Agenda of Water and Sewer Advisory Committee Meeting

CONFLICT OF INTERESTS

What is a “Conflict of Interests” - A conflict of interests can be of two types:

Pecuniary - an interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person or another person with whom the person is associated.

Non-pecuniary – a private or personal interest that a Council official has that does not amount to a pecuniary interest as defined in the Code of Conduct for Councillors (eg. A friendship, membership of an association, society or trade union or involvement or interest in an activity and may include an interest of a financial nature).

Remoteness – a person does not have a pecuniary interest in a matter if the interest is so remote or insignificant that it could not reasonably be regarded as likely to influence any decision the person might make in relation to a matter or if the interest is of a kind specified in the Code of Conduct for Councillors.

Who has a Pecuniary Interest? - a person has a pecuniary interest in a matter if the pecuniary interest is the interest of the person, or another person with whom the person is associated (see below).

Relatives, Partners - a person is taken to have a pecuniary interest in a matter if:

· The person’s spouse or de facto partner or a relative of the person has a pecuniary interest in the matter, or

· The person, or a nominee, partners or employer of the person, is a member of a company or other body that has a pecuniary interest in the matter.

N.B. “Relative”, in relation to a person means any of the following:

(a) the parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descends or adopted child of the person or of the person’s spouse;

(b) the spouse or de facto partners of the person or of a person referred to in paragraph (a)

No Interest in the Matter - however, a person is not taken to have a pecuniary interest in a matter:

· If the person is unaware of the relevant pecuniary interest of the spouse, de facto partner, relative or company or other body, or

· Just because the person is a member of, or is employed by, the Council.

· Just because the person is a member of, or a delegate of the Council to, a company or other body that has a pecuniary interest in the matter provided that the person has no beneficial interest in any shares of the company or body.

Disclosure and participation in meetings

· A Councillor or a member of a Council Committee who has a pecuniary interest in any matter with which the Council is concerned and who is present at a meeting of the Council or Committee at which the matter is being considered must disclose the nature of the interest to the meeting as soon as practicable.

· The Councillor or member must not be present at, or in sight of, the meeting of the Council or Committee:

(a) at any time during which the matter is being considered or discussed by the Council or Committee, or

(b) at any time during which the Council or Committee is voting on any question in relation to the matter.

No Knowledge - a person does not breach this Clause if the person did not know and could not reasonably be expected to have known that the matter under consideration at the meeting was a matter in which he or she had a pecuniary interest.

Non-pecuniary Interests - Must be disclosed in meetings.

There are a broad range of options available for managing conflicts & the option chosen will depend on an assessment of the circumstances of the matter, the nature of the interest and the significance of the issue being dealt with. Non-pecuniary conflicts of interests must be dealt with in at least one of the following ways:

· It may be appropriate that no action be taken where the potential for conflict is minimal. However, Councillors should consider providing an explanation of why they consider a conflict does not exist.

· Limit involvement if practical (eg. Participate in discussion but not in decision making or vice-versa). Care needs to be taken when exercising this option.

· Remove the source of the conflict (eg. Relinquishing or divesting the personal interest that creates the conflict)

· Have no involvement by absenting yourself from and not taking part in any debate or voting on the issue as of the provisions in the Code of Conduct (particularly if you have a significant non-pecuniary interest)

Committee members are reminded that they should declare and manage all conflicts of interest in respect of any matter on this Agenda, in accordance with the Code of Conduct.

RECORDING OF VOTING ON PLANNING MATTERS

Clause 375A of the Local Government Act 1993 – Recording of voting on planning matters

(1) In this section, planning decision means a decision made in the exercise of a function of a council under the Environmental Planning and Assessment Act 1979:

(a) including a decision relating to a development application, an environmental planning instrument, a development control plan or a development contribution plan under that Act, but

(b) not including the making of an order under that Act.

(2) The general manager is required to keep a register containing, for each planning decision made at a meeting of the council or a council committee, the names of the councillors who supported the decision and the names of any councillors who opposed (or are taken to have opposed) the decision.

(3) For the purpose of maintaining the register, a division is required to be called whenever a motion for a planning decision is put at a meeting of the council or a council committee.

(4) Each decision recorded in the register is to be described in the register or identified in a manner that enables the description to be obtained from another publicly available document and is to include the information required by the regulations.

(5) This section extends to a meeting that is closed to the public.

OATH AND AFFIRMATION FOR COUNCILLORS

Councillors are reminded of the oath of office or affirmation of office made at or before their first meeting of the council in accordance with Clause 233A of the Local Government Act 1993. This includes undertaking the duties of the office of councillor in the best interests of the people of Byron Shire and the Byron Shire Council and faithfully and impartially carrying out the functions, powers, authorities and discretions vested under the Act or any other Act to the best of one’s ability and judgment.

BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services 4.1

Staff Reports - Infrastructure Services

Report No. 4.1 Infrastructure Services Utilities Monthly status Report - February - April 2024

Directorate: Infrastructure Services

Report Author: Daniela Wilken-Jones, Utilities Admin Support Officer

File No: I2024/750

Summary:

This report summarises the performance of Utilities Department delivery for February – April 2024.

RECOMMENDATION:

That the Water and Sewer Advisory Committee notes the report.

Report

DRINKING WATER QUALITY

In February 2024 there was one (1), in March 2024 there were zero (0) and in April 2024 there was one (1) critical limit exceedance at Mullumbimby WTP.

From: WaterOutlook > Reports > Special > MONTHLY UTILITIES REPORTS > UTILITIES REPORT - Mullumbimby Drinking Water Quality

NSW Health Water Quality Monitoring

The tables below detail the performance of the water supply system over the last 12 months.

Non-Compliances and Public Health Reportable Events

Detailed below are the non-compliances for the last 12 months.

Incident Reports and Public Health Reportable Events

There were no water quality reportable events in February, March and April 2024.

There were two (2) NSW Health Sampling non-compliances in March 2024, however these were deemed to be sampling errors. There have been two (2) NSW Health Sampling non-compliances in April 2024. Details shown below.

Shire Water Consumption

From: WaterOutlook > Reports > Special > MONTHLY UTILITIES REPORTS > UTILITIES REPORT - Water Usage and STP Inflows Summary

STP INFLOWS

From: WaterOutlook > Reports > Special > MONTHLY UTILITIES REPORTS > UTILITIES REPORT - Water Usage and STP Inflows Summary

STP Performance

There was one (1) STP licence 100 percentile limit exceedances in February and one (1) in March 2024 and zero (0) exceedances in April 2024.

EPA Reportable Events

Refer to table above STP 100th Percentile License Limit Exceedances (Treated Water Quality) for details.

There was one (1) EPA reportable incident during February 2024 - Faecal Coliform exceedance at EPA3 = 650cfu/100ml on the 14/2/24.

There was one (1) EPA reportable incident during March 2024 - Exceedances at EPA1: Faecal Coliform 1030 cfu /100 ml on the 27/03/24.

There were zero (0) EPA reportable incident during April 2024.

CAPITAL WORKS

Byron Shire Bioenergy Facility Project

Council is awaiting the results of its Bioenergy Facility application submitted Jan.15/24 to the “Growing Regions Program Round 1.” As of the end of April 2024, Council was still awaiting the review results and announcements regarding whether its GRP application was successful.

Council was also notified in Feb. 2024 that the NSW Office of Local Government (OLG) approved Council’s Public Private Partnership (PPP) “Initial Assessment” submission. Council, should it so resolve, is now permitted to seek Requests for Expressions of Interest for a PPP style delivery model for the BEF.

One additional Commonwealth grant stream is expected in 2023 and might be potential funding sources for the BEF project. The Department of Infrastructure, Transport, Regional Development, Communications and the Arts new “Regional Precincts and Partnerships Program,” which has not yet been announced; that funding stream shall be reviewed and considered when more detailed information is available.

Either of these two grant funding streams, should they be successful, could be put to offsetting Council’s debt borrowing and/or the private equity needs of a PPP delivery model; equally, the Project could continue solely as a PPP, should Council determine and resolve that this is the best course of action.

SPS Renewals for Byron, Mullum, Ocean Shores & Bangalow

SPS	% COMPLETE	PUMPS DELIVERED	SWITCH- BOARD DELIVERED	COMPLETED SCOPE SUMMARY
SPS 1002	25	N/A	Delivered	Cast new switchboard pad (1830x1600x200), installed new 3x 63mm electrical conduits and new 25mm mains onto pumps, replace switchboard install 2x gateway for pump mounted VSD. Make good old switchboard plinth and penetrations into well and valve chamber.
SPS 1005	100	N/A	Delivered	Remove existing broken sealed surface and re-asphalt access road
SPS 1007	25	N/A	Delivered	MH and bypass connection installed. Remove pumps, Guide rails and lifting chains in preparation for coating, allow for EPOXY time. Remove ladder. Add spindle (SS316) on inlet valve. Replace risers in PE 125 and replace lifting chains in SS. Remove existing switchboard and concrete plinths including combined odour vent pole and plinth. Install new switchboard on new concrete pad (1960x1600x200). 3x63mm conduit 16mm electric main. Penos with 2 parts mega poxy (5-10mm). Replace odour with ground mount McBerns filter, try use same vent pipe. Relocate water service. Fix padlock cover on lid.
SPS 2002	0	N/A	Delivered	Replace risers PE125 through to the valve chamber, no need for valves. New Spindle on SS316
SPS 2004	100	N/A	Delivered	Replace existing DN150 gate valve in the 2002 rising main on outside of well
SPS 2010	25	N/A	Delivered	Replace risers PE180, DN150 outlet gate valves, check valves, Gibault and flanged spigot. Install new Switchboard pad (1600x1600x200). Installed 3 x 63mm electrical conduits still need penos, install new board facing south. Install new 25mm electric mains to green boy approx. 120m away. Water Service Relocation.
SPS 3004	100	N/A	Delivered	Bypass completed, Epoxy Coating and crack injections completed, Stand pipe and ductile iron manifold updated to HDPE.
SPS 3010	10	N/A	Delivered	Replace risers PE125 from elbow on wet well to valve pit, DN150 outlet gate valves, check valves. DN150 inlet gate valve and Spindle to be checked when doing service, relocate water service.
SPS 3017	100	N/A	Delivered	Replace inlet gate valve, refurbish inlet pipe penetration
SPS 3021	10	N/A	Delivered	Replace DN125 risers, DN100 outlet gate valves, check valves, DN150 inlet gate valve, replace guide rails and brackets, relocate water service, remove vent pole and replace with McBerns odour filter, remove switchboard plinth and replace switchboard.
SPS 4007	N/A	N/A	Delivered	Removed from scope
SPS 5003	N/A	N/A	Delivered	Removed from scope
SPS 5014	25	N/A	Delivered	Cast new 600x600x200 switchboard plinth, install new 3x63mm conduits to pump well, removing existing conduits and grout. Possibly remove and make good part of the fence. Install new electrical mains from green boy to board, install new switchboard and commission with electricians.
SPS 5017	25	N/A	Delivered	Replace DN125 risers, DN100 outlet gate valves, check valves and dismantling joints, DN150 inlet gate valve and spindle, remove switchboard plinth and replace switchboard on new elevated hardstand approximately 1m above wet well height. Replace vent pole with odour filter on new slab and run new conduits to suite. Relocate water service. Currently excavating and forming the new slab.
SPS 5020	10	N/A	Delivered	Supply and install 2 x new DN125 PE riser pipes through to the valve chamber, new gate valves and check valves, Gibault and flanged spigots. New gate valve DN150 on incoming gravity sewer. New slab for switchboard (3120x1000x200). Apply bitumen coat on spigot. Remove Ladder.
SPS 5022	10	N/A	Delivered	Supply and install new switchboard conduits 3 x 63mm to new concrete platform. Remove existing switchboard and concrete plinths and install new switchboard on new platforms. Design of new platform to be per previous flood platforms, length 2600 by 1200mm wide. Relocate water service. New Covers, grill and frames sealed for odour control. Modify existing plinth to suit new ground mount odour filter.

Condition Assessments – FY23/24

The condition assessment of gravity sewer mains and maintenance holes was awarded to Willow and Sparrow (Maintenance holes) and Subsurface Mapping Solutions (Mains). The Maintenance hole condition assessments are underway. The CCTV mains contract was awarded to Subsurface Mapping Solutions and work has commenced. The sewer catchments that fall within this scope are across Brunswick Heads, Suffolk Park, Byron Bay, Mullumbimby, and Ocean Shores. The initial indicative budgetary limit of $370,000 was predicted to cover the costs for both CCTV assessments, MH visual assessments and condition assessment reporting. Additional funding of $20,000 has been allocated to Subsurface Mapping Solutions to complete the scope of works due to a higher level of mains cleaning required to facilitate the CCTV inspections.

Building Condition Assessments

The condition assessment of several building structures in the Byron Shire was awarded to Willow and Sparrow and work is nearing completion. The buildings include several structures across the multiple sewerage treatment plants and other structures owned and operated by Council including shelters. The work will give Council an understanding of the current state of the buildings and any remedial work that is required to maintain an acceptable standard for their workers and the general public.

Water Main Replacements – Supply and Installation: Fletcher St, Carlyle St and Bangalow Rd Byron Bay; and Azalea St Mullumbimby

Work accomplished in the period:

Site 01 Carlyle Street – Byron Bay

• Works are completed, and we are currently awaiting on WAX plans from the contractor CivilCS

Site 02 Azalea Street – Mullumbimby

• CivilCS have finished laying DN300 DICL and DN200 DICL pipes along Azalea Street and have reached the top of Reservoir Road;

• Pressure Testing of the DN200 and DN300 DICL Pipe has been delayed due to the wet weather onsite affecting the productivity of laying the PE400 Trunk Main. CIVILCS to proposed a new date for pressure testing;and

• Due to wet weather and rock excavation conditions this month, the productivity of laying and butt welding of the PE400 trunk main has been affected;

• CivilCS are currently in the process of Butt welding and laying the remainder of the PE400 trunk main pipe.

Site 03 Fletcher Street– Byron Bay

• CivilCS have commenced work along Fletcher Street;

• Traffic and Pedestrian controls are in place to ensure safety at all times. Daily inspection of traffic and pedestrian movements are recoreded by Site supervisor;

• Lawson Street was sucessfully directionally drilled on the 02/05/2024;

• CivilCS hit rock at CH42 to CH90 which has affect onsite work productivity;

• The existing stormwater pipe at chainage 42.409 was discovered to have a leak that required CivilCS to patch with Megapoxy;

• An unknown underground electrical service conduit has been discovered onsite @ Ch 83. Detail E will need to be shifted over to be compliant with WSA standards.

Site 04 Bangalow Road – Byron Bay

• Lambert services have completed the additional service and surveying along Bangalow Road. Updated service plans and survey have been provided ready for review from Planit and CivilCS;

• VMS board to be set up this week to notify the community;

• Planit Consulting are working closely with the Contractor (CivilCS) and Byron Shire Council to complete the watermain replacement projects.

Reservoir Roof Replacement Works

Work accomplished in the period:

• The project is currently in the post completion period.

• Planit are working with Council staff to monitor the works and ensure any defects are rectified by the contractor as required.

Water Reservoir Slope Stability Works – Byron Bay and Ocean Shores

Work accomplished in the period:

• The project is currently in the defect’s liability period.

• Planit are working with Council staff to monitor the works and ensure any defects are rectified by the contractor as required.

Byron STP inlet works remediation.

Work accomplished in the period:

• The project is currently in the defect’s liability period.

• Planit are working with Council staff to monitor the works and ensure any defects are rectified by the contractor as required.

Paterson St Reservoir Replacement

Work accomplished in the period:

• A surveyor and service location / potholer undertook additional information collection on the 9th April 2024. This updated information was received on 28th April 2024 for updates to the design package. Planit Consulting need to prepare a variation and confirm the scope of works for this next stage of the design package.

• Concept Plans for the site upgrade including bypass and access have now been prepared.

• Michael Salu (SSE) has been engaged to develop a concept structural design (to be used for community consultation, planning approvals and liaison with Telcos). This is due to be completed in early February.

Telcos – Paterson: NO CHANGE FROM MAY 2023

• A meeting was held with BMM Group (who act on behalf of all major Telcos)

o BSC and BMM have agreed on a concept design for the antenna locations and Telco access to the antennas – being from a Telco gantry off the side of the reservoir, NOT via the BSC stairs and roof.

o Planit to provide survey and concept design to BMM to allow them to proceed with planning approvals and draft design of the access and antenna connections.

• Works on site are subject to a new license agreement

Mullumbimby Trunk Water Main (Detailed Design)

Work accomplished in the period:

• The IFC Plans, SiD Report, Review of Environmental Factors are now completed and have been issued to NSW Public Works.

• The project scope and plans has been separated into the main contract and 2 separable portions. Updated information has been provided in the contract documents accordingly. Planit have commenced the booster pump station RFQ, but this is yet to be completed.

West Byron Water Main

Work accomplished in the period:

• Survey with service location has now been completed.

• Based on the survey an additional survey brief has been prepared and quotes received. Additional potholing/service location and survey pickup is organized for 9/15/16th of May.

• The project has been updated to include a separable portion for the works crossing the Belongil Creek.

• At this stage both an REF and EIS will be required for this project. The existing purchase order is only for a REF, however as it stands the following may be required:

o EIS for the Belongil Creek crossing (on the bridge)

o REF for all other areas.

This shall commence once the survey information is provided, and it is determined whether the mapped Coastal Wetland is impacted from the proposed works.

• Michael Salu from SSE has now been engaged for structural design of the engineering brackets at Belongil Creek.

Main Arm Road Concept Water Main

Work accomplished in the period:

• Planit has now prepared a Concept Design package of the replacement water main (currently DN100 to be replaced with a DN150 pipe). This has had some minor updates following the survey being provided.

• Planit has coordinated a survey of the existing services and the main and undertaken one day of potholing. Additional potholing is organized for 9/5/2024 prior to plans being completed.

Beech Street Concept Water Main

Work accomplished in the period:

• Planit has now prepared a Concept Design package of the replacement water main (currently DN100 to be replaced with a DN150 pipe).

• Survey & Service locating is organized for 8/5/2024.

• Service Location and Potholing is organized for 9/5/2024.

Ocean Shores Odour Study

Work accomplished in the period:

• Planit has identified locations for additional investigation prior to commencement of odour logging and Ferrous Chloride dosing.

• Planit has shortlisted odour logging companies to undertake odour testing in the defined locations. Additionally, Planit has engaged ENV Solutions for installation of the odour logging equipment.

Venue	Conference Room, Station Street, Mullumbimby
Date	Thursday, 30 May 2024
Time	11.30am