NOTICE OF MEETING Notice is hereby given that an Ordinary Meeting of the Devonport City Council will be held in The Council Chambers, on Monday 27 May 2013; commencing at 6.00pm with the Confidential Items. The meeting will be open to the public at 7.15pm. A Notice of the meeting was published in The Advocate Newspaper on 22 May 2013. Council Minutes can be found on Council’s website www.devonport.tas.gov.au QUALIFIED PERSONS ADVICE ETC. I certify that with respect to all advice, information or recommendation provided to the Council in or with this agenda: i.
the advice, information or recommendation is given by a person who has the qualifications or experience necessary to give such advice, information or recommendation; and
ii.
where any advice is directly given by a person who does not have the required qualifications or experience that person has obtained and taken into account in that person’s general advice the advice from an appropriately qualified or experienced person.
Ian McCallum GENERAL MANAGER
AGENDA FOR A MEETING OF DEVONPORT CITY COUNCIL TO BE HELD ON MONDAY 27 MAY 2013 AT THE COUNCIL CHAMBERS COMMENCING AT 6.00PM Item
1.0 2.0
Page No.
APOLOGIES LEAVE OF ABSENCE Ald Cole
3.0
DECLARATIONS OF INTEREST
4.0
CLOSED SESSION - CONFIDENTIAL MATTERS .................................................. 5
5.0
PUBLIC FORUM ...................................................................................... 144
5.1
Responses to questions raised at prior council meetings (D294185).................................. 144
5.2
Questions asked at this meeting ............................................................................................... 145
6.0
CONFIRMATION OF MINUTES.................................................................... 146
6.1
Minutes of an Council Meeting held 15 April 2013 ................................................................ 146
6.2
Minutes of a Special Council Meeting held 6 May 2013 ...................................................... 146
7.0
WORKSHOPS & BRIEFING SESSIONS .......................................................... 147
7.1
Workshop and Briefing Sessions held since the last council meeting (D296535) ............. 147
8.0
PLANNING AUTHORITY MATTERS .............................................................. 148
9.0
NOTICES OF MOTION ............................................................................. 149
9.1
Report - Provision of Funds in 2013/2014 Budget for Fencing - Don River Railway Notice of Motion - Ald L M Laycock (D293806) ..................................................................... 149
9.2
Installation of Roundabout - Intersection Hillcrest Road, Don Road and Watkinson Street - Notice of Motion - Ald L M Laycock (D294278) ........................................................ 150
10.0
MAYORAL REPORT ................................................................................. 151
10.1
Mayor's Monthly Report (D295822)........................................................................................... 151
11.0
GENERAL MANAGER'S REPORTS ............................................................... 154
11.1
Elected Members Expenditure Report (D295155).................................................................. 154
12.0
CUSTOMERS AND COMMUNITY REPORTS ................................................... 156
12.1
Minutes of Controlling Authorities, Working Groups and Special Committee Meetings (D297437)..................................................................................................................... 156
12.2
Confirmed Minutes of Meeting - Devonport Maritime & Heritage Authority 27 March 2013 (D296871) ................................................................................................................ 193
12.3
Confirmed Minutes of Meeting - Devonport Maritime & Heritage Authority 24 April 2013 (D297255) ............................................................................................................................. 198
12.4
The Mayor's Charitable Trust Fund (D296709) ......................................................................... 203
12.5
LIVING CITY - Stage 2 Community and Stakeholder Consultation (D296757) .................. 222
12.6
Partnership Agreement for Delivery of Youth Services (D297398) ...................................... 237
13.0
TECHNICAL AND FINANCE REPORTS .......................................................... 242
13.1
Capital Works Report (D296421) ............................................................................................... 242
13.2
Finance Report to 30 April 2013 (D297083) ............................................................................. 247
PAGE 5 Report to Council Meeting on 27 May 2013
4.0
CLOSED SESSION
The following items 4.1 to 4.11 which in the General Manager’s opinion are prescribed items in accordance with Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005 (Confidential Matters). Consequently, the Council by absolute majority, can decide to close the meeting.
RECOMMENDATION That the meeting be closed to the public, to enable Council to consider Agenda Items 4.1 to 4.11 which are confidential matters as prescribed in Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005. 4.1
Application for Leave of Absence
4.2
Unconfirmed Minutes of Meeting
4.3
Unconfirmed Minutes of Meeting
4.4
Unconfirmed Minutes of Meeting
4.5
Confirmed Minutes of Meeting
4.6
Property Management
4.7
Kempling Street Devonport
4.8
Economic Development and Events Sponsorship
4.9
Mersey Bluff
4.10 Quarterly Progress Report 4.11 Contract Renewal
ITEM 4.0
PAGE 144 Report to Council Meeting on 27 May 2013
5.0
PUBLIC FORUM
5.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS File: 26974 D294185
Meeting held 18 March 2013 Reproduced below is the response dated 11 April 2013 to Mr David Renoden’s question: “East Devonport Recreation Centre and Football Club I refer to a number of questions you raised at the Council Meeting held on 18 March 2013 in relation to the above facilities and supply the following response: 1.
What is Council’s position regarding the facilities? Please understand that the rumours you refer to in your submission in support of your questions are indeed only rumours and are not based in fact. Council has no plans to sell the East Devonport Recreational Centre. In relation to the East Devonport Football Club, Council has no involvement in the running of that organisation.
2.
As Council prides itself on open, honest and transparent communication with the Community, where the door is always open, what are the Council’s future plans for the facilities? Council owns and runs two Recreation Centres in Devonport one in Forbes Street and the other in Caroline Street. Currently, a number of reviews of Council services are being undertaken including both of these Centres. Service Reviews are an integral part of Council’s operations and in recent years have led to the achievement of significant financial savings and operational efficiencies for quite a number of Council services. An essential part of the Service Reviews for the Centres has involved consultation with users and staff of the Centres. Once completed, the reviews will be presented to Council for its consideration. No conclusions have been drawn at this stage and should Council adopt changes that affect the operation of the Centres, then further consultation will be conducted.
3.
Will Council guarantee that it will continue to support and maintain these facilities into the future for the Devonport Community? As stated, in the responses to Question 1 above, Council has no intention of selling these facilities. However, as a matter of course Council will continue to review its service delivery on an ongoing basis and makes no apology for attempting to achieve more effective and efficient services delivery.
I hope the above answers addresses your questions satisfactorily.”
ITEM 5.1
PAGE 145 Report to Council Meeting on 27 May 2013
ATTACHMENTS Nil
RECOMMENDATION That the report advising of responses to questions raised at a prior Council meeting be received and noted.
5.2
QUESTIONS ASKED AT THIS MEETING
ITEM 5.1
PAGE 146 Report to Council Meeting on 27 May 2013
6.0
CONFIRMATION OF MINUTES
6.1
COUNCIL MEETING - 15 APRIL 2013
RECOMMENDATION That the Minutes of the Council Meeting held on 15 April 2013 as circulated be taken as read and confirmed.
6.2
SPECIAL COUNCIL MEETING - 6 MAY 2013
RECOMMENDATION That the Minutes of the Special Council Meeting held on 6 May 2013 as circulated be taken as read and confirmed.
ITEM 6.0
PAGE 147 Report to Council Meeting on 27 May 2013
7.0
WORKSHOPS & BRIEFING SESSIONS
7.1
WORKSHOP AND BRIEFING SESSIONS HELD SINCE THE LAST COUNCIL MEETING
Council is required by Regulation 8(2)(c) of the Local Government (Meeting Procedures) Regulations 2005 to include in the Agenda the date and purpose of any Council Workshop held since the last meeting.
Date
Description
Purpose
22/04/13/
Workshop 1 Budget & Annual Plan Introduction
2013/14 budget deliberations, focussing on long term plan and high level budget principles
29/04/13
Workshop 2 Budget & Annual Plan
2013/14 budget deliberations with a Capital focus
06/05/13
Workshop 3 Budget & Annual Plan
2013/14 budget deliberations with a Rates, Fees & Charges focus
13/05/13
Workshop 4 Budget & Annual Plan
2013/14 budget deliberations, focussing on Operational Expenditure and Annual Plan Actions
20/05/13
Tiagarra Aboriginal Centre
Discussed direction from Council in regards to the future of Tiagarra and the proposal presented by Six Rivers Aboriginal Corporation
The Zone
Information presented to Council as a result of a service review of Community Development/The Zone
RECOMMENDATION That the report advising of Workshop/Briefing Sessions held since the last Council meeting be received and the information noted.
ITEM 7.1
PAGE 148 Report to Council Meeting on 27 May 2013
8.0
PLANNING AUTHORITY MATTERS There are no items in this agenda to be considered by Council in its capacity as a Planning Authority.
ITEM 8.0
PAGE 149 Report to Council Meeting on 27 May 2013
9.0
NOTICES OF MOTION
9.1
REPORT - PROVISION OF FUNDS IN 2013/2014 BUDGET FOR FENCING - DON RIVER RAILWAY - NOTICE OF MOTION - ALD L M LAYCOCK File: 13705D293806
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 staff prepare a report on the cost of fencing part of the property at the Don River Railway and consider allocating funds towards this project in the 2013/2014 budget.”
GENERAL MANAGER’S COMMENTS
This item does not require qualified advice as per Section 65 of the Local Government Act 1993.
ITEM 9.1
PAGE 150 Report to Council Meeting on 27 May 2013
9.2
INSTALLATION OF ROUNDABOUT - INTERSECTION HILLCREST ROAD, DON ROAD AND WATKINSON STREET - NOTICE OF MOTION - ALD L M LAYCOCK File: 26726 D294278
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman L M Laycock.
MOTION “That this Council install a roundabout at the intersections of Hillcrest Road, Don Road and Watkinson Street as soon as possible.”
GENERAL MANAGER’S COMMENTS
The installation of a roundabout at the Don and Hillcrest junction is listed in the 5 year forward works programme as a “future” consideration. The roundabout project has an estimated cost of $788,000. The Don and Hillcrest junction is ranked outside the highest 15 intersections in terms crash history data for Devonport’s road network. The Don and Watkinson Street junction has an even lower crash history based on current crash data. Based on the current 5 year crash data a roundabout at the Don and Hillcrest junction would not qualify for Federal Government Black Sport funding and the project would need to be fully funded by Council.
ITEM 9.2
PAGE 151 Report to Council Meeting on 27 May 2013
10.0
MAYORAL REPORT
10.1
MAYOR'S MONTHLY REPORT File: 22947 D295822
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2 Provide appropriate support to elected members to enable them to discharge their functions
PURPOSE To detail meetings and functions attended by the Mayor during the month of April 2013.
BACKGROUND This report is provided by the Mayor to provide a list of meetings and functions attended by him for the month of April 2013.
COMMENTARY In his capacity as Mayor, Alderman Steve Martin attended the following meetings and functions during the month of April 2013.
Bass Strait Maritime Museum (BSMC) – tour Workshop – resident group Council rates Devonport Agricultural & Pastoral Show Committee Resident meetings BSMC – Volunteers Community safety Liaison Committee BSMC – Alderman tour Corporate Dinner – Quality Hotel Gateway BSMC – Official Opening State School Touch Championships Official Opening Southern Cross Young Achievers Awards – Hobart ABC Radio interview Council Workshops Sports Marketing Australia High School Science Competition – Reece High School Nixon Street Primary School Child & Family Health Centre – ‘Local Enabling Group’ LIVING CITY Listening Post – Mall East Devonport Primary School Citizenship Ceremony LIVING CITY presentation – Shadow Minister Tourism & Regional Development the Hon Bob Baldwin MP & Brett Whitely DCCI Port Dinner QANTAS - Stephen Farquer TL3 Life Long Learning - Brett Williams 7AD Radio interviews ITEM 10.1
PAGE 152 Report to Council Meeting on 27 May 2013
LIVING CITY – Listening Post Sheffield Guest Speaker – Liberal Party meeting – Rocky Cape Spreyton Primary School Apple Festival Devonport Bowls Club – State Bowls Titles LIVING CITY update – Matthew Atkins Council Monthly Meeting Peter Geard (K&D Warehouse) Alex Capra (Harvey Norman) Devonport City Soccer Club Maidstone Park Management Controlling Authority Federal Minister Anthony Albanese, Sid Sidebottom – Indoor Aquatic Centre East Devonport Primary School Building Families Committee meeting Cradle Coast innovation Project Launch – Ulverstone Official opening La Lucha Mexican Restaurant LIVING CITY presentation - Devonport Business Group Luncheon Devonport City Focus Group meeting Jan Davis – Tasmanian Farmers & Graziers Association Maree Tetlow – Launceston Chamber of Commerce The 7.30 Report interview – ABC Launceston Spreyton Bowls Club Annual Dinner Capital Works Inspection Tour Families Week sub-committee meeting ‘Being Active Matters’ book launch meeting Mersey Bluff Precinct Committee meeting Telephone conference Commonwealth Dept Infrastructure & National Sea Highway Coalition Devonport RSL – tour of Jack Mason Memorial Museum Special Financial Assistance Committee ANZAC Day Dawn Service, Devonport ANZAC Day Service, Forth ANZAC Day Devonport Service – Welcoming speech Bass Strait Maritime Museum – official opening Naval Room Tasmanian Growth & Jobs Plan Roundtable – Hobart Signwriters – factory visit Audit Committee meeting Julie Burgess Special Trust Presentations Devonport Youth Accommodation Project Meeting ABC Radio – live broadcast Bass Strait Maritime Centre
FINANCIAL IMPLICATIONS Mayoral expenses are costed to the general ledger account for Alderman Support and are listed in a separate report.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION Meetings and functions attended by the Mayor will be reported on a monthly basis.
ATTACHMENTS Nil ITEM 10.1
PAGE 153 Report to Council Meeting on 27 May 2013
RECOMMENDATION That the report advising of the Mayor’s meetings and functions for the month of April 2013 be received and noted.
ITEM 10.1
PAGE 154 Report to Council Meeting on 27 May 2013
11.0
GENERAL MANAGER'S REPORTS
11.1
ELECTED MEMBERS EXPENDITURE REPORT File: 22947 D295155
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2 Provide appropriate support to elected members to enable them to discharge their functions
PURPOSE To detail expenditure of both the Mayor and Aldermen for the previous month.
BACKGROUND This report is in response to Council resolution 49/12 “That Council be provided with a specific monthly report in relation to expenditure incurred, in excess of statutory allowances, for both the Mayor and Aldermen.”
COMMENTARY Expenditure processed in April: Mayor Steve Martin $ 50.64 $ 14.50 $ 182.19 $ 126.28 $ 52.50 $1,613.64 $ 274.00
Telephone expenses Meal expenses – Hobart meeting Accommodation – Hobart LGAT General Meeting attendance Meeting expenses - Lunch LGMA Congress registration fee Dinner – Devonport Food and Wine Festival
Aldermen $ 507.01
iPad monthly expenses
Due to the timing of Credit Card statements and invoices, expenditure will be reported as and when the account is paid. Items in this report may relate to transactions that occurred in previous months.
FINANCIAL IMPLICATIONS Mayoral expenses are costed to the general ledger account for Alderman Support and are listed in a separate report.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION Expenses will be reported on a monthly basis as adopted by Council at the April 2013 meeting. ITEM 11.1
PAGE 155 Report to Council Meeting on 27 May 2013
ATTACHMENTS Nil
RECOMMENDATION That the report advising of Mayoral and Aldermanic Expenditure for the month of April 2013 be received and the information noted.
ITEM 11.1
PAGE 156 Report to Council Meeting on 27 May 2013
12.0
CUSTOMERS AND COMMUNITY REPORTS
12.1
MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS File: 27670 D297437
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4
Ensure effective administration and operation of Council’s committees
PURPOSE To present the minutes of Controlling Authorities, Working Groups and Special Committee meetings managed by the Community Services Portfolio of Council.
BACKGROUND The relevant information specific to each Controlling Authority, Working Group and Special Committee is outlined in individual reports.
COMMENTARY The Minutes of the following Committee Meetings are attached: Devonport Recreation Special Committee (x 2) Meercroft Park Special Advisory Committee Strategic Sport and Recreation Special Committee Devonport City Focus Group Devonport Eastern Shore Project Special Committee Building Families Special Committee Maidstone Park Management Controlling Authority Devonport Oval Special Advisory Committee Don Railway Special Committee Community Safety Liaison Group Julie Burgess Trust Special Committee The Maidstone Park Controlling Authority within their minutes nominate an annual lease fee of $1.00 for the Lapidary Club. To ensure equity and fairness management suggest an annual lease fee of $1,000 which is consistent with the two other premises located at Maidstone Park who pay an annual lease at a similar rate.
FINANCIAL IMPLICATIONS The financial implications are outlined in individual reports and all are in accordance with existing budgets.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
ITEM 12.1
PAGE 157 Report to Council Meeting on 27 May 2013
CONCLUSION The Controlling Authorities, Working Groups and Special Committees will continue to meet and provide Council with information and recommendations for community facilities and services.
ATTACHMENTS 1.
Minutes of the Devonport Recreation Centre Special Committee - 10 April 2013 (File: 26555)
2.
Unconfirmed Minutes of the Meercroft Park Special Advisory Commitee - 16 April 2013 (File: 16726)
3.
Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 17 April 2013 (File: 27717)
4.
Unconfirmed Minutes of the Devonport City Focus Group - 18 April 2013 (File: 26707)
5.
Unconfirmed Minutes of the Devonport Eastern Shore Project Special Committee - 23 April 2013 (File:24656)
6.
Unconfirmed Minutes of the Building Families Special Committee - 17 April 2013 (File: 26402)
7.
Unconfirmed Minutes of the Maidstone Park Management Controlling Authority - 16 April 2013 (File: 26588)
8.
Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 8 May 2013 (File: 26555)
9.
Unconfirmed Minutes of the Devonport Oval Special Advisory Committee - 7 May 2013 (File: 27145)
10.
Unconfirmed Minutes of the Don Railway Special Committee - 2 May 2013 (File: 13705)
11.
Unconfirmed Minutes of the Community Safety Liaison Group - 9 May 2013 (File: 26330)
12.
Unconfirmed Minutes of the Julie Burgess Trust Special Committee - 26 March 2013 (File: 26965)
RECOMMENDATION That: 1.
The Combined Minutes of Controlling Authorities, Working Groups and Special Committees be received and noted.
2.
All members of the Devonport Eastern Shore Project Special Committee be reelected.
3.
The Devonport Eastern Shore Project Special Committee be renamed the Eastern Shore Special Committee.
4.
Council endorse the Devonport Eastern Shore Project Special Committee undertaking development of a 10 year Community Plan. ITEM 12.1
PAGE 158 Report to Council Meeting on 27 May 2013
5.
A Community Consultation be undertaken as part of any planning for the Devonport Eastern Shore Project Community Plan.
6.
The Lapidary Club lease be approved for relocation to Maidstone Park and a lease fee be set at $1,000 per annum for the first three years. The lease be for a five year term with an option to extend. All rent is to be paid to the Maidstone Park Management Controlling Authority.
ITEM 12.1
PAGE 159 Minutes of the Devonport Recreation Centre Special Committee - 10 April 2013 (File: 26555)
ATTACHMENT [1]
MINUTES OF THE DEVONPORT RECREATION CENTRE SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON WEDNESDAY 10 APRIL 2013 COMMENCING AT 5.15PM PRESENT Committee Members Matthew Cock Rick Forth David Cole Ken Mason Kim Robinson
Chairman Independent Independent Table Tennis Basketball (DBC)
Council Officers Sam Lawrence
Sports and Leisure Officer (SLO)
APOLOGIES Bruce Robinson Peter Rasmussen Kate Beer Stuart Jones Fabio Pizzirani
Independent Table Tennis Devonport Community House Marketing, Tourism and Recreation Manager (MTRM) Sports & Recreation Coordinator (SRC)
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held on 13 February 2013 be received and noted. D. Cole/K. Mason
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Kim Robinson requested 6 wheelie bins for the units. Action: SLO to follow up on wheelie bin request. 3.2
Foyer and Entrance cleaned. Action: SLO to follow up.
3.3
Request for access to storage under the grand stand in the stadium and lighting to be put in under there. Stadium floor maintenance plan December to January provided for Kim Robinson. Basketball floors in old office.
3.4 3.5 4.0
CORRESPONDENCE Nil.
ITEM 12.1
PAGE 160 Minutes of the Devonport Recreation Centre Special Committee - 10 April 2013 (File: 26555)
5.0
ATTACHMENT [1]
CLUB REPORTS 5.1 Squash Wheelie bin near vending machine. 5.2
Table Tennis New coach Thursday nights.
6.0
FINANCIAL REPORT Committee requested financial report dating back to December 2012 be provided for their review. Action: SRC to follow up.
7.0
RECREATION OFFICERS REPORT Nil.
8.0
GENERAL BUSINESS
9.0
8.1
Devonport Basketball Club to provide SRO a list of their Warrior’s players/squad.
8.2
Kim Robinson requested Council review the redirected traffic from the highway along Forbes Street and into the City centre. Concerns over traffic past the Recreation Centre and schools. Potential for children to be harmed.
8.3
Matthew Cock would like the webpage edited and user group links to be available on there. Sporting Information Kit available online too.
8.4
Immediate update requested in relation to ongoing management at the Centre in immediate future and after December 2013.
8.5
Ask for signage to be displayed on doors stating gym closure in December.
8.6
Chase up gymnastics’ new president and send invitation to next meeting.
NEXT MEETING Wednesday, 8 May 2013. Meeting closed: 6.05pm
ITEM 12.1
PAGE 161 Unconfirmed Minutes of the Meercroft Park Special Advisory Commitee - 16 April 2013 (File: 16726)
ATTACHMENT [2]
MINUTES OF THE MEERCROFT PARK SPECIAL ADVISORY COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON TUESDAY 16 APRIL 2013 COMMENCING AT 5.10PM PRESENT Committee Members Ald Annette Rockliff Ald Brian Cole David DeCani Marlene Crabtree Jodie Stokes
Devonport Touch Association Devonport Junior Soccer Devonport Touch Association
Council Officers Fabio Pizzirani
Sports & Recreation Coordinator (SRC)
APOLOGIES Kylie Lunson
Operations Manager (OM)
1.0
Chairperson
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 19 February 2013 be received and noted. D. Decani/F. Pizzirani
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES Nil.
4.0
CLUB REPORTS 4.1
Devonport Junior Soccer Association The verandah extension to the clubroom has almost been completed. There has been great feedback from parents and visitors. The DJSA has applied for additional funding through Tasmanian Community Fund for the toilet/change room upgrade.
4.2
Devonport Touch Association The Devonport Touch Association hosted the Tasmanian Schools Championships at Meercroft Park on 6 and 7 April. The event was very successful and it is planned to make the championships an annual event at Meercroft Park. The championships were dominated by Northern Tasmanian teams. The association thanked Council for its support in bringing the event to Devonport.
4.3
North West Hockey Association Nil.
ITEM 12.1
PAGE 162 Unconfirmed Minutes of the Meercroft Park Special Advisory Commitee - 16 April 2013 (File: 16726)
5.0
6.0
4.4
Devonport Tennis Club Nil.
4.5
Devonport Surf Club Nil.
ATTACHMENT [2]
GENERAL BUSINESS 5.1
Parking at Meercroft Ald Rockliff briefed the Committee on parking at Meercroft.
5.2
Touch Football Tournament The Committee thanked the Hockey and Soccer Associations for allowing the Touch Tournament to be held at Meercroft Park. The Committee also complimented Council’s Parks Staff for their special efforts in getting the grounds ready for soccer in one week.
5.3
Meeting Ald Rockliff commented on the importance of this Committee and how valuable the dialog is to the operations of Council. The SRC will contact all user groups and request that each club nominate at least two representatives to serve on the committee and to make a special effort to get at least one representative from each club to attend meetings.
NEXT MEETING Tuesday, 18 June 2013
Meeting closed: 5.35 pm
ITEM 12.1
PAGE 163 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 17 April 2013 (File: 27717)
ATTACHMENT [3]
MINUTES OF THE STRATEGIC SPORT & RECREATION SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON WEDNESDAY, 17 APRIL 2013 COMMENCING AT 5.30PM PRESENT Committee Members Ald Graham Kent Ald Annette Rockliff David Mullett Mark Fagan Ted Van Overmeeren Matthew Cock Council Officers Evonnne Ewins Stuart Jones Fabio Pizzirani Sarah Masters
Chair
Assistant General Manager, Customers and Community (AGM) Marketing, Tourism and Recreation Manager (MTRM) Sport & Recreation Development Coordinator (SRDC) Community Services Administration Officer
APOLOGIES Mayor Steve Martin Ald Bill Wilson Ian Davies Tim Blair 1.0
CONFIRMATION OF MINUTES The Committee recommends to Council that the minutes of the meeting held on 20 February 2013 be received and noted. A. Rockliff/F. Pizzirani
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING 3.1 Future Events – Sports Marketing Australia MTRM discussed the success of Nitro Circus. This event helped to highlight the capacity of the Oval. It also showed that Devonport is capable of staging such a large event. The role of Sports Marketing Australia in bringing further events to Devonport was also discussed. Rick Sleeman held meetings earlier in the month and a number sponsors are now on board. Future events may have the potential to shape facilities needed and increase participation rates. AGM commented that the role of the Committee is about meeting local need and positioning Devonport as a regional centre. Hosting large events will strengthen the argument as to why our current facilities need improvement.
ITEM 12.1
PAGE 164 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 17 April 2013 (File: 27717)
3.2
ATTACHMENT [3]
Questions Raised at Previous Meeting MTRM answered questions raised from the meeting of 20 February 2013. In particular the issue of whether Devonport Bowls Club still require the site at Devonport Oval. Ald Rockliff asked that the Bowls Club be asked to send a formal letter to Council outlining their intentions for the site. Action: Council’s General Manager to write to the Devonport Bowls Club asking for a formal letter outlining their intentions for the site. A further issue discussed was parking at the Oval. Byard Park is currently being used for parking for summer events. This is still an option for summer. MTRM noted that each conceptual plan has space allocated for parking. Matthew Cock suggested that for large events, shuttle buses could be used from any carpark, anywhere to the venue holding the event. Action: SRDC to follow up on some questions and provide further information to the Committee.
3.3
Devonport Oval David Mullett commented that since Nitro Circus he believes Devonport Oval has the capacity to support major events and have corporate facilities. Mark Fagan agreed with these comments and added that after assisting with and watching the event it was amazing to see what could be done at the Oval and how many people could be accommodated. He suggested also that a portable fence could be used around the edge of the oval, allowing people to bring their own chairs and sit on the bike track. Matthew Cock questioned whether two facilities, one for indoor and one for outdoor would need to be considered. MTRM advised that this is certainly still an option however there needed to be no duplication of facilities. Ald Rockliff commented that if particular sporting events are held in Devonport this may encourage more local participants in local sports and that Devonport needs to be able to cater for this.
3.4
Sports Marketing Australia Meetings Matthew Cock informed the Committee that he was interested in the way Sports Marketing Australia select different regional cities for different events. He asked whether a gaps analysis has been undertaken on sporting facilities in the region to enable growth for events. MTRM reported that we know the events that we can attract and are talking to Sports Marketing Australia on a regular basis. Even if an event is being held in a different municipality it can still bring a benefit to Devonport. We need events all year round in both summer and winter.
3.5
Next Steps AGM advised that the Committee needs to be focused regionally. Joan Wyllie from Sport and Recreation Tasmania is to be invited to the next meeting.
ITEM 12.1
PAGE 165 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 17 April 2013 (File: 27717)
ATTACHMENT [3]
Action: MTRM/ SRDC to invite Joan Wyllie to the next meeting. The Committee is now at a point where information has been gathered to put together a draft to bring back to the Committee. This draft will include recommendations. The goal is to provide a draft to the committee in approximately 6 weeks. This draft can be further discussed and work shopped. This may take a couple of attempts. 4.0
GENERAL BUSINESS 4.1 Access to Facilities MTRM advised that options are being investigated to fine tune governance in relation to keys and access to facilities. There is a provision in this year’s budget for swipe cards for both the Devonport Recreation Centre and the East Devonport Recreation Centre. At the moment there are a lot of people with keys to these facilities. Computer programmed swipe cards would improve safety, efficiency and access. This program also identifies users, times and dates when access is granted. A code will still be needed to arm and disarm the alarm. Matthew Cock suggested as an option for casual users, that a swipe card may be able to be issued for a set time period, say 2 hours and then the card can be left in a drop box. He also suggested that fingerprint scanning also be investigated as an alternative to swipe cards. However cards may still be needed for casual users. Action: MTRM/SRDC to investigate cost of fingerprint scanning device. 4.2
Living City Matthew Cock questioned the impact of Living City on any upgrade to facilities. Ald Kent advised that Living City is a standalone project and that there are no indications that it would impact on anything else. Funding for Living City is separate from Council Budget and that there is no conflict between the two.
4.3
Traffic on Forbes Street Matthew Cock commented on the recent traffic redirection into the City Centre. As a result there is now an increase in the amount on traffic on Forbes Street outside the Devonport Recreation Centre. He mentioned that signs have been changed but there is no sign when you hit the City Centre. Action: MTRM/ SRDC to follow up with Council’s Infrastructure and Urban Design Coordinator.
4.4
Newsletter SRDC asked Committee Members to forward their profiles via email for inclusion in the Newsletter which is currently being developed.
ITEM 12.1
PAGE 166 Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 17 April 2013 (File: 27717)
5.0
NEXT MEETING 5 June 2013 at 5.30pm.
6.0
MEETING CLOSED 6.30pm
ITEM 12.1
ATTACHMENT [3]
PAGE 167 Unconfirmed Minutes of the Devonport City Focus Group - 18 April 2013 (File: 26707)
ATTACHMENT [4]
MINUTES OF THE DEVONPORT CITY FOCUS GROUP HELD AT DEVONPORT CITY COUNCIL ON THURSDAY 18 APRIL 2013 COMMENCING AT 3.00PM PRESENT Committee Members Mayor Steve Martin Ald Lynn Laycock Ald Alison Jarman Eric Mobbs Graham Jones Suzy Jones Sylvia Sayers Igor Van Gerwen Janene Wilczynski
DCCI Tourism Sector Retail Sector Independent Tourism Sector Retail Sector
Council Officers Suzy Parravicini April Nelson
Marketing & Tourism Co-ordinator Executive Assistant, Customers & Community
APOLOGIES Susanne Dobrowski Tim Gott Stuart Jones Evonne Ewins
Tourism sector Retail sector Marketing, Tourism & Recreation Manager Assistant General Manager Customers & Community
1.0
Chairperson
CONFIRMATION OF MINUTES The Committee recommends to Council that the previous minutes be received and noted. Moved: E. Mobbs/S. Sayers
2.0
CARRIED
BUSINESS ARISING FROM PREVIOUS MINUTES 2.1 Devonport Tourism Association Graham Jones confirmed that he is the DTA representative and DTA will advise a proxy if required. 2.2
Food Vendors Matthew Atkins, Assistant General Manager Technical and Finance is aware of the situation. Eric Mobbs advised DCCI have since written to Council.
2.3
PAYL Mayor advised that PAYL will be considered during the 13/14 budget deliberations. Eric Mobbs recalls a motion stating that PAYL would be considered in 12/13 Financial Year and doesn’t accept that equipment can’t be moved and unable to understand a cost of $300k. DCCI will request a briefing to discuss outside of this committee. Concerns were raised about public perception and lack of communication.
ITEM 12.1
PAGE 168 Unconfirmed Minutes of the Devonport City Focus Group - 18 April 2013 (File: 26707)
2.4
3.0
ATTACHMENT [4]
Marketing Briefing on Events The reports disseminated prior to the meeting covered Events.
REPORTS AND DISCUSSION The group had previously discussed the lack of brainstorming time due to the tabling of reports at the meeting. A number of reports are still not being received. Igor advised he will copy and table the CCA quarterly report when released. Actions Request reports are sent to April for inclusion no later than 1 week prior to a meeting. 3.1
DCCI. DCCI will be launching a campaign aimed at promoting membership to the local Chambers to then voice concerns to the Politicians.
3.2
Sports, Marketing and Tourism Report. The report highlights the work being undertaken to secure sporting events to the area. Positive vibe from the recent visit by Rick Sleeman. Graham Jones raised concerns that all accommodation bookings had to be made through the Visitors Centre. Jazz is well underway.
4.0
GENERAL BUSINESS 4.1 Chamber Awards. Discussion around the Chamber Awards and decided to have as an agenda item for the next meeting. Actions Chamber Awards to be listed as an agenda item for the next meeting. 4.2
Promotional Publication The DCCI Executive and Retail Committees have been approached to consider a promotional publication to run over the winter period adopting the ‘Look Local First’.
4.3
$35k Eric Mobbs raised concerns as to the allocation and expenditure of the $35k.
4.4
Committee Direction A number of committee members raised concerns over the loss of focus and direction of the committee. Requires further brainstorming time to look at new and innovative ideas. Mayor Martin reminded committee that the members themselves decide on and are responsible for the direction and focus. New ideas are good but there is a need to establish resources and what is available to take the brainstorming suggestions/ideas to the next step. Require a base structure to know boundaries of ideas, costs, support and available resources.
Actions Motion to amend the Brainstorming Item on the agenda to be Commercial Promotion and Innovation with a 20min informal discussion to be held after the ITEM 12.1
PAGE 169 Unconfirmed Minutes of the Devonport City Focus Group - 18 April 2013 (File: 26707)
ATTACHMENT [4]
conclusion of the meeting. Formal minutes will not be taken during this session and no requirement for attendance. Moved: Lynn Laycock / Alison Jarman 4.5
CARRIED
Staffing Levels Concerns raised with the level of staffing to meet the expected workload and the outcomes of any ideas.
Actions Recommendation to Council via these minutes for Council to look at the staffing levels of Marketing, Recreation and Tourism with a view to being able to handle additional workloads for innovations. 4.6
Kim Robinson Kim rang Lynn to extend her apology and ask about the process for being reinstated as a member of the committee.
Actions Mayor Martin will send a letter to Kim Robinson outlining the appointment to the committee as per the TOR. 4.7
TT-Line Promotion Igor advised that TT-Line are promoting the local tasting trail and focusing on local food and beverages. There will be more on offer from local produce on board the ships.
4.8
QANTAS Survey Will a survey be conducted to run in the Council newsletter to ask public opinion on a Sydney to Devonport (return) flight and days of use.
Actions Follow up the request with Communications and Media. 5.0
AGENDA ITEMS FOR NEXT MEETING Chamber Awards (31Aug13) Garden Festival Allocation of $35k
6.0
BRAINSTORMING SESSION Nil as topics had been discussed.
7.0
NEXT MEETING To be held at Devonport Committee Rooms, 16 May 2013 at 3pm. Please advise April prior to the meeting if parking permits are required for the Rooke St carpark.
Meeting closed: 4.20pm
ITEM 12.1
PAGE 170 Unconfirmed Minutes of the Devonport Eastern Shore Project Special Committee - 23 April 2013 (File:24656)
ATTACHMENT [5]
MINUTES OF THE DEVONPORT EASTERN SHORE PROJECT SPECIAL COMMITTEE HELD AT THE EAST DEVONPORT RECREATION AND FUNCTION CENTRE ON TUESDAY, 23 APRIL 2013 COMMENCING AT 3.00PM PRESENT Committee Members Clyde Eastaugh Ald Graham Kent Ald Lynn Laycock Lynne Dolbey Vonda Morris Maureen Clarke Council Officers Kathryn Maxell Sarah Masters Vanessa Ford
Chair
Sustainable Communities Manager Community Services Administration Officer Intern from Polytechnic
APOLOGIES Ald Grant Goodwin 1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 12 March 2013 be received and noted. M. Clarke/L. Dolbey CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
COMMUNITY PLAN Council’s Sustainable Communities Manager introduced Vanessa Ford to the Committee. Vanessa is an intern from Polytechnic who is currently at Council every Monday and Tuesday. Vanessa has undertaken detailed research into the needs, wants and statistics of East Devonport. She presented documents to the Committee for discussion entitled “What is there?”, “What is lacking?”, What we already know”, “What people of East want”, “What I found out”, “Retail Shops in East Devonport” and “What East Devonport needs”. These documents were further discussed by the Committee.
[Vonda Morris arrived 3.30pm] The main issues that arose from the discussion were: Childcare services; Transport; Community consultation needed to be undertaken; Research to be undertaken on usage of schools halls at East Devonport. Sustainable Communities Manager advised the Committee that Vanessa is available to undertake further research on any specific subjects. This will help the Committee form their 10 year plan.
ITEM 12.1
PAGE 171 Unconfirmed Minutes of the Devonport Eastern Shore Project Special Committee - 23 April 2013 (File:24656)
ATTACHMENT [5]
Action: Vanessa Ford to undertake further research for the Committee. 4.0
KEY ISSUES The following are the key issues raised by the Committee in regards to moving East Devonport forward: Community Consultation. Childcare (keep open and grow). Access to sport for children and adults. Access to sporting equipment for children. Business into vacant shops. Mural/art wall for teenagers (also Aurora power boxes). Improved transport. Tarleton Street upgrade. Sculptures, tactile, role in showing what community is about, people friendly artwork/sculptures. Primary School Hall, can we increase its utilisation. Council resourcing for Committee to do consultation. Signage. Maps for shops to distribute. Training staff of shops to be proactive and positive with tourists eg including undertaking tours of Bass Strait Maritime Centre and Julie Burgess. Tourism. Link between primary school and community. Tourism potential for land in Murray Street.
5.0
COMMITTEE’S FUTURE The Committee all agreed that there is still a role to play in East Devonport. The role of the Committee is to be proactive in determining the needs of the local community and to provide information and advice to Council on Eastern Shore issues. The key points for the Committee are:
6.0
To undertake a public consultation as part of the development of the 10 year Community Plan; People of East Devonport need to know Committee are still operating and working for East Devonport; Administration resources from Council for the Committee.
RECOMMENDATIONS TO COUNCIL The Committee makes the following recommendations to Council: 1. That all members of the Committee be re-elected. The Committee believes it has a role to play in the future enhancement of the Eastern Shore. 2. That the Committee be renamed the Eastern Shore Special Committee. 3. That Council endorse the Committee undertaking development of a 10 year Community Plan. 4. That a Community Consultation be undertaken as part of any planning. 5. That Council provide assurance to the Committee that continued administration resources will be made available to the Committee.
ITEM 12.1
PAGE 172 Unconfirmed Minutes of the Devonport Eastern Shore Project Special Committee - 23 April 2013 (File:24656)
C. Eastaugh/V. Morris 7.0
ATTACHMENT [5]
CARRIED UNANIMOUSLY
NEXT MEETING Tuesday, 28 May 2013 at 4.00pm Meeting closed 4.40pm
ITEM 12.1
PAGE 173 Unconfirmed Minutes of the Building Families Special Committee - 17 April 2013 (File: 26402)
ATTACHMENT [6]
MINUTES OF THE BUILDING FAMILIES COMMITTEE MEETING at East Devonport Child and Family Centre, 40 Drew St, East Devonport 17 APRIL 2013, COMMENCING AT 3.35 PM PRESENT Committee Members Kate Beer Simon Douglas Kathy Mantach Sue Horton Ally Smith Karen Rose Emily Sheppard Caroline Fay
Devonport Community House (DCH) The Playhouse (DCH) & Mission Australia East Devonport Child & Family Centre Centacare Polytechnic (Don campus) Family Food Patch Mersey Leven Child Care Service
Council Representatives Ald Annette Rockliff (Chair) Ald Steve Martin (Mayor) Kathryn Maxwell Damian Collins
Devonport City Council Devonport City Council Sustainable Communities Manager Community Sustainability Senior Officer
APOLOGIES Lorrine Heron Jilly Cole Ald Justine Keay Claire Williams Rachel Turner Julie Milnes Kim Williamson Emma Oakley
Eastern Shore Community House LINC Devonport City Council Anglicare (KIDS) Youth and Family Focus DHHS NorthWest Children’s Contact Centre Anglicare (NESTS)
1.0
CONFIRMATION OF MINUTES The Committee recommends to Council that the minutes of the previous meeting held 20 February 2013 be received and noted. K.Beer/S.Horton
CARRIED
2.0
DECLARATION OF INTEREST None declared.
3.0
BUSINESS ARISING 3.1 Families Week Update Families Week Celebration will be held at East Devonport Child & Family Centre on Monday May20th 11am – 1.30pm. Approximately 6 organisations have registered as stall holders and face painters, jumping castle & port-a-loos have been booked. Sub committee to take place on 23/4.
4.0
INFORMATION SHARING 4.1
East Devonport Child and Family Centre Hosting themed Tuesdays for the next few weeks, partnering with Polytech students to offer childcare to those finishing high school, Dad’s playgroup is really growing. ITEM 12.1
PAGE 174 Unconfirmed Minutes of the Building Families Special Committee - 17 April 2013 (File: 26402)
ATTACHMENT [6]
4.2
Centacare Advertising a 0.7 counsellor position. Will counsel most people for most issues.
4.3
Devonport Community House Upcoming events include school holiday program and Neighbourhood House Week celebration.
4.4
Devonport Playhouse First Wednesday of the month is a cook and play session. Not open during school holidays. Have staff commencing shortly to run more programs.
4.5 Choose Life Services ASSIST workshop in March had to be cancelled due to low numbers, looking at developing a 1 day program. Suicide numbers have been steadily decreasing in Tasmania over the last few years. 4.6 Devonport City Council School holiday program for ages 10yrs & up is out. Living City consultation is currently opening and great opportunity to shape the future of Devonport. 4.7
Polytechnic (Don Campus) Delivering Certificate II in Child Care and the students are offering child care to kids of parents returning to study at the Child & Family Centre.
4.8
Mission Australia Will be offering a ‘hungry caterpillar’ activity in Families Week.
4.9
Child Health Association Just released ‘Be Active’ booklet for under 5s, is offering training in Burnie in the next few months.
4.10 Ald Steve Martin (Mayor) In the process of promoting the Mayor’s ball on May 11 with funds raised going towards the Mayor’s Charitable Trust Fund. Wrote to the Federal Minister regarding Keiko’s closure due to funding being withdrawn. 4.11 Mersey Leven Childcare Services Offering an exciting upcoming school holiday program. 5.0
OTHER BUSINESS 5.1 K. Beer raised the current Living City consultation in Devonport as a chance to request family friendly planning with positive social outcomes as thus far the plans have focussed on economic outcomes.
6.0
UPDATE ON PRIORITY AREAS FOR 2013 Identified priorities for 2013 are 6.1 Child safety in Driveways Submitted an application for $5,000 funding to RACT, have also been offered Support from Kidsafe Tasmania. 6.3 Working towards better coordinated support for new parents DCC placement student to undertake data collection on what programs are currently on offer for new parents in Devonport. 6.2 Physical fitness for families Sub-committee organised to help launch ‘Being Active Matters’ program by Child Health Association. ITEM 12.1
PAGE 175 Unconfirmed Minutes of the Building Families Special Committee - 17 April 2013 (File: 26402)
7.0
NEXT MEETING Venue to be confirmed, 3.30pm Wednesday 19 June 2013
Meeting closed 4.37pm
ITEM 12.1
ATTACHMENT [6]
PAGE 176 Unconfirmed Minutes of the Maidstone Park Management Controlling Authority - 16 April 2013 (File: 26588)
ATTACHMENT [7]
Meeting Minutes Date-
16/4/2013
PresentT. Lunson, A. Geddes, F. Pizzirani, Alderman A. Rockliff, H. Koerner, P. Loone, I. Moore, E. Wooley, C. Donaghy, K. Donaghy, T. Young, E. Van Overmeeren, Alderman S. Martin, G. Mayne, M. Campbell Apologies J. Baldock, P. Foley, G. Foster, O. Cornick, L. Baulch, R. Dewis Minutes C. Donaghy / E. Wooley Business Arising From Minutes Cigarette Butts: Something to be done in the next few weeks. A sucker/blower to be bought to help with butts left outside clubrooms. Correspondence Alderman S. Martin / P. Loone Business Arising From Correspondence Nil Financial Report Bank balance as at 31st march 2013 Accounts Paid Aurora Energy $742.80 (SFC $507.57 & MP $235.23) Telstra $251.91 (Caretakers $23.40 & MP $228.51) Overhead Cupboards (Kiosk) $99.90 Bond refunds: Bowerman $70.00 Cross $70.00 Hanson $70.00 ITEM 12.1
$11,254.64
PAGE 177 Unconfirmed Minutes of the Maidstone Park Management Controlling Authority - 16 April 2013 (File: 26588)
Petty Cash
(stationery)
ATTACHMENT [7]
$35.35
G. Mayne/ Alderman S. Martin Accounts For Payment Nil General Business E Van Overmeeren: Ted passed on the condolences of the MPMCA to Fab on the recent passing of his father. Walkway: A meeting was held between MPMCA representatives, Council and the Pony Club to discuss the path of theproposed public walkway. An acceptable arrangement was agreed that should lead to a fantastic option suiting all parties. When the plans were organised they will be presented to the meeting. Lapidary Society: Stuart, Fab and Ted met to discuss possibility of moving roving gang moving from the current shed at Maidstone Park and moving the Devonport Lapidary Club into the facility. Fab said that it would fit with planning and zoning and would proceed as fast a possible with a potential time frame being the end of May. Therefore, allowing lease to be in place by July. The lease would be a 5 year lease with option to extend. Costs were yet to be determined but all rent would go to the Maidstone Park Management Controlling Authority. A motion was moved to accept for the Lapidary Club to be approved for relocation to Maidstone Park. Moved A. Geddes / I. Moore Passed A further motion was moved that in line with other user groups establishing at Maidstone Park that the rent be set at $1.00 per year for the first three years. Moved Alderman S. Martin / G. Mayne Passed Tony Young, president of the Lapidary Club, thanked all involved for their help in assisting the club to relocate to Maidstone Park. Alderman Rockliff congratulated all involved and said it showed a positive approach from council being proactive in finding a solution to suit all parties.
ITEM 12.1
PAGE 178 Unconfirmed Minutes of the Maidstone Park Management Controlling Authority - 16 April 2013 (File: 26588)
ATTACHMENT [7]
Baseball Fencing Sale: Fab reported that he was yet to hear back from the organisation that showed interest in purchasing the high fencing around the baseball diamond at Maidstone Park . T. Lunson: Tracey presented quotes to the meeting regarding the cost of replacing deteriorating curtains in the Spreyton/Quoiba Memorial Hall. It was agreed to purchase vertical blinds at a cost of $1368.00 Tracey to decide which organisation from which to purchase the blinds. Moved C. Donaghy / E. Wooley A. Geddes: Allan reported that the pony club was in discussion with council about sink holes appearing in the ground on the northern end of the pony club lease. It was agreed that the matter was one of high importance due to the concerns for public safety and that council would continue to work with the pony club to find a quick solution. In response to a question from Alan about the erection of a storage shed on behalf of the Orchid Society Fab informed him that the Orchid Society would be included in the planning scheme and rezoning application. P. Loone: Peter reported that the truck wash at the transfer station was being left dirty and asked if it could be checked on a Friday as it was a problem on the weekend when events were being held by the Pony Club. G. Mayne: Geoff reported the Spreyton Bowls division 4 team recently won the final, as well as the state finals. E. Woolley: Elaine asked when the road frontage area on Mersey Main Road would be sown as it was looking untidy and that if something didn't happen soon it would be winter time and to late to sow. Fab agreed to follow the matter up. Elaine expressed that the upgraded netball/tennis courts looked wonderful. C. Donaghy: Colleen congratulated everyone involved in helping to relocate the Lapidary Club and made it clear how important it was for them to move ITEM 12.1
PAGE 179 Unconfirmed Minutes of the Maidstone Park Management Controlling Authority - 16 April 2013 (File: 26588)
ATTACHMENT [7]
and how their relocation will help the club thrive and prosper in the future. Alderman S. Martin: Alderman Martin informed the meeting that the council was still considering their approach in enticing the 2017 masters games to the Devonport region. Meeting Closed 8.25pm Next Meeting T.B.A
ITEM 12.1
PAGE 180 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 8 May 2013 (File: 26555)
ATTACHMENT [8]
MINUTES OF THE DEVONPORT RECREATION CENTRE SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON WEDNESDAY 8 MAY 2013 COMMENCING AT 5.15PM PRESENT Committee Members Matthew Cock Rick Forth David Cole Ken Mason Bob Jago Grant Penfold Scott Russell Bruce Robinson
Chairman Independent Independent Table Tennis Independent Gymnastics Club Basketball Club Independent
Council Officers Fabio Pizzirani
Sports & Recreation Coordinator (SRC)
APOLOGIES Kim Robinson Stuart Jones Sam Lawrence Ald Leon Perry 1.0
Basketball (DBC) Marketing, Tourism and Recreation Manager (MTRM) Sports and Leisure Officer (SLO)
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held on 10 April 2013 be received and noted. D. Cole/R. Forth
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Request for access to storage under the grand stand in the stadium and lighting to be put in under there is still ongoing.
4.0
CORRESPONDENCE Email from SRC to Committee regarding matters raised at the last meeting. B. Robinson/R. Forth CARRIED
5.0
CLUB REPORTS 5.1 Basketball Lack of storage space is an issue for the club. The club has requested an area below the seating in the stadium. 5.2 Squash The club will investigate the cost of replacing the entrance door. 5.3 Table Tennis Nil.
ITEM 12.1
PAGE 181 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 8 May 2013 (File: 26555)
5.4
ATTACHMENT [8]
Gymnastics Grant Penfold gave the Committee a brief run down on what the Gymnastic Club provides to the community. The club has recently upgraded its database, employed an office assistant and restructured their finance program. The Club has outgrown the current site. New management structure has provided enthusiasm within the Club.
B. Robinson/R. Forth
CARRIED
6.0
FINANCIAL REPORT SRC advised that Special Committees of Council are not required to view Council operational budgets. Committee disagreed and will write to Council.
7.0
RECREATION OFFICERS REPORT Kick boxing.
8.0
GENERAL BUSINESS
9.0
8.1
Gymnastics Club to set up an area in their club room for hot drinks to be served (SRC to follow up).
8.2
SRC to send a copy of the floor plan of the Devonport Recreation Centre to the Basketball Club, Gymnastic Club, Playhouse and Table Tennis.
8.3
The Table Tennis Club again indicated that the club wishes to use weights gym area when the gym is relocated to the new Aquatic Centre.
8.4
Devonport Basketball Council House – Concerns about the safety of the house. SRC to arrange a building inspection. The future location of the DBC office was discussed.
8.5
Members of the Gymnastics Club are keen to have new discussions with the Playhouse staff regarding future sharing arrangements at the building. SRC to investigate.
NEXT MEETING Wednesday, 10 July 2013 Meeting closed: 6.35pm
ITEM 12.1
PAGE 182 Unconfirmed Minutes of the Devonport Oval Special Advisory Committee - 7 May 2013 (File: 27145)
ATTACHMENT [9]
MINUTES OF THE DEVONPORT OVAL SPECIAL ADVISORY COMMITTEE HELD AT THE COUNCIL COMMITTEE ROOMS ON TUESDAY 7 MAY 2013 COMMENCING AT 5.30PM PRESENT Committee Members Ald Lynn Laycock David Mullett
Chair Devonport Cricket Club
Council Officers Fabio Pizzirani Kylie Lunson April Nelson
Sport & Recreation Coordinator (SRC) Operations Manager (OM) Executive Assistant
APOLOGIES Ald Leon Perry Wayne Bounday Mike Kelly Raelene Smith 1.0
Devonport Cricket Club
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 20 November 2013 be received and noted. K. Lunson/F. Pizzirani
2.0
CARRIED
BUSINESS ARISING FROM PREVIOUS MINUTES 2.1
Strategic Sport and Recreation Special Committee (SSRSC) update The recent Nitro Circus event at the Devonport Oval received very positive feedback. The new scoreboard, traffic management, organization and the condition of the Oval were highlights. Members of the SSRSC were impressed with the way the Devonport Oval facility catered for the large number of patrons. Ald Laycock canvassed food businesses prior to Nitro Circus to see if they would stay open to cater for exiting patrons. Ald Laycock received a negative response from businesses and no further feedback. Sports Marketing Australia is looking at further options to promote events in Devonport.
2.2
Oval/Curator There has been follow up on the low surface areas of the oval and this is ongoing. The suggestion of a curator will be presented to the Alderman as an option to consider during the budget process.
ITEM 12.1
PAGE 183 Unconfirmed Minutes of the Devonport Oval Special Advisory Committee - 7 May 2013 (File: 27145)
ATTACHMENT [9]
Kylie advised that plant renewal for the reel mower has been submitted for consideration in the 2013/4 budget. 3.0
CLUB REPORTS 3.1 Devonport Cricket Club Congratulations in foresight of the oval upgrades, the surface is brilliant and the scoreboard sensational. Concerns were raised over payment for the completion of tiling on the walls of the upstairs change rooms. The original budget has been expended and there is a shortfall to cover of approx $4k. The Cricket Club incurred a cost when Nitro Circus left lights on overnight. The Committee recommended that the Cricket Club pursue Richard Stevenson from Nitro Circus. Michael will be standing down as Club President; there will be a new coach and recruiting is underway. Actions SRC to follow up with Jamie Goodwin the original scope and budget for the change room upgrades. A stakeholders meeting was suggested to introduce tighter guidelines for the use of the facilities. 3.2 Devonport Athletics Club Nil provided 3.3 Devonport Football Club Nil provided
4.0
GENERAL BUSINESS 4.1 Future Development Learn from recent events - consider access to the facilities for any future development. User groups should still be able to access their facilities. 4.2 Programming of Events David Mullett asked if user groups could be advised with as much notice as possible when programming future events at the Oval, to assist with roster preparation. 4.3 Schedule of Works David Mullett asked if clubs could be included in the schedule of works at the Oval.
5.0
NEXT MEETING 2 July 2013 at 5.30pm.
Meeting closed: 6pm ITEM 12.1
PAGE 184 Unconfirmed Minutes of the Don Railway Special Committee - 2 May 2013 (File: 13705)
ATTACHMENT [10]
MINUTES OF THE DON RAILWAY SPECIAL COMMITTEE (DRSC) HELD AT DEVONPORT CITY COUNCIL ON THURSDAY 2 MAY 2013 COMMENCING AT 1PM PRESENT Committee Members Ald Lynn Laycock Chairperson Ald Graham Kent Warren Woodberry Don River Railway Judy Maher Don River Railway Council Officers Evonne Ewins April Nelson
Assistant General Manager, Customers & Community (AGMCC) Executive Assistant, Customers & Community
Invited APOLOGIES Ald Grant Goodwin Ald Alison Jarman Glen Stewart Don River Railway Ian Waller Regional Tourism Development Manager Cradle Coast Authority (RTDM) 1.0
WELCOMED JUDY MAHER TO THE MEETING
2.0
CONFIRMATION OF MINUTES The Committee recommends to Council that the previous minutes of the meeting held 28 February 2013 be received and noted. Moved: G. Kent/W. Woodbridge
3.0
CARRIED
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1
Suggested DRR detail the skill set required and approach some of the service clubs again for assistance. Contact via letter with a project suggestion/s. DRR haven’t been in a position to contact service clubs requesting assistance in the form of projects due to the number of breakdowns and repairs required to equipment. The major problem is the shortage in the qualified workshop trades and specifically the ‘Fitter and Turner’ skills. To be able to sign off on completed works the tradesperson must still be certified within the industry. Suggestion from Ald Kent to approach Skilled Engineering with the idea to look at a sponsorship grant from their Community Fund to cover the costs of a tradesperson. Warren agreed that DRR would support this letter and a draft will be sent for their approval. There were also suggestions to again contact the local media outlets to promote.
Actions AGMCC to draft a letter to Skilled Engineering requesting support in the form of a tradesperson. The draft letter will be sent to Warren for approval.
ITEM 12.1
PAGE 185 Unconfirmed Minutes of the Don Railway Special Committee - 2 May 2013 (File: 13705)
ATTACHMENT [10]
AGMCC will contact the Advocate and advise Warren who will follow up from there.
Warren will contact Sylvia at 7AD to pursue and interview and promotion of the required trades.
3.2
As a result of discussions Ian wrote to David O’Byrne. This letter was retracted as requested by DRR and the decision was made at this meeting to not resubmit.
The following Actions are carried over for Ian Waller (RDTM) RTDM to approach Tourism Students at Hellyer College to gauge interest in a project – e.g. Rail Car Coffee Shop
4.0
RTDM to review marketing and promotion to provide options.
RTDM to advise via email the details of the key stakeholder meeting for Devonport Marketing.
KEY MILESTONES – (TABLE FROM PREVIOUS MINUTES)
Description
Target Date
Comments
Completion of the Strategic Plan
November 2012
DRSC to review the plan to determine a focus, direction and clear priorities
TBC - ASAP
5.0
DRR are reviewing the 2009-2011 Strategic Plan
STRATEGIC PLAN 5.1 Warren contacted Roger Martin for assistance with the plan as this is currently unable to be progressed. An extra column to be included in the Strategic Plan to include who is ‘Responsible’. 5.2
Warren and AGMCC met to look at areas to assist in Strategic Responsibility but this can’t be progressed until after Warren and Roger have worked on the Strategic Plan.
Actions Warren to again contact Roger for assistance with the Strategic Plan as this is effecting the ability/eligibility to apply for grants. 6.0
REPORT FROM DON RIVER RAILWAY Warren is working with Veronica Macno on a significance report. There are numerous documents required for the report and as a result a Collections Policy has been commenced. Once completed the report will assist the railway in becoming a nationally recognised museum. DRR will look at applying for a grant for a Roving Curator next year to assist with the cataloguing of items. When the Council conduct training for their volunteers they may be provision to include DRR volunteers as some are working across both DRR and Council sites. ITEM 12.1
PAGE 186 Unconfirmed Minutes of the Don Railway Special Committee - 2 May 2013 (File: 13705)
ATTACHMENT [10]
The DRR Futures Committee chaired by Gerald Harwood have met and agreed that they need to align with what is outlined as a museum to be able to progress to meet standards and be able to apply for museum funding. Suggested that Warren could make contact with Margaret from the BSMC as she may be able assist him with ideas as the BSMC has just undertaken a significance assessment of the BSMC Collection through Arts Tas Roving Curator.` 7.0
GENERAL BUSINESS 7.1 Ald Laycock discussed the option of a representative from Tas Rail to come and address this committee. DRR are still trying to find out information from Tas Rail when the next round table conference will occur. Actions Warren agreed the Ald Laycock could approach Damian White CEO of Tas Rail to request a representative come and address the committee. 7.2
Hon Bob Baldwin MP and Brett Whitely have recently visited the DRR, Warren has been in contact with Jeremy Rockliff inviting him to visit the site. Warren spoke to a number of politicians at the Opening of the BSMC inviting them to visit DRR.
7.3
April advised that with assistance from Vanessa Ford (Polytech student) the position descriptions have been started but would like to contact other railways e.g. Puffing Billy to ask for assistance.
Actions Warren agreed that April and Vanessa could contact other railways on behalf of DRR requesting information and assistance to compile the position descriptions. NEXT MEETING OF THE MONTH)
TO BE HELD 23 MAY AT 1PM IN THE COUNCIL COMMITTEE ROOMS (4TH THURSDAY
PLEASE SEND APRIL AN EMAIL IF PARKING PERMITS ARE REQUIRED.
ITEM 12.1
PAGE 187 Unconfirmed Minutes of the Community Safety Liaison Group - 9 May 2013 (File: 26330)
ATTACHMENT [11]
MINUTES OF THE COMMUNITY SAFETY LIAISON GROUP HELD IN THE COUNCIL COMMITTEE ROOMS ON THURSDAY 9 MAY 2013 COMMENCING AT 3.30PM PRESENT Committee Members Mayor Steve Martin Ald Alison Jarman Rachel Coulson Inspector Adrian Shadbolt Sgt Debbie Williams Toni Muir Julie Milnes Mark Cadle
DIER Tas Police Tas Police St Vincent de Paul DHHS Goodstone / Devonport-Latrobe Liquor Accord
Council Officers Karen Stone Sarah Masters
Risk Management Coordinator (RMC) Community Services Administration Officer (CSAO)
APOLOGIES Ald Lynn Laycock Wendy Smith Paul Hill Lester Jackson Charmane Sheehan
YAFF Tas Fire Community Partnerships Manager (CPM) Community Development Officer (CDO)
1.0
Chair
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held 1 November 2012 be received and noted. T. Muir/J. Milnes
CARRIED
2.0
DECLARATION OF INTEREST Nil
3.0
REPORT ON ITEMS FROM PREVIOUS MINUTES Nil.
4.0
BUSINESS ARISING FROM PREVIOUS MINUTES 4.1 Traffic Mayor Martin advised that Council are currently undertaking the budget process. The Steele Street crossing may be looked at within this process. Julie Milnes advised that there are now signs on the traffic light poles educating people when it is safe to cross. Mayor Martin also advised that major intersections around the new Homemaker Centre ie Hillcrest Road, Don Road and Watkinson Street, Middle Road and Stony Rise Road currently have an increase in traffic. This will be a wait and see situation. Once all stores are open the traffic flow will then be investigated.
ITEM 12.1
PAGE 188 Unconfirmed Minutes of the Community Safety Liaison Group - 9 May 2013 (File: 26330)
ATTACHMENT [11]
4.2 Community Safety Handbook Sgt Debbie Williams liaised with Council’s Community Services Administration Officer in relation to information to be included in the Community Safety Handbook. Council’s Community Partnership Manager and Community Services Administration Officer will work further on the handbook. 5.0
6.0
REPORTS 5.1 Liquor Accord The Devonport/Latrobe Liquor Accord is looking to expand its footprint to include Kentish, Central Coast and Wynyard-Waratah. It has been quiet in Devonport lately as the Warehouse has been closed for 7 weeks to undergo renovations. It will be closed for at least another 8 to 10 weeks. Tapas has increased its trading hours. Mark Cadle commented that it will be interesting to see the impact of the number of young people in the City once the Warehouse re-opens. Mark is now the Vice-President of the Liquor Accord. An advertising campaign was run recently in relation to Open Vessels. This was originally a localised campaign, however it became statewide through funding from Southern Cross. This campaign was tagged with all liquor accord logos and was broadcast statewide. 5.2
CCTV Insp Shadbolt commented that there has been negative press recently in regards to CCTV in Victoria. He asked that research be undertaken to find out the issues surrounding this. Action: CPM and RMC to investigate report.
5.3
Risk Karen Stone distributed a handout to all members of the Committee. This was a matrix which Karen populated from the brainstorming session on risk at the last meeting. This document went to the Public Liability Insurer’s audit and was given full points of 6 out of 6. Overall Council obtained 91% which was up from 84% the previous year. Karen asked that all members read the matrix document and provide feedback at the next meeting.
FURTHER REPORTS FROM MEMBERS 6.1 Tasmania Police There has been a recent run on hooning vehicles. A large amount of vehicles have been clamped, some being repeat offenders. There have been no issues with public order. It has been quiet with the Warehouse being shut and police will work with them once it re-opens. Year to date, public place assaults are down. Business burglaries are currently the biggest issue, however the clearance rate is good. Tas Police last week launched their Facebook site. It is a very active and professional page with 10,500 likes in the first few days. Insp Shadbolt noted that construction of the new police station is going well. 6.2
DIER DIER recently had a presence at the Devonport Cup with voluntary breath testing. They also promoted road safety message at Nitro Circus. Currently they are investigating heavy vehicles using Kelcey Tier Road. VMS boards are being used throughout the region to promote safety messages. These boards ITEM 12.1
PAGE 189 Unconfirmed Minutes of the Community Safety Liaison Group - 9 May 2013 (File: 26330)
ATTACHMENT [11]
were used throughout the State during Agfest. DIER have been approached by Tas Police to use the VMS boards in the Woolworths/Coles carpark to ask the public to be aware of securing their vehicles. Winter driving messages will also be displayed. 7.0
8.0
GENERAL BUSINESS 7.1 Children have been seen crossing the highway to get to McDonalds at the Homemaker Centre. Rachel Coulson advised that running an education awareness workshop at the Community House may be one solution to this problem. 7.2
Some drivers are driving into the Homemaker Centre via the slipway exit and then using the slipway exit to get back out onto the highway. Members of the Committee raised their concerns as to lack of internal signage. Action: Rachel Coulson to raise these issues at the next Traffic Committee Meeting.
7.3
Mark Cadle noted that he has seen a decline in the visibility of the police Port Squad. Insp Shadbolt commented that the Port Squad has now merged with the Traffic Police, but they are very mindful of still maintaining a service and presence. He will pass on Mark’s feedback.
7.4
Mayor Martin has received a couple of phone calls in relation to the intersection of Middle Road and Stony Rise, in particular between 4pm to 5.30pm. There have been some near misses due to speed. The traffic has increased in this area due the Homemaker Centre, but it will be a wait and see situation as to what the traffic levels are over time.
NEXT MEETING 4 July 2013 at 3.30pm
Meeting closed: 4.20pm
ITEM 12.1
PAGE 190 Unconfirmed Minutes of the Julie Burgess Trust Special Committee - 26 March 2013 (File: 26965)
ATTACHMENT [12]
MINUTES OF THE JULIE BURGESS TRUST SPECIAL COMMITTEE HELD AT THE DEVONPORT CITY INTERNAL MEETING ROOM ON TUESDAY, 26 MARCH 2013 COMMENCING AT 5.00PM PRESENT Committee Members Peter Higgins Ald Graham Kent Ian Martin Tim Gott
Chairman Devonport City Council Community Member Community Member
Council Officers Margaret Griggs
Project Officer
APOLOGIES David Kent Ald Grant Goodwin Lester Jackson
Community Member Devonport City Council Community Partnerships Manager (CPM)
1.0
CONFIRMATION OF MINUTES The Committee recommends to Council that the previous minutes of the meeting held 21 February 2013 be received and noted. I. Martin/T. Gott CARRIED
2.0
DECLARATION OF INTEREST Nil
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Booklet Launch Sales are going well. T. Gott will discuss a date with the Project Officer once the Centre is open.
4.0
3.2
Disability Access Assessment No progress, now with the Devonport Maritime & Heritage Authority (DM&HA).
3.3
Julie Burgess Operations Committee (JBOC) G. Kent advised that the DM&HA will move to appoint the JBOC. K. Whillte, T.Gott and C. Gibbs have indicated interest.
3.4
Survey Attendance will be weather dependant. Opportunity to take 5/6 paying passengers at $300 per person fully catered and to do short trips from George Town to Beauty Point. Need to redeem $800 to cover costs.
3.5
Report A report on the AWFB from the Project Officer was circulated
GENERAL BUSINESS 4.1
Conservation. No progress to report.
ITEM 12.1
PAGE 191 Unconfirmed Minutes of the Julie Burgess Trust Special Committee - 26 March 2013 (File: 26965)
4.2
ATTACHMENT [12]
Vessel Operational Matters 4.2.1 Crew Inductions will be held on April 3 for 3 new volunteers. 10 New applications have been received. 4.2.2 Volunteers We have interest from volunteers to have a vessel inspection only for gold coin donation on Saturday afternoons. Action: Project Officer to organise a roster and sign. 4.2.3 Pontoon Shed should arrive within the week. Buffers purchased were not suitable and were returned. Need to source rubber buffers.
4.3
Financials Financial reports tabled. Need to continue to closely monitor expenses.
4.4
Publicity /Marketing Afloat magazine – 4 page article. Action: Project Officer to circulate electronic copy. Final Ketch Up Newsletter to go out and will then be replaced with the BSMC News which will incorporate the Julie Burgess operations.
4.5
Other Funding 4.5.1 Sponsorship/ Donations Nil. 4.5.2 Acknowledgement of Support Letters sent to R. Heddle, M. Chandler, T. McDonald and A. Shields for their assistance with the AWBF.
5.0
6.0
OTHER BUSINESS 5.1
Royal Australian Navy (RAN)/ Tall Ships Attendance Attendance at the RAN/ Tass Ships event will be referred to the DM&HA.
5.2
Longer Trips General discussion regarding destinations for longer trips took place.
AGENDA ITEMS FOR JBOC MEETING Inductions Recruitment Follow Up Refine Passenger List Additional Purser Required Open for Inspection Roster Sign Maintenance Manual to be Developed – I. Martin List of Active Volunteers Uniform
7.0
NEXT MEETING Not applicable ITEM 12.1
PAGE 192 Unconfirmed Minutes of the Julie Burgess Trust Special Committee - 26 March 2013 (File: 26965)
Meeting closed at 6.50pm.
ITEM 12.1
ATTACHMENT [12]
PAGE 193 Report to Council Meeting on 27 May 2013
12.2
CONFIRMED MINUTES OF MEETING - DEVONPORT MARITIME & HERITAGE AUTHORITY 27 MARCH 2013 File: 27833 D296871
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 3.2.1
Support tourism through the provision of appropriate Council owned infrastructure and facilities
Strategy 4.2.4
Cultural facilities and programs are well planned with increased accessibility and sustainability, active engagement and strong participation for the benefit of the current and future generations.
Strategy 4.3.1
Develop and implement initiatives to preserve and maintain our heritage buildings, items and places if interest.
PURPOSE To present the Minutes of The Devonport Maritime & Heritage Authority meeting held on 27 March 2013 to Council.
BACKGROUND To present the Minutes of The Devonport Maritime & Heritage Authority meeting held on 20 September 2012 to Council.
COMMENTARY The Minutes of The Devonport Maritime & Heritage Authority meeting held on 27 March 2013 are attached for Aldermen’s information.
FINANCIAL IMPLICATIONS In accordance with the existing budget.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION The next meeting will be held on Wednesday, 24 April 2013.
ATTACHMENTS 1.
Minutes - Devonport Maritime & Heritage Authority 27 March 2013
RECOMMENDATION That: 1.
The confirmed Minutes of the Devonport Maritime & Heritage Authority meeting held ITEM 12.2
PAGE 194 Report to Council Meeting on 27 May 2013
on 28 November 2012 be received and noted; 2.
Council note the resignation of Mr Bob Marshall;
3.
All reports under agenda item 5.0 be accepted.
ITEM 12.2
PAGE 195 Minutes - Devonport Maritime & Heritage Authority 27 March 2013
ATTACHMENT [1]
MINUTES OF THE DEVONPORT MARITIME & HERITAGE AUTHORITY MEETING HELD AT THE BASS STRAIT MARITIME CENTRE, GLOUCESTER AVENUE ON WEDNESDAY 27 MARCH 2013 COMMENCING AT 4.10PM PRESENT Directors Ald Lynn Laycock Ald Graham Kent Ray Wright Steve Quinn
Devonport City Council Devonport City Council Community Member Community Member
Council Officers Lester Jackson Jessica Tavner
Community Partnerships Manager (CPM) Bass Strait Maritime Centre Administration Trainee
APOLOGIES Margaret Griggs
Bass Strait Maritime Centre Coordinator (BSMCC)
1.0
CONFIRMATION OF MINUTES The Authority recommends to Council that the previous minutes of the meeting held 28 November 2012 be received and noted. S. Quinn/ G. Kent
2.0
CARRIED
DECLARATION OF INTEREST Nil
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Julie Burgess Operations Committee (JBOC) The CPM advised that the Julie Burgess Trust Special Committee (JBTSC) held their last meeting in March. G. Kent reported that he sent an email to volunteers asking for any interest in joining the JBOC and has received some interest so far. It was agreed that the CPM and G. Kent would work on the potential members and have a recommendation for the Authority next meeting. 3.2 Australian Maritime College (AMC) Nil
4.0
CORRESPONDENCE 4.1
In/Out Updated list was provided to Authority members and the correspondence was tabled. The inward and outward correspondence be accepted as a true and accurate record. R. Wright/ G. Kent
CARRIED
ITEM 12.2
PAGE 196 Minutes - Devonport Maritime & Heritage Authority 27 March 2013
4.2
ATTACHMENT [1]
B. Marshall Resignation The Authority recommends that Council accept the resignation of Mr. Bob Marshall. G. Kent/ R. Wright
5.0
CARRIED
Reports 5.1.1 Museum Operations Reports on the Australian Wooden Boat Festival attendance and the Australian Maritime Museum Council Conference were distributed. The draft collection policy had also been circulated to members for discussion at the next meeting. 5.1.2 Julie Burgess Project Ald Graham Kent reported on the progress of the Julie Burgess Restoration Project. It was agreed that this agenda item 5.1.2 be changed to Julie Burgess Operations. 5.1.3 The Bass Strait Experience It was agreed that this agenda item 5.1.3 be taken off the agenda. 5.1.4 Financial Financial reports were distributed to Authority members. The CPM explained that the budget has not worked out as planned due to the opening date being changed. A number of concerns were raised by R. Wright which were responded to and addressed by the CPM. 5.1.5 Confirmation of All Reports The Authority recommends to Council that all reports under agenda item 5.0 be accepted. S. Quinn/ R. Wright 5.2
CARRIED
Matters for Discussion/Action 5.2.1 Corporate Plan/Charter Nil 5.2.2 Cafe Options The CPM advised that an agreement with Devonfield Enterprises had been drawn up and was going through due. It was agreed that Devonfield Enterprises would purchase everything in exchange for the first 12 months rent free. The CPM advised that Devonfield Enterprises would be operational for the opening of the Centre.
6.0
OTHER BUSINESS 6.1
Royal Australian Navy International Fleet Review and Tall Ships Events An invitation for the Julie Burgess to attend the 2013 Royal Australian Navy International Fleet Review and Tall Ships Event has been received. G. Kent explained the advantages and disadvantages of attending the event and it was agreed to decline the offer. The Authority recommends that the Julie Burgess decline the offer to attend the Royal Australian Navy International Fleet Review and Tall Ships Event. S. Quinn/ R. Wright
CARRIED
ITEM 12.2
PAGE 197 Minutes - Devonport Maritime & Heritage Authority 27 March 2013
7.0
ATTACHMENT [1]
AGENDA ITEMS FOR NEXT MEETING Nil
8.0
NEXT MEETING Wednesday 24 April 2013 at 4pm at the Council Committee Meeting Rooms, Fenton Way, Devonport.
Meeting closed at 5.00pm Chair of Board Confirmed……………………………………………………….Date……………………………………..
ITEM 12.2
PAGE 198 Report to Council Meeting on 27 May 2013
12.3
CONFIRMED MINUTES OF MEETING - DEVONPORT MARITIME & HERITAGE AUTHORITY 24 APRIL 2013 File: 27833 D297255
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 3.2.1
Support tourism through the provision of appropriate Council owned infrastructure and facilities
Strategy 4.2.4
Cultural facilities and programs are well planned with increased accessibility and sustainability, active engagement and strong participation for the benefit of the current and future generations.
Strategy 4.3.1
Develop and implement initiatives to preserve and maintain our heritage buildings, items and places if interest
PURPOSE To present the Minutes of The Devonport Maritime & Heritage Authority meeting held on 24 April 2013 to Council.
BACKGROUND Minutes provided as per Authority Terms of Reference and reporting requirements.
COMMENTARY To present the Minutes of The Devonport Maritime & Heritage Authority meeting held on 24 April 2013 to Council.
FINANCIAL IMPLICATIONS In accordance with the existing budget.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION The next meeting will be held on Wednesday, 22 May 2013.
ATTACHMENTS 1.
Confirmed Minutes of Meeting - Devonport Maritime & Heritage Authority - 24 April 2013
RECOMMENDATION That: 1.
The confirmed Minutes of the Devonport Maritime & Heritage Authority meeting held ITEM 12.3
PAGE 199 Report to Council Meeting on 27 May 2013
on 27 March 2013 be received and noted; 2.
All reports under agenda item 5.0 be accepted.
ITEM 12.3
PAGE 200 Confirmed Minutes of Meeting - Devonport Maritime & Heritage Authority 24 April 2013
ATTACHMENT [1]
MINUTES OF THE DEVONPORT MARITIME & HERITAGE AUTHORITY MEETING HELD AT THE COUNCIL COMMITTEE MEETING ROOMS, FENTON WAY ON WEDNESDAY 24 APRIL 2013 COMMENCING AT 4PM PRESENT Directors Ald Lynn Laycock Ald Graham Kent Ray Wright Steve Quinn
Devonport City Council Devonport City Council Community Member Community Member
Council Officers Margaret Griggs
Bass Strait Maritime Centre Coordinator (BSMCC)
APOLOGIES Lester Jackson Jessica Tavner
Community Partnerships Manager (CPM) Bass Strait Maritime Centre Administration Trainee
1.0
CONFIRMATION OF MINUTES The Authority recommends to Council that the previous minutes of the meeting held 27 March 2013 be received and noted. G. Kent/ R. Wright
2.0
CARRIED
DECLARATION OF INTEREST Nil
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Julie Burgess Operations Committee (JBOC) G. Kent advised that he has met with some of the volunteers who have expressed interest and they are keen to start having meeting. Suggest that the monthly meeting be held on the second week of the month at the Bass Strait Maritime Centre. A chairman will need to be appointed. 3.2 Australian Maritime College (AMC) L. Laycock asked that a letter be sent to the AMC regarding whether the Julie Burgess can be utilised as a training vessel. 3.3 DM&HA Vacancy Discussion regarding filling the vacancy as a result of the resignation of Bob Marshall. P. Higgins, I. Martin and S. Richey have indicated interest. The General Manager of Devonport City Council joined the meeting at 4.25pm to clarify that the process is handled by Council through advertising for expressions of interest. The General Manager left the meeting at 4.30pm.
ITEM 12.3
PAGE 201 Confirmed Minutes of Meeting - Devonport Maritime & Heritage Authority 24 April 2013
4.0
CORRESPONDENCE 4.1
5.0
ATTACHMENT [1]
In/Out Updated list was provided to Authority members and the correspondence was tabled.
GENERAL BUSINESS 5.1 Reports 5.1.1 Centre Operations The BSMCC distributed and spoke to a report on the operations of the Centre to date 5.1.1.1 Draft Collection Policy It was asked that Authority members look over the draft collection policy and provide any feedback to the BSMCC. 5.1.2 Julie Burgess Project Ald Graham Kent reported on the progress of the Julie Burgess Restoration Project. 5.1.3 Financial Financial reports were distributed to Authority members. Authority members request that the financials be made available at least two days prior to the meeting to give time for perusal. 5.1.4 Confirmation of All Reports The Authority recommends to Council that all reports under agenda item 5.0 be accepted. S. Quinn/ R. Wright
CARRIED
5.2 Matters for Discussion/Action 5.2.1 Corporate Plan/Charter Nil 5.2.2 Cafe Lease The BSMCC advised that formal documentation had been completed. The Authority requested to make cafe a separate agenda item. 6.0
OTHER BUSINESS 6.1
Signage The BSMCC advised that temporary signage had been put up today.
6.2
Marketing Authority members questioned where marketing was at and requested that it be a separate agenda item. L. Laycock and G. Kent will follow up marketing and signage strategy through Council.
6.3
Julie Burgess Sailings It was requested that Bass Strait Maritime Centre volunteers are given the opportunity to take a sail on the Julie Burgess as a famil. It was suggested to slot the volunteers in where vacancies are available rather than get everyone together as a group.
ITEM 12.3
PAGE 202 Confirmed Minutes of Meeting - Devonport Maritime & Heritage Authority 24 April 2013
6.4
ATTACHMENT [1]
Simulator Wheel G. Kent advised that it is impossible to get another wheel for the simulator so will have to build one.
6.5
Concrete Floor R. Wright had a visitor comment on the concrete floor, cracks are becoming more visible, they questioned if it is practical. The BSMCC will refer the matter to the CPM.
6.6
Vote of Thanks The Chair asked that a vote of thanks to staff be noted for the effort put in for the lead up and opening of the Bass Strait Maritime Centre.
7.0
AGENDA ITEMS FOR NEXT MEETING Nil
8.0
NEXT MEETING Wednesday 22 May 2013 at 4pm at the Council Committee Meeting Rooms, Fenton Way, Devonport.
Meeting closed at 5.00pm Chair of Board Confirmed……………………………………………………….Date……………………………………..
ITEM 12.3
PAGE 203 Report to Council Meeting on 27 May 2013
12.4
THE MAYOR'S CHARITABLE TRUST FUND File: 26385D296709
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.7.6 Pursue closer working relationships with Government and the not for profit sector to make available appropriate community support programs
PURPOSE To present the Mayor’s Charitable Trust Fund Allocation Guidelines.
BACKGROUND The “Widow’s Fund Trustee” was originally established by Dame Enid Lyons in 1966. In 1979 Devonport City Council endorsed a Deed of Trust known as the City of Devonport Mayors Fund. Council resolved on the 21 February 2011to reactivate the Mayor’s Charitable Trust Fund. The previous document developed for the Trust Fund has been reviewed and the attached guidelines supersede any former documentation.
COMMENTARY The Mayor’s Charitable Trust Fund (the Trust) aims to provide immediate personal relief to those who live or belong to Devonport when they find themselves in hardship due to suffering, distress, misfortune, poverty, illness, destitution and helplessness. Support is considered by Trustees for those who have found it difficult to access funds through other means. Trustees include the Mayor, and representatives from the welfare sector, broader community and the Devonport City Council. Requests can be made in writing by affected individuals, or by an individual or organisation on behalf of the affected individual. The Mayor’s Charitable Trust Fund Deed, Meeting Rules and Guidelines are attached.
FINANCIAL IMPLICATIONS It is believed there are no financial implications associated with this report.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION The Mayor’s Charitable Trust Fund Committee will continue to meet to discuss applications for support from members of the Devonport Community.
ATTACHMENTS 1.
Mayor's Charitable Trust Fund Deed
ITEM 12.4
PAGE 204 Report to Council Meeting on 27 May 2013
2.
Mayor's Charitable Trust Fund Meeting Rules
3.
Mayor's Charitable Trust Fund Allocation Guidelines
RECOMMENDATION That Council note the Deed, Meeting Rules and Guidelines of the Mayor’s Charitable Trust Fund.
ITEM 12.4
PAGE 205 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 206 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 207 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 208 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 209 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 210 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 211 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 212 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 213 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 214 Mayor's Charitable Trust Fund Deed
ATTACHMENT [1]
ITEM 12.4
PAGE 215 Mayor's Charitable Trust Fund Meeting Rules
ATTACHMENT [2]
The Mayor’s Charitable Trust created by Deed dated the 31st December 2012(“the Deed”) MEETING RULES (Clause 3(5) of the Third Schedule) 1.
Representation 1.1
As provided in clause 3(2) of the Third Schedule the Mayor of the City of Devonport is to act as the Chair of the Board of Trustees (‘the Board”)and is to be its spokesperson and the Deputy Mayor is to act as Chair in place of the Mayor, in case of the Mayor’s unavailability for a meeting of the Board for any reason;.
1.2
If the Mayor and the Deputy Mayor are both unavailable for any reason, those Trustees, who are present, are to elect a Chair for that meeting.
1.3
It is anticipated that, at the invitation of the Board, Council staff and/or other persons with specific expertise, knowledge and information mayparticipate in meetings in a non-voting capacity.
1.4
Before becoming eligible to act as a trustee of the Trust, a nominee must provide a current National Police Check (not less than 3 months old) prior to the Board making the appointment.
1.5
In exercising the powers referred to in Clause 4 of the Third Schedule, it is anticipated that the Trustees should be mindful of the general policy that each Trustee, other than those appointed by Council, should not serve as a Trustee of the Trust for a term greater than 2 years, before offering to resign; it being understood and accepted that the retiring Trustee may offer themselves for reappointment for a further 2 year period.
2.
Meeting Attendance 2.1
Any Trustee, who is unable to attend a meeting of the Board, is to submit an apology.
2.2
Any Trustee,who habitually fails to attend meetings of the Board without submitting an apology and/or fails to attend at least sixty (60) per centof the meetings conducted during a calendar year, will be liable to have their trusteeship reviewed by the Board.
2.3
A leave of absence may be granted by resolution of the Trustees on request.
ITEM 12.4
PAGE 216 Mayor's Charitable Trust Fund Meeting Rules
3.
ATTACHMENT [2]
Meeting Frequency and Meeting Place 3.1
Meetings are to be held at least every three (3) months, or at such frequency as may otherwise be determined by the Board from time to time.
3.2
The venue for each meeting of the Boardis to be resolved by the Board and specified on the agenda (Rule 8(a) below) for the pending meeting, preferably set at the end of the preceding meeting.
4.
Confidentiality 4.1
The business of the Trust is confidential.
4.2
All persons having an involvement with the business of the Trust must observe the strictest confidentiality in respect of the matters discussed at any meeting of the Board, most particularly the outcomes recorded in the minutesof the meeting.
4.3
It is to be incumbent on the Chair to remind all persons present at any meeting of the Board of their obligations with regard to the matter of confidentiality and the Board may resolve to insist on invited guests signing confidentiality agreements, which would have the force of law in the event of breach.
4.4
A breach of confidentiality on the part of a Trustee may be grounds for the Board to remove that Trustee from the Board.
5.
Voting 5.1
All Trusteeshave the voting rights as outlined in Clause 1of the Third Schedule.
5.2
All resolutions of the Board willbe by simple majority.
5.3
In addition to the Chair’s ordinary vote, the Chair is to also have a casting vote in order to break a deadlock.
6.
Sub-Committees 6.1
The Board may, at its discretion, form sub-committees to assist the Board in meeting the objectives of the Trust.
6.2
The Board may invite persons other than the Trustees to be members of that sub-committee, but there must always be at least one Trustee on that sub-committee.
6.3
The Board may not delegate its decision making powers under the Trust;the function of the sub-committee essentially being to report back to the Board within its terms of reference.
ITEM 12.4
PAGE 217 Mayor's Charitable Trust Fund Meeting Rules
7.
ATTACHMENT [2]
Administration 7.1
The Board may delegate aspects of its administrative function to Council staff, in particular theprovision of secretarial services,the compiling and distribution of agendas and minutes, scheduling of meetings and in generally assisting the Boardwith any other relevant tasks; but not the roles of Secretary and/or Treasurer.
8.
Reporting Requirements 8.1
A meeting agenda is to be circulated at least five (5)clear working days prior to any meeting of the Board and/or sub-committee.
8.2
Minutes of a meeting are to be circulated no later than five (5) working days after the meeting.
8.3
Minutes of each meeting are to be recorded confidentially in Council’s record management system, but are not be submitted to Council meetings.
8.4
For the purpose of the above, the term “working days” means all days,excluding weekends and public holidays, as determined by Workplace Standards Tasmania for the municipality of Devonport.
9.
Commencement Date March 1st 2013
10.
Review 10.1 While these Rules should be reviewed constantly, they must be reviewed at least once every two years. 10.2 Review Date: March 1st 2015
Approved this
day of
2013
ITEM 12.4
PAGE 218 Mayor's Charitable Trust Fund Allocation Guidelines
ATTACHMENT [3]
The Mayor’s Charitable Trust created by Deed dated the 31st December 2013 (“the Deed”)
GUIDELINES FOR ASSESSMENT AND ALLOCATION OF FUNDSFROM THE MAYOR’S CHARITABLE GIFT ACCOUNT (pursuant to Clause 9 (b) of the Deed)
1.
Assessment Guidelines 1.1
An application may be made for an allocation of funds from the Trust for the benefit of the applicant generally in accordance with the Second Schedule of the Deed.
1.2
Any such application must be made in writing, addressed to the Mayor or nominated officer of the Devonport City Council (“the Council Officer”).
1.3
The Council Officer is to be nominated by the Trustees of the Trust from time to time as may be required and is to be referred to as such on the Council’s website for this purpose.
1.4
On receipt of an application the Council Officer must, as soon as reasonably possible,assess whether itmeetsthe Objects of the Fund, as set out in Clause 2 of the Deed, before referring it to the Trustees for assessment.
1.5
If the Council Officer considers that there is insufficient information provided in the application(“the Application”) to assist the Trustees in making an informed decision as to whether or not to grant the Application, the Council Officer mayrequest further information from the applicant (“the Applicant”).
1.6
For applications under $1,000.00:a. The Council Officer may simply seek written approval from the Trustees, preferably by e-mail, for the allocation of funds for the benefit of the Applicant in line with the Application. b. Any such decision is to be determined in accordance with the Decision Making provisions set out in Clause 8 of the Third Schedule of the Deed, as if a meeting had been called to assess the Application.
ITEM 12.4
PAGE 219 Mayor's Charitable Trust Fund Allocation Guidelines
ATTACHMENT [3]
c. In these circumstances, the Trustees must respond to the Council Officer with their vote within 14 working days of their receipt of the Application, preferably transmitted by email to all Trustees,at the same time. d. Should either:i)
the Council Officer be of the opinion that the complexities of the application warrant it or for any other reason, or
ii)
where any two or more Trustees request one within the stated 14 day period,
the Council Officer must convene a meeting of the Trustees within 21working days of the either of the circumstances set out in (i) and (ii) above, for the Trustees to consider the Applicationand make a resolution e. For the purpose of the above the term “working days� shall mean all days, excluding weekends and Public Holidays as determined by Workplace Standards Tasmania for the municipality of Devonport. 1.7
For applications over $1000.00:-the Council Officer must convene a meeting of the Trustees as soon as reasonably possible, but not more than 21 days after the receipt by the Council Officer of the Application in order for the Trustees to assess the merits of the Application and to make a determination, sufficient time being allowed for the gathering of any additional information that may be required.
1.8
Having received a copy of the Application prior to a meeting duly convened to assess the Application, a Trustee has a duty to determine whether or not they have a conflict of interest such as would, or should, preclude them from the meeting to consider and assess the Application, and in this regard -: a) The Trustee should declare that conflict of interest at the earliest opportunity at the commencement of the meeting; b) If there is any doubt in the mind of the Trustee as to whether or not a conflict of interest exists the Trustee should put to the meeting the concerns, which the Trustee considers may amount to a conflict of interest, and allow the remaining Trustees to consider the situation and make a determination as to whether a conflict of interest does in fact exist;
ITEM 12.4
PAGE 220 Mayor's Charitable Trust Fund Allocation Guidelines
ATTACHMENT [3]
c) If the vote of the meeting is that a conflict of interest does exist the Trustee should leave the meeting; d) If it is later determined that a Trustee has not declared a conflict of interest when, in all of the circumstances, it should have been declared the remaining Trustees may take such action as may be available to them under Clause 4 of the Third Schedule to the Deed; e) For the purpose of these guidelinesthe term “conflict of interest” means – “the existence of a situation or set of circumstances in which a Trustee has a private or personal interest sufficient to appear to influence the objective exercise of his or her official duties as a trustee of the Trust, whether for personal benefit or for the benefit of a close friend or relative." f) The Council Officer will have the duty to report back to the Applicant in writing on behalf of the Trustees on the success or otherwise of the application. g) If the Trustees make a determination for the allocation of funds from the Trust for the benefit of the Applicant the Council Officer will have the responsibility for disbursement of funds from the Trust as soon as may be reasonably possible after the determination is made. h) All correspondencerelating to the Application process must be recorded confidentially in accordance with Council’s record management system. 2.
Trust Funds 2.1
Trust Funds will be held in accounts as agreed by the Trustees in accordance with the Trust Deed and in particular Clauses 4 and 5.
2.2
At least two signatures will be required for any transaction or business associated with accounts.
2.3
Signatories must include the Mayor and/or the Deputy Mayor and one other Trustee, not being a representative of the Council.
2.4
Expenses incurred in the reasonable and responsible promotion and management of the Trustmaybe paid from Trust Funds.
3.
Commencement Date 1st March 2013
4.
Review 4.1
While these Guidelines should be reviewed constantly, they must be reviewed at least once every two years.
4.2
Review Date: 1st March 2015 ITEM 12.4
PAGE 221 Mayor's Charitable Trust Fund Allocation Guidelines
5.
ATTACHMENT [3]
Disbursements from the Clause 4 (b) Account Disbursement from the separate account referred to in Clause 4(b) of the Deed may be made on a case by case basis depending on the circumstances, such as the source of funds and any conditions which may have been applied and the needs of an applicant.
Approved this
day of
2013
ITEM 12.4
PAGE 222 Report to Council Meeting on 27 May 2013
12.5
LIVING CITY - STAGE 2 COMMUNITY AND STAKEHOLDER CONSULTATION File: 27122 D296757
RELEVANT PORTFOLIO Customers & Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 3.1.2
Manage strategic urban development to support the “Go for Growth” initiatives that supports the primacy of the CBD and reduces fragmentation
PURPOSE To provide an overview of the community and stakeholder engagement process for LIVING CITY Principles Plan and seek Council endorsement of the Principles Plan.
BACKGROUND In adopting the Devonport CBD Investment and Development Strategy in December 2012 (Resolution 320/12), Council has established a framework that will facilitate the retail, community and tourism potentials for the city. The framework involves the identification of three precincts within the CBD, the Civic/Office precinct, a Retail precinct and a Waterfront precinct. The consolidation of services into these three precincts aims to create a vibrant, connected city that reduces fragmentation and provides a clear avenue for development for the next twenty years. This concept is summarised in the Strategy as the ‘Principles Plan”. The Strategy was launched to the public on 6th March, 2013, under the banner LIVING CITY – Changing the heart, reviving the region. The Community Newsletter was devoted entirely to the LIVING CITY project and the engagement period ran until 18th April, 2013. Over the six weeks of community engagement undertaken, the public was asked their opinion on the Principles Plan and if they support the concepts included in the Plan. To help facilitate the community engagement two Open House Sessions were conducted with property owners and tenants in the CBD area between Steele Street, Oldaker Street and Four Ways. Eight Listening Posts were held at various locations across Devonport, including one in Sheffield. An online survey was established on the speakupdevonport site, Council Officers presented to students at Reece High School, St Brendan-Shaw College and Don College and a separate youth survey was created to capture feedback from the 15-18 age group. In addition, Council received numerous written submissions from members of the public via email, facebook and through the mail. Council staff responded in writing to each written comment received as well as discussing the project with the many individuals who contacted Council either in person or over the phone. Council Management also presented to several community groups over the six week consultation period and we are still receiving requests for presentations well after the end of the consultation period. This has been the largest community engagement program undertaken by Council and by far the largest response from the public received by Council.
ITEM 12.5
PAGE 223 Report to Council Meeting on 27 May 2013
As outlined in the initial Community Newsletter, results of the consultation were made available online on 30th April, 2013 and the survey responses to the Principles Plan were published in The Advocate the following weekend.
COMMENTARY The online survey provides the quantitative feedback that allows Council to determine support for the Principles Plan. A total of 981 surveys were received as well as 31 youth surveys. The Communication and Engagement Plan defined the sample size of respondents required to provide a level of confidence in the support for the Principles Plan. Given a population of 25,000 and a confidence level of 99%, between 646 and 1,285 respondents were required. The result of 981 respondents is comfortably within the range to provide a very high level of confidence in the result. The five questions in the survey that related directly to the Principles Plan resulted in the following findings:
87% of respondents agreed that the Devonport Central Business District is fragmented;
79% of respondents agreed with structuring the Central Business District into three precincts (Civic/Office, Retail and Waterfront);
90% of respondents agreed that Devonport can be a vibrant and prosperous Regional City serving the North West Coast;
86% of respondents agreed with connecting and opening the Central Business District to the Mersey Riverside parklands; and
78% of respondents support the proposal that future retail space be consolidated in the CBD to address fragmentation.
Based on the responses noted above, there is very strong support for the Principles Plan from the community. The remaining questions in the survey were aimed at providing further evidence to support the Principles Plan and providing Council with valuable information which may be used in future consultations. In summary the remaining questions resulted in the following findings:
64% of the respondents were aged 45 plus. The vast majority of respondents were aged between 45 and 65 years of age;
96% of respondents were from the municipality and greater Mersey Lyell Region with 70% of respondents residing in Devonport;
The majority of respondents visit the CBD for shopping, eating out, socialising or entertainment; and
Just over 80% of respondents visit the CBD at least once a week, or more frequently.
ITEM 12.5
PAGE 224 Report to Council Meeting on 27 May 2013
Question 10 related to the issues currently holding Devonport back from becoming a world-class regional area. The respondents were given the ability to select a number of the options and we have summarised the options into the following groupings: Option Grouping
Number of Respondents
Lack of appropriate amenity and infrastructure
1,248
Lack of planning/foresight/leadership
713
Community attitude/apathy
526
Inadequate or expensive parking
303
Current economic climate
138
Lack of investment
99
Inadequate or expensive public transport
96
Other/Nothing/Unclear
96
Respondents were asked as consumers, how important are the following: Option
Quite/Very Important
Employment opportunities
90.5% of respondents
More parking
76.5% of respondents
Improved range of shops
74.8% of respondents
Link Kmart/Woolworths complex and CBD
62.9% of respondents
Easy access between foreshore/CBD and Kmart
67.4% of respondents
More green spaces
58.7% of respondents
A place for children to play
66.5% of respondents
Key messages from the supporting evidence:
The main reason people come to Devonport Central Business District is to shop, socialise, eat out and be entertained and the main reason they want change in the CBD is to address a lack of infrastructure and appropriate amenity, the depressed state of the area and to achieve the vision of connecting the heart of the CBD back to the river. There is a strong desire for an increased choice of shopping and entertainment facilities in the CBD;
That improving connections through LIVING CITY are a key to achieving the vision, including improved access through linkages and walkability, addressing the link between Kmart/Woolworths and the foreshore and connecting the CBD to the Waterfront;
Employment opportunities are a major issue for our community;
Devonport already plays an important role in the region, providing employment and shopping and entertainment facilities for residents of the Mersey Lyell Region and beyond; ITEM 12.5
PAGE 225 Report to Council Meeting on 27 May 2013
A large number of respondents feel that parking is currently inadequate or expensive; and
That people want to live in a contemporary modern City, offering the services and facilities found in vibrant regional hubs.
Comments Received Council received over 1,000 individual comments either via the survey, other online options, through the Open Houses and Listening Posts, letters received from members of the community or from people contacting us either in person or over the phone. In order to analyse the comments we grouped them into the main themes outlined below: Theme
Number of Comments
Overall Concept - Positive
114
Overall Concept - Negative
9
Overall Concept - General
22
Traffic and Pedestrians
89
Parking
139
Fragmentation
40
Southern Precinct
28
Existing Retail Issues and Regional Shopping
103
Arts & Culture
17
Tourism
50
East Devonport & Fourways
16
Social & Amenities
51
Stakeholder Engagement
21
Council costs & Rates
14
Other ideas
36
Holding Devonport Back (from survey)
106
Random
166
Traffic and pedestrian: comments relate to vehicle, train, bicycle and foot traffic in and around the city. There was a strong sense that walkways and cycleways need to be improved and that improved pedestrian access in the CBD is a desirable outcome from LIVING CITY. There is also a strong desire to improve current access between the Homemakers Centre and the CBD as well as linking tourist attractions, which was also a major theme in the fragmentation comments. Several comments in relation to general traffic issues around the City were received and will be passed on to the relevant Council staff members. Parking: comments strongly reflect the survey results that there is a perception that parking is inadequate and expensive. There was also strong support for Pay As You Leave parking in Devonport and a strong feeling in the community that there is inadequate parking for caravans and mobile homes, particularly around the Visitor Information Centre. There is ITEM 12.5
PAGE 226 Report to Council Meeting on 27 May 2013
an opportunity for Council to continue to consult with the public in relation to parking, in particular to revisit the Parking Strategy and the key themes included in the Strategy. There is also an immediate opportunity to address parking for campervans and mobile homes in the City. Fragmentation: overwhelmingly the comments confirm that the community feel Devonport is fragmented and that there is an urgent need to improve access between major retail and tourist attractions. Southern Precinct: comments were split between being in favour of the creation of the Civic/Office precinct and opposed to moving the existing council chambers, library and Magistrates Court. There was objection in relation to the cost of moving serviceable buildings and that people like the current position of the library. Careful consideration will need to be given to final location of the library and the community consultation around this issue. Retail: comments supported the findings in the survey, that the community feels there is an inadequate retail offering at present and that the shops are not well maintained. Generally there was a strong sense that Devonport needs to attract major national retailers, however there was a small number of comments in relation to the negative impact this will have on existing retailers. A large number of comments related to the Mall and these will be analysed further. Some general comments related to the high cost of operating a business in the CBD, current operating hours and the level of service received in some retail businesses. Arts & Culture: the majority of comments convey a desire for more public art in the City. Tourism: comments are varied and include several suggestions for tourist attractions to be included as part of LIVING CITY. Several submissions were received from individuals in relation to specific ideas and these will be kept for future reference. One recurring theme was the lack of transport between major attractions and how to attract passengers on the Spirit to spend some time in Devonport. East Devonport & Fourways: comments relate specifically to those areas and cover a range of issues. Comments relating to East Devonport will be made available to the Eastern Shore Special Committee. Social & Amenities: comments covered a wide range of issues relating to access and transport in the City for the disabled and the elderly, appropriate facilities for mothers with babies and young children and services targeted at specific age groups. Stakeholder engagement: the majority of comments were positive in relation to the community engagement process and encouraged Council to keep the community informed of future developments and progress with the project. Council costs and rates: comments centred on the concern that rates will increase as a result of this project. Other ideas: some individuals went to great length to submit ideas that could form part of LIVING CITY and these ideas will be reviewed as the project progresses. Holding Devonport back: these comments are directly from the survey in response to question 10. They align with the other categories of comments. Random: we received a large number of comments that do not relate specifically to LIVING CITY and they have been included here. Those comments will be circulated to the relevant Council department. A number of comments reflect information captured in the survey and in other categories of comments. ITEM 12.5
PAGE 227 Report to Council Meeting on 27 May 2013
Opportunities Several opportunities have been identified through the public consultation process both as part of the LIVING CITY project and independently. The major opportunity relates to the strategic use of the overwhelmingly positive feedback received from the consultation process. Council will be able to refer to the support of the Principles Plan at every stage of the project. The responses collected will inform future stages of the LIVING CITY project, particularly the Stage 3 Precinct Master Plans as well as existing operational decisions. The information provides a valuable opportunity for Council to enhance future decision making. Council will continue to engage with the public throughout the project in line with the Communication and Engagement Strategy. Next Steps The endorsement of the Principles Plan ends Stage 2 of the project and is a significant milestone of progression. It also heralds the beginning of Stage 3 of LIVING CITY which is the development of Master Plans for the key precincts. This stage encompasses:
Design analysis of the Precincts;
Securing and demolition of key strategic properties;
Negotiations with potential private investors:
Securing Government funding and support; and
Commencing the statutory approvals process.
This stage is expected to run until the end of 2014 and will include community engagement in relation to the proposed Master Plans.
FINANCIAL IMPLICATIONS All costs for the consultation process have been included in the operating expenses of Council in the current financial year. Monthly Financial Reports are included in the Council Agenda.
RISK IMPLICATIONS A Risk Register is currently being developed for the LIVING CITY project which will outline all the risks and controls associated with the project. The risks directly relating to the Principles Plan are outlined below.
Financial The risk to Council is the inability to continue to fund the project into the future. Council set an annual budget and a five year capital plan as part of the Annual Plan and Estimates. Adequate resources to fund the LIVING CITY project are included in this process. Council also maintains a Long Term Financial Plan covering a ten year period. All known costs associated with LIVING CITY are factored into this Plan. Council will also be developing detailed financial modelling of each Precinct as we progress through the project.
Communication/Reputation The positive sentiment created for LIVING CITY through the consultation process needs to be maintained. Council must ensure that the public are kept informed of progress and actively engaged through the various stages of the project or risk losing public support. ITEM 12.5
PAGE 228 Report to Council Meeting on 27 May 2013
CONCLUSION The results of the community engagement program for LIVING CITY reflect overwhelming support for the Principles Plan. There is support for the creation of three precincts being Civic/Office, Retail and Waterfront and to end the fragmentation of the CBD. There is support to consolidate retail into the CBD and to open the City to the river and parklands. This has been the largest community engagement exercise ever undertaken by Council and has involved all levels of Council including Elected Members, Management and Staff. The opportunity to engage with Council was embraced by the community and enabled Council to collect valuable information and feedback on a range of issues. The challenge now is to maintain the positive momentum and take LIVING CITY to the next stage of the project.
ATTACHMENTS 1.
Principles Plan
2.
Survey Report (Final)
3.
Youth Survey - Summary Report
RECOMMENDATION That Council adopt the LIVING CITY Principles plan as attached, and progress with the next stage of LIVING CITY, based on these Principles.
ITEM 12.5
PAGE 229 Principles Plan
ATTACHMENT [1]
ITEM 12.5
PAGE 230 Survey Report (Final)
ATTACHMENT [2]
ITEM 12.5
PAGE 231 Survey Report (Final)
ATTACHMENT [2]
ITEM 12.5
PAGE 232 Survey Report (Final)
ATTACHMENT [2]
ITEM 12.5
PAGE 233 Survey Report (Final)
ATTACHMENT [2]
ITEM 12.5
PAGE 234 Youth Survey - Summary Report
ATTACHMENT [3]
ITEM 12.5
PAGE 235 Youth Survey - Summary Report
ATTACHMENT [3]
ITEM 12.5
PAGE 236 Youth Survey - Summary Report
ATTACHMENT [3]
ITEM 12.5
PAGE 237 Report to Council Meeting on 27 May 2013
12.6
PARTNERSHIP AGREEMENT FOR DELIVERY OF YOUTH SERVICES File: 2948D297398
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.8.2 Provide, promote and advocate for appropriate and accessible services, information, facilities, activities and spaces for youth
PURPOSE To inform Council of an opportunity to develop a partnership with Youth and Family Focus Inc. to operate Council Youth Centre, The Zone.
BACKGROUND Council own and operate The Zone, located at 64 Stewart Street, Devonport. The service has been established for over 12 years and delivered a range of quality activities and programs aimed at increasing participation, access to information and relevant services and provision of support and referral to disadvantaged youth. The Centre is a youth friendly space, including offices, meeting rooms, activity space, computer hub, fully equipped kitchen, downstairs workshop space etc. Over the past ten years the delivery of Council community development strategies has changed to meet a complex range of emerging social issues and broader demographic. This has reduced the capacity of existing staff based at the facility to adequately deliver services to young people, resulting in the facility being underutilised. An opportunity has been identified to maximise Councils commitment to delivering appropriate and accessible youth services in partnership with Youth and Family Focus Inc. (YaFF) located in Devonport. Youth and Family Inc. have developed a well earned reputation as a quality service provider across a range of programs which support families and individuals in time of need. Council received an expression of interest from Youth & Family Focus to lease ‘The Zone’ premises from Devonport City Council in February 2013. Youth and Family Focus Inc.’s mission aligns strongly with Devonport City Council’s goal to ‘Build Quality of Life’. YaFF is proud to have shared a long-standing working relationship with Council around addressing challenging youth and family issues and view a proposed partnership as an opportunity to strengthen their capacity to deliver Youth & Community Programs to young people and families in Devonport. In February 2013 Council was also approached by Cornerstone Youth Services Inc. with a proposal to establish Headspace, the Federal Government National Youth Mental Health initiative, at the Zone. Cornerstone Youth Services Inc. aims to work closely with other youth services crossing the boundaries of health, social services and youth justice systems, ensuring that young people who may pass through such systems are provided with integrated services and supports to maximize their capacity for social recovery. Given the existing interest of Youth and Family Focus Inc., Council’s Assistant General Manager facilitated a meeting between Youth and Family Focus Inc. and Cornerstone Youth Services to determine whether establishing a Headspace model at The Zone, would be more appropriately supported by services offered by YaFF rather than Council. This meeting resulted in YaFF and Cornerstone Youth Services developing a partnership to co ITEM 12.6
PAGE 238 Report to Council Meeting on 27 May 2013
locate services which will provide and facilitate access to expanded services for young people across three core streams – mental health, drug and alcohol and primary health. This partnership is reflected in a Memorandum of Understanding between the two Organisations. Council workshopped the proposed partnership, and identified a need to further review the level of service delivered via the community development unit to ensure Council continues to be responsive to changing demand and community need within available resources.
COMMENTARY The model proposed would be mutually beneficial to both parties where Devonport Council would benefit from the provision of services to youth in Devonport and Youth & Family Focus would gain a specific youth space to deliver its youth services at a reduced lease cost of $10,000.00 pa. (The market rental value of the property is $28,600; a reduced rental is proposed and aligns with other premises of Council leased to not-for-profit community organisations which provide significant social benefit to the community e.g Playhouse). In return for a reduced rental YaFF identified that the current operations of the centre would be sustained including the usage of the centre by 2 schools for alternative education, and meeting rooms by 3 community groups. Outsourcing of most Council youth activities will increase Council’s capacity to meet other community priorities including volunteer co-ordination, community safety, health and well being, children and families and seniors initiatives. Community development staff would effectively relocate to Council Best Street Offices. The model proposed would deliver a greatly enhanced community development approach by Council and a range of services and programs to support local -Devonportand regional youth through four areas and maximise the usage of the facility: 1. Relocation and continuation of current YaFF Services and Programs 2. New/expanded services and programs 3. Delivery of centre based youth services /programs currently delivered by Council 4. Support for staff /professional development and training 1) Relocated Services/Programs Youth and Family Focus Inc. propose to relocate current services/programs including: Youth Alcohol & Drug Counselling Health Promotion and Education Focus on Futures (Employment /Training Projects) ‘Veggie Patch’ – Food Security Project Respectful Relationship Project/s These would link with other existing YaFF programs such as Youth Accommodation Services and Family Support.
ITEM 12.6
PAGE 239 Report to Council Meeting on 27 May 2013
2) New /Expanded Programs Youth and Family Focus Inc. would expand their range of youth/group work programs including;
Respectful Relationships iparty Life Skills and Independent Living Groupwork In addition, the relocation would increase our capacity to employ additional staff in a specific youth engagement role. Both organisations would be in an improved position to apply for new funding to expand our services for youth.
Establishment of the Headspace model at the Centre, value adds to an integrated service approach at the facility, providing professional clinical services in partnership with a host of other local services including sexual health, mental health, youth justice etc. Headspace delivers an on line e-mental health service, eheadspace. The establishment of Headspace at the facility would aim to address an identified high level need within the community and region. 3) Services/Programs Currently delivered by Council YaFF identity they would be able to provide a new youth service delivery approach including;
The provision of an integrated service approach to support young people and families inclusive of, yet not limited to; family support, drug and alcohol, Cornerstone/Headspace (and associated services sexual health, youth justice, General Practitioner etc.), employment services.
Along with activities currently undertaken by Council including:
Continue to provide access to the facility resources, including Computer Hub, meeting rooms, shower and washing machine to support youth and families at risk National Youth Week in conjunction with Council Coordination of a Devonport Youth Advisory Committee Facilitating service provider networking and developing new initiatives to support youth. Partner with Council to apply for funding to address issues identified within the community and future facility requirements Providing information /access to resources Continue to provide space for Alternative Education for youth at risk Continue to provide meeting space to a range of relevant community groups and services for the purpose of meeting rooms, training and service provider networking Develop and deliver School Holiday activities in conjunction with Council Partner with Council to identify, facilitate and develop initiatives which respond to changing need within the community
YaFF would also be able to provide some support to Council Employees to participate in training and/or access funding for Professional Development and Training through its Improved Services Project.
ITEM 12.6
PAGE 240 Report to Council Meeting on 27 May 2013
A timeframe to have the partnership agreement in place is 1st of July 2013, and a transitional plan be implemented commencing June. Youth and Family Focus Inc. request a 5 years renewable lease
FINANCIAL IMPLICATIONS There are minimal implications to Council as result of the proposed partnership. The partnership generates $10,000 new revenue and transfers utility costs to Youth and Family Focus of approximately $9,500. Transferring some activities to Youth and Family Focus Inc., will not result in a significant reduction to the net operating result; a saving of around $20,000 will be the difference between 2012/13 and 13/14 operating expenditure.
RISK IMPLICATIONS
Assets, Property and Infrastructure No risk, Council will continue to maintain and depreciate the asset at a cost of $17,400 per annum.
Contractual/Legal Youth and Family Focus Inc. are in a sound financial position, the contractual arrangement present minimal risk. The request for a five year renewable lease is consistent with other lease arrangements of Council.
Financial A reduced lease arrangement will result in the property not being leased at a commercial value. This may present a risk to Council due to loss of possible income.
Communication/Reputation If Council was to progress a partnership with Youth and Family Focus Inc. to increase Youth services in a low socio economic climate, this would generate positive coverage for Council.
Professional Indemnity/Public Liability A record of Yaff Inc. public and professional liability will be requested and maintained on Council record system.
CONCLUSION Based on the information provided, assessment of existing usage and available resources, it is recommended Council seize the opportunity to develop a partnership model with Youth and Family Focus Inc. at a reduced lease cost of $10,000 annually in return for an integrated service approach to support young people and families inclusive of, yet not limited to; family support, drug and alcohol, Cornerstone/Headspace (and associated services sexual health, youth justice, General Practitioner etc.), employment services and a range of Council youth activities. This will ensure the usage of community infrastructure is maximised and enable Council to continue to deliver on its Policy and Strategic Commitment within its available resources.
ATTACHMENTS Nil
RECOMMENDATION That Council: 1. Authorise the General Manager to enter into a lease agreement 64 Stewart Street, ITEM 12.6
PAGE 241 Report to Council Meeting on 27 May 2013
Devonport to Youth and Family Focus Inc. for the amount of $30,000 annually; 2. Develop a partnership Agreement between Devonport City Council and Youth and Family Focus Inc.; inclusive of roles and responsibilities, key performance indicators and reporting requirements. To be endorsed by Councils Financial Assistance Committee; 3. Provide a discount to Youth and Family Focus Inc. in return of an integrated youth service model delivered out of the Zone Youth Centre, and identified Council activities; and 4. Officers review Councils existing Community Development approach and present findings in a workshop to Council 2013/14.
ITEM 12.6
PAGE 242 Report to Council Meeting on 27 May 2013
13.0
TECHNICAL AND FINANCE REPORTS
13.1
CAPITAL WORKS REPORT File: 26405D296421
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.4 Develop and maintain long term Strategic Asset Management Plans to manage Council's current and future assets needs
PURPOSE To inform Council of the progress of the Capital works program for the 2012/13 financial year.
BACKGROUND The attachment to this report is a summary view of the current status of Council’s Capital Works projects. The program focuses on the progress of the onsite construction works, rather than including all the aspects which occur before work starts on site (i.e. design, consultation, tendering etc.). This allows a clear picture on when physical site construction is planned to start for a particular project and also provide an indication of actual progress against what was planned.
COMMENTARY Council has approved a $21,624,107 capital expenditure budget for 2012/13. A detailed program has been developed to plan when each project will occur. The program is reviewed quarterly to amend schedules which are known to have changed for external reasons. This report reflects changes made following a review of progress at the end of March 2013. As a result of the review there have been some adjustments to the delivery method and timing for some projects. The attachment indicates the anticipated construction time frames for each project. All aspects of planning, design, delivery and capitalisation of projects are progressing with a number of projects completed, some under construction or about to commence. There are a number of projects prepared for external delivery with tenders awarded and contractors engaged and preparing to commence work shortly. The design and planning phase is either complete or substantially progressed for ninety five projects and many of these are now delivered or in a construction phase. Recently completed works include the Crown Land acquisition, reseal programme, the Edward Street Renewal works, Madden Place reconstruction, Cycling Network Strategy (Miandetta Link), Walking Track remediation, Litter Bin Programme, Devonport Oval visitors change room, Furniture and Fittings purchases and the Nicholls Street pavement widening and kerbing and channelling. Projects which are well progressed include the Saleyard Road Pavement renewal, Stony Rise and Tugrah Road roundabout, the Nicholls and Gunn Street and the Best and Sorell Street roundabouts, Torquay Road drainage and pavement boxout work, Open Space Management Plan (Horsehead Creek). Work in progress includes Aiken Head walkway lighting. There are a number of projects in the process of ITEM 13.1
PAGE 243 Report to Council Meeting on 27 May 2013
preparing for commencement and these include the, William Street pavement upgrade between George and Nicholls Street, the William Street Stormwater catchment stage 2 upgrade, the Kelcey Tier Safety improvements, Maidstone Park power supply, Vietnam Veteran Wall reconstruction, Turton Street Stormwater and Wright and Thomas and David and John Street roundabouts. Recent progress on the Aquatic Centre northern building includes window and door frames installation, which is substantially completed, block work is 50% complete and plasterboard installation is almost complete. The pool hall progress includes continuation of laying of block work to the external walls, commencement of the Ritek wall sheets and placement of formwork and steel reinforcement to the deep end of the 25 metre pool. The Co-generation unit is now in position. The plant, vehicle and IT renewal items are advancing and are generally on program.
FINANCIAL IMPLICATIONS It is anticipated that the 2012/13 Capital Works program will be completed within the allocated budget.
RISK IMPLICATIONS
Work Health and Safety Projects within the capital program include activities designated as High Risk under the model Work Health and Safety Regulations Part 6.1, R291. Hazard identification, risk assessment and development of safe systems of work are required to be carried out on all projects.
Assets, Property and Infrastructure The program delivery is essential to mitigation of the identified risks associated with asset renewal strategies.
Contractual/Legal Contract management of consultants and contractors is carried out in accordance with developed policy, procedures and the Code for Tenders and Contracts.
Financial Capital works program expenditure is reviewed monthly with projections of expenditure provided for minimisation of financial risk.
Information Technology The Capital Program includes renewals for IT assets minimising the risk of redundancy and system failure.
Natural Hazards Natural Hazards are identified and engineering solutions to minimise the associated risks are included in project development. Frequently considered natural hazards include flooding from occasional excessive rainfall events.
Professional Indemnity/Public Liability Contracts for consulting and contracting include clauses to mitigate risks.
CONCLUSION The 2012/13 Capital works program is progressing and a number of projects have contractors engaged and operations teams preparing for the remaining projects to be to be commenced and finalised in coming weeks.
ITEM 13.1
PAGE 244 Report to Council Meeting on 27 May 2013
ATTACHMENTS 1.
Capital Works Programme
RECOMMENDATION That the progress report on the 2012/13 Capital Works Program be noted
ITEM 13.1
PAGE 245 Capital Works Programme
ATTACHMENT [1]
ITEM 13.1
PAGE 246 Capital Works Programme
ATTACHMENT [1]
ITEM 13.1
PAGE 247 Report to Council Meeting on 27 May 2013
13.2
FINANCE REPORT TO 30 APRIL 2013 File: 26544 D297083
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.1
Provide financial services to support Council's operations and meet reporting and accountability requirements
PURPOSE To report the details of Council’s financial position and operational outcomes against budget for the current financial year.
BACKGROUND Monthly financial reports are provided to Council for information.
COMMENTARY The attached report provides an overview of Council’s financial position and year to date operating result as of 30 April 2013. Included in the report are the following: Financial Summary – This report provides an overview of Council’s Operational and Capital Income and Expenditure, along with details on cash position and Debtors information for the reporting period. Summarised Operating Report – This report provides a summary of operational income and expenditure for the period to date compared to both the YTD Budget and Annual Budget. Financial Charts – These charts provide a visual representation of year to date Income and Expenditure compared to budget and prior year, plus a Capital Expenditure chart which demonstrates the progress of the current year capital plan against budget and prior year capital plan information for reference. Balance Sheet Report – This report provides a snapshot of Council’s financial position at the end of the reporting period. Capital Expenditure Report – This report provides a list of all approved capital expenditure projects with the allocated budget, YTD expenditure and forecast expenditure including commentary in relation to budget variances, as well as whole of project budget and cost for those projects which span more than one financial year. Please note at the time of running the report, the April progress claim for the Aquatic Centre had not been processed. The value of this claim is approximately $1.7million and will have a significant impact on the total value of capital expenditure once included.
FINANCIAL IMPLICATIONS There are no financial implications arising from the presentation of this report. The report is provided for the information of Aldermen. ITEM 13.2
PAGE 248 Report to Council Meeting on 27 May 2013
RISK IMPLICATIONS
Financial In relation to item 42 of Council’s Risk Register for Financial Risks: “Inaccurate information provided to decision makers could lead to misguided or inappropriate decisions being made.
CONCLUSION The following report provides an overview of Council’s operating result and financial position at the end of the reporting period.
ATTACHMENTS 1.
26544 ca 27 May 2013 Finance Report Attachment
2.
26544 ca 27 May 2013 Finance Report Attachment 2 Capital
RECOMMENDATION That the Finance Report for April 2013 be noted.
ITEM 13.2
PAGE 249 26544 ca 27 May 2013 Finance Report Attachment
ATTACHMENT [1]
FINANCIAL SUMMARY
YTD to April 2013
Operating Summary
YTD Budget
Revenue Expenditure Operating Position
Capital Expenditure Summary
Actual
32,321,472 29,168,332
32,712,046 28,497,574
3,153,141
4,214,472
Annual Budget
Capital Expenditure
Actual
21,624,107
8,347,316
Annual Budget 34,156,482 35,016,482 (860,000)
Current Forecast 34,285,170 35,438,725 (1,153,555)
Current Forecast 18,635,756
Cash Information April 2013 Operating Account (Reconciled balance) Interest-Earning Deposits
Debtor Information April 2013 Rates Debtors Infringement Debtors Sundry Debtors Planning & Health Debtors
June 2012
2,122,341 163,322 254,874 4,489
486,205 79,163 674,901 3,602
2,545,026
1,243,871
Rates Debtors Ageing 2012/2013 - Current 2011/2012 - 1 Year 2010/2011 - 2 Years 2009/2010 - 3 Years 2008/2009 - Older
June 2012
1,354,225 13,956,619
(208,778) 11,607,593
15,310,845
11,398,815
April 2013
% of Annual Rates
1,930,291 89,417 23,195 9,832 69,606
7.7%
2,122,341
Cash Investment Information Rate ANZ Cash Deposits CBA Cash Deposits
4.00% at call 3.25% at call
All cash investments are invested in compliance with Council's Investment Policy.
April 2013 13,955,504 1,115 13,956,619
Commentary This report provides a high level summary of operational income and expenditure, capital expenditure and the cash and receivables position as at the date of the report. The current forecast is updated on a monthly basis to reflect anticipated changes to revenue, expenditure and net operating position. As at 30 April 2013, the forecast for income is expected to be $372K higher than budgeted whilst expenditure is expected to be $665K higher, resulting in a forecast operating deficit of $1.15M. This is a deterioration of $294K from the original budget result due to a number of factors including loss of rate income from high value properties as a result of the Council decision to offer a remission to 448 high value properties, $250K reduction in FAG funding compared to budget, lower admission and sales revenue from the Bass Straight Maritime Centre and Julie Burgess due to delays in opening these ventures and lower than expected parking and development income for the year, higher depreciation costs than anticipated and unanticipated increases to employee costs. These losses of income and increases in expenditure have been offset somewhat by unbudgeted receipt of reimbursement from the State Government for the 2011 flood damage, additional interest earnings than predicted due to higher than anticipated interest rates and investment balances, increased dividend expectations and savings in Rates and Land Tax costs for the year. The interest-earning deposits balance includes some of the $5M in grant funding received in advance for the Aquatic Centre redevelopment. As we are now well into the construction phase of this project, these advance funding amounts are being consumed as the Aquatic Centre redevelopment ramps up. $2.73M has been spent on this project to the end of April.
ITEM 13.2
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PAGE 250 26544 ca 27 May 2013 Finance Report Attachment
ATTACHMENT [1]
SUMMARISED OPERATING REPORT YTD Budget
Actual
YTD to April 2013 YTD Variance $ %
Full Budget 2012
INCOME Rates and Service Charges Fees and User Charges Grants - Operating Contributions - Operating
Note 24,978,924
24,951,524
(27,399)
-0.1%
25,011,174
4,831,013
4,340,377
(490,637)
-10.2%
5,829,232
992,000
982,700
(9,300)
-0.9%
1,262,000
(9,712)
50,000
40,288
-19.4%
60,000
1,022,619
1,710,745
688,125
67.3%
1,464,518
446,916
686,412
239,496
53.6%
529,558
32,321,472
32,712,046
390,573
1.2%
34,156,482
Employee Benefits
9,857,228
10,247,591
Materials and Services
9,451,869
8,160,679
Depreciation
7,181,500
7,258,948
465,167
447,757
2,236,220 858,399
Investment Revenue Other Revenue
TOTAL INCOME
1 7 2 3
EXPENSES
Financial Costs Levies & Taxes Other Expenses Internal Charges and Recoveries
TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT) Own Source Revenue:
(882,051)
-4.0%
11,824,808
13.7%
11,281,712
(77,448)
-1.1%
8,617,800
17,410
3.7%
651,000
2,128,364
107,856
4.8%
2,755,464
1,065,210
(206,811)
-24.1%
(71,076)
8.1%
(1,058,464) 35,016,482
(810,975)
(390,363) 1,291,190
29,168,332
28,497,574
670,758
2.3%
3,153,141
4,214,472
1,061,331
33.7%
96.8%
944,162
4 5
6
(860,000)
96.9%
96.1%
Indicator: Variance is less than 10% and dollar variance threshold from budget and is within acceptable limits Variance is greater than 10% and/or $250000 threshold from budget and requires explanation
Note Commentary 1 Fees and user charges are down on budget due to a number of factors, including internal waste management charges at the transfer station being down (in line with reduction in related waste disposal costs), a reduction in income from the Julie Burgess and Maritime Centre due to delays in getting these ventures operational, private works charges are down on budget, development application fees are down on budget, parking fees are down on budget, etc. Offsetting some of these losses of income is an increase in animal infringements revenue, derived from a focussed effort on house-checks during the year. 2 Investment revenue is currently ahead of budget, as a result of both higher than predicted interest rates being achieved, and higher than anticipated investment balances for the first half of the year. A forecast adjustment has been made to reflect this. Additionally, dividends are well ahead of budget. CMW have indicated that dividends will be around $250K higher than anticipated at the beginning of the year, so a forecast adjustment has also been made to reflect this. 3 Other revenue is ahead of budget as a result of $110K received from the State Government to reimburse costs associated with 2011 flood damage, which was not budgeted for. Adjustment made in forecast to reflect this. Additionally, MPES recoveries are above budget YTD, but this amount is offset by an increase in bad debt write-offs representing infringement debtors forwarded to MPES and treated as "Other Expenses". 4 Employee benefits are well over budget. This is due to a number of factors including timing of budget allocations for leave loading vs actual expenditure timing, more timesheet hours being charged to operations than anticipated (and fewer hours to capital, which has also contributed to fewer overhead recoveries from capital being achieved), misalignment of staff time charged to major maintenance jobs, which was budgeted to be performed by contractors (this is offset by under-expenditure in this area), and unbudgeted CPI expense on opening leave liabilities. Additionally, not as much leave has been taken during the year as anticipated, further compounding the cost increase. 5 The materials and services variance can be attributed to the timing of actual v budget. Traditionally materials expenditure is lower in the first half of the year (particularly July) and catches up towards the end (particularly June) as a result of year-end accruals and reversals into the new financial year. Variance is in Council's favour, and will be monitored closely as the year progresses. Significant favourable variances relate to Major Maintenance (offset by increased direct employee costs), Waste Disposal costs, Consultants and General Materials for maintenance activities. 6 Other expenses are well above budget. The main difference relates to rates remissions provided to high value residential properties as a result of the decision at the September Council meeting, plus unbudgeted bad debts expense relating to amounts forwarded to MPES for the year (offset by additional income recovered from MPES and treated as "other income"). 7 Contributions are slightly under budget as a result of the eratic nature of such income. Lower develoment applications during the year have resulted in less income being generated here.
ITEM 13.2
PAGE 251 26544 ca 27 May 2013 Finance Report Attachment
ATTACHMENT [1]
FINANCIAL CHARTS
Year to Date to end of April 2013 Income Analysis
25,000,000
$ Income
20,000,000 15,000,000 10,000,000 5,000,000 ‐ Rates & Utility Charges
Fees & Charges
Grants
Contributions
Other Income
2013 YTD
24,951,524
4,340,377
982,700
40,288
Dividends and Other Investment Income 1,710,745
Bud YTD
24,978,924
4,831,013
992,000
50,000
1,022,619
446,916
2012 YTD
23,830,494
4,124,851
1,420,494
204,615
1,060,625
486,754
686,412
Expenditure Analysis 12,000,000 10,000,000
$ Expenditure
8,000,000 6,000,000 4,000,000 2,000,000 ‐ (2,000,000) Employee Benefits 10,247,591
2013 YTD
Materials & Services 8,160,679
Depreciation
Finance Costs
Levies & Taxes
7,258,948
447,757
2,128,364
Other Expenses 1,065,210
Internal Charges (810,975)
Bud YTD
9,857,228
9,451,869
7,181,500
465,167
2,236,220
858,399
(882,051)
2012 YTD
9,713,497
7,635,431
6,650,038
461,862
2,148,968
605,642
(753,892)
Capital Expenditure ‐ $'000 Accumulated Expenditure ‐ $'000
$25,000
$20,000
$15,000
$10,000
$5,000
$0
Start
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
2013 Budget
‐
891
1,860
3,155
4,276
5,696
7,213
10,173
12,607
14,456
16,533
18,669
22,003
2013 Actual
‐
134
645
1,406
1,946
3,207
4,126
4,663
5,538
7,547
8,347
PY Budget
‐
1,310
2,620
3,930
5,240
6,550
7,860
9,170
10,480
11,790
13,100
14,410
15,720
PY Actual
‐
217
668
1,263
1,758
2,629
3,680
5,978
7,623
8,452
9,473
10,315
13,175
ITEM 13.2
PAGE 252 26544 ca 27 May 2013 Finance Report Attachment
ATTACHMENT [1]
BALANCE SHEET REPORT
As at April 2013 30 Apr 2013
30 Jun 2012
Current Assets Cash at Bank and On Hand Trust Deposits Cash Investments Receivables - Rates and Utility Charges Receivables - Infringements Receivables - Sundry Receivables - Planning & Health Loans Receivable - Current Accrued Revenue Prepayments Net GST Receivable
1,354,225 314,377 13,956,619 2,122,341 163,322 254,874 4,489 257,278 134,224 18,561,749
(208,778) 320,779 11,607,593 486,205 79,163 674,901 3,602 260,028 196,396 105,094 174,900 13,699,882
Non Current Assets Loans Receivable - Non-Current Dulverton Regional Waste Management Authority Cradle Mountain Water Property, Plant & Equipment Accumulated Depreciation - PP&E Capital Work in Progress
45,798 2,371,040 76,837,252 536,734,096 (211,041,673) 11,108,474 416,054,987
2,371,040 76,837,252 526,944,951 (206,466,569) 12,428,279 412,114,952
434,616,736
425,814,834
887,666 578,917 315,608 948,370 1,160,678 1,004,894 4,896,132
377,622 2,260,724 376,097 948,370 1,158,595 921,453 6,042,860
Loans - Non-Current Long Service Leave - Non-Current
9,646,704 525,187 10,171,891
7,584,904 525,187 8,110,091
Total Liabilities
15,068,024
14,152,951
419,548,712
411,661,884
231,726,880 1,170,599 440,348 178,324,057 4,214,472 3,672,356
231,726,880 1,170,599 440,348 174,022,985 747,831 3,553,242
Total Equity
419,548,712
411,661,884
Current Ratio:
3.79
2.27
Total Assets Current Liabilities Trade Creditors Accruals Trust Liability Loans - Current Annual Leave Long Service Leave - Current
Non Current Liabilities
Net Assets Equity Asset Revaluation Reserve Asset Revaluation Reserve - Associates Other Reserves Accumulated Surplus Operating Surplus / (Deficit) Capital Surplus / (Deficit)
The Current ratio indicates Council's ability to pay its debts as and when they become due. A ratio of one or higher is required for the entity to remain solvent.
ITEM 13.2
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PAGE 253 26544 ca 27 May 2013 Finance Report Attachment 2 Capital
ATTACHMENT [2]
Capital Expenditure Report As at April 2013 Open Space & Recreation Open Space Management Plans CP0009
CP0016 CP0019 CP0020 CP0021 CB0019 CP0022 CP0029
CP0037 CP0038 CP0039 CP0040 CP0041 CP0042 CP0043 CP0045 CP0046 CP0047 CP0048 CP0049 CP0050 CP0051 CP0052 CP0053 CP0054 CP0055 CP0056 CP0057 CP0058 CP0059
Conc strip sth vic parade ramp Mersey Vale Master Plan works Kempling St Land Aquatic Centre - Indoor Facility Stage 2 Signage Strategy Implementation - Year 2 Chich/Morris Play space Mersey River Foreshore works Cycling Network Strategy Action Plan Year 2 - Miandetta Link at Formby Rd Devonport Oval - Scoreboard replacement Mersey Bluff Car Park Extension Lovett St Soccer ground No 1 irrigation Mersey Vale Master Plan works 12/13 Clayton Drive CNBC Repatriation Project Madden Street Park Surface Restoration Reg Hope Park Fence & Seating (Julie Burgess) EDRC - Entry doors Meercroft Park toilets/chang room Barbecue replacement Walking Track Remediation - renewal program Victoria Parade Replace Sprinkler Heads Program Vietnam veterans Wall Reconstruction Park Furniture Replacement Program Aiken Head Point Walkway Replace Lighting Litter Bin Program 12/13 Byard Park Toilet/Changeroom Aquatic Centre - Concrete walkway replacement Devonport Oval - Cricket Club Amenities Renewal Devonport Oval - Visitors change room showers Maidstone Park - Upgrade timber seating replacement western side
Spreyton Netball Courts - resurface, S/W Devonport Rec Centre - Security SLST Report Signage Maidstone Park - Power supply upgrade Proceeds on disposal of assets Total Open Space & Recreation
Prior Budget Prior Actual 2013 Budget 2013 Actual 2013 Forecast $
$
11,197
11,197
886,606 13,660 351 18,247
886,606 13,660 351 18,247
CP0060 CP0061 CP0062 CP0063
930,061
930,061
$
$
68,803 200,000 10,163,394 56,340 19,649 111,090 75,000
5,623 350 2,727,298 1,045 19,689 94,040 44,873
140,000 120,000 49,000 200,000 82,000 42,000 11,000 14,400 10,000 18,000 60,000 14,700 26,000 10,000 9,000 31,500 10,000 250,900 81,800 8,500
144,615 9,490 47,304 56,657 77,544 7,364 12,473 48 594 18,885 48,201 15,700 2,650 234 16,630 3,341 84,332 9,171
11,000 204,800 120,000 5,000 10,840
10,345 268,100 229 4,466 (41,773) 3,689,518
12,234,716
ITEM 13.2
$
Commentary
68,803 350 Revised forecast is $0K - Project unlikley to proceed 7,163,000 Revised forecast based on programme and recent (March) cash flow adjustment 56,340 19,649 111,090 84,000 Revised forecast up due to scope change - unforeseen MH and other U/G work. 171,400 Council approved budget variance. Higher quality/product cost/tender 120,000 49,000 200,000 82,000 42,000 11,000 14,400 10,000 18,000 60,000 14,700 26,000 10,000 9,000 31,500 10,000 250,900 81,800 8,500 11,000 275,000 Additional scope realted to electrical issues. Additional $ contribution by DNA. 120,000 5,000 10,840 9,145,272
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PAGE 254 26544 ca 27 May 2013 Finance Report Attachment 2 Capital
ATTACHMENT [2]
Capital Expenditure Report As at April 2013
Prior Budget Prior Actual 2013 Budget 2013 Actual $
$
$
$
Buildings Art Perm Coll & Conservation DRG OS Storage Fac St2 Maritime Museum Enhancement Project Julie Burgess project Bluff Restaurant Fit out Acquisition of Crown Land Art Gallery - kitchen upgrade Art Storage Facility (Racking) Maritime Museum - Display Boxes Melrose Hall - Exterior wall clad Spreyton Hall - Exterior wall clad Mersey Bluff caravan park DECC - Laneway Tiagarra - toilet access ramps Automatic gate and security upgrade for Operations Centre Wenvoe Street Carpark - Building demolition WTS Access Road gravel preparation, 2 coat seal & Drainage WTS Cover over oil store Total Buildings
CB0009 CB0015 CB0016 CB0024 CB0025 CB0028 CB0029 CB0030 CB0031 CB0032 CB0033 CB0034 CB0035 CB0036 CB0037 CB0038 CB0039 CB0040
1,671,550 1,840,606
1,371,550 1,840,606
44,742
44,742
3,556,898
3,256,897
523,096 35,345 255,258 20,000 10,000 148,000 50,000 22,000 15,200 150,000 5,100 10,000 64,300 95,000 22,000 11,600 1,436,899
15,949 (15,079) 692,549 33,959 8,967 125,262 183 170 1,404 3,899 5,119 457 127,601 25,610 3,698 1,029,747
820,000 35,345 255,258 20,000 10,000 148,000 50,000 22,000 15,200 150,000 5,100 10,000 64,300 145,000 26,000 11,600 1,787,803
Forecast up - carry fwd budget amendment did not reflect expenditures Pending Council decision - Forecast likely to be revised to $0 if project does not proceed in 2012/13
Revised forecast up due to increased scope of work (underground tanks & Police Stn req'ts) Forecast up due to higher than expected contstruction cost
Stormwater Tugrah Road K&D Manhole Lid Replacement 12/13 Torquay Road - Table Drain & Pavement upgrade Tasman St Easement Drainage Pit Replacement 12/13 Minor Stormwater Works 12/13 SW Outfall Risk Improvement & Renewal 12/13 Turton Street SW pipe installation Waverley Rd SW drainage William St SW Catchment Upgrade - Stage 2 Total Stormwater
CS0006 CS0007 CS0008 CS0009 CS0010 CS0011 CS0012 CS0013 CS0014 CS0015
-
-
25,000 130,000 100,000 50,000 30,000 20,000 80,000 33,000 137,000 605,000
96 345 83,534 55,507 11,257 18,412 2,867 10,473 1,887 4,815 189,193
ITEM 13.2
20,000 130,000 60,000 30,000 30,000 20,000 90,000 33,000 92,000 505,000
Revised forecast down based on project design and revised estimate Revised forecast down based on actual project costs Revised forecast down based on project design and revised estimate
Revised forecast up due to increased scope of work (pipe size and extra drainage) Revised forecast down based on project tender price
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PAGE 255 26544 ca 27 May 2013 Finance Report Attachment 2 Capital
ATTACHMENT [2]
Capital Expenditure Report As at April 2013
Prior Budget Prior Actual 2013 Budget 2013 Actual $
$
21,976
21,976
50,405
50,405
$
$
Transport
CT0002 CT0004 CT0010 CT0015 CT0031 CT0032 CT0037 CT0038 CT0039 CT0040 CT0041 CT0042 CT0043 CT0044 CT0045
Bridge Rd Pavement Recon James & North Fenton K&C Tasman Place reconstruction Stewart St Redev Stage 2
CT0056 CT0057 CT0058 CT0059 CT0060 CT0061 CT0062 CT0063 CT0064 CT0065
Parking Machines Sheffiled Road K&C stage 7 & 8 Road Network Minor Works 12/13 Re-seal programme 12/13 Street Light Provision 12/13 Footpath Minor Renewal in Road Reserve 12/13 Stewart Street - near school crossing pavement rehabilitation Saleyards Road Pavement Reconstruction Stephen Street Renewal - Wright to Tarleton Edward Street Renewal (including Stewart Junction) Rooke Street - Oldaker to Best pavement & kerb essential renewal Additonal SW Upgrade req'd William - Valley intersection reconstruction Harold - Hiller Intersection reconstruction David Street K&C replacement - # 45 to 47, # 63 to 65 John Street Pavement Rehabilitation Wright St to Tarleton St Madden Place Reconstruction Nicholls St/Ronald to William William Street pavement reconstruction - James to Nicholls Pedestrian Network Strategy (2012) Action Plan Implementation Road Traffic Devices Minor Works 12/13 12/13 Devonport Road Network Strategy (2009) Action Plan Implementation Forthside Rd Guardrails - upgrade to current standard Bellamy Road Safety Improvements Lillico Road reconstruction & widening (south of Railway Line) Kelcey Tier Road safety improvements Stage 1 Forth Road Rehabilitation south of Waverley Road Best & Sorell intersection New Roundabout David-John RAB Nicholls & Gunn intersection New Roundabout Thomas & Wright intersection New Roundabout Stony Rise Rd-Tugrah Rd-Bass Hwy off ramp New Roundabout
CT0066 CT0067 CT0068 CT0069 CT0070 CT0071 CT0072 CT0073 CT0074 CT0075
Fenton Street & Stewart Street Intersection Safety Improvements Bluff Road Pedestrian Crossing Improvements Forbes Street Footpath Hazard Elimination Watkinson Street footpath safety improvements Stage 1 Mersey Road footpath 'missing link' - #107 to #111 Nicholls Street 'missing link' - beside #85 Ronald St David Street new footpath - Murray St to #106 Oldaker Street Footpath - Rooke to North Fenton Drew Street to Tarleton Street Footpath Renewal PAYL Parking
CT0046 CT0047 CT0048 CT0049 CT0050 CT0051 CT0052 CT0053 CT0054 CT0055
Total Transport
72,381
72,381
248,024 466,342 25,000 600,000 20,000 25,000 10,000 126,000 90,000 215,000
35 239,706 475,640 1,120 291,522 12,686 2,950 15,293 2,597 62,794 7,442
195,000 285,000 20,000 45,000 175,000 110,000 431,000 250,000 15,000 25,000
843 219,478 14,491 40,732 200,125 70,416 319,949 15,059 17,432 16,155
100,000 15,000 63,000 80,000 111,000 50,000 220,000 220,000 250,000 280,000
3,482 9,801 18,092 23,539 13,911 64,850 33,335 6,020 9,253 4,251
80,000 143,000 65,000 242,000 220,000 230,000 280,000
454,000 100,000 76,000 7,000 10,000 16,000 11,000 58,000 20,000 25,000 -
34,809 215 145 7,306 1,275 20,460 11,122 44,704 5,746 1,760 8,618
790,000 215 145 7,000 12,000 20,500 11,000 58,000 20,000 25,000 8,500
5,542,366
2,349,156
5,419,884
ITEM 13.2
248,024 475,000 Forecast up due to increased scope - batters, Telstra, drainage and driveway reinstatement 25,000 600,000 20,000 25,000 15,500 105,000 75,000 150,000 265,000 15,000 42,000 200,000 80,000 440,000 240,000 20,000 25,000
Forecast up due to higher than expected contractor cost Revised forecast down based on project design and revised estimate Extent of work revised therefore forecast reduced . Revised forecast down based on project design and revised estimate Council decision - project will not proceed in 2012/13 Revised forecast down based on project design and revised estimate Revised forecast down based on project design and revised estimate Revised forecast down based on actual project costs Revised forecast up due to increased scope of work (additional kerb replacement & drainage) Revised forecast down based on actual project costs Revised forecast up based on project design, revised estimate & project costs Revised forecast down based on actual tender & admin costs Forecast up slightly based on actual cost & line marking
100,000 14,000 28,000 Forecast is revised based on actual cost & Non success in obtaining Blackspot funding Revised forecast up based on project design & geotechnical req'ts & tender price Forecast up based on actual cost Revised forecast up based on project design and revised estimate Revised forecast down based on project design and revised estimate Revised forecast up due to scope change and and DIER requirements. Council approved revised budget / expenditure at March 2013 Council meeting. Revised forecast is $0K - no external funding available Revised forecast is $0K - no external funding available Revised forecast up based on actual construction & admin costs Revised forecast up slightly based on project design and revised estimate
No budget for PAYL in current financial year but likely to be listed for 13/14. Expenses incurred following Council decision to commence investigation.
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PAGE 256 26544 ca 27 May 2013 Finance Report Attachment 2 Capital
ATTACHMENT [2]
Capital Expenditure Report As at April 2013
Prior Budget Prior Actual 2013 Budget 2013 Actual $
$
$
$
Plant & Fleet Hire Plant Replacement Plan 12/13 Minor Plant Replacement Plan 12/13 Fleet Replacement Plan 12/13 Proceeds on disposal / trade-in of assets Total Plant & Fleet
626,000 93,800 152,000 -
-
871,800
727,705 40,320 238,896 (248,197) 758,725
26,710
26,710
26,710
26,710
38,600 264,251 600,000 30,475 933,326
37,770 131,712 138,045 23,451 330,978
4,586,050
4,286,049
21,624,107
8,347,316
CF0004 CF0005 CF0006
Other Equipment Information Technology Information Technology 12/13 Maritime Museum Ship Simulator Furniture & Fittings 12/13 Total Other Equipment
CC0001 CC0002 CC0003 CE0002
TOTAL CAPITAL EXPENDITURE
ITEM 13.2
626,000 93,800 152,000 871,800
38,600 236,922 Revised forecast down slightly based on known costs 600,000 30,475 905,997 18,635,756
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