Download - MAITLAND CITY COUNCIL AGENDA

MAITLAND CITY COUNCIL

AGENDA

NOTICE IS HEREBY GIVEN that an

Ordinary Meeting of the Council will be held,

on 11 December, 2001, commencing at 5:30 pm.

David Evans General Manager

COUNCIL MEETING AGENDA 11 DECEMBER, 2001

Page (i)

TABLE OF CONTENTS ITEM SUBJECT PAGE NO 1 INVOCATION.............................................................................................. 1

2 APOLOGIES ............................................................................................... 1

3 DECLARATIONS OF PECUNIARY INTEREST ......................................... 1

4 CONFIRMATION OF MINUTES OF PREVIOUS MEETING....................... 1

5 BUSINESS ARISING FROM MINUTES...................................................... 1

6 MAYORAL MINUTES ................................................................................. 2

7 PUBLIC ACCESS ....................................................................................... 2

8 WITHDRAWAL OF ITEMS AND ACCEPTANCE OF LATE ITEMS OF BUSINESS .................................................................................................. 2

9 ITEMS FOR INFORMATION....................................................................... 3

9.1 STATUS REPORT ON CONSTRUCTION WORKS .................... 3

9.2 CORRESPONDENCE ANALYSIS - DECEMBER 2001 ............ 10

9.3 MONTHLY FINANCIAL REPORT - NOVEMBER 2001............. 11

9.4 ALLOCATION FOR NSW RURAL FIRE FIGHTING FUND....... 14

9.5 COUNCIL'S HOMEPAGE STATISTICS .................................... 17

10 MAITLAND YOUTH COUNCIL ................................................................. 18

11 OFFICERS REPORTS .............................................................................. 19

11.1 GENERAL MANAGER............................................................... 19

11.1.1 APPRENTICESHIP AWARDS.................................................... 19

11.1.2 MAITLAND CBD MARKETING & PROMOTION ........................ 21

11.2 FINANCE AND ADMINISTRATION GROUP............................. 23

11.2.1 STATEMENT OF INVESTMENTS HELD AS AT 30 NOVEMBER 2001 ...................................................................... 23

11.3 SERVICE PLANNING AND REGULATION............................... 25

11.3.1 LEASE - MAITLAND YOUTH ENTERPRISE INC. ..................... 25


Page (ii)

11.3.2 EPA WASTE LEVY COMPLIANCE AUDIT REPORT ................ 27

11.3.3 REGIONAL SUSTAINABILITY SEMINARS 2002....................... 31

11.3.4 SUSPENSION OF THE ALCOHOL FREE ZONE - HIGH STREET, MAITLAND FOR ANNUAL "BALL IN THE MALL" ...... 33

11.3.5 TEMPORARY ROAD CLOSURE - HIGH STREET MAITLAND FOR ANNUAL "BALL IN THE MALL" ......................................... 35

11.3.6 HIGH STREET, EAST MAITLAND DRAINAGE PROBLEM....... 38

11.3.7 PERMANENT ROAD CLOSURE - PART OF TULLOCH LANE, MAITLAND ...................................................................... 41

11.4 CITY WORKS AND SERVICES................................................. 43

11.4.1 SUPPLY OF MOTOR VEHICLES .............................................. 43

12 REFERRED COMMITTEE REPORTS ...................................................... 46

13 NOTICE OF MOTION/RESCISSION......................................................... 46

14 URGENT BUSINESS ................................................................................ 46

15 QUESTIONS WITHOUT NOTICE ............................................................. 46

16 COMMITTEE OF THE WHOLE................................................................. 47

16.1 GENERAL MANAGER............................................................... 47

16.1.1 MAITLAND GAOL MASTERPLAN ............................................. 47

16.1.2 COUNCIL LAND......................................................................... 48

16.2 CITY WORKS & SERVICES...................................................... 49

16.2.1 PLANT REPLACEMENT ............................................................ 49

17 CONSIDERATION OF ITEMS FROM COMMITTEE OF THE WHOLE .... 50

18 CLOSURE................................................................................................. 50


Page 1

PRESENT

1 INVOCATION

2 APOLOGIES

3 DECLARATIONS OF PECUNIARY INTEREST

4 CONFIRMATION OF MINUTES OF PREVIOUS MEETING

• The minutes of the Ordinary Meeting of Council held 27 November 2001 be confirmed.

5 BUSINESS ARISING FROM MINUTES


Page 2

6 MAYORAL MINUTES

7 PUBLIC ACCESS

8 WITHDRAWAL OF ITEMS AND ACCEPTANCE OF LATE ITEMS OF BUSINESS


Page 3

9 ITEMS FOR INFORMATION

9.1 STATUS REPORT ON CONSTRUCTION WORKS

File No: 122/814

Responsible Officer: Wayne Cone Group Manager City Works & Services

Author: Ian Wakem Manager Civil & Building Works

EXECUTIVE SUMMARY A report on the status of major construction works and projects within the 2001/2002 Capital Works Program is submitted for Council’s information.

OFFICER'S RECOMMENDATION THAT the information contained in this Report be noted.

REPORT The status of the construction projects within the 2001/2002 Rolling Works Program, as of 27th November 2001, is as follows. A copy of the works program for the period July 2001 to June 2002 is attached to this report as Attachment 1. 1. Drainage Construction

1.1 Clarence Street, Tenambit

A large stormwater pipeline is to be constructed from Maize Street, under Clarence Street, then following the existing open drain towards the golf course. Initial work on the project, including pipe delivery and tree lopping, commenced on 12th November, but will be suspended in late November to enable Freeman Drive to be undertaken and completed prior to Christmas. Clarence Street drainage project will be finalised in February 2002. The estimated cost is $62,400.

2. Footpath Construction

2.1 Wollombi Road, Rutherford

The construction of a concrete footpath on the western side of Wollombi Road between Tannant Avenue and the New England Highway, commenced on 27th October. The project is expected to take approximately 4 weeks at an approximate cost of $21,200.


STATUS REPORT ON CONSTRUCTION WORKS (Cont.)

Page 4

2.2 Tank Street, Morpeth

A concrete footpath is to be constructed on the eastern side of Tank Street between High Street and the Elizabeth Street. Work is scheduled to commence on 10th December and be completed by mid January at an approximate cost of $11,500.

3. Footpath Refurbishment

3.1 Sparke Street, Maitland

The concrete footpath on the eastern side of Sparke Street between Edye Street and Blomfield Street is to be replaced at a cost of approximately $24,200. Work commenced on 13th November and is expected to take approximately 4 weeks to complete.

4. ‘Urban Local Roads’ Reconstruction

4.1 Aberglasslyn Road, Rutherford

The construction of a roundabout on the intersection of Aberglasslyn Road and Alexandra Avenue commenced on 10th September. All underground drainage installation is now complete and major earthworks for the road pavement construction commenced on 12th November. Weather-permitting, the pavement construction will be completed and the initial bitumen seal applied prior to Christmas. The project will then be completed with the application of the asphalt surface layer in late January. The approximate cost of the works is $260,000.

5. New Works - Urban

5.1 Glenview Street, Bolwarra

Work is progressing on the reconstruction of Glenview Street between Wesley Street and Paterson Road. The project is scheduled for completion in mid December at an estimated cost of $50,000.

6. Rehabilitation - Rural

6.1 Maitland Vale Road at Melville Ford Road

With the exception of the guardrail installation and linemarking, work is complete on the third of three sections of Maitland Vale Road to be rehabilitated this financial year. Contractors will be installing the guardrail and line-marking in mid December. The total estimated cost of the three sections is $403,000.



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6.2 Flat Road, Bolwarra

The initial 700 metres of Flat Road from Paterson Road is presently being rehabilitated. Approximately 130 millimetres of new gravel is being added to the existing pavement. It will then be re-shaped and 2-coat bitumen sealed in mid December. The estimated cost of the works is $46,000.

7. Urban Rehabilitation

The stabilisation and bitumen sealing of the following streets is now complete:

-Taree St, Telarah - Marlborough St, Rutherford - Mountbatten Cl, Rutherford - Nelson Cl, Rutherford - Perth Ave, East Maitland - Thomas Coke Dr, Thornton - Mumford Ave, Thornton - Tull Cl, Thornton - Swallow Ave, Woodberry - Ibis Pde, Woodberry - Hawk St, Woodberry - Gostwych Ave, Woodberrry - Kingstown Rd, Woodberry The total cost of these projects was approximately $162,800.

8. Rural Reseals

Preparation works for the resealing of the following rural streets is in progress: - Camilla Cl, Windella - Lerra Rd, Windella - Luskintyre Rd, Luskintyre - Malia Cr, Windella - Milloo Cl, Windella - Station Rd, Lochinvar The actual bitumen resealing of these roads will be undertaken by late December. The total value of this year’s rural reseal program is $240,000.



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9. Urban Reseals

The following urban streets have now been resealed: - Goldingham St, Tenambit - Sophia-Jane Cl, Woodberry - Thursby St, Tenambit - Ribee Cl, Tenambit - Rockleigh St, Thornton - Mumford Ave, Thornton - John Arthur Dr, Thornton - Lever Cl, Thornton - Buckingham Cl, Thornton - Abercrombie Cl, Thornton - Burley St, Tenambit - Burnham Cl, Thornton - Byng St, Tenambit - Light Cl, Thornton - Northcott Ave, East Maitland Preparation works for the resealing of the following urban streets is in progress: - Booth St, East Maitland - Burg St, East Maitland - Dower St, Thornton - Edward Street, Tenambit - Edwards Avenue, Thornton - Goodhugh St, East Maitland - Knoll Cr, East Maitland - Pierce St, East Maitland - Rathluba Cr, East Maitland - George St, East Maitland - Mingay Ave, East Maitland - Morton St, East Maitland - Moss Pl, East Maitland - Sharp St, Thornton - Thompson St, East Maitland - Thompson St, East Maitland - Turton St, East Maitland - View St, East Maitland - Evelyn Cr, Thornton - Government Rd, Thornton - Sylvan Cr, East Maitland The actual bitumen resealing of these roads should be completed by late December. The total value of this year’s urban reseal program is $880,000.



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10. Rural Reconstruction

10.1 Dickenson Road, Melville

The initial section of Dickenson Road has now been reconstructed. The bitumen seal was applied on 12th November in conjunction with the sealing of the section of Maitland Vale Road at this location. The approximate cost of the work was $39,000.

11. Flood Damage Repairs

11.1 Phoenix Park Rd, Largs

Pavement failures, caused by last year’s flood waters, have been repaired and resurfaced on Phoenix Park Road at Largs. Work commenced on 12th November and was completed on 21st November at an approximate cost of $19,500.

11.2 Duckenfield Rd, Millers Forest

The repair of several of the minor pavement failures on Duckenfield Road will be undertaken in early December with the major rehabilitation of the flood-damaged pavement to be undertaken in early 2002. There is approximately $67,000 available for this work.

12. Traffic Facilities

12.1 Pierce Street, East Maitland

Kerb blisters have been constructed in Pierce Street in late October. The associated signage was installed in mid November thus finalising the project. Approximate cost was $14,000.

13. Loan Funded Projects

13.1 Maitland Sportsground Canteen Upgrade

This project is currently being undertaken and is expected to be completed by 24th December at an approximate cost of $15,000.

13.2 Tenambit Community Hall

Work is progressing on the refurbishment of this hall with much of the work being undertaken by contractors. The final stage of the project, the painting, will not be undertaken until February 2002. Approximate cost of $25,000.



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14. Section 94 Projects

14.1 Morpeth Courthouse Repairs

All repairs being undertaken to the building at this stage were completed by 19th November. Estimated cost is $90,000.

15. Council Initiative Projects

15.1 Maitland Library Refurbishment

The proposed refurbishment works were completed within the 3 days in mid November that the library was closed. Approximate cost was $3,000.

16. CBD Improvements

16.1 Entry Feature Signage - Painting

Initial painting of the entry walls has been completed. Following completion of the structural work to the walls, the painting will be finalised. Anticipated completion date is 4th December, 2001.

16.2 Mall Refurbishments

Work commenced on 15th October on the mall refurbishment. The project is scheduled to be completed prior to the Christmas holidays.

17. Additional Works

17.1 Victoria Street Tennis Court Clubhouse

Major structural flaws were found in the roof of this building, necessitating the emergency reconstruction of the roof. Final repairs were completed on 22nd November. Approximate cost was $33,000.

17.2 Visitors Centre Display Cabinets

Work on the construction of several large display cabinets in the visitors centre is now complete. The approximate cost was $25,000.

FINANCIAL IMPLICATIONS This matter has no direct financial impact upon Council’s adopted budget or forward estimates.



Page 9

POLICY IMPLICATIONS This matter has no specific policy implications for Council.

STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.


Page 10

9.2 CORRESPONDENCE ANALYSIS - DECEMBER 2001

File No: 35/61

Responsible Officer: Graeme Tolhurst Group Manager Finance & Administration

Author: Matthew Ryan Records Officer

EXECUTIVE SUMMARY This report contains relevant statistical and performance data for Council. Besides being a valuable management tool, it is a performance reporting mechanism to the general community.


REPORT Items of correspondence unanswered over 30 days as at 30 November 2001 - 23

15

6

2

0 00

2

4

6

8

10

12

14

16

Service Planningand Regulation

Finance andAdministration

EconomicDevelopment and

Marketing

HumanResources

City Works andServices


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9.3 MONTHLY FINANCIAL REPORT - NOVEMBER 2001

File No: 35/53

Attachments: (2) Statement of Financial Performance Statement of Financial Position


Author: Phil Freeman Manager Accounting Services

EXECUTIVE SUMMARY This report contains relevant performance data for Council. Besides being a valuable management tool, it is a performance reporting mechanism to the general community.


REPORT The Statement of Financial Performance shows that overall revenues from ordinary activities before capital amounts are in line with budget year to date figures. Grants and contributions provided for capital purposes remain in excess of budget. As previously reported, this will be reviewed in December 2001, as part of the Quarterly Budget Review process. Expenditure on materials and contracts is below budget at this time, due mainly to a number of projects that will be commenced later in the financial year. The Statement of Financial Position shows that Council’s financial position is sound, in line with the Management Plan. The financial reports are as follows:


MONTHLY FINANCIAL REPORT - NOVEMBER 2001 (Cont.)

Page 12


MONTHLY FINANCIAL REPORT - NOVEMBER 2001 (Cont.)

Page 13


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9.4 ALLOCATION FOR NSW RURAL FIRE FIGHTING FUND

File No: 20/12


Author: Barry Pont Fire Control Officer

EXECUTIVE SUMMARY This report relates to the allocation of funding from the NSW Rural Fire Fighting Fund to Maitland City Council and compares the allocation in 2001 / 2002 with the previous year, and the estimates for the year ahead. Reasons for the differences in the allocations are provided in the report.


REPORT The NSW Minister for Emergency Services has forwarded the allocation of funds for the 2001 / 2002 budget from the NSW Rural Fire Fighting Fund to each Council responsible for the administration of rural fire brigades. The allocation to Maitland City Council for the 2001 / 2002 year is $932,205.69. This is compared to the previous allocation of $591,751.69 in 2000 / 2001 and the estimated allocation in 2002 / 2003 of $677,667. The allocation of the funds are as follows:

Item 2000 / 2001 Allocated funds

2001 / 2002 Allocation of

funds

2002 / 2003 Estimated Funds to be allocated.

Estimates (B) & (C)

$129,959.00 $142,255.00 $97,364.00

Equipment / Catalogue Items

$240,814.00

$328,331.00

$276,411.00

Salary & Travel – District Staff

$84,130.00 $101,905.00

Ledger Balance $25,260.00 $107,543.00 Difficult to estimateInsurance / Workers Comp.

$29,644.71 $11,986.23 $12,000.00

RFS Programme charges

$166,073.98 $257,960.46 $190,195.00

TOTAL $591,751.69 $932,205.69 $677,667.00 Council $72,785.00 $123,984.00 $90,158.00


ALLOCATION FOR NSW RURAL FIRE FIGHTING FUND (Cont.)

Page 15

Item 2000 / 2001 Allocated funds

2001 / 2002 Allocation of

funds

2002 / 2003 Estimated Funds to be allocated.

Contribution (12.3%) (13.3%) (13.3%) It is noted that the 2002 / 2003 RFS allocation figures will be available in January, 2002 to enable accurate figures to be put into the Council’s budget. This is a significant improvement over previous years, where notification is received after Council’s budget has been set. The reasons for variations between the years are as follows: B&C Estimates (These estimates are reimbursed to Council)

- Increase from 2000 / 2001 to 2001 / 2002 is mainly due to the use of accurate

insurance premium costs for vehicles and buildings, rather than estimates, and a small increase in operating costs.

- Reduction from 2001 / 2002 to 2002 / 2003 is due to district staff wages being

paid by the RFS (See separate line in table).

Equipment / Catalogue Items

- Increase from 2000 / 2001 to 2001 / 2002 was due to need to replace the burnt out Louth Park Brigade tanker, and to replace the Thornton Brigade truck in accordance with the rolling replacement program.

- Increase from 2000 / 2001 to 2002 / 2003 is due to an increased cost for the

replacement of the Bolwarra / Largs Brigade tanker in accordance with the rolling replacement program, and increased costs for protective clothing, to replace the previous standard clothing issues with upgraded items.

Salary & Travel District Staff

- This item is now paid direct by the RFS. Council pays a contribution towards

this item, which includes on-costs. Previously Council paid the full amount for on-costs.

- Increase from 2001 / 2002 to 2002 / 2003 is due to staff vehicle running costs

now being included in this item.

Ledger Balance

- This is the difference between the catalogue and actual prices for equipment. It is also occasionally used for urgent items such as the difference between the actual cost and the insurance payment for the replacement of the burnt out Louth Park Brigade tanker. This resulted in an increase from 2000 / 2001 to 2001 / 2002.


ALLOCATION FOR NSW RURAL FIRE FIGHTING FUND (Cont.)

Page 16

Notes: Occasionally the ledger balance may be in credit.

It is difficult to provide an estimate for 2002 / 2003.

RFS Program Charges

- This covers various operating costs of the NSW RFS such as community

education, training, hire of aircraft, administration and Engineering Support. It is a percentage figure based on the allocations to Council for all other items, therefore if the allocations increase or decrease, then the program charges do likewise.

Council’s contribution to the NSW RFS increased above the adopted budget

by a total of $34,984 in 2001 / 2002. This increase was due to the replacement of the Louth Park Brigade tanker ($14,630), the need to cover wages for district staff in this financial year as well as the reimbursement to Council for the previous year ($11,189), and the balance being increased programme charges.

The increased contribution has been addressed by Council in the quarterly

budget review reported to the 27th November, 2001 meeting.


Page 17

9.5 COUNCIL'S HOMEPAGE STATISTICS

File No: 31/15


Author: Jon Dundas Manager Revenue & Information Technology

EXECUTIVE SUMMARY This report provides statistics about Council’s web site. The statistics contained in the report allows Council to identify the type of services being accessed or used by the public and other organisations.


REPORT September

2001 October

2001 November

2001 No. of visits to the MCC

website 7,627 11,873 6,061

Web page with highest no. of visitors (not homepage)

Council Information

Positions Vacant

Council Information

No. of rates paid electronically (depends on

instalment dates) 99 12 134


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10 MAITLAND YOUTH COUNCIL


Page 19

11 OFFICERS REPORTS

11.1 GENERAL MANAGER

11.1.1 APPRENTICESHIP AWARDS

File No: 130/42

Responsible Officer: David Evans General Manager

Author: Tony Houlcroft Executive Manager Human Resources

EXECUTIVE SUMMARY Maitland City Council and three of its apprentices employed through the Hunter Valley Training Company (HVTC) received awards at the recent HVTC Annual Awards Presentation Night.

OFFICER'S RECOMMENDATION That the information contained in this Report be noted.

REPORT Council employs a number of apprentices and trainees through the HVTC. At the HVTC Annual Awards Presentation Night held in Newcastle on 27 November 2001 the following awards were received:

• Luke O’Neill, 4th Year Engineering/Welding Distinction Award in the Apprentice of the Year category. Luke’s award coincided with his appointment to the position of Fitter/Welder with Council following the retirement of John Sharp.

• Krystle Martin, 4th Year Gardener. Special Industry Award sponsored by

Maitland City Council.

• Andrew Brosie, 1st Year Plant Mechanic. Quality Performance Award.

• Maitland City Council. Finalist in the Large Company Host Employer of the Year Award for Excellence in Apprenticeship and Traineeship Training. Council was nominated for this award by its Office Administration Trainees – Teresa Gill, Brooke Randle and Melany Soldas.

The award winning apprentices have been congratulated by the Mayor and the General Manager.


APPRENTICESHIP AWARDS (Cont.)

Page 20

Council was represented at the Presentation Night by Steven Hodges (Manager Fleet and Depot Operations), Greg Kellner (Fleet and Fabrication Services Coordinator) and Tony Houlcroft (Executive Manager Human Resources).

FINANCIAL IMPLICATIONS This matter has no direct financial impact upon Council's adopted budget or forward estimates.




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11.1.2 MAITLAND CBD MARKETING & PROMOTION

File No: 137/816


Author: Roger Stephan Executive Manager Economic Development & Marketing

EXECUTIVE SUMMARY The purpose of this report is to inform Council of the impending receipt of a consultancy report on strategic management issues associated with the marketing and promotion of the Maitland central business district and to foreshadow a timeframe for formal consideration of the report’s content and implications.

OFFICER'S RECOMMENDATION THAT:

1. That the report be received and noted;

2. A report detailing the implications of the review and possible course of action be presented to Council in February 2002.

REPORT In March this year Council approved the funding of a commercial and operational review of the Maitland City Centre and Maitland CBD Ltd. Council funded the review as a means of: 1. Providing guidance to Council, business operators within Maitland City Centre

and Maitland CBD Ltd on emerging factors and priorities in the retail environment within the City Centre

2. Assisting Council determine and refine the impact of its infrastructure works

and strategic planning on retail and commercial opportunities within the City Centre

3. Informing Council, Maitland CBD Ltd and operators of customer profiles and

satisfaction levels 4. Providing information and indicators of assistance in refining contractual

relationships between Council and CBD management


MAITLAND CBD MARKETING & PROMOTION (Cont.)

Page 22

5. Providing a basis for strategic planning in relation to the commercial / retail

operation of the City Centre and the ongoing performance monitoring of contracted parties.

After a range of delays occasioned, in part, by staffing issues at Maitland CBD Ltd the consultancy report has now been finalised and is to be delivered to Council prior to Christmas 2001. As the report has potentially significant consequences for the operation of Maitland CBD Ltd and for Council’s strategy overall, it is proposed to prepare detailed briefing notes for Councillors prior to the holding of a workshop on the report’s content and implications in February 2002. Following the workshop a report outlining a formal response to the review and suggested future course of action will be prepared for Council’s consideration in that same month.

FINANCIAL IMPLICATIONS Costs associated with the above consultancy will be met from Council’s Marketing allocation.

POLICY IMPLICATIONS The policy implications of this matter have yet to be determined.



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11.2 FINANCE AND ADMINISTRATION GROUP

11.2.1 STATEMENT OF INVESTMENTS HELD AS AT 30 NOVEMBER 2001

File No: 82/2


Author: Jon Dundas Manager Revenue & Information Technology

EXECUTIVE SUMMARY The Local Government (Financial Management) Regulation 1993, section 19(3)(b) requires Council to report on its investments.

OFFICER'S RECOMMENDATION THAT the report be received and noted.

REPORT Inv. No.

Institution Int. Rate

Date Invested

Term (Days)

Maturity Date

Amount $

971 Macquarie Diversified Treasury Fund++

5.06% 31/08/01 ## When required

2,500,000.00

972 Deutsche Cash Plus Fund++

4.65% 31/08/01 ## When required

2,500,000.00

975 Maitland Mutual Bld Soc.**

5.703% 11/09/01 91 11/12/01 1,500,000.00

980 UBS Investment Funds++

4.98% 28/09/01 ## When required

2,500,000.00

991 Maitland Mutual Bld Soc.**

4.67% 31/10/01 30 30/11/01 1,700,000.00

994 Local Govt Financial Services – 11am

4.40% 8/11/01 ## When required

550,000.00


4.40% 13/11/01 ## When required

150,000.00

996 Suncorp Metway 4.56% 14/11/01 30 14/12/01 500,000.00

997 Bankwest 4.54% 19/11/01 30 19/12/01 500,000.00


4.40% 21/11/01 ## When required

150,000.00


STATEMENT OF INVESTMENTS HELD AS AT 30 NOVEMBER 2001 (Cont.)

Page 24

Inv. No.

Institution Int. Rate

Date Invested

Term (Days)

Maturity Date

Amount $


4.40% 23/11/01 ## When required

200,000.00


4.40% 26/11/01 ## When required

200,000.00

1001 Illawarra Mutual Bld. Soc.

4.79% 28/11/01 40 7/01/01 1,500,000.00

TOTAL $14,450,000.00** Subordinated note – interest rate reviewed on the 11th of each quarter. ++ Investments held by Funds Managers. As investments are managed on a daily basis, interest rates have been calculated on a % per annum. ## These funds are not held on a fixed term. The funds are redeemed as and when required. As a Comparison:

Investments held as at the end of last month (i.e. 30-10-01) were $14,150.000.00 Investments held this time last year (i.e. 30-11-00) were $15,100,000.00



STATUTORY IMPLICATIONS The above sums have been invested in accordance with:

• Section 625 of the Local Government Act, 1993 • The regulations pertaining to the Local Government Act, 1993 • Council’s Investment Policies.


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11.3 SERVICE PLANNING AND REGULATION

11.3.1 LEASE - MAITLAND YOUTH ENTERPRISE INC.

File No: 27/2

Responsible Officer: Brad Everett Group Manager Service Planning & Regulation

Author: Judy Jaeger Manager Cultural & Community Services

EXECUTIVE SUMMARY This report seeks approval to affix the Common Seal of Council to a lease document between Maitland City Council and Maitland Youth Enterprise Inc. for the property at 73 Elgin Street, Maitland.

OFFICER’S RECOMMENDATION THAT:

1. Council agree to the rental level and time period offered to Maitland Youth Enterprise Inc.

2. Council authorise the affixing of the Common Seal of Council to the lease document.

REPORT At the Ordinary meeting of Council held on 1st August 1995, it was resolved that: 1. Council agree to lease 73 Elgin Street, Maitland, to Maitland Youth Enterprise

for a twelve (12) month period at a rental of $1.00 per month; 2. Maitland Youth Enterprise seek funding for leasing purposes such as rent,

rates, electricity, water, maintenance etc, and Council provide assistance in seeking these funds;

3. Council review the lease prior to its cessation with the view to considering further occupation by Maitland Youth Enterprise;

4. Council convene youth driven workshops and forums to further investigate the needs and concerns of youth in the Maitland District and an urgent report be returned to Council on the strategy and proposals for such workshops and forums. The formation of strategy and proposals be developed through full community consultation.

In determining the above leave rental of $12.00 per annum Council forwent a previous and potential rental of at least $26,000 per annum for the 73 Elgin Street property.


LEASE - MAITLAND YOUTH ENTERPRISE INC. (Cont.)

Page 26

In August 2001, Maitland Youth Enterprise Inc. were successful in receiving additional funding from the Department of Community Services for the positions of Youth Development Officer and Youth Counsellor. Both of these projects receive rental components as part of their funding, therefore it is an appropriate time to re-visit the amount of rent paid by Maitland Youth Enterprise Inc. and determine the lease period for the property at 73 Elgin Street. Whilst, from a commercial viewpoint, Council’s asset should provide an appropriate return on investment, it was acknowledged in 1995 that Council has a community service obligation to provide a location for youth services at a subsidised rate. Therefore, it is recommended that a rental amount of $7800 per annum apply and that the lease agreement be for a one (1) year period. This amount is achievable when taking into account the additional funding received from the Department of Community Services.

FINANCIAL IMPLICATIONS Council’s overall property income will be increased on an annual basis by the rent offered.




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11.3.2 EPA WASTE LEVY COMPLIANCE AUDIT REPORT

File No: P 28976

Responsible Officer: Brad Everett Group Manager Service Planning and Regulation

Author: David Simm Manager Environmental Programs

EXECUTIVE SUMMARY This report provides Council with the findings of a Waste Levy Compliance audit undertaken by the Environment Protection Authority (EPA) between January 1998 and April 2000. Maitland City Council as a Waste Licence holder was selected for audit as part of the EPA’s Waste Audit Program .All Licensed controlled waste facilities will be audited as part of this program The outcomes of this process are documented in an Action Program for implementation. It also identifies outstanding levy amounts the Authority has found for payment. A 21-Day payment Tax Invoice has now been issued to Council. This report also discusses the status of the consideration the EPA has been giving to our documented Environmental Management Plans (EMP) which deal with materials received at the facility which are either beneficially reused or for which we seek a rebate on levies as a result of the utilisation of certain waste materials for approved operational purposes.

OFFICER'S RECOMMENDATION THAT Council

1. Pay to the Environment Protection Authority the sum of $129,367.76, which represents the amount of Levy under the provisions of Section 88 of the Protection of the Environment Operations Act and Section 72 of the Waste Minimisation and Management Act.

2 Note that payment is likely to be fully or partially offset by allowed rebate as a consequence of future approval of the Environmental Management Plan.

REPORT In 1996 as a result of the enactment of the Waste Minimisation and Management Act, Maitland City Council as a Licensed Landfill Waste operator within the “Extended Metropolitan Region” became liable for the payment of a levy for each tonne of waste received.


EPA WASTE LEVY COMPLIANCE AUDIT REPORT (Cont.)

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As a result of our statutory obligations Council has since that time classified and recorded all waste material inputs through the data management system operated at the facilities weighbridge. This information is downloaded monthly and a prescribed report and remittance prepared for return to the EPA. For the period between November 1996 and July 2001 a total of $1,548,901 has been collected and passed on to the State Government. A percentage of this sum has been hypothecated to finance the programs of the former Hunter Waste Planning and Management Board and now Resource NSW. At present the amount payable per tonne is $8.00. Following the enactment of the Waste Avoidance and Resource Recovery Act the levy is set to increase by $1.50 per tonne per year until 2013. Council should be aware that the work involved in developing the Regional Waste Project of which Council is a partner and for which tenders recently closed, has been in the main, financed by the Waste Board and now Resource NSW, so that there has been tangible financial benefit returned as result of this revenue raising levy. As this levy results in significant amounts the EPA have set up an Audit program to scrutinise the accounting systems and to verify that all waste can be identified and tracked and that the statutory amounts are paid. In this regard Councils operations were subjected to rigorous audit over two separate site visits, the production of a comprehensive submission in response to initial findings, further telephone discussions and a final compliance report. The outcomes of this process have identified that there has been incorrect product coding or unsubstantiated claims for allowable levy exemptions or rebates. Under the Act, material that is bought to the site for operational use i.e. waste cover material or internal infrastructure works, can either be exempted from the levy payment calculation or a rebate maybe sought if the EPA has approved the product and a specific quantity for operational use. Alternatively waste that is received and reprocessed can also be identified for rebate i.e. Greenwaste. In reviewing the data management system against the statutory returns the Audit Investigators highlighted that there appeared to be anomalies in the inputs versus the returns. Some of these discrepancies have been as a result of misinterpretation of specific waste definitions and hence incorrect coding, some as a result of Council and the EPA not having reached agreement on our Environmental Management Plan dealing with approved operational purpose material, and in other cases past decisions to accept and stockpile materials that had not been properly documented or for which we were unable to substantiate our end use. Much of this misinterpretation has been as a result of the implementation of the Act and the practise guides for its correct implementation by Landfill operators and waste generators.



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In the cases of the coding of material types and the stockpiling of materials for which payment is necessary these matters have been addressed internally. As to the development of an appropriate EMP this has been the subject of the preparation of new documentation and liaison with the Newcastle Branch of the EPA. The acceptance of the methodology, accuracy and ability to substantiate our claims for rebateable products has been continuous since 1996. The process of obtaining formal acceptance of Environmental Management Plans from the EPA has been time consuming and somewhat frustrating for both parties. At a recent Regional Waste Panel meeting this issue was raised and considerable discussion took place with a resolution carried to seek formal clarification of the process on a regional basis from EPA. However at the time of writing this report verbal advice has been received that EPA Newcastle has now reviewed our submission and its premise has been accepted. The Plan has now been forwarded to Sydney for peer review and formal approval. It is understood that this submission as reviewed and calculated suggests that Council may in fact be able to seek a refund of allowed rebates in the order of $180,000.If this is the case then the amount found to be outstanding by the Audit report ($129,367.76) and for which a 21 day tax invoice has been issued will be covered by our potential refund. Any excess funds will be the subject of a further report to Council. To clarify this, much of the outstanding amount relates to products that we have argued is material that can be used at the facility for approved operational purposes, through the EMP process. As such any rebate we are now liable to receive will formalise the contributions as if no discrepancies had occurred. Given that the necessary justification process is nearing conclusion with the EPA the outstanding amounts maybe drawn from the Waste levy reserve and repaid when the allowed rebate is received. We are further advised that this process should be concluded by the end of this year.

FINANCIAL IMPLICATIONS The 2001/2002 budget has estimated payment of $8.00 per tonne of waste generated this financial year .All previous amounts have been bought to account including expected rebates as calculated by Council since the inception of the levy liability. As a result of the expectation that a rebate amount in excess of the identified amount will be repaid to Council, the sum of $129,367.76 can be met from the Waste Levy Budget vote to meet the statutory obligation, pending reimbursement in full or part from the expected waste levy rebate.




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STATUTORY IMPLICATIONS This matter is in accordance with Councils statutory obligations under the provisions of Section 72 Waste Minimisation and Management Act 1995 (repealed) and Section 88 Protection of the Environment Operations Act.


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11.3.3 REGIONAL SUSTAINABILITY SEMINARS 2002

File No: 32/19

Responsible Officer: David Simm Manager Environmental Programs

Author: Claire Hendley Senior Environmental Health Officer

EXECUTIVE SUMMARY The Sustainable Energy Development Authority (SEDA) is presenting a second round of Regional Sustainability Seminars in 2002. The seminars will address issues such as climate change, local sustainability initiatives, renewable energy, ethical investing, environmental management and regional and rural sustainability issues. SEDA is a state government body that was created to reduce the level of greenhouse gas emissions in New South Wales. SEDA accomplishes this by promoting investment in the commercialisation and use of sustainable energy solutions. The seminars aim to promote local examples of sustainable practices in achieving greenhouse gas emissions including the implementation of SEDA programs such as Energy Smart Homes. This report calls for nominations for Councillor(s) to attend the one-day sustainability seminar at Griffith, Katoomba or Coffs Harbour in 2002. The appropriate Councillor representative would be the chairperson of the City Environment Committee.

OFFICER'S RECOMMENDATION THAT Council determine whether it wishes to nominate Councillor(s) to attend the Regional Sustainability Seminar in 2002.

REPORT The Sustainable Energy Development Authority (SEDA) is presenting a second round of Regional Sustainability Seminars in 2002. The seminars will address issues such as climate change, local sustainability initiatives, renewable energy, ethical investing, environmental management and regional and rural sustainability issues. These issues are becoming of importance to Councils as increasing emphasis is being placed on local actions to improve sustainability. The seminars provide information on programs that Council’s can participate in to address local sustainability and promote case studies of successful programs across the region, state and Australia.


REGIONAL SUSTAINABILITY SEMINARS 2002 (Cont.)

Page 32

The seminars will be held at the following locations:

• Griffith 9 April 2002 • Katoomba 16 April 2002 • Coffs Harbour 23 April 2002

SEDA is a state government body that was created to reduce the level of greenhouse gas emissions in New South Wales. SEDA accomplishes this by promoting investment in the commercialisation and use of sustainable energy solutions. This work includes:

• Focusing on energy efficiency, renewable energy and cogeneration technologies;

• Identifying funding opportunities that transform the marketplace for sustainable energy technologies;

• Supporting commercial or near-commercial enterprises to help increase their market share; and

• Entering into joint ventures, accepting royalties or other returns on investments, or providing grants (as permitted by our legislation).

Current programs that SEDA operate include; Energy Smart Government, Energy Star Office Equipment, Green Power Accreditation Program, Energy Smart Homes and Energy Smart Businesses. The seminars aim to promote local examples of sustainable practices in achieving greenhouse gas emissions including the implementation of SEDA programs such as Energy Smart Homes. This report calls for a determination for Councillor attendance. The appropriate Councillor representative would be the chairperson of the City Environment Committee.

FINANCIAL IMPLICATIONS The costs of attending the one-day seminars is $121 (inclusive of GST) per person. This amount includes seminar notes, lunch and refreshments and access to all trade displays.

POLICY IMPLICATIONS There are no specific policy implications as a result of this report.

STATUTORY IMPLICATIONS There are no specific statutory implications as a result of this report.


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11.3.4 SUSPENSION OF THE ALCOHOL FREE ZONE - HIGH STREET, MAITLAND FOR ANNUAL "BALL IN THE MALL"

File No: 21/44/1

Responsible Officer: Brad Everett Group Manager, Service Planning and Regulation

Author: John Carey Acting Senior Traffic Officer

EXECUTIVE SUMMARY The Secretary of the Lions and Lioness Australia Day "Ball in the Mall" Committee has lodged its annual application to temporarily suspend the alcohol free zone in the Maitland Heritage Mall between Elgin Street and Bourke Street on the evening of Saturday, the 26th January, 2002 for the annual charity Ball in the Mall. The current alcohol-free zone (which includes the CBD Mall) was established by Council resolution on the 24th August, 1999, effective from the 1st October 1999 for a period of three (3) years. Since the original establishment of the alcohol-free zone on the 1st October, 1994, Council has previously resolved to suspend the alcohol-free zone in the CBD Mall area only, for this annual event. It is recommended that the application to suspend the alcohol-free zone for this event be approved.


1. The Alcohol-Free Zone, as re-established by resolution of Council dated the 24th August, 1999 for the period 1st October, 1999 to 30th September, 2002 be suspended from 7.00 p.m. on Saturday, 26th January, 2002 to 3.00 a.m. Sunday, 27th January, 2002 in the Maitland Heritage Mall, High Street Maitland, between Bourke Street and Elgin Street for the annual Lions Club Australia Day "Ball In The Mall;

2. The period of suspension of the Alcohol-Free Zone be advertised; and

3. The Alcohol-Free Zone signage within the affected area be covered over during the period of the suspension, at full cost to the applicant.


SUSPENSION OF THE ALCOHOL FREE ZONE - HIGH STREET, MAITLAND FOR ANNUAL "BALL IN THE MALL" (Cont.)

Page 34

REPORT This application was assessed in accordance with the Local Government Act 1993, Part 4 - Street Drinking’ and ministerial guidelines. The NSW Police Service and other interested parties were notified of the application and an advertisement was placed in the Maitland Mercury, seeking comments or objections to the proposed suspension. The closing date for any written submissions was the 23rd November 2001 - no submissions were received as at this date. The only steps now remaining to complete the formal approval of the suspension are:- • Council’s formal approval of the suspension; • Advertising the details of the approved suspension.





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11.3.5 TEMPORARY ROAD CLOSURE - HIGH STREET MAITLAND FOR ANNUAL "BALL IN THE MALL"

File No: 122/944/1


Author: John Carey Acting Senior Traffic Officer

EXECUTIVE SUMMARY The Secretary of the Lions and Lioness Australia Day "Ball in the Mall" Committee has lodged its annual application to temporarily close part of High Street Maitland between Elgin Street and Bourke Street on the evening of Saturday, the 26th January, 2002 for the annual charity Ball in the Mall. The proposed closure was advertised in accordance with the requirements of the Roads Act, 1993 and was considered by the Local Traffic Committee for consideration. The Local Traffic Committee recommends approval of the closure, subject to conditions. This proposal is now referred to Council for final approval in accordance with the terms of the Delegation of Authority by the Roads and Traffic Authority in respect to temporary road closures.

OFFICER'S RECOMMENDATION THAT permission for the Lions Club Australia Day "Ball in the Mall" Committee to temporarily close High Street, to vehicular traffic only, be granted in accordance with the conditions set out by Council's Local Traffic Committee.

BACKGROUND An application was received from the Lions Club Australia Day Ball in the Mall Committee to temporarily close High Street Maitland to vehicular traffic only, between Elgin Street and Bourke Street from 4.00 p.m. on Saturday the 26th January 2002 to 3.00 a.m. on Sunday the 27th January 2002. The purpose of this closure is to hold the annual Ball in the Mall. This function and the associated road closure are a regular occurrence in the Maitland CBD Mall over the past few years.


TEMPORARY ROAD CLOSURE - HIGH STREET MAITLAND FOR ANNUAL "BALL IN THE MALL" (Cont.)

Page 36

REPORT A notice was placed in the Maitland Mercury advising of the proposal and requesting comments with the closing date for any written submissions being the 23rd November 2001. In addition to the notice in the Mercury, business owners and occupiers within the closure area also received a hand delivered flyer regarding the proposed closure and public utility authorities and statutory bodies were contacted by fax. No comments or objections were received by Council. The matter was considered by the Local Traffic Committee on the 6th December 2001 with the following conditions recommended to Council: Consent for the Lions Club to temporarily close High Street Maitland to vehicular traffic only, from Bourke Street and Elgin Street between the hours of 4.00 p.m. Saturday the 26th January 2002 and 3.00 a.m. on Sunday the 27th January 2002 be conditionally granted as follows: -

1. The applicant liaise with Maitland Traffic Services Unit of the NSW Police Service at Maitland Police Station;

2. The applicant provide Council with a copy of their public liability coverage for the event to a minimum value of $10 million;

3. Barricades be placed over the entrances to the Mall in High Street and Bulwer Street separating the event area from the general public;

4. Any damage to the Mall infrastructure/fittings/furniture as a result of the "Ball in the Mall" activities be the responsibility of the applicant to repair/replace to Council's satisfaction;

5. This application does not become effective until all Council fees associated with temporary road closure are received by Council.

CONCLUSION This event has occurred annually for several years with little or no adverse comment from the public and there are no significant road or pedestrian safety issues that have resulted in re-assessment of the previous conditions relating to consent.

FINANCIAL IMPLICATIONS As the event is a charity ball, the Group Manager Service Planning & Regulation, in line with his delegation, waived the $200.00 application fee covering Council’s cost to administer the application. The remaining fee of $165.00 (for advertising) is yet to be paid by the applicant. Non-payment of the required advertising fee of $165.00 will result in Council’s budget bearing the cost of the advertising for this event.


TEMPORARY ROAD CLOSURE - HIGH STREET MAITLAND FOR ANNUAL "BALL IN THE MALL" (Cont.)

Page 37


STATUTORY IMPLICATIONS This proposal is in accordance with the provisions of Division 2, Part 8 (Regulation of Traffic by Road Authorities) of the Roads Act, 1993, and the terms of the Delegation of Authority to Councils, by the Roads and Traffic Authority, in relation to temporary road closures.


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11.3.6 HIGH STREET, EAST MAITLAND DRAINAGE PROBLEM

File No: 222/273


Author: Richard Minter Manager Consulting and Contracts

EXECUTIVE SUMMARY The commercial area at the low point of High Street, East Maitland has suffered significant flooding problems in the past due to an inadequate drainage system. Further analysis of the drainage system has been undertaken, with a series of works identified that, when complete, will increase the capacity of the system to a 100 year ARI.


1. Council adopt the proposed works as contained in this report for the High Street, East Maitland catchment;

2. The adopted drainage loan funding programme be amended to include the High Street Stage 2 works in lieu of the complete Melrose Street, Lorn project as detailed in this report.

REPORT The commercial area at the low point of High Street, East Maitland, has suffered significant flooding problems in the past due to an inadequate drainage system. A previous drainage study identified a number of mitigation options, however, these options had cost estimates ranging from $630,000 to nearly $1.3m to provide a 100 year flood capacity, with benefit cost ratios significantly less than 1. As such, these works were determined as infeasible. Further analysis of the existing drainage system has been undertaken by a new consultant analysing various options not covered by the previous drainage study. Options covered included: • Diverting catchment flows • Extra drainage inlet pits • Detention basins


HIGH STREET, EAST MAITLAND DRAINAGE PROBLEM (Cont.)

Page 39

The results of the drainage study indicated that a combination of these options, constructed in stages, could be employed that would increase the capacity of the existing drainage system at the low point in High Street. The following table summarises the proposal and their estimated costs: Stage Proposed works Cost ($) Drainage System

Capacity 1

Additional drainage at the sag in High Street

$47,500

5 year

2

Drainage diversion via George Street and Day Street

$71,500

20 year

3

Drainage diversion and detention basin at intersection New England Highway and George Street

$90,000

50 year

4

Drainage diversion across Lawes Street toward Victoria Street low point

$40,000

50 year

5

Drainage upgrade at intersection of High and Lawes Streets

$45,000

100 year

The total cost of the proposed works is $294,000. The previous flood study contained a flood damage reduction system benefit of $365,000 for the 100 year storm event. As such, the proposed works represent a benefit cost ratio of 1.24.

FINANCIAL IMPLICATIONS Previous funding for High Street, East Maitland has been carried over into the current financial year. Sufficient funds are available within this drainage construction programme budget for High Street to fund the Stage 1 works. Council operates a drainage priority programme that identifies and ranks drainage problem candidates across the Local Government Area for inclusion in the annual drainage construction rolling works programme. This priority programme has been used to determine projects for the additional ($800,000) loan borrowing drainage programme. At the time of developing the loan borrowing programme, High Street, East Maitland was not included due to the previously identified high cost for the works. Based on the ranking criteria, the Stage 2 works for High Street that have now been identified, rank higher than all other projects adopted as a part of the loan borrowing programme.


HIGH STREET, EAST MAITLAND DRAINAGE PROBLEM (Cont.)

Page 40

As such, it is proposed that the lowest ranked loan borrowing project, Melrose Street, Lorn be constructed in stages with sufficient funds diverted from this project to cover Stage 2 works for High Street, East Maitland, and the remainder to be used to construct Stage 1 of Melrose Street, Lorn. The remainder of the Melrose Street project will be constructed in stages as a part of further drainage construction rolling works programmes. It is proposed that Stages 3 to 5 works for High Street be constructed as a part of the 2002/03 Drainage Construction Rolling Works Programme.




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11.3.7 PERMANENT ROAD CLOSURE - PART OF TULLOCH LANE, MAITLAND

File No: 122/901/1

Attachment: (1) Location Plan

Responsible Officer: Brad Everett Group Manager Service Planning and Regulation

Author: Kevin Stein Survey Design Co-ordinator

EXECUTIVE SUMMARY This matter was reported to the Council meeting of 28th November, 2001 at which consideration of this report was deferred to the next meeting. Council has received an application to consider the closure and purchase of part of Tulloch Lane, Maitland. The proposal was advertised and comment invited on the proposal with one objection to the closure received. Review of the objection was undertaken and following consideration of the merit of the objection, it is felt that the closure and purchase application should be approved.


1. Council lodge an Application for the closure of Tulloch Lane and upon closure, land be vested in Council as operational land;

2. Council sell the closed road to Beavis Hire Service Pty. Ltd. at a market value as determined by a registered valuer;

3. Applicant to meet all costs associated with closures and transfer of land;

4. The Common Seal be affixed to contract for sale and transfers

REPORT An application was received by Council for the closure and purchase by Beavis Hire Services Pty. Ltd. for part of Tulloch Lane, Maitland as shown in Attachment 1. Beavis Hire own land on both sides of the proposed closure and intend to include the closed road within their current land holdings.


PERMANENT ROAD CLOSURE - PART OF TULLOCH LANE, MAITLAND (Cont.)

Page 42

The proposal was advertised in the local paper and circulated for comment within Council's Business groups. Following completion of period for submissions, one objection from an adjoining land owner was received. The objection was on the basis that the closure would devalue his property, he believed a turning circle should be provided and highlighted problems in the provision of a garbage service. Review of the objection considered the matters raised. Only one property requires access from Tulloch Lane which has insufficient width to provide a turning circle however, it is possible to 3 point turn and the closure would also allow for parking adjoining the premises. It is therefore felt this will not adversely affect the property. The property has not had a garbage service for some years, however, regardless of the closure should a garbage service to the property be reinstated, then the garbage bin would have to be placed in Abbott Street. As to whether the closure would devalue the property, the amount of monetary impact was not considered significant if any at all. The overall benefit to the community is considered significant. The closure would: i) Remove a maintenance asset from Council; ii) Not impact on traffic movements; iii) Enhance land holdings through the consolidation of land ownership Following adoption by Council, the road closure application can then be submitted to the Department of Land and Water Conservation for approval.





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11.4 CITY WORKS AND SERVICES

11.4.1 SUPPLY OF MOTOR VEHICLES

File No: 137/883


Author: Wayne Cone Group Manager City Work & Services

EXECUTIVE SUMMARY This report details options and costs for Council to put the remaining seventeen (17) Council motor vehicles into the Heritage Holden contract supply arrangement that was accepted by Council on 24th July, 2002. The preferred option has been recommended to maximise the benefit during the period of the contract agreement while aiming to minimise the impact of the increase in funds required in the short term.

OFFICER'S RECOMMENDATION THAT Council maximise the benefit from the Heritage Holden motor vehicle supply contract by considering an additional allocation of $51,620 in the December, 2001 quarterly budget review to put further motor vehicles into the contract supply arrangement in 2001 / 2002.

REPORT At the 24th July, 2001 Council meeting it was resolved that a tender from Heritage Holden for supply of motor vehicles be accepted for two (2) years, with an option for a further year. The report also indicated that estimated additional funds of $50,000 would be required over the current budget period for replacement of motor vehicles, and in effect, to bring the vehicles under the agreement with Heritage Holden. The agreement has been operating for four (4) months, with a total of nineteen (19) vehicles now covered by the agreement ie they have been supplied under the agreement and have been or will be turned over in accordance with the terms of the agreement. A further seventeen (17) vehicles are yet to be brought under the agreement. Based on the cost of bringing these nineteen (19) vehicles into the terms of the agreement, council staff have now been able to assess the cost of turnover of the remaining seventeen (17) vehicles, in order to bring them under the Heritage Holden agreement. These vehicles comprise a mix of Ford Falcons and Holden Commodores, replacement of which was delayed following the introduction and non-


SUPPLY OF MOTOR VEHICLES (Cont.)

Page 44

rebate of GST for a period of time. As a result, these vehicles have travelled a higher number of kilometres than the Council's normal 20,000 km turnover, and so carry a reduced resale value, and therefore higher turnover cost. There is also the issue of the resale performance of the Falcon motor vehicles, which adds to the Council's total turnover costs. For these reasons it is proposed to phase the new vehicles over this financial year and next financial year. In order to address this, the following options are presented for the Council's consideration: 1. Providing additional funds to stage the entry into the contract supply

arrangement for the remaining vehicles, over this and the next financial years. 2. Remain as close as possible to current budget allocations and provide for the

introduction of the remaining vehicles into the contract supply arrangement over three (3) years.

The third row in the table indicates the position the council would face over the three years in the absence of the agreement with Heritage Holden:

FINANCIAL YEAR FOR MOTOR VEHICLES UNDER HERITAGE HOLDEN CONTRACT

(ESTIMATED COSTS – BASED ON ACTUAL FIGURES TO DATE)

OPTION

2001 / 2002

2002 / 2003

2003 / 2004

(Option Year)

Total Over Three (3) Years

1. Provide funds in 2001 / 2002 for more vehicles in the contract supply arrangement, with the remainder in 2002 / 2003.

$201,620

($51,620)

$167,217

($17,217)

$66,451

(-$83,549)

$435,288

2. Remain as close as possible to current budget allocations - all vehicles on contract supply by 2003 / 2004.

$156,865

$(6,865)

$163,605

($13,605)

$160,177 (Note 1 below)

($10,177)

$480,647

3. No Heritage agreement and change fleet over to 20,000km or 10 months change over period. Figures based on Govt. Contract price and estimated return at auction.

$165,824

($15,824)

$221,666

($71,666)

$127,394

(-$22,606)

$514,884


SUPPLY OF MOTOR VEHICLES (Cont.)

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Note: 1. Nine (9) vehicles sold in 2003 / 2004 under this arrangement

would be 32 to 36 months old and will have estimated odometer readings of between 52,000 and 100,000 kilometres.

Under Option 2 above, Council will incur additional operating costs due to minor repairs, replacement of tyres, and provision items required for major services. Savings to Council from reduced administrative costs as a result of there being no need for preparation of quotations, advertising, and quotation assessments under the Heritage Holden contract have not been included in the above comparisons. These estimated savings are $5,600 per year. The three (3) special purpose vehicles in the fleet (two Tarago’s and one four wheel drive) are not included in the contract supply arrangement with Heritage Holden and have not been included in the above figures. Options for alternate purchase and / or finance arrangements may be considered as the dates for replacement (anticipated in July, 2002) draw closer. The certainty of the Heritage Holden contract arrangement outweighs the risk of dealing through motor vehicle auctions, due to price fluctuations that occur at auctions over time. It is therefore to Council’s advantage that the maximum number of Council vehicles are supplied under the Heritage Holden contract by the end of 2002 so that Council has a relatively young and low mileage fleet. This will place Council in the best position to continue the agreement with Heritage or negotiate a similar agreement with another dealer. Such an agreement could be expected to deliver similar savings to the Council in relation to its motor vehicle fleet.

FINANCIAL IMPLICATIONS An additional allocation of funds of $51,620 will need to be considered for 2001 / 2002 if Council adopts the recommendation in this report.




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12 REFERRED COMMITTEE REPORTS

13 NOTICE OF MOTION/RESCISSION

14 URGENT BUSINESS

15 QUESTIONS WITHOUT NOTICE


Page 47

16 COMMITTEE OF THE WHOLE

16.1 GENERAL MANAGER

16.1.1 MAITLAND GAOL MASTERPLAN

File No: 137/855


Author: Roger Stephan Executive Manager Economic Development & Marketing

EXECUTIVE SUMMARY The purpose of this report is to inform Council of progress to date in development of the Maitland Gaol Masterplan and to foreshadow a timeline for formal consideration by Council of its content and implications.

OFFICER'S RECOMMENDATION THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows:

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business


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16.1.2 COUNCIL LAND

File No: P38005; P38006


Author: Henry Wilson Group Manager Projects

EXECUTIVE SUMMARY This report details the outcome of negotiations to date for the disposal of identified surplus land in Central Maitland and recommends further action on this matter.


(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business.


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16.2 CITY WORKS & SERVICES

16.2.1 PLANT REPLACEMENT

File No: 137/893

Responsible Officer: Wayne Cone Group Manager City Works and Services

Author: Steven Hodges Manager Fleet & Depot Operations

EXECUTIVE SUMMARY In accordance with the 2001/02 Plant Replacement Program adopted by Council on 24 April, 2001, quotations were called for the replacement of five (5) trucks. This matter is reported to Council in accordance with Council’s policy for plant replacement, as the actual combined costs exceed the estimated costs by more than ten percent (10%). This report deals with the trucks due for replacement, and provides details on the reasons for the replacement and the cost.


(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business

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


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17 CONSIDERATION OF ITEMS FROM COMMITTEE OF THE WHOLE

18 CLOSURE