council agenda - bodc · there was a council workshop held on monday 7 april and the following...
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COUNCIL AGENDA Council Chambers
Des Jennings
General Manager, Break O’Day Council
16 April 2014
23 APRIL 2014
| NOTICE OF MEETING 2
| NOTICE OF MEETING 3
NOTICE OF MEETING Notice is hereby given that the next meeting of the Break O’Day Council will be held at the St Helens Council Chambers on Wednesday 23 April 2014 commencing at 10.00am. CERTIFICATION Pursuant to the provisions of Section 65 of the Local Government Act 1993, I hereby certify that the advice, information and recommendations contained within this Agenda have been given by a person who has the qualifications and / or experience necessary to give such advice, information and recommendations or such advice was obtained and taken into account in providing the general advice contained within the Agenda.
DES JENNINGS GENERAL MANAGER Date: 16 April 2014
| NOTICE OF MEETING 4
| CONTENTS 5
CONTENTS NOTICE OF MEETING................................................................................................................. 3
CONTENTS .................................................................................................................................... 5
04/14.1.0 ATTENDANCE.............................................................................................................. 9
04/14.1.1 Present ........................................................................................................................ 9
04/14.1.2 Apologies .................................................................................................................... 9
04/14.1.3 Leave of Absence ...................................................................................................... 9
04/14.1.4 Staff in Attendance .................................................................................................... 9
04/14.2.0 PUBLIC QUESTION TIME........................................................................................ 10
04/14.3.0 CONFIRMATION OF MINUTES .............................................................................. 10
04/14.3.1 Confirmation of Minutes – Council Meeting 17 March 2014 ............................ 10
04/14.3.2 Confirmation of Minutes – Special Council Meeting 7 April 2014 .................... 10
04/14.4.0 COUNCIL WORKSHOPS HELD SINCE 17 MARCH 2014 COUNCIL MEETING .................................................................................................................... 10
04/14.5.0 DECLARATION OF PECUNIARY INTEREST OF A COUNCILLOR OR CLOSE ASSOCIATE ................................................................................................. 11
04/14.6.0 PETITIONS.................................................................................................................. 11
04/14.7.0 NOTICES OF MOTION ............................................................................................. 12
04/14.7.1 Notice of Motion – Collection of Unrestrained Dogs – Clr M Tucker .............. 12
04/14.7.2 Notice of Motion – Disposal Policy – Clr R Johns .............................................. 13
04/14.7.3 Notice of Motion – Donation to Pyengana Church – Clr M Tucker ................. 14
04/14.7.4 Notice of Motion – Eddystone Point Lighthouse 125 Year Celebration – Clr M Tucker ....................................................................................................................... 15
04/14.8.0 COUNCILLORS QUESTIONS ON NOTICE .......................................................... 16
04/14.8.1 Status of Council Quarries – Clr M Tucker .......................................................... 16
04/14.9.0 COUNCILLORS QUESTIONS WITHOUT NOTICE ............................................. 16
04/14.10.0 MAYOR’S & COUNCILLORS COMMUNICATIONS ............................................ 16
04/14.10.1 Mayor’s Communications for Period Ending 23 April 2014 .............................. 16
04/14.10.2 Councillors Reports for Period Ending 23 April 2014 ........................................ 17
04/14.10.3 Mayor’s and Councillor’s Items ............................................................................. 17
04/14.11.0 BUSINESS AND CORPORATE SERVICES ......................................................... 18
04/14.11.1 Corporate Services – Strategic Plan Activity Report ......................................... 18
04/14.11.2 Monthly Financial Report ....................................................................................... 20
04/14.11.3 Corporate Services Department Report .............................................................. 49
04/14.11.4 Corporate Services Capital Works Breakdown Report ..................................... 57
04/14.11.5 Visitor Information Centre Report ......................................................................... 58
04/14.11.6 Risk Management Report ...................................................................................... 63
04/14.11.7 Submission for Reduced Waste Disposal Fees – Pyengana Dairy Company65
04/14.11.8 Review – Debt Collection Policy ........................................................................... 67
| CONTENTS 6
04/14.11.9 Review – Telephone Answering Procedure Policy ............................................ 71
04/14.11.10 Schedule of Fees and Charges 2014/2015 ...................................................... 74
04/14.12.0 WORKS AND INFRASTRUCTURE ........................................................................ 97
04/14.12.1 Works and Infrastructure – Strategic Plan Activity Report ................................ 97
04/14.12.2 Works and Infrastructure Report ........................................................................... 98
04/14.12.3 Works and Infrastructure Capital Works Breakdown Report .......................... 105
04/14.12.4 Animal Control Report .......................................................................................... 107
04/14.12.5 St Marys Pacing Club ........................................................................................... 110
04/14.13.0 COMMUNITY DEVELOPMENT ............................................................................. 112
04/14.13.1 Community Services – Strategic Plan Activity Report ..................................... 112
04/14.13.2 Community Services Report ................................................................................ 114
04/14.13.3 Community Services Capital Works Breakdown Report ................................. 118
04/14.13.4 Request for Fee Waiver – Banner Poles – Bay of Fires Art Prize ................. 119
04/14.13.5 Seeking Funds to Complete Trail of The Tin Dragon Project at Weldborough120
04/14.13.6 Review – Break O’Day Council Awards Policy ................................................. 122
04/14.13.7 Review – Council Fee Remission of Building and Development Fees Policy130
04/14.13.8 Review – Community Facility Hire Policy .......................................................... 133
04/14.13.9 Review – Community Grants / Assistance Policy ............................................ 138
04/14.13.10 Review – Banner Pole Hire Policy .................................................................... 141
04/14.13.11 Review – Community Engagement Policy ...................................................... 146
04/14.13.12 Titley Shack – Binalong Bay – Terms of Reference ...................................... 155
04/14.14.0 DEVELOPMENT SERVICES ................................................................................. 158
04/14.14.1 Development Services – Strategic Plan Activity Report ................................. 158
04/14.14.2 Development Services Report ............................................................................ 160
04/14.14.3 Planning Approvals Issued .................................................................................. 167
04/14.14.4 Building Services Approvals ................................................................................ 168
04/14.14.5 Development Services Capital Works Breakdown Report ............................. 169
04/14.14.6 Scamander Surf Life Saving Club ...................................................................... 170
04/14.15.0 GENERAL MANAGER’S REPORT ....................................................................... 192
04/14.15.1 General Manager’s – Strategic Plan Activity Report ....................................... 192
04/14.15.2 General Manager’s Report................................................................................... 194
04/14.15.3 Governance Capital Works Breakdown Report ................................................ 200
04/14.15.4 Australian Local Government Association (ALGA) – 2014 National General Assembly of Local Government – Call for Motion ............................................ 201
04/14.15.5 Intention to Make New By-Law – Reserves, Parks and Gardens ................. 203
04/14.15.6 Municipal Management Plan (MMP) .................................................................. 205
04/14.15.7 HMAS Tobruk Feasibility Study Funding ........................................................... 208
04/14.16.0 PLANNING AUTHORITY ........................................................................................ 210
| CONTENTS 7
04/14.17.0 CLOSED COUNCIL ................................................................................................. 211
04/14.17.1 Outstanding Actions List for Closed Council ..................................................... 211
04/14.17.2 Sale of Property for Unpaid Rates - Closed Council Item Pursuant To Section 15(2)J Of The Local Government (Meeting Procedures) Regulations 2005 211
04/14.17.3 Trafalgar Track Update – Oceania 2015 Orienteering Event – Request for Assistance - Closed Council Item Pursuant To Section 15(2)F Of The Local Government (Meeting Procedures) Regulations 2005 .................................... 211
04/14.17.4 Canhams Road Drainage - Closed Council Item Pursuant To Section 15(2)F Of The Local Government (Meeting Procedures) Regulations 2005 ............ 211
04/14.17.5 St Helens Sport and Recreation Ground Indoor Ball Court Grant Funding - Closed Council Item Pursuant To Section 15(2)F Of The Local Government (Meeting Procedures) Regulations 2005 ........................................................... 211
| CONTENTS 8
| 04/14.1.1 Present 9
04/14.1.0 ATTENDANCE
04/14.1.1 Present Deputy Mayor Hannah Rubenach Councillor Donna Coulson Councillor Reon Johns Councillor John LeFevre Councillor John McGiveron Councillor Margaret Osborne OAM Councillor Mick Tucker
04/14.1.2 Apologies Nil
04/14.1.3 Leave of Absence Mayor Sarah Schmerl Councillor Glenn McGuinness
04/14.1.4 Staff in Attendance General Manager, Des Jennings Executive Assistant, Angela Matthews
| 04/14.3.1 Confirmation of Minutes – Council Meeting 17 March 2014 10
04/14.2.0 PUBLIC QUESTION TIME
04/14.3.0 CONFIRMATION OF MINUTES
04/14.3.1 Confirmation of Minutes – Council Meeting 17 March 2014 OFFICER’S RECOMMENDATION: That the minutes of the Council Meeting held on the 17 March 2014 be confirmed.
04/14.3.2 Confirmation of Minutes – Special Council Meeting 7 April 2014
OFFICER’S RECOMMENDATION: That the minutes of the Special Council Meeting held on the 7 April 2014 be confirmed.
04/14.4.0 COUNCIL WORKSHOPS HELD SINCE 17 MARCH 2014 COUNCIL MEETING
There was a Council Workshop held on Monday 7 April and the following items were listed for discussion as well as a presentation from the Healthy House and Acting Police Inspector Bob Baker:
Request for Waste Fee Reduction
Rate Recovery Action
Review of Debt Collection Policy
Review of Telephone Answering Procedure Policy
Recreational Vehicle (RV) Policy
Town Maintenance Levels of Service
Memorial Gardens
Beauty Bay Landslide Update
Kerb and Guttering Future Operations
Bridge Programs Update
Alternative Tip Sites
Capital Works Management
Walkway from Weldborough
Titley Shack – Binalong Bay
Trafalgar Track Upgrade for Oceania 2015 – Orienteering Event
Review of Council Awards Policy
Review of Council Fee Remission of Building and Development Fees for Community Groups Policy
Review of Community Facility Hire Policy
Review of Community Grants/Assistance policy
| 04/14.3.2 Confirmation of Minutes – Special Council Meeting 7 April 2014 11
Review of Banner Pole Hire Policy
Review of Community Engagement Policy
Rural Resource Zone
Ball Court Facility
Review – Elected Members Allowances and Support Policy
Proposed NBN Tower at Beaumaris
04/14.5.0 DECLARATION OF PECUNIARY INTEREST OF A COUNCILLOR OR CLOSE ASSOCIATE
Section 48 or 55 of the Local Government Act 1993 requires that a Councillor or Officer who has an interest in any matter to be
discussed at a Council Meeting that will be attended by the Councillor or Officer must disclose the nature of the interest in a written notice given to the General Manager before the meeting; or at the meeting before the matter is discussed.
A Councillor or Officer who makes a disclosure under Section 48 or 55 must not preside at the part of the meeting relating to the matter; or participate in; or be present during any discussion or decision making procedure relating to the matter, unless allowed by the Council.
04/14.6.0 PETITIONS
| 04/14.7.1 Notice of Motion – Collection of Unrestrained Dogs – Clr M Tucker 12
04/14.7.0 NOTICES OF MOTION
04/14.7.1 Notice of Motion – Collection of Unrestrained Dogs – Clr M Tucker
MOTION: A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at a future meeting and consider any advice as required from relevant State Agencies. That Council needs to train up two (2) of its employees to be able to collect unrestrained dogs. SUBMISSION IN SUPPORT OF MOTION: We used to have a local dog catcher employed with Council, now we don’t and the person who does it only comes once a week. This situation is unacceptable unless we have trained staff to fill in when the dog catcher is not here. I have been asked by farmers what do they do with stray dogs on their property when they catch them, farmers only shoot dogs as a last resort if they catch them killing stock. I have a farmer who has caught a dog and put the dog in his back yard only to be told by Council that he has to keep the dog until the dog catcher comes next week as they won’t collect a unrestrained dog, even though its locked up in a yard. This then puts the onus on the farmer to make a decision to feed and water or shoot the dog, it’s not acceptable. GENERAL MANAGERS COMMENTS:
| 04/14.7.2 Notice of Motion – Disposal Policy – Clr R Johns 13
04/14.7.2 Notice of Motion – Disposal Policy – Clr R Johns MOTION: A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at a future meeting and consider any advice as required from relevant State Agencies. That Council draft a disposal policy for the sale of surplus items/goods/machinery and the like. SUBMISSION IN SUPPORT OF MOTION: This Council has a procurement policy but not a disposal policy. With this motion the transactions of Council will be open and transparent and close the financial loop. It will also allow Councillors the opportunity to review the disposal of Council owned assess and raise any questions that might arise. GENERAL MANAGERS COMMENTS:
| 04/14.7.3 Notice of Motion – Donation to Pyengana Church – Clr M Tucker 14
04/14.7.3 Notice of Motion – Donation to Pyengana Church – Clr M Tucker
MOTION: A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at a future meeting and consider any advice as required from relevant State Agencies. That the Break O Day Council make a donation of $$ (to be decided by Council) towards the repairs of the Pyengana Church. SUBMISSION IN SUPPORT OF MOTION: As I have previously said at the last Council meeting I was expecting a letter of request for a donation from Council to go towards the repair of the Pyengana Church, the St Michaels and All Angels Church is 120 years old, it was opened by Bishop Montgomery on the 9th of September 1894. The Church is in need of maintenance, this has been done over many years by the people of Pyengana and now the time has come to re-roof and weather proof the Church for future generations. Pledges from people all over who have family and connections with Pyengana are being sought and the" Anglican Parish of Break O Day" are responsible for the collection and payments for the repairs to the Church. GENERAL MANAGERS COMMENTS:
| 04/14.7.4Notice of Motion – Eddystone Point Lighthouse 125 Year Celebration – Clr M Tucker 15
04/14.7.4 Notice of Motion – Eddystone Point Lighthouse 125 Year Celebration – Clr M Tucker
MOTION: That Council provide in principle support for the Eddystone Point Lighthouse 125 Year Celebration. SUBMISSION IN SUPPORT OF MOTION: Eddystone Point Lighthouse is 125 years old this year and there is a committee trying very hard to work with the Aboriginal Land Council of Tasmania (ALCT) and AMSAR to have a days celebration to mark the milestone . At present there is not a firm date set as it needs to be agreed by the other parties, however it is of significance to Break O Day and when things are confirmed date wise, the committee would like Break O Day Council to be a part of the Celebration and help where possible. Once further details of the celebrations are known a further report will be made to Council outlining specific requests if required. GENERAL MANAGERS COMMENTS:
| 04/14.8.1 Status of Council Quarries – Clr M Tucker 16
04/14.8.0 COUNCILLORS QUESTIONS ON NOTICE
04/14.8.1 Status of Council Quarries – Clr M Tucker To the General Manager, What is the status of our own Council Quarries re - access and management arrangements, are we able to use our own materials from our own Quarries or are we going to continue to buy in materials. Reply Council currently has sufficient gravel resources for routine maintenance and re-sheeting of its roads in the short-term. We have purchased minor amounts from local suppliers in St Helens for unsealed roads pothole patching. In the medium to long term, we are planning to excavate more from our quarries to ensure stockpiles for future maintenance work and re-sheet projects.
04/14.9.0 COUNCILLORS QUESTIONS WITHOUT NOTICE Regulation 29 of the Local Government (Meeting Procedures) Regulations 2005 specifies that in putting a Question Without Notice a Councillor must not offer an argument or opinion, draw any inference or make any imputations except so far as may be necessary to explain the question. The Chairperson must not permit any debate of a Question without Notice or its answer.
04/14.10.0 MAYOR’S & COUNCILLORS COMMUNICATIONS
04/14.10.1 Mayor’s Communications for Period Ending 23 April 2014 Mayor Sarah Schmerl has been on leave from Monday 3 March 2014 and Deputy Mayor Hannah Rubenach was Acting Mayor.
19.03.14 Launceston – Local Government Association of Tasmania (LGAT) Meeting
20.03.14 St Helens – Gary McMurtrie – Healthy House
23.03.14 St Helens – RSL Annual Reunion Lunch
27.03.14 St Helens – Meeting St Helens Progress Association
02.04.14 St Marys – Meeting with residence at St Marys Town Hall
07.04.14 St Helens Fingal
– Council Workshop – Special Council Meeting – Greater Esk Tourism (GET) Meeting
08.04.14 Scamander – NRM Committee Meeting
17.04.14 St Helens – Opening of the Break O’Day Stitchers Exhibition
23.04.14 St Helens – Council Meeting
| 04/14.10.2 Councillors Reports for Period Ending 23 April 2014 17
04/14.10.2 Councillors Reports for Period Ending 23 April 2014 This is for Councillors to provide a report for any Committees they are Council Representatives on and will be given at the Council Meeting.
St Helens and Districts Chamber of Commerce and Tourism – Mayor Sarah Schmerl/Clr Margaret Osborne
NRM Special Committee – Deputy Mayor Hannah Rubenach
Business Enterprise Centre (BEC) – Mayor Sarah Schmerl
Star FM – Clr Reon Johns
Barway Committee – Clr John McGiveron
Regional Tourism Organisation (RTO) – Clr Margaret Osborne
Binalong Bay Foreshore Master Plan – Community Reference Group – Clr Glenn McGuinness
04/14.10.3 Mayor’s and Councillor’s Items Outstanding Reports:
Motion Number
Meeting Date Council Decision Comments
Nil
| 04/14.11.1 Corporate Services – Strategic Plan Activity Report 18
04/14.11.0 BUSINESS AND CORPORATE SERVICES
04/14.11.1 Corporate Services – Strategic Plan Activity Report
INFORMATION
Goal: Leadership and Governance Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels.
Strategies Activities Measure of Success
Maintain financial viability and accountability in budgeting and administration
1. Annually review and publicly report outcomes of strategic plan in Council’s annual report
2. Review format and content of
budget statements and financial reports for elected Council and community to ensure they are easy to follow but have a strategic focus
3. Ensure service standards
embodied in asset management plans are affordable and cost effective
4. Develop, implement and maintain a
sustainable rating policy
5. Key projects emanating from the strategic plan are documented and implementation plans prepared
Standardise report formats being used for budget and financial reporting, monthly and annually. Rating policy reviewed and adopted annually. Rating increments reviewed in the Long Term Financial Plan.
Continuously strive quality, responsive customer service and enhancement of image of Council
1. Establish a cross departmental service quality group that represents all activities of Council
2. Review the Customer Service Charter that includes best practice service standards
Charter reviewed annually for adoption by Council.
Maintain workforce standards and procedures that ensure that the occupational health safety and welfare of employees, contractors and public is protected and enhanced
1. Demonstrate clear management commitment to high level OHS&W and risk management performance
2. Review existing OH&S policies and procedures
3. Review existing risk management
practices
Risk Management Framework and Policy implementation to be completed. Procedure being reviewed to be in line with new Legislation. Risk Register reviewed by Managers and reported on.
| 04/14.11.1 Corporate Services – Strategic Plan Activity Report 19
Goal: Economic Development Achieve sustainable economic development.
Strategies Activities Measure of Success
Develop and implement initiatives for appropriate tourism in the region
1. Develop a tourism strategy (Link to MMP) that would include but not be limited to:-
The region is established as a key tourist destination and business investment centre
Recognition of the economic benefits of tourism and its interrelationships with the community sense of place and environmental values
2. Work with Tourism Tasmania and
key agencies to promote the municipality attractions
3. Review the Visitor Information
Centre operation and prepare business plan
Operational options reported to Council for review.
| 04/14.11.2 Monthly Financial Report 20
04/14.11.2 Monthly Financial Report
ACTION INFORMATION PROPONENT Council Officer
OFFICER David Doyle, Finance Manager
FILE REFERENCE 018\018\001\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That the following reports for the month ending 31 March 2014 be received:
1. Trading Account Summary 2. Profit and Loss Statements 3. Financial Position 4. Cash Flow 5. Capital Expenditure
INTRODUCTION: Presented to Council are the monthly financial statements. PREVIOUS COUNCIL CONSIDERATION: Council considers financial reports on a monthly basis. OFFICER’S REPORT: The financial statements as shown below show the financial position of Council as at 31 March 2014.
| 04/14.11.2 Monthly Financial Report 21
Trading Account Summary
Council's current position for the month ending 31 Mar 2014 is summarised as follows:-
CASH AT BEGINNING OF PERIOD 5,355,532
TOTAL INCOME FOR PERIOD 363,113
LOAN FUNDS
TOTAL AVAILABLE FUNDS 5,718,645
LESS TOTAL EXPENDITURE 1,093,029
CASH AT END OF PERIOD 4,625,616
OUTSTANDING SUNDRY DEBTORS 60 DAYS & OVER 17,976
N.B. Cashflows in the short term are not equivalent to accounting surplus or deficit and therefore cash flows in the above statement will not necessarily equal figures shown elsewhere in this report.
| 04/14.11.2 Monthly Financial Report 22
Break O'Day Council
Income Statement
As at 31 Mar 2014
2012-2013 Actual
2013-2014 Actual to
date
2013-2014 Budget - Original
2013-2014 Budget - Revised
December
INCOME Rates and Charges 6,882,228 7,274,100 7,345,000 7,345,000
User Charges 784,754 458,658 775,200 779,200
Grants 1,403,083 1,409,395 1,384,200 1,779,200
Reimbursements 61,980 31,708 27,000 27,000
Other Income 208,709 167,704 190,000 260,000
Investment Income 324,912 216,103 584,000 649,600
Total Income 9,665,666 9,557,667 10,305,400 10,840,000
FAGS grant funds received in advance 1,323,714 0 1,324,000 1,324,000
Capital Income Capital grants 1,033,060 113,228 450,000 820,500
Profit or Loss on Sale of Assets (41,097) 100,495 0 100,000
Total Income 11,981,343 9,771,390 12,079,400 13,084,500
EXPENSES Employee Expenses 3,613,996 2,974,562 4,067,557 4,017,557
Materials and Services 4,104,716 2,800,542 4,323,175 4,339,775
Depreciation and amortisation 3,361,372 2,489,765 3,142,168 3,322,168
Other expenses 720,068 698,578 645,700 832,300
Strategic Projects c/f 2012/13 563,764 114,151 368,200 235,700
Total Expenses 12,363,916 9,077,599 12,546,800 12,747,500
Net Surplus\(Deficit) (382,573) 693,791 (467,400) 337,000
| 04/14.11.2 Monthly Financial Report 23
Break O’Day Council
Profit & Loss Statement
As at 31 Mar 2014
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
Dec
% of Annual Budged
used
Comments
1600 Revenues
1611 General Rate - 5,792,120 5,815,000 100%
1612 Waste Charges - 892,929 913,000 98%
1613 Fire Levy - 281,449 283,000 99%
1614 Tips & Transfer Stations 8,124 74,890 100,000 75%
1616 Early Settlement Discounts (20) (88,411) (86,000) 103%
1617 Wheelie Bin Charges - 321,123 320,000 100%
Total Rates 8,104 7,274,100 7,345,000 99%
1622 Inspection Fees 305 3,174 11,000 29%
1623 Health/Food Licence Fees and Fines
78 164 14,000 1% Annual - June/July
1624 Immunisations - - 1,000 0% Annual - April
1626 Place of Assembly Licence - 305 2,000 15%
Total Environmental Health 383 3,643 28,000 13%
Municipal Inspector
1631 Kennel Licences 60 205 1,200 17%
1632 Dog Registrations 345 9,342 50,000 19% Annual - May
1633 Dog Impoundment Fees & Fines
255 1,920 3,500 55%
1634 Dog Replacement Tags 4 64 100 64%
1635 Caravan Fees and Fines - 466 32,744 40,000 82% Annual fees
1636 Fire Abatement Charges 436 1,655 6,000 28%
1637 Infringement Notices 481 12,597 9,000 140% Dog infringements
Total Municipal inspector 1,115 58,526 109,800 53%
Building Control Fees
1641 Building Fees 1,982 22,407 30,000 75%
1642 Plumbing 1,550 18,525 24,000 77%
1643 Building Search Fees 180 960 1,200 80%
1644 Permit Administration 1,075 8,498 18,000 47%
1645 Building Inspections 2,727 27,098 40,000 68%
1646 Plumbing Inspections - 568 -
1647 Certificates of Likely Compliance
1,391 15,246 60,000 25%
1651 Development Application Fees
2,555 28,060 47,000 60%
1652 Planning Scheme - - 15,000 0%
1653 Subdivision Fees 450 1,950 6,000 33%
| 04/14.11.2 Monthly Financial Report 24
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
Dec
% of Annual Budged
used
Comments
1654 Advertising Fee 2,400 24,582 43,500 57%
1655 Adhesion Orders - 420 400 105%
1656 Engineering Fees - - 5,000 0%
1657 Public Open Space - 15,395 -
1658 Illegal Building Fees 260 520 1,000 52%
Total Planning & Building Control Fees
14,570 164,229 291,100 56%
Government Fees Levies
1661 B.C.I Training Levy 998 18,532 35,000 53%
1662 Building Permit Levy 499 9,112 18,000 51%
1663 132 & 337 Certificates 5,281 49,983 62,000 81%
1665 SES Contributions - - 3,300 0%
Total Government Fees Levies
6,778 77,627 118,300 66%
Investment Income
1671 Interest Income 13,623 146,018 230,000 63%
1674 Guarantee Fees - TasWater - 25,688 25,600 100%
1675 Tax Equivalents - TasWater - 44,397 44,000 101%
1676 Dividends - TasWater - - 350,000 0% Annual dividend
Total Investment Income 13,623 216,103 649,600 33%
Sales Hire & Commission
1681 Sales 17,804 63,582 106,000 60%
1682 Commission 3,499 11,600 15,500 75%
1683 Equipment Hire 91 373 500 75%
1684 Facilities and Hall Hire 3,264 26,028 40,000 65%
1685 Facilities Leases 11,004 52,041 70,000 74%
1686 Public Liability Blanket Cover - 109 -
1687 History Room Other Income 155 901 -
Total Sales Hire & Commission
35,817 154,634 232,000 67%
Other Income
1761 Late Payment Penalties inc Interest
5,553 86,629 120,000 72%
1763 Contributions 52,099 52,099 70,000 74%
1766 Private Works - 9,282 40,000 23%
1767 Cemetery 1,799 14,813 30,000 49%
1768 Miscellaneous Income 382 4,881 -
Total Other Income 59,833 167,704 260,000 65%
| 04/14.11.2 Monthly Financial Report 25
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
Dec
% of Annual Budged
used
Comments
Reimbursements
1771 Collection Costs - 669 2,000 33%
1773 Workers Comp. Recoveries 1,084 1,415 13,000 11%
1775 Roundings - 0 - 11 -
1776 Miscellaneous Reimbursements
979 7,956 12,000 66%
1778 GST free reimbursements 1,244 21,678 -
Total Reimbursements 3,308 31,708 27,000 117%
Gain or Loss on Sale of Assets
1781 Profit or Loss on Sale of Assets
- 100,495 100,000 100%
Total Gain or Loss on Sale of Assets
- 100,495 100,000 100%
Grant Income
1792 Federal Grants Revenue - 1,285,395 1,744,700 74%
1794 State Grants Revenue 100,000 100,000 - Mountain Bike Track
1796 Other Grants Revenue - 24,000 34,500 70%
Total Operating Grants 100,000 1,409,395 1,779,200 79%
1791 Federal Grants Capital - 103,955 736,200 14% Roads to Recovery
1795 Other Grants Capital - 9,273 84,300 11%
Total Capital Grants - 113,228 820,500 14%
Total Revenue 243,530 9,771,390 11,760,500 83%
Expenses
Employee Costs
1811 Salaries and Wages 329,418 1,995,847 2,723,078 73%
1812 On Costs 144,366 960,483 1,278,568 75%
1813 Overtime Payments 2,011 18,232 15,911 115%
Total Employee Costs 475,796 2,974,562 4,017,557 74%
Energy Costs
1851 Electricity 37,496 126,177 205,800 61%
Total Energy Costs 37,496 126,177 205,800 61%
| 04/14.11.2 Monthly Financial Report 26
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
Dec
% of Annual Budged
used
Comments
Materials and Contracts
1861 Advertising 75 30,851 37,735 82%
1862 Accom Receipts & Park Passes - Hist Rm
1,043 6,884 7,000 98%
1863 Bank Charges - GST 1,734 15,414 18,000 86%
1864 Books Manuals Publications 93 5,148 7,250 71%
1865 Catering 766 13,322 19,800 67%
1866 Bank Charges - FREE 99 1,857 1,500 124% Annual guarantee fee
1867 Computer Hardware Purchase
2,892 18,976 4,000 474% Includes IPhones & IPads
1868 Computer Software Purchase
- 562 3,000 19%
1869 Computer Internet Charges 118 1,063 2,000 53%
1870 Computer Licence and Maintenance Fees
3,042 100,412 120,000 84% 6 monthly
1871 Commission Paid - 1,207 - Property sales commission paid
1872 Corporate Membership - 107,506 109,400 98% LGAT (annual) & NTD (6 months)
1873 Debt Collection 638 7,198 14,000 51%
1875 Public Liability Insurance - - 2,500 0%
1876 Stock Purchases for Resale 3,834 12,690 18,000 70%
1890 Equipment Hire and Leasing 4,478 32,387 42,200 77%
1891 Equipment Maintenance and Minor Purchases
828 14,174 20,000 71%
1893 Internet Billpay Costs 654 4,894 7,000 70%
1895 Licensing and Licence Costs - 10,159 30,350 33%
1896 Land and Building Rental or Leasing Costs
- 7,895 8,900 89%
1897 Materials 15,815 161,305 124,200 130%
1898 Phone Calls Rental Fax 6,401 28,789 41,280 70%
1899 Postage/Freight 1,688 28,302 29,600 96%
1900 Printing/Laminating 2,155 21,192 14,160 150% Includes some stationery
1901 Property Insurance - 76,051 73,800 103% Annual premium
1902 Room Hire - 4,595 6,500 71%
1904 Royalties and Copyright Licences
- 1,141 10,000 11%
1905 Stationery 823 8,477 13,500 63%
1906 Water and Property rates Payable
17,160 38,689 40,000 97%
1908 Petty Cash Differences Written Off
- - -
Total Materials and Contracts
64,336 761,140 825,675 92%
| 04/14.11.2 Monthly Financial Report 27
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
Dec
% of Annual Budged
used
Comments
Contractor Costs
1971 Building/Works Contractors 48,339 310,544 304,000 102%
1972 Cleaning Contractors 17,287 161,579 190,000 85%
1973 Waste Management Contractors
- 762,163 1,050,000 73%
Total Contractor Costs 65,625 1,234,286 1,544,000 80%
Professional Fees
1991 Analysis Fees 232 1,135 2,000 57%
1992 Audit Fees - 25,722 30,000 86%
1993 Legal Fees 1,909 21,091 20,000 105%
1995 Revaluation Fees- Municipal only
- 11,158 28,000 40%
1996 Professional Fees - Grant funded
- - 177,300 0%
1997 Professional Fees - 2013/14 Strategic Projects
76,324 74,278 420,000 18%
1998 Other Professional Fees - 19,156 158,549 424,000 37%
Total Professional Fees 59,308 291,932 1,101,300 27%
Plant Hire
2101 Plant Hire - Internal 92,883 583,818 742,000 79%
2102 Plant Hire - External - 443 10,000 4%
2103 Registration and MAIB - 34,626 36,800 94% Annual cost
2104 Insurance Premiums - 19,135 21,700 88% Annual premium
2105 Plant Repairs & Maintenance 10,993 68,363 141,500 48%
2140 Plant Hire Recovered (103,215) (684,048) (822,000) 83%
2141 Fuel 13,631 106,822 187,000 57%
2142 Fuel Credit - (6,792) (15,000) 45%
Total Plant Hire 14,292 122,366 302,000 41%
Government Fees & Levies
2255 Fire Levy 70,702 212,107 283,000 75%
2257 Building Permit Levy 2,835 9,604 15,000 64%
2258 Land Tax - 25,980 33,000 79%
2259 Training Levy 1,495 16,950 30,000 57%
Total Government Fees and Levies
75,032 264,641 361,000 73%
Depreciation
2304 Depreciation Historical Assets
14 126 168 75%
2305 Depreciation Buildings 12,483 113,179 165,000 69%
2306 Depreciation Roads and Streets
155,000 1,380,000 1,870,000 74%
| 04/14.11.2 Monthly Financial Report 28
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
Dec
% of Annual Budged
used
Comments
2307 Depreciation Bridges 27,210 318,423 400,000 80%
2308 Depreciation Plant & Equipment
32,124 307,973 400,000 77%
2310 Depreciation Stormwater Infrastructure
22,000 192,000 265,000 72%
2311 Depreciation Furniture 7,657 68,603 78,500 87%
2312 Depreciation Land Improvements
12,208 109,462 143,500 76%
2313 Amortisation of Municipal Valuation
- - -
Total Depreciation 268,696 2,489,765 3,322,168 75%
Other Expenses
Interest Payable - 67,498 167,100 40%
Grants and Community Support Given
34,329 115,464 112,700 102%
Rate Remissions - 379,538 380,000 100% Farmers remissions
Revenue foregone by donation
- (4,838)
Waiver of Fees and Lease etc
- 9,157 4,000 229% Binalong Bay shack lease
Refunds/Reimbursements 4,715 10,249 -
Council Member Allowances 13,736 111,821 148,500 75%
Council Member Expenses 807 9,689 20,000 48%
Total Other Expenses 53,587 698,578 832,300 84%
Total Expenses 1,114,168 8,963,448 12,511,800 72%
FAGS grant funds received in advance
- - 1,324,000
Net Surplus\(Deficit) before Capital amounts
(870,638) 694,714 (247,800) LTFP ($600k)
Capital Grants - 113,228 820,500
Strategic Projects C/f 2012/13
(32,380) (114,151) (235,700) Carried Forward - from Reserves
Net Surplus\(Deficit) (903,018) 693,791 337,000 LTFP $6k
Strategic Projects C/f 2012/13
CSTRAT045 Economic Strategy - 1,631 -
CSTRAT043 Nat Disaster Resilience Program (Stormwater)
1,398 1,398 -
CSTRAT046 Binalong Bay Masterplan - 21,300 -
CSTRAT035 Kirwans Beach Master Plan -
CSTRAT035A Kirwans Beach Master Plan -
| 04/14.11.2 Monthly Financial Report 29
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
Dec
% of Annual Budged
used
Comments
CSTRAT059 Land Use Strategy 2,874 6,347 -
CSTRAT039 Lower George floodplan risk study
-
CSTRAT036 St Helens Sport complex business plan
-
CSTRAT009 St Helens Town Structure plan
-
CSTRAT037 St Marys Arts centre business plan
-
CSTRAT038 Stormwater management plan
9,300 20,270 -
CSTRAT047 Landfill Rehabilitation -
CSTRAT044 Transport master plan - 14,160 -
CSTRAT040 Georges Bay Foreshore management plan
- 1,440 -
CSTRAT042 Organisation structure review -
CSTRAT012 Marine Infrastructure - 6,155 -
13,572 72,701 204,000
Municipal management plan
CSTRAT002 Mun management plan 4,794 11,087 -
CSTRAT041 St Helens Promenade Plan -
CSTRAT048 Binalong Bay Coastal Access Concept Design
-
CSTRAT049 Coast Park Plan 2,733 5,922 -
CSTRAT050 Recreation & Open Space Development Plan
1,634 3,541 -
CSTRAT051 Community Infrastructure & Design Guidelines
450 975 -
CSTRAT052 Urban Design Framework 5,007 7,389 -
CSTRAT053 St Helens & St Marys Traffic Management Strategy
- 3,460 -
CSTRAT054 Civic Centre - Feasibility Study
1,290 2,795 -
CSTRAT055 Climate Change 2,284 4,041 -
CSTRAT056 Airstrip Redevelopment Strategy
615 1,333 31,700
CSTRAT058 Arts & Cultural Strategy - 908 -
18,808 41,450 31,700
TOTAL STRATEGIC PROJECTS
32,380 114,151 235,700
| 04/14.11.2 Monthly Financial Report 30
Break O'Day Council
Profit And Loss Statement
As at 31 Mar 2014
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
December Comments
Business & Corporate Services Total Rates - - -
Total Environmental Health - - - Total Municipal inspector - - - Total Planning And Building Control Fees - - - Total Government Fees Levies - - - Total Investment Income 13,623 216,103 649,600 TasWater
Total Sales Hire and Commission 803 4,422 6,000 Total Other Income - - - Total Reimbursements 1,244 10,551 - Total Gain or Loss on Sale of Assets - (5,905) - Total Operating Grants - - 400,000 Total Capital Grants - - - Total Revenue 15,670 225,171 1,055,600
Total Employee Costs 88,412 534,759 643,780 Total Energy Costs 219 4,386 5,800 Total Materials and Contracts 18,085 244,627 293,335 Total Contractor Costs 753 6,294 7,250 Total Professional Fees 351 10,705 420,000
Total Plant Hire 851 8,938 19,800 Total Government Fees and Levies - 133 - Total Depreciation 8,199 72,378 81,439 Total Other Expenses - 10,792 4,000 Total Expenses 116,871 893,013 1,475,404
Net Surplus\(Deficit) before Capital Income (101,201) (667,842) (419,804) Net Surplus\(Deficit) (101,201) (667,842) (419,804)
| 04/14.11.2 Monthly Financial Report 31
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
December Comments
Development Services Total Rates - - -
Total Environmental Health 383 3,643 28,000 Total Municipal inspector (29) 35,867 55,000 Total Planning And Building Control Fees 14,570 164,229 291,100 Total Government Fees Levies 6,778 77,627 53,000 Total Investment Income - - - Total Sales Hire and Commission 93 773 2,000 Total Other Income - 4,071 - Total Reimbursements 256 312 - Total Gain or Loss on Sale of Assets - 6,801 - Total Operating Grants - 24,000 34,500 Total Capital Grants - - - Total Revenue 22,050 317,323 463,600
Total Employee Costs 69,235 520,368 864,697 Total Energy Costs - - - Total Materials and Contracts 862 21,901 29,020 Total Contractor Costs - - 1,000 Total Professional Fees 11,318 56,541 76,200 Total Plant Hire 1,533 16,156 15,100 Total Government Fees and Levies 4,329 26,554 45,000 Total Depreciation 1,285 11,623 10,720 Total Other Expenses 4,715 13,611 1,000 Total Expenses 93,276 666,755 1,042,737
Net Surplus\(Deficit) before Capital Income (71,226) (349,432) (579,137) Net Surplus\(Deficit) (71,226) (349,432) (579,137)
| 04/14.11.2 Monthly Financial Report 32
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
December Comments
Community Services Total Rates - - -
Total Environmental Health - - - Total Municipal inspector - - - Total Planning And Building Control Fees - - - Total Government Fees Levies - - 3,300 Total Investment Income - - - Total Sales Hire and Commission 27 227 500 Total Other Income - - - Total Reimbursements 225 680 - Total Gain or Loss on Sale of Assets - - - Total Operating Grants 100,000 376,719 76,700 Total Capital Grants - 93,250 177,500 Total Revenue 100,253 470,876 258,000
Total Employee Costs 23,817 148,070 235,467 Total Energy Costs - - - Total Materials and Contracts 476 16,811 51,400 Total Contractor Costs - - - Total Professional Fees 2,068 17,977 245,300 Total Plant Hire 1,476 17,083 14,510 Total Government Fees and Levies - - - Total Depreciation 1,407 13,419 14,801 Total Other Expenses 34,329 111,519 111,700 Total Expenses 63,574 324,879 673,178
Net Surplus\(Deficit) before Capital Income 36,679 52,747 (592,678) Net Surplus\(Deficit) 36,679 145,997 (415,178)
| 04/14.11.2 Monthly Financial Report 33
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
December Comments
Works and Infrastructure Total Rates 8,124 1,288,942 1,333,000
Total Environmental Health - - - Total Municipal inspector 1,145 22,659 54,800 Total Planning And Building Control Fees - - - Total Government Fees Levies - - - Total Investment Income - - - Total Sales Hire and Commission 14,389 78,714 115,000 Total Other Income 53,898 76,477 140,000 Total Reimbursements 1,582 17,289 15,000 Total Gain or Loss on Sale of Assets - 79,695 100,000 Total Operating Grants - 567,884 658,000 Total Capital Grants - 19,978 643,000 Total Revenue 79,138 2,151,637 3,058,800
Total Employee Costs 220,217 1,229,776 1,617,499 Total Energy Costs 37,277 120,177 194,000 Total Materials and Contracts 30,112 253,627 224,520 Total Contractor Costs 64,340 1,223,056 1,530,900 Total Professional Fees 20,653 138,459 205,500 Total Plant Hire 10,016 75,143 242,890 Total Government Fees and Levies - 22,665 33,000 Total Depreciation 255,394 2,366,201 3,187,457 Total Other Expenses - 69,456 167,100 Total Expenses 638,009 5,498,560 7,402,866
Net Surplus\(Deficit) before Capital Income (558,871) (3,366,900) (4,987,066) Net Surplus\(Deficit) (558,871) (3,346,922) (4,344,066)
| 04/14.11.2 Monthly Financial Report 34
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
December Comments
Visitor Information Centre Total Rates - - -
Total Environmental Health - - - Total Municipal inspector - - - Total Planning And Building Control Fees - - - Total Government Fees Levies - - - Total Investment Income - - -
Total Sales Hire and Commission
17,393
61,429
97,000 Total Other Income - - - Total Reimbursements - 32 - Total Gain or Loss on Sale of Assets - - - Total Operating Grants - - - Total Capital Grants - - - Total Revenue 17,393 61,461 97,000
Total Employee Costs 13,439 88,568 134,650 Total Energy Costs - 1,614 6,000 Total Materials and Contracts 7,657 29,692 28,700 Total Contractor Costs 532 5,187 4,850 Total Professional Fees - 176 10,000 Total Plant Hire 113 293 - Total Government Fees and Levies - 1,193 - Total Depreciation 1,527 13,743 11,942 Total Other Expenses - - - Total Expenses 23,268 140,464 196,142
Net Surplus\(Deficit) before Capital Income (5,875) (79,003) (99,142) Net Surplus\(Deficit) (5,875) (79,003) (99,142)
| 04/14.11.2 Monthly Financial Report 35
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
December Comments
Governance and Members Expenses Total Rates (20) 5,985,158 6,012,000
Total Environmental Health - - - Total Municipal inspector - - - Total Planning And Building Control Fees - - - Total Government Fees Levies - - 62,000 Total Investment Income - - - Total Sales Hire and Commission 3,111 9,068 11,500 Total Other Income 5,934 87,156 120,000 Total Reimbursements (0) 2,843 12,000 Total Gain or Loss on Sale of Assets - 19,904 - Total Operating Grants - 440,791 610,000 Total Capital Grants - - - Total Revenue 9,025 6,544,920 6,827,500
Total Employee Costs 60,675 453,022 521,464 Total Energy Costs - - - Total Materials and Contracts 7,144 194,482 198,700 Total Contractor Costs - (250) - Total Professional Fees 57,297 182,224 380,000 Total Plant Hire 304 4,754 9,700 Total Government Fees and Levies 70,702 214,096 283,000 Total Depreciation 884 12,401 15,809 Total Other Expenses 14,543 493,200 548,500 Total Expenses 211,550 1,553,928 1,957,173
Net Surplus\(Deficit) before Capital Income (202,525) 4,990,992 4,870,327 Net Surplus\(Deficit) (202,525) 4,990,992 4,870,327
| 04/14.11.2 Monthly Financial Report 36
Month Actual
Year to Date
Actual
2013-2014 Budget - Revised
December Comments
Council Total Total Rates 8,104 7,274,100 7,345,000
Total Environmental Health 383 3,643 28,000 Total Municipal inspector 1,115 58,526 109,800 Total Planning And Building Control Fees 14,570 164,229 291,100 Total Government Fees Levies 6,778 77,627 118,300 Total Investment Income 13,623 216,103 649,600 Total Sales Hire and Commission 35,817 154,634 232,000 Total Other Income 59,833 167,704 260,000 Total Reimbursements 3,307 31,707 27,000 Total Gain or Loss on Sale of Assets - 100,495 100,000 Total Operating Grants 100,000 1,409,395 1,779,200 Total Capital Grants - 113,228 820,500 Total Revenue 243,530 9,771,390 11,760,500
Total Employee Costs 475,796 2,974,562 4,017,557 Total Energy Costs 37,496 126,177 205,800 Total Materials and Contracts 64,336 761,140 825,675 Total Contractor Costs 65,625 1,234,286 1,544,000 Total Professional Fees 59,308 291,932 1,101,300 Total Plant Hire 14,292 122,366 302,000 Total Government Fees and Levies 75,032 264,641 361,000 Total Depreciation 268,696 2,489,765 3,322,168 Total Other Expenses 53,587 698,578 832,300 Total Expenses 1,114,168 8,963,448 12,511,800
FAGS grant funds received in advance - - 1,324,000 Net Surplus\(Deficit) before Capital Income (870,638) 694,714 (247,800) LTFP ($600k)
Strategic Projects (32,380) (114,151) (235,700) Carried Forward - from Reserves
Capital Income - 113,228 820,500 Net Surplus\(Deficit) (903,018) 693,791 337,000 LTFP $6k
| 04/14.11.2 Monthly Financial Report 37
Break O'Day Council
Financial Position
As at 31 Mar 2014
2012-2013 Actual
2013-2014 Actual to date
2013-2014 Budget - Original
2013-2014 Budget - Revised December
Current Assets Cash 5,415,769 4,625,616 3,099,332 3,027,212
Receivables 654,322 1,691,287 600,000 600,000
Inventories 110,118 119,113 65,000 65,000
Other Current Assets 34,355 152,353 5,000 5,000
Total Current Assets 6,214,564 6,588,369 3,769,332 3,697,212
Non-Current Assets Property Plant and Equipment 109,207,787 108,929,998 102,068,654 102,577,974
Investment in Ben Lomond 37,399,645 37,399,645 36,481,806 36,481,806
Other Non-Current Assets 89,600 - 448 7,000 7,000
Total Non -Current Assets 146,697,032 146,329,195 138,557,460 139,066,780
Total Assets 152,911,596 152,917,564 142,326,792 142,763,992
Current Liabilities Payables 1,259,865 651,962 850,000 850,000
Interest Bearing Liabilities 38,092 0 154,367 154,367
Provisions 509,105 501,840 430,000 430,000
Total Current Liabilities 1,807,062 1,153,801 1,434,367 1,434,367
Non-Current Liabilities Interest Bearing Liabilities 1,261,908 1,261,908 4,852,587 4,852,587
Provisions 129,531 123,502 215,000 215,000
Total Non-Current Liabilities 1,391,439 1,385,411 5,067,587 5,067,587
Total Liabilities 3,198,501 2,539,212 6,501,954 6,501,954
Net Assets 149,713,095 150,378,351 135,824,838 136,262,038
EQUITY Accumulated surplus 16,064,144 18,974,037 19,079,541 19,170,210
Asset revaluation reserve 132,213,948 130,774,706 116,462,219 116,462,219
Other reserves 1,435,003 629,609 283,078 629,609
TOTAL EQUITY 149,713,095 150,378,351 135,824,838 136,262,038
Other Reserves - detailed separately 1,435,003 629,609 283,078 629,609
Employee Provisions 554,290 550,000 550,000 550,000
Unallocated accumulated surplus 3,426,476 3,446,007 2,266,254 1,847,603
Total cash available 5,415,769 4,625,616 3,099,332 3,027,212
Note: This reflects the cash position and does not include Payables and Receivables
| 04/14.11.2 Monthly Financial Report 38
Break O'Day Council
Other Reserves
As at 31 Mar 2014
Other Reserves 1/7/2013
Reserves new 2013-
2014
Reserves Allocated 2013-2014 Remaining
Public Open Space Binalong Bay 56,571 14,931
71,502
Beaumaris 4,676 231
4,907
Scamander 23,165
23,165
St Helens 26,027
26,027
Stieglitz 6,752
6,752
Total Public Open Space 117,191 15,162 132,353
Facilities and Property Reserve 278,976
278,976
Community Development 12,500
12,500
SES MAIB Reserve 21,448
(21,448) -
137 Trust Seizures 190,460
190,460
Grant Proceeds Reserve Georges catchment & estuary program 20,120
(4,800) 15,320
Bay of Fires interpretation site 112,480
(112,480) -
Learner driver 8,619
(8,619) -
Digital Hubs 156,507
(156,507) -
Digital Local Govt 12,431
(12,431) -
Airstrip redevelopment 31,693
(31,693) -
Trail of Tin Dragon 195,000
(195,000) -
Other 4,578
(4,578) -
Roads to recovery 273,000
(273,000) -
Total Grant Reserves 814,428 - 15,320
Total Other Reserves 1,435,003 15,162 (820,556) 629,609
| 04/14.11.2 Monthly Financial Report 39
Break O'Day Council
Cash Flow
As at 31 Mar 2014
2012-2013
Actuals 2013-2014
Actuals
2013-2014 Budget - Original
2013-2014 Budget - Revised
December Comments
CASH FLOWS FROM OPERATING ACTIVITIES
RECEIPTS Operating Receipts 10,155,413 8,432,244 10,305,400 10,840,000
FAGS received in advance 1,323,714 -
- Flood relief grants from 2011/12 received
2012/13 2,531,155
-
-
PAYMENTS
- Operating payments 11,025,746 7,031,560 9,036,432 9,425,332
NET CASH FROM OPERATING 2,984,536 1,400,684 1,268,968 1,414,668
CASH FLOWS FROM INVESTING ACTIVITIES
RECEIPTS Proceeds from sale of Plant & Equipment 36,954 100,495 55,500 155,500
PAYMENTS Payment for property, plant and equipment 4,693,706 2,404,560 7,617,000 8,305,320
NET CASH FROM INVESTING ACTIVITIES (4,656,752) (2,304,065) (7,561,500) (8,149,820)
CASH FLOWS FROM FINANCING ACTIVITIES
RECEIPTS Proceeds from borrowings 1,300,000 - 3,800,000 3,800,000
Capital Grants 1,327,996 113,228 450,000 820,500
PAYMENTS Repayment of borrowings -
93,046 93,046
NET CASH FROM FINANCING ACTIVITIES 2,627,996 113,228 4,156,954 4,527,454
NET INCREASE (DECREASE) IN CASH HELD 955,780 - 790,153 (2,135,578) (2,207,698) CASH AT BEGINNING OF YEAR 4,459,989 5,415,769 5,234,910 5,234,910 CASH AT END OF PERIOD 5,415,769 4,625,616 3,099,332 3,027,212 LTFP $1,786k
| 04/14.11.2 Monthly Financial Report 40
Break O’Day Council
Capital Expenditure
2013-2014
Project Code
Details Month Actual
Year to Date
Actual
2013-2014 Original Budget Project
Cost
2013-2014 Budget - Revised
December Project
Cost
Comments
PLANT & EQUIPMENT
CB002 Grader - Upgrade Mould Blade - 6,286 - 6,300
CB003 Steering Column - BOMAG Vibratory Roller
- 2,465 - 2,500
CB005 Replace Subaru Forester A77BR
- 30,526 32,700 32,700
CB025 Replacement Holden Colorado A35GS
- 29,885 32,700 32,700
CB035 Replace Subaru Liberty B58KQ
- - 32,700 32,700
CB040 Replace Nissan Xtrail C11QD - 31,377 32,700 32,700
CB045 Nifty Trailer Mounted Platform - 37,459 37,000 37,000
CB049 Delmade Stick Rake - - 6,000 - C/f 2014/2015
CB030 Bitumen Spray Unit - 15,125 12,000 12,000
CA004 Isuzu NPR 300 Tip Truck - B - 86,153 - 86,200
CB015 Skid Steer Trailer - 21,313 - -
CB008 Alloy Fish Displays - 2,400 - 2,400
CB006 2 x Solar Hot Water Systems 16,687 18,351 - -
CB007 Airport Cones & Light 104 11,466 - 8,400
CB011 Radio UHF CB x 7 - 2,229 - -
CB012 Stihl FS240 Brushcutters x 2 - 1,857 - -
CB013 Trailer Modification Plant # 1145
- 2,998 - -
CB014 Trailer Modification Plant # 1091
- 2,998 - -
CB016 Portable Barrow Light - 8,052 - -
CB020 Hoist for Isuzu Truck Plant #1011
- 4,028 - -
CA014 Kubota 2D326P-60 Ride on Mower
- 1,973 - -
TOTAL PLANT & EQUIPMENT
16,791 316,940 185,800 285,600
| 04/14.11.2 Monthly Financial Report 41
Project Code
Details Month Actual
Year to Date
Actual
2013-2014 Original Budget Project
Cost
2013-2014 Budget - Revised
December Project
Cost
Comments
FURNITURE & IT
CB055 Photocopiers & Laptops - 13,745 35,000 35,000
CB060 Tables & Chairs - Portland Hall, St Helens
- - 2,500 2,500
CB062 Tables & Chairs - St Marys Hall
- 5,037 2,500 2,500
CB065 Office Wireless Set-up - 4,140 - -
CB070 Peak External Tape Unit - 4,168 - 3,700
CB075 Server Ram Upgrade 4,881 - 4,000
CB080 Digital Local Govt Equipment- NBN
- 113,183 - 105,680 C/f Grant proceeds
TOTAL FURNITURE & IT - 145,155 40,000 153,380
BUILDINGS
CB705 Renovation of Toilets at Portland Hall
9,912 13,914 15,000 15,000
CB710 Windows and Doors to Kitchen, Portland Hall (Correct Wheel Chair access)
- 13,497 10,000 10,000
CB715 Replacement of Score Box - St Marys Sports Complex
- 14,593 18,000 18,000
CB730 Replacement of Toilet Block, Talbot Street, Fingal
- 115,580 110,000 110,000
CB735 Replacement of Toilet Block (Fingal Sports Complex)
- 5,450 105,000 - C/f 2014/2015
CB740 Front Counter Renovations 135 13,829 15,000 15,000
CB745 Roof Tie Downs - 11,184 10,000 10,000
CB004 Roller Doors - St Marys Football Club Rooms
- 4,617 - 4,600
CA715 St Helens Football Ground Lights Upgrade
- 1,205 - 1,200 C/f 2012/13
CA720 St Helens, Toilet Block - Beauty Bay
- 2,131 - 2,130 C/f 2012/13
CB755 St Marys Sports - Building extensions
2,400 2,700 - -
TOTAL BUILDINGS 12,447 198,699 283,000 185,930
| 04/14.11.2 Monthly Financial Report 42
Project Code
Details Month Actual
Year to Date
Actual
2013-2014 Original Budget Project
Cost
2013-2014 Budget - Revised
December Project
Cost
Comments
ROADS
STREETSCAPES
CA105 St Helens Streetscapes ($200k committed to stormwater Cecilia St)
- 80,796 400,000 400,000
CB515 Circassian St, St Helens 740 37,223 - -
CB520 Quail St, St Helens - 36,124 - -
CB540 Bowen St, St Helens - 1,878 - -
CA110 St Marys, Storey Street - Streetscape Main St to Groom RHS appox 180 m
- 340 400,000 - C/f 2014/2015
CA115 Fingal Streetscape, inc Talbot Street - replace old asphalt path both sides of road Gleadow to Brown. Approx 400m (2 metres wide)
2,300 3,837 100,000 100,000
CA850 Street Furniture - Municipality Wide - inc Seat & Bins
1,409 16,023 30,000 30,000
TOTAL STREETSCAPES 4,450 176,222 930,000 530,000
FOOTPATHS
CB130 St Helens, Falmouth Street - construct new 540m Footpath
- 4,304 35,000 35,000
CB132 St Helens, Medea St - 1,932 - 1,930
CB135 St Helens, Annie Street - construct new from Medeas Cove to Tully Street approx 210m Footpath
24,321 25,453 42,000 42,000
CB145 St Helens Point Rd - Penguin Street to Chimney Heights construct new 300m Footpath
- 83 50,000 50,000
CB131 St Helens, Tulley St - 7,000
TOTAL FOOTPATHS 24,321 31,772 127,000 135,930
KERB & CHANNEL
CB155 St Helens, Falmouth Street- construct new 540m kerb and channel
- 4,465 70,000 70,000
CB160 Cornwall , Alexander Street - construct 1km L & R kerb and channel
- 1,145 20,000 20,000
CB165 Four Mile Ck, Emma Drive - Construct kerb & channel 130m
- - 15,000 15,000
| 04/14.11.2 Monthly Financial Report 43
Project Code
Details Month Actual
Year to Date
Actual
2013-2014 Original Budget Project
Cost
2013-2014 Budget - Revised
December Project
Cost
Comments
CB170 St Helens, Annie Street construct new from Medeas Cove to Tully Street approx 210m kerb and channel
- 70,008 53,000 53,000
CB175 St Helens Point Rd - Penguin Street to Chimney Heights construct new 300m kerb and channel
- 68,842 60,000 60,000 Also CB660
TOTAL KERB & CHANNEL - 144,459 218,000 218,000
RESHEETING
CB305 Ansons Bay Road - - 149,600 149,600
CB310 Reids Road - - 133,600 133,600
TOTAL RESHEETING - - 283,200 283,200
RESEALS
CB400 Reseals Program 2013-14 300,000 300,000
CB402 Powers Rd - 3,102 - -
CB401 The Garden Road 44 30,039 - -
CB410 Acacia Dve - 12,370 - -
CB415 Walker St reseal - 4,439 - -
CB420 Dunn St - 3,868 - -
CB425 Jason St reseal - 33,030 - -
CB438 Binalong Bay Rd - 22,037 - -
TOTAL RESEALS 44 108,885 300,000 300,000
ROADS OTHER
CB505 Beauty Bay Carpark Construction
- 8,131 70,000 70,000
CA530 St Helens Point Road - Aerodrome Hill K&C
- 16,806 - 16,800 C/f 2012/13
CB510 Dig Out & Reconstruct - Binalong Bay Rd & Gardens Road
- 158,360 100,000 100,000
CB512 Dig Outs - Binalong Bay, Priory Road
- - - -
| 04/14.11.2 Monthly Financial Report 44
Project Code
Details Month Actual
Year to Date
Actual
2013-2014 Original Budget Project
Cost
2013-2014 Budget - Revised
December Project
Cost
Comments
CB525 Morrison St, Falmouth - 1,909 - 1,900 Works program 2014/15
CB530 Legge St, Falmouth - 1,909 - 1,900
CB545 Main Rd, Binalong Bay - 1,818 - 1,800
CB550 St Helens Pt Rd, Sandpiper to Osprey - 2014/2015 Project
- 9,000 - 9,000
CB555 Steel St, St Helens - 2014/2015 Project
- 1,887 - 1,900
CB560 Groom St, St Helens - 2014/2015 Project
- 1,869 - 1,600
CB565 Medeas Cove Esp, St Helens 2014/2015 Project
- 1,818 - -
CB570 West Street, St Helens - Road Surface
- 5,482 - 5,500
CA975 Queechy Cottages Retaining Wall
- 2,491 - -
CB575 Binalong Bay Gulch Shack Clean Up
- 9,160 - -
CB580 St Helens Point Road Intersection (tasman Hwy) Upgrade
247 496 - -
CB595 Treloggen Track Landslide Rectification
1,636 1,636 - -
TOTAL ROADS OTHER 1,884 214,642 170,000 210,400
ROADS TO RECOVERY
CA205 Bridge Reconstruction Program (R2R $450K)
- - -
TOTAL ROADS TO RECOVERY - - -
ROADS TOTAL 30,698 684,111 2,028,200 1,677,530
BRIDGES
Bridge Renewal Budget 3,150,000 3,150,000
CB210 Roads to Recovery (Bridges) - - 450,000 643,300
CB205 Bridge # 1282 - North George River Trib, Linda Vale Rd -
- 5,398 - -
CB209 Bridge # 2498 - Calders Gully Rd, Richardsons Creek
- 6,603 - -
CA209 Bridge # 4455 - Ansons Bay Rd,
- 94,009 - -
CB218 Bridge # 1181 - Sloop Bridge, Gardens Road,
- 5,188 - -
CA211 Bridge # 4449 - Medea Cove Rd,
- 91,557 - -
CA206 Bridge # 1315 - Anchor Rd, - 45,548 - -
| 04/14.11.2 Monthly Financial Report 45
Project Code
Details Month Actual
Year to Date
Actual
2013-2014 Original Budget Project
Cost
2013-2014 Budget - Revised
December Project
Cost
Comments
CB206 Bridge # 2916 - Tuckers Creek, Gardens Rd
94 4,145 - -
CB207 Bridge # 2384 - Newmans Creek, UnNamed Rd off Richardson St
109 4,677 - -
CB208 Bridge # 2398 - South George River, Forest Lodge Rd
- 2,822 - -
CB211 Bridge # 2794 - St Patricks Creek, Royles Lane
94 3,914 - -
CB212 Bridge # 3268 - Tower Rivulet FO, Rossarden Rd
- 3,607 - -
CB213 Bridge # 4286 - Powers Rivulet, Terryvale Rd
94 2,642 - -
CB214 Bridge # 4410 - Powers Rivulet, Terryvale Rd
94 4,278 - -
CB215 Bridge # 2486 - Georges River, Priory Rd
750 4,140 - -
CB216 Bridge # 5216 - Gardners Creek, Salters Rd
- 4,623 - -
CB217 Bridge # 7003 - Tyne River Tributary, Tyne Rd
94 3,586 - -
CB201 Bridge # 1724 - Green Valley Creek, Dakins Rd
79 5,195 - -
CB202 Bridge # 1167 - Weld River, Groses Rd
- 5,091 - -
CB203 Bridge # 1192 - Workers Creek, Upper Scamander Rd
94 5,478 - -
CB204 Bridge # 1245 - Littlechilds Creek, Clellands Rd
- 5,091 - -
CB219 Bridge # 407 - Tyne River Flood Opening, Upper Esk Rd
- 7,135 - -
CB220 Bridge # 1758 - South Esk River, Heffords Rd
- 2,154 - -
CB221 Bridge # 1946 - Cornwall Rd, Cornwall
- 5,194 - -
CB222 Bridge # 4457 - Saxellby Creek, Argonaut Rd
- 5,872 - -
CB223 Bridge # 5316 - St Patricks Creek, Clover Banks Rd
- 7,328 - -
CB224 Bridge # 4650 - Forester River, Ansons Bay Rd
- 14,145 - -
CB225 Bridge # 3765 - Upper Golden Fleece Rvt, Argonaut Rd (Culvert)
704 22,702 - -
CA230 Launceston Creek Bridge - Replace Bridge Runners
- 27,323 - -
| 04/14.11.2 Monthly Financial Report 46
Project Code
Details Month Actual
Year to Date
Actual
2013-2014 Original Budget Project
Cost
2013-2014 Budget - Revised
December Project
Cost
Comments
2014/15 Bridge Program - -
CC201 Bridge # 462 - Tower Rivulet Trib
- 1,253
CC202 Bridge # 1006 - Black Horse Gully Creek
- 1,253
CC203 Bridge # 1941 - Golden Fleece Rivulet
- 1,253
CC204 Bridge # 2026 - Kohls Creek - 1,253
CC205 Bridge # 2117 - St Marys Rivulet
- 1,253
CC206 Bridge # 2699 - Big Lagoon - 1,253
CC207 Bridge # 3267 - Tower Rivulet - 1,253
CC208 Bridge # 3632 - Peggery Creek
- 1,253
CC209 Bridge # 4009 - George River - 1,253
CC210 Bridge # 1946 - Cornwall Road Bridge
- 1,253
TOTAL BRIDGES 2,206 411,980 3,600,000 3,793,300
STORMWATER
CA656 St Helens, Annie Street - 1,793 50,000 50,000 Cost adjusted
CB660 St Helens Point Rd (Penguin St - Chimney Heights)
- 147,463 50,000 50,000 Also CB175
CB665 Cornwall , Alexander Street - 1,353 60,000 60,000
CB670 Mathinna - Repair drain Main St, Replace Agg Drain
- - 20,000 20,000
CA666 Cecilia St - Drainage 7,885 23,819 1,000,000 1,000,000 Resolution 04/13.17.5
CB675 Hotspots $75,000 - - 40,000 -
CB690 West St, St Helens - 7,747 - 7,747 Hotspots budget
CA685 St Helens Pt Rd - Stormwater - 1,320 - 1,320 Hotspots budget
CA654 Wrinlkers Drive, Scamander - Stormwater
- 4,200 - 4,200 Hotspots budget
CA663 Steel St, St Helens - Install 1 x Side Entry Pit
2,049 4,837 - 2,787 Hotspots budget
CA664 Young St, St Helens - Install 3 x Stormwater Pits
- 6,445 - 6,445 Hotspots budget
CA665 St Helens - Groom St - Install Pipe & Seperator
145 53,579 - 52,501 Hotspots budget
CB655 Annie St, St Helens - New 210m K&C (Medeas Cove to Tully St)
684 2,503 - -
TOTAL STORMWATER 10,764 255,058 1,220,000 1,255,000
| 04/14.11.2 Monthly Financial Report 47
Project Code
Details Month Actual
Year to Date
Actual
2013-2014 Original Budget Project
Cost
2013-2014 Budget - Revised
December Project
Cost
Comments
LAND IMPROVEMENTS
WASTE MANAGEMENT
CA605 EPN Compliance Work - Scamander WTS - Fence Site with Chain Mesh
- 31,969 100,000 100,000
CB610 EPN Compliance Work - St Marys WTS - Fence Site with Chain Mesh
- 5,198 20,000 20,000
CA615 EPN Compliance Works - St Helens Landfill - Continue Rehabilitation, Fence
- 4,423 50,000 50,000
CB605 WTS Bin Holding Area Upgrade - Weldborough
- 5,218 - -
CB615 WTS Bin Holding Area Upgrade - Ansons Bay
- 5,338 - -
CB620 WTS Bin Holding Area Upgrade - St Helens
- 1,667 - -
CB625 WTS Bin Holding Area Upgrade - St Marys
- 1,667 - -
CB630 WTS Bin Holding Area Upgrade - Fingal
- 1,667 - -
WASTE MANAGEMENT TOTAL
- 57, 170,000 170,000
PARKS, RESERVES & OTHER
CB805 Playground Equipment Replacement Program
- 987 70,000 70,000
CB875 Cornwall Playground Slide - 3,455
CB810 Trail of the Tin Dragon - 3,618 - 195,000 C/f Grant proceeds
CB815 Fingal Park BBQ & Boundary Fence
- 13,834 - 13,900
CA805 Bay of Fires Viewing Platform - 86,532 - 112,480 C/f Grant proceeds
CB725 Beauty Bay BBQ and Shelter 400 3,029 20,000 20,000
CB835 BBQ Shelter St Helens Foreshore
- 862 - 900
CB750 Equestrian Club minor works - 400 - 2,700 From lifestyle budget
CA855 St Helens, Cemetery - Landscaping Plans & Planting
- 2,636 - 500
CA860 St Marys, Cemetery - Repair & Maintenance, Topsoil or Gravel Around Graves
- 2,636 - 500
CA865 Fingal, Cemetery - Landscaping Plans & Planting, Irrigation for Lawn Cemetery
- 6,545 - 3,600
CA875 St Helens, Netball Courts - Construction
726 76,747 - 180,000
| 04/14.11.2 Monthly Financial Report 48
Project Code
Details Month Actual
Year to Date
Actual
2013-2014 Original Budget Project
Cost
2013-2014 Budget - Revised
December Project
Cost
Comments
CB840 Causeway Walkway, Binalong Bay Road - Replacement
- 30,877 - 30,000 Council Decision 10/13.18.5.284
CB865 Shack Site re-development - 18,052 - -
CB870 Aerodrome grading - 8,224 - -
CB880 St Helens Foreshore - Sand replenishment
- 11,295 - -
CB885 Medeas Cove Esplanade (Sunhaven P/y)
- 15,500 - 155,000
CB848 St Marys Pacing Track 4,611 19,029 - -
CB890 Memorial Park - Light Pole - 5,031 - -
CB855 Industrial Estate Sign 1,341 17,014 - -
CB909 Beauty Bay Flood Repairs 243 1,805 - -
CB892 Fish Signs - Burns Bay & Steiglitz
823 1,236 - -
CB860 Recreation Ground Sign 667 4,947 - -
CB850 Memorial Park Paving, Fencing etc
163 1,180 - -
TOTAL PARKS, RESERVES & OTHER
8,974 335,472 874,580 784,580
TOTAL LAND IMPROVEMENTS
8,974 392,618 260,000 954,580
Total Capital expenditure 81,880 2,404,560 7,617,000 8,305,320
| 04/14.11.3 Corporate Services Department Report 49
04/14.11.3 Corporate Services Department Report
ACTION INFORMATION PROPONENT Council Officer
OFFICER Bob Hoogland, Manager Corporate Services
FILE REFERENCE 018\018\001\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That the report be received. INTRODUCTION: The purpose of this report is to provide Councillors with an update of various issues which have been dealt with in the Business and Corporate Service Department since the previous Council Meeting. PREVIOUS COUNCIL CONSIDERATION: Provided as a monthly report – Council consideration at previous meetings. OFFICER’S REPORT:
Break O’Day Council Finance Review – Action Plan Status Report **PLEASE NOTE – ITEMS THAT HAVE N/A(IM) MEANS THAT IAN MCDONALD HAS
IDENTIFIED THAT THESE ITEMS ARE NOT APPLICABLE TO COUNCIL**
Ian McDonald Recommended Action Response Status/Comment
1 Review departments day to day operations – rates/creditors/debtors
1.1 Benchmark with comparable Councils the resources used in the day to day operations for rates/creditors/debtors
Staff liaising with peers where opportunities arise – eg sub regional WH& S officers; Records officer meeting with Dorset officer
Complete (BH)
1.2 Streamline payment approval processes where purchase orders match invoices and goods received notes. Ensure all invoices are sent to the main office
Complete (IM)
1.3 Ensure the person who processes debtors and creditors is unable to process debit or credit notes. These should be done by a person independent of the processing functions
Insufficient staff to implement this. Will implement that any debtors credit notes and creditors debit notes be cross checked by another staff member or by Manager Corporate Services
Complete (BH)
1.4 Carry out regular independent checks in payroll and human resources to minimise the risk of fictitious and overpaid employees
N/A (IM)
| 04/14.11.3 Corporate Services Department Report 50
Ian McDonald Recommended Action Response Status/Comment
2 Review appropriateness of current financial operational computer systems/programs/ data output
2.1 Always balance Jet and Accounts Schedules reports to the General Ledger before presentation to Council
N/A (IM)
2.2 Continue to review and where applicable further restrict user level access within the financial systems
Absolutely agree and regularly review appropriate access levels and deleting terminated staff
Ongoing (BH)
2.3 Prepare a Disaster Contingency Plan incorporating IT systems
Draft plans have been completed
3 Current standard of financial statement output - review current and recommend improvements to meet Councillor and Management requirements
3.1 Prepare a timetable in consultation with the external auditors to ensure the annual financial statements can be prepared by the due date
Timetable prepared and implemented successfully for 2013/2014
Ongoing (BH)
Ian McDonald Recommended Action Response Status/Comment
3.2 Consider using the Coalface Solutions Microsoft Excel tool to produce the Statement of Cash Flows
Statement of cash flows being prepared without Coalface
Complete (BH)
3.3 Include a more detailed written summary in the Annual Report, and consider including some of the financial sustainability indicators outlined in the draft Long Term Financial Plan
Annual Report complete using standard financial sustainability indicators from Council’s financial reports
Complete (BH)
3.4 In the Budget Book provided to Council, consider detailing Department budgets by activity and function
Budget reports deemed satisfactory
Complete (BH)
3.5 Provide a written summary of the overall financial position of Council in the Budget Book provided to Council
Budget reports deemed satisfactory
Complete (BH)
3.6 In the monthly report to Council, include depreciation under operating expenditure and show capital expenditure separately in line with the Summary Statement in the draft LTFP
N/A (IM)
3.7 Use the following headings in the monthly report to Council;
Approved Annual Budget
Year to date Approved Budget
Year to date Actual
Variance
N/A (IM)
4 Consider and recommend internal financial control/policies/ procedures
4.1 Ensure the documentation of the procedures outlined in Attachment 2 is completed
Procedure documentation commenced and incorporated into 2014 performance review process for Corporate Services Team
| 04/14.11.3 Corporate Services Department Report 51
Ian McDonald Recommended Action Response Status/Comment
4.2 Consider, revise then adopt the draft policies in Attachment 3 for the following;
Reserves
Asset Impairment
Asset Revaluation
Asset Policies adopted Complete (BH)
5 Review Council's current financial position - prepare interim Financial Plan and draft 10 year Financial Plan with recommendations
5.1 Prepare infrastructure and asset management plans (IAMP) for a period of at least ten years. These plans should minimise the “whole of life costs” of assets
Asset Management Plans being prepared, now required by state legislation
5.2 In the LTFP consider how the current operating deficit can be reduced;
Increase revenue through increased rates, increased user charges and/or additional grant funding.
Decrease operating expenditure by implementing the recommendations of the IAMP and improve efficiency in delivering other Council services. Council could also reduce service levels
LTFP has been adopted “in principle” by Council identifying moving to operational sustainability
5.3 In the IAMP and LTFP distinguish between the replacement or renewal of existing assets and the acquisition or construction of new assets
Plans consider new versus renewal
Complete
5.4 Use the income raised to offset the depreciation expense to fund asset replacement and renewal
N/A (IM)
5.5 Fully fund any new assets from additional rates, user charges and/or grants
N/A (IM)
6 Report on the appropriateness of having funded reserves of $6.5m verse maintaining assets along with funding new capital assets and works
6.1 Use cash reserves to fund asset renewal where this renewal will reduce the “whole of life cost” of the asset
N/A (IM)
6.2 Rather than use the cash reserves to fund new assets or services, increase revenue to fully fund their “whole of life cost”
N/A (IM)
6.3 If borrowings are required for new assets use any surplus invested cash before borrowing money externally
N/A (IM)
| 04/14.11.3 Corporate Services Department Report 52
Outstanding Reports:
Motion Number Meeting Date
Council Decision Comments
12/13.11.9.330 16 December 2013
That Draft Leases be forwarded to Community organisations for comment based on the template and current assistance provided.
Draft leases and cover letters complete, being reviewed by Managers.
03/14.11.7.052 17 March 2014
That Council adopt the Asset Recognition and Depreciation Policy, as amended with a three (3) year review period.
Complete.
03/14.11.8.053 17 March 2014
That Council adopt the Rating Exemptions and Remissions Policy as amended.
Complete.
03/14.11.9.054 17 March 2014
That Council adopt the Distribution of Unclaimed Funds Policy, as amended, and that the policy be reviewed every three (3) years.
Complete.
03/14.11.10.055 17 March 2014
That Council adopt the Corporate Credit Card Policy as amended.
Complete.
03/14.11.11.056 17 March 2014
That Council adopt the Dealing with Difficult Customers Policy as amended.
Complete.
03/14.11.12.057 17 March 2014
That Council adopt the Computer Use, Internet and Email Policy as amended.
Complete.
03/14.11.13.058 17 March 2014
That Council adopt the Information Management Policy as amended, and that the Policy be reviewed every three (3) years.
Complete.
03/14.11.14.059 17 March 2014
That Council adopt the Privacy Policy, as amended and that the Policy be reviewed every three (3) years.
Complete.
03/14.11.15.060 17 March 2014
That Council adopt the Public Interest Disclosure Policy, as amended, and that the Policy be reviewed every three (3) years.
Complete.
03/14.11.17.062 17 March 2014
That Council allow for community groups, with specific concerns relating to Tasmanian Community Fund grant access, to amend lease conditions with respect to continuity.
In progress – option is provided for in the cover letter to go with draft leases.
03/14.11.18.063 17 March 2014
That Council confirm approval for a three (3) year licence extension as requested.
Specific concerns raised are being dealt with in communication with lease holder, prior to confirmation of approval for the licence extension.
03/14.15.10.077 17 March 2014
That Council Officers prepare a policy for “Council Recognition of Residents Who Attain 100 Years of Age” and present to Council for consideration.
Action not yet commenced.
| 04/14.11.3 Corporate Services Department Report 53
Staff Movements: As previously advised, Administration Officer (Rates) on Maternity Leave. Administration Officer (Trainee Finance Officer) is on sick leave for an extended period. Administration Officer (Reception) recruited for maternity leave in-fill has resigned and we will be seeking to recruit a temporary full time replacement. Meetings Attended: I attended the LGAT meeting at Tramways, Launceston with the Deputy Mayor. General Manager, Executive Officer and I met with a representative of the Integrity, receiving information in relation to resources available and providing feedback in relation to current issues Other meetings have been internal, mainly related to policy reviews, draft lease preparation and budget preparation Other Issues: Investments - ANZ: Term Deposit $1,000,000.00 3.65% Maturing 23 April 2014 Westpac: Term Deposit $1,515,123.29 3.65% Maturing 5 May 2014 Westpac: Term Deposit $1,527,272.85 3.80% Maturing 6 June 2014 Right to Information (RTI) Requests No new RTI requests. 132 and 337 Certificates
132 337
March 2014 27 17
March 2013 40 26
February 2014 50 27
| 04/14.11.3 Corporate Services Department Report 54
Debtors/Creditors @ 4 April 2014
DEBTORS INFORMATION
Invoices Raised
Current Previous Year
Month YTD 13/14
Month YTD 12/13
97 1351
276 1127
CREDITORS INFORMATION
Payments Made
Current Previous Year
Month YTD 13/14
Month YTD 12/13
345 4185
906 4340
| 04/14.11.3 Corporate Services Department Report 55
RATES INFORMATION as at 10 April 2014This Financial Year
2013/2014 Rates LeviedAdditional Rates
(Sup Val) Total Rates Penalties Interest
Rate
Remissions
General 5,823,999.81 - 31,879.58 5,792,120.23
Waste 894,505.00 - 1,575.85 892,929.15
Wheelie 320,700.00 457.52 321,157.52
Fire 282,809.79 - 1,361.12 281,448.67
TOTAL 7,322,014.60 - 34,359.03 7,287,655.57 49,690.27 43,886.91 379,537.71
2012/2013 Rates LeviedAdditional Rates
(Sup Val) Total Rates Penalties Interest
Rate
Remissions
General 5,463,651.28 20,502.14 5,484,153.42
Waste 1,115,686.00 260.62 1,115,946.62
Wheelie -
Fire 276,041.68 809.73 276,851.41
TOTAL 6,855,378.96 21,572.49 6,876,951.45 39,676.12 32,732.51 51,913.39
RATES INFORMATION by INSTALMENTThis Financial Year
2013/2014 Instalment $ Outstanding $ Outstanding %
6 September 2013 Instalment 1 1,831,057.60 60,353.72 3.30%
8 November 2013 Instalment 2 1,830,319.00 74,741.81 4.08%
7 February 2014 Instalment 3 1,830,319.00 129,256.18 7.06%
2 May 2014 Instalment 4 1,830,319.00 777,333.73 42.47%
TOTAL: 7,322,014.60 1,041,685.44 14.23%
Last Financial Year
2012/2013 Instalment $ Outstanding $ Outstanding %
7 September 2012 Instalment 1 1,714,269.96 78,482.48 4.58%
9 November 2012 Instalment 2 1,713,703.00 90,946.97 5.31%
8 February 2013 Instalment 3 1,713,703.00 157,236.93 9.18%
3 May 2013 Instalment 4 1,713,703.00 794,454.91 46.36%
TOTAL: 6,855,378.96 1,121,121.29 16.35%
Discount AppliedDiscount
Claimed $ No. of Properties
Total Ratable
Properties % of total
2013/2014 88,536.84 2,695 6,513 41%
2012/2013 82,956.17 2,855 6,317 45%
Water
2012/2013 2013/2014
1382.42 101.22
Outstanding
49,690.27 43,886.91 379,537.71
Last Financial Year
39,676.12 32,732.51 51,913.39
| 04/14.11.3 Corporate Services Department Report 56
LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011-2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Improve Council’s communication, consultative processes, representation and advocacy. BUDGET AND FINANCIAL IMPLICATIONS: Not applicable. VOTING REQUIREMENTS: Simple Majority.
| 04/14.11.4 Corporate Services Capital Works Breakdown Report 57
04/14.11.4 Corporate Services Capital Works Breakdown Report
INFORMATION
| 04/14.11.5 Visitor Information Centre Report 58
04/14.11.5 Visitor Information Centre Report
ACTION INFORMATION PROPONENT Council Officer
OFFICER Bob Hoogland, Manager Corporate Services
FILE REFERENCE 040\028\002\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That the report be received. INTRODUCTION: The purpose of this report is to provide Councillors with an update of various issues which are being dealt with by the Visitor Information Centre. PREVIOUS COUNCIL CONSIDERATION: Provided as a monthly report – Council consideration at previous meetings. Previous consideration has also indicated the provision of financial statement for the VIC and in this regard for Councils information an activity based report is included below. OFFICER’S REPORT: Staff Movements: VIC operating normally. As per the door counts, March was still quite busy, the second busiest March on our records. As expected, visitor numbers ended to taper during the month but it was very patchy, with mid weeks being generally busiest and Sundays tending to be very quiet. Meetings Attended/Other information: The Tasmanian Visitor Information Network provided the following visitor statistics:
Region July to December 2012
July to December 2013
% Change
North 59,155 54,123 -9
South 229,468 249,464 9
Cradle Coast 157,176 171,147 9
East Coast 34,909 43,132 24
Total 480,708 497,866 4
The usual disclaimer applies to statistics - trends are more important than the numbers for any given period – but, it is still nice to see some “black ink” after so many negative numbers and reports on visitor numbers.
| 04/14.11.5 Visitor Information Centre Report 59
Although visitors no longer seem to have significant difficulties in finding the VIC, we do have visitors queuing in Service Tas, that is, turning right instead of left when they enter the first door. We are trialling some inexpensive printed signs, using the “i” logo and colours, to endeavour to better direct visitors in the right direction. The History Room Curator provides some information that may be of interest to Council:
Two (2) school groups have visited the History Room.
There are seven (7) volunteers attending the forthcoming Museums Australia conference in May being held at Launceston. This is a “one-off” opportunity to take advantage of this conference being so accessible, it is virtually always held in a mainland state capital.
The Curator has been invited to be a speaker at the Rural and Regional Museums Day as part of the conference, and accepted.
Advertising for the History Room is continuing. This includes Explore and Travelways publications, and linking our websites to the Community Heritage portal, the Coach and Accommodation Specialists site, Discover Tasmania website and East Coast Regional Tourism site.
Volunteers have interviewed current and former St Helens Timber Mill Managers to form an audio visual record of this history. A new temporary exhibition entitled ‘Story of Sawmilling in St. Helens’ is being developed for a three (3) month display.
Working on designs for Street Banners for the St Helens History Room to further the proposal being considered by Council.
The latest function (official book launch of ‘Tin Mountain’ by Garry Richardson in late February) held at the History Room was very well attended with 63 people.
Statistics: Door Counts:
Month/Year Visitor Numbers
Daily Average
Before 10am
After 4pm
History Room
March 2007 5,483 176.87
March 2008 5,563 179.45
March 2009 4,962 160.06
March 2010 4,406 142.13
March 2011 4,900 158.06 287
March 2012 5,915 190.81 425 594 158
March 2013 4,360 140.64 396 323 146
March 2014 5,578 179.94 453 444 146
| 04/14.11.5 Visitor Information Centre Report 60
Revenue 2013/2014:
Month VIC Sales HR Entry HR Donations
July 2,329.02 311.85 242.50
August 1,265.47 190.00 59.50
September 3,114.00 323.00 121.75
October 3,227.10 295.00 88.00
November 3,843.90 465.00 76.95
December 3,840.93 241.12 71.69
January 5,715.72 603.90 50.85
February 6,624.24 602.91 155.00
March 6,116.02 501.94 212.65
Revenue 2012/2013:
Month VIC Sales HR Entry HR Donations
July 1,566.92 181.17 156.72
August 1,234.23 125.73 0.00
September 3,280.46 366.30 120.58
October 4,365.90 395.01 104.30
November 4,359.02 514.80 119.10
December 4,675.18 412.20 41.40
January 7,593.75 539.55 65.79
February 8,099.44 519.75 188.69
March 6,615.23 501.93 164.24
April 4,976.21 462.33 146.72
May 1,796.86 350.46 262.00
June 2,126.07 241.57 69.30
| 04/14.11.5 Visitor Information Centre Report 61
Visitor Information Centre
As at 31 Mar 2014
Month Actual
Year to Date
Actual 2013-2014
Budget
Revenues Sales 17,134 59,616 95,000
Commission 258 1,813 2,000
Miscellaneous Reimbursements - 32 -
Profit or Loss on Sale of Assets 17,393 61,461 97,000
Expenses
Salaries and Wages 9,636 62,944 89,745
On Costs 3,473 24,456 44,905
Overtime Payments 330 1,168 -
Electricity - 1,614 6,000
Advertising - - 300
Accom Receipts & Park Passes - Hist Rm 1,043 6,884 7,000
Books Manuals Publications 2 14 -
Corporate Membership - 300 400
Stock Purchases for Resale 3,834 12,468 18,000
Equipment Maintenance and Minor Purchases - 1,802 -
Materials 1,878 3,959 1,200
Phone Calls Rental Fax 177 1,655 1,600
Postage/Freight 189 495 -
Stationery - 678 200
Water and Property rates Payable 534 1,337 -
Building/Works Contractors 120 1,107 -
Cleaning Contractors 412 4,080 4,850
Other Professional Fees - 176 10,000
Plant Hire - Internal 113 293 -
Land Tax - 1,193 -
Depreciation Buildings 1,313 11,817 9,372
Depreciation Furniture 214 1,926 2,570
Total Expense 23,268 140,464 196,142
Net Surplus\(Deficit) (5,875) (79,003) (99,142)
LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011-2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Improve Council’s communication, consultative processes, representation and advocacy.
| 04/14.11.5 Visitor Information Centre Report 62
BUDGET AND FINANCIAL IMPLICATIONS: Not applicable. VOTING REQUIREMENTS: Simple Majority.
| 04/14.11.6 Risk Management Report 63
04/14.11.6 Risk Management Report
ACTION DECISION PROPONENT Council Officer
OFFICER Simone Ewald-Rist, Risk Officer
FILE REFERENCE 002\025\001\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That the report be received. INTRODUCTION: The purpose of this report is to update Council of any Occupational Health and Safety and Risk Management matters of importance. PREVIOUS COUNCIL CONSIDERATION: Council is frequently updated on risk management matters via this report or as a part of the Business and Corporate Service’s Manager’s report. OFFICER’S REPORT: The Work Health & Safety Coordinator attended the following meetings:
Date Meeting
17 March 2014 Council meeting
18 March 2014 BODC staff meeting Meeting with member of the public regarding public event risk
management
19 March 2014 Work site audit
20 March 2014 Work site audit
21 March 2014 Contractor work site audit
26 March 2014 Contractor OHS induction Work site audit
27 March 2014 Meeting with Bob Hoogland & Andrew Ralph, Jardine Lloyd Thompson, Council’s public/product/professional indemnity insurer
28 March 2014 Meeting with Cara Kean, Marsh Pty Ltd, Council’s insurance broker
1 April 2014 BODC staff meeting
3 April 2014 Corporate Services Department staff meeting
10 April 2014 Work Health & Safety and Risk Management Committee meeting
23 April 2014 Council meeting
| 04/14.11.6 Risk Management Report 64
During the period of 6 March to 10 April 2014 the following vandalism was reported: 8/9/10 March 2014
St Helens Sports and Recreational Ground The entrance gate was ripped out of the ground to gain access to the sports ground. Labour and material costs amount to $425.00. No photos available. 17 March 2014
St Helens Lions Park The water tap at the Lions Park was vandalised. Labour and material costs amount to $127.50. No photos available. LEGISLATION / STRATEGIC PLAN & POLICIES: Work Health and Safety Act 2012 and Work Health and Safety Regulations 2012. Strategic Plan 2011-2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Maintain workforce standards and procedures that ensure that the occupational health and safety and welfare of employees, contractors and public is protected and enhanced. BUDGET AND FINANCIAL IMPLICATIONS: Not applicable. VOTING REQUIREMENTS: Simple Majority.
| 04/14.11.7Submission for Reduced Waste Disposal Fees – Pyengana Dairy Company 65
04/14.11.7 Submission for Reduced Waste Disposal Fees – Pyengana Dairy Company
ACTION DECISION PROPONENT Council Officer
OFFICER Bob Hoogland, Manager Corporate Services
FILE REFERENCE 14/3486
ASSOCIATED REPORTS AND DOCUMENTS
Submission for the staged implementation of waste disposal fees
OFFICER’S RECOMMENDATION: That the request for a staged payment of waste disposal fees be refused. INTRODUCTION: Pyengana Dairy Company have written requesting Council consideration of a staged implementation of waste disposal fees, commencing at 25% for the current financial year and increasing to 50%, 75% and finally 100% in 2016-2017. PREVIOUS COUNCIL CONSIDERATION: The issue of waste disposal fees has been considered by Council at a number of meetings, including setting of Fees and Charges for 2012-2013 and 2013-2014, recognising the previous low charges set meant operating costs were not being met. The specific issue of waste fees for Pyengana Dairy were considered at the July 2013 Council Workshop and July 2013 Council Meeting and again at the April Council Workshop OFFICER’S REPORT: As per the attached letter, Pyengana Dairy Company has written and requested a staged implementation of the waste charges. After the July 2013 Council meeting, Pyengana Dairy were advised of the decision of Council and waste disposal fees were implemented. Pyengana Dairy was advised of the opportunity for a review after three (3) months. Pyengana requested and were granted considerable time to prepare this submission to Council. If Council agrees to the request:
There is an initial waiving of 75% of the outstanding fees which would amount to $1,076.00
At this estimated average, it could be expected that the rest of the financial year, a further 5 months so 50m³ should be invoiced for $850.00 which would be reduced by $637.50
At a similar average, 12 months in 2014/2015 should be invoiced for $2,040.00 which would be halved to $1,020 (not taking into account any increase in Fees & Charges)
| 04/14.11.7Submission for Reduced Waste Disposal Fees – Pyengana Dairy Company 66
At a similar average, 12 months in 2015/2016 should be invoiced for $2,040.00 which would be reduced by one quarter - $510.00 (not taking into account any increase in Fees & Charges)
While Council does not have recycling available at Pyengana Tip, many residents have even less accessibility to a tip of any kind and have to make their own arrangements for transporting waste to an appropriate facility. On this basis, the request could be considered to be creating a precedent for a reduction in waste disposal fees based on distance from a “tip” and therefore it is recommended that the submission be refused. LEGISLATION / STRATEGIC PLAN & POLICIES: Not applicable. BUDGET AND FINANCIAL IMPLICATIONS: Identified in the body of the report. VOTING REQUIREMENTS: Simple Majority.
| 04/14.11.8 Review – Debt Collection Policy 67
04/14.11.8 Review – Debt Collection Policy
ACTION DECISION PROPONENT Council Officer
OFFICER Bob Hoogland, Manager Corporate Services
FILE REFERENCE 002\024\005\
ASSOCIATED REPORTS AND DOCUMENTS
LG18 Debt Collection Policy
OFFICER’S RECOMMENDATION: That Council adopt LG18 Debt Collection, as amended. INTRODUCTION: All policies are required to come to Council for review; this is part of this ongoing process. PREVIOUS COUNCIL CONSIDERATION: Adopted March 2012; this specific amendment was considered at the April 2014 Council Workshop OFFICER’S REPORT: This policy is relatively stable, it is recommended that the policy be reviewed every three years. The Policy had not been properly reviewed for some time, so, as well as grammatical corrections, the actual debt procedure has been changed to more accurately reflect the administrative processes. This has not, however, changed the intent of the policy. There is also recommended a specific addition:
Clarifying that no credit will be allowed to debtors in arrears eg tip fees will need to be paid in cash until debts are cleared
LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures. BUDGET AND FINANCIAL IMPLICATIONS: Nil. VOTING REQUIREMENTS: Simple Majority.
| 04/14.11.8 Review – Debt Collection Policy 68
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| 04/14.11.8 Review – Debt Collection Policy 70
| 04/14.11.9 Review – Telephone Answering Procedure Policy 71
04/14.11.9 Review – Telephone Answering Procedure Policy
ACTION DECISION PROPONENT Council Officer
OFFICER Bob Hoogland, Manager Corporate Services
FILE REFERENCE 002\024\005\
ASSOCIATED REPORTS AND DOCUMENTS
LG37 Telephone Answering Procedure Policy
OFFICER’S RECOMMENDATION: That Council adopt LG37 Telephone Answering Procedure, as amended. INTRODUCTION: All policies are required to come to Council for review; this is part of this ongoing process. This policy was also reviewed in response to legal advice with respect to the application of Privacy legislation. PREVIOUS COUNCIL CONSIDERATION: Adopted March 2012; this specific amendment was considered at the April 2014 Council Workshop. OFFICER’S REPORT: The policy has been amended to incorporate legal recommendations with respect to the application of Privacy legislation, as well as minor grammatical corrections. This is considered a relatively stable policy and it is recommended for review every three (3) years. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures. BUDGET AND FINANCIAL IMPLICATIONS: Nil. VOTING REQUIREMENTS: Simple Majority.
| 04/14.11.9 Review – Telephone Answering Procedure Policy 72
| 04/14.11.9 Review – Telephone Answering Procedure Policy 73
| 04/14.11.10 Schedule of Fees and Charges 2014/2015 74
04/14.11.10 Schedule of Fees and Charges 2014/2015
ACTION DECISION PROPONENT Council Officer
OFFICER Manager Corporate Services
FILE REFERENCE 018\017\004\
ASSOCIATED REPORTS AND DOCUMENTS
Draft Fees & Charges
OFFICER’S RECOMMENDATION: That the Schedule of Fees and Charges for 2014/2015 be adopted as per Section 205 if the Local Government Act 1993 as proposed. INTRODUCTION: The Schedule of Fees and Charges are reviewed annually as per Section 205 of the Local Government Act 1993. Attached is the proposed Schedule of Fees and Charges for 2014/2015. PREVIOUS COUNCIL CONSIDERATION: Fees and Charges are considered annually and is an essential process of Council. OFFICER’S REPORT: Proposed Fees and Charges for 2014/2015:
Administration – charges are not competitive against private enterprise, no changes are required, deleting community group charges as these are no longer required
Facilities hire – minimal changes recommended, non waivable fee increase from $20 to $25; bonds recommended for St Helens Sports Complex; slight increase in hire of the BBQ trailer
Waste charges increases recommended to continue matching revenue with costs and more in line with neighbouring Council charges
Cemeteries – significant increases recommended to continue matching revenue with costs and more in line with neighbouring Council charges
Development Services – significant increases were implemented 2013-2014, only tidying recommended for this year
Building & Environmental Health – small increases recommended in line with local government price index
Animal Control – no increases recommended for 2014-2015 to maintain the affordability of dog ownership, some tidying
LEGISLATION / STRATEGIC PLAN & POLICIES: In accordance with Section 205 if the Local Government Act 1993.
| 04/14.11.10 Schedule of Fees and Charges 2014/2015 75
Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Maintain financial viability and accountability in budgeting and administration. BUDGET AND FINANCIAL IMPLICATIONS: The requirements of sundry fees and charges are an essential component of the revenue required to undertake a number of services and statutory functions. VOTING REQUIREMENTS: Absolute Majority.
| 04/14.11.10 Schedule of Fees and Charges 2014/2015 76
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| 04/14.11.10 Schedule of Fees and Charges 2014/2015 96
| 04/14.12.1 Works and Infrastructure – Strategic Plan Activity Report 97
04/14.12.0 WORKS AND INFRASTRUCTURE
04/14.12.1 Works and Infrastructure – Strategic Plan Activity Report
INFORMATION Goal: Environment and Planning Ensure sustainable management of natural and built resources is respectful to our unique location.
Strategies Activities Measure of Success
Improve service levels and environmental responsibility of waste management practices
1. Review waste management strategies
2. Support the maintenance of existing waste minimization and recycling programs and facilitate opportunities for increased recycling through community education
3. Explore further opportunities for waste
reduction and recycling
Investigation of recycling options, educational material to be provided to the public via newsletters and other media/web outlets
Educate key stakeholders about planning, environmental and waste management, regulatory matters and processes
1. Promote Council’s services and external authority advisory services
2. Review annually Council’s information in regard to services that are provided
Articles published in regular newsletter
Goal: Asset Management Ensure the efficient and effective provision of appropriate community assets.
Strategies Activities Measure of Success
Develop and implement a 10 year asset management plan for all classes of assets that includes:-
Capital Works Program
Maintenance Program
1. Develop and implement an asset management system
2. Develop and implement a maintenance program
3. Review existing assets and identify
needs over the next 10 years (in conjunction with MMP and other asset/infrastructure actions)
4. Continue to lobby state and federal
agencies for infrastructure upgrades ie roads, bridges and buildings
5. Continue to work at regional and state
levels with all relevant agencies to improve transport and infrastructure
Ongoing implementation and improvement of the operation of the Conquest Asset Management system Continual reviews for each asset group Onging development and improvement of Asset Management Plans and their integration onto the 10 Year Long Term Financial Plan
| 04/14.12.2 Works and Infrastructure Report 98
04/14.12.2 Works and Infrastructure Report
ACTION INFORMATION PROPONENT Council Officer
OFFICER Stephen Yam, Manager Works and Infrastructure
FILE REFERENCE 014\002\001\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That the report be received by Council. INTRODUCTION: This is a monthly update of the works undertaken through the Works and Infrastructure Department since the last meeting of Council and a summary of the works proposed for the coming month. PREVIOUS COUNCIL CONSIDERATION: Provided as a monthly report – Council consideration at previous meetings. OFFICER’S REPORT: Outstanding Reports:
Motion Number
Meeting Date Council Decision Comments
05/11.12.2.95 9 May 2011 1. That Council write to the affected residents seeking feedback on a proposed speed limit reduction in Ansons Bay on Acacia Drive.
2. Council do not support the Ansons Bay Progress Association proposed signage that says “Dead Slow Live Children”. Council has received correspondence from the Ansons Bay Progress Committee indicating their desire for a reduction in the current speed limit from 60km/h to 40km/h. The Progress Committee is also seeking Councils support of erecting signs that indicate “Dead Slow Live Children”.
Only one section of Acacia Drive remains at 60km/h. Application made to DIER to extend 40kph to include remaining section of street. DIER provided verbal approval in December 2013, with written approval expected to be received in May 2014 at the next Traffic Committee meeting.
| 04/14.12.2 Works and Infrastructure Report 99
Motion Number
Meeting Date Council Decision Comments
11/12.17.2.CC 19 November 2012
1. That Council authorise the preparation of design and specifications for the new stormwater drain on Cecilia Street, St Helens from Medea Cove in a northerly direction adjacent to the St Helens Visitor Information Centre.
2. That Management investigate the funding and implementation options and report back to Council.
3. That the estimated project cost be listed in the 10 Year LTFP as funded from Reserve Funds until Council determines its position upon considering the funding and implementation options.
COMPLETED. At a special council meeting on 7 April 2014, Council has awarded the contracts to supply and install the specified stormwater drainage.
05/13.7.4.121 20 May 2013 A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at its meeting in June 2013 and consider any advice as required from relevant State Agencies. That Council replace the current one (1) lane bridge at Cornwall to two (2) lanes of concrete construction, within the bridge replacement programmed, and that Council investigate the possibility that Cornwall Coal contribute to the cost.
The bridge has been added to the 2014/2015 Bridge Replacement Program. The bridge consultant has added this bridge for geotechnical testing and will provide construction options and cost estimates along with the other bridges in the 2014/2015 Program.
10/13.7.4.253 21 October 2013
A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at a future meeting and consider any advice as required from relevant State Agencies. That Council provide a list of all current and future memorial gardens. These memorial gardens are to be protected and considered as heritage items for present and future generations of the Break O’Day communities.
This was discussed at the council workshop on 03 February 2014. A memorial garden list was reviewed and agreed at the council workshop on 7 April 2014. A draft policy will be presented for discussion at the workshop on 5 May 2014.
| 04/14.12.2 Works and Infrastructure Report 100
Motion Number
Meeting Date Council Decision Comments
12/13.7.2.322 16 December 2013
A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at a future meeting and consider any advice as required from relevant State Agencies. That Council provide community groups the first opportunity to purchase Council equipment that is due to be replaced at a reasonable price that will not be a burden on the ratepayers, but advantage to these groups.
A proposal will be presented for discussion at the Council workshop on 5 May 2014.
01/14.7.2.005 28 January 2014
A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at a future meeting and consider any advice as required from relevant State Agencies. That all community groups involved or affected by any upgrade or remedial action be advised promptly and their input be taken into consideration to ensure that the St Marys trotting track is maintained to a standard that ensures it’s used during wet weather.
COMPLETED. Council staff have met with committee members of the St Marys Pacing Club and agreed short-term works completed to the club’s satisfaction. A longer-term solution will be submitted for consideration in the 2014/2014 draft Capital Works Program. The report has been included in the April 2014 Council Meeting Agenda.
01/14.7.3.006 28 January 2014
A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at a future meeting and consider any advice as required from relevant State Agencies. That Council increase the budget to allow for an increase in casual employment or contractors at Christmas and Easter.
This was discussed at the council workshop on 3 February 2014 with a draft position to be presented for discussion at the next workshop on 5 May 2014.
| 04/14.12.2 Works and Infrastructure Report 101
Motion Number
Meeting Date Council Decision Comments
02/14.6.1.022 17 February 2014
That Council receive the petition and request the Manager Works and Infrastructure prepare approximate costings for listing for Council’s consideration during the 2014/2015 Budget deliberations
COMPLETED. A proposal has been listed for consideration in the 2014/2015 draft Capital Works Program.
02/14.7.1.023 17 February 2014
That Council commence conversations with TasWater regarding completing of the recirculating pipework from the St Helens Sewerage Treatment Plant to the St Helens Sports Complex and St Helens Golf Club.
Request for meeting has been initiated.
02/14.12.6.034 17 February 2014
That the Council Officer’s report be received, the bridge be demolished and that further discussion with the property owner be undertaken.
COMPLETED. The Manager Works and Infrastructure met with the property owners of the Aberfoyle property on 28 March 2014.
02/14.12.7.035 17 February 2014
That Council approve the construction of a new 1.2 wide footpath from the end of the existing footpath at the intersection of Tasman Highway and Tully Street for a length of 170 metres northwards with associated stormwater improvements.
COMPLETED. The works have been completed.
02/14.13.4.038 17 February 2014
That Council purchase the roller door which the committee of the Break O’Day Woodcraft Guild and Men’s Shed have obtained a quote for totalling $660.00 which includes supply and fit.
The roller door supplier has been requested to carry out a site measure to ensure installation fit.
03/14.7.1.046 17 March 2014 A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at a future meeting and consider any advice as required from relevant State Agencies. That Council clean Burns Bay Boat Ramp on a regular basis, ie fortnightly during the hotter months and once a month for the remainder of the year.
A report will be included in the May 2014 Council Meeting Agenda.
| 04/14.12.2 Works and Infrastructure Report 102
WORKS DEPARTMENT ACTIVITIES REPORT ROAD MAINTENANCE PROGRESS UPDATE
March 2014 April 2014
Grading of: North Ansons Bay Road Eddystone Point Road Policemans Point Road Ansons Bay Road
Completed Annie Street footpath. Roadside slashing at Binalong Bay
Road, Goulds Country, Lottah and Beaulieu Street.
Remedial work to footpath on Cecilia Street.
Stormwater connection on Charlotte Court at Fourmile Creek.
Open drain maintenance, at Scamander Avenue.
Connect open drain to stormwater pit at Medea Street in St Helens
Install flood flap to stormwater pipe on St Helens foreshore.
Tree maintenance/removal on Medeas Cove Road behind school & on St Helens Point Road.
Grading of: Ansons Bay Road Medeas Cove Road
Complete Tully Street / Tasman Highway footpath.
Replace stormwater pits on Cameron Street in St Helens and on St Helens Point Road.
Tree removals at Ansons Bay Road, Equestrian ground and Upper Scamander Road.
TOWN AND PARKS MAINTENANCE PROGRESS UPDATE
March 2014 April 2014
Maintaining main street naturestrips, parks, reserves and recreational grounds as programmed.
Heavy roadside vegetation clearing – Greenbank Drive at Four Mile Creek.
Traffic management assistance for tree removals on St Helens Point Road.
Planning for Easter pre-holiday priority works.
Maintaining main street naturestrips, parks, reserves and recreational grounds as programmed, with focus on high visitor areas in preparation for Easter break.
| 04/14.12.2 Works and Infrastructure Report 103
FACILITIES MAINTENANCE PROGRESS UPDATE
March 2014 April 2014
Monthly preventative maintenance inspections.
On-going council-wide seats & picnic table installation.
Playground repairs due to council-wide audit.
Maintenance work on various buildings, as picked up in preventative inspections.
Installed light pole at rear of the St Helens Memorial Park.
Installed signs at Industrial Estate & Recreation Ground in St Helens
Monthly preventative maintenance inspections.
On-going council-wide seats & picnic table installation.
Playground repairs due to council-wide audit.
Maintenance work on various buildings, as picked up in preventative inspections.
Install concrete base for windsock St Helens Aerodrome
Start construction new BBQ shelter at Beauty Bay.
CAPITAL WORKS PROGRESS UPDATE – 2013/2014
Project March 2014 April 2014
Annie Street Kerb and Gutter, Stormwater and Footpath Works (St Helens)
Footpath works commencing.
Footpath works to be completed.
Tully Street / Tasman Highway Footpath Works (St Helens)
Footpath works commencing.
Footpath works commencing.
Cecilia Street Stormwater Upgrade (St Helens)
Tenders close on 18 March 2014.
Tenders awarded.
2013/2014 Bridge Program (Council wide)
Tenders awarded. Design plans to be approved.
Priory Road Bridge Replacement
Specifications completed. Tender advertised 12 April 2014.
Beauty Bay Landslide Rectification Works (St Helens)
Design drawings completed.
Tender advertised 12 April 2014.
New Netball Court (St Helens) Asphalt surfacing and grand stands completed.
Plexipave and linemarking to be installed.
New lighting for skate park (St Helens)
Project handover to Works Department.
Light fittings ordered by contractor. Works scheduled for completion by May 2014.
New solar panels and hot water cylinders for the Equestrian Club and Multi-Purpose Sports Building (St Helens)
COMPLETED.
Tasman Highway / St Helens Point Road Intersection Upgrade (St Helens)
Deed agreement signed. Request quotations for design services.
| 04/14.12.2 Works and Infrastructure Report 104
CAPITAL WORKS PROGRESS UPDATE – 2014/2015
Project March 2014 April 2014
2014/2015 Bridge Program: (Council wide)
Geotechnical investigations completed.
Tender documents and specifications being prepared.
LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011-2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Improve Council’s communication, consultative processes, representation and advocacy. BUDGET AND FINANCIAL IMPLICATIONS: Not applicable. VOTING REQUIREMENTS: Simple Majority.
| 04/14.12.3 Works and Infrastructure Capital Works Breakdown Report 105
04/14.12.3 Works and Infrastructure Capital Works Breakdown Report
INFORMATION
| 04/14.12.3 Works and Infrastructure Capital Works Breakdown Report 106
| 04/14.12.4 Animal Control Report 107
04/14.12.4 Animal Control Report
ACTION INFORMATION PROPONENT Council Officer
OFFICER Municipal Inspector
FILE REFERENCE 003\008\002\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That the report be received by Council. INTRODUCTION: This is a monthly update for animal control undertaken since the last meeting of Council. PREVIOUS COUNCIL CONSIDERATION: Provided as a monthly report – Council consideration at previous meetings. OFFICER’S REPORT: This is a monthly update of the complaints and work that has been done and the action that has been taken for each complaint of the month of March 2014: 6 March 2014
Patrol - all dogs on lead.
Phoned a dog owner regarding a kennel licence and complaint and harassment from neighbour. Kennel licence application will be done next week and I have advised the owner to go to the police if the neighbour threatens him or to kill his dog again.
I phoned a man’s wife about his cattle being out on the road. The man was at the property at Mathinna fencing. The man caught up with the police and then contacted me. Someone has been cutting his fences and leaving gates undone. The man also reported trees down on Tyne Road today.
Four (4) unregistered vehicles parked on a road side reserve at Short Street, Fingal. I have looked up registrations and taken photos. Tasmania Police have issued them with a notice to remove within seven (7) days.
Patrol Fingal – no dogs.
Patrol St Marys - asked a tourist to place his Labrador back on lead.
Patrol Scamander - nothing to report.
Check dog registrations at a property in Cameron Street, St Helens. Both dogs are registered.
Check tent at Kings Parks as it’s a prohibited camping area and the tent has been there for a week, I have left a note at tent telling them to remove tent within 48 hours as camping is prohibited there. I have advised the Works Department Executive Assistant that if tent is still there by Tuesday morning that the police are to be notified and they are to inspect it before Council can remove it.
Infringement for unregistered dog in Chimney Heights, Stieglitz.
Patrol - Thompsons Court, St Helens.
| 04/14.12.4 Animal Control Report 108
13 March 2014
Patrol - man on foreshore with a beagle cross off lead. I asked him to put his dog on lead and he took his dog home as he did not have a lead.
Replied to complaint that was sent to the Mayor.
Meeting with Corporate Services Manager and staff regarding fees.
Talk to the General Manager regarding barking dogs in Thompson Court, St Helens as I have had a complaint.
Fingal to talk to a man in Gray Street regarding his dog barking. The man is actually 50% deaf and when he is sleeping at night he doesn’t hear the dog. The man is going to try to stop the barking by putting the dog in the shed.
Patrol St Marys - nothing to report.
Patrol Scamander- only one (1) dog being walked on the footpath by its male owner.
Patrol - Binalong Bay – all problem dogs are in and nothing else around.
Patrol – Beaches at Steiglitz and Akaroa, once again no dogs. 19 March 2014
Patrol St Helens - nothing to report.
Contacted a lady in Pringle Street, Scamander regarding barking dogs in Steel Street. I have phoned the property owner, the man lets his friends use the shack. He will warn them that they are to stop their dogs barking.
A lady rang and complained this morning about her neighbour’s dogs always out and in the paddocks killing wildlife. The owner of dogs is on Tasman Highway, Four Mile Creek and the dog is a brindle hound looking thing and a white medium size dog – bitser. I am awaiting a call from the dog’s owner as she was not home when I went there today
27 March 2014
Depot - got dog in pound out and interacted with him for half hour. Beautiful boy who just wants to be close to people. Sits on command.
Patrol – raining and all quiet looked up near Penelope Street, St Helens as a spaniel and a pointer were seen at large earlier on this morning.
Inspection at Scamander Avenue for kennel licence - beautiful yard with amazing high secure fences – approved.
I have been to Newman Street, St Marys and spoke to a man, his partner and her son. All I got was abuse and the dog has been hidden away somewhere. I asked for the dog or photos of the dog if it wasn’t there and they would not provide either (they showed me a photo of the dog as a small puppy). I went to the police station after I had been to Newman Street and the man followed me there. I updated the Police Officer whom was on duty there and he is aware of the situation and what had taken place today. The Police Officer then spoke to the man after I had left. The other sheep owner had been to the man’s house on Sunday and that has obviously alerted the man to the issue and therefore the dog has been hidden away. I have spoken to both of the sheep owners and informed him of today’s events. Until we can find the dog I
| 04/14.12.4 Animal Control Report 109
cannot prove that this is the dog in the attacks. I have advised the sheep owners to shoot the dog if it is harassing their sheep and then to report to Council.
Patrol – St Marys all quiet.
Patrol Steiglitz - not a dog to be seen.
Called a lady regarding a barking dog in St Marys. Dog seems to not be there at the moment. I have asked the lady to let me know if the barking starts again.
Patrol St Helens - still raining and no dogs. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011-2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Improve Council’s communication, consultative processes, representation and advocacy. BUDGET AND FINANCIAL IMPLICATIONS: Not applicable. VOTING REQUIREMENTS: Simple Majority.
| 04/14.12.5 St Marys Pacing Club 110
04/14.12.5 St Marys Pacing Club
ACTION INFORMATION PROPONENT Council Officer
OFFICER Stephen Yam, Manager Works and Infrastructure
FILE REFERENCE 027\030\003\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That Council receive the report. INTRODUCTION: The purpose of this report is to provide Councillors with information regarding works to alleviate saturated tracks at the St Marys Pacing Club. PREVIOUS COUNCIL CONSIDERATION: Council Resolution 01/14.7.2.005: “That all community groups involved or affected by any upgrade or remedial action be advised promptly and their input be taken into consideration to ensure that the St Marys trotting track is maintained to a standard that ensures it’s used during wet weather.” OFFICER’S REPORT: Track Saturation At the request of the St Marys Pacing Club Committee, council officers met with the committee on 23 December 2013 to inspect the saturated trotting track located on the north east corner of the trotting track, close to the rear of the St Marys Lawn Bowls Club. The inspection determined that a section of the tracks were saturated and that any works will not be completed in time for the state trotting body to approve the tracks for the annual St Marys New Year’s Day Races. It was agreed that minor works be carried out to ensure the track is suitable for a proposed race for the Easter weekend in 2014. Short Term Works Under the directions of the St Marys Pacing Club, council staff completed short-term works in early February 2014 to ensure the area around the saturated track would drain properly. The works included deepening and widening existing drains. All works were done to the satisfaction of the St Marys Pacing Club Committee, with Council receiving an email thanking our works staff for their work.
| 04/14.12.5 St Marys Pacing Club 111
Longer Term Solution Much of the stormwater comes off Gray Road and this needs to be channelled under the track and past the trotting track circuit onto the west of the recreational grounds. To enable a long-term solution to be scoped, the area has already been surveyed. A longer-term solution will be submitted for consideration in the 2014/2015 draft Capital Works Program. It is expected that the works would cost approximately $35,000. LEGISLATION/STRATEGIC PLAN & POLICIES Strategic Plan 2011 – 2015 Goal Asset Management – Ensure the efficient and effective provision of appropriate community assets. Strategy Provide a strategic framework for Council to manage, maintain, enhance and develop open space and associated public realm areas for the benefit of residents and visitors. BUDGET AND FINANCIAL IMPLICATIONS: Proposed Capital Works estimate of $35,000, excluding GST, in the 2014/2015 Budget. VOTING REQUIREMENTS Simple Majority.
| 04/14.13.1 Community Services – Strategic Plan Activity Report 112
04/14.13.0 COMMUNITY DEVELOPMENT
04/14.13.1 Community Services – Strategic Plan Activity Report
INFORMATION Goal: Community Building
Build capacity to improve community spirit and enhance a sense of wellbeing.
Strategies Activities Measure of Success
Utilise existing skills and resources within our community to enhance the wellbeing of our community
1. Identify areas of existing skills that can be utilized
2. Support new and existing organizations in enhancing the wellbeing of our community through mentoring programs and events
Learner Driving Program is still working well – numbers are increasing The St Helens Digital Hub is meeting its target numbers and in some instances exceeding them.
Provide opportunities for people to come together and develop connections and networks
1. Support and encourage activities, events and festivals for the Break O’Day area
2. Assist community groups in finding solutions for obtaining public liability insurance
3. Keep the community informed on
Council activities 4. Recognize achievements and
successes in the community
Council to support existing community events and working with organisations to increase the calendar of events Council supporting and working with overarching bodies (TransBod) to assist groups in having public liability insurance Continuation of monthly and special newsletters and updating webpage Council supports the Australia Day Awards and also provides funding for sporting recognition
Promote and encourage arts, culture and heritage opportunities within our communities
1. Support and encourage events and festivals for the Break O’Day area
2. Develop and implement an arts, cultural and heritage strategy (Link to MMP) that would include:-
Investigate artists in residence program
Investigate opportunities for a community art space
Facilitate annual photographic event
Continue to support our history room
Continue to strengthen partnerships with key stakeholders at local, state and federal levels
Council provides funding to assist with events and festivals Plan currently being developed through the Municipal Management Plan. Council provides funding to support programs such Ten Days on the Island
| 04/14.13.1 Community Services – Strategic Plan Activity Report 113
Strategies Activities Measure of Success
Plan for and support access to quality services, facilities, health, education and information that meet the needs of all age groups and communities particularly youth, people with disabilities and our ageing population
1. Develop and implement a Recreation and Open Space strategy (Link to MMP)
2. Work with external agencies in
facilitating activities and events 3. Advocate for improved health,
education and other government services within the scope of Council’s role and in conjunction with community
4. Continue to strengthen partnerships with key stakeholders at local, state and federal levels
5. Explore community transport options
Consultants developing this plan through the MMP process – to be completed late 2013 Work with neighbouring Councils in developing activities Council attendings quarterly network meetings to address community issues with visiting health practitioners Council continues to lobby at State and Federal levels.
Minimize the impact of disasters by improving community and Council’s preparedness
1. Review existing municipal emergency management plan, community recovery plan and other relevant plans
2. Develop a business continuity plan in relation to Council’s functions
3. Continue to provide education to the
community 4. Continue to strengthen partnerships
with local, state and federal bodies
Currently Emergency Management Plan has been endorsed by the Commissioner of Police – will be reviewed in two years Regular updates provided through Council’s Newsletter Attend quarterly meetings of Northern Emergency & Northern Recovery meetings
| 04/14.13.2 Community Services Report 114
04/14.13.2 Community Services Report
ACTION INFORMATION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE N/A
ASSOCIATED REPORT AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That the report be received. INTRODUCTION: The purpose of this report is to provide Councillors with an update of various issues which are being dealt with by the Community Services Department. PREVIOUS COUNCIL CONSIDERATION: Provided as a monthly report – Council consideration at previous meetings. OFFICER’S REPORT: Outstanding Reports: Motion Number
Meeting Date Council Decision Comments
11/11.7.2.274 14 November, 2011
A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at its meeting December 2011: That Council proceed with sealing of the St Helens airstrip as soon as possible and it be funded from Council Reserves.
Site inspection has been held – awaiting completion of Airport Feasibility Study. A survey of the St Helens airstrip is currently being undertaken by East Coast Surveying to assist with the Airport Feasibility Study. This project has been incorporated into a brief that has been prepared to seek external funding.
09/13.13.6.256 16 September 2013
That Council under Section 178 of the Local Government Act 1993 authorise the General Manager to sell Certificate of Title Volume 228953 Folio 1 (Fingal Tennis Court) situated at 17 Grant Street, Fingal.
Property will be put out for Expression of Interest
03/14.13.5.067 17 March 2014 That Council does not provide financial assistance to the Scamander Surf Life Saving Club to assist with the completion of Stage 2 of the facility.
Advised by letter of Council’s decision.
| 04/14.13.2 Community Services Report 115
Motion Number
Meeting Date Council Decision Comments
03/14.13.5.068 17 March 2014 That Council in principle adopt the following plans/studies/ strategies which have been completed as part of the Municipal Management Plan project: 1. Responding to Climate
Change prepared by EMC; 2. Airstrip Feasibility Study –
Part A and B prepared by Aurecon; and
3. Economic Development Strategy prepared by MCa.
Completed, same to be placed on Council’s website and advertised through our monthly newsletter.
03/14.17.4.CC 17 March 2014 That Council fund all of the projects through the Community Funding Program and take any surplus out of the Community Lifestyle Account.
Letters written and cheques requested.
Council Community Grants/Sponsorship 2013-2014:
Youth Health Worker $35,000 Youth Activities 6,000 Seniors Day 3,000 Star FM Sponsorship 10,000 Bay of Fires Art Prize – sponsorship 10,000 School prizes 1,000 Swimcart 1,000 St Helens Athletics Carnival 2,500 Carols by Candlelight 1,600 Fingal Coal Festival 2,000 Funding BEC Directory 2,000 Community Car 2,500 Community Lifestyle 12,500 Photographic Competition 1,000 Game Fishing 2,000 Break O’Day Woodcraft Guild 2,500 Volunteer Week 2,500 Marketing Greater Esk Tourism 2,500 Family Fun Fish Day 2,000 Artisians Arts Festival Quarterly Markets 4,000 Community Grants 30,000 Misc Community Donations 7,500 Regatta & Woodchopping 6,000 Sporting donations (under GM Delegation) 2,000 St Marys Memorial Service funding 500 Pyengana Endurance Ride 500 Regional Tourism Association (RTO) 50,000
| 04/14.13.2 Community Services Report 116
Updates on current projects being managed by Community Services: Binalong Bay Foreshore Master Plan – Standing Item The consultants have advised at the time of writing this report, the final report should be with Council before the end of April, 2014. Municipal Management Plan – Planning for Tomorrow – Standing Item The consultants are currently working through the final stages of the Municipal Management Plan –the draft Art & Cultural Strategy is in its final stages of consultation with the focus groups and interested parties. Safer Community Meeting & Network Meeting- Standing Item The Safer Community Meeting has been postponed to May, minutes of the meeting will be providing once received through the Information Papers. Combined Mountain Bike Trail – Dorset/Break O’Day Councils – Standing Item Council is currently working through the Reserve Activity Assessment statement which is required by the Parks & Wildlife Service. World Trail has commenced work on the Derby stage of the project. St Helens Digital Hub – Trade Training Centre – Standing Item The St Helens Digital Hub moved location in March from inside the St Helens Trade Training Centre to the Break O’Day Council office. This move was done with minimal disruption to service and has been positively received by the community. The move was necessary due to the increase in enrolments at the Trade training Centre and the increasing noise level was no longer a comfortable learning environment for the mostly older participants of the Hub. The Hub has now been relocated in what is known as the ‘Library’ in the Break O’Day Council Office. Our March attendance figures have shown an increase in the number of new participants in both one-on-one and group training sessions and this could partly be attributed the our new more suitable location at the Break O’Day Council Office. For the month of March 89 training sessions were conducted at the Hub, this is an increase of 19 sessions from last month, 21 of those participating in sessions had not attended the Hub before, some of this may be due to the more visible location of the Hub.
| 04/14.13.2 Community Services Report 117
As can be seen from the table below we are exceeding the monthly agreed training session targets given to us by the Department of Communications (target in blue – actual in orange).
Month
Agreed number of group training
sessions per
month
Number of group
training sessions delivered
Agreed number of 1:1
sessions per
month
Number of 1:1
training sessions delivered
Total group and 1:1
training sessions agreed
Total group and
1:1 training
sessions delivered
Total number of group and
1:1 participants
March 8 12 40 62 48 74 89
Youth Event Council worked in partnership with St Helens Neighbourhood House and the Healthy House in running an event for Youth Week on 12 April, 2014. The event was held at the Portland Hall, St Helens Tender – Break O’Day Council Planning for Sustainable Tourism Development on Tasmania’s East Coast The consultants have undertaken a field study of the project area and are now completing component one of the project - this component will identify options for tourism development in the project area, including nodal (eg., tourism hot spots) and linear development (eg. walking tracks). LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011-2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Improve Council’s communication, consultative processes, representation and advocacy. BUDGET AND FINANCIAL IMPLICATIONS: Not applicable. VOTING REQUIREMENTS: Simple Majority.
| 04/14.13.3 Community Services Capital Works Breakdown Report 118
04/14.13.3 Community Services Capital Works Breakdown Report
INFORMATION
| 04/14.13.4 Request for Fee Waiver – Banner Poles – Bay of Fires Art Prize 119
04/14.13.4 Request for Fee Waiver – Banner Poles – Bay of Fires Art Prize
ACTION DECISION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE 004\011\005\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION:
That Council support the Bay of Fires Art Prize event by waiving the banner pole hire fees for the month of June 2014 in the amount of $4,000, for the hire of eight (8) banner poles @ $500 each.
INTRODUCTION:
Council has received a request from the organisers of the Bay of Fires Art Prize seeking a fee waiver to place their banners advertising the event.
PREVIOUS COUNCIL CONSIDERATION:
No previous Council consideration.
OFFICER’S REPORT:
The objective of the Bay of Fires Art Prize event is to create a number of quality events that substantially increase visitor numbers to the East Coast and in particular St Helens during the winter season. It will provide an opportunity for local residents to enjoy the work of talented artists, artisans, performers and producers to attract intra and interstate visitors to the Break O’Day region and increase trade for local businesses.
LEGISLATION / STRATEGIC PLAN & POLICIES:
Strategic Plan 2011 – 2015
Goal Community Building – Build capacity to improve community spirit and enhance a sense of wellbeing
Strategy Promote and encourage arts, culture and heritage opportunities within our communities.
BUDGET AND FINANCIAL IMPLICATIONS:
This item is not budgeted for and the cost of the Works Depot staff installing and dismantling the banners would need to be covered by Council.
VOTING REQUIREMENTS:
Simple Majority.
| 04/14.13.5Seeking Funds to Complete Trail of The Tin Dragon Project at Weldborough 120
04/14.13.5 Seeking Funds to Complete Trail of The Tin Dragon Project at Weldborough
ACTION DECISION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE 011\029\008\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That Council support the Trail of Tin Dragon Project to be constructed at Weldborough and provide additional funding to cover the cost of the development of the car park and interpretative signage to a maximum of $35,000.00 subject to results of the tender process. INTRODUCTION: This project has been earmarked for Weldborough for some years and has received grant funding in the sum of $195,000 to complete the development of the infrastructure. PREVIOUS COUNCIL CONSIDERATION: Discussed at the Council Workshop held on the 7 April 2014. OFFICER’S REPORT: Council has funding to construct and install the aluminium walkway through grant funding but due to the cost of the project there is a shortfall in the establishment of a car park and interpretative signage. The proposed project will:
be around 102m long and ends at a small platform in a clearing – some interpretative signage will be placed along the track.
• The track has been designed without steps so that it can be used by people with wheelchairs and prams with a maximum ramp of 1:14 (4.1°).
• The vegetation clearance required for the trail is 300mm either side of the track at path level, 500mm either side at shoulder level and 2.2m in height clearance with no obstacles over the track.
• As part of this proposed development and the Mountain Bike Trail project, Council needs to provide car parking at Weldborough - the preferred site for the car park is adjacent to the start of the tail – entrance off Emu Flat Road .
The proposed cost for the car park is $20,000 – the proposed scope of the work to include some minor excavation work and supply and install 100 mm loose gravel.
| 04/14.13.5Seeking Funds to Complete Trail of The Tin Dragon Project at Weldborough 121
LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Community Building – Build capacity to improve community spirit and enhance a sense of wellbeing Strategy Promote and encourage arts, culture and heritage opportunities within our communities. BUDGET AND FINANCIAL IMPLICATIONS: This item is not budgeted for and the cost of the Works Depot staff constructing a car park would need to be covered by Council along with the development of interpretative signage. VOTING REQUIREMENTS: Simple Majority.
| 04/14.13.6 Review – Break O’Day Council Awards Policy 122
04/14.13.6 Review – Break O’Day Council Awards Policy
ACTION DECISION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE 002\024\004\
ASSOCIATED REPORTS AND DOCUMENTS
CB02 Council Awards Policy
OFFICER’S RECOMMENDATION: That Council adopt CB02 Break O’Day Council Awards Policy, as amended. INTRODUCTION: All policies are required to come to Council for review; this is part of this ongoing process. PREVIOUS COUNCIL CONSIDERATION: Adopted March 2012; this particular amendment was considered at the April 2014 Council Workshop OFFICER’S REPORT: As this is a very stable Policy, it is recommended that the Policy be reviewed every three (3) years. A new section, to recognise significant birthdays and anniversaries has been included as requested by Council. There is also the recognition of the role of Manager of Community Services as secretary to the Australia Day Awards Committee, otherwise only very minor grammatical amendments are suggested for this Policy. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures. BUDGET AND FINANCIAL IMPLICATIONS: Nil VOTING REQUIREMENTS: Simple Majority.
| 04/14.13.6 Review – Break O’Day Council Awards Policy 123
| 04/14.13.6 Review – Break O’Day Council Awards Policy 124
| 04/14.13.6 Review – Break O’Day Council Awards Policy 125
| 04/14.13.6 Review – Break O’Day Council Awards Policy 126
| 04/14.13.6 Review – Break O’Day Council Awards Policy 127
| 04/14.13.6 Review – Break O’Day Council Awards Policy 128
| 04/14.13.6 Review – Break O’Day Council Awards Policy 129
| 04/14.13.7Review – Council Fee Remission of Building and Development Fees Policy 130
04/14.13.7 Review – Council Fee Remission of Building and Development Fees Policy
ACTION DECISION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE 002\024\004\
ASSOCIATED REPORTS AND DOCUMENTS
CB08 Council Fee Remission of Building and Development Fees for Community Groups Policy
OFFICER’S RECOMMENDATION: That Council adopt CB08 Council Fee Remission of Building and Development Fees for Community Groups Policy, as amended. INTRODUCTION: All policies are required to come to Council for review; this is part of this ongoing process. PREVIOUS COUNCIL CONSIDERATION: Adopted March 2012; this specific amendment was considered at the April 2014 Council Workshop. OFFICER’S REPORT: As this is a very stable Policy, it is recommended that the Policy be reviewed every three (3) years. Only very minor grammatical amendments have been suggested for this Policy. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures. BUDGET AND FINANCIAL IMPLICATIONS: Nil. VOTING REQUIREMENTS: Simple Majority.
| 04/14.13.7Review – Council Fee Remission of Building and Development Fees Policy 131
| 04/14.13.7Review – Council Fee Remission of Building and Development Fees Policy 132
| 04/14.13.8 Review – Community Facility Hire Policy 133
04/14.13.8 Review – Community Facility Hire Policy
ACTION DECISION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE 002\024\004\
ASSOCIATED REPORTS AND DOCUMENTS
CB07 Community Facility Hire Policy
OFFICER’S RECOMMENDATION: That Council adopt CB07 Community Facility Hire Policy, as amended. INTRODUCTION: All policies are required to come to Council for review; this is part of this ongoing process. PREVIOUS COUNCIL CONSIDERATION: Adopted July 2012; this specific amendment considered at the April 2014 Council Workshop. OFFICER’S REPORT: As this is a very stable Policy, it is recommended that the Policy be reviewed every three (3) years. No amendments are recommended for this Policy, except the recognition of the non-waivable administration fee adopted by Council and that this administration fee does not apply to Memorial Services. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures. BUDGET AND FINANCIAL IMPLICATIONS: Nil. VOTING REQUIREMENTS: Simple Majority.
| 04/14.13.8 Review – Community Facility Hire Policy 134
| 04/14.13.8 Review – Community Facility Hire Policy 135
| 04/14.13.8 Review – Community Facility Hire Policy 136
| 04/14.13.8 Review – Community Facility Hire Policy 137
| 04/14.13.9 Review – Community Grants / Assistance Policy 138
04/14.13.9 Review – Community Grants / Assistance Policy
ACTION DECISION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE 002\024\004\
ASSOCIATED REPORTS AND DOCUMENTS
CB06 Community Grants/Assistance Policy
OFFICER’S RECOMMENDATION: That Council adopt CB06 Community Grants/Assistance Policy, as amended. INTRODUCTION: All policies are required to come to Council for review; this is part of this ongoing process. PREVIOUS COUNCIL CONSIDERATION: Adopted March 2012; this specific amendment was considered at the April 2014 Council Workshop. OFFICER’S REPORT: As this is a very stable Policy, it is recommended that the Policy be reviewed every three (3) years. Only very minor grammatical amendments are recommended to this Policy. The Policy previously included a complete Application Form template and it is recommended that this be removed as it only adds to the size of the Policy, without adding to the intent/content. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures. BUDGET AND FINANCIAL IMPLICATIONS: Nil. VOTING REQUIREMENTS: Simple Majority.
| 04/14.13.9 Review – Community Grants / Assistance Policy 139
| 04/14.13.9 Review – Community Grants / Assistance Policy 140
| 04/14.13.10 Review – Banner Pole Hire Policy 141
04/14.13.10 Review – Banner Pole Hire Policy
ACTION DECISION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE 002\024\004\
ASSOCIATED REPORTS AND DOCUMENTS
CB05 Banner Pole Hire Policy
OFFICER’S RECOMMENDATION: That Council adopt CB05 Banner Pole Hire, as amended. INTRODUCTION: All policies are required to come to Council for review; this is part of this ongoing process. PREVIOUS COUNCIL CONSIDERATION: Adopted March 2012; this specific amendment was considered at the April 2014 Council Workshop. OFFICER’S REPORT: As this is a very stable Policy, it is recommended that the Policy be reviewed every three (3) years. Only very minor grammatical amendments have been suggested for this Policy. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures. BUDGET AND FINANCIAL IMPLICATIONS: Nil. VOTING REQUIREMENTS: Simple Majority.
| 04/14.13.10 Review – Banner Pole Hire Policy 142
| 04/14.13.10 Review – Banner Pole Hire Policy 143
| 04/14.13.10 Review – Banner Pole Hire Policy 144
| 04/14.13.10 Review – Banner Pole Hire Policy 145
| 04/14.13.11 Review – Community Engagement Policy 146
04/14.13.11 Review – Community Engagement Policy
ACTION DECISION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE 002\024\004\
ASSOCIATED REPORTS AND DOCUMENTS
CB03 Community Engagement Policy
OFFICER’S RECOMMENDATION: That Council adopt CB03 Community Engagement, as amended. INTRODUCTION: All policies are required to come to Council for review; this is part of this ongoing process. PREVIOUS COUNCIL CONSIDERATION: Adopted March 2012; this specific amendment was considered at the April 2014 Council Workshop. OFFICER’S REPORT: As this is a very stable Policy, it is recommended that the Policy be reviewed every three (3) years. This Policy was adopted with a great deal of detail, including references to legislation and Council strategies. This would require that the policy be continually be reviewed for changes to any of these references, as well as being cumbersome due to being larger than necessary. The Policy has therefore been contracted by removing this type of reference, without any attempt to change the intent or content of the Policy. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures. BUDGET AND FINANCIAL IMPLICATIONS: Nil. VOTING REQUIREMENTS: Simple Majority.
| 04/14.13.11 Review – Community Engagement Policy 147
| 04/14.13.11 Review – Community Engagement Policy 148
| 04/14.13.11 Review – Community Engagement Policy 149
| 04/14.13.11 Review – Community Engagement Policy 150
| 04/14.13.11 Review – Community Engagement Policy 151
| 04/14.13.11 Review – Community Engagement Policy 152
| 04/14.13.11 Review – Community Engagement Policy 153
| 04/14.13.11 Review – Community Engagement Policy 154
| 04/14.13.12 Titley Shack – Binalong Bay – Terms of Reference 155
04/14.13.12 Titley Shack – Binalong Bay – Terms of Reference
ACTION DECISION PROPONENT Council Officer
OFFICER Chris Hughes, Manager Community Services
FILE REFERENCE 031\004\052\
ASSOCIATED REPORTS AND DOCUMENTS
Draft Terms of Reference
OFFICER’S RECOMMENDATION: That Council: 1. Adopt the Terms of the Reference for the Title Shack Reference Group which
outline the purpose and structure of the group. 2. In conjunction with the Binalong Bay Ratepayers Association ask for expressions of
interest in forming a committee of five (5) to form a Titley Shack Reference Group to maintain the "Titley" shack and to deliver a proposal to Council about its opening to the public as a small photographic museum commemorating the history of the area.
INTRODUCTION: Council signed an agreement with Crown Land Services to lease the “Titley Shack” and communicate with the community for its future use. PREVIOUS COUNCIL CONSIDERATION: No previous Council consideration. OFFICER’S REPORT: Council took over the lease of the Title Shack for the future use in the recreation/tourism/visitor experience of the area. It was discussed during the transfer of this property to Council that the community would be involved in any decision making in regards to the use of the Titley Shack. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Community Building – Build capacity to improve community spirit and enhance a sense of wellbeing Strategy Promote and encourage arts, culture and heritage opportunities within our communities.
| 04/14.13.12 Titley Shack – Binalong Bay – Terms of Reference 156
BUDGET AND FINANCIAL IMPLICATIONS: This item is not budgeted for and will need to be considered in the 2014-2015 budget discussions. VOTING REQUIREMENTS: Simple Majority.
| 04/14.13.12 Titley Shack – Binalong Bay – Terms of Reference 157
Terms of Reference The role and function of the Titley Shack Reference Group is as follows: 1. Advise and provide comment to Council on matters pertaining to the management and
protection of the Titley Shack both referred to by Council and on the Reference Group’s own initiative.
2. To ensure that any matters pertaining to the management and protection of the Titley
Shack incorporate the strategies outlined within the Binalong Bay Foreshore Master Plan.
3. Encourage community input/involvement in the Titley Shack management issues. 4. Stimulate public interest in the management of the Titley Shack. 5. Facilitate communication between the community and Council in relation to Titley
Shack management issues. 6. Report/respond to issues referred to the Group by Council in a timely manner. 7. The Titley Shack Reference Group will be made up as follows:
three (3) local residents;
one (1) Councillor; and
a local historian, e.g. Gary Richardson. The Group will be supported by the Council’s Manager of Community Services. A
proxy may be nominated by each member to attend on their behalf with only one person to be nominated by each member to maintain consistency.
8. A term of appointment for the Titley Shack Reference Group will be for 2 years and be
able to attend meetings on a regular basis. 9. A chairperson to be nominated for a period of one (1) year 10. Meetings are to be held on a monthly basis. 11. All minutes of meetings of the Group will be made available to the public and tabled at
Council meetings by the Council representative on the Group. 12. No individual member of the Group is to make public statements to the media on behalf
of the Group. 13. The Titley Shack Reference Group is to act in a consultative role and not intervene in
the day to day activities of Council. 14. Council may after consultation with the Titley Shack Reference Group, recommend that
the Terms of Reference be changed.
| 04/14.14.1 Development Services – Strategic Plan Activity Report 158
04/14.14.0 DEVELOPMENT SERVICES
04/14.14.1 Development Services – Strategic Plan Activity Report
INFORMATION Goal: Environment and Planning Ensure sustainable management of natural and built resources is respectful to our unique location.
Strategies Activities Measure of Success
Provide a sound framework for strategically planned and orderly future development by updating and improving Land Use Strategy and Planning Scheme
1. Continue to participate in the regional planning initiatives
2. Review land use zoning for the
municipality in regard to identified needs and likely future demographics, economic, environmental and social trends
3. Prepare a revised Land Use Strategy (Settlement) based on review
4. Prepare amendments to planning
scheme and seek relevant government approval
Draft interim planning scheme lodged with the Tasmanian Planning Commission for assessment in March 2013. The Interim scheme was declared by the Minister for Planning and became effective from 1 June 2013 Land Use and Development Strategy for the entire municipality commenced to review land use zones. St Helens and Surrounds Structure Plan completed in December 2012.
Adopt environmental sustainability principles in undertaking Council activities
1. Assess opportunities to reduce energy consumption and reduce Council’s carbon footprint (eg by utilizing low energy light bulbs, solar panels etc)
2. Continue to support Council’s Internal Energy Audit Group
3. Continue to participate in the
Planet Footprint Program 4. Communicate learnings to the
community and investigate ways to support the community in achieving the same results
Energy saving hot water systems installed in St Mary’s and St Helens public showering facilities. Timed Hot water delivery systems installed to St Helens and St Mary’s public showering facilities. Review and fine tuning of Council office air conditioning system helped achieve a 7.5% reduction in energy consumption and keep pace with steep electricity price rises. Replacement of light globes with LED type as required. Ongoing review of all existing Council Assets to improve energy consumption. Energy Audit group is ongoing. Participation with Planet footprint is ongoing. Results showing that energy consumption has reduced. Ongoing education advising the public of the benefits of various energy efficient systems including, gas, solar and heat pump systems.
| 04/14.14.1 Development Services – Strategic Plan Activity Report 159
Strategies Activities Measure of Success Develop and implement an environmental sustainability policy for the region
1. Formulate environmental sustainability policy
2. Engage key stakeholders/ community in policy development
3. Implement policy in day to day
operations of our community
BOD NRM Strategy 2012 adopted by Council. Dog Policy implemented and a review undertaken. Community and stakeholders engaged in policy and programs addressing environmental issues.
Minimize the impacts of climate change
1. Develop climate change strategy (Link to MMP) that would include:- 1. Identification and plan for
threats/impact from climate change
2. Review of land use zones to ensure they take account of identified threats and impacts from climate change
Sea Level Rise flood mapping completed for St Helens and adopted by Council as new measures in Interim Planning Scheme. Tasmanian Climate Adaption Project (TCAP) completed. Lower George River Floodplain Risk Management Plan completed.
Ensure the health of the public and environment is maintained at legislated levels or above
1. Develop an environmental health management plan
2. Continue the investigation of the
Eat Safe program
Draft Completed in July 2012 and adopted by Council. Program commenced on 1 July 2011 and has remained ongoing, participation rate is 50%.
| 04/14.14.2 Development Services Report 160
04/14.14.2 Development Services Report
ACTION INFORMATION PROPONENT Department
OFFICER Development Services
FILE REFERENCE 031\013\003\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That the report be received. INTRODUCTION: The purpose of this report is to provide Councillors with an update of various issues which have been dealt with by the Development Services Department since the previous Council Meeting. PREVIOUS COUNCIL CONSIDERATION: Provided as a monthly report – Council consideration at previous meetings. OFFICER’S REPORT: Outstanding Reports:
Motion Number
Meeting Date Council Decision Comments
11/11.7.3 14 November 2011
A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at its meeting December 2011: That Council support Pyengana War Memorial Hall and Recreation Committee by applying for a Sport and Recreation grant to build a shower block at the Recreation Ground and that Council provide a donation of $2,000 to this group to be funded from the Community Lifestyle budget.
Awaiting for plans and submission of costs to be provided by the committee in order to provide a full report to Council.
09/13.14.6.259 16 September 2013
That the construction of the amenities building at the Fingal Sports Complex (Brown Street) be deferred until further community feedback has been received.
Risk assessment has been carried out to be reported to the General Manager. Deferred to 2014/2015 Capital budget. Further community feedback to be sought.
| 04/14.14.2 Development Services Report 161
Motion Number
Meeting Date Council Decision Comments
02/14.7.3.024 17 February 2014
A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at a future meeting and consider any advice as required from relevant State Agencies. That Council make a policy on Fire Abatements and have time frames of sending out to land owners who have had an Abatement notice the previous year. “That early Abatements/Reminders be sent at the end of the first week of November each year with a 21 day time frame to be completed allowing for seven (7) business day from the date letter is sent. A total of 28 Days from the date sent.”
Report currently being prepared.
02/14.16.1.044 17 February 2014
That in accordance with Section 30Q(4)(c) of the Land Use Planning and Approvals Act 1993, the proposed dispensation (BRE D1/2013) at 13 Storey Street, St Marys to allow a residential use to occur on the site, be supported by the Break O’Day Council Planning Authority.
Complete.
03/14.15.9.076 17 March 2014
That Council’s Management liaise with the St Helens Football Club and progress the design and documentation of new multi-use change rooms for the St Helens Sport and Recreation Ground.
To be commenced in April 2014.
RMPAT and TPC Cases: Nil Meetings Attended: Flinders Island – Northern Tasmania Development and Geografia – Housing Needs Study for Northern Tasmania. Northern Tasmania Development – Building a Bullet Proof Business Case – Launceston.
| 04/14.14.2 Development Services Report 162
Planning Projects underway during 2013/2014 financial year 1. Regional Land Use Framework/Strategy This project is now complete. Some possible revisions are being worked upon at present by the Management Committee. These revisions involve looking at Rural Living issues, Major Tourism sites and Urban Mixed Use issues (not relevant to Break O’Day). There revisions have been put out for public comment on 23 March 2013. At present the timing for the implementation of these issues is unknown, as it is subject to the approval from the Minister for Planning. 2. Interim Planning Scheme The Interim Planning Scheme 2013 has been declared by the Minister for Planning and became effective on 1 June 2013. Approximately 23 submissions on the Interim Planning Scheme were received during the public exhibition period. Council has forwarded the report, representations and Council minute to the Tasmanian Planning Commission at 30 November 2013. The Commission will advise hearing dates for the submissions in the New Year. An urgent amendment to the Interim Planning Scheme was advised to Council by the Tasmanian Planning Commission in November to correct wording in the Rural Resource Zone Use Table. The changes were required due to errors in the regional model. The amendment was exhibited for 14 days from 21 December 2013. 3. Break O’Day Land Use Strategy This project is part of the MMP. Information on this project can be found in the report regarding the MMP.
| 04/14.14.2 Development Services Report 163
NRM Meetings
25.03.14 Scamander Join Scamander Foreshore Weed group on monthly working bee with PWS
25.03.14 St Helens Planning NRM themed Bay of Fires Youth Art Prize 2014 event with organisers.
26.03.14 Scamander Hosted NRM North Team meeting at Scamander Surf Life Saving Club
31.03.14 Launceston Water Quality Catchment Action Plan Project Reference Group meeting
02.04.14 St Marys St Marys School Farm Committee meeting
07.04.14 St Helens Met with Break O'Day Community College, TasTAFE and NE Bioregion Network on Green Army opportunities to increase VET training
08.04.14 Scamander Break O'Day Council NRM Committee Meeting
08.04.14 Scamander Attended official launch by Environment Tasmania of their federally funded Skyline Tier reforestation project with NE Bioregion Network.
Georges Bay and Catchment Water Quality CAP project (Catchment Action Plan)
This new NRM North project will review priority actions for Georges Bay and Catchment. It is starting with planning of consultation and process and will mostly occur during 2014/2015. Other catchments participating in the region are the Mersey and Brid /Forester.
Weed and Cat Management programs
Developed for Council Workshop consideration with Works Department consultation and costed budget proposals. The weed program includes Weed Action Plan that provided a strategic framework for directing limited resources.
Small Farm Living and School Tree Program in St Marys
Two (2) native plant propagation workshops conducted on 4 April at St Marys School Farm by the Understorey Network; the first for the St Marys Small Farm Living group. 150 Great Trees of the Valley were sown by students to kick off a School Tree Program. A workshop on ‘polytunnels’ for extended growing seasons is planned for the end of May as part of the Small Farm Living groups program.
On–going on the NRM desk
The Georges Bay Marine Discovery Festival planned for the last weekend in March was postponed till summer by Environment Tasmania – it included a seagrass activity was devised by the NRM Facilitator to improve community awareness.
Return of the estuary weed rice grass in Georges Bay.
Advice and support to community and Development Services team.
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Farm investment proposals and completions for NRM North’s Property Management Planning program.
Carbon Reduction Program – gradual progress using Planet Footprint reports on Council energy use and costs.
BUILDING SERVICES Projects Completed in 2013/2014 Financial year:
Replacement of Wind Lock Roller Doors with Automatic Roller doors, Patient Transfer Building, St Helens Airport – Completed July 2013.
Replacement of Windows and Doors to Kitchen, Portland Hall –– Completed August 2013.
Installation of Height Safety Systems to High Risk Buildings (Depot, Scamander Tip Compacter Shed, Council Offices, Sports Complex (Main Building)) – Completed September 2013.
Installation of Automatic Roller door, St Marys Football Clubrooms - Completed August 2013.
Replacement of Fingal Park BBQ Shelter - Completed August 2013. St Helens Indoor Sports Centre – Design Brief Completed October 2013. Demolition of Shacks & Reinstatement of Car park, The Gulch, Binalong Bay –
Completed December 2013. Demolition of old and new score box, St Marys Sports Complex – Completed March
2014. Projects ongoing –Capital Works Program – 2013/2014 Financial Year
Fingal Park (Main Street Toilet Block) – Operational Mid December 2013, Further works to be completed include, external landscaping, car park, replace picnic tables. – Due to be completed prior to May 2014;
Renovation of Toilets at Portland Hall – Commenced March 2014 Due to be Completed prior to Mid April 2014;
New Beauty Bay BBQ and Shelter, Redirect Stormwater Drain & replace walkway to Jetty – Regulatory Approvals Obtained – Works Scheduled to Commence Mid April 2014 and be completed prior to end financial year.
Approved Capital Works Program – 2013/2014 Financial Year - not yet started
Front Counter Renovations, Council Chambers – Deferred 2014/2015. Council Approved works – Ongoing/commenced (Separate to Capital Works)
Civic Centre Feasibility Study, Municipal Management Plan – Received Final Draft, Feedback to be provided by Building Services Coordinator;
Life Cycle and Heritage Assessment of Old Tasmanian Hotel, Fingal – Awaiting Reports to be Received;
Life Cycle Report on Portland Hall – Building Condition report received, structural engineering report underway, to be workshopped;
Design Brief – St Helens Football Building Additions (Multi user Change Rooms) – Meetings with Clubs to be scheduled;
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Design Brief – St Marys Sports Centre (Renovation & Additions) – Design Concepts Completed – Project Handover to be completed.
Council Approved works not commenced (Separate to Capital Works)
Nil. Plant Purchases – Building Services – 2013/2014 Financial Year
Replacement of Nissan X-trail C11QD – Arrived August 2013.
Purchase of Nifty Lift – Arrived July 2013. Environmental Health
Food Safety Audits
Year to Date: Environmental Health Officer (EHO) has carried out a total of 23 food
safety audits at registered food businesses.
Summer beach recreational water quality sampling program Bacteriological sampling will be carried out once a month from December 2013 to
March 2014. Microbial standard for primary contact (swimming). Enterococci/100ml less than 140 Good Water Quality GREEN Greater than 140 and less than 280 – conduct sanitary survey Moderate Water
Quality YELLOW Two (2) consecutive samples greater than 280 – unsuitable for swimming Poor Water
Quality RED Results:
BEACH 11/12/13 8/1/14 6/2/14 13/3/14
Grants Lagoon GREEN GREEN GREEN GREEN
Binalong Bay Beach GREEN GREEN GREEN GREEN
Beauty Bay GREEN GREEN GREEN GREEN
Wrinklers Lagoon GREEN GREEN GREEN GREEN
Scamander River GREEN GREEN GREEN GREEN
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Compliance Officer – Overview of activities New Investigations conducted this month 7 Current ongoing investigations 67 Building Notices issued this month 4 Plumbing Notices issued this month 0 Infringement Notices issued this month 0 Building Orders issued this month 1 Plumbing Orders issued this month 0 LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011-2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Improve Council’s communication, consultative processes, representation and advocacy. BUDGET AND FINANCIAL IMPLICATIONS: Not applicable. VOTING REQUIREMENTS: Simple Majority.
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04/14.14.3 Planning Approvals Issued
INFORMATION
DA NO. LOCATION SECTION
227-2013 31 Coffey Drive, Binalong Bay Dwelling & Carport 57
153-2012 23320 Tasman Highway, Scamander Dwelling & Shed 56
252-2013 176 Tully Street, St Helens 2 Lot Subdivision 57
273-2013 St Columba Falls Road, Pyengana 3 Lot Boundary Adjustment 58
267-2013 22 Coffey Drive, Binalong Bay Units x 3 57
184-2013 27749 Tasman Highway, Pyengana Legalisation of Dwelling Additions 58
251-2013 76 Medeas Cove Esplanade, St Helens
Shed 57
266-2013 84 Main Street, St Marys Patio 58
014-2014 27 Franks Street, Falmouth Dwelling & Shed 57
025-2014 36 Treloggen Drive, Binalong Bay Change of Use to Visitor Accommodation
58
011-2014 34 Treloggen Drive, Binalong Bay Sunroom & Deck 57
042-2014 34 Quail Street, St Helens Roof Infill No permit Required
034-2014 16 Groom Street, St Helens Verandah Additions 58
| 04/14.14.4 Building Services Approvals 168
04/14.14.4 Building Services Approvals
INFORMATION
No. BA No. Town Development Value
1 2012 / 00033 St Helens New Dwelling $217,500.00
2 2014 / 00008 Ansons Bay New BBQ Shelter & Deck to Dwelling $20,000.00
3 2013 / 00221 Scamander Addition - Enclosed Patio $18,000.00
4 2013 / 00200 Ansons Bay Addition - Dwelling (Bedroom, Living Room Extension, Utility room only $41,000.00
5 2013 / 00256 Falmouth Addition to Dwelling - Deck / Veranda and New Carport / Garage $26,000.00
6 2013 / 00265 Akaroa New Carport $4,320.00
7 2014 / 00010 St Helens Addition to Shed - Carport only $17,114.00
8 2013 / 00177 Scamander Legalisation of Deck $7,200.00
9 2013 / 00012 Ansons Bay Legalisation of Shed $50,000.00
10 2014 / 00021 Ansons Bay New Shed x 2 $80,000.00
11 2014 / 00024 Beauty Bay New BBQ Shelter $15,000.00
12 2013 / 00239 Ansons Bay New Dwelling $77,000.00
13 2014 / 00016 Binalong Bay Solar Panels (10kw) $10,000.00
ESTIMATED VALUE OF BUILDING APPROVALS FINANCIAL YEAR TO DATE
2012/2013 2013/2014
$16,230,375 $8,818,262.00
ESTIMATED VALUE OF BUILDING APPROVALS FOR THE MONTH
MONTH 2013 2014
March $1,646,200 $583,134.00
NUMBER BUILDING APPROVALS FOR FINANCIAL YEAR TO DATE
MONTH 2012/2013 2013/2014
March 165 117
| 04/14.14.5 Development Services Capital Works Breakdown Report 169
04/14.14.5 Development Services Capital Works Breakdown Report
INFORMATION
| 04/14.14.6 Scamander Surf Life Saving Club 170
04/14.14.6 Scamander Surf Life Saving Club
ACTION DECISION PROPONENT Council Officer
OFFICER Jake Ihnen, Building Services Coordinator
FILE REFERENCE 040\095\001\
ASSOCIATED REPORTS AND DOCUMENTS
Plans Quote Further Information
OFFICER’S RECOMMENDATION: 1. That Council consent to the construction of the toilet and shower block at Scamander
Surf Club.
2. That Council assign Councils Building Services Coordinator to undertake a project Management role (excluding finance management) to ensure the build is in accordance with Council requirements.
INTRODUCTION: A written request has been received by the Scamander Surf Club to make a variation to Stage 2 of the Scamander Surf Club Building. PREVIOUS COUNCIL CONSIDERATION: 17 March 2014 – Council Meeting - 03/14.13.4.067 14 June 2011 – Council Meeting – 06/11.14.5.136 8 August 2011 – Council Meeting – 08/11.13.7.198 OFFICER’S REPORT: The attached letter received 24 March 2014 and proposed Amended Plans contains the required information for Council to make an assessment to consider consenting to the construction of the shower and toilet facilities. Council staff have reviewed the proposal and it is considered that the proposed structures would be a benefit to the community as long as the access is for private use only and no public access is permitted. It is proposed to construct the building to ‘lock-up’ and continue to seek funds during the construction phase. Council staff doesn’t consider this a problem as long as the building can be reached to ‘lock up stage’. Eastern Creek Building Services have provided a quotation for the work and the committee have provided written confirmation that the funds are available to provide full payment to this stage. Council staff have not been requested to carry out any project/construction management to date.
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LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Asset Management – Ensure the efficient and effective provision of appropriate community assets. Strategy Provide a strategic framework for Council to manage, maintain, enhance and develop open space and associated public realm areas for the benefit of residents and visitors. BUDGET AND FINANCIAL IMPLICATIONS: The proposed addition is on Council land and will incur depreciation and maintenance costs over the life of the building. VOTING REQUIREMENTS: Simple Majority.
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| 04/14.15.1 General Manager’s – Strategic Plan Activity Report 192
04/14.15.0 GENERAL MANAGER’S REPORT
04/14.15.1 General Manager’s – Strategic Plan Activity Report
INFORMATION Goal: Leadership and Governance Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels.
Strategies Activities Measure of Success
Recruitment of external grant funding
1. Actively identify and pursue external grant funding opportunities consistent with Council priorities
Ongoing – applications are made as opportunities arise
Promote Council as Employer of Choice
1. Develop and implement human resource strategy to address:
Leadership and communication
Attraction, recruitment and selection
Induction, training and development
Motivation, management and reward
Retention and support
Implement training program for future leaders
Performance management processes implemented and embedded
Coaching of Managers in staff relations
Ensure Council members have the resources and skills development opportunities to effectively fulfil their responsibilities
1. Support Elected Members through the provision of education and training opportunities
2. Ensure the provision of accurate,
up to date and quality information
Elected Member Training
Relevant seminars, workshops, conferences, etc as appropriate opportunities arise
Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures
1. Conduct compliance audit and determine program for implementing recommendations based on identified gaps in order of priority
Reviewed and updated annually
Improve Council’s communication, consultative processes, representation and advocacy
1. Establish and implement a marketing and communications strategy (internal and external)
2. Develop and implement a consultation policy
3. Represent community needs to state/federal government
Marketing and Communications Strategy to be prepared
Monthly newsletters prepared
Community Engagement Policy was adopted in March 2012 – reviewed annually
Council actively represents community needs to State/Federal Governments
| 04/14.15.1 General Manager’s – Strategic Plan Activity Report 193
Goal: Economic Development Achieve sustainable economic development.
Strategies Activities Measure of Success
Develop and implement initiatives to attract people to live, work and invest in the Council area
1. Develop an economic development strategy (Link to MMP) that would include but not be limited to:-
Facilitation of new and existing business ventures through appropriate land use planning
Promotion and advocacy for new and existing business opportunities and advantages
Provision of services, facilities and amenities that attract people to the area
Appropriate signage for businesses in the region
2. Continue to strengthen
partnerships with key stakeholders at local, state and federal levels
Initiate preparation of Municipal Management Plan (MMP) incorporating the development of an Economic Development Strategy
Establishing partnerships with state agencies through the development of the Municipal Management Plan, particularly Department of Economic Development, Tourism and the Arts
Goal: Asset Management Ensure the efficient and effective provision of appropriate community assets.
Strategies Activities Measure of Success
Provide a strategic framework for Council to manage, maintain, enhance and develop open space and associated public realm areas for the benefit of residents and visitors
1. Prepare Municipal Management Plan (MMP) that incorporates the following components:-
Coastal Park Concept Plan
Coastal Park Vegetation Management Plan
Recreation and Open Space Development Plan
Community Infrastructure and design guidelines – set of guidelines/manual for community infrastructure and signage
Urban Design Framework
BOD Economic Strategy and BOD Tourism Strategy
Civic Centre – Feasibility Study
BOD Airstrip Re-development Feasibility Study
Responding to Climate Change
Arts, Cultural and Heritage Strategy
Community Safety Plan
Preparation of the Municipal Management Plan (MMP) is underway – expected completion September/October
| 04/14.15.2 General Manager’s Report 194
04/14.15.2 General Manager’s Report
ACTION INFORMATION PROPONENT Council Officer
OFFICER Des Jennings, General Manager
FILE REFERENCE 002\012\001\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That the General Manager’s report be received. INTRODUCTION: The purpose of this report is to provide Councillors with an update of various issues which are being dealt with by the General Manager and with other Council Officers where required. PREVIOUS COUNCIL CONSIDERATION: Provided as a monthly report – Council consideration at previous meetings. OFFICER’S REPORT: Outstanding Reports: Motion Number
Meeting Date
Council Decision Comments
05/13.7.2.118 20 May 2013 A report is sought providing advice in accordance with the requirements of Section 65 of the Local Government Act 1993 for the information of Council at its meeting in June 2013 and consider any advice as required from relevant State Agencies. That the Council explores the possibility of entering a partnership sponsorship with the State Government and the AMC (UTAS) to the effect that either a post-graduate or the whole of school adopts a project that examines the navigability of George’s Bay into the future.
MAST are currently preparing an Economic Study. A visit to UTas (AMC) arranged by NTD has taken place. Discussions held with UTas and a meeting arranged with representatives meeting notes circulated separately for Council’s information.
10/13.18.4.283 21 October 2013
That the General Manager be authorised to follow up with relevant State Politicians and provide further reports in regards to the St Marys Sport and Recreation Facility – upgrade of kitchen and the St Marys Arts, Culture and Heritage Precinct.
In progress.
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Motion Number
Meeting Date
Council Decision Comments
01/14.7.4.007 28 January 2014
The item of support for the Blue Tier Reserve be deferred for discussion at a Council Workshop.
The item was listed at the February Council Workshop and no further information was available at this time and will be relisted for a future workshop.
02/14.15.4.043 17 February 2014
That Council commence public exhibition and community consultation of the St Helens Foreshore redevelopment plan title “St Helens Waterfront 01 January 2014”.
In progress.
03/14.11.16.061 17 March 2014
That Council works with the Sub Regional Alliance to identify a cost-effective approach to complying with the legislated requirement for an Audit Panel.
Requested that the item be listed on the next SRA agenda for May.
03/14.15.5.072 17 March 2014
That Council endorse the Future Regional Governance Proposal dated 22 January 2014 as the ongoing management of the Northern Regional Planning Initiative.
NTD advised.
03/14.15.6.073 17 March 2014
That Council do not approve the request to waive the cost for the purchase of a blade sign for the St Helens Op Shop. MOTION LOST
St Helens Op Shop representatives advised of Council’s decision to waive the fees.
03/14.15.7.074 17 March 2014
That Council support the submission of the following two (2) motions to the Local Government Association of Tasmania (LGAT) Annual General Meeting and General Meeting for consideration: 1. Super Trawler 2. Police Checks
Motions submitted to LGAT.
03/14.15.8.075 17 March 2014
That actions of the Deputy Mayor and General Manager in executing the grant deed for the redesign and upgrade of the junction of St Helens Point Road and Tasman Highway be endorsed.
Grant Deed executed and returned.
03/14.15.11.078 17 March 2014
1. That Council authorise the General Manager to progress the preparation of a master plan for Annie Street site, catering for public and private health services and facilities.
2. That the master plan be progressed only if the Annie Street site is identified as a suitable location for the proposed new St Helens Hospital.
Emailed the Department of Health and Human Services Officer and advised of Council’s decision.
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Meetings Attended:
18.03.14 Canberra – Meeting with Consultants and Federal Government Representatives regarding the Planning for Sustainable Tourism Project
19.03.14 Canberra – Meeting with Consultants and Federal Government Representatives regarding the Planning for Sustainable Tourism Project
20.03.14 St Helens – Meeting with Ian Abernathy from Pitt & Sherry
21.03.14 Launceston – Local Government Committee Meeting
25.03.14 St Helens – Meeting with Owners of the Bayside Inn – Meeting with Peter Paulsen regarding the HMAS Tobruk
Project – Meeting with the CEO of the East Coast Regional Tourism
Organisation
26.03.14 St Helens – Teleconference with Representatives from the Federal Government Department of Health
27.03.14 Launceston – Meeting with Representatives from UTAS/AMC
28.03.14 St Helens – Meeting with Representatives from Dorset Council regarding the North East Mountain Bike Project
31.03.14 St Helens – Meeting with Representatives from Northern Tasmania Development and Consultant regarding Housing Affordability
02.04.14 St Helens – Meeting with Consultants for the Planning for Sustainable Tourism Project
03.04.14 St Helens – Meeting with Jenny McQuilkin from the Integrity Commission
04.04.14 Launceston – Regional Planning Committee Meeting
07.04.14 St Helens – Council Workshop – Special Council Meeting
10.04.14 St Helens – Meeting with the Tourism Tasmania Board
11.04.14 St Helens – Meeting with the Tourism Tasmania Board
15.04.14 St Helens – Meeting with Representatives from the State Grants Commission
23.04.14 St Helens – Council Meeting
Actions Approved under Delegation:
NAME/DETAILS DESCRIPTION OF USE OF
DELEGATION DESCRIPTION DELGATION NO /
ACT
Main Street, St Marys
Affixing of the Common Seal Boundary Adjustment
Number 12 – Miscellaneous Powers and
Functions to the General Manager
Hansen Partnership Pty Ltd – Planning for Sustainable Tourism Project
Affixing of the Common Seal Service Agreement
Number 12 – Miscellaneous Powers and
Functions to the General Manager
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NAME/DETAILS DESCRIPTION OF USE OF
DELEGATION DESCRIPTION DELGATION NO /
ACT
Waverley Farm Affixing of the Common Seal Extension of Private Burial Site
Number 12 – Miscellaneous Powers and
Functions to the General Manager
Sport & Recreation Tasmania – Trails and Bikeways Grants Program – Blue Tier Mountain Bike Development Project
Affixing of the Common Seal Grant Deed
Number 12 – Miscellaneous Powers and
Functions to the General Manager
Grant Street, Falmouth – 2 Lot Subdivision
Affixing of the Common Seal Plan of Survey
Number 12 – Miscellaneous Powers and
Functions to the General Manager
Boundary Adjustment – Franks Street, Falmouth
Affixing of the Common Seal Final Plan of Survey
Number 12 – Miscellaneous Powers and
Functions to the General Manager
Boundary Adjustment – Tasman Highway, St Helens
Affixing of the Common Seal Final Plan of Survey
Number 12 – Miscellaneous Powers and
Functions to the General Manager
Suncoast Singers
Power to remit any charges up to $350 ordinarily imposed as a hire fee under Section 205(1)(a) of the Local Government Act 1993 for the use of any property or facility owned or managed by the Council in accordance with the provisions of Section 207 of the Local Government Act 1993
Hire of Portland Hall - $130.00
Number 9 – Local Government Act
1993
St Helens Senior Citizens
Power to remit any charges up to $350 ordinarily imposed as a hire fee under Section 205(1)(a) of the Local Government Act 1993 for the use of any property or facility owned or managed by the Council in accordance with the provisions of Section 207 of the Local Government Act 1993
Hire of Portland Hall - $160.00
Number 9 – Local Government Act
1993
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NAME/DETAILS DESCRIPTION OF USE OF
DELEGATION DESCRIPTION DELGATION NO /
ACT
Cystic Fibrosis Australia
Power to remit any charges up to $350 ordinarily imposed as a hire fee under Section 205(1)(a) of the Local Government Act 1993 for the use of any property or facility owned or managed by the Council in accordance with the provisions of Section 207 of the Local Government Act 1993
Hire of St Marys Recreation Ground & Building - $65.00
Number 9 – Local Government Act
1993
Bay of Fires Arts Market
Power to remit any charges up to $350 ordinarily imposed as a hire fee under Section 205(1)(a) of the Local Government Act 1993 for the use of any property or facility owned or managed by the Council in accordance with the provisions of Section 207 of the Local Government Act 1993
Hire of St Helens Foreshore - $115.00
Number 9 – Local Government Act
1993
Star FM
Power to remit any charges up to $350 ordinarily imposed as a hire fee under Section 205(1)(a) of the Local Government Act 1993 for the use of any property or facility owned or managed by the Council in accordance with the provisions of Section 207 of the Local Government Act 1993
Hire of Portland Hall - $80.00
Number 9 – Local Government Act
1993
Tenders and Contracts Awarded:
Tender Closing
Date
Description of Tender Awarded to
26.07.13 Demolition and construction of amenities building at Fingal Sports Complex
Deferred
17.02.14 Planning for Sustainable Tourism Development on Tasmania’s East Coast
Hansen Partnership Pty Ltd
25.02.14 2013/2014 Bridge Replacement Programs – Seven (7) Bridge Structures – Package A
TasSpan Civil Contracting Pty Ltd
25.02.14 2013/2014 Bridge Replacement Programs – Seven (7) Bridge Structures – Package B
BridgePro Engineering Pty
Ltd
18.03.14 St Helens Main Street Stormwater Upgrade – Construction
Shaw Contracting
18.03.14 St Helens Main Street Stormwater Upgrade – Concrete Products Supply
Hudson Civil Products
| 04/14.15.2 General Manager’s Report 199
LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011-2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Improve Council’s communication, consultative processes, representation and advocacy. BUDGET AND FINANCIAL IMPLICATIONS: Not applicable. VOTING REQUIREMENTS: Simple Majority.
| 04/14.15.3 Governance Capital Works Breakdown Report 200
04/14.15.3 Governance Capital Works Breakdown Report
INFORMATION
| 04/14.15.4Australian Local Government Association (ALGA) – 2014 National General Assembly
of Local Government – Call for Motion 201
04/14.15.4 Australian Local Government Association (ALGA) – 2014 National General Assembly of Local Government – Call for Motion
ACTION DECISION PROPONENT Council Officer
OFFICER Des Jennings, General Manager
FILE REFERENCE 039\001\001\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: That Council support the following item submitted by the General Manager to the Australian Local Government Association (ALGA) - 2014 National General Assembly of Local Government for consideration. Motion – Permanent Ban on Super Trawlers That ALGA call on the Australian Government to legislate a PERMANENT ban on ALL super trawlers operating in Australian waters before November 2014. National Objective If the Australian Government allows super trawlers to fish within Australian Waters there will be detrimental effects Nationally. The threat of factory fishing creating a ‘domino effect’, decimating fish stocks, jobs and local economies remains unless the Australian Government puts a permanent ban in place. Summary of Key Arguments In November 2012 the Federal Government made an amendment to the Environmental Protection and Biodiversity Conservation Act (EPBC Act) to ban super trawlers in the small pelagic fishery for two (2) years whilst an expert panel reviewed the environmental impacts. This ban is due to expire in November 2014. We believe that the more spheres of Government that take up this issue placing pressure on the Federal Government to legislate a permanent ban on all super trawlers in Australian Waters, the better likelihood there is of success. If a Super Trawler was to be allowed to fish in Australian waters and they were to fish off the East Coast of Tasmania the local and regional economy of St Helens and Break O’Day as a whole would be irreversibly downsized. Losses in domestic and export fishery revenues and related employment will be significant. Alternative local/regional employment will not be available, and the majority of the profits from such an enterprise would all go overseas with no financial benefit to local, commercial or recreational fisheries.
| 04/14.15.4Australian Local Government Association (ALGA) – 2014 National General Assembly
of Local Government – Call for Motion 202
INTRODUCTION: The Call for Motions was received from ALGA for 2014 National General Assembly which will be held from the 15 – 18 June 2014. PREVIOUS COUNCIL CONSIDERATION: The matter was discussed at the March and April 2014 Council Workshops. OFFICER’S REPORT: As outlined above Council discussed the above proposed motion at the March and April 2014 Council Workshops. This recommendation is merely requesting Council’s formal endorsement for the General Manager to submit these on behalf of Council. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Maintain financial viability and accountability in budgeting and administration. BUDGET AND FINANCIAL IMPLICATIONS: There would be no financial implications for Council. VOTING REQUIREMENTS: Simple Majority.
| 04/14.15.5 Intention to Make New By-Law – Reserves, Parks and Gardens 203
04/14.15.5 Intention to Make New By-Law – Reserves, Parks and Gardens
ACTION DECISION PROPONENT Council Officer
OFFICER Des Jennings, General Manager
FILE REFERENCE 008\001\010\
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: In accordance with section 156 of the Local Government Act 1993, Council resolves to make a by-law for the regulation of reserves, parks and gardens. PREVIOUS COUNCIL CONSIDERATION: No known previous Council consideration. OFFICER’S REPORT: This report is a result of legal advice that for Council to bring in a new by-law a resolution by an absolute majority under As per section 156 of the Local Government Act 1993 Council is required prior to the public consultation process and final consideration by Council to adopt a new by-law have a Council resolution by absolute majority advising its intent to make a new by-law. Following a resolution to proceed with a Reserves, Parks and Gardens By-Law Number 2 of 2014, the draft by-law and RIS will be presented to Council for consideration and discussion at a Council Workshop, following this it would then be presented to a Council meeting for adoption prior to it being referred to the Director of Local Government for consideration. If satisfied that the RIS meets all statutory requirements, the Director will issue a certificate of approval to Council. Council then gives notice by advertising in the press and carries out its public consultation. All submissions from the public consultation process will be provided to Council for consideration. Following consideration of all submissions Council makes the by-law under its common seal.
| 04/14.15.5 Intention to Make New By-Law – Reserves, Parks and Gardens 204
LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Leadership and Governance – Provide strong and informed leadership and effective management of community resources; empowering and involving the community at all levels. Strategy Ensure Council fulfils its legislative and governance responsibilities and its decision making, supported by sustainable policies and procedures. Goal Environment and Planning – Ensure sustainable management of natural and built resources is respectful to our unique locations. Strategy Ensure the health of the public and environment is maintained at legislated levels or above. Goal Asset Management – Ensure the efficient and effective provision of appropriate community assets. Strategy Provide a strategic framework for Council to manage, maintain, enhance and develop open space and associated public realm areas for the benefit of residents and visitors. BUDGET AND FINANCIAL IMPLICATIONS: There will be no financial implications to Council in approving this recommendation. VOTING REQUIREMENTS: Absolute Majority.
| 04/14.15.6 Municipal Management Plan (MMP) 205
04/14.15.6 Municipal Management Plan (MMP)
ACTION DECISION PROPONENT Council Officer
OFFICER Des Jennings, General Manager
FILE REFERENCE 002\017\009\
ASSOCIATED REPORTS AND DOCUMENTS
Transport Master Plan Stormwater Management Plan Circulated under separate cover
OFFICER’S RECOMMENDATION: That Council in principle adopt the following plans/studies/strategies which have been completed as part of the Municipal Management Plan project: 1. Stormwater Management Plan; and 2. Transport Master Plan INTRODUCTION: The development of the Municipal Management Plan is currently being undertaken by TCG Planning who have engaged a number of consultants to complete strategies and plans as identified by Council. PREVIOUS COUNCIL CONSIDERATION: No previous Council consideration. OFFICER’S REPORT: The Break O’Day Council is currently preparing a Municipal Management Plan which has included the preparation and integration of a number of reports, plans and strategies. The Plan will ensure that future development in the Municipality is undertaken in a strategic and integrated manner. The Plan will establish priorities for works over public land and infrastructure as set out in a 10 year framework in order to improve the physical appearance and functional layout of the towns and emphasize the unique value of public open space. The MMP will also be a key document in supporting funding applications by demonstrating strategic planning and community demand for the identified projects. It is recognized that external funding support is likely to be required to implement many of the priority works. Once Council adopts the components which make up the Municipal Management Plan, the documents will be placed on our website for comment.
| 04/14.15.6 Municipal Management Plan (MMP) 206
LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Community Building – Build capacity to improve community spirit and enhance a sense of wellbeing. Strategy
Promote and encourage arts, culture and heritage opportunities within our communities.
Plan for and support access to quality services, facilities, health, education and information that meet the needs of all age groups and communities particularly youth, people with disabilities and our ageing population.
Goal Environment and Planning – Ensure sustainable management of natural and built resources is respectful to our unique location. Strategy Minimise the impacts of Climate Change. Goal Economic Development – Achieve sustainable economic development. Strategy
Develop and implement initiatives to attract people to live, work and invest in the Council area.
Develop and implement initiatives for appropriate tourism in the region. Goal Asset Management – Ensure the efficient and effective provision of appropriate community assets. Strategy
Provide a strategic framework for Council to manage, maintain, enhance and develop open space and associated public realm areas for the benefit of residents and visitors.
Develop and implement a 10 year asset management plan for all classes of assets that includes:-
o Capital works program o Maintenance program
| 04/14.15.6 Municipal Management Plan (MMP) 207
Activity Prepare Municipal Management Plan (MMP) that incorporates the following components:-
Coastal Park Concept Plan
Coastal Park Vegetation Management Plan
Recreation and Open Space Development Plan
Community Infrastructure and design guidelines – set of guidelines/manual for community infrastructure and signage
Urban design framework
BOD Economic Strategy and BOD Tourism Strategy
Civic Centre – feasibility study
BOD Airstrip redevelopment feasibility study
Responding to Climate Change
Arts, cultural and heritage strategy
Community Safety Plan
Transport Master Plan BUDGET AND FINANCIAL IMPLICATIONS: There is no budget implication in relation to Council agreeing in principle to adopt the above plans VOTING REQUIREMENTS: Simple Majority.
| 04/14.15.7 HMAS Tobruk Feasibility Study Funding 208
04/14.15.7 HMAS Tobruk Feasibility Study Funding
ACTION DECISION PROPONENT Council Officer
OFFICER Des Jennings, General Manager
FILE REFERENCE 14/3028
ASSOCIATED REPORTS AND DOCUMENTS
Nil
OFFICER’S RECOMMENDATION: 1. That Council endorse the nomination of Councillor Mick Tucker to represent Council
as a member of the HMAS Tobruk Sub-Committee. 2. That Council endorse the nomination of the General Manager or Nominee to replace
Council as a member of the HMAS Tobruk Sub-Committee. 3. That Council fund the feasibility study for the HMAS Tobruk artificial reef/dive wreck
project proposed for Skeleton Bay up to $65,000 to assist with cash flow until the State Government funds its portion of the project that amounts to $50,000.
INTRODUCTION: The Skeleton Bay Dive Wreck Committee operates under the auspice of the St Helens & District Chamber of Commerce & Tourism, who are now establishing a Sub-Committee with representatives from Council, and to include:
Councillor Mick Tucker
Council Officer – General Manager or Nominee
PREVIOUS COUNCIL CONSIDERATION: Council endorsed a funding contribution to the project amounting to $15,000 at its meeting on 17 March 2014. OFFICER’S REPORT: Council has been approached to nominate two (2) representatives of the Sub Committee for the HMAS Tobruk Project, the members have been identified in the recommendation for Council’s consideration. Further, Council would recall that at its meeting of March 2014 Council supported the contribution of $15,000 towards the $65,000 feasibility study for the HMAS Tobruk artificial reef/dive wreck project. Action is being taken to progress the preparation of the feasibility study. The only current issue is that the funding from the State Government may not become available until post August 2014 at which time the study is to be completed. To progress the feasibility study authority is sought from council to fund the total study with the contribution to be received at a later date of $50,000 from the State Government.
| 04/14.15.7 HMAS Tobruk Feasibility Study Funding 209
The recommendation authorises this action which is at Councils discretion. LEGISLATION / STRATEGIC PLAN & POLICIES: Strategic Plan 2011 – 2015 Goal Economic Development – Achieve sustainable economic development. Strategy
Develop and implement initiatives to attract people to live, work and invest in the Council area.
Develop and implement initiatives for appropriate tourism in the region. BUDGET AND FINANCIAL IMPLICATIONS: The financial impact is: $15,000 Council endorsed at the March 2014 meeting $50,000 State Government contribution to be funded until repaid, date
to be determined $65,000 Total project cost VOTING REQUIREMENTS: Absolute Majority.
| 04/14.15.7 HMAS Tobruk Feasibility Study Funding 210
04/14.16.0 PLANNING AUTHORITY Pursuant to Section 25 of the Local Government (Meeting Procedures) Regulations 2005 the Mayor informed the Council that it was now acting as a Planning Authority under the Land Use Planning and Approvals Act 1993.
The Mayor advised the Council that it had now concluded its meeting as a Planning Authority under Section 25 of the Local Government (Meeting Procedures) Regulations.
| 04/14.17.1 Outstanding Actions List for Closed Council 211
Pursuant to Regulation 15 of the Local Government (Meeting Procedures) Regulations 2005 that Council move into Closed Council.
04/14.17.0 CLOSED COUNCIL
04/14.17.1 Outstanding Actions List for Closed Council
04/14.17.2 Sale of Property for Unpaid Rates - Closed Council Item Pursuant To Section 15(2)J Of The Local Government (Meeting Procedures) Regulations 2005
04/14.17.3 Trafalgar Track Update – Oceania 2015 Orienteering Event – Request for Assistance - Closed Council Item Pursuant To Section 15(2)F Of The Local Government (Meeting Procedures) Regulations 2005
04/14.17.4 Canhams Road Drainage - Closed Council Item Pursuant To Section 15(2)F Of The Local Government (Meeting Procedures) Regulations 2005
04/14.17.5 St Helens Sport and Recreation Ground Indoor Ball Court Grant Funding - Closed Council Item Pursuant To Section 15(2)F Of The Local Government (Meeting Procedures) Regulations 2005
Pursuant to Regulation 15 of the Local Government (Meeting Procedures) Regulations 2005 that Council move out of Closed Council.
IN CONFIDENCE