coffs harbour city council ordinary meeting (city … · 9/15/2005 · s65 tenders : contract...

COFFS HARBOUR CITY COUNCIL

ORDINARY MEETING

(CITY SERVICES COMMITTEE)

COUNCIL CHAMBER

COUNCIL ADMINISTRATION BUILDING

COFF AND CASTLE STREETS, COFFS HARBOUR

15 SEPTEMBER 2005

Commencing at the conclusion of Planning, Environment and Development Committee

Contents

ITEM DESCRIPTION PAGE

CITY SERVICES DEPARTMENT REPORTS 3

S59 TRAFFIC COMMITTEE MEETING NO. 6/1995 3

S60 WORKS BRANCH REPORT 24

S61 SENIORS WEEK 2005 29

S62 MINUTES OF THE ARTS AND CULTURAL DEVELOPMENT ADVISORY COMMITTEE MEETING HELD ON 20 JUNE 2005

36

S63 AREA ASSISTANCE SCHEME LOCAL RANKING COMMITTEE 42

S64 TEMPORARY AUSPICE OF COFFS HARBOUR NEIGHOURHOOD CENTRE

45

mahmaureen

Minutes for this meeting will be confirmed at the City Business Units Committee Meeting to be held in the Council Chambers, Council Administration Building, on 6 October 2005 commencing at 5.00pm

CORPORATE SERVICES DEPARTMENT REPORTS 48

F62 GOODS AND SERVICES TAX CERTIFICATE 48

F63 FINANCIAL REPORTS - 2004/2005 51

CONFIDENTIAL REPORTS 54

The following items either in whole or in part may be considered in Closed Meeting for the reasons stated: A portion of these reports is confidential for the reason of Section 10A(2): (d) commercial information of a confidential nature that would, if

disclosed: (i) prejudice the commercial position of the person who supplied

it, or (ii) confer a commercial advantage on a competitor of the council,

or (iii) reveal a trade secret,

and in accordance with Section 10A(1) the meeting may be closed to the public.

S65 TENDERS : CONTRACT 05/06-226-TO, INTEGRATED WATER CYCLE MANAGEMENT STRATEGY CONCEPT STUDY, DROUGHT MANAGEMENT PLAN AND DEMAND MANAGEMENT PLAN

54

PLANNING, ENVIRONMENT AND DEVELOPMENT DEPARTMENT REPORTS 57

PED26 TENDER: ENGLANDS ROAD WASTE MANAGEMENT FACILITY CONSTRUCTION OF WEIGHBRIDGE BUILDING AND ANCILLARY STRUCTURES - CONTRACT NO. 05/06-215-TO

57

PED27 TENDERS FOR WASTE SERVICES FOR COFFS HARBOUR CITY COUNCIL - CONTRACT 04/05-183-TO

62

CITY SERVICES COMMITTEE 15 SEPTEMBER 2005 - 3 -

COFFS HARBOUR CITY COUNCIL

ORDINARY MEETING

(CITY SERVICES COMMITTEE)

15 SEPTEMBER 2005 Mayor and Councillors CITY SERVICES DEPARTMENT REPORTS

S59 TRAFFIC COMMITTEE MEETING NO. 6/1995

Purpose: To confirm minutes from the Traffic Committee Meeting held on 6 September 2005. Recommendation: T.41 – Thompsons Road, Coffs Harbour - Parking Restrictions (R.505330 [1179965])

That ‘2 hour parking’ signs be installed in Thompsons Road, Coffs Harbour adjacent to the dog leash area as per Plan No. T.41

T.42 – Crossmaglen Road / Gleniffer Road intersection - 'Give Way' sign (R.500520 / R.500300)

That 'Give Way' sign and double unbroken centre lines at Crossmaglen Road / Gleniffer Road intersection be installed as per Plan No. T42.

T.43 –Coffs Harbour & Sawtell - Timed Bus Zones

That bus zones be installed in accordance with Plan No T.43. T.44 – Newcastle Drive, Toormina - B-Double access (R.502200 [987923])

That a technical assessment (trial run) of the B-Double route be undertaken by members of the Traffic Committee and Councillors before a recommendation is made.

cont'd


S59 Traffic Committee Meeting No. 6/1995 …(Cont’d) T.45 - Road Closure - Buskers Festival - Sawtell Wed 28 September 2005 and Coffs Harbour Saturday 1st October 2005 (R.504780 / R.501520)

That (a) the temporary road closure of Harbour Drive, Coffs Harbour, on Wednesday 28

September 2005, between 8.00am and 4.00pm and First Avenue, Sawtell on 1 October 2005, between 10.30am and 5.00pm for the purpose of holding a monster day of buskers, sand modelling, markets, etc, be advertised and providing no substantive objections are received, the closure be approved.

(b) the organisers (Streets Ahead) to liaise with affected traders and obtain traders approval.

(c) the organisers be responsible for erection of traffic barriers and control of traffic using accredited traffic controllers.

(d) the organisers be responsible for all costs associated with the temporary closure T.46 – Salamander Street, Coffs Harbour- School crossing facilities (R.505860)

That ‘School Crossing’ and ‘Bus Zone’ signposting be approved in Salamander Street in accordance with T.46.

T.47 – Centenary Drive, Woolgoolga (R.509540)

That a ‘Give-Way’ sign and line-marking be installed in Centenary Drive, Woolgoolga as per plan No. T47.

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Attachments:

COFFS HARBOUR CITY COUNCIL TRAFFIC COMMITTEE MINUTES 5/2005

6 SEPTEMBER 2005 11.00AM Present: Councillor Bill Palmer, Coffs Harbour City Council

Sgt Brian Hughes, Coffs Harbour Police Andrew Fraser, MP, Member for Coffs Harbour Graham Carthew, Roads and Traffic Authority Tony Mills, Busways Peter West, Holiday Coast Transportation Services George Stulle, Coffs Harbour City Council Anne Shearer, Coffs Harbour City Council

Minute Taker: Di Ericson T.41 – Thompsons Road, Coffs Harbour - Parking Restrictions (R.505330 [1179965]) Consideration to a request for restricted parking in Thompsons Road, Coffs Harbour, adjacent to the dog leash area. Recommended: that ‘2 hour parking’ signs be installed in Thompsons Road, Coffs Harbour adjacent to the dog leash area as per Plan No. T.41 T.42 – Crossmaglen Road / Gleniffer Road intersection - 'Give Way' sign (R.500520 / R.500300) Consideration to a request for installation of a 'Give Way' sign and double unbroken centre lines at Crossmaglen Road / Gleniffer Road intersection. Recommended: that 'Give Way' sign and double unbroken centre lines at Crossmaglen Road / Gleniffer Road intersection be installed as per Plan No. T42. T.43 –Coffs Harbour & Sawtell - Timed Bus Zones Consideration of installation of timed bus zones at various locations in Coffs Harbour and Sawtell. Recommended: that bus zones be installed in accordance with Plan No T.43.

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T.44 – Newcastle Drive, Toormina - B-Double access (R.502200 [987923]) Consideration to a request for B-Double access to Newcastle Drive, Toormina between the times of Midnight and 7.30 a.m. Recommended: that a technical assessment (trial run) of the B-Double route be undertaken by members of the Traffic Committee and Councillors before a recommendation is made. T.45 - Road Closure - Buskers Festival - Sawtell Wed 28 September 2005 and Coffs Harbour Saturday 1st October 2005 (R.504780 / R.501520) Recommended: that (a) the temporary road closure of Harbour Drive, Coffs Harbour, on Wednesday 28

September 2005, between 8.00am and 4.00pm and First Avenue, Sawtell on 1 October 2005, between 10.30am and 5.00pm for the purpose of holding a monster day of buskers, sand modelling, markets, etc, be advertised and providing no substantive objections are received, the closure be approved.

(b) the organisers (Streets Ahead) to liaise with affected traders and obtain traders approval.

(c) the organisers be responsible for erection of traffic barriers and control of traffic using accredited traffic controllers.

(d) the organisers be responsible for all costs associated with the temporary closure T.46 – Salamander Street, Coffs Harbour- School crossing facilities (R.505860) Consider additional school crossing facilities in Salamander Street, adjacent to Coffs Harbour Primary School Recommended: that ‘School Crossing’ and ‘Bus Zone’ signposting be approved in Salamander Street in accordance with T.46. Installation of the crossing and signposting to be subject to funding of the required pedestrian fencing by the Department of Education. T.47 – Centenary Drive, Woolgoolga (R.509540) Consider the installation of a ‘Give-Way’ sign and line-marking in Centenary Drive, Woolgoolga. Recommended that a ‘Give-Way’ sign and line-marking be installed in Centenary Drive, Woolgoolga as per plan No. T47. The meeting closed at 12.40pm.

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S60 WORKS BRANCH REPORT

Purpose: To advise Council of the progress of construction and maintenance programs undertaken by Works Branch up to 31 August, 2005. Capital Works Program: 1. Completed Works in August 2005

• Road Rehabilitation, Arthur St, Woolgoolga (700m2) • King St, Coffs Harbour, reconstruction of stormwater headwalls • Duke Street Fitzroy Oval drainage (90m) • Dolmans Point Car Park refurbishment • Englands Road Waste Facility, leachate drainage • Roads to Recovery Gravel Road Resheets, Cassidy Road, Bonville

Wears Road, Lower Bucca

McClellands Road, Lower Bucca

Gundarene Road, Gundarene

Camp Creek Road, Lowanna 2. Works continuing or commenced in September 2005

• Englands Road CCRRF Civil Site Works • Bray Street, left turn lane onto the Pacific Highway • Hulberts Road Criterium cycle track • Drainage - 58 Bluff Road Emerald Beach, 45.3m including 11.06 under road,

three pits and headwall. - 38 Headland Road Arrawarra, 72m of windrow including three

driveways • Marina Drive Footpath works associated with rail level crossing, (170m) • Road Rehabilitation Mackay Street, Woolgoolga (1600m2)

Nile Street, Coffs Harbour Jetty (865m2) • Local Roads Gravel Resheets, various locations

Attached for Council’s information is a summary of expenditure verses budget for 2005/06 Capital Works, and the Capital Works Schedule. Maintenance Report 1. Bitumen Sealing Program

The Bitumen Sealing Program is to commence in late September with an anticipated 481,700m2 of the road network to be sealed by Boral Asphalt Pty Ltd this financial year.

cont'd


S60 Works Branch Report …(Cont’d) 2. Bridge Testing

It is intended to test the structural adequacy of three bridges within the next month following annual bridge inspections undertaken recently. The recommendations from the bridge testing may result in load limits being put in place or structural members being replaced as budgets allow.

These bridges include:

• Coral Street Bridge, Corindi.

• Davies Bridge, Upper Bobo Road, Brooklana.

• Longs Bridge, Eastbank Road, Coramba.

3. Asset Management Works Branch is currently mapping out road pavement segments within ArcView GIS to enable the spatial representation of road pavement information such as pavement age, condition and type. Work is continuing with the mapping of Council’s drainage network for inclusion within Arcview GIS.

4. Historical Coffs Harbour Jetty Structure A dilapidation survey of the super and substructure of the Jetty will be undertaken in October to verify the scope of the pile replacement program scheduled for the 2006/2007 financial year. It is anticipated that between 40 and 60 piles will need replacing, and will be the first major maintenance program on the structural members since its refurbishment in 1996.

Recommendation: That Council: 1. Notes the progress report on construction and maintenance works undertaken by

Works Branch up to 31 August, 2005. 2. Notes the individual program expenditures are being monitored and are within the

allocated 2005/2006 budget.

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Attachments:

Works Branch-Construction Projects Budget/Expenditure 2005/2006 Program

AS AT DATE: 31-Aug-05 Description Revised Actual % Project % Costs

Budget Expenditure Complete ExpendedLocal Roads Sealed Roads Reseals $625,000 $3,300 1% 1% Sealed Roads Reseals - Asphalt $59,000 $0 0% 0% Sealed Roads Rehabilitation $922,000 $137,131 15% 15% Dust Sealing $160,000 $0 0% 0% Unsealed Roads Gravel Resheeting $115,000 $12,187 11% 11% Bray St Upgrade $400,000 $219,260 49% 55%

Total: $2,281,000 $371,878

Federal Roads to Recovery Residential Street Rehabilitation $205,000 $0 0% 0% Gravel Resheeting $50,000 $49,111 100% 98% Sealed Roads Reseals $116,792 $0 0% 0%

Total: $371,792 $49,111

Regional Roads 3 X 3 Program $131,000 $0 0% 0% Regional Road Repair Program $318,200 $0 0% 0% Regional Rd Timber Bridge Replacement Program $237,500 $0 0% 0%

Total: $686,700 $0

Drainage Drainage Impts / Nuisance Flooding $218,000 $23,819 12% 11%

Total: $218,000 $23,819

Bridges Major Repairs $168,000 $0 0% 0% Cathodic Protection (Fred Hanson Bridge) $100,000 $0 0% 0%

Total: $268,000 $0

Footpaths / Cycleways Footpath Construction $303,000 $0 0% 0% PAMPS Footpath Works $50,000 $0 0% 0% Cycleway Projects $115,000 $0 0% 0%

Total: $468,000 $0

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S61 SENIORS WEEK 2005

Purpose: To report to Council on the activities of Seniors Week 2005. Description of Item: The Coffs Harbour Senior Citizens Week Committee is a community based committee that comprises senior citizens, Council staff and representatives of local businesses. The committee has met on a regular basis since September 2004 in order to plan and coordinate a program of activities for Seniors Week that appropriately celebrates the older members of our community. Seniors Week was held from 13-20 March 2005. The following people were members of the Senior Citizens Week Committee for 2005: • Barbara Lawson (Senior Citizen) • Keith Whalan (Senior Citizen) • Di Leis (Park Beach Plaza) • Danae Paul (Park Beach Plaza) • Gordon Whittle (Senior Citizen) • Dawn Bennett (Senior Citizen) • Barbara Pearce (Senior Citizen) • Dorothy Harley (Senior Citizen) • Betty Pittaway (Senior Citizen) • Lola Fowler (Senior Citizen) • Susan Clarke (CHCC) This year the Senior Citizens Week Committee took the decision not to run numerous smaller events rather to streamline activities focusing on three major events. This enabling the committee to give of their time more efficiently. The three events were: • Launch/Dance Spectacular - Sunday, 13 March at the Coffs Harbour Ex-Services Club • A Day at the Theatre - Wednesday, 16 March at the Jetty Memorial Theatre • Bus Adventure Tour - Saturday, 19 March, Taylors Arm/Bowraville All three events were very successful with attendances high. The response from participants was positive encouraged by comments of "more of the same". In addition, local organisations and groups were encouraged to participate in the week's activities to strengthen and enhance the program. The response was overwhelming with numerous activities, events and programs on offer throughout the week. A copy of the week's activities is attached. The theme “The Best Time for Ages" was reflected in the activities held during the week by providing the seniors with opportunities to get together both with their peers and across the generations.

Cont'd


S61 Seniors Week 2005 …(Cont’d) Seniors Week Awards Recognition of the valuable contributions made by older people to our local community through the Local Seniors Week Awards is an integral part of Seniors Week. Nominations were called for in January 2005 and recipients were selected for awards by the committee for their substantial contribution to the well being of older people in the Coffs Harbour local government area. The awards were presented by the Mayor at the official opening of Seniors Week held at the Coffs Harbour Ex-Services Club on Sunday, 13 March 2005. Local Seniors Week Award recipients were: • Norma Romeril • Glenice Kluss • Jo Uren • Dorothy Hays • Ian Scott • Jack Spencer • Neville Hillenberg • Ila Rogers • Selwyn Rogers • Betty Wright • Norm Randall • Elsie Langford • David Long In planning for Seniors Week the committee aimed to provide a program of events that catered to the interests of seniors with activities at no or minimal cost being accessible across a broad geographical section of the local government area. Sustainability Assessment: • Environment

There are no environmental issues.

• Social Seniors Week aims to provide a positive understanding of ageing. The week's celebrations also provide a unique opportunity to recognise and acknowledge the valuable contributions that older people make to our community.

• Economic

Broader Economic Implications The organising committee received financial and in-kind support from a variety of community organisations and local businesses. As in the past the major sponsors for Seniors Week 2005 are Council and Park Beach Plaza.

Cont’d


S61 Seniors Week 2005 …(Cont’d)

The committee was successful this year in their bid for a Seniors Week grant from the NSW Department of Ageing, Disability and Home Care (DADHC). These grants are becoming increasingly more competitive to acquire. This year the committee received $330. Contributions from the donating organisations enabled the committee to develop a program of events at no cost to the seniors, with the exception of a $10 charge for the full day Country Adventure Bus Outing. The committee, who recognised the week as being a successful community event, appreciated this support. The income/expenditure for the week's activities are as follows: Income Council Donation $2,250 Seniors Week Committee Bank Account (fundraising) $ 532 Park Beach Plaza Donation $2,500 DADHC Grant $ 330 Raffle Ticket/Bus Ticket Sales $2,220

$7,832 Costs Public Liability Insurance $1,500 Pacific City Coaches (bus trip) $4,584 Advertising (Advocate) $ 749 St Johns Ambulance $ 100 Bowraville Museum (entry fee) $ 169

$7,102 As you can see the balance from this year's activities leaves the committee with only $730 to commence planning next year's event. Public Liability Insurance cover results in a major financial burden for the committee each year. The cost of insurance cover for Seniors Week 2005, provided through the NSW Meals on Wheels Association Community Sector Insurance Program, amounts to $1,431.41. The committee will be requesting further assistance from Council with this cost so that funds can be spent on activities and not, although necessary, insurance coverage. Management Plan Implications The Coffs Harbour City Council made a donation of $2,250 towards organising events for Seniors Week 2005 to the Senior Citizens Week Committee. This contribution has remained the same for a number of years. The committee is looking for Council to increase this contribution to include the cost of insurance in its budget for 2006/2007.

Consultation: The Senior Citizens Week Committee has met on a monthly basis since September 2004 to plan and coordinate activities for Seniors Week 2005. The feedback from each event was very positive and some helpful suggestions about how to improve the week were also received. These will be considered when planning next year's events.

Cont’d


S61 Seniors Week 2005 …(Cont’d) Related Policy and / or Precedents: There is no related policy in regard to this matter. Statutory Requirements: There are no statutory requirements in relation to this matter. Issues: The Senior Citizens Week Committee has sent Certificates of Appreciation and thank you letters to supporting organisations and groups. Implementation Date / Priority: If Council agrees to cover the cost of the insurance as well as the annual $1,500 an additional amount of approximately $1,000 will need to be included in the 2006/2007 budget. Recommendation: 1. That the Coffs Harbour Senior Citizens Week Committee members be thanked in

writing for their efficient use of funding and their commitment to celebrating the contribution older members make to the community through a successful Seniors Week 2005.

2. That Council consider increasing its donation for Seniors Week from $1,500 to $2,500 in the 2006/2007 budget to allow for the cost of public liability of approximately $1,500 leaving $1,000 for the week's activities.

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Attachments:

CALENDAR OF EVENTS ~ SeniorS Week 2005 13-20 March 2005

“ The Best Time for Ages ”

SUNDAY, 13 MARCH SENIORS WEEK LAUNCH/CONCERT COFFS HARBOUR EX-SERVICES CLUB - 9.30 AM to 12 NOON, MORNING TEA INCLUDED - NO COST Official Opening of Seniors Week 2005, presentation of the Local Seniors Week Awards. A Dancing Extravaganza Concert and morning tea. Tickets available from the Coffs Harbour Ex-Services Club, telephone 6652 3888. NO ADVANCED BOOKINGS For enquiries regarding this event please telephone 6648 4840. PET PORPOISE POOL - WOW ! SPECIAL OFFER FOR SENIORS WEEK FREE ENTRY Sunday 13 March, afternoon session ONLY. For more details telephone 6652 2164. NO ADVANCED BOOKINGS MONDAY, 14 MARCH COFFS HARBOUR COMBINED PENSIONERS AND SUPERANNUANTS CARD TOURNAMENT, CAVANBAH HALL - 9.30 AM TO 12.00 NOON - FREE Come along and be part of this friendly tournament. Games to be played include Five Hundred, Eucha, Canasta and Bridge. Morning tea will be served. For bookings please telephone Keith Whalan on 6654 0361. WOOLGOOLGA SENIORS CENTRE INC - "SENIORS EXPO" 2 DAYS MONDAY, 14 AND TUESDAY, 15 MARCH - 9.00 AM TO 5.00 PM at 6 Boundary Street, Woolgoolga. For further details contact Tom Holder on 6654 7311. (See also Tuesday, 15 March) TUESDAY, 15 MARCH BUNKER CARTOON GALLERY HISTORICAL TALK - COST $5 INCLUDES ENTRY AND MORNING TEA - 11AM Informal talks by local historians, the role of the "Bunker" in World War II. Telephone the Bunker Cartoon Gallery on 6651 7443 for more details. (See also Wednesday, 16 March) CATHOLIC CLUB - FREE SENIORS CONCERT - TUESDAY, 15 MARCH AT 10AM Enjoy a morning of song and entertainment at the Catholic Club, includes morning tea. For more information telephone the Club on 6652 1477. WOOLGOOLGA SENIORS CENTRE INC "SENIORS EXPO" 2 DAYS MONDAY, 14 AND TUESDAY, 15 MARCH - 9.00AM TO 5.00PM at 6 Boundary Street, Woolgoolga. For further details contact Tom Holder on 6654 7311. SAWTELL CROQUET CLUB "COME AND TRY MORNING" FOR SENIORS AT 10AM - NO COST. An introduction to golf croquet and games. If you are looking for a little exercise and a happy social atmosphere come and try croquet. Morning tea and sausage sizzle lunch provided. Bring flat shoes, hat and sunscreen. Located in Sawtell Caravan Park, Lyons Road, Sawtell . For catering purposes please telephone 6658 1840, 6658 1546 or 6653 2359 before 8 March.

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WEDNESDAY, 16 MARCH BUNKER CARTOON GALLERY HISTORICAL TALK - COST $5 INCLUDES ENTRY AND MORNING TEA - 11AM "Fashion with Rations" a look at fashion trends in wartime. Illustrated talk followed by morning tea. Telephone the Bunker Cartoon Gallery on 6651 7443 for more details. (See also Tuesday, 15 March) JETTY MEMORIAL THEATRE - FREE VARIETY CONCERT, WEDNESDAY, 16 MARCH AT 2.00 PM Participation is the key for this event, wear your best tiara, diamante earrings, bow tie etc. Afternoon tea provided. PRIZES Limited tickets available at Council, ask for Alison Kelly or Susan Clarke or call 6648 4833. For concert details telephone Jennie Cullen on 6648 4850. Don't be late for this one, once the tickets are gone they're gone ! NO ADVANCED BOOKINGS SAWTELL RSL - SENIORS CONCERT - WEDNESDAY, 16 MARCH - $5 ENTRY INCLUDES FINGER FOOD - STARTS 11 AM Come and enjoy a day's entertainment in a friendly atmosphere. For more details telephone the Club on 6653 1577. THURSDAY, 17 MARCH LIFE BALL 'give it a go' MORNING AT SPORTZ CENTRAL (Indoor Stadium, Bray Street) 9.30 am TO 11.30 am. Exercise for seniors in a friendly environment, make new friends, morning tea provided. Comfortable clothes and shoes required. Contact the Stadium on 6651 2501 for more details. Come and try Life Ball - it's fun ! SCOOTER WORKSHOP - PARK BEACH PLAZA - ALL DAY (Centre Stage Area) Attended by representatives from the Police, Scooter Australia and Council Rangers. Opportunity to talk to the right person about your scooter. For further details telephone Anne Shearer, Council's Road Safety Officer, on 6648 4414.

FRIDAY, 18 MARCH TIP TOP TAPPERS - PARK BEACH PLAZA - ITS FREE ! Always a delight to watch the Tip Top Tappers dance troupe great entertainment. Provided by Park Beach Plaza see them Centre stage 11.00am. SATURDAY, 19 MARCH PUB WITH NO BEER / TAYLORS ARM / BOWRAVILLE BUS TOUR - COST $10 per head includes bus tour, morning tea and lunch. Departing from outside the Westpac Bank, Park Beach Plaza at 8.45 am returning 4.15 pm. This full day outing will explore places of interest spread throughout our beautiful hinterland. Included in the tour will be a visit to the Macadamia Factory. Tickets available at Coffs Harbour City Council, ask for Alison Kelly or Susan Clarke telephone 6648 4833, Park Beach Plaza Management Office 6652 4366, Woolgoolga Neighbourhood Centre 6654 1598 and Sawtell RSL 6653 1577. Limited tickets available so get in quick ! NO ADVANCED BOOKINGS • BIRCH CARROLL & COYLE CINEMA - ALL WEEK, EVERY DAY, ALL SESSIONS $5 This is a fantastic offer from Birch Carroll & Coyle. Any session during Seniors Week, lots of movies, lots of sessions - so organise a group of friends and go to the movies. • SAWTELL CINEMA ~ "BEST TIME FOR AGES" DAY AT THE MOVIES SPECIAL $5 Details on movies and sessions telephone the Cinema on 6653 3119 • AUSTRALIAN HEARING - 10.00 AM TO 4.00 PM AT PARK BEACH PLAZA Information and hearing checks for seniors on Monday, 14 March.

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• COFFS HARBOUR CITY LIBRARY - INTERACTIVE INTERNET TUITION SESSIONS NO COST - Tuesday 15, Wednesday 16 and Thursday 17 March, 5 pm to 8 pm, limited places. Telephone 6648 4900 or email [email protected] ~ be quick for this one ! The Seniors Citizens Week Committee kindly thanks it's sponsors - Coffs Harbour City Council, Park Beach Plaza, the Advocate, NSW Department of Ageing, Disability & Home Care, Coffs Harbour Ex-Services Club, SSS Steakhouse, Pet Porpoise Pool, Birch Carroll & Coyle, Sawtell Cinema, Terry White Chemist and Woolgoolga Pharmacy and all the community groups and organisations who participated.


S62 MINUTES OF THE ARTS AND CULTURAL DEVELOPMENT ADVISORY COMMITTEE MEETING HELD ON 20 JUNE 2005

Purpose: To present the minutes of the Arts and Cultural Development Advisory Committee meeting held on 20 June 2005. Description of Item: The Arts and Cultural Development Advisory Committee met on 20 June 2005. The minutes of this meeting are attached. Sustainability Assessment: • Environment

There are no environmental impacts. • Social

The resolutions of the committee improve the capacity of the Arts and Cultural Development Advisory Committee to develop arts and cultural issues.

• Economic Broader Economic Implications There are no economic implications. Management Plan Implications There are no management plan implications.

Consultation: Arts and Cultural Development Advisory Committee. Issues: The meeting of 20 June resolved that:

• Expressions of Interest advertisements be placed in the press to seek interested community members to replace members of the committee who have resigned. The committee agreed that dance, film and tourism should be represented on the committee.

• Selected members of the committee would present to the appointed consultant of the Coffs Harbour City Council's Arts and Cultural Development Strategy paper a powerpoint presentation from the University of New Mexico on the economic importance of Santa Fe's arts and cultural industries. This presentation was delivered to a committee member while on an overseas fact finding trip.

Cont’d


S62 Minutes of the Arts and Cultural Development Advisory Committee Meeting held on 20 June 2005 (Cont'd)

• Cr Jenny Bonfield to explore the possibility of a cultural map and information notice board being erected in the Coffs Harbour City Centre. (This matter was subsequently raised by Cr Bonfield at a recent Council meeting and a report is currently being prepared, on the issue, for consideration by Council.)

• A Coffs Harbour City Council Youth Cultural Fund be established through community fundraising.

Recommendation: 1. Council note the minutes of the Arts and Cultural Development Advisory Committee

meeting held on 20 June 2005. 2. Council note that a Coffs Harbour City Council Youth Cultural Fund be established

through community fundraising.

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Attachments:

IR 1160766

ARTS AND CULTURAL DEVELOPMENT ADVISORY COMMITTEE MEETING

20 JUNE 2005

M I N U T E S There was no quorum for 16 May 2005 Arts And Cultural Development Advisory Committee meeting. Meeting commenced at 5.30 pm PRESENT: Cr Jenny Bonfield (Chairperson), Shirley Barnett, Carol Hellmers, Leigh

Summers, Steven Bush and Gordon Amann IN ATTENDANCE: Malcolm McLeod 1. APOLOGIES Richard Holloway and John Arkan 2. ADOPTION OF MINUTES – 18 APRIL 2005 MOVED (Hellmers/Barnett) that the minutes of the meeting of 18 April 2005 be accepted as a true and accurate record of the meeting.

CARRIED 3. CORRESPONDENCE - IN/OUT Maree Walden and Margaret Bruggisser resignations 4. GENERAL BUSINESS Members reports tabled. Discussion occurred on recent resignations and the committee agreed that expressions of interest advertisements should be placed in the press to see whom in the community might have the qualifications to replace members who have resigned. The committee agreed that dance, film and tourism should be represented on the committee. It was agreed that the Cultural Development Officer would place the expression of interest advertisements and field applicants. Gordon Amann talked through his trip to Santa Fe regarding the Economic Importance of Santa Fe’s arts and cultural industries.

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The committee agreed that the powerpoint presentation of this Economic Research document be shown, for reference and input, to the appointed consultant for the Coffs Harbour City Council’s Arts and Cultural Development Strategy paper. It was also agreed if the consultant was appointed and research started on the strategy paper before the next Arts and Cultural Development Advisory Committee on 18 July 2005 the committee would meet before the next scheduled meeting to review the powerpoint presentation and then meet and present the powerpoint presentation to the consultant. The committee agreered that the Chairperson, Cr Jenny Bonfield, would recommend at the next Coffs Harbour City Council meeting that a noticeboard be erected in the Coffs Harbour City Mall with a cultural map on one side and a section for display of arts information on the other. The Cultural Development Officer and the Jetty Memorial Theatre Manager would update information weekly. The Cultural Development Officer outlined to the committee the idea for a Coffs Harbour City Council Youth Cultural Development Fund which would be a fund to help local youth expand their study in arts and culture, by being able to apply to the fund for grant money. Financing the fund would be through fundraising activities, the first of which would be a performance of CloudStreet, which CHATS Productions has agreed to give all box office takings from to the fund. The committee agreed that a motion in support of this proposal was needed. MOVED (Bush/Bonfield) that the committee agree to the establishment of a Coffs Harbour City Council Youth Cultural Fund.

CARRIED

NEXT MEETING MONDAY, 18 JULY 2005 AT 5.30 PM – BUNKER CARTOON GALLERY Members of the Bunker Cartoon Gallery Management Committee and guests are invited to join the Committee at close of business at 6.30 pm for an informal discussion and drinks. 6.30 pm - Close of Business 6.30 pm - Members of the Coffs Harbour Regional Conservatorium and the music community joined the committee for informal discussion. Meeting closed at 7.45 pm Attachments: • Members Tabled Reports • Discussion Notes Arts & Cultural Development Advisory Committee meeting 16 May 2005 THEATRE REPORT- MONDAY 20 JUNE 2005 Shirley Barnett GUYS AND DOLLS- the Musical Comedy Company show opens on Wednesday. I have copied some leaflets. I believe bookings are filling up, so book soon if you want to go.

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CLOUDSTREET: The Council has very generously donated $2,000 towards the costs of this special show. CHATS is taking a tremendous risk mounting it, and the many logistical problems were very expensive to overcome. CHATS has agreed to donate all profits from the performance on Saturday July 30th to a special fund which I have no doubt Malcolm will be reporting to you. CloudStreet needs your help to publicise it; the length of the show, and the higher cost, do need explaining to people. Essentially, although the show does seem long, actually there are two breaks, during the first of which coffee and biscuits will be served, and during the second of which a meal will be provided. You are never seated for more than just over an hour. And there’s plenty of time to socialise. I have posters and leaflets- but word of mouth is the best publicity. SPRING ON STAGE: as previously reported, a different format will apply this year, and is raising a great deal of interest. The Ogo Pogo players, from Sydney, will perform their horror trilogy, Boo!; a group of young actors from Maitland will be performing a youth theatre version of Macbeth, and other groups such as Dorrigo are interested. We will have workshops in Musical Theatre and Directing, and an open day when the public is invited to enjoy the facilities of the theatre. We hope to get displays of posters etc from all participating groups, a fashion parade of costumes, and have performances every hour- free of charge. We think this will bring a lot of visitors to the theatre, and raise its profile to the benefit of all users. Dates- 7-11 September BUNKER CARTOON GALLERY Dr Leigh Summers Current Exhibitions include: Main gallery, Tony Lopes, Insanity Streak, (extended season) Nik Scott, featured artist, Hot Diggity Dog, closes first week in July Love Marriage and Other Catastrophes (works from the BCG collections) closes first week of July Current: Foyer Gallery, Gone Cuckoo Clocks by Nick Rhynhart, local artist closes 1st week of July. Richard Newcombe, local artist, features in foyer gallery closes first week in July Forthcoming Exhibitions include: Main Gallery, Dave Funnell, Couch Dreams & Malice in Wonderland opens 8 July Visually Poetic by Garry Wait also opens 8 July RCA open 27 August close 24 October. Nude, Rude and Lewd: the Bunker Goes Blue opens 29 October. TAFE teachers Exhibition date TBA. Public Programs Imminent: 24 June 2005 Student video premiere (Grafton TAFE) 1 July 2005 Grafton TAFE student premiere of short films 8 July 2005 Opening night of Couch Dreams, Malice in Wonderland and Visually Poetic. 8 July 2005 following opening the BCG holds it second annual Poetry Slam Tba X box lan parties (with Games R U) Date TBA in August 2005 Showgirls fundraiser Public Programs: Recent HOT DIGGITY DOG brought 200 people to the gallery Brisbane International Animation Festival brought 35 people to the gallery.

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I/R 1135138

DISCUSSION NOTES Arts & Cultural Development Advisory Committee

Monday, 16 May 2005 (In the absence of a quorum the following discussion notes are recorded) Present: Shirley Barnett, Carol Hellmers, Becky Cole & Richard Holloway In Attendance: Councillor Gavin Smithers, Malcolm McLeod Apologies: Jennifer Bonfield Chairperson, Ian Hogbin & Steve Bush Resigned: Maree Walden and Margaret Bruggisser The Sportz Central Management Committee provided an overview of the proposed Sportz Central upgrade. This was well received by those present who all agreed to individually write a letter of support for this project. There was discussion on why Maree Walden had resigned. Malcolm McLeod passed on the information from her on work commitments and her statement that she would always support the committee with any help she can offer in the tourism area. Those present welcomed the permanent appointment of the Acting Cultural Development Officer to the Cultural Development Officer position. The new Community Development Officer positions were discussed with an eye on youth development. Those present were happy with the positions becoming permanent and accepted they would be part of a multi-disciplinary team and as such there would be no permanent Youth Development Officer position. Discussion on the letterhead for the Arts & Cultural Development Advisory Committee decided that the Cultural Development Officer could devise a new letterhead and what was devised would be okay with those present. 6.30 pm - Members of the Jetty Memorial Theatre Management Committee joined the group for drinks. NEXT MEETING MONDAY, 20 JUNE, 2005 COMMENCING AT 5.30 PM - COFFS HARBOUR REGIONAL CONSERVATORIUM, HOMEBASE, PACIFIC HIGHWAY, COFFS HARBOUR At 6.30 pm members of the Conservatorium Board and the music community will join the committee for drinks. Meeting closed at 7.30 pm


S63 AREA ASSISTANCE SCHEME LOCAL RANKING COMMITTEE

Purpose: To appoint two Councillors to the Area Assistance Scheme Local Ranking Committee. Description of Item: The Area Assistance Scheme (AAS) is a regional community development funding program of the NSW Department of Community Services (DoCS), Communities Division. The scheme aims to support community development and the provision of services to regions experiencing social stress or undergoing rapid urban growth or change. Applications for the 2005/2006 funding round closes on 7 September 2005. During this funding round priority is given to projects that deliver the following identified outcomes:

• Connecting communities through partnership.

• Building community leadership and capacity.

• Promoting safe communities. The AAS does not provide funding for projects that are less than $2,000. There is no upper limit on the level of funding applied for, however, funding applications do not usually exceed $75,000. Projects funded by the scheme fall within three broad categories of funding:

• Community Resources Capital (one off capital funds to establish or improve physical community infrastructure).

• Community and Service Development (time limited funding between 1-4 years).

• Long Term Community Services - "pick up" (AAS funded for a two year period and then transferred to the administration of an appropriate government department for ongoing funding).

The Local Ranking Committee (LRC) is not a committee of Council but is appointed by DoCS. The Local Ranking Committee's role within the AAS is to review and rank all submissions received from the Coffs Harbour local government area. Ensuring that each application is prioritised in accordance with the needs of our local area and the aims, objectives and identified outcomes of the AAS. The Local Ranking Committee's recommendations on the projects to be funded within our area are forwarded to the North Coast Regional Advisory Committee (RAC) for further assessment. The RAC will examine all submissions made within the North Coast area and make final recommendation to the Minister regarding successful projects for funding. The composition of the Local Ranking Committee will consist of:

• Two (2) Councillors

• A minimum of five (5) Community Representatives

• One (1) Staff Representative (non voting)

Cont’d


S63 Area Assistance Scheme Local Ranking Committee …(Cont’d) Cr Ovens has served on the committee for the past two years and Cr Joass for the last round. There is no barrier to Councillors Ovens and Joass continuing in this role should Council resolve in this way. The community representatives on the committee will be nominated by seeking expressions of interest from interested individuals and organisations. Sustainability Assessment: • Environment

There are no environmental impacts regarding this issue.

• Social The AAS funding program supports the enhancement of services and facilities within the local community. The LRC itself allows local communities to advocate for their needs and be involved in government decision making processes.

• Economic Broader Economic Implications Council currently receives funding on an annual basis from DoCS to administer the AAS within the Coffs Harbour local government area. Staff within Council's Community Services Branch are therefore responsible for the administration of the Area Assistance Scheme at a local level and for the resourcing of the LRC. Management Plan Implications This can be achieved within existing budgets and therefore does not have any financial impact in relation to Council's management plan.

Consultation: Expressions of Interest for participation on the LRC are being sought through consultation at local Interagency meetings and with interested individuals and organisations. Related Policy and / or Precedents: Councillors have been members of the LRC in the past. Issues: Council's involvement on the LRC is positive in that it provides an opportunity for local government to represent the community and play an active role in assessing local needs and making recommendations to the State government's AAS funding program.

Cont’d


S63 Area Assistance Scheme Local Ranking Committee …(Cont’d) Implementation Date / Priority: A timetable for the round has been set by DoCS and the Local Ranking Committees will be required to meet during October 2005 to assess applications. Recommendation: That Council nominate two Councillor representatives to the Area Assistance Scheme Local Ranking Committee.


S64 TEMPORARY AUSPICE OF COFFS HARBOUR NEIGHOURHOOD CENTRE

Purpose: To seek Council's approval to temporarily auspice the Coffs Harbour Neighbourhood Centre to undertake an evaluation of the previous operations of the service. Description of Item: On 24 July 2005 the Coffs Harbour Neighbourhood Centre ceased operations due to insolvency. The Department of Community Services has asked that Council work in partnership with them to evaluate the operations of the now defunct Neighbourhood Centre and develop a new model for this service to recommence in Coffs Harbour in July 2006. The Department of Community Services has agreed to pay Coffs Harbour City Council the ongoing quarterly funding it would ordinarily have paid to the Neighbourhood Centre for the completion of this task. This funding would cease once the service is fully operational and a suitable auspicing body is identified. The current funding level is $16,689 per quarter. Payment will be received for three (3) quarter periods. Sustainability Assessment: • Environment

There are no environmental impacts. • Social

There is no service operating in Coffs Harbour which replicates the core business of the Neighbourhood Centre. The local community is now devoid of a referral and information service. This is a fundamental service for community groups and individuals. Neighbourhood Centres function as the hub of a community. They offer access to services and programs for individuals as well as government and non-government agencies. Neighbourhood Centres are key players in the identification of local issues and assist in the development of needs based projects. Neighbourhood Centres also undertake an advocacy role for marginalised and disadvantaged groups. The absence of a Neighbourhood Centre will disadvantage local service providers and individuals alike. As the receptacle of local knowledge the Neighbourhood Centre has been instrumental in providing agencies and the community with support and information to address their unique needs. Without this service many will be unable to access information required. Council is an ideal position to take on this role as it has the skills and knowledge to accurately evaluate and develop community services and systems; understanding of the Neighbourhood Centre structure and purpose; and is able to manage time limited projects without experiencing adverse financial effects following the cessation of the project and its funding.

Cont’d


S64 Temporary Auspice of Coffs Harbour Neighbourhood Centre ... (Cont'd) • Economic

Broader Economic Implications Council will receive quarterly funding from the Department of Community Services which will cover the associated costs until the completion of the evaluation and project development. Management Plan Implications This proposal reflects Council's key objective to "create opportunities and outlets to satisfy the community's cultural and social needs" in the 2004/2007 management plan.

Consultation: Informal consultation has been undertaken amongst community service groups since the closure of the Neighbourhood Centre in July 2005. It is agreed throughout the community that Coffs Harbour requires the services of a Neighbourhood Centre and a new model of operation should be developed to enable the service to re-open as soon as possible. The following groups have specifically provided support to this proposal:

− Coffs Harbour Community Village

− Community Settlement Services

− St Vincent De Paul

− Youth Suicide Prevention Committee

− Coffs Harbour Crisis Accommodation

− Coffs Harbour Youth Service

− Coffs Harbour Housing Forum Related Policy and / or Precedents: Nil Issues: The operational function of Neighbourhood Centres across NSW is to provide the local community with a one-stop-shop for information and referral support. They are funded quarterly by the Department of Community Services. Neighbourhood Centre’ are utilised by individuals and services alike to obtain information and access to a range of services and projects throughout the region including support services (e.g., Aged and Disability Services) outreach programs (e.g., Tax Help July-October annually), specific issue based projects (e.g., crisis accommodation), education activities (e.g., U3A, CHERP), information to new residents. The Coffs Harbour Neighbourhood Centre has operated since the early 1980’s. All programs previously auspiced under the Coffs Harbour Neighbourhood Centre have now been re-auspiced or are in the process of finding alternative auspicing bodies. This is being conducted by the funding bodies of each program and Council will not be required to assist with this.

Cont’d


S64 Temporary Auspice of Coffs Harbour Neighbourhood Centre ... (Cont'd) The Department of Community Services has stated they intend to re-open a Neighbourhood Centre in Coffs Harbour. They do not intend to replicate the previous service, rather it is their intention to implement a new model which would limit its operation to their core business of information and referral. It is not anticipated it would take on the auspice of other projects. In order to achieve this the following steps are required:

1. Evaluation of the operations of the previous Neighbourhood Centre.

2. Assist in reviewing suitable models of successful Neighbourhood Centres throughout NSW.

3. Identification and design of a suitable model for establishing another Neighbourhood Centre.

4. Assist in the handover to an alternative suitable auspicing body for long term management. The Department of Community Services has asked Council to work in partnership with them to undertake these steps and thereby enable the establishment of a Neighbourhood Centre in Coffs Harbour. If agreed to by Council the funding received from the department will be used to offset salary and research costs. There will also be the need to "back fill" staff positions while this work is undertaken. These costs will be covered by the amount of funding received from the Department of Community Services. Implementation Date / Priority: Immediately. The commencement of this proposal is of high priority. The Department of Community Services anticipates an opening of a new Neighbourhood Centre at the commencement of the next financial year - July 2006. In order to complete the necessary evaluations and remodelling of the service prior to this time it needs to commence as soon as possible. Recommendation: 1. That Coffs Harbour City Council agree to develop, with the Department of Community

Services, for a temporary period until 30 June 2006, a suitable model for an appropriate alternative auspice for the re-establishment of a Neighbourhood Centre in Coffs Harbour.

2. That Council's role in relation to developing a suitable model will be:

• Evaluation of the operations of the previous Neighbourhood Centre.

• Assist in reviewing suitable models of successful Neighbourhood Centres throughout NSW.

• Identification and design of a suitable model for establishing another Neighbourhood Centre.

• Assist in the handover to an alternative suitable auspicing body for long term management.


CORPORATE SERVICES DEPARTMENT REPORTS

F62 GOODS AND SERVICES TAX CERTIFICATE

Purpose: The objective of this report is to provide certification that Council has met it’s obligations regarding the payment of Goods and Services Tax to the Australian Taxation Office for the period 1st July 2004 to 30th June 2005 inclusive; and that this was done in accordance with the statutory requirements of The Goods and Services Tax Act (1999), and subsequent regulations and rulings. Description of Item: Since the introduction of the Goods and Services Tax in July 2000, Council has been required each year by the Department of Local Government, to submit a GST Audit Certificate, signed by Council’s Auditor’s PricewaterhouseCoopers. Circular 05/26 Goods and Services Tax – Council Compliance Requirements for 2004/2005 was issued to all councils by the Department of Local Government, on 8th June 2005; advising that for the 2004/2005 financial year and all future years, councils are required to supply a certificate of confirmation to the department to ensure that voluntary GST has been paid. An audit by council’s external auditors is thus not required. A copy of the certificate of compliance is included as an attachment to this report. Sustainability Assessment: • Environment

No environmental implications for Council.

• Social

No social implications for Council.

• Economic Broader Economic Implications No economic implications for Council. Management Plan Implications The elimination of the requirement for an annual external GST audit represents a saving of $3,750 p.a in audit fees to Council.

Consultation: No consultation required.

Cont’d


F62 Goods and Services Tax Certificate ...(Cont'd) Related Policy and / or Precedents: A GST audit conducted annually by Council’s auditor’s PricewaterhouseCoopers, and the issue of a certificate of compliance was a requirement by the Department of Local Government. For the 2004/2005 financial years and all future years, the Department of Local Government, Council is to supply a certificate of compliance, to ensure that GST has been paid. This certificate is to be signed by the Mayor, or other councilor, the General Manager and the Responsible Accounting Officer. Statutory Requirements: Management of GST by Council, is conducted in accordance with the A New Tax System (Goods and Services Tax) Act 1999, and the subsequent regulations, determinations, rulings and advice issued by the Australian Taxation Office. Issues: Voluntary GST has been paid by Council for the period 1st July 2004 to 30th June 2005, on a monthly basis. In the 2004/2005 financial year, Council received a net refund of $4,008,786 from the Australian Taxation Office. Each Business Activity Statement was submitted by the due date, and Council did not incur any fines or penalties from the ATO during the 2004/2005 financial year. Adequate management arrangement and internal controls were in place to enable the council to adequately account for its GST liabilities and recoup all GST input tax credits eligible to be claimed. Past audits have shown a high level of internal control, with controls on data input and a reconciliation of the Business Activity Statement each month. An annual internal audit is conducted based on the Better Practice Guidelines for Goods and Services Tax (GST) Administration issued by the Australian National Audit Office. No GST non-compliance events by Council were identified by or raised with the Australian Taxation Office during the 2004/2005 financial year Implementation Date / Priority: Council is required by the Department of Local Government to supply a certificate of confirmation that GST has been paid, for the 2004/2005 financial years and for all future years. Recommendation: That Council approve the certification of the Goods and Services Tax Certificate for the year ended 30 June 2005.

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Attachments:

COUNCIL OF THE CITY OF COFFS HARBOUR

GOODS AND SERVICES TAX CERTIFICATE Payment of Voluntary GST 1 July 2004 to 30 June 2005 To assist compliance with Section 114 of the Commonwealth Constitution, we certify that: • Voluntary GST has been paid by Coffs Harbour City Council for the period 1 July 2004 to 30

June 2005. • Adequate management arrangements and internal controls were in place to enable the Council

to adequately account for its GST liabilities and recoup all GST input tax credits eligible to be claimed.

• No GST non-compliance events by the Council were identified by or raised with the Australian

Taxation Office.

Signed in accordance with a resolution of Council made on …………………………..

………………………… ………………………… Cr Keith Rhoades Cr Ian Hobgin

MAYOR COUNCILLOR

………………………… ………………………… Stephen Sawtell Dale C. Allen, City Treasurer

GENERAL MANAGER (Acting) RESPONSIBLE ACCOUNTING OFFICER


F63 FINANCIAL REPORTS - 2004/2005

Purpose: Statements to be signed to meet legislative requirements in relation to the completion of the Annual Financial Reports for 2004/2005. Description of Item: Attached are two statements, ie “Annual Financial Statements” and “Special Purpose Financial Statements”, which are required to be signed prior to the finalisation of the audit for 2004/2005. The Auditor will not provide his audit reports until he receives signed copies of the statements. Therefore, as usual, this will have to be signed prior to completion of the Financial Reports. Sections 413 to 416 of the Local Government Act now require audit completion of the Financial Reports by 31 October and for them to be forwarded to the Department of Local Government by 7 November. Signed copies of the statements will be provided to the Auditors as they will be here to undertake the audit from 19 September to 30 September. The statements and the audited reports will be attached to a final set of financial reports and forwarded to the Department by Council. The signing of the statements, as has always been the case, does not prevent subsequent amendments to the Financial Reports with the Auditor’s approval. A full set of audited Financial Reports and a report thereon, will be provided at the November Corporate Services Committee meeting. Sustainability Assessment: • Environment

There are no perceived current or future environmental impacts.

• Social There are no perceived current or future social impacts.

• Economic There are no perceived current or future economic impacts.

Recommendation: That the “Annual Financial Statements” and “Special Purpose Financial Statements” forms for 2004/2005 be approved for completion by the designated signatories. Kyme Lavelle Director of Corporate Services

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Attachments:

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S65 TENDERS : CONTRACT 05/06-226-TO, INTEGRATED WATER CYCLE MANAGEMENT STRATEGY CONCEPT STUDY, DROUGHT MANAGEMENT PLAN AND DEMAND MANAGEMENT PLAN

Purpose: To report on tenders for the preparation of a Concept Study for Integrated Water Cycle Management Strategy, Drought Management Plan and Demand Management Plan and recommending to Council the successful tenderer. Description of Item: Council is required to produce the above plans to satisfy Department of Energy Utilities & Sustainability (DEUS) requirements for funding of capital works and before Council can transfer a dividend from its Water and Sewerage Fund to its General Fund. Council is also required to develop business plans, developer contribution plans, financial plans and adopt a pricing policy in accordance with their best practice pricing guidelines. The IWCM Concept Study is a review of all Strategic Planning issues associated with water, sewer and stormwater and aims to identify gaps in Council's planning and operational processes. Once these gaps have been identified we will progress with the completion of the IWCM Strategy as the next stage. The Drought Management Plan is as the name suggests and will review Council's current practices and formalise procedures in the event of a drought. The Demand Management Plan again will review the extensive work we have done for regional water and develop a Coffs specific plan. The plan will formalise issues into an Operational Plan and review our ongoing plans for consumption reduction, impacts of Basix, impacts of future climate change, etc. Five tenders were received as follows:

1. John Wilson & Partners

2. SMEC

3. ERM Environmental Resources

4. Gutteridge Haskins & Davey Pty Ltd

5. MWH Australia Pty Ltd Sustainability Assessment: The strategies and plans all have Triple Bottom Line decision making processes embedded in the processes to be followed when developing these plans. Provision has been made in the current budget and revotes to cover costs of this Contract. Subsidy is available from DEUS for the IWCM component.

Cont’d


S65 - Tenders : Contract 05/06-226-TO, Integrated Water Cycle Management Strategy Concept Study, Drought Management Plan and Demand Management Plan ... (Cont'd) Related Policy and / or Precedents: Tendering procedures were carried out in accordance with Council's tender procedures. Tender details and assessments are included in the confidential attachment. Recommendation: 1. That Council accept the tender of John Wilson & Partners Pty Ltd (JWP), ABN: 85 011

022 503 for Contract 05/06-226-TO, A) Concept Study for Integrated Water Cycle Management Strategy, B) Drought Management Plan, C) Demand Management Plan for the Lump Sum of $76,912 including GST on the basis that : (a) The tender is the highest scoring tender following the application of Council's

tender Value Selection System. (b) The tender has the necessary experience in similar works and his referees have

confirmed his ability and satisfactory performance. (c) The tender's financial references are satisfactory.

2. That the contract documents be completed under Seal of Council. Geoff Newton Acting Director of City Services


PLANNING, ENVIRONMENT AND DEVELOPMENT DEPARTMENT REPORTS

PED26 TENDER: ENGLANDS ROAD WASTE MANAGEMENT FACILITY CONSTRUCTION OF WEIGHBRIDGE BUILDING AND ANCILLARY STRUCTURES - CONTRACT NO. 05/06-215-TO

Purpose: To report on Tenders received for the Englands Road Waste Management Facility - construction of weighbridge building and ancillary structures, Contract No. 05/06-215-TO and to gain Council approval to accept a conforming Tender. Description of Item: Coffs Harbour City Council in conjunction with Nambucca Shire Council and Bellingen Shire Council is constructing the Coffs Coast Resource Recovery Facility (CCRRF) and a new Material Recovery Facility (MRF) at the Englands Road Waste Management Facility (WMF). The CCRRF will be a regional waste processing facility which will receive and process source-separated organic and mixed residual domestic waste from Coffs Harbour, Bellingen and Nambucca local government areas, as well as commercial and industrial waste, biosolids and Council waste. Integral to the works is the construction of new access roads and a new weighbridge into the site. The work under the contract include:

• Construction of detailed excavation for foundations, installation of blinding layers for concrete.

• Construct a new concrete block weighbridge operations and office building.

• Construct a new steel awning structure to provide weather protection for the weighbridge operating windows.

• Construct the foundations and reinforced concrete slabs and approach slabs to receive two weighbridges.

Tenders: Open Tenders were called in accordance with the Local Government (Tendering) Regulations. Tender documents were issued on 11 July 2005, with Tenders closing at 3.30pm on Tuesday 9 August 2005. Due to late modification to the electrical specification of the works the tender closing date was extended to Tuesday 16 August 2005. Four Tenders were received. Tenders were evaluated on the following: • Tender price • OH&S Management Systems and demonstration of capability to manage site safety and

OHS&R. • Current commitments, establishment and completion schedule and a demonstration by the

Tenderer of the resources available to complete the project within the required timeframes. • Business address (local preference criteria).

Cont’d


PED26 - Englands Road Waste Management Facility Construction of Weighbridge Building and Ancillary Structures - Contract No. 05/06-215-TO ... (Cont'd) References: The lowest Tenderer, Robert Shone Constructions Pty Ltd is a long-standing builder with extensive private and public building works experience. Sustainability Assessment: • Environment

Integral to the works for the Coffs Coast Resource Recovery Facility (CCRRF) and the Material Recovery Facility (MRF) at the Englands Road Waste Management Facility (WMF) is the construction of new access roads to provide access to the various sites at the respective lower elevations. These new access roads result in the need to relocate the existing weighbridge building and facilities to a new location. In addition, revised operating procedures required by the new facilities require a second weighbridge. The work in this Contract thus relates to the improvement to Council assets and infrastructure at the Waste Management Facility. During the works, normal environmental construction methods will ensure that siltation and erosion protection measures are employed. Inconvenience to the public will be minimised by staging the construction works in such a manner as to maintain the operation of the existing weighbridge and access roads until commissioning of the new weighbridge. Thereafter traffic will be diverted to the new facility in order to remove the existing facility. Any dust or noise resulting from the operations will be minimal and easily controlled by adequate mitigating measures. After hours work will not be carried out under this Contract. However, as the work area does not include any residential units noise will not be an issue.

• Social

There is an expectation by the local public to have accessible and safe waste disposal facilities. The work under this Contract will improve the eventual functionality of the Waste Management Facility to ensure that these expectations are met. Construction operations will be conducted so as to have minimal impact on the general public and nearby business operators.

• Economic

Broader Economic Implications The quoted sum is inclusive of GST, which is not a net cost to Council. The cost estimate for the works under this Contract was prepared by Quantity Surveyors, Page Kirkland Partnership, in the amount of $434,904 including GST. The tendered amount is less than the estimated amount.

Cont’d


PED26 - Englands Road Waste Management Facility Construction of Weighbridge Building and Ancillary Structures - Contract No. 05/06-215-TO ... (Cont'd)

Adequate funding for the contracted works is included in the 2005/2066 Management Plan. Related Policy and / or Precedents: Tendering procedures were carried out in accordance with Council's policy using Council's Tender Value Selection System. Statutory Requirements: The calling, receiving and reviewing of Tenders was carried out in accordance with the Local Government (Tendering) Regulations. Implementation Date / Priority: The work is intended to be completed prior to the commencement of the summer Christmas holidays. Recommendation: 1. That Council accept the Tender of Robert Shone Constructions Pty Ltd ABN 84 056

803 439 for the Englands Road Waste Management Facility - construction of weighbridge building and ancillary structures, Contract No. 05/06-215-TO in the amount of $385,602.00 inclusive of GST, on the basis that:

(a) The Tender is conforming and is the most advantageous Tender following the

application of Council's Tender Value Selection System. (b) The Tenderer has the necessary experience in similar works and his referees

have confirmed his ability and satisfactory performance. (c) The Tenderer's financial references are satisfactory.

2. That the Contract documents be completed under Seal of Council.


PED27 TENDERS FOR WASTE SERVICES FOR COFFS HARBOUR CITY COUNCIL - CONTRACT 04/05-183-TO

Purpose: To recommend that Council decline to accept any tenders in respect to the Waste Transfer Station Contract, and that Council enter into negotiations with Council's City Services - Works Branch to a new contract on revised terms and conditions. Description of Item: Council considered a report, PED 16, at its meeting of 2 June 2005 regarding tenders for Coffs Harbour Regional Waste Services, and Coffs Harbour Waste Services. Tenders were called under one set of contract documents. Tenders were accepted for regional waste services and Coffs Harbour’s litter bin service. However with respect to the waste transfer station contract, it was resolved:

“That consideration of the tender for Collection of Mixed Waste and Commercial and Industrial Waste General, Organic Waste (Domestic) and Recyclables from Waste Transfer Stations and transport to Coffs Harbour be deferred pending further investigations.”

The contract documents require the provision of bins and equipment, and transfer of waste and recyclables from the Woolgoolga, Coramba and Lowanna waste transfer stations to the Englands Road Waste Management Facility, Coffs Harbour. Two bids were received, one from the incumbent contractor Coffs Harbour City Council - City Services - Works Branch and the other from Coffs Coast Resource Recovery. The latter tender was conditional upon Coffs Coast Resource Recovery being successful for the Coffs Coast Regional Waste Services contract and, as such, their tender is not relevant. The reason for the deferral was that there was only one tender which could be considered, being the tender submitted by Council’s Works Branch, and clarification was required regarding the basis of prices submitted. The waste transfer service has been performed under contract by Council’s City Services - Works Branch since 1995, and during this time the service has been performed very well. TENDERS Tenders closed on 15 March 2005 and two tenders were received. The following organisations submitted tender for Coffs Harbour Waste Services: 1. Coffs Coast Resource Recovery – for both the litter bin service and transfer stations service

(and Coffs Coast Waste Services);

2. CHCC – City Services – Works Branch - for transfer stations only.

Cont’d


PED27 - Tenders for Waste Services for Coffs Harbour City Council - Contract 04/05-183-TO ...(Cont'd) Sustainability Assessment: • Environment

This contract is consistent with Council's Waste Resource Action Strategy, which is founded upon the principles of sustainability. Separation of waste will be encouraged and product will be delivered to the new Coffs Coast Resource Recovery Facility and Coffs Coast Materials Recovery Facility, for processing and recovery waste resources.

• Social Transfer station services are necessary for the convenient use by residents who are distant from the Englands Road Waste Management Facility.

• Economic Broader Economic Implications The course of action recommended in this report is intended to reduce costs and make the waste transfer operations more affordable. Management Plan Implications Council’s waste management program in the 2005/2008 Management Plan is predicated upon commencement of new waste services as nominated in this report.

Related Policy and / or Precedents: Council has developed a Waste Management Strategy (2002) founded upon economic, social and environment objectives. The provision of transfer station collection services is in accordance with the Strategy. Statutory Requirements: The calling and receiving of open tenders was carried out in accordance with the requirements of the Local Government (Tendering) Regulations. Under the Local Government (Tendering) Regulation 1999, after considering the tenders submitted for a proposed contract, the council must either:

a) accept the tender that, having regard to all the circumstances, appears to it to be the most advantageous, or

b) decline to accept any of the tenders.

Cont’d


PED27 - Tenders for Waste Services for Coffs Harbour City Council - Contract 04/05-183-TO ...(Cont'd)

3) A council that decides not to accept any of the tenders for a proposed contract or receives no

tenders for the proposed contract must, by resolution, do one of the following:

a) postpone or cancel the proposal for the contract,

b) invite, in accordance with clause 8, 9 or 10, fresh tenders based on the same or different details,

c) invite, in accordance with clause 9, fresh applications from persons interested in tendering for the proposed contract,

d) invite, in accordance with clause 10, fresh applications from persons interested in tendering for contracts of the same kind as the proposed contract,

e) enter into negotiations with any person (whether or not the person was a tenderer) with a view to entering into a contract,

f) carry out the requirements of the proposed contract itself.

4) If a council resolves to enter into negotiations as referred to in subclause (3) (e), the resolution must state the reasons for declining to invite fresh tenders or applications as referred to in subclause (3) (b)–(d).

Issues: As the Confidential attachment shows, acceptance of the Works Branch tender as submitted would result in a significant increase in costs. Discussions have taken place with the Works Branch and it would appear that they could make adjustments to the way in which the service is rendered and the costs of service provision, to bring the pricing in line with current costs and market rates. However to pursue this further it would be necessary for Council to either reject the current tender and recall tenders, or reject tenders and enter into negotiations, or undertake the services itself. There is merit in the Works Branch conducting the service, as the prime mover which is required for shifting the waste bins has use for other Works activities. Further, the Works Branch can offer better flexibility in service provision. Whilst Council could opt to do the service itself, outside a contractual arrangement, it is considered that a contract provides greater certainty in terms of long-term pricing, investment in capital, accountability and performance. Implementation Date / Priority: Works Branch will continue to provide waste transfer station services under existing arrangements, until the new contract commences. Subject to Council accepting the recommendation, a further report will be put to the October PED meeting concerning the outcomes of negotiations with the City Services - Works Branch, with a view to entering into a contract.

Cont’d


PED27 - Tenders for Waste Services for Coffs Harbour City Council - Contract 04/05-183-TO ...(Cont'd) Recommendation: 1. That Council decline to accept any tenders in respect to the Collection of Mixed Waste

and Commercial and Industrial Waste General, Organic Waste (Domestic) and Recyclables from Waste Transfer Stations and transport to Coffs Harbour, Contract No 04/05-183-TO, for the following reasons:

• Only one tender was received which could be considered, being from Coffs Harbour City Council’s Works Branch.

• The tender price submitted was too high compared to existing costs and market rates.

• There is scope to negotiate with the Coffs Harbour City Council Works Branch to reduce prices to acceptable levels.

• There are advantages in this service being conducted by the Coffs Harbour City Council – Works Branch, in particular investment in equipment which has use in other Council activities, and flexibility in service provision.

• There would seem to be no overall benefit to Council in negotiating with other parties or recalling tenders.

2. That a further report be put to the October PED meeting of Council concerning the outcomes of negotiations with a view to entering into a contract.

Jeff Green Acting Director of Planning, Environment and Development

coffs harbour city council ordinary meeting (city … · 9/15/2005 · s65 tenders : contract...

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