NOTICE OF MEETING Notice is hereby given that a Ordinary Meeting of the Devonport City Council will be held in Council Chambers, on Monday 20 August 2012; 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 20 August 2012. 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 20 AUGUST 2012 AT THE COUNCIL CHAMBERS COMMENCING AT 6.00PM Item
Page No.
1.0
APOLOGIES
2.0
LEAVE OF ABSENCE
3.0
DECLARATIONS OF INTEREST
4.0
CLOSED SESSION - CONFIDENTIAL MATTERS List of Items ........................................................................................................................................ 5
5.0
PUBLIC FORUM .......................................................................................... 6
5.1
Responses to questions raised at prior Council meetings (D275315) ..................................... 6
5.2
Questions asked at this meeting ................................................................................................... 7
6.0
CONFIRMATION OF MINUTES
7.0
WORKSHOPS & BRIEFING SESSIONS .............................................................. 8
7.1
Workshop and Briefing Sessions held since the last Council meeting (D275327)................. 8
8.0
PLANNING AUTHORITY MATTERS ................................................................ 10
8.1
AM2012/02 Amendments to Showroom Provisions to Homemaker Centre Zone 88,90,92,98 & 100-102 Stony Rise Road (D276015) ................................................................... 11
9.0
NOTICES OF MOTION ............................................................................... 60
9.1
Reinstatement of Parkiing Concessions – Notice of Motion – Ald G F Goodwin (D275888) ........................................................................................................................................ 60
9.2
Preservation and Alignment of Existing Winter Usage Rights - Girdlestone Park and Devonport Oval – Notice of Motion – Ald L M Perry (D275889) ............................................ 61
10.0
MAYORAL REPORT ................................................................................... 62
10.1
Mayor’s Monthly Report (D275233) ............................................................................................ 62
11.0
GENERAL MANAGER'S REPORTS ................................................................. 65
11.1
Elected Members Expenditure Report (D275236).................................................................... 65
11.2
General Manager's Delegations (D275387) ............................................................................. 67
11.3
Review of Councillor Numbers (D275697) ................................................................................. 99
11.4
Petition - North Street & Chalmers Lane Area Residents (D275907) ................................... 219
12.0
CUSTOMERS AND COMMUNITY REPORTS ................................................... 230
12.1
Devonport Signage Strategy - Draft (D275195) ..................................................................... 230
12.2
Minutes of Controlling Authorities, Working Groups and Special Committee Meetings (D275383)..................................................................................................................... 257
12.3
Memorandum of Understanding re SES Tasmanian Emergency Services, the Devonport City Council and Latrobe Council (D275905) .................................................... 298
12.4
Community Engagement Policy (D275906) ........................................................................... 309
12.5
Memorandum of Understanding - Tasmanian Community Resources (D275990) .......... 347
12.6
Economic Development and Events Sponsorship - Tour of Tasmania (D276126) ............ 356
13.0
TECHNICAL AND FINANCE REPORTS .......................................................... 358
13.1
Finance Report for July 2012 (D275396) .................................................................................. 358
13.2
Devonport Oval Scoreboard - Tender Report (D275202) .................................................... 368
13.3
Capital Works Report (D275777) ............................................................................................... 371
13.4
Residential Strategy (D275945).................................................................................................. 375
13.5
Application for Street Names – Confirmation of Assigned Names, Agreement to Others & Alternative Options (D275965) .................................................................................. 422
13.6
Request for Minor Amendment to Permit SA2009.0006 - 110 Sheffield Road, Spreyton (D276177) ..................................................................................................................... 431
13.7
Supply and Delivery of Side Arm Garbage Compactor Unit and Truck (D276114) ........ 440
PAGE 5 Report to Council Meeting on 20 August 2012
4.0
CLOSED SESSION
The following items 4.1 to 4.6 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. 4.1
Drainage Issue at 160B and 162 Sheffield Road, Spreyton
4.2
Lease of Upstairs Restaurant - Mersey Bluff Precinct
4.3
Unconfirmed Minutes of Meeting - The Devonport Maritime & Heritage Authority - 3 July 2012
4.4
Devonport Football Club - Lease of Clubrooms
4.5
Offer to Purchase Land
4.6
Performance Report
RECOMMENDATION That the meeting be closed to the public, to enable Council to consider Agenda Items 4.1 to 4.6 as prescribed in Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005.
ITEM 4.0
PAGE 6 Report to Council Meeting on 20 August 2012 Public F orum
5.0
PUBLIC FORUM
5.1 R esponses to ques tions r aised at prior council meeti ngs
5.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS File: 12212 D275315
Meeting held 16 July 2012 Reproduced below is the response dated 20 July 2012 to Mr Douglas Janney’s question: “Thank you for your question at Council’s July meeting regarding the recent removal of two trees in Tarleton Street. The tree directly behind the old child health facility at 108 Tarleton Street was removed to make way for an extension to that building. The premise is being leased by Gran’s Van Association Inc and once works are completed will become their base within the City. The cost of removing this tree was covered by Gran’s Van Association Inc. The other nearby tree which was removed had been identified by Council as having limb failure with a high probability of causing damage to property and pedestrians. Please do not hesitate to contact me if you have any further queries.” Meeting held 16 July 2012 Reproduced below is the response dated 25 July 2012 to Ms Wendy Hilditch’s question: “I am writing in response to your question addressed to Aldermen at the Council meeting held on 16 July 2012. I can confirm that council Officers recently (April) raised the issue of vehicle queuing in Murray Street with Council’s Traffic Committee. The Committee determined that the matter should be raised with the TT Line. Council Officers subsequently discussed the issue with TT Line and as a result TT Line implemented internal changes to their vehicle assembly area to limit queuing onto the street. A recent inspection by Council Officers noted that the TT Line assembly area changes were in place and it appeared to be operating satisfactorily. However, Council Officers intend to continue monitoring the situation, particularly when the peak tourist season commences and if the queuing is observed, undertake further investigation to identify potential solution/s. Thank you for raising this issue and I trust this letter answers your question and provides a satisfactory explanation to Council’s previous and intended actions concerning this traffic matter.” Meeting held 16 July 2012 Reproduced below is the response dated 6 August 2012 to Mr R Marshall’s question: “At the Council meeting held on 16 July 2012, you raised an issue in relation to the above and this was recorded in the Minutes of the meeting as follows: ITEM 5.1
PAGE 7 Report to Council Meeting on 20 August 2012
‘Mr Marshall stated that items 9.1 and 9.2 both state that no qualified advice is required and asked that financial advice be received. Mr Marshall referred to the fact that the terms of the original loan were altered without guarantors being notified, therefore queried whether it was enforceable and in his option the guarantors are no longer liable.’ In response I provide the following advice: 1.
Qualified Advice As there was an item in relation to this matter included in the Confidential section of the meeting which provided Aldermen with all the advice in relation to the loan, it was not necessary and indeed inappropriate for the advice to be provided again.
2.
Loan Liability As a signatory to the Deed of Loan and Guarantee, I direct you to Clause 6.5 of the Deed which states: ‘6.5 Continuing Liability The liability of the Guarantors will not be affected by: 6.5.1
The invalidity or unenforceability of the loan to the Borrower for any reason:
6.5.2
The granting of time or other indulgence by the Council;
6.5.3
The compounding, release, abandonment, waiver, variation or renewal of any of the rights of the Council against the borrower;
6.5.4
Any neglect or omission to enforce such rights; or
6.5.5
Any other thing, which under the law relating to securities, would or might, but for this provision, release the Guarantors in whole or in part from the obligation under this Guarantee.’
The Deed places no obligation on Council to inform the Guarantors of any of the changes during the life of the loan.”
ATTACHMENTS Nil Recommendati on
RECOMMENDATION That the report advising of responses to questions raised at a prior Council meeting be received and noted. Questi ons as ked at this meeti ng
5.2
QUESTIONS ASKED AT THIS MEETING
ITEM 5.1
PAGE 8 Report to Council Meeting on 20 August 2012 Workshops & Bri efing Sessions
7.0
WORKSHOPS & BRIEFING SESSIONS
7.1 Wor kshop and Briefi ng Sessi ons held since the l ast council meeti ng
7.1
WORKSHOP AND BRIEFING SESSIONS HELD SINCE THE LAST COUNCIL MEETING
Council is required by Regulation 8(2)(c) of the Local Government (Meeting Procedures) Regulations 2005 to include in the Agenda the date and purpose of any Council Workshop held since the last meeting.
Date
Description
Purpose
23/07/2012
Art Collection Policy
Assistant General Manager, Customers & Community presented the reviewed Devonport City Art Collection Policy.
Cradle Coast Authority Membership
The General Manager provided a presentation to assist Council in its consideration of this matter.
Signage Strategy
Assistant General Manager, Customers & Community presented the draft Signage Strategy.
Parking
Assistant General Manager, Technical & Finance facilitated discussion on possible improvements to parking with the CBD.
Bluff Restaurant
The Mersey Bluff Precinct Project Committee reported on recent meetings and discussions.
Devonport Football Club
The General Manager updated Aldermen on progress.
6/08/2012
Planning Scheme
Rebecca McKenna provided an update on the new Planning Scheme.
13/08/2012
Tasmanian Community Resources (formerly Mersey NRM)
Andrew Ford provided Council with an update of activities. A draft partnership agreement between Council and the Tasmanian Community Resources was also presented.
Fenton Villas
The Executive Manager Corporate Support provided an overview of a review on the operational management of Fenton Villas.
Aldermen Numbers
The General Manager gave an overview of the Local Government Board’s report into the review of Councillor numbers.
Rates Petition
The General Manager provided information in relation to a Petition from
30/07/2012
13/08/2012
ITEM 7.1
PAGE 9 Report to Council Meeting on 20 August 2012
residents affected by Council’s decision to remove the “maximum” to be paid by residential properties in the City. 15/08/2012
Meeting with Residents re Rates
A number of residents affected by the decision to remove the “maximum” residential rate attended to discuss the issue with Aldermen. Recommendati on
RECOMMENDATION That the report advising of Workshop/Briefing Sessions held since the last Council meeting be received and the information noted.
ITEM 7.1
PAGE 10 Report to Council Meeting on 20 August 2012 Planni ng Authority M atters
8.0
PLANNING AUTHORITY MATTERS
The Mayor will now announce that Council intends to act as a Planning Authority under the Land Use Planning and Approvals Act 1993 for the consideration of Agenda Item 8.1. Council is required by Regulation 8(3) of the Local Government (Meeting Procedures) Regulations 2005 to deal with items as a Planning Authority under the LUPA 1993 in a sequential manner. The following item is to be dealt with at the meeting of Council in its capacity as a Planning Authority. 8.1
AM2012/02 Amendments to Showroom Provisions to Homemaker Centre Zone 88,90,92,98 & 100-102 Stony Rise Road (D276015)
ITEM 8.1
PAGE 11 Report to Council Meeting on 20 August 2012 8.1 AM 2012/02 Amendments to Showr oom Pr ovisions to Homemaker C entre Zone - 88,90,92,98 & 100- 102 Stony Ris e R oad
8.1
AM2012/02 AMENDMENTS TO SHOWROOM PROVISIONS TO HOMEMAKER CENTRE ZONE - 88,90,92,98 & 100-102 STONY RISE ROAD File: 27256 D276015
RELEVANT PORTFOLIO Technical and Finance
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Str ategic Plan 2009-2030: Strategy 2.1.1
Ensure the City's Planning Scheme supports local community character and appropriate land use.
PURPOSE To fulfil Council’s statutory responsibility to forward a report to the Tasmanian Planning Commission on the representations received from the public exhibition of draft amendment AM2012/02 to the Devonport and Environs Planning Scheme 1984.
BACKGROUND On 18 June 2012, Council initiated an amendment to the Devonport and Environs Planning Scheme to: Allow for the assessment of a Showroom which has a floor area less than 500m2 as a discretionary application; Cap the amount of floor area that constitutes showrooms of less than 500m2 to 10% of the total floor area for the Zone. The remaining 90% shall comprise showrooms greater than 500m2; and Amend the list of goods that can be displayed and sold in a showroom. The amendment was placed on public display for a 3 week period ending 13 July 2012.
COMMENTARY 13 representations were received during the public representation period. All representations objected to the amendment. The following is a summary of the issues raised in the representations. A full copy of each representation is included in Appendix 1. Representor
Date Received
Eric Mobbs, Chairman Retail Sub Committee – Devonport Chamber of Commerce and Industry
27 June 2012
Concerns Raised Creates a precedent for future development. Will lead to empty shops in the CBD as existing shops from the CBD may be able to relocate. Will lead to empty shops in the CBD as free car parking at the Homemaker Centre will entice shoppers to the smaller shops there instead of equivalents in the CBD. The clauses relating to vehicle
ITEM 8.1
PAGE 12 Report to Council Meeting on 20 August 2012
access allows a wide range of uses to occur on the site. Concern that ‘Shiploads’ may be one of the tenants, despite it not fitting with the intent of the zone. DCCI is supportive of development generally but not development that erodes existing businesses. Mr John HC Cole – Owner/Manager Antique Emporium & JHC & ME Cole Enterprises
09 July 2012
Devonport’s population is not large enough to support additional retail space. Will lead to empty shops in the CBD as existing shops from the CBD may be able to relocate The intent of the Homemaker Centre Zone is to cater for retail goods and services not available in other centres. Concern that ‘Shiploads’ may be one of the tenants, despite it not fitting with the intent of the zone.
Soyer’s IGA Pty Ltd
09 July 2012
Concern with changing the rules at “half time” in the game. Will lead to empty shops in the CBD as existing shops from the CBD may be able to relocate. The amendment proposes to introduce uses that are not traditionally ‘homemaker’ which will further fragment the CBD and Fourways. The clauses relating to vehicle access allows a wide range of uses to occur on the site. Concern that ‘Shiploads’ may be one of the tenants, despite it not fitting with the intent of the zone.
John van der Woude – Canoe N Surf P.L.
10 July 2012
Concern about impact on the CBD due to the finite retail ‘pie’. This area should stay as a place for large bulky goods not suitable for retail in the city.
Julie E Foster – Fory Pty Ltd (trading as Passport Surf) and W & J Foster Pty Ltd (owner of 85
11 July 2012
Creates a precedent for future development Will lead to empty shops in the CBD
ITEM 8.1
PAGE 13 Report to Council Meeting on 20 August 2012
Rooke Mall)
as existing shops from the CBD may be able to relocate Will lead to empty shops in the CBD as free car parking at the Homemaker Centre will entice shoppers to the smaller shops there instead of equivalents in the CBD. The clauses relating to vehicle access allows a wide range of uses to occur on the site. Concern that ‘Shiploads’ may be one of the tenants, despite it not fitting with the intent of the zone.
Donna James and Tameika Anthony – Star Channel Network
11 July 2012
This area should stay as a place for large bulky goods not suitable for retail in the city and not altered at the expense of the CBD.
Stephen Butler – Devonport Amcal Pharmacy
12 July 2012
The 10% cap allows for an area of 4615m2 which is substantially bigger than the entire Woolworths Shopping Area. The scale of the Retail area that would be opened up for small retail is unsustainable and disproportionate to the existing retail area of Devonport. Council should not take into account economic considerations of the developer when making this decision. The amendment will worsen the current economic plight of many existing retail outlets. Creates a precedent for future amendments.
Addendum by Ireneinc
Addendum received 17 July 2012
The amendment provides little guidance on how to assess a discretionary application for small showrooms. It is not appropriate to use the Victorian decision to determining a planning outcome in Tasmania. The application does not provide adequate consideration of the impact on the CBD. The amendment is not consistent
ITEM 8.1
PAGE 14 Report to Council Meeting on 20 August 2012
with the State Planning Template definition of uses. The amendment is contrary to the Essential Economics report recommendation that a minimum floor size of 1000m2. Mary-Ann Edwards (Land Use Planner) obo ENKZ Investments
13 July 2012
The amendment does not meet the objectives of the Land Use Planning and Approvals Act 1993. The Planning Authority have not demonstrated that they have considered the objectives of the Land Use Planning and Approvals Act 1993 in certifying this amendment. The amendment is inconsistent with the Devonport Retail Study. The amendment does not reflect any strategic plan for retail land in Devonport. The amendment places an unjust imposition on the CBD. The amendment changes the centre from homemaker to a ‘new town shopping centre’. Concern that the types of goods proposed as showroom do not all require an extensive display area (ie: baby goods, sports goods, office supplies etc). This will lead to small item retail by stealth. The amendment does not progress any of Council’s policies. The amendment provides little guidance on how to assess a discretionary application for small showrooms.
PR Ibbott FAICD – Ibbott group of Companies
13 July 2012
The amendment is not consistent with clause 6.2.8 of the Devonport and Environs Planning Scheme. The amendment is not consistent with the advice provided by Essential Economics in relation to the Homemaker Centre which recommended tenancy sizes not be smaller than 1000m2.
ITEM 8.1
PAGE 15 Report to Council Meeting on 20 August 2012
The amendment will affect the long term viability of the existing CBD. The amendment will reduce the number of retail available overall as a result of a loss of critical mass in the CBD. The developer intends to promote a “retail focus” for the site over time. Andrew Argent – Red Hot CD’s
13July 2012
The amendment will result in retail businesses from the CBD will be lured to the homemaker and Big W sites resulting in empty shops in the CBD.
GW Thompson - GWT Investments & Chas Kelly – Property Manager
13 July 2012
The CBD is experiencing increased levels of vacancies. Several businesses within the CBD have been approached to relocate to the homemakers centre which will increase CBD vacancies. CBD businesses relocating leads to this reduced foot traffic in the CBD and consequently reduces the viability of other CBD businesses.
Gabrielle Zolati – Zed Investments
13 July 2012
Creates a precedent for future development. Will lead to empty shops in the CBD as existing shops from the CBD may be able to relocate. Will lead to empty shops in the CBD as free car parking at the Homemaker Centre will entice shoppers to the smaller shops there instead of equivalents in the CBD. The clauses relating to vehicle access allows a wide range of uses to occur on the site. Concern that ‘Shiploads’ may be one of the tenants, despite it not fitting with the intent of the zone. DCCI is supportive of development generally but not development that erodes existing businesses.
DC Willing – Don Willing & Associates
13 July 2012
ITEM 8.1
The 10% cap allows for an area of 4615m2 which is substantially bigger than the entire Woolworths
PAGE 16 Report to Council Meeting on 20 August 2012
Shopping Area. The scale of the Retail area that would be opened up for small retail is unsustainable and disproportionate to the existing retail area of Devonport. Council should not take into account economic considerations of the developer when making this decision. The amendment will worsen the current economic plight of many existing retail outlets. Creates a precedent for future amendments. Addendum by Ireneinc
Addendum received 17 July 2012
The amendment provides little guidance on how to assess a discretionary application for small showrooms. It is not appropriate to use the Victorian decision to determining a planning outcome in Tasmania. The application does not provide adequate consideration of the impact on the CBD. The amendment is not consistent with the State Planning Template definition of uses. The amendment is contrary to the Essential Economics report recommendation that a minimum floor size of 1000m2.
Discussion and Response: The representors have raised a number of valid issues for Council to consider. It is acknowledged that there are strong arguments for both sides and ultimately whether to continue to support the amendment or alternatively whether to support the representors will depend on what weighting Council puts on each argument put forward. The discussion below provides a response to each of the issues raised in the representations. Creates a precedent for future development/amendments Concern with changing the rules at “half time� in the game. The approval of an amendment such as this, does not create a precedent as there is no other area in Devonport with minimum floor area restrictions that are able to be eroded. Any future amendment to the planning scheme will also have to go through a planning scheme amendment process and will be assessed on its merits.
ITEM 8.1
PAGE 17 Report to Council Meeting on 20 August 2012
Any future development or planning scheme amendment will be assessed through the statutory process outlined in the Land Use Planning and Approvals Act 1993 and assessed on its merits. Will lead to empty shops in the CBD as existing shops from the CBD may be able to relocate. Will lead to empty shops in the CBD as free car parking at the Homemaker Centre will entice shoppers to the smaller shops there instead of equivalents in the CBD. A shop from within the CBD will only be able to relocate if it conforms to the proposed list of goods that can be displayed and sold in a showroom. General retail outlets, offices and personal services that anchor the CBD will not be able to relocate to this site. The clauses relating to vehicle access allows a wide range of uses to occur on the site. Agreed. This statement related to the Table of Uses Clause 8.20 .3(ii) and the use class “Showroom”. The draft amendment proposed that the following words be inserted into the Conditions/Restrictions column “......... Goods and accessories which: Require a large area for handling, display and storage of goods; or Require direct vehicle access to the building by customers for the purpose of loading and unloading goods into or from their vehicles after purchase or hire.” It is recommended that the “or” be replaced with an “and”. This will prevent unintended retail selling small items in large quantities from locating at the site. Concern that ‘Shiploads’ may be one of the tenants, despite it not fitting with the intent of the zone. Shiploads has been issued a permit to operate at the site under the current planning scheme. The application by shiploads was consistent with the current planning scheme. The proposed amendment does not change whether or not “Shiploads” would be one of the tenants. The intent of the Homemaker Centre Zone is to cater for retail goods and services not available in other centres. This area should stay as a place for large bulky goods not suitable for retail in the city and not altered at the expense of the CBD. The Devonport Regional Homemaker Centre Zone has 4 objectives as follows:
ITEM 8.1
PAGE 18 Report to Council Meeting on 20 August 2012
It is necessary to consider all 4 objectives together as a whole, and one does not necessarily override the others. Objective (iii) provides for goods and services that are not available in other centres, but not exclusively. The proposed amendment is not inconsistent with the intent of the zone, which primarily refers to the types of goods sold with no reference to the size of such retail space. However, one of the reasons a homemaker centre was established in Devonport was to cater for large floor area buildings that could not fit elsewhere within the CBD. The Peripheral Retail Precinct also caters for bulky goods retailing within the CBD as demonstrated by its intent. The CBD Peripheral Retail Precinct intent “is to allow peripheral retailing, medical and health services and other mixed commercial activity and other complementary services that do not require a city centre location. Re-development of under utilised or vacant sites is to be encouraged. Businesses requiring large buildings, or external display space, or whose activities generate significant parking are able to locate here.” Analysis at the time however, demonstrated that there was inadequate room for an integrated homemaker centre to occur within this precinct. The minimum floor area clause was introduced by the Tasmanian Planning Commission in its decision of 28 July 2009. Its intent was to ensure that substantially sized anchor tenancies remained at the site in order that it maintained its homemaker focus within the Devonport retail hierarchy. The floor area was also considered to be a second safe guard to prevent the transformation of this area into a more general retail focus. This is demonstrated by the following excerpt of the Tasmanian Planning Commission’s original decision into the approval of homemaker centre. Please note that this decision was prior to stage 2 being proposed and that is why it refers to a total floor area of 25,000m2 not 46,150m2. “A second potential mechanism that could transform an integrated homemaker centre into a different kind of retail centre would be by the subdivision of buildings into many more showroom tenancies and ‘other use’ tenancies, if either of the ‘anchor’ uses departed. Table 1 shows that there is over 25,000m2 of lettable floor area proposed. With ITEM 8.1
PAGE 19 Report to Council Meeting on 20 August 2012
a minimum floor area of 500m2 qualifying for permitted status as ‘Showroom’, it is hypothetically possible for the planned buildings to contain up to 50 showrooms and other uses. Given the limited range of uses available and the explicit prohibition of the Shop use class, that hypothetical transformation is considered unlikely. Nevertheless it illustrates the importance of maintaining the anchor tenancies as entities with large floor areas.” The current amendment application includes an analysis on the proposed changes of Justin Ganly from Deep End Services. Mr Ganly reports that there are an extensive array of national bulky goods retailers that trade from tenancies smaller than 500m2 in Australia. Mr Ganly reports that “They choose to operate within small format stores to limit rent and stock-holding costs while often utilising technology to offer customers large format experiences. In many ways, these are the true innovators of the bulky goods industry and should be encouraged, rather than discouraged, to operate in homemaker centres”. These are legitimate bulky good retailers and fit with the intent of the Devonport Regional Homemaker Centre Zone. Amending the floor area, such that there is minimum of 500m2 or less will no longer provide certainty that 2 big players will be present at the site for perpetuity. The benefit for retaining this requirement is that there are few other places in Devonport where this size store could locate; and by not making this compulsory may lead to the gradual eroding of this potential. However, given the move to alternative retailing types including introducing technology into stores, the demand for large spaces may also decrease in the future, and it is considered that the marketplace is better equipped to manage this outcome than the planning scheme. The amendment proposes to introduce uses that are not traditionally ‘homemaker’ which will further fragment the CBD and Fourways. Concern that the types of goods proposed as showroom do not all require an extensive display area (ie: baby goods, sports goods, office supplies etc). This will lead to small item retail by stealth. The amendment changes the centre from homemaker to a ‘new town shopping centre’. The sale of any bulky item including sports goods, children’s play equipment etc is consistent with the intent of the zone. Whilst the definition of showroom as contained within Clause 1.4 still applies to this site, to avoid confusion, it is recommended that the second sentence of the showroom condition as contained within the current planning scheme be amended to read: “The goods that can be displayed and sold in any of the showrooms must predominately sell goods of a bulky nature and largely comprise:” Office supplies are currently permitted within the zone. Council should not take into account economic considerations of the developer when making this decision. Agreed. The Land Use Planning and Approvals Act requires Council to further a range of objectives when considering amendments to the planning scheme. This includes Objective D to: d)
Facilitate economics development in accordance with principles of sustainability, fairness and community involvement.
ITEM 8.1
PAGE 20 Report to Council Meeting on 20 August 2012
The economic impact on the CBD and Devonport as a whole should be considered, not the individual needs of the developers. The amendment provides little guidance on how to assess a discretionary application for small showrooms. Assessment of a discretionary application would use the same criteria as any other discretionary application as outlined in part 6 of the Planning Scheme. However it is recommended that in relation to this concern and later concerns, that the tenancies less than 500m2 be proportioned to the total floor area constructed so to prevent all 4615m2 of small showrooms from being tenanted in the first stage. It is not appropriate to use the Victorian decision to determine a planning outcome in Tasmania. Agreed. However, the Victorian decision demonstrates how ‘thinking’ about the relative planning controls of homemaker centres has changed within the Australian context since this amendment was first approved. Planning is an evolving art, and requires constant review to keep pace with changing retail formats. The application does not provide adequate consideration of the impact on the CBD. The 10% cap allows for an area of 4615m2 which is substantially bigger than the entire Woolworths Shopping Area. The scale of the Retail area that would be opened up for small retail is unsustainable and disproportionate to the existing retail area of Devonport. The amendment places an unjust imposition on the CBD. The amendment will affect the long term viability of the existing CBD. The amendment will reduce the number of retail available overall as a result of a loss of critical mass in the CBD. The application includes an analysis on the proposed changes of Justin Ganly from Deep End Services. Mr Ganly reports that there are an extensive array of national 2 bulky goods retailers that trade from tenancies smaller than 500m in Australia. Mr Ganly reports that “They choose to operate within small format stores to limit rent and stock-holding costs while often utilising technology to offer customers large format experiences. In many ways, these are the true innovators of the bulky goods industry and should be encouraged, rather than discouraged, to operate in homemaker centres”. These are legitimate bulky good retailers and fit exactly with the intent of the Devonport Regional Homemaker Centre Zone. Deep End state that “Allowing such retailers to trade within the proposed homemaker centre would have little or no impact on the Devonport CBD. Indeed , the EIA identified that the development of the centre with tenancy sizes as small as 250 sqm would impact on bulky goods retailers within the CBD by less than -10%. These retailers occupy about 40% of all retail floorspace within the Devonport CBD (adopting the Essential Economics estimate of CBD retail floorspace of 40,460m2 as at December 2008) and, hence, the overall impact on CBD retail trading levels after full development of the homemaker centre will be less than -4%. Allowing a maximum of 4,615m2 of small-format bulky goods tenancies to operate at the proposed homemaker centre would have virtually no effect on this impact.” The amendment is not consistent with the State Planning Template definition of uses. Agreed. The State Template definition of ‘Bulky Goods’ is broader than what is being proposed here. In a new template compliant scheme, Council may need to add additional local standards or qualifiers to a new Devonport planning scheme ITEM 8.1
PAGE 21 Report to Council Meeting on 20 August 2012
specifically in relation to this site to maintain a consistent approach. This however, is a matter for the new planning scheme and not this amendment. The amendment is contrary to the Essential Economics report recommendation that a minimum floor size of 1000m2. The intent of the introduction of both the definition of ‘showroom’ and the minimum 2
floor space of 500m was to preclude retail that was better suited to the CBD from establishing at the Homemaker Centre. This was intended to protect the primacy of the CBD within the Devonport Retail Hierarchy. The applicant originally applied for a 2
minimum tenancy size of 250m . Council obtained independent advice from 2 Essential Economics who advised that 1000m minimum was the most appropriate. 2
Council decided to approve a compromise at 500m and this number was supported by the Shopping Centre Council of Australia guidelines at the time. The 2 2 standards requiring a minimum of 45% between 1000 – 3000m and 25% over 3000m were imposed by the Planning Commission and were not part of the proposal by neither applicant nor Council. This was later amended to a minimum of 35% 2 2 between 1000-3000m and 35% over 3000m . The amendment does not meet the objectives of the Land Use Planning and Approvals Act 1993. The Planning Authority have not demonstrated that they have considered the objectives of the Land Use Planning and Approvals Act 1993 in certifying this amendment. Council acknowledged in its certification at the June 2012 Council Meeting that “The application meets the requirements of LUPAA as set out in the applicant’s submission.” It was deemed unnecessary to repeat the statements provided by the applicant when this section of the applicants report (pages 10 -12) could be agreed to in its entirety. The amendment is inconsistent with the Devonport Retail Study. The amendment does not reflect any strategic plan for retail land in Devonport. The amendment does not progress any of Council’s policies. The Devonport Retail Study recommends that Council facilitate appropriate homemaker development. Whilst the amendment does not reflect any strategic policy of Council, it is not contrary to them either. Principle 7 of the Devonport Retail Study requires that Council:
In response the applicant submitted a report by Deep End that states “Allowing such retailers to trade within the proposed homemaker centre would have little or no impact on the Devonport CBD. Indeed, the EIA identified that the development of the centre with tenancy sizes as small as 250 sqm would impact on bulky goods retailers within the CBD by less than -10%. These retailers occupy about 40% of all retail floorspace within the Devonport CBD (adopting the Essential Economics estimate of CBD retail floorspace of 40,460m2 as at December 2008) and, hence, the overall impact on CBD retail trading levels after full development of the homemaker centre will be less than -4%. Allowing a maximum of 4,615m2 of small-format bulky
ITEM 8.1
PAGE 22 Report to Council Meeting on 20 August 2012
goods tenancies to operate at the proposed homemaker centre would have virtually no effect on this impact.” The amendment is not consistent with clause 6.2.8 of the Devonport and Environs Planning Scheme. Clause 6.2.8 of the planning scheme states “In the implementation of the provisions of this Scheme and in respect of any application for planning approval to carry out development or use of any land or building, the Council shall take into consideration: 6.2.8. the circumstances of the case and the public interest.” This clause relates to the assessment of a development application and not an amendment. The amendment will result in retail businesses from the CBD will be lured to the homemaker and Big W sites resulting in empty shops in the CBD. Several businesses within the CBD have been approached to relocate to the homemakers centre which will increase CBD vacancies. If CBD businesses relocate this reduces foot traffic in the CBD and consequently the viability of other CBD businesses Only businesses that meet the showroom conditions relating to types of goods sold can relocate to the site. Whether they relocate will be primarily determined by market forces. Businesses that meet this criteria and have a floor area greater than 500m2 could relocate under the current scheme provisions if they desired. The amendment only relates to a small portion of business types and floor areas. The CBD is experiencing increased levels of vacancies. Noted
FINANCIAL IMPLICATIONS There are no financial implications for Council directly as a result of this application.
CONCLUSION The representors have raised a number of valid issues for Council to consider. It is acknowledged that there are strong arguments for both sides and ultimately whether to continue to support the amendment or alternatively whether to support the representors will depend on what weighting Council puts on each argument put forward. On considering the issues raised in the representations it recommended that Council support the amendment in a modified form as follows:
RECOMMENDATION The Devonport & Environs Planning Scheme 1984 is amended as follows: a)
In the Table of Uses Clause 8.20 .3(ii) Table of Use Classes – Devonport Regional Homemaker Centre Zone in the Use Class column insert the words “Showroom less than 500m2 “below the word “Showroom”
b)
In the Table of Uses Clause 8.20 .3(ii) Table of Use Classes – Devonport Regional Homemaker Centre Zone in Status column insert the word “A “ below the word “P”
c)
In the Table of Uses Clause 8.20 .3(ii) Table of Use Classes – Devonport Regional Homemaker Centre Zone in the Conditions/Restrictions column insert the words “May
ITEM 8.1
PAGE 23 Report to Council Meeting on 20 August 2012
be less than 500 square metres per tenancy” below the words “Each showroom must not be less than 500 square metres floor area” d)
In the In the Table of Uses Clause 8.20 .3(ii) Table of Use Classes – Devonport Regional Homemaker Centre Zone in the Conditions/Restrictions column after the words “The goods that can be displayed and sold in any of the showrooms must” add the words “ predominately sell goods of a bulky nature and”
e)
In the Table of Uses Clause 8.20 .3(ii) in the use class “Showroom” Conditions/ Restrictions column insert the following words: “equipment and” after the word “Office” and below the words “Pet supplies and ancillary services” insert “Furnishings, fabric and homewares Swimming pools and spas Baby and children’s goods, children’s play equipment and accessories Sporting, cycling, leisure, fitness goods and accessories Goods and accessories which: Require a large area for handling, display and storage of goods; and Require direct vehicle access to the building by customers for the purpose of loading and unloading goods into or from their vehicles after purchase or hire.”
f)
Clause 8.20 .3(iv) Floor Area shall is amended as follows: Delete “Tenancies larger than 3000m2 per tenancy 35%” and “Tenancies larger than 100m2 per tenancy but less than 3000m2 35%” and replace with: “Tenancies smaller than 500m2 per tenancy
Tenancies larger than 500m2 per tenancy
10% (proportional to the total showrooms constructed on the site at any time) 90%”
ATTACHMENTS 1.
Representation Letter from Devonport Chamber of Commerce & Industry Eric Mobbs
2.
Representation by John Cole from the Antique Emporium
3.
Representation - John Soyer Fourways IGA Supermarket
4.
Representation - Homemaker Centre - John Van Der Woude
5.
Representation - Homemaker Centre - Passport Surf
6.
Representation by Donna James and Tameika Anthony (Star Channel Network)
7.
Representation - Devonport Amcal Pharmacy (Steve Butler)
8.
Representation by Paul Ibbott ITEM 8.1
PAGE 24 Report to Council Meeting on 20 August 2012
9.
Representation by Andrew Argent
10.
Representation by GWT Investments
11.
Representation by Adrian & Gabrielle Zolati Zed Investments
12.
Representation by Don Willing & Associates
13.
Representation from Ireneinc
14.
Representation from Mary Ann Edwards obo - ENKZ Recommendati on
RECOMMENDATION That this report be forwarded to the Tasmanian Planning Commission as per the requirements of Section 39 of the Land Use Planning and Approvals Act 1993.
ITEM 8.1
PAGE 25 Representation Letter from Devonport Chamber of Commerce & Industry - Eric Mobbs
ITEM 8.1
ATTACHMENT [1]
PAGE 26 Representation Letter from Devonport Chamber of Commerce & Industry - Eric Mobbs
ITEM 8.1
ATTACHMENT [1]
PAGE 27 Representation by John Cole from the Antique Emporium
ITEM 8.1
ATTACHMENT [2]
PAGE 28 Representation by John Cole from the Antique Emporium
ITEM 8.1
ATTACHMENT [2]
PAGE 29 Representation by John Cole from the Antique Emporium
ITEM 8.1
ATTACHMENT [2]
PAGE 30 Representation - John Soyer Fourways IGA Supermarket
ITEM 8.1
ATTACHMENT [3]
PAGE 31 Representation - John Soyer Fourways IGA Supermarket
ITEM 8.1
ATTACHMENT [3]
PAGE 32 Representation - Homemaker Centre - John Van Der Woude
ITEM 8.1
ATTACHMENT [4]
PAGE 33 Representation - Homemaker Centre - John Van Der Woude
ITEM 8.1
ATTACHMENT [4]
PAGE 34 Representation - Homemaker Centre - Passport Surf
ATTACHMENT [5]
ITEM 8.1
PAGE 35 Representation - Homemaker Centre - Passport Surf
ATTACHMENT [5]
ITEM 8.1
PAGE 36 Representation by Donna James and Tameika Anthony (Star Channel Network)
ITEM 8.1
ATTACHMENT [6]
PAGE 37 Representation - Devonport Amcal Pharmacy (Steve Butler)
ITEM 8.1
ATTACHMENT [7]
PAGE 38 Representation - Devonport Amcal Pharmacy (Steve Butler)
ITEM 8.1
ATTACHMENT [7]
PAGE 39 Representation by Paul Ibbott
ATTACHMENT [8]
ITEM 8.1
PAGE 40 Representation by Paul Ibbott
ATTACHMENT [8]
ITEM 8.1
PAGE 41 Representation by Andrew Argent
ATTACHMENT [9]
ITEM 8.1
PAGE 42 Representation by GWT Investments
ATTACHMENT [10]
ITEM 8.1
PAGE 43 Representation by GWT Investments
ATTACHMENT [10]
ITEM 8.1
PAGE 44 Representation by Adrian & Gabrielle Zolati Zed Investments
ITEM 8.1
ATTACHMENT [11]
PAGE 45 Representation by Adrian & Gabrielle Zolati Zed Investments
ITEM 8.1
ATTACHMENT [11]
PAGE 46 Representation by Don Willing & Associates
ATTACHMENT [12]
ITEM 8.1
PAGE 47 Representation by Don Willing & Associates
ATTACHMENT [12]
ITEM 8.1
PAGE 48 Representation from Ireneinc
ATTACHMENT [13]
ITEM 8.1
PAGE 49 Representation from Ireneinc
ATTACHMENT [13]
ITEM 8.1
PAGE 50 Representation from Ireneinc
ATTACHMENT [13]
ITEM 8.1
PAGE 51 Representation from Ireneinc
ATTACHMENT [13]
ITEM 8.1
PAGE 52 Representation from Mary Ann Edwards obo - ENKZ
ATTACHMENT [14]
ITEM 8.1
PAGE 53 Representation from Mary Ann Edwards obo - ENKZ
ATTACHMENT [14]
ITEM 8.1
PAGE 54 Representation from Mary Ann Edwards obo - ENKZ
ATTACHMENT [14]
ITEM 8.1
PAGE 55 Representation from Mary Ann Edwards obo - ENKZ
ATTACHMENT [14]
ITEM 8.1
PAGE 56 Representation from Mary Ann Edwards obo - ENKZ
ATTACHMENT [14]
ITEM 8.1
PAGE 57 Representation from Mary Ann Edwards obo - ENKZ
ATTACHMENT [14]
ITEM 8.1
PAGE 58 Representation from Mary Ann Edwards obo - ENKZ
ATTACHMENT [14]
ITEM 8.1
PAGE 59 Representation from Mary Ann Edwards obo - ENKZ
ATTACHMENT [14]
ITEM 8.1
PAGE 60 Report to Council Meeting on 20 August 2012 Notic es of M oti on
9.0
NOTICES OF MOTION
9.1 REINST AT EMENT OF PARKING C ONCESSION S - N OTIC E OF MOTION - ALD G F GOOD WIN
9.1
REINSTATEMENT OF PARKING CONCESSIONS - NOTICE OF MOTION - ALD G F GOODWIN File: 21086 D275888
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman G F Goodwin. Recommendati on
MOTION “That Council reinstate the parking concession for self-funded retirees as soon as possible.”
GENERAL MANAGER’S COMMENTS Council currently provides parking concessions for Aged, Service and Disabled pensioners. Previously Council issued concessions to a much larger demographic which included self funded retirees, students, health care card holders etc., however in January 2010 Council resolved to limited the concession to Aged, Service and Disabled pensioners. Parking income forms a significant part of Councils revenue and as with any decision which has a variance to planned income or expenditure and should ideally be considered as part of the annual budget cycle. This allows decisions to be made in the overall context of the whole organization rather than in isolation.
ITEM 9.1
PAGE 61 Report to Council Meeting on 20 August 2012 9.2 PR ESER VAT ION AND ALIGNM ENT OF EXIST ING WINTER USAGE RIGHT S - GIRDLESTON E PAR K AND D EVONPORT OVAL - NOT ICE OF M OTION - ALD L M PERR Y
9.2
PRESERVATION AND ALIGNMENT OF EXISTING WINTER USAGE RIGHTS - GIRDLESTONE PARK AND DEVONPORT OVAL - NOTICE OF MOTION - ALD L M PERRY File: 26205 D275889
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman L M Perry. Recommendati on
MOTION “That existing winter usage rights of Girdlestone Park and the Devonport Oval be preserved and aligned with the leasehold terms (lease tenure) that the East Devonport Football Club and the Devonport Football Club currently enjoy with Council for their respective clubroom facilities. Primary ground usage rights will also be aligned to any subsequent clubroom leasehold agreements entered into with Council and will be maintained for each, irrespective of which competition they play in during the term of the said lease. Primary ground usage rights will give the East Devonport Football Club and the Devonport Football Club first right of refusal on the following conditions for the term of their respective leases during those months Council defines as winter for usage purposes: Primary and preferential use of the ground for roster matches scheduled by their respective competitions. Primary and preferential use of the ground for training on any week day or night as required by the Clubs. If there is default on either or both of 1) clubroom leasehold arrangements and 2) ground usage charges as applied and charged by Council, the lease on ground usage will also be deemed to be in default.”
GENERAL MANAGER’S COMMENTS
The current seasonal usage application process covers all sporting precincts, and gives priority to the seasonal users for games and training o
Ensuring consistency across sporting grounds and precincts
o
Providing a mechanism to ensure public liability insurance, and club requirements on an annual basis
o
Providing a communication link for ground requirements, rosters – both junior and senior, and ground regeneration requirements
The current process is fair and equitable The current booking process allows Council the opportunity to work with sporting clubs, in particular Dev Cricket and Football, when negotiating special events e.g. Nitro Circus which bring economic benefit to the community The NOM would set a precedent for all current sporting clubs, and would change the intent and relevance of the seasonal application process.
ITEM 9.2
PAGE 62 Report to Council Meeting on 20 August 2012 Mayor al R eport
10.0
MAYORAL REPORT
10.1 MAYOR'S MONTH LY REPORT
10.1
MAYOR'S MONTHLY REPORT File: 22947 D275233
RELEVANT PORTFOLIO Mayoral Report RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2 Provide appropriate support to elected members to enable them to discharge their functions
Purpose To detail meetings and functions attended by the Mayor during the month of July, 2012.
BACKGROUND This report is provided by the Mayor to provide a list of meetings and functions attended by him for the month of July, 2012.
COMMENTARY In his capacity as Mayor, Alderman Steve Martin attended the following meetings and functions during the month of July, 2012. Devonport Jazz – handing out promotional bags to retailers Kommunity Kids – on roster Geoff Parker – Aust Weaving Mills Resident meetings Nixon Street Primary School RACT – North West Advisory Board – Road traffic matters Chat n Choose 7AD fortnightly interview Community Safety Liaison Group Citizenship ceremony Southern Cross TV interview Advocate Interview Kommunity Kids City of Devonport Brass Band Presentation evening LGAT AGM & 100th Annual Conference - Hobart Devonport Chamber of Commerce & Industry Awards for Excellence Devonport City Soccer Club Opening Devonport Airport – new facilities including security screening ITEM 10.1
PAGE 63 Report to Council Meeting on 20 August 2012
QantasLink ABC Radio interview TASport Corp function LINC – launch of Nigel Squibb’s E-Cook Book Jazz Countdown – BMW Roadshow Bluff Development Committee Western Police District Performance Review – Burnie Nixon Street Primary School teacher Mrs Mahony Child Health & Family Centre, East Devonport – launch of “Working Together” Jazz Window Judging & Presentations LINC RESPECT forum – Burnie Miandetta Primary School – National Tree Day Hon Mark Dreyfus QC MP, Parliamentary Secretary for Climate Change Maidstone Park LGAT Mayors Workshop ABC Radio interview – Jazz GREENCO Parking Jazz weekend events Devonport Rugby Club NWBU Grand Finals Ea-Girls Second Semi Final Mayor’s Charity Trust Fund Deed signing with Peter Lyons Gran’s Van official Opening of East Devonport “Shelter Shed” Mr & Mrs Upston, East Devonport Mrs Thompson, East Devonport
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 64 Report to Council Meeting on 20 August 2012 Recommendati on
RECOMMENDATION That the report advising of the Mayor’s meetings and functions for the month of July, 2012 be received and noted.
ITEM 10.1
PAGE 65 Report to Council Meeting on 20 August 2012 Gener al M anager's R eports
11.0
GENERAL MANAGER'S REPORTS
11.1 ELECT ED M EMBERS EXPENDITUR E R EPORT
11.1
ELECTED MEMBERS EXPENDITURE REPORT File: 22947 D275236
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2
Provide appropriate support to elected members to enable them to discharge their functions
Purpose To detail expenditure of both the Mayor and Aldermen for the previous month.
BACKGROUND This report is in response to Council resolution 49/12 “That Council be provided with a specific monthly report in relation to expenditure incurred, in excess of statutory allowances, for both the Mayor and Aldermen.”
COMMENTARY
Expenditure processed in July: Mayor Steve Martin $659.09 $ 31.88
Registration fee – LGAT conference Mobile phone account
Aldermen $ 443.04 Aldermen Internet Allowance $ 386.63 I-Pad monthly fee $3,766.00 LGAT Conference registration fees (Aldermen Kent, Hollister, Goodwin, Keay, Jarman) Due to the timing of Credit Card statements and invoices, expenditure will be reported as and when the account is paid. Items in this report may relate to transactions that occurred in previous months.
FINANCIAL IMPLICATIONS Mayoral expenses are costed to the general ledger account for Alderman Support and are listed in a separate report.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION Expenses will be reported on a monthly basis as adopted by Council at the February 2012 meeting.
ATTACHMENTS Nil
ITEM 11.1
PAGE 66 Report to Council Meeting on 20 August 2012 Recommendati on
RECOMMENDATION That the report advising of Mayoral and Aldermanic Expenditure for the month of July, 2012 be received and the information noted.
ITEM 11.1
PAGE 67 Report to Council Meeting on 20 August 2012 11.2 General Manag er's Del egati ons
11.2
GENERAL MANAGER'S DELEGATIONS File: 26661 D275387
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.1
Review and amend governance structure, policies and procedures to adapt to changing circumstances
PURPOSE To delegate appropriate powers of Council to the General Manager.
BACKGROUND The General Manager’s delegations were last adopted on 16 August 2010 (Resolution No. 208/10) and should be reviewed every two years to ensure relevance and accuracy.
COMMENTARY
The majority of Councils delegate a number of their powers to the General Manager, to assist in the efficient and effective management of the functions and powers of the organisation. Following the granting of delegation to the General Manager, it is permissible for the General Manager to sub-delegate appropriate powers to other employees of Council. Delegations should be reviewed regularly, at least every two years, to ensure that delegations are accurate, current and appropriate to the relevant position. Any urgent revisions can be made outside the structured review process, if required. In regards to changes and revision to legislation and regulations, it is important to note that it is necessary to review and revise delegations at intervals less than 12 months. Particularly when new legislation is enacted it becomes necessary to update the General Manager’s delegations to incorporate the legislative changes that have occurred. The Auditor-General Special Report – No.59 – Delegations in Government Agencies, Local Government Delegations and Overseas Travel – April 2006, states that: Council’s should ensure that appropriate documented policies and procedures are in place for the management of all delegations; Council’s should ensure that they adhere strictly to the provisions of the Local Government Act 1993, in managing their delegations, so as to ensure compliance with this Act; and Council’s should ensure that instruments of delegation are clear and unambiguous, so as to prevent exposure to possible risk of inappropriate delegations being exercised. These points have been taken into consideration in the development of delegations for the Devonport City Council.
ITEM 11.2
PAGE 68 Report to Council Meeting on 20 August 2012
Additionally, it is essential that instruments of delegation are communicated to relevant staff to ensure that the employee is fully aware of their delegations and related responsibilities and obligations. Since the General Manager’s last Delegated Authority Document was adopted by Council in August, 2010, there have been some additional Acts and Legislation that have been identified as needing to be captured under this process. These Acts include, but are not limited to, the Public Interest Disclosures Act 2002; Roads and Jetties Act 1935; Weed Management Act 1999; Emergency Management Act 2006; and the Fire Service Act 1979. Amendments to the previous delegations also include the removal of the Refuse By-Law, which is no longer applicable, streamlining of delegated authority under Land Use Planning and Approvals Act 1993, and removal of provisions of the Public Health Act 1997 and the Food Act 2003, other than the right to appoint and delegate powers under these acts to a qualified Environmental Health Officer.
FINANCIAL IMPLICATIONS
Delegations may or may not contain monetary limits, so as to ensure that employees exercise power to expend funds within prescribed budgetary limitations. Delegations may be tied to budgets or purchasing policies for this purpose.
RISK IMPLICATIONS
Contractual/Legal Legal implications are possible if correct delegation instruments are not in place or not followed correctly
CONCLUSION The approval of Council is required for delegations issued under Council’s various legislative provisions and appointments pursuant to Council’s by-laws.
ATTACHMENTS 1.
Delegation Instrument Recommendati on
RECOMMENDATION That the General Manager be delegated powers in accordance with the attached delegation schedule.
ITEM 11.2
PAGE 69 Delegation Instrument
ATTACHMENT [1]
Delegation by Council to the General Manager Pursuant to Section 22(1) of the Local Government Act 1993, Council delegates the following powers and functions to the General Manager and any officer acting in the capacity, and unless prohibited by Section 22(2) of the Local Government Act 1993 or otherwise prohibited, authorise that those powers and functions may be sub-delegated by the General Manager pursuant to Section 64 of the Local Government Act 1993: 1.
Signing/Authorising
Local Government Act 1993 1.1 Attest the execution of a document sealed by Council, provided that if a document relates to a development application that was determined by an Officer in accordance with this Policy, the General Manager, not being the officer having exercised the delegated authority may attest the execution of the document (S19.5); 1.2 Authority to authorise a person to enter land for a specified purpose or in general, subject to conditions (S20A); 1.3
Authority to issue an identity card (S20B);
1.4
Authority to raise funds (S73);
1.5
Authority to expend funds (S74);
1.6
Approve the investment of funds in accordance with Council’s policy (S75);
1.7
Write off any debts owed to the Council pursuant to this section (S76);
1.8 Make a grant or benefit to any person, other than an Alderman, pursuant to this section of the Act, for any purpose in keeping with a Council policy (S77.1); 1.9 (S79.1);
Authority to issue debentures or inscribed stock for the purpose of loan raising
1.10 Authority to establish and maintain in Council’s name, authorised deposittaking institution accounts, as deemed necessary (S81); 1.11
Prepare estimates of revenue and expenditure for the financial year (S82.1);
1.12 Make minor adjustments to individual items within any estimate, in accordance with the resolution of Council adopted with the budget, so long as the total amount of the estimate is not altered (S82.6); 1.13 Authority, where a supplementary valuation is made of any land, to adjust the amount payable in respect of any rate for that land for that financial year (S92); 1.14
Authority to grant or refuse an amendment to a rates notice (S123);
1.15 Fix amounts, times, terms and conditions for the payment of moneys due to the Council by instalments, by a ratepayer pursuant to this section (S124.1); 1.16 Agree to and to cease a postponement of rates. Remit all or part of any rate in accordance with past custom and practice, or resolution of Council, or where it is in the interest of Council to do so and remit all or part of any amount of penalty and interest in accordance with this section if the charge was raised whilst the ownership of the property was in the process of being transferred (S126-127);
ITEM 11.2
PAGE 70 Delegation Instrument
ATTACHMENT [1]
1.17 Authorise such remission of rates, charges and fees which have been paid or payable under a mistake of fact, as may be certified and recommended by the appropriate officer of the Council (S129); 1.18
Authority to issue a certificate of liability (S132);
1.19
Authority to recover a debt due (S133);
1.20
Authority to recover rates (S134);
1.21 Authority to require a person who holds a lease or licence relating to land in respect of which rates are due to pay to the Council any rent or other consideration payable under the lease or licence in satisfaction of any unpaid rates (S135); 1.22
Authority to sell land for the recouping of unpaid rates (S137);
1.23
Authority to issue infringement notices and fines under Council by-laws (S149);
1.24 Power to authorise employees of Council to remove any person from land owned by, or under the control of Council whom they reasonably believe is offending against a by-law; and to remove anything which is on such land without the approval of the Council (S152); 1.25 Authority to request a person give their name and address if of the belief that the person is offending or has offended against a by-law (S152A); 1.26 Authority to prepare and submit a regulatory impact statement, in respect of the making of by-laws (S156A); 1.27
Authority to give notice of a proposed by-law (S157A);
1.28
Authority to certify a by-law, in conjunction with a legal practitioner (S162);
1.29 Authority to issue infringement notices in case of breaches relating to the parking of vehicles on land owned by it or under its control (S170.2); 1.30 Authority to purchase or lease land for any purpose which it considers to be of benefit to the Council or the community (S175); 1.31
Authority to acquire land (S176);
1.32 Authority to sell, lease, donate, exchange or otherwise dispose of land owned by it, other than public land, in accordance with this section (S177); 1.33 Authority to sell, lease, donate, exchange or otherwise dispose of public land owned by it in accordance with this section (S178); 1.34 Authority to lease public land for a period not exceeding 5 years without complying with S178 (S179); 1.35 Authority to hold land on trust subject to any conditions on which it is to be so held (S181); 1.36
Authority to require an owner or occupier of land, to erect a fence (S182);
1.37
Authority to require an owner or occupier of land to rehabilitate land (S183);
1.38 Undertake work subject to a notice under this section that has not been undertaken by owner within period specified (S185); 1.39 Approve and bring to affect the closure of local highways for the purposes of holding a market (S189) and consider any objection to such road closures (S190); 1.40
Establish a Council animal pound (S193); ITEM 11.2
PAGE 71 Delegation Instrument
ATTACHMENT [1]
1.41
Authority to impound an animal (S194);
1.42
Authority to give notice of impounding an animal, subject to conditions (S195);
1.43
Recover unpaid pound fees (S196);
1.44
Sell, give away or destroy any impounded animal if not claimed (S197);
1.45 Authority to arrange for an impounded animal to be destroyed, on the advice of a qualified veterinary surgeon (S198.1); 1.46
Issue permits in relation to private animal pounds (S198A);
1.47
Authority to determine if a nuisance exists (S199);
1.48
Authority to serve a notice when satisfied that a nuisance exists (S200);
1.49 Authority to take necessary action to abate a nuisance if there is an immediate danger to any person or property; or the person causing the nuisance cannot be ascertained or found; or an abatement notice has not been complied with. Power to authorise a person to enter and remain on any land; and close off or fence any place; and do anything reasonably necessary for that purpose, and charge the owner or occupier of the land for costs of any action taken (S201); 1.50 Authority to impose fees and charges in respect of the use of any property or facility owned, controlled, managed or maintained by Council; services supplied at a person's request; carrying out work at a person's request; providing information or materials, or providing copies of, or extracts from records of Council; any application to Council; any licence, permit, registration or authorisation granted by Council; or any other prescribed matter (S205); 1.51 Remit all or part of any fee or charge paid or payable in accordance with this section if it is in the interest of the Council to do so (S207); 1.52 Authority to authenticate a summons, notice or document without the Seal of Council (S237); 1.53
Authority to appear in court or in any proceedings on behalf of Council (S240);
1.54 The authority, either on application or their discretion, delete or exclude a person's address from the electoral roll if satisfied that the safety of the person or the person's family, may be at risk (S258); 1.55 Authority to invite tenders for any contract it intends to enter into for the supply or provision of goods or services valued at or above the prescribed amount (S333A); 1.56
Authority to issue a Council land information certificate (S337);
1.57
Authority to round up or round down any amount payable to Council (S344).
Monetary Penalties Enforcement Act 2005 1.58 Authority to issue an infringement notice, and require the person to give their name, address and date of birth, if it is reasonably believed that the person has committed an offence for which an infringement may be issued (S14A). Right to Information Act 2009 1.59 As a Delegated Officer under S24 of the Right to Information Act 2009, authority to make decisions in respect of Right to Information requests made to the Devonport City Council; ITEM 11.2
PAGE 72 Delegation Instrument
ATTACHMENT [1]
1.60 Authority to refuse an application if information requested is stored electronically, subject to conditions (S10.1); 1.61 Authority to disclose information to the public as a required disclosure, routine disclosure, an active disclosure, an assessed disclosure, or to refuse disclosure, subject to conditions (S12.2 A-D); 1.62 Authority to negotiate with an applicant to refine or redirect an application for assessed disclosure (S13.7); 1.63 Authority to transfer an application for assessed public disclosure to another public authority if the subject matter of the information is more closely connected with the functions of the other authority (S14.1A-B); 1.64 Authority to extend the period for which a decision on an application for assessed disclosure is made, subject to conditions (S15.4); 1.65 Authority to request payment of the application fee or waive the application fee prior to accepting an application (S16.3); 1.66
Authority to defer providing information, subject to conditions (S17.1);
1.67 Authority to refuse a request if it is believed that resources may be unreasonably diverted, subject to conditions (S19); 1.68 Authority to refuse a request for information if it is a repeat or vexatious application, subject to conditions (S20); 1.69
Authority to appoint an officer to assist with processes (S23.2);
1.70 Authority to delegate to another person his or her functions or powers under this Act (other than the power of delegation) for a period not exceeding 3 years (S24.1); 1.71 Authority to determine information as exempt information, if it is believed that it is contrary to the public interest to disclose the information requested (S33.1); 1.72
Authority to undertake an internal review of a decision made (S43).
Public Interest Disclosures Act 2002 1.73
Authority to appoint a Principal Officer under this Act (S62A).
Personal Information Protection Act 2004 1.74 Authority to use or disclose personal information about an individual for a purpose other than the primary purpose of collection without the individual’s consent if the information is basic personal information, subject to conditions (S12). Oaths Act 2001 1.75 Recognised as a Commissioner of Declarations as a permanent employee of a local government authority with 5 or more years continuous service (S12.2). Tasmanian Public Finance Corporation Act 1985 1.76 Authority to borrow money from, deposit money with, and lend money to the Corporation on such terms and conditions as may be agreed between the Corporation and the local government authority (16A.1).
ITEM 11.2
PAGE 73 Delegation Instrument
ATTACHMENT [1]
Burial and Cremation Act 2002 1.77 Authority to close whole or part of any crematorium if it is believed there is a risk to public health and safety (S14); 1.78 Authority to improve, embellish and enlarge a cemetery, restrict internments or to take any other action to properly manage and maintain the cemetery (S19); 1.79 Provide permission for any vault or grave to be made or dug, any monument to be erected or placed, and to determine its location (S20); 1.80 If a monument is believed to be unsafe, the authority for it to be taken down, removed or rendered safe (S21); 1.81 Authority to grant an exclusive right of burial – either in fee or a 25 year term, which may be renewed as agreed (S23); 1.82 If there is insufficient revenue to maintain the cemetery, the authority to cover the grass area leaving only a tombstone, if the tombstone shows the name of the person buried there. Provision to remove any monument and re-erect in another section of the cemetery. If the vault or monument bears no legible indication as to whose grave is there, or if the superstructure of a vault or monument is unsafe, enforce removal of any material/substance preventing the covering of the area with grass (S26); 1.83 Ability to authorise the whole or part closure of a cemetery if it is deemed prejudicial to public health or safety. Notice may be given to undertake prescribed works or close immediately, dependent upon nature of concern (S28); 1.84 Authority to close whole or portion of cemetery, if no internments have taken place for a period of over 30 years, or if internments have taken place, with no vault or monument, other than a flat slab flush with the ground, and to discharge an exclusive right of burial, by agreement with the holder (S29); 1.85 Authority to lay out the closed cemetery, or closed portion of cemetery as a park or garden for use as a place of quiet recreation (S30); 1.86 Authority to dispose of the whole or portion of cemetery which is not required for internment, regardless off exclusive rights of burial, however another portion of the cemetery, or of another cemetery, if so agreed, must be provided (S31); 1.87 Authority to construct roads, avenues and walks in or through the land; erect and construct on the land any ornamental and other buildings/structures; enclose, drain, turf, level and light the whole or any part of the land; plant trees, shrubs and plants; demolish or remove any graves, monuments or vaults erected on the land; exhume any remains which are interred at the cemetery, and inter those remains either in the land or elsewhere; build on or under any portion of the land any structures or vaults that is deemed fit for the reception of any human remains which are not removed from the land for internment elsewhere; or generally execute works and do all acts and things necessary for laying out the land as a park or garden, to be used for quiet recreation only (S33); 1.88 Authority, at any time within 12 months after the closure of a cemetery, at the request of any lineal descendant of a deceased person whose remains are interred in the cemetery or whose name appears on any grave, monument or vault in the cemetery, to make available at no further cost at another cemetery, any land necessary for the interment in that cemetery of those human remains; or the relocation in that cemetery of the grave or the re-erection of the monument or vault (S35);
ITEM 11.2
PAGE 74 Delegation Instrument
ATTACHMENT [1]
1.89 Authority, after a cemetery has been closed for a period of at least 12 months, permission to demolish and remove any grave, monument or vault and reverently exhume and re-inter any human remains (S36); 1.90 Permission, subject to the conditions of the Act, to allow the carrying out of any activity on the land that is consistent with quiet recreation (S37); 1.91 (S39);
Authority to reopen a grave if it is not intended to remove any human remains
1.92 Authority to allow internment of human remains at a place other than a cemetery, if permission from the landowner is also given (S41); 1.93 Ability to delegate to an officer of Council, the authority to enter, at a reasonable time and with reasonable notice, a cemetery, place or premises that are, or have been used or may be used for, or in connection with, a prescribed business; or any other place or premises which there is reason to believe records relating to a cemetery, place or premises. Furthermore, the ability to use reasonable force to enter on land or a building, if there is a reasonable belief that circumstances require immediate action to be taken, in respect to the Act (S51). Local Government (Building & Miscellaneous Provisions) Act 1993 1.94
Authority to approve subdivisions, subject to conditions (S83);
1.95
Authority to disapprove subdivisions, subject to conditions (S84);
1.96
Authority to refuse an application for a subdivision, subject to conditions (S85);
1.97 Authority to require security for payment, prior to approving a plan of subdivision (S86); 1.98 Authority, if satisfied that a final plan is compliant with regulations, to approve final plans. Council is to affix its seal and lodge with the Recorder of Titles. If Council disapproves final plans, they must notify the Recorder of Titles, within seven days of its disapproval (S89.1-3); 1.99 Upon a correction to a final plan being made by Records of Titles, the authority to object to the making of any correction to the final plans (S91); 1.100 Authority to cancel its seal on a final plan if the plan is withdrawn from, or rejected by the Recorder of Titles (S93); 1.101 Authority to seek conveyance or transfer a way shown on a sealed plan as “to be acquired by the highway authority� to the Council in fee (S97); 1.102 Authority to direct a drainage easement shown on a sealed plan for the benefit of a lot to be taken to terminate at an outlet approved by Council (S99); 1.103 Authority to purchase or take land recoverable if a lot ceases to have the qualities of a minimum lot (S101); 1.104
Authority to amend sealed plans, subject to conditions (S103);
1.105 If no objections within 28 days, authority to cause an amendment to be made. Alternatively, if a hearing is to be convened, at the conclusion of such hearing, authority to cause an amendment to be made with or without modification (S104); 1.106 If compensation is to be made to a person adversely affected by an amendment, the Council may recover against the petitioner and any person heard or ITEM 11.2
PAGE 75 Delegation Instrument
ATTACHMENT [1]
asking to be heard in support of the amendment, to the extent to which they are benefited by the amendment (S105); 1.107 Authority to enforce an access order before notifying its approval of the plan or subdivision, and the authority to undertake the works and recover associated costs if not undertaken by the owner (S107); 1.108 Authority to obtain a dedication of land for widening or diverting or a licence to embank, if an approval for a plan for subdivision is not granted under section 85 (S108); 1.109 Authority to approve and disapprove minimum and sub-minimum lots, subject to conditions (S109); 1.110
Authority to make an adhesion order on a block, subject to conditions (S110);
1.111 (S111);
Authority to approve the subdivision of sub-minimum lots, subject to conditions
1.112 Authority to exempt a subdivision from the operation of Part 3 of the Act, subject to conditions (S115); 1.113
Authority to purchase excess space for use as public open space (S116);
1.114 Before approving a plan of subdivision, authority to require security for the payment, rather than requiring an owner to increase the area for public open space (S117); 1.115 Authority to direct an employee, once they become entitled to long service leave under this section, to commence leave within 6 months after the date of notice (S227); 1.116 Authority to grant an employee recreation leave under another enactment in respect of the calendar year in which any period of long service leave granted to that employee commences (S232); 1.117 Authority to allow an employee, whilst on long service leave, engage in business undertakings, engage in private practice, or accept or engage in paid employment (S233); 1.118 Authority to recover from another Council who an employee has been employed with prior to employment with Council, salary, wages or allowances, proportionately (S234); 1.119 Authority, upon recommendation from the National Trust of Australia (Tasmania) by order, prohibit the demolition of a building of historical or architectural interest or of special beauty, or prohibit the alteration or adding to the building (S241); 1.120
Authority to enforce a preservation order, subject to conditions (S243);
1.121 Authority to approve or disapprove the erection, put up or placement of any hoarding or similar structure for advertising purposes (S246); 1.122
Authority to enforce the removal of advertising hoardings (S247);
1.123 If a building is built over a drain, as prohibited under S248, authority to demolish, remove or remedy it, and perform any works necessary for restoring or reinstating its drain, and to seek recovery for expenses incurred (S248); 1.124 Authority to construct a stormwater drain or sub-soil drain, if, in Council’s opinion, a street, right of way or private land is not adequately drained, and to seek compensation from the owners of the land that is served by or derives benefit, or front or back or abut on any part of a street which is drained by the drain (S251). ITEM 11.2
PAGE 76 Delegation Instrument
ATTACHMENT [1]
Water and Sewerage Industry Act 2008 1.125 Exercise all of Council’s functions and powers as a Planning Authority in respect to Subdivision 3, “Planning Referrals� of the Water and Sewerage Industry Act 2008 (S56NQ). Litter Act 2007 1.126 Authority to serve an Infringement Notice on a person who has attained the age of 16 years, if it is reasonably believed that the person has committed an offence against this Act that is prescribed as an offence for which an Infringement Notice may be served (S17); 1.127 Where litter has been deposited on any reserved land, the powers conferred by this Division may be exercised by an authorised officer only if so provided in the instrument of his/her appointment (S32); 1.128 Authority, to serve a Litter Abatement Notice, if on reasonable grounds, it is suspected that a person is carrying on any activity that has caused, or is likely to cause, the deposit of litter contrary to S9 or if litter has been deposited in any place contrary to that section or that litter has escaped, or is likely to escape, from any place. If on reasonable grounds, it is suspected that litter has escaped, or is likely to escape, from a motor vehicle or trailer, the Authorised Officer may serve a Litter Abatement Notice on the registered operator of, or person in charge of, the motor vehicle or trailer (S35); 1.129 Authority to undertake provisions of S41 (1-6) of this Act, pertaining to powers of Authorised Officers (S41); 1.130 Authority to require a person to state his/her name and address or place of residence if on reasonable grounds the officer believes the person is committing or has committed an offence under this Act (S43); 1.131 Power to demand all information required as to the identity and whereabouts of a driver of a vehicle whom it has alleged has committed an offence under this Act, as the registered operator of a vehicle (S46); 1.132 Upon exercising power under this Act, be able to produce evidence of his or her identity and authority if reasonably asked to so by any person (S47); 1.133 Any act, matter or thing done or omitted to be done in good faith in administration or exercising of powers under this Act, does not subject the officer or Council to any liability in respect of the act, matter or thing (S49). Traffic Act 1925 1.134 Authority to issue traffic infringement notices for prescribed offences under this Act (S9.3); 1.135 Authority, if an article is placed or left in a public street to the obstruction, annoyance or danger of road users, nearby residents or other persons, remove the article or cause it to be removed; take the article or cause it to be taken to a place of safety; or detain the article, or cause it to be detained, until the expense of removing, taking or detaining the article is paid to the relevant authority, and advise the owner as soon as practicable of the action undertaken. If unable to inform the owner of the removal of the article within 30 days, or inform the owner of the removal within 30 days, but does not receive payment of the required expenses within 14 days after the date of being ITEM 11.2
PAGE 77 Delegation Instrument
ATTACHMENT [1]
informed, cause the article to be disposed of, and to use the proceeds, if any, to defray those expenses (S43). Dog Control Act 2000 1.136
Authority to keep a register of registered dogs (S15);
1.137 Authority to cause a dog that is not implanted with a microchip to be implanted in an approved manner with an approved microchip (S15A); 1.138
Authority to declare a dog dangerous dog, subject to conditions (S29);
1.139 Authority to declare a dog a restricted breed, if satisfied that the dog is a restricted breed (S29A); 1.140 Authority, where a dog ceases to be a guard dog, revoke a declaration that a dog is a dangerous dog, if satisfied that the dog is no longer a guard dog, and is not a dangerous dog (S30); 1.141
Authorisation to seize and detain any dog at large (S35);
1.142 Seize and detain any dog in respect of which there is reasonable cause to believe that an offence under the Act has been committed (S37); 1.143 Authority to seize a dog that is illegally removed from a pound, and detain the dog until the fees and costs arising from detention and retrieval are paid (S40.2); 1.144 Authority to destroy a dog, if satisfied that the dog is behaving in a manner and in such circumstances likely to cause or has caused injury, death or serious bodily injury to any person or animal. Additionally, may destroy a dog if it is found distressed or disabled to such an extent that continued existence is likely to involve continued suffering (S42); 1.145 Authority to investigate the subject matter of a complaint upon receipt of a complaint (S48); 1.146
Authority to refuse an application for a licence (S54);
1.147
Authority to grant an application for a licence, subject to conditions (S55);
1.148
Authority to cancel a licence, subject to conditions (S58);
1.149 Power to serve an infringement notice on a person if of the opinion that the person has committed a prescribed offence under the Act (S64); 1.150 Authority to enter and remain in or on any private premises at any reasonable time to determine the number of dogs on the premises, whether the dogs are registered, and any other relevant matter relating to the licence (S72); 1.151 Authority to enter onto land owned or occupied by an owner, or person in charge of a dog that has committed an offence against the Act, and search for and seize any dog on that land. Additional authority to apply to a Magistrate for a warrant to enter any dwelling on that land to enforce any provision of the Act (S73); 1.152
Authority to claim a dog as property of Council, subject to conditions (S76);
1.153 Authority to demand from any person his or her name and place of abode if it is believed that the person is committing, has committed or attempted to commit an offence against this Act (S77); 1.154
Authority to waive, refund part of or all, or discount a fee (S80);
1.155 Authority to delegate to any person any of Council’s powers under this Act, other than the power of delegation (S82). ITEM 11.2
PAGE 78 Delegation Instrument
ATTACHMENT [1]
Building Act 2000 1.156 Authority to delegate to any person any of Council’s powers and functions under this Act, other than the power of delegation (S11); 1.157 Authority to take appropriate action under Part 11 of the Act, if building work in relation to a building or part of a building is carried out without a building permit (S61); 1.158 Authority to take appropriate action under Part 11 of the Act, if plumbing work is carried out without a plumbing permit (S76); 1.159 Authority to grant an application for a temporary occupancy permit if satisfied that the building or temporary structure is suitable for occupation, subject to any reasonable and relevant conditions, and to advise the permit authority of approval (S108); 1.160 Authority to cancel a temporary occupation permit if the building or temporary structure is deemed unsafe or unhealthy, or if conditions of the permit are not complied with (S109); 1.161 Authority to refuse an application for a temporary occupancy permit if satisfied that the building or temporary structure is unsuitable for temporary occupation (S110); 1.162 Approve or disapprove the erection of a fence, building or other structure, so as to restrict the use, in connection with a building, of any unoccupied area of the land on which it is to be built (S118); 1.163 Authority to disapprove building work on land where the surface of the land is incapable of being drained into an existing stormwater, channel or suitable outlet (S157); 1.164 Authority to disapprove the erection of a building of a structure that contains habitable rooms or from which effluent normally flows, on land where the effluent cannot be drained into a sewerage systems satisfactorily (S158); 1.165 Authority to approve the carrying out of building work over an existing drain or within one metre from the edge of an existing drain measured horizontally, subject to conditions (S160); 1.166 Authority to make an emergency order if of the opinion that a threat to life may arise out of the condition or use of a building or temporary structure. This order may require an owner or occupier of a building or temporary structure to evacuate, stop work or carry out building work or other work or prohibit the occupation of the building or temporary structure. The emergency order may be revoked if circumstances leading to the making of the order have changed (S162); 1.167 Authority to issue a building notice to the owner of a building or temporary structure if the work is being carried out without a permit, or if work being carried out is in contravention of the permit, the Act, the use of the building or temporary structure is in contravention with the Act, or if the building or temporary structure is unfit for use or occupation, is a danger to users of the building or adjoining land, or if the essential health and safety features of the building are not maintained in accordance with the Building Regulations (S163.1); 1.168 Authority to perform any of the duties of a building surveyor under subsection 2 or 2A if the building surveyor resigns, dies or becomes incapable, for any reason, of performing those duties required (S163.2B); 1.169 Authority to issue a plumbing notice to an owner of land if plumbing work is being carried our on the land without a plumbing permit (S164); ITEM 11.2
PAGE 79 Delegation Instrument
ATTACHMENT [1]
1.170 Authority, if of the belief that a building or temporary structure may be a fire hazard, to inspect the building or temporary structure and prepare a report on the matter. The fire upgrading report is to state whether or not the building or temporary structure is a fire hazard, provide a program for work to overcome any fire hazard, specify the period and manner in which representations may be made, and any other specified matter. Statements may be obtained on matters relating to a fire upgrading report from any relevant reporting authority (S166); 1.171 Authority to issue a fire upgrading notice to an owner if a fire upgrading report identifies that a fire hazard exists. A building order may be served in the first instance, rather than a building notice, if it is believed that the work required to be done is of a minor nature. An order under subsection 2C may be made if it is believed that the building work is in contravention of the Act, poses a danger to the public or affects the support of any adjoining property (S167); 1.172 Authority to issue a building order on an owner of land on which building work is carried out without a permit, if the building notice in respect of that building work is not revoked, in addition to a building order under S170 of the Act (S171); 1.173 Authority, if a plumbing notice is not revoked, to serve a plumbing order on the owner, or person apparently in charge of the a site on which the plumbing work is being carried out (S172); 1.174 Authority to serve a building order in relation to a fire hazard on the owner, if a fire upgrading notice is not revoked, in addition to a building order under S170 (S173); 1.175 Authority to grant an application for a permit to proceed within the specified period if the application is in accordance with S178, and if satisfied as to the matters referred to in S179 (S180); 1.176 Authority to refuse an application for a permit to proceed in respect of any building work if it is not in accordance with S178, or if a certificate to proceed is not in force in respect of that building work (S181); 1.177 Authority to grant an application for a permit of substantial compliance if the application is in accordance with S186, and is satisfied as to matters referred to in S187, relating to stability of site, provision of water to site, means of road access to the site, and any other relevant requirements of any permit or consent granted or issued under any other Act or of this Act or the Building Regulations (S188); 1.178 Authority to refuse an application for a permit of substantial compliance in respect of any building work if it is not in accordance with S186 or if a certificate of substantial compliance is not in force in respect of the completed or substantially completed building work (S189); 1.179 Authority to serve an order to demolish building work to which a building order under S171 relates on the owner if satisfied that the building work does not comply with this Act, and is detrimental to safety and health of any occupant or future occupant of the building or public. Further authority to enter onto land and demolish any building work in respect of which an order to demolish is served, subject to conditions (S191); 1.180 Authority to carry out work if an owner fails to comply with a building or plumbing order. In carrying out this work, authority to enter on the land where the work is to be done, exclude other persons from the place the work is being done, determine the form of the alteration if required, determine the condition the remainder of the building is to be left, if anything is to be taken down, demolished or removed, carry away materials ITEM 11.2
PAGE 80 Delegation Instrument
ATTACHMENT [1]
removed to a convenient place, and to sell any materials so carried away and deduct the proceeds from the cost of the work (S192); 1.181 Authority to take proceedings under the Justices Act 1959, to obtain possession of the building or temporary structure, if any occupier of a building or temporary structure fails to allow any person to do work under S192, and remain in possess of a building or temporary structure pursuant to a warrant until the work is completed (S193); 1.182 Authority, if having demolished a building pursuant to S192 (2) to sell the building for removal, or sell the materials on the site for removal, after demolition. Further authority to grant the purchaser of a building under subsectrion1(a), all the powers it has under S192, and to pay the owner of the building or materials sold under subsection(1), the balance of any proceeds of the sale after deducting any reasonable expenses incurred. Money not claimed within one year after the building’s sale is vested in Council (S194); 1.183 Authority to seek recovery, from the owner of the building or temporary structure, for costs of any work not done by the owner, as required by an owner under Part 11, and undertaken at the direction of Council (S197); 1.184 Authority to request the assistance of a police officer in the evacuation of a building or temporary structure in accordance with an emergency order, and in removing any person from a building or temporary structure in respect of which an emergency order or a building order is being carried out (S198); 1.185 After inspecting works completed under an emergency order, authority to notify the owner that the order has been complied with or requires the order to be complied with (S199); 1.186 Authority to reuse an amendment or revocation of a building order, issue an amended fire upgrading notice or revoke a fire upgrading notice, if an owner who is required to comply with a building order, served after the issue of a fire upgrading notice, advises of a change in circumstances after the original fire upgrading notice (S200); 1.187 Authority to serve an infringement notice in a person, if of the opinion that the person has committed a prescribed offence (S243); 1.188 Authority to, at all reasonable times, access any building work or building, and may enter any premises for the purpose of exercising any power or performing any function under this Act, subject to conditions (S258); 1.189 Authority to demand the owner of any building or land produce any records relating to the building or land, or to any building work, plumbing work or plumbing installation in respect of that building or land, and search for, inspect, take extracts from and make copies of those records, and make enquiries considered necessary in relation to the any building work or building (S259). Local Government (Highways) Act 1982 1.190 The authority to declare that a road or other way within a municipality that is not a highway, shall become a highway maintainable by Council or a particular kind of highway so maintainable, subject to conditions (S12); 1.191 Authority to divert or close a local highway, or part thereof for the public benefit, in the interests of public safety or because of lack of use, if standard requirements have been complied with (S14); 1.192 Authority to acquire any land, other than Crown land, when in accordance with S14, a highway is closed. Furthermore, the authority to acquire land for the purposes ITEM 11.2
PAGE 81 Delegation Instrument
ATTACHMENT [1]
of the diversion of a highway include power to acquire land for the purpose of transference (S15); 1.193 Authority, after consultation with the Commissioner of Police, close a local highway or part of a local highway, forbid the use of a local highway or part of a local highway, or subject to a Council resolution, grant exclusive licences to occupy part of a local highway, closed for such periods and on such conditions as the corporation sees fit (S19); 1.194 Authority to, for the purpose of providing a place for the sale of goods and for entertainment, close part of a local highway on a Saturday, Sunday or a statutory public holiday for 12 hours or less, subject to conditions (S20); 1.195 Authority to carry out such works as it considers necessary for the maintenance or renewal of any bridge, embankment, or other work carrying, or otherwise associated, with the highway. However, Council is not liable for any injury or loss arising from the condition of a highway, unless that condition results from the improper carrying out of highway works that are carried out by, or direction of, Council (S21); 1.196 Authority to close all or part of a highway, or close it to particular forms of traffic, or restrict the rights of passage over the highway, for the purpose of carrying out highway works in a highway, subject to conditions. Additional authority to leave, stack, or deposit on a local highway vehicles, plant, equipment or materials required for the work undertaken, and the ability to sell or otherwise dispose of, timber or other materials obtained due to the carrying out of highway works (S25); 1.197 Authority to purchase or acquire land for the purpose of obtaining material from that land, materials required for highway works, subject to conditions. After providing the occupier of any land other than Crown land, 7 days notification, authority to enter the land and obtain and remove from it materials or indigenous timber as may be required for the highway works, and provide compensation for the materials obtained or damage done in the exercising of its powers under this section (S26); 1.198 For the purpose of carrying out highway works, the authority to enter any land adjoining a highway, and use any uncultivated land as a temporary deviation of the highway, subject to conditions. Compensation is not necessitated, but as far and as soon as practicable, all damage done by the exercise of these powers should be made good (S27); 1.199 Authority to, by written notice, where it considers necessary in the carrying out of any highway works, require a person to shift a bridge, wire or other aerial work, or a pipe, cable, conduit, tank, tunnel or other underground work or to fill up a cellar or excavation, subject to conditions. In the event that the person does not comply with the notice, proceed with the acts specified in the notice, making compensation to all persons injuriously affected by those acts. Additionally, for the purpose of doing acts referred to in this section, authority to serve an order on the person given notice, to cut off the electrical current, gas, water, oil, or sewage from the work to be shifted between such times as are specified in the order and that person shall comply with the order (S28); 1.200 Authority to carry out works and do such things as is considered necessary or desirable for rendering the use of the highway safer and more convenient or for improving its appearance. Powers are extended to the provision and maintenance, in, under or upon the highway, of the removal of any building, structure, work or other things, including shelters, equipment, devices for guidance (apart from traffic signs erected by the Transport Commission), trees, shrubs, statues, fountains and sanitary conveniences, subject to conditions (S30); ITEM 11.2
PAGE 82 Delegation Instrument
ATTACHMENT [1]
1.201 Authority, with approval from the Traffic Commission, to construct or place obstructions in a local highway for the purpose of preventing or restricting the movement of vehicular traffic, such as a road hump, subject to conditions (S31); 1.202 Authority to light, or arrange for the lighting of a local highway, and in the erecting of light provisions, carry out or cause to be carried out, such works deemed necessary, including the laying, erection or installation of apparatus or equipment and the attachment to a tree, building or structure of apparatus or equipment, with such apparatus or equipment remaining the property of Council (S32); 1.203 Authority, to serve in writing, a notice on the owner of a private way or court, of which the public ordinarily has access to, to require the person to light it in accordance with the directions contained in the notice, subject to conditions (S33); 1.204 Authority to make, cleanse and keep open all drains and watercourses which it considers necessary in and through any land adjoining or near a local highway maintainable by Council. Except in an emergency, 14 days written notice of intention to enter land must be given to the owner, and shown on a plan or sketch, the proposed works (S34); 1.205 Authority, if of the opinion that works are necessary to be carried out on a highway for the construction or repair of a vehicular crossing over a table drain, gutter or footpath, at or opposite the entrance to land adjoining a highway, to serve written notice, requiring the owner of the land to carry out works within a specified period of time, and if this notice is not complied with, carry out the works itself and recover the expenses reasonably incurred in doing so, from the owner of the land (S35); 1.206 Authority to serve notice on the owner of land, requiring they erect a fence between the footpath and adjoining land, to sufficient specifications, and if not done so in compliance with the notice, carry out the work itself and recover the expenses reasonably incurred in doing so from the owner of the land (S36); 1.207 Authority, to carry out works for the alteration of the situation of an entrance, where satisfied that an entrance on land adjoining or adjacent to a local highway has been excessively damaged due to the driving of vehicles into or out of the entrance, or that it may create or is likely to create a hazard to highway traffic, to prevent or reduce damage, or to prevent or reduce a hazard to traffic, and in doing so, may restrict the user of the land lying between the entrance and the boundary of a highway, subject to conditions. Compensation shall be paid for any loss or damage arising from works carried out. If work is carried out contrary to this section, the authority to remove the work and do such things as considered necessary to reinstate the land and recover expenses reasonably incurred by doing so itself, from the owner of the land (S37); 1.208 Authority to, for the purpose of ensuring or facilitating good management of a highway, cut down and remove any indigenous timber growing or standing within 25 metres of the centre of a highway, subject to conditions (S38); 1.209 Authority to, if of the view that it is necessary to remove or reduce the danger to persons using a local highway arising from obstruction of view, require the occupier of the land to cut, trim or reduce the height of the vegetation or structure, as required. Where the roots of a tree interfere with the pavement of, or anything in a highway, require the occupier of the land to remove the tree which is causing the problem to be killed or removed or cut off at its roots, within the boundaries of the land. An additional requirement may be made to the owner of the land on which any vegetation is growing, to remove a branch or other part of the vegetation that overhangs a local highway, subject to conditions (S39); ITEM 11.2
PAGE 83 Delegation Instrument
ATTACHMENT [1]
1.210 Authority to provide consent to an owner to erect an animal barrier across a country highway, subject to conditions (S40); 1.211 Authority to prohibit the use of a highway during a period, where it is believed that traffic or traffic of a particular kind is likely to injure seriously a highway, and where there is a reasonably convenient alternative route for traffic, unless written consent is given by Council (S41); 1.212 Authority to close a highway, where it has been certified that a local highway is unsafe to traffic or particular class of traffic (S42); 1.213 Authority to recover any extraordinary expenses it incurs in repairing the damage caused to a highway, whether that damage was caused by an excessive weight passing over the highway or any extraordinary traffic (S43); 1.214 Authority to establish that a certain load or axle load is the greatest that can be sustained by a bridge without risk of damage, or that a certain speed is the greatest that can be use over a bridge without risk, and placing notices of such restrictions at the end of each side of the bridge (S44); 1.215 Authority to remove an article abandoned on a highway under its management, and dispose of said article, the way it sees fit, and to recover any costs associated therewith, subject to conditions (S45); 1.216 Authority, in accordance with its by-laws, to grant permission to do any one or more of the following things – open or break up the soil or pavement of a local highway; make a drain leading to a local highway; put or place a pipe or make a drain leading into a sewer or drain or other work of Council in or under a local highway; make an excavation, vault or cellar in or under a local highway; install, under a local highway, pipelines, pipe systems or other infrastructure required for the transmission, distribution or supply of natural gas or other gaseous fuels or erect a hoarding or scaffolding for building or any other purpose in or on a local highway, and recover any costs associated therewith, subject to conditions (S46); 1.217 Authority to care, control and manage local highways as it sees fit, and to carry out any work that it is authorised to undertake. If a road, lane, passage or yard on private property is not made up to the satisfaction of the Council, notice may be served on the owners affected, requiring the carrying out of such works for the making up of the area as is specified in the notice, and being sufficient to render the area safe and adequate for use by persons, vehicles and animals reasonably passable by them. Where a notice is not complied with, the authority to carry out the works specified and recovery of expenses reasonably incurred by in carrying out the works, from the owners, subject to conditions (S50); 1.218 Authority to remove or alter any obstruction or projection (porch, shed, projecting window, step, cellar, cellar door or window, sign, signpost, sign-iron, showboard, window shutter, wall, gate or fence), erected or placed against or in front of a building that is an obstruction to the safe and convenient passage along a highway, and authority to recover costs reasonably incurred in carrying out of these works, if the owner of the building fails to do so (S52); 1.219 Authority, where it appears the surface of any land is lower than the level of the nearest highway, or of the highway, sewer or drain into which the water off the land should flow, to serve notice on the owner requiring works for the raising the level of the land or draining its soil, and to carry out these works and recover the associated costs, if the owner does not comply with the requirements of this notice (S53); ITEM 11.2
PAGE 84 Delegation Instrument
ATTACHMENT [1]
1.220 Authority to put up or paint on some conspicuous part of a building, fence, wall or on a post, at or near an end, corner or entrance of a highway or other public place, the name by which the highway is to be known (S54); 1.221 Authority to allot to a piece of land one or more distinguishing numbers, and cause a building on that land to be marked with such a number in such a manner as prescribed by the Council (S55); 1.222 Authority to acquire land or rights over land for highway purposes, notwithstanding that the land is not intended immediately to be used for such purpose (S58); 1.223 Authority to make arrangements for the carrying out of development, where satisfied that, for the promotion of the public interest, it is desirable that certain development in connection with highway improvements should be carried out, subject to conditions (S59); 1.224 Subject to S60, the authority to discharge a covenant or agree to the variation of a covenant (S60); 1.225 Authority, where land is held by it for the purposes for highway purposes, to, if it is expedient having regard to the purposes for which the land is held, create or convey estates and interests in the land, including any part of it through, in, or under, which a relevant highway is or is to be carried, or a space or a building or other work that is or will be, in whole or part, on, above or below its surface, subject to conditions (S61); 1.226 Authority to, in accordance with this section, take land for the widening or other alteration of a highway, only if the land taken has every part of it within 3 meters of the boundary of an existing highway; has no building situated wholly or partly on the land or within 3 metres of its boundary, however the existence of a building (shop, dwelling, office, warehouse, workshop, garage or other similar building) that has been substantially pulled down, destroyed or demolished shall be disregarded for the purposes of this section. Where an owner is advised of Council’s intention to take land under this section, it may serve notice on the owner requiring the dedication of the land as a highway, and inform them that in consideration of this, compensation is payable – this is to include costs of replacement or construction of structures. Where land has not been dedicated as required by notice, Council has authority to enter and take possession of the land, subject to conditions (S62); 1.227 Authority, where it has acquired highway rights over any land, and said land is not presently required to be opened as a highway, to let the land to the owner of the adjoining land, subject to conditions (S63); 1.228 Authority to prepare a copy and exhibit, all or part of its municipal map showing any or all of the streets within the municipal district, stating that they have not been well and sufficiently made, subject to conditions (S66); 1.229 Authority, where a street has not at any time been well and sufficiently made, carry out streets works it considers necessary to put that street in a proper condition, and recover the costs for the works undertaken (S67); 1.230 Where the corporation intends to carry out street works, the authority to cause to be prepared a scheme for the carrying out of these works, subject to conditions. The scheme should include costs involved, preparation of the scheme, supervision and inspection of the works during construction, and any other additional costs and expenses. Where a scheme has been prepared it must be able to be viewed publicly for a prescribed period (S68-71); ITEM 11.2
PAGE 85 Delegation Instrument
ATTACHMENT [1]
1.231 Authority to, where objections to a scheme have been made, undertake to amend a scheme, subject to conditions (S72); 1.232 If no objections to a scheme are made, or if objections are withdrawn, it may be adopted, with or without amendments (S73); 1.233 Authority, where a scheme comes into effect, to carry out any street works specified therein, in accordance with the scheme. Upon completion of works specified in a scheme, the street in which they were constructed becomes a highway maintainable by the Council (S75); 1.234 Authority in the absence of a scheme, where it is considered necessary to do so, carry out in a street any part of the works, subject to conditions (S79); 1.235
Authority to abandon a scheme, whether it has taken effect or not (S80);
1.236 Authority to mark out spaces and install parking meters or voucher machines, on any part of a highway within the municipal area, subject to conditions (S95); 1.237 Authority to prescribe hours and days that the parking meters or voucher machines will operate (S96); 1.238
Authority to enforce controlled parking (S97);
1.239
Authority to close a parking space in certain cases, subject to conditions (S99);
1.240 Authority to serve an infringement notice on any vehicle that is guilty of an offence under this section (S100); 1.241 Authority to remove a vehicle or other thing to a place of safety and keep it there, if in breach of this Act, and keep it until the monetary penalty has been paid (S102); 1.242 Authority to issue a permit in respect of a vehicle that is used for the carrying of goods, equipment or materials in the course of trade, business or an undertaking involving similar use of vehicles, subject to conditions (S104); 1.243 Authority, on production of identification of employment, and at any reasonable time, enter and remain in any premises at which, or at which it is reasonably suspected, that a person is carrying on the business of letting motor vehicles for hire, and to request for any person found on the premises, to produce any records about the letting of vehicles for hire; answer any questions about those records, and inspect, take copies or notes, of any part of any such records (S107); 1.244 Authority to consider whether a proposed street, upon written application from an owner about to lay or construct a new street, will benefit the owners of adjoining or adjacent lands, subject to conditions (S114); 1.245 Authority to delegate to one or more officers of Council, the performance of powers and functions under this Act, as specified in the resolution, or revoke wholly, or in part, any such delegation (S124). Vehicle and Traffic Act 1999 1.246 Authority to grant a permit to an applicant to set up and use a stall, stand or vehicle on a public street, for the purposes of selling any goods, or a business, calling or employment, subject to conditions. An additional authority to cancel, in writing, the permit, if satisfied the holder has committed serious or repeated breaches of permit conditions (S56C).
ITEM 11.2
PAGE 86 Delegation Instrument
ATTACHMENT [1]
Roads and Jetties Act 1935 1.247 Authority, when intending to take any land for the purposes of this Act, to provide the occupier with 7 days notice in writing, to enter upon land and to stake out the same in such manner as is believed necessary or expedient (S32); 1.248 Authority to contract and agree with the owner of any land for the rental of such land for the purpose of obtaining materials therefrom for the construction or maintenance of any road or street or for any other of the purposes of this Act which are applicable (S33); 1.249 Authority to make use of any uncultivated land for the purpose of constructing a temporary road whilst any road is being reconstructed, widened, diverted, altered, improved, or repaired without making compensation for the same, subject to conditions (S34); 1.250 Authority to, after providing 7 days notice in writing to the owner or occupier of land, enter upon any uncultivated land and cut down and carry away all such indigenous timber as may be required for the making, repairing, or fencing any of road, or for any other purpose of this Act, subject to conditions (S35); 1.251 Authority to cause all quarries and pits which have been opened up or used upon any land by it to be fenced or otherwise secured and kept so fenced or secured so long as the same shall continue open and in use, subject to conditions (S36); 1.252 Authority to enter upon any land adjoining any road of which it has the care, control and management, for the purpose of maintaining or reconstructing such road, subject to conditions (S39); 1.253 Authority to make, cleanse and keep open all drains or watercourses which it may deem necessary in and through any land adjoining or near to any road of which it has the construction or maintenance, subject to conditions (S40); 1.254 Authority to cut down and remove any indigenous timber growing or standing within 23 metres of the centre of any road of which it has the care, control, or management, subject to conditions (S41); 1.255 Authority, for the prevention of danger arising from obstruction to the view of persons using such road, to demand that any fence, construction, hedge, tree or vegetation erected, constructed, growing, or planted on land adjoining such road, or any road intersecting or junctioning with such road, be reduced in height or otherwise cut or trimmed, subject to conditions. If the owner or occupier fails to comply with notification within the specified period, the authority to cause such fence, construction, hedge, tree or vegetation to be reduced in height or otherwise cut or trimmed, and recover in a court expenses incurred in doing so (S42); 1.256 Authority to give the owner of any land adjoining any road a notice in writing requiring the owner to construct, to the satisfaction of the road authority, across the table drain or gutter of the road, at or opposite to any entrance to such land which is used or intended to be used for vehicular traffic to or from such land, a culvert of such a nature and of such dimensions as specified in the notice, and as will allow the free passage through such culvert of any water which may be reasonably expected to flow along such table drain or gutter and into such culvert when so constructed, subject to conditions (S44.1); 1.257 Authority to cause a culvert to be constructed and recover from the owner the expenses incurred in the construction, if the owner fails to comply with the notice, subject to conditions (S44.2); ITEM 11.2
PAGE 87 Delegation Instrument
ATTACHMENT [1]
1.258 Authority, where an extraordinary expense has been incurred in repairing any road under care, control or management by reason of the damage caused by any excessive weight passing along a road, to recover the amount of such expenses that have been incurred by reason of damage arising from excessive weight or extraordinary traffic, subject to conditions (S46.1); 1.259 Authority to enter into agreement with a person from whom expenses are recoverable for the payment to it of compensation in respect of such expenses (S46.2); 1.260 Authority to cause road metal or other materials, or any vehicle or plant used for the purpose of or in connection with the construction or maintenance of any road, to be stacked, deposited or left upon such road at a distance from the centre thereof not less than 2.5 metres (S47.1); 1.261 Authority to erect on part of a road that forms an approach to a bridge with overhead members, such warning gantries and crash beam gantries as considered necessary for the protection of the bridge (S47A.1); 1.262 Authority to cause a gantry erected by Council to be marked clearly with the maximum clearance height for vehicles on the bridge in respect of which the gantry is erected (S47A.3); 1.263 Authority to grant permission to any person to lay down, construct, and maintain a tramway or railway along or across any road, subject to conditions (S48.1); 1.264 Authority, where it appears that an article has been abandoned, to remove the article from that highway or road, and dispose of it in a manner it thinks fit, subject to conditions (S48A.1-2); 1.265 Authority to give any person making or erecting any building or fence, or causing or permitting any obstruction or encroachment, or making any drain, sink or watercourse in contravention of any of the provisions of subsections (1) or (2) in respect of any road under its care or control, or management, 21 days notice in writing to take down such building or fence, remove or abate such obstruction or encroachment, or fill such drain, sink, or watercourse; and in default of the person complying with such notice, the authority to take down building or fence, remove or abate the obstruction or encroachment, or fill up the drain or watercourse, and recover the default expense, subject to conditions (S49.3); 1.266 Authority to grant authorisation for a person to lay down or cause to be laid down or deposited any timber, stone, hay, straw, dung, lime, soil, ashes, or other like matter or thing, or any rubbish upon any road, or fell, cut, bark or remove any tree on or at the side of any road, or remove any soil from any road, subject to conditions (S51). Drains Act 1954 1.267 Authority to declare that any drain, system or associated works situated in or servicing the municipality or any part of, not being a drain, system or associated works, the construction of which was completed prior to the commencement of this Act, become vested in it, subject to conditions (S11.1); 1.268 Authority to allow a person constructing or proposing to construct a drain, system or associated works that if the drain, system or associated works is or are constructed in accordance with the terms of the agreement, it will, upon completion, or at a date specified, declare the drain, system or associated works to be vested in it (S12.1); ITEM 11.2
PAGE 88 Delegation Instrument
ATTACHMENT [1]
1.269 Authority, at the request of or by agreement with the owner or occupier of any land, itself execute at their expense any work, it has, under the Act required the person to execute or any work in connection with the construction, laying, alteration, or repair of a drain, or appliance connected therewith, that they are entitled to execute, and for that purpose, shall have rights as they would have in relation to the execution of that work. Additional authority of Council to recover its expenses, if any work has been executed by Council, subject to this section (S27); 1.270 Authority to prepare a provisional scheme, under S30 of the Act, and if the majority of owners of the land consent to the provisional scheme, confirm the scheme by affixing its common seal to a copy thereof. Council may carry out the scheme and recover from all land owners in the area, all costs and expenses of and in connection with the scheme, subject to conditions (S30); 1.271
Authority to alter the size and course of a common drain (S37);
1.272
Authority to grant or refuse a plan for a building or extension over a drain (S39);
1.273
Authority to drain lands within the area into common drains (S42);
1.274 Authority to, where a person has given notice of their intention to have their drain made to communicate with a common drain of the Council, give notice to that person that it intends itself to make the communication, and issue a fine, if the person proceeds themselves to make the communication, subject to conditions (S44); 1.275 Authority, where a person proposes to construct a drain, and if it is believed that the proposed drain in or is likely to be needed to form part of a system, to require the person to construct the drain in a manner differing as regards of material or size of pipes, depth, fall, direction, outfall or otherwise from the manner proposed, or could be required by Council, to construct the drain and ensure the person complies with the requirements set by Council (S45); 1.276 Authority, where action has been taken under S45 in anticipation of development by building for which drainage will be required, to recover the amount paid by it for the extra expenses of the person complying with its requirements, from the owners of the lands for the supposed benefit of which it required him to incur the extra expenses, as if that amount were the increased cost of a system recoverable under S31 of the Act (S46); 1.277 Authority to close an existing drain, and undertake necessary work for that purpose, subject to conditions (S47); 1.278
Authority to have free access to works being executed to repair a drain (S48);
1.279 (S50);
Authority to ensure a new building has adequate and compliant drainage
1.280 Authority to require an owner or occupier of an existing building to take appropriate action in regards to drainage (S51); 1.281 Authority to force two or more buildings to be drained in combination, subject to conditions (S54); 1.282 Authority to appoint a septic tank district, and enforce compliance with the required sanitary works, subject to conditions (S61); 1.283 Authority to enter any premises, at all reasonable hours, for purposes prescribed under this Act (S78).
ITEM 11.2
PAGE 89 Delegation Instrument
ATTACHMENT [1]
Transport Act 1981 1.284 Approve the installation of parking controls, manual of uniform traffic control devices, parking controls, and issue exemption permits, subject to conditions (S10). Environmental Management and Pollution Control Act 1994 1.285
Appointed as a ‘Council Officer’ pursuant to this section (S21);
1.286 Authority to issue and serve an environmental protection notice on a person who is or was responsible for the offending environmental activity (S44); 1.287 In the case of an Environmental Protection Notice being served, the authority to take action if the requirements of the notice are not complied with, within time specifications (S47); 1.288 (S48);
Authority to apply to the Appeal Tribunal for an order under S48 of the Act
1.289 When satisfied that a person has committed a prescribed offence, the authority to serve an Environmental Infringement Notice in respect of the prescribed offence on that person, or if the identity of the person cannot be readily ascertained or confirmed, on the occupier or the person apparently in charge of the place or vehicle at, in or in relation to which the officer is satisfied such an offence has been committed (S67); 1.290 Authority to enter and inspect any place or vehicle for any reasonable purpose connected with the administration or enforcement of this Act (S92 a-ka); 1.291 Authority to apply for a justice to issue a warrant, where there is believed to be reasonable grounds to do so, in the contravention of the Act (S93); 1.292
Provision to seize item/s if a breach or offence under this Act is committed (S94).
Land Titles Act 1980 1.293 Authority to advise the Recorder of Titles that an application would not result in the continuation or creation of a sub-minimum lot, and that it consents to the application (S138Y). Land Acquisition Act 1993 1.294
Authority to sign a notice of acquisition, subject to conditions (S18.3C);
1.295 Authority to permit an authorised person to enter and examine land, or obtain information relating to land, subject to conditions (S54); 1.296
Authority to permit immediate entry to land (S55);
1.297
Authority to permit occupation of adjacent land (S56);
1.298 Authority to sign a notice or other document that is to be served on any person under this Act (S80). Strata Titles Act 1998 1.299
Authority to endorse, by issuing a certificate of approval, a strata plan (S6);
1.300 Authority, whereby an amendment to a plan affects the boundaries of lots of common properties, to grant or refuse a certificate of approval (S19);
ITEM 11.2
PAGE 90 Delegation Instrument
ATTACHMENT [1]
1.301 Authority, where required, to grant or refuse an approval of an alteration or addition to strata plans, where a building on a lot or on common property is altered, or where a new building is added to a lot or common property (S19A); 1.302 Authority to grant or refuse a certificate of approval, for strata plans, amendments to, consolidation of and cancellation of strata plans (S30); 1.303 Authority to issue a certificate of approval, if satisfied that any requirements under the planning scheme are met, and that where the proposal involves building work, that relevant certificates have been issued under the Building Act 2000. Furthermore, the authority to refuse an application for a certificate of approval, if it is reasonably believed that the proposal is for a subdivision within the meaning of Part 3 of the Local Government (Building and Miscellaneous Provisions) Act 1993 (S31); 1.304 Authority to refuse an application for a certificate of approval if it is considered that the proposal is for a subdivision (S31.6); 1.305 Authority to refuse a certificate of approval on the grounds that an application for a staged development scheme should be made (S31.3A-D); 1.306 Authority to refuse a certificate of approval on the grounds that an application for a staged development scheme should be made (S31AA); 1.307 Authority to grant or refuse approval for a proposed staged development scheme, subject to conditions (S37); 1.308 Authority to issue a certificate for the area in which a site is situated certifying that it has granted approval of staged development scheme, and of any conditions which have been applied (S38); 1.309 Authority to refuse a particular stage in a staged development scheme, if an earlier stage of the scheme has not been completed as required under the terms of the registered scheme (S41); 1.310 Authority to grant or refuse an application for a variation of scheme, subject to conditions (S42); 1.311 Authority to require changes to a proposed community development scheme, or the demolition or alteration of buildings on the site of the proposed scheme. Further authority to grant or refuse a community development scheme, subject to conditions (S54); 1.312 Authority to refuse to approve the development of a particular stage of a community development scheme if an earlier stage of the scheme has not been completed as required under the terms of the registered scheme (S57); 1.313 Authority to approve a variation to a scheme unconditionally or subject to conditions, or refuse a variation of scheme (S58). Land Use Planning and Approvals Act 1993 1.314 Authority to delegate functions and powers under this Act to persons employed by the Authority, other than the power of delegation (S6); 1.315 Consult with or obtain the advice, opinion or recommendation of any authority, organisations, persons or person, or request submission of further information, as necessary prior to making a recommendation or determining whether to approve or refuse an application for use or development under the Devonport and Environs Planning Scheme 1984; ITEM 11.2
PAGE 91 Delegation Instrument
ATTACHMENT [1]
1.316 Forward to the Resource Planning & Development Commission advice that no representations have been received for an amendment (S39); 1.317 Authority to modify or alter a draft amendment of the planning scheme at the directive of the Resource Planning & Development Commission (S41); 1.318 Authority to request an applicant provide further information before consideration of the requested permit is undertaken, within 28 days of receiving the application (S43E); 1.319 Authority to correct a permit if the permit contains any clerical errors, accidental omissions, or evident material miscalculation of figures or of any person, thing or property referred to in the permit (S43J); 1.320 Upon the request for an amendment to a permit, the authority to amend the permit, if satisfied that any amendment will not effect any decision made by the Commission, does not cause an increase in detriment to any person or does not change the use or development for which the permit was issued, other than a minor change to the description of the use or development (S43K); 1.321 Refuse an application or use or development within any Use Class that is prohibited under the Devonport and Environs Planning Scheme 1984; 1.322
Action the removal of signs (S48A);
1.323 Make requests for additional information and determine whether additional information is satisfactory and in accordance with this section (S54); 1.324 Make corrections to a permit granted by Council in accordance with this section (S55); 1.325 Make minor amendments to permits granted by Council in accordance with this section (S56); 1.326 Authority to grant or refuse an application for a discretionary permit, subject to conditions (S57), except: Any application where three or more letters of objection are received during the statutory representation period; or Any application where the value of the project is greater than $2million; or Any application where the General Manager considers would be more appropriately considered by Council; or Any application which the General Manager has received a written request from an Alderman that the application be considered by Council prior to the closure of the statutory advertising period. 1.327 (S57A);
Instigate or be party to any mediation in relation to a discretionary permit
1.328 Authority to grant or refuse, unconditionally or subject to conditions or restrictions, an application for a permit under the Devonport and Environs Planning Scheme 1984 (S58); 1.329 Authority, where a permit has been granted, to include a condition that an agreement is required to be entered into in respect of a use or development (S58A); 1.330 Approve, with or without conditions, or refuse any application of a permit made in accordance with S57 or S59 of the Land Use Planning and Approvals Act 1993 where there is insufficient time for Council to determine the application within the time stipulated ITEM 11.2
PAGE 92 Delegation Instrument
ATTACHMENT [1]
in the Act and where the applicant has refused or failed to agree to an extension of time (S57-58); 1.331 Agree to the extension of consideration times for applicants for permits in accordance with S57(6) and S58(2) of the Land Use Planning Approvals Act 1993 (S57-58); 1.332 Where Council has been unable to determine an application for a permit as a result of there being an equality of votes and there is insufficient time for Council to reconsider the matter within the time stipulated in the Act, to determine the application; 1.333 Serve notice of Council having failed to determine an application for permit in accordance with this section (S59.2); 1.334 Authority to apply to the Appeal Tribunal for an order under this section, if a person contravenes or fails, or is likely to contravene and fail to comply with provisions of the Devonport and Environs Planning Scheme 1984. Furthermore, the right to apply for an order for payment of damages may be made to the Appeals Tribunal is granted. Whereby an order has been made by the Appeal Tribunal, if the respondent fails to comply with the order, the authority, by leave of the Appeal Tribunal, to carry out any work contemplated by the order, and recover costs of that work from the respondent (S64); 1.335 Authority to enter into an agreement with an owner of land in the area covered by a planning scheme or a special planning order, or on behalf of Council or jointly with another person (S71); 1.336 Authorise the partial or total release of bonds, guarantees and security deposits held, pursuant to S71, upon certification that the work or things to which the bond, guarantee or deposit relates has been satisfied in whole or partially, or to call on any bonds and guarantees to carry out work that has not been carried out or completed to Council’s requirement (S73). Devonport and Environs Planning Scheme 1984 1.337 Authority, Subject to S133, 134 and 180A of the Act, to delegate any powers or functions under this Scheme, including those powers or functions which this Scheme requires to be exercised by resolution of the Council (S5.11); 1.338 Authorise the partial or total release of bonds, guarantees and security deposits held, pursuant to S71, upon certification that the work or things to which the bond, guarantee or deposit relates has been satisfied in whole or partially, or to call on any bonds and guarantees to carry out work that has not been carried out or completed to Council’s requirement (S73); 1.339
Recommend approval for variation to setbacks for single dwellings;
1.340 Recommend approval or refusal of applications with variations in the site coverage for single dwellings; 1.341 Recommend approval or refusal of applications with variations to the building envelope for single dwellings; 1.342 Recommend approval or refusal of applications with variation to front setback and width of garages and carports for single dwellings; 1.343 Recommend approval or refusal of applications with variations to privacy for single dwellings;
ITEM 11.2
PAGE 93 Delegation Instrument
ATTACHMENT [1]
1.344 Recommend approval or refusal of applications for frontage fences for single dwelling. Resource Management and Planning Appeal Tribunal Act 1993 1.345 Enter in agreements, where necessary, at a conference held on behalf of the Resource Management and Planning Appeal Tribunal in accordance with S17 of the Resource Management and Planning Appeal Tribunal Act 1993 (S17). Public Health Act 1997 1.346
Delegate all powers under this Act to a qualified Environmental Health Officer;
1.347 Authority to appoint a person with approved qualifications as an Environmental Health Officer as an Authorised Officer under this Act (S11). Food Act 2003 1.348
Delegate all powers under this Act to a qualified Environmental Health Officer;
1.349 Authority to issue an authorised officer with a certificate of authority as an authorised officer (S102). Conveyancing & Law of Property Act 1884 1.350 Authority to, by declaration under its seal and endorsed on a building plan, declare that a building comprised in the plan and erected entirely over a rivulet vests in a person for an estate in fee simple; or where the building comprised in the plan is erected partly over a rivulet and partly on adjoining land on one side of the rivulet, the part of the building over the rivulet vests in the owner of the adjoining land for an estate in simple fee; or where the building comprised in the plan is erected partly over a rivulet and partly on land on both sides of the rivulet, the part of the building over the rivulet vests in the owner of the adjoining lands for an estate in simple fee (S75CD). Weed Management Act 1999 1.351 Authority to appoint a person as an inspector for the purposes of this Act, with approval from the Secretary of the Department (S34.3); 1.352 Authority to enter and remain in any place or vehicle where there is or is believed to be any declared weed; and search any place lawfully entered for the presence of any declared weed; and stop and search any vehicle for the presence of any declared weed, and open or break open and search any package in any vehicle or place lawfully entered, subject to conditions (S38A-D); 1.353 Authority to signal or direct a person apparently in charge of any vehicle to stop or not move the vehicle for a reasonable period (S40.1A-B); 1.354 (S41.1);
Authority to require, in writing, that the owner of any place secure the place
1.355 Authority to require a person to open or unlock any vehicle, gate or package if it is reasonably believed that evidence of the commission of an offence under this Act may be found (S42.1); 1.356 Authority to break open any vehicle, gate or package in the process of searching or inspecting a place, or if it is believed that evidence of the commission of an offence under this Act may be found (S42.2A-B); ITEM 11.2
PAGE 94 Delegation Instrument
ATTACHMENT [1]
1.357 Authority at any reasonable time to dismantle or remove anything if it is believed necessary to do so for the purpose of finding a declared weed, and to repair or erect anything, tag or mark anything in a manner appropriate for the purpose of identification (S43.1A-C); 1.358 Authority to reimburse the inspector for any reasonable costs incurred by the inspector in exercising any power under subsection (1) (S43.2); 1.359 Authority to require a person to move, destroy or otherwise dispose of a declared weed, or prohibit the removal, destruction or disposal of a declared weed for a specified period (S44.1A-B); 1.360 Authority to seize and retain anything that appears to indicate that an offence under this Act has been, is being, or is about to be committed (S45); 1.361 Authority under the Act to examine, make or print copies of, or take extracts from, any document or record, and take any photograph, film or video recording, make any sketch or drawing, and make any recording by any means (S46A-D); 1.362
Authority to require a person to give their full name and address (S47.1);
1.363 Authority, in the performing of any function or exercising any power, to have someone accompany and assist the inspector, if considered appropriate (S48.1); 1.364 Authority to direct any person to remove any physical or other obstruction that may hinder or prevent the inspector from performing any function or exercising any power under this Act (S48.2); 1.365 Authority, in performing any function or exercising any power under this Act, to use reasonable force necessary in the circumstances (S49). Emergency Management Act 2006 1.366 Authority, in conjunction with one or more other Councils, to apply that the municipal areas governed by those councils be a combined area for the purpose of the establishment of a Municipal Emergency Management Committee in respect of the combined area (19); 1.367 Authority on behalf of the municipal area, or in the case of a combined area the council specified in the application made under S19, to determine the Municipal Chairperson (S21); 1.368 Authority to nominate an employee to the Minister for appointment as the Municipal Emergency Management Coordinator (S23); 1.369 Authority to establish and maintain, or make available, all resources and facilities considered necessary for the management of an emergency within the municipal area (S47). Fire Service Act 1979 1.370 Authority to nominate a Council Officer to the Fire Management Area Committee (S18.2B); 1.371 Authority to deal with a fire danger within the municipal area as if that fire danger were a nuisance under the Local Government Act 1993, subject to conditions (S49.5A-D); 1.372 Authority to make a request to the Fire Commissioner for advice and information regarding protection from fire (S50.1); ITEM 11.2
PAGE 95 Delegation Instrument
ATTACHMENT [1]
1.373 Authority to nominate a Council Officer to the Special Fire Area Committee if the municipal land forms part of the Special Fire Area (S55.2); 1.374 Authority to cause the formation of fire breaks as considered necessary or desirable to arrest the spread or to facilitate the suspension of fires within the municipal area (S56.3); 1.375 Authority to apply to the Fire Commission for exemption of payment of the fire service contribution levy if it is believed that the tenant is an exempt tenant, and occupation of the land is for a benevolent, charitable or philanthropic purpose, or nonprofit community or non-profit sporting purpose (S78.4); 1.376 Authority to collect the fire service contribution from eligible rate payers, in such a manner as deemed appropriate (S81C-D); 1.377 Authority to allow a pensioner rebate in respect of the payment of the fire service contribution (S95). Major Infrastructure Development Approvals Act 1999 1.378 Authority to assess and recommend approval of an application for a permit for a use or development comprised in a major infrastructure project, subject to conditions (S5); 1.379 Within 21 days of receiving notice of the Minister’s intention to make a recommendation under S7.1 of the Act, authority to provide the Minister with a written response stating whether the Council supports the proposed recommendation, and if the Council does not support the proposed recommendation, the Council’s reasons for not doing so (S9.1); 1.380 Authority to request that the Commission administer the planning approval process in respect of the proposed major infrastructure project (S9.2); 1.381 If an order under S7.2, declaring a project to be a major infrastructure project is made, authority to recommend refusal of or permit an application, and determine an application for a permit in respect of a use or development comprised in the major infrastructure project in such a manner as it thinks fit (S11); 1.382 Authority to determine an application for a permit in respect of a use or development comprised in the major infrastructure project in accordance with planning criteria established under this section (S12.1); 1.383 Authority to recommend granting of a permit to proceed with a use or development anywhere within a corridor described in the permit (S14.8); 1.384 Authority if a major infrastructure project is to be administered by a combined planning authority, nominate in writing to the Minister the person/s to be appointed by the Minister to the combined planning authority as members and deputy members representing the specified planning authority (S16). Workers Rehabilitation and Compensation Act 1998 1.385 Authority to nominate an employee for the role of Return to Work Coordinator, once the employee has successfully completed training or if the Work Cover Tasmania Board is satisfied that the person has obtained a qualification or completed a training course that is at least equivalent to the course of training approved by the Board (S143D).
ITEM 11.2
PAGE 96 Delegation Instrument
ATTACHMENT [1]
Workplace Health and Safety Act 1995 1.386
Appointed as the Responsible Officer for the organisation;
1.387 Authority to appoint a responsible officer for each workplace at which business is carried out (S10); 1.388 Authority to establish a Health and Safety Committee if requested by the majority of employees (S26). Other 1.389 Sign contracts, leases and agreements on behalf of Council in accordance with Council policies; 1.390
Act as signatory to the financial transactions of Council;
1.391 Make pro-rata refunds of registration fees for the current year only, when dogs are de-sexed or die, based on a pro-rata basis, calculated on the unexpired complete months of annual fees paid at the date of death or spaying; 1.392 Approve the taking over of engineering works involved in the development of a subdivision subject to the recommendation by the appropriate Council Officer; 1.393 Authorise the total or partial release of bonds, guarantees and security deposits subject to the recommendation by the appropriate Council Officer, or to call on any bonds, guarantees and deposits where the work as secured has not been carried out in accordance with Council’s requirements; 1.394 Seek legal advice and complete affidavits on behalf of Council in any matter where the Council is a party to the legal proceedings; 1.395 Defend any actions brought against Council, its Alderman or Officers, and agree any settlement amount where it is in Council’s interest to so do; 1.396 Approve boundary fences which exceed Council’s Corner Boundary Fence Height Policy, where appropriate; 1.397 Subject to the provisions of any Act, to permit or refuse to permit the disposal of waste or rubbish at a council tip, refuse or disposal site or waste transfer station. 2.
Employees
2.1 Authority to appoint an Acting General Manager in the absence of the General Manager, during periods of leave. 2.2 Under S63.1 of the Local Government Act 1993, Authority to appoint persons as employees of the council; allocate duties to employees; control and direct employees; and suspend or dismiss employees. 2.3 Authority under S63.2 of the Local Government Act 1993, to develop human resource practices and procedures in accordance with policies of the council to ensure employees of the council receive fair and equitable treatment without discrimination. 2.4 Under S64 of the Local Government Act 1993, the authority to delegate to an employee of the council any functions or powers under this or any other Act, other than this power of delegation; and any functions or powers delegated by the council which the council authorized the general manager to delegate. 2.5 Authority to engage and supervise volunteers, work experience students, work placement participants and contractors. ITEM 11.2
PAGE 97 Delegation Instrument
ATTACHMENT [1]
2.6 Issue Certificates of Authority to authorised officers for the powers specified in the following sections of the Food Act 2003: Offences Relating to Food (Part 2) Emergency Powers (Part 3) Inspection and Seizure Powers (Part 4) Improvement Notices and Prohibition Orders (Part 5) Taking and Analysis of Samples (Part 6) Notification and Registration of Food Businesses (Part 7) Administration (Part 8) Procedural and Evidentiary Provisions (Part 9) Infringement Notices (Part 10) Regulatory Provisions (Part 11) Miscellaneous (Part 12) Provisions with Respect to Search Warrants (Schedule 1) Consequential Amendments (Schedule 2) 2.7 Issue Certificates of Authority to authorised officers for the powers specified in the following sections of the Public Health Act 1997: Entry, inspection and seizure (30) Production of Records (32) Production of things (33) Production of Licence (34) Photographs, sketches, measurements and recordings (35) Information requirements (36) Burial or removal of body to morgue (56) Overcrowding (84) Unhealthy premises (86) Health evaluation (131) Requirement for information (148) Proceedings (158) Infringement notices (169) Sale or disposal of forfeited things (190) Return of and access to seized things (191). 3.
Purchasing
3.1 Approve expenditure within the Estimates in accordance with S74 of the Local Government Act 1993; 3.2 Invite tenders over the prescribed amount as detailed in the Code for Tenders and Contracts in accordance with S333a of the Local Government Act 1993; 3.3 Exercise all Council’s functions and powers with respect to the implementation of the provisions of the Code for Tenders and Contracts, except for the authority to review or revise the Code. 4.
Miscellaneous
4.1 Authority to allow the display of a petition within a Council building, other that those prescribed in Division 1, Sections 57-60 of the Local Government Act 1993, subject to conditions. ITEM 11.2
PAGE 98 Delegation Instrument
5.
ATTACHMENT [1]
Other
5.1 Call for and accept quotations, tenders, auction, public notice or other means for the disposal of surplus or redundant plant, equipment and materials; 5.2 Call for and accept tenders for the provision of goods and services for less than the prescribed amount. 6. 6.1
By-Laws Authorised Officer under the following Council By-Laws: Car Parking By-Law 2003 Car Parking Fines Amendment By-Law Reserves By-Law 2007 Street Trading By-Law
ITEM 11.2
PAGE 99 Report to Council Meeting on 20 August 2012 11.3 Revi ew of C ouncillor Numbers
11.3
REVIEW OF COUNCILLOR NUMBERS File: 26582 D275697
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.1
Review and amend governance structure, policies and procedures to adapt to changing circumstances
Purpose To enable Council to consider the final report by the Local Government Board into the review of Councillor numbers.
BACKGROUND
Council will recall that at its meeting held on 19 December 2011, it considered a report advising that the Local Government Board was conducting a review of Councillor numbers. Council resolved (vide Resolution No 387/11): “That Council advise the Local Government Board that it wishes to be specifically included in the Board Review of Councillor numbers.” On 18 April 2012, the Chairperson of the Board, Mr Hadley Sides, the Director of Local Government, Mr Mat Healey, visited Devonport to meet with Council representatives to discuss the Review. Four of Council’s elected members attended that meeting and a number of matters raised verbally by Aldermen were included in a letter from Council. This letter was circulated to Aldermen and the issues raised were: -
A lower number of elected members means a greater workload for the remaining number;
-
Cost savings of reduced elected members would be minimal especially if the allowance for remaining members was increased as a result of additional demands. To achieve true cost savings, the Councillor allowances should not be increased as a result of any reduction in numbers;
-
Local Government traditionally struggles to attract younger people and females, affecting the diversity of elected members, and an increase in workload for individual elected members would not help attract single mothers and similar demographic profiles to contest for a role within Local Government. Greater commitment would be required, potentially more meetings to attend, therefore decreasing the likelihood that people working full time or supporting families with young children would be able to undertake a role as Alderman.
-
Shorter and quicker meetings would potentially be a benefit of fewer elected members, but this would be offset by the need to attend a greater number of meetings.
ITEM 11.3
PAGE 100 Report to Council Meeting on 20 August 2012
COMMENTARY
Subsequently, the Board finalised its report and submitted it to the Minister, as required by the legislation. The Minister has written the following letter to the Mayor: “As you are aware, I asked the Local Government Board in September 2011 to conduct a review of councillor numbers. Seven councils requested to be included in the review. The Board has now provided me with its report and recommendations and, as required by section 214 D(4) of the Local Government Act 1993, I have attached a copy for your Council’s consideration. The Board has recommended a reduction in the number of councillors elected to the Central Coast, Devonport City, Glamorgan-Spring Bay, Glenorchy City, Kingborough and Tasman Councils, and no change to the number of councillors elected to the Break O’Day Council. The Board has also developed a Framework for the Assessment of Councillor Numbers and recommended to me that the Framework be used in any future review of councillor numbers. I invite your Council to make a submission to me on any matter covered by the report. I would be grateful if you could provide me with any such submission your Council wishes to make by 31 August 2012, in order to enable me to make a decision on the Board’s recommendations as soon as practicable. I have arranged for a copy of this letter to be forwarded to the General Manager of your Council. For your information, I have also released this report to the public at this time. The report is available on the website of the Division of Local Government, Security and Emergency Management within the Department of Premier and Cabinet at www.dpac.tas.gov.au/divisions/lgd/local_government_board. I look forward to receiving your Council’s feedback. Yours sincerely, Bryan Green MP, Minister for Local Government” A copy of the Report was circulated to Aldermen upon receipt and is included with this report as an Attachment.
FINANCIAL IMPLICATIONS
There are no financial implications to Council’s 2012/2013 Budget created by this Report.
RISK IMPLICATIONS
Political/Governance There may be a political risk with whatever position Council takes in relation to the matter.
CONCLUSION
The report recommends to the Minister a “Framework for the Assessment of Councillor Numbers” to be used in any future review of Councillor numbers. It also makes a recommendation in relation to Devonport City Council Aldermen numbers which, if adopted, would see the number reduce from 12 to 9. This would be implemented by a staged process with 5 elected in 2013 and 4 elected in 2015.
ATTACHMENTS 1.
Local Government Report on the Review of Councillor Numbers ITEM 11.3
PAGE 101 Report to Council Meeting on 20 August 2012
Recommendati on
RECOMMENDATION That Council decide whether it would like to make a submission to the Minister for Local Government in relation to the Local Government Board Report into the Review of Councillor numbers.
ITEM 11.3
PAGE 102 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 103 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 104 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 105 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 106 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 107 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 108 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 109 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 110 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 111 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 112 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 113 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 114 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 115 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 116 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 117 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 118 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 119 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 120 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 121 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 122 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 123 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 124 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 125 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 126 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 127 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 128 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 129 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 130 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 131 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 132 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 133 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 134 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 135 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 136 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 137 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 138 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 139 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 140 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 141 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 142 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 143 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 144 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 145 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 146 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 147 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 148 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 149 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 150 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 151 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 152 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 153 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 154 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 155 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 156 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 157 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 158 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 159 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 160 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 161 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 162 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 163 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 164 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 165 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 166 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 167 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 168 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 169 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 170 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 171 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 172 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 173 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 174 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 175 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 176 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 177 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 178 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 179 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 180 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 181 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 182 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 183 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 184 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 185 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 186 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 187 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 188 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 189 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 190 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 191 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 192 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 193 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 194 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 195 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 196 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 197 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 198 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 199 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 200 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 201 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 202 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 203 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 204 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 205 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 206 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 207 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 208 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 209 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 210 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 211 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 212 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 213 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 214 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 215 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 216 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 217 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 218 Local Government Report on the Review of Councillor Numbers
ITEM 11.3
ATTACHMENT [1]
PAGE 219 Report to Council Meeting on 20 August 2012 11.4 Petiti on - North Str eet & C hal mers Lane Ar ea Resi dents
11.4
PETITION - NORTH STREET & CHALMERS LANE AREA RESIDENTS File: 27456 D275907
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 present a petition received from residents of North Street and Chalmers Lane area in objecting to the level of increase in their rates.
BACKGROUND
Mr K M Kidd of 97-99 North Street, Devonport has submitted the attached petition for Council’s consideration. The petition contains 37 signatories and was received on 11 July 2012. Mr Kidd submitted the following covering letter with the Petition: “Please find attached a petition from a number of ratepayers in the North Street and Chalmers Lane area objecting to the massive Council rate hike you have advised for this and following years. I have been asked to submit this on their behalf. Most of these people are elderly Devonport citizens, with only two people occupying their residence, who are struggling to survive on a fixed and/or diminishing income. While the value of the properties has increased over time, this has certainly not happened to the incomes of people living on superannuation or other fixed returns. The cost of living is currently increasing rapidly for other reasons, and the last thing that is needed at this time, is a further unjust slug from the City Council. We therefore implore you to take this matter back to our elected representatives and ask them to reconsider hitting ratepayers with this 20% increase for this and future years, and revert this year to the standard increase of 1.8% across the board. Yours faithfully, Kay M Kidd, PO Box 1101 Devonport (On behalf of the signatories.)” The request of the petition is as follows: We, the undersigned group of owners living in the North Street and Chalmers Lane area, hereby lodge a major objection to the enormous increase in rates that we have been singled out to pay in the coming year. Not only do we face a massive 20% increase this year but your letter says that you will be generous enough to limit future annual increases also to an enormous 20%. We understand that you have recently announced that the overall increase for Devonport this next year has been contained to 1.8%. The inequality generated by your rating system is nothing short of scandalous. We do not get or require any more services from the Council than any other part of Devonport, nor does it cost any more to service our residences. In fact in some ways we do not receive the normal services supplied to other areas – say the bank ITEM 11.4
PAGE 220 Report to Council Meeting on 20 August 2012
housing area of Ronald Street for instance. They at least have concrete footpaths on both sides of the street whereas in the high rate area of North Street we do not have any sort of footpath on either side of the road! We are not currently demanding footpaths but this difference and the commonality of services should at least be recognised in rates demanded by Council. We look forward to your early advice that our rate demands will be reduced to no more than the standard increase of 1.8%.” Section 57 and 58 of the Local Government Act 1993 refer specifically to the tabling of petitions to Council are reproduced below: ”57. Petitions (1)
A person may lodge a petition with a Council by presenting it to a councillor or the general manager.
(2)
A person lodging a petition is to ensure that the petition contains – (a)
A clear and concise statement identifying the subject matter; and
(b)
A heading on each page indicating the subject matter; and
(c)
A brief statement on each page of the subject matter and the action requested;
(d)
A statement specifying the number of signatories; and
(e)
The full printed name, address and signature of the person lodging the petition at the end of the petition.
58. Tabling Petition (1)
A councillor who has been presented with a petition is to – (a)
Table the petition at the next ordinary meeting of the council; or
(b)
Forward it to the general manager within 7 days of receiving it.
(2)
A general manager who has been presented with a petition or receives a petition under subsection (1) (b) is to table the petition at the next ordinary meeting of the council.
(3)
A petition is not to be tabled if –
(4)
(a)
It does not comply with section 57; or
(b)
It is defamatory; or
(c)
Any action it purposes is unlawful.
The general manager is to advise the lodger of the petition that if it is not tabled the reason for not tabling it within 21 days after lodgement.”
COMMENTARY As Council is aware, in adopting its 2012/2013 Budget the decision was made to remove the “remission” or “maximum” that has applied for a number. This decision was taken in light of recent changes to the Local Government Act and legal advice relating to the “remission”. Section 129 of the Local Government Act provides the authority to grant remissions on rates as is reproduced below: ITEM 11.4
PAGE 221 Report to Council Meeting on 20 August 2012
“129. Remission of Rates (1)
A ratepayer may apply to the Council for remission of all or part of any rates paid or payable by the ratepayer or any penalty imposed or interest charged under section 128.
(2)
An application is to be – (a)
Made in writing; and
(b)
Lodged with the general manager.
(3)
A council, by absolute majority, may grant a remission of all or part of any rates, penalty or interest paid or payable by the ratepayer.
(4)
A council, by absolute majority, may grant a remission of any rates, penalty or interest paid or payable by a class of ratepayers.
(5)
The general manager is to keep a record of the details of any remission granted under this section.”
Devonport City Council has 12,101 rateable properties and applies its General Rates and differentials as follows: -
General Rate (includes commercial and industrial properties)
2,050
16.94%
-
General Rate (Single Residential differential)
9,913
81.92%
-
General Rate (Primary Production differential)
138
1.14%
For the 2011/2012 Rating Year, 445 properties (4.49 % of Single Residentials) received the benefit of this “remission”. With the changes implemented by Council for the 2012/2013 Rating Year, this number has reduced to 236 (1.95%).
FINANCIAL IMPLICATIONS
Should Council agree to the request, the effect on its 2012/2013 Budget would see a reduction in income of $118,257.68.
RISK IMPLICATIONS
Political/Governance There could be a backlash against Council politically. Contractual/Legal There is a possibility that Council may be challenged legally by these residents. Financial There is a risk to Council’s budget as outlined in the financial implications of this report. Communication/Reputation There could be negative coverage in the local media against Council and/or this class of ratepayer.
CONCLUSION
Apart from the fact that the total number of signatories was not included on the petition, it does comply with the Local Government Act and is tabled for Council’s consideration. Aldermen have also been made aware of similar concerns raised by other affected ratepayers.
ITEM 11.4
PAGE 222 Report to Council Meeting on 20 August 2012
ATTACHMENTS 1.
Petition - Mr K M Kidd
2.
Additional signatories to petition Recommendati on
RECOMMENDATION That the petition from residents of the North Street and Chalmers Lane area of Devonport be received and noted.
ITEM 11.4
PAGE 223 Petition - Mr K M Kidd
ATTACHMENT [1]
ITEM 11.4
PAGE 224 Petition - Mr K M Kidd
ATTACHMENT [1]
ITEM 11.4
PAGE 225 Petition - Mr K M Kidd
ATTACHMENT [1]
ITEM 11.4
PAGE 226 Petition - Mr K M Kidd
ATTACHMENT [1]
ITEM 11.4
PAGE 227 Petition - Mr K M Kidd
ATTACHMENT [1]
ITEM 11.4
PAGE 228 Petition - Mr K M Kidd
ATTACHMENT [1]
ITEM 11.4
PAGE 229 Additional signatories to petition
ATTACHMENT [2]
ITEM 11.4
PAGE 230 Report to Council Meeting on 20 August 2012 Customers and Community R eports
12.0
CUSTOMERS AND COMMUNITY REPORTS
12.1 Devonport Signage Strateg y - Draft
12.1
DEVONPORT SIGNAGE STRATEGY - DRAFT File: 23456 D275195
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.3
Provide and maintain Council buildings, facilities and amenities
Purpose
To present the Draft Devonport Signage Strategy to Council for endorsement prior to a three week public consultation period.
BACKGROUND The Strategy outlines a decision-making framework and supporting design principles to enhance signage across the Devonport municipality. Signage requirements are prioritised over a five year period to 2017-18. This strategy applies to signage developed for Council owned, managed or supported facilities, amenities, and services, as well as complimentary hardcopy and e-based maps. The Strategy was developed in-house by a team of Council officers.
COMMENTARY
The Devonport Signage Strategy (Attachment 1) has been developed in response to the need to: Improve the consistency, readability, placement, accessibility and connectivity of signage; Improve the visitor’s experience and enjoyment; Make Devonport precincts and attractions easier to navigate; Increase and improve walking/cycling connectivity and make walking/cycling more attractive; Market Council owned or supported local attractions and facilities; Improve safety in public areas; and Prioritise investment and improve efficiencies in managing signage resources. Five sign classifications have been identified in the Strategy to improve wayfinding and the visitor experience across the City. Wayfinding signs help people orient themselves in a physical space and make it easier to navigate from one place to another. a.
Major Destination signs – used for naming precincts, entry/exit points to the city, regional attractions.
b.
Minor Destination signs - indicates place of importance, local attractions.
c.
Information signs (e.g. map based panel) - details facilities and services available at both a pedestrian and motorist scale. ITEM 12.1
PAGE 231 Report to Council Meeting on 20 August 2012
d.
Directional signs (e.g. finger post sign) – located at turning points and thoroughfares for pedestrians and vehicles.
e.
Interpretative signs – used to interpret natural, cultural, and historic features and stories for places, events and venues.
A hierarchy of signs has been developed outlining when the above sign types would be utilised. The Strategy further contains design principles for signage, implementation guidelines as well as an action plan prioritising the implementation of new signs across the City. As one of the key issues regarding existing signage is the inconsistency in design and themes, Jaffa Design was appointed through a submission process, to design a series of branded sign templates. These templates have been designed as a series of similarly themed signs that allowing user to recognise the sign system, improving their ability to navigate through the city. The City’s tourism branding has also been integrated into the signs. To inform the development of the sign concepts, a workshop was held with representatives from the Devonport Eastern Shore Project Special Committee, Devonport City Focus Advisory Group, retailers and members of the general public. Proposed designs are provided in attachment 2. Note the information content of the signs as presented is of example only with content to be finalised as individual signs are constructed. A style guide containing technical information of design, size, layout etc will be forwarded by Jaffa Designs once concepts have been approved. Should Council endorse the draft Devonport Signage Strategy and associated sign templates, public comment will be sought for a period of three weeks prior to finalising the documents.
FINANCIAL IMPLICATIONS In 2012/13 $50,000 has been allocated in the capital works program for new signage. The quantity for signs installed this financial year will depend on material availability and installation costs. To continue implementation of the Strategy, Council may consider allocating funds each year over the next four years towards new signs.
RISK MANAGEMENT It is believed there are no risks associated with this report.
CONCLUSION The draft Devonport Signage Strategy aims to improve wayfinding in the City, enriching the visitor experience of the City’s assets.
ATTACHMENTS 1.
Devonport Signage Strategy - Draft
2.
City of Devonport Signage - Design Templates - Draft Recommendati on
RECOMMENDATION That: ITEM 12.1
PAGE 232 Report to Council Meeting on 20 August 2012
1.
Council endorse the draft Devonport Signage Strategy and sign templates and enter into a three week consultation period; and
2.
Consider allocated funds in the forward capital works program to implement priority actions outlined in the Strategy.
ITEM 12.1
PAGE 233 Devonport Signage Strategy - Draft
ATTACHMENT [1]
ITEM 12.1
PAGE 234 Devonport Signage Strategy - Draft
ATTACHMENT [1]
1. Overview 1.1
PURPOSE The Devonport Signage Strategy has been developed in response to the need to: Market Council owned or supported local attractions and facilities (promote the opportunities Devonport can provide); Make Devonport precincts and attractions easier to navigate; Increase and improve walking/cycling connectivity and make walking/cycling more attractive; Improve the visitor experience and enjoyment; Improve the consistency, legibility, placement, ease of use, accessibility/mobility and connectivity of signage; Improve safety in public areas; and Prioritise investment and improve efficiencies in managing signage resources.
1.2
METHODOLOGY a. Assessment of situation including review of existing signage, strengths and weaknesses. b. Research on past signage audits. c.
Desktop Review of existing local government signage strategies .
d. Development of deign templates for various sign types. e.
Signage workshop held with representatives from the Devonport Eastern Shore project Special Committee, Devonport City Focus Advisory group and members of the general public, to determine sign types and locations.
ITEM 12.1
PAGE 235 Devonport Signage Strategy - Draft
1.3
ATTACHMENT [1]
STRATEGY AREA
This strategy applies to signage developed for Council owned, managed or supported facilities, amenities, and services, as complimentary hardcopy and e-based map documents accessible from mobile devices. 1.4
as well
IMPLEMENTATION The Strategy outlines a decision-making framework and supporting design principles to enhance signage across the Devonport municipality. Signage requirements are prioritised over a five year period to 2017-18. This Strategy will be reviewed every 12 months by an internal working group comprising representatives from several key departments.
1.5
RELATED PLANS AND DOCUMENTS Enhancing signage shall contribute towards meeting a range outcomes and goals of the Devonport Strategic Plan Goal 1.
Living lightly on the environment
Goal 2.
Building a unique city
Goal 3.
Growing a vibrant economy
Goal 4.
Building quality of life
Goal 5.
Practicing excellent governance
Development of signage is to also be guided by the themes, values and actions as outlined in the following Tourism Development Strategy 2009-2019
Parking Strategy
Devonport Cemetery Strategy
Public Art Policy and Guidelines
Road Network Strategy
Events Management Guide ITEM 12.1
2009-2030.
strategies.
PAGE 236 Devonport Signage Strategy - Draft
ATTACHMENT [1]
2. Existing Issues / Situation Analysis A review of existing signage across the City has identified the following issues that this strategy seeks to address. Inconsistency in design, themes, placement, and use of materials relevant to the location Lack of signs especially naming facilities and directional signs Existing sign locations without signs due to vandalism Quantity – either too many signs or none Visitor engagement Lack of interpretive signs Content may be difficult to understand for a range of audiences Lack of appropriate consultation on new signage Lack of links to existing strategies, policies and corporate and tourism branding
3. Sign Types and Hierarchy Development of a series of sign types for use deepening on location and importance has been identified as an opportunity to improve the signage network.
ITEM 12.1
PAGE 237 Devonport Signage Strategy - Draft
3.1
ATTACHMENT [1]
SIGN TYPES
Major Destination signs - naming precincts, entry/exit to city, regional attractions Minor Destination signs - indicates place of importance, local attractions Information signs (eg map based panel) - details facilities and/or services available at both a pedestrian and motorist scale. Directional signs (eg finger post sign) - for traffic, turning points and thoroughfares pedestrians, vehicles, etc Interpretative signs - places, events and venues Regulatory signs - official, safety, or legal, signs that usually include symbols; includes emergency signage such as fire trail markers, temporary signage. 3.2
HIERARCHY
The following sign hierarchy guides the type of signage to be considered across categories of use. Category 1
Category 2
Major Precinct Sport & Leisure Facility
Major Sporting Precinct Minor Sporting Precinct
Location Example
Sign Type
CBD Mersey Bluff East Devonport Don – including Aquatic Centre Maidstone Park Devonport Oval – including Byard Park Devonport Recreation Centre Girdlestone Park Meercroft Park Valley Rd ED Recreation Centre
All types
ITEM 12.1
Minor Destination Information Directional (to) Minor Destination
Additional Information
PAGE 238 Devonport Signage Strategy - Draft
Category 1
Category 2
Walking/Cycling Track
Cultural / Heritage Trail Cultural Facility / Visitor Attraction
Council Facility
Reserve
Location Example
Sign Type
Don Reserve Kelcey Tier Greenbelt East Devonport coastal path Mersey Bluff Quoiba, River Rd etc
Directional – mapbased
Bass Strait Maritime Centre Home Hill DECC Devonport Regional Gallery Reg Hope Park / Julie Burgess Mersey Vale Memorial Park Devonport Cemetery
Cemetery
Car park
ATTACHMENT [1]
Operations Centre Visitor Centre Best St The Zone
Interpretive Minor Destination Interpretive Directional (to)
Directional Information
Minor
Directional
Public Amenities
Minor Destination
Directional (to) Minor Destination
ITEM 12.1
Name trails Heritage directional signs are standard
Minor Destination Interpretive Information Minor Destination Directional (to)
Major
As per Public Open Space (POS) Hierarchy
Additional Information Name walks Include distance/timing Consider distance in placement
As per Parking Strategy Ticket machine signs require updating Secondary to major attractions/destination Number signs based on - POS hierarchy - usage/facilities (eg playground equipment) Consider use of symbols to describe type of amenity rather than
PAGE 239 Devonport Signage Strategy - Draft
ATTACHMENT [1]
Category 1
Category 2
Location Example
Sign Type
City Entry Marker
Sea Air Road - Major
East Devonport Airport Bass Highway
Directional Information Major Destination
Road - minor
Torquay Rd River Rd Forth Rd Rooke St Mall Mersey River Ferry
Minor Destination
Taxi ranks
Directional (to) Directional
Transport Interchange
Major Minor
Directional – mapbased
Community Facility
ITEM 12.1
Additional Information name
Combined with public art
Redline?
In accordance with guidelines/standards
PAGE 240 Devonport Signage Strategy - Draft
ATTACHMENT [1]
4. Design Principles Elements to be considered with respect to designing signage include: 4.1
PLACEMENT Consider placement and orientation of signs based on: their purpose in the wayfinding system窶田hosen through identifying trip origin/ destination points, connectivity (areas, regions and transport) decision-making points and sightlines the orientation and position of signs based on the conditions at each site (for example, path width, lighting, location of street furniture and so on,) and the way pedestrians will approach them. Ease of use - Pedestrians expect to see signs in busy areas with a lot of foot traffic, such as major intersections or near local attractions. Such placements often attract the attention of people passing by. Following a logical order. For example, if information panels appear on the left-hand side of the road in one area, for ease of access, pedestrians will expect to see subsequent signs on the left. Not disrupting the flow of foot traffic / avoiding footpath congestion. Position signs in such a way as to allow pedestrians time and space to read and interpret them and to reduce the potential for conflict in a pedestrian thoroughfare. Access - Position signs so that they do not interfere with the accessible paths of travel and for people with limited mobility (such as people in wheelchairs).
4.2
SCALE AND SUITABILITY Signage is to be compatible with the scale of the facility/amenity and existing character of the area Relate to the use or retain identity of the facility/amenity Signs should be designed to match the architectural character and quality of buildings or precinct ITEM 12.1
PAGE 241 Devonport Signage Strategy - Draft
ATTACHMENT [1]
Where associated with a heritage building, signage should be discrete and allow the architectural character to dominate Does not dominate the character of the surrounding urban landscape Does not compromise surrounding land uses due to size, location or use of illumination or flashing lights. Is kept to a minimum The signage does not obscure or compromise important views. The visual impact on streetscape sense of place, cultural heritage and relationship to any significant public places should further be considered. Signs should be designed and constructed in compliance with relevant standards. It also important to remember that signage is not an answer to poor location/marketing 4.3
GRAPHIC DESIGN Signage should be detailed in consultation with a qualified graphic designer and follow a coherent family of themes in terms of lettering, colours, style etc, based on the sign hierarchy. Where appropriate signs should integrate with Council and/or city tourism branding and follow existing style guides. Content is progressively disclosed - includes just enough information but not too much. Design of information is consistent throughout sign system, allowing user to learn and remember how it works. Be consistent, legible and accessible for a range of users, such as incorporating use of images and symbols. The design of precincts / sign types should include a detailed map of sign locations and signage specifications.
4.4
ADVERTISING Advertising will not be allowed on identification or tenant signs, only the name and/or logo of the tenant, and on direction signs only the directional message. The advertising of goods or services is not supported. ITEM 12.1
PAGE 242 Devonport Signage Strategy - Draft
4.5
ATTACHMENT [1]
LIGHTING For signs required to operate at night, consider placing sign near an existing light source, or incorporating lighting into the sign design. All signage should be designed to minimise glare and light spill. Use of energy efficient lighting is encouraged.
4.6
SAFETY Ensure signs do not present a hazard. Where appropriate, incorporate safety information in sign content.
4.7
COMMUNITY ENGAGEMENT Communication and/or consultation on some signage may be required with relevant Council and community stakeholders in accordance with Council’s Community Engagement Policy.
Signage Requests Requests for signs on Council owned or leased land should be made to Council in writing and demonstrate compliance with the principles outlined in this strategy. Requests made by businesses, organisations, Council staff and elected members will be assessed against the Strategy. Depending on the scale and complexity of the suggested signage project, a final decision will be made by Council. Signage/planning requirements
ITEM 12.1
PAGE 243 Devonport Signage Strategy - Draft
ATTACHMENT [1]
5. Implementation 5.1
MATERIALS A range of materials can be used for sign production. The following should be considered in material selection. Durability in various weather and pollution conditions Vandalism – resistance to vandalism and graffiti, or ease and expense to repair or replace Material availability Installation and maintenance ease Production source – signs and design work should be sourced in accordance with Council’s Code for Tenders and Contracts Cost – consider savings made from larger orders Longevity – choose materials based on how regularly the content will need to be updated
5.2
DOCUMENTING SIGNAGE A signage database will be established to include the following information for each sign system. Details of the sign family – sizes, finishes and branding Supporting design details – look and feel, layout, branding, and so on A content guide – describing the details for each sign in the system A legibility guide – setting out graphic standards and compliance, as well as identifying what pedestrians need from wayfinding signage A placement policy – detailing the logic/method of signage locations and positioning
ITEM 12.1
PAGE 244 Devonport Signage Strategy - Draft
ATTACHMENT [1]
Evaluation, inspection and maintenance schedule – outlining who will take responsibility for maintaining the signs, a cleaning schedule, repairs and replacement/updating schedule References to other signage policies and standards Health and safety issues
6. Action Plan The following actions are to be completed by 2015-16. Action
Priority
Category
Sign Type
Mersey Bluff Precinct Surf Club & plaza Maritime Museum
High
Major Precinct
Destination Directional (pedestrians) Information
East Devonport
High
Major Precinct
Destination Directional
Home Hill
High
Cultural Facility / Visitor Attraction
Minor Destination (Entry)
Public Amenities
High
Public Amenities
Directional Information
Additional Information Pedestrian points/maps Amenities Entry to caravan park overhaul Amenities “The Village” Key signage just past Tarleton / off ramp lights – attraction Enticing into the facility Entry point Showers Family Friendly -
ITEM 12.1
Responsibility Devonport Maritime & Heritage Authority
Devonport Eastern Shore Project Special Committee - CONSULT
Home Hill Redevelopment Committee - CONSULT
Resources Required
PAGE 245 Devonport Signage Strategy - Draft
ATTACHMENT [1]
Action
Priority
Category
Sign Type
Additional Information Breast feeding, nappy change, etc
CBD
Medium
Major Precinct
Directional (Pedestrian maps) Interpretive
Amenities Review “No Go” signs Conduct audit of historical buildings
Julie Burgess – Reg Hope Park
medium
Cultural Facility / Visitor Attraction
Minor Destination Interpretive Directional (traffic)
Walking & Cycling paths as per cycling/pedestrian
Medium
Responsibility
Resources Required
Julie Burgess Trust Special Committee CONSULT
Car parking Visitor Information Signage on highway (Tracey Bruce) City Entry Signs City Entry Markers Devonport Cemeteries Develop and conduct audit of signage
High Low Check plan City Infrastructure In partnership with relevant Council Departments
ITEM 12.1
Existing operational Cost?
PAGE 246 Devonport Signage Strategy - Draft
Action
Priority
ATTACHMENT [1]
Category
Sign Type
Additional Information
Removal of redundant signs Develop signage database with new signage
Resources Required
Responsibility
Resources Required
City Infrastructure / Operations Centre City Infrastructure
Existing operational Cost? Existing operational Cost?
The level of existing or additional human or financial resources required. Existing operational refers to inclusion in operational budget. Future operational allocation would require consideration in future budgets. Includes costs: Low (<$5000), Medium ($5,000 â&#x20AC;&#x201C; $20,000) High (>$20,000). Actions with initial high costs are expected to reduce costs in the long-term.
6.1
EVALUATION
ITEM 12.1
PAGE 247 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
City of Devonport Signage â&#x20AC;&#x201C; Design Templates DRAFT
Information Sign (map-based panel)
ITEM 12.1
PAGE 248 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
Contents
Information Sign (map-based panel) ITEM 12.1
PAGE 249 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
Information Sign (map-based panel) ITEM 12.1
PAGE 250 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
Major Destination Sign combined with Information Sign ITEM 12.1
PAGE 251 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
Destination Sign combined with Information Sign ITEM 12.1
PAGE 252 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
Destination Sign combined with Information Sign ITEM 12.1
PAGE 253 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
Major or Minor Destination Sign
ITEM 12.1
PAGE 254 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
Interpretive Sign
ITEM 12.1
PAGE 255 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
Interpretive Sign
ITEM 12.1
PAGE 256 City of Devonport Signage - Design Templates - Draft
ATTACHMENT [2]
Directional Sign ITEM 12.1
PAGE 257 Report to Council Meeting on 20 August 2012 12.2 MINUTES OF C ONTROLLING AUTH ORIT IES, WORKING GROU PS AN D SPECIAL C OMMITT EE MEETIN GS
12.2
MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS File: 27670 D275383
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 Regional Gallery [File 25877] Devonport Recreation Centre Special Committee [File 26555] Maidstone Park Management Controlling Authority [File 26588] Community Safety Liaison Group [File 26330] The Julie Burgess Trust Special Committee [26965] Devonport Oval Special Advisory Committee [27145] The Julie Burgess Trust Special Committee [26965]
FINANCIAL IMPLICATIONS
The financial implications are outlined in individual reports and all are in accordance with existing budgets.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION The Controlling Authorities, Working Groups and Special Committees will continue to meet and provide Council with information and recommendations for community facilities and services.
ATTACHMENTS 1.
Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
2.
Unconfirmed Minutes - Devonport Recreation Centre Special Committee 11 July 2012 - File 26555 ITEM 12.2
PAGE 258 Report to Council Meeting on 20 August 2012
3.
Unconfirmed Minutes - Maidstone Park Management Controlling Authority -28 June 2012 - File 26588
4.
Unconfirmed Minutes - Community Safety Liaison Group - 5 July 2012 - File 26330
5.
Confirmed Minutes - The Julie Burgess Trust Special Committee - 12 June 2012 - File 26965
6.
Unconfirmed Minutes - Devonport Oval Special Advisory Committee - 24 July 2012 - File 27145
7.
Unconfirmed Minutes - The Julie Burgess Trust Special Committee - 17 July 2012 - File 26965 Recommendati on
RECOMMENDATION That: 1.
The Combined Minutes of Controlling Authorities, Working Groups and Special Committees be received and noted;
2.
The revised Art Collection Policy be adopted;
3.
Graham Kent be appointed Master of the Ketch Julie Burgess.
ITEM 12.2
PAGE 259 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ATTACHMENT [1]
UNCONFIRMED MINUTES – DEVONPORT REGIONAL GALLERY SPECIAL COMMITTEE – 18 JULY 2012 RELEVANT PORTFOLIO
Customers & Community
PURPOSE
To present the unconfirmed minutes of the Devonport Regional Gallery Special Committee meeting held 18 July 2012.
BACKGROUND Special Committee meetings are held every two months at the Gallery.
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: 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.
COMMENTARY The unconfirmed minutes of the Devonport Regional Gallery Special Committee meeting held 18 July 2012 are attached for Aldermen’s information.
FINANCIAL IMPLICATIONS
In accordance with existing budget
CONCLUSION
The Devonport Regional Gallery Special Advisory Committee will meet again on 29 August 2012.
ITEM 12.2
PAGE 260 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ATTACHMENT [1]
MINUTES OF THE DEVONPORT REGIONAL GALLERY SPECIAL COMMITTEE MEETING HELD AT THE COUNCIL COMMITTEE ROOMS ON 18 JULY 2012 COMMENCING AT 5:30PM PRESENT Committee Members Josephine Kelly Ald Cole Ald Hollister Adam Gowans Vivienne Breheney Katrine Elliott Council Officers Carol Bryant Astrid Joyce
Sustainable Communities Manager Education and Public Programs Officer
APOLOGIES Ald Jarman Belinda Gunson Alister McCrae (absent) Ellie Ray 1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the Minutes of the Devonport Regional Gallery Special Committee meeting held 9 May 2012 be received and noted. Ald Hollister/V. Breheney CARRIED
2.0
MATTERS ARISING FROM PREVIOUS MINUTES Nil.
3.0
CORRESPONDENCE 4.1
Inward: Resignation from Jason Purdie.
4.2
Outward: Nil CARRIED
4.0
GALLERY REPORT The Gallery Education and Public Programs Officer tabled the Gallery Report. The Report was accepted by the Committee. Ald Cole/V. Breheney CARRIED
5.0
GENERAL BUSINESS 5.1
Tidal Entries are coming in more frequently now for the Tidal Award with only two weeks to go until the closing date. A final reminder will be sent to artists and galleries this week with advertising still prominent in major art publications. The judges will conduct the pre-selection in mid August and finalist artists will be announced at the end of August. Staff are also developing public programs.
5.2
Collection Policy Minor amendments were made to the Art Collection Policy. ITEM 12.2
PAGE 261 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ATTACHMENT [1]
The Committee recommends to Council the Art Collection Policy with agreed amendments be adopted. Ald Hollister/A. Gowans CARRIED 5.3
6.0
7.0
Gallery Marketing The collated results of the visitor survey conducted by Gallery Staff in 2011 were tabled. Based on these results, the Committee brainstormed a range of marketing ideas to improve Gallery visitation.
OTHER BUSINESS 6.1
Capital Works As part of the 2012/13 capital works program Council has committed funds to an upgrade of the Gallery kitchen and painting racks for the art storage facility.
6.2
Committee Member Resignation Jason Purdie has submitted his resignation from the Committee. Members are asked to consider possible replacement including skills required.
NEXT MEETING Wednesday, 29 August 2012 at 5:30pm at the Gallery.
Meeting Closed at 6:56pm
ITEM 12.2
PAGE 262 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 263 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 264 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 265 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 266 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 267 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 268 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 269 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 270 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 271 Unconfirmed Minutes - Devonport Regional Gallery Special Committee - 18 July 2012 - File 25877
ITEM 12.2
ATTACHMENT [1]
PAGE 272 Unconfirmed Minutes - Devonport Recreation Centre Special Committee 11 July 2012 - File 26555
ATTACHMENT [2]
UNCONFIRMED MINUTES – DEVONPORT RECREATION CENTRE SPECIAL COMMITTEE – 11 JULY 2012 RELEVANT PORTFOLIO
Customers & Community
PURPOSE
To present the unconfirmed minutes of the Devonport Recreation Centre Special Committee meeting held 11 July 2012.
BACKGROUND Minutes provided as per Committee terms of reference and reporting requirements.
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.1.6
Encourage multi use of open space and recreation facilities and ensure the terms and conditions of any licences or user agreements achieve a positive outcome for the Community.
Strategy 5.3.4
Ensure effective administration and operation of Council’s committees.
COMMENTARY The minutes of the Devonport Recreation Centre Special Committee meeting held 11 July 2012 are attached for the Alderman’s information.
FINANCIAL IMPLICATIONS In accordance with the existing budget.
CONCLUSION The next meeting will be held on Tuesday 14 August 2012.
ITEM 12.2
PAGE 273 Unconfirmed Minutes - Devonport Recreation Centre Special Committee 11 July 2012 - File 26555
ATTACHMENT [2]
MINUTES OF THE DEVONPORT RECREATION CENTRE SPECIAL COMMITTEE HELD IN THE COUNCIL CHAMBERS ON WEDNESDAY 11 JULY 2012 COMMENCING AT 5.15PM PRESENT Committee Members Matthew Cock Rick Forth Kate Beer David Cole Ken Mason Bruce Robinson
Chairman Independent Devonport Community House Independent Table Tennis Independent
Council Officers Fabio Pizzirani Sam Lawrence
Sports & Recreation Coordinator (SRC) Sports and Leisure Officer (SLO)
APOLOGIES Ald Leon Perry Ald Justine Keay Bob Jago Kim Robinson
Deputy Chairman Basketball
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the previous meeting be received and noted. D. Cole/R. Forth
2.0
CARRIED
BUSINESS ARISING FROM PREVIOUS MINUTES 2.1
Strategic Sport and Recreation Special Committee (SSRSC) Council’s decision to form a Strategic Sport and Recreation Special Committee was discussed. The Committee recommends to Council that a representative from the Devonport Recreation Centre Special Committee be included on the SSRSC. B. Robinson/R. Forth
CARRIED
2.2
Annual Budgeting Annual Budgeting – SRC to report on 2013 budgets next meeting.
2.3
Accommodation Units K Robinson to provide the committee with an update next meeting.
3.0
CORRESPONDENCE Nil
4.0
CLUB REPORTS 4.1
Basketball Senior roster has now finished until September. NWBU Finals started on 10 July and run until 28 July 2012.
4.2
Squash Currently having a break from pennant, finished two weeks ago. ITEM 12.2
PAGE 274 Unconfirmed Minutes - Devonport Recreation Centre Special Committee 11 July 2012 - File 26555
ATTACHMENT [2]
Next roster starts mid September. National Junior Squash Tournament relocated from Devonport to Hobart. 4.3
Table Tennis Pleased with move to courts 6, 7 and 8. Good participation numbers - 36 players in roster.
4.4
Gymnastics SRC to send invitation to the new President, Pauline Dittmann to join the Committee.
4.5
The Playhouse Kate Beer reported that the large sign on the outside wall has been removed and there has been a general clean up of the Playhouse. On the 24th of August there will be a music evening in the Playhouse. The Playhouse is experiencing an increase in the number of volunteers at the Centre. The Playhouse has been branching out into the community with several new functions.
5.0
FINANCIAL REPORT The Financial Report will be presented by SRC at the August meeting. Action: SRC will forward a list of fees and charges to all users.
6.0
RECREATION OFFICERS REPORT SLO presented the Recreation Centre report for June.
7.0
GENERAL BUSINESS 7.1
PA System SRC advised the Committee that Councilâ&#x20AC;&#x2122;s Sound Technician has checked the PA system in the stadium as requested and has replaced the microphone and removed several old speakers. This has improved the quality of sound in the stadium.
7.2
Lighting SRC advised the Committee that $30,000 has been allocated in the 2012/3 budget to fix the lighting issues in the Youth Centre and Basketball Stadium.
7.3
Recreation Centre Rick Forth advised that work on the doors to squash courts 6, 7 and 8 is almost complete. Cost of the doors was $800. The Squash Club will pay half the cost.
7.4
Table Tennis usage of squash courts Ken Mason reported that as a result of the additional space in the squash courts, 6 extra players are able to play table tennis which would normally have been turned away. Ken thanked the Squash Club.
7.5
Electrical Equipment As a result of a recent electrical incident involving a Council staff member, the SRC advised all clubs to ensure their electrical equipment has been tested and tagged. ITEM 12.2
PAGE 275 Unconfirmed Minutes - Devonport Recreation Centre Special Committee 11 July 2012 - File 26555
8.0
NEXT MEETING Tuesday, 14 August 2012 at 5.15pm in Council Chambers. Meeting closed: 6.15pm
ITEM 12.2
ATTACHMENT [2]
PAGE 276 Unconfirmed Minutes - Maidstone Park Management Controlling Authority 28 June 2012 - File 26588
ATTACHMENT [3]
UNCONFIRMED MINUTES – MAIDSTONE PARK MANAGEMENT CONTROLLING AUTHORITY – 28 JUNE 2012 RELEVANT PORTFOLIO
Customers & Community
PURPOSE
To present to the unconfirmed minutes of the Maidstone Park Controlling Authority meeting held 28 June 2012.
BACKGROUND Minutes provided as per Committee terms of reference and reporting requirements.
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.1.1
Provide and promote appropriate sport, recreation and leisure facilities and programs to meet the changing needs of the community
Strategy 4.1.7
Ensure community involvement in planning recreational facilities
COMMENTARY
The unconfirmed minutes of the Maidstone Park Controlling Authority meeting held 28 June 2012 are attached for Aldermen’s information.
FINANCIAL IMPLICATIONS In accordance with existing budget.
CONCLUSION The next meeting date is yet to be advised.
ITEM 12.2
PAGE 277 Unconfirmed Minutes - Maidstone Park Management Controlling Authority 28 June 2012 - File 26588
ITEM 12.2
ATTACHMENT [3]
PAGE 278 Unconfirmed Minutes - Maidstone Park Management Controlling Authority 28 June 2012 - File 26588
ITEM 12.2
ATTACHMENT [3]
PAGE 279 Unconfirmed Minutes - Maidstone Park Management Controlling Authority 28 June 2012 - File 26588
ITEM 12.2
ATTACHMENT [3]
PAGE 280 Unconfirmed Minutes - Community Safety Liaison Group - 5 July 2012 - File 26330
ATTACHMENT [4]
UNCONFIRMED MINUTES – COMMUNITY SAFETY LIAISON GROUP – 5 JULY 2012 RELEVANT PORTFOLIO
Customers & Community
PURPOSE
To present the unconfirmed minutes of the Devonport Community Safety Liaison Group meeting held 5 July 2012.
BACKGROUND Minutes provided as per Committee terms of reference and reporting requirements.
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.4.3
Support activities that encourage safe and responsible community behaviour.
Strategy 4.4.6
Facilitate and support a partnership approach to community safety.
COMMENTARY The unconfirmed minutes of the Devonport Community Safety Liaison Committee meeting held on 5 July 2012 are attached for Aldermen’s information.
FINANCIAL IMPLICATIONS
In accordance with existing budget.
CONCLUSION
The Community Services Division will continue to facilitate a multi-stakeholder planning process with the aim to generate improvements in the delivery of family and children’s services.
ITEM 12.2
PAGE 281 Unconfirmed Minutes - Community Safety Liaison Group - 5 July 2012 - File 26330
ATTACHMENT [4]
MINUTES OF THE COMMUNITY SAFETY LIAISON GROUP HELD IN THE COUNCIL COMMITTEE ROOMS ON THURSDAY 5 JULY 2012 COMMENCING AT 3.30PM PRESENT Committee Members Mayor Steve Martin Ald Lynn Laycock Ald Justine Keay Ald Alison Jarman Inspector Adrian Shadbolt Toni Muir Darren Bell Kate Beer Rod Stagg Louise Maynard Rachel Coulson Paul Hill
Chair
Tas Police St Vincent de Paul Retail Security Devonport Community House R&J Publishing DIER DIER Tas Fire
Council Officers Lester Jackson Charmane Sheehan Karen Stone Sarah Masters
Community Partnerships Manager (CPM) Community Development Officer (CDO) Risk Management Coordinator (RMC) Community Services Administration Officer (CSAO)
APOLOGIES Mark Cadle Carol Bryant Julie Milnes Christine Collins
Goodstone/Devonport-Latrobe Liquor Accord Sustainable Communities Manager (SCM) DHHS DHHS
INTRODUCTION Mayor Steve Martin introduced Kay Kidd. Kay has been on the RACT North West Regional Advisory Committee for 12 years. He is also involved with the Rotary Youth Driver Program. 1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held 3 May 2012 be received and noted. A. Shadbolt/Ald Laycock
2.0
CARRIED
REPORT ON ITEMS FROM PREVIOUS MINUTES 2.1
Lights at the Bluff The lights at the Bluff were fixed on 4 May and are now working.
2.2
Traffic Committee Issues Parking and access to Wenvoe Street and Formby Road following completion of the new police station. Insp Shadbolt has met with Randall Stott and Simon Witt about this issue. Pedestrian crossing at Fourways being dangerous to cross. This was noted by the Traffic Committee and had been considered previously. This will be left on the agenda for future meetings. ITEM 12.2
PAGE 282 Unconfirmed Minutes - Community Safety Liaison Group - 5 July 2012 - File 26330
ATTACHMENT [4]
School Crossing near Reece High School and Community Garden on William Street, bank up of traffic. The Traffic Committee have passed this issue on to DIER. Diversion into Charles Street, sign may be needed to indicate 50kph zone. The road rules on residential streets state that it is 50kph unless signed otherwise. It was decided that no sign is required. 2.3
Chichester Drive Kate Beer sent CPM an email requesting yellow line in Chichester Drive be remarked . Action: CPM to follow up.
2.4
Community Safety Information Booklet One meeting has been held. A number of items were highlighted that should be included in the booklet. The information included in the booklet will also be added to the Council website. The majority of the work will be done in house, however printing will probably be outsourced. Investigating options for funding for the printing. Action: CPM to talk to Rod Stagg re printing.
2.5
Driver Education at Steele Street Crossings Julie Milnes suggested (via email) making drivers aware of the stickers which are being put on the traffic light poles advising pedestrians as to the rules around crossing at traffic signals. Drivers need to be educated as well as pedestrians, maybe via an advertisement. CPM suggested that a sign could be placed inside the health centre to suggest crossing at the bottom where there is only a 2 carriage way. CPM advised that Council will be working on that intersection in 2012/13 and may be looking at a different option. Action: CPM to talk to Louise Maynard/Rachel Coulson regarding driver education. CPM to also talk to Julie Milne and Tony Brown regarding sign in health centre.
3.0
FURTHER BUSINESS ARISING FROM PREVIOUS MINUTES Nil.
4.0
REPORTS 4.1
Liquor Accord The Liquor Accord is working on a new advertising campaign targeting public order. Kentish Municipality was represented at the last meeting and would like to become part of the Accord. Nicholas Dodd received a list of details of the Kentish licensees and is contacting them. Central Coast maybe coming on board too and therefore the Accord may need to be renamed to include all the areas covered. CPM suggested Mersey-Leven. Membership renewals have been sent out and the response is good.
4.2
CCTV The first stage, of updating the existing cameras has now been completed. Stage 2, the installation of new cameras, should be completed tomorrow night ITEM 12.2
PAGE 283 Unconfirmed Minutes - Community Safety Liaison Group - 5 July 2012 - File 26330
ATTACHMENT [4]
or very soon thereafter. There is a delay with Aurora connecting power for the cameras but this should be rectified by the middle of August. Three reports have been submitted to the Federal Government as per the requirements of the Funding Agreement and all have been accepted. The final report and acquittal are due by December 2012. 4.3
Risk Ald Jarman raised the issue of the pedestrian refuge on William Street. Louise Maynard advised that this issue was being dealt with by the Traffic Committee.
4.4
Agreed Items for Traffic Committee The following items are to be taken to the Traffic Committee for consideration: The intersection of Fenton Street and Stewart Street. There was an accident on Wednesday and this intersection is becoming an issue. Warning signs for Forth Road when there is wet red mud on the roads from tractors etc.
5.0
FURTHER REPORTS FROM MEMBERS 5.1
Tasmanian Police Overall offences are down from this time last year and clearances are being met. Good reduction in stolen motor vehicles. The message to lock cars is getting through. In relation to the budget cuts, Tas Police are committed to maintaining front line services as a priority. There will be no cut backs from front line service, only in support.
5.2
Devonport Community House Kate Beer advised that there has been some damage at the Community Garden. Some children stole knives and a fuel can. The police become involved, however a father of one of the children returned all the items. Kate asked whether the police would be able to work with children after school. Insp Shadbolt will mention this to the Constable that works with Kommunity Kids.
5.3
DIER The North West Learning Mentor Program has now commenced in Burnie. Hopefully this will branch out to other suburbs in time. This program helps learner drivers to achieve their 50 hours experience. Louise introduced Rachel Coulson as the new safety consultant from DIER. This was Louiseâ&#x20AC;&#x2122;s last Community Safety Liaison Group Meeting. Louise thanked Lester and Insp Shadbolt and she believes a lot of good things are happening in Devonport.
5.4
Retail Security Overall Devonport is quiet at the moment. Armed hold ups are increasing throughout the state. Darren Bell provided a suspect information sheet. The super trawler is due in Devonport in August. They are expecting many protestors at this time. Security will be high with 40-50 security guards being in attendance each night for approximately 3 months. There will be a high media interest around this. The Wolfe Brothers are playing Molly Malones on 16 August. This drew a large crowd last time and will again.
ITEM 12.2
PAGE 284 Unconfirmed Minutes - Community Safety Liaison Group - 5 July 2012 - File 26330
6.0
ATTACHMENT [4]
GENERAL BUSINESS Ald Keay believes there needs to be more awareness to put headlights on especially at dusk. Action: Mayor Steve Martin will promote this in his next Mayorâ&#x20AC;&#x2122;s Message and on radio. Ald Jarman raised the issue of defensive driver courses and queried whether these courses could be subsidised. Kay Kidd advised that the Rotary Youth Driver Program is part of the education curriculum and is free for young drivers. CDO and CPM thanked Louise for all her work. The Mayor thanked Louise on behalf of Council for all her advice and support on the Committee.
7.0
NEXT MEETING Thursday 6 September 2012 commencing at 3.30pm
Meeting closed: 4.25pm
ITEM 12.2
PAGE 285 Confirmed Minutes - The Julie Burgess Trust Special Committee - 12 June 2012 - File 26965
ATTACHMENT [5]
CONFIRMED MINUTES OF MEETING – THE JULIE BURGESS TRUST SPECIAL COMMITTEE -12 JUNE 2012 RELEVANT PORTFOLIO
Customers & Community
PURPOSE
To present minutes of The Julie Burgess Trust Special Committee meeting held on 12 June 2012.
BACKGROUND At its meeting on 20 April 2009 Council resolved (Res No 149/09) that Council establish a special committee to be known as “The Julie Burgess Trust” in order that the trust may acquire the vessel and undertake restoration and refurbishment of a vessel that is both unique in Australia and represents the early maritime history of the Mersey River and the City of Devonport. Representation on the Committee includes Aldermen Kent and Goodwin, community representatives Ian Martin, Tim Gott, David Kent and Peter Higgins, Cradle Coast Authority representative Ian Waller, the Assistant General Manager, Customers & Community, Evonne Ewins and Council Officers.
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.2.4
Acknowledge, preserve and celebrate local art, culture and heritage, including indigenous art and culture.
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 5.2.4
Encourage and support continuous, self-renewing efforts by the community to engage in collective action that results in improving lives, increasing equity, and produces strengthened organisations, relationships and community well-being.
COMMENTARY
The Minutes of The Julie Burgess Trust Special Committee meeting held on 12 June 2012 are attached for Aldermen’s information.
FINANCIAL IMPLICATIONS It is anticipated that Council’s involvement in this trust will be limited to acting as custodian of the vessel and the disbursement of trust funds from time to time. It should be noted that an in-kind contribution of staff time in the development and administration of the project is absorbed in the Community Services Divisional budget.
CONCLUSION The Julie Burgess Trust Special Committee will continue to meet and guide the restoration of the Julie Burgess Ketch.
ITEM 12.2
PAGE 286 Confirmed Minutes - The Julie Burgess Trust Special Committee - 12 June 2012 - File 26965
ATTACHMENT [5]
MINUTES OF THE JULIE BURGESS TRUST SPECIAL COMMITTEE HELD AT THE DEVONPORT CITY INTERNAL MEETING ROOM ON TUESDAY 12 JUNE 2012 COMMENCING AT 5PM PRESENT Committee Members Peter Higgins Ald Graham Kent Ian Martin David Kent
Chairman Devonport City Council Community Member Community Member
Council Officers Margaret Griggs Lester Jackson
Project Officer Community Partnerships Manager (CPM)
APOLOGIES Ald Grant Goodwin Tim Gott Evonne Ewins 1.0
Devonport City Council Community Member Assistant General Manager Customers and Community (AGMCC)
CONFIRMATION OF MINUTES The Committee recommends to Council that the previous minutes of the meeting held 8 May 2012 be received and noted. I. Martin/ G. Kent
2.0
3.0
CARRIED
BUSINESS ARISING FROM PREVIOUS MINUTES 2.1
Booklet â&#x20AC;&#x201C; contacts. Draft booklet received. Committee members thought that the map size was fine. The acknowledgement of committee members is still to be included. ISBN has been progressed. The final copy will need to be reviewed by E. Ewins and governance.
2.2
Signage. Design will now be done through JAFFA to ensure consistency with other city signage and link with Bass Strait Maritime Centre.
GENERAL BUSINESS 3.1
Conservation. No progress to report.
3.2
Restoration Plan. a)
Fit Out. Water tanks are going back.
b)
Ballast. Marine Surveyor is working on calculations but it does not appear that we will need much more.
c)
Electrics. 80% complete, only the galley to go. I. Martin to contact G. Rand to go through plans.
d)
Maintenance Schedule. There is a section contained within the Operations Manual which can be added to or amended.
e)
Operations Manual. Draft operational manual has been completed by P. Higgins. Pontoon still to be added. ITEM 12.2
PAGE 287 Confirmed Minutes - The Julie Burgess Trust Special Committee - 12 June 2012 - File 26965
f)
3.3
ATTACHMENT [5]
Survey Requirements. Ready for survey 13 June. Radar faulty but still under warranty and being returned to manufacturer. It is not mandatory for survey. Waiting on stability book. Currently approved to operate under power, once stability book received approval will be given to operate under sail.
Marketing Strategy/Business Plan 3.3.1 Jaffa Interpretation/Groupwork Pty. Ltd. L. Kelly from JAFFA has provided information around sponsorship for the Bass Strait Maritime centre. He is meeting with the volunteers tomorrow for his second information session.
3.4
Julie Burgess Project Coordination 3.4.1 Financials. Verbal report was given and a copy of financials will be sent out tomorrow. Volunteers will be doing the rest of the work. No purchases are to be made without a purchase order. Nubco recurrent purchase order to be cancelled. Need to look for sponsor for paint and ropes. 3.4.2 Crew. Three people have completed the Elements of Shipboard Safety at the Australian Maritime College and three more are ready for the next course. 3.4.3 Volunteers. Project Officer is organising a function to be held at the ketch on Saturday 30 June, weather permitting, for volunteers to come and view the vessel. Light refreshments will be available. 3.4.4 Employment Strategies. Project Officer is currently working with JSAs re opportunity to work with Fairbrother Pty. Ltd. on the construction site of the Interpretive Centre. 3.4.5 Pontoon. I. Martin to assist the Project Officer with the final draft of asset documentation. 3.4.6 Partnership with Maritime Museum. CPM reported that a letter had been received from the Devonport Maritime and Heritage Authority advising that the recommendation for a sub-committee for the Julie Burgess Operations had been put to Council and approved. The Terms of Reference for a sub-committee have been drafted and will go to the Devonport Maritime and Heritage Authority for consideration. 3.4.7 Incorporation. No progress to report. 3.4.8 Publicity. a)
General: Project Officer advised members that publicity was also now through Devonport City Council social media â&#x20AC;&#x201C; Facebook and Speak Up Devonport. CPM proposed that A. Morath be invited to next meeting to give an overview of Devonport City Councilâ&#x20AC;&#x2122;s Social Media.
ITEM 12.2
PAGE 288 Confirmed Minutes - The Julie Burgess Trust Special Committee - 12 June 2012 - File 26965
b)
ATTACHMENT [5]
Documentary: MGN Productions are almost finished, will do some more when sails are used.
3.4.9 Website. Enquiries continue to come through. 3.4.10 Support/Thank you Letters. None required. 3.4.11 History. Discussed under business arising item 2.1. 3.4.12 Other Funding. No progress to report. 3.4.13 Funding Agreement Milestones. 3.3.13.1 Sailings Working towards two commercial sailings at the end of the month. DEEWR representatives and Devonport City Council Risk Coordinator to be included. TS Mersey Naval Cadets trips organised for 23/24 June 2012. 3.3.13.2 Reports Project Officer is working on final reports as per timeframes specified by DEEWR. 4.0
OTHER BUSINESS 4.1
Australian Sail Training Association (AUSTA). Members agreed that membership of AUSTA be progressed but to check details of Tasmanian Sail Training Association first and see how that fits in.
4.2
Australian Wooden Boat Festival (AWBF). Visited 5 June 2012. AWBF nominated Franklin Warf for Julie Burgess and marquees. Acceptance of the nominated site has been confirmed via email.
4.3
Formalise Skipper of Vessel. Members discussed crew structure and agreed that the skipper be known as the Master of the vessel. Master of the Julie Burgess is G. Kent and the Boatswain will be appointed on the day by the Master of the vessel.
5.0
AGENDA ITEMS FOR NEXT MEETING Nil
6.0
NEXT MEETING Tuesday 17 July at 5pm at the Devonport City Council Internal Meeting Room. Meeting closed at 7.15pm.
ITEM 12.2
PAGE 289 Unconfirmed Minutes - Devonport Oval Special Advisory Committee - 24 July 2012 - File 27145
ATTACHMENT [6]
UNCONFIRMED MINUTES – DEVONPORT OVAL SPECIAL ADVISORY COMMITTEE – 24 JULY 2012 [FILE 27145] RELEVANT PORTFOLIO
Customers & Community
PURPOSE
To present the unconfirmed minutes of the Devonport Oval Special Advisory Committee meeting held 24 July 2012.
BACKGROUND Minutes provided as per Committee terms of reference and reporting requirements.
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.1.1
Provide and promote appropriate sport, recreation and leisure facilities and programs to meet the changing needs of the community
Strategy 4.1.7
Ensure community involvement in planning recreational facilities
COMMENTARY
The unconfirmed minutes of the Devonport Oval Special Advisory Committee meeting held on 24 July 2012 are attached for Aldermen’s information.
FINANCIAL IMPLICATIONS In accordance with the existing budget.
CONCLUSION The next meeting of the Devonport Oval Special Advisory Committee will be held on Tuesday 18 September 2012.
ITEM 12.2
PAGE 290 Unconfirmed Minutes - Devonport Oval Special Advisory Committee - 24 July 2012 - File 27145
ATTACHMENT [6]
MINUTES OF THE DEVONPORT OVAL SPECIAL ADVISORY COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON TUESDAY 24 JULY 2012 COMMENCING AT 5.30PM PRESENT Committee Members Ald Lynn Laycock David Mullett Mike Kelly Mark Fagan Bob Marshall Raelene Smith
Chair Devonport Cricket Club Devonport Cricket Club Devonport Football Club Devonport Athletics Club Mersey Valley Devonport Cycling Club
Council Officers Stuart Jones Fabio Pizzirani Kylie Lunson Sarah Masters
Marketing, Tourism & Recreation Manager (MTRM) Sport & Recreation Coordinator (SRC) Operations Manager (OM) Community Services Administration Officer
APOLOGIES Nil 1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 19 June 2012 be received and noted. F. Pizzirani/K. Lunson
2.0
3.0
CARRIED
BUSINESS ARISING FROM PREVIOUS MINUTES 2.1
Sponsorship MTRM advised that the sponsorship template is almost finalised. Clubs will be consulted so there will be no conflict of sponsors between sports and their respective leagues.
2.2
Strategic Sport and Recreation Special Committee Expressions of Interest closed on 20 July 2012. More details should be known by the end of this week. The EOIs received were of a high caliber. The Terms of Reference, Purpose of the Committee and Meeting Frequency will be finalised soon. There will now only be an Alderman from each sporting precinct on the Committee, not all Aldermen as previously advised. MTRM advised that the Committee will provide high level advice in regards to the long term financial plan of Council. The Committee will prioritise projects, make decisions and recommendations to Council.
CLUB REPORTS 3.1
Devonport Athletic Club Have had their AGM. Bob Marshall asked what the functions of the new scoreboard will be. OM advised that the new scoreboard will have the same level of service as the previous scoreboard when it was fully functional.
ITEM 12.2
PAGE 291 Unconfirmed Minutes - Devonport Oval Special Advisory Committee - 24 July 2012 - File 27145
4.0
ATTACHMENT [6]
3.2
Devonport Cricket Club Currently out of season. The AGM is being held on Friday, 27 July 2012 during which a new board will be elected. The club is currently looking at recruitment.
3.3
Mersey Valley Devonport Cycling Club The agreement with the Cradle Coast Club is working well, it has made the club stronger. Their club rooms have undergone renovations. Indoor sessions have commenced for winter. “Come and Try Cycle” will commence on 6 October 2012 for 6 weeks. Bikes are available to hire and children are given a free licence for a year. The parents only need to provide a helmet. The Club is currently applying for grants to upgrade bikes. On 18 and 19 August 2012 the Cycling Tasmania Training Camp will commence. This is a statewide road training camp. Four accredited coaches will be involved. This camp will be incorporated into State training. It will finish with a BBQ on the Sunday. The Club is going well and is the strongest club in the State for juniors.
3.4
Devonport Football Club The Club has now had a couple of wins in the seniors. There is an overall improvement amongst the group. The club will continue improving and mentoring the youth coming through the club. Currently concentrating on juniors. The Magpie Cup is now underway. Nine primary schools are now involved with between 180 and 200 children taking part. The club has received positive feedback and it is a very successful program. The Club is due to meeting with AFL Tas in the next month to discuss the new licences for the 2014 Statewide season.
GENERAL BUSINESS 4.1
Ground Restoration OM advised that the current grass on the Oval will be killed off twice and then new grass will be re-sown. The starting date will be 20 August 2012. All user groups have been contacted regarding dates. SRC raised a request by the Devonport Football Club to use the Oval on the evening of Friday 24 August for the North West High School Grant Finals. Action: OM to discuss possibility of using the Oval on the night of 24 August with Council’s Park and Reserves Co-Ordinator. OM also advised that the contractor undertaking the work on the Oval is the same contractor who is currently working on Bellerive. Mike Kelly raised some concerns regarding the resurfacing of the Oval. Action: OM to follow up concerns and report back to the Committee members. Mark Fagan queried what type of grass would be used at the Oval. Action: OM to follow up and advise. Bob Marshall asked whether any upgrades were being made to the cycling track. OM advised that no allocation was made in the budget for a track upgrade.
ITEM 12.2
PAGE 292 Unconfirmed Minutes - Devonport Oval Special Advisory Committee - 24 July 2012 - File 27145
ATTACHMENT [6]
David Mullett asked about the possible outside date for the completion of the ground restoration as Tas Cricket have asked whether the Devonport Cricket Club are able to host three Tassie Roar (womenâ&#x20AC;&#x2122;s league) matches in the last week of November. It may involve interstate sides. OM advised that, weather permitting, the last week of November should be ok. Mike Kelly commented that he is inclined to express interest and see if the calendar may be able to moved around to see if a game can be made available in the new year rather than in late November. Raelene Smith advised that the cycling club would be able to move to Latrobe during renovations if necessary. Action: OM will advise. 4.2
5.0
Scoreboard SRC commented that the tenders have gone out for the scoreboard. Once tender prices are back then timeframes will also be available.
NEXT MEETING Tuesday, 18 September 2012. Tour of Devonport Oval at 5.00pm followed by meeting at 5.30pm.
Meeting closed: 6.15pm
ITEM 12.2
PAGE 293 Unconfirmed Minutes - The Julie Burgess Trust Special Committee - 17 July 2012 - File 26965
ATTACHMENT [7]
UNCONFIRMED MINUTES OF MEETING – THE JULIE BURGESS TRUST SPECIAL COMMITTEE -17 JULY 2012 RELEVANT PORTFOLIO
Customers & Community
PURPOSE
To present minutes of The Julie Burgess Trust Special Committee meeting held on 17 July 2012.
BACKGROUND At its meeting on 20 April 2009 Council resolved (Res No 149/09) that Council establish a special committee to be known as “The Julie Burgess Trust” in order that the trust may acquire the vessel and undertake restoration and refurbishment of a vessel that is both unique in Australia and represents the early maritime history of the Mersey River and the City of Devonport. Representation on the Committee includes Aldermen Kent and Goodwin, community representatives Ian Martin, Tim Gott, David Kent and Peter Higgins, Cradle Coast Authority representative Ian Waller, the Assistant General Manager, Customers & Community, Evonne Ewins and Council Officers.
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.2.4
Acknowledge, preserve and celebrate local art, culture and heritage, including indigenous art and culture.
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 5.2.4
Encourage and support continuous, self-renewing efforts by the community to engage in collective action that results in improving lives, increasing equity, and produces strengthened organisations, relationships and community well-being.
COMMENTARY
The Minutes of The Julie Burgess Trust Special Committee meeting held on 17 July 2012 are attached for Aldermen’s information.
FINANCIAL IMPLICATIONS It is anticipated that Council’s involvement in this trust will be limited to acting as custodian of the vessel and the disbursement of trust funds from time to time. It should be noted that an in-kind contribution of staff time in the development and administration of the project is absorbed in the Community Services Divisional budget.
CONCLUSION The Julie Burgess Trust Special Committee will continue to meet and guide the restoration of the Julie Burgess Ketch.
ITEM 12.2
PAGE 294 Unconfirmed Minutes - The Julie Burgess Trust Special Committee - 17 July 2012 - File 26965
ATTACHMENT [7]
MINUTES OF THE JULIE BURGESS TRUST SPECIAL COMMITTEE HELD AT THE DEVONPORT CITY INTERNAL MEETING ROOM ON TUESDAY 17 JULY 2012 COMMENCING AT 5PM PRESENT Committee Members Ald Grant Goodwin Ald Graham Kent Ian Martin David Kent Tim Gott
Devonport City Council Devonport City Council Community Member Community Member Community Member
Council Officers Margaret Griggs Lester Jackson
Project Officer Community Partnerships Manager (CPM)
APOLOGIES Peter Higgins Evonne Ewins 1.0
Chairman Assistant General Manager Customers and Community (AGMCC)
CONFIRMATION OF MINUTES The Committee recommends to Council that the previous minutes of the meeting held 12 June 2012 be received and noted. D. Kent/ G. Kent
2.0
BUSINESS ARISING FROM PREVIOUS MINUTES 2.1
3.0
CARRIED
Booklet â&#x20AC;&#x201C; contacts. T Gott advised that the acknowledgement page had been fine tuned but there is still final editing to do on the booklet. Richmond Concepts and Print have completed a revised layout. T. Gott and C. Binks meeting with Richmond Concepts and Print July 18th.
GENERAL BUSINESS 3.1
Conservation. No progress to report.
3.2
Restoration Plan. a) Fit Out. Internal work well underway. R. Dahms working on the aft cabin. All fittings are in the container ready to go. b)
Ballast. Stability is fine but the ketch is still sitting too high in the water. Current ballast will be relocated to allow the floor to be screwed down and space will be left in the galley for extra ballast. The extra ballast is not required for survey but is critical for trimming the vessel.
c)
Electrics. Still some work around the galley to be done.
d)
Maintenance Schedule. No progress to report.
e)
Operations Manual. Section on alarms still needs to be done.
f)
Survey Requirements. Vessel is currently in survey but fit out needs to be completed and a second emergency raft in place by November for Class 1C. ITEM 12.2
PAGE 295 Unconfirmed Minutes - The Julie Burgess Trust Special Committee - 17 July 2012 - File 26965
3.3
ATTACHMENT [7]
Marketing Strategy/Business Plan 3.3.1 Jaffa Interpretation/ Groupwork Pty. Ltd. The CPM advised that staff are working on a combined Bass Strait Maritime Centre and Julie Burgess Marketing Plan for the opening of the Centre and formal launch of operations of the Julie Burgess. Work on the Interpretation in the Centre has been ramped up. Jaffa is providing the information for sponsorship documents.
3.4
Julie Burgess Project Coordination 3.4.1 Financials. One outstanding supplier account was discussed. Ald Kent spoke to the account. Committee members agreed that a letter be sent to the supplier advising that the account had been considered by the committee and formally requesting a breakdown of costs to facilitate payment. Financial report tabled. Committee members advised that capital funds have almost been expended with less than $3000 remaining after payment of the electrical account. Action: Project Officer to talk with finance department re providing a report of income received. 3.4.2 Crew. G. Kent reported that a good crew was forming; there was much enthusiasm in the group. The meetings to date have been training sessions and have been documented. 3.4.3 Volunteers. 3 inductions scheduled for Tuesday 24 July with potential crew members. Following discussion it was agreed that a committee member be in attendance to speak with new volunteers and detail the expectations and commitment required. Master of the vessel has drafted a crew policy for membersâ&#x20AC;&#x2122; perusal. 3.4.4 Employment Strategies. It was agreed to present the one long term work experience participant with a t-shirt and cap in recognition for his commitment to the Project. 3.4.5 Pontoon. Members were reminded that the completion of the adjustment to the structure as per the conditions of the sign off certificate is required by September. Action: I. Martin to contact G. Angilley of Tas Consulting Services. A replacement cost of pontoon from an independent party is required. Action: I. Martin to contact G. Angilley of Tas Consulting Services. 3.4.6 Partnership with Maritime Museum. The CPM reported that the terms of reference for the Sub-Committee have been reviewed and will go back to the Authority for endorsement. 3.4.7 Incorporation. No progress to report.
ITEM 12.2
PAGE 296 Unconfirmed Minutes - The Julie Burgess Trust Special Committee - 17 July 2012 - File 26965
ATTACHMENT [7]
3.4.8 Publicity. a) General: Mercury reporter and photographer scheduled for Friday 20 July. There will be some press releases around sail training with crew, Venturer Leaders Visit and volunteers trip. Volunteers trip will be Sunday 22 July. b)
Documentary: MGN took photos and film on last trip. The AGMCC is looking at sources of funding for DVD production.
3.4.9 Website. Graph showing number of visits to the website for the past twelve months was tabled. 3.4.10 Support/Thank you Letters. None required. 3.4.11 History. Discussed under business arising item 2.1. 3.4.12 Other Funding. Continue to look for opportunities. 3.4.13 Funding Agreement Milestones. 3.3.13.1 Sailings Discussed under agenda item 3.4.8 a). 4.0
OTHER BUSINESS 4.1
Australian Sail Training Association (AUSTA). Project Officer confirmed that Tasmanian Sail Training is specific to Lady Nelson. Membership of AUSTA has been completed.
4.2
Australian Wooden Boat Festival (AWBF). Copies of recent meeting report distributed.
4.3
Master of the Vessel. The Julie Burgess Trust Special Committee recommends to Council that the Master of the Ketch Julie Burgess is G. Kent. G. Goodwin/ D. Kent
CARRIED
4.4
Drawings Request. A request has been received for water line drawings to do a scale model. Members were happy for the drawings to be sent but suggested that permission be sought first from Alan Muir, Marine Surveyor.
4.5
Alma Doepel. Project officer is meeting with a representative from Alma Doepel while in Melbourne. They are interested in any surplus items that may be useful for the restoration of the Alma Doepel. Bugle screws are the only items available at this stage.
4.6
Container. G. Kent advised that the container will be removed in September. Mersey Yacht Club has given approval for storage space. ITEM 12.2
PAGE 297 Unconfirmed Minutes - The Julie Burgess Trust Special Committee - 17 July 2012 - File 26965
ATTACHMENT [7]
5.0
AGENDA ITEMS FOR NEXT MEETING Nil
6.0
NEXT MEETING Tuesday 14 August at 5pm at the Devonport City Council Internal Meeting Room. Meeting closed at 6.50pm.
ITEM 12.2
PAGE 298 Report to Council Meeting on 20 August 2012 12.3 MEMOR ANDUM OF UND ERSTANDIN G R E SES T ASM ANIAN EMER GENC Y SER VIC ES, TH E DEVON PORT CIT Y C OUNCIL AND LATR OBE C OUNCIL
12.3
MEMORANDUM OF UNDERSTANDING RE SES TASMANIAN EMERGENCY SERVICES, THE DEVONPORT CITY COUNCIL AND LATROBE COUNCIL File: 19410 D275905
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.4.1
Support the community in emergency management response and recovery
Strategy 4.4.6
Facilitate and support a partnership approach to community safety
Strategy 5.6.4
Ensure compliance with all relevant legislative requirements, standards, Council plans, policies and procedures
Purpose To define the responsibilities of the SES, Devonport City Council and Latrobe Council in relation to the provision and maintenance of the Volunteer Mersey SES Unit established for Devonport and Latrobe municipalities. As set out in Division 5 – “Roles of Councils and Municipal Volunteer SES Units” of the Emergency Management Act 2006.
BACKGROUND The Mersey SES Unit was formed in approximately 1987 to fulfil the obligations of Council in covering emergency works, both Latrobe and Devonport Councils are represented by this unit. The Mersey SES Unit is based at the Old Fire Station at Latrobe and have been for a number of years. Both Councils and SES Tasmania were instrumental in obtaining funds to purchase the fire station to house the unit.
COMMENTARY This Memorandum of Understanding has been developed to provide a framework for SES Tasmania, Devonport City Council and the Latrobe Council to manage and operate a State Emergency Service Unit for the municipal areas. As pointed out in the Memorandum of Understanding the Mersey SES Unit will respond to emergencies in accordance with its role detailed within the Mersey Leven Emergency Management Plan including, but not limited to, storm and flood responses, rescues and associated emergency support roles. This Memorandum of Understanding will be administered by the Municipal Emergency Management Coordinators for the Devonport City Council and Latrobe Council and the SES Regional Manager (North West).
FINANCIAL IMPLICATIONS The Mersey SES Unit is supported by the Devonport and Latrobe Councils and an annual allocation of funds is budgeted for in both Council budget, currently approximately $27,000 each. These funds cover recurrent costs associated with the day to day running of the Mersey SES Unit.
ITEM 12.3
PAGE 299 Report to Council Meeting on 20 August 2012
RISK IMPLICATIONS
Contractual/Legal By not endorsing the intent of this Memorandum of Understanding, Council is in contravention of the Emergency Management Act 2006.
CONCLUSION Council have complied with the Emergency Management Act 2006 with the provision and ongoing maintenance of the Mersey SES Unit. It is recommended that Council endorse the Memorandum of Understanding.
ATTACHMENTS 1.
Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council Recommendati on
RECOMMENDATION That Council endorse the Memorandum of Understanding between the Tasmanian State Emergency Service, the Devonport City Council and Latrobe Council defining responsibilities for the ongoing management and support of the Mersey SES Unit.
ITEM 12.3
PAGE 300 Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council
ATTACHMENT [1]
MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE
TASMANIA STATE EMERGENCY SERVICE AND
DEVONPORT CITY COUNCIL AND
LATROBE COUNCIL
1 September 2012 ITEM 12.3
PAGE 301 Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council
ATTACHMENT [1]
A Memorandum of Understanding THIS MEMORANDUM is made this 1st day of September 2012 BETWEEN: THE TASMANIA STATE EMERGENCY SERVICE, as maintained under Section 25 of the Emergency Management Act 2006, of 28 Bathurst St, Hobart in Tasmania AND THE DEVONPORT CITY COUNCIL established pursuant to the Local Government Act 1993 of 44 - 48 Best Street Devonport Tasmania AND THE LATROBE COUNCIL established pursuant to the Local Government Act 1993 of 170 Gilbert Street Latrobe Tasmania. SIGNED for and on behalf of TASMANIA STATE EMERGENCY SERVICE By Mr A Lea, Director SES SIGNED for and on behalf of the DEVONPORT CITY COUNCIL By Mr I McCallum, General Manager Devonport City Council SIGNED for and on behalf of LATROBE COUNCIL By Mr G Monson, General Manager Latrobe Council ITEM 12.3
PAGE 302 Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council
Section A -
ATTACHMENT [1]
Administrative Details
1. Definitions "Council" means the Devonport City Council (DCC) and Latrobe Council (LC) as established under the Local Government Act 1993. "SES" means the Tasmanian State Emergency Service as maintained under Section 25 of the Emergency Management Act 2006. "Mersey SES Unit” means that part of the SES with responsibilities within the Council areas of Devonport and Latrobe as defined under the Local Government Act 1993, with its headquarters at 31a Hampden Street Latrobe. This Unit is staffed by volunteers who operate under the supervision and guidance of permanent staff of SES North West Region Headquarters. “Parties” means the Tasmania State Emergency Service, the Devonport City Council and Latrobe Council.
2. Purpose and Scope of Memorandum of Understanding The purpose of this Memorandum of Understanding (MOU) is to define the responsibilities of the SES, DCC and LC solely in relation to the provision and maintenance of the volunteer Mersey SES Unit established for Devonport and Latrobe municipalities. As such, the scope of this MOU does not extend into broader emergency management issues or otherwise remove the legislative or accepted responsibilities of either council in relation to emergency management (eg planning, Municipal Emergency Management Coordinator (MC) responsibilities; emergency coordination centre management; provision of public information; road closures; provision of resources and maintenance of public infrastructure as detailed in either the Emergency Management Act 2006, Mersey/Leven Emergency Management Plan (MLEMP) or any other associated plans. In addition, the parties agree that this MOU and any future derivations of the same may initiate amendment, as required, to the MLEMP, to ensure consistency of roles stipulated in all related documentation.
3. Term of MOU Both parties commit to the provision of support detailed in this MOU for an initial period of one (1) year, commencing in September 2012. The MOU will be reviewed upon the development of the new Devonport Police Station project.
ITEM 12.3
PAGE 303 Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council
ATTACHMENT [1]
4. Review of MOU Both parties commit to the following management review procedure: Annual review to confirm successful performance of responsibilities and identify any issues for discussion; and Detailed review upon completion of term of agreement stipulated in Section 3. This review will create an opportunity to consider future arrangements, either through extensions to this MOU or through the development of a new MOU which may be negotiated by relevant parties. 5. Level of Service Mersey SES will respond to emergencies in accordance with its roles detailed within the Mersey / Leven EM Plan and associated documents eg storm and flood responses, rescues and associated emergency support roles. In addition and at the request of other lead agencies, Mersey SES may also, where possible (as determined by SES), provide support in response to other emergency situations in support of lead agencies within both council areas eg search and rescue, fires etc. During emergency operations where Regional SES management provide a coordinating function, the Mersey SES Unit may be required to assist other council areas within the Region or State. This mutual obligation clause means that when the Latrobe and Devonport City Council areas require additional resources or capability, it will be forthcoming from other SES units within the Region or State. All services provided by Mersey SES Unit volunteers will be conducted by persons trained and assessed by the SES and deemed competent to conduct the services required. 6. Response Time There is a recognition that, as a predominantly volunteer service, Mersey SES Unitâ&#x20AC;&#x2122;s response times may be impacted. However, response times should still be reasonable based on an assessment of the situation and any surrounding circumstances. 7. Volunteer Training and Management All Mersey SES Unit volunteers providing support within the Devonport/Latrobe municipal areas will be recruited, trained and managed under the supervision of permanent staff of SES North West Region Headquarters, located at 88 Wilson Street, Burnie. 8. Insurances All volunteers of the Mersey SES Units will at all times be appropriately insured by the Department of Police and Emergency Management while conducting SES related work. Vehicle and equipment insurances are detailed in Section B. ITEM 12.3
PAGE 304 Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council
ATTACHMENT [1]
9. Legal Relationship Nothing in this MOU will be taken as creating the relationship of principal and agent or that of a partnership. 10. Reporting Parties to this MOU agree to commit to a framework for two-way reporting (details included at Section B), to enable a thorough understanding of all relevant issues such as Council and other funding available to the Mersey SES Units, the number and nature of any training activities and call outs conducted, membership status and any issues identified for discussion in the maintenance of the MOU. 11. Administration This MOU will be administered by the Municipal Emergency Management Coordinators for Devonport City and Latrobe Councils and the SES Regional Manager (North West). 12. Communication Protocols Normal communication protocols as they apply to all emergency management incidents will continue to apply in accordance with relevant plans.
Section B 1.
Commitments
SES
SES agrees to the following commitments made under this MOU: (a)
Establish vehicle and equipment standards SES will investigate and determine standards and classifications for all vehicles and equipment (including personal dress) to be issued to SES Units. These standards will apply to all SES Units and will include the development and implementation of policies and procedures to manage such standards eg development and management of appropriate vehicle and equipment replacement programs based on priorities agreed to by relevant parties. The SES Unit has a responsibility to ensure vehicles and equipment are in good working order and shall report defects or arrange repairs, maintenance and servicing to ensure all equipment meets the relevant standards.
(b)
Contribution to the purchase of primary rescue vehicle This vehicle is for the exclusive use of Mersey SES Unit, in the performance of its role.
ITEM 12.3
PAGE 305 Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council
ATTACHMENT [1]
State contribution will be provided on a needs basis in negotiation with Council. Suitable replacement vehicle will be as determined by SES in 1(a) above. This contribution will be part of a state-wide, cyclic vehicle replacement contribution program and will be based on priorities and needs agreed between the parties with a maximum replacement age of 20 years for any primary rescue vehicle purchased. Special case by case additional funding considerations may be negotiated for additional secondary vehicles where this does not disadvantage other municipal SES Units. Vehicles provided will arrive complete with signage, lighting and communications as required by standards determined in Section 1(a) above. The parties acknowledge that the current appropriate fleet comprises one primary and two secondary support vehicles. (c)
Purchase of other major items of rescue equipment SES agrees to fund other major items of general equipment for the exclusive use of the Mersey SES Unit in accordance with funding availability and priorities agreed to by relevant parties. Such items may include radios, pagers, ladders, power tools, ropes, chain saws, pumps etc.
(d)
Review of equipment holdings and scheduled replacement SES in consultation with the Mersey SES Unit Manager, will, where necessary, review the Mersey SES Unit holdings of all major items of equipment and, subject to funding availability, replace outdated or unrepairable equipment. Where SES funding is not available, alternative funding options may be explored to replace or upgrade equipment. The parties agree that the SES will take possession of any replaced equipment funded by the State for redeployment/reassignment or disposal.
(e)
Uniform and Personal Protective Equipment (PPE) SES will provide selected items of uniform and protective equipment to SES volunteers in accordance with standards determined in 1(a) above and as detailed in the SES Dress and Uniform Manual. This commitment will help ensure a safe personal working environment for all SES volunteers, a standardised uniform code throughout the SES and minimise uniform costs for volunteers.
ITEM 12.3
PAGE 306 Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council
(f)
ATTACHMENT [1]
Radio Equipment SES will assist with the provision and maintain radio communication equipment as deemed appropriate for the Unitâ&#x20AC;&#x2122;s requirements.
(g)
Training SES Regional Staff, in consultation with the Mersey SES Unit Manager, will determine the training needs of the Unit. This will form the basis for training design, development and delivery to national standards. SES Regional Staff will support the development of Annual Training Programs to meet the needs of the Mersey SES Unit volunteers as determined in prior training needs analysis. The SES, as a Registered Training Organisation (RTO) agrees to provide nationally recognised training support to the Mersey SES Unit. This includes the maintenance of training records and the issue of any certificates of competence for SES volunteers in accordance with national standards. SES and Council will consider opportunities for joint training of Council staff and Unit members (eg chainsaw, driving, first aid). SES, through collaboration between the Mersey Unit Manager and Regional Staff, will ensure the completion of formal documentation for owner/occupier approval of any training on or in non-SES properties or facilities.
(h)
Annual Budget The Unit Manager will be responsible for the preparation of an Annual Budget for approval by the Regional Manager, prior to being submitted to Council by mid- March of each year. The Budget should also include a 5 Year Strategic Plan forecasting the replacement/upgrade of equipment and vehicles.
(i)
Reporting The Mersey SES Unit Manager, in conjunction with the NW Regional Manager, will prepare a brief annual report for Councils which outlines the membership status, training and operational activity for the Mersey SES Unit. The Annual Report will be for 01 July â&#x20AC;&#x201C; 30 June each year and is to be submitted by mid-August in that year.
2. DEVONPORT CITY AND LATROBE COUNCILS DCC and LC agrees to the following commitments:
ITEM 12.3
PAGE 307 Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council
(a)
ATTACHMENT [1]
Facilities and Infrastructure DCC and LC will provide facilities for the Mersey SES Unit. This includes: office spaces, training areas, operational command centre/s, stores areas, social/catering amenities and ablutions, radio communication areas, secure garage/s suitable for storage of operational rescue vehicles and large items of rescue equipment, secure outdoor training areas suitable for SES skills training such as general rescue, emergency roofing repair etc. DCC and LC in consultation with SES, and subject to budget, will make provision for and fund all costs associated with rates and taxes, property maintenance, telecommunications and power charges as required and as applicable to facilities utilised by the Mersey SES Unit.
(b)
Registration DCC and LC will register all vehicles allocated to and for the use of the Mersey SES Unit.
(c)
Insurance DCC and LC will at all times appropriately insure all rescue vehicles and equipment allocated to and for the sole use of the Mersey SES Unit in accordance with existing replacement values.
(d)
Maintenance and Running Costs DCC and LC will fund the maintenance of all vehicles (inclusive of running costs eg fuels) and equipment provided by SES in a safe and fully working condition in accordance with manufacturers instructions and where applicable Australian Standards and Tasmanian Workplace Standards and Regulations.
(e)
Training DCC and LC will support Mersey SES Unit training activities through assisting in the provision of training venues and facilities by arrangement e.g. allowing use of council land, buildings etc, and, where possible, by including SES volunteers in appropriate Council conducted training. This will help ensure that Unit has access to the most suitable local training resources.
(f)
Recurrent Costs - Summary DCC and LC will make budgetary provision for and fund any recurrent costs associated with the day to day running of the Mersey SES Unit.
ITEM 12.3
PAGE 308 Memorandum of Understanding Between Tasmanian State Emergency Service, Devonport City Council and Latrobe Council
ATTACHMENT [1]
This budget will be determined in discussions between DCC and LC Emergency Management Coordinators, Mersey SES Unit Manager and the SES Regional Manager (NW). Any funds allocated by DCC and LC will be accounted for in accordance with existing financial management procedures for councils. DCC and LC will provide at least quarterly reporting of such accounts to the Mersey SES Unit Manager to enable future planning to be conducted. Recurrent costs would normally include but not be limited to costs associated with the following areas: any purchase, lease, rates, taxes, insurance and maintenance charges associated with designated Mersey SES Units facilities; telephone rental, internet access and official telephone calls; vehicle registration, insurance, running and maintenance costs; maintenance and or replacement of any equipment where alternative funding options are not available or able to be utilised eg equipment from the approved budget allocation insurance policies for all SES equipment; administrative costs related to printing, postage, photocopying and similar office requirements; providing consumable safety material and products to SES volunteers eg first aid kits, sunscreen; gloves, batteries and safety glasses the purchase and maintenance of any pagers in addition to the five (5) issued to the Unit by SES.
ITEM 12.3
PAGE 309 Report to Council Meeting on 20 August 2012 12.4 Communi ty Engag ement Polic y
12.4
COMMUNITY ENGAGEMENT POLICY File: 27452 D275906
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.2.1
Review policies and implement initiatives to ensure meaningful, two‑way, accessible communication and consultation with the community
PURPOSE
The Community Engagement Framework outlines Council’s commitment to actively engage the Community in the decision making activities of Council and in decisions that directly impact upon the community; on how they live, recreate, work, study, use services and do business. It describes how Council will ensure the active engagement of its community in information gathering and provision, and in community consultation and participation. The Community Engagement Framework supports and complements the role of Aldermen in decision-making. The Framework links Council’s commitment to community consultation and participation with its statutory responsibilities to make decisions which promote good governance. Council believes that good governance underpins the Australian democratic system of which local government forms the first level. Community engagement develops local community based decision making, citizenship and social responsibility. Community engagement is concerned with the empowerment of the local community by facilitating citizens’ direct input into decisions which affect their lives. It provides the means for citizens to participate in public life beyond the election of representatives.
BACKGROUND
Over the past 18 months Council has undertaken various research, training and consultation with the community to inform the development of the Community Engagement Policy. The 2012 Annual Customer Satisfaction Survey indicated that opportunities for the community to participate in decision making was low at 32%, ranking as one of five areas which respondents indicate are the lowest performing areas of Council. Consistency of decision making was also ranked within the five lowest performing areas. Further consultation was conducted in 2011 via a Community Engagement Survey. The survey identified how Devonport residents want to be involved in Council decisions, areas of decision making they would like to be involved in and how they prefer to participate. The survey provided the opportunity for respondents to indicate how they want to receive information regarding the outcomes of participation and decisions made by Council. 107 surveys were received. The majority of respondents indicate a desire to participate in some form of decision making. 62% of respondents think the general public should contribute to Council decisions, a further 28 % think they should contribute somewhat. The majority of ITEM 12.4
PAGE 310 Report to Council Meeting on 20 August 2012
respondents felt that Council decisions affect everyone and it was important to be involved in some way. Comments received included ‘it was good to give an opinion and be part of the process’ and’ we live in the area and pay rates, we should have a say’. Whilst many respondents have a strong desire for participation in decision making the survey established several barriers for participation including lack of time, an expectation Council should be left to get on with it and others indicating they are not qualified to make decisions. The survey qualified how respondents want to hear about decisions made by Council, and how they would like to be involved as well as frequency. The majority of respondents indicate they would like to receive information and provide feedback and input as often as monthly or every three months through a variety of mechanisms with email being the most popular. Other methods for preferred participation included telephone survey, participation on a committee, via online forums or social media platforms. Half of the respondents indicate they have participated in some form of engagement conducted by Council over the past 18mths, only half were informed of the outcome of the consultation. Technology continues to be a popular medium for communication with over half of the respondents indicating this as the preferred method for being informed about outcomes. Half of the respondents indicate a mid level satisfaction with consultation undertaken by Council, and a variety of qualitative statements have provided valuable information for improvements. The survey gauged the frequency and usefulness of a variety of mechanisms currently used to inform the community. The Advocate and the Devonport City Council Community newsletter rate highly as key information sources for residents. Both surveys enable Council to better understand where the key interests of the community are for engagement and how residents would like to participate and keep informed about decisions of Council. Ranked the highest areas of interest are recreation facilities and services, parks and reserves and community services. The customer satisfaction survey further identified the five most important services to the community being waste management, community health and safety, social and community services, parking, roads and footpaths. The performance ranking of all services will assist Council to ensure services and facilities continue to meet expectation and demand. Council decision making, communication and customer service are areas identified via consultation and Councils corporate continuous improvement program for significant improvement in performance. Full details of the surveys can be found on Council website www.devonport.tas.gov.au or by request at Council Customer Service Centre, Best Street, Devonport.
COMMENTARY
Devonport City Council has traditionally conducted a high level of engagement with the community. The Community Engagement Policy formalises its current approach through a practical framework, clearly outlining Councils role in community engagement. It further sets out principles, addresses decision making processes, strategies and tools, to support Council and staff to deliver the outcomes Council strives for. This policy is created with a firm belief that good public participation results in better decisions. Effective community engagement also acknowledges the fact that people want to get involved with decisions that affect their lives and the framework provides the means for incorporating their input. The decisions themselves can be further improved by ITEM 12.4
PAGE 311 Report to Council Meeting on 20 August 2012
additional understanding and enrichment achieved by bringing all perspectives to the table. The policy is based on the spectrum of engagement activities as advocated by the International Association for Public Participation (IAP2). The five levels of engagement are Inform, Consult, Involve, Collaborate and Empower. The policy does not prevent Council from engaging with the community in addition to any statutory requirements providing that any legal timeframes are met. Community Engagement does not necessarily mean achieving consensus. However it does involve seeking broad informed agreement and the best possible solution for Council and the Community. Both ‘consultation’ and ‘community engagement’ are terms used by practitioners and in literature. However in developing this framework for community engagement, consultation is one level of engagement (based upon the IAP2 spectrum). The framework includes; The Community Engagement Policy (as attached) The Community Engagement Matrix – an attachment to this policy. The Matrix aims to provide staff with direction on engagement planning and guidance on when and how community engagement should occur. The Community Engagement Toolkit – an internal resource for staff, providing specific advice on ‘how to’ undertake different types of engagement with the community.
FINANCIAL IMPLICATIONS The cost of community engagement varies depending on the level of engagement required. Most planned engagement activities for 2012/13 have been budgeted for with the 2012/13 annual plan and estimates.
RISK IMPLICATIONS
Communication/Reputation The Community Engagement Policy provides a framework to control the risks associated with communication/reputation.
CONCLUSION The Community Engagement Policy provides a practical framework to assist Council to deliver on its commitment to actively engage the Community in the decision making activities of Council and in decisions that directly impact upon the community; on how they live, recreate, work, study, use services and do business. It describes how Council will ensure the active engagement of its community in information gathering and provision, and in community consultation and participation. The Community Engagement Framework supports and complements the role of Aldermen in decision-making. The Framework links Council’s commitment to community consultation and participation with its statutory responsibilities to make decisions which promote good governance.
ATTACHMENTS 1.
Draft Community Engagement Policy
2.
Community Engagement Matrix Recommendati on
ITEM 12.4
PAGE 312 Report to Council Meeting on 20 August 2012
RECOMMENDATION That Council adopt the Community Engagement Policy.
ITEM 12.4
PAGE 313 Draft Community Engagement Policy
ATTACHMENT [1]
CP 015 v1
COMMUNITY ENGAGEMENT POLICY - DRAFT
1.
PURPOSE
2.
SCOPE
To set the framework for all community engagement activities conducted by Devonport City Council, other than notification and consultation in accordance with statutory requirements. This policy applies to all facets of Council’s operations including council’s corporate, land use and financial planning and our day to day business activities. It defines the principles underpinning Council’s engagement activities, the role of Aldermen and staff engaging with the community and the methods which Council will use to engage the community. Council’s approach to community engagement is based on the spectrum of engagement activities as advocated by the International Association of Public Participation (IAP2). The five levels of engagement of participation are; Inform Consult Involve Collaborate Empower It should be noted that the ‘empower’ level of the spectrum has limited application on Local Government as the elected Council are the decision making body. However there may be occasions where non financial empowerment may occur. E.g. Controlling Authorities of Council manage separate funds to the operations of Council.
ITEM 12.4
PAGE 314 Draft Community Engagement Policy
3.
ATTACHMENT [1]
POLICY 3.1. Devonport City Council recognises that community engagement and participation processes are a vital part of democracy. Effective engagement is good business practice and critical to good government. For this reason Council is committed to engaging with the Devonport community. The benefits of effective engagement include: Increased community awareness and Council‘s services, planning and program delivery; Increased awareness across Council of community views and the issues that should be considered as part of decision making; Increased awareness of the needs, priorities and diversity of the local community, which in turn ensures that Council’s service provision and planning functions are aligned appropriately; Increased level of community ownership and acceptance of decisions affecting the local government are (LGA) Council and community working together to address local issues; Potential for time, resource and cost savings for Council. 3.1.1.
Strategies The Community Engagement framework includes; This Community Engagement policy providing broad framework and policy direction for engagement. The Community Engagement Matrix aims to provide staff with direction on engagement planning and guidance on when and how they should engage wit he community for different situations. The Community Engagement toolkit – an attachment to this policy. The toolkit provides specific information and advice on ‘how to’ undertake different types of engagements with the community.
All of the above documents should be used in developing a community engagement plan. Key protocols supporting Councils community engagement activities are included in the Matrix document. The level of community engagement undertaken relates directly to the level of community involvement required, and should always be appropriate to the nature, complexity and impact of the issue, plan or strategy. In some cases requirements may be imposed by the State Government and may override this Policy. Devonport City Council will endeavour to ensure that its engagement processes are appropriate, accessible, well planned and adequately resourced. All community engagement activity is to be undertaken in accordance with the principles of the Policy. To ensure that the Aldermen are well informed, staff will endeavour to communicate community engagement activities, for high impact projects, prior to occurring. The timing of the community engagement activities should be taken into account key dates e.g. school holidays, special events etc. For high impact projects or issues that affect the whole of Devonport (e.g. Strategic Plan, Community wide strategies – Youth, Stormwater, Housing). In circumstances where the involvement requires members of the public to make submissions to Council, all submissions received will be regarded as public and ITEM 12.4
PAGE 315 Draft Community Engagement Policy
ATTACHMENT [1]
available for general access, including personal details (e.g. name, address, telephone number, email address unless there are overriding public interest considerations against the disclosure of the personal details – refer to Public Interest disclosure Act.) 3.1.2.
Policies To ensure the Devonport community is well informed about issues, strategies or plans that may directly or indirectly affect them; To ensure the people of Devonport have the opportunity for genuine involvement in Council’s decisions-making and policy development; To seek the views of a wide cross-section of the community, selecting engagement methods that are flexible, inclusive and appropriate to those being engaged. To provide members of the community with the opportunity to hear each other’s opinions and to recommend appropriate solutions to community issues. To ensure Council is meeting legislative requirements regarding community consultation in all areas of its service delivery. Recognise that there is diversity in the activities and projects across Council and the type of engagement undertaken should vary accordingly.
3.1.3.
Principles The following principles will underpin Devonport City Council’s approach to community engagement. Devonport City Council; (a)
Open and inclusive Recognise community participation as a right of all citizens and an integral component of informed decision making; Creates, supports and promotes opportunities for the community to actively participate; Encourages involvement from a wide cross sections of the community using engagement processes that are accessible and inclusive; Operates under key the key value of openness and is committed to ensuring that the community is well informed and Council’s service delivery and decision making processes;
(b)
Mutual trust, respect and accountability Treats all participants in the engagement process with respect and dignity; Approaches engagement from an impartial perspective, free from bias toward any stakeholder involved in the process; Is accountable, accessible and ethical in all dealing with the community;
(c)
Engage early and be clear Seeks early engagement and regularly involves the community on decision making; Communicates clearly the objectives of the engagement process and provide community members with all available ITEM 12.4
PAGE 316 Draft Community Engagement Policy
ATTACHMENT [1]
and relevant information as part of the engagement process to ensure informed discussions; Communicates the parameters of the engagement process with participants from the outset including legislative requirements, Councils sphere of influence, conflicting community views, policy frameworks and context, budget restraints etc. Acknowledges that planning is a critical process to deliver successful outcomes and is committed to developing and implementing community engagement plans.
3.1.4.
(d)
Consideration and feedback Is committed to demonstrating that we have considered all community contributions and relevant data, prior to making any decisions that affect the local community; Is committed to providing participants with feedback at key stages throughout the projects and upon competition and how community input influenced the decision.
(e)
Skills and Resources Endeavours to ensure that sufficient timeframes and adequate resources are allocated to engagement processes; Co-ordinates its community engagement processes where possible to optimise resources, ensure efficiency and avoid duplication; Recognises the skill required to undertake community engagement, and will provide staff with opportunities for further skill development and training;
Procedures and Forms Procedures and Forms are prepared to assist with the implementation of Council or Management Policies. The level of prescription detailed will vary depending on the nature of the matter.
3.2. DEVELOPMENT ON COUNCIL LAND â&#x20AC;&#x201C; SPECIAL CONSULTATION REQUIREMENTS Council acknowledges that a special process should be followed for development occurring on Council owned land. On this basis, Council undertakes development on its own land the community engagement process may be undertaken in addition to the statutory requirements at the following stages and in the following forms: (a)
Plans of Management Council must take into consideration feedback from the following: Local engagement, be undertaken to reach a broad audience. Stakeholder engagement be undertaken with specific consideration given to consulting with target groups e.g. youth, older people, culturally diverse groups, people with disabilities. Broad community input - be directed at the general community and also at specific target groups affected by the proposal to encourage input and involvement. Public exhibition to encourage submissions.
ITEM 12.4
PAGE 317 Draft Community Engagement Policy
ATTACHMENT [1]
(b)
Design Stage Council must take into consideration feedback from the following: Local engagement, be undertaken to reach a broad audience. Stakeholder engagement be undertaken with specific consideration given to consulting with target groups e.g. youth, older people, culturally diverse groups, people with disabilities. Include input from previous engagement activities – the project owner must specifically consider any previous engagement undertaken.
(c)
Development Application Stage Council must undertake: Statutory notification – engagement activities must comply with statutory notification requirements despite the fact that notifiable persons may have been involved in previous consultations. The Development Application is to have the results of all previous engagement activities under this policy attached to enable the development assessment officer to form a view of the merits of the proposal. Where a DA is not required, Council staff are still required to engage with the community to gain input to the development. The matrix should be used to determine the most appropriate level of engagement.
3.3. DEFINITIONS Key Term – Acronym
Definition
Community
Includes all people who live, work, study, own property, conduct private or government business, visit or use the services, facilities and public spaces and places of the Devonport area. The community can be referred to as stakeholders or comprise of stakeholders. A broader term which includes all levels of participation for including the community in decision making. Consultation is one level of engagement. Is a process of community engagement that seeks to inform the community or draw out the views and preferences of the community. These views are used to inform decision makers and should provide a guide to decision making. Generally refers to the exchange of information from Council to the community, and can also include the exchange of information or views from the community to Council. International Association of Public Participation Web site – www.iap2.org.au A submission is a formal response to a public document made during the public exhibition period.
Engagement Consultation
Communication
IAP2 Submission
ITEM 12.4
PAGE 318 Draft Community Engagement Policy
ATTACHMENT [1]
Should legislative changes occur that mean a document must be updated to comply, the document may be reviewed and changed prior to the nominated review date. To aid review and ensure the correct documents are in circulation, all documents must include the version number and a review date. 3.4. Minor Amendments to Policies 3.5. Access to Policies Council’s Policies will be available for perusal by members of the public via Councils website and through provision of a hard copy at the City Offices building. 3.6. Communication Should policies, procedures or forms be updated, created or altered, this must be communicated to relevant audiences.
4.
LEGISLATION AND RELATED DOCUMENTS Local Government Act 1993 Communication and Media Policy 2011 Draft Social Media Policy Code of conduct
5.
RESPONSIBILITY 5.1. Responsible Manager Assistant General Manager Customers & Community 5.2. Document Controller C & C Executive Assistant
6.
AUTHORISATION 6.1. Adoption of Policy Draft – (Adopted on
– Resolution No XXXX)
6.2. Amendments to Policy e. g. Nil 6.3. Policy Review December 2013 Trim File Ref: 26692
ITEM 12.4
PAGE 319 Community Engagement Matrix
ATTACHMENT [2]
ITEM 12.4
PAGE 320 Community Engagement Matrix
ATTACHMENT [2]
BACKGROUND
3
The Community Engagement Framework
4
Devonport City Council Community Engagement Principles
5
Community Engagement Planning and use of the Matrix
5
COMMUNITY ENGAGEMENT PLANNING STEPS:
7
Step 1 â&#x20AC;&#x201C; Community Engagement Planning Request Form
9
Step 2 - Project Objectives - What is the Purpose?
9
Step 3 - Stakeholders
10
Step 4 - Level of Impact
13
Step 5 - Level of Community Participation
15
Step 6 - Methods and Tools for Engagement
17
Table - Types of Engagement
18
Examples - Types of Engagement
19
Inform
20
Consult
21
Involve
22
Collaborate
23
Step 7 - Timeframes and Resources
24
Step 8 - Feedback and Reporting
25
Step 9 - Evaluation
26
Key Protocols
27
Attachment 1 - Community Engagement Plan Checklist
28
Definitions
29
IAP2 Public Participation Spectrum
30
ITEM 12.4
PAGE 321 Community Engagement Matrix
ATTACHMENT [2]
BACKGROUND THE COMMUNITY ENGAGEMENT FRAMEWORK The Community Engagement Framework reflects Devonport City Council's ongoing commitment to appropriately engaging its community, and to improving the efficiency and effectiveness of the organisation. The Community Engagement Framework includes: •
The Community Engagement Policy - provides a broad framework and policy direction for engagement.
•
This Community Engagement Matrix - provides staff with direction on engagement planning and guidance on when and how they should engage with the community for different situations. The Engagement Toolkit - provides specific information and advice on 'how to' undertake different types of engagement with the community.
•
This Matrix is an implementation tool of the Community Engagement Framework. It should be noted that this Matrix relates to all community engagement undertaken by Council except the Development Approval Process. Community engagement guidelines for the Development Approval Process are outlined in The Land Use Planning and Approvals Act 1993. In some cases requirements may be imposed by the State Government and may override the policy and matrix.
The diagram below summarises the community engagement process.
Design & plan
Evaluate
Feedback & follow up
Prepare & organise
Implement
Devonport City Council Community Engagement Principles The following principles will underpin Devonport City Council's approach to community engagement: ITEM 12.4
PAGE 322 Community Engagement Matrix
1.
Open and inclusive • • • •
2.
•
• •
•
Seeks early engagement and regularly involves the community in decision making. Communicates clearly the objectives of the engagement process and provides community members with all available and relevant information as part of the engagement process to ensure informed discussion. Communicates the parameters of the engagement process to participants from the outset, including legislative requirements, Council's sphere of influence, conflicting community views, policy frameworks and context, budget constraints etc. Acknowledges that planning is a critical process to deliver successful outcomes and is committed to developing and implementing community engagement plans.
Consideration and feedback • •
5.
Treats all participants in the engagement process with respect and dignity. Approaches engagement from an impartial perspective, free from bias toward any stakeholder involved in the process. Is accountable, accessible and ethical in all dealings with the community.
Engage early and be clear •
4.
Recognises community participation as a right of all citizens and an integral component of informed decision-making. Creates, supports and promotes opportunities for the community to actively participate in decision making. Encourages involvement from a wide cross-section of the community using engagement processes that are accessible and inclusive. Operates under the key value of openness and is committed to ensuring that the community is well informed about Council's service delivery, planning and decision-making processes.
Mutual trust, respect and accountability • •
3.
ATTACHMENT [2]
Is committed to demonstrating that we have considered all community contributions and relevant data, prior to making any decisions that affect the local community. Is committed to providing participants with feedback at key stages throughout the project and upon completion and how community input influenced the decision.
Skills and resources • • •
Endeavours to ensure that sufficient timeframes and adequate resources are allocated to engagement processes. Co-ordinates its community engagement processes where possible to optimise resources, ensure efficiency and avoid duplication. Recognises the skills required to undertake community engagement, and provides staff with opportunities for further skill development and training.
ITEM 12.4
PAGE 323 Community Engagement Matrix
ATTACHMENT [2]
Community Engagement Planning and use of the Matrix
The Community Engagement Matrix is relevant to all staff that have or should have any dealings with the community, except where staff are dealing with Development Approvals (this is addressed by the Land Use Planning and Approvals Act 1993). It aims to guide staff in their dealings with the community and ensure the appropriate level of community participation for a range of projects, services and activities. In some cases requirements may be imposed by the State Government and may override the Policy and Matrix. It is recognised that there is diversity in the activities and projects across Council, and the type of engagement undertaken should vary accordingly. As such a flexible approach has been adopted in the design of the Community Engagement Matrix, enabling staff to determine the potential impact of a situation, and therefore the appropriate level of community participation. The Community Engagement Matrix should be used at the commencement of all projects or reviews of services, and also as part of day to day operations, to ensure that the appropriate engagement is identified and undertaken and included in the Community Engagement Plan. In addition a Community Engagement Plan should be developed for all high impact projects and is recommended for all projects. This plan should be developed as a critical element of the project plan and revised throughout the project as required (refer to the Community Engagement Plan Checklist in Attachment 2). NOTE: Community Engagement activities occur throughout a project and the Engagement Plan should reflect these activities at key stages. The diagram below outlines an example of different engagement levels at different stages of the project over time:
controversy risk effort
Collaborate Involve Consult
Inform Stage 1
Inform Stage 2
Stage 3 Time
ITEM 12.4
Stage 4
PAGE 324 Community Engagement Matrix
ATTACHMENT [2]
The Community Engagement Plan provides guidance and support to ensure that all key elements are considered and addressed early in the project planning stages. The Community Engagement Matrix does not prescribe exactly how the community should be consulted for every project, issue, service or action in Council. This would be an onerous task, given the range of projects and activities. Instead, it identifies different levels of impact that would require certain types of engagement. It is then up to staff to determine the level within which their project, issue, service or action fits and the most appropriate engagement approaches. Overall, the Community Engagement Matrix enables flexibility and recognises that staff have the capacity to judge the potential impact of a situation and the appropriate level of community participation. In addition, staff should ensure that Aldermen are aware of community engagement activities, for high impact projects, prior to occurrence.
Community engagement planning steps Step 1 – Community Engagement Planning Request Form Project Officer completes Community Engagement Request Form via Intranet. Email to communications@devonport.tas.gov.au Communications and Engagement Officer liaise with Project Officer to organise Stakeholder Analysis meeting Step 2 - Purpose and objectives • • • • •
Detail the background to the project or issue including what has happened to date. What is the purpose of the engagement? What are the objectives and desired outcomes? Identify any key issues. Consider any legal or statutory requirements.
Step 3 - Determine who should be involved? • • • •
Identify the stakeholders and community members that should be included. What are the potential impacts? Are there any special groups/needs? How will you ensure fair and equal opportunity to provide input? Complete stakeholder analysis (template included in Toolkit).
Step 4 - Assess level of impact •
Determine the likely level of impact of the project, issue, service or action, using the assessment criteria on page 13.
Step 5 - Determine level and method of community participation •
Determine the desired level of community participation/involvement, eg whether the community needs to be informed or whether they should have the opportunity to be involved in decision making. ITEM 12.4
PAGE 325 Community Engagement Matrix
• •
ATTACHMENT [2]
This will be influenced by the degree of impact and the desired outcomes. Use the guidelines on page 15 to make this decision. Consider legislation or other Council policy requirements.
Step 6 - Determine methods and tools • •
Use the Matrix on page 18 to determine the type of engagement that should occur in relation to the level of impact and the desired community participation. Use the chart outlining the benefits and constraints for each type of engagement (commencing on page 20), to 'fine tune' the selection of specific engagement tasks.
Step 7 - Timeframes and resources • Develop a timeline of the key engagement activities during the project. • Develop an estimated budget required to complete engagement plan. • Determine what skills are required and what resources are available. Step 8 - Feedback and reporting • •
Detail how and when each stakeholder group (participants, community, Council and staff) will receive feedback during the project and the outcomes. Define the outcomes that are expected from the approach and how the final outcomes will be documented and circulated.
Step 9 - Evaluation •
Complete an evaluation summary including - summary of process and key outcomes, provide to participants and publish on website.
Step 1 – Community Engagement Planning Request Form Prior to a stakeholder analysis being completed, Project Managers are required to fill out a Community Engagement Planning Request Form available from the Intranet. The Communications and Engagement Officer will then liaise with the Project Manager to set up a meeting to complete a stakeholder analysis with the Project Team. Step 2 - Project Objectives - What is the purpose? The first step of any engagement plan is to clearly identify the objectives of the engagement. This should also include a summary of the background to the project or issues and what has happened to date. Questions that need to be answered include: • • •
What is the purpose of the community engagement? What questions would you like the engagement activities to answer? What do you want the engagement to achieve?
In addition it is useful to consider at this stage the level of internal commitment. This will include identifying: • •
Who are the decision makers? What is their view on community engagement? ITEM 12.4
PAGE 326 Community Engagement Matrix
• •
ATTACHMENT [2]
Clarification of the scope of decision. Who are the preliminary stakeholders and what are the issues?
Key issues also need to be identified along with any statutory requirements. Step 3 - Stakeholders Step 3 is about learning from the community and stakeholders. This is a critical part of the process and we need to think 'who haven't we heard from' and 'why'? The following activities should be considered in this step. 3.1 Public perception Understand how people perceive the issues surrounding the problem/opportunity to be addressed and decision to be made. Once an initial list of stakeholders is identified it is important to gain an initial understanding of how they may view the decision. This can be conducted by key contact interviews of a range of stakeholders who represent a range of likely views. 3.2 Develop a comprehensive list of stakeholders A stakeholder is defined as those with an interest in or who may be affected by the outcome. There are many ways to identify stakeholders including: •
Draw on in-house knowledge Ask other people/teams who may have run similar projects. Brainstorm with cross section of staff. Discuss at Senior Management Group meeting. Contact the Communication & Engagement Officer in relation to any known lists of interested community members.
•
Review records People who have made previous submissions, attended forums etc. Other lists of people who have expressed interest. Use the Devonport City Council Community Information Directory.
•
Ask the community Call for expressions of interest - public announcements to promote call for interest. Ask key members of the community/groups who they think would be interested.
•
Identify any hard to reach groups.
Groups to be considered (this is a guide) Government departments Residents Disabled Committees
Service providers Property owners Youth Community groups
Businesses Visitors Aged Schools and education
ITEM 12.4
Utilities Not for profit groups Culturally diverse Experts
PAGE 327 Community Engagement Matrix
ATTACHMENT [2]
Other things to consider: • Are there any barriers to involvement or support of the project eg bad experiences, lack of experience? • How will these barriers be addressed? • Are there any cultural considerations? 3.3 Encouraging participation There are many reasons why people do not get involved in engagement activities. We need to ensure that suitable approaches are made to ensure inclusive participation. Some of the reasons for non-participation include: • • • • •
Lack of clarity around the problem/issue to be solved. Poor communication and lack of awareness. Bad experiences. Perception that it will not make a difference. Accessibility - venue, time, holidays etc.
The development of engagement plans should consider the timing and impact of other Council projects to ensure that the community interest is not diminished due to conflicting time demands.
Issues important to stakehold ers Issues that can be addressed in this process
A stakeholder communication plan is required to reach out to these groups and stakeholders. Each stakeholder group may have different communication needs. A single advert in the local newspaper is unlikely to attract all the potentially affected people.
Strategies are needed to: • • • •
Reach them. Inform them. Demonstrate the benefits of being involved. Build relationships.
3.4 Matching stakeholders and issues Using the template overleaf (also included in Toolkit), complete a stakeholder analysis including: • • • • •
Identifying any key issues. Conducting an internal assessment of impact. Identifying key stakeholder groups. Their likely level of concern. Their area of interest. ITEM 12.4
PAGE 328 Community Engagement Matrix
â&#x20AC;˘
ATTACHMENT [2]
Any key contacts.
Having completed the stakeholder analysis it may be necessary to revisit the project objective and issue to be addressed to ensure that this statement is consistent with the problem as identified by the stakeholders. It may also be necessary to confirm what is 'in scope' and what 'is not'. Diagram 1 â&#x20AC;&#x201C; extract from IAP2 module 1 training manual 2006
ITEM 12.4
PAGE 329 Community Engagement Matrix
ATTACHMENT [2]
Stakeholder Analysis
Issue
Internal assessment of level of impact 0=none, 1=low, 2=moderate, 3=high, ?=unknown
Stakeholders Stakeholder Group
ITEM 12.4
Level of Concern 0=none, 1=low, 2=moderate, 3=high, ?=unknown
Area of Interest eg location, area
Key Contacts
PAGE 330 Community Engagement Matrix
ATTACHMENT [2]
Step 4 - Level of Impact Step 4 focusses on determining the level of impact of the proposed project or issue. The Community Engagement Matrix is based on four (4) impact levels, where impact relates to the 'effect of an action or change on the community'. The impact levels are as follows: Level of Impact
Brief Description
Level 1 (High – Devonport)
High level of impact on the whole or a large part of Devonport.
Level 2 (High – Local)
High level of impact of a local nature, eg a local area, specific community or user group.
Level 3 (Lower – Devonport)
Lower level of impact on the whole or a large part of Devonport.
Level 4 (Lower – Local)
Lower level of impact of a local nature, eg a local area, specific community or user group.
These levels are based on the assumption that any project, issue, service or action will have some real or perceived impact on the community. To determine the level of impact, staff will firstly need to determine the community group/s and stakeholders that are affected by the project, issue, service or action. It may be appropriate to involve other Council staff in making these decisions and the approach to involving other staff should be determined early in the process. The criteria that staff should use to determine the level of impact of a project, issue, service or action is provided on the following page. Examples of activities across Council are also provided to assist staff to more accurately make their decision. At any time during a project, issue or action, it may be necessary to reassess the level of impact and vary the engagement approach accordingly, due to a change in the situation or recognition of implications.
ITEM 12.4
PAGE 331 Community Engagement Matrix
ATTACHMENT [2]
Criteria for Determining Level of Impact Use the following criteria to determine the likely level of impact of your project, issue, service or action. Level of Impact
Criteria (one or more of the following)
Examples
Level 1 High Impact Devonport
• High level of real or perceived impact or risk across Devonport • Any significant impact on attributes that are considered to be of high value to the whole of Devonport, such as the natural environment or heritage • Any impact on the health, safety or well being of the Devonport community • Potential high degree of controversy or conflict • Likely high level of interest across Devonport • Potential high impact on State or regional strategies or direction
• Council's Strategic Plan • Devonport Planning Scheme 1984 (Devonport wide) • A change to land categorisation, ie community to operational land • Strategy Plan, eg Youth, Stormwater, Cemeteries • Removal of a facility or service catering across Devonport, eg recreation facility • Provision of a facility, eg skate park, indoor sports centre • Key changes to Devonport wide services, eg Waste Management • Changes to or impact on natural bush land or waterway (where the natural values could be affected)
Level 2 High Impact Local
• High level of real or perceived impact or risk on a local area, small community or user group/s of a specific facility or service • The loss of or significant change to any facility or service to a local community • Potential high degree of controversy or conflict at the local level
• Devonport Planning Scheme 1984 (localised change) • Removal or relocation of a local playground • Change to or loss of valued activity or program, eg local youth activity • Re-development of a sports ground • Proposed removal or development of small park • Local street road closure • Increase or removal of car parking in local shopping centre
Level 3 Lower Impact Devonport
• Lower, although still some real or perceived impact or risk across Devonport • Potential for some controversy or conflict • Potential for some although not significant impact on State or regional strategies or directions
• Improvements to a Devonport wide service, eg Emergency Services • Upgrade of a facility, eg Devonport Aquatic Centre • Changes to Customer Service processes, eg payment of rates • Most changes to fees and charges (unless contentious) • Provision of a community wide event • Review of community needs, eg Annual Survey, recreation needs assessment
Level 4 Lower Impact Local
• Lower level of real or perceived impact or risk on a local area, small community or user group/s of a specific facility or service • Only a small change or improvement to a facility or service at the local level • Low or no risk of controversy or conflict at the local level
• Upgrade of a local playground • Local street or streetscape upgrade • Changes to a local activity program, eg timing or venue/location
ITEM 12.4
PAGE 332 Community Engagement Matrix
ATTACHMENT [2]
Step 5 - Level of Community Participation Having decided on the level of impact, the next step is to determine the level of community participation that is appropriate for the particular project, issue, service or action. Not all 'high impact' projects or issues will require a high level of community involvement or collaboration, although some will. Due to the diversity of activities in Council, staff need to have flexibility in making this decision. It then becomes the responsibility of staff to fully understand the impact of their project or issue on the community and to select the appropriate level of community participation to match the situation. Five (5) levels of community participation have been developed, based on the level of involvement of the community. These levels are based on the IAP2 spectrum and defined below. Level of Participation Inform
Consult
Involve
Collaborate
Empower
Definition
Examples
One way communication providing balance and objective information to assist understanding about something that is going to happen or has happened Two way communication designed to obtain public feedback about ideas on rationale, alternatives and proposals to inform decision making Participatory process designed to help identify issues and views to ensure that concerns and aspirations are understood and considered prior to decision making
Advising the community of a situation or proposal Informing on a decision or direction Providing advice on an issue No response is required, although people are free to seek a further level of participation
Working together to develop understanding of all issues and interests to work out alternatives and identify preferred solutions Empowering the community to develop solutions and implement them
Establishing a structure for involvement in decision making, eg committee Enabling ongoing involvement and keeping informed Allocating responsibility in achieving initiatives
Undertaking market research to identify needs or issues Seeking comment on a proposal, action or issue Seeking feedback on a service or facility Requiring a response, but limited opportunity for dialogue Option for people to seek a further level of participation Involving the community in discussion and debate Ensuring informed input through briefings and information Adopting a more personal and innovative approach through personal contact and meetings/sessions that encourage participation Involving at different times in the planning process, ie keeping informed and enabling further comment
Joint ventures Citizen juries
Note: It should be noted that the 'empower' level on the spectrum has limited application in Local Government as the elected Council are the decision making body. However there may be occasions where non financial empowerment may occur. The likely link between 'level of impact' and 'level of participation' is provided on the following page to assist staff in their assessment. To ensure the appropriate level of community participation, staff also need to consider specific legislative requirements and other relevant Council policies.
ITEM 12.4
PAGE 333 Community Engagement Matrix
ATTACHMENT [2]
Guide for Determining Level of Participation Use the following chart to assist in determining the appropriate level of community participation relative to the likely 'level of impact' of a project, issue, service or action. As highlighted by the chart, more than one level of participation will generally be required. It should be noted that the order of undertaking the different levels of participation will vary with each project. For example, it may be appropriate to seek information before informing the community. For high impact projects or issues that affect the whole of Devonport e.g. Stormwater Strategy, Open Space Strategy, etc engagement activities should be considered to include areas across the LGA. Level of Impact Level 1 High Impact - Devonport
Level 2 High Impact - Local Level 3 Lower Impact - Devonport
Level 4 Lower Impact - Local
Level of Participation Generally Required
The Exceptions
Inform Consult Involve Collaborate
In an emergency situation, it may not be feasible to involve the community or seek information prior to action.
Inform Consult Involve Inform Consult Involve
There will be times when collaboration will be beneficial, eg community involvement in fund raising for a facility.
Inform Consult
There will be times when staff will want to involve program or activity participants in planning or deciding on changes (to achieve a sense of ownership).
A formal collaboration approach may not always be appropriate. This will only be essential where an ongoing involvement and community commitment is sought.
It will not always be necessary to involve the community. For example, a review of needs may only require a survey, particularly if the community has been involved previously.
At times it may be advisable to involve a local community in planning or decision making to avoid the risk of a project or action becoming a greater issue.
ITEM 12.4
PAGE 334 Community Engagement Matrix
ATTACHMENT [2]
Step 6 - Methods and Tools for Engagement Step 6 ensures that appropriate methods and tools are used to engage the community. Use the Matrix on the following page to decide the specific types of engagement that are appropriate for the chosen Impact Level and for the desired level of community participation. In particular: 1. 2. 3.
Select the desired level/s of participation in the left hand column. Move to the appropriate Impact Level column. Be guided by the symbol in that column.
The symbols are intended to have the following meaning: Essential (the task must be undertaken). Desirable (the activity will be considered and selected as appropriate in the development of a flexible and tailored engagement plan). May be Appropriate (task may be appropriate depending on the situation).
Staff will need to use the chart overleaf to identify the most appropriate methods and tools in developing the engagement plan. It should be noted that the plan will vary depending on the nature, complexity and impact of the issue or project and the selection of appropriate tools will vary accordingly. The Matrix is divided into five (5) sections linked to level of participation, ie: • • • • •
Inform Consult Involve Collaborate Empower
Appropriate engagement types/tasks are listed under each level of participation. Symbols have then been allocated firstly for the overall level of participation, ie inform, consult etc, and then for each of the engagement types/tasks. It should be noted that the recommended engagement approach for a 'level of participation' will not necessarily match the specific tasks. For example, if a level of participation such as 'informing' is designated as essential, this does not mean that a specific task will also be essential. Instead it means that 'in general' the level of participation must be undertaken and that one or more of the specific tasks must be selected by staff to achieve this.
ITEM 12.4
PAGE 335 Community Engagement Matrix
ATTACHMENT [2]
Table – Types of Engagement
Type of Engagement INFORM Personal telephone contact In person meeting Written, correspondence, mail outs Fact sheet, brochure Letter box drop Notice/Advert in local paper Notice in newsletter Media release Site display Displays (eg shopping centre) Info sessions/briefings Social media Email – Community Email Register Web site – info/updates Banners/posters/signs CONSULT Suggestion box Telephone survey Written survey Hotline/phone-in Letter/media promotion inviting submissions Public exhibition Interview Focus group session Public meeting Feedback form Online discussion forum INVOLVE Meetings with key stakeholders Meeting with target community groups eg parents, youth, aged, businesses, disabled, CALD Workshop session Site tour/meeting Public art session Community forum/debate Community committees Deliberative polling COLLABORATE Community summit Strategic reference groups Working party/panel/task force Joint Advisory Committees =
Level 1 High Impact Devonport
Level 2 High Impact Local
Level 3 Lower Impact Devonport
Level 4 Lower Impact Local
Essential= Desirable= May be Appropriate
Where there is no symbol, this means that the type of engagement may not be appropriate for the Impact Level.
This list includes the main tools and techniques that Council uses for community engagement. There are many other tools and techniques that can also be considered.
ITEM 12.4
PAGE 336 Community Engagement Matrix
ATTACHMENT [2]
Examples â&#x20AC;&#x201C; Types of Engagement The diagram below demonstrates graphically where different methods and tools may sit on the spectrum taking into account the level of impact/risk and the complexity of the topic or issue.
Empower
High
Collaborate Deliberative polling
Citizen Jury Strategic Reference Groups
Community summit Working party Visioning
Level of impact/risk
Meetings with stakeholders
Involve
Community Committees
Public Art Workshops
Public hearing
Suggestion box
Design workshop
Telephone survey
Feedback forms Paper survey Consult Social media
Community forums
Focus groups Online forum
Charrette
Call for submissions/ exhibition
Info session Media campaign Low
Website
Inform
Letterbox drop
Simple
Fact sheets Email/letters
Topic/information
Adapted from Les Robinson 2002
ITEM 12.4
Complex
PAGE 337 Community Engagement Matrix
ATTACHMENT [2]
Inform The following chart is provided to help staff define their specific approach to engagement, particularly where the Matrix identifies an engagement task as 'desirable' or 'may be appropriate'. The chart provides a brief description of each type of engagement and highlights the benefits and the constraints of the approach. INFORM Type of Engagement
Description
Benefit
Constraint
Personal telephone contact
Informal unstructured information exchange
Limited capacity to discuss issues Opportunity to exchange basic information
Tend to be customer initiated No formal record/tracking of information
In person meeting
Informal/semi formal discussion either one-to-one or in a small group
Tend to be customer initiated Limits the number of people accessing information
Written, correspondence, mail outs
Personally addressed letter informing residents of a project, issue, service or action
Fact sheet, brochure
A leaflet designed to provide information on a particular item
Letter box drop
Mass produced communication to affected people
Notice/Advert in local paper
Paid advertisement in local Newspaper
Capacity to discuss issues and exchange different points of view Opportunity to develop rapport with community All affected people receive the same information Record of communication Generally cost effective Enables presentation of the facts (ensuring an informed community) Potential to create greater interest through appealing presentation All affected people receive the same information Affordable broadcast of information A method of advising all residents
Notice in newsletter
Article in Council or other community newsletter
A method of advising some residents
Media release
News story in the local paper
Creates interest in an issue through local media
Site display
On-site information board describing proposed development/activity Visual and/or auditory information is placed in areas of high public use
Places information in local area which is accessible to affected residents Potential to capture and inform a wide cross section of the community
Info sessions/briefings
Community meetings to provide information on key projects and issues
Can address and inform large numbers of community
Social media
Use of technology and social networks to raise awareness of projects/issues
Email â&#x20AC;&#x201C; Community Email Register
Email informing residents of a project, issue, service or action
Web site â&#x20AC;&#x201C;
Information on Council
Get the message out faster, to large numbers Highlight selected information Cost effective and timely method of contacting residents who have requested being involved Cost effective method
Displays in other locations (eg shopping centre)
ITEM 12.4
Assumes literacy levels of residents
A more costly exercise Assumes literacy levels of residents
Assumes literacy levels of residents May be perceived as 'junk mail' and ignored Assumes interested/affected people will read the paper Depends on circulation of newsletter
Depends on media reporting Risk of misrepresentation Impact of information depends on the quality of the display Dependent on quality of display May be a high cost if display is supported by staff to explain/answer questions Needs to be planned in advance Promotion required to gain attendance and interest Assumes interest
Assumes lists are maintained, accurate and inclusive Not everyone has
PAGE 338 Community Engagement Matrix info/updates
website
Banners/posters/ signs
Signs to raise awareness of events/projects
ATTACHMENT [2] of displaying lots of information over time Provides broad awareness of projects/events
access to internet Can be costly and time consuming to hang etc
Consult CONSULT Type of Engagement
Description
Benefit Easy to implement
Suggestion box
Provision of a place for customers to lodge ideas/feedback
Telephone survey
Individual phone contact to complete a structured interview
Provides data to assess needs/trends Personal approach tends to increase the level of response Capacity to reach a wide range of groups in the community
Written survey
Written structured survey to gather data/information
Provides basis for assessing needs/trends or obtaining feedback on a service Enables broad or targeted input
Hotline/phone-in
Time-limited opportunity for customers to make contact and provide feedback in a semi-structured/informal context Broadcast to community seeking a written presentation of views on a proposal/concept/activity
Capacity to reflect/ expand and clarify points
Media promotion inviting submissions
Public exhibition
The formal exhibition of a plan or document at key locations for a set period of time
Focus group session
Semi-structured interview in a small group (with invited representative participants)
Public meeting
Gathering of large numbers of people to inform them of an issue or enable comment/ input
Feedback form
Forms - mail in or online to
Useful as part of a wider engagement process Broadens potential information source Easy to implement Enables formal comments on issues Demonstrates commitment to resident input Gives all people in the community the opportunity to view and comment on a plan or strategy
Participants explore and build on issues Allows in-depth discussion Broadcast of information to large group Open to anyone who has an interest
Provide input from
ITEM 12.4
Constraint Will lose impact if feedback is not provided on suggestions Can appear tokenistic if used as sole source of engagement Can be costly and time-consuming depending on the sample size Need to limit question options for ease of analysis Excludes people who do not have a telephone Major surveys can result in high 'knock back' (too busy, invasion of personal space etc) Attracts the interested respondents Can be costly depending on sample size Tend to be limited to closed questions for ease of analysis Assumes literacy levels of residents Relies on skilled interviewers Relies on publicity and public interest Limits the opportunity for dialogue/clarification Attracts organised and motivated groups/ individuals (not the silent majority)
Requires a high level of promotion Requires the allocation of additional time to a planning process Requires motivated people to respond May not be representative of all groups
Requires good facilitation and management to ensure information exchange is handled well Risk of control or disruption by interest groups/ individuals Results not
PAGE 339 Community Engagement Matrix
Online discussion forum
ATTACHMENT [2]
gain feedback on options
those unlikely to attend meetings
Online moderated discussion forum at speakupdevonport.com.au
Provides community to debate issues amongst themselves, anonymously
representative, can be skewed. Forms need to be promoted Results not representative, can be skewed. Forums need to be promoted to gain input
Involve INVOLVE Type of Engagement
Description
Benefit
Constraint
Meetings with key stakeholders
Face to face structured/semistructured meeting with a specific group - can be group or individual
Requires a competent and effective facilitator Time consuming and costly May not be representative of all groups
Meeting with target community groups eg parents, school children, youth, aged, businesses, disabled, CALD Workshop session
Link to an existing meeting or formed group to discuss broader community needs or issues
Capacity to draw out and clarify issues of concern Rich source of customer information Opportunity to develop an action that responds to issues Involves people who would normally not have the interest or time Provides rich source of information on needs and issues within the community Can produce a plan or recommended actions or obtain specific feedback on plan or program Enables the involvement of all participants
Opportunity for affected parties to view/visualize issues or proposals Opportunity to clarify concerns and exchange views A positive and creative way to involve people Contributes to community development Results in an art 'product' that can be used to enhance the urban environment Participants become informed of all aspects of an issue Promotes informed thinking Ensures managed debate and discussion, and the recognition that there is more than one side to an argument Structure already in place Effective liaison with the community
Require balanced participation to resolve issues and make recommendations
Site tour/meeting
Structured approach to involving meeting participants in working through an issue and/or developing solutions. Can be selected participants or an open meeting, although generally need to limit numbers to be effective, ie 1030 people Semi-structured or unstructured meeting at place of issue
Public art session
The integration of public art into the engagement process, ie using public art as a tool to encourage people to express their ideas, views and values
Community forum/debate
Organised speakers and debating panels, used to inform and facilitate informed discussion on a topic
Community committees
Established community committees endorsed by Council
Deliberative polling
Measure informed opinion on an issue or topic
Provides robust data if random sample of respondents is used
ITEM 12.4
Requires facilitator who is skilled in relating to different groups and creating an interest in the topic Requires participants to be open minded and represent a diversity of interests Requires a skilled facilitator Requires detailed recording of notes
Resources required for materials Requires a skilled facilitator
Requires organisation in advance. Need to ensure speakers give balanced view
May not be representative Meetings only every 2-3 months Need a large number of participants (250-600) and hence costly Need to inform participants to provide meaningful response
PAGE 340 Community Engagement Matrix
ATTACHMENT [2]
Collaborate COLLABORATE Type of Engagement
Description
Community summit
Large representative community meeting - 500
Strategic reference groups
Formal committees that report to Council on key strategic areas Run by Council and chaired by Aldermen
Working party/panel/task force
Group of people selected to work with Council to complete a task or develop a new service or facility
Joint Advisory Committees
Formal committees run in conjunction with other organisations
Benefit Large representative forum to gain input to help shape strategies and plans Involves community members in providing strategic input into key areas of Council
Opportunity to maximise skills and resources within the community Rich source of skills and abilities to complement the roles undertaken by Council Involves community members in providing strategic input into key areas of Council and other organisations
Constraint Costly and time consuming Need to ensure the broad involvement of interested individuals May not be representative Only meets every few months Requires a skilled chairperson to maximise the contribution of all members
Need to ensure the broad involvement of interested individuals May not be representative Only meets every few months
Step 7 - Timeframes and Resources Consider the following questions and stages in determining the time frames and resources required in Step 7: •
Develop a timeline of the key engagement activities during the project.
Consider key dates of other activities and events that may affect the ability of everyone to participate e.g. school holidays, special occasions, clashes with other major events. Early engagement is recommended for high impact projects. Are there any legislative timeframes that may affect the time frame proposed? Has sufficient time been allowed to promote engagement and encourage participation? •
Develop an estimated budget required to complete engagement plan.
•
Determine what skills are required and what resources are available.
Consider skills of staff and if necessary use external consultants to provide or support the process. If the project is high impact and likely to be controversial, consider the use of an independent facilitator/consultant to ensure a balanced and neutral approach.
ITEM 12.4
PAGE 341 Community Engagement Matrix
controversy risk effort
ATTACHMENT [2]
Collaborate Involve Consult
Inform Stage 1
Inform Stage 2
Stage 3
Stage 4
Time
Step 8 - Feedback and Reporting •
Feedback
Detail how and when each stakeholder group (participants, community, council and staff) will receive feedback during the project and after completion. Ensure that feedback is accessible to all stakeholders. Offer to capture the contact details of all stakeholders and community members that would like to be involved or who participate in the process and maintain this information. Ensure that these contacts are kept up to date with progress at key stages and send details of the Council report and date to all those who participated. This will provide feedback and encourage attendance at Council meetings if required. •
Considered outcomes and reporting
Define the outcomes that are expected from the approach and how the final outcomes will be documented and circulated. What will happen to ensure that the opinions and views of those engaged will be taken into account when the decisions are made? Who will make the final recommendations and decisions and how will these be reported to Council? Step 9 - Evaluation Evaluation is an important part of continuing to develop and improve community engagement processes.
ITEM 12.4
PAGE 342 Community Engagement Matrix
ATTACHMENT [2]
Feedback and monitoring should be encouraged throughout the entirety of the engagement process. The evaluation should focus on both the outcomes and process of community engagement. An evaluation summary should be completed for all major, high impact projects including - summary of project, the process and key outcomes. This summary should be provided to participants and on website. Key Protocols There are a number of Council protocols that need to be taken into consideration when undertaking engagement activities. The protocols for different types of engagement are as follows and are also outlined in the 'how to' sections of the Toolkit: Written Correspondence Written correspondence that refers to Council policy or makes a decision or commitment on behalf of Council must be endorsed by your Manager and Assistant General Manager. All correspondence received by Council from the community or other stakeholders should be responded to within seven (7) working days. Refer to Council Customer Services Policy. Brochures and Leaflets Final copies of all brochures and leaflets should be sent to Communications for reference and recorded in TRIM. All brochures and leaflets must be endorsed by your Manager and in some cases Assistant General Manager. Refer to Devonport City Council style guide for usage of Council logo. Templates for brochures and leaflets are found on the intranet. Letter Box Drop • Aldermen should be made aware of any material that is being distributed within the community. • Any material distributed to the community should be clearly defined, including the logo and design consistent with the Council's image. Media Release •
Refer to Council’s Communication and Media Policy.
Information Displays and Public Exhibitions • Any displays or material should be clearly defined as belonging to Devonport City Council, including the logo and design consistent with Council's image. Community Surveys
ITEM 12.4
PAGE 343 Community Engagement Matrix
ATTACHMENT [2]
• Community surveys that relate to the whole of Devonport or a priority issue should be endorsed by the Assistant General Manager and in some cases the Executive Management Team. • Aldermen should be provided with a copy of community surveys prior to distribution. Hotline/Phone-in •
All hotline/phone-ins must be endorsed by the General Manager.
Community Meetings (public meetings, workshops, targeted meetings) • Aldermen should be made aware of all meetings and workshops that involve the broad community or relate to a project of Council significance. Information is to be distributed in the Friday Aldermen’s Communique. • The Mayor and Aldermen’s diaries should be checked when arranging a relevant meeting/workshop. Meetings and workshops should not clash with Council meetings or key Council events. • A summary of meeting notes should be sent to participants and Aldermen within 10 working days, to maintain the interest and to show a professional approach. Community Committees • Proposals for Community Committees must be reported to Council for endorsement. • Community Committees will have specific Terms of Reference and will be for a specific term. Joint Ventures Any proposal for a joint venture (financial or otherwise) must be reported to Council for endorsement before proceeding. Bulk emails or SMS Bulk emails or SMS messages to community groups must be approved by your Manager prior to sending. Bulk emails from the Community Email Register should be centrally coordinated to avoid conflicting and multiple messages from Council. Online Discussion Forum Online discussion forums using speakupdevonport.com.au must be approved by your Manager. Social Media • Refer to Council Social Media Policy. • Material and questions to inform online engagement are to be sent to Customers and Community Executive Assistant.
ITEM 12.4
PAGE 344 Community Engagement Matrix
ATTACHMENT [2]
Attachment 1 - Community Engagement Plan Checklist Attach this checklist to your project plan.
4. Participation
3. Impact
2. Stakeholders
1. Purpose and Objectives
Project Team
Project Engagement Co-ordinator (Name, Title, Department)
Project Title (Issue, Service or Action) (Title and/or Brief Description)
Project Management How will the project be managed? Is there a project team? Will other staff be involved, and if so, who and how? Purpose and Objectives for the community engagement
Background Brief summary of the project background.
Key Issues Identify any key issues?
Stakeholders List the main community and stakeholder. Complete stakeholder analysis.
Level of Impact Using the Matrix - what is the â&#x20AC;&#x2DC;level of impactâ&#x20AC;&#x2122; of the project, issue, service or action? Tick one.
Level 1 (High - Devonport) Level 2 (High - Local) Level 3 (Lower - Devonport) Level 4 (Lower - Local)
Levels of Community Participation What are the appropriate? - refer to IAP2 spectrum Tick as many as required throughout project.
Informing Consulting Involving Collaborating Partnerships
ITEM 12.4
PAGE 345
8. Evaluation
7. Feedback & Reporting
6. Timetable and Resources
5. Methods and Tools
Community Engagement Matrix
ATTACHMENT [2]
Engagement Methods, Tools Select the most effective techniques to engage target groups at each stage of the project and for each level of participation. See template. Access Plan Ensure needs of groups with special requirements are met - accessibility, language, cultural, hearing, sight requirements etc.
Timeframe Create a timeline of each engagement activity throughout the project.
Costs and Resources What are the estimated costs? What resources do we have? Who will conduct the activities? Feedback How and when will the community, participants, council and staff receive feedback during the project and the outcomes?
Reporting How will the final outcomes be documented and circulated? What are the expected outcomes of the approach?
Evaluation Who was involved, methods used, timeframes, information provided, costs. How will you assess the success of the engagement?
Other
ITEM 12.4
PAGE 346 Community Engagement Matrix
ATTACHMENT [2]
Definitions Definitions for key terms that are used in this Community Engagement Matrix and not previously defined in the document are outlined below: Key Term Acronym
Definition
Community
Includes all the people who live, work, study, own property, conduct private or government business, visit or use the services, facilities and public spaces and places of the Devonport area. The community can be referred to as stakeholders or comprise of stakeholders. A broader term which includes all levels of including the community in decision making. Consultation is one level of engagement. Is a process of community engagement that seeks to inform the community or draw out the views and preferences of the community. These views are used to inform decision makers and should provide a guide to decision making. Generally refers to the exchange of information from Council to the community, and can also include the exchange of information or views from the community to Council. The degree to which a community is affected or serviced by a decision. The degree to which a community is involved in planning or decision making. Where a project, issue, service or action: Relates to all people living or working in Devonport, or Relates to a significant proportion of people, or Has the potential to impact on other facilities or activities within Devonport Where a project, issue, service or action primarily relates to a local community or a group of users of a specific facility or service. International Association of Public Participation www.iap2.org.au A submission is a formal response to a public document made during the public exhibition period.
Engagement Consultation
Communication Level of Impact Community Participation Devonport (Impact Level)
Local (Impact Level) IAP2 Submission
IAP2 Public Participation Spectrum Inform Community engagement objective
Promise to the community
Example techniques
Consult
Involve
Collaborate
Empower
To provide the To obtain public To work directly with To partner with the To place the final community with feedback on analysis the community community in each decision making in balanced and and/or decisions throughout the aspect of the the hands of the objective information process to ensure decision including community to assist them in that concerns and the development of understanding the aspirations are alternatives and problem, understood and identification of the opportunities and considered preferred solution solutions We will keep you We will keep you We will work with you We will look to you We will implement informed informed, listen to to ensure that your for advice and what you decide and acknowledge concerns are innovation in concerns and aspirations are formulating solutions aspirations, and directly reflected in and incorporate your provide feedback on the alternatives advice and developed and recommendations provide feedback on into the decisions to how community the maximum extent input influenced the possible decision Fact sheets Public comment Workshops Citizen advisory Citizen juries Web sites Focus groups Deliberative polling committees Joint Ventures Info sessions Surveys Consensus building Ballots Public meetings Delegated decisions
Adapted from Community Engagement Matrix Warringah Council 2010
ITEM 12.4
PAGE 347 Report to Council Meeting on 20 August 2012 12.5 Memorandum of Unders tanding - T as mani an Communi ty R es ourc es
12.5
MEMORANDUM OF UNDERSTANDING - TASMANIAN COMMUNITY RESOURCES File: 23456 D275990
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.1.4 Develop and maintain partnerships and advocate for improved service provision, funding and infrastructure Strategy 1.2.1
Support the conservation and maintenance of biodiversity corridors including coastal landscapes and preserve areas of remnant vegetation
PURPOSE To consider entering into a Memorandum of Understanding with Tasmanian Community Resources Inc (TCR), formerly Mersey Natural Resource Management Inc.
BACKGROUND
Since 2000 Council has partnered with TCR to improve natural resource management outcomes across Devonport. Council increased its annual contribution to the organisation from $14,000 to $25,000 in September 2008 (vide Res No 285/08). The proposed Memorandum of Understanding outlines the collaborative arrangements between Council and TCR for 2012-13 in recognition of Council’s annual contribution.
COMMENTARY Under the Memorandum of Understanding TCR will provide on-ground works support, expert advice, and training to community members in conservation and land management. TCR shall also promote Council’s support on their web site, in their Annual Report, letterhead and promotional flyers, as well as in displays at community events. Council’s responsibilities include providing a range of community and Council on-ground projects, promoting TCR’s aims and services to the community and advising of any relevant protocols prior to completing any works. Council also provides an officer on the TCR Board. Specific on-ground projects to be delivered by TCR for Devonport City Council are outlined in Schedule A of the Memorandum of Understanding. Priority works include: Works Depot bush land feral tree removal and weed control; Don River willow removal (private property – requires permission); Don Reserve feral trees and weed control; 23 Durkins Road weed control; Kelcey Tier Greenbelt weed control; and Spreyton Racecourse weed control (liaison required with lessee). The Memorandum of Understanding covers the period of 1 July 2012 to 30 June 2013. Prior to 31 March 2013 the MOU will be reviewed by both parties, as to how it has met its objectives and if both parties are satisfied be extended for a mutually agreed period. ITEM 12.5
PAGE 348 Report to Council Meeting on 20 August 2012
FINANCIAL IMPLICATIONS
Councilâ&#x20AC;&#x2122;s annual contribution to TCR of $25,000 has been allocated in the 2012/13 budget.
RISK IMPLICATIONS
Assets, Property and Infrastructure Inappropriate use of plant and equipment by TCR staff and volunteers or illegal access to private property/leased property to undertake specified works is deemed to be a low risk. TCR to ensure all staff and volunteers undertaking on-ground works receive appropriate training and certification where required. Council to ensure permission obtained on private property and leased properties prior to undertaking works. Professional Indemnity/Public Liability Injury to TCR staff and volunteers while undertaking on-ground works on Council land is deemed to be moderate. TCR to follow their organisationâ&#x20AC;&#x2122;s risk management policies and ensure public liability insurance is current.
CONCLUSION The signing of a Memorandum of Understanding with Tasmanian Community Resources Inc will improve accountability and collaboration between Council and TCR on natural resource management outcomes.
ATTACHMENTS 1.
Memorandum of Understanding - Tasmanian Community Resources Recommendati on
RECOMMENDATION That Council enter into a Memorandum of Understanding with Tasmanian Community Resources Inc.
ITEM 12.5
PAGE 349 Memorandum of Understanding - Tasmanian Community Resources
ATTACHMENT [1]
MEMORANDUM OF UNDERSTANDING
Tasmania Community Resources Inc. (TCR) and Devonport City Council (DCC) July 2012- June 2013
ITEM 12.5
PAGE 350 Memorandum of Understanding - Tasmanian Community Resources
ATTACHMENT [1]
MEMORANDUM OF UNDERSTANDING Tasmania Community Resources Inc. (TCR) and Devonport City Council (DCC)
1.
The Intent of the Memorandum of Understanding (MOU)
The intent of this MOU is to cover the collaborative arrangements between TCR and the DCC engaging Work Experience (WE)/Early School Leaver (ESL)/Unemployed (UE) participants and TCR employees to undertake a series of Council and Community Projects identified by both parties from July 2012 until June 2013 in recognition of the annual contribution of $25000 exclusive of GST made by DCC in July 2011.
2.
Objectives and scope
This collaboration is to work together to enable council and community projects that may not have otherwise been undertaken or may have incurred stakeholder’s additional expense in order to:Build community capacity and a ‘We Can!’ approach in undertaking identified community projects using WE/ESL/UE participants, Develop skills, self-esteem, capacity and capabilities of participants that may not necessarily have been achieved without ‘hands-on’ experience, Aid in the continuance of TCR’s social enterprise where community’s are prepared and capable of helping themselves through appropriate guidance, training and resource support to improve resourcefulness, sense of purpose and pride in approach, attitude and application on any community project undertaken, Ensure the effective delivery of ‘Taxpayer’ funded employment initiatives for participants on community supported projects, Allow participants to fulfil practical and theory requirements of the Cert II Conservation and Land Management Course, recognising that some participants gain more knowledge from ‘action’ learning than ‘theory based.’ Utilise TCR’s capacity and capability as an on-ground natural resource management provider to undertake works identified by council. This partnership is an innovative sub-regional initiative, which is unique in Tasmania and allows TCR to undertake a variety of beneficial council and community projects and activities under a social enterprise model. Social enterprises are organisations that: 1. Are led by an economic, social, cultural, or environmental mission consistent with a public or community benefit; 2. Trade to fulfil their mission; ITEM 12.5
PAGE 351 Memorandum of Understanding - Tasmanian Community Resources
ATTACHMENT [1]
3. Derive a substantial portion of their income from trade; and 4. Re-invest the majority of their profit/surplus in the fulfilment of their mission Also unique are the outcomes achieved by this partnership in terms of: 1. Level of leverage on funds invested by the councils into the partnership, 2. Resources and capability available to the councils/community such as: Plant and equipment pool, Labour pool, Knowledge, experience, networks and systems
3. What type of on-ground works can TCR undertake? Weed spraying, cut and paint, weed removal/brush cutting Feral tree removal incorporating portable sawmilling to recover timber and reduce carbon emissions as an alternative to burning Fencing â&#x20AC;&#x201C; wire and paling types Installing paths, boardwalks, lead-ins, walkways etc Constructing potato bins, pallets, outdoor tables & seats Drainage maintenance/erosion controls, Flood mitigation, willow removal, general clean ups, tree planting, seed collection, chainsaw training/operation, slashing In addition to the above the TCR provides advice, planning and supervision to landowners and community groups on NRM approaches to water, soil, tree, estuary, weed and plant management. Endeavourâ&#x20AC;&#x2122;s wherever possible to place work experience/training participants into full or part-time employment through our business networks.
4. Nature of Collaboration The arrangements agreed upon are outlined below. Tasmania Community Resources Inc. will undertake the following:4.1 Resource Acquirer TCR has some legal status attributes that allow it to attract resources either in the form of funds or other resources including labour to the sub-region that would not be available to Councils in their own right such as:i. Not for profit community based organisation. ii.Deductible gift recipient status iii. Incorporated association iv. Social enterprise status 4.2 Resource Pool TCR owns, maintains and seeks to continually expand a resource pool of: Plant and equipment Insurances, both public/product indemnity, contract works and workers compensation. Specialist skills, experience and associated licenses
ITEM 12.5
PAGE 352 Memorandum of Understanding - Tasmanian Community Resources
ATTACHMENT [1]
Business equipment and associated infrastructure Labour pool through both paid staff and participants allocated through Federal Government work experience type programs Contracting staff with appropriate licences Training accreditation This stand alone pool of resources in terms of systems, personnel, experience and equipment could not be economically justified if owned and maintained by councils in their own right. Yet TCR can respond to a council’s needs typically in less than a day if required. 4.3 Facilitator/specialist advice provision. Another key service that TCR provides community groups and the general public is assisting in writing grant applications, accessing specialist advice, or acting as the sponsor organisation for groups who do not have the legal status or financial control systems to manage such grants. TCR also provides advice on specific issues such as chemical application or taps into its established networks for such advice. Over the past decade TCR has developed substantial experience in a range of areas and an overview of these activities and where they fit into delivering community social and environmental outcomes. 4.4 Knowledge and Network Broker TCR’s long term involvement in a diversity of activities across national and state programs including labour market, environmental, community development and training has enabled the organisation to develop an extensive network and continually receives information, reports, publications and other forms of updates on a wide variety of topics other than natural resource management. The information TCR receives and provides varies from weed control advice, grant and program availability, vegetation advice, appropriate project management techniques, river works, employment generation opportunities, business systems, contact information or access to library resources held by TCR. 4.5 Implementer TCR is a ‘one-stop-shop’ for undertaking on-ground works ranging from chainsaw operation and tree falling/removal, weed removal, weed spraying, construction of paths, walkways, beach access points, fencing, tree planting, timber production, earthworks, construction of outdoor furniture etc. These works are undertaken on either a:Commercial ‘fee for service’ basis Training exercise using unemployed/ other work experience type labour, or a Mixture of the two This is the role/task for which TCR is most recognised and the area that has “top of the mind” awareness for those who know of the organisation.
ITEM 12.5
PAGE 353 Memorandum of Understanding - Tasmanian Community Resources
ATTACHMENT [1]
This role, depending on the circumstances, is either undertaken on a commercial basis, or by supplying the service as a community resource at minimal or no charge or a mixture of the two. The one-stop-shop approach for undertaking on-ground works is made possible by a combination of the resources pool, both equipment and labour, and the knowledge and experience and systems developed in the organisation over the past decade. 4.6 Social enterprise The commercial operations assist TCR meets its fixed costs, maintain resources as a community asset, provide employment and add value to the community through improved environmental benefits that result from our involvement.
4.7 Training TCR has provided training and accreditation on an ongoing basis since 2001 both in its own right and in conjunction with a variety of other organisations such ORS Group Training and Greening Australia. Training has typically been in the practical skill areas such as plant and equipment/chainsaw operation etc. Training is offered both internally within the organisation as part of the Cert II Conservation and Land Management Course and also to outside participants. Outside participants have typically been trained on a commercial fee basis. The exception has been community group members that often receive pro bono training by fitting them into an existing course. 4.8 Promotion and Publicity Devonport City Council’s collaborative arrangement will be recognised on TCR’s web site, Annual Report and promotional flyers. Include Council logo on TCR letterhead and acknowledge support at workshops, facilitation/information sessions, displays conducted with community groups and council stakeholders. Devonport City Council will:Provide community/council projects for inclusion in TCR’s works program and listed in Schedule A of the MOU as an integral collaboration in achieving social, environmental and natural resource management outcomes in accordance with council’s strategic plan. Promote TCR’s aims, objectives and services to Council stakeholders and community groups. Advise TCR of any council protocols, procedures, policies, inductions etc required prior to undertaking a project.
5. Specific administrative/financial/feedback/reporting arrangements The following specific arrangements are committed to: ITEM 12.5
PAGE 354 Memorandum of Understanding - Tasmanian Community Resources
ATTACHMENT [1]
Reporting – Ensure parties to the MOU have explicit knowledge and understanding of their respective reporting responsibilities. Insurances – Ensure existing policies recognise intentions of the MOU including public liability, professional indemnity, Industrial special risk etc as required by OH&S, WorkSafe Tasmania, Local Government Act 1993 and other regulations.
TCR will provide a written report of on-ground and other activities undertaken in the Devonport municipality, including those project items listed in Schedule A, at the end of the term.
6. Timeframe This MOU will cover the period of 1 July 2012 to 30 June 2013. Prior to 31 March 2013 the MOU will be reviewed by both parties, as to how it has met its objectives and if both parties are satisfied be extended for a mutually agreed period. 7. Risks The following risks and strategies to manage them have been identified: Tenancy/Access/Plant and Equipment arrangements – Ensure parties to the MOU have explicit knowledge and understanding of their respective roles, rights and responsibilities.
8. Terms and conditions
TCR must ensure that its employees do not represent themselves as being employees, partners or agents of DCC and vice versa. This MOU is not intended to create a formal partnership or joint venture between the parties. DCC is not, by virtue of this MOU, to be deemed to be an employee, partner or agent of TCR, and vice versa. Other terms and conditions may be added where the nature, scope, risks and scale of the collaboration indicate that this is appropriate and with mutual consent.
Signed on behalf of the parties by;
A W Ford CEO Tasmania Community Resources Inc.
I McCallum General Manager Devonport City Council
Date:
Date:
ITEM 12.5
PAGE 355 Memorandum of Understanding - Tasmanian Community Resources
ATTACHMENT [1]
SCHEDULE A – Devonport City Council Projects 2012/13 Priority Projects: Works Depot bush land feral tree removal and weed control Don River willow removal (private property – requires permission) Don Reserve feral trees and weed control 23 Durkins Road weed control Kelcey Tier Greenbelt weed control Spreyton Racecourse weed control (liaison required with lessee)
The following projects require permission from Crown Land Services and should any other priority projects arise during the year on Council owned land, these are to take precedence. East Devonport Foreshore weed control – mostly sea spurge Figure of Eight Creek estuary weed control Waverley Road feral tree removal and weed control Bishton’s Creek weed and willow control (current area and beyond) Block of land between Spreyton Primary school and the Transfer Station weed control The former school site at Aberdeen possible tree removal and weed control (part Crown part Council owned)
ITEM 12.5
PAGE 356 Report to Council Meeting on 20 August 2012 12.6 Ec onomic D evelopment and Events Sponsors hip - Tour of T as mani a
12.6
ECONOMIC DEVELOPMENT AND EVENTS SPONSORSHIP - TOUR OF TASMANIA File: 27366 D276126
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.7.3
Attract and promote equitable distribution and sharing of financial and other resources throughout the community
Purpose To consider Caribou Publication’s application for Economic Development and Events Sponsorship for the 2012 Tour of Tasmania cycling event.
BACKGROUND
Caribou Publications have submitted an application under the 2013 Economic Development and Events Sponsorship grants. Applications are usually assessed by the Financial Assistance to Community Organisation Working Group and considered by Council at the September meeting. Given the 2012 event is to be held 2-7 October, early consideration of the request is required.
COMMENTARY The Tour of Tasmania is a six-day state-wide cycling event. Teams of riders cover 550.8km over nine stages, with Devonport hosting the final stage of the race, providing the opportunity for the local community to experience an elite sporting event. The race brings 140 competitors including international riders to Devonport, and up to 1000 spectators, plus over 110 people as race officials and support crews. It is expected that all riders and crews will stay at least three nights in Devonport. Based on a rate spent of $190/night for overnight stays (calculated on Tasmanian State benchmarking formula for the tourism sector), it is estimated that these visitors inject $142,500 into the local economy. The Devonport stage will feature on the program Cycling Central, which airs on SBS on Sunday evenings and has a highlights package on each tour showcasing Devonport’s attractions. Along with standard media promotions, the Tour will be promoted on the world's largest cycling website, the London-based cyclingnews.com, which attracts 300,000 hits per day. Caterpillar Underground Mining is the event’s major sponsor. Events Tasmania supports the tour, while local sponsors include the Goodstone Group and Derrico Cycles.
FINANCIAL IMPLICATIONS Caribou Publications have requested sponsorship of $13,000 for the 2012 event, increasing annually by $1,000 over the following two years. Council has sponsored the race since 2008 with the following cash amounts. 2011/12 2010/11 2009/10
$12,000 $10,000 $ 7,500 ITEM 12.6
PAGE 357 Report to Council Meeting on 20 August 2012
2008/09
$ 7,500
In addition, in kind support in the form of road closures, signage and staff liaison has decreased annually since 2008/09 from approximately $1800 to $913 in 2011/12. Given that event management will transfer from Caribou Publications to Cycling Australia as of 1 January 2013 due to semi-retirement of Caribouâ&#x20AC;&#x2122;s director, the Financial Assistance to Community Organisations Working Group recommends that one year of assistance be granted. The Group further recommends that the level of support not increase from previous years. The balance of the Community Small Grants and Economic Development and Events Sponsorship 2012/13 budget is $54,500. Granting $12,000 towards the Tour of Tasmania will leave a balance of $42,500.
RISK IMPLICATIONS
Environmental/Public Health Low Risk. The event organiser must obtain and comply with all relevant Council permit regulations and apply for appropriate approvals, including Temporary Occupancy Certificate, Place of Assembly licence, road closures, outdoor advertising and/or other health and safety requirements. Professional Indemnity/Public Liability Low risk. The event organiser must indemnify Council for the event and provide a copy of S10,000,000 public liability insurance.
CONCLUSION
The Financial Assistance to Community Organisations Working Group seeks to improve consistency and equity in the distribution of funds to community organisations across the municipality. The group recommends to Council that only one year of sponsorship be granted with no increase. Should Council support the event Caribou Publications are required to sign an agreement which specifies the terms and conditions of funding.
ATTACHMENTS Nil Recommendati on
RECOMMENDATION That Council provide Economic Development and Events Sponsorship of $12,000 in 2012/13 to Caribou Publications to deliver the Tour of Tasmania.
ITEM 12.6
PAGE 358 Report to Council Meeting on 20 August 2012 Tec hnic al and Fi nanc e R eports
13.0
TECHNICAL AND FINANCE REPORTS
13.1 Finance Repor t for J ul y 2012
13.1
FINANCE REPORT FOR JULY 2012 File: 26544 D275396
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.
BACKGROUND Monthly financial reports are provided to Council for information.
COMMENTARY The attached report provides an overview of Council’s financial position as of 31 July 2012. Additional information has been provided for the new financial year regarding Councils capital expenditure to further enhance the reporting from what was provided in the previous year. Included in the report are the following: Financial Summary – The summary 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 – The 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 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 – Provides a snapshot of Council’s financial position at the end of the reporting period. Capital Expenditure Report – Lists 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.
FINANCIAL IMPLICATIONS
There are no financial implications arising from the presentation of this report. The report is provided for the information of Aldermen.
ITEM 13.1
PAGE 359 Report to Council Meeting on 20 August 2012
RISK IMPLICATIONS
It is believed there are no risks associated with this report.
CONCLUSION
The following report provides an overview of councilâ&#x20AC;&#x2122;s operating result and financial position at the end of the reporting period.
ATTACHMENTS 1.
Capital Expenditure Report as at 31 July 2012 Recommendati on
RECOMMENDATION That the Finance Report for July 2012 be noted.
ITEM 13.1
PAGE 360 Report to Council Meeting on 20 August 2012
FINANCIAL SUMMARY
YTD to July 2012
Operating Summary
YTD Budget
Actual
Revenue Expenditure
25,307,000 2,912,916
25,295,828 2,679,987
Operating Position
22,394,084
22,615,842
Capital Expenditure Summary
Annual Budget
Capital Expenditure
Actual
21,738,573
133,570
Annual Budget 33,913,596 34,773,596 (860,000)
Current Forecast 34,023,407 34,773,596 (750,189)
Current Forecast 21,738,573
Cash Information
Operating Account (Reconciled balance) Interest-Earning Deposits
July 2012
June 2012
1,038,413 11,503,383
(208,778) 11,607,593
12,541,796
11,398,815
Debtor Information July 2012 Rates Debtors Infringement Debtors Sundry Debtors Planning & Health Debtors
June 2012
22,608,319 118,543 181,931 27,705
486,205 112,566 674,901 3,602
22,936,498
1,277,274
Rates Debtors Ageing 2012/2013 - Current 2011/2012 - 1 Year 2010/2011 - 2 Years 2009/2010 - 3 Years 2008/2009 - Older
July 2012 22,034,892 429,155 47,537 16,314 80,421
% of Annual Rates 89.6%
22,608,319
Cash Investment Information
ANZ Cash Deposits CBA Cash Deposits
Rate
July 2012
4.85% 3.75%
8,998,656 2,504,726
All cash investments are invested in compliance with Council's Investment Policy.
11,503,382
Commentary This report provides a high level summary of operational income and expenditure, capital expenditure and the cash and receivables position as at the date of the report. The current forecast is updated on a monthly basis to reflect anticipated changes to revenue, expenditure and net operating position. As at 31 July 2012, the forecast for both income and expenditure is expected to exceed budget, resulting in an operating deficit of $750K. This is an improvement of $110K from the original budget result. The interest-earning deposits balance includes $2.5M of grant funds received in advance for the aquatic centre redevelopment plus $1.07M FAG grants in advance for the 2013 financial year.
ITEM 13.1
PAGE 361 Report to Council Meeting on 20 August 2012
SUMMARISED OPERATING REPORT YTD Budget
YTD to July 2012 YTD Variance $ %
Actual
Full Budget 2012
INCOME
Note
Rates and Service Charges Fees and User Charges Grants - Operating Contributions - Operating
24,593,144
24,590,214
(2,930)
0.0%
24,708,288
514,202
501,359
(12,842)
-2.5%
5,749,232
4,000
4,000
-
0.0%
1,262,000
5,000
100
(4,900)
-98.0%
60,000
Investment Revenue
25,139
35,063
9,924
39.5%
1,524,518
Other Revenue
49,538
165,092
115,554
233.3%
609,558
25,191,023
25,295,828
104,806
0.4%
33,913,596
TOTAL INCOME
O O O
1 1 2 3
EXPENSES Employee Benefits Materials and Services Depreciation Financial Costs Levies & Taxes
978,842
975,552
3,290
0.3%
11,824,808
1,193,480
837,197
356,284
29.9%
11,281,712
718,150
733,284
(15,134)
-2.1%
8,617,800
7,917
106,247
(98,330) -1242.1%
651,000
12,416
(12,416) #DIV/0!
2,755,464
-
Other Expenses
100,481
107,029
(6,547)
-6.5%
Internal Charges and Recoveries
(88,205)
(91,738)
3,533
-4.0%
(1,058,464)
TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT)
701,276
2,910,666
2,679,987
230,679
7.9%
34,773,596
22,280,357
22,615,842
335,485
1.5%
(860,000)
Own Source Revenue:
100.0%
100.0%
O O O
4 5 6
96.1%
Indicator: Variance less than 10% within acceptable limits Variance greater than 10% - needs explanation
O
Note Commentary 1 Variance Ytd is minor in total dollars. No investigations deemed necessary. 2 Higher balance of funds on interest bearing deposit than anticipated has resulted in greater than expected interest returns. 3 $109K income received from the State Government to reimburse costs associated with 2011 flood damage. Adjustment made in forecast to reflect this. 4 Timing of actual v budget. Traditionally materials expenditure is lower at the beginning of the year and catches up towards the end. Variance is in Council's favour, and will be monitored closely as the year continues. 5 Timing of actual v budget. Loan repayment scheduled for August was processed in July, including related interest cost. Variance will correct by the end of August. 6 Timing of actual v budget. Rates for Maritime Museum booked in July, but budget was for August. Variance will correct by end of August
ITEM 13.1
PAGE 362 Report to Council Meeting on 20 August 2012
ITEM 13.1
PAGE 363 Report to Council Meeting on 20 August 2012
BALANCE SHEET REPORT
As at July 2012 31 Jul 2012
30 Jun 2012
1,038,413 320,779 11,503,383 22,608,319 118,543 181,931 27,705 260,028 10,238 221,201 36,290,539
(208,778) 320,779 11,607,593 486,205 112,566 674,901 3,602 260,028 147,645 105,094 174,900 13,684,534
Current Assets Cash at Bank and On Hand Trust Deposits Cash Investments Receivables - Rates and Utility Charges Receivables - Infringements Receivables - Sundry Receivables - Planning & Health Loans Receivable - Current Accrued Revenue Prepayments Net GST Receivable
Non Current Assets Loans Receivable - Non-Current Dulverton Regional Waste Management Authority Cradle Mountain Water Property, Plant & Equipment Accumulated Depreciation - PP&E Capital Work in Progress
Total Assets
2,056,369 76,754,644 526,679,264 (206,749,622) 11,978,832 410,719,486
2,056,369 76,754,644 526,992,060 (206,513,406) 12,425,409 411,715,075
447,010,026
425,399,609
1,645,957 230,001 327,825 948,370 1,227,875 965,160 5,345,189
377,622 2,066,879 376,097 948,370 1,158,595 921,453 5,849,014
7,515,543 525,187 8,040,730
7,584,904 525,187 8,110,091
13,385,919
13,959,105
433,624,107
411,440,504
Current Liabilities Trade Creditors Accruals Trust Liability Loans - Current Annual Leave Long Service Leave - Current
Non Current Liabilities Loans - Non-Current Long Service Leave - Non-Current
Total Liabilities Net Assets Equity Asset Revaluation Reserve Asset Revaluation Reserve - Associates Other Reserves Accumulated Surplus Operating Surplus / (Deficit) Capital Surplus / (Deficit)
231,726,880 1,133,672 357,739 178,221,941 22,615,842 (431,967)
Total Equity
433,624,107
ITEM 13.1
231,726,880 1,133,672 357,739 174,022,985 918,730 3,280,498
411,440,504
PAGE 364 Capital Expenditure Report as at 31 July 2012
ATTACHMENT [1]
Capital Expenditure Report As at 31 July 2012
Prior Budget 2013 Budget excl CF Prior Actual incl CF 2013 Actual 2013 Forecast $
$
$
$
$
Commentary
Open Space & Recreation
CP0009 CP0021 CB0019 CP0020
Open Space Management Plans
CP0029
Mersey River Foreshore works
CP0037
Cycling Network Strategy Action Plan Year 2 - Miandetta Link at Formby Rd Devonport Oval - Scoreboard replacement Mersey Bluff Car Park Extension
CP0038 CP0039 CP0040 CP0041 CP0042 CP0043 CP0045 CP0046 CP0047 CP0048 CP0049 CP0050 CP0051 CP0052 CP0053 CP0054 CP0055 CP0056 CP0057 CP0058 CP0059 CP0060 CP0061 CP0062 CP0063
45,000
11,197
35,000
775,000
886,606
10,275,000
20,000
13,660
50,000
-
50,000
-
-
200,000
-
200,000
11,100
18,247
97,900
3,564
97,900
75,000
178
75,000
140,000
780
140,000
120,000
229
120,000
49,000
476
49,000
200,000
10,349
200,000
Clayton Drive CNBC Repatriation Project
82,000
11,115
82,000
Madden Street Park Surface Restoration
42,000
101
42,000
Reg Hope Park Fence & Seating (Julie Burgess)
11,000
20
11,000
EDRC - Entry doors
14,400
28
14,400
Meercroft Park toilets/chang room
10,000
Barbecue replacement
18,000
34
18,000
Walking Track Remediation - renewal program
60,000
200
60,000
Victoria Parade Replace Sprinkler Heads Program
14,700
5,732
14,700
Vietnam veterans Wall Reconstruction
26,000
155
26,000
Park Furniture Replacement Program
10,000
-
10,000
9,000
-
Aquatic Centre - Indoor Facility Stage 2 Signage Strategy Implementation - Year 2 Kempling St Land
Lovett St Soccer ground No 1 irrigation Mersey Vale Master Plan works 12/13
Aiken Head Point Walkway Replace Lighting Litter Bin Program 12/13
31,500
Byard Park Toilet/Changeroom
10,000
14,989
-
60 -
35,000 10,275,000
10,000
9,000 31,500 10,000
Aquatic Centre - Concrete walkway replacement
250,900
480
250,900
Devonport Oval - Cricket Club Amenities Renewal
81,800
156
81,800
Devonport Oval - Visitors change room showers
8,500
-
8,500
Maidstone Park - Upgrade timber seating replacement western side 11,000
139
11,000
Spreyton Netball Courts - resurface, S/W
204,800
412
204,800
Devonport Rec Centre - Security
120,000
229
120,000
5,000
20
SLST Report Signage Maidstone Park - Power supply upgrade
Total Open Space & Recreation
10,840 851,100
929,710
12,273,340
49,448
ITEM 13.1
5,000 10,840 12,273,340
PAGE 365 Capital Expenditure Report as at 31 July 2012
ATTACHMENT [1]
Capital Expenditure Report As at 31 July 2012
Prior Budget 2013 Budget excl CF Prior Actual incl CF 2013 Actual 2013 Forecast $
$
$
$
$
Buildings
CB0016 CB0024 CB0025 CB0028 CB0029 CB0030 CB0031 CB0032 CB0033 CB0034 CB0035 CB0036 CB0037 CB0038 CB0039 CB0040
Maritime Museum Enhancement Project
1,018,056 1,812,618
1,371,550 1,840,606
976,500
44,742
44,742
255,258
-
255,258
Acquisition of Crown Land
20,000
-
20,000
Art Gallery - kitchen upgrade
10,000
-
Art Storage Facility (Racking)
148,000
Julie Burgess project Bluff Restaurant Fit out
-
779 5,077
299
976,500 -
10,000 148,000
Maritime Museum - Display Boxes
50,000
Melrose Hall - Exterior wall clad
22,000
42
Spreyton Hall - Exterior wall clad
15,200
29
15,200
150,000
1,067
150,000
Mersey Bluff caravan park DECC - Laneway
5,100
-
35
50,000 22,000
5,100
Tiagarra - toilet access ramps
10,000
-
10,000
Automatic gate and security upgrade for Operations Centre
64,300
123
64,300
Wenvoe Street Carpark - Building demolition
95,000
217
95,000
WTS Access Road gravel preparation, 2 coat seal & Drainage
22,000
42
22,000
WTS Cover over oil store
11,600
Total Buildings
2,875,416
3,256,897
1,854,958
7,710
11,600 1,854,958
Stormwater
CS0006 CS0007 CS0008 CS0009 CS0010 CS0011 CS0012 CS0013 CS0014 CS0015
Tugrah Road K&D
-
Manhole Lid Replacement 12/13
-
-
25,000
48
25,000
Torquay Road - Table Drain & Pavement upgrade
130,000
304
130,000
Tasman St Easement Drainage
100,000
226
100,000
Pit Replacement 12/13
50,000
96
50,000
Minor Stormwater Works 12/13
30,000
640
30,000
SW Outfall Risk Improvement & Renewal 12/13
20,000
38
20,000
Turton Street SW pipe installation
80,000
153
80,000
Waverley Rd SW drainage
33,000
63
33,000
137,000
588
137,000
605,000
2,156
605,000
William St SW Catchment Upgrade - Stage 2
Total Stormwater
-
-
ITEM 13.1
PAGE 366 Capital Expenditure Report as at 31 July 2012
ATTACHMENT [1]
Capital Expenditure Report As at 31 July 2012
Prior Budget 2013 Budget excl CF Prior Actual incl CF 2013 Actual 2013 Forecast $
$
$
$
$
James & North Fenton K&C
70,000
21,976
200,000
108,768
200,000
Sheffiled Road K&C stage 7 & 8
41,747
50,405
475,000
2,889
475,000
25,000
48
25,000
Re-seal programme 12/13
600,000
4,786
600,000
Street Light Provision 12/13
20,000
38
20,000
Footpath Minor Renewal in Road Reserve 12/13
25,000
48
25,000
Stewart Street - near school crossing pavement rehabilitation
10,000
Transport
CT0004 CT0032 CT0037 CT0038 CT0039 CT0040 CT0041 CT0042 CT0043 CT0044 CT0045 CT0046 CT0047 CT0048 CT0049 CT0050 CT0051 CT0052 CT0053 CT0054 CT0055 CT0056 CT0057 CT0058 CT0059 CT0060 CT0061 CT0062 CT0063 CT0064 CT0065 CT0066 CT0067 CT0068 CT0069 CT0070 CT0071 CT0072 CT0073 CT0074
Road Network Minor Works 12/13
Saleyards Road Pavement Reconstruction Stephen Street Renewal - Wright to Tarleton
-
126,000
241
10,000 126,000
90,000
555
90,000
Edward Street Renewal (including Stewart Junction)
215,000
467
215,000
Rooke Street - Oldaker to Best pavement & kerb essential renewal Additonal SW Upgrade req'd William - Valley intersection reconstruction
195,000
373
195,000
285,000
682
285,000
Harold - Hiller Intersection reconstruction
20,000
81
20,000
David Street K&C replacement - # 45 to 47, # 63 to 65
45,000
86
45,000
John Street Pavement Rehabilitation Wright St to Tarleton St
175,000
683
175,000
Madden Place Reconstruction
110,000
266
110,000
Nicholls St/Ronald to William
431,000
884
431,000
William Street pavement reconstruction - James to Nicholls
250,000
478
250,000
Pedestrian Network Strategy (2012) Action Plan Implementation
15,000
414
15,000
Road Traffic Devices Minor Works 12/13
25,000
3,645
25,000
100,000
191
100,000
15,000
29
15,000
Bellamy Road Safety Improvements
63,000
120
63,000
Lillico Road reconstruction & widening (south of Railway Line)
80,000
851
80,000
111,000
626
111,000
12/13 Devonport Road Network Strategy (2009) Action Plan Implementation Forthside Rd Guardrails - upgrade to current standard
Kelcey Tier Road safety improvements Stage 1 Forth Road Rehabilitation south of Waverley Road
50,000
180
50,000
Best & Sorell intersection New Roundabout
220,000
476
220,000
David-John RAB
220,000
476
220,000
Nicholls & Gunn intersection New Roundabout
250,000
478
250,000
Thomas & Wright intersection New Roundabout
280,000
535
280,000
Stony Rise Rd-Tugrah Rd-Bass Hwy off ramp New Roundabout
454,000
1,660
454,000
Fenton Street & Stewart Street Intersection Safety Improvements
100,000
215
100,000
76,000
145
76,000
7,000
1,258
7,000
Watkinson Street footpath safety improvements Stage 1
10,000
-
10,000
Mersey Road footpath 'missing link' - #107 to #111
16,000
476
16,000
Nicholls Street 'missing link' - beside #85 Ronald St
11,000
-
11,000
David Street new footpath - Murray St to #106
58,000
172
58,000
Oldaker Street Footpath - Rooke to North Fenton
20,000
38
20,000
Drew Street to Tarleton Street Footpath Renewal
25,000
48
25,000
5,503,000
133,405
5,503,000
Bluff Road Pedestrian Crossing Improvements Forbes Street Footpath Hazard Elimination
Total Transport
111,747
72,381
ITEM 13.1
PAGE 367 Capital Expenditure Report as at 31 July 2012
ATTACHMENT [1]
Capital Expenditure Report As at 31 July 2012
Prior Budget 2013 Budget excl CF Prior Actual incl CF 2013 Actual 2013 Forecast $
$
$
$
$
Plant & Fleet
CF0004 CF0005 CF0006
Hire Plant Replacement Plan 12/13 Minor Plant Replacement Plan 12/13 Fleet Replacement Plan 12/13
626,000
-
93,800
-
93,800
152,000
-
152,000
Proceeds on disposal / trade-in of assets Total Plant & Fleet
626,000
(36,364) -
-
871,800
(36,364)
871,800
Information Technology 12/13
264,251
-
264,251
Maritime Museum Ship Simulator
600,000
-
600,000
30,475
-
30,475
894,726
-
894,726
Other Equipment
CC0002 CC0003 CE0002
Furniture & Fittings 12/13
Total Other Equipment TOTAL CAPITAL EXPENDITURE
3,838,263
4,258,988
22,002,824
156,355
ITEM 13.1
22,002,824
PAGE 368 Report to Council Meeting on 20 August 2012 13.2 Devonport Oval Sc or eboar d - T ender R eport
13.2
DEVONPORT OVAL SCOREBOARD - TENDER REPORT File: 27456 D275202
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.3 Provide and maintain Council buildings, facilities and amenities
Purpose
To award a contract for the design and construction of a replacement scoreboard located at the Devonport Oval.
BACKGROUND The current scoreboard, supporting structure and operations office were built in 1985. The scoreboard is approximately 4.0m high by 10.0m wide. Directly below the scoreboard is the operations office which contains the scoreboard operator computer. The display catered for a number of sports including cricket, AFL football, cycling, athletics and general sponsor and advertising information. The scoreboard was decommissioned in early 2012 due to continuous electronic failure. In December 2011 three (3) companies were invited to participate in an Expression of Interest (EOI) process to help determine what options were available to Council for replacement scoreboards. The EOI process provided a number of scoreboard options with varying functionality and cost. In February 2012 a Council workshop was conducted with representatives from the Devonport Cricket Club, Football Club and Athletic Club to provide Aldermen with an overview of the current issues facing the users of the Devonport Oval and to seek additional funding in the 2012-2013 financial year and beyond to ensure the Devonport Oval regains the mantle of “best sporting facility in North West Tasmania”. In July 2012 a Design and Construct Tender was advertised which included the following items and activities; Design, delivery and installation of electronic scoreboard Installation to existing scoreboard structure unless alternative position is identified Demolition and disposal of existing scoreboard and associated equipment Connection to existing electrical supply including RCD protection Nominate pixel pitch Cater for display of sporting groups including cricket, AFL football, cycling & athletics Provide advertising capability Include environment factors Maintenance schedule Provide options for ongoing local technical support
COMMENTARY Given the rapid development in screen technology it became clear that a full LED screen replacement was the best option for Council. Previously considered to cost in excess of $200,000 indications from suppliers were that this technology has reduced significantly in cost and is not greatly different in price than the mid range text based screen format. ITEM 13.2
PAGE 369 Report to Council Meeting on 20 August 2012
Given the LED screen has far greater capability, operating similar to a TV screen this was considered the most suitable option. The Tender period commenced on Saturday 21 July 2012 and closed Thursday 9 August 2012. At tender closing time three (3) tenders were received: CONTRACTOR
TENDER SUM
A&D Engineering International
$175,500
LED Signs Pty Ltd
$151,000
Tecno Vision Australia Pty Ltd
$126,400
All costs shown are exclusive of GST Since the close of Tender, all Tenders including Tender rates and Tender options have been evaluated and reviewed by the Tender review panel in accordance with Council’s Code for Tenders and Contracts and the Tender selection criteria. Clarification has been sought from individual Contractors to ensure inclusions and exclusions are clear. The tender review panel determined Tecno Vision Australia Pty Ltd to have met all specific criteria within the Tender and provide best value for money. Tecno Vision Australia Pty Ltd is currently installing a screen similar to that proposed for Devonport for the Mercury Newspaper in Hobart and they also installed the screens at Aurora Stadium and Bellerive Oval. During the Tender clarification phase it was identified that some structural modifications to the existing scoreboard frame maybe necessary with the proposed screen weighting approximately 1000kg more than the existing screen. Engineering calculations will need to be undertaken to assess if this is necessary to meet the building code requirements. Power supply to the screen will also need upgrading to 3 phase to service the new screen. It is estimated that these additional items may cost in the order of $35,000 if they are both required.
FINANCIAL IMPLICATIONS
Council’s 2012/2013 approved capital budget allocation in for this project is $140,000. Depending on the outcome of the structural assessment the total project cost may exceed budget in the order of $31,000. A summary of expenditure based on acceptance of the Tender is as follows: Tendered construction sum Provisional sum – Structural & Electrical upgrade Project contingency Total capital expenditure (if structural modifications required)
$126,400 $ 35,000 $ 10,000 $171,400
Given the original budget was based on providing a mid range text based screen the proposed solution of a full LED screen appears a good financial outcome for Council. The above costs are based on the project being fully funded by Council. Negotiations are continuing to source a sponsor for the scoreboard and any contribution would reduce Council’s costs.
RISK IMPLICATIONS Financial
ITEM 13.2
PAGE 370 Report to Council Meeting on 20 August 2012
Payment terms; 25% deposit with signing contracts 25% on delivery of goods to site (before installation commences) 35% on completion of installation (before commissioning) Balance within 10days of project signoff. Information Technology Tecno Vision guarantee local technical support. They also have indicated they have spare parts located in Devonport. They have a factory trained engineer based in Hobart and are regularly in Launceston.
CONCLUSION Following evaluation of the Tenders received for the Devonport Oval scoreboard construction it is determined that Tecno Vision Pty Ltd offer best value for Council and has satisfied all areas of the selection criteria to provide a full LED colour screen.
ATTACHMENTS Nil Recommendati on
RECOMMENDATION That Council accept the Tender from Tecno Vision Australia Pty Ltd for the replacement of the Devonport Oval scoreboard, for the Tendered sum of $126,400.00 exclusive of GST.
ITEM 13.2
PAGE 371 Report to Council Meeting on 20 August 2012 13.3 Capital Wor ks Report
13.3
CAPITAL WORKS REPORT File: 27452 D275777
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.5 Develop and maintain a long term Capital Improvement Program
PURPOSE
To inform Council of the progress on the capital works program.
BACKGROUND
The attachment to this report is a summary view of the current status of Council’s Capital Works projects. The program has been simplified from the previous year and now only 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 will allow 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 proved a $22,052,824 capital expenditure budget for 2012/13. A detailed program has been developed to plan when each project will occur. The attachment indicates the anticipated construction timeframes for each project. The current focus is on planning and design of projects however several projects are currently under construction or about to commence. The Central Northern Burrowing Crayfish translocation has been completed allowing the Sheffield road project to progress. Further site development associated with the translocation permit is scheduled for later in the year. The Aquatic Centre geotechnical investigations have provided detail to enable construction to continue in accordance with EPA requirements. The Maritime Museum and other carry forward projects are on program along with fleet, plant and equipment replacement programs. Crown land approval has delayed the start of the remaining Mersey River foreshore works however that is now resolved and works will commence shortly. A number of projects are out for tender or in tender assessment stage at present including the Valley Road Soccer Ground Irrigation, Demolition of 20-22 Wenvoe Street, Devonport Oval Scoreboard and Devonport Cricket Club Amenities renewal.
FINANCIAL IMPLICATIONS The capital program expenditure to date is within forecast. The majority of projects require preliminary tasks associated with design to progress through to conclusion before construction commences, resulting in a lag in expenditure during the first quarter of the financial year. ITEM 13.3
PAGE 372 Report to Council Meeting on 20 August 2012
RISK IMPLICATIONS
Occupational Health and Safety Projects within the capital program include activities designated as High Risk under the Model Work Health and Safety Regulations Part 6.1, R291. Hazard identification, risk assessment and development of safe systems of work are required to be carried out on all projects. Assets, Property and Infrastructure The program delivery is essential to mitigation of the identified risks associated with asset renewal strategies. Contractual/Legal Contract management of consultants and contractors is carried out in accordance with developed policy, procedures and the Code for Tenders and Contracts. Financial Capital works program expenditure is reviewed monthly with projections of expenditure provided for minimisation of financial risk. Professional Indemnity/Public Liability Contracts for consulting and contracting include clauses to mitigate risks.
CONCLUSION The 2012/13 Capital Works program is underway with design associated tasks progressing on a range of projects. Construction is progressing generally in accord with the program.
ATTACHMENTS 1.
Council Report capital Program 2012/2013 Recommendati on
RECOMMENDATION That the progress report on the 2012/2013 Capital Works Program be noted.
ITEM 13.3
PAGE 373 Council Report capital Program 2012/2013
ATTACHMENT [1]
ITEM 13.3
PAGE 374 Council Report capital Program 2012/2013
ATTACHMENT [1]
ITEM 13.3
PAGE 375 Report to Council Meeting on 20 August 2012 13.4 RESID ENTIAL STR ATEGY
13.4
RESIDENTIAL STRATEGY File: 27329 D275945
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCILâ&#x20AC;&#x2122;S PLANS & POLICIES Councilâ&#x20AC;&#x2122;s Strategic Plan 2009-2030: Strategy 2.1.1 Ensure the City's Planning Scheme supports local community character and appropriate land use
PURPOSE To consider the three submissions received on the draft residential strategy and the amended draft residential strategy.
BACKGROUND
As part of the interim planning scheme process Council prepared a draft residential strategy which it made available for public comment over three weeks. A forum was also conducted for those people involved in real estate and development industries. Three submissions were received and these are attached in the appendix along with brief comments.
COMMENTARY This residential strategy is intended to provide a strategic direction and identify future options for residential development in the City in accordance with the requirements of the Cradle Coast Regional Land Use Strategy 2010-2030 and State legislative requirements. Council invited comment from the public on the draft residential strategy. Three submissions were received from Mike Leary, Malcolm Lester and Michael Hendrey on behalf of Fonterra. Copies are attached. The content of the Leary and Lester submissions are similar and the issues raised are treated under the following headings. Population statistics Mention is made of a discrepancy of 86 people between two tables with the further statement that it would seriously impact on the projections because of a compounding factor. There appears to be an assumption in the submissions that population projections are based on a simple application of applying a percentage and then extrapolation based on the last known population figure. In fact population projections are based on three cohorts (age, deaths, and migration) and are not a simple extrapolation. The resultant plus or minus percentages between years are a result of these cohorts. The draft strategy mentions an ABS estimated population of 25,639 persons for Devonport in 2011. Since writing the draft strategy the 2011 Census figures have been released showing that on census night there were 24,615 persons in Devonport. The ABS applies a factor of up to 4 percent to allow for people away on that night. The ABS released (31 July 2012) the estimated population figures for Devonport on census night as being 25,657. Using this estimated figure against the estimated 2006 figure of 24,796 gives a inter censual growth rate of 0.39 percent not 0.6 percent as claimed. ITEM 13.4
PAGE 376 Report to Council Meeting on 20 August 2012
Strategy The submissions rely heavily on a Council resolution that Devonport strive for a population of 35000 by 2030. The strategy is not contrary to this. The draft strategy recognizes that the land supply needs to be continually examined to ensure there is always an adequate land supply of between 10 to 15 years. The strategy recommends that this be continually reviewed and that prior to the land supply dropping below 10 years, alternative locations are investigated for residential suitability. This aspect of the strategy has been overlooked or disregarded by the representors. Effect of household formation rate The submissions are based on an unrealistic assumption that the population will grow by 0.8%. There is no demographic evidence to suggest this will occur, especially given the increase in outward migration of people from Tasmania. Reserved Residential Zone The planning scheme states the intent of the reserved residential zone is to retain suitable land for future urban development to be released when needed and serviced. In other words it set a strategic direction for urban growth within the City. Strategic directions have long time frames in order to allow the economic provision of new services and utilization of existing services. Council has recognized this and has recently supported amendments to rezone land zoned reserved residential to closed residential. One submission states the minimum lot size is 20 ha and no further smaller Lots can be created. The submission is simply wrong on this point. As stated the scheme permits a lot size of 20 ha. However the scheme also gives the Council discretion to approve lots much smaller; in fact Council can approve a normal residential subdivision. (Clause 8.5.3 (iv) Amendment Q2 July 1992). As discussed in the draft strategy the only difference is that houses in the Closed residential zone are approved in accordance with Planning Directive 4 requirements (no permit required) whilst houses in the Reserved Residential zone require a permit (P use.) Conflict of Interest The Council determines the strategy not an individual officer. The draft strategy has had input from all of Councils planning staff, is consistent and the most appropriate strategy for Devonportâ&#x20AC;&#x2122;s residential land uses is presented for Councilâ&#x20AC;&#x2122;s consideration. Discussion of sites A critique of some of the development sites was presented with the basis of many sites not being developed due to economic factors. The development industry in Devonport over the last 50 years has been very cyclical with sudden bursts of activity followed by lulls which is generally a reflection of the economy. In the past some developed sites were very slowly developed or lay vacant unsold for some time. It is agreed many potential sites around Devonport have some development issues (e.g. steep, buildings on site) but this is no different to what has occurred in Devonport over the past 40 years. It is noted owners of some identified sites have shown interest in developing when demand improves. In some instances the comments made in the submission are simply wrong such as the airport being impacted by development in Brooke Street. The most recent Noise Exposure Forecast and noise tests show otherwise. It is noted no alternate serviced sites were suggested in the submissions. ITEM 13.4
PAGE 377 Report to Council Meeting on 20 August 2012
Fonterra Submission The Fonterra submission raises an objection to the implied rezoning of 20 Fraser from Rural to Closed Residential. The Tasmanian Planning Commission refused this rezoning on the 8 August 2012. Consequently this parcel is to remain rural. Discussion The strategy has been amended from that placed on public display for the following reasons: a)
the Australian Bureau of Statistics has released new population estimates;
b)
further analysis is required and consultation with land owners and service providers in relation to Sheffield Road or alternative location prior to determining whether they are suitable for intensive residential development in the future;
c)
meeting with Cradle Mountain Water regarding services.
Given that there is an ample supply of residential land to meet current demand, it is acknowledged that the further analysis of Sheffield Road and other alternative locations can occur over the next 2 years without resulting in an inadequate land supply.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION That the residential strategy be adopted by Council to assist with the determination of residential zones for the current and future Devonport Planning Scheme.
ATTACHMENTS 1.
Representation from Michael Leary
2.
Representation from Michael Hendry obo Fonterra Australia
3.
Representation from Malcolm Lester of Lester Franks
4.
Devonport Residential Land Strategy 2011-2030 Recommendati on
RECOMMENDATION That Council approve the Residential Strategy as per Attachment 4.
ITEM 13.4
PAGE 378 Representation from Michael Leary
ATTACHMENT [1]
ITEM 13.4
PAGE 379 Representation from Michael Leary
ATTACHMENT [1]
ITEM 13.4
PAGE 380 Representation from Michael Leary
ATTACHMENT [1]
ITEM 13.4
PAGE 381 Representation from Michael Hendry obo Fonterra Australia
ATTACHMENT [2]
Michael A Hendrey just submitted the form 'Draft Residential Land Strategy submissions' with the responses below. A full report of all form submissions is available within the activity report.
Michael Hendrey
michael.hendrey@fonterra.com
64212146
155 Mersey Rd Spreyton Tas 7310
Fonterra wish to raise an objection to the Draft Residential Strategy. On page 12 and again on page 30 it is implied that 20 Fraser St is being rezoned from Rural to Closed Residential. This is not correct. Fonterra has objected to the rezoning of the land twice on the basis that that urban encroachment to the Fonterra dairy manufacturing site is an incompatible land use that is likely to lead to community complaints. This manufacturing site is very significant to the future growth of the dairy industry in Tasmania. The matter is before the Planning Appeals Commission and it would be premature and wrong to include the land in the Residential Strategy.
ITEM 13.4
PAGE 382 Representation from Malcolm Lester of Lester Franks
ATTACHMENT [3]
ITEM 13.4
PAGE 383 Representation from Malcolm Lester of Lester Franks
ATTACHMENT [3]
ITEM 13.4
PAGE 384 Representation from Malcolm Lester of Lester Franks
ATTACHMENT [3]
ITEM 13.4
PAGE 385 Representation from Malcolm Lester of Lester Franks
ATTACHMENT [3]
ITEM 13.4
PAGE 386 Representation from Malcolm Lester of Lester Franks
ATTACHMENT [3]
ITEM 13.4
PAGE 387 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
DEVONPORT RESIDENTIAL LAND STRATEGY 2011-2030
DEVONPORT CITY COUNCIL August 2012
Summary As part of the State Governments planning reform package Councils are required to develop new interim planning schemes on a regional basis. The Devonport interim planning scheme must be in accordance with the Cradle Coast Land Use Strategy, the Land Use Planning and Approvals Act 1993, State policies and planning directives 1 and 4. As part of the exercise Council needs to develop a land use strategy to identify future residential areas. Over the last 10 years a mean average of approximately 105 dwellings has been constructed in Devonport. Devonport’s estimated population annual growth rate over the last 10 years has varied between -0.5 % and 1.4%. Currently the annual growth rate is estimated to be 0.4% compared with Tasmania 0.64% and National 1.43%. Between the years 2007 and 2011 the population grew by about 843 people representing an inter census growth of 0.33 percent. The 2011 Census showed 24,615 people were in Devonport on census night. The ABS recently released the estimated population figure for Devonport 2011 as 25,657. Population projections based on mortality rates, births and migration rates indicate that Devonport’s population by 2031 could be as high as 30,007 persons. However using the medium population projection recommended by the Demographic Change Advisory Council, the figure is likely to be much lower. Devonport’s population is reflecting the national trend of an aging population. This will impact on the style and size of dwellings and lots and growth. The number of people per dwelling is dropping with occupancy rates expected to be 2.1 persons per dwelling by 2030.
ITEM 13.4
PAGE 388 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
A reduction in the number of people per dwelling combined with the expected population growth means an extra 1800 to 2140 dwellings will be required over the next 20 years. Dwellings will comprise an unknown mixture of units and single dwellings. Currently there are approximately 760 residential vacant lots within the City. In gross terms this represents approximately 7to 8 years of required supply. However many are not for sale or suitable for the market. The areas within the municipal boundary where residential expansion can occur are limited because of the surrounding prime land, the small city area, topography and the lack of infrastructure services in some areas. Future expansion of Rural Residential land is restricted to existing areas. Some areas zoned Closed Residential will require specific area/structure plans before redevelopment occurs. Itâ&#x20AC;&#x2122;s recommended the strategy be implemented over 3 stages but the key aspect is that it is constantly reviewed to ensure a minimum 10/15 yearsâ&#x20AC;&#x2122; supply of zoned residential land is available.
INTENT OF STRATEGY This residential strategy is intended to provide a strategic direction and identify future options for residential development in the City in accordance with the requirements of the Cradle Coast Regional Land Use Strategy 2010-2030 and State legislative requirements.
Background As part of the State Governments planning reform package Councils are required to develop new interim planning schemes on a regional basis. The Devonport interim planning scheme must be in accordance with the Cradle Coast Regional Land Use Strategy 2010-2030 (CCRLUS), the Land Use Planning and Approvals Act 1993, State policies and planning directives 1 and 2. In developing the interim planning scheme the Council needs to develop a land use strategy identifying future residential areas.
STATUTORY PLANNING FRAMEWORK In allocating land for future residential development, consideration must be given to a number of legal requirements set out in the Land Use Planning and Approvals Act 1993, State Policies and the Cradle Coast Regional Land Use Strategy 2010-2030.
Land Use Planning and Approvals Act 1993 The Land Use Planning and Approvals Act 1993 (the Act) requires that a planning scheme and subsequent amendments be prepared in accordance with the Objectives of the Act and State Policies made under the State Policies and Projects Act 1993.
ITEM 13.4
PAGE 389 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Objectives of the Act The core objective of the Tasmanian planning system is sustainable development which is defined to mean managing the use, development and protection of natural and physical resources in a way, or rate, which enables people and communities to provide for their social, economic and cultural well being and for their health and safety while(a) Sustaining the potential of natural and physical resources to meet the reasonably foreseeable needs of future generations; and (b) Safeguarding the life-supporting capacity of air, water, soil and ecosystems; and (c) Avoiding, remedying or mitigating any adverse effects of activities on the environment. The objectives can be summarized as follows; a) Ensure that the communityâ&#x20AC;&#x2122;s basic needs for fresh air, clean water and land are met. b) Facilitate the fair orderly, aesthetic and sustainable supply, use and development of land for housing, industry and community services. c) Protect and conserve natural and man- made resources, buildings and facilities. d) Provide access and protect public infrastructure. e) Ensure the community can enjoy a pleasant, efficient and safe working, living and recreational environment.
State Policies The State planning legislation requires that planning schemes further the objectives of State Policies. The State Policies are; Protection of Agricultural Land 2009; This policy aims to protect agricultural land, particularly prime land from being unproductive by allowing inappropriate uses to locate on or nearby. However the policy recognizes that all agricultural land is important. This Policy is particularly important as much of the land surrounding the Devonport urban area is prime land, which precludes further residential development. Thus urban growth is concentrated around the existing urban area and whilst environmental and rural living development is recognized as a legitimate lifestyle it is limited to the existing strategic locations (e.g. Kelcey Tier) in order to avoid impacts on agricultural land. Coastal Policy 1996 This policy applies to land within 1km of the high water mark. The policy sets out numerous principles and outcomes with the most important in this situation being to protect the coast from being developed with ribbon residential development. The Water Quality Management 1997 This policy regulates water quality management of all surface waters, including coastal waters and groundwater. The policy requires that both stormwater and wastewater does not pollute. Thus it is
ITEM 13.4
PAGE 390 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
important that new residential development can connect to existing or economically expanded reticulated systems. National Environmental Protection Measures Of the National Environmental Protection Measures only the Assessment of Site Contamination (1999) is relevant. Residential development on land identified contaminated is best avoided but if it is developed for residential development it needs to be remediated to the required standard.
Cradle Coast Regional Land Use Strategy 2010-2030 The new planning scheme is required to be in accordance with Cradle Coast Land Regional Land Use Strategy (the Strategy) that has been approved by the Minister for Planning. The salient points the Strategy makes are, â&#x20AC;&#x153;Planning must facilitate housing options that are well located within serviced, attractive, functional and safe environments. The principle function of planning is to allocate land for housing use at a rate sufficient to match supply and demand and which allows for choice and diversity in housing type and location.â&#x20AC;? The Strategy further highlights that the Cradle Coast Region will to some extent follow the national trends that are seeing a reduction in single detached dwellings in favour of semi-detached , flats, units and apartments. However even with a trend towards more unit developments, it is predicted that single detached houses will remain the majority form of housing. The Strategy endorses the approach where the majority portion of development in the short to medium term will continue to occur by subdivision and building on vacant sites as centres fill in gaps and absorb undeveloped land. The concept of urban containment, which historically Devonport has endorsed, is important to ensure optimum use of existing infrastructure. The Strategy does not promote immediate or significant change in the density, form or pattern of urban development. it does not mandate residential densities that compel transition to multiple development but recommends densities of up to 30 dwellings per hectare. This will allow a continued predominance of single detached houses intermixed with small scale multiple units on lots from 400m2 to 8oom2 which reflects what is now occurring across the region. The Strategy proposes each municipal area prepares a local settlement plan to identify planned and future options for growth and development. This in turn can inform the community where housing will occur and provide a guide for infrastructure providers to ensure land and services will be available well in advance of when the land is to be development ready. In this regard the Framework proposes that planning maintains a minimum forward rolling program of 10 years land supply through infill and the development of Greenfield sites. The Strategy provides much background detail and the section dealing with Settlement and Community is attached as Appendice 3.
ITEM 13.4
PAGE 391 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Council Strategic Plan 2009-2030 The Councils Strategic Plan 2009-2030 sets out a number of goals and outcomes, the most relevant for the residential strategy, being; “Goal -Building a unique city Devonport is built on a human scale and has the potential to develop as a unique city that is compact and convenient for residents and visitors. The river and coastal setting of the City provides it with an enviable outlook and ready made aesthetics to guide future development and urban design. Land use planning can build on current strengths creating precincts that link to the river and coast, offering a range of cultural, recreational and entertainment experiences. Outcome –Our local planning scheme encourages clustering of common property uses and facilitates appropriate development. Ensure the City’s planning scheme supports local community character and appropriate land use. Work in partnership with neighbouring councils, the State Government and other key stake holders on regional and local planning and development issues. Develop comprehensive and integrated “Place Making Plans” to support the further development of the Unique City concept. Outcome – the infrastructure priorities to support the development of our unique city are planned and appropriately funded.”
MARKET CONSIDERATIONS AND HOUSING AFFORDABILITY In any residential strategy the relationship between planning, housing affordability and market choice needs to be considered. There is no State policy or strategy that incorporates an explicit planning dimension applicable to housing affordability and this strategy. However, planning the amount of land released coupled with the cost of infrastructure can have an impact on the affordability of new housing. Nevertheless issues surrounding housing affordability will not be solved alone by the Devonport Council residential strategy as the problem requires a multi-tiered government approach. The residential strategy needs to ensure there is sufficient land supply available that can be efficiently and economically serviced and land is located in various locations that provide market choice.
HOUSING DEMAND The main factors for housing demand are population growth, household formation rates (i.e. the number of people per dwelling) and demolition of existing stock. Population Growth The factors influencing population growth are fertility, mortality and interstate and overseas migration. ITEM 13.4
PAGE 392 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
The Tasmanian Treasury prepared population projections for the State and local government areas for the Demographic Change Advisory Council in December 2008. The projection period for the State level was 50 years and 25 years for the local government areas (LGAs). It is noted the Australian Bureau of Statistics only publishes projections at the State level. When considering population projections it is extremely important to understand that they are not forecasts, but rather, indications of what population size and composition will be if (and only if ) the underlying assumptions about births, deaths and migration prevail. As future levels of fertility, mortality and migration are unpredictable, three series of population projections-the low, medium and high series were produced. The assumptions regarding fertility, mortality and migration used to generate the projections were based on an analysis of historical demographic trends and LGA specific factors. The medium series however is considered as being the most reliable by the Demographic Change Advisory Council and has been used in the Cradle Coast Regional Land Use Framework. The assumptions are attached in appendix 1.
Devonport LGA Population Projections Projected Average Annual growth 2006-2031 Low Medium High Low Medium High Low Medium High 23543 25109 26965 22204 25334 30007 -0.5% 0.1% 0.8% Source: Demographic Change Advisory Council, Preliminary Population Projections May 2008 2016 Projection
2031 Projection
Table 1 However the Census count is not the official population of an area. To provide a more accurate population figure which is updated more frequently than every 5 years, the Australian Bureau of Statistics also produces "Estimated Resident Population" (ERP) numbers. Based on population estimates as at 30 June, ERPs take into account people who missed the count on Census night, including people who were temporarily overseas, plus an undercount adjustment for those who did not complete a Census form, and an overcount adjustment for anyone who was double counted. Estimated Resident Population figures are updated annually taking into account births, deaths, internal and overseas migration. In addition, after every Census, ERP figures for the 5 previous years are "backcast", using information from the current Census, to ensure the most accurate figures are available. ERP figures displayed below include finalised figures for 2001 to 2006, revised estimates for 2007, 2008, 2009 and 2010, in addition to newly issued data for 2011. Population estimates shown in Table 2 for the 2011 year were preliminary and have been upgraded as a result of the Census.
ITEM 13.4
PAGE 393 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Estimated resident population, Devonport City (Preliminary updated estimates based on 2006 Census data) Year (ending June 30)
Annual change
number
number
Percent (%)
2011
25,639
106
0.4
2010
25,533
15
0.1
2009
25,518
290
1.1
2008
25,228
359
1.4
2007
24,869
73
0.3
2006
24,796
-187
-0.7
2005
24,983
197
0.8
2004
24,786
297
1.2
2003
24,489
363
1.5
2002
24,126
-131
-0.5
2001
24,257
--
--
Source: Australian Bureau of Statistics, Cat. No. 3218.0 - Regional Population Growth, Australia, 2009
Table 2
The results of the 2011 census indicated 24,615 people were in Devonport on census night. To allow for people being away from their normal location, the ABS applies a regional factor to the actual count to determine an estimated resident population. The ABS have released (31 July 2012) the Devonport estimated resident population figure for census night as being 25,657 people, which virtually verifies the 2011 estimate in figure 2. Based on the above estimates the annual growth rate is currently tracking at less than 0.4 percent. The inter-census growth rate was 0.38 percent which is well below the rate used for the high growth rate population projection. Age Profile The following two diagrams sourced from the Australian Bureau of Statistics, illustrate the changing age profile of Devonportâ&#x20AC;&#x2122;s population. In June 2001 the median age was 38.3 and by June 2006 it was 39.3. The aging of Devonportâ&#x20AC;&#x2122;s population is similar to most Australian communities. What it means in terms of housing is that there will be an increased demand for medium density housing and aged personâ&#x20AC;&#x2122;s accommodation. The size and design can range from 2 units on a lot to larger purpose built integrated developments that support the needs of the elderly. Often the community will object or are concerned about medium density developments. This concern is often simply about not wanting medium density housing nearby. However, opposing medium density housing for philosophical reasons will fail, especially if it is well designed and located and meets the planning scheme requirements. The growth in medium density housing is simply responding to community demand. The preferred location requirements for elderly accommodation are relatively flat land and be near shopping and services centres such as between the Fourways and the Bluff areas. ITEM 13.4
PAGE 394 Devonport Residential Land Strategy 2011-2030
ITEM 13.4
ATTACHMENT [4]
PAGE 395 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Household formation rates. The household formation rate is the rate which new households are formed. This factor along with population growth is important in determining the future residential land requirements. New households are created as a result of a number of factors including; Adult children leaving home Migration Couples setting up house Divorces and separations Older people remaining independent in their homes. Changes to the labour market In Australia and Tasmania there has been a steady decline in the size of the average household from an average of 4.5 people/household in 1911, to 3.55 people in 1961 to a projected 2.1 persons per dwelling for the Cradle Coast region in 2030 (CCRLUS).
Demolitions The number of dwelling demolitions in Devonport is so low that it will not have an impact on the number of future dwellings required.
Housing Requirements Based on the above population and household formation projections a crude analysis suggests a supply of between 1800 and 2140 new dwellings consisting of single dwellings and units will be required over the next 20 years. This is supported by the following historical data that shows dwelling approvals over a 10 to 15 year period. The average number of single dwellings approved over the last 8 years is 100, whilst the number of units approved varies widely from year to year. Annual Dwelling Approvals
Number of new dwellings approved, Devonport City Year (ending June 30)
Separate dwellings
Annual change*
Other dwellings
Total dwellings
Separate dwellings
Other dwellings
Total dwellings
2010-11
94
2
96
-6
-40
-46
2009-10
100
42
142
25
9
34
2008-09
75
33
108
-25
-12
-37
2007-08
100
45
145
-8
32
24
2006-07
108
13
121
9
7
16
ITEM 13.4
PAGE 396 Devonport Residential Land Strategy 2011-2030 2005-06
99
ATTACHMENT [4] 6
105
2
4
6
2004-05
97
2
99
-25
-62
-87
2003-04
122
64
186
56
57
113
2002-03
66
7
73
9
7
16
2001-02
57
0
57
26
-2
24
2000-01
31
2
33
-6
-7
-13
1999-00
37
9
46
1
4
5
1998-99
36
5
41
8
-23
-15
1997-98
28
28
56
-14
17
3
1996-97
42
11
53
-23
-50
-73
1995-96
65
61
126
--
--
--
Source: Australian Bureau of Statistics, Building Approvals, Australia, (catalogue number: 8731.0)
Table 3
* Annual change represents the difference in number from the preceeding year. Negative numbers denote a drop in the number of approvals from the previous year, and positive numbers an increase.
Table 4 Regional Context Devonport is the major residential, commercial, industrial and transport centre for the subregion. However the level and type of residential development in Devonport that satisfies the sub regions requirements depends on the unknown factor of how much demand will be satisfied by housing development in the Latrobe, Kentish and Central Coast municipal areas. An indication of the current situation is the number of people who travel to Devonport for work. For example the 2006 Census showed that 469 people from Central Coast, 601 from Kentish and 1,532 from Latrobe travelled to ITEM 13.4
PAGE 397 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Devonport for work. Obviously areas located within the neighbouring municipal areas are acting as dormitory suburbs of Devonport but to what extent in the future is unknown.
Subdivision Approvals The following table illustrates the areas and variation in the number of applications received each year which generally is a reflection of prevailing economic conditions and the number of vacant lots for sale. In other words the number of new lots approved and developed each year is very cyclical depending on the prevailing economic conditions. With this boom and bust scenario it makes it difficult to realize a steady supply of land each year. Year
*No. Lots
Net Gain
2000
Approved Subdivisions 5
43
40
2001
18
56
44
Coles Beach Rd. (7) Leila Ave, Woodrising Ave, Fleetwood Drive (29)
2002
12
49
44
# Camery St Panorama (35) 109A Ronald St (6)
2003
28
468
441
Jiloa Way (45) 141-143 Stony Rise(162) 51 Middle road (76) 34 constructed
2004
25
121
110
# 77a River Rd (53) 169 Steele St (15) # 45 Sunbeam Crescent (13)
2005
10
46
40
# Highfield Rd. (18)
ITEM 13.4
Major Subdivisions 57 Penambul Drive (37)
PAGE 398 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
2006
11
26
18
2007
11
45
36
2008
11
56
46
2009
13
93
85
2010
11
18
9
2011
16
144
127
19 Skyline Drive (16) Leary Ave (5) 19 Georgiana St (24) 18 Dana Drive (42) Tatiana Close (21) 24 North Caroline St.(59) No subdivisions over 2 lots approved Berrigan Rd (37) George St.(12) Woodrising Ave (62)
Source: Council records Table 5 *Titles not issued for some approved lots. # Subdivisions not proceeded with. Several areas contain susceptible landslide issues.
Growth Limitations The physical characteristics of the City combined with State planning policies have been significant determinants of the extent of the urban footprint of the City. (See map 1 in Appendice 4) For example the residential expansion of the City is constrained by the following factors The urban area to the west and east is surrounded by prime land which is precluded from development because of the State Protection of Agricultural land Policy. The areas to the south west are difficult to develop for higher residential density because of lack of services, the steep topography and existing rural residential development. Rural residential subdivision fragments land that makes lot and servicing design more difficult and with the high cost of added improvements in the form of dwellings the land becomes more expensive to purchase for a greenfield subdivision. The municipal boundary limits/constricts potential growth areas.
ITEM 13.4
PAGE 399 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Some areas which are not classified as prime agricultural land are being used for intensive horticulture. Residential development that further extends the city outwards into rural areas is less environmentally sustainable as it contributes to a loss of agricultural capacity increased traffic and often a loss of vegetation and a compromise in scenic amenity. The State Coastal policy reinforces the status of the coastal areas as â&#x20AC;&#x153;no goâ&#x20AC;? areas for green field urban development.
Land Zoned Closed Residential and Reserved Residential The following table shows the existing zoned Closed Residential and Reserved Residential areas and potential lot yields. The Reserved Residential zoned areas have been included because the land has been strategically identified for residential use and the planning scheme provisions allows Council to approve a standard residential subdivision. The only difference is that houses in the Closed residential zone are approved in accordance with Planning Directive 4 requirements (no permit required) whilst houses in the Reserved Residential zone require a permit (P use.) The lot yield of 15 per hectare is based on the Cradle Coast Regional Land Use Planning Strategy. Location
Area/HA
Potential lots/15ha
Ambleside
22
119
Brooke Street Tea Tree Lane
12.3
180
Cameray Street Marine Street North Woodrising Ave
3.7 4.5 8
35 68 30
Gatenby Drive George Street Hillcrest
3.3
49
St Andrews Drive
2
30
Fraser Street
4.5
65
Miandetta
8.6
90
Existing Vacant/constructed Lots
Subdivision design Potential Landslip issues 3 titles with separate owners50 lots proposed
62
12 13
ITEM 13.4
Comment
39
62 Lots approved shape of land will restrict yield 12 Approved 13 Approved House and extensive gardens House and extensive gardens 4ha currently being rezoned 39 lots approved
PAGE 400 Devonport Residential Land Strategy 2011-2030
Stony Rise Road
15.7
ATTACHMENT [4]
235
Sheffield Road Existing Vacant urban lots Brooke Street
38 616
20
300
Potential &Total Vacant
1176
19
Don Road
11.2
168
South Stony Rise Road
12 22
180 320
Total Source Council Records
780
Land Zoned Reserved Residential 285
South Miandetta
Multiple ownerships some servicing issues. 38 lots approved Only small percentage for sale. Existing factories will make redevelopment very expensive and possible conflict issues with existing industry.
Council has supported a rezoning. Discussion has taken place with Cradle Mountain Water and services can be extended. Adjacent to residential area. Vegetated, topography possible access issues, existing houses Heavily vegetated. Part unavailable as has been used for offset purposes & other areas may contain threatened species
953 Table 6
Vacant Land Zoned Closed Residential and Reserved Residential (See appendix for aerial photos) As illustrated in the above table there are approximately 616 vacant lots Closed Residential lots within in the City with a further 164 recently approved or under construction. Of the 616 vacant lots 369 have an area of less than 1000m2, 42 lots have an area more than 1 hectare and there are 147 vacant Rural Residential lots and 7 reserved Residential lots. At first glance and based on historic housing approval rates, 776 vacant lots represents enough land for approximately 7 years residential ITEM 13.4
PAGE 401 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
growth. However the reasons the owners retain undeveloped land vary and range from investment purposes, double lots, â&#x20AC;&#x153;spec builders,â&#x20AC;? future home owners/builders. Other factors such as undesirable location, poor solar access, slope and poor local facilities make some areas difficult to economically develop. Many of the larger areas listed in the above table will not be developed in the short to medium term due to redevelopment and infrastructure costs in this uncertain economic climate. Some of the smaller properties such as the Hillcrest properties are examples of large sites containing a house and extensive gardens which may never be developed in the short to medium term.
SUSTAINABLE DEVELOPMENT PRINCIPLES AND SELECTION CRITERIA Principles Based on the statutory requirements set out in the Act, State Policies and the Cradle Coast Land Use Strategy the following set of sustainable planning principles have been developed to guide residential growth in the City. The principles form the basis for the development of location criteria detailed later in this report. Manage Growth-It is important the type, rate and location of future growth is appropriately managed to achieve an efficient urban form and development pattern for the City Enhance Environmental Benefit â&#x20AC;&#x201C; The long term future of the City requires managing the environmental consequences of new development in terms of land use and resource allocation. Balance Service Provision- As the provision of infrastructure and services is a long term expense it is important to achieve maximum possible use and efficiency from existing and new services to achieve a sustainable long term outcome. Establishing an urban growth boundary will assist in achieving this. Integrate Social Change- There is a need to balance the requirements of population growth and an aging population. Location Criteria Location criteria which support the above principles in no order of importance are; Locate new residential development on sites that are easily accessible to the CBD or commercial centres. Increase housing density in existing residential areas where opportunities exist for redevelopment with unit developments. However this is not appropriate for the identified heritage areas such as the Victoria Parade and Hiller Street areas. Encourage the development of vacant infill locations zoned for residential development. Locate new development on appropriate land that is adjacent to existing residential areas which are serviced or where services can be economically extended. Avoid those areas which have a risk/hazard factor and those which include conservation values. ITEM 13.4
PAGE 402 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Ensure residents have a choice of new locations. This will maintain a competitive development industry and provide for the diversity of housing types and locations desired by the community. Ensure there is a minimum 10-15 years supply of residential zoned land that meets market segmentation requirements and assists in achieving improved affordability.
ANALYSIS Between 10 to 15 years supply of zoned residential land is generally accepted as the required amount of land allocated in a planning scheme. It is noted that previously there was an option to strategically identify long term future residential land and zone it Reserved Residential. However, this option has been removed with Planning Direction 1. On average 100 houses per annum have been constructed In Devonport and based on this trend, between 1000 to 1500 lots will be required to meet the housing demand over the next 15 years. This trend is supported by projected population growth and likely household formation rates. The unknown factor is the percentage mix between units and single dwellings, although according to the CCRLUS, single dwellings will remain the predominant form of housing. As stated earlier there are approximately 616 vacant residential lots with another 160 lots recently approved and being developed. A large proportion of the 616 lots are not for sale (field survey) for a variety of reasons. It is expected the 160 lots being developed now will be on the market as soon as they are issued with titles. In order to satisfy the longer term residential needs of the City more land needs to be identified and zoned for residential purposes. As mentioned earlier Map 1 illustrates that the options for residential expansion are limited for various reasons The only option is to develop land to the south of the Bass Highway. To this effect areas have been identified in the existing planning scheme and zoned Reserved Residential. Using the above criteria these areas (see table below) are still considered appropriate for residential development with the proviso they meet the more stringent criteria for the risk hazard and conservation values. The zoning plan in Appendice 3 illustrates the close spatial relationship between the Closed Residential and Reserved Residential zones Considering the amount of land identified in the following table and the existing available zoned land there is sufficient supply of land for Devonport over the next 10 to 15 years. Location
Current zoning
Area/Ha
South Miandetta
Reserved residential #
19
ITEM 13.4
Potential lot yield-15/ha 285
Comments Zoning- Council has supported a rezoning Discussion has taken place with Cradle Mountain Water and
PAGE 403 Devonport Residential Land Strategy 2011-2030
Don Road
ATTACHMENT [4]
11.2
South Stony Rise
Reserved Residential
12ha 22ha
Brooke Street*
Closed Residential 20
180 320
300
services can be extended. Adjacent to area zoned residential area. (See map 1 appendix 2 )Part area may be zoned Community Purposes Vegetated, topography, possible access Heavily vegetated. Part unavailable as has been used for offset purposes other areas may contain threatened species. Existing factories /expensive redevelopment costs
Table 7
Potential Residential Growth Areas In order to allow for economic development and utilization of services an urban boundary is usually set to restrict residential development until there is sufficient demand. Using the same selection criteria the Sheffield Road area is identified as a potential growth area in for longer term, especially as the aim is to contain development adjacent to existing residential areas and services. Discussion with Cradle Mountain Water indicated further residential development in the area could not be serviced without major upgrades. Cradle Mountain Water is adhering to a policy of ensuring its existing infrastructure is at an appropriate level before providing new services.
Location
Current zoning
Area/Ha
Sheffield Main Road *
Rural
97.4
ITEM 13.4
Potential lot yield-15/ha 1461
Comments Services need to be extended. PAL policy (orchards) Urban containment
PAGE 404 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
policy. Table 8 Long Term Residential Growth Areas
*Structure Plans The area between Brooke and North Caroline Streets contains light industries, vacant land and the ex Tascot carpet factory. It is zoned Closed Residential and in the long term will eventually become residential. However in the interim in order to encourage redevelopment, mitigation of contaminated sites and avoidance of potential conflict with existing residential uses the changing land use needs managing. For example, the carpet factory complex consists of several large buildings that along with the site are most likely contaminated. To remediate the site will be costly and consideration of alternate uses which will allow the buildings to be used with uses which will bring the site into closer conformity to the residential zone needs to be considered as a staged process. Also the possible development of the vacant land for residential development will need to be carefully conditioned because of the existing adjacent industrial uses. The subdivision design for the overall area needs to ensure appropriate public linkages for recreation, pedestrians, cyclists and roads. To assist in managing the future development of these areas it is recommended structure plans be prepared. A structure plan could help manage these complex development issues. Essentially as it is a strategic planning document for a specific area, prepared with input from the local community that presents a vision and future planning framework for the integrated development of the area. Structure plans guide the major changes to land use, built form, pedestrian and traffic connections, open spaces that together can achieve identified economic, social and environmental objectives for an area. The plan needs to outline responsibilities and requirements for each development to ensure there is a reasonably smooth transition to the ultimate residential use. It also provides greater certainty for investors and developments that are consistent with the structure plan. The Sheffield Road area includes a mixture of horticulture operations, light industry and residential. Depending on the growth in the neighbouring areas, especially Latrobe and Port Sorell, the Sheffield Road area in the longer term will come under pressure for residential development. However with the existing uses and potential for conflict with residential development, the implications of PAL and threatened species in the area a local area/structure plan to manage these issues needs to be developed. A recent rezoning application in Sheffield Road was refused by the TPC because it determined it was not in accordance with the State Policy on the Protection of Agricultural Land 2009,it was not consistent with regional strategies and the fair and orderly development of Devonport. Furthermore it concluded a rezoning is premature in the absence of a land use strategy for Spreyton and an outline development plan that offers a resolution of potential land use conflict between residential and adjacent agricultural activities. Cradle Mountain Water has also indicated in the short term it cannot upgrade the required infrastructure to serve higher density residential development. ITEM 13.4
PAGE 405 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Until such time as further investigation and consultation on whether Sheffield Road is suitable for residential development, a moratorium on further residential zoning is recommended.
Rural Residential Development The existing rural residential areas are concentrated in the Kelcy tiers and Tugrah road areas. These areas are generally steep, contain poor soils, are vegetated to various degrees and provide elevated views. Some vacant lots exist but the potential for expansion is limited due to the surrounding agricultural areas. The area to the south in the neighbouring Kentish municipality has provided for most of the growth for this type of development over recent years. It is envisaged with an aging population the demand for this type of development will decrease. No large areas for expansion are recommended.
RECOMMENDATIONS Because of the long term nature of the strategy and some of the issues raised the recommendations are split into 3 stages. Stage 1 1. Retain existing Closed (General) Residential areas. 2. Only permit minor extensions to existing Rural Residential areas. 3. Encourage higher density residential development in areas that have no identified heritage values and are located near community and commercial facilities. 4. Amend existing zoned Reserved Residential areas to the General Residential zone. 5. Place moratorium on rezoning land outside the urban boundary (i.e. the rural areas to the west, east and south-(west of Don River, East Devonport and Sheffield Main road). 6. Continually monitor land supply to ensure there is a 10-15 year supply of Residential zoned land available in various locations. Stage 2 Develop a local area/structure plan for the area bordered by Brooke and Caroline Streets. Stage 3 As part of the continuing review of ensuring there is a 10-15 year supply of residential zoned land and when the identified residential areas have largely been developed, a)
investigate the suitability of residential development in the Sheffield Road and other areas and
b) If a new location for residential development is found to be suitable, instigate the development of a local area/structure plan for infrastructure and staging requirements to ensure that any future area is developed in a co-ordinated manner.
ITEM 13.4
PAGE 406 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Appendix 1 SUMMARY OF STATE ASSUMPTIONS Series
Fertility Rate
Mortality
High
Constant rate of 2.1 babies per woman
Medium
2.1 babies per woman in 2006 decreasing to 1.95 by 2016 and remaining constant thereafter 2.1 babies per woman in 2006 decreasing to 1.8 by 2016 and remaining constant thereafter woman
To reach 92.4 years for males and 94.8 years for females by 2056 To reach 86.0 years for males and 89.5 years for females by 2056
Low
To reach 82.9 years for males and 86.9 years for females by 2056
Interstate Migration Net gain of 1000 persons per year
Overseas Migration * Net gain of 2,000 persons per year
Zero net interstate migration
Net gain of 1000 persons per year
Net loss of 1000 persons per year
Zero net overseas migration
NOTE It is recognised that there will be differences between fertility and migration patterns between LGAs, while mortality is assumed to be constant across the State. * Some demographers (e.g. N. Jackson) point out that the net migration gains on average may be too high.
ITEM 13.4
PAGE 407 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
APPENDICE 2 AERIAL PHOTOS OF UNDEVELOPED ZONED RESIDENTIAL AREAS
PHOTO 1 AMBLESIDE
ITEM 13.4
PAGE 408 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
PHOTO 2 BROOKE STREET AND TEA TREE LANE
ITEM 13.4
PAGE 409 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
PHOTO 3 MARINE STREET
ITEM 13.4
PAGE 410 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
PHOTO 4 STONY RISE ROAD
ITEM 13.4
PAGE 411 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
PHOTO 5 MIANDETTA
ITEM 13.4
PAGE 412 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
PHOTO 6 HILLCREST
ITEM 13.4
PAGE 413 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
PHOTO 7 ST.ANDREWS DRIVE
ITEM 13.4
PAGE 414 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
PHOTO 8 SOUTH STONY RISE ROAD ( Zoned Reserved Residential)
ITEM 13.4
PAGE 415 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
PHOTO 9 BROOKE AND NORTH CAROLINE STREETS
ITEM 13.4
PAGE 416 Devonport Residential Land Strategy 2011-2030
PHOTO 10 WOODRISING AVENUE
ITEM 13.4
ATTACHMENT [4]
PAGE 417 Devonport Residential Land Strategy 2011-2030
ITEM 13.4
ATTACHMENT [4]
PAGE 418 Devonport Residential Land Strategy 2011-2030
PHOTO 11 FRASER STREET SPREYTON
ITEM 13.4
ATTACHMENT [4]
PAGE 419 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
Photo 12 DON AREA (Zoned Reserved Residential)
ITEM 13.4
PAGE 420 Devonport Residential Land Strategy 2011-2030
ATTACHMENT [4]
APPENDICE 3
Reserved Res
Reserved Res
Current zoning showing relationship between the Reserved Residential and Closed Residential zones
ITEM 13.4
PAGE 421 Devonport Residential Land Strategy 2011-2030
APPENDICE 4 Map 1 Development Issues
ITEM 13.4
ATTACHMENT [4]
PAGE 422 Report to Council Meeting on 20 August 2012 13.5 APPLIC ATION F OR STREET N AMES – CON FIRMAT ION OF ASSIGN ED NAM ES, AGR EEM ENT T O OTHER S & ALT ERN ATIVE OPT ION S
13.5
APPLICATION FOR STREET NAMES – CONFIRMATION OF ASSIGNED NAMES, AGREEMENT TO OTHERS & ALTERNATIVE OPTIONS File: 23115 D275965
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.2 Provide high quality, consistent and responsive development assessment and compliance processes
Purpose The primary purpose of this report is to confirm the street names agreed to with a subdivider of a new building estate off Woodrising Avenue, Spreyton and 37 George Street, Devonport. Secondly it provides some background and seeks ratification of a street name adopted by the subdivider that was not part of the original consent. Lastly the report considers reviewing the timeliness and effect of the currently adopted list to provide alternative options to developers in the naming of new subdivisional streets.
BACKGROUND In December 2006 it was resolved by Council to adopt a list of names supplied by Mrs Faye Gardam from the Devonport Maritime and Historical Society. The names supplied by Mrs Gardam were generally historically based list of names of shipping vessels and early pioneers including those dealing in maritime, building and commerce. Names of previous councillors and administrators were also included. The current list adopted by Council is attached as Attachment 1. The Nomenclature Board’s guidelines state that unless there is good reason to the contrary primary consideration should be given to names mentioned in authentic works such as reference books, historic records, maps and charts or names well established by local usage. An extract from the Guidelines also indicates that when no previous names exist, primary consideration will be given to a name in keeping with the character and tradition of the area, with historical or local significance, being suggestive of any peculiarity of a topographical feature or being of aboriginal derivation, and having an appropriate meaning.
COMMENTARY
A 62 lot subdivision at Woodrising in July 2011 included three new streets requiring names to be assigned. The matter of street names was discussed at the time with the subdivider to include and be confirmed in the recommendations of the planners report. Street name 1 – The July 2011 report considered that a name that had merit as an exception to the rule was Tedmon Street. ‘Tedmon’ was the name of a successful racehorse owned by the previous land owners, R & G Williams, in the late 1970’s which won many races until retiring to the property. This was deemed to fit within the local history guideline of the Nomenclature Board and further the Tasmanian Street Index has
ITEM 13.5
PAGE 423 Report to Council Meeting on 20 August 2012
no similar name that could be confused by people including emergency services personnel. Street name 2 – The name adopted from the 2006 list was Mulligan. Percy Mulligan was one of the first historians of Devonport. Mulligan Drive was also relevant as a known golfing term due to its proximity to the golf course. In support of this name the Tasmanian Street Index also has no similar sounding or spelt name. Street name 3 – The other name submitted for verification now is Ronan Court. This name has been given to the stage one cul-de-sac by the subdivider. The 2011 planners report recommended that the developer submit a name from the adopted list from 2006 however the note on the subsequent planning permit was not acknowledged as it should have been. Unfortunately in the interim period marketing of the lots and subsequent development applications have referred to ‘Ronan’ Court with the resulting acceptance. However in support of this no similar sounding or spelt name is evident in the Devonport or adjoining municipalities or the Tasmanian Street Index that would confuse or confound locals or emergency services. An indicative subdivision plan with the overlying street names is attached as Attachment 2. A 12 lot subdivision at 37 George Street is currently nearing completion. This was submitted in August 2011. In very general terms it is between the Showground and Byard Park and was originally developed as the Railway Institute Hall. The Tas Rail line runs parallel to the long south western boundary. It is anticipated the Final Plan of Survey will be submitted for sealing shortly to enable titles to be registered.
The developer has requested the name ‘Charlotte Gardens’ be assigned to the new development. This formal request has been made to acknowledge the Christian name of a young local girl currently suffering from a life threatening illness. Charlotte is a female derivative of Charles. In support of this the immediate area consists of James, George, Nicholls, William, Gunn and Fenton. The utilisation of a first name is not extraordinary in this locality.
ITEM 13.5
PAGE 424 Report to Council Meeting on 20 August 2012
The term Gardens is used to imply a parkland appearance and is synonymous with Court, Close or Place. It applies to a short typically urban cul-de-sac. A subdivision plan is attached as Attachment 3. List review Council requires a list to assist property developers when a subdivision proposal is anticipated. This achieves the objective of a street name being submitted for consideration early in the process that can ultimately be conveyed to a Final Plan of Survey for the creation of the land Title. It also provides Council with some forward planning to prepare the required alterations to the property information rating data and allocate street numbers for the future property. The current thematic list predominantly comprises names of local pioneers from the nineteenth century. Although this list shouldnâ&#x20AC;&#x2122;t be discounted it would be more opportune if the intended developments had the option available to be more identifiable with something more contemporary in the first instance and not necessary with a theme. The Nomenclature Board places the responsibility to Councils for assigning Street Names to within the boundaries of proclaimed towns or cities. When a new street name is assigned within the Council is then bound to notify the Nomenclature Board of the assignment within forty days. The Boardâ&#x20AC;&#x2122;s guidelines indicate that Street names should be concise, euphonious and in good taste. Forms which are to be avoided are: names of two or more words, except where such can be combined. unnatural combinations of words. the use of hyphens, or other similar diacritical marks. the use of both given name and surname or a combination of the two. long and difficult aboriginal, botanic or scientific names. corrupted, contrived or modified names. alternative names. (eg Forsyth Island not "Forsyth or Penguin Island" as shown on one early plan) names that could be construed as advertising a particular commercial or industrial enterprise. names likely to give offence.http://www.dpiw.tas.gov.au/inter.nsf/WebPages/JGAY53N59M?open - top In further support of a review of the adopted list there are some recent examples of perhaps unsuitable street names being assigned to various localities. For example Gibson Court was assigned to a new residential building estate situated off Clayton Drive at South Spreyton. Historically John Gibson was a pioneer at Don who became prominent in the farming community. In hindsight an option to endorse a name synonymous with the history of apple orchards or coal mining in the locality may have been more identifiable. There is a reasonable possibility that the inhabitants of Gibson Court would not realise the history behind the name. Similarly the naming of Friend Street to the new link road through the Homemakers site at Stony Rise was derived from Charles Friend who came and lived in Torquay as a Customs Officer and acting Police Magistrate. An overview of the current list of Devonport Street names provides an eclectic mix of assigned names, some with a specific theme but mostly a name with no particular unique reference to the locality or history.
ITEM 13.5
PAGE 425 Report to Council Meeting on 20 August 2012
FINANCIAL IMPLICATIONS
No financial implications are envisaged in either acceptance or rejection of this report.
RISK IMPLICATIONS
It is believed there are no risks associated with this report.
CONCLUSION
It is submitted that satisfactory merit exists in supplementing the existing street name list adopted by Council. The purpose of this report is not to be dismissive of the historical names being used but simply to complement and supplemented in some instances with alternative names that may have more local significance while still fitting within the guidelines of the Nomenclature Board. It is quite possible that the residents of Gibson Court for example are not aware of the historical significance of their street name. Unfortunately the Nomenclature Board guidelines do not allow the use of given name and surname together.
ATTACHMENTS 1.
Application of Street Names - Attachment 1
2.
Application of Street names - Attachment 2
3.
Application of Street Names - Attachment 3 Recommendati on
RECOMMENDATION That Council endorse the following: 1.
That Tedmon Street, Mulligan Drive and Ronan Court be accepted as the assigned names for the Woodrising subdivision and the names forwarded to the Nomenclature Board for ratification.
2.
That â&#x20AC;&#x2DC;Charlotte Gardensâ&#x20AC;&#x2122; be assigned to the building estate nearing completion off George Street, Devonport and the name forwarded to the Nomenclature Board for ratification.
3.
That the first option for future street names be given to the 2006 list of submitted names if an identifiable link can be established.
4.
That alternative street names endorsing the Nomenclature Boards guidelines based on more recent events also be considered.
5.
That delegation is granted to the General Manager to consider alternative street name options.
ITEM 13.5
PAGE 426 Application of Street Names - Attachment 1
ATTACHMENT [1]
Adopted List BEAUMONT. Family of father and two sons arrived in district from Yorkshire in mid 1850’s to work in Tarleton Coalmines. Mine was unsuccessful and the Beaumonts moved onto Appledore Estate (now Miandetta) where they tenant farmed for Bartholomew Thomas for some years before moving to settle at the River Don. Many descendants hereabouts. LODGE. Thomas Lodge came from Yorshire eventually farmed part of the Appledore Estate. Later was landowner and farmer along Don Road. Assisted in laying out early streets in Don Road area. NAYLOR, James. Arrived with the above two from Yorkshire. Tenant farmed on Wenvoe Estate. Was a local road builder. A founding member of early Mersey Lodge. BUCK, George. Came to Wenvoe Estate in 1855. Built home on the Esplanade. Became a large landowner. Had brick kilns in several areas. His family built first business premises in Stewart Street. CHAPMAN, William. Mater Mariner who traded along the coast in the 1850’s. Settled here and ran the Mersey ferry until 1886. Spent time as Harbour Master and Pilot, the latter until 1890. FRIEND, Charles. Came to Torquay in 1859 as Customs Officer and as Acting Police magistrate. Bought land on to of hill above East Devonport Primary School and built a house there called Mt Beulah. HIGGS, Edward. Prominent ship builder. Built a vessel (Manuka) on western end of Pardoe Beach in 1876. Later established a shipbuilding yard on site of present Ferry terminal. MUGGERIDGE, George. Torquay’s first blacksmith. A prominent citizen, community minded. BRODIE, Capt. John. Master of one of the earliest vessels trading in and out of the Mersey in the 1850’s. Made Mersey River his headquarters. Commodore first Port Frederick Regatta Committee in 1857. WIGMORE, Capt. Henry. An early Harbour Master at the Mersey. Regatta committee member. McARTHUR James. Member first Torquay Marine Board 1858. Early Police Magistrate at Torquay. Was an artist and made several early sketches of the area. CARTLEDGE, James. Early landowners around district. Prominent Methodist and foundation member of committee which built first Methodist Church at Torquay. Had an early private school in Torquay. GRAY, William. Was a ferryman and shipwright at the Mersey in laye 1850’s. Became Formby’s first postmaster in 1873. He dies the following year and his wife took over post office until the early 1890’s. CUMMINGS, Edwin and Anderson. Began sawmilling at the River Don in 1853 with Joseph Raymond. Came from Canada. Built up Coasts first commercial enterprise, building ships, shipping timber, building tramways, provided school and church for the Don community. Ill health forced both families to move to Victoria and business taken over by Mr John Henry in 1873 who formed the famed River Don Trading Company. GIBSON, John. Pioneer settler at Don in 1860. Became prominent in the farming community, farmers organisations, Marine Board etc.
ITEM 13.5
PAGE 427 Application of Street Names - Attachment 1
ATTACHMENT [1]
DRISCOLL, Richard. Chief Constable at Torquay in 1870s. Prominent in local affairs. Made Torquay his home. STEER, John. First solicitor in the Mersey. Came to Torquay in 1864. TAYLOR Brothers. Four brothers all master mariners, traded in and out of the Mersey in early days. Ships built especially for them by Edward Higgs. One brother, Edward, built Sea View Hotel, now demolished, on south-eastern corner of Stewart/Rooke intersection. PRIEST, Stephen. Senior and Junior. Architect and builder respectively. Responsible for many of the well designed buildings built here including present Gallery and Methodist Church. MASTERMAN, Robert. Master builder of many fine brick houses in Devonport, some of which are still standing. JACQUES, John and William (pronounced Jarks). First Mersey Bluff lighthouse keepers. One of them buried at Bluff Cemetery. One saved life at Mersey Bluff and received a presentation from the town. SLOCUM, Capt. Joshua. The first man to sail solo around the world. Stayed for some time in Devonport on his voyage in 1897. CHRISTENSEN, Capt. Andrew. Prominent early mariner and resident. His property was Allanbrae , now the site of the street that name. ANTHON, Jens. One of the three sea captains who sailed in and out of the Mersey. Jens built his home on the corner of Wenvoe and Turton Streets which is still standing – just. The Anthons, a trading vessel was built for the brothers in the Mersey River. NOAKE, Capt. William. His home port was Devonport. He had his home built in Wenvoe Street, Maryville, in 1883 which is still there. LUCK FAMILY. Here since 1880’s. Two generations helped develop the City. There is a large file available of their achievements. (late last century Bluff Road was actually called Lucks Parade) MUNNEW, Arthur. Built Meercroft in 1889. Prominent benefactor. Bequeathed the property to Devonport Council for use as a nursing home. BARTON Villa. Was the family home of the Holyman family in Wright Street, East Devonport. WASHINGTON, George. Early ship builder on eastern side of the Mersey River. YAXLEY family. Early farming family since 1850’s, particularly in the Don area. MARCONI. On 12 July, 1906 the Marconi Telegraph Company conducted the first communication across water in the southern hemisphere from East Devonport to Queenscliffe, Victoria. DARGAVILLE, Capt. Lived here and captained vessels in and out of the river. KIMPTON, Mr. T. Early architect who had an office in Stewart. BERWICK, Kerry. Devonport’s first Mayor of the City. Now deceased. ALLISON, Norman. Devonport Council Clerk for many years. Now deceased.
ITEM 13.5
PAGE 428 Application of Street Names - Attachment 1
ATTACHMENT [1]
GADSBY, William. Architect and builder. 1870’s designed and built St Pauls Anglican Church, Torquay. INNES, William. Mersey Ferry lessor for many years 1886 – 1903. MULLIGAN, Percy. One of the first to recognise the value of history of the area and began researching and gathering information. Some of his original handwritten notes still survive having come into possession of the Maritime Museum. Long time manager of River Don Trading Company store in Rooke Street. ROMNEY Sawmills. Name of the large sawmill located up Spreyton flats, commenced 1853. Owned by David Cocker and William Dean and was responsible for much early employment as it ran 24 hours a day. Early ships which visited regularly: KILLERMONT (from 1853) MOUNTAINEER (from 1860s) TITANIA (from 1854) HERCULES (owned by Capt. Hedstrom) GAZELLE (late 1850s) Once there was five shipbuilding yards on the River. The following are some of the vessels built and launched here: ERSKINE (1880s) EVELINE (1875) BEREAN (1876) IOLANTHE (1886) SWIFT (1883) THISTLE (mascot in River for many years, conveyed people and goods between Latrobe, Formby and Torquay) VALKYRIE & BRYNHILD (two yachts built on Woods Point for the Henry Family in 1906, one still survives in Hobart) PEERLESS (1876) PRICILLA (1885) DORSET (1896) RUBY (1877) DART (1875) VOILET (1882) Other shipping names – passenger ferries from Victoria to Devonport: NAIRANA MANGANA LOONGANA PATEENA OONAH
ITEM 13.5
PAGE 429 Application of Street names - Attachment 2
ATTACHMENT [2]
ITEM 13.5
PAGE 430 Application of Street Names - Attachment 3
ATTACHMENT [3]
ITEM 13.5
PAGE 431 Report to Council Meeting on 20 August 2012 13.6 REQUEST F OR MIN OR AMENDM ENT T O PERMIT SA2009.0006 - 110 SHEFF IELD R OAD , SPR EYT ON
13.6
REQUEST FOR MINOR AMENDMENT TO PERMIT SA2009.0006 - 110 SHEFFIELD ROAD, SPREYTON File: 24454 D276177
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.2
Provide high quality, consistent and responsive development assessment and compliance processes
Purpose The owner of the land is seeking approval for a minor amendment to the planning permit issued for the above subdivision. The owner is submitting that the 25m rear boundary setback required in the Part 5 Agreement attached to the Titles has reduced the building envelope to a level which is restricting the sale of the lots for certain development. The applicant’s letters are attached as Attachment 1
BACKGROUND
In April 2009 a Section 43A application was made for the subdivision of land into 4 lots and an amendment to the planning scheme to rezone the subject land from Rural to Closed Residential. This was initiated by Council in June 2009 and ultimately approved by the Tasmanian Planning Commission (TPC) in February 2010. The original assessment and recommendation anticipated the potential conflicts between the future residential development of the lots and the adjoining rural land. An excerpt from the original report best describes the issue. (Please note that the original submission was 5 lots) “As the proposed subdivision is located adjacent to a rural lot, it is considered appropriate that a buffer be provided as best as possible between the uses. In this case, the land directly adjacent to the rear of the lot is used for a combination of orchards and grazing. Whilst the owner of this lot has written a letter stating that he has no opposition to the subdivision, it is necessary for Council to consider future permitted uses on the adjacent land which may be of a greater impact. Consequently, it is recommended that lot 3 be deleted in order to provide a buffer between the residential use and adjacent rural uses. This would allow up to 25m buffer, which whilst still can be used for purposes ancillary to residential (such as a backyard or garage etc) may be less affected by noise and dust associated with rural activities. Additionally it is recommended that the applicants be required to double glaze windows of habitable rooms to minimise possible future conflict.” This detail was translated through to the permit conditions and final approval from the TPC as follows: 6.
Before the development starts or the final plan of survey for the subdivision is sealed, the applicant and the Council must enter into an Agreement pursuant to Part 5 of the Land Use Planning and Approvals Act 1993 in respect of the land. The Agreement is to provide that the applicant covenants and agrees with the Devonport City Council that –
ITEM 13.6
PAGE 432 Report to Council Meeting on 20 August 2012
a)
No habitable room is to be located closer than 25m to the western boundary; and
b)
That all west facing windows of habitable rooms are to be double glazed; and
c)
That on lot 4 all southern windows are to be double glazed; and
d)
To advise any successors in title of the existence of the agreement and its terms and conditions
A copy of the Certificate of Title for the lots is reproduced below with the superimposed 25m boundary
Lot 3 contains an existing house which is sited approximately 25 m from the western boundary. An aerial overview reproduced below depicts the strip of land that burdens the four titles. Mr Snell raised his concern regarding condition 6a via representation in 2009, after Council had certified the draft amendment and permit. Consequently, this matter was considered by the Tasmanian Planning Commission (TPC) and Mr Snell spoke about his concern at their public hearing into the matter. Section 43K of the Land Use Planning & Approvals Act (LUPAA) states that: (1)
The owner of land, or a person with the consent of the owner, may request the planning authority in writing to amend a permit referred to in section 43H which applies to that land. (2) The planning authority may amend the permit if it is satisfied that the amendment – a. Does not change the effect of any decision of the Commission under section 43H. b. ……………………. The Commission made a decision to uphold the draft condition imposed by Council when approving the permit.
ITEM 13.6
PAGE 433 Report to Council Meeting on 20 August 2012
COMMENTARY
The situation agreed to between the Council and the developer per the decision of the Tasmanian Planning Commission is to minimise conflicts by providing a control that ensures adequate separation occurs between habitable rooms on the subject lots to the adjoining rural land to the west. An objective look at the three vacant lots quite clearly indicates that there is a satisfactory building envelope for a single dwelling. That is, the 35m of the lots remaining once the 25m separation zone is deducted from the length of the 60m long lots results in a balance of at least 700m2 per lot. This is greater than the minimum 666m2 per lot in the Closed Residential zone. From a design perspective non habitable portions of a building whether attached or detached such as a garage, the bathroom, toilet and laundry portions of a dwelling are still able to encroach or be situated within this 25m. The lots also contain within the 25m buffer strip a drainage easement which constrains development. There was consideration given to altering the 25m to align with the eastern boundary of the drainage easement however when analysed the slight increase in area wasn’t justifiable. In general terms if Council chooses to approve the application the protocols under section 43K of the Land Use Planning Approvals Act 1993 (the Act) need to be followed. This section requires Council to notify interested parties and in this regard the final decision was made by the Tasmanian Planning Commission. Section 43H (3) of the Act indicates that – “If the planning authority amends a permit in respect of which the Commission has modified, deleted or added conditions or restrictions under section 43H(1)(b)(ii), the planning authority must, by notice in writing served on the Commission, notify it of the amendments made to the permit.”
ITEM 13.6
PAGE 434 Report to Council Meeting on 20 August 2012
As a consequence the Act provides opportunity for any of the interested parties to appeal against the decision. Conversely if Council chooses to refuse the application the applicant has the same appeal rights. However Section 43K of the Act provides some guidance to assist Council in their determination. This States that the planning authority may only amend the permit if it is satisfied that the amendment does not change the effect of any decision of the Commission.
FINANCIAL IMPLICATIONS There are no financial implications in the consideration of this application unless an appeal is made to the Resource Management and Planning Appeal Tribunal.
RISK IMPLICATIONS
It is believed there are no risks associated with this report.
CONCLUSION
Mr Snell raised his concern regarding condition 6a via representation in 2009, after Council had certified the draft amendment and permit. Consequently, this matter was considered by the Tasmanian Planning Commission (TPC) and Mr Snell spoke about his concern at their public hearing into the matter. The Commission made a decision to uphold the draft condition imposed by Council when approving the permit. Consequently, Council cannot approve the request for the minor amendment. The purpose of the condition is to minimise conflict between residential uses and neighbouring rural uses.
ATTACHMENTS 1.
Letters - RM Snell - Request for a Minor Amendment SA2009.0006 Recommendati on
RECOMMENDATION That application has been investigated and it is recommended that the application to amend the planning permit for SA2009.0006 not be approved for the following reason: 1.
The proposed amendment changes the effect of the Tasmanian Planning Commission decision made under Section 43H of the Act.
2.
Nothing has been provided that demonstrates any change in potential land use conflicts between the subject lots and the adjacent Rural Zone to the west.
3.
The restriction still provides a reasonable area of land suitable for development containing habitable rooms.
4.
The existing drainage easements constrain large development including outbuildings on this portion of the lots anyway regardless of the added imposition of a 25m separation buffer.
ITEM 13.6
PAGE 435 Letters - RM Snell - Request for a Minor Amendment SA2009.0006
ITEM 13.6
ATTACHMENT [1]
PAGE 436 Letters - RM Snell - Request for a Minor Amendment SA2009.0006
ITEM 13.6
ATTACHMENT [1]
PAGE 437 Letters - RM Snell - Request for a Minor Amendment SA2009.0006
ITEM 13.6
ATTACHMENT [1]
PAGE 438 Letters - RM Snell - Request for a Minor Amendment SA2009.0006
ITEM 13.6
ATTACHMENT [1]
PAGE 439 Letters - RM Snell - Request for a Minor Amendment SA2009.0006
ITEM 13.6
ATTACHMENT [1]
PAGE 440 Report to Council Meeting on 20 August 2012 13.7 Suppl y and Deli ver y of Side Ar m Garbage Compactor Unit and Tr uc k
13.7
SUPPLY AND DELIVERY OF SIDE ARM GARBAGE COMPACTOR UNIT AND TRUCK File: 25496 D276114
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.2
Ensure comprehensive financial planning to meet sustainability requirements
Purpose To seek Council approval for the purchase of a Side Arm Garbage Compactor Unit and Truck as part of the 2012/2013 Capex Budget.
BACKGROUND
The existing Side Arm Garbage Truck is at the end of its life and due to be replaced. The existing truck is one of two trucks that service the residential areas of the municipality including the rural areas.
COMMENTARY The new Side Arm Garbage Truck is to be used as part of the Domestic Garbage Collection Service. In reviewing the requirements for this replacement it was resolved to replace the existing truck with a similar truck without any significant changes. Quotations were invited through the ‘Local Buy’ purchasing initiative. This is a collaborative purchasing arrangement that provides competitive tendering on a large scale. This arrangement is undertaken in accordance with the strict procurement principles which are required by the Local Government Act 1993. When reviewing the quotations the Side Arm Compaction Units were compared separately to the trucks as either compaction unit can be fitted to each of the trucks. A summary of the quotation schedules for both the compaction units and the trucks is provided in Attachment 1. The MacDonald Johnston Side Arm Compaction Unit is considered the most suitable option for Council’s operations based on the following reasons: It has an Engine Advance Switch which allows the engine revs to be reduced whilst the side arm is being used. This means that the noise associated with emptying wheelie bins is greatly reduced, along with less fuel consumption. It has a remote bin litter which allows the operator to lift the bin from outside the cab. This means that the driver doesn’t have to get back into the cab to empty bins. This would be most useful for litter bins at events or within public reserves etc. It has a semi automatic bin lifter which allows the operator to empty bins more easily and requires less skill from the operator. In reviewing the quotations received concerns were raised that the Hino Truck quoted by FRM Hino is not the most suitable to be converted into a garbage truck. Council already have a number of Isuzu Trucks in the fleet and to date haven’t had any major issues.
ITEM 13.7
PAGE 441 Report to Council Meeting on 20 August 2012
There is also some efficiencies for Council by limiting the number of vehicle makes to reduce the amount of critical spares required etc. All quotations received were assessed in accordance with the assessment criteria detailed in the IPWEA Plant Management Manual. The assessment criteria were: -
Quoted Price – assessed the quoted price. Operational Requirements – assessed the OH&S aspects from the operator’s perspective and the operational effectiveness and manoeuvrability. Mechanical Assessment – assessed the power and performance and serviceability. Delivery, back-up and Testimonials – assessed the warranty details, parts supply, service and call out support. Environmental – assessed the capacity to meet environmental standards (inc. Euro 5). The Isuzu Truck scored highest against four of the five assessment criteria and the MacDonald Johnston Compaction Unit scored highest against five of the five assessment criteria. A summary of the quotation evaluation for both the compaction units and the trucks is provided in Attachment 2.
FINANCIAL IMPLICATIONS
The replacement for the existing Side arm Garbage Truck is included in the 2012/2013 Capex Budget Adopted by Council on 18 June, 2012. The quoted price of $317,052.00 for the MacDonald Johnston SL5-18 Side Arm Compaction Unit and FVD1000 Isuzu Truck offered by Webster Trucks - Isuzu falls within the budget amount of $340,000.
RISK IMPLICATIONS
Assets, Property and Infrastructure Using plant and machinery past the end of its effective life causing increased maintenance costs.
CONCLUSION
The recommended truck to purchase is a FVD1000 Isuzu Truck fitted complete with a MacDonald Johnston SL5-18 Side Arm Compaction Unit quoted from Webster Trucks Isuzu.
ATTACHMENTS 1.
Quotation Specification Summary
2.
Quotation Evaluation Summary Recommendati on
RECOMMENDATION That the quotation from Webster Trucks - Isuzu for the supply of a FVD1000 Isuzu Truck fitted complete with a MacDonald Johnstone SL5-18 Side Arm Compaction Unit at a quoted price of $317,052.00 (GST exclusive) be accepted.
ITEM 13.7
PAGE 442 Quotation Specification Summary
ATTACHMENT [1]
Quotation Specification Summary â&#x20AC;&#x201C; Side Arm Compaction Unit
MacDonald Johnston
Superior Pak
Description/ Model:
SL5-18
SL 18cm Pendulum Packer
Closest Dealership:
Victoria
Victoria
$193,652.00
$197,985.00
Quoted Price (ex GST):
Includes: Engine advance Remote bin lifter Semi auto bin lifter Delivery Time: Warranty:
8 weeks from chassis delivery
8 weeks from chassis delivery
12 months
12 months
Quotation Specification Summary - Truck Isuzu
Hino
Iveco
Description/ Model:
FVD 1000
GH 1728
2350G
Closest Dealership:
Launceston
Launceston
Launceston
Quoted Price (ex GST):
$123,400.00
$112,259.00
$156,342.00
Transmission
5 Auto
5 Auto
5 Auto
Suspension
Air
Air
Air
GVM/GCM
16,500
17,000
16,500
Power (kW)
295
285
280
12 weeks
14 weeks
12 weeks
Details of Equipment:
Delivery Time: Warranty:
3 years, 200,000 kms 3 years, 200,000 kms
ITEM 13.7
24 months
PAGE 443 Quotation Evaluation Summary
ATTACHMENT [2]
Quotation Evaluation Summary â&#x20AC;&#x201C; Side Arm Compaction Unit
Weighting
MacDonald Johnston
Superior Pak
(w)
(s)
(w x s)
(s)
(w x s)
Quoted Price
30
5
150
4
120
Operational requirements
30
5
150
4
120
Mechanical Requirements
20
5
100
4
80
Delivery, Back up & Testimonials
10
5
50
3
30
Environmental
10
5
50
4
40
Total Score
500
390
Quotation Evaluation Summary - Truck Weighting
Isuzu
Hino
Iveco
(w)
(s)
(w x s)
(s)
(w x s)
(s)
(w x s)
Quoted Price
30
4
120
5
150
3
90
Operational requirements
30
5
150
4
120
3
90
Mechanical Requirements
20
5
100
5
100
4
80
Delivery, Back up & Testimonials
10
5
50
4
40
4
40
Environmental
10
5
50
5
50
5
50
Total Score
470
ITEM 13.7
460
350