ordinary meeting of council condobolin 23 october, 2013 ... › f.ashx › 201310... · ordinary...

ORDINARY MEETING OF COUNCIL

Condobolin

23 October, 2013

Council Chambers

Commencing at 9.00am

This is Page No.2 of the Business Paper of Lachlan Shire Council to be held 23 October, 2013 in the

Council Chambers, Molong Street, Condobolin

LACHLAN SHIRE –THE HEART OF NSW

Our Vision:

For the Lachlan Shire to be a resilient community

providing economic and social growth, through

evolving, agricultural, business and mineral activities

Mission:

To engage the community, providing and delivering

progressive services whilst implementing a long term

strategic plan leading to the social and economic

benefit of the community

This is Page No.3 of the Business Paper of the Ordinary Meeting of Lachlan Shire Council to be held 23 October, 2013 in Council Chambers, Molong Street Condobolin.

ORDINARY MEETING 23 OCTOBER 2013

AGENDA

1.0 CONFIRMATION OF THE MINUTES ................................................................................................................... 5

2.0 LEAVE OF ABSENCE .......................................................................................................................................... 5

3.0 MAYORAL MINUTE ........................................................................................................................................... 6

4.0 PUBLIC FORUM ................................................................................................................................................ 7

5.0 DISCLOSURE OF INTEREST ................................................................................................................................ 8

6.1 GENERAL MANAGER ........................................................................................................................................ 9

6.1.1 GENERAL MANAGERS REPORT - MONTH OF OCTOBER ............................................................................. 9

6.1.2 CODE OF MEETING PRACTICE ................................................................................................................ 18

6.1.3 MEETING SCHEDULE ............................................................................................................................. 21

6.1.4 COMMUNITY GRANTS PROGRAM REVIEW ............................................................................................. 26

6.1.5 COMMUNITY GRANTS PROGRAM REVIEW ............................................................................................ 33

6.1.6 UPDATE - GUM BEND LAKE FREE CAMPING ............................................................................................ 35

7.2 DIRECTOR COMMUNITY SERVICES AND GOVERNANCE .................................................................................. 38

7.2.1 FINANCE AS AT 30 SEPTEMBER 2013 ......................................................................................................... 38

8.3 ENVIRONMENT & PLANNING ......................................................................................................................... 41

8.3.1 REPORT ON COWAL GOLD MINE ENVIRONMENTAL ASSESSMENT .......................................................... 41

8.3.2 DEVELOPMENT APPLICATIONS FOR SEPTEMBER 2013 ........................................................................... 46

8.3.3 AMENDMENT TO THE STATE ENVIRONMENTAL PLANNING POLICY (MINING, PETROLEUM PRODUCTION

AND EXTRACTIVE INDUSTRIES) 2007 (MINING SEPP) ............................................................................................ 48

9.4 INFRASTRUCTURE SERVICES ........................................................................................................................... 53

9.4.1 TOWN WATER SUPPLY CONSUMPTION REPORT PERIOD ENDING 30TH SEPTEMBER 2013 ......................... 53

9.4.3 STREET TREE REMOVAL 10 CONAPAIRA STREET LAKE CARGELLIGO ......................................................... 67

7.3.4 WEEDS MANAGEMENT STAYING WITH LOCAL GOVERNMENT ................................................................ 69

9.4.5 PROPOSED ROAD CLOSURES IN THE MULLA & TOTTENHAM LOCALITIES ................................................. 71

9.4.6 PROPOSED ROAD CLOSURES IN THE DANDALLO LOCALITY ..................................................................... 77

9.4.7 CENTROC REGIONAL FUEL TENDER ........................................................................................................ 83

9.4.8 SUPPLY AND DELIVERY OF GRAVEL HAULAGE TRUCKS ............................................................................ 89

8.4.9 MEDIUM TRUCKS REPLACEMENT CORRECTION 2013 ........................................................................... 107

8.0 DEPUTATIONS .............................................................................................................................................. 114

10.0 MEETINGS AND FUNCTIONS ATTENDED BY THE MAYOR & DEPUTY MAYOR ................................................ 115

11.0 NOTICES OF MOTION ................................................................................................................................... 115

11.0 DELEGATES REPORT ..................................................................................................................................... 116

12.0 CORRESPONDENCE....................................................................................................................................... 117

12.1 TOTTENHAM WELFARE COUNCIL INC. ................................................................................................. 117

12.2 NSW DEPARTMENT PLANNING & INFRASTRUCTURE ............................................................................ 117

13.0 COMMON SEAL ............................................................................................................................................ 118


14.0 QUESTIONS OF WHICH NOTICE HAS BEEN GIVEN ......................................................................................... 119

15.0 MATTERS RULED URGENT BY THE MAYOR ................................................................................................... 120

16.0 CLOSED SESSION ........................................................................................................................................... 121

17.0 ATTACHMENTS ............................................................................................................................................. 122


1.0 CONFIRMATION OF THE MINUTES

RECOMMENDATION

That the Minutes of the Ordinary Council Meeting held 21st August, 2013 be

received and noted.

(/)

2.0 LEAVE OF ABSENCE

RECOMMENDATION

That leave of absence be granted for

(/)


3.0 MAYORAL MINUTE


4.0 PUBLIC FORUM


5.0 DISCLOSURE OF INTEREST

The provision of Chapter 14 of the NSW Local Government Act 1993 and Council’s

Code of Conduct regulate the way in which Councillors and staff of Council conduct

themselves to ensure that there is no conflict between their private interests and their

public trust.

The Act prescribes that where an official of Council (or a Committee of Council) has

an interest in a matter to be considered at a meeting of the Council (or Committee),

that interest must be disclosed as soon as practicable after the start of the meeting

and the reasons for declaring such interest.

RECOMMENDATION

That Councillors and staff now disclose any interest in the matters under

consideration at this meeting, describe the nature and type of interest, and in

the case of ‘less than significant on pecuniary interests’ the reasons why they

consider the interest to be non significant.

(/)


6.1 GENERAL MANAGER

6.1.1 GENERAL MANAGERS REPORT - MONTH OF OCTOBER

MEETING TYPE: Ordinary Meeting DATE: 23 October 2013

ITEM NO. 6.1.1

Author: L Collyer

Trim No. 13.6.6.1

Community Strategic Plan

4 Build Civic Leadership and Pride

Strategic Outcome

4.7 Strong Effective Council

Delivery Program 4.7.2 Council is meeting its objectives of its long term plan

Operational Plan 4.7.2 Council’s long term objectives are being met

RECOMMENDATION

That Council endorses the General Manager’s Report for October 2013.

INTRODUCTION

The following report provides an update for Councillors on current strategic Council related

issues including initiatives to address these and specific activities undertaken by the

General Manager over the past month.

STRATEGIC PROJECTS

Recruitment of Senior Staff Positions

The recruitment of Council’s three Director Positions has been completed resulting in the

appointment of the following three Senior Staff.

DIRECTOR COMMUNITY SERVICES AND GOVERNANCE

Gordon Thomson

Gordon is currently Manager Strategic Services, Corporate Services Branch in the SA

Government’s Department of Treasury and Finance, a position he has held for the last 5

years.


Gordon has held Senior Management Positions in Governance, Corporate Planning and

Business Planning with The Department of Further Education, Employment, Science and

Technology and in the New Zealand Ministry of Health. Gordon is currently studying for his

Masters of Public Management and holds Diplomas and Advanced Diplomas in Business

Management, Human Resources and Project Management. Gordon will commence work

on Monday 4 November.

DIRECTOR INFRASTRUCTURE SERVICES Phil King Phil is currently Design Engineer with Heath Consulting Engineers in Parkes and Orange.

Some of you may already know Phil from his positions at Parkes Shire Council where he

held the position of Manager Design and Traffic for 6 years and Design Engineer for 2

years.

Phil was awarded Honours in both his degrees being Bachelor of Engineering (Civil) and

Bachelor of Surveying.

Phil is a talented engineer with a strong background in Local Government and a great

understanding of our region. Phil currently holds the position of Chair of the Central West

Group of IPWEA in NSW. Phil will commence work on Tuesday 29 October.

DIRECTOR ENVIRONMENT AND PLANNING Andrew Johns Andrew is currently Manager Development Services Parkes Shire Council a position he

has held for the past 6 years. He was a Senior Town Planner with Parkes Shire prior to

this position. Andrew was a Strategic Planner with Dubbo City Council prior to joining

Parkes and commenced his career in Local Government with Bathurst City Council as an

Assistant Town Planner back in the late 90’s.

Andrew holds a Bachelor of Urban and Regional Planning and a Bachelor of Arts

Geography and History and a Graduate Certificate of Management.

Andrew is originally from Coonabarabran and understands the farming culture and will

commence work on Tuesday 29 October.

Gordon, Phil and Andrew were all stand out applicants from a really strong field of

candidates across all three positions.


LGNSW Annual Conference

The Inaugural LGNSW Conference was held in Sydney at the Sydney Town Hall from 1-3

October. This was a historic event bringing together all Councils across NSW and was

seen as the final step in unifying the former Local Government Association of NSW and

the Shires Association of NSW.

Over 1,000 delegates attended the conference with Lachlan represented by the Mayor Cr

Manwaring, Deputy Mayor Cr Medcalf and Councillors Ridley and Brady and myself.

Conference Keynote Addresses were delivered by: The Minister for Local Government the

Hon Don Page MP and Lord Mayor for the City of Sydney Cr Clover Moore. Chief

Executive Officer Managing Director WESTPAC Banking Corporation Ms Gail Kelly

addressed the conference on the second day and provided an inspirational presentation

on leadership. Demographer Mark Mc Crindle facilitated a panel session on the New

Planning System which involved Minister for Planning the Hon Brad Hazzard MP.

Professor Graham Sansom from the Local Government Independent Review Panel spoke

at the conference with the panel’s final report to be provided to the Minister the second

week of October. The Hon Don Page reiterated in his presentation at the conference there

would be no forced amalgamations and also hinted that changes had been made to the

County Council model included in the Panel’s draft report.

Part of the conference program included the election of the LGNSW Board Members with

the following Regional / Rural representatives elected:

EXECUTIVE

Cr Paul Braybrook’s OAM Cootamundra Shire Treasurer

Cr Bruce Miller Cowra Shire Vice President

DIRECTORS

Cr Jodie Harrison Lake Macquarie City

Cr Chris Manchester Harden Shire

Cr Greg Matthews Dubbo City

Cr Phyllis Miller OAM Forbes Shire

Cr Denise Osborne Greater Hume Shire

Cr Lindsay Renwick Deniliquin Council


Cr Ben Shields Dubbo City

Cr Fergus Thomson Eurobodalla Shire

Cr Darriea Turley Broken Hill City

Cr Maria Woods Walcha Shire

Strategic Briefing Session

Council’s Inaugural Strategic Briefing Session was held on Wednesday 9 October. This

new format provides Councillors and Council Officers with the opportunity to meet and

discuss a range of Strategic issues relating to the Shire and Local Government.

Australia Day

In response to community feedback and as a result of a review of Council’s existing

Australia Day Celebration and Award processes, the following changes have been

adopted.

Australia Day Awards

All existing categories will remain for the 2014 Awards with the inclusion of the following

new category:

Special Achievement Award.

This new category will cover achievements by community members in areas such as

sports, arts/cultural, academia or recognise a community member with a disability who has

reached a personal milestone or achievement in the previous year.

The new selection process for all Australia Day Award Winners will now be carried out by

the Councillors in a closed session of Council at the December Ordinary Meeting of

Council. Given these awards are Council Awards, this new process removes the

involvement of general community members as part of the selection committee.

A change to the application form means nominees are no longer required to sign the

nomination form acknowledging their nomination. It was agreed that a surprise element of

winners not knowing they have won the award until the presentation ceremony would be

more appropriate.

The responsibility for coordinating the Australia Day celebrations in each village will

remain with the current community group or 355 Committee the only inclusion to these


organisations is the formal recognition of The Men of League as the lead community

organisation for the Condobolin Australia Day Breakfast and Awards Ceremony.

Back to Lake

The Community of Lake Cargelligo celebrated 140 great years over the October long

weekend with the big “Back to Lake” celebrations. Events including a street parade,

dinners, unveiling of the Mrs Foster sculpture and a range of family activities at the Lake

Pool also celebrating its 40th Birthday, were enjoyed by large crowds of current and former

residents. Acknowledgment must go to the coordinator of the event Betty Breese who

along with a team of dedicated volunteers ensured the weekend was a most memorable

one.

Council has received numerous thank you emails and calls acknowledging the great work

of Council staff in making sure Lake Cargelligo looked its best for the weekend. So many

Council staff went above and beyond with their contribution to the Back to Lake Weekend

which will be personally acknowledged in the coming weeks.

Shire Pink Morning Tea

As part of the Shire’s commitment to Council Connect, Shire staff hosted a Pink Breast

Cancer fundraising morning tea on Tuesday 15 October in Renown Park Condobolin. Staff

prepared the morning tea raising $544.00 from donations which will be presented to the

Cancer Council’s I Love Pink Campaign for Breast and Gynaecological cancers.

Local charity Can Assist conducted a raffle raising $743.00 on the day. Around a hundred

people attended the morning tea who were all delighted with the special guest

performance by Condo’s answer to Pink Annie Ryan.


Lachlan Christmas Fiesta

Members of Business Connect @ Lachlan met at the Council offices on Wednesday 9

October to discuss ideas and suggestions for the Lachlan Christmas Fiesta. The event

will be held on Thursday 5 December from 3-9pm. Bathurst Street will showcase local

retailers and will also include a range of fun activities and entertainment. The focus of the

event is to encourage locals to shop locally for the upcoming Christmas season.

A shopper’s passport is being developed to promote locals to shop on the night of the

Fiesta. For each purchase over $10.00, shoppers will receive a stamp on their passport

and once the passport is filled with five stamps they will be placed into a barrel for hourly

draws on the night of the Fiesta and a final big draw of a major prize just before the

evening concludes at 9.00pm.

Business Connect members are also keen to develop plans that will address longer term

sustainability of shopping locally beyond the Christmas Fiesta. Businesses are keen to

see the Keep Lachlan Local campaign that has been so strongly embraced by the

community extend to include an additional line of copy being: This means shopping too.


Business Connect members will continue to meet with Council staff leading up to the

Fiesta with their input on the coordination of the event which will be managed by Council.

Tourism

Branding of Council’s new tourism positioning statement: “The heart of NSW …. Your

ultimate bush experience” has commenced with the production of a range of new display

boards highlighting the many experiences Lachlan offers.

This new branding will feature on all new tourism collateral and will be featured in

Council’s stand at the forthcoming Caravan and Camping Show to be held in Canberra 24-

27th October 2013.Council staff will be in attendance at a workshop with members of

Inland NSW Tourism, Council’s new Regional Tourism Organisation to be held in Dubbo

on 30 October.

MEETINGS AND EVENTS

I have attended and participated in the following external meetings and events

representing Council.

16-17/9/13 Senior Staff / Director Recruitment

19/9/13 Condobolin High School Graduation Dinner – Condobolin RSL

20/9/13 Destination Forbes – Forbes Shire Council and Forbes Chamber of

Commerce retail initiative (Forbes Golf Club)


23/9/13 Western Plains Regional Development Organisation – Whole of Community

response to youth and family issues Condobolin and Lake Cargelligo

24/9/13 Guuya Business Opportunities Presentation Meeting – Wiradjuri Centre with

representatives from WCC, Department of Environment, Department of

Fisheries and TAFE NSW.

30/9/13 NSW Grain Harvest Management Scheme Project with representatives from

Transport for NSW.

1/10/13 Monica Barone – CEO City of Sydney

1/10/13 LGNSW Annual Conference Welcome Reception- Sydney Town Hall

1/10/13 CENTROC Dinner from representatives of Member Councils attending

LGNSW Conference – Sydney

2/12/13 LG NSW Annual Conference Day 1- Sydney Town Hall

2/10/13 LGNSW Official Conference Dinner – Sydney Town Hall

3/10/13 Meeting Stephen Blackadder – Blackadder and Associates Sydney

3/10/13 Day 2 LGNSW Annual Conference – Sydney Town Hall

8/10/13 Rotary Club of Condobolin re: Christmas Fiesta

8/10/13 Meeting with representatives from local retailers re: Mayoral Christmas

Appeal

8/10/13 Chaired – Local Emergency Management Committee Meeting – Condobolin

9/10/13 Business Connect @ Lachlan – Christmas Fiesta Ideas meeting with

network members

10/10/13 Meeting with Local School principals re: Christmas Tree Student decorations

10/10/13 Meeting with Senior Representatives from Ochre Health re; New Medical

Centre arrangements

12/10/13 Condobolin Pipe Band – Highland Gathering – The Gums

13/10/13 Pink Ribbon Fundraising Brunch – Railway Hotel

15/10/13 Lachlan Shire Council Pink Breast Cancer Morning Tea – Condobolin

Media Releases

The following media releases have been distributed to Council’s media distribution list

over the last month:

16 September, 2013 Keep Lachlan Local Petitions to be returned


10 October, 2013 Shire Supports Breast Cancer Fundraising

16 October, 2013 Fred Hollow’s Anniversary Exhibition at Condobolin Public

Library.

16 October, 2013 New BBQ for Gum Bend Lake

17 October, 2013 Shire’s Hosts Breast Cancer Morning Tea

17 October, 2013 Directors Appointed to Lachlan Shire Council

17 October, 2013 De-sexing Dogs and Cats Program

Liz Collyer

GENERAL MANAGER


6.1.2 CODE OF MEETING PRACTICE

Author: R. Meacham

Trim No. 13.6.6.1

Community

Strategic Plan


Strategic

Outcome


Delivery Program 4.7.2 Council is meeting its objectives of its long term plan

Operational Plan 4.7.2 Council’s long term objectives are being met

ATTACHMENT

RECOMMENDATION

That Council:

I. Note the Report

II. Endorse the Draft Code of meeting Practice.

III. Agrees to adopt a Delegates Report Pro-Forma as outlined in this report to be

completed by all Councillors who as delegates of Council attend meetings

and other activities.

INTRODUCTION

This report presents the Draft Code based on the current Code of Meeting Practice, for

consideration and for the Draft to be placed on public exhibition following endorsement for

amendments outlined in this Report.

BACKGROUND

The Local Government Act (1993) requires Council to prepare and adopt a code covering

the meetings of Council.

MEETING TYPE: Ordinary Meeting

DATE: 23 October 2013

ITEM NO. 6.1.2


DISCUSSION

The draft code which is included as an attachment to this Report, meets legal

requirements and reflects the manner in which Council has been conducting its meetings.

Council’s attention should be drawn to the following clauses:

Clause 3.13 Information not to be disclosed - In accordance with the Code of

Conduct training it is requested that Councillors take note of the Clause relating to

Information not to be disclosed.

Clause 3.8 Delegates Reports - Councillors should be drawn to Clause 3.8

where Councillors who attend meetings or other relevant activities as delegates of

Council are expected to report on these activities at the next Ordinary meeting of

Council.

Written reports are to be submitted to the General Manager prior to the meeting.

Currently some Councillors submit a written report, others verbally report on the

day of the meeting and in some cases a report is not received.

A recommendation of this report includes the development by the General Manager

of a Delegates Report pro forma to assist Councillors in formally reporting back to

Council. This pro-forma will also provide a more consistent and streamlined

information back to Council.

Clause5.5 Council Committees - Council at it’s September 2013 Meeting

resolved to dissolve Standing Committees (committees comprising of the whole

Council) and as such Provision 1 (a), (b) and (c) should be deleted from the Code.

Schedule A Order of Business – At recent meetings Councillors have requested

an inclusion in the Business Paper of an item that would note the progress of

previous resolutions. As such, it is recommended that an additional Agenda Item

titled ‘Active Resolutions’ be included in the Agenda allowing the General Manager

to report on the progress of previous resolutions of Council.

ENGAGEMENT

Council’s feedback is requested on the proposed amendments as outlined in this Report.

In accordance with the Local Government Act (1993), adoption of these proposed

amendments will then enable the Draft Code to be placed on Public Exhibition for a period

of 28 days and then brought back to Council for final adoption at the December Ordinary

Meeting of Council.


FINANCIAL/RISK

The budget makes provision for the costs of implementing the code.

Renea Meacham

Executive Assistant

Liz Collyer

General Manager


6.1.3 MEETING SCHEDULE

Author: R Meacham

Trim No. 13.6.6.1

Community

Strategic Plan


Strategic

Outcome


Delivery

Program

4.7.2 Council is meeting its objectives of its long term plan

Operational

Plan

4.7.2 Council’s long term objectives are being met

RECOMMENDATION

That Council:

I. Notes the report; and

II. Endorse the schedule for Council Meetings.

INTRODUCTION

Annually, following the consideration of the Code of Meeting Practice, Council considers

and sets the schedule of meetings for the coming twelve months.

BACKGROUND

Under the Code of Meeting Practice, Council resolved to meet on the third Wednesday of

each month commencing at 9.00am and the dates proposed follows this arrangement.

In addition Council is also required to meet annually at Lake Cargelligo, twice a term at

Tullibigeal and Tottenham, and once a term at Albert, Burcher and Fifield resulting in

Council meeting away from Condobolin three times a year.



ITEM NO. 6.1.3


DISCUSSION

In reviewing the proposed meeting dates and times this report notes changes in the date

for the December Ordinary Meeting of Council to accommodate Christmas festivities in the

Shire and the Mayoral Christmas reception.

The April meeting of Council has also been set in Lake Cargelligo to allow an

afternoon/evening session to discuss the community Draft Budget, Operational and

Delivery Plan workshop.

The following table has been prepared to assist Council in setting their meeting dates and

locations:

Date Location Comment

20 November, 2013 Condobolin Ordinary

13 December, 2013 (Fri) Condobolin Ordinary meeting bought forward

because of Christmas

15 January, 2014 Condobolin Ordinary

19 February, 2014 Condobolin Ordinary

19 March, 2014 Fifield Ordinary

16 April, 2014 Condobolin Special Meeting to consider the

Draft Budget, Operational Plan

and Delivery Program.

23 April, 2014 Lake Cargelligo Ordinary

21 May, 2014 Condobolin Ordinary

18 June, 2014 Condobolin Ordinary

16 July, 2014 Condobolin –

Wiradjuri Study

Centre

Ordinary Meeting – to take place

at Wiradjuri Study Centre to

celebrate NAIDOC Week.

20 August, 2014 Tullibigeal Ordinary

17 September, 2014 Condobolin Ordinary


Committee Meetings

At its September Meeting, Council resolved to dissolve Standing Committees, however

there are a number of Advisory Committees Council has agreed upon the continuation of

and the following schedule provides recommendations in relation to appropriate dates and

times. These meetings have been set down for the first Wednesday of each month after

Council’s Strategic Planning Sessions.

Councillors will note that there are no meetings scheduled for December, 2013 or January

and April of 2014. This is due to the number of people away on leave during January,

2014 and during the month of April an extensive workshop on the Draft Budget and

Delivery and Operational Plan will take place. The first Gum Bend Lake Committee

Meeting should be held on Monday 4 November to allow the Director of Infrastructure

Services and Manager Water & Utilities to be available.

The proposed meeting times for the soon to be formed Lake Cargelligo Foreshores

Committee have not been included in the following schedule but once the membership of

this committee is finalised and appropriate meeting times discussed with the membership

these dates will then be inserted into the schedule.

Date Time Committee

Monday 4 November, 2013 5.00pm Gum Bend Lake Committee Meeting

5.30pm West Weir Committee

Wednesday 06 November,

2013

8.00am Willow Bend Sports Centre

Committee

10.00am Strategic Briefing Session

2.00pm Heritage Committee

4.00pm Medical Services Committee

Wednesday 05 February,

2014

8.00am Willow Bend Sports Centre

Committee


2.00pm Safety In Lachlan Committee

4.00pm Skate Park Committee

Wednesday 19 March, 2014 10.00am Strategic Briefing Session




5.00pm Gum Bend Lake Committee

5.30pm West Weir Committee

Wednesday 07 May, 2014 10.00am Strategic Briefing Session



Wednesday 04 June, 2014 8.00am Willow Bend Sports Centre

Committee



5.00pm Gum Bend Lake Committee

5.30pm West Weir

Wednesday 02 July, 2014 10.00am Strategic Briefing Session


Wednesday 06 August, 2014 10.00am Strategic Briefing Session



Wednesday 03 September,

2014


2.00pm Heritage Committee Meeting

ENGAGEMENT

Feedback has been sought from those Councillors representing the communities where

meetings are proposed to be held outside of Condobolin. These discussions have

enabled the consideration of venue availability, possible weather conditions and any

possible community activities that may conflict with the proposed schedule for conducting

the meetings at these venues on the proposed dates.


FINANCIAL & RISK

Expenses associated to the conduct of Council meetings have been allocated for in the

2013/2014 Budget.

Renea Meacham

Executive Assistant

Liz Collyer

GENERAL MANAGER


6.1.4 COMMUNITY GRANTS PROGRAM REVIEW

Author: Liz Collyer

TRIM: 13.6.6.1

Community

Strategic

Plan

Goal 4

BUILD CIVIC LEADERSHIP AND PRIDE

Strategic

Outcome

4.1 Involved active and strong community groups

Delivery

Program

4.1.2 Work with community groups across the shire to achieve

their objectives

Operational

Plan

4.1.2 Promotion of annual community grants program

RECOMMENDATION

That Council:

I. Note the report

II. Adopt the following changes to the Community Grants Program

a. Grouping the existing three different types of Grants Program

Funding into a combined single pool of funds made up of the

following categories and amounts:

Arts/Culture $ 10,000

Community Facilities Enhancement $ 55,000

Business $ 10,000

Sport & Recreation $ 20,000

Health & Well Being $ 10,000

Festivals & Events $ 20,000

TOTAL $125,000

MEETING TYPE: Ordinary Council Meeting ITEM NO. 6.1.4

DATE: 30TH OCTOBER 2013


b. Remove the $ for $ criteria of the Grants Program with

prioritisation of applications given to those applicants providing

either/or financial or strong in-kind resources.

c. Agrees to grant application criteria that all applications must

address a specific issue identified in the Community Strategic

Plan “Living Lachlan Style 2013” reinforcing a direct link

between funding and community needs and aspirations

d. introduces the new small grant titled: “Representing Lachlan

Grant “with the criteria as outlined in this report.

e. Introduce a new small grant scheme titled “The Penrith

Friendship Alliance Grant” with the criteria as outlined in this

report

III. Consider a range of revised application forms and eligibility criteria for the

2014 Grants Program to be presented in a report to the February 2014

Ordinary Meeting of Council for adoption.

IV. Reject the new Grant Program proposals and continue to implement the

Program in its existing format for the 2014 funding year.

INTRODUCTION

The General Managers Report presented at the July Ordinary Meeting of Council,

identified a full review be undertaken of the Community Grants Program (CGP) with the

outcomes and recommendations presented to the October Ordinary Meeting of Council.

This is the first review of the Grants Program since the adoption of the Community

Strategic Plan “Living Lachlan Style 2013”. This review presented a great opportunity to

ensure the needs and aspirations of the communities of the Shire are given priority in how

Council structures and distributes funding through the Grants Program.

BACKGROUND

The current format for the CGP has been in place since March 2008. The aim of the

Program is to:

Provide financial assistance for community organisations to complete projects or

stage events


Provide opportunities for project development

Promote community development

Improve communications between community groups

Encourage community groups to form partnerships between each other, local

government and other agencies.

The review of the CGP will ensure it continues to meet the needs of the communities of

the Lachlan Shire.

Currently the CGP consists of three grants each with different eligibility and criteria. The

categories are Scrap Metal, Community Improvements and Donations.

In addition to these formal Grants, Council receives regular requests for assistance with

activities involving representation of Lachlan Shire residents in a range of sporting and

cultural pursuits. Requests are also received for other community/cultural and sporting

activities in collaboration with community groups located in the Local Government Area of

our Friendship Alliance Council Penrith City. There is currently no formal process in place

for assessing or allocating these other ad hoc requests.

Council’s Heritage Grants and Standing Donations to the range of end of year school and

TAFE presentations and for the individual town and village Christmas functions, were not

included as part of this review and remain in their current format.

DISCUSSION

In September 2013, a workshop attended by a number of Council Officers currently

involved in the implementation of the Community Grants Program, was facilitated by the

General Manager. The workshop explored the following:

Positives of the existing program

Challenges of the program

Gaps in the current program

Opportunities for future programs.

The workshop highlighted a lack of connection between the existing grants program and

the priorities identified in the “Living Lachlan Style 2013” Community Strategic Plan (CSP).


The CSP identifies the following six key future directions:

Grow a resilient economy

Increase opportunities and facilities for education and skill development

Build and maintain community infrastructure and systems

Build civic leadership and pride

Living in the natural environment

Health and Well-Being and Culture.

These future directions have a strong synergy to the aims of the Community Grants

Program and therefore reinforces the need for a stronger link between them. Priority for

future funding should be given to those applications that are directly addressing a need

identified in the Community Strategic Plan.

Given the six key future directions, the grants need to be expanded to be more inclusive of

broader community needs. The opportunity for the Business community to be included in

the program should be considered due to the strong role of the business community in the

delivery of outcomes relating to a number of the six key future directions.

Removal of the $ for $ criteria would open the grants to applicants who may have a strong

capacity and a wealth of in-kind resources to successfully deliver projects in accordance

with the programs aims but may lack financial resources. Prioritisation of applications

should be given to those applicants who are providing either or financial or strong in-kind

resources.

The grouping of the existing three different types of funding through the Grants Program

into a combined single pool of funds would streamline the Program which would also

contribute to making it easier for community organisations to make application. The

proposed new categories and funding allocation of the Annual Grants Program are:

Arts/Culture $ 10,000

Community Facilities Enhancement $ 55,000

Business $ 10,000

Sport & Recreation $ 20,000

Health & Well Being $ 10,000

Festivals & Events $ 20,000

TOTAL $125,000


It is proposed that these specific category funding allocations be used as a guide. Whilst

the total funding amount of $125,000 will not change, the specific category amounts may

vary dependent upon the applications received.

It is proposed the current Community Grants Program format of one round a year be

retained with the current timing of applications going to the July meeting of Council be

retained. The current process of the official cheque handover and luncheon presentation

to the successful candidates was also considered a successful element of the existing

program and this should be retained.

In regards to the process of assessing grant applications it is proposed the July Councillor

Strategic Briefing Session be allocated to assessing all applications received. Council

Officers will still present all applications in a spreadsheet format ensuring eligibility criteria

etc. are met. This proposed more inclusive element of the assessment will contribute to a

more robust and streamlined process.

The quality of some applications received and the challenges for many community

organisations relying on the contribution of volunteers to complete their applications

requires additional assistance. To better support applicants Council will conduct a range of

Community Grants Education Workshops that will not only provide participants with an

overview of the new program but also offer one on one assistance in completing their

grant applications. These workshops will be undertaken across the Shire with the

assistance of staff from Council’s Community Engagement Network. This additional

assistance is also consistent with Council’s customer service initiative “Council Connect”.

To address requests for funding for residents participating in in a range of sporting and

cultural pursuits where they are representing our local area, it is proposed to introduce the

following new small grant titled: “Representing Lachlan Grant” that would adopt the

following criteria:

Applications received quarterly

Can be a rebate for expenses already paid in the previous 3 months

Requests capped at $300 (could be for travel expenses, registration expenses,

uniforms or equipment required to participate in the event).

Total pool $3000

The minimum requirement for sporting representatives is to be representing

NSW


These applications would be administered by the GM’s Stream. A Quarterly Report to

Council detailing the requests received for that quarter would make recommendations for

Council to formally adopt.

It is proposed that Council introduce a second new small grant scheme titled “The Penrith

Friendship Alliance Grant”. We currently receive requests to assist local groups to

participate in community/cultural and sporting activities in collaboration with community

groups located in the Local Government Area of our Friendship Alliance Council Penrith

City.

Currently there is no formal process in place for assessing or allocating these ad hoc

requests. It is proposed this new Grant would be administered by the General Managers

Stream and would follow the following criteria:

Two rounds available annually with applications to be accepted twice yearly for

consideration by Council.

Applications must enhance the Penrith Friendship Alliance.

Requests to be capped at $400.

Can be a rebate for expenses in the previous 3 months

Round1 close 1st March to be presented to the April Ordinary Council Meeting

Round 2 close 1st June to be presented to the June Ordinary Council Meeting

Allocations of funding are to be assessed and approved by the Ordinary meeting of

Council.

Total Annual pool of funds of $2,000

ENGAGEMENT

On September 12th, a workshop facilitated by the General Manager was held with all staff

from across Council’s Steams who are currently involved in the implementation of the

Program.

The outcomes of this workshop were then presented to Councillors as part of the

Councillor Strategic Briefing Session held on 9th October 2013.


FINANCIAL AND RISK

The proposed new format and structure of the Grants has been developed within the

existing annual budget allocation. The introduction of the new category Penrith Friendship

Alliance Grant totalling $2,000 will see these funds redirected from the existing Penrith

Alliance Budget.

Proposed Grants Program Budget:

Community Grants $125,000

Standing Donations $ 7,000

Representing Lachlan Grants $ 3,000

Penrith Friendship Alliance Grant $ 2,000

TOTAL $137,000

CONCLUSION

Council’s Community Grants Program is a vital link to enabling communities of the

Lachlan Shire to achieve their aspirations. It provides support and assistance to

individuals and groups so that they can deliver a range of services and outcomes to

addressing diverse community needs. The review of the Program ensures that it is

consistent with contemporary practice and reflective of new and emerging community

needs. Recommendations in this report support the programs need to be inclusive in its

reach and transparent in its assessments and funding allocations.

Liz Collyer

General Manager


6.1.5 COMMUNITY GRANTs PROGRAM REVIEW

Author: Maree Clark

TRIM: 13.6.6.1

Community

Strategic Plan

Goal 4

BUILD CIVIC LEADERSHIP AND PRIDE

Strategic

Outcome

4.1 Involved active and strong community groups

Delivery

Program

4.1.2 Work with community groups across the shire to achieve their

objectives

Operational

Plan

4.1.2 Promotion of annual community grants program

RECOMMENDATION

That Council:

I. Note this Report

II. Proceeds with a second round of the Community Grants Program to be

implemented as outlined in this report and to be determined at the December

2013 Ordinary Meeting of Council.

INTRODUCTION

The General Managers Report presented at the July Ordinary Meeting of Council

identified a full review of the Community Grants Program (CGP) would be undertaken and

the outcomes and recommendations presented to the October Ordinary Meeting of

Council. Included in the review will be discussion on the unallocated funds from the CGP

2013/2014 program totaling $30,000.

BACKGROUND

This year 2013/2014 the Annual CGP had an unallocated amount of $30,000. Since the

closing of the CGP there have been several requests from community organisations for

MEETING TYPE: Ordinary Council Meeting ITEM NO. 6.1.5

DATE: 30TH OCTOBER 2013


funding assistance. These requests have been received in the format of correspondence

to Council. None of these requests have been via the usual CGP formal application forms.

DISCUSSION

At the Councillors Strategic Business Session on the 9th of October, discussion took place

on the most appropriate way in which to distribute the $30,000 of unallocated CGP funds.

Whilst a number of informal requests for funding had been received by Council, it was

agreed the fairest and most transparent way to distribute these funds was via a second

round of the Community Grants Program.

The unallocated funding available is in the existing Parks & Reserves category of the

Grant budget.

It was agreed that all applications for the second round would need to fit the existing Parks

and Reserves criteria.

ENGAGEMENT

Engagement on this matter has involved elected representatives and Council Officers

involved in the implementation of the Community Grants Program conducted as part of the

Councillor Strategic Briefing Session held 9 October.

FINANCIAL AND RISK

The funds allocated for the proposed second round are currently contained within the

existing 2013 / 2014 budget allocation

CONCLUSION

As a result of the discussion held at the Strategic Briefing Session it was considered the

most appropriate way forward would be to conduct a second round of the Parks &

Reserves Community Grant funding. If this recommendation is formally adopted at the

October Ordinary Meeting of Council then it could open on October 28th and Close 23rd

November 2013. Applications to be considered at the December Ordinary Meeting of

Council.

Maree Clark

Grants/Events Officer

Liz Collyer

General Manager


6.1.6 UPDATE - GUM BEND LAKE FREE CAMPING

Author: A Strudwick

TRIM: 13.6.6.1

Community

Strategic

Plan

Goal

1

GROW A RESILIENT ECONOMY

Strategic

Outcome

1.1 A Vibrant Tourism Industry

Delivery

Program

1.1.10 Maintain and develop Gum Bend Lake for locals and

visitors

Operational

Plan

Implement the annual maintenance and upgrade program

RECOMMENDATION

That Council:

I. Note the report

INTRODUCTION

The September Ordinary Meeting of Council received a Report providing an update on

Free Camping at Gum Bend Lake for the month of August. For the October meeting, an

update on statistics relating to Free Camping at Gum Bend Lake for the month of

September is provided.

BACKGROUND

Council provides free camping at Gum Bend Lake in Condobolin an increasingly popular

location among the Caravan and Motorhome travellers.

In August Council implemented a mechanism providing visitors with opportunities to make

a donation to assist in the provision and up keep of these facilities and also the chance to

provide feedback to Council on their Condobolin experience by completing a survey form.



ITEM NO. 6.1.6


DISCUSSION

This feedback assists Council in the following ways;

1. In the planning and provision of quality visitor amenities

2. In gathering statistics about our visitors including their post code, how they found

out about Gum Bend Lake, if they are a return visitor or if they would visit us again,

how much money they spend in the town

3. In the quality of customer service received by visitors to the town

4. In their perception of our tourism products

5. Other comments they wish to share.

Resultsfrom the visitor surveys include;

September

Number of surveys / letters / cards returned

18 responses in total. A combination of letters, cards and surveys

Are you a return visitor? 5 stated they were return visitors 6 responses stated they were new visitors 7 didn’t specify in letters

Would you visit us again?

All responses would definitely return again

How did you find out about Gum Bend Lake?

Camp Australia Book, Camps 6 book, from locals, Friends, Camps 7 book, recommendation from travellers met in Dubbo, friends previously stayed, told by other people

Approx. amount of money spent during stay?

12 responses totalled $4,366.01

Donations received by Council from 5/9/13 until 17/10/13

$1158

CONCLUSION

It is essential that Council continues to recognise the economic potential in welcoming RV

visitors to our towns in the Lachlan Shire, and continue to work hard encouraging visitors

to contribute to our local economy by providing great facilities, services and attractions.


FINANCIAL AND RISK

For the month of September, a total of 17 responses to the survey were returned to

Council and $663.25 was received by Council in the form of donations. The approximate

amount of money spent during the stay of Gum Bend Lake Campers received in the

completed survey forms totalled $4,336.01. This clearly demonstrates the contribution

made to our local economy by Free Campers at Gum Bend Lake.

Amy Strudwick

Tourism Officer

Liz Collyer

General Manager


7.2 DIRECTOR COMMUNITY SERVICES AND GOVERNANCE

7.2.1 FINANCE AS AT 30 September 2013

Author: D Thorpe

TRIM: 13.6.6.2

Community

Strategic Plan

Goal 4 BUILD CIVIC LEADERSHIP AND PRIDE

Strategic

Outcome

4.7 Strong effective Council.

Delivery

Program

4.7.1 Council is financially sustainable and provides services at a level

expected by the community.

Operational

Plan

Council’s long term financial plan is sustainable.

RECOMMENDATION

That Council notes the payment of accounts totaling $5,472,494.63 and the level of

investments as detailed in the investments report.

INTRODUCTION

This report advises Council of the payment of accounts and levels of investment as at the

30 September 2013.

BACKGROUND

Payment of Accounts

Accounts paid for the Month of September 2013 totaling $5,472,494.63 have been fully

checked and certified as to receipt of goods and/or the rendition of service, prices,

computations and castings, by the relevant Council officer. Included in this amount was

$2,000,000 expenditure involving investment of funds during the month.



ITEM NO. 6.1.5


INVESTMENT BALANCES AS AT 30 SEPTEMBER 2013

DATE

PLACED

DUE

DATE INSTITUTION PRODUCT

S & P

RATING RATE FACE VALUE

% OF

PORTFOLIO

MARKET

VALUE

Call NAB Call Account AA- 2.85% 1,500,000.00 6.11% 1,500,000.00

07-Jun-2013 08-Oct-2013 Bank of Queensland Term Deposit A- 4.21% 1,000,000.00 4.07% 1,000,000.00

07-Jun-2013 22-Oct-2013 ME Bank Term Deposit BBB 4.21% 1,000,000.00 4.07% 1,000,000.00

24-Jul-2013 24-Oct-2013 Bank of Sydney Term Deposit NR 4.25% 250,000.00 1.02% 250,000.00

26-Jun-2013 25-Oct-2013 Bank of Queensland Term Deposit A- 4.30% 1,000,000.00 4.07% 1,000,000.00

05-Nov-2010 05-Nov-2013 Widebay Aust Term Deposit BBB 7.15% 1,100,000.00 4.48% 1,100,000.00

07-Jun-2013 19-Nov-2013 Bank of Queensland Term Deposit A- 4.21% 1,000,000.00 4.07% 1,000,000.00

26-Jun-2013 26-Nov-2013 Bank of Queensland Term Deposit A- 4.30% 1,000,000.00 4.07% 1,000,000.00

09-May-2013 09-Dec-2013 Defence Bank Term Deposit BBB+ 4.45% 1,000,000.00 4.07% 1,000,000.00

10-Jul-2013 17-Dec-2013 ME Bank Term Deposit BBB 4.17% 1,000,000.00 4.07% 1,000,000.00

10-May-2013 12-May-2014 RaboBank Term Deposit AA 4.25% 1,000,000.00 4.07% 1,000,000.00

31-May-2012 31-May-2014 Quay Credit Union Term Deposit NR 5.50% 1,000,000.00 4.07% 1,000,000.00

12-Aug-2013 12-Aug-2014 Bendigo Bank Term Deposit A- 4.10% 499,999.00 2.04% 499,999.00

13-Oct-2012 13-Oct-2014 Rural Bank Term Deposit A- 4.80% 1,000,000.00 4.07% 1,000,000.00

6-Aug-2013 26-Feb-2015 ING Bank Term Deposit A 4.00% 1,500,000.00 6.11% 1,500,000.00

12-Sep-2013 10-Mar-2015 RaboBank Term Deposit AA 3.96% 2,000,000.00 8.15% 2,000,000.00

31-May-2012 1-Jun-2015 Bank of Queensland Term Deposit A- 5.25% 1,300,000.00 5.19% 1,300,000.00

6-May-2011 05-May-2016 Investec Term Deposit BBB- 7.65% 1,000,000.00 4.07% 1,000,000.00

31-May-2012 31-May-2016 Investec Term Deposit BBB- 5.47% 900,000.00 3.67% 900,000.00

3-Jun-2011 09-May-2016 Westpac FRN AA- 3.72% 1,800,000.00 7.33% 1,834,362.00

1-Sep-2011 21-Jun-2016 UBS/NAB FRN AA- 3.72% 1,400,000.00 5.70% 1,421,518.00

1-Jun-2012 31-May-2017 RaboBank Term Deposit AA 5.90% 1,300,000.00 5.30% 1,300,000.00

24,549,999.00 100.00% 24,605,879.00


STATEMENT OF CASH BOOK BALANCES AS AT 30 SEPTEMBER 2013

GENERAL TRUST

Opening Balance 01-Sep-2013

1,722,601.45

2,000.00

Add: Receipts

4,183,482.46 -

Less: Payments

-5,472,44.63 -

Closing Balance 30-Sep-2013 433,589.28 2,000.00

Consolidated Overdraft arranged with Bank is $500,000.00.

I hereby certify that the bank accounts have been reconciled with the Councils

accounts as at 30 September 2013.

ENGAGEMENT

Council’s investments are discussed with and monitored by CPG Research and

Advisory who have been retained for this purpose.

David Thorpe

ACTING MANAGER FINANCE

Colleen Staines

ACTING DIRECTOR COMMUNITY SERVICES AND GOVERNANCE


8.3 ENVIRONMENT & PLANNING

8.3.1 REPORT ON COWAL GOLD MINE ENVIRONMENTAL ASSESSMENT

Author: J Boyce

TRIM: 13.6.6.4

Community

Strategic

Plan

4 BUILD CIVIC LEADERSHIP AND PRIDE

Strategic

Outcome

4.8 Responsive Council

Delivery

Program

4.8.1 Council is responsive to the needs of the community

Operational

Plan

Attachment

RECOMMENDATION

That Council:

I. Support for the proposed modification to the Cowal Gold Mine as

outlined in the Environmental Assessment (EA) prepared by Resource

Strategies dated 23 September 2013;

II. Prepare a letter of support for the proposal, in accordance with the

above recommendation, and this letter be forwarded to the NSW

Department of Planning and Infrastructure (consent authority);

III. Include in this letter of support, that Council recommends the removal

of the Bogey island access route, as one of the approved access routes

for the purposes of the Development Consent.



ITEM NO. 7.2.4


BACKGROUND

The Cowal Gold Mine (CGM) is an existing open pit gold mining operation located

approximately 38 kilometres north-east of West Wyalong. The CGM is approved to

operate in accordance with the conditions of Development Consent (DA 14/98)

granted in 1999 as modified. Mining operations at the CGM commenced in 2005,

and operations are currently approved to continue until 31 December 2019.

The open pit mining operations are supported by on-site facilities including waste

rock emplacements, water management infrastructure/storages, a process plant and

tailings storage facilities.

Mined waste rock from the open pit is hauled to waste rock emplacements. Ore

mined from the open pit is hauled directly to the primary crusher, run-of-mine pad or

low grade ore stockpile prior to processing.

Gold is extracted from the ore using a conventional carbon-in-leach cyanide leaching

circuit in the process plant. The gold product is recovered and poured as gold bars or

doré. Tailings are pumped to the tailings storage facilities.

Water requirements for the CGM are sourced from internal water supplies and

external sources, including the Bland Creek Palaeochannel Bore field and eastern

saline bore field.

Barrick (Cowal) Limited (Barrick) is seeking to modify the CGM Development

Consent (DA 14/98) under section 75W of the NSW Environmental Planning and

Assessment Act, 1979 for the CGM Extension Modification (the Modification).The

Modification involves continued operations at the existing CGM within Mining Lease

(ML) 1535 for an additional 5 years to allow an additional 0.7 million ounces of gold

production. To allow the increase in total gold production, extensions to the surface

area and depth of the existing open pit would be required to access additional gold-

bearing ore. The extended open pit area would be within existing approved

disturbance areas and would not change the existing isolation system that currently

separates the open pit from Lake Cowal (comprising the temporary isolation bund,

lake protection bund and perimeter waste rock emplacement). Existing CGM

infrastructure would continue to be used for the Modification, with some alterations

where necessary, including the expansion of existing waste rock emplacements.


Proposed Modification

The Modification would involve the following changes to the approved CGM:

Extension of the operational life of the CGM by 5 years (i.e. until 2024);

Expansion of the extent and depth of the existing open pit;

increased total waste rock, ore and tailings production;

increased total gold production to approximately 3.8 million ounces;

Continued and expanded development of the existing northern and southern

waste rock emplacements, including:

raising the maximum design height of the northern waste rock emplacement

to approximately 308 metres (m) Australian Height Datum (AHD);

raising the maximum design height of the southern waste rock emplacement

to approximately 283 m AHD; and

Extension of the northern waste rock emplacement to the west;

Continued and expanded development of soil stockpiles, the relocation of existing

soil stockpiles and stockpiling of mineralised material;

Additional surface disturbance of approximately 122 hectares (ha) (in addition to

the currently approved disturbance area of 1,095 ha);

continued use of the existing tailings storage facilities for the deposition of

tailings, including raising the maximum design height of:

The northern tailings storage facility to approximately 248 m AHD; and

The southern tailings storage facility to approximately 255 m AHD;

Additional internal surface water management infrastructure, including:

Modifications to D5 to maintain its existing storage capacity; and

Construction of new water supply storage (D10);

Additional sediment control system and associated dam for the topsoil stockpile

located in the north of ML 1535;


Construction of a new pump station on the eastern side of Lake Cowal to

improve the capacity/flow of the existing mine water supply pipeline, and

associated diesel generator and access track;

An additional 5 years of employment for up to approximately 385 personnel;

The treatment of some soil (e.g. with gypsum) in a dedicated stockpile to improve

its characteristics as a plant growth medium prior to use in progressive

rehabilitation; and

A revised rehabilitation cover system to reflect the findings of ongoing

rehabilitation trials at the CGM.

Consultation Process

The consent authority for the modification is the Minister for Planning; however

Lachlan Shire Council has been included in the consultation process as part of the

procedural requirements of Section 75W of the Act.

Council has received correspondence from NSW Department of Planning (the

Department) advising receipt of the proposed modification, and inviting comment,

which is to be provided to the Department by 8 November 2013.

Internal Referrals

In preparing this report for consideration by Council the following comments were

received from the relevant internal referrals:

Manager Utilities – “I can’t really see any additional impact for Council’s Utilities

area. It doesn’t appear that the proposal will generate any additional loading on any

of our water supplies or sewerage infrastructure.

Manager of Operations – “Following recent discussions with representatives of CGM,

Bland and Forbes Shire Councils it was agreed that the current preferred access

route across Nerang Cowal Bogey Island not be supported into the future for the

following reasons :

High maintenance costs associated with this preferred access route;

The road suffers from long periods of closure due to flooding and other wet

weather events;


More effective use of resources to focus on the present alternate route which

is easier to maintain.

This position was supported by both Forbes and Lachlan Shire Council

representatives;

In accordance with the CGM Memorandum of Understanding a safety based

priority listing of maintenance and improvement works to affected Council’s

road networks is to be prepared collaboratively in order to allocate the 2013

and 2014 Barrick road fund contributions.

Community Environmental Monitoring and Consultative Committee (CEMCC)

The owners of CGM, as part of the original Development Consent (DA14/98) were

required to establish the Community Environmental Monitoring and Consultative

Committee (CEMCC).

Councillor Scott is our representative on CEMCC, and has indicated general support

for the modification proposal, subject to CGM continued commitment to the Road

Maintenance Memorandum of Understanding.

FINANCIAL AND RISK

There are no adverse financial or risk implications for Council in adopting the

recommendation

CONCLUSION

The proposed modification has both economic and social benefits for the local

community in terms of continued employment opportunities and the social capital

associated with development of this type.

Jim Boyce

MANAGER ENVIRONMENT & PLANNING/

ACTING DIRECTOR ENVIRONMENT & PLANNING


8.3.2 DEVELOPMENT APPLICATIONS FOR SEPTEMBER 2013

Author: E Buckland

TRIM: 13.6.6.4

Community

Strategic

Plan

Goal 4 BUILD CIVIC LEADERSHIP AND PRIDE

Strategic

Outcome

4.7 Strong effective Council

Delivery

Program

4.7.3 Councils decision making is equitable and ethical

Operational

Plan

Councils decision making and operational activities meet regulation

and community expectation

OFFICER RECOMMENDATION

That the Committee notes the report on Development (DA) and Complying

Development (CDC) Applications approved during the month of September 2013.

INTRODUCTION

This report will show the development applications that were approved in the Month

of July 2013.

BACKGROUND

NUMBER DELEGATED

AUTHORITY

OR COUNCIL

CONSENT

NO

SUBJECT

LAND

NATURE OF

DEVELOPMENT

1 Delegated DA 2013/29 Lot 2 DP

179786

‘Wee Bolla”

Rifle Range



ITEM NO. 8.3.2


2 Delegated DA 2013/31 48 Canada

Street, Lake

Cargelligo

3 Bedroom Dwelling

3 Delegated DA 2013/34 99 Bathurst

Street,

Condobolin

Extension to existing

medical centre, two

addition consulting

rooms

4 Delegated CDC

2013/1020

6 Orange

Street,

Condobolin

Storage Shed

Total number for September 2013: 4

Total value of works for September 2013:

Total number for September 2012: 11

Total value of works for September 2012: $1,383,688.00

FINANCIAL AND RISK

Nil

CONCLUSION

Council notes the report on Development Applications approved for September

2013.

Eliza Buckland

ADMINISTRATION OFFICER ENVIRONMENT & PLANNING

Jim Boyce

ACTING DIRECTOR ENVIRONMENT & PLANNING


8.3.3 AMENDMENT TO THE STATE ENVIRONMENTAL PLANNING POLICY

(MINING, PETROLEUM PRODUCTION AND EXTRACTIVE INDUSTRIES)

2007 (MINING SEPP)

Author: J Boyce

TRIM: 13.6.6.4

Community

Strategic

Plan

4 BUILD CIVIC LEADERSHIP AND PRIDE

Strategic

Outcome

4.8 Responsive Council

Delivery

Program

4.8.1 Council is responsive to the needs of the community

Operational

Plan

RECOMMENDATION

That Council:

I. Prepare a submission to the NSW Department of Planning outlining its

support for the proposed amendments to the State Environmental

Planning Policy (Mining, Petroleum Production and Extractive

Industries) 2007;

II. Continue to liaise with NSW Department of Planning and Infrastructure

staff to ensure that the Biophysical Strategic Agricultural Land mapping

(BSAL) for the Lachlan Shire accurately reflects the landform

characteristics.

BACKGROUND

The NSW Government has announced a package of initiatives under its Strategic

Regional Land Use Policy which aims to protect some five million hectares of



ITEM NO. 8.3.3


residential and strategic agricultural land across the State from the impacts of mining

and coal seam gas (CSG) activity.

The initiatives have been introduced as an amendment to the State Environmental

Planning Policy (Mining, Petroleum Production and Extractive Industries) 2007

(Mining SEPP). They are:

The introduction of the Gateway process

Establishment of the Mining and Petroleum Gateway Panel (Gateway Panel)

Introduction of coal seam gas exclusion zones to existing residential areas in

all 152 councils in NSW.

Gateway Process

The introduction of the Gateway process is aimed at adding an additional level of

scrutiny to new State significant mining and CSG proposals on the State’s most

valuable agricultural land, including biophysical strategic agricultural land (BSAL)

and the Upper Hunter equine and viticulture critical industry clusters (CICs).

Mining & Petroleum Gateway Panel

The Government has established the independent Mining and Petroleum Gateway

Panel to oversee the Gateway assessment. The panel comprises a Chairperson who

will be assisted by five other highly qualified experts in the fields of hydrogeology,

agricultural science and mining and petroleum.

CSG exclusion zones

New CSG exclusion zones have now been introduced which will protect residential

land across the State from the impacts of coal seam gas (CSG) activity.

The zones ban new State significant coal seam gas proposals, (including exploration

and production) or the expansion of existing projects in, and within two kilometres of

residential areas zoned R1 to R4 and RU5 across the State.


Public exhibition of additional proposals

The Government has also announced the exhibition of additional amendments to the

Mining SEPP:

Extend CSG exclusion zones to future residential growth areas in 56 council

areas across the State, and seven rural residential areas that meet ‘village’

criteria.

Revised maps of the equine and viticulture CICs in the Upper Hunter region

following a review process of the maps that were published in the Upper

Hunter Strategic Regional Land Use Plan.

Mapping of an additional one million hectares of biophysical strategic

agricultural land across the State.

These proposals are on exhibition until 8 November 2013.

Biophysical Strategic Agricultural Land (BSAL) Mapping

The NSW Government is exhibiting mapping which identifies more than 2.74 million

Hectares of the State’s most valuable farming land – known as biophysical strategic

agricultural land (BSAL).

This land has the best quality soil and water resources and plays a sustaining role in

the agricultural industry.

The BSAL criteria were considered across the State and have been identified in all

areas including the Central West.

It is the inherent values of the land itself, rather than the agricultural activity which it

supports that determines the BSAL classification.

· The exhibited maps are regional-scale and identify where BSAL is likely to occur.

The role of BSAL mapping?

· Identifying and mapping this land is critical to managing the potential land use

conflicts which arise from the proximity of high-quality agricultural land and

mining and coal seam gas (CSG) activity in some parts of the State.

· In 2012, some 1.74 million hectares of BSAL was mapped in the Upper Hunter

and New England North West regions.


· Now, approximately one million hectares of additional BSAL has been mapped in

the remaining areas of the State and is on exhibition.

· Any State significant mining or coal seam gas proposal on BSAL has to go

through an additional level of scrutiny via the Gateway process – an independent,

upfront and scientific assessment of the land and water impacts of the proposal.

· The Gateway assessment is conducted by an independent panel of scientific

experts before a development application can be lodged.

· Of the 2.8 million hectares of mapped BSAL, about ten per cent overlays a known

mining or CSG resource.

· In addition, a State significant mining or CSG proposal on BSAL must be referred

to the Commonwealth Independent Expert Scientific Committee and the NSW

Minister for Primary industries for advice on potential water resource impacts.

How was BSAL identified?

Agricultural land across the State was assessed against specific scientific criteria,

levels of soil fertility, land and soil capability classes and access to reliable water and

rainfall levels.

As this land is mapped at a broad regional scale there may be circumstances in

which the maps do not fully reflect the existence of BSAL on the ground.

A site verification process has been introduced to confirm whether a specific site

does, in fact, contain BSAL, before proceeding through the Gateway process.

The Lachlan Perspective

Council officers have been in regular contact with NSW Department of Planning and

Infrastructure regarding the methodology used for BSAL mapping. As mentioned

earlier in the report it would appear that the mapping has been undertaken on a

regional scale and as such lacks accuracy at ground level. It is considered

appropriate that discussion with the Department continue, to ensure that BSAL

located in Lachlan Shire is accurately mapped; this may involve Council in some site

verification and GIS mapping.


It is extremely important that BSAL mapping is accurate as this is the catalyst for the

gateway assessment process which provides another level of assessment rigour

should mining be proposed.

Council has also discussed this matter with CENTROC who will also be preparing a

response from a regional perspective.

FINANCIAL & RISK

There are no financial or other risk implications for Council in preparing the

submission to the Department.

CONCLUSION

The proposed amendments to the Mining SEPP are an acknowledgement of ongoing

community concerns around mining and in particular CSG. The amendments seek to

find the right balance between land uses in NSW that have the potential to be

conflicting.

Jim Boyce

MANAGER ENVIRONMENT & PLANNING/ ACTING DIRECTOR ENVIRONMENT

& PLANNING


9.4 INFRASTRUCTURE SERVICES

9.4.1 TOWN WATER SUPPLY CONSUMPTION REPORT PERIOD ENDING 30th

SEPTEMBER 2013

Author: B Falconer

TRIM: 13.6.6.3

Community

Strategic

Plan

Goal 3 BUILD AND MAINTAIN COMMUNITY INFRASTRUCTURE

AND SYSTEMS

Strategic

Outcome

3.2 Water, sewer and energy utilities meet best practice

standards with up to date technology

Delivery

Program

3.2.3 Implement the Asset maintenance and renewal program for

water and sewerage services

Operational

Plan

3.2.3 Complete annual maintenance and renewals program.

RECOMMENDATION

It is recommended that Council note the report on town water supply

consumption to 30th September 2013.

INTRODUCTION

All water extraction activities undertaken by Council are licensed through the Water

Management Act 2000 or the Water Act 1912. The Water Act 1912 is being

progressively repealed and replaced by the Water Management Act 2000, some

provisions are still in force. The Licenses held by Council contain conditions,

including volumetric limits, to which Council must comply. This report provides an

assessment of current accumulative water consumption for the water year and

available remaining water resource, with recommendation of any measures that may

be required for continued compliance.



ITEM NO. 9.4.1


BACKGROUND

A total of 32.8 mm of rainfall fell over the Lachlan Valley Catchment at Wyangala

Dam over the month of September 2013. Although the rainfall looked promising

runoff remains minor.

Wyangala Dam storage is currently holding 71.1%, a volume of 886,497 ML. This is

an decrease in storage level of 1.6% since the last reporting period. State Water

have reduced releases from Wyangala Dam to between 1,000 ML to 1,250 ML per

day to supply water consumers downstream of the dam. Storage levels for Wyangala

Dam are current as of 1st October 2013.

Lake Cargelligo Storage is holding 88.0%, a volume of 32,927 ML. This is a storage

increase of 5.0% since the last reporting period. Storage levels for Lake Cargelligo

Storage are current as of 1st October 2013.

DISCUSSION

The recorded consumption for Council’s town water supplies ending 30th September

2013 are as follows;

Surface Water Extraction

Town Water

Supply Scheme Month Consumption

Percentage of

Allocation

Condobolin Jul 2013 39.996 ML 2.67%

Aug 2013 47.155 ML 3.14%

Sep 2013 56.976 ML 3.80%

Oct 2013 ML

Nov 2013 ML

Dec 2013 ML

Jan 2014 ML

Feb 2014 ML

Mar 2014 ML

Apr 2014 ML

May 2014 ML

Jun 2014 ML

Totals 144.097 ML 9.61%

Lake Cargelligo Jul 2013 0.000 ML 0.00%

Aug 2013 0.000 ML 0.00%

Sep 2013 0.000 ML 0.00%

Oct 2013 ML


Ground Water Extraction

Town Water Supply

Scheme Month Consumption

Percentage of

Allocation

Condobolin Jul 2013 0.711 ML 0.09%

Aug 2013 0.344 ML 0.04%

Sep 2013 0.000 ML 0.00%

Oct 2013 ML

Nov 2013 ML

Dec 2013 ML

Jan 2014 ML

Feb 2014 ML

Mar 2014 ML

Apr 2014 ML

May 2014 ML

Jun 2014 ML

Totals 0.000 ML 0.00%

Tottenham Jul 2013 9.896 ML B Section Pipeline

Township Aug 2013 9.290 ML B Section Pipeline

0.029 ML Leg O Mutton WTP

Sep 2013 8.797 ML B Section Pipeline

0.000 ML Leg O Mutton WTP

Oct 2013 ML B Section Pipeline

ML Leg O Mutton WTP

Nov 2013 ML B Section Pipeline

ML Leg O Mutton WTP

Dec 2013 ML B Section Pipeline

ML Leg O Mutton WTP

Jan 2014 ML B Section Pipeline

ML Leg O Mutton WTP

Feb 2014 ML B Section Pipeline

ML Leg O Mutton WTP

Mar 2014 ML B Section Pipeline

ML Leg O Mutton WTP

Apr 2014 ML B Section Pipeline

ML Leg O Mutton WTP

May 2014 ML B Section Pipeline

ML Leg O Mutton WTP

Jun 2014 ML B Section Pipeline

Totals 28.012 ML


Nov 2013 ML

Dec 2013 ML

Jan 2014 ML

Feb 2014 ML

Mar 2014 ML

Apr 2014 ML

May 2014 ML

Jun 2014 ML

Totals 1.055 ML 0.13%

Lake Cargelligo Jul 2013 30.090 ML

5.02%

Aug 2013 34.750 ML 5.79%

Sep 2013 38.350 ML 6.39%

Oct 2013 ML

Nov 2013 ML

Dec 2013 ML

Jan 2014 ML

Feb 2014 ML

Mar 2014 ML

Apr 2014 ML

May 2014 ML

Jun 2014 ML

Totals 103.19 ML 17.20%

Condobolin township water consumption is within the allowable allocation. A total of

1511 properties are connected to this scheme equating to a monthly usage of 37.71

kL per connected property. Condobolin consumed 9.61% of the available surface

water allocation and 0.13% of the available groundwater allocation to 30th September

2013 for the 2013/2014 water year, the forecast allowable total consumption for this

period is 18.00% for each. Compared to the previous water year, surface water

consumption is approximately 13.28% lower for the period, 144.097 ML (2013/2014)

compared to 166.164 ML (2012/2013).

Lake Cargelligo scheme consumption is within the allowable allocation. A total of 814

properties are connected to the scheme equating to a monthly usage of 47.11 kL per

connected property. Lake Cargelligo water supply scheme has consumed 17.20% of

the available ground water allocation to 30th September 2013 for the 2013/2014

water year, the forecast allowable total consumption for this period is 18.00%. NIL

surface water allocation has been used in the 2013/2014 water year. Compared to


the previous water year, water consumption is approximately 1.68% higher for the

period, 103.190 ML (2013/2014) compared to 101.490 ML (2012/2013).

Of the 38.350 ML processed at the Lake Cargelligo water treatment plant the village

of Tullibigeal and rural connections to the Tullibigeal – Kikoira Pipeline have

consumed 5.335 ML, approximately 13.91% of the water processed for the month of

September 2013. A total of 154 properties are connected to this section of the

scheme equating to a monthly usage of 34.64 kL per connected property. This

section of the scheme comprises 19.01% of the Lake Cargelligo water supply

schemes total number of connections.

A total of 8.797 ML of water has been sourced from the B-Section Pipeline during the

month of September 2013 for the Tottenham town water supply. The Leg O Mutton

Water Treatment Plant supplied 0KL of supplemental water during the month of

September. 6.998 ML has been supplied to consumers with the remaining volume of

1.799 ML backfilled into the Leg O Mutton Dam for summer supply. A total of 253

properties are connected to the Tottenham town water supply scheme equating to a

monthly usage of 27.66 kL per connected property. Backfilling of the Leg O Mutton

Dam from the B Section Pipeline is continuing until the storage level reaches 8.5

metres as per the Leg O Mutton management plan. The current storage level in the

Leg O Mutton dam is 7.6 metres.

FINANCIAL AND RISK

Income from water sales are reviewed each quarter of the year and provided in

Council’s quarterly budget review for consideration.

From a risk perspective the Water Management Act 2000 has severe penalties for

failure to comply with licensing conditions. Penalties range from Tier 3 to Tier 1

Offences.

A Tier 3 Offence has a maximum penalty of $110,000 for a corporation.

A Tier 1 Offence has a maximum penalty of $2,200,000 for a corporation.

ENGAGEMENT

All demand management measures are outlined in Council’s Demand Management

and Drought Management Plan’s as approved by the NSW Office of Water and


Adopted by Council. Community consultation was undertaken as part of the plan

development or review.

Council utilises local print media, community newsletters, Council’s website and

facebook, pamphlets and bill inserts to disseminate information to the local

community.

CONCLUSION

Consumption levels for the Condobolin, Lake Cargelligo and Tottenham Town Water

Supplies at present are within the forecast allowable consumption requiring no

action.

ATTACHMENTS

NIL

Ben Falconer

MANAGER UTILITIES

Keith Dawe

ACTING DIRECTOR INFRASTRUCTURE SERVICES


9.4.2 PARKS & RESERVES WORKS PROGRAM

Author: M Linsket

TRIM: 13.6.6.3

Community

Strategic

Plan

3 Build and Maintain Community Infrastructure and Systems

5 Living in the Natural Environment

Strategic

Outcome

3.3 Visually appealing built environment, landscapes and

streetscapes

5.2 Increased recreational use of lakes and rivers

Delivery

Program

Includes many different delivery program actions

Operational

Plan

Includes many different operational plan actions

RECOMMENDATION

That Council

i. Notes the information for the Parks & Reserves Budget.

ii. Allocate $2,914 of savings from Footpath – The Bogan Way from the

Bowling Club to the Caravan Park; Tottenham to 2-12 Melrose St

Footpath Replacement

iii. Allocate $9,028 of savings from New Footpath Yelkin & Bokhara Sts

(PAMP Lak04a) to Footpaths Lake Cargelligo

iv. Allocate $6,441 of savings from Footpath – Lake Cargelligo in Canada

Street to Footpaths Lake Cargelligo



ITEM NO. 9.4.2


INTRODUCTION

This report outlines the Works Program and advises Council of progress made with

works to date including Re-votes.

BACKGROUND

Works Program Status Summary tables as at 9th October 2013.

No. WO

No.

Description Source of

funds

Budget YTD

Exp $

YTD

%

Comments

Capital Works Program

1 W1769 Shared Path Golf

Links Road

Stages 1 & 2

(PAMP Con12a)

General

Fund

RMS

Grant

79,200

41,700

120,900

0 0% Survey and

REF complete.

Work

scheduled to

commence

Feb.

2 W1689 Replace BBQs at

Gum Bend Lake

General

Fund

Progress

Printing

Donation

10,000

2,000

12,000

10,399 86.7% Complete

Remaining

funds to be

allocated to

next project at

Gum Bend

Lake

3 Replace

irrigation System

Apex Park Lake

Cargelligo

General

Fund

37,700 0 0%

4 W1509 Install Illuminator

Oval Lighting

Control – SRA

Ground

General

Fund

Revote

15,000

15,000

30,000

0 0%

5 Shade over

Tullibigeal

Swimming Pool

General

Fund

25,000 0 0%


No. WO

No.


funds

Budget YTD

Exp $

YTD

%

Comments

6 W1041 Condobolin Pool

filtration/chemical

upgrade

Swimming

Pool

Reserve

Revote

250,000

69,573

319,573

0 0% Draft Design

Specification

compiled.

7 W1844 Playground

Shelter @ Lake

Recreation

Ground

Insurance 25,000 0 0% Ordered

8 W1845 Foreshore

Shelter @ Lake

Recreation

Ground

Insurance 20,000 0 0% Ordered


No. WO

No.


funds

Budget YTD

Exp $

YTD

%

Comments

Capital Works Program Revotes

1 W1507 2-12 Melrose St

Footpath

Replacement

General

Fund

12,500

2,914

15,414

0 0% Council to

remove existing

path and prepare

new path

foundations.

Seeking Quotes

for the concrete

works.

2 W1511 New Footpath

Yelkin &

Bokhara Sts

(PAMP Lak04a)

General

Fund

32,381 23,353 72.1% Complete.

Unspent funds

of $9,028 to be

Spent on

missing

footpaths in

Lake

3 W1508 Gum Bend

Lake Jetty

General

Fund

Better

Boating

Program

29,900

29,900

59,800

46,512 77.8% Pontoon nearing

completion.

Designing

footings.

4 W1512 Replace

Irrigation

System Major

Mitchell Park

General

Fund

9,423 0 0% Waiting

installation of

new Service

meters. Will

require to refresh

quotes

5 W1515 Replace

Irrigation

System Sacred

Park

General

Fund

18,083 0 0% Waiting

installation of

new Service

meters. Will

require to refresh

quotes


No. WO

No.


funds

Budget YTD

Exp $

YTD

%

Comments

6 W1043 Shade

Structure

Wiradjuri Park

General

Fund

Revote

20,000

10,000

30,000

0 0% Waiting on

discussions from

the community

on final shade

requirements.

7 W1509 Install

Illuminator Oval

Lighting Control

– SRA Ground

General

Fund

15,000 0 0% Quotes being

sought.

8 W1510 Paint Lake

Cargelligo Pool

Lake

Swimming

Pool

Reserve

37,279 24,568 65.9% Complete

9 W1513 Install Fence

around

Chlorine Room

@ Lake Pool

General

Fund

8,496 0 0% Fence to be

installed around

the filter room for

the Toddlers

Pool.

10 W1041 Condobolin

Swimming Pool

Swimming

Pool

Reserve –

Revote

69,573 0 0% Fencing of the

water meter and

backflow device

to commence.

11 W1044 Foster St

Beautification

Lake Cargelligo

General

Fund –

Revote

67,209 0 0% Concept designs

received.

12 W1045 Lake Cargelligo

Walkway Stage

2

General

Fund

111,839 0 0% Area surveyed.

DIS and Lakes

Alive have

walked the

project.

Community

consultation

needs to occur.


No. WO

No.


funds

Budget YTD

Exp $

YTD

%

Comments

13 W1047 Filtration

System

Irrigation Lake

Cargelligo

Recreation

Ground

General

Fund

15,000 0 0% The operational

status of the

subsurface

irrigation system

is being

determined.

Tank ordered.

14 W1051 Condobolin

Netball Courts

General

Fund -

Revote

Sport &

Rec

Funding –

unspent

grants

9,331

9,331

18,662

0 0% Remaining funds

to upgrade new

kiosk – e.g. Air

Conditioning etc.

5 W1050 Lake

Recreation

Ground

Amenities –

Practice Cricket

Nets

General

Fund --

Revote

10,000 0 0% The location of

the pitch has

been decided.

DIS to follow up

with sporting

groups.

16 W1048 Skate Park

(09/10)

General

Fund --

Revote

137,709

26,600

164,309

0 0% Location has

been determined

as Bill Hurley

Park.

Waiting on final

designs of Skate

Park.

17 W1563 Footpath – The

Bogan Way

from the

Bowling Club to

the Caravan

Park;

Tottenham

General

Fund --

Revote

2,914 0 0% Complete

Unspent funds

of $2,914 to be

transfer to

W1507


No. WO

No.


funds

Budget YTD

Exp $

YTD

%

Comments

18 W1564 Footpath –

Lake Cargelligo

in Canada

Street

General

Fund --

Revote

7,125 684 9.6% Complete

Unspent funds

of $6,441 to be

Spent on

missing

footpaths in

Lake

19 W938 Fifield

Recreation

Ground

General

Fund --

Revote

8,580 0 0%

20 Shade

Structure

Capital Works

General

Fund

100,000

-40,000

-35,000

25,000

0 0% Allocated from

Parks &

Reserves

Maintenance

budget 2012/13;

resolution 177/13

Playground

Shelter @

Tottenham

Memorial Park

General

Fund

40,000 0 0% Ordered

Playground

Shelter @ Lake

Cargelligo Apex

Park

General

Fund

35,000 0 0%

21 W1726 SRA Ground

Irrigation

Design

General

Fund

15,000 9,300 62% Preliminary Draft

complete; minor

modifications

required before

1st Draft

available.


No. WO

No.


funds

Budget YTD

Exp $

YTD

%

Comments

Footpaths Lake

Cargelligo

General

Fund

9,028

6,441

15,469

0 0% Options

discussed

1. Continue down Canada St

2. Uabba St from hospital to Canada St

3. Canada St from Uabba to Yelkin St

DISCUSSION

As noted in the above listed projects.

FINANCIAL AND RISK

As noted in the table above. All Revote budgets are only indicative until they have

been approved.

ENGAGEMENT

Engagement has occurred within the organisation to identify, prioritise and approve

Capital Works Projects; the above list is Parks and Reserves projects within

Infrastructure Services.

CONCLUSION

As noted in the table above.

ATTACHMENTS

Nil

Maree Linsket

MANAGER INFRASTRUCTURE

Keith Dawe

Acting DIRECTOR INFRASTRUCTURE SERVICES


9.4.3 STREET TREE REMOVAL 10 CONAPAIRA STREET LAKE CARGELLIGO

Author: M Linsket

TRIM: 13.6.6.3

Community

Strategic

Plan

Goal 3 Build and Maintain Community Infrastructure and Systems

Strategic

Outcome

3.3 Visually appealing built environment, landscapes and

streetscapes

Delivery

Program

3.3.2 Implement a themed street tree replacement program

Operational

Plan

3.3.2 Develop and implement a themed street tree replacement

program

RECOMMENDATION

That Council

I. Note the report regarding the 4 Gum Trees adjacent to 10 Conapaira

Street, Lake Cargelligo;

II. Not approve the removal of the 4 Gum Trees; in accordance with LSC

Street Tree Policy adjacent to 10 Conapaira Street, Lake Cargelligo.

INTRODUCTION

In accordance with LSC Street Tree Policy each Street Tree is required to be

assessed on its suitability and to the claims within the request. From the

assessment recommendations for action/s will be submitted to Council.

BACKGROUND

Council received a request for the occupant of 10 Conapaira Street, Lake Cargelligo,

to have the trimmed 4 Gum Trees, but preferably removed the adjacent to the

property. She states that the trees are damaging her property and that the pest

controller suspects the trees are infested with termites as well.



ITEM NO. 9.4.3


The Gum Trees have been inspected in accordance with LSC Street Tree Policy.

The trees are in very good condition; and there is no evidence of termites to the

trees. Trimming would affect the aesthetic look of the trees and as they are about 8-

10m from her property line, the branches pose a low risk of damaging the property.

Installation of root barrier can be installed to prevent the roots from damaging the

foundations of the property

DISCUSSION

No discussions are required.

FINANCIAL AND RISK

Limited to the cost of installing root barrier – estimated to be approximately $600.

ENGAGEMENT

No engagement is required.

CONCLUSION

The trees are to remain as per the LSC Street Tree Policy; and Root barrier to be

installed.

ATTACHMENTS

Nil

Maree Linsket


Keith Dawe



7.3.4 WEEDS MANAGEMENT STAYING WITH LOCAL GOVERNMENT

Author: M Linsket

TRIM: 13.6.6.3

Community

Strategic

Plan

Goal 5 Living in the Natural Environment

Strategic

Outcome

5.4 A healthy natural environment

Delivery

Program

5.4.1 Conduct weed and feral pest control

Operational

Plan

5.4.1 Ongoing inspection program and control operations

RECOMMENDATION

That Council supports the Lachlan Valley Weeds Advisory Committee make

representation to the Local State MP and Local Government NSW for both the

regulatory and on ground control of weeds, be retained as a function of Local

Government.

INTRODUCTION

Council has received a request from the Lachlan Valley Weeds Advisory Committee

to support the Committee in its objections to distribute any weed management

through the Local Land Services.

BACKGROUND

With the formation of the Local Land Services it was suggested that the regulatory

control of weeds would become a function of the Local Land Services. The Lachlan

Valley Weeds Committee believes that Councils are the best placed to handle both

regulatory and on ground works for weed control. It can only be envisaged as a



ITEM NO. 9.4.4


regressive step as the functions go hand in hand, and can often be done

simultaneously.

The Committee points out that when the conditions are ripe foe weed emergence,

staggered germinations can occur in one season, with the result of several trips to

affect complete control. Councils are best placed to handle weed control, being

smaller in area than the Local Land Services; who could cost more in time travelling

the vast distances; loss of efficiency through the workforce and on ground works.

DISCUSSION

No discussions are required.

FINANCIAL AND RISK

If weed management is transferred to the Local Land Services Council will not

require a Weeds Inspector and the corresponding grant received for the tasks

undertaken by the Weeds Inspector would be lost to Council.

ENGAGEMENT

No engagement is required.

CONCLUSION

The support of the Lachlan Valley Weeds Advisory Committee though representation

to the Local State MP and Local Government NSW for both the regulatory and on

ground control of weeds, be retained as a function of Local Government.

ATTACHMENTS

Nil

Maree Linsket


Keith Dawe



9.4.5 PROPOSED ROAD CLOSURES IN THE MULLA & TOTTENHAM

LOCALITIES

Author: M Linsket

TRIM: 13.6.6.3

Community

Strategic

Plan

Goal 1 Grow a Resilient Economy

Strategic

Outcome

1.3 An innovative, progressive and growing agricultural sector

Delivery

Program

1.3.1 Provide transport infrastructure needed to support agriculture

Operational

Plan

None identified.

RECOMMENDATION

That Council

I. Has no objections to the road closure of TOTTENHAM 1;

II. Has no objections to the road closure of TOTTENHAM 2 as long as an

access easement is provided;

III. Has no objections to the road closure of TOTTENHAM 3

IV. Has no objections to the road closure of TOTTENHAM 4 as long as an


V. Has no objections to the road closures of TOTTENHAM 5;

VI. Has no objections to the road closure of TOTTENHAM 6 as long as an


VII. Has objections to the road closure of TOTTENHAM 7; on the basis of

supporting objections to be lodged by the landholders.



ITEM NO. 9.4.5


VIII. Would withdraw its objection where the affected landholders have no

objection to the proposed road closures.

INTRODUCTION

NSW Trade & Investment – Crown Lands have requested comments on the

proposed road closings; with notice of intention to sell.

BACKGROUND

The Lands Office is progressively closing unused crown roads. They periodically

forward notices of their intentions for a batch of roads and seek comments from

landholders and other interested parties such as Council. Mostly Council is not

directly affected but if Council is aware of any issues from landholders; Council can

add its support to their objections.

DISCUSSION

PROPOSED ROAD CLOSINGS

1. ACCOUNT 503220 (File Ref: 09/15072)

PARISH Ruby & Rutledge

COUNTY Oxley

SHIRE Bogan

The road closures in this area do not present any issues to Lachlan Shire Council.

Access between the Lachlan and Bogan Shires is not affected.

2. ACCOUNT 521872 (File Ref: 09/11736)

PARISH Bulbodney & Minalong

COUNTY Flinders

SHIRE Lachlan


Figure 1: Proposed road Closures for Account 521872; annotated to show roads TOTTENHAM 1-3

Road closures TOTTENHAM 1-3 (Refer to Figure 1) in this area still allow access to

individual land parcels.

Road closure TOTTENHAM 1: The closure of this Additional Crown road does

not restrict access to any land parcels.

Road closure TOTTENHAM 2: The closure of this Crown road does not

restrict access to any land parcels, however the property noted in red

(Baldwinson) uses this road for access to Bobadah Road from the east and

have requested an easement along this section of road.

Road closure TOTTENHAM 3: The road identified as shared Council/Crown

road is part of SR 12 (White Tank Road). The owners of all properties west

of this closure have been contacted and indicate they currently gain access to

their properties by other roads and are not concerned by the closure.

Local property owners describe the section of road indicated as only

accessible by motorbike. The property owner north of the closure is not

concerned about the closure. The property owner south of the road closure

(noted in khaki, Quade) is not concerned as long as his current access to Lot


28 DP 752892 is not compromised through Lot 3 DP 752892. A visual check

of an aerial image shows that access through Lot 3 is east of the closure and

thus he would not be affected.

3. ACCOUNT 521901 (File Ref: 09/15144)

PARISH Bulbodney & Minalong

COUNTY Flinders

SHIRE Lachlan

Figure 2: Proposed Road Closures for Account 521901; annotated to show roads TOTTENHAM 4-7

Road closures TOTTENHAM 4-5 (Refer to Figure 2) in this area still allow access to

individual lots.

Road closure TOTTENHAM 4: The closure of this Additional Crown road does

not restrict access to any land parcels, however the property noted in purple

(Baldwinson) uses this road for access to Bobadah Road from the east and

have requested an easement along this section of road if it is closed.

Road closure TOTTENHAM 5: The closure of the Crown road between

Bobadah Road and Billandry Road through Lot 18 DP 752864 and west of Lot


16 DP 752864, and the closure of the additional Crown road north of Lot 9 DP

752864 do not restrict access to any individual land parcels. As this runs

through different properties, it is suggested that the road be subdivided into

two parts to offer to owners. This has been discussed with both property

owners and they agree with this subdivision proposal.

Road closures TOTTENHAM 6-7 (refer to Figure 2) may restrict access to individual

land parcels.

Road closure TOTTENHAM 6: The closure of this Crown road eliminates

access to Lot 15 DP 752864. At this stage it forms part of a property with the

lots east, south and west of it. Buildings on Lot 15 appear to be currently

accessed through the lot south of it, however if Lot 15 was to be sold

separately it would no longer have road access. An easement for access to

Lot 15 would be needed if it was sold separately. The property noted in

purple (Baldwinson) also uses this road for access to Bobadah Road from the

east and have requested an easement along this road.

Road closure TOTTENHAM 7: This Crown road provides access to the

Meryula State Forest (Lot 24 DP 752892) and DA Fishpool’s southern

property (Lots 23 and 25 DP 752892) as the Crown road adjacent to these

lots to the south is not trafficable. Both these parties have concerns about

access and if it was closed, they would need an easement to continue access

to these lots. The Crown road intersects both Lot 2 DP 752892 and Lot 4 DP

752892 each into two portions. If the road was closed the road should be

subdivided for the purpose of being keeping each lot contiguous in the event

of selling the lots separately.

FINANCIAL AND RISK

The closure of TOTTENHAM 3 will reduce the length of SR12 White Tank Road by

1.3km cutting the Road into two sections. This will have a minor reduction to

Councils Federal Assistance Grant (FAG) for roads.

Note Council will be required to rename & renumber one end of SR12.


ENGAGEMENT

Affected residents had been contacted to gauge their opinion of the proposed road

closures. Their responses have been included in the discussions above.

CONCLUSION

The general consensus is there are no objections other than the road to the Meryula

State Forest as long as access easements are created where needed.

ATTACHMENTS

None

Maree Linsket


Keith Dawe



9.4.6 PROPOSED ROAD CLOSURES IN THE DANDALLO LOCALITY

Author: M Linsket

TRIM: 13.6.6.3

Community

Strategic

Plan

Goal 1 Grow a Resilient Economy

Strategic

Outcome

1.3 An innovative, progressive and growing agricultural sector

Delivery

Program

1.3.1 Provide transport infrastructure needed to support agriculture

Operational

Plan

None identified.

RECOMMENDATION

That Council

I. Has no objections to the road closure of No.1 Crown road south of Lot 4

DP 753983 “Inverlea”;

II. Has no objections to the road closure of No.2 Crown road running east-

west and intersecting Lot 29 DP 753983 “Inverlea”;

III. Has no objections to the road closure of No.3 Crown roads in the north

east of “Inverlea”;

IV. Has no objections to the road closure of No.4 the section of Crown road

forming the eastern boundary between “Nellady” and “Inverlea”;

V. Has objections to the road closure of No.5 Crown road from the

southeast corner of “Nellady”;

VI. Has objections to the road closure of No.6 Crown road between Lots 29

and 30 DP 753983 “Inverlea” through to the corner of Lot 4 DP 753983;



ITEM NO. 9.4.5


VII. Has objections to the road closure of No.7 the section of (Crown/Shire

road); is part of SR8 (Tottenham-Dandaloo Road) to the west and no

objections to the eastern section of Crown road;

VIII. Has no objections to the road closure of No.8 Crown/Shire road; is part

of SR8 (Tottenham-Dandaloo Road) between Lot 30 DP 754018

“Inverlea” and Lot 31 DP 754018 “Avoca”;

IX. Has no objections to the road closure of No.9 Crown road west of Lots

29 and 30 DP 754018 “Inverlea”;

X. Has objections to the road closure of No.10 Crown road north of Lot 29

DP 754018 “Inverlea”.

XI. Would withdraw its objections in any cases where the affected

landholders have no objection to the proposed road closures.

INTRODUCTION

NSW Trade & Investment – Crown Lands have requested comments on the

proposed road closings; with notice of intention to sell.

BACKGROUND

The Lands Office is progressively closing unused crown roads. They periodically

forward notices of their intentions for a batch of roads and seek comments from

landholders and other interested parties such as Council. Mostly Council is not

directly affected but if Council are aware of any issues from landholders; Council can

add its support to their objections.

DISCUSSION

PROPOSED ROAD CLOSINGS

PARISH Dandaloo

COUNTY Kennedy

SHIRE Lachlan


Figure 3: Proposed Road Closures: with annotations

Some parcels already have no access to a road, and in the event of a flood of the

Bogan River, access will be further reduced.

The proposed road closures will isolate more land parcels. The properties affected

by these proposed road closures are “Nellady” (blue with adjoining white parcels),

“Inverlea” (green) and “Avoca” (possibly more than one property with same owner)

(tan and purple striped) as shown in Figure 1.

If all surrounding Crown Roads are trafficable, then some options remain to only

close some roads and still provide access to land parcels in these properties that

currently have road access. Communication with property owners and neighbours

has been unsuccessful, thus the condition of the existing roads has not been

verified. Aerial imagery shows that some roads might not be trafficable.

Road closure No.1: The Crown road south of Lot 4 DP 753983 “Inverlea”.

This road is not trafficable and access can be gained through to the Crown

road to the southwest corner of the lot.

“NELLADY”

“INVERLEA”

“AVOCA”

3.

3.

1. 2.

3.

4.

5.

6.

7W.

7CW. 7CE.

7E.

8.

9.

10.


Road closure No.2: The Crown road running east-west and intersecting Lot 29

DP 753983 “Inverlea”. This road is not trafficable in parts and access to the

lot can be gained through the open Crown road at the southeast corner.

Road closure No.3: All Crown roads in the north east of “Inverlea”, near the

Bogan River. These roads are not trafficable and alternate access to parcels

is available (if Road closure No. 5 remains open).

Road closure No.4: The section of Crown road forming the eastern boundary

between “Nellady” and “Inverlea”. Depending on the new ownership of the

land, access to the southeastern corner of “Nellady” may need to be

facilitated.

Road closure No.5: The Crown road from the southeast corner of “Nellady”

open. This road is needed for access to Lot 47 DP 755133 “Nellady”. (It also

provides access to other parcels of “Nellady” when the Bogan River floods

and denies northern access). This road is also needed for access to Lots 3

and 28 DP 753983 “Inverlea”. Note: this road does not appear to exist in

aerial imagery, however the land appears to be trafficable.

Road closure No.6: This Crown road between Lots 29 and 30 DP 753983

“Inverlea” through to the corner of Lot 4 DP 753983 allows access to the road

above (Road closure No.5) and provides access to Lot 4 753983 “Inverlea”.

These roads then intersect with the open Crown road that intersects Lot 29

DP 753983 “Inverlea” in the north-south direction. Note: some of these Crown

roads do not appear to exist in aerial imagery; however the land appears to be

trafficable.

Road closure No.7: In this section there are three options available that still

allow access to all parcels of land:

1. Closure of the western half of this section (Crown/Shire road); is part

of SR8 (Tottenham-Dandaloo Road) and keep the eastern half of this

section open (Crown road). This allows access to Lot 26 DP 753983

“Inverlea” and Lot 16 DP 753963 “Avoca” in an easterly direction, and

Lot 32 DP 753983 “Inverlea” from the southwest corner (this may need

to be facilitated by keeping the intersection of the Crown/Shire road

and the Crown road open).


2. Closure the central section of this road and keep the eastern and

western sections open. This allows access to Lot 16 DP 753963

“Avoca” in an easterly direction and Lots 26 and 32 DP 753983

“Inverlea” from the westerly direction.

3. Closure the eastern half of this section (Crown road) and keep the

western half of this section open (Crown/Shire road); is part of SR8

(Tottenham-Dandaloo Road). This allows access to Lot 16 DP 753963

“Avoca” Lots 26 and 32 DP 753983 “Inverlea” from the westerly

direction.

Note: the sections labelled 7W, 7CW and 7CE do not appear to be clearly

trafficable from aerial imagery.

Road Closure No. 8: This Crown/Shire road; is part of SR8 (Tottenham-

Dandaloo Road) between Lot 30 DP 754018 “Inverlea” and Lot 31 DP 754018

“Avoca”. This road does not appear to be clearly trafficable from aerial

imagery. This was checked with the recent asset data collection, which

indicated that there is no trafficable road in place.

Road closure No. 9: This Crown road west of Lots 29 and 30 DP 754018

“Inverlea”. This road does not appear to be clearly trafficable from aerial

imagery.

Road closure No. 10: This Crown roads north of Lot 29 DP 754018 “Inverlea”

allows access to Lot 63 DP 755133 “Nellady”. This access is also needed for

other parcels in “Nellady” when the Bogan River floods. Note: this road does

not appear to be clearly trafficable from aerial imagery, however is better than

other possible roads.

FINANCIAL AND RISK

The closure of No. 8 will reduce the length of SR8 Tottenham-Dandaloo Road by

7.1km cutting the Road into four sections. This will not reduce Councils Federal

Assistance Grant (FAG) for roads; as this road is not eligible to claim under the

conditions of the grant.

Note Council will be required to rename & renumber the sections of SR8 when/if

upgraded.


ENGAGEMENT

Attempts have been made to contact the affected residents to gauge their opinion of

the proposed road closures, by telephone. There was insufficient time available to

engage in written correspondence. Assessment of the impacts of the closures was

attempted by other means, including use of aerial imagery. The landholders would

have received the same correspondence from the Lands Office and to have the

opportunity to object.

CONCLUSION

There are objections to sections of roads requested for closure; as stated in

recommendation.

ATTACHMENTS

None

Maree Linsket


Keith Dawe



9.4.7 CENTROC REGIONAL FUEL TENDER

Author: K Dawe

TRIM: 13.6.6.3

Community Strategic Plan

Goal 3 Build And Maintain Community Infrastructure And Systems

Strategic Outcome

3.1

3.2

3.3

Provision of fuel supports various outcomes, e.g.

Efficient transport networks that meet community and business needs

Water, Sewer and energy utilities meet best practice standards with up to date technology

Visually appealing built environment, landscapes and streetscapes

Delivery Program

3.1.1

3.2.3

3.3.5

Implement road maintenance, renewals and improvements in accordance with asset management plan

Implement the asset maintenance and renewal program for water and sewerage services

Maintain parks and reserves across the shire

Operational Plan

3.1.1 3.2.3

3.3.5

Complete annual maintenance, renewals and improvements program

Complete annual maintenance program

RECOMMENDATION

That Council

I. Enters into a regional contract through CENTROC with a panel of

providers of fuel which is made up of Reliance Petroleum, Park Pty Ltd,

Dib Group Pty Ltd and Oilsplus Pty Ltd, to be managed through the

CENTROC regional contract (noting that Dib Group has not tendered to

supply Lachlan Shire) for a period of two years with an option to extend

for a further 12 months; and



ITEM NO. 9.4.7


II. Advise CENTROC of its decision.

INTRODUCTION

Lachlan Shire Council has participated in a regional fuel supply contract through

Central NSW Councils (Centroc). A new contract is required.

BACKGROUND

Fuel is one of council’s larger expenses, with annual expenditure of around $1.2M,

depending on the impacts of the world market. The regional approach saves

members both time and money. The existing fuel supply contract is ending. The

Centroc Supply Managers Team developed a revised regional contract for supply

and delivery of fuel.

CENTROC called for tenders for a regional contract to supply and deliver fuel to

member Councils, including Lachlan Shire.

DISCUSSION

A summary with confidential pricing data was recently received from Centroc. There

are different pricing structures for bulk deliveries to the Condobolin depot and to the

smaller tanks at Lake Cargelligo, Tottenham and the mobile fuel trailers. The parts

relevant to Lachlan Shire have been analysed on a spreadsheet, applying the same

assumed mix of deliveries to each tender.

The tenders nominate the markup to be added to the Terminal gate Price (TGP),

which is the common denominator in the pricing structure. The supplier’s markup

includes covering their costs to deliver the fuel, and their profit margin.

The smallest markups are for the bulk deliveries to large central tanks, such as at the

Condobolin depot which can be serviced by a B-Double direct from the coast refinery

or seaport storage.

There are large variations for the smaller depot tanks and the fuel trailers, depending

on whether the supplier is interested in them.

Park P/L obviously is only interested in bulk supplies direct from the coast. Their bulk

supplies to Condobolin are the cheapest. However, with markups of $82.07 for the


fuel trailers, $84.75 for Lake Cargelligo depot and $90.13 for the Tottenham depot, it

is equally obvious that council would not be ordering their fuel for the smaller sites.

It may be appropriate to order bulk supplies from Park P/L and for the smaller sites

from Reliance Petroleum or Oilsplus. There is a small margin between the latter two

(noting that Reliance’s TGP is reached by subtracting the markup from the figure

shown in the cost to council column).

Reliance has provided good service to council for several years, including delivery to

remote fuel trailers at remote sites. Their bulk price to Condobolin is second lowest,

marginally lowest for Tottenham, and just above Oilsplus for Lake Cargelligo and the

fuel trailers. Overall, there is not much between the two companies.

FINANCIAL AND RISK

The estimated costs for each supplier are summarised below, based on a mix of

deliveries totalling 800,000 litres.

Rank for assumed volumes of fuel:

1 $1,107,546

Park for bulk & Reliance for small

drops

2 $1,107,740

Park for bulk & Oilsplus for small

drops

3 $1,121,496 Reliance

4 $1,147,070 Oilsplus

5 $1,410,444 Park

Analysis summary:

Dib Group did not bid for our business.

Engaging Park P/L on their own is not an option on the estimated cost- they

obviously are only interested in bulk supplies which may suit other councils.

Reliance would be cheapest as a single supplier, but mainly on the basis of

being slightly cheaper on bulk supplies than Oilsplus (although more

expensive than Park).

Oilsplus is marginally more expensive than Reliance – competitive on small

drops but slightly more expensive on bulk drops.


Combining the cheapest bulk deliveries by Park with either Reliance or

Oilsplus is the cheapest, with the margin so small as to be dependent on the

assumed mix of delivery types and locations.

The RFT allows council to engage a panel of contractors, to pick the best options at

any time. The Terminal Gate Price may vary between sources on different days, so

that quotes can be sought from the contractors to determine which will be the best at

any time.

These prices will provide council with an anticipated savings of approximately

$100,000 annually, if prices remained at present levels.

Centroc has managed the process including all costs of advertising and tender

assessment and will receive a management fee from the suppliers to cover these

costs.

ENGAGEMENT

Council has provided advice on improving the specification to reduce operational and

administration problems. One issue was invoices arriving with different amounts to

what was ordered, due to twice weekly fluctuations in the terminal gate price from

the refinery.

Council staff also participated in a panel with representatives of other councils and

Centroc to undertake a preliminary review of the tenders. Given the variation of

prices and combinations of tenders potentially providing lower cost options for

councils, it was determined that a panel contract would be appropriate. In this case,

some or all tenders would be accepted onto a panel of suppliers and participating

councils could request quotations of the current prices, to determine which supplier

is the best choice at the time. The prices relate to the Terminal Gate Price and the

suppliers’ nominated (tendered) markup for delivery and profit. Variation should be in

the TGP.

Advice from Centroc regarding the Selection Process of a Regional Supplier of

Fuel:

“The Centroc Request for Tender (RFT) for Supply and Delivery of Fuel was

managed under the auspices of the Centroc Supply Managers Team.


Members of the Centroc Supply Managers Team oversaw the RFT process run by

Centroc. All documentation including copies of the RFT, responses from tenderers

and tender assessment documentation is available upon request.

The panel gave consideration to responses from 4 companies:

Reliance Petroleum

Oilsplus

Park Fuel

Dib Group

The panel reviewed all tendered responses utilising the APET 360Pro tender

evaluation tool and recommended that all organisations be accepted as a part of the

panel for fuel supply to council.”

Next steps

As the process included an RFT, under the Local Government Act 1993, a Council

resolution is required to accept this tender.

A draft contract has been prepared, including amendments from the existing

contract, and would be executed by Centroc upon confirmation by member councils.

CONCLUSION

Members of Centroc’s Supply Management Team have overseen the selection of the

panellists as suitable organisations for Council to enter into a contract with for the

supply of fuel. Based on pricing quoted in the RFT process, it is commended that

Council approve Centroc to enter into a contract with each panellist. A 2 year

contract (with a possible 12 month extension) with each panellist is advised.


ATTACHMENTS

Nil. Tender information and the draft contract will be available at the meeting for

perusal.

Keith Dawe



9.4.8 SUPPLY AND DELIVERY OF GRAVEL HAULAGE TRUCKS

Author: K Dawe and G Nagle

TRIM: 13.6.6.3

Community

Strategic Plan

Goal 3 BUILD AND MAINTAIN COMMUNITY

INFRASTRUCTURE AND SYSTEMS

Strategic

Outcome

3.1

3.2

3.3

Provision of suitable plant and plant replacement program

supports various outcomes, e.g.

Efficient transport networks that meet community and

business needs

Water, Sewer and energy utilities meet best practice


Visually appealing built environment, landscapes and

streetscapes

Delivery

Program

3.1.1

3.2.3

3.3.5

Implement road maintenance, renewals and improvements

in accordance with asset management plan

Implement the asset maintenance and renewal program

for water and sewerage services


Operational

Plan

3.1.1

3.2.3

3.3.5

Complete annual maintenance, renewals and

improvements program


RECOMMENDATION

That Council;

I. Purchase four new Western Star Fleet spec II 4800 series day cab trucks

from Hartwigs Trucks Dubbo, for $264,261.80 each for a total of

$1,057,047.20; and

II. Sell fleet nos. 615, 616, 617 & 618 Western Star trucks to Golden City

Trucks for $87,500.00 per truck for a total of $350,000.00 (net

changeover of $176,761.80 per unit for a total of total of $707,047.20).



ITEM NO. 9.4.8


INTRODUCTION

Council budgets within the 10 year plant replacement program for changing over the

heavy fleet and accordingly, tenders were sought for replacing the gravel trucks.

Tenders closed at 2.00pm Monday 30th September 2013 for Supply and delivery of

four new gravel trucks.

The trucks offered for trade in or separate purchase are:

Fleet nos. 615, 616, 617 & 618 Western Star 6X4 gravel trucks.

The specification called for trucks with higher engine horse power, stronger

transmission, drive line and suspension to improve reliability in the heavy duty

working conditions. This also enables council to stay in touch with today’s market

requirements for resale values.

A key specification requirement is to have a high quality air filter system for the

motor, given the dusty working environment. If this requirement is not met, the truck

is not short listed for further consideration.

Tenders were received from 7 companies for the supply of new trucks with trade ins

and 2 offers for purchase only. All figures include GST.

BACKGROUND

Gravel haulage is a major operation conducted by Council to improve and repair the

road network within Lachlan Shire. This type of operation requires heavy duty

equipment that can work reliably off road in dusty conditions over relatively short

distances. The work does not suit trucks designed for urban environments or line

haul work on sealed highways at high speeds.

Council’s gravel haulage fleet consists of four Western Star 4800 series 4x6 trucks

with 10m tipping bodies. This style American built truck has performed very well over

the past 7 years proving to be reliable, strong units.

Lighter duty trucks would suffer more breakdowns and lower resale values.

DISCUSSION

Several of the most likely contenders have been viewed and assessed by the gravel

haulage gang. There were some limitations on inspection opportunities as not all

models were available within a reasonable distance. Some trucks were similar but


not the actual models offered. If any further information would affect the

recommendations, it will be brought to the council meeting.

Several of the trucks would be suitable, making for a potentially difficult choice.

Some considerations therefore have fine points of difference.

The best changeover combinations involve selling fleet numbers 615, 616, 617 &

618 Western Star gravel trucks to Golden City trucks for $87,500.00 each unit and

purchase new trucks without trade ins.

Freightliner Coronado 114, Mack Granite, Iveco Powerstar do not have external high

rise air intakes for the engine. Therefore, they are considered not be suitable for

gravel haulage in very dusty conditions and non-compliant. The air intake

requirements of the specification is a major factor that was stressed to all suppliers

as it is the largest potential source of risk for the truck engines being “dusted’.

Lowest tender is for Isuzu CXY 455 for $200,826.00 per truck with no trade in, from

Tracserv. Isuzu meets the specifications, except that it only has a GCM of 57,000kg

which does not comply with the specified 70,000 GCM. This appears to be related to

the transmission being a lighter duty

Freightliner has the greatest changeover of trucks tendered and does meet the air

cleaner requirement, therefore should not be considered.

Kenworth has the required air cleaner but is very costly.

This leaves five trucks in contention.

Hino 2848 has the second best changeover price and meets all specifications.

Western Star 4800 II, Volvo FMX and Mack Trident (auto and manual) are similar to

each other in changeover prices and all comply with the specifications required.

It was difficult to find a Volvo in gravel truck configuration in this region that was

convenient to inspect.

Hino and Volvo make all of their own parts. That has advantages of design

integration, but the many brands that use Cummins or Detroit engines and Eaton

gear boxes mean that their parts are very commonly available.


Continuing with the American type truck has several advantages:

1. Parts are commonly available and relatively low cost, including for

transmissions and motors that are used in several brands of trucks;

2. Preferred by the gravel haulage truck drivers who feel they are the best suited

for the very rough and dusty conditions that the trucks operate in. This is

supported by the experience of operating Western Star trucks which have

performed well in the demanding conditions.

3. General discussions with neighboring councils working in similar conditions

support the American style truck being considered the best suited unit for

operating in very dusty, rough conditions.

4. Information obtained from an auctioneering business indicates that the

American style truck used for gravel haulage has a higher percentage resale

value, compared to the Japanese and European trucks.

This would leave the Mack Tridents and Western Star in the short list. Any would be

suitable, with fine points only between them.

The operators are happy with the old Western Stars and feel comfortable continuing

with the brand, i.e. their first preference.

They liked the Mack auto but are not sure of long term reliability, so the proven

manual is also in contention (and is the same industry standard unit in the Western

Star).

The manual Mack Trident is cheapest of the short list at $176,654.00. Next is the

Western Star at $107.80 higher at $176,761.80 and then Mack Trident auto a little

more at $178,480.00.

With such a small margin, the preference of the operators could be the decider, in

favour of the Western Star which has proven to be suitable for the work.

Availability/delivery period is 16 weeks for Western Star. Not stated by the others.

Inspections conducted by Gravel Truck Drivers and Plant Manager

Trucks inspected by Councils staff were Freightliner Coronado, Mack Trident,

Western Star, Kenworth and Isuzu. Only four different trucks were test driven.


Comments

All trucks test driven were unloaded, or were prime movers with no weight on them.

Isuzu CXY455 Cab forward truck

Liked features

Serviceability

Vision

Drivers comfort

Control lay out good, with easy to reach locations.

Disliked features

DPF was very low to the ground and may cause fire in grass areas,

Gear shift operation not smooth and may have trouble selecting gears,

particularly when parts wear.

Freightliner Coronado 114

Liked features

Serviceability

Vision

Drivers comfort

Control lay out good and easy to reach.

Disliked features

Entry grab point stated 150kg but drivers felt uncomfortable when using grab

point to enter truck.

Poor vision left hand side due to bonnet design

Slight tail end movement (may be due to not having weight on it)

No high rise air intake.


Mack Trident

Liked features

Serviceability

Vision

Drivers comfort

Easy egress and access to cab

Control lay out good easy to reach

M Drive transmission and MP8 engine very driver friendly - the stand out

feature for the drivers and could be well worth the extra $1,826 cost over the

manual version

2nd best power rating

External mounted high rise engine air filters.

Disliked features

Some small doubt about long term reliability of M Drive transmission – if so,

consider the proven manual gear box

Western Star 4800 II

Prime mover version inspected. The Western Star 4800 II has many changes

compared to Council’s older Western Stars. Has the highest power rating and good

resale value. Whether the extra power increases resale value is unknown. It is the

favorite of the operators due to long association. The workshop has experience with

this brand.

Liked features

Serviceability

Vision

Drivers comfort


Control lay out good easy to reach


External mounted high rise engine air filters.

Disliked features

Air filters mounted slightly forward compared to earlier model, intruding into

peripheral vision.

Kenworth

Highly regarded brand name but is very expensive.

Liked features

Good vision


Good dash layout

Driver comfort, quiet

Can turn off electronic traction aids & ABS brakes for unsealed roads

Ad Blu emission control rather than DPF

Disliked features

Nil

FINANCIAL & RISK

The Delivery and Operational Plan budget allows for the continual delivery of the

Plant Replacement Capital Works Program.

Delays in replacing plant beyond optimum points would increase the running costs

with more breakdowns and maintenance, and reduce the residual values.

In this case, the current trucks were purchased in May 2005 and were due for

replacement around 2010. The first attempt did not attract good enough prices, so

the replacement was deferred.

There have been further delays through the size of the catch up plant replacement

program in recent years, combined with a long look at what configuration of trucks

are currently needed for gravel haulage. Road train side tippers have proven to be

effective in some situations to move large volumes quickly. However, the normal


truck and dog combination is more versatile and has the flexibility to handle small or

one off jobs.

Council has enjoyed a fairly flat price rise trajectory in recent years while the Aussie

dollar was high, but it has dropped against the US dollar. Consequently, new plant

prices are rising faster. This coincides with the mining slowdown pushing second

hand values down. Combined with the delay and advancing age of the trucks, the

changeover cost has increased – new prices up and resale down. However, the

plant fund can accommodate the increased changeover cost. This is likely to occur

more often in future, which is part of the reason for keeping the plant fund at a

healthy level through the good times.

The Hino could be selected on price alone and would do an adequate job. Bearing

the comments in the “Discussion” section in mind, there are better trucks for the task

in terms of operations, maintenance and retained value. I.e. the “American type”

trucks.

The best trade in or purchase only offer was $87,500.00 received from Golden City

Trucks, All change over prices stated in appraisals listed below are with the

purchase price received from Golden City Trucks.

Summary of changeover cost for the replacement gravel trucks, with grey highlighted

cells being the shortlisted items:

Supplier Fleet no. 615

Western Star

Fleet no. 616

Western Star

Fleet no. 617

Western Star

Fleet no. 618

Western Star

Comments

Budget

estimate:

Buy 225,000

Sell 112,000

Net 113,000

Tracserv Isuzu CXY455

112,700.00

Isuzu

112,700.00

Isuzu

112,700.00

Isuzu

112,700.00

Too light. Non-

compliant

West Orange

Motors

Hino 4828

129,640.00

Hino 4828

129,640.00

Hino 4828

129,640.00

Hino 4828

129,640.00

Thomas

Bros.

Iveco

Powerstar

6800/

132,184.00

Iveco

Powerstar

6800/

132,184.00

Iveco

Powerstar

6800/

132,184.00

Iveco

Powerstar

6800/

132,184.00

Non-compliant


Thomas

Bros.

Iveco

Powerstar

7200/

140,500.00

Iveco

Powerstar

7200/

140,500.00

Iveco

Powerstar

7200/

140,500.00

Iveco

Powerstar

7200/

140,500.00

Non-compliant

Thomas

Bros.

Iveco

Powerstar

7200/

141,800.00

Iveco

Powerstar

7200/

141,800.00

Iveco

Powerstar

7200/

141,800.00

Iveco

Powerstar

7200/

141,800.00

Non-compliant

Increase hp extra

1,300.00

Mack trucks

Australia

Mack Granite

152,630.00

Mack Granite

152,630.00

Mack Granite

152,630.00

Mack Granite

152,630.00

Non-compliant

Mack trucks

Australia

Mack Granite

Feb 2014 build

161,430.00

Mack granite

Feb 2014 build

161,430.00

Mack granite

Feb 2014 build

161,430.00

Mack granite

Feb 2014 build

161,430.00

Non-compliant

M Drive trans

Inland Truck

Centre

Kenworth

T409SAR

199,265.30

Kenworth

T409SAR

199,265.30

Kenworth

T409SAR

199,265.30

Kenworth

T409SAR

199,265.30

Expensive

Mack Trucks

Australia

Mack Granite

2013 build

173,530.00

Mack Granite

2013 build

173,530.00

Mack Granite

2013 build

173,530.00

Mack Granite

2013 build

173,530.00

Non-compliant

Wagga

Motors

Mack trident

500 MP8

176,654.00

Mack trident

500 MP8

176,654.00

Mack trident

500 MP8

176,654.00

Mack trident

500 MP8

176,654.00

Wagga

Motors

Mack Trident

500 MP8

M drive trans

178,480.00

Mack Trident

500 MP8

M drive trans

178,480.00

Mack Trident

500 MP8

M drive trans

178,480.00

Mack Trident

500 MP8

M drive trans

178,480.00

Volvo Truck

& Bus

Volvo FMX460

176,063.30

Volvo FMX460

176,063.30

Volvo FMX460

176,063.30

Volvo FMX460

176,063.30

Hartwigs

Trucks

Western Star

Fleet spec II

Western Star

Fleet spec II

Western Star

Fleet spec II

Western Star

Fleet spec II

Suitable


4800

176,761.80

4800

176,761.80

4800

176,761.80

4800

176,761.80

West Orange

Motors

Freightliner

Coronado 114

202,130.00

Freightliner

Coronado 114

202,130.00

Freightliner

Coronado 114

202,130.00

Freightliner

Coronado 114

202,130.00

Most expensive,

several disliked

features & non-

compliant

United

Auctions

Australia

Purchase only

80,000.00

Purchase only

80,000.00

Purchase only

80,000.00

Purchase only

80,000.00

Golden City

Trucks

Purchase only

87,500.00

Purchase only

87,500.00

Purchase only

87,500.00

Purchase only

87,500.00

Best purchase or

trade in offer

received for each

truck.

Trade in ranged

70,000 to 84,000

Appraisal details of truck tenders received.

Supplier Fleet no. 615

Western Star

Fleet no. 616

Western Star

Fleet no. 617

Western Star

Fleet no. 618

Western Star

Comments

Tracserv

Daryl French

Lot I Purvis Ln

Dubbo 2830

6884 2023

1

Isuzu CXY

455

204,826.00

Body included

200,826.00

No trade

Trade offer

84,000.00

Isuzu CXY

455

204,826.00

Body include

200,826.00

No trade

Trade offer

84,000.00

Isuzu CXY

455

204,826.00

Body included

200,826.00

No trade

Trade offer

84,000.00

Isuzu CXY

455

204,826.00

Body included

200,826.00

No trade

Trade offer

84,000.00

GVM 24,000

GCM 57,000

Almighty Ind

Body

4.8 X 1.0 X 2.4

Options:

D/lights 900.00

Sunvisor 515.00

Weather shields

350.00.

Dash radio 800.00.

H/D seat covers


Changeover

200,826.00

87,500.00

112,700.00

Changeover

200,826.00

87,500.00

112,700.00

Changeover

200,826.00

87,500.00

112,700.00

Changeover

200,826.00

87,500.00

112,700.00

500.00.

Tyre monitor

1,100.00.

Air operated ring

feeder 1,500.00.

Hartwigs

Robert Roach

PO Box 578,

Dubbo 2830

Deliver 16

weeks

2

Western Star

Fleet spec II

4800

264,261.80

Body included

Trade

78,000.00

Changeover

264,261.80

87,500.00

176,761.80

Western Star

Fleet spec II

4800

264,261.80

Body included

Trade

78,000.00

Changeover

264,261.80

87,500.00

176,761.80

Western Star

Fleet spec II

4800

264,261.80

Body included

Trade

78,000.00

Changeover

264,261.80

87,500.00

176,761.80

Western Star

Fleet spec II

4800

264,261.80

Body included

Trade

78,000.00

Changeover

264,261.80

87,500.00

176,761.80

CBW body.

560 detroit engine.

18sp Eaton trans.

Options:

GPS monitoring.

699.00 + 39.00 per

month.

Pressurized bell

housing 600.00.

Electronic trans

15,000.00.

Red Dot air

condenser 4,750.00.

H/duty seat covers

350.00.

Body

Options #1

CBW

42,892.00

Includes

options

42,892.00

Includes

options

42,892.00

Includes

options

42,892.00

Includes

options

10m3.

4.5 X 1.0 X 2.4

Options excl GST:

Fire exting’r 250.00.

2 X beacons

640.00.

Isolation switch

229.00

LED lights 794.00

Body

Options #2

46,035.00 46,035.00 46,035.00 46,035.00 10m

4.5 X 1.0 X 2.4


DND Welding

Body

Options #3

Hammelex

White

42,973.00 42,973.00 42,973.00 42,973.00 11 m3 body

4.5 X 1.2 X 2.4

Includes some light

aluminium parts

Wagga

Motors

Craig Staines

Dobney Ave

Wagga 2650

69250105

3

Mack Trident

500 MP8

M drive trans

265,980.00

Body included

Trade in

70,000.00

Changeover

265,980.00

87,500.00

178,480.00

Mack Trident

500 MP8

M drive trans

265,980.00

Body included

Trade in

70,000.00

Changeover

265,980.00

87,500.00

178,480.00

Mack Trident

500 MP8

M drive trans

265,980.00

Body included

Trade in

70,000.00

Changeover

265,980.00

87,500.00

178,480.00

Mack Trident

500 MP8

M drive trans

265,980.00

Body included

Trade in

70,000.00

Changeover

265,980.00

87,500.00

178,480.00

M&S Body

70,000kg GCM

Options:

Includes Alcoa alloy

rims 2,926.00 &

save 300kg

Wagga

Motors

Craig Staines

Dobney Ave

Wagga 2650

69250105

4

Mack trident

500 MP8 18sp

Eaton trans

264,154.00

Body included

Trade in

70,000.00

Changeover

264,154.00

87,500.00

176,654.00

Mack trident

500 MP8 18sp

Eaton trans

261,228.00

Body included

Trade in

70,000.00

Changeover

264,154.00

87,500.00

176,654.00

Mack trident

500 MP8 18sp

Eaton trans

261,228.00

Body included

Trade in

70,000.00

Changeover

264,154.00

87,500.00

176,654.00

Mack trident

500 MP8 18sp

Eaton trans

261,228.00

Body included

Trade in

70,000.00

Changeover

264,154.00

87,500.00

176,654.00

M&S Body

70,000kg GCM

Options:

Alcoa alloy rims

2,926.00 save

300kg

Body

Option #1

M&S Bodies

38,500.00 38,500.00 38,500.00 38,500.00 4.5 X 1.1 X 2.3


Body

Option #2

Nixon

42,680.00 42,680.00 42,680.00 42,680.00 Add 1,000 +GST

if using ZF trans

Mack trucks

Australia

Option # 1

5

Mack Granite

Feb 2014 build

240,130.00

Body included

Trade in

70,000.00

Changeover

240,130.00

87,500.00

152,630.00

Mack Granite

Feb 2014 build

240,130.00

Body included

Trade in

70,000.00

Changeover

240,130.00

87,500.00

152,630.00

Mack Granite

Feb 2014 build

240,130.00

Body included

Trade in

70,000.00

Changeover

240,130.00

87,500.00

152,630.00

Mack Granite

Feb 2014 build

240,130.00

Body included

Trade in

70,000.00

Changeover

240,130.00

87,500.00

152,630.00

M&S Body

500hp /18 sp

manual trans.

Mack trucks

Australia

Option # 2

6

Mack granite

Feb 2014 build

248,930.00

Body included

Trade in

70,000.00

Changeover

248,930.00

87,500.00

161,430.00

Mack granite

Feb 2014 build

248,930.00

Body included

Trade in

70,000.00

Changeover

248,930.00

87,500.00

161,430.00

Mack granite

Feb 2014 build

248,930.00

Body included

Trade in

70,000.00

Changeover

248,930.00

87,500.00

161,430.00

Mack granite

Feb 2014 build

248,930.00

Body included

Trade in

70,000.00

Changeover

248,930.00

87,500.00

161,430.00

M&SBody

500hp / M drive

trans.

Mack trucks

Australia

Option # 3

Mack Granite

2013 build

261,030.00

Body included

Mack Granite

2013 build

261,030.00

Body included

Mack Granite

2013 build

261,030.00

Body included

Mack Granite

2013 build

261,030.00

Body included

M&S Body

500hp, M drive

trans.


7 Trade in

70,000.00

Changeover

261,030.00

87,500.00

173,530.00

Trade in

70,000.00

Changeover

261,030.00

87,500.00

173,530.00

Trade in

70,000.00

Changeover

261,030.00

87,500.00

173,530.00

Trade in

70,000.00

Changeover

261,030.00

87,500.00

173,530.00

Body option

#1

Sloanebuilt

44,420.00

Sloanebuilt

44,420.00

Sloanebuilt

44,420.00

Sloanebuilt

44,420.00

Body option

#2

M&S Bodies

39,930.00

M&S Bodies

39,930.00

M&S Bodies

39,930.00

M&S Bodies

39,930.00

Body option

#3

Borcat Trailers

44,000.00

Borcat Trailers

44,000.00

Borcat Trailers

44,000.00

Borcat Trailers

44,000.00

Thomas Bros

61 Dobney

Ave

Wagga, 2650

69260105

Option #1

8

Iveco

Powerstar

6800/

219,684.89

Body included

No trade offer

Changeover

219,684.89

87,500.00

132,184.00

Iveco

Powerstar

6800/

219,684.89

Body included

No trade offer

Changeover

219,684.89

87,500.00

132,184.00

Iveco

Powerstar

6800/

219,684.89

Body included

No trade offer

Changeover

219,684.89

87,500.00

132,184.00

Iveco

Powerstar

6800/

219,684.89

Body included

No trade offer

Changeover

219,684.89

87,500.00

132,184.00

Nixon body

500hp/

16 Eurotronic trans

90,000kg GCM

Thomas Bros

61 Dobney

Ave

Wagga, 2650

69260105

Option #2

Iveco

Powerstar

7200/

Nixon body

228,000.00

Body included

No trade offer

Changeover

Iveco

Powerstar

7200/

Nixon body

228,000.00

Body included

No trade offer

Changeover

Iveco

Powerstar

7200/

Nixon body

228,000.00

Body included

No trade offer

Changeover

Iveco

Powerstar

7200/

Nixon body

228,000.00

Body included

No trade offer

Changeover

Nixon body

485hp Cummins

18sp Eaton trans


9 228,000.00

87,500.00

140,500.00

228,000.00

87,500.00

140,500.00

228,000.00

87,500.00

140,500.00

228,000.00

87,500.00

140,500.00

Thomas Bros

61 Dobney

Ave

Wagga, 2650

69260105

Option #3

10

Iveco

Powerstar

7200/

Nixon body

229,300.00

Body included

No trade offer

Changeover

229,300.00

87,500.00

141,800.00

Iveco

Powerstar

7200/

Nixon body

229,300.00

Body included

No trade offer

Changeover

229,300.00

87,500.00

141,800.00

Iveco

Powerstar

7200/

Nixon body

229,300.00

Body included

No trade offer

Changeover

229,300.00

87,500.00

141,800.00

Iveco

Powerstar

7200/

Nixon body

229,300.00

Body included

No trade offer

Changeover

229,300.00

87,500.00

141,800.00

Nixon body

525hp Cummins

18sp Eaton trans

Volvo Truck

& Bus

Sydney

Andrew

Woods

120 Hume

Hwy, Chullora

NSW 2190

0412276984

11

Volvo FMX460

263,563.30

Body included

Trade in

70,000.00

Changeover

263,563.30

87,500.00

176,063.30

Volvo FMX460

263,563.30

Body included

Trade in

70,000.00

Changeover

263,563.30

87,500.00

176,063.30

Volvo FMX460

263,563.30

Body included

Trade in

70,000.00

Changeover

263,563.30

87,500.00

176,063.30

Volvo FMX460

263,563.30

Body included

Trade in

70,000.00

Changeover

263,563.30

87,500.00

176,063.30

Darren Cowan Body

Options:

Chrome tail pipe

600.00.

GPS monitoring

1045.00

500hp eng 3,800.00

Storage box 400.00

I- shift trans

4,800.00

Wireless tipper

control 700.00

Inland Truck

centre

Kenworth Kenworth Kenworth Kenworth Darren Cowan Body


Jason Rogers

Bourke St

Dubbo 2830

0427824433

12

T409SAR

286,765.30

Body included

Trade in

70,000.00

Changeover

286,765.30

87,500.00

199,265.30

T409SAR

286,765.30

Body included

Trade in

70,000.00

Changeover

286,765.30

87,500.00

199,265.30

T409SAR

286,765.30

Body included

Trade in

70,000.00

Changeover

286,765.30

87,500.00

199,265.30

T409SAR

286,765.30

Body included

Trade in

70,000.00

Changeover

286,765.30

87,500.00

199,265.30

4.5 X 2.5 X 1.0

Cummins 485 hp

18sp Eaton trans

41,545.00

TCU 5000 wireless

remote control

West Orange

Motors

Jason Thomas

22 -24 Forbes

Rd

Orange 2800

63622779

13

Hino2848

AMT

217,140.00

Body included

Trade in

70,000.00

Changeover

217,140.00

87,500.00

129,640.00

Hino2848

AMT

217,140.00

Body included

Trade in

70,000.00

Changeover

217,140.00

87,500.00

129,640.00

Hino2848

AMT

217,140.00

Body included

Trade in

70,000.00

Changeover

217,140.00

87,500.00

129,640.00

Hino2848

AMT

217,140.00

Body included

Trade in

70,000.00

Changeover

217,140.00

87,500.00

129,640.00

M&S body

AMT trans

Body

Option #1

Borcat Trailers

44,000.00 44,000.00 44,000.00 44,000.00 4.6 X 1.2 X 2.4

West Orange

Motors

Jason Thomas

22 -24 Forbes

Rd

Orange 2800

63622779

Freightliner

Coronado 114

289,630.00

Body include

Trade in

70,000.00

Changeover

Freightliner

Coronado 114

289,630.00

Body include

Trade in

70,000.00

Changeover

Freightliner

Coronado 114

289,630.00

Body include

Trade in

70,000.00

Changeover

Freightliner

Coronado 114

289,630.00

Body include

Trade in

70,000.00

Changeover

M&S body

Detroit 560hp

18sp Eaton trans


14

289,630.00

87,500.00

202,130.00

289,630.00

87,500.00

202,130.00

289,630.00

87,500.00

202,130.00

289,630.00

87,500.00

202,130.00

Body

Option #1

Borcat Trailers

44,000.00 44,000.00 44,000.00 44,000.00 4.6 X 1.2 X 2.4

Golden City

Trucks

286 Bruce

Hwy, Gympie,

Qld

07 5482 8188

Purchase only

87,500.00

Purchase only

87,500.00

Purchase only

87,500.00

Purchase only

87,500.00

Best purchase only

or trade price

offered.

United

Auctions

Australia

Paul Kilmurray

16 – 22

Riverside

Drive

Mayfield west

NSW 2304

0412906416

Purchase only

80,000.00

Purchase only

80,000.00

Purchase only

80,000.00

Purchase only

80,000.00

ENGAGEMENT

The tenderers were given the opportunity to inspect the trucks in their working

environment.

Various truck drivers on staff have looked at some of the trucks offered, with some

able to provide more specific feedback.


CONCLUSION

The shortlisted trucks would be the most suitable, but with very little to choose

between them on price or features, it is recommended to proceed with the Western

Star which is most familiar to the operators and their preference.

ATTACHMENTS

Nil

Keith Dawe

MANAGER OPERATIONS

Greg Nagle

PLANT AND DEPOT OVERSEER

Liz Collyer

GENERAL MANAGER


8.4.9 MEDIUM TRUCKS REPLACEMENT CORRECTION 2013

Author: K. Dawe & G. Nagle

TRIM: 13.6.6.3

Community

Strategic

Plan

Goal 3 BUILD AND MAINTAIN COMMUNITY

INFRASTRUCTURE AND SYSTEMS

Strategic

Outcome

3.1

3.2

3.3

Provision of suitable plant and plant replacement program

supports various outcomes, e.g.

Efficient transport networks that meet community and

business needs

Water, Sewer and energy utilities meet best practice


Visually appealing built environment, landscapes and

streetscapes

Delivery

Program

3.1.1

3.2.3

3.3.5

Implement road maintenance, renewals and improvements

in accordance with asset management plan

Implement the asset maintenance and renewal program

for water and sewerage services


Operational

Plan

3.1.1

3.2.3

3.3.5

Complete annual maintenance, renewals and

improvements program


RECOMMENDATION

1. That Council confirms part i) of resolution number 324/13 for the

Purchase of three Hino 1628 Medium trucks with Obieco bodies from

West Orange Motors for $399,924.00 ($133,308.00 per unit) and sell three

used Hino Pro 6 SE trucks, fleet numbers 620, 621 and 622, to

Blacklocks Trucks of Wodonga for $138,765.00 ($46,255.00 per unit), on



ITEM NO. 9.4.8


the understanding that this is for 24 Tonne trucks rather than 32 Tonne

GCM trucks.

2. Authorise the General Manager to authorise minor variations to the

purchase of vehicles, plant and materials where there is difficulty with

supply of the type or model offered in a reasonable time frame, or to

correct errors where the intent of the council resolution is not changed,

all subject to the limitations imposed by the Local Government Act 1993

and associated Regulations.

INTRODUCTION

Council resolved on Wednesday 18th September 2013 as recommended, to

purchase three Hino 1628 Medium trucks with Obieco bodies from West Orange

Motors. Also, the 3 old trucks would be sold to Blacklocks Truck Centre of Wodonga.

Unfortunately, upon clarification of prices when preparing the order, it was found that

the price was for the 24Tonne model, rather than the 32Tonne model as intended.

The resolution may or may not need to change. The basis of the conclusions leading

to the recommendation and ultimately the council resolution, had an error. Rather

than proceed with the order, it was considered preferable to look at the options

available and make a fresh determination to maintain transparency in the process.

BACKGROUND

As explained in the report and verbally to councillors in the meeting, Hino from West

Orange Motors was recommended on the basis of paying approximately $1,000

extra (actual figure $1,075.60) over the cheapest option of Isuzu from Tracserv, for

32T GCM (Gross Combination Mass) instead of 24T GCM. This would improve

future flexibility for adding a tag trailer for towing around other plant items for little

extra cost.

On preparing the purchase order in accordance with the resolution, it became

apparent that the Hino price applied to the 24T GCM model, not the 32T GCM

variant which would cost $5,795.33 extra, each.

The analysis stage can be complex with tenderers providing information in different

formats. Normally all permutations are found, but the distinction between 24T and

32T pricing of the Hino truck from West Orange Motors was missed.


Extract from the September report:

“Tender 2013/07 - Three 9 Tonne 16,000 GVM Tipping Trucks.

Lowest tender without trade is an Isuzu FTR900 Med/Long for $132,232.00 from

Tracserv.

The best trade in or purchase offer for the three Hino Pro 6 trucks, fleet no. 620,621

& 622, is $46,255.00 per unit from Blacklocks Truck Centre.

The best combination on price is for Tracserv to supply 3 - Isuzu FTR900 tipping

trucks for $396,696 ($132,232.00 each, no trade offer) and to sell 3 used trucks to

Blacklocks Trucks for $138,765.00 ($46,255.00 each). The Isuzu has 24,000kg

GCM.

Hino 1628 Medium from West Orange Motors for $133,308.00 each, fitted with the

Obieco body is preferred. Its’ higher 32,000kg GCM only costs $1,076.00 more for

an extra 8,000kg GCM. The heavier duty and higher GCM is more flexible if plant

trailers become necessary.”

Options:

On discussion with dealers, it was found that the 24T variant would be adequate,

with operators having to be aware that the truck cannot be fully loaded if towing a

plant trailer.

The apparent options include:

1. Leave the resolution as is, and accept the 24T GCM variant – same dealer,

same price, same body, lower rated variant of the same model as shown in

the council resolution – possibly able to proceed using GM’s delegation.

2. Continue with the dealer and model as resolved, but pay $5,795.33 extra per

truck for the 32T variant as originally intended - possibly able to proceed using

GM’s delegation. A minor issue with potential damage by multiple drivers to a

more complex gear box can be offset with training.

3. Purchase lowest cost 24T offer from a different dealer - replace the

September resolution and ask Council to approve purchase of 3 Isuzu

FTR900 trucks with 24T GCM from Tracserv at $1,075.33 less each – needs

a recision motion.


4. Purchase lowest cost 32T offer from a different dealer. I.e. replace the

September resolution and ask Council to approve purchase of 3 Isuzu

FVR1000 trucks with 32T GCM from Wagga Motors at $1,158.50 each more

than the amount in the resolution (which is $4,636.83 less than the corrected

amount for 32T Hino) – needs a recision motion.

5. Recision motion, start again and recall tenders for the 3 trucks. This would

involve delays and potentially higher costs as the Aussie dollar has fallen and

if Blacklocks do not again make offers above the trade-ins for the old trucks.

In terms of cost to council, this is the riskiest option.

Council previously resolved to allow the General Manager some flexibility to

authorise variations to vehicle purchases where the intended model and price might

not be available in a reasonable time. This arose from supply delays caused by the

earthquake and tsunami in Japan and floods in Thailand. Sometimes, a lower trade

in price was accepted, to avoid the cost and more delay to re-quote and get lower

trade in offers anyway. In some other cases, council purchased a similar model that

was available, e.g. a manual instead of auto, or a wagon with 7 instead of 5 seats,

with a price adjustment. Occasionally supply issues still occur.

It was uncertain how far the flexibility extended, so it is preferred to return this case

to council for determination. A delegation to the new General Manager could be

made to authorise minor variations where they fit the intent of the council resolution.

If happy with a 24T variant in the first place, the original recommendation would have

been either Isuzu in line with Option 3 above, for the lowest changeover cost or Hino

in line with Option 1 as the second lowest and proven brand for our purposes.

If the missed information was known, the original recommendation would have been

in line with Option 4 above, for the lowest changeover cost for a 32T model.

A recision motion is a more complex route to follow and is the least preferred if

another option is workable. In particular, Option 5 involves the unknown but

potentially higher risk of increased cost than the extra costs in Options 2 and 4.

Not enough is known about future resale values to influence the selection.


The ‘conditions of tendering’ allows council to make a selection without necessarily

selecting the lowest price or lowest changeover offer, so there is no obligation in that

respect. Option 1 would still be the second lowest changeover by $1,075.60 each.

As to whether Hino or Isuzu would have been recommended with the correct

numbers being used, Isuzu was slightly cheaper but Hino has given council good

service. When close, recommendations have often gone with the proven or most

familiar product, and we can live with the 24T version, so that option 1 is viable.

FINANCIAL AND RISK

See discussion above for more details.

ENGAGEMENT

The West Orange Motors and Blacklocks Truck Centre tenders are still on the table.

CONCLUSION

Option 1 is recommended, as requiring the least change, leaving the resolution

unchanged on the understanding that it is for a 24T truck.

Greg Nagle

PLANT SUPERVISOR

Keith Dawe



Attachment - Tender data summary from September 2013 report:

Supplier Tender

2013/07

9Tonne

Tipping

Truck

Truck

Price

each

Trade in

&

Change

Over

Fleet no.

620 Hino

Pro 6 SE

Trade in

&

Change

Over

Fleet no.

621 Hino

Pro 6 SE

Trade in

&

Change

Over

Fleet no.

622 Hino

Pro 6 SE

Change

over

using

purchas

e offered

from

Blackloc

ks

Trucks

Comment

s

Tracserv

Daryl French

1 Purvis Ln,

Dubbo NSW

2830

Isuzu

FTR900

Med/Lon

g

134,232.

00

No trade:

132,232.

00

44,000.0

0

C/Over

90,232.0

0

42,000.0

0

C/Over

92,232.0

0

42,000.0

0

C/Over

92,232.0

0

132,232.

00

46,255.0

0

85,977.0

0

Delivery 6

- 8 weeks

15,000

GVM

24,000

GCM

Prefer

higher

GCM

Hartwigs

Trucks

Robert Roach

PO Box 578

Dubbo NSW

2830

Fuso

Fighter

1627

400,237.

00

Trade

93,000.0

0

133,412.

40

No Trade

- not

offered

31.000.0

0

C/Over

102,412.

40

31.000.0

0

C/Over

102,412.

40

31.000.0

0

C/Over

102,412.

40

133,412.

40

46,255.0

0

87,157.4

0

15,000

GVM

24,000

GCM

Prefer

higher

GCM

Wagga

Motors

Craig Staines

32 Dobney

Ave Wagga

NSW 2650

Isuzu

FVR

1000

134,466.

50

32,500.0

0

C/Over

101,966.

50

Revised

trade

price

submitted

2/8/13

32,500.0

0

C/Over

101,966.

50

32,500.0

0

C/Over

101,966.

50

134,466.

50

46,255.0

0

88,211.5

0

Delivery 4

– 6 weeks

16,500

GVM

32,000

GCM

West Orange

Motors

Aaron

Daniels

Hino

1628

Medium

Body opt:

133,308.

43.000.0

0

43.000.0

0

43.000.0

0

Obieco

133,308.

Delivery 4

– 6 weeks

15,500

GVM


32 Forbes Rd

, Orange

NSW 2800

Obieco

Industries

32,329.0

0

or

Almighty

Industries

33,726.0

0

00

134,705.

00

No

trades:

offers

same

Obieco

c/over

90,308.0

0

Almighty

c/over

91,705.0

0

Obieco

c/over

90,308.0

0

Almighty

c/over

91,705.0

0

Obieco

c/over

90,308.0

0

Almighty

c/over

91,705.0

0

00

46,255.0

0

87,053.0

0

each

Almighty

134,705.

00

46,255.0

0

88,450.0

0

32,000

GCM

Lowest

price for

32,000

GCM

Tracserv

Daryl French

1 Purvis Ln,

Dubbo NSW

2830

Isuzu

FVR

1000

Med

139,732.

00

No trade:

137,732.

00 each

44,000.0

0

C/Over

95,732.0

0

42,000.0

0

C/Over

97,732.0

0

42,000.0

0

C/Over

97,732.0

0

137,732.

00

46,255.0

0

91,477.0

0

Delivery 6

- 8 weeks

16,500

GVM

32,000

GCM

Hartwigs

Trucks

Andrew

lavers 266

Hammond

Ave, Wagga

NSW 2650

Nissan

UD

PK17280

415,800.

00

Trade

93,000.0

0

138,600.

00

No trade:

138,600.

00

each

31,000.0

0

C/Over

107,600

31,000.0

0

C/Over

107,600

31,000.0

0

C/Over

107,600

138,600.

00

46,255.0

0

92,345.0

0

Blacklocks

Truck Centre

Tom Wighton

5 Kendall St

Wodonga

3690

Purchase

only

46,255.0

0

Purchase

only

46,255.0

0

Purchase

only

46,255.0

0

United

Auctions

Australia

Purchase

only

38,850

Purchase

only

38,850

Purchase

only

38,850


9.0 DEPUTATIONS


10.0 MEETINGS AND FUNCTIONS ATTENDED BY THE MAYOR &

DEPUTY MAYOR

Date Function

19 09 13 Year 12 Graduation Dinner

23 09 13 Carrathool Shire Council opening of Hillston District Office

25 09 13 Field Day and Anniversary celebrations of Condobolin Agriculture

Station

26 09 13 Family Support Fun Day – Condobolin

01 10 13 –

04 10 13

Local Government Conference

12 10 13 Highland Gathering

Sports Club – Centre State Triples Competition Dinner

11.0 NOTICES OF MOTION

Cr Mark Hall

“Council resolve to assist the Lake Long Daycare Centre with the requested works

for the landscaping and parking areas required for the Daycare Centre to be able to

open next year.”


12.0 DELEGATES REPORT


13.0 CORRESPONDENCE

13.1 TOTTENHAM WELFARE COUNCIL INC.

Attachment

Correspondence received from the Tottenham Welfare Council Inc with a letter of

congratulations and thanks for Lachlan Shire Council staff efforts leading up to the

recent Tidy Towns judging.

13.2 NSW DEPARTMENT PLANNING & INFRASTRUCTURE

Attachment

Correspondence received from the NSW Department Planning & Infrastructure

regarding the Strategic Regional Land Use Policy Implementation

RECOMMENDATION

That Council note the correspondence.

(/)


14.0 COMMON SEAL


15.0 QUESTIONS OF WHICH NOTICE HAS BEEN GIVEN


16.0 MATTERS RULED URGENT BY THE MAYOR


17.0 CLOSED SESSION


18.0 ATTACHMENTS

Attachment 6.1.2


Attachment 8.3.1


Attachment 13.1


Attachment 13.2

ordinary meeting of council condobolin 23 october, 2013 ... › f.ashx › 201310... · ordinary...

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