gglleenn iinnnneess sseevveerrnn ......community consultation session guidelines 1. a period of 15...

GGLLEENN IINNNNEESS SSEEVVEERRNN CCOOUUNNCCIILL

BBUUSSIINNEESSSS PPAAPPEERR

FFOORR TTHHEE CCOOUUNNCCIILL MMEEEETTIINNGG

TTOO BBEE HHEELLDD OONN

TTHHUURRSSDDAAYY,, 2277 NNOOVVEEMMBBEERR 22001144

COMMUNITY CONSULTATION SESSION GUIDELINES 1. A period of 15 minutes before the start of any official Open Council Meeting is

available for members of the Public to address the Council Meeting or submit questions either verbally or in writing, on matters INCLUDED in the Business Paper for the particular Meeting, or matters deemed by the Mayor or Chair to be relevant.

2. A member of the public will be permitted a maximum of five (5) minutes to address

the Council Meeting. An extension of time may be granted by the Mayor or Chair if deemed necessary.

3. A member of the public seeking to represent or speak on behalf of a third party must

satisfy the Council Meeting that he or she has the authority to represent or speak on behalf of the third party.

4. Members of the public wishing to address the Council Meetings are encouraged to

contact Council either by telephone (02) 6730 2316 or in person at the Town Hall office prior to 12 noon the day before the Council Meeting and register their intention to address the Council Meeting.

5. The Mayor or Chair will be guided by Section 10A(2)(a) – (i) of the Local

Government Act 1993, in not allowing members of the public during community consultation sessions to deal with or discuss or disclose any information with regards to the matters mentioned in this section and subsections of the Act.

Local Government Act 1993 Section 10A(2) (a) – (i) The matters and information are the following:

(a) personnel matters concerning particular individuals (other than councillors),

(b) the personal hardship of any resident or ratepayer,

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

(d) commercial information of a confidential nature that would, if disclosed:

(i) prejudice the commercial position of the person who supplied it, or

(ii) confer a commercial advantage on a competitor of the council, or

(iii) reveal a trade secret,

(e) information that would, if disclosed, prejudice the maintenance of law,

(f) matters affecting the security of the council, councillors, council staff or council property,

(g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege,

(h) information concerning the nature and location of a place or an item of Aboriginal significance on community land,

(i) alleged contraventions of any code of conduct requirements applicable under section 440.

Glen Innes Severn Council – Open Ordinary Meeting –27 November 2014

Page i

GLEN INNES SEVERN COUNCIL

Notice is herewith given of an

ORDINARY COUNCIL MEETING

That will be held at the Glen Innes Severn Learning Centre,

William Gardner Conference Room, Grey Street, Glen Innes on:

Thursday, 27 November 2014 at 5.15pm

ORDER OF BUSINESS

1 ACKNOWLEDGEMENT TO COUNTRY ..................................................................... 5

2 OPENING BY MINISTER FROM THE FRATERNAL ................................................. 5

3 APOLOGIES ............................................................................................................... 5

4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS .......................................................................................... 5

5 MINUTES OF PREVIOUS ORDINARY MEETING – 23 OCTOBER 2014 TO BE CONFIRMED .............................................................................................................. 5

6 MAYORAL MINUTE ................................................................................................... 5

7 NOTICE OF MOTIONS ............................................................................................... 5

8 NOTICE OF MOTION OF RESCISSION .................................................................... 5

9 REPORTS ................................................................................................................... 6

9.1 Governance: Fit For the Future Initiative: Rural Council Model and Council Potentially Participating in the Establishment of a New England Regional Organisation of Councils ................................................................. 6

9.2 Corporate Management: Reporting: Glen Innes Severn Council Annual Report 2013-2014 ............................................................................................ 13

9.3 Information Management: Government Information (Public Access) Act (GIPA): Agency Information Guide ............................................................... 18

9.4 Financial Management: Sale of Council Properties: Vacant Land Deepwater ....................................................................................................... 20

9.5 Finance: Financial Reporting: Presentation of Financial Reports for the year ended 30 June 2014 ............................................................................... 22


Page ii

9.6 Finance: Financial Reporting: Quarterly Budget Review September 2014 .................................................................................................................. 33

9.7 Finance: Financial Management: Finance Report October 2014 .............. 40

9.8 Rates and Valuations: Reporting: Rates and Charges Collections October 2014 ................................................................................................... 46

9.9 Corporate Management: Code of Conduct Complaints: Annual Complaints Statistics ..................................................................................... 49

9.10 Personnel: Award Restructuring: Review of Salary System Progression Rules .......................................................................................... 53

9.11 Corporate Management: Policy Register: Work Health and Safety Policy ............................................................................................................... 55

9.12 Corporate Management: Policy Register: Workplace Injury Management and Return to Work Policy and Program ............................... 57

9.13 Work Health and Safety: General: Workplace Injury Management Report October 2014 ...................................................................................... 59

9.14 Corporate Management: Policy Register: Repeal of Aged and Disability Services Bus Use Policy ................................................................................ 61

9.15 Community Services: Reporting – Library / Learning Centre Report October 2014 ................................................................................................... 63

9.16 Corporate and Community Services: Reporting: September and October 2014 ................................................................................................... 68

9.17 Economic Development: Planning: Small Business Friendly Council Program ........................................................................................................... 76

9.18 Land Use and Planning: Planning Proposal 2014-01 ................................. 79

9.19 Land Use and Planning: Planning: Hunter Street Urban Release Area ... 83

9.20 Corporate Management: Policy Register: Event Prioritisation and Support Policy ................................................................................................ 87

9.21 Recreation and Cultural Services: Event Management: Review of Australian Celtic Festival Strategic Plan ...................................................... 96

9.22 Department of Development, Regulatory and Sustainability Services: Monthly Reporting October 2014 ................................................................ 102

9.23 Corporate Management: CBD Revitalisation............................................. 118

9.24 Department of Infrastructure Services: Monthly Reporting October 2014 ................................................................................................................ 121


Page iii

10 CORRESPONDENCE, MINUTES, PRESS RELEASES ........................................ 143

10.1 Correspondence and Press Releases ......................................................... 143

10.2 Minutes of Committee Meetings for Information ....................................... 144

10.3 Minutes of Other Organisations for Information ........................................ 144

11 REPORTS FROM DELEGATES ............................................................................ 145

12 REPORTS FROM COMMITTEES .......................................................................... 145

13 MATTERS OF AN URGENT NATURE ................................................................... 145

14 CLOSED COUNCIL REPORTS .............................................................................. 146

14.1 Council Properties: Possible/Potential Centralisation of Management and Administrative Staff .............................................................................. 148

14.2 Financial Management: Sale of Council Properties: “Garden Court” and Associated Land .................................................................................... 156

Hein Basson General Manager


Page iv

Council Meeting Date: 4

th Thursday of the month commencing at 5.15pm.

Matters determined by Ordinary meetings will include all those non-delegable functions identified in Section 377 of the Local Government Act as follows:

“the appointment of a general manager the making of a rate a determination under section 549 as to the levying of a rate the making of a charge the fixing of a fee the borrowing of money the voting of money for expenditure on its works, services or operations the compulsory acquisition, purchase, sale, exchange or surrender of any land or other property (but not including the sale of items of plant or equipment) the acceptance of tenders which are required under this Act to be invited by the council the adoption of a management plan under section 406 the adoption of a financial statement included in an annual financial report a decision to classify or reclassify public land under Division 1 of Part 2 of Chapter 6 the fixing of an amount or rate for the carrying out by the council of work on private land the decision to carry out work on private land for an amount that is less than the amount or rate fixed by the council for the carrying out of any such work the review of a determination made by the council, and not by a delegate of the council, of an application for approval or an application that may be reviewed under section 82A of the Environmental Planning and Assessment Act 1979 the power of the council to authorise the use of reasonable force for the purpose of gaining entry to premises under section 194 a decision under section 356 to contribute money or otherwise grant financial assistance to persons the making of an application, or the giving of a notice, to the Governor or Minister this power of delegation any function under this or any other Act that is expressly required to be exercised by resolution of the council.”

Other matters and functions determined by Ordinary Council Meetings will include:

Notices of Motion Notices of Motion of Rescission Council Elections, Polls, Constitutional Referendums and Public Hearings/Inquiries Ministerial Committees and Inquiries Mayor and Councillors Annual Fees Payment of Expenses and Provision of Facilities to Mayor and Councillors Local Government Remuneration Tribunal Local Government Boundaries NSW Ombudsman Administrative Decisions Tribunal Delegation of Functions by the Minister Delegation of Functions to General Manager and Committees Organisation Structure Code of Conduct Code of Meeting Practice Honesty and Disclosure of Interests Access to Information Protection of Privacy Enforcement Functions (statutory breaches/prosecutions/recovery of rates) Dispute Resolution Council Land and Property Development Annual Financial Reports, Auditors Reports, Annual Reports and Statement of the Environment Reports Performance of the General Manager Equal Employment Opportunity Powers of Entry Liability and Insurance Membership of Organisations Any matter or function not within the delegable function of Committees Matters referred from Committees for determination

Membership: Full Council - 7 Councillors.

Quorum: 4 members

Chairperson: The Mayor

Deputy Chairperson: The Deputy Mayor

http://www.legislation.nsw.gov.au/summarize/inforce/s/1/?xref=RecordType%3DACTTOC%20AND%20Year%3D1979%20AND%20Actno%3D203&nohits=y

http://www.legislation.nsw.gov.au/summarize/inforce/s/1/?xref=RecordType%3DACTTOC%20AND%20Year%3D1979%20AND%20Actno%3D203&nohits=y


Page 5

1 ACKNOWLEDGEMENT TO COUNTRY “I acknowledge the Ngoorabul people as the traditional custodians of our land. I give respect to past and present Elders and extend that respect to other Aboriginals present. I also recognise the role of our early settlers, Celtic and Anglo, in shaping the community that we have become.”

2 OPENING BY MINISTER FROM THE FRATERNAL

3 APOLOGIES

4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

5 MINUTES OF PREVIOUS ORDINARY MEETING – 23 OCTOBER 2014 TO BE CONFIRMED

6 MAYORAL MINUTE

7 NOTICE OF MOTIONS

8 NOTICE OF MOTION OF RESCISSION


Page 6

9 REPORTS

9.1 Governance: Fit For the Future Initiative: Rural Council Model and Council Potentially Participating in the Establishment of a New England Regional Organisation of Councils

REPORT FROM: GENERAL MANAGER Authors: Hein Basson – General Manager and Debbie Duffell – Executive Assistant

ANNEXURES A and B PURPOSE The purpose of this report is to inform Councillors of the Rural Council Model Workshop that was held in Sydney on Monday, 3 November 2014, as well as other recent developments within the New England Region in regards to the establishment of a pilot Joint Organisation (JO) and the forming of a Regional Organisation of Councils (ROC). EXECUTIVE SUMMARY Following the announcement of the Fit for the Future initiative, the Office of Local Government (OLG) recently conducted two (2) workshops to generate ideas and seek feedback from across the sector with a view to designing a Rural Council Model that will facilitate an additional option for small rural Councils to consider, in order to better meet the needs and circumstances of those communities. The General Manager attended one of these workshops on Monday, 3 November 2014 in Sydney. Participants identified nine (9) core functions/services for which they believed that Rural Councils are responsible, and then prioritised them as to which functions/services are essential for the Rural Councils to retain, with Governance being the highest priority, followed by Agency for Federal/State Governments, Operational services and Economic Development. Participants had a discussion around Governance, including matters such as the frequency of meetings, the number of councillors, terms, Council role, wards system and outsourcing certain functions. The delivery of functions was also discussed, with suggestions including the establishment of “Centres of Excellence” for administration and planning across Councils, Joint Organisations, contracting of services, Regional Centres and partnerships of Councils. Based on these discussions and the preliminary model that had been developed, the General Manager is of the opinion that the Glen Innes Severn Council should not pursue the Rural Council Model, and suggests that Council pursues the preparation of its Fit for the Future Proposal as an autonomous and independent Council with adequate scope and capacity, and with a view to participating in the proposed New England Region Joint Organisation of Councils. It is suggested that a Councillor Workshop be held on either 4 or 11 December to discuss the FFF suite of documents and associated matters, in order to develop a solid understanding of these reform initiatives and what it will potentially mean for Council into the future. With reference to the Mayoral Minute at the October 2014 Ordinary Meeting of Council, where the Mayor advised Council that the New England group of Councils agreed to


Page 7

submit an expression of interest to be considered as a Pilot Regional Joint Organisation site, notification has been received that this application was unsuccessful. Since then, the General Manager of the Inverell Shire Council has requested a further meeting of the group of Councils to pursue the establishment of a New England Regional Organisation of Councils (NEROC). This has been followed by a media release circulated by the Member for Northern Tablelands, Mr Adam Marshall, announcing that the Councils within his electorate (not mentioning the Tenterfield and Walcha Shire Councils) “have agreed to form a joint organisation to help efficiencies, share resources and deal with regional issues across council boundaries”. Glen Innes Severn Council has not had the opportunity to consider this concept, and Council will have to consider whether it wants to participate in NEROC at this point in time. Participation in the establishment of a new Regional Organisation of Councils (ROC) will pose a significant additional challenge at what will be a busy time; however, if the majority of Councils within the New England region are going to pursue the establishment of an ‘informal’ structure such as a ROC, it might be beneficial for Council to have an input into this new structure and its culture from early on. If Council decides to participate in the formation of a ROC, it is suggested for Council to do so with a minimalist approach in identifying future functions and activities for the body. BACKGROUND The General Manager attended a Rural Council Model Workshop that was conducted by the Office of Local Government (OLG) in Sydney on Monday, 3 November 2014. The purpose of the workshop was to generate ideas and feedback from across the sector to design a Rural Council Model that would facilitate a better response to meet the needs and circumstances of different regions. The OLG has circulated the write up of the conversation that took place at the workshop. The Mayor reported back to Council at the Open Ordinary Meeting of Council held on 23 October 2014, as part his Mayoral Minute, that the New England group of Councils agreed to submit an Expression Of Interest (EOI) to be considered as a Pilot Regional Joint Organisation site, with the Inverell Shire Council coordinating the submission. A copy of this EOI is attached to the Business Paper as Annexure A for the information of Councillors. Despite not approving the New England Region’s proposal, the NSW Minister of Local Government, The Hon Paul Toole MP, has urged this group of Councils “to continue to progress your proposal on an informal basis so that your region is in the best position to implement Joint Organisations in future”. An email message dated 13 November 2014 has been received from Mr Paul Henry, General Manager of the Inverell Shire Council, asking Councils when they want to have their first “follow up” meetingin relation to pursuing the establishment of a New England Regional Organisation of Councils (NEROC). On the same day, a media release was circulated by the Northern Tablelands MP, Mr Adam Marshall, announcing that the Councils within this electorate (not mentioning the Tenterfield and Walcha Shire Councils) “have agreed to form a joint organisation to help efficiencies, share resources and deal with regional issues across council boundaries”. He further stated that “councils have made the decision to proceed with the collaboration and change the way local government worked in this region. Establishing these new regional structures will make it easier to manage projects, to better deliver


Page 8

the jobs, roads, bridges, sports grounds, libraries and other facilities and services that regional and rural communities need.” The Glen Innes Severn Council has not had the opportunity to consider this concept. (a) Relevance to Integrated Planning and Reporting Framework

This report relates to Objective GCL 2.1, which states that Glen Innes Severn Local Government Area (LGA) will keep its local autonomy with the strategy of Council demonstrating good governance and strong leadership and promoting the value of our local autonomy, as well as Objective GCL 5.1.1, which states that Council wants to have effective networks between Council and the State, Federal and Local Government bodies.

(b) Financial Considerations There are no immediate financial concerns relating to this report. However, Council participating in the establishment of a Regional Organisation of Councils (ROC) means that Council will have to accept responsibility for making an annual contribution to the effective operation of such an organisation. It is unclear what the quantum of such a contribution might be, but a rough estimation varies between $15,000 and $75,000 per annum. It would therefore be important for Council to ensure that costs are kept at a minimum. Unfortunately, I have no doubt that the contribution costs will grow over a period of time. One can only hopes that the benefits will eventually outweigh the costs.

COMMENTARY The Minister for Local Government, the Hon. Paul Toole, opened the Rural Council Model Workshop advising that the day was about creating opportunities and developing a model that is sustainable and meets the needs of communities. Participants were asked to think about the drivers for developing a Rural Council model, to reflect on some of the innovations currently happening in Rural Councils, to identify aspects of the current model that needed to be changed and retained, to identify the types of Councils that the Rural Council model is appropriate for, and to identify the expectations from State Government to enable Councils to be more sustainable and build stronger communities. The following nine (9) core functions/services were identified as functions/services that Rural Councils are responsible for:

Governance;

Agency for State/Federal;

Operational functions;

Economic Development;

Community services;

Advocacy services;

Emergency services;

Regulation services;

Administration services. These functions/services were then prioritised as to which functions/services are essential for the Rural Councils to retain, with Governance being the highest priority, followed by Agency for State/Federal, Operational Services and Economic Development – making up the top four (4) priorities.


Page 9

Participants had a discussion around Governance and how the Rural Councils need to operate under the new model. The discussion included:

Frequency of meetings;

Number of councillors;

Terms;

Council role;

Wards system;

Developing a streamlined structure;

Better Governance;

Outsourcing certain functions;

Rural Council Award. Discussion was also held on ways that functions can be delivered in the future. Suggestions included:

The establishment of “Centres of Excellence” for administration and planning across Councils;

By the to-be-established Joint Organisations;

Contracting out of services;

By larger Regional Centres;

By way of a partnership of Councils. A copy of the full meeting notes (in PowerPoint format) is attached to the Business Paper as Annexure B. A further workshop was also held in Dubbo and the OLG has advised that the ideas generated at both of these workshops will be used to help develop a draft model. The OLG will consult and keep the lines of communication open with Councils on the model paper, and will conduct targeted consultation to test the model. It is anticipated that there will be a clearer view of the model by the end of the year. Based on the outcome of the discussions in Sydney and the preliminary model that had been developed, I have formed the opinion that the Rural Council model is not really an option to pursue for the Glen Innes Severn Council, as it is perceived to be targeting rural Councils with small populations, large geographic areas and small rate bases, without any significant scale and capacity, and without the ability to attract and retain experienced and qualified staff. It is therefore my suggestion at this point in time for Council to pursue the preparation of its Fit For the Future Proposal (FFFP) as an autonomous and independent Council with adequate scope and capacity (as preliminarily assessed by the Independent Local Government Review Panel), and with a view of participating in the to-be-established New England Region Joint Organisation of Councils. Therefore, it is not suggested for Council to consider the Rural Council Model as an option at this time. Once Council has prepared its FFFP in a draft format early in the New Year, it will be in a good position to reassess its position. The final Rural Council Model should be finalised by the OLG by that time as well. It is further suggested for Councillors to have a Workshop on either 4 or 11 December to discuss the FFF suite of documents and associated matters, in order to develop a solid understanding of these reform initiatives and what it will potentially mean for Council into the future.


Page 10

With reference to the email received from Mr Paul Henry and the media release circulated by Mr Adam Marshal MP on 13 November 2014 mentioned above, Council will have to consider whether it wants to participate in a ROC at this point in time. When the Mayor exercised the policy-making function of Council in terms of Section 226 of the Local Government Act 1993 between Meetings of Council to support the lodgement of an Expression of Interest (EOI) for the New England Councils to become a pilot Joint Organisation, it didn’t go as far as to commit Council to also pursue the establishment of a ROC or similar regional organisation if the EOI was unsuccessful. Council (staff and Councillors) will have to maintain a particular focus on the development of Council’s Fit For the Future Proposal during the first half of the next calendar year, in order for it the be ready for lodgement with the OLG by 30 June 2015. This will be a challenge to achieve, considering that the current Operational Plan and Budget will have to be pursued for finalisation by financial year-end, as well as preparing these important documents for the 2015/16 Financial Year. Taking on any additional workload, such as participating in the establishment of a new ROC during this period of time, will pose a significant additional challenge. Further, it needs to be understood that there is currently no legal requirement for Council to participate in a ROC or similar organisation. It is anticipated that participation in a JO will become mandatory after the pilot JOs have been trialled, and a model has been developed for the establishment of future other JOs across NSW. However, it needs to be acknowledged that if the majority of other Councils within the New England Region are going to pursue the establishment of an informal structure such as a ROC as an interim measure, it might be beneficial for Council to have an input into this new structure and its culture from early on, as it will in all probability form the basis of the to-be-established JO around 2016. If Council decides to participate in the formation of a ROC, it is suggested for Council to be clear about its mandate, doing so with a proposed minimalist approach in identifying future functions and activities for this body (including a structure and resources) – meaning that Council’s proposed mandate is for the following to be pursued:

Regional Strategic Planning;

Regional Advocacy;

Investigating Potential Intergovernmental Collaboration, based on the premise

that Council reserves the right to make a final decision on participating in any

collaboration initiative only after a detailed report highlighting the particular

benefits for Council and/or the New England Region had been presented to

Council for its consideration;

Staff appointed to ensure the effective functioning of this body should be kept to

an absolute minimum, and office space with associated office furniture and

equipment should ideally be made available free of charge by a participating

Council within the New England Region.

(a) Governance/Policy Implications

The Rural Council Model potentially has far-reaching implications for the future of particular Local Councils in NSW. Council committing itself to be a member of NEROC as an interim measure, before a Regional Joint Organisation is established, could potentially assist in a smoother transfer to the permanent structure. It will, however, create an additional workload for the Mayor, General


Page 11

Manager and senior staff to participate in the establishment and proper functioning of such a regional body, especially in the initial stages.

(b) Legal Implications

Nil. (c) Social Implications

Nil. (d) Environmental Implications

Nil. (e) Economic/Asset Management Implications

Nil.

CONCLUSION The OLG is currently developing a model for Rural Councils, in order to finalise the options available to Councils as part of the Fit For the Future suite of documents. Based on the outcome of the Sydney Workshop held on 3 November, it is recommended for Council not to consider following this model, but to pursue the preparation of its FFFP in the meantime without taking this option into consideration. A Councillor Workshop on either 4 or 11 December is also suggested, in order to develop a thorough understanding of the contents of the FFF suite of documents and associated matters. Lastly, it is recommended for Council to consider participating in the establishment of a New England Regional Organisation of Councils as an interim measure before a formal Regional Joint Organisation is formed, presumably based on a minimalist approach in identifying future functions and activities for this body.

RECOMMENDATION

1. That Council takes note of the information provided in the report from the General Manager pertaining to the development of a Rural Council Model by the NSW Office of Local Government, with a view of providing an additional option for small rural based Councils with large geographical areas and small rate bases, to consider as part of those Councils’ Fit For the Future Proposals which are due for lodgement to the Office of Local Government by 30 June 2015.

2. That Council, based on the outcome of the Sydney Workshop held on 3 November 2014, does not consider following the preliminary Rural Council Model as an option at this time, but pursues the preparation of its Fit For the Future Proposal as an autonomous and independent Council with adequate scope and capacity, and with a view of participating in the to-be-established New England Region Joint Organisation of Councils.

3. That Council requests the General Manager to arrange for a Councillor Workshop on either 4 or 11 December 2014, in order to provide for an opportunity where the Fit For the Future suite of documents and associated matters can be discussed in further detail.

4. That Council considers the value and wisdom of participating in the establishment of a New England Regional Organisation of Councils as an interim measure, before a formal Regional Joint Organisation is formed under a new Local Government Act or similar provision, and makes a decision in this regard.


Page 12

5. That Council, if it decides to participate in the establishment of a New England Regional Organisation of Councils, do so with a minimalist approach in identifying future functions and activities for this body (as well as a structure and resources) – meaning that Council’s mandate is for the following to be pursued:

Regional Strategic Planning;

Regional Advocacy;

Investigating Potential Intergovernmental Collaboration, based on the premise that Council reserves the right to make a final decision on participating in any collaboration initiative only after a detailed report highlighting the particular benefits for Council and/or the New England Region had been presented to Council for its consideration;

Staff appointed to ensure the effective functioning of this Regional Organisation of Councils should be kept to an absolute minimum, and office space with associated office furniture and equipment should ideally be made available free of charge by a participating Council within the New England Region.


Page 13

9.2 Corporate Management: Reporting: Glen Innes Severn Council Annual Report 2013-2014

REPORT FROM: GENERAL MANAGER Author: Debbie Duffell – Executive Assistant

UNDER SEPARATE COVER PURPOSE The purpose of this report is for Council to receive and note the Glen Innes Severn Council Annual Report for 2013-2014 (distributed under separate cover with the Business Paper).

BACKGROUND In accordance with Section 428 (1) of the Local Government Act 1993, Council must, within five (5) months of the end of each financial year, prepare a report as to its achievements in respect to the objectives and performance targets set out in its Operational Plan for that year. In addition, the report must include Council’s audited Financial Statements, Report on the 4 Year Delivery Program and 2013/14 Operational Plan, and State of the Environment Report. These documents have been distributed under separate cover with the Business Paper. The Annual Report can also be accessed through Council’s Website on www.gisc.nsw.gov.au. (a) Relevance to Integrated Planning and Reporting Framework

Strategic objective GCL1.1 under “Governance and Civic Leadership” states: “Council is proactive in its open communications with the local community”. The publication of the Annual Report informs the local community of Council’s achievements in implementing its Delivery Program and the effectiveness of the principal activities undertaken in achieving the objectives at which those principal activities are directed.

(b) Financial Considerations There are no financial considerations associated with the preparation of the Annual Report.

COMMENTARY The Glen Innes Severn Council Annual Report 2013-2014 has been prepared in line with the requirements under the Local Government Act 1993 (the Act), Section 428 and 406. Section 428 inter alia stipulates for Council to prepare a report (its Annual Report) within five (5) months of the end of each year, reporting “its achievements in implementing its Delivery Program and the effectiveness of the principal activities undertaken in achieving the objectives at which those principal activities are directed.” Such a report needs to be prepared in accordance with the guidelines under Section 406 of the Act. As the Mayor and General Manager’s reports within the Annual Report provide an overview of the important matters that happened during this particular financial year, it is deemed appropriate to include these above-mentioned reports below as part of the commentary:

The Mayor’s Report reads as follows:

http://www.gisc.nsw.gov.au/


Page 14

The Annual Report summarises the key activities and financial statements of Council for the 2013-14 financial year. 2013-14 has again been a busy and significant year for Council and the community. Council is involved in many activities including engineering services, planning, economic development activities and community services, and continues to competently provide these services to our community. Council continues to follow and refine its Ten Year Community Strategic Plan. We have completed our second year of the new four (4) year Delivery Program (designed to mesh with the four (4) year election cycle). Council continues to practice prudential financial management, in a very difficult operating environment. Council is expected to provide many and varied services to the community with insufficient funds to ensure that assets are fully maintained and services fully supplied. Council exercises discipline in the development and expenditure of budgets. After provision of restricted reserves, Council has tried to balance its cash accounts, but overall makes an operating loss. The net operating loss is a result of unfunded depreciation. This is demonstrated in the road and bridge network that is deteriorating over time. The unaudited financial statements reveal Council’s total income is $24.846 million, total expenses are $24.074 million (including depreciation and amortisation of $4.880 million), and therefore the net operating result is $772,000 (profit). Other key financial indicators include:

Nett Assets of $237.175 million;

Total Cash and investments of $14,514,000;

Total loans $12.255 million.

Council continues to implement tight debt recovery processes to ensure that rates and other charges are paid within a reasonable time. Council’s outstanding unpaid rates and charges percentage is now down to 3.78%. The development of off-stream water storage using the Glen Innes Aggregates Quarry has continued. The southern pit has been shaped and filled to 80% capacity. A NSW Government grant of $970,000 has allowed the development of the northern pit. Council has taken on the contentious project of upgrading the CBD. Business owners have shown remarkable patience in dealing with the disruptions, as have the vast majority of community members. The role of the NSW Government in this project is noted. The availability of an interest rate subsidy of 4% through the Local Infrastructure Renewal Scheme (LIRS) has allowed the acceleration of the upgrade through a loan of $1.8 million at an effective interest rate of 1.46%. The Independent Pricing and Regulatory Tribunal (IPART) approved Council’s application for a Special Rates Variation. This was a gruelling process for


Page 15

Councillors and staff and places a significant extra burden on ratepayers. It does, however, give Council an opportunity to make some progress on its infrastructure renewal and backlog. I commend the commitment of my fellow Councillors and acknowledge the high quality of the work of General Manager, Hein Basson, and the three Directors: Vanessa Menzie, Graham Price and Anna Watt.

The General Manager’s report reads as follows:

Mayor Colin Price has continued to provide Council and the community with strong leadership during a stressful period, when the local government industry in NSW has been provided with the framework for a major change agenda – leading to uncertainty and insecurity for many Local Councils. The Independent Local Government Review Panel’s (ILGRP) final report “Revitalising Local Government”, which was released in October 2013, contained 65 recommendations for local government in NSW to start afresh. Significantly, this Panel has changed its previous proposal for the Glen Innes Severn and Tenterfield Shire Councils to be potentially merged after a review in 2020; both of these Councils are now earmarked to remain “stand alone” Councils. However, it is still expected of this Council to demonstrate in 2020 its capability to achieve long term financial sustainability. As was mentioned in my overview last year, the implementation of the NSW Office of Local Government’s “Integrated Planning and Reporting Framework” a few years ago, especially the development of Asset Management Plans, in conjunction with the NSW Treasury Corporation’s (TCorp) independent assessment of each individual Council’s financial sustainability, had driven the message home for the local government sector that drastic changes will have to be made in order for Local Councils to survive and serve their communities well into the future. Against the background of a significant infrastructure renewals backlog and totally inadequate revenue streams to fund depreciation costs, the Glen Innes Severn Council adopted a courageous resolution to pursue a Special Rate Variation (SRV), with the view of implementing it over a period of three (3) years. Extensive community consultation was held towards the end of January and beginning of February 2014, with Councillors and senior staff trying their best to explain the need for this step. It was indeed a very difficult period of time for both elected representatives and senior staff. They were confronted with complex financial scenarios to understand as part of Council’s Long Term Financial Plan projections, and had to deal with particular community members who rather harshly questioned the direction that Council was pursuing in its quest to become financially sustainable. Councillors had to make extremely tough decisions – based on them exercising due diligence in adopting unpopular resolutions in the best long term interest of our community. This is not an easy task, and I pay my respects to those Councillors who were brave and resolute enough to weather the proverbial storm. They did what was required to provide our community with the prospect of achieving its aspirations so aptly documented within its Community Strategic Plan.


Page 16

The approval of the SRV by the NSW Independent Pricing and Regulatory Tribunal (IPART) pays testament to the fact that Council’s SRV proposal was not only well prepared, but above all, deemed to be reasonable by an independent and impartial assessing body – taking all relevant considerations into account as part of its decision-making process. It will be interesting to see what the State Government’s responses on the recommendations of the ILGRP’s final report are going to be, as this will undoubtedly set the future direction of local government in NSW. Council has taken important steps to cut costs across the organisation, and is targeting internal savings in the order of $600,000 per annum. One of Glen Innes Severn Council’s major projects, the Grey Street infrastructure upgrade and rejuvenation, has unfortunately caused disruption in the short term, but should serve the business and larger community well into the future. The upgrade and rejuvenation of the Main Street had been delayed for decades, primarily as a result of cost considerations. The infrastructure (water, sewerage, stormwater, electricity and surface areas of the central and parallel parking) had to be replaced, as it had well and truly reached the end of its useful life. The above presents an opportunity to also rejuvenate our Main Street, with a view to making it a more attractive social and business space, which will attract local residents and visitors from our neighbouring towns for a special shopping experience. It is not a secret that the retail sector is undergoing a revolution, probably not too dissimilar to the industrial revolution of the late 1700s and early 1800s. Internet selling and buying and the ability of manufacturers to sell directly to their target markets have already changed the business landscape irreversibly. This is starting to have a significant impact on the CBDs of towns and cities across the globe. Business people will have to become smarter in the way they are running their businesses. One clear option, based on recent trends, is for businesses to offer special experiences to their customers. It has become all about the experience for customers – which of course includes excellent customer service and letting the customer feel special and valued. The upgrade and beautification of Grey Street will assist businesses within the CBD precinct to better achieve this, by creating an attractive space within which people will feel special as well as adding to a pleasant retail experience. Further, the creation of a Town Square with Celtic Knot decorations will reinforce the community’s successful branding of being “Celtic Country”, contributing to a sense of place – of belonging. Residents of Glen Innes Severn will be able to be justifiably proud of their Main Street when they see tourists and visitors taking photographs and admiring the additional attractions that have been created. Council adopted the resolution to proceed with this project because it was convinced that it would pay the necessary dividends for local shop owners and the community in the longer term. Let us as a community now get behind all our local businesses and support them whenever and wherever possible! I would again like to express my thanks and appreciation to the Mayor, Councillors, Manex members and all other staff for their continued commitment and service to our community.


Page 17

(a) Governance/Policy Implications Nil.


It is a legal requirement to produce an Annual Report as per the Local Government Act 1993, and to forward the Annual Report to the Office of Local Government by 30 November each year.

(c) Social Implications



Nil.

CONCLUSION The Glen Innes Severn Council Annual Report for 2013-2014 has been prepared in line with statutory requirements. The Report provides a comprehensive picture of the year’s progress in all aspects of Council’s operations, including the State of the Environment Report, the Report on the 4 Year Delivery Program and 2013/14 Operational Plan, and the Audited Financial Statements.

RECOMMENDATION

1. That Council notes the Glen Innes Severn Council Annual Report for 2013-2014, as distributed under separate cover with the Business Paper.

2. That Council requests the General Manager to lodge the Glen Innes Severn

Council Annual Report 2013-2014 with the Office of Local Government by 30

November 2013.


Page 18

9.3 Information Management: Government Information (Public Access) Act (GIPA): Agency Information Guide

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell – Executive Assistant

ANNEXURE C PURPOSE The purpose of this report is to present to Council the reviewed Agency Information Guide for Glen Innes Severn Council, attached as Annexure C to the Business Paper.

BACKGROUND The Government Information (Public Access) Act 2009 commenced operation on 1 July 2010. Section 21 of this Act requires agencies to develop and adopt an agency information guide as part of their mandatory open access information, within six (6) months of the commencement of this section. Agencies must review their Agency Information Guide and adopt a new Agency Information Guide at intervals of not more than 12 months. An Agency Information Guide is a summary of what an agency does, how it does it, and the type of information it holds and generates through the exercise of its functions, with a particular focus on how those functions affect members of the public. Section 22 of the Government Information (Public Access) Act 2009 states that agencies must notify the Information Commissioner before adopting or amending an Agency Information Guide and must, if requested to do so by the Information Commissioner, consult with the Information Commissioner on the proposed agency information guide or amendment. Accordingly the attached Agency Information Guide was reviewed by the Information Commissioner, and approval for its adoption was received on 13 November 2014. (a) Relevance to Integrated Planning and Reporting Framework

Strategic objective GCL1.1 under “Governance and Civic Leadership” states: “Council is proactive in its open communications with the local community”. The publication of the Agency Information Guide informs the local community of the functions of Council and the types of information held by Council.

(b) Financial Considerations Nil.

COMMENTARY Section 20 of the Government Information (Public Access) Act 2009 refers to the publication of information concerning affairs of agencies. Under this section of the Act, Council is required to have an Agency Information Guide. The Agency Information Guide must:

1. Describe the structure and functions of the agency;

2. Describe the way in which the functions (including, in particular, the decision-making functions) of the agency affect members of the public;

3. Specify any arrangements that exist to enable members of the public to participate in the formulation of the agency’s policy and the exercise of the agency’s functions;


Page 19

4. Identify the various kinds of government information held by the agency that the agency makes (or will make) publicly available;

5. Specify the manner in which the agency makes (or will make) government information publicly available; and

6. Identify the kinds of information that are (or will be) made publicly available free of charge, and those kinds for which a charge is (or will be) imposed.

Council’s revised Agency Information Guide complies with all the items listed above. (a) Governance/Policy Implications

Nil. (b) Legal Implications

The Agency Information Guide verifies Council’s adherence to the responsibilities and requirements of the Government Information (Public Access) Act 2009.




Nil.

CONCLUSION Under the Government Information (Public Access) Act 2009, Council is required to update the Agency Information Guide on an annual basis, to aid members of the public in obtaining information that is held by Council and provide advice on Council’s structure, functions and services.

RECOMMENDATION

That Council adopts the reviewed Agency Information Guide for the Glen Innes Severn Council attached as Annexure C to the Business Paper.


Page 20

9.4 Financial Management: Sale of Council Properties: Vacant Land Deepwater

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Anna Watt – Director or Corporate and Community Services

PURPOSE The purpose of this report is to provide Council with an update on the sale of vacant land blocks at Deepwater, being Lot 2 DP1176546, Lot 7 DP1077598, Lot 9 DP1077598 and Lot 10 DP1077598. BACKGROUND At the May 2011 Ordinary Meeting, Council resolved to put the newly created Lot 2 DP1176546 on the real estate market (Resolution 11.05/11). Lot 7 DP1077598, Lot 9 DP1077598 and Lot 10 DP1077598 are properties unsold from the previous Severn Shire Council subdivision. When Council called for requests for quotation it was requested that agents provide an indication of the properties’ value on today’s market. These were then analysed and the General Manager approved the following reserve prices for the auction held by Diana Corcoran Real Estate on the 1 November 2014:

Property Reserve

Lot 2 DP1176546 $50,000.00

Lot 7 DP1077598 $20,000.00

Lot 9 DP1077598 $20,000.00

Lot 10 DP1077598 $20,000.00

Only one (1) property received a bid at auction and that was for Lot 2 DP1176546 and the bid was for $10,000.00. Subsequently, the above lots have been listed for sale with Diana Corcoran Real Estate. (a) Relevance to Integrated Planning and Reporting Framework

The responsible sale of Council properties has been identified as a possible measure to assist Council in achieving an operating breakeven position in the next three (3) years. An operating break-even (or even surplus) position forms a significant part of Council being recognised as a well managed Council (under GCL 3.3 in the Delivery Program).

(b) Financial Considerations The financial considerations involved with the Sale of Council property can be considerable. The sale of Council property can have a significant effect on Council’s bottom line. The advantages of the sale of property will result in increased Rates and Charges being realized, as well as increased interest revenue for the reinvestment of the sale proceeds.


Page 21

COMMENTARY Diana Corcoran Real Estate has not been approached with any formal offers since the auction on 1 November 2014. The Director of Corporate and Community Services has had further discussion with Diana Corcoran Real Estate whom has advised that Council’s reserve prices at the auction were reasonable and has recommended to Council that they remain the same. (a) Governance/Policy Implications





Since the blocks are unimproved, there is no depreciation costs involved. Periodic slashing of the vacant portions of land incurs a minor expense.

CONCLUSION The vacant blocks of land at land blocks at Deepwater being Lot 2 DP1176546, Lot 7 DP1077598, Lot 9 DP1077598 and Lot 10 DP1077598 were not sold at Auction on 1 November 2014 and have since been listed with Diana Corcoran Real Estate. Diana Corcoran Real Estate has suggested that the reserve prices at the auction were reasonable and recommends to Council that it use the same for the property listing prices. Therefore it is recommended that the asking prices remain as follows:

Property Price

Lot 2 DP1176546 $50,000.00

Lot 7 DP1077598 $20,000.00

Lot 9 DP1077598 $20,000.00

Lot 10 DP1077598 $20,000.00

RECOMMENDATION

That the Director of Corporate and Community Services communicates to Diana Corcoran Real Estate that the listing prices for the vacant blocks of land at Deepwater be as follows:

Property Price

Lot 2 DP1176546 $50,000.00

Lot 7 DP1077598 $20,000.00

Lot 9 DP1077598 $20,000.00

Lot 10 DP1077598 $20,000.00


Page 22

9.5 Finance: Financial Reporting: Presentation of Financial Reports for the year ended 30 June 2014

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Eric Brown – Acting Chief Financial Officer and Sujeewa Ranawake – Financial Accountant

UNDER SEPARATE COVER PURPOSE The purpose of this report is to present to Council the audited Financial Statements for the year ended 30 June 2014, in accordance with the provisions of Section 418 of the Local Government Act 1993. Please refer to Annexure A of the Annual Report 2013 -2014, distributed under separate cover with the Business Paper.

BACKGROUND The Local Government Act 1993 contains specific requirements to be followed in relation to the presentation of Council’s statutory Financial Statements. In summary the procedures are listed below: 1. The prepared Financial Statements are required to contain certificates to be

signed in accordance with a resolution of Council. Council authorised the signing of the certificates by Resolution 07.10/14 at the Ordinary Meeting held on 23 October 2014.

2. The Financial Statements and certificates referred to in item one (1) are then referred to Council’s Auditor.

3. As soon as practical after receiving the Auditor’s Report, Council must forward a copy of the audited Financial Statements to the Office of Local Government and to the Australian Bureau of Statistics. These documents were forwarded on 7 November 2014.

4. A public notice must be provided of Council’s intention to present its audited Financial Statements. Council provided a public notice in the Glen Innes Examiner on 13 November 2014.

5. Anyone can make written submissions to Council regarding its audited Financial Statements or Auditor’s Reports after the reports have been presented to Council.

(a) Relevance to Integrated Planning and Reporting Framework

The Financial Statements form part of Council’s Annual Report which is a requirement of the Integrated Planning and Reporting Framework.

(b) Financial Considerations Refer to commentary section below.

COMMENTARY As stated above at item three (3), Council has lodged the audited Financial Statements with the Office of Local Government on or before 7 November 2014. Furthermore, according to the Auditor’s Report, Council’s financial systems and records have been maintained in accordance with relevant legislation and accounting policies. A summary of the key figures are listed as follows:


Page 23


Page 24


Page 25


Page 26


Page 27


Page 28


Page 29


Page 30


Page 31






Council’s Net Operating Result from Continuing Operations resulted in a surplus of $772,000 as at 30 June 2014.

CONCLUSION Council’s Financial Statements and Key Performance Indicators for the year ended 30 June 2014 reveal Council’s financial position is satisfactory. This is highlighted by the reduction in the Outstanding Rates and Charges ratio, a healthy Unrestricted Current Ratio and a satisfactory Debt Service Ratio. Further, an increase in the building and infrastructure renewals ratio indicates that Council is increasing the renewal of key infrastructure assets, while the rate coverage ratio has improved marginally.


Page 32

Council is considered to currently be in a sound and stable financial position. The bulk of indicators are better than the accepted industry benchmarks. However, Council should continue to find additional untied revenue sources to address the infrastructure renewal ratios.

RECOMMENDATION

That Council notes the audited Annual Financial Statements for the year ended 30 June 2014, attached as Annexure A to the Annual Report 2013-2014.


Page 33

9.6 Finance: Financial Reporting: Quarterly Budget Review September 2014

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Eric Brown – Acting Chief Financial Officer

ANNEXURE D PURPOSE The purpose of this report is to provide Council with a quarterly budget review statement in accordance with the Local Government (General) Regulation (LGGR) 2005 (Clause 203 (1, 2)), which is attached in the Business Paper as Annexure D.

BACKGROUND Council must, through its Responsible Accounting Officer and within two (2) months of the end of each quarter, prepare and submit to Council a budget review report. This budget review statement must be prepared in accordance with the new Integrated Planning and Reporting framework introduced under the Local Government (General) Amendment (Planning and Reporting) Regulation 2009, the Local Government Act 1993 (as amended) and the Local Government Amendment (Planning and Reporting) Act 2009. The minimum requirements of the new Quarterly Budget Review Statements (QBRS) are included in the Code of Accounting Practice and Financial Reporting 2011/12 and are mandatory from 1 July 2011. Council has prepared the attached report to ensure that it meets the requirements, with particular emphasis on making the report both easier to understand and to providing a format that is comparable to our original budget and amended budgets. The templates used in this report are in accordance with the requirements set by the Office of Local Government (OLG), and Council will continue to focus on ensuring that financial reporting meets the set criteria. This report also provides the Responsible Accounting Officer with an opportunity to outline Council’s financial position, and if the position is unsatisfactory, any recommendations for remedial action (LGGR Clause 203 (2)). For this reason, the quarterly budget review should act as a barometer of Council’s financial health during the year. It needs to adequately disclose Council’s overall financial position, and provide sufficient information to enable informed decision making while ensuring transparency in decision making. It is also a means by which Councillors can ensure that Council remains on track to meet its objectives, targets and outcomes as set out in its Operational Plan. (a) Relevance to Integrated Planning and Reporting Framework

This budget review statement must be prepared in accordance with the new Integrated Planning and Reporting framework introduced under the Local Government (General) Amendment (Planning and Reporting) Regulation 2009, the Local Government Act 1993 (as amended) and the Local Government Amendment (Planning and Reporting) Act 2009.

(b) Financial Considerations It is important that Council notes that the adoption of this budget review approves the variation identified in the attached report, and that the cumulative effect of the budget variations should be considered when reviewing this budget. The original estimated Operating Surplus for the 2014/15 financial year is $1.433 million.


Page 34

COMMENTARY Income and Expenditure Review by Function: The original budget adopted by Council indicated that the net operating surplus at the end of the 2014/15 financial year was expected to be $1,433,025. Council further forecast that the total operating revenue would be $26,386,025 with a total operating expenditure of $24,953,000. September 2014 Quarterly Budget Review: The September 2014 Quarterly Budget Review indicates that Council is in a good position in respect of actual expenditure to budgeted expenditure; this is reflected in the small number of adjustments required. The primary adjustments made were those relating to additional grant funding received for the Off-stream Water Storage upgrade of $970,000 and the Landfill Upgrade funded from the NSW Environmental Trust in June last year, and the capital expenditure carried forward to this year. The unallocated R2R grant funding of $210,000 has also been allocated to the Lang Street/Grey Street roundabout. There was also a reduction in PAMP grant funding of $60,000, which resulted in a decrease in $60,000 in the scope of works to be performed. The Landfill Upgrade: The Glen Innes Community Recycling Centre grant offer from the Environment Protection Authority (EPA) was $238,300 which was received in the 2013/14 financial year and has been carried forward as a restriction. Including this additional grant funding, and the original budget of $254,000 – this equates to a new budget of $492,300. However, as the grant revenue was received in 2013/14 the associated grant revenue was already recorded last financial year and the operating position of Council will not be affected. Allocation of Unallocated R2R funding: It is proposed to nominate to Council the Lang Street/Grey Street roundabout pavement rehabilitation works for the unallocated R2R amounts of $100,000 and $120,000 (total $220,000), given that the LIRS bridge application was successful. Key Performance Indicators: The Key Performance Indicators identified in Note 28 of the 2013/14 Audited Financial Statements are indicated with commentary below:


Page 35


Page 36


Page 37


Page 38

Cash and Investment Review: The cash and investment review indicates the current internal and external restrictions on Council’s invested funds. The report also includes a reconciliation of Council’s cash and investments on hand as at 30 September 2014. It should be noted that both internally and externally restricted funds must be acquitted for a particular purpose and therefore are already committed for that purpose. For this reason the expenditure of these funds is more of a cash flow/working capital issue, and will have no effect on the operational surplus or deficit. However, as indicated above the timing of receipt of income and the expending of this can occur over a number of financial years. This results in a variance in the operational budget between those years. However, the net effect should still be nil over the financial years in which the grant (or reserve) is acquitted. It is suggested that Council focuses on expending restricted funds (by completing grant funded works) with a particular focus on externally restricted funds, while reducing expenditure from rates and other untied funding. This should assist in improving Council’s unrestricted funds and in the long term should improve Council’s financial position. It is further suggested that future budgets should focus on increasing Council’s working funds surplus to between $500,000 and $700,000 per annum with unrestricted funds of at least $500,000. It is noted, however, that this should be a gradual process. The report also requires a statement in respect of whether all investments are in accordance with the requirements of Section 625 of the Local Government Act 1993, the accompanying regulations and Council’s Investments Policy. This, in combination with the monthly investment report, ensures that Council is complying with these statutory, regulatory and policy requirements. Further, a declaration as to the preparation of bank reconciliations is also required. Bank reconciliations occur on a daily basis with a full reconciliation performed on a monthly basis. The reconciliation for the September 2014 quarter occurred on 1 October 2014. Capital Budget Review: The capital budget review format allows Council to analyse any additional capital expenditure to be incurred in the current financial year and the extent to which moneys have already been expended. Importantly, the report also indicates how Council is to fund the capital expenditure for the year. The adjustment to the Capital Budget review annexure indicates an increase in the total capital expenditure for this financial year of $1,148,300. $970,000 of this relates to the additional grant funding for the capital works at the Off Stream Water Storage site at the quarry, while the remainder relates to the capital works associated with the landfill upgrade. All of the additional capital expenditure is grant funded. Contracts: The new reporting framework also requires the identification of contracts entered into in the preceding quarter which have been reported to Council, as they are under the specified limits. The limit for reporting contracts in the QBRS is one percent (1%) of revenue from continuing operations or $50,000 - whichever is less. There were no contracts entered into for the supply of goods or services above this threshold for the September quarter which were not reported to Council.


Page 39

Consultancy and Legal Expenses: The current expenditure to 30 September 2014 on qualifying consultancies and legal fees is identified in Annexure D to the Business Paper. This expenditure is budgeted for, and given the size and nature of Council’s operations is considered reasonable. (a) Governance/Policy Implications


A certification is required to ensure that all investments are made in accordance with the requirements of the Local Government Act 1993, section 625, the accompanying regulations and Council’s Investments Policy.




Nil.

CONCLUSION The original budget adopted by Council indicated that the net operating deficit at the end of the 2014/15 financial year was expected to be $1,433,025. Council further forecast that the total operating revenue would be $26,386,025 with a total operating expenditure of ($24,953,000). The adjusted September review indicates a budgeted operating surplus of $2,343,024. The September Capital Budget review annexure indicates an increase in the total capital expenditure for this financial year of $1,148,300 funded by grant revenue.

RECOMMENDATION

That Council notes and adopts the information in this report, with the estimated annual operational surplus of $2.34million being the result of the September 2014 Quarterly Budget Review.


Page 40

9.7 Finance: Financial Management: Finance Report October 2014

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Eric Brown – Acting Chief Financial Officer PURPOSE The purpose of this report is to provide Council with financial information as at 31 October 2014. BACKGROUND The Local Government Act 1993 states the following: Section 621 - When and for what may a Council borrow? A Council may borrow at any time for any purpose allowed under this Act. Section 622 - What form may a Council borrowing take? A Council may borrow by way of overdraft or loan or by any other means approved by the Minister. Section 624 - Are there any restrictions on a Council borrowing? The Minister, may from time to time, impose limitations or restrictions on borrowings by a particular Council or Councils generally despite the other provisions of this Part. Section 625 - How may Councils invest? (1) A Council may invest money that is not, for the time being, required by the

Council for any other purpose. (2) Money may be invested only in a form of investment notified by order of the

Minister published in the Gazette. Note: See Gazettes No. 152 of 24.11.2000, p 12041; No. 94 of 29.7.2005, p 3977; No. 97 of 15.8.2008, p 7638; No. 160 of 24.12.2008, p 13140 and No. 14 of 11.02.2011, pp 597 to 598. (3) An order of the Minister notifying a form of investment for the purposes of this

section must not be made without the approval of the Treasurer. (4) The acquisition, in accordance with section 358, of a controlling interest in a

corporation or an entity within the meaning of that section is not an investment for the purposes of this section.


Operational Plan Action Plan GCL 3.1 – clear transparent financial reporting to Councillors enabling them to make financially sustainable and accountable decisions (page 52). Part of the information in this report is also related to Council’s Strategic Financial Objective number nine (9). Financial Objective nine (9) states the following: “To maximise returns on Council's investments, without increasing Council's investment risk above acceptable levels.


Page 41

How: Council reports to the community on a monthly basis of funds invested and what institutions are holding these investments. In addition, Council’s Investment Policy is reviewed at least every two (2) years or when required.”

(b) Financial Considerations The application of restricted funds and trust funds are limited to a particular purpose and must be set aside for that purpose. Therefore, they may not be available to meet certain obligations and this should be kept in mind when determining the short-term liquidity of Council. Investments are generally made on a three (3) monthly basis. For this reason, the interest rate will vary in accordance with the prevailing interest rate. This may expose Council to fluctuations in short-term interest rates, but should improve liquidity due to the structured availability of these invested funds.

COMMENTARY MAYORAL DISCRETIONARY FUND:

Actual Expenditure as at 1 October 2014 $ 3,000.00 $ 0.00

Expenditure for October 2014 $ 0.00 $ 0.00

Actual Expenditure as at 31 October 2014 $ 3,000.00 $ 0.00

INVESTMENT INTEREST:

Interest received as at 31 October 2014 $ 188,808.75

Cash Book Reconciliation:

Balance as per Cash Book as at 1 October 2014 $ 951,061.93

Receipts for October 2014 $ 1,628,641.05

Payments for October 2014 $ (2,860,610.26)

Balance as per Cash Book as at 31 October 2014 $ (280,907.28)

General Fund $ (977,945.02)

Glen Innes Aggregates $ (575,685.98)

Water Supplies Local Fund $ 242,376.37

Sewerage Services Local Fund $ 886,829.11

Glen Innes Beautification Committee $ 1,747.65

Minerama Committee $ 23,614.16

Trust Fund $ 118,156.43

Balance as per Cash Book as at 31 October 2014 $ (280,907.28)

It should be noted, that due to payment timing differences, the bank account was at no stage overdrawn.


Page 42

RESTRICTED INVESTMENT DETAILS: General Fund – Internal Restricted Funds

Community Services $ 1,266,056.83

Employee Leave Entitlements $ 899,408.74

Waste Facility Management $ 1,319,017.39

Infrastructure Projects $ 2,332,075.26

Plant and Equipment $ 377,105.69

Section 355 Committees $ 30,925.56

Special Projects $ 25,361.81

Miscellaneous – Unallocated Funds $ 1,778,831.50 $ 8,028,782.78

General Fund – External Restricted Funds

Unexpended Grant Funds, Contributions and Subsidies

$

843,240.78

Unexpended Loan Funds $ 1,379,840.13 $ 2,223,080.91

Water Supplies Local Fund – External Restricted Funds

Augmentation and Infrastructure $ 157,623.67 $ 157,623.67

Sewerage Services Local Fund – External Restricted Funds

Augmentation and Infrastructure $ 2,609,605.36 $ 2,609,605.36

TOTAL COUNCIL CASH AND INVESTMENTS

$ 13,019,092.72


Page 43

FINANCIAL INSTITUTIONS INVESTMENTS:

Rating (S&P)

Mature % Institution Invested Return $

A1/A+ 03-Nov-14 3.40% Suncorp-Metway Ltd. 1,000,000.00 8,383.56

NR 04-Nov-14 3.40% New England Credit Union Ltd. 1,000,000.00 8,383.56

NR 11-Nov-14 3.40% New England Credit Union Ltd. 1,000,000.00 9,035.62

A2/BBB+ 26-Nov-14 3.35% ME Bank 1,000,000.00 8,443.84

A2/BBB+ 26-Nov-14 3.35% ME Bank 800,000.00 6,755.07

A2/A- 03-Mar-15 3.55% ING - Direct 1,000,000.00 17,798.63

A1+/AA- 04-Dec-14 3.50% National Australia Bank Ltd. 500,000.00 4,315.07

NR 17-Dec-14 3.35% New England Credit Union Ltd. 1,000,000.00 8,352.05

A2/BBB+ 28-Jan-15 3.30% ME Bank 1,000,000.00 10,758.90

A1+/AA- 25-Dec-14 3.50% National Australia Bank Ltd. 1,000,000.00 8,630.14

A1+/AA- 05-Mar-15 3.65% National Australia Bank Ltd. 1,000,000.00 18,100.00

A2/A- 20-Jan-15 3.40% Bendigo - Adelaide Bank 1,000,000.00 8,569.86

A1/A+ 20-Jan-15 3.40% Suncorp-Metway Ltd. 1,000,000.00 8,569.86

A1+/AA- 24-Nov-14 3.55% National Australia Bank Ltd. 1,000,000.00 8,753.42

3.45% Total Investments 13,300,000.00 Average Return

3.44% Cash on Hand (280,907.28) Average Return YTD

Total Cash and Investments

13,019,092.72

The average return on Council investments for the 2013/14 financial year was 3.48%; therefore an average YTD return of 3.49% is marginally higher than last year. This should be compared with the TCORP benchmark of 2.75% for 90 day investments (investments five (5) largest banks – 31 July 2014). This is reasonable because of the decrease in the Reserve Bank Rates, but will affect Council’s return on investments for the year. Council has acted to diversify investments and increase returns by selecting banks based on rating and return. It is expected that future investments will continue to target returns while aiming to increase the Standard and Poor’s (S&P) ratings. This can be done by rolling investments between banks that meet this criterion who have need of short term liquidity and thereby offer better than usual rates. Council generally invests in short term (90 day or 3 month) term deposits that roll over the year and therefore provide Council with security in respect of cash flow. Short term rates have also been competitive (compared with longer term investments). The expectation is that the market will improve, so investing in shorter term products will ensure Council can invest in higher interest rate products when they come available. COUNCIL’S LOAN LIABILITY: In the table on the following page, the interest rate, loan maturity date and balance as at 31 October 2014 are shown for each of Council’s financial institutions loan liabilities. The repayment of loans occurs at six (6) monthly instalment intervals, except for the Department of Environment and Climate Change Advance which occurs annually, and the Library / Learning Centre and the CPI-Indexed Bond which occurs quarterly. It should be noted that the $1 million loan for the Local Infrastructure Renewal Scheme (LIRS) (for road and road related infrastructure renewal) was drawn in accordance with


Page 44

Council’s agreement. The loan was drawn at 5.32% for a period of ten (10) years with quarterly repayments. A further $1.8 million has been drawn at 5.46% on the same terms for the completion of the Central Business District renewal plan in accordance with the second LIRS agreement. These funds are to be restricted for the purpose of the Local Infrastructure Renewal funding to ensure that Council obtains the four percent (4%) rebate on interest charges. Further, this four percent (4%) subsidy should be taken into account when determining the ability of Council to make repayments in respect of the particular loan. The further approved $1 million dollar loan has not yet been drawn. General Fund

Loan No

Purpose

Interest Rate

Loan Completion Date

Balance

11-01 Business Acquisition – Quarry 7.69% 28/07/36 $ 913,500.00

58 Drainage System – Emmaville 6.59% 29/04/19 $ 110,160.12

60 Construction of Bridges - Yarrow Creek and Wellingrove Creek

7.48% 28/06/15 $ 16,602.48

64 Department of Environment and Climate Change Loan - Saleyards

8.00% 15/06/17 $ 8,384.95

65 Learning Centre 7.35% 19/06/25 $ 421,413.86

66 Refinance CPI Indexed Bond 6.69% 01/11/27 $ 3,641,674.54

67 LIRS Loan – Road Works 5.32% 09/12/22 $ 860,838.59

68 LIRS Loan – CBD Revitalisation 5.46% 27/02/23 $ 1,587,695.54

Total General Fund Liability $ 7,560,270.08

Water Fund

Loan No

Purpose

Interest Rate


Balance

11-02 Land Acquisition – Future Storage 7.69% 28/07/36 $ 2,444,700.00

Total Water Supply Fund Liability $ 2,444,700.00

Sewer Fund

Loan No

Purpose

Interest Rate


Balance

11 Sewer Augmentation Loan 6.51% 11/05/26 $ 2,017,871.33

Total Sewer Fund Liability $ 2,017,871.33

TOTAL LOANS LIABILITY $ 12,022,841.41

Certification I, Eric Brown, Acting Chief Financial Officer, do hereby certify that the above investments have been made in accordance with the requirements of the Local Government Act 1993 (Section 625) and companion Regulations and Council’s Investment Policy. (a) Governance/Policy Implications

Monthly financial reporting ensures transparency of financial reporting to enable Councillors to make financially sustainable and accountable decisions.


Nil.


Page 45

(c) Social Implications Nil.

(d) Environmental Implications


Nil.

CONCLUSION Adequate funds remain available to ensure short-term liquidity. Funds have been restricted to ensure all areas of Council can continue to operate in accordance with both the Operational Plan and the Long-Term Financial Plan. Furthermore, all investments and borrowings continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and Council’s Investment Policy, Resolution Number 12.06/14.

RECOMMENDATION

That Council notes the following information: 1. The cash book report disclosing total reconciled cash balance of

$(280,907.28);

2. The investment report disclosing total invested funds of $13,300,000.00 with total cash and investments of $13,019,092.72 (compared with $13,414,492.82 in November 2013); and

3. The loan liability report showing a total loan liability of $12,022,841.41 (compared with $12,674,545.79 in October 2013).


Page 46

9.8 Rates and Valuations: Reporting: Rates and Charges Collections October 2014

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Andrea Davidson – Rates Officer PURPOSE The purpose of this report is to advise Council of the monthly collection of annual rates and charges, and to inform Council of the amount of overdue annual rates and charges. BACKGROUND (a) Relevance to Integrated Planning and Reporting Framework

The annual rate charges are set out within Council’s Operational Plan.

(b) Financial Considerations The net amount overdue for rates to 31 October 2014 is $374,162.26. The net amount overdue for water to 31 October 2014 is $11,519.04.

COMMENTARY Rates and Charges Collections From 1 October 2014 to 31 October 2014, Council collected $418,987.93 in annual rates and charges. The amount collected for the same period last year was $297,185.41. Overdue/Outstanding Annual Rates and Charges Overdue annual rates and charges to 31 October 2014 totalled $374,162.26 including postponed rates of $33,683.35, resulting in a net balance of $340,478.91. This balance no longer includes unallocated receipts of $19,331.55 to 31 October 2014. The balance of $374,162.26 is represented by the following overdue amounts in each category and sub-category. Categories/Sub-Categories $

Residential – Glen Innes 123,075.23

Residential – Emmaville 13,530.59

Residential – Deepwater 15,677.87 Residential – Glencoe 7,559.44 Residential – Red Range 2,097.75

Residential – Wellingrove 0.00

Residential – Dundee 1,305.83 Residential – Non-Urban 77,147.75 Postponed 33,683.35

Business – Glen Innes 25,984.78 Business – Emmaville 10,272.11 Business – Deepwater 1,812.25

Business – Glencoe 0.00

Business – Red Range 0.00 Business – Dundee 0.00 Business – Wellingrove 0.00 Business – Non-Urban 0.00


Page 47

Farmland 45,386.90

Mining 13,257.11 Non – Rateable 3,371.30

Total Overdue $374,162.26

After excluding postponed rates, the net balance overdue is represented by 345 assessments. This represents 3.40% of all annual rates and charges collectable overdue (compared with 3.78% in October 2013). The following figures show the overdue percentage for each rating category (as a proportion of rates raised for each category for this financial year):

Residential $240,394.46 3.81 % Business $ 38,069.14 3.82 % Farmland $ 45,386.90 1.81 % Mining $ 13,257.11 97.40 % Non-Rateable $ 3,371.30 2.29 %

Annual rates and charges levied for the 2014/15 financial year totalled $9,996,565.23. This figure includes annual rates and charges arrears, interest arrears, current year’s annual rates and charges, and current interest levied. It also includes Council’s pensioner rate rebate of $386,791.91, of which a claim of 55% is available from the Government (therefore 55% is rebated to Council on the completion of a claim). It should be noted that five percent (5%) of the aforementioned 55% rebate was historically subsidised by the Commonwealth under the National Partnership Agreement; however, the 2014/15 Commonwealth budget has removed this five percent (5%) rebate. Fortunately, the NSW State Government has identified that it would cover this funding gap for a one (1) year period. Unfortunately, there is no certainty after this period, and a five percent (5%) reduction in the rebate will result in an approximately $20,000 per annum loss in funding. Payments received include receipts for both arrears and current year’s amounts. The total receipts for the period 1 July 2014 to 31 October 2014, for all annual rates and charges, is $3,968,319.32. The total monies received for the same period last financial year was $3,598,842.03. The outstanding annual rates and charges for the 2014/15 financial year is $5,641,454.00, which represents 56.43% of the total annual rates and charges due to Council (compared with 57.30% in October 2013). Overdue/Outstanding Water Consumption Charges Overdue water consumption charges to 31 October 2014 totalled $11,519.04. This balance does not include the unallocated receipts, in an amount of $20,497.58 to 31 October 2014. The overdue balance is represented by 300 assessments, and as a percentage of the total water consumption accounts levied, 2.47% are overdue (compared with 2.52% in October 2013). The outstanding water consumption charges for 2014/15 totals $230,201.02.


Page 48

Water consumption accounts levied to 31 October 2014 total $464,605.16. This figure includes water consumption arrears, and interest arrears, together with the current year’s water consumption levies, non-residential sewer charges and interest. Payments received to 31 October 2014 include receipts for arrears and the current year’s water consumption accounts, the current year’s non-residential sewer charges and interest. The total monies received for the 2014/15 financial year, to 31 October 2014, for all water consumption accounts, non-residential sewer charges and interest is $234,404.14. Agreements to Pay by Arrangements A ratepayer may enter into a satisfactory written arrangement with Council (where practical) to repay the debt(s) in full, within the current financial year, in which the debt(s) have been incurred. There are currently 152 ratepayers who have entered into arrangements for the payment of their accounts, totalling $280,142.29. These arrangements for payments are within Council’s Debt Recovery Policy. Debt Recovery Agency The Debt Recovery Agency, on behalf of Council, is continuing with all debt recovery for both rates and water charges. (a) Governance/Policy Implications


The collection of outstanding rates and water charges can result in potential legal costs associated with challenges in courts of appeal. However, as these charges are legislative, the risk of this is minor.




The collection of rates and water charges results in improved cash flow for Council; however, it does impact the Community. For this reason Council is always willing to negotiate payment terms with outstanding debtors. Currently there are 152 payment arrangements totalling $280,142.29.

CONCLUSION All payment arrangements are consistent with Council’s current Debt Recovery Policy. Overdue annual rates and charges are being maintained at an acceptable level through the follow-up of overdue accounts. Currently overdue rates and charges are at 3.40% (compared with 3.78% in October 2013) with overdue water charges at 2.47% (compared with 2.52% in October 2013). This can be considered very good.

RECOMMENDATION

That Council notes the information in this report.


Page 49

9.9 Corporate Management: Code of Conduct Complaints: Annual Complaints Statistics

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers – Manager of Administration and Human

Resources PURPOSE The purpose of this report is to provide Council with statistics on Code of Conduct complaints made about Councillors and the General Manager for the year ending 30 September 2014, as required by the Procedures for the Administration of the Model Code of Conduct for Local Councils in NSW.

BACKGROUND The Procedures for the Administration of the Model Code of Conduct for Local Councils in NSW, to which all NSW Councils must adhere, require Council’s Code of Conduct Complaints Coordinator to provide a report to Council, setting out the statistics for Code of Conduct complaints made about Councillors and the General Manager for the 12 month period ending 30 September. This report is to be made within three (3) months of the end of September each year, with a similar report to be made to the Office of Local Government (OLG). Specifically, Part 12 of the Procedures for the Administration of the Model Code of Conduct for Local Councils in NSW requires that the following statistics be reported on: PART 12 REPORTING ON COMPLAINTS STATISTICS

12.1 The complaints coordinator must arrange for the following statistics to be reported to the council within 3 months of the end of September of each year:

a) the total number of code of conduct complaints made about councillors and the general manager under the code of conduct in the year to September,

b) the number of code of conduct complaints referred to a conduct reviewer,

c) the number of code of conduct complaints finalised by a conduct reviewer at the preliminary assessment stage and the outcome of those complaints,

d) the number of code of conduct complaints investigated by a conduct reviewer,

e) the number of code of conduct complaints investigated by a conduct review committee,

f) without identifying particular matters, the outcome of code of conduct complaints investigated by a conduct reviewer or conduct review committee under these procedures,

g) the number of matter reviewed by the Division [sic] and, without identifying particular matters, the outcome of the reviews, and


Page 50

h) The total cost of dealing with code of conduct complaints made about councillors and the general manager in the year to September, including staff costs.

12.2 The council is to provide the Division [sic] with a report containing the statistics referred to in clause 12.1 within 3 months of the end of September of each year.


Nil.


COMMENTARY

The following table sets out Council’s responses to Part 12 of the Procedures for the Administration of the Model Code of Conduct for Local Councils in NSW. This information will also be sent to the OLG this month to complete Council’s reporting requirements.

Statistic(s) Required Response

Total number of Code of Conduct complaints made about Councillors and the General Manager under the Code of Conduct in the year to 30 September 2014.

Five (5) complaints in total, comprising two (2) complaints about one (1) Councillor and three (3) complaints about another Councillor.

Number of Code of Conduct complaints referred to a conduct reviewer.

Four (4).

The number of Code of Conduct complaints finalised by a conduct reviewer at the preliminary assessment stage and the outcome of those complaints.

Four (4) complaints were finalised at the preliminary assessment stage.

The conduct reviewer found that the alleged conduct in two (2) of the complaints would, on its face, constitute a breach of clauses 3.1(c), 3.1(e), 3.3 and 6.6 of the Code.

These complaints were resolved by alternative means in accordance with clause 6.10(b) of the Procedures, with the Councillor apologising to the complainants for his conduct.

The conduct reviewer found that the alleged conduct in the other two (2) complaints would, on its face, constitute a breach of clauses 3.1(c) and 3.3 of the Code.

These complaints were resolved by alternative means in accordance with clause 6.10(b) of the Procedures, with the Councillor receiving a written explanation about his responsibilities when dealing with members of the public.


Page 51

Statistic(s) Required Response

The complaints did not proceed to formal investigation because there was an alternative and satisfactory means of redress, no systemic problem was found within Council, and there was no established pattern of conduct on the part of the Councillors.

The number of Code of Conduct complaints investigated by a conduct reviewer.

Nil.

The number of Code of Conduct complaints investigated by a conduct review committee.

Nil.

The outcome of Code of Conduct complaints investigated by a conduct reviewer or conduct review committee under these procedures.

Not applicable, as the complaints were resolved at the preliminary assessment stage.

The number of matters reviewed by the Office of Local Government and the outcome of the reviews.

One (1).

The complaint was an alleged breach of Part 8 of the Code of Conduct and was referred to the Office under Clause 5.16c of the Procedures, with the Office finding no discernible breach by the Councillor of Part 8 of the Code.

The remainder of the complaint was referred back to Council to deal with. Following review of all issues and Council’s actions to resolve them, Council’s General Manager determined that there were no matters that warranted further enquiry and advised the complainant of this, which concluded the review of the complaint.

The total cost of dealing with Code of Conduct complaints made about Councillors and the General Manager in the year to September, including staff costs.

$7,650 (estimated).

Includes reviewer’s fees for completing a preliminary assessment and an estimate of staff time.



Council has a legal requirement under the Local Government Act 1993 (NSW) to comply with its obligations in respect of Code of Conduct complaints and associated reporting requirements.


Nil.


Page 52

(d) Environmental Implications Nil.

(e) Economic/Asset Management Implications

Nil.

CONCLUSION Part 12 of the Procedures for the Administration of the Model Code of Conduct for Local Councils in NSW requires all Councils to report on their statistics for Code of Conduct complaints made about Councillors and the General Manager for the 12 month period ending 30 September. Reports are to be made to Council and the OLG within three (3) months of the end of September each year. Council had five (5) Code of Conduct complaints involving a Councillor or the General Manager during the 12 month reporting period to 30 September 2014, which were dealt with in accordance with the Procedures for the Administration of the Model Code of Conduct for Local Councils in NSW. The information regarding these complaints is presented to Council for information and will be provided to the OLG before the end of this month, which will fulfil Council’s reporting requirements.

RECOMMENDATION



Page 53

9.10 Personnel: Award Restructuring: Review of Salary System Progression Rules

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers – Manager of Administration and Human

Resources ANNEXURE E

PURPOSE The purpose of this report is to present Council with the reviewed Salary System Progression Rules, for adoption. Please see Annexure E attached to the Business Paper. BACKGROUND The current Salary System Progression Rules, which form part of Council’s Salary System under the Local Government (State) Award, were last reviewed and adopted by Council in October 2012 and are due for further review every two (2) years. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective GCL 3.4 “To be recognised as a well managed Council and an employer of choice”.


COMMENTARY Relatively few changes have been made to the reviewed Salary System Progression Rules, with the only significant change being to the Higher Grade Pay section, which has been updated to reflect new rules communicated to staff in a general memorandum sent out on 24 June 2013, which introduced tighter expenditure control measures. References to the Local Government (State) Award have been updated to refer to the current version, and references to Council’s job evaluation system have also been updated to replace the old system, WyComp™, with eComp™, which was purchased and implemented recently. All changes to the Salary System Progression Rules have been referred to Council’s Staff Consultative Committee and recommended for adoption by that Committee. (a) Governance/Policy Implications

Once adopted, the reviewed Salary System Progression Rules will become policy of Council.


Council is required to have a Salary System under the Local Government (State) Award 2014, and the Salary System Progression Rules are an integral part of the Salary System.


Nil.


Page 54



Nil.

CONCLUSION The Salary System Progression Rules have been reviewed and updated, with minor changes to wording and changes to the rules relating to higher grade pay. All amendments have been recommended for adoption by Council’s Staff Consultative Committee.

RECOMMENDATION

1. That Council adopts the reviewed Salary System Progression Rules, attached as Annexure E to the Business Paper.

2. That the changes to the Salary System Progression Rules be communicated by the Manager of Administration and Human Resources to all Managers for highlighting at team meetings.


Page 55

9.11 Corporate Management: Policy Register: Work Health and Safety Policy

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Ann Blunt – Work Health and Safety Coordinator

ANNEXURE F PURPOSE The purpose of this report is to present Council with the reviewed Work Health and Safety Policy, for adoption. Please see Annexure F attached to the Business Paper. BACKGROUND Council’s Work Health and Safety Policy is due for review biennially. The document has recently been reviewed in consultation with relevant staff, and in line with the legislative requirements of the Work Health and Safety Act 2011 and Work Health and Safety Regulation 2011. (a) Relevance to Integrated Planning and Reporting Framework



COMMENTARY There have been relatively few changes made to the Work Health and Safety Policy, with changes highlighted in red in the Annexure attached to the Business Paper. Changes have been generally limited to minor alterations to terminology and definitions, with the Implementation / Consultation sections also being updated to make communication of the Policy more specific. All changes are in line with the legislative requirements of the Work Health and Safety Act 2011 and Work Health and Safety Regulation 2011, and have been recommended for adoption by Council’s Work Health and Safety Consultative Group. (a) Governance/Policy Implications

Once adopted by Council, the revised Work Health and Safety Policy will become policy of Council.





Nil.


Page 56

CONCLUSION Council’s Work Health and Safety Policy has been reviewed in consultation with relevant staff and in accordance with legislative requirements, and has been recommended for adoption by the Work Health and Safety Consultative Committee. Accordingly, the revised document is presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the reviewed Work Health and Safety Policy, attached as Annexure F to the Business Paper.

2. That the changes to the Work Health and Safety Policy be communicated by the Work Health and Safety Coordinator to all Managers for highlighting at team meetings.


Page 57

9.12 Corporate Management: Policy Register: Workplace Injury Management and Return to Work Policy and Program


ANNEXURES G and H PURPOSE The purpose of this report is to present Council with the reviewed Workplace Injury Management and Return to Work Policy and Program, for adoption. Please see Annexures G and H attached to the Business Paper. BACKGROUND Council’s Workplace Injury Management and Return to Work Policy and Program are due for review biennially. The documents have recently been reviewed in consultation with relevant staff and in line with NSW Workers Compensation and Return to Work legislation. (a) Relevance to Integrated Planning and Reporting Framework



COMMENTARY Changes to the Workplace Injury Management and Return to Work Policy and Program, which are relatively few, are highlighted in red text in the Annexure attached to the Business Paper. Apart from some minor changes to ensure that terminology is consistent with current legislation, a number of additional responsibilities have been added to make Council’s Return to Work Program more robust and effective. In particular, an added emphasis has been placed on proactive early intervention, aimed at facilitating an early and sustainable return to work when a worker is injured. Most of these changes stem from Council’s resolution number 16.05/13 of 23 May 2013, which adopted numerous initiatives aimed at improving the management of Workers Compensation claims and reducing premium costs. Various other initiatives were adopted in the same resolution, and have been implemented in Council’s Work Health and Safety programs or are in the process of being implemented. The changes to the Workplace Injury Management and Return to Work Policy and Program have been consulted on through Council’s Work Health and Safety Consultative Group and have been recommended to Council for adoption. (a) Governance/Policy Implications

Once adopted by Council, the revised Workplace Injury Management and Return to Work Policy and Program will become policy of Council.


Page 58

(b) Legal Implications Nil.




Nil.

CONCLUSION Council’s Workplace Injury Management and Return to Work Policy and Program have been reviewed in consultation with staff and in accordance with relevant legislative requirements, and have been recommended for adoption by Council’s Work Health and Safety Consultative Committee. Accordingly, the revised documents are presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the reviewed Workplace Injury Management and Return to Work Policy, attached as Annexure G to the Business Paper.

2. That Council notes the information included in the Workplace Injury Management and Return to Work Program, attached as Annexure H to the Business Paper.

3. That the changes to the Workplace Injury Management and Return to Work Policy and Program be communicated by the Work Health and Safety Coordinator to all Managers for highlighting at team meetings.


Page 59

9.13 Work Health and Safety: General: Workplace Injury Management Report October 2014


PURPOSE The purpose of this report is to keep Council informed of significant Workers Compensation Insurance figures and trends. BACKGROUND Information on Workers Compensation has been provided for the period 1 July 2011 to the present time. (a) Relevance to Integrated Planning and Reporting Framework


(b) Financial Considerations An estimate of $427,959 has been allowed in Council’s Operational Plan 2014/15 for Workers Compensation Insurance.

COMMENTARY This report covers Workers Compensation figures from 1 July 2011 to 31 October 2014 as follows:

Item 2011/2012 2012/2013 2013/2014 2014/2015 Total Premium

$273,624.05

$371,405.32

$519,700.83

$450,333.40 (Est.)

Premium as a % of Gross Wages

2.92%

3.86%

5.27%

4.45% (Est.)

New Claims (financial year, including finalised claims)

17

11

10

3

Ongoing claims (previous financial years)

- -

-

1

Ongoing claims (former employees)

-

- -

1

Finalised Claims (this month) - -

-

0

Time Lost Due to Injury (Days)

460

357

103

26*

Total Actual Paid (excluding estimates)

$104,566.83

$127,989.52

$155,898.44

$43,821.10*

Claim Estimates (less actual paid) for current employees

$24,016.69

$49,411.61

$5,904.09

$151,054.20*

Claim Estimates (less actual paid) for former employees

- - $152,603.72

$35,298.50*

Declined / Disputed Claim Estimates

$117,025.35

$44,500.00

$27,097.75

$0.00*

Scheme Performance Rebates

$21,549.04

$ 31,507.99

$28,000.00

* 1 July 2014 to 31 October 2014 (4 months)


Page 60

There were two (2) new claims during the month of October. One of these was of a minor nature with no lost time and an immediate return to full duties. The second claim, however, is for a significant injury that will involve a substantial recovery time, a large period of lost time and high medical expenses. This is reflected in the substantial increase in claim estimates included in the above table. Council will also note that the premium estimate for 2014/15 has been received and, at the time of writing this report, has dropped almost $70,000 (excluding GST) compared with last year’s premium. This is a welcome result; however, the estimated premium does not take into account the claims costs associated with the recent truck accident and will therefore increase substantially when these costs are factored in. (a) Governance/Policy Implications


As far as is practicable, Council has a legal obligation to provide a workplace that is free from risks to health and safety, and an effective and sustainable return to work program for injured workers.




The insurer’s estimated premium for this year is currently $450,333.40 (ex GST). An amount of $427,959 has been allowed in the Operational Plan 2014/15 to cover premium costs; therefore a budget variation will be required to cover the increase.

CONCLUSION Overall, the first four (4) months of the current financial year have been relatively injury free; however, the small number of injuries that have occurred include one (1) serious injury that will require substantial recovery time and will impact significantly on Council’s Workers Compensation premium costs in the medium to long term. Council will proactively manage this claim with the insurer, in an effort to reduce time lost and contain costs.

RECOMMENDATION



Page 61

9.14 Corporate Management: Policy Register: Repeal of Aged and Disability Services Bus Use Policy

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Janine Johnson – Manager of Community Services

ANNEXURE I PURPOSE The purpose of this report is to request that Council gives consideration to repealing the Aged and Disability Bus Use Policy, which is attached as Annexure I to the Business Paper.

BACKGROUND For many years Council has owned a bus, fitted with a wheelchair lift, making it accessible for people with a disability. Due to the lack of disability specific vehicles in Glen Innes, Council developed a policy for the hire of the bus together with guidelines for its safe usage, thus enabling community members and groups to access the vehicle. (a) Relevance to Integrated Planning and Reporting Framework

Facilitation of the bus hire is consistent with Council’s Principle that “People have fairer access to the economic resources and services essential to meet their basic needs and to improve their quality of life (access)” Council’s Delivery Program 2013-2017.


COMMENTARY Since Council last adopted the Aged and Disability Bus Use Policy, Glen Innes has introduced two (2) taxis with disability accessible lifts. These vehicles have capacity to accommodate the clientele that Council was assisting; therefore there is no longer any need for Council to provide this service. The reason for the policy is thus negated, hence the request to repeal the Aged and Disability Bus Use Policy. (a) Governance/Policy Implications





The 2014/15 Operational Plan makes provision to trade this large bus, as well as the current operational Ford Ranger, for a van that seats twelve passengers.


Page 62

CONCLUSION Council’s Aged and Disability Bus Use Policy was introduced due to a lack of disability specific vehicles in our community; this is no longer the case with two (2) taxis with disability accessible lifts now in our community. Therefore, it is requested for Council to repeal the Aged and Disability Bus Use Policy.

RECOMMENDATION

1. That Council repeals the Aged and Disability Services Bus Use Policy.

2. That the Manager of Community Services communicates the repeal of the Aged and Disability Services Bus Use Policy to all Community Services staff.


Page 63

9.15 Community Services: Reporting – Library / Learning Centre Report October 2014

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Kerry Byrne – Manager Library/Learning Centre PURPOSE The purpose of this report is to keep Council up to date on the monthly statistical data and activities within the Library and Learning Centre.

BACKGROUND The Manager of the Library and Learning Centre has a monthly reporting obligation and requirement to Council and the Library Committee. This report is compiled to fulfill that obligation. (a) Relevance to Integrated Planning and Reporting Framework

This report is relevant to the Operational Plan 2013/14, A Prospering Community 7.2 “To encourage people to stay in the LGA to train and study, and improve the quality of the local workforce”.

(b) Financial Considerations

The cost of delivering library services, which includes facilities and services associated with the Learning Centre such as the William Gardner Conference Room, Art Gallery and the University of New England Study Centre, is on average $51,250.00 per month.

COMMENTARY Public Library Infrastructure Grant 2014/15 The Manager of the Library and Learning Centre submitted a grant application in October for the purchase of a Remote Frequency Identification (RFID) Project, with a value of $55,780.00. This project includes security gates and resource tagging, a self loan station, secure internal returns chute, and a number of staff circulation stations, as well as training and implementation. This project will benefit the Library and the community in the following ways:

Efficiencies from implementing RFID will enable staff to offer improved access to essential services and information;

It will reduce the cost associated with replacing stolen items through improved security and will leave more of the budget for new resources; and

Reduce the risks associated with manual handling due to bulk scanning of resources and shelves of books.

NSW State Library Annual Statistics 2013/14 Public Libraries across NSW annually compile statistics to assist the NSW State Library to lobby for funding, demonstrate the growing use of Library services and programs, document the growing trend of technology, eResources, social media and social spaces, the benefits of shared facilities, the committed funds for community need based


Page 64

services and to create a network of industry knowledge and information. These statistics were compiled and submitted in October. Library Displays Several displays were organised by library staff during October:

‘Books to Movies’ featured books that had been made into popular movies and included ‘The Great Gatsby’ by F. Scott-Fitzgerald, ‘The Bourne Identity’ by Robert Ludlum and ‘The Book Thief’ by Markus Zusak.

A Halloween Display featured scary books that you could get your teeth into and books that you should not read in the dark;

The 75th Anniversary of the Library Act 1939 celebrated the formation of public libraries across the state. The NSW Library Act was passed by State Parliament on 3 November 1939. This landmark legislation led to the provision of free public library services for the people of NSW. Seventy five (75) years later, public libraries are going strong, with 377 libraries across the state, 3.2 million members (44% of the population), 46 million loans per annum, and over 35 million people visiting libraries each year.

GLEN INNES ART GALLERY EXHIBITION The Art Gallery’s October exhibition was the Exposed Photography Exhibition, which ran from 18 October through to 10 November 2014. This exhibition is followed by the Affordable Art Christmas Sale from Saturday, 22 November to Saturday, 29 November. This exhibition is full of gift ideas, small ‘cherishable collectibles’, handcrafted gifts, and affordable local art work. LEARNING CENTRE’S CONFERENCE ROOM USAGE In October there were 34 meetings booked into the Learning Centre:

Council o Glen Innes Severn Tourist Association; o Library History Group: meets each Tuesday from 10 am to 12 noon; o Council’s General Business Meeting; o Staff Consultative Committee Meeting; o Library Committee Meeting; o Library Mahjong Group: four (4) meetings; o Council’s Managers’ Meeting; o Councillors’ Workshop; o Library’s School Holiday Activity.

DEC/TAFE o TAFE TVET Retail Course: two (2) meetings; o Department of Education Meeting.

Community o Art Gallery.


Page 65

Commercial Organisations o Step Aerobics on Mondays and Wednesdays: 6 pm to 7 pm; o Advance Personnel Management: three (3) meetings; o Occupational Injury Management Australia: two (2) meetings.

LIBRARY MONTHLY STATISTICS The Library’s total resource issues for October decreased by 10 percent, compared to October 2013. The Public Library’s issue statistics indicates a decrease of issues by 12 percent and TAFE issues increased by 21 percent. Branch Libraries’ overall issues increased by 48 percent compared to October 2013. Individually, Deepwater’s issues increased by 51 percent, Emmaville’s issues increased by 14 percent, and Glencoe issues increased by 208 percent, compared to September 2013. Visitors to the Library for the month were 4,157, or 1,040 visitors per week. For more information please see the statistics below.

MONTHLY STATISTICS MONTH: October

ISSUES 2014 Year to Date 2013 % + - Glen Innes Public 5,939 25,043 6,784 -12% Branch Library Services 528 2,224 596 -11% TAFE 417 2,024 300 39% TOTAL 6,884 29,291 7,680 -10% Branch Library

Services Deepwater 324 1,034 215 51%

Emmaville 239 934 210 14% Glencoe 123 434 40 208% TOTAL 686 2,402 465 48% INCOME

Internet Printing $ 347.70 $1,176.20 $ 285.30 22% Photocopy/Fax $ 125.85 $ 514.20 $ 279.05 -55% Coffee Machine $ 315.50 $1,135.80 $ 202.40 56% Conference Room $ 75.00 $ 320.50 $ 66.00 14% Inter Library Loan $ 22.50 $ 52.50 $ 7.45 202% Other* $ 4.20 $3,114.65

TOTAL $ 890.75 $6,313.85 $ 840.20 6% *Other includes Replacement of Books and Donation

Capital Collection Expenditure

General $11,155.48 31.9% completion

Members GISC 4,122

5,396 -24%

Others (outside LGA) 129

172 -25% TAFE 205

132 55%

TOTAL 4,456

5,700 -22%


Page 66

People Counter 4,157 17,885 4,391 -5%

History Group 38 106 29 31%

Internet Usage Deepwater 16 59 10 60%

Emmaville 7 66 24 -71% Public 1,478 6,470 1,654 -11% TAFE 207 998 305 -32% WIFI Hotspot 304 658

TOTAL 2,012 8,251 1,993 1%

Home Library Service Members Glen Innes 40

44 -9%

Deepwater 3

4 -25% Emmaville 7

6 17%

50

54 -7%

Issues Glen Innes 418 2,011 534 -22%

Deepwater 28 126 43 -35% Emmaville 33 130 38 -13%

479 2,267 615 -22%

Art Gallery Visitors 155 585 153 1%

UNE/ TAFE Study Centre

UNE Members 40

46 -13% TAFE Members 4

1 300%

(a) Governance/Policy Implications Nil.



Monthly cultural activities and educational events support and contribute to the Glen Innes Severn community’s cultural well-being, quality of life, literacy and intellectual growth.



Nil.


Page 67

CONCLUSION The Library and Learning Centre continues to be a well used community facility which endeavours to offer a range of regular educational and cultural activities for our community’s quality of life and well-being.

RECOMMENDATION



Page 68

9.16 Corporate and Community Services: Reporting: September and October 2014

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Anna Watt – Director of Corporate and Community Services PURPOSE The purpose of this report is to provide statistical information of activities within Council’s Corporate and Community Services Department for the period September and October 2014.

BACKGROUND The Corporate and Community Services Department of Council is responsible for the following key functions:

Administration and Human Resources;

Finance;

Community Services;

Media and Communication;

Risk and Compliance;

Library Services (see separate report).


Actions within the Operational Plan 2014/15 include transparency (Governance and Civic Leadership) and the aim of continuous improvement. This statistics report delivers a snapshot of activities in the Corporate and Community Services Department.

(b) Financial Considerations Where there may be a budget related consideration, this will be addressed in a separate report.

COMMENTARY A report of statistical data is to be presented to Council each month for comparison purposes and for Councillors’ information.


Page 69


Page 70

Number of applications for 603 Certificates as to Rates and Charges:

September October

15 14

Complaints – Year to Date

Month Complaints received

Complaints Outstanding

July 0 0

August 0 0

September 0 0

October 0 0

Total 0 0

Complaints range across all Departments. Human Resources – Recruitment: November 2013 to October 2014

Month Positions Advertised Filled

November Team Leader Reticulation Yes

Landfill Operator Yes

December Nil N/A

January Town Planner Yes

February Human Resources Officer (Payroll) Yes

Administration Officer (Records and Technology) Yes

March Generalist Support Worker Yes

Generalist Support Worker – 21 hours per week Yes

April Manager of Community Services Yes

May Creditors Officer (Maternity Relief) Yes

Direct Support Worker - 20 hours per week No

Debtors Officer Yes

Management Accountant Yes

June Manager of Infrastructure Delivery No

Senior Asset Officer No

Production Coordinator Yes

Works Assistants (3) – Withdrawn No


Page 71

COMMUNITY SERVICES Council’s Community Services provide a range of service types across the New England planning area: These programs are funded either by the NSW Department of Family and Community Services, Ageing Disability and Home Care (ADHC) for younger people with a disability or the Commonwealth Department of Social Services (DSS) for older people. ADHC and DSS funded, Home and Community Care (HACC), Multi Service Outlet (MSO): Provides transport, centre based day care, dementia specific centre based day care, social support and Meals on Wheels to HACC Clients within the Glen Innes Severn Local Government Area (LGA) and the Yetman locality in the Inverell LGA. ADHC and DSS funded, Aboriginal HACC: Provides transport, centre based day care and social support to Aboriginal HACC Clients within Glen Innes Severn and Tenterfield LGAs. ADHC and DSS funded Aboriginal and Torres Strait Islander (ATSI) Transport: Provides a range of flexible transport options for HACC eligible Aboriginal clients. ADHC funded Respite: Flexible respite, including in-home, facility based, community access and recreational activities, provides a break for carers, and is provided across the 13 Local Government Areas of the New England. ADHC and DSS funded: Community Options Project (COPS): Provides complex case management for eligible HACC clients in the Local Government Areas of Gwydir, Inverell, Glen Innes Severn and Tenterfield and the township of Tingha. Home Care Packages (HCP) funded by DSS: A range of consumer directed services are provided to enable eligible older people to remain at home including: transport, case management, domestic assistance, social support and personal care. Eligibility is determined by Aged Care Assessment Teams (ACAT) under Hunter New England Health. ADHC funded Day Options (DayOp): Provided in the Glen Innes Severn area as a direct service for people with disabilities including living skills, day activities, social activities and development of individual plans.

Month Positions Advertised Filled

July Integrated Water Services Field Operators (2) Yes

August Works Coordinator Yes

Youth Worker No

Plant Mechanic Yes

September Manager of Community Services Yes

Early Intervention Teacher (Maternity Relief) No

Director of Infrastructure Services No

October Nil


Page 72

Individual Funding: There are some individuals who have specific funding allocated usually through ADHC, generally younger people with disabilities: Post School Options is one such program. Also clients are case managed for other organisations, such as the Office of the Protective Commissioner. National Respite for Carers (NRCP) funded through DSS: Flexible Respite, with a primary focus on carers of people who are frail aged or have dementia, in the Local Government Areas of Gwydir, Tenterfield, Inverell and Glen Innes Severn, and the township of Tingha.

TOTAL Number of current Aged and Disability Clients

September October

TOTAL Current Clients

629 634

Number of Clients in each program/Local Government Area

MSO Ab

HACC ATSI

TRANS ADHC

Respite COPS

HCP

DayOP

Individual Funding

NRCP

Se

pte

mb

er

Octo

be

r

Se

pte

mb

er

Octo

be

r

Se

pte

mb

er

Octo

be

r

Se

pte

mb

er

Octo

be

r

Se

pte

mb

er

Octo

be

r

Se

pte

mb

er

Octo

be

r

Se

pte

mb

er

Octo

be

r

Se

pte

mb

er

Octo

be

r

Se

pte

mb

er

Octo

be

r

Glen Innes Severn

215 218 6 6 7 7 11 7 13 15 33 32 19 18 3 5 11 11

Gwydir 1 1 1 1 5 7 13 14 2 2 2 2

Inverell 17 17 20 20 21 21 17 18 9 9 0 1 5 5

Tenterfield 16 16 4 4 2 2 3 4 16 16 0 1 0 0

Guyra 6 7 2 2 0 1 4 4 0 0 0 1

Armidale 11 7

Uralla 1 1

Walcha 1 1

Tamworth Regional

27 27

Liverpool Plains

6 6

Gunnedah 5 5

Narrabri 2 2

Moree Plains

1 1


Page 73

Number of Clients in each special needs group/Local Government Area

CALD – Culturally and Linguistically Diverse ATSI – Aboriginal and Torres Strait Islanders

Children and Family Services

September October 2014/2015

Number of booked children (average)

per day

Number of booked children (average)

per day

Budgeted number of enrolled children per

day

After School Care 11.5 10.6 15

Vacation Care 12 10.7 8 Note: Enrolled children equals fee paying places of care.

Early Intervention Services

Sept. Oct. Sept. Oct.

Program Location No. of

Families No. of

Families No. of

Children No. of

Children

Early Intervention: Disability support/therapy

Glen Innes Severn

13 12 15 15

ST2 EI Skill Development Little Rays

Glen Innes Severn

10 10 11 11

ST2 EI Skill Development Big Rays

Glen Innes Severn

3 4 6 6

Supported Playgroups:

Wytaliba Playgroup Wytaliba 8 9 9 10

Aboriginal Playgroup Glen Innes 6 5 9 8

Red Range Playgroup Red Range 8 5 10 7

Total 48 45 60 57

CALD ATSI Rural and Remote

Dementia Socially and Financially

Disadvantaged

Veterans

Septe

mber

Octo

ber

Septe

mber

Octo

ber

Septe

mber

Octo

ber

Septe

mber

Octo

ber

Septe

mber

Octo

ber

Septe

mber

Octo

ber

Glen Innes Severn 8 8 44 43 251 251 22 22 216 215 18 19

Guyra 0 0 10 10 6 6 0 0 8 8 0 0

Armidale 0 0 3 3 4 4 0 0 5 5 0 0

Uralla 0 0 0 0 1 1 0 0 1 1 0 0

Walcha 0 0 0 0 1 1 0 0 1 1 0 0

Tamworth Regional 0 0 2 2 23 23 0 0 21 21 0 0

Liverpool Plains 0 0 1 1 5 5 0 0 4 4 0 0

Gunnedah 0 0 1 1 3 3 0 0 5 5 0 0

Narrabri 0 0 0 0 1 1 0 0 1 1 0 0

Moree Plains 0 0 0 0 1 1 0 0 1 1 0 0

Gwydir 2 3 2 2 19 21 4 4 15 17 1 1

Inverell 1 1 29 29 37 37 9 7 55 55 3 3

Tenterfield 0 0 37 37 35 36 7 7 33 33 3 3


Page 74

Youth and Community Development Services

Meetings and Forums

September October

No Youth Activities, because no Youth Worker is currently employed.

No Youth Activities, because no Youth Worker is currently employed.

CORPORATE AND COMMUNITY SERVICES CAPITAL PROJECTS PROGRESS REPORT AS OF OCTOBER 2014

Description Budget Approved Budget Variation

Expenditure Year to Date

Completed Comments

Upgrade of ECM records management software to Version 4.03.

$40,000 $0.00 Supplier is undertaking final testing. The release date will be in early to mid 2015.

InfoCouncil Council Agenda Management Software.

$22,567 $3,678.00 Order placed in August 2014. InfoCouncil is currently developing templates.


Administrative, Financial Services, Communications/Media and Risk and Compliance Services are provided to all areas of Council. These services are provided with an aim of transparency and continual improvement.



Council’s Community Services provide a range of support services to all age groups. These services build on the social capital of the Local Government Area and the region.



The economic implications of Community Services are positive, in that these services provide employment opportunities, as well as a service to community members.

CONCLUSION The statistics provided in this report deliver information to Council on the key activities undertaken in Council’s Corporate and Community Services Directorate for the months of September and October 2014.


Page 75

RECOMMENDATION



Page 76

9.17 Economic Development: Planning: Small Business Friendly Council Program

REPORT FROM: DIRECTOR OF DEVELOPMENT, REGULATORY AND

SUSTAINABILITY SERVICES Author: Graham Price – Director of Development, Regulatory and

Sustainability Services ANNEXURE J

PURPOSE The purpose of this report is for Council to consider a request from the Small Business NSW Commissioner for Council to join the Small Business Friendly Council (SBFC) Program.

BACKGROUND The SBFC Program was recently launched by the previous Deputy Premier and Minister for Small Business the Hon. Andrew Stoner, and the Minister for Local Government, the Hon. Paul Toole MP. The Program provides an opportunity for Council to demonstrate its commitment to the local small business community. Councils in the SBFC Program must commit to reporting on business improvement processes and on-time payment policies in their operational plans, establishing a business advisory board in conjunction with key stakeholders from the local business community, and implement new initiatives such as streamlining procurement and/or establishing pre-lodgement Development Application meetings. (a) Relevance to Integrated Planning and Reporting Framework

The following strategic outcomes are included in Council’s Community Strategic Plan 2013-2023: “We are a prospering community where jobs are created, industry and commercial ventures are encouraged” and “We are a learning community of sustainable growth and accessible communication.”

(b) Financial Considerations This is no direct financial implication to joining the SBFC Program.

COMMENTARY If Council wishes to participate in the SBFC Program a commitment to the Small Business Friendly Councils Charter is a pre-requisite for participation. A copy of the Charter is attached to the Business Paper as Annexure J. The Charter sets out a number of benchmarks that the Council agrees to meet to foster and support small businesses in its Local Government Area. The Charter has been developed to assist the Council to:

Operate in a way that enhances public confidence in the Council's commitment to engage proactively and effectively with small businesses;

Recognise the standards that are expected when engaging with small businesses;

Identify best practice approaches to encouraging a vibrant and flourishing small business sector; and


Page 77

Enable Council to fulfil its commitment to the Small Business Friendly Councils Program.

1. The SBFC Program will run over a 12 month trial period and require Councils to

agree to the following initiatives:

lntegrated Planning E Reporting Framework: include the following "small business friendly" key performance indicators in the Operational Plan and report on these through the quarterly reporting cycle;

"On Time" Payment Policy: implement an "On Time" Payment Policy to small business (if not already in place) and include in quarterly reporting cycle; and

Business lmprovement Processes: implement and report on two (2) strategies to improve business processes for small businesses and include in the quarterly reporting cycle.

2. Public Commitment: the Mayor and General Manager agree to make a public

comment that the Council is committed to the SBFC program and post this comment on the Council's website.

3. Dispute Resolution: agree to refer disputes with small business to the Dispute

Resolution Unit of the Office of the Small Business Commissioner (OSBC) (where existing dispute resolution services exist then matters would be referred accordingly);

4. Business Advisory Board: in conjunction with the local Business Chamber,

establish a Board comprising key stakeholders from the local business community to assist Councils in understanding small business needs.

Under the current program Councils also agree to implement at least one (1) of the following additional SBFC initiatives which is not currently operational in Council: 1. Engagement with Small Business: implement strategies for engaging with local

small businesses.

2. Customer Service Charter and Service Standard: set service standards to advise small businesses about fee structures and the timeframes they can expect in relation to approvals.

3. Streamlined Procurement: implement strategies to improve small business access to Council’s procurement processes.

4. Pre-Lodgement DA Meetings: meet with businesses to go through DA applications prior to making final decisions to ensure any issues are raised and/or addressed.

5. Electronic payment facilities: implement and broaden electronic payment facilities to ensure all types of payments can be made via electronic means versus by paper work for small business.


Council has initiated a number of strategies to help support small business. These include the Local Business and Industry Policy and Procurement Policy. Both of these policies provide incentives to support local business. For example, to support the development of competitive local business and industry, Council


Page 78

specifically includes in its evaluation criteria of tenders and (where practicable) quotations, a 15% weighting apportioned to local suppliers. These policies are currently being revised.


There are no legal implications in becoming part of the Small Business Friendly Council program.


There has been criticism of Council with regard to the perceived lack of support for local business from Council. Council’s spend with local suppliers for the year to date is $877,962. The SBFC Program will continue to assist our local businesses.



There will be a positive economic impact on the business community if Council becomes part of the SBFC Program.

CONCLUSION It is suggested that Council pursues membership of the SBFC program in the 2015-16 financial year. This will allow the necessary provisions to be incorporated into the 2015-16 Operational Plan. Council will be required to commit to the agreed Charter and agree to review our procedures and practices in dealing with small businesses and how these can be improved. The Charter also requires that: a. Council recognises the importance of the local small business sector as a vital

contributor to the community and economy;

b. Council values small businesses as an important stakeholder in community consultation and will undertake regular and targeted consultation with the small business sector;

c. Council acknowledges that a "one-size-fits-all' approach will not meet the needs of all small businesses;

d. Council actively engages, where appropriate, with state-wide organisations such as the OSBC and the NSW Business Chamber, on matters affecting small businesses;

e. Council strives to ensure that strategic and day-to-day decision making is based on the consideration of the needs and potential impacts of all stakeholders, including small businesses;

f. Council supports education, networking and other development opportunities for the local business community.

RECOMMENDATION

1. That Council advises the NSW Small Business Commissioner that it will start participating in the Small Business Friendly Council Program in the 2015-16 Financial Year.

2. That the Director of Development, Regulatory and Sustainability Services includes the required strategic actions to participate in the Small Business Friendly Council Program in the draft 2015-16 Operational Plan for Council’s consideration.


Page 79

9.18 Land Use and Planning: Planning Proposal 2014-01


SUSTAINABILITY SERVICES Author: Greg Doman – Manager of Regulatory and Planning Services

ANNEXURE K

PURPOSE The purpose of this report is to seek Council’s concurrence to submit a Planning Proposal to the Department of Planning and Environment to undertake housekeeping amendments to the Glen Innes Severn Local Environmental Plan 2012 in conjunction with a Planning Proposal to rezone Lots 3 and 4 DP 758447, Grafton Street, Glen Innes. BACKGROUND The Glen Innes Severn LEP 2012 commenced on 14 September 2012, providing planning provisions for the Glen Innes Severn Local Government Area (LGA). The LEP is referred to in legislation as an ‘environmental planning instrument’. Since the commencement of the LEP, Council has undertaken one (1) previous planning proposal 2013-001, following the identification of administrative and minors errors within the LEP. At Council’s Ordinary Meeting held on 24 July 2014 Council resolved: 1. That Council supports in principle the rezoning of Lots 3 and 4 DP 758447,

Grafton Street Glen Innes from the existing Residential Zone (R1) to General Industrial (IN1) under the Glen Innes Severn Local Environmental Plan 2012, subject to the inclusion of Lot 5 and Lot 6 DP592608 and Lot 2 Section 52 DP758447.

2. That Council undertakes the necessary housekeeping amendments to the Glen Innes Severn Local Environmental Plan 2012 in conjunction with the proposed Planning Proposal to rezone Lots 3 and 4 DP 758447, Grafton Street, Glen Innes.

The Planning Proposal has been prepared in accordance with Section 55 of the Environmental Planning and Assessment Act 1979 and is attached to the Business Paper as Annexure K. Determination of the planning proposal is made through the Department’s Gateway Panel. (a) Relevance to Integrated Planning and Reporting Framework

A key strategic objective in the 2014-15 Operational Plan is to engage the community in integrated planning through land use and social policy that reflects and retains the character of the built environment. The administration and ongoing maintenance of the provisions contained within the Glen Innes Severn LEP 2012 assists Council to facilitate the identified strategic objective.

(b) Financial Considerations The preparation of a planning proposal to undertake the necessary housekeeping amendments to the Glen Innes Severn Local Environmental Plan 2012 is dealt with by Council staff and therefore the financial cost to Council is considered to be minor. The Planning Proposal to have existing general residential zoned land rezoned to general industrial has been requested by the owner of the land and Council’s advertised fee for considering a Planning Proposal is $2,480.00, plus on-costs and staff time at $70.00 per hour.


Page 80

COMMENTARY The amendments proposed in the Planning Proposal are made through the drafting and ‘making’ of a further environmental planning instrument or amending the existing Glen Innes Severn LEP 2012. In accordance with the provisions of Section 55 of the Environmental Planning and Assessment Act 1979, before an environmental planning instrument is made, Council is required to prepare a document that explains the intended effect of the proposed instrument and sets out the justification for making the proposed instrument (the Planning Proposal). The Planning Proposal prepared under Section 55 of the Act is attached to the Business Paper as Annexure K and is referred to as “Planning Proposal 2014-01.” In summary, the matters to be considered are as follows:

Item 1 Address anomalies in current Land Zoning Map - LZN_003A (Glen Innes). The land identified is zoned RU1 Primary Production and is the unformed extension of Taylor Street from the intersection of Hunter Street to the Gwydir Highway. It is intended to change the aforementioned land zoning mapping from RU1 Primary Production to R1 General Residential.

Item 2 Modify the Dwelling Opportunity Maps - DWE_002, DWE_002A,

DWE_003, DWE_005, as additional parcels of land have been identified

as having a dwelling opportunity.

Item 3 Modify the Land Use table for Village RU5 zone to prohibit animal boarding and breeding establishments.

Item 4 To provide greater flexibility in relation to the subdivision of land zoned RU1 through permitting boundary adjustment subdivisions where one (1) or more allotments involved do not meet the minimum lot size specified for the subdivision of the land; and

Item 5 To rezone land from General Residential to General Industrial land. Items 1 and 2 have been brought to staff’s attention through either general planning enquiries or development assessment of applications. Item 3 is a result of a Council resolution when considering a development application for an animal boarding enterprise in Deepwater:

That the Director of Development, Regulatory and Sustainability Services be requested to prepare a further report investigating the possibility of changing the Local Environmental Plan (LEP) in order for similar future developments to be prohibited within the village zones and the residential zones of Glen Innes.

Item 4 has been recommended by the Department of Planning and Environment to identify a common anomaly in many rural LEPs. Item 5 is an individual planning proposal that was lodged with Council for consideration. Items 1 to 4 of the proposed changes are considered minor in nature and are intended to correct omissions and minor errors in the gazetted LEP. Item 5 specifically relates to a planning proposal that has been lodged with Council for assessment to rezone land from General Residential to General Industrial land.


Page 81

The gateway process has the following steps:

Planning proposal: the relevant planning authority is responsible for the preparation of a planning proposal, which explains the effect of, and justification for, the plan.

Gateway: the Minister (or delegate) determines whether the planning proposal is to proceed. This gateway acts as a checkpoint to ensure that the proposal is justified before further studies are done and resources are allocated to the preparation of a plan. A community consultation process is also determined at this time. Consultations occur with relevant public authorities and, if necessary, the proposal is varied.

Community consultation: the proposal is publicly exhibited (generally low impact proposals for 14 days, others for 28 days). A person making a submission may also request that a public hearing be held.

Assessment: the relevant planning authority considers public submissions and the proposal is varied as necessary. Parliamentary Counsel then prepares a draft local environmental plan; the legal instrument.

Decision: with the Minister’s (or delegate’s) approval the plan becomes law and is published on the NSW legislation website.


Proposed amendments to the Glen Innes Severn LEP 2012 will assist Council in the administering of its provisions and the orderly and economic development of land within the LGA.


Once processed by the Department of Planning and Environment and published in the Government Gazette, the amendments which form the Planning Proposal will be amalgamated into the Glen Innes Severn LEP 2012 and become legally enforceable.


The submission of the Planning Proposal to the Department of Planning and Environment Gateway Panel is the first step in the process of amending the current LEP. Should the Panel provide a positive response to Council’s Proposal and allow the matter to proceed, the Panel will determine if the matters contained in the Planning Proposal require public exhibition prior to completion of any amendment to Council’s LEP.



Nil.

CONCLUSION Preparation of the Draft Planning Proposal 2014-01 seeks to undertake housekeeping amendments to the Glen Innes Severn Local Environmental Plan 2012 in conjunction with a proposed Planning Proposal to rezone Lots 3 and 4 DP 758447, Grafton Street, Glen Innes. Items 1 to 4 of the Planning Proposal rectifies mapping errors and will bring the LEP into line with Council’s original intention in relation to the LEP. Item 5 of the

http://www.legislation.nsw.gov.au/


Page 82

planning proposal is to have existing land zoned general residential rezoned to general industrial.

RECOMMENDATION

1. That Council submits the Draft Planning Proposal 2014-01, relating to the Glen Innes Severn Local Environmental Plan 2012, to the NSW Department of Planning and Environment for review and Gateway determination.

2. That, upon an affirmative Gateway determination being received from the Department of Planning and Environment, Council staff carry out the procedural steps associated with the progress of the Planning Proposal, including public exhibition as required by the NSW Department of Planning and Environment .

3. That the Manager of Planning and Regulatory Services prepares a further report to Council following the community consultation period.


Page 83

9.19 Land Use and Planning: Planning: Hunter Street Urban Release Area


SUSTAINABILITY SERVICES Author: Greg Doman – Manager of Regulatory and Planning Services

ANNEXURES L and M

PURPOSE The purpose of this report is to seek Council’s concurrence to place on public exhibition a new chapter to the Glen Innes Severn Development Control Plan (DCP) 2014, being the Draft Chapter 10 - Hunter Street Urban Release Area. Please refer to Annexure L to the Business Paper.

BACKGROUND The Glen Innes Severn Land Use Strategy was developed to guide the development of the Glen Innes Severn Local Environmental Plan (LEP) 2012. The Land Use Strategy identified the need to ensure that adequate supply of residential and rural residential land for future generations was available; this was reflected in the Glen Innes LEP with two (2) areas identified as Urban Release Areas (URA). Provisions contained within the LEP restrict any future development of these areas until a DCP has been prepared. This is to ensure that the development within these areas occurs in a logical and cost effective manner. Provision was made in the Glen Innes Severn DCP for a future Chapter for the Hunter Street Urban Release Area. The proposed lot layout and servicing plan is attached to the Business Paper as Annexure M. The ecological assessment and landscaping report are available on request. (a) Relevance to Integrated Planning and Reporting Framework

Listed in the 2014-15 Operational Plan under Land Use and Economic Development, Council’s strategic objective is to engage the community in integrated planning through land use and social policy that reflects and retains the character of the built environment. The advertising of the amendment to the DCP, being the Draft Chapter 10 - Hunter Street Urban Release Area (URA) assists Council to facilitate the identified strategic objective.

(b) Financial Considerations To assist in the preparation of the DCP for the Hunter Street URA, Council applied for a Round Eight Planning Reform Fund Grant in 2013 from the Department of Planning and Infrastructure. Council was successful in obtaining funding to the value of $62,000 and a provision has been made in both the 2013-14 and 2014-15 Operational Plans for the project.

COMMENTARY Under the provisions of Section 74 (c) of the Environmental Planning and Assessment Act 1979, Council may prepare a Development Control Plan. A Development Control Plan (DCP) provides specific, more comprehensive guidelines for certain types of development. They may also apply to specific areas within the Local Government Area (LGA). The detailed guidelines contained within a DCP are in addition to the provisions of the legal planning instruments, such as Local Environmental Plans. Development Control Plans are important in the planning system because they provide a flexible


Page 84

means of identifying additional development controls and standards for addressing development issues, without the need for a more formal statutory plan. Under the provisions of the Environmental Planning and Assessment Act 1979, only one (1) DCP is permitted per property. The Glen Innes Severn Council Development Control Plan 2014 was developed in regard to these requirements, and provisions were made for future Chapter 10 Land Release Areas to incorporate the site specific provisions relating to the Hunter Street URA. Prior to development consent being granted for development on land in an URA, a DCP must be prepared to ensure that development on land within the URA occurs in a logical and cost effective manner. The purpose of Chapter 10 - Hunter Street URA is to provide a logical, master planned framework for the efficient urban release of residential land to provide for low density housing in Glen Innes in a socially, economically and environmentally sustainable manner.

Fig. 1 Proposed Lot Layout Chapter 10 - Hunter Street URA is divided into the following subsections: 10.1 About this Chapter; 10.2 Where this Chapter applies; 10.3 Date adopted by Council; 10.4 Effective Date; 10.5 Amendments; 10.6 Masterplan; 10.7 Development Staging; 10.8 Development Principles; 10.9 Natural Environment; 10.10 Residential Development;


Page 85

10.11 Servicing and Stormwater Strategy; 10.12 Road and Cycleway Network; 10.13 Drainage Reserves and Recreation; 10.14 Street Trees and Entry Landscape; 10.15 Fencing to Lots Adjacent to the Reserves; 10.16 Potential Land Art; 10.17 Variations; 10.18 Residential Development. The desired future character of the Hunter Street URA is for low scale, dispersed, low density residential development within a natural setting. The R1 General Residential Zone permits medium and high density forms of residential housing and is therefore not a suitable Zone for the URA. It will be necessary to rezone the URA from R1 General Residential to R2 Low Density Residential prior to commencing the (draft) Chapter 10 of the DCP. Permissible forms of residential housing in the R2 Zone will be limited to dwellings and dual occupancies (detached and attached). NSW Planning has indicated verbal support for this rezoning to occur. To enable this rezoning to occur in a timely manner, it is requested that Council endorse the zone amendment as part of this process. (a) Governance/Policy Implications

Division 4 Clause 22 of the Environmental Planning and Assessment Regulation 2000 allows Council to amend a DCP. Under the provisions of Clause 18 of the Environmental Planning and Assessment Regulation 2000, a draft DCP must be publicly exhibited. The Regulation requires Council to give public notice in the local newspaper of the places, dates and times for inspection of the draft DCP. Council will be required to make available a copy of the draft DCP and a copy of the Glen Innes Severn Local Environmental Plan 2012. The draft DCP must be publicly exhibited for a period of at least 28 days. Following the exhibition period and after considering any submissions received regarding the draft DCP Council may choose to approve the plan with such alterations as it thinks fit. After doing so, Council must give notice of its decision in the local paper within 28 days of making the decision to adopt the plan. The DCP comes into effect on the date the notice is published in the paper. Adoption of the DCP will allow an improved level of administration and provide for clearer communication with the community. The changes will also result in the quicker processing of applications. Once adopted by Council the DCP may only be varied by Council resolution.


The proposed amendment to the DCP has been prepared in accordance with the Environmental Planning and Assessment Act 1979 and the NSW Department of Planning Guidelines.


The proposed amendment to the DCP will provide residents with the opportunity to become involved, and take an interest, in the development of their area. The inclusion of the site specific DCP for the Hunter Street URA will also provide


Page 86

important information for applicants to assist them in lodging development applications.


The proposed DCP will allow people to make submissions in regard to applications that may have environmental impact.


The preparation of the Hunter Street URA DCP has been funded to the value of $62,000 from the Department of Planning and Infrastructure. Council staff members have assisted in the preparation of the URA DCP; this has occurred “in-house” and has therefore not incurred a direct cost. The cost of advertising the draft URA DCP is to be borne by Council.

CONCLUSION DCPs are important in the planning system because they provide a flexible means of identifying additional development controls and standards for addressing development issues without the need for a more formal statutory plan. Placing the draft DCP on public exhibition for a period of 28 days will allow for the community to have sufficient time to make submissions regarding this Development Control Plan.

RECOMMENDATION

1. That Council places the Draft Chapter 10 - Hunter Street Urban Release Area of the Glen Innes Severn Development Control Plan 2014 on public exhibition from 11 December 2014 until 12 January 2015.

2. That Council endorses the rezoning of the land identified as the Hunter Street Urban Release Area from R1 General Residential to R2 Low Density Residential and excludes medium and high density residential accommodation from that zone.

3. That Council places a notice in the Glen Innes Examiner advising of the places that the inspection of the draft plan is available.

4. That Council makes available the Draft Chapter 10 - Hunter Street Urban Release Area of the Glen Innes Severn Development Control Plan 2014 – Public Notification and Advertising, for inspection during normal office hours (where applicable) at the following locations:

Council Administration Office, Town Hall, Grey Street, Glen Innes;

Development, Regulatory and Sustainability Services Office, Church Street, Glen Innes;

Glen Innes Severn Library / Learning Centre;

Glen Innes Severn Council website www.gisc.nsw.gov.au;

Deepwater Post Office;

Emmaville Post Office;

Glencoe Post Office.

5. That a further report in this regard be prepared for Council’s consideration by the Manager of Regulatory and Planning Services after the public consultation period has expired.



Page 87

9.20 Corporate Management: Policy Register: Event Prioritisation and Support Policy


SUSTAINABILITY SERVICES Author: Peter Teschner – Manager of Tourism and Events

ANNEXURE N PURPOSE The purpose of this report is for Council to consider adopting the reviewed Event Prioritisation and Support Policy attached to the Business Paper as Annexure N. EXECUTIVE SUMMARY Events and festivals are a key tourism and economic driver to the Glen Innes Severn Local Government Area (LGA) and are recognised by Council through the Event Prioritisation and Support Policy. This policy first came into effect in 2010 and is now due for review. The current policy has served as an initial guide over the past five (5) years; however, fell short in a number of areas:

It did not provide a method to easily determine the event or festival category based on a schedule of criteria and benefits;

Council has in the past increased its level of support for an event based on the current budget allocation adjusted by movement in the CPI from the past year. However, this does not necessarily recognise the changes in festival and event requirements as well as successes or the economic benefit to the community; and

It did not provide direction on how to recognise the benefit and quantum of funding and support for new event applications.

In an endeavour to clarify this situation, this report recommends that a method be introduced that enables an event to be measured against a set criteria of benefits to the community (economic and social), as well as the organisational and financial ability to conduct an event. Whilst new or emerging events have not in principal been supported in the past, recognition is acknowledged of the need to encourage the development of more sustainable events and a category of ‘New’ has been added to the criteria table. Council’s 2014/15 contribution to Events and Festivals amounts to $129,627. BACKGROUND This policy establishes Council’s position regarding key tourism, economic and cultural events held within the Glen Innes Severn LGA. This new policy now includes a schedule that ties the economic benefit to the quantum and type of Council’s support. This Policy references the following plans:

Tourism Development and Marketing Plan 2010-2015;

Community Strategic Plan 2013-2023;

Community Committees of Council Manual 2011;

Australian Celtic Festival Strategic Plan 2010-2020;

Cultural Plan 2009-2014;


Page 88

Country NSW Regional Destination Management Plan September 2013. (a) Relevance to Integrated Planning and Reporting Framework

A key strategic objective of the 2013-2023 Community Strategic Plan is the numbers of visitors to the area, and tourism spending, increases at each year’s events.

(b) Financial Considerations Council supports a number of events each year, determined by the needs of the event and the economic and social benefit that the event makes to the community. Council’s contribution may include financial, marketing, administrative and operational support. The budget allocation for community events in 2014/15 is $129,627.

COMMENTARY Key Identified Events Council currently recognises the value and vitality events bring to the community in its Tourism Development and Marketing Plan 2010-2015. Council identifies four (4) primary events that are presently held within the community:

The Australian Celtic Festival;

Land of the Beardies Festival;

Minerama Fossicking and Gem Show;

Glen Innes Agricultural Show. Secondary events supported are:

Council’s relationship with Mosman Municipal Council (Council representatives visiting Mosman and vice versa);

RAAF 76 Squadron exercising its right to the Freedom Of The City;

Grafton to Inverell Cycle classic;

Spend In Glen Christmas Campaign;

Australia Day;

Gourmet in the Glen. All events are at different stages of development and provide different levels of economic value to the community. The support is determined by the needs of the event and the contribution, both economic and social, that the event makes to the community. Council’s contribution may include financial, marketing, administrative and operational support. Currently, a part time, Australian Celtic Festival Administration Assistant is employed three (3) days per week by Council, to provide event administration services to the volunteer Australian Celtic Festival Committee. In addition, Council employees provide administrative and marketing support to other events held within the community. Events may also receive support from Council’s Work Health and Safety Coordinator, Open Spaces, and Roads and Traffic Management staff.


Page 89

There are a number of existing events where it is considered support should be:

1. Continued; 2. Not continued; 3. Other events where support should be included.

Council has, in the past, determined its level of support for an event based on the current budget allocation, adjusted by movement in the Consumer Price Index (CPI) from the past year. However, this does not necessarily recognise the changes in festival and event requirements as well as successes or the economic benefit to the community. In an endeavour to recognise this situation, it is recommended that a method be introduced that enables an event to be measured against a set criteria of benefits to the community (economic and social) as well as the organisational and financial ability to conduct an event. Whilst new or emerging events have not, in principal, been supported in the past, recognition is acknowledged of the need to encourage the development of more sustainable events and a category of ‘New’ has been added to the criteria table. The schedule below lists eleven (11) essential and desirable indicators to be used to assist in determining support eligibility.

SUPPORT ELIGIBILITY CRITERIA

ESSENTIAL INDICATOR RATING

POINTS SIGNATURE KEY SECONDARY NEW

Economic Value 25 $500k+ $200K+ $50K+ $25k+

Reach 25 Intra/Interstate and

International

Inter/Intrastate Intrastate/ Regional

Regional

Held Annually 10 Y Y Y Y

Attendance 15 3000+ 1500 - 3000 1000 -1500 <1000

Align With DMP 15 Y Y Y Y

How Many Times Event Staged

5 Negotiable Negotiable 3+ 1+

Entry Fee 5 Y Y Y Y

DESIRABLE

Organisational Structure

Incorporation, Association or Section 355

Committee of Council

Incorporation, Association / Business /

Private

Organising Committee / Incorporation Association

Private

Organising Committee / Incorporation Association

Private

Personnel or Volunteer Base

20+ 10+ 5+ 5+

Website/Social Media Site

Y Y Y y


Page 90

Type of Support

Event Category Optional Financial

Contribution

Administrative Resources

Marketing Resources

Maximum Number of Events Funded Each

Year

Signature Up to $100,000 Yes Yes 1

Key Up to $50,000 Secretarial only Yes Maximum of 3

Secondary Up to $2,000 None None Maximum of 10

New Up to $500 None None Maximum of 2

It should be noted that not all events will tick all eleven (11) indicators to meet an event classification, but it is important that eligibility and quantum of support be fairly determined. Thus, a point grading system has been introduced to compliment the support eligibility criteria, which will allow for a quick reference guide to determine eligibility for funding as follows:

50 – 100 points consideration given to funding;

< 50 points not eligible. The method to calculate the final step in determining eligibility can be seen in Appendix D of the Event Prioritisation and Support Policy which is attached to the Business Paper as Annexure N. The schedules following indicate the current support with a suggested new status based on the new support eligibility criteria and support eligibility matrix. However, except for the Australian Celtic Festival, established events which are identified by Council within this policy must complete a “Request for Event Support” form by 28 February of each year, defining the financial and operational support required by the event, to be considered for inclusion in Council’s Operational Plan for the following financial year. Events requesting financial or operational support for the first time must complete a “Request for Event Support” form by 31 January of each year, in order to be considered for inclusion in Council’s Operational Plan for the following financial year. Applicants must submit an Event Management Plan which can be developed by the event committee or use Council’s “Events Management Plan Template”. The abovementioned documents are included in the policy as appendices. It should further be noted that allocation of funding for each event will also be determined on the quantum of the overall event budget adopted by Council each year, as well as receipt of a satisfactory Festival and Event Support Program Acquittal Report within 30 days of the event being held. An extension of 14 days may be requested in writing before the expiration of the 30 days following the event. If an event committee does not submit an outcome report it will be ineligible for further Council funding for a period of three (3) years. All event support requests will be submitted to Council for consideration as part of the preparation and adoption of the annual Operational Plan.


Page 91

SIGNATURE EVENTS

EVENT

CURRENT

STATUS

COUNCIL CONTRIBUTION

2014/15

DISCUSSION

NEW STATUS

The Australian Celtic Festival (ACF)

Primary Event

$67,282 - includes

administration and cash

contribution

The ACF is the signature event for the Glen Innes Severn LGA injecting over $1.4 million into the local economy. A review of the 10 Year Strategy is also included as a separate report.

Signature Event

KEY EVENTS

Minerama Gem and Jewellery Show

Primary Event

$17,970 - includes


contribution

Minerama has continued to grow over the past several years, with 2014 being the best festival on record for some time. The Glen Innes and District Services Club is a major sponsor with cash, advertising, and in-kind support, estimated at approximately $10,000. The 2014/15 budget also includes the research and development of a Business and Strategic Plan for $12,000. An expression of interest submitted to Destination NSW (DNSW) for Flagship Funding has progressed to a request to lodge a grant application which, if successful, would see the possibility of an injection of a one (1) off $10,000 grant or a 3 (three) year $20,000 per year grant totalling $60,000.

Key Event

Glen Innes Agricultural Show

Primary Event

$4,508 - includes

administration, cash contribution

and mowing

The Glen Innes Show is a major event not only in Glen Innes Severn but also for the New England North West, being known in many circles as The Royal of the North, and quintessential to the rural community.

Key Event


Page 92

SECONDARY EVENTS

EVENT

CURRENT

STATUS

COUNCIL CONTRIBUTION

2014/15

DISCUSSION

NEW STATUS

Land of the Beardies Festival

Primary Event

$10,261 - includes


contribution

The Land of the Beardies Festival is challenged with continuing in its current week long format, with membership and voluntary support at a critical low level. The 2014 event has been reduced to a 3 (three) day event due to a dwindling of the Committee’s financial resources and voluntary support. The 2013 event saw Council deliver a rescue operation to ensure the success of the event. No figures are available on the economic value of the event. Until there is a significant turnaround in the operation and restructure of the activities, support for inclusion in the key event category is not recommended.

Secondary Event

Council’s relationship with Mosman Municipal Council

Secondary Event

$0.00 The connection between Mosman and Glen Innes stretches back to 1839 when Archibald Mosman (after which Mosman in Sydney was named) bought a property in Furracabad Valley. When a town was established in Furracabad in 1852 it was suggested by Archibald Mosman that it be named Glen Innes. In 1995 a Friendship Agreement was established between Mosman and Glen Innes. The recognition of the history and heritage significance continues to exist but financial and time constraints have reduced the regular exchanges of visitation at various festivals and functions. The ACF Committee writes to the Mosman Council each year ascertaining the status of their attendance at the Festival.

Secondary Event

RAAF 76 Squadron – Freedom of the City

Secondary Event

$0.00 Glen Innes Municipal Council granted the Freedom of the City to the RAAF 76 Squadron on 21 October 2003. Following amalgamation, the Glen Innes Severn Council reaffirmed the same status on 26 July 2005.

Secondary Event


Page 93

Grafton to Inverell Cycle Classic

Secondary Event

$8,278 - traffic control

Council has supported the Grafton to Inverell Cycle Classic for a number of years, with Council also supporting the Glen Innes to Inverell Women’s Race in the past. In recent years Glen Innes has not featured significantly in the race planning and it is considered that the costs of $8,000+ outlaid for traffic control far outweighs any economic benefit. It is recommended that Council’s support no longer be provided.

No longer support following the completion of the 2014 race.

Spend In Glen Christmas Campaign

Secondary Event

$12,017 - includes


contribution

The Spend in Glen campaign has now been running for over seven (7) years. Results in the past have shown that the support by Council of this activity assists in realising over $1.4 million of sales leading up to Christmas in the CBD and surrounding businesses in a 6 (six) week period. Traditionally the Spend In Glen campaign contribution is approximately $5,000 to $7,000. The current budget allocated an additional $5,000 for a midyear campaign in recognition of the challenges faced by the CBD upgrade.

Secondary Event

Australia Day Secondary Event

$6,800 The Australian Day event is an important celebration for the Glen Innes Severn LGA, with recognition of various awards for the many citizens who contribute significantly to our community.

Secondary Event

Gourmet in the Glen

Secondary Event

$9,046 - includes


contribution

Food and Wine Tourism is recognised by DNSW as the key driver in attracting people to a region. Glen Innes Severn LGA has a significant industry based around sheep, mutton, beef, venison, wine and local produce. The event has generally been run as a not for profit community event (albeit with its own challenges). In 2013 the event was facing the prospect of not running until it was renamed Taste New England and staged by the Hereford Steakhouse in the grounds of the Rest Point Motel. Recent discussions with the organisers indicate a decision to run bi-annually due to the costs to stage.

Secondary Event


Page 94

Comment: - An annual Food and Wine event is crucial in drawing tourists to our area. The decision to run every two (2) years is cause for concern as momentum is lost. An alternative option would be to seek support through a community based Service Club / Show Society, or the like, to run the event with continued financial support from Council.

New England Wine Show (NEWS)

Secondary Event

$1,485 - includes


contribution

The NEWS is staged by the Show Society and is generally only open to industry growers and producers. Wine tasting days have been attempted in the past, but indications are that the event was not successful. Previously, Gourmet in the Glen also formed a part of the NEWS, but separated some years ago and was then held in the central parklands. There may be an opportunity to reconsider staging a Food and Wine Festival in conjunction with the NEWS.

Secondary Event

Gourmet Fiesta February Show

New Event $900 cash

A food event showcasing local produce staged by the Show Society as part of the Annual Show.

Secondary Event

Deepwater Scarecrow and Wool Festival

New Event $1,703 - includes


contribution

Minimal support for events in the adjoining rural communities should be available. In the case of the Deepwater Scarecrow Festival minimal support has been provided in the past.

Secondary Event

Emmaville Sheep Races

New Event $1,703 - includes


contribution

Minimal support for events in the adjoining rural communities should be available. The Emmaville Sheep Races have grown in popularity, returning some $14,000 to the community with minimal support from Council the past.

Secondary Event


Page 95

(a) Governance/Policy Implications Under Section 355 of the Local Government Act 1993, Council is able to delegate some of its functions to a Committee of Council. Council uses this delegation and appoints community people to manage facilities or functions through a Community Committee of Council.

The appointment of Community Committees is at the discretion of the Council.

The Committees are appointed and reappointed in accordance with the provisions of Section 355 and Section 377 of the Local Government Act 1993. The Australian Celtic Festival and Minerama Gem, Jewellery and Fossicking Show are Section 355 Committees of Council.



Events contribute to the development of vibrant, sustainable local communities. The importance of events to the social fabric of the local community has been identified in Council’s Cultural Plan 2009-2014 and the Community Strategic Plan 2013-2023.



Nil.

CONCLUSION Council values the economic and social contribution events make to the community. This report has reviewed the events under the current policy and made suggestions and recommendations for the next five (5) years for Signature, Key, Secondary and New Events.

RECOMMENDATION

1. That Council adopts the reviewed Event Prioritisation and Support Policy as attached to the Business Paper as Annexure N.

2. That Council continues to recognise the economic contribution of events and festivals to the Glen Innes Severn Local Government Area.

3. That, following the adoption of the Policy, the Manager of Tourism and Events:

a. Arranges for an item to be placed in Connecting with Your Council informing the community of the new Policy;

b. Arranges for a copy of the policy and application forms to be uploaded to Council’s website: www.gisc.nsw.gov.au; and

c. Informs all Departments of Council that the new Policy has been adopted.



Page 96

9.21 Recreation and Cultural Services: Event Management: Review of Australian Celtic Festival Strategic Plan


SUSTAINABILITY SERVICES Author: Peter Teschner – Manager of Tourism and Events

ANNEXURE O PURPOSE The purpose of this report is for Council to adopt a review of the Australian Celtic Festival Strategic Plan 2010 – 2020. Please refer to Annexure O attached to the Business Paper.

EXECUTIVE SUMMARY The Australian Celtic Festival Committee considered the relevance of the existing strategic plan (2010 – 2020) at a planning meeting held on 22 July 2014. The Committee determined that, whilst the overall plan provided very valuable research and background information, it required a significant review as a number of the strategies were not considered relevant or achievable based on the outcomes of the last five (5) years. The Southern Cross University also provided a midterm overview through a Visitor Survey conducted at the 2013 festival. This review also confirmed a number of the concerns raised by the Committee. BACKGROUND The 2014 Australian Celtic Festival celebrated the 22nd successive festival. The festival has experienced a number of very successful years, but this has been offset by a similar number of lean years. The last three (3) festivals have seen the depletion of the reserve account from $60,000 to a zero balance, with the 2014 festival experiencing a loss of some $55,000 primarily due to the weather. However, it is pleasing to note that there is a core following of about 1,000 attendees who come for the weekend each year. The loss in 2014 can be primarily attributed to the reduction in the number of 700 day passes and 500 local passes, as well as a $17,500 short fall in sponsorship contributions. The current Strategic Plan 2010 – 2020 was adopted by Council on 24 February 2011. (a) Relevance to Integrated Planning and Reporting Framework

A key objective of the Australian Celtic Festival Strategic Plan 2010-2020 is for visitation and tourism spending within the Glen Innes Severn Local Government Area (LGA) to increase each year. Council’s Tourism Development and Marketing Plan has objectives to increase tourism numbers by five percent (5%), and increase tourism/visitor spending by 15% by 2015. Increasing visitation to the 2015 Australian Celtic Festival to a minimum of 5,900 attendees was considered to aid in reaching this target. The Plan also looked to grow attendance to 15,000 by 2020, which would place a significant strain on the current site infrastructure and accommodation, effectively the changing the whole nature of the event.

(b) Financial Considerations Within Council’s Operational Plan 2014-15, a budget allocation has been provided for the running of the festival, with income of $119,950 and expenditure of $119,950. These amounts were considered to be achievable and are down


Page 97

considerably on the 2014 festival budget of $160,000. Council has allocated a further $67,282 for administration and other support to the festival and Committee. Limited Council resources and the depletion of the festival reserves have also meant that a number of infrastructure upgrades, the appointment of a full time Events Manager, and engagement of a commission based sponsorship consultant are not achievable within the suggested time frames.

COMMENTARY The Festival will stage its 23rd consecutive event in 2015, celebrating the Year of Wales. The festival and event market in Australia is becoming more competitive each year, with numerous Celtic themed events gaining in popularity and prominence. The Australian Celtic Festival, whilst claiming to be unique in location (staged at The Australian Standing Stones), has not grown significantly in the past five (5) to seven (7) years, despite the injection of some $80,000 grant funding from Destination New South Wales (DNSW). Competition from other Celtic events in Australia is a constant threat to the event. It is imperative that the Australian Celtic Festival re-establish itself as the one (1) festival in Australia that is a “must attend” for Celtic enthusiasts. Whilst a number of the strategies outlined in the 10 year plan have been achieved or partially achieved many are simply out of reach of the finances, resources and time frames. The review addresses the following areas: 1. Values

The four (4) core values have not changed from the original Plan noting that the Festival is committed to:

Sustaining Celtic Heritage;

Embracing the Celtic Community;

Celebration and having fun; and

Showing pride in Celtic heritage.

2. Vision The vision has been upgraded moving from being “an” iconic Celtic event to being “the” iconic event of Celtic Culture and ceremony at the Australian Standing Stones, thus signifying the intention to strive for the leading position above all other Celtic festivals and ceremonies.

3. Objective

The primary objective has been adjusted to ensure that it reflects the vision of being the iconic Signature Celtic Experience for Australia.

4. Strategies The following strategies indicate how the Committee will achieve the primary

objective:

To build on partnerships;

To exceed visitor expectations;

To build strong business engagement;

To ensure operational succession planning;

To engage the local community.


Page 98

5. Festival Format A number of elements were added to encourage a longer stay and greater variety

of activities to engage in:

Expanding the festival into a four (4) day event as well as commencing the weekend before the festival, and extending through to the Thursday; a range of support activities like workshops, art competitions, busking, poets, ceramics, writing competition etc;

Encouraging greater involvement of offsite entertainment to create a party atmosphere that brings a week of vibrant life to the CBD and to other venues around town;

Working with local sporting bodies to build an environment of competition. It is noted that the local Rugby Union Club hosted a Celtic match at the 2014 festival with all players piped onto the grounds dressed in traditional kilts;

The Australian Celtic Festival has many unique aspects but none as important as the Australian Standing Stones; unique because no other festival in Australian can claim such an iconic location. It is imperative that the festival must maintain focus on this unique aspect of the event, which will distinguish it from all other Celtic events embracing the numerous Celtic ceremonies.

6. Future Growth Future growth is being restricted by a number of elements, with the Committee

recognising the:

Ageing demographics;

Current site geographics and available usable space will limit the site attendance to approximately 4,000 each day. The 2013 Festival saw an estimated 3,800 on site on Saturday stretching parking, traffic control and entertainment venues;

Electrical services are ageing and require significant upgrade.

The survey of the 2013 festival conducted by the Southern Cross University indicated that the median age of respondents was 65 to 74 years old, with 34.6% of all attendees in this age group. The Committee, however, recognises the importance of appealing to a younger market with the 18 to 24 years age group representing just 5.8% of respondents, and the age group 25 to 44 years combined representing just 20.1%.

The Committee is continuing to explore the best channels to attract the younger generation, recognising that a party atmosphere with the three (3) elements of light, sound and drinks are essential ingredients.

7. Committee Structure and Council Support Volunteer participation in the festival is the pillar to its success. The ACF

Committee is a Section 355 Community Committee of Council, with the requirement that the volunteer members stand down and seek re-election every 12 months. This recurring process is considered destabilising to the effective planning, continuity and operation of the festival. The recommendation of the Committee is to increase the option for volunteers to remain in the Committee for up to four (4) years without having to seek re-election.


Page 99

Numerous volunteer organisations also develop expanded networks outside of formal structures to assist in staging an event. The Celtic Festival requires 12 months of planning by a Committee of just 16, but requires over 200 volunteers in the field. One such volunteer network is based on the concept of “a Friend of”. The Committee recommends the establishment of this resource. However, there is still an onus on Council to ensure that such resources are formed and operate within acceptable guidelines and training programs without placing an undue burden on the volunteer, causing burn out.

The Committee recommends the continued support of the Festival Office providing secretarial and administration services three (3) days a week.

8. Sponsorship

Sponsorship is a form of marketing in which a corporation pays for all or some of the costs associated with a project or program in exchange for recognition. Developing a financial partnership with a potential sponsor has become increasingly more difficult over the past three (3) to five (5) years. Over the last three (3) years the festival has not been able to meet the budgeted amount. This has created a situation where the sponsorship budget has been reduced from $50,000 in 2013 to $20,000 in 2015 thus relying more on sales, and reducing and controlling expenditure. The current Strategic Plan recommends the appointment of a full time Events Manager, as well as the engagement of a commission based sponsorship consultant. Both of these recommendations are outside current financial resources. In particular, a commissioned based sponsorship consultant’s costs typically include a base fee of $10,000+, as well as a success fee commission of between 10 to 20%. The 2014 festival saw the Manager of Tourism and Events forward over 600 letters, as well as follow up phone calls and emails to a database of local and corporate businesses. This effort realised $17,500, of which the Glen Innes District Services Club contributed $7,500. Direct costs incurred to realise the $17,500 amounted to $9,677.35, effectively neutralising the naming right partnership of the Services Club. Consistency in communicating the festival message along with delivering a unique event are the first steps to engaging potential sponsors. It is considered that this year’s budget of $20,000 is an achievable base to move forward on. The Committee will continue to develop strong ties with the Community and Corporate Australia to leverage long term partnerships through:

The development of a Sponsorship Policy specifically for festivals and events focusing on a acceptance of the economical benefit of the festival;

Introduction of a “Friends of the Australian Celtic Festival” membership base with identifiable benefits; and

The development and maintenance of a Customer Relationship Management database to communicate regularly with potential partners and festival friends.


Page 100

9. Marketing The festival marketing strategy has been through many iterations over the past 20+ years. The current strategy is a mixture of television, radio, print and social media. Social media appears to hold a significant future. The following strategies should be explored:

Research and develop a long term marketing strategy recognising the current ageing demographic of 65+ and the need to attract a younger audience;

Continually review the various entertainment genres to appeal to a larger cross section of attendees;

Adopt new and emerging marketing opportunities including print, television, radio and social media; and

Encourage the development of networking opportunities locally, domestically and internationally.

Other areas that offer a number of options to consider are:

Encouraging the Committee to explore opportunities outside of traditional channels; and

Merchandising by expanding a range of festival goods and memorabilia. 10. Site Infrastructure

The current site infrastructure holds one of the biggest challenges for the Committee to overcome, with an inadequate and aging electrical system, poorly maintained roadway, pressure on adequate trader and entertainment sites etc. The following is seen as a minimum to undertake in the short term:

Undertake a comprehensive review of the site in conjunction with Council (Water Supply, Parks and Road Infrastructure), Australian Standing Stones Management Board (ASSMB) and other interested parties, whilst recognising the closeness of the residential neighbourhood;

Develop a site plan that allows modification and improvement to ensure a stable environment for placement of semi-permanent and permanent infrastructure e.g. electricity, traders, entertainment and marquee placement, ceremonies and Celtic national days etc.;

Develop a site plan that encourages a strong two (2) way relationship with traders, entertainers, ceremonies and sponsors;

Consider improvements to the Stones in situ to make for a more inviting atmosphere at festival time and throughout the year e.g. lighting and interpretive signage;

Source avenues for Government and/or sponsor funding options to undertake upgrades.

To achieve the objectives and strategies as outlined in the report, a Strategic Plan has been developed so as to provide guidance to the Committee. The Strategic Plan is attached to the Business Paper as Annexure O. (a) Governance/Policy Implications

Council adopted the Australian Celtic Festival Strategic Plan 2010-2020 in March 2011. The purpose of the strategic plan is to establish an agreed direction for the Australian Celtic Festival and define improvements to ensure visitor satisfaction


Page 101

and financial sustainability for a 10 year period. The plan was achieved through a process of stakeholder consultation, research and discussion with participants and visitors to the event, and the use of survey and interview data.


The Australian Celtic Festival Committee is a Community Committee of Council under the provisions of Section 355 of the Local Government Act 1993.


Council’s voluntary community committee is managing an event that is expected, and has the capacity, to increase economic value to our community. This increase in value, visitor numbers and consumer recognition will create further employment and lifestyle opportunities for our residents.



The Australian Celtic Festival injects close to $1.5 million into the Glen Innes Severn Local Government Area’s business economy through accommodation, dining, entertainment and shopping by attendees to the festival. The festival is now the signature event of the Glen Innes Severn Local Government Area and requires continued Council support.

CONCLUSION The Australian Celtic Festival requires the continued support of Council, the business community and the residents of the LGA to remain a viable economic stimulant for the region. There is the danger that unless a significant upgrade to the Australian Standing Stones Site is undertaken, a younger demographic is reached, a major corporate partner engaged and an entertainment program that stretches across all genres is developed, the festival will fall away and be overtaken by the many other festivals on offer to our audience.

The review of the Australian Celtic Festival Plan 2010 – 2020 endeavours to address these challenges.

RECOMMENDATION

That Council adopts the reviewed Australian Celtic Festival 2010 – 2020 Strategic Plan attached to the Business Paper as Annexure O.


Page 102

9.22 Department of Development, Regulatory and Sustainability Services: Monthly Reporting October 2014


SUSTAINABILITY SERVICES Author: Kathleen Taminiau – Administration Officer PURPOSE The purpose of this report is to identify statistical information in relation to the activities of the Department of Development, Regulatory and Sustainability Services for the 12 months from 1 July 2014 to 30 June 2015. This report covers the period from 1 July 2014 to 31 October 2014. BACKGROUND The Department of Development, Regulatory and Sustainability Services division of Council is responsible for the following key functions: Regulatory and Planning Services

Planning;

Building;

Environmental Health;

Regulatory Services.

Tourism and Events

Tourism;

Events.

Integrated Water and Sustainability Services

Environmental Management;

Integrated Water and Sustainability Services. (a) Relevance to Integrated Planning and Reporting Framework The statistical information contained within this report demonstrates the work

carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2013-2023, Delivery Program 2013-2017 and Operational Plan 2014-15.

(b) Financial Considerations Provision is made in the 2014-15 Operational Plan to fund the activities and

programs as listed in this report. COMMENTARY A report of statistical data will be presented to Council each month for comparison purposes, showing the previous year’s totals, and the year-to-date figures for the current year.


Page 103

REGULATORY AND PLANNING SERVICES DEVELOPMENT APPLICATION (DA) DATA

2013 – 2014

2014 – 2015 Year to Date

Total Number of DAs Determined 119 34

Average Determination Time (days) 18.43 16.24

Value of DAs $8,159,082 $2,352,038

Number of Single Dwellings 23 8

Urban 9 3

Village 5 4

Rural 9 1

Number of Multi-Unit Dwellings Urban 14 1

Village 0 0

Rural 0 0

Number of Commercial Developments 21 4

Number of Industrial Developments 6 2

Withdrawn 3 0

Refused 3 1

COMPLYING DEVELOPMENT APPLICATION (CDC) DATA

2013 – 2014

2014 – 2015 Year to Date

Total Number of CDCs 41 15

Value of CDCs $2,643,591 $789,580

Number of Single Dwellings 14 2

Urban 6 2

Rural 5 0

Village 3 0

DEVELOPMENT APPLICATIONS AND COMPLYING DEVELOPMENT CERTIFICATES: Determinations issued – OCTOBER 2014 Section 101 of the Environmental Planning and Assessment Act 1979, as amended, precludes a challenge to the validity of consent more than three (3) months after the date of public notification of the consent. Consents are available for public inspection, free of charge, during ordinary office hours at Council’s Church Street office. In accordance with Section 101 of the Act and Clause 124 of the Environmental Planning and Assessment Regulation 2000, the following determinations are publicly notified:


Page 104

CDC Number

Description

10/14-15 Residential - Alterations and Additions 477 Gwydir Highway, Glen Innes

11/14-15 Residential - Alterations and Additions 213 Ferguson Street, Glen Innes

12/14-15 Residential – Single New Dwelling 37 Galloway Place, Glen Innes

13/14-15 Residential - Alterations and Additions 112 Grey Street, Glen Innes

14/14-15 Residential - Alterations and Additions 123 Gough Street, Deepwater

15/14-15 Residential - Alterations and Additions 80 Forbes Street, Deepwater

DECLARATION OF INTEREST BY APPLICANT OF A DEVELOPMENT APPLICATION/CONSTRUCTION CERTIFICATE/ COMPLYING DEVELOPMENT CERTIFICATE

DA Number

Description

19/14-15 Community Facility 71 Grey Street, Glen Innes

20/14-15 Residential – Single New Dwelling West Furracabad Road, Glen Innes

23/14-15 Commercial/retail/office 102 Church Street, Glen Innes

26/14-15 Residential - Garage 77 Derby Street, Glen Innes

27/14-15 Residential - Alterations and Additions 221 Lambeth Street, Glen Innes

28/14-15 Residential – Single New Dwelling 15 Bourke Street, Deepwater

29/14-15 Residential – Single New Dwelling 2126 Wellington Vale Road, Deepwater

30/14-15 Residential –New Duplex Dwelling 7A Bourke Street, Glen Innes

33/13-14 Amended

Commercial/retail/office 52 Wellington Vale Road, Deepwater

Nature of Interest

Number Received 2013-2014

Number Received

YTD

Number Received

this period

Application Number

Date Received

Comment

Political Gifts and Donation

0

0

0

Applicant or owner is an employee of GISC or a Councillor

14

6

1

DA 29/14-15

2/10/2014

Considered at Development Assessment Unit and the applicant/owner has no involvement in approval process

Applicant with any relationship to staff or Councillor

4 0 0 Relationship

outside the approval process


Page 105

NUMBER OF 149 (ZONING) CERTIFICATES ISSUED Section 149 Certificates are issued under the provisions of the Environmental Planning and Assessment Act 1979. It is compulsory for every property sold to be accompanied by a 149 Certificate.

2013-2014 2014-2015 Year to date

317 123

SUBDIVISIONS – NUMBER OF NEW LOTS APPROVED On 14 September 2012, the Glen Innes Severn Local Environmental Plan 2012 was gazetted. Any subdivision applications lodged after this time are assessed under the 2012 plan provisions. However, if an application was lodged prior to 14 September 2012, the provisions of the former Severn Local Environmental Plan 2002 or the Glen Innes Local Environmental Plan 1991 apply (relative to where the land is situated). For ease of interpretation, any subdivisions approved under either of the former instruments (Severn LEP 2002 or Glen Innes LEP 1991) have been combined. The tables below identify the various types of new allotments created under the respective planning instruments:

Glen Innes LEP 1991 and Severn LEP 2002 Land Use

2012-2013

Residential 6

Village 3

Rural Residential 6

Business 2

Industrial 0

Rural 14

Totals 31

Glen Innes Severn LEP 2012

2012-2013 (from 14/9/12 to

30/6/13)

2013-2014

Year to Date 2014-2015

RI General Residential 4 11 4

Strata 4 0 0

RU5 Village 5 0 0

R5 Large Lot Residential 0 0 0

Business Zones, B2,B4,B6 0 0 0

Industrial In1, In2 0 0 0

RU1 Primary Production 1 6 2

Totals 14 17 6


Page 106

ON-SITE SEWAGE MANAGEMENT STRATEGY The table below provides Council with the progress of the inspection regime of on-site sewage management systems, in accordance with Council’s adopted On-Site Sewage Management Strategy:

Classification of On-site System

Number of Systems

Registered

Number of Inspections

to Date

Total Number of

Systems with

defects requiring

rectification

Minor Defects

Major Defects

Number with Major Defects

with no response to

letter requiring repairs

Total Number Systems 1,358 1,019 241

67 174

108

Notes: All systems with defects have a letter sent to owner requiring repairs Major defects - effluent exposed - failed trenches etc Minor defects - effluent not exposed - not fenced, cracked lid etc PENALTY NOTICES Council’s Rangers perform a number of regulatory functions which require, at times, the issuing of Penalty Infringement Notices. The main offences include Companion Animal matters, failure to comply with the Australian Road Rules and the offences such as dumping of rubbish under the Protection of the Environment Operations Act 1997.

Penalty $

2013/

2014

2014/2015

Current Month

Number of Penalties

Current Month

Penalties $ value

Year to Date

Number of Penalties

Year to Date

Penalties $ value

Parking

Timed 101 18 0 0 0 0

Bus Zone 236 0 0 0 0 0

Loading Zone 169 0 0 0 0 0

Disabled Zone 506 0 0 0 0 0

Animal Control

Registration (old penalty) 165 6 0 0 0 0

Registration (01/01/2014) 275 14 0 0 1 275

Identification 165 1 0 0 0 0

Dogs not under effective control

220 3 0 0 0 0


Page 107

Penalty $

2013/

2014

2014/2015

Current Month

Number of Penalties

Current Month

Penalties $ value

Year to Date

Number of Penalties

Year to Date

Penalties $ value

Fail to take precautions to prevent dog escaping

220 1 0 0 1 220

Own dog that Attacks 550 3 1 550 1 550

Dogs Unmuzzled (Greyhounds)

165 0 0 0 0 0

Fail to comply with Nuisance Order

275 3 0 0 0 0

Other

Waste 750 0 0 0 0 0

Transport waste to unlawful waste facility

5000 0 0 0 1 5,000

Weeds 0 0 0 0 0

Fail to comply with Notice in a public place

110 5 0 0 0 0

Fail to comply with Order 330 0 0 0 0 0

Development without consent (individual/other)

750 0 0 0 0 0

Building without Construction Certificate

750 0 0 0 0 0

Do Plumbing and Drainage (not Authorised)

1,100 0 0 0 0 0

Development without consent (corporation)

1,500 0 0 0 0 0

Allow to escape onto road any liquid / loose / Material waste

498 0 0 0 1 498

Total 54 0 0 5 6,543

NOTICE AND ORDER REPORT 2014/2015

Description Issued this

Period Issued

Year to Date

Overgrown Allotment (Order Number 21)

Intention 0 0

Order 0 0

Local Government Section 124 (Fencing Order Number 7)

Intention 0 0

Order 0 0

Local Government Section 124 (Number 27)

Intention 0 0

Order 0 0

Nuisance Dog Order Intention 0 1

Order 0 1


Page 108

Dangerous Dog Intention 0 0

Order 0 0

Keeping of Animals (Horses) Intention 0 0

Order 0 0

Local Government Section 124 Removal of Animals (Number 18)

Intention 0 0

Order 0 0

Clean-Up Notice/Notice of Entry 0 0

Prevention Notice 0 0

Noise Abatement Direction 0 0

Noise Warning 0 0

ANIMAL REGISTRATIONS

Description Current Month Total Year to Date 2014

Number of Animals Registered – August Number of Animals Registered – September

23 46

288

Total value – August Total value - September

$1,738 $4,528

$26,944


Page 109

IMPOUNDMENTS

CAT

IMPOUNDMENTS

Current

Month Total

YTD

2014-2015

Total

2013-2014

Start of Month 0 4 16

Seized 0 8 28

Dumped 5 5 6

Surrendered 7 7 1

Incoming Cat Total

12

24

51

Released 0 2 3

Sold 0 2 8

RSPCA 0 0 1

Feral/Infant 0 0 2

Euthanaised 0 6 23

Outgoing Cat Totals

0

10

37

End of Period

12

14

14

DOG

IMPOUNDMENTS

Current

Month Total

YTD

2014-2015

Total

2013-2014

Start of Month 0 4 36

Seized 10 55 190

Dumped 1 3 9

Surrendered 0 8 25

Incoming Dog Total

11

70

260

Released 6 41 135

Sold 0 2 19

RSPCA 0 2 12

Died at Pound 0 0 1

Illness/ Disease 0 0 9

Euthanaised 2 16 38

Euthanaised- Dangerous Dog

0 0 10

Outgoing Dog Totals

8

61

224

End of Period

3

9

36


Page 110

GLEN INNES SALEYARD 2014-2015 REPORT STATISTICS

Description Year to Date 2013-2014 2012-2013 2011-2012 2010–2011

Fat cattle

2,032

16,611 11,844 13,221 15,382

Cattle weighing

143 4,199

529 1,378 1,398

Special cattle sale

76 9,789

9,023 11,277 9,781

Total cattle 2,251 30,599 21,396 25,876 26,561

Cattle gross value

$1,335,832.97

$11,823,053.99

$11,442,997.03 $17,522,475.65 $ 11,157,544.40

Store sheep

0 0 0 2,777 4,182

Fat sheep

13,627 87,516 73,218 61,961 68,996

Total sheep 13,627 87,516 73,128 64,738 73,178

Sheep gross value

$1,106,049.30

$5,652,522.05 $4,471,179.30 $6,161,040.80

$ 8,243,812.80


Page 111

CAPITAL WORKS PROGRESS REPORT 1 November 2014

Section Description Original Budget

Approved Budget

Variation


Completed Comments

Integrated Water and Sustainability Services –Water

Water Meters – New Services

$7,800 $10,319 No New connections made according to private works payments.

Water – Mains Extensions Glen Innes

$48,000

$19,212 No Mains extended in Heron Street. Mains extended in Dodd’s Lane.

Water - Mains Renewals

$252,000 $147,485

No CBD mains renewals.

Water - Service Renewals Glen Innes

$36,000 $11,976 No

Miscellaneous renewals undertaken as required.

Water – Reservoir Renewals

$120,000 $0 No

Water – Off Stream Storage Development

$50,000 $970,000 $107,569 No Project management commenced. Stage 2 earthworks underway. Red Range Road bores underway.

Water - Meter Replacements

$60,000

$31,115 No Water meters purchased and replacement program underway.


Page 112

Integrated Water and Sustainability Services –Sewerage

Sewer - Mains Extension

$12,000 $11,724 No Mains extended in Dodd’s Lane.

Sewer - Mains renewal

$410,000 $19,039 No Sewer manhole relining trial underway.

Sewer - Effluent reuse investigation

$24,000 $3,111 No Expressions of interest received.

Sewer - New Services

$10,000

$7,078 No Various locations.

Sewer - Pump Station renewals

$3,000

0 No

Sewer - Treatment Plant renewals

$10,000 $5,155 No Laboratory testing equipment renewed.

Sewer – relocate black waste dump point

$10,000 $0 No

Saleyards Upgrade to Sheep Yards

$30,026

$1,693 No Minor works commenced.

Upgrade to Cattle Yards

$25,020 $11,561 No Dividing fence in holding yard replaced and hay feeder completed.

Upgrade to Single Deck Loading Ramp

$40,000 $0 No Quotation documentation prepared and quotations being called. Quotations being assessed.

Waste Management

Landfill Upgrade (weighbridge and other works)

$254,000

$487 No Preliminary design work commenced.

Economic Affairs

Public Toilets – Town Hall

$180,000 $131,299 No Quotations received and order committed. Work commenced on 13/10/2014.

Renovations to Bus Lounge VIC

$25,000 $0 No


Page 113

TOURISM, EVENTS AND ECONOMIC DEVELOPMENT STATISTICAL INFORMATION

VISITOR CENTRE ENQUIRIES

Period Ending October 2013

Period Ending October 2014

CHANGE + - %

Front Counter Enquiries 10,677 11,144 4.37%

Information Mailed To Visitors 827 492 -58.89%

Bulk Visitor Guides Distributed* 4,600 5,930 28.91%

Coach Groups Passengers

16 505

14 513

-12.50% 1.58%

*Includes guides and information distributed at Caravan and Camping Shows and other VICs.

COACH & PASSENGERS

OVERVIEW Visitation through the VIC continues to increase each month, with a 4.37% increase over the previous year’s corresponding reporting period. Whilst coach visitation has been highlighted as a concern over the past six (6) months, there has seen a turnaround for October with 319 visitors through the Centre. This is in contrast to 205 passengers over the previous year’s corresponding reporting period.


Page 114

As reported last month, discussions commenced with Expanding Horizons to further drive the important coach segment to our region. Expanding Horizons has been operating for over 20 years, with an established network of clients (over 100 bus companies) turning over $14 million of domestic coach sales of which 75% is in regional areas. A recent visit to Glen Innes by Expanding Horizons included discussions on making Glen Innes a base stop for a minimum of three (3) nights whilst visitors travel to regions around our area. Whilst the program discussions include visitation during our winter months as well to our major festivals and events, there is an indication that the program could include stops in most other months. New England High Country (NEHC) Update NEHC member Councils are currently working together with Inland NSW Tourism (with the exception of Inverell) and have made application under Quarantined Funding for a $331,000 Marketing Campaign to commence in February 2015. Quarantined funding is managed by Inland NSW and to have any chance of success in receiving funding applicants must be a member of Inland NSW Tourism. Inverell Council has chosen not to be a financial member of Inland at this point in time and thus the application for funding under the current round only includes Walcha, Uralla, Armidale, Guyra, Tenterfield and Glen Innes. This program aims to increase the appeal of a holiday to the New England High Country and deliver a collaborative marketing approach drawing together six (6) Local Government Areas. The aim is to partner with Destination NSW (DNSW) and www.visitnsw.com on the delivery of a significant digital campaign promoting experience based itineraries and bookable products. The primary digital activity will be tactically supported by the development of two (2) New England High Country Destination Guides (Northern and Southern) and promotion of the region’s key event offerings (Minerama Fossicking Gem and Jewellery Show and Australian Celtic Festival) on regional television. The Glen Innes Severn Tourist Association Inc. has continued to support marketing initiatives for Glen Innes Severn, with a contribution of $15,000 toward the campaign. In addition to the NEHC campaign, a summer television destination campaign is to air for the Glen Innes Severn region during December and January into the Newcastle to Gold Coast coastal strip and Toowoomba Darling Downs regions. The Glen Innes Tourist Association. Inc. is also contributing a further $5,000 toward this campaign. Grant Funding Applications In addition to the above submission, an application for Regional Flagship funding has been lodged with DNSW for the Minerama Fossicking, Gem and Jewellery Show. The application is seeking funds of $20,000 per year for three (3) years. DNSW received some 190+ expression of interest submissions, with Minerama making the final cut of 73 events that were requested to make a formal submission. Advice regarding the outcome of the submission is expected by 30 November 2014.

The Regional Flagship Events Program supports the marketing of events that play an important role in bringing visitors to regional NSW. Increased visitation can deliver much needed tourist dollars to communities and strengthen the regional economy. To be funded under the Regional Flagship Events Program, events must have tourism potential and reflect the character and culture of an area and act as a “flagship” for their region.

http://www.visitnsw.com/


Page 115

Destination NSW provides funding in $10,000 one-off grants or triennial funding of $20,000 per year for three (3) years to event organisers to support the marketing and advertising of events.

Since 1996, the NSW Government has provided more than $5.1 million to support more than 235 events in regional NSW.

INTEGRATED WATER AND SUSTAINABILITY SERVICES WATER SUPPLY Water Quantity and Quality Flow has ceased in the Beardy Waters, with the level at 400mm below full supply level. Level Four (4) restrictions are in force at the time of writing this report. Water Infrastructure National Accredited Testing Authority (NATA) accredited laboratory test results have demonstrated that the Deepwater Treatment Facility and Glen Innes Water Treatment Facility have continued to produce water that meets all requirements of the Australian Drinking Water Guidelines. Dosing of chlorine tablets into the Blue Hills reservoir is carried out twice weekly to maintain chlorine residual in the network. Installation of new chlorinators and injectors has been completed at the water plant in accordance with the recommendations of the Drinking Water Quality Management Plan. Broken baffle boards in the water treatment plant clarifier have been replaced with recycled PVC baffles during the six (6) monthly cleaning operation. Water services have been renewed at 299 Bourke Street and 301 Bourke Street. Meter replacements have been carried out following the analysis of meter readings for the September quarter. Eighty six (86) metres of 100mm diameter blue brute has been installed to service a new development in Dodd’s Lane. A new 20mm water service has been installed in Dodd’s Lane. Water main leaks have been repaired at the Lang Street Depot and at 33 Hilton Street.


Page 116

SEWERAGE SYSTEM Pump stations are inspected and cleaned weekly. Routine tests, monitoring and maintenance are ongoing. Sewage pump stations have been cleaned weekly. Routine testing of water discharged to Furracabad Creek has been carried out according to Council’s EPA licence no. 576, with results published on Council’s website. A sewer mains extension of 18 metres at 197 Lambeth Street has been completed with a new connection into boundary. Eighty five (85) metres of 150mm PVC sewerage pipe has been completed in Dodd’s Lane in conjunction with the water main. Sewage chokes have been cleared at the following addresses: Utz Lane, corner of Wentworth Street and Derby Street, 10 Oxford Street, Home Living in Grey Street, Crossman Lane, and the Deepwater Caravan Park. A concrete vent stack at 31 Lambeth Street was removed.

NOXIOUS WEEDS Weeds Education and Awareness A Serrated Tussock Noxious Weeds identification and control article was submitted to the Glen Innes Natural Resource Advisory Committee’s (GLENRAC) for the November / December Newsletter. As has been previously mentioned, Serrated Tussock has been listed as the worst perennial grass weed in Australia. It is classified as a Weed of National Significance (WONS) under the National Weed Strategy with a national strategy developed for its management. GLENRAC distributes 1,100 newsletters and also displays the newsletters on its website. Operational Roadside Herbicide Control Council’s rural and town roadsides have been inspected, and an operational control program has been drafted for the 2014-15 season. During this period Council’s weed control contractor has completed the chemical spraying of Chilean Needle Grass throughout the rural roadsides in the Council Local Government Area. The Town spraying of Chilean Needle Grass will be the next operational works to take place. The next noxious weed to be chemically controlled will be St John’s Wort.

Noxious Weed Grant The Glen Innes Severn Council has been recently notified by the Northern Inland Weeds Advisory Committee (NIWC) that under the NSW Weed Action Plan Grant Submission, Council has been successful in receiving Weed Funding for the 2014-15 season. The funding received is $1,645 more than the funds received for the last financial year, which is a real bonus considering the current Government’s financial situation. Inspections Private property inspections have taken place at Shanonvale, Wellingrove and in the Glen Innes Township.


Page 117

Private Property Inspections

Number of Inspections 23

Letters 0

Show Cause Letters 0

Notices 0




Nil (d) Environmental Implications


Nil. CONCLUSION

The statistics in this report deliver information to Council on the key activities undertaken in Council’s Department of Development, Regulatory and Sustainability Services for October 2014.

RECOMMENDATION



Page 118

9.23 Corporate Management: CBD Revitalisation

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Keith Appleby – Acting Director of Infrastructure Services

David Dadley – Project Manager (CBD Revitalisation)

PURPOSE The purpose of this report is to update Council on the progress of works in Grey Street between Bourke and Meade Streets for the CBD project. BACKGROUND At the Council meeting held on 24 February 2011, Council adopted the following recommendation:

That Council adopts the Glen Innes CBD Master Plan, subject to operational variations that maybe required as each stage of the plan is implemented. (a) Relevance to Integrated Planning and Reporting Framework

The implementation of the CBD Master Plan is a key strategy within the Community Strategic Plan to achieve the objective “To build on and expand business/industry across the LGA and specifically in the Glen Innes CBD”.

(b) Financial Considerations The table below summarises the expenditure to date for the CBD project from Meade to Bourke Street, broken up by the work stage:

PROJECT

Original Budget Expenditure

2012/13 and 2013/14

YTD 2014/15

Total Expenditure

to date

Meade Street to Bourke Street

$ $ $

Stage A Meade Street 28,200 17,116 5,612 22,728

Stage B Centre Parking 39,901 26,176 35,731 61,906

Stage C Centre Parking 49,026 13,519 23,368 36,887

Stage D Centre Parking 39,101 13,793 39,902 53,695

Stage E Town Hall Laneway 23,270 637 59,310 59,948

Stage F Centre Parking 22,866 1,795 13,222 15,017

Stage G Centre Parking 19,138 6,588 49,416 56,004

Stage H Western Side 63,704 46,950 4,187 51,137

Stage I Western Side 29,046 33,181 11,757 44,938

Stage J Western Side 32,009 13,665 24,161 37,826

Stage K Western Side 25,850 6,162 25,041 31,203

Stage L Eastern Side 37,751 6,254 26,815 33,070

Stage M Eastern Side 30,013 10,644 19,481 30,125

Stage N Eastern Side 44,497 3,047 32,402 35,449

Stage O Eastern Side 32,646 5,029 28,176 33,205


Page 119

PROJECT

Original Budget Expenditure

2012/13 and 2013/14

YTD 2014/15

Total Expenditure

to date


$ $ $

Stage P Town Square 510,371 4,681 225,544 230,224

Stage Q Town Hall Car Park 275,000 - 28,639 28,639

Stage R Blisters and Median 20,046 - 7,692 7,692

Stage S Blisters and Median 15,324 - 10,152 10,152

Stage T Blisters and Median 20,245 - 9,119 9,119

Stage U Blisters and Median 16,645 67 16,119 16,186


Landscaping / Streetscaping General 63,935 5,143 124,804 129,947


Contingency non-specific 89,633 230,481 78,908 309,389

Total

$1,528,215

$444,928 $899,558 $1,344,486

It should be noted that the actual expenditure from 2012 to date, identified above, has been reviewed and has been re-allocated and therefore will differ from previous months. As indicated above, the project is on track and expenditure is under control. The significant allocation under the Meade Street to Bourke Street contingency is yet to be allocated between the various stages; it relates to expenditure that was difficult to allocate to one (1) segment (or stage) alone. COMMENTARY Grey Street Works Update: Bourke Street to Meade Street: Works are progressing well and are scheduled to be finished during the second (2nd) week in November. The following works remain to be completed:

Completion the rendering of the garden beds and blisters;

Construction of toilets in the Coffee Shop courtyard;

Installation of tactile indicators;

Town Hall Carpark;

Public Art; and

Street signage.

Communication to the business houses continues with the “Grey St Beat” being delivered on a regular basis. Discussions with the business operators and owners has generally been positive, with Council receiving good feedback in regard to our endeavours to keep the businesses advised of the progress of works and any changes proposed.


Page 120

Public Art: As a part of the implementation of the Master Plan, public art forms an integral part of the design of the streetscape. (a) Governance/Policy Implications

There are no governance or policy implications associated with this works update.

(b) Legal Implications There are no legal implications associated with this works update.


Consideration has been given to minimising the impact of works on business and residents.


Environmental controls will be implemented during works to mitigate assessed environmental risks.

(e) Economic/Asset Management Implications There are no economic/asset management implications associated with this works update.

CONCLUSION Works are progressing well, with the streetscape starting to resemble the final layout. Subject to the normal variables, such as weather and external delays, the project is on track to be delivered on time and under budget. The project will be completed in time for the opening ceremony, which is scheduled for Saturday, 22 November 2014.

RECOMMENDATION

1. That Council notes the information in this report.

2. That Council notes that the project will be largely completed by the day of the Council Meeting.


Page 121

9.24 Department of Infrastructure Services: Monthly Reporting October 2014

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Keith Appleby – Acting Director of Infrastructure Services PURPOSE The purpose of this report is to review the progress of the Department of Infrastructure Services towards completing the works objectives identified in the 2014/15 Glen Innes Severn Council Operational Plan. BACKGROUND (a) Relevance to Integrated Planning and Reporting Framework

Council’s Operational Plan sets out the capital projects and maintenance works to be undertaken during the financial year.

(b) Financial Considerations Recommendations for budget modifications are included as part of this report, where necessary.

COMMENTARY 1. Maintenance Activities

1.1 Regional Roads: Ongoing ground vegetation control and pot-hole repair on regional roads.

1.2 Local Sealed Roads:

Pot-hole patching has been carried out on Red Range Road, Bald Nob Road, Pinkett Road, Tent Hill Road and Mount Mitchell Road, as well as within Glen Innes and the villages of Glencoe, Red Range and Emmaville. Guidepost and sign replacements have been carried out in the Shannon Vale area, and along both Maybole and Old Ben Lomond Roads.

1.3 Local Unsealed Roads:

Roads graded since the previous report have included Coopers Road, Old Grafton Road, Loosemores Road, Piggery Road, Mitchell Lane, Ten Mile Road, Pinkett Road, Kookabookra Road, Pretty Valley Road and Ryans Road.

Road Hierarchy Unsealed Network

kilometres

Grading to

6 November kilometres

% Network Graded

2014/15 Annual Maintenance

Budget

Expenditure as at 13

November

% of budget

(28% of year elapsed)

Rural Major Collector 8.4 4.1 48% $8,340 $2,145 26%

Rural Minor Collector 39.9 10.2 25% $35,896 $11,368 32%

Local Access Type A 208.2 104.1 50% $112,779 $94,556 84%

Local Access Type B 378.3 125.5 33% $159,889 $108,867 68%

Local Access Type C 104.9 29.2 28% $19,088 $24,290 127%

Rural Formation Only 9.3 0.0 0% $1,988 $0 0%

Urban Unsealed 20.1 0.0 0% $7,349 $0 0%

Totals 769.0 273.1 36% $345,329 $241,226 70%


Page 122

Please note that there is a time delay between grading being performed and grading data being transferred to Council’s mapping system. Therefore, the actual grading completed may be greater than the percentage (%) in the network graded column.

20

kilometres

100

LAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEY

RANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEY

MATHESONMATHESONMATHESONMATHESONMATHESONMATHESONMATHESONMATHESONMATHESON

DIEHARDDIEHARDDIEHARDDIEHARDDIEHARDDIEHARDDIEHARDDIEHARDDIEHARD

RED RANGERED RANGERED RANGERED RANGERED RANGERED RANGERED RANGERED RANGERED RANGE

WELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALE

KINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATE

PINKETTPINKETTPINKETTPINKETTPINKETTPINKETTPINKETTPINKETTPINKETT

BALD NOBBALD NOBBALD NOBBALD NOBBALD NOBBALD NOBBALD NOBBALD NOBBALD NOB

CAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETA

KOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRA

GLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGIN

SHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALE

DUNDEEDUNDEEDUNDEEDUNDEEDUNDEEDUNDEEDUNDEEDUNDEEDUNDEE

WASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOL

MORVENMORVENMORVENMORVENMORVENMORVENMORVENMORVENMORVEN

YARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORD

WELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVE

ROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVER

MOOGEMMOOGEMMOOGEMMOOGEMMOOGEMMOOGEMMOOGEMMOOGEMMOOGEM

GLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVIS

GLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNES

REDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONE

OBANOBANOBANOBANOBANOBANOBANOBANOBAN

GLENCOEGLENCOEGLENCOEGLENCOEGLENCOEGLENCOEGLENCOEGLENCOEGLENCOE

STANNUMSTANNUMSTANNUMSTANNUMSTANNUMSTANNUMSTANNUMSTANNUMSTANNUM

BEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMOND

EMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLE

MOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELL

CHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDI

Fig. 1: Last grading date for unsealed local roads

Last Grading Date for Unsealed Roads

31/07/2014 to 07/11/2014

11/06/2014 to 31/07/2014

14/01/2014 to 11/06/2014

30/04/2013 to 14/01/2014

Prior to 30/04/2013


Page 123

1.4 Bridges and Causeways: Bridge inspections to prioritise bridge maintenance and renewal works have now

been completed. A separate report is presented for consideration with the resources available.

Rehabilitation work of the Morven Road causeway has been completed. 1.5 Town and Village Works: Street sweeping has been undertaken on urban roads, including Grey Street and

the New England Highway. Pot-hole repair has been carried out on local urban roads. Sign maintenance has been undertaken within Glen Innes and the villages.

1.6 Sundry Debtor Works Minor private works are ongoing. 2. Recreation and Open Spaces

2.1 Cemeteries Weed spraying and mowing has commenced at all cemeteries. Work has commenced on the installation of the Emmaville Cemetery beam, and the contractor has also been appointed to install a new beam in the lawn section of Glen Innes Cemetery.

2.2 Parks and Sporting Fields

Storm damage has been cleaned up, and whipper snipping carried out through parklands.

2.3 Swim Centres

The Glen Innes amenities are now completed. Work has commenced on the separation of the Emmaville toddlers’ pool, and the Glen Innes toddler’s pool separation is to commence once the Emmaville work is completed.

2.4 Other Open Spaces Gardens are complete in the CBD and the rock walls have been constructed.

Some minor street tree pruning has been carried out. Courtyard maintenance has been carried out.

3. Glen Innes Aggregates The sales figures for October were $332,199.60. Mobile crushing has commenced with mixed results, as dust has been an issue whilst crushing in the western pit; however, 13,500 tonnes of material has been produced. Glen Innes Aggregates delivered 7,500 tonnes of MB20 road base material to the Roads and Maritime Services (RMS) for the New England Highway reconstruction north of Glen Innes. Quotes are currently being prepared for the supply of material for the airport runway works. The following graphs for October 2014 are for information purposes.


Page 124

Above: Graph showing Sales Budget vs. Actual for October 2014

Above: Graph showing Sales Budget vs. Actual for 2014-15


Page 125

Above: Tonnes Crushed for October 2014

4. Plant and Equipment A replacement bogie-drive Hino tipper (plant number 2103), capable of carrying a 7,000 litre slip-in water tank and spray bar, was delivered on 12 November. The old Hino tipper (plant number 1103) and steel slip-in water tank has been acquired by the Glen Innes Aggregates quarry for dust control purposes. Quotations are now being evaluated for a second (2nd) set of portable traffic lights, and for the replacement of three (3) light vehicles. Specifications are being developed for the replacement of a further four (4) light vehicles, and a replacement low loader and grader with drawn compactor.

5. Grants A submission is being prepared to Roads and Maritime Services (RMS) for the remarking of 40km/h patches and dragons-teeth pavement markings around school zones.

6. Capital Works The list of capital projects includes provisional dates for commencement / completion (please see the table at the end of the Commentary section of this report). These dates are subject to weather delays, or other project issues outside of Council’s control.


Page 126

2012/13 programme (continuing works)

Description Budget Proposed Revised Budget

Approved Revised Budget


Completed

Comments – it should be noted that scheduling may be revised due to weather and factors outside Council’s control

Joss House Road realignment.

$ 10,000 $ 25,483 Nil. $ 14,910 No.

Comments: Scheduled for March 2013. All neighbouring property owners’ concurrence has been obtained, and a road closure application lodged with Crown Lands Office. Works commencing before 30 June 2013. Work commenced in the last week of June. Works were delayed due to saturated ground conditions. Works will commence as resources permit. Road works are now complete. Culvert needs to be installed. Roadwork was completed prior to Christmas, with the exception that a concrete dish drain installed near the start of Joss House Road will be upgraded to a culvert. Original design plans included a dish drain at the entrance so that works could meet the original budget. In a site inspection with residents it was later decided to upgrade this dish drain to a culvert, to minimise future road maintenance. Savings were identified from other projects to supplement the project budget. Works were completed as soon as weather conditions and resources allowed, based on the original design plans. The dish drain will be relocated to a suitable alternate location. Due to the many old road reserves at this location the Land Titles Office (LTO) requires a two (2) stage process to finalise land arrangements, and the survey plan may require minor amendment prior to resubmission to the LTO. Land and Property Information (LPI) has granted an extension until 20 August 2014 for survey requisitions to be satisfied and the plan of subdivision registered. The surveyor has submitted an amended survey plan to the LTO. A further extension has been granted until 1 December 2014. Replacement survey plans were received on 9 October and will need to be re-signed by all previous parties, processed by Crown Lands, and re-lodged with LPI. Plans have been signed by the land owner and forwarded to Crown Lands for processing.


Page 127

2013/14 programme



Expenditure to Date

Completed


Urban Drainage - Cameron's Lane (Primary School Bus Bay)

.

$ 52,000 $ 19,652 Planning is underway. Quotes being sought for materials. Materials have been ordered and the job scheduled to commence on 14 April 2014, which will cause minimal impact with schools on holidays. This job has now been completed.

Urban Drainage - West Avenue.

$ 15,000 The design has not commenced. Relining to be undertaken in conjunction with sewer relining project. Relining was not able to be undertaken with the sewer relining project.


Page 128

2013/14 programme



Expenditure to Date

Completed


Airport development works.

Draft budget shown. Subject to final design and agreement by Australia Asia Flight Training (AAFT).

$ 291,487

No. The survey and geotechnical investigation are complete. A detailed design is in progress. Pipes for drainage were ordered prior to Christmas and due for delivery in the third (3rd) week of February. A quote is being prepared for the developer for construction of the car-park and other areas. Box culverts arrived on 20 February 2014. Work on Gordon Smith Drive is due to start in the week commencing 3 March 2014.

Additional Comments: Work has commenced with installation of box culverts. The pegging out and formation of Gordon Smith Drive has commenced. The car-park has had 20 percent (20%) stripped. Ch3 - 30 has had the excavation completed and sub base course at 100%. The cattle grid has been removed. Ch30 - 160 has had sub base course completed. Ch160 - end shoulders have been excavated and backfilled ready for the base course. Box Culverts on the car-park have been installed, as well as one (1) out of two (2) on the fuel road. That leaves one (1) on the future car-park and fire shed and airstrip access road to be installed. The house has not been pulled down yet. The shed has been demolished but the concrete slab still remains to be taken away. The Emmaville Road has been pegged but the excavation of the shoulder widening has not been started. This project was put on hold whilst waiting for the developer’s contribution. However, given the funding received will cover the cost of the entrance road, this component will recommence as resources come available following completion of CBD stages. Works have resumed on Gordon Smith Drive and are ready for bitumen sealing in conjunction with CBD project. Bitumen sealing has now been completed.


Page 129

2013/14 programme



Expenditure to Date

Completed


Glen Innes Regional Airport (GIRA) Transport Infrastructure Upgrades

Expenditure Expenditure Expenditure

Item Description Estimate February 2014 March 2014 May 2014

1 Upgrade Emmaville Road/Gordon Smith Road intersection $ 231,861 $ 60,150

$ 82,386

$ 175,216

2 Gordon Smith Drive

3 Main car-park, including chainage 145 access $ 226,789 $ 21,908 $ 30,940 (reported as

$90,504 in error)

$ 30,940

4 Lighting conduit within car-park $ 6,400

5 Fuel access road $ 85,500

6 Access road, chainage 141 hangar access $ 13,000

7 Access road, chainage 220 college service road $ 28,500

8 Access road, chainage 224 airside access $ 16,000

9 Upgrade Bullock Mountain Road/Emmaville Road intersection

TBA $ 2,600

$ 2,600

$ 2,600

10 Upgrade Grafton Street /Coronation Avenue intersection

TBA $ 3,580

$ 3,580

$ 4,600

11 Upgrade Ferguson Street/Coronation Avenue intersection

TBA $ 9,000

$ 9,000

$ 9,000

12 Airside Taxiway/apron upgrades $ 1,089,795

(subject to final design) $ 69,131

$ 69,131

$ 69,131

13 Line marking Emmaville Road, Gwydir Highway to Aerodrome

TBA

TOTAL $ 1,697,845 $ 166,369 $ 197,637 $ 291,487


Page 130

2013/14 programme



Expenditure to Date

Completed


Landfill Stage 2 upgrade. $ 167,228 No. Stage 1 Pre-construction planning phase. Part 5 Environmental assessment is complete. Site works commencing late November. Entrance works commenced. The design is in progress for the recycling drop-off area and improvements to the Materials Recovery Facility. Applications for grant funding to be sought under the NSW Government’s Waste and Resource Recovery Initiative. Grant funding cannot be sought retrospectively, so the works have been postponed until the grant process is completed. Applications for grant funding are now open and Council will apply for funding where possible. A grant application is in progress for a Community Recycling Centre. Applications close on 3 February 2014. The grant application has been submitted and approved.


Page 131

2013/14 programme



Expenditure to Date

Completed


Culvert at the foot of Rummerys Hill.

$ 100,000 $ 104,519 Yes. A site inspection was carried out on 22 January 2014. The inspection identified that this culvert needs to be widened on the outside of the curve (north-bound lane) to facilitate future widening of this section of Emmaville Road. Design brief to be finalised during the week commencing 31 March 2014. Calling for quotes for design for culvert extension. Works commencing in the week of 7 July 2014. Work has commenced on culvert. Concrete base is to be formed up and poured in the week beginning 18 August 2014. The crown units are ready for delivery when the base has cured. This project is now constructed and ready for bitumen seal in conjunction with CBD project. Bitumen seal has now been completed.


Page 132

2013/14 programme



Expenditure to Date

Completed


Red Range Road, to Mann River segment 220-050 rehabilitation.

$ 270,000 $ 267,134 Yes. Pavement testing has been completed. Pavement design has been completed. Awaiting final plans. Commencing design on 31 March 2014, with expected commencement of construction in early May 2014. Works to commence on 5 May 2014. Works have started and are progressing well. Sealing was carried out on 2 July 2014. Guideposts still need to be installed. Work has been completed in July.


Page 133

2013/14 programme



Expenditure to Date

Completed


Bridge Renewal (R2R), including:

Nine Mile Road, Severn River bridge sidetrack;

Mount Mitchell Road, Mann River Bridge;

Cherry Tree Road, Furracabad Creek Bridge;

Gulf Road, Beardy River Bridge;

Polhill Road, Wellingrove Creek Bridge;

Mount Slow Road, Yarrow River Bridge;

Glen Elgin Road, Glen Elgin Creek Bridge;

Shannon Vale Road, Mann River Bridge.

$ 340,000 $ 315,222 Yes. Non-destructive testing being sought to prioritise expenditure. A temporary bypass was completed on Nine Mile Road, Severn River Bridge. A bridge maintenance program was developed by Pitt and Sherry Engineers. The initial works program was adopted at the December 2013 Council meeting. The damaged deck planking has been replaced. Awaiting delivery of new girders. The new girders have arrived, and have been replaced on Shannon Vale Road. Work on Glen Creek Gulf Bridge is to commence on 4 June 2014. Mount Mitchell Bridge work will now be undertaken by contractors. Work on Glen Creek Gulf Bridge, and Shannon Vale Bridge, Mann River has now been completed. Major repair works on the Mount Mitchell Road, Mann River and Cherry Tree Road, Furracabad Creek bridges and the repairs on Polhill Road Bridge have been completed. Works at Mount Slow Road, Yarrow River Bridge were completed in August. Additional works conducted by the contractor on Polhill Road have been disputed and payment withheld pending repairs by the contractor.


Page 134

2013/14 programme



Expenditure to Date

Completed


Ten Mile Road/Mount Mitchell Road – final seals.

$ 40,000 $ 7,881 Yes. The final seal has been completed, but payment for Ten Mile work has been withheld until the sealing contractor repairs defects on other roads. Defects have been rectified and final payments made.

Rangers Valley Road (feedlot entrance).

$ 289,756 $ 863 Deferred to 2014/15.

Pavement design scheduled to be completed in January 2014. A site inspection was conducted on 18/2/2014 with Rangers Valley Feedlot management, with Rangers Valley Feedlot likely to contribute funds under private works to help improve the entrance. It may be possible to hold over this project to the 2014/15 financial year to allow Rangers Valley to budget for possible private works. Meeting to be scheduled with Rangers Valley Cattle Station to confirm scope of work.

CBD Upgrade. A separate monthly report is provided on specific CBD works and expenditure.


Page 135

2014/15 Programme Description Budget Proposed

Revised Budget


Expenditure to Date

Completed Comments – it should be noted that scheduling may be revised due to weather and factors outside Council’s control

Glen Innes Aggregates – Pre coat Machine.

$ 80,000 The Pre coat machine has now been ordered.

Glen Innes Aggregates – Loader Scales.

$ 12,000

Glen Innes Aggregates – Quarry Office Relocation.

$ 100,000 The design will be finalised next week ready for lodgement of the Development Application. This project is being considered to be deferred as there appears to be operational benefits in maintaining the scales in situ for as long as possible.

Glen Innes Swimming Pool – Upgrade.

$1,440,000 $ 141,751 Amenities refurbishment has commenced. Plumbing is almost completed and works are progressing on time and budget. There has been a slight delay in works with the opening date planned for 20 October 2014. The amenities works have now been completed.

Emmaville Swimming Pool.

$ 60,000 $ 72,046 Awaiting quotes. Works now 60% complete.

Emmaville Lawn Cemetery – Concrete Beam.

$ 5,200 $ 4,910 The Contractor has been engaged.

Glen Innes Cemetery – Columbarium Wall.

$ 8,000


Page 136


Revised Budget


Expenditure to Date


Playground Fencing – Deepwater Oval.

$ 18,300 The area has been measured. Quotes are now being sourced for supply of the fence. Specifications have been sent to three (3) suppliers for quotes.

Rural Heavy Patch Program.

$ 357,672

Gravel Re-sheeting and Wearing Course Works.

$ 200,000 $ 6,861 Minor resheeting was conducted on Maybole Road – suspended following the water tanker accident.

Local Sealed Rural Roads – Rural Bitumen Sealing Program.

$ 170,000

Local Unsealed Rural Roads – Gravel Re-sheeting – Deepwater Landfill Road.

$ 5,000 $ 3,720.22 Yes. Works have been completed. However, final expenditure is awaiting the addition of gravel costs before being finalised.

Urban Kerb and Gutter Replacement Program.

$ 80,000

Urban Footpath Renewal Program.

$ 30,000 Work has commenced on footpath construction near Glenwood Gardens.

Local Sealed Urban Roads - Urban Bitumen Resealing Program.

$ 68,250


Page 137


Revised Budget


Expenditure to Date


Local Sealed Urban Roads – East Avenue, Bourke to Meade Street Rehabilitation.

$ 100,000 $ 1,341 Pavement testing has commenced.

Local Sealed Urban Roads – Torrington Street, Church Street to Showground Rehabilitation.

$ 185,000 $ 1,264 The project has been reviewed. Heavy patch and reseal will be carried out, rather than full rehabilitation. Pavement testing has commenced.

Local Unsealed Rural Roads – Re-sheeting – Yahna Road, segment 180-020.

$ 27,000 $ 21,078 Yes. Works have been completed. However final expenditure is awaiting the addition of gravel costs before being finalised. Gravel costs have now been included in the final expenditure.

Local Unsealed Rural Roads – Re-sheeting – Gulf Road, segment 470-040.

$ 20,000 $ 14,922 Yes. Works have been completed. However final expenditure is awaiting the addition of gravel costs before being finalised. Gravel costs have now been included in the final expenditure.

Local Unsealed Rural Roads – Re-sheeting – Kings Plain Road – various segments (1.5 kilometres (km)).

$ 17,459 $ 15,015 Yes. Works have been completed. However, final expenditure is awaiting the addition of gravel costs before being finalised. Gravel costs have now been included in the final expenditure.


Page 138


Revised Budget


Expenditure to Date


Roads to Recovery (R2R) Funding.

$ 100,000

R2R Funding. $ 120,000

Causeways – Causeway Rehabilitation Morven Road, Ch. 4.8 km.

$ 35,000 $ 4,998 An inspection has been carried out and the project reviewed. This project can be reduced in scope to minor repairs. Repair works completed.

Regional Roads – Widen over Culvert at Foot of Rummerys Hill.

$ 105,000 $ 104,519 Yes. Steel has been purchased. Earthworks have been completed to prepare the site. Headwalls have been completed. Centre Line has been marked. Work to commence on road starting on 15 September 2014. Project is ready for sealing in conjunction with CBD project. Bitumen sealing and line marking has been completed.

Regional Roads – Coronation Avenue and Ferguson Street Intersection.

$ 105,000

Section 94 – Rangers Valley Road – segment 450-040 Rehabilitation.

$ 60,000 The project has been reviewed. Localised heavy patching only is to be carried out.


Page 139


Revised Budget


Expenditure to Date


Section 94 – Rangers Valley Road – Feedlot Entrance Improvements.

$ 304,244

Accelerated Bridge Program – Nine Mile Road.

$ 700,000

Accelerated Bridge Program – Furracabad Road.

$ 550,000

Accelerated Bridge Program – Mount Mitchell Road.

$ 550,000

Accelerated Bridge Program – Shannon Vale Road.

$ 550,000

Accelerated Bridge Program – Wentworth Street.

$ 220,000

Accelerated Bridge Program – Nobby Creek.

$ 150,000

Accelerated Bridge Program – Raynors Road.

$ 150,000


Page 140


Revised Budget


Expenditure to Date


Accelerated Bridge Program – Deepwater River.

$ 120,000

Accelerated Bridge Program – Coopers Road.

$ 40,000

Accelerated Bridge Program – Tablelands Road.

$ 40,000

Accelerated Bridge Program – Repair Works – various bridges (as identified in report).

$ 500,000

CBD Works. $2,286,213 Refer to separate report included in this Business Paper.

Airport Works – Car-park.

$ 155,000

Airport Works - Other Site Works – Items four (4), five (5) and seven (7).

$ 114,500

Airport Works – Taxi-way and Apron.

$1,020,800

Survey and Design Works for 2015/16 – Preconstruction Planning.

$ 83,527 Investigation of more efficient survey equipment in liaison with Gwydir Shire. Resource sharing and staff mentoring opportunities are being pursued.


Page 141

2014/15 Programme



Expenditure to Date


Storm Water Mains (Drainage) Renewal.

$ 50,000 Significant problems have been reviewed in Emmaville and Deepwater. Urgent design and mitigation is to be completed as a priority. The culvert in Park Street Emmaville has been renewed. Roads and Maritime Services have been lobbied to upgrade the drainage culvert under the New England Highway in Deepwater.

Pedestrian Access and Mobility Plan (PAMP) State Roads Works.

$ 80,000 $ 20,000 The funding offer from RMS is $20,000, for completing a pedestrian crossing of Church Street along the southern side of Meade Street, and a pedestrian crossing of Lang Street west of Church Street.

CPTIGS bus shelters, Maybole and Deepwater.

$ 37,142 $ 30,515 Shelters have been ordered. The slab has been prepared at Grahams Valley Road site, awaiting deliveries. Grahams Valley Road shelter is completed and the Deepwater shelter has now been delivered to the Depot.


Page 142

(a) Governance/Policy Implications Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures, including the adopted Schedule of Unsealed Maintained Roads.



Asset maintenance and renewal work is performed to manage public hazards and asset performance. Where feasible, maintenance and renewal activities are scheduled to minimise social impacts.


Capital works are designed, and operational staff members have received training, to assess and minimise the environmental impact of work activities.


Works are scheduled to fully utilise all funds allocated to capital and maintenance projects, so as to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION The current status of Infrastructure Services’ capital and recurrent works is documented above.

RECOMMENDATION



Page 143

10 CORRESPONDENCE, MINUTES, PRESS RELEASES

10.1 Correspondence and Press Releases

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Sarah Bundy – Records Supervisor The following reports, publications and press releases have been received and are available on request: Correspondence

OLG Circulars to Councils.

Press Releases

Member for Northern Tablelands, Adam Marshall;

Federal Member for New England, Barnaby Joyce;

Nationals Senator for NSW, John Williams;

Local Government NSW;

Australian Local Government Association;

Essential Energy;

Member for Northern Tablelands, Adam Marshall and Member for Lismore,

Thomas George;

Minister for the Arts, Troy Grant;

Prime Minister, Tony Abbott;

Minister for Small Business, Bruce Billson; Minister for Trade and Investment,

Andrew Robb and Minister for Agriculture, Barnaby Joyce;

National Heavy Vehicle Regulator;

Local Government Professionals;

Minister for Finance and Services, Dominic Perrottet and Member for Northern

Tablelands, Adam Marshall;

Grafton to Inverell Cycle Classic;

Young Achiever Awards;

Regional Achievement and Community Awards;

Australian Livestock Markets Association;

Shop Small.


Page 144

Publications

Deepwater Progress Association Newsletter, Number 304 – 2014.

RECOMMENDATION

That the information be noted.

10.2 Minutes of Committee Meetings for Information

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Sarah Bundy – Records Supervisor

ANNEXURE P The following minutes have been received from Committees of Council for the information of Council: Australian Celtic Festival Committee ................................................................... 14/10/14

Australian Celtic Festival Committee ................................................................... 11/11/14

Australian Standing Stones Management Board ................................................. 16/10/14

Minerama Committee ............................................................................................ 8/10/14

Open Spaces Committee..................................................................................... 23/10/14

Saleyards Management Committee ...................................................................... 17/9/14

RECOMMENDATION


10.3 Minutes of Other Organisations for Information

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Sarah Bundy – Records Supervisor The following minutes have been received from other organisations for the information of Council: Country Mayors Association of New South Wales ................................................... 8/8/14

Social Determinants of Health ............................................................................... 23/9/14

RECOMMENDATION



Page 145

11 REPORTS FROM DELEGATES The following is a list of meetings recently attended by Councillors:

Name of Councillor Name of Committee Date attended

Cr Colin Price Australian Standing Stones Management Board

15/10/14

Cr Michael Scherf Glen Innes Severn Tourist Association 13/10/14

Emmaville Mining Museum 16/10/14

Cr Malcolm Schumacher Australia Day Committee 1/10/14

Open Spaces Committee 23/10/14

RECOMMENDATION


12 REPORTS FROM COMMITTEES

13 MATTERS OF AN URGENT NATURE


Page 146

14 CLOSED COUNCIL REPORTS

CLOSED COUNCIL To consider Confidential Reports

(Section 10A(2) of The Local Government Act 1993)

Where it is proposed to close part of the Meeting, the Chairperson will allow members of the public to make representations to or at the meeting, before any part of the meeting is closed to the public, as to whether or not that part of the meeting should be closed to the public.

The Chairperson will check with the General Manager whether any written public submissions or representations have been received as to whether or not that part of the meeting should be closed to the public.

The grounds on which part of the Council or Committee meeting may be closed to the public are listed in Section 10A(2) of the Local Government Act 1993 and are as follows:

(a) personnel matters concerning particular individuals other than Councillors, (b) the personal hardship of any resident or ratepayer, (c) information that would, if disclosed, confer a commercial advantage on a person with whom the

council is conducting (or proposes to conduct) business, (d) commercial information of a confidential nature that would, if disclosed:

(i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor of the council, or (iii) reveal a trade secret,

(e) information that would, if disclosed, prejudice the maintenance of law, (f) matters affecting the security of the council, councillors, council staff or council property, (g) advice concerning litigation, or advice that would otherwise be privileged from production in legal

proceedings on the ground of legal professional privilege, (h) during the receipt of information or discussion of information concerning the nature and location

of a place or an item of Aboriginal significance on community land,

(i) alleged contraventions of any code of conduct requirements applicable under section 440.

Section 10A(3) of the Act provides that Council, or a Committee of the Council of which all the members are councillors, may also close to the public so much of its meeting as comprises a motion to close another part of the meeting to the public.

Section 10B(3) of the Act provides that if a meeting is closed during discussion of a motion to close another part of the meeting to the public (as referred to in section 10A(3) of the Act), the consideration of the motion must not include any consideration of the matter or information to be discussed in that other part of the meeting (other than consideration of whether the matter concerned is a matter referred to in section 10A(2) of the Act).

Section 10B(1) of the Act provides that a meeting is not to remain closed to the public during the receipt of information or the discussion of matters referred to in section 10A(2): (a) except for so much of the discussion as is necessary to preserve the relevant confidentiality,

privilege or security, and (b) if the matter concerned is a matter other than a personnel matter concerning particular

individuals, the personal hardship of a resident or ratepayer or a trade secret - unless the Council or committee concerned is satisfied that discussion of the matter in an open meeting would, on balance, be contrary to the public interest.

For the purpose of determining whether the discussion of a matter in an open meeting would be contrary to the public interest section 10B(4) of the Act states it is irrelevant that: (a) a person may interpret or misunderstand the discussion, or (b) the discussion of the matter may:

(i) cause embarrassment to the Council or committee concerned, or to councillors or to employees of the council, or

(ii) cause a loss of confidence in the Council or committee.


Page 147

RECOMMENDATION

1. That Council considers the confidential report listed on the Order of Business at Item 14.1 in a meeting closed to the public in accordance with Section 10A(2)(c) of the Local Government Act 1993.

2. That Council considers the confidential report listed on the Order of Business at Item 14.2 in a meeting closed to the public in accordance with Section 10A(2)(c) of the Local Government Act 1993.

gglleenn iinnnneess sseevveerrnn ......community consultation session guidelines 1. a period of 15...

Documents