PLANNING & ENVIRONMENT – OCTOBER 2011 MONTHLY REPORT · 7 External services variance is due to...

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Agenda – Planning & Environment Committee – 9 November 2011 - #3366235

PLANNING AND ENVIRONMENT COMMITTEE

9 NOVEMBER 2011

13 PLANNING & ENVIRONMENT – OCTOBER 2011 MONTHLY REPORT Peter Tabulo : 1/59/2 - #3232579v4

RECOMMENDATION: That the report on the Planning and Environment Department for the month of October 2011 be received and noted. P Tabulo General Manager Planning & Environment

154


ACTIVITY: Management & Support Monthly Summary No recent meetings have occurred in relation to The Urban Design Advisory Board. Cairns Regional Council - Urban Development Institute of Australia (Cairns Branch) Working Group The CRC - UDIA Working Group met on 27 October 2011. Topics discussed during this meeting included: - FNQROC working group; - CCTV Costs; - Constructions Security Bonds; - Standard Conditions; and - The take up of the Headworks Discount. Council’s Manager, Economic Development gave a presentation on the development of Council’s Economic Incentives Policy and Council’s Planning Scheme Project Manager presented on the Strategic Directions Paper for the new Cairns Regional Planning Scheme. The CRC - UDIA Working Group next meets on 15 December 2011. Performance Indicators (Ratings: = Satisfactory, ? = Marginal, X = Unsatisfactory)

Performance Rating:

Variance Report

Divisional Operating Budget Performance

-30%-20%-10%

0%10%20%30%40%50%60%70%80%

% u

nder

or

over

bud

get

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Revenue Expenditure

Rev tolerance range 0 to +2% Exp tolerance range 0 to -5%

Prospective Actions

Divisional Capital – NO FIGURES AVAILABLE AT THE TIME OF COMPILING THIS REPORT

Expenditure to End October 2011

Expenditure % of Budget

2011-12 Budget

(original) Planning & Environment

TOTAL COUNCIL

155


Performance Rating:

Variance Report

No. of Divisional Operating Initiatives Completed

0

25

50

75

100

1st 2nd 3rd 4thQuarters

Perc

enta

ge

% Initiatives Completed % Initiatives Projected Target 95% Complete

Prospective Actions

Operating Divisional Budget Assessment: Planning & Environment

For the period ended 28 October 2011 Note YTD YTD Variance Variance Actual Budget $ $ $ % Operating Revenue

Fees and Charges 1 3,289,773 3,538,488 (248,715) (7)% Other Revenue 2 261,105 282,236 (21,131) (7)% Internal Revenue 3 13,603 0 13,603 100 %Total Operating Revenue 3,564,480 3,820,724 ( 256,244) (7) %

Operating Expenditure Employee Costs 3,380,473 3,396,463 15,990 0 % Overtime 4 129,132 124,962 ( 4,170) (3)% Agency/Temp Staff Costs 5 81,884 16,280 ( 65,604) (403)% Materials 6 74,217 126,198 51,981 41 % External Services 7 152,664 263,467 110,803 42 % Legal Services 8 88,477 96,508 8,031 8 % Consultancy Services 9 229,449 372,236 142,787 38 % Travel Expenses 10 11,802 10,708 ( 1,094) (10)% Other Services 11 107,411 148,352 40,941 28 % Internal Charges 12 345,309 530,424 185,115 35 % Competitive Neutrality

Charges 93,170 92,486 ( 684) (1)% Depreciation and

Amortisation Expenses 13 93,895 123,776 29,881 24 % Bank Charges 407 480 73 15 % Bad and Doubtful Debts 14 10,791 25,500 14,709 58 % Other Expenses 15 4,217 6,720 2,503 37 % Contributions and

Donations 16 11,306 29,250 17,944 61 %Net Operating Result before Tax &

Dividend 4,814,606 5,363,810 549,204 10 %

NET OPERATING RESULT (1,250,125

) ( 1,543,086) 292,961 19 %

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Explanations

1 The unfavourable variance for fees and charges is due to the following: - less than anticipated revenue from health licences (-$164k), infringement fines and penalties (-$44k), impact assessment fees (-$38k), dog registration fees (-$34k), parking station fees (-$32k), plan endorsement fees (-$29k), commercial regulation parking fees (-$25k), reconfiguration assessment application fees (-$19k), engineer drawing checking fees (-$17k), building certification lodgement fees (-$12k), zoning searches and town planning (-$9k), clearing of land (-$7k), checking of operational drawings (-$6k) and earthworks application fees (-$4k) - greater than anticipated revenue from parking meter collections ($44k), outdoor dining fees ($41k), service income ($28k), environmental protection licences ($21k), commercial recreation permits ($20k), construction monitoring fees ($11k), berthing fees ($9k), recovered infringement fines ($9k) and animal impounding fees ($7k)

2 Other revenue is lower than budget due to the timing of invoice payments for Flagstaff Hill (-$32k), budget will be redistributed in the second budget review. This has been slightly offset by an increase in legal costs recovered ($11k).

3 Internal revenue is greater than budget due to higher than anticipated revenue from the rehire of pool vehicles. Budget to be adjusted as part of the second budget review process.

4 Overtime is higher than anticipated due to a high level of after hours call outs. 5 Agency/temp staff costs are higher than budget due to recent vacancies within Cemeteries and

unanticipated leave in Building Services. 6 Materials are under budget due to less than anticipated expenditure on miscellaneous supplies

($10k), staff amenities ($8k), scientific and technical equipment ($7k), chemicals ($7k), light plant ($6k), promotional materials ($6k), floating plant and loose tools ($3k), office furniture and equipment ($2k) and other equipment and supplies ($2k).

7 External services variance is due to lower than anticipated expenditure for repairs and maintenance services ($27k), rental and leasing expenses ($23k), cash collection services ($20k), towing of abandoned vehicles ($17k), landscaping services ($9k), training services ($7k) and external hire of minor plant and equipment ($6k).

8 Legal services to date are less than originally anticipated. 9 Expenditure on consultancy services is lower than expected due to lower utilisation to date. 10 Travel expenses variance is due to higher than anticipated accommodation requirements. 11 Variance in other services is due to lower than anticipated expenditure on printing, photocopying

and publishing ($18k), print advertising ($10k), private works expenditure ($4k), search fees ($4k), licences ($4k), conferences and seminars ($3k), electricity ($3k) and telecommunication mobile phone charges ($2k). These have been offset mainly by an increase in general services (-$4k) and EDI bulk postage (-$3k).

12 Favourable variance is due to less than anticipated utilisation of internal job charging ($210k). This has been slightly offset by higher than anticipated pool vehicles (-$21k) and long term dedicated fleet hire (-$6k)

13 Depreciation to date is less than originally forecast. 14 Bad and doubtful debts are lower than expected due to the timing of write off amounts. 15 Other expenses are lower than budget due to less than anticipated sundry expenditure. 16 Favourable variance for contributions and donations is due to less than anticipated annual

contribution amount.

157


Operating Budget Assessment : General Manager Planning & Environment

For the period ended 28 October 2011 YTD YTD Variance Variance Actual Budget $ $ $ % Operating Revenue 0 0 - 0 %

Total Operating Revenue - - - 0 %Operating Expenditure

Employee Costs 176,371 166,150 ( 10,221) (6)% Materials 9,183 11,628 2,445 21 % External Services 10,861 16,232 5,371 33 %

Consultancy Services 4,244 - ( 4,244) (100)%

Travel Expenses 11,297 10,708 ( 589) (6)% Other Services 3,699 5,100 1,401 27 % Internal Charges 8,351 9,031 680 8 %

224,006 218,849 ( 5,157) (2)%NET OPERATING RESULT ( 224,006) ( 218,849) ( 5,157) (2)%

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BRANCH DEVELOPMENT ASSESSMENT

ACTIVITY: Development Assessment

Monthly Summary - Development Applications

The last month saw an increase in the number of development applications with 24 Applications received in the last week of October. The trend continues to be applications for domestic and small scale developments.

On Target Operating Initiative Status Relevant

Linkage(s) Due Date Complete

(enter %) Yes (enter )

No * (enter X)

1. Oversee implementation of Departmental aspects of the Connecting Project.

3.1 Jun 2012 ongoing

* Variance Report for Initiatives not on target: The project continues to look at ways to improve the delivery of development applications to our customers and targets a 20 business day target turnaround for approvals as opposed to the 40 day statutory time limit. The DA team continue to meet to discuss improvement of the reporting and procedure in line with this project. Most delegated reports are still being delivered with the 20 business day target turnaround time. The DA team have implemented an improved process for low risk DAs (ie. Extension to Houses in Character Precincts, simple applications for houses in areas with hillslopes and conservation overlays etc.) in response to the results of Council’s Voice of the Customer Survey. An initial review of the Applications indicate that those Applications that qualify for the Fast-Track process are being turned around in less than ten (10) business days. Prospective Actions for Initiatives not on target: Operating Budget Assessment: Development Assessment

For the period ended 28 October 2011

YTD YTD Variance Variance Actual Budget $ $ $ % Operating Revenue

Fees and Charges 330,828 444,968 ( 114,140) (26) % Internal Revenue 8,292 0 8,292 100 %Total Operating Revenue 339,119 444,968 ( 105,849) (24)%

Operating Expenditure Employee Costs 763,253 732,308 ( 30,945) (4)% Overtime - 450 450 (100)% Agency/Temp Staff Costs - 1,000 1,000 100 % Materials 2,833 2,432 ( 401) (16)% Consultancy Services 129,073 62,511 ( 66,561) (106)% Other Services 14,241 9,816 ( 4,425) (45)% Internal Charges 47,072 36,189 ( 10,883) (30)% Other Expenses 193 - ( 193) (100)%

956,665 844,706 ( 111,959) (13)%NET OPERATING RESULT ( 617,546) ( 399,738) ( 217,808) (54)%

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BRANCH PLANNING STRATEGIES

ACTIVITY: Strategic Planning Monthly Summary – end October 2011 Mount Peter Master Planning Council has responded to the Department of Local Government & Planning (DLGP) on the first state interest review comments for the Mount Peter Structure Plan and Amendments to CairnsPlan. Although a response was expected several months ago, Council is yet to receive further advice from the DLGP. Following receipt of this, Council officers and the Master Planning consultant team will respond to any issues raised and report back to Council prior to notification commencing. Edmonton Town Centre / Hillslopes Overlay Amendment Both amendments to CairnsPlan are still undergoing the Second State agency review. Following notification from the Minister for Local Government and Planning, Council will be required to pass a resolution for the commencement of the amendments. It is not known when this advice will be provided to Council. Cairns Regional Local Heritage Register Council proposed to enter 240 places in its Local Heritage Register at its October Ordinary Meeting. Letters will be sent to affected owners and a public notice placed in the local newspapers on the 10 November 2011 to commence the public notification. It is anticipated a report will be presented back to Council at the January 2012 Ordinary meeting to consider submissions and make a decision on the register. Cairns City Centre Master Plan Council adopted the Cairns City Centre Master Plat at its October Ordinary meeting. A detailed implementation program outlining staged works and prioritised elements for consideration in the capital works program and financial model will be prepared by the asset owners as part of capital works deliberations. Council also resolved to work in partnership with the Department of Transport and Main Roads to ensure the Cairns Transit Network planning is integrated with the planning for the City Centre. Cairns Transit Network Council officers have attended the Technical Working Group to discuss design elements for the Lake Street transit station component of the CTN. Further details on this component will be refined over the coming months. In addition to the Technical Working Group, the Steering Committee met on 1 November to ensure governance elements are addressed. A workshop on the CTN was held with Councillors on the 3 November 2011.

160


New Planning Scheme Strategic Directions paper was endorsed by Council at its October Ordinary Committee Meeting and is to be released as an information package on line. News letters and fact sheets are also included. Work continues on building the planning scheme structure (ie – zones, overlays, tables of assessment and mapping) and developing the Strategic Framework. Centres, Employment and Transit Oriented Communities Study progressing with small group facilitation workshops with business sectors and government agencies held on 24/25 October. Housing Choice Studies and Bio-Diversity Strategy progressing. Scenic Amenity Study tender closes 3 November. Natural Hazard Strategy brief is to be finalised and tendered in November. Sustainability Scorecard Since the adoption of the Admin Instruction in March 2011, the online Sustainability Assessment tool has been used to assess projects, Council report recommendations and procurement decisions over 650 times. The tool has highlighted opportunities for alternative approaches in projects and contracts to improve performance. Quarterly Snapshot The Sustainability Scorecard project provides mechanisms to assess and report on sustainability performance across Council. The State of the Environment – Sustainability Scorecard provides an annual scorecard for Council. A new element of the P & E monthly report will be a Quarterly Snapshot of departmental performance using aggregated departmental scores from the Sustainability Assessment tool. This report backdates from July. The percentage figures relate to performance based on answers to questions in the Sustainability Assessment tool. The higher the percentage, the higher the sustainability rating. The aim is for Council to improve the percentages received which indicates the consideration of the criteria in the Assessment tool into projects. The lag indicator data at the end of the year should follow suite. This report provides the Executive Team and Council with trends based on the four themes of sustainability per department and usage patterns of the Sustainability Assessment tool. Reports can be provided down to Branch level if more specific information is desired.

Infrastructure Services March - June

Infrastructure Services July - Oct

161


Water & Waste March - June

Water & Waste July - Oct

Planning & Environment March - June Planning & Environment July - Oct

Corporate Services March - June Corporate Services July - Oct

162


Community, Sport & Cultural March – June Community, Sport & Cultural July – Oct

Sustainable Design Policy, Guidelines and Checklist Council adopted the Sustainable Design Policy and Checklist for use in all new and retrofitted Council buildings. This is a major project to come out of the Climate Change is for Council buildings to use less energy, generate renewable energy, use less water, have reduced operating costs, provide a comfortable and healthy indoor environments, have minimal ecological impacts and maintain and restore habitat and community space around buildings. Planning Strategies will coordinate workshops with key Council stakeholders over the next few months. Climate Change & Sustainability Grant Applications are now open for the newly created Climate Change & Sustainability Grant. The Climate Change & Sustainability Grant program provides financial assistance to not-for-profit community groups that want to make a positive contribution to promoting sustainable communities, improving energy efficiency, or enhancing community resilience to climate change and/or peak oil. The grant opened on 3 October and close on the 25 November. Grants of up to $10,000 are available for successful groups from a total pool of $20,000.

Energy and Emissions Data Management System (EES) Council is developing an intranet based centralised energy and emissions data system that meets the national reporting standards and provides timely and accurate information for the day to day emissions management of Council assets. The system will monitor Council’s carbon emissions and in accordance with its greenhouse reduction target for 2020. The aim is for all staff to be able to access the reporting functionality in order to make carbon emissions consideration business as usual.

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The system has been deployed to Council’s live production environment and is testing with data for the 2010/11 financial year. The system will generate a complete greenhouse inventory for 2010/11 which will include landfill and fugitive emissions. It is due to be launched before the end of the year. Biodiversity Conservation Strategy Planning Strategies is preparing a Biodiversity Conservation Strategy which is a key project under Goal 1 of the Corporate Plan. This strategy is being developed with the input of various internal and external stakeholders and will guide the direction of biodiversity conservation for Council over the next 10 years. Council is currently liaising with external stakeholders. Sea Change Taskforce – Mobile Population Data Research Project Council will be participating as a case study area in the Sea Change Taskforce’s Mobile Population Data national research project. The project will be led by Professor Graeme Hugo, Director of the National Centre for Social Application of Geographical Information Systems at the University of Adelaide. There have been approximately 15 Council areas invited to participate in the project across Australia. No additional information has been made available since the last update. Costs and Coasts: an empirical assessment of physical and institutional adaptation pathways. Council will be participating as a partner in a CSIRO led project which seeks to understand the financial costs, risks and responsibilities for adapting to future coastal inundation risks under climate change scenarios. The other Council case study partners will be Sunshine Coast Regional Council and Moreton Bay Regional Council. An inception meeting was held on 28 October and a project reference group will be formed to ensure the project meets Council objectives. Climate Change Adaptation Taskforce (CCAT) In April 2011 Council decided to participate in the development of the proposed Coastal Councils Adaptation Taskforce; and commit to Coastal Councils Adaptation Taskforce membership. Planning Strategies have been assisting on an Establishment Committee to development of the taskforce. The taskforce will be a dedicated and local Government led and managed alliance and it aims to assist Councils to collectively prepare and adapt for sea level rise and other coastal impacts of climate change. The taskforce is for Queensland Coastal Councils and aims to work with not duplicate work undertaken by other organisations in this area. Consultation activities Earth Smart Science Schools Celebration Day Council hosted the ESSS Celebration Day on 28 October. Schools participating in this years program exhibited their work, ideas and enthusiasm.

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On Target Operating Initiative Status Relevant

Linkage(s) – Corporate Plan

Due Date Complete (enter %) Yes

(enter ) No * (enter X)

1. Mount Peter Master Plan 3.1;3.2; 3.3; 3.5; 5.4

June 2012 - ongoing

90%

2. New Planning Scheme 1.1, 1.2, 1.7, 1.9, 3.1, 3.3, 3.4, 3.5, 3.6, 3.7, 5.1, 5.2, 5.4, 6.3, 6.4, 6.6, 6.7

June 2012 -ongoing

20%

3. Edmonton Town Centre Master Plan

3.1;3.2; 3.3; 3.5; 5.4

June 2012 - ongoing

25%

4. Operational Amendments to the Planning Schemes

3.1, 3.2, 3.3, 3.4, 3.5

June 2012 - ongoing

50%

* Variance Report for Initiatives not on target: Council is now awaiting a response from the DLGP on the Mount Peter amendments to proceed to the next statutory step. * Prospective Actions for Initiatives not on target: None.

165


ACTIVITY: Sustainable Communities – Environment & Heritage

On Target Operating Initiative Status Relevant Linkage(s) – Corporate Plan



1. Douglas Heritage Study 3.1, 3.4, 6.3, 6.6

Sept 2012 1000

2. Cairns Heritage Study 3.1, 3.4, 6.3, 6.6

Sept 2012 100

3. Climate change strategy implementation

3.1; 3.5; 1.3; 1.7; 1.8; 6.6; 6.7

June 2012 - Ongoing

45

4. Sustainability Scorecard implementation

3.1; 3.5; 1.3; 1.7; 1.8; 6.6; 6.7

June 2012 - Ongoing

98

5. Green Smart (Energy Smart / Travel Smart)

3.5; 1.3; 1.7; 1.8; 6.6; 6.7

June 2012 20

6. Energy & Emissions Data Management System

3.5; 1.3; 1.7; 1.8; 6.6; 6.7

June 2012 95

7. Sustainable Living Expo 3.5; 1.3; 1.7; 1.8; 6.6; 6.7

Sept 2012 0

8. Community climate change program

3.1, 3.5, 1.3, 1.7, 1.8, 6.6, 6.7

June 2012 60

9. Biodiversity Strategy 3.5, 1.3, 1.7, 1.8, 6.6, 6.7

June 2012 75

10.Sustainable Design Policy & Guidelines

3.5, 1.3, 1.7, 1.8, 6.6, 6.7

June 2012 90

11.Climate Change Grant 3.5, 1.3, 1.7, 1.8, 6.6, 6.7

June 2012 55

12.Climate change mapping & communication risks &

3.5, 1.3, 1.7, 1.8, 6.6, 6.7

June 2012 10

* Variance Report for Initiatives not on target: * Prospective Actions for Initiatives not on target:

166


Operating Budget Assessment: Planning Strategies

For the period ended 28 October 2011

YTD YTD Variance Variance Actual Budget $ $ $ % Operating Revenue

Internal Revenue 3,860 0 3,860 100 %Total Operating

Revenue 3,860 - 3,860 0 %Operating Expenditure

Employee Costs 387,999 333,753 ( 54,246) (16)% Overtime 1,027 832 ( 195) (23)% Materials 244 964 720 75 % Consultancy Services 93,100 308,724 215,624 100 % Other Services 7,940 25,184 17,244 68 % Internal Charges 15,638 12,983 ( 2,654) (20)% Contributions and

Donations 11,306 19,250 7,944 41 % 517,255 701,691 184,436 26 %

NET OPERATING RESULT ( 513,395) ( 701,691) 188,296 27 %

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BRANCH ENVIRONMENTAL ASSESSMENT Model Local Laws Project Council's Adopted Local Laws have been listed on the DLGP website which indicates that they have been accepted by the State.

ACTIVITY: Environmental Assessment – General Administration

On Target Operating Initiative Status Relevant Linkage(s)



1. Oversee implementation of Departmental aspects of the Connecting Project.

10.3 Jun 2012 40

* Variance Report for Initiatives not on target: Animal Management and Health Connecting Teams have reviewed the process for barking. * Prospective Actions for Initiatives not on target:

ACTIVITY: Local Laws Compliance




1. Implement new local laws in accordance with the requirements of the Local Government Act 2009

1.9, 2.6 Jun 2012 75


ACTIVITY: Cemeteries




1. Develop new area in Martyn Street Cemetery for additional grave sites

2.2 Jun 2012 5


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Operating Budget Assessment: Environmental Assessment

Environment Assessment For the period ended 28 October 2011

Not

e YTD YTD Variance Varianc

e Actual Budget $ $ $ % Operating Revenue

Fees and Charges 2,958,945 3,093,520 ( 134,575) (4) % Other Revenue 261,105 282,236 ( 21,131) (7) % Internal Revenue 1,451 0 1,451 100 %Total Operating Revenue 3,221,501 3,375,756 ( 154,255) (5) %

Operating Expenditure Employee Costs 2,052,851 2,164,252 111,401 5 % Overtime 128,105 123,680 ( 4,425) (4)% Agency/Temp Staff Costs 81,884 15,280 ( 66,604) (436)% Materials 61,957 111,174 49,217 44 % External Services 141,803 247,235 105,432 43 % Legal Services 88,477 96,508 8,031 8 % Consultancy Services 3,032 1,000 ( 2,032) (203)% Travel Expenses 505 - ( 505) 100 % Other Services 81,531 108,252 26,721 25 % Internal Charges 274,248 472,221 197,972 42 % Competitive Neutrality Charges 93,170 92,486 ( 684) (1)% Depreciation and Amortisation

Expenses 93,895 123,776 29,881 24 % Bank Charges 407 480 73 15 % Bad and Doubtful Debts 10,791 25,500 14,709 58 % Other Expenses 4,024 6,720 2,696 40 % Contributions and Donations - 10,000 10,000 100 %Net Operating Result before Tax &

Dividend 3,116,680 3,598,564 481,884 13 %

NET OPERATING RESULT

104,82

1 ( 222,808) 327,629 147 %

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Council Deputations – Planning & Environment October 2011

DEPUTATIONS

SUMMARY OF DEPUTATION

SUGGESTED

ACTION

Minnie Street Residents Mr Garry Smith Mr George Thomson Mrs Marion Thomson Mrs Glenyis Passfield Mr Chris Swan # 3324157

To request Council either not review the business permit for the Asylum Backpacker Hostel; or Council implement conditions of operations when Asylum’s business permit is renewed

Mr Garry Smith, Mr George Thomson, Mrs Marion Thomson and Mrs Glenyis Passfield presented on behalf of residents in Minnie Street.

Premises is unlicensed but residents are encouraged to bring their own alcohol. Noise is excessive, there are many obscenities towards residents and residents feel threatened. They believe the problem lies with the owner and management of Asylum and staff are consuming alcohol on the premises.

They would like to see Council either close the business or ensure that all relevant conditions of approval are adhered to. Suggested that the tables at the front of the building are placed at the rear. Front of the premises be made an alcohol free area.

Council has planted trees on the footpath but they are small and will take time to grow. They are not helping in any way.

Garry Smith believed guests were breaking Council bylaws by creating a public nuisance. Staff advised that there is no bylaw regarding public nuisance. It is a police matter.

Health of residents in the area is being affected as they are unable to sleep and many commence work at 5 a.m. or 6 a.m. It is affecting income, leases are not being renewed and tourism in the area is being affected. There are two schools in the area St Monica’s and Cairns State High. Other backpacker establishments are not affiliated with Asylum. The residents have made 100’s of calls to the police over the past 12 months.

Council officers advised that Asylum have lodged an application for renewal of their permit. The premises will be inspected next week.

Premises have been inspected, and a report will be presented to a future Council meeting.

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