SORELL COUNCIL - AGENDA OUTLINE · COUNCIL AGENDA COUNCIL CHAMBERS ... General Manager of the Sorell Council, ... Attended South East Boxing tournament

C O U N C I L A G E N D A

COUNCIL CHAMBERS COMMUNITY

ADMINISTRATION CENTRE (CAC)

18 OCTOBER 2016

Notice is hereby given that the next meeting of the Sorell Council will be held at the Community Administration Centre (CAC), 47 Cole Street, Sorell on Tuesday, 18 October 2016, commencing at 6.00 pm.

C E R T I F I C A T I O N I, Robert Higgins, General Manager of the Sorell Council, hereby certify that in accordance with Section 65 of the Local Government Act 1993, the reports in this Agenda have been prepared by persons who have the qualifications and experience necessary to give such advice. Information and recommendations or such advice was obtained and taken into account in providing general advice contained within the Agenda. Notices of Motion and supporting documentation from Councillors are exempted from this certification. ROBERT HIGGINS GENERAL MANAGER 13 October 2016

AGENDA FOR THE COUNCIL MEETING TO BE HELD AT THE COMMUNITY ADMINISTRATION CENTRE (CAC), 47 COLE STREET, SORELL ON 18 OCTOBER 2016

TABLE OF CONTENTS

1.0 ATTENDANCE 1

2.0 APOLOGIES 1

3.0 DECLARATIONS OF PECUNIARY INTEREST 1

4.0 CONFIRMATION OF THE MINUTES OF 20 SEPTEMBER 2016 1

5.0 MAYOR’S REPORT 1

6.0 SUPPLEMENTARY ITEMS 2

7.0 COUNCIL WORKSHOPS REPORT 2

8.0 DEPARTMENTAL REPORTS 3

8.1 GOVERNANCE – ROBERT HIGGINS, GENERAL MANAGER 3

8.2 ENGINEERING & REGULATORY SERVICES – RUSSELL FOX, MANAGER 12

8.3 HUMAN RESOURCES, CUSTOMER & COMMUNITY SERVICES – JESS RADFORD, MANAGER (4 days per week) 26

8.4 FINANCE AND INFORMATION – TINA HOUSE, MANAGER 31

9.0 PETITIONS 33

10.0 LAND USE PLANNING 33

10.1 DEVELOPMENT ASSESSMENT SPECIAL COMMITTEE MINUTES 33

11.0 GOVERNANCE 38

11.1 COPPING REFUSE DISPOSAL SITE JOINT AUTHORITY (CRDSJA) REPORTS 38

11.2 WHISTLE BLOWER PROTECTION POLICY 42

11.3 FRAUD AND CORRUPTION PROTECTION POLICY 53

12.0 FINANCE & INFORMATION 65

12.1 EXECUTIVE SUMMARY – FINANCIAL PERFORMANCE SEPTEMBER 2016 YTD 65

13.0 QUESTIONS FROM THE PUBLIC 84

14.0 CLOSED MEETING 84

15.0 ACRONYMNS 85

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SORELL COUNCIL MEETING

18 OCTOBER 2016

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1.0 ATTENDANCE Mayor K Vincent Deputy Mayor B McDonald Councillor K Degrassi Councillor V Gala Councillor G Evans Councillor C Torenius Councillor N Reynolds Councillor L White Councillor D De Williams

2.0 APOLOGIES

3.0 DECLARATIONS OF PECUNIARY INTEREST

4.0 CONFIRMATION OF THE MINUTES OF 20 SEPTEMBER 2016

RECOMMENDATION “That the Minutes of the Council Meeting held on 20 September 2016 be confirmed.”

5.0 MAYOR’S REPORT

RECOMMENDATION “That the Mayor’s communication report as listed be received.” This communication is provided as a courtesy, any items that require Council action and/or decision will be listed as separate agenda items. Any Councillor requiring information on any matter contained in the communication report please contact the Mayor at any time.

Council meeting, DASC and Workshop as required.

Conducted Seniors Advisory Group meeting.

General Manager and myself had our monthly meeting with Minister Hidding.

Opened the Dunalley Skate Park Clrs Degrassi, De Williams and Reynolds attended.

Participated in Forcett Community Conversation Clrs McDonald, Torenius and Degrassi and senior Council Managers attended.

Attended Midway Point Yacht Club season open day.

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Attended KPMG merger presentation day along with Clrs McDonald , Evans Torenius and Gala.

Attended Taswater General meeting.

Attended South East Boxing tournament.

Assisted at South Eastern Community Care open day.

Conducted Australian Citizenship ceremony.

Met with Peter McGlone and Phil Sorby re: plastic recycling.

Attended STCA Board meeting.

Continued work on STCA Waste Group.

Conducted Trade Training Centre Board meeting.

Attended Rural Gardens launch with Minister Rockcliffe.

Presented awards at South East Basketball Association.

Sorell Council Seniors Luncheon. Clr Evans also attended.

6.0 SUPPLEMENTARY ITEMS

RECOMMENDATION “That the Council resolve by absolute majority to deal with any supplementary items not appearing on the agenda, as reported by the General Manager in accordance with the Local Government (Meeting Procedures) Regulations 2015.” In accordance with the requirements of Part 2 Regulation 8 (6) of the Local Government (Meeting Procedures) Regulations 2015, the Council by absolute majority may approve the consideration of a matter not appearing on the agenda, where the General Manager has reported:

a) The reason it was not possible to include the matter on the agenda; and

b) That the matter is urgent; and

c) That advice has been provides under section 65 of the Local Government Act 1993.

7.0 COUNCIL WORKSHOPS REPORT The following Council Workshop was held on 4th October 2016.

Date Purpose Councillor Attendance Councillor Apologies

4 October 2016

Council Workshop

Degrassi, Gala, Evans, Torenius, Reynolds, White, McDonald and Vincent

De Williams

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8.0 DEPARTMENTAL REPORTS

RECOMMENDATION “That the Departmental reports as listed be received.”

8.1 GOVERNANCE – ROBERT HIGGINS, GENERAL MANAGER

Various meetings with Abetz Curtis, Manager HR - Customer and Community Services and Lady Gowrie regarding final transition arrangements with Children’s Services sale.

Various meetings with consultants and staff across both Councils for data provision / service catalogue to KPMG and review of preliminary reports.

Common Service Joint Venture Meeting with BC, SMC, GCC – 22nd Sep.

APM opening breakfast at Trade Training Centre – 23rd September.

Meeting with Mayor and Minister Hidding – 26th September.

Meeting with Dunalley Tasman Neighbourhood House and Jess Radford, community capacity building project across Sorell & Tasman Councils – 29th September.

Forcett Community Conversation – 29th September.

Meeting with two land owners and Russell Fox regarding future development / rezoning – 4th October.

Meetings with staff and consultants to continue 20 year industrial, commercial and residential land supply strategy.

KPMG report presentation and ensuing media scrum – 5th October.

Depot leadership and admin structure review announcement – 6th October.

SMT, budget, DASC and Council workshops / meetings – as scheduled.

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8.2 ENGINEERING & REGULATORY SERVICES – RUSSELL FOX, MANAGER ENGINEERING AND REGULATORY SERVICES – Russell Fox

The following tender has been advertised publically:

Footpath, Kerb and Channel Works. Meetings attended included:

Two potential developers in Sorell area who are interested in rezoning their property to residential.

Consultants regarding future 20 year land availability for residential, commercial and industrial zones within the municipality.

Dunalley Skate Park opening.

Forcett community conversation at Forcett Hall.

J Richmond / K Pearce During the month of September, Council received no requests to waiver fee/s. (As per Council’s Policy Number 9 of 2005 Part B Not-for-profit Community Based Organisations can apply for waiver of fees, approved under the delegation of General Manager).

DEVELOPMENT ASSESSMENT – (J Richmond) The following table provides details of the overall Planning, Plumbing and Building Applications received for the year 2016 together with current yearly figures from 1 January 2016 to 30 September 2016.

Application Type 2015 Year to date 2016

Planning including Subdivisions

387 279

Plumbing 282 213

Special Plumbing 102 83

Building 316 241

337 CERTIFICATES – (R Woods) Council also processed 34 certificates in September which relate to the sale of properties as detailed below (337 certificates).

Apr May June July August September

29 49 33 44 34 31

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PLANNING – (J Richmond) Analysis of applications received during the period of January 2016 to September 2016.

Type Jan 2016

Feb 2016

March 2016

April 2016

May 2016

June 2016

July 2016

Aug 2016

Sept 2016

DA’s 31 25 27 28 26 27 24 22 27

SA’s 3 4 4 8 3 1 4 0 4

PSA’s 0 0 0 0 2 1 2 1

STR 1 0 2 2 0 0 2 1

ADH 0 1 0 1 0 1 0 2 1

Total 35 30 33 37 31 31 29 29 34

Legend: DA’s – Development Applications SA’s – Subdivision Applications includes Boundary Adjustments PSA’s – Planning Scheme Amendments STR – Strata Applications ADH – Adhesion Orders

DEVELOPMENT ASSESSMENT SPECIAL COMMITTEE – (J Molnar & J Richmond) The Development Assessment Special Committee (DASC) met on the 6 September and approved an application for visitor accommodation proposing four villa units at 146 Old Forcett Road. No applications were presented to full council on the 20 September 2016. DELEGATED AUTHORITY – (J Richmond) During the month of September a total of 29 Planning Approvals / Permits were issued including;

12 Applications approved as Permitted Developments; and

17 Applications approved as Discretionary Developments. Of the permitted developments approved under delegation, 6 proposals were received which complied with development standards for “no permit required” under the Sorell Interim Planning Scheme 2015. In summary 26 development applications, 1 Subdivision and 1 application for Section 56 Minor Amendments were approved under delegated authority, the remaining 1 approved by DASC.

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Address: Proposal: D/P Value:

106 Carlton Beach Road,Dodges Ferry

1 Ryans Lane, Dunalley

146 Old Forcett Road, Forcett

22 & 24 Barilla Court, Midway Point

21 Mongana Street, Dodges Ferry

5 Eighth Avenue, Dodges Ferry

59 Carlton Bluff Road, Primrose Sands

579 Shark Point Road, Penna

33 Cole Street, Sorell

33 Grevillea Street, Primrose Sands

2 Lewis Court, Lewisham

10 Forcett Street, Sorell

16 Whitelea Court, Sorell

13 Sandpiper Drive, Midway Point

1 Ash Close, Sorell

151 Carlton Beach Road, Dodges Ferry

7A Forcett Street Sorell

4 Riverdown Court, Forcett

24 Provence Drive, Carlton

29 Barilla Court, Midway Point

397 Shark Point Road, Penna

19 Rotuli Street, Dodges Ferry

37 Bay Street, Dunalley

19 Lewis Court, Lewisham

2A Heron Crescent, Midway Point

75 Lewisham Scenic Drive, Lewisham



14 Mary Street, Lewisham

Residential - Dwelling

Residential – Outbuilding & Visitor Accom

Visitor Accommodation - 4 x Units

Adhesion Order


Residential Front fence & additions

Residential - Outbuilding


Residential - 2 x Apartments &Carports



Educational & Care Store (Shed)

Strata - 2 x units

Strata - 2 x Units

Strata Plan 2 x Units

Residential - Section 56 Minor Amend

Residential - Multiple Dwellings x2

Resource Development (Raspberry Farm)






Residential - Additions to Dwelling


Residential - Additions



1 Lot Subdivision

Disc

Disc

D-DASC

Perm

Disc

Disc

Disc

Disc

Disc

Disc

Disc

Perm

Perm

Perm

Perm

Disc

Disc

Perm

Disc

Disc

Disc

Disc

Ex

Ex

Ex

Ex

Ex

Ex

Disc

$400,000.00

$50,000.00

$189,000.00

$000

$200,000.00

$000

$11,000.00

$150,000.00

$450,000.00

$302,863.00

$14,000.00

$95,000.00

$000

$000

$000

$000

$340,000.00

$50,000.00

$150,000.00

$280,000.00

$18,000.00

$20,000.00

$210,000.00

$20,000.00

$230,000.00

$000

$250,000.00

$250,000.00

$3,679,863.00

APPEALS – (J Molnar) The appeal concerning an application for additions to a dwelling at 34 Jetty Road, Dodges Ferry did not progress to a hearing, as the plans submitted by the applicant differed in crucial aspects as to what was observed during a site visit. This led to the Planning Tribunal, on the 2nd September, ruling that the development application was deficient and “renders the decision of the Council the subject of the appeal invalid”. Consequently the permit issued by Council is deemed not valid.

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STATUTORY PLANNING – (J Molnar) Continued my involvement with the Southern Planners Technical Reference Group (TRG) concerning proposed changes to the regional interim planning scheme and the impending Tasmanian Planning Scheme. Meetings of the TRG take place at various council locations including at Sorell Council on 15th September which I chaired. Council’s Senior Environmental Planner and myself will be attending a hearing on the 4th October at the Tasmanian Planning Commission (TPC) offices into the Onsite Waste Water Management Code which the southern regional planners & environmental health officers are supporting, however, there is no such Code in the state’s Tasmania Planning Scheme. STRATEGIC PLANNING – (J Molnar) The public advertising associated with the planning scheme amendment initiated by Council at its meeting of the 2nd August concerning land at Lewisham has concluded and three representations were received. A s.39 report presenting those representations together with officer responses will be shortly presented to Council for their consideration. The two other planning scheme amendments have also completed their respective public exhibition. The rezoning of land to Rural Living at Penna is subject to two representations in opposition, whilst the rezoning to Rural Living at Dodges Ferry is subject to one representation focusing on the provision of wildlife corridors. Additional information is being sought from the applicants in respect to issues raised during the public exhibition period. The TPC has consented to an extension of time until 1st November for the applicants to provide such information. Council will then formally consider these matters at a future DASC meeting. Council has engaged Echelon Planning to prepare a 20 year land supply strategy for the municipality. A number of meetings, site visits and compilation of planning / development data has been provided to the consultants by planning and GIS staff. The consultations will assess land supply and demand data and consequently consider expansion options for residential, industrial and commercial land. It is anticipated that this work will be completed by the end of 2016 or early 2017.

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There will be community input during the public advertising of the draft strategic document in 2016. An important outcome of the project will include the development of Masterplans for selected expansion options for residential, industrial and commercial land in the municipality. Furthermore this strategic work will be incorporated into the development of the Local Provisions Schedule for the Tasmanian Planning Scheme which is anticipated to be developed in 2017. BUILDING – (K Pearce) SEPTEMBER 2016 A Total of 35 Completion Certificates (Building Work) were issued in September 2016. A Total of 32 Building Applications were Approved in September 2016 (details below).

No: Address: Proposal: Amount:

1 16 Lagoon View Court, Midway Point

Dwelling, Deck, Attached Garage & Retaining Walls $350,000.00

2 119 Pennington Drive, Sorell Outbuilding $14,770.00

3 166 Penna Road, Midway Point New Dwelling (8 Parcell Way) $301,454.00

4 1 Ryans Lane, Dunalley Change of Use & New Outbuilding $2,500.00

5 17 Boobyalla Street, Primrose Sands New Dwelling $150,000.00

6 10 Wattle Road, Dodges Ferry Extension to Dwelling $42,000.00

7 45 Wolstenholme Drive, Sorell Outbuilding with Fixtures $25,000.00

8 11 Penna Beach Street, Midway Point New Dwelling & Attached Garage $262,600.00

9 150 Bally Park Road, Dodges Ferry Demolition, Additions and Alterations $180,000.00

10 12 Riviera Drive, Carlton Amendment - Dwelling & Attached Garage $0.00

11 39 Grevillea Street, Primrose Sands Alterations and Additions (Games room) $82,000.00

12 69 Esplanade, Midway Point Amended Plan - Structural changes to deck $0.00

13 20 Bay Street, Dunalley one 6x3 demountable & one 6x3 Lunchroom $0.00

14 177 Josephs Road, Carlton Additions to Dwelling $150,000.00

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No: Address: Proposal: Amount:

15 4 Curlew Street, Primrose Sands Garage $10,000.00

16 8 Gatehouse Drive, Sorell Outbuilding - Stage 1 $65,000.00

17 62 Esplanade, Midway Point Amended Plan - Dwelling $0.00

18 575 Shark Point Road, Penna Dwelling $200,000.00

19 103 Bally Park Road, Dodges Ferry

Stage 3 - Remainder of Dwelling and Outbuilding construction $86,000.00

20 10 Arlenar Street, Carlton New Dwelling $150,000.00

21 12 Elizabeth Street, Lewisham 2x Carports $18,000.00

22 684 Carlton River Road, Carlton River Dwelling, Solar Panels & Studio $300,000.00

23 579 Shark Point Road, Penna Stage 1 - Earthworks $5,000.00

24 18 Lateena Street, Dodges Ferry Deck and Roof $8,000.00

25 16 Barilla Court, Midway Point New Dwelling $250,000.00

26 10 Bluebell Close, Sorell Dwelling $193,500.00

27 23 Honolulu Street, Midway Point Dwelling & Garage $260,000.00

28 30 Barilla Court, Midway Point Dwelling $250,000.00

29 2 Lewis Court, Lewisham Shed $14,000.00

30 31 Parnella Road, Dodges Ferry As constructed Porch $6,000.00

31 7 Billett Court, Sorell Garage $30,800.00

32 24 Provence Drive, Carlton Dwelling $192,000.00

Total Value: $3,598,624.00

PROPOSAL: TOTAL:

New Dwellings 13

Extensions & Alterations 6

Garages & Outbuildings 8

Other 5

TOTAL: 32

BUILDING COMPLIANCE AND INSPECTIONS – (S Hill) Note that this report covers to 15 Sept due to commencing Long Service Leave on the 19 September through to 10 October.

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Details of building enforcements Issued and Resolved during August 2016 and September 2016:

Type Issued

August September Total Year to Date 2016

BN GM 1 3 4 11

BO GM 1 2 3 10

BID 3 3 6 6

BN BS 0 1 1 1

BO BS 0 0 0 1

EO GM 1 1 2 6

INFRINGEMENT 0 0 0 1

Total 6 10 16 36

Type Resolved

August September Total Year to Date 2016

BN GM 0 0 0 10

BO GM 0 0 0 10

BID 1 0 1 6

BN BS 0 0 0 2

BO BS 0 0 0 1

EO GM 0 1 1 9

INFRINGEMENT 0 0 0 3

Total 1 1 2 41

Legend: BN GM – Building Notice General Manager BO GM – Building Order General Manager BID – Building Inspection Direction BN BS – Building Notice Building Surveyor BO BS – Building Order Building Surveyor EO GM – Emergency Order General Manager INFRINGEMENT – Infringement Notice

Work continues on the finalisation of old building files. During September, I provided 1 day of Building Surveyor service to Brighton Council and have attended the Australian Institute of Building Surveyors conference. During September 8 new enquiries requiring investigation have been received.

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During August 2016 and September 2016 the following inspections were undertaken:

Inspection Type August 2016

September 2016

Inspection - Statutory Building Surveyor 4 3

Inspection – Other (Building Certificate, etc.)

3 0

Inspection – Enforcement 2 6

Inspection – Fire Damaged Property 1 0

Inspection – Building Audit 0 0

Inspection – Occupancy Checks 0 0

Total 10 9

PLUMBING – Bill Butler (Completed by K Pearce) There were 30 Plumbing Applications Approved for September 2016. There were no Plumbing Order(s) issued in September 2016. DEVELOPMENT ENGINEERING – (L Ashlin) Assessments Development Engineering has examined 34 applications (development & subdivision) for the September period which required engineering input as follows:

Category Apr

2016

May

2016

June

2016

July

2016

August

2016

Sept

2016

Developments 27 32 35 27 27 28

Subdivision 7 4 5 3 3 6

Building 32 22 16 23 23 59

Final Plan of Survey 1 2 2 0 0 0

Total 34 36 40 30 30 34

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Development Engineering Compliance Development Engineering is continuing to actively undertake inspections and monitoring of approved developments under construction. Current developments under construction are as follows:

Gatehouse Drive Stage 3 – Sorell

Nash Street – Final Stage – Sorell (on hold)

Quarry Road, Forcett (9 Lots) (on hold)

10 Montagu Street (incl. Burnett Street) – Stages 2 & 3 (RCCC – contractor) Audit inspections for new road, K&G, footpaths, driveways and stormwater infrastructure are ongoing for the above developments. Subdivision Design Plans Received for Approval – (Future Construction)

8 Simmonds Lane – Primrose Sands Contract Construction/Design:

Craigs Hill Road stormwater improvements – commence 8 September

Carlton River Bridge – Bridge Pro successful tenderer.

Bridge Replacements – VEC successful tenderer

Marion Bay Road reconstruction documents – Batchelor Construction Group was successful contractor – anticipate a start in October (12 weeks).

Future Project being designed: Fulham Road, Brinktop Road, Pawleena Road, Carlton River Road (black spot funding), Penna Road (Reynolds Rd to Kindergarten bus stop).

ENVIRONMENTAL HEALTH – (Greg Robertson & Karen Loone) September 2016 Activities

Assessments of DA, BA ,SA and SPP’s have been completed.

Numerous enquires received about suitable locations within the municipal area for food vans.

Action taken against vendors selling from roadside or Council land without a permit.

Several enquiries and complaints received about backyard burning and offensive odours.

Investigation of food business complaints.

Investigation of several complaints about failing septic tank systems.

Burnt down buildings.

Investigation of several noise complaints.

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Caravan, kennel licence, public health risk activities annual registrations have been sent out.

Prepared annual recreational water quality monitoring report and sent to the Director of Public Health.

Developed a prototype weight which fits to the base of garbage and recycling wheelie bins to make them more stable and less likely to fall over, Veolia has been trialling before a batch is made for a larger trial.

Prepared the Environmental Health annual health report. COMPLIANCE – (D Carter) Compliance officers attended to the following requests

Animals September

Dog on beach/reserve 0

Dog at large 11

Dog attack – person 1

Dog attack – animal 4

Dog’s found/Impounded 11

Nuisance created by dog’s 6

General request for action 12

Infringements issued for dogs 11

Enforcement

Fire Hazards 0

Littering Infringements 0

Parking infringements 0

DEPOT WORKS – (Ken Grierson / D Johnson) This report is provided to brief Councillors of the current works program and the intended upcoming activities. While exact commencement timeframes for projects may vary and be subject to other reactive maintenance demands on resources, the report is intended as an indicative guide that may be of assistance in answering requests from the community. Road Construction Crew

Urban Street Sealing as per 2016-17 Budget has commenced at Layette Street, First Avenue and Jetty Road, Dodges Ferry.

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Road Maintenance Crew

Maintenance of sealed road various locations pot hole patching, edge breaks etc in accordance with maintenance system.

Normal Maintenance and inspections continues in the way of Routine and Preventive Maintenance.

Stormwater Crew

Stormwater Pit maintenance in Dodges Ferry area; and

Bridge Maintenance in various locations. Parks and Reserves Crew

Maintenance – Parks staff will continue to undertake general maintenance of the various parks, ovals and playgrounds across the municipality.

ASSET ENGINEER – (B Oakley) Tasmanian Audit Office Audit of Asset Financial Records Council has received formal advice from the Tasmanian Audit Office of the successful completion of our asset finances audit, which is complete without recommendation. This is a significant achievement for all those involved and confirms that our recently introduced systems and processes are to the benefit of Council. Transfer of Stormwater Assets in MyData Over the recent months, an inventory of Council owned stormwater assets have been created from both historic and As Constructed data. Upon introduction to MyData, this inventory has been re-valued based upon rates sourced from other Tasmanian Councils to better represent current market replacement costs. The Total Replacement Value of this newly introduced asset category is in excess of $41M and covers stormwater assets including pipes, pits, manholes, major open drainage channels and gross pollutant traps. PROJECT ENGINEER - (A Walters) Road & Traffic Quotes received for footpath jobs:

- Bay Road, Midway Point

- Cole St, Sorell

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Tender submissions sought for:

- Carlton Beach Rd, Dodges Ferry

- Walker St/ Forcett St, Sorell

- Fitzroy St, Sorell Cole St (Station Lane to Sorell Rivulet bridge) reseal scope of works confirmed on-site with Department of State Growth and contractor. Concrete seal applied to recent steetscape works in Gordon St, also intersection of Station Lane and Cole St. Dunalley Hall BBQ shelter design complete with two options for wall material being considered depending on price. Dunalley Cemetery Columbarium design underway. Dunalley Skate Park Gate at main entrance removed and large rock installed to allow for mower access. New sign and plaque from Rotary installed. Pembroke Park Quotes received for tree removal at entrance. Shelters for soccer and little athletics have been donated by Rotary, locations to be confirmed and then shelters installed. Pittwater Neighbourhood House Deed signed. Detailed design nearing completion. Gypsy Bay Groyne Grant for maintenance works received from MAST and works underway. Swannies Bridge Contractor preparing proposal to repair defects. Administration Preparation of tender specification for kerb and gutter jobs. Grants Grant application complete for Dodges Ferry Skate Park modifications.

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BUILDING MAINTENANCE – (Ken Smith) All Buildings - general maintenance requirements as per form 46/56. Repairs and maintenance to:

- Copping Hall , Silicon entry roof

- Midway Point hall – fix leaks

- Dunalley hall- water ingress investigation

- Primrose Sands hall – electrical

- Pittwater Community Centre - roof leaking, malfunctioning keypad.

- Dodges Ferry - light switches.

- CAC – 6mth mechanical services maintenance/ test and tagging.

- Malunna Childcare centre subsurface drain commenced, leaks addressed.

- PCYC shelving.

- Dog pound – anti slip strip / elevate freezer.

- Sorell Memorial hall – lobby – window (quotes).

- Identifying locations of Sewer and Storm water inspection openings on council buildings and installing signage ongoing.

Repairs and maintenance to public toilet facilities:

- Dunalley canal new bladder assembly in urinal / 2 new wall flush units.

New master key system.

Red Cross Projects: Imlay St toilet -

- Shade sail building permits issued

- Building arrived Canal BBQ area – preliminary Drawings complete NRM FACILITATOR – (P Gray) Repair of a section of the Dunalley Canal bank behind the toilet and tourist information shelter will commence the week of 17th Oct. Working with NRM Sth in holding a Cultural Burn Workshop. Completing the construction of a coastal walk between Richards Av and China Creek foot bridge Dodges Ferry.

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Investigating and designing two coastal walks:

1. between China Creek foot bridge and Gary Street.

2. Continue the Richards Ave walk through to Rantons Rd. Work with Dodges Ferry TFS for a prescribed burn in the Dodges Ferry rec reserve this spring and an Autumn burn in the orchid area near the skate park. Work with the Midway TFS to burn boxthorn that has been removed within the Ingham’s property and a burn with the Ingham’s eucalypt plantation along Main Rd. Plan a burn within the grassed area behind the Council depot. Work on several stormwater outfall designs and apply for Crown Land consent to do the works as well as Aboriginal Cultural Heritage. Obtain a landowner agreement to construct a section of the Sorell tracks and trails walk along the Midway foreshore. NRM FACILITATOR – (A Blakney) The Tasman Council Green Army completed projects in both council areas, including boneseed removal at Dunalley, and weeding, mulching and planting at Miena Park. Attended National Landcare Conference in Melbourne. Supported Tasman Landcare Group: facilitating projects, Facebook, meetings. The Tasman Landcare Group is hosting soil management workshops for producers (workshop to be repeated in Koonya 12 Oct and Tea Tree 11 Oct), primarily catering to those that have recently started to use irrigation and intensify production. Successful in a grant application to FRRR for a Swift Parrot tree planting project in the Dunalley 2013 bushfire zone. October is Bushfire Awareness Month; working with Tas Fire Service on Bushfire Ready Expo at Taranna 22 October.

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8.3 HUMAN RESOURCES, CUSTOMER & COMMUNITY SERVICES – JESS RADFORD, MANAGER (4 days per week) MANAGEMENT The Manager met with/attended the following during the month of September:

Dunalley Skate Park Opening

DTNH Representative re: Community Capacity Building Project

Forcett Community Conversation

Various meetings relating to HR issues

Council Workshop

Council Meeting

Various meetings with Lady Gowrie, Sorell School and Abetz Curtis in relation to transfer of Child Care Services

Senior Management Team Meetings

Actioning of various HR issues HUMAN RESOURCES New Starters

Mary McCormick – Child Care Support Officer – Casual – 26 September 2016

Greg Turnbull- Animal Management Officer – Fixed Term - Part Time – 20 September 2016

Susan Webb - Finance Officer – Full Time – 3 October 2016

Louis Temple - Labourer – Full Time –10 October 2016 Recruitment

Information Management Officer – Applications closed 10 October 2016. Resignations Mandy McLeod – Information Management Officer – 7 October 2016 Donna Macarthur – Child Care Support Officer – 21 October 2016 Employee Changes Cheryl Onn – Customer Service Officer - Appointed Perm-Part Time – 17 October 2016.

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Workers Compensation Claims Council currently has 5 open claims:

Employee #1 – Long term back injury; currently under QBE Program for alternative job seeking and step down of wages to 85% is payable.

Employee #2 – Trip injury involving wrist, leg & back; workplace rehabilitation specialist has been appointed.

Employee #3 – Left hip injury with back pain; workplace rehabilitation specialist has been appointed.

Employee #4 – Thumb injury – rehabilitation specialist provided – Physiotherapy and possible surgical intervention.

Employee #5 – Toe injury – surgery was required, currently off work until mid-October, and will return on restricted duties.

Training Other Performance reviews being conducted by Managers and Supervisors. Dealing with various other HR matters and HR updates to staff as required. PAYROLL

Processing of fortnightly pays.

End of Month reporting.

Implementation of ESS

COMMUNITY SERVICES Customer Services

2877 Dogs Registered (16/17)

Hard Waste Collection bookings.

Green Waste Collection bookings.

Receipting figures – September 2016:-

o Rates Payments Receipted 460

o Dog Registrations Receipted 71

o Reg. Applications Receipted 84

o Other Payments 111 (Child Care, RV’s, Infringements, Pound Release, Fees etc.)

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Telephone Call Report – September 2016

Number of

Answered Calls

Average Speed of Answer

Percentage of Calls

Answered

Building 109 17 Seconds

85.2%

Enquiries 205 12 Seconds

76.5%

Malunna 96 20 Seconds

78.0%

Payments 23 10 Seconds

79.3%

Planning 120 19 Seconds

79.5%

Plumbing 23 10 Seconds

22.3%

Rates 53 14 Seconds

74.6%

Waste/Animals 323 12 Seconds

80.1%

TOTAL 952 14Seconds 74.6%

Communications

Sorell Times - regular monthly advertisement and one article (Sorell School Working Bee).

Councillors Calendar – October

Facebook (15 September – 12 October) o 1540 Likes o 16,632 people reached o 35 page views o 2,735 post engagements

Website updated with information regarding:- o Sorell Regional Art Prize and Exhibition o Vacation Care Program

Publications

Annual Report 2015/2016 drafting commenced.

December edition of Community News newsletter drafting commenced.

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Events

Dunalley Skate Park Opening event – well attended with approx. 90 people in attendance.

Seniors Week Luncheon – event was held in collaboration with Lions Club of Sorell.

Australia Day Awards event planning has commenced.

Community Projects

St George’s Cemetery Storyboards – Fourth Storyboard for Cemetery fence on Parsonage Place being finalised.

Visitor Information Centre Tourist Boards – Content and design for the boards outside the Centre have been sent to the printers with the boards to be installed in the coming weeks.

Signage created and installed Dunalley Skate Park outlining conditions of usage and recognising financial supporters of the park.

Working with Ningana Uniting Age Well regarding creating new Christmas Street banners.

Community Consultation/Engagement

Community Conversation – Forcett Meeting held on 29 September. Promotions underway for Sorell Meeting (27 October).

Seniors Advisory Group meeting 20 September.

Signs made for Community and Youth Grants recipients to use at their events/activities to acknowledge Council’s funding support.

Financial Assistance for Individuals

Kobey Hassett, representing Tasmania at the Australian Boxing Titles in Cairns.

Visitor Centre There were 140 visitors accessing the Centre in the month of July and 166 volunteer staff hours were provided. Currently working with/supporting the following Community Groups/Organisations on Various Issues

Pembroke Park Users.

Stakeholders concerning the Arts Precinct proposal.

Special Hall Committees.

Discussions with Nugent and Forcett Halls.

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Loritz Circus.

Volunteering Tasmania.

South Eastern Community Care re their Seniors Week event.

SBRA. CHILDREN’S SERVICES Continued discussions with Lady Gowrie around the transfer of business. During the month of September, the average weekly placement numbers at our Children Services were:- Malunna Child Care Centre

Currently families enrolled 58, totalling 68 children attending.

CENTRE VACANCIES

MON TUES WED THURS FRI

TOTAL 8 5 3 3 7

*This Service is licensed for 38 places per day After School Care

We had 35 families enrolled, with a total of 31 children attending throughout the program.

SERVICE USAGE


CHILDREN ATTENDING

15 10 13 10 3

**This Service licensed for 30 places per day Vacation Care

We had 28 families enrolled, with a total of 43 children attending throughout the program.

SERVICE USAGE


CHILDREN ATTENDING

20 31 25 19 27

**This Service licensed for 40 places per day

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8.4 FINANCE AND INFORMATION – TINA HOUSE, MANAGER FINANCE

Financial Management

The annual financial statements that were lodged with Tas Audit Office

have been reviewed and approved, with no audit recommendations;

Reviewing the capture of leave provisions within the general ledger;

Currently working with OST to review and correct a number of processing

issues;

A number of policies are being reviewed and updated.

Revenue

The second instalment notices are due to be issued this month;

To the end of September, 40% of rates raised have been paid in full.

Audit

Tas Audit Office were on site for the end of financial year audit for week

commencing 5th September;

The audit management letter has been provided to Council, with no

recommendations.

Grants & Funding

Advice has been received from Tas Water that no indexation on payments

is expected for the 2016/17 financial year.

Federal Government have advised that previously expected Roads to

Recovery Funding for 2016/17 has been reduced by $283k with this monies

added to the allowance for 2017/18.

Contract Management and Leases

Lease register is being developed and updated progressively.

Information Technology and Communications

The IT team have rolled out the new version of Windows (Windows 10) and

have completed Council wide training;

The Information Technology capital works projects for 2016/17 are current

in progress, with expected completions prior to Christmas;

The IT Team are currently writing a new Disaster Recovery / Business

Continuity Plan;

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The IT Team are reviewing security arrangements for Council premises,

including response times;

Negotiations continue with local business for the installation of CCTV

cameras.

Information Management

TAHO (Tasmanian Archive and Heritage Office) conducted an audit of

Council records management on 19th August. TAHO advised they will only

make a maximum of three recommendations, with the final report yet to

be received by Council.

Insurance

Insurance renewals for the 2016/17 financial year have been completed

with all insurances in place for the coming financial year. Quotes were

obtained from three brokers for comparative purposes.

Staff Management

A new Finance Officer has been appointed to Council, with Susan Webb

commencing on 3rd October. Susan has previous experience at Southern

Midlands Council.

Fleet Management

The fleet replacement program for 2016/17 will be actioned from

September / October 2016;

Meetings

Council meetings and workshops as required.

Staff meetings with Finance & Information staff as required.

Senior Management Team (SMT) meetings as required.

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9.0 PETITIONS At the time of preparation of this agenda no petitions had been received.

10.0 LAND USE PLANNING The Mayor advised in accordance with the provisions of Part 2 Regulation 25 of the Local Government (Meeting Procedures) Regulations 2015, the intention of the Council to act as a planning authority pursuant to the Land Use Planning and Approvals Act 1993 is to be noted. In accordance with Regulation 25, the Council will act as a planning authority in respect to those matters appearing under item 10 on this agenda, inclusive of any supplementary items.

10.1 DEVELOPMENT ASSESSMENT SPECIAL COMMITTEE MINUTES ^

RECOMMENDATION “That the minutes of the Development Assessment Special Committee (DASC) Meetings of 11 October 2016, as attached be noted. Attachments (4)

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11.0 GOVERNANCE

11.1 COPPING REFUSE DISPOSAL SITE JOINT AUTHORITY (CRDSJA) REPORTS ^

RECOMMENDATION

“That the attached Copping Refuse Disposal Site Joint Authority (CRDSJA) report dated 29 August 2016 be received and noted.”

INTRODUCTION Sorell Council, together with Clarence City and Tasman Councils are joint owners of the Copping Refuse Facility. This group, together with Kingborough Council are members of the Authority. Periodic reporting on the performance of the facility is provided in order to monitor the community’s return on the investment and assist with strategic decisions on future investments. The attached report is provided to the General Managers of the participating Councils for Councillor briefing. Minutes of the Authority and Board meetings are tabled in the closed agenda.

ROBERT HIGGINS

GENERAL MANAGER 11 October 2016 Attachments (3) – CRDSJA Reports – 29 August 2016

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11.2 WHISTLE BLOWER PROTECTION POLICY ^

RECOMMENDATION “That Council resolve to adopt the revised Whistle Blower Protection Policy.”

INTRODUCTION The previous Whistle Blower Protection policy was approved by Council in 2011 as per resolution number 105/2011 and the intent of this revised policy is to ensure appropriate disclosures of public interest information that concerns a public officer, and is made in accordance with the Act by Council Members, Employees of the Council, and members of the public.

STRATEGIC PLAN Not applicable.

ANNUAL PLAN Council is committed to upholding the principles of transparency and accountability in its administrative and management practices and therefore, encourages the making of disclosures that reveal public interest information.

POLICY Replaces previous Whistle Blower Protection Policy 2011 as per resolution number 105/2011.

ASSET MANAGEMENT IMPLICATIONS Not applicable.

RISK MANAGEMENT IMPLICATIONS The policy ensures that Council fulfils its responsibilities under the Public Interest Disclosure Act 2002, facilitates disclosures of public interest information, provides a process by which disclosures may be made so that they are properly investigated and provides appropriate protection for those who make disclosures in accordance with the Act.

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COMMUNITY IMPLICATIONS The Policy will be available for inspection at the Council's Offices during ordinary business hours and via the Council's website.

REPORT The Public Interest Disclosures Act was instituted in order to ‘encourage and facilitate disclosures of improper conduct by public officers and public bodies, to protect persons making those disclosure and others from reprisals, to provide for the matters disclosed to properly investigated and dealt with.’ The Act empowers public officers who have reasonable grounds to believe that another public officer or body has engaged in improper conduct can disclose the improper conduct (s6). This also limits the scope of the Act in that it does not cover disclosures from all Tasmanians, only those who meet the definition of public officer. The purpose of this Policy is to ensure that Council:

properly fulfils its responsibilities under the Public Interest Disclosure

Act 2002;

encourages and facilitates disclosures of public interest information

which may include occurrences of maladministration and waste within

the Council, and corrupt or illegal conduct in general, so that internal

controls may be strengthened;

provides a process by which disclosures may be made so that they are

properly investigated; and provides appropriate protection for those

who make disclosures in accordance with the Act.

ADAM WILSON CONTRACT WHS/ RISK OFFICER 7 October 2016 Attachments (9) – revised Whistle Blower Protection Policy

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11.3 FRAUD AND CORRUPTION PROTECTION POLICY ^

RECOMMENDATION “That Council resolve to adopt the revised Fraud and Corruption Prevention Policy.”

INTRODUCTION The previous Fraud and Corruption Prevention policy was approved by Council in 2011 and the intent of this revised policy is to ensure Council is committed to acting in the best interest of the community and to upholding the principles of honesty, integrity and transparency, which are all key components of good governance.

STRATEGIC PLAN Not applicable.

ANNUAL PLAN Council’s main objective in the prevention and control of Fraud and Corruption within the Council is to identify associated risks and determine strategies to control those risks.

POLICY Replaces previous Fraud and Corruption Prevention Policy 2011 as per resolution number 106/2011.

ASSET MANAGEMENT IMPLICATIONS Not applicable.

RISK MANAGEMENT IMPLICATIONS Council recognises that Fraud and Corruption have the potential to cause significant financial and non-financial harm and that therefore, the prevention and control of Fraud and Corruption should feature predominantly within the systems and procedures of a responsible Council.

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COMMUNITY IMPLICATIONS The Policy will be available for inspection at the Council's Offices during ordinary business hours and via the Council's website.

REPORT Council has a responsibility to ensure an appropriate policy is in place for the management of Fraud and Corruption. This Policy is designed to protect public funds and assets and the integrity, security and reputation of the Council. The Policy outlines the Council's approach to the prevention, detection and control of fraudulent and/or corrupt activity and, summarises the associated responsibilities of Council Members and Council Employees. Council will not tolerate fraudulent or corrupt activity and is committed to its control and prevention by:

• establishing and maintaining an effective system of internal controls and enforcing compliance with those controls;

• regularly undertaking risk assessments to identify circumstances in which fraud and corruption could potentially occur;

• implementing fraud and corruption prevention and mitigation strategies in its day to day operations;

• establishing formal procedures for the investigation of allegations relating to fraudulent and/or corrupt activity;

• taking appropriate action in response to allegations of fraudulent and/or corrupt activity including, reporting allegations through appropriate channels and where allegations are substantiated, taking disciplinary action in accordance with the Council’s Codes of Conduct;

• ensuring all Council Employees and Council Members are aware of their obligations in regards to the prevention of fraud and corruption within the Council;

• fostering an ethical environment in which dishonest and fraudulent behaviour is actively discouraged; and

• generating community awareness of the Council's commitment to the prevention of fraud and corruption.

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Over the past few years Council has established a number of procedures to assist with the prevention and control of fraud and corruption. The effectiveness of these procedures will be continuously reviewed and assessed and will remain up to date with any future developments in fraud and corruption prevention and control techniques. ADAM WILSON CONTRACT WHS/RISK OFFICER 7 October 2016 Attachments (9) – revised Fraud and Corruption Prevention Policy

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12.0 FINANCE & INFORMATION ^

12.1 EXECUTIVE SUMMARY – FINANCIAL PERFORMANCE SEPTEMBER 2016 YTD

RECOMMENDATION “That the Executive Summary – FINANCIAL REPORT SEPTEMBER 2016 YEAR-TO-DATE be received and noted by Council.”

FINANCIAL REPORT SEPTEMBER 2016 YEAR-TO-DATE The Operating Surplus for the period ended 30 September 2016 of $9.06m is $18k ahead of the budget of $9.04m. The main drivers of this position being:- Recurrent Income is currently year to date is $13.3m which is ahead of

budget by $124k as a result of Contributions Received and Workers Compensation Reimbursements.

Operating Expenses are currently $4.2m which is $105k above budget. This is predominantly due to Materials and Services being above budget by $104k as a result of increased repairs and maintenance activity for the year to date.

NOTES TO THE ACCOUNTS

1. RATES AND CHARGES Rates & Charges are in line with budget at the end of September. 2. STATUTORY FEES AND CHARGES This category is in line with budget to the end of September. 3. USER FEES This category is above budget to the end of September, noting that the largest variances are in relation to State Building Permit and Training Levies which are $11k above budget due to the timing of remittances to the State Government. 4. GRANTS OPERATING This category is in line with budget to the end of September. 5. CONTRIBUTIONS RECEIVED

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Contributions totalling $56k have been received to the end of September with the largest contribution being for Boathouse Rise of $54k. 6. INTEREST This category is in line with budget to the end of September. 7. OTHER INCOME This category is above budget by $36k to the end of September, with the largest variation to budget being a donation of $15k received towards the Dunalley Skate Park and workers compensation reimbursements received in excess of budget of $18k 8. INVESTMENT IN TASWATER This category is in line with budget to the end of September.

9. EMPLOYEE BENEFITS Total employee benefits are ahead of budget to the end of September noting the major impactors being:

Salaries and Wages, when totalled with Leave provisions are $35k under budget to the end of the month;

Salaries transferred to WIP are under budget by $13k due to the delay in commencing the electronic capture of timesheet information;

Superannuation is under budget due to the total salaries paid subject to superannuation being less than budgeted by $13k.

Workers Compensation Insurance is above budget by $15k as a result of the actual premium percentage being higher than originally budgeted for. This will be amended as part of the Mid Year Budget Review.

10. MATERIALS AND SERVICES Materials and Services are $104k over budget to the end of September as a result of minor variances across a number of line items, in addition to:

Advertising is above budget by $9k due to increased activity;

Repairs and Maintenance are over budget by $87k to the end of September. During the month payments were made for unexpected repair work at Brinktop Road ($26k), Wards Avenue ($6k), Quarry Road ($20k), Station Lane ($6k) and Walker Street ($17k);

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Waste Management in total is $21k under budget due to the timing of receipt of invoices. The associated cashflows for this will be addressed as part of the mid year budget review.

11. DEPRECIATION AND AMORTISATION Depreciation is above budget for the year to 30 September 2016 as a result of the revaluation of stormwater assets. 12. FINANCE COSTS This category is in line with budget for the year to 30 September 2016. 13. OTHER EXPENSES The total of Other Expenses is under budget to the end of September by $30k, as a result of minor variances in a number of categories. 14. GRANTS CAPITAL Two grants have been received to date, with the larges being $22k for the Speed Advisory Signs. 15. CONTRIBUTIONS – NON MONETARY ASSETS

No movement for the year to 30 September 2016. 16. GAIN/ (LOSS) ON DISPOSAL

The loss for the year to date of $1k is made up of an accrual reversal to be corrected. 17. SHARE OF INTEREST IN JOINT VENTURES

No movement for the year to 30 September 2016.

AVAILABLE CASH The Council maintains deposits with three major banks (Commonwealth, ANZ and Bendigo Banks) and with the State owned Tasmanian Public Finance Corporation (TasCorp).

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Council’s cash position increased as expected from the beginning of the financial year as a result of the collection of rates instalments. As capital works projects are completed there will be an expected decline in cash deposits continuing up to the end of the financial year, particularly during March and April as a number of large capital projects are completed and invoicing is received from the vendors.

RATES OUTSTANDING

Attached is a graph showing unpaid rates by month for both the current and previous five years. The graph declines each month as rates are progressively paid throughout the financial year. It is pleasing to note that by the end of September 40% of the rates raised have already been collected. ATTACHMENTS

a) Statement of Income & Expenditure for the period ending 30th September 2016.

b) Statement of Financial Position at 30th September 2016. c) Detailed Statement of Income and Expenditure for the period ending

30th September 2016. d) Capital Works report for the period ending 30th September 2016. e) Graph 1 – Total Cash Available f) Graph 2 – Rates Outstanding

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13.0 QUESTIONS FROM THE PUBLIC ^ This time is allocated for questions from the public. Questions are to be kept brief and specific to the topic to which they relate.

14.0 CLOSED MEETING

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15.0 ACRONYMNS ACWC Arts & Cultural Working Committee AGM Annual General Meeting ASU Australian Services Union CAC Community Administration Centre CLRS Councillors CPR Cardiopulmonary Resuscitation CRDSJA Copping Refuse Disposal Site Joint Authority DASC Development Assessment Special Committee DEDTA Department Economic Development, Tourism & The Arts DFCRCC Dodges Ferry Community Recreation Centre Committee DPAC Department of Premier & Cabinet DSG Department of State Growth (formerly DIER) DST Destination Southern Tasmania EOI Expressions of Interest EPA Environment Permit Authority EYLF Early Years Learning Framework EWaste Electronic Waste GG Girl Guides GM General Manager ICT Information Communication Technology KRA Key Result Areas LGAT Local Government Association of Tasmania LGMA Local Government Manager’s Association LTI Lost Time Injury MAST Marine & Safety Tasmania MGR E&R Manager Engineering & Regulatory Services MGR F&I Manager Finance & Information A/MGR HR&CS A/Mgr Human Resources, Customer & Community Services NBN National Broadband Network NRM Natural Resource Management PCYC Police & Citizens Youth Club RDA Regional Development Australia RSL Returned Services League RTI Right to Information SEI South East Irrigation SERDA South East Region Development Association SMH Sorell Memorial Hall SMT Senior Management Team STAARC Sorell/Tasman Affected Area Recovery Committee STCA Southern Tasmanian Councils Association SWSA Southern Waste Strategy Association

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ACRONMYNS (continued) TCF Tasmanian Community Fund TFS Tasmania Fire Service TOR Terms of Reference TW Tas Water

Documents

SORELL COUNCIL - AGENDA OUTLINE · COUNCIL AGENDA COUNCIL CHAMBERS ... General Manager of the Sorell Council, ... Attended South East Boxing tournament