AGENDA

16 January 2018
Council Meeting

WEB SITE: www.wtc.tas.gov.au

 16 January 2018

Table of Contents
Details Page

/18 MINUTES ..........................................................................................................................................4

/18 COUNCIL WORKSHOPS .................................................................................................................4
/18 DECLARATIONS OF PECUNIARY INTEREST ...............................................................................4
COMMUNITY INPUT TIME ..............................................................................................................4
PLAN 1 SENIOR STATUTORY PLANNER’S REPORT: OUTBUILDING LARGER THAN 80M², VARY
SIDE BOUNDARY SETBACK (RETROSPECTIVE) AND AN EXTENSION OF THE EXISTING
SINGLE DWELLING AT 3 KILLARA AVENUE, LANENA ................................................................6
CORP 1 MANAGER CORPORATE REPORT: REVIEW OF FRAUD AND CORRUPTION CONTROL
POLICY AND PLAN ....................................................................................................................... 22
COM 1 COMMUNITY DEVELOPMENT OFFICER’S REPORT: ADOPTION OF WEST TAMAR
COUNCIL COMMUNITY PLAN 2018-2020................................................................................... 38
INFRA 1 MANAGER INFRASTRUCTURE REPORT: TENDERS FOR SUPPLY AND DISPOSAL OF A
4WD TRACTOR ............................................................................................................................ 72
INFRA 2 MANAGER INFRASTRUCTURE REPORT: TENDERS FOR LONG PLAINS ROAD,
BRIDGENORTH - PAVEMENT RECONSTRUCTION CONTRACT WTC 32/2017 ..................... 74
INFRA 3 MANAGER INFRASTRUCTURE REPORT: TENDERS FOR FARMER STREET, RIVERSIDE
- ROAD WIDENING & KERB REPLACEMENT CONTRACT WTC 30 / 2017 .............................. 77
/18 MEETING CLOSURE .................................................................................................................... 80

Item from the closed section of the meeting

C/18 MINUTES ....................................................................................................................................... 81

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WEST TAMAR COUNCIL

PO Box 16 Council Chambers
RIVERSIDE TAS 7250 BEACONSFIELD TAS 7270

11 January 2018

TO ALL COUNCILLORS

Dear Councillor

I wish to advise that an Ordinary meeting of the West Tamar Council will be held at the Windsor
Community Precinct, 1 Windsor Drive, Riverside on Tuesday 16 January 2018 at 1.30pm.

Rolph Vos
GENERAL MANAGER

Workshop held prior to Nil.

Council meeting day:
Workshops:
 9.30am - Beauty Point Master Plan (Rolph Vos)
 10.00am - Post-Census Briefing (Ryan James, Id Consulting)
 11.00am - Fermentas (Michele Gibbins)
 11.30am - Youth Advisory Council (Andy Beeston)
 12 noon Luncheon at Windsor Community Precinct with:
- Four members from the Youth Advisory Council

AGENDA
1. Apologies
2. Confirmation of minutes from 19 December 2017
3. Declarations of Pecuniary Interest
4. Community Input Time
5. Reports a) Planning
b) General Manager
c) Development
d) Corporate
e) Community
f) Infrastructure
6. Notices of Motion from councillors
7. Questions with Notice
8. Questions without Notice
9. Closed Meeting Items

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Minutes of the Ordinary Meeting of the West Tamar Council held at the Windsor Community Precinct,
1 Windsor Drive, Riverside on Tuesday 16 January 2018 at 1.30pm.

PRESENT:

APOLOGIES: Cr Geoff Lyons OAM.

IN ATTENDANCE:

/18 MINUTES

Moved Cr ............................ seconded Cr ................................. that the

minutes of the meeting held on 19 December 2017 be received and
confirmed.

/18 COUNCIL WORKSHOPS

/18 DECLARATIONS OF PECUNIARY INTEREST

COMMUNITY INPUT TIME

The general rules for Community Input Time:

 30 minutes maximum period with up to 15 minutes for community ideas

input and 15 minutes for public questions.

 community input time limits any one speaker to a maximum of 5 minutes

 public question time limits each speaker to a maximum of 3 questions on

any specific subject. A question will be answered if the information is known
otherwise taken on notice and responded to in writing. Where there are
several persons wishing to ask questions, a rotational basis will be used.

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“I certify that with respect to all advice, information or recommendation provided to

council with this agenda:

1. the advice, information or recommendation is given by a person who has the

qualifications or experience necessary to give such advice, information or
recommendation, and

2. where any advice is given directly to council by a person who does not have the
required qualifications or experience that person has obtained and taken into account
in that person’s general advice the advice from an appropriately qualified or
experienced person.”

Rolph Vos
GENERAL MANAGER

“Notes: S65(1) of the Local Government Act requires the General Manager to ensure
that any advice, information or recommendation given to the council (or a council
committee) is given by a person who has the qualifications or experience necessary
to give such advice, information or recommendation. S65(2) forbids council from
deciding any matter which requires the advice of a qualified person without
considering that advice.”

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PLAN 1 SENIOR STATUTORY PLANNER’S REPORT: OUTBUILDING LARGER

THAN 80M², VARY SIDE BOUNDARY SETBACK (RETROSPECTIVE) AND
AN EXTENSION OF THE EXISTING SINGLE DWELLING AT 3 KILLARA
AVENUE, LANENA

1) Introduction

This report assessed a discretionary planning application for a retrospective

outbuilding (exceeding 80m², vary side boundary setback) and an extension
of the existing dwelling at 3 Killara Avenue, Lanena. One representation was
received to the proposal.

2) Background

Development application PA2017238

Development Description
The proposal is to gain retrospective approval for a shed measuring 7.987m
x 19.817m with an apex height of 4.1m and a max wall height of 3.846m. The
shed is 1.2m from the side boundary it shares with 4 Main Road.

The application also includes a small extension of the existing dwelling and
some internal alterations. The extension of the dwelling’s footprint measures
11.91m x 1.76m. The extension and internal alterations provides for an
ensuite and robe in the main bedroom and an extension of bedroom 4.

Applicant
W J Cameron.

Planning Instrument
West Tamar Interim Planning Scheme 2013.
(the Scheme)

Zone
Low Density Residential.

Use
Use class Residential
Use status No Permit required use

Discretions
Discretions
12.4.1.4 A2 - Side and rear boundary setback
14.4.1.6 A1 - max gross floor area and wall height of outbuilding

Attachments
1. Location plan
2. Proposal
3. Scheme assessment report
4. Representations

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3) Strategic/Annual Plan/Council Policy

The proposal is consistent with Council’s Strategic and Annual Plans and
policies.

4) Statutory Requirements

The application was made pursuant to section 57 of the Land Use Planning
and Approvals Act 1993 (the Act). Determination of the application is a
statutory obligation.

The application must be determined by 16 January 2018 to meet the statutory

deadline under the Act.

The application was assessed against the relevant zone and code standards.
The proposal complied with the relevant standards, except for the identified
discretions.

The following discretions were supported when assessed against the relevant
performance criteria:
12.4.1.4 P2 requires assessment of amenity impacts and separation of
dwellings.
12.4.1.6 P1 requires assessment of the dominant built form on the
neighbourhood character.

The detailed assessment report was provided as Attachment 3 to this report.

Assessment of the requested discretions against the relevant performance

standards supported approval of the application.

5) Notification

The application was notified for the required 14 day period from 2/12/2017 to
18/12/2017. One representation was received. Council is required to consider
representations to discretionary applications under both the Act and the
Scheme.

Matters raised in the representation are addressed in the following table. A

full copy of the representation was provided as Attachment 4 to this report.
Issue
R & L Freeman
This outbuilding (workshop
extension) was erected during our
2 ½ year absence from 2009 for
our house renovations. When we
returned and saw the monstrosity
next door blocking our view, we
were very surprised that council
actually granted permission for a
building of this size, however not
being aware of its construction
until after the fact, we assumed it
was too late to make any
complaints. Unfortunately, we also
knew that the sheds huge
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Planning response
The current planning scheme does
not require taking loss of view into
account as part of any assessment.
Council has no record of ever
approving any non-residential use on
this site; in fact the land has always
been zoned Low Density Residential
- a zone that does not provide for
commercial and/or industrial uses.
Any approval of this proposal must
include 2 standard conditions that
prohibits the site and building to be
used for commercial and/or industrial
purposes; as well as prohibiting the

extension would make for a much
noisier environment than we had
experienced in the past, due to the
owners continual engineering
projects. The consistent bashing,
grinding and compressor noises
that emanate/d from this shed
during these engineering
endeavours is enough to drive
anyone to the brink, (a sentiment
that is shared with many of our
neighbours)! Now that we have
sighted the recent planning
application notice, we are aware
that this shed was actually erected
without council approval and as
such we can now object to make
submissions to alter its use.
Obviously, we don’t wat to create
any undue disruption between our
neighbour and us, so rather than
lodging a complete objection to the
project we would prefer it if Council
could place some constraints
against it use namely; after 7.00pm
Monday to Friday and 6.00pm
Saturday and Sunday, consistent
with item 12.3.3 of the “West
Tamar Interim Planning Scheme.”
16 January 2018
use of the building for human
habitation.
Noise is regulated under EMPCA -
Environmental Management Pollution
Control Act that prohibits the use of
portable equipment (such as power
tools, compressors, generators, etc)
during the following hours:
Monday to Friday before 7am and
after 6pm Saturday before 8am and
after 6pmSunday, public holiday
before 10am and after 6pm.
12.3.3 refers to Home Based
Business. Home based business
are not included in this application
and as such cannot be assessed
against the provisions of 12.3.3.

While the concerns of the representors are noted, they did not raise any
matters that alter assessment of the application against the Scheme.

6) Alternative Options

The Planning Authority may approve (with or without conditions) or refuse the
application, based on its assessment against the Scheme and any
representations that were received.

A recommendation was provided for approval with conditions. Any alternative

recommendations should be provided with relevant planning reasons.

7) Financial Impact

Financial impacts are normally limited to the application process and any
appeal that may be lodged against the Planning Authority’s decision, provided
statutory obligations are met.

8) Officer’s Comments

The proposal was assessed against the provisions of the Scheme and
complied with all relevant tests. The proposal can therefore be approved
subject to the conditions listed below.
Karin van Straten
SENIOR STATUTORY PLANNER

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RECOMMENDATION
That application PA2017238 be determined as follows:
a. the requested variations comply with the relevant performance criteria
and be supported;
b. the representations do not have planning merit when assessed against
the Scheme; and
the application for retrospective outbuilding (exceeding 80m², vary side
boundary setback) and an extension of the existing dwelling for land at 3
Killara Avenue, Lanena be APPROVED subject to the following conditions:

ENDORSED PLANS
1. The use and/or development must be carried out as shown on the
Endorsed plans dated 22-11-17 (Job No: JN-150103) and described in
the endorsed documents to the satisfaction of the Council. Any other
proposed development and/or use will require a separate application to
and assessment by the Council.

INDUSTRIAL OR COMMERCIAL USE

2. The site/building must not be used for commercial or industrial use.

NO HUMAN HABITATION
3. The outbuilding must not be used for human habitation.

Permit Notes

Notations

A. This permit was issued based on the proposal documents submitted for PA2017238. You
should contact Council with any other use or developments, as they may require the separate
approval of Council.

B. This permit takes effect after:

a) the 14 day appeal period expires; or
b) any appeal to the Resource Management and Planning Appeal Tribunal is abandoned
or determined; or.
c) any agreement that is required by this permit pursuant to Part V of the Land Use
Planning and Approvals Act 1993 is executed; or
d) any other required approvals under this or any other Act are granted.

C. This permit is valid for two (2) years only from the date of approval and will thereafter lapse if
the development is not substantially commenced. An extension may be granted subject to the
provisions of the Land Use Planning and Approvals Act 1993 as amended, by a request to
Council.

Other Approvals
D. This permit does not imply that any other approval required under any other by-law or legislation
has been granted.

Restrictive Covenants
E. The granting of this permit takes no account of any covenants applicable to the land. The permit
holder and any other interested party, should make their own enquires as to whether the
proposed development is effected, restricted or prohibited by any such covenant.

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If the proposal is non-compliant with any restrictive covenants, those restrictive covenants
should be removed from the title prior to construction commencing or the owner will carry the
liability of potential legal action in the future.

Appeal Provisions
F. A planning appeal may be instituted by lodging a notice of appeal with the Registrar of the
Resource Management and Planning Appeal Tribunal.

A planning appeal may be instituted within 14 days of the date the Corporation serves notice
of the decision on the applicant.

For more information see the Resource Management and Planning Appeal Tribunal website
www.rmpat.tas.gov.au

DECISION

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Plan 1 - Attachment 1
Location Plan
Address 3 Killara Avenue, Lanena

Subject site/retrospective shed

Representor

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Plan 1 - Attachment 2
Proposal Plans
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Plan 1 - Attachment 3
Scheme Assessment Report

1 DEVELOPMENT DESCRIPTION
Detailed description of the proposal: The proposal is to gain retrospective approval for a shed
measuring 7.987m x 19.817m with an apex height of 4.1m and a max wall height of 3.846m. The
shed is 1.2m from the side boundary it shares with 4 Main Road.

The application also includes a small extension of the existing dwelling and some internal alterations.
The extension of the dwelling’s footprint measures 11.91m x 1.76m. The extension and internal
alterations provides for an ensuite and robe in the main bedroom and an extension of bedroom 4.

2 SITE EVALUATION

Representor Retrospective shed Dwelling at subject site

Site analysis:-
 Location: 3 Killara Avenue, Lanena.
 Area: 1533 m².
 Existing use/development: dwelling and outbuilding.
 Surrounding use/development: single dwellings, residential outbuildings and gardens.
 Vegetation: lawn, shrubs - residential garden.

SITE CONSTRAINTS/APPLICABLE OVERLAYS

 Contamination: none known.
 Landslip: no hazard band.
 Flooding: The subject site is not prone to flooding.
 Environmental impacts and attenuation: none.
 Capacity of infrastructure including access: The existing infrastructure, including access, has
sufficient capacity to service the proposal.
ANALYSIS
 Surrounding uses and developments that will impact on the proposal: The surrounding uses and
developments are compatible residential uses.
 Impact of the proposal on adjoining uses: The proposal is compatible with the surrounding uses.
 Effect of hazards on the proposal: There are no known hazards impacting on the proposal.

INTERNAL REFERRALS
 Internal referrals raised no issues.
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3 PLANNING MATTERS
The subject site is within the Low Density Residential zone.
Zone Purpose
Zone Purpose Statements
12.1.1.1 To provide for residential use or development on larger lots in residential areas
where there are infrastructure or environmental constraints that limit development.
12.1.1.2 To provide for non-residential uses that are compatible with residential amenity.
12.1.1.3 To ensure that development respects the natural and conservation values of the
land and is designed to mitigate any visual impacts of development on public views.

 Defined use as per planning scheme and classification: Residential

 Compliance with standards of development
Development Standards
The following clauses only apply to development within the Residential Use Class.
12.4.1.1 Site Coverage
Objective
a) To ensure that the site coverage respects the existing or preferred neighbourhood character:
and
b) To reduce the impact of increased stormwater runoff on the drainage system; and
c) To ensure sufficient area for landscaping and private open space.
Acceptable Solutions Performance Criteria
A1 The site coverage must not P1 The site coverage must have regard to the:
exceed 30% of the site. a) size and shape of the site; and
b) existing buildings and any constraints imposed
by existing development or the features of the
site; and
c) site coverage of adjacent properties; and
d) effect of the visual bulk of the building and
whether it respects the neighbourhood character;
and
e) capacity of the site to absorb runoff; and
f) landscape character of the area and the need to
remove vegetation to accommodate
development.
Officer Comments: complies with the Acceptable Solution coverage = 29%

12.4.1.2 Building Height

Objective
To ensure that the height of dwellings respects the existing or desired future character
statements.
Acceptable Solutions Performance Criteria
A1 Building height must not exceed 8 P1 Building height must be appropriate to the site and
metres. the streetscape having regard to the:
a) effect of the slope of the site on the height of the
building; and
b) relationship between the proposed building
height and the height of existing adjacent
buildings; and
c) visual impact of the building when viewed from a
road.
Officer Comments: complies with the Acceptable Solution.
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12.4.1.3 Frontage Setbacks

Objective
To ensure that the setbacks of dwellings from the road respect the existing or preferred
neighbourhood character and make efficient use of the site.
Acceptable Solutions Performance Criteria
A1.1 Primary frontage setbacks must be a P1 Buildings are set back from the primary
minimum: frontage an appropriate distance having
a) in accordance with Table 12.1.4.3; and regard to:
Table 12.1.4.3 Primary Frontage Setback a) the efficient use of the site; and
2 b) the safety of road users; and
Lots 2500 m or less 6 metres
Lots between 2500 10 metres c) the prevailing setbacks of existing buildings
m2 and 5000m2 on nearby lots; and
Lots exceeding 15 metres d) the visual impact of the building when
5000m 2 viewed from the road; and
b) for infill lots, within the range of the e) retention of vegetation within the front
frontage setbacks of buildings on setback.
adjoining lots, indicated by the hatched
section in Figure 12.4.1.3 below; and
Existing
building Infill
Lot

Existing
building

Road

Figure 12.4.1.3 - Primary Frontage

Setback for Infill Lots
A1.2 Buildings must be set back a minimum
of 8 metres from the any other frontage.
Officer Comments: complies with the Acceptable Solution.

12.4.1.4 Rear and Side Setbacks

Objective
To ensure that the:
a) height and setback of dwellings from a boundary respects the existing neighbourhood
character and limits adverse impact on the amenity and solar access of adjoining dwellings;
and
b) separation of buildings is consistent with the preferred low density character and local area
objectives, if any.
Acceptable Solutions Performance Criteria
A1 Buildings must be set back 5m from P1 Building setback to the rear boundary must be
the rear boundary. appropriate to the location, having regard to
the:
a) ability to provide adequate private open
space for the dwelling; and
b) character of the area and location of
dwellings on lots in the surrounding area; and

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c)
impact on the amenity and privacy of
habitable room windows and private open
space of existing and adjoining dwellings;
and
d) impact on the solar access of habitable room
windows and private open space of adjoining
dwellings; and
e) locations of existing buildings and private
open space areas; and
f) size and proportions of the lot.
Officer Comments: the proposal does not comply with the Acceptable Solution - the
setback from the rear boundary is 4.932m. The proposal must therefore rely on the
Performance Criteria for compliance:
The location of the outbuilding provides for adequate private open space on the remainder
of the subject site in compliance with a); the location of buildings - mainly outbuildings
close to rear and side boundaries are common in this area; these buildings were possibly
constructed under previous planning schemes that required lesser setbacks from
boundaries – in compliance with b); the location of the shed is 38m south of the dwelling
at 8 Main Rd and 24m northeast of the dwelling at 4 Main Road. With an apex height of
4.1m and no windows towards the mentioned dwellings the proposal will have no impact
on the amenity, privacy or solar access of the adjoining dwellings in compliance with c) to
f). The proposal complies with the Performance Criteria.
A2 Buildings must be set back in P2 Building setback to the side boundary must be
accordance with Table 12.4.1.4 below. appropriate to the location, having regard to
the:
Table 12.4.1.4
a) ability to provide adequate private open
Lots 2500 m2 or less 3 metres space for the dwelling; and
2
Lots exceeding 2500m 10 metre b) character of the area and location of
dwellings on lots in the surrounding area; and
c) impact on the amenity and privacy of
habitable room windows and private open
space of existing and adjoining dwellings;
and
d) impact on the solar access of habitable room
windows and private open space of adjoining
dwellings; and
e) locations of existing buildings and private
open space areas; and
f) size and proportions of the lot; and
g) extent to which the slope and retaining walls
or fences reduce or increase the impact of
the proposed variation.
Officer Comments: The location of the outbuilding provides for adequate private open
space on the remainder of the subject site in compliance with a); the location of buildings
- mainly outbuildings close to rear and side boundaries are common in this area; these
buildings were possibly constructed under previous planning schemes that required
lesser setbacks from boundaries - in compliance with b); the location of the shed is 38m
south of the dwelling at 8 Main Rd and 24m northeast of the dwelling at 4 Main Road.
With an apex height of 4.1m and no windows towards the mentioned dwellings the
proposal will have no impact on the amenity, privacy or solar access of the adjoining
dwellings in compliance with c) to f); g) is N/A to this assessment. The proposal
complies with the Performance Criteria.

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12.4.1.6 Outbuildings and Ancillary Structures
Objective
To ensure that:
a) outbuildings do not detract from the amenity or established neighbourhood character; and
b) dwellings remain the dominant built form within an area.
Acceptable Solutions Performance Criteria
A1 Outbuildings must not have a: P1 Outbuildings must be designed and located
a) combined gross floor area of greater having regard to:
than80 m2; and a) visual impact on the streetscape; and
b) maximum wall height of greater b) any adverse impacts on native vegetation;
than3.5 metres; and and
c) maximum height greater than 5 c) overshadow adjoining properties; and
metres. d) compatibility with the size and location of
outbuildings in the neighbourhood.
Officer Comments: The proposed outbuilding exceeds a floor area of 80m² and the wall
height - it being 3.846m. The proposal must rely on the Performance Criteria for
compliance:
The outbuilding is setback more than 12m from the frontage - further back than the
existing dwelling. It appears like a standard double garage with 2 roller doors - in
compliance with a); no native vegetation must be removed to accommodate the proposal -
it is a retrospective application - in compliance with b); as discussed above in this report,
due to the height of the outbuilding and the development on the adjoining lots, there is no
unacceptable overshadowing in compliance with c); outbuildings in the area are of a
variety of shapes and sizes and were constructed under various planning schemes’
requirements, the proposed outbuilding is therefore considered to be compatible with
those in the neighbourhood in compliance with d). It is considered that the proposal
complies with the Performance Criteria.

Codes applicable to the application

E6.0 Car parking and Sustainable Transport Code applies to all applications. The proposal meets
all the relevant acceptable solutions in this code.

9.4 STATE POLICIES

The proposal is consistent with the intent of all State Policies.

9.5 OBJECTIVES OF THE LAND USE PLANNING AND APPROVALS ACT 1993
The proposal is consistent with the objectives of the Land Use Planning and Approvals Act 1993.

1) CONCLUSION
It is considered that the proposal is reasonable and should be approved subject to the conditions
listed below.

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Plan 1 - Attachment 4
Representations

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CORP 1 MANAGER CORPORATE REPORT: REVIEW OF FRAUD AND

CORRUPTION CONTROL POLICY AND PLAN

1) Introduction

The purpose of this report is to seek Council’s approval of a revised Fraud and
Corruption Control Policy and revised Fraud and Corruption Control Plan.

Due to Councillors having responsibilities in both the Policy and the Plan the
Council is being asked to approve both documents.

2) Background

There is no specific law requiring Council to establish policy in relation to the

control of potential fraud and corruption. However as a public body the
community should rightfully expect that Council has taken reasonable steps
to uphold the principles of honesty, integrity and transparency. To this end
Council initially adopted a Fraud and Corruption Control Policy and Plan in
2014. These documents are now being reviewed as part of Council’s rolling
review program.

An officer-level review of the Policy and the Plan have been undertaken and
a number of minor amendments recommended. These amendments have
been reviewed and recommended for adoption by Council’s Audit Panel.

Suggested amendments to the Fraud and Corruption Control Policy are only
minor and aside from formatting mainly provide for the inclusion of volunteers
within the scope of the policy.

Suggested amendments to the Fraud and Corruption Control Plan also

provides for the coverage of volunteers and also include additional sections
referring to the Audit Panel and internal audit program and IT security
strategies.

All suggested amendments are highlighted within the attached documents

(Attachment 1 - Fraud and Corruption Control Policy, Attachment 2 - Fraud
and Corruption Control Plan).

The Fraud and Corruption Control Policy’s main mechanism for reducing the
overall risk of fraud and corruption is through the promotion of ethical and
honest behaviour in the workplace. Accordingly the reviewed policy continues
to commit Council to providing appropriate training and awareness raising
strategies to all employees. While there has recently been a strong
educational focus on ethical behaviour the adoption of revised policies is seen
as an opportunity to provide further specific education on this topic.

In support of the policy the Fraud and Corruption Control Plan aims to:
 outline management’s key leadership responsibilities in regard to
fraud and corruption;
 inform all employees and Councillors of their responsibilities
regarding fraud and corruption, and detail the actions required when
fraud and corruption is suspected; and
 summarise Council’s anti-fraud strategies

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3) Strategic/Annual Plan/Council Policy

One of the objectives of The Strategic Plan 2016-2026 is for Council to

represent the community in a responsive, professional and innovative
manner. Strategies outlined to achieve this objective include:
 To provide a sustainable and responsible management of public
resources and ensure financial stability; and
 To develop and foster a quality governance function and maintain a
comprehensive risk management programme.

4) Statutory Requirements

There are no specific statutory requirements requiring Council to adopt a

Fraud and Corruption Control Policy and Plan. However adoption is
consistent with good governance practises and strongly recommended by the
Tasmanian Audit Office.

5) Government Departments

Not applicable.

6) Community Consultation

Not applicable.

7) Alternative Options

Not applicable.

8) Risk Assessment

No foreseen risks. The policy's existence should help reduce Council's

potential exposure to financial and reputational loss.

9) Financial Impact

Not applicable.

10) Officer’s Comments

A rolling policy review program is established to ensure Council’s policies

remain relevant and current. The Audit Panel has reviewed the suggested
revisions and recommended the adoption of the revised Policy and Plan by
Council.
David Gregory
MANAGER CORPORATE

RECOMMENDATION
That Council approves the adoption of the revised Fraud and Corruption
Control Policy and revised Fraud and Corruption Control Plan as presented.

DECISION

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COM 1 COMMUNITY DEVELOPMENT OFFICER’S REPORT: ADOPTION OF

WEST TAMAR COUNCIL COMMUNITY PLAN 2018-2020

1) Introduction

The purpose of this report is for Council to adopt the West Tamar Council
Community Plan 2018-2020.

The Community Plan is an operational document to guide the tasks and

activities to be undertaken by the Community Services Department over the
next three years.

The Community Plan serves many purposes for Council, it:

 Guides the role of the Community Services Department and defines
the Department to all stakeholders including government bodies;
 Provides a thorough demographic overview of the West Tamar
Municipal Area;
 Highlights Council’s and the community’s aspirations for its future;
 Provides a series of objectives and strategic recommendations for
Council to achieve its aspirations for the community;
 Is a useful tool when applying for funding.

2) Background

Various forms of research were undertaken during the development of the

Community Plan, with a focus on public participation and literature reviews.

Five goals have been identified, each with a series of actions to be delivered
in thematic areas.

Among various other mechanisms noted in the Plan, the success of the
Community Plan will be measured biennially with officers in the Community
Services Department providing a report on tasks undertaken associated with
each goal and the relevant actions. All reports will be collated in preparation
for the 2020 complete review and update of the Community Plan. Quarterly
evaluations will be undertaken through Council’s Annual Plan and Resident
Opinion Survey Reporting.

3) Strategic/Annual Plan/Council Policy

In accordance with the Strategic Plan 2016-2026: Objectives & Strategies,

Community.

Goal: An engaged community where partnerships are established, needs

identified and Council assists in achieving sustainable outcomes.

The Community Plan sits below Council’s Strategic Plan and alongside:
 Youth Strategy
 Positive Ageing Strategy
 Recreation Plan
 Tourism Development Unit Plan
 Beaconsfield Mine and Heritage Centre Marketing Plan
 Social Recovery Strategy
 Emergency Management Plan

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4) Statutory Requirements

Not applicable.

5) Government Departments

Activities and outcomes listed in the Community Plan link with activities of
various Tasmanian Government departments, for example:
 Australia Day - Department of Premier and Cabinet, Communications
and Protocol Unit
 Economic Development - Department of State Growth
 West Tamar Community Safety Committee - Department of
Education, Department of Health and Human Services, Department
of Police and Emergency Management

6) Community Consultation

Qualitative/Quantitative Survey
Public participation was initially sought in the broadest form through the
widespread promotion of the Unearthing Potential survey. This process
included pop-up community engagement sessions assisting community
members to complete the survey forms as well as providing an opportunity for
officers in the department to be identified in the community. A full, un-coded
copy of the survey results can be made available.

Targeted Focus Groups

In order to prioritise the key themes from the survey results, focus groups
targeted with active groups in the West Tamar community were held. This
process was highly successful and allowed for more in-depth discussions with
community leaders around their compliments and concerns regarding their
local community, as well as their priorities and understanding of the survey
results.

Out-of-Hours Community Feedback Sessions

West Tamar residents were invited to review the summary of survey results,
prior to the draft Community Plan being developed.

WTC Residents’ Opinion Survey

West Tamar Council conducts annually via the Beacon newsletter and online,
a survey of all Council services. The results of this survey, where relevant to
the Community Services Department, were considered when developing the
updated Community Plan.

7) Alternative Options

Council may choose not to adopt the West Tamar Council Community Plan
2018-2020.

8) Risk Assessment

Not applicable.

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9) Financial Impact

Adequate funds were provided in the operational budget in financial years

16/17 and 17/18 to undertake this project.

10) Officer’s Comments

The purpose of undertaking this project internally was to ensure that the
outcome of this project aligns closely with the outputs of the Community
Services Department. The current Plan (2012-2017), although referred to by
officers, does not adequately reflect the day-to-day duties and offerings to the
community of the Department.

Key deliverables have been noted in the Plan, and while there are some
overarching and guiding statements included among the actions, this is to
ensure that the sometimes fluid nature of the officers’ roles in the Community
Services Department align with the needs and expectations of both Council
and the community.

Kaitlin Roach
COMMUNITY DEVELOPMENT OFFICER

RECOMMENDATION
That Council adopt the West Tamar Council Community Plan 2018-2020.

DECISION

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INFRA 1 MANAGER INFRASTRUCTURE REPORT: TENDERS FOR SUPPLY AND

DISPOSAL OF A 4WD TRACTOR

1) Introduction

The purpose of this report is to consider the tenders received for the supply and
disposal (sale) of a tractor.

2) Background

Tenders were called in December 2017 for the supply of a new 4WD tractor and
the disposal (sale) of Council’s existing tractor, a John Deere 6130. The tender
allowed for purchase only offers.

Council received eight trade and purchase tenders from six suppliers as listed
below. Prices below are exclusive of GST and include all specified accessories
and on road costs.

Model Supplier Cost Trade Net

New Holland T6020 Gaffney Machinery $113,000 $45,500 $67,818
John Deere 6110M Midland Tractors $114,727 $46,000 $68,727
Case 110 Maxxum FMT $123,950 $55,000 $68,950
Valtra N104 Gaffney Machinery $118,000 $45,500 $72,818
Case 125 Maxxum FMT $132,595 $55,000 $77,959
Massey Ferguson Tas Ag Solutions $123,100 $45,000 $78,237
Deutz Fahr 5130 William Adams $113,500 $30,000 $82,591
McCormick X6 Clarke Equipment $128,970 $36,000 $93,301

Three purchase only offers of $35,100, $36,363 and $32,727 (All Ex GST) were
also received.

3) Strategic/Annual Plan/Council Policy

The tractor works alongside Council’s other tractor for the purpose of roadside
vegetation control, maintaining fire breaks, road edge maintenance and
slashing large blocks of Council owned land.

Replacing the John Deere tractor contributes to Council meeting its Strategic
Plan goal of providing and maintaining an efficient and effective infrastructure
network and the Annual Plan objective to maintain the transport network to a
safe and serviceable standard.

Not replacing a major item of plant such as the John Deere tractor in a planned
financial year only passes the cost to another year and compromises the trade
value.

4) Statutory Requirements

Tenders have been invited in accordance with the requirements of section 333A
of the Local Government Act and in accordance with Statutory Rule 64 of 2005.

West Tamar Council’s code for tenders and contracts requires purchases above
$100,000 to be publically advertised and brought to Council for approval.

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5) Government Departments

Not applicable.

6) Community Consultation

Consultation was undertaken with Council tractor operators and the Fleet
Supervisor.

7) Alternative Options

Replacement of the tractor could be deferred, however it has reached its

scheduled replacement time and deferring its replacement will lead to lower
trade-in values and put added pressure on future budgets

The current plant replacement program has been developed taking into account
optimum changeover allowing for a reasonable spread of costs over several
years to replace plant and equipment. This is reflected in the higher than
expected trade prices.

Council is not bound to accept the lowest price or any tender.

8) Financial Impact

The 2017/18 budget allocation to replace the tractor allowed $125,000 (Ex GST)
for purchase, and a trade of $40,000 (Ex GST) resulting in a net cost of $85,000
(Ex GST).

9) Officer’s Comments

The Manager Infrastructure and Fleet Supervisor evaluated the tenders against
the criteria listed in the tender specifications. Seven of the eight tendered net
(changeover) prices were within Council’s budget allocation.

The Midland Tractors John Deere tender is the second lowest net changeover
and within Council budget. The existing (to be replaced) John Deere tractor has
provided Council with excellent trouble free service. It should be noted that both
large tractors in Council fleet are John Deere and have provided excellent
service over several years.

The approximate $1,000 difference in net trade between the New Holland and
John Deere tractors is not considered an advantage. Other net trade offers are
less advantageous to Council and therefore the John Deere is recommended.

Greg Ingham
MANAGER INFRASTRUCTURE

RECOMMENDATION
That Council accept the tender from Midlands Tractors for the supply of a new
John Deere 6110M tractor and the trade in of Council’s John Deere 6130 tractor
for the net sum of $68,727 Ex GST.

DECISION

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INFRA 2 MANAGER INFRASTRUCTURE REPORT: TENDERS FOR LONG PLAINS

ROAD, BRIDGENORTH - PAVEMENT RECONSTRUCTION CONTRACT
WTC 32/2017

1) Introduction

The purpose of this report is to consider the tenders received for the pavement
reconstruction of two sections of Long Plains Road, Bridgenorth totalling 580
metres from No. 244 to No. 327.

2) Background

Long Plains Road is a 5.6m wide rural road with a speed limit of 100Km/h that
connects Frankford Road to Bridgenorth Road.

Sections of this road have been subject to regular surface failures causing
ongoing maintenance to repair potholes. This project will raise the road
surface level and strengthen the road base and be shaped to improve surface
drainage. The roadside drainage will also be significantly improved as part of
this project.

Tenders were advertised for this project and two contractors submitted tender
prices as listed below. Prices are GST exclusive.

- Walters Contracting Pty Ltd $131,059.41 conforming

- Streetwise Developments Pty Ltd $222,078.75 conforming
$210,942.64 alternative

3) Strategic/Annual Plan

The proposed upgrade works are part of the Capital Works Program for the
2017/18 financial year.

4) Statutory Requirements

Tenders have been invited as required by section 333A of the Local

Government Act, and in accordance with Statutory Rule 64 of 2005.

West Tamar Council’s code for tenders and contracts requires purchases
above $100,000 to be publically advertised and brought to Council for
approval.

5) Government Departments

Not applicable.

6) Community Consultation

Not applicable.

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7) Financial Impact

The lowest tender came from Walters Contracting Pty Ltd at $131,059.41 exc.
GST. The Capital Works Program has allocated a total of $175,000.00 exc.
GST.

8) Alternative Options

Council is not bound to accept the lowest priced tender and may accept any
tender which it considers to be the most advantageous.

Alternative options are:

 Award the contract to the lowest price tenderer.
 Accept one of the higher priced tenders.
 Not accept a tender.

9) Risk Management

There are two main areas of risk to Council:

1) Risk to road users.
The risk to road users will be reduced by the proposed works due to:
- Improved road surface conditions and drainage.
2) Contract risk to Council.
The risk to Council from action of the Contractor or failure of the
contract has been minimised by the following actions:
- The contractor is an established civil contractor who has
successfully completed many similar projects.
- The suppliers listed in the tender submission are recognised
businesses who have supplied similar products to council
contractors in the past.
- The contractor is required to provide full insurance details prior to
starting work on the contract.
- The contractor is required to install traffic management installed
in accordance with the DIER Code of Practice for Traffic
Management as specified in the Contract Documents.

10) Asset Management

The reconstruction of Long Plains Road will reduce the ongoing high
maintenance effort that this road requires. The better road surface and
drainage will improve road safety.

11) Officer’s Comments

The lowest priced tender received was the conforming tender submitted by
Walters Contracting Pty Ltd for the sum of $131,059.41 excluding GST. The
remaining tenders were reviewed and there is not considered to be any
financial or quality of work advantage in further considering higher priced bids.
Greg Ingham
MANAGER INFRASTRUCTURE

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RECOMMENDATION
That Council accept the tender for contract WTC 32/2017 for pavement
reconstruction of two sections of Long Plains Road, Bridgenorth to Walters
Contracting Pty Ltd for the sum of $131,059.41 excluding GST.

DECISION

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INFRA 3 MANAGER INFRASTRUCTURE REPORT: TENDERS FOR FARMER

STREET, RIVERSIDE - ROAD WIDENING & KERB REPLACEMENT
CONTRACT WTC 30 / 2017

1) Introduction

The purpose of this report is to consider the tenders received for the road
widening and kerb replacement on Farmer Street, Riverside, between
Cleghorn Avenue and Fairway Crescent.

2) Background

Currently Farmer Street is a 6.4m wide sealed road with kerbs on both sides
and a footpath on the Eastern side.

Due to the street being used as a bus route, a design was undertaken by
Council to widen the road and associated stormwater upgrading to the existing
stormwater system.

Tenders were advertised for this project and 2 contractors submitted tender
prices as listed below. All prices are GST exclusive.

- J & J M Williams Pty Ltd $141,213.64 conforming

- Crossroad Civil Contracting Pty Ltd $144,985.45 conforming

3) Strategic/Annual Plan

The proposed upgrade works are part of the Capital Works Program for the
2017/18 financial year.

4) Statutory Requirements

Tenders have been invited as required by section 333A of the Local

Government Act, and in accordance with Statutory Rule 64 of 2005.

West Tamar Council’s code for tenders and contracts requires purchases
above $100,000 to be publically advertised and brought to Council for
approval.

5) Government Departments

Not applicable.

6) Community Consultation

Not applicable.

7) Financial Impact

The lowest tender came from J & J M Williams Pty Ltd at $141,213.64
excluding GST. The Capital Works Program has allocated a total of
$188,000.00 excluding GST.

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There is also $32,000 (incl. GST) of works to be undertaken for the shifting of
the existing Telstra and NBN poles, cables and pits to allow for the widening
of the road. This work is to be carried out by Telstra and NBN Co.

8) Alternative Options

Council is not bound to accept the lowest priced tender and may accept any
tender which it considers to be the most advantageous.

Alternative options are:

 Award the contract to the lowest price tenderer.
 Accept one of the higher priced tenders.
 Not accept a tender.

9) Risk Management

There are two main areas of risk to Council:

3) Risk to road users.

The risk to road users will be reduced by the proposed works due to:
- Increased road width.

4) Contract risk to Council.

The risk to Council from action of the Contractor or failure of the
contract has been minimised by the following actions:
- The contractor is an established civil contractor who has
successfully completed many similar projects for Council.
- The suppliers listed in the tender submission are recognised
businesses who have supplied similar products to council
contractors in the past.
- The contractor is required to provide full insurance details prior to
starting work on the contract.
- The contractor is required to install traffic management installed in
accordance with the DIER Code of Practice for Traffic
Management as specified in the Contract Documents.

10) Asset Management

The upgrade of the stormwater network will control the extensive amount of
overflow that is currently running down the kerb line.

11) Officer’s Comments

The lowest priced tender received was the conforming tender submitted by J
& J M Williams Pty Ltd for the sum of $141,213.64 excluding GST. The
remaining tenders were reviewed and there is not considered to be any
financial or quality of work advantage in further considering higher priced bids.

Greg Ingham
MANAGER INFRASTRUCTURE

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RECOMMENDATION
That Council accept the tender for contract WTC 30/2017 for road widening
and kerb replacement on Farmer Street, Riverside, between Cleghorn Avenue
and Fairway Crescent to J & J M Williams Pty Ltd for the sum of $141,213.64
excluding GST.

DECISION

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/18 MEETING CLOSURE

Moved Cr....................................seconded Cr..................................that,

pursuant to Section 15(1) of the Local Government (Meeting Procedures)
Regulations 2015, council close the meeting to the public.

This motion requires an absolute majority.

ITEMS FOR THE CLOSED SECTION OF THE MEETING:

Confidential Minutes - 19 December 2017

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