agenda for the ordinary council meeting - bellingen …...agenda ordinary council 23/11/2016...

Agenda for the Ordinary Council Meeting

Date: 23 November 2016

Location: Bellingen Shire Council Chambers

Time: 9.00am

COUNCIL ADVISES THAT ALL OR PART OF THE MEETING MAY BE AUDIO RECORDED BY COUNCIL

AGENDA

ORDINARY COUNCIL 23/11/2016

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AGENDA

1 APOLOGIES ......................................................................................................... 4

2 DECLARATION OF PECUNIARY AND NON PECUNIARY INTEREST ................ 4

3 MINUTES ............................................................................................................... 4

4 MATTERS ARISING .............................................................................................. 4

5 PUBLIC ACCESS/PRESENTATIONS ................................................................... 4

6 RESILIENT ECONOMY ......................................................................................... 5

6.1 FUTURE OF URUNGA VISITOR INFORMATION CENTRE .................................. 5

7 COMMUNITY WELLBEING ................................................................................. 14

7.1 CLARENCE REGIONAL LIBRARY USER AND NON-USER SURVEY RESULTS REPORT ............................................................................................... 14

7.2 PROFESSIONAL LIFEGUARD SERVICES SPRING SCHOOL HOLIDAYS 2016 REPORT ........................................................................................................ 17

7.3 COMMUNITY SUPPORT FUNDS 2016/17 ROUND 2 SUCCESSFUL APPLICATIONS ...................................................................................................... 19

8 PLACES FOR PEOPLE ...................................................................................... 23

8.1 FUTURE TOWNS GRANT FOR URUNGA ............................................................ 23

9 LIVING ENVIRONMENT ...................................................................................... 27

9.1 WATER STATUS REPORT .................................................................................... 27

10 CIVIC LEADERSHIP ........................................................................................... 32

10.1 NEW LEASE AGREEMENT WITH NAMBUCCA VALLEY CHILDRENS GROUP ................................................................................................................... 32

10.2 DEPUTY GENERAL MANAGER'S REPORT PROGRESS REPORT ................... 34

10.3 ANNUAL REPORT 2015-16 ................................................................................... 49

10.4 COMMUNITY ENGAGEMENT STRATEGY FOR THE REVIEW OF THE COMMUNITY STRATEGIC PLAN .......................................................................... 53

10.5 REPORT ON INVESTMENTS AS AT 31 OCTOBER 2016 ................................... 55

10.6 QUARTERLY BUDGET REVIEW STATEMENT - PERIOD ENDED 30 SEPTEMBER 2016 ................................................................................................. 61

10.7 DEVELOPMENT APPLICATION 2016/DA-00067 NEW DWELLILNG .................. 63

11 CONFIDENTIAL MATTERS ................................................................................ 80

Nil

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1 APOLOGIES

Nil

2 DECLARATION OF PECUNIARY AND NON PECUNIARY INTEREST

3 MINUTES Ordinary Meeting 26 October, 2016

4 MATTERS ARISING

5 PUBLIC ACCESS/PRESENTATIONS

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6 RESILIENT ECONOMY

Item: 6.1

Subject: FUTURE OF URUNGA VISITOR INFORMATION CENTRE

File/Index: Economic Development-Urunga Visitor Information Centre

Presented by: Michael Grieve, Manager, Economic & Business Development

ALIGNMENT WITH DELIVERY PROGRAM (RE) RESILIENT ECONOMY (RE.2) We have balanced sustainable tourism. (RE.2.3) Our tourism providers strive for sustainable operations. (RE.2.3.0) Our tourism providers strive for sustainable operations - Other Activities.

RECOMMENDATION That Council:

1 Advertise for expressions of interest for the lease of the existing Visitor Information Centre building at Urunga from interested parties who may be willing to include the provision of visitor information services in their business and report to council on the expressions of interest received for further direction

2 Note that brochure rack and digital information points will be provided at the following locations: - Ocean View Hotel Urunga (existing agreement in place) - Urunga Library - Nambucca Heads Service Centre (to be opened in 2017)

3 Consider the future rezoning of the existing Bellingen Shire Visitor Information Centre (Urunga) by supporting the preparation of a planning proposal for the site and the creation of tenure, with a further report to council as appropriate.

EXECUTIVE SUMMARY The report details Council’s efforts over the past 18 months to identify an alternative site for tourist information in the Urunga CBD. This is supported with detail on the level of community engagement that has shaped decision making and recommendations. Information is provided on how tourist information services are evolving. A strategy is outlined that will deliver an integrated approach to delivering tourist information within Urunga. Case studies are outlined detailing recent developments at Coffs Harbour and Nambucca LGAs in the way tourist information is being delivered. An update is provided on the progress of Nambucca Service Centre and the planned delivery of tourist information from this site. This report provides information for council on the current building and options moving forward and seeks Council’s endorsement to go to market with an Expression of Interest for the lease of Bellingen Shire Visitor Centre at Urunga. It highlights the aim of the

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process, which is to attract a private business that will continue to offer tourist information from the current building, while offering a supplementary and complementary commercial activity. REPORT DETAIL The report seeks Council’s support to continue to provide Visitor Information at the Urunga Visitor Information Centre through an expression of interest process and by establishing a public/private partnership. Detail on Council’s community and industry consultation has been provided in the engagement section of this report. Information is also included which outlines the options for rezoning the land for sale or future use. An update is also included on the progress of the new Nambucca Service Centre. BACKGROUND Council resolved the following on 25 February 2015: 09.007/15

RESOLVED (Cr Harrison/Cr Klipin) 1 That Council provides in principle support to its involvement in an alliance to

operate a regionally focused visitor information centre from the proposed highway service centre at the Nambucca Heads interchange.

2 That further reports be provided to Council in relation to the progress of this alliance and particularly with respect to any proposed financial and operational involvement in the development.

3 That Council defer any decision on the Urunga Tourist Information Centre building until at least twelve months after the existing highway is bypassed for reasons outlined in this report.

UNANIMOUS Since these resolutions, changes have occurred that should to be considered. This report provides recommendations for the future of sustainable visitor information services specifically for the Urunga area of the Shire, taking into account those changes. The key factors that have been considered when developing these recommendations are:

1. Volunteers (section 355 committee of Council) at the Bellingen Shire VIC (Urunga) are experiencing declining numbers and in July 2016 they advised that they would continue operating the VIC for a period of 6 months only following the opening of the highway bypass (until 1 February 2017). This commitment has recently been revised until August 2017.

2. The proposed Visitor Information Services at the new Nambucca Heads Service Centre has changed in scope and will likely include a digital kiosk, brochure rack and local imagery display, rather than a face to face service.

Existing Structure of Visitor Information Services Bellingen Shire currently operates three accredited visitor information centres each with a different model of management. Waterfall Way Visitor Information Centre (Bellingen)

Level 1 Australian Visitor Information Centre (AVIC) accreditation.

Managed by a part time employee (part of the Economic and Business Development section of Council) and supported by direct volunteers.

Bellingen Shire Visitor Information Centre (Urunga)

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Level 2 AVIC accreditation.

Managed by a s355 committee of Council. Guided and supported by the Business and Economic Development section of Council.

Since the opening of the highway bypass the VIC has been operating on reduced hours as negotiated with the management committee and taking into consideration volunteer availability. The operating hours are now 10.00am – 2.00pm daily. These opening hours do not currently meet the requirements of maintaining a Level 2 AVIC accreditation which requires it to be open 43 hours per week.

The VIC typically runs a Driver Reviver during school holiday periods which attracts many visitors to the centre. The Driver Reviver continued to operate in the September school holidays however this service will not function at this location in the future.

Dorrigo Visitor Information Centre (Dorrigo)

Level 3 AVIC accreditation.

Managed by an Incorporated Association, Dorrigo Tourist Association. The association utilises Council premises located on Hickory Street, Dorrigo. Its operations are guided and supported by the Business and Economic Development section of Council.

Overview of Tourism Tourism within the Bellingen Shire has experienced significant growth in recent years. This coincides with the NSW North Coast recently being deemed the third most popular destination in Australia after Sydney and Melbourne. This research, conducted by Tourism Research Australia, is great news for Bellingen. It is important for our Shire to continue its collaborative and regional approach to maximise the flow on effect that the region will experience as visitor numbers increase on both a national and international level. In the past four years the region has seen international visitors to our region increase by 23%. Total tourism and hospitality sales in Bellingen Shire for 2014/15 were $76 million compared with $41.4 million in 2009/10*. International visitor spend has increased by an impressive 32% in the four years to March 2016. The growth and the stability of the industry has sustained jobs as well as allowing tourism within the Bellingen Shire to develop its brand and reputation. * Source: National Institute of Economic and Industry Research (NIEIR)

Bellingen Council works cooperatively with Coffs Harbour Council who are engaged to undertake some tourism marketing on BSC’s behalf. This arrangement gives Council significant return on investment for our annual contribution of $30,000. For example, the Bellingen Shire features prominently in the new “Create Your Paradise” TV Campaign which was an investment of $300k in tourism marketing by Coffs Harbour City Council. Along with marketing the Shire, Bellingen Shire Council places equal focus on tourism management. Coffs Harbour City Council recently invested $50k on a Coffs Coast Tourism Strategic Plan. This Plan, which includes Bellingen Shire, provides a framework for sustainable tourism development over the next five years with a clear focus on nature based tourism; industry and product development and branding. Profile of Visitor Information Centres

The role of VICs into the future has been under scrutiny for some years prompting a number of reviews and reports to be conducted on a State and National level. The outcome of these reports vary however it is generally accepted that although visitation numbers to visitor information centres are declining they continue to provide value to the tourism industry having particular influence on extending visitor stay as well as increasing

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visitor spend and dispersal. Word of mouth and personal recommendations are still recognised as the most effective means of promotion. It is evident however that change needs to occur in the way that visitor information services are provided if we are to meet the changing needs of visitors as well as being financially sustainable. Given the relative high cost of operation, consolidation of services needs to be considered as well as partnership arrangements and enhancement of digital information provision. VICs will evolve over time as we head more toward the management of visitor services rather than just providing tourism information. For example, a number of Councils have created a Visitor Services Division within their organisation to manage all visitor touch points ie, public amenities, parks, signage etc. Research indicates that although visitors are more readily using alternative sources to research and obtain information prior to commencing their travel, they still see value in a personal service when arriving at a destination. Domestic visitors remain the dominant source of VIC users in regional NSW making up 91% of all VIC users and it is the 60+ years that are the largest group of users. The North Coast was the most visited region in NSW by domestic VIC users.* * Source: NSW Visitor Information Centre Visitor Profile -Year ended March 2016

Based on the foregoing analysis, it is important to note that the most favourable position regarding Visitor Information Services at Urunga is to continue providing a face to face service. However cost of operation, availability of volunteers and our capacity to adequately service visitors, given the highway bypass, must all be taken into consideration. Coffs Harbour City Council recently made the decision to close their Visitor Information Centre located at the Big Banana, Coffs Harbour. This decision followed an extensive review of its services as well as operational cost and it was deemed that an alternative model of information delivery would have better reach to its visitors. It also identified more effective use of the budget currently allocated to the VIC operations. The decision created some concerns and it us understood that the closure was postponed to early 2017. Bellingen Shire Visitor Information Centre (Urunga) The future of visitor Information services in Urunga is especially pertinent since the opening of the highway bypass in July 2016. Volunteer numbers at the centre have been declining and as a result Council officers were informed in July 2016 that volunteers would not continue operation of the VIC in its present location beyond 1 February 2017, even though Council had endorsed the VIC to remain open until at least August 2017. Volunteers were also of the view that the Centre would be too quiet after the bypass occurred to warrant staffing it. As a result a number of alternatives for information provision were explored and ultimately discounted:

1. Shared space within the existing Urunga Library - Concerns that the space will not adequately accommodate conflicting styles of

service i.e quiet and reflective library with vibrant and noisy holiday makers. Neither library staff nor the VIC s355 Committee were supportive of this option.

- The library could however include a small static brochure display and digital information point.

2. Shared space within the existing Urunga Museum

- The Museum is open three times per week for a total of six hours. A proposal was submitted to the Urunga Museum s355 committee to incorporate a level of

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tourist information, however they rejected the proposal citing a lack of available space.

3. Dedicated space within the Forestry Building located on the corner of Bowra and Orara Streets, Urunga - WHS issues are associated with this building due to an ongoing mould issue

and the VIC s355 Committee were not willing to occupy this space.

4. Dedicated space in partnership with NSW Crown Holiday Parks - NSW Crown Holiday Parks considered the option of a visitor Information space

combined with a promotional centre within the Morgo St Reserve. This concept was then discounted due to financial constraints.

It should be noted that as recently as 18 October 2016 representatives of the s355 Committee revised their commitment and are now willing to continue operations at the current location until August 2017. This has been motivated by a willingness for the building to remain occupied. Additionally 11 August 2017 will mark the 20th Anniversary of the Bellingen Shire Visitor Information Centre and the committee think it would be favourable to continue operations until that time, unless a suitable alternative is found for the building in the interim. Since the VIC commenced reduced hours of operation in August 2016, Council has worked closely with the Urunga Mylestom Chamber of Commerce (UMCC) to supplement the activities of the VIC by acquiring a digital information kiosk. Expressions of interest were sought from Urunga businesses wishing to host the kiosk with high importance placed on the business location within the CBD, extended trading hours and adequate parking. This kiosk will be installed in the foyer of the Ocean View Hotel in December 2016. The UMCC supports the Ocean View Hotel as the best available location to host the kiosk. Bellingen Shire VIC (Urunga) Visitation Statistics The Bellingen Shire VIC has seen significant decline in visitation since 1 August 2016 (since the bypass opening). It should be noted however that the operation of Driver Reviver has always played a role in boosting “visitor” numbers. A proportion of visitor numbers in previous years, during school holiday periods, may have enjoyed the provision of the Driver Reviver service and then continued their journey either up or down the highway. This adds an unquantifiable element to consider when comparing the visitation statistics below. Additionally the VIC has operated reduced hours since 1 August 2016. Detailed below is the visitor traffic to the Bellingen Shire VIC (Urunga) since the opening of the highway bypass compared with 2015:

Month 2015 2016

August 3077 903

September 4402 1271

October 4188 1240

November 2753

Future use of Existing VIC (Urunga) Building Once the VIC, in its current format, ceases operation in August 2017 opportunity exists for Council to benefit from the lease or sale of the building.

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An appraisal of the building has been conducted by an independent real estate agency providing estimates for both the sale of the property as well as the potential lease income that may be derived. Commercial (based on commercial zoning) Proposed market rental: $17,680+GST per annum Proposed market sale: $320,000 - $340,000 (Zoned as R1 – Residential) Residential (based on residential zoning) Proposed market rental: $20,280+GST per annum Proposed market sale: $370,000 - $390,000 Ongoing opportunity and benefit can be gained by attracting the private sector that will ideally fulfil the ongoing requirements of visitor information as well as filling some existing complementary product gaps. For example, water based equipment hire; art gallery and cafe have all been identified as potential activities to complement visitor information provision. By partnering with the private sector, the preferred option of a face to face visitor service is retained without Council holding the burden of financing and resourcing it. Council support can potentially be negotiated as part of the lease arrangement. This same arrangement has just occurred at Nambucca Heads with a local non-profit organisation taking over the management of the Tourist Information Centre. Currently the building is located on part of the road reserve and zoned as SP2 (Special Infrastructure under Bellingen LEP 2010). BSC takes ownership in January 2017 with the handover of the old highway. Should the predominant use of the facility continue to be visitor information services as recommended, rezoning of the site would not be required. A Section 96 Modification Application would need to be approved by Council demonstrating that the modified development was substantially the same as what was originally approved. Council could in time consider rezoning of the site to attract a broader range of future uses to the facility. Ideally this rezoning would be a Zone SP3 – Tourist. Further consideration of this would be required given this zoning is used where tourism is considered the focus of a particular location. Council may wish to consider an alternative zoning should any preferred future use be outside of a tourism related business. Re-zoning would require NSW Department of Industry – Lands (Crown Land) involvement and approval. This option would need to be addressed and considered outside of this report. If Council wish to sell the building in the future, it would need to create tenure so that there is a legal commercial or residential block to refer to. Any process where tenure is created from a public road requires Crown Land involvement. Should Council resolve to seek expressions of interest for the lease of the Urunga VIC, it is recommended to advertise the opportunity both in the Brisbane and Sydney markets. Visitor Information at Highway BP Service Centre – Nambucca Heads Over the last eighteen months, Council has been in discussions with Nambucca Shire Council and Coffs Harbour City Council, regarding the possibility of developing a collaborative model to operate visitor information services at the new service centre to be opened in 2017.

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The following was recently reported at the Nambucca Council meeting of 13 October 2016: Highway BP Service Centre – Rental of Space The decision to investigate this option is largely related to the Highway diversion and the construction of the Highway Service Centre at the northern entrance to Nambucca Heads. Previous reports to Council show that this was going to be a challenge due to the commercial rent (between $30,000 and $50,000 per annum) and location of the Centre at the north of the Valley. A shared lease with Coffs Harbour and Bellingen is also not viable. Coffs Harbour City Council is discussing moving away from this model and advised Council that it would not contribute financially. Although Bellingen were more interested, a firm financial commitment has not been forthcoming. In any case, BP has commercial interests which must be considered. Most recently, the requirements of the Centre’s commercial tenants has resulted in local government being effectively ruled out of this proposal. Council’s Manager Business Development has explored the concept of local businesses (mainly product related) having a presence at the new Centre, however this proved beyond their financial scope given the likely rents noted above. The timing of this has also proved tricky as Council is only just considering the EOI for the current VIC. At one point it seemed possible that should a commercial tenant be found, then this could offset a small presence at the Service Centre. The main priority at the moment, given the Centre’s imminent construction, is to ensure the location of tourism brochure displays and local imagery. There is no cost associated with either of these as they are a requirement of Roads and Maritime Services in their lease of the land. Having said all that, there may still be the opportunity to provide some direct service to travellers at peak times. Council has asked that the door remain open on this concept as a presence could be accommodated after construction via a small booth, however still at a cost. This shift in the scope of information provision recognises that brochure racks and local imagery display are the most likely form of visitor information to be provided at the Nambucca Heads Service Centre. This is likely to be enhanced with digital information and displays. While desirable, a manned visitor information service at this location would require a considerable, on-going financial commitment. Bellingen Shire Council has been very proactive in leading the discussion and exploring partnership arrangements to ensure the Nambucca Service Centre becomes a successful promotional platform for this Shire and the Coffs Coast. BUDGET IMPLICATIONS There will be some costs incurred to implement the recommendations provided in this report. The Bellingen Shire Visitor Information Centre s355 Committee currently holds on behalf of council, funds of approximately $49,000.00. Should the recommendation be endorsed these funds will be used to conduct a comprehensive marketing campaign to attract potential users for the lease of the existing VIC building as well as for the establishment of brochure racks and digital information points at other locations.

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SUSTAINABILITY ASSESSMENT Tourism remains a vital industry for the Shire’s economy. An initiative to continue visitor information services by engaging with the private sector supports the industry at a critical time (with the by-pass opening) for the community of Urunga and surrounds. Additionally partnering with our neighbouring councils will result in enhanced, consistent and broader reaching visitor services. This will have a positive impact on tourism growth and sustainability. This initiative also capitalises on economies of scale. A partnership arrangement will reduce the financial contribution of Council to operate the Visitor Information Centre, benefiting from public/private partnership arrangements. Visitor Centre services have the potential to promote an increase in length of stay, increase dispersion of visitors, increase spend and economic overflow to the Shire’s supplementary industries. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 2 high impact – Shire Wide. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions: An extensive engagement process has been undertaken regarding the future use of the VIC building as well as the future provision of visitor information in the Urunga area. Engagement has been particularly inclusive with the two major stakeholders, the Bellingen Shire Visitor Information Centre s355 Committee and UMCC. Both of these major stakeholders support the recommendations in this report. Since Council’s resolution in February 2015 to defer any decision on the building the following engagement activities have ocurred: S355 Committee March 2015 Passed on outcomes of Council’s February meeting and

ensure commitment of volunteers. Ran an advertisement in newspaper advising of Committee

AGM and key discussion point for future of VIC services September 2015 Future options and locations for future visitor information

services discussed and identified Feb – Jul 2016 Regular updates of how alternative locations and models of

visitor information provision were progressing e.g library, museum

July 2016 Meeting convened by Committee representatives to advise

of inability to commit to operating centre until August 2017. October 2016 Meeting with Committee representatives where commitment

was revised to continue operations to August 2017. Urunga Mylestom Chamber of Commerce

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March 2015 – Oct 2016 Economic and Business Development Manager attended

monthly meetings and provided an update on VIC services.

UMCC Committee were specifically consulted regarding reduced hours of operation, digital kiosk in Urunga CBD and potential future use of building.

Nambucca Shire Council February 2015 Discussions regarding collaborative approach to visitor

services with NSC and Coffs Harbour Council August 2016 Discussed changing nature of VIC services at the future

Nambucca Heads Service Centre Destination Coffs Coast Economic and Business Development Manager attended

monthly meetings and provided relevant updates. Also sought industry input for future options.

North Coast Destination Network Economic and Business Development Manager sought input

from NCDN regarding future model of visitor information services and provided updates on Urunga situation.

ATTACHMENTS Nil

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7 COMMUNITY WELLBEING

Item: 7.1

Subject: CLARENCE REGIONAL LIBRARY USER AND NON-USER SURVEY RESULTS REPORT

File/Index: Library/Clarenceregionallibrary/Reports/Usernonusersurvey

Presented by: Sharon Uthmann, Librarian

ALIGNMENT WITH DELIVERY PROGRAM (CW) COMMUNITY WELLBEING (CW.4) We are connected, safe and healthy with a strong sense of community. (CW.4.3) We have the programs, services and infrastructure to ensure a safe community. (CW.4.3.0) We have the programs, services and infrastructure to ensure a safe community - Other Activities.

RECOMMENDATION That Council note the Clarence Regional Library User/Non-User Survey Results Report.

EXECUTIVE SUMMARY In March 2016, Clarence Regional Library (CRL) commissioned Jetty Research to conduct a random and representative telephone survey of adult residents across the Clarence Valley and Bellingen Shire to measure the performance of libraries in meeting users’ needs and identify improvements for the future. The survey was also designed to provide for longitudinal (i.e. time-based) comparisons with similar telephone polls conducted by Jetty Research in 2008 and 2012. Polling was conducted from Monday April 18 to Tuesday April 26 as a random telephone survey of 400 residents aged 15 and over living throughout the LGA. No formal quotas were applied, although they did attempt to ensure an adequate mix of respondents across age groups and by Local Government area (LGA). A final sample of 406 residents was achieved. A copy of the Clarence Regional Library User/Non-User Survey Results Report titled: A survey of Clarence Valley and Bellingen Shire residents to measure their use of, and satisfaction with local library services is distributed with this Business Paper for the information of Councillors. REPORT DETAIL Based on the number of households within the Clarence Valley and Bellingen Shires, a random sample of 406 adult residents implies a margin for error of +/- 4.9% at the 95% confidence level. This essentially means that if a similar poll was conducted 20 times, results should reflect the views and behaviour of the overall survey population – in this case “all Clarence Valley and Bellingen Shire residents aged 15 and above excluding council employees and councillors” - to within a +/- 4.9% margin in 19 of those 20 surveys.

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For more information on survey methodology, sampling error and sample characteristics, see pages 8-9 of the attached survey results. For more detailed information on the demographic breakdown of survey respondents, see pages 10-11. Major Conclusions from the Survey 1. Library usage rates have remained stable over the past eight years, with an almost equal split of residents between users and non-users. In 2016 there has been a slight increase in those visiting once or twice a year at the expense of those visiting weekly or monthly.

2. A quarter of those who stated that they visited the library “less than once a year / never” had visited a library in the past two years, an increase on 2008 and 2012 results.

3. Amongst library users:

Two-thirds suggested that no other household member used the library (similar to previous years). One in five indicated that their partner used the library and 17% indicated that their children used the library.

The borrowing or reading of fiction and non-fiction/reference remained the two major reasons for people to visit local libraries (70% and 58% respectively). Using computers (16%) and seeking information or doing research (13%) were also important factors in library visitations, along with borrowing/reading magazines or newspapers.

Perception of the library’s content has improved since 2012 with a number of mean

scores for attitudinal statements increasing. These include: the range of books (up 16% from 3.60 to 4.17), perception of the collection as being up to date (up 12% from 3.53 to 3.96), relevancy of the books (up 5% from 3.90 to 4.09) and relevancy of the library programs (up 4% from 3.55 to 3.69).

Just under four in five respondents felt opening hours were adequate for their

needs. Those who felt current opening times were inadequate would prefer additional days and/or an earlier opening time.

When asked what would encourage visitation, responses included: “more books”, “more up-to-date books” and “a better range of books”. Other interesting options also emerged including “community information (nominated by 74% of users), “library advertising its services and events” (62%) and “local studies/family history research” (61%). Those in the Clarence Valley were more likely than those in the Bellingen Shire to indicate a preference for “homework help for students” (58% compared with 41%) but less focussed on “improved parking” (25% vs 43%).

Website usage indicated an upward trend from 15% in 2008 to 21% in 2012 and

30% in 2016 and the online catalogue appears to be the site’s main attraction. For website non-users, the main reason offered for non-visitation was “no need” (which increased from 55% in 2012 to 71% in 2016) suggesting that a website awareness campaign may be required to communicate the benefits offered by the website.

Library users were extremely satisfied with their local library. Mean overall

satisfaction continued its upward trend (from 4.11 in 2008 to 4.15 in 2012 and to 4.34 in 2016). Net satisfaction has also increased, from +75% in 2008 to +79% in 2012 and +86% in 2016. (i.e. for 2016, 88% were satisfied against just 2% dissatisfied.)

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4. Amongst Library non-users:

The main reasons offered for non-use were that the respondent “buys books or

eBooks rather than borrow” or is “too busy” (both 23%). Both of these rose sharply on 2012. Conversely, the proportion of non-users saying they “don’t read much” fell significantly – from 27% in 2012 to 17% in this latest survey.

“Library advertising its services and events” was the most popular suggestion for encouraging library visitation suggested by 42% of non-users. This was followed by local studies/family history research facilities (41%), community information (36%), up-to-date books (32%) and emailed newsletter and events messages (32%). This suggests that non-book related events and services are just as important as books for enticing non-users into libraries.

BUDGET IMPLICATIONS There are no budgetary implications in relation to this report. However, there may be recommendations that come from this report that will be presented to Council for discussion and approval before being implemented. The survey cost $18,000 and was funded by the Clarence Regional Library. SUSTAINABILITY ASSESSMENT The Clarence Regional Library facilitates a process of transparent consultation with the community in relation to the items addressed. The Library’s deliberations include many elements which will have positive social impacts should Council adopt any future recommendations coming from the survey results. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 3 impact. (e.g. Level 3 High impact - Shire Wide) To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions: informed, consulted and involved the members of the community who participated in completing the survey, on issues relating to library services within the Shire.

ATTACHMENTS 7.1.A A survey of Clarence Valley and Bellingen Shire residents to measure their use

of, and satisfaction with local library services

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Item: 7.2

Subject: PROFESSIONAL LIFEGUARD SERVICES SPRING SCHOOL HOLIDAYS 2016 REPORT

File/Index: Service Provision/Recreation and Cultural Services/Beach

Presented by: Alison Pattinson, Manager Community Wellbeing

ALIGNMENT WITH DELIVERY PROGRAM (CW) COMMUNITY WELLBEING (CW.4) We are connected, safe and healthy with a strong sense of community. (CW.4.3) We have the programs, services and infrastructure to ensure a safe community. (CW.4.3.3) Provide beach control activities at designated beaches.

RECOMMENDATION That Council receive and note the Spring school holidays Professional Lifeguards beach patrols report.

EXECUTIVE SUMMARY Australian Lifeguard Service (ALS) provides a contract professional Lifeguard Service to Bellingen Shire’s two main beaches, Hungry Head at Urunga and North Beach at Mylestom. This report provides the statistical information on the September/October spring school holiday period. REPORT DETAIL The professional service complements the volunteer service provided on a consistent basis by the Surf Life Saving Association clubs adjacent to the two beaches. ALS utilise the vehicles and equipment available at the clubs in the provision of this service. Council assists the provision of this equipment by providing a financial contribution to each club. The details of the spring school holidays were: Beach Visitation 4,055 people were recorded visiting Bellingen Shire Council patrolled beaches, the highest number at Hungry Head (2,265). Prevention 508 preventative actions ‘Preventative actions’ are defined as when lifeguards advise swimmers that they are swimming in a dangerous location or swimming outside the flags or when lifeguards proactively provide other safety advice. Such proactive measures are typically undertaken when swimmers are in danger of getting into a hazardous situation, a prudent method of lifeguarding. First Aid 3 first aid treatments Miscellaneous actions 15 actions

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‘Miscellaneous actions’ includes action on advising or warning craft riders and dog/animal owners when in inappropriate locations, directing clean-up of littering, bikes or motor vehicles in inappropriate locations, advising hazards such as glass on beach. Public Relations 738 cases of providing information and advice to the public. General comment from spring report The weather was sunny and the surf small which provided good conditions for beach visitation. This resulted in an increase in attendance at the two beaches by more than 1,500 people when compared to the wetter and windier spring 2015 school holidays. No significant rescues were required probably due to the small surf. BUDGET IMPLICATIONS There are no budgetary implciations in this relation to this report. SUSTAINABILITY ASSESSMENT Socially the provision of lifeguard services is improving beach safety for the community. Economically the service assists with tourism to the Shire as people, especially families, generally prefer to swim at patrolled beaches. Litter collection is included in the lifeguard’s duties and this provides an environmental benefit. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 3 impact.(Lower impact Shire wide) requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council is required to inform and consult. This report is to inform and ALS was consulted in the provision of the report.

ATTACHMENTS Nil

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Item: 7.3

Subject: COMMUNITY SUPPORT FUNDS 2016/17 ROUND 2 SUCCESSFUL APPLICATIONS

File/Index: Community Support and Community Sponsorship Event Funds

Presented by: Maxine Compton, Grants & Business Development Officer

ALIGNMENT WITH DELIVERY PROGRAM (CW) COMMUNITY WELLBEING (CW.2) We are a learning and creative community. (CW.2.4) A diversity of cultural and artistic activities are available across the Shire. (CW.2.4.0) A diversity of cultural and artistic activities are available across the Shire - Other Activities.

RECOMMENDATION That Council:

1. Endorse the successful applications as outlined in this report. 2. Send letters to all applicants advising of the outcomes of the second round of

funding for 2016/2017. 3. Provide feedback to unsuccessful applicants with regards to specific requirements

for any future applications.

EXECUTIVE SUMMARY The purpose of this report is to request that Council adopt the recommended successful applications for the second round of the 2016/17 Community Support Fund and Community Event Sponsorship Fund. REPORT DETAIL The Community Support Fund and the Community Event Sponsorship Fund encourages incorporated not-for-profit organisations to apply for funding to support local events as well as activities outside events that might include, but are not limited to, in-kind support, activities that support the broader community, rate remissions, small infrastructure projects and scholarships. There are two funding rounds each financial year that run concurrently for each Fund. The total annual budget allocation for 2016-2017 is $55,529. During Round 2, Council received twenty (20) funding applications totalling $73,511. Three (3) applications were received for the Community Event Sponsorship Fund and seventeen (17) applications for the Community Support Fund. Four applications were considered not eligible as they did not meet the mandatory criteria. Applications for Round 2 were assessed by a panel, comprising the Mayor, Deputy Mayor and Grants and Business Development Officer using the criteria outlined in the Community Support Fund and Community Event Sponsorship Fund guidelines. Thirteen applications were supported with the total funding recommended for Round 2 being $17,892. Additionally five (5) schools also received support for their end of year

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presentation and awards events totalling $230. The overall funding amount for Round 2 is $18,059. The successful organisations for the Community Event Sponsorship Fund include:

Arts Mid North Coast/Screenwave (Rec Ya Shorts Youth Film Festival) $ 4,465

Bellinger River Agricultural Society (E.J. Mantova Memorial Arts Prize) $ 1,000

Grub Club (The Sgt. Matthew Locke MG Charity Match) $ 1,000

SUB-TOTAL – $ 6,465

The successful organisations for the Community Support Fund include:

Arts Council of the Dorrigo (Music Scholarships) $ 2,700

Bellingen Community Arts Council (Printing for brochures) $ 950

Bellingen Community Arts Council (Entry certificates – Youth Arts prize) $ 206

Bellingen River RSL Sub-Branch (Restoration of Soldiers Window) $ 3,000

Arts Council of Dorrigo – CMA Committee (Youth Workshops) $ 450

CWA Bellingen Branch (Rates remission) $ 500

CWA Dorrigo Branch (Rates remission) $ 500

CWA Urunga Branch (Smoke detectors) $ 198

Arts Council of Dorrigo - Visual Arts Committee (Artistic workshops) $ 600

Lifetime Connect (Connecting Kids Program) $ 2,260

SUB-TOTAL – $ 11,364

School donations

Dundarrabin School (School awards/presentation event) $ 50

Dorrigo High School (School awards/presentation event) $ 50

Orama Public School (School awards/presentation event) $ 50

Bellingen High School (School awards/presentation event) $ 30

Urunga Public School (School awards/presentation event $ 50

SUB-TOTAL – $ 230

TOTAL – $ 18,059

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BUDGET IMPLICATIONS The budget allocation for 2016/17 was $55,529. The amount of funding recommended for both Round 1 and Round 2 projects totalled $50,751. Operational costs associated to the promotion and administration of the Community Support Funds totals $854. SUSTAINABILITY ASSESSMENT The adoption of the recommended organisations to be funded contributes to the community through the provision of events and activities that support and encourage both community wellbeing and a resilient economy. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 3 impact. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions:

A media release was distributed prior to the opening of Round 2

Email notifications, including application forms and guidelines, were sent to the

community sector when the funds opened

Information including application forms and the guidelines were posted on the

Bellingen Shire Council website

Information including application forms and guidelines were emailed to community

groups who made an approach to Council directly

ATTACHMENTS Nil

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8 PLACES FOR PEOPLE

Item: 8.1

Subject: FUTURE TOWNS GRANT FOR URUNGA

File/Index: Programs Regional & Local Community Infrastructure FLCTP Grants/Urunga Town Centre Enhancements

Presented by: Michael Grieve, Manager, Economic & Business Development

ALIGNMENT WITH DELIVERY PROGRAM (PP) PLACES FOR PEOPLE (PP.1) We have a diversity of beautiful spaces that foster community happiness and wellbeing. (PP.1.1) We have a variety of passive recreation spaces including riversides, parks and reserves. (PP.1.1.0) We have a variety of passive recreation spaces including riversides, parks and reserves - Other Activities.

RECOMMENDATION That Council note the report and information provided outlining progress on developing the Future Towns Grant Application for Urunga and endorse the approach outlined in this report.

EXECUTIVE SUMMARY This report provides information on a State Government grant that has been offered to Urunga. The $50,000 grant comes from the Department of Industry’s Future Towns Program and aims to stimulate Place Making or Digital Readiness. The report outlines the process so far in working with the business community and in establishing a concept for the funding. REPORT DETAIL In October 2016, Council was contacted by the NSW Government’s Department of Industry, advising that Urunga had been selected as one of twenty towns to participate in the Future Towns Program (a new pilot program). The benefit is a fifty thousand dollar grant for Place Making or Digital Readiness initiatives. Council tabled the opportunity at the Urunga Mylestom Chamber of Commerce meeting on the 26 October and again at their Breakfast Meeting on the 9 November. On 2 November, a meeting was held between UMCC and Council to brainstorm ideas on eligible and suitable projects baed on the grant criteria. From that meeting, three concepts were agreed on by the UMCC:

1. Library/Memorial Park Activation Project This project aims to create a new and engaging precinct for downtown Urunga. It would include place activation of two adjoining parks: Library Park and Memorial Park.

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The concept is to utilise Creative Placemaking as a means to enliven, activate and link the parks and create a trail through to Urunga’s most popular tourist attraction – Urunga Boardwalk. By creating a themed built trail that links the two parks (which might include sculptures, interpretive signage, digital markers, street furniture, lighting) the whole precinct will be more appealing and attract visitors and locals. This will have a positive impact on the library and the services it provides. The area is only one block behind the main street of the township. The new precinct will provide an alternative area for visitors and locals to enjoy. Free public wifi is available in both parks and there is currently a children’s playground in the library park. To add to this project, installation of a Phone/Mobile Device charging station either inside the Library Building or undercover on its verandah will allow visitors to charge their mobile devices to remain connected. Extending the current wifi to provide access across the whole main street precinct will further allow for community and visitors to remain connected and through provision of covered seating areas, allow them to remain in the area, further activating the space.

2. Project 2 - GeoArt Building on the concept and technology of the worldwide phenomena of geo caching, Geo Art is like an art treasure hunt that is interactive. Commissioned Artworks would be placed in less obvious locations to be ‘discovered’ utilizing modern technology (such as smartphones, iPads, GPS locators, apps, web pages and social media) or through more traditional means of maps and leaflets in local shops, information centres and libraries. The art works are to vary in size and type and include a place for a geocache momento. This geo art concept has been the vision for a local artist Steve Viola and is included as part of the public art plan for the Urunga and seaboard area. Geo Art has the potential to draw visitors off the highway and into Urunga in their hunt for the hidden artistic treasures. The location of the artworks could be both in the township and/or at locations that are local attractions and draw people through the township.

3. Creative Place Making Program Place Making is the art of turning a ‘space’ into a ‘place’ by creating memorable experiences within a public area. It is a unique and creative approach to managing public spaces that encourage participation in a diverse range of cultural and artistic activities. A well-managed place making initiative supports inclusiveness and strengthens overall community wellbeing. Through the Future Towns Funding, a new program will be created for Creative Place Making in Urunga. The program will be delivered in two rounds a year. It will run for three years – with $40k being allocated from the Future Towns Grant. As each round opens, applicants will be able to apply to undertake a creative Place Making project. This might include a sculpture, public artwork, performance, street beautification, a community garden project etc. All successful projects have the potential to enhance the cultural environment and appeal of Urunga. Community Consultation

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An essential component of the grant requirement is to undertake qualitative community consultation around the proposed project. The UMCC is currently sending the proposed ideas to their membership as part of the first phase in the community consultation process. This call out will also ask for additional ideas. This level of consultation will be followed up by a face to face approach in the Urunga CBD. For example, a temporary consultation point will be established in Urunga for people to provide ideas and learn more about the concepts that have been developed. This process will cover the broader community – not just the business community. It is anticipated that Council and the Chamber will work in partnership to undertake the community consultation. Councillors will be invited to participate in engagement activities as they occur. Once a concept has been selected, a grant application will be developed to highlight key features and advantages of the initiative. It is likely that the grant application will be submitted before the end of December 2016. An additional report will come back to Council early in 2017. This report will provide detail on the project selected, engagement activities and how it is to be implemented. BUDGET IMPLICATIONS Council has notified the provider of our initial acceptance of the grant offer and further paperwork and contacts will be provided from them for our consideration. The total grant amount (if the proposed project is accepted) is $50,000 with no cash contribution required from council. As this is a Council Grant application, it is expected that any built infrastructure or new assets will come under Council ownership and therefore, management. Consequently, there is likely to be a whole of life maintenance and depreciation cost associated with any new asset or infrastructure. This will need to be considered in the approach and if required, provided for in Council’s Long Term Financial Plan. SUSTAINABILITY ASSESSMENT A project around “Place Making” or “Digital Readiness” is likely to have positive outcomes at a socio-cultural and economic level. This in turn will strengthen prospects around sustainability for the community. For example, new opportunities will arise to access e-commerce platforms. The project will bring people together socially and enhance cultural aspects of the town. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 2 impact. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions: 26 October – Council tabled the opportunity at the UMCC monthly meeting 2 November – Council held a meeting with UMCC Executive Committee to discuss ideas

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9 November – Council presented the opportunity to UMCC at their Chamber Breakfast Meeting Further consultation is planned:

A survey will be sent out to all Chamber members mid November

A face to face community consultation phase is likey to ocurr in December 2016

ATTACHMENTS Nil

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9 LIVING ENVIRONMENT

Item: 9.1

Subject: WATER STATUS REPORT

File/Index: Operations Council Reports

Presented by: Craig Salmon, Manager Water and Wastewater

ALIGNMENT WITH DELIVERY PROGRAM (LE) LIVING ENVIRONMENT (LE.6) We work together to protect and enhance our environment. (LE.6.2) Our community is informed and educated on environmental issues, threats and opportunities. (LE.6.2.1) Provide information to the community on environmental issues, threats and opportunities which are specific to our Shire through Quarterly meetings of the Environmental Sustainability Advisory Committee (ESAC).

RECOMMENDATION That Council receive and note the Water Status Report.

EXECUTIVE SUMMARY The purpose of this report is to provide Council with town water supply and wastewater system usage information on a monthly basis to assist in ensuring that the water and wastewater services are available throughout the year and appropriately managed. Due to flows in the Bellinger reaching 38ML/day, Level 1 water restrictions were introduced on Wednesday 3 November and will remain in force until the region receives significant rainfall. REPORT DETAIL Background: Dorrigo Water Treatment Plant The volume of water treated in October 2016 at the Dorrigo Water Treatment Plant (WTP) was 13.07 ML up from 9.33 ML in September. Last financial year the total water treated at the Dorrigo WTP was 137ML. The average annual consumption over the last 6 years for Dorrigo is 136 ML. The average monthly consumption figures for Dorrigo are shown in the graph below. The level of turbidity in the clarified water after filtration is extremely important as it directly affects the ability of the chlorine to disinfect the water. The maximum limit for turbidity is 1 NTU with a target level of 0.5 NTU. The average NTU for October was 0.18 NTU with a maximum reading of 0.28 NTU demonstrating that the clarification and filtration process are performing well.

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The average residual free chlorine was 0.47mg/l well above the minimum allowable of 0.2mg/l. Dorrigo Monthly Water Consumption

The volume of water treated at the Bellingen Water Treatment Plant (WTP) in October 2016 was 93.5 ML up from 82.3 ML in September. Last financial year the total water treated at the Bellingen WTP was 1,096 ML. The average annual volume of water treated the last 6 years for the Bellingen WTP is 1,083 ML. The water from the Bellingen WTP is distributed to both Bellingen and to the seaboard (Urunga, Mylestom, Repton and Raleigh). Last month Bellingen consumed 30.2 ML up from 25.7 ML in September. The seaboard consumed 63.3 ML in October up from 56.7 ML in September. Urunga consumed 23.0 ML up from 20.5 and Mylestom 8.0ML up from 6.9 ML. Graphs for average monthly water consumption for Bellingen, the Seaboard and Urunga are shown below. Bellingen Monthly Water Consumption

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Seaboard Monthly Water Consumption

Urunga Monthly Water Consumption

Water Restrictions Level 1 Water restrictions were imposed 2 November 2016 as the trigger point for the Bellinger river of 47ML/day for 5 consecutive days had been reached. Since this time the river flow rate has continued to drop which may result in higher order restriction levels being imposed if the Bellinger river drops below 31ML/day for 5 consecutive days. If this were to occur, community education followed by enforcement for second offences will need to be implemented to ensure the water consumption reduction targets are being achieved. A graph showing the decline in the Bellinger River flow rate is provided below.

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A graph showing the decline in the Bielsdown Creek flow rate is provided below.

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Wastewater Treatment Plants In October 2016 there was 18.5 ML of effluent treated at the Bellingen Sewage Treatment Plant (STP), 8.7 ML at the Dorrigo STP and 19.4 ML at the Urunga STP. Below is a table showing the Environment Protection Authority (EPA) licence test results for the 3 plants:

Bellingen

STP

Dorrigo STP

Urunga

STP

EPA Limit

BOD5 9 3 <2 20/10

Suspended solids 7.5 2.5 <2 30/15

Ammonia 0.77 1.12 0.08 5/2

Total Nitrogen 3.24 3.71 2.80 20/10

Total Phosphorus 0.29 0.14 0.18 1/0.5

Max faecal coliforms 5 0 6 600/200 Note: The EPA limits are shown as maximum limits which must always be achieved, followed by 90

th percentile limits which must be achieved 90% of the time.

These test results show that all the sewerage treatment plants are performing to the necessary environmental standards and producing excellent quality treated wastewater before being discharged into the environment. BUDGET IMPLICATIONS Total water operations expenditure to date is $177,459 or 26% from a current allocation of $683,665. Total Sewer operations expenditure to date is $375,088 or 26% from a current allocation of $1,417,780. SUSTAINABILITY ASSESSMENT As can be seen from the data presented in the table the wastewater treatment is operating within its environmental licence conditions. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. (e.g. Level 1 – High Impact Shire wide). As this is a regular monthly information report, any specific engagement activities are highlighted in the body of the report.

ATTACHMENTS 9.1.A October Water and Sewer Monthly Report

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10 CIVIC LEADERSHIP

Item: 10.1

Subject: NEW LEASE AGREEMENT WITH NAMBUCCA VALLEY CHILDRENS GROUP

File/Index: Council Properties (Usage) / Nambucca Valley Childrens Group (Reconnect)

Presented by: Brett Hannaford, Governance & Corporate Planning Officer

ALIGNMENT WITH DELIVERY PROGRAM (RE) RESILIENT ECONOMY (RE.1) We have meaningful work and vibrant businesses within our community. (RE.1.1) Our community has a diversity of businesses and new industries. (RE.1.1.0) Our community has a diversity of businesses and new industries - Other Activities.

RECOMMENDATION

1. That Council enter into a new lease agreement with the existing tenants Nambucca Valley Children’s Group (Reconnect) for 11 Bowra Street, Urunga for a term of 2 years, commencing 1 August 2016; with a further 2 year option commencing 1 August 2018.

2. That the renewal option be subject to a market review.

3. That the base rent be $956 per month including GST with CPI (All Groups Sydney)

increases being applied annually.

4. That Council agrees that should the Group lose their funding, they may be released from the terms of the lease without penalty.

5. That costs for the preparation of the lease document be at Council expense in accordance with Section 14 (1) of the Retail Leases Act 1994.

6. That Council authorises the Mayor and the General Manager to have the Council

seal affixed to the lease between Council and Nambucca Valley Children’s Group Inc. in their presence.

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EXECUTIVE SUMMARY This report seeks Council approval to enter into a new lease agreement with existing tenants Nambucca Valley Children’s Group, 11 Bonville Street, Urunga, for a period of 2 years. REPORT DETAIL Council owns and manages a group of eight shops in the Urunga CBD known as 7-15 Bonville Street, Urunga. 11 Bowra Street has a floor space of 61.32m2. The current tenants, Nambucca Valley Children’s Group (the Group) operate through funding agreements, and specifically requested their leases enable the Group to be released from penalties being imposed should their funding be lost. The previous lease included such a release clause. The Group has proven to be good tenants and it is recommended to agree with their request. The term proposed is two years from 1/8/16 to 31/7/2018 with an option for a further two years mutually agreed upon. The market rental recommended for the property is $956.00 per calendar month including GST with the tenant responsible for 100% of applicable outgoings. BUDGET IMPLICATIONS Rental income is $956.00 per calendar month including GST, with annual CPI increases for the initial lease period and a review to market rent on 31 July 2018. The previous rent was $899 per month at the commencement of the lease increasing to $956 per month at the end of the lease. Due to the category of business as retail the cost of the preparation of the lease document will be at Council’s expense in accordance with Section 14(1) of the Retail Leases Act 1994. Cost of lease preparation is approximately $900. SUSTAINABILITY ASSESSMENT The Council owned commercial properties in the Urunga CBD provide for the operation of businesses and enhances the business precinct. It is also beneficial to the Council and to the local business sector that tenants occupy the building. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a Level 4 impact (i.e. Lower impact – Local). Appropriate Level 4 engagement was undertaken with the tenants through the managing agents.

ATTACHMENTS 10.1.A Bonville Street shops site plan

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Item: 10.2

Subject: DEPUTY GENERAL MANAGER'S REPORT PROGRESS REPORT

File/Index: Operations Council Reports

Presented by: Matt Fanning, Deputy General Manager Operations

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.3) Council is proactive in representing the needs of our community. (CL.3.3) The principles of social justice underpin our activities and decision making processes. (CL.3.3.1) Implement the Social Plan.

RECOMMENDATION That the report be received and noted.

EXECUTIVE SUMMARY The purpose of this report is to provide information on Council’s performance in relation to services supplied by Council’s Operations Division. REPORT DETAIL The following details accomplishments for the month of October 2016 and may also include proposed works for November 2016. Construction Activities: RMCC Work Order for SO Kerb and Cattle Crossing Construction – Sweedmans Lane, Fernmount Construction of SO kerb on Waterfall Way at the intersection of Sweedmans lane consists of 80m of SO kerb. The cattle crossing programmed to be constructed has an area of 100m2.

Total work order value $104,524.14 Total claims value issued $NIL Total revenue received $NIL Total claims outstanding $ NIL Pavement Works – Sweedmans Lane, Fernmount Practical completion for the pavement works for Stage 3 of the project located at Connells Creek to Fernmount Rehabilitation has been achieved. Further minor works will be undertaken in this location. Agreement has been reached on the finalisation of claims for these works with NSW Roads and Maritime Service.

Total claims value issued $2,641,591 Total revenue received $1,190,444.29

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Total claims outstanding $ 1,674,595.57

Construction of Shared Cycleway and Footpath Hungry Head Road, Urunga Stages 2 and 3 of the shared cycleway and footpath project is nearing completion in finalising the approaches to Pipeclay Creek Bridge in preparation for the next stage subject to funding approval from NSW Roads and Maritime Services. It is expected that stage 2 and 3 works will be completed by the end of October. Expenditure overruns have been experienced resulting from additional scope including the need to place additional bridge hand railing, abutment blocks, seal side street off Morgo Street and widening and strengthening of path due to shared driveway some of which resulted from further community consultation once the project commenced. It is expected that any budget overruns be balanced by future budget savings in the capital works program. Total expenditure of combined stages 2 and 3 to date is 105% and $675,612 from an allocated budget of $643,000. Stage 4 of the extension of the shared cycleway and footpath from Pipeclay Creek Bridge to Hungry Head Beach car park will commence once promised funding is secured. This pathway will also extend along Hungry Head Road for connection to the Railway overbridge. Kerb and Guttering – Vernon Crescent and Vernon Place, Urunga

Improvements to drainage and road pavement in Vernon Crescent and Vernon Place, Urunga is in progress which will involve construction of new kerb, stormwater drainage and pavement. Some drainage works are yet to be completed. Total expenditure to date is $229,500 being 75% from an allocated budget of $306,000. Local Roads Capital Works The detailed capital works program utilising the Roads to Recovery, Special Rate Variation funding and infrastructure loan has been developed. The following projects have been included in Council’s Heavy Patching/Resealing program:

Gleniffer Road, Gleniffer

Kalang Road, Kalang

Valery Road, Valery

Martells Road, Bellingen

Whiskey Creek Road, Dorrigo

North Bank Road, Raleigh

Darkwood Road, Thora

Shepherds Road, Dorrigo

Hydes Creek Road, Bellingen

Promised Land Loop Road, Gleniffer

Gordonville Road, Gleniffer

Summervilles Road, Thora

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Timboon Road, Gleniffer

Little North Arm Road, Thora

Newry Island, Urunga

Total expenditure to date for heavy patching and resealing is $65,421 being 5% from an allocated budget of $1,285,000. The following projects have been included in Council’s Construction Program:

North Bank Road rehabilitation

Hickory Street, Dorrigo rehabilitation

South Arm Road rehabilitation

Yellow Rock Road, Raleigh

Bellingen Street, Urunga.

Total expenditure to date is $893 or 0% from an allocated budget of $1,345,000. Heavy Formation Grading and Gravel Resheeting Total expenditure to date is $165,874 or 20% from an allocated budget of $857,000 for formation and resheeting. Shoulder Grading Total expenditure to date is $20,864 or 41% from an allocation budget of $50,000 for shoulder grading works. 2015 Shire NDRRA Flood Damage The tenders for Cooks Bridge (fully funded by Natural Disaster Relief and Recovery Arrangements - NDRRA), McFadyens Bridge (funded by NDRRA, Roads to Recovery and Council) and Reids Creek Bridge (funded by the Federal Bridge Renewal Program and Council), have been re-advertised with tenders closing on 4 November 2016. Tenders are currently being assessed with a report expected to be presented to the December Council meeting. Total expenditure to date is $519,000 or 7.36% from an allocated budget of $6,789,916. Maintenance: Road Maintenance Council Contract (RMCC) - Maintenance Works including ordered works:

RMCC works carried out for the month of October include:

Replacement and installation of new signs and sign faces to improve visibility to road users on Waterfall Way

Rest area servicing and garbage removal

Network inspections

Cleanup of stockpiles located on Waterfall Way

Bitumen patching works addressing defects on Waterfall Way

Heavy patching for resealing works on Waterfall Way

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Tree removal of fallen or broken limbs along Waterfall Way to improve sight vision

Routine drainage repairs and slashing operations on Waterfall Way

General maintenance of the State Road is continuing.

Total claims value issued $1,112,067.41 Total revenue received $NIL Total claims outstanding $ 1,112,067.41 Some of the outstanding payments and claims relate to the 2015/16 financial year and are being actively managed with RMS. Regional Roads Maintenance General bitumen pavement maintenance activities have been undertaken. Total Expenditure to date is $60,400 or 20% of an allocated budget of $302,000. Local Road Maintenance These works include Capital Works formation shoulder grading and Council’s resheeting program.

Kalang Road, Kalang – ongoing pavement repairs and shoulder grading

Continuation of grading operations from the Highway end of Martells Road, Urunga

Hydes Creek Road, Gleniffer – road shoulder grading

Formation grading on Beverleys Road, Dorrigo

Pavement corrections on Summervilles Road, Thora

Pavement corrections on Gordonville Road, Gleniffer

Grading of Dome Road, Dorrigo

Grading of Bowraville Road, Bellingen

Grading of Cabans Road, Raleigh

Routine pavement patching on roads Shire-wide.

Total expenditure to date is $392,671 or 35% from an allocated budget of $1,107,500 Bridge Maintenance and Construction

As the Council has been previously advised McFadyens Bridge has been tendered for replacement. Load capacity works were undertaken in the September school holidays to increase the load capacity to 15 tonnes to cater for ongoing school bus route operations as there were no alternate route arrangements possible.

Other works included the re-instatement of load limit signage at Richardsons Bridge on Darkwood Road, refurbishment of a small footbridge at rear of Bellingen Bowling Club.

Total expenditure to date is $60,299 or 33% or from an allocated budget of $180,000 Bridge maintenance.

Detailed Level 3 bridge inspections are now completed for 36 of the 89 Timber bridges.

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Once the inspections are completed and the assessments reports issued a Council workshop will be held to discuss the results and further develop the bridge prioritisation tool and process of developing a timber bridge renewal program. Total expenditure to date is $13,133 or 5% or from an allocated budget of $270,000 L3 Bridge Assessments. Urban Works Council’s open space staff has performed the following tasks during the month of October:

Streets Maintenance

Litter pick up and collection

Gutter cleaning

Cleaning of amenities throughout the Shire

Mowing of parks and reserves

Mowing of road reserve east end and west of Bellingen township

Painting and refurbishment for street furniture

Bus shelter maintenance

Asset Management:

Repairs to the commercial building at Shop 7 Bonville Street, Urunga were completed on 24 October 2016.

Completion of the 2016 Grants Commission Survey

Completion and submission of the Australian Bureau of Statistics Construction Survey data

Road defect information provided to Lend Lease for South Arm Road, Urunga

Shire wide road network classification review has now been completed

Completion of Road Condition Assessment for Shire roads

Commencement of Asset Management Plan Reviews

Workshop The following items have been either planned or completed by the workshop for the month of October:

Attendance to various minor breakdowns as required

Continuation and completion of registration inspections.

All of Council’s plant and fleet has been registered with NSW Roads and Maritime Services

Mowing equipment usage has increased which has resulted in more maintenance and repairs

Several tyre replacements completed on various utilities

Conducting inspections on behalf of work crews of hire and contractors plant inspections

Major works included repairs to the Berti Mulcher for structural and mechanical repairs, replacing the clutch in the Water Truck and re-shimming the blade and circle of Council’s grader.

Total expenditure to date is $46,942 or 26% from an allocated budget of $180,546.

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Reflect Accomplishment and Defect Reporting Council has implemented a maintenance management system which is used to capture all road maintenance activities and then prioritise their repair based on a risk rating. The system is used to program works based on risk allocated response times. Accomplishments are the maintenance activities which have been completed – these are displayed below in both table and map format. The Defects Map presented shows all outstanding defects which have been captured and awaiting programming. The following table is the accomplishment report for all the road activities collected in reflect to date.

Activity Activity Name UOM Accomplishment

Work Done

101 Prompted Inspection each 8

111 Routine Inspection each 230

201 Repair Pothole 1472

202 Repair Pavement Edge m 884

203 Repair Wearing Surface m2 10803

204 Minor Pavement Patch (S) <10m2 m2 16

205 Repair Pothole (U) each 28

221 Grade Formation km 39.5

222 Resheet Formation km 16.85

223 Incorporate New Base Material m3 0.2

224 Heavy Formation Grading (U) (OW) km 13.87

226 Grade Formation (OW) km 0.67

241 Grade Shoulder km 10.83

251 Existing sprayed seal to be heavy patched A m2 20

253 Heavy patching - Gravel Patching (U) (OW) m2 104.5

261 Resealing - 7 mm (conventional binder) m2 2

301 Remove Obstruction and Offensive Litter each 1

302 Remove Graffiti m2 35

311 Slashing Ha 46

312 Trim Tree each 359

316 Remove Tree each 394

319 Maintain Landscaping m2 726

339 Collect Roadside Litter and Sweep Roadway km 122

421 Service Toilet each 8

422 Maintain Toilet each 4

428 Service Rest Area each 1

511 Maintain Surface Drain each 12.92

513 Clean Culvert each 15

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Activity Activity Name UOM Accomplishment

Work Done

514 Renew Surface Drain (OW) each 2

515 Clean Drainage Pit each 12

516 Maintain Drainage Structure each 26

519 Renew Subsurface Drain (OW) m 50

521 Renew Drainage Structure (OW) each 1

601 Reactive Traffic Facility Maintenance each 140

611 Maintain Non-Pavement Delineation each 59

612 Maintain Safety Barrier m 1

613 Maintain Pedestrian Fence m 1

614 Repair Sign each 8

615 Replace Small Sign each 41

616 Replace Large Sign each 3

621 Renew Safety Barrier (OW) m 1

622 Renew Pedestrian Fence (OW) m 15

623 Renew Large Sign (OW) each 2

624 Renew Longitudinal Linemarking (OW) km 1

625 Renew Pavement Marking (OW) m2 0

717 Repair Bridge Joint each 2

801 Traffic Incident each 1

803 Other Incident each 16

804 Recoverable Work each 6 The following map is displaying the 1030 accomplishments completed for the financial year and collected in Reflect to date.

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The following map is displaying the 428 outstanding defects identified to date. This figure is up from the previous month’s figure of 415 outstanding defects.

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LAND USE SERVICES

General

There was 5 companion animals (dog) seized during the month of October. Two of these dogs remained in the pound until the end of October. Three were seized in Bellingen and returned to their owners

One dog remained in the pound from last month which was euthanized

One dog was declared as a Nuisance Dog for being habitually at large in Mylestom

The following companion animals were issued Companion Animal Lifetime Registrations:

- 1 working dog - 3 desexed dogs - 3 non-desexed dog - 4 pensioner desexed dog - 3 desexed pound/shelter dogs - 1 pensioner desexed cat

- 1 desexed cat

- 2 desexed pound/shelter cats

Twenty seven Penalty Infringements Notices were issued for parking offences with 5 in Urunga with 4 of these being for school zone offences, 1 in Dorrigo and 21 in Bellingen (3 were disabled zone offences)

Five penalty Infringement Notices were issued for companion animal offences under the NSW Companion Animals Act, 1998 one being in Urunga, 3 in North Dorrigo and one in Mylestom

Two removal notices were placed on abandoned vehicles with one in Raleigh and one in Repton

Two abandoned vehicles with one in Fernbrook and one in Dorrigo were removed and destroyed

Four warning notices were placed on vehicles for sale in a public space without approval, one in Bellingen, one in Dorrigo and two in Thora

Three tree inspections were undertaken in Bellingen

Six Onsite Septic Management Systems (OSMS) inspections were completed with 1 in Fernmount, 2 in Dorrigo, 1 on Newry Island and 2 in Thora

Three Prevention Notices under the Protection Of Environment Operations Act, 1993 were issued with 1 on Newry Island, 1 in Urunga and 1 at Thora

One Onsite Septic Management System generated by a Development Application referral in Raleigh was undertaken

Two tree inspections generated by Development Application referrals with 1 on Newry Island and 1 in Bellingen

Preliminary surveying for Stage Four of Hungry Head cycleway, Urunga

Scoping of 3 Environmental Assessments for roadworks at Raleigh. Land Information Service

Ongoing processing of subdivision registrations in Council’s Civicview Land Information System

Development Applications

The attachments to this report provide a summary of the types of development applications Council is receiving, the average processing time for each month, the

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average processing time for the financial year, and the number of applications determined per month. The attached charts provide data for the current and previous financial years, which enables comparison between months and also comparison with the previous year. Types of Development The types of development listed in the DA Summary Table are described as follows: Residential development includes new dwellings, alterations and additions including swimming pools, carports and all other structures on a residential block, multi-dwelling and dual occupancy developments. Industrial/commercial development includes new buildings, alterations and additions to existing buildings and tourist accommodation. Mixed development is a combination of residential and commercial uses. Other developments include community facilities, development other than residential in rural areas (e.g. farm shed), infrastructure and any other development not categorised above. Subdivision includes new subdivisions, boundary adjustments, lot consolidations and community title lot creation. DA Processing times

The gross processing time is the actual number of days elapsed from when the application was lodged to when the application was determined. The gross times do not take into account the “stop the clock” procedures which enable Council to put an application on hold when waiting for additional information. The net processing time is the number of processing days that have elapsed since the application was lodged to when the application was determined. Under the stop the clock system, the days an application is put ‘on hold’ in order to allow applicants time to provide additional information, are not counted as processing days. The current target for the processing of development applications is to meet and exceed industry benchmarks, currently set at 71 days (mean gross DA determination time). This is provided for in the NSW Department of Planning and Infrastructures Local Development Performance Monitoring. The Department of Planning regularly monitors the performance of the NSW planning system to ensure it is operating as efficiently and effectively as possible for the public, for small and large-scale developers and for industry professionals such as council planners and sets the industry standards in this regard. Council’s net determination times are currently on target.

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Development Application Listing – Bellingen Shire Council

Application Reference

Application Description

Value of Application

2016/DA-00029

Improvements to Effluent Re-Use Scheme $ 0

2016/DA-00045 Upgrade Existing Wastewater Treatment Plant at NORCO Raleigh $ 650,000

2016/DA-00075 Dwelling and Secondary Dwelling $ 350,000

2016/DA-00079 Shed $ 25,000

2016/DA-00082 Two 65,000 Litre Milk Tanks and Stands at NORCO Raleigh $ 210,000

2015/DA-00083 Shed $ 32,200

2016/DA-00084 Dwelling Additions (Deck and stairs) $ 47,000

2016/DA-00087 Dwelling addition - Deck $ 45,000

2016/DA-00088 Dwelling Addition – Roofed Deck $ 22,000

2016/DA-00094 Dwelling $ 266,000

2016/DA-00109 Relocated Dwelling $ 18,000

2016/DA-00115 Shed $ 15,000

2016/DA-00127 Caravan Shed and Workshop $ 20,000

No of Applications: 13

Total Value $ 1,700,200

A Development Application Summary table as shown in Attachment A to this report, details historical and current data of the applications determined with average processing times.

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BUDGET IMPLICATIONS The outlined works are within the current annual operating plan or subject to flood damage applications

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SUSTAINABILITY ASSESSMENT All economic, environmental and social impacts are managed on a project by project basic. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. (e.g. Level 1 – High Impact Shire wide). As this is a regular monthly information report, any specific engagement activities are highlighted in the body of the report.

ATTACHMENTS 10.2.A Development Application Determined October 2016

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Item: 10.3

Subject: ANNUAL REPORT 2015-16

File/Index: Reporting (Corporate Management) and Publications (Information Management)

Presented by: Brett Hannaford, Governance & Corporate Planning Officer

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.1) Council is an organisation that embraces business excellence. (CL.1.4) Best practice, sustainability principles, accountability and good governance are incorporated in all we do.. (CL.1.4.0) Best practice, sustainability principles, accountability and good governance are incorporated in all we do. - Other Activities.

RECOMMENDATION That Council :

1. adopt the 2015/16 Annual report, comprising:

Part A – Report on Progress Against the Delivery Program and Operational Plan

Part B – Statutory and Other Information

Part C – Financial Summary

Part D – Financial Statements

Part E – End of Term Report

Part F – State of the Environment Summary

Part G – State of the Environment Report

2. accept the Auditor’s Report included with Part D – Financial Statements, as submitted by Forsyths Chartered Accountants

3. approve the 2015/16 transfers to and from Council’s internally restricted cash

EXECUTIVE SUMMARY The purpose of this report is to provide Council with the Annual Report for the 2015/16 Financial Year for endorsement. The NSW Local Government Act 1993 requires Council to produce an Annual Report by 30 November each year. REPORT DETAIL Section 428 of the NSW Local Government Act 1993 requires Council to produce an Annual Report by 30 November each year. Additional information is required in accordance with:

NSW Local Government Act 1993 - Sections 508(2), 508A, 356, 406, 54P and 440

NSW Local Government (General) Regulation 2005 Clause 193, 217

NSW Public Interest Disclosures Act 1994 – Section 31

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NSW Public Interest Disclosures Regulation 2011 Clause 4

Procedures for the Administration of the Model Code of Conduct for Local Councils in NSW

NSW Privacy and Personal Information Protection Act 1998 Section 33

Government Information (Public Access) Act 2009 – Section 125

NSW Environmental Planning and Assessment Act 1979 Section 93G The Annual Report incorporates a “Report on Progress against the Delivery Program” section which highlights the delivery of a wide-ranging program of services and projects to the community. Council also facilitated significant community and cultural activities, environmental improvements and economic development opportunities and completed a number of key strategic planning projects to help guide the Bellingen Shire to a sustainable future. Some highlights include the following:

A focus on infrastructure renewal including roads and bridges

Construction of the new Dorrigo Sewerage Treatment Plant which was completed on time and under budget with Council and the State Government investing $8.2 million into the project. This represents a large investment by Council in the township of Dorrigo with the capacity of the new treatment plant sized to accommodate continued growth and development on the plateau.

Establishment of the Bellingen Shire Economic Development and Tourism Plan 2015-2020.

Partner in the establishment of a new Coffs Coast Tourism Strategic Plan 2020.

Establishment of the Events Hub website to plan and promote local events and festivals and purchase of new digital kiosks to support visitor information services.

Launch of the Bellingen Shire Local Food Trail showcasing local food producers, wholesalers and retailers.

Development and adoption of Bellingen Shire Companion Animals Management

Plan.

Adoption of the Bellingen Shire Koala Management Strategy.

Development of a Shire Mobility Map and modification of features in Council buildings to improve accessibility.

Development and adoption of a Public Art Plan in conjunction with the Arts and Cultural Advisory Committee.

Formation of a Community Drug Action Team and sourcing of funding for associated projects.

Assisted 29 community groups through the Community Support Funds with activities and events that support the broader community.

Following a successful trial for the collection of used clothing through the existing domestic kerbside recycling collection system, the service was introduced to all residents. This highly innovative way of diverting clothing materials from landfill is a NSW first and has been entered in the Green Globe Awards for Resource Efficiency.

An End of Term report has been included as an additional section for this Annual Report as it is the last year of the 2012-2016 Council’s term in office. It reports on Council’s achievements in implementing the Community Vision during the Council’s term of office

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and was endorsed by the 2012-2016 Council at the August 2016 ordinary meeting in keeping with legislative requirements. This Annual Report is divided into parts A, B, C, D, E, F and G. Parts A and B are provided as a combined document. Parts C, D, E, F and G are provided as separate documents but constitute sections of the full Annual Report.

Part A reports on progress against the Delivery Program and Operational Plan.

Part B contains various statutory and other information that Council is required to report.

Part C contains the Financial Summary based on the full, audited financial statements of Council.

Part D contains the full, audited financial statements of Council.

Part E contains the End of Term Report which was presented to the final meeting of council prior to the recent local government election.

Part F contains the State of the Environment Summary based on the State of the Environment Report

Part F contains the State of the Environment Report. The annual report in the year in which an ordinary election of councillors is held must include a state of the environment report relevant to the objectives for the environment established by the Community Strategic Plan.

BUDGET IMPLICATIONS There are no budgetary implications involved in the preparation of this report as it is either produced in house or any minor external costs are covered by existing budgets. SUSTAINABILITY ASSESSMENT The Annual Report details the activities undertaken by Council throughout the year which provided good governance, economic, environmental and social benefits to our community. The Annual Report acts as a report card to our community on the achievements for the year. ENGAGEMENT In accordance with the Community Engagement Strategy, the activity of compiling the Annual Report is considered Lower Impact Shire Wide however as it is a document which compiles factual information about achievements through the year. The development of the Annual Report was consulted internally with all departments. Each department has contributed appropriate material. The Annual Report will be published on the council website. There is no consultation process as such with the Annual Report as it is a statutory document looking at past performance. However this document will be a useful tool in future consultation which looks at past performance.

ATTACHMENTS 10.3.A Annual Report 2015-16 - Part A and Part B - Operational Plan and Statutory

Information (under separate cover) 10.3.B Annual Report 2015-16 - Part C - Financial Summary (under separate cover) 10.3.C Annual Report 2015-16 - Part D - Financial Statements (under separate cover) 10.3.D Annual Report 2015-16 - Part E - End of Term Report (under separate cover) 10.3.E Annual Report 2015-16 - Part F - State of the Environment Summary (under

separate cover)

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10.3.F Annual Report 2015-16 - Part G - State of the Environment Report (under separate cover)

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Item: 10.4

Subject: COMMUNITY ENGAGEMENT STRATEGY FOR THE REVIEW OF THE COMMUNITY STRATEGIC PLAN

File/Index: CORPORATE MANAGEMENT : Planning GA39/IP&R Community Engagement Strategy 2030

Presented by: Anton Juodvalkis, Manager, Governance & Engagement

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.2) Our community is informed and engaged with a strong sense of civic leadership. (CL.2.1) The community is engaged in decision making and implementation. (CL.2.1.0) The community is engaged in decision making and implementation - Other Activities.

RECOMMENDATION That Council endorse the Community Engagement Strategy for the review of the Community Strategic Plan.

EXECUTIVE SUMMARY As an early step in the review of all of Council’s Integrated Planning and Reporting framework documents, Council is required to prepare a community engagement strategy for the review of the Community Strategic Plan. That strategy is attached for consideration by the governing body of Council. REPORT DETAIL As part of the Integrated Planning and Reporting framework, an element of the process of review of the Community Strategic Plan is for NSW councils to prepare and implement a Community Engagement Strategy. The strategy is required to identify relevant stakeholder groups within the community and outline the methods that will be used to engage with the groups. In 2012, Council adopted a Community Engagement Framework. The framework consists of a Community Engagement Policy, a general Community Engagement Strategy and a Community Engagement Toolkit. Utilising the existing Community Engagement Framework, a targeted community engagement strategy intended to fulfil the requirements of the Integrated Planning and Reporting framework has been prepared and that strategy has been the subject of a recent workshop with councillors. The strategy defines the purpose and objectives of the engagement, identifies the level and method of community participation appropriate to the level of impact, lists the key stakeholders to be engaged with and covers timeframes, resources and feedback/evaluation/reporting mechanisms.

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BUDGET IMPLICATIONS Engagement activities as part of the review of the Community Strategic Plan have been budgeted, and the project will be managed in accordance with that budget. SUSTAINABILITY ASSESSMENT Community Engagement is a key element of the NSW Government’s framework for integrated planning and reporting for Councils. Both the Community Engagement Policy and Strategy are based on the social justice principles of equity, access, participation and rights and are designed to facilitate effective community engagement approaches. The aim of the framework is to provide community with “buy in” by becoming actively involved in the decision-making processes of Council. This transparent approach to the development and operation of Council policies, programs, services, plans and facilities will contribute to the sustainability of both Council and the community over time. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 4 impact (i.e. high impact – shire wide). To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council has prepared the attached community engagement strategy. The Community Engagement Strategy proposed it underpinned by background research and focus group information which will interweave the various tools within the Strategy. The strategy has been the subject of engagement with the elected councillors.

ATTACHMENTS 10.4.A Draft Community Engagement Strategy for Community Strategic Plan [ECM

709623]

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Item: 10.5

Subject: REPORT ON INVESTMENTS AS AT 31 OCTOBER 2016

File/Index: Financial Management Investment

Presented by: Chris Hodge, Chief Financial Officer

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.1) Council is an organisation that embraces business excellence. (CL.1.1) Financial sustainability is maintained through effective short and long term financial management. (CL.1.1.0) Financial sustainability is maintained through effective short and long term financial management - Other Activities.

RECOMMENDATION That the report indicating Council’s investment position as at 31 October 2016 be received and noted.

EXECUTIVE SUMMARY The purpose of this report is to inform Council about the cash and investment funds held as at 31 October 2016. REPORT DETAIL This report has been completed in accordance with the NSW Local Government Act 1993 and Clause 212, NSW Local Government (General) Regulation 2005 which requires monthly reporting to Council.

Investment and Cash Position

Council’s total investment and cash position as at 31 October 2016 was $33,562,809. Investments earned interest of $82,986 for the month of October 2016. The graph below depicts the monthly movement for the current financial year and the two prior financial years.

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Institution Reference Rating Maturity Date Rate Balance

AMP Bank Ltd 18782 A1-A2 15/11/2016 3.00% 2,000,000

AMP Bank Ltd 20125 A1-A2 15/03/2017 2.95% 1,000,000

AMP Bank Ltd 20069 A1-A2 07/03/2017 2.95% 1,000,000

AMP Bank Ltd 18852 A1-A2 23/05/2017 3.00% 1,000,000

Bank of Melbourne 20666 A2-A3 14/03/2017 2.65% 1,500,000

Bankwest 4507419 A1+ 11/11/2016 2.55% 1,000,000

CBA 1163496 FRN A1+ 02/06/2021 4.25% 500,000

Bank of Queensland AU3FN0029344 A2-A3 29/04/2019 3.01% 1,000,000

ING Bank 191236 A2-A3 02/03/2017 3.10% 1,000,000

National Australia Bank 10374266 A1+ 18/01/2017 2.72% 1,000,000





National Australia Bank 10377215 A1+ 02/03/2017 2.61% 800,000






Police & Nurses Bank BBB 16/12/2019 4.00% 1,000,000

Rural Bank 10584581 BBB 03/03/2017 3.05% 2,000,000

Rabobank AA2 09/12/2019 4.10% 1,000,000

Westpac Bank 032-576 42-2499 A1+ 07/09/2017 3.00% 2,000,000

Westpac Bank COUPONSC-SYD-1745052 * A1+ 02/12/2020 3.32% 1,000,000

TOTAL INVESTMENTS 3.03% 30,100,000

BankWest at call 3001235 A1+ 2.00% 2,500,000

National Australia Bank 082551 751758242 AA- 0.70% 27,779

National Australia Bank 082469 509559042 AA- 0.10% 922,050

BananaCoast Credit Union 704328 84146 unrated 0.00% 12,749

Westpac Business Flexi 032576 31-2337 A1+ 0.00% 232

TOTAL CASH 0.56% 3,462,809

TOTAL INVESTMENTS & CASH 2.62% 33,562,809

SCHEDULE OF CASH AND INVESTMENTS

This report is at 31 October 2016

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Net Return on Investments

Council’s monthly net return on investments annualised for October of 2.62% outperformed the 90 day Bank Bill Swap Rate of 1.74%. In May 2015 the Reserve Bank of Australia dropped the cash rate to a historical low of 1.75%, due in part to the low inflation rate. Over the month of October $5.3M in investments matured, with $4.8M being reinvested at lower interest rates. The impact of the lower interest rates will be assessed at the next quarterly budget review to determine whether interest income forecast will need to be adjusted.

Weighted Average Interest Rate / Budget Interest Rate

The following graph reports the weighted average interest rate compared to the interest rate used for budgetary purposes in the Long Term Financial Plan. The weighted average interest rate for the month of October 2016 was 2.62% while the interest rate used for budgetary purposes in 2016/17 was 3.00%.

Benchmarks

BBSW 90 Day Index 1.75%

RBA Cash Rate 1.50%

Institution Reference

Invest/(Recall)

Amount $ Commentary

National Australia Bank 2092513 FRN (2,000,000)

National Australia Bank 10385066 2,000,000 Term Deposit Invested 6/10/2016

National Australia Bank 10361079 (2,000,000)

Westpac Bank 10385451 2,000,000

BankWest 4501882 (500,000)

Rural Bank 18191 (800,000)

National Australia Bank 10392109 800,000 Term Deposit Invested 31/10/2016

Term Deposit Invested 7/10/2016

Term Deposit Matured 25/10/2016


Summary of Investment Movements - October



* A Coupon Select deposit is a tailored term deposit, designed to enable investors a tailored fixed interest rate for one period and a

floating rate incorporating a spread over the market variable rate for another period. Interest is paid quarterly and the end investment

maturity date is shown in the Financial Institution column.

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Compliance with Investment Policy Investments are limited to those allowed by the current Ministerial Investment Order issued by the NSW Minister for Local Government. In line with the Order, Council’s current investment strategy provides the framework for investing Council’s funds: 1. at the most favourable rate of interest available;

2. whilst having due consideration of risk and security for that investment type; and

3. ensuring that Council’s liquidity requirements are met.

Preservation of capital is the principal objective of the investment portfolio. Therefore, investments are placed in a manner that seeks to ensure security and to safeguard the portfolio. The investment portfolio is managed with care, diligence and skill that a prudent person would exercise. With this in mind investments are expected to achieve a market average rate of return in line with the Council’s risk tolerance. Due to the Global Financial Crisis the Federal Government currently supports a Government Guarantee on certain investments of $250,000 per institution. All investments are limited to Australian Authorised Deposit Taking Institutions (ADTI’s) that provide the Government Guarantee and that are allowed under the Ministerial Investment Order. In May 2015, Council adopted the updated version of the Investment Policy, which contains a number of parameters around investments that are designed to mitigate risk. A discussion of the risk mitigation requirements is set out below. Total Portfolio Investment Limits The Investment Policy’s Risk Management Guidelines set out the maximum portions of the total portfolio that can be invested within each level of credit rating. This is a risk management measure to ensure that all deposits are made with Authorised Deposit Taking Institutions with an investment grade credit rating, and is compliant with the Ministerial Investment Order and the Banking Act 1959.

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Individual Institution Limits

In another measure to mitigate risk, the Investment Policy sets limits to the total amount that can be held with individual institutions. This ensures that the portfolio is diversified in case of an institution collapsing. While the Government Guarantee of $250,000 still applies, it is limited to $250,000 per institution, not per product. Grandfathering Provisions Under the Investment Policy, any investment that is currently held in the portfolio that does not meet the new policy requirements will be held to maturity.

BUDGET IMPLICATIONS There are no budgetary implications at this stage. Interest is reviewed as part of the quarterly budget review process. If during this analysis there is a need for a budget adjustment, details will be provided in the Quarterly Budget Review Report. However, the longer term budgetary implication may impact on Council and our long term financial plan if the interest rate continues to be lower than expected or if further rate cuts are made.

Table 1: Compliance with Investment Policy: Total Portfolio Investment Limits

Total Portfolio Investment Limits

Long Term Credit

Rating

Short Term

Credit Rating

*

Policy

Maximum

Current

Holding %

Current

Holding $

AA A1+ 100% 63% 21,049,828$

A A1-A2 80% 15% 5,000,000$

BBB A2-A3 40% 22% 7,500,000$

Unrated Unrated 0% 0% 12,981$

Total Cash & Investments 33,562,809$

Table 2: Compliance with Investment Policy: Individual Portfolio Investment Limits

Individual Institution Limits

Institution

Long Term

Credit

Rating

Short Term

Credit Rating

*

Policy

Maximum

Current

Holding %

Current

Holding $

AMP Bank Ltd A A1-A2 30% 15% 5,000,000$

BananaCoast Credit Union unrated unrated 0% 0% 12,749$

Bank of Melbourne A- A2-A3 20% 4% 1,500,000$

Bank of Queensland A- A2-A3 20% 3% 1,000,000$

Bankwest AA A1+ 40% 3% 1,000,000$

Bankwest at call AA A1+ 40% 7% 2,500,000$

CBA A A1+ 20% 1% 500,000$

ING Bank A A2-A3 20% 3% 1,000,000$

National Australia Bank AA A1+ 40% 42% 14,049,828$

Rural Bank BBB A2-A4 20% 6% 2,000,000$

Police & Nurses Bank BBB A2-A3 20% 3% 1,000,000$

Rabobank AA A2-A3 20% 3% 1,000,000$

Westpac Bank AA A1+ 40% 9% 3,000,000$

Westpac Business Flexi AA A1+ 40% 0% 232$

TOTAL CASH & INVESTMENTS 33,562,809$

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SUSTAINABILITY ASSESSMENT Council’s investments are made in accordance with the NSW Division of Local Government’s requirements and term deposits listed in the NSW Local Government Ministerial Order. There are no social or environmental implications. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions:

1. Consulted with first and second tier banks.

ATTACHMENTS Nil

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Item: 10.6

Subject: QUARTERLY BUDGET REVIEW STATEMENT - PERIOD ENDED 30 SEPTEMBER 2016

File/Index: Financial Management/Budget Reviews

Presented by: Chris Hodge, Chief Financial Officer

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.1) Council is an organisation that embraces business excellence. (CL.1.1) Financial sustainability is maintained through effective short and long term financial management. (CL.1.1.0) Financial sustainability is maintained through effective short and long term financial management - Other Activities.

RECOMMENDATION That the Quarterly Budget Review Statements for the September 2016 quarter, projecting a net deficit of $1,754,000 for the 2016/17 financial year, be adopted.

EXECUTIVE SUMMARY This review revises the net operating result for 2016/17 to a deficit of $1,754,000. There has been an improvement to the operating result of $380,000 when compared to the original adopted budget. REPORT DETAIL This report has been prepared in accordance with the Office of Local Government’s Quarterly Budget Review Guidelines. In keeping with the requirements of S203 of the NSW Local Government (General) Regulation 2005, a budget review for the period ended 30 September 2016 has been prepared. The variances influencing the September 2016 result are reported in the attached Statements. Under the mandatory reporting requirements, Council is required to report on the following:

Included in Attachment

Income & Expenses Budget Review Statement Yes Capital Budget Review Statement

Yes Cash & Investments Budget Review Statement Yes Key Performance Indicator (KPI) Budget Review Statement Yes Contracts & Other Expenses Budget Review Statement Yes As reported in the attached Quarterly Budget Review Statement the net decrease of $380,000 includes the following material variations:

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Reduction in rental income due to Butcher Shop vacancy

Repairs to Butcher Shop

Reduction in RFS Depreciation due to derecognition of assets

Councillors & Officers Liability Insurance Other operating budget amendments have been offset by savings in other areas. The capital review statement attached includes budget variations of $220,000 due to the following:

Construction of shade structure Dangar Falls

Sewer Modelling - Growth Management Strategy

BUDGET IMPLICATIONS This review estimates the consolidated operating result before capital to be $1,754,000 deficit as at 30 June 2017, which is more favourable than the original budgeted amount of $2,073,000 deficit. SUSTAINABILITY ASSESSMENT There are no environmental or social implications to this report. Economic implications are discussed in the body of this report. ENGAGEMENT The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions:

1. No external action was required;

2. Managers and other staff responsible for budgets were asked to review their

budget responsibilities as part of the review.

ATTACHMENTS 10.6.A Quarterly Budget Review Statement 01/07/16 - 30/09/16

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Item 10.7

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Item: 10.7

Subject: DEVELOPMENT APPLICATION 2016/DA-00067 NEW DWELLILNG

File/Index: 2016/AF-00084

Presented by: Gary Farrell, Health and Building Surveyor

ALIGNMENT WITH DELIVERY PROGRAM (CL) CIVIC LEADERSHIP (CL.1) Council is an organisation that embraces business excellence. (CL.1.4) Best practice, sustainability principles, accountability and good governance are incorporated in all we do.. (CL.1.4.2) Council's Planning and development assessment services provides advice and planning assistance and process Development Applications and other relevant applications.

EXECUTIVE SUMMARY This report addresses a development application proposal for the erection of a dwelling on a vacant allotment at 3 George Moore Lane, Bellingen. The application was notified to adjoining property owners with 13 separate parties submitting objections to the proposal. It is recommended that development consent be granted subject to the inclusion of conditions of consent. The proposal to conduct a ‘’home occupation’’ (doctors surgery) from the dwelling is not recommended for approval. Further it is recommended that Council resolve to notify the property owners that, in view of the potential traffic impacts associated with a non-residential use, that it does not consider such a proposal to be exempt development. REPORT DETAIL Application No: 2016/DA-00067 Proposal: Dwelling house Subject Land: Lot 74 DP 1135976 3 George Moore Lane Bellingen Applicant: Dillon and Savage Architects Owner: William Bennett Bartlett and Glenys Rhonda Page Consent Authority: Bellingen Shire Council Application Category: Local Development Zone: Zone R1 General Residential under the provisions of the

Bellingen Local Environmental Plan (BLEP) 2010

BACKGROUND Development Application No.2016/AF-00067 (the DA) was registered by Council on 16 June 2016. This requested approval for the erection of a new dwelling and also proposed that a separate room be utilised as a doctor’s surgery, as part of a home occupation.

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The DA was notified pursuant to Chapter 11 of the Bellingen Shire Development Control Plan 2010 (DCP) from 29 June to 20 July 2016. A total of 13 submissions were received objecting to various aspects of the proposed development. Following receipt of additional information and a revision of the plans, those parties making submissions were re-notified from 15 August to 5 September 2016. A total of 8 further submissions were received, reinforcing many of their previous objections. It is recommended that development consent be granted subject to the inclusion of conditions of consent. The proposal to conduct a ‘’home occupation’’ (doctors surgery) from the dwelling is not recommended for approval. Further it is recommended that Council resolve to notify the property owners that, in view of the potential traffic impacts associated with a non-residential use, that it does not consider such a proposal to be exempt development. THE SITE The land subject of the DA is described as Lot 74, DP 1135976, 3 George Moore Lane, Bellingen. The site has an area of 941.9 square metres and was created in 2009 by a boundary adjustment and subdivision that also incorporated two lots to the immediate north, fronting Northcote St. These lots both contain heritage items, being two of the original George Moore cottages. The site is steep with a fall of 6 metres over its length in a north-south direction, with the contours running reasonably parallel to the east-west boundaries. The western boundary of the site abuts George Moore Lane, which is sealed and provided with kerb and gutter. The southern boundary abuts an unnamed lane which is sealed but without kerb and gutter. The site contains a line of 5 mature tall bangalow palms and a mature flame tree, both situated near the northern boundary. There are a range of other insignificant trees and shrubs proposed to be removed as part of the proposal that are discussed in this report. THE PROPOSAL The proposed development is a single dwelling, designed to provide a single level floor area with a lower level store and games room towards the northern boundary. It proposes a mix of construction materials, including block work on the lower level and a mix of corrugated colourbond and Barestone cladding on the upper story. A verandah is proposed on the northern elevation and this is at essentially the same level as the main part of the dwelling. The dwelling is proposed to be sited with the following setbacks:

North: 8.1 metres (excluding a set of steps from the verandah)

South: 3 metres

East: 5.87 metres (excluding a 1 metre high retaining wall for a clothes drying area and open car park area)

West: 6 metres (excluding 3.6 metres to the elevated porch with a store under). The roof coverage of the dwelling is 407 square metres, which represents 43% of the site. Adjacent to the southern boundary, the design provides for 2 vehicular access points, 1 for a double carport and a second for 2 visitor car spaces. These were intended to be

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utilised as part of the proposed ‘’home occupation’’ which is not recommended for approval. It should be noted that home occupations are capable of being undertaken as a form of ‘’exempt development’’ in accordance with State Environmental Planning Policy (Exempt & Complying Development Codes) 2008. The definition of a ‘’home occupation’’ is provided below: home occupation means an occupation that is carried on in a dwelling, or in a building ancillary to a dwelling, by one or more permanent residents of the dwelling and that does not involve:

(a) the employment of persons other than those residents, or (b) interference with the amenity of the neighbourhood by reason of the emission of

noise, vibration, smell, fumes, smoke, vapour, steam, soot, ash, dust, waste water, waste products, grit or oil, traffic generation or otherwise, or

(c) the display of goods, whether in a window or otherwise, or (d) the exhibition of any signage (other than a business identification sign), or (e) the sale of items (whether goods or materials), or the exposure or offer for sale of

items, by retail, but does not include bed and breakfast accommodation, home occupation (sex services) or sex services premises.

Whether or not a development complies with the definition of a ‘’home occupation’’ is a matter for which the proponent needs to make their own initial determination, having regard to the likely impacts of their proposal. The common approach taken by Council with respect to this type of self-assessment is that if complaints are received regarding any of the amenity provisions (eg: traffic, noise etc) then Council will advise that a Development Application is required. This will consider the degree to which those impacts might be regulated through the imposition of appropriate conditions of development consent or restrictions on the use. It is recommended that Council advises the proponents that it does not consider any proposal for a ‘’home occupation’’ doctors surgery to be classified as exempt development given the present status of the local road network, and the potential traffic generation that would result from the establishment of such a use. The laneway network in this area was not designed for the purpose of accommodating commercial developments and stems from the original need to provide laneways for the collection of ‘’nightsoil’’, before a reticulated sewerage system was installed in the township. The laneway network is generally narrow, with limited space for the parking of vehicles within the road reserve, and the relatively steep grade of the adjoining private land does not generally present opportunities for the provision of on-site parking. In the recommended conditions of consent for this application, it is also proposed to reinforce the fact that development consent has not been issued for the conduct of a home occupation (doctor’s surgery) from the site. Accordingly, the principle focus of this report is the assessment of the application for a single dwelling on the land. STATUTORY ASSESSMENT

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Section 79C (1) Matters for Consideration In determining the application, Council is required to take into consideration the following matters as are relevant to the development and that apply to the land to which the development applications relates: Section 79C(1)(a)(i) – Any Environmental Planning Instrument State Environmental Planning Policy – Building Sustainability Index (BASIX) 2004 A BASIX certificate dated 9 June 2016 was submitted as part of the development application. The certificate has been reviewed and is considered to meet all the relevant sustainability commitments. Bellingen Local Environmental Plan 2010 Clause 2.2 Zoning of land to which the Plan applies Clause 2.2 of the BLEP provides that the land is within the Zone R1 General Residential. Clause 2.3 Zone objectives and Land Use Table Within Zone R1, development for the purposes of dwelling houses is permissible with consent.

In regard to the permissibility of the subject dwelling, the objectives of the zone must be considered: • To provide for the housing needs of the community Comment: The proposed dwelling is an appropriate size for the allotment and provides for a potentially large family. • To provide for a variety of housing types and densities Comment: The subject locality contains a variety of housing types. The proposed dwelling is consistent in this regard. • To enable other land uses that provide facilities or services to meet the day to DA

needs of residents. Comment: No additional compatible uses are proposed to be approved as part of the recommendation to Council. • To ensure that any non-residential land uses permitted within the zone are compatible

with the amenity of the area. Comment: No non-residential land uses permitted within the zone are proposed to be approved as part of the recommendation to Council. • To ensure that the height and scale of buildings are compatible with a low density

residential character. Comment: Notwithstanding the submissions objecting to the proposal, it is considered that the proposed dwelling is compatible.

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There are numerous examples of similar developments within this precinct. These extend the main floor level outwards to the north from the high point of the land, and use the natural fall of the land to provide a storage area underneath that is either open, or in filled, in a manner similar to that proposed by this development. Clause 4.3 Height of Buildings In accordance with the Height of Buildings map, the maximum allowable height of a building is 10 metres above existing natural ground. In this case the highest part of the proposed dwelling is 8.8 metres above the natural existing ground level, based on survey information provided by the applicant. Clause 5.9 Preservation of trees or vegetation The applicant will involve the removal of two trees on the land, as shown on the site plan submitted with the application. The Site Plan is included as an Attachment to this Report and is Drawing Number DA 001. The tree towards the southern boundary of the land is a Jacaranda tree that exhibits generally poor form and is not considered to be of any significance as a landscape feature. The tree to be removed on the eastern boundary is a tall Paperbark tree, that would presently be able to removed without consent in accordance with the provisions of Bellingen Shire Development Control Plan 2010 given that is within 4m of the face of a lawful residential building, albeit on the adjoining property. A range of other shrubs (such as Frangipani and Privet) are not shown on the plan however would also need to be removed to construct the dwelling. Overall, none of the vegetation to be removed is considered to be of any significance, to warrant modification of the design to provide for their retention. Clause 5.10 Heritage Conservation The subject site is not listed as a heritage item however, the adjoining lots to the north are heritage items. It is not considered, however, that the proposed development will adversely affect the heritage significance of either of the sites. This is because the location of the proposed dwelling will not adversely affect the views of these dwellings when viewed as part of the Northcote St streetscape. It should be noted that the proposed dwelling would be 8.1 metres from the common boundary to the north. Clause 7.2 Earthworks The proposed development would involve excavation of up to 1 metre on one part of the site in order to provide a level surface for the Games Room and Storage Area below the main floor level of the dwelling. Up to 1.2 metres of fill will be placed to the south of the kitchen area in order to provide single level access to a proposed courtyard and clothes drying area. All works are to be supported by retaining walls and it is not considered that these works will have any adverse impact on drainage or land stability. Section 79C (1) (a) (ii) - Any Proposed Environmental Planning Instrument The draft Coastal Management State Environmental Planning Policy (SEPP) and draft maps of the coastal management areas that make up the coastal zone are currently on public consultation from 11 November 2016 to 23 December 2016. The subject land is within a ‘’Coastal Use Area’’ as proposed by this draft SEPP. The land is affected because it is within 1km of the upper extent of the tidal limit, which ends at approximately the Bellingen Bridge.

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The following section describes the objectives for the proposed Coastal Use Area.

The proposed development is not contrary to the draft Coastal Management State Environmental Planning Policy. Whilst there may be examples of development that would impact upon coastal values if located within 1km of the tidal limit, the construction of a dwelling on an elevated section of Bellingen does not represent such a development. Section 79C (1) (a) (iii) – Any Development Control Plan The Bellingen Shire Development Control Plan 2010 (DCP) applies to this land. The relevant chapters of the DCP are discussed below. Chapter 1 – Single Dwellings The aims of this chapter are to: a) To encourage a high standard of residential development that is respectful of the

amenity of neighbours, the character of neighbourhoods and the environment within which it is located.

Comment: The proposed dwelling is considered to be of a high standard of design, which despite concerns raised in the submissions, is suitably respectful of the amenity of the neighbourhood and consistent with the varied nature of the surrounding building types. b) To encourage development that will contribute towards increased levels of physical activity and healthy living patterns. Comment: The proposed dwelling is designed on a single level to facilitate use by persons as they age. To this end, it facilitates ageing in place which has been associated with a range of positive health outcomes. c) To prevent the undertaking of development that, in seeking to maximize density,

results in poor visual, vehicular and environmental outcomes Comment: As previously stated, the dwelling uses approximately 43% of the site, and thus is a low density development. Given the area of the site, it would be theoretically possible to erect a maximum of 3 dwellings in accordance with Section 2.6.3 of DCP 2010, and therefore it is suggested that the development has not in fact aimed to maximise the permissible density of development on the land. Visually, the building will be relatively prominent from George Moore Lane but not in a manner that is significantly out of character with other development in the locality.

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Council’s Development Engineer has considered vehicular access and has required certain works to address this. These are discussed under the discussion of DCP Provisions 1.6.7 in this report. In view of the above it is considered that the proposal meets the aims of this chapter. 1.6 Residential Zone Setbacks The setbacks of the proposed dwelling are generally consistent with this clause. The setback to George Moore Lane is 6 metres, with the exception of the entry steps and porch (with a small store under). The variation from the standard 6 metre setback for the entry area is considered minor. The setback to the unnamed lane is 3 metres, which is consistent with corner allotment setbacks. 1.6.4 The Building Height Plane Envelope The Building Height Plane Envelope is defined as follows. ‘’Building Height Plane Envelope is defined by a plane projected at an angle of 35 degrees over the land to be built upon, from a height of 3m above the ground level at the boundary of the site to a maximum height of 10m above natural ground level.’’ The Building Height Plane Envelope development control aims to achieve the following design outcomes. a) To minimise adverse impacts relating to bulk and scale b) To focus larger elements of buildings towards the centre of the site rather than the

fringes c) To preserve reasonable levels of solar access to surrounding properties for reasons

including health factors, power generation, clothes drying and food production. The original plans submitted indicated that the elevation of the dwelling adjacent to George Moore Lane encroached upon the Building Height Plane Envelope. Following the initial notification period the applicant revised the plans by replacing gable ends on the main roof with a hipped roof. This revised plan complies with this clause. The fact that the dwelling complies with this principle development control on bulk and scale is a matter of significant importance for Council in determining whether to issue development consent. 1.6.5 Urban Design The proposed dwelling satisfactorily meets the aims and criteria of this clause. The front door is accessed from the porch facing George Moore Lane and the carport is accessed from the secondary unnamed lane. The visitor’s carpark, however, encroaches upon the building line. As this was intended for use with the doctor’s surgery, which is not approved as part of this development, a condition of approval will require its relocation or deletion. 1.6.6 Landscaping Should Council determine to grant consent to the proposed development a condition of consent would require the submission of a suitable landscape plan. This will need to address the requirements of Chapter 9 of DCP 2010 and will be required to specify the

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inclusion of advanced species suitably located to minimise any impact on overlooking of the rear yards of the dwellings to the north. 1.6.7 Vehicular Access and Parking This matter has been considered by Council’s Development Engineer who has advised the following: It is proposed to have accesses off the un-named road at two ends. The second access would be for visitor’s parking. The un-named lane is typically 6.21m wide with about 3 m sealed road.

Setback from corner The access to proposed carport is about 3 metres (as shown on plan) from the splayed corner of the lot, which lies within the prohibited locations of access driveways pursuant to Figure 3.1 of AS2890.1:2004. Shifting the driveway further three (3) meters to the east would affect internal arrangements and symmetry/streetscape of the building. Council will accept a variation to AS2890.1:2004 by allowing five (5) meter setback from the corner; i.e. only one (1) metre short from standard. This would eventually restrict the access width to four (4) metres. The variation is consistent with allowances being compromised by Council in the past for similar situation. Apron width and grade While the apron width required making a 90o turn into the access driveway is adequate for the carport, the same for the visitor’s parking seems too narrow. Proponents shall demonstrated compliance with AS2890.1:2004. The grade of both accesses shall not exceed 25% in accordance with Council’s Standards.. Stormwater drainage While the accesses shall have dish drains across them to facilitate stormwater flow, it is recommended to extend the dish drain across the western access to the existing dish drain in George Moore Lane. This is to maintain continuity of flow and minimise nuisance to road users.

1.6.9 Alteration to Landform The proposed development involves both excavation and filling. The excavation is up to 1 metre in depth and serves to provide a level platform for the lower floor area. This will be retained by a suitably engineered wall. The filling is proposed to establish a landscaped courtyard and a clothes drying area. The maximum fill is approximately 1.2 metres fully retained by suitably engineered walls The aims of this clause are: a) To encourage the use of building techniques that respond to the particular

circumstances of the site.

Comment: It is considered that the development minimises earthwork to an acceptable level and is designed to take advantage of the natural landform. The earthwork only involves

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excavation for the lower floor level, and filling to provide a level space for a courtyard and service area. All earthwork is proposed to be supported by retaining walls

b) To avoid adverse impacts related to alteration of drainage patterns and undermining.

Comment: The proposed works are unlikely to have any adverse drainage impacts. Chapter 5 Carparking and Vehicular Access These issues have been addressed earlier in this report Chapter 11 Advertising and Notification of Development Applications The DA was notified pursuant to Chapter 11 of the Bellingen Shire Development Control Plan 2010 (DCP) from 29 June to 20 July 2016. A total of 13 submissions were received, objecting to various aspects of the development. Following receipt of additional information and a revision of the plans those parties making submissions were re-notified from 15 August to 5 September 2016. A total of 8 submissions were received reinforcing their objections. All these submissions are included as Attachments A and B. The key issues raised in submissions received by Council include:

overlooking

loss of views

bulk and scale

concerns regarding the impact of the home occupation on the existing local road network.

In considering the degree to which the submissions have raised reasonable planning concerns regarding the application Council is required to:

Document the degree to which the proposal complies with the key development standards and criteria that apply

Consider the degree to which the proposal addresses a range of planning principles that have been established over time, (through judgements in the Land and Environment Court), and which provide guidance to consent authorities as to how subjective matters of interpretation might be reasonably and consistently dealt with.

The report to date, has documented the degree to which the proposal meets the requirements of relevant planning instruments and no significant non-compliances have been identified. The following commentary discusses issues raised in submissions with reference to relevant planning principles that have been established to deal with these commonly occurring objections. Overlooking:

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A range of submissions have suggested that the development should not be supported by Council on the basis of the potential for the development, in particular the northern veranda area, to overlook other properties and the resultant impacts on privacy. In regard to impact on privacy, the following commentary was provided by the Court in considering the case of Meriton v Sydney City Council 2004. ‘’Numerical guidelines for the separation of dwellings exist in the Australia-wide guideline, AMCORD; as well is in the NSW-specific Residential Flat Design Code attached to SEPP 65. AMCORD recommends a separation of 9m between habitable rooms. The Residential Flat Design Code recommends increasing separation between buildings as they get taller. For buildings up to three storeys, it suggests 12m between habitable rooms and balconies, 9m between a habitable and non-habitable room, and 6m between non-habitable rooms. For tall buildings (such as the proposal) it suggests 24m between habitable rooms, 18m between habitable rooms and non-habitable rooms, and 12m between non-habitable rooms. ‘’ In this instance, the distance between the proposed dwelling and the 2 dwellings to the north is approximately 32 metres within a vertical difference of 5.4 metres to the verandah. In this regard, the development complies with generally accepted separation distances specified. The nature of the site sloping to the north has governed the design of the proposed dwelling to a large degree. The dwelling includes a large verandah to the north of the living areas, which is designed to encompass the expansive views. This design feature has been replicated in several other dwellings in the locality and cannot be considered particularly unusual or incompatible in the area. The verandah sits 3.5 metres above the existing ground level. Lowering the level of the verandah would possibly reduce the level of overlooking. However, the benefit of this would be marginal and could potentially impact adversely on the viability of the lower level games room and store by reducing the room’s ceiling heights and comprising compliance with the NCC Building Code of Australia 2016 (Volume 2). Further commentary on vertical separation is provided in the following extract from the Meriton v Sydney City Council 2004 case. ‘’Privacy is hardest to achieve in developments that face each other at the same level.’’ ‘’In a low-density area, the objective should be to achieve separation between windows that exceed the numerical standards above.’’ Given:

the benefit of solar access and the expansive views

that the development exceeds the numerical standards for separation previously documented

that the developments do not face each other at the same level.

It would be unreasonable to refuse the development on this basis or to require privacy screens across the northern aspect of the verandah. It should be noted that the verandah is positioned to take advantage of the expansive views to the north, rather than the views of neighbouring properties. A degree of overlooking is inevitable in residential zones where dwellings are located on sloping sites.

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In consideration of the circumstances of the case and the planning principles referenced above, the impacts of overlooking are not deemed sufficient to require any changes to the design.However, the provision of suitable advanced landscaping would however assist in reducing the visibility of adjoining open space areas to the north from the verandah. As mentioned previously, a condition will be imposed on the consent requiring a detailed landscape plan that will address this issue. Loss of Views: A range of submissions have suggested that the development should not be supported by Council on the basis of the loss of views that maybe experienced by surrounding dwellings. To establish the extent of the impact on views, height poles were installed by the applicant to represent the height of the dwelling. The photograph as shown in Attachment C, taken from the deck of the dwelling to the south, indicates 2 PVC poles erected to reflect the extent of the highest part of the roof. As can be seen the bulk of the expansive northerly view is still unobstructed. Attachment D submitted by the applicant clarifies the location of the height poles relative to the actual proposed dwelling. In regard to loss of views, a series of planning principles were established in the case of Tenacity Consulting v Warringah 2007. The principles consider the extent of loss of view and also the compliance of the impacting building with planning controls. In this case the proposed dwelling meets the relevant planning controls and the view that is obscured is minor in comparison to the panoramic views that will remain available to the north. It is therefore considered that the loss of view is minor and does not justify any changes to the proposed design. Bulk and scale: A range of submissions have suggested that the development should not be supported by Council on the basis of the dwelling being inconsistent, in bulk and scale, with other development in the locality. In regard to bulk and scale, a series of planning principles were established in the case of Veloshin v Randwick Council (2007). The principles pose certain questions which are considered below. Are the impacts consistent with impacts that may be reasonably expected under the controls? Comment: Yes, the proposal falls within the Building Height Plane Envelope, maximum height limit and meets relevant setbacks from boundaries. The floor space represents 43% of the site area. Does the area have a predominant existing character and are the planning controls likely to maintain it?

Comment: The subject area contains a variety of dwelling styles, with several demonstrating the same design solution to the sloping land that exists in the area. The dwelling will not be

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out of character with the area and the planning controls that this development has complied with will act to maintain the character of the area. Does the proposal fit into the existing character of the area? Comment: As previously documented, the proposed dwelling is considered compatible with the character of the area. Does the proposal look appropriate in its context? Comment: As the proposed dwelling only takes up 43% of the site, it is considered that the scale of the dwelling will be appropriate for the site. Impact on the road network: Comment: The construction of a single dwelling on the site will not have an unreasonable impact on the local road network. Comments in regard to a variation in the location of vehicular access have been discussed earlier in this report. Section 79C (1) (a) (iiia) – Any Planning or Draft Planning Agreement There are no relevant Planning or draft Planning Agreements associated with this development. Section 79C (1) (a) (iv) – The Regulations There are no relevant regulations relating to this development. Section 79C (1) (a) (v) – Any Coastal Zone Management Plan The subject land is not affected by any coastal zone management plan. Section 79C (1) (b) – The Likely Impacts of that Development The likely impacts of the development have been addressed, in foregoing sections of the report relating to aspects of the Development Control Plan and concerns raised by submissions. In summary, it is considered that the likely impacts of the development do not warrant the refusal of the application by Council. Section 79C (1) (c) – The Suitability of the Site for the Development The design and placement of the dwelling on the subject site are considered satisfactory as evidenced by compliance with the Development Control Plan. It is also relevant to note that the subject lot was created via a recent boundary adjustment and subdivision Development Application approved by Council. This considered the subject lot to be suitable for creation as a standard residential allotment. As the development will only involve the erection of a single dwelling house it is considered that the site is suitable for the development that was anticipated by the approval of the subject lot.

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Section 79C (1) (d) – Any Submissions Made in Accordance with this Act or the Regulations There were 13 initial submissions followed by a further 8 from the original objectors. Relevant issues have been addressed under the heading Section 79C (1) (a) (iii) – Any Development Control Plan (Chapter 11). Section 79C (1) (e) – The Public Interest The approval of the application, in the terms recommended to Council, is not considered to be contrary to the public interest. The application has demonstrated compliance with the majority of development controls that apply to the site and the public interest is served by allowing for routine and reasonable development of this nature to proceed. Any Other Relevant Legislation/ Matter No other matters are considered relevant. BUDGETARY IMPLICATIONS: Should Council resolve to refuse this application, and should an appeal be subsequently lodged in the Land and Environment Court, then there will be significant budgetary implications in defending such an appeal. SUSTAINABILITY ASSESSMENT: The proposed dwelling represents an infill development within the existing urban fabric of Bellingen. It is closely located to the existing town centre and the services that are offered. The efficient use of land within the existing town boundaries reduces the need for expansion into greenfield areas on the fringes of town and, in general terms, provides for a more efficient utilisation of existing resources. The development provides single level access to all essential components of the dwelling and this represents a valuable form of housing stock given the ageing nature of the community. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. For Development Applications, Council has principle regard to the provisions of Chapter 11 of DCP 2010 in determining what level of notification is required. As previously documented in this report the development application was notified to adjoining property owners. 13 submissions were received. The application was then renotified with revised details and a further 8 submissions were received. Submissions have been discussed in the report and none of the issues raised are considered sufficient to warrant refusal of the application. Internal Referrals The application was referred to the development engineer for comment in relation to vehicular access and provision of services. His comments are found earlier in this report under 1.6.7 Vehicular Access and Parking.

AGENDA


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RECOMMENDATION

A. That the proponents be advised that Council does not consider any proposal for a ‘’home occupation’’ doctors surgery to be classified as exempt development given the present status of the local road network, and the potential traffic generation that would result from the establishment of such a use. Accordingly, the operation of a doctor’s surgery on the property will be subject to a separate development application.

B. That Council: Grant consent to the development application subject to the

following conditions:

1. The development shall be carried out in accordance with the approved plans attached to this consent and as amended by the following conditions. The approved plans and other documents are endorsed with a Council stamp and authorised signature. A copy of this consent and approved plans are to be kept on site at all times while work is being undertaken. Note: This approval does not include consent for the conduct of a Home Occupation (Surgery) from the dwelling.

PLANS

2016/AF-00084/1 to 2016/AF-00084/4 inclusive

[To ensure the legality of the development]

2. The street number for this property is 3 George Moore Lane. The number must be displayed in a prominent location near the approved driveway access. [To ensure ready identification by Council, suppliers and the general public]

3. Prior to the issue of a Construction Certificate a detailed landscaping plan must be

submitted to and approved by the Deputy General Manager Operations. Existing trees, shrubs, landscaping (including those to be removed and retained) are to be shown on the plan. This plan is to include suitable advanced screen planting which will assist in minimising any adverse impacts on adjoining properties, and be focused along the northern boundary of the land. The plan must also address the landscaping requirements of Clause 9.6.2 of the Bellingen Shire Development Control Plan 2010. The plan must be prepared by an appropriately qualified person, in accordance with the requirements for a single dwelling in Chapter 9 of the Bellingen Shire Development Control Plan 2010.

The plan is to include details of plant species, location, height and spread at maturity, ground preparation and planting details.

Prior to occupation of the building, landscaping is to be carried out in accordance with the approved plan to Council’s satisfaction and is to be maintained in perpetuity by the owner/s. Particular attention is to be paid to ensuring early and successful establishment of the plants (including ground preparation, fertilising, staking and protection where necessary).

[To enhance the amenity and appearance of the development / to maintain privacy for neighbours and to preserve the amenity of the area]

AGENDA


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4. All building work must be carried out in accordance with the requirements of the Building Code of Australia.

Note 1. Under Part 4A of the Environmental Planning and Assessment Act 1979, the proponent is required to obtain construction and occupation certificates for the proposed building works. Note 2. Part 8 of the Environmental Planning and Assessment Regulation 2000 sets out the requirements for the certification of the development. [To ensure the work is carried out to an acceptable standard and in accordance with the State’s Building Code]

5. Prior to the issue of a Construction Certificate, contributions described in the following Table shall be paid to Council. The contributions are current at the date of this consent and shall be adjusted in accordance with the relevant contributions plan. The amount payable shall be calculated on the basis of the contribution rates that are applicable at the time of payment.

Contribution Plan

Unit Type Contribution Base Rate

Unit Rate

Contribution Levied

Contribution Base Rate Applicable until

Community Facilities and Open Space Infrastructure Section 94 Developer Contribution Plan 2014

Increase in Occupancy

Catchment No: 7

$308.28 X 0.9 A$277.45 30 June 2017

Local Roads and Traffic

Infrastructure Section 94 Developer Contribution

Plan 2015

Increase in Occupancy

Catchment No: 7

$639.25 X 0.9 B$575.33

30 June 2017

Bellingen Shire Council Section 94 Contribution Plan: Project Administration

Administration A + B 0.06 $51.17 30 June 2017

Note 1. The Contribution Base Rate is adjusted at 1st July each year according to the previous Quarter Consumer Price Index (CPI) for Sydney All Groups.

Note 2. The rate is determined under Council's contribution plans which are available for inspection at Council's Administration Centre, Hyde Street, Bellingen during normal office hours.

[Contribution towards the provision of services and facilities under section 94 of the Environmental Planning and Assessment Act 1979]

6. The location of the visitor’s carpark must be setback to a minimum of 3.0 metres

from the boundary with the unnamed lane or deleted from the development. [To ensure compliance with relevant setbacks]

AGENDA


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7. No building works are to commence until the Principal Certifying Authority for

building work to be carried out on a site is satisfied that : a the principal contractor for the work is the holder of the appropriate licence

and is covered by the appropriate insurance if required by the Home Building Act 1989, unless the work is to be carried out by an owner-builder, and

b the owner-builder is the holder of any owner-builder permit required under the Home Building Act 1989.

Note: A copy of the Certificate of Home Warranty Insurance or the Owner-builder Permit (if applicable) must be submitted the Principal Certifying Authority. [To ensure compliance with the Home Building Act 1989]

8. A sign detailing the name and address and contact number of the builder or prime

contractor and the Principal Certifying Authority is required to be displayed on the site during construction, stating “NO UNAUTHORISED ENTRY TO SITE”. [To ensure ready identification by Council, suppliers and the general public]

9. The site and surrounding areas are to be kept in a clean and tidy condition at all

times. Waste paper must be stored in a closed receptacle. Any construction works involving the generation of noise which extends beyond the boundary of the premises shall be confined to 7.00 am to 5.00 pm Monday to Saturday. [To minimise the impact of building works on the locality]

10. If Aboriginal objects are present or uncovered due to development activities, all

works shall halt in the immediate area to prevent any further impacts to the find or finds, to resume only in accordance with the requirements of the Department of Environment and Heritage and the National Parks and Wildlife Act 1974. [To conserve Aboriginal objects and Aboriginal places of heritage significance]

11. Soil erosion control measures must be implemented for all earthworks on the site. These are to be in accordance with Chapter 12 Section 12.6.5 Erosion and Sediment Control of Bellingen Shire Development Control Plan 2010.

These erosion control measures must be implemented immediately on the completion or temporary cessation of the earthworks and prior to commencement of building works to the satisfaction of the Deputy General Manager, Operations. [To minimise soil erosion]

12. The proposed use must not be conducted in such a manner as would interfere with the amenity of the neighbourhood by reason of noise, vibration, smell, fumes, smoke, vapour, steam, soot, ash, dust, waste water, waste products, grit, oil or otherwise.

[To preserve the amenity of the area]

13. All roof and surface stormwater is to be discharged to the street gutter via an approved proprietary metal kerb adaptor.

[To ensure adequate stormwater disposal]

AGENDA


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14. Prior to the issue of Construction Certificate, detailed design drawings for the development shall be submitted to and endorsed by Council. The designs shall conform to the standards and requirements set out in Councils “Standard Conditions for Engineering Works Associated with Developments 2013” and the conditions of this consent. The following details are required to be shown to:

demonstrate compliance with AS2890.1:2004 in terms of available ‘Apron Width’ for visitor’s parking

demonstrate longitudinal grade along the centreline of accesses doesn’t exceed 25%.

[The likely impacts of the development in respect of traffic, access, public interest, and safety]

15. Prior to the issue of Occupation Certificate, the proposed accesses shall be constructed in accordance with Council’s standard drawing ‘UD1’ and specifications (attached to this consent); the access to the carport shall have a setback of minimum five (5) meters from the nearest splayed corner to the west. If, for specific reasons, it is necessary to provide an access with details different to Council’s standard drawing, the proponents must submit detail drawings for approval by Council’s Deputy General Manager, Operations.

Note: All works in the road reserve is subject to a separate application approved by Council under the provisions of the Roads Act 1993. [The likely impacts of the development in respect of Construction, site attributes, public interest, traffic, access and safety]

16. Prior to the issue of Occupation Certificate, the dish drain provided across the access to the carport shall be extended further to connect to the existing dish drain at George Moore Lane. [To connect to the existing stormwater drainage network]

17. The proponent must provide not less than two working days’ notice, by contacting

Council’s Engineering Support Officer (Phone 6655 7347 during normal working hours), of the intention to pour concrete to facilitate an inspection of the formwork and placement of concrete. If an inspection is arranged and the work is not in conformance with the plans and specifications additional inspection fees as prescribed by Council’s schedule of Fees and Charges shall be payable by the proponent. [The likely impacts of the development in respect of Construction, site attributes, public interest, traffic, access and safety]

ATTACHMENTS 10.7.A Submissions from 1st Notification DA 2016/AF-00084 10.7.B Submissions from 2nd Notification 3 George Moore Lane 10.7.C View of Height Poles 3 George Moore Lane 10.7.D Details of Height Poles 3 George Moore Lane 10.7.E Statement of Environmental Effects 3 George Moore lane 10.7.F Plans and Elevations 3 George Moore Lane

AGENDA


11 CONFIDENTIAL MATTERS

Nil

agenda for the ordinary council meeting - bellingen …...agenda ordinary council 23/11/2016...

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