Overview
It was a busy month for meetings, and then there were the floods.
Meetings I attended:
1st: Oldbar Bushfire Recovery Community Consultations, GM Performance Review
2nd: Bushfire Recovery Working Group
3rd: Upper Lansdowne Bushfire Recovery Community Consultations
5th: Wherrol Creek Bushfire Recovery Community Consultations
10th: Council Strategic Meeting
15th: Mooral Creek Bushfire Recovery Community Consultations
17th: Council Workshop
24th: Council Ordinary Meeting
29th: Council Extraordinary Meeting
30th: Business Roundtable
I also put out 2 extra short newsletter announcements covering Council’s response to the floods.
I apologize in advance for the length of this edition, but hopefully, my labelling will help you find the things you are interested in.
Bushfire Recovery Consultations
I have been sitting in on the Bushfire Recovery Community Consultations because I deputize for the Mayor in chairing the Bushfire Recovery Workin Group. These were scheduled as a bit of a look back at what went well and what didn’t work well during the 2019 bushfire crisis. Council bushfire recovery staff have been working with communities since that time. Unfortunately, the remaining consultations for the month were postponed due to the floods.
The main outcomes of these meetings have been widespread reports of poor telecommunications during the fires, confusion of messaging between the various agencies involved, lack of timely information. Council will use this info to improve their disaster response arrangements. Unfortunately!, the floods provided another opportunity to put some of these learnings into practice.
The bushfire communications are due to recommence in April and flood recovery will be added to the workload.
In some situations, communities affected by the bushfires have also had serious road and bridge access problems during the floods.
Council Strategic Meeting - 10 March
This was a short meeting with only 5 items on the agenda. There were no contentious issues and everything was agreed unanimously. There were only six Councillors present (Bell, Epov, Hutchinson, Pontin, Smith, West).
Item 1: Community Donations Assessment Panel
To appoint an alternate for one meeting to cover Cr Robert’s sick leave. The Mayor took on the task (joining Crs Hutchinson and Smith)
Item 2: Disability Inclusion Action Plan Extension
To extend the time for completion until June 2022, due to interruptions to the required consultations due to Covid19.
Item 3: Water and Sewerage Annual Cost Comparisons 2019/2020
The report (for noting) gives 15 years of comparisons. The cost of water production is proportional to the level of treatment applied and the current Management System (to meet the Australia Drinking Water Quality Guidelines) has improved quality results but also increased costs ($500/ML, up from $424/ML the previous year). The results are affected by droughts and floods (and bushfires). Implementation of our system was audited by NSW Health and this will result in some revision.
Sewerage costs are affected by State effluent discharge requirements, the weather, equipment condition and the cost of electricity. NSW EPA has increased requirements in recent years to reduce nutrient discharges. Costs were $728/ML compared to $702/ML the previous year, with operational expenditure up 7%.
Item 4: MCC Business Continuity Plan
Development of the Plan and related Policy started in 2019. Council adopted the Policy in November 2020. The detailed Plan was considered by the Audit, Risk and Improvement Committee (ARIC) in February. The Plan is now in place.
Item 5: Report on Preparation of 2020-21 Financial Statements
The NSW Audit Office issued its engagement plan on 15 February 2021, 3 months earlier than last year. The plan covers their audit fees, reports to be issued, key issues to be considered, and the timetable. The engagement plan was discussed at ARIC in February. The detailed timetable was included in the report, with audited statements to go to OLG by 31 October 2021. The drafts will be considered by Council prior to the September election and the final statements will go to the new Council.
Council Workshop - 17 March
Councillors:
revised the draft Delivery Program/Operational Plan (DPOP) and the draft Fees and Charges for 2021-22
reviewed the draft Greening Strategy and Tree Management Controls
considered an update on postponed the New Years Eve event
were briefed on the draft Pedestrian Access and Mobility Plan, and
were briefed on the Statement of Revenue policy items and underlying budget parameters, the draft Long Term Financial Plan.
Council Ordinary Meeting - 24 March
Mayoral Minute
The Mayor read out his Minute acknowledging that Cr Jan McWilliams had resigned from Council and recognising her contributions to local government in Great Lakes Council and now MidCoast Council, commencing in 1995. Council noted the Minute and recognised and thanked Cr McWilliams for her significant contribution to local government.
Urgent Matters
This Item was brought forward to enable discussion of the floods.
Cr Epov and Cr Bell brought a Motion to waive tip fees for flood-affected residents but agreed to defer the discussion until we had been briefed by the senior NSW Government Emergency Coordinator.
We were later told (during the confidential session that the State and Federal governments would be sending in an emergency team to assist with the removal of flood waste. They would be removing the waste from homes and putting it on the kerb for later pick up and removal from the MidCoast region.
We were also briefed by staff, that should we allow all of the flood waste to go into our tips, it would significantly bring forward the time in which we would need to construct another tip “cell” at a cost of $7m.
Coming out of this briefing I moved to defer further decisions until after the public announcement had been made by the State Government - which later occurred. The matter was left for an Extraordinary meeting in a few days time.
Questions With Notice
I asked for a written report on the progress made in implementing my detailed Motion On Notice of August 2020 on financial plans, goals, policies, procedures and reports. I am keen to continue the discussion on setting some detailed financial goals for the future. The written report helped me understand that staff consider this part of the work completed when they proposed including the Fit for the Future financial benchmarks each year, as well as the benchmarks required by the Audit Office. My view is that these benchmarks are very useful, but do not substitute for some specific goals (which may help us achieve some of the benchmarks we have been missing).
Cr Epov asked three questions on - grants received for economic development, progress in the $100 million roads program, and TV advertising costs. Responses to these questions will go to the April 28 meeting.
Item 3: Appointment of ARIC Chair
The Chair of ARIC was appointed for a 2-year term and the position was advertised in January/February. Cr Keegan and I have worked with the current Chair over the last 2 years and we were involved in undertaking the merit assessment of the applicants. We were both happy to recommend that Stephen Coates be reappointed to the position. This was agreed with Crs Epov and Bell voting against.
Item 4: Councillor Reps on ARIC
Cr Keegan and myself were elected to represent Councillors on ARIC for a two-year term and ARIC first met in February 2019. Cr Keegan did not stand for election and I was reappointed and will be joined by Cr Fowler for the remainder of our term. Cr Epov voted against it.
Item 5: DA for the Primitive Camp Ground on the Pacific Highway in Buladelah.
The DA was to formalise the camping arrangements at this site which had been operating since 2013 without consent. It was agreed to establish the campground for 15 sites to be used only by self-contained RVs (this requires them to carry drinking water, be able to store all of their grey and black water and be self-sufficient in electricity) as no services will be provided. The continued use (with conditions) will provide an economic benefit to Bulahdelah and is a popular type of camping for RVs.
This was agreed unanimously, but Crs Hutchinson and Smith had sought to defer the decision until after a workshop discussion.
Item 6: Two lot subdivision in Jericho Road, Moorland.
Staff had recommended refusal of the DA because they considered the resulting lots were too small to properly accommodate an onsite sewer system. I supported this view and voted for refusal, as did Cr Epov; all other Councillors voted for the DA.
The majority view was that the lot size was adequate, as proposed by the Applicant’s consultant because this would have satisfied the previous Great Lakes and Gloucester Councils. My view is that the management of sewer waste onsite has progressed in recent years and systems that may have been deemed appropriate in the past may not be appropriate for the future. Councillors have agreed to a presentation by the staff experts on these matters in the future.
And just to be clear (the Minutes are a bit garbled) - I declared an interest as my husband works for a company that was mentioned in the report, but also reported that he had no involvement in that particular job and therefore I would participate and vote. I will need to correct the Minutes at the next meeting.
Item 7: Buladelah Service Centre
Now that the development has been approved, it is necessary to set up a Community Committee to select and prioritise improvements for the town of Buladelah that can be written into the Planning Agreement. This will require the Developer to pay for these developments. This item sought to establish the community reps and was agreed.
Item 8: Use of developer contribution funds for Wingham Library
It was agreed to provide up to $400k from these accumulated funds to go with the $500k provided by the State Government in order to expand and refurbish Wingham Library.
Item 11: Illawarra Flame Tree at 16 Breese Parade, Forster
There was a split vote on this. The majority agreed to the removal of a tree from Council grounds because a neighbour had complained about overshadowing. (A view supported by Crs Fowler, Roberts, Hutchinson, West, Bell). I voted against removal because I feared that it would set a precedent. An expert had inspected the tree and reported there were no safety concerns. My views were shared by Crs Christensen, Smith, and Epov. The tree will be removed at the neighbour’s expense.
Item 33: Contract Renewal for General Manager
The Committee charged with undertaking the General Manager’s performance review was the Mayor, Councillor Hutchinson and me. The review was undertaken at the request of the GM who was seeking a renewal of his contract. He is entitled to ask for this and Council is obliged to consider it. We were guided through this process by a consultant from LGNSW.
Following the review, the Committee recommended the GM be renewed for another 5 years. The reappointment was agreed - moved Cr Fowler, seconded Cr Hutchinson, for - West, Smith, Hutchinson, Fowler, Pontin, Roberts; Against - Crs Bell, Epov, Christensen)
Other Matters Agreed
The release of the draft Cultural Plan 2036 for 28 days of community consultation. I chaired this committee and am very pleased with the outcomes. The staff and the consultants did a great job. I recommend it to you.
That a site next to the Tennis Courts in Gloucester be used for a community garden as a trial for two years, noting that there had been no community consensus on the best site.
Noted progress on the Tuncurry Water park and agreed to further consultation once the draft design is completed
That there be no replacement for the cancelled New Years Eve celebrations due to the continued high cost of Covid marshalling and the inability to find a suitable location
Council noted the minutes of a number of MCC Consultative Groups and of Arts Mid North Coast.
Council adopted a new Asset Management Policy and noted the completion and implementation of a Business Continuity Plan.
The council let tenders for a number of bridge renewals and for the Gloucester Water Reservoirs and Mains and approved the acquisition of some land in Manning River Drive for public roads.
Council also noted a long list of regular performance, capital investments and financial reports.
Cr Hutchinson will attend the NSW Tourism Conference
I moved an urgent motion that staff request a report from the RMS on the potential health and safety implications of the inundation of the Martin Bridge lead paint removal system.
That Council provides, free of charge, the use of the Pulteney Street property for use a Recovery Centre by the NSW government for three months.
A report in response to Cr Epov’s questions on the use of restricted reserve funds was provided and noted.
Considered a very detailed and interesting water and sewer plant report on costs comparisons between plants and over the last 15 years.
Extraordinary Council Meeting 29 March
Given the events that had transpired, I believed that there was no benefit in waiving tip fees, and in fact, there were some counter-indications. The matter was never about the cost of the waived fees - it was all about managing the waste and not unnecessarily incurring significant extra waste management costs.
Cr Christensen moved (seconded Cr Fowler):
That Council note that a free kerbside pickup for flood-affected waste was announced on 25 March 2021
That Council, subject to the production of a receipt, reimburse waste disposal fees for MidCoast residents who disposed of flood-affected waste from 22-29 March 2021.
This was voted for unanimously by all Councillors present.
Before the vote, Cr Epov attempted to move an amendment but this was not allowed by the Mayor (presumably on the basis that a direct opposite is not allowed as an amendment). He did allow Cr Epov to read out his Motion as a foreshadowed motion, to be considered should the above motion not get up. The foreshadowed motion lapsed once the above motion was agreed upon.
The foreshadowed motion was not recorded in the minutes. It was quite long and I didn’t record it myself.