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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.

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Page 1: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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. 

   

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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 

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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

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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

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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

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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

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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

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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

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Council Meeting Agenda Wednesday 16 November 2016 

  

13  Finance Report 

  13.1   Finance Report October 2016

 

7

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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

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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

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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

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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

Page 14: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

(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

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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

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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

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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

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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

Page 19: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 20: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 21: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 22: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 23: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 24: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 25: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 26: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 27: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 28: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 29: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

Page 30: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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

5:g.gg5¡s.osss6o.o0s26.ooS104.o8ss7s.o0526.46Si.oo.oo

5].8.72Ssa.oo5sa.oo5737.ss

54.36s-53.00s66.8154.29

s-se.os52.7ss37.1052.36

S¡.0¡sss

s

s

50.90

88.64

2.36

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

Page 31: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

  

    

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

Page 32: Council Meeting - Litchfield Council Council Meetings/16... · Council Meeting Agenda ... 20 Close of Meeting 82 ... the Committee on a successful 2016 festival. David Jan 19‐10‐16

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    

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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. 

 

 

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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. 

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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.   

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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   

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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 

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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. 

 

 

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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.

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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.

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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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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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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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1446REP01 8

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

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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

VIR

GIN

IA R

OA

DV

IRG

INIA

RO

AD

S T U A R T H I G H W A Y

S T U A R T H I G H W A YH I N T O N R O A DH I N T O N R O A D

I R W I N R O A DI R W I N R O A D

MO

RG

AN

RO

AD

MO

RG

AN

RO

AD

HE N

NI N

G R

OA

D

HE N

NI N

G R

OA

D

RA

DF

OR

D R

OA

DR

AD

FO

RD

RO

AD

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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

w.lrm

.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

V I R G I N I A R O A DV I R G I N I A R O A D

HIN

TO

N R

OA

DH

INT

ON

RO

AD

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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