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Council Meeting Agenda
Council Meeting
BUSINESS PAPER WEDNESDAY 16/11/2016
Meeting to be held commencing 6:00pm In Council Chambers at 7 Bees Creek Road, Freds Pass
Kaylene Conrick, Chief Executive Officer
Any member of Council who may have a conflict of interest, or a possible conflict of interest in regard to any item of business to be discussed at a Council meeting or a Committee meeting should declare that
conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same.
Council Meeting Agenda
AGENDA Number Agenda Item Page
1 Opening of Meeting 1
2 Apologies and Leave of Absence 1
3 Confirmation of Minutes 1
4 Business Arising from the Minutes 2‐5
5 Conflict of Interest 6
6 Presentations 6
7 Petitions 6
8 Public Forum 6
9 Accepting or Declining Late Items 6
10 Notices of Motion 6
11 Mayors Report 6
12 Reports from Council appointed Representatives 6
13 Finance Report
13.1 Finance Report October 2016 7‐28
14 Officers Reports 29
14.1 Revised Risk Management Policy 30‐34
14.2 GOV01 Policy Framework 35‐43
14.3 Development Permit Lot 2 Virginia Road 44‐66
14.4 November 2016 Summary Planning and Mining Report 67‐70
14.5 Rating System Review 71‐72
14.6 10‐Year Waste Management Strategy Community Reference Group
73‐75
14.7 Black Spot Funding 76‐77
14.8 Community Representative Appointments to Howard Springs and Coolalinga Rural Activity Centre Area Plan Advisory Group
78‐81
15 Common Seal 82
16 Other Business 82
17 Public Questions 82
18 Confidential Items 82
19 Open the Meeting to the Public 82
20 Close of Meeting 82
NOTE: Attachments too large to include in the agenda can be found on Council’s website at
www.litchfield.nt.gov.au
Council Meeting Agenda Wednesday 16 November 2016
1. Open of Meeting
Audio Disclaimer An Audio recording of this meeting is being made for minute taking purposes as authorised by the Chief Executive Officer. Acknowledgement The Mayor acknowledges that the meeting is held on the land of the traditional owners and pays her respect to the Elders past and present for their continuing custodianship of the land and the children of this land across generations.
2. Apologise and Leave of Absence 3. Confirmation of Minutes
THAT the minutes of the Council Meeting held 19 October 2016, 9 pages, be confirmed.
Minutes were sent to Councillors under separate cover and available to the public on council’s
website [email protected] or in hard copy upon request.
4. Business Arising from the Minutes Attached for Council information is Action Sheet
1
Action Sheet
Resolution NumbResolution Action Officer Meeting Date CComments to Council
15/0032/02
12.4 QUESTIONNAIRE
Council prepare a plan and budget for conducting a comprehensive, formal survey of
residents regarding Council performance, service expectations and priorities, and
regional planning, which will come back for Council consideration.
Kaylene Conrick 23‐07‐15 Pending
15/0175/02
12.09 Meeting Procedures By‐Laws
2. THAT Council instruct the Acting Chief Executive Officer to begin negotiating with
Parliamentary Counsel on the drafting of Meeting Procedures By‐Laws for Litchfield
Council.
Kaylene Conrick 19‐11‐15Drafting instructions under development by department of Local Government and Community Services now Department
Housing & Community Development
16/0061
13.05 Acquisition Application of Mira Square, at Section 0368 (24) Aldridge Street,
Southport 16/0061
THAT CouncilEndorses the Acquisition Application of Mira Square, at Section 0368
(24) Aldridge Street, SouthportApproves the allocation of a $20,000 grant to the
Southport Progress Association as seed funding for the financial year 2016/17;
andAllocates $10,000.00 annually, commencing in 2017/18 as an operating grant to
the Southport Progress Association to manage Mira Square.
David Kingston 20‐04‐16 Submission forwarded to Department for Funding was unsuccesful
16/0097
Waste Transfer Station Audit
THAT Council
1. undertakes the following works at the Berry Springs Waste Transfer Site to
improve public and staff safety at the estimated costs outlined: Video
surveillance$10,000.00 Gate house$30,000.00 Electricity supply$15,000.00 Water
tank$3,000.00 400 metre new fencing and repairs$20,000.00
Raise concrete pads – Berry Springs
Raise concrete pads – Howard Springs (opportunity due to economies of
scale)$10,000.00 Installation of waste performance boards Berry
Springs$2,000.00 Total Estimated Cost$90,000.00
2. fund the works from Council's Waste Management Reserve
3. explores the staffing of the gatehouse as part of developing Council's 10
Year Waste Management Strategy.
4. Undertakes a community awareness campaign to communicate the
upgrade to residents
David Kingston 18‐05‐16 Completed ‐ see resolution 16‐0234 October Council meeting
16/0201‐01 Australia Day 2017
THAT Council establishes a Litchfield Australia Day Event Committee to plan and
execute the annual Australia Day event;
David Jan 21‐09‐16
In Progress ‐ Advertisement has been placed in NT News, Website, Facebook and has been emailed to all local school and
community groups requesting nominations for awards. Follow up emails and phone calls to stakeholders has resulted in 3
nominations
2
Action Sheet
16/0203
Signage, Roadside Vans and Events on Council Land
THAT Council:
1. Endorse a position that no approvals will be given for signage, roadside
vans or events on council owned land until such time as appropriate policy,
procedures and by‐laws are developed. This excludes Council Reserves which are
run under management by committee or under lease to an incorporated body;
2. Develop Council by‐laws to cater for the regulation of a permit system
for signage within the municipality and roadside vans and events on council owned
land;
3. Develop policy and procedures to support any Council by‐laws which are
enacted; and
4. To commence work on these by‐laws, policy and procedures in 2017/18
financial year.
David Jan 21‐09‐16 Work to commence in 2017/18 financial year in accordance with Council's resolution
16/0208
Reconstruction of Finn Road
THAT Council:
1. endorse the funding applications for $4,500,000 to the NT Government
Regional Economic Infrastructure Fund for the reconstruction of Finn Road at an
estimated total cost of $4,650,000; and
2. allocate $250,000 (cash in kind) from its 2016/17 approved budget
towards the project should its application be successful comprising:
General Consultancy $80,000
Project Management (in kind) $150,000
Infrastructure Reserve $20,000
$250,000
David Kingston 21‐09‐16 Pending decision to be made by NT Government
16/0209
Road Opening ‐ Centre Road ‐ Access to Freds Pass Reserve
THAT Council:
1. approve proceeding with the road opening process for a new access road
through Freds Pass Reserve; and
2. authorise all appropriate documents to be signed and common seal affixed by
the Mayor and Chief Executive Officer for the opening of the new access road.
David Kingston 21‐09‐16 Advertisement closing 24 October 2016
16/0210
Sealing of Caveth Road and William Road Berry SpringsTHAT a special rate scheme
be prepared for the properties that abut Carveth and Williams Roads to contribute
an amount per property of $4,010 towards the sealing of these roads in 2017/2018.
THAT the property owners in Carveth and Williams Rd be advised in writing of
Council's decision.
THAT the Developer provide a Bank Guarantee for the sum of $709,852 to the
Litchfield Council being the monies payable under its Developer Contribution Plan.
THAT an amount of $470,000 be provided in the Litchfield Council's 2017/18 Budget
for the construction of Carveth and William Road.
David Kingston 21‐09‐16 Letters to be distributed
3
Action Sheet
16/0212
Waste Management Strategy
THAT Council:
1. approves the Terms of Reference including the selection criteria for the
community members to form part of the community reference group to oversee the
preparation of the 10 year Waste Management Strategy; and
2. calls for Expressions of Interest inviting interested Litchfield residents to
nominate.
Peter Reeve 21‐09‐16Applications closed 24 October 2016, 3 submissions received. A report will proceed to the November Council meeting regarding
nominations to the Reference Committee
16‐0228
Christmas Period Closure – Administration Office
THAT Council:
1. closes the administration office on Wednesday 28 December 2016,
Thursday 29 December and Friday 30 December 2016; and
2. advises the public of the Christmas opening hours for the administration
office and waste transfer stations in the print media, on Council's website and
Facebook.
Kaylene Conrick 19‐10‐16 Advertising will comemnce early December 2016
16‐0229
Palmerston & Rural Seniors Committee 2016 Seniors Fortnight Evaluation Report
THAT Council:
1. receives the Palmerston & Rural Seniors Committee 2016 Seniors
Fortnight Evaluation Report; and
2. writes to the Palmerston & Rural Seniors Committee Inc. to congratulate
the Committee on a successful 2016 festival.
David Jan 19‐10‐16 Complete ‐ Letter of congratulations sent
16‐0232
Rural Activity Centre Area Plans Community Advisory Committees – Howard
Springs and Coolalinga Community Representatives
THAT Council:
1. Endorses the process to seek expressions of interest from the Howard
Springs and Coolalinga communities for up to five community members for the
Planning Commission's Community Advisory Committees;
2. Appoints the Ward Councillor and the Mayor to each Community
Advisory Committee;
3. Notifies selected community members; and
4. Writes and thanks all nominations submitted.
David Kingston 19‐10‐16Nominations closed Sunday 6 November 2016. Nominations will be reviewed and reported to council at the November Council
meeting in readiness with first Howard Springs community meeting in last week of November
16‐0233
Waiving of Green Waste Deposit Fees for November 2016
THAT Council:waiver the standard green waste $5 per load deposit fee for residents
for the month of November 2016 to encourage pre‐cyclone clean up; andadvises
residents of this opportunity via Council's website, Facebook and print media.
David Kingston 19‐10‐16 Fee ‐ free month is underway. Advertising to continue
4
Action Sheet
16‐0234
Improvements Berry Springs Waste Transfer Site
THAT Council undertakes the following safety works at the Berry Springs waste
transfer site to improve public and staff safety at the estimated costs outlined
below:Video surveillance $9,882.401km of new fence &
gates $44,297.00Installation of waste performance boards
$6,000.00Improved facilities for staff $10,000.00
$70,179.40
David Kingston 19‐10‐16Agreed for fencing to be installed and CCTV camers installed. this work will occur in next 4‐6 weeks, once site survey has been
completed
5
Council Meeting Agenda Wednesday 16 November 2016
5 Conflict of Interest
6 Presentations
NT Planning Commission ‐ Stage 1 Investigations and Public Consultations
for the Howard Springs Rural Activity Centre Area Plan
7 Petitions
8 Public Forum
9 Accepting or Declining Late Items
10 Notices of Motion
11 Mayors Report
12 Reports from Council appointed Representatives
Cr Barden ‐ AACo Community Reference Group
Cr Wright ‐ Howard Springs Reserve Committee
‐ Knuckey Lagoon Reserve Committee
Cr Osborn ‐ Freds Pass Sport & Recreation Management Board
6
Council Meeting Agenda Wednesday 16 November 2016
13 Finance Report
13.1 Finance Report October 2016
7
Council Report
Agenda ltem Number:Report Title:Meeting Date:Attachments:
13.1Council Finance Report October 20L6
L6ltrl2OL6
Purpose
The purpose of this report ¡s to present the monthly finance report for the period ended 31" October
20L6.
Recommendation
THAT Council receives the Litchfíeld Council Finance report for the period ended 31 October 201-6.
OPERATING RESUTTS
Operating results to the end of October reported by Departments are summarised below
The 2OL6/L7 rates and charges have been applied to properties which is reflected in both Finance
and Waste Management year to date revenue totals.
2Ot6lL7 WDActual
2OL6lt7Budget
31 October2OL6lt7Forecast
Forecast Variance+ve þve)
REVENUE
Finance 6,643,003 7,492,434 7,508,935 16,501
lnformation Services 5,545 37,909 32,909 (5,000)
Works 618,842 2,372,39r 2,463,587 9L,190
Planning 7,]-6L 41,000 2L,OOO (20,000)
Waste Management 2,748,O98 2,926,944 2,826,844
Community 16,518 1,100 L7,6t8 16,5L8
Regulatory Services 9,L28 43,500 43,500
TOTAT REVENUE 1o,o48,295 t2,8L5,L78 L2,9t4,387 99,2O9
EXPENSES
Council Leadership 24t,829 923,742 923,742
Corporate 92,608 420,850 420,850
lnformation Services L57,780 463,84L 463,847
Finance 604,957 r,2oo,92o r,200,920
Works 602,288 3,391,699 3,381,699
Planning L94,775 807,L92 807,L92
Waste Management 675,064 2,824,O48 2,718,O53 L05,995
Community 606,490 L,282,230 L,292,230 (10,000)
Mobile Workforce 26L,579 L,240,3L4 L,24O,3L4
Regulatory Services L38,250 436,547 436,547
TOTAL EXPENSES t,575,620 12,98t,383 12,885,388 95,995
OPERATING RESUTT 6,472,675 (166,205) 28,999 L95,204
8
Forecast varia nces include:
¡ Federal Government Financial Assistance (FAG) better than budgeted 5107,69t, comprising
59L,190 roads grant (Works) and $16,501 general purpose grant (Finance);
o Revenue from user groups at Howard Park and Knuckey Lagoon Reserve 516,518 less than
budget (Community);
e Savings of 5105,995 from budget for costs associated with the City of Darwin Shoal Bay
disposal fees and the transportation of waste to Shoal Bay from all three waste transfer
stations; and
r lnclusion of 51-0,000 in Community forecast expenses to reflect the total amount to be spent
on the Aquatic Facility Community Needs Analysis of 540,000. This project is fully funded by
NT Government Department of Sport & Recreation.
The table below summarises operat¡ng results to the end of October 2016 by Revenue and Expense
categories, rather than by Council Departments, as reported on the previous page.
20t6lt7 YlDActuals
20t6lL7Budget
3l October20t6lt7Forecast
Forecast Variance+ve (-ve)
REVENUE
Rates 8,945,808 9,L70,L70 9,17O,170
Grants SubsidiesContributions
734,922 2,833,098 2,94O,789 LO7,69r
lnvestment lncome l_68,06L 420,000 420,000
User Charges t37,735 292,OOO 267,OO0 (25,000)
Statutory Charges L4,990 62,000 62,000
Other Revenue 46,779 37,910 54,428 16,518
TOTAT REVENUE LO,O48,295 L2,815,178 t2,914,187 99,2O9
EXPENSES
Materials 457,248 87L,403 871,,403
Employee Costs r,45L,598 4,883,659 4,993,659
Contractors L,400,647 6,360,20O 6,264,2O5 95,995
Other Expenses 266,127 866,r21 866,121,
TOTAT EXPENSES t,575,620 12,981,383 12,885,388 95,995
OPERATING RESUTT 6,472,675 (166,2051 28,999 195,204
9
NEW |NTTTATTVES 2016117 BUDGET
ln addition to Council's year-on-year operating expenses Council resolved to undertake the following
New lnitiatives in 20L6/17. The new initiatives expenditure is included in the operating result above.
The table below highlights the expenditure compared to budget to the end of October 2016.
20t6lt7YTD
Actuals
2OL6lL7Budget
2OL6lL7Forecast
Comments
Free Micro-chipping 5,050 6,000 5,050 Awaiting By-laws /Free Micro-chipping day to be held in March.
Feral Dog ManagementProgram
15,000 40,000 40,000 Awaiting report and final invoice.
Animal Managementlnitiative
2,O18 30,000 30,000 Awaiting By-laws - draft to be
endorsed for public comment in
January 20L6.
Southport Mira SquareCentre
20,000 0 Southport Progress Association has
been unsuccessful in securing a
NTG grant to date, thereforeCouncil's contribution remainsunspent.
Freds Pass Show Donation 40,000 40,000 40,000 Completed
Aquatic Facility Study L3,622 40,000 40,000 Project to be completed January
20L7
Schools Community Service
Award2,000 2,000 The Mayor is holding a Principal
Networking Event in late Nov 20L6.
Grants will be distributed toschools at this event.
Palmerston & Rural SeniorsGroup
5,000 5,000 5,000 Completed
Women's Business Network 4,546 L2,OOO L2,OOO lnvoices still expected - regularmeetings to take place.
Additional CommunitySupport
L0,000 L0,000 The Community Grants Scheme
requires development includingcriteria. To be presented toCouncil early 2017.
lT System - clean for space
reductionL2,OOO 12,000 Yet to commence. List of priorities
in discussion.
lT lmprovement Plan 25,000 25,000 Draft Consultant Plan in progress.
Developer Contribution Plan
Review
3 923 L60,000 160,000 Update to Development Guidelines
is underway. Developer
Contribution Plan Review to follow.
Road Formation for Battle-axe Roads
50,000 50,000 Under consideration
Waste Management Plan 50,000 50,000 Project to commence in November20L6.
Additional operator at Berry
Springs WTS
81,950 81,950 Under review
CouncilOffice -maintenance of roof & poles
L6,7LO L8,000 L6,7LO Completed
Mobile Work Force
Study/Design of new shed
40,000 40,000 ln progress.
TOTAT 105,868 641,950 6t9,7tA
10
CAPITAL RESULTS
The table below compares capital revenue and expenditure to budget to the end of October 2016.
2OL6lt7YfDActuals
2OL6lL7Budget
3l October20t6lL7Forecast
NoteForecastVariance+ve (-ve)
REVENUE
Finance 9,500 9,500
Works 280,751 4,753,656 4,284,407 L (469,2491
WasteManagement
4L3,778 419,700 426,278 6,578
Community 3,000,000 20,000 2 (2,980,000)
Planning 20,3r9 293,000 293,000
Mobile Workforce 90,000 80,000
Regulatory Services 11,000 1L,000
TOTAT REVENUE 7t4,848 9,566,856 5,124,185 (3,U2,67t1
EXPENSES
Finance 35,000 35,000
Planning 48,000 48,000
Regulatory Services 38,819 48,000 48,000
Community 664,267 3,075,000 3,6L3,872 3 (538,872)
Works 1_,509,095 5,460,628 7,905,254 4 (2,444,6261'
WasteManagement
7,7O4 280,000 350,L79 5 (7O,L791
Mobile Workforce 126,635 776,OOO L76,OO0
TOTAL EXPENSES 2,346,52O 9,122,628 t2,176,305 (3,053,677)
CAPITAT RESUIT Lt,63t,6721 (555,7721 lí,o52,!20l (6,496,348)
Note 7(A) Freds pass Road Upgrade grant totall¡ng$I,22O,500 was included in2076/U budget. An amount
of 5500,000 was received and recognised in the 2015/16 financial year. This has resulted in forecast
capital revenue reduced by 5500,000 in 2076/t7 .
(B) Additional revenue of 530,75L for Road Levies were invoiced with the Rate lnstalment Notices for
the Brougham, Byers and Manton Valley Roads properties as approved by Council at the September
20L6 Ordinary Council Meeting.
Both (A) & (B) has resulted in forecast capital revenue reduced bv 5469,249in2OL6/t7.
Note 2
(A) Freds Pass Reserve lnfrastructure Upgrade grant totalling 53,000,000 was included in 2016/17
budget, however the total amount of 53,000,000 was received and recognised in the 2Ot5lL6 financial
year. Therefore, Council's forecast for grant revenue is decreased by $3,000,000.
11
(B) A contribution from Berry Springs Reserve for the Caretakers Residence project of 520,000 has
been invoiced and is expected to be received in the 2OL6/L7 financial year. This contribution was not
budgeted in the 201"6/17 financial year.
Both A & B result in forecast capital revenue reduced by S2,980,0oOin2OL6/t7
Note 3
Grant funding for the Recreational Reserve Capital Projects (outlined below) was received in prior
financial years. The capital project expenditure was not budgeted for in 2016/t7 financial year,
therefore Council's forecast for Recreational Reserve Capital Project expenditure increases by
$538,822:- Berry Springs Reserve Caretakers Dwelling 5209,455- Howard Park Reserve - Scout Hall Upgrade S1Z5,09S- Livingstone Reserve - Pony Club 5204p22
Note 4
Grant funding for the Capítal Works Projects (outlined below) was receivedin 2OL5/L6 financial year.
The capital works expenditure was not budgeted for in 2Ot6/ 17 financial year, increasing the forecast
expenditure by S2,645,000:- Anzac Parade Upgrade 51,800,000- Freds Pass Road / Krichauff lntersection 5815,000- Elízabeth Valley Brídge Design 530,000
Additional capital project savings of 5200,374 are highlighted in Capital Projects 2016/17 below.
Note 5Expendíture for safety works totally 57O,L79 at the Berry Springs Waste Transfer Station Site toimprove public and staff safety as outlined below:
- Video Surveillance 59,882- Fencing & Gates 544,297- lnstallation of Waste Performance Boards 56,000- lmprove facilities for staff 510,000
Capital Forecast
The expected variance to budget of an increased deficit of 56,496,348 relates to timing differences in
the accounting treatment of grant income and expenditure.
53,442,671. relates to grant income that was included in the 2016117 budget but was received in
2015/16 and 53,053,677 in expenditure relating to various projects that commenced in the 2OL5/76
financial year and were works in progress at 30 June 201-6 but had not been included in the 2OI6h7budget.
cAPrTAr PROJECTS 2Ot6 I t7
The table below summarises Council's capítal works program for the 20L6/L7 financial year inaccordance with the budget and Municipal Plan.
12
Council is continuing to work towards completing projects from 2015/16 financial year and the
2016/f7 works program is underway.
The project overruns and savings from Capital Works to date are 5200,347 improved compared to the
forecast in September 2OL6.
lnfrastructureExpenditure
EstimatedDate of
Completion
20L6lL7Budget
2OL6lL7YTD
Actuals
3l October2Ot6lL7Forecast
ForecastVariance+ve (-ve)
Comment
Projects commenced in 2OLS I L6
Anzac Parade
Upgrade
3t/rtl20L6 628,633 1,800,000 (L,800,000)
Awaitinglnvoices
Freds Pass
Road
Upgrade
30/06/2017 L,220,5OO 63,503 1,220,500 IAwaitingEducationDepartmentfinal approval
Freds Pass
Road /KrichauffRoad
lntersection
3t/to/20L6 100,000 2t5,t06 1,00r,994 (901,994) rAwaitlngI nvoices
ElizabethValley Bridge
Design
07 110/2Ot6 3,320 30,000 (30,000)
-Awaitinglnvoices
Projects commencing in 2Ot6 | t7Road Reseal
Program
lsltLl2ot6 2,624,r28 408,822 2,624,L28 rAwaitingI nvoices
Cycle Path
Works30/06/20L7 230,000 230,000 I
Desisn stase
ShoulderWidening
30/06/20L7 300,000 35,076 300,000 IQuotes inprogress
Freds Pass
Road
ShoulderWidening
Completed 180,000 40,630 80,000 100,000 rAwaitinglnvoices
Leonino Road
CulvertExtension
3r/t2/2OL6 400,000 360,000 40,000 TAwa¡tinglnvoices
Ringwood
Street CulvertCompleted 50,000 27,632 27,632 22,368 I
Survey &Design ofSouthportRoads
3110312O!7 50,000 3,498 50,000 IDesign stage
Geotechnicallnvestigations
3r/æ/20L7 60,000 3,275 60,000 IDesign stage
Wig WagWarningLiehtine
3LlOLl20t7 150,000 25,000 125,000 TAwaitingdelivery
TOTAL 5,364,628 t,429,495 7,809,254 (2,444,6261
13
Forecast Variance
Capital revenue and expenses have been reviewed to the end of October 2016. No changes have
been made to the forecast result as reported last month.
Capital Works Expenditure3,000,000.00
2,500,000.00
a 2,000,000.00
Ë 1,500,000.00
E r,ooo,ooo.oo
500,000.00
r Budget l
r Actual
;ii ::':'*,;;li,. .
1 ,1'
Capital Works Program
14
BAI.ANCE SHEET
The Balance Sheet at 3L October 2016 is detailed below
Cash and equivalents have increased by St,StZ,280 due to capital expenditure due and payable in the
month of November 2076.
Trade and Other Receivables balance has reduced by 5261,878 from 30 September 20L6 due to the
collection of rates and general accounts receivable.
Other Financial Assets, ie lnvestments have decreased by 52,856,128 as a result of the maturing ofterm deposit to fund capital expenditure now due for payment.
30 September 2016 31 October 2016 Movement+ve (-ve)
CURRENT ASSETS
Cash & Cash Equivalents 935,071 2,452,351 t,5L7,28O
Trade and Other Receivables 6,209,990 5,948,LOz (26L,8781'
Other FinancialAssets 2L,796,905 18,940,778 (2,856,L28)
TOTAL CURRENT ASSETS 28,94L,956 27,34'-,231 (L,600,7261
NON CURRENTASSETS
lnfrastructure, Property, Plant &Equípment
282,795,345 284,54L,865 2,346,52O
Other Non-Current Assets
TOTAL NON CURRENT ASSETS 282,195,345 284,54t,865 2,346,52O
TOTATASSETS 3t1,137,302 311,883,CI96 745,794
CURRENT I¡ABITITIES
Trade and Other Payables 428,4L3 62L,650 (193,2371
Provisions 533,039 5L0,355 22,684
TOTAT CURRENT TIABITITIES 96t,452 t,L32,OO5 (170,553)
NON CURRENT LIABI LITIES
Provisions 297,766 297,766
TOTAT NON CURRENT
LIABITITIES
297,766 297,766
TOTAL TIABILITIES 1,259,2L8 1,429,772 (170,553)
NET ASSETS 309,878,084 31O,453,324 575,24t
EQUITY
Accumulated Surplus 55,850,863 52,728,976 (3,121,886)
Asset Revaluation Reserve 243,3LL,730 243,311-,730
Other Reserves 10,7t5,49r t4,4t2,618 3,697,127
TOTAL EqUffY 309,878,084 3to,453,324 575,24t
15
CASH ON HAND & INVESTMENTS
The table below represents a summary of the Cash on Hand & lnvestments held by Council at 3L
October 2016 and compares the balance to the balance at 30 September 2016.
lnvestments
Council invests cash from its operational and business maxi accounts (2.OO% interest) to ensure
Council is receiving the best return on its cash holdings.
30 SEPTEMBER
20t631 OCTOBER
20t6VARIANCE COMMENT
lnvestments (lncl.
Trust Account)
2L,390,508 18,563,073 (2,827,4351 lnvestments redeemed tomeet capitalworkspayments due November
Busíness Maxi
Account892,233 542,730 (349,503) Monthly variation in
operating account
OperatingAccount
42,838 L,946,640 1,803,802 Funds from lnvestmentaccount transferred to meetcapital works payments due
November
TOTAL 22,325,579 20,952,443 lt,37r,t36l
Date lnvested lnvestedAmount
Days
lnvestedlnvested
withlnterest
Rate
Due Date Expectedreturn toMaturity
Date
3t/03/2Ot6 L,500,000 2L4 Westpac 3.t0% 3LlLOl2OL6 27,263
03/L2/2O7s L,19L,565 365 Bendigo 2.90% 03/L2l2Ot6 34,555
LO/06/2OL6 2,500,000 L82 westpac 3.OO% LO/L2/2OL6 37,397
L4/L2/2O7s 1,040,000 365 Westpac 3.20% L4/L2/2Ot6 33,280
23/OL/20L6 L,522,76L 331 NAB 3.OO% t9/L2/2O16 41.,427
3L/t2/20Ls L,O23,O97 36s NAB 3.00% 3L/L2/2OL6 30,693
Le/02/201620/Oe/2Ot6
t,ots,L231,500,000
365
L83
NAB
Westpac2.92o/o
2.85%
L8/02/2OL720/03/2Or7
29,64221,434
30/Osl2076 L,500,000 304 NAB 2.90% 30/03/2017 36,230
20/Os/20L6 1,500,000 365 Bendigo 3.OO% 20/Os/2OL7 45,000
17/06/2016\6/08/2016
220,508L,550,000
365
36s
Bendigowestpac
2.95o/o
3.00%
17/o6/2OL7t6/08/2077
6,50546,500
26/08120762L/Oe/20L6
1,000,0001,5oo,ooo
365
365
CBA
CBA
3.OO%
3.00%
26/08/20L72r/os/2oL7
30,00045,000
23/O7l2}rs 10 Bendigo Minimum balances
in savinBs accountto holding
investments23/O7lz1rs 10 ANZ
TOTAT
INVESMENTS
1,8,563,073 464,926
16
CASH ON HAND & INVESTMENTS (Continued|
Total Funds by lnstitutionANZ
24%
BendigoCommonwealth
t2%
Westpac
FINANCIAT RESERVES
No movementfrom 30June 2016. However, the Financial Reserves have now been updated in
accordance with the audited 20L5/L6 Financial Statements. These Financialstatements will be
included in the 20L5/201"6 Annual Report to be presented to Council in December 2OL6'
L4%
Sjo/o
508,902508,902Property Reserve137,446L37,446Plant and Equipment
Reserve2,334,7932,334,793I nfrastructure
Reserve855,766855,766Developer
Contribution Reserve3,344,0623,344,062Waste Management
Reserve25,O4425,O44Election Reserve
790,388790,388Disaster Recovery
Reserve1,374,L39L,374,L39Strategic lnitiatives
Reserve4,850,0504,950,050Unexpended Grants
and ContributionsL4,22O,59Ot4,22O,594TOTAT
17
DEBTORS
Sundry Debtors
Total Sundry Debtors at 3L October 2016 is 561-,543 compared to 5273,266 at 30 September 20L6, a
reduction of 52LL,723.
Action summary of 90 Days Debtors:
Category Current 30 Days 60 Days 90 Days and over Balance
Waste s6,117.88 s5,351.88 527.2O S87.so s11_,584.46
I nfrastructure s21_,565.55 518.s4 54,786.48 s19,208.35 545,s78.92
RecreatíonalReserves
ss90.oo s3,330.00 s460.00 5o.oo s4,380.oo
TOTAL $zg,zll.+E 58,7oa.42 Ss,zzg.68 s19,295.85 561,543.38
% oftotalsundrydebtors
45.9% L4.Lo/o 8.6% 3L.4%
Company under Administration - further advice regarding payment status
to be received from Adminístrators over the next month
Debtor sent to Debt Collectors
Debtors to be sent a reminder invoice
Debtors to be sent a reminder invoice
Debtors to be sent a reminder invoice
S5,906.85s2,301.50
Srr,ooo.oos12.s0s7s.oo
TOTAT s19,295.85
Pledse note, Sundry debtors exclude rate debtorc ønd ínfrîngements.
Fines & lnfringements
At 3 j" Octob er 2Ot6 Council has 74 infringements outstand¡ng with a balance of 527 ,809, a reduction
o151,,177 on the infringements outstand¡ng at 30 September 2016.
65 infringements have been sent to the Fines Recovery Unit (FRU), 3 are on hold, L has been sent a
reminder and 5 infringement notices fall within the 14-day payment period.
July 2016 August 2016 September 2016 October 2016
Number oflnfringementsoutsta nding
84 8r. 78 74
Balance oflnfringementsoutstanding
532,175 s30,140 s28,986 S27,809
All infringement courtesy letters have been sent ¡n accordance with Council's policy
18
Outstanding Rates
The table below is a summary of current year and rates in arrears compared to the same time last
year.
This includes approximately $538,848 in outstanding rates from lnstalment L (total first instalment
value issued was approximately 53,060,000). The remainder rates owing will be due and payable with
the two remaining instalments as at 30 November 2016 and 28 February 2017 .
The incline in current year outstanding rates from the same time last year is the result of Council
implementing three payment instalments. Previously the amount due as at 30 September was 50% of
current year rates, whereas to date only 33% of current year rates is due and payable as at 3L October
2076.
It is also pleasing to report the reduction of 5264,506 or 1"4% ¡n the rates in arrears when compared
to the same time last year. The value of rates collected during October from prior years was $38,127 -
A Special Rate was imposed in the 2OOï/LO financial year to generate the 53,000,000 to fund the
infrastructure upgrade at the Humpty Doo Waste Transfer Station. ln the 2016/L7 financialyearthe
53,000,000 funding will be reached. Outstanding rates for the Waste Transfer Station Specíal Rate as
at 3l October ¡s 5z3l ,tlt.
The graph below tracks the total rates owing for the 2OL6/I7 financial year by month and compare
outstanding rates to the same time in the previous two financialyears i.e.2OL4/L5 and2OL5/t6.
31 October2015
31 October2016
Variance
Current ar outstanding rates and cha s s3,345,756 S3,895,539 S549,783
Prior years outstanding rates and charges s1,90s,es4 51,,641,448 (s264,506)
19
Outstand ing Rates (continued)
ro,741,85r
-Arrears:2OL5 / t6 Outstandi ng Ba la nces
Rates and Charges Outstanding Balance as at31 October 2016
s12,000,000
s10,000,000
s8,000,000
s6,000,000
S4,ooo,ooo
s2,000,000
s-
's- *-:.ust .."i-si""..- tc."'c $uö "-ò "tô r1,"'
r Current
- 2014 I L5 outstanding Balances
Note
A significant reduction in rates owing at 31 August 2016 when compared to the same time last year
is due to the change in due date of the first instalment to 31 August compared to 30 September.
FTNANCE KEY PERFORMANCE INDICATORS (KPll
Council's 2OL6/77 Municipal Plan includes a number of KPI's for the Finance area to meet, these are
listed and reported on in the table below.
Performance lndicator Comment
Compliance with management, statutoryand ula b and re ortiPrior r rates arrears
Current years rates outstanding as at 28
February 20L7
Rates to o erati ense ratio
uid ratio
O KPtmet
@, KPI in progress, on track
O KPI not met
Target Status
@LOO%
<5% @<5% &
o60-70%>1:L o
20
CREDITORS PAID
Creditor accounts paid in October 20L6 are listed in below
Cheque No. Chq Date Payee Description Arnount
Payroll-8 L2/LO/2O!6 LC-Staff Payroll fortnight ending 12
October 2016
L25,565.32
Payroll-9 26lLO/20!6 LC-Staff Payroll fortnight ending 26 L59,482.00
october 2016
740.1-0oo-01 061t0/2oL6 LAVERCOMBE GRADER
SERVICES
Contract 136 2L6,552.40
740.LL26-O! 06lt1l20L6 Timber & Steel
Constructions PtY Ltd
Contract 134 t94,607 -84
740.60-01- o6lt0l20L6 FREDS PASS SPORT &RECREATION
2nd Qtr. Operational and
R&M Payment
175,780.00
743.150-01 2ULO/20L6 HIDDEN VALLEY FORD 2 x Ford 4x4 Ranger Double
cab
88,329.06
744.187-Ot 25/L0/2O!6 NORSIGN Contract 125 58,314.70
740.460-0! 06/7O/20t6 H&KEARTHMOVINGPTYLTD
Refund of RetentionMoney - Girraween Road
52,077.26
744.28O-Or 25/L0/20L6 ClrY oF DARWIN Sep 16 - Shoal BaY Weigh
Bridge Charges
48,429.36
742.68-OL 19/L0l2Ot6 KERRY'S AUTOMOTIVE
GROUP
Holden Colorado 4x4 SPace
cab Auto 2.81
43,282.28
041016 06/!0/20!6 STATEWIDE
SUPERANNUATION PW
LTD
Superannuation to28/09/76 Ref 041016
41,920.23
742.971.-OL L9/]'0120r6 MUGAVIN CONTRACTING
PTY LTD
Replace existing headwalls 40,040.00
744.!137-OL 2slr}/20L6 ALLAN KING & SONS
CONSTRUCTION PTY
Road Shoulder RePairs
- Redcliffe Road
38,583.60
742.L32-07 tglLo/20L6 AIRPOWER NT PTY LTD Kubota Front Deck Mower 33,712'84
745.97r-Ot 28/10/2Ot6 MUGAVIN CONTRACTING
PTY LTD
Supply and install 12sqm ofrock protect
31,630.00
74s.126-07 281t0120L6 WATER DYNAMICS (NT)
PTY LTD
FPR - Pump tests for all
bores
29,591.32
744.5L4-01 2slL0l20L6 VEOLIA ENVIRONMENTAL
SERVICES
Contract 103 29,L80.63
740.6s-01 o6/Lol2or6 HUMPTY DOO VILLAGE
GREEN MANAGEMENT
2nd Qtr. Operational and
R&M Payment
23,375.O0
743.!154-0L 2r/L0/20!6 NTBS CONSULTING
ENGINEERS PTY LTD
Electrical Upgrades - Freds
Pass Reserve
19,602.00
742.L17O-OL L9/r0/20r6 NT Powersports (CF MotoDarwin)
Landboss Diesel UTV 800 18,896.30
742.!127-OL !9/!0/20!6 Roy Stanton Painting
Services
External Painting & 18,029.00
pressu re washing of Roof
743.174-Ot 2r/L0l2ot6 ABS SCROFA (AUST) P/L Wild dog eradicationprogram
16,500.00
740.!6-OL O6/L0/20L6 BERRY SPRINGS RESERVE 2nd Qtr. Operational and
R&M Payment
15,757.50
742.827-01. 191t0120t6 LITCHFIELD GREEN WASTE
RECYCLERS
Mulch greenwaste and
wood waste at HDWTS
L4,927.O0
744.tt8s-oL 25lto/20r6 One Eighty SLS PtY Ltd Litchfield Aquatic FacilitY
Needs Analysis
t4,278.00
740.72-OL 06/!0/20L6 LIVINGSTONE RESERVE
MANAGEMENT BOARD
2nd Qtr. Operational and
R&M Payment
14,025.00
745.4L4-Ot 28/L0|2OL6 TOTAL EXCAVATIONS Drain Cleaning 10,967.00
Roy Stanton Painting
Services
Paint oxidised & stained
Council's roof743.rt27-0L 271!0/2076 LO,222.00
21
743.4r4-OL 2L/t0/2016 TOTAL EXCAVATIONS Road Culvert Cleaning 10,164.00
742.4L4-Ot L9/L0/2OL6 TOTAL EXCAVATIONS Clean culverts 8,844.00
74O.77O-OL 06170/201.6 HAYS SPECIALIST
RECRUTTMENT (AUST.) DeveloPme nt OfficerRecruitment - CommunitY 8,801.89
744.849-0L 2s/to/2016 WEX AUSTRALIA (PUMA
cARD)
Sep 16 - Fuel account 8,054.22
744.827-OL 2slL0/20r6 LITCHFIELD GREEN WASTE
RECYCLERS
Mulch green waste at
HSWTS
8,045.40
740.106s-01 06/L0/20r6 Mrs M H BREDHAUER Sep 16 - Mayor Allowances 7,747.7L
742.268-Ot ]t9/t0/201.6 BYRNE DESIGN Southport TownshiP
Planning Study
7,383.86
743.tt59-0L 2L/t0120L6 octief Pty Ltd Asbestos SamPle AnalYsis 7,126.63
742.'J.LO7-OL LgILO/20r6 McArthur (Vic) Pty Ltd Professional Services -
CEO's Performance
7,057.00
742.!62-OL t9/L0/2016 clvlcA PTY LTD Nov 16 - AuthoritY Program
Licence Fee
6,205.r2
742.956-0r !9lLO/2016 IRONWOOD CONSULTING Contract 138 6,187.50
743.L4-OL 2Lh0/20L6 AUSTRALIA POST Bulk Mail - Litchfield WaterLicencing (NTG)
5,963.02
740.L099-0t 06/10120T6 DAVE'S MINI DIGGA HIRE Clean drain & removeexcess soil
5,940.00
742.1O2L-O1 L}ILO/20!6 MCARTHUR (QLD) PTY LTD Recruitment - Director I &
P
5,940.00
DD281016 28lL0l2O!6 WESTPAC CARDS &
DIRECT DEBITS
Oct 16 - Credit cardpurchases
5,796.83
745.t76-Ot 28/L0/2O!6 ASAP TREE SERVICE Remove 2 tall dead trees 5,654.00
742.!L69-O1 LÌ/LO/2O]:6 The Politic ( N Walker) Cemetery Planning &
Review - Final RePort
5,600.00
743926-0t 2tl1:1/20r6 JACANAENERGY Sep 16 - CemeterY Power
Account
5,454.90
744.LA23-0L 25/!0/2016 AUSLINE ENGINEERING Welding repairs on and
adiustments on slasher
5,280.00
74L.r83-0r 07/1o120L6 CHRIS'S BACKHOE HIRE
PTY LTD
Sep16 - Grave digging 5,016.00
742.6L2-0L LqILO/2OL6 CREMASCO CIVIL PW LTD Vehicle movement barriers& bollards
4,993.43
745.!076-0t 281L0/20L6 TDC (NT) PTY LTD . T/AS
TERRITORY DEBT
Commission on direct 4,850.43
payments
740.75-0! 061L0/20t6 MCMINNS LAGOON
RESERVE ASSOCIATION
2nd Qtr. Operational and 4,675'00
R&M Payment
745.s96-OL 28/L0/20!6 AREAg IT SOLUTIONS.
HARDWARE
Oct 1"6 - Service Agreement 4,620'00
- Managed lT
744.31-0! 251L0/2016 TOP END SIGN SALES Various signs for HDWTS 4,598.00
744.69O-0t 2s/t0/20t6 TOTAL HYDRAULIC
CONNECTIONS (NT) PTY
Repair blown hoses andpipe inside compactor
4,596.96
742.8sO-O! L9/t0/2016 HUMPTY DOO
DEVELOPMENTS PTY LTD
Oct 16 - MWF shed lease 4,570.00
744.!76-01 2s/t0/20!6 ASAP TREE SERVICE Removal of trees 4,532.00
740.860-01 06lLOl2Ot6 INTECH NT Repair/Replace camera
system at HDWTS
4,482.25
743.1099-0! 2L/70/20!6 DAVE'S MlNl DIGGA HIRE Clean out drains 4,455.00
745.1180-01 28lL1l20t6 Matrix on Board Training Performance Management 4,400.00
Pty Ltd Training
740.1086-01 O6/to/201:6 KCOM CONSTRUCTIONS Removal of office wall and 4,39L-2O
doorway
745.180-01 281!0120L6 AURECON AUSTRALIA P/L Development ContributionPlan Review
4,3t4.76
742.77O-Ot L9/L0/2OL6 HAYS SPECIALIST Temporary Rates Officer
RECRUITMENT (AUST I w/E2s/s4,255.12
22
742.!70-0! L9/LO/2016 NT RECYCLING SOLUTIONS Sep 16 - Empty recycle bins 3,800.50
NTRS)
74s.8s-01 28|LO/2OL6 TELSTRA Oct 16 - LC Phone account 3,624.60
744.268-0L 25/tO/20L6 BYRNE DESIGN Pavement I nvestigations 3,602.50
740.to9t-0L 06/t0l2ot6 HIQA GEOTECHNICAL Road Sub base testing 2,996.75
744.!O9L-ot 25/to/20r6 HIQA GEOTECHNICAL Road sub base testing 2,959.70
740.L32-01. O6/LO/20L6 AIRPOWER NT PW LTD new tracks for bobcat at
Humpty Doo WTS
2,926.O0
744.1O76-0L 25h0/2016 TDC (NT) PTY LTD - T/AS
TERRITORY DEBT
Commission on direct 2,883.69payments
740.1076-0L O6/L0/20L6 TDC (NT) PTY LTD . T/AS
TERRITORY DEBT
Commission on Held in
Trust
2,8r8.L2
745.6t2-0L 28/].0/20!6 CREMASCO CIVIL PTY LTD Supply and install bollards 2,75t.89
742.8L-0L tglLo/20!6 RHO SURVEYS Road realignment -
Detailed survey
2,728-00
742.LIO-0L L9h0/201.6 JAPE FURNISHING
SUPERSTORE
Office furniture 2,706.00
743.1100-01 2L/L0/20!6 AUSTRALIAN LOCAL
GOVERNMENT ASSOC
National Local Roads and
Transport Congress
2,670.O0
744.!02L-0r 25/t0/20L6 MCARTHUR (QLD) PTY LTD Recovery of travelexpenses
2,575.72
74O.78-O1" O6/LO/2016 POWER & WATER
CORPORATION
Howard Park Reserve
water 3/6to2/91L62,444.38
744.162-01 2slL0/20L6 CIVICA PTY LTD Licence and use oftheStrategic Asset Mgmt
2,369.O2
744.10s3-0L 25h0/20L6 CSG BUSINESS SOLUTIONS Aug 16 - LC Copier Charges
PTY LTD
2,348.51
742.596-0L L9/LO/2O!6 AREA9 IT SOLUTIONS -
HARDWARE
Sep 16 - lT support &assistance
2,348-50
74s.1.0s3-01 28/t0l20t6 CSG BUSINESS SOLUTIONS Sep 16 - LC Copier charges
PTY LTD
2,313.L7
74s.to82-0t 28/!0/2016 MICHELLE READ Project Management -
Litchfield Aquatic2,3L0.00
744.r}89-0t 2slLO/20!6 KINGS WHOLESOME
CATERER
Catering - OctoberBusiness Month Function
2,180.00
74O.L063-0L 06ltO/20L6 KJHUNT Sep 16 - Deputy MayorAllowances
2,163.5t
743.806-01 2L/L0/20r6 ZIPPY CLEANING &
MAINTENANCE SERVICES
Sep 16 - Cleaning ofLitchfield Council
2,082.99
742.866-0L 79/!0120L6 AUT ELECTRICS Transfer Flashing Lights
etc. to New Vehicles
2,039.50
744.tO9-07 25/LO/20r6 DEPARTMENT OF LANDS,
PLANNING
EPA licence for HSWTS 2,01L.23
743.!076-0L 2t/!0/20L6 TDC (NT) PTY LTD . T/AS
TERRITORY DEBT
Commission (on-charged) I,778.83
744.525-0t 25/t0/20!6 ACTIVE TREE SERVICES Perform tree audit reports L,77t.00
74L.28-01 07/t1/20t6 RURAL FIRE PROTECTION Service and Maintain ofFire Equipment
t,766.60
740.1068-01 06/!0/20L6 Mr D S BARDEN Sep 16 - CouncillorAllowances
1,687.05
741.!44-07 071t0120L6 oRlGlN LP Gas Delivery L,622.20
742.L076-0L L9/L0/2016 TDC (NT) PTY LTD. T/AS
TERRITORY DEBT
Commission on directpayments
r,594.79
74O.L064-0L 061L0/2OL6 Mrs C M OSBORN Sep 16 - CouncillorAllowances
r,547.05
74O.IO62-0L 06/LO|20L6 Mrs L WRIGHT Sep 16 - CouncillorAllowances
7,547.05
743.tts2-01 27/!0/20L6 1,524.60Lane Laser Printers PTY
LTD
Changes to WaterLicencing
23
74L.s99-Ot 07 /tO/20L6 WELDING &MAINTENANCE SERVICES
NT
Widen Dirt Screen -
Cemetery
1,500.00
740.815-01 06/!0/20L6 JEFFRESS ADVERTISING Aust. Day Nominations ad 1,486.63
742.tt4t-0L L9/t0/2oL6 Northern GroundMaintenance
Sep 16 - Mowing atHoward Park Reserve
L,479.50
742.384-0t t9/L0/20!6 Ms C VERNON Sep 16 - AuthorityConsulting
1,387.50
742.s99-0L L9/\O/20L6 WELDING &MAINTENANCE SERVICES
NT
Weld poles to bases &attach signs
1,380.00
745.9!2-01. 28/L0/20!6 ROADRUNNER PARTS Amber/Green light bar L,340.57
744.73!-0L 2'/L0/2OL6 AMCOM PW LTD Nov 16 - Supply of Amcom
fibre to the Co
L,329.4r
742.!O99-0L L9/LO/20L6 DAVE'S MlNl DIGGA HIRE Clean out drain and road
crossing culver1,320.00
742.926-01 79/LO/2016 JACANA ENERGY Aug 16 - Howard Park
Reserve Power
7,234.O9
742.988-0L L9/r0/2oL6 FENCE MASTERS (NT) PTY
LTD
Supply manned bobcat -machine hire
L,232.00
745.t159-0L 28/10/20!6 Octief Pty Ltd Asbestos inspection -
Howard Park Reserve
1,207.25
742.743-0! r9/L0/20L6 TOP END PRACTICAL
SHOOTING LEAGUE
Corporate membership 1,000.00
744.t}gg-Ot 25/tO/20L6 DAVE'S MlNl DIGGA HIRE Clean around headwalls &remove excess
990.00
740.9s3-01 O6/t0/2O76 HWL EBSWORTH
LAWYERS
Advice - Litchfield Council
Park Licence
990.00
744.22-01 2s/1O/20!6 IRON MOUNTAIN
AUSTRALIA PTY LTD
Sep 16 - Record
Management
978.51
74O.L2-A| 06lLOl20L6 ALL EARTH INDUSTRIES 10M2 of concrete pre-mix
& sand
940.00
744.Lr60-0t 2s/to/20L6 Arnhem Pumps &lrrigation Supplies
Service and repair as spray
unit936.32
744.s96-0L 2s/r0/20t6 AREAg IT SOLUTIONS -
HARDWARE
Sep 16 - lT support &assistance
885.50
744.367-0L 2s/L0120!6 BUNNINGS GROUP
LIMITED
Sep 16 - Hardware account 873.67
742.L|77-OL 79/LO/20L6 Full Noise Auto Electrics & Repair Tractor Aircon 860.42
742.968-0t !9/10/2016 NT FASTENERS PTY LTD Brushless angle grinder,
batteries & charger
840.00
741.326-Ot 07 lt}l2}t6 EYESIGHT SECURITY P/L Aug 16 -Security and patrol
at Cemeterv
782.39
74!.806-0! 07/LO/20L6 ZIPPY CLEANING &MAINTENANCE SERVICES
Sep 16 - Cleaning services
for the Thorak76t.89
744.926-0L 25/10/2076 JACANA ENERGY Sep 16 - Howard Park
Reserve Power
758.0s
745.452-0t 28/tO/2016 TOP END DIESEL PTY LTD New door glass for Bobcat 7s3.50
744.2L8-0L 25/10120!6 ROADSIDE PRODUCTS PTY FICX| BOIIATdS
LTD
739.02
742.s!-0L 79/tO/2076 SOUTHERN CROSS
PROTECTION
Sep t6 - Security services
for L.C. Office
701.23
74O.LI30-OL 06/LO/20t6 Mair's Only Cleaning Cleaning at Howard
Reserve L0/!0to 23lLA700.00
744.L130-0L 2511O120L6 Mair's Only Cleaning Caretaking at HowardReserve 2a/ß þ 6/LL
700.00
742.78-0L L9/r0/2Ot6 POWER & WATER
CORPORATION
Water - MWF Swipe CD
T32L
69r.47
743.506-0! 2r/tO/2O16 TURBO'S TYRES 673.20Supply and fit UTV buggy
tyres
24
740.s96-01 06170/20]^6 AREAg IT SOLUTIONS -
HARDWARE
Oct 16 - lT support &assista nce
616.00
744.1L77-O! 25/!O/20L6 Full Noise Auto Electrics & Repair Hino air-con 6t2.t574s.s06-01 281L0/20L6 TURBO',S TYRES Supply & fit 2 new tyres to
ute56L.00
74L.97-0L 07 /]"0120!6 CLEANAWAY Sep 16 - Clear Cemetery
Bins
545.16
740.528-OL 06/!0120L6 HSS (Concrete) NT Pty Ltd Concrete for signs atHumpty Doo WTS
s28.00
744.48-0! 25/tO/2016 CARCOM INSTALLATIONS
PTY LTD
lnstall Nitestar trip meterinto Ford ranger
s2s.00
742.80L-0L L9l10l2}t6 KING DIESEL &MAINTENANCE PTY LTD
Fit new tracks to Bobcat atHDWTS
495.00
743.220-01 21/L0/2OL6 THE BIG MOWER Hanger Assembly 48s.31
74s.1Lr7-OL 28lLO/2016 AL Mobile Car DetailingServices
Mini Detail 2 Vehicles 430.00
742.s65-OL L9/tO/201:6 CURBY'S (NT) PTY LTD Name Badges with p¡ns17 420.20
744.r32-OL 25/!O|2OL6 AIRPOWER NT PTY LTD 15 X cutting blades formower
4t2.50
740.886-01 O6/L0/20L6 Mr R J FREEMAN Make gas bottles and fireextinguishers
4t2.00
744.6s2-0! 25/LO/2016 ANIMAL CARE EQUIP. &SERVICES (AUST)
10 x bags of 25 leashes(preferably all
387.00
745.132-01 28/10120!6 AIRPOWER NT PTY LTD DOOr IAtCh fOT BObCAt 387.62
741..94L-0L O7/r0/20L6 EVERLON BRONZE Plaque 150mm x 120mm 376.20
743.78-OL 2L|L0/20L6 POWER & WATER
CORPORATION
6/9tos/L0l!6 HDWTS
Water365.35
742.94L-0L 79/70/20L6 EVERLON BRONZE Plaque 160 x 130mm 362.45
744.1087-0L 25/LO/2O16 TOTAL TOOLS DARWIN Makita hammer drill 3s9.00
740.885-01 06/LO/2O].6 HUMPTY DOO DIESEL Service and repair retrospray unit
352.40
744.1L42-Ot 25/LA/2016 OfficeMax Australia Ltd Stationery 351.40
742.IL79-OL L9/IO/2OL6 Palmerston GP Superclinic Doctor - work cover 350.00
742.28-0r L9/t0/20r6 RURAL FIRE PROTECTION Service & Maintenance ofFire Equipment
347.60
742.Lr42-0L t9lt0l20L6 OfficeMax Australia Ltd Toilet paper & hand towel 343.35
74t.9I4-0L 071L012076 Mr G A STOCKDALE Reimbursement - lnsect
Repellents
34L.82
74s.702-0t 281t0/2o!6 CHARLES DARWIN
UNIVERSITY
Staff Chemical user
accreditation course
324.00
743.1L76-0L 2Lh0l20L6 Flowers by Elise October Business MonthEvent - Making Co
320.00
00412980 2uL0/2O76 LITCHFIELD COUNCIL
PETTY CASH
P/Cash Reimbursement 314.50
747.!34-01 07h0120t6 FIGLEAF POOL PRODUCTS Bi-Monthly water testing at
Cemeterv
313.80
74,.L34-OL 281L0/2O!6 FIGLEAF POOL PRODUCTS Microbiological watertesting
313.80
741..85-0t 07/r0120L6 TELSTRA Sep 16 - Cemetery phone
account
290.35
74O.790-0t 06/!0l2oL6 BOBTOW TILTTRAY
SERVICES
Transport abandonedvehicle
286.00
74s.864-OL 28lL0l2}r6 ALLMINE HOLDINGS (NT)
PTY LTD
Repair electronics on
Hyundai loader
280.50
745.IL42-OL 28/LOl20t6 OfficeMax Australia Ltd Bookcase 279.O0
745.L!86-07 28/t0/2O!6 Advanced Safety Systems Oct 16 - ASSA Membership
Australia PTY
273.90
745.57s-0! 281L0/20r6 CYCLONEMOTORCYCLES Servicequadbike 272.80
25
743.LL66-O! 2L|L0/2OL6 Chiggi's Place Art Design
StationerV
Design signage forLitchfield Council Waste
270.OO
744.220-0L 25/!O/20t6 THE BIG MOWER Sthill blower 269.00
DD24LOL6 25/L0/2O!6 SE RENTALS PTY LTD Oct 16 -Cemetery CoPier
Lease
260.79
742.3-Ot t9lLo/20t6 coMM8 (COMBINED
COMMUNICATIONS
Oct 16 - 12 x Tracking
System Data
255.20
744.82O-0t 2s/L0/20t6 CONSOLIDATED BEARING
coMPANY (CBC)
Fan/alt belt, Lanolin spray
& cable ties
254.30
74o.s6s-01 06/LO/20r6 CURBY'S (NT) PTY LTD Promotional material forAustralian Citi
2s3.00
74L.45s-0L 071L0/20L6 MlNI-TANKERS AUSTRALIA Fuel for Cemetery Plant
PTY LTD
252.26
744.56-0t 2s/tol20t6 COLEMANS PRINTING PTY
LTD
250 x Business Cards 247.50
B-Pay142 07/!0120L6 RTM MOTOR VEHICLE
REGISTRY - MVR
ATV Rego - CB55PP 245.60
743.1!s7-0t 2rlLol20!6 Richmond Wheel & Castor 3 X 44 gallon drum dolly's 244.t3
744.7703-0t 2s/r0/2oL6 HASTING DEERING New filters for Cat Backhoe 242.48
744.387-0t 2s/!0/2016 SADDLE WORLD NT (NT
GRAIN)
Dog biscuits 240.O0
745.886-01 28lLOl20L6 Mr R J FREEMAN Reimburse - remove tyresfrom rims
23s.00
742.6r-Ot L9/t0l2OL6 GREENTHEMES INDOOR
PLANT & HIRE
Sep 16 - lndoor plant hire 233.50
740.rL!7-01" 06hA/20!6 A1- Mobile Car DetailingServices
lnside & out detail ofvehicle
230.00
744.67r-OL 2'/LO/20L6 BURSON AUTOMOTIVE
PTY LTD (COOLALINGA)
Grease and oils for HDWTS 225.50
743.39-OL ?utÙ/21t6 DANISAM PTY LTD Cable location For drainageworks
203.50
745.39-07 28/LO/2AL6 DANISAM PW LTD Locate & mark services 203.50
742.r1ss-0t t9/r0120t6 PLANTS DIRECT NT 16 replacement plants 202.50
744.807-01 25/L0/20L6 TOTALWELD SALES &
SERVICE P/L
Welding cords pos and
earth
196.00
744.99-OL 251t0/2016 SBA OFFICE NATIONAL Stationery L93.20
744300-OL 25/t0/2016 DARWIN OFFICE
TECHNOLOGY P/L
lnk cartridge for photo
copier machine
L92.8L
742.989-ot !91L0/20L6 Ms V J WELLMAN Reimbursement - Gift forretiring Manager
190.75
742.s22-0L L9/!012016 FARMWORLD NT PTY LTD lnspect and re-gas air-con
in tractor188.65
744.!OL5-0L 2slL0/2016 NEWSXPRESS HUMPTY
DOO
Jun/Jul 16 - NT News 183.40
745.L040-O! 2S/LO/20L6 SUPER CHEAP AUTO Towing mirrors & hand
tools180.78
740.671-0! 06/t0/2016 BURSON AUTOMOTIVE
PTY LTD ( cooLALTNGA)
Tools and rags for HumptyDoo WTS
L79.8L
74t,t45-0t 071t0/2016 SMART YARD Service Echo HedgeTrimmer
178.80
745.67L-Ot 28/LO/2016 BURSON AUTOMOTIVE Grease and multi-meter 175.95
PTY LTD ( cooLALTNGA)
743.790-0L 2Llt0/20t6 BOBTOW TILTTRAY
SERVICES
Transport abandonedvehicle
16s.00
742.855-OL I9/LO/20L6 TENDERLINK Public Tender Advertising 16s.00
743.586-01 2t/I0/2016 Mr J J DUNNING Reimburse for gear oil, ice
& eyebolt
L45.72
74s.968-Ot 281L0120t6 NT FASTENERS PTY LTD 744.37High tensile bolts & nylock
nuts
26
74O.226-Ot 06/t0/2OL6 BARNYARD TRADING PTY
LTD
4 x aluminium Littercollection tongs
1-43.00
L8/LO/2OL6 SENSIS PTY LTD Sep 16 - Monthly Sensis
Advertisement
138.38BP-143
744.42O-Ot 25/tO/2Ot6 Oasis Betta Home Living Microwave for WorksKitchen
130.00
742.r87-ot 19/10/2Ot6 NORSIGN School Zone Sign L26.23
743.L32-0L 2t/t0/2ot6 AIRPOWER NT PTY LTD PATTS fOT ITACtOT t24.06
742.1757-07 L9/LO/20L6 Richmond Wheel & Castor 4 X 68LT nylex tubs t23.20
742.!183-Ot 19110/20].6 Mr D KINGSTON Reimbursement for Diesel
Fuel
119.66
744.968-0t 25/t0/2ot6 NT FASTENERS PTY LTD Assorted high tensilesockets
LL2.89
744.2s-OL 2s/tO/20L6 RTM INTEGRATED LAND
INFORMATION SYS
Sep 16 - Land search 109.60
74s.!LO3-01 28/tO/20L6 HASTING DEERING Service for Caterpillarbackhoe at Howard WTS
1_04.50
744.1!84-OL 25/tO/2Ot6 Michael's Refrigeration Service Cemetery house
aircon
99.00
743.874-0L 2!/L0/2O1.6 FIN BINS Aug to Sep 16 - Rubbish
removal from
98.80
743.886-01 27/!O/20L6 Mr R J FREEMAN Remove tyres from rims forrecycling
90.00
74O.828-OL 06110120L6 HOWARD SPRINGS
VETERINARY CLINIC
Euthanasia & disposal of 1-
x dog
85.00
742.9L4-Ot L9/LO/2OL6 Mr G A STOCKDALE Reimbursement for 8s.00
Su Consultation
744.ss-0'J- 2slr0/2o16 CHUBB FIRE & SECURITY
PTY LTD
Alarm Response!919/L6 82.50
745.876-01 2S/7A/2016 NT ICE 30 bags of ice 82.50
743.980-01 2L/LOl2Or6 PRACTICAL SAFETY
AUSTRALIA
Rehydration blocks 82.50
742.874-0! L9ILO/2OL6 FIN BINS Sep 16 - Rubbish removal, 79.20
H/Spri ngs Rese
74s.r29-0t 28/t0l2}!6 VANDERFIELD
NORTHWEST PTY LTD
Air-con air filter for Hino 78.98
tipper
74s.L89-oL 28/L0/2076 HD ENTERPRISES P/L (HD
PUMP SALES)
Sealant, drill bits & clamPs 62.35
74L.820-0r 07 /10/20t6 CONSOLIDATED BEARING
CoMPANY ( CBC )
2 Belts for mower 62.O3
744.876-0! 25lrol20t6 NT lcE 20 bags of ice 55.00
745.522-01 2S/LO/2016 FARMWORLD NT PTY LTD Breather plug for slasher 52.00
gear box
745.!t82-Ot 28|IO/2OL6 Calibre One Pty Ltd lnformation request - 51.15
phone los
741.300-01 07lrol20L6 DARWIN OFFICE
TECHNOLOGY P/L
Sep L6 - Cemetery coPier
charges
4T.I5
740.522-07 O6/1.0/20L6 FARMWORLD NT PTY LTD Replacement switch forfuel pod
35.00
741.30-Ot 07l7Ol2OL6 TERRITORY SPRINGWATER 3 BOttICS Of WATCT
PTY LTD
31.50
TOTAT
Richmond Wheel & Castor Nylex tub l¡ds 30.80744.1t57-0r 2slto/20t6
27
CREDIT CARD TRANSACTIONS
Credit card transactions for October 2016 are listed in the table below.
DETAITSSTAFF MEMBER COST CODE GROSS GST
Kaylene ConrickcEo
3000.310.6443200.3L0.6443121.355.638
IPAA & ANZSOG BTCAKfASt
Flights - LGANT ETIRG - DirectorAmnet lnternet Connection
S4s.ooSgag.oos61.04
S4.oe
Sso.sz5s.ss
Deborah Branson
Executive Ass¡stant3020.330.6203020.330.6203020.330.6203700.340.6693020.330.6203020.330.6203700.341.6693700.341.6693400.300.342
3700.341.669
3700.34L.6693700.34L.6693400.300.3423700.341.6693400.300.3423700.341.6693700.34L.6693130.350.5153130.350.5153020.330.620w4328.3013200.3\0.644
Council Meeting Catering 2U9Council Meeting Catering 21l9lnterview Panel Caterin g 23/9
Territory Event Hire -OBM7lt0Council Briefing Catering 5/10Council Briefing Catering 5/10Gift Vouchers x2 - OBM 7/10Woolworths Catering - OBM 7/10
Flights - W Smith - PIA Brisbane
Target - Catering - OBM 7/10
Woolworths Catering - OBM 7/L0
Woolworths Catering - OBM 7/10Registration -W Smith - PIA
Thingz - Catering - OBM 7/10Accommodation - W Smith PIA
HS Tavern - Catering - OBM
Bunnings - Catering - OBM
Staff AmenitiesStaff AmenitiesCouncil Meeting Catering 19/10All Day Staff Training - Catering
548.005s.soS33.oo
s734.8e547.L9
s34.96s100.00s30.20s414.00s26.00
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9.46
Flights - D Kinsston - Road Congress
52.4O
se.oes-S¡.qos8.91s67.0s
Justin DunningMWF Manager
3800.375.525 Shock proof iPad cases 51se.90 518.17
Glen Byrnes
Waste Manager34r.0.350.515341_0.350.500
3410.350.515w4238.30w4238.30
Staff Amenities - Kitchen Products
StationeryStaff Amenities - Cleaning ltems
Staff Amenities - Cleaning ltemsGalvanised washers
s48.045L27.205z.tq$sz.oos43.s6
52.64S11.s6
s0.34Ss.rgs3.s6
TOTAT $5,710.67 5507.98 ,
28
Council Meeting Agenda Wednesday 16 November 2016
14 Officers Reports
14.1 Revised Risk Management Policy
14.2 GOV01 Policy Framework
14.3 Development Permit Lot 2 Virginia Road
14.4 November 2016 Summary Planning and Mining Report
14.5 Rating System Review
14.6 10‐Year Waste Management Strategy Community Reference Group
14.7 Black Spot Funding
14.8 Community Representative Appointments to Howard Springs and
Coolalinga Rural Activity Centre Area Plan Advisory Group
29
Write a short name
Councillor Report
Agenda Item Number: 14.1 Report Title: Revised Risk Management Policy (FIN08) Meeting Date: 16/11/2016 Attachments: Risk Management Policy (FIN08)
Purpose
This report presents for Council adoption the revised Risk Management Policy (FIN08) Summary
The Risk Management and Audit Committee (RMAC) endorsed the Risk Management Policy FIN08 on 29
October 2015 which included references to the South Australian Better Practice Model for Internal Financial
Controls. This policy was subsequently adopted by Council on 19 November 2015.
At the meeting on 11 May 2016 of the RMAC an alternative framework was presented based on the City of
Darwin’s Risk Management Framework and endorsed.
An updated FIN08 Risk Management Policy was presented to RMAC at its meeting on 3 October 2016 reflecting the change and include reference to the Litchfield Council Accounting and Policy Manual as per the Local Government (Accounting) Regulations. This reviewed policy was endorsed by RMAC. Recommendation
THAT Council adopts the updated Risk Management Policy (FIN08) superseding the precious Risk
Management Policy (LC20)
Background
Council is required by the Local Government Act to maintain a comprehensive suite of policies which guide
operational management. FIN08 contributes to these policies.
Implications Legislative and Policy Implications Not applicable to this report Policy Council is required by the Local Government Act to maintain a comprehensive suite of policies which guide operational management. Risks There are no risks to council in adopting this revised policy. There is a risk that the policy is not up to date and relevant to current operations should it not be adopted. Legal Not applicable to this report
30
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Environmental Impacts & Risks Not applicable to this report Social Impacts & Risks Not applicable to this report Financial and Resource Implications Not applicable to this report
Community Engagement
The Risk Management and Audit Committee has been consulted in the appropriateness of the policy updates
Recommending Officer: David Jan, Acting Director of Community and Corporate Services Any queries on this report may be directed to the Recommending Officer on telephone (08) 8983 0600. Any member of Council who may have a conflict of interest, or a possible conflict of interest in regard to any item of business to be discussed at a Council meeting of a Committee meeting should declare that conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same.
31
Risk Management FIN08
Name FIN08 Risk Management
Policy Type Council Policy
Responsible Officer Chief Executive Officer
Approval Date 19/11/2015
Review Date 19/11/2016
Document ID LITCHFIELD‐454211611‐61
1 Purpose
Risk Management is an important part of Litchfield Council’s corporate governance and covers areas such as strategic management, internal controls, business development, project management, finance, etc. It comprises procedures to mitigate risks and provide reasonable assurance that operations are efficient and effective, assets are safeguarded, legislation and council policies/rulings are complied with and financial reporting is accurate and reliable. Effective risk management in Council operations is critical in achieving its goals and objectives.
2 Principles
Council is committed to maintaining an effective risk management environment. This policy is based on the following principles:
Managing risks relating to the stewardship of public resources requires effective internal controls.
Council requires a framework for an effective risk management system which conveys to managers that they are responsible for ensuring that risks are identified, controls are established, documented, maintained and adhered to across the council and to all employees that they are responsible for adhering to those controls.
Council must ensure the propriety of transactions, information integrity, compliance with regulations and achievement of Council objectives through operational efficiency.
3 Definitions
For the purposes of this Policy, the following definitions apply:
Risk The effect of uncertainty on objectives.
Risk Management A coordinated set of activities and methods that is used to direct an organisation and to control the many risks that can affect its ability to achieve objectives.
4 Policy Statement
4.1 The Risk Management Process
The process followed by Council in developing the framework shall be based on Australian/New Zealand Standard AS/NZS ISO 31000:2009. 4.1.1 Establish Goals & Context – Effective risk management requires a thorough understanding of the
goals and context of Council to assist in establishing the assessment criteria for risk management. 4.1.2 Identify Risks – Identify the risks most likely to impact on the achievement of Council’s objectives. 4.1.3 Analyse Risks – Assess effectiveness of risks in terms of likelihood and consequence to identify
the current risk level.
32
Risk Management FIN08
4.1.4 Evaluate Risks – Determine whether the risks are acceptable or unacceptable and document findings.
4.1.5 Treat Risks – Treat risks by one of the following methods ‐ discontinuing activity that generates it, reducing likelihood of occurrence, reducing consequence of occurrence, transfer the risk or retain the risk.
4.1.6 Consultation/Communication – These are important elements to ensure that all stakeholders understand why actions are required. These stakeholders include all staff and elected members.
4.1.7 Monitor/Review – Responsible officers must be identified for each internal control and provide feedback to managers on progress with controls. The Managers monitor the effectiveness of risk treatments and report progress to the Senior Management Team and the Audit Committee at regular intervals.
4.2 Risk Management Approach
4.2.1 Council will maintain an internal control framework, which will be based upon a pro‐ active risk management culture.
4.2.2 The types of risks identified in the framework will be those which may prevent council from meeting its objectives or not maximising its opportunities.
4.2.3 It is recognised that all risks cannot be eliminated, however the internal controls applied should reduce the likelihood of the risk occurring to within acceptable limits of risk.
4.2.4 Council will develop a culture that emphasises integrity, ethical values and competence. 4.3 Roles and Responsibilities
4.3.1 The Chief Executive Officer is responsible for establishing Internal Controls and associated framework, which ensures Council objectives are achieved efficiently and effectively as required by Local Government (Accounting) Regulations section 10(1). Updates on changes to the framework will be presented to the Internal Audit Committee before being presented to Council for adoption.
4.3.2 The Chief Executive Officer must adopt a risk management approach to identifying and assessing risks and apply cost/benefit analysis in the development of internal controls, and is responsible for ensuring Council employees conduct their duties in accordance with internal control policies, procedures and practices of Council.
4.4 Elements of the Internal Control Framework
The essential elements of an effective internal control framework are:
Structure and culture of Council;
Delegations of Authority;
Policies and procedures;
Trained and properly qualified staff;
Information Technology controls;
Review process e.g. internal audit;
Liaison with auditors and legal advisors;
Senior Management compliance assurance;
Risk identification and assessment. 4.5 Accounting and Policy Manual
Section 9 of the Local Government (Accounting) Regulations prescribes that a council must maintain an accounting and policy manual.
Formatted: Normal, No bullets or numbering
Formatted: Normal, Indent: Left: 0.49", No bullets ornumbering
33
Risk Management FIN08
The manual must include, or incorporate by reference, the following:
a) an organisation chart showing the functions of the council, its committees and responsible officers;
b) a statement of the duties and responsibilities of the CEO and responsible officers;
c) a statement of the principal accounting policies of the council;
d) information about the timing and content of financial management reports to the council and the
CEO;
e) a statement of the procedures the council considers necessary to facilitate the timely preparation of
the council's annual financial statement;
f) the information necessary to ensure the proper operation of any computer based accounting system
in use;
g) details of all administrative and accounting procedures, policies and delegations of authority,
including:
I. details of internal control procedures; and
II. details of personnel and financial delegations; and
III. a chart of accounts divided into assets, liabilities, income, expenses and council equity accounts;
and
IV. procedures relating to the receipt and banking of money, the payment of salaries and wages, the
allocation of machinery operating costs to council functions, the purchase of goods and services
and the granting of credit to council debtors.
4.56 Review of Internal Controls Framework
4.56.1 This Policy will be reviewed annually. 4.56.2 The database of internal financial controls shall be based on the Better Practice Model, andThe
Litchfield Council Accounting and Policy Manual will be reviewed at least every twelve months following the annual financial audit to ensure all controls are current and appropriate .and the The Chief Executive Officer will inform the Risk Management and Internal Audit Committee of each review and update d regularly on progress with action plans identified during the reviews.
5 Associated Documents
Litchfield Council Policies
6 References and Related Legislation
Local Government Act and associated Regulations and Ministerial Guidelines Australian/New Zealand Standard AS/NZS ISO 31000:2009
Formatted: Normal, Justified, Indent: First line: 0.25",Don't keep with nextFormatted: List Paragraph, Justified, Indent: Left: 0.5",Numbered + Level: 1 + Numbering Style: a, b, c, … +Start at: 1 + Alignment: Left + Aligned at: 0.25" +Indent at: 0.5"
Formatted: List Paragraph, Justified, Indent: Left: 0.5",Numbered + Level: 1 + Numbering Style: a, b, c, … +Start at: 1 + Alignment: Left + Aligned at: 0.25" +Indent at: 0.5", Don't keep with nextFormatted: List Paragraph, Justified, Numbered +Level: 2 + Numbering Style: I, II, III, … + Start at: 1 +Alignment: Right + Aligned at: 0.75" + Indent at: 1"
Formatted: Normal, Indent: Left: 0.49", No bullets ornumbering
34
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Councillor Report
Agenda Item Number: 14.2 Report Title: GOV01 Policy Framework Meeting Date: 16/11/2016 Attachments: GOV01 Policy Framework
Purpose
This report presents for Council adoption GOV01 Policy Framework Summary
Council is required by the Local Government Act to maintain a comprehensive suite of policies and procedures which guide the business. Development of policy and procedures requires a framework to ensure they are developed within a holistic and hierarchical policy and procedural framework which logically accommodates all of Council’s polices and underlying procedures to guide effective decision‐making and service delivery.
The updated GOV01 Policy Framework will contribute to the consistency, clarity, transparency and accountability of Councils decision making processes and service delivery. Recommendation
That Council adopts the updated GOV01 Policy Framework
Background
GOV01 Policy Framework was last reviewed and endorsed on 15 October 2015 during the time of administration. This policy has been reviewed and refined to provide greater clarity as to the process of policy development within Litchfield Council. The policy builds on past policy frameworks and the recent work of a consultant engaged to conduct a review. It was last reviewed 15 October 2015 and is the first time this Council has reviewed the policy. This review has included greater detail in the development, review and adoption process. A flow chart has been developed to clearly articulate the process. The greater detail will give Litchfield Council staff clarity as to the process and confidence in the importance placed on their role in policy development. Links with Strategic Plan
A robust policy framework underpins all Council decisions and is relevant to all Strategic Plan priorities
Priority # 1 – Everything you need Priority # 2 – A great place to live Priority # 3 – A beautiful natural environment Priority # 4 – A vibrant economy Legislative and Policy Implications
Updating this policy supports Councils responsibility to maintain a comprehensive suite of policies and
procedures
Risks
35
Write a short name
There is a risk that the policy is not up to date and relevant to current operations should it not be adopted.
Financial Implications
There are no financial implications with the implementation of this policy
Community Engagement
This is an internal operational policy. Recommending Officer: David Jan, Acting Director of Community and Corporate Services Any queries on this report may be directed to the Recommending Officer on telephone (08) 8983 0600. Any member of Council who may have a conflict of interest, or a possible conflict of interest in regard to any item of business to be discussed at a Council meeting of a Committee meeting should declare that conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same.
36
Policy Framework GOV01
Name GOV01 Policy Framework Policy Type Council Responsible Officer
Chief Executive Officer
Approval Date [Approval Date] Review Date 10/10/2019 Document ID LITCHFIELD-1844278000-1
1. Policy Purpose
This policy provides the framework under which policies are created and maintained at Litchfield Council. It contributes to the consistency, clarity, transparency and accountability of Councils decision making processes and service delivery. 2. Policy Scope
This policy applies to all Council and Administrative Policies and Procedures developed and reviewed, which in turn relate to all Litchfield Council councillors and employees. 3. Policy Definitions
For the purposes of this Policy, the following definitions apply: Council Policy A policy requiring adoption by Council which;
is mandatory by legislation
impacts external stakeholders to Council
impacts finances of Council
impacts Elected Members, or
provides strategic guidance or direction consistent with Council’s Strategic and Municipal plans.
Administrative Policy A policy adopted by the Chief Executive Officer which governs the conduct of Council staff in the various internal operations of the organisation including but not limited to;
human resources
information technology
procurement
records management
asset management
administrative/financial, or
workplace health and safety.
37
Policy Framework GOV01
Procedure
A procedure defines the actions required to apply or implement a policy. It outlines who will do what, the steps that need to be taken and the forms or documents to be used. A procedure may just be a few bullet points or instructions. Sometimes a Procedure will include forms, checklists or flowcharts.
Guidelines
Guidelines are advisory in nature and provide additional information beyond a policy or procedure that are specific to staff operating in a specific circumstance, situation or location. Guidelines are appropriate where a degree of flexibility is required to ensure the efficient and effective operation of a particular work area.
Intranet / Document Management System
The technological system used to retain current and archived corporate documents.
4. Policy Statement
4.1. Litchfield Council is committed to delivering good governance and transparency in Council operations. The following principles are applied in the development of Policies under this framework:
4.1.1. Policies are developed within a holistic and hierarchical policy and procedural framework which logically accommodates all of Council’s polices and underlying procedures to guide effective decision-making and service delivery.
4.1.2. The policy framework will create a common, consistent and timely process for the development and endorsement of policy and procedures which promotes alignment with the Council’s values.
4.1.3. The policy framework will establish a common standard for the development of policy and procedure including the collection of adequate information to support implementation and review.
4.1.4. The policy framework will establish controls for the management and retention of the Council’s policies within the Council’s electronic document management system.
4.1.5. The policy framework will establish a common standard for policy documents to ensure adequate information is collected to assist implementation and review through the Council’s electronic document management system (EDMS).
4.2. The Role of Policies
4.2.1. Policies are set by those in authority to approve them, and govern the conduct of those who are subject to this authority.
4.2.2. Policies adopted by Council govern the conduct of Council officers, including the Chief Executive Officer, in the operations of Council. As Council is the authority, Council is able to by resolution vary its own policy. Such policies may not override legislation, and will not have effect where Council does not have authority provided under the Local Government Act.
38
Policy Framework GOV01
4.2.3. Policies adopted by the Chief Executive Officer govern the conduct and operations of Council officers, and do not have authority to bind Elected Members. Such policies may not override legislation, and will not have effect where the Chief Executive Officer does not have authority provided either directly or under delegation from Council pursuant to the Local Government Act or other relevant legislation.
4.2.4. Policies empower or prohibit. Where the process of an organisational activity is to be specified, this can be documented in subsidiary guidelines and process documents which assist with compliance to the policy, and can be altered from time to time as the Chief Executive officer or their delegate determines.
4.3. Policy classifications
4.3.1. Council Policies - approved by Council resolution adopting the policy.
4.3.2. Administrative Policy - approved by the Chief Executive Officer.
4.3.3. It is acknowledged that some policies whilst administrative in nature also fall within the ambit of Council. In these cases, Council adoption will prevail.
4.4. Policy Development and Adoption
4.4.1. The Chief Executive Officer is responsible for implementing an appropriate method for the numbering and classification of policies under this framework. Where minor adjustments to the administrative classification of policies is necessary and there are no material changes to the policy itself, the Chief Executive Officer is delegated the authority to make these adjustments.
4.4.2. All Council Policies developed under this framework are to be made available to the public via Council’s website and at Council’s office.
4.4.3. All policies are to be developed using the policy template located in the Document Management System and written in plain, concise English.
4.4.4. All technical terms used in the policy are to be defined in the Definitions section of the policy.
4.4.5. All new and amended policies are to be classified as either a Council Policy or an Administrative Policy.
4.4.6. When developing policy, staff are expected to engage appropriately with relevant stakeholders.
4.4.7. All new or amended Council Policies are to go before Council for adoption. If required by legislation, or if a policy will have a significant and direct impact on the community, the adoption process will include a public exhibition phase. This phase will include placing an advertisement in the local paper; making the draft Council Policy available on Council’s website and at Council’s office; collating and reporting to Council on any public submissions made, and, final adoption by resolution of Council.
4.4.8. All new or amended Administrative Policies will be endorsed by the relevant Committee and / or Executive Management Team prior to being approved by the Chief Executive Officer.
4.5. Policy Review
4.5.1. As a minimum, policies are to be reviewed every three years to ensure they remain relevant.
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Policy Framework GOV01
4.5.2. If there is a change in legislation that then requires an amendment to the relevant policy, this must be undertaken as soon as possible.
4.5.3. A policy review timetable will be developed for each financial year, with reviews undertaken by 30 June each year.
4.5.4. At times, minor amendments to policies may be required due to changes to formatting or organisational structure changes. These can be authorised by Chief Executive Officer.
Approval and Review Summary
Policy Type Description Consultation Approval Review Council Relates to
Council’s intent regarding a service, functions or activities that have an external / community focus
Key external stakeholders Public exhibition where required
Recommended by Chief Executive Officer Approved by Council
Term of the Council, unless otherwise stated
Administrative Relates to an operational issue, focusing on internal functions and activities and intended for use within the organisation
Relevant staff Endorsed by the Executive Team Approved by the Chief Executive Officer
Every 3 years unless prompted by a legislative change or new compliance requirement
4.6. Rescinding Policies
4.6.1. A Council Policy can only be rescinded by resolution of Council.
4.6.2. An Administrative Policy can only be rescinded by the Chief Executive Officer.
4.6.3. Once approved, the policy must be removed from where it may be publically or internally viewed and the Policy Register updated.
4.7. Responsibilities
Governance and Risk Advisor
Maintain a current Council Policies Library on Council’s website.
Maintain a current Administrative Policies Library on Council’s intranet and/or document management system.
Maintain an accurate and up-to-date Policy Register.
Notify responsible officers of policies requiring review.
Maintain an archive of all previous versions and rescinded policies.
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Policy Framework GOV01
Managers Develop, implement, monitor and review relevant policies as required.
Prepare Council reports relating to adopting or rescinding a Council Policy.
Organise public consultation and public exhibition of policies where required.
Ensure policies are implemented.
Ensure relevant staff are aware of the policy. Where required, retain signatory evidence that the policy has been read and understood.
4.8. Classifying Policies
In order to manage policies, procedures and guidelines in the Policy Register, documents will be given a classifying code and number. The number or next available number to be given to a document, and further advice regarding classifying a document, will be obtained from the Governance & Risk Advisor. The following table is provided for guidance:
Type of Document Work Area Classifier Policy Governance GOV
Finance FIN Human Resources HR Work, Health & Safety WHS Regulatory REG Corporate COR Community COM Infrastructure INF Planning PLN
Procedures/Guidelines Governance GOVp Finance FINp Human Resources HRp Work, Health & Safety WHSp Asset Management AMp Infrastructure WHSp Planning PLNp Waste Management WMp Mobile Work Force MWFp Community COMp Environment ENVp Regulatory REGp
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Policy Framework GOV01
Identify Need
Research/ Review
Draft/ Update Policy
Council vs
AdminCouncil Policy Administration
Policy
CEO/EMT
Management Team
Staff
Community
Council Endorsement CEO Approval
Implementation
Consultation
This includes identifying the matter to be addressed, seeking authority to proceed and selection of the appropriate policy level which will contribute to achievement of corporate/business plan objectives
Undertake research, review legislation, existing policies (which may require amending) and best practice. Informally consult with other work groups which may be affected. Draft document. Council and Administrative Policies have a number of different audiences (i.e. Elected Members, management, staff, community, regulators, media, etc.) and care will need to be taken to frame
The draft document is to be endorsed by the CEO/Executive Team (EMT). The decision as to the status of the policy and the approval process is made now.
It is important that staff are consulted in the development/review of Council policies. Informal consultation will have taken place during the review/drafting phase ensuring they are aware of the document. The time taken and the extent of consultation will depend on the level of changes made and or the potential impact on staff and the affected community. The Community Engagement Advisor should be involved at this stage
Feedback from consultations is taken into consideration and incorporated where appropriate.
Policies are approved either by Council Resolution or by the CEO depending on their status. Further community engagement may be required to ensure external stakeholders are aware of Council Policies
CEO/EMT
Council Briefing
Policy Development, Review and Adoption Flowchart
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Policy Framework GOV01
4.9. Procedures
4.9.1. A procedure is a way of accomplishing a task – a ‘how to’ document that accompanies a policy. It is a series of steps to be followed as a consistent and repeatable approach or cycle to achieve an end result.
4.9.2. Procedures are to be developed using the procedure template located in the Document Management System/ on the intranet and endorsed by the relevant manager.
4.9.3. A procedure is to have a version number on the front page, updated each time an amendment to the procedure is made.
4.10. Archiving
It is a requirement of the Local Government Act to retain records of all documents that guide decision-making. All previous versions of policies and procedures will be retained in the Document Management System for the prescribed periods outlined in the Local Government Act and other relevant legislation and in accordance with Council’s Record Management Procedural Guidelines. 5. Associated Documents
Litchfield Council Policies Policy Template Procedure Template 6. References and Related Legislation
Northern Territory Local Government Act 7. Review History
Date Reviewed Description of changes (Inc Decision No. if applicable) 25/06/2008 LC01 Amended policy – Decision PA08/AP/002 01/10/2009 LC01 Amended Policy – Decision PA09/PR/001 11/10/2012 LC01 Amended Policy – Decision PA12/PR/003 15/10/2015 GOV01 Amended Policy – Change of name
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Council Report Agenda Item Number: 14.3 Report Title: PA2016/0579, a Development Permit for change of use from shop to hotel at Lot
2 (30) Virginia Road, Virginia, Hundred of Bagot
Meeting Date: 16/11/2016 Attachments: Attachment A: Development Application PA2016/0579.
Attachment B: Council’s letter of comment for PA2016, a Development Application for change of use from shop to hotel at Lot 2 (30) Virginia Road, Virginia, Hundred of Bagot.
Purpose
The purpose of this report is to provide a summary and assessment to Council of PA2016/0579, a Development
Application for change of use from shop to hotel at Lot 2 (30) Virginia Road, Virginia, Hundred of Bagot, included
as Attachment A.
Summary
The proposal is for a change of use from shop to hotel, which requires an application. This report also presents
for Council endorsement the Letter of Comment on PA2016/0579 provided to the consent authority on 13
October 2016, included as Attachment B.
This report concludes that Council should lodge a Section 49 objection to this application, as it proposes to reserve on‐street Council car parking spaces for a single development, which is not considered appropriate. The development does not allow for sufficient car parking as required for the use under the NT Planning Scheme. There are also issues with the proposed location of staff car parking and overflow car parking on the site. Recommendations
THAT Council endorse Attachment B, Council’s Letter of Comment for PA2016/0579, a Development Application for change of use from shop to hotel at Lot 2 (30) Virginia Road, Virginia, Hundred of Bagot, the assessment of which is summarised above and reviewed in detail within the body of this report.
Background
Site and Surrounds
The subject site is 30 Virginia Road, Virginia. The subject site is 2.02 hectares and is located in Zone C
(Commercial). Several businesses currently exist on the site, including the Virginia Tavern, Virginia store, a
caravan park and a motel. The site is bordered by Virginia Road to the west and Hinton Road to the south. To
north of the site is another lot in Zone C (Commercial). To the east of the site are residential land uses in Zone RL
(Rural Living). Land across Hinton Road is also in Zone RL (Rural Living) and is developed with residential uses.
Land across Virginia Road is also in Zone RL (Rural Living) but is either vacant or informally developed with car
parking that serves the tavern.
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Source: NT Atlas and Spatial Directory
Source: Exponare ‐ Aerial Photo 2013
Subject Site
Subject Site
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Site Development History
There are a variety of past planning applications for the subject site, given the variety of uses that exist on the
site.
A Development Permit for a shop and caravan park was granted in 1991, as was a Development Permit for
accommodation units and a Variation to a Development Permit for a fuel apron shelter.
In 1997, a Development Permit was approved for construction of six mobile vans on the site, and in 1998 a
Development Permit was approved for a promotional sign on the site.
In 1999, a Development Permit was granted for a caravan park, shop and service station, with an extension to the
shop use within an existing caravan park granted a further Development Permit in 2000.
A change of use from shop to restaurant/hotel was approved by a Development Permit granted in 2003.
An application for alterations and additions to the existing tavern was advertised in January 2016; this application
has yet to be resolved. That application includes the addition of a bottleshop in the location of a portion of the
existing caravan site. Two deferral notices have been issued in relation to that application, the latest of which
requires a traffic impact assessment for the proposed uses and amended plans to reflect the outcomes of the
traffic impact assessment. Council has concerns over the traffic flow proposed for the site and measures that can
be implemented on the site to protect the amenity of the existing neighbouring residential uses.
Current Proposal
The current application proposes to change an existing vacant shop use to an expansion of the hotel use. The
intent is to join the adjacent shop space with the tavern and install 10 new gaming machines and allow for the
relocation of the existing gaming machines on site into this new space.
While the works proposed are entirely internal to the existing structures on the site, the change of use will result
in a requirement for increased car parking for the site.
The maps below show the general site and proposed car parking layout, as well as the internal configuration of
the new gaming area.
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Source: PA2016/0579
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Source: PA2016/0579
Application Assessment
Council has reviewed the application and accompanying plans for the site and it appears that the applicant is
claiming use of 12 on‐street car parking spaces within Council’s road reserve as part of the parking required to
service the development. Council cannot accept the dedication of any parking spaces within Council’s roadway to
any single development. While it is acknowledged that the existing spaces are likely to be used primarily by the
occupants of the uses on the subject site, Council has a responsibility to ensure Council‐owned spaces are
available to the public and not restricted to a single development. It is noted that Council has marked spaces in
Virginia Road adjacent the subject site and the adjacent commercial site to the north; this line‐marking was
undertaken to ensure safety in the area following unsafe parking practices along this section of roadway. The
parking spaces currently marked along Hinton Road have not been line‐marked by Council and some of those
spaces are not in compliance with appropriate standards. Council will be following up on this matter as a
separate issue to this development application. It is noted that there have been no discussions between the
applicant and Council regarding the matter of use of Council’s car parking spaces within Council’s roadway.
The development application illustrates 19 car parking spaces on site that are available to the general public to
service the development and 1 car parking space for staff. The car parking space proposed for staff parking is not
acceptable, as this space blocks the waste bin located on the site, which should be free from obstructions at all
times. Therefore, this car parking space cannot be allowed if the site is to meet waste storage requirements.
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Additionally, this proposed staff car parking space conflicts with the loading bay provided on the site. Essentially,
if a vehicle is parked in the proposed staff car parking space, the loading bay will be inaccessible to delivery
vehicles and waste disposal vehicles.
Therefore, the development appears to be deficient by 13 car parking spaces (subtracting 12 proposed spaces in
Council’s roadway and 1 staff car parking bay that is not appropriately located), which is a deficiency of over 40%
of the required car parking for the site. Furthermore, anecdotal evidence shows there are frequent issues with
car parking under current arrangements, and the site current utilises an unapproved car parking lot on a site
across Virginia Road to service the site.
The application also proposes an area for overflow parking to the rear of the existing tavern structure. However,
a site visit reveals that a large portion of this area is obstructed on site by a fence and other materials. It is also
noted that in the Development Consent Authority Meeting held in June 2016 regarding the proposed extensions
to the tavern on the subject site, the land owner stated that this area could not be used for vehicle movements. It
unclear why that area is now suitable for overflow parking, noting the application does not propose changes to
the fencing and storage areas on the site previously noted as required to be relocated to facilitate parking in this
area.
Conclusion It is recommended that Council lodge a Section 49 objection to this application, as it proposes to reserve on‐street Council car parking spaces for the use of a single development, which is not considered appropriate and the development does not provide sufficient car parking required for the use as required under the NT Planning Scheme. There are also issues with the proposed location of staff car parking and overflow car parking on the site.
Links with Strategic Plan
2. A great place to live
Legislative and Policy Implications
Nil.
Risks
Nil.
Financial Implications
Nil.
Recommending Officer: David Kingston, Director Infrastructure and Operations Any queries on this report may be directed to the Recommending Officer on telephone (08) 8983 0600. Any member of Council who may have a conflict of interest, or a possible conflict of interest in regards to any item of business to be discussed at a Council meeting of a Committee meeting should declare that conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same.
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1446REP01 1
STATEMENT OF EFFECT
CHANGE OF USE
AT: Shop 2, 30 Virginia Road Virginia (Lot 2 Hundred of Bagot)
FOR: Damian O’Brien, Virginia Tavern
1.0 INTRODUCTION
MasterPlan NT has been engaged by Damian O’Brien, owner and Nominee of the Virginia Tavern to
prepare an application for a Development Permit allowing the change of use from ‘shop’ to ‘hotel’ at
Shop 2, 30 Virginia Road, Virginia.
Included in the application is the Statement of Effect (contained herein), landowner authorisation, and title
documents. Contained in the Statement of Effect is the following:
• Attachment A Site Plan;
• Attachment B Location Plan;
• Attachment C Fitout Plans; and
• Attachment D Car parking layout.
The subject land is located within the C (Commercial) Zone pursuant to the Northern Territory Planning
Scheme. The proposed development comprises the change of use of land and thus requires a
Development Permit pursuant to Section 44(a) of the Planning Act 2014.
In preparing this Statement of Effect, I have undertaken a site inspection, examined the development
application and associated documents and considered the most relevant provisions of the Northern
Territory Planning Scheme.
2.0 BACKGROUND
As detailed in the record of administrative interests and information, the allotment has been subject to
numerous development applications and issued permits dating back to 1991. As the site has developed
and the uses have changed over time there have been several changes to parking requirements.
The most current development permit, DP03/0291 approved the development of the land for the purpose
of changing the use of shops 3 and 4 to hotel/restaurant. The vehicle access plan drawn by Del Rey
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Drafting, D3931-1, dated July 2002 as amended 22 August 2003 was endorsed 13 November 2013.
Although it is not clear on the endorsed plans, it is understood that 30 parking spaces (on and off-site)
were required and a reduction of two spaces were approved requiring the development to provide 28
spaces.
3.0 NATURE OF SITE AND LOCALITY
The allotment is zoned C (Commercial) within the Northern Territory Planning Scheme. It has an area of
20,200 square metres and comprises a range of uses including shop, caravan park, hotel, restaurant and
service station. All required utility services are connected to the site.
Shop 2 (‘the site’) is located at 30 Virginia Road, Virginia and more formally described as Lot 2 Hundred of
Bagot. The site is a vacant shop that has a gross floor area of 58 square metres. It is within the same
building as the existing tavern, Shop 3 and 4, that was approved under DP03/0291. There is a general
store in a building adjacent to the site and four fuel bowsers. A motel comprising eight units and a
caravan park are also established on the broader allotment. A Site Plan is provided at Attachment A.
The centre contains a shared parking arrangement with a total of 20 car parking spaces provided on-site.
The centre also maintains convenient access to an additional 12 spaces off-site, bringing the total number
of available car parking spaces to 32.
There is a bus stop located directly in front of the the centre on Virginia Road that provides access to
Palmerston, Humpty Doo, Coolalinga and Darwin City where further connections are available.
The centre is bound by Virginia Road to the east and Hinton Road to the south. Land adjacent to the site
to the north and west are Zone RL (Rural Living) and contain residential buildings and associated
outbuildings. A vacant parcel of land directly opposite the site is also zoned RL.
Virginia Road runs north- south between the Stuart Highway and Lowther Road. The Stuart Highway. is
located approximately 180 metres north of the site. Hinton Road provides access for 11 large rural living
lots.
Please refer to the attached Location Plan Attachment B showing the context of the site in relation to
surrounding development and zones.
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4.0 DESCRIPTION OF PROPOSED DEVELOPMENT
The proposed development is for the change of use of Shop 2 from ‘shop’ to ‘hotel’ to allow for
renovations and a modest extension (58 square metres gross floor area) to the Virginia Tavern that is
adjacent. The site is operated by the Nominee, Damian O’Brien.
In May 2016 OMAD (NT) Pty Ltd applied to the Director General of Licensing for an increase in gaming
machines under Section 41 of the Gaming Machine Act and Mr Damian O’Brien was approved as Nominee
23 August 2016. The applicant now holds a licence for 20 gaming machines, an increase from the 10 that
had been approved previously.
The extension will provide the necessary space for the 10 new gaming machines and allow for the
relocation of the existing gaming machines on the site. There is a small storage area and a toilet also
proposed as illustrated on the Fitout Plans, provided at Attachment C.
Only internal maintenance and upgrades are proposed such as painting of walls, installation of machines
and cosmetic change and therefore no building work which constitutes development is to be undertaken.
There are no proposed alterations to the existing car parking area or vehicle access arrangements.
5.0 SECTION 46(3) OF THE NORTHERN TERRITORY PLANNING ACT
5.1 46(3)(a) – Compliance with the Planning Scheme
The proposed change of use is situated within Zone C (Commercial). Clause 5.8 states:
1. The primary purpose of Zone C is to provide for a range of business and community uses.
2. The zone applies to shopping areas ranging from neighbourhood convenience shopping to
regional centres.
3. Development should:
(a) be of a scale and character appropriate to the service function of a particular
centre;
(b) respect the amenity of adjacent and nearby uses; and
(c) promote community safety in building design, having regard to adjacent land and
nearby uses.
The proposed development and expansion into the currently vacant Shop 2 will allow for updating,
modernising and improving the internal amenity of the tavern. The reuse of a vacant tenancy will improve
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the overall functionality and visual appeal of the Virginia service node. The proposal does not involve any
external building work and will not affect existing land uses within the locality nor prejudice future
development from achieving the objectives of Zone C. It is not considered that the increase in net floor
area of approximately 48 square metres will negatively impact on community safety.
The following General Performance Criteria of the Northern Territory Planning Scheme are relevant for
assessment.
Clause 6.4 states the minimum plot ratios of development within certain zones. The proposed
development is for a change of use only and will not impact on the existing and approved plot ratio of the
site.
Clause 6.5.1 relates to vehicle parking requirements and applies to the following.
“1. The purpose of this clause is to ensure that sufficient off-street car parking,
constructed to a standard and conveniently located, is provided to service the
proposed use of a site.
2. Subject to clause 6.5.2, if a use or development specified in column 1 of the table to
this clause is proposed, the number of car parking spaces (rounded up to the next
whole number) required for that use or development is to be calculated in
accordance with the formula specified opposite in column 2 or, if the use or
development is within Zone CB in Darwin, column 3.
3. If a proposed use or development which is not listed in the table to this clause
requires consent, the number of car parking spaces required for that use or
development is to be determined by the consent authority.
4. A car parking area is to be designed in accordance with clause 6.5.3 except where
the car parking is required in associated with a single dwelling and an independent
unit.”
Table to Clause 6.5.1 states that 16 car parking spaces are to be provided for every 100 square metres of
net floor area used as a lounge or beer garden in a hotel outside of Zone CB in Darwin. Once the fit-out is
completed the subject site will have a net leasable floor area of 48 square metres. This equates to a total
car parking requirement of 8 spaces for the site in accordance with the table to Clause 6.5.1.
The parking space calculation for the site based on ‘shop’ is 6 spaces for every 100 square metres.
Assuming the previous use relevant to Shop 2 would have required four spaces, the establishment of the
new use will require an additional four spaces.
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DP03/0291 allowed for a reduction in parking spaces from 30 generated to 28 approved. The change of
use will generate a parking space requirement of 32 and there are 32 spaces provided for.
The site is part of a service node development which enjoys a shared parking arrangement. It is
anticipated that the proposed use will have a similar demand for car parking to that previously approved.
It is therefore considered that the proposed use will not have a significant impact on the overall car
parking demand for the site as a whole.
There is no proposed alteration to the existing car parking and vehicle access arrangements and it is
considered that the proposal complies with the requirements of Clause 6.5.
A car parking layout is provided at Attachment D.
Clause 6.5.2 specifies where the reduction in parking requirements applies. The purpose of this clause is
to provide for a use or development with fewer car parking spaces than required by clause 6.5.1.
“2 The consent authority may approve a use or development with fewer car parking
spaces than required by clause 6.5.1 if it is satisfied that a reduction is appropriate
for the use or development, having considered all the following matters:
(a) the zoning of the land, the use or development or proposed use or
development of the land and the possible future use or development of the
land;
(b) the provision of car parking spaces in the vicinity of the land; and
(c) the availability of public transport in the vicinity of the land; or
(d) the use or development relates to a heritage place and the Minister
responsible for the administration of the Heritage Conservation Act
supports the reduced provision of car parking spaces in the interest of
preserving the significance of the heritage place.”
A total of 32 car parking spaces are available comprising 20 spaces constructed on-site including one
disabled and one staff parking space and 12 off-site spaces provided on Virginia Road and Hinton Road.
Additional overflow parking is provided on-site to the rear of the tavern.
The site is located adjacent to a bus stop on Virginia Road which provides access to Coolalinga, Humpty
Doo, Palmerston and Darwin City where further connections are available. It is considered that some
customers will access the site by public transport.
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It is expected that guests staying in the motel and caravan park that occupy the site proper will comprise
part of the customer base.
Considering the above, maintaining the approved reduced car parking spaces is appropriate and in
accordance with Clause 6.5.2.
Clause 6.14 relates to land subject to flooding and storm surge. The purpose of the clause is to reduce
risk to people, damage to property and cost to the general community caused by flooding and storm
surge. The proposed change of use is to take place within an existing and approved building that is not
located within either a Primary or Secondary Storm Surge area.
Clause 8.2 contains design considerations for development within, amongst others, Zone C to promote
site-responsive designs of commercial, civic, community, recreational, tourist and mixed use
developments which are attractive and pleasant and contribute to a safe environment.
2. The design of buildings in Zones HR, CV, CB, C, SC, TC, OR, CP, FD and T should:
(a) preserve vistas along streets to buildings and places of architectural,
landscape or cultural significance;
(b) be sympathetic to the character of buildings in the immediate vicinity; (c)
minimise expanses of blank walls;
(d) add variety and interest at street level and allow passive surveillance of
public spaces;
(e) maximise energy efficiency through passive climate control measures;
(f) control on-site noise sources and minimise noise intrusion;
(g) conceal service ducts, pipes, air conditioners, air conditioning plants etc;
(h) minimise use of reflective surfaces;
(i) provide safe and convenient movement of vehicles and pedestrians to and
from the site;
(j) provide convenient pedestrian links (incorporating access for the disabled)
to other buildings and public spaces;
(k) provide protection for pedestrians from sun and rain;
(l) provide for loading and unloading of delivery vehicles and for refuse
collection;
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(m) provide landscaping to reduce the visual impact and provide shade and
screening of open expanses of pavement and car parking;
(n) provide facilities, including public toilets, child minding facilities, parenting
rooms and the like where the size of the development warrants such
facilities; and
(o) provide bicycle access, storage facilities and shower facilities.
The proposed development is located within Zone C, however it is for a change of use only within an
existing tenancy and no building work is proposed except for the internal fit-out. The proposed
development will have minimal impact on the external physical appearance of the site and is unlikely to
have any detrimental impact on the amenity or character of the locality. It is not expected that there will
be a significant increase in patronage, but rather existing clientele will benefit from the improved internal
amenity.
The adaptive reuse of a currently vacant and underutilised tenancy will contribute positively to the existing
centre and surrounds.
5.2 46(3)(b) – Interim Development Control Order
There are no Interim Development Control Orders currently applying to the site.
5.3 46(3)(c) – Public Environmental Report/Environmental Impact Statement
No Public Environmental Report or Environmental Impact Statement is considered to be required under
the Environmental Assessment Act.
5.4 46(3)(d) – Merits of Proposed Development
The proposed development, to be occupied by the Virginia Tavern, will provide improved internal amenity
with the re-fit of the tenancy. The reuse of a currently vacant tenancy within the existing centre is
considered to contribute to the centre and surrounding locality.
5.5 46(3)(e) - Subject Land, Suitability for Development and Impact on Locality
For a description of the subject land and locality, refer to Section 3.0 of this report. The investigations
contained herein and the existing use of the site demonstrates that the site can accommodate the
development. As the proposal does not involve the construction of any structure or any alterations to the
existing land form, it is considered that the existing amenity will be maintained.
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5.6 46(3)(f) – Available Public Facilities/Open Space
The site has available access to a range of services and there is open space located in close proximity to
the site. Coolalinga is located within 8.0 kilometres of the site which provides a wide range of services.
Palmerston is approximately 11 kilometres from the site and provides access to public facilities and open
space. Coolalinga, Humpty Doo, Palmerston and Darwin City can be readily and easily accessed via car of
public transport.
5.7 46(3)(g) – Available Public Utilities/Infrastructure
The proposed development is within an existing centre where all required public utilities and
infrastructure are currently connected and available to the site.
5.8 46(3)(h) – Impact on Amenity
As the proposal does not involve the construction of any structure or any alterations to the existing land
form, it is considered that the existing amenity will be maintained. In addition, the reuse of a currently
vacant tenancy is considered to contribute positively to the character and amenity of the locality.
5.9 46(3)(i) – Benefit/Detriment to Public Interest
There is no anticipated detriment or benefit to the public’s interest. The extension to the premises
facilitates the re-fit of the tavern to enable the incorporation of an additional five gaming machines.
5.10 46(3)(k) – Compliance with Building Act
Section 46(3)(k) of the Planning Act refers to the proposed subdivision of land on which a building is
situated. No subdivision is proposed as part of this application.
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6.0 CONCLUSION
The proposal is for the change of use of an existing tenancy within Zone C (Commercial) of the NT
Planning Scheme. The proposed ‘hotel’ use is consistent with the objective of the zone.
The proposal is modest and not expected to affect existing land uses within the locality nor prejudice
future development from achieving the objectives of Zone C, and is compatible with existing uses within
the zone.
Given its adherence to the provisions of the Planning Scheme and the positive merits of the proposal, the
application is considered warranted.
Kerri-Anne Tatchell
MasterPlan NT
23 September 2016
enc: Attachment A: Site Plan.
Attachment B: Locality Plan.
Attachment C: Fitout Plans.
Attachment D: Parking Layout.
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H I N T O N R O A DH I N T O N R O A D
VIR
GIN
IA R
OA
DV
IRG
INIA
RO
AD
LOT 2
LOT 1
LOT 3
LOT 17
LOT 16
LOT 1
LOT 4867
LOT 2
196.14m
201.17m
100.58m95.55m
7.12m
Site Plan30 Virginia Road
VIRGINIA
LOT 2 Hundred of Bagot
33/16 Charlton CourtWoolner NT 0820
KAT SH23 09 2016 1446_1.0
P: (08) 8942 2600masterplan.com.au
LOT 2
Information portrayed above was obtained through multiple sources.
1:1000 @ A3 20m0
Subject Site
59
Created by anonymous, 23 Sep 2016
NR MAPS1446-Location
Legend
www.lrm.nt.gov.au/nrmapsnt
© Northern Territory of AustraliaThe Northern Territory of Australia does not warrant that
the product or any part of it is correct or complete and will not be liable for any loss damage or injury suffered by any
person as a result of its inaccuracy or incompleteness.
33/16 Charlton CourtWoolner NT 0820
P: (08) 8942 2600masterplan.com.au
Subject Land Location and Zoning Plan30 Virginia Road
VIRGINIA
LOT 2 Hundred of Bagot
KAT SH23 09 2016 1446_1.0
Information portrayed above was obtained through multiple sources.
Community PurposeFuture Development
UtilitiesProposed Main RoadMain RoadPublic Open SpaceCommercial
Medium DensityMultiple DwellingSingle DwellingRural ResidentialRural Living
ConservationSpecific Use
1:12500 @ A3 200m0
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TEA/COFFEE
R2 FOR REVIEW 30/3/2016
SHOP 2PROPOSED FIT-OUT58m2 gross �oor area
SHOP 3+4EXISTING TAVERN
48m2
net �oor area
Drawing amended by MasterPlan, 23. Sept. 2016
STORAGE
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Created by anonym
ous, 23 Sep 2016
NR
MAPS
1446-Car Parking
Legend
ww
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.nt.gov.au/nrmapsnt
© N
orthern Territory of AustraliaThe N
orthern Territory of Australia does not warrant that
theproduct or any part of it is correct or com
plete and will
notbe liable for any loss damage or injury suffered by any
personas a result of its inaccuracy or incom
pleteness.
MOTEL
EXISTING HOUSE
SHOP 1
TAVERN(SHOP 2, 3, 4)
OVERFLOW PARKINGOVERFLOW PARKING
MOTEL PARKINGMOTEL PARKING
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33/16 Charlton CourtWoolner NT 0820
P: (08) 8942 2600masterplan.com.au
Subject Land Car Parking Plan30 Virginia Road
VIRGINIA
LOT 2 Hundred of Bagot
KAT SH23 09 2016 1446_1.0
Information portrayed above was obtained through multiple sources.
On-Street Parking (12)Off-Street Parking (19)Staff Parking (1)
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oLITCHFIELD
COUNCIL -I'13 October 2016 Communìty effort is essential
Development Assessment ServicesDepartment of lnfrastructure, Planning and LogisticsGPO Box 1680Danruin NT 0801
RE: Letter of Comment Development Application
PA2016/0579Lot 2 (30) Virginia Road, Virginia, Hundred of Bagot
Change of use from shop to hotel
Thank you for the Development Application referred to this office on 3010912016, concerning theabove. This letter may be tabled at Litchfield Council's next Council Meeting. Should this letterbe varied or not endorsed by Council, you will be advised accordingly.
The following issues are raised for consideration by the Authority:
Council wishes to lodge the following submission under Section 49 of the NT PlanningAct, in which Council objects to the granting of a Development Permit for the followingreasons:
a) The application does not provide adequate car parking on site to service theproposed use, nor does the application provide approval from any other entity or landowner to ensure that adequate parking for the use will be provided on an adjacentsite.
b) The application appears to indicate that 12 on-street car parking spaces should becounted as spaces required for the commercial use. lt is not appropriate to count on-street car parking spaces toward the amount of car parking required to be providedon the site and Council does not in any way consent to car parking located in theCouncil road reserve being attributed solely to this site.
Council has line-marked some car parking spaces adjacent the subject site in theVirginia Road road reserve, due to past safety concerns with inappropriate parking onthis road reserve. Vehicles were parking in unsafe locations along this road reserveand Council marked spaces safe for vehicle parking and inappropriate for vehicleparking.
For parking spaces on Hinton Road, Council has not marked any formal car parkingspaces along this road reserve. A site visit has revealed that car parking spaces havebeen marked in the road reserve; however, these markings were not part of anyCouncil works. Council has concerns that these car parking spaces are not in anappropriately safe location.
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It is additionally noted that the subject site currently has another active application forthe site for alterations and additions to the existing tavern, comprising the addition ofa large bottleshop and function area on the rear of the site. Council has indicated tothe applicant of that application that parking spaces shown on those plans for HintonRoad are not formally approved by Council and should be removed from any plans.A similar request is made for this application.
Additionally, all on-street car parking shown should be clearly noted as shown forinformation only, rather than as formal spaces for any uses on this site.
c) Council cannot support the "staff parking" space shown on the plan as this carparking space blocks the waste bin for the site. The waste bin should be fullyaccessible and unobstructed by car parking.
d) The area shown on the plan for "overflow parking" to the rear of the site isinappropriate and cannot act as car parking spaces for several reasons. The areashown includes the loading bay. The loading bay is required to service the site and isrequired to be unobstructed by car parking. The area of this parking is also physicallyobstructed on site by a fence and considerable storage area, preventing parking fromtaking place in this location. Once again, Council is aware of another activeapplication on the same site where the applicant has indicated this area is notsuitable for vehicles; it is queried why it is not suitable in one instance but is shown forvehicles on another application for the same site.
e) The application indicates that .DP03/0291 allowed for a reduction in parking spacesfrom 30 generated to 28 approved. The change of use will generate a parking spacerequirement of 32 and there are 32 spaces provided for". DP03/0291 appears toshow only 12 car parking spaces on the approved plan. Council requires additionalinformation as to where the remaining 16 car parking spaces are located.Additionally, the site only reaches 32 car parking spaces when counting the on-streetspaces in Council's road reserve and a staff car parking space that cannot bepermitted due to the location of the waste bin on the site, thus leaving the site withonly 19 spaces rather than the 32 as noted.
Should the application be approved, the Council requests the following conditions beincluded as Gondition Precedents in any Development Permit issued by the consentauthority:
a) Council requires all Council car parking spaces to be removed from any endorsedplans and/or clearly labelled as Council spaces that are not counted towards the carparking requirements for any development.
Should the application be approved, the following conditions pursuant to the PlanningAct and Council's responsibility under the Local Government A,ct are also recommendedfor inclusion in any Development Permit issued by the consent authority:
a) The kerb crossovers and/or driveways to the site are to meet the technical standardsof Litchfield Council. The owner shall remove disused crossovers; providefootpaths/cycleways, as required by Litchfield Council; collect stormwater anddischarge it to the drainage network; and undertake reinstatement works; all to thetechnical requirements and satisfaction of the Director lnfrastructure and Operations,Litchfield Council, and at no cost to Litchfield Council.
Tel (08) 8983 0600 o Fax (08) 8983 1165 ¡ Email [email protected]
7 Bees Creek Road, Freds Pass NT 0822 o PO Box 446 Humpty Doo NT 0836 ¡ www.litchfield.nt.gov.auABN:45 018 934 501
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b) No fence, hedge, tree or other obstruction exceeding a height of 0.6m is to be plantedor erected so that it would obscure sight lines at the junction of the driveway andpublic street, to the satisfaction of the Director lnfrastructure and Operations,Litchfield Council.
c) Soil erosion control and dust control measures must be employed throughout theconstruction stage of the development to the satisfaction of the consent authority.
d) Any developments on or adjacent to any easements on site in favour of Council shallbe carried out to the requirements and satisfaction of the Director lnfrastructure andOperations, Litchfield Council.
Should the application be approved, the following notes are recommended for inclusionin any Development Permit issued by the consent authority:
a) lnspection fees and charges may apply in accordance with Litchfield Council's currentFees and Charges. Additional information can be found at www.litchfield.qov.nt.au.
b) A Works Permit is required from Litchfield Council before commencement of any workwithin the road reserve, which would include creation of any driveway crossoverconnecting to Litchfield Council's street network.
c) Notwithstanding any approved plans, signs within Litchfield Council's municipalboundaries are subject to approval under Clause 6.7 of the NT Planning Scheme.
lf you require any further discussion in relation to this application, please do not hesitate tocontact me on 08 8983 0600.
Yours faithfully
Kaylene ConrickcEo
Tel (08) 8983 0600 r Fax (08) 8983 1165 ¡ Email [email protected] Bees Creek Road, Freds Pass NT 0822 o PO Box 446 Humpty Doo NT 0836 e www.litchfield.nt.gov.au
ABN:45 018 934 501
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Council Report Agenda Item Number: 14.4 Report Title: November 2016 Summary Planning and Mining Report Meeting Date: 16/11/2016 Attachments: Attachment A: Letters of support for Development
Applications, subject to normal Council conditions. Attachment B: Letters of support for Development Applications, subject to specific issues being adequately addressed. Attachment C: Letters of non‐support or objection to Development Applications for reasons related to areas of Council authority. Attachment D: Letters of objection to Development Applications for reasons related to other issues. Attachment E: Letters of Comment for Mining Applications
Purpose
The purpose of this report is to provide Council with a summary of planning and mining applications received and comments provided for the period of 11 October 2016 to 6 November 2016. Summary
For the noted period, Council provided comments on seven planning applications, one of which is provided as a full report in this Council agenda. Of the remaining applications, three were supported subject to normal Council conditions, two were supported subject to specific issues being adequately addressed, none were not supported due for reasons related to areas of Council authority, and one was objected to; for reasons related to other issues. For the noted period, Council provided comments on three mining applications, all three of which were EMEL applications. All letters of comment are provided for information in Attachments A, B, C, D, and E. Recommendation
THAT Council 1. Receive the November 2016 Summary Planning and Mining Report. 2. Notes for information the responses provided to Development Assessment Services within
Attachments A, B, C, and D to this report. 3. Notes for information the responses provided to the Department of Primary Industries and
Resources within Attachment E to this report. Background and Discussion
The following is a summary of all planning applications received and comments provided for the period of 11 October 2016 to 6 November 2016. PLANNING APPLICATIONS For all planning applications, should the applications be approved by the consent authority, the applications may be subject to Council’s normal Development Permit conditions in regards to areas of Council authority, including, but not necessarily limited to, access and stormwater drainage.
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Development Applications supported, subject to normal Council conditions The table below describes the Development Applications that are supported by Council. Responses to these Development Applications are provided as Attachment A to this report.
Application Address Purpose and Summary
Lot 5 (1440) Cox Peninsula Road, Berry Springs, Hundred of Cavenagh
Shed addition to an existing single dwelling in IDCO Shed is fully compliant with NT Planning Scheme. No water or additional bores required to service the shed.
Section 4330 (907) Stuart Highway, Holtze, Hundred of Bagot
Subdivision to create 2 lots. Subdivision is compliant with the NT Planning Scheme and there are not expected to be any adverse impacts to Council infrastructure. Application proposes to subdivide the BP Palms site from the remainder of the site of the Free Spirit Resort.
Section 2934, Virginia Road, Virginia, Hundred of Strangways
Subdivision to create 1 lot. Subdivision is an administrative process to create a formal title for a portion of Crown land. Subdivision is compliant with the NT Planning Scheme and no effects are expected on Council infrastructure as a result of the proposal.
Development Applications supported, subject to specific issues being adequately addressed The table below describes the Development Applications that are supported by Council only if the specific issues outlined are adequately addressed. Responses to these Development Applications are provided as Attachment B to this report.
Application Address Purpose and Summary Specific Issues to be Addressed
Section 1804 (100) Finn Road, Berry Springs, Hundred of Ayers
Subdivision to create 3 lots This same proposal was approved in 2008 but never acted on and the Development Permit expired. The proposal creates 3 lots of 9.0, 14.7, and 30.5 hectares respectively. Portions of the lots are constrained by drainage.
A stormwater drainage plan illustrating a minimum of 1 hectare of unconstrained land for each site and unconstrained access for each site is required.
Section 1523 (55) Colton Road, Acacia Hills, Hundred of Colton
Independent unit in excess of 80m2 with an independent effluent disposal system
The application does not clearly detail where the new dwelling will take access from the road. Should a new
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The site currently contains a one bedroom single dwelling that is 84m2 in area. It is proposed to add a new dwelling to the site, with the existing dwelling becoming the independent unit. The dwelling is 4m2 over the maximum area permitted without a permit and cannot be remodelled to reduce the size. Given the 8ha size of the parcel, it is unlikely that the additional 4m2 will result in a negative impact on the amenity of the surrounding area.
driveway access be required to service the new development, approval of the driveway location and design is required from Litchfield Council. It is requested that the applicant provide amended plans illustrating the proposed access to the new dwelling on the site from the adjacent road.
Development Applications not supported/objected to for reasons related to Council issues There were no Development Applications during this period that were not supported or objected to by Council for reasons related to areas of Council authority. Development Applications objected to for reasons not directly related to Council issues The table below describes the Development Applications that are objected to by Council for reasons not directly related to areas of Council authority. Typically, these are reasons related to preservation of amenity of the surrounding neighbourhood and compliance with the NT Planning Scheme. Responses to these Development Applications are provided as Attachment D to this report.
Application Address Purpose and Summary Reasons for objection
Section 2238 (30) Cornish Road, Humpty Doo, Hundred of Strangways
Shed addition to a single dwelling with a reduced side setback Application proposes a shed 5.2m from the side boundary where a 10m setback is required.
Objection is based on lack of presentation of special circumstances to support the setback reduction; circumstances given being site is “already cleared and does not interfere with sewerage, power lines and the main water fill line”. It is not considered that these circumstances are unusual or unexpected for a 2ha property and do not justify on their own an almost 50% reduction in setback.
MINING APPLICATIONS For all mining applications, Council’s standard comments have been provided, with areas of access and stormwater drainage addressed where required.
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The table below describes the Mining Applications to which Council has recently responded.
Application Address Type of Application and Proposed Mined Material
Comments Provided
NT Portion 4476 (1650) Gunn Point Road, Koolpinyah*
EMEL Sand and gravel.
No comments as application is for exploration only.
NT Portion 4476 (1650) Gunn Point Road, Koolpinyah*
EMEL Sand and gravel.
No comments as application is for exploration only.
NT Portion 4476 (1650) Gunn Point Road, Koolpinyah*
EMEL Sand, soil, and gravel.
No comments as application is for exploration only.
*Note that these applications are for exploration of three separate sites on a 565km2 site. Links with Strategic Plan
2. A great place to live Legislative and Policy Implications
Nil. Risks
Nil. Financial Implications
Nil. Community Engagement
Nil. Recommending Officer:
David Kingston, Director Infrastructure and Operations
Any queries on this report may be directed to the Recommending Officer on telephone (08) 8983 0600. Any member of Council who may have a conflict of interest, or a possible conflict of interest in regards to any item of business to be discussed at a Council meeting of a Committee meeting should declare that conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same.
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Council Report
Agenda Item Number: 14.5 Report Title: Rating Strategy Meeting Date: 16/11/2016 Attachments: Nil
Purpose
To seek Council’s endorsement to commence a review of Council’s rating system. Summary
It is good governance and practice to undertake a review of Council’s rating system from time to time. The purpose of reviewing the rating system is to consider what rating options are available to Council and how Council’s choices in applying these options contribute towards having an equitable rating strategy in place. A review of Council’s rating system will provide Council with information and options to consider in developing a rating strategy. The development of a rating strategy is planned for the 2017/18 financial year. This report proposes that Council undertake a review of its rating system at an estimated cost of $27,000. Recommendation
THAT Council
1. undertakes a review of Council’s rating system; and 2. funds the rating system review from the Strategic Initiatives Reserve.
Background
Litchfield Council does not have a formally documented rating strategy. A rating strategy is a document that outlines the method by which Council systematically considers factors of importance that informs its decisions about the rating system. The rating system determines how Council will raise money from properties within the municipality. It does not influence the total amount to be raised, only the share of revenue contributed by each property. Council raises three types of own revenue; property rates, special rates and charges. There are two types of charges; those that apply to each property such as the Waste Management Charge or charges for a specific service (user pay). Rates in 2016/17 represent 47% of Council’s total operating revenue. In 2016/17 Council intends to raise $6,442,325 in property rate revenue. The rating system is one of the most sensitive issues on which Council will make a decision. It is therefore imperative that Council has a coherent and well‐presented rating strategy which is the result of careful consideration and community engagement. A proposal has been sought from JAC Comrie Pty Ltd to review Litchfield Council’s basis of rating, as the first step in developing a rating strategy. John Comrie, a Director of JAC Comrie Pty Ltd is considered to be a leading consultant on the matter of local government rating. John is a former head of the SA Government’s Office of State/Local Government
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Relations (OSLGR), the Local Government Association of South Australia and a large metropolitan local government. He has expertise in financial governance, public finance and economic and financial analysis. In the past few years Mr Comrie has conducted rating reviews for Darwin City Council (through Deloitte Access Economics) and the following councils in SA; District Council of Mallala, Coorong District Council, Port Pirie Regional Council, the Rural City of Murray Bridge, District Council Mount Remarkable, District Council Yankalilla, District Council Elliston and currently District Council Streaky Bay and City of Port Augusta. Links with Strategic Plan
Priority # 1 – Everything You Need Legislative and Policy Implications
The Local Government Act s 141 provides the power for Council to rate land within Litchfield municipality unless it is conditionally rateable land or exempt land. A review of Council’s rating system will provide Council with a better understanding of its current rating system and options for consideration. Risks
There are no identified risks in undertaking a rating system review. Financial Implications
The consultant’s proposal is at a total cost of $22,260 (excluding GST), plus an estimate for travel of $4,000 (excluding GST). Council’s Strategic Initiatives Reserve holds $1,374,139 as at 1 July 2016. Council’s 2016/17 budget does not
identify any projects to be funded from this Reserve in this financial year. This report recommends that the
rating system review is funded from the Strategic Initiatives Reserve.
Community Engagement The adoption of a formal rating strategy would include extensive community engagement. Recommending Officer: Kaylene Conrick, Chief Executive Officer Any queries on this report may be directed to the Recommending Officer on telephone (08) 8983 0600. Any member of Council who may have a conflict of interest, or a possible conflict of interest in regard to any item of business to be discussed at a Council meeting of a Committee meeting should declare that conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same.
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Agenda Item Number: 14.6 Report Title: 10‐Year Waste Management Strategy Community Reference Group Meeting Date: 16/11/2016 Attachments: Community Reference Group – Background Information
Purpose
This report presents information relating to the appointment of community representatives to the reference group for the 10‐year Waste Management Strategy (WMS) Community Reference Group. Summary
At the 21 September Council meeting, Council was provided with a report that outlined the proposed terms of reference for appointing community representatives to the WMS Community Reference Group. A call for nominations was made and Council received eight nominations by the due date of 24 October 2016 and one nomination two days after the due date. Recommendation
THAT Council:
Appoint the following persons to the WMS Community Reference Group:
Name Location
Lyle Hebb Acacia Hills
Diana Rickard Tumbling Waters
Greg Chapman Tumbling Waters
Des Bredhauer Humpty Doo
Anthony Venes Humpty Doo
George Low Berry Springs
Steve Ehrlich Humpty Doo
Sandrine Ricardo Noonamah
Background
At the 21 September Council meeting, Council was provided with a report that outlined the proposed terms of reference for appointing community representatives to the WMS Community Reference Group. The terms of reference set out the purpose of the group, the expected membership, the term of appointment, the selection process for community participants, roles and responsibility of the Community Reference Group and the likely meetings to be held. A call for nominations was made and Council received eight nominations by the due date of 24 October 2016 and one nomination two days after the due date. It is considered that the late nomination should not be excluded from consideration. The Terms of Reference allow for the appointment of up to eight community members. The nine nominations have been considered with eight of the nine nominees deemed suitable for appointment to the Group. The ninth nominee is considered to have a potential conflict of interest. This has been discussed with the nominee and agreed upon. The report to Council of 21 September 2016 envisaged that community representatives would ideally be appointed on the basis of two representatives for each of Howard Springs, Berry Springs, Coolalinga and Humpty Doo. From the nominations received, the only region not directly represented is Howard Springs.
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Nevertheless, it is considered that the eight nominees are able to broadly represent the views of the community. Accordingly, it is recommended that Council appoint the eight nominees, as outlined, to the Community Reference Group. A summary of the nominees to be appointed is included in Attachment A. Links with Strategic Plan
Priority # 1 – Everything you need Financial Implications
Legislative and Policy Implications Not applicable to this report Policy & Legal Not applicable to this report Risks Not applicable to this report Environmental Impacts & Risks Not applicable to this report Social Impacts & Risks Not applicable to this report Financial and Resource Implications Not applicable to this report
Community Engagement
Council engaged with the community through the call for nominations to the Community Reference Group. Once established, the Group will meet several times across the next eight months. Recommending Officer: David Kingston, Director of Infrastructure and Operations Any queries on this report may be directed to the Recommending Officer on telephone (08) 8983 0600. Any member of Council who may have a conflict of interest, or a possible conflict of interest, in regards to any item of business to be discussed at a Council meeting of a Committee meeting should declare that conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same.
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Community Reference Group
Name Suburbs How Long In The Area Background Meet Selection Criteria
Lyle Hebb
Acacia Hills Residents of 4 years and has many friends in the greater Darwin area for 16 years.
With partner Anna work on recent planning issues in our community and had expanded his connection to community in the outer rural area.
Diana Rickard
Tumbling Waters
25 years Friends of Taminmin Library, Rural Residents Right Group convenor, public officer – Berry Springs Reserve, community sustainability and legal educator and Partner in Environmental Recyclers NT, Member Berry Springs Volunteer Fire Brigade.
Greg Chapman
Tumbling Waters
40 years Rural resident’s rights secretary, Partner in Environmental recyclers NT, active in Litchfield Council planning issues and an avid recycler. Member Berry Springs Volunteer Fire Brigade.
Des Bredhauer
Humpty Doo 34 years Sporting – AFL and Rugby union, schools, and as a local business with many clients are rural residents. Experience with refuse collection and landfill. Previous Employment as Health Surveyor for QLD Local Authorities
Anthony Venes
Humpty Doo 21 years Freds Pass Reserve Management Board (2011 ‐2015), Southern Districts Football Club, St Francis of Assisi & Taminmin College, Southern Districts Cricket Club, Rural Rights Residents Group.
George Low
Berry Springs 6 years Vice‐Captain Bushfires Berry Springs and Berry Springs Transfer Station Working Group
Sandrine Ricardo Noonamah 6 years Waste Officer at City of Darwin and involved with Shoal Bay landfill. Territories educated in waste management.
Steven Ehrlich Humpty Doo 34 years Have worked as an architect in Darwin for over 40 years, have been on school Councils, have played sport for districts, children went to local schools, former Councillor on NT National Trust, currently chairperson of the building advisory committee – building advisory service.
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Council Report
Agenda Item Number: 14.7 Report Title: Black Spot Funding Meeting Date: 16/11/2016 Attachments:
Purpose
This report seeks Council’s endorsement of an application submitted for funding to upgrade the Girraween / Hillier Rd intersection under the Federal Government Black Spot Program. Summary
Each year the Federal government calls for applications for funding under the Black Spot Program. Projects
are awarded on eligibility criteria. Council has been advised that up to $600,000 is available for eligible
projects in the 2017‐18 round.
Council has determined that sections of Girraween Road have greater crash risk than many other roads in
the Council area, and has selected the Girraween / Hillier Rd intersection for submission.
Recommendation
THAT Council support the submission of an application for Black Spot funding for the Girraween / Hillier Rd
intersection, on the understanding that a successful funding grant will require a contribution by Council of
around $250,000.
Background
The Black Spot Program is part of the Federal government’s commitment to reduce crashes on Australian
roads under the National Road Safety Strategy and Action Plan. Black Spot projects target those road
locations where crashes are occurring. The Black Spot Consultative Panel within the former NT Department
of Transport (now part of Department of Infrastructure, Planning and Logistics) administers the funding of
NT projects. Litchfield Council submitted two applications for funding in the 2016‐17 round, and missed out
on both applications.
The Consultative Panel is now seeking applications for the 2017‐18 round of funding. In discussions with the
Department, they have indicated that if an application by Council is successful, we will receive in the order
of $600,000, with the remainder to be provided by Council.
The situation in Litchfield in relation to road black spots is as follows:
‐ There are five major intersections on Girraween Road, with Hiller Road being the major one. It Is
estimated that the cost to upgrade all five intersections would be in the vicinity of $3.7M.
‐ The Girraween / Hillier Road intersection has only a nominated left turn lane into Hillier with no
passing lane on Girraween Road. Hillier Road is classified as a Rural Secondary Road and provides a
connection between Girraween Road and Whitewood Rd, where the Howard Springs Town Centre is
located.
‐ The section between Mahaffey and Kononen section of road has 17 reported crashes, including one
crash with three fatalities and two serious injuries that were reported as occurring at 5.30 AM on
Friday 2nd August 2013 50 m east of Azure Court, which is approximately 2 kms east of the audit site.
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This fatal crash was a single vehicle that ran off the carriageway to the left and struck a steel power
pylon.
‐ The estimated cost for the proposed upgrade of the Girraween / Hillier Road intersection is in the
vicinity of $850,000 with the Blackspot Program to fund up to $600,000.
The proposed upgrading of the intersection is to provide a safer road environment for all road users.
The Municipal Plan 2016‐17 does not allocate any funds for black spot projects, however it is anticipated that announcements of successful projects will not be made till mid‐2017, in which case Council can allow for the funding contribution in its 2017‐18 budget. Links with Strategic Plan
Priority # 1 – Everything you need Financial Implications
Social Impacts & Risks Should Council’s application not be successful, Council will need to consider whether to continue seeking funding under future programs, or whether to proceed with an intersection upgrade fully funded by Council. Community Engagement
Not applicable to this report Recommending Officer: David Kingston, Director of Infrastructure and Operations Any queries on this report may be directed to the Recommending Officer on telephone (08) 8983 0600. Any member of Council who may have a conflict of interest, or a possible conflict of interest in regard to any item of business to be discussed at a Council meeting of a Committee meeting should declare that conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same.
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Council Report Agenda Item Number: 14.8 Report Title: Community Representative Appointments to Howard Springs and
Coolalinga Rural Activity Centre Area Plan Advisory Groups Meeting Date: 16/11/2015 Attachments: none
Purpose
This report presents the nominations from the community for the NT Planning Commission’s Community Advisory Groups for the development of rural activity centre Area Plans for Howard Springs and Coolalinga, and recommends that Council endorses the recommended nominees for each Group for forwarding to the NT Planning Commission. Summary
The NT Planning Commission is developing Area Plans for rural activity centres for Howard Springs and Coolalinga. As part of this process, Council is presented with an opportunity by the NT Planning Commission to nominate community members and Councillors to a Community Advisory Group for each locality. Council called for nominations from the community and nominations closed on 6 November 2016. This report seeks Council’s endorsement of the nominees for forwarding to the NT Planning Commission. Recommendation
THAT Council:
1. Endorses the following community members to the Howard Springs Community Advisory Group:
Name Address
Mark Lowe Howard Springs
Rikki Saltmarsh Howard Springs
2. Endorses the following community members to the Coolalinga Community Advisory Group:
Name Address
Bobbi‐Jo Thompson Virginia
Stephen Thomas Virginia
Des Groves Noonamah
Scotty Mitchell Virginia
Clare Hasewski Howard Springs
Kyle Hercus Howard Springs
Anthony Venes Humpty Doo
Diana Rickard Berry Springs
3. Invites further community participation to the Howard Springs Community Advisory Group.
4. Writes to the NT Planning Commission to forward the names of the Council endorsed community members.
5. Forwards any additional expressions of interest received for the Howard Springs Community Advisory Group to the NT Planning Commission.
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Background
The Litchfield Subregional Land Use Plan 2016 identified the establishment of rural activity centres Area Plans for four locations in the Litchfield region: Howard Springs, Coolalinga, Humpty Doo and Berry Springs. The NT Planning Commission is progressing with Howard Springs and Coolalinga Area Plans initially, with a final draft to commence the statutory process (inclusion into the NT Planning Scheme) by 30 June 2017. Each rural activity centre Area Plan is to be developed with guidance from a community advisory group. The purpose of the group is to seek greater community involvement. The NT Planning Commission anticipates that the Litchfield community will contribute to the group up to five community members, the Ward Councillor(s) and the Mayor. The first consultation meeting for Howard Springs Area Plan will occur in the last week of November. Expectations of Community Advisory Group Members
Attendance at the community information sessions and workshops
Direct involvement in the translation of the workshop outcomes into options for the future of the activity centres
Involvement in community consultation and comments on the prepared options
Direct input to ‘distil’ options into a single draft area plan for each activity centre. Meeting Times and Locations
Anticipated to be three or four meetings – all out of business hours.
Meetings to be held in local community as far as possible. For Howard Springs the venue is in Howard Springs, but for Coolalinga the nearest suitable venue may be in Palmerston or Humpty Doo. Activities of the Group
Developing options through consultation and discussion
Informing the design of the activity centres
Distributing key messages further across the community
Distil the preferred options into a single draft area plan for the NT Planning Commission to forward to the Minister.
If the Minister determines to place the draft Area Plans on formal exhibition under the Planning Act, the community and agencies have further opportunity to provide written submissions and to attend a public hearing. Howard Springs Council received one nomination during the initial advertising period and one nomination outside the initial advertising period. Council Executive considers that both nominations are suitable for appointment to the Community Advisory Group. Given the low number of responses for the Howard Springs committee at this time, it is also recommended that Council invite further community participation to the Howard Springs Community Advisory Group and forwards any expressions of interest received to the NT Planning Commission. Accordingly, Council recommends the endorsement of the following people to the Howard Springs Community Advisory Group:
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Name Address
Mark Lowe Howard Springs
Rikki Saltmarsh Howard Springs
Coolalinga Council received nine nominations. One nominee was NT MLA Gerry Wood, and Council has asked the NT Planning Commission to extend an invitation to Mr Wood directly, rather than have him acting as a community representative appointed by Council. The remaining eight nominees are considered suitable for appointment to the advisory group, and Council considers is sensible to appoint all eight to the group, even though it was originally envisaged for appointment of up to five community members. Accordingly, Council recommends the endorsement of the following people to the Coolalinga Community Advisory Group:
Name Address
Bobbi‐Jo Thompson Virginia
Stephen Thomas Virginia
Des Groves Noonamah
Scotty Mitchell Virginia
Clare Hasewski Howard Springs
Kyle Hercus Howard Springs
Anthony Venes Humpty Doo
Diana Rickard Berry Springs
Links with the Strategic Plan
2. A great place to live Legislative and Policy Implications
Nil. Risks
Nil. Financial Implications
Nil. Community Engagement
The nomination period was from 24 October to 6 November 2016. Council advertised the call for nominations via its website, Facebook page, print media and community notice boards. Once the Community Advisory Groups have been established, there will be a series of formal meetings with the NT Planning Commission, as well as open engagement sessions with the wider community, at key periods over the next six months. Council will be assisting the NT Planning Commission in drawing community interest to the engagement sessions as they occur.
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Write a short name
Recommending Officer: David Kingston, Director of Infrastructure and Operations Any queries on this report may be directed to the Recommending Officer on telephone (08) 8983 0600. Any member of Council who may have a conflict of interest, or a possible conflict of interest in regard to any item of business to be discussed at a Council meeting of a Committee meeting should declare that conflict of interest to enable Council to manage the conflict and resolve it in accordance with its obligations under the Local Government Act and its policies regarding the same.
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Council Meeting Agenda Wednesday 16 November 2016
15 Common Seal
16 Other Business
17 Public Questions
18 Confidential Items
19 Open the Meeting to the Public
20 Close of Meeting
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