1

LITCHFIELD COUNCIL

BUSINESS PAPER ORDINARY MEETING

THURSDAY 12th DECEMBER 2013 6:30 PM

2

ORDINARY MEETING HELD AT 6:30 PM THURSDAY 12TH DECEMBER 2013 AT THE COUNCILS OFFICE, BEES CREEK ROAD, FREDS PASS

AGENDA: 1. OPENING OF MEETING: 2. CONFLICT OF INTEREST: 3. APOLOGIES AND LEAVE OF ABSENCE: 4. PUBLIC FORUM: 5. ACCEPTING OR DECLINING LATE ITEMS: 6. CONFIRMATION OF MINUTES: 6.1 Confirmation of the Minutes of the Ordinary Meeting held Page 5 Thursday 14th November 2013. 7. BUSINESS ARISING FROM THE MINUTES: 8. DIRECTOR OF PLANNING AND WORK’S REPORT: DECEMBER Page 30 8a BUSINESS ARISING FROM THE DIRECTOR OF PLANNING AND WORKS REPORT 9. POLICY AND ADMINISTRATION MATTERS: 9.1 PA13/CSR/001: COMMON SEAL USAGE REPORT Page 34 9.2 PA13/CL/007 : HUMPTY DOO GOLF CLUB – SECTION 4630 Page 36 9.3 PA13/RM/001 : MOTION FROM WORKSHOP – REVIEW OF Page 37 STRATEGIC PLAN - MEETING - WEDNESDAY 27TH NOVEMBER 2013 9.4 PA13/DMRC/001: DOG BY-LAW REVIEW CONSULTATIVE GROUP Page 38 MEETING

3

PAGE 2 AGENDA ORDINARY MEETING THURSDAY 12th DECEMBER 2013 10. COMMUNITY ISSUES – PETITIONS NIL 11. FINANCE AND RECREATION MATTERS: 11.1 FR13/FIN/011 NOVEMBER 2013 FINANCIALS Page 39 11.2 FR13/SRD/001: SPECIAL RATE DECLARATION Page 55 11.3 FR13/BR/003 : REVIEW OF STRATEGIC PLAN Page 56 11.4 FR13/RRM/001 REGISTERED MAIL – 2ND INSTALMENT RATES Page 64 NOTICES 11.5 FR13/TCF/004: REQUEST FOR FUNDING – THORAK REGIONAL Page 66 CEMETERY 11.6 FR13/ASS/098: NTPA – AUSTRALIAN CHAMPIONSHIPS 2014 Page 69 REQUEST FOR SUPPORT AND/OR SPONSORSHIP PURCHASE OF 12, 6M FLAG POLES FOR THE POLOCROSSE ASSOCIATION 11.7 FR13/FPRS/005 FREDS PASS RURAL SHOW 2014 – Page 71 ESTABLISHMENT OF FINANCIAL ASSISTANCE GRANT FOR FIRST YEAR PLANNING AND WORKS MATTERS: 12.1 PW13/PNC/174: PLACE NAMES COMMITTEE – LITCHFIELD – Page 72 HUNDRED OF COLTON - EXTENSION AND RENAMING PART OF NORTHSTAR ROAD, ACACIA HILLS 12.2 PW13/VMS/004: OSCAR AND HANA ROADS Page 78 12.3 PW13/LL/046 : RELOCATION OF LIQUOR LICENCE 8090366 Page 79 12.4 PW13/D/0001LI: DEVELOPMENT GUIDELINES Page 80 13. MAYORS REPORT: DECEMBER

4

PAGE 3 AGENDA ORDINARY MEETING THURSDAY 12th DECEMBER 2013 14. CHIEF EXECUTIVE OFFICER’S REPORT: DECEMBER 15. URGENT GENERAL BUSINESS: DECEMBER 16. NOTICE OF MOTION: DECEMBER 17 QUESTIONS FROM THE PUBLIC GALLERY: DECEMBER 18. REPORTS FROM MEMBERS: DECEMBER 18a PA13/WR1/004 North Ward – Councillor Mathew Salter 18b PA13/WR2/004 Central Ward – Councillor Judy Cole Page 85 18c PA13/WR3/004 East Ward – Councillor Mike Bowman 18d PA13/WR4/004 South Ward – Deputy Mayor – Councillor Vic Statham 19 QUESTIONS FROM MEMBERS: DECEMBER 20. CONFIDENTIAL MATTERS: 21. NEXT MEETING: THURSDAY 23RD JANUARY 2013

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

Planning and Works Report for November 2013

Capital works report end November 2013 Southport; Cherry, Kersley streets and South Terrace sealed. Meade Road is progressing well considering the weather. 60% of the road base is laid. How far

further we advance will depend on the weather. Driveway works will start approx from 4th December.

Leonino crossing - The base slab is in and ready, no more work will be done until the end of the wet. The floodway with the concrete base is useable by motorists.

Following roads resealed November 2013 Nil

Maintenance Works Completed As requested by Council, road locations are included where ever significant works are undertaken, however to itemise all works that are of a minor quantity e.g. potholes, sign repairs and minor culvert cleaning, these are very small defined tasks. To report would in most cases be duplicating the information provided by the CRM process and would require considerable detail and resources to compile. In summary, significant works include as follows:- Drainage maintenance was undertaken on Menaja Road, Shoulder Repairs included, Kritchauf, Lowther, Francesca, Kennedy, Durian, Eugene,

McIntyre Roads and other minor repairs on other roads. Patching maintenance was undertaken on various roads, a significant repair was

undertaken on Thorngate road Repairing and replacing signage at many locations.

Mobile Work Force November 2013 Projects carried out: Herbicide spraying noxious weeds, furniture & drains where required;

Leonino, Old Bynoe, Duddell, Reedbeds, Mira Rd Sth, Spencer, Peacock, and Meade Roads, Hopewell, Finn Rd and roads off and Doris Rd Virginia area: Virginia Rd and all roads coming off including Morgan, Brooking and Radford Rd, Lowther Rd and Wells Creek and surrounding Roads as well as the new Coolalinga area roads and the Wetland area where the MWF found Mimosa growing actively so treated accordingly liaising with the NT Gov. Weeds Branch, to reduce its spread into the Girraween area. In and around Humpty Doo: Kirill Park Rds, all of Lambells Lagoon Rds, Middle Point (on Anzac Parade) , Thomsen and Trippe Rd, Freds Pass Rd and all tributaries.

Slashing has commenced Lambells Lagoon area, Cain and Thomsen Rds, Pioneer Rd. Mowed the new Coolalinga area twice since the Hand over, and council office grounds approx every two weeks.

Driveway complaint repairs using the crushed rubble from Humpty Doo Waste Transfer Station.

31

Improved shade shelter for staff and gear on demountable shed in Council yard while awaiting permanent shed.

Also built several lockable chainmesh areas in same yard for secure sign storage and small equipment .

Install guide posts various areas, including unmarked culverts, Sign repairs and install, Install safety fencing around broken storm water drain Challenor Circuit. Remove fallen trees various roads & drains after storms. Sprayed approx 80% of drainage reserve firebreaks, then followed up a week later with

slashing. Prepared firebreaks on two drainage land Sections in Monck/Townend Rd, Acacia area

prior to Prescribed Burning by Bushfires NT. Removed syringes along Pioneer Drive near the creek. Monthly Tool Box meeting.

Property Management November 2013 Report Tool box meetings with Transfer Station staff, Safety Officer Toni Cameron and HR

Cathy Bottrell. Liaise with Police @Howard Springs Waste Station re: personal items from Big 4

Caravan Park being disposed of in Council bin. Drum MUSTER program trial 1, 15 & 29 November 2013 was not a success due to only

two suppliers over the 3 days; so Council will now only receive drums by appointment. On instructions from Graeme, staff were advised to improve if possible the mechanical

compaction to waste bins at Berry Springs & Howard Springs WTS; this has proved successful; up from average 3/4t to 5/6t, and occasionally achieving up to 8 tonne.

Continued Liaison with “Fire Management Plan Consultant” & attend additional meetings with Bush Fires NT and NT fire Service Fire Chief from Howard Springs.

Arranged early wet season prescribed burn-offs on two Council drainage properties in Acacia with considerable success.

Education Officer continued of the school and public education program. Arranged purchase and delivery of Mayors replacement Ute. Attended AGM Livingstone Reserve Placed purchase order for the supply & installation of a hydraulic dog cage lifting device

for Regulatory Services. Placed Application for a building permit for the approved All Weather Shade roof

structure over the gate keeper’s office/weighbridge Humpty Doo WTS. Attended Waste & Recycling Expo Melbourne Convention Centre with Vic Statham Delivered Litchfield Councils Stand-by Emergency VHF Comms radio to Highway

House for testing – all OK.

32

Attended meeting @ Highway House – Emergency Response & Recovery Group with Graeme Francis.

Arranged prescribed burn-off of debris pile at Thorak Cemetery by H/Springs Volunteers. Obtained several additional quotes for Polocrosse flag poles. Not yet resolved. Attended AGM Fred’s Pass reserve.

Development Applications Last Month – November Council has submitted comments

ID ADDRESS PURPOSE PA2013/0787 485 Pioneer Rd Herbert Subdivision to create 2 lots

PA2013/0757 12 Grice Cres, Coolalinga 4x3 bedroom Multiple dwelling in a 2 storey building

PA2013/0796 450 Lowther Rd, Virginia Subdivision to create 4 lots

PA2013/0489 126 Produce Rd Humpty Doo Variation

PA2013/0843 6 Lloyd Rd and 28 Freds Pass Rd Humpty Doo

Additions to existing shopping centre including car parking

PA2013/0305 36 Grice Cres Coolalinga Variation

PA2013/0841 30 Brooking Circuit Virigina Subdivision to create 2 lots

PA2013/0825 15 Havelock St Coolalinga UTS

PA2013/0847 128 Produce Rd Humpty Doo Subdivision to create 4 lots

PA2013/0871 98 Compinge Rd Girraween Subdivision to create 6 lots

Awaiting response from Council

ID ADDRESS PURPOSE

PA2013/0893 12 Spencely Rd Humpty Doo Office addition to existing warehouse

PA2013/0894 12 Spencely Rd Humpty Doo Subdivision to create 2 lots

PA25013/0936 195,215 and 235 Darwin River Rd

1112- Bed worker accommodation complex and ancillary facilities

November 2013 Waste Transfer Station Report Waste types Howard Springs Humpty Doo Berry Springs

Batteries 16 Pallets 3 Pallets Not Accepted

Cardboard 23 Bins 28 Bins

Co-mingle 12 Bins 11 Bins

Construction Waste N/A 61.45 Not Accepted

Domestic vehicle 5810 5618 N/A

Green waste Ute or trailer 177m3 224m3 N/A

Green waste Ute & trailer 4 m3 3 m3 N/A

Green waste truck 38 m 21 m3 N/A

Mulch Sales 247 m3 305 m3 Not Accepted

Non Litchfield Residents 22 16 Not Accepted

33

Shoal Bay Tonnes 202.1t 343.12t 100.68t

Shoal Bay Trucks 27 39 25

Scrap Metals 6 Bins 42.14t N/A at this time

Used Oil 1885 litres 2480 litres Not Accepted

White Goods 2 bins 4 bins N/A

Education Officer

November summary: Presented 3 Rs and what happens to our recycling to Sattler Christian School on the 1

November Presented Rubbish what’s that all about to Sattler Christian School on the 8 November Organised an office fling for Nation Recycling Week (this is where on Friday office staff

reduce their paper waste). Reviewed the feedback from the teachers. Presented to Councillors the 3 Rs and what happens to our recycling.

School Presentation: The 3 Rs and what happens to your recycling presentation went really well, with the kids enjoying and participating in the activities. During the follow up presentation a week later, one teacher commented the content was good and it was age appropriate”. Kids brought up things from the last lesson with one teacher commenting that they were talking about it in the play ground. I went back to the school last week and I had the year 1 and 2 come up to me and talk about the 3 Rs. Other: The Office Friday Fling went well with Litchfield Council effectively saved 178 L of landfill space, 22 kg of carbon dioxide, 1304 L of water and enough energy to power a 20W CFL bulb for 14 hours from recycling our office paper. Next year we are looking at organising a swap party for National Recycling Week. December Plan

Finish the improvement of the Rubbish presentation “what’s that all about” Talk to the teachers at Berry Springs Primary School about their project on recycling at

the school and offer assistance. Present the 3 Rs to the Berry Springs Primary School year 5 as they would be taking

charge of the recycling program next year. Put together the information about Littering for a presentation. Put flyers together for the 12 WASTES of Christmas to encourage the community to

recycle over the Christmas break.

34

PA13/CSR/001: COMMON SEAL USAGE REPORT MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES

BACKGROUND: At the Council meeting dated 14 November 2013 it was resolved that Council approves the Policy for the use of the Common Seal pursuant to section 26 (2). In additional a report would be provided at each meeting regarding the use of the common seal. CURRENT SITUATION: The attached report indicates the use of the common seal since the last meeting. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council notes the report ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer

35

36

PA13/CL/007 : HUMPTY DOO GOLF CLUB – SECTION 4630 MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES

BACKGROUND: The Humpty Doo Golf Club have approached Council with their wish to pursue the possibility of taking control of Section 4630 as part of the next stage of constructing an 9 hole course to make it a full 18 hole course. CURRENT SITUATION: Section 4630 is currently under the ownership of Council and is zoned CN. Therefore for the proposal to go ahead the land would have to be rezoned. Their consultant suggested a letter of support for the proposal from Council to the Golf Club which they believe would assist in their gaining approval. Council needs to discuss the options available. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council gives direction to staff to proceed with this request. ACTION OFFICER: MANAGER: Marlene Watt Russell Anderson Council Secretary Chief Executive Officer

37

PA13/RM/001 : MOTION FROM WORKSHOP – REVIEW OF STRATEGIC PLAN MEETING - WEDNESDAY 27TH NOVEMBER 2013 MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES

BACKGROUND: During the Workshop held for the Review of Strategic Plan, Council endorsed that a late item be discussed being FR13/ RFE/001LI REVIEW OF FINAL PLAN APPROVAL FEE and put forward the following motion:- “that Council resolve to change the name of the “Final Plan Approval Fee” to Assessment and Administration Fee” and reinstate the 2012/2013 fee of 2% to apply from 1st July 2013. CURRENT SITUATION: Council now needs to endorse the motion which was moved by Councillor Judy Cole and seconded by Deputy Mayor, Councillor Vic Statham. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council endorse changing the name of the “Final Plan Approval Fee” to Assessment and Administration Fee” and reinstate the 2012/2013 fee of 2% to apply from 1st July 2013. ACTION OFFICER: MANAGER: Marlene Watt Russell Anderson Council Secretary Chief Executive Officer

38

PA13/DMRC/001: DOG BY-LAW REVIEW CONSULTATIVE GROUP MEETING MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: NO

BACKGROUND: The progress of the Dog Management By-law review has previously been tabled. The Council has requested a meeting with the previous By-Law consultative committee to review public comments and give recommendations. CURRENT SITUATION: Most of the original By-Law consultative committee group has been contacted and a suitable date decided as Tuesday 28 January 2014 at 5.00 pm in the Council Chambers. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council note the date. ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer

39

FR13/FIN/011 NOVEMBER 2013 FINANCIALS MEETING DATE: THURSDAY 12TH DECEMBER 2013 MEETING TYPE: Ordinary FILE REF: Council Business December 2013 ATTACHMENTS: Yes (to be emailed separately to Councillors) BACKGROUND: The Local Government (Accounting) Regulations, prescribes that: 18 Financial reports to council (1) The CEO must, in each month, lay before a meeting of the council a report, in a form

approved by the council setting out: (a) the actual income and expenditure of the council for the period from the

commencement of the financial year up to the end of the previous month: and

(b) the forecast income and expenditure for the whole of the financial year.

(2) The report must include:

(a) details of all cash and investments held by the council (including money held in trust); and

(b) a statement on the debts owed to the council including the aggregate amount owed

under each category with a general indication of the age of the debts; and

(c) other information required by the council

(3) If a council does not hold a meeting in a particular month, the report is to be laid before the council committee performing the council’s financial functions for the particular month. CURRENT SITUATION: As requested by Council a report of the creditors payments be indentified against activity within the council. This is currently being developed should be to Council by next meeting. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: Goal 5 – Effective Council Management, 5.1 Sustainable financial management within our mission

40

LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council take note of the November 2013 Financial Reports. ACTION OFFICER: MANAGER: Diane Chellingworth Russell Anderson Corporate Services Manager Chief Executive Officer

41

42

43

44

45

46

47

48

49

50

51

52

53

54

55

FR13/SRD/001: SPECIAL RATE DECLARATION MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: NO

BACKGROUND: At the special meeting on the 18th July 2013 Council approved the budget for 2013-2014 and subsequently the rate declaration was advertised. Part of the declaration involved a special rate for the sealing of roads in Southport. CURRENT SITUATION: Since the rate declaration was made in July an addition section of Kersley Street (from Cherry Street to Boat Ramp) and South Terrace (from Kersley Street to Ringwood Street) were found suitable to be sealed within the budget. A Special Rate Declaration needs to be approved to formalise the process. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council approves the Special Rate Declaration for the sealing of Kersley Street from Cherry Street to the Boat Ramp and South Terrace from Kersley Street to Ringwood Street. ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer

56

FR13/BR/003 : REVIEW OF STRATEGIC PLAN MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES

BACKGROUND: The strategic plan was reviewed at a workshop meeting held on Wednesday 27 November 2013. It was resolved that Council STAFF prepare a draft with amendments at the next Ordinary Meeting. CURRENT SITUATION: A draft Strategic Plan with track changes and comments is attached for confirmation. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council approves the Strategic Plan for public information. ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer

57

58

59

60

61

62

63

64

FR13/RRM/001 REGISTERED MAIL – 2ND INSTALMENT RATES NOTICES MEETING DATE: THURSDAY 12TH DECEMBER 2013 MEETING TYPE: ORDINARY FILE REF: RF13:RC ATTACHMENTS: NIL BACKGROUND: Under the Local Government Act Council has an obligation to send out a rates notice section 159 Rates notice but under section 153 Notifications to be given by ratepayers (1) A person who becomes the principal ratepayer for a particular allotment within a council area

must, within 28 days of doing so, give the CEO written notice of that fact and of the person's postal address.

Maximum penalty: 20 penalty units.

(2) If the principal ratepayer's postal address changes, the principal ratepayer must, within 28 days of the change, give the CEO written notice of the new address.

Maximum penalty: 20 penalty units.

As at the 3rd of December 2013 there are: 1398 ratepayers in arrears of which 524 are on arrangement 2139 paid first instalment 3848 paid in full 456 in Credit. Next instalment is due on the 28th February 2014 The first rate instalment in August 2013 consisted of 7841 rate notices being sent out of which Council received 112 undelivered. The undelivered rate notices are then put on a spread sheet register; a council staff member processes these by seeking alterative mailing addresses. If unable to locate the ratepayer, council staff will peg a letter to the ratepayer’s gate asking them to contact the council office. Of the 112 undelivered rate notices 26 have paid in full

11 made the first instalment 4 on a plan payment 5 Mining Tenements 18 resent out rates notice with correct mailing address 16 Still waiting for rate payer to contact office 32 Southport Blocks rate payer address unknown

65

CURRENT SITUATION: Council requested for 2nd instalment notice to be sent out by registered mail. The 1398 ratepayers in arrears of which 524 are on payment arrangement 32 Southport blocks of which 10 are in the next land sale thus leaving a total of 842 ratepayers. The cost to register the rates notices consist of:- Labels and imprints (Registration number) $2,507.50 and either Person to person $5,009.90 (The registered post article must be signed for by the person name in the address); or Delivery confirmation $1,936.60 (The sender of the registered post article receives a card signed by the recipient) Note this means anyone can sign for the registered letter not only the ratepayer Staff will have to stick on the Label (registration number) on each envelope and fill out the register paperwork required by the post office to record the registration number. This equates to 42.1 hours of staff time being average of 3 minutes per letter. FINANCIAL IMPLICATIONS: Cost extra to budget of $7,517.40 “person to person” or $4,444.10 “any person to sign” STRATEGIC PLAN IMPLICATIONS: Goal 5 – Effective Council Management, LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council resolves one of the following options: a) Send out “person to person” register mail at a cost of $7,517.40 b) Send out “any person to sign” registered mail at a cost to council $4,444.10 c) Not register the 2nd instalment rates notices as current practices meets Council’s obligation the under the Local Government Act. ACTION OFFICER: MANAGER: Diane Chellingworth Russell Anderson Corporate Services Manager Chief Executive Officer

66

FR13/TCF/004: REQUEST FOR FUNDING – THORAK REGIONAL CEMETERY MEETING DATE: THURSDAY 12TH DECEMBER 2013 MEETING TYPE: ORDINARY FILE REF: ATTACHMENTS:

BACKGROUND: This agenda paper is for funding approval from the cemetery reserve for two separate projects; if approved would result in 1. Operating efficiency. 2. New enhanced landscape for income generation.

1. Thorak Cemetery comprises of approximately 16 acres of developed landscape

consisting mostly of lawns. As the cemetery expands, so does the landscape. This

includes the recent addition of five new acres of lawn in section E. It takes considerable

amount of mower running time (approximately 3 days a week during the wet season) to

keep the lawns cutting to an acceptable standard through-out the year.

2. Over the past two years, the cremation interment garden, the Courtyard of Tranquility

was developed for the interment of cremated remains. This section, recently enhanced

with the new columbarium is ready for the landscaping, designed to put the

“tranquility” into the courtyard with many shade trees, shrubs and benches for quiet

contemplation.

CURRENT SITUATION:

1. The current mower, which has worked hard over the past three years, is at the point

where money (and time) spent repairing it is beyond sustainable. Since it was

purchased in 2010, more than $12,000.00 has been spent in repair bills. Over three

years this may seem normal (average of $ 4,000.00 per year, parts and labor)

considering it cuts acres of lawn all year long.

However it is more than the cost to repair; it is the accumulative time the mower becomes unavailable while being serviced. We often wait weeks for a part (could be a small and insignificant part) to be shipped from North America, to Melbourne then to Darwin. As we wait, the grass continues to grow unsightly and extra long, an unsettling appearance families do not expect to see. Out of desperation, we have relied on the mobile work force to cut the grass before it becomes unmanageable, but that remedy is unrealistic considering their scheduled workload.

67

This particular mower has a poorly designed grass catcher setup. The chute twists and turns on its way to the catcher. When the grass is wet and long it clogs up the chute, causing staff down time to unblock it. In addition, if the grass becomes too long the grass catcher must be removed. (a cumbersome task in itself). Without the catcher on, other staff are walking behind blowing loose grass off markers and memorials, more down time. The new mower has been trialed, researched and proven capable for our unique needs; and has several advantages over the current machine. Similar mowers of the same manufacturer have been tried, tested and recommended by the mobile work force. The local supplier and authorized mechanic maintains a suitable parts stock inventory including a mobile mechanic who will provide in house servicing when necessary (they come to us, another benefit as we don’t have a trailer to move the current or any future mower. The great advantage of this mower is the straight, wide flue that transfers the cut grass straight back into large 600 litre capacity catcher, which means less trips back to the compost heap.

2. WE recently completed a landscape plan for the Courtyard of Tranquility. If funded, the

garden design will create a welcoming front entrance to the Courtyard. The entry will

focus on the new columbarium, flanked on either side with Family interment gardens, a

new revenue source. A variety of indigenous trees will provide shade and benches for

respite. This funding will assist with the concrete borders, hardscaping, pathways,

concrete pads, etc.

FINANCIAL IMPLICATIONS: Revenue income from 2012/2013 was $ 211,175.00

1. This mower, with sun cover is priced at $ 22,500.00 inclusive.

2. The landscaping of the C.O.T. $ 15,000.00

Requested is the transfer of $37,500.00 from Thorak Cemetery reserves to fund the above. STRATEGIC PLAN IMPLICATIONS: 3.4 Operate the Thorak Regional Cemetery in accordance with the approved management plan. 3.4.3 Review management policies LEGAL IMPLICATIONS: Nil

68

ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: At times when the mower was unavailable, complaints were received where the grass was longer than visitors expected or should have to tolerate. COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council a) approve funding from the cemetery reserve for these operating (mower) and revenue (C.O.T.) landscaping needs or b) not approve funds. ACTION OFFICER: MANAGER: Glen Minaker Russell Anderson Thorak Cemetery Manager Chief Executive Officer

69

FR13/ASS/098: NORTHERN TERRITORY POLOCROSSE ASSOCIATION – AUSTRALIAN CHAMPIONSHIPS 2014 - REQUEST FOR SUPPORT AND/OR SPONSORSHIP PURCHASE OF 12, 6M FLAG POLES FOR THE POLOCROSSE ASSOCIATION MEETING DATE: THURSDAY 12TH DECEMBER 2013 MEETING TYPE: ORDINARY FILE REF: ATTACHMENTS: NO ______________________________________________________________________________ BACKGROUND: The NT Polocrosse Association wrote to Council (Ordinary Meeting 10 October 2013) requesting full funding to purchase 12 new flag poles for their July 2014 National Championships to be held at Freds Pass Reserve. The Association supplied two quotes for Council consideration @ $9895 & $10581, both excl. GST. Council instructed the Property Manager to seek alternative options and additional quotes. CURRENT SITUATION: I viewed a number of Web Sites on flag poles at competitive prices but saw some difficulty buying interstate and experiencing some damaged, powdered coated, aluminum poles arriving in Darwin and then chasing warranty. With a touch of luck we found a local supplier of flag poles in Darwin Central who can supply assembled, ready to use poles that take the stock 1800mm x 900mm flag. These are the same poles as the two erected in the Council’s front lawn. Total $6000 excl GST. There is an approximate 2 x month delivery. Council’s Mobile Work Force could do the install of the in-ground spigots sometime in the New Year. This business no longer hires flag poles. The 4 x flag poles currently erected over at Freds Pass Reserve grounds definitely need replacing for a National Competition as they are in very poor aesthetic condition. These would be replaced as part of the requested 12 poles. FINANCIAL IMPLICATIONS: $6000 could be taken from Reserves Urgent Minor Maintenance Funds or Council Reserves STRATEGIC PLAN IMPLICATIONS: 4.1.4 Review the level of recreation facilities and reserves. LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Council may get some recognition from some quarters COMMUNITY SAFETY IMPLICATIONS: Nil

70

RECOMMENDATION: That Council: a) Endorse the purchase of the 12 new flag poles from National Flags of Darwin for total $6000 excl GST. b) Endorse the purchase of the 12 new flag poles from Reserves Urgent Minor. Maintenance Funds, or c) Endorse the purchase of the 12 new flag poles from Council Reserves. ACTION OFFICER: MANAGER: Glen Roberts Russell Anderson Property Manager Chief Executive Officer

71

FR13/FPRS/005 FREDS PASS RURAL SHOW 2014 – ESTABLISHMENT OF FINANCIAL ASSISTANCE GRANT FOR FIRST YEAR MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: NO

BACKGROUND: The Freds Pass Show did not occur this year for a number of reasons which is history. An Association has been formed to run the 2014 Show and an agreement has been established between the Freds Pass Board and the Show Committee. CURRENT SITUATION: To assist this committee to achieve a successful show there is a need to provide an establishment financial assistance grant for their first year and show. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council approves the gifting of a $70,000 Establishment Grant to the Show Committee ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer

72

PW13/PNC/174: PLACE NAMES COMMITTEE – LITCHFIELD – HUNDRED OF COLTON EXTENSION AND RENAMING PART OF NORTHSTAR ROAD, ACACIA HILLS MEETING DATE: THURSDAY 14th NOVEMBER 2013 MEETING TYPE: ORDINARY FILE REF: Infrastructure\Roads\naming\pnc 80624-80525 ATTACHMENTS: YES BACKGROUND: The Place Names Committee (PNC) has written to Council advising that they have received a request from the Developers to name a new road opening in Acacia Hills. The PNC advise that from discussions with Land Records who are responsible for street addressing they confirmed it would be appropriate to extend Northstar Road in the easterly direction and rename the southerly section of Northstar Road because an extension to the southerly section will also be occurring, creating an “L” shaped road in Section 148. CURRENT SITUATION: At its 188th meeting, the Place Names Committee considered the requested naming proposal and agreed to the extension of Northstar Road and proposed to rename the southerly section of Northstar Road Poelingoer Road. The developer has been consulted and supports the naming of Poelingoer Road and Northstar Road for the extension in the easterly direction. The Committee now seeks written support from Council. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 1.5.1 Continue to liaise and co-operate with external organisations to develop and implement mutually beneficial strategies. LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil

73

RECOMMENDATION: That Council supports the naming of the extension of Northerstar Road and the naming of Poelingoer Road for a subdivision in Acacia Hills, Hundred of Colton. ACTION OFFICER: MANAGER: Marlene Watt Russell Anderson Council Secretary Chief Executive Officer

74

75

76

77

78

PW13/VMS/004: OSCAR AND HANA ROADS MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: NO

BACKGROUND: Oscar and Hana roads have been identified in the draft Fire Management Plan as a currently liability to Council and the community. CURRENT SITUATION: Any clearing will require remedial works and adequate drainage and Council needs to provide funding to allow a contractor to prepare a fire break and drain. FINANCIAL IMPLICATIONS: $35,000 STRATEGIC PLAN IMPLICATIONS: 3.1.3 Ensure effective and appropriate weed and fire

control on the Council estate to protect the community. LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council: a) Fund $35,000 to manage fire and weeds on Hanna and Oscar Roads or b) Not approve funds. ACTION OFFICER: MANAGER: Glen Roberts Russell Anderson Property Manager Chief Executive Officer

79

PW13/LL/046 : RELOCATION OF LIQUOR LICENCE 8090366 MEETING DATE: THURSDAY 12 DECEMBER 2013 MEETING TYPE: ORDINARY MEETING FILE REF: ATTACHMENTS: YES

BACKGROUND: The Gambling and Licensing Service has asked for comments on an application to relocate the current liquor license at BP Service Station, 795 Cox Peninsula Road, Berry Springs NT to the lGA X-press, Berry Springs at Shop 2 Berry Springs Shopping Village, 10 Doris Road, Berry Springs NT. Comments if any should be received by no later than 27 December 2013. CURRENT SITUATION: Council needs to provide comment if it does not support the relocation of the licence. Comments should be in writing to allow staff to develop a letter to the Gambling and Licensing Service by the due date. FINANCIAL IMPLICATIONS: Nil STRATEGIC PLAN IMPLICATIONS: 5 – Effective Council Management LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council:- a) accept the relocation of the licence; or b) reject the relocation of the licence and c) provide written comments ACTION OFFICER: MANAGER: Derrick Tranter Russell Anderson Governance Manager Chief Executive Officer

80

PW13/D/0001LI: DEVELOPMENT GUIDELINES MEETING DATE: THURSDAY 12TH DECEMBER 2013 MEETING TYPE: ORDINARY FILE REF: Ord Mtg 8/8/13 ATTACHMENTS: Development Guidelines

CURRENT SITUATION: During the ordinary meeting on 8 of August 2013, Council requested further information to endorse the new Planning – Development Guidelines 2013 aimed to:

• Standardise submissions as much as possible; in order to expedite approvals.

• Provide Developers / Consultants a quick access to the Engineering requirements that need

to be considered during a Subdivision / Development.

• Inform interested parties the administrative requirements (cost and relevant documents)

during the stages of Submission, Construction, Completion of Works, Outstanding Works,

and Defects Liability Period.

• Ensure that appropriate engineering practices have been applied at all stages of the new

infrastructure, to ensure the safety of residents and to minimize maintenance / upgrade

costs.

• Provide an upfront, clear and fair scenario for all Developers looking to carry out a project

within the Municipality.

Since the 8 of August, copy of the guidelines have been sent to the following Consultants, Developers and Government Department.

Department of Land Recourse

Management

Department of Lands And Planning

Opus International Consultants

(Australia) Pty Ltd

NS projects

TBS NT

GDS Carpentry

Aurecon

Heiner Structural Engineering

Consultants

Green Hills Engineers

Belgrave Homes

Vantage Homes

Tonkins Consulting

GL Town Planning

Brierty

Cardno

NTCE

SKM Consulting

Overlander Homes

81

A copy of The Guidelines has been advertised on the 7 and 9 of November 2013 and uploaded to Council’s Website for public comments since 11 November 2013. Cutting date for submissions was due last 29 November 2013. The relevant comments submitted to Council are summarised on the attached document. The omitted comments are related with the grammatical aspect of the Guidelines, so they do not influence the adequacy of the Guidelines to fulfill its purpose. Nevertheless, these comments will be assessed internally and / or independently prior to release the final version. FINANCIAL IMPLICATIONS: Nil

STRATEGIC PLAN IMPLICATIONS: 1.5 Partnerships with government agencies, other Councils, and the private sector 1.5.1 Continue to liaise and cooperate with external organizations to develop and implement mutually beneficial strategies, service delivery models, advocacy, lobbying and resource sharing. 3.1 Provision of core services and works program 3.1.1 Maintain an Assets Management Program that ensures our assets are well maintained and appropriate to our mission. 3.1.2 Plan for a consistent approach to service delivery across all wards. LEGAL IMPLICATIONS: Nil ENVIRONMENTAL IMPLICATIONS: Nil PUBLIC RELATIONS IMPLICATIONS: Nil COMMUNITY SAFETY IMPLICATIONS: Nil RECOMMENDATION: That Council resolves to approve the Planning - Development Guidelines for the assessment of Development submissions within the Municipality. ACTION OFFICER: MANAGER: Graeme Francis Russell Anderson Director of Planning and Works Chief Executive Officer

82

SUMMARY OF THE COMMENTS (This document must be read in combination with Agenda Item: Ordinary Council Meeting for 12 December 2013)

1. 50 km/h maximum speed in urban environment

“Can you explain why it is 50, and why the collector's 60, please explain the others as well thank you.” A: Local Road is narrower than a Collector Road, and likely to have more accesses and more pedestrian activity than the collector. 2. The walkway reserve shall have a minimum width of 15 metres.

“Comment (should these battle access driveway's be 30 m, just in case in years to come they decide to subdivide)” A: This restriction would bring forward an unnecessary capital cost to the Developer and Maintenance cost to Council (maintaining this road reserve). Further development conditions can accommodate this concern. 3. Crush Rock

“Why have you gone to falling crushed rock, will we accept Type II gravel or not, I will need you to explain this one to me thanks” DOI (Department of Construction and Infrastructure) provides the technical specification for Gravel. Current Guidelines refers to DOI specifications. Therefore, Type 2 is acceptable. The Guidelines will be amended as follows: Amendment: “Fine Crushed Rock” to be replaced by “Gravel / DOI Specifications”

4. Alternatives to reticulated power should be considered (e.g. solar, battery etc).

“this should be emphasised more may be at the beginning of the lighting document, just to make them think about alternate ways of lighting up our street”

Amendment: “Council aims to promote sustainable / low consumption luminaries to meet with the relevant standards and Council’s requirements (e.g. solar, battery etc).” Will be placed at the beginning of the document

5. Top Soil and Grassing

“ it does not saying here if they using the natural seed bank in the soil's that they do not need to seed, and if they are using the stripped soil and you don't get the 60% of the coverage.. If a using the natural soil and seed bank whatever comes up comes up should you be asking for 60% coverage or should you be asking them just as re-spread the existing soil and whatever comes up comes up, I'm not quite sure on this one” A: Dot point 3 of 3. RECOMMENDED TOPSOIL TREATMENT addresses the above concern. This Section E of the guidelines was assess by independent Consultant and DLRM (Department of Land Resource Management) 6. Comments about the meaning of ESCP and CPTED

Amendment: ESCP (Erosion and Sediment Control Plan) and CPTED (Crime prevention through environmental design) will be included on the Appendix A: Definition and interpretation List.

83

7. “The NT Government has recently made changes to the NT Planning Scheme, and associated with these

changes published draft Northern Territory Land Suitability Guidelines for public exhibition. In

collaboration with the Department of Lands, Planning, and Environment, the Litchfield Council Planning

Guidelines - 2013 could make reference to these documents.”

Action: The consequences will be assessed prior to include this comment in the guidelines. 8. “Section 3.2 Page 5 of 11, dot point 8 states "Any proposed works on or near natural watercourses,

lagoons, and perched swamps must require the prior approval of the Department of Land Resource

Management (LRM)" (page 5) should be removed from the document. If the sentence needs to be

retained, then the Development Consent Authority approval is required (not DLRM), as stated elsewhere in

the document.”

Action: Noted. Guidelines to be amended. 9. “Section 5.2 Page 7 of 31 states "The Technical Representative must have both experience and

proven background in subdivision development/construction work ... ". This should be amended to "The

addition of The Technical Representative must have both experience and proven background in subdivision

development/construction work and construction phase erosion and sediment control".

Action: Noted. Guidelines to be amended. 10. “Where the term Sediment and Erosion Control Plan is used, this should be amended to say Erosion and

Sediment Control Plan (ESCP).”

Action: Noted. Guidelines to be amended. 11. “Section 5.7 Page 9 of 31 should state for Erosion and Sediment Control ADVICE and native vegetation

clearing in non zoned areas. The Department is not responsible for stormwater pollution or stormwater

quality. Council should discuss these matters with the NT EPA.”

Action: Noted. Guidelines to be amended. 12. “Section 2.2 Page 4 of 11 identifies "Resources Management for the NT - Erosion and Sediment Control -

Nat. Res. DLPE". This document is unknown.”

Action: Noted. Guidelines to be amended as follows “Erosion and Sediment Control Guidelines Built Environment” – Department of Natural Resources, Environment, and the Arts of Northern Territory Government.

84

13. “Section 6 Page 6 of 11 states "Council will not issue approval to any Development who does not have an

ESCP approved by DLRM". Managing erosion and sediment control in the municipality is supported

however the word DLRM should be substituted with Council. Council should also consider wording such as:

Litchfield Council recommend an erosion and sediment control plan (ESCP) is developed by a suitably qualified and experienced professional in erosion and sediment control planning and subsequently approved and implemented in accordance with the IECA Best Practice Erosion and Sediment Control Guidelines 2008 www.austieca.com.au. The plan should detail methods and treatments for minimising erosion and sediment loss from the site during both the construction and operational phases. Erosion and sediment control information can also be sourced from the DLRM website at http://lrm.nt.gov.au/soil/management. Council should also consider and investigate the IECA Booklets 2008 as a suitable reference document for information that should inform an ESCP.”

Action: Noted. Paragraph to be included in the guidelines. 14. “With regard to Section 10 Page 8 of 11 dot point 7, it is recommended that Litchfield Council consider

seeking advice from suitably qualified stormwater engineers familiar with N.T climatic conditions and soil

types as to the appropriateness of a velocity of 1.8m/s.”

Action: Noted. Paragraph to be included in the guidelines. Nevertheless Velocity will be reduced to 1.0 m/s. 15. “Section 2 (3.1 Topsoil) page 1 of 2 may be misleading whether the intent is that there is 70% top soil

cover or is the intent to have 70% grass cover. A standard detail of topsoil application/preparation and

grassing methods would be useful”.

Action: Current version of the guidelines addressed the above comments. (The guidelines are open for comments since August 2013) 16. “There is minimal information concerning weeds in the document. This need to be addressed, especially

considering the high levels of Gamba grass, and associated fire risk in the Litchfield Municipality For

example, Plans (page 8) needs to incorporate weed management, even if it is just a component of the

Landscape Plans. Section 5.7 (page 9) should include weed management under DLRM. Section 21 (page

12) should include weeds. Overall, wherever an Erosion and Sediment Control Plan is mentioned in the

document, weeds should also be mentioned.”

Action: The consequences will be assessed prior to include in the guidelines.

85

86

87

88

89