minutes - ordinary meeting of council 27 november · a recommendation of the els. report detail:...

of 94

Our Vision:

Connected ‐ Sustainable ‐ Creative

MINUTES

Ordinary Meeting

Wednesday 27 November, 2013

Bellingen Council Chambers

Commencing 9.00 am

BELLINGEN SHIRE COUNCIL – AGENDA - ORDINARY MEETING OF COUNCIL 27 NOVEMBER, 2013

of 94

MINUTES: Ordinary Meeting of Council held in the Council Chambers, Bellingen on Wednesday 27 November 2013 commencing at 9.05am PRESENT: Councillors Garry Carter, Desmae Harrison, David Scott, Dominic King, Steve Klipin, Gordon Manning and Mark Troy (Mayor).

IN ATTENDANCE: Liz Jeremy, General Manager, Michelle McFadyen, Deputy General Manager Corporate and Community, Stephen Taylor, Deputy General Manager Operations, Anna Juodvalkis.

1. APOLOGIES

NIL

2. DECLARATION OF INTEREST NIL

3. CONFIRMATION OF MINUTES

4. MATTERS ARISING

NIL

03.014/13

RESOLVED (Cr Scott /Cr Carter)

That Minutes of the Ordinary Meeting held on 27 October 2013 be confirmed.

UNANIMOUS

03.015/13

RESOLVED (Cr Klipin/Cr Scott)

That Minutes of the Extraordinary Meeting held on 11 November 2013 be confirmed.

UNANIMOUS


of 94

A G E N D A

1 APOLOGIES

2 DECLARATION OF PECUNIARY AND NON-PECUNIARY INTEREST

3 MINUTES Ordinary Meeting 23 October 2013 Extraordinary Meeting 11 November 2013

4 PUBLIC ACCESS/PRESENTATIONS ............................................................................. 4 5 MAYORAL MINUTE ......................................................................................................... 4 6 NOTICE OF MOTIONS ..................................................................................................... 5

6.1 NOTICE OF MOTION – NSW PLANNING REFORMS ........................................................................................... 5

7 REPORTS BY GENERAL MANAGER ............................................................................. 7 8 REPORTS BY DEPUTY GENERAL MANAGER OPERATIONS ..................................... 8

8.1 EMPLOYMENT LANDS STRATEGY ADOPTION & PLANNING PROPOSAL TO EXPAND B2 LOCAL CENTRE

ZONING IN BELLINGEN ..................................................................................................................................... 8

8.2 AFFIX COMMON SEALS – CROWN LICENCES – LI 489802 AT MYLESTOM AND URUNGA & LI 311484 AT

LAGOON & RESERVES URUNGA ..................................................................................................................... 20

9 REPORTS BY DEPUTY GENERAL MANAGER CORPORATE AND COMMUNITY ... 22 9.1 COMMUNITY SUPPORT FUND – ROUND 2 – SUCCESSFUL APPLICATIONS ..................................................... 22

9.2 CRIME PREVENTION FUND ‐ APPROVED FUNDING NO LONGER AVAILABLE ................................................. 26

9.3 PAYMENT OF EXPENSES AND PROVISION OF FACILITIES TO COUNCILLORS POLICY ...................................... 28

9.4 SUPPLY & DELIVERY OF READY MIX CONCRETE ............................................................................................. 30

9.5 TENDER FOR SUPPLY AND DELIVERY OF PASSENGER, TRUCK & EARTHMOVER TYRES & ANCILLIARY SERVICES33

9.6 TENDER FOR THE SUPPLY & DELIVERY OF BULK CATIONIC RAPID SETTING BITUMEN EMULSION ................. 38

9.7 ANNUAL REPORT 2012/13 ............................................................................................................................. 42

9.8 BUDGET REVIEW STATEMENT – PERIOD ENDED 30 SEPTEMBER 2013 .......................................................... 45

10 MINUTES FROM ADVISORY COMMITTEES ................................................................ 47 10.1 MINUTES – FLOODPLAIN RISK MANAGEMENT COMMITTEE 24 OCTOBER 2013 ........................................... 47

10.2 MINUTES– ARTS AND CULTURAL ADVISORY COMMITTEE – 17 OCTOBER 2013 ........................................... 54

10.3 MINUTES – COMMUNITY WELLBEING ADVISORY COMMITTEE – 17 OCTOBER 2013 .................................... 60

10.4 MINUTES – ENVIRONMENTAL SUSTAINABILITY ADVISORY COMMITTEE – 16 OCTOBER 2013 ...................... 64

11 CORRESPONDENCE ..................................................................................................... 72 12 AUTHORITY TO AFFIX THE COMMON SEAL OF COUNCIL FOR ITEMS NOT

INCLUDED IN REPORTS ............................................................................................... 72 13 ITEMS FOR INFORMATION .......................................................................................... 73

13.1 REPORT ON INVESTMENTS AS AT 31 OCTOBER 2013 .................................................................................... 73

13.2 DEPUTY GENERAL MANAGER’S PROGRESS REPORT ...................................................................................... 77

13.3 BELLINGEN SHIRE LIBRARIES – QUARTERLY REPORT ..................................................................................... 83

13.4 LEARNING CENTRE FOR SUSTAINABILITY – PROJECT UPDATE ....................................................................... 88

13.5 QUARTERLY REPORT AGAINST OPERATIONAL PLAN Q1, 2013/2014 ............................................................. 91

14 MATTERS OF AN URGENT NATURE ........................................................................... 93 15 QUESTIONS WITH NOTICE .......................................................................................... 93 16 COMMITTEE OF THE WHOLE ...................................................................................... 93 17 REPORT ATTACHMENTS ............................................................................................. 94


of 94

4 PUBLIC ACCESS/PRESENTATIONS

There were no public access or presentations requested at the time of preparation of this Agenda.

5 MAYORAL MINUTE

There are no Mayor Minutes for this meeting.


of 94

6 NOTICE OF MOTIONS

6.1 NOTICE OF MOTION – NSW PLANNING REFORMS

File/Index: Planning System Review Author: Cr Dominic King BACKGROUND: The NSW Government has responded to community anger at the first draft of its Planning Bill 2013, which seeks to dramatically overhaul the way planning is done in NSW. The O’Farrell government was elected on a pledge to return planning powers to local communities, yet the proposed bill will fall far short of this promise, despite recent changes. The legislation continues to provide for fast-track approval of ‘code assessable’ development, without community consultation or merit based environmental assessment. The legislation concentrates planning powers in sub-regional planning boards which will be dominated by state-government appointments, and provides those boards with effective authority to force councils to rezone land and intensify development in local government areas. The legislation proposes to allow the Director General of Planning, or a JRPP, to unilaterally overturn council’s planning controls wherever they are seen to conflict with state, regional or sub-regional planning policies and in doing so they will allow development that would otherwise be prohibited by council’s LEP. The lack of objective criteria under which the Minister can intervene in planning matters (including in approving state significant development in breach of local planning rules), strategic compatibility certificates can be granted in breach of local planning controls and merit based planning decisions will be made under the proposed laws has attracted persistent and ongoing criticism from ICAC as providing a corruption risk. RECOMMENDATIONS: That Council:

(a) Notes its deep concern at the changes proposed to the NSW planning system in the

Planning Bill 2013. (b) Calls on the Government to withdraw the Planning Bill 2013. (c) Requests the Mayor to write to the Minister for Planning, the Hon Brad Hazzard MP

and the Premier, the Hon Barry O’Farrell MP calling on the NSW government to withdraw the Bill.

(d) Requests the Mayor to write to the Minister for Planning and, the leader of the Opposition and the parliamentary representatives from the Greens, the Shooters & Fishers and the Christian Democrats advising them of this resolution and Council’s concerns.

ATTACHMENTS: There are no attachments to this report.


of 94

06.001/13

RESOLVED (Cr King /Cr Klipin) That Council: (a) Notes its deep concern at the changes proposed to the NSW planning system in the Planning Bill 2013. (b) Calls on the Government to withdraw the Planning Bill 2013. (c) Requests the Mayor to write to the Minister for Planning, the Hon Brad Hazzard MP and the Premier, the Hon Barry O’Farrell MP calling on the NSW government to withdraw the Bill. (d) Requests the Mayor to write to the Minister for Planning and, the leader of the Opposition and the parliamentary representatives from the Greens, the Shooters & Fishers and the Christian Democrats advising them of this resolution and Council’s concerns. LOST FOR: Cr King, Cr Klipin AGAINST: Cr Carter, Cr Harrison, Cr Scott, Cr Manning and Cr Troy


of 94

7 REPORTS BY GENERAL MANAGER There are no reports from the General Manager.


of 94

8 REPORTS BY DEPUTY GENERAL MANAGER OPERATIONS

8.1 EMPLOYMENT LANDS STRATEGY ADOPTION & PLANNING PROPOSAL TO EXPAND B2 LOCAL CENTRE ZONING IN BELLINGEN

File/Index: Employment Lands Strategy (Land Use & Planning)

Author: Daniel Bennett, Strategic Planner

REPORT SUMMARY: This report:

Informs Council of the partial endorsement of the Employment Lands Strategy (ELS) by the NSW Department of Planning.

Details the linkages between the ELS and reforms to the NSW Planning system. Recommends that Council proceed with the preparation of a Planning proposal to

zone additional land as B2 Local Centre in William St, Bellingen, in accordance with a recommendation of the ELS.

REPORT DETAIL: Background Council resolved as follows at its meeting of 27 February 2013 with respect to adoption of the Draft Bellingen Employment Lands Strategy. (A copy of the report to Council is included as Attachment 8.1.A to this report). “Bellingen Caravan Park Site

(1) That the Draft ELS be amended to remove the Investigation Area from land mapped as Regionally Significant Farmland on Lot 2 DP 814737.

(2) That the Draft ELS be amended to extend the Investigation Area over the Bellingen Motel Site (Lot 22 DP 717135), excluding any area mapped as Regionally Significant Farmland.

(3) That the Draft ELS be amended to note the need for any future supporting amendment of BLEP 2010 to preclude establishment of long term accommodation on the site, or any subdivision prior to the establishment of a caravan park.

Bellingen Industrial

(4) That Council proceed with the adoption of the Bellingen Investigation Area in accordance with the exhibited version of the document.

Dorrigo aged housing & industrial

(5) That Council proceed with the adoption of the recommended Dorrigo Industrial Precinct Expansion Opportunities in accordance with the exhibited version of the document.

(6) That Council endorse Table 44 – Assessment and Ranking of Potential Locations for Housing for older Australians as contained within the Draft ELS document.

(7) That Council note the frustration experienced by certain landowners regarding ongoing delays with the completion of sewer modelling, in order for Council to review its residential density localities.

(8) That in view of the withdrawal of the PP Request for Seniors Housing at Railway St, Dorrigo, the Consultant be requested to amend the Draft ELS to remove reference to the “Proposed Seniors Housing Site” in Figure 28, and other references to this where appropriate, in consultation with relevant Council Officers.


of 94

Raleigh & Urunga Industrial Land (9) That Council endorse the proposed amendments to the Raleigh Industrial Precinct

Potential Expansion Area, and the North Urunga Industrial Precinct Potential Expansion Areas, as depicted in a Tabled Attachment 8.1 E and request that the Consultants amend the strategy accordingly to adopt these amendments and alter text where necessary.

(10) That reference to ’Raleigh Potential New Industrial Precinct’ be altered to reference

“Raleigh Potential New Employment Precinct” and that the discussion supporting this precinct be amended to discuss its suitability for alternative employment generating zones such as Zone B7 Business Park or B6 Enterprise Corridor, with the respective merit of this to be further established in any future planning proposal requests considered for the subject land.

General

(11) That Council note the formal withdrawal of the PP Request for Seniors Housing at Railway St, Dorrigo.

(12) That Council endorse all proposed amendments to the Draft ELS. (13) That Council proceed with requesting Hill PDA to amend the document to

incorporate those amendments and prepare a final version of the document. (14) That Council delegate authority to the Deputy General Manager- Operations to

request minor amendments to the Draft ELS to rectify any minor typographical errors or similar and to incorporate additional content as discussed in the report.

(15) That upon receipt of the final document, the Employment Lands Strategy be referred directly to the Department of Planning & Infrastructure for formal endorsement.

(16) That future Planning Proposals to act upon the recommendations of the adopted ELS will only be initiated by the owners of land affected by those recommendations, and that the costs of supporting documentation and studies shall be borne by those landowners, unless there is a specific Council resolution to the contrary.

(17) That those persons who made a submission be notified of Council’s decision regarding this matter and thanked for their contribution.”

The process since adoption of the ELS by Council The Council resolution was forwarded to Councils Consultants, Hill PDA, to incorporate the requested amendments to the report. A final version was received by Council on 24 April 2013. Upon receipt of the final version, the ELS was referred to the Department of Planning & Infrastructure (DP&I) on 29 April 2013 requesting the formal endorsement of the strategy. A response was received from the DP&I on 12 July 2013. A copy of the response is included as Attachment 9.1B to this report. The response provides a partial endorsement of the strategy, with those recommendations that were not endorsed:

noted as a sign of Councils strategic intent, and to be given further consideration as part of the upcoming review of the Mid North

Coast Regional Strategy (MNCRS). The ELS recommendations that were not endorsed are discussed below in section “ELS recommendations that were excluded from the partial endorsement of the strategy by the DP&I”. The NSW Government released the White Paper - A new planning system for NSW (The White Paper) on 16 April 2013 for public consultation. This matter was considered by


of 94

Council at its meeting of 26 June 2013 where Council resolved to make a submission to the NSW Government regarding the proposed reforms. As Council may recall, a central element of the proposed reform related to a new hierarchy of plans that would govern the planning system in NSW. The existing hierarchy, that includes the MNCRS, was proposed to be removed in the planning reforms signaled by the white Paper. Therefore, a degree of uncertainty existed as to the precise mechanism by which Council could argue for the inclusion of those areas that were not the subject of the formal endorsement received in July 2013. Inquiries have therefore been made of the Regional Office of DP&I as to the likely timeframe for commencement of potentially relevant processes and they have advised, via email received 18 October 2013, as follows:

“The review of the provisions in the Mid North Coast Regional Strategy is proposed to commence in 2014, which will lead to the preparation of a Regional Growth Plan (RGP) under the new planning system. As part of this review, the department will work collaboratively with local councils to investigate (amongst other matters) additional employment land opportunities within the Region. “ This will include a review of the Bellingen and Raleigh investigation areas which have not been endorsed under the Bellingen Employment Lands Strategy at this stage.

Once this review process commences, officers within the department will be in contact with local councils to discuss how they can assist with the review”.

Following the receipt of advice from DP&I regarding the timeframe for the review of regional planning strategies, the new Planning Act passed through the lower house of the NSW Parliament on 30 October 2013. The Act was amended in response to public submissions received as part of the exhibition of the Planning White Paper. Attachment 9.1C provides a summary of the key changes made. No changes were proposed to that section of the Act regulating the preparation of Regional Growth Plans and the relevant section is reprinted below. 3.4 Preparation and content of regional growth plans “(1) The NSW Planning Director-General may prepare a draft regional growth plan forany

region in the State. (2) A draft regional growth plan is to identify the following:

(a) the basis for strategic planning in the region, (b) existing and proposed transport and other infrastructure for the region (including

any priority infrastructure), (c) regionally significant areas, (d) targets for achieving the planning outcomes for the region (including housing,

employment and environmental targets), (e) actions required to be undertaken by planning authorities to achieve those

targets, (f) the basis on which planning authorities are to monitor and report on performance

against those targets, (g) any other matters the NSW Planning Director-General considers relevant to

planning for the region.


of 94

(3) If there is no subregional delivery plan for any part of the region, the draft regional growth plan may identify for that part of the region matters that may be identified in a subregional delivery plan (until there is a subregional delivery plan).

Note. Section 7.19 relates to the preparation of growth infrastructure plans for regions in the State.” Irrespective of the mechanism for consideration of those items, Council’s Operational Plan 2013 requires that recommendations within the ELS be reviewed in the 1st quarter following endorsement of the plan by DPI with a view towards identifying those recommendations that can be implemented by Council without the need for landowner / developer implementation. This review has been undertaken and recommendations that are capable of implementation are discussed below in section “ELS recommendations that are capable of implementation”. ELS recommendations that were excluded from the partial endorsement of the strategy by the DP&I Raleigh Industrial Precinct Expansion Area The Raleigh Industrial Precinct Expansion Area is shown in the following extract from the ELS.

The recommendation regarding this area that was included in the ELS as adopted by Council is reprinted below. “In the short term investigate opportunities to expand the Raleigh Industrial Precinct to the south so that it can benefit from the re-alignment of the Pacific Highway Corridor. This extension should occur following appropriate amendment of the Mid North Coast Regional


of 94

Strategy, in tandem with or further to the re-alignment of the Highway due to commence in 2013.” The partial endorsement of the strategy notes as follows with respect to this area. “Consistent with the recommendations of the Strategy, release of this land should occur following an appropriate amendment of the Mid North Coast Regional Strategy (MNCRS). Council’s strategic intent to further investigate the suitability of this land for future release is noted and the site can be brought forward for further consideration in the upcoming review of the MNCRS.” Raleigh Potential Employment Precinct The Raleigh Potential Employment Precinct is shown in the following extract from the ELS.

The recommendation regarding this area that was included in the ELS, as adopted by Council, is reprinted below. “Undertake more detailed investigations and discussions with the landowner regarding the potential rezoning of the area for B6 Enterprise Corridor Zone or the B7 Business Park Zone. In the event of these not being supported or desirable, investigate the imposition of an IN1 General Industrial zone.


of 94

The partial endorsement of the strategy notes as follows with respect to this area. The site represents significant expansion outside of the MNCRS growth area boundary and as recommended in the Strategy further investigation is required to determine its suitability for employment land release. Council’s strategic intent is noted. The suitability of this land for future employment land use can also be considered in the review of the MNCRS.” Bellingen Industrial Investigation Area The Bellingen Industrial Investigation Area is shown in the following extract from the ELS.

The recommendation regarding this area that was included in the ELS, as adopted by Council, is reprinted below. “Undertake more detailed investigations and discussions with the landowner regarding the potential rezoning of the land for IN1 General Industrial uses. Subject to the success of these investigations, undertake a more detailed assessment of potential infrastructure, flooding and other environmental and economic constraints to rezoning the location.” The partial endorsement of the strategy notes as follows with respect to this area. “Whilst I understand the reasoning behind the selection of the Bellingen Industrial Investigation Area and the benefits it may bring in terms of the Bellingen town centre, further investigation is required to confirm its suitability for future release. The site represents significant expansion outside of the MNCRS growth area boundary, encompasses regionally significant farmland and matters such as access, localized flooding, service capability and visual impact require further investigation. This is consistent with the recommendations of the Strategy. Accordingly, further consideration of this site for future release can be undertaken as part of the review of the MNCRS.”


of 94

Implications of DP&I exclusions The exclusions all note that an avenue will exist for the consideration of relevant areas as part of the MNCRS review process. With regard to the Raleigh Potential Employment Precinct and the Bellingen Industrial Investigation Area, DP&I have commented that the identified areas represent ‘’significant expansion outside of the MNCRS growth area boundary’’. The MNCRS growth area boundaries represent a cornerstone of the strategic planning approach that has been adopted by the State Government in regional planning. The advice is notable in that it does not make reference to the potential use of the Sustainability Criteria in Appendix 2 of the MNCRS to argue for the inclusion of land within the Raleigh Potential Employment Precinct and the Bellingen Industrial Investigation Area. Whether this is because it is the opinion of DP&I that the proposed areas would not meet the Sustainability Criteria, or because the review of the MNCRS is viewed as a preferable avenue to consider the requests is not clear. In the present circumstances, where there is no landowner interest to activate the relevant ELS recommendations it is recommended that Council does not explore this matter further and rather, prepare to advocate for endorsement of the excluded areas as part of the impending regional planning process. It is also proposed that the endorsed ELS document be amended to:

Provide a covering note confirming that the ELS is a component of Councils overall Growth Management Strategy.

Include a copy of the DP&I partial endorsement advice with covering note. Insert a provision within the document at the end of each recommendation that was

excluded from the partial endorsement to ensure that this information is easily accessible to anyone viewing the final document.

The final document inclusive of these amendments is included as Attachment 9.1D. ELS recommendations that are capable of implementation There is only one recommendation from the ELS that is considered capable of immediate implementation, without needing:

amendment of the MNCRS an expression of interest from landowners the funding of relevant studies to support its further consideration

This is discussed below. Extension of B2 Local Centre Zone to the northern side of William Street. Section 14.2 of the ELS addressed the need for additional commercially zoned land in the Bellingen town centre. The relevant extract from the ELS is reprinted below.

“Accommodating Additional Commercial, Education and Health Floor space With respect to the remaining portion of demand, just over one quarter (approximately 900sqm) of the forecast floor space requirement relates to commercial uses with the remaining quarter relating to health (i.e. medical centres, pathologists, dentists etc.) and education floor space (i.e. training centres etc.).


of 94

These uses may be suited to ground floor shop front units as well as first level locations. The centre would benefit from the clustering of these uses in close proximity to the existing heart of the centre to add vitality through additional pedestrian traffic, demand for goods and services. It is therefore considered desirable for commercial uses, where possible, to be encouraged to locate above ground floor retail along Hyde Street. Owing to the low vacancy rate of the Centre at the time of survey, there is however relatively limited scope at present for additional uses without the redevelopment of existing shop fronts to include commercial floor space at first floor level. Whilst this would be an efficient use of space within the existing centre, it is not always desirable for commercial and health uses that may seek a more prominent street front location and that may require disabled access to be provided to the first floor. This trend is evidenced by the commercial uses that have occupied former residential dwellings, or redeveloped corner sites to commercial suites along William Street. This Street provides a natural extension of the existing Centre to the south, is visually appealing, with parking and wide streets whilst remaining within walking distance of the Centre. The properties along the northern side of William Street also benefit from rear lane access along Halpin Street for parking and servicing. As a result of these characteristics it has attracted a mix of uses including employment and training services and some health related uses. The projected demand for these services could therefore cluster with these existing uses in William Street. This Strategy therefore identifies the short to medium term opportunity to rezone the northern side of William Street to allow for a range of commercial uses. This could be achieved through the extension of the B2 Local Centre Zone that would also create opportunities for community facilities, educational establishments and office premises whilst retaining opportunities for dwelling houses.”

The explicit recommendation included in Section 16 – Summary of Recommendations is reprinted below. “Extend existing centre to include land identified on the northern side of William Street.” Land the subject of the recommendation is shown in the map below.


of 94

It is therefore recommended that Council resolve to prepare a planning proposal to facilitate the extension of the B2 Local Centre Zone to the northern side of William Street in accordance with the endorsed recommendation in the Employment Lands Strategy. BUDGETARY IMPLICATIONS: Any Planning proposal will need to be publicly exhibited. The advertisement of the planning proposal can take place within existing budgetary allocations. SUSTAINABILITY ASSESSMENT: Proceeding with the preparation of a planning proposal will provide greater opportunity for commercial opportunities in William St specifically, and the Bellingen CBD in general. The deferring of further consideration of recommended investigation areas until such time as the MNCRS is reviewed is unlikely to have any significant economic impact in the short term given a lack of immediate interest in developing the relevant land. ENGAGEMENT: For the purposes of preparing a planning proposal and submitting it to the Department of Planning and Infrastructure for a gateway determination, Council needs to indicate its intent with regard to community consultation. Having regard to the Department of Planning document “A guide to preparing local environmental plans”, should the planning proposal proceed, it is considered that community engagement should include the placement of the proposal on public exhibition for a period of 28 days at the Bellingen Administration Centre & Bellingen Library and on Council’s website. Notice of the exhibition should be placed in the Bellingen Courier Sun. Having regard to the Community Engagement Strategy, it is considered that the planning proposal would be appropriately categorised as having a Level 4 impact. A Level 4 impact and relevant considerations are described in the extract below.


of 94

Level 4 Lower Impact – Local Lower level of impact of a local nature

Inform Consult

At times it may be advisable to involve a local community in planning or decision making to avoid the risk of a project or action becoming a greater issue.

The Engagement Matrix specifies a range of consultation options to be considered for Level 4 impact activities. The proposed options for the planning proposal are detailed below. It is also noted that there are specific requirements for public exhibition of a planning proposal contained within the NSW Environmental Planning & Assessment Act 1979 that must be observed in order to ensure the legality of the process and ultimate LEP amendment. It should be noted that in the event of any inconsistency between these proposed methods and those specified in the Gateway determination, the provisions of the Gateway Determination shall prevail.

Level of participation

Engagement method

Desirability category

Proposed engagement for ELS

Inform Written correspondence

Essential Notify affected landowners and immediately adjoining landowners.

Inform Website information

Desirable Place on Council website for duration of exhibition period.

Inform Advert in Local Paper

Desirable Place advertisement in Courier Sun.

Consult Public exhibition May be appropriate

Place Draft planning proposal on public exhibition for 28 day period. Exhibit Draft planning proposal at Bellingen Library & Council Administrative Centre.

DELEGATIONS Councillors may recall considering a report at the Ordinary Meeting of Council 28 November 2012 regarding Delegation of Ministerial Functions to Council for the making of certain Local Environmental Plans. Council resolved as follows:

As such it is prudent at this point in the process to include a recommendation for Council to determine their intention, or otherwise, to use delegations for the making of this Plan. It is recommended, given the locally specific nature of this proposed amendment, that Council inform the Department of its intention to use its delegation to make the Plan.

“(1) That Council advise the Minister for Planning & Infrastructure that it formally

accepts the proposed delegations for plan making under the provisions of Section 59 of the EP & A Act 1979.

(2) That, pursuant to Section 381(a) of the Local Government Act 1993, Council approve the delegation of plan making functions to the General Manager.

(3) That Council advise the Minister for Planning & Infrastructure that the nominated Council Officer for the exercising of the proposed delegations for plan making is Liz Jeremy, General Manager.”


of 94

SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision: Goal CV

Strategic Direction

BSC Role Delivery Plan (4 years)

Operational Plan (1 year)

RE.1.1

Our community has a diversity of businesses and new industries

Influence

RE.1.1.1

Execute the priorities and meet the targets contained within the Strategic land use planning program

RE.1.1.1.1

In the first Quarter following DPI endorsement of the Employment Lands Strategy (ELS), review the recommendations and ascertain those which can be implemented by Council and those reliant on landowner or developer implementation

Influence

RE.1.1.1.2

Following the review of the ELS recommendations commence implementation of ELS

OFFICERS RECOMMENDATION: 1 That Council notes the partial endorsement of the Employment Lands Strategy by the

Department of Planning and resolves to advocate for the inclusion of excluded areas as part of the preparation of a Regional Growth Plan under the new planning system.

2 That Council notes the final ELS document, incorporating details of the partial endorsement, and makes the final document available on Councils website.

3 That Council resolve to prepare a planning proposal for the extension of the B2 Local Centre Zone to the northern side of William Street in accordance with the endorsed recommendation in the Employment Lands Strategy.

4 That the Department of Planning and Infrastructure be advised that Council wishes to exercise its delegated authority to make the Plan in relation to the zoning of additional land as B2 Local Centre in William St, Bellingen.


of 94

ATTACHMENTS: 8.1A Report to Council of 27 February 2013 adopting Employment Lands Strategy

(DWS 349518) 8.1B Department of Planning & Infrastructure partial endorsement of ELS

(DWS 367776) 8.1C Summary of Planning Bill Changes October 2013

(DWS 394144) 8.1D Final Employment Lands Strategy incorporating advice of partial endorsement.

(DWS 394411) Report (DWS 395004)

08.035/13 RESOLVED (Cr Scott /Cr Manning) 1 That Council notes the partial endorsement of the Employment Lands Strategy by

the Department of Planning and resolves to advocate for the inclusion of excluded areas as part of the preparation of a Regional Growth Plan under the new planning system.

2 That Council notes the final ELS document, incorporating details of the partial endorsement, and makes the final document available on Councils website.

3 That Council resolve to prepare a planning proposal for the extension of the B2 Local Centre Zone to the northern side of William Street in accordance with the endorsed recommendation in the Employment Lands Strategy.

4 That the Department of Planning and Infrastructure be advised that Council wishes to exercise its delegated authority to make the Plan in relation to the zoning of additional land as B2 Local Centre in William St, Bellingen.

UNANIMOUS


of 94

8.2 AFFIX COMMON SEALS – CROWN LICENCES – LI 489802 AT MYLESTOM AND URUNGA & LI 311484 AT LAGOON & RESERVES URUNGA

File/Index: Legal Documents – Legal Documents 1152 & 0834

Author: Stephen Taylor, Deputy General Manager Operations

REPORT SUMMARY: Authorisation is sought to:

Affix the Common Seal of Council to Licence number LI 489802 under section 34 of the NSW Crown Lands Act 1989 for the public purpose of Future Public Requirements at Mylestom and for the public purpose of Access and Public Requirements, Rural Services, Tourism Purposes and Environmental and Heritage Conservation for Atherton Drive, Urunga.

Affix the Common Seal of Council to Licence number LI 311484 under section 34 of the NSW Crown Lands Act 1989 for the public purpose of Access and Public Requirements and Tourism Purposes at Urunga Lagoon and Breakwater.

Pay rent for a period 5 years or until the Licence expiry date.

REPORT DETAIL: Licence Number LI 489202: This licence encompasses all jetties and boat ramps in areas of Mylestom and Urunga being Crown Land below MHWM of the bed or Kalang River adjoining Lot 7002 DP 1056511, Lot 228 DP 755552 and Lot 7004 DP 1056496 and Crown Land below MHWM of the bed of Bellinger River adjoining Lot 7005 DP 1054154 comprising part Reserve 56146 from Sale or Lease Generally and part Reserve 1011268 for the public purpose of Access and Public Requirements, Rural Services, Tourism Purposes and Environmental and Heritage Conservation. Licence Number LI 311484: This licence encompasses the bed of the Lagoon at Urunga from R82452 for Public Recreation (Lot 7021 DP 755552) to the Southern breakwater and Crown land (Lot 7049 DP 1095560) on the southern side of that breakwater.

BUDGETARY IMPLICATIONS: An initial rent of $451.00 plus GST for Licence 489802 and $446 plus GST for Licence 311484 detailed above, which is adjustable by CPI each year and is to be paid upon acceptance and return of the Licences on an annual basis. These are standard conditions for all Crown tenures. It is recommended that initial rent and subsequent annual rent be paid with funds allocated to the approved operational budgets. SUSTAINABILITY ASSESSMENT: The continuing provision of these jetties, boat ramps and the boardwalk has positive economic and social implications for the Mylestom, Urunga and surrounding communities. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community.


of 94

Having regard to the Community Engagement Strategy, it is considered that adopting recommendations in this report is appropriately categorized as having a Level 4 impact (ie Lower Impact – Local). SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision:

Living Environment:

“Our waterways are valued, protected and enhanced. “Biodiversity is managed and protected for future generations. Threats to biodiversity are identified and mitigated. The contribution of our community groups are fostered, supported and celebrated.”

OFFICERS RECOMMENDATION: 1 That Council agrees to be bound by the terms, conditions and provisions as detailed

in Licence Number 489802 and Licence Number 311484 under Section 34 of the Crowns Lands Act 1989 for the purposes of jetties, boatramps and the boardwalk in the areas of Mylestom and Urunga.

2 That Council affixes the Common Seal in agreement to the Licences on appropriate documents.

3 That Council authorize initial rent and subsequent annual rent payments of $496.10 for the term of the licences (which may be subsequent to annual CPI increases).

ATTACHMENTS: 8.2.A Copy of LI 489802.

(DWS 350121) 8.2.B Copy of LI 311484.

(DWS 394440) Report (DWS 395002) 08.036/13 RESOLVED (Cr Harrison/Cr Carter) 1 That Council agrees to be bound by the terms, conditions and provisions as

detailed in Licence Number 489802 and Licence Number 311484 under Section 34 of the Crowns Lands Act 1989 for the purposes of jetties, boatramps and the boardwalk in the areas of Mylestom and Urunga.

2 That Council affixes the Common Seal in agreement to the Licences on appropriate documents.

3 That Council authorize initial rent and subsequent annual rent payments of $496.10 for the term of the licences (which may be subsequent to annual CPI increases).

4 That Council write to the NSW government and Local Government NSW expressing its opposition to the imposition of charges for community facilities built and maintained by Council on Crown Land

UNANIMOUS


of 94

9 REPORTS BY DEPUTY GENERAL MANAGER CORPORATE AND COMMUNITY

9.1 COMMUNITY SUPPORT FUND – ROUND 2 – SUCCESSFUL APPLICATIONS

File/Index: Community Support Fund and Community Event Sponsorship Fund

– Round 2.

Author: Stacey Bayliss, Grants and Business Development Officer

REPORT SUMMARY: The purpose of this report is to request that Council adopt the recommended successful applications for the second round of the Community Support Fund and Community Event Sponsorship Fund. REPORT DETAIL: The Community Support Fund and the Community Event Sponsorship Fund encourages incorporated not-for-profit organisations to apply for funding to support local events as well as activities outside events that might include, but are not limited to, in-kind support, awards, prizes, rate remissions and scholarships. There are two funding rounds each financial year that run concurrently for each Fund. Funding is limited to the annual budget allocation of $50,000. In August this year Round 1 of the Community Funds allocated $27,486 to eleven (11) organisations. This amount was reduced to $25,486 due to one (1) organisation declining the offer of funding. Therefore for Round 2 there is $24,514 to distribute. Council received thirty one (31) funding applications for Round 2 totalling $71,730. Seven (7) applications were received for the Community Event Sponsorship Fund and Twenty Four (24) applications for the Community Support Fund. Applications for Round 2 have now been assessed by the members of the Assessment Panel which included Cr Mark Troy, Cr Gordon Manning and Stacey Bayliss, Grants and Business Development Officer. The assessment panel used the criteria as outlined in the Community Support Fund and Community Event Sponsorship Fund Guidelines, (the Guidelines) to assess the applications. The total funding recommended is $24,340.00 shared between twenty (20) organisations. The Community Support Fund and the Community Event Sponsorship Fund will generate positive outcomes for Council in 2013 and 2014. This will be achieved due to the 20 organisations receiving funding will be promoting Bellingen Shire Council as a major supporter and sponsor in their newsletters, websites, event literature and event promotional material. The proposed successful organisations for the Community Event Sponsorship Fund include:

Bellingen Readers & Writers Festival – “2 Days 2 Inspire” $2,000.00 Bellinger River Agricultural Society Ltd – “E J Mantova Memorial Art Prize” $1,500.00 The Grub Club – “Sergeant Matthew Locke MG Charity Event” $2,500.00

SUB-TOTAL – $6000.00


of 94

The proposed successful organisations for the Community Support Fund include:

1st Bellingen Scout Group – Rates remission $800.00 Bellingen CWA – Rates remission $1,000.00 Bellingen High School – Scholarship program $1,000.00 Bellingen Men’s Shed – Men’s shed construction $1,500.00 Bellingen Youth Orchestra – Musical instruments $2,000.00 Bellinger Community Communications Co-op Ltd – Rates remission $1,500.00 Bellinger River District Pipe Band – PA system $1,000.00 Bellinger River Sailing Club Inc. – Rates remission $800.00 Camp Creative – Summer camp scholarships $615.00 Dorrigo CWA – Rates remission $1,000.00 Dorrigo Dramatic Club – Rates remission $1,500.00 Dorrigo High School / P&C – Installation of football goal posts $1,000.00 Dorrigo Preschool – Rates remission $1,000.00 Girl Guides – Rates remission $1,000.00 Gleniffer Community Assoc. Inc. – Rates remission $725.00 Mylestom Pensioners Association – Annual hall hire cost $650.00 Urunga CWA – Rates remission $1,000.00

SUB-TOTAL $18,340.00

TOTAL $24,340.00

Unsuccessful applications: The panel deemed eleven (11) applications unsuccessful. These applications did not meet the specific criteria as outlined in the guidelines and could not in good financial governance be supported in this round. Formal notification and feedback will be provided to the unsuccessful organisations once Council has resolved to adopt the recommendations. BUDGETARY IMPLICATIONS: The budget allocation for Round 2 is $24,514. The amount of funding recommended for projects totals $24,340. SUSTAINABILITY ASSESSMENT: The adoption of the recommended organisations to be funded contributes to the community (social implications) through the provision of events and activities that support and encourage community wellbeing. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regard to the Community Engagement Strategy, it is considered that this item is appropriately categorised as having a Level 4 impact (i.e. low impact – Local). A media release was distributed prior to the opening of Round 2. Numerous email notices were sent to the Community sector throughout the round and updates were posted on the Bellingen Shire Council website. The application package, which included the guidelines and application forms, was also provided in all emails and on Council’s website.


of 94

SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: The two proposed funds align to the Shire of Bellingen 2030 Community Vision recognising the value of responsible decision-making and the theme of Civic Leadership with the strategic directions of financial sustainability through effective financial management as well as best practice, sustainability principles, accountability and good governance is incorporated in all that we do. The policies also align with the Community Strategic Plan in relation to support for volunteer organisations within the community. OFFICERS RECOMMENDATION: That the successful applications as recommended by the selection panel and as outlined below be endorsed by Council The proposed successful organisations for the Community Event Sponsorship Fund include:

Bellingen Readers & Writers Festival – 2 Days 2 Inspire $2,000.00 Bellinger River Agricultural Society Ltd – E J Mantova Memorial Art Prize $1,500.00 The Grub Club – Sergeant Matthew Locke MG Charity Event $2,500.00

SUB-TOTAL $6000.00



SUB-TOTAL $ 18,340.00

TOTAL $ 24,340.00

2. That Council corresponds with all applicants advising of the outcomes of the second

round of funding.


of 94

3. That feedback be provided to both successful and unsuccessful organisations with regards to specific requirements for any future applications.

ATTACHMENTS: There are no attachments for this report.

09.061/13 RESOLVED (Cr Scott/Cr Klipin) That the successful applications as recommended by the selection panel and as outlined below be endorsed by Council The proposed successful organisations for the Community Event Sponsorship Fundinclude:

Bellingen Readers & Writers Festival – 2 Days 2 Inspire $2,000.00 Bellinger River Agricultural Society Ltd – E J Mantova Memorial Art Prize $1,500.00 The Grub Club – Sergeant Matthew Locke MG Charity Event $2,500.00

SUB-TOTAL $6000.00



SUB-TOTAL $ 18,340.00

TOTAL $ 24,340.00

2. That Council corresponds with all applicants advising of the outcomes of the

second round of funding. 3. That feedback be provided to both successful and unsuccessful organisations with

regards to specific requirements for any future applications. UNANIMOUS


of 94

9.2 CRIME PREVENTION FUND - APPROVED FUNDING NO LONGER AVAILABLE

File/Index: Attorney General’s Department – Crime Prevention Fund

Author: Stacey Bayliss, Grants and Business Development Officer

REPORT SUMMARY: The purpose of this report is to advise Council that recent funding to the value of $10,969 which was allocated to Council from the Attorney General’s Department – Crime Prevention Fund, has now been placed on hold, and it is unlikely to be honored. REPORT DETAIL: On 4 September 2013 Council was advised in writing that they had successfully received $10,696 in funding for the Bellingen Swim Centre – Safe and Secure Project – via the National Crime Prevention Fund, through the Attorney General’s Department. A tax invoice for $10,969 was raised and the formal funding agreement was signed off by the General Manager and returned to the Attorney General’s Department for their signature and payment. The funding was to provide increased safety and security measures and to reduce vandalism at the Bellingen Swim Centre, with the installation of two CCTV cameras and an alarm system. On 15 October 2013 Council received an email from the Attorney General’s Department – Crime Prevention Section, Crime Prevention & Federal Offenders Branch, Criminal Justice Division, advising that

“The Government is currently working through the arrangements necessary to implement its election commitments. This process may take a little time and in the interim we would remind you that you should not make any commitments on the basis of advice from the previous Government about proposed grants unless these have been formalised by the execution of a funding agreement. We will advise you once the Government has concluded its consideration of these matters.” Council telephoned the project officer from the Crime Prevention Section who advised that 'all funding was on hold and unlikely to be delivered to all 144 projects''. Also, Justice Minister Michael Keenan said recently that: ''The government is currently working through the arrangements required to implement our election commitments. In the meantime, we are in the process of advising organisations who were promised funding under the national crime prevention fund not to make any financial commitments on the basis of commitments made by the former government.'' BUDGETARY IMPLICATIONS: Without this funding the Safe and Secure project will not be able to proceed. SUSTAINABILITY ASSESSMENT: This initiative was designed to provide increased safety and security measures and to reduce vandalism at the Bellingen Swim Centre, with the installation of two CCTV cameras and an alarm system, however without the funding these projects cannot proceed at this time.


of 94

ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. As this is an information report to council, at this stage there are no engagement measures required. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision: Places for People –

We have a variety of active recreational spaces including playgrounds, sporting fields and multipurpose centres;

Healthy lifestyles and practices are enhanced; OFFICERS RECOMMENDATION: That Council writes to the Justice Minister expressing its concern regarding the process and disappointment on behalf of our community. The letter will also request that the funding, to the value of $10,969, which was allocated to Council from the Attorney General’s Department – Crime Prevention Fund, be delivered as previously pledged. ATTACHMENTS: There are no attachments for this report. DWS 395466

09.062/13 RESOLVED (Cr Klipin/Cr Scott) That Council writes to the Justice Minister expressing its concern regarding the process and disappointment on behalf of our community. The letter will also request that the funding, to the value of $10,969, which was allocated to Council from the Attorney General’s Department – Crime Prevention Fund, be delivered as previously pledged UNANIMOUS


of 94

9.3 PAYMENT OF EXPENSES AND PROVISION OF FACILITIES TO COUNCILLORS POLICY

File/Index: Policy (Governance)/Payment of Expenses & Provision of Facilities (Governance)

Author: Anton Juodvalkis, Manager Governance & Engagement

REPORT SUMMARY: The NSW Local Government Act 1993 (The Act) requires Council to review its Payment of Expenses and Provision of Facilities to Councillors Policy (the Policy) annually. REPORT DETAIL: The objective of the Policy is to ensure Council complies with the provisions of Sections 252 and 253 of The Act, Clause 403 of the Local Government (General) Regulation 2005, Council’s Code of Conduct and the Guidelines released by the Division of Local Government in October 2010 concerning the payment of expenses incurred or to be incurred by, and the provision of facilities to, the Mayor, the Deputy Mayor and Councillors in relation to discharging the functions of Civic Office. Section 252 of The Act requires Councils to adopt an Expenses and Provision of Facilities to Councilors Policy within five months of the end of each financial year. The existing Policy was adopted by Council on 27 February 2013. BUDGETARY IMPLICATIONS: No changes to the current year’s budget are required as a result of this report. SUSTAINABILITY ASSESSMENT: The purpose of the Draft Policy is to ensure that there is accountability and transparency in the reimbursement of expenses incurred or to be incurred by Councillors. The Policy also ensures that the facilities provided to assist Councillors to carry out their civic duties are reasonable. ENGAGEMENT: The NSW Local Government Act 1993 sets out the annual policy review and adoption processes that must be followed. These are outlined in Section 1.7.4 of the Division’s Guidelines and are summarised below:

Councils must annually adopt a councillor expenses and facilities policy Councils must give public notice of the intention to adopt a policy and allow at least

28 days for public submissions (s253(1)) and consider submissions made (s253(2)) Councils must publicly exhibit the draft Councillor Expenses and Facilities Policy

before they annually adopt a policy, even if the Policy is not amended or the amendments are not substantial (s253(5))

Councils must forward the Policy within 28 days of adoption to the Division of Local Government, together with a copy of the public notice and details of any submissions received (s253(4)).

In accordance with the Community Engagement Strategy this Policy amendment was considered as Level 3 – Low impact (Shire wide) indicating an inform, consult and involve level of participation. In the case of this Draft Policy where there have been no amendments other than to index the amounts as indicated in the Policy, it was considered appropriate to


of 94

inform the community of the intent to adopt the Policy by way of notice in the local paper 25 September 2013 and providing the Draft Policy through display on Council’s website. The deadline for provision of submissions was 4:30pm on 23 October 2013. There were no public submissions with respect to the Policy. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This Draft Policy development aligns with the following strategic directions within the Shire of Bellingen 2030 Community Strategic Plan: CL. Civic Leadership CL.1 Council is an organisation that embraces business excellence

CL.1.4 Best Practice, sustainability principles, accountability and good governance are incorporated in all that we do.

OFFICERS RECOMMENDATION:

(1) That Council adopt the Payment of Expenses and Provision of Facilities to Councillors Policy

(2) That Council forward the Policy, within 28 days of adoption, to the Division of Local Government, together with a copy of the public notice.

ATTACHMENTS: 9.3A Draft Policy – Payment of Expenses and Provision of Facilities to Councillors

(DWS 394926)

09.063/13 RESOLVED (Cr Klipin/Cr Harrison)

(1) That Council adopt the Payment of Expenses and Provision of Facilities to Councillors Policy

(2) That Council forward the Policy, within 28 days of adoption, to the Division of Local Government, together with a copy of the public notice.

(3) That Council write to the division of Local Government expressing its concern regarding the requirement to annually adopt the Payment of Expenses and Provision of Facilities to Councillors Policy and ask that consideration be given to this being a four year (term) requirement

UNANIMOUS


of 94

9.4 SUPPLY & DELIVERY OF READY MIX CONCRETE

File/Index: Tendering (Plant Equipment & Stores)

Author: Ian Sauerbier, Procurement Officer

REPORT SUMMARY: The purpose of this report is to correct errors in Council Resolution as recorded in the Minutes of the Ordinary Council Meeting on 23 November 2011. The errors related to the end date of the contract for the Supply & Delivery of Ready Mix Concrete. REPORT DETAIL: At the Ordinary Meeting on 23 November 2011, Council considered a panel source supply tender called by Regional Procurement Initiative, on behalf of participating members of the Mid North Coast Regional Councils (MIDROC). The following Councils participated in this tender:

Bellingen Shire

Coffs Harbour City

Greater Taree City

Great Lakes

Gloucester Shire

Kempsey Shire

Nambucca Shire

Mid Coast Water

Port Macquarie-Hastings The duration of the contract is a period of two (2) years from 1 January 2012 to 31 December 2013. A one (1) year option to extend the contract may be taken up based on satisfactory performance by the successful tenderers, following feedback from participating councils to Regional Procurement Initiative and their recommendation. During a routine check of the expiry date of this contract, it was noted the contract periods in the Council Resolutions were in error and did not align with contract periods shown in the body of the report and the Officers Recommendations. Some confusion may have arisen from the Report Detail section in the previous report, which incorrectly showed the period as one (1) year but with the correct period as 1 January 2012 to 31 December 2013. For ease of comparison, the Officers Recommendations and Council Resolution have been extracted from the Minutes of Ordinary Meeting of Council 23 November 2011 and are reproduced below. “OFFICERS RECOMMENDATIONS: (1) That Council accept the tender offers from Holcim Australia Pty Ltd and Boral

Resources (Country) Pty Ltd for the period 1 January 2012 to 31 December 2013 at an estimated contract value of $100,000 (exclusive of GST).

(2) That a provision be allowed for a 12 month extension to this panel contract, based on satisfactory supplier performance, extending this tender to 31 December 2014 at an estimated value of $100,000 (exclusive of GST).

(3) That the Tender Documents be executed under the Seal of Council. 10.032/11


of 94

RESOLVED (Cr Braithwaite/Cr Scott) (1) That Council accept the tender offers from Holcim Australia Pty Ltd and Boral

Resources (Country) Pty Ltd for the period 1 January 2012 to 31 December 2012 at an estimated contract value of $100,000 (exclusive of GST).

(2) That a provision be allowed for a 12 month extension to this panel contract, based on satisfactory supplier performance, extending this tender to 31 December 2013 at an estimated value of $100,000 (exclusive of GST).

(3) That the Tender Documents be executed under the Seal of Council. UNANIMOUS” BUDGETARY IMPLICATIONS: There are no budgetary implications, as costs previously reported have been fully budgeted. SUSTAINABILITY ASSESSMENT: There are no environmental, social or economic implications. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community Having regard to the Community Engagement Strategy, it is considered that Supply & Delivery of Ready Mix Concrete is appropriately categorised as having a LEVEL 3 impact (i.e. Lower impact – Shire wide). Essential engagement measures for Level 3 impact (Lower Impact – Shire Wide) are to inform and consult. There are no specific essential engagement tasks for ‘inform’ or ‘consult’ for Level 3 impact. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: The Supply & Delivery of Ready Mix Concrete aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision:

Civic Leadership – Council is an organisation that embraces business excellence:

1.1 Financial sustainability is maintained through effective short and long term financial management.

1.3 High quality services to the community and cost effective solutions are delivered. 1.4 Best practice, sustainability principles, accountability and good governance are incorporated in all that we do. OFFICERS RECOMMENDATION: That Council note the error in the original resolutions and that Council resolve to amend the original resolutions (1) and (2) to read:

(1) That Council accept the tender offers from Holcim Australia Pty Ltd and Boral Resources (Country) Pty Ltd for the period 1 January 2012 to 31 December 2013 at an estimated contract value of $100,000 (exclusive of GST).

(2) That a provision be allowed for a 12 month extension to this panel contract, based on satisfactory supplier performance, extending this tender to 31 December 2014 at an estimated value of $100,000 (exclusive of GST).That a provision be allowed for a 12 month extension to this panel contract, based on satisfactory supplier performance, extending this tender to 31 December 2014 at an estimated value of $100,000 (exclusive of GST)


of 94

ATTACHMENTS: There are no additional attachments for this report. DWS 395369 Meeting adjourned for morning tea at 10.00am and reconvened at 10.20am

09.064/13 RESOLVED (Cr Harrison/Cr Scott) That Council note the error in the original resolutions and that Council resolve to amend the original resolutions (1) and (2) to read:

(1) That Council accept the tender offers from Holcim Australia Pty Ltd and Boral Resources (Country) Pty Ltd for the period 1 January 2012 to 31 December 2013 at an estimated contract value of $100,000 (exclusive of GST).

(2) That a provision be allowed for a 12 month extension to this panel contract, based on satisfactory supplier performance, extending this tender to 31 December 2014 at an estimated value of $100,000 (exclusive of GST).That a provision be allowed for a 12 month extension to this panel contract, based on satisfactory supplier performance, extending this tender to 31 December 2014 at an estimated value of $100,000 (exclusive of GST)

UNANIMOUS


of 94

9.5 TENDER FOR SUPPLY AND DELIVERY OF PASSENGER, TRUCK & EARTHMOVER TYRES & ANCILLIARY SERVICES

File/Index: Plant, Equipment & Stores – Acquisition

Author: Ian Sauerbier, Procurement

CONFIDENTIAL ATTACHMENT

REPORT SUMMARY: As a member of the Regional Procurement Initiative, Bellingen Shire Council participated in a tender for the supply and delivery of Passenger, Truck and Earthmover Tyres and ancillary services of Roadside Services, Recapping and Tyre Disposal, (BSC Tender number T-13-10, Regional Procurement Initiative tender number RPI Tender number T231314MNC). This report recommends that Council appoint Bridgestone Australia, Tyres4U and Valley Tyres as a Panel Source to supply & deliver Passenger, Truck & Earthmover Tyres and ancilliary services of Roadside Services, Recapping and Tyre Disposal, from 1 January 2014 to 31 December 2015, with an option for Council to take up a one year extension up to 31 December 2016, subject to satisfactory supplier performance.

REPORT DETAIL: Background Information Since 1 January 2011, Council has been a participating member of Regional Procurement Contract T61011MNC for the supply & delivery of Passenger, Truck & Earthmover Tyres. That contract is due to expire on 31 December 2013. The contractors under the current contract have been Bridgestone Australia, Toyo & Tyres4U and the performance of the contractors has been deemed to be satisfactory. Regional Procurement Initiative called a tender for the supply and delivery of Passenger, Truck & Earthmover Tyres and ancillary services of Roadside Services, Recapping and Tyre Disposal, to the following participating members of the Mid North Coast Region of Councils (MIDROC).

Coffs Harbour City Bellingen Shire Nambucca Shire Kempsey Shire Port Macquarie-Hastings Greater Taree City Great Lakes Gloucester Shire

The total annual estimated expenditure by Council on the supply & delivery of Passenger, Truck & Earthmover Tyres under the proposed contract is $68,000 inclusive of GST. Tender Dates The duration of the contract is a period of two years from 1 January 2014 to 31 December 2015. A one year option may be taken up based on satisfactory performance by the successful tenderers. The option to extend is taken up by Regional Procurement Initiative on behalf of the participating Councils following feedback from the participating Councils on the contract.


of 94

The tender was advertised in the following media: Sydney Morning Herald and Tenderlink, on 10 September 2013. Newcastle Morning Herald on 14 September 2013.

The tender closed at 10:00am on 8 October 2013. The tender was evaluated on 22 October 2013. There were no changes to the conditions of tender or advertising period. Late Tenders There were no late tenders. Tender Evaluation Methodology Tender evaluation methodology included an initial check for compliance with the mandatory requirements of the tender. The weighted evaluation criteria used in the evaluation of the tenders, were agreed to by the participating councils prior to the tender. These weightings are listed in the tables below. Table 1: Category 1 - Supply and delivery of Passenger, Truck & Earthmover Tyres. Criteria %

Price 65Referees 10Quality Assurance 10WH & S 5Ecologically Sustainable Development 5Customer Service 5Total 100

Tender Evaluation The tender evaluation was conducted at Port Macquarie-Hastings Council, Administration Centre by representatives of two of the eight (8) participating Councils and a representative of Regional Procurement Initiative. The following tenders were received:

Category 1: - Supply and delivery of Passenger, Truck & Earthmover Tyres.

1. Bridgestone Australia Ltd 2. Mulvey’s Tyre Services Pty Ltd (applicable only to Kempsey Shire) 3. The Hiflex Australia Group Pty Ltd 4. Tyres4U Pty Ltd as Trustee for TWA Trust Trading as Tyres4U 5. Valley Tyres

The Tender Evaluation Panel determined that one of the tenders was non-conforming to the mandatory evaluation criteria. The evaluation result was determined by:

The Price Criteria was determined by obtaining the top ten tyres used by each member council with the price for each model being sought from tenderers. However, not all tenderers supply the same brand/size in a particular tyre model. Where the same brand/ size and model could not be supplied, a price was supplied on an alternative equivalent.


of 94

All tenderers clearly demonstrated their ability to supply OEM (Original Equipment of Manufacturer) or equivalent tyres to all participating member councils. Based on this, the evaluation panel determined that all tenderers should be awarded the full Criteria % for the Tender Price Category.

The tenderers ability to meet specific requirements of the remaining evaluation criteria as determined by the panel.

With respect to BSC, the results of the tender evaluation were: Table 2: Category 1 – Supply and delivery of Passenger, Truck & Earthmover Tyres

Criteria % Bridge-stone

Hiflex Group

Tyres4U Valley Tyres

Price 65 65.00 Non 65.00 65.00 Referees 10 8.87 Conforming 9.20 9.33 Quality Assurance 10 10.00 as no 10.00 5.00 WHS 5 5.00 Roadside 2.50 2.50 Ecologically Sustainable Development

5 4.00 Assistance 5.00 4.00

Customer Service 5 5.00 Services 5.00 5.00 100 97.87 96.70 90.83 Location of nearest dealer/agent to Raleigh Depot Workshop:

Tenderer Nearest dealer/agent and location Bridgestone Australia Bridgestone Urunga - Urunga Tyres4U Tyres4U - Coffs Harbour Valley Tyres GK Denny Tyres Coffs Harbour

Bridgestone Urunga The pricing matrix used to derive the price scores is shown as a Confidential Attachment. “Price Comparison Schedule.” This attachment has been made confidential in accordance with section 10A.2.(d).(i) of the Local Government Act 1993 (commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it). On the basis of the evaluation, the tender offers from Bridgestone Australia, Tyres4U and Valley Tyres as a Panel Source, appears to be the most advantageous to Council in terms of pricing and brand selection. BUDGETARY IMPLICATIONS: It is estimated the total approximate annual cost for the supply and delivery of Passenger, Truck & Earthmover Tyres and ancillary services of Roadside Services, Recapping and Tyre Disposal will be $68,000 per annum, inclusive of GST. This estimate is based on the historical annual spend of Council’s product spend. Therefore, it is anticipated that this expenditure can be accommodated within the existing budgets.


of 94

SUSTAINABILITY ASSESSMENT: There are no social, economic or environmental implications. It should be noted a weighting of 5% for environmental sustainability formed part of the evaluation process. All conforming tenderers scored either the maximum 5% or 4.0%. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community Having regard to the Community Engagement Strategy, it is considered that Supply & Delivery of Passenger, Truck & Earthmover Tyres and ancillary services, is appropriately categorised as having a LEVEL 3 impact (i.e. Lower impact – Shire wide). Essential engagement measures for Level 3 impact (Lower Impact – Shire Wide) are to inform and consult. There are no specific essential engagement tasks for ‘inform’ or ‘consult’ for Level 3 impact. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision: The Supply & Delivery of Passenger, Truck & Earthmover Tyres and ancillary services, aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision: Civic Leadership – Council is an organisation that embraces business excellence:


1.3 High quality services to the community and cost effective solutions are delivered. 1.4 Best practice, sustainability principles, accountability and good governance are incorporated in all that we do. OFFICERS RECOMMENDATION:

1. That Council accept the tender offers from Bridgestone Australia, Tyres4U and Valley Tyres as a Panel Source for the supply & delivery of Passenger, Truck & Earthmover Tyres and ancillary services of Roadside Services, Recapping and Tyre Disposal, for the period 1 January 2014 to 31 December 2015 at an estimated contract value of $123,600 exclusive of GST ($136,000 inclusive of GST).

2. That provision be allowed for a twelve month extension to this contract, based on satisfactory supplier performance, extending the contract terms to 31 December 2016 at an estimated value of $61,800 exclusive of GST ($68,000 inclusive of GST) for the supply & delivery of Passenger, Truck & Earthmover Tyres.

3. That Council authorise Hunter Councils Inc (through its Regional Procurement Initiative) to execute the Deed of Agreement for a standing offer contract on behalf of Council.

ATTACHMENTS: 9.5A CONFIDENTIAL - Price Comparison Schedule

(DWS 394975).


of 94

09.065/13 RESOLVED (Cr Carter/Cr King)

1. That Council accept the tender offers from Bridgestone Australia, Tyres4U and Valley Tyres as a Panel Source for the supply & delivery of Passenger, Truck & Earthmover Tyres and ancillary services of Roadside Services, Recapping and Tyre Disposal, for the period 1 January 2014 to 31 December 2015 at an estimated contract value of $123,600 exclusive of GST ($136,000 inclusive of GST).

2. That provision be allowed for a twelve month extension to this contract, based on satisfactory supplier performance, extending the contract terms to 31 December 2016 at an estimated value of $61,800 exclusive of GST ($68,000 inclusive of GST) for the supply & delivery of Passenger, Truck & Earthmover Tyres.


UNANIMOUS


of 94

9.6 TENDER FOR THE SUPPLY & DELIVERY OF BULK CATIONIC RAPID SETTING BITUMEN EMULSION

File/Index: Plant, Equipment & Stores – Acquisition

Author: Ian Sauerbier, Procurement Officer

CONFIDENTIAL ATTACHMENT

REPORT SUMMARY: As a member of the Regional Procurement Initiative, Bellingen Shire Council participated in a tender for the supply and delivery of Bulk Cationic Rapid Setting Bitumen Emulsion, (BSC Tender number T-13-09 and Regional Procurement Initiative tender number T221314MNC). This report recommends that Council appoint Downer EDI Works Pty Ltd to supply and deliver Bulk Cationic Rapid Setting Bitumen Emulsion from 1 January 2014 to 31 December 2015, with an option for Council to take up a one year extension up to 31 December 2016, subject to satisfactory supplier performance.

REPORT DETAIL: Background Information Since 1 January 2011, Council has been a participating member of Regional Procurement Contract T41011MNC for the supply and delivery of Bulk Cationic Rapid Setting Bitumen Emulsion. That contract is due to expire on 31 December 2013. The contractor under the current contract has been Downer EDI Works Pty Ltd and the performance of the contractor has been deemed to be satisfactory. Regional Procurement Initiative called a tender for the supply and delivery of Bulk Cationic Rapid Setting Bitumen Emulsion, to the following participating members of the Mid North Coast Region of Councils (MIDROC).

Coffs Harbour City Bellingen Shire Nambucca Shire Kempsey Shire Port Macquarie-Hastings Greater Taree City Great Lakes Gloucester Shire

The total annual estimated expenditure by Council on Bulk Cationic Rapid Setting Bitumen Emulsion under the proposed contract is $90,000 inclusive of GST. Tender Dates The duration of the contract is a period of two years from I January 2014 to 31 December 2015. A one year option may be taken up based on satisfactory performance by the successful tenderers. The option to extend is taken up by Regional Procurement Initiative on behalf of the participating Councils following feedback from the participating councils on the contract. The tender was advertised in the following media:

Sydney Morning Herald and Tenderlink, on 10 September 2013.


of 94

Newcastle Morning Herald on 14 September 2013. The tender closed at 10:00am on Tuesday 8 October 2013. The tender was evaluated on Tuesday 22 October 2013. There were no changes to the conditions of tender or advertising period. Late Tenders There were no late tenders. Tender Evaluation Methodology Tender evaluation methodology included an initial check for compliance with the mandatory requirements of the tender. The weighted evaluation criteria used in the evaluation of the tenders, were agreed to by the participating councils prior to the tender. These weightings are listed in the tables below. Table 1: Category 1 - Supply and delivery of Bulk Cationic Rapid Setting Bitumen Emulsion Criteria %

Price: Per litre ex Bin 65Price: Cleaning/Rinsing/Disposal of Sludge 5Referees 10Quality Assurance 5WH & S 5Ecologically Sustainable Development 5Customer Service 5Total 100

Tender Evaluation The tender evaluation was conducted at Port Macquarie-Hastings Council, Administration Centre by representatives of two of the eight (8) participating Councils and a representative of Regional Procurement Initiative. The following tenders were received:

Category 1: Supply and delivery of Bulk Cationic Rapid Setting Bitumen Emulsion,

1. Bitupave Ltd t/as Boral Asphalt 2. Downer EDI Works Pty Ltd 3. Fulton Hogan Industries Pty Ltd

The Tender Evaluation Panel determined that none of the tenders were non-conforming to the mandatory evaluation criteria. With respect to BSC, the results of the tender evaluation were: Table 2: Category 1 – Supply and delivery of Bulk Cationic Rapid Setting Bitumen Emulsion Criteria % Boral

Asphalt Downer

EDI Fulton Hogan

Price: Per Litre ex Bin 65 61.33 65.00 64.07 Price: Cleaning/Rinsing/Disposal of Sludge 5 0.00 5.00 0.00


of 94

Referees 10 8.53 9.07 9.40 Quality Assurance 5 5.00 5.00 5.00 WH & S 5 2.50 5.00 5.00 Ecologically Sustainable Development 5 5.00 5.00 4.50 Customer Service 5 5.00 5.00 5.00 Total 100 87.36 99.07 92.97

The pricing matrix used to derive the price scores is shown as a Confidential Attachment. Bitumen Emulsion Pricing per litre, Delivery & Cleaning costs This attachment has been made confidential in accordance with section 10A.2.(d).(i) of the Local Government Act 1993 (commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it). On the basis of the evaluation, the tender offer from Downer EDI Works Pty Ltd appears to be the most advantageous in the circumstances. BUDGETARY IMPLICATIONS: It is estimated that the total approximate annual cost for the supply and delivery of bulk cationic rapid setting bitumen emulsion for Bellingen Shire Council (BSC) will be in the order of $90,000 including GST. This estimate is based on the historical annual spend. It is anticipated that this will have minimal implications for the existing budget. The prices offered by the recommended supplier are below the prices being paid currently, however the difference is not material (less than 2% difference) and the contracted price is subject to a rise and fall mechanism administered by Regional Procurement Initiative on behalf of the participating councils which has the effect of adjusting the price paid by Council to match market fluctuations. SUSTAINABILITY ASSESSMENT: There are no social, economic or environmental implications. It should be noted a weighting of 5% for environmental sustainability formed part of the evaluation process. All conforming tenderers scored either the maximum 5% or 4.5%. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community Having regard to the Community Engagement Strategy, it is considered that Supply & Delivery of Bulk Cationic Rapid Setting Bitumen Emulsion, is appropriately categorised as having a LEVEL 3 impact (i.e. Lower impact – Shire wide). Essential engagement measures for Level 3 impact (Lower Impact – Shire Wide) are to inform and consult. There are no specific essential engagement tasks for ‘inform’ or ‘consult’ for Level 3 impact. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision: The Supply & Delivery of Bulk Cationic Rapid Setting Bitumen Emulsion, aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision:

Civic Leadership – Council is an organisation that embraces business excellence:


of 94


1.3 High quality services to the community and cost effective solutions are delivered. 1.4 Best practice, sustainability principles, accountability and good governance are incorporated in all that we do. OFFICERS RECOMMENDATION:

1. That Council accepts the tender offer from Downer EDI Works Pty Ltd for Supply & Delivery of Bulk Cationic Rapid Setting Bitumen Emulsion, for the period 1 January 2014 to 31 December 2015 at an estimated contract value of $163,600 exclusive of GST ($180,000 inclusive of GST).

2. That provision be allowed for a twelve month extension to this contract, based on satisfactory supplier performance, extending the contract terms to 31 December 2016 at an estimated value of $81,900 exclusive of GST ($90,000 inclusive of GST) for Goods & Services.


ATTACHMENTS: 9.6A CONFIDENTIAL - Bitumen Emulsion Pricing per litre, Delivery & Cleaning costs

(DWS 394976)

09.066/13 RESOLVED (Cr Scott /Cr Manning)

1. That Council accepts the tender offer from Downer EDI Works Pty Ltd for Supply & Delivery of Bulk Cationic Rapid Setting Bitumen Emulsion, for the period 1 January 2014 to 31 December 2015 at an estimated contract value of $163,600 exclusive of GST ($180,000 inclusive of GST).

2. That provision be allowed for a twelve month extension to this contract, based on satisfactory supplier performance, extending the contract terms to 31 December 2016 at an estimated value of $81,900 exclusive of GST ($90,000 inclusive of GST) for Goods & Services.


UNANIMOUS


of 94

9.7 ANNUAL REPORT 2012/13

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


REPORT SUMMARY: The purpose of this report is to provide Council with the Annual Report for the 2012/13 Financial Year for endorsement. The NSW Local Government Act 1993 requires Council to produce an Annual Report by 30 November each year. REPORT DETAIL: Section 428 of the NSW Local Government Act 1993 requires Council to produce an Annual Report by 30 November each year. Additional information is required in accordance with:

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

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

NSW Public Interest Disclosures Act 1994 – Section 31

NSW Public Interest Disclosures Regulation 2011 Clause 4

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

NSW Privacy and Personal Information Protection Act 1998 Section 33

Government Information (Public Access) Act 2009 – Section 125

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

Implementation of the organisational review including embedding structural reform initiatives as well as a range of policies and programs.

The rehabilitation of 1.1km of Waterfall Way at Rocky Creek in partnership with the Roads and Maritime Service.

The emergency response to the 2013 floods with funding of $900k provided by the State Government.

$440,000 investment in the reconstruction of 600 metres of Tyringham Road Dorrigo

A comprehensive assessment of our transport assets.

Completion of 2011 major flood repair projects completed with funding provided by the State Government to the value of $1.02 million.

$328,000 invested in the rehabilitation of Hanlys Bridge.

The Bellingen Shire Youth Hub operated within its budget, balancing the overall operational costs with workshop development and the initial upfront fit-out associated with a new centre. Operationally, the centre has now developed its foundations – with governance, safety and core operational procedures now established.


of 94

Bellingen Shire actively participated in the very successful 101 Things to do on Coffs Coast campaign. This campaign was acknowledged by industry at a number of award nights.

Council worked closely with Abigroup, the contractor for the Urunga – Nambucca section of the Pacific Highway upgrade, to promote local business.

Work commenced on the sewering of 41 Newry Island rural residential properties.

Establishment of a traineeship program, incorporating school based, new entrant and disability placements

Increased involvement in the provision of work experience under various education and employment programs

Raleigh Depot training room established as a training and emergency response centre.

Preparation of design and tender documentation for the new Dorrigo Sewerage Treatment Plant.

Creation of a dedicated Customer & Business Services team to facilitate Council’s goal of 80% first contact resolution and improve the customer experience.

Development of a Customer Service Charter which details Council’s commitment to customer service via the establishment of service standards.

Thirteen (13) public meetings and workshops facilitated around issues including the service reviews undertaken by Council, the Urunga antimony contamination site, the proposed upgrade at Dangar Falls and the categorization of land.

Review of Community vision, Delivery Program and Operational Plan.

Conduct of service delivery reviews for Weeds, Bellingen Pool, Roads and Bridges with the objective of improving our efficiency and effectiveness.

Preparation of Financial Statements, Long Term Financial Plan, budget and revenue Policy.

Council achieved certification for compliance with ISO9001:2008 Quality Management System, ISO 14001:2004 Environmental Management System and AS/NZS 4801:2001 OH&S Management System.

Council’s Employment Lands Strategy was conditionally endorsed by the Department of Planning and Infrastructure.

Council adopted Chapter 16 (Bellingen Shire DCP 2010) – Site Waste Minimisation and Management.

Completion and adoption of Demand Management Plan, Drought Management Plan, Financial and Business Plan and Integrated Water Cycle Management Plan for Water

Compliance with Best Practice Management Guidelines for Water achieved.

Program for the inspection of commercial premises for the purposes of ensuring a appropriate standard of trade waste discharge implemented.

The 2012-2013 year also saw a Council election, with five of seven elected Councillors being new to the role. As a result, a series of workshops and information sessions was conducted for councillors, along with a review and re-establishment of council committees and the establishment of a portfolio system In addition to the above, Council was actively involved in lobbying in the interests of the community in relation to the work being conducted by the Independent Local Government Review panel and the Local Government Act Taskforce.


of 94

At a regional level, Council is an active participant in the Mid North Coast Region of Councils, which has actively worked to establish an organizational structure and forum to facilitate economies of scale and improved service delivery across the region. Statutory disclosures incorporating the Audited Financial Reports and other relevant legislative requirements are also included in Section 2 of the Annual Report. The full, audited financial statements for the 2012-2013 financial year are contained in Section 3 of the Annual Report. BUDGETARY IMPLICATIONS: There are no budgetary implications involved in the preparation of this report as it is either produced in house or any minor external costs are covered by existing budgets. SUSTAINABILITY ASSESSMENT: The Annual Report details the activities undertaken by Council throughout the year which provided good governance, economic, environmental and social benefits to our community. The Annual Report acts as a report card to our community on the achievements for the year. ENGAGEMENT: In accordance with the Community Engagement Strategy, the activity of compiling the Annual Report is considered Lower Impact – Shire Wide however as it is a document which compiles factual information about achievements through the year, the development of the Annual Report was consulted internally with all departments. Each department has contributed appropriate material. The Annual Report will be published on the council website. There is no consultation process as such with the Annual Report as it is a statutory document looking at past performance. However this document will be a useful tool in future consultation which looks at past performance. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision: CL.Civic Leadership CL.1 Council is an organisation that embraces business excellence

CL.1.4 Best practice, sustainability principles, accountability and good governance are incorporated in all that we do

OFFICERS RECOMMENDATION: That the 2012/13 Annual Report be endorsed. ATTACHMENTS: 9.7A Annual Report 2012/13 (DWS 395551)

09.067/13 RESOLVED (Cr Scott/Cr Troy) That the 2012/13 Annual Report be endorsed. UNANIMOUS


of 94

9.8 BUDGET REVIEW STATEMENT – PERIOD ENDED 30 SEPTEMBER 2013

File/Index: Budgeting (Financial Management)

Author: Kris Kershaw, Accountant

REPORT SUMMARY: This review revises the net operating result for 2013/14 to a deficit of ($121,813). There has been an increase of ($25,825) to the operating budget deficit when compared to the original budget deficit of ($95,988). As a result, Council’s estimated working funds balance has decreased from 30 June 2013 balance of $2,376,000 to an estimated balance of $2,254,187 as at 30 June 2014. REPORT DETAIL: This report has been prepared in accordance with the Division of Local Government’s Quarterly Budget Review Guidelines. In keeping with the requirements of the s203 NSW Local Government (General) Regulation 2005, a budget review for the period ended 30 September 2013 has been prepared. The variances influencing the September result are reported in the attached Statements. Under the mandatory reporting requirements, Council is required to report on the following: Included in Attachment Income & Expenses Budget Review Statement Yes Cash & Investments Budget Review Statement Yes Key Performance Indicator (KPI) Budget Review Statement Yes Capital Budget Review Statement Yes Contracts & Other Expenses Budget Review Statement Yes The estimated working funds balance at 30 June 2014 is $2,254,187 which is considered to be a satisfactory, short term financial position for Council. The summary of working funds at 30 June 2014 is as follows:

Working Funds Balance at 1 July 2013 $ 2,376,000 Cr Less: Adopted 2013/2014 LTFP Plan Budget ($ 95,988) Dr Add: September 2013 Review ($ 25,825) Dr Estimated Working Funds Balance at 30 June 2014 $ 2,254,187 Cr Less: Draft 2014/15 Long Term Financial Plan ($ 34,108) Dr Less: Draft 2015/16 Long Term Financial Plan ($ 49,283) Dr Add: Draft 2016/17 Long Term Financial Plan $ 54,512 Cr Estimated Working Funds Balance to 30th June 2017 $ 2,225,308 Cr BUDGETARY IMPLICATIONS: This review estimates the working funds balance on Council’s general activities to be $2,254,187 as at 30 June 2014. SUSTAINABILITY ASSESSMENT: There are no environmental or social implications to this report. Economic implications are discussed in the body of this report.


of 94

ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regard to the Community Engagement Strategy, it is considered that the December 2012 quarter review is appropriately categorised as having no Level impact. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions:

1. No external action was required; 2. Managers and other staff responsible for budgets were asked to review their budget

responsibilities as part of the review. SHIRE OF BELLINGEN 2030 COMMUNITY STRATEGIC PLAN ALIGNMENT: This budget review aligns with the following strategic directions within the Shire of Bellingen 2030 Community Strategic Plan: 1.1.1 Compliance with Council policy and relevant legislation to ensure the long term

financial stability of the organisation. OFFICERS RECOMMENDATION: That the Quarterly Budget Review Statements for the September 2013 quarter, projecting a net deficit of ($121,813) for the 2013/14 financial year, be adopted. ATTACHMENTS: 9.8A An additional attachment - Budget Review Statements – Period ending 30 September

2013

(DW 394789) Report (DWS 395600)

09.068/13 RESOLVED (Cr Scott /Cr Harrison) That the Quarterly Budget Review Statements for the September 2013 quarter, projecting a net deficit of ($121,813) for the 2013/14 financial year, be adopted. UNANIMOUS


of 94

10 MINUTES FROM ADVISORY COMMITTEES

10.1 MINUTES – FLOODPLAIN RISK MANAGEMENT COMMITTEE 24 OCTOBER 2013

File/Index: Floodplain Risk Management Committee (Sewerage & Drainage)

Author: Nic Denshire, Project/Flood Engineer

REPORT SUMMARY: This report presents the Minutes of a meeting of the Floodplain Risk Management Advisory Committee held on 24 October 2013. REPORT DETAIL: A copy of the Minutes of the Floodplain Risk Management Advisory Committee meeting held on 24 October 2013 is distributed with this Business Paper for the information of Councillors. BUDGETARY IMPLICATIONS: No implications. SUSTAINABILITY ASSESSMENT: The Committee facilitates a process of transparent consultation with the community in relation to the items addressed. The Committee’s deliberations include many elements which will have positive social impacts should Council adopt the Committee’s recommendations. ENGAGEMENT: The Committee provides a forum for open discussion, debate and education on floodplain issues with community and stakeholder groups. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision:

Places for People

“We are connected and able to move around in a safe, accessible, affordable, healthy and environmentally friendly way.” Civic Leadership

“Our community is informed and engaged with a strong sense of civic leadership.”

OFFICERS RECOMMENDATION: That the Minutes of the Floodplain Risk Management Advisory Committee meeting of 24 October 2013 be received and the recommendations adopted. ATTACHMENTS: Floodplain Risk Management Advisory Committee Minutes – 24 October 2013 (DWS 392941) Report (DWS 395005)


of 94

10.003/13 RESOLVED (Cr Scott /Cr Troy) That the Minutes of the Floodplain Risk Management Advisory Committee meeting of 24 October 2013 be received and the recommendations adopted. UNANIMOUS


of 94

Attachment A

MINUTES OF FLOODPLAIN RISK MANAGEMENT COMMITTEE MEETING

Thursday 24 October 2013 at 10.00am

Held in Red Room, Council Chambers, Bellingen

PRESENT:

Dennis Atkinson; David Boatfield; David Clyde; Caroline Joseph; Michael Stubbs (SES North Coast Region); Kate Browning (Office Environment & Heritage); Cr David Scott (Chairperson).

IN ATTENDANCE:

Council staff in attendance were Stephen Taylor (Deputy General Manager Operations); Zahural Azim (Development Engineer); Denique Littler (Manager Planning); John Starr ( Design & Traffic Engineer), Nic Denshire (Project Engineer) and Julie Spokes (Support Operations).

1. Welcome and Apologies:

Acknowledge the Gumbaynggirr people who are the Traditional Custodians of this Land and pay respect to the Elders both past and present and extend that respect to other Aboriginals present. Introductions of Committee Members of this newly formed Committee. Apologies: Warwick Knight, Manager Asset Management & Design. MOVED: Cr David Scott SECONDED: Caroline Joseph. The motion was carried unanimously.

2. CONFIRMATION OF MINUTES OF THE PREVIOUS MEETINGS:

This is the first meeting of this Committee since it was constituted by Council.

3. BACKGROUND TO COMMITTEE: a. This committee operates under Councils Advisory Committee Manual. The

Floodplain Development Manual 2005 (FDM 2005) indicates that the responsibility for floodplain risk lies with local government. Section 733 of the NSW Local Government Act 1993 provides Council exemption from liability relating to flooding subject to Council meeting certain criteria. One of these criteria is the development and implementation of a Floodplain Risk Management Study (Copy previously sent to committee members). From this study a Floodplain Risk Management Plan is developed.

b. FDM 2005 describes the creation of a Floodplain Risk Management Committee as the first step in the floodplain risk management process and outlines roles and responsibilities of the committee. Council’s previous Floodplain Risk Management Committee was actively involved in the development of Councils Floodplain Risk Management Plan. The new committee has been appointed to assist with the ongoing implementation of the plan.


of 94

c. Council has commissioned, or has access to many other flood studies that inform Councils flood policy. A list of relevant flood studies undertaken by or available to Council is attached for the information of the committee.

d. Council planning instruments and policies relating to flooding include Chapter 8 of the Bellingen Shire Development Control Plan 2010 and Bellingen Shire Climate Change Policy both of which are available on Councils website.

Further elaboration by Nic Denshire was offered as follows:

Status report and list of priorities will be forwarded to all members. Explanation of the Committee’s roles and responsibilities. Details of Council contribution to Roads and Maritime Services (RMS) and

their Study for our Shire. Assessment of the effects of the Pacific Highway upgrade on flooding in the Lower Bellinger/Kalang area.

Distribution of contacts to each Committee member to be arranged. Explanation of Flood Risk Management Plan, Policy documents, Studies

and Development Control Plans. Policy Perspectives – development controls etc. Floodplain Risk Management Study assesses flood controls to address

existing issues, cost benefits, etc including maps depicting flood information.

Recommendations of the Committee are regarded in the capacity of an Advisory Committee and submitted to Council for their approval.

Council’s Flood maps are displayed on Council websites.

4. MATTERS ARISING FROM THE MINUTES OF THE PREVIOUS MEETING: This is the first meeting of this Committee since it was constituted by Council.

5. GENERAL BUSINESS:

a. Lower Bellinger and Kalang River Flood Study:

Council was successful in obtaining funding from the state government (Office of Environment and Heritage; OEH) to undertake a revision to its flood modelling for the lower Bellinger and Kalang Rivers.

The revision is to take account of:

Changes to understanding of local hydrology

Improved calibration data available for flood models

Changes to river and floodplain controls such as Pacific Highway upgrade and bridge improvements.

Changes to boundary conditions associated with Climate Change and Sea Level Rise

Council is currently working on a brief for the project and will then call for quotations from suitably qualified consultants.

Submitted for the Committee’s information.

Discussions included the following advice from Nic Denshire:


of 94

Consultants used background data including pre-existing community consultative studies published in 2001 and 2006.

Council revision of the Lower Bellinger River Flood Study is currently being undertaken. A brief is being prepared and shall be completed in November 2013. The revision considered issues in relation to:

Built infrastructure Modelling improvements Climate change New Pacific Highway.

A consultant utilised background data together with community consultation from models developed and adapted to Council’s needs. Preparation of a Draft Report for feedback via advertisements plus community meetings. All feedback was collated by Consultant and fed back into the final study, ie Bellinger and Kalang River Flood Studies.

Caroline Joseph:

Caroline raised that more community input and better consultation is needed in preparation of current flood studies including obtaining information from locals etc.

Kate Browning: Kate explained that the consultation process is and can be a very expensive process and is limited to budgets.

Recommendation:

That more community input and improved consultation process be implemented during the preparation of the current flood study ie talking to locals, long term residents etc.

MOVED: David Boatfield SECONDED: David Clyde

The motion was carried unanimously.

b. Central Urunga Flood Study – Flood mitigation works

deGroot and Benson undertook a study of flooding of central Urunga in 1999 entitled Central Urunga Flood Study 1999. Council was successful in obtaining grant funding to undertake a detailed design for Option 2 from this study in 2009. The resulting design and costing was considered by Council at its ordinary meetings of 27 June 2012, 25 July 2012 and 27 February. The final resolution from Council’s ordinary meeting of 27 February 2013 was as follows:

“That Council refer the implementation of the Urunga CBD floodway project, being Option 2 of de Groote and Bensons Central Urunga Flood Study 1999, to the Floodplain Risk Management Committee for Reassessment under Councils Floodplain Risk Management Plan in light of the Further investigation work carried out.

That the results of the Floodplain Risk Management Committee’s reassessment be reported to Council.


of 94

That all relevant stakeholders be advised of Council’s resolution.”

David Boatfield: Raised the following issues:

During last Urunga flood event financial burden experienced by many with the Urunga Bowling Club’s flood inundation, relocation etc costing approximately $8 million.

High importance to Urunga community ie personal and financial hardship Economic implications Develop and provision of non-flood prone land

David Clyde: Raised the following issues:

De Groot Benson identified the Urunga area will still be subject to flooding. A need and desire for the provision of better and more effective drainage. Climate change will have an effect ie more severe storms, etc Does not believe this document is correct Morgo Street acts as a “weir” is identified and believed to be true by many

residents of Urunga.

Cr David Scott:

Discussions to be held between Nic Denshire and interested parties of the Committee to explain the Study and process in light of concerns expressed with the Study.

The Committee agreed that Nic Denshire to arrange meeting with David Boatfield, David Clyde, Caroline Joseph and Cr David Scott.

Kate Browning: The process, investigation and design is constructive even though it may possess flaws. Other management measures may be implemented which may lead to problems being alleviated

Recommendation:

That the Floodplain Risk Management Committee defers consideration of the Central Urunga flooding issue pending the completion of a workshop to be organised by Nic Denshire.

MOVED: David Boatfield SECONDED: David Clyde . The motion was carried unanimously.

Michael Stubbs:

SES aware of drainage problem in the Urunga Area and this has been identified and is closely monitored.

SES has trialed data installed onto phones of Emergency Services for alert systems.

Local emergency services aware of concerns of the community. Community education is being undertaken and a Community Liaison Officer

engaged to educate the community to be aware and act on predicted floodwater heights and to take precautionary actions before flooding occurs.

SES have developed an alert system presently being used by the Fire Services in current bushfire events in the Blue Mountain regions whereby an alert goes to mobile/landlines through a polygon system alerting residents of impending


of 94

flooding. Education process is currently being prepared for circulation through a Community Liaison Officer recently employed by SES.

6 OTHER BUSINESS

Meetings Procedures:

Agenda will be issued in draft form in future allowing Committee members to add any items to the Agenda for future meetings.

All correspondence and/or contact is to be made to the attention Julie Spokes Support Operations via [email protected]

Previous Meeting Procedure: Denique Littler raised that previous Committee established a Technical Sub Committee to provide feedback and decisions on development related flooding issues between the ordinary Committee meetings.

Recommendation:

That a Sub Committee Technical Committee consisting of Denique Littler (Acting Manager Planning, Health and Regulation); Dennis Atkinson, Carolyn Joseph, Warwick Knight (Manager Asset Management and Design) and Michael Stubbs (SES North Coast Region) be formed and meet as required.

MOVED: Caroline Joseph SECONDED: Cr David Scott

This motion was moved unanimously.

7 CORRESPONDENCE IN:

No correspondence received at this stage.

8 NEXT MEETING: The Next meeting will be held on Thursday 12 December 2013 commencing at 10.00am to 12.00 noon in Interview Room 1 at the Bellingen Library, Hyde Street, Bellingen.

Meeting closed at 11.52am.


of 94

10.2 MINUTES– ARTS AND CULTURAL ADVISORY COMMITTEE – 17 OCTOBER 2013

File/Index: Corporate Management (Meetings) Arts and Cultural Advisory Committee

Author: Alison Pattinson, Manager Community Wellbeing

REPORT SUMMARY: This report presents the Minutes of a meeting of the Arts and Cultural Advisory Committee held on 17 October 2013. REPORT DETAIL: A copy of the Minutes of the Arts and Cultural Advisory Committee Meeting held on 17 October 2013 is distributed with this Business Paper for the information of Councillors. BUDGETARY IMPLICATIONS: There are no budgetary implications in relation to this report. SUSTAINABILITY ASSESSMENT: The Committee facilitates a process of transparent consultation with the community in relation to the items addressed. The Committee’s deliberations include many elements which will have positive social impacts should Council adopt the Committee’s recommendations. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. The Committee provides a forum for open discussion, debate and education on social issues with community and stakeholder groups. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Strategic Plan:

Community wellbeing A diversity of cultural and artistic activities are available across the Shire

Civic leadership We are proactive in supporting, through representation and celebration, the

needs and desires of the community.

OFFICERS RECOMMENDATION: That the Minutes of the Arts & Cultural Advisory Committee meeting of 17 October 2013 be received and the recommendations adopted. ATTACHMENTS: Minutes Arts & Cultural Advisory Committee -17 October 2013 DWS (394091)


of 94

10.004/13 RESOLVED (Cr Klipin/Cr Carter) That the Minutes of the Arts & Cultural Advisory Committee meeting of 17 October 2013 be received and the recommendations adopted. UNANIMOUS


of 94

Meeting of the Arts and Cultural Committee

17 October 2013

Held at Bellingen Council (Red Rooms)

Meeting Opened 4.15pm

1. PRESENT:

Cr Garry Carter (Chair), Budge Bihary, Peter Nance, Sandra Pitkin, Maggie Porter, Richard Rees, Peter Spence, Steve Viola, Rosie Wickert In attendance: Alison Pattinson (Executive Officer) Welcome and Apologies: The traditional owners of the land the Gumbaynggirr people were acknowledged. Apologies received from Cr Klipin, Jackie Lee

2. CONFIRMATION OF MINUTES OF THE PREVIOUS MEETINGS:

The Minutes of the previous meeting held on 18 July 2013, copies of which had been previously circulated, were adopted. MOVED Peter Spence SECONDED Maggie Porter, Carried unanimously.

3. DECLARATION OF ANY PECUNIARY OR CONFLICTS OF INTEREST

None declared.

4. MATTERS ARISING FROM THE MINUTES OF THE PREVIOUS MEETING:

Copies of the Advisory Committee manual were distributed to those who had not yet received them. All committee members now have been given a copy of this manual. Members were reminded that a copy of the declaration of pecuniary interests form is included on the last page of this manual. All Committee members have now been issued with log on’s to access the on line e-learning training system on relevant topics such as Code of Conduct, Work Health and Safety, Anti-Harassment/Bullying. As there were new committee members present, a further round of introductions of members to each other was undertaken Further Business Arising had been listed as Agenda items for this Meeting.

5. INTER MEETING ITEM/S INITIALLY DEALT WITH BY EMAIL CIRCULAR

Kombu Mural design change was discussed. It was resolved that:


of 94

The Committee accept the result of the work by youth of Bellingen EYE and use this as a learning that will form the basis of determining future applications that must more closely follow the Committee approved design. (Nance/Porter)

6. ARTS WEEK EVALUATION AND DISCUSSION

The week overall was generally seen as a success however numbers were lower for some events than anticipated e.g. Urunga Sculpture in the Park. It was estimated by Maggie Porter that approximately 80% of the scheduled events ran. The key factor affecting attendance or participation was thought to be insufficient knowledge of the event happening and insufficient promotion by the tutors. Additional promotion could have assisted e.g. promotion and support through placing flyers in shops in Urunga. The committee running the event felt it would be worth running again but new active committee members would be required. It was resolved that:

The continuation of Arts Week is endorsed and it is recommended Council support any such continuation (Bihary/Viola)

7. KEEPING RECORDS OF COMMITTEE FUNDS

Discussion occurred regarding the difficulty estimating and keeping track of Arts Week expenditures as it was a first time event and ran over two financial years and two different Arts and Cultural Committees. It was resolved that:

For any event or project proposed by the Committee an overall budget be drawn up and submitted to the Committee or Council for approval prior to the event, with expenditure only authorised to be paid up to the total amount of this budget (Rees/Pitkin)

8. CLARIFYING THE STATED ROLE OF THE COMMITTEE

The Terms of Reference resolved by Council for the Committee were discussed with the Committee members expressing the view that there were too many terms of reference and they were unnecessarily expansive. A simplification of the Terms of Reference was discussed. It was resolved that:

the Terms of Reference be simplified to: 1. Oversee and monitor the implementation of recommendations arising

from the Arts and Cultural Policy and Plan 2. Advise Council on Arts and Cultural matters including reviewing the

Policy and Plan 3. Provide advice and assistance on local aspects of Regional (MNC)

arts and cultural plans and strategies (Wickert/Rees)

Peter Spence retired from the meeting at 5.40pm.

9. TQUAL GRANT

This tourism grant was unsuccessful. It was noted that there were generally more funds available through tourism organisations for creative industries than through Arts and Cultural organisations. Destination NSW Visitor Economy Industry Action


of 94

Plan linking Tourism and the Arts. It was suggested this committee link more strongly with the committee for Tourism and promote awareness of the role of Arts in tourism and perhaps invite Destination NSW for a presentation.

Manager Community Wellbeing undertook to discuss the potential closer links with Tourism with the Manager Business and Economic Development

As a result of the grant being unsuccessful the funds available to have the Public Art policy professionally done are reduced to the $9000 resolved by Council to be rolled over for this purpose. The value of the policy in gaining grants was discussed. The availability of similar policies from other Councils was noted. It was resolved that: .

Public Art and Arts and Cultural policies and plans be gathered from other Councils and distributed for information

The Committee review the current policy and plan Expressions of Interest be called for professional preparation of a

Public Art policy and plan

10. SCULPTURE PROPOSALS

1. Sculpture drive concept proposed by Steve Viola to go from Urunga through Bellingen and Dorrigo along Waterfall Way to Deervale and then loop back through Bostobrick and North Dorrigo. The proposal includes establishing an electronic/web based marketing system for people to find/discover the sculptures (using GPS or maps) for photo opportunities in much the same way as is done for geo caching. It was resolved that:

The Committee supports the concept of a Sculpture Drive across the Shire

Committee Member Maggie Porter provide Steve Viola contact details for sculptor David Southgate at Urunga

2. Sculpture proposal for Bielsdown Park was outlined by Richard Rees as a project

that had previously received endorsement of the Committee.

3. An invitation was sent to Council to acquire a sculpture from the Bondi based Sculpture by the Sea event with the sculpture paid for by State Gov. It was explained the invitation was not taken up as there was a very short time frame, it required: a trip to Sydney to select the sculpture, the person to do the selection was not clear, immediate transport of a sculpture of unknown size, with transport and installation estimated at $3-4,000 and storage required with unknown costs until an approved site for the sculpture could be determined. It was resolved that:

That planning be carried out to enable an expression of interest to be submitted next year if the opportunity is offered and the Committee has the required funds available

11. PLANNING FOR PROPOSALS

A draft checklist of items that need to be considered when submitting proposals including some basic planning approvals was distributed for information


of 94

12. REVIEWING AND PROGRESSING CURRENT POLICIES AND PLANS

This item has been already discussed under previous items. It was resolved that: Current policies and plans be circulated to local Arts Councils (Pitkin/Rees)

13. ACCESSIBLE ARTS NEWSLETTER

A link for this newsletter was provided.

14. GENERAL BUSINESS

1. A proposal for products of the mosaic class at Camp Creative to be placed on buildings in Bellingen was shown. It was noted that the buildings specified were heritage listed so may not be suitable. Peter Nance volunteered to discuss this with the proponent.

2. The concept for a bench in the shape of butterfly as a tribute to Faerie Emilie was shown as a proposal that is both artistic and functional. It will go through a standard approvals process for road reserve land.

3. The draft 2011 version of the Public Art Policy was distributed and electronic version to be distributed as requested by members

4. Clarity was sought on whether the 5year Economic and Tourism Plan 2010 on Council’s website was the current version as parts seemed out of date. Advice to be sought and given to Rosie Wickert.

5. The time and date and location of next meeting was discussed. It was resolved that: The next meeting be at 4pm on Wednesday 22 January 2014 at Hickory House

50 Hickory Street Dorrigo The meeting concluded at 6.15pm


of 94

10.3 MINUTES – COMMUNITY WELLBEING ADVISORY COMMITTEE – 17 OCTOBER 2013

File/Index: Corporate Management (Meetings) Community Wellbeing Advisory Committee

Author: Alison Pattinson, Manager Community Wellbeing

REPORT SUMMARY: This report presents the Minutes of a meeting of the Community Wellbeing Advisory Committee held on 31 October 2013. REPORT DETAIL: A copy of the Minutes of the Community Wellbeing Advisory Committee Meeting held on 31 October 2013 is distributed with this Business Paper for the information of Councillors. BUDGETARY IMPLICATIONS: There are no budgetary implications in relation to this report. SUSTAINABILITY ASSESSMENT: The Committee facilitates a process of transparent consultation with the community in relation to the items addressed. The Committee’s deliberations include many elements which will have positive social impacts should Council adopt the Committee’s recommendations. ENGAGEMENT: The Committee provides a forum for open discussion, debate and education on social issues with community and stakeholder groups. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Strategic Plan: Community wellbeing

Our children, youth and seniors are valued, involved and supported We are a learning and creative community We value, honour and actively acknowledge our Gumbaynggirr culture and

heritage We are connected safe and healthy with a strong sense of community We have a diversity of beautiful spaces that foster community happiness and

wellbeing (Places for People).

OFFICERS RECOMMENDATION: That the Minutes of the Community Wellbeing Advisory Committee meeting of 31 October 2013 be received and the recommendations adopted. ATTACHMENTS: Minutes Community Wellbeing Advisory Committee -31 October 2013 (DWS 394261)


of 94

10.005/13 RESOLVED (Cr Carter/Cr Klipin) That the Minutes of the Community Wellbeing Advisory Committee meeting of 31 October 2013 be received and the recommendations adopted. UNANIMOUS


of 94

MINUTES OF COMMUNITY WELLBEING COMMITTEE MEETING

Thursday 31 October

Held in Red rooms Council Administration Meeting opened at 4pm

PRESENT: Cr Garry Carter (Chair), Cr Steve Klipin, Leanne Collier, Gordon Jacob, Anna Joy, Anne Leigh, Ruth Phillips

In attendance: Alison Pattinson, Executive Officer

6. Welcome and Apologies: Cr Steve Klipin, Ruth Phillips

7. COMMITTEE MEMBER INTRODUCTIONS

As this is a new Committee, time was taken for members to introduce themselves to one another. Cr Garry Carter elected in 2012 based in Urunga involved in community groups including Urunga Bowling Club, Social Golf Club, RFS Liaison Committee Vice President Mens Bowls Club, retired Accountant

Anne Leigh is from Melbourne and has experience with over 20 NFP’s in the areas of Community welfare, corrections, drug and alcohol, mental health, community refugee, Chess employment, Dorrigo MPS, and non clinical hospital services

Anna Joy is a resident of Bellingen / Repton and has been on the Bellingen Neighbourhood Centre for 13 years. Anna also has experience with Oz green educational environmental programs, is passionate about the shire, and has kids at high school and primary school.

Leanne Collier 18 year resident of Bellingen, Manager at Urunga Neighbourhood Centre, Bellingen Neighbourhood Centre volunteer and Management Committee , TAFE course life member of Bellingen Neighbourhood Centre, shire wide focus

Gordon Jacob manager Bellingen Neighbourhood Centre lived in this Shire and owned businesses in the Shire since 1975 on and off. Worked in Aboriginal communities. Interested in addressing issues in the Community.

8. DISTRIBUTION OF INFORMATION The Advisory Committee Manual, a copy of the Terms of Reference and a summary of the Community Wellbeing related aspects of 2030 plan were all distributed to Committee members

9. DECLARATIONS OF PECUNIARY OR CONFLICTS OF INTEREST None declared

10. TERMS OF REFERENCE The terms of reference were read out and outlined below for reference

1. To provide advice and assistance on the development, implementation and review of policies, plans, strategies, activities and events to achieve the goals of the strategic plan.

2. To advise, assist and take action in the development, implementation and review of the Disability Discrimination Act Action Plan, Social Plan, the


of 94

Arts and Cultural Plan, and the Pedestrian Access and Mobility Plan and any other Council plans and policies that relate to community well being

3. To provide advice, assistance and take action on the development and implementation of any new Council plans on issues relating to community wellbeing

4. To provide advice and assistance on local aspects of Regional (Mid North Coast) plans and strategies as they relate to community well being

5. To provide advice and assistance on local aspects of State plans and strategies as they relate to community wellbeing e.g. NSW 2021, Families NSW Plan and NSW Ageing strategy

6. To provide advice and assistance on local aspects of Federal plans and strategies as they relate to community wellbeing

7. To advise, assist and take action in the identification of changing community needs , trends and aspirations

8. To provide advice and assistance on any matters referred by Council or by Council staff directly to the committee for consideration

9. To provide advice and assistance on prioritising the allocation of funds provided for the implementation of Council plans relating to the community wellbeing aspects of the Strategic Plan

10. To make recommendations of those actions to be considered for inclusion in Council’s Delivery Program and Operational Plan

11. To provide advice and assistance on local aspects of Regional (Mid North Coast) plans and strategies as they relate to Community Wellbeing

11. COMMITTEE FUNDS

The possible ways of equitably allocating the Committee funds were discussed and suggestions made. The Committee agreed to circulate ideas and strategies by email.

12. ACCESS AND EQUITY DRAFT PLAN This plan has been distributed to member previously. Members wanted further time to consider and discuss this plan.

13. E-LEARNING ON LINE TRAINING FOR COMMITTEE MEMBERS Committee members were provided with information regarding council’s online training/induction program with the next steps being for committee members signing up to this program and participating.

14. CIRCULATION OF ITEMS OF BUSINESS AND INFORMATION BETWEEN MEETINGS

15. GENERAL BUSINESS: Membership vacancies discussed.

Next meeting 30 January 2014 to be held in the Red Rooms Bellingen Shire Council Administration building Meeting closed 5.27PM


of 94

10.4 MINUTES – ENVIRONMENTAL SUSTAINABILITY ADVISORY COMMITTEE – 16 OCTOBER 2013

File/Index: Corporate Management: Meetings/Environmental Sustainability Advisory Committee ESAC

Author: Daan Schiebaan, Manager Sustainability and Natural Resources and Sandy Eager, Sustainability Officer

REPORT SUMMARY: This report presents the Minutes of a special meeting of the Environmental Sustainability Advisory Committee held on 16 October 2013 to assess the Environment Levy Community Fund projects. REPORT DETAIL: A copy of the Minutes of the Environmental Sustainability Advisory Committee special Meeting held on 16 October 2013 is distributed with this Business Paper for the information of Councillors. Council received a total of seven (7) applications as part of the Environment Levy Community Fund. The applications each requested $5,000 per project and this totals $35,000. A summary of each project has been included in the minutes. BUDGETARY IMPLICATIONS: The endorsed environmental levy community fund projects total $35,000 which equates to seven projects at $5,000 a project. This has been allocated as part of the approved environmental levy in budget for the 2013/14 financial year. SUSTAINABILITY ASSESSMENT: The adoption of the recommendations within the minutes contributes to the environmental sustainability of the community through the process of transparent consultation in relation to the items addressed. The Committee’s deliberations include many elements which will have positive environmental sustainability implications. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Ordinary meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regard to the Community Engagement Strategy, the advice that the Environmental Sustainability Advisory Committee provides Council in regards to policy development, reviewing of sustainability, natural resource management and waste management plans and implementing projects is appropriately categorized as having a LEVEL 1 impact (i.e. High impact – Shire wide). The Committee provides a forum for open discussion, debate and education on environmental sustainability issues with community and stakeholder groups. The Environmental Sustainability Advisory Committee meets on a quarterly basis.


of 94

SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision:

Our community is informed and acts to reduce our ecological footprint Our community is informed and engaged with a strong sense of civic leadership Council is proactive in representing the needs of our community We reduce, reuse and recycle We work together to protect and enhance our environment We live sustainable and reduce our ecological footprint and contribution to

climate change OFFICERS RECOMMENDATION: 1) That Council endorses the recommendations from the Committee in terms of allocation of

funding from the Environment Levy Community Fund (ELCF) as follows.

The Capararo & Broken Bridge Reserve Upgrade (Never Never Catchment Group) - $5,000;

The Eco Learning & Living project (Centre for Ecological Learning Inc) - $5,000; The Northbank Community Garden Composting Toilet (Northbank Community

Gardens) - $5,000; The MYRiveR Bellinger project (OzGREEN) - $5,000; The Bellingen Bee Sanctuary (Northbank Community Gardens) - $5,000; The Recycle and Cycle - Bike Rebuilding (Bellingen Neighbourhood Centre) - $5,000;

and The Bielsdown River Rehab Project (Cork Trust) - $5,000.

2) That the Minutes of the Environmental Sustainability Advisory Committee special

meeting of 16 October 2013 be received and the recommendations adopted. ATTACHMENTS: Minutes: Environmental Sustainability Advisory Committee – 16 October 2013 (DWS 394072) DWS report 395380 Summary of the Environmental Levy Community Fund Applications (DWS 394072)

10.006/13 RESOLVED (Cr King /Cr Klipin) 1) That Council endorses the recommendations from the Committee in terms of allocation

of funding from the Environment Levy Community Fund (ELCF) as follows.

The Capararo & Broken Bridge Reserve Upgrade (Never Never Catchment Group) - $5,000;

The Eco Learning & Living project (Centre for Ecological Learning Inc) - $5,000; The Northbank Community Garden Composting Toilet (Northbank Community

Gardens) - $5,000; The MYRiveR Bellinger project (OzGREEN) - $5,000; The Bellingen Bee Sanctuary (Northbank Community Gardens) - $5,000; The Recycle and Cycle - Bike Rebuilding (Bellingen Neighbourhood Centre) -

$5,000; and The Bielsdown River Rehab Project (Cork Trust) - $5,000.

2) That the Minutes of the Environmental Sustainability Advisory Committee special

meeting of 16 October 2013 be received and the recommendations adopted. UNANIMOUS


of 94

Environmental Sustainability Advisory Committee (ESAC)

Minutes of the initial special Committee meeting held at Council Chambers on Wednesday 16 October 2013 commencing at 3.30pm.

Present

Apologies

Cr Dominic King – Committee Chairperson

Daan Schiebaan – Committee Executive Officer; Manager of Council’s Sustainability & Natural Resources Unit

Colin Mathews – Bellinger Landcare

Guy Saddleton – community member – Bellingen

Caroline Joseph – Bellingen Environment Centre

Maida Bugg – community member - Urunga

John Davis – community member - Urunga

Nic Denshire – North Bank Community Gardens

John Schmidt –Office of Environment and Heritage

The Northern Rivers Catchment Management Authority has declined Council’s invitation to join the Committee until the Local Land Services are configured (1 January 2013). Council’s Manager S&NR has emailed the NRCMA General Manager again in November 2013 as some key Local Land Services positions have now been filled. The NSW Road and MaritimeService (RMS) are still to confirm Council’s invitation to join the Committee.

Lisa Seigel – Transition Bellingen

Item Discussion

1 Declaration of interest

List name of committee member, agenda item, interest andreason

Colin Mathew declared a conflict of interest on the Capararo & Broken Bridge Reserve Upgrade (Never Never Catchment Group) application. Nic Denshire declared a conflict of interest on the Eco Learning& Living project (Centre for Ecological Learning Inc) application.

2 Welcome & housekeeping

Acknowledgement of traditional owners of the land Gumbaynggirr people and the important role the Aboriginal people play as environmental managers.


of 94

Item Discussion

4 Environmental Levy Community Fund Applications .

Council received a total of seven (7) applications as part of the Environment Levy Community Fund. The applications each requested $5,000 per project and this totals $35,000.

RECOMMENDATION (John Davis/Dominic King) Maida Bugg is the nominated community representative to join the Environment Levy Community Fund Independent Panel. The Independent Panel will therefore compromise Council’s Living Environment Portfolio Councillor, Council’s Grant & Business Development Officer, Council’s Manager Sustainability and the nominated community representative. The role of the Independent Panel is to make a final recommendation on the applications assessed by the Committee.

MOTION CARRIED

RECOMMENDATION (Maida Bugg/Nic Denshire)

The Capararo & Broken Bridge Reserve Upgrade (Never Never Catchment Group) project received an average score of 25 (of 28) by the Committee members. Therefore the Committee recommends the project be supported to the value of $5,000 by the Environmental Levy Community Fund.

MOTION CARRIED

RECOMMENDATION (Guy Saddleton/John Davis)

The Eco Learning & Living project (Centre for Ecological Learning Inc) received an average score of 22 (of 28) by the Committee members. Therefore the Committee recommends the project be supported to the value of $5,000 by the Environmental Levy Community Fund.

General comments; Maida Bugg noted concerns with wages and lack of clarity on actual workshop outcomes. Colin Mathews noted concerns on external grant fund up to $9000 for wages.

MOTION CARRIED

RECOMMENDATION (Caroline Joseph/Colin Mathews)

The Northbank Community Garden Composting Toilet (Northbank Community Gardens) project received an average score of 21 (of 28) by the Committee members. Therefore the Committee recommends the project be supported to the value of $5,000 by the Environmental Levy Community Fund.

This project is subject to Council approval as per planning requirements.

General comments; Maida Bugg noted concerns with this application being spent on private land and the quality of site diagrams. Council’s Manager Sustainability and Natural Resources noted that it is appropriate for the environment levy community fund to pay for projects if they are to be implemented on private land, subject to the site being accessible to the public at all times. Council also intends to arrange meeting with Northbank Community Gardens to improve the quality of future application.

MOTION CARRIED


of 94

Item Discussion

5 Environmental Levy Community Fund Applications

RECOMMENDATION (Maida Bugg/Guy Saddleton)

The MYRiveR Bellinger project (OzGREEN) received an average score of 24 (of 28) by the Committee members. Therefore the Committee recommends the project be supported to the value of $5,000 by the Environmental Levy Community Fund.

General comments; Nic Denshire noted concerns issues with potential doubling up of project this due to the water quality testing Council is doing. Caroline Joseph encouraged collaboration on project with the CEL application.

MOTION CARRIED

RECOMMENDATION (Guy Saddleton/Maida Bugg)

The Bellingen Bee Sanctuary (Northbank Community Gardens)received an average score of 23 (of 28) by the Committee members. Therefore the Committee recommends the project be supported to the value of $5,000 by the Environmental LevyCommunity Fund.

General comments; Maida Bugg noted concerns with money being spent on website as oppose to on ground projects. Colin Mathews noted concerns with an assumption will generate interest via website.

MOTION CARRIED

RECOMMENDATION (Caroline Joseph/Nic Denshire)

The Recycle and Cycle - Bike Rebuilding (Bellingen Neighbourhood Centre) received an average score of 24 (of 28) by the Committee members. Therefore the Committee recommends the project be supported to the value of $5,000 by the Environmental Levy Community Fund.

MOTION CARRIED

RECOMMENDATION (John Davies/Maida Bugg)

The Bielsdown River Rehab Project (Cork Trust) received an average score of 25 (of 28) by the Committee members. Therefore the Committee recommends the project be supported to the value of $5,000 by the Environmental Levy Community Fund.

General comments; Colin Mathews noted concerns with some outputs of projects and if the group has the capacity to deliver it.

MOTION CARRIED

6 Independent Panel The Independent Panel is in agreement with the Committee’s recommendations to support the above listed project as part of the Environment Levy Community Fund.


of 94

Item Discussion

7 Date and venue of next meeting

The next ordinary meeting of the Committee will be held on Wednesday 11 December 2013 at Council Chambers commencing at 3.30pm with anticipated finish at 5.30pm. Meeting to be held at Coffs Coast Waste Facility.

8 Closure

The meeting closed at 5.05pm.


of 94

Summary of the Environmental Levy Community Fund Applications

NORTHBANK COMMUNITY GARDEN COMPOSTING TOILET Building a composting toilet at Northbank Community Gardens to make the site more accessible for disabled and elderly patrons, particularly as a site well recognised for community events and workshops. The project has high value to demonstrate how to use and maintain a waterless composting toilet; and improve the amenities at the garden to facilitate broader community involvement through the provision of safe hygiene facilities. Northbank Community Garden have assembled a skilled team of builders to construct the toilet to disabled access standard voluntarily as an in kind contribution to the project. RECYCLE & CYCLE – BIKE RECYCLING Bellingen Youth Services, under the auspice of Bellingen Neighbourhood Centre, has partnered with the Urunga Mens’ Shed for this project. The Mens’ Shed has started recovering bikes from the Raleigh Waste Hub and will work with disadvantaged youth to refurbish bicycles for their own use. Youth will work hands on as an effective tool to teach life lessons such as team work and problem solving, allowing them to contribute practically to an environmental solution involving both resource recovery and sustainable transport, to build their self-confidence and self-esteem. Benefits include resource recovery; the promotion of cycling; encouraging fitness and wellbeing; and inspiring steps towards youth undertaking manual work or trade jobs. ECO LEARNING & LIVING PROJECT A community wide learning and action program, including workshops on various topics of ecological sustainability, in collaboration with existing groups to encourage a culture of common community vision. Workshop participants will be guided to design a collaborative action project to address their chosen environmental issue aligning to the Bellingen 2030 Community Vision. Objectives are to educate members of the community about crucial environmental challenges; empowering them to develop and implement achievable and effective environmental project; inspiring long term behaviour change resulting in ongoing involvement in contributing to collaborative environmental solutions. CAPARARO & BROKEN BRIDGE BSC RESERVES UPGRADE Never Never Catchment Group project for upgrade works will ensure that the reserves at Gleniffer continue to represent the exceptional natural environment of the area. On ground works will focus on the areas immediately between the road and riverside, including discrete vehicular access controls; complimentary plantings of local native vegetation; and continued environmental weed removal and bush regeneration. The project works to improve water quality; increase habitat capacity for native fauna; increase amenity by addressing damage by inappropriate traffic; and encourage more respectful use of the reserves. This project draws upon the energy of the Gleniffer community which has members who willingly work together on public sites as well as their own private property. Environmental Levy Funding supports the group to actively create a greater sense of ownership and participation by the community in looking after the reserves.


of 94

BELLINGEN BEE SANCTUARY Northbank Community Garden environmental education project highlighting the importance of native and European honey bees in our ecosystem, through a dedicated website for residents to register their participation in the initiative. Registrations will be displayed on a bee sanctuary map and participants provided with Bee Sanctuary signs for public display at homes and properties. A bee friendly plant list, which excludes weeds, will be created and signs identifying bee friendly plants will be placed through the community, including in our edible streetscape gardens. There will also be a list of bee unfriendly plants made available. MYRiveR BELLINGER OzGreen whole Bellinger River basin school based, youth engagement and environmental education program, enabling youth to become citizen scientists by testing the health of the environment and identifying threats and key environmental values. Youth will develop their own vision and action plans to sustain the health of the river. Young people will engage in real world science through field work and data analysis, which will be presented in a community environment forum where participants report back their findings, vision, and action plans. Participants will report back to each of their schools. Delivery of the project will build and mobilise a catchment wide network of young people actively working to care for the environment, particularly by fostering the development of youth leaderships and informed, active participation in the democratic processes of civil society. BIELSDOWN RIVER REHABILITATION PROJECT G & A Cork Memorial Trust project for weed control and revegetation planting along a 300m length of stream bank, including replanting native sedges and rushes in wetland soaks alongside to filter runoff before it enters the river. The Dorrigo Aboriginal Green Team trainee bush regenerators will be engaged to carry out weed control and students from Dorrigo High School will participate in water quality monitoring workshops. An interpretive sign will be installed at the entrance to the site to explain the project, as part of broader plans to complete pathways and boardwalks to increase accessibility to the site for the Dorrigo community. The project forms part of an ongoing commitment by the Cork Trust to improve the Bielsdown River riparian zone and provide accessible pathways into town for residents.


of 94

11 CORRESPONDENCE

There are no items of correspondence to be discussed.

12 AUTHORITY TO AFFIX THE COMMON SEAL OF COUNCIL FOR ITEMS NOT INCLUDED IN REPORTS

There were no requests to affix the Common Seal of Council.


of 94

10

15

20

25

30

35

40

Nov

-12

Dec

-12

Jan-

13

Feb

-13

Mar

-13

Apr

-13

May

-13

Jun-

13

Jul-1

3

Aug

-13

Sep

-13

Oct

-13

Inve

stm

ent

To

tal (

$' M

illio

ns)

2012/13 Total Invested Funds

13 ITEMS FOR INFORMATION

13.1 REPORT ON INVESTMENTS AS AT 31 OCTOBER 2013

File/Index: Financial Management/Investments

Author: Susan Glasson, Manager Finance

REPORT SUMMARY: The purpose of this report is to inform Council about the investment funds held at the end of each month. REPORT DETAIL: This report has been completed in accordance with the NSW Local Government Act 1993 and Clause 212, NSW Local Government (General) Regulation 2005 which requires monthly reporting to Council. Level of Investment Portfolio

Council’s total invested funds have ranged between $30.50 million at November 2012 and $27.22 million at October 2013. As can be seen by the graph below there have been no significant spikes during this period.


of 94

0.00

0.50

1.00

1.50

2.00

2.50

3.00

3.50

4.00

4.50

5.00

5.50

6.00

Nov

-12

Dec

-12

Jan-

13

Feb

-13

Mar

-13

Apr

-13

May

-13

Jun-

13

Jul-1

3

Aug

-13

Sep

-13

Oct

-13

Wei

ghte

d A

vera

ge In

tere

st R

ate

(%)

Weighted Average Interest Rate on Investments

Weighted Average Interest Rate

The following graph reports the Weighted Average Interest Rate for the twelve months to 31 October 2013.

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

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

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

Preservation of capital is the principal objective of the investment portfolio. Therefore, investments are placed in a manner that seeks to ensure security and to safeguard the portfolio. The investment portfolio is managed with care, diligence and skill that a prudent person would exercise. With this in mind investments are expected to achieve a market average rate of return in line with the Council’s risk tolerance. Council does not make unpredictable investment decisions or become engaged in any speculative investments. Given the investment losses in Local Government, Council holds a conservative portfolio. This conservative portfolio has held Council on a secure path and it is to be noted that Council redeemed its managed funds in November/December 2007. Due to this prudent decision Council has not been impacted by large investment losses unlike many other NSW councils. Due to the Global Financial Crisis the Federal Government currently supports a Government Guarantee on certain investments. Until this Government Guarantee ceases, all investments


of 94

are limited to Australian financial institutions that provide the Government Guarantee and those investments allowed under the Ministerial Investment Order. Upon cessation of the Government Guarantee all investments are to be limited to the major banks and those investments allowed under the Ministerial Investment Order. BUDGETARY IMPLICATIONS: There are no budgetary implications to be reported. Interest is reviewed as part of the quarterly budget review process. If during this analysis there is a need for a budget adjustment, details will be provided in the Quarterly Budget Review Report. SUSTAINABILITY ASSESSMENT: Council’s investments are made in accordance with the NSW Division of Local Government’s requirements and term deposits listed in the NSW Local Government Ministerial Order. There are no social or environmental implications. ENGAGEMENT: To address the requirements of Council’s Community Engagement Strategy and NSW Local Government Act 1993, Council has consulted with first and second tier banks. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision: Civic Leadership – Strategic Direction 1.4 – Best practice, sustainability principles, accountability and good governance are incorporated in all that we do. OFFICERS RECOMMENDATION: That the report indicating Council’s investment position as at 31 October 2013 be received and noted. ATTACHMENTS: There are no additional attachments for this report. DWS 395382 Cr King left the room at 11.28am and returned at 11.30am.

13.010/13 RESOLVED (Cr Troy/Cr Harrison) That the report indicating Council’s investment position as at 31 October 2013 be received and noted. UNANIMOUS Noting the absence of Cr King


of 94

Financial Institution Date Invested Maturity Date Days Rate Amount % of PortfolioOn-Call/ CMT AccountsNAB Cash Maximiser - 082551 751758234 365 2.00% 1,211 0.00%NAB Cash Maximiser - 082551 751758242 365 3.04% 667,215 2.45%

668,426 2.46%Term DepositsNational Australia Bank - 15-633-0241 10-October-2013 10-April-2014 182 3.85% 2,000,000 7.35%National Australia Bank - 129190992 05-June-2013 05-December-2013 183 4.09% 750,000 2.76%National Australia Bank - 136894170 14-June-2013 14-December-2013 183 4.12% 2,000,000 7.35%National Australia Bank - 15-116-2621 11-October-2013 12-February-2014 124 3.81% 3,500,000 12.86%National Australia Bank - 15-045-0058 02-October-2013 02-April-2014 182 3.85% 1,500,000 5.51%National Australila Bank - 15-434-3997 02-June-2013 02-January-2014 214 4.14% 3,000,000 11.02%National Australia Bank - 94-618-8163 07-August-2013 07-January-2014 153 3.92% 800,000 2.94%National Australia Bank - 94-907-1438 09-September-2013 11-December-2013 93 3.85% 500,000 1.84%national Australia Bank - 94-887-6533 05-September-2013 06-March-2014 182 3.85% 1,500,000 5.51%ANZ Banking Group - 9996-17005 15-October-2013 13-November-2013 29 3.18% 2,000,000 7.35%ANZ Banking Group - 971075574 28-May-2013 28-November-2013 184 4.11% 500,000 1.84%Westpac Bank - COUPONSC-SYD-2060331 7th Sept 2016 * 09-September-2013 09-December-2013 91 3.57% 2,000,000 7.35%Westpac Bank - COUPONSC-SYD-1745052 2nd Dec 2015 * 02-September-2013 02-December-2013 91 3.76% 1,000,000 3.67%Westpac Bank - COUPONSC-SYD-2105082 10th Oct 2014 * 10-October-2013 10-January-2014 92 3.09% 1,000,000 3.67%Westpac Bank 032576 383661 07-June-2013 07-December-2013 183 4.13% 1,000,000 3.67%Total A1+ Deposits 23,050,000 84.69%

Rabobank 24-July-2013 22-January-2014 182 4.15% 500,000 1.84%ING 28-May-2013 25-November-2013 180 4.24% 1,000,000 3.67%AMP 13-September-2013 13-December-2013 91 3.80% 1,000,000 3.67%Total A2 Deposits 2,500,000 9.18%

ME Bank 27-August-2013 06-November-2013 71 3.60% 1,000,000 3.67%

Total A2 Deposits 1,000,000 3.67%

Average Interest Rate 3.72% 27,218,426 100.00%

S M Glasson

Responsible Accounting Officer Date 31 October 2013

I certify that the investments listed in this schedule have been made in accordance with the provisions of the Local Government Act, 1993, Local Government (General) Regulation 2005 and Council's Investment Policy.

Schedule of Investments

This Report is at date 31 October 2013

* A Coupon Select deposit is a tailored term deposit, designed to enable investors a tailored fixed interest rate for one period and a floating rate incorporating a spread over the market variable rate for another period. Interest is paid quarterly and the period is covered in the "Date Invested"and Maturity Date"" columns. The end investment maturity date is shown in the Financial Institution column.


of 94

13.2 DEPUTY GENERAL MANAGER’S PROGRESS REPORT

File/Index: Operations Council Reports

Author: Stephen Taylor, Deputy General Manager Operations

REPORT SUMMARY: This report provides information to Councillors on Council’s performance in relation to services supplied by Council’s Operations Division. REPORT DETAIL: The following details accomplishments for the month of October and also includes proposed works for November 2013: Asset Management and Design Section – October 2013

Ongoing supervision of Bowraville Road slip restoration contract. These works are programmed to be completed in mid-November.

Ongoing consultation and review of design and environmental plans for highway upgrade from Nambucca Heads to Urunga.

Survey for temporary bridge at Newry Island. Investigations for options for replacement of Newry Island Bridge are continuing and will be reported to the December Council Meeting.

Bridges (General Maintenance)

Maintenance Summervilles Bridge on Gordonville Road. Replacement of girders and reconstruction of a headstock on Rosewood Bridge on

Summervilles Road. This work was partly funded by Roads and Maritime Services (RMS) flood damage funding and enabled the removal of the load limit on this bridge.

Road Maintenance Council Contract

Reconstruction of Waterfall Way at Fernbrook north of Dorrigo Routine maintenance currently underway on full length of Waterfall Way (guidepost and

sign repair). Construction of kerb on Waterfall Way at the western entrance to Bellingen township (in

the vicinity of the Lodge). Water and Sewerage:

Sewer:

5 commissioning of pumps for the Newry Island upgrade to Council’s sewer system. Replacement of sewer manholes in Hillside Drive Urunga and Connell Place, Bellingen. Pump station repairs at Vernon Place, Urunga, Urunga Caravan Park and also at

Urunga Recreation grounds. Sewer main repairs in Morgo Street, Urunga.

Water

Replaced two major valves at Dorrigo Treatment Plant. Installation of new meter for retirement village development at Raleigh. Repainting of all fire hydrants in the seaboard/valley area and commenced works in

Dorrigo area. 3 new connections to Council’s water supply one each in Bellingen, Urunga and Repton

townships. Mains renewal at Alex Pike Drive, Raleigh.


of 94

General:

130 OSMS inspections have been carried out on properties located East of Dorrigo with 10 failing OSMS systems.

Five arborist inspections of trees have been undertaken. 6 dogs and 2 cats were impounded in the month of October. 21 infringements were issued during the month of October consisting of 17 parking

infringements, 2 straying stock, 1 litter and 1 companion animal offence infringements. Registrations with 15 dogs and 6 cats being registered with Council in the month of

October. Land Information Service:

Preparation of a specification for changes required to Council’s Land Information System for the Department of Planning e-Housing Code.

Preparation of data in Council’s Land Information System for the Department of Planning e-Housing Code.

Processing of subdivision plan registration into Council’s Civicview Land Information System.

Desktop audit of Council’s imagery to determine the number of swimming pools within Bellingen Local Government area.

Development Applications:

The attachments to this report provide a summary of the types of development applications Council is receiving, the average processing time for each month, the average processing time for the financial year, and the number of applications determined per month. The attached charts provide data for the current and previous financial years, which enables comparison between months and also comparison with the previous year. Types of Development

The types of development listed in the DA Summary Table are described as follows: Residential development includes new dwellings, alterations and additions including swimming pools, carports and all other structures on a residential block, multi-dwelling and dual occupancy developments. Industrial/commercial development includes new buildings, alterations and additions to existing buildings and tourist accommodation. Mixed development is a combination of residential and commercial uses. Other developments include community facilities, development other than residential in rural areas (eg farm shed), infrastructure and any other development not categorised above. Subdivision includes new subdivisions, boundary adjustments, lot consolidations and community title lot creation. DA Processing times

The gross processing time is the actual number of days elapsed from when the application was lodged to when the application was determined. The gross times do not take into account the “stop the clock” procedures which enable Council to put an application on hold when waiting for additional information. The net processing time is the number of processing days that have elapsed since the application was lodged to when the application was determined. Under the stop the clock


of 94

system, the days an application is put ‘on hold’ in order to allow applicants time to provide additional information, are not counted as processing days. The current target for the processing of development applications is to meet and exceed industry benchmarks, currently set at 100 days (mean gross DA determination time). This is provided for in the NSW Department of Planning and Infrastructures Local Development Performance Monitoring. The Department of Planning regularly monitors the performance of the NSW planning system to ensure it is operating as efficiently and effectively as possible for the public, for small- and large-scale developers and for industry professionals such as council planners and sets the industry standards in this regard. Council’s net determination times are currently on target. The Department of Planning regularly monitors the performance of the NSW planning system to ensure it is operating as efficiently and effectively as possible for the public, for small- and large-scale developers and for industry professionals such as council planners and sets the industry standards in this regard. Council’s net determination times are currently on target. Development Application Listing – Bellingen Shire Council Application Reference

Application Description Value of Application

2013/DA-00028 Continued Use of Cabin $ 6,0002013/DA-00030 Increase in Production at Dorrigo Quarry $ 02013/DA-00038 New dwelling & Conversion of Existing Dwelling to

Storage $ 85

2013/DA-00089 Dwelling Additions (Games Room & Study) & Relocate Garage

$ 50,135

2013/DA-00096 Continued Use of Dwelling Alterations & Additions $ 4,5002013/DA-00098 Dwelling, shed & Installation of OSMS $ 300,0002013/DA-00105 Garage/shed & Dwelling site $ 20,0002013/DA-00107 Resited Dwelling, Dwelling & Shed $ 30,0002013/DA-00111 Dwelling Additions and Alterations $ 240,0002013/DA-00114 Dwelling $ 154,9002013/DA-00115 Continued Use of Deck $ 10,0002013/DA-00116 Carport $ 4,0702013/DA-00123 Dwelling Additions & Carport $ 28,0002013/DA-00149 Retaining walls $ 8,5002013/DA-00153 Bellinger River Festival 2013 $ 0

No of Applications: 15 Total Value $ 856,190

Review of Planning and Regulation

As advised in a report submitted to Council at its meeting of 24 July 2013, titled “Redetermination of the Organisation Structure”, Council has engaged Blackadder Associates to undertake a detailed review of the Planning and Regulation functions and structure. A discussion paper is expected prior to the end of September, which will enable review and consideration of draft findings and proposals.


of 94

NumbersYear

July August September October November December January February March April May June09/10 Financial Year 47 29 24 15 27 23 3 13 31 10 14 1910/11 Financial Year 33 23 23 26 28 13 18 24 19 21 20 2411/12 Financial Year 16 24 17 15 26 20 7 14 11 16 17 1512/13 Financial Year 9 16 16 12 22 16 5 8 14 11 11 1213/14 Financial Year 16 18 13 14

July August September October November December January February March April May June09/10 Financial Year 85.1 55.8 74.5 35.7 66.6 59.7 61.3 67 60.6 95.4 56.5 52.810/11 Financial Year 76.6 54.4 71.4 60.2 57.9 83.1 82.6 66 69.1 53.6 68.6 52.111/12 Financial Year 52.8 31.8 76.2 39.6 91.5 53.1 56.1 46.5 46.6 54.7 66.2 39.512/13 Financial Year 51 69.4 74 26.8 67.5 55.1 32 46.3 57.4 72.3 36.8 47.313/14 Financial Year 23 45.1 50.9 74.8

July August September October November December January February March April May June09/10 Financial Year 89.98 59.28 110.08 51.2 144.11 100.35 145.33 117.92 121.26 118.4 88.14 76.3210/11 Financial Year 93.85 78.48 117 83.58 84.82 104.15 116.78 91.33 76.89 103.86 105 6111/12 Financial Year 76.94 43.79 86.18 58.5 114.6 63.2 72.3 62.2 98 67.6 77.8 47.412/13 Financial Year 79.9 100.5 96.9 58.8 74.1 81.1 42.2 73.5 74.1 103.2 46.4 53.313/14 Financial Year 65.6 57.9 57.8 96.8

09/10 Average 64.25 64.25 64.25 64.25 64.25 64.25 64.25 64.25 64.25 64.25 64.25 64.2510/11 Average 66.30 66.30 66.30 66.30 66.30 66.30 66.30 66.30 66.30 66.30 66.30 66.3011/12 Average 57.70 57.70 57.70 57.70 57.70 57.70 57.70 57.70 57.70 57.70 57.70 57.7012/13 Average 55.20 55.20 55.20 55.20 55.20 55.20 55.20 55.20 55.20 55.20 55.20 55.2013/14 Average 10.00 10.00 10.00 10.00

09/10 Financial Year 15.67 9.67 8.00 5.00 9.00 7.67 1.00 4.33 10.33 3.33 4.67 6.3310/11 Financial Year 11.00 7.67 7.67 8.67 9.33 4.33 6.00 8.00 6.33 7.00 6.67 8.0011/12 Financial Year 5.33 8.00 5.67 5.00 8.67 6.67 2.33 4.67 3.67 5.33 5.67 5.0012/13 Financial Year 3.00 5.33 6.67 5.00 9.17 6.67 2.08 3.33 5.83 4.58 4.58 5.0013/14 Financial Year 5.33 6.00 5.42 5.83 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Determination per Officer (Calculated)

Number Application Determined

Net Processing Times

Gross Processing Times

Yearly Processing Average Times (Calculated)


of 94


of 94

BUDGETARY IMPLICATIONS: The outlined works are within the current annual operating plan or subject to flood damage applications in relation to the 2013 events. SUSTAINABILITY ASSESSMENT: The 2013 floods have caused economic, environmental and social impacts. Council’s response to these events has attempted to minimise any impacts. In other areas of this report, there are generally no economic, environmental and social impacts. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Meeting 22 February 2012. This strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community.

Having regards to the Community Engagement Strategy it is considered that the actions/initiatives contained within this report are appropriately categorised as having a LEVEL 1 impact. To address the requirements of Council’s Community Engagement Strategy and the NSW Local Government Act 1993, Council carried out the following actions:

Production of community newsletters in relation to recent flooding, Coramba Road landslip and website updates.

Consultation was also undertaken with Roads and Maritime Services, Environmental Protection Agency, Public Health Unit and NSW Office of Water.

SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: These projects/ initiatives align with the following strategic directions within the Shire of Bellingen 2030 Community Vision.

Civic Leadership:

“High quality services to the community and cost effective solutions are delivered”. “Best practice sustainability principles, accountability, and good governance are

incorporated in all that we do”. OFFICERS RECOMMENDATION: This report be received and noted. ATTACHMENTS: There are no additional attachments for this report. Report (DWS 395003)

13.011/13 RESOLVED (Cr Scott /Cr Troy) This report be received and noted. UNANIMOUS


of 94

13.3 BELLINGEN SHIRE LIBRARIES – QUARTERLY REPORT

File/Index: Bellingen Shire Libraries

Author: Sharon Uthmann – Shire Librarian

REPORT SUMMARY: This report provides an overview of the activities, events, and use of the three shire libraries, Bellingen, Dorrigo and Urunga during the July-September 2013 period. The Shire Librarian will continue to provide an overview the libraries activities each quarter. REPORT DETAIL: The Bellingen Shire Libraries comprise of Bellingen, Dorrigo and Urunga libraries. The library service:

Facilitates and provides targeted and relevant educational opportunities Helps connect the community with the past, the present and the future Is committed to the free flow of information and ideas to inform, inspire and invigorate

the communities’ imaginations Is a trusted and valued source of information Is considered an investment in the well-being and success of the community. Is a member of the Clarence Regional Libraries Service.

1. Programs - Baby Bounce: Baby Bounce is a baby rhyme/story-time program that is facilitated across the three branch libraries. Dorrigo launched Baby Bounce in August through the provision of a trainee allowing permanent staff to dedicate time to offer this program.

The table below provides an overview of attendance of Baby Bounce sessions across the three

branches during this quarter:

Branch Month of 2013

Children/Babies Parents/Carers

Bellingen July 80 68

Dorrigo July Had not launched

Had not launched

Urunga July 20 20

Bellingen Aug 49 41

Dorrigo Aug 34 20

Urunga Aug 6 5

Bellingen Sept 58 46

Dorrigo Sept 11 7

Urunga Sept 15 15

TOTAL 273 222 2. Special Events and other activities: Special events throughout the year are celebrated by the libraries offering special events or activities. This quarter saw the libraries providing craft activities during the July school holiday period. Attendance at these programs has improved over the last two years with the Shire Librarian forming networks with Open Arms Care local vacation care facilitators. Urunga and Bellingen


of 94

vacation care facilitators approach the Shire Librarian prior to each holiday period and book in days to bring the children to the library to participate in the activities available. The month of July also saw author, Robin de Crespigny visit Bellingen Library and speak about her book “The People Smuggler”. Children’s Book Week is celebrated during August and for the last three (3) years the Shire Libraries have been working with local schools to provide activities relevant to the theme of this week. As with previous years, Urunga Public School, Mount St John’s Primary School – Dorrigo and St Mary’s Primary School in Bellingen attended activities at their local library. In total over 200 students participated in activities at their libraries. Book Club Kits were launched at Bellingen Library during August as an additional activity. Each kit comprised of ten (10) books of the same title and is loaned as a kit to local book clubs who join the library to access these resources. The launch was successful with those attending creating a book club group at the launch. The libraries continue to support local ABC Open through offering the libraries as venues for ABC Open blogging and photography workshops. Local History Week was celebrated in September with local historian, Ian O’Hearn and Stan Gordon from Coffs Harbour District Family History Society giving presentations at Bellingen and Urunga Libraries. Stan also hosted a workshop in Dorrigo in the weeks leading up to Local History Week. September school holidays saw library staff hosting quilling and paper craft activities. Once again, children from Urunga Vacation Care attended the activities held at Urunga Library. Author, Claire Scobie visited Bellingen Library and spoke about her book ‘The Pagoda Tree’. And to finish off September, Bellingen Library hosted a Community Book Buying event where members of the community choose items to purchase for the library from a selection made available via a library supplier. Visits to the libraries remain strong even with the introduction of 28 day loans in August. It is envisaged that visits and loans may initially decrease as borrowers will only be visiting every four (4) weeks rather than three (3) (the former loan period was 21 days). The introduction of e-resources such as e-Magazines, e-Books and downloadable e-Audio books will continue to impact on visits to the physical library as more borrowers access resources from home. Statistics for these resources will be reported on in the next quarterly report.

Door Count/Visits

Bellingen Library Door Count

0

1000

2000

3000

4000

5000

6000

July August September

Month

Vis

its 2012

2013


of 94

Urunga Library Door Count

0

500

1000

1500

2000

2500

3000

3500

4000

4500


Month

Vis

its 2012

2013

As with visits to the libraries, loans are expected to decline with the increase in loan period. At present they still remain strong.

Loans

Dorrigo Library Door Count

0

500

1000

1500

2000

2500

3000

3500


Month

Vis

its 2012

2013

Bellingen Library Loans

2500

2600

2700

2800

2900

3000

3100

3200

3300


Month

Nu

mb

er o

f L

oan

s

2012

2013


of 94

BUDGETARY IMPLICATIONS: There are no budgetary implications in relation to this information report. SUSTAINABILITY ASSESSMENT: The library service is considered an investment in the well-being and success of our community. Due to this and the continued support and engagement of our community, Bellingen Shire libraries are considered an important service to the community. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community Having regard to the Community Engagement Strategy, it is considered that the libraries are appropriately categorised as having a Level 4 impact (i.e. low impact – Local). As this is a report for information the engagement strategy is not relevant.

Dorrigo Library Loans

1250

1300

1350

1400

1450

1500

1550

1600


Month

Nu

mb

er o

f L

oan

s

2012

2013

Urunga Library Loans

0

500

1000

1500

2000

2500


Month

Nu

mb

er o

f L

oan

s

2012

2013


of 94

SHIRE OF BELLINGEN 2030 COMMUNITY STRATEGIC PLAN ALIGNMENT: This project/initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Strategic Plan: Theme: Community Wellbeing Our children, youth and seniors are valued, involved and supported Youth and seniors programs and activities are in place and actively supported We are a learning and creative community Theme: Places for people We have a diversity of beautiful spaces that foster community happiness and well being We have the facilities and services needed to be a healthy and active community OFFICERS RECOMMENDATION: That Council receive and note the Bellingen Shire Libraries Quarterly Report. DWS 395370

ATTACHMENTS: There are no attachments for this report 13.012/13 RESOLVED (Cr Scott /Cr Klipin) That Council receive and note the Bellingen Shire Libraries Quarterly Report. UNANIMOUS


of 94

13.4 LEARNING CENTRE FOR SUSTAINABILITY – PROJECT UPDATE

File/Index: Corporate Management: Meetings / Learning Centre for Sustainability

Author: Sandy Eager, Sustainability Officer

REPORT SUMMARY: This report provides Council with an update on the Learning Centre for Sustainability project and is for information only. REPORT DETAIL: A number of community environmental groups, including some under the then umbrella group of Eco Bello, initially approached Council with a proposal to develop a Learning Centre for Sustainability in Bellingen. The objective is that the centre becomes an innovative educational facility and administrative hub, providing facilities such as a virtual classroom, and providing space for activities such as training courses, weekend retreats and school camps. A feasibility study (“the study”) regarding the potential of a number of sites for the centre has been completed, with $20,000 funded out of a State government grant. The study documented case studies and applied traditional quantitative and qualitative research methods including literature review, field surveys, observations and a demand survey to analyse the potential of the following sites:

Bellingen Showground;

Northbank Community Garden;

Bellingen High School Community Garden;

Bello Youth Hub;

Bellingen Island – old Bellingen Caravan Park site;

Raleigh Waste Hub; and

Old Telstra building and demountable at river end of Church St, Bellingen. The outcome of the study is that the old Telstra building and demountable has been assessed as the most suitable site as the main administration and activity centre. The facility is currently not used and likely available to utilise for this type of purpose. Initial preliminary discussions have been held with Y2A on the future use of both these buildings to Council. Y2A are the current long term leaseholders of the site and consideration will need to occur around the issue of leasing between the parties (Council, Y2A and Ecobello or its incorporated auspice). Eco Bello or its incorporated auspice, will then need to determine a way forward with Y2A and a process for transfer or release of the lease be made. This site will allow for a formal bringing together of community needs and activities in a positive manner. The case studies included in the study demonstrate that a successful learning incorporates large outdoor spaces for nurseries and community gardens etc. Therefore the study suggests that the other sites considered in the study be utilised for these activities. As such, the Community Learning Centre for Sustainability could operate under a “hub and spoke” framework, with the old Telstra site as the focal point and other sites supporting the centre. The study recommends that a business plan is developed for the centre by an interim advisory committee representative of the community. This plan should be developed through broad and diverse community consultation to formalise the direction, aims and outcomes of the centre, including but not limited to:


of 94

The governing body and operational structure;

Community profile to define who the users will be;

Minimum services and activities to be provided;

Processes for program planning, implementation and evaluation;

Risks and potential services gaps;

Budgeting and any limitations for the budget; and

Funding sources.

A copy of the feasibility study is distributed with this Business Paper for the information of Councillors. The study includes a previously completed concept plan for the old caravan park site at Bellingen Island which would greatly improve the amenity of this site, and which is sensitive to the vegetation which is an Endangered Ecological Community, the bat camp, and community concerns. BUDGETARY IMPLICATIONS: This report is for information only and therefore there are no budgetary implications at this stage.

SUSTAINABILITY ASSESSMENT: The proposed centre itself facilitates the delivery of programs to improve environmental, social and economic sustainability within the shire. The feasibility study analysed each potential site according to the following criteria:

Locational Sustainability – regarding accessibility to existing residential areas, retail businesses and services (for convenience of future users and benefit of local businesses), and proximity to transport links, in order to provide equitable access for people of all abilities.

Environmental Sustainability - regarding slope, soil type, vehicular access and parking, inundation risk, bush fire risk, potential contribution to improved biodiversity values; and distance from State Forests, National Parks, and extractive industries, livestock industries, sewerage treatment works, or waste facilities.

Social Sustainability - regarding appropriate size for indoor and outdoor activities; physical integration with surrounding buildings and streetscape to contribute to the public domain; respect for Aboriginal and non Aboriginal heritage; accessibility to, from and through the site for people of all abilities; provision of spaces for people to meet and gather to build community cohesion; provision of multipurpose buildings for the delivery of diverse programs; and flexibility to adapt to future changes in use.

Economic Sustainability - regarding opportunity for adaptive reuse of buildings; ability to meet local and regional demands and new market opportunities for a sustainable community lifestyle; ability to be designed within budgetary constraints; opportunity for maximum return to the community; and ability to attract sustainable funding, management and maintenance arrangements.

ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its Ordinary meeting of 22 February 2012. This Strategy is designed to outline the approach Bellingen Shire takes towards engaging with our community. Having regard to the Learning Centre for Sustainability is appropriately categorized as having a Level 1 impact (ie. high impact – shire wide). As such, the community has been consulted throughout the development of this feasibility study and project. The feasibility study included a demand survey, undertaken in February 2013. The main objective of the survey was to gain a greater understanding of possible future uses of the centre including the types of sustainability learning areas needed; specific facility needs; and potential


of 94

programs and activities. A total 15 groups, businesses or organisations completed the demand survey. GHD, the consultants who completed the study, will be running a community information session at 6:00pm Thursday 12 December 2013 at the Bellingen Youth Hub and a subsequent report made to Council in early 2014. This community information session will present the findings of the study and include identifying broader uses for this facility by the community. However, any change to the current use of this facility will require negotiations with Y2A. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This initiative aligns with the following strategic directions within the Shire of Bellingen 2030 Community Vision:

Our children, youth and seniors are valued, involved and supported;

We are a learning and creative community;

We are connected, safe and healthy with a strong sense of community;

We have the facilities and services needed to be a healthy and active community;

We reduce, reuse, recycle;

We live sustainably and reduce our ecological footprint & contribution to climate change;

We protect and enhance our biodiversity;

We work together to protect and enhance our environment;

Our community is informed and engaged with a strong sense of civic leadership;

Council is proactive in representing the needs of our community.

OFFICERS RECOMMENDATION: This report is for information only and there is no recommendation. ATTACHMENTS: 13.4A Community Learning Centre for Sustainability Feasibility Study

(DWS 394015) 13.013/13 RESOLVED (Cr Klipin/Cr King) That council note the update report on the Learning Centre for Sustainability project. UNANIMOUS


of 94

13.5 QUARTERLY REPORT AGAINST OPERATIONAL PLAN Q1, 2013/2014

File/Index: CORPORATE MANAGEMENT: Planning GA39/IP&R Operational Plan


REPORT SUMMARY: The purpose of the report is to provide an update on the Operational Plan 2013/2014 activities undertaken during the first quarter of 2013/2014. REPORT DETAIL: Local Councils in NSW are required to undertake their planning and reporting activities in accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005. The Operational Plan is the mechanism through which broader strategic objectives detailed in the Delivery Plan are translated into outcomes. The information contained in this document reflects achievements of key areas. The attached report details the status of Key Activities contained in the Operational Plan for the end of the first quarter 2013/2014. This report should be read in conjunction with the adopted Operational Plan for 2013/2014 and the Delivery Program. Under the Integrated Planning Framework there is not a requirement for Councils to provide quarterly reporting, however Bellingen Shire Council has opted to do so to strive for greater transparency with our Community and ensure that we are able to identify any issues at an early stage should they arise. BUDGETARY IMPLICATIONS: There are no direct budgetary implications associated with the production of this report. SUSTAINABILITY ASSESSMENT: The Council’s Operation Plan provides a broad range of initiatives that deliver sustainability outcomes to Council and the Community. However as Council’s implementation of the IP&R framework progresses and develops, it is intended that these quarterly reports will form an important management reporting tool for Council to monitor activities and progress on projects undertaken by Council. ENGAGEMENT: The Bellingen Shire Council Community Engagement Strategy was adopted by Council at its meeting of 22 February 2012. There are no direct engagement activities required for the presentation of the Operational Plan status update. Staff continue to be supported in the use of the Corporate Planning and Reporting (CPR) software. SHIRE OF BELLINGEN 2030 COMMUNITY VISION ALIGNMENT: This quarterly report aligns with the following elements in the Shire of Bellingen 2030 Community Vision: CL – Civic Leadership CL.1 – Council is an organisation that embraces business excellence

CL.1.4 – Best practice, sustainability principles, accountability and good governance are incorporated in all that we do

OFFICERS RECOMMENDATION: That Council note the report on the first quarter activities of 2013/2014 in accordance with the Bellingen Shire Council Operational Plan 2013/2014


of 94

ATTACHMENTS: There is one additional attachment for this report. DWS 395381 13.5A Bellingen Shire Council, Quarterly Management Report, Q1, 2013/2014

DWS 395487 13.014/13 RESOLVED (Cr Troy/Cr King) That Council note the report on the first quarter activities of 2013/2014 in accordance with the Bellingen Shire Council Operational Plan 2013/2014 UNANIMOUS


of 94

14 MATTERS OF AN URGENT NATURE

There are no matters of an urgent nature.

15 QUESTIONS WITH NOTICE

There were no Questions with Notice received for this Agenda.

16 COMMITTEE OF THE WHOLE

There are no items for the Committee of the Whole.


of 94

17 REPORT ATTACHMENTS 8.1A REPORT TO COUNCIL OF 27 FEBRUARY 2013 ADOPTING EMPLOYMENT LANDS

STRATEGY ..................................................................................................................... 19 8.1B DEPARTMENT OF PLANNING & INFRASTRUCTURE PARTIAL ENDORSEMENT OF

ELS ............................................................................................................................... 19 8.1C SUMMARY OF PLANNING BILL CHANGES OCTOBER 2013 .................................... 19 8.1D FINAL EMPLOYMENT LANDS STRATEGY INCORPORATING ADVICE OF PARTIAL

ENDORSEMENT. ........................................................................................................... 19 8.2.A COPY OF LI 489802. ...................................................................................................... 21 8.2.B COPY OF LI 311484. ...................................................................................................... 21 9.3A DRAFT POLICY – PAYMENT OF EXPENSES AND PROVISION OF FACILITIES TO

COUNCILLORS .............................................................................................................. 29 9.5A CONFIDENTIAL - PRICE COMPARISON SCHEDULE ................................................. 36 9.6A CONFIDENTIAL - BITUMEN EMULSION PRICING PER LITRE, DELIVERY &

CLEANING COSTS ........................................................................................................ 41 9.7A ANNUAL REPORT 2012/13 (DWS 395551) .................................................................. 44 9.8A AN ADDITIONAL ATTACHMENT - BUDGET REVIEW STATEMENTS – PERIOD

ENDING 30 SEPTEMBER 2013 ..................................................................................... 46 13.4A COMMUNITY LEARNING CENTRE FOR SUSTAINABILITY FEASIBILITY STUDY .... 90 13.5A BELLINGEN SHIRE COUNCIL, QUARTERLY MANAGEMENT REPORT, Q1,

2013/2014 ....................................................................................................................... 92 Meeting closed at 11.55am Signed: Cr Mark Troy Chairperson