Board Meeting: May 2014
Agenda Number: 4
File Ref: AD0065
LORD HOWE ISLAND BOARD
Business Paper
Chief Executive Officer’s Report to May 2014 Meeting of the Board
The following briefing provides an overview of key issues managed by the Board during the
reporting period, and their status. It is intended that this document be available to the public
as part of the minutes of the meeting. Matters which are subject to confidentiality, business
in confidence or legal action are shaded and are not included in the public copy of the report.
Number of items excluded from this public edition:
Business & Corporate Service Report
Reason: Business in Confidence
MATTER
Ministerial
arrangements
ACTION
REQUIRED
STATUS
BY BOARD
AT THIS
MEETING
As a result of a Ministerial reshuffle, the Hon Rob Stokes For
MP has been appointed as Minister for the Environment, information
with responsibilities for Lord Howe Island. The CEO met
Minister Stokes in Sydney on 7 May 2014, providing him
with a briefing on a number of key issues, and inviting him
to visit LHI
Land
The LHI Land Allocation and Tenure Review has For
Allocation and commenced with a visit to the Island from 18 to 20 March information
Tenure Review 2014 by independent reviewer, the Hon Ken Handley, QC
AO. The Review Discussion Paper is being prepared and
will be publicly released in June 2014.
LHI Regulation The LHI Regulation 2004 Review is being undertaken by the See agenda
Review
NSW Office of Local Government. The draft Regulation item 8 (iv)
2014 and the Regulatory Impact Statement are on public
exhibition with closing date for submissions being 30 May
2014.
LHIB
The previous Corporate Plan has passed its expiry date. A See agenda
Corporate Plan new Corporate Plan for the period 2014 to 2016 has been item 11 (i)
2014 to 2016
drafted for the Board’s consideration.
Destination
Management
Plan
Funded by Destination NSW, consultant Bill Calderwood
visited LHI from 15 to 17 April to facilitate the development
of a Destination Management Plan (DMP) for LHI. The DMP
is now being draft by the consultant.
For
information
Nursery
Commercial in confidence negotiations have concluded with
Kentia Fresh Consortium. The lease, which was reported to
the March Board meeting, has been finalised.
A development application for demolition of selected igloos
and water tanks at the site is the subject of a separate
report.
For
information
See agenda
item 7 (iii)
Wastewater
The Wastewater Management Program is currently being See agenda
implemented. Four development applications for domestic item 12 (i)
system have been determined under delegation and
installed.
Renewable
Energy
A full application was submitted on 2 May 2014 to the See agenda
Australian Renewable Energy Agency (ARENA) for funding item 12 (ii)
of up to 50% of the Board’s Renewable Energy Program.
The Board has received funding from NSW Treasury for
preparation of a business case for Treasury funding of the
balance.
Airport
Runway
A full project proposal has been submitted to the Federal For
Department of Infrastructure in relation to the funding of $4 information
million from the Federal Government’s Community
Infrastructure Grants program to reseal the runway. After a
tender process, Consultants GHD have been appointed to
undertake the planning and design of the runway reseal.
This stage of the project will be completed in September
2014.
Boat Retrieval Community consultation on options for the boat retrieval
(Slipway)
system has been completed. The outcome is subject of a
Options
separate report.
See agenda
item 12 (vi)
Rodent
Eradication
Selected tenders from the DPC pre-qualified list have been See agenda
invited for community engagement consultants for the item 12 (v)
development and implementation of a community
engagement strategy. The Rodent Eradication Program
Steering Committee is meeting in Sydney on 21 May 2014.
Coastal
Hazards Study
The draft Coastal Hazards Study has been completed and
is the subject of a separate report to the Board
Prepared Penny Holloway
Chief Executive Officer
See agenda
item 8 (iii)
ENVIRONMENT & COMMUNITY DEVELOPMENT
21 February – 23 May 2014
See separate Board papers for progress reports on external funding.
General Policy and Planning







Assist with completion of Corporate Plan (2014-2016)
Assist with preparation of draft 2014-15 FY budget, review revenue (fees and
charges) and expenditure
Prepare Briefing Note regarding long-term funding arrangements for the LHI
Permanent Park Preserve
Liaise with North Coast Local Land Services for future funding of environmental
projects
Finalise policies and procedures approved at March 2014 Board meeting
Review procedures for camping applications
Review commercial tour operator licensing system
Biodiversity Management
 Prepare background planning information to conduct weed control of Coastal
Morning Glory from LHI Phasmid food plant on Balls Pyramid.
 Complete data entry and commence analyses of vegetation surveys and mapping to
inform Environmental Trust progress report and revision of weed management
strategy.
 Assist with the completion of revised vegetation classification, mapping and report
writing.
 Coordinate Flesh-footed Shearwater Surveys during 2014-15
Research & Volunteers
Only one research application was submitted during the reporting period titled ‘Tourism
stakeholder perceptions of biosecurity within UNESCO World Heritage island destinations: A
Lord Howe Island case study’.
The proposal was refused as it was deemed to conflict with the upcoming community
consultation process for the rodent program.
The following personnel were approved to stay in the Research Station during the reporting
period.
Name
Ben PattinsonYorke
No. People
Project
1
Volunteer - Weed
Eradication
Flesh Footed
Shearwater population
assessment
Ocean Ambassadors –
plastic ingestion
seabird surveys
1
Chris Wilcox
3
Rochelle Ferris
Nicholas Carlile
1
Address
New Zealand
CSIRO
James Cook Uni
NSW OEH
Pest Management
 Continue African Big headed Ant monitoring and treatment; see Board Paper Environmental Grants progress report for update on ABHA. Works on Portions 208
and 209 now postponed till next baiting season commencing in October 2014.
 Arranged for OEH Ranger to assist with annual firearms audit and targeted pest
animal control in June 2014;
 Arranged for Mid North Coast Weed Advisory Committee Noxious Weed Inspector to
assist with noxious weed inspections in June 2014.
Quarantine
 Assess plant, dog, guinea pig, chicken, European honey bee and soil importation
requests;
 Undertake final edits on draft biosecurity information funded via CFOC funding for
airport terminal;
 Finalise educational brochure on using boot scrub facilities.
Rodent Eradication
 See Board Paper - Rodent Eradication progress report
 Assist with the preparation of contract brief for community consultation
Weed Management
 See Board Paper - Environmental Grants progress report
 Review draft report for review of weed management in NSW
 Obtained funding from Friends of Lord Howe Island to undertake targeted control of
Broad-leaved Paspalum along Muttonbird Point track.
 Targeting Cherry Guava from Eddies Cave (Mt Gower) locality.
 Target Glory Lily sites.
 Seek expressions of interest from private helicopter operators to undertake works on
the island
Revegetation
 Undertake maintenance of revegetation sites in accordance with Revegetation Work
Schedule;
 Commenced infill planting within existing revegetation areas;
 Propagation of nursery stock for revegetation.
Compliance
 Undertake inspection of remediation area to confirm compliance with Remediation
Direction
 Inspect and provide recommendation of building works and use of garage
Incident Management
 Respond to LHIB bush regeneration officer who received multiple bee stings
Community Programs & Education
 LHIB FMO held an educational market stall at community market on 11 May 2014 to
promote grant funded weed eradication works and other environmental unit projects.
 Prepare brief for interpretive display panel at LHI Museum
 Prepare articles for CEO column in Signal.
 Assist with co-ordination of plastic pollution / marine debris filming and community
events
 Assist with coordination of Community Information Bulletin
Cultural Heritage
 Complete Statement of Heritage Impact for planned replacement of Government
House laundry
 Assess application for installation of roof ventilators on Pro Dive boat shed.
 Liaise with Heritage Office regarding Order under s57 of the Heritage Act for
exemptions to refer development applications.
Visitor Infrastructure
 General maintenance of walking tracks, bridges and the North Bay picnic facilities;
 Replace bridge at creek crossing to Catalina wreck;
 Undertake priority actions from track audit;
 Plant and fertilise grass and install track markers at foreshore track.
Marine Management / Moorings
 Complete maintenance inspection on 12th May 2014. One mooring in South
Passage has had all three of their anchors dragged and need to be reset. A mooring
at North Passage had a faulty header rope. These two moorings have been
decommissioned during the winter to prevent attachment and possible failure and
LHI Police informed. They will be recommissioned by September 2014.
 Abandoned vessel – Sandshoe has been gifted to another owner and former owner
has advised they will pay all outstanding mooring fees.
Human Resource Management
 Tanya Brcina - Part-time return to work arrangements sought
 Extend Shane Deacon as Field Supervisor (Environment) on temporary basis
 Seek advice regarding casual and temporary employment under the GSE Act.
 Review applications for casual pool
Training
 First aid training was delivered to LHIB staff that required training or were up for
renewal.
 Authority (LHIB financial management system) training for purchasing officers
Work Health & Safety
 Review Job Safety Analyses for general field operations
 Finalise risk assessment, dive plan, dive safety log and record keeping for mooring
related work
Environmental Assessment
 Ecological assessments for all OC / DAs
 Prepare draft Review of Environmental Factors (REF) for design and construction of
viewing platform at Intermediate Hill and replacement of a bridge on Boat Harbour
track.
 Tree risk assessments
Land Administration
 Attend reference group meetings and respond to public enquiries regarding the
review of land tenure and land allocation arrangements
 Liaise with Department of Planning & Infrastructure regarding rezoning application for
Portion 279 (former LHIB Nursery)
 Liaise with Department of Planning & Infrastructure regarding Planning Proposal for
rezoning of land adjacent to Capella Lodge
 Prepare submissions report for Neds Beach Road Precinct Plan
 Seek advice regarding the creation of easements between leases for cluster
wastewater systems
 Transfer of leases Pittar / Thompson, E. Wilson, Heffernan, M. Thompson,
 Assist with finalising Nursery lease including provision of plans and native plant
propagation clauses.
 Seek advice regarding land acquisition – Smoking Tree Ridge Road
 Commence review of Permissive Occupancies.
 Request for legal advice regarding the process for replacement 'of a Lease in
perpetuity for residence'
 Initial discussions on the development of an electronic system to manage the
systems and process that support the Lord Howe Island leases and land
transactions.
 Review of applications to suspend residency condition – Skeggs, Wilson - Keski
Nummi
Development Assessment
 See Bi-annual planning and assessment report
 Update Development application forms, and templates.
Strategic Planning
 Project management of Coastal Hazard Study. Finalise draft report
 Update GIS data to improve flood hazard mapping
 Attend Destination Management Plan workshops
Health & Wellbeing
 Seek Expressions of Interest for Community Grants, compile list of submissions and
recommendations.
 Assist with facilitating trial denture service
 Provide logistical support for Home Care visit
INFRASTRUCTURE AND ENGINEERING SERVICES
March to May 2014
WORKS UNIT
Building Construction, Maintenance and Management:
 The wastewater treatment system at the Senior Electrical Officer’s (SEO) residence
has been upgraded to meet the new Wastewater Strategy. A reed bed system has
been installed by Root Zone under a share arrangement with the neighbouring lease
holder.

The annual maintenance audit on all Board owned buildings was undertaken and the
Works Unit Maintenance Plan has been updated accordingly. General maintenance
of Board properties is ongoing in accordance with the Works Unit Maintenance plan.

The new depot fuel tank has been installed and is operational and planning is
underway to remove the old tank and bowser from the Island.

Works staff have moved the Board equipment out of the Nursery ready for Kentia
Fresh Consortium to take over the lease. There is some igloo and tank demolition
work remaining, which is the subject of a Development Application consent.

The mortuary refrigerator has been installed in the Old Power House workshop.
Unfortunately some minor panel damage occurred to the refrigerator during shipping
and delivery, which has been repaired and the refrigerator is operational.

Rat baiting conducted at all Board premises and work areas in accordance with the
Board’s rat baiting programme.
Marine Facilities:
 Marine growth (Algae) removal has been undertaken at the Jetty Steps and Boat
ramp.

Investigation into installing a non-slip surface on the jetty steps has commenced.

The timbers of the jetty have been cleaned and debris build-up between the timbers
has been removed. Maintenance of the timbers has been undertaken to fill holes and
re-secure loose boards.
Airport:
 The Civil Aviation Safety Authority (CASA) conducted an audit of the Lord Howe
Island Aerodrome and Management Systems on Tuesday 29 April to Thursday 01
May 2014. There were no non-compliance notices issued from the scope of the audit.
A non-compliance notice was issued for a matter from 2013, which has now been
dealt with.

A full review of the LHI Aerodrome Manual has been completed and lodged with
CASA.

At the time of writing no Bird Strikes have been recorded for 2014.

Landscaping, grounds maintenance and mowing of the grass apron and parking
areas ongoing.

GHD P/L have been awarded the contract for the design of the runway resurfacing
and drainage works. GHD representatives visited the Island 5 - 7 May 2014 for a
“kick-off” meeting and commencement of the project. The geotechnical investigation
work is proposed for 20 - 23 May 2014. The runway will remain open during this
period with works to be done on a “time limited” basis.

The NSW State Government has given the Board a one-off grant of $1,000 to repair
the James Brown Memorial seat located at the Lord Howe Island Airport Terminal.

The Lord Howe Island Aerodrome Safety Management Committee conducted a
safety audit of the Aerodrome. A small number of safety issues were identified.
These were related to the terminal building and car park and have been incorporated
into work plans
Roads, Parks and Visitor Facilities:
 Road drains have been cleaned. Pavement maintenance has been undertaken. A
mechanical sweep of the Island road network is planned for the week of 19 May
2014.

Construction material for the Anderson Road upgrade continues to arrive. Due to the
large volume of material required for the works it has been necessary to ship the
material over a number of voyages. Notifications regarding road closures during
construction in June 2014 will go out shortly.

The extensive dry period this summer has caused a large number of trees to die.
Works Staff are continuing with the removal of these dead/dangerous trees from the
road sides and elsewhere.

Works staff have installed heavy duty turnbuckles and shackles on the Playground
sail structure. It is hoped that this new hardware will strengthen the sails and provide
greater resilience in strong winds.

The first of the public facility electric BBQs has arrived and will replace the old
unserviceable gas BBQ at Ned’s Beach. The installation of the electric BBQ is
planned to commence Wednesday 14 May 2014.

Safety Audits were conducted for Visitor Facilities. A number of actions identified
have already been completed.

Mowing and general maintenance of public space and picnic areas ongoing.
Emergency Management:
 The Local Emergency Management Committee (LEMC) and NSW State Emergency
Service (SES) have commenced planning for a natural disaster based emergency
exercise. It is hoped the exercise will be conducted early in August 2014.

The Lord Howe Island Disaster Plan is currently under review. The State Emergency
Management Committee are yet to send templates, guidelines and processes for
completion of the reviewed Plan.

The LEMC, in conjunction with the Lord Howe Island Aerodrome Emergency
Committee, have commenced planning for the annual emergency exercise in
September 2014.

The Aerodrome Emergency Plan (AEP) has been reviewed. The AEP forms part of
the LHI Aerodrome Manual.

Air Ambulance patient retrievals year to date total nine (9), five (5) of which were
residents. Patient retrievals for the same period in 2013 totalled sixteen (16), seven
(7) of which were residents.
General items
 Field Operations Safety Audits have been conducted and remedial action on
identified items has begun.

Works staff assisted with the Rock Fest Program. The week of events was well
received by residents and visitors alike.
WASTE MANAGEMENT FACILITY

See attached charts for end of April 2014 comparisons for WMF data

General maintenance and service on all equipment has been undertaken. Two
bearings on the VCU discharge rollers had to be replaced and two broken chains on
the rollers had to be repaired.

The WMF Field Operations Checklist was completed in April.

The WMF Evacuation Plan has been finalised and is in place at the WMF.
The Gosford to LHI Yacht race was held in early April, as normal the WMF staff spent
several hours sorting the waste the Yacht crews deposited into the public bins. There seems
to be a general trend for visiting vessels to be poor at recycling and sorting waste into the
correct bins.

Approximately 28m3 of crushed glass has been sold to Rootzone Australia for use in
their four installed On-site Wastewater Treatment systems. With the expected
demand for Rootzone systems over the next few years, it is a great opportunity for
the WMF to re-use all of the crushed glass produced.

A waste awareness education session for staff of several of the larger businesses on
the Island was conducted over the last 2 months at the WMF with extremely good
results. More education sessions for businesses will continue throughout the year as
we work towards better waste reduction and prevention.
The WMF winter trading hours commenced 12th May though to the end of September. (Open
Monday, Wednesday, Saturday)

Geoffrey Thompson, WMF Co-ordinator, attended the Coffs Harbour Waste
Conference 7th to 9th May and made site visits to Taree Landfill, JRR Port Macquarie,
Remondis ORRF (Organic Resource Recovery Facility) and Red Cross shops Coffs
Harbour & Port Macquarie.
ELECTRICAL SERVICES UNIT
Operation of the Powerhouse and Reticulation System for the reporting period 15th February
to 14th May 2014.
Overview of Activities

Routine maintenance on Generating Units 1, 2 and 3 was completed.

Routine maintenance on Generator no.1, 2 and 3 battery chargers was completed.

Routine maintenance on Generator no.1, 2 and 3 battery banks was completed.

Routine maintenance on Generator no.2 and 3 air circuit breakers was completed.

Routine maintenance on Substation no.3 Beachcomber and associated distribution
pillars was completed.

Routine maintenance on substation no.4 LHIB Workshop and associated distribution
pillars was completed

Supply load surveys were carried out on Substations no.3 and no.4 along with their
associated distribution pillars. Distribution pillars were monitored for their voltage
levels. Substations were monitored for maximum demand and voltage levels. All
maximum demand and voltage levels in the surveyed areas were within acceptable
limits

Low voltage phase identification and sequencing was carried out on all LV
distribution pillars and substations
Information for Board Members

Energy demand for the reporting period was 512,000 kWh, which for the same period
is:
o a reduction of 3% on 2013;
o a reduction of 15% on 2012;
o a reduction of 10% on 2011; and
o a reduction of 11% on 2010.

Fuel consumption for the reporting period was 127,550L, which for the same period
is:
o a reduction of 8% on 2013;
o a reduction of 18% on 2012;
o a reduction of 14% on 2011;
o a reduction of 15% on 2010.

Fuel energy efficiency for the period was 4.01kWh/L, which is 4% better than the
same period for previous years.
Reporting Period
Energy Demand
Fuel Usage
Fuel Efficiency
15th Feb – 14th May
kWH
Litres
kWH/litre
2013
527 000
137 450
3.83
2012
597 120
154 750
3.85
2011
566 400
147 750
3.83
2010
570 120
148 650
3.84

Presently there are approx. 82 kW of privately owned solar panels connected to the
electrical distribution system. Two new privately owned solar installations were
installed during the reporting period.

Maximum demand for the period was 395 kW compared to 408 kW for the same
period last year. This maximum demand was recorded at 7.10 pm on 14th March.

There were two supply interruptions at the powerhouse during the reporting period.
The first occurred at 0720 hrs on 30th March and was caused by a generator
synchronizing failure initiating a reverse power fault on generator no.1. Full supply
was restored after 35 minutes. The second supply interruption occurred at 1750 hrs
on 10th May and was caused by a control board battery charger fault initiating a low
control board supply fault on all engines. Full supply was restored after 45 minutes

There was one localised supply interruption during the period, caused by a localised
overload at DP207. The low voltage distributor was tested and full supply restored
after 20 minutes.

Ongoing air monitoring for respirable asbestos fibres is continuing at the old
powerhouse site as part of the site management process. Results received during the
reporting period do not indicate any abnormal conditions being identified.

There are presently 280 customers connected to the supply system.