COFFS HARBOUR CITY COUNCIL ORDINARY MEETING (FINANCE … · Successfully passed pre audit for...

COFFS HARBOUR CITY COUNCIL

ORDINARY MEETING(FINANCE AND ADMINISTRATION COMMITTEE)

COUNCIL CHAMBERSCOUNCIL ADMINISTRATION BUILDING

COFF AND CASTLE STREETS, COFFS HARBOUR

28 FEBRUARY 2002Commencing at the conclusion of the Economic & Community Enterprises

Committee meeting commencing at 5.00pm

ContentsITEM DESCRIPTION PAGE

GENERAL MANAGER’S REPORTS2 QUARTERLY PERFORMANCE REPORT 1

3 HUMAN RESOURCES ISSUES REPORT 8

4 ENVIRONMENTAL LEVY PROJECTS REPORT 14

FINANCE AND ADMINISTRATION DEPARTMENT REPORTSF1 COUNCILLORS' EXPENSES - JULY 2001 TO DECEMBER 2001 31

F3 LGSA LEARNING PROGRAM - EXECUTIVE LEADERSHIP ANDTEAM

34

F4 RURAL FIRE SERVICE FUNDING FOR 2001/2002 35

F6 MONTHLY BUDGET REVIEW AS AT 31 JANUARY 2002 46

F7 ROAD RENAMING - HIGH STREET, COFFS HARBOUR 49

F8 ROAD RENAMING - SUMMERLAND WAY 53

…/2

BjcBarbara

Minutes for this meeting will be confirmed at the Planning Environment & Development Committee Meeting to be held in the Council Chambers, Council Administration Building, on 14 March 2002 commencing 5pm.

- 2 –

ITEM DESCRIPTION PAGE

F9 OUTSTANDING REPORTS AND RESOLUTIONS AWAITINGIMPLEMENTATION

54

F10 BANK BALANCES AND INVESTMENTS 58

ECONOMIC & COMMUNITY ENTERPRISES DEPARTMENT REPORTE4 TENDER FOR THE SUPPLY AND APPLICATION OF A

REJUVENATOR FOR THE MAIN RUNWAY 61

A portion of this report is confidential for the reason of Section 10A(2):

(d) commercial information of a confidential nature that would, ifdisclosed:(i) prejudice the commercial position of the person who supplied

it, or(ii) confer a commercial advantage on a competitor of the council,

or(iii) reveal a trade secret.

and in accordance with Section 10A (1) the meeting may be closed tothe public.

FINANCE AND ADMINISTRATION COMMITTEE 28 FEBRUARY 2002- 1 -

COFFS HARBOUR CITY COUNCIL

ORDINARY MEETING

(FINANCE AND ADMINISTRATION COMMITTEE)

28 FEBRUARY 2002

Mayor and Councillors

GENERAL MANAGER’S REPORTS

2 QUARTERLY PERFORMANCE REPORT

Purpose:

To report on the achievement of customer service guarantees and performance targets for theOctober to December 2001 quarter. This report recommends that certain performance targets berevised due to changes in priorities and resource constraints.

Description of Item:

Council’s Management Plan contains, among other things, customer service guarantees andperformance targets for the year. The quarterly performance report describes the actualperformance results as compared to the expected performance results.

A summary of results for each customer service guarantee is provided in Attachment 1 to thisreport.

A list of major achievements for each Council department is provided in Attachment 2 to this report.

A summary of our performance against each performance target is provided in a separate bookletwhich is available in the Councillors Room.

Consultation:

Managers from all Council departments have submitted performance reports on their respectiveprograms. This involved consultation with appropriate staff and capturing data from Council’scomputer system.

cont’d


2 Quarterly Performance Report (cont’d)

Related Policy and / or Precedents:

Quarterly Performance Reports have been submitted to Council since the implementation ofCouncil’s first Management Plan in the 1994/95 financial year.

Statutory Requirements:

Section 407 of the 1993 Local Government Act requires the General Manager to submitperformance reports to Council within two months following each quarter (ie July to September,October to December, January to March and April to June). The report is to describe the extent towhich performance targets set out in Council’s Management Plan have been met during thequarter.

Council’s Annual Report is to include a yearly review on the achievement of performance targetsset out in Council’s Management Plan for that year.

Issues:

There are 302 performance objectives incorporating 813 performance measures identified inCouncil’s 2001/2002 Management Plan. 11 performance measures were not achieved (1.4%)during the financial year. These are included in the table below. The remainder were eitherachieved or not yet due for completion.

Comments:

Some significant projects were completed this quarter on schedule. These include Hogbin Drivewidening, Hogbin Drive North, and the High Street refurbishment. Several "Coffs Best Value"projects were identified and programs commenced this quarter. These include Energy EfficiencyProjects, Value Adding Through a Flexible Workplace, and Improving Return to Work Rates -Workplace Injuries.

Revisions to the following performance targets for 2001/2002 are submitted for Council approval.These revisions are necessary due to changes in priorities and resource constraints.

cont’d



Original Measure Revised Measure Comment

Macauley's Headland road corridorLEP finalised by 30 November2001

To be determined Stakeholder workshops to be heldMarch/April which will determinefinalisation date

Sustainability Strategy complete by30 June 2002.

30 December 2002 Project commenced. Change ofprocess & review of Councilsvision & strategies have delayedprogress

Develop Greenhouse Gasreduction strategies by 30December 2001

30 June 2002 Strategies nearing completion.However resignation of projectofficer slowed progress

Coffs Coast Marketing to documentand distribute roles andresponsibilities to key stakeholdersby September 2001

30 March 2002 Currently being developed with theRegional Tourism OrganisationNorth Coast NSW

Pavement Management report,Bridge Asset Management Report,Footpath & Cycleway HazardReport, and Annual Drainage AssetReport provided to Council by 31October 2001

30 March 2002 Reports have historically beenprovided in March each year. Thisallows sufficient time forassessment and reportpreparation.

Regional Water Supply pipelinehandover to LCCC in 2003 andDam in 2005

Pipeline in 2005 anddam in 2007

Changes are the result ofGovernment funding delays

Other Departments’ comments:

Appropriate comments from all Council departments are included for:� customer service guarantees in Attachment 1 to this report� major achievements in Attachment 2 to this report� performance targets in a booklet which is available in the Councillors room.

Economic Implications:

The estimated budget position is being reported in a separate paper to the Finance andAdministration meeting on 28 February 2002.

Implementation Date / Priority:

Management will continue to monitor the organisation’s performance with a view to improvingservice delivery.

cont’d



Recommendation:

1. That Council notes the achievements of customer service guarantees, as outlined inAttachment 1 of the General Manager’s Report, for the October to December 2001quarter

2. That Council notes the organisation’s major achievements, as outlined in Attachment2 of the General Manager’s Report, for the October to December 2001 quarter

3. That Council notes the achievement of performance targets, as outlined in a separatebooklet, which is available in the Councillors room, for the October to December 2001quarter

4. That Council adopts the following revised performance targets for 2001/2002:

Original Measure Revised Measure Comment

Macauley's Headland roadcorridor LEP finalised by 30November 2001

To be determined Stakeholder workshops to beheld March/April which willdetermine finalisation date

Sustainability Strategy completeby 30 June 2002.

30 December 2002 Project commenced. Change ofprocess & review of Councilsvision & strategies have delayedprogress

Develop Greenhouse Gasreduction strategies by 30December 2001

30 March 2002 Strategies nearing completion.However resignation of projectofficer slowed progress

Coffs Coast Marketing todocument and distribute rolesand responsibilities to keystakeholders by September 2001

30 March 2002 Currently being developed withthe Regional TourismOrganisation North Coast NSW

Pavement Management report,Bridge Asset ManagementReport, Footpath & CyclewayHazard Report, and AnnualDrainage Asset Report providedto Council by 31 October 2001

30 March 2002 Reports have historically beenprovided in March each year. Thisallows sufficient time forassessment and reportpreparation.

Regional Water Supply pipelinehandover to LCCC in 2003 andDam in 2005

Pipeline in 2005and dam in 2007

Changes are the result ofGovernment funding delays

5. That Council continues to monitor its performance with a view to improving servicedelivery.

- 5 -

Attachments:

CUSTOMER SERVICE GUARANTEES – QUARTERLY COMPARISON

Guarantee 2001/2002 2000/2001Oct-Dec Oct-Dec

� Respond to verbal enquiries within three working days. 89% 89%(959) (982)

� Respond to major pollution incidents within one hour. 100% 100%(2) (5)

� Investigate 85% of complaints relating to stray dogs 95% 88% and stock within four hours. (123) (313)

� Attend to emergency call outs within four hours. 100% 100%(2) (1)

� Reply to requests for work in public parks within 98% 100%seven days. (369) (325)

� Seal potholes on local roads within seven days. 93% 100%(21) (2)

� Repair or remove dangerous signs within one day. 78% 100%(14) (14)

� Repair defective signs within seven days. 56% 70%(41) (33)

� Grade gravel roads at least once per year. 100% 75%

� Clear blocked drains causing property damage 100% 100%within one day. (6) (3)

� Issue payment certificates within 14 days of receipt 88% 93%of claim from the contractor. (16) (14)

� Respond to water supply disruptions within two hours. 100% 100%(15) (15)

� Respond to sewer system failures within two hours. 100% 100%(131) (135)

- 6 -

MAJOR ACHIEVEMENTS – OCTOBER TO DECEMBER 2001

General� 97% of performance targets met. 791 performance measures achieved.� 89% of verbal enquiries processed within the required time. 959 verbal enquiries processed.

Executive� Community workshops undertaken on highway bypass and Rural Lands. Rural Lands and

Tourist Lands strategic Plans on display. � 55 press releases produced� High Street Refurbishment completed on time and within budget� Quarterly edition of ‘City Round-about’ newsletter produced and distributed to all householders.

Planning, Environment & Development� Korora draft LEP, DCP and S94 plan complete.� 94% of septic tank applications processed within 21 days. 35 applications processed.� 100% of building inspection requests undertaken within five days. 1,102 inspections

undertaken.� 96% of complaints relating to stray dogs responded to within four hours - 104 complaints

received

Economic & Community Enterprises� Two commercial properties purchased in Gordon Street� 638 new Library members� Leasing and asset management program operating to schedule.� Significant capital works completed by Parks branch including Drainage at Woolgoolga Sports

Ground and playground at Tolhurst Park� "Our Place" exhibition at Regional Art Gallery attracted 2,327 people� Whole of Region tourism development Plan complete.

Finance & Administration� 24,381 telephone calls processed at the switchboard.� 100% of printing jobs completed within one day - 110 printing jobs.� 198 mapping requests received and completed within three days � CouncilSafe program finalised.� All purchase orders processed within 48 hours - 50-60 orders per day� Cost of workers compensation claims is at the lowest level for the past five years.� Continued management of Coffs Best Value program which includes 34 projects throughout

the organisation� Conducted service awards for staff who completed 15 and 30 years service� Successfully passed pre audit for WorkCover’s Premium discount scheme. Discount of

$75,000 will be rebated on Council’s Workers Compensation premium.� Conducted seminars for all managers, supervisors on changes to Occupational Health and

Safety legislation� Employed indigenous trainees in the Accounts section and Library� Policy development and review:

- Tendering and Local Preference- Complaints Management- Purchasing, Supply and Disposal- Modern Professional Dress Code- PIPP Act Review – Management Plan

� Records Management training for 278 staff

- 7 -

� Development of Customer Request system� Establishment of new disposal storage facility at Airport shed� Centralised air travel bookings� Reviewed online printing arrangements with the acquisition of new digital photocopiers

throughout the organisation� Conducted review of business paper distribution� Maintained Customer Service support in the Administration Building during the Christmas/New

Year period� Completed Annual Financial Statements in accordance with statutory deadline� Internal audits completed for:

- Information Services expenditure and planning- Processing of development applications- Purchasing and Supply procedures- Suspicious transactions

� Connected Marcia Street Depot, Futures office and Library to Council’s computer network viamicro fibre cable to enable increased access speed

Engineering� Hogbin Drive widening stage 1, Stadium Drive, and Hogbin Drive North complete.� Capital works program and maintenance programs continued.� 100% of drainage blockages attended to within 1 day .� Water Supply Services initiated 17 dual flush subsidies� 4 properties connected to re-use system.� Substantial increase in external contracts at the Environmental Laboratory (40%).


3 HUMAN RESOURCES ISSUES REPORT

Purpose:

To provide Council with statistical information regarding overtime, staff costs, workerscompensation, accrued leave and sick leave for the October to December 2001 quarter. Thisreport recommends that these issues be monitored with a view to minimising costs and impacts onCouncil’s services.


Below is a summary of overtime, staff costs, workers compensation, accrued leave and sick leavefor the October to December 2001 quarter.

Consultation:

Consultation was undertaken with appropriate staff from Council’s Finance and AdministrationDepartment and relevant information was obtained from Council’s computer system. Wheresignificant variations occurred discussion was undertaken with the relevant department head.


Council at its December 1996 Finance and Administration Committee meeting resolved:

“That quarterly reports be submitted to Council regarding overtime, staff costs, workerscompensation, accrued leave and sick leave”


The Local Government State Award and other legislation relating to human resources issuesgovern Council. Council’s Pay Policy and staff policies also provide details on human resourceissues.

Issues:

The following graphs and tables summarise the levels of overtime, staff costs, workerscompensation, accrued leave and sick leave for the October to December 2001 quarter.Comparisons with previous year’s results are also shown.


3 Human Resources Issues Report (cont’d)

General

Figures reported for the December 2001 quarter include 13.5 pay periods whereas the December2000 quarter includes 15.5 pay periods.

Overtime Hours

Overtime hours claimed increased by 8.2% (505 hours) compared to the 2000 December quarter.The value of overtime hours increased by 12.5% or $22,743. Overtime is at the highest level forthe December quarter compared to the previous five years. Much of the overtime is attributable toworks on the Hogbin Drive North and the Hogbin Drive widening projects. The Coffs Best ValueProject involving plant operator training also contributed to the increase in overtime. Additionally,cartage of reclaimed water which was necessary due to drought conditions impacted on overtime.

Overtime Hours - October to December

5,000

6,000

7,000

1997/98 1999/2000 2001/2002Year

Am

ount

ActualHoursFive yearaverage

Overtime HoursOctober to December

1997/98 6,3181998/99 6,0051999/00 6,3612000/01 6,1432001/02 6,6485 Year Ave. 6,295

Overtime Cost - October to December

$140,000

$160,000

$180,000

$200,000

1997/98 1998/99 1999/2000 2000/2001 2001/2002Year

Actualcost

Fiveyearaverage

Overtime Cost October to December1997/98 $153,1161998/99 $157,4901999/2000 $170,2742000/2001 $168,8942001/2002 $191,6375 Year Ave. $168,282



Staff Costs

Staff costs decreased by $502,866 (9.5%) compared to the same quarter last year. The2001quarter includes two pay periods less than the December 2000 quarter. This equates toapproximately $700,000. The additional difference of approximately $200,000 can be attributed toan annual pay increase for all staff of 2.7% which equates to approximately $140,000. A vacancyin the position of Director of Engineering accounts for approximately $32,000 and an increase insick leave of approximately $20,000 (funded from oncost recoveries) also contributed to thevariance.

Accrued Leave

Staff Costs - October to December 2001

$3,500,000

$4,000,000

$4,500,000

$5,000,000

$5,500,000

1997/98 1999/2000 2001/2002

Year

Am

ount Actual

Costs

Five YearAverage

Staff Costs October till December1997/98 $4,106,1621998/99 $4,553,6321999/2000 $4,893,1172000/2001 $5,273,5682001/2002 $4,770,7075 year Ave. $4,719,437

Accrued Leave Hours October to December1997/98 6631998/99 1,0711999/2000 9062000/2001 7542001/2002 7835 Year Ave. 835

Accrued Leave Hours - October to December

400500600700800900

1,0001,1001,200

1997/98 1999/2000 2001/2002

Year

Hou

rs

AccruedLeaveHoursGrantedFive YearA



Accrued Leave Costs - October to December

$10,000

$20,000

$30,000

1997/98 1998/99 1999/2000 2000/2001 2001/2002

Year

AccruedLeave Costs

Five YearAverage

Workers Compensation

Workers Compensation Claims - October to December

57

911

131517

1921

2325

1997/98 1998/99 1999/2000 2000/2001 2001/2002

Year

No. o

f Cla

ims

Numberof Claims

Five YearAve.

WorkersCompensation Claims

October to December1997/98 231998/99 111999/2000 152000/2001 122001/2002 85 year Ave. 14

Workers Compensation Costs - October to December

$3,000$8,000

$13,000$18,000$23,000$28,000$33,000$38,000

1997/98 1999/2000 2001/2002Year

Am

ount

WorkersCompensationCostsFive YearAverage

WorkersCompensation Costs

October to December1997/98 $31,8781998/99 $27,8911999/2000 $23,7712000/2001 $9,8342001/2002 $3,8835 Year Ave $19,451

Accrued Leave Costs October to December

1997/98 $12,1921998/99 $24,563

1999/2000 $17,7372000/2001 $16,1572001/2002 $18,583

5 Year Ave. $17,846


The number of claims reduced by 4 to 8 compared to the December 2000 quarter. Hours lostreduced by 273 and costs by $5,951 compared to the same period last year. The cost of claims isat the lowest level for the last five years, whilst number of claims and hours lost are the secondlowest in the last five years.

Sick Leave

Sick Leave Hours Taken October to December1997/98 4,1311998/99 4,4781999/2000 4,3742000/2001 4,8132001/2002 5,4185 Year Ave 4,643

Sick Leave Hours Taken October to December

3,0004,0005,0006,0007,000

1997/98 1999/2000 2001/2002

Year

Hou

rs SickLeaveHoursTakenFive YearAverage

Cost of Sick Leave - October to December

$60,000

$70,000

$80,000

$90,000

$100,000

$110,000

1997/98 1999/2000 2001/2002Year

Amou

nt

Cost of SickLeave

Five YearAverage

Cost of Sick Leave October to December1997/98 $65,2161998/99 $75,4371999/2000 $81,5922000/2001 $86,9822001/2002 $103,9955 Year Ave $82,644

Workers Compensation Hours - October to December

200

700

1,200

1,700

2,200

1997/98 1999/2000 2001/2002Year

Num

ber o

f Hou

rs

HourslostFive Yearaverage

WorkersCompensation Hours

October to December1997/98 2,2401998/99 1,8091999/2000 7232000/2001 5082001/2002 2355 Year Ave. 1,103



Sick leave increased by 605 hours (12.5%) compared to the December quarter last year whilst thecost of sick leave increased by $5,390 (6.6%). A significant increase in sick leave occurred inParks branch which is mainly attributable to four staff requiring major surgery ( approx 340 hoursand $6,474). One other staff member also required surgery which accounts for 121 hours.


The level of overtime, staff costs, workers compensation, accrued leave and sick leave aregenerally within budget. Continual monitoring needs to be maintained to ensure maximumeffectiveness and efficiency in operations.


Council staff will continue to monitor overtime, staff costs, workers compensation, accrued leaveand sick leave with a view to minimising costs and impacts on Council’s services.

Recommendation:

1. That Council notes the level of overtime, staff costs, workers compensation, accruedleave and sick leave for the December 2001 quarter.

2. That Council continues to monitor overtime, staff costs, workers compensation, accruedleave and sick leave with a view to minimising costs and impacts on Council’s services.


4 ENVIRONMENTAL LEVY PROJECTS REPORT

Purpose:

To provide Council with a status report on the projects funded under the Environmental LevyProgram.


A description of the status of each Environmental Levy project, including total funding againstactual expenditure is included in this report. The year of allocation of funding is included for eachproject. A financial summary of each project is included in attachment 1 to this report.

Consultation:

Council staff and relevant community groups have been consulted in preparing this report.


Council has previously received quarterly reports on the status of Environmental Levy Projects.


The Ministerial approval for the Environmental Levy Rate increase was obtained in June 1997 inaccordance with the provisions of section 508 (2) of the Local Government Act 1993.

Issues:

Status of Environmental Levy Projects as at 31 December 2001

Funding available from the Environmental Levy to 31 December 2001 is summarised as follows:

1997-98 1998-99 1999-00 2000-01 2001-02 TotalEnvironmental Levyfunds available 136,667 220,071 250,989 415,131 689,296 1,708,852Expenditure to 31December 2001

91,456 141,581 96,958 250,707 233,615 814,317

Remaining funds 45,211 78,490 154,030 164,424 455,681 897,837

This represents expenditure of $661,999 or 38.7% for the December quarter. Overallapproximately 50% of funds allocated have been spent within the first six months of this year.

Total expenditure year to date amounts to $814,317 leaving $897,837 available for expenditure.

cont’d


4 Environmental Levy Projects Report (cont’d)

Additional issues:

Significant expenditure has occurred during the December quarter with a high level of old fundingallocations being spent. However progress on many projects has been slower than anticipated dueto the current drought conditions. This applies principally to regeneration works and worksassociated with rivers and creeks.

Work has commenced on the stormwater management plan works. A significant amount ofexpenditure has occurred on this project subsequent to 31 December.

The Roberts Hill land acquisition has been finalised with a shortfall in funding of $6,610 as a resultof professional fees and costs associated with the purchase. The Environmental Levy reserve has$5,360 unallocated as at 30 June 2001. These funds can be used to offset the over expenditure.The remainder of $1,250 can be funded from the allocation to the "Vertebrate Pests Pilot Study "project as this will be completed under budget.

A review of projects indicates that substantial expenditure will occur by the end of the financial yearwith the Environmental Levy Reserve expected to drop to well below $500,000.

ROBERTS HILL LAND ACQUISITION

� Land purchase settled November 2001. Settlement has resulted in a shortfall infunding of $6,610 due to legal fees. This report recommends that the shortfall befunded as follows:

$5,360 from unallocated funds in the Environmental LevyReserve

$1,250 from Vertebrate Pests Pilot Study project - projectcompleted under budget

Budget Allocation 1997/98 $ 86,6661998/99 $124,0251999/00 $ 40,0002000/01 $ 50,0002001/02 $ 33,000

Expenditure $340,963

BRODIE DRIVE BUSH REGENERATION

� Aboriginal Land Council now organising works at Brodie Drive site

Budget Allocation 1999/00 $10,700

Expenditure $ 0

cont’d



NATURAL HERITAGE TRUST (NHT) PROJECTS

1. Sawtell Littoral Rainforest

� Contract bush regeneration works are in progress in this area and will be ongoing until June 2002.

Budget Allocation 1998/99 $14,9441999/00 $ 7,998

Expenditure $ 7,500

NHT/ENVIRONMENTAL GRANTS UNALLOCATED

� Funds to be made available for matching of grants under the Natural HeritageTrust Program. $13,800 allocated to Bitou bush works and $3,748 to ArrawarraCreek opening strategy this quarter


Expenditure $ 0

KOALA PLAN OF MANAGEMENT IMPLEMENTATION

� Project being facilitated by Koala Management Advisory Committee.� Funds to be spent on education facilities and planting of koala food trees. Seeds

collected and to be propagated in the immediate future. � Display boards & promotional material ordered for delivery in February

Budget Allocation 2001/02 $ 10,000

Expenditure $ 934

VEGETATION MAPPING

� Consultants, Ecograph, have prepared a brief. Project will now be tendered.


Expenditure $ 0

cont’d



BONVILLE CREEK BANK STABILIZATION

� Significant repairs to flood damage recently completed including repairs to a logjam and bank stabilisation.

� Crossmaglen Valley Landcare Group undertaking works.

Budget Allocation 1998/99 $8,3002000/01 $2,000

Expenditure $9,831

ULONG CREEK RESTORATION

� Schedule of works received and approved by Parks Branch. � Bush regeneration works substantially complete.


Expenditure $ 5,000

STREET TREE PLANTING

� Tree planting allocation now fully spent.


Expenditure $ 1,392

CARING FOR OUR CREEKS EDUCATION STRATEGY

� Smyth, Maher & Associates engaged to prepare strategy.� Strategy to be delivered February 2002


Expenditure $ 9,357

PERMACULTURE CITY FARM

� Business Plan submitted� Delays with lease of property, particularly relating to access issues, have slowed

progress.


Expenditure $ 0

cont’d



STOOP & SCOOP PET EDUCATION PROJECT

� Development of signage to be placed at the Thompson's Road dog exercisearea scheduled. Advertising and distribution of "pooch pouches" undertakenDecember.


Expenditure $ 0

SUBSCRIPTION TO GREENFLEET

� Greenfleet to plant approximately 1,200 trees in the local area with Thompson'sRoad area being a probable site.

� Commencement of planting is subject to climatic conditions.


Expenditure $ 1,818

VERTEBRATE PESTS PILOT STUDY

� Study undertaken by Paul Meek for a quoted cost of $11,000.� Interim report received with final report due February � Project will be completed under budget


Expenditure $ 10,109

COFFS CREEK STREAM RESTORATION

� Design for works now completed by DLWC� Works partially completed. � On hold whilst monitoring of effects of work to date is undertaken. Drought

conditions have hampered monitoring progress.


Expenditure $ 268

BUSH REGENERATION

� Work is underway at a variety of locations with principal locations being CoastalReserves, Coffs Creek and Woolgoolga Lake.

� Works to date operating on schedule and within budget.

Budget Allocation 2000/01 $ 6,0702001/02 $121,000

Expenditure $ 64,706cont’d



BUSH REGENERATION UPPER COFFS CREEK

� Issues associated with land ownership to be resolved prior to work commencing.


Expenditure $ 0

BONVILLE CREEK REVEGETATION & EROSION CONTROL

� Regeneration works to commence in the immediate future. � Erosion control works have been hampered by unavailability of contractor due to

illness.

Budget Allocation 2001/02 $ 15, 000

Expenditure $ 0

FOX CONTROL PROGRAM

� Information day staged at Orara Fair� 30 landholders participated in fumigation and bating with great success.


Expenditure $ 2,696

DUNECARE/LANDCARE GROUPS

� Projects determined.� Works proceeding on schedule and within budget.


Expenditure $15,128

DUNECARE/LANDCARE PROJECTS FOLLOWUP

� Works to be undertaken in conjunction with DLWC� Program of works formulated and to commence February 2002.


Expenditure $ 0

cont’d



BEACH LITTER CLEANING

� Cleaning undertaken during peak holiday season on Park, Diggers, Sawtell,Woolgoolga, and Jetty Beaches.

� Balance of funding expended in January 2002.


Expenditure $ 7,562

SEAWEED REMOVAL

� Undertaken as required. Minor works carried out in July at Middle Boambee.


Expenditure $ 868

BUSHLAND WEED ERADICATION

1. Bitou Bush

� Stage 2 program ongoing.� Ground spraying commenced in January at Boambee� Aerial spraying completed.

Budget Allocation 2000/01 $18,0712001/02 $40,000

Expenditure $ 7,867

2. Camphor Laurel

� Works commenced in Kotuku Street area� Rural roadside spraying commenced January 2002

Budget Allocation 2000/01 $ 4,3072001/02 $ 50,000


3. Privet

� Program Complete� Over expenditure to be funded from Bitou Bush vote.

Budget Allocation 2000/01 ($4,559) 2001/02 $ 5,000

Expenditure $ 1,510cont’d



4. Chemical Subsidy Tree Injection

� Press releases for subsidised chemical supply proposed for April


Expenditure $ 0

5. Broadleaf Pepper Tree

� Works completed. � Project monitoring now being undertaken


WEEDS - PUBLIC EDUCATION

� Posters and leaflets have been produced which describe weeds and eradicationmethods. These will be distributed shortly.


Expenditure $ 2,550

COASTCARE

1. Sapphire Regeneration works stage 3 & 4

� Works nearing completion.


Expenditure $ 5,130

2. Regionally Significant Headland Vegetation

� Planning commenced. Project to partner with "Envite" Work for the Dole.� Works to commence April 2002

Budget Allocation 1999/00 $40,000 (incl. $20,000 grant)

Expenditure $ 0

3. Safety Beach Regeneration

� Works nearing completion

Budget Allocation 1999/00 $ 7,164 (S94 funded)

Expenditure $ 200cont’d



4. Sandy Beach Fencing & Access

� Works completed.� Over expenditure to be funded from Solitary Islands Coastal Walkway vote.


Expenditure $ 1,486

5. Woolgoolga/Mullaway Headlands

� Works continuing with "Work for the Dole" in 2002.


Expenditure $ 5,629

6. Sawtell Beach Regeneration

� Stage 4 works continuing in 2002.

Budget Allocation' 1998/99 $10,535 (incl $6,463 grant)1999/00 $ 5,618

Expenditure $10,000

7. Dolmans Point

� Extended consultation re onground works delayed commencement. Nowscheduled for February/March.

Budget Allocation 2000/01 $ 27,373 (incl. $7,323 grant)2001/02 $ 24,800

Expenditure $ 0

8. Happy Valley Restoration

� Building structure removal complete� Regeneration works continuing in 2002.

Budget Allocation 2000/01 $ 10 779 (incl $7779 grant)

Expenditure $ 1,414

cont’d



9. Coffs Harbour Jetty Foreshore remnant Restoration

� Grant received� This project is to be undertaken by Coffs Harbour Regional Landcare Inc. in

conjunction with DLWC. Transfer of Grant funding to Regional Landcare hasbeen approved by Coastcare and DLWC.

Budget Allocation 2000/01 $19,660 (incl $15,660 grant)

Expenditure $ 0

10. Corambirra Headland Restoration

� Grant received� This project is to be undertaken by Coffs Harbour Regional Landcare Inc. in

conjunction with DLWC. Transfer of grant funding to Regional Landcare hasbeen approved by Coastcare and DLWC.


Expenditure $ 0

11. Oceanview/Arrawarra Stairs

� Access complete. Regeneration works continuing.

Budget Allocation 2000/01 $17,000 (incl $10,000 Grant)

Expenditure $10,602

12. Bitou Bush

� Revegetation, seed collection and propagation works commenced.� Reseeding scheduled for February


Expenditure $ 6,740

13. Arrawarra Aboriginal sites

� Brief complete and being reviewed by Council and NPWS.

Budget Allocation 2000/01 $15,000 (Grant funds)

Expenditure $ 0

cont’d



MOONEE CREEK REVETMENT

� Project is linked to major road construction works. These works are to be fundedthrough DLWC by way of a loan of $240,000

� Minor works have commenced with significant progress expected in March 2002


Expenditure $ 0

ENDANGERED SPECIES "PHAIUS AUSTRALIS" (THE SWAMP ORCHID)

� Seed germination unsuccessful. New flask germination procedures and sterileearly growth procedures now being trialed


Expenditure $ 94

WALKWAYS

1. Solitary Islands Coastal Walkway

� "Work for the Dole" works programmed.� Works on Macauley's Headland planned for 2002.

Budget Allocation 1998/99 $ 8,5641999/00 $ 3,3022000/01 $50,0002001/02 $30,000

Expenditure $ 1,145

2. Woolgoolga Lake

� Track signage programmed for 2002

Budget Allocation 1998/99 $ 4,201 (incl $889 contribution)

Expenditure $ 760

3. Boambee Headland

� Works commenced under "Work for the Dole" program November 2001 and willcontinue in February 2002.


Expenditure $ 2,613

cont’d



4. Botanic Gardens

� Resurfacing of nature trail underway with path formed and edging complete. � Stage 2, bitumen surfacing to commence February


Expenditure $ 0

5. Safety Beach Access

� Project complete

Budget Allocation 1999/00 $ 2135

Expenditure $ 2,135

6. Woolgoolga Lake Seawall

Project construction works programmed for April 2002.

Budget Allocation 1999/00 $ 8,000 (incl. $4,000 grant)

Expenditure $ 0

7. Moonee Creek Footbridge

� Forms part of Solitary Islands Coastal Walkway� DLWC requirements for licence to occupy have delayed D/A until February 2002

Budget Allocation 1998/99 $ 6,6501999/00 $91,336 (Incl. $48,993 grant and $40,000 contribution)

Expenditure $ 254

BEACON HILL

� Bush regeneration and weed control works commenced September 2001� Track construction to be complete by June 2002.


Expenditure $ 0

COMPOSTING TOILET

� Construction complete at Ulong.� Second toilet to be installed when suitable location is identified.


Expenditure $ -616cont’d



GROSS POLLUTANT TRAPS CLEARING

� Cleaning undertaken as part of routine maintenance as required.


Expenditure $ 1,200

ORARA RIVER WORKS

1. Propagation Nursery at Nana Lane

� Seed collection, propagation and planting continued.� Contract tree planter actively involved with Council nursery


Expenditure $ 2,983

2. Cats Claw Eradication

� Treatment of root regrowth & emergent seedlings occurring� Now visiting worked areas to ensure effective eradication.� Significant natural regrowth of native species occurring in cleared areas



3. Riverbed restoration

� Work to commence at Matten site on the Urumbilum River immediately.However awaiting permission from State Rail Authority for permission formachinery to cross bridges due to weight restrictions.



4. Camphor, Privet control and bush regeneration works

� Camphor removal and regeneration works now substantially underway. 11 km ofprimary treatment complete. 49 km now mapped with permits for 18 propertiesdue in the immediate future.

cont’d





ESTUARY CARE GROUP PROMOTION

� Project being overseen by DLWC� Promotional works centred on Moonee Creek


Expenditure $ 5,500

ENVIRONMENTAL SUSTAINABILITY OFFICER

� Officer appointed and continues work on Environmental Levy and sustainabilityprojects

Budget Allocation 2000/01 $ 7,840 2001/02 $ 25,000

Expenditure $ 9,913

EMERGENCY OPENING ARRAWARRA CREEK

� Funds held until emergency opening is needed


Expenditure $ 0

INTERIM OPENING STRATEGY ARRAWARRA CREEK

� Strategy complete and reviewed by Arrawarra/Yarrawarra Creek CommunityWorking Group

� Final strategy being printed.

Budget Allocation 2000/01 $10,866 (Incl $5,432 Grant)

Expenditure $ 1,804

cont’d



WATER QUALITY BASELINE STUDY

� Project proposal formulated for major component of project (faecalcontamination)

� Testing nearing completion. Awaiting rain to complete.

Budget Allocation 1999/00 $ 9,6362000/01 $ 47,000 (incl. $12,000 grant)


STEEP LANDS STUDY

� Draft report complete but not yet printed. Awaiting receipt from DLWC whoadvised that draft report would be available in next week or so.


Expenditure $ 0

COMPOSTING TOILET MONITORING

� Toilet construction complete at Ulong.


Expenditure $ 0

CONTAMINATED LANDS IDENTIFICATION STUDY

� Stage one complete� Final report and GIS layer to be provided by 30 October.� Project to be completed by temporary staff who will undertake ground truthing of

the GIS layer. Scheduled for April.


Expenditure $ 0

FLOOD MITIGATION WORKSNORTH ARM COFFS CREEK

� Design work underway. Works to commence March/April 2002

Budget Allocation 1998/99 $210,000 (incl $160,000 revenue)

Expenditure $ 0

cont’d



URBAN STORMWATER MANAGEMENT PLAN WORKS

� Grant funding from stormwater trust obtained. Scoping report submitted toStormwater Trust.

� Works substantially underway

Budget Allocation 1999/00 $297,257 (incl $187,543 grant and $26,157 revenue)

2001/02 $ 50,000


COASTAL HAZARD & ESTUARY WORKS

Coffs Creek

� Works underway at mouth of Coffs Creek to prevent damage to retaining wall.


Expenditure $ 4,789

HARBOUR SILTATION DISCUSSION PAPER

� Paper prepared and presented to harbour Working Group to develop harbourmanagement strategies

Budget Allocation 2000/01 $ 20,000 (incl $10,000 grant)

Expenditure $ 5,000

Other Departments’ Comments:

Relevant Council staff, members of the Environmental Working Group, and members of communitygroups have been consulted in the preparation of this report.


The Environmental Levy program is operating within the adopted budget.

Recommendation:

1. That Council notes the status of Environmental Levy Projects as at 31 December2001 asoutlined in this report.

cont’d



2. That Council note the financial summary of Environmental Levy Projects as at 31December 2001 as outlined in attachment 1 to the General Manager’s Report.

3. That Council approve the allocation of $6,810 to the Roberts Hill project with the fundingbeing sourced as follows:

$5,360 from unallocated funds in the Environmental Levy Reserve$1,250 from Vertebrate Pests Pilot Study project - project completed under budget

4. That Council continue to monitor the Environmental Levy Program to ensure theearliest completion of projects.

Mark FergusonGeneral Manager




FINANCE AND ADMINISTRATION DEPARTMENT REPORTS

F1 COUNCILLORS' EXPENSES - JULY 2001 TO DECEMBER 2001

Purpose:

To report to Council on Councillors’ expenses for the period July 2001 to December 2001.


Council resolved, at its meeting on 14 December 2000:

“That a report be presented to Council as soon as possible after 1 January and30 June each year outlining the following:

1. The travel expenses incurred by each of the nine Councillors attending business,meetings or conferences on behalf of Council during the above six month period;

2. The report to show all travel, accommodation and out of pocket expensesincurred;

3. The meeting or conference attended;

4. That location attended.”

Attached is a report for July 2001 to December 2001 for each Councillor.

In summary, total expenses for the period are:

Councillor $Bonfield 4,591.36Howe 295.00McKimm 154.55Ovens 4,097.74Palmer 2,034.52Rhoades 2,875.17Strom 7,381.54Williams 2,529.49Wood 3,105.07

Recommendation:

That the information be noted.

- 34 -

Attachments:

- 35 -


F3 LGSA LEARNING PROGRAM - EXECUTIVE LEADERSHIP AND TEAM

Purpose:

The Local Government and Shires Association has launched its Councillor ProfessionalDevelopment Program for 2002. One of these training programs is Executive Leadership andTeam which is being held in Armidale on the 18 and 19 April, 2002 at the Conference Centre at theUniversity of New England, Armidale.


Participants on this program, will know the behaviours needed to effectively lead change, achievestrategies, and to demonstrate leadership to the community, staff and other council members.

The objectives on completion of this training course will enable participants to:-

� Understand their role as leaders, given the Council's vision, strategies & challenges� Evaluate their own leadership practices and learn from effective role models� Practice the five key leadership practices identified as vital by Kouzes and Posner� Recognise the typical phases of team development, what phases their team is in, and what

they can do to progress towards being a highly effective team� Earn, demonstrate and encourage trust within their team� Enhance their team decision-making skills.

The Mayor and Cr Jan Strom have expressed an interest in attending.


Registration, accommodation and transport costs will total approximately $900.00 per delegate.These funds are available in the current budget.

Recommendation:

That Council approve the attendance of the Mayor and Cr Strom at the ExecutiveLeadership and Team training program being run by LGSA Learning at the ConferenceCentre, University of New England, Armidale on 18 and 19 April 2002.


F4 RURAL FIRE SERVICE FUNDING FOR 2001/2002

Purpose:

To advise Council of the 2001/2002 allocation of funds from the New South Wales Rural FireFighting Fund.


Council has now been advised of its allocation of equipment and funds from the Rural Fire FightingFund (copy attached).

1. 2001/2002 allocation

Total allocation received $1,247,606.43Requested amount 1,127,819.55Difference +$ 119,786.88

The equipment components:

Requested $728,417.33Allocated 715,619.33Difference -$ 12,726.00

2. Reductions to the submitted list include:

2 compressed air breathing sets and assorted equipment $3,726.001 changeover cost of FCO vehicle $4,000Administration cost (reduced from $38,000 to $33,000) $5,000

3. Program costs are Council’s contributions to the running of the NSW Rural Fire Service.This is a percentage of the total allocation, and there was a decrease in the 2001/02 budgetfrom

Estimated $406,015.03Actual 356,727.10

$ 49,287.93

4. The allocation provides funds for:

2 Category 1 (heavy) tankers1 Category 7 (light) dual cab tanker3 mobile radios5 hand held fireground radios10 pagers2 complete compressed air breathing apparatus6 spare air bottles25 x 30 metre lengths of 25 and 38mm canvas hosePersonnel protective equipment including structural fire fighting jackets, trousers and boots,bushfire fighting jackets, trousers and boots, helmets, goggles, flash hoods and fire blankets.

cont’d


F4 Rural Fire Service Funding For 2001/2002 (cont’d)

5. Council is required to contribute 13.3% of the total allocation to the fund.

Total allocation $1,247,606.43Council’s contribution of 13.3% 165,931.65Council budgeted in 2001/02 150,000.00Difference +$ 15,931.65

Issues:

Vehicle break lagging

An amount of $12,000 was allowed for and allocated in the budget to provide heat resistant laggingto the break, clutch, air and some electrical lines on the tankers. This is part of the safetyenhancement program like fire blankets and flash hoods and monies will need to be allowed for ineach year’s budget until all vehicles are done.

New vehicles will have the lagging fitted at time of build.

Communications platform

A recurring cost of approximately $11,000 per year is required for the communications platformwhich is the statewide electronic system installed in all district offices.

Bucca Station

Council currently has revenue funding of $10,000 for construction of Bucca Station. As the stationis no longer required, these funds are available to reduce the current year’s shortfall.


As part of the transfer of the Fire Control Officer and the Deputy Fire Control Officer to StateGovernment employment, Council was advised that there would be a one-off increase in2001/2002 in order to meet the commitment under Sections B and C (reimbursement of Councilcosts for 2000/01) and salaries for 2001/2002 financial year.

This one-off cost has lead to a difference of $15,931.65 over the estimated cost allowed byCouncil. This difference can be partially offset by the $10,000 surplus now available due to theBucca Station not proceeding.

Recommendation:

1. That the 2001/2002 allocation of $1,247,606.43 from the Rural Fire Fighting Fund toassist the Coffs Harbour City Council in the running of the Rural Fire Brigades beadopted.

2. That Council note $5,932 has been included with other offsets in the monthly budgetreview being $15,932 of one-off staff transfer costs less $10,000 surplus available due tothe Bucca Station not proceeding.


Attachments:










F6 MONTHLY BUDGET REVIEW AS AT 31 JANUARY 2002

Purpose:

To report on the estimated budget position as at 31 January 2002.

Description and Background of Item:

Estimated Budget Position as at 31 January 2002:

General Water SewerAccount Account Account

$ $ $Original Budget 545,004 (D) 339,407 (D) 87,260 (D)

Approved Variations to 31 December 2001 Nil 429,500 (D)People mover for Botanic Gardens 9,000 (D)Sails installation 26,000 (D)Fire Safety Review 30,000 (D)Bunker Cartoon Gallery 5,500 (D)Increase NSW Fire Brigades contribution 1,700 (D)Adjust Financial Assistance Grant 6,888 (D)Adjust Englands Park Tennis Club loan 13,551 (S)Adjust long term Debtor repayments 37,272 (S)

28,265 (D)

Recommended variationsfor January 2002 69,068 (S) Nil 14,263 (D)

Estimated result 2001/02 as atJanuary 2002 504,201 (D) 339,407 (D) 531,023 (D)

RECOMMENDED VARIATIONSSurplus Deficit

$ $General AccountAdditional building and development fees 75,000Extra allocation for Rural Fire Service 5,932

Water AccountNil Variations

Sewer AccountFibre optic cable to 36/38 Gordon Street 14,263

Consultation:

During the Management Plan process Council suggested a thorough quarterly review on the statusof the budget. The relevant Chair and Vice Chairperson of each committee, along with theappropriate Department Director and Managers were requested to attend meetings to consider thebudget position as at 31 December 2001.

cont’d


F6 Monthly Budget Review As At 31 January 2002 (cont’d)

The following items are mentioned for Council’s information:

a) Long Service Leave - the Local Government (State) Award 2001 which operates from 1November 2001 provided for employees to have access to long service leave after five yearsservice (previously 10 years). This alteration increases the long term liability for employeeslong service leave by approximately $280,000 as prescribed by the AAS30 provisions for longservice leave. It is considered the Employees Leave Entitlements Reserve has sufficient fundsat this stage to meet this increase in 2001/2002.

b) Rural Fire Service – an increase in Council’s contribution to the NSW Rural Fire Service isthe subject of a separate report within this business paper.

In addition vehicle insurance and base radio station emergency repairs necessitated a budgetadjustment of $13,000. This sum will be included in Council’s claim for reimbursement ofexpenses next financial year.

c) Hogbin Drive North – This project is currently overspent by $133,000 with final costs not yetcompleted. There is a further shortfall of $40,000 in relation to the sale of part of OceanParade to Coffs Coast State Park (Park Beach Caravan Park ). This matter was reported toCouncil’s Economic & Community Enterprises meeting of 25 October 2001.

Funding of this over expenditure will be subject of a future report to Council by the ActingDirector of Engineering.

d) Coffs Harbour Regional Airport – it is anticipated that revenues from passenger fees,landing fees and terminal leases will be approximately 20% less than budget due to thewithdrawal of Ansett services and the general downtown in airline passenger loadings.

The Airport Manager is preparing a long term financial plan which will incorporate the revenueshortfalls. This matter will be reported to Council in the future.

e) Building & Development Control fees – additional income of approximately $100,000 hasbeen received to 31 December. Whilst it is very difficult to predict the level of building activityto occur in the next six months it is unlikely the level of activity in the first six months will berepeated during the next six months. An additional $75,000 income has been raised resultingin a budget deficit reduction.

Recommendation:

1. That the budget variations of $69,068 surplus in the General Account be adopted.

2. That the budget variations of $14,263 deficit in the Sewer Account be adopted.

cont’d


F6 Monthly Budget Review As At 31 January 2002 (cont’d)

3. That the estimated budget position as at 31 January 2002 as follows, be noted:

General Water SewerAccount Account Account

$ $ $Original Budget 545,004 (D) 339,407 (D) 87,260 (D)

Approved Variations to 31 December 2001 Nil 429,500 (D)People mover for Botanic Gardens 9,000 (D)Sails installation 26,000 (D)Fire Safety Review 30,000 (D)Bunker Cartoon Gallery 5,500 (D)Increase NSW Fire Brigades contribution 1,700 (D)Adjust Financial Assistance Grant 6,888 (D)Adjust Englands Park Tennis Club loan 13,551 (S)Adjust long term Debtor repayments 37,272 (S)

28,265 (D)

Recommended variationsfor January 2002 69,068 (S) Nil 14,263 (D)

Estimated result 2001/02 as atJanuary 2002 504,201 (D) 339,407 (D) 531,023 (D)


F7 ROAD RENAMING - HIGH STREET, COFFS HARBOUR

Purpose:

To report on options to rename High Street following the reopening the City Centre Mall.


Council embarked on a revitalisation project for the City Centre which included the removal of theMall, redevelopment of Castle Street and reopening of High Street to vehicular traffic on the 1December 2001. The remaining work on the water feature will be completed in the near future andthen move on to the rest of the City Centre upgrade.

It has been proposed, as part of the Coffs Harbour City Centre Strategic Plan and revitalisation,that consideration be given to renaming the Mall section or alternatively the whole or part of HighStreet to refocus promotion, understanding and linking of the City Centre to the Harbour.

The proposal is to use the name ‘Harbour Drive’ for this purpose and ‘City Centre’ for the closedsection of Castle Street.

Consultation:

The proposal was initially discussed within Council and was detailed in the owners, traders andcommunity workshops held for the development of the City Centre Strategic Plan. As the proposalwill affect not only the owners and occupiers of property in High Street, but also the community atlarge, a wider consultation process should be used.

The consultation process should include the statutory requirement of public advertisement for 28days but also media releases to ensure as many people as possible are given the opportunity tocomment.


Council adopted a policy on the 26 October 2000 for the naming of Roads, Streets, Bridges andPublic Places and the proposal conforms to the policy.

There is a history of the road connection between Coffs Jetty and the main City Centre (in the earlydays the City Centre area was the Village of Brelsford and later known as Top Town).

Early records including maps and plans show that the street now named Park Avenue wasoriginally named Harbour Road and extended easterly through what is now Brelsford Park andeasterly along the (Victoria Street) ridge to near Beacon Lookout and then down to the Jetty.

The records also reveal that the Top Town or western part of now High Street was always knownby that name. However, the section at the Jetty was originally named Ocean Street, there beingno link originally between the two streets. When this road became the main road link between TopTown and the Jetty the section to Dibbs Streets was called High Street with the section east ofDibbs Street to the Jetty called Ocean Street. In 1953 Ocean Street (Dibbs to the Jetty) wasrenamed High Street.

cont’d


F7 Road Renaming - High Street, Coffs Harbour (cont’d)


In the case of road names, Section 162 of the Roads Act permits Council to name/rename a publicroad. It must give the Geographical Names Board at least one month’s notice of the proposedname.

In exercising its powers, Council must follow the procedures set out in Clauses 7-10 of the Roads(General) Regulations 2000.

Issues:

Council’s objective is to have a name which reflects the geographic, community, tourism andhistoric links and focus that the City Centre and Coffs Harbour have. Harbour Drive successfullyaddresses this objective.

Renaming High Street and the closed section of Castle Street (refer to attached map) will impactbusinesses using the property address and to a lesser extent, residents. There will be costs to allin advertising, signage, stationery and the like. For this reason the physical side of renamingshould occur from a certain date in the future to allow these costs to be absorbed by Council,businesses and residents alike.

Stylised signage may also be appropriate to reinforce the link and objective although no fundshave been allocated for this level of expenditure.

Should High Street be renamed, consideration should be given to renaming West High Street toHigh Street as the principle in the policy is not to use the compass points in street names.

Consideration might also be given to renaming Marina Drive to Harbour Drive as well on the basisthat it finalises the link to the harbour, but this is not proposed.

Other Departments’ Comments:

Nil


There will be a cost to Council to change all street finger signs. There are 60 signs and they willcost $3,200 to replace.


As suggested earlier, a specific date for the physical name change may be appropriate and the 1January 2003 is proposed.

Recommendation:

1. That approval be given to naming High Street from the Pacific Highway to OrlandoStreet as ‘Harbour Drive’.

cont’d


F7 Road Renaming - High Street, Coffs Harbour (cont’d)

2. That approval be given to naming the closed section of Castle Street adjoinign HighStreet as ‘City Centre’.

3. That the proposal be advertised in accordance with Clauses 7 to 10 of the Roads(General) Regulations 2000.

4. That the outcomes of any submissions be reported to Council.

- 54 -

Attachments:


F8 ROAD RENAMING - SUMMERLAND WAY

Purpose:

To seek Council support for the proposal to rename Summerland Way to Summerland Highway.


Advice has been received from the Summerland Way Promotional Committee that, at its lastmeeting it considered a proposal by Grafton City Council that Summerland Way be renamedSummerland Highway.

The committee recognised that considerable improvements had occurred on the road in the pastseveral years and that it would be appropriate to consult with member councils and the roadauthorities in New South Wales and Queensland to support the proposal.

Consultation:

The Summerland Way Promotional Committee is consulting with all councils involved and the roadauthorities in New South Wales and Queensland.


Support for the renaming conforms to Council’s policy.


Responsibility for renaming lies with the State Government.

Issues:

The renaming will no doubt assist with submissions to government and promotion.


There will be some cost in replacing signage but any financial benefit will come from the status thename may give and its potential to help with lobbying.


Correspondence will be forwarded to the committee following Council’s decision.

Recommendation:

That Coffs Harbour City Council advise the Summerland Way Promotional Committee of itssupport for the change of name Summerland Way to Summerland Highway.


F9 OUTSTANDING REPORTS AND RESOLUTIONS AWAITING IMPLEMENTATION

Purpose:

To provide Council with an update of requests for reports and previous resolutions of Councilawaiting implementation.


Attached is a list of outstanding reports awaiting action and resolutions that are in the process ofimplementation.

Recommendation:

That the report be noted.

- 57 -

Attachments:

OUTSTANDING REPORTS

MeetingDate Report required on: Current Position

Planning Environment and Development

27/1/00 19 - PED.1 - DA NO. 247/95, Expansion of WasteManagement Facility, Englands Road. Further reporton the possibility of a quarry on the waste disposalfacility site be brought back to Council.

Pending resolution ofSouth Coffs LEP

14/6/01 T45 – State Environment Planning Policy No. 64 –Advertising and Signage. Report back whenDepartment of Urban Affairs and Planning hasadvised of outcome of Council’s application forexemption.

No response fromDUAP (planningNSW)

Engineering Committee

14/6/01 EN49 - Tender – Reconstruction of Rail Bridge,Lower Bobo Road, Ulong. Council negotiation furtherwith SRA to determine satisfactory outcome andreport back to Council.

10/8/00 EN75 Trade Waste Policy. A report be presented ona review of Category 3 discharge management andfees for industries within the city connected to thesewerage system.

Report pending

24/1/02 1 – Reclaimed Water – Report on the following:a) community facilities which could potentially be

connected to reclaimed waterb) cost estimates of providing infrastructure to the

site boundariesc) funding optionsd) suggested priorities and timing of projectse) community benefits derived from the connection

of reclaimed water to the proposed sites

24/1/02 CW14 - Tenders - Community Consultation - Stage 1Sewerage Strategy. That a decision on this matterbe deferred and a further report be brought back toCouncil’s meeting on 14 February 2002.

Economic & Community Enterprises Committee

24/1/02 6 – Matters of an Urgent Nature - Changed TrafficConditions in Park Beach Area. That a report beprepared for Council outlining the impact on the ParkBeach area as a result of the opening of HogbinDrive North.

- 58 -

RESOLUTIONS OF COUNCIL AWAITING IMPLEMENTATION

ORDINARY MEETING – 25 JANUARY 2001

� 16 - Purchase of Plant and Equipment

That the Finance and Administration Committee be asked to seek, from an externalprofessional source, a review of hire, purchase and lease of plant and equipment for Council inline with the new taxation requirements.

SPECIAL MEETING – 3 MAY 2001

� 108 – 9 - 2001/2002 Draft Management Plan

6. That the General Manager report back to Council with respect to Coffs Harbour FutureDevelopment Corporation and Streets Ahead Inc with regard to the current structure andformat of those organisations.

PLANNING ENVIRONMENT AND DEVELOPMENT COMMITTEE13 SEPTEMBER 2001

� T96 - F60 - National Summit - Value your Volunteers or Lose Them (EMA)

3. Council approach Commissioner Koperberg as to the feasibility of a combined regionalemergency training facility and headquarters for our rural fire service and state emergencyservice to be established in Coffs Harbour at the Coffs Harbour Airport.

ENGINEERING COMMITTEE – 13 SEPTEMBER 2001

� EN82 – 76 - Revisions to Floodplain Management Manual

That the report on the changes to the NSW Government Floodplain Management Manual benoted and a Workshop for Councillors be held on the issues.

� EN85 – 79 - Sewer Rehabilitation Strategy

1. That Council adopt the “Sewer Rehabilitation Strategy” as attached.2. That the Strategy be placed on public exhibition.3. That a Workshop be conducted for property conveyancers and Real Estate Agents to

explain “PipeChecks” and its proposed implementation.4. A quarterly report regarding the implementation of the sewer rehabilitation strategy and its

impacts on stormwater management be reported to Council.

- 59 -

ORDINARY MEETING – 24 JANUARY 2002

� CW4 - PED2 - Surplus Road Corridor Land at Macauleys Headland

1. That Council note the comments and recommendations made by the State Governmentauthorities in relation to the proposed zonings of the surplus road corridor.

2. That a stakeholder workshop be held to work through the issues with a desire to provide azoning recommendation acceptable to the majority of the parties involved.

3. That the State Government authorities who made comment be advised of the proposedworkshop for the surplus road corridor and request their attendance.


F10 BANK BALANCES AND INVESTMENTS

Purpose:

To list Council’s Bank Balances and Investments.


A copy of the state of Bank Balances and Investments as at 31 December 2001 is attached.

Recommendation:

That the Bank Balances and Investments totalling $128,433,305 as at 31 December 2001 benoted.

K O LavelleDirector of Finance and Administration

- 61 -

Attachments:

- 62 -

- 63 -

ECONOMIC AND COMMUNITY ENTERPRISES DEPARTMENT REPORT

E4 TENDER FOR THE SUPPLY AND APPLICATION OF A REJUVENATOR FOR THEMAIN RUNWAY

Purpose:

The purpose of this report is to present to Council the tenders for the supply and application ofrejuvenator for the main runway at Coffs Harbour Regional Airport.


Tenders for the “Supply and Application of Coal Tar Surface Enrichment Sprayed Treatment to theMain Runway and some Taxiways at Coffs Harbour Regional Airport” (Contract No 01/02 – 76 –TO) closed on 5 February 2002. The tender called for the supply and application of a suitablematerial to rejuvenate the surface of Runway 03/21 and Taxiways A, C, E1 and E2.

All these pavements have bituminous concrete (hotmix) surfaces of various ages ranging from 6 to15 years old. All are in good condition but need the application of a rejuvenator to ensurecontinued good condition. The affects of weather and sun dry the light oils from the surface of thebitumen causing it to harden and become brittle. This leads to surface cracks and ultimatelysurface failures.

The replacement of these light oils into the surface of these pavements is extremely important toensure they remain in the condition they enjoy at present. The major part of the contract will bethe treatment of the main runway, which has not been treated since it was originally surfaced 15years ago. It is in excellent condition for a pavement so old but is now overdue for this treatment.

Tenders were received from:

1. Australian Sealcoating Pty Ltd, Revesby NSW2. Australian Pavement Maintenance Systems Pty Ltd, Tamworth NSW


Tender procedures were carried out in accordance with Council policy. Council’s Tender ValueSelection System was applied during the tender review process.


The calling, receiving, opening and reviewing of tenders was carried out in accordance with LocalGovernment (Tendering) Regulations.

Issues:

Assessment of the tenders is contained in the attached confidential supplement.

cont’d

- 64 -

E4 Tender for the Supply and Application of a Rejuvenator for the Main Runway (cont’d)


The 2001/02 Airport budget has a capital works allocation for this work. The tendered amount fitswithin this allocation.


The duration of this work is estimated at 2 weeks. The work will commence as soon as possibleafter the contract is signed. The specifications call for the bulk of work to be done of a night whenthe runway is closed. The Method of Working Plan contained within the specification requires anyrunway closures not affect regular public transport operations. No scheduled flights will be affectedby this work.

Recommendation:

1. That Council accept the tender of Australian Sealcoating Pty Ltd, ACN 091 798 122, forContract No. 01/02 – 76 – TO Airport Works – Surface Enrichment Sprayed Treatment(SEST) for the schedule of rates tendered, on the basis that:-

a) the tender is the most advantageous tender following application of Council’sTender Value Selection System and is the lowest tender price based on the scheduleand estimated project quantities.

b) the Tenderer has the necessary experience and his references have confirmed hisability and satisfactory performance.

c) The Tenderer’s financial references are satisfactory.

2. That the contract documents be completed under Common Seal of Council.

P C LittlerDirector of Economic and Community Enterprises

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