “AQUATIC CENTRE Thank you for your questions at the Council meeting held on 25 August 2014 raising concerns in relation to the damaged footpath at the western end of Steele Street, Devonport. Our response to your question is as follows: Q1
The damage was highlighted to the contractor and it was agreed that it would be replaced by them, at their cost, once they had completed their commitments to Council on the Aquatic Centre and a number of other projects.
Q2
As mentioned in my response to Q1 the contractor has been working through a list of items for Council. The pleasing news is that the sections of footpath have been replaced.
I trust the above information addresses your queries. If you would like further clarification, please do not hesitate to contact me.”
4.2
QUESTIONS ASKED AT THIS MEETING
Members of the public are invited to ask questions in accordance with the following resolution of Council (Min Ref 5824): 1.
Public participation shall take place at Council meetings in accordance with Regulation 31 of the Local Government (meeting Procedures) Regulations 2005.
2.
Public participation will be the first agenda item following the formal motions regarding Leave of Absence, Apologies, Minutes and Declarations of Interest.
3.
A maximum period of time of 30 minutes in total will be allowed for public participation.
4.
A maximum period of time of 3 minutes will be allowed for each individual.
5.
A member of the public may give written notice to the General Manager 7 days before an ordinary meeting of Council of a question to be asked at that meeting.
6.
A member of the public will be entitled to ask questions relating to the activities of Council, giving an explanation that is necessary to give background to the question and ask supplementary or follow up questions relating to that specific matter that may come to light as a result of the answer.
7.
Questions do not have to be lodged prior to the meeting, whether verbal or in writing. If a verbal response cannot be given or if specifically a written ITEM 4.1
PAGE 47 Report to Council meeting on 22 September 2014
response is required, the question must be reduced to writing and be submitted to the Chairperson prior to the end of the public section of the meeting. 8.
A question by any member of the public and an answer to that question are not to be debated.
9.
The Chairperson may -
a.
Address questions on notice submitted by members of the public;
b.
Refuse to accept a question.
10.
If the Chairperson refuses to accept a question, the Chairperson is to give reason for doing so.
11.
Verbal questions and the fact that a verbal response was supplied will be recorded in the minutes and where a written question is submitted the writtn question will be included in the minutes as well as any written answer or summary of that answer to that question.
12.
Council will continue its current practice of receiving deputations from organisations and individuals who wish to make submissions to Council at informal workshop sessions held between Council meetings. The date and purpose of any workshop sessions will be listed in the next agenda. Where necessary, reports of those deputations will be included in future agendas for Council to make a decision.
ATTACHMENTS
RECOMMENDATION
That the report advising of responses to a question raised at a prior Council meeting be received and noted.
ITEM 4.1
PAGE 48 Report to Council meeting on 22 September 2014
5.0
CONFIRMATION OF MINUTES
5.1
COUNCIL MEETING - 25 AUGUST 2014
RECOMMENDATION That the Minutes of the Council meeting held on 25 August 2014 as previously circulated be confirmed.
ITEM 5.0
PAGE 49 Report to Council meeting on 22 September 2014
6.0
WORKSHOPS & BRIEFING SESSIONS
6.1
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
01/09/2014
Imaginarium/Pandemonium
Request from the operators of the Imaginarium/Pandemonium for Council to consider providing additional assistance for the ongoing operation of the facility.
Renew Devonport
Update provided on the Renew Devonport project. It is expected that a formal launch will occur during October by which time the first businesses will be operating.
Devonport Basketball Council
Ongoing discussions on the relocation of the Devonport Basketball Council into office space at the Devonport Recreation Centre previously occupied by Council. The charges applied for the rental of the bar and canteen area was also discussed.
Annual Report - Draft
A draft of the Annual Report had been circulated to Aldermen for comment prior to its finalisation.
Annual General Meeting
The date of the Annual General Meeting has been agreed as Monday 13 October 2014 commencing at 7:00pm at the East Devonport Recreation Centre. The AGM will be preceded by a meeting of the Community Services Committee commencing at 6:00pm at the same venue.
RECOMMENDATION
That the report advising of Workshop/Briefing Sessions held since the last Council meeting be received and the information be noted.
ITEM 6.1
PAGE 50 Report to Council meeting on 22 September 2014
7.0
PLANNING AUTHORITY MATTERS There are no items in this agenda to be considered by Council in its capacity as a Planning Authority.
ITEM 7.0
PAGE 51 Report to Council meeting on 22 September 2014
8.0
NOTICES OF MOTION
8.1
ALLOCATION OF FUNDS - ECONOMIC DEVELOPMENT OFFICER ALD J T KEAY File: 17440 D341021
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman J T Keay.
MOTION
“That Council consider allocating in the 2015-16 budget, an allocation of funds to either employ or contract the services of an Economic Development Officer to prepare an Economic Development Strategy for the City and furthermore, consider in forward estimates funding of the on-going employment of an Economic Development Officer, or similar, to be tasked with the implementation of the Strategy and the point of contact for any matters relating to furthering economic development for the City.”
ALDERMAN’S COMMENTS A similar motion has been resolved by Council in the past (Resolution 349/11) and Council is again asked to resolve this motion, particularly in light of Council’s decision to withdraw from the Cradle Coast Authority and with the LIVING CITY project commencing a critical phase and starting an economic transition of the City. OFFICER’S COMMENTS Council unanimously resolved in November 2011(min ref 349/11) to “consider in the 201213 budget, employment or contracting the services of an Economic Development Officer to prepare an Economic Development Strategy for the municipality”. Subsequent budget discussions did not result in additional resources being added at that time. Economic Development responsibility is currently allocated to the Deputy General Manager and a Project Officer (0.2 FTE) and as such they are currently the point of contact for any matters relating to Economic Development. It is the intention to increase the hours of the Project Officer in the New Year and again review as part of the next budget process. Whilst their focus at present is primarily on LIVING CITY, this will evolve in coming years to a broader economic development view including strategy development. Any financial benefit to Council from withdrawing from the Cradle Coast Authority will not be realised until after 30 June 2017, the official date of membership conclusion. Further thought needs to be given to sub-regional economic development, which would allow Devonport and its neighbouring Councils to work together so that all could benefit from increased economic development resources and activity. Following the 2014 Council elections it may be appropriate to commence discussions with the Kentish, Latrobe and Central Coast Councils on opportunities to progress economic development in this area.
ITEM 8.1
PAGE 52 Report to Council meeting on 22 September 2014
8.2
LEGISLATIVE CHANGES - DOG CONTROL ACT 2000 - ALD J T KEAY File: 25136 D341030
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman J T Keay.
MOTION
“That Council seek the assistance of the Local Government Association to lobby the State Government for legislative changes to the Dog Control Act 2000, to make provision for Councils to offer the option for the registration of a secondary dog owner, which would allow such ownership to come into effect and enforced through law on the death or incapacitation of the primary dog owner.”
ALDERMAN’S COMMENTS There is a need for a legal process to address a gap in the law that would allow for a nominated and authorised secondary dog owner to take immediate ownership of the primary owner’s dog upon the death or incapacitation of that owner. This would avoid the dog being placed in a dog’s home or similar, or even euthanized, while the estate goes through probate, which can take many months. Under the law, a domestic dog is regarded as a chattel, such as a chair or table and while the estate is going through its legal process, the ownership and future care of the dog is in limbo. Local dog trainer and behaviourist, Rita Lynd, has been told of many situations where a dog has suffered after the loss of its owner and placed in the dog’s home, or it is euthanized which may not have been the wish of the owner, which can happen particularly when the estate passes onto someone who does not or cannot care for the dog. While campaigning for the last State election, I met many elderly people who said they were reluctant to obtain another dog for fear of what would happen to that dog if they were to go to an aged care facility or they passed away. Such an option to deal with the ownership of the dog through registration would alleviate this fear and allow an elderly person to care for another dog. There is substantial evidence to support the therapeutic benefit of domestic pets for people, particularly those living independently and by themselves. This would be an opt-in registration that would allow Councils to record secondary ownership on the current dog registration forms and such legislation would allow the ownership to be enforced, once an event triggers the transfer of ownership. OFFICER’S COMMENTS Section 8 of the Dog Control Act 2000 provides that where a dog is required to be registered that registration must be obtained by “the owner” of the animal in question. The purpose of this provision is to make a “person” responsible for the care and control of the animal and to facilitate compliance action in the event of such matters as dog attacks or the declaration of a dangerous dog. Were a “secondary registration” to be allowed it would potentially raise administrative and cost implications for local government. They would include: ITEM 8.2
PAGE 53 Report to Council meeting on 22 September 2014
a need to obtain and maintain details of the “secondary owner”.
would a “secondary registration” system mean that it became a Council responsibility to monitor the death of a dog owner and ensure that the dog was given to the care of the “secondary owner”?
what would Council do if the secondary owner at that point decided they did not want the animal?
Council has no record of requests for secondary registration. In its experience family members, friends and in some case neighbours will take over the care of an animal in the event of an owner’s death. A registered dog is by law a “chattel” and provision for its care can be made in a Will. This could mean leaving the dog to a nominated person. A Will could also nominate the Tasmanian Hannah Foundation which is based in the Cradle Coast Region to care for the dog. This requires specific wording which is provided by the Foundation and allows the dog to be included in its Bequest Animal Program. This allows the Foundation to take full responsibility for the dog. A minimum bequest amount will provide for the ongoing costs of care for the life of the animal.
ITEM 8.2
PAGE 54 Report to Council meeting on 22 September 2014
8.3
INSTALLATION OF SIGNAGE - SORELL STREET SERVICE LANEWAY ALD L M PERRY File: 12780 D341040
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.
MOTION
“That Council condition the Council owned laneway servicing 181, 183, 185 and 187 Steele Street (Title Reference 243287/1) as a ‘no parking’ laneway and install appropriate signage at the entrance to the laneway to advise motorists of such.”
ALDERMAN’S COMMENTS The laneway comprises a sealed road surface to provide vehicle access to the residences at 181, 183, 185 and 187 Steele Street. All these residences have gated accesses and dedicated parking spaces on their properties. Residents and visitors of 181, 183 and 185 Steele Street park in the laneway on a daily basis, rather than on their own property. This alone is causing unnecessary congestion in the laneway, however of particular concern is the regular occurrence of vehicles double parking (2 abreast) which restricts vehicle access for other property owners to and from their properties. Police were called on three occasions to attend to double parking infringements in a recent two week period but were slow to respond. The issue of double parking would be particularly critical in the event of emergency vehicles requiring access to and from blocked residences. Council was approached in 2013 to consider widening the Hotmix seal on the southern side of the road to assist in easing congestion and provide more space to pass parked vehicles. Council declined. As it stands, when vehicles are parked in the laneway, it forces vehicles wanting to exit the laneway to reverse past up to five vehicle crossovers within twenty-five metres and onto Sorell Street in a vortex of other potential hazards. The Sorell Street exit is in very close proximity to accesses/exits for the Adam Brooks Group offices, Oliver Kelly offices, a traffic island and traffic lights, plus the added burden of limited visibility due to the steep topography of the vicinity. All these factors made reversing problematic at best and dangerous at worst. OFFICER’S COMMENTS The issue of congested street parking in this area has been raised a number of times with Council in the past, predominantly from one resident. Any changes to the current parking arrangements will affect all the residents in the laneway. Changing the traffic conditions to prevent parking in the laneway may have merit, although from the information provided it would appear that the main issue is the double parking which is a Police matter. The image below shows the dedicated parking spaces on each of the properties on the laneway.
ITEM 8.3
PAGE 55 uncil meeting on o 22 Septemb ber 2014 Report to Cou
As part off any deciision the re esidents in the lanew way should be canva assed on their views.. From a technical pe erspective it would b e approprriate to con nsider aspe ects such as: a
ard On-sstreet Parkiing Australian Standa Road d hierarchy Crassh history Ame enity for all residents Deta ails and co osting on any required d works.
An alterna ative to the e proposed d motion, w which Cou uncil may wish w to con nsider is: “That an investigation be und dertaken a and if app propriate, Council C co ondition th he Councill owned laneway serrvicing 181, 183, 185 a and 187 Stteele Stree et (Title Ref erence 24 43287/1) ass a ‘no parrking’ lane eway and subsequen s ntly install appropriat a te signage e at the en ntrance to o the lanew way to adv vise motorissts of such.”
ITEM 8.3
PAGE 56 uncil meeting on 22 Septemb ber 2014 Report to Cou
ITEM 8.3
PAGE 57 Report to Council meeting on 22 September 2014
8.4
BUDGET AIRLINE - DEVONPORT AIRPORT - ALD L M LAYCOCK File: 12371 D341230
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman L M Laycock.
MOTION
“That Council: (a)
seek the support of Tas Ports (as owners of the Devonport Airport), both State and Federal Members of Government and the Latrobe Council regarding their interest in further exploring opportunities which may exist for attracting a budget airline to service both the Melbourne/Devonport and Sydney/Devonport airline routes.
(b)
invite the consultant appointed by the Department of State Growth to develop a State Access Strategy to meet with Council at a future Workshop session to outline the findings to date on air transport into and out of Tasmania and how this may impact on the Devonport Airport.”
ALDERMAN’S COMMENTS No supporting comments were provided. OFFICER’S COMMENTS There is currently a project being facilitated by the Department of State Growth relating to the development of a State Access Strategy, which includes air transport. It is understood that as part of this project there have been numerous discussions with airlines regarding their various priorities. Prior to facilitating a meeting it may be appropriate to further research the issue including seeking confirmation from the various parties mentioned as to their interest in being part of any discussions as well as inviting the person responsible for the preparation of the State Access Strategy to meet with Council to outline findings to date.
ITEM 8.4
PAGE 58 Report to Council meeting on 22 September 2014
9.0
MAYORAL REPORT
9.1
MAYOR'S MONTHLY REPORT File: 22947 D340163
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
SUMMARY This report details meetings and functions attended by the Mayor.
BACKGROUND This report is provided by the Mayor to provide a list of meetings and functions attended by him for the month of August 2014.
STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report.
DISCUSSION In his capacity as Mayor, Alderman Steve Martin attended the following meetings and functions during the month of August 2014:
Hillcrest Primary School Eastern Shore Community House Bowls Tasmania & Bowls Australia Resident meetings Devonport Golf Club Council Workshops Child & Family Centre, East Devonport DECC – Pete the Sheep ABC radio interview – LIVING CITY Advocate interview - LIVING CITY Devonport Recreation Centre Special Committee Australian retailer association ABC Radio interview LIVING CITY – Official launch Advocate interview – LIVING CITY Senior Citizens Club Renew Devonport – Sunday Examiner Spirit Cup – Devonport Football Club 7AD Radio Marc McCreadie – LIVING CITY Devonport Basketball Executive Our Lady of Lourdes “Kids at Sea” production Tasmanian Transport Council Annual Dinner – Minister Hidding, Mark Shelton MP & Senator Lambie ITEM 9.1
PAGE 59 Report to Council meeting on 22 September 2014
Advocate interview – Community forum Infrastructure & Works Committee Wheels for Work forum Sylvia Sayers - 7AD Tasmanian Logistics Committee API Magazines interview – Dinah Griffith University interview – student Nicki Local Principals Devonport Regional Gallery – Exhibition opening Japanese Exchange student event Department of Sport & Recreation + Department of State Growth Community Services Committee Public Launch LIVING CITY + Q&A Maidstone Park Management Controlling Authority Devonport & Surrounding Tourism Association AGM & General Meetings Building Families Committee Drysdale House Hospitality Luncheon National Hearing Week media event Spreyton Primary School P&F AGM and Meeting Nixon Street Primary School assembly – LIVING CITY presentation Australian Master’s Game – phone hook-up (CCA, Burnie) Devonport Eisteddfod McDonalds tour, Homemaker Centre Planning Authority Committee Mersey Community Hospital Auxiliary AGM Council Ordinary Meeting ASPREE, Devonport RSL Miandetta Primary School Lego Competition Fred Chaney forum – Recognise Cradle Coast Authority Reps Meeting City of Devonport Scouts State Budget Dinner U/12 State Basketball Championships Sat & Sun Laneway fundraiser – long term unemployed
COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION Meetings and functions attended by the Mayor are report on a monthly basis.
ATTACHMENTS Nil
ITEM 9.1
PAGE 60 Report to Council meeting on 22 September 2014
RECOMMENDATION That the Mayor’s monthly report be received and noted.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 9.1
Paul West General Manager
PAGE 61 Report to Council meeting on 22 September 2014
10.0
GENERAL MANAGER'S REPORTS
10.1
ADOPTION OF LIVING CITY MASTER PLAN File: 27122 D340779
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.4.1
Develop and implement a CBD Master Plan aligned to the key LIVING CITY principles based on community engagement outcomes
SUMMARY Council has embarked on an ambitious strategy, LIVING CITY which has the potential to significantly transform Devonport and the surrounding region. Planning, consultation and research over the last four years has informed the creation of the LIVING CITY Master Plan. In August 2014, Council endorsed the plan for a four week community engagement process. This report outlines the feedback received and recommends that Council now formally adopts the LIVING CITY Master Plan.
BACKGROUND The concept of revitalising Devonport’s CBD to consolidate services and bring life into the City has been a 30-year community dream. Council’s strategic plan clearly identifies a strong desire to revitalise Devonport into a thriving regional city. Council’s most recent attempt to transform Devonport has been branded LIVING CITY changing the heart, reviving the region and to date has evolved through three distinct phases. Phase 1: Inception From 2010 to 2012, Council reviewed previous redevelopment attempts, undertook extensive research, identified opportunities and brought together the ideas, dreams and expectations of the past into a strategic framework. Workshops and brainstorming sessions were held with Aldermen and staff. All relevant strategic documents relating to the North West region were reviewed. At front of mind in all the research was the question “What is the future for the Devonport region over the next 15 to 20 years?” In December 2012 Council adopted the CBD Investment & Development Strategy prepared by Dr Jeff Wolinski of Renaissance Planning. This ended the inception phase with the findings and research from the previous years collated into the one document. It identified the need to capitalise on Devonport’s role as the retail and service hub of the region.
ITEM 10.1
PAGE 62 Report to Council meeting on 22 September 2014
Phase 2: Principles Plan and Community Engagement The second phase, from March to September 2013, involved engaging with the community on the key principles and branding the strategy as ``LIVING CITY – changing the heart, reviving the region’’. The key principles involved creating the following distinct precincts within the CBD: 1.
Retail Precinct linking the existing shopping centres and preventing further fragmentation;
2.
Business and Professional Services Precinct giving purpose to the Southern CBD; and
3.
Cultural Waterfront Precinct opening the City up to the river and creating a new City heart.
Central to the strategy is an aim to consolidate services into these precincts to create a vibrant connected City that reduces fragmentation and provides a clear avenue for development for the next twenty years. Thousands of conversations took place through surveys, listening posts and direct messages. Council received 1039 survey responses, 30% of which were from participants who lived outside of Devonport. There were also hundreds of written comments. This feedback showed overwhelming support for the key principles. Council at its meeting on 27 May 2013 adopted the key LIVING CITY principles. Phase 3: Master Plan Council at its meeting in October 2013 noted a report which outlined the general design direction to be used as the basis of a LIVING CITY Master Plan. This direction was a refinement on earlier concepts and allowed for the delivery of the LIVING CITY principles in a more viable and efficient manner. The ideas, opportunities and input from the initial phase two, community engagement period was used to form the LIVING CITY Master Plan (copy attached). The comments were reviewed and grouped into common themes with all the predominant ideas or concerns regarding issues such as parking, retail fragmentation, infrastructure requirements and community facilities being addressed in the plan. Stakeholder discussions were central in shaping the plan, with the needs and requirements of government departments, retailers, developers and food operators being included to bring reality and commercial viability. The plan progressed over time with regular workshop sessions being held with Aldermen and the Independent Community Taskforce. Each reiteration of the plan moved closer to reality with the final draft significantly refined from earlier thinking. Full implementation of the master plan is estimated to generate $250 million in investment and will have enormous benefits for Devonport and the broader region. Many hundreds of jobs will be created over a five to eight year construction period. More importantly it is estimated that over one thousand on-going jobs will be created in the region as a result of LIVING CITY. The strategy with its economic, social and place benefits will transform Devonport to perform at the level it should as Tasmania’s fourth largest City and gateway for the State’s only passenger ferry service to mainland Australia. LIVING CITY answers the question of Devonport’s role in the region and gives the City an identity as the retail and service hub serving the North West of Tasmania. ITEM 10.1
PAGE 63 Report to Council meeting on 22 September 2014
Council at its meeting on 21 July 2014 considered a final draft of the Master Plan and determined (Min.178/14 refers): “That Council: 1.
receive and note this report regarding the LIVING CITY Master Plan;
2.
endorse the Master Plan for public release following the formal launch scheduled for Thursday 7 August 2014;
3.
exhibit the Master Plan for a period of four weeks seeking community feedback; and
4.
consider any feedback received and formally adopt the Master Plan at its meeting on 22 September 2014.”
This report outlines the comments and feedback received during the consultation period and presents the final Master Plan for Councils adoption.
STATUTORY REQUIREMENTS The predominant legislation to which Council must comply in undertaking LIVING CITY is the Local Government Act 1993.
DISCUSSION The LIVING CITY Master Plan was launched by the Premier of Tasmania the Hon. Will Hodgman on 7 August at an event attended by approximately 120 invited guests at the CMax Cinemas. The launch included a video outlining the four year journey of LIVING CITY, an artist impression fly-thru video of the Master Plan and speeches by Mayor Alderman Steve Martin and Taskforce Chairman Mr Royce Fairbrother. Following the 11am launch the Master Plan was made public via online and traditional media, a new LIVING CITY website, the Speak Up Devonport website and Facebook. An eNews was also released the following day. Launch coverage by printed media included front page on two consecutive days plus the first five pages the day after the launch. Coverage was also received on all three Tasmanian television stations on launch day and extensive coverage on local commercial and ABC radio stations. During the four week consultation period a number of initiatives were undertaken to increase the awareness of LIVING CITY with eNews, story board displays, social media posts, press releases and radio advertising. A public forum was held at the CMax Cinemas on 14 August, with approximately 150 people attending. The forum included a viewing of the history and Master Plan videos, addresses by Mayor Martin and Royce Fairbrother and a question and answer panel session. A video clip of the forum was posted on the LIVING CITY web site allowing those unable to attend to view the question and answer session. Community engagement via Council’s varying platforms, online and offline, have in general showed strong interest and support for the Master Plan. While some concerns have been raised and these are addressed below, it is worthy to note that virtually no comments have been received suggesting the status quo should remain. It is very clear that the community recognise the need for a long term vision and the value of having a plan for the City’s future. The key themes and concerns raised in the various consultation forums along with officer comments are listed below.
ITEM 10.1
PAGE 64 Report to Council meeting on 22 September 2014
Parking Key themes – Parking within the CBD continues to be an area of significant interest with Council receiving many comments on the topic. Concerns were raised regarding the ownership and pricing structures that might apply to a new multi storey car park. Queries were received about the loss of parking in the southern part of the CBD given the proposed location of the new Magistrates Court and concerns about adequate parking for campervans and caravans were noted. Comment – The intention is that any parking which is lost in the southern part of the CBD will be replaced, along with additional capacity as required for any new developments. The Master Plan does not specifically identify where that will occur as various options are available, however it will be within the southern precinct and this is noted on the Master Plan. Ownership and fee structures for the multi storey car park are yet to be determined and will form part of negotiations with the developer of the retail site. The detailed design phase will ensure adequate provision is made for campervans and caravans within the CBD, especially given these vehicles are the preferred mode of transport for many visitors arriving on the Spirit of Tasmania. Proposed Walkway Key Theme – The proposed walkway extending over the Mersey River appears to have generated strong views both for and against. Many have recognised the iconic feature it could bring to the City, capitalising on the tradition of watching the Spirit of Tasmania head out of the river and providing a significant land mark with the potential for public art and contemporary architecture. Alternately, Council have received representations strongly opposed to the concept, stating it looks ugly, is a waste of money and will not be an attraction. Comment – The walkway is an artist impression of a potential feature within the waterfront precinct. This area will be the last to be developed, with Federal Government funding required and existing businesses still to be relocated it is likely to be at least five years before any progress occurs. During this time the proposal is likely to continue to be refined, developer requirements will be further considered and new ideas will emerge. Further community consultation will be necessary before any construction begins. What the walkway represents is the intention to use this space to create something unique and iconic that identifies the City, how the detail evolves is still unknown. The Rooke Street Mall Key Themes – Consistent with earlier consultation there remains divided opinion on whether the Mall should be opened up for traffic. Those who oppose the traffic option have generally favoured the installation of a covered walkway in the Mall. Strong support was received for the idea of restoring the Victorian era facades on the shopfronts in Rooke Street. Comment – The Master Plan provides two options for the future of the Mall, being an upgrade with new infrastructure such as a covered walkway and the other being the reintroduction of traffic in some form. It is not considered necessary to select a preferred option at this stage but rather wait at least until details of the proposed retail precinct are finalised. Further research should be undertaken to assess the impact the reintroduction of traffic has had on other regional malls across Australia. While the restoration of facades and the potential replacement of existing awnings with glass equivalents is an exciting concept, the challenges of implementing this idea should
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PAGE 65 Report to Council meeting on 22 September 2014
not be under estimated. It will involve engaging and gaining support from the complex mix of landlords, tenants and retailers with interests in Rooke Street. Support for Marina Key theme – In many ways the marina was added as an extra during the design process, however it has been surprisingly well supported during the consultation process. A number of people have contacted Council enquiring about the process for securing a berth. Some concern has been raised regarding the feasibility of a marina in the proposed location. Comment – The interest shown has highlighted the merit in Council pursuing this element of the Master Plan and the potential for it to operate on a commercial basis. Prior to releasing the plan, discussions were held with relevant authorities regarding the necessary engineering and logistical challenges involved with a marina in this location. These initial discussions have not identified any technical or engineering concerns that would prevent it from being constructed. The Arts Key theme – The most extensive submissions and comments Council received were in regard to the focus or perceived lack of, in regard to the arts. Numerous submissions called for the existing Devonport Regional Gallery (DRG) to be relocated to the Waterfront Precinct and for arts to be given a higher profile in the revitalisation of the City. Examples around the world where the arts have been at the forefront of a cities renaissance were noted. Comment – Many of the suggestions are consistent with Council’s current thinking, with the arts noted as a key theme of LIVING CITY. Given the Master Plan is a high level document and detail regarding specific art elements is not shown, it is understandable how a conclusion that art is not a prominent aspect could be made, however this is not Council’s intention. The success of the Waterfront Precinct is reliant on having a strong arts focus. Council will be looking to work closely with the arts community to identify how best to embrace the arts as a central part of LIVING CITY. Council’s recent commitment to Renew Devonport is one small step in starting to foster the growth of an arts culture in the City. In regard to the DRG, Council has discussed relocating the current Gallery to the Waterfront Precinct however no formal decision has been made. Shortcomings with the current location were clearly identified in a 2009 Council commissioned report into the future expansion options for the DRG. This report investigated expanding the Gallery on the current site along with considering a number of alternative locations for a new Gallery. The report concluded that an area now identified as the Waterfront Precinct in the LIVING CITY Master Plan provided the most suitable location for a new facility. Given the findings of the 2009 report, the strong community support for a relocation and Council’s desire to have the arts as a key theme of the waterfront it appears logical that a decision be made to progress consideration of a relocated DRG as a central aspect of the Waterfront Precinct. Proposed Location of Council and LINC Key theme – Concern has been raised regarding the proposed location of the LINC and Council Offices, with the Southern Precinct being identified as a preferred location for these services. Reasons for the concern include the impact on foot traffic in exiting retail areas, the proposed site being better suited for other uses and the potential loss of extra activity in the Southern Precinct. Comment – As LIVING CITY has evolved it has become evident for a number of reasons that the proposed location on the edge of the retail adjacent to the existing Devonport ITEM 10.1
PAGE 66 Report to Council meeting on 22 September 2014
Entertainment and Convention Centre (DECC) is the best position for the LINC and Council Offices. The future of libraries is changing as they transition from their traditional book based format to a digital learning facility. They are becoming a community hub and LINC have a policy to wherever possible be located within retail and busy cultural spaces. This is a trend that is evident across Australia and should be applied to the new Devonport facility if a leading edge contemporary library is to be created. The proposed new multipurpose building will connect to the existing DECC, creating greater opportunity for the sharing of services with a one stop shop approach. The multi service model would include Council Offices, Service Tasmania, LINC and potentially a number of other community based services under the one roof. By bringing services and agencies together, there will be enhanced customer satisfaction, increased access to services, and significant savings through shared operational costs of the facility. Council will be reliant on these operational efficiencies to fund its component of any new building. It should be noted that the location of these buildings does not appear to be a concern of the broader public with comments being predominately from local retailers. While the matter is raised as a concern in a covering letter from the Devonport Chamber of Commerce and Industry (DCCI) their submission includes a member’s survey with a direct question regarding the location of these buildings. On a scale of one (poor) to five (excellent) 27% of respondents rated the decision either one or two, 22% rating it three or neutral and 50% rated it four or five. More for the Southern CBD Key theme – Representations were received suggesting more should be done to support the southern CBD precinct. In many instances this concern was connected with the item above regarding the location of LINC and Council Offices. Comment - A key principle of LIVING CITY is to attract business/office and professional service uses to the southern part of the City and the Master Plan remains true to this principle. A relocated Magistrates Court is planned to be built beside the existing Police Station. A large parcel of private and Council owned prime land (nearly 1 hectare) has been consolidated between King and Steele Streets and Council is actively pursuing opportunities for this site that facilitate the objectives of LIVING CITY. While these developments are subject to market demand Council now has an opportunity to promote a large consolidated office site for new business opportunities. Enhanced medical services are a high priority for the precinct. Don Rail Platform Key theme – A number of submissions raised that provision should be made on the Master Plan for a rail platform to service trains from the Don River Railway. Comment – While not shown on the Master Plan, Council through its association with the Don River Railway continue to work towards gaining access to the main line for trains from the Railway. Should this access be granted there is more than adequate space for a suitable rail platform and/or station to be developed in the waterfront precinct. Financial Key theme – Council received numerous comments from people concerned about how the strategy will be funded, the impact on rates, the on-going burden of new infrastructure and other similar related financial matters. Comment – Unfortunately many of the comments regarding finances, particularly those received on Facebook were due to people being misinformed or not fully understanding the proposal. LIVING CITY is a strategy to grow the Devonport economy and not a ITEM 10.1
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Council-funded project. With the majority of development being private investment, the strategy will not be reliant on ratepayer funding. Some expenditure has been necessary to progress to this stage, however over time Council should recover the capital it has invested and generate new revenue to reinvest into public infrastructure. Council have been able to fund the initial expenditure to date from within existing revenue streams, rather than increase rates. Demolition of Buildings Key theme – Submissions and comments have been received objecting to the demolition of the existing Council Chambers, LINC and Magistrates Court. It is claimed these buildings are still functional and should be retained. Comment – Fundamental to LIVING CITY is creating space within the CBD to locate additional retail. The demand that exists for new retail requires a consolidated site of several hectares. While the proposed location does require demolition of several buildings it is considered the only feasible option within the CBD where a consolidated site can be achieved. The proposed site also has the advantage of being situated between the two existing retail precincts. Design Detail Aspects Key theme – Many of the comments raised were in regard to detailed design aspects. This included concerns about walkways, wind tunnels, type of retail stores, traffic impacts and architectural features. Comment – While these comments and suggestions should not be dismissed they are best considered as each element of LIVING CITY progresses into the detailed design phase rather than at a broad Master Plan level. Regional Benefits Study Council in conjunction with the Department of State Growth are currently undertaking a study into the regional benefits of LIVING CITY. This work aims to quantify the benefits the strategy will bring to the wider region and also looks to identify any potential gaps which currently exist in the region that could be included in LIVING CITY. With targeted stakeholder consultation it aims to identify any hidden opportunities which can add value to the region and further complement the LIVING CITY plan. This study will be concluded in late 2014 and Council should at that time consider including any significant new initiatives into the Master Plan. Plan Implementation Once the Master Plan is adopted by Council, LIVING CITY will move into its fourth and most important phase, being the implementation of the plan. The success of LIVING CITY so far establishes a strong base for implementation, however the enormity of what Council is aiming to achieve should not be under estimated. History shows that the vast majority of urban renewal master plans developed by local government authorities never proceed beyond the planning phases. LIVING CITY is well placed to be an exception to this trend provided:
Major retailers and developers remain committed to the project; Funding is secured from the Australian Government for public infrastructure in the later stages; Council remain united in its support and committed to adequately funding the strategy; Decisions continue to support the strategic benefits of LIVING CITY and not become influenced by vocal minority interest groups; and ITEM 10.1
PAGE 68 Report to Council meeting on 22 September 2014
The State Government honour their commitment to transfer the LINC and Magistrates Court at no cost to Council.
By the end of the year, the implementation phase will begin with detailed design and development approval processes. This period will include finalising funding and design on the Courthouse and Multipurpose Building, which are the first priority of the Master Plan and progressing with the Federal Government on waterfront funding. Extensive discussions and negotiations will be required with LINC, Service Tasmania, Council staff and other potential tenants within the Multipurpose Building to determine the logistics of the proposed shared service model. Development is expected to progress over a five to eight year period as determined by funding, private investment and economic capacity. Progress to date A number of actions have already been undertaken towards the realisation of the Master Plan. Council has invested just under $15 million towards securing key strategic properties across the CBD during the past two years. Securing these properties has consolidated land in each of the three precincts allowing Council to take a lead role in facilitating development which aligns with the aims of LIVING CITY. The State Government has recognised the role LIVING CITY will play in its plans to grow the State’s economy and has committed to transfer ownership of the two government sites required to consolidate land for retail development in the CBD. Negotiations are underway with developers and major retailers who have indicated an interest in investing as soon as sites become available. To help fast-track progress, technical assessments of all identified future development areas have been undertaken and no obvious barriers exist. A preliminary traffic impact assessment has been undertaken on the proposed Master Plan. Council has entered into a four year agreement with Projects and Infrastructure Holdings to act as Development Managers and assist with the implementation of LIVING CITY.
COMMUNITY ENGAGEMENT Community engagement has been an essential and vital part of LIVING CITY. Engagement in earlier phases of the strategy was extensive and assisted in shaping the Master Plan into its current format. Council received strong engagement during the four-week consultation stage of the Master Plan. Details regarding the form of comments and questions are: Platform Speak Up Devonport Facebook Emails & letters Council foyer comment book Community forum at Cmax Cinemas Devonport High School leadership group Youtube
Engagement numbers 42 85 comments, 342 likes, 75 shares 118 9 17 questions asked (that were recorded) 20 questions asked (that were recorded) 2
The new web site set up for LIVING CITY has been very successful and will be used as an important communication tool for future engagement on the project. The site received 7,020 hits from Thursday, 7 August (tracked from two hours after the launch) to Wednesday, 10 September. ITEM 10.1
PAGE 69 Report to Council meeting on 22 September 2014
Significant days: Thursday, 7August
1,867 hits
Master Plan launch day
Friday, 8 August
1,421 hits
Day after Master Plan launch
Saturday, 9 August
514 hits
Second day after launch
Monday, 18 August
228 hits
Community forum day
Significant pages: Video page (includes Master Plan flythrough)
2,189 hits
Document page (includes Master Plan)
427 hits
Over 2,000 people have viewed the fly-thru video through the LIVING CITY website. The Advocate newspaper uploaded the video to their web site and it is understood it received 2,772 views through this forum. With the addition of Facebook “shares”, other traditional media posting the video to their own websites, public viewings and eNews links it is not unreasonable to assume the Master Plan video has been viewed in the order of 8,000 to 8,500 times in total since the launch. Likewise with online downloads, distributed hard copies and story boards in the Council foyer and at LINC it can be assumed the Master Plan document has been read by around 2,000 people.
FINANCIAL IMPLICATIONS Implementation of the Master Plan will involve some significant financial considerations which will be the subject of a separate report in due course. A detailed financial model is being prepared and will be used to inform all decisions Council make in regard to the implementation of LIVING CITY. The model will link with Council’s annual and long term financial and asset management plans.
RISK IMPLICATIONS
Political/Governance Government support for LIVING CITY is essential and Council must continue to promote the strategy as an attractive proposition to both the State and Federal Governments. Maintaining community support and highlighting the regional benefits of LIVING CITY are critical in this process.
Communication/Reputation Council have invested significantly in LIVING CITY and the community expectation that the strategy will be delivered is very high. Council risk enormous reputational damage if the Master Plan is not implemented
Financial The financial risks with LIVING CITY are significant and a robust financial model is being developed to inform decisions for the best long term financial outcomes.
CONCLUSION Council has embarked on an ambitious strategy, LIVING CITY which has the potential to significantly transform Devonport and the surrounding region. ITEM 10.1
PAGE 70 Report to Council meeting on 22 September 2014
Planning, consultation and research over the last four years has informed the creation of the LIVING CITY Master Plan. Community engagement has been extensive and feedback positive with broad support for the plan. The LIVING CITY Master Plan provides Devonport with an ambitious but realistic blueprint to create a transformed City that will revive the region. Adoption of the plan by Council will be a significant milestone in not only the LIVING CITY journey but the history of the City.
ATTACHMENTS 1.
DCC Living City Master Plan - A4
RECOMMENDATION That Council: 1.
receive and note this report regarding the LIVING CITY Master Plan (dated August 2014);
2.
adopt the Master Plan as the guiding document for the implementation of LIVING CITY;
3.
support undertaking further investigation into relocating the Devonport Regional Gallery to a suitable location as part of the Waterfront Precinct;
4.
note the comments received during the consultation period for consideration and inclusion where appropriate in the detailed design phase; and
5.
consider at the appropriate time incorporating into the Master Plan any new initiatives that may be identified as part of the regional benefits study.
Author: Position:
Matthew Atkins Deputy General Manager
Endorsed By: Position:
ITEM 10.1
Paul West General Manager
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PAGE 90 Report to Council meeting on 22 September 2014
10.2
GENERAL MANAGER'S REPORT - SEPTEMBER 2014 File: 29092 D331486
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.8.2
Ensure access to Council information that meets user demands, is easy to understand, whilst complying with legislative requirements
SUMMARY This report provides a summary of the activities undertaken by the General Manager 19 August to 16 September 2014. It also provides information on matters that may be of interest to Aldermen and the community.
BACKGROUND The report is provided on a regular monthly basis and addresses a number of management and strategic issues currently being undertaken by Council. The report also provides regular updates in relation to National, Regional and State based local government matters as well as State and Federal Government programs.
STATUTORY REQUIREMENTS Council is required to comply with the provisions of the Local Government Act 1993 and other legislation. The General Manager is appointed by the Council in accordance with the provisions of the Act.
DISCUSSION 1.
COUNCIL MANAGEMENT 1.1.
Attended and participated in a number of internal staff and management meetings.
1.2.
Attended Workshops, Section 23 Committee and Council Meetings as required.
1.3.
Directly participated in the undertaking of a safety audit at the Spreyton Waste Transfer Station. The safety audit program is an annual requirement and ensures that adequate consideration of safety in the workplace is front of mind for all employees.
1.4.
Attended the Devonport Magistrates Court in relation to an ongoing rate payment dispute. Magistrate Brett handed down his decision. Summary judgement was awarded to Council for unpaid rates, as the Magistrate was satisfied that the Defendant had been given notice pursuant to the Local Government Act 1993 and there was a clear liability to pay. A counterclaim by the Defendant, containing what Magistrate Brett advised could be ‘loosely described as a legal argument’, was dismissed. He clarified that the main flaw in the Defendant’s argument was that he was forgetting the sovereign authority of the Parliament of Tasmania, which gives the Local Government Act the ability to create a liability upon residents to pay rates and communicate in writing with those residents with the calculated figure, which ITEM 10.2
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was done by the Council in the rates notice. The counterclaim was further described by Magistrate Brett as ‘nonsensical, and the material meaningless’. It was summarily dismissed. The Defendant advised that he would be ‘taking the matter to the Supreme Court,’ and that he would ‘see us all there.’ 2.
LIVING CITY 2.1.
3.
4.
Attended a meeting with representatives of the Executive of the Devonport Chamber of Commerce and Industry to answer further questions and queries relating to the LIVING CITY Master Plan.
COMMUNITY ENGAGEMENT (RESIDENTS & COMMUNITY GROUPS) 3.1.
Met with representatives of the Caravan and Motorhomes Association (CAMA) in relation to their 2015 State event. This event is to be held at the Devonport Show Ground from 12 – 17 February 2015 and is likely to attract approximately 250 motorhomes. Council will provide promotional material to CAMA outlining activities and attractions available in Devonport during the event.
3.2.
Met with a resident who was in receipt of infringement notices relating to a breach of the Dog Control Act. The person was concerned about the quantum of the fines which had been imposed.
3.3.
Met with residents concerned about the potential issue of a kennel licence on a neighbouring property.
3.4.
With the Mayor attended the planting of a rose in commemoration of 100 years of Red Cross in Devonport.
3.5.
Met with residents regarding planning matters relating to the potential subdivision of land in Devonport and the impacts that the agricultural land policy is likely to have on any future application.
3.6.
Met with a resident concerned about the impact of building works on a neighbouring property.
3.7.
With Alderman Laycock attended a meeting with State Government representatives, Adam Brooks, Joan Rylah and Roger Jaensch, Australian Government representative, Brett Whiteley and Don River Railway members to discuss the requirements to allow the railway access to the main track. A representative of Tas Rail was also in attendance.
NATIONAL, REGIONAL AND STATE BASED LOCAL GOVERNMENT 4.1.
As part of a formal mentoring program arranged through LGMA participated in the development of a promotional video outlining the benefits and learnings of this recently introduced program. The intent of the program is to match experienced local government practitioners with less experienced people desiring to advance their careers in the industry. For the past 9 months I have been mentoring a young person who works for Burnie City Council in the finance area. Also had a follow up meeting with the mentee.
4.2.
Met with the Cradle Coast Authority’s new Chief Executive Officer, Mr Brett Smith. This was purely an introductory meeting at which Mr Smith indicated a desire to work closely with Devonport City Council. Arrangements will be made for Mr Smith to attend a future Council Workshop to allow Aldermen to be introduced to him. ITEM 10.2
PAGE 92 Report to Council meeting on 22 September 2014 4.3.
Attended a LGAT organised State-wide General Managers meeting. Matters of interest included:
Shane Gregory, General Manager Transport, Department of State Growth – discussion around activities in the transport area which is now part of the new Department of State Growth including current requirement for all road designs including proposed signage and line marking to be reviewed by the Department and signed off by the Transport Commissioner. Department of State Growth appointment of Kim Evans as Secretary. The role includes activities that report to eight different Ministers within the State Government. Industrial Relations - workplace behaviour templates have been drafted and are currently being reviewed by Council’s human resources staff. Further consultation will be required, in particular with the unions as the templates are further developed. At a recent HR forum the process for Councils to transition classifications from the old to the modern award was discussed. A working group has been tasked with progressing this work. Elected Member training - LGAT will be running a “local government 101” session for new councillors on 22 November. There will be a more detailed professional development sessions for elected members over a weekend in February 2015. Local Government Division is currently working on training around pecuniary interest, conflict of interest and the role of local government more generally. Planning Taskforce have released a discussion paper for a 5 week consultation period. During this period it is expected that the Bill will also be released. There will only be a small window of opportunity to comment on the legislation as it is proposed that it will be adopted during the Spring Parliamentary Sitting. Paul Lockwood - Business Manager, Tasmanian Building and Construction Industry Training Board provided an update on the role of the Board and the opportunities available for local government to access the services. Update on issues surrounding the consolidation of land titles and the potential impacts when a previous consolidation is removed without reference to councils and the impact this may have on planning requirements. Apparently there are about, 1,000 consolidated titles statewide - process in place now whereby councils will be notified where applications are received to deconsolidate. Heritage Review - delisting of heritage properties - target in budget papers to reduce the number of heritage listed properties by up to 30 percent most would be in Hobart and Launceston - there will be no requirement for properties delisted to then be included on the Council’s own heritage list - Councils will be consulted on the proposed delisting - any concerns directed to the heritage council in the first instance. Building Regulatory framework currently being reviewed. 26TEN Coalition - improving adult literacy is a long term commitment - lot clearer with the problem now and what potential solutions may be - local action makes the big difference - long term plan has now been developed - supported by the new government – 3,000 people were involved with the program in the last 12 months - 600 trainers trained.
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PAGE 93 Report to Council meeting on 22 September 2014
5.
MAV Insurance – presentation on the activities of the mutual scheme and the recent developments in the public liability insurance area. Electricity Issues - opportunity currently being investigated to get a collective price for street lighting state-wide for all councils. National Heavy Vehicle Regulation (NHVR) - councils capacity to deal with the issuing of permits - need to consider the process and the backup arrangements for dealing with applications. Legislation currently being reviewed includes - Dog Control amendments Meeting Procedure Regulations - Code of Conduct matters. Procurement Opportunities - national procurement network alliance of State local government associations - allows the group to purchase under collective agreements. Role of Local Government project update. The working groups are now all well advanced and it is expected that this phase of the project will be completed by December 2014.
STATE AND FEDERAL GOVERNMENT PROGRAMS 5.1.
The State Grants Commission has advised that the 2014-15 financial assistance grants (FAGs) have been approved. The following summarises the allocated Devonport grants compared with budget and the previous two financial years: Base Grant
Road Grant
Total
2012/13 *
806,899
1,126,525
1,933,424
2013/14 *
829,489
1,186,945
2,016,434
Budget 2014/15
781,259
1,276,852
2,058,111
Actual 2014/15
753,348
1,231,023
1,984,371
Difference (Actual vs Budget)
(27,911)
(45,829)
(73,740)
*Figures as published in the State Grants Commissions Annual Reports
The Australian Government has allocated Tasmania a total of $72.2 million to be distributed in relation to 2014-15. This amount represents a 0.7 percent decrease in the total grant pool to the finalised total entitlement for 2013-14. The base grant pool ($34.9 million) decreased by 1.53 per cent from the finalised 2013-14 entitlement, which reflects both the cessation of indexation of the grant pool and Tasmanian's declining share of the national population. The road grant pool ($37.3 million) was unchanged from the finalised road grant entitlement for 2013-14, which reflects the cessation of indexation of the grant pool and Tasmania's entitlement to a fixed share of the national road grant pool. 5.2.
Met with the Manager of the recently established Tasmanian Major Projects Approval Agency. The purpose of this Australian Government Agency is to assist applicants with significant development proposals to navigate the approvals pathway, in particular Commonwealth requirements. The Agency commenced on 1 July 2014 and has a four person advisory board. The main focus of the Agency will be on projects that are estimated in excess of $50M and are to be developed prior to 2020. The Agency may consider providing assistance to smaller project outside of the scope of their role on the advice of the appointed advisory board. It was also suggested that the Agency may be able to provide a single entry point for advice on Commonwealth requirements. ITEM 10.2
PAGE 94 Report to Council meeting on 22 September 2014
6.
OTHER 6.1.
2014 Council Election timetable: Publication of notice of election Electoral Roll Close Nominations Close Announcement of Nominations Polling Period
6.2.
Saturday, 13 September Thursday 18 September 12 noon Monday 29 September 12 noon Tuesday 30 September Tuesday 14 October to 10 am Tuesday 28 October
The meeting schedule in the lead up to the election is as follows: Date 29 September 6 October 13 October 13 October 20 October
Meeting Details Workshop Infrastructure and Works Committee – 6:00 pm Community Services Committee – 6:00 pm – East Devonport Recreation and Function Centre Annual General Meeting – 7:00 pm – East Devonport Recreation and Function Centre Council Meeting
COMMUNITY ENGAGEMENT The information included above details any issues relating to community engagement.
FINANCIAL IMPLICATIONS Any financial or budgetary implications related to matters discussed in this report will be separately reported to Council. There is not expected to be any impact on the Councils’ operating budget as a result of this recommendation.
RISK IMPLICATIONS Any specific risk implications will be outlined in the commentary above. Any specific issue that may result is any form of risk to Council is likely to be subject of a separate report to Council.
CONCLUSION This report is provided for information purposes only and to allow Council to be updated on matters of interest.
ATTACHMENTS 1.
Action Report on Council Resolutions - September 2014
RECOMMENDATION That the report of the General Manager be received and noted. Author: Position:
Paul West General Manager
ITEM 10.2
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ATTA ACHMENT [1]
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ATTA ACHMENT [1]
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Â
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10.3
PLANNING AUTHORITY COMMITTEE MEETING - 1 SEPTEMBER 2014 File: 29133 D339800
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
SUMMARY The purpose of this report is to receive the minutes of the Planning Authority Committee meeting held on Monday, 1 September 2014.
ATTACHMENTS 1.
Minutes - Planning Authority Committee - 1 September 2014
RECOMMENDATION That the minutes of the Planning Authority Committee held on Monday, 1 September 2014 be received and noted. PAC 14/14
Planning Applications Approved Under Delegation during the period 15 July 2014 to 15 August 2014
PAC 15/14
PA2014.0098 - Residential (multiple dwelling) and discretionary setback and building envelope & 2 lot subdivision - 2 McArthur Drive (D338428) (Approved under delegation)
PAC 16/14
PA2014.0100 - 3 lot subdivision and residential (single dwelling) assessment against performance criteria for setback and building envelope - 52-54 Wright Street, East Devonport (D338659) (Approved under delegation)
Author: Position:
Robyn Woolsey Administration Officer
Endorsed By: Position:
ITEM 10.3
Paul West General Manager
P PAGE 103 Minutes M - Plan nning Authorrity Committe ee - 1 Septem mber 2014
ITEM 10.3
ATTTACHMENT [1 1]
P PAGE 104 Minutes M - Plan nning Authorrity Committe ee - 1 Septem mber 2014
ITEM 10.3
ATTTACHMENT [1 1]
P PAGE 105 Minutes M - Plan nning Authorrity Committe ee - 1 Septem mber 2014
ITEM 10.3
ATTTACHMENT [1 1]
P PAGE 106 Minutes M - Plan nning Authorrity Committe ee - 1 Septem mber 2014
ITEM 10.3
ATTTACHMENT [1 1]
PAGE 107 Report to Council meeting on 22 September 2014
10.4
INFRASTRUCTURE SEPTEMBER 2014
AND
WORKS
COMMITTEE
MEETING
-
8
File: 29528 D340773
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
SUMMARY The purpose of this report is to receive the minutes of the Infrastructure and Works Committee meeting held on Monday, 8 September 2014.
ATTACHMENTS 1.
Minutes - Infrastructure and Works Committee - 8 September 2014
RECOMMENDATION That the minutes of the Infrastructure and Works Committee held on Monday, 8 September 2014 be received and the recommendations contained therein be adopted. IWC 9/14
Tender Report Contract 1274 - Supply, Delivery and Placement of Hotmix Asphalt (D338426) (Approved under delegation)
IWC 10/14
Tender Report Contract 1273 - Supply, Delivery and Placement of Sprayed Bituminous Surfacing (D338427) (Approved under delegation)
IWC 11/14
Infrastructure and Works Report (D337460)
Author: Position:
Robyn Woolsey Administration Officer
Endorsed By: Position:
ITEM 10.4
Paul West General Manager
P PAGE 108 Minutes M - Infra astructure an nd Works Com mmittee - 8 SSeptember 20 014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 109 Minutes M - Infra astructure an nd Works Com mmittee - 8 SSeptember 20 014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 110 Minutes M - Infra astructure an nd Works Com mmittee - 8 SSeptember 20 014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 111 Minutes M - Infra astructure an nd Works Com mmittee - 8 SSeptember 20 014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 112 Minutes M - Infra astructure an nd Works Com mmittee - 8 SSeptember 20 014
ITEM 10.4
ATTTACHMENT [1 1]
PAGE 113 Report to Council meeting on 22 September 2014
10.5
GOVERNANCE AND SEPTEMBER 2014
FINANCE
COMMITTEE
MEETING
-
15
File: 29468 D341122
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
SUMMARY The purpose of this report is to receive the minutes of the open session of the Governance and Finance Committee meeting held on Monday, 15 September 2014.
ATTACHMENTS 1.
Minutes - Governance and Finance Committee - 15 September 2014
RECOMMENDATION That the minutes of the open session of the Governance and Finance Committee held on Monday, 15 September 2014 be received and the recommendations contained therein be adopted. Open Session GFC 9/14
Elected Members’ Expenditure Report - July/August 2014 (D338871)
GFC 10/14
Annual Financial Report for year ended 30 June 2014 (D339495)
GFC 11/14
Risk Management Framework (D339592)
GFC 12/14
Local Government Association of Tasmania - General Meeting - 24 September 2014 (D339627)
GFC 13/14
Finance Report for August 2014 (D339976)
GFC 14/14
Governance and Finance Report (D336517)
Author: Position:
Robyn Woolsey Administration Officer
Endorsed By: Position:
ITEM 10.5
Paul West General Manager
P PAGE 114 Minutes M - Gov vernance an nd Finance Committee - 1 15 Septembe er 2014
ITEM 10.5
ATTTACHMENT [1 1]
P PAGE 115 Minutes M - Gov vernance an nd Finance Committee - 1 15 Septembe er 2014
ITEM 10.5
ATTTACHMENT [1 1]
P PAGE 116 Minutes M - Gov vernance an nd Finance Committee - 1 15 Septembe er 2014
ITEM 10.5
ATTTACHMENT [1 1]
P PAGE 117 Minutes M - Gov vernance an nd Finance Committee - 1 15 Septembe er 2014
ITEM 10.5
ATTTACHMENT [1 1]
PAGE 118 Report to Council meeting on 22 September 2014
10.6
UNCONFIRMED MINUTES OF THE CRADLE COAST AUTHORITY REPRESENTATIVES MEETING - 28 AUGUST 2014 File: 27103 D341237
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.1.4
Develop and maintain partnerships and advocate for improved service provision, funding and infrastructure
SUMMARY To provide Council with the unconfirmed minutes of the Cradle Coast Authority Representatives meeting held on 28 August 2014.
BACKGROUND As a member of the Cradle Coast Authority, Council is provided with a copy of the minutes.
STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report. The Cradle Coast Authority have confirmed that the minutes of Representative meetings can be referred to Council in open session whereas the minutes of the Board meetings are to be kept confidential and are therefore referred to Council in closed session.
DISCUSSION The unconfirmed minutes of the Cradle Coast Authority Representatives meeting held on 28 August 2014 are attached for consideration. In regard to Item 8 of the minutes, it should be noted that the following motion was determined: “That the Cradle Coast Authority Representatives SUPPORT the Devonport City Living project as a project of regional significance.”
COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION The unconfirmed minutes of the Cradle Coast Authority Representatives meeting held on 28 August 2014 are presented.
ITEM 10.6
PAGE 119 Report to Council meeting on 22 September 2014
ATTACHMENTS 1.
Unconfirmed Minutes - Cradle Coast Authority Representatives Meeting - 28 August 2014
RECOMMENDATION That the unconfirmed minutes of the Cradle Coast Authority Representatives meeting held on 28 August 2014 be received and noted.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 10.6
Paul West General Manager
P PAGE 120 Unconfirmed U Minutes - Crradle Coast Authority A Rep presentatives Meeting - 28 8 August A 2014
ITEM 10.6
ATTTACHMENT [1 1]
P PAGE 121 Unconfirmed U Minutes - Crradle Coast Authority A Rep presentatives Meeting - 28 8 August A 2014
ITEM 10.6
ATTTACHMENT [1 1]
P PAGE 122 Unconfirmed U Minutes - Crradle Coast Authority A Rep presentatives Meeting - 28 8 August A 2014
ITEM 10.6
ATTTACHMENT [1 1]
P PAGE 123 Unconfirmed U Minutes - Crradle Coast Authority A Rep presentatives Meeting - 28 8 August A 2014
ITEM 10.6
ATTTACHMENT [1 1]
P PAGE 124 Unconfirmed U Minutes - Crradle Coast Authority A Rep presentatives Meeting - 28 8 August A 2014
ITEM 10.6
ATTTACHMENT [1 1]
P PAGE 125 Unconfirmed U Minutes - Crradle Coast Authority A Rep presentatives Meeting - 28 8 August A 2014
ITEM 10.6
ATTTACHMENT [1 1]
PAGE 126 Report to Council meeting on 22 September 2014
11.0
CUSTOMERS AND COMMUNITY REPORTS
11.1
FINANCIAL ASSISTANCE WORKING GROUP
TO
COMMUNITY
ORGANISATIONS File: 11763 D340333
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
SUMMARY To present the minutes of the Financial Assistance to Community Organisations Working Group meeting held 5 September 2014, and endorse the group’s recommendations in relation to submissions under the 2014 -15 Financial Assistance Scheme.
BACKGROUND Under the Financial Assistance Policy the Council supports projects, programs and activities developed for the benefit of Devonport’s residents and visitors. Seven areas of assistance are available, three of which are the subject of this report: •
Community Small Grants – provides assistance of up to $3,000 to non-profit organisations to provide programs that enhance health and well-being, environmental sustainability, arts, culture and heritage. Includes activities to improve safety, undertake minor capital works, and purchase equipment.
•
Economic Development and Events Sponsorship – provides support for social, cultural, environmental, sport and recreational initiatives and events held in the Devonport Municipality that attract locals and visitors creating commercial benefits for the City. Three levels of funding is available; $3,000 for local events, $5,000 for regional/state events and over $5,000 for national/international events per year for up to three years.
•
Rate Remissions - provides a full or partial remission of the general rate for eligible non-profit organisations.
STATUTORY REQUIREMENT The Local Government Act 1993 Section 77 outlines Council’s requirements in regard to grants and benefits; (1)
A council may make a grant or provide a pecuniary benefit or a non-pecuniary benefit that is not a legal entitlement to any person, other than a councillor, for any purpose it considers appropriate. (1A) A benefit provided under subsection (1) may include – (a)
in-kind assistance; and
(b)
fully or partially reduced fees, rates or charges; and
(c)
remission of rates or charges under Part 9. ITEM 11.1
PAGE 127 Report to Council meeting on 22 September 2014
(2)
The details of any grant made or benefit provided are to be included in the annual report of the council.
The details of each grant will be reported in the 2014-15 Annual Report. Under Section 129 of the Local Government Act 1993 Council may grant a remission of all or part of any rates payable by the ratepayer or class of ratepayer. In accordance with the Act, Council resolved in 1997 (Min. 2190 refers) to consider part or full General Rate remissions to non-profit organisations that own property or are responsible for payment of rates. In March 2002, Council resolved (Min. 4541 refers) to include non-profit sporting organisations that own property or pay rates on leased property.
DISCUSSION Community Small Grants, Economic Development and Events Sponsorship, and Rate Remissions to non-profit organisations applications opened on 27 June 2014 and closed on 29 August 2014. The following applications were received: No Applications
Total Requests ($)
Budget Available ($)
15 11
35,405 60,500
10,000 26,000
Rate Remissions - Non-profit organisations
13
41,847
68,000
Total
39
137,752
104,000
Community Small Grants Economic Development/Events Assistance
Community Small Grants Applications Summary Funds Requested ($) Australian Red Youth Health and To support the delivery of 10 save-a3,000 Cross Society Wellbeing mate & Talk OUT Loud workshops to Devonport strengthen the capacity of young people to respond to challenges associated with alcohol and other drugs and mental health. Baptcare Karingal Karingal Men's Shed To expand our existing space to enable 4,840 all who come to move freely and safely when working on projects requiring the use of machinery. Also, to have sufficient space in which to socialise. This will target the male residents of Karingal / Orana and visitors sharing time and skills to expand our interests/activities. Child and Family Fine Food, Fine Facilitate 2 cooking sessions to be held 1,120 Centre East Lunchboxes during the Devonport Food and Wine Devonport Festival. The sessions will be (1) Fine Budget Cooking and (2) Healthy Lunchboxes. The sessions will be targeted towards low socio-economic families with an aim to enhance healthy living on a budget. Organisation
Project Title
Summary
ITEM 11.1
PAGE 128 Report to Council meeting on 22 September 2014
Organisation Choose Services
Project Title
Life Men's Health Forum - focusing on Mental Health
Delta Australia
Society Delta Therapy Dogs program and Classroom Canine program Devonport Provide essential Lapidary Club silver-smithing equipment and tuition sessions
Due to increased awareness of the lapidary club and its services, the club's executive and members have deemed it necessary to extend the current silver smithing facilities as soon as possible. The Computers and Tai Chi project will involve a 2hr ICT sessions to increase ICT skills, followed by a 1 hr Tai Chi session to relax the body and mind. These sessions will be held once a week for eight weeks. Our aim is to promote lifelong learning, health and wellbeing, increase uptake of technology - particularly in older members of the community. The Children's Crossing at Fenton Street has long been a concern for our school community. Our proposal is to pain a modern, confronting mural to raise driver's awareness of the Children's Crossing in Fenton Street (Concrete Retaining Wall). To construct a room specifically for the storage of files and historic records associated with the history of the Don River Railway. To provide child-care for parents wanting to study Certificate III in Community Services allowing participants to overcome this large barrier to their success. The event will consist of an educational film night with guest speakers; a guided snorkel with beachside BBQ lunch; and a photographic exhibition of Tasmania’s unique marine environment in a central Devonport venue. To provide the history of the activities/facilities of the DRC.
2,500
Mindful Awareness The aim is to enhance parent’s wellbeing Parenting (MAP) through the practice of mindfulness Workshop exercises and to encourage the
1,300
Devonport Online Computers and Tai Access Centre Chi
Devonport Primary Children's School Mural
Don River Railway
Crossing
Secure Archive and Records Store
Eastern Shore Kiddie Care Community House Studying Mums
Environment Tasmania
for
Devonport Marine Discovery Event
Lions Club City of History of Devonport Devonport Recreation Centre Mission Australia
Funds Requested ($) The event will include interactive 'stops' 900 including both social (clubs etc) and support information (particularly around mental health options). Current statistics clearly show that this target group is at the highest risk of suicide in our community. We also see that there is a gap in service delivery to this particular sector. Our aim is to purchase a projector and 695 screen to train new and existing volunteers. Summary
ITEM 11.1
3,000
2,500
2,485
2,565
3,000
2,500
PAGE 129 Report to Council meeting on 22 September 2014
Organisation
Munnew Centre Playgroup Tasmania Inc
Project Title
Summary
development of secure attachment relationships between parents and their children. The target group will be those parents with children in the 0-5 age group. Day Roaring Twenties Community event for 200-250 people. target audience is the Musical Celebration Our elderly/families of seniors who would love to interact and celebrate Seniors Week. Baby and Me Facilitated baby specific playgroup to Playgroup assist and support new parents. This group will support families during the transition into family life as well as promote the continued linkage with child health.
Total
Funds Requested ($)
2,000
3,000
35,405
Economic Development and Events Assistance Applications Summary Organisation
Project Title
Devonport Regatta
Apex Wood Chopping State Championships
Devonport Regatta
Apex Devonport Regatta
Devonport Athletic Club
Apex
Devonport Athletic Club Christmas Carnival
Years funding sought (1-3) For over 6 years the Annual 1 Devonport Regatta has played host to the prestigious State Championship Chopping Competition. This community project 1 provides affordable entertainment to a diverse range of ages and groups; it allows charities, service clubs and sporting clubs to come together for fundraising and promotes local entertainment to the masses. Promotes a healthy lifestyle 1 and provides the opportunity for local athletes, national and international athletes and cyclists plus junior athletes to perform in the big arena with a large spectator base. Last year the Carnival attracted nearly 500 athletes who competed in 158 Events held over the two days/nights which attracted over 9000 patrons. Summary
ITEM 11.1
Funds Requested ($) 5,000
3,000
8,000
PAGE 130 Report to Council meeting on 22 September 2014
Organisation
Project Title
Devonport Eisteddfod Society Inc
City of Devonport Eisteddfod
Devonport Lapidary Club
Jewellery, Gem & Mineral Fair
Devonport Surf Devonport Pub to Life Saving Club Club
Mersey Valley Mersey Valley Devonport Women's National Cycling Club Road Series and U19 Selection Races
Parkrun
Parkrun
PGA
Tasmanian Open
Senior
Years funding sought (1-3) 3 The society conducts competitions for all ages in the following areas: Speech & Drama, Dance, Vocal, Choral, Instrumental and Brass Band. Devonport Lapidary Club 3 volunteers, coordinate and stage a non-sponsored, 2 day event in the Devonport municipality, showcasing jewellery, gems and minerals from Tasmania, Australia and overseas. We are conducting 1 numerous open water swims culminating in the 2km Pub to Club swim. The event is open to all members of the public and looks likely to be included in a newly formed statewide series for next year. 3 Our club hosts a round of the Cycling Australia Subaru Women's National Road Series and Under 19 World Championship Selection races for Under 19 Men and Women. Our club applies to host these events to give our local athletes a competitive edge for at least one round of the series and at the same time we have an opportunity to promote our sport to the wider community as a healthy activity. Devonport Parkrun aims to 1 provide a free, weekly, timed running event to Devonport; would be open to people of all standards and ages, both as volunteers and as runners. Professional Golf Players will 1 be attracted to play from around Australia and possibly internationally, thus Summary
ITEM 11.1
Funds Requested ($) 16,500
2,000
3,000
3,000
2,000
5,000
PAGE 131 Report to Council meeting on 22 September 2014
Organisation
Project Title
Summary
Years funding sought (1-3)
Funds Requested ($)
putting Devonport on the golfing map. Rotary Club Devonport
of Devonport Expo
Food Devonport Food Expo at Devonport Showgrounds as part of Devonport Food and Wine Festival. Target is families with focus on health and food education. Motor The motor show provides funds for Rotary projects and has become a significant part of the Devonport Events calendar, attracing visitors to Devonport and showcasing the city's waterfront area.
Rotary Club of Devonport Devonport North Show Inc
1
$3,000
3
10,000
Total
60,500
General Rate Remission to Non-profit Organisations Application Summary Organisation
Property Address
General Rate Value ($) 5,000.00
Devonport Agricultural and Pastoral Society
86A Gunn Street DEVONPORT
Devonport Girl Guides
56a Forbes Street DEVONPORT
1,256.45
Devonport Tennis Club
Eugene Street DEVONPORT
4,019.75
Don Railway
24 Forth Road DON
East Devonport Tennis Club
48-50 Wright Street EAST DEVONPORT
Family Based Care Association North West
70 Oldaker Street DEVONPORT
-
GC Services Incorporated
62 Tarleton Street EAST DEVONPORT
-
Housing Choices Tasmania
5 Steele Street DEVONPORT
-
Mersey Community Care
167 Steele Street DEVONPORT
1,955.56
Mersey District Scout Association
342 Pumping Station Road FORTH
3,693.83
Mersey Rowing Club
52 River Road AMBLESIDE
1,466.67
Scout Association (Tasmanian Branch)
of
10,418.77 962.39
Australia
96 Mersey Main Road SPREYTON
869.14
Scouts Australia Tasmania Branch City of Devonport Scout Group
11A Addison Street DEVONPORT
1,086.42
Total
30,728.98
ITEM 11.1
PAGE 132 Report to Council meeting on 22 September 2014
Applications Assessment The Working Group of Aldermen appointed by Council to assess the applications recommends 9 Community Small Grant applications, 6 Economic Development and Events Sponsorship applications and 11 General Rate Remissions to Non-profit organisations applications. In addition the Group recommends one application receives in-kind support.
COMMUNITY ENGAGEMENT The Financial Assistance Scheme provides an avenue for a range of organisations to increase community involvement in activities and events.
FINANCIAL IMPLICATIONS Recommended applications total $103,787 which is within the 2014/15 budget allocation for community small grants, economic development and events sponsorship and community rate remissions of $104,000. The total budget for Community Financial Assistance being $294,437 includes funds for the sports development program, partnership agreements, donations, and internal costs.
RISK IMPLICATIONS There is a risk that organisations which have applied and been unsuccessful may be critical of the Council’s decision in relation to the allocation of grants.
CONCLUSION The total value of Community Small Grants, Economic Development and Events Sponsorship, and Rate Remissions to Non-profit Organisations applications received amounted to $137,752. The Financial Assistance to Community Organisations Working Group recommends 26 applicants receive funding totalling $69,963.98 with one applicant to receive in-kind support.
ATTACHMENTS 1.
Unconfirmed Minutes of the Financial Assistance Working Group - 5 September 2014
RECOMMENDATION That Council: 1.
receive the unconfirmed minutes of the Financial Assistance to Community Organisations Working Group held 5 September 2014; and
2.
in line with the recommendations of the Financial Assistance to Community Organisations Working Group approve the following Community Small Grants, Economic Development and Events Assistance Grants and General Rate Remissions to Non-profit Organisations Grants as listed:
ITEM 11.1
PAGE 133 Report to Council meeting on 22 September 2014
Community Small Grants Fund Amount ($)
Conditions / Comments
Organisation
Project Title
Australian Red Cross Society
Youth Health and Wellbeing Devonport
Baptcare Karingal
Karingal Men's Shed
Child and Family Centre East Devonport
Fine Food, Fine Lunchboxes
Choose Services
Life
Men's Health Forum - focusing on Mental Health
900
Delta Australia
Society
Delta Therapy Dogs program and Classroom Canine program
350
As per Policy fund 50% equipment costs
Devonport Lapidary Club
Provide essential smithing equipment tuition sessions
750
Safety equipment only
Devonport Online Access Centre
Computers and Tai Chi
-
Devonport Primary School
Children's Crossing Mural
-
Don River Railway
Secure Archive and Records Store
1,500
Eastern Shore Community House
Kiddie Mums
Studying
2,565
Environment Tasmania
Devonport Marine Discovery Event
3,000
Lions Club City of Devonport
History of Devonport Recreation Centre (DRC)
-
Mission Australia
Mindful Awareness Parenting (MAP) Workshop
1,050
Munnew Centre
Roaring Twenties Celebration
Playgroup Tasmania Inc
Day
Care
for
2,000
Contribution towards training facilitator costs
-
silverand
Musical
Baby and Me Playgroup
Total
1,120
13,235
ITEM 11.1
Excludes catering
PAGE 134 Report to Council meeting on 22 September 2014
Economic Development and Events Assistance Organisation
Fund Amount ($)
Project Title
Conditions / Comments
Devonport Regatta
Apex
Devonport Apex Regatta
-
Not eligible - failed to acquit 2013/14 grant
Devonport Regatta
Apex
Wood Chopping Championships
State
-
Not eligible - failed to acquit 2013/14 grant
Devonport Athletic Club
Devonport Athletic Christmas Carnival
Club
4,000
Devonport Eisteddfod Society Inc
City of Devonport Eisteddfod
Devonport Lapidary Club
Jewellery, Gem & Mineral Fair
Devonport Surf Life Saving Club
Devonport Pub to Club
1,000
Mersey Valley Devonport Cycling Club
Mersey Valley Women's National Road Series and U19 Selection Races
1,500
Parkrun
Parkrun
PGA
Tasmanian Senior Open
2,000
Devonport Food Expo
1,000
Rotary Club Devonport
of
Rotary Club of Devonport North Inc
16,500
Fund one 2015/16 including budget
year only, consider in DECC
-
Fund for 3 years - 2014/15 $1,500, 2015/16 $1,000, 2016/17 $500
-
Devonport Motor Show
Total
-
In kind only - equipment, design and printing of event program and people’s choice entry forms, digital promotion
26,000
General Rate Remission to Non-profit Organisations Organisation
Property Location
Recommended General Rate Remission $
Devonport Agricultural and Pastoral Society
86A Gunn Street DEVONPORT
5,000.00
Devonport Girl Guides
56a Forbes Street DEVONPORT
1,256.45
Devonport Tennis Club
Eugene Street DEVONPORT
4,019.75
Don Railway
24 Forth Road DON
10,418.77
East Devonport Tennis Club
48-50 Wright Street EAST DEVONPORT
ITEM 11.1
962.39
PAGE 135 Report to Council meeting on 22 September 2014
Organisation
Property Location
Recommended General Rate Remission $
Family Based Care Association North West
70 Oldaker Street DEVONPORT
-
GC Services Incorporated
62 Tarleton Street EAST DEVONPORT
-
Housing Choices Tasmania
5 Steele Street DEVONPORT
-
Mersey Community Care
167 Steele Street DEVONPORT
1,955.56
Mersey District Association
342 Pumping Station Road FORTH
3,693.83
Mersey Rowing Club
52 River Road AMBLESIDE
1,466.67
Scout Association of Australia (Tasmanian Branch)
96 Mersey Main Road SPREYTON
Scouts Australia Tasmania Branch - City of Devonport Scout Group
11A Addison Street DEVONPORT
Scout
Total
Author: Position:
869.14 1,086.42
30,728.98
Carol Bryant Sustainable Communities Manager
Endorsed By: Position: Services
ITEM 11.1
Evonne Ewins Executive Manager
Community
PAGE 136 Unconfirmed Minutes of the Financial Assistance Working Group - 5 September 2014
ATTACHMENT [1]
MINUTES OF THE FINANCIAL ASSISTANCE WORKING GROUP HELD IN THE COUNCIL COMMITTEE ROOMS ON FRIDAY 5 SEPTEMBER 2014 COMMENCING AT 3.30PM PRESENT Mayor Steve Martin Ald Justine Keay Ald Grant Goodwin Council Officers Carol Bryant
Sustainable Communities Manager
APOLOGIES Ald Graham Kent 1.0
CONFIRMATION OF MINUTES The Working Group recommends to Council that the previous minutes of the meeting held 4 February 2014 be received and noted. Ald Keay/Ald Goodwin CARRIED
2.0
DECLARATION OF CONFLICTS OF INTEREST Nil
3.0
GENERAL BUSINESS 3.1
Community Small Grant Applications Fifteen applications were received for Community Small Grants totaling $35,405. All applications were considered by the Working Group and the following initiatives highlighted are recommended to Council to receive support. Ald Keay/Ald Goodwin CARRIED
Organisation
Project title
Amount Requested ($) 3,000
Fund Amount ($) 2,000
Conditions / Comments
Australian Red Cross Society
Youth Health and Wellbeing - Devonport
Baptcare Karingal
Karingal Men's Shed
4,840
-
Child and Family Centre - East Devonport
Fine Food, Fine Lunchboxes
1,120
1,120
Choose Life Services
Men's Health Forum focusing on Mental Health
900
900
Delta Society Australia
Delta Therapy Dogs program and Classroom Canine program Provide essential silversmithing equipment and tuition sessions
695
350
As per Policy fund 50% equipment costs
2,500
750
Safety equipment only
Devonport Lapidary Club
ITEM 11.1
Contribution towards training facilitator costs
PAGE 137 Unconfirmed Minutes of the Financial Assistance Working Group - 5 September 2014
Organisation
Amount Requested ($) 3,000
Project title
ATTACHMENT [1]
Fund Amount ($)
Conditions / Comments
Devonport Online Access Centre
Computers and Tai Chi
Devonport Primary School
Children's Crossing Mural
2,500
-
Don River Railway
Secure Archive and Records Store
2,485
1,500
Eastern Shore Community House Environment Tasmania
Kiddie Care for Studying Mums
2,565
2,565
Devonport Marine Discovery Event
3,000
3,000
Lions Club City of Devonport
History of Devonport Recreation Centre (DRC)
2,500
-
Mission Australia
Mindful Awareness Parenting (MAP) Workshop
1,300
1,050
Munnew Day Centre
Roaring Twenties Musical Celebration
2,000
-
Playgroup Tasmania Inc
Baby and Me Playgroup
3,000
-
35,405
13,235
Total
3.2
-
Excludes catering
Economic Development and Events Sponsorship Applications Eleven Economic Development and Events Sponsorship applications were received totaling $54,500. All applications were considered by the Working Group and the following initiatives highlighted are recommended to Council to receive support. Ald Goodwin/Ald Keay CARRIED
Organisation
Amount Requested ($)
Project title
Fund Amount ($)
Conditions / Comments
Devonport Apex Regatta
Devonport Apex Regatta
3,000
-
Not eligible - failed to acquit 2013/14 grant
Devonport Apex Regatta
Wood Chopping State Championships
5,000
-
Not eligible - failed to acquit 2013/14 grant
Devonport Athletic Club
Devonport Athletic Club Christmas Carnival
8,000
4,000
Devonport Eisteddfod Society Inc
City of Devonport Eisteddfod
16,500
16,500
Devonport Lapidary Club
Jewellery, Gem & Mineral Fair
2,000
-
Devonport Surf Life Saving Club
Devonport Pub to Club
3,000
1,000
ITEM 11.1
Fund one year only, 2015/16 consider including in DECC budget
PAGE 138 Unconfirmed Minutes of the Financial Assistance Working Group - 5 September 2014
Organisation
ATTACHMENT [1]
Amount Requested ($)
Project title
Fund Amount ($)
Conditions / Comments
Mersey Valley Devonport Cycling Club
Mersey Valley Women's National Road Series and U19 Selection Races
3,000
1,500
Parkrun
Parkrun
2,000
-
PGA
Tasmanian Senior Open
5,000
2,000
Rotary Club of Devonport
Devonport Food Expo
3,000
1,000
Rotary Club of Devonport North Inc
Devonport Motor Show
10,000
-
60,500
26,000
Total
3.3
Fund for 3 years 2014/15 $1,500, 2015/16 $1,000, 2016/17 $500
In kind only equipment, design and printing of event program and people’s choice entry forms, digital promotion
Rate Remission Applications from Non-profit Organisations Thirteen non-profit organisations submitted applications to receive a remission of the General Rate. The latest operating surplus/(deficit) figures, bank balances, general rate value and recommended remissions are listed below in respect of each applicant. The Working Group recommends the following general rate remissions be applied. Ald Goodwin/Ald Keay CARRIED
Organisation
Property Location
Devonport Agricultural and Pastoral Society
86A Gunn Street DEVONPORT
Devonport Girl Guides
56a Forbes Street DEVONPORT
Devonport Tennis Club
Operating Surplus/ (Deficit) $ 2012/13 240,680
Cash in Bank $ 2012/13
Generate Rate $
Recommended General Rate Remission $
18,601
$6,953.09
5,000.00
(145.97)
8,050
$1,256.45
1,256.45
Eugene Street DEVONPORT
(5,510)
9,179
$4,019.75
4,019.75
Don Railway
24 Forth Road DON
22,670
72,487
$10,418.77
10,418.77
East Devonport Tennis Club
48-50 Wright Street EAST DEVONPORT
192.40
6,385.60
$962.39
962.39
Family Based Care Association North West
70 Oldaker Street DEVONPORT
57,806
3,253,222
$2,177.99
-
GC Services Incorporated
62 Tarleton Street EAST DEVONPORT
87,311
263,064
$1,412.35
-
ITEM 11.1
PAGE 139 Unconfirmed Minutes of the Financial Assistance Working Group - 5 September 2014
Organisation
Property Location
Housing Choices Tasmania
5 Steele Street DEVONPORT
Mersey Community Care
167 Steele Street DEVONPORT
Mersey District Scout Association
342 Pumping Station Road FORTH
Mersey Rowing Club
52 River Road AMBLESIDE
Scout Association of Australia (Tasmanian Branch)
96 Mersey Main Road SPREYTON
Scouts Australia Tasmania Branch City of Devonport Scout Group Total
11A Addison Street DEVONPORT
Operating Surplus/ (Deficit) $ 2012/13 471,320
ATTACHMENT [1]
Cash in Bank $ 2012/13
Generate Rate $
Recommended General Rate Remission $
750,279
$5,575.05
-
37,974
315,838
$1,955.56
1,955.56
(3,192)
16,223
$3,693.83
3,693.83
6,259
15,779
$1,466.67
1,466.67
(1,651)
-
$869.14
869.14
857
3,812
$1,086.42
1,086.42
$41,847.46
30,728.98
4.0
OTHER BUSINESS Two items relating to request for rate remissions from industry were discussed confidentially.
5.0
NEXT MEETING To be advised.
Meeting closed 5.00pm
ITEM 11.1
PAGE 140 Report to Council meeting on 22 September 2014
11.2
DEVONPORT BASKETBALL COUNCIL - LEASE FEES AND CHARGES File: 26555 D340948
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.1.1
Provide sport, recreation and leisure facilities and programs to meet the needs of the community
SUMMARY This report is to seeks direction from Council in relation to the fees and charges imposed on the Devonport Basketball Council (DBC) for the lease of the canteen and clubroom/bar facilities at the Devonport Stadium. The report also seeks Council decision in regard to the relocation of the DBC office from the cottage at 30 Forbes Street to the Table Tennis Building.
BACKGROUND In August 2013 Devonport City Council received correspondence from the Devonport Basketball Council (DBC) regarding the increase to the rental charges for clubroom/bar and canteen at the Basketball Stadium the 2013/14 financial year. The annual fees and charges for the 2013/14 financial year for the clubroom/bar was $2,600, an increase of $1950 on the previous year and the canteen $3,000, an increase of $500. The DBC wrote to Council concerned by the significant increase in the clubrooms/bar. The club outlined that the increase in rental charges were excessive, and requested that no increase in rental charges for the clubroom/bar be imposed. No specific request was made regarding the canteen charges. Council Officers met with representatives of the DBC, and notified the DBC in November 2013 (Attachment 1) that the fees and charges would be investigated, and the fees frozen until a resolution and decision made. Council Officers have been in regular contact with the DBC, and Council received further correspondence on the 9 July 2014, and also on 4 August 2014 regarding the 2014/15 annual fees and charges, and concerns regarding the status of the office that the Cub rents from Council. The (DBC) currently leases a Council facility (former house) at 30 Forbes Street, Devonport as their office. The house is in disrepair and negotiations have been ongoing between the DBC and Council to relocate them to agreed areas within the Devonport Recreation Centre. The current office leased by the Devonport Basketball Council has been deemed unsuitable by Council’s building and health departments. A building report from Bullock Consulting recommended that the premises be vacated. The report indicated that there are no elements that pose a health risk immediately, but it is recommended an alternative location be investigated. (Attachment 2) The current lease agreement with the DBC for the office space is due for renewal, and a draft lease has been prepared. The lease has been required to be amended due to the issues associated with the state of the current office space. ITEM 11.2
PAGE 141 Report to Council meeting on 22 September 2014
The rental charges for the proposed new offices were notified to the club as $125 per week + GST. The proposed area to be leased includes office space, gym, meeting room + adjoining store/kitchen. DCC will continue to administer the bookings for the meeting Room. The DBC will be given priority for the use of the meeting room and DCC will work with the DBC to ensure all user groups can access the room as and when required. The rental charge for the current office occupied by the DBC is $70 (+GST) per week. The rental charges also include an equipped gym. The gym equipment was not identified as suitable by Belgravia Leisure during the transition of the weights gym from the Recreation Centre to Splash Aquatic Centre in December 2013. The equipment has been included in the lease on the request of the DBC, to assist it in the establishment of a high performance centre specifically for basketball. The rationale to include the gym equipment was based upon a greater perceived benefit to the DBC compared to the dollar amount that would be generated if the gym equipment was sold at auction. The lease of the office and the charges for the bar/clubrooms was recently discussed by Alderman at a workshop. This report has been prepared to allow Council to now formally consider this issue.
STATUTORY REQUIREMENTS There are no specific statutory requirements that apply in relation to the requests from the DBC.
DISCUSSION The annual fees and charges for the 2013/14 financial year for the clubrooms was set at $2,600, an increase from $650 in the previous year, and the canteen $3,000, an increase from $2,500, in 2012/13. To date following an approach from the DBC in August 2013 the fees increases have not been actioned and the DBC continue to pay at the previous rate of $650 for the bar/clubroom and $2,500 for the canteen. The clubroom/bar rental charge of $2,600 equates to a cost of $50 per week. The increase from $650 per annum or a weekly charge of $12.50 to $50 per week has been based upon investigation and research into rental charges associated with similar sporting facility clubrooms and bars across the North West region, and across the State. Council has not increased the rental fees and charges for the clubroom/bar in the last 5 years, and although the increase is significant, the rental charge of $12.50 per week is not a true reflection of market rates or costs. The canteen rental charges increasing from $2,600 to $3,000 equated to a $7 increase per week although as noted this increase has not been charged as a result of ongoing discussions between Council and the DBC. Council through Sports Marketing Australia have financially incurred costs associated with the attraction of sporting events to the Devonport Stadium that will provide financial benefit directly to the DBC. Council has secured the right to host 3 basketball events at the Devonport stadium, in the 2014/15 financial year. The events have been sourced through Sports Marketing Australia, and the DBC do not contribute financially to secure these events. The events secured include:
Basketball Tasmania State U/12 championships Aug 2014 Basketball Tasmania pre-season Classic March 2015 Basketball Tasmania June Long weekend June 2015
ITEM 11.2
PAGE 142 Report to Council meeting on 22 September 2014
Each event is expected to attract in the vicinity of 1,000 people to the venue. Based upon a conservative economic formula (dollar spend projection of the people attending, and a profit margin in line with market rates) it can be expected these events alone are likely to generate significant income for the DBC. In conjunction with these events, the DBC also has the ability to generate income from;
Senior NWBU games Monday night social roster Junior Inter town games (U/12, 14, 16,18 girls and boys) High school roster Primary school roster Trade shows and exhibitions Private functions Additional tournaments
The relocation of the Devonport Basketball Council (DBC) office from 30 Forbes Street to the main office in the Table Tennis Building will form part of revised lease with the DBC. The rental charge proposed is $125.00 (+ GST) per week for the office, gym, meeting room and the adjoining store/kitchen. DCC will continue to administer the bookings for the meeting room. The DBC will be given priority for the use of the meeting room and DCC will work with the DBC to ensure all user groups can access the room as and when required. The DBC have also requested assistance from Council for their relocation to the new office accommodation including the moving of a heat pump from the current office to the bar/clubroom area, Council IT staff to relocate and recommission their IT network, relocation of their phone lines, leaving the office furniture in situ and reduced rental for the first two years of the lease.
COMMUNITY ENGAGEMENT Consultation and discussions have been held at length with the DBC and the Devonport Recreation Centre Special Committee regarding the relocation of the DBC, and the annual fees and charges.
FINANCIAL IMPLICATIONS No provision has been made in the operational budget for a reduction in rent for the canteen and bar. The increases, although determined by Council for the 2013/14 financial year have not been imposed on the DBC. It is recommended that any decision by Council should only be effective from the date the decision is made.
RISK IMPLICATIONS
Contractual/Legal A new lease has been prepared for the relocation of the DBC; awaiting confirmation from Council in regards to the weekly rental charge.
Financial Subsidising rent, fees and charges will encourage other sporting organisations to investigate and request similar arrangements.
CONCLUSION The current fees and charges as outlined and endorsed by Council in the 2014/15 fees and charges schedule for the Devonport Warriors Bar ($2,600) and the Devonport Warriors Canteen ($3,000) represent a better reflection of market rates associated with similar ITEM 11.2
PAGE 143 Report to Council meeting on 22 September 2014
facilities in other sporting precincts and grounds. The ability for the DBC to generate additional revenue, and benefit directly from events secured by Council provides a solid base financial platform for the Club. The rental charges proposed in the draft lease for office space, meeting room, gym and storage area is seen as reasonable considering what the club will have access to compared with the current accommodation at 30 Forbes Street. Two options have been provided within the recommendation section for the consideration of Council. If there is a desire by Council to provide reduced rentals to those included within the recommendation/s these amounts could be substituted in any motion that is presented.
ATTACHMENTS 1.
Letter to Devonport Basketball Council Re Devonport Recreation Centre Fees and Charges
2.
Bullock Consulting Report on 30 Forbes Street and Council Safety Officer Report on 30 Forbes Street
RECOMMENDATION OPTION 1 That Council in relation to the provision of facilities for the use of the Devonport Basketball Council determine: (a)
the following charges will apply effective from 1 October 2014: Lease Area
(b)
Annual Rental (including GST)
Weekly Rental (ex GST)
Devonport Warriors Bar
$2,600
$50.00
Devonport Warriors Canteen
$3,000
$52.69
Office Space including access to the gym, meeting room and store/kitchen (3 year lease based on “as is where is�)
$7,150
$137.50
all costs associated with the relocation is to be met by the Devonport Basketball Council with no additional assistance provided by Council.
OPTION 2 That Council in relation to the provision of facilities for the use of the Devonport Basketball Council determine: (a)
the following charges will apply effective from 1 October 2014: Lease Area
Annual Rental (including GST)
Weekly Rental (ex GST)
Devonport Warriors Bar
$2,600
$50.00
Devonport Warriors Canteen
$3,000
$52.69
ITEM 11.2
PAGE 144 Report to Council meeting on 22 September 2014
(b)
following relocation from their current office accommodation at 30 Forbes Street, to the former Recreation Centre office (including access to the gym, meeting room and adjoining store/kitchen on an “as is where is” basis) a three year lease agreement be entered into with the following weekly rental (inclusive of GST):
(c)
Year 1 - $80 Year 2 - $105 Year 3 - $125
all costs associated with the relocation is to be met by the Devonport Basketball Council with no additional assistance provided by Council.
Author: Position:
Stuart Jones Marketing, Tourism Manager
&
Recreation
Endorsed By: Position:
ITEM 11.2
Evonne Ewins Executive Manager Services
Community
P PAGE 145 Letter L to Devo onport Baske etball Council Re Devonpo ort Recreatio on Centre Fee es and a Charges
ITEM 11.2
ATTTACHMENT [1 1]
P PAGE 146 Bullock B Consulting Reportt on 30 Forbes Street and Council Safe ety Officer Report R on 30 Forbes Streett
ITEM 11.2
ATTTACHMENT [2 2]
P PAGE 147 Bullock B Consulting Reportt on 30 Forbes Street and Council Safe ety Officer Report R on 30 Forbes Streett
ITEM 11.2
ATTTACHMENT [2 2]
PAGE 148 Report to Council meeting on 22 September 2014
12.0
TECHNICAL AND FINANCE REPORTS
12.1
PAYL - SUPPLY & INSTALL ACCESS CONTROL EQUIPMENT CONTRACT 1275 File: 29371 D339957
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, bike paths and car parks to appropriate standards
SUMMARY To award contract 1275 for the supply and installation of access control equipment to convert the Best Street Car Park to a pay as you leave (PAYL) facility.
BACKGROUND This report considers the tenders received for the equipment required for PAYL. The changes to the existing infrastructure including installation of electrical, fibre optic, CCTV cameras, traffic islands, line marking, lighting and bollards are programmed to be completed by Council’s internal workforce. A drawing detailing the proposed layout for the converted car park was presented at the Infrastructure and Works Committee Meeting held on 8 September, 2014. Since then the drawings have been displayed in the Aldermen’s lounge at Council’s Best Street Offices. The concept is for the current entrance in Best Street to be blocked off with removable bollards (for access during event when Formby Road is closed) and for all access to the car park to be via a new duel access off Formby Road. The exit from the carpark will still be back onto Formby Road, generally in the existing location. The requirements of the access control equipment detailed in the tender were as follows:
Dual entry access – including ticket collection and boom gate Payment station – including credit card facility Single exit – including ticket swipe point, boom gate and credit card facility
Previous reports to Council regarding PAYL have detailed the financial implication of converting to a PAYL payment system.
STATUTORY REQUIREMENTS Council is required to comply with Section 333 of the Local Government Act 1993 and its adopted Code for Tenders and Contracts when considering awarding tenders over the prescribed amount of $100,000. Although Council’s Infrastructure and Works Committee have delegated authority to award contracts over $100,000 their next meeting is not until 6 October and with a twelve week delivery timeframe it was considered important to award the contract as soon as possible, therefore this report is being presented direct to Council.
ITEM 12.1
PAGE 149 Report to Council meeting on 22 September 2014
DISCUSSION A Tender Planning and Evaluation Committee was formed to evaluate tenders received. The Tender Planning and Evaluation Committee minutes have been provided as a confidential attachment. Tender documents were accessed by fourteen companies, only two tenders were received and one of those tenders was deemed to be non-conforming due to not being submitted by the nominated closing time. The following table summarises the tenders received: No.
Tender
Status
Tender Price excluding GST
1
TMA Tech Pty Ltd
Conforming
$105,150
2
Designa Sabar
Non-conforming (2 hours late)
$122,039
The Tender Planning and Evaluation Committee therefore considered the TMA Tech tender against each of the selection criteria:
Relevant Experience Quality, Safety and Environmental Management Technical Specification Price
The evaluation by the Committee indicates that the TMA Tech Tender scored high in all criteria and so offers Council value for money whilst also providing a high quality PAYL solution. In addition to the works included in contract 1275, there are additional project costs for design, project management, infrastructure modifications and administration. The TMA Tender details a twelve week delivery time from placement of order. Whilst the access control equipment is being produced, designs for the car park layout will be finalised. Taking Christmas shop trading into consideration, it is anticipated that alterations to the existing infrastructure will be carried out in January 2015 and the new access control equipment installed early February.
COMMUNITY ENGAGEMENT A public advertisement calling for tenders was placed in the Advocate Newspaper on 9 September 2014 and tenders were also advertised on Council’s web site.
FINANCIAL IMPLICATIONS The 2014/15 capital expenditure budget for the ‘PAYL Conversion – Best Street Car Park’ project is $300,000. The tender received from TMA Tech is for $105,150 plus options for a total of $111,750 ex GST. The remaining budget will be utilised to complete to required changes to the existing infrastructure. The breakdown of the budget for the ‘PAYL Conversion – Best Street Car Park’ Project is summarised in table 2.
ITEM 12.1
PAGE 150 Report to Council meeting on 22 September 2014
Table 2 Summary No. 1
Tender
Tender Price excluding GST
Contract Price
$105,150.00
PAYL Options Required : Transponder passcard reader
$2,595
Phone card reader
$2,850
3 x straight arm
$1,155 TOTAL - CONTRACT 1275
$111,750
2
Project Management/administration and contingency
$15,000
3
Computer Link to Best Street Offices (provisional sum)
$5,000
4
Infrastructure changes associated with converting the Best Street Car Park to PAYL. Including installation of electrical, fibre optic, CCTV cameras, traffic islands, line marking, lighting and bollards (provisional sum)
$168,250
Approved Capital Works budget
$300,000
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 Work Health and Safety
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.
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 Tender Planning and Evaluation Committee has determined that TMA Tech Pty Ltd meets Council’s requirements and is therefore most likely to offer “best value” in relation to Contract 1275.
ITEM 12.1
PAGE 151 Report to Council meeting on 22 September 2014
ATTACHMENTS 1.
CT0103 PAYL Evaluation Committee Minutes Signed
Confidential
RECOMMENDATION That Council in relation to contract 1275 – Supply & Install Access Control Equipment: a)
award the contract for the Supply and Installation of Access Control Equipment to TMA Tech Pty Ltd for the tendered sum including options of $111,750 (ex GST);
b)
note that design, project management and administration costs for this project is estimated at $15,000;
c)
note that the computer link to the Best Street Offices is estimated at $5,000; and
d)
note that the total capital works budget for the ‘PAYL Conversion – Best Street Car Park’ project is $300,000 (ex GST) and that the remaining budget will be utilised to make the required infrastructure changes to the existing Best Street Carpark.
Author: Position:
Shannon Eade Project Management Officer
Endorsed By: Position:
ITEM 12.1
Matthew Atkins Deputy General Manager
PAGE 152 Report to Council meeting on 22 September 2014
12.2
TASMANIAN GOVERNMENT POSITION PAPER ON REFORMING TASMANIA'S PLANNING SYSTEM File: 29885 D340834
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.2
Provide high quality, consistent and responsive development assessment and compliance processes
SUMMARY This report provides a summary of proposed Planning Reforms set out in a Position Paper released by the Tasmanian Government in August 2014.
BACKGROUND The current State Government during the 2014 election campaign put forward a platform for reform of the Tasmanian planning framework. There will be a number of stages in the reform process with the ultimate goal being a single Statewide Planning Scheme. Shortly after the election a Planning Reform Taskforce was established and in late August 2014 a Position Paper was published for consultation with local government and other stakeholders. The stated aim of the reforms are to provide a planning system that is fairer, faster, cheaper and simpler for all Tasmanians.
STATUTORY REQUIREMENTS If the proposed reforms are introduced there will be amendments to both the Land Use Planning and Approvals Act 1993 and the Local Government (Building and Miscellaneous Provisions) Act 1993.
DISCUSSION The first step in the reform process will be the introduction of a Land Use Planning and Approvals Amendment Bill apparently during the Spring session of Parliament. The Bill will propose changes to the existing legislative requirement for finalising Interim Planning Schemes. The Position Paper acknowledges that if a hearing is required about each of the representations made about Interim Planning Schemes during the exhibition period it may take up to four years to finalise those schemes across the State It is also proposed to amend the Local Government (Building and Miscellaneous Provisions) Act 1993 to allow planning schemes to determine where a subdivision development may be discretionary or permitted rather than being deemed as discretionary in all circumstances. A further amendment will facilitate required amendments to planning schemes by removing the current dispensation application process. Transitional provisions will protect the interests of a person who has already made such an application. In summary the following changes to the Land Use Planning and Approvals Act 1993 are proposed: ITEM 12.2
PAGE 153 Report to Council meeting on 22 September 2014
a shorter assessment timeframe of 21 days for permitted use and development;
a higher $600 appeal fee for certain third parties on discretionary permits;
allowing interim planning directives to replace or revoke existing planning directives to deal with urgent planning matters;
allowing councils to extend a permit for an additional 2 years;
providing copyright and indemnity protection for making data on planning schemes available online;
extending the provision for the reconstruction of accidentally destroyed buildings and works to include conforming uses; and
clearer provisions for where minor amendments to permits can occur.
Copies of the position paper and four planning reform fact sheets are provided in the attachments.
COMMUNITY ENGAGEMENT Consultation on the planning reform process is the responsibility of the State Government. This position paper provides an opportunity for comment by interested parties. From a local government perspective it is proposed that a consolidated response will be provided by the Local Government Association of Tasmania following discussion forums with members.
FINANCIAL IMPLICATIONS There are no financial implications.
RISK IMPLICATIONS This position paper is a State Government initiative to introduce its policies on planning reform. There are no obvious risks to Council.
CONCLUSION This is stage one of the State Government’s proposed reform of the Tasmanian Planning system. The main thrust of this first stage is to see all Interim Planning Schemes finalised by mid2015. It is understood that those Interim Planning Schemes will then form the basis of the intended single Statewide Planning Scheme. The position paper contains a series of general statements, none of which gives the exact details of the proposed changes. That detail will become apparent when the Draft Bill becomes available.
ATTACHMENTS 1.
Position Paper on Planning Reforms
2.
Fact Sheets on Planning Reform
ITEM 12.2
PAGE 154 Report to Council meeting on 22 September 2014
RECOMMENDATION That Council receive the report by the Development and Health Services Manager, and note the proposals contained in the Position Paper “Reforming Tasmania’s Planning System”.
Author: Position:
Brian May Development Manager
and
Health
Services
Endorsed By: Position:
ITEM 12.2
Matthew Atkins Deputy General Manager
P AGE 155 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 156 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 157 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 158 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 159 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 160 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 161 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 162 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 163 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 164 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 165 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 166 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 167 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 168 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 169 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 170 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 171 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 172 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 173 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 174 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 175 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 176 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 177 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 178 Position P Pape er on Planning g Reforms
ATTTACHMENT [1 1]
ITEM 12.2
P AGE 179 Fact F Sheets on Planning Reform
ATTTACHMENT [2 2]
ITEM 12.2
P AGE 180 Fact F Sheets on Planning Reform
ATTTACHMENT [2 2]
ITEM 12.2
P AGE 181 Fact F Sheets on Planning Reform
ATTTACHMENT [2 2]
ITEM 12.2
P AGE 182 Fact F Sheets on Planning Reform
ATTTACHMENT [2 2]
ITEM 12.2
P AGE 183 Fact F Sheets on Planning Reform
ATTTACHMENT [2 2]
ITEM 12.2
P AGE 184 Fact F Sheets on Planning Reform
ATTTACHMENT [2 2]
ITEM 12.2
P AGE 185 Fact F Sheets on Planning Reform
ATTTACHMENT [2 2]
ITEM 12.2
P AGE 186 Fact F Sheets on Planning Reform
ATTTACHMENT [2 2]
ITEM 12.2
PAGE 187
CLOSURE There being no further business the Mayor declared the meeting closed at
pm.